Introduction

Santa Cruz County Code Chapter 18 (Procedures) enables the County to conduct Development Review Group (DRG) meetings before formal development applications are made for major projects, such as those requiring review by the Planning Commission and the Board of Supervisors. The DRG process is also used to conduct preliminary reviews for compliance with objective standards  for certain qualifying affordable housing projects that are eligible for ministerial review under state laws (e.g., AB 2011, SB 423), or the local Ministerial Combining District (SCCC 13.10.494-497). 

The “DRG” consists of County staff from several County departments and other public agencies who review proposed development projects. Their role is to identify what further information will be needed to process the application, assess the project for compliance with County ordinances, and provide coordinated comments and conditions to be incorporated into proposed projects for the applicant to consider. The DRG meeting itself includes those departments/agency staff of the County having an interest in the development (the reviewing agencies) in the unincorporated areas of the County. This handout explains the purpose and the process of the Development Review Group.

Purpose

The Development Review Group is a pre-application assessment of projects. Its purpose is to:

• Identify significant issues that will need to be addressed
• Assess the project for regulatory compliance with County ordinances
• Provide opportunities for applicants to meet early in the process, or to meet as often as desired by the applicant during the project design stage, to resolve identified project issues prior to formal application submittal
• Determine what additional information is required for submittal of a complete formal application, including providing a list of  required submittal materials and estimated fees

For projects requiring discretionary review, the term “formal application” refers to the subsequent Planning application submittal for project entitlements.  For projects processed ministerially,  the term “formal application” refers to the master building permit application and any associated ministerial permits, such as grading or encroachment permits.  

The DRG does not issue formal completeness determinations, approvals, or denials.  It simply provides technical feedback to the project’s applicant and design team intended to help them prepare their formal applications in an efficient manner.

When the DRG process is used for ministerial reviews, if the project’s funding sources (e.g., CDLAC or TCAC) request a formal letter indicating that the project has completed a DRG review and is ready to pursue building permits, the applicant may request such a letter, and the County will provide it as a courtesy to the applicant.  Such letters do not constitute project entitlements but indicate project readiness and qualification for ministerial processing.

Application Process

Initial DRG Application Submittal

Prior to application for a Development Review Group applicants are encouraged to meet with  Zoning counter staff who can help identify reviewing agencies which may be involved in the subsequent formal application review and thus should be considered in the DRG application review.  When a DRG is not required by County Code (Sections 18.10.140 or 13.10.497[A]),  staff will email suggested agency routings for applicant review prior to fee payment. The applicant can review and accept suggested agency routings,  revise them to reflect their preferred routings, or limit the scope of the DRG to focus on specific regulatory uncertainties or design issues.  Final agency routings and fees are confirmed prior to fee payment and application processing.

At the time of submittal, DRG applications require payment of an at cost deposit and flat fees, as adopted by the Board of Supervisors Unified Fee Schedule. The applications are submitted electronically (no appointment is required) and the DRG fee is paid.  Upon fee payment, the project is assigned to a Project Planner, and the project plans and materials are routed to agencies and the Board of Supervisor’s Office (notice only) for review.

To apply for a DRG, complete the Discretionary Permit Application-PLG100 and follow the Discretionary ePlan Instructions for submitting a discretionary application through ePlan Review. 

Subsequent Application Submittal

Applicants may use the DRG process iteratively, with multiple rounds of routings and meetings to resolve interagency conflicts and outstanding compliance issues before submitting the formal application. Applicants should notify the Project Planner of any  changes in the project scope and update the project scope accordingly.

Resubmittal of the DRG application for a second or subsequent round of review of the same project, intended to address specific agency comments, requires additional payment of flat fees for each round of those agency reviews requested by the applicant.  Agency reviews originally billed at cost will continue to be billed on an at-cost basis. Resubmittals may also require additional at-cost deposits if previous deposits have been exhausted. It is recommended that applicants apply for a new DRG if the project scope undergoes significant changes, such as a change in unit count.

At the time of DRG resubmittal, agency review fees and  any additional at-cost deposit as required shall be paid.  Meeting notice to the reviewing agencies/departments and to the Board of Supervisor’s Office (notice only) will be completed upon subsequent application submittal.

To apply for a DRG resubmittal, notify your Project Planner then submit the Discretionary Permit Application-PLG100 form and follow the Discretionary ePlan Instructions for applying for a discretionary application through the ePlan Review portal.

Initial Review and Routing

The assigned Project Planner will review the application submittal materials to ensure that the information provided is adequate to allow for meaningful feedback from the reviewing agencies/departments.

The planner completes an initial review of the project, including a site visit, and sends out a DRG meeting notice to the reviewing agencies/departments and the Board of Supervisor’s Office (notice only) for review.

A meeting notice is also sent to the applicant and the owner (if different). 

The project planner receives initial comments from the reviewing agencies and departments three weeks from DRG application fee payment. Approximately one week later, or 30 days from DRG fee payment, the applicant receives the draft agency review comments in writing before the DRG meeting so their project team may evaluate agency comments prior to the DRG meeting.    The planner will then work with the applicant to schedule the DRG meeting approximately one week  later, or five weeks after initial submittal.

The DRG Meeting

The DRG meeting is not a public hearing and is conducted informally in the Community Development and Infrastructure Department conference room or virtually. The Project Planner is the facilitator of the meeting, and he/she will begin by presenting the project and summarizing the Planning Department’s comments. Additionally, representatives from the review agencies  shall share their feedback. Although attendance by the noticed agencies and departments is not mandatory, representatives of commenting agencies are requested to be present whenever possible. The planner continues the meeting by acknowledging written comments received from agencies and departments unable to send a representative to the meeting. Once all comments and feedback have been aired, an opportunity is provided to the applicant to ask questions regarding input provided by agency reviewers. Then, the planner will bring the meeting to a close. Typically, a DRG meeting can last from one to two hours.

Follow-Up Letter

To complete the DRG process, the planner will prepare and mail a follow-up letter to the applicant and owner (if different), and to any others designated in the application within two weeks. Copies may be forwarded to the District Supervisor, the Planning Director, and the Principal Planner. The letter will set out a discussion of the project identifying issues that need to be addressed and will identify areas of project inconsistency with the County General Plan and County Code ordinances. Along with the letter, a copy of all the written comments received in response to the initial routing for the DRG will be attached. In addition, the planner will enclose a full list of materials required to submit for the formal application, the forms that need to be completed, an overview of the review process for the required formal application, if required, and the estimated costs of the formal application.

Lastly, it will be assumed that if the applicant has not reached out to the project planner within 10 days of receipt of the DRG follow up letter, the applicant has accepted the DRG follow up information. However, if the applicant has questions regarding DRG information provided, the applicant may request clarification from the project planner or agency reviewers.

Application Submittal Material

The objective of the DRG is to provide enough information to allow an informed review of the proposal without requiring the applicant to undergo the expense of preparing specific and detailed engineered site plans and architectural drawings. However, it is important to note that the more specific and detailed the DRG submittal materials and plans are, the more specific and detailed the review comments will be. Submittals materials vary depending on the nature of each individual project, the types of permits required, and the type of feedback requested by the applicant.

Preliminary plans should, at a minimum, be clear, and be drawn to scale; should include the date the plans were prepared, the assessor’s parcel number, site address; the applicant’s and owner’s name, address, phone number and email address; and a detailed project description. The DRG Application form itself should include the applicant’s design goals and constraints, and any special direction or agency routings sought, and/or identify special circumstances or project design issues that require particular attention by agency reviewers. A non-code mandated DRG application may include a request for all agency routings or only one agency review, as desired.

All DRG applications should include: a clear location and vicinity map with cross streets adequate for locating the property, an assessor’s parcel map, a copy of the current deed, photographs of the site and neighboring parcels, and an existing and proposed site plan. The site plan should show existing and proposed structures, all property lines with existing land uses shown on the contiguous parcels and across the street, parcel dimensions and size expressed in acreage and square feet, topography, streams and riparian areas, septic system location (if applicable), streets and rights-of-way, dimensioned driveways and fire access, circulation patterns, parking spaces, areas of existing vegetation including the location and disposition of trees over 6 inches in diameter, and proposed landscape areas. Preliminary plans showing grading and drainage are helpful in providing feedback from reviewing agencies. For resolution of special circumstances or design issues identified in the application form, enough plan information must be provided to allow for agency specific direction.

Commercial and other non-residential projects should include conceptual drawings of the project (elevations) and an operational plan narrative. Land division applications should include a preliminary tentative map.