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Morgan Hill, California
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Zucker Systems
We also discovered during interviews that the applicant is not invited to attend DRC
meetings, when their project is scheduled for DRC. Instead the assigned Planner will
hold a separate meeting after the DRC at a later date if needed or requested by the
applicant.
We believe this practice is inefficient and reduces the effectiveness of the DRC and
that every applicant scheduled for a DRC meeting should be invited to attend the
meeting and be allowed to discuss identified issues with staff reviewers with the goals
of developing potential solutions to issues. Written comments by DRC members
should be collated by the assigned project planner in advance of the meeting, where
scheduling permits and a copy given to the applicant at the close of the meeting.
146.
Recommendation:
The CDD should establish a formal policy and
include it in the updated PPM, to invite applicants, whose projects appear on
the DRC Agenda to attend the meeting to discuss the project with staff and to
provide applicants with written comments at the close of the meeting.
Front Counter, Planning Division
There is a Planner on Duty (POD) system in place, which provides continuous counter
coverage, which is a best practice. The DST and a Contract Planner have primary
responsibility for counter coverage and the remaining regular FTE planners provide
backup, on a rotating schedule as needed. POD’s wear pagers to ensure that they are
accessible during their shifts. In addition, the MSA position supports in-take counter
activities by logging new projects into Tide Mark, date stamping, labeling and
creating project files, distributing review materials and other activities.
Generally, the POD system is designed so that the DST covers the counter 3 days a
week and the Contract Planner 2 days a week. Shifts are all day. Management staff
indicated that they intend to integrate the new Associate Planner position into the
POD system so that the DST and Contract Planner counter coverage is reduced, which
is good. There are 4 workstations, equipped with computers at the counter and tables
for plan review. The Building Division also has a counter and workstation equipped
with a computer.
In addition to a POD, there is also a designated Engineer on Duty and Building person
on Duty, which is good. We noticed that a calendar is posted to show the staff
providing counter coverage from each function, which is good. Staff’s business cards
are displayed at the counter and provided to customers, which is also good.
Currently, the DST and POD have primary responsibility for handling the front
Development Services Counter including phone inquiries, walk-in customers,