The URL can be used to link to this page

Home My WebLink About10-28-1986 ENd A cib~ o ~ 4o IQ c,~ ~ouru ~i 1 AGBN DA CITY OF DbNTON CITY COUNCIL October 28, 1986 Special Called Meeting of the City of Denton City Council on Tuesday, October 28, 1986, at 5:30 p.m. in the Civil Defense Room of the Municipal Building at which the following items will be considered: 5:3U P.M. I. Receive a report on the 1986 City Couac II goals and priorities: # 9 Beautification M 3 Development Process Special Called Meeting of the City of Denton City Council on Tuesday, October 28, 1986, at 6:U0 p.m. in the City Manager's Conference Room of the Municipal Building at which the following items will be considered: 6:00 p.m. 10 ]executive Session: A. Legal Matters Under Sec. 2!e), Art. 6252-17 V,A,C.S. B. Real Estate Under Sec, 2(f), Art. 6252-17 V.A.C.S, C. Personnel/Board Appoi++.tments Under Sec, 2(g), Art 6252-17 V,A.C,S. 1. Annual review of the City Attorney Special Called Meeting of the City of Denton City Council on Tuesday, October 28, 1986, at 7;00 p,m. In the Council Chambers of the Municipal Building at which the following item will be considered: 7:00 p.m. 1. Hold a public hearing on the proposeJ Capital Improvements Program Special Called Meeting of the City of Denton City Council on Tuesday, October 28, 1986, in the City Manager's Conference Room of tine Municipal Building at which the following items will be considered: 11 Executive session: A. Legal Matters Under Sec. 2(e), Art, 6252-17 V.A,C,S. B, Real Estate Under Sec. 2(f), Art. 6252-17 V,A.C.S. C, Personnel/Board Appointments Under Sec, 2(g), Art 6252-17 V.A.C.S. 11 Annual review of the City Manager City of Denton City Council Agenda October 28, 19do Page Two 21 official Action on Executive Session Items: A. Legal Matters B. Real Estate C. Personnel/Board Appointments C E R T I H I C A T b I~ I certify that the above notice of meeting was posted on the bulletin board at the City Nall of the Lity of Denton, Texas, on the day of 1986 at o'clock (a.m. ) P.m.) CITY SECRETARY 24190 AGENDA CITY OF DENTON CITY COUNCIL October 28, 1986 Special Called Meeting of the City of Denton City Council on Tuesday, October 28, 19869 at 5:30 p.m. in the Civil Defense Room of the Municipal Building at which the following items will be considered: 5:30 p.m. 11 Receive a report on the 1986 City Council goals and priorities: M 9 Beautification 0 3 Development Process Special Called Meeting of the City of Denton City Council on Tuesday, October 28, 1986, at 6:00 p.m, in the City Manager's Conference Room of the Municipal Building at which the following items will be considered: 6:00 p.m. 1. hxecutive Session: A. Legal Matters Under Sec. 2(e), Art, 6252-17 V,A.C.S. B. Real Estate Under Sec, 2(f), Art. 6252-17 V.A.C.S. C. Personnel/board Appointments Under Sec. 2(g), Art 6252-17 V.A.C.S. 1. Annual review of the City Attorney Special Called Meeting of the City of Denton City Council on Tuesday, October 28, 1986, at 7:UU p.m, in the Council Chambers of the Municipal Building at which the following item will be considered: 7:OU p.m. 1, Hold a public hearing on the proposed Capital Improvements Program Special Called Meeting or they City of Denton City Council on Tuesday, October 28, 1986, in the City Manager's Conference Room of the Municipal Building at which the following items will be considered: 11 bxb utive Session: A. Legal Matters Under Sec. 2(e), Art. 6252-17 V.A.C.S. B, Real Estate Under Sec. 2(f), Art. 6252-17 V.A.C,S. C. Pfsrsonnel/Board Appointments Under Sec, 2(g), Art 6252-17 V.A,C.S. 11 Annual review of the City Manager City of Denton City Council Agenda October 280 198b Page Two 2. Ufficial Action on Executive Session Items: A. Legal Matters B. Real Estate C. Personnel/Board Appointments C la R T I F I CAT E I certify that the above notice of moeting was posted on the bulletin board at the City Nall of the Lity of. Denton, Texas, on the day of , 1986 at o'clock (a.m.) (p.m.} CITY SECRETARY 2419C Goals 9 CITY BEAUTIFICATION Committee Members: Bill Angelo Julia Moore Cecile Carson Steve Brinkman Joella Orr Kick Svehla Carol Short Debra Drayovitch Chuck Carpenter Jeff Meyer WHAT BY WHOM WHEN 1. Code Enforcement -Establish training for new people Julia Moore Aug.-Sept.., 1986 -Implement reorganization bill Angelo Oct. it 1986 -Conduct evaluation of code enforcement bill Angelo Oct. 15, 1986 problem Rick Svehla -lmplewent Action Plan Bill Angelo Nov. It 1986 Rick Svehla -Establish new goals and projections Julia Moore Nov. 15, 1986 for perfoc-mance 1986-1987 Present goals and projections to Julia Moore Dec. 2, 1986 Council -daka tie-in to Denton Appraisal Dist. Julia Moore Jan. It 1987 and obtain access to their data -Complete move of personnel to S.C. Julia Moore Jaq. it 1987 -Keep stntiatics on court activity Julia Moore Ongoing 1. Park Dedication -Receive update from Parks Dept. and Steve Brinkman Oct. 28, 1986 Planning and Community Development ou status of proposed ordinance -Staff meet with developers to discuss Steve Brinkman Nov. 15, 1986 the material received describing Jeff Mayer future park needs of the City and park Betty McKean development fees i Page Two -Hold Park Hoard meeting to receive a Steve Brinkman Nov, 24, 1986 report from developers regarding voluntary dedication of parka -Developers submit their proposal Steve Brinkman ,Jan. 15, 1987 to meet the dedication needs -Park board reviews proposal and Stc•ve Brinkman Jan. 26, 1987 decides how tq proceed Keport to a joint meoting of the Steve Brinkman Feb. 3, 1987 Council and P and Z and receive recommendations on now to proceed -Consider ordinance proce s-minimum to Steve Brinkman Neb./March consider development fee and/or mandatory dedication if developers proposal is unacceptable (Park Bosr(t, P and Z. Council) 3. Urban -Conceptual discussions with Park Board Steve Brinkman Oct. 27, 1986 Design and methods to proceed (tree planting and replacement; -Staff develops preliminary standards Steve Brinkman Dec. 1, 1986 landscaping; and discusses the problems Cecile Carson op9n space in a Jeff Meyer development; setbacks for -Keview preliminary standards with Steve Brinkman Jan. 1, 1987 buildings, signs, developers Cecile Carson sidewalks, etc.; Jeff Meyer sidewalks c,,c~ive comments regarding the Steve Brinkman Feb. 1, 1987 preliminary standards from developers -Hold a joint meeting of P and Z and Steve Brinkman let meeting in Park Board and get staff direction Jeff Meyer March Page 't'hree -Draft a proposed ordinance Debra Drayovitch April -Continue ordinance process (Review Steve Brinkman April/May by Parks, P andL and Council) Jeff Meyer 4. Review Sign -Review existing ordinance for setback Cecile Carson Dec. 1, 1.986 Ordinance and and spacing requirements Charlie Watkins setbacks -Create a brochure on wall sign Cecile Carson Jan. 1, 1987 regulations, implement distribution Charlie Watkins through permitting and CO process -Review billboard standards Cecile Carson Dec. 11 1986 Charlie Watkins -Review portable signs and requirements Cecile Carson Jan. 11 1987 including licensing if mobile Charlie Watkins -Review requirements for political Cecile Carson Jan. 1, 1987 signs, consider establishing timetable Charlie Watkins limits for set-up and removal -Provide proactive stance, visit with Code Enforcement Ongoing candidate to explain rules and Planning regulations as candidates file Jackie Doyle 5. Program for -Consider reinstitution of Litter Bill Angelo April citizen clean- Round-Up Day Steve Brinkman up -Review and expand the beautification Steve Brinkman April program Esta'olish -Designate all major thoroughfares Rick, yvehla Nov, 1, 1986 volunteer withl:~ the City organizations to promote the -Contact major organizations within the Chuck Carpenter Nov, 25, 1986- permauent City such ae women's group, athletic Bill Angelo March 1, 1987 maintenance of associations, sororities and Steve Brinkman major thoroughfares fraternities, Chamber of Commerce, Julia Moore Adopt A Road Universities, churches, neighborhood Joella Orr associations, etc. to establish volunteer programs ` f Page Four -Insr.itute an "adopt a Street" program bill Angelo March 1, 1.987 using Chamber, Realtors, etc. for kick- Julia Moore off -Establish locations for each bill Angelo Jan. 1, 1987 volunteer group and make appropriate Julia Moore signs designating areas to be Transp. Lngineeriag maintained by apeci.fic groups 7. Program for -Review efforts of the Beautification Steve Brinkman Nov. 15, 1986 Improvement to Committee appearance of the City -Receive report on activities of the Cecile Carson Nuv. 15, 1986 realtors within the City Steve Brinkman -Consider appointing a blue Ribbon City Council Jan. 1, 1987 Committee to establish mechanisms for improvemet of the major entrances to the City 8. Litter Control -Continue the "Street of the Week" Bill Angelo Ongoing program in Solid Waste Charlie Watkins Julia Hoore -Implement the 1980-87 budget proposals Bill Angelo Jan. 1, 1987 for litter collection crew Charlie Watkins -Look at ways to maintain or expend the Steve Brinkman Jan. 1, 1987 litter barrel program on major thoroughfares -Construction clean-up requirements Bill Angelo Jan. 1, 1987 Debra Drayovltch -Review existing litter ordinances to Bill Angelo Feb. 1, 1987 allow for easier enforcement Debra Drayovitch Julia Moore Page Five -ixplore with the Judge searencing kick :Svehla Dec. 1, 1986. people for cleanup Debra Druyovitch -Establish construction clean-up Bill. Angelo Feb. 1, 1987 ordinance and requirements including U6bra Drayovitch requirements for waste containers Julia Moore -Provide training and emphasis of the Rick Svehla Jan. 1, 1987 goal to police department to encourage enforcement 9. Mowing -Review existing reporcing and Steve Brinkman Dec. 150 1986 scheduling procedures Kick Svehla -Set new goals and projections Steve Brinkman Feb. It i9,31' Rick Svehla -Present new projections and goals to Steve Brinkman Feb, 30 1917 the Council Goals Meeting 3122M CITY o/ DzmL0N, TiXA8 C/rlc Center / 3019, McKinnon / Denton, Texas 70201 Wen= M E M O R A N D U M TOE Rick Svehla, Assistant, City Manager FROM: Steve Brinkman, Director, Parks and 1(ocreation DATE: October 24, 1986 SUBJECT: Mandatory Dedication Ordinance After our initial meeting with developers, they requested that we supply them with a list of our mark needs so that they could provide us doratione of land without an official ordinance requiring them to do so. We then developed a new list of neighborhood park priorities in conjunction with the Denton Independent School District. Thia summary hiy:,lights approximately 38 areas where parks are now needed or will be needed within the next five to ten years. The total acreage requested is in excess of 30U acres. If the developers can provide for these needs independent of an ordinance, it is our feeling that we could meet with them on an ani:ual basis after this to share our needs with them as well as work k.-rith them in the DRC process by adopting our park standards as guidelines. The staff will be meeting with the developers within the next two weeks to discuss any problems or concerns they might have. The developers are also scheduled to be at the November Park Board meeting to give the Board a status report. We have asked that developers send us a final proposal by January 15, 1987, so we can review the proposal at the January Park Board meeting. If they cannot substantially meet our needs by that time, we will again discuss the mandatory dedication otdina,ice with the Park Board and Council. ' r • • ~ ' t/I'Q~r.~l~~ !7~ R/~~~~~! tJ~~~Gt~ 7►G1LN~/~ , ~ ~ ' Denton Perks and Recreation I Dowong Texee / raf 7') OOe~IK70 One additional item for discussion will be our need for a park development fee which will allow us to develop a small portion of the land donated each yesr. This fee would be charged to all new residential properties before they are developed and would be placed in a Park Development Fund. ve Brinkma MEMO0756 ti~+A ~ SYM~;~ PAkKS AND RZCRUVIOll DEPA NUT NEIGHBORHOOD ARK NEEDS Aaaumptions that the following needs are based on included 1) That each square mile area highl.ight4d as a priority need will develop to at least 601 of its yx'>tential. 2) At 60% of its potential, it would have 3,333 plus residents living in 1,333 plus units and need 10 plus acres of parkland which meets our standard of 3 acres/1,000 population. 3) That school/park sites need a minimum of 15 acres. The areas below that are preceded by an asterisk have been identified as priority areas and should be the first areas secured. AREA ACREAGE !NEEDED RAE _MS_ Al thru All 20ac/area As development is planned. 61 thru 811 10ac/area As development is'planned. C1 thru C3 10ac/area As development is planned. *C4 thru C9 10ac/area Park sites should be secured as soon as possible to the north of Loop 288. Area C6 could be serviced by the missile base acreage controlled by the D.I.S.D. C10 and Cll l0ac/area As development is planned. D1 thru D3 10ac/area As development is planned. *D4 thru D6 10 ac/area Park sites should be secured as soon as possible to the south of Loop'288. D4 has been identified as a potential site for a future elementary school." D7 None If the Ginnings School site can be developed. D8 None Surry Ridge Addition will provide 10 acres in this area. *D9 5 acres west This area will be divided by Loop of. 288 288. The new school site will provide a park site to the east of 288. A small park of 5 acres should be acquired to the west. D10 and D11 10ac/area As development is planned. ; ! W 2 11 and E2 10ac/area As development is planned* *E3 and E4 l0ac/area soon astpossibledtoetheceast and west of 135, E5 None Serviced by howling careen Park. *E6 5 acres could be secured adjacent to Goad Samaritan E7 None The area east of Sherman is served by Shultz Park and the area to the west by Strickland and Evers. E8 None This area is served by Shultz Park and also by the new Northeast Park* *E9 5 acres This area will be divided by Loop 288. The service area to the east can be merged with area E10. The area to the west should secure a 5 acre site. Elo None This area is small and divided by railroad tracks. Ell None This service area should be merged with D11 and create a larger park site in that area. F1 thru F3 l0ac/area As development is planned. F4 None This area is bisected by' 135, and its s,ervide areas ehould be assigned to F3 and F5. F5 None This area is serviced by McKenna Park. F6 None This area is not serviced by a park, but the Rayzor School site would help to serve this area if developed. F7 None This area is serviced by Civic Center Park. *F8 6 acres This area and F9 can be serviced it 6 acres could be secured adjacent to Lee School. F9 !lone This area is divided by Loop 286. The western section can be serviced by Fg and the eastern part by Flo. d 77 Pago - 3 *Flo 15 acres A park site should be secured as soon as possible and would serve all of F10, part of F9, and a part of E10. Fll None This area will be serviced by a future school site and land which will be secured from the corps of Engineers. 01 thru G4 l0ac/area As development is planned. G5 None N.T.8.U. *G6 10 acres A park should be secured in this area which would also serve part of area H6. 07 None This area is served by Fred Moore Park, Phoenix Park, and Martin Luther King, Jr. Park. This area also serves a part of 08 to Woodrow Lane. *G8 5 acres Since Mack Park is considered an athletic area, it does not adequately service this area as a neighborhood park. Five additional acres are needed adjacent to Mack Parks *09 5 acres G9 is divided by Loop 788. A park site of approximately 5 acres should be secured. Less could be acquired if it was adjacent to the Pecan Creek greenbelt. *010 5 acres A park site should be acquired north of McKinney in this area. *011 5 acres A park site should be acquired in this area wost of Trinity Rd. and as close to McKinney Rd, as possible. The eastern section of this area will be serviced by a 7 acre site in the Lakeview development. H1 thru H4 loac/area As development is planned. •H5 5 acres A park site should be eiequired in this area south of Willowood and west of Kendolph. This area will also serve part of 156 4 page - 4 Ka None The area north of I35 is not serviced. The area to the south is serviced by Denia Park. *H7 5 acres A park site should be acquired in this area to serve the mass of apartments and the Township II development. This park area would also serve part of K6. H8 None If this area and area H9 west of Loop 288 rennin light industrial or office/comaprcial, there is no need for parkland in this area. H9 None This area is divided by Loop 288. The eastern section Hof this area should,be serviced by H10. *H10 20 acres A park site should be acquired in this area that would also service H9 and 010. H10 as been identified as a future blementary school site. *011 5 acres A park site should be acquired in this area south of McKinney Rd# and west of the Lakeview development. The area north of McKinney will be serviced by a school/park site in the Lakeview development. 11 thru 13 l0ac/area As development is planned. _ 14 None This area is divided by I35W. The western portion will be serviced by I30 and the eastern portion will be serviced by 15s Ig 10 acres A park site should be acquired to service the area in I5 west of the railroad track and in 14 east of I35W. 16 None This area is divided by Ft. Worth Drive. The western section is serviced by Denia Park and the eastern section by I76 -e7 7. Page - S Y7 IU acres A park site should be acq,.Aired to serve the area east of Ft, Worth Drive to Teasley Lane. This will also service part of H6 and N7. 17, east of Teasley Lane, is serviced by Riles Park and the new school site. z8 None This area is now serviced by Skiles Park. *19 10 acres A park site should be acquired to serve the areas north and south of Colorado Blvd, *110 10 acres A park site should be acquired to serve this area. *111 lb acres A park site should be acquired to serve this area, Jl thru J5 l0ac/area he development is planned, *J6 5 acres A park site should be acquired to serve this area. *J7 10 acres A park site should be acquired to service this area and a part of J8 west of Teasley Lane. The Sam Houston School site could be developed, but we understand this may become a junior high or middle _ school in the future. If so, they would need such of the area for their athletic areas, extra parking, and building expansion. J6 10ac/area As development is planned. Jg None This area will be serviced by two donations of land from Dimension Development Corp. *J10 10 acres A park site should be acquired in this area, *J11 10 acrea A park site should be acquired in this area which will also service part of Kll. 1 thru K2 l0ac/r.Yea As development it planned. page - 6 K3 None This area is divided by 135W, The western section will be serviced by K2 and the eastern section will be serviced by M. K4 15 acres As development is planned. This area will also serve part of K3 and K5. K5 15 acres As development is planned. This future park will serve the area between Ft. Worth Drive and FM1830. K6 None This area is divided by FM1830. The western section will be serviced by KS and the eastern section by K7. K7 30 acres As development is planned. This will also serve the eastern part of K6. •K8 12-15 acres A park site should be acquired as close to Ryan Rd, and FM2184 as possible. This is the primary site for a recreation center and pools K9 10 acres As development is planned. K10 None Corinth Kil None The northern section will be serviced by J119 Ll thru L2 10ac/area As development is planned. L3 15 acres As development is planned. Will also serve L4 west of Ft. Worth Drive. 14 None This area is divided by Ft. Worth Drive. The western section will be serviced by L3 and the eastern area by L5. L5 15 acres As development is planned. This area will also service a part of L4. L6 thru L9 10 acres As development is planned. DATE: 1:x/26/86 CITY COUNCIL REPORT FORMAT TU: Mayor and Members of the City Council FROM: Lloyd Harrell, City Manager SUBJECT: Progress Report on Goal #3 Improve the Development Process RhGOMMENDATION: Accept report and offer comments SUMMARY; Attached BACKGROUND: This is response to the City Council retreat goal setting. KROGRAMS_, DEPARTMENTS OR UROUPS AFFECTED: All departments, developers, builders, etc. FISCAL 1MPACT: Unknown 4tRes £ u1;y itrea# arre City Manager Prepared by: Director o P1a g and Development I GOAL A3 - ANALYZE DEVELOPMEMS PROCESS Committee Memberss Audrey Bachman Ron Rais Robbie Baughman David Salmon David Ellison Chris Smith Bob Hagemann David Have Don McLaughlin SUB-ISSUE WHAT BY WHOM WHEN A. Centralize location. Centralize development activities Development Recommendation to City in one department, Review Committee Manager by Nov, 5, 1986 B. Education of developers Conduct "how to" informational Jeff Meyer, December, 1986 as to requirements, seminars for developers, builders David Ellison, and consultants. Denise Spivey, Cecile Carson, David Ham and DRC C. Expedite process while Memo attached. Chairman of TKtC, Completed adhering to Guide. David Ellison D. Change perception of Make process easier to understand. Chairman of DRC, December, 1986 City as having "hidden Conduct "tow to" informational David Ellison agendas". seminars for developers, builders and consultants. See memo attached. E. Define where the Discussion with DRC members Chairman of DRC, December, 1986 problem with devel- to pinpoint problem. See memo David Ellison opera exists is attached, it people new to the process? f+o la Planning and Zoning Agenda deadlines have been analyzed. Jeff Meyer, Director Completed working as er.j)editiously Process could be shortened if of Planning and as possible? Look at material could be submitted to Development agenda deadlines? Planning and Zoning Commission and City Council without written backup and minutes, Staff recom- mends that this not be done, Go Staff look at how it is Staff retreat on October 17, 1986 DRC and Planning On-going process communicating, analyzed this tssue. Staff con- and Development census was to try harder even if Department efforts were isnoredj r REPORT ANALYZE DEVELOPMENT PROCESS COMMITTEE PURPOSE The Analyze Development Process Committee was formed in response to the goal to understand, and improve where possible, the City of Denton development process. The key to this task in the minds of the committee members was to look at the system from the perspec- tiv,a of both the developers and those involved in the technical and administrative review of development proposals. Courtesy, professionalism, effectiveness, expediencyy consistent , accuracy and tbirness were terms that were used qu}le often dur ng the committee's discussions. COMMITTEE MEMBERS Seven of the committee members also serve on the Development Review Committee, the group of City of Denton, franchise, utility and post office employees that reviews plats, zoning cases, site plans and otlier proposals to Insure compliance with technical and procedural and policy requirements. Two of the members are not directly in- volved in development review activities. Levels of authority and responsibility represented on the committee ranged from director and assistant director to support staff. PROCESS The first action taken was to inform appointed members of the committee's purpose and desired results. It was important to communicate the fact that the effort was and is a proactive and positive one as opposed to a reaction to complaints and other negative factors. An introductory meeting was held and each committee member was asked to submit written comments, criticisms, and ideas for improvement by a specified date. Anonymity was promised and provided. The written comments were collected by the committee chairman (Jeff Meyer) and a follow-up meeting was scheduled to discuss problem areas, common ideas, and responses and other important issues. 't'hose individuals that were not familiar with the development process attended Development Revi(,w Committee mee*,i.ngs before offering input. The agenda for the meeting is attached and it was strictly based on written responses of committee members. TEAMWORK AND TOGETHERNESS The nature of the relationship between development interests and staff members consumed a large part of the discussion and when all was said and done everyone agreed that an atmosphere of "Us vs. 'them" does exist. The effectiveness of the development process is limited as a result. Some developers and/or representatives are reluctant to adhere to certain regulations because their bottom F. Repdrt Aaalyze Development Process Committee Page 2 line is to save as much time and money as possible. The bottomline for most staff members is to protect the interests of the City of Denton, These two objectives are not necessarily in conflict. Some specific suggestions for dealing with this problem and other pproblems affecting the atmosphere of teamwork that have been, could be, or will be implemented are: • A staff attitude that is more sensitive to the point of view of developers without compromising the regulations and requirements of the City of Denton. When a project is reviewed staff will strive to: 1) be accessible; 2) conduct their review as quickly as possible; 3) identify problems promptly; 4) provide written comments that are concise consistent, and understandable; 5) gave a clear indication of who to contact when problems arise. • More emphasis should be placed on the predesign or pre-submission phase of development. This is the applicant's first opportunity for contact with the Development Review Committee and the Committee's first opportunity to advise the applicant of the technical feasibility of their proposal prior to hard design and formal application. Proper dissemination of information is imperative (on the part of both the developer and staff) and though effective communication is important in an over- all sense, it is particularly important at the beginning, A predesign conference is currently optional and the infor- mation required is minimal, The Development Review Commit- tee is encouraging predesign conferences and requesting as much information as possible up front so that problems and important issues can be identified as early as possible. • The Development Review Committee and other staff members will not assume that applicants are familiar with the development process and related procedures, regulations and requirements. • Informational brochures, checklists, and similar materials will be updated, developed and made readily available as part of the effort to make the process as simple and under-3standable as possible, • ongoing staff training is needed. Keeping staff apprised of legal issues innovations and new and improved tech- niques that will sharpen technical and "people" skill4 shows a commitment to a quality development process and an understanding of the fact that responsible staff members cannot do it all themselves, • Local and other active development interests and key staff members have met on occasion at a neutral site to discuss the potential effect of proposed and newly adopted regula- tions and procedures, or to just "clear the air" of any Report Analyze Development Process Committee Page 3 problems or perceived problems with the system. The Analyze Development Process Committee feels that these types of get togethers should be held at mutually agreeable intervals with the underlying objective being improved relations and positive communication. There is a strong feeling among some committee members that conflict between different departments can be as much of an impediment and embarrassment to the process as anything. To establish and maintain a unified appearance, the Develop- ment Review Committee is now discussing each project on its agenda in greater detail prior to meeting with the developer and/or representative. This helps to identify potential conflicts outside the presence of others and the applicants perceive the group as speaking with one voice. Several committee member:. suggested that applicants should not be allowed to attio+nd regular Development Review Commit- tee meetings because some tend to argue and debate when the purpose is to communicate what is needed before a project can be recomanded for approval, This was one of the most difficult issues to deal with because the applicant's pres- ence can be counterproductive at times, However, it was determined that the current system of inviting both the ma plicant/owner and the project engineer and/or planner w lI remain in effect to insure fairness and equity. The perception of "hidden agendas" and a desire for "control" is too perverse and adequate opportunity for reasonable input is an important component of the system. Staff will make it clear, however, that attendance, is optional as opposed to mandatory. The Analyze Development Process Committers also recommends that strong attention be given to regulAl'ions that are contradictory, confusing or outdated, Oirentimes inter- pretative disagreements between staff and applicants are linked to this problem. The workload ;.'oes not allow enough time to put out fires and perform an exhaustive and in-depth analysis of the regulations that affect the development process from beginning to end. Outsides assistance may be necessary. RbSPUNSI81LITY AND AUTHORITY Dngineerir.g, building inspection, electrical, water/wastewater, Elanning parks and recreation fire department, Lone ;tar Gas, eneral Jae ephone, Sammons Cable, DISD, and U.S. PogtaJ, Service representatives form the Development Review Committee (DRC), The purpose of the committee i.s to provide centralized technical review of proposals and centralized interpretations and recommendations to the Cityy Council, Plc,aning and Zoning Commission, Public Utilities hoard and any other group responsible for development related matters. WT .Report Analyze Development Process Committee Page 4 Traditionally, the director of each department jr agency represented has appointed a member of his/her staff to the committee. No director or agency head has ever functioned as a standing member of the DRC. Most members are chosen from the professional or mid-level management ranks. The Development Review Committee is established by ordinance and the Development Review Committee chair arson is designed to be the overall coordi- nator and manager of tae development process. The committee and process generally works as intended, but the line between author- ity and responsibility is not always well defined. The Analyze Development Process Committee offers the following responses to this issue: Directors shall select individuals that will represent their department or agency after carefully considering both the technical and public relations demands of the position. Management and executive level members of the organization should offer guidance and establish a strong lines of com- munication with staff members involved in the development proces:i. It should be clear that their representatives are cakable of, and have the authority to exercise judgment and mae decisions. Staff membe,'s and DN_C representatives have an equal obligation to keep lines of communication open and positive, and it is particularly Important that major pro- posals and sensitive cases be discussed before a formal position on the matter is established and communicated to the applicant. Applicanrs that attempt to "work outside" of the system (going to department heads with hopes of ha.Ing some deci- s on overruled is the most common example) have a right to be heard, but they should be channeled back into the system as tactfully as possible. If a case warrants special con- sideration or a staff or DRC member is overruled by a higher authority, the reason for the decision should be explained, one of the ingredients identified as a must for a successful development process is the presence of "one person" that the applicant can rely upon for information, guidance and assistance. In a recent statewide planning conference, this individual was described as an "obsbudsman, trouble shooter and problem solver". Authority, experience and the personality to solve proh,lems have been identified as traits that are absolutely essential. The absence of this focused authority can lead to turf battles among reviewing depart- ments and agencies and the applicant can be caught In the middle. The Development Review Committee chairperson must be accountable, but it should be established that this individual Is in charge of the development process, i Repbrt Analyze Development Process Committee Page 5 Department lines and issues of rank and ptsition should not be a factor, If necessary and justifiable, this person should have the authority to overrule executives. • When disputes and interpretative differences arise the Committee agreed that the established procedure is for the chairperson of DRC to investigate both sides of the issue, study the regulations, confer with the Office of the City Attorney if there is a legal issue, and make a final determination. PROCEDURES AND PRUPHSSiUNAL1SM The desired image of staff and the Development Review Committee in particular was stressed as one that should be professional, cour- teous and informative, ]'he Committee recommends or is implementing the following: • DRC meetings will continue to be held on Tuesday mornings beginning at 9:00 a.m. The length will be dictated by the volume of cases. • Developers/owners and professional representatives identified (engineers, architects, planners, etc,) will receive an agenda informing them of the schedule. Meetings will begin on time and the chairperson will limit the time of each item to what is stipulated on the agenda as much as possible, • Staff members will break between items where appropriate. All snacks and refreshments, other than beverages, will be consumed during break periods. • Staff members will dress appropriately and professionally. • Although not under control of the City of Denton, representatives of private utility companies and other affected agencies should be urgged to attend meetings on a regular basis as opposed to coming and going at their convenience, • An orientation program will be established for new DRC members, • Periodic presentations by staff members covering innovations and important issues in the professions and disciplines represented on DRC will be scheduled both for purposes of training, staff development, and to break the normal routine. • Some applicants have indicated that they have a hard time distinguishing between recommendations and requirements. Staff will make that distinction clearer when conducting its review and making comments. Z9 5 v ~ alp ! 1 h i t. i AGENDA Analyze Development Process Committee September 22, 1986 The Committee will meet in the Civil Defense Room at 2;00 p.m, Based on common responses the following will be discussed and specific ideas will be considered for implementation and in- cluded in a report to the City Manager and City Council, 1. TEAMWORK AND TOGETHERNESS A, Ways to Build and Maintain Teamwork and Cooperation Among Committee Members, Departments and Utility Companies B. Importance of Presenting a United Front C. Us vs Them D. Handling Conflict and Differences; 1. Between Staff and Developers 2, Between Staff and Staff It. PROCLDURGS A. The DRC Meeting 1. Time, Place, Day, Length, Etc, 2. Atmosphere and Appearance 3. Attendance 4. Staff Comments B. Orientation of New Members C. Maintaining and Increasing Awareness of Old Members III. ROLE, RESPONSIBILITY AND AUTHORITY A. Of Committee as a Whole B. Of Individual Members C. Of DRC Chairperson IV. ANYTHING GOES