10B Action 2018 1015 - Laserfiche WebLink

Home

File #:18-164,Version:1 Analysis There are number of practical and cost-saving benefits to merging the PC and BZA. Preparing hearing notices, mailings, and agenda packets for separate meetings requires a substantial amount of staff time. Merging the two would require the PC to serve as both a recommending and deciding body. Approval Streamlining There are currently a number of potential situations where a project application could be required to go before the BZA, PC and City Council for approval. For example, if an applicant wishes to develop a new condominium project, the applicant’s Site Plan Review and Conditional Use Permit would need to be approved by the BZA, but the Tentative Tract Map would need a recommendation by the Planning Commission with final approval by the City Council. This process adds about two extra months to the application processing timeline because public hearings are required before three different deciding bodies. In these situations, staff is required to prepare three different sets of hearing notices, staff reports, findings, resolutions, and conditions of approval. A shortened timeframe and reduced uncertainty through the approval process can be a significant factor in making San Leandro a desirable location for developers interested in constructing projects that are consistent with the City’s planning goals. Fewer Meetings The workload between the PC and BZA is typically uneven. In recent years, the BZA has had two or three agenda items scheduled for each hearing while the PC has only one item. In the past five years, the PC has canceled half of its regularly scheduled public hearings for lack of items, while the BZA has canceled approximately 43% of its meetings. Both bodies have scheduled about the same number of special meetings over the past five years. Merging the two bodies would not require scheduling two hearings each month. Holding one meeting per month would reduce comp time and overtime hours for staff, providing cost savings for the City and applicants. Administrative Staff Resources The Planning Services Division currently prepares agenda packets and advertises public hearings for the BZA and PC twice a month. Cancelled meetings also require public noticing. Preparing legal notices and mailing agenda packets for a public hearing, which are often times large in size, can take anywhere from half a day to two full days of staff time for the Planning Division’s shared administrative assistant, who also provides support for two other divisions. Merging the two bodies together would eliminate duplicative administrative tasks and reduce the amount of preparatory time by as much as half. The City Clerk’s staff would also benefit from a merger with fewer appointees to process, train and monitor. Training and Conference Participation It is a substantial challenge and expense for the City to send members of the PC and BZA to outside training and conferences. For example, sending all 14 members to the annual California League of Cities’ Planning Commissioners Academy or the State Planning Conference, including registration, City of San LeandroPage 2 of 46//2018 powered by Legistar™