Planning & Development Priority Improvement Initiatives4. Clarify advisory committee roles & mandates Process and Service Delivery 5. Implement customer service improvements 6. Enable

Planning & Development Priority Improvement Initiatives Council Update Kaye Krishna | General Manager, Development, Buildings & Licensing Gil Kelley | General Manager, Planning, Urban Design, & Sustainability Jerry Dobrovolny | General Manager, Engineering Services

February 12, 2019

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1. Purpose & Overview

2. Development Volumes & Trends

3. 2018 Accomplishment & 2019 Actions

4. Next Steps

Agenda

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Planning & Development Improvements

Key Goals: • Accelerate reviews and streamline decisions

• Simplify rules and reconcile competing objectives

• Establish standards, maintain consistency

• Enable transparency and collaboration

• Empower staff and professionals

Guiding Principles: • Culture of partnership & collaboration

• Risk-based, priority-driven methods

• Quality, effective service delivery

• Goal-based and data-driven decision-making

• Adaptive, iterative approach

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Planning & Development Priorities - 2018

Policy and Planning

1. Prepare area plans with “pre-zoning”

2. Review system for development charges

3. Conduct regulatory review & implement updates

4. Clarify advisory committee roles & mandates

Process and Service Delivery

5. Implement customer service improvements

6. Enable affordable housing production priorities

7. Remove barriers for ground-oriented housing development

8. Review Commercial Renovations

Organization and Industry Capacity

9. Enhance process, technology, data and reporting

10. Train and build capacity across development-related staff

11. Engage and support development industry

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1. Housing and affordability remain critical path • Double-down efforts to expedite multi-family affordable housing • Identify ways to scale pilots and lessons to more housing permit work-streams • Expedite and better integrate processes to support renters during renovations

2. Don’t lose sight of business and community needs • Bring forward near-term actions to improve commercial renovations • Reduce the burden to development arts, cultural, and community-serving spaces

3. Continue to improve cross-CoV development policies and services • Better align Z&D, VBBL, and Engineering policies • Identify opportunities to further integrate and transform the COV development process

Refresh in Priorities

Based on Council direction, industry feedback, and ongoing internal review, the City will continue forward with the same general framing of priority improvement initiatives, with a refined focus on the following:

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Planning & Development Priorities – 2019

Policy and Planning



3. Undertake Regulation Redesign

4. Advance policies and regulations to support Housing delivery



6. Prioritize all multi-family Housing Vancouver projects


8. Improve commercial renovation processes

9. Support development of community-serving spaces


10. Conduct strategic best practice review

11. Enhance technology, data and reporting

12. Expand capacity building and industry engagement

2. Development Volumes & Trends

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Volumes - Rezoning

Rezoning Enquiry volumes continued to increase at a steady rate in 2018, though the number of Rezoning Applications volumes did not follow the same peak increase and were close to the forecast.

60 60

40 44 45 48

58 55

80

100 108

114

0

20

40

60

80

100

120

2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

Rezoning Enquiries

21 17

40 39 34 34 37

33

61

50

73 65

0

20

40

60

80

100

120

2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

Rezoning Applications Received

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Rezoning – Processing times

While rezoning applications have been at a historic high over the past 4 years, the average time to get a rezoning application to public hearing has been at an average low over the same period of time.

12.5

9.1

6.2

10.1

12.1 12.8

13.8

9.8 9.2 9.5

10.1 10.1

0

2

4

6

8

10

12

14

16

2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

Average Months to Public Hearing for Rezoning Applications

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• Set engineering rezoning review target of 20.5 weeks • Building grades target re-stabilized to under 8 weeks • Early transportation analysis to support and inform conditions • Improve intake, posse input, and leverage electronic reviews

Engineering Services Improvements

Engineering Development Services has pursued various initiatives to reduce Rezoning and other development times, including:

Annual permit application volumes have remained consistent for the past three years, and are within the average range of the past 8 years, with peak exceptions in 2014 and 2015.

Volumes - Development & Building Permits

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5,925 6,339 6,120

7,151 7,638 7,810 7,523

8,711 8,105

7,682 7,675 7,742

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

9,000

10,000

2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

Development and Building Permit Applications Received

DP Applications DB Applications BP Applications

Volumes - Trades Permit

Trades applications have also hovered in the same range for the past 9 years, though 2018 was the highest year on record since 2013.

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17,010 19,309

17,968

21,411 23,028 23,934

21,986 21,350 22,972 23,224 22,452

23,610

0

5,000

10,000

15,000

20,000

25,000

30,000

2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

Trades Permits Applications Received

Electrical Permit Gas Permit Plumbing Permit Sprinkler Permit

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Housing Production

The production of permitted housing supply has maintained record levels since 2015, after a steady recovery from the 2008 housing crash, and exceeding average production levels from 2012-2014.

5,421

1,952 2,381

3,774

4,554

5,639 5,292

5,929

7,521 6,693 6,561

7,267

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

Number of Dwelling Units on Issued Building Permits

Low Density Housing Multiple Dwellings Other/Mixed Use

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Housing Production

Non-market housing approvals have increased170% from 2014-2018 compared to 2009-2013 with 2018 being the single highest year of non-market housing approvals on record since the 1950’s.

*Note that approvals include 528 units of modular housing

622

1,525 1,769

2,344 2,687

3,024 3,095 3,613

5,315

7,253

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

# U

nits

Cumulative Social and Supportive Housing Approvals (2009-2018 YTD)

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Job Space Production

589

290 281

444

93 197

100

616

1,824

980

467

82

0

200

400

600

800

1,000

1,200

1,400

1,600

1,800

2,000

2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

Offi

ce S

pace

(sq.

ft) i

n Th

ousa

nds

Completed Office Space Development

Metro Core Rest of City

There has been strong demand for new office development in recent years, supported by land use policies to encourage ongoing job space creation (2009 MetroCore Policies).

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Job Space Production

1,349

3,034

1,085 794

1,088

0

500

1,000

1,500

2,000

2,500

3,000

3,500

UNDER CONSTRUCTION APPROVED REVIEW REZONING APPROVED REZONING REVIEW

Thou

sand

s

Development Status

Upcoming Office Space Development

The pipeline for Office Space is very healthy for 2019 with close to 7.3 Million ft2 forecasted in development across Vancouver.

3. 2018 Accomplishments & 2019 Actions

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Accomplishments and 2019 Priority Actions

Policy and Planning















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Policy Context for Building Growth: Community Plans

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Policy Context for Building Growth: Employment Lands Review

Systems for Development Charges

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Key Accomplishments in 2018 • New Utility Servicing Plan & Financing

Growth Strategy created as part of the Cambie Corridor Phase 3 Plan

• New City-wide Utilities Development Cost Levy (DCL) developed

– $550M over 8 years to fund growth related costs for water, sewer and green infrastructure

• New Development Contributions Expectations Policy (DCE) developed

– to limit land speculation in advance of Broadway Plan

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Key Tools 1. Density Bonus Zoning

– Zoning tool that permits additional floor space in exchange for amenities and affordable housing

– 17 zones across 7 plan areas

– Simplifies process for applicants by moving projects away from the rezoning stream

2. Target Rate CACs

– Available in 14 areas of the city

Important Notes – Rezonings & CACs occur infrequently, accounting for 3% of overall permit

approvals annually

– 80% of rezonings are either CAC targets, exempt, or have no CAC (2017)

Simplifying Development Contributions

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Priority Work for 2019 • Updates to the City’s Community

Amenity Contribution (CAC) Policy – Improving clarity and certainty

for applicants

CAC Policy Update

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Regulation Redesign

• A corporate priority in 2018 Corporate Plan (Goal 1C – Excellent Service)

• Action item in Housing Vancouver Strategy

• Goal to review and simplify land use regulations, policies and processes

• Align with DBL Customer Service and Permit Process Improvements

• Coordinate with other key priority projects that will impact land use regulations

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Regulation Redesign Volume of Regulations & Polices

• Adopted in 1956, the Zoning and Development By-law has been amended (8,000+ amendments), but not been comprehensively reviewed

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FOUR KEY THEMES

Regulation Redesign What we have heard so far

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Regulation Redesign Project Timeline

Phase 1: Project Start Up – Best practices review – Review of regulatory authorities – Regulatory updates to Council (July 2018) – Ideas and issues identification/consultation:

• Staff • RREG • Roundtable • Targeted outreach • Pop-ups

Phase 2: Develop Options & Directions

– Issues refinement, prioritization and exploration – Ongoing consultation

• Open house (Jan 29 / Feb 2) • Workshops (Spring TBD)

– Council • Council update (Feb 13) • Report with public hearing referral (April/May)

Phase 3: Initiate Implementation

Spring – Winter 2018

Winter – Summer 2019

Fall 2019 – Winter 2020

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• MIRHPP

• Making Room

• Rezoning Enhancements for affordable & rental housing

• New Development Contributions Expectations Policy

• Rental – Market and below Market

• Tenant displacement/protection plan

• Social Purpose Real Estate (Housing, Child Care, Arts)

Advance policies and regulations to support Housing delivery

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Policy and Planning















Customer Service 2018 Improvements

Key Actions • Solutions Lab for Engineering

Services Centre • New wait-time metrics; Cross-

team SLAs for wait-times • Customer satisfaction survey • Improvements to waiting areas • New design guides

In-person Visits Both the Development and Engineering Services Centres are working on efforts to improve service by reducing wait-times, reducing number of required visits, and improving the overall experience.

In January 2018, the Development Centre implemented a new screening process that has reduced the average wait times by a third.

0

500

1,000

1,500

2,000

2,500

3,000

00:00

00:28

00:57

01:26

01:55

02:24

02:52

03:21

2017-Q4 2018-Q1 2018-Q2 2018-Q3 2018-Q4

Services Centre Wait Time - Non Appointment Building & Development Applications

Building & Development 12 Month Rolling Average (B&D)

Building & Dev Apps Customers

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Online Information and Services • Enabled and encouraged online service access:

– 90% Noise Exception permit payments done online; (vs. 0% in 2017) – 76% Sign permit applications online (vs. 32% in 2017) – 30% File research online payments (vs. 10% in 2017) – Simple gas permits now being auto-issued (20% of all gas permits issued) – 39% Temporary Special Zone (TSZ) done online

• Clarified & simplified access to customer-driven content, including: – Eliminated 15/16 “Inspections” pages – Enabled single stop payment for low density housing for all fees/deposits – Created “Build or Renovate a House” with partnership with homebuilders and

architects

Phone Information and Services • Improved phone scripts and content integration with 311 and COV website • Increased coordination with 311 addressing Engineering complaints and inspections • Training and alignment between Services Centre concierge and phone teams

Customer Service 2018 Improvements, cont’d

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In Person Services • Pilot specialized queues for different service types in the Services Centre to

reduce wait times • Pilot ‘fast track’ for high performance permit applicants (ASAP/”NEXUS”) • Improve access to information and regularize ‘fail fast’ screening • Clearer information for in-person visits (Planning/DBL vs Engineering permit

counter)

Other Service Channels • Automating permit issuance where possible • Viewing application status and estimated completion dates • Allowing more online applications, service delivery, and transactions

Developing a roadmap to enable ePlan submissions • Exploring options to expand types of payment we accept online • Redesigning all web content from a customer-driven user perspective • Improve street use and temporary signage to facilitate construction

Customer Service Improvements 2019 Priorities

• SHORT pilot: Fast-track approvals for affordable housing developments:

– >900 units of housing units permitted in half the average development time

– Meeting targets of • RZ: <28 weeks • DP: 12 weeks

– >2,000 units in the pipeline

• Temporary Modular Housing (TMH):

– Over 600 units approved in average of 9 weeks per project for all permits

– 4 of 9 dedicated to public engagement

*

Expediting Affordable Housing 2018 Accomplishments

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• Expand SHORT team – Include all Housing Vancouver MF

projects – Rezoning and permit process

enhancements to improve efficiency and delivery times

– Dedicated Manager, double matrixed team

• Temporary Modular Housing (TMH) – Establish team to deliver THM in <9

weeks if new TMH program moves forward

• Support tenant processes – Improve processes to access permit,

enforcement or other information for renters at risk of renoviction

Expediting Affordable Housing 2019 Priorities

Remove Barriers for Ground-Oriented Housing 2018 Accomplishments

All Low Density Housing • 75% permits turned around in under 12

weeks in 2018 (vs 41% in 2017)

• Over 50% of aging backlog reduced; only 27% aged applications with CoV

ASAP Pilot • Concurrent processes; predictable

dates • Permits issued in 6 weeks (vs. current

avg. 35 weeks) • Average processing time 4.6 weeks

Secondary Suites

• Launched review and public survey • Participated in Provincial working

group

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36 36

155 155

27%

73%

With City With Customer

261 261

152 152

With City With Customer

Distribution of Permits

Jan 2018 1,079 Permits

Jan 2019 747 Permits

57%

43%

Remove Barriers for Ground-Oriented Housing 2018 Accomplishments

Expand ASAP lessons learned to regular process • Implement an ‘Accreditation’ program for applicants or

technical consultants • Better coordinate plan and landscape reviews • Roll-out concurrent processes for Deconstruction and

Building permits

Other G-O Housing Improvements • Launch new Housing Renovation Centre • Align improved processes with Housing Vancouver

ground-oriented initiatives (e.g. Making Room) • Provide an external training program for ground-oriented

applicants • Accelerate permitting process (risk-based permitting and

inspections)

Secondary Suites • Implement regulatory and process updates to increase

number of legal suites • Launch communication campaign to encourage residents

to legalize suites

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Improve Commercial Renovations 2018 Accomplishments

Commercial Renovation Centre Service Volume Enquiries 456

Development Permits Issued 68

Building Permits Issued 42

Avg. DP Times 4 weeks; some within 2 weeks

Commercial Renovation Centre • Served over 450 small businesses in

Commercial Renovation Centre • Permits issued in 4 weeks or less

Commercial Renovation Review

• Launched CRR project • Engaged over 150 stakeholders • Developed implementation plan for 2019

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Improve Commercial Renovations 2019 Priorities

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Commercial Renovation Centre • Expand Centre to include all businesses

Commercial Renovation Review • Policy and Regulatory Actions

• Eliminate building upgrade trigger for demising wall

• Pilot: Pathway for buildings to remain eligible for rapid approval program (TIPS)

• Simplify energy requirements for small business / small renovation projects

• Process and Systems Actions • Pilot ‘Fast-track’ program • Develop project management and forecasting

tools • Establish online service strategy • Strengthen CoV capacity

Support Small Businesses • Evaluate opportunities to change fee structures to better support cash flow • Align with other cross-CoV initiatives to support small businesses

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Support Community Service Spaces 2019 Priorities

• Childcare • Improved access to information services and resources that support all new and

existing childcare services • Review of development fees for childcare spaces

• Non-profit or Faith-based services • Evaluate opportunities to streamline processes through the new Housing

Vancouver social purpose real estate initiative • Review of development fee structures

• Arts & Cultural • Support the ‘Making Space for Art’ initiative to help address the loss of

performance, exhibition, creation, production and administrative spaces • Renew approach for co-working and shared spaces • Review of development fee structures

Community-serving spaces can be more complicated to develop due to multiple parties and funding sources, among other things. In 2019 City staff will focus efforts on identifying ways to clarify development requirements, streamline processes, and expedite community-serving spaces.





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Policy and Planning











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Strategic Best Practice Review 2019 Priorities

• Efforts will include:

• Conducting comparative analysis of best practices from other cities • Identifying opportunities to further update and integrate development

policies, processes, systems, and people • Establishing a customer journey map and reorienting processes to

support it • Pursuing cross-department Lean Six Sigma projects • Reviewing staffing capacity and aligning fees

City staff have identified and pursued targeted initiatives to improve processes, systems, fees, and staffing over the past two years. In 2019, the City will increase efforts toward better integrating and finding opportunities to transform Vancouver’s development process.

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2018 Accomplishments • Launched first cross-COV systems management committee • Implemented 64 enhancements to POSSE (around 2,000 development hours),

including automatic customer notifications and workflow requirements • Expanded reporting and metrics to diagnose challenges, demonstrate dependencies,

and support monthly operational reviews for front line managers, Directors, and Leadership

• Launched data-audit and clean-up 2019 Initiatives • Design and deploy additional customer-facing tools

– Online project tracker – Online forms – Metrics

• Expand metrics and reporting for cross-department needs • Develop more sophisticated business intelligence tools to enable trend analysis &

proactive identification of service delivery issues • Expand data and mapping on the Open Data catalogue • Increase field mobility and efficiency

Technology, Data and Reporting Accomplishments & Priorities

Capacity Building and Industry Engagement Accomplishments & Priorities

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2018 Accomplishments • Launched new Development Training curriculum

– Trained approximately 250 staff – Reduced onboarding times by 50%

• Revised procedures and training for archeologically significant lands • Established ‘shadowing’ and ‘house-in-a-day’ programs • Transferred ownership of CP program to AIBC, EGBC, and BCIT • Deployed new tools (e.g. checklists) and systems support • Standing stakeholder engagement and training sessions

– Small homebuilders and architects – Commercial operators and small business owners – Certified Professionals program – Associations: UDI, AIBC, EGBC, Arborists

2019 Initiatives • Establish more integrated development training strategy and team to support CPI and

transformation initiatives • Hire a new indigenous relations manager to support coordination of development processes • Create industry co-learning programs • Develop additional staff and industry training and support tools • Launch internal knowledge capital network

4. Next Steps

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Through partnerships, data-driven analysis, and adaptive solutioning, the City made great strides in 2018 across planning and development to: • Accelerate reviews and streamline decisions • Simplify rules and reconcile competing objectives • Establish standards, maintain consistency • Enable transparency and collaboration • Empower staff and professionals

In 2019, the City will continue this steady progress with the same general framing of priority improvement initiatives, and with a refined focus on the following: • Housing and affordability • Business and community needs • Continuous cross-CoV innovation and improvement

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Summary

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Planning & Development Priorities – 2019

Policy and Planning















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Q2 • Regulation Redesign • City-Wide Plan • VBBL updates, including secondary suite and commercial renovation

improvements • Pre-zoning Implementation – Cambie Corridor • Employment Lands - Job Growth Q3 • Secondary Suite Update • CAC Policy Update • Commercial Renovation Update • Expediting Housing Update Q4 • Planning & Development Priorities Update • Development Fees Update

Planning & Development Priorities Select Council Updates

Planning & Development Priority Improvement Initiatives Council Update

Thank you & Questions

Scope • review mandate, composition, expertise to ensure consistency

of seven land use advisory committees (council appointed)

• aligned with City Clerk’s Committee Review

Status • Introductory presentation to all committees completed • Survey to committee members (Nov-Dec) • Report survey findings to Council in Q1 2019 • Recommendations for any changes in Q3/4 2019

Land Use Advisory Committees

Documents

Planning & Development Priority Improvement Initiatives4. Clarify advisory committee roles & mandates Process and Service Delivery 5. Implement customer service improvements 6. Enable