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Sunshine Ordinance September 17, 2012 Page 3 Community Meetings Should Occur Early and Not Delay Development Projects In order to ensure that the community outreach does not otherwise delay the development process, the community meeting must be conducted within about three weeks after the City receives the development application. The recommended ordinance sets forth timeframes to make sure this happens. Bilingual Public Notice Should Be Provided, Be Sent to Both Property Owners and Residents The recommended ordinance requires a 10-day public notice be provided by the applicant prior to the community meeting. This notice would be sent to both property owners and residents within a 500 foot radius of the project site, and be provided in both English and Spanish. The recommended ordinance also requires that the notice be published in a newspaper of general circulation, and be posted on the project site. The City's current informal practice for community meetings relies on notifying the community by working with the nearby neighborhood association leaders, rather than sending formal mailed notices. And to be consistent staff recommends that the City include both property owners and residents in all other notices the City sends concerning development projects. This would have a fiscal impact to the City estimated at $8,500 annually. It is further estimated that these notice requirements would add $700 in costs to the average applicant. Communitv Meetings Should Be Convenient The recommended ordinance provides that the community meeting be conducted at times and locations that are convenient for community members. Early evenings or Saturdays are preferable, though adjustments are acceptable if they better serve the community members who are planning to attend. The recommended ordinance also provides that the community meetings take place within one mile of the project site, or at the closet City facility. Community Meetings Should Provide Translation Services When Requested The recommended ordinance provides that an applicant make translation services available should it receive a request prior to the meeting. Based on City experience, and assuming a two-hour meeting, it is estimated that this requirement will cost an applicant $200 when translation services are necessary. Written Summary of Community Meetings To Be Part of the Public Record The recommended ordinance requires an applicant to provide the City with a summary of the community meeting. The meeting summary would become part of the public record WSA-3