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Meeting/Huddle. The Tuesday Division Staff meeting agenda was a working
document showing tentative project scheduling for hearings and administrative
decision-making and did not contain itemized topics for discussion. In contrast, the
Leadership Team Meeting agenda was structured and provided an itemized list of
topics and corresponding speakers with allocated time frames for completing
discussions. It also identified upcoming events and future agenda topics.
We received considerable feedback that more coordination is needed in current
planning among case managers. The Tuesday weekly meeting should be expanded to
include a time slot for project-level coordination meeting to discuss projects
collaboratively, troubleshoot issues and providing training to ensure FT and contract
planners process applications and maintain files consistently and have a common
understanding of customer service expectations in the Department. In addition, the
meeting should inform staff about items of Citywide and Department-wide
significance and include exercises to improve morale and promote teambuilding. For
example, the majority of the staff interviewed expressed that there was a morale
problem and that they were unclear about the current philosophy and mission.
111.
Recommendation:
The CDD should expand the Tuesday weekly meeting to
include agenda items described above to improve project communication,
coordination and consistency and the morale.
We also received extensive comments regarding communication silos between Public
Works and Planning, which points to the need for regular meetings between the two
functions, rather than as needed meetings.
112.
Recommendation:
The Assistant City Manager for CDD should work the
Director of Public Works to establish a regularly occurring meeting between
development review management staff in Public Works Engineering and
CDD staff to discuss, identify and resolve development review process issues.
Also see our recommendations under the Policies & Procedures heading in this
section regarding the need to update the Policies & Procedures Manual.
Office Space
We received considerable feedback that the office space needs improvement.
Comments received include: