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Res 02-376RESOLUTION NO. 02-:376 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON, ADOPTING THE PERMIT PROCESS IMPLEMENTATION PLAN. WHEREAS, The City Council of the City of Federal Way identified major work program areas at it's January 2002 retreat, including planning and financing of future capital investments and improvements to the development permit review process; and WHEREAS, The City Council of the City of Federal Way adopted Resolution No. 02- 358 on February 5, 2002 directing the City Manager to develop a detailed permit process review work program and timeline to include identification of immediate improvements, survey of past development permit customers, involvement of various stakeholders, research to identify best practices, and final recommendations to City Council within six (6) months; and WHEREAS, The City Council of the City of Federal Way adopted the Capital Facilities Work Plan, the City Facilities Work Plan, and the Development Permit Review Work Plan on February 5, 2002; and WHEREAS, a survey was sent to applicants of permits submitted over the past two years, which resulted in 388 responses; and WHEREAS, a stakeholders group was invited to share their experiences in the permit process and to make recommendations to the City Council; and Res. # 02-3?6Page 1 WHEREAS, the stakeholder group completed its review and submitted recommendations to the City Council as part of the 2003-2004 budget deliberations. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY HEREBY RESOLVES AS FOLLOWS: - Section 1 Adoption of Plan. The Federal Way City Council adopts Implementation Plan for the Permit Process Improvement as set forth in Exhibit A. Section 2. Authorization to Proceed. The City Manager is authorized to proceed with the initiatives within the plan beginning fourth quarter of 2002. Section 4. Severability. If any section, sentence, clause or phrase of this resolution should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase of this resolution. Section 5. Ratification. Any act consistent with the authority and prior to the effective date of this resolution is hereby ratified and affirmed. Section 6. Effective Date. This resolution shall be effective immediately upon passage by the Federal Way City Council. RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY, WASHINGTON, this t/~q/.~day of November, 2002. Res. # 07_3,~3ge 2 CITY OF FEDERAL WAY ATTEST: CITY ULERK, N. CHRISTINE GREEN, CMC APPROVED AS TO FORM: PATRICIA A. RICHARDSON, CITY ATTORNEY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO. 11/12/02 11/19/02 02-376 K:LRESOXPermit Review Adopting Implementation Res. fl}2-37§ Page 3 Exhibit A - PERMIT PROCESS IMPROVEMENT Work Plan Initiative I. Process - Changes are proposed in the permit process, specifically pre- application meetings, response letters, official publications and application acceptance. Initiative II. Service - Hire one traffic engineer and one building plan reviewer to reduce the number of projects each employee currently carries, provide faster turnaround time for permit review and better coverage for staff on leave or in meetings. Initiative III. Issue Resolution - Designate Community Development Deputy Director and Deputy Director for Public Works as key decision makers for issues requiring resolution. Initiative IV. Communication - Hire an intern to initiate communication improvements. Initiative V. Training - Improve staff training in customer service, codes, standards, and technology. Fourth Ouarter 2002 Action Items 1. Initiative I. Process Change - Staff participants in pre-application meetings must visit the site prior to the meeting. 2. Initiative I. Process Change - Staff attendance and preparation for pre-application meetings is mandatory. 3. Initiative I. Process Change - Time lapse for official notifications can be reduced if official newspaper is a daily paper. 4. Initiative I. Process Change - Review the city's policies and regulations on cleating and grading. A more flexible approach will assist with development timing and cost. 5. Initiative I. Process Change - The City holds meetings with outside agencies involved in permitting and impacting our stakeholders. Issues raised by the Stakeholder Group will be presented at those meetings for discussion and future resolution. 6. Initiative III. Issue Resolution - Deputy Directors will be responsible for administration of "No Surprises" policy and late changes to requirements based on pre-application assumptions and health and safety issues. 7. Initiative III. Issue Resolution - Deputy Directors and key staff will attend weekly Development Review Committee meetings currently scheduled for Thursday mornings. Key staff will have the responsibility to brief the Deputy Directors on issues requiring resolution and the Deputies will be responsible for resolving the issue. 8. Initiative III. Issue Resolution - Deputy Directors will be responsible for "debriefing meetings"(mortality conferences) on an as needed basis. 9. Initiative III. Issue Resolution - Deputy Directors, in limited cases, where there is no disagreement on standards may determine, in the pre-application process, that a special study might be avoided. 10. Initiative V. Staff Training - Quarterly staff training sessions on a variety of issues will be provided for all permit review staff. First Quarter 2003 Action Items 1. Initiative II. Service Level -Screening and selection of traffic engineer, building plan reviewer, and intern. 2. Initiative IV. Communication Improvements - Create publicity plan, which may include press releases, Website announcements, mailings, workshops and other possible avenues to publicize changes in Federal Way's permit process as well as positive results from those changes. 3. Initiative II. Service Level - Supervisors will establish performance goals for permit process improvements and customer service. 4. Initiative I. Process Change - Assumptions about the project will be clearly stated at the beginning of the pre-application meeting and the follow-up letter. 5. Initiative I. Process Change - Letters resulting from pre-application meetings should highlight major site specific findings such as: (not everything can be known about a site, but the applicant should get a clear understanding about what is known) traffic issues · adjacent road standards · sidewalk requirements · known critical area issues · significant tree issues · site visit observations 6. Initiative V. Staff. Training - Encourage agency networking to stay current on new efforts to streamline permit processes. 7. Initiative V. Staff Training - Training will be provided on the role of the inspector. Second Quarter 2003 1. Initiative Action Items I. Process Change - A comprehensive application checklist will be created to determine application completeness. 2. Initiative I. Process Change - The 28 day application completeness review will be reduced or eliminated by determining completeness at the counter or shortly after. The City will consider making appointments available on an optional basis. 3. Initiative I. Process Change - The application completeness determination will be followed by a letter stipulating further technical review. 4. Initiative I. Process Change - Review the city's SEPA regulations to possibly reduce the linear public comment and appeal process with the city's development review process. By overlapping some of the public comment period, as much as two weeks could be eliminated from the process. 5. Initiative II. Service Level - Complex or high profile projects will be assigned a key contact and review team. Additional staff will ensure that creating teams are possible. 6. Initiative II. Service Level - Review staff will be responsible for early notification of issues, approvals, or problems to the developer and the property owner. Staffwill call, e-mail, or FAX issues, decisions, and approvals, then send a letter. 7. Initiative II. Service Level - Counter staff will be responsible for setting target dates for first review of tenant improvements and single-family residence applications at submittal. Review staff set target dates and follow-up with the applicant as additional issues impact timing. 8. Initiative II. Service Level - Make every reasonable effort to provide adequate coverage when staff is on vacation, military leave, jury duty etc. 9. Initiative IV. Communication Improvements - Clean up old information on the website. 10. Initiative IV. Communication Improvements - Develop survey tool and procedures to measure change in public perception. Survey will be ongoing to capture current customer feedback. 11. Initiative V. Staff Training - New employees will be matched with current knowledgeable employees for a one-year training period. 12. Initiative V. Staff Training - Staff will be briefed on the City Council's vision for development. Third Ouarter 2003 Action Items 1. Initiative I. Process Change - Coordinate the actual permit issuance so that the process runs smoothly. A checklist can be provided to the counter staff and applicant to ensure a smooth transaction. Determination that needed bonds are in place will be a part of this checklist. 2. Initiative I. Process Change - The "expedited review process" will be reviewed and updated to better inform the applicant of what is being offered and the city will improve the internal process so that the applicant sees a uniform application. 3. Initiative IV. Communication Improvements - Create e-mail address book for those who wish to be notified of code amendments and administrative determinations. 4. Initiative IV. Communication Improvements - Plan annual workshop with stakeholders. Fourth Quarter 2003 Action Items 1. Initiative II. Service Level - Establish formal channel to share interpretations, research, and conclusions with all staff members in a timely manner. 2. Initiative II. Service Level - As interpretations are made, review staff will determine if a clarifying amendment is needed. 3. Initiative IV. Communication Improvements - Coordinate publication of Administrative Determinations and Public Works Modifications for the front counter and the website. 4. Initiative IV. Communication Improvements - Determine the various pamphlets in the permit center for each type of permit, develop a list for each, and display the pamphlets publicly. (space permitting) 5. Initiative V. Staff Training - One of the quarterly training sessions will provide a broader view of the development process outside of the City responsibilities.