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II. Findings and Recommendations <br />The internal observations, external perceptions, and a preliminary assessment of the implications of <br />these observations and perceptions were documented in the interim report. The topics presented in <br />this report generally correspond to the themes that were covered in the interim report. A set of <br />findings are presented for each topic along with a series of recommendations designed to address each <br />finding. The topics are grouped into process, organizational culture, and code -related <br />recommendations. <br />Process Recommendations <br />The following process -related recommendations are intended to respond to concerns expressed by <br />customers and incorporate procedural improvement possibilities observed by the consulting team. <br />These improvements are designed to improve communication and access to information; reduce the <br />time required to obtain permits and improve the customer experience when interacting with the <br />Department. <br />A. Communication <br />Findings <br />The variety of independent prerequisites before the issuance of a building permit provides multiple <br />opportunities for ambiguity and difficulty in coordination. Currently, there is not a single person <br />charged with coordinating all aspects of a project from initial application to final approval so it can <br />be challenging for customers to know exactly which sub -applications apply for a particular project <br />and the correct submittal sequence. <br />Staff acknowledged that multiple resubmittals do occur, but generally believe those cases are a <br />result of poor plans being submitted or designers modifying unrelated items (on which the <br />additional comments are based). There is a gap between the perceptions of the customers and the <br />staff that needs to be resolved. <br />Recommendations <br />1. Pre -Development Meetings with customers: <br />i. Establish routine days and times for pre -development meetings when staff will <br />be available. <br />ii. Establish which staff is required to attend the pre -development meetings, and <br />hold those staff accountable for attendance. Establish a protocol and assign <br />4 Planning Department Review Mueller Management/Ron Cox Consulting <br />