Start: A one-minute site snapshot

• Tell me in one sentence what the site is and what you hope to build there.
• How far into due diligence is the site, and when does your contract or option window end? Options: Contract/option ends within 2 weeks, Within 1 month, 1–2 months, 3+ months, No fixed end date
• Which approvals do you expect to need for this project? Options: Zoning change/rezone, Variance(s), Conditional use permit, Environmental review (EIR/EA/other), Subdivision/platting, Wetlands/permits from state or federal agencies, Building permits only, Other
• Who on your team will be the day-to-day contact for entitlement decisions and fast approvals?
• Walk me through the last time you ran a similar entitlement process, and what surprised you most about the timeline or outcome.

What could make you walk away

• If one regulatory, environmental, or political issue forced you to walk away this week, what would it be?
• Point to the zoning or land-use constraint at this site that concerns you most right now.
• How often do neighboring residents or local groups mobilize in this jurisdiction? Options: Almost every project, Occasionally, Rarely, Never
• When environmental studies have flagged a fatal flaw on past projects you know about, what did that look like and how long did it delay or stop the work?
• What single cost exposure during entitlement would make the project financially unviable? Options: Carrying cost increase, Mitigation cost increase, Required design changes, Legal or litigation exposure, Other

The other ways you might try to get this done

• What would have to be true about your current advisor or doing it internally for you to decide not to change course?
• Select the options you are actively evaluating right now. Options: Keep incumbent consultant, Use internal entitlement team, Hire a national firm, Hire a local jurisdiction specialist, Engage only legal counsel, Handle in-house without outside help, Other
• Tell me which internal role has proposed solving this without an outside partner, and what their main rationale is.
• How long would you be willing to stay with the incumbent before changing vendors if approvals stall? Options: Less than 30 days, 30–60 days, 60–90 days, More than 90 days, Unsure
• If an incumbent or internal team claims deep local relationships, what specific evidence would convince you those connections are real?

Where the approval pathway is most fragile

• If a single jurisdictional decision could change the whole project, which decision is it and why?
• Identify the elected officials, planning staff, or agency leaders most likely to influence this approval.
• List the agencies likely to require environmental review, and indicate whether you already have baseline reports for any of them. Options: Federal agencies, State environmental agency, Regional water board, County planning, City planning, None yet
• How open is your team to accepting conditional approvals with mitigation requirements versus seeking full waivers or variances up front? Options: Prefer conditional with mitigation, Prefer to seek full waivers, Mix depending on issue, Undecided
• If public hearings become the battleground, what resources are you prepared to commit to outreach, and what would you not do?

Operational readiness, the practical yes/no checks

• If your timeline is fixed, what single missing deliverable from your side would prevent us from starting submissions?
• Select the materials you already have versus those you still need to obtain. Options: Title report, ALTA/land survey, Phase I environmental site assessment, Geotechnical report, Traffic study, Easements and access agreements, None available yet
• Identify the role that owns release authority for third-party consultants and project budgets in your organization.
• Are there technical integration points we must connect with, such as your project management system, document repository, or secure data room? Options: Project management tool, Secure data room, Internal legal repository, Accounting systems for invoicing, No integrations required, Other
• How clean and accessible is the baseline site data, for example CAD files, geotechnical logs, or prior environmental reports? Options: Fully accessible and current, Partially available, Fragmented and incomplete, Not available
• Which regulatory approvals or internal sign-offs are absolute preconditions before any consultant work can be billed to the project?

Timeline pressure and what you will pay to buy speed

• If an extra month in entitlement adds material carrying cost, how many months would force you to pause the project? Options: 1 month, 2 months, 3 months, More than 3 months, Would not pause
• Select the monthly carrying cost range you estimate for this site. Options: Under $10k, $10k–$50k, $50k–$150k, $150k–$500k, Over $500k, Unsure
• Select the budget line items you would increase to buy speed, for example expanded outreach or expedited studies. Options: Expanded community outreach, Additional environmental sampling, Expedited technical studies, Legal lobbying or briefings, Higher contingency for conditions, None
• When faced with time versus scope trade-offs, which do you prioritize most? Options: Speed to hearing/permit, Minimal post-approval conditions, Lowest immediate cost, Preserve design intent
• What would need to happen in the first 30 days to make you feel this engagement is on track?

Decision makers, acceptance criteria, and governance

• Identify the role with final sign-off authority to accept entitlements and release payments.
• Select the internal criteria you will use to accept our deliverables at milestone close. Options: Permits issued, Agency condition list documented, Regulatory concurrence received, Client executive sign-off, Title and access confirmed, Other
• How quickly can your procurement or legal team review and approve a statement of work? Options: Within 1 week, 1–2 weeks, 2–4 weeks, More than 4 weeks, Unsure
• If early feasibility reveals a fatal jurisdictional barrier, who within your leadership will make the call to stop or proceed?
• What single contractual term would you need changed before you could sign?

If everything lines up, how quickly do we get started

• If we proved we could meet your critical timeline in a pilot phase, what would stop you from signing that week?
• How soon do you want to begin work, and what internal milestone governs that start? Options: Immediately, Within 2 weeks, Within 30 days, In 60+ days, Awaiting budget cycle
• Which payment milestones or phasing structures make you comfortable? Options: Fixed fee per phase, Retainer plus success fee, Time and materials, Milestone invoicing tied to approvals, Other
• Are there suppliers or subcontractors you require us to use for studies or outreach? Options: Yes, list required vendors next, No required vendors, Prefer local vendors, Open to our recommendations
• List any vendors or firms you require or strongly prefer, and explain why.
• Finally, summarize your internal momentum to move now: are you ready, need minor approvals, need major approvals, or blocked? Options: Ready to sign, Need minor approvals, Need major approvals, Blocked by deal terms

• Regulatory Strategy Kickoff and Assumptions Alignment
• Stakeholder Mapping and Position Assessment
• Approval Pathway Sequencing and Critical Path Draft
• Mitigation Options and Hearing Playbook Alignment

• Draft the outreach timeline and talking points for pre-filing meetings and community engagement steps.
• Prepare outreach briefs for the top three influencers including likely questions and necessary technical back-up.
• Collect or request public records, prior meeting minutes, and voting histories needed to validate stakeholder assessments.
• Review stakeholder map and constraints
• A draft approval roadmap with timelineed milestones, a clearly identified critical path, and documented dependencies.
• A list of timing risks and contingency triggers that will be monitored during execution.
• Produce the timelineed approval roadmap in a format suitable for review and client sign-off.
• List required application packages and technical reports with estimated preparation times.
• Identify any external consultants or technical studies that must be secured to meet the critical path.
• Review critical risks identified on the roadmap
• A ratified mitigation plan that pairs each critical risk with a primary and contingency measure and specifies required evidence.
• An approved hearing playbook and outreach timeline that lists materials and milestone sign-offs needed for each hearing.
• Prepare the hearing presentation and supporting technical appendix for the first scheduled hearing.
• Compile and tag the environmental and technical backup documents required to support mitigation claims.
• Confirm scope and success criteria
• A signed project fact sheet that records scope, timeline constraints, and success criteria for the regulatory strategy.
• An assumptions log that lists all validation tasks and unknowns to be resolved in the next session.
• Produce and circulate the project fact sheet and assumptions log for confirmation.
• Assemble and share baseline site documents, including contract, title excerpts, zoning map, and any prior approvals.
• List outstanding data needs and deadline to supply them before the next workshop.
• Recap confirmed project facts
• A stakeholder map that lists each stakeholder, their likely position, influence level, and flagged concerns.
• Named liaison roles and a short list of verification tasks to validate the most influential stakeholders.
• Compile a stakeholder contact list with documented public positions and source links where available.
• List required permits and discretionary approvals
• Present hearing strategy and outreach sequencing
• Validate site facts and contract constraints
• Identify and classify stakeholders
• Sequence approvals and identify dependencies
• List known regulatory constraints and prior approvals
• Workshop mitigation tradeoffs and fallback options
• Assess stakeholder positions and likely concerns
• Estimate timing, hearing windows, and contingency triggers
• Agree the assumptions log and open questions
• Map influence, decision points, and liaison roles
• Confirm playbook materials and milestone sign-offs
• Confirm roadmap review process and milestones for sign-off
• Confirm data gaps and verification tasks

• Entitlement Roadmap Workshop

• You confirm the roadmap structure eliminates the schedule uncertainty identified in discovery.
• Confirm the current state and its cost
• Deliver a draft timelineed entitlement roadmap incorporating today's inputs and two contingency paths within five business days.
• You agree on a prioritized list of required applications, environmental milestones, and hearing steps with estimated durations.
• Map required applications to a timeline
• Provide any outstanding site constraints, title items, known community opposition notes, and jurisdiction-specific timing assumptions before the draft delivery.
• Confirm the target budget range for entitlement work to align contingency options with available spend.
• Show environmental milestones and dependencies
• You accept the proposed contingency triggers and the next-step deliverable timeline for a finalized entitlement roadmap.
• Validate hearing strategy and stakeholder timing
• Present contingency options and decision triggers
• Forced validation, confirm this matches your need
• Agree next steps and ownerable deliverables

• Entitlement Roadmap Workshop
• Entitlement Roadmap Deck
• Entitlement Roadmap Brief

• meeting
• slides
• document

• Prepare zoning and entitlement application packages
• Draft variance and conditional use permit applications
• Prepare CEQA/NEPA environmental compliance reports
• Coordinate required technical studies (traffic, geotech, arborist)
• Manage agency submittals and comment responses
• Conduct community outreach and stakeholder meetings
• Prepare hearing presentation materials and exhibits
• Represent project at planning commission and council hearings
• Negotiate approval conditions with planning staff and agencies
• Prepare entitlement condition compliance monitoring plan
• Expedite building permit review and submittals
• Coordinate utility and agency permits (water, sewer, fire)
• Prepare and record development agreements and covenants
• Deliver post-approval reporting and permit closeout

Prepare zoning and entitlement application packages

• Provide the parcel identifier(s) (APN or parcel number) and the address to be used on the planning application form
• Describe the package components you expect included (site plan, project narrative, floor area ratio calculations, project data table) Options: Site plan, Project narrative, Project data table, Floor area calculations, Existing conditions survey
• Indicate which jurisdictional intake portal or planning counter (for example, online application portal, in-person submittal) will receive the application Options: Online portal, In-person counter, Email upload, Third-party filing service
• Attach or summarize any pre-submission check or intake comments already provided by planning staff or intake review
• Estimate the target completeness review window required by the jurisdiction (example: 30 days, 60 days) Options: 14 days, 30 days, 45 days, 60+ days
• Define the acceptance criteria the jurisdiction must sign off on for the entitlement package to be considered complete (e.g., accepted application receipt, fee acceptance, completeness letter) Options: Accepted application receipt, Completeness letter from jurisdiction, Payment of filing fees confirmed

Draft variance and conditional use permit applications

• List the specific variances or conditional use permit (CUP) requests contemplated and reference the code section or development standard being waived
• Identify the tangible project plans or exhibits required to support a variance or CUP (site plan, elevations, shadow study, parking plan) Options: Site plan, Elevations, Parking plan, Shadow study, Landscape plan
• Who will prepare the legal description and ownership exhibits needed for the variance/CUP application and record submittals? Options: You will provide, We will prepare, Third-party surveyor provided
• State whether a neighborhood compatibility or architectural review checklist is required by the jurisdiction and who will complete it Options: Checklist required and we complete, Checklist required and you provide, Checklist not required
• Estimate whether the variance/CUP will require route to an architectural review board or design review panel and note any known hearing cadence (monthly, biweekly) Options: Design review required, Direct to planning commission, Likely council review after commission
• Specify any pre-application meeting deliverables desired for the variance/CUP (pre-app memo, revised site plan, scope memo) Options: Pre-app memo, Revised site plan, Scope memo, No pre-app needed

Prepare CEQA/NEPA environmental compliance reports

• Identify the environmental review pathway anticipated (Categorical Exemption, Initial Study/Mitigated Negative Declaration, Environmental Impact Report, NEPA Categorical Exclusion) Options: Categorical Exemption, Initial Study / MND, Environmental Impact Report, NEPA pathway needed
• Specify which core environmental artifacts are available or required for scoping (previous IS/MND, biological assessment, Phase I environmental site assessment) Options: Previous IS/MND, Biological assessment, Phase I ESA, None available
• Indicate whether a formal checklist or scoping meeting with the lead agency is required and who will arrange it Options: Lead agency scoping required and we arrange, Lead agency scoping required and you arrange, No scoping meeting expected
• Outline the traffic-related thresholds or significance criteria that must be evaluated in the environmental report (for example, VMT threshold, LOS standard) Options: Vehicle Miles Traveled (VMT), Level of Service (LOS), Air quality thresholds, GHG thresholds
• Describe the document deliverable you expect for approval of environmental compliance (draft IS/MND for public review, final EIR, notice of exemption) and the target public circulation period Options: Draft for public review, Final document, Notice of Exemption
• Identify any regulatory species, habitat mapping, or cultural resources reports already completed that must be folded into the CEQA/NEPA package (e.g., oak woodland report, archaeological survey) Options: Arborist report present, Archaeological survey present, Biological survey present, None

Coordinate required technical studies (traffic, geotech, arborist)

• Select which technical studies you want coordinated as part of scope: traffic impact analysis (TIA), geotechnical report, arborist report, noise study, stormwater report Options: Traffic impact analysis (TIA), Geotechnical report, Arborist report, Noise study, Stormwater report
• Provide the preferred or required study authors/consultant categories (local traffic engineer, licensed geotechnical engineer, certified arborist) and any jurisdictional prequalification needs Options: Local traffic engineer, Licensed geotechnical engineer, Certified arborist, Acoustic specialist
• Describe the baseline data each study must use (traffic counts by year, soil borings depth and number, tree inventory in DOT format)
• Identify any study integration points we must manage (tie TIA intersection turning counts to CEQA VMT analysis, import geotech constraints into site grading plan)
• State the timeline constraints for each study relative to application submittal (example: allowable 30-day traffic count window, required soil borings before site plan final) Options: Traffic counts within 30 days, Soil borings before schematic grading, No constraint
• Who will secure access for fieldwork (site access permission, utility locate, tree-owner consent)? Options: You provide access, We coordinate access, Third-party arranges

Manage agency submittals and comment responses

• List the permitting agencies and contacts known for the project (planning, public works, environmental health, regional water board, fire marshal)
• Indicate whether the jurisdiction requires comment-response tables tied to each agency comment and which file format they prefer (tracked PDF, redline, spreadsheet) Options: Tracked PDF, Redline, Spreadsheet (comment-response matrix)
• Specify expected review cycles to budget for (number of rounds typical for planning staff, public works review, environmental clearance) Options: 1 round, 2 rounds, 3+ rounds
• Who will be the named response owner for agency technical questions during comment rounds and what is their contact escalation path?
• Identify any electronic agency submission systems we must use (e.g., agency submittal portal, plan review portal) and whether you have existing credentials Options: Agency portal - credentials available, Agency portal - need us to register, No portal, mail/in-person only
• Estimate the maximum allowed turnaround time for us to respond to agency comments to stay on your desired timeline (example: 7 business days, 14 business days) Options: 5 business days, 7 business days, 14 business days

Conduct community outreach and stakeholder meetings

• Provide the stakeholder list for outreach including homeowner associations, neighborhood groups, and elected officials with contact details
• Which outreach formats do you want included: doorhanger notices, neighborhood meeting, virtual webinar, one-on-one councilmember briefings? Options: Doorhanger / mailed notices, Neighborhood meeting, Virtual webinar, One-on-one briefings
• Indicate required public noticing artifacts and timelines the jurisdiction mandates (radius notice distances, 10-day/20-day posting requirements) Options: Radius notice (300 ft), Mail notice (500 ft), Posting for 10 days, Posting for 20 days
• Describe the deliverables you expect for outreach (meeting summary, attendee list, presentation slides, comment log) Options: Meeting summary, Attendee list, Presentation slides, Comment log
• Who will approve outreach messaging and exhibits prior to distribution (project manager, legal counsel, community liaison)? Options: You will approve, We will draft and you approve, Joint approval
• State whether mitigation commitments will be negotiated publicly and if so which artifacts must be captured in the public record (revised project description, mitigation agreement) Options: Yes - capture revised project description, Yes - capture mitigation agreement, No public negotiation expected

Prepare hearing presentation materials and exhibits

• Specify the hearing packet components required by the commission or council (staff report cover sheet, presentation slides, site plan exhibit, elevation boards) Options: Staff report cover sheet, Presentation slides, Site plan exhibit, Elevation boards
• Which exhibit formats do you prefer for hearings (large-format boards, PDF for projector, online exhibit folder)? Options: Large-format boards, PDF projector-ready, Online exhibit folder
• Identify the storyboard or narrative points the hearing presentation must cover (project benefits, parking solution, shade and tree mitigation)
• Who will be the designated presenter(s) at the hearing and who should prepare their speaker notes and rebuttal talking points? Options: You present, We present, Joint presentation
• Provide any previous hearing transcripts or minutes that must be referenced in the presentation package
• Estimate how many exhibit sets must be printed and delivered to the planning counter versus provided digitally Options: Printed sets (5), Printed sets (10), Digital only

Represent project at planning commission and council hearings

• Select which hearings require in-person representation versus virtual attendance Options: Planning commission in-person, City council in-person, Either virtual or in-person
• List the decision makers or councilmembers you want briefed in advance and specify the briefing artifacts required
• Indicate the level of legal support requested for hearings (land use attorney for oral argument, counsel on standby, no counsel) Options: Attorney for oral argument, Attorney on standby, No counsel required
• Describe post-hearing deliverables you expect if the hearing is continued or receives conditions (revised exhibits, response memo, updated conditions of approval) Options: Revised exhibits, Response memo, Updated conditions
• Who will manage hearing day logistics (exhibit transport, AV check, speaker coordination)? Options: We manage, You manage, Joint management
• State any limits on rebuttal scope we should observe (topics off-limits, time limits, sensitive neighbors to avoid naming)

Negotiate approval conditions with planning staff and agencies

• Identify the types of conditions you are willing to accept (fee payments, offsite improvements, habitat mitigation, affordable housing units) and any that are non-starters Options: Acceptable with negotiation, Acceptable as-is, Non-starter
• Which draft mitigation measures must be modeled into the site plan (tree replacement ratios, stormwater BMPs, affordable housing set-aside)? Options: Tree replacement, Stormwater BMPs, Affordable housing set-aside, Traffic mitigation
• Who will be authorized to execute negotiated condition language or minor redlines on your behalf? Options: You authorize named signer, We prepare and you sign, Joint review required
• Describe how condition compliance costs should be estimated and whether a contingency budget percentage is required (example: 10% contingency) Options: No contingency, 5% contingency, 10% contingency, Custom percentage
• Specify whether conditions requiring offsite work need separate design-level exhibits or are acceptable as conceptual sketches Options: Design-level exhibits required, Conceptual sketches acceptable
• Indicate preferred documentation format for agreed conditions (redline PDF, signed memorandum, formal conditions of approval) Options: Redline PDF, Signed memorandum, Formal conditions of approval

Prepare entitlement condition compliance monitoring plan

• Specify which conditions of approval will require ongoing monitoring and reference the artifact that documents each condition (COA section number, mitigation measure ID, MMRP item)
• Describe the monitoring artifacts you expect: Mitigation Monitoring and Reporting Program (MMRP), monitoring checklists, responsible party roster, schedule of monitoring events Options: MMRP, Monitoring checklists, Responsible party roster, Monitoring schedule
• Name the responsible owner for each monitoring category (construction monitoring, post-occupancy inspections, habitat monitoring) and include contact details
• State measurable thresholds for compliance reporting where applicable (example: percent tree survival at 1 year, stormwater sample concentrations below X mg/L)
• Indicate reporting cadence and delivery format for compliance reports (monthly PDF, quarterly online filing, annual certified report) Options: Monthly PDF, Quarterly online filing, Annual certified report
• Define the acceptance evidence that will demonstrate condition compliance for closeout (inspector sign-off, recorded covenant, laboratory results) Options: Inspector sign-off, Recorded covenant, Laboratory results

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Fee Schedule & Payment Milestones
• Retainer & Initial Deposit Agreement
• Authorization to Act as Agent for Agency Filings
• Site Access & Data Sharing Authorization
• Project Governance & Escalation Agreement
• Change Order Agreement
• Termination, Refund & Closeout Schedule

• Post-Approval Readiness Check
• First Post-Approval Outcome Review
• Operational Compliance Review (Quarterly)
• Annual Post-Approval Outcomes Review

• Document any unresolved conditions with remediation timelines and expected evidence for closure.
• Update the metric dashboard with source data and share it for verification before the next review.
• Review rolling compliance metrics and trends
• Maintain or improve the open condition item count toward the Engagement Scope target by the next quarter.
• Resolve or reclassify any community or agency issues that compromise permit condition compliance.
• Publish the quarterly compliance scorecard with evidence attachments for each closed and open condition.
• Log and classify enhancement requests with impact estimates and proposed treatment (operational, scope change, or deferred).
• Confirm next quarter closure targets for the top 10 open condition items and their expected dates.
• Present 12-month outcomes and metric assessment
• Certify the 12-month condition compliance status against Engagement Scope targets or document required remediation.
• Agree a documented long-term monitoring and archival plan for residual obligations.
• Produce the annual compliance report summarizing metrics, evidence, and any remediation required.
• Publish the long-term monitoring schedule and archival instructions for permit and compliance records.
• Reconfirm acceptance criteria and ownership
• Condition register and owner list confirmed as accurate for immediate monitoring.
• List of missing permit handoff documents and remediation steps with target dates documented.
• Publish the updated condition register with evidence links and target close dates.
• Deliver a consolidated list of missing building-permit documents and the timeline to provide them.
• Schedule first outcomes review and circulate required metric sources in advance.
• Present first outcome data
• Confirm whether permit condition compliance rate is on track versus targets recorded in Engagement Scope and document variance if any.
• Agree a time-bound remediation plan for the top condition issues driving the average days to close condition items metric.
• Produce a remediation plan for top condition items showing steps, expected completion dates, and evidence required for closure.
• Submit outstanding permit documentation identified in the meeting by the agreed dates.
• Verify completed conditions and residual obligations
• Validate condition register accuracy
• Diagnose gaps and root causes
• Surface agency and community issues
• Agree long-term monitoring and remediation plan
• Manage enhancement and change request log
• Verify building-permit handoff materials
• Review building-permit submission completeness
• Agree corrective actions and timelines
• Surface early operational blockers
• Update issue burn-down and next quarter plan
• Archive records and close year-end actions
• Agree immediate remediation actions