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SR-400-01 (3) F:/plan/admin/ccinfo/Revised II FY01-02 Mid-Year Priorities and Accomplishments February 12, 2002 Santa Monica, California To: Mayor and City Council From: City Staff Subject: Update To Workload Priorities for Planning and Community Development Department in FY 2001/02 Attached for Council review are the third and fourth quarter priority projects in FY 2001/02 for the Planning and Community Development Department (PCD). As indicated in the Department and Division Accomplishments, Attachment E beginning on page 26, the Planning and Community Development Department has completed substantial accomplishments for the community at the mid-point of the fiscal year. Progress has been noteworthy at both the Department and Division levels. And while development activity has shown a modest decline in comparison to last year, the Department anticipates the pace of its work to remain brisk due to two essential factors: (1) the Department plays a key role in numerous City initiatives and City Council directives of which there continues to be a backlog; and, (2) the Department is facing significant staffing challenges. The staffing challenges involve: (a) the loss of experienced staff members through attrition; (b) existing staff vacancies; and (c) the need to train and help new staff members assimilate for maximum productivity. More specifically, the Department suffered the loss of 8 key staff members in City Planning and Transportation Management in 2001. Overall, the Department has 16 vacancies and is working with Human Page 1 of 36 Resources on recruitments to fill the positions. Finally, the Department is working to train and help a substantial number of new staff members assimilate. For example, when all the Department’s vacant positions are filled approximately 1/3 of the Department’s staff (about 30 key positions) will be new. ENFORCEMENT As presented in the information item submitted with the FY 01-02 budget, the Department initiated a new approach to enforcement consisting of a combination of educational, proactive and full response effort to complaints. In the first half of FY 01/02, Building and Safety received a total of 1,008 complaints (651 building code related and 357 zoning code related). This midyear look at the incoming rate of complaints indicates that FY 01-02 complaint activity is occurring within three percent of the projected workload. During calendar year 2001, staff resolved a record high of 2,036 cases. At the beginning of FY 01/02 there were 512 pending complaints. As of December 31, 2001, 296 of those have been resolved. Since July 2001, 1,008 new complaints have been filed and 654 of those have been resolved. The additional staff resources provided by Council helped to reduce the number of unresolved complaints. Full Response Method During the first six months of this fiscal year, seven code enforcement officers resolved 950 complaints (546 building code and 404 zoning code related) using the full response method. This approach includes performing site visits, researching records, obtaining inspection warrants, issuing Notice of Violations and citations, preparing cases for abatement or criminal proceedings, Page 2 of 36 testifying in court and board hearings and telephonic and written communication with the complainant. The annual rate of full response cases resolved per employee has remained essentially the same (271 vs. 275 previously reported). Four of the seven code enforcement officers are contract employees of JAS Pacific. Their ability to quickly learn the duties and responsibilities has significantly contributed to the Department’s ability to maintain caseload productivity. Full response type cases received during this six-month period are at 80% of workload rather than the projected 67%. Category 3 cases (Major Quality of Life) are 47% rather than the expected 30% of workload. Given this is the first full year of reporting for complaint priorities; insufficient data exists to determine if this is a change in trend or normal fluctuation. Rank Current Projected Title Example Concerns % % 1. 3% 15% Emergencies or “In the Act” Status Dangerous Buildings After-hours Work with Violator Present 2. 32% 22% Life-Safety Concerns Substandard Housing Work without a Permit 3. 47% 30% Major Quality of Life Issues Noise Construction Related Auto Repair Standards 4. 8% 30% Average Importance Land Use Violations Routine Building Maintenance 5. 10% 5% Lowest Priority Fences and Over height Hedges Outdoor Merchandise Page 3 of 36 Educational Approach Local residents have complained about the unsafe conditions created by unauthorized private use of the public sidewalks. They have stated their concern about entering into traffic lanes to bypass merchandise and dining tables. Elderly residents have also complained about their ability to safely navigate around reduced public access widths. Given the severity and extent of these reported violations, staff initiated an educational and proactive approach to enforcement. Staff mailed an informational letter to 4,491 business owners and 1,204 property owners along streets in the City where businesses have historically used the public sidewalk for the display of merchandise or signage. Aided by GIS technology, this letter explained city regulations specific to the zone of each property and informed business and property owners that staff would be performing periodic proactive enforcement. As a result of the mailings, approximately 150 businesses contacted code enforcement staff for further understanding of the regulations. After the notices were mailed out, staff observed some improvement but determined that proactive work will be required for substantial compliance. This proactive effort will consist of unannounced sweeps that will occur during the remaining half of the fiscal year. In spring of 2001, staff wrote an article for SEASCAPE on current workload, workload priorities and resolving the backlog of complaints. Another article was published in the Chamber of Commerce Newsletter educating business operators of common violations and ways to comply with the law to avoid a visit by code compliance staff. The article outlined common violations Page 4 of 36 such as loud noise, portable signs, bright lights and delivery trucks and explained the problems with such violations. Future articles to be published throughout the City will discuss common code enforcement concerns including over height fences and hedges, proper use of the front yard in residential districts and general property maintenance. Proactive Enforcement For the first half of the fiscal year, proactive efforts have concentrated on construction hour monitoring. This effort resulted in construction hours compliance at 68 construction sites where violations were occurring. Third and fourth quarter efforts will concentrate on short-term proactive enforcement commonly referred to as “sweeps” for the public way and auto repair facilities. Previous proactive enforcement for auto repair facilities covered standards related to lighting, outdoor repair, litter, sound, parts storage, test-driving and vehicles awaiting repair. During this phase, Code compliance staff inspected 259 sites to verify compliance with the new regulations. As a result of the site visits, staff found 154 businesses in violation of the standards and issued notices to correct violations within 30 days. Upon conducting a second site visit to verify compliance, 26 businesses continued to be in violation, were issued citations and were criminally prosecuted. One warrant was issued due to failure to appear. Throughout the enforcement process the majority of the repair businesses were cooperative and responsive. To date, enforcement efforts by City Attorney and Code Compliance staff have been extremely successful. Efforts on the auto repair facilities will include completion of the final phase of inspection for all standards required on the auto repair ordinance. In order to ensure Page 5 of 36 compliance, staff will continue monitoring existing businesses and soon begin the second phase of proactive enforcement. Increase Use of Automation To better insure that citizen concerns are tracked and responded to, an Information Systems position was added to focus solely on enhancing the capabilities of the software system currently used to track complaints. The Department has added several report features. These reports automatically list all projects awaiting response, the code compliance officer assigned to the concern and the due date for all compliance actions. In addition, automated acknowledgement letters were created to notify the complainant when known, of their case number and the officer assigned to their concern. Future automation will include the purchase of hand held inspection units and field printing of notice and orders from staff carried printers. Status of Code Enforcement Ordinance Staff is working with the City Attorney’s office on an ordinance implementing additional civil penalties for violations of the municipal code and using administrative citations and civil penalties for code violations. This effort is a departure from the current approach to enforcement and will require additional staff and consultant resources to implement. The cost of this effort will be significant and must be considered in the context of the FY02/03 budget. Other Enforcement Initiatives As directed by Council, a study is underway to analyze the cost for proactive monitoring of project conditions of approval associated with conditional use permits. This information will be presented to Council in the spring. As part of developing new approaches to code enforcement, Page 6 of 36 staff has also visited and contacted other municipalities to survey best practices of cities for administrative, technological and policy improvements. Summary Staff strives to address all types complaints. The method of enforcement may vary. A combination of informational mailings and newspaper articles, outreach seminars, intense short- term and on-going proactive enforcement, and use of full response will continue to be employed. This will ensure some level of response to all types of violations. It will also keep the backlog from growing. AUTO DEALER TASK FORCE The Council asked staff to explore alternatives when studying the recommendations of the Auto Dealer Task Force, including locations other than Santa Monica Boulevard. Based on discussion with some auto dealers, the Council was interested in expanding the scope of the study, while not delaying it, so there could be a more comprehensive look at the challenges of benefiting both the commercial and residential interests. As indicated in the priority list (Attachment A), the Auto Dealer Task Force Study is scheduled to be initiated in the fourth quarter. Expanding the scope of the study will not delay the work, however, the Study will become more complex resulting in additional staff time and consultant costs to conduct the Study. Additional budget appropriation will be required to expand the Study and must be considered in the context of the FY 2002/03 budget process. Page 7 of 36 ARCHITECTURAL REVIEW BOARD NOTIFICATION The City Council directed staff to implement the Architectural Review Board’s request for expanded public notification of design review permits including amending the Municipal Code to require mailed notification to property owners and occupants within 500 feet of a subject property and requiring site posting for projects over 1,000 square feet in area. These revised notification procedures will require a text amendment to the municipal code; at the direction of the City Council such an amendment is being initiated. Any increase in notification requirements will have on-going fiscal implications in terms of additional printing, postage, and associated staff time. The increased annual costs are estimated to total $87,761. The City could choose to offset these increased costs by absorbing them within the general fund or through increasing the affected ARB application fees. A typical 500-foot radius notice includes approximately 600 notices. The actual number of notices can vary significantly depending on the location, nearby uses and density and other factors. Annually, the City processes an average 387 Architectural Review Board applications (based on the last five years). In calendar year 2001, the City processed 392 applications. Thirty-six percent, or 143, of the applications processed last year were administratively approved and would be exempt from the proposed notification requirements. The remaining 249 applications would require mailed notification; staff estimates the number of notices involved with processing these applications to be 149,400. The average cost for printing and postage of a mailed notice is $.38. Based on this average, the fiscal impact of the proposed notification requirement would be $56,772 to cover printing and postage. In comparison, in calendar year 2001 staff processed 52 Page 8 of 36 projects and approximately 31,200 notices associated with Planning Commission development projects. During the same period staff processed 50 projects and approximately 20,000 notices associated with Zoning Administrator projects. Obviously, there are substantial differences between the ARB, the Planning Commission and the Zoning Administrator in terms of the volume of projects processed. In comparing the respective noticing requirements, the proposed ARB notification requirements represent a more extensive requirement than is currently imposed on Zoning Administrator permits, such as Variances and Use Permits. More complex projects, such as Development Review Permits and Conditional Use Permits, processed by the Planning Commission have a similar 500-foot radius notification requirement. The Architectural Review Board’s recommended posting requirements of two signs on a site is also a broader requirement than the one sign required for the Planning Commission items and will result in additional costs to applicants. In addition to the cost for printing and postage, the proposed notification requirements would have a workload impact, though such impact is somewhat difficult to estimate precisely. Based on staff’s experience with noticing for other Boards and Commissions, staff estimates the proposed notification requirements would require .5 staff assistant and .1 associate planner, or in dollar terms $30,989 ($21,681 and $9,307, respectively) for salary and benefits. Table 1 below details the different types of applications processed last year and their respective costs. Eliminating certain application types from the notification requirement, such as sign and landscape plans, would reduce the fiscal impacts, including workload costs. Page 9 of 36 Table 1: Estimated Fiscal Impacts for ARB Notification Requirements APPLICATION TYPES STAFF BUILDING LANDSCAPE SIGN TOTAL APPROVED DESIGN PLANS PLANS (may include sign plans and landscape plans) Number of 143 167 14 68 392 Applications Percent of Total Applications 36.4% 42.6% 3.7% 17.3% 100% Estimated Annual Cost of Mailing N/A $38,076 $3,192 $15,504 $56,772 Annual Staff Costs Associated N/A $20,794 $1,735 $8,460 $30,989 with New Requirements The current ARB processing fee ranges from $184.07 for signs and landscaping to $807.55 for building design. Currently, these fees are generally in line with surrounding jurisdictions. Depending on how the City chose to offset the increased printing, postage and workload costs (either absorb the costs in the general fund or increase the processing fees), an applicant’s direct costs to process those affected ARB applications could increase by approximately $953 to a total of $1,137.07 for signs and landscaping and $1,760.55 for building design. This increase would include the costs to prepare the radius notice/labels (estimated at $600) and, assuming full cost recovery, an increase (estimated at $353) in the ARB permit fee. In addition to the fiscal and staffing implications associated with the proposed notification requirement, the amount of time to process an Architectural Review Board application would increase by approximately three weeks, depending on meeting schedules. Page 10 of 36 In order to begin preparation of the text amendments and procedural changes for the ARB, projects currently scheduled for the 4th quarter would be delayed. Specifically, staff has shifted the(1)Transportation Right-of-Way Zoning and Environmental and (2) the Circulation Element to the deferred projects list. In summary, the proposed notification requirements would (1) increase ARB permit processing by 3 weeks, resulting in a total processing time of approximately 9 weeks for ARB permits; (2) either increase applicant costs by approximately $953, or cause the City to annually absorb approximately $87,761 in increased costs for noticing and staffing; and, (3) require the Circulation th Element and Transportation Right-of-Way Zoning and Environmental previously scheduled for 4 quarter implementation to be deferred in order to facilitate the changes to the Municipal Code and the on-going workload. CONSOLIDATION OF RETAIL USES ON THRID STREET PROMENADE At the January 8, 2002 meeting the Council asked staff to evaluate the issues related to the consolidation of retail uses on the Promenade. This effort is beyond the capabilities of staff and will require consultant assistance. Staff is showing the project as a deferred project, however, should the Council decide to make this a priority for the third and forth quarter, work on the east/west commercial corridors would be deferred. BUDGET AND FINANCIAL IMPACT Expanded ARB new noticing procedures will result in budget impacts. The fiscal impact of the Page 11 of 36 proposed notification requirement would be $56,772 to cover printing and postage. The proposed notification requirements would also require .5 staff assistant and .1 associate planner, or in dollar terms $30,989 ($21,681 and $9,307, respectively) for salary and benefits. The associate planner costs could be off-set by deferring other priority projects. However, in order to implement the new noticing, a part time staff assistant will be required. The increased annual costs are estimated to total $87,761. The City could choose to offset these increased costs by absorbing them within the general fund or through increasing the affected ARB application fees. RECOMMENDATION Staff recommends the Council review the proposed priorities and provide comments. Prepared By: Suzanne Frick, Director Andy Agle, Deputy Director Lucy Dyke, Transportation Planning Manager Ellen Gelbard, Deputy Director Timothy P. McCormick, Building Officer Jay Trevino, AICP, Planning Manager Attachment A: City Planning Priorities Attachment B: Transportation Management Priorities Attachment C: Building & Safety Priorities Attachment D: Administration Priorities Attachment E: Department & Division Accomplishments Attachment F: Board and Commission Priorities for Council Consideration Attachment G: Trends by Calendar Year and Complaint Activity Page 12 of 36 ATTACHMENT A City Planning Division Priorities Mid-Year Update FY 01/02 Third Quarter Projects Fourth Quarter Projects Current Planning Caseload Current Planning Caseload Status: On-going Status: On-going Permit Process Permit Process Re-Design Improvements Status: On-going Status: Implementation of second phase underway Environmental for Environmental for Preferential Preferential Parking Parking Status: On-going Status: On-going Environmental for Pier Environmental for California Ramp Incline Reconstruction Status: Underway th Status: To be initiated in 4 quarter Environmental for Main Auto Dealer Standards Library Reconstruction th Status: To be initiated in 4 Status: Underway; award quarter of contract scheduled for February 26 City Council meeting Environmental for Historic Preservation Element Status: Draft element approved in concept by City Council; environmental document rd to be initiated in 3 quarter Third Quarter Projects Fourth Quarter Projects Child Care Nexus Study Page 13 of 36 Status: Underway Noise Ordinance Update Status: Underway; first public outreach meeting conducted in December 2001 Antenna Ordinance Update Status: Underway Text Amendment for height variance procedures in Ocean Park Status: Underway; Planning Commission rd review anticipated in 3 quarter Environmental for Breakwater Status: Underway Master Environmental Assessment (MEA) Status: Draft completed; Planning Commission rd review scheduled in 3 quarter, Council review in th 4 quarter Text Amendment for ARB notification requirements Status: To be initiated in rd 3 quarter Page 14 of 36 City Planning Division Priorities Mid-Year Update FY 01/02 Deferred Projects ?Alcohol policy ?R-1 standards for Sunset Park & North of Wilshire neighborhoods ?Environmental for City Yard Master Plan ?Main Street Incidental Arts & Entertainment ?Development Agreement Monitoring ?Santa Monica Boulevard Streetscape ?North of Wilshire Development Standards/Demolition Permits (establish permanent standards to replace interim ordinance) ?Montana Avenue Standards (establish permanent standards to replace interim ordinance) ?Development Review Threshold (establish permanent standards to replace interim ordinance) ?Design Compatibility Permit/Construction Rate Program (establish permanent standards to replace interim ordinance) ?Conservation Element Update ?Environmental for Palisades bluff stabilization ?Amendment to Multi-Family development standards to enable adjustments to the building envelope standards in multi-family zones in appropriate cases when an existing structure is remodeled or expanded. ?Revise procedures related to enacting interim ordinances ?Streamline planning review for projects exceeding Green Building requirements ?Short-Term/Corporate Housing (establish permanent requirements to replace moratorium) ?Review Procedures for Airport projects ?Evaluate housing in the Light Manufacturing and Studio District (LMSD) ?Circulation Element Update ?Transportation Right-of-Way Zoning and Environmental Page 15 of 36 CITY PLANNING DIVISION Focus of Third and Fourth Quarter FY 2001/2002 PROCESS CURRENT PLANNING CASELOAD Ongoing processing of current planning cases including Administrative Approvals, Variances, Temporary Use Permits, Use Permits, Conditional Use Permits, Development Review Permits. During the third and forth quarter the following projects will have completed environmental and be reviewed by the Planning Commission, and if necessary, the City Council: Lantana North and South nd McDonalds Development Project at 2 Street and Colorado Housing Development Project at the Boulangerie site IMPROVE PERMIT PROCESS Participating in an inter-department effort to revise the development permit process. Phase two of the permit process improvements was implemented on October 1, 2001. The current focus is on making further process refinements, staff training, and improving outreach to users of the system, and obtaining feedback on how the process is working.. ENVIRONMENTAL FOR HISTORIC PRESERVATION ELEMENT Preparing the required environmental document as a follow up to the City Council’s December 2001 approval-in-concept of the draft element MASTER ENVIRONMENTAL ASSESSMENT (MEA) UPDATE Updating the Master Environmental Assessment, which forms the baseline of environmental information and factors used by the City in evaluating development projects and preparing Environmental Impact Reports, Initial Studies/Negative Declarations, NEPA documents, etc. BREAKWATER EIR Preparing EIR for proposed Santa Monica Bay Breakwater and present to City Council for certification. PIER RAMP EIR Preparing EIR and NEPA documents for vehicle ramp off the Santa Monica Pier to the 1550 parking lot. CHILD CARE NEXUS STUDY Preparing “nexus” analysis to determine private developer obligation in providing childcare services and facilities in new development projects. AMENDMENTS TO THE NOISE ORDINANCE Updating the Noise Ordinance to provide greater protection to residents living in proximity to industrial and commercial uses, ensuring that the ordinance is fully and fairly enforceable. Page 16 of 36 ENVIRONMENTAL FOR MAIN LIBRARY RECONSTRUCTION Preparing environmental review and process planning approvals for the Main Library reconstruction project REVIEW AND REVISE AUTO DEALER DEVELOPMENT STANDARDS Developing recommendations to address both the neighborhood concerns and parking and development needs for existing automobile dealerships. ANTENNA ORDINANCE Updating antenna ordinance to reflect existing neighborhood conditions and current FCC regulations TEXT AMENDMENT FOR HEIGHT VARIANCES IN OCEAN PARK DISTIRCT Preparing a text amendment to broaden applicability of height variances in the Ocean Park District. PREFERENTIAL PARKING ZONES Preparing appropriate environmental documentation in compliance with CEQA for preferential parking zone requests. ENVIRONMENTAL FOR THE CALIFORNIA INCLINE RECONSTRUCTION Preparing environmental document for the reconstruction of the California Incline TEXT AMENDMENTS FOR ARB NOTIFICATION Amending the municipal code to provide for broader ARB notification Deferred Projects AMENDMENT TO MULTI-FAMILY DEVELOPMENT STANDARDS Amending the multi-family zoning standards to enable adjustments to the building envelope standards in multi-family zones in appropriate cases when an existing structure is remodeled or expanded. PROCEDURES FOR INTERIM ORDINANCES Preparing ordinance amendments related to the procedures for adopting interim ordinances. GREEN BUILDING ORDINANCE GUIDELINES Streamlining the planning and permitting process for projects that exceed green building requirements NORTH OF WILSHIRE DEVELOPMENT STANDARDS FOR MULTI-FAMILY DISTRICTS, CHANGES TO DEMOLITION ORDINANCE Preparing permanent regulations and associated environmental document to convert interim regulations to permanent standards Page 17 of 36 CONSERVATION ELEMENT UPDATE Updating the City’s Conservation Element of the General Plan and preparing the associated environmental document. REVISE SINGLE FAMILY DEVELOPMENT STANDARDS FOR SUNSET PARK AND NORTH OF WILSHIRE Initiate review of development standards for all R1 districts except North of Montana. REVIEW PROCEDURES FOR AIRPORT RELATED PROJECTS Developing procedures for the review of projects at the Santa Monica Airport. Draft procedures developed with a subcommittee of Airport Commission and Planning Commission. ALCOHOL POLICY Developing citywide alcohol policy related to location, permitting, licensing, concentration, and enforcement. MAIN STREET INCIDENTAL ARTS AND ENTERTAINMENT Analyzing appropriate mechanism to allow incidental arts and entertainment on Main Street. Action deferred at the request of Main Street Merchants Association and OPCO. DEVELOPMENT AGREEMENT MONITORING Ongoing monitoring of existing development agreements to ensure compliance of programs and implementation of required policies. SANTA MONICA BOULEVARD STREETSCAPE IMPROVEMENTS th Designing improvements for Santa Monica Boulevard between 7 Street and the eastern City limits. MONTANA AVENUE PERMANENT STANDARDS Preparing of permanent standards for Montana Avenue. DEVELOPMENT REVIEW THRESHOLDS Preparing ordinance and environmental review to establish permanent development review thresholds. DESIGN COMPATIBILITY PERMIT/CONSTRUCTION RATE PROGRAM Preparing ordinance and environmental review to establish permanent standards to replace interim standards. ENVIRONMENTAL FOR CITY YARD MASTER PLAN Preparing environmental document for City Yard Master Plan ENVIRONMENTAL FOR PALISADES BLUFF STABILIZATION Preparing environmental document for Palisades bluff stabilization Page 18 of 36 SHORT-TERM/CORPORATE HOUSING Establishing permanent regulations related to short-term/corporate housing to replace moratorium HOUSING IN THE LMSD DISTRCT Evaluate changing the Zoning Ordinance to allow housing in the Light Manufacturing Studio District CIRCULATION ELEMENT UPDATE Updating the City’s Circulation Element of the General Plan and associated Environmental Impact Report NEW ZONING DESIGNATION FOR THE TRANSPORTATION RIGHT OF WAY Developing a new zoning district to address short term and long term uses along the MTA right- of-way Page 19 of 36 ATTACHMENT B TRANSPORTATION MANAGEMENT DIVISION PROJECTS Focus of Third and Fourth Quarters FY 2000/2001 DAY-TO-DAY OPERATIONS Citizen requests, inquiries and complaint; school area traffic safety; public counter plan checks and inquiries from the public, engineers, architects and developers; oversize, overweight, housing moving permits; traffic control plan checks; review of street and encroachment permits; traffic signal operations (signal timing and minor improvements); assist City Attorney’s office with traffic related lawsuits; annual/regular updates of traffic count, speed, etc information; process parking lot permits; maintain on-street meters; issue on-street meter permits; manage employee parking lot, permits and keycards; issue and enforce valet parking permits; issue temporary parking permits; review traffic studies/environmental impact reports. TRAFFIC OPERATIONS The Division's primary responsibility is to install, maintain and repair all traffic control devices along the City's street system, including signs, striping and pavement markings, curb zones, parking meters and traffic signals. This includes approximately 160 traffic signals, 25,000 traffic signs, and 6,000 parking meters. In emergency situations the Division also provides personnel and materials to assist with emergency traffic control, including providing and installing road barricades and traffic signs, and the after-hours repair of traffic signals. NEIGHBORHOOD TRAFFIC MANAGEMENT PLANS Program to develop and implement traffic management plans for residential and neighborhood areas throughout the City. The program includes the use of traffic calming devices to manage the speed and volume of traffic on residential streets. During the second and third quarters we will pick up with projects deferred due to staffing shortages—Highland Avenue/Marine Street plans and Wilson Place barrier design and construction. TRANSPORTATION MANAGEMENT PROGRAM This is an on-going program to administer the City's Transportation Management Ordinance and encourage employees to use alternative transportation. IMPROVE PERMIT PROCESS AND COMMUNITY OUTREACH Continue to participate in an inter-departmental effort to revise the permit process. The process during the next four months will focus on improving interdivisional coordination and communication, meeting stated time goals, and providing up-front information to developers of single-family projects in single family zones. Improve outreach to residents and businesses through handouts providing additional information at public meetings and meetings with community groups. Page 20 of 36 PREFERENTIAL PARKING PROGRAM This is an on-going program to improve the administration and implementation of the City's preferential parking program, including the processing of requests, the establishment of parking zones and the sales and administration of parking permits. During the Second and Third Quarters we anticipate renewing over 10,000 permits and establishing new regulations in four areas. CONSOLIDATED PARKING OPERATIONS Improve auditing and accountability, space availability and quality and quantity of parking information available to the public. Install pay on-foot stations on Third Street Promenade. Begin implementation of monument signs with real time space availability. SCHOOL CROSSINGS AND PICK-UP AND DROP-OFF Develop effective measures to address school crossings and provide adequate pick-up and drop – off areas around schools. CROSSWALK IMPROVEMENTS Complete construction of Phase I crosswalks (Montana, Ocean, Neilson Way, Barnard Way anticipated completion February, 2002). Complete design of Phase II crosswalks (Wilshire, th Ocean Park, Santa Monica, 26 Street). DOWNTOWN PARKING AND CIRCULATION Complete Council review of Downtown parking management program and begin program implementation. Continue to manage upgrade and refurbishment projects in parking structures. Expand use of electronic meters and cash cards as funding permits. TRAFFIC SIGNAL UPGRADES Prepare designs for upgrades of signal equipment and communications at priority intersections. Complete installation of traffic signal system battery back-up systems and opticom emergency vehicle signal priority system at funded locations. CITYWIDE SIGN REPLACEMENT PROGRAM This is a multi-year project to replace all of the traffic control signs throughout the City. The program also includes the reduction of sign clutter where ever possible. The project is scheduled to be completed in FY 2001/2002. COMPUTERIZED TRAFFIC CONTROL DEVICES INVENTORY PROJECT This is a project to develop and implement a computerized Traffic Control Devices Inventory (TCDI). Beyond the inventory, the program will track the installation, maintenance and repair of signs, curb zones, and pavement markings, and will assist with the management and control of Division resources. Page 21 of 36 MASTER ENVIROMENTAL ASSESSMENT Assist Planning Division in preparation of Transportation and Circulation section of new Master Environmental Assessment. Develop a strategy for streamlining future updates of the Transportation and Circulation section of this document. TRANSIT MALL CONSTRUCTION Continue to assist implementation of construction mitigation program. EVALUATE PARKING SOLUTIONS FOR EAST /WEST COMMERCIAL CORRIDORS At the conclusion of the Downtown Parking Task Force process, if funding is appropriated, initiate similar process to evaluate parking solutions along the east/west commercial corridors. Process will include selection of a task force, hiring a consultant team and identifying parking options. Options to be reviewed include subterranean parking and housing on existing “A” lots, maximizing on-street parking opportunities by removing or reducing red curbs, shuttles, and remote parking. SPEED HUMP ALTERNATIVES Review and make recommendations to Council on permanent installation. VALET PARKING Implement regulations for valet parking in the downtown, following input from the Bayside District and downtown valet operators and merchants. NEW SIGNAL AT BERKELEY STREET AND SANTA MONICA BOULEVARD Design and prepare bid documents for installation of a new traffic signal at Berkeley Street and Santa Monica Boulevard. LINCOLN COORRIDOR TASK FORCE Participate in an inter-agency committee and collect data as requested for on-going studies. SYNCHRONIZE/INTERCONNECT TRAFFIC SIGNALS This project is a three-year program to upgrade and modernize the traffic signals in and around the City to improve traffic flow. Projects Deferred INVENTORY OF DIAGONAL PARKING OPPORTUNITIES IN RESIDENTIAL DISTRICTS Inventory streets in preferential parking districts to determine feasibility of diagonal parking. EMPLOYEE PARKING IN PREFERENTIAL PARKING AREAS Staff to research potential citywide policy the issuance of permits for employee parking in Preferential Parking Zone areas. Page 22 of 36 TH EVALUATE OPTIONS THAT WILL ALLOW CONTINUED PARKING IN 11 COURT ALLEY th Staff directed to evaluate options that will allow continued parking in 11 Court alley, which has allowed parking since 1974, without impeding access or operation of City fire, police and service vehicles, as well as review the City’s code section on public parking in alleys and return to Council with recommendations. Page 23 of 36 ATTACHMENT C BUILDING AND SAFETY DIVISION PRIORITIES Focus of Third and Fourth Quarter FY 2001/2002 DAY-TO-DAY OPERATIONS Review and approval of building plans; issue construction related permits; perform building inspections; respond to citizen requests, questions and complaints; provide public counter assistance; investigate and resolve zoning, building and housing code violations; and enforce noise ordinance and construction noise restrictions. IMPROVE PERMIT PROCESS AND COMMUNITY OUTREACH Participate in an inter-department effort to revise the permit process. The process during the next four months will involve extensive staff effort to analyze current systems, identify improvements, and identify implementation strategies. Improve outreach to residents and businesses through handouts providing additional information at public meetings and meetings with community groups. CUSTOMER SERVICE ENHANCEMENTS Develop web page with printable versions of all current forms and handouts. Implement interactive voice response system for inspection requests. Use of hand-held inspection recording devices to promptly notify permit holders of inspection results through wireless technology. Develop list of permits that can be issued over the Internet. Begin development of Internet permitting option. FEE STUDY Complete and coordinate citywide revisions for fees related to development activity in order to accomplish full cost recovery. Study costs of code enforcement and annual monitoring of conditional use permits. BUILDING CODE AMENDMENTS Update existing municipal code requirements for building regulations as required for cities and counties due to State amendments. UNIVERSAL ACCESSIBILITY REGULATIONS Review and consideration of building regulations requiring universal accessibility for persons with disabilities in new residential and commercial construction. CREATE ADDITIONAL CIVIL PENALITES FOR CODE ENFORCEMENT Work with City Attorney’s office to implement use of administrative citations and civil penalties for violation of municipal code. Survey best practices of cities for administrative, technological and policy improvements. Page 24 of 36 AUTO REPAIR ENFORCEMENT Complete the final phase of proactive enforcement of auto repair ordinance. Resurvey all existing sites for continued compliance to new auto repair standards. USE OF PUBLIC WAY ENFORCEMENT Having completed the educational program, begin proactive enforcement along main thoroughfares that have historically used the public sidewalk for the display of merchandise or signage. ENFORCEMENT OF THE SEISMIC RETROFIT ORDINANCE Begin noticing and issuing of compliance orders for all high-rise structures in the City with non- ductile concrete or welded steel frame weaknesses that require rehabilitation per the City’s mandatory seismic retrofit ordinance. CONFER WITH U.S. POST OFFICE PERSONNEL RE: LOCAL BLDG. REGULATIONS Staff to confer with appropriate U.S. Post Office personnel regarding local building regulations th applicable to the proposed postal facility on 7 Street, and also to request curbside postal drop off and investigate HR 670. Projects Deferred SIGN ENFORCEMENT Initiate proactive enforcement of non-conforming signs that are required to be removed as of April 2000. Page 25 of 36 ATTACHMENT D ADMINISTRATION DIVISION Focus of Third and Fourth Quarter FY 2001/02 CIVIC CENTER PLANNING PROCESS Begin preparation of the written Draft Specific Plan and initiate the Environmental Review Process. CIVIC CENTER PARKING STRUCTURE Initiate schematic design and begin environmental review process. CROSSWALK AND PEDESTRIAN POLICIES AND ENHANCEMENTS Develop construction drawings and specifications for Phase II (including 26th Street) and bid construction contract. Conduct crosswalk enhancement study for east Colorado to coincide with neighborhood traffic improvements. DOWNTOWN PARKING STUDY Seek City Council's conceptual approval of Downtown Parking Task Force recommended parking strategy for the downtown area. Refine and prepare implementation strategies for adoption by Council. 4TH STREET TRAFFIC PLAN The traffic plan includes curb extensions, median modifications, entry islands, enhanced crosswalks and a traffic circle. Complete the design, bid the project and obtain Council authorization for construction. BROADWAY AND COLORADO MEDIANS (MID CITY TRAFFIC PLAN) The final components of the Mid City Traffic Plan are the design and construction of landscaped medians on Broadway between 26th and Centinela, and Colorado between Stewart and Centinela. Broadway medians are being designed and constructed as part of the Phase II crosswalk project and the Colorado improvements will be coordinated with the Colorado crosswalk enhancement study (Crosswalk Enhancement update above.) CROSSWALK AND PEDESTRIAN POLICIES AND ENHANCEMENTS th Develop 26 Street Corridor crosswalk recommendations and incorporate into Phase II design work. Begin Phase III public outreach. CONVERT SM PLACE STRUCTURES TO ATTENDANT PARKING Work with Santa Monica Place to implement attendant parking in the Santa Monica Place parking structures. Page 26 of 36 ATTACHMENT E DEPARTMENT AND DIVISION ACCOMPLISHMENTS IN FIRST AND SECOND QUARTER 2000/2001 Department Accomplishments PERMIT PROCESS IMPROVEMENTS The City has maintained its commitment to clarify and improve the permit process in order to help applicants understand and comply with City regulations. Given its prominent role in the permitting process, the Planning and Community Development Department (PCD) has helped to coordinate and lead these multi-departmental efforts. Indeed, each of the 3 Divisions in PCD has been actively involved. The first phase of the permit process changes was implemented in May 2001. The goal of this and subsequent phases of the permit process improvements is to ensure that customers get early and accurate information concerning the City’s regulations and procedures – so that customers are not surprised or projects delayed by unforeseen requirements. Moreover, these efforts help to ensure greater compliance with City regulations. The first phase involved changes such as: opening of a new permitting counter area, establishing categories of permit types (Over-the- Counter, Standard and Complex), and creating applicant guides to explain requirements and procedures to customers. While many of the new changes have worked well at clarifying City regulations, staff is continuing to refine other changes in response to user feedback. These refinements include streamlining the review of minor Over-the-Counter projects and allowing applicants to mail-in requests for simple electrical, plumbing and mechanical permits, and streamlining approval of interior remodels for multi-family. The second phase of the permit process changes was implemented in October 2001. This phase involved changes such as: ?Appointing a Project Manager for all projects to coordinate the City’s review and assist customers throughout the process ?Providing early written feedback to customers from all City departments during a project’s initial planning review ?Establishing a Pre-Submittal Review Meeting to allow applicants for larger and more complex projects to meet with members of all affected City departments prior to filing applications ?Creating uniform and consistent staff checklists to assist in the review of projects ?Establishing consistent turn-around times for staff review of projects that cannot be reviewed over-the-counter. The target times are: 6 weeks for an initial submittal, 3 weeks for second re-submittal, and 1 week for subsequent submittal ?Conducting training for all staff involved with permitting functions ?Encouraging on-going feedback from customers through customer survey questionnaires on public counters and periodic public meetings with customers (the next public meeting is scheduled for February19, 2002 from 6:30 to 8:00 p.m. at the Ken Edwards Center. Page 27 of 36 DEPARTMENT WEB SITE The Planning and Community Development Department launched an expanded and improved web site in 2001 to provide more information to the community and in a user-friendlier format. In addition to the new look and layout, staff has expanded the types of information and resources available on-line. For example, in addition to a wealth of archival information and the entire municipal code, the following documents and resources are now available on-line: ?Various documents related to the Architectural Review Board (ARB), the Zoning Administrator, the Planning Commission, and the Landmarks Commission such as applications, staff reports and agendas ?Current Projects List ?Pending Projects List ?Expanded use of WIN ?Neighborhood Group information ?All new handouts and applications related to the permits process improvements ?Environmental Impact Reports ?Public parking map ?Preferential parking petitions ?Bicycle map ?Truck route map ?Interactive code compliance complaint form ?Building permit fee schedule and information ?Several commonly used forms and applications Transportation Management Accomplishments ON-GOING OPERATIONS ?Reviewed 453 applications for development permits ?183 Over the counter ?270 Standard/Complex ?This review rate is a 100% increase over previous years due to effectiveness of new permit process in routing applications to this division. ?Reviewed 414 applications for use of public right of way ?Responded to 176 service requests ?Implemented 3 preferential parking zones ?Renewed approximately 10,000 preferential parking permits ?Reviewed Environmental Impact Reports for Lantana, North Main Street, Second Street ?Created a parking web site identifying parking resources throughout Santa Monica CROSSWALKS Managed construction of Phase I Crosswalks on Montana Avenue, Ocean Avenue, Neilson Way and Barnard Way (to be completed February, 2002). Page 28 of 36 IMPLEMENT TRAFFIC MODIFICATIONS ON NEILSON WAY Project is currently complete. MASTER ENVIRONMENTAL ASSESSMENT Reviewed and directed revision of traffic data & analysis for this draft policy document. LINCOLN CORRIDOR TASK FORCE Evaluated proposals from consultants and identified Santa Monica advisory committee members. TRAFFIC SIGNAL BATTERY BACK-UPS Installed cabinets for battery back-up system. PARKING OPERATIONS Opened New Structure #9. Installed upgraded access and revenue control equipment in all garages. Reassigned monthly parkers to free up daytime spaces in all garages for visitor/customer parking. Installed test location of multi-bay meters with smart-card technology. Participated in design process for restroom and lobby upgrades. Implemented off-peak pay –on-exit with hourly rates at Santa Monica Pier. Revised annual and monthly beach parking renewals and permits. SCHOOL AREA ACCESS With Police Department, added optical green warning signage for unsignalized crosswalks with crossing guards present. PREFERENTIAL PARKING Redesigned permits to help enforcement, streamline renewals and save money. Administration Accomplishments CIVIC CENTER PLANNING PROCESS Completed evaluation and conceptual plan workshops. Civic Center Working Group adopted a recommended Conceptual Land Use Plan. CROSSWALK ENHANCEMENTS Council approval of 26th Street enhancements. DOWNTOWN PARKING MANAGEMENT STUDY Completed a comprehensive parking strategy for the downtown area to enhance the availability of parking. City Planning Accomplishments HOUSING ELEMENT Completed final Housing Element, and associated CEQA document, including final adoption by Planning Commission and City Council; draft approval of Housing Element from the California Page 29 of 36 Department of Housing and Community Development (HCD). OPEN SPACE ELEMENT Completed final Open Space Element, and associated CEQA document, including final adoption by the Parks and Recreation Commission, Planning Commission and City Council. SIGNIFICANT DEVELOPMENT PROJECTS Completed processing of North Main Street mixed-use project through Planning Commission (currently pending City Council appeal); Completed processing Virginia Avenue Park project through Planning Commission (currently pending City Council review); Completed processing of Fifth Street Hotel project through Planning Commission (currently pending re-design by applicant). NOISE ORDINANCE UPDATE Initiated comprehensive update to Noise Ordinance; conducted first of several community outreach meetings in December 2001. ANTENNA ORDINANCE UPDATE Continued work for comprehensive update to Antenna Ordinance; consultant contract finalized and interdepartmental core team established. PIER RAMP ENVIRONMENTAL Initiated preparation of environmental document for Pier Ramp project; consultant contract finalized and work on Draft EIR commenced. CHILD CARE NEXUS Initiated analysis related to Child Care Nexus project; consultant scope of work being finalized. TRANSIT MALL OUTDOOR DINING GUIDELINES Completed outdoor dining guidelines to facilitate transit mall project MASTER ENVIRONMENTAL ASSESSMENT (MEA) Completed draft of Master Environmental Assessment (MEA); scheduled for Planning Commission review in January/February, and tentatively for City Council in March/April. MAIN LIBRARY ENVIRONMENTAL Initiated preparation of environmental document for Main Library reconstruction project; consultant selected and scope of work being finalized; IMPROVED PLANNING COMMISSION PACKET AVAILABILITY Implemented system to prepare and distribute Planning Commission packets to improve availability by 1 week STAFF RECRUITMENT AND TRAINING Page 30 of 36 Recruited and trained 9 new staff members (33% of Division) LANDMARKS & HISTORIC PRESERVATION 1.Historic Resources Inventory Update – Completed draft of first phase of Historic Resources Inventory for the north of Montana area. 2.Landmarks Handouts – Completed various handouts to help inform and educate the community, realtors and others concerning historic preservation 3.Landmark and Structure of Merit Designations – Designations for 1333 Ocean, Santa Monica Civic Auditorium, 224 18th Street, Lido Hotel; and pending designations for 451 18th Street, 470 18th Street, and 236 Adelaide 4.Approval of 3 Mills Act contracts 5.Historic Preservation Element – Completed draft Historic Preservation Element and approval in concept by the Landmarks Commission, Planning Commission and City Council Building & Safety Accomplishments DAY-TO-DAY OPERATIONS Reviewed and approved 816 building plans; issued 1,510 construction related permits; performed 6,345 building inspections; investigated 1,008 code violations and performed 2,201 related enforcement inspections; answered approximately 35,000 phone calls and provided public counter assistance to some 7,500 persons. IMPROVE DEVELOPMENT PERMIT PROCESS AND COMMUNITY OUTREACH Participated in an inter-department effort to revise the development permit process. Implemented and coordinated citywide reviews of building permit applications. Created and revised public handouts. CUSTOMER SERVICE ENHANCEMENTS Began work on implementation of interactive voice response system for inspection requests. Solicited proposals from manufacturers and software producers for integration of hand-held inspection recording devices to existing permit software. FEE STUDY Managing ongoing effort for citywide revisions for fees to recover full cost of services related to development activity. UNIVERSAL ACCESSIBILITY REGULATIONS Solicited proposals for consultant to perform study of possible building code modifications. Reviewed proposals and selected consultant. Created project schedule. CREATE ADDITIONAL CIVIL PENALITES FORCODE ENFORCEMENT Page 31 of 36 Ongoing work with City Attorney’s office to create ordinance for administrative citations and civil penalties for violation of municipal code. Surveyed best practices of other cities for administrative, technological and policy improvements. Began study of budget implications for increased enforcement costs. USE OF PUBLIC WAY ENFORCEMENT Completed mailing of educational materials to 4,491 business owners and 1,204 property owners along main thoroughfares in the City that have historically used the public sidewalk for the display of merchandise or signage. Explained city regulations specific to zone of each property and notified business and property owners of pending proactive enforcement. INCREASED ENFORCEMENT OF THE SEISMIC RETROFIT ORDINANCE Completed review of all existing City archived plans to determine proper building type prior to noticing and issuing of compliance orders for all high-rise structures in the City with non-ductile concrete or welded steel frame weaknesses that require rehabilitation per the City’s mandatory seismic retrofit ordinance. Met with local structural engineering community to explain requirements and solicit input. Created advisory board of consulting engineers for program input. Page 32 of 36 Attachment F RECOMMENDED BOARD AND COMMISSION PRIORITIES ARB 1. Exemplary Design Awards (to reward & encourage excellent design) 2. Lincoln Blvd Corridor Urban Design/Streetscape Study (an inventory of what's out there as a precursor to further recommendations) 3. Conferences (allocation of money for Board members to attend related conferences) 4. Increased enforcement (particularly for signs) LANDMARKS 1. Ensure that $30,000 per year is enough to complete the Historic Resources Inventory in 5 phases. (We'll have a better sense of the correct amount within the next few weeks as we receive proposals to our recent RFP) 2. Accelerate the Inventory Update process due to the high rate of demolition. 3. Allocate additional staff for preservation issues - not just for the Inventory Update process, but also for the other issues and programs identified in the Preservation Element. PLANNING COMMISSION 1. Code Enforcement 2. Prepare a text amendment and associated environmental review to revise landscape standards in the Zoning Ordinance to require landscaping in the M1 zoning district. 3. Prepare a text amendment and associated environmental review to review and revise (1) the design standards for front yard areas, including front yards of multi-family projects within the Downtown, to incorporate greater pedestrian friendly features such as terracing, landscaping, pergolas within the front yard, and (2) the calculations for rear yard and setbacks to eliminate ½ of the rear alley from the density and setback calculation. Page 33 of 36 Page 34 of 36 Attachment G Trends by Calendar Year and Complaint Type Page 35 of 36 2400 Sign/Outdoor Merchandise 2000 Nuisance Page 36 of 36 Abatement Noise 1600 Fences/Hedges Investigations CUP/DR 1200 Inspections Auto Repair 800 Other (B & Z) # of Complaints Residential Housing 400 Construction Related 0 19971998199920002001 Calendar Year