After you have submitted your Type 1 project through STREAM and city staff has accepted it for review, you have 45 days to hold your community participation meeting. Notices for the meeting must be sent out and signs must be posted 15 days before the meeting date.
1. Plan the Participation Meeting
The City encourages developers to host in-person community participation meetings, but they may also be held online via Zoom or other online meeting platform. When choosing a meeting time and place, please ensure:
- The meeting location is accessible by public transportation and private vehicles, provides accessible seating and restrooms, and is near the proposed project area.
- The meeting location is generally recognized as a public gathering space, such as public schools or libraries, UofM facilities, or City Parks & Recreation facilities.
- Avoid religious holidays, mornings, early afternoons, and weekends to increase meeting attendance.
2. Prepare & Post Sign
The City provides templates for signs, similar to postcard templates, that ensures all required information is included on the sign. Applicants are welcome to follow their own templates if all required information is included on the sign per Section 5.28.4 of the UDC. There are several local vendors who can fulfill the requirements and are listed in the guidelines. Signs must be posted on the frontage(s) of each project site 15 days before the meeting date. Your Type 1 sign should include:
- A 2'x3' sign made of durable all-weather material posted on the project frontage
- A title that includes the petition type
- A written description of the proposal, a map of the project location, and conceptual sketches or graphics of the development.
- Meeting logistics; date, time, place, or link to virtual meeting.
- A QR code linking to the Private Development webpage on the Engage Page (provided on template).
Send a picture of the posted sign(s) via email to your project's assigned Planner.
3. Request Labels & Mail Notices
To request your address labels, email planning@a2gov.org and include your project type and address. Planning Staff will provide you with address labels in Word and Excel formats for property owners and residents within 1,000 feet of your project site. The City provides a postcard template for developers to use. Notices must be sent 15 days before the date of the meeting. Your Type 1 postcard notice should include:
- A statement explaining why and to whom the information is being sent
An explanation of how attendees may participate and how the information gathered at the meeting will be used or alternative ways to learn about the proposed project and how participants can submit questions or comments if unable to attend the meeting.
A written description of the proposal, a map of the project location, and conceptual sketches or graphics of the development.
Meeting logistics: date, time, place or link.
4. Hold Your Participation Meeting
Host your meeting within 45 days after you have submitted your project and staff has accepted if for review. If your meeting must be canceled, post a notice at the meeting location and inform Planning Staff. At your meeting, take notes for your final report. Meeting supplies may include:
- Writing utensils
Sign-in sheets
Handouts/business cards
Directional signs
Seating
Projection equipment
Easels for boards
Microphone
Speakers
5. Prepare & Submit Your Meeting Report
The final participation report must be submitted to Planning Services no more than 15 days after the meeting is held. Either email your report to Planning Staff or upload the report to your project file in STREAM. Your report is a written summary of the community participation process, including:
- A summary of comments, concerns, and issues expressed by participants;
- How the applicant has addressed or intends to address these comments concerns and issues;
- Why a concern or issue cannot or will not be addressed.
6. Remove Sign at Applicable Time
Maintain a legible sign throughout the entire posting duration. Type 1 signs must be removed within 15 days of building permit issuance, or petition denial or withdrawal.