The Town of North Reading applied for and received $149,880 for a 43D Expedited Permitting Grant that will impact approximately 40 acres at the J.T. Berry Site which is zoned industrial/commercial [see above map].
This grant funds awarded to the Community Planning Department and the Town will implement an expedited permitting program that consists of several components. This includes consultant services to help revise existing rules and regulations as well as develop a Priority Development Site overlay district bylaw. The consultant services will also provide for an individual to implement the technological changes to streamline the permitting review and approval process, as well as the purchase of equipment to effectuate these changes. It is important to note that these changes will have the direct effect of expediting the permitting process for the Priority Development Site; however, the technological changes developed will also serve to streamline the
permitting process for all development in town, which has long been a priority for the Town of CityplaceNorth Reading. Essentially, incorporation of all of the above processes will ensure “one-stop permitting shopping” for developers, companies and residents of placeNorth Reading resulting in a more efficient and timely process for both customers and town officials alike.
Task I: Planning Consulting Services to Help Revise Existing Rules and Regulations
Funds Awarded for this Task: $17,425
The steps used to accomplish this task are as follows:
A. Review Rules and Regulations: The rules and regulations of the Planning Board, Conservation Commission, Water and Sewer Department, Board of Health, Zoning Board of Appeals and Engineering/Public Services will be reviewed. The major goal will be to identify timelines and items that may impact the decisions of other boards for compliance with 43D. A consolidated timeline of each board and commission in a manner that maximizes compliance with the timelines and establishes parallel reviews to ensure that critical information and decisions of each board and commission are provided to the other impacted boards and commissions to minimize delay. If need be, special meetings for PDS meetings will
be considered to ensure compliance with 43D. The consolidated rules and regulations will be submitted to each permitting department/board for adoption and consensus of all boards for implementation.
B. Consolidated Application Package: A Concise and Consolidated Application Package for PDS’s will be drafted. A paper version will be available, as well as an electronic application will be available on the Town’s website. The plans for the application will be scanned into the town’s large-scale format digital format/copier as well as the accompanying application into the town’s digital documentation system so that the application can be viewed by all on the town’s website. The applicant will be required to provide electronic copies of the plans in a format readable by the general public [pdf] and any additional submittal requirements such as aerial photographs, GIS maps, etc. will be required
as part of the electronic application. Furthermore, any lengthy documentation [i.e. traffic studies, fiscal impact studies, etc.] provided with the application will be required in a pdf. Format as well to ensure the public has easy access to this information.
C. Completed North Reading Permitting Guide: The permitting Guide will be updated and revised to include the newly incorporated PDS Review Process.
Task 2: Technical Consulting Services to Update Technology:
This task will involve contracting with one or more technical consultants to upgrade the Town’s technology in a manner to facilitate review and processing of development applications. As stated earlier, the town already has the majority of its applications available on-line; those departments that do not will have their applications available on the web as described above. The focus of this task will be to develop a system that will accommodate receipt of applications via the web. Thus, this task will focus on creating a web-based review process, implementation of a permit tracking software package, training and a determination of software and hardware needs in order to implement all of the above.
Funds Awarded for This Task: $29,500
The specific tasks will be as follows:
A. Review and Evaluate Permit Tracking Software: The permit tracking software options that are available will be reviewed; it is noted that emphasis will be placed on software packages that offer electronic permitting via public service modules so that customers who come into Town Hall can access and print existing permits and paperwork as well. The software will be evaluated with input from the Development Review Committee and a recommendation will be forwarded to the Town Administrator as to which software package that best meets placeNorth Reading’s permitting needs.
B. Develop Electronic Versions of Application Forms: For those departments that do not have electronic versions of applications available, these forms will be developed in conjunction with the planning consultant to facilitate the submission of application materials. It should be noted that although many departments have their applications available on the website, there is no mechanism in place for the applications to be submitted electronically. Where possible, common forms will be designed. At a minimum, the forms will be linked so that repetitive information such as the applicant’s name and address, consultants, project descriptions, etc. can be entered once and appear in all places where it is required.
C. Update Web Site: The Town’s web site will be updated to accommodate the electronic versions of application materials. The site will be modified to accept electronic versions of application materials, and to serve as a repository where application materials can be viewed by all town boards, commissions and departments, as well as abutters and the general public.
D. Determine Hardware and Software Needs: The technological hardware and software needed to accommodate the permit tracking system, electronic application, large-scale digital format copier and scanner for plans, digital documentation system and presentation equipment at meetings will be evaluated and recommended. These may include an upgraded server, updated monitors, monitors and printers for the public to use to access the permits when they are in town hall, presentation equipment such as projectors and screens for board meetings, and other related equipment.
E. Implementation of and Training for new Software and Hardware: The new software and hardware purchased as part of Task 3 below will be installed and Town officials will be trained in its use.
Measure of Success: The measures of success of this task include the identification and successful implementation of a permit tracking software specific to placeNorth Reading’s needs and regulations. The availability of electronic versions of application materials as well as an updated web site capable of accepting and displaying application materials will be the largest tools to measure the success of this Task. Furthermore, the accessibility of meeting hardware [i.e. projector and screen] for presentation purposes of large-scale development proposals will be used to both expedite and clarify the permitting processes during the public hearing phases. A list identifying the hardware needed to implement the permit tracking software as well
as town officials and board members possessing the ability to use the software will be the final measure of success.
Deliverables: the deliverables of this task are as follows:
1. Permit Tracking Software: A permit tracking software program will be identified and accompanied training for town officials will be completed as part of this task.
2. Updated Web Site: The Town’s web site will be revised to add the capability to utilize electronic applications for development projects and allow all submitted material to be viewed on line by permitting agencies, abutters and the general public. This will include accommodating electronic application forms with the ability to view electronic applications to be submitted by relevant parties.
3. Hardware and Software Needs: The hardware and software needed to implement the updated web site, presentation equipment, permitting software and cable TV links will be identified as part of this task.
4. Training: The training of town officials needed to use the new hardware and software will also be part of this task. Training for the permitting software is provided for in the below Task 3 instead.
Task 3: Purchase and Install Technological Hardware and Software
The software and hardware identified in Task 2 will be purchased and installed.
Requested Funds for This Task: $102,955
The specific tasks will be as follows:
A. Prepare Bid/Proposal Packages as required: Based on the recommendations of the technological consultants in conjunction with the Design Review Committee, one or more bid/proposal packages will be prepared for supplying and installing the software and hardware identified above. Bids will be advertised and packages mailed to prospective vendors.
B. Vendor Selection, Contract Award, and Completion of Installation: Upon receipt of bids, the Town will award the bid and oversee installation.
Measures of Success: The measures of success of this task include installation of the identified software and hardware within the allotted timeline.
Deliverables: Installation of software and hardware including a permitting tracking software, an upgraded server, and installation of customer service modules [including monitors and printers for public access in various departments], presentation equipment including a projector and screen and Installation of the Large Scale Digital Format Copier and Digital Documentation System.
BUDGET
Cost
TASK 1
A. Review Rules & Regulations $2,725
Assemble Meeting of Development Review Team $1,000
B. Follow up meetings with DRT and Boards/Commissions
Affected $1,925
C. Prepare Draft of Rules & Regulations for PDS’s $3,000
D. Legal Review of Rules & Regulations for PDS’s $2,500
E. Prepare Presentation Materials [i.e. brochure/hand-out] and
Present and Explain Zoning Amendments for PDS’s at
Town Meeting for Approval
$2,000
F. Prepare PDS Application Package $3,275
G. Review & Update placeNorth Reading Permitting Guide $1,000
Subtotal: $17,425
TASK 2
A. Review and Evaluate Permit Tracking Software $ 4,000
B. Develop Electronic Versions of Application Forms $15,000
C. Update Web Site $ 6,000
D. Determine Hardware and Software Needs $ 3,500
E. Implementation of and Training for new Hardware
[permit tracking software training is instead
included below – see attached quote] $ 1,000
Sub-Total $29,500
TASK 3
A. Prepare Bid/Proposal Packages as Required $2,500
B. Select Vendors, Award Contract & Complete Installation
Permit tracking Software [see attached quote –
Includes software for all permitting departments
As well as software access for public to use]
$50,680
Server Hardware $ 5,000
Workstation Hardware $ 9,775
Digital Documentation System $20,000
Large Scale [for Plans] Digital Copier/Scanner
[See Attached Quote] $11,000
Presentation Hardware $ 4,000
Sub-Total $102,955
TOTAL $149,880
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