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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE SPECIAL CITY COUNCIL
AGENDA ITEM
Report: Update Regarding Improvements to the Entitlement and Permitting Process
1. Motion providing Council feedback on the proposed work plan to improve the entitlement and permitting process.
COUNCIL ACTION
Item Type: Action Item
Approved for March 26, 2024 calendar
EXECUTIVE SUMMARY
Staff is presenting a proposed work plan to continue to advance changes to the entitlement and permitting process. The updated list reflects those changes that have been completed, as well as those that will require additional public outreach and feedback. Staff is seeking input, particularly as it relates to code and policy changes, prior to beginning public engagement. Staff will also return with periodic updates regarding the status of the work plan items, or to amend the list based on new information and additional public engagement that will be completed.
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RECOMMENDATION
Approve a motion providing feedback on the proposed work plan to continue improvements to the entitlement and permitting process, particularly those items related to code or policy changes that impact public facing design elements or processes that involves public input.
ANALYSIS
Staff has included a list of proposed projects (Exhibit 1) as part of the entitlement and permitting improvement process. This list was developed from the interviews conducted with stakeholders, as well as Council’s input from the 2023 City Council meeting. Staff is presenting this list for feedback and to also note the projects that are either in progress or completed.
To date, staff have implemented a number of changes. Some of these are low impact, but necessary for future larger changes. Others have been aimed at improving customer service or simplifying processes. The changes that have been implemented or in progress include:
•Selecting various types of pre-approved accessory dwelling units. •Updating the mixed-use and multi-family development standards. •Creating express permits for immediate approval.
•Eliminating unnecessary division or department reviews for certain projects. •Updating of checklists and bulletins to provide clearer information for applicants. •Updates to the Energov system to fix bugs or improve user experience. •New exemptions for geotechnical reports.
Additionally, staff will be presenting code changes initiated by Council, for approval on April 2, 2024. These changes include:
•Elimination of the 4/5/6 Rule pertaining to interior setbacks in residential zones. •Allowing continuance of non-conforming design to allow replacements, when like- for-like in regard to material, design and dimensions are maintained. •Modification of the Code to eliminate the parking requirements for auto inventory for vehicle dealerships.
•Allowance of concurrent review of design review, planning entitlements and building permit applications.
•Modifications of the existing requirement for design review for building improvements visible from the street, making such requirement inapplicable to improvements to the rear 50 percent of an existing building. •Allowance of a second story addition at the rear 50 percent of a building through Administrative Design Review, provided that the proposed addition is consistent in façade and style of the existing building and is not deemed historic or a historic contributor.
•Allow larger additions to occur with non-conforming garages. 3{{section.number}}2
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These changes are expected to allow for more modest changes to occur that are often slowed by a cumbersome process that is more applicable to large projects. The inclusion of concurrent review allows projects to be reviewed by both Planning and Building & Safety, in an effort to reduce the overall amount of review time for projects that meet all development standards and design guidelines. It should be noted that this will be at the risk of the applicant through a hold harmless letter. Other changes remove unnecessary requirements that can often impede or prevent even modest changes from occurring, such as, small additions, and the allowance of replacing like-for-like, non-conforming elements will assist with replacing features such as decks without a complete redesign if the replacement matches material, design, and scale.
The balance of the projects and initiatives proposed are divided into five categories, including:
•Design review related functions
•Staffing and work culture
•Review time, process, and documentation
•Customer service
•Code and policy changes
Each of these categories has a series of projects and tasks aimed at making significant improvements to the entitlement and review process. While many of the items listed in the first three categories are similar to the prior presentation, updates are provided in the exhibit highlighting which items have been completed, are in process, and an estimated timeline. Significant updates to the list of projects were made to the categories related to Energov and to code and policy changes. A thorough analysis was conducted to determine which improvements to Energov can be made, and some of the items already completed. It should be noted that while there have been many suggestions regarding the Energov system, there are limitations on the amount of customization that can be accommodated.
The final category, code and policy changes, represent some of the most significant customer and public facing opportunities for change. The list was developed based on recommendations from stakeholders, such as architects, designers, developers, and businesses owners; as well as City staff, and feedback from the Council during the 2023 update. The changes range from improvements to the pre-application process, scope of items that go to the Design Review Board, development standards, standard timeframes to bring forward appeals, and other streamlining efforts.
Following review and feedback from Council regarding these items, staff would begin a public engagement campaign. As many of these items may have some impact on public 4{{section.number}}2
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facing design elements or involvement from the public, obtaining feedback and providing education will be essential. Most of these items are in a mid to long-term range, with timeframes ranging from 6 months to 2 years depending on the scope and scale of the work. Rather than present the entire list all at once, staff will group items that are similar in scope and conduct public meetings and engagement opportunities that group these changes together to ensure that the impacts and scope are fully understood by the public.
In addition to public engagement, any proposed changes would be reviewed by the Planning Commission and Design Review Board prior to presenting them to City Council for approval. As such, the items on the list do not indicate that they will definitely be changed, as the outcome would depend on public engagement and final approval by City Council.
Additionally, during Building & Safety month, the Building & Safety Division will be hosting a series of events that will present opportunities to have roundtable discussions regarding any challenges and successes during the review process. The department will use this as another opportunity to solicit feedback, and staff may return in the future with additional recommended changes aimed at improving the speed, consistency, and quality of reviews.
STAKEHOLDERS/OUTREACH
Interviews were originally conducted with city staff, architects, developers, and business owners to best understand where challenges existed in the entitlement and permitting process. For changes related to the code or process that have a direct relation to the public and aesthetics, public engagement meetings will be conducted.
FISCAL IMPACT
There is no fiscal impact associated with this report.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
Exempt pursuant to CEQA Guidelines section 15262, for projects involving only feasibility or planning studies for possible future actions which the agency, board, or commission has not approved, adopted, or funded. Here, staff is only requesting Council feedback on future actions.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
1. Provide feedback to staff regarding the proposed work plan, and direct staff to proceed with the process improvement changes.
2. Decline to provide feedback to staff and suspend the process improvement changes.
3. Any other alternative not proposed by staff.
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ADMINISTRATIVE ACTION
Submitted by:
Bradley Calvert, Director of Community Development
Prepared by:
Bradley Calvert, Director of Community Development
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
1. Process Improvement Work Plan List