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HomeMy WebLinkAbout0217.094April 7. 1994 HONORABLB CITY COUNCIL Palo Alto. California PROJECT REVIEW COMMITTEE ~~1QlN Members of the Council: This report is for information only. necessary. No City Council-action is R<L~RT IN BRIEF This report forwards to Council information on the formation by City staff of an internal Project Review Committee (PRe). The PRe, which is chaired by the Assistant City I'~anager. is composed of department heads, division heads: or their representatives. The PRe is charged with streamlining the processing of development appli~ationEl. To date i the PRe has provided input to the Stanford West/Sand Hill Road/Stanford Shopping Center projects and the Palo Alto Medical Foundation Urban Lane project. The PRe is also developing additional tools to be used by applicants and staff in submitting and reviewing development applications. OISCUSSIQll As ;j; parI: of the City's effort to improve customer service. the PRe was formed and is chah~ed by the Assistant City Manager. The PRC mission, as adopted by the PRC, is lito facilitate the submittal of ~pplications, processing and construction of major public and/or private projectB through the active involvement of all City staff resourcee in a manner that maximizes efficiency and minimizes costs with fu;U consideration to all City standards.'1 The, PRC allowB' City staff to, better serve the public by a coordinated effort early in the entitlement process and helps to build a mutual respect between departments" with an increased understanding and appreciation for the concerns of all depa:t.-t­ menta _ PRe review and actions should streamline the review process and eneure that applicants are given the appropriate information at as early a date as possible. At this time, the PRC is revieWing only major projects or projects that have significant ;issues with more than one department. The PRe meets once a month, with special meetings aa required. The committee is also developing improved interdepartmental coordination techniques and tools for all projects. . .'. >."-. In addition to project review l the (,RC 1.0 prepa:t-ing two' documents that will assist applicants in project submittal alld will assist staff ih project review. With the Planning Division taking the lead, the first document is the developmer,t of standard conditions for developmar,t projects. All City departments have comp_i.led an integrated liot of thoBe conditions which they regularly apply to standard de."v~lopment applications. The standard conditions will be used by all departments and divisions 1n reviewing projects, The conditions that a)::e 8p.plic-able to, a particular project and any, added conditions will be fo~arde.d to the applicant and to the decision makers for review and adopt-i,on with the project. The draft standard condit ions are currently being tested by all departments. It approyed in the uPcoming budget. an automated permit tracking systeM, accessible from any department in the City. will eventually allow all conditions for a pl.-oject to be tracked for compliance. This technology will allow the Ci ty to answer questions of applicant_a about the atatua of their projects from any point of citizen contact-, reducing the number of referrals or IIrunaroundlO between departments, This new -system will reduce confusion, which 8xlses fOl-cuatomel.'O who expect the City to act as one coordinated ol.-ganization rather than individual departments and divisions, Upon completion of the standard condit ions. the PRe has set a goal to review the various departments' .submittal requirements, with the 90al of prepari.ng stand8lrd submittal requirements. Staff believes that this coordinated effort and presentation of information. on an -earl)' haaio, to applicants will reduce the opportunities for applicants to face differing and often conflicting City policies l and in the long term will l-educe the processing time for all appl icationo and help to eel iminate confusion and delays during construction. Re.~.~ ectftllly submitted . . /~ r:!.~u.J} J1>.J'I'~s E. GILL~ M~nager Planning Projects City Manager cc: Planning Commission Architectural Review Board 'J/:;wtd -£ /ck4? KENNETH R. SCHREIBER Director of Planning and Community Environment ", ,. ___ c ", __ < __ ~.,_" " ,-.. '1/4/94 Page 2 ,t,'.