Extreme Government Makeover - El Paso,...

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Extreme Government Makeover Process Improvement for Special Events October 18, 2012 1

Transcript of Extreme Government Makeover - El Paso,...

Extreme Government Makeover

Process Improvement for Special Events

October 18, 2012

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• Streamline process for special events

• Eliminate antiquated regulations

• Have more public events

• “Do more good”

Purpose

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• 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

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• 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

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+- 12 permits/fees over 30-45 days

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Huge Bottleneck and Traffic Jam

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• 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

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• 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

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• 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

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• 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

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• 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

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• 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

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• 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

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• 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

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• 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

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Old Process Flow Chart (page 1)

30-45 days

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Old Process Flow Chart (page 2)

30-45 days

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New Process Flow Chart (page 1)

5-15 days

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Questions / Comments

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