[{"_1":2,"_111":-5,"_112":-5},"loaderData",{"_3":4,"_26":27},"root",{"_5":6,"_17":10,"_18":19,"_20":21,"_22":10,"_23":-5,"_24":-5,"_25":10},"user",{"_7":8,"_9":10,"_11":10,"_12":-5,"_13":-5,"_14":15,"_16":-5},"roles",[],"isAuthenticated",false,"isPremium","planName","subscriptionStatus","featureFlags",{},"insightsBudget","isDevelopmentHost","userPreferences",{},"recaptchaSiteKey","6LcvOJcUAAAAAHsB-gPGfGktcRlKpH7OTIU_dMTD","isImpersonating","impersonation","affiliateStatus","isFreedomPortal","routes/v2/article/layout",{"_28":29,"_30":31},"notFound",true,"relatedArticles",[32,75,87,99],{"_33":34,"_35":36,"_37":38,"_39":40,"_41":42,"_43":44,"_45":46,"_47":48,"_49":50,"_51":52,"_53":54,"_55":56,"_57":58,"_59":60,"_61":62,"_63":64,"_65":66,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},"mediaId",6476292,"mediaKeyId","5730658-4c7c649bc1f690e65e8651ecfe9c5330","parentId",5730658,"title","PTC seeks better meeting tech and packet delivery: screen sharing, higher‑res maps and GIS access","audioSeconds",837,"startMs",6007000,"endMs",6844000,"viewUrl","/Search/View?dp=1&key=5730658-4c7c649bc1f690e65e8651ecfe9c5330&start=6007&end=6844","thumbnailUrl","https://assets.pipeline.soar.com/5730658-4c7c649bc1f690e65e8651ecfe9c5330/thumbnail_6007000.jpg","articleUrl","/articles/6476292/Palo-Alto/Santa-Clara-County/California/PTC-seeks-better-meeting-tech-and-packet-delivery-screen-sharing-higherres-maps-and-GIS-access","mediaUrl","https://secure.pipeline.soar.com/6476292-4c02baedab044b1c6af46e50aca45710/orig.mp4?Expires=1770903541&Signature=mYygsntf2Ivz9nN34NoU4UXOTRNjaEMitxmG6FZg6ZkM8TWsChg9cadINhTPi46zRv8XRCX8paaqBti57MWUU5HE-WsXJxdWua3BDdWlQmC7RHp0gqTLb07pGiD8FxWPhBvRw3-iqHsxE5KW-Wu0iltv7~kIerJZWTgyc6ZAav4eqZLUSGjSx9jjDSN08J273Poii3fFSyTXbphVx7hQgahiQh305QCleDAa2Mxvu7Mpz7eSaePKMhN~9SKlIxD2YGHyIICh31k7VKvUO~bSi2M5KtZXi6Wbfv~gkwmwqHfzNcJYDNHHufUqcD0JX5o7row9jVLi94vf~fmxwYeLKQ__&Key-Pair-Id=KUT5TJCACFTXG","author","City of Palo Alto","date","2025-09-06T22:48:42.927Z","article","Commissioners and staff discussed improvements to meeting technology and packet delivery to support clearer, faster hearings. Topics included in-meeting screen-sharing to annotate site plans (Google Maps, plan diagrams), downloadable high‑resolution attachments, and public-facing access to GIS layers.

Several commissioners said being able to circle items on a plan or zoom into a map during discussion would improve clarity and shorten meetings. Staff confirmed that shared-screen drawing features exist and can be used from staff’s presentation, and offered to run a short practice session so commissioners can learn the tools before applying them in a public meeting.

Commissioners also raised problems with low-resolution images in the digital packet and large email attachments that sometimes bounce or are filtered. Staff and multiple commissioners agreed to move toward sending commissioners an email with a download link to the full packet rather than attaching a very large PDF—allowing the printed packet to retain high-resolution images without large attachments filling inboxes.

On data tools, commissioners noted existing internal GIS capabilities and asked staff to investigate whether more public-facing GIS queries or dashboards could be made available for planners and the public. Staff said some GIS products are possible but cautioned that not all internal datasets are publicly releasable and that staff time and resources would determine rollout.

Ending: Staff agreed to (1) schedule a short technology training/demo for commissioners, (2) use linked downloads rather than oversized attachments when feasible, and (3) pursue options for better map resolution in published packets and improved GIS access as resources permit.","mediaType","Video","parentTitle","Planning & Transportation Commission Retreat - September 6, 2026","oneSentenceSummary","Commissioners asked staff for more robust meeting technology: easier screen-sharing and drawing during hearings, higher-resolution maps in packets, and better access to GIS and linked large files instead of oversized email attachments.","taxTitle","Palo Alto, Santa Clara County, California","taxId",3867,"location","headline","","shortSummary",{"_33":76,"_35":36,"_37":38,"_39":77,"_41":78,"_43":79,"_45":80,"_47":81,"_49":82,"_51":83,"_53":84,"_55":56,"_57":58,"_59":85,"_61":62,"_63":64,"_65":86,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},6476297,"PTC clarifies liaison role to City Council: speak for commission record, be available for questions",330,4312000,4642000,"/Search/View?dp=1&key=5730658-4c7c649bc1f690e65e8651ecfe9c5330&start=4312&end=4642","https://assets.pipeline.soar.com/5730658-4c7c649bc1f690e65e8651ecfe9c5330/thumbnail_4312000.jpg","/articles/6476297/Palo-Alto/Santa-Clara-County/California/PTC-clarifies-liaison-role-to-City-Council-speak-for-commission-record-be-available-for-questions","https://secure.pipeline.soar.com/6476297-35c19baf9cc5bb4bc1b0a7af8f0746dd/orig.mp4?Expires=1770903541&Signature=MShKHf0ZQ7omgc6nYUsVAxj7gR~Ei40anEYITlMNSGsSIkxmb2wlCnwzVBoEqK3jTyDrJgAjx19YT6zlwtIknoczLJFe7AtS0iSnvHC1je6q6VcalxINVhjh3NnaL0mp453IkXpyz-3joX62eCuXA2fPSYm8Sepl3btDdHf4mcxZmJNuVyufTPTyFZIBo9-qtwaMH1z~iIfJIab7KkA-XUdnnL5ztNa5bWqZVVS14HYkKSVu252nNiswZuF5j5FzHOWyqrXeHZTnlmAkBblZe~QW7apqKwHDylnx~Idxd-yuFqEV3yrVUxM423yKwaMgeoafWGbYy0zKlBOTTx7vTg__&Key-Pair-Id=KUT5TJCACFTXG","Commissioners and staff used part of the retreat to clarify the PTC liaison’s role at City Council hearings. The group said the liaison should act as a conduit—explaining the commission’s recommendation, summarizing relevant discussion that the staff report may not have space to capture, and answering council questions when requested.

Multiple commissioners said the liaison’s job is not to advocate personally but to “reflect the whole of the action of the commission,” including minority viewpoints and the reasons behind split votes, so council members receive the context they need. Commissioners said it helps when the liaison and staff coordinate before council so the liaison can confirm whether the staff report captures key PTC concerns.

Staff noted practical limits: the liaison cannot, and should not, speak for the commission in place of the formal motion and recommendation recorded in minutes. Instead, staff recommended the liaison review the council packet in advance and be prepared to add brief context at the council presentation if requested.

Commissioners agreed that when a liaison will attend a council hearing, council staff should be alerted (for example by noting in the staff presentation that the PTC liaison is present and available to answer questions). Commissioners also discussed the trade-off between attending every council hearing and standing ready on call when issues are not expected to require PTC clarification.

Ending: Staff and commissioners requested clearer pre-meeting communication and agreed to test a practice of including a one-line note in council presentations that the PTC liaison is available, with the liaison confirming availability in advance.","Commissioners and staff discussed expectations for the PTC liaison to City Council: be present for council hearings when feasible, review council staff reports for accuracy, and provide concise context or 'color' on commission discussion and split votes.",{"_33":88,"_35":36,"_37":38,"_39":89,"_41":90,"_43":91,"_45":92,"_47":93,"_49":94,"_51":95,"_53":96,"_55":56,"_57":58,"_59":97,"_61":62,"_63":64,"_65":98,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},6476300,"PTC adopts norms to speed meetings: asking clarifying questions earlier",1830,3742000,5572000,"/Search/View?dp=1&key=5730658-4c7c649bc1f690e65e8651ecfe9c5330&start=3742&end=5572","https://assets.pipeline.soar.com/5730658-4c7c649bc1f690e65e8651ecfe9c5330/thumbnail_3742000.jpg","/articles/6476300/Palo-Alto/Santa-Clara-County/California/PTC-adopts-norms-to-speed-meetings-asking-clarifying-questions-earlier","https://secure.pipeline.soar.com/6476300-cbb2f444d8adbff31aa5875555e5cabe/orig.mp4?Expires=1770903541&Signature=F3EsSPfRJ10NI8wJvkcxe6SspVOCEIHtpSNYY09-vatueuuO67QfqEWFFrGl6nm4BZGCsHR-TKOFBZoBZadQe-DGuTlaE4BFL4FS7cjMVJDkmeJRFagQtzEjhVEnveFu-Psn~DH4c3h82VdmywPGjQkH9Vf-ihVIRqbxdDPLto0mNVvJyBvKJFKN6r47lwCQZ5mw9WIJplVEfdZgVlo5zFOQIZda-cN9BeI1HwZsxtm2XWa2HBwra3tzb2CVHrru1LDyFI4F3tFdaWR226afYCtU1IIGZssxPVKN8h7Montj7gY9VVMc5T84~T7TLJhOAv4jWqxQl-TjdFCoSkffWQ__&Key-Pair-Id=KUT5TJCACFTXG","Commissioners at the Palo Alto PTC retreat discussed meeting-management norms aimed at shortening hearings and focusing public comment. The group landed on three practical steps: pre-submit technical questions to staff, prioritize clarifying questions that could reduce lengthy public comment, and keep applicant questioning concise and timed so the public can respond.

Several commissioners said meetings have lengthened with more technical clarifying questions. One commissioner said they will try to reserve highly technical questions for after public comment unless answering them first would reduce the number of people who need to speak. Commissioners and staff also encouraged sending substantive questions to staff over the weekend so staff can prepare answers before the commission’s pre-meeting on Tuesday afternoon.

Staff confirmed they will continue to distribute written answers to commissioners and, when appropriate, publish them online so the public and all commissioners share the same factual basis. The group discussed producing a short desk item or addendum report when substantial new information arises between packet publication and hearings.

On questions to applicants, the commission agreed clarifying questions of an applicant are permitted after the applicant’s presentation and closing statement, but should remain concise so questions do not become an extended negotiation during the public-comment period.

Ending: Commissioners asked staff to formalize a small set of procedural norms—timing for question submission, staff distribution of answers, and a brief second round of clarifying questions before deliberations—and to test the approach at upcoming hearings.","Commissioners agreed to prioritize clarifying questions that will shape public comment, submit technical questions to staff in advance, and treat a second brief question round before deliberation to keep public hearings efficient.",{"_33":100,"_35":36,"_37":38,"_39":101,"_41":102,"_43":103,"_45":104,"_47":105,"_49":106,"_51":107,"_53":108,"_55":56,"_57":58,"_59":109,"_61":62,"_63":64,"_65":110,"_67":68,"_69":70,"_71":68,"_72":73,"_74":73},6476304,"PTC and ARB plan earlier coordination, ask staff to create applicant checklist",1712,288000,2000000,"/Search/View?dp=1&key=5730658-4c7c649bc1f690e65e8651ecfe9c5330&start=288&end=2000","https://assets.pipeline.soar.com/5730658-4c7c649bc1f690e65e8651ecfe9c5330/thumbnail_288000.jpg","/articles/6476304/Palo-Alto/Santa-Clara-County/California/PTC-and-ARB-plan-earlier-coordination-ask-staff-to-create-applicant-checklist","https://secure.pipeline.soar.com/6476304-074f51127a33da573dfa501ae95b4207/orig.mp4?Expires=1770903541&Signature=R8mg88rP0SPwpQEraROXe-WJnQKZ-ySBnUr9wayh6x~-L60uJdgpR7W~g484pIRHvQl7dKeKl-RY3a1~PxzCWJgatIKbgWfTMui03SBuvERb-0XE8avootobnSlJ2nPbynO9I10AyP53ufx6AR58BUhT7WJwtIb48ifNBTbZ4ipWM~Lde5Ik~Rk4YUfZSytuF3sfCnzYiJqtHQFPhYxiO~EPbho1VKGzAQG-xwbbzcr25iHygVZFIRl4~B0ZMn7ntcnBjYw3KKsvG7~hasHlhnlW87Em8XmXggLrbKEUpUy~ykzQfVSmUDNAKiAn-ZIqIoIqM0kYVQbkK6AKjJk~WA__&Key-Pair-Id=KUT5TJCACFTXG","Palo Alto’s Planning and Transportation Commission (PTC) spent a large portion of its retreat discussing early coordination with the Architectural Review Board (ARB) and other commissions, and asked staff to develop a checklist so applicants come to hearings better prepared.

Commissioners and staff said many projects that reach the PTC do so because they request exceptions—setbacks, special setbacks, daylight planes, on-site parking or traffic-circulation changes—that ARB or other boards may not treat as transportation concerns. That mismatch can leave applicants surprised and meetings lengthened when issues resurface at the PTC.

Assistant Director Jennifer Armour framed the problem as one of process and expectations: the PTC frequently sees “the unusual asks, the exceptions, the contentious projects,” and staff and commissioners agreed earlier notice and a standard checklist could reduce repetitive rounds of review and applicant rework. Armour asked the commission to consider a checklist staff could use to prompt applicants to explain and justify requested exceptions in advance.

Commissioners who had discussed the idea with ARB members said an ad hoc review or chairs’ coordination could help identify likely “hot spots” on a case-by-case basis, but they emphasized Brown Act limits on how much commissioners may discuss outside public meetings. Commissioners proposed an operational model in which chairs or staff identify upcoming cross-jurisdictional items early, staff flags likely contentious exceptions, and applicants provide a short justification document as part of their packet.

Specific items commissioners suggested be included on a checklist or flagged for early review were special setbacks, daylight-plane relief, on-site and nearby parking, and traffic circulation. Commissioners and staff discussed three practical goals: (1) ensure applicants explain why they need exceptions, (2) give staff time to suggest alternatives or mitigation measures, and (3) reduce the need for ad hoc commissioner involvement by putting guidance into staff-led pre-application steps.

Staff and several commissioners said the checklist should be designed to minimize additional staff time and applicant burden; one proposed format was an appendix or attachment that requires applicants to fill in short justifications for each potential exception. Several commissioners also suggested periodic joint sessions or targeted joint retreats with ARB for major plan-level items.

The commission did not adopt a formal motion at the retreat. Participants asked staff to return with a concrete proposal for a checklist and an outline of an early-notification process, accounting for Brown Act constraints and staff time.

Ending: Commissioners and staff said they would continue to refine the proposal and test a checklist on an upcoming project so the process can be evaluated before broader implementation.","Palo Alto commissioners and staff agreed to pursue earlier information-sharing with the Architectural Review Board and to ask staff to develop a checklist applicants would submit to ease joint review of projects that trigger exceptions.","actionData","errors"]

Article not found

PTC seeks better meeting tech and packet delivery: screen sharing, higher‑res maps and GIS access

PTC clarifies liaison role to City Council: speak for commission record, be available for questions

PTC adopts norms to speed meetings: asking clarifying questions earlier

PTC and ARB plan earlier coordination, ask staff to create applicant checklist