FCD TASK FORCE FINAL REPORT TO BOS_03_08_2024.PDF
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Flood Control District of Maricopa County 2801 W Durango St Phoenix, Arizona 85009 P: 602-506-1501 Page 1 of 6 FLOOD CONTROL DISTRICT AD HOC STAKEHOLDER 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 the Flood Control District. At the invitation of Supervisor Hickman, key stakeholders comprised of engineers, attorneys, permit holders and industry representatives from consulting firms, and professional associations, participated in kickoff meetings on September 12th and September 26th, 2023. There was active, open discussion of the department’s strengths and identification of areas for review and improvement. Based on the discussion items from the initial meetings, two (2) subcommittees were formed – Community Floodplain Use Permitting and Sand & Gravel Floodplain Use Permitting. The subcommittee members met on a biweekly basis starting on October 10, 2023. During the first meeting, each subcommittee selected a chairperson to lead and focus the group’s efforts. As the subcommittees worked through the areas of interest, key staff provided support by preparing notes and providing information on current processes, reference material, and organizational history. Once each subcommittee had formalized their recommendations, the task force reconvened on December 12, 2023. At which time, the Chairs each presented the recommendations from their group for consensus of all the members. As a result of their commitment to the process and through their intense efforts, a total of 18 recommendations were developed. Due to the nature and scope of the recommendations, staff has been proactive in working to implement many of the recommendations. For those recommendations that require additional time, resources and further stakeholder input, a phased implementation schedule has been proposed. Below is a high-level summary of those recommended actions being submitted to the Flood Control District of Maricopa County Board of Directors for review and consideration. Flood Control District of Maricopa County 2801 W Durango Phoenix, Arizona 85009 P: 602-506-1501 Page 2 of 6 SAND & GRAVEL FLOODPLAIN USE PERMITTING SUBCOMMITTEE Issues Reviewed: Recommendation(s) & Supporting Information: Status: 1. To improve the online permitting process and notification system. A) Create an online portal where customers can access review comments. B) Create option to request a preapplication meeting in online permitting system, including option to schedule meeting prior to application record being created. A) In Progress – Permit Center, June 2024 B) In Progress – Permit Center, June 2024 2. To improve communication to customer regarding status of permit review. A) Develop ability for listed contacts to receive email notifications at each step of the workflow, including upon application submittal. B) Include assigned reviewer’s contact information in workflow notifications to applicants. C) Include the current maximum administrative and substantive review times and district review goals online. A) In Progress – Permit Center, June 2024 B) In Progress – Permit Center, June 2024 C) In Progress – Average review times were posted to website during first quarter CY24. Future enhancement to Permit Center will post average review times in permitting portal and in workflow notifications to customers. Flood Control District of Maricopa County 2801 W Durango Phoenix, Arizona 85009 P: 602-506-1501 Page 3 of 6 3. To improve application review times. A) Create a policy that requires staff offer to schedule a meeting with the customer upon issuance of 3rd review comments. B) Create a policy that includes administrative reviewer in pre-application meetings to ensure they understand submittal requirements. C) Create a policy that directs staff to contact customers directly to request information related to basic application deficiencies (i.e., missing attachment). D) Develop process whereby engineer(s) from Maricopa County Planning & Development or consultants can be contracted to assist with Floodplain Use Permitting during times of high volume. A) In Progress – New Policy/SOP, March 2024 B) In Progress – New Policy/SOP, March 2024 C) In Progress – New Policy/SOP, March 2024 D) In Progress – Revise MOU with P&D by May 2024. Flood Control District of Maricopa County 2801 W Durango Phoenix, Arizona 85009 P: 602-506-1501 Page 4 of 6 COMMUNITY FLOODPLAIN USE PERMITTING SUBCOMMITTEE Issues Reviewed: Recommendation(s) & Supporting Information: Status: 1. To simplify the floodplain use permitting process for routine, low-risk activities. A) Create a policy that establishes an abbreviated timeframe for authorization of routine, low-risk activities. Examples include: No surface disruption (directional boring) Temporary surface disruption (small utility cut and cover with compaction) Minor floodplain impact (sidewalk/paving placed at-grade, signpost) A) Completed – Policy has been implemented that outlines a simplified review and parameters for shortened review times. *A regulatory change may be initiated in the future if review time goals not met. 2. To improve coordination with cities on cross-jurisdictional projects. A) Create option in Permit Center for customer to add a municipal contact person. B) Create feature in permitting system whereby municipal contacts can receive notifications and access review information in online permitting system C) Ensure municipal stakeholders are invited to pre-application meeting, when applicable. D) Invite municipalities to attend overview of new online permitting system and process mapping. A) In Progress - Permit Center, June 2024 B) In Progress - Permit Center, June 2024 C) In Progress - New Policy/SOP, March 2024 D) In Progress – Permit Center, June 2024 Flood Control District of Maricopa County 2801 W Durango Phoenix, Arizona 85009 P: 602-506-1501 Page 5 of 6 3. To identify when River Mechanics reviews should be required. A) Develop a process whereby a Letter of Map Revision (LOMR) is only sent to River Mechanics reviewers when there is a deviation from the Conditional Letter of Map Revision (CLOMR) significant enough to create hydraulic differences. B) Develop a process whereby Floodplain Use permits & CLOMRs are only sent to River Mechanics based on risk assessment of potential impact to adjacent properties and structures. A) In Progress – New Policy/SOP, March 2024 B) In Progress – New Policy/SOP, March 2024 4. To raise customer awareness regarding preapplication meeting. A) Advertise preapplication meetings on website and on published process maps. B) Create option to request a preapplication meeting in online permitting system, including option to schedule meeting prior to application record being created. A) In Progress – Website Changes, March 2024 B) In Progress - Permit Center, June 2024 Flood Control District of Maricopa County 2801 W Durango Phoenix, Arizona 85009 P: 602-506-1501 Page 6 of 6 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. Special thank you to staff and stakeholders for their time and commitment to this process: Sand and Gravel Floodplain Use Permit Subcommittee members: Michael Hunt (Subcommittee Chair), Eric Mears, Gregg Monger, and Steve Trussell Community Floodplain Use Permit Subcommittee members: Jack Moody (Subcommittee Chair), Andrew Call, Michael Norris, Aubrey Thomas, Eric Mears, Frank Koo, Nuning Lemka, Scott Zipprich, William Lally, Tom Bongiorno, Mike Park, and John Shields Staff: Scott Vogel, Gus Martinez, Deb Wilson, David Bergeson, Michael Norris, Afshin Ahouraiyan and Andy Linton