HomeMy WebLinkAbout2020-09-11; Improving Transparency - Reviewing Development Permit Applications; |Murphy, Jeff| Barberio, Gary|To the members of the:
, pTY COUNCIL
Date'Vi\ J~ CA _!__ CC .;!_
CM_~_ ACM _y_ DCM {3) _!:.
Sept. 11, 2020
To:
From:
Via:
Council Memorandum
Honorable Mayor Hall and Members of the City Council
Jeff Murphy, Community Development Director
Gary Barberio, Deputy City Manager, C~unity Services
Geoff Patnoe, Assistant City Manager ~
{city of
Carlsbad
Memo ID #2020191
Re: Improving Transparency -Reviewing Development Permit Applications
When processing development permits, a common request that the city receives from our
customers and community is that the process be predictable, consistent and understandable.
To help address this need, the Community Development Department (department) recently .
prepared a Permit and Service Delivery Guide (guide) for ministerial and discretionary permit
review (Attachment A). The guide not only serves as a road map for applicants and the
community to help navigate the city's regulatory and policy framework, the guide also sets
forth the responsibilities and expectations of the department staff when reviewing and
processing land use permit applications. Concepts that are covered in the guide include the
following:
• Department and applicant roles, responsibilities and expectations
• Overview of key land use laws and regulations
• Purpose of project review
• Project review policies and procedures
• Permit and service delivery performance standards; and,
• Weblinks to department information bulletins, policies and other documents
The department also developed a one-page handout that acts as a companion document to the
guide to highlight certain key expectations of staff {Attachment B). We are hopeful that both
documents help address the public's need for a process that is predictable, consistent and
understandable.
Next Steps
The documents have been distributed and released to staff earlier this month with regular
train in~ to occur over the next few months. Department staff will also work with the
Communications Department to help publicly promote the new guide. Finally, department staff
will be updating EnerGov, the city's permit tracking system, to better track permit processing to
ensure that the timelines identified in the guide are being met.
Community Services Branch
Community Development Department
1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2710 I 760-602-8560 fax
PERMIT AND Service Delivery
Community Development Department
A guide for performance standards,
process flows, responsibilities and expectations
for development projects in the City of Carlsbad
Attachment A
3
Version — 18 August 2020
TABLE OF CONTENTS
SECTION 1
Welcome to the City of Carlsbad ............................................................................3
SECTION 2
Department and Applicant Responsibilities and Expectations ..........................5
SECTION 3
Getting Started: Development Services Center ....................................................9
SECTION 4
Purpose of Project Reviews ...................................................................................11
SECTION 5
Purpose of the California Environmental Quality Act ........................................15
SECTION 6
General Process Overview .....................................................................................17
SECTION 7
Project Review Policies ..........................................................................................23
SECTION 8
Permit and Service Delivery Performance Standards ........................................27
SECTION 9
Standard Procedures for Project Reviews ...........................................................41
SECTION 10
EnerGov ...................................................................................................................55
SECTION 11
Appendices .............................................................................................................57
3
Thank you for your interest and investment in our city.
The City of Carlsbad is a coastal city that strives to provide innovative services and
diverse business and housing options that improve upon the high quality of life
that is expected from our residents, visitors and business owners. The city offers
the charm of a small beach town with the conveniences of a full service city. As
you wander streets lined with boutique shops and sidewalk cafes, you’ll soon
discover much more, including miles of coastline, world-class resorts and a thriving
innovation economy.
The Community Development Department is responsible for implementing the
land use goals, policies and regulations as established by the Carlsbad City Council
for private development projects. The divisions of planning, building and land
development engineering within the department are responsible for ensuring that
new development is consistent with those requirements and lead the review of
ministerial and discretionary permit applications.
The purpose of this guide is to provide a road map for navigating the regulatory
and policy framework that will ultimately ensure your project is a great success.
We look forward to assisting you throughout this process and welcome you to the
City of Carlsbad.
Jeff Murphy
Director
Community Development Department
WELCOME TO THE City of Carlsbad
SECTION 1
5
5
Mission, Vision and Community Values
The City of Carlsbad worked closely with community stakeholders to develop
a citywide mission and vision statement as well as a set of community and
organizational values. The department adheres to these and reinforces them
daily. The divisions of planning, building and land development engineering
within the Community Development Department provide services to applicants,
along with assisting the public in understanding and engaging in project reviews
and to provide community input. Therefore, the project planner assigned to
a discretionary permit application serves as the single point of contact and
comprehensive project manager. For building permits, a building technician will
be the point of contact. For grading, right of way and encroachment permits and
improvement plans, an engineering technician or project engineer will serve that
function. Project staff are expected to keep applicants informed about project
status and check in with applicants periodically when the city is awaiting a response
or resubmittal. Staff will respond to phone calls and emails within one business day.
Quality Projects Expected
The department will assist applicants in identifying the
elements that could lead to a successful, quality project.
Staff will be proactive in anticipating issues and identifying
potential solutions as part of the effort to promote and
facilitate quality projects. The department values input from
other departments and outside agencies, and will collaborate to incorporate
associated review comments and work together to reconcile issues across
disciplines. The department is strongly focused on facilitating quality projects.
Embrace Community Input
The City of Carlsbad is an engaged community, protective of its quality of life.
Applicants should embrace the role of the community in providing input on
projects and allocate resources to do so. The city recognizes that sometimes it is not
The department is
strongly focused
on facilitating
quality projects.
DEPARTMENT AND APPLICANT Responsibilities and Expectations
SECTION 2
6 7
City of Carlsbad Permit and Service Delivery
SECTION 2
possible to satisfy everyone providing input. However, it is expected that applicants
respect and thoughtfully respond to community input, which should be done in
consultation with staff to ensure consistency with the city’s policy and regulatory
framework.
Review Timelines are Collaborative
The department understands that applicants invest
significant time and resources in preparing an application and
responding to city reviews. Because the applicant prepares
the project material, the city can nearly always process its side
of the project review timeline faster than the applicant since
the city’s role as reviewer is simpler. The timelines described
in the service level review categories later in this document
assume the applicant will generally take about twice as long
as the city during the review process. An applicant may move
faster or slower; the city’s review times will remain consistent. The performance
standards for meeting project timelines apply to staff as well as applicants. To
achieve a decision in the timeframes described, deadlines must be met and
responsive submittals provided to the city. Quality projects that are respectful of
The performance
standards for
meeting project
timelines apply
to staff as well as
applicants.
7
Permit and Service Delivery City of Carlsbad
SECTION 2
the community and its policy and regulatory framework move faster through
the review process. Therefore, the applicant does necessarily have control over
its side of the project review timeline.
During the initial discretionary review cycle, the city will provide applicants
with a processing schedule that will be updated and included in every cycle
review letter. This schedule will identify the major tasks and assigned due dates
for both staff and applicant to ensure that the project stays on track to meet
targeted decision dates.
Solve Problems Together
The department is dedicated to meeting customer service needs. Staff is
expected to elevate issues, seeking supervisor or division manager involvement
as soon as it becomes apparent that a problem cannot be resolved or may
escalate. As a service to applicants, the city offers a Guaranteed Second
Opinion. Customers are free at any time to ask the supervisor or division
manager for a meeting to discuss any one of the following issues:
• A perceived “late hit” comment
• Disagreements with staff interpretations of regulations;
• Requests for additional information or studies;
• Complaints regarding level of customer service; or,
• Disagreements regarding processing requirements.
If further resolution is needed, the department offers a Project Issue Resolution
process to get a determination on the issue with the department director.
Most times, a meeting can be much more productive than a series of emails
or comment letters.
9
9
GETTING STARTED: Development Services Center
SECTION 3
The Development Services Center is the starting point for applicants as they
get ready to submit for project review. It is also where the community visits to
get information about projects in their neighborhood, and anything else of
interest. The Development Services Center is divided into sections (building, land
development engineering and planning) and the assigned technicians collectively
operate the public counter, along with general email and telephone inquires on all
matters prior to a permit being submitted.
Preliminary Review
The city offers a preliminary review application to help simplify the permit review
process. The purpose of this service is to provide an opportunity to review the
project with city staff in a preliminary form and receive a cursory identification
of potential project issues before a formal application is submitted. Addressing
10 11
City of Carlsbad Permit and Service Delivery
SECTION 3
comments in advance of formal submittal will help reduce permit review times and
streamline project processing once an application is officially filed.
Beginning the Application Process
Applicants first must contact the Development Services Center to begin the
application process. For simple projects, such as ministerial permits, this may
merely involve submitting the application. All discretionary project applications and
certain complex ministerial applications may only be submitted by appointment.
Applicants are encouraged to visit the respective division website to learn more.
Development Review Team
The department staffs an internal Development Review
Team (DRT); an interdisciplinary management team meeting
to provide feedback and input on complex or controversial
discretionary projects. Projects are typically presented
before the DRT during initial project screen check review.
The intent is for the DRT to quickly identify project issues
and possible solutions and/or alternatives. In some cases,
the applicant will be invited to attend the DRT, which meets
monthly or as needed.
A preliminary review
can save significant
time and costs, as
staff can identify likely
issues and set
the project down the
right path for review.
11
The City of Carlsbad plans and regulates the use of land to protect the public
health, safety and general welfare; ensure projects consider community design
character; promote economic development; and plan for public infrastructure.
The state requires the city to have a General Plan, which expresses the community’s
goals and policies for land use. In essence, the General Plan is an expression of the
city’s vision for how it will develop, shown visually in its land use map. From the
General Plan comes various regulations to implement it, including a zoning map
and zoning code, along with the subdivision code, TDM Ordinance and grading
code. Existing area- or site-specific regulations may also apply to a property,
including a specific plan or master plan. Depending on proximity to sensitive
areas, other regulations may apply, such as the Climate Action Plan, Habitat
Management Plan and environmental code. Additionally, all projects must undergo
environmental review, pursuant to the California Environmental Quality Act (CEQA),
unless a finding can be made to exempt the project. In recent years, as the city has
nearly fully urbanized, most projects have been found exempt from CEQA.
PURPOSE OF Project Reviews
SECTION 4
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City of Carlsbad Permit and Service Delivery
SECTION 4
Ministerial Review Process
The ministerial review process applies to projects that require little to no discretion
in making a decision, which in essence involve checking that a project complies
with specific regulatory standards. These are typically building and engineering
permits that are issued after legislative or discretionary actions have occurred
entitling a project to be built. These permits are issued by staff and are intended
to ensure compliance with adopted regulations and approved discretionary
entitlements. An important part of the ministerial review process is to ensure public
health, safety and welfare through application of adopted uniform building codes
and fire codes, along with engineering and planning standards.
Discretionary Review Process
Some uses create impacts that adversely affect neighbors
such as lighting, noise, and traffic and therefore require site-
specific conditions or design changes. Also, some of the city’s
design standards are subjective and require a certain level of
interpretation in their application. Because a certain level of
discretion is applied, a discretionary permit may be required
on certain projects before a building or engineering permit
can be issued. Depending upon the level of review, a decision-
maker on a discretionary project is either city staff, the Planning Commission or
City Council. Many discretionary projects are acted upon by the City Planner or
City Engineer. The Planning Commission is the final decision-maker on most of the
remaining projects and a few are decided upon by the City Council. It is important to
find out early whether discretionary permits are needed for your project as they result
in additional timing and processes. This is why we encourage folks to utilize the
department’s preliminary review application services.
The Coastal Zone
Roughly 37% of the city is within the Coastal Zone, which was established by the
State of California and is administered by the California Coastal Commission. In
many cases, ordinarily routine projects require an additional level of review to
obtain a Coastal Development Permit (CDP). To streamline the review process,
the city has an adopted Local Coastal Program and therefore has been delegated
permit decision-making authority, except in very specific circumstances directly
affecting coastal resources. Although the Coastal Zone covers a large portion of the
city, only limited areas are within the Coastal Commission’s appeal and original
permit jurisdictions.
Some of the city’s
design standards
are subjective and
require a certain level
of interpretation in
their application.
13
Permit and Service Delivery City of Carlsbad
SECTION 4
Growth Management Program
Carefully managing growth and development is critical to maintaining the City
of Carlsbad’s excellent quality of life. In 1986, the City Council passed a growth
management ordinance, which put conditions on how growth could occur,
including the requirement that new development must plan for, construct and pay
for the public infrastructure and facilities necessary to serve the new development.
That November, city voters passed Proposition E, which affirmed the principles
of the Growth Management Program (GMP). The ideology behind the GMP is to
ensure that new development and growth does not outpace the performance
standards established for public facilities such as roads, parks and emergency
services. New development must be measured against the GMP standards and
show that they comply with the requirements before being approved.
Community Engagement
The city values projects that consider and address the reasonable needs and
concerns of the community. To help ensure that applicants are aware of and have
considered input from interested and affected stakeholders prior to consideration
by city decision-makers, they are required to solicit public involvement on certain
projects during the initial stages of the review process. City Council Policy 84
and the Public Involvement Guide detail the procedures for the level of public
input and engagement that is expected. Applicants are encouraged to engage the
community, consider their issues and make reasonable attempts at modifying the
project to address concerns.
15
15
The California Environmental Quality Act (CEQA) has been in existence for over
four decades. CEQA requires state and local agencies to identify any significant
environmental impacts of their discretionary or legislative actions and to avoid or
mitigate those impacts, if feasible. The processes set forth in CEQA are intended to
identify and disclose the effects of a project on the environment (biological, public
infrastructure, etc.), affording public agencies the information needed to evaluate
and make a decision on a project. CEQA is a process for disclosure and better
decision-making in consideration of the environment.
Common Types of Documents
In Carlsbad, a significant number of discretionary projects
are found to be exempt from CEQA. Most projects that
are not exempt from CEQA receive a Negative Declaration
determination, with or without mitigation measures.
Occasionally, potentially significant impacts are identified
and an Environmental Impact Report is prepared. There are
many other types of CEQA documents, but these are the types
typically used in Carlsbad.
PURPOSE OF THE California Environmental Quality Act
SECTION 5
In Carlsbad, a high
percentage of
discretionary projects
are found to be
exempt from CEQA.
17
17
Ministerial Project Review Process Summary Overview
The ministerial project review process will be evaluated and provided in a future
update to these guidelines.
Discretionary Project Review Summary Overview
Introduction
A process has been established for guiding projects through discretionary review.
The process includes five basic steps:
1STEP
Preliminary
Review
2STEP
Application
Submittal
3STEP
Staff and
Agency Review
4STEP
Public Hearing or
Administrative
Decision
5STEP
Follow-Up
A project lead is assigned to manage the discretionary review and decision of
the project and will be the single point of contact. The project lead facilitates
the review, but does not represent the interests of the applicant. The following
is a general overview and not an all-encompassing description of all that may be
involved in an individual project.
1STEP Preliminary Review
The purpose of a preliminary review with the department staff is to
provide an opportunity to review the project with technical experts
in a preliminary form to finalize submittal requirements and receive a cursory
identification of potential issues with the project. This review is recommended, but
GENERAL PROCESS Overview
SECTION 6
18 19
City of Carlsbad Permit and Service Delivery
SECTION 6
not required for all complex projects that require more evaluation and research
than can be accomplished by front counter staff alone. For projects including
affordable units, the process is mandatory. Benefits of participating in this process
include increasing the likelihood that an application will be deemed complete
following formal permit submittal and assuring that consultants prepare only the
necessary application materials. Resolving comments raised from the preliminary
review tends to reduce overall processing time and costs.
2STEP Application Submittal
To submit a discretionary application, it must be done by appointment
scheduled in advance. The materials are initially reviewed to determine
if the quality and submittal documents are sufficient to begin the next step.
Therefore, if all the required application materials are not provided when submitted
or the quality of the materials is inadequate for conducting a review, the application
may be rejected and not formally taken in by staff.
3STEP Staff and Agency Review
If staff has determined the application materials
to be of sufficient quality and completeness
to accept, then a file is created. At this point, a project lead
is assigned who will contact the applicant to introduce
themselves and describe their understanding of the project
to make sure that the department understands the scope
of what is being proposed. The application is also routed to
other city departments and outside agencies for review.
During the development review period, the project lead
conducts an initial review of the project against city policies and regulations.
Referral comments are consolidated and conflicting comments needing to be
reconciled are flagged for resolution. During this first review, the project lead makes
a determination for completeness, pursuant to the Permit Streamlining Act (PSA).
General Plan, master/specific plans and zoning amendments are legislative actions
not subject to the PSA, but the city uses the same process for these types of projects.
The initial completeness check is consolidated into a comment letter—an
enhancement to the process over state regulations. The goal is that this letter
identifies all the issues to address with the project. If the project is deemed
incomplete, a letter is sent noting the deficiencies along with courtesy review
comments. The applicant should attend a meeting with the project planner to
The initial
completeness check
is consolidated into a
comment letter—an
enhancement to the
process over state
regulations.
19
Permit and Service Delivery City of Carlsbad
SECTION 6
review the comments prior to making a resubmittal. A response letter to the
comments from the applicant is required to be provided with the resubmittal.
Occasionally, the cycle review letter may note that a subsequent submittal is not
necessary for simple projects with few issues—the project application is complete
and ready for the decision-maker. The initial and subsequent comment letters
will include a processing schedule that will list major tasks and due dates for both
staff and applicant to ensure that applications can stay on track to meet targeted
decision dates. Pursuant with the PSA, all city response/review letters must be
issued within 30 days of applicant submittal.
If feasible, the department endeavors to make a CEQA determination concurrently
with the completeness check—another enhancement to the process over
state regulations. If the city finds that the project is not exempt from CEQA, a
determination on the type of environmental document required will be made after
the completeness check during a subsequent review cycle. A cycle review letter will
be provided about the CEQA determination, specific submittal requirements and an
updated tentative schedule, as applicable.
For projects subject to CEQA, the Environmental Initial Study (EIS) review process
commences after the project application is deemed complete. As part of this
20 21
City of Carlsbad Permit and Service Delivery
SECTION 6
process, staff will review all required technical studies in conjunction with the
project plans and EIS. Staff is required to render an environmental determination
within 30 days of EIS receipt. This 30-day determination may be held in abeyance
if the project plans or technical studies are not ready for review purposes and staff
comments on the project application remain outstanding. When all environmental
review comments are addressed and project plans and technical studies are
completed for public review purposes, the EIS is completed and an environmental
determination is made. Next, the draft environmental document is prepared. After
the draft environmental document is prepared, it is published for public review. For
non-exempt projects, CEQA requires the city to respond to any comments received
on the draft environmental document. When all public comments are addressed,
the environmental document is then finalized for adoption by the decision-maker.
4STEP Public Hearing or Administrative Decision
Following the staff and agency review process, certain projects are
scheduled for a public hearing or administrative decision, as applicable.
Public notice is prepared by staff for public hearings and certain administrative
permits. A notice of decision, staff report and resolution and/or ordinance, as
applicable, are prepared. The applicant typically has no role or input in the
preparation of these documents. However, the applicant may be asked to provide
material boards and images for the presentation for Planning Commission and City
Council hearings. Depending on the project and the required decision-making
level, certain appeal periods apply. The Planning Commission or City Council may
21
Permit and Service Delivery City of Carlsbad
SECTION 6
continue the project to a later meeting date, if a representative is not available to
answer questions. For hearings, the Planning Commission will hear the request
along with the staff recommendation and any public testimony. It will then make a
decision to approve with conditions or deny the request. If the requested permit or
action requires approval of the City Council, the Planning Commission will make a
recommendation to the City Council to approve, approve with conditions or deny
the request. The item will then be forwarded to the City Council for final action.
Within 10 days after City Planner or Planning Commission
decision, the applicant or any interested person disagreeing
with the decision may appeal the decision. City Planner
decisions are appealable to the Planning Commission; Planning
Commission appeals are considered by the City Council. The
appeal filing fee must be paid upon submission of the appeal
forms. The decision of the City Council is final. Certain projects
may be appealed to the California Coastal Commission.
5STEP Follow-Up
Once the discretionary review process has concluded with an approval
or conditional approval, the project has gained entitlements to
proceed, but additional follow-up activities are needed. The applicant may need to
submit revised plans for staff review that address the conditions of approval. Staff
will clean out the file and retain documents per state law and the city’s records
retention policy. Please note that most entitlements have an expiration date if not
legally exercised within a certain time period.
Most entitlements
have an expiration
date if not legally
exercised within a
certain time period.
23
23
PROJECT REVIEW Policies
SECTION 7
Complete Submittals Required
At intake, a technician, project planner or engineer may
completely reject an initial application or resubmittal that
does not include the required materials. Applicants are
responsible for managing their project teams and providing
complete materials to enable an effective and efficient review
by staff. Applicants with discretionary projects may only
submit the initial application and subsequent resubmittals by
appointment. All required materials in the re/submittal package must be present at
submission, unless directed otherwise by staff.
Deeming Projects Complete
A duly-filed application for a project that includes all required materials, which
are in sufficient condition to utilize for review and allow for subsequent CEQA
determination, will be deemed complete. A project may be deemed complete,
even if issues remain, including compliance with standards or ongoing negotiation
for level of project quality. Because the CEQA determination process typically
occurs after a project is deemed complete, the need for accepted technical studies/
reports in support of the CEQA process is cause for maintaining the “deemed
incomplete” status of a project.
Maximum Review Cycles
A project may be deemed incomplete for no more than two review cycles. If
a project is deemed incomplete after review of the third submittal, a meeting
between staff, supervisor and applicant is required. If the resubmittal for the fourth
cycle review is determined to be incomplete at intake or during review, a Project
Issue Resolution meeting with the director must be held. A project that remains
incomplete after the fourth submittal may be forwarded to the decision-maker with
a recommendation of denial. It should be noted that all cycle review letters shall be
released within 30 days from the date of the applicant’s submittal.
All required materials
in the re/submittal
package must be
present at submission.
24 25
City of Carlsbad Permit and Service Delivery
SECTION 7
When practical, the CEQA process is conducted concurrently with cycle reviews.
A maximum of three CEQA review cycles are collectively allowed in preparing
the initial study and draft environmental document. Preparation and review of
the initial study and draft environmental document may be consolidated at the
sole discretion of staff. Two CEQA review cycles are allowed for preparing the final
environmental document, including responses to comments.
To ensure effective implementation of this policy, reviews must be comprehensive.
This also means that internal department and outside agency reviews need to meet
the performance standards. Comprehensive reviews avoid late hits or significant
review comments later in the process. If an applicant substantively changes
their project description during the review process, then they should expect the
possibility of significant issues being identified as a result. A new application may
be required to be submitted if a substantially different project is submitted after
previous reviews.
25
Permit and Service Delivery City of Carlsbad
SECTION 7
Forecasted Timelines Provided
A forecasted timeline for getting a project to the decision-maker will be provided
with the first cycle review letter and recalibrated at each subsequent cycle review
letter issuance. For discretionary projects, the timeline will include a 45-day
window for reaching the decision-maker to allow for the noticing and docketing
process. Because of the volume of projects, significant issues occasionally identified
during the review process that require internal city consideration, and regulatory
requirements altering steps in the process, the city may miss a target date listed in
the timeline. In those infrequent events, the project lead will inform the applicant
of the delay and identify opportunities to make up the time. If a deadline is missed
and an applicant does not hear from the project lead, the applicant should contact
the project lead’s supervisor for an update.
Concurrent Processing
Pursuant to department policy, all discretionary projects are eligible to request
concurrent processing of ministerial permits (building or engineering) once
the application reaches a certain point in the discretionary review process. The
sole exception involves applications for a single family Coastal Development
Permit, which are allowed to submit for concurrent processing as early as when
the application is submitted for the CDP. Regardless of the accommodations for
concurrent processing, if significant issues remain, concurrent processing may not
be granted until the issues are resolved.
Concurrent processing is sensible when the project is likely to remain relatively
stable during the review process, with only minor issues remaining, such that
ministerial permit application materials are unlikely to need a significant rework
due to discretionary permit review comments.
Applicants undertaking concurrent processing must acknowledge in writing that
they understand the risk of processing ministerial permits prior to approval of
the discretionary entitlement and no ministerial permits will be issued until after
discretionary permit approval and conclusion of the appeal period. Project leads are
authorized to approve concurrent processing requests, unless directed otherwise
by their supervisor.
27
27
Overview
The Community Development Department, in coordination with other city departments involved
in the project review process, has standardized project reviews into the following general eight
service levels:
SERVICE LEVEL CATEGORY OF SERVICES DESCRIPTION
MINISTERIALCategory 1 Miscellaneous service Includes any deliverable not covered under any
other service level; typically involves a specialized
deliverable not subject to public review nor resulting
in a permit
Category 2 Over-the-counter
permits or services
Covers very simple ministerial permits or common
service deliverables that can be reviewed and
completed immediately or that same day
Category 3 Simple ministerial
permits, decisions or
services
Involves simple ministerial permits and decisions or
common services requiring a minimal level of review
Category 4 Complex ministerial
permits, decisions or
services
Includes complicated or large ministerial permits,
along with complex decisions and services requiring
substantial and longer review times
DISCRETIONARYCategory 5 Administrative
discretionary permits
All discretionary permits that result in a final decision
by the City Planner or City Engineer
Category 6 Planning Commission
discretionary permits
Any discretionary permit for which the Planning
Commission is the final decision-maker
Category 7 City Council legislative
actions/discretionary
permits
All land use actions for which the City Council is the
final decision-maker
Category 8 Special projects Any special, complex project subject to public review,
which are typically citywide policy or regulatory
initiatives or highly specialized projects that do
not follow a standardized process in Categories 5
through 7
PERMIT AND SERVICE DELIVERY Performance Standards
SECTION 8
28 29
City of Carlsbad Permit and Service Delivery
SECTION 8
Category 1 Miscellaneous Services
Decision-Maker Not applicable
Appeal Not applicable
Type Permits
• None
Services
• Any and every internal or external deliverable not included as a listed
service in any other service level; these types of services generally involve
creating a deliverable, rather than reviewing a deliverable prepared by
others and do not include a permit, or policy or legislative decision
Timeline Per custom schedule reviewed and approved by supervisor or Assistant
Director
29
Permit and Service Delivery City of Carlsbad
SECTION 8
Category 2 Over-the-Counter Permits and Services
Decision-Maker Staff
Appeal City Council
Type Permits
• Building permits for basic improvements:
– Water heater replacement
– Air conditioner addition/replacement
– Fire pit
– Main electrical panel upgrade
– Gas leak repair
– Roof mounted solar
– Re-roof
– Interior fixture replacement
• Temporary signs—simple
Services
• Information inquiry—simple (e.g., property zoning)
Timeline 24 hours/same business day
30 31
City of Carlsbad Permit and Service Delivery
SECTION 8
Category 3 Simple Ministerial Permits, Decisions or Services
Decision-Maker Staff, City Planner, Engineering Manager or Building Official
Appeal City Council
Type Permits
• Building permit for small or simple projects:
– Room additions
– Remodels
– Tenant improvements
• Signs—simple permanent (appealable to Planning Commission)
• Right-of-way permit
• Private property permit
Services
• Information inquiry—fee for service request (e.g., zoning letter—no
cycle reviews are required for service requests)
Timeline ROUNDS OF REVIEW TOTAL CITY AND APPLICANT
PROCESSING TIME
One Cycle Review ≈ 1.5 months
Two Cycle Reviews ≈ 3 months
Three Cycle Reviews ≈ 4.5 months
31
Permit and Service Delivery City of Carlsbad
SECTION 8
4
2 6 WEEKS4
2 6 WEEKS4
2 6 WEEKSCategory 3 Flow Chart
YES
YES
NO
NO
Ready For Decision?
Ready For Decision?
City Review Time
PERMIT PROCESS
Applicant Response Time
APPLICATION SUBMITTAL
PERMIT DENIED PERMIT APPROVED
1 WEEK
DECISIONPROCESS
CYCLE REVIEW 1
CYCLE REVIEW 2
CYCLE REVIEW 3
32 33
City of Carlsbad Permit and Service Delivery
SECTION 8
Category 4 Complex Ministerial Permits, Decisions or Services
Decision-Maker City Planner, City Engineer or Building Official
Appeal City Council
Type Permits
• Building permit for large or complex projects:
– Commercial structure(s)
– Industrial structure(s)
– Multifamily structure(s)
– Mixed use structure(s)
– Custom single family home
• Boundary (lot line) adjustment
• Certificate of compliance
• Final parcel map
• Final subdivision map
• Public improvement plan
• Easement dedication
Decisions
• Substantial conformance review—complex
• Consistency determination
Services
• None
Timeline ROUNDS OF REVIEW TOTAL CITY AND APPLICANT
PROCESSING TIME
One Cycle Review ≈ 2 months
Two Cycle Reviews ≈ 4 months
Three Cycle Reviews ≈ 6 months
33
Permit and Service Delivery City of Carlsbad
SECTION 8
YES
YES
NO
NO
6
3
9 WEEKSCategory 4 Flow Chart
6
3
6
3
Ready For Decision?
Ready For Decision?
City Review Time
PERMIT PROCESS
Applicant Response Time
APPLICATION SUBMITTAL
PERMIT DENIED PERMIT APPROVED9 WEEKS9 WEEKS1 WEEK
DECISIONPROCESS
CYCLE REVIEW 1
CYCLE REVIEW 2
CYCLE REVIEW 3
34 35
City of Carlsbad Permit and Service Delivery
SECTION 8
Category 5 Administrative Discretionary Permit
Decision-Maker City Planner or City Engineer
Appeal Planning Commission
Type • Coastal development permit—minor
• Site development permit—minor
• Conditional use permit—minor
• Sign program/permit
• Habitat management plan permit—minor
• Hillside development permit—minor
• Planned unit development—minor
• Subdivision—minor
• Map extension
• Variance—administrative
Timeline ROUNDS OF REVIEW TOTAL CITY AND APPLICANT
PROCESSING TIME
One Cycle Review ≈ 3 months
Two Cycle Reviews ≈ 5 months
Three Cycle Reviews ≈ 8 months
Four Cycle Reviews* ≈ 9 months
Additional Time if Not +1–5 months
Exempt from CEQA**
(95% of Category 5 projects are exempt)
*Every effort shall be made to complete project reviews within three cycle reviews. Projects that still have
project issues and require a fourth cycle review must have a Project Issue Resolution meeting with the
director. Staff and applicant must attend the meeting.
**Applicable to Mitigated/Negative Declarations and similar CEQA documents only. An M/ND that does not
extend beyond the permit cycle reviews and does not involve responses to significant public comments
will take about one month longer to process. An M/ND that takes the maximum allotted review cycles and
involves responses to significant public comments could take an additional five months to process. Most
M/NDs will be processed in between these minimum and maximum additional times.
35
Permit and Service Delivery City of Carlsbad
SECTION 8
6
3
9 WEEKS< 60 DAYSCategory 5 Flow Chart
8
4
2
6
3
6
3
6
4
6
3
4
3
Application Complete?Ready to Draft M/ND?
Ready for Public Review?
Ready for Decision?
Begin CEQA
Process
when
Application
is Complete
Exempt
from
CEQA?
Prepare
CEQA
Exemption
Application Complete?
Application Complete?
Application Complete?
City Review Time City Time
PERMIT PROCESS
Applicant Response Time Applicant Time
ENVIRONMENTAL PROCESS
APPLICATION SUBMITTAL
PERMIT DENIED PERMIT APPROVED
YES
YES
YES
YES
YES
YES
YES
NO
NO
NO
NO
NO
NO
NO
NO12 WEEKS8 WEEKS9 WEEKS9 WEEKS4 WK9 WEEKS7 WEEKSConduct Environmental Initial Study
Prepare Draft Mitigated/ Negative Declaration
Prepare Final M/ND
Public Review Draft M/ND
3 WDECISIONPROCESS
YES
CYCLE REVIEW 1
CYCLE REVIEW CEQA
CYCLE REVIEW 2
CYCLE REVIEW 3
CYCLE REVIEW 4
36 37
City of Carlsbad Permit and Service Delivery
SECTION 8
Category 6 Planning Commission Discretionary Permits
Decision-Maker Planning Commission
Appeal City Council
Type • Coastal development permit—major
• Site development plan
• Conditional use permit—major
• Habitat management plan permit—major
• Planned development permit—major
• Tentative subdivision map
• Special use permit
• Variance—Planning Commission determination
Timeline ROUNDS OF REVIEW TOTAL CITY AND APPLICANT
PROCESSING TIME
One Cycle Review ≈ 3 months
Two Cycle Reviews ≈ 6 months
Three Cycle Reviews ≈ 9 months
Four Cycle Reviews* ≈ 12 months
Additional Time if Not +1–6 months
Exempt from CEQA**
(75% of Category 6 projects are exempt)
*Every effort shall be made to complete project reviews within three cycle reviews. Projects that still have
project issues and require a fourth cycle review must have a Project Issue Resolution meeting with the
director. Staff and applicant must attend the meeting.
** Applicable to Mitigated/Negative Declarations and similar CEQA documents only. An M/ND that
does not extend beyond the permit cycle reviews and does not involve responses to significant public
comments will take about one month longer to process. An M/ND that takes the maximum allotted
review cycles and involves responses to significant public comments could take an additional six months
to process. Most M/NDs will be processed in between these minimum and maximum additional times. A
custom project schedule, subject to review and approval of the City Planner, will be prepared for projects
requiring an EIR and similar CEQA documents. The goal will be to achieve a 12-month process to adoption/
certification concurrent with discretionary project action after the project is deemed complete with an
acceptable project description.
37
Permit and Service Delivery City of Carlsbad
SECTION 8
3
7 10 WEEKS3
7 10 WEEKS3
7 10 WEEKS8
4
12 WEEKS8
4
12 WEEKSCategory 6 Flow Chart City Review Time City Time
PERMIT PROCESS
Applicant Response Time Applicant Time
ENVIRONMENTAL PROCESS
4 WK< 60 DAYS8
4
4
6
4
Application Complete?Ready to Draft M/ND?
Ready for Public Review?
Ready for Decision?
Begin CEQA
Process
when
Application
is Complete
Exempt
from
CEQA?
Prepare
CEQA
Exemption
Application Complete?
Application Complete?
Application Complete?
APPLICATION SUBMITTAL
PERMIT DENIED PERMIT APPROVED
YES
YES
YES
YES
YES
YES
YES
NO
NO
NO
NO
NO
NO
NO
NO12 WEEKS4 WK10 WEEKSConduct Environmental Initial Study
Prepare Draft Mitigated/ Negative Declaration
Prepare Final M/ND
Public Review Draft M/ND
DECISIONPROCESS
YES
CYCLE REVIEW 1
CYCLE REVIEW CEQA
CYCLE REVIEW 2
CYCLE REVIEW 3
CYCLE REVIEW 4
38 39
City of Carlsbad Permit and Service Delivery
SECTION 8
Category 7 City Council Legislative or Discretionary Actions
Decision-Maker City Council
Appeal Superior Court or Referendum
Type • Development agreement
• General plan amendment
• Local coastal program amendment
• Rezoning
• Zoning code amendment
• Specific plan
• Specific plan amendment
• Local facilities management plan amendment
• Other development permits per code
Timeline ROUNDS OF REVIEW TOTAL CITY AND APPLICANT
PROCESSING TIME
One Cycle Review ≈ 3 Months
Two Cycle Reviews ≈ 6 Months
Three Cycle Reviews ≈ 9 Months
Four Cycle Reviews* ≈ 12 Months
Additional Time if not +1–6 Months
Exempt from CEQA**
(Most Category 7 projects are subject to CEQA)
* Every effort shall be made to complete project reviews within three cycle reviews. Projects that still have
project issues and require a fourth cycle review must have a Project Issue Resolution meeting with the
director. Staff and applicant must attend the meeting.
**Applicable to Mitigated/Negative Declarations and similar CEQA documents only. An M/ND that does not
extend beyond the permit cycle reviews and does not involve responses to significant public comments
will take about one month longer to process. An M/ND that takes the maximum allotted review cycles and
involves responses to significant public comments could take an additional six months to process. Most M/NDs
will be processed in between these minimum and maximum additional times. A custom project schedule,
subject to review and approval of the City Planner, will be prepared for projects requiring an EIR and similar
CEQA documents. The goal will be to achieve a 12-month process to adoption/certification concurrent with
discretionary project action after the project is deemed complete with an acceptable project description.
39
Permit and Service Delivery City of Carlsbad
SECTION 8
4
8 12 WEEKS4
8 12 WEEKS4
8 12 WEEKSCity Review Time City Time
PERMIT PROCESS
Applicant Response Time Applicant Time
ENVIRONMENTAL PROCESS
Category 7 Flow Chart
* Total for both
Planning Commission
and City Council
agenda preparation 8 WEEKS8
4
12 WEEKS8
4
12 WEEKS< 60 DAYS8
4
4
6
4
Application Complete?Ready to Draft M/ND?
Ready for Public Review?
Ready for Decision?
Begin CEQA
Process
when
Application
is Complete
Exempt
from
CEQA?
Prepare
CEQA
Exemption
Application Complete?
Application Complete?
Application Complete?
APPLICATION SUBMITTAL
PERMIT DENIED PERMIT APPROVED
YES
YES
YES
YES
YES
YES
YES
NO
NO
NO
NO
NO
NO
NO
NO12 WEEKS4 WK10 WEEKSConduct Environmental Initial Study
Prepare Draft Mitigated/ Negative Declaration
Prepare Final M/ND
Public Review Draft M/ND
DECISION PROCESS*
YES
CYCLE REVIEW 1
CYCLE REVIEW CEQA
CYCLE REVIEW 2
CYCLE REVIEW 3
CYCLE REVIEW 4
40 41
City of Carlsbad Permit and Service Delivery
SECTION 8
Category 8 Special Projects
Decision-Maker City Council
Appeal Superior Court or Referendum
Type • City Council policy amendment
• City-initiated regulatory initiative (i.e., municipal code amendment,
coastal plan amendment)
• Department-initiated process improvement
• Other special assignment
Timeline Per custom project schedule
41
STANDARD PROCEDURES FOR Project Reviews
SECTION 9
Ministerial Permit Procedures
The ministerial permit review process will be evaluated and memorialized in a
future document update.
Discretionary Permit, Policy and Legislative Procedures
Purpose
Discretionary application review processes have been standardized into defined
service levels and timelines to promote efficient and effective application
processing in our commitment to excellence in public administration. The intended
outcomes are high quality projects that are processed professionally. These
procedures help staff to efficiently and effectively navigate the applicant through
the permitting process. This will also provide applicants and residents transparency
and predictability of the application process and status of applications.
42 43
City of Carlsbad Permit and Service Delivery
SECTION 9
Procedures
These procedures are for guidance only and should be used in
addition to professional judgment to provide and maintain high
level quality customer service.
Also, we live up to our commitments. Should an issue arise that
causes a delay in our response, staff will let the applicant know
as soon as possible.
Should an issue arise
that causes a delay...
staff will let the
applicant know as
soon as possible.
43
Permit and Service Delivery City of Carlsbad
SECTION 9
Procedure Step Summary
Below provides a summary outline of the procedural steps taken to complete a typical
project review. Additional information on each step is provided later in this section.
0 Initial Application Submittal – Three Business Days, Maximum
Within One Business Day
Enter Project and Tasks into EnerGov
Within Two Business Days
Assign Project to Project Lead
1 Cycle Review 1 – 27 Calendar Days, Maximum
Within the First 2 Days
Understand the Project
Make Contact
Route Project for Comments
Make Assignments
Within Remaining Cycle Review Time (25 Days)
Conduct a Field Visit
Evaluate Land Use Compatibility
Conduct Regulatory Review
Evaluate Responses from all Reviewing Departments
Evaluate Enhanced Stakeholder Outreach Program if Required
Prepare the Cycle Review 1 (Complete/Incomplete Issues) Letter
Review with Supervisor if Necessary
Mail and Email Letter
Update EnerGov
Contact Applicant (Follow-Up)
44 45
City of Carlsbad Permit and Service Delivery
SECTION 9
Procedure Step Summary (Continued)
2 Cycle Review 2 – 30 Calendar Days, Maximum
Applicant to Schedule Resubmittal Appointment
Meet with Applicant to Review Resubmittal Materials
Within the First 3 Days
Update EnerGov
Route Project for Comments
Make Assignments
Within Remaining Cycle Review Time (27 Days)
Verify that Issues were Addressed
Evaluate Responses from all Reviewing Departments
Update Supervisor as Necessary
Prepare the Cycle Review 2 Comment
(Complete/Incomplete Issues) Letter
Review with Supervisor if Necessary
Mail and Email Letter
Contact Applicant (Follow-Up)
Update EnerGov
45
Permit and Service Delivery City of Carlsbad
SECTION 9
Procedure Step Summary (Continued)
3 Cycle Review 3 – 30 Calendar Days, Maximum
Applicant to Schedule Resubmittal Appointment
Meet with Applicant to Review Resubmittal Materials
Within the First 3 Days
Update EnerGov
Route Project for Comments
Make Assignments
Within Remaining Cycle Review Time (27 Days)
Verify that Issues were Addressed
Evaluate Responses from all Reviewing Departments
Update Supervisor as Necessary
Prepare the Cycle Review 3 Comment
(Complete/Incomplete Issues) Letter
Review with Supervisor if Necessary
Mail and Email Letter
Contact Applicant (Follow-Up)
Update EnerGov
Convene a Meeting with the City Planner/City Engineer if
Still Incomplete
46 47
City of Carlsbad Permit and Service Delivery
SECTION 9
Procedure Step Summary (Continued)
4 Cycle Review 4 – 30 Calendar Days, Maximum
Applicant to Schedule Resubmittal Appointment
Meet with Applicant to Review Resubmittal Materials
Within the First 3 Days
Update EnerGov
Route Project for Comments
Make Assignments
Within Remaining Cycle Review Time (27 Days)
Verify that Issues were Addressed
Evaluate Responses from all Reviewing Departments
Update Supervisor as Necessary
Prepare the Cycle Review 4 Comment
(Complete/Incomplete Issues) Letter
Review with Supervisor if Necessary
Mail and Email Letter
Contact Applicant (Follow-Up)
Update EnerGov
Convene a Project Issue Resolution Meeting if Still Incomplete
5 Cycle Review CEQA
Make Environmental Determination
Conduct Initial Study
Prepare Draft Environmental Document
Proceed to Public Review
Finalize Environmental Document
47
Permit and Service Delivery City of Carlsbad
SECTION 9
Procedure Step Detail
The section below coincides with the outline above and provides more information
on each step. The section is written to help staff better understand the roles and
expectations of project review.
Initial Application Submittal – Three Business Days, Maximum0
Within One Business Day of Initial Application Submittal
• Enter Project and Tasks into EnerGov. Intake Staff enters project and
associated tasks into EnerGov. Refer to Appendix A for cycle review types
and tasks for the different service levels.
Within Two Business Days of Initial Application Submittal
• Assign Project to Project Lead. Manager assigns the project to staff and
will update EnerGov with the new project lead information.
48 49
City of Carlsbad Permit and Service Delivery
SECTION 9
Procedure Step Detail (Continued)
Cycle Review 1 – 27 Calendar Days, Maximum1
Within the First 2 Days of the Assignment
• Understand the Project. Thoroughly review the application material to
ensure that you fully understand the request.
• Make Contact. Call or email the applicant contact to introduce yourself
and ask any clarifying questions about the project. After contact, prepare
and send the acknowledgment email including your contact information
and provide a target release date for the Cycle Review Letter.
• Route Project for Comments. Administrative staff will use internal
routing protocols to make necessary copies, assemble packet and
distribute plans and studies to appropriate departments and agencies.
• Make Assignments. Create task assignments in EnerGov up to the
deliverable. Refer to Appendix A for cycle review types and appropriate
tasks for the different service levels.
Within the Remaining Allotted Cycle Review Time (25 Days)
• Conduct a Field Visit. Visit and take photos of the site and adjacent
surroundings.
• Evaluate Land Use Compatibility. Do a review of the project for land use
compatibility issues in relation to existing uses in the surrounding area.
Is the project compatible with the surrounding community? For maps,
determine what the existing parcelization is around the site. Review the
surrounding parcelization to determine whether the project would be
compatible with existing parcelization. Review grading compatibility with
surrounding areas.
• Conduct Regulatory Review. Review for project compliance with all
applicable regulations, policies, design standards, etc.
• Evaluate Responses from all Reviewing Departments. Ensure that
you have received responses from all reviewing departments, and review
each comment carefully. If additional studies or project changes are being
requested, you should inquire with the reviewer and understand the
49
Permit and Service Delivery City of Carlsbad
SECTION 9
basis of the request and determine if the studies or changes are needed.
Contact reviewers if you have any concerns or questions regarding their
comments and reconcile any conflicts.
• Evaluate Enhanced Stakeholder Outreach Program if Required.
Review and consider the public input received, including the results from
Policy 84 outreach (if applicable). Provide directions to the applicant on
how the project could be modified to address any noted concerns, if
determined appropriate.
• Prepare the Cycle Review 1 (Complete/Incomplete Issues) Letter.
Prepare the Cycle Review Letter, which typically includes the following:
• A statement of completeness pursuant to Section 65943 of the
Government Code. Refer to “Completeness Checklist”;
• A project description;
• Estimate of target decision date;
• Detailed discussion of comprehensive issues and how to correct;
• Include language in the comment letter to require a meeting with
the applicant and representative and staff (project planner and other
city department staff if necessary) to review the comments before
the next resubmittal. No new resubmittal will be accepted without a
meeting.
• Review with Supervisor if Necessary. For complex or controversial
projects, the supervisor should review the comment letter for accuracy
and completeness prior to releasing the letter to the applicant.
• Mail and Email Letter. Mail and email Cycle Review 1 (Complete/
Incomplete Issues) Letter to applicant and representative and copy the
property owner (if not the same as applicant).
• Update EnerGov. Project lead must update tasks in EnerGov. All
correspondences related to the project must be uploaded and stored in
EnerGov.
• Contact Applicant. Contact the applicant and offer to schedule a
meeting to review the comments. If the application is incomplete, work
with the applicant to develop a plan to ensure that the next resubmittal is
complete. A meeting task assignment must be entered into EnerGov.
Procedure Step Detail (Continued)
50 51
City of Carlsbad Permit and Service Delivery
SECTION 9
Cycle Review 2 – 30 Calendar Days, Maximum2
• Applicant to Schedule Resubmittal Appointment.
• Meet with Applicant to Review Resubmittal Materials. A meeting
task assignment must be assigned in EnerGov for the project planner to
schedule a meeting with the applicant to review Cycle Review 2. During
the meeting, review the resubmittal for responsiveness to comments and/
or that requested information was provided. If the submittal is complete,
accept the submittal and provide the applicant with a target release date
for your response. No incomplete submittal will be accepted.
Within the First 3 Days of the Resubmittal
• Update EnerGov. Project lead must update tasks in EnerGov.
• Route Project for Comments. Administrative staff will use internal
routing protocols to make necessary copies, assemble packet and
distribute plans and studies to appropriate departments and agencies.
• Make Assignments. Create task assignments in EnerGov. Refer to
Appendix A for cycle review types and appropriate tasks for the different
service levels.
Within the Remaining Allotted Cycle Review Time (27 Days)
• Verify that Issues were Addressed. Review the resubmittal and
determine if the applicant provided adequate responses to issues raised in
the first comment letter.
• Evaluate Responses from all Reviewing Departments. Ensure that
you have received responses from all reviewing departments, and
review each comment carefully. Do not ask for studies or require project
changes unless you understand the basis of the request and agree that
they are needed. Contact reviewers if you have any concerns or questions
regarding their comments and reconcile any conflicts.
• Update Supervisor as Necessary. If application remains incomplete, staff
will discuss project review with the supervisor to discuss pending issues and
develop a plan to ensure that the applicant’s next submittal is complete.
Procedure Step Detail (Continued)
51
Permit and Service Delivery City of Carlsbad
SECTION 9
• Prepare the Cycle Review 2 Comment (Complete/Incomplete Issues)
Letter. Prepare the Cycle Review Letter, which typically includes the following:
• A statement of completeness pursuant to Section 65943 of the
Government Code;
• Estimate of target decision date (explain reason if it is different from
initial target date);
• Summary of issues and how to correct;
• Include language in the comment letter to require a meeting with the
applicant/representative and staff (project planner, supervisor and other
city department staff if necessary) to review the comments before the
next submittal. No new submittal will be accepted without a meeting.
• Review with Supervisor if Necessary. Supervisor should review the
comment letter for accuracy and completeness prior to releasing the
letter to the applicant, especially if major project issues remain.
• Mail and Email Letter. Mail and email Cycle Review 2 (Complete/
Incomplete Issues) Letter to applicant/representative and copy the
property owner (if not the same as applicant).
• Contact Applicant. Contact the applicant and schedule a meeting to
the review comments. If the application is incomplete, work with the
applicant to develop a plan to ensure that the next submittal is complete.
A meeting task assignment must be entered into EnerGov.
• Update EnerGov. Project Planner must update tasks in EnerGov.
Cycle Review 3 – 30 Calendar Days, Maximum3
Follow the same procedures listed in Cycle Review 2 with the following
modification.
• Convene a Meeting with the City Planner/City Engineer if Still
Incomplete. If application remains incomplete, staff must discuss
outstanding issues with the supervisor and City Planner/City Engineer.
Schedule a meeting with the project applicant, technical team and
property owner (if different) to discuss remaining issues and develop a plan
to move the project forward to decision.
Procedure Step Detail (Continued)
52 53
City of Carlsbad Permit and Service Delivery
SECTION 9
Cycle Review 4 – 30 Calendar Days, Maximum4
Follow the same procedures listed in Cycle Review 2, with the following
modification.
• Convene a Project Issue Resolution Meeting if Still Incomplete. If
project issues are not concluded before the 4th cycle review letter is
issued, convene a Project Issue Resolution (PIR) with the department
director pursuant to information bulletin CD-10 (Guaranteed Second
Opinion & Project Issue Resolution) to discuss outstanding issues and
develop a final direction to move the project forward to decision. The
results of the PIR meeting will be incorporated into the cycle letter. If due
to scheduling, the meeting must occur after the cycle review letter due
late, release the letter and follow up with a separate letter outlining the
results of the PIR.
Cycle Review CEQA5
• Make Environmental Determination. The project lead must make
an environmental determination within 30 days of the date the
application is deemed complete. If the project is determined to be
exempt from environmental review, the project lead must update the
application environmental status on EnerGov to ‘Exempt’ and proceed
with preparing the staff report, resolution and project conditions and
present for final decision or hearing within 60 days from exemption
determination.
• Conduct Initial Study. If an initial study is required, the project lead
must contact the applicant/representative to inform them of the CEQA
determination. Staff shall then initiate the Environmental Initial Study
(EIS). The project lead must change CEQA Determination status of
application in EnerGov as appropriate. For an EIR, retain a consultant (if
necessary), issue the Notice of Preparation and conduct a Scoping Meeting.
The project lead will take the lead in assigning subsequent applicable
CEQA-related tasks in EnerGov all the way to the next CEQA deliverable.
Refer to Appendix B for CEQA tasks. The project lead must coordinate
Procedure Step Detail (Continued)
53
Permit and Service Delivery City of Carlsbad
SECTION 9
with the supervisor or City Planner to ensure that all CEQA-related tasks
are assigned accordingly out to the next deliverable and continuously
updated in EnerGov. Permit Cycle Reviews and CEQA Cycle Reviews must
be synchronized. Use the Cycle Review CEQA tasks upon receipt of the EIS.
For an EIR, the initial study may be waived.
• Prepare Draft Environmental Document. Once all technical reports are
received, reviewed and accepted as adequate, the initial study is finalized.
The draft environmental document is then prepared. Update EnerGov
tasks accordingly to document the work flow for preparing the draft
environmental document. Permit Cycle Reviews and CEQA Cycle Reviews
must be synchronized.
• Proceed to Public Review. Prepare all required noticing, production and
distribution for publishing the environmental document. Public review
period is 20, 30 or 45 days, depending on the type of CEQA document.
• Finalize Environmental Document. Respond to any comments. Evaluate
whether a full or partial recirculation is required due to the comments.
Prepare the final environment document. Permit Cycle Reviews and CEQA
Cycle Reviews must be synchronized. The project is now ready for the
decision process.
Procedure Step Detail (Continued)
55
55
EnerGov
SECTION 10
The department uses EnerGov, a project management and open government
application. This application allows staff to manage project caseloads, task
assignments, workflows, and timelines in accordance with the performance
standards, processes and procedures described in this document. EnerGov can
generate a myriad of reports that allow staff, supervisors and managers to monitor
and track productivity and to ensure timely delivery of work products.
Supervisors in the department provide training and support to staff in their
respective workgroup/division to ensure effective and consistent use of EnerGov
and to encourage feedback for periodic enhancements. Staff
are responsible for keeping information current and accurate
in EnerGov for the projects they manage and task assignments
that they are given, per the procedures described in Section 9
and supplemented in Appendix A of this guidebook. Staff must
keep tasks up-to-date up to the next deliverable to ensure
efficient and effective operations and use EnerGov as the main
repository for all project related correspondences.
EnerGov can
generate a myriad
of reports that allow
staff, supervisors
and managers to
monitor and track
productivity and
to ensure timely
delivery of work
products.
57
57
Permit and Service Delivery City of Carlsbad
SECTION 11
APPENDICES
A. Procedures for EnerGov
B. CEQA Procedures for EnerGov
58 59
City of Carlsbad Permit and Service Delivery
SECTION 11
Appendix A EnerGov Planning Process Tasks
Discretionary Review Tasks
PROCESS STEP TASK NAME DESCRIPTION ASSIGNER ASSIGNEE
Preliminary Review (Optional/Suggested)
Intake Technician: Application Intake/Fees Task for Technician to process application, create record in permit system, collect fees Technician Technician
Assign Review Team Planning Supervisor: Assign Planner Task for Supervisor to assign project to Planner Supervisor Planner
Engineering Supervisor: Assign
Engineer
Task for Supervisor to assign project to Engineer Supervisor Engineer
Distribution Distribute Plans Distribution of plans and reports to reviewers Planner Planner
Review Discretionary Review Task for staff/departments to review project Planner Planner
Planner: Administrative Letter Task for Planner to compile department comments and finalize review letter Planner Planner
Initial Review
Intake Technician: Application Intake/Fees Task for Technician to process application, create record in system, collect fees Technician Technician
Create Sub-Plans Create/Link Associated Plan Cases Task for Technician to create additional records in permit system for concurrent/associated land use applications Technician Technician
Assign Review Team Planning Supervisor: Assign Planner Task for Supervisor to assign project to Planner Supervisor Planner
Engineering Supervisor: Assign
Engineer
Task for Supervisor to assign project to Engineer Supervisor Engineer
Admin: Intake Acknowledgment Email Task for Planner to assign Admin to send acknowledgment email to
applicant
Planner Admin
Planner: Assign Department Reviews Task for Planner to assign departments to review project Planner Planner
Public Noticing
(App on file)
Planner: Radius Letter/Labels from
Applicant
Task for Planner to collect noticing package from applicant Planner Planner
Planner: Create Notice Task for Planner to create public notice Planner Planner
Admin: Mail Notice Task for Planner to assign Admin to mail public notice Planner Admin
Planner: Enhanced Stakeholder Outreach by Applicant Task for Planner to verify applicant held enhanced outreach, if applicable Planner Planner
59
Permit and Service Delivery City of Carlsbad
SECTION 11
PROCESS STEP TASK NAME DESCRIPTION ASSIGNER ASSIGNEE
Cycle Review 1
Completeness Review Task for Planner to review application and supporting documents for completeness prior to CEQA determination Planner Planner
Discretionary Review Task for Planner to review application and supporting documents
against land use codes & regulations
Planner Planner
CEQA Exemption Determination Task for Planner to make CEQA determination Planner Planner
Planner: Department Comment Coord Task for Planner to collect & review department comments for consistency Planner Planner
Planner: Schedule Meeting with
Applicant
Task for Planner to schedule meeting with applicant to discuss review
comments
Planner Planner
Planner: Prepare Review Letter Task for Planner to assign Admin to finalize review letter Planner Admin
Planner: Track Applicant Response Task for Planner to track the applicants resubmittal to city Planner Planner
Pre-Resubmittal Planner: Review Draft Documents/
Plans
Task for Planner to review draft document/plans applicant requests
staff review prior to resubmittal
Planner Planner
Planner: Applicant Meeting Task for Planner to attend meeting requested by applicant prior to
resubmittal
Planner Planner
Planner: Public Engagement Task for Planner to meet with public/interested parties to discuss
project
Planner Planner
Planner: Department Issue
Coordination
Task for Planner to coordinate with applicant & departments to
resolve issues
Planner Planner
Cycle Review 2
Planner: Meet Applicant/Application
Intake
Task for Planner to schedule a meeting with applicant to review
resubmittal documents
Planner Planner
Completeness Review Task for Planner to review application and supporting documents for
completeness prior to CEQA determination, if not deemed complete on previous cycle
Planner Planner
Discretionary Review Task for Planner to review application and supporting documents against land use codes & regulations Planner Planner
Planner: Department Comment Coord Task for Planner to collect & review department comments for consistency Planner Planner
Planner: Schedule Meeting with Applicant Task for Planner to schedule meeting with applicant to discuss review comments Planner Planner
Planner: Prepare Review Letter Task for Planner to assign Admin to finalize review letter Planner Admin
Planner: Track Applicant Response Task for Planner to track the applicant’s resubmittal to city Planner Planner
Pre-Resubmittal Planner/Engineer: Review Draft
Documents/Plans
Task for Planner to review draft document/plans applicant requests
staff review prior to resubmittal
Planner Planner
Planner/Engineer: Applicant Meeting Task for Planner to attend meeting requested by applicant prior to
resubmittal
Planner Planner
Planner/Engineer: Public Engagement Task for Planner to meet with public/interested parties to discuss
project
Planner Planner
Planner: Department Issue Coordination Task for Planner to coordinate with applicant & departments to resolve issues Planner Planner
60 61
City of Carlsbad Permit and Service Delivery
SECTION 11
PROCESS STEP TASK NAME DESCRIPTION ASSIGNER ASSIGNEE
Cycle Review 3
Planner: Meet Applicant/Application Intake Task for Planner to schedule a meeting with applicant to review resubmittal documents Planner Planner
Completeness Review Task for Planner to review application and supporting documents for completeness prior to CEQA determination, if not deemed complete
on previous cycle
Planner Planner
Discretionary Review Task for Planner to review application and supporting documents
against land use codes & regulations
Planner Planner
Planner: Department Comment Coord Task for Planner to collect & review department comments for
consistency
Planner Planner
Planner: Schedule Meeting with Applicant Task for Planner to schedule meeting with applicant to discuss review comments Planner Planner
Planner: Prepare Review Letter Task for Planner to assign Admin to finalize review letter Planner Admin
Planner: Track Applicant Response Task for Planner to track the applicant’s resubmittal to city Planner Planner
Pre-Resubmittal Planner: Review Draft Documents/Plans Task for Planner to review draft document/plans applicant requests staff review prior to resubmittal Planner Planner
Planner: Applicant Meeting Task for Planner to attend meeting requested by applicant prior to
resubmittal
Planner Planner
Planner: Public Engagement Task for Planner to meet with public/interested parties to discuss
project
Planner Planner
Planner: Department Issue
Coordination
Task for Planner to coordinate with applicant & departments to
resolve issues
Planner Planner
Cycle Review 4
Planner: Meet Applicant/Application
Intake
Task for Planner to schedule a meeting with applicant to review
resubmittal documents
Planner Planner
Completeness Review Task for Planner to review application and supporting documents for
completeness prior to CEQA determination, if not deemed complete on previous cycle
Planner Planner
Discretionary Review Task for Planner to review application and supporting documents against land use codes & regulations Planner Planner
Planner: Department Comment Coord Task for Planner to collect & review Department comments for consistency Planner Planner
Project Issue
Resolution (if additional cycle
required)
Step applies if staff determines project requires an additional cycle review Planner Planner
Planner: Discuss with Supervisor Task for Planner to discuss outstanding project issues with supervisor Planner Planner
Planner: Schedule PIR Meeting Task for Planner to schedule project for PIR meeting Planner Planner
Planner/Admin: Inform Applicant on PIR Meeting Date Task for Planner to inform applicant on PIR meeting date Planner Planner
Schedule Meeting with Applicant Task for Planner to schedule a meeting with applicant to discuss the
review comments
Planner Planner
Planner: Prepare Review Letter Task for Planner to assign Admin to finalize review letter Planner Admin
Track Applicant Response Task for Planner to track the applicants resubmittal to city Planner Planner
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Permit and Service Delivery City of Carlsbad
SECTION 11
PROCESS STEP TASK NAME DESCRIPTION ASSIGNER ASSIGNEE
Pre-Resubmittal Planner: Review Draft Documents/
Plans
Task for Planner to review draft document/plans applicant requests
staff review prior to resubmittal
Planner Planner
Planner: Applicant Meeting Task for Planner to attend meeting requested by applicant prior to
resubmittal
Planner Planner
Planner: Public Engagement Task for Planner to meet with public/interested parties to discuss
project
Planner Planner
Planner: Department Issue
Coordination
Task for Planner to coordinate with applicant & departments to
resolve issues
Planner Planner
Category 5 Projects
Final Decision Planner: Request/Assemble Final Project Documents Task for Planner to request final project documents from applicant Planner Planner
Planner: Review Final Project
Documents
Task for Planner to review final project documents Planner Planner
Planner: Ready for Decision Task for Planner to determine project is ready for final decision Planner Planner
10-Day Notice Planner: Radius Letter/Labels from Applicant Task for Planner to collect radius letter and labels from applicant Planner Planner
Planner: Create Notice Task for Planner to prepare public notice Planner Planner
Admin: Mail Notice Task for Planner to assign Admin to mail public notice Planner Admin
Planner: Prep Draft Decision Task for Planner to prepare draft decision document Planner Planner
Planner: Schedule Administrative Hearing Task for Planner to schedule administrative hearing for project, if required Planner Planner
Supervisor: Administrative Approval Letter Task for Planner to assign Supervisor to sign approval letter Planner Supervisor
Coastal Planner: Draft Notice of Action Task for Planner to prepare notice of action Planner Planner
Admin: Send Notice Task for Planner to assign Admin to mail notice to Coastal Commission Planner Admin
Coastal in Appeal Zone Planner: Send Decision Package to Coastal Commission Task for Planner to send decision package to Coastal Commission Planner Planner
Post-Approval Follow-Up Planner: QA/QC Record Task for Planner to perform quality control on project correspondence and final documents in advance of scanning Planner Planner
Admin: Process Documents in ECM Task for Planner to assign Admin to process files for final scanning/upload to record system Planner Admin
Planner: Notice of Final Action Task for Planner to prepare final notice of action Planner Planner
Planner: Project Closeout Task for Planner to review and update data in permit system accurately reflects project status/history Planner Planner
Category 6 Projects
Final Decision Planner: Request/Assemble Final
Project Documents
Task for Planner to request final project documents from applicant Planner Planner
Planner: Review Final Project Documents Task for Planner to review final project documents Planner Planner
Planner: Ready for Decision Task for Planner to determine project is ready for final decision Planner Planner
Planning Commission Noticing Planner: Radius Letter/Labels from Applicant Task for Planner to collect radius letter and labels from applicant Planner Planner
Planner: Create Notice Task for Planner to prepare public notice Planner Planner
Admin: Mail Notice Task for Planner to assign Admin to mail public notice Planner Admin
62 63
City of Carlsbad Permit and Service Delivery
SECTION 11
PROCESS STEP TASK NAME DESCRIPTION ASSIGNER ASSIGNEE
Planning Commission
Meeting
Planner: Prepare/Process Staff Report Task for Planner to draft staff report, route for review, edit and
prepare for final approval
Planner Planner
Planner: Request Hearing Date &
Inform Applicant
Task for Planner to set tentative schedule for PC hearing and update
applicant
Planner Planner
Planner: Prepare PowerPoint Task for Planner to prepare PowerPoint presentation Planner Planner
Planner: DCC Meeting Task for Planner to assign Admin to schedule meeting with applicant to discuss staff report and conditions Planner Admin
Planner: PC Briefings Task for Planner to attend Planning Commission briefings Planner Planner
Planner: PC Hearing Task for Planner to attend/present at Planning Commission hearing Planner Planner
Admin: Notice of Decision Letter Task for Planner to prepare notice of decision letter Planner Planner
Planner: QA/QC Conditions Task for Planner to update decision documents resulting from public hearing Planner Planner
Coastal Planner: Draft Notice of Action Task for Planner to prepare notice of action Planner Planner
Admin: Send Notice Task for Planner to assign Admin to mail notice to Coastal Commission Planner Admin
Coastal in Appeal Zone Planner: Send Decision Package to Coastal Commission Task for Planner to send decision package to Coastal Commission Planner Planner
Post-Approval Follow-Up Planner: QA/QC Record Task for Planner to perform quality control on project correspondence and final documents in advance of scanning Planner Planner
Admin: Process Documents in ECM Task for Planner to assign Admin to process files for final scanning/upload to record system Planner Admin
Planner: Notice of Final Action Task for Planner to prepare final notice of action Planner Planner
Planner: Project Closeout Task for Planner to review and update data in permit system
accurately reflects project status/history
Planner Planner
Category 7 Projects
Final Decision Planner: Request/Assemble Final
Project Documents
Task for Planner to request final project documents from applicant Planner Planner
Planner: Review Final Project
Documents
Task for Planner to review final project documents Planner Planner
Planner: Ready for Decision Task for Planner to determine project is ready for final decision Planner Planner
Planning Commission
Noticing
Planner: Radius Letter/Labels from
Applicant
Task for Planner to collect radius letter and labels from applicant Planner Planner
Planner: Create Notice Task for Planner to prepare public notice Planner Planner
Admin: Mail Notice Task for Planner to assign Admin to mail public notice Planner Admin
Planning Commission
Meeting
Planner: Prepare Staff Report Task to Planner to draft staff report, route for review, edit and prepare
for final approval
Planner Planner
Planner: Request Hearing Date &
Inform Applicant
Task for Planner to set tentative schedule for PC hearing and update
applicant
Planner Planner
Planner: Prepare PowerPoint Task for Planner to prepare PowerPoint presentation Planner Planner
Planner: Schedule/Attend DCC Meeting Task for Planner to assign Admin to schedule meeting with applicant
to discuss staff report and conditions
Planner Admin
Planner: PC Briefings Task for Planner to attend Planning Commission briefings Planner Planner
Planner: Attend/Present at PC Hearing Task for Planner to attend/present at Planning Commission hearing Planner Planner
Planner: QA/QC Conditions Task for Planner to update decision documents resulting from public
hearing
Planner Planner
63
Permit and Service Delivery City of Carlsbad
SECTION 11
PROCESS STEP TASK NAME DESCRIPTION ASSIGNER ASSIGNEE
City Council Noticing Planner: Radius Letter/labels from
Applicant
Task for Planner to collect radius letter and labels from applicant Planner Planner
Planner: Create Notice Task for Planner to prepare public notice Planner Planner
Admin: Mail Notice Task for Planner to assign Admin to mail public notice Planner Admin
City Council Meeting Planner: Request Hearing Date &
Inform Applicant
Task for Planner to set tentative schedule for PC hearing and update
applicant
Planner Planner
Planner: Prepare/Process Staff Report Task to Planner for draft staff report, route for review, edit and
prepare for final approval
Planner Planner
Planner: Prepare PowerPoint Task for Planner to prepare PowerPoint presentation Planner Planner
Planner: CC Briefings Task for Planner to attend City Council briefings Planner Planner
Planner: Attend/Present at CC Meeting Task for Planner to attend/present at City Council hearing Planner Planner
Planner: QA/QC Conditions Task for Planner to update decision documents resulting from public
hearing
Planner Planner
Coastal Planner: Draft Notice of Action Task for Planner to prepare notice of action Planner Planner
Admin: Send Notice Task for Planner to assign Admin to mail notice to Coastal Commission Planner Admin
Coastal in Appeal Zone Planner: Send Decision Package to Coastal Commission Task for Planner to send decision package to Coastal Commission Planner Planner
Post-Approval
Follow-Up
Planner: QA/QC Record Task for Planner to perform quality control on project correspondence
and final documents in advance of scanning
Planner Planner
Admin: Process Documents in ECM Task for Planner to assign Admin to process files for final scanning/
upload to record system
Planner Admin
Planner: Notice of Final Action Task for Planner to prepare final notice of action Planner Planner
Planner: Project Closeout Task for Planner to review and update data in permit system accurately reflects project status/history Planner Planner
Appeals to Planning Commission (PC)
Planner: Prepare/Process Staff Report Task for Planner to draft staff report, route for review, edit and prepare for final approval Planner Planner
Planner: Request Hearing Date & Inform Applicant Task for Planner to set tentative schedule for PC hearing and update applicant Planner Planner
Planner: Create Notice Task for Planner to prepare public notice Planner Planner
Admin: Mail Notice Task for Planner to assign Admin to mail public notice Planner Admin
Planner: Prepare PowerPoint Task for Planner to prepare PowerPoint presentation Planner Planner
Planner: Attend PC Briefings Task for Planner to attend Planning Commission briefings Planner Planner
Planner: Attend/Present at PC Hearing Task for Planner to attend/present at Planning Commission hearing Planner Planner
Planner: Notice of Decision Letter Task for Planner to prepare notice of decision letter Planner Planner
Planner: QA/QC Conditions Task for Planner to update decision documents resulting from public hearing Planner Planner
64 65
City of Carlsbad Permit and Service Delivery
SECTION 11
PROCESS STEP TASK NAME DESCRIPTION ASSIGNER ASSIGNEE
Appeals to City Council (CC)
Planner: Prepare/Process Staff Report Task to Planner to draft staff report, route for review, edit and prepare for final approval Planner Planner
Planner: Request Hearing Date & Inform Applicant Task for Planner to set tentative schedule for City Council hearing and update applicant Planner Planner
Planner: Create Notice Task for Planner to prepare public notice Planner Planner
Admin: Mail Notice Task for Planner to assign Admin to mail public notice Planner Admin
Planner: Prepare PowerPoint Task for Planner to prepare PowerPoint presentation Planner Planner
Planner: Attend CC Briefings Task for Planner to attend City Council briefings Planner Planner
Planner: Attend/Present at CC Meeting Task for Planner to attend/present at City Council hearing Planner Planner
Planner: Notice of Decision Letter Task for Planner to prepare notice of decision letter Planner Planner
Planner: QA/QC Conditions Task for Planner to update decision documents resulting from public hearing Planner Planner
65
Permit and Service Delivery City of Carlsbad
SECTION 11
Appendix B CEQA Procedures for EnerGov
CEQA M/ND Tasks
Start Preliminary Review
Issue Exemption
Request Initial Study
Initial Study: 1st Review Cycle
Initial Study: Applicant Responds to 1st Review Cycle Comments
Initial Study: 2nd Review Cycle
Initial Study: Applicant Responds to 2nd Review Cycle Comments
Initial Study: 3rd Review Cycle
Initial Study: Applicant Responds to 3rd Review Cycle Comments
Draft M/ND: Prepare Draft Document
Draft M/ND: Support: Reproduction
Draft M/ND: Support: Mail Public Review Notice
Draft M/ND: Support: Advertise Public Review Notice
Draft M/ND: Support: Post Public Review Notice
Draft M/ND: Support: Mail Document to OPR
Draft M/ND: Publish Public Review Notice
Draft M/ND: Public Review Period
Final M/ND: Staff Responds to Comments
Final M/ND: Applicant Responds to Comments
Final M/ND: Complete Response to Comments
Final M/ND: Finalize Document
Final M/ND: Request NOD Filing Fees/CDFW waiver
Final M/ND: Mail Document to Responsible Agencies
M/ND: File NOD/Fees/CDFW Waiver
CITY/CONSULTANT ONLY
CITY/CONSULTANT AND
APPLICANT CYCLING DURING
CYCLE REVIEWS 1, 2, 3, 4
CYCLE REVIEW CEQA
COMMENCES
WAITING DURING PUBLIC/
AGENCY REVIEW PERIOD
CITY/CONSULTANT
AND APPLICANT
CITY/CONSULTANT ONLY
66 67
City of Carlsbad Permit and Service Delivery
SECTION 11
CEQA EIR Tasks
DEIR: Procure Consultant
DEIR: Prepare NOP/Scoping Meeting Notice
DEIR: Support: Mail NOP/Scoping Meeting Notice
DEIR: Support: Advertise NOP/Scoping Meeting Notice
DEIR: Support: Post NOP/Scoping Meeting Notice
DEIR: Support: Mail NOP to OPR
DEIR: Publish NOP
DEIR: Scoping Meeting
DEIR: NOP Period
DEIR Technical Studies: Review 1st Screencheck
DEIR Technical Studies: Consultant Responds to 1st Screencheck Comments
DEIR Technical Studies: Review 2nd Screencheck
DEIR Technical Studies: Consultant Responds to 2nd Screencheck Comments
DEIR Technical Studies: Review 3rd Screencheck
DEIR Technical Studies: Consultant Responds to 3rd Screencheck Comments
DEIR: Review 1st Screencheck
DEIR: Consultant Responds to 1st Screencheck Comments
DEIR: Review 2nd Screencheck
DEIR: Consultant Responds to 2nd Screencheck Comments
DEIR: Review 3rd Screencheck
DEIR: Consultant Responds to 3rd Screencheck Comments
DEIR: Support: Mail Public Review Notice
DEIR: Support: Advertise Public Review Notice
DEIR: Support: Post Public Review Notice
DEIR: Support: Mail Document to OPR
DEIR: Publish Public Review Notice
DEIR: Public Review
FEIR: Responses to Comments: Review 1st Screencheck
FEIR: Responses to Comments: Consultant Responds to 1st Screencheck Comments
FEIR: Responses to Comments: Review 2nd Screencheck
FEIR: Responses to Comments: Consultant Responds to 2nd Screencheck Comments
67
Permit and Service Delivery City of Carlsbad
SECTION 11
FEIR: Responses to Comments: Review 3rd Screencheck
FEIR: Responses to Comments: Consultant Responds to 3rd Screencheck Comments
FEIR: Consultant Prepares Findings, MMRP, Overriding Considerations
FEIR: Review Findings, MMRP, Overriding Considerations
FEIR: Consultant Responds to Comments on Findings, MMRP, Overriding Considerations
FEIR: Complete Findings, MMRP, Overriding Considerations
FEIR: Finalize Document
FEIR: Request NOD Filing Fees/CDFW Waiver
FEIR: Mail Document to Responsible Agencies
FEIR: File NOD/Fees/CDFW Waiver
Community Development Department
1635 Faraday Ave. | Carlsbad, CA 92008 | www.carlsbadca.gov
PERMIT AND SERVICE DELIVERY GUIDESnapshot
Community Development Department
To help improve transparency and accountability, the Community Development Department prepared the
Permit and Service Delivery Guide for ministerial and discretionary permit review. The guide not only acts
as a road map for applicants to help navigate the city’s regulatory and policy framework, the guide sets forth
the responsibilities and expectations of department sta when reviewing and processing permit applications.
The guide is not intended to be a comprehensive description of the day-to-day operations of the department,
but rather an overview of the key elements of our work ows to help explain the customer-serving aspects of
our job. This snapshot acts as a companion document to the service delivery guide to highlight certain key
expectations of sta . This document is not intended to replace the guide, but rather supplement its use.
Quality Customer Service
• All phone calls and emails shall be returned by
sta within one business day
• All department reviews and correspondences
shall be complete, accurate, responsive and timely
• Sta shall be responsive and communicate
regularly throughout the permit review process
• Sta shall o er applicants a Guaranteed Second
Opinion meeting, in cases of unresolved
disagreement or dispute
• Managers shall o er applicants a Project
Issue Resolution meeting, in cases of
continued disagreement or dispute
• Complicated and controversial projects
must be presented before the Development
Review Team for comment/input
• All established review protocols and
processes must be used in addition to
good professional judgement
Attachment B
Navigating the Process
•Division sta with lead permit review responsibility
(in most cases the project planner) will act as the
project manager, whose responsibilities will include:
– Act as point of contact for all internal
and external inquires
– Maintain a working knowledge and
understanding of all project issues and solutions
– Responsible for overall quality control
and accuracy of work
– Ensure that all timelines are met
Timeliness Matters
• Sta and applicant are expected to meet
the deadlines identi ed in the Project
Processing Schedule
• Processing and timeline requirements for any
given permit shall comply with the permit
category described in the service guide. If
regulatory timelines require shorter review times,
the shorter times shall prevail
• All cycle review letters shall be released within 30
days from date of submittal — comments from
the reviewing divisions and departments must
be provided to the project manager at least three
days prior to the release date
•All cycle review letters shall include an updated
Project Processing Schedule
• A project should be deemed complete after no
more than two review cycles, including the initial
comment letter
– If deemed incomplete after the third review,
sta must discuss reasons with manager and
assistant director for direction
• Within the rst two days of submittal, the
project manager will contact the applicant
to introduce themselves and walk through
the application to con rm an understanding
of the request
• Concurrent permit processing will be allowed
consistent with department policy CD-11
• Sta is discouraged from accepting partial
project submittals
– If deemed incomplete after the fourth
review, a Project Issue Resolution
meeting is required for direction
• For CEQA exemptions, permit decision will
occur within 60 days following the date the
permit is deemed complete
• For (Mitigated) Negative Declarations,
permit decision will occur within 180
days following the date the permit is
deemed complete
• Within 5 days of decision, sta will le the
Notice of Determination
• Project managers and reviewing sta are
responsible for updating and maintaining
their respective projects via the
department’s tracking system (EnerGov)
Community Development Department
1635 Faraday Ave. | Carlsbad, CA 92008 | www.carlsbadca.gov