DEVELOPMENT ADVISORY BOARD MINUTES

February 21, 2002

Members Present John Augustine Mike Colletto Michael Colletto Michael Friess Peter Hemingway Barbara Koffron Larry Litchfield Scott Mardian Judy Pavsek Greg Russell Steve Speer Darrell Wilson Members Absent Ben Barcon Gary Coley Patricia Childs Stephen Elssmann Bob Frank Dave Kelly Herman Orcutt Danny Ortega Julie Stiak

Staff Karen Beckley, City of Phoenix, DSD Carole Borrego,City of Phoenix, DSD Angelica Estrella, City of Phoenix, DSD Bob Goodhue,City of Phoenix, DSD Don Jones, City of Phoenix, Law Shawn Ortiz, City of Phoenix,DSD Joanne Owens, City of Phoenix, DSD John Parks, City of Phoenix, DSD Carnell Thurman, City of Phoenix, DSD John Watson, City of Phoenix, Fire Department John Wendt, City of Phoenix, DSD Ex-Officio's Present Rick Doell, City of Phoenix, DSD Joe Parma, City of Phoenix, NSD Jim Shannon, City of Phoenix, WSD Sandy Zwick, City of Phoenix, Planning & Zoning Ex-Officio's Absent John Siefert, City of Phoenix, Streets Public Rus Brock, Homebuilders Association James Campbell, Wood, Patel, & Associates Suzanne Gilstrap Courtney Gilstrap Phil Quidort, Knoell & Quidort Steve Sheldon, Fire Safety Advisory Board Meyer Turken, Turken Properties Steve Sheldon, Fire Safety Advisory Board Chairperson Jim Ternosky, Gray Development

Mr. Pete Hemingway, DAB Chairperson, convened the meeting at 3:15 p.m.

MINUTES OF January 17, 2002

MOTION was made by Greg Russell, seconded by Michael Fries, to approve the meeting minutes of March 17, 2002. Motion carried unanimously.

REQUEST FOR FUTURE AGENDA ITEMS:
John Parks, Principal Planner, DSD, stated that that Planning and Development Services Department are in the process of revising the Commercial Design Review Guidelines. The Planning Commission has a subcommittee has been studying this. The Design Review Standards Committee meets every third Tuesday of each month. If any Board member is interested in this issue they can attend this meeting or Mr. Parks can bring issues up at the DAB monthly meetings, or the DAB can create a subcommittee.

Pete Hemingway suggested that this item be placed on next month's agenda and asked Mr. Parks to give a brief presentation on what was discussed at the Design Review Standards Committee meeting.

DISCUSSION OF SUBCOMMITTEE REPORTS:

Executive: Did Not Meet

Fiscal and Performance Subcommittee: Did Not Meet

Process and Procedures: Did Not Meet

Hillside Subcommittee: Did Not Meet

On Site Retention/Flood Management: Did Not Meet

Cost Recovery Ad Hoc Subcommittee:
Michael Fries stated that a motion was made in their meeting to treat this subcommittee as an Ad Hoc subcommittee to the Fiscal Subcommittee and, as such, will meet at direction of the Fiscal Subcommittee on any special projects that they need assistance with. This subcommittee will no longer meet as a subcommittee until they get an assignment.

DISCUSSION/INFORMATION ON THE TRACKING OF PROJECTS ON THE INTERNET:
Jill Leon, Information Services Section, DSD, gave a brief presentation on how to track projects on the internet. She provided a handout and explained the process. Some of the features enable the customer to:
· Track inspections on the internet. Check on what has passed, what has failed, and who the inspector is.
· Check status on projects by the Project Number.
· Enables the customer to send an e-mail to their reviewer.
· Enables you to look directly at the building permit. The customer can check fees, what fees are associated with the permit, check history, and monitor inspections.

Ms. Leon encouraged use of this feature as a resource. Mr. Scott Mardian stated that the E-mail feature works very well and is very impressed with it. Ms. Leon offered her assistance and listed her phone number on the handout.

DISCUSSION/ACTION TO HOLD A PUBLIC HEARING FOR AN ODINANCE CHANGE ON SPRINKLER REQUIREMENTS:
Mr. Mike Colletto stated that the Technical Subcommittee met and reviewed the proposed draft for this ordinance change. Several changes were made to this draft, as indicated in the handout. The changes included:
1) In Section 1003.2.2 the "and U" occupancies was deleted and the word "and" was inserted between R4 and S.
It would read, "R4 and S occupancies."
2) In Section 1003.2.2 added "livable" between 5,000 and square. This would read "5,000 livable
square feet."
3) In Exception No. 5 - the "U" was deleted and the word "and" was inserted between M and S.
The words "equipment or" were inserted between "detached and storage." It reads, "detached
equipment or storage buildings."
4) Under retrofit under No. 1, the word "permitted" has been deleted. Current text reads, "building additions that equal". In Section 1003.2.2.1 - after the word "building" the word "floor area" needs to be added.
The proposed text reads, "existing building floor area or exceeds."

Ms. Koffron made a motion to add another sentence to the first paragraph, which states, "R3 occupancies of more than 5,000 livable square feet, the calculated area shall include all livable square feet, plus the garage."

Mr. Sheldon, Chairperson, Fire Safety Advisory Board, stated that he would like to modify the motion and delete the word "livable" from the last sentence to the word "existing". The last sentence in the paragraph would read, "Throughout R3 occupancies more than 5,000 square feet. The calculated area of the R3 occupancy would include all livable square feet, including any attached garage."

Ms. Koffron stated the final motion would be to change the last line of the existing text to read, "throughout all R3 occupancies of more than 5,000 livable square feet. The calculated area shall include all livable space, plus the area of any attached garage." Motion was seconded by Steve Speer. Motion passed unanimously.

Mr. Hemingway stated that a public hearing would be scheduled tentatively two weeks from this meeting.

DISCUSSION/INFORMATION/POSSIBLE ACTION ON THE PROPOSED BUILDING CODE CHANGE TO SECTION 904, FIRE EXTINGUISHING SYSTEMS:
Rick Doell stated as a follow up item to the ordinance change to the sprinkler requirements a partial sentence needs to be added to the Building Code. We are requesting to change the first sentence in Section 904.1.1/General to read, "Fire extinguishing systems required in this code shall be installed in accordance with the requirements of this section and in accordance with the latest edition of the City of Phoenix Fire Prevention Code." This change needs to be included in part of the public hearing, also.

Mr. Michael Fries motioned to add," Fire extinguishing systems required in this code shall be installed in accordance with the requirements of this section and in accordance with the latest edition of the City of Phoenix Fire Prevention Code." to the Phoenix Construction Code. Motion was seconded by Greg Russell. Motion passed unanimously.

UPDATE/INFORMAITON ON THE ANNUAL FACILITIES PROGRAM (AFP).
Dan Fleming, AFP Supervisor, stated that AFP is described in the Construction Code, Section 110 of the Phoenix Amendments of the Uniform Building Code, and has been in effect for nine years. In the past, this program was referred to as the Industrial Program, which goes back about forty years and was to created to address the needs of industries that were doing continual work on their projects.

After about twenty years, the City decided that this program was not meeting the needs of the customers. The City met with the large companies and asked what their needs were concerning building safety and plan review. Some of the items included; inspectors assigned directly to their facility, an hourly fee, inspectors who could do plan review, and approve work in the field. The City came up with a program called the Annual Facilities Program (AFP). AFP has evolved in the last nine years from 29 original facilities to 200 today.

In order to qualify for the program, a licensed Architect or Engineer who is registered in the state of Arizona must represent the project and an annual registration fee needs to be paid. All plan reviews and inspection costs are billed to them directly on an hourly basis. Mr. Fleming stated that this program has been very successful and well received with the customers.

Currently there are 18 Development Services Inspectors, which includes all disciplines; electrical, plumbing & mechanical, and structural. Six fire staff, of which four are Fire Protection Engineers, work with AFP.

DISCUSSION/INFORMATION ON COMPETENCY ANALYSIS TRAINING FOR DEVELOPMENT SERVICES STAFF:
Melanie Payne, Training and Curriculum Coordinator, DSD, explained the procedure that she will be using for customer service training for Development Services staff. This new concept of training is called FYI. Ms. Payne has developed a tool for supervisors to manage employee performance. This program is called Competency Analysis, which creates a baseline of skill sets. This includes listening, interpersonal savvy, managing through teams, and managing through diversity skill sets that will lead to success. She created a needs assessment through this program to determine what the Development Services staff needs. This program will also help provide common language and common goals for performance management.

The program consists of 67 competencies determined by FYI, Leadership Management. Those 67 were determined through major research. The program will help her build employee strengths and weaknesses, customer service, guidelines for success, skills, etc. The program has a corresponding book for managers. There are 5,000 tips to help managers deal with challenges.

Ms. Payne stated that her objectives consist of:
· Working with Supervisors to assist them in performance management.
· Identify skills to be successful in DSD.
· Create training to assess those skills.
· Assess current strengths among staff.
· Assess areas of improvement among staff.
· Deliver training to those areas of improvement.
· Work with Senior Management Staff to move DSD toward a common goal.

Ms. Payne and Anita Clock, Training Specialist, are creating a "Who Does What Program" for Development Services. There is approximately 360 staff in Development Services, and not all staff knows what each staff member does. This will help staff better utilize the internal resources in Development Services.

DISCUSSION/ACTION ON THE DEVELOPMENT SERVICES DEPARTMENT POLICY 579/SUBDIVISION PLAT DRAFTS:
Jon Wendt, Assistant Director, DSD, presented the internal Development Services Internal Policy No. 579 on "Minor Corrections to Subdivision Plats Approved by City Council But Not Recorded". This policy authorizes the Development Services Director to retrieve approved, but not recorded, plats from the City Clerk Department to make minor, administrative changes prior to recording.

Mr. Wendt went over the policy stating that two changes need to be completed, which are:
1) Under PROCEDURE, No. 4, Delete, "Obvious engineering error and not a design error".
2) Change Director from Kenny W. Harris, P.E. to Lionel D. Lyons.

MOTION was made by Barbara Koffron, seconded by Judy Pavsek, to accept the changes presented to the Board. Motion carried unanimously.

CALL TO THE PUBLIC (NO BOARD DISCUSSION):
None

Mr. Hemingway mentioned that he would like Development Services Staff follow-up on the "no step entry" issue. He requested an update as to whether this is being implemented. He asked that this be on the agenda for March's meeting.

Mr. Fries requested that all subcommittee minutes be e-mailed to the Board for review.

ADJOURNMENT:

MOTION was made by Judy Pavsek, seconded by Michael Fries, to adjourn the February 21, 2002 DAB meeting. Motion carried unanimously.

Session adjourned at 4:02 p.m.

Respectfully submitted:

 
Rick Doell, P.E.
Deputy Director, Building Official

Minutes Prepared by:
Carole Borrego, Secretary III

c:

Board Member Mayor Skip Rimsza City Council Members Mr. Fairbanks Mr. Washington City Clerk Mr. Lyons

Mr. Olson Mr. Wendt Mr. Davila Mr. Dolasinski Mr. Goodhue Ms. McKinley Ms. Beckley

Mr. Bunyard Mr. Doell Mr. Fleming Mr. Horn Mr. Kienow Mr. Mundy Mr. Mushtaq Mr. Parks Ms. Reed Mr. Singbush Mr. Thurman Ms. Owens