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Planning Department previews FY2012–14 budget and shows demo of new permit/project tracking system
Summary
Planning staff presented a FY2012–14 budget projection (modest fee growth and CPI adjustments), outlined capital and staffing requests, and demoed a joint Planning/DBI permit and project‑tracking system that will enable online intake, fee estimates, payments, document upload and project tracking. Staff noted redevelopment unknowns remain and recommended further work on interdepartmental integration.
Planning Department leadership presented the department’s proposed FY2012–14 revenue and expenditure plan and provided an update on the long‑planned cross‑department Permit & Project Tracking System.
Finance manager Keith DeMartini told commissioners the budget assumed a 3% volume growth for applications, implementation of a fee study in 2013–14 and only CPI fee adjustments in the near term; the draft also included one‑time capital asks for IT modernization and a request for limited new positions to support counters, payroll/commission staff and system support. Director Grama cautioned that the draft does not yet reflect potential responsibilities and revenues from the state/oversight process following redevelopment‑agency elimination and that the department may return with a revision when those numbers are clearer.
Alicia Jean Baptiste and vendor staff demonstrated a working test instance of the new web‑based permit/project tracking system (Acela/21Tech). The interface shown allows customers to search projects, create applications, estimate fees, pay online, upload documents and track a hierarchy of related records across Planning and Building. Staff said the project is on a roughly 24‑month implementation schedule with phased conversion, data migration and user training, and that DBI will carry ongoing hosting/maintenance costs.
Commissioners and members of the public asked about historic data conversion, how the system will integrate later with the Assessor and DPW, and whether small neighborhood groups could subscribe for alerts and track multiple projects. Staff said the initial rollout covers Planning and DBI and provides the foundation for other city agencies to add modules later; user groups will continue to refine requirements including future connectivity to assessor/treasurer functions. The commission accepted the budget presentation and encouraged rapid but careful rollout of the new system to improve customer service and reporting.
Speakers quoted: “This solution will allow credit‑card transactions and online payments and potentially wire transfers,” the finance manager said while explaining the planned point‑of‑sale integration. Greg Hess (vendor demo) walked commissioners through a simulated online intake, fee estimate and project tracking session.
What’s next: Project remains on the department and capital planning committees’ schedules; staff will return with formal budget transmittals to the mayor and continued updates as the system reaches design, build and user‑acceptance testing phases.
