Citizen Participation Process

Overview

Citizen participation is the process for engaging the local community in discussions about proposed development projects. It is used to gather input, concerns, and feedback from residents and stakeholders about the potential impacts of new developments, such as changes in land use, zoning, and site planning. This process helps ensure that the development aligns with the community’s needs, priorities, and values, fosters transparency, and provides opportunities for residents to influence decision-making. 

Citizen participation is required for land use applications that require a public hearing, such as Planning & Zoning Board applications and Board of Adjustment applications. Please note that Citizen Participation Plans and Citizen Participation Report are separate requirements from the required public notice process.  

Planning & Zoning Board Applications:

• Rezoning
• Site Plan Review
• Major Site Plan Modification
• Council Use Permits
• Bonus Intensity Zone Overlays
• Planned Area Development Overlays
• General Plan Amendments

Board of Adjustment Applications:

• Special Use Permits
• Variances
• Development Incentive Permits
• Substantial Conformance Improvement Permits
• Comprehensive Sign Plans
• Appeals 

The main steps in the process are:

Step 1: Citizen Participation Plan

Citizen Participation Plans (CPP) are designed to provide effective, early, and continuous public participation. Citizen Participation Plans are due when a formal land use application is submitted and must provide an outline of the planned outreach.  

Failure to provide the required Citizen Participation Plan will warrant an incomplete application and will not be reviewed until the Citizen Participation Plan is provided. 

As a part of the 1st review of a submitted application your assigned planner will provide you with a list of property owners and interested parties that must be notified as a part of your Citizen Participation Process. 

Citizen Participation Plan Requirements: 

• A general description of how interested persons, and those on the contact list provided by the City, may obtain information and updates on the project, such as newsletters, mailings, and meetings. 
• A general description of how interested persons, including those on the contact list, will be provided an opportunity to discuss the proposal with the applicant, such as neighborhood meetings, phone contacts, or door-to-door visits. 
• The applicant’s proposed schedule for implementation of the Citizen Participation Plan. 
• How the applicant plans to keep the City informed on the status of the implementation of its Citizen Participation Plan, such as providing staff copies of notices prior to meetings with citizens, and contact lists used to notify interested parties. 

Citizen Participation Plan Example(PDF, 50KB)

Step 2: Public Outreach

The applicant is responsible for conducting the appropriate public outreach per the submitted Citizen Participation Plan before the public hearing.

A neighborhood meeting is not required for every citizen participation process. In general, a neighborhood meeting is required if is a substantial number of residents within 1,000 feet of the project site or if there are potential impacts to the area. If there is a question whether a neighborhood meeting is required, please contact the assigned planner.

Notify the assigned planner, the Council Member, and the Council Coordinator of an upcoming neighborhood meeting. Provide contacts at least a full week notice prior to holding the meeting.

Meetings can be held in-person or virtually. In-person meetings should be held within a half-mile of the site, if possible. Have sign-in sheets at the meeting and have someone take notes.

Step 3: Citizen Participation Report

The Citizen Participation Reports (CPR) documents the results of carrying out a CPP. The report must document the public outreach methods and/or events, the number of participants, comments received, and how the applicant is addressing those comments.

Citizen Participation Reports must be uploaded to the case file via the DIMES portal at least 30 days prior to the public hearing. 

Failure to comply with the citizen participation requirements or a determination that such efforts were insufficient to provide adequate opportunities for citizen participation, may result in postponement, rescheduling, or denial of an application.

Citizen Participation Report Requirements

• A summary of neighborhood meeting (if held) including when and where they were held, number of attendees, copies of sign-in sheets, and results achieved at the meeting(s).
• A summary of citizen concerns, issues and problems expressed during the citizen participation process, and how these have been addressed through changes or stipulations to the project.
• Copies of comment letters, petitions, and other pertinent information received from residents and other interested parties.

Citizen Participation Report Example(PDF, 70KB)

Step 4: Public Notice

All land use request requiring a public hearing are subject to the public notice requirements of Arizona Revised Statutes (A.R.S.) Section 9-462.04 and Section 11-67-5 of the Mesa Zoning Ordinance (MZO).

Preparing Public Notice for Planning & Zoning Board and/or City Council

When a subject application is deemed ready for public hearing the following actions must be executed by staff and the applicant:

Reminder to notice - No less than 21 days prior to the scheduled public hearing, staff will email the applicant a public notice letter template and upload to the case file a list of names and addresses of property owners, associations, and interested parties that must receive public notice.

Notice content - The public notice must contain the following information:

• A general description of the proposed project.
• The location of the project site.
• The date, time, location, and purpose of the public meeting.
• The identity of the hearing body or officer (i.e., Planning & Zoning Board).
• The names of the applicant or the owner of the property that is the subject of the application.
• A copy of the site plan and elevations (If applicable).
• A statement that any interested person or authorized agent may appear and be heard at the public meeting.
• A statement describing how to submit written comments.

Deliver letter - No less than 15 days prior to the scheduled Planning & Zoning Board meeting, the applicant must drop off the public notices to the Planning Division no later than noon. All notices must be sealed, stamped, and labeled with sending and return addresses. Staff will then drop off the notices to the post office that same day.

Posting the project site - No less than 15 days prior to the public hearing the applicant must post a 4’ x 4’ sign on the property in a manner that is legible from public right-of-way. The posting must be printed so that the following are visible from a distance of 100 feet:

• The words “Zoning Hearing”
• Date and time of hearing
• Case number
• Request
• Applicant
• Applicant phone number
• Planning Division phone number

The applicant must provide staff with a notarized document containing a photo of the sign and date of posting. 

Preparing Public Notice for a Board of Adjustment

When a subject application is deemed ready for public hearing the following actions must be executed by staff and the applicant:

Reminder to notice - No less than 21 days prior to the scheduled Board of Adjustment meeting, staff will email the applicant the public notice letter template and upload to the case file a list of names and addresses of property owners, associations, and interested parties that must receive public notice.

Notice content - The public notice must contain the following information:

• A general description of the proposed project.
• The location of the project site.
• The identity of the hearing body or officer (i.e., Board of Adjustment).
• The names of the applicant or the owner of the property that is the subject of the application.
•  A copy of the site plan and elevations.
• A statement that any interested person or authorized agent may provide written comment.
• The date written comment must be provided by.
• A statement describing how to submit written comments.

Deliver letter - No less than 15 days prior to the scheduled Board of Adjustment meeting, the applicant must drop off the sealed and stamped public notices to the Planning Division no later than noon of that day. Staff will drop off the sealed and stamped public notices to the post office that same day.

Posting the project site - No less than 15 days prior to the public hearing staff will post a sign on the property in a manner that is legible from public right-of-way with the hearing information pursuant to A.R.S. §9-462.04 or A.R.S. §9-462.06(F).

Preparing Public Notice for a Design Review Board

When a subject application is deemed ready to be heard by the Design Review Board, the following actions must be executed by staff and the applicant:

Reminder to notice - No less than 21 days prior to the scheduled Design Review meeting, City staff will email the applicant the public notice letter template and upload to the case file a list of names and addresses of property owners, associations, and interested parties that must receive public notice.

Notice content - The public notice must contain the following information:

• A general description of the proposed project.
• The location of the project site.
• The identity of the hearing body or officer (i.e., Design Review Board).
• The names of the applicant or the owner of the property that is the subject of the application.
•  A copy of the site plan and elevations.
• A statement that any interested person or authorized agent may provide written comment.
• The date written comment must be provided by.
• A statement describing how to submit written comments.

Deliver letter - No less than 15 days prior to the scheduled Design Review meeting, the applicant must drop off the sealed and stamped public notices to the Planning Division no later than noon of that day. Staff will drop off the sealed and stamped public notices to the post office that same day.

Preparing Public Notice for Administrative Initial Site Plan Approval

The following actions must be executed by staff and the applicant when submitting and reviewing an Administrative Initial Site Plan:

Reminder to notice - Once the application has been deemed complete staff will email the applicant the public notice letter template and upload to the case file a list of names and addresses of property owners, associations, and interested parties that must receive public notice.

Notice content - The public notice must contain the following information:

• A general description of the proposed project.
• The location of the project site.
• The identity of the hearing body or officer (i.e., Planning Director).
• The names of the applicant or the owner of the property that is the subject of the application.
•  A copy of the site plan and elevations.
• A statement that any interested person or authorized agent may provide written comment.
• The date written comment must be provided by.
• A statement describing how to submit written comments.

Deliver letter - No less than 15 days after the application has been deemed complete, the applicant must drop off the sealed and stamped public notices to the Planning Division no later than noon of that day. Staff will drop off the sealed and stamped public notices to the post office that same day.

Public Comment Period - The public will have 10 days from the date of the postmarked public notice to provide the applicant and/or city with comments. After the 10-day public comment period, approval of the application may be considered by the Planning Director.