012714 BOS PRESENTATION - TASK FORCE MTG.PPTX

Maricopa County
Planning and Development
Ad Hoc Task Force
Final Report & Recommendations
January 27, 2014
Presenter:
Debra Stark, Director
Subcommittee Chairs:
Sean Lake, Drainage Review
Dennis Brown, Customer Service
Bill Lally, Regulatory Reform
Spencer Kamps, Permitting / One Stop Shop

Overview
• Following Kick-Off meeting of August 26, 2013,
4 subcommittees were formed.
1) Drainage Review 2) Customer Service
3) Regulatory Reform 4) Permitting / One Stop Shop
• A total of 22 initiatives were developed.
• Action has been taken on 20 of the initiatives.
• Several amendments are proceeding through the
Enhanced Regulatory Outreach Program (EROP).
• Two (2) initiatives require further development for
Board of Supervisor consideration.

Drainage Review
Three (3) Recommendations / Action Items Identified:
1. Reduce burdensome requirement of detailed
drainage studies in the early planning / entitlement
phase.
Ø Allow for a conceptual drainage plan option the during land
use review/entitlement process, i.e., Development Master
Plans, Preliminary Plats, Special Use Permits.
Ø Revise applicable checklists and directives.
Status: Implemented

Drainage Review (continued)
2. Adjust drainage run-off coefficient to be less
restrictive while maintaining safety standards.
Ø After comparing other jurisdictions, the coefficient was
adjusted with the inclusion of a free board requirement.
Ø This would be applicable to subdivisions. No change is
deemed necessary on commercial properties.
3. Incorporate temporary drainage easements into
subdivision process.
Ø Temporary drainage easements
will be referenced on the
final plat and recorded by a
separate document.
Status: Implemented

Customer Service / Information Gathering
Five (5) Recommendations / Action Items Identified:
1. Improve accessibility to information / records.
Ø Allow for inspection of records at time of request if
available.
Ø Create fillable online forms.
Ø Revise Department Directive.
Status: Implemented

Customer Service / Information Gathering
(continued)
2. Code Enforcement forms should be less
intimidating and staff more accessible.
Ø After reviewing forms from other jurisdictions, existing
forms / letters were revised.
Ø Code Enforcement Officer’s contact information is on
the Notice and Summons as well as information on how
to schedule a customer assistance meeting if needed.
Status: Completed - Pending Information
Technology support to upload forms
into database system.

Customer Service / Information Gathering
(continued)
3. Enhance and promote customer survey tool.
Ø Expanded customer survey groups.
Ø Promote survey through multiple channels – website,
printed material, emails, etc.
Ø Include option for customer to leave contact information
if they want to be contacted.
Status: Partially Implemented
New Survey on Website
Emailed surveys to be
active by 2/28/14.

Customer Service / Information Gathering
(continued)
4. Incorporate an option for mediation services for
complicated, contentious Code Enforcement
cases.
Ø Phoenix School of Law to serve as a voluntary, no cost
mediation option.
5. A supervisor should be in the line of sight of the
Service Counter in order to address questions
and diffuse conflict.
Ø Interior renovation completed for Customer Service
Manager’s Office to be next to Service Counter.
mediation option.
Status: Implemented

Regulatory Reform
Seven (7) Recommendations / Action Items Identified:
1. To modify the Special Use Permit process to make
less cumbersome.
Ø Minimum effective period of SUPs and Comprehensive Plan
Amendments will be for 10 years. (Implemented)
Ø Applicants should have the option of providing conceptual
site plans for rezoning and SUP submittals for entitlement
determination. This action will lessen the substantial
conformance issues that often result in minor or major
amendments.
Ø SUPs should be for temporal uses. SUP categories of a
permanent nature should be listed as a permitted or
conditional use in certain zoning districts. This would
include wireless communication facilities.
Status: Staff to present proposed Text Amendment(s)
to the P&Z Commission by July 2014 with
recommendation to the BOS by Jan. 2015.

Regulatory Reform (continued)
2. Incorporate the Subdivision Regulations and
Administrative Guidelines into a single, simplified
document.
3. To allow for mixed uses within certain districts.
Ø Staff to review Planned Area Development (PAD) Overlay
Zoning District against other area jurisdictions.
Ø Staff has initialized Text Amendment TA2012017 to allow for
Mixed use zoning districts.
Status: Staff to present proposed Text Amendment(s)
to the P&Z Commission by July 2014 with
recommendation to the BOS by Jan. 2015.

Regulatory Reform (continued)
4. Review Board of Adjustment (BOA) process. Staff
to defer to BOA for statutory interpretation on
applicants for variance.
Ø BOA Bylaws to be reviewed. Staff reports to present
Summary and Finding of Facts rather than a
Recommendation.
Ø Allow the analysis to include the zoning district universe
and not just the surrounding lots, i.e., a wash traversing
four lots may be a physical hardship for all four of the lots.
Ø Revised BOA application materials eliminating any
elaboration on qualification of an unnecessary hardship or
peculiar condition being created by the implementation of
the Zoning Ordinance.
Status: Target date for BOA public meeting workshop
with review and advice by counsel to be held
by July 2014.

Regulatory Reform (continued)
5. Eliminate redundant Planning Zoning and Drainage
Plan Review.
Ø Staff is to establish two options from which the applicants
may choose – Apply with a Precise Plan (current process)
or with a Conceptual Plan.
• If entitlement is granted with a conceptual plan, precise
plans will be required for permitting and would then be
reviewed by both disciplines.
• If entitlement is granted with a Precise Plan, only a
building safety review would be required at the
permitting stage.
Status: If not text amendments are required, target
date for implementation is July 2014.

Regulatory Reform (continued)
6. Improve communication and provide staff
recommendations earlier in the process.
Ø Staff will provide tentative recommendations and
stipulations and/or conditions at the Pre-Application
meeting and with technical review comments.
7. Provide applicants with a better understanding of
the process and timeframes.
Ø Information & Application Packets will be revised to include
flowcharts with timeline details and examples to help
prepare and inform applicants.
Status: Implementation target date of Jan. 31, 2014.
2014.

Permitting / One Stop Shop
Seven (7) Recommendations / Action Items Identified:
1. Adopt an Annual Facilities Permit process.
Ø Text Amendment TA2013005 has been initiated.
Status: Pending EROP process
2. Reorganization to have Planning & Development
assume lead role over development areas of the
One Stop Shop agencies.
Ø Develop a work model proposal to be considered by the
BOS.
Status: Under review - Target date June 30, 2014

Permitting / One Stop Shop (continued)
3. Expand electronic plan review to include
commercial projects and subdivisions.
Ø Staff to explore other system solutions and consult with
jurisdictions currently using an online digital submittal and
review system.
Ø Once a system is identified, the financial implications and
options will be considered.
Status: Under review.

Permitting / One Stop Shop (continued)
4. Simplify plan review process and improve
consistency.
Ø Work to adopt a problem-solving approach.
Ø Whenever possible, assign the same plan reviewer.
Ø Several amendments have been initiated to reduce
regulatory burdens:
- TA2013009 for greater flexibility for residential setbacks.
- TA2013004 to exempt construction in existence prior to 1/1/2000
unless visibly unsafe conditions are present.
- TA2013006 to allow for greater flexibility in meeting parking
requirements.
- TA2013010 to revise hillside regulations to remove minor
washes from this designation.

Permitting / One Stop Shop (continued)
5. Reduce redundancy and improve coordination in the
intake and distribution process.
Ø Combined Review Comments from all disciplines are now
being provided. (Implemented)
Ø Routing will be project specific. A customized form will be
included listing the exact # of copies are needed at time of
resubmittal. (Implemented)
Ø Pre-Submittal or Pre-Application meetings are now
available. (Implemented)
Ø Incorporate providing redlines of plans along with
comments when requested.
Status: Target date for testing of redline capability and
process for building plans is June 2014.

Permitting / One Stop Shop (continued)
6. Host public workshops on the permitting process.
Ø Target date is late Spring 2014
7. Develop a process to handle retro-phasing of
subdivisions to foster development.
(Implemented)

Summary
Of the 22 initiatives, 2 require further development
for Board of Supervisor consideration.
1. Change in the allocation of resources and/or
reporting structure of development centric
roles comprising the One Stop Shop.
2. Allocation of resources to improve online
system capabilities once solution is identified.

Comments / Questions

Maricopa County
Planning and Development
Ad Hoc Task Force
Final Report & Recommendations