Public Notices and Neighborhood Meetings

Some applications require the applicant to notify adjoining property owners of any public hearings or neighborhood meetings related to their proposal. Please refer to the checklist on each application for any public notice requirements.

Identifying Adjoining Property Owners (APOs)

A list of adjoining property owners and their mailing addresses can be obtained using the following process:

  1. Planning and Design Services will provide a map that identifies:
    • First-tier properties: properties that adjoin or are across the street from the proposed development site
    • Second-tier properties (where applicable): properties that adjoin or are across the street from the first-tier property owners and are within 500 feet of the proposed development site
  2. The applicant can use the map to identify the property owner names and addresses via the LOJIC Online Map tool. To access this information, go to and search for the subject site’s address. Click on each first- and second-tier property, open the parcel report and scroll down to the Owner Information section.
Planning and Design Services will provide names and mailing addresses of the neighborhood group representatives who have expressed interest in the area of the proposal.

Mailing Public Notices

The applicant is responsible for identifying the addresses and creating the mailing labels for public notices. In addition to the APOs and neighborhood group representatives, a mailing label must be created for the case manager.

Upon receipt of the mailing labels, PDS staff will print and label the notices to ensure the content is accurate and consistent with departmental policies and regulations. The applicant or applicant representative will be contacted once the notices are ready to be mailed. The applicant will then need to pick up the notices and mail them via first class mail through the USPS (United States Postal Service).

After the notices have been mailed, the applicant must provide their case manager with a signed Affidavit of Notification for inclusion in the official record of the case. 


Neighborhood Meetings (For Rezoning, Conditional Use Permits and Preliminary Subdivision Applications)

An applicant is required to meet with adjoining property owners and area neighborhood group representatives prior to formal filing of rezoning, conditional use permit and preliminary subdivision applications.

The purpose of this meeting is to increase understanding of a case earlier in the process and to encourage dialogue between developers, area residents and the general public. Early conversation between applicants and neighbors of the site encourages consensus building and could ultimately speed the development process. The meeting should be arranged at a time and location that is convenient for area neighbors and concerned citizens, preferably in the evening. The meeting should be conducted no more than 90 days prior to formal filing.

The applicant will be responsible for sending notices to 1st and 2nd tier Adjacent Property Owners (APOs) and neighborhood group representatives at least ten days prior to the meeting.

At the time of formal filing, applicants will be required to submit the following documentation:

1. Meeting notification letter
2. A list of the adjoining property owners and neighborhood group representatives who received this notice
3. A sign-in sheet from the meeting
4. A short summary of the meeting detailing specific items of concern and proposed resolutions

Sample templates for meeting notification and sign-in can be found in the links below:

Sample meeting notification letter

Sample sign-in sheet