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.