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AI agent for urban planners

Public Hearing Notice Compliance Agent

A notice package that meets every legal requirement for the hearing, with proof of mailing and posting

ComplianceQuality controlGovernment
See how it worksGet access
Public Hearing Notice Compliance Agent: what goes in, what the agent does and what you get

What it does

If a hearing notice misses an address or goes out a day late, the hearing can be voided and the whole schedule slips. This agent reads the application and builds the mailing list of property owners within the required radius from parcel data. It checks the dates against the notice period, the contents against the legal checklist and the posting and publication rules. It flags defects such as a missing parcel, a wrong hearing date or a notice that reaches an owner too late. After the planner fixes the problems, it reruns all the checks. It also checks that the hearing date still leaves enough days if the schedule has changed. The planner approves before any notice goes out. Edge case: a parcel owned by an LLC with a mailing address abroad is flagged for a second notice method.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Hearing date set for an application 2 USES A TOOL Read the application and find the required noticerules 3 USES A TOOL Build the mailing list from parcel and owner records 4 DOES Draft the notice, the sign and the publication text 5 CHECKS THE RESULT Does every parcel within the radius appear on thelist? If not: rerun the radius selection and add the missingowners. Back to step 3. 6 CHECKS THE RESULT Do dates and contents meet the notice period andchecklist? If not: correct the dates or text and recheck againstthe rules. Back to step 4. 7 DOES Flag owners needing extra notice methods 8 YOU APPROVE Planner approves before notices go out 9 USES A TOOL Send notices and record proof of mailing and posting 10 RESULT Notice file complete
Read the steps as a list
  1. Hearing date set for an application
  2. Read the application and find the required notice rules
  3. Build the mailing list from parcel and owner records
  4. Draft the notice, the sign and the publication text
  5. Does every parcel within the radius appear on the list?If not: rerun the radius selection and add the missing owners. Back to step 3.
  6. Do dates and contents meet the notice period and checklist?If not: correct the dates or text and recheck against the rules. Back to step 4.
  7. Flag owners needing extra notice methods
  8. Planner approves before notices go outThe agent waits here for your OK.
  9. Send notices and record proof of mailing and posting
  10. Notice file complete

How it decides

The mailing list is every owner within the required distance. The notice passes when dates, content and delivery methods meet the rules for that type of hearing.

  • Include every owner within the legal radius, plus occupants if required
  • Set the mailing date at least the required days before the hearing
  • Flag owners with out-of-country or business addresses for a second method
  • Reject a notice with a missing legal element

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Notice radius and period by hearing type
  • Parcel data source
  • Notice template
  • Extra notice methods

What keeps you in control

It always asks you first

  • Sending notices
  • Posting and publication

Hard limits

  • Never mails notices itself
  • Does not change the hearing date

It stops when

  • Done: the notice package is complete and approved
  • Stop: the hearing type has no rule loaded

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor a rezoning hearing on June 24, notices had to go out by June 3 to owners within 300 feet. The agent listed 142 owners, but the radius check found 6 missing because of a split parcel, so the check failed and it added them. The first notice text gave the wrong room, which it corrected. The planner approved on May 30 and mailing proof was filed.

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