4c) Discussion and Possible Action Including Conduction of a Public Workshop Regarding Collaboration on Identification of Potential System Improvement within Planning and Building Services and Environmental Health; and Direction to Staff as it Relates to the Workshop
(Sponsors: Supervisor Williams and Supervisor McGourty)
Here are my suggestions on how to improve Planning and Building.
1.) Planning and Building (PBS) staff should be directed to approach application review with the mindset "How can we get this application approved?" instead of "What can I find wrong with this application".
2.) Applications should be triaged by their complexity. Assign a minimum review time for applications based on the complexity of the project.
3.) PBS staff need to be actively managed. Supervisors should review staff workload and the assigned applications that are under review. Supervisors should engage staff to be assured that the review deadlines established in number 2 above can be met. If not, offer assistance or transfer the workload to another staff member that is not so busy.
4.) Assign work for individual staff members that takes advantage of their strengths. Praise staff for doing a good job. Counsel staff that are merely warming a desk chair and not working at their full potential.
5.) The recent fee increases of 100% to 500% increases are a deterrent to development. The county is millions in debt. The best way to get out of debt is to facilitate development. Reasonable fees, timely review of applications, a collaborate approach where the regulators (PBS) and the applicants are on the same team. Development increases revenue by having folks employed, in turn they pay rent, car payments. involve their kids in sports and other beneficial programs. The contractors buy building materials, hire architects and engineers, and build homes, commercial buildings and infrastructure that generate property tax.
6.) Create a comprehensive Policy and Procedure Manual that is available to staff AND the public.
7.) Reinstate the "On Stop Shop" where one day per week an Administrative staff member, a planner, a building plans examiner and a representative from Environmental Health that can collectively review and approve in one day: simple applications for photovoltaic systems, Ag Exempt structures, decks, garages, carports, and simple single family dwelling additions and Class K projects.
If these basic management and customer service suggestions were implemented, it would go a long way to improve Planning and Building customer service and operational efficiency. These suggestions can be implemented immediately.
Please see attached comments related to this item from the Mendocino County Agriculture and Business Coalition
Dear Honorable Board Members:
Here are my suggestions on how to improve Planning and Building.
1.) Planning and Building (PBS) staff should be directed to approach application review with the mindset "How can we get this application approved?" instead of "What can I find wrong with this application".
2.) Applications should be triaged by their complexity. Assign a minimum review time for applications based on the complexity of the project.
3.) PBS staff need to be actively managed. Supervisors should review staff workload and the assigned applications that are under review. Supervisors should engage staff to be assured that the review deadlines established in number 2 above can be met. If not, offer assistance or transfer the workload to another staff member that is not so busy.
4.) Assign work for individual staff members that takes advantage of their strengths. Praise staff for doing a good job. Counsel staff that are merely warming a desk chair and not working at their full potential.
5.) The recent fee increases of 100% to 500% increases are a deterrent to development. The county is millions in debt. The best way to get out of debt is to facilitate development. Reasonable fees, timely review of applications, a collaborate approach where the regulators (PBS) and the applicants are on the same team. Development increases revenue by having folks employed, in turn they pay rent, car payments. involve their kids in sports and other beneficial programs. The contractors buy building materials, hire architects and engineers, and build homes, commercial buildings and infrastructure that generate property tax.
6.) Create a comprehensive Policy and Procedure Manual that is available to staff AND the public.
7.) Reinstate the "On Stop Shop" where one day per week an Administrative staff member, a planner, a building plans examiner and a representative from Environmental Health that can collectively review and approve in one day: simple applications for photovoltaic systems, Ag Exempt structures, decks, garages, carports, and simple single family dwelling additions and Class K projects.
If these basic management and customer service suggestions were implemented, it would go a long way to improve Planning and Building customer service and operational efficiency. These suggestions can be implemented immediately.
Sincerely,
Scott Ward