MODEL 98-14

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DEVELOPMENT REVIEW PROCESS
CITY OF PORTAGE, MI
EXECUTIVE SUMMARY

Jurisdiction Statistics:

• Population: 42,493
• Size (square miles): 34
• Dollar Amount of Construction Per Year: $65-70 million
• % Construction:

• Commercial- 25%; Residential- 65%; Industrial- 10%

Regulatory Areas:

• Administration and Enforcement
• Infrastructure & Impact Fees

PROBLEM:

Permitting Process - Inefficiencies

The Department of Community Development wanted to remedy inefficiencies in their development review process and improve communication between the administration and the development community.

SOLUTION:

Interdepartmental Review Team and Customer Checklist

A Development Review Process was implemented to improve the quality of development review, to centralize project review, to improve communication, and to maximize the efficiency of the Administrative staff. All correspondence between developers and city administrators is accomplished through the Department of Community Development using this process.

DESCRIPTION:

The key element in the process is the Development Review Team (DRT), which reviews all development proposals. DRT is comprised of representatives from the Department of Public Services, Fire Department, and Department of Community Development. The team is coordinated by the Deputy Director of Economic Development Services.

DRT holds weekly meetings to facilitate review of development proposals, review current projects, and to update the progress of projects under construction. Written information on all projects is provided to team members from all involved departments.

With the review process, the Deputy Director of Economic Development Services (DDEDS) forwards copies of submitted proposals to team members. Each member then has 5 days to review and write comments on the proposal, and return them to the DDEDS. Once this has been accomplished, the proposal is placed on the agenda of the next weekly meeting. At the meeting, the adequacy of the proposal is discussed and, if there are no problems, the DDEDS forwards the proposal to the City Council and/or the Planning Commission. If there are concerns, all departments are present to discuss this with the proponent of the project so that plans may be resubmitted.

A project proponent does have the option of setting up an informational meeting with the DRT before submitting a proposal. At this meeting, the DRT acts as consultants to discuss any questions or concerns with the proponent, and to help facilitate the review process.

The Development Review Process is used for projects including Landscape Plans, Building Plans, Infrastructure Review, Construction Inspection, and Construction Finalization. The only construction NOT covered under the program is single family residential construction. The DRT is involved throughout the construction process, and is kept up to date with regular progress reports. The Development Review Booklet discusses this process in depth and outlines each step involving DRT action.

Along with the submission is a customer guide entitled Guide to Development. The booklet clearly outlines the steps that builders and developers must follow in the review process, and includes copies of necessary materials in the back.

The Development Review Process is automated using Microsoft Access and a Novell Network of computers in all involved departments in City Hall. All permits are tracked using an AS-400 system, whereby all permits issued by field inspectors are bar-coded and downloaded into a computer at the close of business each day. These systems work to ensure that no development projects "fall through the cracks."

RESULTS:

The submitting party lists the following benefits that have been achieved as a result of the program:

• Reduced administrative time;
• Improved communication between staff and developers/contractors;
• Improved staff efficiency;
• Improved customer service.

Problems which have been encountered primarily involved internal communication, coordination between the Department of Community Development and other departments, and handling the volume of documentation. In order to prevent miscommunication between the departments, developers/contractors have been asked to contact the Department of Community Development only rather than individual departments. Often, this request is not followed.

To deal with communication problems, project status/meeting record forms were developed to document the contact, which are then forwarded to the Department of Community Development.

EVALUATION BY STREAMLINING COMMITTEES:

Advantages

• Reduces time, cost and complexity at all levels;
• Productivity is increased and time reduced by organizing all aspects of service delivery and coordinating the work of several departments;
• Customers receive clear, concise information on what is needed to go through the process;
• Program is easy to understand and well-written;
• Integrates competing interests well;
• Program has been in place long enough to understand the benefits and to work out the problems;
• Excellent single document concept;
• Good for builders and developers that are new to the area.

Drawbacks

• Might not be as effective for a larger jurisdiction;
• Code may be compromised to support economic development;
• Cost information was not provided;
• No written guidelines for internal review;

The Streamlining Committees designated this program as a streamlined model with the following modifications:

• Should include a directory of other contact points with name, title, phone, hours of operation, etc;
• A flow chart showing process and timelines might be considered;
• Should include written procedures for administration of the program.

IMPLEMENTATION:

This program was adopted through administrative action by the Department of Community Development.

FOR MORE INFORMATION OR ASSISTANCE IN CONSIDERING THE USE OF THIS MODEL, PLEASE CONTACT:

Jeffrey M. Erickson
Economic Development Services
City of Portage
7900 S. Westnedge Avenue
Portage, MI 49002
Phone: (616) 329-4477
FAX: (616) 329-4506
Email: chrisfor@portagemi.com
Website: http://www.portagemi.com

Or NCSBCS STAFF:
Carolyn Fitch
National Conference of States on Building Codes and Standards
505 Huntmar Park Drive, Suite 210
Herndon, VA 20170
Phone: (703) 437-0100
FAX: (703) 481-3596
Email: cfitch@ncsbcs.org