Permit Assistance Handouts:
What Should Cities and Counties Include to Address SHB 2386

Prepared by Susan C. Enger, MRSC Planning Consultant
June 1996

Section 9 (22)(a) of SHB 2386 (to be added to Chapter 36.70B, RCW) requires cities and counties, with a population of 10,000 or more, to publish and keep current handouts describing local permit requirements. At a minimum, these handouts must contain lists and explanations of all local government regulations and adopted policies that govern local government review of "project permit applications." Project permit applications include applications for any land use or environmental permit or license required from local government for decisions on permitting specific projects. Examples include, but are not limited to, applications for building permits, subdivisions, binding site plans, planned unit developments, conditional uses, shoreline substantial development permits, site plan review, critical areas-related permits, and site specific rezones authorized by a comprehensive plan or subarea plan. Local jurisdictions are to have such handouts available by June 6, 1996.

List (or Synopsis) of Regulations

At a minimum, cities and counties (population 10,000 or more) must make available a list of all local government land use and environmental regulations and adopted policies and provide some explanation of each. The legislation offers no guidance for how detailed these explanations must be or what they must include. A few sentences or a brief paragraph may be adequate. To provide real assistance to permit applicants, we recommend including the following information in the regulations lists (items with an asterisk represent what we believe may be the minimum to meet the SHB 2386 requirements):

1. List of regulations and brief summary of each regulation*
2. When (or for what activities) such regulations may apply (enough information to alert applicant that it may apply to his/her property)*
3. Where to go and/or who to contact for more detailed information (e.g. applicable code or information sheet and the permit assistance staff person or department with responsibility).*
4. Some description of the basic permit process and the review time involved, (e.g. permit issued after staff review or public hearing before a board...)*
5. Lists of responsible departments and phone numbers to contact about each type of permit
6. Flow chart and/or description of the general permit procedure where procedures for different permit applications are similar, or of several basic types of procedure

   Other Helpful Summary Information:

7. Synopsis of major regulatory tools, e.g. explanation of zoning districts & requirements
8. A summary of changes resulting from the recent ESHB 1724 regulatory reform legislation (Such a summary may be useful to help applicants familiar with the old process to understand changes resulting from the recent legislation)

Handouts for Individual Procedures

To more completely fulfill the spirit of this legislation, more detailed handouts, especially for frequently requested types of permit applications, are suggested. Such handouts can go a long way toward eliminating potential misunderstandings about requirements and ease the process for applicants and staff, alike. Although the list may seem long, many communities will be able to summarize most of such information in one to four pages. Additional pages may be needed for a longer checklist of submittal requirements, supplemental illustrations and samples, and application forms. (Items with asterisk represent what we believe to be the minimum to ensure that the handouts will be useful to most applicants)

Suggested content:

1. Title: type of permit covered in handout, name of jurisdiction (somewhere on the handout) and date prepared (helpful to applicant to know they have the current version)*
2. Purpose of handout and how to use it to determine requirements*
3. *Purpose of particular regulation described in handout*
4. *Key definitions needed for citizens to understand regulations addressed (e.g. what is a variance, nonconforming use, conditional use...)*
5. *When applicable (what type of development is covered, when review and approval is required or not required)*
6. *Where to go for additional information, submittal requirements, and application materials (if not attached) e.g responsible permit assistance staff person or department; location, phone number, business hours, hotline numbers for the permit assistance center...)*
7. *Information about review process*
   • Minimum: Explain generalized steps of review process, processing time and who reviews and decides
   • Suggested: Step-by-step procedure and timelines for applicant and reviewing staff or body (Including public hearings, notice and appeals process, and any application deadlines to get on an agenda for a regularly scheduled meeting)
8. Statement alerting applicant to the requirement for an application to be complete*
   • Minimum: Notation that "completed application" is required before a jurisdiction accepts it and permit review begins
   • Suggested: Definition of "completed application (an attached checklist is also helpful)." Explanation that maximum review time set by the legislature does not include time before the application is accepted as complete or the time an applicant takes to supply additional information requested in writing by the local jurisdiction.
9. Supplemental flow charts and summary tables are helpful for many applicants
10. Review criteria that will be applied in making decision
11. Attached application form
12. List of submittal requirements (putting in checklist form helps ensure that the applicant will address each requirement)
13. Other codes that may apply; other permits that may be required (including those from other agencies); references to statutes which authorize or require the regulation
14. Illustrations, e.g. of site plan or building elevation requirements. (Although not included as minimum content, illustrations can greatly facilitate understanding). It also can be helpful to run through a typical example
15. Sample agreements and certification forms
16. Supplemental sheets explaining and illustrating technical requirements

Format

The format used to present information can greatly affect how readily the information will be understood. A number of formats have been successfully used. Several types of examples are illustrated in this compilation:

1. Text presented in logical sequence with clear headings such as: title with type of land use permit, purpose and definition, deadlines, procedure, submittal requirements, review criteria, staff or department contact
2. Question & answer format in logical sequence
3. Flow chart including footnotes
4. Other formats could include phone hotlines, electronic bulletin board... (Could be helpful to assist sight-impaired or those who can't get to a center easily during office hours...)