Agenda

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ARF- 5061

2. B.

Work Session

Meeting Date:	08/28/2018
Submitted For:	James Menlove	Submitted By:	James Menlove, County Manager
Department:	County Manager

Information

Request/Subject

Presentation and discussion regarding an evaluation of the permitting process and the on-going and proposed improvements to the Gila County building permit process.

Background Information

In the recent past, contractors and other permit applicants have expressed dissatisfaction with the permit process and the time frame for getting permits approved. Mr. Homero Vela, a consultant, working with Community Development and Public Works has evaluated the permitting processes used by Gila County residents to obtain building permits. This evaluation has identified areas in which processes can be improved focusing on minimal permit approval timeframes. The objective is to ensure that Gila County provides excellent customer service to the public in all processes associated with building permits.

Evaluation

Mr. Vela, Community Development, and Public Works have analyzed the permitting timeframes for the year 2017. Based on these findings, it is clear that significant improvement is needed. The process evaluation used through available data from the permit tracking software, staff interviews, contractor meetings and joint meetings between Public Works and Community Development has identify areas for improvement. Improvement opportunities include eliminating unneeded and or redundant activities, working in parallel wherever possible, utilizing GIS mapping to drive decision making to the permit counter, and better utilization of the permit tracking software to expedite workflow. Capitalizing on the improvement opportunities the Permit Team has established performance metrics for each permit type - PDI, Flood, Grading & Drainage, Wastewater, and Plan Review.

Conclusion

In 2017, the end-to-end permitting process was measured in months. The 2018 metrics is currently measuring the permitting processes in weeks. The most current data shows that significant improvements have been realized over 2017. Some of the process improvements have been implemented in recent weeks and even though not all of the metrics have been attained the targets remain realistic. The work is on-going and the Permit Team is committed to achieving excellent service in the permitting process.

Recommendation

It is recommended that the Board offer input, commitment and support to the joint effort by Public Works and Community Development to offer the citizens of Gila County the best permitting service possible.

Suggested Motion

Information/Discussion regarding an evaluation of the permitting process and the on-going and proposed improvements to the Gila County building permit process. (James Menlove)

Attachments
Permit Excellence Presentation