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HomeMy WebLinkAboutStudy Session Packet 04-02-12STUDY SESSION AGENDA CITY COUNCIL MEETING CITY OF WHEAT RIDGE, COLORADO 7500 W. 29th Ave. Wheat Ridge CO April 2. 2012 6:30p.m. Individuals with disabilities are encouraged to participate in all public meetings sponsored by the City of Wheat Ridge . Call Heather Geyer, Public Information Officer at 303-235-2826 at least one week in advance of a meeting if you are interested in participating and need inclusion assistance. APPROVAL OF AGENDA .L Priority Based Budgeting 2. Ordinance amending Article Ill of Chapter 26 of the Code of Laws concerning Planned Development Zoning Districts 3 . Elected Officials' Report(s) 4. Staff Report(s) .. ~ 4 ~ ... _ r-City of • --~Wheat&_dge ~ADMINISTRATIVE SERVICES TO: THROUGH: FROM: DATE: SUBJECT: Memorandum Mayor and City Council r'\A Patrick Goff, City ManagerJJ:f Heather Geyer, Administrative Services Director/PIG Nathan Mosley, Management Analyst April 2, 2012 April 2 Study Session -Priority Based Budgeting The purpose of this study session item is to provide City Council with an introduction to the Priority Based Budgeting process as well as present the initial "result definitions" phase of the project. Background Goal #1 in the City Council Strategic Plan is to create a "Financially Sound City Providing Quality Services." With that goal in mind, City Council identified a service priorities and funding project as a high priority for 2011 /1 2. Central to this City Council strategic priority are the following tasks : • Developing criteria for core services • Identifying core services • Identifying a method ofhow to prioritize core services • Developing a method to measure the success of core services In 2011 , City staff learned about the Center for Priority Based Budgeting, located in Denver, through an Alliance for Innovation workshop. The Center is made up of Chris Fabian and Jon Johnson, both of whom have worked in municipal finance for a number of years and helped develop the Priority Based Budgeting model while working together for Jefferson County. The Center's mission is to "lead communities to fiscal health and wellnes s." In order to accomplish this mission Chris and Jon work with communities to align their budgeting process with the overall strategic goals of the organization. Council approved funding in the 2012 budget to engage the Center for Priority Based Budgeting to facilitate the City 's transition to a priority-driven budgeting process. The City 's current approach to budgeting is the traditional incremental model -each annual budget is created based on the expenditure pattern from the previous year. Priority Based Budgeting will help the City of Wheat Ridge take the budget to the next level by allowing City Council and staff to allocate the City 's limited resources in a strategic manner to meet the goals and objectives of the community. Priority Based Budgeting April2,2012 Page2 Prior Action The first step in moving to a priority-driven budgeting process was to construct "result definitions." These definitions were crafted using the City Council strategic goals as a starting point and guide. Concepts included in the Action Outline 2011/12 were also used to draft the Wheat Ridge result definitions. Additionally in a process that was facilitated by Chris and Jon, the Executive Management Team as well as Internal Department Teams provided feedback to answer such questions as "what are we in business for" and "what would citizens miss if the City went out ofbusiness" to help further craft the result definitions. These definitions are the foundation ofthe Priority Based Budgeting model for the City. Using these results definitions will allow the City to evaluate current and future programs to ensure that they are helping us achieve our goals as a City. While result definitions were being crafted , City staffbegan work on the next step of the process, program inventories. Department staff created exhaustive lists of all programs/services provided by the City. This process was designed to gain a better understanding of "what we do" among staff, elected officials and ultimately citizens . Once there is a consensus on the result definitions then a process begins where each department rates their own programs against these results. Once this is done, each program will go through a "peer review" process to provide a level of quality control and ensure that the ratings are valid. Progran1s that have an essential or critical role in achieving the defined results will naturally rate highly. Those programs that have no clear connection or influence on City goals will be rated low on the scale. Finally Chris and Jon will compile the data and rank City programs into four quartiles . The first quartile will be those programs that are essential to the City achieving its goals and quartile four will be those programs that have minimal or no impact on those goals. The prioritization of programs allows City Council, staff and citizens to look at what the City does through a new lens and discuss funding priorities in an objective manner. As this budget process will be a multi-year project staff plans on engaging the community in a broader priorities discussion in the future. Those discussions will help further refine the City's result definitions and continue to link resource allocation to City goals and objectives. Staff is excited about this project and currently more than 40 individuals throughout the organi z ation have been involved in the result definition exercises . These individuals will continue to be involved in this process through program inventory creation, program scoring and the peer review process. The overall steps involved in successful prioritization (Chris and Jon will present more detail on these steps during their presentation on April 2"d) include: I . Determine Results (in draft form and included with this memorandum for review and feedback as Attachment I) 2. Clarify Results Definitions (underway) 3 . Identify Programs and Services (underway, draft program inventories included with this memorandum as Attachment 2) 4. Value Programs Based on Results (will be done in April) 5. Allocate Resources Based on Priorities (TBD) Priority Based Budgeting April 2 , 2012 Page 3 Result Defmitions Included with this memorandum in Attachment 1 are the result definitions that were developed as a result of the City Council's strategic goals as explained above. The result definitions consist of six key result areas , including: • Desirable, Diverse and Connected Neighborhoods • Economic Vitality • Effective Transportation and Mobility Options • Healthy, Attractive and Well-Maintained Community • Safe Community • Good Governance Under each of these result areas , the detailed definitions that were developed include all of the programs and services the City of Wheat Ridge currently provides. The definitions are meant to capture the essence of "why the City exists for its citizens." When reviewing these definitions , please focus on whether the result definitions are all inclusive of the programs and services that the City currently provides. The main goal of this exercise is to ensure that the definitions are of sufficient scope to capture everything the City is responsible for providing to its citizens , which provides a basis for program scoring. Program scoring is the next step in the overall Priority Based Budgeting process. Program Inventories Currently staff is in the process of developing and finalizing our program inventories. We have included the draft program inventories for each department (Parks and Recreation Department and Police Department are under review. We will distribute these at the study session) so that you can become familiar with the fonnat of the program inventories included in Attachment 2. The significance of this step in the overall priority based budgeting process lies in the following: • Identifying programs and services (it is important to note that this exercise is not an itemization of every expense, program or service. As you can see by some of the draft comments by Chris and Jon, staff will be grouping some services and programs together that are tied to a more macro level program). • Linking these programs and services to an "Accounting Fw1d". In other words identifying where the program or service is budgeted in the City budget. • Identifying the "Program Cost,""# ofFTE", and any associated program/service "Revenue". This information is going to help the City identify the true cost of providing services and programs. • The link between this project and the overall Council goal of identifying core services will be clearer once we get to step #4 "Value Programs Based on Results " to be done in April. Step #5 which involves "Allocating Resources Based on Priorities" is forthcoming because this is going to involve presentation of the program scoring, discussion of what the information means and tells us about our program scoring, and what if any decisions Priority Based Budgeting April 2, 2012 Page4 that result in adjustments to our prioritization do we want to make. The program scoring consists of a simple scoring scale which Chris and Jon will go into greater detail in their presentation. Essentially, the result of the program scoring is linked to the "relevance to a result". This means that the programs and services will be ranked in quartiles 0, 1, 2, 3, and 4. Quartile 4 programs and services will be those that have "an essential or critical role" in achieving the result (the result being the macro level result definitions, i.e., Economic Vitality). The program scoring will help Patrick identify his overall budget direction to staff for the 2013 fiscal year. Staff plans to bring the overall prioritization results to City Council at the annual strategic planning retreat in May. This information is intended to be useful to Council during the strategic planning retreat in discussing short-term and long-term strategic goals. Action Requested At this time staff is asking City Council to provide feedback and consensus on the result definitions and draft program inventories presented at the study session. Attachment 1. Result Definitions 2. Compilation of draft Program Inventories lhmg&nm Provides for the protection and sustainabi/ity of the environment through regulatory compliance, planning and effective stormwater management Provides for a safe transportation network that Is well-maintained, accessible, enhances traffic flow and offers safe mobility to motorists, cyclists and pedestrians alike Offers and supports a variety of safe activities and facilities that provide for the physical health and social well-being of the community Safe Community Creates a secure, well- regulated, well-maintained community that Is healthy, clean, well-lit and visually attractive Fosters a feeling of personal safety throughout the community by establishing a visible, accessible presence that prooctively provides for prevention, Intervention, safety education, and community involvement Offers protection, enforces the law and Is well-prepared to promptly and effectively respond to emergencies and calls for setvke .... ~~4 ~of W'heatRt_dge Actively develops, renews, regulates and maintains a well- planned, orderly, visually appealing and welcoming environment for residents, businesses and visitors Preserves, maintains and enhances its parks, open space, green space and trails systems, making them easily accessible Ce n ter fo r Prio rity Based Budget in g Leading Communities to Fiscal Health and We/lness Continually invests in its streets, sidewalks, right-of-ways, storm drainage and other public Infrastructure to ensure It Is clean, well-kept and adequately enhanced Cultivates a clean, healthy and safe environment that provides for the health, physical well· being and basic needs of a diverse community Partners with the community to support the arts, enhance cultural enrichment, advance historic preservation and provide life-long learning opportunities Promotes healthy, active lifestyles through a variety of dhle12 recreational and leisure time activities that help enrkh and connect a multi- generational community Facilitates business development and growth through appropriate incentives, shared resources, community partnerships and "business-friendly", efficient processes Economic Vitality Stimulates economic growth by encouraging Investment In well- planned, sustainable development, redevelopment and community revitalization supported by sufficient city services and Infrastructure PresetWS Its long-term /Ina well-being, see/dnf R~cruits, r~tains and supports a balanced mix of sustainable businesses that enhance and diversify the City's economy, cr~at~ jobs and provide residents with services that meet their day-to-day needs diversified revenue •-• ••~~~ Center for Priority Based Budgeting Leading Communities to Fiscal Health and Wei/ness help fund Its ptlorltla Promotes and supports a variety of accessible and convenient regional public transit options that enhance the livability of the community Provides and maintains accessible, safe and well- planned mobility alternatives for cyclists and pedestrians that encourage a wolkable and connected community Center for Priority Based Budgeting Leading Communities to Fiscal Hea l th and Wei/ness Effective Transportation and Mobility Options Provides a system of safe, clean, reliable and well- maintained streets, sidewalks, bridges and stormwater infrastructun j~ w ~ityof \¥heat:Rl_,dge Encourages and promotes neighborhood development and revitalization that is well-planned, properly regulated and capitalizes on Its regional location Promotes, supports und sustulns well- maintained, safe, dean and viswlly oppeollng nelghborltoods, t:Orrt~Mrdal areas and public spaca Center for Priority Based Budgeting Leading Communities to Fiscal Health and Wei/ness Collaboratively encourages and provides community events, neighborhood gatherings, quality educational opportunities, leisure-time activities, basic services and amenities that support and connm the community Desirable, Diverse and Connected Neighborhoods SUpports the OWIIItlblllty of a WJr#ety of quality and utbGdlw housing t:holt:a Utat meet the needs of the COfl'lmllllfty Attracts, motivates and develops a high-quality, engaged and productive workforce Delivers responsive and courteous service to its internal and external customers, while ensuring timely and effective two-way communication ~~~~ "' ~ ~ityof -wheatR!_dge Advances City interests and secures resources through regionalism and partnerships Enables and enhances openness and transparency by ensuring accountability, honesty, efficiency, best practices and innovation in all operations Protects, manages and optimizes its financial, human, physical and technology resources Supports decision- making with timely and accurate short-term and long-range analysis Provides assurance of regulatory and policy compliance to minimize and mitigate risk Center for Priority Based Budgeting Leading Communities to Fiscal Health and Wei/ness .. ~·~ ~of \VheatRl_dge 111 Administrative Services Media Relations -Administrative Services $ 0.00 $ 111 Adm inis t rative Services Social Media 111 Ad ministrative Services Connections Newsletter $ 32,500 111 Administ rative Services Mayor's E-Newsletter $ 1,680 3.00 $ Ad minist rative Se rvices Ma yor's Office Town Hall and District Meetings Event $ 5,000 Ad minis t ra t ive Services Special Projects 111 Ad ministrative Services Bi-Annual Citizen Survey $ 25,000 $ Administrat ive Services Public Relations -Community Advertising Logo , marketing & branding $ 1,000 111 Ad ministrative Se rv ices WRTVS Top of the Hour $ 12,000 Contract Administ rat ive Se rv ices WRTVS Scheduling & Encoding Symon slide preparation $ 3,400 Contract Administrative Services Televising City Council & Planning Commission Meeti ngs $ 20,800 Contract Administrative Services WRTVS Top of the Hour Executive Produci ng $ 1.00 Ad ministrative Services legislative Activiti es Admi nistrative Se rv ices Ovic Education and Involvement Civic Academy Admi nistrative Services Outside Agency Program City Manager Community engagement Ci ty Manager Media Relation s -Oty Manager Adm inistrative Services Telecommunications Re gulation GMT C Membership, Responding to Comca st Compla ints $ 2,000 1.00 Attachment 2 Administrative Services Annual Oty Aud it 111 Administrative Services Budget Analys is 111 Admi nistrative Serv ices Budget Development, Preparation & Monitoring 111 Administrative Services CAFR Development (MD & A) 111 Admi nistrative Services Mill levy Certification City Manager Agenda and Meeting Administration City Manager Internal Communication City Manager Financial Analysis and Monitoring City Manager Financial Forecasting City M anager Financial Policy Development Administrative Serv ices Front Desk Reception Services Administrative Services Property & Casualty Insurance Program Admin istrative Serv ices Policy Development -Risk Management Ad m inistrative Services General Administrative Duties !?. ~ityof W"heatRi_dge Counci l packet development and preparation Manager's Memo Short term and long-term Phones and desk coverage Claims process i ng and monitori ng , uninsured losses , inci dent report tra cki ng, restitution and r ecovery City liability monitoring Ordering of office and kitchen suppl ies , business cards , scanning, garage sale perm its , managing mai l contract equ i pment lease, postage, d istribution 1.00 108 -702 City Clerk 108 -706 City Clerk 108-708 City Clerk 108-714 City Clerk 108-715 City Clerk 08-728 City Clerk 108-750 City Clerk Conference & Meeti ng Expenditures Dues, Books, Subscripti ons Conduct of Elections Public Re cords Document Archives Training Records Retention & Management, M aintai n Ci ty Cod e .. ~·~ ~of WheatRi_dge Primary use to help attain Clerk Certification Various memberships to Clerk and Records Management groups Fees paid to various vendors (usually Jefferson County) for Elections All p ublications must go through the Clerk's office . These are typically from Planning and Zoning, Purchasing, and Council All recording of documents (deeds, easements, etc.) go through the Clerk 's office Various trainings attended by City Clerk, Deputy City Clerk, and Mayor's Assistant This account is primarily used for codification of ordinances that are passed by City Council $ 2,700 $ 550 $ 13,500 $ 18,000 $ 3,500 $ 2,400 $ 8,300 1.50 1.50 1.50 1.50 1.50 1.50 1.50 $ $ CENTER FOR PRIORITY BASED BUDGETED REVIEW COMMENTS Would suggest renaming th1s program "Clerk CertificatiOn Training". Conferences and Meetings is really more of a line 1tem -any other training not associated with the Clerk Certification Program should be allocated to the program s which the traming impacts This IS truly a line item expenditure rather than a program . Given the small dollar amount, would recommend that 1t be rolled into the cost of the programs for which the memberships are related or categorize this s1milar as an AdminiStrative program Would suggest addmg a program that relates to the Clerk 's role '" Agenda Preparation/Council Meetings Would suggest adding a program that relates to the Clerk 's role in Public Information/Media Requests . Specifically this would mclude the postmg requirements of public meetings and response to citizen InQUiries and media requests City Manager Economic Development City Manager Economic Development City Manager Economic Development City Manager Ec onomic Development City Ma nager Economic Development City Manager Economic Development City Manager Economic Development City Manager Economic Development City Manager Economic Development City Manager Economic Development City Manager Economic Development 38th Avenue Revitalization Bus i ness Attr action, Retention and Expansion Bu si n ess Sta rt-up As sist ance Sit e location and Development Economic Development Marketi ng Business I ncentives Regional and State Economic Development Bu si ness Recog ni t ion Bu si ness liais on i n City Hall Media Relat i ons -Advertise m ent Pr ofessi onal Dev elopm ent :!?. -Ycityof Wheat~e Defined work on marketing and branding as well as a land assemblage strategy. Work $ with business and property owners on highest and best use of facilities Actively work to develop new and expansion of jobs in the community. Meet with existing business to gauge business climate Work with new business in site development as well as working their way through city hall Assist business in locating sites in the city for development. Work closely with the development community on WR sites Create marketing materials and programs to promote the city as a destination to open business Create a plan of incentives for business development and expansion Work with Jefferson County, State, and other ED professionals to promote WR , Jefferson County, and the State Recognize business through ribbon cuttings, award programs, and other media Be the advocate for business, particularly small business, to assist with the process of obtaining all licenses and permits to open a new business Advertise in local media to promote WR as 'Open for Business' Attend seminars and classes to expand development of ED trends and issues 0.00 $ "~·~ ~of WheatRi_dge All funds Administrative Service Finance Accoun ts payable processi ng Process all purchase requisitions and issue semi monthly accounts payable checks ; $ 0.00 $ respond to vendor and department inquiries General Ad ministrative Service Finance Accounts recei vab le, billing se rvices & collecti ons Billing for City's code violation and lien processing for nonpayment of assessme nts funds Administrative Service Finance An n ual City Aud i t Preparation and reconciliation of all balance sheets accounts and related supporting documents as related to audit performed by contracted Independent auditors All funds Administrative Service Finance Bank account reconciliati on Monthly reconciliation of all bank accounts that the City has General Administrative Service Finance Banking and ca sh manage ment Daily reconcilement of all banking entries for the City & monitoring of cas h balances All funds Administrative Service Finance CAFR Preparati on (Annual Fi nancial Statements ) Assist outside auditors with preparation of annual financial statements General Administrative Service Finance Cash management Daily monitoring of City's cash acco unts in relationship to cash received and spent All funds Administrative Service Finance Fi nanci al Analys is and Monitoring Monitor, enforce and recommend adjustments to financial accounting controls //funds Administrative Service Finance Financial Reporti ng Issue monthly revenue and expenditure reports; preparaton of Annual Conservation Trust Report and COOT Annual HiWay Users Tax Report . All funds Administrative Service Finance Fixed Asset Manage ment Track, record , and preparation statements for acquistions and dispositions of City's Fixed Assets . funds Administrative Service Finance Gene ral ledger Mai ntenance Addition of any general ledger accounts to the financial management system . All funds Administrative Service Finance Grants Compliance Management Record keeping for grant revenues and expenditures as related to the grant and Federal Single Audit requirements funds Administrative Service Finance Internal Aud it & Control Rev iew & Enforcemen t Review revenue and expenditures to insure accounting and policy comp liance Administrative Service Finance Inves tme nt Management Investment of all City Funds All funds Administrative Service Finance Mon thly Finan ci al Reporting Provide accurate and timely monthly financial statements and information //funds Administrative Service Finance Payroll Process ing Process, create, reconcile, and deliver semi monthly payroll including manual and electronic disposition of all pension medical & tax withholding All funds Administrative Service Finance Payroll Reporti ng and Yea r-end p ro cessi n g Prepare quarterly and annual Federal and state payroll forms/reports :!?.' Jt'c:ityof WheatRLdge All funds Administrative Service Finance Purchasing card program Reconcile and audit the City's monthly purchasing card statement All funds Ad ministrat ive Service Finance Revenue Collection Receive , process and deposit daily revenue from all City sources Administrative Services Human Resources Admi nistra tive Se rv ices Hu man Resources Ad ministrative Se rv ices Hum an Resources Ad ministr ative Se rv ices Hum an Resources Ad ministrat ive Se rv ices Hum an Resources Ad ministrative Services Hu man Resources Ad ministrat ive Services Hu man Resources Ad ministrative Services Hum an Resources Administrat ive Services Hu man Resources Administrative Se rvices Hu man Resources Administrative Services Hu man Resources Administrative Services Human Resources Administrative Services Human Resources ADA/EEOC Compliance Benefits/Programs -Leaves Benefits/Programs -Health Disciplinary and Corrective Personnel Actions Diversity EAP Administration Employee Compensation and Classification Employee Off-Boarding (Separati on) Employee On-Boarding (New Hire Processes) Employee Performance Evaluation Coord i nati on & Support Employee Recognition Employee Records Management Employment Recruitment ._I l ( ;~ -Ycityof WheatR!_dge In all aspects of our employment practices, w hen applicable, w e must follow the federal guidelines regarding compliance w ith Americans with Disabilities Act, assisting w ith reasonable accommodat ions as re q uired, as well as, Equal Em ployment Opportunity Commission, ensuring non-discriminatory management of a diverse workforce . Responsible for development of leave programs that meet the goals for employee attraction, retention and align with mission and values . Selection, maintenance, and administration of a va riety of programs that are compliant w ith legislative regulations and meet the goals for employee attraction and retention . Programs include, medical, dental, optical, life and accidenta l death & indemnity plan(s), short-term and long-t erm disa bility insurance coverage . Serve as advisory board, oversee process, ensu r e consistency in application o f actions to minimize risk and effectively deal wit h performance, conduct and beha vior Issues . Diversity initiatives complement non-discrimination compliance programs by creating the w orkplace environment and organizational culture for making differences work. This program provides counseling and a refe r ral sou rce to our em ployees. Concerns may involve work, pe rsonal, family, financial and legal issues. Supervisors have the abi lity to refer employees for issues affecting work performance. HR provides expertise by evaluating pay practices and market conditions, participating in surveys, and supporting management w ith posi t ion classification , position descriptions, and sa lary r ecom mendations. Ensure all required paperwork is completed w hen an employee separates from employment and opportunity to gather infor mation used to develop retention strategies for retaining cu r rent talent, while decreasing employee turnover and turnover costs . Process to orient the new employee to the organization, our culture, mission, expectations, policies/procedures to ensure a smooth transition to employment w ith the City of W heat Ridge . Includes a through review of policies, procedures, and City, benefits. All employees and supervisors need t w o wa y communication to provide feedback on employees perfor mance and the ability to jointly identify goals and expectations . HR provides oversight to ensure continuity and consistency . Developed to reward employees for behaviors that exemplify our ACTION values . Employees that feel a part of an organization w ill probably stay, thus recognition is a critical tool for retention . Accurate, thorough, and secure maintenance of employee records must take place to ensure compliance with Federal/State laws and regulations; to demonstrate a bas i s making decisions involved in personnel actions; and , to provide a basis for reports on personnel activities. Primary goal to obtain talented and qualified employees that fit with the oro>ar•i>••tic•os l cult ure. Steps In the recruitment process include: Job announcements, advertisements, job fairs, development of marketing material, management of application process, inclusive of screening, monitoring, and providing oversight to ensure compliance with policies and applicable Federal/State regulations . $ 0.00 $ Administrative Services Human Resources Employment Selection and Job Placement Administrative Services Human Resources Essenti al Traini ng/Employee Development Administrative Services Human Resources Leg islative Reporti ng Requirements Administrative Services Human Resources Federal/State/Mandated Training Administrative Services Human Resources FMLA Admi ni strati on Administrative Services Human Resources Investigati ons-Workplace Related Administrative Services Human Resources Modified Duty Coord i nation Admin i strative Services Human Resources Organi zat i onal Development Administrative Services Human Resources Personnel Policy Management Administrative Services Human Resources Ret i rement Adm i ni stration Administrative Services Human Resources Safety Administrative Services Human Resources Substance Testi ng Administrative Services Human Resources D.O.T. Testing Administrative Services Human Resources Succes si on Planni ng Administrative Services Human Resources Unemployment Administrative Services Human Resources Wellnes s Pr ogram Administrative Services Human Resources Worker's Compensation ~of WheatRl_dge Primary goal to obtain talented and qualified employees that fit w ith the organizations culture. Steps in the selection process include: interviews, background/reference checks, credit checks, skills assessments, physical exams, psychological and substance screening, etc. HR's role involves development, coordination and administration of the various process . Should the employee's position require certification the City may provide funding - Examples: CPR, Supervisory Training, COL. A number of reporting requirements to verify our compliance with regulations governing employment practices . The City will ensure that employees have met the requirements for all Federal/State mandated training related to their specific job. Compliance with the Family, Medical Leave Act is a Federal Law that we must abide HR administers this program and coordinates process with employee and department. Responsible for conducting investigations of harassment, discrimination, and retaliation complaints. Provides support and recommendations for disciplinary considerations . To help promote a quicker recovery, HR provides modified duty coordination when an employee suffers from an injury incurred while on the job . A planned effort to increase an organization's effectiveness and viability, w ithin HR Services, efforts to improve employee/employer relations may include: Facilitation, mediation, conflict resolution, employee counseling, and coaching techniques to assist with alignment of core values and strategic goals. Continued review, development, and administration is necessary in order to ensure compliance with legislative regulations, as well as, alignment with organizations needs. The City and/or employees provide contributions into a number of retirement accounts . HR provides oversight of plan deslgn(s, investment options, employee and program administration . Safety Programs Include: Training, ergonomic evaluations, Safety Incentive Program, driving record checks . program promotes and supports a drug-free working environment and i nto compliance with the Drug-Free Workplace Act . Drug and alcohol testing place in the following situations: Accidents while driving a City vehicle or driving for City business; as mandated requirements of pos it ion ; pre-employment screening and when there is reasonable suspicion . Federal program that outlines the testing associated with the Commercial Driver's {COL). HR oversees the testing process, which includes coordination of drug/alcohol testing on a quarterly basis; physical exams as required; and required documentation . HR ass ists in identifying employees ' various skills, abilities, and talents in preparation of future employment opportunities within the organizati on . Administered by the Department of Labor and Employment, this program is mployer paid taxes to provide benefits to those who meet the eligibility rPrJuilrPnnPrlt<l of the Colorado Em Act. Recognizing that health and well ness are important to the welfare of employees w ith the end result of Increased efficiency and effectiveness of operations, participation is <~umr•m•n and In sanctioned Wellness activities. To control risk and financial loss throughout City operations to tolerable levels, transfer risk to third parties when appropriate through contracts, leases, etc. and to finance risk through insurance policies . 01-117-7()()..776 Administrative Services 117-700-776 Administrative Services 01 -117-700-776 Administrative Services -117-700-776 Administrative Services 01 -117-700-776 Administrative Services 7-700-776 Administrative Services 01 -117-700-776 Administrative Services -117-700-776 Administrative Services 01 -117-700-776 Administrative Services -117-700-776 Administrative Services 01 -117-7()()..776 Administrative Services Administrative Services Administrative Services Administrative Services Administrative Services 01 -117-700-776 Administrative Services 7-700-776 Administrative Services Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology Information Technology ADG Application Support Backup and Disaster Recovery BlackBerry Adm inistration Computer Aided Dispatch Support -Pollee Dept . Cartegraph Database Admini stration ChannelS Telecomm Connectivity Data Center Emergency Communications Support (EOC) Email Exchange Maintenance File Management Geographic Informati on Systems (GIS) Admini stration Hardware Support Help Desk Network Infrastructure Maintenance & Administration Website; Internet and Intranet Adm i nistrati on ~~4~ ~of WheatR.i_dge ADG Financials, Building, Court, Code, Payroll, HR Administration $ Productivity Tool Support M S Office, Adobe, etc. $ Backup, Restore & Disaster Recovery Administration $ Blackberry Administration $ PO Computer Aided Dispatch Support & Administration $ Cartegraph Database Service Request & PW Road & Sign Asset Administration $ Channel 8 Public Broadcast Support $ Fiber Optic, Point to Point, Internet and Wi reless Connectivity $ Data Center Server Room Operations $ Emergency Communications Support EOC, IGA, etc. $ Email System Maintenance and Administration $ File and document Administration $ Geographic Information Systems (GIS) Administration $ Server & Desktop Replacement, Repair and Inventory Administration $ Help Desk for Hardware, Software, City Processes , Procedures & Software $ Network Infrastructure Administration Switches & Routers & Wireless & Firewall $ Website & Internet & Intranet Administration $ 17,000 0.15 75,000 0.10 25,000 0.10 2,000 0.10 45,000 0.20 42,000 0.15 25,000 0.10 175,000 0.20 5,000 0.20 5,000 0.10 5,000 0.10 5,000 0.10 50,000 0.80 30,000 0.20 25,000 0.30 190,000 0.20 25,000 0.40 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ CENTER FOR PRIORITY BASED BUDGETED REVIEW COMMENTS Would recommend avoiding abbreviations in program names- not really sure what this program is . Assuming ADG is your enterprise software system -so am wondering if this is Maintenance; Licensing, etc. Take a look and see if the program Have suggested a bit more descriptive program name Have suggested a bit more descriptive program name Have suggested a bit more descriptive program name Have suggested a bit more descriptive program name Have suggested a bit more descri ptive program name Have suggested a bit more descriptive program name Have suggested a bit more descriptive program name Have suggested a bit more descriptive program name Have suggested a bit more descriptive program name Have suggested a bit more descriptive program name !?. __p(ity of W"heatRi_dge CENTER FOR PRIORITY BASED BUDGETED REVIEW COMMENTS 01 -117-7D0-776 Administrative Services Information Technology IT Project Management IT Project Management $ 10,000 0.20 $ Have suggested a bit more descriptive program name 01 -117-700-776 Administrative Services Information Technology Technology Purchasing Technology Systems Purchasing and Inventory $ 225,000 0.10 $ Have suggested a bit more descriptive program name Administrative Services Information Technology Laserfiche Archival Services Laserfiche City/PD Archive Records Services $ 10,000 0.10 $ Have suggested a bit more descriptive program name 7-700-776 Administrative Services Information Technology Mobile Data Computers Mobi le Data Computer for PO Support $ 50,000 0.75 $ Have suggested a bit more descriptive program name Administrative Services Information Technology Application Support -Police Department PO Specific Appl icat ion Support Property Ev idence, Mugshot, Finger Pri nting, etc. $ 50,000 0.15 $ Have suggested a bit more descriptive program name 01 -117-700-776 Administrative Services information Technology Printer, Fax, Copier Maintenance & Administration Pri nter & Fax & Multi Function Cop ier Adm in istration $ 75,000 0.10 $ Have suggested a bit more descriptive program name 01 -117-700-776 Administrative Services Information Technology Rec Track Reservation System Maintenance Webtrac & Rec Center Reservat ion System $ 10,000 0.20 $ Have suggested a bit more descriptive program name 01-117-700-776 Administrative Services Information Technology Records Management Systems Support -Police PO Records Management Systems Support & Adm i nistration $ 55,000 0.20 $ Have suggested a bit more descriptive program name Department 01 -117-700-776 Administrative Services Information Technology Network Security Network Secur ity Services Auditi ng Software for web, email, Access Ctrl, etc. $ 50,000 0.20 $ Have suggested a bit more descriptive program name 01 -117-700-776 Administrative Services Information Technology Application Server Administration Application Server Adm inistration $ 25,000 0.10 $ Have suggested a b1t more descriptive program name 01 -117-700-776 Admin i strative Services Information Technology Software Ucensing Software Licens i ng & Comp liance $ 25,000 0.10 $ 01 -117-700-776 Adm inistrative Services Information Technology Te lecomm M aintenance Shore Tel Phone System Ma intenance & Adm i nistration $ 15,000 0.10 $ Have suggested a bit more descriptive program name 01 -117-700-776 Adm i nistrative Services Information Technology Technology Training Technology Training Services $ 10,000 0.10 $ 1 Have suggested a bit more descriptive program name 01 -117-700 -776 Administrative Services Information Technology General & Admini strative Other duties as ass igned $ 2,000 0 .10 $ FTE Tota 5.90 1,356,000 438,000.00 Grand Tota l $ 1,794,000 :~ ..Ycity of Wheat R.l._dge 102-702 LEGISLATIVE (Elected Officials) Council Receptions $ 2,000 0.00 $ 102-702 LEGISLATIVE (Elected Officials) Citizen Academy $ 3,000 102-702 LEGISLATIVE (Elected Officials) Annual Town Meeting $ 5,000 102-702 LEGISLATIVE (Elected Officials) Leadership Jefferson County $ 2,500 102-702 LEGISLATIVE (Elected Officials) Mayors Reception(Carnatian Festival) $ 1,000 102-702 LEGISLATIVE (Elected Officials) Lobbying Program-Washington DC For 3 elected officials $ 9,000 102-728 LEGISLATIVE (Elected Officials) Board and Commission Tra i ning $ 1,500 102-712 LEGISLATIVE (Elected Officials) Annual Board and Commission Appreciation Event $ 6,500 Is this more than one contribution-it might be worth considering breaking this out into the specific agencies unless they are all very 102·728 LEGISLATIVE (Elected Officials) Outside Agency Contributions (City) $ 10,000 similar in what they are provdllng for the City. Would suggest grouping by "type" of agency or "reasons" for the contribution where those are similar Is this more than one contribution -it might be worth considering breaking this out into the specific agencies unless they are all very 102-728 LEGISLATIVE (Elected Officials) Outside Agency Contributions (Elected Officials) $ 17,500 similar in what they are provdiing for the City . Would suggest grouping by "type" of agency or "reasons" for the contribution where those are similar 102-702 LEGISLATIVE (Elected Officials) Strategic Planning $ 11 ,000 102-702 LEGISLATIVE (Elected Officials) Conference Meetings 9 Elected officials $ 13,500 Municipal Court Judicial Municipal Court Probation Municipal Court Court Marshal Municipal Court Court Marshal Municipal Court Administration Municipal Court Court Clerk's Office Municipal Court Court Clerk's Office Municipal Court Court Clerk 's Office Adjudication Probation Services Court Security Prisoner Transportation Establish policies and procedures, including program implementation Warrants, outstandi ng j udgments, def ault judgments, collecti ons, non-c ompliance matters . Track in custody ca ses or plea by mail in custody cas es, proce ss bonds. Tr i al to Court and Jury Management case Processing ~I. A_. ~of \Vheat Rl_,dge Ju dge presides over the Court sessions and adjudicates cases. Cases include all violation types: Traffic infractions, Traffic Offenses, General Adult, Juvenile, Domestic Violence, Animal, Sales Tax, Code , Parking, Buil d ing, Abatements . The Judge manages arraignment sessions (f irst appearance), trials to Court, ju ry trials, sentencing and restitution hearings. Judge conduct s legal research , ru les on cases, and prepares Orders. Adjudication includes $ staff su pport in the Courtroom and managing files. Judge appoints court-appointed attorneys and interpreters as mandated by law. Ensures compliance with Speedy Trial Ru le. Observes Constitutional Rights . Complies with State Statutes, District Court Orders, Municipal Court Rules, and the Wheat Ridge M unici pal Code of Laws . Probation officer interacts with defendants, usually after sentencing by the Judge . Their cases often involve t he most serious violations filed at the municipal level. Pursuant to Wheat Ridge Municipal Code of Laws and State Statutes, Municipal Court is required to follow the State Domestic Violence Offender Management Board Standards w hich establishes requirements for required counseling. Probation Department may conduct pre- sentencing investigations which are provided to the Judge to aid in determining appropriate sentence for the violation . Non -compliance processing such as revocations of probation are processed by the Probation Officer. Court Marshal and contracted Security Guard utilize a walk-through metal detector and a portable scanner for briefcases, purses, backpacks, and other small parcels to screen for items such as weapons prior to entry into the Courtroom . Provide security In the courtroom during Court sessons . Provide documents from the defendant to the Judge on the benchs, Court Marshals transport approximately 145 prisoners annually from Metro Area Detention Facilities to Jefferson County Detention Facility . Court Marshals transport approximately 75 prisoners annually from Jefferson County Detention Facility to Wheat Ridge Municipal Court that by State Statute may not be handled via audio-video communication system . Resolution of cases is mandated by City and State Law . Court Marshals take into custody defendants remanded by the Judge during Court . Execute outstanding bench warrant program. Plan and Implement policies and procedures . Resea rch and implement procedural improvements, technical improvements, and efficiencies. Establish and maintain Internet, Intranet, and Social Media formats. Issue, vacate, and coordi nate warrant process with Police Department. Enter and clear outstanding judgments or default judgments with Department of Motor Vehicles, process failure to appear, failure to pay, or failure to comply matters. Scheduling of jury trials, summonsing jurors, processing jury trial and maintaining jury panel. Coordinate conference space for jurors. Process entry of appearances by attorneys. Schedule Trials on Court Docket. Process subpoenaes to witnesses . Send prepared to defendant/defense counsel. Receive , review, and entry of case filings. Statistical tracking. Scheduling of cases on the docket. Create, maintain, and release of records . Report convictions to Department Motor Vehicles . Request driving histories from Department of Motor Vehicles. Process i ng fines and costs payments, escrow payments, and establishing payment plans . Schedule interpreters per mandate. Notify victims regarding restitution, receipt restitution payments, distribute payments to vi ctims. Monitor community service . Comply with establ i shed records retention schedule . Scan closed case s and store electronically. Process appeals to the Jefferson County District Court. Enter and vacate restra i ning orders and pull criminal history information from the Colorado Cr i me Information Center. Process Motions to Impose Suspended Sentences . Conduct reminder phone calls for upcoming dockets to reduce the failure to appear rates and save staff time in processing the non-compliance actions . Work with victim advocate liaisons in Domestic Violence cases. Serve legal documents. 0 .00 $ REVIEW COMMENTS Depending on the associated costs , would consider breaking this out perhaps into the types of cases being adjudicated. Some suggest ions might be 1) Adjudication -Traffic Offenses; 2) Adjudication -Juvenile; 3} Adjudication -Domestic Violense; 4) Adjudication -Adult Cases ; 5) Adjudication -Code Enforcement;6} Adjudication -Taxes; etc. Would consider breaking out the Socail Media component of this as a sepearate progrma and then rename it Policy Development From the program name and the description, would suggest breaking thi s out a bit more . The Program Name is a bit long but seems to contain several discrete programs within this one areas . Take another look at this and see if it can be broken down just a bit more and come up with a program names that are a bit more summarized Municipal Court Administration Human Resources and Personnel Municipal Court Administration Budge t and Revenue !?. . ~ityof \VheatRl._dge Manage ten part-time and full -time employees within three divi sions of the Municipal Court . Conduct recruitment, application review, interviews, and selection processes . Conduct annual personnel reviews. Scheduling of staff resources . Monitor compliance with policies and procedures. Promote good safety practices . Budget preparation and monitoring. Revenue estimating. implementation of auditing controls, and overall accounting for both general revenues, escrow revenues, and municipal court fund revenues. Would combine these two programs into one Administration program Pu blic Works Engineering Public Works Engineering Pu blic Works Engineering Public Works Engineering Public Works Engineering Pub li c W orks Engineering Public Works Engineering Public Works Engineering Public Works Engineering Public Works Engineering Public Works Engineering Public Works Engineering Comm un ity Development Support Interdepartmental Engineering Support Right of way (ROW) Perm its Traffic Management Bus Shelter I Bus Bench Transportation Mainte nance Transportation Improvements Neighborhood Traffic Management Prog ra m Stormwater Management Sto r m water Improvements External Agency Coordinati on Informatio n Services Devel opment review, including drainage, traffic, an d plat review, an d construction site inspection . Also includes floodplain administration concerning permits, determinations, and NFIP support. This includes responding to req uests from both internal and external customers. Assist IT, PO , Parks, and PW Ops Departments with engineering or mapping related projects, software, and equipment. Construction plan review and inspection for non-City projects within City ROW . Also includes administration of permits for ROW encroachments and block parties and other special events that requi re street closures . Maint aining traffic counts, incl uding speed data, and accident data. Also incl udes responding to requests for counts and speed and acci dent data from both internal and external custo mers . Contract administration for advertisement benches . Also includes installation and maintenance of City owned shelters and be nches . Also, includes preparation of grant applications and tracking of awarded projects . Contract administ ration and construction inspection . Also includes pavement evaluation and tracking . Also includes responding to requests for transportation related maintenance issues . Design, contract administration, and construction inspection of street, bike, and pedest rian improvements. Includes preparation of grant applications and tracking of awarded projects. Also includes responding to requests to investigate potential future improvements. Design, cont ract ad ministration, and construction inspection of traffic calming improvements . Includes coordination with neighborhoods with applications . Administration of the City's permit with the State and construction inspection, including enforcement of federal, state, and city regulations . Also includes preparation of annual report to the State . Also includes responding to requests from both internal and external customers regarding stormwater and related environmental issues . Design, contract administration, and construction inspection of drainage, storm sewer, and floodplain improvements. Includes preparation of grant applications and tracking of awarded projects. Also includes responding to requests to investigate potential future improvements. Coordination with other agencies including DRCOG, COOT, RTD, UDFCD, and other local agencies on projects and other engineering related items. Responding to requests from both internal and external customers for engineering related information or investigations. Preparation and maintenance of the engineering portions of the City web site . Includes preparation of maps, information packets, and construction status of City and non-City projects . Also includes contract administration of GIS and mapping projects. $ 0.00 $ CENTER FOR PRIORITY BASED BUDGETED REVIEW COMMENTS Depending on associated costs , would consider breaking this out into more specific programs i.e. 1) Development Review; 2) Plat Review ; 3) Construction Site Inspection ; 4) Floodplain Administration, etc. Depending on associated costs , would consider breaking this out into more specific programs i.e. 1) Transportation Construction Inspections; 2)Pavement Management; 3) Transportation Maintenance, etc .. ~or o;rl.,e Wheat-1~~ Public Works Operations 0 1-303 Pu b lic W orks Operations 01 -303 Public Works Operations 01 -303 Public Works Operations 01 -303 Public Works Operations Public Works Operations 01 -303 Publ ic Works Operations 01 -303 Public Works Operations 01303 Public W orks Operations 01 -303 Public W orks Operations 01 ·303 Public W orks Operations -303 Public Works Operations 01 -303 Publ ic Works Operations 01 -303 Public Works Operations 01 -303 Public Works Operations 01 303 Public Works Operations Roadway Maintenance Bus Shelter Maintenance & Refuse Removal Carnation Festival Support Graffiti Removal Guard & Hand Rails -Repa i r & Maintenance Intersecti on Taping & Painting Maintenance Street Sweeping Snow & Ice Removal Storm Sewer Maintenance Street light Usage, Inspecti ons & Mai ntenance Traffic Signs & Signals Mai ntenance Utility locates Assist Other Departments/COOT large Item Pi ckup Fleet Replacement Facility & Fuel System Maintenance :r?.' ~ityof Wheat.R.l_dge Ongoi ng city wide asphalt patching and repair, gravel road maintenance & shoulder grading to maintain safe , drivable City streets. Ongoing, city wide maintenance of bus shelters by City staff & contracted service for clean i ng, refuse pickup, graffiti & snow removal. Annual preparation (sign & barricade placement) & cleanup( street sweeping, trash pickup) for Carnation Festival. Ongoing response and removal of graffiti throughout the City. Periodic (once a year)maintenance (painting. minor repairs) of City guard rails & hand rails Annual (5-month period) mandated re-painting & taping of City intersections. Periodic (4 times a year) or as needed mandated street sweeping of all City owned streets. As needed city wide snow & ice removal operations to mai ntain safe and drivable City streets. Ongoing, mandated inspections, cleaning, video, repair and reconstruction of City owned storm sewer ma ins and appurtenances by City staff and contracted service . Street light usage costs, bi-weekly inspections of street lights within City limits with outages or repairs submitted to Excel Energy. Mai ntenance of City owned street lights by staff. Ongoing or as needed mandated maintenance, repairs and calibrations to City owned traffic, school crossing and radar speed signals, street and regulatory traffic signs by City staff and contracted service . Ongoing or as needed mandated response to locate City owned storm sewer facilities. Provide ass istance as needed to service request from other City departments and Colorado Department of Transportation(CDOT). Annual city wide p ickup of pre-approved, residential large items by a contracted service . By City Council approved policy, annua l, budgeted replacement of pre-identified City owned vehicles and equipment. Ongoing, general maintenance of Operations facility . Ongoing ma i ntenance, repair and mandated inspections of City fuel system CENTER FOR PRIORITY BASED BUDGETED REVIEW COMMENTS Depending on the assodated costs would consider perhaps breaking this out a bit more -i.e. 1) Road Maintenance and Repair; 2) Asphalt Patching; 3) Gravel Road Maintenance; 4) Shoulder Grading and Depending on the assodated costs would consider perhaps breaking this out a bit more -i .e. 1) Storm Sewer Maintenance and Repair; 2) Storm Sewer Inspections (video); 3) Storm Sewer Oeaning; 4) Storm Sewer Reconstruction, etc. Depending on the assodated costs w ould consider perhaps breaking this out a bit more -i.e. 1) Street Ught Operations 2) Street Ught Maintenance and Repair; 3) Street Ught Inspections etc. Depending on the assodated costs would consider perhaps breaking this out a bit more -i.e. 1) Traffic Sign Maintenance and Repair 2) Traffic Signal Maintenance and Operations; 3) School Crossing Signals; 4) Radar Speed Signals etc. Would separate out the General M aintenance of the Operations facility from the Ongoing M aintenance and Inspection of the Fueling Facility 01 303 Publ ic Works Operations Fleet & Equipment Maintenance 01 -303 Public Works Operations Division Admi nistration :!¥ .-PCityof WheatR.i_dge Ongoing maintenance & repair of City vehicles and equipment. Administrative work in planning, developing & directing the activities of the Operations Division through the division manager and two support staff. $ CENTER FOR PRIORITY BASED BUDGETED REVIEW COMMENTS Might considering separating this into two programs 1) Fleet Repair and Maintenance and 2) Preventative Fleet Maintenance Additionally might consider breaking this into Vehide Maintenance vs. Heavy 01 -116 Administration Purchasing and Contracting 01 -116 Administration I PtlfCI~m;ino and Contracting 116 Purchasing and Contracting 01 -116 Administration 01 -116 Administration I PtJfcl\osino and Contracting Purchasing and Contracting Purcha si ng I Procurement Servic es Bid and Contract Administration Purcha.si ng ca rd Program City Cell Phone, Pag er and Air card Administration Cu stodial Services Administration Surplu s Property Dis posal Solutio ns Overall management, development, modification and enforcement of up-to-date purchasing policy, procedures and purchasing activities inclulding: purchasing limits, solicitation requirements by dollar threshhold, payment methods and approvals needed, purchase order issue In ADG and to vendor, awareness/implementation of procurement best practices, partial invoice tracking, invoice coordination with accounts payable, training of purchasing staff and City staff, development and use of forms, customer service . Year end communications and justification related to open purchase orders, close out of PO 's, and request to roll over fund balances and open PO 's. Overall management of commodity bids, service proposals, construction , standardized Terms & Conditions, special provisions, specifications, statement of work, professional services, contractual agreements, agreement renewals. Manage, establish and use cooperative purchasing opportunities. Customer service to internal and e>rternal customers . Review and negotiate contracts . Subscribe to the UPPCC Code of Ethics. Monitor ongoing contract administration to successful completion of project and contract closeout. Authorization and administration of P-cards including: issuance, training, policy, use, enforcement, reporting, and rebates . Train new users and assist with monthly reconcililation questions. Research 'problems' with Individual cards . Maintain spreadsheet of card users , proxy, account numbers, etc. Coordinate reissue of replacement cards upon expiration. Increase P-card spend to increase rebates and efficiency. Work with the (third-party) communications consultant and Purchasing Tech to order new and/or replacement phones, handle returns to inventory, obtain upgrades to equipment, coordinate PDA phone programing with IT, address service provider Issues , warranty & replacements, invoice review, cost savings and contract negotiation. Provide customer service to st aff while facilitating cell phone use and functionality. Administer and monitor Citywide custodial services , evaluate vendor performance, take action as needed to accomplish successful outcomes . Renew, rebid or cancel services. Work with Purchasing Technician to solicit items and determine need for disposal/auction of surplus items . Develop timeiine, advertise, coordinate with auctioneer and movers, notify departments. Advertise for evidence items. Authorize vehicle sales . $ Administrative Services Tax Division Administrative Services Tax Division Administrative Services Tax Division Admin istrative Services Tax Division Administrative Services Tax Division Administrative Services Tax Division Administrative Services Tax Division Administrative Services Tax Division Administrative Services Tax Division Administrative Services Tax Division Administrative Services Tax Division Administrative Services Tax Diviston Ad m inist rative Services Tax Division Administrative Services Tax Division Administratrve Services Tax Division Administrative Servrces Tax Division Business Ucens ing Medica l Marijuana Uce nsi ng General Taxe s Collections Con struction Project Auditi ng Taxpayer Edu ca t i on and Infor m at i o n Massa ge Parlor Ucensi ng Kennel Ucensi ng Pawn Shop Ucensing Telecommunicat i ons Occ upation Tax Tax Res oluti on and Enforcement Interdepartmental Assi stance & Suppo rt General Taxes Auditing Regulatory Developme nt Imaging/Records Retention Staff Retention and Deve lopment Budgeting ~ ~ j ~ ~of WheatR.i_,dge Obtain and maintain licensing compliance of all persons or entities engaged in business i the City in cooperation with Community Dev . Obtain and maintain licensing comp l iance of medical marijuana businesses according to specific Colorado and City laws in cooperation with Police and Community Dev. Receive and process sales, use, lodging and admissions tax returns and remittances, pursue collection activities as appropriate . Perform ana lyses of data on periodic and as needed bases . On select projects, compare co ntractors' records to permit valuations for recovery or refund of use taxes and recovery of additional fees when warranted . Create and maintain digital, print, one-to-one and presentation information sources to timely educate and inform taxpayers about tax and licensing compliance . Obta in and maintain licensing compl iance of massage parlor businesses according to specific Colorado and City laws in cooperation with Police and Community Dev . Obtain and maint ain licensing compliance of animal kenneling businesses according to Colorado and City laws in cooperation with Code Enforcement. Obtain and maintain licensing com pliance of pawn brokerage businesses according to specific Colorado and City laws in cooperation with Police . Communicate an d collect the occupation tax to/from all actual and potential local exchange or equivalent providers to City customers . Resolve tax disputes in accordance with the Colorado Revised Statutes, issue rprm.:•ru'm and declarations, app ly Wheat Ridge and Colorado law to ultimately collect com prom · taxes . Provi de sup port to other departments and divisions in a variety of tasks necessary for the success of their programs . Exam p les include Shop WR , 38th Avenue Renewal , Clear Creek Crossing . Examine tax payer reco rds to recove r or refund sales, use, lodging and admissions taxes pursuant to City Code . Work with Legal consultants and other departments/divisions as appropriate to formulate changes to tax and licensing code and regulations then see them through the legislative o r approva l process . maintain records associated with all programs of the division in •r.rnr·tbnroo l with City policy as guided by the Colorado Municipal Records Retention Guidelines . Ensure maintenance of staff skills and knowledge base to optimally perform duties as well as prepare for positional or promotional growth. Develop, track and ana lyze the monetary requirements of the division . 0.00 $ Suggested a different program name to differentiate this from departmental administrative oversight Depending on associated costs , would consider perhaps breaking this out into a bit more i.e . 1) Sales Tax Auditing; 2) Lodging Tax Auditing; 3) Admissions Tax Auditing, etc. Would consider combining all of these into Divrsion Admini ~ A ~ ~ City of • --~Wheat&_dge ~OMMUNilY DEVELOPMENT TO: THROUGH: FROM: DATE: Memorandum Mayor and City Council (\ ~ Patrick Goff, City Manage~ Ken Johnstone, Community Development Director Lauren Mikulak, Planner I April 2 , 2012 for City Council Study Session J+~~. SUBJECT: Zoning Code Amendments: Planned Developments & Private Rezonings Introduction The most recent amendment to the planned development code was approved nearly five years ago in May 2007 (Case No. ZOA-06-07). At that time, applicants requesting a zone change for commercial development were limited to only one option : rezone to a planned development district. Being the only zone change option, it was important to make the planned development review process as streamlined as possible. Now that applicants have the option to rezone to a mixed use district , a reassessment of the planned development process is particularly opportune. The proposed amendments entail a repeal and reenactment of article III (planned development district regulations) and section 26-112 (private rezoning), and the revisions will address these central goals: • Separate the zone change procedure (ordinance and criteria) from the approval of specific site design for planned developments ; • Establish a more logical and predictable procedure for planned development approval, allowing a developer to proceed with more assurance through the entitlement process; and • Improve clarity, consistency, and organization within the zoning code. Planning Commission discussed the proposed code amendments with staff at a Study Session on January 19 , and expressed support for the proposed process and for improved clarity within the code. This memo summarizes the amendments and is structured as follows: 1. Background 2. Overview of Proposed Amendments for Article III (Planned Developments) 3. Overview ofProposed Amendments for Sec. 26-112 (Private Rezoning) 4 . Study Session & Project Timeline Background Based on the 2007 amendments , a planned development applicant is currently allowed to submit a comprehensive document (a specific outline development plan) to seek approval of a zone change, specific site layout, and architectural standards. Alternatively, a two-step process includes first a Zoning Code Amendments April 2 , 2012 Page2 conceptual outline development plan to establish the planned development zoning designation, followed by a specific outline development plan to establish site layout and architecture. In the two-step option, both steps are processed as zone changes and require approval of ordinances by City Council. The two-step process provides for speculative or phased development, but it ultimately leaves developers with more uncertainty by requiring two separate processes for zone change ordinances. Some applicants choose to submit a single specific outline development plan to ensure a single zone change procedure, but this option entails substantially more financial cost and risk at the beginning of the process and results in rigid details of design . With the adoption of mixed use zone districts in 2010, developers seeking a faster and easier entitlement process can now rezone to a mixed use district for commercial development. This type of zone change application does not require a site plan, and after the zone change, development plans are reviewed administratively. This option significantly reduces future dependence on planned development districts, and provides an opportunity to focus on improving the planned development process. A planned development is fundamentally a negotiated zoning and development scenario. While the process will never be as simple as a straight zone change, the purpose of this code amendment is to establish a more logical review procedure and to address the tensions of timing and specificity that are inherent in the planned development process. Overview of Proposed Amendments: Article Til-Planned Development District Regulations The entirety of article III is proposed to be repealed and reenacted . A summary of the proposed amendments follows , and a footnoted draft is attached: Review Process A primary goal of the proposed amendment is to separate approval of specific site design from the zone change procedure and criteria. Under this approach, new planned developments would include two components: 1) An outline development plan that provides a concept plan and establishes the PD zoning designation, permitted uses , and underlying development parameters; and 2) A specific development plan to provide specific site plans, building elevations, and preliminary civil documents. The outline plan would be processed as a zone change, approved by ordinance, and subject to legal protest. The specific development plan would also be subject to a public process, but would be approved by resolution to accept the site specific development scenario; it would not be bound by the zone change procedure or legal protest possibility. An applicant may choose to process these two documents separately or concurrently, at their own risk. Subsequently, the final development plan (FDP) is replaced with the more user-friendly site plan review process. The two processes are both administrative and are nearly identical ; the latter has a lower application fee , and does not require recordation. There are numerous advantages to approving zoning with a less detailed concept plan as the first submittal: this allows Council to approve the major elements of a PD that require policy decisions , 2 Zoning Code Amendments April2, 2012 Page 3 it allows a developer to avoid the expense of detailed plans with a first application, and it gives a developer the endorsement to proceed with a more detailed application without concern that the zoning may be revoked. Reliance on a concept plan may not be sufficient for final project approval, however, and the public and neighbors may demand more details. The specific development plan includes a more detailed submittal showing site and architectural design and is proposed to be reviewed by the Planning Commission and City Council. Ultimately, the central question we are trying to resolve is this: which project elements and what ]eve] of detail do we want to see and when? The application contents are largely unchanged from current submittal requirements; the amended process simply consists of a more logical, predictable, and economical approach for applicants. Each step is progressively more detailed but entails progressively less risk for an applicant. At the January 2012 study session, the Planning Commission supported the proposed process. In particular, commissioners noted that while approval by resolution does not afford veto power to the Mayor, a resolution may be the more appropriate instrument for approving design and site plan details. Veto power and citizen legal protest would be appropriately retained for the approval of the zone change component. Attachments 1 and 2 compare the current and proposed processes. Organization Article III has been reorganized to provide clarity for readers. Several sections have been given new titles that more clearly describe the content of the section. The district regulations have been moved to the end of the article. A new subsection (26-302.B) discusses the sequence of related applications, including the outline plan, specific plan, site plan review, building permits, and subdivision applications. This information was previously scattered throughout article III. Criteria The current zone change criteria suggest that a zone change is not justified unless an area has already experienced a change in character. The proposed criteria (26-303.D) are more logical and recognize the zone change as a tool to acknowledge actively changing conditions or to bring a property into compliance with City plans and policies. A planned development is not a means around the zoning code, so an additional criterion requires applicants to justify why development is not feasible under any other (straight) zone district, including mixed use zoning. A new set of criteria are proposed for the specific development plan. These are more suitable for assessing the site plan for compliance with the underlying zoning. Amendments Flexibility is a central feature of a planned development option, but once approved and recorded planned developments become effectively inflexible. Change is inevitable, and under the proposed code an amendment to the specific development plan-within the parameters and intent of the outline development plan-would be reviewed administratively or by planning commission, depending on the scope of the variation. This affords more flexibility and administrative discretion than is provided under the current code. 3 Zoning Code Amendments April2, 2012 Page4 Overview of Proposed Amendments: Sec. 26-112 -Private rezoning Staff has proposed modifications to the general zone change procedure that increase clarity and update the zone change criteria. There is no change to the process or submittal requirements for a private rezoning. The proposed amendments consolidate the review procedure into one section and more clearly state when a private zone change applies, versus when a planned development is required. A footnoted draft is attached. Study Session & Project Timeline An anticipated timeline for this code amendment project is as follows: • Study session with Planning Commission-January 19, 2012-completed • Study session with City Council-March 5, 2012 • Public hearings for ZOA -late spring or early summer 2012 The purpose of the March 5 study session is to familiarize the Mayor and Council Members with the proposed amendments and to solicit feedback. Additional Policy Questions In addition, staff is seeking input on the following specific issues: expiration of planned developments and approval of specific development plans. Expiration of planned developments At the January 19 study session, the Planning Commission recommended that staff consider implementing a sunset clause for those planned developments that are approved but are never developed. Because a planned development typically entails very restrictive zoning and detailed site plans, an unbuilt planned development can effectively limit future economic development opportunities. A sunset would require the City to reconsider zoning approval and would relieve a potential developer of the burden of rezoning. Planning commissioners suggested a review of approved but inactive planned developments after 5 years, but requested further research. In many local communities an approved planned development becomes invalid after a period of time if no subsequent approvals are sought or no building permit is issued. For example, an approved outline development plan may expire if a specific development plan is not approved within X number of years-this period of time ranges from two years in Longmont to 10 years in Arvada. A specific development plan may expire if no building permit is obtained-in Denver this occurs after 18 months, in Louisville after 36 months. Staff recommends that after a lapse of approval, a public hearing be required to review the original approval and to potentially revoke the approval. If a City-initiated rezoning is recommended, a property could be rezoned to a more appropriate district. Council is asked to consider: • What is an appropriate lapse period for an outline development plan? • What is an appropriate lapse period for a specific development plan? • May an applicant submit a written request for extension of approval, for good cause shown? • Would the City initiate a rezoning to an appropriate zone district? 4 Zoning Code Amendments April 2, 20 I 2 Page 5 Approval of specific development plans In the time since the January I 9 study session with planning commission, the Mayor has raised the question of alternative review scenarios. In particular, staff has been asked to consider administrative review of the specific development plan. This approach could benefit an applicant by eliminating a second round of public hearings. A consequence of this approach, however, may be that additional design information is required with a first submittal to allow an adequate assessment of the planned development application. This front-loading of the first application resembles the current model for approving planned developments, in which a single specific outline development plan application includes zoning and development details. As described in this memo, the attached draft proposes that the specific development plan no longer be approved by ordinance. This means that city council is no longer required to be the deciding authority, and therefore it is certainly worth considering who should review site and architectural designs. Council is asked to consider: • Which is the most appropriate body to review and decide upon site design elements? City council? Planning commission? Staff? • If the specific development plan is reviewed administratively, how would this affect the zone change application (outline development plan)? Would additional design elements need to be provided in the first step of the process? • Planned developments, in particular, highlight the challenge of striking a balance between the City's need for a public process and the applicant's desire for an efficient process. How much public input is appropriate for different stages of a planned development application? ATTACHMENTS: 1. Attachment 1: Tables 1-3 2. Attachment 2: Submittal Contents 3. Attachment 3: Chapter 26, Article III-Draft 4. Attachment 4: Section 26-112 -Draft 5 ATTACHMENT 1 The following tables compare the current and proposed processes. Table 1 summarizes the review procedures, table 2 illustrates the timing of submittal requirements, and table 3 compares the characteristics of the existing final development plan and site plan review procedures. Table 1 Planned Development Review Process, Current & Proposed Neighborhood PC Public CC Public Legal Recording Administrative CURRENT Protest Meeting Hearing Hearing Possible Required Review Conceptual Outline Development X X X X X Plan Specific Outline Development Plan X X X X X Final Development Plan X X Neighborhood PC Public CC Public Legal Recording Administrative PROPOSED Protest Meeting Hearing Hearing Possible Required Review Outline Development Plan X X X X X Specific Development Plan X X X Site Plan Review X Table 2 Typical Contents for a Planned Development Application, Current & Proposed Character of Development Use Concept Site plan & Preliminary Final CURRENT site & Architecture Landscape development standards standards circulation circulation Engineering* Engineering Conceptual Outline Development Plan X X X X X Specific Outline Development Plan X X X X X X X Final Development Plan X X X X X Character of Development Use Concept Site plan & Preliminary Final PROPOSED site & Architecture Landscape development standards standards circulation circulation Engineering* Engineering Outline Development Plan X X X X SQecific Development Plan X X X X Site Plan Review X X X X * To be determined by staff Table 3 Comparison of the Final Development Plan & Site Plan Review Final Development Plan Site Plan Review Purpose Final site design & engineering Final site design & engineering Compliance with ODP (zoning) Compliance with zoning Review Administrative Administrative Fees $500 + $500/acre $200 + 200/acre Submittals Application Appl ication Fee Fee Ownersh ip Ownership FOP contents S ite plan contents Traffic study Traffic study* Drainage report Drainage report* Soils report Soils report Erosion control Erosion control HOA Format Cover sheet Site plan S ite plan Building elevations Bu ilding elevations Architectural detail Architectural detail Landscape plan Landscape plan Streetscape plan* After Printed on Mylar Signed approval Signed Kept on file Recorded at County Amendments Assigned a case numbe r Assigned a case number Approved administratively Approved administratively Re-recorded at County Kep t on file *To be determined by staff The proposed code amendments are trying to achieve a better balance between the timing and specificity of planned development submittals . The following exhibit illustrates that the timing of submittals-not the contents-are changed under the proposed amendments . Items 1-5 were submitted for a recent planned development. The left-hand column shows that items 2-5 were all subm itted as part of the zone change process . The right-hand column illustrates the proposed timing of submittals under the new review process . Items 1 and 2 would be app roved as part of the zone change approval. A more detailed submittal , including items 3-5 , would be part of the specific development plan . t CURRENT 1. Sketch Plan PROPOSED~ Submittal 1, the concept or sketch plan , is currently only used for the pre-application meeting ; it is not part of a formal appl ication . (optionalj Conceptual Outline Development Plan Submittals : 2 & 3 Approved by : Ordinance Process : Zone change IB Ne ighborhood meeting IB PC public hearing IB CC public hearing IB Legal protest poss ible IB Recorded (required) Specific Outline Development Plan Submittals: 2, 3, 4, & 5 Approved by : Ordinance Process : Zone change IB Ne ighborhood meeting IB PC public hearing IB CC public hearing IB Legal protest possible lEI Recorded 2 . Project Info & Development Standards 3 . Site Plan 4 . Architectural Elevations I j L- 5. Aerial Perspective Outline Development Plan Submittals : 1 & 2 Approved by : Ordinance Process : Zone change IB Ne ighborhood meeting IB PC public hearing IB CC public hearing IB legal protest possible IB Recorded Specific Development Plan Submittals : 3, 4, & 5 Approved by : Resolution 0 Ne ighborhood meeting IB PC public hearing lEI CC public hearing 0 Legal protest possible IB Recorded > ~ 0 :I: 3: m z -1 N April 2 , 2012 -City Council Study Session ATTACHMENT 3 ARTICLE Ill. -PLANNED DEVELOPMENT DISTRICT REGULATIONS Sec. 26-301. -Scope and application ......................................................................................... 1 Sec. 26-302.-Planned development review procedures ........................................................... 3 Sec. 26-303 . -Outline development plan review procedures ...................................................... 3 Sec. 26-304 .-Outline development plan application contents ................................................... 6 Sec. 26-305.-Specific development plan review procedures .................................................... 8 Sec. 26-306. -Specific development plan application contents ................................................ 10 Sec. 26-307 .-Site plan review ................................................................................................ 11 Sec. 26-308. -Amendments to development plans .................................................................. 12 Sec. 26-309. -Interpretation of development plans .................................................................. 13 Sec. 26-310.-Similar uses in planned developments .............................................................. 14 Sec. 26-311. -Binding upon successors and assigns .............................................................. 14 Sec. 26-312. -Interim use ........................................................................................................ 15 Sec. 26-313 .-Planned residential development (PRO) district regulations .............................. 15 Sec. 26-314.-Planned commercial development (PCD) district regulations ............................ 16 Sec. 26-315.-Planned industrial development (PID) district regulations .................................. 16 Sec. 26-316.-Planned hospital development (PHD) district regulations .................................. 17 Sec. 26-317.-Planned mixed use development (PMUD) district regulations ........................... 18 *The order of article Ill has been reorganized to mirror the sequence of articles I and II : development review procedures first, followed by the zone district regulations. Sec. 26-301. -Scope and application.1 A. District created. There is hereby created a planned development district to further promote the public health, safety and general welfare by permitting greater flexibility and innovation in land development based upon a comprehensive, integrated plan. For the purpose of ensuring maximum flexibility of this district, the district is divided into the following planned development zone district categories , based on the primary land use of a proposed development plan or portion thereof: 1. Planned Residential Development-PRO. 2. Planned Commercial Development-PCD. 3. Planned Industrial Development-PID. 4 . Planned Hospital Development-PHD. 5. Planned Mixed Used Development-PMUD. By creating the above zone district categories, the city council recognizes that these zone district categories may exist singly or in combination within any approved planned development. 1 Section 301 has only moderate changes to improve clarity and reduce redundancy. Subsection A is identical to the current code. In subsection B, the title "Applicability" has been added and the situations that require a planned development are listed; previously this text was part of a long run-on sentence. In subsection C, the title "Purpose" has been added. The purpose statements have been reduced from ten (10) statements to seven (7), keeping only those that answer the question, "What specifically is the purpose of a planned development, as distinct from a straight development?" Statement number 1 is new. and the rest are identical to the current code. April 2, 2012-City Council Study Session B. Applicability. On and after the effective date of this chapter as set forth in section 26- 1003, all applications for a zone change shall be to a planned development district where any one (1) of the following conditions exist: 1 . An application for a zone change to any commercial district, with the exception of a rezoning to any mixed use district, for properties of any size. 2. An application for a zone change to any industrial, residential , or agricultural district for property over one (1) acre in size, or for which an applicant owns adjacent property which, taken together with the property that is the subject of the application totals more than one (1) acre. This article shall apply to: 1. Any new application for a rezoning to a planned development district. 2 . Any application for amendment to an existing planned development zone district. C. Purpose. The intent of the planned development district is to permit the establishment of well-designed, innovative developments which may not be feasible under a standard zone district, but which may be permitted through the use of an approved development plan by assuring greater control and specificity of intended development character, use, operations and maintenance, while at the same time allowing flexibility and diversity. While the city council recognizes that planned developments may vary certain design and other requirements, the planned development process may not be used to circumvent the intent and spirit of the protections afforded by this chapter. The planned development district recognizes the great variety of land use intensities, densities, and environmental and land use interfaces which are possible . The general purposes of this article are as follows: 1. To accommodate extraordinary or unique development proposals that are not feasible under standard zone districts. 2 . To accomplish compatible development with adjacent commercial, residential and/or industrial land uses through proper land use transitions and buffering techniques. 3 . To promote flexibility in design and permit diversification in the location of structures. 4. To promote the efficient use of land to facilitate a more economic arrangement of building, circulation systems , land use and utilities. 5. To preserve, to the greatest extent possible , the existing landscape features and to minimize impacts on other natural features of the site. 6. To combine and coordinate architectural styles, building forms and building relationships within the planned developments . 7 . To promote conformance with the adopted comprehensive plan, established policies and guidelines for the area and for the community. 2 April 2, 2012 -City Council Study Session Sec. 26-302.-Planned development review procedures.2 A. Development plans. There are two (2) distinct steps in establishing a planned development: an outline development plan and a specific development plan. The first approval process includes a zone change to a planned development district and approval of an outline development plan. The second approval process is for specific site design and architecture, and includes approval of the specific development plan. Both phases of approval include public hearings subject to the provisions of sections 26-303 and 26-305. B. Sequence of related applications. 1. Applications for outline and specific development plans may be submitted concurrently or sequentially. 2. If platting is required, subdivision or plat review may be carried out simultaneously with the review of the specific development plan. Generally, subdivision review is required if a proposed development dedicates right-of-way for streets, easements or other public lands; amends a previously approved subdivision; or creates parcel divisions. Article IV of this chapter should be consulted for subdivision requirements and procedures. 3 . Subsequent to approval of the specific development plan, site plan review is required for final engineering and site design details as outlined in sections 26-307 and 26-111. Planned residential developments, or portions thereof, comprised exclusively of detached single-or two-family dwellings are not required to complete a site plan review process. Sec. 26-303.-Outline development plan review procedures.3 The applicant shall submit an outline development plan for approval of a zone change to a planned development district. The outline development plan establishes the zoning, overall development concepts, permitted uses, and development parameters. It also provides a general graphic layout of proposed building pads and proposed circulation concepts. A. Review procedure. An outline development plan is processed and approved concurrently with a zone change to a planned development district, subject to the following review procedure: 2 Section 302 includes information that used to be located in 26-308 (application for planned developments) and elsewhere throughout article Ill. The new title (planned development review procedures) mirrors the title of article I (development rev iew procedures) and more clearly directs a reader to this section for procedural information. Subsection B discusses the sequence of related applications, including the outline plan , specific plan , site plan review, building permits , and subdivision applications . This information was previously scattered throughout article Ill. Currently, subdivision plats may be processed simultaneously with a final development plan. Under the proposed process , staff has agreed that platting may appropriately occur in conjunction with the specific development plan . Subsection B also reflects the existing final development plan exemption for single-and two-family planned residential developments (PROs). With the site plan review proposed to replace the FOP , the language has been updated to exempt the PROs from site plan review (26-302 .8.3). 3 In the current code , section 26-308 is the longest section spanning nine pages and describing of the types of development plans , the approval processes , and the application contents . Instead of keep ing this information in one long section , it is reorganized into four separate sections , beginning here with section 303 . Section 303 summarizes the approval process for an outline development plan. There is no change to the review procedure which represents a zone change ; this section simply includes a streamlined description to improve clarity. The notable change in section 303 is the criteria set in subsection D. In the existing code , the criteria are not listed within article Ill ; rather applicants are directed to respond to the "rezoning criteria ." Staff has determined it is appropriate to have a slightly altered set of criteria for rezoning to a planned development. In the proposed set , criteria 1 and 3 are derived from the existing code ; cri terion 2 is new; and criterion 4 is mod ified to recogn ize the zone change process as a tool for acknowledg ing that conditions are actively changing or a tool for bring ing property into compliance with City plans and policies . 3 April 2, 2012 -City Council Study Session 1. Preapplication conference . Prior to submitting any zone change application for a planned development district, the applicant must participate in a preapplication conference, as described in section 26-1 04. 2. Preappl ication neighborhood meeting. After the preapplication conference , but prior to submitting any zone change application for a planned development district, the applicant shall be required to hold a neighborhood input meeting , as described in section 26 - 109.A. 3. Application filing. An outline development plan application shall be submitted to the community development department. Staff will review the application for comp leteness in accordance with the submittal requirements in section 26-304. If staff determines the application is not complete, it will be returned to the applicant and not further processed until the incomplete items have been supplied. 4. Review and referral. Upon receipt of a complete application packet the community development department shall proceed with the following process : a. Staff will review the application and refer the application to affected departments and agencies for review and comment. The applicant must address all comments and resubmit relevant documents . This may occur several times before scheduling a public hearing . b. After the review period , staff will g ive notice of a scheduled public hearing on the application with notice by publication, letter, and site posting in the manner provided in sect ion 26-109. c. Staff will prepare a written report to the planning commission which evaluates the proposal, makes findings, and makes recommendations using the review criteria set forth below in section 26-303.0. 5. Planning commission review. The planning comm ission shall hear and consider any evidence or statement presented by the applicant, city staff, or by any person in attendance at the public hearing. Notice of public hearing shall be by publication, letter and site posting in the manner provided in section 26-109. The planning commission shall then make a recommendation to city council to approve, approve with conditions , or deny the application, basing its recommendation upon the facts presented in the publ ic hearing in consideration of the criteria for rev iew as specified in section 26 -303.0. 6 . City counc il review . City council shall review and decide upon all requests for approval of an outline development plan , upon recommendation of the planning comm ission for approval, approval with conditions , or for denial. Change of zone may only be approved by passage of an ordinance following the city's standard ordinance adoption procedures , including a first reading and public hearing . Notice of public hearing shall be by pub lication , letter and site posting in the manner provided in section 26-109 hereof. City council , in addition to consideration of the planning commission record , shall hear additional evidence and testimony presented and either approve , approve with conditions , or deny the ordinance . City council shall base its decision upon all evidence presented , with due consideration of the criteria for review as specified in section 26.303 .0 . 7 . In the event of a legal protest against the rezoning component of the planned development approval , under the procedure set forth section 5-10 of the home rule charter, a zone change shall not be approved except by the favorable vote of three- 4 April 2 , 2012 -City Council Study Session fourths of the entire city council. The written protest to such change shall be submitted to the city council no later than the hearing on the proposed rezoning ordinance B. Recording. All approved outline development plans shall be recorded with the Jefferson County Clerk and Recorder. Such plans and associated recording fees shall be submitted to the community development department within sixty (60) days of council's final action. Should a recordable approved outline development plan not be provided to staff within sixty (60) days of council's final action, staff shall schedule a public hearing before city council and city council shall reconsider its approval. A one-time, thirty-day extension for mylar submittal may be requested from the community development director. The request must be submitted in writing prior to expiration of the sixty-day time limit showing evidence of good cause for not meeting the deadline. C. Modifications or amendments. The process for approving amendments to an outline development plan is the same as for the original approval, as described in section 26-308. D. Criteria for review. The planning commission and city council shall base their decision in consideration of the extent to which the applicant demonstrates the following criteria have been met: 1. The change of zone promotes the health, safety, and general welfare of the community and will not result in a significant adverse effect on the surrounding area; and 2 . The development proposed on the subject property is not feasible under any other zone district, and would require an unreasonable number of variances or waivers and conditions; and 3. Adequate infrastructure/facilities are available to serve the types of uses allowed by the change of zone, or the applicant will upgrade and provide such where they do not exist or are under capacity; and 4. At least one of the following conditions exists: a. The change of zone is in conformance, or will bring the property into conformance with , the City of Wheat Ridge comprehensive plan goals, objectives and policies, and other city-approved policies or plans for the area. b . The existing zone classification currently recorded on the official zoning maps of the City of Wheat Ridge is in error. c. A change of character in the area has occurred or is occurring to such a degree that it is in the public interest to encourage redevelopment of the area or to recognize the changing character of the area. d. The proposed rezoning is necessary in order to provide for a community need that was not anticipated at the time of the adoption of the City of Wheat Ridge comprehensive plan. 5 April2, 2012-City Council Study Session Sec. 26-304.-Outline development plan application contents.4 A. Application contents. A complete application for a zone change request to a planned development district shall include: 1. Complete and notarized application form. 2. Appropriate fee. 3. Proof of ownership, such as copies of deeds or title commitments. 4. Written authorization from property owner(s) where an agent acts on behalf of the owner(s). 5. Certified boundary and improvement survey. 6. Approved legal description in electronic file format. 7. Mineral rights certification form. 8. A written description of the zone change request. The narrative should include sufficient detail to convey the full intent of the applicant and a justification of why the zone change is appropriate. The narrative should address: a. Need for the change of zone . b. Present and future effect on the existing zone districts , development and physical character of the surrounding area. c. Access to the area, traffic patterns and impact of the requested zone on these factors. d. Availability of utilities. e. Present and future effect on public facilities and services, such as fire, police, water, sanitation, roadways, parks, schools , etc. f . A discussion of the relationship between the proposal and adopted plans and/or policies of the city. 9. Outline development plan document. The application shall include the appropriate number of copies, as determined at the pre-application conference. All informational requirements of the outline development plan shall be met, as described below in subsection B. The outline development plan must provide enough information for the review bodies to determine how the property will be developed . 10. Additional information may be required dependent upon the size and complexity of impact of the proposal. This includes, but is not limited to, drainage study and plan, grading plan, geological stability report, traffic impact report, floodplain impact report, or general environmental impact report . This information will be required in hard copy and in electronic file format. • Section 304 summarizes application contents for a zone change to a planned development district, as well as the form and contents of the outline development plan . There is no change to the submittal requirements . In the current code, the contents of an outline development plan are found in section 26-308.C .2 , but the list appears wordy and unclear, and it lacks a logical sequence. Subsection 304.8 , below, is substantially reorganized for clarity , but the contents are largely equivalent to the current requirements for an outline development plan . Staff will prepare supplemental handouts for applicants to further explain and define some of the requirements (for example. to explain an "ownership/unified control statement"). 6 April 2, 2012 -City Council Study Session B. Form and content of outline development plan. The maps which are a part of the outline development plan shall be made at a scale of not less than one ( 1) inch equals one hundred (1 00) feet. The size of the sheet shall be twenty-four (24) inches by thirty-six (36) inches and must comply with the Jefferson County Clerk and Recorder's requirements. The outline development plan shall contain the following minimum information: 1. Project information. a . Title of document. b. Complete metes and bounds legal description on the current city datum with proper section and PHAC ties per city geodetic requirements . c. Small scale location map, with north arrow and scale . d . Ownership/unified control statement, if applicable. e . Character of development. f. Name, address, and phone number of architect and engineer associated with the project. g . Appropriate certification blocks as determined by the community development department. h. Case history box with reference case numbers. i. A note shall be added to any outline development plan which states : "This outline development plan is conceptual in nature. Specific development elements such as site layout and building architecture have not been addressed on this document. As a result, a specific development plan must be submitted and approved by the City of Wheat Ridge prior to the submittal of a site plan and any subsequent site development." 2 . Development standards. a. List of permitted land uses. b. Maximum building coverage. c. Minimum landscape coverage and open space. d. Minimum lot sizes, dimensions , net density, and gross density. e. Minimum perimeter setback or build-to lines. f. Minimum separation between buildings. g . Maximum building height. h. Standards for signage, lighting , fencing , screening and landscaping . i. Standards for off-street vehicular parking, bicycle parking, and loading. j. Standards for accessory structures and outdoor storage, display, and sales . k. Standards for architecture and site design , if varying from the Architectura l and Site Design Manual or other applicable design standards. 3. Sketch plan . The drawings shall be to-scale , but may be in sketch site plan format. The plan shall include the locations of the following: 7 April 2, 2012-City Council Study Session a. Property boundary (which must correspond to legal description) with existing/proposed lot lines. b. Proposed circulation concepts, including roads, right-of-way, access points, and sidewalks. c. General areas to be used for landscaping, parking, and building pads. d. General areas to be used for drainage, parks, and other areas to be reserved or dedicated to public use. e. Significant land features (ditches, streams, lakes, topography, etc.) within or adjacent to the property. f. Zoning for adjacent properties. g. Adjoining property lot lines, building access, and parking so that development compatibility can be determined. h . Scale and north arrow (scale not to exceed 1" = 1 00'). Sec. 26-305. -Specific development plan review procedures. 5 After the approval of the outline development plan, a specific development plan must be approved before site plan review or building permit applications may be submitted. The purpose of the specific development plan is to establish a site layout, architectural standards, and building elevations for one (1) or more phases of development and to demonstrate feasibility through preliminary engineering . A. Review procedure. 1. Preapplication conference . Prior to submitting any application for a specific development plan, the applicant must participate in a preapplication conference, as described in section 26-1 04 . 2. Application filing. An application packet shall be submitted to the community development department. Staff will review the application for completeness in accordance with the submittal requirements in section 26-306. If staff determines the application is not complete , it will be returned to the applicant and not further processed until the incomplete items have been supplied. 3. Review and referral. Upon receipt of a complete application packet the community development department shall proceed with the following process: a. Staff will review the application and refer the application to affected departments and agencies for review and comment. The applicant must address all comments and resubmit relevant documents . This may occur several times before scheduling a public hearing. b. After the review period, staff will give notice of a scheduled public hearing on the application with notice by publication, letter, and site posting in the manner provided in section 26-109. 5 Section 305 describes the new review process for specific development plans. After approval of an outline development plan to establish zoning and underlying development standards , this second step entails approval of the site layout. building elevations, and preliminary civil designs . Approval of a specific development plan is proposed to be by resolution , based on a unique set of criteria which are outlined in subsection D. This new set of criteria reflects the requirement that a specific development plan must be consistent with the intent and standards of the underlying zoning , as determ ined by the outline development plan . 8 April2 , 2012-City Council Study Session c. Staff will prepare a written report to the planning commission which evaluates the proposal, makes findings, and makes recommendations using the review criteria set forth below in section 26-305.D. 4. Planning commission review. The planning commission shall hear and consider any evidence or statement presented by the applicant, city staff, or by any person in attendance at a public hearing. Notice of public hearing shall be by publication, letter and site posting in the manner provided in section 26-109. The planning commission shall then make a recommendation to city council to approve, approve with conditions, or deny the application, basing its recommendation upon the facts presented in the public hearing in consideration of the criteria for review as specified in 26-305.D. 5. City Council review. City council shall review and decide upon all specific development plan applications at a public hearing. Upon receipt of the development plan and the recommendation of the planning commission, the city council shall either approve, approve with conditions , deny, or refer the plan back to planning commission for further study. Specific development plans shall be approved by resolution. City council shall base its decision upon all evidence presented, with due consideration of the criteria for review as specified in 26-305.D. B. Recording. All approved specific development plans shall be recorded with the Jefferson County Clerk and Recorder. Such plans, and associated recording fees shall be submitted to the community development department within sixty (60) days of council's final action. Should a recordable approved specific development plan not be provided to staff within sixty (60) days of council's final action to approve, staff shall schedule a public hearing before city council and city council shall reconsider its approval. A one-time, thirty-day extension for mylar submittal may be requested from the community development director. The request must be submitted in writing prior to expiration of the sixty-day time limit showing evidence of good cause for not meeting the deadline. C . Modifications or amendments. See section 26-308. D. Criteria for review. The planning commission and city council shall base their decision in consideration of the extent to which the applicant demonstrates that all of the following criteria have been met: 1. The proposed specific development plan is consistent with the purpose of a planned development as stated in section 26-301 of this article; and 2. The proposed specific development plan is consistent with the design intent or purpose of the approved outline development plan; and 3 . The proposed uses indicated in the specific development plan are consistent with the uses approved by the outline development plan; and 4. The site is appropriately designed and is consistent with the development guidelines established in the outline development plan; and 5. Adequate infrastructure/facilities are available to serve the subject property, or the applicant will upgrade and provide such where they do not exist or are under capacity; and 6. The proposed specific development plan is in substantial compliance with the applicable standards set forth in the Architectural and Site Design Manual, Streetscape Design Manual, and other applicable design standards. 9 April 2, 2012 -City Council Study Session Sec. 26-306. -Specific development plan application contents.6 A. Application contents. A complete application for a specific development plan shall include: 1. Complete and notarized application form. 2. Appropriate fee. 3. Proof of ownership, such as copies of deeds or title commitments . 4. Written authorization from property owner( s) where an agent acts on behalf of the owner(s). 5. Certified boundary and improvement survey. 6 . A written description of the proposed development. 7. Specific development plan document. The application shall include the appropriate number of copies, as determined at the pre-application conference. All informational requirements of the specific development plan shall be met, as described below in subsection B. 8. Additional information may be required, including, but not limited to, drainage study and plan, grading plan , geological stability report, traffic impact report, floodplain impact report, or general environmental impact report. This information will be required in hard copy and in electronic file format. B. Form and content of specific development plan. The maps which are a part of the specific development plan shall be made at a scale of not less than one (1) inch equals one hundred (100) feet. The size of the sheet shall be twenty-four (24) inches by thirty-six (36) inches and must comply with the Jefferson County Clerk and Recorder's requirements. The specific development plan shall contain the following minimum information: 1. Project information. a. Title of document. b. Complete metes and bounds legal description on the current city datum with proper section and PHAC ties per city geodetic requirements . c. Small scale location map, with north arrow and scale . d . Ownership/unified control statement, if applicable. e. Name, address, and phone number of architect and engineer associated with the project. f . Appropriate certification blocks as determined by the community development department. g. Case history box with reference case numbers. 2. Site plan. The drawings shall be to-scale and shall include the locations of the following: 6 Section 306 summarizes the form and contents of an application for a specific development plan . In the current code, applicants have the option of submitting a conceptual outline development plan and a detailed outline development plan , though the contents of each are not listed separately. This new code section clearly specifies the level of detail required for a specific development plan , the contents of which are largely equivalent to the current requirements for a detailed outline development plan . The language related to the architectural elevation and aerial perspective is taken from the current code and from existing supplementary handouts . 10 April 2, 2012 -City Council Study Session a. Property boundary (which corresponds to legal description) with existing/proposed lot lines. b. Proposed locations for landscaping, parking, building locations, and buffering. c . Proposed areas to be used for drainage, parks, and other areas to be reserved or dedicated to public use. d. Existing and proposed circulation system, including roads, rights-of-way, access points, sidewalks, and pedestrian linkages. e. Existing and proposed easements and rights-of-way with accurate dimensions. f. Significant land features (ditches, streams, lakes, topography, etc.) within or adjacent to the property. g. Zoning for adjacent properties. h. Adjoining property lot lines, building access, parking, so that development compatibility can be determined. i. Scale and north arrow (scale not to exceed 1" = 100'). 3. Architectural elevations. Architectural elevations shall illustrate approximate building height and proposed architectural materials. The drawings should be of sufficient detail to illustrate massing, height, and general character of the proposed structures. Applicants must provide enough information for the review bodies to determine compliance with applicable standards. 4 . Aerial perspective. A blackline aerial perspective or "birds'-eye-view" image of the project shall illustrate building location, layout, bulk, and height in three dimensions. Sec. 26-307.-Site plan review.7 A. All site development within a planned development district shall be subject to the site plan review process outlined in section 26-111 . B. The site plan provides final engineering and site design details . All site plan applications will be reviewed for consistency with the standards in the outline and specific development plans. C. Under certain circumstances, subject to approval by the community development director and to be determined at the required pre-application meeting, site plan review applications may be processed simultaneously with building permit applications. D. All approved site plans shall be kept on file in the community development department. E. Planned residential developments, or portions thereof, comprised exclusively of detached single-or two-family dwellings are not required to complete a site plan review process . 7 The final development plan (FO P) is replaced with the more user-friendly site plan review process. Like the FPD, site plan review provides the final engineering and site design details . The site plan can provide the basis for building permit review. Currently, the site plan review process is most commonly used in conjunction with the mixed use zone districts to confirm compliance with the development standards, though it can be used for development in any zone district. The language induded here in section 307 is nearly identical to that found in section 26-1115 (site plan review). 11 April 2, 2012 -City Council Study Session Sec. 26-308.-Amendments to development plans.8 A. General. Amendments may be initiated by property owners within an approved development plan as provided in this section, or by the city in accordance with section 26-113. If the amendment affects the provisions for access, drainage, utilities and/or circulation, affected property owners must consent to the application for amendment in writing. B. Outline development plan amendments. All applications for amendment to an outline development plan must be approved in writing by at least twenty-five (25) percent of the owners of real property contained within the area originally approved by the outline development plan, unless specific alternative provisions have been approved by city council as part of the unified control agreement. An amendment to an approved outline development plan shall require a new application , subject to the same procedures and requirements as for the original approval, if any of the following conditions exist: 1. Substantial changes that alter the character of the development. 2. Any change to the development parameters on the outline development plan, including, but not limited to: a. An increase in the gross floor area of structures beyond the authorized maximum allowed on the approved outline development plan . b. An increase in density of use beyond the authorized maximum allowed on the approved outline development plan. c. A change in perimeter setbacks or build-to beyond what is authorized on the approved outline development plan. d. A reduction in required buffer areas . e. An increase in height of any structures beyond the authorized maximum allowed on the approved outline development plan. f. Proposed land uses not permitted on the approved outline development plan. C. Specific development plan amendments. A specific development plan may vary from the approved outline development plan so long as the variations are within the approved development parameters. At no time may approval of a specific development plan result in any increase beyond a maximum development standard or any decrease below a minimum development standard as listed on the outline development plan. If any of these conditions occurs, the outline development plan must be amended, as described in subsection B above. 1. Administrative review. The community development director may approve minor amendments to a specific development plan which, in the reasonable judgment of the community development director, do not affect neighboring properties or the overall 8 Section 308 outlines the triggers and procedure for amending a development plan . In the current code , amendment procedures are described in section 26-311 , and there are very few changes proposed . Subsection B is unchanged except for the additional trigger in 308.8.1 in which a substantial change in character would trigger a new outline development plan . This is implied in the current code , but not stated outright. Subsection C relates to specific development plans. Any amendments within the parameters and intent of the outline development plan are proposed to be reviewed administratively or by planning commission . This affords more administrative discretion than is allowed under the current code . Staff recommends not including prescriptive thresholds for determining which amendments require administrative review versus by planning commission . Administratively approved amendments are proposed to not be recorded to save time and money for the applicant. Review criteria have been established and are in part 4 . Subsection D addresses variances for residential planned developments , for which there is no change from the current code . 12 April 2, 2012 -City Council Study Session character of the development. These may include variations to buildings orientation, parking lots, landscaping areas, architectural details, interior setbacks, and similar variations that meet the review criteria set forth below in section 26-308.C.4. Administratively approved amendments are not required to be recorded; but should be reflected in the site plan kept on file in the community development department. 2. Planning commission review. The planning commission shall review and decide upon amendments that exceed the scope of those permitted by administrative review under C.1, including, but not limited to substantial change in circulation and building location . Review is subject to the notice, hearing, and decision-making procedures provided in section 26-109. Planning commission shall base its decision upon all evidence presented, with due consideration of the criteria for review as specified in section 26-308.C.4 below. Any changes to a specific development plan which are approved by planning commission, must be recorded with the Jefferson County Recorder as amendments to the original recorded development plan subject to the provisions of section 26-305.8. 3. Community development director authority. Substantial changes which are, in the reasonable judgment of the community development director, extensive enough to be considered a new site design, are required to be processed as a new specific development plan application, subject to the same procedures and requirements as for the original approval in section 26-305. The community development director's decision shall be based upon the factors such as size and relative impact on adjacent property. 4. Criteria for review. The director of community development or the planning commission shall base its decision in consideration of the following findings of fact: a. The amendment maintains the design intent or purpose of the original approved development plan; and b. The amendment maintains the quality of design or product established by the original approved development plan; and c. The amendment is not materially detrimental to the public welfare or to uses or property in the immediate vicinity of the development plan. The director and planning commission may impose conditions upon any amendment to ensure the proposal complies with the purpose and intent of the original approval. D. Variances. Variances to the strict application of development standards established by an outline or specific development plan may be requested only for properties within single-and two-family planned residential developments. The applicable administrative or non- administrative variance process shall be followed as prescribed in section 26-115. Sec. 26-309. -Interpretation of development plans.9 A. Detailed specifications and standards which should have been set forth on approved outline and specific development plans, but which were found subsequent to approval to have been omitted, may be interpreted by the community development director to be those specifications and standards set forth in the zone district in which the approved uses contained within the approved development plan would be permitted. 9 Section 309 discusses how development plans shall be interpreted. The content of this section is unchanged from the current code, section 26-309 (application of standards). The title has been modified to provide clarity. In addition, the word "determ ination" has been replaced with "in terpretation" for consistency with the BOA interpretation process outlined in section 26-115.E. 13 April 2, 2012-City Council Study Session B. The supplementary regulations of article VI apply to uses and activities within planned development districts, unless otherwise provided in the approved development plan. C . If the outline and specific development plans do not address a particular development standard, the standard of the zone district which most closely matches the planned development as determined by the community development director shall be used. The owner of any property aggrieved by such determination may appeal the interpretation to the board of adjustment pursuant to the provisions of section 26-115.E. D. It the development standards specified on a recorded outline development plan do not meet the current standards of chapter 26, a specific development plan can nevertheless be approved so long as the specific development plan complies with the approved outline development. This provision does not apply to requirements listed under article IV subdivision regulations. Sec. 26-310.-Similar uses in planned developments.10 A. Definition. A similar use is a use which would be similar in size, type of operation, services provided or equipment used, number of employees, and hours of operation and which would: 1. Be compatible in character and impact with permitted uses in the planned development, 2. Be consistent with the intent of the planned development, 3. Not be objectionable to nearby property by reason of odor, dust, fumes, gas, noise, radiation, heat , glare, vibration, traffic generation, parking needs, outdoor storage or use , and 4. Not be hazardous to the health and safety of surrounding areas through danger of fire or explosion. B. Similar use determination. For any use which is not specifically listed as a permitted use in a planned development district, the community development director is authorized determine if the proposed use is similar. If the community development director finds that the proposed use meets the definition of similar use contained in section (a) above, the community development director is authorized to approve the similar use. The owner of any property who or which feels aggrieved by such determination may appeal the interpretation to the board of adjustment pursuant to the provisions of section 26-115.E. Sec. 26-311. -Binding upon successors and assigns.11 All approved outlined, specific, and site development plans shall be binding upon the owner(s), their successors and assigns, and shall limit the development to all conditions and limitations established in such plans, and as may be contained in separately recorded agreements, covenants, condominium declarations, etc., which were approved by city council as part of a planned development approval. 10 Section 310 corresponds to section 26-307 in the current code which defines the tenn "similar use ." For clarity , this section of code has been relocated within article Ill , so the two sections on interpretation (standards and use) are adjacent. Subsection 8 , regarding the similar use detennination process , is proposed to be amended . Under the current code , the detenn ination process entails a public notification period with letter notice and sign posting . Staff recommends the sim ilar use determ ination process be strictly admin istrative with no public noticing . Any adm inistrative decision may be appealed . 11 Section 311 is identical to the current code section 26-310 ; no changes are proposed . 14 April2, 2012-City Council Study Session Sec. 26-312. -Interim use.12 Subsequent to rezoning to a planned development district and approval of an outlined, specific, or site development plan, but prior to development and use of a parcel in accordance with the approved plan, the property may continue to be used for any lawful purpose for which it was used at the time of outline development plan approval; provided, however, that no new permanent structures or additions to existing structures will be permitted. Sec. 26-313.-Planned residential development (PRO) district regulations.13 A Area: No minimum. B. Density: Maximum twenty-one (21) dwelling units per acre. C. Height: Maximum thirty-five (35) feet. D. Landscaping: In accordance with section 26-502, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan . E. Parking: In accordance with section 26-501, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. F. Exterior lighting: In accordance with section 26-503, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. G. Fences and walls: In accordance with section 26-603, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. H. Signage : In accordance with article VII, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. I. Streetscape and architectural design guidelines. In accordance with currently adopted design manuals per section 26-224, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. J. The requirements of this section shall not apply to impose a density requirement of less than twenty-one (21) units per acre, with respect to the reconstruction of residential dwelling in the PRO district, where such structures and their reconstruction meet all of the following requirements: 1. The structure was legally in existence on September 8, 1997; 2. The structure is located upon a lot which does not meet the then-applicable minimum lot area and/or minimum land area per unit requirements for such proposed reconstruction; and 12 Section 312 is nearly identical to the current code section 26-312 . The only change is a reference to the final development plan which has been replaced with the site plan. 13 The following five (5) sections regarding the zone district regulations remain largely unchanged . These sections correspond to sections 26-303 to 306.5 in the original code . They have been moved to the end of article Ill to mirror the sequence of articles I and II : development review procedures first, followed by the zone district regulations . A reference to streetscape and architectural design guidelines has been added for PRO , PCD , P ID, and PMUD ; and a reference to lighting standards has been added to all sections . References to outline and final development plans have been updated to reflect the proposed outline and specific development plans and the site plan . These sections also included two references to code that was repealed in 2007 ; the references have been removed . 15 April2, 2012-City Council Study Session 3. Such reconstruction is restricted to replacement of the structure which has been destroyed. This exemption shall not apply to: 1. New construction where no replacement of a preexisting structure takes place; or 2. Reconstruction of structures which were not legally in existence (as distinguished from legal nonconforming structures). K. A planned residential development shall be required for any mobile home park and must meet the standards for mobile home park design in section 26-506 Sec. 26-314.-Planned commercial development (PCD) district regulations. A. Area: No minimum. B. Height: Commercial structures shall not exceed fifty (50) feet. C. Landscaping: In accordance with section 26-502, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan . D . Parking: In accordance with section 26-501, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. E. Exterior lighting: In accordance with section 26-503, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. F. Fences and walls: In accordance with section 26-603, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. G. Signage: In accordance with article VII, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. H. Streetscape and architectural design guidelines. In accordance with currently adopted design manuals per section 26-224, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. I. A planned commercial district shall be used to establish any proposed recreational vehicle park. Sec. 26-315.-Planned industrial development (PID) district regulations. A. Area: Each planned industrial development district shall be minimum of one (1) acre. B. Height: Maximum fifty (50) feet. C. Landscaping: In accordance with section 26-502, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. D. Parking: In accordance with section 26-501, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. 16 April 2, 2012 -City Council Study Session E. Exterior lighting: In accordance with section 26-503, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan . F. Fences and walls: In accordance with section 26-603, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. G . Signage: In accordance with article VII, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. H. Streetscape and architectural design guidelines. In accordance with currently adopted design manuals per section 26-224, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. Sec. 26-316.-Planned hospital development (PHD) district regulations. A Allowable uses. The following uses hereinafter listed shall be permitted only as specifically designated on the approved outline development plan: 1. Public and private general hospital. 2 . Hospitals or sanitariums for contagious diseases, or the mentally disturbed or handicapped. 3. Independent living units, homes for the aged, nursing homes, congregate care homes, hospices or similar residential facilities which are accessory to a hospital or sanitarium principal use. 4 . Accessory uses and structures customarily associated with the permitted uses as shown on the approved specific development plan or site plan. B. Area. Each Planned Hospital District shall be a minimum of five (5) acres, except as provided below. C . Lot width. Two hundred (200) feet minimum . D . Setback requirements: 1. Front: Fifty (50) feet minimum. 2 . Side: Twenty-five (25) feet minimum plus ten (1 0) feet for each story. The intent is to provide a minimum twenty-five-foot landscape buffer adjacent to residential zoned property. 3 . Rear: Twenty-five (25) feet minimum, plus ten (1 0) feet for each story. The intent is to provide a minimum twenty-five-foot landscape buffer adjacent to residential zoned property. E. Height: 1. Hospital buildings: Fifty (50) feet maximum, except as follows: a. Sixty-five (65) feet where the lot on which the building is to be constructed is at least fifty (50) acres in size. b. Additions attached to existing hospitals may be built to a height not to exceed the height of the existing building. 2 . Offices: Fifty (50) feet maximum. 17 April 2 , 2012 -City Council Study Session 3. Residential: Thirty-five (35) feet maximum . 4. Accessory: Thirty-five (35) feet maximum. F . Residential density. No residential development , excluding congregate care homes , nursing homes or intermediate nursing care facilities , shall exceed twenty-one (21) dwelling units per acre. G . Landscaping: 1. Minimum twenty-five (25) percent overall site requirement. 2 . Twenty-five-foot landscape buffer required along property lines adjacent to residential zoned property. 3 . Unless otherwise specifically provided for on the approved plan, all landscaping shall meet the requirements set forth in section 26-502 H . Parking: In accordance with section 26-501, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. I. Exterior lighting: In accordance with section 26-503 , otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan . J. Fences and walls: In accordance with section 26-603 , otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan . K. Signage : In accordance with article VII , otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. Sec. 26-317.-Planned mixed use development (PMUD) district regulations. A . Purpose . This district is established to provide a zoning classification to allow the integration of residential and commercial uses and development which is consistent with the surrounding neighborhoods and which meets the intent of the comprehensive plan, the Architectural and Site Design Manual and the Streetscape Design Manual. It is not intended to be used solely to permit a higher density than allowed in the planned residential development (PRO) district nor to circumvent other specific standards of the planned residential and planned commercial districts . Instead , it is intended to create a zone district which will allow flexibility in use, design , and orientation while maximizing space, community interest and protecting nearby and adjacent residential neighborhoods . B. Permitted uses . Permitted uses shall be a mixture of residential and commercial uses governed by approval of the outline development plan. C . Area. No minimum . D. Height. Maximum fifty (50) feet for freestanding commercial buildings only; thirty-five (35) feet for structures containing commercial and residential uses ; thirty-five (35) feet for freestanding residential structures . E. Density. Maximum of twenty-one (21) units per acre. F. Landscaping. In accordance with section 26-502 , otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan . 18 April 2, 2012 -City Counci l Study Session G. Parking. In accordance with section 26-501 , otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan . Allowances may be made for shared parking spaces if it can be demonstrated to the satisfaction of the person or approval body designated as having final approval authority that parking demand for different uses occurs at different time. H. Exterior lighting: In accordance with section 26-503, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. I. Fences and wall. In accordance with section 26-603, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. J . Signage. In accordance with article VII, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan. K. Streetscape and architectural design guidelines. In accordance with currently adopted design manuals per section 26-224, otherwise as established by the outline development plan and as specifically detailed on an approved specific development plan or site plan . 19 April 2, 2012-City Council Study Session ATTACHMENT 4 Sec. 26·112. ·Private rezoning. A. Purpose. 1 A change of any zone district as shown on the official zoning map is permitted only when it promotes the general welfare of the community and is consistent with the criteria for review as listed in section 26-112.E below. The final decision on a change of zone expressly rests in the exercise of the discretion of the city council, and all applicants are advised there is no right to a change of zone of property. In some cases a rezone is necessary to correct a manifest error in the existing zone classification. A manifest error includes, but is not limited to, one (1) or more of the following: 1. Mapping errors, including incorrect boundary location or incorrect zone designation, or 2. Ordinance errors including incorrect zone designation, legal description error or typographical errors. B. Applicability. 2 1. The requirements of this section shall be applicable within the municipal boundaries of the City of Wheat Ridge and to any areas that are proposed to be annexed to the city where one (1) of the following is proposed: a. Change of zone of a parcel of land from one (1) zone district classification to another zone district. This includes an application for private rezoning within or to any mixed use, public facilities, or conservation district; as well as a rezoning within or to any residential or agricultural zone district for properties up to one (1) acre in size. b. Changing of the conditions of an existing zone district where those conditions were specifically established by a previous rezoning ordinance . 2. All applications for a zone change shall be to a planned development district where any one (1) of the following conditions exists. Article Ill of this chapter should be consulted for planned development requirements and procedures. a. An application for a zone change to any commercial district, with the exception of a rezoning to any mixed use district, for properties of any size. b. An application for a zone change to any industrial, residential, or agricultural district for property over one (1) acre in size, or for which an applicant owns adjacent property which, taken together with the property that is the subject of the application totals more than one (1) acre . ' Subsection A (purpose) has only moderate changes including the removal of repetitive language and a new reference to the criteria for review. The definition of a "manifest error" is unchanged. 2 Subsection B (applicability) is updated to more clearly delineate when the procedure of this section applies versus when a planned development is required. In the current code , a reader must refer to article Ill for details regarding planned development applicability , and the code is entirely silent regarding zone changes to Agricultural, Public Facilities , and Conservation districts. All types of zone changes are now explicitly addressed . April2, 2012-City Council Study Session C. Review procedure:3 1. Preapplication conference. Prior to submitting any application for a change of zone, the applicant must participate in a preapplication conference, as described in section 26- 104. 2. Neighborhood meeting. After the preapplication conference, but prior to submitting any application for a change of zone, the applicant shall be required to hold a neighborhood meeting in accordance with section 26-1 09.A. 3. Application filing. A zone change application shall be submitted to the community development department. Staff will review the application for completeness in accordance with the submittal requirements in subsection D below. If staff determines the application is not complete, it will be returned to the applicant and not further processed until the incomplete items have been supplied. 4. Review and referral. Upon receipt of a complete application packet the community development department shall proceed with the following process: a. Staff will review the application and refer the application to affected departments and agencies for review and comment. The applicant must address all comments and resubmit relevant documents. This may occur several times before scheduling a public hearing. b. After the review period, staff will give notice of a scheduled public hearing on the application, with notice by publication, letter and site posting in the manner provided in section 26-109. c. Staff will prepare a written report to the planning commission which evaluates the proposal, makes findings, and makes recommendations using the review criteria set forth below in subsection E. 5. Planning commission review. The planning commission shall hear and consider any evidence or statement presented by the applicant, city staff, or by any person in attendance at a public hearing. Notice of public hearing shall be by publication, letter and site posting in the manner provided in section 26-109 . The planning commission shall then make a recommendation to city council to approve; approve with conditions, or deny the application, basing its recommendation upon the facts presented in the public hearing in consideration of the criteria for review as specified in subsection E below. 6. City council review. City council shall review and decide upon all requests for change of zone, upon recommendation of the planning commission. The city council shall approve, approve with conditions, or deny the application. An approved change of zone may only be approved by passage of an ordinance following the city's standard ordinance adoption procedures, including a first reading and public hearing. Notice of public hearing shall be by publication, letter and site posting in the manner provided in section 26-109. City council, in addition to consideration of the planning commission recommendation, shall hear the evidence and testimony presented at the public hearing and either approve, approve with conditions, or deny the ordinance. City council shall base its decision upon all evidence presented, with due consideration of the criteria for review. 3 Subsection C (review procedure) summarizes in a step-by-step manner the procedure for a private zone change . It represents a consolidation of parts C . E , and F of the original code. There is no change to the review procedure ; this section simply includes a streamlined description of the process to improve clarity . 2 April 2, 2012 -City Council Study Session 7 . In the event of a legal protest against such change of zone, under the procedure set forth in section 5-1 0 of the home rule charter, a zone change shall not be approved except by the favorable vote of three-fourths of the entire city council. The written protest to such change shall be submitted to the city council no later than the hearing on the proposed rezoning ordinance. D . Application contents.4 A complete application for a zone change request shall include: 1. Complete and notarized application form . 2. Appropriate fee. 3 . Proof of ownership, such as copies of deeds or title commitments. 4. Written authorization from property owner(s) where an agent acts on behalf of the owner(s). 5 . Certified boundary and improvement survey. 6. Approved legal description in electronic file format. 7. Mineral rights certification form . 8 . A written description of the zone change request. The narrative should include sufficient detail to convey the full intent of the applicant and a justification of why the zone change is appropriate . The narrative should address: a . Need for the change of zone. b . Present and future effect on the existing zone districts, development and physical character of the surrounding area. c. Access to the area , traffic patterns and impact of the requested zone on these factors . d . Availability of utilities . e . Present and future effect on public facilities and services, such as fire , police, water, sanitation, roadways , parks, schools , etc. f. A discussion of the relationship between the proposal and adopt ed plans and/or policies of the city. E . Criteria for review.5 The planning commission and city council shall base its decision in consideration of the extent to which the applicant demonstrates the following criteria have been met: 1. The change of zone promotes the health, safety, a nd general welfare of the community and will not result in a significant adverse effe ct on the surroundi ng area ; and 4 Subsection D briefly lists th e required conten ts for a zone change application. The list herein com bines the language from the existing cod e in section 26-112.C.4 and from the submittal check list that zon e change applicants currently recei ve. 5 In subsection E, criterion 1 and 2 are retained from the current code, and criterion 3 represents a modification. The current zone change cri teria suggest that a rezoning is not justified unless an area has already experienced a change in character. The proposed criteria are more logica l, recognizing the zone change as a tool which acknowledges changing conditions or brings a property into compliance with City plans and policies . Elimina ted from th e proposed criteria is the req ui rem ent for compliance with the Archi tectural and Site Design Manua l (ASDM). Because the application for a private rezoning d o es not requi re an y site pl an or archi tectural d etails, complian ce with the AS DM is impossible to assess at thi s stage in th e entitl em ent process. 3 April 2 , 20 12 -City Council Study Session 2 . Adequate infrastructure/facilities are available to serve the types of uses allowed by the change of zone , or the applicant will upgrade and provide such where they do not exist or are under capacity; and 3. At least one (1) of the following conditions exists: a . The change of zone is in conformance , or will bring the property into conformance with , the City of Wheat Ridge comprehensive plan goals, objectives and policies , and other city-approved policies or plans for the area. b. The existing zone classification currently recorded on the official zoning maps of the City of Wheat Ridge is in error. c . A change of character in the area has occurred or is occurring to such a degree that it is in the public interest to encourage redevelopment of the area or to recognize the changing character of the area. d . The proposed rezoning is necessary in order to provide for a community need that was not anticipated at the time of the adoption of the City of Wheat Ridge comprehensive plan . F . Recordation.6 All approved zoning ordinances shall be recorded with the Jefferson County Clerk and Recorder by the city clerk within thirty (30) days of the effective date of such ordinance. G . Assessment of comprehensive p/an .7 Planning commission and city council shall periodically perform an assessment of zoning decisions to consider modification of the comprehensive plan future land use map if zone changes are made which d iffer significantly from the designation on the map. If zone changes are denied when in conformance with the des ignation on the future land use map, modifications to the map shall also be considered . 6 There is no change in subsection F regarding recordation . It corresponds to section 26-112.G in the current code. 7 Subsection G indudes a minor modification . The code currently calls fo r an annual assessment of zoning decisio ns, and this has been changed to a "periodic" review . The city attorn ey has confirmed tha t this change complies with any applicabl e laws. 4