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Director Brown suggested that the issue of roles around particular projects be discussed first, long term coordination, communications between the groups, and then time permitting, a way to follow-up. Vice Mayor Ruskin suggested discussing the Downtown Theater as it involved several of the groups' important issues. Council Member Hartnett suggested that the Chairs and Vice Chairs, Mayor and Vice Mayor meet to talk about the process they might use to grapple with some of the other issues identified tonight, and make common recommendations to their respective bodies. Director Brown facilitated the discussion of the Downtown Theater Project. The members discussed the use of an informational or monitoring group, keeping track of what was going on and reporting back to their respective bodies, and staffs role in that process. Discussion ensued regarding the various groups and individuals that approach Council, staff and Planning Commissioners at various times with all kinds of proposals, and the problems of keeping everyone informed. Council Member Hartnett described the circumstances of the School District and the Way to Go site which involved the Redevelopment Agency, and the consequences of the Agency and City involvernent in the long range planning for that block. He described the separate multiple interests that came to City staff and Council regarding that site and the multiple issues that had evolved. Commissioner Sanfilipo described how difficult it was to develop long range planning when the Commission wasn't even aware of the proposals made to the City for certain projects or areas, and asked, "where do we fit in?" Council Member Hartnett acknowledged the difficulties involved in such a situation, and said that was exactly why he was raising the issue at this time. The issues of confidentiality and the role of City staff were discussed, as well as the need, sometimes, for groundwork to be done before information could be shared. Members discussed the issue of involving the Planning Commission in the many projects floated by developers, and what role the Commissioners could play. Discussion of the role of the Planning Commission included: awareness of the political decisions the Council must make, and the Commission's focus on making projects conform to those decisions; the fact that some projects lend themselves to long term planning and others do not; the need for the Planning Commission to act quickly to help facilitate the Council's decisions when it needs to act quickly; Council's awareness of the need, now more than ever, of the Commission's valuable input; and Council's desire to have the Commissioners tell them when they disagree. Discussing next steps, Council Member Claire said he would like the three groups to meet again in the near future when there was nothing else on the agenda. Other members discussed that when a project comes to City staff or into the City somehow, there should be some way that that information is given to the Planning Commission and Architectural Advisory Committee, especially certain projects in certain areas of the City. Using the Downtown Theater Project as a test case was again discussed. Director Brown Adjourned Regular Meeting/Study Session MINUTE BOOK NO. 56 April 13,1998 Minutes Page No. 398 Page 12