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Annotated Outline <br /> provision as appropriate to establish a submission schedule for all applications. A practical benefit to this approach is that the <br /> application submission schedule can be changed administratively, so that it is not necessary to amend the UDO every time <br /> modifications are needed. <br /> Pre-Application Conference <br /> The Issues Summary above describes the desirability of requiring pre-application conferences. We recommend the common <br /> procedures section of the new UDO establish a standard requirement for a pre-application conference between the applicant and staff. <br /> This provision would clarify what types of development applications are subject to the pre-application conference,the purpose of such <br /> meetings, and the effect of such meetings(i.e.,discussions are not binding on the town and processing times do not start until a formal <br /> application is submitted and accepted). The following types of major development applications should require a pre-application <br /> conference with staff before the application is submitted: zoning map amendments, planned developments (, special use permits, <br /> conditional use permits, Type II site plans, preliminary plats, and variances. Pre-application conferences would be voluntary for all <br /> other forms of development applications. <br /> Application Submission <br /> The next step in the planning and development process—and what many persons consider the"beginning'of the development review <br /> process—starts with the applicant's submission of the necessary application and the required fee. This is followed by staffs review of <br /> the application to determine if it meets minimal completeness requirements, and then staffs review of the general merits of the <br /> application and preparation of a written staff report We propose that all applications undergo a completeness review by planning <br /> staff. This process prevents staff's and applicants'time being wasted by substantive review of applications that are not complete. <br /> Determination of Completeness <br /> These sections establish that the review of a development application is subjected to two increments of review. The first increment <br /> consists of receipt and review of the application to determine if it has the minimal amount of materials (application contents) so that <br /> staff can conduct an adequate review of the application; it is called a completeness determination. The provision requires that the <br /> determination be made within a reasonable period of time after receipt of the application, such as five business days. The regulations <br /> should also specify how long an applicant has to correct a deficient application. <br /> If the application is found to be incomplete, the applicant is notified in writing with the specific deficiencies identified. The applicant <br /> may then correct the deficiencies, and resubmit the application within a defined time frame for completeness determination. (The fee <br /> schedule established by the Town Board of Commissioners may provide that re-submittals after the first re-submittal be accompanied <br /> by an additional fee to discourage recurring incomplete submittals.) We recommend the town avoid 'codifying any development <br /> application review time frames, but include this kind of information in an Administrative Manual so that time frames may be adjusted <br /> to changing conditions without need of a lengthy text amendment process. <br /> Actual substantive review of the application,along with preparation of an accompanying staff report,will not begin until the application <br /> is determined to be complete. <br /> Preparation of Staff Report <br /> Upon a determination of completeness,the second stage of review begins--the staffs evaluation of the application and preparation of <br /> a written staff report The time frame for review of the application and preparation of a staff report varies between different types of <br /> development applications depending on their complexity. For example, the staff review time fora planned development may be <br /> longer than a variance because the issues evaluated in the application are broader and more complex. <br /> Scheduling Public Hearing <br /> This subsection establishes a consolidated set of public hearing procedures. Some boards and commissions include public hearing <br /> procedures.within their by-laws. Typically, these provisions spell out the rules governing the conduct of the public hearing, including <br /> what persons have the right to speak, the order of the proceedings at public hearings(how the application is to be presented, in what <br /> order the applicant and public can speak,and the process for responding to comments), how and under what circumstances testimony <br /> and evidence is excluded, what findings are made to support the decision, and how requests for a continuance are handled. This <br /> section will include these general provisions and defer to established bylaws if they exist <br /> Hillsborough,North Carolina <br /> Page 6 Unified Development Ordinance I Draft Annotated Outline <br /> November,2009 <br />