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currently operating with a high degree of efficiency. However, the report cites numerous minor areas and several major areas in which the Planning and Building Departments could make significant improvements in terms of personnel and operational efficiency. Cahill noted that the summaries of recommendations of the Matrix report have been separated from the main body report and were the first attachment after the staff report. Gary Goelitz, Vice President Matrix Consulting and author of the report, addressed Council. His firm has worked with a wide range of cities including the Cities of Riverside, Napa and Palo Alto in reviewing similar departments. The firm is local and based in Palo Alto and as a matter of record did not charge out any expenses for this report. Goelitz explained that the review did identify a number of positives with the Building and Planning Departments and they are detailed for the Council on pages 2 and 3 of the report. Goelitz outlined some of the areas of improvement that he would encourage the Town to address specifically: the problems with the adequacy of space within the Town Hall; building permit plans should be checked in a concurrent manner; the Building Division should provide zoning clearance for minor building permit plans - this would require the expansion of duties of the Building Technician and is a critical component of this recommendation; the Filemaker Pro database system should be enhanced and used to set target times for the processing of building permit applications; the Engineering Division should plan check building permit plans that require their expertise; the practice of job sharing for the Building Technician should be eliminated and the duties should be expanded with the position being reclassified as Planning/Building Technician; the Chief Building Official should be utilized to plan check a wider range of building plans; the Town should consider utilizing a more progressive building valuation for fees as suggested by the International Codes Council; the Assistant Planners should meet with the applicant to discuss issues that have been found during the initial review of the application, and one of the professional planning positions should be upgraded to a Senior Planner. Cahill clarified for Council that the findings of the report support the merger of the Fast Track Program and the Site Development Hearing Process. Lot Line Adjustments would be included in the scope of applications that would be reviewed by this program. The landscape plans that are presently being reviewed by the Planning Commission are extraordinary in nature i.e. Lands of Wadhwani is landscaping for a 12,000 square foot residence and would still be forwarded to the Planning Commission for approval. City Manager Cassingham explained that Town staff is addressing the issue of the revised fee schedule to adjust the appropriate building and planning fees. She and Joiner are in the process of a fee analysis and scheduling the appropriate public hearings. Councilmember Fenwick asked Goelitz what action he would expect the Council to take in response to his recommendations. Goelitz responded that he would suggest that Council direct the City Manager and Planning Director to proceed in implementation. 7 City Council Meeting Minutes June 19,2003