The City Planning Meeting Playbook

Last week, I had to tell a client their plans they spent a fortune putting together weren’t feasible because the property didn’t allow it. Their 27-unit apartment project? Dead on arrival due to an overlay district that required 30% of square footage to be nonresidential.

Let's make sure this never happens to you.

🎯 THE PERFECT PRE-ACQUISITION PLANNING MEETING

BEFORE THE MEETING:

● Bring a simple site plan showing building footprint

● Have recent site photos

● Prepare a one-page project summary

● Research recent approvals nearby

CRUCIAL QUESTIONS (WITH REAL EXAMPLES)

1. ZONING & USE DEEP DIVE Don't just ask: "What's the zoning?" Ask:

● "Can you confirm if there are any pending zone changes?"

● "Are there any moratoriums being discussed?"

● "What's the most recent project approved on this block?"

● "How does the city interpret live/work units in this zone?"

● “What are the allowable uses on the site?”

2. PROJECT FEASIBILITY Don't just ask: "Can I build this?" Ask:

● "What would you do differently if this was your project?"

● "What similar projects have been controversial?"

● "Where do most projects get stuck in this area?"

3. HIDDEN CONSTRAINTS Essential questions:

● "Are there any Q conditions on this property?"

● "What's the cumulative impact of all overlay zones?"

● "Any protected trees we should know about?"

● "Are there any alley dedications besides street dedications?"

4. PROCESS INTELLIGENCE Strategic questions:

● "What's the real timeline for each entitlement path?"

● "Which hearing bodies will review this?"

● "What departments typically comment on this type of project?"

● "Any staff members we should specifically coordinate with?"

INSIDER TIP: Ask if there are any "unofficial" development standards that staff typically requires but aren't in the code.

5. NEIGHBORHOOD CONTEXT Critical questions:

● "What's the hot-button issue in this neighborhood?"

● "Which neighborhood groups are most active?"

● "What was the last project denied in this area and why?"

● "Any council office preferences we should know about?"

POWER MOVE: Ask about recent appeals - they reveal what really matters to the community.

THE GOLDEN RULES:

1. Documentation Is Everything

● Send a follow-up email summarizing EVERYTHING

● Include screenshots of any code sections discussed

● Reference specific names and dates

● Ask for written confirmation of major items

2. Relationship Building

● Treat planners as allies, not adversaries

● Ask about their current workload

● Get their preferred contact method

● Thank them for specific helpful insights

3. Red Flag Recognition Watch for these phrases:

● "Usually" or "Typically" (get specifics)

● "That might be tricky" (major warning sign)

● "You'll need to check with..." (signals complexity)

● "We haven't done that before" (prepare for battle)

BONUS PRO TIPS:

🔥 The $100K Question: "Has anyone else inquired about developing this property?" Why it matters: Reveals competing interests and previous proposals that failed

🔥 The Timeline Saver: "What application mistakes typically delay projects?" Why it matters: Each department has pet peeves - knowing them saves weeks

🔥 The Budget Protector: "What fees have changed recently or are about to change?" Why it matters: New fee schedules can add hundreds of thousands to project costs

Need help strategizing for your planning meeting? Reply to this email - happy to share more specific strategies based on your project type.

ABOUT JDJ LAND USE CONSULTING

At JDJ, we're in the business of making development deals work. We specialize in:

🏗️ Entitlements

● Navigating complex approval processes

● Securing discretionary approvals

● Managing CEQA compliance

● Coordinating with city departments

📋 Due Diligence

● Pre-acquisition feasibility analysis

● Zoning verification

● Development potential assessment

● Constraint identification

💼 Project Management

● Coordinating technical consultants

● Managing approval timelines

● Solving development challenges

● Streamlining entitlement processes