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Morgan Hill, California
92
Zucker Systems
The Planning Permit fee schedule is currently being updated to reflect 100%
full cost recovery, which is a best practice;
Staff is managing the implementation of the new GIS-based, permit tracking
and data management system (e.g., TRAKiT) which is intended to streamline
and ease the administration of the City’s entitlement and permit system, across
multiple development-related divisions and departments, which is also a best
practice.
C.
O
RGANIZATION
I
SSUES
Data Collection/Reporting
In conducting our review of the Planning Division, we were able to obtain the bulk of
data we requested related to planning application processing, business license reviews
and building permit reviews, however it was not readily available in some cases.
Generally, application processing that shows data corresponding to the length and
number of staff reviews, applicant revision periods, and overall approval timeframes
is not readily available. Nor is the data showing the number of review cycles and
duration of reviews. This type of data is an important tool, which can help
management better monitor, track and evaluate application-processing systems and
respond to processing complaints. The new TRAKiT system should be programmed
to provide all of this data.
See our recommendation under the “Performance Standard” heading of this
section regarding establishing performance standards for staff reviews for up to
three review cycles.
91.
Recommendation:
The Planning Division should include data on the
number and duration of staff reviews in the new TRAKiT system so that Reports
can be easily generated and available for use in monitoring, tracking and
evaluating staff review efforts.
92.
Recommendation:
The Planning Division should collect data on applicant
review/revision time frames to create an accurate record of overall processing
time frames in the new TRAKiT system so that Division can respond to
processing delay complaints more efficiently.