I Haven't Done This Before...
Once the City's "staff review" process is completed, its time to prepare for your presentation at the Planning Commission (PC) and, possible, the Governing Body (GB) meetings. The planning staff is here to help you prepare and know what to expect.

Who will be at the Meeting?
In addition to other applicants like you, there will be interested individuals from the general public and City representatives including:

Planning Commission:
9 members appointed by the Mayor, with consent of the Governing Body, to serve 3-year terms.

City Staff:
Usually includes representative from planning and legal departments.

Recording Secretary:
Provides written and audio record of the meeting.

Preparation for the Meeting

• Decide whether or not to make your own presentation at the meeting. The PC and GB hear presentations from both experienced professionals and "first timers".

• What should you bring to the meeting? The PC will have a copy of the staff report, and staff will bring any other information and materials that you submitted. If you have additional last minute information or materials, bring them to the meeting. You may want to bring enough copies of documents for each commissioner and at least two for staff. This information will become part of your record file.

• If you want to display documents at the meeting, bring 8-1/2" x11" paper or transparency copies for use on the overhead projector. Presentation from your own laptop computer can also be made. If you need other equipment (VCR, display easel, etc.) discuss this with the staff at least a week before the meeting.

• Be sure to give the certified mailing green cards and the list of property owners from the mailing, if applicable, to staff prior to the meeting.

• You will receive a copy of the Staff Report and the Meeting Agenda during the week prior to the meeting.

• PC meetings start at 7:00 p.m. in the Council Chambers at City Hall. In the rare case that the location or time would change, applicants will be notified.

• Discuss your arrival time with staff. Be aware that the agenda order is occasionally changed at the meeting.

On the night of the meeting, you can sit anywhere in the audience area of the Council Chamber or wait in the lobby and listen to the meeting over the speakers. (Be sure that you let the planning staff know you are present.) The order of business will be as shown on the meeting agenda, although the PC may modify it with a majority vote. Any item may be continued upon request of the applicant or recommendation by staff or a commission member.

When It's Time for Your Presentation
Don't be distracted by what happens with agenda items that precede yours. Stay focused on your request and remember that each application will be considered on its own merits. Although there will be some presentation made by professional architects, engineers and attorneys who have done this many times, the Planning Commission also expects to hear presentations from people who have never done this before.

When it's time for your item, you (or your representative) should step to the podium and sign in on the sheet provided. Then state your name and address for the record. In your own words, explain your proposal and respond to any unresolved issues mentioned in the Staff Report. Address your presentation and comments to the PC Chairperson. When you are through, and after the PC has asked any preliminary questions, take a seat in the audience while the staff makes its presentation.

After the presentations, the PC will open the meeting to a public hearing for rezoning and special use permit applications. Property owners within a specific distance of the land use change will have received meeting notification by certified mail prior to the meeting. Preliminary and final plan and plat applications do not require a public hearing or notification by certified mail, but the PC will usually allow brief comments from the public. In either case, speakers must step to the podium, sign in and state their name and address for the record. The PC Chairperson will generally limit the time for each speaker. All comments and responses should be addressed to the Chairperson. The appropriate party will usually answer questions, after the public hearing or public comment period has been closed. Once the Chairperson closes the hearing or comment period, the applicant will be allowed to respond to public comments. The PC will discuss the application and may direct questions to the staff, the applicant or others that have spoken on the record. The PC will them vote to approve the request, approve it with conditions, deny it, or continue it. Items requiring a public hearing will be continued to a specific date. You are welcome to stay or leave after your agenda item has been concluded.

The Governing Body Meeting
Rezonings, Special Use Permits, Preliminary Plans, Concept Plans, and Final Plats must go to the Governing Body (GB) for final decision after the PC makes its recommendation. The Governing Body also has the ability to call up other PC items for consideration. The GB is made up of 8 elected council members who vote on all items and the Mayor who votes in the case of a tie.

Typically, the GB will not ask for presentations or discuss items forwarded from the PC unless a GB member has specific concerns. You or your representative should attend the meeting and be prepared to make a presentation if specifically requested. Comments from the public are generally not taken at Governing Body meetings.

Depending on the type of item, the GB may adopt the PC recommendation, override it, deny it or send it back to the PC for further consideration.

To maintain order at public meetings, applicants and members of the audience should direct comments and questions to the Planning Commission Chairperson, only after being recognized.

For More Information
If you have questions, need to make special arrangements for a meeting presentation, or wish to obtain meeting schedules or agendas, call LuAnne Johnson at 913-477-7729 or drop by the Planning and Development Department at City Hall.

To make special arrangements for persons with disabilities, contact Kim Marshall, Director of Human Resources, at 913-477-7500.

Kansas Relay Service can be contacted at 800-766-3777. Please give 48-hour notice.