Investing in your City: Streamlining Permit Application Process

Burlington Investments
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Our weekly "Investing in your City" series continues, highlighting some of the significant investments being made in Burlington and that our community will benefit from.

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The City is continuing investments to streamline the permit application process to improve overall service delivery and to help allow minor construction projects proceed faster and more efficiently.ONLINE SELF-SERVE TOOLThe City of Burlington has updated its pre-building approval process and launched a new online self-serve tool called MyFiles. These improvements are helping speed up when applicants can apply for a building permit. The new MyFiles tool lets applicants check on the status of their pre-building approval application in real time. It allows them to follow along as their application goes through each step in the review process.While applicants are still welcome to contact staff with questions, they can now login to this new portal to access information they may need about their application, if they prefer.MyFiles can be used by residents who have applied for Pre-Building Approval after April 24, 2023. Once an account has been created, applicants can check the status of their files for applications related to:

  • decks;
  • accessory building or structure like a shed or gazebo;
  • renovations, such as additions; or
  • build a new house.

ALIGNMENT WITH BURLINGTON'S STRATEGIC PLAN:Streamlining the permit and application process is a pivotal step towards enhancing the efficiency of the City's operations and in its response time. Here's how it aligns with and supports the strategic directions of Burlington's 2015-2040 Strategic Plan:

  • A City that Grows
    • Efficient and streamlined permit processes are crucial for accommodating and managing growth in a coordinated manner.
    • By making the application process more efficient, developers and homeowners can more easily contribute to the city's growth, and help Burlington fulfill its vision to grow responsibly and sustainably.
    • As Burlington strives to be a city that grows "in place," ensuring a seamless permit application process facilitates the redevelopment and optimal use of existing spaces.
  • A City that Moves
    • Streamlined permit applications, especially related to transportation and infrastructure projects, can expedite the development of essential mobility projects.
    • By efficiently processing permits, the City can ensure that infrastructure developments or enhancements don't face unnecessary delays, allowing residents to benefit from improved mobility sooner.
  • A Healthy and Greener City
    • A digital and streamlined permit process reduces the reliance on paper-based applications, directly contributing to environmental sustainability.
    • It can also prioritize and fast-track green projects, emphasizing the City's commitment to health and environmental consciousness.
  • An Engaging City
    • A more transparent and efficient permit process engages residents by reducing bureaucratic barriers.
    • It can make the City more approachable and user-friendly for its residents and businesses.
    • Enhanced communication platforms, as part of the streamlining initiative, can also facilitate better engagement and feedback from the community on proposed developments or changes.

BENEFITS OF STREAMLINING: 1. Increased efficiency for traditional/manual reviews of applications, especially for routine checks like property boundaries and zoning restrictions that can consume significant amounts of time. Automation removes these time-consuming steps, making the entire process faster. Applicants will experience reduced waiting times, leading to quicker project commencements and completions. Moreover, a more streamlined process reduces the chances of backlogs, ensuring that each application gets the attention it deserves in a timely manner.2. Consistency and accuracy in manual reviews of applications, despite best efforts, can sometimes lead to subjective decisions or inadvertent oversights. Automation, by design, brings a level of consistency that's hard to achieve manually. Every application, regardless of who submits it, is evaluated against the same set of criteria, ensuring that all applicants are treated fairly. This uniformity also drastically reduces the chances of errors, ensuring that permits are granted based on accurate and consistent data evaluation.3. Making the most of the City's resources -- when staff members spend time on repetitive and routine tasks, their ability to focus on more complex and unique issues is compromised. By automating the mundane, the City not only speeds up the process but also ensures that its staff can dedicate their time to areas where their expertise truly matters. This not only leads to better job satisfaction among staff but also ensures that complex applications receive the detailed attention they require, improving the overall quality of reviews.4. Enhanced inspection process -- inspections are critical in ensuring compliance with City codes and standards. Traditionally, these are done using manual checklists that can sometimes lead to oversights due to human error or fatigue. By integrating digital tools into the inspection process, the City ensures that each inspection is thorough and consistent. Digital checklists can provide real-time feedback, alerting inspectors to potential issues instantly. This ensures that no stone is left unturned during inspections, leading to safer and more compliant infrastructure in the City.5. Enhanced user experience -- with the integration of digital platforms, applicants will find it easier to navigate the process. Features like real-time tracking, AI-assisted guidance, and instant feedback will make the application process more intuitive. This not only reduces the learning curve for new applicants but also ensures that repeat applicants find value in the improved system.6. Data-driven decision making -- the digitized system will generate valuable data on every aspect of the permit application and inspection processes. This data, when analyzed, can provide insights into bottlenecks, common applicant queries, areas of frequent non-compliance, and more. These insights can guide future policy decisions, training programs for staff, and system enhancements, ensuring that the system is always evolving to better serve its users.7. Agile and adaptive evolution of our system -- adopting an agile way of doing things means the City isn’t locked into a rigid system. As feedback is received and as external factors change, the system can adapt quickly. This ensures that the platform remains modern, relevant, and in tune with the needs of its customers, providing longevity and adaptability for the City's investment.8. Robust security framework -- as services move online, cybersecurity becomes paramount. A system built with cybersecurity at its core ensures that applicant data is safe and that the City's operations are protected from potential cyber threats. Regular updates and security checks will ensure that the system remains impervious to new and evolving threats.

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