Every development project begins long before construction crews arrive on site. Behind the scenes, developers and planners work through a detailed approval process with city staff, planning commissions, and sometimes city councils. Depending on the project, this process can move quickly or take several years. Megan Spencer from the FOCUS Land Planning team and Kerry Beutler from the City of Idaho Falls provide insight on how to better navigate this process from both the consultant and city perspectives.

Understanding the Approval Process

While each city has its own procedures, most projects follow a similar path. The process typically begins with a pre-application meeting where the design team presents the concept and discusses potential concerns with city staff. This early conversation helps identify site constraints or code requirements before formal plans are submitted.

After the meeting, the design team refines the plans and prepares the official application. City staff reviews the submittal and returns comments known as redlines, which outline revisions needed to meet code or address planning concerns. The design team responds to each comment and resubmits the plans for another review. This back-and-forth may happen several times, depending on the complexity of the project. From the city’s perspective, clarity early in the process makes a significant difference. “A lot of times developers are looking for the quickest path,” Kerry explained. “But that is not always going to get them where they want to end up. When they are upfront about their goals, we can better guide them through the right process.”

The Importance of Early Coordination

Early coordination with city planning staff who review technical requirements improves project flow and clarifies project expectations. “When you take the time to listen and build relationships early, it creates a better understanding of the project,” Megan explained. “That preparation can make the review process much smoother.” Cities also value that same level of communication. Establishing expectations early helps avoid confusion and reduces the likelihood of major changes later in the process. “We try to be very upfront,” Kerry said. “Here are the regulations, and here is what you can expect. The standard is not going to change as you move through the process.”

The Consultant’s Role

FOCUS frequently acts as a bridge between developers and cities throughout the approval process. As a consultant, FOCUS brings technical expertise and a shared professional language that helps move conversations forward. This allows planners and engineers to work through challenges together and identify solutions that meet both project goals and city requirements. Clients also often rely on consultants to present projects in public meetings where a neutral third party can clearly explain the design and respond to questions from city officials or community members. Recently in Idaho Falls, FOCUS collaborated with city staff to provide consultant insights that helped clarify aspects of the approval process, improving coordination for both the City and project teams. Experiences like this reflect how open and consistent communication between all parties helps keep projects aligned and moving forward. “We really see ourselves as partners in creating those neighborhoods,” Kerry said. “It is about working together to build something that fits the community.”

Emerging Considerations in Planning

Across growing communities, several broader considerations are shaping development conversations. Infrastructure capacity plays a major role in determining whether projects can move forward, and water availability is often part of early planning discussions. Cities are also focused on how development contributes to long-term community goals. Thoughtful planning can balance housing demand with open space parks and access to services. When density is well-designed, it can support walkable neighborhoods and make amenities more accessible for residents. “There is always a balance between what the community wants and facilitating growth,” Kerry explained. “Our regulations reflect what the community has asked for, so it is important that development aligns with those expectations.”

A Relationship-Based Approach

Successful projects often come down to relationships. Developers who approach planning as a partnership with the city tend to see better results. Demonstrating genuine care for the community and listening to feedback helps build trust throughout the process. “When clients show that they genuinely value the place they are building in and the people who live there, it really makes a difference,” Megan said. “That collaboration leads to better outcomes for everyone involved.” Cities share that perspective and are looking for developments that contribute to the broader community. “We want your development to be part of our community,” Kerry said. “Not just something you are trying to get through, but something that helps build a neighborhood.”

While each project is unique, thoughtful coordination and open communication remain key. With the right planning team and a collaborative approach, developers can navigate the city approval process and help create communities that serve residents for years to come.

To partner with FOCUS Consulting, contact our team at info@focus-es.com or (801) 352-0075.