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Subject: BUILDING PERMIT TARGET DATE
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report PD -63 -94 be received for information; and
2. THAT a copy of Report PD -63 -94 be forwarded to the Durham Home
Builders Association.
1. BACKGROUND:
1.1 On April 26, 1993, Council passed the following resolution:
"THAT the Director of Planning and Development proceed to
set target dates for various types of standard building
permit applications and prepare a suitable format to
track and report these target dates."
2. COMMENTS:
2.1 As a result of Council's direction, the Director undertook a
comprehensive review of the building permit process and have
held several meetings with all staff, including Public Works
staff, who are involved in the process. The objective is to
streamline the building permit process as well as to arrive at
realistic target dates for the issuance of various types of
standard building permit applications.
2.2 In determining the target dates, staff have examined the
following factors:
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REPORT NO.: PD -63 -94 PAGE 2
a) What is the current procedure and what measures are
necessary to expedite the process?
b) What is available in terms of computer technology that
could assist in reducing manhour and paper works and to
assist in the monitoring of the target date performance?
c) What are the current problems caused in the delay in the
issuance of building permit and what options are
available to alleviate the problems?
d) What was the building permit volume in the last few years
and what is the anticipated volume in the next few years?
e) What is the current available manpower and what is the
implications related to seasonal fluctuation, staff
vacation, illness etc.?
2.3 In consideration of the above factors, staff develop target
dates for various types of standard building permit
applications as follows:
Type of Permit
Working Day from Application
Ito
Issuance
Unenclosed and Detached Deck
1
- 2 days'
over 10 sq.m., Stove,
Fireplaces
Deck attached to dwelling
2
- 3 days
Detached Garage
Addition to Dwelling
4
- 5 days
Attached Garage
Subdivision Dwelling
5
- 8 days
Agricultural Building
8
- 10 days
Custom Built Dwelling
10
- 15 days
Industrial, Commercial,
15
- 20 days
Institutional Buildings
I Date of application and date of issuance combined are considered as one (1) day.
REPORT NO.: PD -63 -94 PAGE 3
2.4 The target dates represent the level of service that can be
provided by Municipal Staff. Built into the target dates are
several procedural changes that would expedite the process.
For example, lot grading plan, construction drawings, review
and planning clearances will now be carried out concurrently.
2.5 It should be noted that the target dates are intended for
standard permit application and are achievable provided the
following prerequisites are met.
a) The application is complete with all proper drawings,
information and fee.
b) There is no revision to drawing resulted from non-
compliance with Municipal and other Agency's
requirements, Building /Plumbing /Fire Codes, Zoning
Compliance etc.
C) Clearances or approvals from applicable external agencies
such as M.T.O., Conservation Authority, Durham Region,
Ministry of Labour are received within the target dates.
d) All applicable planning approvals have been granted.
2.6 Staff have commenced implementation of the target dates as of
September 1, 1993 and have monitored every permit application
since. The results of our monitoring between September 1,
1993 and March 31, 1994 as follows.
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REPORT NO.: PD -63 -94 PAGE 4
2.7 Of all the applications that are straight- forward and have
none of the potential problems as identified in paragraph 2. 5,
Staff were able to meet the target date for 88% of these
permit applications.
2.8 It is of interest to note that 59.4% of all permit
applications have experienced certain delay due to problems
beyond the Municipal Staff's control. Many times, these
applications were submitted prior to the applicant obtaining
all necessary approvals from the appropriate government
agencies.
2.9 Staff will continue to monitor the building permit application
turnaround time and will report to Council on a regular basis.
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NO. OF PERMITS
IT3ARGET
TOTAL
628
100%
Met Target Date
224
35.7%
Over Target Date
31
4.9%
Over target date due to reasons
beyond Staff control
a) Pending applicant to meet
conditions of Subdivision
Agreement
173
27.6%
b) Held at applicant's request
85
13.5%
C) Building Code deficiencies
47
7.5%
d) Lot grading plan deficiencies
26
4.0%
e) Zoning By -law Amendment not
yet in effect
19
3.0%
f) External agencies requirements
not met
11
1.8%
g) Land severance decision not
yet final
8
1.3%
h) Pending site plan agreement
execution
4
0.7%
2.7 Of all the applications that are straight- forward and have
none of the potential problems as identified in paragraph 2. 5,
Staff were able to meet the target date for 88% of these
permit applications.
2.8 It is of interest to note that 59.4% of all permit
applications have experienced certain delay due to problems
beyond the Municipal Staff's control. Many times, these
applications were submitted prior to the applicant obtaining
all necessary approvals from the appropriate government
agencies.
2.9 Staff will continue to monitor the building permit application
turnaround time and will report to Council on a regular basis.
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REPORT NO.: PD-63-94 PAGE 5
Respectfully submitted,
Franklin Wu, M.C.I.P.
Director of Planning
and Development
FW*cc
27 May 1994
Reviewed by,
W.H. Stockwell I
Chief Administrative
Officer