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ensure that projects are immediately assigned to an available planner,
regardless of the submittal day until the TRAKiT System is launched, which
should provide for new project notification to Director or Designee to
facilitate immediate electronic assignment.
5.
A copy of project file materials is then given to the Senior Planner that has
been delegated Design Review Committee (DRC) meeting operation
responsibility. The Senior Planner takes the file materials to the next regularly
scheduled Wednesday DRC meeting and introduces the project as a new
project to DRC members.
6.
At the next regularly scheduled DRC meeting, seven days later, the project is
fully discussed by the DRC participants. Applicants are not invited to the DRC.
Instead, the assigned planner will meet separately with the applicant to discuss
issues that were identified by the DRC, if needed.
See our recommendations under the “DRC” heading below, regarding
recommendations for inviting the applicant and improving the DRC
function.
7.
DRC member comments are due within 14 calendar days by written memo or
by email. Staff stated that DRC comments are not uploaded into Tide Mark.
132.
Recommendation:
DRC comments should be transmitted by email until
the TRAKiT system is launched.
133.
Recommendation:
Once TRAKiT is launched, DRC comments should
be documented and stored in TRAKiT.
8.
Following the DRC meeting, the assigned Planner prepares written feedback
and mails/emails a copy to the applicant. Staff indicated that a “Standard
Conditions” checklist is utilized to communicate standard code requirements
that are applicable to a project.
We received feedback that, at times, staff assigns standard conditions to a
project, which do not apply, creating confusion.
134.
Recommendation:
DRC members should only assign standard
conditions that actually apply to a project.