Steering Group IV’s January 20, 2004 Minutes

 

February 18, 2004 All PIT Meeting

We discussed the items that Steering Group IV needs to address at this All PIT meeting:

ü      Status

ü      Milestones and Accomplishments

ü      Questions for Other Groups

ü      Designation of Inter-group Coordinator and other Lead People

 

The All-PIT meeting is scheduled for Wednesday, February 18 from 5-8 PM at Pea Soup Andersen’s. 

 

Training Update:

As requested at the January 6, 2004 meeting, Rita used the PIT I Section 8 Training Recommendations[1] that were highlighted during the January 6, 2004 meeting as a checklist for an update on the Training Program:

 

*Provide training sessions right away on such high-priority topics as: case/workload management; personal productivity skills; policy/ordinance interpretation (law and logic); how to train (train the trainers); and supervision/management.

 

Training sessions are at different levels because of the hours allocated from the budget. Most training calendars do not extend beyond 6 months to avoid conflicts that may arise from both trainers and trainees forgetting about the training session. The existing Training Program contains:

§         A quarterly calendar for staff trainings

§         A working calendar for trainers and supervising planners that extends to 6 months.

§         “Just-in-Time” EU trainings are being coordinated interspersed with P&D trainings

§         Train the Trainers is scheduled for February

 

*Provide at least one training session per month for each employee. Develop a reliable training schedule.

 

            Discussed above

 

*Provide training specific to various experience levels.

 

A list of required trainings has been routed to all Supervising Planners for review and comment so that the list can be revised. The trainings that employees attend will be kept in a database that will assist Supervisors in preparing EPRs.

 

Angela discussed the possible use of EHS and/or Animal Services Training Programs as models to assist in tracking trainings. Noah mentioned that he received that morning the Training Programs from both EHS and Animal Services, and had not reviewed them yet but will share them with Rita.

 

Scorecard was also discussed as another method of tracking trainings. Steve mentioned that Managers currently have access to Scorecard but the program is not fully integrated with EPRs and other programs. Steve clarified that Scorecard accesses databases, financial systems, etc. that are on an individuals computer and puts all of the information into one system. Questions about Scorecard should be deferred to Steve Mason.

 

*Offer all training in both North and South County, equally.

 

Teleconferencing is in both North and South County, which will ease communication between the two offices and traveling costs for the County. Rita mentioned that some trainings could use one trainer in North County and one in South County via videoconferencing, but noted that not all trainings are appropriate to do remotely. For example, the Grading training involves substantial PowerPoint presentations and could not easily be viewed unless at the training. Rita also pointed out that this area is evolving and will be an ongoing issue.

 

*Training sessions should consistently be cataloged and taped, handouts put in binder, and all info put in library.

 

Rita mentioned that the P&D just received a digital camera, and are considering putting some of the recorded trainings online so that staff can review have access to them at their desks and at any time. Rita noted that some may need voice-over editing or additional editing to make them viewable. Angela pointed out that video editing can be a very expensive endeavor, and thought this was a good idea but stressed the importance of practicality.

 

Rita also mentioned that all trainings are being videotaped for later review, and are available with the PowerPoint presentations and handouts from the training. Rita and Steve mentioned that there is a library of old recorded trainings in Rita’s office, and Rita would like a portion of her office to be set up to comfortably review any previous trainings. Steve requested that one copy of all trainings be sent to North County, but noted that some of the older trainings aren’t valid any longer. Rita mentioned that transferring the recorded trainings to CDs is also being considered.

 

*Just In Time training – Supervisors and upper-level planners should be enabled to provide brief, informal trainings to staff as needed.  For example, instead of explaining an item or issue to an individual planner, a supervisor should take a quick trip down the hall and ask if anyone else would like to attend.

 

There is a Train the Trainer session scheduled for February. Adrienne noted that some of the training may need to involve an emphasis on a culture change, in which Planner and Supervising Planners would be more inclined to gather others for informal trainings. The group acknowledged that some personality types allow initiative to gather others for informal trainings, but the group realized that a process is needed to make this a matter of habit for everyone. Adrienne also suggested elaborating these informal training sessions via email, whereby either the Planner who attended the informal training or the Supervisor/Planner who gave the training would send an email to other staff briefing them on what was discussed or clarified.

 

*Frequent training sessions should be offered to (and by) outside departments, including County Counsel, Environmental Health Services, Public Works, Flood, BAR, agents, etc.

&

*Invite agents, architects, members of the community, and other experts to present trainings to staff.

 

County Counsel is offering a training January 26, 2004. Subdivision Review Committee has a process for answering any general questions at the end of their weekly meetings. Ministerial permits can be discussed at the end of their meetings as well.

 

Rita stated that there will be at least one training for the public on very basic planning issues such as: where to go to apply for permits, what is needed in a complete application, etc. This training could potentially be available on the website and the public access TV channel, and if there is significant interest for this first training, additional trainings may be scheduled as the budget allows.

 

Rita mentioned that there are plans to have outside agents, architects, etc. train P&D on their process and how they work as intermediaries between P&D and property owners. Angela expressed interest in this ‘reversed’ training, noting that this has not been done by other departments to her knowledge and that this is the kind of innovative idea that PIT I had hoped for. Steve mentioned that San Jose held a similar workshop with their computer industry, which resulted in a nearly complete reorganization of their organization’s operation and a resulting increase in their efficiency and relationship with the public.

 

*Consider applying geographic specialties for newer planners during the first 4-6 months of employment.  This will help avoid the immediate frustration many newer planners must grapple with as they try to interpret and apply different zoning ordinances, Community Plans, etc.

 

This issue was forwarded to both Jackie Campbell and Steve De Camp, Deputy Directors, since this could impact how work is allocated among Planners. Angela and Steve both mentioned the need to understand the underlying cause for this type of reorganization: ordinance confusion. Steve noted that with the consolidation and reorganization of P&D many ordinances, it may be easier for Planners to use and understand the ordinance as it applies to all geographic areas.

 

It was also mentioned that some Planners expressed trepidation for implementing geographic specialties because they don’t want to be pegged as the Planner for one area due to the related political issues. Steve also discussed the potential burnout of Planners who only work in certain areas. Rita expressed that if Planners do work geographic areas that it should be kept to a 4-6 month focus with an area/specialty change after that.

 

Rita will check with Marc and Jan to discuss how their Planners are assigned cases. Rita will also check with Management to discuss the PPA’s role in handling this issue.

 

*Provide a list of recommended readings to newer staff.  This may include chapters on regional planning, Grand Jury reports, relevant newspaper and magazine articles, etc.

 

Rita is looking forward to researching recommended readings for staff, and has plans to do so in the near future. Adrienne mentioned that she, as an APA member, makes copies of the APA magazine available to all staff, and sends an email pointing out any specific articles of interest. Eva mentioned that this topic may pose an appropriate question to all PIT groups at the February 18 meeting, since so many different individuals from both the public and private sectors will be in attendance.

 

Miscellaneous Items’ Updates:

Angela noted that she did not forward RPM information due to our focus on the February 18 meeting. The group discussed that we know the general areas that need RPMs, but don’t yet know the exact measures to use for these areas. She noted that RPMs are available if anyone would like to review them at any time; otherwise we will return to this issue after we have prepared for the All PIT meeting and have gotten further direction on how to proceed.

 

Adrienne discussed the resources and processes that are currently in place for ordinance and policy interpretations, including New Case Review and Policy Papers. Angela suggested that these items be brought to the All PIT meeting and presented to Steering Group III for direction. Eva and Adrienne will identify the process for existing policy and ordinance interpretations and will link information with Rita and the training tools (i.e. this should be a training tool).

 

Angela also mentioned that weekly meetings between staff and the Director, a PIT I Recommendation, is not happening but should be happening. We will follow through with this item at a later date.

 

Noah mentioned that he had contacted Steering Group II, but has not received a reply yet.

 

Designation of Lead People and Group Updates:

This group was instructed to focus on PIT I Recommendations 5,7,8,9,10, & 11.

Ø        Noah and Peter will coordinate Section 5, Interpretation Consistency

Ø        Steve will coordinate (with available assistance from Alice, June, and/or Nicole on Retention and Recruitment) Section 7, Management, Supervisory, and Personnel Practices

Ø        Rita, with Adrienne as backup, will coordinate Section 8, Training

Ø        Tina and Nicole will coordinate Section 9, Roles of Other Agencies

Ø        Eva, with Noah as backup, will coordinate Sections 10 & 11, Knowledge and Tools

These volunteers will compile our Status, Milestones and Accomplishments, and Questions for other groups and email them to Nicole by Monday, January 26. Angela and Nicole will compile this information into one document that will be discussed at the January 28 meeting, and will be sent to Anne Coates by January 30 for inclusion in the All PIT meeting.

 

Potential discussion items for All PIT:

§         Tools for staff and public (w/ Groups I & II)

§         Public training (w/ Group I)

§         PIO function and press contact

§         Policy interpretations (w/ Group III)

§         Interagency coordination (w/ Group II)

 

Potential and Scheduled future meeting dates:

We will meet on both January 28 in order to prepare the documents that are due to Anne Coates by January 30, 2004. We will discuss rescheduling the February 3 & 10 meetings if there are dates/times that would work for both Jan and Marc.

 

The All-PIT meeting is scheduled for Wednesday, February 18 from 5-8 PM at Pea Soup Andersen’s.

 

January 28^th, 12-2 at SBB&T in Solvang

o       Discuss group updates and prepare for All PIT meeting

o       Discuss the scheduled meeting dates and times and conflicts with Marc’s and Jan’s staff meeting schedules

 

February 3^rd, 9:30-11 at SBB&T in Solvang

o       Tools update

o       Retention strategies update

 

February 10^th, 9:30-11 at SBB&T in Solvang

 

February 18th – All-PIT meeting (5-8 PM at Pea Soup Andersens); Need for Group IV to meet prior to All-PIT meeting TBD.

 

 “Homework”:

ü      Volunteers prepare a brief summary of the status, milestones and accomplishments, and questions for other groups

ü      Rita will check with Marc and Jan to discuss how their Planners are assigned cases.

ü      Rita will also check with Management to discuss the PPA’s role in assigning Planners to geographic areas.

ü      Eva and Adrienne will identify the process for existing policy and ordinance interpretations and will link information with Rita and the training tools

ü      Steve will follow up with Management to get an update for PIT I

 

Items to push to later agendas:

·        RPMs

·        Weekly staff and Director meetings

·        Review ‘Retention Strategies’ table to determine the top areas to be impacted first.  Email responses to Alice, June Pujo, and/or Nicole.  Alice to e-mail retention table to Eva.  No responses were received prior to this January 6 meeting.

·        Steering Group II’s comments from Noah and/or Interagency Coordination subgroup