SR-400-008
CMO:SM:SF:AA:f:\administration\share\ccreport\matrix.partii.doc
Council Mtg: October 26, 2004 Santa Monica, California
TO: Mayor and Councilmembers
FROM: City Staff
SUBJECT: Recommendations of Matrix Consulting Group Regarding City Permit,
Plan Check, Inspection and Code Enforcement Processes, Authorization
of Positions and Consideration of Policy Recommendations
INTRODUCTION
On July 13, 2004, the City Council and Planning Commission held a joint meeting to
consider the recommendations of the Matrix Consulting Group in regard to the City of
Santa Monica’s permit, plan check, inspection and code enforcement processes.
Following a presentation by the Matrix Consulting Group, questions and answers and
public comment, the discussion among the Planning Commission and Council members
was continued to a later Council meeting date. A copy of the original staff report from
July 23, including the Matrix Consulting Group report, is attached.
DISCUSSION
Key policy recommendations of the Matrix study and developments since July include:
Initiate comprehensive updates of the Zoning Ordinance and the Land Use and
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Circulation Elements of the General Plan.
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Council initiated this process, which is the subject of another agenda item this
evening.
Simplify and streamline selected aspects of the discretionary and administrative
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permit process, while preserving opportunities for public participation, by requiring
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consolidated review by the Planning Commission of all projects greater than 25,000
square feet, by the Architectural Review Board of all projects between 10,000 and
25,000 square feet; and by staff for projects under 10,000 square feet.
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In July, the Council adopted an ordinance streamlining review of multi-family and
single-family projects in multi-family zones while maintaining public review of
multi-family projects through the Architectural Review Board.
Reduce the length of Planning Commission meetings through measures such as
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strengthening the role of the chair, special sessions to consider advanced planning
and policy items, public comment times that are consistent with those of the City
Council, delegation of certain items to the Architectural Review Board, and a policy
to not consider new items after 11 pm.
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The Planning Commission is taking steps to reduce the length of their meetings
through measures such as changing their rules of order regarding public
comment times and consideration of new items after 11 pm.
The City Council should provide leadership and direction in enhancing the
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effectiveness of the Planning Commission and the Architectural Review Board.
The Planning Commission and Architectural Review Board should hold annual
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retreats, participate in on-going training, submit annual reports to the City Council
and hold joint meetings with the City Council at least annually.
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The Commission and Council are meeting jointly this evening, as they did in July.
Interim ordinances and zoning amendments should not be considered or authorized
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while the Zoning Ordinance is being updated.
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Since July, the Council has adopted three ordinances due to expiring interim
ordinances (multi-family district standards, Montana Avenue standards, and Third
Street Promenade frontage limitations), one ordinance which was necessary to
bring the Zoning Ordinance into compliance with the California Permit
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Streamlining Act, and one interim ordinance related to the substantial remodel
threshold.
The alignment of Council, Commission and staff in achieving policy, administrative and
operational changes will result in lower implementation costs and more timely gains in
process effectiveness and efficiency. Administrative and operational changes
recommended in the report are being implemented by staff and quarterly reports will be
provided to the Council and Commission regarding progress on implementation
beginning in November.
BUDGET/FINANCIAL IMPACT
A set-aside of $500,000 was provided in the FY2004/05 budget for implementation of
Matrix recommendations. It is anticipated that the set-aside will be sufficient for first-
year staffing augmentation presuming that recommended efficiency enhancements are
achieved in discretionary review. Updates on projected costs will be provided at Mid-
Year (January/February 2005).
RECOMMENDATION
Staff recommends that the City Council discuss the policy recommendations with the
Planning Commission.
Prepared by: Susan McCarthy, City Manager
Attachment: July 13, 2004 Staff Report
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