STAFF REPORT
Meeting Date:
April 28, 2026
CONSENT
4 SUBJECT: PLANNING DIVISION UPDATE AND WORKLOAD SUMMARY THROUGH APRIL 6, 2026
RECOMMENDATION: It is recommended that the City Council:
1. Receive and file the Planning Division Update and Workload Summary, which covers the period from August 2024 through April 6, 2026.
SUMMARY OF THE MATTER
In response to City Council direction from October 2024, this eleventh Planning Division Workload Update reports continued improvement in processing efficiency. Average Zoning Plan Check (ZPC) queue time has decreased from 57 days in August 2024 to 17 days, with nearly all reviews completed within the 30- day goal despite a steady workload. Additionally, the average time from initial ZPC to Building Permit issuance has improved from 17 months in July 2025 to 15 months.
This item has no fiscal impact and is exempt from CEQA as it is not a project under CEQA Guidelines Section 15378(b).
DISCUSSION
At the October 8, 2024, City Council meeting, the Council requested regular updates on the Planning Division Workload Summary to track progress in eliminating the planning application backlog, and achieving a 30-day turnaround time (or less). Staff provided updates during the City Council Meetings on November 12, 2024, January 14, 2025, February 25, 2025, April 22, 2025, May 20, 2025, June 24, 2025, July 22, 2025, September 23, 2025, November 18, 2025; and January 27, 2026- this is the eleventh update.
Our current goal is:
A 30-calendar day or less turnaround per Zoning Plan Check (ZPC) round. At or below a 14-calendar day average turn-around time per building plan check round; and A 45-calendar day maximum from the date of ZPC clearance to the project's first design review hearing.
Current Data Insights. As of April 6, 2026, our numbers look like this:
PLANNING DIVISION UPDATE AND WORKLOAD SUMMARY THROUGH APRIL 6, 2026 April 28, 2026
The table above shows that ZPC turnaround time has consistently decreased from August 2024 to April 2026. The average number of days a project remains in a planner’s queue has dropped from 57 days in August 2024 to 17 days pending, even as the number of pending ZPC applications increased from 192 to 273. It is important to note that “days pending” reflects how long an application remained in a planner’s queue awaiting review, not the total time required to complete and return the project to the applicant. ZPC reviews are being returned within 30 days or less in nearly all cases, with only rare exceptions. These exceptions, typically due to unforeseen circumstances such as planner absences or workload shifts, account for approximately one or two projects exceeding the 30-day timeframe each month.
Zoning Plan Check Workload. As shown in the chart below, ZPC workload has decreased in the most recent three months from 288 applications to 273 applications. The average number of total ZPC applications over the past 12 months is 272. Staff has not seen any discernible trends with the overall workload remaining relatively steady.
ZPC Application to Building Permit Issuance. In early 2025, staff began tracking the average time from initial ZPC to Building Permit issuance as a new performance metric to better evaluate overall project timelines. The data is displayed the chart below.
PLANNING DIVISION UPDATE AND WORKLOAD SUMMARY THROUGH APRIL 6, 2026 April 28, 2026
The initial baseline analysis, based on July 2025 data, showed that projects requiring entitlements took an average of 17 months (524 days) from ZPC to building permit issuance. During the most recent review period (January through April 2026), a total of 25 projects that had previously received discretionary entitlements were issued building permits. The duration between entitlement and permit issuance ranged from a maximum of approximately 1,042 days (34.3 months) to a minimum of 149 days (4.9 months).
Notably, three of the 25 projects had durations of approximately 1,000 days and appear to be outliers. These extended timelines were generally attributable to factors such as code enforcement cases involving afterthe-fact permitting, changes in design professionals, or prolonged periods of non-response from the applicant team.
Staff analyzed the data both including and excluding these outliers. When included, the average duration from initial Zoning Plan Check (ZPC) submittal to building permit issuance was approximately 17 months (531 days). Excluding the three outliers, the average duration decreases to approximately 15 months (466 days).
While this represents a modest increase from the 12-month average identified in the previous review, staff remains optimistic that overall processing times will continue trending downward toward 12 months or less.
It is important to note that several projects currently moving through the building permit review phase received entitlements in November and December 2025, and in some cases, were part of the legacy “backlog,” which is contributing to the slight increase in average duration.
PLANNING DIVISION UPDATE AND WORKLOAD SUMMARY THROUGH APRIL 6, 2026 April 28, 2026
Permit Counter and Building Inspection Improvements. In addition to summarizing Community Development performance metrics, there are several other notable updates to share with the Council.
A number of improvements and operational refinements have been implemented at our permit counter, with additional enhancements planned in the near term. Key improvements include the expansion of permit counter space and the creation of a more private area for consultations with architects, designers, and residents.
In response to customer feedback, the Division is also adjusting public counter hours. Prior to the implementation of the Energov system in January 2025, the permit counter was open from 7:30 a.m. to 3:00 p.m. daily. Following implementation, hours were reduced, with the counter closing at 1:00 p.m. each afternoon. To better serve customers, counter hours will be extended by one hour. Effective April 27, 2026, new counter hours will be 7:30 a.m. to 2:00 p.m. This is in addition to the City’s online permit portal, which remains available 24/7 for application submittals.
Alongside these expanded hours, staff will implement a more structured counter-closure procedure.
Currently, staff often remain available beyond posted hours to accommodate late-arriving customers, which limits their ability to process applications received earlier in the day and to assist online users. Moving forward, staff will begin notifying customers at least one hour prior to the 2:00 p.m. closing time regarding availability for same-day service, helping to manage demand during the final hour of operation. New signage will also be introduced to encourage customers to plan accordingly and utilize the online system when the counter is closed. These changes are expected to significantly improve processing efficiency for both in-person and online applications.
PLANNING DIVISION UPDATE AND WORKLOAD SUMMARY THROUGH APRIL 6, 2026 April 28, 2026
Finally, the Department has made meaningful progress in addressing a recent backlog in building inspections. Due to statewide staffing shortages, particularly acute in South Orange County, inspection scheduling had been delayed, in some cases requiring multiple days between request and appointment. After unsuccessful efforts to recruit additional inspectors and secure consultant support, the Department identified and trained two internal City employees to serve as building inspectors. As a result of this effort, the City has restored next-day inspection availability.
FINANCIAL ANALYSIS
The recommended action has no financial impact to the budget.
ALIGNMENT WITH CITY COUNCIL GOALS AND PRIORITIES
This report supports the City Council’s goal of improving efficiency and transparency in development review processes. In response to Council direction from the October 8, 2024 City Council Meeting, staff has provided regular updates on Planning Division workload metrics to monitor progress toward eliminating the planning application backlog and maintaining a 30-day (or less) turnaround time. In addition, the City Council requested bimonthly updates on the timeline from the ZPC start date to Building Permit issuance date to monitor overall processing time for projects with entitlements. The data presented demonstrates measurable improvements in operational efficiency for development review.
ENVIRONMENTAL ANALYSIS
The recommended action has no environmental impact.
ATTACHMENTS
None
PLANNING DIVISION UPDATE AND WORKLOAD SUMMARY THROUGH APRIL 6, 2026 April 28, 2026
Submitted By: Matthew Schneider Approved: Gavin Curran, for Dave Kiff.
Matthew Schneider, Director of
Community Development
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Erin Fabian, Administrative Analyst,
Community Development
Matthew Schneider, Director of Community
Development