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Regulatory Streamlining Task Force Update Discussion Item December 6, 2011

Board of County Commissioners. Regulatory Streamlining Task Force Update Discussion Item December 6, 2011. Presentation Outline. Background Task Force “Quick Fix” Updates Communication Development Review Committee Other Technology Program Quick Fix - Electronic Plans Submittal

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Regulatory Streamlining Task Force Update Discussion Item December 6, 2011

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  1. Board of County Commissioners Regulatory Streamlining Task Force Update Discussion Item December 6, 2011

  2. Presentation Outline • Background • Task Force “Quick Fix” Updates • Communication • Development Review Committee • Other • Technology Program • Quick Fix - Electronic Plans Submittal • Technology Program Background • Future Phase Scope and Schedule • Summary

  3. Presentation Outline • Background • Task Force “Quick Fix” Updates • Communication • Development Review Committee • Other • Technology Program • Quick Fix - Electronic Plans Submittal • Technology Program Background • Future Phase Scope and Schedule • Summary

  4. Background • RSTF Timeline

  5. Background • Collaborative effort with staff • RSTF Chairman presentation on October 4, 2011 • Staff to Come Back and Clarify: • Status of Quick Fixes – Without Code Changes • Technology Program – Direction and Schedule

  6. Presentation Outline • Background • Task Force “Quick Fix” Updates • Communication • Development Review Committee • Other • Technology Program • Quick Fix - Electronic Plans Submittal • Technology Program Background • Future Phase Scope and Schedule • Summary

  7. Quick Fixes - Communication • Return of Phone Calls and Emails • Managers to communicate expectations • Utilize phone system capability • Evaluate use of County’s 311 Call Center • Applicant Contact for Quick Cure of Deficiency • Implementing new internal procedures

  8. Quick Fixes - Communication • Establish Process Experts • Establish points of contact for: • PD – Planning • DP – Zoning • PSP – Development Engineering • Pilot program for Project Managers on new DRC projects • First meeting on December 2, 2011

  9. Quick Fixes - DRC • Streamline DRC meetings and report • Revise report into sections • Accelerated meeting format • Scheduled pre-application meetings • DRC review of non-essential plans • No longer review lighting, building elevations landscaping unless waivers sought

  10. Quick Fixes - DRC • Evaluate DRC’s Role in Change Determinations • Determination to be made jointly by Planning and Zoning Managers • Submit PDF Plan Revisions Outside of System • Formalize process to receive and distribute PDF versions for interim review • Minimize plan re-submittals

  11. Quick Fixes - Other • Establish Uniform Procedure to Resolve Inspector Conflicts • Engage Field Supervisors to resolve conflicts before halting work for all Departments • Site Plan Intake and Tracking Procedures • Expanded document tracking and control procedures for all Departments • Accepting appointments from 7:30 a.m. to 9:30 a.m. for Building Safety Division permitting and plan review services

  12. Presentation Outline • Background • Task Force “Quick Fix” Updates • Communication • Development Review Committee • Other • Technology Program • Quick Fix - Electronic Plans Submittal • Technology Program Background • Future Phase Scope and Schedule • Summary

  13. Quick Fixes – Electronic Plans • Electronic Plans Submittal for DRC • Enable applicants to submit plans to the DRC office in PDF format • Process to receive files • Adding e-mail notifications • Currently purchasing equipment • Available January 2012

  14. Technology – Program Background • System Overview • Program began in 2005, Countywide • Integrate Process, People, Property (data) • Benefits of efficiency and accountability Land Development Management System

  15. Technology – Program Background • Completed Functions • Automation of processes for: • DRC, BZA, P&Z • Plat and construction plans • Roadway agreements • Environmental & floodpermits • Scanned and catalogedmillions of records • Integrated data with GIS

  16. Technology – Program Background • Current Phase of Work • Upgrade vertical permitting system • Automation of site-work permits • Enhanced web access • Available April 2012

  17. Technology – Future Phase • Future Phase Scope • Online application submittal • Online permits • Online project tracking • Public access to information • Customer friendly services

  18. Technology – Future Phase • Future Phase Schedule and Budget • Components by Fall 2012 • Cost - $750k to $1M, $250k budgeted for FY 12 • Will need to come back to BCC for approval of next Phase

  19. Presentation Outline • Background • Task Force “Quick Fix” Updates • Communication • Development Review Committee • Other • Technology Program • Quick Fix - Electronic Plans Submittal • Technology Program Background • Future Phase Scope and Schedule • Summary

  20. Summary • Most “Quick Fixes” implemented or close to being implemented • Management and DRC Chairman has authority to implement “Quick Fixes” • Technology program has had major accomplishments since 2005 • Final phase of technology project needs additional funding or reprioritization

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