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Mayor and Council , . October 4, 1974

Possible Program

Keeping in mind that the objective is to encourage citizens and Aldermen to participate
earlier in the planning process the following guidelines could be followed:

1. The Planning and Zoning Committee is the first group to deal with development
proposals and the initial presentation is always subject to some refinement. After
these initial discussions with the developer and after the Committee feels that the
project may be acceptable for further consideration details of the proposal could be
presented to all members of Council for information and for their written comments.
This procedure would enable Council members to make inquiries and get feedback from
residents and ratepayers groups if they wish and their comments can be passed on to
the Committee.

2, The information returned to the Committee would be discussed with the developer
and further refinements made if necessary. The project could then be forwarded to

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3. With regard to informing the residents, once the project has received scrutiny
of the Planning and Zoning Committee and other members of Council and is to proceed,
I feel that it is the developer's responsibility to sell the project to the residents.

‘The developer should provide details of the development for distribution to the resi-

dents effected. This information would be circulated when the City informs residents
of the public hearing. In addition, the developer should carry out any additional
publicity necessary. as warranted. by the magnitude of the proposal under review.

4. The difficult area to cover is that of introducing changes in planning concepts
j.e., introducing higher density, building on a smaller sized lots etc. The only
solution is to discuss the ideas and keep them before the public, The method used

by the G.V.R.D.,for instance, is the circulation of a newsletter which contains items
under consideration by the Board and also includes articles on planning concepts and

a variety of other subjects. We could not undertake the publication of a planning
newsletter as such as it would require a great deal of research and editing. However,
we could publish a quarterly newsletter which would include information on the progress
of developments being considered by the Council. and when available we could inciude
pertinent articles on planning topics to make new ideas known to the public. Perhaps
such a newsletter could be started in the new year.

It is impossible to make a recommendation that will result in instant communication
with the public . Perhaps these ideas listed can be further discussed and refined

by the Council.

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