All applications classified as minor applications are outlined in Section 4.4.2. The following development review procedure shall apply to all minor applications, unless variations or exceptions to the core procedure are expressly allowed in the particular application requirements stated in Section 4.9.
Core Minor Application Development Review Procedure
1. Step 1: Pre-Application Conference.
a. A pre-application conference is mandatory for all minor development applications. The Planning Director may grant a waiver from the requirement for a pre-application conference upon finding that the on-site and off-site impacts of the proposed development are likely to be minimal.
b. See Section 4.5.1 for applicable requirement for the pre-application conference, including attendance, scheduling, Planning Director review and recommendations, and effect of pre-application conference.
2. Step 2: Neighborhood Meetings.
a. Applicability. Unless waived, neighborhood meetings are required for all minor applications. The Planning Director may waive a neighborhood meeting if it is determined that the development proposal would not have significant neighborhood impacts. The Director may also wait until after the application has been submitted and reviewed to determine if a neighborhood meeting is appropriate based on the anticipated impacts of a development. The Planning Director shall determine the applicability of this subsection to a development proposal at the pre-application conference.
3. Step 3: Application Submittal.
a. The Applicant shall submit a complete application and all applicable submittal material in one package to the Planning Department. The submittal will be reviewed for completeness as outlined in Section 4.5.3 and Appendix A.
b. After the initial application is determined to be complete, the Applicant shall not make any changes to the development application or any accompanying plans or information, unless changes or additional information is requested.
4. Step 4: Notice of Application and posting of property.
a. Notices of application must be sent out upon certification that an application is complete. The applicant will supply the names and addresses for the surrounding property owners according to the required distance outlined in Section 4.5.6. Stamped envelopes will also be provided by the applicant.
5. Step 5: Review and Initial Comments to Applicant.
a. After receipt of a complete application, the plans will be distributed to Town Staff and applicable referral agencies. The application will be reviewed for technical accuracy, compliance with this Land Use Code, and other relevant regulations and ordinances, and shall evaluate the proposal according to adopted review criteria.
Referral agencies will be given twenty-one (21) days to provide comments to the Project Planner. Comments provided by referral agencies will be communicated to the applicant in a formal Development Review report.
6. Step 6: Submission of Revised Application.
a. After the initial comments are received by the Applicant, the Applicant shall revise the development application as necessary to respond to all comments in the initial report and shall submit the revised application package to the Planning Department. The Applicant is encouraged to work with the staff and agencies to resolve any concerns. Revised plans shall reflect all resolutions. Any remaining issues should be documented and communicated to both Town Staff and applicable agencies. The revised application shall include the Applicant’s response to each comment raised by Town Staff and referral agencies.
b. The Applicant shall submit the revised application and related materials to the Planning Department within one hundred twenty (120) days. If a revised application is not received within this time frame, the Applicant will be notified that the lack of submittal constitutes a withdrawn project unless a revised application is received within an additional sixty (60) days. If an application is not submitted and no extension has been approved by the Planning Director in the allowed one hundred eighty (180) days, the application shall be considered withdrawn. Any resubmittal of the application will be treated as a new application.
7. Step 7: Review and Final Comments.
a. After an application has been submitted for second review, the project will be reviewed by Town Staff and referral agencies with outstanding comments in the initial comments. The timeframe for this review will range from ten to twenty-one (10 – 21) days as determined by the Project Planner, based on the level of complexity of the outstanding comments.
b. Written comments will be submitted by the Project Planner and review agencies. Comments will include a final recommendation on the application.
c. A final report compiling all comments will be provided to the Applicant. The report will outline any comments left to be addressed and tentative meeting/hearing dates. Any comments left unaddressed will become recommended conditions of approval.
8. Step 8: Notice of public hearing and posting of the property.
a. Notices of public hearing must be sent out not less than 14 days prior to the public meeting date to the surrounding property owners according to the required distance outlined in Section 4.5.6. Stamped envelopes will also be provided by the applicant.
9. Step 9: Public Hearing at Planning Commission.
a. The Planning Commission will hear minor applications at a public hearing. The decisions made by the Planning Commission are forwarded to the Board of Trustees for final consideration.
b. In order to finalize the schedule of a project, Applicants are required to submit the following items to the Project Planner no later than 15 days prior to the Planning Commission date:
(2) A letter to the Planning Commission describing the project;
(3) Copies of all application plans, and;
(4) Electronic versions of each of the above documents.
c. After the Applicant has submitted the required materials for Planning Commission, the Project Planner shall prepare a report to be presented to Planning Commission. The report shall include the written summary of any neighborhood meetings, shall report whether the application complies with all applicable standards, shall specify any areas of noncompliance, and shall conclude, when applicable, with a recommendation for application approval, approval with conditions, or denial.
d. The report to Planning Commission shall be made available to Planning Commission, the Applicant, and the public at least five (5) days prior to the public meeting on the application.
e. The Planning Commission’s decision will be forwarded to the Board of Trustees and shall be documented in a Planning Commission Resolution.
10. Step 10: Public Meeting at Board of Trustees.
a. The Board of Trustees will hear minor applications at a public meeting following the public hearing held before the Planning Commission.
b. Following the Planning Commission meeting, the Applicant is required to submit the following items to the Project Planner no later than 10 days prior to the Board of Trustees date:
(1) Copies of all application plans reduced to eleven by seventeen inches (11" x 17") and;
(2) Electronic versions of each of the above documents.
(3) Each legal description related to the application in an electronic version of Microsoft Word.
c. The Project Planner shall prepare a report to be presented to Board of Trustees that includes the written summary of any neighborhood meetings, shall report whether the application complies with all applicable standards, shall specify any areas of noncompliance, shall convey the decision of the Planning Commission, and shall conclude with a recommendation for application approval, approval with conditions, or denial.
d. The report to the Board of Trustees shall be made available to the Board of Trustees, the Applicant, and the public at least five (5) days prior to the public meeting on the application.
e. Should the Board of Trustees deny the application, appeals may be made to the Board of Adjustments following Section 4.7.7 of this Code.