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I I I I I I I I I I I I I I I I I I j) k) 1) .m) n) o) p) q) r) Alliwritten or demonstrative evidence should be marked aS an exhibit and made a part of the record. ~heiCity should have multiple'microphones and a long pfla~ing tape to record the proceedings. No concurrent ~on~ersations relating to the subject matter should be altQwed. The[City Clerk should summarize in the minutes what was :~ai~ and by whom; in some cases a verbatim transcript '~rO~ the tape should be made or court reporter's ~raDscript should be made and/or adopted as the ~minUtes; preserve the tapes of the meetings for 10 .yea~s. Theipresiding officer'should seek the assistance of the ~it~ attorney in deciding on informal rules of evidence and, objections, etc. In more complex cases with Cro~s-examination, the City attorney may be asked to act.~ as a hearing officer and to ask questions of the witnesses and rule on questions of evidence. Always let the applicant participate, even during ~'deliberations." Always grant continuances if requested by applicant. Do!hot discuss any item not on the agenda and for which notice was not given. The planning commission and council then must make ifi~dings of fact based upon agreed or disputed facts and apply those to the established legal principles; ~aSed upon those findings they should approve or deny !the application. The reasons for any denials should be stated in the ,minutes before the planning commission. Those reasons ~sh~uld include the standards set forth in the zoning ~ordinance. There should be facts in the minutes and/or !staff reports to support those conclusions. In more ~ icO~plex cases, staff should draft a resolution of · demial for adoption by the planning commission. iThe reasons for denial by the council should 'be stated in'.a preliminary and conceptual manner with direction itoistaff to draft a formal resolution of denial. The .re~olution of denial should be adopted a% the next !meeting by the council. A draft of the resolution i sh~)uld be mailed to the applicant for his/her review and comment. Those reasons stated for denial should be supported by facts stated in the resolution or at least . 'ini~the minutes or staff reports.