Application Procedures

It is the goal of the Planning Office to assist homeowners and design professionals in securing prompt approval of their projects from the Architecture and Design Review Board (ADRB). To accomplish this, incomplete applications, applications with code inconsistencies, and/or applications which have not met the town's Residential Design Guidelines will not be accepted.

Application Tips

In planning your project, please keep in mind the following:

  • Meeting schedule - Changes to the ADRB meeting schedule (PDF) rarely occur; however, it is important to be aware of changes which must sometime be made to the ADRB meeting schedule. You are encouraged to contact the Planning Office at 650-375-7422 to confirm the meeting date and filing deadlines for your application.You may also sign up for notifications of upcoming meeting agendas or schedule changes through E-notify online.
  • Call early - Make an appointment with a Planner at least 2 days prior to your desired appointment date. Complete applications are scheduled on the ADRB agenda on a first-come, first-served basis.
  • File the application early - The dates listed as Final Filing Deadlines (PDF) are the last possible dates for submitting applications for a given meeting date. To ensure that your application can be accepted for the ADRB agenda you request, make an appointment to submit your application on a date well in advance of the final filing deadline. The ADRB requires that only complete applications be accepted. If you wait to submit on the Final Filing Deadline and the application is not complete, it will not be possible for the application to be submitted for that particular meeting agenda.
  • Neighbor issues - The ADRB requires that you discuss the project with the surrounding neighbors at an early stage in project development to address any project issues early on in the design process. It is encouraged to conduct outreach to all neighbors within the 500-foot radius of the project site. This public outreach should occur prior to meeting with Planning Office staff to identify any neighbor concerns and incorporate "good neighbor" design solutions into your project whenever possible.

Filing an ADRB Application

Step 1: Pre-Application Meeting with a Planner - A pre-application meeting with a Planner to review an application is required. A half hour pre-application meeting is included in the ADRB application fee; only one meeting should be necessary in most instances. This meeting will be used to review one set of plans and required application materials. If additional meetings with a Planner are needed, the cost of staff time will be charged. Call the Planning Office at 650-375-7422 to schedule an appointment (the clerical staff is able to set appointments).

Step 2: Submittal to the Planning Office - No appointments are required to submit for ADRB review once you have completed the pre-application meeting with Planning staff. Please note that all required application materials must be submitted at this time. As noted above, incomplete applications will require scheduling at a future ADRB meeting date. Please remember to inform the property owner / occupant of the property that each individual ADRB member will conduct a site visit in advance of the scheduled meeting. If there are any site access restrictions, please inform staff of this early in the ADRB process.

If you have questions about the application requirements, please call the Planning Office at 650-375-7422.

Note: The ADRB requires that all applications for a new house have a Preliminary Review (PDF) by the ADRB at a scheduled meeting before a formal application may be submitted. If you wish to receive ADRB preliminary comments on any other type of application, you may also submit for the Preliminary Review.

Key Dates for ADRB Applicants

Once you have submitted a complete application for review by the ADRB, a series of deadlines must be met in order to comply with notification requirements and story pole requirements (PDF). The calendar of submittal deadlines and key dates (PDF) has been compiled to facilitate the expectations of the ADRB review process and provide you, as an applicant, with a calendar of events so that scheduling appropriate contractors for story pole installation or dedicating a specific individual to conduct the public notice mailing is possible.

During the ADRB review process and unlike administrative review, Planning staff will prepare the public notice, which is required to be mailed to property owners within a 500-ft radius from the project site. It is the responsibility of the applicant to ensure the mailings are sent out on or before the deadline provided to you in the Key Dates document (DF).

Please note that if the deadlines are not met, it will result in a continuation to the following or future ADRB meeting date. As always, Planning staff remains available and happy to answer any questions and assist you through the process.

We look forward to working with you on your project!