Planning & Zoning Dept. Performance Measures January 23, 2010

Planning & Zoning Dept. What does the recent recession/downturn mean for the Department? Review workload in 3 areas: Zoning Permits Zoning Board of Appeals Environmental Protection Commission

The National Bureau of Economic Research (NBER), the official arbiter of recession dating, will not decide on the end-date for the recession until probably next year. The NBER already has set the start date for the current recession in December The National Bureau of Economic Research (NBER), the official arbiter of recession dating, will not decide on the end-date for the recession until probably next year. The NBER already has set the start date for the current recession in December (Thus, much of the data shown today will focus on Calendar Year)

Planning & Zoning Dept. Application and meeting workload increased steadily Application and meeting workload increased steadily Peaks in FY2005 ( ) Peaks in FY2005 ( ) 2008 Zoning Permits were at 1997 levels lowest in many years Zoning Permits were at 1997 levels lowest in many years. We project Zoning Permit, ZBA and EPC application levels generally to be at/below 1997/2008 levels. We project Zoning Permit, ZBA and EPC application levels generally to be at/below 1997/2008 levels.

Zoning Permits A Zoning Permit is a predecessor of a Building Permit. It consists of ensuring that the submitted plans are consistent with the P&Z approval, ZBA approval AND all Local zoning regulations. This can range from a shed; bathroom renovation; or larger projects such as a new commercial building; or a residential teardown. (new software allows us to compare by type) The amount of review time obviously is related to the scope of work. The Permits take more time to review, as properties get “maxed out”, and the Town gets “built out”. Items such as drainage, coverage, and building height were not issues 10 years ago. Recent increase in amount of non-residential development.

Zoning Permits The Number of Permits have as factors: 1) local variation and national variation (the local and national economy) 1) local variation and national variation (the local and national economy) 2) seasonal variation (few start foundation work in January or Feb.) 2) seasonal variation (few start foundation work in January or Feb.) Busiest months: May/June Busiest months: May/June Slowest months: December/January Slowest months: December/January

Zoning Permits Jan.Feb.MarchAprilMayJuneJulyAugustSept,Oct,Nov.Dec.Total ZONING PERMITS BY MONTH Pre-recession Post- recession

Zoning Permits 14 years of data ( ) August 2008—2 nd lowest (7 from lowest) August 2008—2 nd lowest (7 from lowest) September 2008—4 th lowest (4 from lowest) September 2008—4 th lowest (4 from lowest) October 2008—2 nd lowest (3 from lowest) October 2008—2 nd lowest (3 from lowest) November lowest November lowest December lowest December lowest January 2009—2 nd lowest January 2009—2 nd lowest Feb through July 2009 (6 months)--lowest Feb through July 2009 (6 months)--lowest 37 or less permits in each of these months.

Zoning Permits Jan 2010— 26 permits through 1/21 32 likely

Zoning Permits

Zoning Permits 2009

Zoning Permits Recent focus on establishing and meeting performance measures Recent focus on establishing and meeting performance measures (ie. Reviewing the permits and acting upon them quicker) CityView has recently allowed us to analyze review times by permit type. CityView has recently allowed us to analyze review times by permit type. Quarterly Reports given to BOS for past 1 ½ years reflect this new data. Quarterly Reports given to BOS for past 1 ½ years reflect this new data.

Zoning Permits

Zoning Board of Appeals (ZBA)

Environmental Protection Commission (EPC) Number of Meetings Number of Meetings Number of Applications Number of Applications Revenues have increased as a result of 2005 & 2008 fee increases. Revenues have increased as a result of 2005 & 2008 fee increases. In 2005 & June 2008, RTM increased EPC application fees. Prior to 2005: $35 per application. Now: $105 for “basic maintenance” $160 for map amendment $160 for map amendment $660 for all other types of activity $660 for all other types of activity $980 for construction of a new or replacement residence $980 for construction of a new or replacement residence $100 Site Inspection Fee $250 Public Hearing Fee

Environmental Protection Commission (EPC) EPC Meetings by Calendar Year

Environmental Protection Commission (EPC) EPC Applications by Calendar Year

EPC Revenues

SUMMARY Part 1: Reviewed workload in 3 areas: Zoning Permits Zoning Board of Appeals Environmental Protection Commission

Planning & Zoning Department Part 2: Short range planning (day-to-day) Application processing—ZBA, EPC, ARB, PZC-4 boards Application processing—ZBA, EPC, ARB, PZC-4 boards Zoning Enforcement Zoning Enforcement Work at counter with general public + others Work at counter with general public + others Zoning Permit reviews Zoning Permit reviews Inspections/Site Visits “REACTIVE” Inspections/Site Visits “REACTIVE” Long range planning “PROACTIVE” Reports, studies Reports, studies CityView and GIS Implementation CityView and GIS Implementation Wetland Map Updates Wetland Map Updates Updating of application and instruction forms Updating of application and instruction forms Zoning and Inland Wetland Regulation updates Zoning and Inland Wetland Regulation updates DEP forms/reports (inland and coastal reporting) DEP forms/reports (inland and coastal reporting) Grant applications Grant applications Litigation Litigation IT IS ESSENTIAL TO DO BOTH SHORT AND LONG-RANGE PLANNING

What is Short range? Examples: Application processing Application processing Review of applications, staff reports Review of applications, staff reports Work with applicants Work with applicants Publication of legal notices Publication of legal notices Draft Resolutions/Letters to applicants Draft Resolutions/Letters to applicants Computer data entry-CityView Computer data entry-CityView Meeting minutes, agendas Meeting minutes, agendas Follow up on conditions of approval Follow up on conditions of approval Inspections/site visits Inspections/site visits Daily responses to general public—copying, etc. Daily responses to general public—copying, etc. Web site updating (relatively new/integrating into day-to-day routine) Web site updating (relatively new/integrating into day-to-day routine)

What is Long-range? Examples of Reports/Studies: Staff worked on bulk of the 2006 Town Plan of Conservation & Development in house. Recommendations in 7 content areas: Housing; Transportation; Environment; Land Use… Town Plan required to be updated every 10 years.

What is Long-range? Other Examples: 2007 Darien Parking Study 2007 Darien Parking Study 2007 Aquifer Protection Agency Regulations 2007 Aquifer Protection Agency Regulations 2007 Report to the Planning and Zoning Commission from the Affordable Housing Subcommittee 2007 Report to the Planning and Zoning Commission from the Affordable Housing Subcommittee 2008 Inclusionary Zoning proposal 2008 Inclusionary Zoning proposal 2008 Flooding issues—EPC Stormwater Regulations 2008 Flooding issues—EPC Stormwater Regulations Drainage/Stormwater Management Report & Regulations Drainage/Stormwater Management Report & Regulations Route 1 Study w/SWRPA Route 1 Study w/SWRPA

What is Long-range? Other Examples: Proposed Fee increase proposals brought forth and subsequently adopted—2005, 2008 Proposed Fee increase proposals brought forth and subsequently adopted—2005, 2008 Inland Wetlands Map update—completed every 1-1/2 yrs. Inland Wetlands Map update—completed every 1-1/2 yrs. Design Guidelines Document worked w/DRI, ARB Design Guidelines Document worked w/DRI, ARB Zoning Regulation amendments—1/year or so. Zoning Regulation amendments—1/year or so. –(2009: Inclusionary, Blade Signs, Stormwater; 2010 Flood Regs per DEP) Press Releases—1/year or so. Press Releases—1/year or so. DEP Wetland reporting forms. DEP Wetland reporting forms. Downtown issues Downtown issues HomeCT Grant HomeCT Grant FEMA/Flooding Grants FEMA/Flooding Grants Assisted on original CT Main Street application Assisted on original CT Main Street application Litigation resolution Litigation resolution

CityView implementation CityView went “live” in CityView went “live” in We are now well into a multi-year, multi- department implementation. We are now well into a multi-year, multi- department implementation. P&Z Dept. is “Project Manager” P&Z Dept. is “Project Manager”

CityView implementation Desire to improve the following: Assessor needs to better track COs and TCOs. Assessor needs to better track COs and TCOs. Improved, more efficient financial reporting. Improved, more efficient financial reporting. Much better interdepartmental communication-- automatic s. Much better interdepartmental communication-- automatic s. Easier to prepare monthly, quarterly, and annual reports. Easier to prepare monthly, quarterly, and annual reports. Improved deadline tracking by the P&Z Dept. Improved deadline tracking by the P&Z Dept. Track action time on Zoning Permits to establish and meet performance measures. Track action time on Zoning Permits to establish and meet performance measures.

GIS implementation New maps include: zone boundaries, wetlands, open space, municipally-owned lands, street addresses, acreage.

GIS implementation New drainage maps include: wetlands, street addresses, numbered information to tie existing data to.

GIS implementation Important to keep all layers updated. Lot lines Sanitary Sewer lines (now being reviewed & updated by DPW) Storm Sewer/drainage (now being reviewed & updated by DPW) Wetlands/Watercourses (based upon recently received information—done every year to year and a half) Town Clerk #’s and new Street Addresses (done as they are changed)

SUMMARY P&Z Department staff will continue to focus efforts in both areas: Short range planning (day-to-day) Application processing—ZBA, EPC, ARB, PZC-4 boards Application processing—ZBA, EPC, ARB, PZC-4 boards Zoning Enforcement Zoning Enforcement Work at counter with general public + others Work at counter with general public + others Zoning Permit reviews Zoning Permit reviews Inspections/Site Visits “REACTIVE” Inspections/Site Visits “REACTIVE” Long range planning“PROACTIVE” Long range planning “PROACTIVE” Reports, studies Reports, studies CityView and GIS Implementation CityView and GIS Implementation Updating of application and instruction forms Updating of application and instruction forms Zoning, Subdivision, Inland Wetland Regulation updates Zoning, Subdivision, Inland Wetland Regulation updates DEP forms/reports (inland and coastal reporting) DEP forms/reports (inland and coastal reporting) Grant applications Grant applications Litigation Litigation IT IS ESSENTIAL TO DO BOTH SHORT AND LONG-RANGE PLANNING

SUMMARY Application and meetings for ZBA and EPC increased steadily , with peaks in FY2005 ( ). Application and meetings for ZBA and EPC increased steadily , with peaks in FY2005 ( ). We project that FY09 and FY10 Zoning Permit, ZBA, and EPC application levels generally to be at or below 1996/1997 levels (lowest in past 14+ years). We project that FY09 and FY10 Zoning Permit, ZBA, and EPC application levels generally to be at or below 1996/1997 levels (lowest in past 14+ years). CityView allows us to track Zoning Permit review times, and compare to Proposed Standards. CityView allows us to track Zoning Permit review times, and compare to Proposed Standards. Staff continues to work on short and long-range planning work…both are essential. Staff continues to work on short and long-range planning work…both are essential.

Planning & Zoning Dept. Performance Measures January 23, 2010