Steering Group II – The Process

Kick-Off Meeting Notes - August 25, 2003

 

Attendees:

 

Jack Boysen                                         Andy Caldwell

Anne Coates                                        Catherine Dunbar

Nick Foster                                          Peter Lawson

Chip Waulbrandt                                  Detlev Peikert

Laurel Perez                                         Paul Poirer

Berto Van Veen                                   Robin Brady

Zoraida Abresch

 

 

What we want from this effort:

 

Less processing time

Meetings @ beginning of the process to identify issues

Improving relationships w/applicants

Generate ways to remove uncertainties

Information sharing

More efficient process

More knowledge of the process

Understanding the goals of stakeholders

Accountability on both sides

Better working environment

Education on process

Focus on results

Increase consistency

Avoid wasting time

Total reform within Department

Streamlining

Protection of property rights

Certainty

Common sense approach

Process to be easier

Better departmental coordination

Mutual respect for what we do

 

 

 Meeting Notes - August 25, 2003

Steering Group II – The Process

Page 2

 

 

What we do not want from this process:

 

Focus on problems but on results

Avoid wasting time

A series of paperwork

Greatest fear is that Board of Supervisors does not really want reform

A long report that sits on shelf

Multiple planners on a case

Exacerbating rules, regulations and procedures

 

Ground rules:

 

Stick to the agenda

Anonymity

Reporting goes to P&D management first, then is disseminated

Accountability on both sides

Open mindedness

Respectful conduct and language

Safe environment

Bring your best to the process – includes skills, perspectives and openness

 

 

Agreement to Adopt Charter:

 

Increased customer service

Better interaction

Reduced time and cost

Improve consistency

Make process understandable & predictable

Improve moral and staff retention

Increase quality of outcomes

 

Roles:

 

Note taker                                -           Laurel Perez

Meeting leadership/host            -           Laurel Perez

Group Spokesperson                -           Paul Poirer

 

Draft Meeting Notes - August 25, 2003

Steering Group II – The Process

Page 3

 

 

Next Meeting:

 

Monday, September 8, 2003 from 8:30-10:30 at Ellens in Buellton

 

Thoughts to consider:

 

What are the problems, what are the solutions?

Inform agents/other departments (& vice versa)  regarding changes in procedures

Make the ministerial process ministerial

Set timelines for how long a project should take

Create a listing of projects that are purely ministerial

Truth in advertising – clarity – no discretionary judgment calls

Lots of Ag stuff should be ministerial

Cookie cutters and templates

Experienced counter staff – not new hires

What does staff consider ministerial?

Streamlining

Discretionary permits that could be ministerial