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.04 CP-2010-01 City of Cupertino OFFICE OF COMMUNITY DEVELOPMENT ' ' � CITY HALL 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 (408) 777-3308 • FAX (408) 777-3333 • planningC�cupertino.org cuP�� PLANNING COMMISSION STAFF REPORT Agenda Item No. � Agenda Date: May 11, 2010 Application: CP-2010-01 Applicant: City of Cupertino Property Location: Citywide Application Summary: Review of the Management Study of the Permit Process and opportunities to enhance the quality of the City's permit services and organizational efficiency. RECOMMENDATION Staff recommends that the Planning Commission provide: • Comments on the list of changes recommended by staff, including the review authority (Attachment 1), and • Additional ideas and recommendations related to permit process enhancements. The Planning Commission comments and recommendations will be forwarded to City Council for consideration. Once the Council provides direction on issues to focus on, staff will bring the detailed discussion ordinance/process changes to the Planning Commission for consideration. BACKGROUND On Apri113, 2010 and Apri127, 2010, the Planning Commission reviewed and discussed this item (Giefer/Kaneda absent on April 13th and Brophy absent on April 27�). The Commission continued the item to its May 11, 2010 meeting in order to have a full Commission to provide final comments. The Commiss'ion also directed staff to document the issues for discussion for its next meeting. DISCUSSION Please find the following summary of the Commission comments and inputs expressed at the previous hearings: 4-1 CP-2010-01 Matrix Project Recommendations May 11, 2010 Page 2 • Review Process o Reduce length of review process o Improve customer satisfaction for commercial developers o Shorten/Streamline approval time o Improve responsiveness o Increase consistency o Support current and emerging green building practices/ measures o Provide the Planning Commission with a checklist of items that the Planning Staff looks at to educate the Commission o Step by step instructional aid for the public about the planning process o Guidelines and strategies to help commercial developers o Consider annual Planning Commission & Staff annual off-site retreat/workshop o Consider Planning Commission & City Council off-site retreat/workshop when new members are elected/ appointed o Customize application forms to have a separate form for each type of application o Develop Planning Application Guides for each permit type o Develop a self help Home Improvement Center webpage o Develop "How To" manuals for the website o Remodel permit center to enhance the lobby area and places to sit while having conversations with planners o Identify and eliminate obsolete or meaningless regulations o Allow more uses to be permitted various zones - e.g. Daycares in churches should be allowed without a conditional use permit • Notification o Consider sensitivity to neighborhood concerns when making changes o R1 notification: Dori t send out plan sets but maybe just elevations and/ or weblink o Projects of Citywide significance: Provide one Citywide notice with links to the City's website for more information, updates, etc • TechnoloQy o Implement a new permit system that will help improve etficiency and provide benefit to permit system users o Software Integration for the permit review system between departments is necessary o Fees increases proposed are of concern but could be acceptable if there is a comparable savings in copying/printing/transportation costs o Concerns about reviewing plans electronically on a smaller monitor/ screen 4-2 CP-2010-01 Matrix Project Recommendations May 11, 2010 Page 3 • A��eals o Concerned about the appeal process (cost and time) o Second level of appeal could be on a cost recovery basis • Fees o Show nexus for all fees charged o Review fees to ensure that they are not cost-prohibitive o Conduct a fee study Other questions • Focus Group Participants The Planning Commission requested to see the list of participants in the Focus Group studies conducted by the Matrix. Matrix has confirmed that the study performed was a"blind focus group study" designed to facilitate candid answers, consequently the participants were assured anonymity. • Maintenance Costs for Permit System The Planning Commission also requested information on the annual maintenance costs for a permit system. The maintenance cost for a permit system covers support and maintenance for the existing system and for upgrades to the system including any customizations to the base system. • Cycle Times The Planning Commission inquired how the recommended cycle times in the study were derived. According to Matrix, the suggested cycle times for the various permits were based on industry standards established by Matrix's analysis of other well managed cities such as Sunnyvale or San Ramon. A copy of the City of Sunnyvale's project cycle times (Attachment 2) was provided by Matrix. It should be noted that Cupertino's cycle times (Attachment 3) are 2 weeks shorter for projects reviewed by the Planning Commission and at least an additional two weeks shorter for projects reviewed by the City Council. Prepared by: Piu Ghosh, Associate Planner 4-3 CP-2010-01 Matrix Project Recommendations May 11, 2010 Page 4 Reviewed by: Approved by: � ��C�U Gary hao� Aarti Shrivastava City Plann Community Development Director ATTACHMENTS Attachment 1 Comparison chart of permit processes for various cities and Staff's recommendations Attachment 2 City of Sunnyvale's cycle times Attachment 3 City of Cupertino's cycle times G: � Planning, PDREPORT � pc CP reports � 2010 CPreport � CP-2010-01 PC 5-11-IO.doc 4-4 r--a , .�; : ,, . � � . �. � � o � o � � r �� G. �' i •� ' d <G Q Q d d �' ` ' � �•" d' N 4" ` ' .� v �3 W v � ^ c��QQ F��Q`:�uuuu y �, � � � , M � , J C: ..� t� ,,� � : J ;.� � . C. 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Planning Project Review Administrative Commission Planning Closing Date Committee Hearing Study Session Commission (Wednesdays) (PRC) (Wednesdays) (Mondays) Hearing (Mondays) (Mondays) Dec 30 Jan 11 Feb 10 Feb 8 Feb 22 Jan 13 Jan 25 Feb 24 Feb 22 Mar 8 Jan 27 Feb 8 Mar 10 Mar 8 Mar 22 Feb 10 Feb 22 Mar 24 Mar 22 Apr 12 Mar 3 Mar 15 Apr 14 Apr 12 Apr 26 Mar 17 Mar 29 Apr 28 Apr 26 May 10 Mar 31 Apr 12 May 12 May 10 May 24 Apr 14 Apr 26 May 26 May 24 Jun 14 May 5 May 17 Jun 16 Jun 14 Jun 28 May 19 Jun 1 Jun 30 Jun 28 Jul 12 Jun 2 Jun 14 Jul 14 Jul 12 Jul 26 Jun 16 Jun 28 Jul 28 Jul 26 Aug 9 Jun 30 Jul 12 Aug 11 Aug 9 Aug 23 Jul 14 Jul 26 Aug 25 Aug 23 Sep 13 Aug 4 Aug 16 Sep 15 Sep 13 Sep 27 Aug 18 Aug 30 Sep 29 Sep 27 Oct 11 Sep 1 Sep 13 Oct 13 Oct 11 Oct 25 Sep 15 Sep 27 Oct 27 Oct 25 Nov 8 Sep 29 Oct 11 Nov 10 Nov 8 Nov 22 Oct 13 Oct 25 Nov 24 Nov 22 Dec 13 Nov 3 Nov 15 Dec 15 Dec 13 Jan 10 Nov 17 Nov 30 Dec 29 Dec 13 Jan 10 Dec 1 Dec 13 Jan 12 Jan 10 Jan 24 Dec 15 Dec 22 Jan 26 Jan 24 Feb 14 Jan 5 Jan 18 Feb 16 Feb 14 Feb 28 Jan 19 Jan 31 Mar 2 Feb 28 Mar 14 THIS SCHEDULE IS TENTATIVE AND SUBJECT TO CHANGE. In the event of a normally scheduled date falling on a holiday, an atternate date is scheduled as shown in italics. Rev. 12/09 (white) 4-6 THE PROPOSED HEARING SCHEDULE IS TENTATIVE AND SUBJECT TO CHANGE DUE TO AGENDA LENGTH, PROJECT COMPLETENESS, OR OTHER FACTORS. CLOSING DATES ADMINISTRATIVE HEARING - Z:OO P.M. Applications must be delivered to the V�/EST CONFERENCE IZOOM, CITY HALL Planning Division at the One-Stop Permit qpp��cants must attend or your application could be Center by 5:00 p.m. on the closing date continued to a later date. The Administrative Hearing is to be tentatively scheduled for a public an opportunity for the project applicants and community hearing. Applications lacking required members to be heard in a public forum prior to a decision information will not be accepted. being made. The applicant is given an opportunity to make PROJECT REVIEW COMMITTEE (PRC� a short presentation prior to members of the public speaking on the item. If you need more information about � �:00 A.M., �l1/EST CONFERENCE making a presentation, contact the project planner. The ROOM, CITY �"�ALL Administrative Hearing Officer will typically make a It is essentiat that applicants attend. The decision at the hearin�. Any person aggrieved by the purpose of the PRC is to review public decision may appeal it to the Ptanning Commission within hearing applications for technical 15 days of the date of the decision. A written tetter and compliance with City standards and application fee is required to fite an appeal. specifications, provide the applicant with P�pNNING COMMISSION $TUDY $ESSION - 7: early information about City �0 P.M. requirements and determine project �1/EST CONFERENCE IZOOM, CITY HALL completeness. The PRC is made up of Applicants should attend. This meeting is an optional various City Divisions (Planning, Building, "briefing" type discussion between the Planning Engineering, Fire Prevention, Traffic, Commission and City staff inembers for certain Trees and Water Pollution Control). PRC apptications. Consult the project planner to see if your is generally reserved for complex project is scheduled for a study session. The study session projects and not all public hearing is not a public hearing and the applicant does not make a projects will be reviewed by the presentation. No decisions are made. committee. Contact the project planner to see if your project is scheduled for PLANNING COMMISSION � -$:00 P.M. PRC. CITY COUNCIL CHAMBERS, CITY HALL Applicants must attend or your application could be PRC review does not constitute a continued to a tater date. This hearing is an opportunity recommendation of approvat or denial of for project applicants and community members to be the project. The project must proceed to heard in a public forum prior to a decision being made. hearing before a decision is made on the The applicant is given an opportunity to make a short application. presentation prior to members of the pubtic speakin� on the item. If you need more information about making a PROJECT COMPLETENESS presentation, contact the project planner. Some decisions by the Planning Commission may be appeated; others are Incomplete proiects cannot be scheduled final. If appeals are permitted, any person aggrieved by for public hearinQs. To proceed with the the decision may appeal it to the City Council within 15 proposed hearing date, the project must days of the date of the decision. A written letter and be deemed complete either by the PRC application fee is required to file an appeal. or the project planner (if no PRC is required). The deadline for submittal of CITY COUNCIL 1VIEETING - 7:�� P.M. missing material is usually 12:00 p.m. COUNCIL CHAMBERS, CITY HALL noon on the Tuesday the week following Some applications that go to the Planning Commission the PRC meeting. Major changes or must also be considered by City Council. The City Council information requirements resulting from y,��« typically hear an item 2-5 weeks following the the initial review will return to PRC prior planning Commission hearing. City Council decisions are to being put on a hearing schedule. final. Please contact the project planner for the scheduled City Council hearin� date. One-Stop Permit Center - City Hall - 456 W. Olive Avenue -(408) 730-7444 Planners and Building Division staff are available 8:00 a.m. to 5:00 p.m. www.5unnwalePlannin�.com / www.5unnwaleBuildinQ.com Rev. 12/09 (white) 4-7 Attachment 3 2009-2010 SCHEDULE Community Development Department 10300 Torre Avenue (408) 777-3308 / Fax (408) 777-3333 Cupertino, CA 95014 planningOcupertino.org � U P E RT i N Q http:/ / www.cupertino. org/ planning Tentative Application Schedule 2009 2010 Description Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Application Deadline (1) 7�29 8/26 9/30 10/28 11/25 12/30 1/27 2/24 3/31 4/28 5/26 6/30 Pre-Hearing* 8/12 9/9 10/14 11/11 12/9 1/13 2/10 3/10 4/14 5/12 6/9 7/14 ERC* t 8/20 9/17 10/15 11/19 12/17 1/21 2/18 3/18 4/15 5/20 6/18 7/16 Planning Commission 9/8 10/13 11/10 12/8 1/12 2/9 3/9 4/13 5/11 6/8 7/13 8/10 City Council (2) 10/6 11/3 12/1 1/5 2/2 3/2 4/6 5/4 6/1 7/6 8/3 9/7 City Council (3) 10/20 11/17 12/15 1/19 2/16 3/16 4/20 5/18 6/15 7/20 8/17 9/21 (1) Except items that will be heard by the Design Review Committee. (2) City Council approval typically applies only to conditional use pernuts involving new construction of 10,000 square feet of office, 5,000 square feet of commercial or 8 or more residential units, tentative maps creating five or more lots and appeals. (3) City Council date for General Plan Amendments and Zoning applications. * Applicant or authorized representative should plan to attend the Pre-Hearing and Environmental Review Committee (ERC) meetings. (Not all applications have pre-hearing or ERC meetings) t Environmental Review Committee (ERC) meets twice monthly: the 15t and 3�d Thursdays at 9:30 A.M. Your application may be scheduled for an earlier ERC meeting, if it meets the required noticing deadlines. Please talk to your Planner. Planning Commission meets the 2� and 4� Tuesday of each month at 6:45 P.M. City Council meets the 1S� and 3�d Tuesday of each month at 6:45 P.M. Design Review Committee (DRC) Schedule Description Au 2009 Se t Oct Nov Dec Jan 2010 Ap lication Deadline 7/13 7/27 S/10 8/24 9/14 9/28 10/12 10/26 11/9 11/23 12/14 12/28 DRC Meeting 8/6 8/20 9/3 9/17 10/1 10/15 11/5 11/19 12/3 12/17 1/7 1/21 Descri tion Feb 2010 Mar Apr Ma Jun Jul 2010 A plication Deadline 1/11 1/25 2/S 2/22 3/8 3/22 4/12 4/26 5/10 5/24 6/14 6/28 DRC Meeting 2/4 2/18 3/4 3/18 4/1 4/15 5/6 5/20 6/3 6/17 7/2 7/16 The Design Review Committee (DRC) meets the 1 and 3` Thursdays of each month a< <:30 P.M. - Sheet � of 11 Apq_2008-09.doc reoised 06/t73/09 4-8