09-14-16 Personnel and Finance - Laserfiche WebLink

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retirement replacement. It's great to have two (2) HVAC inspectors because we have huge seasonal demand when people fire up their furnaces. Committeemember Gavin Ferlic joined the meeting at 5:10 p.m. Mr. Bulot explained the department's accomplishments during 2016. The Building Department contacted the State Archives and received permission to archive documents after verifying that our permitting/archiving system has sufficient failsafe backups. We were the first in the State to be allowed to do this. One - hundred percent (100 %) of all County Commercial files have been scanned and archived. All City residential files have been consolidated by fifty percent (50 %) and archiving has started. All business processes have been mapped and made available, making a visual guide for those unfamiliar with otherwise complex procedures. All forms have been changed to fellable file formats. They are also working to consolidate the Area Board of Zoning Appeals and associated procedures out of the Building Department program list. It is a non- revenue generator and is starting to affect effectiveness. The department also finally invested in a digital front counter cash register. It is linked directly to the permitting system and reduces cash out time for clients and time for inputting accounting information. Mr. Bulot continued by detailing the 2017 goals and challenges for the department. The remainder of all property files and permits need to be scanned. They want to transition from iPads to Surface Pros for field inspections. The Surface Pros have a lot more capability and are more in line with what the City is doing in terms of their overall IT plan. The department is planning to schedule regular seminars for homeowners on remodeling /repair either by Contractor or as homeowner and create an emergency packet /checklist including Business Process Analysis (BPA) so tiered personnel can operate without instruction. We are in the process of setting up a Commercial Plan Review if the state allows Local Plan Review. We have been working for year and a half on that. If it goes through it would be a tremendous revenue boost.. The department is also looking to transition some ABZA duties to the Area Plan Commission. Generally we have thirteen (13) to fifteen (15) submissions to ABZA each month. That has moved up to twenty -six (26) to thirty (3 0) each month. That is a one - hundred percent (100 %) increase and comes with a ton of paperwork and time. That is also a non - revenue generator which we are trying to move away from. Our 2018 goal for the average permit processing time is three (3) minutes. This is from the actual start of the processing of the permit. It does not include the time at the counter. Our 2015 average time was 2:22 and 2016 year to date is 2:45. Three (3) minutes is a good goal to maintain. Mr. Bulot gave a breakdown of the key program costs for the department. Inspections, which includes traveling to and making various types of building inspections, has an estimated cost of $410,560. That includes salary and benefits. Customer inquiries, which is the direct conversation, research, and investigation time associated with customer inquiries, has an estimated cost of $137,990. Permitting, which includes processing, filing, archiving and distributing permits, has an estimated cost of $71,053. ABZA appeals, which includes processing all variances, Special Exceptions, Special Uses, along with meeting, filing and research for same, has an estimated cost of $65,087. Zoning Ordinance Violations, which includes investigating 2