Evaluation And Appraisal Reports Broward, Miami-Dade and Monroe counties July 15, 2009

2 OVERVIEW OF PRESENTATION What’s an EAR? What are the steps in the EAR process? What should be in the EAR?

3 FIRST ROUND STATUS Between 1995 and 1999 Only communities >2,500 population –291 local governments total All EARs have been adopted All EARs are sufficient

4 FIRST ROUND STATUS, continued 12 (4%) local governments have not adopted their EAR-base amendment –BAY HARBOR ISLANDS (some adopted) –BISCAYNE PARK due 04/1997 –KEY WESTdue 11/2006 –MIAMI BEACHdue 11/2001 –OPA LOCKA due 09/1997 –SWEETWATERORC issued 3/2009 They are prohibited from amending their comprehensive plan

5 SECOND ROUND STATUS Between 2003 and 2011 All local governments : 478 –186 (39%) of which did not do a 1 st Round EAR EAR due date missed by 43 (9%) local governments (prohibition in effect) –Bal Harbour VillageEAR due 01/2006 –Bay Harbor IslandsEAR due 02/2006 –Lazy LakeEAR due 09/2005 –Pembroke ParkEAR due 01/2006 –Sea Ranch LakesEAR due 04/2006 EAR adopted but not sufficient: 6

6 SECOND ROUND STATUS, continued EAR-based amendment not adopted by 50 local governments (prohibition in effect) Coral Gables Margate Davie (ORC issued)Miami Beach El Portal Miami Springs (ORC issued) Golden Beach (ORC issued) North Miami Beach Hallandale Beach (ORC issued) Pinecrest Hillsboro Beach (ORC issued) Pinellas Park (ORC issued) Homestead (ORC issued)South Miami (ORC issued) Key BiscayneSunrise (ORC issued) Key WestSweetwater (ORC issued) Lauderdale LakesVirginia Gardens (ORC issued) Lauderhill

7 ROUND 3 DUE DATES (2010 through 2018) EARs are prepared every 7 years Schedule on DCA website New Rule 9J-42 to be published

8 COUNTY DUE DATES Miami-Dade November 1, 2010 BrowardMarch 1, MonroeAugust 1, 2011

9 DUE DATES FOR MUNICIPALITIES Municipalities are scheduled months after the county in which they are located Doral due date will be determined after their adopted plan is in effect

7/15/ Comprehensive Planning Process Identify Problems/ Opportunities Collect Information Compare Alternatives Adopt Plan Implement Plan Monitor and Evaluate Progress Public Participation

11 What is Evaluation? Systematic assessment of the outcomes of a program or policy compared to a set of explicit or implicit standards, as a means of contributing to the improvement of the program or policy.

12 WHAT IS AN EVALUATION AND APPRAISAL REPORT? A review of the progress that has been made in achieving your community goals through implementation of your comprehensive plan EAR is 1 st Step in revising the comp plan –The EAR results inform the plan revision process

13 WHY REVISE A COMP PLAN? React to changing conditions Incorporate changes in local vision React to new data React to changes in state growth management policy Change what is not working (EAR lessons)

14 1 ST JOB OF THE EAR Look inside the plan to understand the plan –What is the plan trying to achieve? Objectives/policies contain measurable targets –What implementation actions were taken? –Did the actions taken achieve the planning objectives? What worked/did not worked? Why/why not? –MOST IMPORTANT EAR QUESTION –Based on this assessment, what changes in the plan are needed?

15 2 nd JOB OF THE EAR Look outside the plan into the community –Does the plan Reflect current vision? Address current community planning issues? Utilize the most current data available? Reflect current trends, conditions & circumstances? –Based on the answers to these question, the EAR should suggest changes needed in the plan

16 EAR SUMMARY 1. Community Vision 2. Identify Major Issues 3. Determine how plan addresses each issue What is the plan trying to achieve? (objectives) Use of indicators to measure change 4. Identify actions undertaken to address each issue and achieve the objectives

17 5. Determine the success or failure of the actions in achieving the objectives –What indicators are useful in measuring attainment of the objectives? –What data can you use for each indicator? Where is the data? 6. Identify causes of successes and failures (the why question)

18 7. Suggest changes to the planning strategies in the comp plan to better address each issue. 8. Address EAR content requirements

19 TIME PERIOD FOR EAR Begin with the plan in effect at the time you begin your EAR –Original plan –Plan as updated by the most recent EAR- based amendments Complete 1 st draft of EAR about 6 months before EAR due date

20 STATUTORY REQUIREMENTS (2)(a through p) Complete list on DCA web site

21 STATUTORY CHANGES SINCE (2)(k): Evaluate coordination with school board regarding residential development, population projections and siting public school facilities. [2005]

(2)(k) & (7): Local governments without a public schools interlocal agreement or public school facilities element must assess whether they continue to meet to the waiver or exemption criteria in s (12), F.S. (Monroe County) [2005]

(2)(l): (a) Evaluate success in identifying water supply projects, including conservation and reuse, identified is the regional water supply plan. [2005] (b) Evaluate degree to which the 10- year water supply facilities workplan has been implemented. [2005]

(2)(n): Evaluate whether criteria in the land use element were successful in achieving land use compatibility with military installations. (Miami- Dade, Homestead, Monroe) [2004]

(2)(o): Evaluate whether concurrency exception areas are meeting the purpose for which they were established TCEAs, TCMAs, MMTDs [2005]

(9)(d): Evaluate progress in improving levels of service within long-term concurrency management areas [2005]

(2)(p) : Assess when changes are needed to develop a common methodology for measuring impacts on transportation facilities. [2005]

28 SPECIAL REQUIREMENT FOR Homestead, North Miami Beach, and South Miami Urban Infill and Redevelopment Area See s (6)(a), F.S.

29 KEY CONCEPTS “Summary Audit” of the actions a local government has undertaken to achieve its planning objectives Short, focused, user-friendly

30 “Summary” of Public Participation activities “Brief” assessment of successes and shortcomings related to each element

31 Focus on the EAR on “Major Issues”

32 One intent of the EAR process is “...to identify major issues regarding the community’s achievement of its goals.” s (1)(a), F.S.

33 An issue is an impediment that prevents a community from getting to where it wants to be in the future An issue is a problem that need to be resolved before a community’s vision can be achieved

34 Defining an issue too broadly or too generally will make the EAR evaluation difficult Defining an issue too narrowly will result in very specific conclusions that do not have board applicability (in other words, it is not a major issue)

35 “An assessment of whether plan objectives within each element, as they relate to major issues, have been achieved …” s (2)(g), F.S.

36 “an assessment of … whether unforeseen and unanticipated changes in circumstances have resulted in problems and opportunities with respect to major issues in each element” s (2)(g), F.S.

37 “…whether plan amendments are anticipated to address the major issues identified and analyzed in the report.”

38 Approach for Identifying Major Issues Internal staff meetings, including other local government agencies – 1 st draft of list Workshops with LPA, elected officials, the public – 2 nd draft of list Scoping Meeting for Review Agencies – 3 rd draft of list Letter of Understanding between local government and DCA – Final list

39 The Scoping Meeting Forum for local staff to meet with state and regional review agency staffs to discuss and reach agreement on: 1. the key planning issues that will be addressed in the EAR and 2. the “degree of effort” that should be devoted to the components of the EAR 3. Data/sources/contacts

40 The Proposed EAR LPA –Prepares proposed EAR –After public hearing sends to local governing body Local Government Action –Submit proposed EAR for review (optional) Cannot submit earlier than 90 days before due date Send one copy of proposed EAR to –DCA –Review agencies listed in Rule 9J (6), F.A.C. Review comments sent to local government within 30 days of receipt of the proposed EAR –pdf on CD-ROM or paper copy

41 The Adopted EAR After public hearing –Local government adopts EAR –Cannot adopt earlier than 90 days before due date Send 3 copies to DCA –Option: 1 paper and 2 pdf copies pdf must include all the documentation that the paper copy includes Cannot submit portion as paper and a portion as pdf

42 Send 1 copy to each agency that commented on the proposed EAR –If proposed EAR was not distributed for review, then all agencies must be sent a copy of the adopted EAR The transmittal cover letter must –State the date the public hearings were held Include a copy of the adoption ordinance or resolution

43 The EAR must include a schedule for adoption of the EAR-based amendment –Projected LPA hearing date for proposed amendment –Projected local government transmittal hearing date –Projected adoption date DCA Review Process –Agencies send comments to DCA by day 30 –DCA issues “Preliminary sufficiency determination” within 60 days –DCA issues “Final sufficiency determination” within 90 days –EAR is sufficient if it “fulfills the components” required (2)(a – p), including major issues Delegated reviews

44 AVOID THESE EAR –RELATED PENALITIES If EAR not adopted and submitted for review by due date: –Cannot amend plan (except DRI, port and statutorily-mandated plan updates) –Administration Commission sanctions If EAR not sufficient: –Can continue to amend plan for one year –If not sufficient within one year, then no more amendments (except DRI)

45 THE EAR-BASED AMENDMENT Do not submit proposed amendment with the adopted EAR Adopt within 18 months of sufficient EAR Adopt during a single amendment cycle Mention in cover letter that this is an EAR-based amendment Send complete copy of updated plan to agencies within 6 months of amendment becoming effective

46 AVOID THESE EAR-BASED AMENDMENT PENALITIES If EAR-based amendment not adopted by due date: –Prohibition on adopting new amendments (except for statutorily-mandated plan updates) –Administration Commission sanctions

47 STATUTORILY-MANDATED PLAN UPDATES 1. CIE updates (s (3)(b)1., F.S.) 2. Water supply plans (s (6)(c), F.S.) 3. Public school siting (s (6)(a), F.S.) 4. Public education facilities elements (s (12), F.S.) 5. Military installations (s (6)(a), F.S. 6. Compliance agreements (s (6), F.S.) 7. Wekiva Study Area (s , F.S.)

48 SUMMARY: WHAT TO REMEMBER 1.Make sure the EAR is a summary audit 2.Focus of major issues 3.Address all statutory requirements, including the (2)(a – p) content requirements

49 CONTACT Walker Banning Department of Community Affairs 2555 Shumard Oak Blvd. Tallahassee, FL ear.htm EAR Guide on web