PIT I Recommendations Section 5: Providing consistent case processing and determinations

Contact persons: Noah Greer & Peter Harmer

Status

Level of Review Required to Implement

Coordination with and questions for other steering groups

Milestones & Accomplishments

5-A

Goal: Coordinate a weekly meeting between staff and the Director of Planning to formally resolve interpretation issues.

Action: Address interpretation issues separately.

Removed

How much work has been done to address this issue by other Steering Groups (specifically Group III)?

5-B

Goal: Form a standing committee to study and disseminate interpretations. Begin a staff-initiated circular where any planner can pose a question on a topic that needs clarification.

Action: New Case Review (NCR) memos and staff meeting updates on NCR determinations

In progress

Staff

How much work has been done to address this issue by other Steering Groups (specifically Group III)?

Assisted in completion of NCR policy/ordinance review and dissemination guidelines

5-C

Goal: Partner inexperienced Planners with an experienced Planner.

Action: Institutionalize a mentoring program.

In progress

Staff & Management

Developed a mentoring program and have been providing ongoing maintenance of the program.

5-D

Goal: Hold permit review within the first week for each assigned case. Develop checklists for each type of case. Develop a system for timely responses and objective decision-making in accordance with policies, ordinances, and reasonable costs

Action: Develop a weekly permit review, create a case-specific checklist, and create a case assignment queue system to ensure consistent timeliness.

Staff & Management

Who (which Steering Group) should develop case-specific checklists?

Permit review has been established, and is being promoted w/in one week on project assignment. PIT I began work on a case processing queue system that should be started in February.

5-E

Goal: Open the process e.g. hold more meetings with applicants.

Action:

Has not been addressed by this Steering Group

Staff

Has Steering Group I looked at this recommendation?

PIT I Recommendations Section 7: Upgrading Management, Supervisory, and Personnel Practices

Contact person: Steve DeCamp

Status

Level of Review Required to Implement

Coordination with and questions for other steering groups

Milestones & Accomplishments

7-A

Goal: Enable timely and equitable sharing of information. Look at job sharing or working part-time. Provide explanation of personnel actions. Promote a team atmosphere. Promote management as approachable. Lead by example.

Action: Train the Management Team and analyze their “roles.”

Under review by Management

Management

The Management Team has completed an analysis of their various “roles” and measurements of their successful implementation, and a training program for Managers will begin shortly.

7-B

Goal: Change the role of Supervisors.

Action: Change the Supervisors’ job description to define the responsibilities and expectations of Supervising Planners. Train Supervisors by outside subject matter experts and Managers to hone their skills and develop improved leadership techniques.

Under review and in progress

Staff & Management

Drafted a revised Supervising Planners’ job description. Assisted in development of and are promoting the Supervisors’ Training Program

7-C

Goal: Establish a process for applicants and Planners to have a timely meeting with Supervisors.

Action: Recommend a process.

Future item

Staff & Management

Has Steering Group I addressed this issue?

7-D

Goal: Train Management and Supervisors in empathy, understanding, and morale vs. productions.

Action: Develop a Training Program for Management and Supervisors.

In progress

Staff & Management

A Training Program has been initiated.

7-E

Goal: Support and expand the Mentoring Program.

Action: Institutionalize a Mentoring Program to allow for hands-on experience and training for junior planners while providing assistance and leadership experience for senior level staff.

In progress

Staff & Management

Developed a mentoring program and have been providing ongoing maintenance of the program.

7-F

Goal: Increase availability of existing Supervisors. Add more Supervisors if necessary.

Action: Change the role of Supervisors through the job description and requirements.

Under review by Management: revised job description & retention/attrition data (to determine why Supervisors’ aren’t available and if more positions would resolve the issue)

Management

A revised job description for Supervising Planners has been drafted and is under review by Management. Retention and attrition data have been compiled and are being reviewed by Management.

7-G

Goal: Management needs to be a mix of homegrown people and people with experience in other agencies.

Action:

Future item

Management

7-H

Goal: Enhance the recruitment program and establish a retention program. Create a positive work environment and recognize quality work.

Action: Establish a retention program.

Under review by Management: retention/attrition data

Management

Retention and attrition data have been compiled and are being reviewed by Management to refine retention program.

PIT I Recommendations Section 8: Improving training of staff, applicants, and agents

Contact person: Rita Bright & Adrienne Domas

Status

Level of Review Required to Implement

Coordination with and questions for other steering groups

Milestones & Accomplishments

8-A

Goal: Provide training sessions right away on high-priority issues.

Action: Develop a Training Program.

In progress

Staff & Management

Training sessions are occurring at all planner levels in the department. Managers have participated in consultant-led management trainings. Supervisor trainings are scheduled at regular intervals for the next six months. P&D has developed quarterly training calendars for planning related issues. A Training of Trainers session was held on Feb. 3

8-B

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

Action: Schedule trainings at an appropriate pace, and develop a reliable training schedule.

In progress

Staff & Management

The Planning Process Analyst (PPA) is currently calendaring all levels of training to ensure that we keep a steady pace, yet do not oversubscribe our staff. Emphasize the duty of each trainer to commit to a reliable training calendar

8-C

Goal: Provide training specific to various experience levels.

Action: Develop a Training Program with consideration for the various experience levels, improve understanding between staff with varying duties, and monitor staffs’ training attendance, reconciled through periodic feedback to staff, employee performance evaluations and promotional consideration.

In progress and under review by Management

Staff & Management

Management is reviewing the current requirements for varying planner levels. Management and Supervisors will monitor staffs’ training attendance, reconciled through periodic feedback to staff, employee performance evaluations and promotional consideration

8-D

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

Action: Utilize technological equipment and hold appropriate trainings in both locations.

In progress

Staff & Management

The PPA is working with the North County manager to develop effective methods to ensure equitable training of staff in both offices, enhanced with teleconferencing facilities that are now in operation. P&D will also use videotapes, CDs and the intranet (using videotaped sessions) as multi-media formats to provide training.

8-E

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

Action: Develop a process to ensure consistent recordings and availability of training session materials.

In progress

Staff & Management

Trainings are now videotaped, and some will be transferred to CDs and installed into the intranet. One set of handouts used in each training session is kept in the PPA office for staff review.

8-F

Goal: Just In Time training – Supervisors and upper-level planners should be enabled to provide brief, informal trainings to staff as needed. 

Action: Provide Just-In-Time trainings and institutionalize a process for informal trainings among Supervisors/upper-level Planners and staff.

Under review

Staff & Management

As part of the Training the Trainers session, we will be reviewing different training methods including this approach, with the goal of standardizing this training format for particular activities.

8-G

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

Action: Develop a process for coordinating trainings with other agencies.

Under review

Management

The PPA is coordinating with outside agencies for training. Other sessions will be explored with Managers of the appropriate divisions.

8-H

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

Action: Provide training to the public. Develop a process for exchanging ideas to and from the public.

In progress

Staff & Management

What have we (PIT II) done for improved customer service and staff morale?

The PPA is currently coordinating with members of Steering Group #1. A public training on the whys and hows of obtaining a ministerial permit should occur within the next 4 to 6 weeks and be videotaped for public access. Opportunities for an exchange of ideas both for and from the public has not yet been developed

8-I

Goal: Consider applying geographic specialties for newer planners during the first 4-6 months of employment. 

Action:

Under review by Deputy Directors

Management

8-J

Goal: Provide a list of recommended readings to newer staff. 

Action: Provide a list of recommended readings and a place to review materials.

In progress

Staff

Training resource libraries are being developed.

PIT I Recommendations Section 9: Re-examining and clarifying the roles of other involved agencies and the BAR/MBAR

Contact persons: Tina Frank & Nicole Losch

Status

Level of Review Required to Implement

Coordination with and questions for other steering groups

Milestones & Accomplishments

9-A

Goal: The role of the BAR/MBAR and the current BAR/MBAR process needs to be re-evaluated and re-defined. 

Action:

Future item

Staff & Management

Which Steering Group is addressing this issue, and to what extent?

9-B

Goal: Define the roles of other agencies and the nature of the interaction with each agency.

Action: Develop a process for coordinating case processing with other agencies

Future item & in progress

Staff & Management

Who else is addressing this issue, and to what extent?  How can Steering Group IV improve coordination between P&D, BAR/MBAR, HLAC, APAC, USACOE, CDFG, USFWS, etc.?

Created an Interagency Coordination Subcommittee. Compiled a list of questions and suggestions regarding interagency coordination.

9-C

Goal: Staff would like more substantive input from all Subdivision/Development Review Committee members, supported with more detailed notes.

Action: Develop and disseminate more detailed notes from the SDRC meetings. Develop a process for determining which agencies need to review ministerial projects.

Completed work in progress

Staff

SDRC Chair has revised the minutes to include more detail. Ministerial cases can be brought to the Chair for an informal inquiry, or may be discussed at the end of the regularly scheduled SDRC meeting.

PIT I Recommendations Sections 10 & 11: Institutionalizing our knowledge and Improving the tools available for use by applicants, agents, and staff

Contact persons: Eva Turenchalk & Noah Greer

Status

Level of Review Required to Implement

Coordination with and questions for other steering groups

Milestones & Accomplishments

10&11

-A

Goal: Designate a records management person knowledgeable in library science.

Action: Hire (or intern) a librarian

Under review

Staff & Management

Tools Subcommittee: discussed reviewing SB City P&D, hiring/interning a County librarian or Library Science student. Recommendations to Steering Group IV by March, 2004.

10&11

-B

Goal: Combine ordinances/community plans/County Counsel opinions by topic, with master copies kept in one place.

Action:

Future item

10&11

-C

Goal: New Planners should spend time at the zoning information counter teamed with an experienced Planner.

Action:

Future item

10&11

-D

Goal: Create a centralized and valuable source of information.

Action: Organize and maintain the North County and South County libraries.

In progress

Staff

Tools Subcommittee: gathering “needed materials” list, creating to-do checklist for after Planners leave. PIT I initiated upgrade of North County library. See 10&11-A for records management. Recommendations to Steering Group IV by March, 2004.

10&11

-E

Goal: Upgrade the South County counter and ambiance.

Action: Organize counter to create a more welcoming and comfortable atmosphere, post informational plans and maps, etc.

In progress

Staff

PIT I implemented many counter recommendations, including creating a comprehensive information map at the public counter. Tools Subcommittee is researching plans to post as functional art. Recommendations to Steering Group IV by March, 2004.

10&11

-F

Goal: Digitize/scan microfiche files and explore other possibilities to digitize data. Designate a microfiche machine for staff.

Action: Assess monetary impacts of digitizing and obtaining another microfiche machine.

Under review and in progress

Staff & Management

Tools Subcommittee: researching other department’s microfiche machines, assessing monetary impacts. Recommendations to Steering Group IV by March, 2004.

10&11

-G

Goal: Develop upgraded, standardized, up-to-date protos that are easy to access and used by everyone.

Action:

Future item

10&11

-H

Goal: Upgrade Accela to become more user-friendly. Auto-create a project file with intro letter to applicant, protos, etc.

Action:

Future item

10&11

-I

Goal: Designate an interim PPA.

Action: Designate a PPA.

Completed

Staff & Management

An interim PPA position was filled, and has since been replaced with a part-time PPA (Rita Bright).

10&11

-J

Goal: Allocate time for experience Planners to assist others.

Action: Develop a Mentoring Program.

Completed and in progress

Developed a successful mentoring program and have been providing ongoing maintenance of the program.

10&11

-K

Goal: Clarify an electronic parcel registry for all parcels in the County with special challenges. Consider making available a GIS Intranet server with applications for Planners to do simple GIS queries and noticing.

Action:

Future item

10&11

-L

Goal: Determine if there are any tasks that are not essential to permit processing, and therefore, can be deleted from Planners’ workloads. Determine if there are any tasks that could more appropriately be done by others, including clerical staff, applicants, other agencies, etc.

Action:

Future item

10&11

-M

Goal: Improve the P&D work environment. Obtain more layout tables and storage space. A compendium of all policy-related documents should be available to staff. Place all GIS overlays on one Photomapper file.

Action:

In progress

Staff & Management

Tools Subcommittee: compiling wish list for North County, Buellton, and Building & Safety. Recommendations to Steering Group IV by March, 2004. PIT I initiated the compilation of one Photomapper file with the most-used overlays.

10&11

-N

Goal: Create a mapping room and provide computer systems support for the North County office.

Action: Complete the mapping room and promote the remote-access computer support.

In progress

Staff & Management

PIT I initiated the installation of a program allowing remote computer assistance. North County is assessing the options for creating a mapping room.

10&11

-O

Goal: Create a buffering/noticing procedure or application that would streamline and expedite noticing/label requests.

Action:

Future item