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HomeMy WebLinkAboutItem 5.2 Planning Services Backlog AMMOIMMINIMMIMMMMOM D(IBC' • AGENDA STATEMENT • Meeting Date: October 11 , 1982 SUBJECT : Planning Services Backlog EXHIBITS ATTACHED : List of pending applications RECOMMENDATION : 1 . Authorize Staff to secure planning consultant services on an interim basis 2. Authorize purchase of a microfische reader/printer. 3. Authorize a budget transfer from the Contingent Reserve Account to the Planning Department Equipment Account in the amount of $2,300. ) 4. Authorize a budget transfer from the Contingent Reserve to the Planning Repairs Account in the amount of $350. FINANCIAL STATEMENT: 1 . Estimated cost for planning consultant services not to exceed $4,800; sufficient funds are budgeted. : 2. Estimated cost for purchase of .microfische reader/printer approximated $2,300 and $350 for maintenance agreement. DESCRIPTION: • At its meeting of September 27, 1982, the City Council directed Staff to provide it with additional, information on the planning application backlog and the need for additional planning assistance. Staff has reviewed the planning application backlog and determined the following: 1 . The average processing time (including notification and appeal periods) for the 3 appli- cations, which have been approved thus far, was 19 working days. 2. There are a total of 17 pending applications. Half of these applications have been in processing for more than 22 working days. The longest outstanding application is Naugles Inc. , which has been in processing for 66 working days and is pending a continued hearing Staff has identified the following to be major problem areas which have contributed to the lengthening of the application review process. Some of these problems have been dealt with and resolved. 1 . Upon assumption of planning service responsibility, a City coordinated planning applica- tion review process had to be developed, which involves City planning, police, county engineering, county building inspection, county flood control , DSRSD public works, and DSRSD fire. The development of this coordinated application review process was begun in July and completed on September 15, 1982. 2. County planning has provided the City with files for all planning actions which have occurred in the City of Dublin. All actions which occurred prior to 1979 are on • microfische; those which have occurred subsequently are batch filed. In addition, all assessors rolls are on microfische. Assessors rolls are used in notification of property owners with respect to planning hearings. The indexing system for both the microfische and the files is incomplete. The City does not have a microfische reader/printer to COPIES TO: ITEM NO. Z review pre-1979 actions on parcels and to identify property owners from the assessors rolls. This results in delays in responding to simple zoning inquiries and in research- ing prior actions on parcels in question as part of the application review process. 3. The planning application forms which were being used by the County were initially used by the City because the City did not have time in July to develop its own form. The City has found that the County's form was inadequate from the standpoint of the information it required from applicants. As a result, the City has had to go back to developers or applicants to obtain the additional information needed, thus requiring further delays in processing of applications. 4. The City's present zoning ordinance requirements for site specific computation on basic regulations, such as set back requirements and signs, require individual review of each parcel and any conditions that have been placed on that parcel in the past in order to make a determination as to what type of development or sign can be placed on the parcel . This involves additional research and delays the ability of Staff to process the application. In order to resolve these problem areas, which the City has, in essence, inherited from the County, Staff has taken several actions and proposes several others which are identified below. As indicated above, with respect to the planning application review process, Staff has implemented a coordinated approach with all other appropriate agencies for the application review process. With respect to the filing problem, the City needs to secure a microfische reader/printer in order to have the necessary equipment to review past planning applications, and also to review current property owners of parcels from the assessors roll . Although the printer adds considerable cost to the unit, it is Staff's position that this feature is necessary especially when site plans and conditions from prior planning actions need to be reproduced. In addition, when the Planning Secretary position is filled, it is anticipated that the Planning Secretary will be able to assist the Planning Director in developing an adequate indexing system for files that the City has inherited from the County of Alameda. The Planning Director has developed a new application form with a check list for all information that is required of applicants. When the Planning. Secretary comes onboard she will be able to assist in performing the initial checks of the application to determine whether all appropriate materials have been submitted. If the City Council believes that the present processing time for pending applications that have been submitted to the City is too long, it is Staff's recommendation that the City Council authorize Staff to secure the part-time services of a planning consultant to assist Staff in the performance of technical review of zoning requirements and providing professional assistance in the review of planning applications that have already been submitted. It is anticipated that such assistance would be needed on a 20 hours per week basis for approximatel 4-6 weeks to clear up the present backlog, at a cost ranging from $3,200 to $4,800. The County Planning Department has indicated that it could provide planning consultant service. The County personnel would be well versed in the technical review aspects. However, the County planning input on planning applications may contain certain biases that would not be totally consistent with City goals and objectives. Therefore, if the Council feels that additional assistance to Staff is appropriate, a private planning consultant is recommended, who could not only render the necessary professional assistance, but also provide unbiased objective planning input. The last long-term solution for the improvement of the planning application review process would be the revision of the zoning ordinance, which must come after the development of the General Plan. Based on the information which Staff has prepared for City Council review, it is Staff's recommendation that the City Council take the following actions: 1 . Authorize Staff to secure planning consultant services on an interim basis. 2. Authorize the purchase of a microfische reader/printer. 3. Authorize budget transfer from the Contingent Reserve to the Planning Department Equipment Account in the amount of $2,300. 4. Authorize budget transfer from the Contingent Reserve to the Planning Department Repair Account-in the amount of $350. 10/6/82 PROCESSING APPLICATION (Working) STATUS DAYS - Naugles: drive-in restaurant - CUP 66 pending continued hearing - Frumenti : RV and boat storage - CUP 65 being reviewed - Valley Christian Center: landscaping - CUP 37 pending letter of credit - Lemoine and B&B Rental : outdoor storage-CUP 33 pending additional information - Diamond Signs: directional tract sign - CUP 29 being reviewed - Parkway Baptist Church: trailers - CUP 25 being reviewed - Alcosta Associates: directory sign - SDR 25 being reviewed - Marra: fence - variance 23 being reviewed }1 - McClure: sign - SDR 22 being reviewed - Wong: room addition - variance 21 being reviewed - Murco: sign - SDR 21 being reviewed - Valley Christian Center: trailers - CUP 20 being reviewed - Hemstalk/Vintage Develop: offices - SDR 17 being reviewed - Hackler: pet hospital - CUP 15 being reviewed - Albertson's: addition - variance 11 being reviewed - Wyatt: garage conversion - variance 8 being reviewed - Valley Christian Center: wind generator -. CUP 1 being reviewed