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applicant may set up the meeting for any of the three proposed dates and times. The meeting must be held at a location within the city that is in, or as close as practicable to, the boundaries of the city‐recognized neighborhood association, if any. Neighborhood association contact information can be found via http://www.eugene‐ or.gov/DocumentCenter/View/4516 or by calling the Office of Human Rights and Neighborhood Involvement at 541‐682‐5177 or the Planner on Duty 541‐682‐5377. Once the date, time, and location are confirmed, the applicant will mail the following information to owners and occupants of property within 300‐feet or 500‐feet of the property, the Planning Director, the City Engineer, and to any recognized neighborhood association within 300‐feet of the boundaries of the subject property:  the necessary meeting information, including date, time and location; and  a brief description of the nature and location of proposal (see sample).  Although not required, a conceptual site plan would also be useful. This letter must be mailed 14 to 28 calendar days prior to the meeting. Mailing lists may be obtained through RLID, Lane County Assessment and Taxation office, or through a title company. The applicant must also post the subject property with a sign that discusses the neighborhood/applicant meeting, and provides the same details as the mailed notice. The applicant is responsible for providing and posting the notice. The sign must be waterproof and must be erected at least 14 calendar days prior to the meeting (see sample). MEETINGS DURING COVID‐19 RESTRICTIONS The City of Eugene is committed to ensuring the health and safety of the community. Considering the need to minimize in‐person contact to limit the spread of COVID‐19, you should follow all appropriate guidelines as prescribed by the Governor’s Office in effect at the time of your meeting and all CDC guidelines for the prevention of disease spread at community gatherings and events (website CDC.gov). Although it may be possible to conduct in‐person meetings with proper physical distancing and personal protective equipment such as face masks, you are encouraged to hold a Neighborhood/Applicant meeting using a web‐based remote meeting or phone conference service. The service must be free for anyone choosing to participate, and there must be an opportunity provided for participants to submit questions or comments (orally and/or in writing) during the meeting. Notices for virtual meetings shall include a link for internet access, telephone number for those without internet access and contact information for the applicant or applicant’s agent for participants who are unable to access the meeting. All other requirements for Neighborhood /Applicant meetings shall apply. WHAT HAPPENS THE DAY OF THE MEETING? The applicant may want to post a sign at the building entry where the neighborhood/applicant meeting is held announcing the meeting. At the meeting, the applicant must provide a copy of the proposed site plan for review. The applicant will also need to provide a sign‐in sheet for attendees to write their names and addresses. When the meeting starts, the applicant should describe the major elements of the proposal – number of lots, proposed land uses, densities, building heights, etc. The applicant may consider bringing extra copies of what was mailed and larger format drawings for the benefit of the conversation. Meeting notes must be prepared and kept by the applicant, identifying the major points that were discussed. WHAT HAPPENS AFTER THE MEETING? The applicant has the opportunity to modify the proposal to address concerns or issues raised at the neighborhood/applicant meeting prior to submittal of the formal land use application to the city. The applicant has 180 days after the neighborhood/applicant meeting to submit the application. If the applicant does not submit the application in this time frame, they will be required to hold a new neighborhood/applicant meeting. Also, if the proposal changes in such a way that the site plan to be submitted to the city does not substantially conform to the site plan provided at the meeting, a new neighborhood/applicant meeting will be required. If a property owner or occupant of property within 300 feet or 500‐feet of the property is unable to attend the neighborhood/applicant meeting, they will still be able to submit public comments to the city during the 14‐day comment period that occurs after the application is While the above information is provided as a summary of the Neighborhood/Applicant Meeting process, it is not meant to be a substitute for following the exact requirements as set out in Eugene Code Sections 9.7007 and 9.7010.