Development Services Review. Final Report. Zucker July 2016

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Recommendation

Responsibility

Priority

Phase One Actions

Phase Two Actions

Page 78 2

84. Create an interpretation manual

X

Sr. Civil Engineer

85. Cross train engineers

79 3

X

Sr. Civil Engineer

Process Issues

Develop list of counter inquiries for Engineering Aides

86.

79 3

X

Sr. Civil Engineer

87. Expand training for Engineering Aides

79 3

X

Sr. Civil Engineer

Remove engineer’s workspace from direct line- of-sight of public Engineer of the Day to be available when the counter opens

88.

80 3

X

Sr. Civil Engineer

89.

80 2

X

Sr. Civil Engineer

Policy Issues

Seek consistency in design specifications with other jurisdictions

90.

81 3

X

Sr. Civil Engineer

PLANNING DIVISION

Organization Issues

Include number and duration of staff reviews in TRAKiT Collect data on applicant response time in TRAKiT system

91.

92 1

X

Community Development Director

92.

92 1

X

Community Development Director

93. Performance standards to be tracked in TRAKiT

93 1

X

Community Development Director

Update Residential and commercial status reports on-line

94.

93 2

X

Community Development Director

Community Development Director

95. Generate monthly performance reports

93 1

X

Determine computer up-grade or replacement needs

Community Development Director

96.

93 2

X

Community Development Director

97. Show expedited fees on fee schedule

94 2

X

Fee for preliminary plan review to include Planning Commission and Council reviews

Community Development Director

98.

95 2

X

Community Development Director and IT Community Development Director

99. Expand email storage capacity

95 2

X

100.

96 2

X

Scan old files for TRAKiT access

Community Development Director

101.

96 1

X

TRAKiT to accept all existing electronic files

Community Development Director

102.

96 1

X

New files to be stored in TRAKiT

Community Development Director

103.

96 3

X

Use out-card systems for files

Community Development Director

104.

97 2

X

Update all handouts

Update Architectural and Site Plan Review handout

Community Development Director

105.

98 2

X

Create hyperlink to Architectural Review Handout Community Development Director Include flowcharts in filing requirements handouts Community Development Director

106.

98 3

X

107.

98 3

X

Community Development Director and IT Community Development Director

108.

98 1

X

Create fillable forms for submittals

109.

98 2

X

Correct all handouts re electronic submittals

Community Development Director

110.

99 3

X

Update job descriptions for Planning Division

Morgan Hill, California

13

Zucker Systems