HomeMy WebLinkAboutItem #17 - Discussion ItemTO: Jose Garcia -Pedrosa
City Man r
FROM:
Wi edo (Willy) Gort
Commissioner
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM 10
DATE:
January 20, 1998
FILE
SUBJECT:
Discussion Item
REFERENCES:
ENCLOSURES:
Would you please place on the Commission Agenda of January 27, 1998, as a discussion
item a presentation from the City of Miami Building and Zoning Advisory Committee.
Attached is a copy of the committee's report.
Thank you for your cooperation.
WG/kk
DATAM&Z-AI
cc: Elvi Gallastegui-Alonso, Agenda Office
CITY OF MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM
TO: The Honorable May , Chairman, & DATE: January 20, 1998
Members a Commission
SUBJECT:
FROM: Wilre, (Willy) Gort REFERENCES:
Commissioner
ENCLOSURES:
FILE
Attached please find your copy of the findings and reccomendations of the Building and
Zoning Advisory Committee. I will ask the committee chairperson to make a brief
presentation at the January 27, 1998, Commission meeting.
Thank you for your cooperation.
WG/kk
DAT"&Z-M
c.c: Jose Garcia Pedrosa, City Manager
Walter Foeman, City Clerk
i
�Dlsucsud►�.
City of Miami
Building and Zoning Advisory Committee
The Honorable Mayor and Commissioners of the City of Miami
City Hall
3500 Pan American Drive
Miami, Florida 33133
Findings and Recommendations of the Building and Zoning Advisory Committee
It is with great pleasure that we submit for your review the -Findings and Recommendations of the Building
and Zoning Advisory Committee. We would first like to thank you for the opportunity which you have
afforded us in the appointment to this Committee. Secondly, we would like to thank the Staff of the
Building and Zoning Department for their openness, candor and cooperation, without which this would not
of been possible.
The total commitment by staff to make this undertaking as productive as possible is evidenced in the depth
and range of the recommendations. The process used by the Committee, led to many "real time"
recommendations which were immediately implemented by Mr. Ventura. These recommendations required
no additional costs and their benefits were immediately felt. It is this willingness to accept change that we
feel will have such a positive impact on the Building and Zoning Department.
The Committee would like to extend a special thanks and acknowledgment to Mr. Ventura, his intimate
knol,ledge of the department and total cooperation was an incalculable asset to this Committee. We
welcome any questions regarding our findings and look forward to the implementation of our
recommendations.
Respectfully submitted,
Cam-
45n?'
Gomez, Jr. Zo� C os Martell Luis Enrique Roca a 1
Chairman Member Member 'e , " r
1
,, 5
INSPECTIONS
1- INCORPORATION OF AN IVR SYSTEM NEEDS TO BE IMPLEMENTED TO RECORD
INSPECTION REQUESTS, AS WELL AS POST INSPECTION RESULTS. THE INSPECTION
REQUESTS ASPECT WILL FREE UP CLERICAL PERSONNEL TO HANDLE OTHER TASKS,
WHILE THE POSTING OF INSPECTION RESULTS WILL FREE INSPECTORS FROM HAVING TO
ANSWER THESE TIME CONSUMING AND TEDIOUS REQUESTS. THIS WILL ALLOW
INSPECTORS MORE TIME TO ANSWER THEIR CALLS AND PERFORM INSPECTIONS.
a.) Incorporation of IVR Systems have been shown to reduce up to 85% of telephone traffic. Once
incorporated inspection results should only be obtainable from the system and not staff.
2- IT IS IMPORTANT THAT CONSISTENCY BE MAINTAINED DURING THE INSPECTION
PROCESS. THE SAME TRADE INSPECTOR SHOULD PERFORM ALL OF THE SAME TRADE
INSPECTIONS FOR ANY GIVEN PERMIT OR PROJECT. THIS IS SPECIALLY CRITICAL FOR
ANY FAILED OR PARTIAL INSPECTIONS.
3- WORKING HOURS OF INSPECTORS SHOULD COINCIDE WITH THAT OF THE
CONSTRUCTION INDUSTRY (7:00 AM TO 3:30 P.M.) IT IS VITALLY IMPORTANT THAT
INSPECTORS ANSWER TELEPHONE CALLS AND RETURN CALLS FROM CONTRACTORS.
COMMUNICATION BETWEEN THE INSPECTOR AND CONTRACTOR HAS BEEN IDENTIFIED
AS A KEY AN INTEGRAL FACTOR OF CONTRACTOR INSPECTOR RELATIONS.
a.) THE TIME PERIOD FROM 7:00 A.M. TO 7:30 A.M. SHOULD BE DESIGNATED EXCLUSIVE'Y
FOR PHONE CALLS.
b.) THE TIME PERIOD FROM 7:30 A.M. TO 8:00 A.M. SHOULD BE DESIGNATED EXCLUSIVELY
FOR FACE TO FACE MEETINGS. COORDINATION OF THESE MEETINGS SHOULD BE
HANDLED BY A CLERK OR A CHIEF AVOIDING LOST TIME BY INSPECTORS IN TRAVELING
BACK AND FORTH TO SEE CLIENTS.
c.) AS PART OF THE CRUCIAL RELATIONSHIP BETWEEN INSPECTOR AND CONTRACTOR
INSPECTORS NEED TO MAKE EVERY EFFORT IN NARROWING THE TIME OF THEIR
ANTICIPATED INSPECTION. AT A MINIMUM THE ANTICIPATED INSPECTION TIME NEEDS
TO BE NARROWED TO AN A.M. OR P.M. INSPECTION. WHENEVER POSSIBLE THE
ANTICIPATED INSPECTION TIME NEEDS TO BE NARROWED TO A TWO HOUR ENVELOPE.
d.) THE INSPECTOR SHOULD ADVISE THE REQUESTING CONTRACTOR OF THE TOTAL
NUMBER OF INSPECTIONS THAT HE HAS ON HIS ROUTE THAT DAY AND THE ANTICIPATED
SEQUENCE IN WHICH THE REQUESTING CONTRACTOR IS SCHEDULED. Example: Contractor
calls to speak with the inspector and advises him of his permit number and project location. At that time he
requests information as to whether it will be an AM or PM inspection. The inspector should advise the
contractor that he has 30 inspections scheduled and that his should be the 7th; this inspection will be in the
AM.
IS�sS�ur�
9 -
4- IN ORDER TO FACILITATE THE C.O. PROCESS, A CHECKLIST DOCUMENT NEEDS TO BE
PREPARED FOR ALL REQUIRED FORMS. (FIRE AFFIDAVIT, TB AFFIDAVIT, ETC.) WHEN THE
CORRESPONDING INSPECTION IS REQUESTED THE CONTRACTOR IS TO BE ADVISED THAT
THE PARTICULAR FORM WILL BE REQUIRED AS PART OF THIS INSPECTION. WHEN THE
PROJECT NEARS FINAL INSPECTION STATUS THE CONTRACTOR SHOULD BE ADVISED TO
REVIEW ALL OUTSTANDING PERMITS, INSPECTIONS AND FORMS WHICH ARE PENDING
FOR C.O. PROCESS.
a.) IT IS VERY IMPORTANT THAT CONTRACTORS EMPHASIZE TO THEIR SUBCONTRACTORS
THAT SUB -PERMITS MUST BE PROPERLY TIED TO MASTER.
b.) ANY AND ALL SUBSIDIARY OR TIED PERMITS NEED TO BE CLEARED AT HE TIME OF
THE FINAL INSPECTIONS. INSPECTORS MUST TAKE THE TIME TO CLEAR ALL TIED AND
RELATED INSPECTIONS.
5-THE EXISTING SOFTWARE FOR INSPECTIONS TRACKING IS OUTDATED. THIS SOFTWARE
SYSTEM WAS PURCHASED USED FROM ANOTHER MUNICIPALITY YEARS AGO. IT HAS
BEEN CANNIBALIZED AND MODIFIED TO IT FULLEST EXTENT. THE SOFTWARE IS
OUTDATED, TIME CONSUMING AND INEFFICIENT TO USE. STEPS NEED TO BE TAKEN TO
PROCURE A MORE EFFICIENT UPDATED SOFTWARE SYSTEM.
6-IN AN EFFORT TO STANDARDIZE THE INSPECTION PROCESS, ROOFING INSPECTORS
SHOULD CARRY THEIR OWN LADDER IN A CITY TRUC•:. THIS WOULD BE CONSISTENT
WITH THE COUNTY'S PRACTICE.
7-IN ORDER TO CONSOLIDATE THE ONE SOURCE INSPECTION PROCESS, FINAL ZONING
INSPECTIONS NEED TO BE PERFORMED BY B & Z STRUCTURAL INSPECTORS, NOT THE
NET OFFICE INSPECTORS.
8- ALL VACANT INSPECTORS POSITIONS TO BE FILLED AS SOON AS POSSIBLE. DUE TO
THE DIRECT CORELLATION BETWEEN THE NEEDS OF THE CONSTRUCTION INDUSTRY
AND THE SERVICES PROVIDED BY B&Z, IT IS OF THE HIGHEST PRIORITY THAT THE B&Z
HAVE THE RESOURCES IN ORDER TO PROVIDE THE REQUIRED SERVICES. A MAJORITY OF
THE COMPLAINTS THAT WE ENCOUNTERED, CAN BE DIRECTLY LINKED BACK TO
UNDERSTAFFING. ATTACHED YOU WILL FIND A LIST OF ALL THE CURRENTLY VACANT
POSITIONS THAT NEED OCCUPYING. IT IS ESSENTIAL THAT ALL THESE POSITIONS BE
FILLED AS SOON AS POSSIBLE.
9-SEMINARS REGARDING CHANGES TO CODES OR PROCESSES NEED TO BE SCHEDULED
ON A REGULAR BASIS. THE SEMINARS COULD BE SPONSORED BY TRADE GROUPS OR
FIRMS FOR GREATER TURN OUT.
bi 5"S"r)6.
PERMITTING PROCESS
1- INSTRUCTIONAL BOARDS NEED TO BE POSTED AT A VISIBLE AREA NEAR THE PERMIT
COUNTERS. THESE BOARDS ARE TO MATCH FLYERS PREPARED ON 81/2 X I I SHEETS
(MADE TO LOOK IDENTICAL TO POSTED BOARD, SPANISH/ENGLISH).THE INFORMATION IS
TO BE TIED IN TO CLEARLY NUMBERED STATIONS WHICH WILL CORRESPOND TO THE
SEQUENCE IN WHICH PROCESS REQUIRES. THE KEY WELL BE, CONCISE EASY TO FOLLOW
DIRECTIONS AND STEPS.
2-IN ORDER TO AVOID CUSTOMERS FROM STANDING IN WRONG LINES OR WAITING
INDEFINITELY AT COUNTERS TO ASKS QUESTIONS, AN OMNIBUDSMAN INFORMATIONAL
STATION NEEDS TO BE SET UP. THE OMNIBUDSMAN MUST BE FULLY KNOWLEDGEABLE
IN THE TOTAL B & Z PROCESS. THIS STATION IS INTENDED FOR PERSONS VISITING THE
DEPARTMENT AND NOT FOR ANSWERING TELEPHONE CALLS.
3- INSTILL IN EMPLOYEES THE NEED FOR PATIENCE AND UNDERSTANDING WHEN
DEALING WITH THE PUBLIC. NO QUESTION IS A DUMB QUESTION. DO NOT JUST SEND
THEM SOMEWHERE, BUT EXPLAIN TO THEM WHERE THEY ARE SENDING THEM AND WHY
THEY NEED TO GO THERE.
4- ALL EMPLOYEES SHOULD WEAR A CLEARLY READABLE NAME ID BADGE, THIS IS A
CONCEPT THAT SHOULD BE INCORPORATED CITY WIDE. TIE THE DESIGN OF THE ID
BADGE IN WITH CITY'S 100TH ANNIVERSARY.
5- SHOP DRAWINGS AND REVISIONS PROCESSING, MUST BE LIMITED ONLY TO RELATED
TRADES REVIEW. UNNECESSARY REVIEWS TO BE ELIMINATED AT THE TIME OF
SUBMISSION OR BY THE CORRESPONDING PLAN REVIEWER.
6- AS WITH ANY GOVERNMENTAL OFFICE ALL EMPLOYEES SERVING THE PUBLIC
SHOULD BE EXTREMELY SENSITIVE TO THE FOLLOWING:
A) LIMITING TRANSACTIONS AND CONVERSATIONS TO WORK RELATED
ACTIVITIES, SPECIALLY AT PEAK PERIODS.
B) BE COURTEOUS AND HELPFUL.
C) PERSONAL MATTERS, PHONE CALLS, VISITATIONS, PICTURE VIEWING,
ETC., SHOULD BE DONE AT BREAK OR AWAY FROM PUBLIC VIEW.
D) HOSTILE OR UPSET CUSTOMERS SHOULD BE CALMED AND A
SUPERVISOR CALLED IN TO ASSIST.
E) PLAYING OF RADIOS SHOULD BE LIMITED TO P.A. SYSTEMS.
F) IF AN EMPLOYEE DOES NOT KNOW AN ANSWER, DO NOT SIMPLY SEND
THEM SOMEWHERE ELSE BUT MAKE THE EFFORT TO FIND OUT OR SEND THEM
TO SOMEONE WHO ACTUALLY KNOWS.
•
7- TRY TO CONTAIN ALL REQUIRED PLAN APPROVALS TO ON SITE REVIEW. SUCH ITEMS
AS PUBLIC WORKS, HRS, WASA, ETC.
8- DURING PEAK PERIODS OF PLAN SUBMISSIONS OR ON LARGE PROJECTS CONTRACT
OUTSIDE PLAN REVIEWERS FOR EXPEDITING.
9- ON LARGE PROJECTS THE ASSIGNMENT OF A "SPECIAL PROJECTS COORDINATOR"
("SPC") WOULD BE ASSIGNED TO A PROJECT. THE "SPC" WOULD BE RESPONSIBLE FOR THE
PROJECT FROM THE BEGINNING OF THE PERMIT PROCESS THROUGH THE COMPLETION
AND C.O. OF THE PROJECT.
GENERAL
I- STAFF OR EMPLOYEE SUGGESTIONS TO BE REVIEWED ON A MONTHLY BASIS.
SUGGESTIONS NEED TO BE RESPONDED TO (POSITIVE OR NEGATIVE).
2- LET IT KNOWN THAT THIS IS A NEW CITY BUILDING AND ZONING DEPARTMENT (THIS
SHOULD CONCUR WITH A CITY "WIDE "THEME. THIS IS A NEW CITY POLICY AND
ATTITUDE.) THIS SHOULD CREATE BETTER MORALE AND PUBLIC SUPPORT.
3- COMMENT BOXES NEED TO BE ACCESSIBLY POSTED AND COMMENTS REVIEWED ON A
WEEKLY BASIS.
NOTE: REAL TIME RECOMMENDATIONS HAVE NOT BEEN LISTED ABOVE, SINCE THEY
HAVE ALREADY BEEN INCORPORATED.
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BUILDING & ZoNlNc VbFAK I Mcn I
PERSONNEL ACTION STATUS ON VACANT POSITIONS
SECTION POSITION ACTION NECESSARY
STRUCTURAL BLDG. INSP. Ill/ POSITION VACANT SINCE 4/4/96.
STRUCT. POSITION. APPROVED FOR FILLING.
#688 JOB ANNOUNCEMENT POSTED
3/17197. NO QUALIFIED
APPLICANT HAS APPLIED.
WILL FILL WITH TEMP OR TAPER
UNTIL QUALIFIED APPLICANT. .
MECHANICAL
MECH. INSP. Ill
POSITION APPROVED FOR FILLING.
14499
JOB ANNOUNCEMENT POSTED
ON 10/15/97_ NO QUALIFIED
APPLICANT HAS APPLIED.
PLUMBING
PLUMB. INSP. III
POSITION APPROVED FOR FILLING.
#4499
JOB ANNOUNCEMENT POSTED
ON 10/31/97. NO QUALIFIED
APPLICANT HAS APPLIED.
ZONING
ZONING INSP. 11
POSITION VACANT ON 2126/95
#1776
(Fernandez).
ADMINISTRATION
SR. STAFF ANALYST
VACANT DUE TO PROMOTION
#3796
ON 3/3/97, JOB ANNOUNCEMENT
POSTED. INTERVIEWS HELD.
CANDIDATE SELECTED BUT HIRING
ON HOLD.
PERMITS &
CLERK Ill
VACANT DUE TO PROMOTION ON
.REVENUE
#2215
7/24/97. JOB ANNOUNCEMENT
POSTED. INTERVIEWS HELD.
CANDIDATE SELECTED BUT HIRING
ON HOLD.
ELECTRICAL
TYPIST CLERK 11
POSITION APPROVED FOR FILLING.
QUESTIONS TO BE DONE, ,
INTERVIEWS CONDUCTED ANJ)
CANDIDATE SELECTF D.
1212/97
1I11