1	Final Report Presentation for the Management Study of the Development Review Process City of Lawrence, Kansas August 3, 2006
2	Project Scope of Work Document current workload and service demands. Evaluate service levels. Evaluate the role of the various departments, current practices and activities, and emerging issues. Evaluate the organization of the departments and the staffing requirements. Comparison of existing services to “best practices” and to comparable communities.
3	Project Methodologies (1) All staff involved in the development review process were interviewed. Existing development review services were documented. Focus group meetings were held with customers. Services provided were compared to ‘best management practices’ and to comparable communities.
4	Project Methodologies (2) The project team reviewed interim findings and results with the project steering committee consisting of representatives of the: Affected Departments City Commission Planning Commission County
5	Strengths of Development Review Process in Lawrence (1) Utilization of an inter-departmental review committee. Concurrent plan review of planning permits. Use of case managers to coordinate permit applications and projects. Utilization of Planner of the Day. Utilization of application handouts for the public outlining submittal requirements.
6	Strengths of Development Review Process in Lawrence (2) The utilization of combination Building Inspectors (for residential). Utilization of the internet for application materials and guides, regulations, and ordinances. Ability for contractors to utilize the internet and IVR (interactive voice response) systems to schedule inspections and receive inspection results.
7	Recent Improvements in the Development Review Process Several changes have been implemented recently to improve the process including: Addition of a new planner position (Planning Department) Changes in duty assignments for development review staff in Public Works. Addition of position in Utilities for development review. Implementation of IVR (interactive voice response) system (Neighborhood Resources) Implementation of Permit Technician position and dedicated Plans Examiner position (Neighborhood Resources)
8	Improvement Opportunities: Automated Permit Info System (1) Upgrade the automated permit information system to enable all departments involved in development review to track and manage work activities. Develop RFP and seek proposals to evaluate all automated permit information systems that are available. Make decision whether to implement a new system or upgrade existing HTE software (implementing the Planning and Engineering modules, and expanded use of Click2Gov module to provide services over the internet.)
9	Improvement Opportunities: Automated Permit Info System (2) Enhance the utilization of the automated permit information system in the following areas: All departments involved in processing, commenting on, and approving development review applications should utilize the system; Tracking of critical dates to enable monitoring of the service levels being provided; Storing all plan check comments, annotations, and comments digitally attached to the database record for that application.
10	Improvement Opportunities: Neighborhood Resources (1) Establish plan check targets tied to the complexity of the project: Large Projects: 4 weeks Small Projects: 3 weeks Tenant Finish, Minor Additions: 1-2 weeks Misc. Small Permits: Over the counter Increase the time in the field for Building Inspectors by relieving them of some office or administrative functions (such as plan checking) through the addition of two Plan Examiner positions.
11	Improvement Opportunities: Neighborhood Resources (2) Utilize the Internet to issue single trade building permits on the Internet (target 10%). Adopt the most current ICC building codes. Develop a codes interpretation manual to provide information to customers and increase inspection consistency. Publish this manual on the Internet. Publish plan check checklists and common plan check corrections on the Internet. Expand the use of the combination Building Inspector approach.
12	Improvement Opportunities: Neighborhood Resources (3) Expand the number of building permits issued over-the-counter to include single-family additions and interior work; outdoor spas; new roof framing; interior finishes for minor office and retail projects. (Target: 50%)
13	Improvement Opportunities: Planning (1) Establishment and publication of timeframes for review of permit plans submitted such as: Design Review 30 days Variance 45 days Use Permit 45 days Conditional Use Permit 120 days Development Review 120 days Preliminary / Final Plan 120 days
14	Improvement Opportunities: Planning (2) Establish standard conditions of approval for all departments to enhance consistency and publish these to the Internet. Add two Planner positions to enable the department to handle workload and consistently meet timeframes. Develop an interpretations manual for the new Zoning ordinance published to the Internet. Clarify the role and responsibility of the Planning Commission.
15	Improvement Opportunities: Planning (3) Upgrade two existing positions to Senior Planner to enhance supervision of advanced and current planning, and enable two management positions to focus on policy issues and management of the department.
16	Improvement Opportunities: Utilities Consolidate responsibility for plan review functions in one position to streamline the process and eliminate four different staff plan checking the plans. Locate this position in the One-Stop Shop.
17	Improvement Opportunities: Public Works Consolidate plan review functions with one position to streamline the process and eliminate multiple staff plan checking the plans. Locate this position in the One-Stop Shop. Consolidate traffic plan checking performed by both the Traffic Planner and the Traffic Engineer in Planning with the Traffic Planner.
18	Improvement Opportunities: Plan of Organization (1) Locate all staff involved in development review in a One-Stop Shop. This would include: Planning Neighborhood Resources Fire (currently co-located with Neighborhood Resources) Utilities Public Works
19	Improvement Opportunities: Plan of Organization (2) Consolidate Planning and Neighborhood Resources departments into one department - a Community Development Department - with one department head responsible for managing the entire development review process. Discuss with Douglas County the co-location of its Building and Zoning Enforcement staff in the City’s One-Stop Shop Discuss with Douglas County the provision of additional services cooperatively (such as Building Inspection).
20	Project Conclusions (1) The City is currently providing a good level of service to the public and development community. Recommendations are focused on enhancing that level of service, simplifying and streamlining the process, expanding services provided over the Internet, and ensuring consistency and transparency in the process.
21	Project Conclusions (2) The major opportunities for improvement include: Expanded use of automated permit information system by all departments involved in development review function Upgrading the automated permit information system Enhanced accountability for service delivery Co-location of development review services in a One-Stop Shop Increased and reorganized levels of staffing Discussions with County regarding co-location and possible increase in the cooperative provision of services.