TRC Performance Assessment
Novak Consulting Group and TRC staff made 25 recommendations for improving the City's Technical Review Committee. After thoughtful review and consideration of impact, ease of implementation and resources needed to complete, the team prioritized the recommendations and plan to implement as identified below.
The TRC Team meets monthly to continuously improve the TRC process. Our progress is updated here. Read the full report
| Recommendation | Status | Expected/Actual Completion |
|---|---|---|
| 1st Quarter 2019 | ||
| Appoint an empowered TRC Chair. |  |
2018 Q4 |
| Begin tracking and monitoring the number of labor hours required for TRC plan review and administrative activities per project. | |
2019 Q1 |
| Require plan reviewer TRC meeting attendance for all plans they have reviewed. | |
2019 Q1 |
| Conduct quarterly workshops with the development community on TRC Manual/ expectations. | |
2019 Q1 |
| Conduct quarterly workshops with the development community on TRC Manual/ expectations. | |
2019 Q1 |
| 2nd Quarter 2019 | ||
| Establish a mechanism to track and report outcomes to all TRC members and the development community. | |
2019 Q1 |
| Monitor the need to fill a TRC Coordinator role. | |
2019 Q2 |
| Convene a group to create a definition for multi-family requirements for TRC. | In Progress | 2019 Q2 |
| 3rd Quarter 2019 | ||
| Go live with e-Review in Energov. |  |
2019 Q3 |
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Better define and utilize pre-application meetings.
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2019 Q3 |
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Convene a committee to review threshold requirements for TRC Site Plan Approval process.
|
In Progress | 2019 Q3 |
| Create definitions/standards for major and minor comments. |
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2020 Q1 |
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Develop plan review cycle-time performance standards and a performance measurement reporting process.
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2021 Q1 |
| 4th Quarter 2019 | ||
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Complete a TRC Manual overhaul to provide a more detailed and flexible checklist.
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In Progress | 2020 Q1 |
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Establish flexible plan review cycle time targets based on project type and complexity.
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2019 Q4 |
RECOMMENDATIONS ON HOLD |
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| Recommendation | Notes |
|---|---|
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Establish and standardize guidelines for customer interaction and follow-up.
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Resolves with go live of e-Reviews
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| Create a mechanism to deny submittals when reasonable quality standards have not been met and conduct technical completeness review within 48 hours of application delivery to Plan Review Staff. | This has been greatly improved with the increase in plan submittal fees. |
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Require developer revisions to be “clouded” for easier recognition by review staff.
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Resolves with go live of e-Reviews.
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| Incorporate PDF reviews from previous week’s TRC meeting as the first agenda item on each TRC meeting agenda. | Resolves with go live of e-Reviews. |
| Provide training for intake personnel to elevate their understanding of what to look for in plan submittals. | Reevaluate in 2019 Q4 |
| Create a structure and process for regular engagement with the Developers Council and Developers Working Group to identify and resolve issues and communicate process changes. | Duplicate |
| Limit discussion of comments during TRC meetings. | Evaluate with more data and once pre-application meetings are more functional. |
| Consider limiting the number of TRC submittals each week. | Already capped in Nov/Dec - need to monitor and evaluate later with more data. |
| Provide comments to applicants in advance of TRC meeting (all disciplines). | Resolves with go live of e-Reviews and accountability is being tracked and reported. |
| Revise TRC comment and response format to increase consistency across review disciplines. | Resolves with go live of e-Reviews and implementation of digital submital guidelines. |