Edmonton (Alta.) - 1967 - An operations research report on processing of development permits...

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G030/1833/1967 THE ISSUING AND PROCESS NG OF EDMONTON.-MANAGEMENT

AN OPERATIONS RESEARCH REPORT ON PROCESSING OF DEVELOPMENT PERMITS AND ZONING CERTIFICATES CITY PLANNING DEPARTMENT NOVEMBER, 1967

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Conducted and Prepared by: The Work Study and Systems Section Management Services Division

910a .E3 AR35 1967

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AN OPERATIONS RESEARCH REP0h2 ON THE ISSUING AND PROCESSING OF DEVELOPMENT PERMITS AND ZONING CERTIFICATES

PLANNING D±.2ARTMENT NOVE,03ER, 1967

Conducted and Prepared by: J. F. Maitland WORK STUDY SECTION MANAGEMENT SERVICES DIVISION CITY OF EDMONTON

TABLE OF COUTENTS

Page Scope of Study

1

Introduction

2

Terms of Reference

3

Summary of Recommendations Procedure Chart - Present Method

5

Procedure Chart - Proposed Method Further Examination of Recommendations General Considerations

6 -- 10 11 -12

APPENDICES Appendix "A"

13

Appendix "B"

14

Appendix "C"

15

1

SCOPE OF STUDY

The present system of processing development permits and zoning certificates was studied with a view to achieving a more simple method. The study vas to include, as a secondary feature, an evaluation of the duties of the zoning counter clerks, resulting, perhaps, in a re-auditing of these positions by the Salary Survey Committee.

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INTRODUCTION For several years the issuing and processing of development permits and zoning. certificates in our City has been a subject of contention. This is ratified in several ways, most Important of which is the fact that complaints have reached Civic Administration regarding the length of time taken to process these applications.

In addition, a questioning attitude is being generated amoung our citizens as to the reasons for being shunted back and forth between various Civic Departments. These reasons alone have been considered sufficient cause on at least one prior occasion to have had a commissioned study conducted in this area. On these bases, then, it seems reasonable to state that improvement in this area is desirable.

- 3 T

H

E

CITY

OF

EDMONTON

CITY PL....".1\INING !DEPARTMENT

EDMONTON

-

AU3ERTA

IN REPLY PLEASE QUOTE FILE NO. AND REFER TO

YOUR FILE

MR

DATE

August 14

MEMORANDUM Er. E. K. Barry, Management Services Director, Finance Department.

Attention: J. Paproski, Work

Study and Systems

Officer

Re: Work Study on Processing Development Permits and Zoninc, C-rtificates I would request a work study on the processing of Development Permits and Zoning Certificates as it effects both our department and the City Architect's Department The problems arising out of our present system are: 1. the public are being referred back and forth between the two departments unnecessnarily.

2. Too many steps required in our present procedure making it inefficient.

The terms of reference under which the Zoning Department work are: a) The Development Control Bylaw, and,, I)) The Zoning Bylaw.

At the same time it would be appreciated if the duties and responsibilities of the Zoning Counter Clerks could be reviewed.

The main reason for this last request is that the salary attached to the Counter Clerks by the Salary Survey Committee is - too low to keep and to attract the type of person we want to handle this very important phase of our administration.

•Z.:1-

G. R. Stephens ADMINISTRATIVE SUPERVISOR, ORS/lc

,

SUVA= OF RECOMMENDATIONS 1.

That a revised system of processing development

permits and zoning certificates, as shown in the following chart, be implemented immediately.

2.

That Application Clerks in the Architect's Department

discontinue the practice of noting the Zoning on the applications at the time application is made.

3.

That the Zoning Register Clerk discontinue the practice

of using three books and henceforth, do all recording in one book.

4.

That the Zoning Register be moved into or alongside

the Zoning Office (as shown in accompanying chart).

5.

That the gated partitions between the two departments

be ramoVed. 6.

That the activities, functions and value to the City

of the Zoning Counter Clerks be re-examined by the Job Classification Section of the Personnel Department.

7.

That further study be authorized into the extent

to which the Plan Checkers carry out their functions.

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PROCEDURE CMPrRTS - PRESENT AN7) PROPOSED PRESENT A Act* I TLC's beFor. Chart begins - appl at Architect's Counter

pRoPoSE1 PLANN "DE P'T.

FL AN Ni I'116

CIGN rrEa ls DE PI'.

Chart begins - applic at Architect's Counter

Counter Clerk

Counter Clerk

• Counter Clerk

Counter Clerk (

A

Counter Clerk

Counter Clerk

—

— Plan Recording

an Recording

Zoning Register

Zoning Officer

Counter Clerk

Street Addressing Clerk

Zoning Officer

Zoning Register To Plan Checkers

Street Addressing Clerk

Zoning Register

To Plan Checkers OPERATION # 1.

2.

DUTIES Writes up application.

(2) Notes zoning.

(3) Sends applicant to zoning counter.

(1)

(1 )

Checks: (a) (b) (c) Returns plans

Issues minor building permits at this time.

3.

Separates plans and applications, and record numbers in books.

Holds plans pending daily lists.

Assigns numbers.

Forwards plans and applications to Zoning Recording.

4.

Records plans and applications in register books (3).

Forwards plans and applications to Zoning Counter Clerks.

5.

Enter application numbers on counter sheets.

Check plans and applications for error.

Complete relevant check sheets.

Forward plans and applications to Zoning Officer.

Checks plans and applications Reviews check sheets.

Authorizes (or refuses) applications.

Returns plans and applications to Street Addressing Clerk, or Zoning Register.

Assigns addresses and returns to Zoning Register.

7.

(1)

8.

(1) Records authorized applications.

(2) Returns plans and applications to City Architects.

(1) (2)

DUTIES Writes up application.

Sends applicant to zoning counter.

2.

(1)

2A.

(I)

3.

(1)

4.

(1) (2) (3) (4)

Thoroughly checks plans and applications.

Completes check sheets (where applicable).

Makes decision and records on permit.

Sends to either: (a) Street Address Clerk; or (b) Zoning Register.

5.

(1)

Assigns addresses to property and sends to Zoning Register.

6.

(1)

Enters numbers in one book from pink sheets.

Records authorized applications.

Holds pending appeal (when applicable).

Returns plans aad applications to Architects.

Number of pl:ns.

Zoning o, classification.

Sideyarus, elevations, setbacks. and applications to Architect's Dept.

2A.

6.

OPERATION # 1.

Enters numbers in counter book (numbers obtained from clerks in Architect's Department).

(2) Notes zoning or classification (3) C1,,,cks sideyards, elevations, etc.

(4) Authorizes minor developments.

(5) Sends plans and applications to Architect's Dept.

Issues minor building permits at this time.

Separate plans and applications, assign and record numbers in books.

(2) Hold plans pending daily lists.

(3) Forward plans and applications to Zoning Officer.

(4)

A FORMER EXAMINATION

OF TIE RECOMMENDATIONS

Revised System The present and the proposed systems are shown in the preceding chart. The proposed system, if implemented, will mean a considerable simplification in the process as it affects the Planning Department. At the same time, it will entail only a minimum of change in the Architect's Department. This means that, since the study was initiated by the Planning Department, it will have adhered to the original terms of reference.

Advantages of the revised system can be stated as follows: 1.

Major procedural steps in the Planning Department are reduced from six to four, a reduction of one-third. a)

Zoning Counter Clerks handle plans and applications once

instead of twice. b)

The Zoning Register Clerk handles plans and applications

once instead of twice.

2.

Certain duplications of work in the Zoning Section will be eliminated. a)

Presently, Zoning Counter Clerks perform two identical

checks of plans and applications. One of these checks will be eliminated. b)

The Zoning Register Clerk presently records plans and

applications in her books when she first receives them Then, the second time she receives them, she records the authorized applications. Upon implementation, she will record plan and application numbers from the pink sheets.

She will receive plans and applications only once, at which time she will then record the authorized applications. c)

At present, the Zoning Clerks fill out a check sheet

for warehouses, industrial buildings, etc. The Zoning Officer then rechecks this check sheet. This duplication will be eliminated by having the Zoning Clerks discontinue the practice of filling out these sheets.

3

The possibility of errors resulting from the plans being moved back and forth between personnel is reduced.

4.

Positive control of the flow is maintained - i.e., at any time, the location of a set of plans and applications can be pinpointed.

Application Clerks Discontinue Noting Zoning• The advantage of having Architect's Application Clerks discontinue the practice of noting zoning on the initial application can be stated as follows: At present, this practice creates a problem for those employed at the Zoning Counter in that the Zoning is often noted incorrectly. • -Therefore, since it is primarily a Zoning function, it can be performed with less chance of error at the Zoning counter.

The Use

of One Book Instead of Three It is of no significance to Zoning, after plans and applications

have been recorded, whether they are sign, residential, or commercial.

For this reason, it is recommended that one book be used instead of three. Should any. party be concerned with this, segregated records of the three types are kept in the Plan Recording Section in the

8 Architect's Department.

Advantages of implementing this recommendation are as follows: 1.

The space occupied by the books will be reduced by two-thirds.

2.

A more concise means of recording with less chance of error.

Moving of Zoning Register Section It is recommended that the Zoning Register Clerk be moved into or alongside the Zoning Office.

This would: 1.

a)

Facilitate the flow of plans and applications from the

Zoning Officer to the Zoning Register by reducing the distance from approximately 45 feet to zero feet (as shown in Appendix "A"). b)

Reduce, in a similar manner, the distance from the Zoning

Register to the Street Addressing Clerk from approximately 30 feet to 10 feet (as shown in Appendix "A").

2.

The Zoning Register Clerk could answer phone calls while the Zoning Officer or the Assistant Zoning Officer are engaged elsewhere. This would constitute a convenience to the public, by not having a party -wait so long for an answer, and some of the minor queries she could be trained to handle herself.

Removal of Partition An administrative barrier, in the form of the rules under which the two departments operate, is in existence. The Architects, on one side, are governed by a rigid Building Code, while the Planners, on the other side, are governed by the more flexible Zoning and Development Control By-law The gated position constitutes a physical barrier as well. On two occasions, the writer has observed mild confusion on the

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part of the public in this area. It is for this reason that its remOval is recommended.

Re-Auditing

of Zoning Counter Clerks Positions

Upon implementation of the proposed method, it is recommended that the Zoning Counter Clerks positions be re-examined. The reasons for this are as follows: 1.

Their job description will be altered, with some duties being added, and some deleted.

2.

A more accurate record of the knowledge which these men must have at their disposal, has been collected in the form of a. one week breakdown of telephone calls which they answered as a routine part of their job. (Appendix "C"). This breakdown indicates a broad working knowledge of the Zoning and Development Control y.-lays, and the Building Code itself. Their ability to handle questions and complaints in these general areas also indicates their value from the aspect of public relations.

3

A large number of applicants are contractors, some on a large and some on a lesser scale. Collectively, they represent a great deal of money and can, in effect, be termed, ubig businessmen". Their only contact with Civic Administration, in many cases, is through these counter clerks. The opinion which these businessmen develop of City Hall, and the employees therein, will, of necessity, be influenced strongly by their counter transactions. Observance of these counter men over a period of several weeks, has left the writer impressed with the efficiency, courtesy a2d dispatch with which all customers are handled. This reinforces their value as

public relations representatives.

Further Study Into Plan Checking If a question were asked, "What is the function of the Plan Checkers?", it could only have one answer, i.e., "To check blueprints against the building code." However, for the most part, these blueprints are, in effect, documents which local architects have been paid a great deal of money to draw up, in compliance with the building code.

We are, basically, therefore, providing a gratis correction service for highly paid architects. It is for this reason that a recommendation is made to launch a comparative study by a qualified person or persons,• into the depth or extent to which our Plan Checkers carry out their functions.

A possible result of such a study could be an alleviation of a several-week backlog of work each spring and fall in this section.

General Consideration Any studies conducted in the general area of permit issuanCe seem to point toward the need for a centralized permit issuance unit.

A feasibility study is being conducted along this line of thought by the Organization Officer. It must be assumed then, that a unit of this type will eventually become a reality. Simplification of all processes concerning permits then becomes a necessity in order to accommodate this system upon its formation.

With the implementation of the revised system, there will be a definite financial saving. With the processing time being speeded up, and the distance travelled between various personnel minimized, the actual cost of processing each set of plans and applications will be reduced. A true dollars and cents figure, however, would be impossible to calculate until after implementation.

The following is beyond the terms of reference of this study and is stated only ,as an observation: The Zoning Division of the Planning Department and the Building Inspection Division of the Architect's Department, appear to overlap in the area of development permits and zoning certificates.

Although feasibility studies have been conducted on at least two prior occasions, with a view to integrating a part of Zoning into the City Atchitect's Department, the situation remains the same.

Fundamentally, the situation is as follows: 1.

Planning determines the need for, and location of, specific uses for land, or, in other words, they lay out desired objectives or goals.

- 12 2.

The physical achievement of these predetermined goals is carried out by the contractors who erect the actual structures on the land.

3

The 'structures themselves are controlled by the Inspection Division of the Architect's Department.

Looking at the situation on these bases, it seems logical,

since Plan Checking and Plan Recording occurbefore the actual achievement of the objectives themselves, that they could become a part of City Planning.

The writer has made the foregoing statement to indicate another possible line of investigation into a situation which can only compound itself with the continued expansion of the City, i.e., the situation of having two very closely allied functions located in two separate departments.

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- 14 ClEn SnET

March 13, 1966

FOR DEVELOPMENT PI:NIM AND ZONING CERTIFICATES DATE APPLIC.ATION NO. PANE OF APPLICANT SUBDIVISION

LEGAL DO.3CRIPTION OF PROPTY: LOT MUNICIPAL ADDRESS DESCRIPTION OF PROPOSED DEVELOPMENT

NOTE: All items to be checked. If not applicable show 'NA" or 'NONE" 1.Zoning:

or Desination (L.U.C.G.)

2. Entered on Counter Sheets

sq.ft.

area

Lot size

Corner Site

3. Established Set Back - if any

4. Does Development Conflict with Micro Wave Beam?

Is Site Isolated?

5. Airport Clearance Height 6.Indicate all Revelant Appeal Files

7.Does

Development Conflict with Roadways?

Yes

Li

No n PROVIDED

REQUIRED

DIFFERENCE IF ANY

Front Yards L

Side Yards

R

RearYal;ds Floor Ratio Number of Parking Stalls Permitted Height

Proposed Height

Permitted Site Coverage

Proposed Site Coverage

ADOPTED DENSITY Permitted no. suites or persons per acre according to site area.

PROPOSED DENSITY

DIFFERENCE IF ANY

Suites or persons per acre according to site area,

Floor Area of - Bachelor

sq.ft., one bedroom

Does - Parking Design, Stall Sizes meet requirements of Bylaw?

If no state reasons

DOES APPLIC!,TION MEET ALL REGULATIONS?

YES Li NO

If no state reason

DATE .(Signature o2I0Counter Clerk)

sq.ft.

-15 THE CITY 0:"-- EDMONTON CITY PLANNING DEPARTMENT

EDMONTON

- ALBERTA

IN REPLY PLEASE QUOTE FILE NO. AND REFER TO

YOUR

nLE

()ATE

_________August 24

MEMORANDUM Mr. S. Q. Rodgers, DIRECTOR OF PLANNING.

Re: Telephone calls The following is a break down of telephone calls during the period of August 15 - 22, 1967: Zoning of property Complaints Restrictions on bldg. code Garage sitings(location) Disposition of plans General Information Fences TOTAL CALLS

49 6 3 19 14 46 8

calls calls calls calls calls calls calls

145 calls

4a7.14.e. L

A. W. Steele, ZONING OFTICER.

AWS/lc