Committee Minutes

MINUTES/BUSINESS FRIENDLY GF TASK FORCE
Thursday, July 15, 2004 - 9:30 a.m._________________

Roll call: Gershman, chair; Gengler, Bill Schoen, Judd Graham, Keith Lund. (Absent: Kerian, Brooks, Christensen, Sondreal). Staff present: Roxanne Fiala, Dennis Potter, Al Grasser.

DISCUSSION ITEMS

Chairman Gershman stated this is a review to see where we are and to talk about development, citizen survey, etc.

a. Internal Tracking System
Roxanne Fiala, IS, reported there are 65 projects in the system right now, Inspections, Planning and Engineering using it and is going well, can call someone in the office and they can look it up. Gengler stated some mistakes have been caught early where developers gave plans to Inspections rather than through Planning - system working.

Major projects - preliminary talks with Tractor Supply Center west of I-29 and 32nd Ave.S. (next door to Animal Kindness), preliminary stages.

Lund stated that once had discussed that developers could have access through internet. Fiala stated it is still internal and they are not doing anything externally as would have to redevelop the whole system to do that and don't know how advantageous that would be because they do need to talk to someone of what is happening. Schoen stated they are working in Clark County, NV and they have an internal tracking system, that he can go into their website and can find out the status of his project, have to have a pack number and could give his number if wanted to see how that worked. Graham stated that for public perception, not a closed process but opening it up to see your project and could put information on there to make them call somebody in the city to say here's where the process is.

Fiala stated that by the end of the year they will be having more availability for citizens - that GIS (geographical information system) is going out externally - includes lot lines, aerial photography, building footprints, water sewer services, etc. Grasser stated the downside of the GIS is that people have to understand the degree of accuracy in what is there - isn't exact but good accurate representation - there is disclaimer. Schoen stated that the people in the industry would recognize that so a tool like that for him would be great. Potter stated it is good for professionals but can overwhelm layperson if they start putting layer upon layer on their lot. Grasser stated that even professionals have to be careful because topography is going to get old as very expensive to keep up and changes may have occurred on site or surrounding area that might not be evident on the photo.

b. Brochures
Gengler handed out brochures and the development packets to the members of the committee and asked them to look through packets for review; brochures summarizing key points would be given to development firms and to individuals. Lund stated they were talking about several brochures depending on what type of project, and can develop condensed version for each (planning and zoning, annexation, etc.) and point people in the right direction. Gershman asked that they think about various types of brochures and put down categories that might work and bring back and condense down (permitting process, building permit - home, additions, building garage, fences, etc.- both commercial and residential.)
c. Citizen Survey
Fiala stated she had previously talked to Kerian and she thought they should do follow-up surveys and thinking that randomly take some of 65 projects that have gone through the process and make some calls to see what their customer satisfaction is, or if want to do something formal, written. Members thought phone survey internally (write up survey, how they found the system and if build again in Grand Forks, recommendations).

Lund stated that the Mayor does a Mayor's survey periodically through SSRI with the University and they are going to be using them for the next 5-year consolidated plan for federal funds that they administer and try to piggy-back onto the mayor's survey to do that, not sure if using them on regular basis but if had a good template and calling people every other year to try to get information and maybe could slide into that process. Gershman stated wouldn't do an independent one but maybe slip into it, if done any recent construction in Grand Forks or remodeling and how was process, etc..

There was some discussion on surveys, follow-up on projects - how many projects, whether those completed or those still in progress - start with open-ended question, that we have tracking system and do follow up on projects, whether happy with process or recommendations - and to make process better.

Fiala stated she could determine staff to make calls, and could do 10 completed projects in the next 30 days to see how it goes, and then perhaps do more. Gershman stated not sure just doing completed projects.

d. Development Packets
Gengler asked for review of development packets - ideas and suggestions that could be incorporated.

Fiala reported that they implemented system for special events and helps businesses and others so that now they have one place that they can call, the Info Center, and have the same system set up to track special events and if someone wants to hold special event, they call and information is sent out electronically to the department instead of sending individuals to different departments. Gershman stated that should be presented to the Committee of the Whole at their next meeting.
It was also asked if report given to council or c/o/w re. activities of this committee, Gershman stated last was re. tracking system, that they get the minutes, and perhaps if picked a committee of the whole agenda without a lot of items could have a short presentation of the tracking system - would be worthwhile.

Grasser stated they expanded some of their permit writing hours in Inspections, very minimal response, but will continue for while and track it, and give report to committee.

Gershman stated have meeting when surveys done, etc. possibly in September or October.

The meeting adjourned.
Alice Fontaine, City Clerk