Development Services Review. Final Report. Zucker July 2016

In our work studying best practice communities, we found that standardized worksheets (e.g., often in a checklist/note space for each discipline) are typically utilized in conceptual and preliminary review processes (e.g., pre- application review processes) to ensure that the key issues and topics are consistently discussed and communicated in each meeting, staff feedback is documented and provides detail that adds value to the applicant. We believe a worksheet is an important tool that ensures meetings are valuable meeting for both staff and the applicant. The worksheet should confirm that the location of the project; the existing and/or proposed zoning; existing or proposed uses are appropriate; confirm that there are no outstanding compliance issues on the property; confirm the land status of the property to the extent possible; outline staff’s initial determination as to whether the existing zoning is suitable for the intended uses; whether the proposal is consistent with the General Plan and other Policy documents, such as utility service policies and other Master Plans; a list of all development applications/processes required for the proposal; including the need for any variances/ use permits, subdivision process, etc.; special design review overlay or development standards that apply to the property or will be needed to mitigate known issues; an approximate time line to complete the required processes; an initial analysis of potential community issues, circulation, drainage, erosion control, lighting, landscaping, access, utility service, and storage issues; anticipated required improvements; and all fees required, including application fees and impact fees (if any). The assigned case planner (Project Planner) should be responsible for ensuring that the worksheet is completed at the close of the meeting and that a copy is transmitted promptly to the applicant. 135. Recommendation : The Planning Division should create a worksheet in consultation with other designated City reviewers that includes the standard review items associated with review discipline’s scope of review, as suggested above, and the assigned Project Planner should be responsible for ensuring that each discipline provides a copy of their completed worksheet at the close of each meeting, which is transmitted promptly to the applicant and filed. 9. If application is for a Preliminary Plan Review, the application is also reviewed by the Planning Commission and might also be reviewed by Council, if requested by the applicant. 10. For Planning Commission (PC) review, the project is placed on a PC agenda (e.g., typically tentatively scheduled for PC by the MSA upon submittal) and the assigned planner prepares a staff report, which is distributed electronically

Morgan Hill, California

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Zucker Systems