1Planning, Building and Code Enforcement

City of San JoséVirtual Planning Paradigm

November 05, 2021Bay Area Planning Directors AssociationFall 2021 General Assembly Meeting

Alex Powell, Chief of StaffCity of San José

Planning, Building and Code Enforcement

Preparing for COVID-19 Health Orders

2Planning, Building and Code Enforcement

January 2020San José Emergency Operations Center Launched

February 2020Remote Procedures Planning

March 2020Shelter In Place Health Order

Remote Operations Preparations

Simplify the Problem and Goal

Trust Staff Closest to Adapt Processes

Communicate Centrally

Give CustomersDigital Tools

Department Mantra: Empathy, Flexibility, Unity

Tools to Help Transition to Digital

3Planning, Building and Code Enforcement

1. Remote Procedures Webpages

2. Newsletter

3. Electronic File Transfer

4. Online Permits

5. Demo Videos

6. Electronic Plan Submission & Review

7. Online Appointments

2,773 Housing Units Approved

7.1MM Commercial SF Approved

Planning Activity During COVID – 2020

4Planning, Building and Code Enforcement

0

500

1,000

1,500

2,000

2,500

3,000

Jan 2019 Apr 2019 Jul 2019 Oct 2019 Jan 2020 Apr 2020 Jul 2020 Oct 2020 Jan 2021 Apr 2021 Jul 2021

Staff IssuedSJPermits Issued

COVID-19 Shelter In Place

1,065 New Planning Applications Submitted

763 Planning Permits Approved

Planning Activity – 2020 After Shelter In Place

Building Permits Issued – Online vs Staff Issued

Looking Forward

5Planning, Building and Code Enforcement

August 2nd – Partial Reopening for In-Person

24/7 - Customer Questions Inquiry Process

Streamline Intake Procedures

Online Permit Applications

Expand Electronic Plan Review

Bay Area Planning Director Board

All Digital Development Review Process

November 5, 2021

Benjamin Fu, Director of Community Development

COVID-19 Pandemic shifted local government to remote and digital functions. Significant changes to the way we operate. • Seven-year effort that led to where we are.• Budget: adjust areas of need to focus on operations.• Stakeholders Buy-in: elected officials, community, staff.• Infrastructure Improvements: record keeping,

application submittal, plan review, inspections, public engagement.

What Happened?

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What is Challenging? Technology: electronic system (records, applications,

plan review, public counter). Public engagement, participation, and expectations:

outreach and notification, instant reply. Communication and coordination: appointment

system, virtual platform, 311/email/phone.

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Productivity level vs. fatigue Continue hybrid operation Incentive: recruitment, morale, and retention

What Now?

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TH E VIR TU A L PL A N N IN G PA R A D IG M : CITY O F RE D W O O D CITY

CO M M U N ITY DE V E LO P M E N T & TR A N S P O R TA T IO N DE P A R TM E N T

November 5, 2021

Going Virtual – The Stats

-CDT includes 4 Divisions: Planning, Building & Code Enforcement, Engineering & Transportation and GIS/Analytics – Approximately 70 staff.-All divisions went almost 100% remote work on March 16, 2020-City Hall reopened 19 months later on October 11, 2021 -Most staff work 3 days/week in office and 2 days/week remote – Plan for this to be permanent hybrid policy-Hybrid work program being developed to retain and attract staff, keep the best parts of Covid work/life balance and comply with City Climate Action Goals

Going Virtual – What to do about Building?!

-3 Divisions transitioned fairly easily to remote work – City technology program greatly assisted-Building & Code Enforcement had no staff working remotely and had specific technology needs that needed addressed immediately-Virtual building inspections began in April 2020: FaceTime, WhatsApp, Video, Photos-99% of all building permit applications are now submitted digitally and all transactions can now be paid online (quick upgrade) -7,597 inspections to date in 2021 and over 4,000 done virtually (54%)-At points in pandemic – 100% of inspections were virtual-Planning Division launched popular Zoom appointment system in December 2020 – 425 appointments to date scheduled via City website/link to Planner Outlook calendar. Building Division launched similar program in July 2021.

Going Virtual – The Inspectors

Going Virtual – Why it’s Important

-’The Great Recalibration’ – Even for Government!-Leadership at top of organization is very supportive-This was never about productivity-Staff retention and happiness are not exclusive to adequately serving the public (in-person and online)-It’s now one of the first questions asked in interviews: Can I work remotely? Need to balance with sustaining an organizational culture-Launching ‘Hoteling’ shared office program -Questions Remain: How will we staff front counters if a return to 5 days/week open to public? ‘Why am I getting dressed up and commuting to be on Zoom calls all day? Masks and Offices?

Going Virtual – The Happy Faces

Going Virtual – The Happy Faces

Going Virtual – The Happy Director