Administrative permits

Step 1.Application intake

Prospective applicants should reach out to PlanningDept@menlopark.gov to initiate the administrative permit submittal process. Staff will confirm that the proposed use requires an administrative permit and work with the applicant to submit all required documents. See the application submittal guidelines(PDF, 460KB) for more information about typical requirements. As part of the intake process, staff will schedule a meeting with the applicant to review the proposal and coordinate next steps.

The applicant will also be asked to create an account on the online permit center, if they don't already have one. At the conclusion of this phase, staff will create a record in the City's online permit center and invoice any required fees.  

Step 2.Fee payment

As specified on the fees and payments page, the applicant submits payment online for all invoiced fees. Review of the request is paused while fee payment is pending. 

Step 3.Staff review

Following fee payment, a Planning Division staff member will be assigned to oversee the proposal, and they will commence detailed review. Within 30 days, staff will confirm whether the application is complete/consistent and thus ready for action, or whether corrections/augmentations are required. In the latter case, a letter specifying all questions or issues will be issued, and the application will go into "pending resubmittal" status. Once the applicant resubmits via the online permit center, the staff review cycle will start again. Note that multiple rounds of review could be required before a proposal is ready for action. 

Step 4.Notification of intent to act

Once an administrative permit application is deemed complete/consistent, staff will prepare the formal notification of intent to act, which will be printed and mailed to owners/occupants of property near the proposed site (typically 300 feet, but larger distances may be required for certain proposals). This notice will include a summary of the proposal and the Community Development Director's tentative action (approval or denial, e.g.), along with instructions for registering comments or questions. The notice will state the intended action date, which must be at least 15 days from when the notice is sent.

Step 5.Review of public input

If any comments or questions from the public are received, those will be considered by staff, and they could affect the tentative action. 

Step 6.Action

Once public input has been considered (if applicable), staff will issue the formal action notice to the applicant, Planning Commission, and any member of the public who has requested notification. The action will include the required findings and any conditions of approval.

Step 7.Appeal period

Any person may appeal an administrative permit action within fifteen (15) days following the Community Development Director's final decision. If appealed, the Planning Commission will consider the action at a public hearing, typically within forty-five (45) days. Planning Commission actions may themselves be appealed to the City Council. 

Step 8.Implementation

If approved, an administrative permit must be implemented within a required period, typically one (1) year. Approved administrative permits must also adhere to all conditions of approval, and permits may be revoked if conditions are violated or other findings are triggered.