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Morgan Hill, California
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Zucker Systems
In our work studying best practice communities, we found that standardized
worksheets (e.g., often in a checklist/note space for each discipline) are
typically utilized in conceptual and preliminary review processes (e.g., pre-
application review processes) to ensure that the key issues and topics are
consistently discussed and communicated in each meeting, staff feedback is
documented and provides detail that adds value to the applicant.
We believe a worksheet is an important tool that ensures meetings are valuable
meeting for both staff and the applicant. The worksheet should confirm that the
location of the project; the existing and/or proposed zoning; existing or
proposed uses are appropriate; confirm that there are no outstanding
compliance issues on the property; confirm the land status of the property to
the extent possible; outline staff’s initial determination as to whether the
existing zoning is suitable for the intended uses; whether the proposal is
consistent with the General Plan and other Policy documents, such as utility
service policies and other Master Plans; a list of all development
applications/processes required for the proposal; including the need for any
variances/ use permits, subdivision process, etc.; special design review overlay
or development standards that apply to the property or will be needed to
mitigate known issues; an approximate time line to complete the required
processes; an initial analysis of potential community issues, circulation,
drainage, erosion control, lighting, landscaping, access, utility service, and
storage issues; anticipated required improvements; and all fees required,
including application fees and impact fees (if any).
The assigned case planner (Project Planner) should be responsible for ensuring
that the worksheet is completed at the close of the meeting and that a copy is
transmitted promptly to the applicant.
135.
Recommendation
: The Planning Division should create a worksheet
in consultation with other designated City reviewers that includes the
standard review items associated with review discipline’s scope of review,
as suggested above, and the assigned Project Planner should be
responsible for ensuring that each discipline provides a copy of their
completed worksheet at the close of each meeting, which is transmitted
promptly to the applicant and filed.
9.
If application is for a Preliminary Plan Review, the application is also
reviewed by the Planning Commission and might also be reviewed by Council,
if requested by the applicant.
10.
For Planning Commission (PC) review, the project is placed on a PC agenda
(e.g., typically tentatively scheduled for PC by the MSA upon submittal) and
the assigned planner prepares a staff report, which is distributed electronically