2023/24 Organizational Assessment Findings, Recommendations, and 2024 Actions The tables below provide a visual representation of Assessment findings, recommendations, and actions taken during 2024.
Table 1: Permit Services Assessment
Findings
Recommendations
Actions Taken in 2024
Need for increased staffing
Increase Permit Services staffing resources and capacity. -Filled vacancies for Two Combo Building Inspectors, a Permit Analyst and two new full-time Permit Clerks positions. -Updated multiple job descriptions with the goal of creating promotional ladders to aid in staff advancement. -Entered agreements with five consulting firms to provide plan review services.
Confusion between division regarding roles, responsibilities, and workflow Clarify roles and responsibilities.
Standardize workflow and data collection.
-Continued to establish and refine policies, procedures, and checklists to track processing review times -Shifted job duties between Permit Clerks and Technicians to create more efficient workflow.
Strained intra-departmental working relationships
Establish clear communication procedures
-Staff participated in customer service trainings.
- Reviewed Hot list with all divisions and departments weekly with an emphasis on customer service-oriented solutions.
Lack of leadership and a need for team building
Add an Assistant Community Development Director position -Hired an Assistant Community Development Director in January 2024. -Conduct department training and team building the First Friday of each month. 2024 Continued Community Development Organizational Assessment (Current Planning) In June and September of 2024, MRG returned to perform an assessment of Current Planning and Housing and Community Development divisions in Community Development. MRG followed the same process of reviewing division organization and workflow and conducting interviews with staff. Key findings, recommendations, and actions for Current Planning are shown in Table 2 below.
Table 2: Current Planning Assessment
Findings
Recommendations
Actions Taken in 2024
Need for increased staffing with technical expertise
-Add 1 full-time Sr. Planner and 1 part-time Sr. Planner Opened recruitment and conducting interviews.
Findings
Recommendations
Actions Taken in 2024
Need to address workflow and project processing
- Create discretionary, administrative, and special projects teams. - Update plan review checklists to provide guidance
- Update development codes as part of Zoning Code update to streamline process -Revised Planning Commission staff report and PowerPoint templates -Participating in Zoning Code Update scope and consultant selection Need for Training
Provide technical and professional development in the areas of CEQA, writing, and technical planning skills Developing training plan for 2025