HomeMy WebLinkAboutagenda.council.worksession.20080818MEMORANDUM
TO: Mayor Ireland and Aspen City Council /~~
FROM: Chris Bendon, Community Development Director ~ 1111„~
MEMO DATE: August 15, 2008 `.J~' ~
MEETING DATE: August 18, 2008
RE: Work Session -Update on Building Permit Processing
SUMMARY:
Community Development staff will be providing an update to City Council on the processing of
building permits, process improvements made to date, and remaining challenges. This is an
information session. Staff is not requesting any action from City Council.
BACKGROUND:
Community Development staff is participating in the program -the Best Year Yet. This is a
management tool which enables a group to keep focus on big picture goals for the year with
monthly check-ins. The program starts the yeaz with a retreat at which the group talks about the
successes and disappointments of the previous year.
When we met as a staff in December of 2007 and contemplated the year in review, the staff was
very disappointed in the length of time it took to issue a building permit. The disappointment
was growing towazds a debilitating level in the Building Division -there was frustration, morale
issues, turnover, and customer service was rapidly declining. The level of frustration was also
very evident in the development community. Out of this grew two of the Departments top ten
goals for 2008.
GOALS:
Goal #2 -Develop and implement a system to streamline multi-department review
process to reduce permit backlog to 48 complex permits and 10 simple permits by
December 15`".
Goal #10 -Reduce average permit review time to 13 weeks for complex permits and 1
weekfor simple permits by December 15`"
HOW WE'VE DONE'
ComDev staff developed quarterly
goals and tracks progress towards
these goals on a weekly basis. This
information is posted in both offices
and is reported in a weekly
newspaper box ad. ComDev staff
maintains a weekly report on the
progress towards these year-end
goals.
The attachments provide additional
detail on the department's progress.
And, staff can go over any
questions during the work session.
X008 Building Permit Review Goals -Reducing 8ackioa
Tnt Gir ur Awc.~
Number of ~ .- ~°~ d'
Complex
Pem,its 96 96 80 60 27
Pendin
Simple 31 31 25 16 53
Permits t
6.nW.rYn Mnul6w~nf"An'.bp.rel inipi.rnoNUyn~'v'c Our current Status as of:
=~omya. p..,.~n=..e +a.~w a.~r=ey ~„ gym. is.~
X008 8uildin~Pennii Review Goals -Review Time
,~+QV ~ THE CITY OF ASPE\
~{ i" a ,a
Review time ~~c`~ a¢~ ~F mod'
for complex
Permits -
Number of 26 26 23 18 13 22
weeks
simple
Permits 4 4 3 2 ^2
t
_
e..=v..r v.. s,n„~n coa aio: ~ah..~,va.,v.~ Our current status as of:
13 vsct. bi vma~u pwn~s a,M ~ vsW k~~~rnb~mmn by o.cnmw
ri
WHAT WE'VE DONE:
Staff will provide a brief explanation of the actions taken to date, which include:
• Researching other municipalities
• Providing better pre-submission information
• Outsourcing plans review
• Moving existing resources /positions
• Providing extra resources (within budget)
• Charting processes -the "Barry Process"
• Concurrent reviews
• Communication strategies
WHAT'S LEFT TO DO:
Staff will provide a brief explanation of the pending actions to be implemented, which include:
• Example /Ideal Submission Packets
• ``Stop clock"
• Better referral coordination
• Weekly or Bi-Monthly "On Hold" Emails /Proactive Communication
• Combining Building Permits and ROW Permits
• Software changes (replacing Eden)
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