Building Code Board of Appeals Agenda and Packet 2016 03 17

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Building Code Board of Appeals Meeting Minutes March 19, 2015 Page 2 of 4 2016 Meeting Location Notice No changes were made to the meeting location notice since last year. Resolution was signed by 2016 Chairman Geise and Vice - Chairman Berry. 2016 Meeting Dates Geise talked about the meeting every other month and the alternant meetings dates as needed. Staff will update the Board when the City Council study session is scheduled. Open Government Training and Handout Staff will send meeting notices to the members who need to attend once the date has been set. DISCUSSION Document Scanning Staff gave a brief over view of how the scanning project is going, starting with the budget which has been approved each year since 2012. Scanned documents are currently on the LaserFiche program and will most likely be converted over to Tyler Content Management to tie into the new software system that is currently being implemented. The department is working toward the public having access to these documents with the new software system. Documents initially on microfilm will not be available to the public until the metadata and quality check has been completed. Contractor's licenses are currently scanned. Since ICC test do not expire, the have been scanned separately for easy access. Electrical and plumbing licenses have been scanned with each license since they have an expiration date and copies are required at each renewal. Overflow permits which had not been filed due to lack of room have been scanned and the records management scanning team is working on the files which have been filed. During this process, the permits are being organized and any duplicate items are not being scanned. Any set of plans which may have safety concerns, are being looked at closely and should there be any information that may have a safety concern, will be redacted per the city attorney. Planning documents will be scanned next. Berry asked if permit documents will be electronic at the time of submittal. Staff replied, at this time there is not a process in place for the permitting aspect. Planning already requires a set of electronic plans at the time of submittal for plan cases. Berry stated budgetary wise, going electronic may be the way to go. Staff replied it is possible for electronic plan review is possible through the citizen access through the new software system. It is currently being updated with the software company. Once this has been shown to staff, a procedure can be put in place and it is just a matter of when it will go live. Geise asked if the County will still require a paper set of plans for permit submittal. Staff replied they will accept electronic copies in place of paper copies.