COMM POOLS TASK FORCE FINAL REPORT FOR BOS 8-3-15.PDF

Maricopa County
Environmental Services Department
Water & Waste Management Division
Swimming Pool 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 Swimming Pool
Programs, public and semi-public pools, of the Water and Waste Management Division. At the invitation of the County Manager, key
stakeholders comprised of local community pool operators, pool company representatives, contractors, hotel and tourism association
representatives and water park operators participated in a kick-off meeting on March 19, 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 (2) subcommittees were formed—Process and Procedures and Codes and
Regulations. 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 work through the
areas of interest.
Once each subcommittee had formalized their recommendations, the task force was reconvened on June 4, 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 13 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 being submitted to the Maricopa County Board of Supervisors for
review and consideration.
Page 1 of 5

Maricopa County
Environmental Services Department
Water & Waste Management Division
Swimming Pool Programs
Process & Procedures Review Subcommittee
Recommendations: Supporting Information: Status
1. Invest in an online system that will allow for • Web-based inspection request form and response system Staff Concurrence
inspection scheduling with confirmation, payment already implemented by staff.
of fees, tracking of permit review process, online • A demonstration of the available online portal was presented Phase 1 – Online
application submittal and digital plan handling on April 9, 2015 to the members. Inspections Scheduling &
along with permit issuance. • The members identified that the functionality of the Application Tracking
inspections tool should be the top priority as it offers the Target Date:
This is to include the additional hardware to scan
most benefit in the current process. Phase 1 December 1, 2015
and print full size construction plans for
• Online application tracking will be included in the
integration with the electronic process.
functionality established in Phase 1. Phase 2 – Online
• Online application submittal and digital plan handling should Application Submittal
be Phase 2. Target Date:
March 1, 2016
2. Outline and post online the options and related • Members were provided with current information and Staff Concurrence
processes to challenge a decision; Maricopa County Environmental Health Code (Code)
requirements. Online posting of process
a. An internal escalated review process,
• The information is to be placed online with links to the Target Date:
b. A request for an interpretation process, required forms and simple graphics to outline the process October 31, 2015
for the different types of escalated reviews.
c. A variance process (formal hearing or
administrative),
d. A formal appeals process.
Include how to initiate each type, the approximate
timeline for a response, any cost and what is needed.
3. Facilitate IT enhancements to foster improved • Citizens focus on the actual report rather than an advisory Staff Concurrence
communication regarding inspection reports. notice.
• This would require an IT solution. Inspection Report
a. Add supervisor contact information on
Enhancements
inspection reports.
Target Date:
b. Post a corrected inspection report online March 1, 2016
rather than an “Advisory” entry or note.
Page 2 of 5

Maricopa County
Environmental Services Department
Water & Waste Management Division
Swimming Pool Programs
Process & Procedures Review Subcommittee (continued)
Recommendations: Supporting Information: Status
4. Publish all substantive policy statements (SPS) • Members were provided examples of new pool program SPS Staff Concurrence
online with the information being easy to and the Enhanced Regulatory Outreach Program (EROP) link
understand, searchable and with a subject index. to subscribe for future notifications regarding SPS updates. Implemented July 1, 2015
• Five (5) new Substantive Policy Statements were developed
and posted.
5. Direct all plan reviewers to reference the • Listing the specific area of the Code allows for the customer Staff Concurrence
applicable section of the Code for each plan to review the section to better understand and/or to clarify.
review comment. • Staff reviewed current processes and reviewers will start Phase 1 –
with the basic implementation by the copy/paste method. Implemented July 1, 2015
Phase 1
• For a more efficient process, staff will work with IT to Phase 2 – Guide Sheets
develop a system generated guide sheet with applicable Target Date:
Code references. Phase 2 March 1, 2016
6. Formalize a process to schedule a Pre-Application • Pre-Application meeting requests are currently accepted. Staff Concurrence
meeting with staff. Staff will add information to the Department’s website to
Implemented July 1, 2015
advise that this option is available.
7. Provide information online regarding the • The Inspection by Request is already outlined in the Code; Staff Concurrence
Inspection By Request option. This may reduce however, it has not been previously utilized for public /
the number of failed inspections as members semi-public pools construction inspections. Implemented July 1, 2015
believe contractors would pay the $135 fee to • Staff will add information to the Department’s website to
obtain a pre-final punch list. advise that this option is available.
8. Conduct an annual stakeholder meeting to foster • In addition to the annual meeting, staff will email an Staff Concurrence
open and continuous communication (preferably external newsletter, Enviro~Connections, to an evolving
not in the summer months). customer distribution list to share important changes and Target Date:
topics that may be of interest to the industry. Fall 2016
Page 3 of 5

Maricopa County
Environmental Services Department
Water & Waste Management Division
Swimming Pool Programs
Code & Regulations Review Subcommittee
Recommendations: Supporting Information: Status
1. Implement continuous process improvement to • Staff has identified personnel in other areas and have cross Staff Concurrence
meet a 3-week or less plan review turnaround trained them in order to address the increase in volume during
time, especially during the peak season. The peak periods. Target Date:
solutions should not result in increased fees. Ongoing
2. Develop a reference tool for commonly submitted • Staff provided reports on the number and types of variances Staff Concurrence
pool features that are not specifically listed in the processed in the past year for the members to consider. There
Code: was a great deal of discussion on how to improve the process for Target Date:
handling features, especially those that are becoming more January 1, 2016
a. Provide design guidelines for those features
common.
that may be approved during plan review.
• Arizona is tourist destination and should be on the cutting edge.
b. List the features that may be considered for a At the request of members, staff contacted other states, Nevada,
Direct Appeal Variance process along with Florida, California, Texas, to compare the process for handling
typical or standard stipulations. features. It was found the Division is in line with other
jurisdictions in that variances are typically required. With some of
c. List features that will need to be reviewed
the features that have the highest concern, those features are
through the formal variance process.
approved when there is a lifeguard provision.
d. Consider recurring features from the above • Staff will create a document for stakeholders to utilize when
lists for inclusion into the Code. evaluating pool features and their associated approval
requirements for inclusion in construction plans. The document
will be posted to the Department’s website.
3. For approval of a specific pool interior color: • Staff currently maintains a list of pre-approved colors and Staff Concurrence
associated samples at the Department’s office.
a. Develop and offer a way for applicants to • The Department will create a document of approved colors for Target Date:
submit a product and color combination for posting to the Department’s website; the document will state the October 1, 2015
pre-approval. availability of color samples to view at the Department’s office.
b. Maintain and publish an online list of approved • It was discussed that the manufacturers, brands and colors are
product and color that is kept updated as new often changing and a wide degree of color variance has been
options are approved. observed. There is no recommendation to change the Code,
which references “white and light pastels”.
Page 4 of 5

Maricopa County
Environmental Services Department
Water & Waste Management Division
Swimming Pool Programs
Code & Regulations Review Subcommittee (continued)
Recommendations: Supporting Information: Status
4. Provide information related to asbestos • The Department Ombudsman will coordinate with the Air Quality Staff Concurrence
regulations for pools. Department and develop a frequently asked questions guide and
post online with direct contact information for further assistance. Implemented
July 1, 2015
• The FAQ guide has been posted to both the Air Quality and the
Environmental Services website.
5. Develop and publish a substantive policy • By issuing the SPS, the pool deck slope requirements will be Staff Concurrence
statement (SPS) to resolve a conflict between the clarified while meeting the intent of the Code.
pool deck slope requirements listed in the Code Implemented
• A Substantive Policy Statement (WW-2015-005) was developed
and the established requirements as set forth in July 1, 2015
and posted.
the American with Disabilities Act (ADA).
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.
Page 5 of 5