Boards & Commissions. Planning Agency Relationships. Planning Agency In Local Government. General Administration
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2 Boards & Commissions Planning Agency Relationships Planning Agency In Local Government General Administration Planning Agency Organization and Functions Strategic Planning For Planning Agency Management
3 Planning Commission Commission is Appointed by City Council; Residents of Local Jurisdiction; Typically Unpaid Early Planning Programs were Directed by Planning Commissions Independently Commissions Now Act as Advisory Board to Council; May also have Direct Authority over Certain Permits and Zoning Adjustments Commission Acts as Buffer between Council and General Public Some Cities also have Community Level Advisory Boards
4 Planning Agencies In the Local Government Planning Department is typically a line department in Council / Manager form of city government Planning Director appointed by City Manager Cities may also create separate housing and redevelopment departments Larger cities may place planning and redevelopment functions Directly under the mayor Some agencies combine planning, building, other development Functions into single department
5 Internal Planning Agency Organization Organization by: Time Frame Function Geography Area Process
6 CITY OF CHULA VISTA CITY OF CHULA VISTA Planning and Building Department Department Administration Advance Planning Growth Management General Plan Update Community Planning Development Planning Environmental Planning Permits/Business Licenses Plan Review Building Inspection Code Enforcement
7 Agency Relationships Operating in the Planning Network Planning activities occur throughout local / regional Government: o Planning within different units and levels of government (State, County, City, Community) o Planning within operating departments of general government (Public Works, Parks and Recreation, Community Development) o Planning by regional agencies not responsible to a single general government (Council of Government, Local Agency, Formation Commission) o Special purpose planning agencies (Health Planning Agencies, Transit Planning Agencies) Communication among planning agencies (formal and informal) is critical to effective overall planning
8 Agency Relationships Operating in the Planning Network Planning agency also has important relationships with: Chief Administrator Local Legislative Body Local Boards and Commissions Other Line Departments (Public Works, Community Development, City Attorney, Parks and Recreation, Open Space Management) Development Management and Growth Management Systems that Cut Across Department Lines Other Governmental Entities
9 Agency / Public Involvement Hub of the wheel Historical Involvement Methods / Tools Organizational Approaches - Alinsky s Organizations - Advocacy Planning - Ladder of citizen participation Visioning
10 General Administration Planning Department Work Program Should be tied to organization s strategic objectives Should be reflected in a formal program with performance measures Should be balanced to available resources Can be separated into ongoing responsibilities (mandated) and special projects (optional) Should be monitored regularly
11 Planning and Building Department General Administration Role of Planning Director Leadership Roles Communication of goals / vision Motivation Coordination of effort Reporting on agency accomplishments Functional Roles Analyst, Educator, Organizer, Broker, Advocate, Publicist Roles with Decision makers Technical Expert, Confidential Advisor, Investor
12 General Administration Staff Composition In-House Staff: Professional Paraprofessional / technical support Consultants Types: Specialists Extension of staff Consultant Procurement Methods: Single-source List of Pre-qualified Candidates Request for Qualifications Request for Proposals
13 General Administration Office Management Budgeting Financial Management / Revenue Recovery Automation and Technology Records Management / Library Personnel / Organizational Development / Training Project Management Customer Service / Process Improvements Administration of Commission Agendas
14 Strategic Planning For Planning Agency Management Steps: Initial agreement Mandates Mission and Values Strengths, Weaknesses, Opportunities and Threats Strategic Issues and Strategy Development Implementation Plan and Future Vision
15 Strategic Planning Specific Purpose 1. Analyze customers / needs 2. Analyze Issues 3. SWOT Analysis 4. Formulate mission, task or project 5. Define alternate strategies 6. Evaluate effectiveness 7. Choose most effective strategies 8. Develop effectiveness measures 9. Develop actions, tactical and Operational plans 10. Monitor performance 11. Repeat
16 CONCLUSION
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