TO: Members of the City Council
FROM: Mayor Angela Birney
DEPARTMENT DIRECTOR CONTACT(S):
|
Planning and Community Development |
Jason Lynch (Interim Co-Director ) |
425-556-2483 |
DEPARTMENT STAFF:
|
Executive |
Lisa Maher |
Asst. Chief Operating Officer |
|
Public Works |
Chris Stenger |
Interim Director |
|
Planning and Community Development |
Seraphie Allen |
Interim Co-Director |
|
Fire |
Adrian Sheppard |
Chief |
|
Finance |
Kelley Cochran |
Director |
|
Executive |
Malisa Files |
Chief Operating Officer |
TITLE:
title
Creation of a New Department to Support Development Service Functions
OVERVIEW STATEMENT:
recommendation
Through 2025, staff worked with the Matrix Consulting Group on development services process improvement. The report was finalized in November 2025 and cited key challenges in the City’s development review function, such as unclear roles, responsibilities, and accountability structures, limitations in digital permitting, a disconnect between applicant and process, and, lack of automation. To tackle these challenges, the consultant outlined over 70 recommendations from low priority to high priority.
Based on the Matrix report, staff recommend creating a new department dedicated to development review services. The attachments to this memo outline the goals and structure of the proposed new department and the reorganization that will occur in the existing departments.
body
☒ Additional Background Information/Description of Proposal Attached
REQUESTED ACTION:
☒ Receive Information ☐ Provide Direction ☐ Approve
REQUEST RATIONALE:
• Relevant Plans/Policies:
N/A
• Required:
N/A
• Council Request:
N/A
• Other Key Facts:
Matrix Development Services Process Improvement Report; SB 2059 Timelines for Development Review Processes
OUTCOMES:
With the help of Matrix Consulting, the City conducted a performance assessment of development services. The goals of the assessment included:
• Ensure development services practices were efficient
• Functions were properly resourced
• Technology was being used appropriately
• Customer service expectations were consistent across all departments
• Departments involved in the process were collaborative and spoke with a single voice throughout the permitting process
In June 2026, the Matrix report was shared with Council. The report identified key issues and challenges, feedback from stakeholders, and best management practices and recommendations. As a result, a cross-departmental team was formed to analyze the recommendations and craft a solution to some of the challenges cited. The final recommendation, creation of a new department dedicated to development and permitting services, will be discussed with Council at the Study Session on September 8. Please see the presentation and materials attached.
COMMUNITY/STAKEHOLDER OUTREACH AND INVOLVEMENT:
• Timeline (previous or planned):
Community and stakeholder engagement occurred through OneRedmond, Master Builder meetings, and individual meetings with developers throughout the report process. Staff continue to meet with developers periodically to discuss timelines and process challenges.
• Outreach Methods and Results:
Group meetings, through OneRedmond and Master Builders, and individual meetings with developers.
• Feedback Summary:
Some of the feedback the City received includes, but is not limited to:
• Predictability in permit timeframes
• Improved webpage
• Creation of a comprehensive development guide handbook
• Alignment of expectations across departments
• Cross-training of front counter staff
• Consistent customer service expectations
BUDGET IMPACT:
Total Cost:
Total cost for the proposed new department is currently being calculated. Final costs and FTE counts will be presented in the upcoming budget process.
Approved in current biennial budget: ☐ Yes ☐ No ☒ N/A
Budget Offer Number:
N/A
Budget Priority:
Vibrant and Connected
Other budget impacts or additional costs: ☐ Yes ☐ No ☒ N/A
If yes, explain:
N/A
Funding source(s):
N/A
Budget/Funding Constraints:
N/A
☐ Additional budget details attached
COUNCIL REVIEW:
Previous Contact(s)
|
Date |
Meeting |
Requested Action |
|
N/A |
Item has not been presented to Council |
N/A |
Proposed Upcoming Contact(s)
|
Date |
Meeting |
Requested Action |
|
10/27/2026 |
Study Session |
Receive Information |
|
10/29/2026 |
Special Meeting |
Receive Information |
|
11/5/2026 |
Special Meeting |
Receive Information |
|
11/10/2026 |
Business Meeting |
Approve |
Time Constraints:
The recommended changes would occur with the adoption of the 2027-2028 Budget effective January 1, 2027.
ANTICIPATED RESULT IF NOT APPROVED:
If not approved, the reorganization would not take place. The Planning and Community Development Department would continue work to streamline processes and align work across departments.
ATTACHMENTS:
Attachment A: Presentation