FINAL STAKEHOLDER TASK FORCE RECOMMENDATIONS ONSITE SUBDIVISION 10-9-15.PDF

Maricopa County
Environmental Services Department
Water & Waste Management Division
Plan Review Programs
AD HOC TASK FORCE FINAL REPORT
With the direction of the Board, an ad hoc task force committee was formed to review the service level and processes of Onsite Wastewater and Subdivision
Infrastructure Programs of the Water and Waste Management Division. At the invitation of the County Manager, key stakeholders comprised of local onsite
wastewater contractors and designers, subdivision developers, home builders, and engineering firms participated in a kick-off meeting on July 15, 2015. There
was active, open discussion of the program’s strengths and identification of areas for review and possible improvement.
Based on the discussion items from the initial meeting, two subcommittees were formed – Onsite Wastewater and Subdivision Infrastructure. The
subcommittees met on a biweekly basis. During the first meeting, each subcommittee selected either a chairperson or co-chairs to lead and focus the group’s
efforts. Key staff was assigned to prepare notes from the meetings and to provide current process information , reference material, organizational history and
any other support needed by the members as they worked through the areas of interest.
Once each subcommittee had formalized their recommendations, the task force was reconvened on September 30, 2015. During this meeting, each
subcommittee chairperson presented the recommendations for consensus to all the members. Through their commitment and intense efforts, a total of 20
recommendations were developed.
Due to the nature and scope of certain recommendations, staff has been able to begin taking steps toward implementation.
Below is a high-level summary of those recommended action items that are being submitted to the Maricopa County Board of Supervisors for review and
consideration.
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Maricopa County
Environmental Services Department
Water & Waste Management Division
Plan Review Programs
Onsite Wastewater Subcommittee
Recommendations: Supporting Information: Status
1.Implement an online plan review and approval • Web-based inspection request form and response system Staff Concurrence
system including online application submittal, payment already implemented by staff.
of fees, digital plan submittal, inspection scheduling • IT support can implement web-based payment of Target Date:
with confirmation, permit issuance and customer application fees and customer inspection schedule request Phase 1
access to permit status within the review process. process as Phase 1. May 30, 2016
Ensure implementation includes procurement of the • Online application tracking will be included in the
additional software, IT support and hardware required functionality established in Phase 1. Phase 2
for the system for all plan review staff, including • Online application submittal and digital plan handling require September 30, 2016
equipment to scan and print full size construction additional IT resources is scheduled for Phase 2.
plans for integration with the electronic process and • Digital plan handling will require hardware that will be
larger monitors to accommodate reviewing of included in FY 17 budget request for procurement in late
electronic plans. 2016.
2. Streamline the onsite wastewater application • Review processes have been changed to eliminate the need Staff Concurrence
process to eliminate redundant paperwork. for more than one of each supporting document at the time
of application. Target Date:
• Application forms and instructions on the web site will be January 31, 2016
modified based on the recommendation.
3. Prioritize review of alteration permits to allow for • Previous process required applicant to note “failed system” Staff Concurrence
quick repair of existing onsite wastewater systems. on application to get priority review.
• Previous year alteration application submittals averaged less
than 2 per week. Target Date:
• Staff concluded that all alteration permits can be reviewed Complete
on a priority basis with minimal effect on other types of
applications.
4. Maintain plan review time to first review within • Stakeholders indicated satisfaction with current elapsed time Staff Concurrence
current standard; however, in times of heavy to first application review.
workload, prioritize inspection response over plan • Program plan review and inspection supervisors will monitor Target Date:
review timeliness. inspection workload to allocate staff to meet stakeholder Complete
preferences.
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Maricopa County
Environmental Services Department
Water & Waste Management Division
Plan Review Programs
Onsite Wastewater Subcommittee (continued)
Recommendations: Supporting Information: Status
5. Train clerical staff at intake counter to provide • Onsite wastewater contractors cited instances of customers Staff Concurrence
answers to general inquiries regarding onsite receiving information from Department clerical employees
wastewater permitting that are consistent with Onsite that led to confusion. Target Date:
Wastewater Program policies. • Staff training scope will be based on stakeholder input. October 31, 2015
6. Modify permit application to allow signing applicant • Application forms and instructions on the web site will be Staff Concurrence
to be the owner or owner's representative. Clearly modified based on the recommendation.
state on the application that permit is issued to the Target Date:
owner. January 31, 2016
7. ADEQ is considering eliminating the A316 Notice of • ADEQ delegates all responsibility for the onsite wastewater Staff Concurrence
Transfer program from their regulations. Request notice of transfer program to Maricopa County.
Department contact ADEQ on behalf of County • Maricopa County prefers to administer program without Target Date:
stakeholders with preference to maintain the A316 providing funding for additional ADEQ website to submit Complete
regulation with delegation to the County. customer information that is redundant to County database.
• Division Manager conveyed stakeholder concerns at meeting
with ADEQ Director on September 25. ADEQ acknowledged
stakeholder support for A316 continuance and improvement.
• Department will brief County management if ADEQ makes
any formal proposal to eliminate the A316 rule.
8. Customers need to know whom to call when there • County IT Department is converting the Onsite Wastewater Staff Concurrence
are questions or concerns about an inspection. Make program to Accela software that includes the requested
IT enhancements as necessary to e-mail inspection features. Target Date:
reports to customers with inspector contact • Functionality to be provided with the launch of Accela for the January 31, 2016
information. Onsite Program.
9. Review and revise the Department website to • County has long-term plan to revise all websites. No target Staff Concurrence
ensure pages that are accessed most often by date is available.
customers are prominently displayed. • In short term, Department programs can make editorial Target Date:
changes to individual pages. Revisions will be made based March 31, 2016
on analysis of website hits and other input from customers.
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Maricopa County
Environmental Services Department
Water & Waste Management Division
Plan Review Programs
Onsite Wastewater Subcommittee (continued)
Recommendations: Supporting Information: Status
10. Post the reference and link to the groundwater • Program will adapt current informal guidance for plan Staff Concurrence
depth information used by the Onsite Program on the reviews into standard operating procedure (SOP).
Department website to allow designers to know in • SOP will be used to prepare requested information for Target Date:
advance where onsite systems cannot be installed due customers to post on website. January 31, 2016
to shallow groundwater.
11. Provide an online process for customers to obtain • Public online access to onsite wastewater records is planned Staff Concurrence
Department records of existing onsite wastewater as part of conversion to new data software and new imaging
systems. software. Target Date:
• Search terms will include parcel, address or subdivision June 30, 2016
name.
12. Request that the Department change the allowed • Based on analysis of the number of projects where a fee Staff Concurrence
number of inspections for an alteration application was changed for inspections that exceeded the code
from one to two. allowance, the a second inspection for an alteration permit Target Date:
can be absorbed in the existing base fee. Complete
13. Request that the Department change the current • Requirements in the plan approval certificate for alternative Staff Concurrence
procedure to have an Onsite Wastewater Program onsite wastewater systems will be modified to require the
employee perform final construction inspections for applicant to request and obtain a final inspection from the Target Date:
alternative systems. In addition, require owner’s Department at a specified stage of construction, followed by Complete
design engineer to perform an operational inspection an operational start up inspection by the applicant’s design
upon start up, and then provide a certificate of engineer, who will then provide a certificate of completion.
completion. • Implement for approvals made after September 30, 2015.
14. The Department to hold Onsite Wastewater • First meeting is scheduled for April 13, 2016. Staff Concurrence
Program stakeholder meetings every 6 months until
the frequency is revised by the stakeholders. Target Date:
April 13, 2016
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Maricopa County
Environmental Services Department
Water & Waste Management Division
Plan Review Programs
Subdivision Infrastructure Subcommittee
Recommendations: Supporting Information: Status
1. Implement an online plan review and approval • IT support can implement web-based payment of application fees Staff Concurrence
system including online application submittal, and customer inspection schedule request process as Phase 1.
payment of fees, digital plan submittal, inspection • Online application tracking will be included in the functionality Target Date:
scheduling with confirmation, permit issuance and established in Phase 1. Phase 1
customer access to permit status within the • Online application submittal and digital plan handling require May 30, 2016
review process. additional IT resources is scheduled for Phase 2.
• Digital plan handling will require hardware that will be included in Phase 2
Ensure implementation includes procurement of
FY 17 budget request for procurement in late 2016. September 30, 2016
the additional software, IT support and hardware
required for the system for all plan review staff,
including equipment to scan and print full size
construction plans for integration with the
electronic process and larger monitors to
accommodate reviewing of electronic plans.
2. Maintain plan review time to first review within • Stakeholders indicated satisfaction with current elapsed time to Staff Concurrence
program standard as workload increases by first application review.
requesting budget changes for additional staff • Program supervisor will report workload increase in demand that Target Date:
within a budget year, if necessary. causes time to first review to extend beyond program standard. Ongoing
Division will forward request for added staff or contract to reduce
backlog.
3. Review and revise the Department website to • County has long-term plan to revise all websites. No target date Staff Concurrence
ensure that pages that are accessed most often is available.
by customers are prominently displayed. Target Date:
• In short term, Department programs are permitted to make
March 31, 2016
editorial changes to individual pages. Revisions will be made
based on analysis of website hits and other input from customers
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Maricopa County
Environmental Services Department
Water & Waste Management Division
Plan Review Programs
Subdivision Infrastructure Subcommittee (continued)
Recommendations: Supporting Information: Status
4. Take a closer look at operation and maintenance The Department will make the following procedural changes to Staff Concurrence
of collection systems - 4.01/General Permit. address stakeholder concerns. The changes add no additional fees or
Modify the processes for non-utility, private mandated expenses for applicants. Target Date:
wastewater collection system construction • Add a section to the Engineer's Certificate of Completion that December 15, 2015
approval and operational compliance under the includes the information required by paragraph R 18-9-
provisions of the A.A.C. Section R18-9-E301 4.01 E301(E)(3).
general permit. • Contact utilities that convey wastewater from private collection
systems as needed to coordinate activities to minimize sewage
spills.
• Provide a certificate to be conveyed to the owner with the
Discharge Authorization that lists the owner's operational
responsibilities from R18-9-E301 in paragraphs F, G and H.
• As part of Department response to spills from private wastewater
collection systems, inform owner of requirements to comply with
paragraphs F, G and H.
5. Implement private sewer collection system permit • Stakeholder provided personal experience of instances where Department Non-
to confirm that owners are utilizing the required owners do not comply with ADEQ rule O&M requirements for Concurrence
certified operator performing required certified operator, O&M manual on site, and maintaining records.
maintenance to meet ADEQ requirements. • Department recorded less than 20 spills on 4.01 general permit Recommendation 4
private sewer collection systems in fiscal year 2015. may mitigate
• Change to code needed to add fee to implement a new permit. operational problems
• Board of Supervisors 2013 Resolution, Moratorium on Increased using existing
Regulatory Burdens is in effect until 2016. authority.
6. The Department to hold Subdivision Program • First meeting will be scheduled for fall 2016. Staff Concurrence
Stakeholder meetings annually. Target Date:
Fall 2016
ACTION REQUESTED
The action requested is to consider the recommendations, accept the report, whole or in part, as submitted by the Ad Hoc Task Force and to provide
guidance and direction to staff.
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