Extreme Government Makeover - El Paso, ... Extreme Government Makeover Process Improvement for...

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Transcript of Extreme Government Makeover - El Paso, ... Extreme Government Makeover Process Improvement for...

  • Extreme Government Makeover

    Process Improvement for Special Events

    October 18, 2012

    1

  • • Streamline process for special events

    • Eliminate antiquated regulations

    • Have more public events

    • “Do more good”

    Purpose

    2

  • • FY 2011 (prior to DMD contract)

    • 17 Special Privilege applications

    • 21 Temporary events (block parties)

    • FY2012 (partial year of DMD contract)

    • DMD processed 20 Special Privilege applications

    • City processed 12 Special Privilege applications

    • 28 Temporary events (block parties)

    Historical Data

    3

  • • Team included members from

    • Downtown Management District

    • City Development Department

    • Department of Transportation

    • Code Enforcement

    • Environmental Services

    • International Bridges (Meters Division)

    • Parks & Recreation

    • 5 meetings to break down each step and requirement in the process

    Breaking Down the Process

    4

  • +- 12 permits/fees over 30-45 days

    5

  • Huge Bottleneck and Traffic Jam

    6

  • • Back and forth between customer and departments

    • Customer charged various fees at different times throughout process

    • Plan modifications result in fee modifications which result in more time to process

    • Even expert planners need assistance through process

    • Novice planners need more assistance

    • City codes are not the issue

    What We Learned

    7

  • • Provide customer with a “check list” of all requirements and potential costs

    so they know what to submit at time of application

    • Traffic Plan

    • Site Plan

    • Insurance

    • Contractor certificates

    • Etc.

    •Have 1 application with information needed for all affected departments

    • City and DMD will have same application

    Proposed Improvements

    8

  • • Handle like a “case” via Special Events Coordinator

    • Special Events Coordinator is mediator between customer and departments

    • Customer does not get calls from each department

    • Liaison, advocate and offer alternatives

    • Establish formula approach for crowd control (security)

    • Ex: 5,000 – 10,000 people = X officers

    • All information PD required to make decision is requested and provided for

    in application

    Proposed Improvements

    9

  • • Creating a “Parking Meter Layer” in Accela

    • Avoids customer having to inventory parking meters

    • Costs are calculated and bagging of meters scheduled automatically

    • Eliminate “Amplification Permits” – Sections 5.13.28

    • Does not “permit” violation of noise ordinance

    • Permits issued as part of Special Privilege not charged

    • Add language to Title 9.4-Noise Ordinance – “Exterior noise standards apply to any

    and all events permitted by Special Privilege Permit/Super Permit”

    • Inform organizer of noise regulations

    • Eliminate section 5.03.100- Requires filing of Charitable Solicitation financial reports

    Proposed Improvements

    10

  • • Eliminate non-food vendor permits

    • Requires change in code

    • Only non-food vendor permits that will remain are those regulated by Flea

    Market Ordinance

    • Event organizers are responsible for ensuring illegal or counterfeit material is

    not sold

    • Eliminate need for food vendor permit names

    • Food vendors must have Temp. Food Vendor or Mobile Food Vendor permit

    • Event organizer must provide number of food vendors for inspector

    scheduling purposes

    • Inspectors will be prepared to inspect only specified number of food vendors

    Proposed Improvements

    11

  • • Events requiring approval for alcohol

    • Post as standing item on City Council Consent Agenda

    • Avoids having to wait for agenda cycle and reduces processing time

    Proposed Improvements

    12

  • • All individual permits will be related to one SUPER PERMIT

    • Affected departments will approve their permit and assess fee

    • Example:

    • Fire Permits - $48

    • Parking Meters - $150

    • Park rental - $500

    • Charitable Solicitation - $48

    • Total fee collected at once, when final permit is issued

    Proposed Improvements

    13

  • • DMD provided access to Accela and ability to create SUPER PERMIT cases

    • Downtown events can be paid directly to DMD

    • Eliminates DMD traveling to City Hall with payments for individual permits

    • City will bill DMD quarterly for permits issued

    Downtown Management District

    14

  • • Amplification Permits

    • Issued by City Development Department (event w/out Park use) = $0 revenue

    • Issued by Parks

    • FY 2012 - $2,970 (195 permits)

    • FY 2011 - $2,535 (167 permits)

    Budgetary Impact of Proposed Improvements

    15

  • Old Process Flow Chart (page 1)

    30-45 days

    16

  • Old Process Flow Chart (page 2)

    30-45 days

    17

  • New Process Flow Chart (page 1)

    5-15 days

    18

  • Questions / Comments

    19