a report from Councillor Craig Kelley, Chair of the Public Safety Committee, for a public hearing held on June 19, 2018 to review the whole licensing and permitting process and to discuss ways to make it more efficient

ATTACHMENTA PUBLIC SAFETY COMMITTEE COMMITTEE MEETING ~ AGENDA~ 3:00 PM Tuesday, June 19, 2018 Ackermann Room CALL OF THE MEETING The Public Safety Committee will conduct a public hearing to review the whole licensing and permitting process and to discuss ways to make it more efficient INTRODUCTION AND PRESENTATION Presentation by Councillor Kelley. CITY STAFF DIŞCUSSION By Committee members and City Staff PUBLIC COMMENT ADJOURNMENT Last Updated: 6/18/2018 12:38 PM cambridgema.gov City of Cambridge

Licensing and Permitting in Cambridge AMTACHMENT B

• Dog Licenses • Building Permits • Dumpster Permits • Common Victualer License • One day licenses for liquor • Street Closures for block parties 02 There are ZILLIONS of Licenses and Permits

i got dirty Some are clear, some are not

Help Permits gov/inspection Instructional Videos Instructions for Online Plumbing Permits Building / Electric / Online Permit Program CAMBRIDGE Food & Sanitary INSPECTIONAL Zoning log on to the online permit program. + Zoning Permits Instructions + Building Permits Instructions SERVICES DEPARTMENT Housing + Food and Sanitary Permits Instructions + Electric, Plumbing, and Gas Permits Instructions Instructions for Online Permits All Permit Applications Codes & Maps Inspectional Services > Online Permit Program Help > Instructions for Online Permits Preview the instructions for the following online permit applications before you Restaurant Ins

matter what the Department.... permit or a license, it's major no permitting Departments But if you need, or might need, a Arguably, there are four major

Services Alcohol License Hackney License One-Day Licenses View More Services Pole & Conduit Permit Common Victualler Licenses Noise Ordinance Information License Commission

Areas or walkathons. November 5, 2015 November 5, 2015 November 5, 2015 November 5, 2015 November 5, 2015 Special Events Recent Permits Our Services CAMBRIDGE WORKS Parks and Public Areas Apply for a Stormwater Control Permit Stormwater Control Permit Public Works > Permits and Documents Permits and Documents Discharge and Dewatering Permit Apply for a Temporary Construction Access Permit City Projects Temporary Construction Access Permit wastewater system from dewatering or pumping activities, Permit for any non-athletic type of event in City Parks or Public This permit regulates discharges to the municipal stormwater or Permit specifically for larger events such as parades, road races, Green Li

portation BLOCK PARTIES Cambridge, Massachusetts Apply For Your Permit Online portion of the street, a single block, for part of a day. Traffic, Parking & Transportation I raffic, Parking & Transportation Department > Permits > Block Parties Engineering & Planning Parking Tickets for-profit organization or an association on a City street requiring closing of a A block party is a community-based event hosted by a group of neighbors, a not- Permits

no accountability or consistency. Communication, Support, Guidance Some Issues People Have Raised City staff refuses to offer clear and accurate information, especially in writing. they did it wrong and they're not sure who told them to do it that way. There's Inquirers approach with questions, are offered answers, and then told later that

again signatures contractor to sit and wait all day • It can take up to a year to get a permit Some Issues People Have Raised Timelines and costs are often 2 to 3 times greater than anticipated people, bring it to ISD only to get another form that requires many more process and out of pocket expenses and fees aren't made clear up front. • City gives huge inspection windows- owner has to pay electrician or other • Application inefficiency- You have to get physical signatures from multiple • If someone at the City is on vacation, quits, etc., the business owner just has to sit and wait while paying rent, utilities, etc., until the case can be picked up • There's no one sheet or guide on how to navigate the permitting process. The

process setbacks. during delays. Small businesses suffer-and unfair process • Is the goal of ISD to make money or serve the public? Some Issues People Have Raised recommendations was issued in 2015, but so far nothing has happened. businesses do, and are punished, penalizea, set back, and have to higher costs. • Mistakes offer huge setbacks. A $100m project won't make mistakes, but small meeting, but Amazon can install a drop box in a public right of way without this businesses have to hire less experienced lawyers, thus having more problems and getting all the proper work done, paying out of pocket for rent/utilities and waiting • Outdated land use classification codes- forces innovative businesses to get special lawyers, contractors. Small businesses are often one person running around the City permits and variances that reduce their ability to successfully launch. A report with • To go from selling waffles to crepes is considered a change of use and requires a BZA • Lawyers are almost always needed to get a permit. There's a couple good lawyers who will ofter a seamless and quick process but are only attordable tor mega projects. Small • Big residential and corporate projects have the time and money for delays, inspections, • The difficult, expensive, and lengthy process prevents people of color from participating

• Final thoughts • We need more activation, less sanitation • How many projects are completed without problems? • How many business owners are satisfied with the process? getting an ax throwing bar, Boston has dozens of examples) Some Issues People Have Raised view, something that could have made the square look more fun and inviting) • Neighborhood association approval is often needed but is destructive to innovation, • Police detail needed for guitar player, fire detail needed for bbq in front of businesses • Somerville and Boston attract more interesting businesses, projects, etc. (Somerville is creativity, and progression (rooftop bar in Harvard Sq had to "hide" the bar from street • What standards and metrics does ISD use to determine efficiency and success?

in the new system. be the same access? Some Issues People Have Raised Loss ot capacity to look up permits on Energov system with DPW and ISD Will these migrate to the Open Data Portal and, if so, when and will there

permitting-licensing-599 • Review of best practices- • Review of online permitting Next Steps https://datasmart.ash.harvard.edu/news/article/streamlined- • Creation of ombudsman or similar instruction/shepherding function

REGULATION DATA-SMART CITY SOLUTIONS Regulatory Reform for the 21st Century City Streamlined Permitting & Licensing

process practices: PRINCIPLE 1 procedural steps. REGULATION DATA-SMART CITY SOLUTIONS BY REGULATORY REFORM TEAM • FEBRUARY 18, 2015 What are the requirements for license or permit eligibility? What processes are used to issue, renew, and/or revoke permits or licenses? Which licenses or permits are required to ensure public health and safety? businesses to open and prosper in the marketplace. To do this, cities should ask themselves: details, such as key contact information, average timeline, average cost, and average number of Circulate permit and license process maps amongst city staff and post online for the public. Include timelines for completion at each stage, cost, and number of procedural steps related to each To ensure a streamlined approach to permitting and licensing, cities should adopt the following best Publish permitting and licensing processes online - include the pertinent contact information, Cities should streamline the permitting and licensing process to ensure a clear and simple route for small

PRINCIPLE 2 + Value Proposition & Potential Barriers + Value Proposition & Potential Barriers + Resources, White Papers, and Case Studies + Resources, White Papers, and Case Studies + Best Practice Examples in Local Government + Best Prattle Examples in Local Government requirements and progress and submit their deliverables online. posted online in multiple languages. As much as possible, small businesses should be able to track Provide a "one-stop shop" for licenses and permits to streamline compliance for small businesses Cities should develop a portal that summarizes the requirements to obtain various permits and licenses. Agencies should be trained on which permits from other agencies go with their own. Checklists should be

refinement. PRINCIPLE 4 management metrics PRINCIRLE 3TY SOLUTIONS + Value Proposition & Potential Barriers + Value Proposition & Potential Barriers + Resources, White Papers, and Case Studies + Best Practice Examples in Local Government Enforce arustomer service mentality through small business feedback and performance Utilize 'lean approaches' when implementing regulations by piloting efforts, when possible The scope of the rule or policy can be widened as successive iterations yield feedback that leads to its A lean approach begins with rules and policies aimed at a sub-set of the end-state effected population. permits, performing inspections, etc.), that appreciates the monetary value of time to small businesses. Cities should create a customer service culture within city staff, regardless of the regulatory task (issuing

PRINCIPLE 5 TOPICS REGULATION implementation process agencies, small businesses and residents. + Value Proposition & Potential Barriers + Resources, White Papers, and Case Studies + Resources, White Papers, and Case Studies + Best Practice Examples in Local Government +* Best Practice Examples in Local Government business recommendations and feedback are incorporated into the development and Appoint a Regulatory or Small Business Ombudsman to guide small businesses through the of the Mayor's Office to drive regulatory reform. This person can liaise between the Mayor's Office, city regulatory process, advocate on behalf of small business when problems arise, and ensure small Cities should appoint a Regulatory or Small Business Ombudsman that can provide leadership on behalf

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