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HomeMy WebLinkAboutCM Report on City Downtown Subcommittee 2013M C,Ty of Agenda Item No: 6. b nMeeting Date: November 19, 2012 1 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: CITY MANAGER Prepared by: Nancy Mackie, City Manager SUBJECT: REPORT ON THE CITY COUNCIL DOWNTOWN SUBCOMMITTEE RECOMMENDATION: Accept report. BACKGROUND: In early 2012 Mayor Phillips established a two member City Council Downtown Subcommittee. Councilmember Andrew McCullough chaired this Subcommittee and was joined by the Mayor. The Subcommittee was created in response to community concerns regarding the economic vitality of the Downtown, and was set up to look at issues such as (but not limited to): storefront vacancies, including the three former Yardbirds buildings; redevelopment/reuse of the PG& E site; events and funding for events; the impact of homelessness; and the future of the Business Improvement District (BID). The Subcommittee met with a small group of invited stakeholders, including Downtown property owners, businesses, residents, retail/office brokers, Chamber and BID representatives, in both the Spring and Fall of this year to discuss Downtown issues. In between these meetings, the Subcommittee spent time with staff, the Chamber and the BID to understand the concerns and identify some key actions to pursue. DISCUSSION. There were four key issues that rose to the top of community concerns, which the Subcommittee then pursued to improve Downtown's vibrancy and economic vitality: 1. Permit Processing. Concerns were raised regarding the need to stream line/remove obstacles in the permit process and make it a more friendly process. File No.: 1� Council Meeting: f Z 2 -- Disposition: 0 N - of 0 - 0 - - w so 612IM—REM1111.1m 0 is — — 0 0 — t # a FOR CITY CLERK ONLY SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 3. Promotion/Events. Many felt that we needed to better market the area and to consider which events best help to promote the Downtown. Funding for events was identified as an issue, with the recent loss of redevelopment funds. 4. Public Safety. Homelessness was discussed as a significant (or perceived significant) safety issue Downtown. ACTIONS TO DATE. The immediate list of actions pursued by the Subcommittee, and recommended by staff include the following, and all were supported by the participating community representatives: 1. Steps to Improve the Building/Fire Permit Review and Inspection Process The Subcommittee met with Community Development and Economic Development staff to discuss the concerns received, specifically about the building and fire permit review and inspection process. In response, the Community Development and Fire Department staff have worked together to address these issues in several ways. First, in an effort to improve customer relations and further streamline the permit and inspection process, the Building and Fire Prevention Divisions have developed a list of "Guiding Principles" (see Attachment A). These will be available to customers at the Building Division public counter and posted on the City's Community Development Department web page. The Guiding Principles are intended to provide the public with information on what to expect from the City during the permit and inspection process. In addition, the Guiding Principles state what the City expects of the customer (public) to ensure that the permit and inspection process is consistent and expeditious. The Guiding Principles will also provide a City staff commitment to respect timely and consistent permit and inspection practices. The following are several key principles that are new or strengthened City practices, which are noteworthy: • During the construction inspection process, the City will not direct or mandate changes or improvements that have been completed in accordance with the City -approved construction plans, unless such changes are necessary to address a critical health, life or fire safety issue, in which event any related re- inspection fees will be waived. • The City will abide by the estimated time frame that is provided to the applicant for review and issuance of a building permit. • For over-the-counter permits, the City will make every effort to issue the permit the same day for construction activity that does not require extensive plan check review or major structural improvements. Two other measures are being developed to assist the public in this streamlining effort. A list of "Frequently Asked Questions" (FAQs) will be posted • the • Development Department web page. The FAQs will include, among others, questions such as, "Do I need a building permit and if not, are there other permits or approvals SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 that are required for my project?" and "What types of building permit activities qualify for the over-the-counter permits that can be secured or issued the same day?" The second measure that is being developed is a "Who to Contact" table. This table will provide an extensive list of varying types of construction activities (e.g., constructing a new home, commercial tenant improvements, a new restaurant or food service), along with a contact list of City departments, utilities and agencies that are involved with review of the specific construction activity. This table will be posted on the Community Development Department web page and hard copies with be available at the public counter. 2. Steps to Consider for Future Improvements in Parking Services. The Subcommittee met with Parking Services and Economic Development staff to discuss the concerns received about parking in the Downtown. The City has some important parking infrastructure considerations planned for the months ahead. Major capital improvements are needed, including the replacement of two, old, single -deck structures at the locations of 3rd & Lootens and 5th & C Street. These structures are at the end of their useful life and will need to be replaced in the next 5 years. It was agreed that now is the time to begin planning for their replacement and to consider what we need in their stead. In the shorter term, most of the lots are failing into disrepair and need to be upgraded and repaved. Some of these lots are already in the planning stages for improvement, and, as the first location to undergo a facelift, the lot at the corner of 5t" and D Street is scheduled for renovation in the Spring of 2013. Partial funding for these improvements have been set aside over the past years, however more funds will be needed to be raised to complete the work. The Subcommittee encouraged staff to also looking at significant equipment upgrades that will improve parking services and allow for more payment options for Downtown customers. It was desired to make parking Downtown less stressful and more convenient. The first is a solar -powered, credit card capable, meter. These new mechanisms will fit inside of the existing meter heads and are self -diagnosing with the ability to communicate any problems to Parking staff who can then quickly initiate repairs. Along with these meters, Parking staff are planning for the replacement and addition of pay stations in our lots, to replace stations that are at the end of their useful life. The goal is to have stations that will accept validations and have all of the City lots equipped with these stations, thereby removing the any remaining meters in lots. At the Fall meeting with Downtown Stakeholders, the Subcommittee received a positive response to these conceptual improvements, even if it meant increasing rates or fines (which have not been raised since 2007). Parking's revenue sources are only through parking fees (meters, parking lots, and garages) and parking citations. Additional funds will be required to bring these new parking initiatives to fruition. Making improvements to parking services will require additional outreach and discussion, not the least of which will be the specific identification of the funding sources for these improvements. There will need to be outreach to the community, both business and residential, and SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4 this will need to include both the Business Improvement District and the Chamber of Commerce. Such conversations will commence next calendar year. 3. Support for more Promotion and continuation of Special Events. Councilmember McCullough participated in the allocation of this year's Target settlement monies for Downtown events. The funds were allocated just this month for various events to keep them in the community. This includes the Parade of Lights, the May Madness Classic Car Parade, funds that are dedicated to help bring back our traditional Street Painting Festival next summer, and funds for the BID to support the production of smaller new events or promotional activities. The Subcommittee also met with the BID to understand, and ultimately support, their efforts to expand and improve the BID through an assessment to help promote the area. A larger, better funded BID would be a business, community-based approach to providing much needed funds to promote the Downtown. The BID will be pursuing the effort early next year, with the pledge of active support from the Downtown Subcommittee. 4. Improvements in Downtown Public Safety. This area of concern overlaps with the efforts of the Council Subcommittee on Homelessness, reported in detail to the City Council on October 15, 2012. The Downtown Subcommittee concurred with the actions presented to the City Council, particularly with pursuing a Downtown Streets Team and increasing Police enforcement in the area. FUTURE ACTIONS. The Downtown Subcommittee will continue to work with the BID, as mentioned above, but also will be working on approaches to filling storefront vacancies, specifically the former Yardbirds sites. In addition, in the future, the Subcommittee will look at redevelopment opportunities at the PG&E site, located at 999 Third Street. FISCAL IMPACT: There is no fiscal impact at this time. RECOMMENDED ACTION: Accept report. ATTACHMENT A: Guiding Principles for Permit Review and Inspection Process 45 CITY OF SAN RAFAEL 1 BUILDING AND FIRE PERMIT AND INSPECTION PROCESS "GUIDING PRINCIPLES" The following guiding principles are intended to provide the public (referenced herein as "apt,„uiiL; e.g., property owner, design professional, contractor) with information on what to expect from the City of San Rafael building and fire permit and inspection process. The principles also cover what the City expects of the public to ensure that the permit and inspection process is expeditious and smooth. 1. The City staff will provide courteous and expeditious service and direction to the applicant. Every effort shall be made to respond to inquiries within the next business day. 2. The applicant will provide accurate, detailed and complete information to City staff. The more information that is provided about a proposed project, the greater level of direction and feedback that can be provided by City staff. 3. For Over -the -Counter permits, the City will make every effort to issue the permit the same day for construction activity that does not require extensive plan check review or major structural improvements. 4. During the initial building permit filing and review process, the City will provide a best estimate of permit costslfees to the applicant, but the final amount cannot be confirmed until the permit is ready for issuance. 5. The applicant will prepare and submit accurate and complete plans that reflect existing conditions and proposed improvements. 6. The City will abide by the estimated time frame that is provided to the applicant for review and issuance of a building permit. 7. During the permit review process, the City will provide the applicant with information on the permit application status through: a) identifying information on who to contact for plan review status; b) maintaining e permits, which provides the applicant with electronic access to their permit application; and c) proactive notification during key steps and milestones in the process. 8. The applicant will call for a City inspection during the appropriate and prescribed times during the construction process. The City will make every effort to respond to an inspection request within the next business day. 9. The applicant will complete all construction consistent with the construction plans approved with the building permit. 10. During the construction inspection process, the City will not direct or mandate changes or improvements that have been completed in accordance with the City -approved construction plans, unless such changes are necessarl> to address a critical health, life orfre safety issue, in which event any related re -inspection fees will be waived.. 11. City staff members are committed to serve the applicant and strive to meet their expectations. City staff is available to answer questions, to help guide applicants and to assist in identifying solutions to permit and construction -related concerns.