Additional Opportunities to Streamline ADU Approval

Starting with a baseline understanding of existing conditions can help identify needed improvements to the application review and approval process. DOLA would be most likely to accept this as a supportive strategy if paired with one of the other opportunities in this list. An internal audit could include but is not limited to:

• Audit Processing Times and Bottlenecks - Establish a firm understanding of how long ADUs are taking to be reviewed and identify any process bottlenecks.
• Interview Staff - Hearing from staff at the permit counter and in all departments involved with ADU approvals can help identify challenges, from applicant feedback to experiences and observations throughout the process.
• Identify Streamline Opportunities - Put it all together and map out the internal process across departments to identify potential areas to improve.

Examples: Boulder (see case study)

Complementary Strategies and Opportunities: The following policies require some amount of auditing your internal review process, and make sense to pursue at the same time as this strategy:

• Providing Pre-Approved ADU Plans
• Developing Allowances and Guidance for Garage Conversions
• Conducting Industry Outreach
• Requiring Only a Building Permit
• Conducting Concurrent Departmental Application Review
• Assigning a Dedicated ADU Reviewer(s) and/or ADU Key Contact
• Offering “Over The Counter” ADU Review Hours
• Ensuring Factory-Built Units Receive Efficient Review

ADU Technical Assistance for Homeowners is also an important follow-up strategy; any updates to your application/review/permitting process should be communicated to homeowners in a clear, accessible way. 

Toolkit Resources: Process Improvements: Application Checklist

Engage with building and other industry professionals who have built ADUs in your community to understand current challenges by conducting a focus group or survey. DOLA would be most likely to accept this as a supportive strategy if paired with one of the other opportunities in this list. Learning first-hand about what is working and any pain points will not only help to inform the application and process audit, but could also help you identify frequently asked questions to develop into an FAQ for the public. Connecting with professionals also presents an opportunity to update them on current ADU programs and advancements. 

Complementary Opportunities: Auditing Application Review Process (as a follow-up to industry outreach results), ADU Technical Assistance for Homeowners

Toolkit Resources: Industry Outreach: Focus Group Questions

Simplifying the application process by requiring only a building permit benefits both staff and applicants. Once ADU codes and zoning standards have been adopted, an application can be approved ministerially if it meets all requirements. If deemed complete during plan check, it would then move on to the building permit review to ensure safety and compliance with building codes. In rare cases, an application may need to undergo a discretionary review, such as requiring a variance. Moving to a single permit review for ADUs has been shown to reduce staff time, expedite the review process, and reduce stress and cost for applicants.

Examples: Boulder (see case study), Summit County (see case study)

Complementary Strategies and Opportunities: Auditing Application Review Process, ADU Technical Assistance for Homeowners

Having a clear understanding of every step involved in an ADU project is incredibly valuable for both homeowners and building professionals. Knowing what’s required—from submittal materials to steps in the process—helps applicants navigate the system with greater confidence and often leads to more complete applications. Creating a detailed submittal and application checklist is an effective way to clarify requirements, align permitting staff, and support applicants throughout the process. This checklist could also be expanded into a full project roadmap, outlining post-approval steps and key inspection milestones so applicants know what to expect through to completion.

Examples: Lafayette

Complementary Strategies and Opportunities: Auditing Application Review Process, ADU Technical Assistance for Homeowners

Toolkit Resources: Process Improvements: Application Checklist

DOLA would be most likely to accept this as a supportive strategy if paired with one of the other opportunities in this list. Offering concurrent review and providing a unified set of comments can be an important tool to streamline the review process. Jurisdictions with a higher volume of ADU applications have found success reviewing concurrently, which can happen a few different ways: the planner that conducts plan check acts as the coordinator, distributing the application materials to all necessary departments, digital submission portals allow for a similar distribution or collaborative review, or staff from all needed department hold a standing meeting to review together. However the concurrent review is conducted, once complete a consolidated set of comments is provided to the applicant.

Complementary Strategies and Opportunities: Auditing Application Review Process, ADU Technical Assistance for Homeowners

Assigning dedicated staff to handle all ADU applications and answer homeowner questions can be incredibly helpful to both departments and applicants. This ensures consistency, following through on loose ends throughout an application review, and a friendly, known face for applicants. This can be achieved in a few ways: permit specialists or planners assigned to each application to see it through until approval, a team that works together, or assigning an ADU specialist to answer questions and coordinate between applicants and departments. 

Complementary Strategies and Opportunities: Providing Pre-Approved ADU Plans, Auditing Application Review Process, ADU Technical Assistance for Homeowners

Applicants can benefit from receiving ADU comments in real time, particularly homeowners, who often lack expertise. Providing a designated time each week for people to ask a permit specialist or planner questions can go a long way towards helping them start or continue a project and submit an application. Piloting a set of hours (e.g., 2-4 pm every Wednesday) and sharing this opportunity widely along with public information, is a great way to advance ADU development.

Examples: Campbell, CA Express ADU Program and San Jose, CA

Complementary Strategies and Opportunities: Auditing Application Review Process, ADU Technical Assistance for Homeowners

Compliance with HB24-1152 eliminates many of the typical barriers to factory-built ADUs, such as subjective design standards. However, local review and permitting processes can still make installing a factory-built unit unduly difficult. Review your code for any definitions that may make the use or placement of factory-built units challenging, including required inspections. Think critically about what is possible for a factory-built unit and how it differs from custom site-built designs, with a goal of eliminating policy/enforcement loopholes that put factory-built units at risk. 

If doing a comprehensive audit of your ADU review and permitting process (see above), pay particular attention to the process for permitting a factory-built design – including utility hookups, foundation plan review, setbacks and placement, etc. Potentially interview property owners who have installed a factory-built ADU and any popular and/or local companies that provide factory-built units to see what their experience has been like. 

Complementary Strategies and Opportunities: Encouraging Factory-Built ADUs, Auditing Application Review Process, ADU Technical Assistance for Homeowners, Providing a Vendor Registry or other Connections to Local ADU Professionals, Incentivizing Accessible ADUs