HomeMy WebLinkAbout2004-11-08 City Council (15)City of Palo Alto
City Manager’s Report
TO:
FROM:
DATE:
SUBJECT:
HONORABLE CITY COUNCIL
CITY MANAGER
NOVEMBER 8, 2004
DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
CMR: 459:04
SUMMARY OF RECENT STREAMLINING MEASURES
This is an informational staff report. No Council action is required.
~BACKGROUND
Over the last several months, the City’s Planning Division has focused significant effort on process
efficiency and customer service improvements. In addition to the legislative changes, several
administrative measures have been implemented or are in process. Some of these measures were in
response to the City Auditor’s Audit of the Development Review process, others were based on
feedback from applicants, community members, Planning staff, and board, commission, and
Council members.
DISCUSSION
A summary of the results of the City’s efforts is shown in Attachment A; some of the highlights
include:
1. Better Public Information
The Planning Division has new ways for the public to be informed about Planning applications.
E-notice - Each week a list of all new planning applications is posted online. Subscribers
receive an e-mail when the list is updated. In the future, this list will include hearings and staff-
level decisions. To subscribe, visit http://www.cityofpaloalto.org/subscribe.html.
Expanded noticing - previously, neighbors within 300 feet of a project received notice of a.
hearing. Notice has been expanded to 600 feet.
Site postil~g - For Variances, Conditional Use Permits (CUPs), and Individual Review
applications, a sign is posted at the site until final action.
Newspaper andpubIic libra,3, notice - Hearing agendas continue to be posted at the public
library and in the Palo Alto Weekly.
CMR:459:04 }~age 1 of 3
More fi’equent Varial~ce and CUP notice - When the Planning Division receives a new
Variance or CUP application, or takes action on an application, neighbors will receive notice.
Cun’ently, neighbors only receive notice of hearings.
Notice for minor Architectural Review Projects - Notice cards are mailed to neighbors for all
projects reviewed by the Architectural Review Board. Under the previous code, only the largest
projects required a notice card mailing.
2. Simplified CUP and Variance Process
The prior CUP and Variance process required a minimum of one heating, and could require three or
more hearings in the event of an appeal. Here is a brief summary of the new process:
a.An application is submitted. Notice of the new application is mailed to neighbors, who have 21
days to comment.
b.Staff reviews the application for changes that must be made before the application can be
approved.
c.Applicant revises application, if necessary
If the Variance or CUP findings can be made, the project may be approved. Conditions may be
applied. No Director’s hearing is required, but notice of the decision is mailed to neighbors,
who have 14 days to request a hearing.
e.In the event the applicant or another interested party is dissatisfied with the decision, he or she
may request a hearing in front of the Planning Commission.
f.The recommendation of the Planning Commission goes on the City Council consent calendar
for final action.
3. Streamlined Architectural Review
Several administrative measures have been taken to streamline the Architectural Review process:
Limited hearing Continuances - An application is limited to two continuances for major
projects and one continuance for minor projects.
o More minor applications handled at stafflevel - As recommended by the City Auditor, more
minor applications are handled by Planning staff, requiring less processing time.
®Standardized appeal period - A single 14-day appeal period applies to all staff or Director
approved projects.
C5~,:459:04 Page 2 of 3
Staff limited its efforts to "quasi-judicial" processes, which are more commonly handled at staff,
board, and commission level rather than at Council level and account for the majority of planning
applications. The following processes were not affected:
Zone changes
Comprehensive Plan amendments
Planned Community districts
Subdivisions
Site and Design Review
ATTACHMENTS
Attachment A: Summary of Planning Application Streamlining
PREPARED BY:
SON ABENDSCHEIN
Administrator
SHUPE
DEPARTMENT I-~AD:
STEVE EMSLIE
Director of PJanning and
Community Environment
CITY MANAGER APPROVAL:
HARRIS(
Assistant City Manager
CE~,L459:04 Page 3 of 3
Summary of Planning Application Streamlining
City of Palo Alto, October 2004
Process Changes
® Conditional Use Permits and Variances
21-day notice cards mailed to 600-foot radius that application has been received
No Director’s Hearings
Tentative decision made by Director or his designee
Tentative decision becomes effective if no hearing is requested within 14 days
Planning & Transportation Commission (PTC) hearing only by request
PTC recommendation placed on consent calendar for confirmation by City Council
City Council can hear item if three or more Council members vote to remove it from the
consent calendar
Architectural Review Board (ARB)
Major applications are limited to two continuances ,
One continuance is allowed for minor applications
On appeal, ARB recommendation/Director decision placed on consent calendar for
confirmation by City Council.
City Council can hear item if three or more Council members vdte to remove it from
the consent calendar
Appeals
Standard number of days to appeal decisions (14 days) for all applications
Standard consent calendar appeal process for Director decisions
Home Improvement Exceptions and Individual Review
No process changes at this time, but changes are pending Council consideration (CMR
437:04)
Public Notice Changes
Notice cards to neighbors
cuP &
Variance
Home
Improvement
Exception
(HIE)**
Individual
Review
Application received
Director’ s decision
Hearing (if held)
Application received
Hearing (if held)
Application received
Director’ s decision
Hearing (if held)
Hearings
Notice card Newspaper ads,Post at E-notice*
radius post@ library "site
600 ft Hearing (if held)Yes Yes
150 ft
Adjacent
neighbors
Hearing (if held)
Hearing (if held)
No
Yes
Yes
Yes
* E-notice is a newsletter sent vie e-mail to all vho subscribe to the service via the City’s website at
www.cityofpaloalto.org/subscribe.htlN. The newsletter currently includes a listing of new applications,
and will include decisions and scheduled hearings in the future.
** Under Council consideration (CMR 437:04) is a proposal to make HIE notice identical to IR notice,
for ease of simultaneous processing of such applications.
All other 600 ft Hearings No Yes
applications
Other Changes
Clarified ARB & PTC roles:
ARB - Recommend on site-specific issues, such as building design, layout, circulation,
landscaping, context!setting, and architectural compatibility with sun’ounding
development.
PTC ~ Recommend on area and policy issues, such as land use, consistency with the
Comprehensive Plan, policy implications, review of environmental documents,
transportation reports and programs, recommendation on the adequacy of
environmental documents and mitigation.
Updated Variance language to reflect state phrasing
Simplified PTC staff report format
Aligned ARB report format to be compatible with PTC format