HomeMy WebLinkAboutSS03 - Planning Department Priorities4�EwPOR, CITY OF NEWPORT BEACH Hearing Date:
o m COMMUNITY AND ECONOMIC DEVELOPMENT Study $eSSIOn Item No.:
,= PLANNING DEPARTMENT Staff Person'
3300 NEWPORT BOULEVARD
NEWPORT BEACH, CA 92658
(949) 644 -3200; FAX (949) 644 -3250
REPORT TO THE MAYOR AND CITY COUNCIL
SUBJECT: Planning Department Priorities
August 9, 1999
Patricia L. Temple
(949) 644 -3200
ACTION: Discuss and Provide Direction to Staff on Priorities and Resources
Purpose
This report has been prepared to provide information to the City Council on the current activities and
projects requested of the Planning Department, with an assessment of the staff needed to address those
activities. For a number of reasons discussed in this report, the Department's workload has increased
dramatically in the past year, and it is difficult to meet all requests. Staff believes it is important for the
City Council to understand the current situation, and to set priorities for the allocation of staff time and
other City resources.
Analysis
The attached spreadsheet includes three categories of Departmental activities, those which are
mandatory (things which must be done to implement local, state and federal laws and mandates), those
which are not mandatory but to which staff resources have been allocated, and projects which have
been discussed but are not currently allocated staff resources. The spreadsheet includes an estimate of
the staff hours necessary to carry out all of these projects, based on a detailed month by month
estimate per person and project.
The spreadsheet shows all the Department's activities to which staff has been assigned and on which
some progress is being made. The following important points can be drawn from this information:
➢ 94% of the Department's available staff hours (not including overtime) are needed to accomplish
mandatory activities.
➢ Overtime is needed to accomplish mandatory activities such as plan check and the processing of
applications in a timely manner. This amounts to 50'% of a full time position.
➢ Consultant assistance to manage two major projects is needed to provide timely review.
➢ The time that remains to conduct non - mandatory activities is only 1,62.5 hours per year (135 hours
per month), or about 85% of one position.
➢ When the Department's non - mandatory activities are added, the amount of available staff hours is
oversubscribed by 1,345, or just over 70% of one position. It is important to note that this deficit is
anticipated even with the addition of the new Senior Planner position this year, as those additional
staff hours have been included in the base of availability for the purpose of this analysis.
The second part of page 2 of the spreadsheet gives staff requirements for special projects which have
not yet been allocated staff resources. Since the staff limits have already been exceeded by current
activities, the Department staff is unable to give those activities the time they deserve.
There are three principal reasons for the current imbalance between planning activities and staff
resources.
Plan Check
The extremely high amount of new development, both new construction and remodels, has created a
strain on staff resources citywide. This has resulted in the Building Department utilizing outside plan
check services. While this has helped to resolve plan check turn around times in the Building
Department, it created a bottleneck for plan review in the Planning Department. As a result, the
Department requested and received a budget amendment last year to fund additional overtime, and
funds for overtime were also included in this year's budget. Overtime for plan check averages 20+
hours on a weekly basis, spread over 5 different employees in the Department. This amounts to 50% of
a full time position. While it is most effective for the Department to address this staffing requirement
internally (City zoning codes are unique to each locality making outside consultants less effective), the
Department remains mindful that continued overtime for the staff should not be considered a
permanent solution. If development activity remains high, this strategy will need to be revisited.
Large -scale Proiect Management
In addition to the day -to -day activities associated with issuing building permits, we also have a high
number of developer -driven applications for new entitlement. These are applications which must be
processed in a timely manner as required by state law. In order to address these projects, the
Department assigned the only planner with primary responsibilities in Advance Planning (a Senior
Planner) to several development cases. The effect of this is that we do not have staff to take on
planning projects similar to the zoning code update we completed two years ago.
Also in response to these development applications, the Department has taken the step of hiring
outside project management for two projects (Koll Center and Newport Center). This is the first time
in the Department's history that outside consultants have been retained to perform staff functions.
Previously, we have only contracted out environmental, traffic and fiscal studies, which are specialties
beyond the abilities of our staff.
3
Page 2
City Council and Planning Commission Priorities
Both the City Council and the Planning Commission have been actively interested in various planning
programs and studies. These range from the City Council's interest in multi - family residential height
limits, landscaping and special area studies, to the Planning Commission's interest in reviewing
residential development standards and conducting a focused General Plan update. In fact, the Planning
Commission will be considering a recommended outline of a process to the General Plan update at
their meeting on August 5, 1999. A copy of the Planning Commission staff report and outline is also
attached to this report. Should the City Council decide to embark on such a program, the issue of
priorities and staffing will be significant.
Priorities and Resources
Included in the portion of the spreadsheet listing non - mandatory projects are priority estimates, based
on staff's current understanding of the City Council's interests. We are suggesting that the Council
review, discuss and adjust these designations of high, medium and low priority. This will help the
Department make staffing and project sequencing decisions. Additionally, if there are projects the
Council wishes to add, consideration should be given to their relative priority and the resulting impact
on other projects. To assist the City Council in this consideration, we have also prepared a brief
description of all the activities and projects listed on the spreadsheet (Attachment 3). Again, staff
would like to note that projects not yet allocated staff resources, and any new projects identified,
cannot be undertaken for the foreseeable future without commensurate reductions in other areas,
unless staff resources are increased or the retention of consultant assistance approved.
Submitted by:
SHARON Z. WOOD
Assistant City Manager
Prepared by:
PATRICIA L. TEMPLE
Planning Director
Attachments:
1. Planning Program Spreadsheet
2. Planning Commission Staff Report on an Outline of a General Plan Update Process
3. Description of projects and activities
Page 3
PLANNING PROGRAM PRIORITIES
TOTAL STAFF HOURS AVAILABLE IN FY 99 -00
26,025
MANDATORY
ACTIVITIES Total hours /'year
Administration /Personnel
1,260
Zoning Information
4,080
Zoning Plan Check
3,480
Staff Approvals
750
Current Planning
4,440
Modification Committee
1,080
CEQA Administration
480
Code Enforcement
4,080
Database maintenance
740
BID Administration
500
CDBG Administration
450
Housing Monitoring
60
Large scale development projects
Conexant
250
Newport Dunes
200
F---[Newport Center
400
Koll Center Newport
50
Extended Stay America
100
Newport Banning Ranch
250
Cannery Restaurant conversion
285
Mandatory
special projects
Annexation Planning Documents /DA/JPA
135
Housing Element/CDBG 5 year plan
1,000
Census 2000
165
Development Agreement Review
165
Total hours committed to mandatory activities
24,400
Remaining hours available
1,625
Page 1
PLANNING PROGRAM PRIORITIES
NON- MANDATORY ACTIVITIES
ALLOCATED STAFF RESOURCES
EQAC
60
Staff
Priority
Hi h
Council
Priority
Demo ra hics /GIS
555
Medium
Regional Planning
60
Low
EDC
120
Hi h
Business Attraction /Retention
75
Low
Harbor Element
50
Medium
Balboa Peninsula Si n
100
High
Miscellaneous Code Amendments
20
Medium
Balboa Peninsula Revitalization
500
Hi h
Airport Area Study
560
h
ED Strategic Plan
400
h
Ima a Enhancement
400
ium
EK
Hotellncentives
50
ium
Mariners' Mile Desi n Framework
20
ium
Total hours for all non - mandatory activities
2,970
Total hours for all current activities
27,370
Total Surplus (Deficit)
(1,345)
PROJECTS NOT YET ALLOCATED STAFF RESOURCES(1)
General Plan Update
1,375
?
Lido Isle Residential Densit
115
?
Landscaping Ordinance
25
Low
Telecommunications Ordinance
100
Medium
CdM Residential Development Standards
150
Medium
Commercial Parking Standards
50
Low
Affordable Housing Project
130
Medium
Standardize and Update PC Texts
480
Low
LCP Amendments Backlog
20
Low
Hours estimate
2,445
(1)These projects can NOT be completed
in the foreseeable future at the current staffing level.
Page 2
PLANNING PROGRAM PRIORITIZES
Flours available per year by position
Assistant City Manager
2,300
Planning Director
2,300
Senior Planner 2
3,800
Associate Planner 4
7,600
Assistant Planner
1,!300
Planning Technician
1,!300
Student Aide
1,000
Code Enforcement Supervisor
1,1300
Code Enforcement Officer
1,!300
Additional Senior Planner
1,425
Total
26,025
Page 3
i
�c�roR, CITY OF NEWPORT BEACH Hearing Date: August 5, 1999
%�. COMMUNITY AND ECONOMIC DEVELOPMENT Agenda Item No.: a
4
u i PLANNING DEPARTMENT Staff Person: Patricia L. Temple
3300 NEWPORT BOULEVARD
949 - 644 -3200
NEWPORT BEACH, CA 92658
(949) 644 -3200; FAX (949) 644 -3250
REPORT TO THE PLANNING CO vDIISSION
SUBJECT: Outline of a Process to Update the Newport Beach General Plan
ACTION: Review attached outline prepared by the Planning Commission General
Plan Update Committee, identify any changes necessary, and forward to
the City Council with a recommendation that this project be placed on the
priority project list of the Planning Department for the upcoming year.
Background
On August 9, 1999, the City Council will hold a study session to discuss the Planning
Department's priorities for this fiscal year. In preparation for that meeting, staff will be preparing
information on the Department's existing workload and the staff resources needed to perform
essential staff responsibilities and special project assignments (both existing and future). One of
the goals of this study session is to prioritize the various discretionary projects the Department is
working on and balance them with staff resources.
Discussion
The Committee has prepared the attached outline of a General Plan update process. It outlines a
strategy to conduct a focused update to address conflicting goals and policy gaps, but to limit
comprehensive changes to limited areas of the City. The approach would be similar to that
recommended by the Planning Commission to the City Council on the Newport Center General
Plan Amendment.
Conducting a General Plan Update will require substantial resources of the Planning Department,
and could possibly require consultant assistance. Therefore, to insure that the City Council has
information regarding this potential future project, staff will include information on the resource
demands of this program in the staff report prepared for the study session. Additionally,
regardless of the Commission's recommendation on this specific item, staff recommends that the
Planning Commissioners plan to attend this study session. We will provide all Commissioners
with a copy of the staff report as soon as it is available.
Submitted by:
PATRICIA L. TEMPLE
Planning Director
Attachment
Planning Commission
General Plan Update Committee
Suggested
General Plan Update and Rationalization Process
July 1999
Goal: Update and reorganize the City's General Plan without having to go through a total effort
to create a totally new General Plan. Use existing General Plan and related documents to
maximum degree possible. Time frame 24 months.
1. Evaluate and update Newport Tomorrow (Vision, community goal Process).
2. Identify missing and/or conflicting goals and policies in each element.
3. Identify deficiencies or needed additions to each element.
4. Identify additional elements needed:
a. Harbor
b. Economic Development
c. Urban Design
5. Develop Comprehensive General Plans for:
a. Newport Center
b. Airport Area
c. LCP (future in doubt)
d. Banning Ranch
Format above plans in form that can be used as template for re formatting existing General Plan
for remainder of city. Each plan should address all elements.
6. Revise Land Use and Circulation Elements
a. Input:
Newport Center
Airport Area
LCP
Banning Ranch
b. Generalize:
Remainder of City
c. Add:
Specific Policies for each statistical area
7. Add Goals and Policies as necessary from Newport Center, Airport Area, LCP and Banning
Ranch to other elements of General Plan.
8. Adopt Comprehensive General Plan within two years (except for Banning Ranch)
9. Create Implementation process:
a. General Plan Goals and Policies are part of analysis for all decisions
b. When Land Use /Circulation is amended all other elements are amended as necessary
DESCRIPTION OF PROJECTS — PLANNING DEPARTMENT PRIORITIES
1
Following is brief description of the programs and projects in the Planning; Department
work program.
Administration/Personnel: This task includes all of the administrative functions, budget
preparation and monitoring, personnel management, scheduling and interdepartmental
coordination. Also included are communications with City Council, Planning
Commission and outside agencies.
Zoning Information: This task is performed by virtually all staff members to varying
degrees. It involves providing information to citizens, property owners, business and
development professionals on the provisions of the zoning code and other regulations
related to development.
Zoning Plan Check: This task is the review of all plans submitted for building permits
for compliance with the zoning code and any applicable conditions of approval.
Staff Approvals: These cases are discretionary permits issued at the staff level, including
Use Permits issued by the Planning Director, Accessory Outdoor Dining Permits, and
Planning Director's Approvals.
Current Planning: This area encompasses all activities associated with bringing current
projects to public hearing before the Planning Commission and/or City Council. The
types of cases include General Plan Amendments, Zoning Amendments, PC
Amendments, Variances, Use Permits, and Subdivision Maps.
Modification Committee: This is a three person staff committee which is authorized by
the zoning code to act on Modifications (minor Variances), Resubdivisions, Lot Line
Adjustments, Condominium Conversions, and a variety of minor approvals (such as roof-
top architectural features).
CEOA Administration: This task includes the activities to insure the City's compliance
with the requirements of the California Environmental Quality Act, including the
selection and retention of consultants, review of draft documents, and the filing of
required notices. The Department also provides limited advice on CEQA compliance to
other Departments.
Code Enforcement: These are the activities conducted to improve compliance with the
provisions of the Municipal Code. Activities are very broad, and include trying to remove
illegal dwelling units, compliance with NPDES requirements, control of illegal signs and
enforcing the requirements for trash containers.
Database Maintenance: The Department continuously updates the land use database.
This data is necessary for critical functions in the City, including the yearly Department
of Finance population estimate (used to established subventions based on population) and
the provision of data to the Traffic Engineering Division for use in the City's traffic
model.
BID Administration: This task covers the City's activities in managing and interacting
with the three Business Improvement Districts established by the City.
CDBG Administration: This task covers the required administration of the City's
Community Development Block Grant Program.
Housing Monitoring; This covers the mandate to review the existing affordable housing
agreements for compliance on a yearly basis.
Large -scale Development: The larger development projects currently on file are:
Conexant
500,000+ sq. ft. addition to former
Rockwell Semiconductor site
Newport Dunes
Increase hotel entitlement allowed at the-
New-port Dunes from 275 to 600 rooms
Newport Center
A multi applicant, city sponsored General
and Specific Plan for Newport Center
Koll Center Newport
Increase office entitlement at the comer of
Jamboree Road and MacArthur Boulevard
by 2.50,000 s . ft.
Extended Stay America
Amend General Plan to allow an extended
stay hotel at the comer of Von Karman
Avenue and Birch Street (Plaza des Cafes).
Newport Banning Ranch
Participate with County of Orange on LCP
for the unincorporated County territory in
West Newport.
Cannery Restaurant
Amend General Plan to allow single family
residential development on an existing
restaurant site.
Annexation Planning Documents/DA/JPA• Preparation and processing of planning and
annexation related agreements for the Newport Coast/Newport Ridge area.
Housing Element/CDBG 5 Year Plan: The mandatory update of the Housing Element
combined with the 5 year plan for the Community Development Block Grant program.
Census 2000: City participation in the decennial census.
Development Agreement Review, Annual review of the development agreements
approved by the City.
E AC: Staff support for the Environmental Quality Advisory-Committee.
Demographics /GIS: Provision of demographic information from the census to
customers, compilation of census data in response to community and City needs, and the {
maintenance of planning maps such as Land Use and Zoning Districting Maps.
Regional Planning: Participation in regional planning activities and organizations such as
OCCOG and SGAG, as well as the County of Orange in the preparation of regional
planning and land use data.
EDC: Staff support for the Economic Development Committee.
Business Attraction/Retention: Responding to leads and inquiries regarding new business
development, and to requests for assistance from existing businesses; monitoring
performance of existing businesses, and establishing contact with significant businesses.
Harbor Element: Staff support for the Harbor Committee and their work on the
preparation of a Harbor Element of the General Plan.
Balboa Peninsula Sign Regulations: Preparation of new sign regulations for the Balboa
Peninsula, and application through the adoption of an overlay zoning district.
Miscellaneous Code Amendments: Preparation and adoption of minor adjustments to the
zoning code. Most are related to clarification of zoning provisions and additional
regulations to assist Code Enforcement.
Balboa Peninsula Revitalization: Projects recommended in BPPAC Project 2000 report
and made priorities by City Council, and additional projects contributing to revitalization.
Airport Area Study: Preparation and adoption of land use regulations for the Campus
Drive strip and the MacArthur/Bristol triangle.
ED Strategic Plan: Continuation of EDC's work on long -range planning for the City,
which staff assumes will be coordinated with work by other groups such as EQAC and
the Planning Commission, and contribute to a comprehensive General Plan update if the
City Council chooses to undertake that project
Image Enhancement: Beyond some of the Balboa Peninsula revitalization. efforts, this
area includes recommendations from the TOT Enhancement Study to improve Newport
Beach as a visitor destination, e.g., public transportation, public and private signage, and
infrastructure. These kinds of projects will require coordination among the business
districts, with other City departments and with other government agencies.
Hotel Incentives: Development of incentives to encourage hotel development on selected
sites. Incentives could include City processing of entitlements, TOT reimbursement,
public improvements, etc. As hotel financing is becoming less available, this may not be
a high priority now, but the City may wish to have incentives in place to be ready for the
next window of opportunity.
Mariners' Mile Design Framework: Completion and public review of a framework to
guide future development in the Mariners' Mile area from Dover Drive to the Arches
Interchange.
New projects: Listed are the projects not currently allocated staff resources, with the
proponent indicated in parentheses.
General Plan Update: A focused update of the General Plan as recommended by the
Planning Commission. This update would primarily be focused on the Land Use and
Circulation Elements. (Planning Commission)
Lido Isle Residential Density: Completion of a study to reduce the development potential
on Lido Isle as described in the Land Use Element. If adopted, anticipated residential
increases (t 250 dus) could be reduced, and implemented through lot combinations or
other means. (Lido Isle Community Association)
Landscaping Ordinance: Adoption of requirements for landscaping in commercial
development, including parking lots. (Councilmember Glover/Planning Commission)
Telecommunications Ordinance: Adoption of regulations for telecommunications
facilities. This is needed due to changes in technology and new federal regulations.
(Staff)
CdM Residential Development Standards: A study of the existing development standards
for residential development in Corona del Mar, including open space, heights, parking
and floor area limits. (Planning Commission)
Commercial Parking Standards: Review of commercial parking requirements in response
to changing demands. (Planning Commission/Staff)
Affordable Housing Proiect Identification of a project to utilize the affordable housing
in -lieu fees generated by the One Ford Road project. (Staff)
Standardize and Update PC Texts Update of the existing Planned Community Texts to
standardize language and formats, and improve consistency with the zoning code. (Staff)
LCP Amendment Backlog: Complete processing through the Coastal Commission
several minor amendment to the LCP Land Use Plan adopted by the City Council. (Staff)