Citywide Permit Reform
#OAKPermits
Fall 2025
updated 11/04/2025
Permit Reform | Informational Report | Community & Economic Development Committee 11/18/2025 Slid e 2 OAK Permits - Contents
A.Mission, Goals, and Governance
B.Four Key Action Areas
C.Action Item updates
City Staff
Slide 3
Tony Batalla
Director
Information Technology
William Gilchrist
Director
Planning & Building
Ashleigh Kanat
Director
Economic & Workforce
Development
Josh Rowan
Director
Transportation &
Public Works
Darin White
Fire Marshall
Fire Department
Robin Abad Ocubillo
Citywide Ombuds
Ed Manasse
Dep. Director
Planning
Jamie Parks
Asst. Director,
Transportation
Javan Smith
Asst. Fire
Marshall
Joesph Tanios
Director OPW
Kat Torio
Dep. Director,
EWDD
Cecilia Muela
Chief Building
Official
Michelle
NewRingeisen
Asst. Director,
ITD
Rose Rubel
Asst. to the City
Administrator
Christy
Johnston - Limon
Dep. Director,
EWDD
Albert Merid,
Asst. Director
Planning &
Building Dept.
Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 Slide 4
City Administrator
Planning & Building
Department
Planning Bureau
Building Bureau
Admin & Ops Bureau
(in-person counter
services)
Office of Fire
Prevention
Inspections
Enforcement
Department of
Transportation
City Engineer
City Surveyor
Public
Works
Stormwater
Wastewater
Urban Forest
Economic & Workforce
Development
Special Activities
Special Events
Enforcement
Film
Cannabis
Development Projects
cultivation
Information
Technology
OAK Permits Governance
Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 Slide 5
“Improve the City of Oakland's permitting processes to achieve fair, consistent, equitable outcomes for the public and City staff through enhanced coordination, efficiency, accountability, transparency, and communication.”
Alignment with the City’s Equity outcomes:
• Policy – of fairness, consistency, and equity
• Practices and Procedures – by striving to make objective, data -driven decisions on service requests and permit review; eliminating inefficiencies; and establishing accountability and
transparency around the City’s performance
OAK Permits Mission
Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 Slide 6
OAK Permits Goals & Objectives
For Customers For Permitting Departments
Streamlined and modern experience for permittees
(Customer Journey)
Real-time internal monitoring of KPIs and
performance against statutory requirements (i.e.
single database of record; monitoring dashboards)
Highly accessible permitting, with multiple options
for conducting business (digital/virtual, in-person)
Less manual labor, more staff time efficiencies
(integrated digital processes)
Transparent, real-time project and case management
statuses
More efficient communication between disciplines
& teams (i.e. single database of record)
Structured channels for providing feedback and
partnering on solutions where appropria
Inter-department Process Mapping to diagnose and
correct inefficiencies (service blueprints)
Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025
1. Policy &
Legislation
2. Customer
Education &
Experience
3. Expanded Digital
Options
4. Systems, Data,
& Analytics
Slide 7
OAK Permits Key Action Areas
Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 Land Uses Included Changes Implemented in 2025
Lake Merritt Plan Area
Alcohol Beverage Sales Major CUP to Permitted with Central District Entertainment Venue Permit I (in D-DT-C, -CX, and -P)
Artisan Production Not listed as an allowed use to Permitted Broadway-Valdez Plan Area
Too many Commercial and Civic Uses require a
Conditional Use Permit (CUP)
Minimize the use types that require a CUP and allow more commercial and civic uses by-right - only requiring a Zoning Clearance from Planning
Conditional Use Permit Process:
Subject to discretionary findings, public notice and right of appeal- average review time: 10+ months
Zoning Clearance Process:
Ministerial review, based only on objective zoning standards; no notice or right of appeal - expected review time: within 15 days of submittal of a complete application
1.1 Expanding Commercial Uses
Slide 8Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 §
Land Uses Included Changes Implemented in 2025
Alcohol Beverage Sales Major CUP to Permitted with Central District Entertainment Venue Permit I (in D-DT-C, -CX, and –P; and in D-LM-2, -3 and -4))
Artisan Production Now listed as an allowed use in the D-LM and D-BV Zones to Permitted General Food Sales Permitted in D-BV-1 Zone as part of new construction (previously prohibited if over 5,000 sf.) Alcohol Beverage Sales Major CUP to Permitted with Central District Entertainment Venue Permit I(in D-BV-1 and -2) Mechanical or Electronic Games Prohibited to Permitted in the D-BV Zones Medical Service Prohibited on ground floor in the D-BV Zones within the first 30 feet to Permitted up to 5,000-sf. without a CUP
Consumer Service CUP in D-BV-1 and -2 to Permitted (previously prohibited in D-BV-1 as parft of new construction if over 5,000 sf.)
Consultative and Financial Service Prohibited on ground floor In the D-BV-1 Zone within the first 30 feet to Permitted Group Assembly CUP in D-BV Zones to Permitted without a CUP up to 10,000 sf.
Personal Instruction and Improvement Services CUP in D-BV Zones on ground floor within the first 30 feet to Permitted Business, Communication, and Media Services CUP in D-BV Zones on ground floor within the first 30 feet to Permitted Animal Care Prohibited in D-BV Zones on ground floor within first 30 feet to Permitted without a CUP up to 5,000 sf.
1.1 Expanding Commercial Uses
Slide 9Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 §Lake
Merritt
Broadway-Valdez
How it Is Now How it Will Be
Too many Commercial and Civic Uses citywide require a Conditional Use Permit (CUP)
Minimize the use types that require a CUP citywide and allow more commercial and civic uses by-right - only requiring a Zoning Clearance from Planning
Conditional Use Permit Process:
(Subject to discretionary findings, public notice and right of appeal- average review time: 10+ months)
Zoning Clearance Process:
(Ministerial review, based only on objective zoning standards; no notice or right of appeal - expected review time: within 15 days of submittal of a complete application)
Slide 10Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 §Citywide
1.1 Expanding Commercial Uses
How it Was How it is Now
Single Family Residences –
(Requires Regular Design Review – subject to discretionary findings, public notice and right of appeal- average review time: 10+ months) Single Family Residences –
(Ministerial “Checklist” review, based only on objective development and design standards; no notice or right of appeal - expected review time: within 60 days of submittal of a complete application)
2- to 4-Family Residences –
(Requires Regular Design Review – subject to discretionary findings, public notice and right of appeal- average review time: 10+ months) 2- to 4-Family Residences (2 to 4 units) –
(Ministerial “Checklist” review, based only on objective development and design standards; no notice or right of appeal - expected review time: within 60 days of submittal of a complete application)
Multifamily Residences (5 to 30 units) –
Market-Rate: (Regular Design Review – subject to discretionary findings, public notice and right of appeal- average review time: 10+ months)
Affordable Housing: (Local and State programs allow ministerial “by- right” approval based on objective development and design standards, no notice or right of appeal required, average review time: 6+ months)
Multifamily Residences (5 to 30 units) –
(Ministerial “Checklist” review, based only on objective development and design standards; no notice or right of appeal - expected review time: within 60 days of submittal of a complete application)
1.2 Streamlining Residential Review
Slide 11Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 §Every zoning district outside the
Very High Fire Zone that allows Residential
How it Was How it is Now
• The Entertainment Venue Permit was limited to
businesses where the general public is
admitted, for a fee, entertainment is provided,
and alcohol is served.
• The approval process for serving alcohol
required a Major CUP.
• The application was through Open Forms
format which limited the ability
to autonomously track data and renewals which
often led to a lapse in timely and
consistent permitting for ongoing uses.
• A new definition for "Central District
Entertainment Venue" has been created which
is any approved arts, entertainment, and
cultural use venue; anticipating the sale of
alcoholic beverages (either on -sale and/or off -
sale) in conjunction with an approved arts,
entertainment, or cultural use and located in
zones specified by the Downtown Specific Plan
• These may not require a Conditional Use
Permit (CUP).
• Approved uses may include entertainment,
cultural uses such as bars, cabarets, night
clubs, pool halls, bowling alleys, mini -golf,
mechanical or electronic games, museums, art
galleries, barbershop or salon, nail salon,
performing arts centers, auditoriums, theaters,
and other similar venues.
1.1 Entertainment Venues
Slide 12Permit Reform | Informational Report | Community & Economic Development Committee 11/18/2025
How it is now How it Will Be
• Cannabis dispensaries
with approved onsite consumption
permits are not able to offer musical
entertainment or food service within the
facility.
• Dispensaries with approved onsite
consumption permits are limited to
noncombustible methods such as vape or
edibles and are not exempt from the
City's smoking ordinance.
• Cannabis dispensaries with approved onsite
consumption permits will be allowed to
host musical entertainment and food service
within their facility.
• Cannabis dispensaries with approved onsite
consumption permits who have
incorporated modification requirements to
support ventilation and odor control, all which
have been approved through Planning and
Building and Fire Departments, will be allowed
to offer space for onsite combustion in addition
to vape and edible consumption.
1.1 Cannabis Dispensaries & Cafes
Slide 13Permit Reform | Informational Report | Community & Economic Development Committee 11/18/2025 • One -on- One technical assistance
• Intake
• Assessment
• Assistance
• Referral
• Entrepreneurs: Pre- startup up, startup
phase
• Existing businesses: navigation, growth
• Common questions:
• How to start a business
• Navigating business license, permits
• Capital access
• Training
Slide 14Small Business Permit Reform | Neighborhood Business Assistance Program | updated 07/15/2025
2.1 Neighborhood Business Asst.
Marissa Gittens, Café Noir Photo credit: Tovin Lapan
2.2 Physical Permit Center@250 Frank Ogawa Plaza
Walk in Hours
Mon – Fri 8:30am – 12pm
As of Nov 2025, Planning & Building is open every
day of the week.
All Planning & Building permit applications
are accepted online 24/7
OFD, DOT, and OPW Monday -Thursday
Special Activity Permits (EWD) in City Hall, Rm 123:
Walk- In: Mon, Wed, and Fri, 9am -12pm, 1pm- 3pm
Slide 15Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 Scheduled Appointments
Mon – Fri 12:00 – 4:00
Up Next: Relocation of EWD in -person
services to Bldg. 250
Rent Adjustment Program (HCD) in Bldg 250, Lobby:
Walk- In: Tues and Thurs, 10am – 12pm, 1 pm- 3pm
Appointment scheduling and
in -person customer queuing
• All departments on one system
• Guides user to the appointment type they
need
• Same process for booking appointments:
in -person and/or virtual
• Clearer in -person queuing guidance
and wayfinding
• Includes Planning, Building, and
Records; Fire Prevention, and
Transportation
2.4 Appointment Scheduling
Slide 16Permit Reform | Informational Report | Community & Economic Development Committee 11/18/2025 Up Next: Integration EWDD and HCD
2.5 Public Education
Slide 17Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025
City of Oakland youtube playlist: “Re -Imagining Citywide Permitting
2.6 Website Upgrades
Slide 18Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025
2025
• Improved website search, so customers more
easily find essential government services
• Reorganized and streamlined content
• Better use of Oakland’s vibrant color palette
• Better security and reliability
• A continuously improving content management
system (CMS)
2026
• Redesigned OAK PERMITS landing page
• Simplified navigation
• Project Scoping Tool
• Updated Permit Intake Portal interface
How it Was How it Is Now
• Permit applications may require multiple
submittals; several forms each collected by
different departments asking for redundant
information; manual completion of .pdfs;
and/or in -person service at the Permit Center.
• It can take several days to manually create a
permit record.
• Customers will have the option to submit a
single, consolidated application through the
City’s online permitting portal.
• Fee payment via the permitting portal
In 2025: Zoning Clearance, Accessory Dwelling Units for Single Family Homes, Construction & Demolition Recycling, Tree Removals, Minor Encroachments on Public Property (Bollards and Surface Mounted Facilities), Sign design review, Creek and watershed, Entertainment Venue In 2026: Fire Inspection for new construction, tenant improvement, fire alarm, fire suppression.
3.1 One-Stop Digital Submittal
Slide 19Permit Reform | Informational Report | Community & Economic Development Committee 11/18/2025
3.4 Digital Special Event Permit
Slide 20
How it Was How it is Now
• Paper application for EWD
• Paper application to Fire Prevention
• Fee Payment in person
• 30, 45 or 90 days for City Review and
Approval
• FY 24: 285 Permits Processed,
$90,893 in revenues
• Single Digital Application, routed to
both EWD and Fire Prevention
• Fee payment online
• 15, 30 or 60 days for City Review and
Approval dependent on Event Tiers
• FY 25: 317 Permits Processed so far,
$93,546 in revenues
As of November 2025
Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it Was
3 – 7 Days
How it is Now*
Same Day (Average 18 minutes)
Customer submits complete permit
application or BW worksheet
Permit Tech clicks 15+ times to create and
progress permit
Permit Tech sends notice to customer to
submit payment
Customer submits payment via Cashier
Permit available for printing
Customer submits complete permit
application, then progresses to payment
page to
Complete payment online
Permit available immediately for printing
Onsite inspections (if required) can be
Scheduled immediately via Inspection
Request Mobile App
Same day digital permits do not require permit
techs, thereby allowing them to focus on more
complex projects and maintain preliminary
AB2234 timelines for review.
Slide 21Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025
3.8 Same-Day Digital Bldg. Permits
Year Total Bldg. Permits
Submitted
‘Trade’ Permits*
Submitted
Same-Day
Digital Permits Issued Permit Issuance
FY 22-23 15,980 11,435
(72% of 15,980)
0 (0% of 11,435) 3-7 Days
FY 23-24 13,700 7,768
(57% of 13,700)
6,836
(88% of 7,768) 18 Minutes
FY24-25 13,694 9,015
(65% of 13,694)
8,136
(90% of 9,015) 18 Minutes
Slide 22Pe rmit Mo d e rniza tion | BOMA Ea st Ba y | Ni eghobrhood Busi ness A ssi stance Program | updated 07/10/2025
3.8 Same-Day Digital Bldg. Permits
*Mechanical, Electrical, Plumbing, Lead Paint, Solar, Re-Roofing, Insulation, and Bollards on Private Property permits that do not require plan-check How it is Was How it is Now
• Permit applications may require multiple
submittals; several forms each collected by
different departments asking for redundant
information; manual completion of .pdfs;
and/or in -person service at the Permit Center.
• It can take several days to several weeks to
manually create a application record, review,
approve and issue the permit.
• Customers will have the option to submit a
single, consolidated application through the
City’s online permitting portal.
• Fee is collected immediately upon application
submittal.
• Permit is immediately available for printing.
2025: Bollards on Private Property, Entertainment Venues, Minor Encroachment (Planter Boxes) 2026: Building alterations that are non -structural (and therefore do not require plan check): Kitchen and/or Bath, tenant improvement, foundation, window replacement, stucco and/or siding.
3.7 Same-Day Digital Permits
Slide 23Permit Reform | Informational Report | Community & Economic Development Committee 11/18/2025 As of October 2025 Coming in 2026
• Mechanical, Electrical, Plumbing “Trade
Permits” that do not require plan -check
• Lead Paint
• Solar
• Re -Roofing and Roof Insulation
• Insulation
• Bollards on Private Property
• Entertainment Venues
• Minor Encroachment (Planter Boxes)
• Building alteration permits that are
non- structural (and therefore do not
require plan check), such as
• Kitchen and/or Bath
• Tenant improvement
• Foundation
• Window replacement
• Siding and/or Stucco
Slide 24Permit Reform | Informational Report | Community & Economic Development Committee 11/18/2025
3.10 Same-Day Digital Permits
3.12 Digital Project Scoping Tool
Slide 25Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it is Now How it will be
• Multiple staff Phone Calls,
Meetings
• Searching through multiple
city codes
• Sources of information on the
website, and referring to
outside professionals
• Applications submitted to the
wrong permit type, with the
wrong forms and information
materials
An easy -to use tool for applicants that provides
project -specific information and guidance. By
answering a series of simple questions, it will tell
you:
• If a project is allowed at the proposed site(s) per
existing zoning
• What land use entitlements and permits would be
required
• Required permit application submittals
• Instructions on how to apply
• Total initial estimate of fees
• Option to initiate application process
Target launch 2026
3.13 Eliminate Zoning Worksheet
Slide 26Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it is Now How it will be
• All planning applications and revisions
are made via ZW which is not a formal
permit
• Duplicative work due to the need to
create a separate formal permit and
review previously submitted
documents/information once the formal
permit is created.
• ZWs take an average of 35 days for staff
action
• Multiple requests for information due to
the lack of a single comprehensive list of
missing information. “Email loop”
• Applicants will apply for their specific
permit, and revisions to issued permits
will also be available online from the
issued (parent) record.
• Single staff point of contact through the
permit life cycle
• Elimination of duplicative work.
• 10 days for initial review to ensure
compliance with Permit Streamlining
Act.
• Provide the applicant with a
comprehensive incomplete application
document. The goal is to have no
additional items after the applicant's
resubmittal. Eliminate the “email loop.”
Target launch 2026
3.11 Eliminate Building Worksheet
Slide 27Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it Was How it is Now
• All building applications and revisions were
made via BW which was not a formal
permit, but an intake form.
• Duplicative work due to the need to create a
separate formal permit and review
previously submitted
documents/information once the formal
permit is created.
• BWs took an average of 17 days for staff
action
• Multiple requests for information due to the
lack of a single comprehensive list of
missing information: “Email loop”
• Applicants apply directly for a specific
permit. Revision submittals can also be
submitted online from the issued (parent)
record.
• Single staff point of contact through the
permit life cycle
• Eliminates duplicative work.
• 15 days for initial review (regardless if the
project is subject to AB2234).
• Provide a comprehensive, single application
document to the applicant, capturing all
required items at the outset. Eliminate the
“email loop.”
Target Launch 2026
Slide 28
4.1 Single Database of Record
Department Current Database Status
Planning & Building Accela Ongoing enhancements
Fire Prevention Accela Ongoing enhamcements
Transportation Accela (PBD Module) Dedicated Module In Process Target Launch CY26
Public Works Accela (PBD Module) Dedicated Module In Process Target Launch CY26
Economic & Workforce Legacy Systems + Accela Full Integration in Process Target Launch Q1 CY26
Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025
4.3 Electronic Plan Review
Slide 29Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it is Now How it Will Be
• Documents received & processes managed
outside the Citywide permit database.
• Each department transmits comments to
sponsor separately.
• Limited visibility and coordination of
comments between disciplines
• Manual transmissions makes it difficult to
track and report consistently
• Software reduces review times and
improves interdepartmental coordination,
tracking, and communication
• Customer uploads plans digitally with
application packet
• Fully integrates with permit database
(Accela) record, and workflow
• Departments can review/comment
concurrently using the EPR
• Approve/stamp electronically
2026 In Queue for Scoping
4.4 Citywide Point of Sale Platform
Slide 30
How it is Now How it Will Be
• Several different payment
platforms across multiple
departments.
• Weak cybersecurity protections
• Does not meet all Payment Card
Industry (PCI) compliance
standards
• Consolidate all the Development Services’ Depts.
electronic payments onto a single platform solution
• Implement fully integrated electronic cashiering and
point -of -sale system (POS); Integrate with Oracle
• Secure and reliable revenue management
• Accept contactless digital online payment methods
as well as on -premise CC transaction
• Meet all PCI standards
Target March 2026
Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 END
Additional Reference Materials
included after this slide
June 2026 | updated 07/21/2025
Slide 32
The Citywide Permit Ombuds
The OAK Permits was initiated in late 2020 (then called the “ROSP”) and the Ombuds was hired in June 2023.
The Ombuds is based within the City Administrator’s Office, working across all permit- issuing departments. The Ombuds is not a permit case manager, but manages systems diagnosis of problems, develops recommendations for improvement, and oversees implementation of improvements.
Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025
1.3 Development Services
Slide 33Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025
Administrative Instruction No 19 – Master Fee Schedule
“Departments shall undertake a comprehensive Development Services Fee analysis every five (5) years” “DEVELOPMENT SERVICES” DEFINITION
Activities associated with the short and long- term strategic development and planning, development transactions, land use entitl ement permitting, mapping, construction and building inspection, certification of occupancy, abatement, and/or code enforcement eff orts for:
Housing projects, commercial development projects, Special Activities; Industrial projects; Associated public utilities and infrastructure Development Services also include legal advice, community outreach efforts, and the creation of public policies, legislation, and regulations.
Development Services, including peer reviewing, may be performed by City staff or outside consultants.
2.2 Permit Center Services @ 250 Frank Ogawa Plaza
Slide 34Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 Up Next: Relocation of EWD in- person services to Bldg. 250
MON TUE WED THU FRI
Planning 0830-1200*
1200-0400**
0830-1200*
1200-0400**
0830-1200*
1200-400**
0830-1200*
1200-0400**
Building 0830-1200*
1200-0400**
0830-1200*
1200-0400**
0830-1200*
1200-400**
0830-1200*
1200-0400**
Fire
Prevention
1000-1200*
0100-0200*
0900-1200**
0100-0400**
1000-1200*
0100-0200*
0900-1200**
0100-0400**
Transpor-
tation
0900-0300*
0900-1200**
0100-0400**
0900-0300*
0900-1200**
0100-0400**
0900-0300*
0900-1200**
0100-0400**
0900-0300*
0900-1200**
0100-0400**
Cashier 0830-0400* 0830-0400* 0830-0400* 0830-0400* 0830-0400 Rental Asst. 1000-1200*, **
0100-0300*, **
1000-1200*, **
0100-0300*, **
Business
License 0800-0400* 0800-0400* 0930-0400* 0800-0400* 0800-0400* * In Person, Walk-In, No Appointment Needed ** In Person, with Appointment
2.2 Permit Center Services @Virtual Meetings
Slide 35Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025
MON TUE WED THU FRI
Planning 0830-0400*
Building 0830-0400*
Fire
Prevention 0100-0400*
Transpor-
tation 0900-0400* 0900-0400*
Cashier
Rental Asst. 0930-0430* 0930-0430* 0930-0430* 0930-0430* 0930-0430* Business
License 0800-0400** 0800-0400** 0930-0400** 0800-0400** 0800-0400** *Virtual, with Appointment **Online via Chat
Slide 36Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it Was How it is Now
• Manual emails or voicemails the only
options for scheduling Building Permit
Inspection
• No standard method for updating the client
about precise timing of inspector’s arrival
onsite
• Delays receiving documentation of issues
onsite
• In -person physical site visits only
A digital Application now accounts for 45%* of all
inspections scheduled
• Schedule inspections during phone outages and
staff shortages
• View inspectors’ onsite ETA, in real time
• View inspection results live on the app
• Conduct a video inspection remotely if
needed
2.4 Bldg. Inspection Scheduling
*- As of Q3 24-25, continued growth since go live.
How it was How it is Now
• Applicants commonly file incorrect
application types due to the term
"Zoning Clearance" not clearly
defined on the Web Portal
• Applications typically have
incomplete information leading to
back and forth communication
between the applicant and staff
contributing to delayed reviews.
• The application will state the purpose
of a Zoning Clearance to reduce
incorrect submittal types.
• Additional questions to the application
will inform customers when a proposed
activity requires a Special Activity
permit or requires more review (i.e.
triggers a Conditional Use Permit)
• Additional questions also inform
applicants when and what type of
documents are required to process
their submittals which will expedite
the review process.
3.2 Digital Zoning Clearance App.
Slide 37Permit Reform | Informational Report | Community & Economic Development Committee 11/18/2025 As of July 2025
3.3 Digital A.D.U. Permit
Slide 38Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it is Was How it is Now
• 12- page form paper form
• Complex and convoluted for applicants
• Streamlined digital intake
• Step- by -step online guidance
• (Fee calculation / invoicing TBC by PBD)
Phase 1 – Single Family Homes Phase 2 – Multi-Family Homes Completed October 2025 scoping required
3.5 Digital Film Permit
Slide 39
How it Was How it is Now
• Manual Application
Processing by DOT, Fire,
Parks, and OPD.
• Applicants visit each
department’s counter,
navigate different
processes, and submit
various documents at each
stage.
• Delays of days or even
months
• Manual fee collection
• A single digital application directly through Accela. • Simultaneous internal reviews, with EWD staff overseeing the entire process.
• Automated workflows and inter -departmental communications significantly reduce the applicant’s burden, improve transparency, and shorten approval times.
• Fees are automatically calculated and collected via Accela’s POS integration.
• Dashboard Reports: OFD to automate their application and review process, expediting inspections. DOT to issue parking permits, allowing applicants to print their permits without visiting the city.
As of April 2024
Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025
3.6 Digital Cannabis Permit
Slide 40Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it Is Now How it Will Be
• Applications were handled manually,
with each department —Planning, Fire,
and Building —conducting complex and
time -consuming reviews.
• Applicants had to visit multiple
department counters, follow different
processes, and submit various
documents at each stage, which could
take days or even months to complete.
• Difficult to track process metrics and
outcomes.
• Recordkeeping in a standalone system
• All data integrated into citywide database. Applicants digitally apply & submit required documents directly.
• Internal communications and simultaneous reviews
are managed within the system, with staff in EW
overseeing the entire process.
• Automated workflows and communications between
departments significantly reduce the applicant’s
burden, increase transparency, and shorten approval
times.
• Fees are now automatically calculated and collected
via Accela’s POS integration, replacing the previous
manual fee collection process.
• Increased compliance and also revenues
3.7 Digital Plan Submittal to Fire Dept.
Slide 41Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it Is Now How it Will Be
• Plan submittal is handled manually
conducting complex and time- consuming
reviews.
• Applicants submit separate documents
to OFD.
• Process tracking is handled through
email .
• Recordkeeping in Accela is not
integrated with Planning & Building
database.
• Fees automatically calculated and
collected via Accela’s POS integration,
replacing the previous manual fee
collection process.
• Applicants digitally apply & submit required
documents directly, automating instant record
creation in the city’s database.
• Automated workflows and communications between
departments significantly reduce the applicant’s
burden, increase transparency, and shorten approval
times.
• Increased compliance and also revenues
In queue for Scoping 2026
3.9 Digital Solar Permit
SolarApp+ integration was made possible by a California Energy Commission $100,000 grant applied for by Planning and Building Departm ent Slide 42Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it Was How it is Now
• Average of 16 days from application to
permit issuance
• Manual review of solar plans by staff
• Permit Tech manually progresses permit
• Solar permits experience most consistent
growth in applicants year over year, pre
NEM- 3.
• Same -Day permit issuance
• No manual review of solar plans by staff
(Overtime savings)
• 51% of all Solar permits applications
submitted during FY 24 -25 (and growing)
4.2 Enforcement Inspector Mobile App
Slide 43Permi t R ef orm | I nf ormati onal R eport | Communi ty & Economi c Devel opment Commi ttee 11/18/2025 How it Was How it is Now
• Inspectors spend 60% of their time
conducting field visits, then
• spend an average of 40% back at the office
manually typing notes and notices of
violations
• Turn around time for notice of violation
creation averaged 5 business days
• Turnaround time for mailing of notices
averaged 8 business days
• Inspectors conduct 79% of their time
conducting field visits, entering their notes
directly into a cloud- connected tablet
• Turn around time for notice of violation
creation is 1 days.
• Turn around time for mailing is 5.8 days
• Code issues are noticed and abated sooner