pages: PlanningBoard/2007-02-12.pdf, 7
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PlanningBoard | 2007-02-12 | 7 | 8-C. Workshop to discuss roles and responsibilities of the Planning Board and staff, improvements in the effectiveness of meetings, and major planning projects and initiatives in 2007. (Continued from the special meeting of January 31, 2007.) Ms. Woodbury presented the staff report, and noted that the 2006 calendar had been very heavy with many items having been continued. Staff would be cognizant of the mix of controversial items with more routine items. Another idea was to hold special meetings for workshops, with some of the special meetings being held on-site at a different time. She noted that following the rules of procedure with respect to agenda order would enhance efficiency. She added that using the Zoning Administrator to address administrative use permits and variances, which would lighten the load of the agendas. She emphasized that the Zoning Administrator hearings would also be publicly noticed and open to the public. President Lynch supported the use of Zoning Administrator hearings to enable the Planning Board to address more detailed items more thoroughly during the regular Planning Board meetings. Ms. Woodbury advised that the same timetables for appeals and call for review would apply to the Zoning Administrator hearings. She noted that a bulletin would be distributed to the Planning Board regarding upcoming items. In response to an inquiry by Member McNamara regarding how the agenda order was determined, Ms. Woodbury replied that was delineated in the Rules and Procedures. Member McNamara suggested shifting the less time-consuming item to the beginning of the agenda. Ms. Woodbury noted that it was sometimes difficult to assess that possibility before it starts, and that it was the Board's prerogative to change the agenda order. Member Ezzy Ashcraft urged caution in reordering the agenda since some members of the public plan to arrive at a certain time to hear a particular item. She did not want the public to miss an item because it was moved up on the agenda. Member McNamara noted that when the draft minutes were reviewed by the Board, the Board had agreed to change the minutes to a summary from more detailed minutes. She noted that when the Board makes corrections and edits to the draft minutes, it often involves more detailed verbiage. She inquired what the current standard was for the minutes. Ms. Woodbury replied that the summary minutes do have some level of detail to ensure the comments and votes were captured correctly. She emphasized that the minutes are based on what was actually stated during a meeting, not what was intended in considering the content after the fact. She added that the audiotape and the City's webcast center on the website were also available to the public. She noted that verbatim minutes would reflect every word exactly as spoken. Member Kohlstrand noted that with respect to meeting cancellation, she liked Member Cunningham's recommendation of having a list of items to address. She believed that it was awkward to cancel the January 22 meeting, followed by a special meeting on January Planning Board Minutes Page 7 February 12, 2007 | PlanningBoard/2007-02-12.pdf |