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HomeMy WebLinkAboutITEM VI-B Memorandum TO: Councilmember Lynn Norman, Chair, Planning & Community Development Committee Councilmember Nancy Backus, Vice Chair, Planning & Community Development Committee Councilmember Rich Wagner, Planning and Community Development Committee CC: Mayor Lewis FROM: Jeff Tate, Development Services Manager, Planning & Development Department DATE: September 22, 2010 RE: DISCUSSION AND INFORMATION: Development of Site Plan Review rules and procedures OVERVIEW: In 2003, the City of Auburn commissioned an outside third party review by Shockey Brent, Inc. of its development approval process. This report recommended the City adopt a site plan review process. In 2007, the City commissioned the same firm to conduct a follow up analysis to review implementation of its 2003 recommendations and identify needed improvement areas. A key recommendation of both review efforts was the implementation of a site plan review process. Site plan review is a development review process used in many cities and counties to provide early on review of proposed development in advance of the preparation of detailed building and/or engineering plans. Site plan review can help identify and address key concerns and identify options pertaining to land use, environmental, transportation and utilities impacts. In most instances, site plan review is applied to commercial, industrial, institutional multi-family and mixed use development. Often, local governments will establish size or scale thresholds for these types of projects that require site plan review. In many instances, site plan review is conducted as an administrative review process subject to public noticing. ADVANTAGES OF SITE PLAN REVIEW: Project proponents do not have to spend money on detailed plans without knowing if the project can be approved. Architectural drawings, engineered plans, technical studies are commissioned after the proponent is sure that the project will be permitted. It “frontloads” many review items that are make or break issues and that are important site planning elements of a project in advance of preparing expensive supportive design information. Better customer service opportunities. There have been instances where staff identifies an issue following significant investment by a client into design plans. This creates a situation where staff’ s ability to provide effective and equitable customer service is challenged because of limited ability and/or resistance by the client to initiate significant th revisions to plans. This can also lead to the proverbial “11 hour” feeling on the part of the client and staff where each wish there had been earlier opportunity to address and resolve an issue. Provides early public notice opportunity, particularly for projects that would not under current procedures require public notice unless a specific land use action (e.g. conditional use permit) was required. Provides the opportunity to provide early direction and input on on-site and off-site infrastructure improvements to help guide applicants on key requirements and options prior to the development of detailed engineering plans. Enables a qualitative evaluation of site plan layout without necessitating expensive redesigns. Site Plan Review allows for the review of key planning and engineering elements such as overall site layout, architectural compatibility, pedestrian and vehicular circulation and connectivity, environmental resource protection, context within the community, integration with adjacent properties, etc. There is less ability to consider these project elements after significant funds have already been expended on detailed architectural drawings, engineered drawings, and technical reports. Can be used to create a long term phasing plan. An approved phasing plan offers the community and the landowner predictability in how a site will be used in the future. Allows for environmental review to occur in advance of preparation, submittal and review of detailed plans. Because environmental review can result in mitigating conditions that are not covered under other sections of city code the site plan review process will reveal any significant environmental issues early in the review process. All of the mitigation fees, impacts fees, permit review fees, utility fees, etc. can be determined in advance of a detailed project submittal. This allows project proponents to fully understand development costs. POTENTIAL CONCERNS: It requires staff and customers to learn a new way of doing business. This is a temporary disadvantage that will occur during the early periods of implementation. It requires discipline on the part of staff reviewers to refrain from asking for all of the detail during the preliminary process. Perception that it will add time to permit processing. It can be construed as moving from a one step process to a two step process. COMPARISON WITH OTHER JURISDICTIONS: Site Plan Review is a common method of project review used in many jurisdictions. Thresholds can be established which define types and/or sizes of projects that are exempt from Site Plan Review. Jurisdictions opting to utilize Site Plan Review have discretion in establishing review thresholds (project type or size), application requirements, or review procedures (administrative vs. quasi-judicial). JURISDICTION SITE PLAN REVIEW NOTE Bonney Lake YesLarge commercial and multifamily projects reviewed administratively Des Moines No RentonYesSmall projects are reviewed administratively; large projects by Hearing Examiner KentNoNo Site Plan process but there is a design review process that occurs during building permit review Puyallup YesProject size thresholds are established that determine whether an administrative site plan review process is required AlgonaNo PacificNo TukwilaNoNo Site Plan process but there is a design review process that occurs during building permit review Federal Way YesAll commercial projects are subject to the administrative site plan review process Enumclaw YesOnly for projects located on public properties or within hospital district Sumner No Covington YesAll commercial and multifamily projects are subject to the administrative site plan review process SeatacNo BurienNo UnincorporatedYesAll projects are reviewed administratively King County STAFF NOTE: The Planning and Development Director, Planning Manager and Development Services Manager have each worked with site plan review processes in other jurisdiction and have found site plan review to be an effective development review tool that offers early on interaction opportunities for clients and staff and provides customer service value that can save both time and money for clients. KEY ISSUES FOR CODE DEVELOPMENT: Additional research is needed to explore the details of the rules and procedures adopted by other jurisdictions. Identification of successful examples where Site Plan Review has proven to be an effective development review procedure. Identification of the types of projects that are exempt from Site Plan Review due to its type, size, location, or other criteria. Identification of a specific list of the types of documents and drawings that are needed as part of the Site Plan Review submittal. Incorporation of clear procedures and timelines that ensure a predictable and reliable outcome. Creation of easy to understand application materials and instructions, as well as a clear timeline for how projects move through the entire development review process. DISCUSSION POINTS : Staff requests the Committee’s feedback on the following: What is the Committee’s feedback on the possible implementation of a site plan review process? What questions or concerns does the Committee have that it would like more information on?