HomeMy WebLinkAboutMINUTES - 08211990 - 2.1 TO: BOARD OF SUPERVISORS Contra
Phil Batchelor, County Administrator
FROM: o;�''_/ f -..5 Costa
xA, o _x� County
August 21, 1990 $`� •b`�
DATE: tpq_ebur+'
PROGRESS REPORT ON THE GROWTH MANAGEMENT AND ECONOMIC
SUBJECT: DEVELOPMENT AGENCY
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION•
1. Accept the progress report on the Growth Management and
Economic Development Agency from the County Administrator.
BACKGROUND-
On April 17, the Board approved in concept the creation of the
Growth Management and Economic Development Agency which would
consist of the functions currently performed by Community
Development, Public Works and Building Inspection Departments.
In addition, the Board approved 19 recommendations aimed at
improving the service and efficiency of the affected Departments
and directed the staff to present monthly progress reports.
Since April, an Agency Transition Committee, composed of the
County Administrator and the Directors of the involved
Departments, held twelve meetings to plan the implementation of
the 19 recommendations. Additionally, several subcommittees of
the Agency Transition Committee held numerous meetings to prepare
the detailed operational plans necessary to implement the 19
recommendations. What follows is a progress report through
August 15.
CONTINUED ON ATTACHMENT: X YES SIGNATURE: / `^-
-RECOMMENDATION OF COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD COMMITTEE
-APPROVE _OTHER
SIGNATURE(S):
ACTION OF BOARD ON Auctust 21, 1990 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS(ABSENT III, I V ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS
/OON-THE DATE SHOWN.
CC:County Administrator ATTESTED or/, /9 9O
Community Development PHIL BATC OR,CLERK OF THE BOARD OF
Building Inspection SUPERVISORS AND COUNTY ADMINISTRATOR
Public Works �y/J�� � ���.��,/�
BY "'�"„"'�� \r�'v"r^""i"v`�'� ,DEPUTY
M382 (10/88)
-2-
Development Processing Review Committee
A Development Processing Review Committee was to be established
which would review and recommend, to the appropriate Departments,
matters involving application and permit processing, fee changes
and code changes. The Committee was to be composed of
developers, representatives of the public and staff from the
three Departments.
A Committee has been formed under the leadership of Bob Giese and
has held three meetings. At these meetings, the Committee has
examined the mission and goals statements of the Agency, proposed
fee increases by Public Works and Community Development, plans to
establish a center for processing applications and permits, and a
proposed process on pre-application review. Attachment A is the
minutes of the last meeting. The Agency Transition Committee has
referred several additional policies to the Development
Processing Review Committee, which is scheduled to meet again on
September 17, 1990.
Application and Permit Center
Interim and permanent plans were to be prepared for the creation
of a Center for processing development applications and permits.
This facility would house staff from the Building Inspection,
Community Development, Public Works and Health Services
Departments. The plan was to include a program to streamline the
processing of applications and permits with Environmental Health
and Special Districts.
A Committee of staff representatives from the three Departments
and the Administrator' s Office has been established to study the
Center concept. The Committee visited the Sacramento County
Center to examine how that operation functions and what
insights, process and procedures can be transferred to our
County.
The interim Center is scheduled to become operational in late
August and will be established on the second floor, North Wing,
of the Administration Building. The Center will provide all
Community Development application processing services, Public
Works permit processing services, and Building Inspection
information and referral services. Building inspection permits
will continue to be processed on the third floor, while tentative
and final maps will continue to be approved at the Public Works
facility on Glacier Drive.
Efforts to broaden the services at the Center have been underway
for the last four weeks. Health Services has agreed to place
Environmental Health staff to process water well and septic
permits, as well as provide information and referral services.
The major Fire Districts have agreed that increased coordination
is necessary between the fire service and Building Inspection,
Community Development and Public Works. The nature and extent of
Fire District staffing at the Center is expected to be determined
within the next month.
In June, the Board approved a job class and specification for a
Customer Services Manager to manage the Center and resolve
problems associated with applications and permits. Recruitment
for the position has been completed and the Personnel Department
is currently screening job applications. A hiring decision is
expected within a month.
Finally, a staff member on loan from the Public Works Department
is assisting in the establishment of the Center and in
simplifying and revising information on application instructions
and fee schedules. A flow chart and job description of the major
events in processing applications and permits has been completed
and appears as Attachment B. Moreover, a detailed work schedule
for the Center with goals and objectives has been formulated to
' integrate many of the Board' s recommendations into a blueprint
for action and appears as Attachment C.
-3-
Environmental Impact Review Policy
A policy was to be prepared for a vigorous staff review and
comment on developments in cities and other jurisdictions. A
policy has been prepared which identifies the types of
developments, the review criteria and the coordinator in charge
of implementing the policy. (See Attachment D. ) Finally, the
Board approved one environmental planning position on June 12 to
help implement the policy.
Outreach Planners
The Community Development Director was charged with developing a
program which periodically deploys outreach planners to provide
citizens ready access to staff on large or controversial
developments. The deployment decision was to be based upon
criteria established jointly by the County Administrator and the
Community Development Director.
The Community Development Director has proposed to deploy
planners on, a bi-weekly basis to East, West and South Central
facilities. The planners would be available to the public for
one-half to a full day to discuss the General Plan, zoning or
project plans. The program will be implemented when the Current
Planning Division is staffed to a level sufficient to absorb the
outreach function without acceptable service disruption. The
Department is in the process of filling four vacant positions.
Pre-Application Review Process
A pre-application review process was to be formulated for
developers which would target small developers and include
representatives from the three Departments. The objective of
this process was to avoid problems before developers invest
significant resources in a project.
Under the initiative of Karl Wandry, an optional review process
has been developed. The optional program involves prominent
mention of the service in the application instructions and in
public notices. It also involves County staff actively
encouraging new developers to the County to avail themselves of
this program. The Development Processing Center Review Committee
has endorsed this approach. Staff is currently formulating
administrative procedures to implement the program.
ATTACHMENT A
TO: AGENCY REVIEW COMMITTEE DATE: July 9, 1990
FROM: Bob Giese, Chair `i
SUBJECT: Minutes of July 91 1990 Agency Review Committee
Pre ent: Guy, Bjerke, Karl Danielson, Ron devincenzi , Eileen Doten, Bob Giese,
Larry Gunn, Dean LaField, Dave MacLellan
Absent: Jim Causey
1. CHAIRMAN'S REVIEW
Meeting was called to order by Bob Giese at approximately 8:35 a.m. Minutes of
June 11, 1990 were accepted and approved.
2. UPDATE PROCESSING CENTER
Eileen advised she will be attending a meeting with Tony Enea scheduled with
Consolidated Fire for the purpose of working out issues incorporating a staff
person be located in the central permit center. A second meeting is scheduled
with Environmental Health for a plan checker to be a part of the center. The
central permit center scheduled completion date is August 20, 1990. The rewrite
on instructions to the public is near completion. The flow chart, along with the
help of Larry Gunn and Ron deVincenzi is ready for finalization. Staff has been
selected for the center from the 3 departments, and the manager of the center
will soon to be selected.
The object of meeting with Consolidated Fire initially is due to the board having
control over this district. With Consolidated's support we can then approach the
other districts in a more positive manner. Dean commented the ultimate solution
would be to have control over all districts so their involvement is mandated.
He advised he will continue to be repetitious on this issue due to the importance
of fire district representation in the center. Ron clarified the committee is
not against this issue and it would be more economical for fire district's to be
represented in the central bureau. Ron asked, "Mr. Chair, do you recommend BIA
take this up with Phil Batchelor as to district consolidation with plan
checking?" Bob advised BI has previously offered funding and space for
consolidation of plan checking but was not successful , and recommends this
committee receive a report on what happens at the meeting Eileen and Tony attend
on the 16th. Eileen advised another meeting was being held in Sacramento July
10th. If the meetings are not leaning toward what we want, then pressure needs
to be applied by this committee.
Dean definitely feels-this needs to be addressed immediately with the start date
of the center so close. Bob advised even though the center is to open August
16th, additions can be made afterwards. Dean once again strongly voiced the need
for a fire protection engineer in BI with only one fee. Bob asked that minutes
from this meeting be ready for the Wednesday meeting to cover this issue with
Phil Batchelor. Dave asked if there is more likelihood of fire district
representation than sanitary and water. Larry responded in the affirmative.
Agency Review Committee -2- July 9, 1990
3. PRE-APPLICATION REVIEW
Karl Wandry was not able to attend this meeting due to a prior commitment. Ron
advised the pre-application review is totally optional for public not familiar
with CD, PW and BI process. This process is being rewritten. Bob asked that the
rewrite be finished prior to next meeting. Karl Danielson asked if the decision
from a review would be binding. Eileen and Ron advised this process is advisory.
Karl D. reiterated to gray areas and Eileen acknowledged those areas would need
to be addressed. Guy asked if there would be documents generated from the
review. Ron said basically working papers outlining agreements/disagreements
with staff. Dean still questions if this will help or hinder, and is staffing
a question. Karl asked if this review was going to be scheduled meetings. Ron
advises CD presently meets and advises on large jobs. This meeting is usually
held after application is made and is somewhat more formal and includes the
project architect. Ron advised this pre-application process is for architects
and contractors who may not understand the process. BI has engineers who help
and Karl commented he has a close association with BI's engineer, Soen Thung and
wants to keep it that way. Bob agreed it should be, and that we want to continue
to accommodate an architect who calls in the a.m. and wants a meeting in the p.m.
We do not want to become so formalized that this close association would end.
Dave feels this will put additional burden on CD who is already understaffed.
He also alluded to staying in contact with the B.O.S.
Bob advised all departments were formally notified that the open space initiative
appears to have qualified for the November ballot. Guy advised the B.O.S. are
putting out a new General Plan with their own initiative version for voters to
choose from on the ballot. Ron asked .the committee if they would be interested
in being involved in CD process regarding the General Plan and the response was
unanimous. Ron will have Dennis Barry attend the committee meeting scheduled for
September 17, 1990.
4. TREE ORDINANCE
The B.O.S. wants the ordinance rewritten with more teeth to it. Suggesting
$10,000 fine for cutting down trees, all trees, not just oak trees. Bob advised
anything in the future relating to the ordinance will be funnelled through the
committee. It was confirmed that BI is responsible at present for policing this
ordinance.
5. MISCELLANEOUS
Larry introduced the brochure on voice request system. BI has two contractor's
testing now. An explanation was given on how the system works and to advise the
committee it will go into effect July 16, 1990. Committee members received
copies of the brochure.
Announcement made that Mike St. John replaced Bill Nelson as Supervisor of
Inspection Services. Committee requested a copy of BI's internal telephone list
be supplied at the next meeting.
Agency Review Committee -3- July 91 1990
6. CONTINUE
a. Successor for Chair: Dean made the motion to nominate Phil Batchelor as
Chairperson to this advisory committee. He feels Phil is invaluable to
the meeting and since he attends weekly meetings with his department
heads, the information he could provide at this monthly industry meeting
would have tremendous impact for this committee. Dave seconded the
motion, with additional motion naming Larry Gunn as Vice Chair. Ron
seconded the motion for Larry Gunn as Vice Chair. Both motions carried
with majority ayes and one abstaining. Dave asked that if Phil accepts
the nomination, Larry Gunn is to chair the meeting in case of Phil 's
absence.
b, Next Meeting: Scheduled for August 13, 19909 8:30 a.m. , BIA of Northern
California, 1280 Boulevard Way, Suite 211, Conference Room, Walnut Creek.
C. Future Agenda: All committee members welcome to contact Chair, Vice Chair
or secretary for any subject to be added to meeting agenda.
Discussion: Dave asked why we are going through the remodel on 2nd floor with
open space going forward. Larry advised this central permit bureau was always
wanted for purpose of merging the three departments and the counter should be
established. It is the first phase to merging all together. State law mandates
central permit center. It was not done previously due to computer system link
between the departments. Dave said there are two ways; conservative approach and
aggressive approach. The aggressive approach is to install the counter now, and
then try to get school , fire, sanitary, etc. involved. The conservative approach
is to receive all districts' support and then house together centrally. Dave
prefers the conservative approach to obtain agreements with the other districts'
first. Bob advised the push is to do it today and there is a law in effect. The
intent is to provide service. Committee members requested copies of the State
Law mandating central permit issuance.
Dean asked that the next meeting's agenda include Costs and Revenue including all
facts pertaining to the super agency. Guy asked that it include numerical
fashion as to what we are going to be paying for.
Karl asked Eileen if the Flow Chart includes outside agencies the public has to
deal with. No, but it is included with other information to the public. Karl
asked to have several copies of the Home Improvement pamphlet sent to his office
for distribution to the public.
Dean memorialized Bob Giese for the splendid job of serving as Chair to the
committee and motioned he be an honorary member of the committee and attend
meetings when he can. He also asked for Bob to receive each month's agenda and
minutes. Motion carried with all ayes.
Guy Bjerke, Executive Director/Local Governmental Affairs, BIA is appointed
alternate to Dean LaField.
Meeting adjourned at 10:00 a.m.
ATTACHMENT D
OFFICE OF COUNTY ADMINISTRATOR
CONTRA COSTA COUNTY
Administration Building
Martinez, California
t ^
To: Agency Transition Committee Date: July 11, 1990
From: Scott Tandy, Chief Subject EIR Review Policy (Draft)
Assistant Administrator
The following standards and criteria are proposed with regard to review of
development plans of other counties and cities and their impact on Contra Costa
County.
Application of Criteria
1. Any residential development of 100 units or more.
E�
2. Any commercial development.
3. Any land to be annexed or any development that would generate 100 PM trips
(including the cumulative affect of smaller annexations or developments).
Review Criteria for EIR's
1. Does it adequately forecast all impacts, including fiscal?
2. Does it adequately analyze and mitigate impacts on County Government
services?
3. Does it adequately analyze and mitigate impacts on any regional facilities or
institutions?
Review Coordinator
The interim review contact person would be Jim Cutler in the Department of
Community Development until such time as the new position of Senior Environmental
Planner is recruited and selected.
Letters are going out to the four counties of Alameda, Solano, San Joaquin and
Stanislaus, and the 33 cities within these counties requesting notification and
information to Contra Costa County prior to the end of formal comment periods.
ST:lmj
3
ATTACHMENT C
PROCESSING CENTER
MISSION/GOALS/OBJECTIVES
MISSION: To streamline the processing of applications and
permits while maintaining or improving the level of services
provided to the public.
GOAL: To establish an office facility.
OBJECTIVE: To identify staff and positions to be located in
the Center. This objective will be met by assessing the
needs of applicants and by review of the permit and
application processes currently practiced by Building
Inspection, Community Development, Public Works, Fire
Districts, Environmental Health, School and Special
Districts. Timeframe: JUNE - AUGUST
OBJECTIVE: To design a functional facility with a modern,
professional appearance. Meeting this objective will require
identification of available office space, the development of
a floor plan, completion of office renovation by August 20,
1990; installation of office equipment and furniture;
installation of telephone and computer systems.
Timeframe: JUNE - AUGUST
GOAL: To improve the permit and application process.
OBJECTIVE: To reduce the number of sites a citizen must
visit to obtain permits and application acceptance. This
objective will be reached by bringing Environmental Health,
Fire Districts, School and Special District representatives
and/or processes to the Center; by determining the needs of
these agencies and providing adequate work space, management
services and equipment to meet those needs. Timeframe: JUNE
- DECEMBER
OBJECTIVE: To improve services by enhancing coordination and
reducing delays. To achieve this objective, staff will
receive training in public relations practices, and will be
crossed trained in permit and application processing. The
staff will regularly examine the services provided, and will
systematically and thoroughly follow-up on all complaints and
suggestions for improvement. Timeframe: AUGUST forward
GOAL: To establish a comprehensive and proactive public
information program.
OBJECTIVE: To simplify application and permit instructions,
supplemented with flow charts and fee schedules. This will
be accomplished by research, review, and rewrite, followed by
refinement from the solicited feedback of those using the
instructions , charts, and schedules. Timeframe: JUNE -
DECEMBER
-2-
OBJECTIVE: To inform the general public of the services
available at the Center. To meet this objective, a video
tape will be prepared for community access television. Press
releases will be issued. Presentations will be made to
public, industry, district and government groups. ' AUGUST -
DECEMBER
GOAL: To establish a staff management plan.
OBJECTIVE: To identify the supervision and reporting
relationships of the Center staff. Meeting this objective
will require a mutual agreement between staff of the County
Administrator' s Office, involved County departments and
districts. The staff management plan will be formally
communicated to the Center staff as well as to the support
staff of the affected departments and districts. Timeframe:
JUNE - AUGUST
OBJECTIVE: To formulate and communicate staff work policies
and procedures. This objective will be reached by developing
consistent and flexible staffing patterns and personnel
policies under the direction of the Center manager, with
input from department and district administrative staff, the
unions, and identified Center staff. Timeframe- JUNE -
AUGUST
GOAL: To implement a proactive public relations program.
OBJECTIVE: To design a comprehensive program for problem
avoidance. To accomplish this objective, past complaints
will be analyzed and problem areas determined. Procedural
and personal service delivery will be adjusted through public
relations training and through the development and practice
of a philosophy for delivering quality service. A survey
tool will be developed to gather information on areas in need
of service improvement.
OBJECTIVE: To design a comprehensive process for complaint
resolution. To meet this objective, the staff of the members
of the Board, the CAO staff and others will be consulted on
resolution strategies. The Center staff will meet regularly
to analyze problems and to develop methods of problem
avoidance and resolution. Methods will be developed and used
to track problem-resolution activity. Timeframe: AUGUST
forward
ATPAME NT C
PROCESSING CENTER ACTIVITY SCHEDULE
1. Physical Establishment of the Center.
A. Number, position of employees
1. Determine which positions from June
Building Inspection, Community Development,
and Public Works will move to the Center.
2. Determine which positions from the Environment July
Health Office will.move to the Center.
a. Determine needs of Environmental July
Health staff and equip work space
accordingly.
3. Establish fire district representation at August
the Center.
a. Determine needs of fire district staff
and equip work space accordingly.
4. Consider the work-space and equipment needs June
in establishing positions from other
districts at the Center.
B. Space and furnishing.
1. Complete floor plan drawing. June
a. Determine floor space assignments
and file space needs.
2. Initiate bid and construction. June
a. Cause construction to be completed
by August 20, 1990.
3. Determine availability of furniture, June
partitions and office equipment. Order
as necessary. _.
a. Determine which furniture and equipment June
will be moved to the Center from
Building Inspection, Community
Development and Public Works offices.
C. Computers:
1. Determine computer needs and order June/
installation. July
a. Consult with Data Processing, Land
Information Systems Project, Building
Inspection, Community Development,
Health Services, Fire Districts, and
Public Works.
b. Determine computer linkages necessary.
C. Order any additional computer equipment
necessary, but not moved from the represented
Departments and Districts.
D. Telephones.
1. Determine telephone and fax needs and July
order installation.
a. Consult with Communications.
b. Determine phone linkages necessary.
C. Order phone equipment and installation.
2. Planning Process Improvements.
A. Environmental Health.
1. Review Environmental Health permit July
process and develop a plan for permit issuance
from the Processing Center.
B. Fire District.
2
1. Determine staff representation at Center and July
processes to be performed.
a. Review fire districts' permit process
and develop a plan for permit issuance
from the processing Center.
C. Special Districts.
1. Consider special district representation. July
a. Research whether other counties have April/
successfully incorporated special August
districts and how incorporation was
accomplished.
b. Determine activities necessary to August/
achieve district representation and December
develop a plan to incorporate district
positions and/or processes.
D. Study and determine feasibility of establishing
a "Premium Service" system in the Center.
1. Research premium service systems in place April/
in other counties. June
2. Recommend methods of implementing a July
premium service system, including fees and
policy changes.
3. Establish a process for delivery of August/
premium service. December
3. Public Information and Public Relations.
A. Review and revise application and permit
instructions.
1. Review current instructions and draft June/
revisions with input from affected August
Departments.
3
B. Prepare flow charts. August
1. Research processes and develop flow
charts for public use.
C. Prepare comprehensive fee schedules. August
1. Review with affected departments.
D. Develop video tape for community access December
television.
E. Determine feasibility of developing a August/
video loop, info tape for waiting area. October
F. Make public information presentations. October/
December
1. Prepare_ presentations on the Center's
purpose and functions for delivery to the
public, industry, and government
groups.
G. Develop a comprehensive public July/
relations program. December
1. Develop and deliver employee public August/
relations training. December
2. Develop and implement a public August/
relations philosophy. September
4. Management of Center.
A. Supervision and Reporting Relationships.
1. Determine Center personnel August
relationships with input from
administrative staff of affected
Departments and Districts.
B. Work Policies, Procedures.
4
1. Develop staffing patterns, policy and August
a staff management plan.
C. Seek union input. June
D. Seek employee input. June/
August
1. Confer with affected employees on
equipment needs, facility development,
process and procedures.
E. Seek input from Center clients. August
1. Develop a survey tool to gather
information from clients on services
provided and areas for service
improvement.
5. Problem Management.
A. Establish process for complaint resolution. August
1. Track types and frequency of complaints.
2. Development employee training to address
complaint resolution.
3. Develop procedures to mitigate complaints
include timely follow-up and documentation:
B. Establish strategy for problem avoidance.
1. Develop employee training, public August
information and public relations programs.
2. Regularly examine service needs of the August/
public and service provided. Use surveys Forward
and suggestion solicitation methods to
gather information from Center clients.
ED:sj
a:CenterA
06/26/90
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