Planning Performance Metrics

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Summary.

Report  - To view all metrics in one view, see the Planning Performance Metrics. The metrics will be updated on a bi-weekly basis. View previously issued reports.

Report by Year - The following table compares 2022 actuals with 2023 actuals and year-to-date data for 2024. Planning Performance Metrics By Year 

Overview  - As part of a broad effort to improve customer service for residents who are working on rebuilding, building, repairing and renovating their homes, the City has increased funding and staffing, created new tools and processes, and launched this new webpage showing performance metrics for the Planning Department’s project permitting process. 

Due to an ongoing shortage of full-time staff members and challenges in recruiting and retaining staff, the Planning Department has been unable to review applications as quickly as it should. In response, the City has taken a number of measures, including allocating funds from the General Fund Undesignated Reserve on November 28, 2022 for additional contract planners to help move projects forward. The Metrics webpage is meant to ensure that the use of contract planners is improving performance and is an important part of providing transparency and accountability. 

The metrics, which were established by the Planning Department and approved by the City Council, will be updated every two weeks. Each metric shows the target performance and the success rate, or the number of projects for which the target was met. The metrics webpage is being introduced as a pilot program and initially will track performance for the period of January through June 2023.


2024 Planning Performance Metrics - Below are metrics for applications received in 2024. To view the Department's performance in 2023 see the Report by Year.

  1. Metric 1
  2. Metric 2
  3. Metric 3
  4. Metric 4
  5. Metric 5

Metric #1 - Initial Response 

What percentage of applications received an incomplete letter, complete letter, or decision within 30 days from the date of application submittal?

Metric1.


*Data as of 2/23/24. Actual: 666 of 913 applications met the target. The percentage of applications that received an initial response within 30 days is 73%, compared to 73% reported on February 9, 2024. 

Why is this metric important?

In 2022, 35% of applications received an initial response from the Planning Department within 30 days. It is important to track this metric to measure the Department’s ability to provide predictable and timely responses to applicants. In addition, this target will assist the Department in analyzing what improvements can be made to both internal and external processes that affect the review cycle of permit applications.

How is the data calculated?

The data for this metric comes from the City's permitting system, Development Database, and includes all application types submitted in 2024, excluding applications where the City of Malibu is the applicant and applications withdrawn by an applicant prior to a Planning decision being issued. The percentage is calculated by taking the total number of applications that have exceeded 30 days from the date the application was submitted by the number of responses provided within 30 days. The response may be in the form of an incomplete or complete application determination, or the issuance of a decision. 

  1. Metric 6
  2. Metric 7
  3. Metric 8
  4. Metric 9

Metric #6- Over-the-Counter Level 2 Applications

The percentage of applications that received a decision within 30 days of submittal. Over-the-Counter Level 2 Applications include interior remodels, exterior remodels under 5%, and minor exterior site improvements.

Metric6.

*Data as of 2/23/24. Actual: 47 of 166 applications met the target. The percentage of OC Level II applications that received a decision within 30 days is 28%, compared to 27% last reported on February 9, 2024. Though decisions were not issued within 30 days due to pending City and agency reviews, staff submitted corrections within 30 days. 

why is this metric important?

In 2022, 17% of Over-the-Counter Level II applications received a decision within thirty days. The purpose of this application is to expedite site improvements that do not require an Administrative Plan Review. This metric is specifically for Over-the-Counter applications, that due to the scope and location of the proposed work, review by Planning and other Departments is required. This metric represents the effectiveness of submittal and pre-application information provided to its residents, the Department’s ability to perform an initial screening that checks for completeness and ensures that applications are ready for review. Lastly, it is important to track this metric because it helps the Planning Department further analyze why targets are not being met and what improvements can be made to both internal and external processes that affect the review cycle of permit applications.

How is the data calculated?

The data for this metric comes from the City's permitting system, Development Database, and includes Over-the-Counter Level 2 applications, received in 2024, which typically require review by the Planning Department and other City Departments.  The dataset excludes applications where the City of Malibu is the applicant. The percentage is calculated by taking the total number of applications exceeding 30 days from the date of submittal by the number of decisions issued within 30 days.