Local Planning Agency Management

Question 1

Elements of the best organizations

Answer 1

Strong visionary leadership, excellent communication, coordination and collaboration

Question 2

Most important department asset

Answer 2

Great staff

Question 3

Most important function of planning office

Answer 3

Permitting. Also area for most improvement

Question 4

First step of plan evaluation

Answer 4

Check for completeness

Question 5

Most likely process to cause disputes

Answer 5

Permitting process

Question 6

Accreditation

Answer 6

No formalized accreditation program for planners

Question 7

Missions

Answer 7

Planning departments are mission-driven

Question 8

Open Office Pros & Cons

Answer 8

Pros: sharing ideas, lower cost, higher density workplace
Cons: Noisy, lack of privacy

Question 9

Horizontal Organizations

Answer 9

Grouping departments by time-frame and theme, like Management Dept. (human resources, staffing, IT), Current Planning Dept. (permitting, environmental assessments, project management), and Advance or Long-Range Planning (strategic plans and comprehensive plans)

Question 10

Organizing by Specialty

Answer 10

Planning specialty and vertical integration by skillset (transportation dept., land use dept., housing dept.)

Question 11

Functional Organization

Answer 11

By department function (Planning dept., Regulations dept., IT dept., Investment dept., Policy dept.)

Question 12

Legal Status of Agency Organization

Answer 12

By Legislative (planning, code writing, implementation), quasi-judicial (regulatory and entitlement process) and enforcement (permit administration)

Question 13

Most recommended organization choice

Answer 13

Planning and implementation are located in the same department

Question 14

Sustainability department location

Answer 14

Newer branch of planning. Can be integrated into elected office or existing office. Can also be its own office.

Question 15

Model Permit Process

Answer 15

1) All info is available via web & trained front counter staff
2) Single point of contact
3) Ongoing collaborative review
4) Completeness review
5) Permit application & tracking software
6) One-step approach
7) Fast-Track options
8) Continuous communications
9) Assignment of approvals to easiest level
10) Mediation option
11) Development or proffer agreements
12) Staff reports
13) Consolidated public hearings
14) Internal feedback & continuous improvement
15) Disclosure of mitigation formulas

Question 16

Permit Fast-Tracking

Answer 16

Allowing procedurally and substantially complete permits to jump to the top of the review pile

Question 17

Role of Staff Reports

Answer 17

Inform the reader and provide legal basis for permitting decisions

Question 18

Proffer Agreements

Answer 18

Applicant offers mitigation and conditions to get approval of permit

Question 19

Four Ways to Settle Permit Disputes

Answer 19

Mediation, arbitration, negotiation, or winner-take-all litigation (traditional route)

Question 20

Key skill of a good planner

Answer 20

Ability to manage risk

Question 21

Most likely type of risk for planners

Answer 21

Political risk through litigation

Question 22

Number of tribes in USA

Answer 22

566

Question 23

First step of Tribal Planning

Answer 23

Clarifying tribe’s authority to control its jurisdiction

Question 24

Sole Source Procurement

Answer 24

Not always feasible with government laws and usually restricted to smaller consulting jobs. The reason for using sole source should always be well-documented as it is subject to political attacks. Shorter timelines, less open, usually for simple requests.

Question 25

Selection from a list of Prequalified Candidates

Answer 25

Useful for small tasks or a repeated task at irregular intervals. Ex.: Firm must meet with local leaders frequently with little advance notice -> procure from list of local firms only

Question 26

RFQ Procurement

Answer 26

1) Start with general announcement
2) Ranking agencies based on submittals
3) Select the top-ranked firm
4) Request additional information and negotiate, moving to 2nd highest ranked after negotiations fail, repeat

Question 27

RFP Procurement

Answer 27

Slower than RFQ and more burdensome because consultant must prepare a full scope for the project in addition to RFQ info. Review of proposals is more complex than review of a Statement of Qualifications. Most RFPs involve a preliminary rank, interviews, and a final re-rank

Question 28

RFQ and RFP Combined Procurement

Answer 28

Use the RFQ to get a shortlist of qualified consultants and then invite them to submit RFPs