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Morgan Hill, California
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Zucker Systems
been included in accordance with the Division’s checklist and if so, logs the
application into the paper log book, calculates and accepts fees and provides a
written receipt to the applicant.
We received feedback from some staff that incomplete applications are
accepted at times.
129.
Recommendation:
The CDD should issue a formal policy to reject
incomplete applications and include it in the updated PPM.
3.
The application materials are forwarded to the Municipal Services Assistant
(MSA), who logs the project into the Tide Mark permitting software system,
creates a paper file with a case number and date stamps and labels all
materials. The MSA then distributes materials electronically or by paper
copies, (e.g., depending on the reviewer) for a 14-calendar day review to city
DRC members and external reviewers, which may include staff in the Police
Department, Building, Public Works, Fire, Housing, Santa Clara Valley Water
District, Santa Clara Valley Transportation Authority, Pacific Gas & Electric
and Morgan Hill Unified School District.
Staff has created an application routing form that specifies which reviewers
receive application materials by application type. Staff stated that plans are not
uploaded into Tide Mark. Staff indicated that less complicated plans are routed
electronically, while more detailed plans are routed in paper form.
See above recommendation regarding electronic submittal, which will
eliminate the paper log and submittal practice.
The 14-day review period is not considered a formal Performance Standard by
the CDD or reviewers and is often not met by some reviewers, particularly
Engineering.
130.
Recommendation:
The CDD should establish a review Performance
Standard for the Conceptual and Preliminary Plan processes.
See our recommendations under the “Performance Standards” heading for
recommended standards for this process and the “Data/Reporting” heading
about reporting on Performance Standards.
4.
The project file is forwarded to the CDD who assigns the project to an
available planner at the weekly Tuesday staff meeting. Depending on the
submittal day, the project is assigned between 1 and 7 calendar days of
submittal.
131.
Recommendation:
Responsibility for project assignment should be
delegated to a Senior Planner if needed, to free up the Director’s time to