Town of Cary
Planning and Zoning Board
Newcomer Subcommittee Minutes
March 26, 2010
11:30 a.m.
Planning Department Conference Room
316 N. Academy Street , Cary , NC
Web Site: www.townofcary.org

Members Present: Brent Miller, Michelle Muir, John Shaw

Staff Present: Dan Matthys

The meeting was called to order by Chairman Miller at 11:53 a.m.

1. Agenda Overview

Chairman Miller discussed the agenda and the purpose of the meeting(s).

2. Introduction of Members and Staff

All members exchanged introductions with staff liaison, Dan Matthys

3. Subcommittee in the Sunshine (Dan Matthys)

Dan explained the sunshine requirements of the meeting including meeting minutes, quorum requirements and that the meetings were published.

4. Goals of the Subcommittee (Chairman Miller)

Chairman Miller introduced the goals of the subcommittee, which include the following:

· Preparing informational and supplemental materials for potential Planning & Zoning Board applicants and newly appointed P&Z Board members that is useful as they consider applying/transitioning to serve on P&Z.

· Providing information specific to the Planning & Zoning Board, avoid duplication of materials and efforts.

· Providing drafts for full Planning & Zoning Board adoption in time for next round of citizen board & commission applications (target June 2010).

5. Review of Existing Resource Materials (Chairman Miller)

Chairman Miller identified existing orientation and new member training materials, which include the following:

· Town of Cary Code of Ordinances

· Planning & Zoning Board Rules of Order

· Planning & Zoning Board information on Town of Cary Web page

· Town Clerk’s new board/commission member orientation

· Planning Department P&Z new member orientation

• APA membership is paid; APA materials (magazines, flyers, e-mails) are received; these help to provide context for Cary’s land use decisions. Dan to check with Jeff Ulma about this -- Michelle and John are not getting APA magazines/materials.

The Subcommittee discussed items they felt were missing in training including the following:

• Time frames for meetings and work sessions (Meetings seldom last less than 1 hour, and sometimes last for several hours. Work sessions occur, typically monthly, in addition to regular meetings)
• The television aspect of meetings
• Amount of time required for background research (studying staff reports, asking staff questions ahead of time, community meetings in some cases and site visits).
• Uncompensated site visits
• Attendance requirements (plan to make the commitment)
• “No need for land use/zoning expertise” (rely on professional staff)
• “Typical” PZ meeting and work session description
• Agenda description and process, public hearing explanation, the general outline of a P&Z meeting (i.e. staff presentation, applicant presentation, P&Z questions, discussion, vote)
• Timeline of development prior to P&Z (i.e. pre-application meetings with staff and community meeting)
• What questions to or not to ask
• General things a P&Z Board Member shouldn’t do (public discussion of cases, go into meeting with decision made), etc.
• Meetings use Robert's Rules/parliamentary procedure, so should have some familiarity with this, but need not be a heavy-duty parliamentary expert
• Your work is appreciated by Town Council and your fellow Cary citizens
• It’s not always easy, but it is rewarding

6. Ideas and Approaches (Subcommittee Members)

Many ideas were discussed by the subcommittee. Member Muir discussed the idea of a web-based product, accessible and electronic training materials including the following:

• Frequently asked questions (for future candidates and new members)
• Web links to useful resources such as summary of Roberts Rules of Order, Cary’s Virtual Interactive Planner, the Land Development Ordinance and other printed orientation materials
• Video sample of P&Z meeting
• Other materials or information identified in the “Missing in Training”, listed above.

7. Meeting Adjourned (Chairman Miller)

Chairman Miller reminded the subcommittee that the next meeting is scheduled for April 16^th at 11:30 a.m. in the Planning Department back conference room. Following that announcement, Chairman Miller adjourned the meeting at 12:25 p.m.