A. When an application has been set for public hearing, the Clerk-Treasurer shall coordinate and assemble the comments and recommendations of other city departments and governmental agencies having an interest in the subject application and shall prepare a report summarizing the factors involved and the findings and recommendations of the various agencies and city departments.

B. When an appeal has been set for public hearing, the Clerk-Treasurer shall coordinate and assemble the staff report, minutes if any, the decision, a preliminary response to the appeal and other relevant material. At least seven (7) calendar days prior to the scheduled hearing, those materials shall be filed with the Hearing Examiner. The project applicant, appellant, and other interested parties who have made requests to the Clerk-Treasurer shall be notified in writing when these materials are filed and that they may be reviewed and/or copied at the expense of the persons wishing to do so.