114-M: Comments from Subcommittee on administrative processes.pdfATTACHMENT M
Comments from November 23, 2010 from Subcommittee on process changes
Comments from the subcommittee related to internal administrative processes focused
on the following key principles:
1. Customer service comes first.
2. Coordinate the development process so that projects are processed in parallel among
all departments to make for a seamless and efficient experience.
3. Provide consistency among staff and across departments to allow for certainty in the
process.
4. Provide online resources, training and workshops to applicants, contractors and the
public to help them understand the permit process.
5. Use feedback from participants in the process including applicants, the public, staff
and decision -makers to make continuous improvements to internal processes.
The following are specific comments related to the abovementioned principles:
A. Promote Case Manager approach to projects
B. Avoid inconsistency related to project requirements or code interpretations
among staff members - by having regular staff discussion and sessions on project
conditions and requirements.
C. Improve consistency and clarity in the review process (i.e., clarify interpretations
and definitions) - for example, what items need to be completed before final
occupancy is granted and what items can be deferred with bonds, agreements,
etc.?
D. Clarify and/or simplify dependencies of the development review process - for
example - is a tentative map application required before architectural site
approval for home design for a subdivision can be approved?
E. Promote parallel processes where possible
F. On -site signage for projects is a good idea
G. Improve inter -departmental coordination
H. Provide online training resources and links for information such as the Water
Efficient Landscape Ordinance requirements, Green Building resources, etc.
I. Host "how to" workshops, especially for first-time users of the permitting
process - for example, single-family homeowners considering an
addition/remodel or building a new home.
J. Create "how-to" manuals
K. Allow flexibility (i.e., tree selection for privacy protection trees and/or mitigation
for removal of protected trees)l
L. Streamline process and approval requirements (i.e., remove architectural review
for two story home approvals)
M. Consider eliminating onerous requirements (i.e., story poles, noticing,
landscaping requirements, tree removal process)1
N. Review ways to get input on improvements from users of the process including
survey cards for applicants, discussions with staff, Commissioners, Council, etc.
Notes:
1. May require ordinance amendment(s).