6. Site Review CommitteeAgenda -February 17, 1998
AGENDA ITEM 6 -SITE REVIEW COMMITTEE
BACKGROUND/CONSIDERATION: As per our previous discussions and our discussion at
Monday's work session, we have reviewed the processes of the Site Review Committee. It is
interesting that there seems to be "fear" of this committee when we are together. The committee
reviews proposed developments based upon policies and regulations adopted by the City and/or State.
These requirements, as in any city, are minimum requirements for the health, safety and welfare of
our citizens and/or the public. Developers are quite aware and constantly informed of the
requirements that we have. Yet - they fail to meet these requirements time after time. When the
committee reviews the proposals and then reports the shortcomings to the developer/owner, it is the
Site Review Committee's fault for being too tough, requiring unreasonable items, or being
autocratic/dictatorial to the developer. This apparently generates "fear". If our attempts to protect
our citizens generates "fear", I believe that the developers need to raise their threshold of knowledge
of the codes and especially their willingness to incorporate the code requirements in their original
submittal to us. If the proposal would meet the minimum requirements, there would be no need to
"fear" this review process.
However, as pointed out in the discussion paper submitted to you at the work session and attached
to this report, we will be altering our process. The process will be:
(1) Developer has preliminary discussions with Public Works or Building
Department staff (present procedure)
Agenda -February 17, 1998
(2) A checklist will be given to the developer to assist in compilation of plans and
specifications (present procedure)
(3) Developer will be given opportunity for a pre -development meeting at their
request (present procedure)
(4) Upon submittal of plans - plans will be distributed to all departments for
review (present procedure)
(5) Plans will be on Site Review Agenda - the developer will be notified that they
are welcome to attend (new procedure)
(6) After review, a written approval or disapproval will be submitted to developer
(present procedure)
(7) After developer resolves all shortcomings, the developer can then be issued
a permit or request to be placed on the next agenda for further review (new
procedure)
(8) When all codes and requirements are fulfilled, the Site Committee will issue
the appropriate approvals (present procedure)
We will continue to encourage the use of the pre -development meetings, although to date they are
rarely requested by the developer.
RECOMMENDATION: I recommend the procedures outlined. This will increase the opportunity
of information exchange by the City and developers. However, if and/or when we have to say no to
a developer due to requirements or shortcomings of proposals, I am certain that we will still hear the
Agenda -February 17, 1998
same types of complaints. As in other cities, enforcement of regulations are necessary but usually not
popular.
ACTION REQUIRED: A MOTION to adopt the new procedures would be in order to place the
procedures on the record.
Site Review Committee Discussion
The Site Review Committee is organized to review proposed development within the City's
jurisdiction for compliance with all of the City adopted codes, ordinances, and construction
standards. This administrative committee has the authority to: (1) amend plans in order to
meet the intent and purpose and criteria of our ordinances; (2) reviews and makes
recommendations on text amendments; (3) reviews and makes recommendations of
subdivision proposals; (4) reviews and makes recommendations on zone changes and
conditional use permits.
The recommendations (2 through 4) are forwarded to the City -County Planning Board for
their consideration and recommendation to the City Council. These recommendations often
contain issues of policy and development standards, but the final determination is made by
the Council. This illustrates the proper role of our staff - making recommendations to th
elected officials - and implementing and/or enforcing them after Council approval.
Current Procedures
Development proposals generally begin when the developer contacts the City - usually the
Building Department or Public Works. After preliminary discussions and exchange of
information, the developer is given a checklist of the plans and specifications needed to make
a determination if the proposal meets the adopted standards of the City. The developer can
also request a "pre -development meeting" with city staff, and is encouraged to do so. The
meeting can help everyone better understand the proposal and review process by discussing
the timing and special situations the developer has, availability of utilities, zoning and
building codes, engineering standards and practices, fire protection and access, and traffic
impacts. Very few developers take advantage of the pre -development meeting, and generally
rely on their architect/engineer to develop plans independent of early comment by city staff.
When plans are submitted, copies are routed to all the departments that participate in Site
Review. The goal is to review the plans and bring comments to the Thursday morning
meeting for final approval. We request plans ahead of time (3 to 5 days) to allow time for
staff review, but have been known to take plans just minutes before the meeting begins to
help expedite the review process and issue the building permit as soon as possible. The
committee makes every effort to accommodate the developer, react in a timely manner, and
still try to provide thorough and accurate information when applying the adopted standards.
If the proposal does not meet the adopted standard, personal and written follow-up is made
to explain the need for further information and revision. It is rare when a set of plans are
submitted that contain all the information requested in the checklist. Judgement calls are
made whether the information is adequate, and is not always easy to determine until all staff
get together to discuss the proposal. Staff could reject the plans that are incomplete, but
instead works hard at trying to find a balance between too much and too little, knowing "one
size fits all" is not a constructive way to assist the public. In almost all cases, being flexible
with submission dates and plan information has worked out well for the applicant and has
expedited the approval process. Problems arise when the plans are so incomplete that
life/safety requirements cannot be evaluated, and must be returned to the developer. This
delay is the result of inadequate information and may have been avoided if a pre -
development meeting had been requested.
Proposed Change to the Procedure
At the City Council's workshop on January 2611, several comments were made about the
structure and access to the Site Review Committee. The committee structure acts in an
administrative capacity to provide technical review of proposed development. Developers
already have access to the committee through the pre -development meeting process and has
worked very well in the limited cases it has been requested. However, if developer feels the
pre -development meeting does not provide adequate access to the review process, a slight
restructuring may be appropriate. The proposed changes are:
1. Plans submitted by 10 AM on Monday will be distributed for staff review and
comment. Plans will be placed on the Thursday Agenda. The developer is invited
to be present at the meeting to listen to comments, respond to questions and provide
additional information as needed. If the developer wishes to be present, the plans will
be placed at the top of the agenda in an order to expedite the review process for all
parties involved, (i.e. smaller, simpler projects will be reviewed first to reduce the
time involved for the developers).
2. Plans submitted prior to 8:30 AM on Thursday will be distributed at the meeting for
staff review during the following week. The following Thursday meeting will
schedule the plans for review, with the developer invited to attend.
3. When all the unresolved issues are clarified or corrected, the developer can request
to be placed on the next agenda.
4. Pre -development meetings are still encouraged, and will be scheduled as requested
by the developer.
Impacts of the Proposed Change
In order to provide timely review and comment, plans submitted will need to provide
adequate information as requested on the checklist.
2. The meetings may take longer to complete because of additional comments and
responses between the developer and staff.
F Y I - Council
As of Thursday, February 5, we have an F. V.C.C. student assisting our surveying program.
Entry of Survey Data and other support tasks will be available for ten hours per week. This
is a joint venture arranged with the college. The total costs to the City will be $19.66 per
week. This will allow us to make future progress in completing the utility overlays for our
base maps.
Ka IiVc , M r
2/09/98
Mr. Clarence Krepps
City Manager
City Council
Dear Sirs;
I was in attendance recently at one of the city council
meetings where the issue of rock and roll parking seemed to
be a major issue.
I think it is a good idea that down town business people
get their own off-street parking, paying a monthly fee, but
at a reduced rate. This would give them an assured parking
place, without having to move every two hours, plus leaving
the street parking open for people coming in to do regular
business or shopping.
Thank you
Sincerely
CA�y A*/
Chris Hardy