| | | | | | | | | TO: | Public Safety and Neighborhood Quality of Life Committee Members |
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| FROM:
| Alina T. Hudak, City Manager
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| | DATE: | September 21, 2022
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| | SUBJECT: | A RESOLUTION OF THE MAYOR AND CITY COMMISSION DIRECTING THE CITY ADMINISTRATION TO COMPLETE A DATABASE OF CONDITIONAL USE PERMITS (CUP) ISSUED BY THE PLANNING BOARD TO MAKE THEM READILY ACCESSIBLE TO THE GENERAL PUBLIC. |
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| | | | | | | | HISTORY:
| | On May 4, 2022, at the request of Commissioner Steven Meiner, the City Commission referred the discussion item (R7U) to the Public Safety, Neighborhoods and Quality of Life Committee (PSNQLC). |
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| | | | | | | | ANALYSIS
| BACKGROUND
Attached is the referral and draft Resolution that was discussed at the May 4, 2022, City Commission meeting. Currently, requests for a CUP are made to the Planning Department. If the CUP is readily available, it can be e-mailed (or copied for pick-up). For older CUP’s (primarily those CUP’s approved prior to 2016) the file may need to be ordered from remote storage.
ANALYSIS
The ability to create an online link for CUP’s issued after 2016 is fairly straightforward, as these documents, for the most part, are contained within the Energov permitting platform. The interested party can, in most instances, look up the address that the CUP is attached to in Energov, find the plan case number and click on that number to reach the CUP document. If the customer has trouble locating the CUP, Planning staff is available to assist.
The Administration could develop a more interactive platform for this in Energov, with a link to the city website, but this would take some additional time and coordination with IT, as well as, potentially, the vendor. If direction were given to develop such a platform internally the earliest the Administration could commit to having a draft version ready would be in the fall.
As it pertains to creating an online database for CUP’s issued prior to 2016, most of these would need to be ordered from remote storage, individually scanned, and loaded onto the City website. A search of all previously approved CUP’s, based upon multiple logs from years past, indicates that there are approximately 800 CUP’s that have been issued prior to 2016. Some of these CUP’s may be expired or no longer active.
In order to create this database, the City would need to retain temporary staffing, under the supervision of Planning Department staff. The estimated cost for retrieving, scanning and uploading all CUP’s approved prior to 2016 would be approximately $50,000.00. This is based upon an estimated staff time of 2 hours per CUP, at an hourly rate of $30.50 for temporary staffing. This also considers potential searches of the County Clerk and the current transition to the new file archive company.
Given the number of CUPs approved prior to 2016, in relation to the requests made for the actual documents, the Administration recommends maintaining the current process of retrieving CUPs from remote storage on a request basis. At the time of retrieval, the document could then be loaded into an electronic file, for future ease of retrieval.
If there is a desire to move forward with a $50,000.00 expenditure to create a database, these funds would need to be identified as part of the current FY 2023 budget process. If the proposal were funded, it is estimated that it would take between 4 and 6 months to complete the task, depending on the availability of temporary staffing.
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| | | | | | | | CONCLUSION:
The Administration recommends that the Public Safety, Neighborhoods and Quality of Life Committee discuss the item and provide a recommendation to the City Commission.
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| | | | | | | | | Is this a "Residents Right to Know" item, pursuant to City Code Section 2-14? | | Does this item utilize G.O. Bond Funds? | | | Yes | | No | |
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