ACTION ITEM – MODERATE PRIORITY Building, Permitting and Inspection Processes: Simplification/Streamlining

1. ACTION ITEM – MODERATE PRIORITYBuilding, Permitting and Inspection Processes:Simplification/Streamlining CITY COUNCIL GOALS & OBJECTIVES 2010

2. Building, Permitting and Inspection Processes: Simplification/Streamlining

3. Building, Permitting, & Inspection (Development) Processes Simplification and Streamlining Team Community Development Director Engineering / Stormwater Director Utilities / Public Works Director Fire Chief City Manager Building Official / Planning Manager Engineering Manager Utilities Manager Fire Inspector

4. PERFORMANCE GAPS IDENTIFIED • Daily inspections • Inspection dispatch and routing • On-site inspection results • Conflicting priorities • Continuation of service

5. PERFORMANCE GAPS IDENTIFIED (continued) • Cross-training • No central location / fractured process • No uniformity in standards • Issue Resolution • Redundancy

6. PERFORMANCE GAPS IDENTIFIED (continued) • Number of inspections / inspectors • Preconstruction meeting • Site Development Permit • Application distribution

7. ACTIONS TO CLOSE PERFORMANCE GAPS • Ensure continuation of services, balance workload, eliminate duplication of work, and reduce the number of inspectors on-site. • All inspections dispatched electronically, resulted from the construction site with detailed notes and automated project updates emailed to customers daily. • Centralize development process providing consistent service standards and prompt issue resolution. • Streamline the site development preconstruction meeting process and adjust the permit fee. • Complete full implementation of the electronic plan routing and review software application.

8. Ensure continuation of services, balance workload, eliminate duplication of work, and reduce the number of inspectors on-site. DEVELOPMENT PROCESS (6/9/10) Building Permit Site Development Development Review Intake / Process (5) Intake / Process (3) Intake / Process (3) REVIEWERS Electrical – 3 Mechanical – 2 Plumbing – 2 Structural – 3 Engineering – 2 Stormwater – 2 Zoning – 2 Fire – 1 Landscaping – 1 Environmental – 1 Utility – 1 Site Development Permit Issued REVIEWERS Planning – Project Manager – 3 Planning – Tech. Support – 2 Trans. Concurrency/Traffic – 2 Stormwater – 2 Floodplain – 2 Engineering – 2 Building – 2 Landscaping – 1 Environmental – 1 Utility – 1 Fire – 1 INSPECTORS Engineering – 6 Stormwater – 5 Building – 5 Utility – 2 Fire – 1 Landscaping – 1 Building Permit Issued INSPECTORS BMEP – 6 Utility – 2 ESW – 2 Fire – 1 82

9. Ensure continuation of services, balance workload, eliminate duplication of work, and reduce the number of inspectors on-site. DEVELOPMENT PROCESS (6/9/10) Building Permit Site Development Development Review Intake / Process (5) Intake / Process (3) Intake / Process (3) REVIEWERS Electrical – 3 Mechanical – 2 Landscaping – 1 Engineering – 2 Stormwater – 2 Environmental – 1 Zoning – 2 Plumbing – 2 Utility – 1 Structural – 3 Fire – 1 Site Development Permit Issued REVIEWERS Planning – Project Manager – 3 Planning – Tech. Support – 2 Trans. Concurrency/Traffic – 2 Stormwater – 2 Floodplain – 2 Landscaping – 1 Environmental – 1 Utility – 1 Fire – 1 Engineering – 2 Building – 2 INSPECTORS Engineering – 6 Stormwater – 5 Landscaping – 1 Building – 5 Utility – 2 Fire – 1 Building Permit Issued INSPECTORS BMEP – 6 Fire – 1 Utility – 2 ESW – 2 82

10. Ensure continuation of services, balance workload, eliminate duplication of work, andreduce the number of inspectors on-site. • STAFF REDUCTIONS • 11 Inspectors • 1 Plans Examiner • 3 Permit Technicians • 2 Zoning Technicians • 3 Development Reviewers • Numerous Reassignments

11. Ensure continuation of services, balance workload, eliminate duplication of work, and reduce the number of inspectors on-site. CROSS TRAINING PROGRAMS • Development and Plans Reviewers • Receive Training on: • Zoning • Fire • Engineering / Stormwater • Utilities • CD Plus and Project Dox software for electronic plans distribution, review, and tracking • Inspectors Receive Training on: • Engineering / Stormwater • Fire • Utilities • Mobile Hi-way & CD Plus software for permit inspection tracking and project record management Licenses – Qualified inspectors and plans examiners making application for additional licensure.

12. All inspections dispatched electronically, resulted from the construction site with detailed notes and automated project updates e-mailed to customers daily. Outcome/Deliverable: Performance Measure

13. All inspections dispatched electronically, resulted from the construction site with detailed notes and automated project updates e-mailed to customers daily.Balance Workload • All inspectors report to the chief inspector every morning for code and project discussion and daily dispatch. • Chief inspector to review the daily dispatches, distribute the workload, and ensure that all scheduled inspections are resulted by quitting time.

14. Centralize development processproviding consistent service standards and prompt issue resolution. • One Intake Location - Monday thru Friday • Inspectors & Reviewers all in same location • One face to the Public Intake Project Planner Plans Examiner Lead Inspector Development Intake Planner Landscape Engineering Stormwater Utility Fire Reviews Inspections

15. Centralize development processproviding consistent service standards and issue resolution. Central intake area for all development activity

16. Centralize development process providingconsistent service standards and issue resolution. PROPERTY OWNER / DEVELOPER / CONTRACTOR / APPLICANT / CITIZEN DEVELOPMENT ORDER PHASE PERMITTING PHASE INSPECTIONS PHASE Project Manager / Project Planner Project Manager / Plans Examiner Project Manager / Lead Inspector Planning Manager / Building Official DEPARTMENT DIRECTORS Community Development - Engineering - Utilities - Fire CITY MANAGER

17. Centralize development process providingconsistent service standards and issue resolution. PROPERTY OWNER / DEVELOPER / CONTRACTOR / APPLICANT / CITIZEN DEVELOPMENT ORDER PHASE PERMITTING PHASE INSPECTIONS PHASE Project Manager / Project Planner Project Manager / Plans Examiner Project Manager / Lead Inspector Planning Manager / Building Official DEPARTMENT DIRECTORS Community Development - Engineering - Utilities - Fire CITY MANAGER

18. Streamline the site development preconstruction meeting process and adjust the permit fee. • Site Development Preconstruction meeting – • …take it outside New Old • Minor Site development fee - Resolution # 2010-108 adopted – Reduces fee from $1,100 to $185

19. Complete full implementation of the electronic plan routing and review application. Project Dox Implementation Timeline: Building Permit – Nov 2010 Development – Feb 2011

20. Process & Issue Resolution Team Building / Planning/ Critical Staff Engineering / Stormwater Critical Staff Utilities / Public Works Critical Staff Fire Critical Staff Finance / Licensing Critical Staff Legal Critical Staff • Hands-on crew / Get it done • Work out process issues • Continuous improvement • “Simple / Streamline” development process

21. PROCESS &ISSUES Right-of-Way Access & Utilization Application / Fees State / County / School Capital Projects Right-of-Way Approved Plans Swale Plan Diagram Inspections and Plans Review Assignments Easements / City Assets Work without Permit RESOLUTION Bonds (tracking, inspection, close-out) Electronic Plan Routing & Review As-Builts (intake, digitizing, finals, stormwater fee calculation) Checklists (Internal & External) Home Occupations & Business Tax Receipt / Inspections Cross-Training (S/W, Eng., Utilities, Fire, Building, Zoning)

22. DISCUSSION