Development Services Center Advisory Committee

CITY OF HENDERSON DEVELOPMENT SERVICES CENTER ADVISORY COMMITTEE REGULAR MEETING MINUTES July 28, 2015 I. CALL TO ORDER Chairman Mark Johnson called the City of Henderson Development Services Center Advisory Committee meeting to order at 7:47 a.m. in the Westgate Conference Room, 240 Water Street, Henderson, Nevada. II. CONFIRMATION OF POSTING AND ROLL CALL Caroline Anixter, Administrative Assistant III, confirmed the DSC Advisory Committee meeting had been noticed in compliance with the Open Meeting Law by posting the Agenda three working days prior to the meeting at City Hall, the Multigenerational Center, the Whitney Ranch Recreation Center, Fire Station No. 86, the Nevada Public Notice Website, the City of Henderson Website, and by mailing a copy of the Agenda to everyone appearing thereon on the Agenda Master Mailing List. PRESENT: Chairman Mark Johnson Richard Derrick Lee Farris Nat Hodgson Mo Jadid John Stewart EXCUSED: Bryce Clutts Mandi Thorn STAFF: Caroline Anixter, Administrative Assistant III Christopher Barnes, DSC Coordinator Stephanie Garcia-Vause, Director of CD and Services Priscilla Howell, Director of Utility Services Tedie Jackson, CCS Reporter Jill Lynch, Budget Manager Ed McGuire, City Engineer Sabrina Mercadante, City Clerk Bob Murnane, City Manager (left at 8:24 p.m.) Rory Robinson, Senior Assistant City Attorney Development Services Center Advisory Committee Page 2 of 5 July 28, 2015 – Minutes III. PUBLIC COMMENT No comments were presented by the public. IV. ACCEPTANCE OF AGENDA (For Possible Action) (Motion) Mr. Hodgson introduced a motion to accept the agenda as presented, seconded by Mr. Stewart. The vote favoring approval was unanimous. Chairman Johnson declared the motion carried. V. NEW BUSINESS 1 MINUTES APRIL 28, 2015 The Development Services Center Advisory Committee minutes of April 28, 2015. Richard Serfas and Warren Hardy should be removed from Excused. (Motion) Mr. Hodgson introduced a motion to accept the agenda as amended, seconded by Mr. Derrick. The vote favoring approval was unanimous. Chairman Johnson declared the motion carried. 2 DSC QUARTERLY PERFORMANCE REPORT Mo Jadid, Assistant Director of Building & Fire Safety, will review the DSC Quarterly Performance Report for the second quarter. Mo Jadid, Assistant Director of Building & Fire Safety, gave a PowerPoint presentation of the DSC Performance Report for month ending June 30, 2015. The following slides were reviewed: Plan Review Performance, Total Number of Monthly Reviews, Site Design Submittals Received, Development Industry Report Card, Permit Activity, Residential and Commercial Permits Issued, Other Building Permits, Average Customer Transactions and Times, Customer Service Wait Time, Inspection Activities, Quality Control Inspections, Five-Year Comparison, Permitting Trends, Plan Reviews, and Inspections Per Day. Responding to questions by Chairman Johnson as to the final map numbers and a sustainable number of daily inspections per inspector, Mr. Jadid said the final map numbers are related to new subdivision activity and finishing up older projects. He stated that staff would like to see inspectors complete 40 inspections per day. He noted that inspectors utilize overtime when necessary. Development Services Center Advisory Committee Page 3 of 5 July 28, 2015 – Minutes 3 DSC FINANCIAL UPDATE/BUDGET Richard Derrick, Chief Financial Officer of Finance, will provide details of the year end financials. Richard Derrick, Chief Financial Officer, distributed and reviewed the Development Services Center Schedule of Revenues, Expenses, and Changes in Net Assets for the period ending June 30, 2015; Comparative Balance Sheets dated June 30, 2015; and working capital graphs. Mr. Stewart questioned whether additional resources and services are needed as activity increases. Mr. Jadid replied that managers and supervisors are continually monitoring workload and have not mentioned a need for additional resources at this time. He noted that assistance may be needed in the next quarter. Mr. Hodgson commented that the fund balance is healthy. He noted that it would be nice to onboard new inspectors a few months before other inspectors retire to maintain workflow. Responding to a question regarding whether retirements were factored into next year’s budget, Mr. Derrick confirmed that positions were staggered into next year’s budget in anticipation of upcoming retirements. Two Building Inspectors and one Fire Inspector were added in Fiscal Year 2015. For Fiscal Year 2016, staff added two Senior Inspectors, one Project Engineer II, one Plans Examiner; and one Inspector. 4 KIVA UPDATE Mo Jadid, Assistant Director of Building & Fire Safety, will provide a current status of the Kiva replacement project. Mr. Jadid reported that implementation is expected to be the first quarter or early second quarter of 2016. He explained that the vendor ran into challenges and is giving us the early adopter version, which will allow for internal testing. The next version of customer interface will work with this version. Mr. Jadid said the data migration from KIVA into the new software is very time consuming. Staff is working on interfaces with other software systems that exist in the City so they all work together. He noted that user acceptance testing should begin in September. Development Services Center Advisory Committee Page 4 of 5 July 28, 2015 – Minutes Responding to a question regarding whether there is frustration with the vendor, Mr. Jadid confirmed there has been some frustration, and staff has escalated certain issues. He noted that a project of this magnitude involves many pieces, and staff set an aggressive schedule. 5 STAFFING UPDATE Mo Jadid, Assistant Director of Building & Fire Safety, will provide an update of staffing within the Development Services Center. Mr. Jadid reported that staff hired one Senior Fire Inspector, and One Senior Building Inspector from internal candidates, so those positions were backfilled. He also noted that a Project Engineer II for Public works has been onboard for a couple months. 6 DSC 10 YEAR CELEBRATION Mo Jadid, Assistant Director of Building & Fire Safety, will discuss the upcoming 10 year anniversary celebration of the Development Services Center. Mr. Jadid reported that the DSC ten-year celebration is scheduled for September. A proclamation will be read by the City Council acknowledging the last ten years. Staff is preparing a five-minute video depicting where the DSC was and where we are now. He said a luncheon for staff will also be scheduled in appreciation of their hard work. Staff will also invite DSC committee members to attend the luncheon. 7 DSC ANNUAL REPORTS Mo Jadid, Assistant Director of Building & Fire Safety, will discuss the DSC Annual Reports submittal. Mr. Jadid reminded Committee members that the DSC Annual Report will be presented to the Council at a City Council meeting in September. He asked Committee members to let staff know if they would like any items included in that report. VI. CHAIRMAN\MEMBER COMMENTS Mr. Jadid noted that Bob Murnane has been appointed as the new City Manager and will be sworn in at the City Council meeting on August 4, 2015. On behalf of the Committee, Chairman Johnson congratulated Mr. Murnane. Development Services Center Advisory Committee Page 5 of 5 July 28, 2015 – Minutes VII. SET NEXT MEETING The next meeting was scheduled for October 27, 2015, at 7:45 a.m., in the Westgate Conference Room, City Hall, 240 Water Street, Henderson, Nevada 89015. VIII. PUBLIC COMMENT No comments were presented by the public. IX. ADJOURNMENT There being no further business to come before the Committee, the meeting was adjourned at 8:32 a.m. Respectfully submitted, _______________________ Tedie Jackson, Council and Commission Services Reporter