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
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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,
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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
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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
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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
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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,
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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.
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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
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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.
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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.
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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
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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
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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
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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
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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
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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.
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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
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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
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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).
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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
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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
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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
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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.
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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
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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