9 - Project Planning and Approval Process guidelines for CEAPCITY OF BOULDER
NON-AGENDA ITEM
WATER RESOURCES ADVISORY BOARD
MEETING DATE: Apri121, 2003
SUBJ~CT:
Update to the Project Planning and Approval Process (PPAP) guidelmes for Capital
Improvements Project mcludmg the Commumty and Environmental Assessment Process
(CEAP).
REQUESTING DEPARTMENT:
Bev Johnson, Plannmg and Development Services
BOARD ACTION REQUESTED:
None
rISCAL IMPACT:
None
PURPOSE:
The purpose of this memorandum is to present to the board the proposed revisions to the Project
Planning and Approval Process (PPAP) for ciry capital improvement pro~ects. If board members
have comments or questions about the proposed changes, please contact Bev 7ohnson by April
28 at 303-441-3272, or johnsonbCaci.boulder.co.us. Staff would like feedback from the board on
the proposed changes prior to finahzing the document for distribuhon in May
BACKGROUND:
The Project Planning and Approval Process (PPAP) is the process for the review and approvai of
city master plans and public caprtal improvement pro~ects. The PPAP was originally developed
and accepted by City Council m 1992 (see reference to the process in B R.C 2-1 Appendix,
Sechon IX, "Procedure in Handling Ma~or Capital Improvement Projects"). The PPAP has been
the standard procedure for the review and approval of master pians and major capital
improvement projects smce that time.
The Commumty and Environmental Assessment Process (CEAP) is one step in the PPAP and
has been in effect smce September 1987. The CEAP is a formal process to consider the
commumty and environmental impacts of alternative designs for public projects. It has provided
a forum for communrty input on the preferred trade-offs of goals and impacts mherent in most
major capital improvement pro~ects.
Over the years, however, community goals and values as well as understandmg about impacts
have changed and several issues with the review of master plans and caprtal pro~ects have
emerged. Some of the major ~ssues with major capital improvement pro~ects that were identified
include the following:
1. Master plans were noC evaluated effectively for how well they meet city sustainability
goals or in terms of their impacts on other departmental master plans.
2. Pro~ect design did not always balance city goals appropriately (i.e. sustainability, water
conservation, weed/pest management, energy efficiency, etc.)
3. Environmental impacts were sometimes identified too late m the design process.
4 Maintenance and operahonal issues and needs were not always included m mitial
budgetmg and pro~ect design considerations. (weed control, plant health, snow removal,
sweepmg)
5 Different standards were somehmes applied to public and private projects that are similar
in nature.
In 2001, the City Council Environmental Sustainability Task Force listed improvements to the
capital project plannmg and approval process as one of rts arcas of focus. The primary issue
identified by task force members was that mulhple city goals were not always effechvely
balanced m the eazly stages of planning ma~or capital improvement pro~ects.
Over the last few years, staff has been working on revisions to the PPAP and CEAP. The
purpose of the update to the PPAP is to.
• Ensure that city projects are balancmg Boulder Valley Comprehensive Plan (BVCP)
goals to the best extent possibie;
• Ensure that city pro~ects are meetmg City Pace and sustainability goals;
• Improve mterdepartmental commumcation and coordmatron;
• Improve early cooidination and pubiic mput on projects prior to final design and
construction; and
• Ensure consistency between public and private development pto~ects
The proposed rev~sions to the PPAP emphasize up-front review of city projects at the conceptuaI
plannmg phases; impioved interdepartmental coordmahon; and early assessment of potential
impacts An overview of the primary steps m the PPAP are in Attachment A. The ma~or
changes that staff is pioposmg include the following:
1. Review and evaluation of master plans by the staff Master Plan Coordination
Committee. (Master plans would no longer be reviewed by the Development
Review Committee in the Planning and Development Services Department.)
2
Commrttee members mclude staff from the followmg departments.
Planning
Transportation
Utilities
Parks and Recreation
Open Space and Mountain Parks
Fire
Police
Library
Housing and Human Services
2.
3.
Revtew and evaluation of the CEAPs at the conceptual design phase of a pro~ect
by a new mterdepartmental team which consists of the following staff~
Planning and Development Services:
Public Works - Utilities:
Engmeermg Review Mana~er
Land Use Review Manager
Environmental Planner
PPAP Coordmator
Utilmes Pro~ect Management Coordmator
Water Quahty Coordmator
Greenways Pro~ects Coordmator
Public Works - Transportation:
Public Works - Facilities and Asset
Management:
Parks and Recreation:
Open Space and Mountain Parks:
Environmental Affairs:
Transportat~on Pro~ects Coordmator
Transportat~on Operahons and Plamm~g Coordmator
FAM Manager
Assis[an[ Supenntendent of Parks, Plamm~g, and
ConstrucGOn
Env~ronmental Planner
Gnv~ronmental Sustamabil~ty Coordmator
Revisions to the CEAP evaluation and checklist format to reflect new city goals
and sustainability concerns.
Staff has assembled mformation about all phases of the PPAP into a new document titled,
"Project Planning and Approval Process Handbook." (Attachment B) The PPAP Handbook
describes, in detail, the procedures for each stage m the review and approval of ma~or crty
projects The handbook is designed for use by city pro~ect managers, crty staff involved m mastei
plannmg or pro~ect review, boards, and City Council Members of the public who would like to
provide mput on city rnaster plamm~g, design, and construction pro~ects will also find this
handbook useful.
ATTACHMENT A:
The Project Planning and Approval Process for CIP Projects
1. Departmental Master Planning
a Mester plan coordinatlon and assessment by Master Plan Coordinailon Commlttee
b Review and recommendatlon by deparlmental advlsory board and Planning Boerd
c City Councll review and acceptance of master plan
2. CIP: Budget Appropriation for Pro)ect Planning
a Presentation of CIP proJects In ihe annual proJect sharing meeting with pro~ect managars
b Review of the CIP proJect list by the director-level CIP Coordinatlon Committee
c Review of CIP pro~ect Ilst by Intertlepartmental Proiect Coordinatlon Grouo to Identlfy proJects requlring a CEAP, review
proJecis for consistency wlth master plans, and to recommend turther revlew processes as needed
d Review and recommendatlon to City Council by department atlvisory boartl and Planning Board
e Clty Councll review antl adoptlon of CIP with the budget
3. Pro]ect Planning and Design
Projects that require Concept and Site Plan
Review:
DRC Review of Concept Plan (Concept Revlew) (CEAP
checklist Is submitted with Concept Plan)
Planning Board revlews entl comments on concept plan
DRC Review of Slte Plan (Site Review)
Wetland permlt appllcations submitted (concurrent with siU
review)
Planning Board rewew and approval
Clty Councll call-up option
All other projects that require CEAPs:
Revlew of CEAP checklist by Prolect Coortllnation Grouo
(Tha commlttee could recommend technical document
revlew by DRC)
Advisory Board review and recommendation of the hnal
CEAP and ihe preferred proJect alternative
City Council cell-up option
4. Project Engineering and Final Design
Projects that require Technical Document
Review:
All other projects:
a Review of final design and engineering plans through
Technlcel Document revlew (DRCI
b Variances to the Design and Constructlon Standards are
documented by the project manager, revlewed and
approved by the Publlc Works tlirector where applicable
c Wetland and floodplaln permils are applietl for If
epplicable (concurrent wlth slte rewew If applicable)
a Vadances to ihe Design antl Consimchon Standards are
documented by tha proJect manager, revlewed and
approved by the Public Works director where applicable
b, Wetland and floodplaln permits are epplled for If required
5. Final Permitting
Projects that require building, flood, or right-of-way permits:
Permit review and issuance bv P&OS
6. Project Construction and Management
Projects that require building permits:
a Bwlding Inspection by P&DS as required
b. Rlght-of-way Inspection as required
Projects that require wetiand permits and
mitigation monitoring:
a Annual wetland monitoring and reporting as requlred