Staff reports DOLA grant, RFP responses and updated application forms; several land-use items noted

Staff updated the Planning & Zoning Commission on several administrative and land-use matters. The town received a DOLA (Department of Local Affairs) local planning capacity grant to hire a code consultant to analyze the Unified Development Code (UDC) and recommend amendments to make affordable housing development easier. Staff said four responses were returned to the consultant RFP and asked for up to two commissioners (including the new chair) to review proposals and participate in interviews in the coming weeks.

On application procedures, staff introduced revised application materials: separate forms for new applicants and reapplicants, more space to respond, and clickable PDFs to make submission easier. “They’re also clickable PDFs,” staff said, and commissioners generally praised the clarity and format. Commissioners proposed a short resume-style prompt and an added question to gauge applicants’ communication and collaboration styles so interviewers could better understand whether applicants are applying as lay residents or professionals.

Staff also summarized recent trustee action on a Main Street application: the Board of Trustees reviewed a public hearing and continued consideration to July 28, citing concerns about rooftop access, massing, and the possible 14-foot ground-floor height exemption; staff recommended the applicant provide clearer, side-by-side diagrams showing resulting floor-to-ceiling heights under different exemption scenarios. Separately, staff noted a new land-use application for 155 Main Street (adjacent to the Clay Center) and a pending variance in the OTR; no formal hearings on those items occurred at this meeting.

Next steps: staff will circulate RFP materials to commissioners, schedule interviews with shortlisted consultants, and reissue updated application forms to recent applicants for use at upcoming interviews.