The pre-application conference is an informal forum at which the tentative concepts and design of any prospective subdivision or short subdivision are discussed. The conference is intended to be a means of screening subdivision proposals in their earliest stages of design, taking place before proponents are committed to a particular design and before they have drawn a preliminary plat. It is also a means for staff and other public officials to convey information needed by the prospective subdivider, to make suggestions, to identify problems and information needs, to determine a proposal’s feasibility, to acquaint the prospective applicant with the procedural steps for plat reviews, and to initiate the process for compliance with the State Environmental Policy Act. By providing for such a conference, the city intends to improve the quality of information presented in the subdivision review process; to minimize unproductive debate at public hearings; to discourage premature, unsafe or inadequately prepared proposals; and to add certainty to and expedite the subdivision review process. (Ord. 1211 § 2 (part), 2007).

The pre-application conference is optional, but highly encouraged, for short subdivisions and mandatory for subdivisions of five or more lots. Prospective applicants who do not arrange for a conference or provide minimal information at the conference are likely to encounter delay or denial. If at a public hearing on a preliminary plat the planning commission finds that necessary information is lacking or that the plat raises significant problems or questions, the commission shall have authority to close the hearing immediately and forward a recommendation for disapproval to the city council, or continue the hearing to another date to provide the applicant with additional time to comply with their requests for additional information. If the plat is denied under the above circumstances and the prospective subdivider desires to have the plat considered again, they shall reapply to the city and pay new application fees. (Ord. 1211 § 2 (part), 2007).

The pre-application conference is intended to be an informal meeting between the prospective subdivider or his agents; city staff; planning staff; and representatives of other public agencies and utilities at their option. Therefore, no public notice of the conference shall be given or fee charged. The service need not include field inspections or extensive correspondence, and the conference may be repeated as necessary. Responsibilities of participants shall be as follows:
A. The clerk-treasurer shall refer prospective subdivision applicants to the director and shall not accept applications, proposed preliminary plats, or application fees until the prospective subdivider has met with city staff and the pre-application conference has been held. The city clerk-treasurer need not participate in pre-application conferences, but may at their discretion.
B. In the early concept stage of subdivision design and prior to designing a preliminary plat, a prospective subdivider should contact city hall to arrange for a pre-application conference. Prospective subdividers participating in a conference shall provide the following at the conference:
1. At least six copies of a sketch plan, conforming to the specifications listed in Section 16.06.050;
2. A tentative schedule of development;
3. A statement on how improvement will be financed and maintained;
4. A profile of the steepest proposed road grade;
5. An indication of contemplated drainage facilities;
6. A description of existing uses of the subject property and of uses of adjacent properties.
If a prospective subdivider prepares a plan more typifying a preliminary plat than a sketch plan, said plan nonetheless shall be the basis for the pre-application conference discussion and shall have the status of a sketch plan.
C. The director shall perform the following duties in connection with the pre-application conference:
1. Inform prospective subdividers of the purpose and desirability of a pre-application conference;
2. Arrange, coordinate and notify participants of pre-application conferences. In establishing a date and location for pre-application conferences, the director shall strive to determine the date of earliest convenience for the participants. The dates ordinarily shall be within two weeks of the request for a pre-application conference;
3. Provide an application form for preliminary plat approval;
4. Provide a determination of possible critical areas and information on requirements per Chapter 15.02, Critical Areas Protection;
5. Provide an environmental checklist and instructions for completing it;
6. Inform prospective subdividers about procedures, fees, specifications for plats and plans, design and improvement standards and options, and assurances for completion and maintenance of improvements;
7. Review the sketch plan’s relationship to the city’s shoreline master program, floodplain damage prevention ordinance.
D. The city fire marshal or fire district representative is an optional participant but shall be encouraged to attend by the director. The city fire marshal or fire district representative may review sketch plans on the basis of fire flow requirements, need for on-site water storage, emergency vehicle access, road grades, hydrant locations, and may make recommendations regarding emergency response impacts.
E. The city planner shall coordinate and assist in performance of the above-listed responsibilities and shall also review the sketch plan for adequacy and design of recreational and open space provisions, and shall recommend sites or systems for public dedicated or private in-common parks, playgrounds, trails and other open space pursuant to this title.
F. Participation by the PUD, special districts, and private utilities is optional but shall be encouraged by the director.
G. The city shall seek attendance by the staff from the Cowlitz County planning department when the subject property is adjacent to an unincorporated area. (Ord. 1211 § 2 (part), 2007).

If after the pre-application conference the prospective subdivider desires to proceed with an application for preliminary plat approval, they should utilize information gained from the conference in preparing the preliminary plat and accompanying materials. Participation in a pre-application conference and agreement by a prospective subdivider to conclusions reached at such conference shall in no way guarantee preliminary plat approval, prohibit changes of opinion by public agency participants, or prohibit identification and discussion of such additional problems or issues as may arise in the plat review process. A pre-application conference is nonbinding and advisory in intent and effect. (Ord. 1211 § 2 (part), 2007).

A. Sketch plans submitted for review at pre-application conference should be drawn in a neat and legible manner at a convenient scale and should include the following information:
1. If the proposed subdivision lies within an existing subdivision, the name of the existing subdivision; or the proposed name of the subdivision or name by which the property is commonly known if no name has been chosen, together with the words “sketch plan”;
2. Name, address and telephone number of:
a. Legal owner(s) of the property,
b. Subdivider or subdivision agent if other than the owner,
c. Persons to be responsible for subdivision design, engineering and surveys,
d. Citation of last recorded legal instrument conveying title to each parcel of property involved in the proposed subdivision, such citation giving grantor, grantee, date and volume and page number, if recorded,
e. Citation of any existing legal rights-of-way or easements affecting the property;
3. Location of property by lot numbers, section, township, range, donation land claim; graphic scale; north-pointing arrow; and date of sketch;
4. Existing features including:
a. Location of existing property lines, easements, railroad and utility rights-of-way, watercourses and wooded areas,
b. Location and names of all existing or platted streets and other public ways within or immediately adjacent to the tract,
c. Approximate lot sizes and uses of property adjoining the proposed subdivision,
d. Location and sizes of existing sewers, water mains and culverts within the tract and immediately adjacent thereto,
e. Location of existing buildings and utility poles within the tract and immediately adjacent thereto,
f. Approximate topography, with arrows showing direction of incline or rough contour lines;
5. Proposed features including:
a. Approximate location of streets, trails and crosswalks through blocks,
b. Approximate lot lines and approximate dimensions and area (square footage) of the smallest, largest, and typical lots,
c. Approximate location, dimensions, area and proposed use of parcels to be set aside for public or common parks and other open space,
d. The location of temporary stakes to enable the finding and appraisal of features on field inspection,
e. Whenever development of only a portion of contiguous property under the same ownership is immediately intended, the probable future street layout of the remaining portion of the ownership,
f. In the case of planned unit developments, the following information in addition to the above: approximate locations and types of buildings and an indication of the number of dwelling units. (Ord. 1211 § 2 (part), 2007).