Process Improvement Steering Committee September 28, 2011, 3:00 p.m. Building 1, Conference Room 350

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1. Purpose of Meeting

The committee shall serve in an advisory capacity to City Council. The function of the committee will be to work in harmony with City Council and City management to identify problems and barriers that may have negative impact on City operations, efficiency and effectiveness and facilitate solutions.

2. Attendees

Name Name

Tuck Bowie - Chair Dan Brockwell – Vice Chair

David Browning Bill Brunke

Osmay Torres Brad Martin

Delceno Miles Bob Dyer

Katie Gardner

Catheryn Whitesell - Staff Monica Dudek (Recorder)

3. Meeting Notes, Decisions, Issues

1. Welcome and Call to Order

2. Introductions –

• New members Delceno Miles and Katie Gardner were introduced to the team. • City staff members Patti Phillips and Eric Schmudde attended the meeting as guests. • A thank you letter was sent to Tanya Arney who expressed interest in volunteering on the

committee.

3. Old Business – • The minutes from August 31, 2011 were approved.

4. New Business/Discussion Items –

• John Maher, Vice President of Mainstream GS gave a brief overview on the strategic alignment and the Balanced Scorecard approach. Handouts materials are attached to these minutes. A thank you letter was sent on behalf of the committee.

• Councilman Dyer will continue to keep City Council informed on the committee’s progress. It is the committee’s goal to have a report out to council in December on the sub-committees progress.

• Subcommittees Status Report –

A meeting was arranged with Tidewater Builders Association (TBA) who had some ideas on how to improve the Building Permit process and procedures in Virginia

Development Review and Building Permit Process –

Process Improvement Steering Committee September 28, 2011, 3:00 p.m. Building 1, Conference Room 350

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Beach. Some of the areas discussed were: The difficulty of only having a single person be the controller of a decision, the request that a minor “redline” revision be granted a truly accelerated review process instead of a full review cycle, the request that review staff identify a code section or ordinance requirement in their review comments. It was noted that Virginia Beach as a whole is better than most other cities in this process but there may be practices in other cities worth reviewing. TBA will be a beneficial partner in moving forward with this subcommittee. The committee also met with Jay Tate, the Director of Development, Land Use and Construction in the City of Chesapeake which underwent a significant process improvement initiative over the last several years in that department. Some key areas Chesapeake pointed out were this was a “top down” project with the Mayor taking a very active role. Also they received buy-in from the Department Heads. Questions they considered key were, “what does the City really need” not “how can we change the existing practice”. The subcommittees found this meeting extremely helpful and they believe they can learn from what Chesapeake has accomplished over the years with Chesapeake offering an open door if the subcommittee would like to follow up or had questions. The subcommittee plans to meet with the City’s Planning Department on October 10th.

Review of City Payroll Process - The committee met with the School’s Payroll Department and will be scheduling a meeting with the City’s Payroll Department soon. The committee is confident that they will present solutions/recommendations by the end of the year.

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The committee met with Warren Harris, Director of Economic Development and Steve Herbert, Deputy City Manager to begin discussions. One key area of concern there appears to be no clear definition on what is a small business. The goal at the next meeting would be to have all stakeholders agree on the definition of what a small business is in Virginia Beach. They will also speak to the Commissioner of the Revenue (COR) to ask what indicators the COR Office obtains on local business to help with their definition.

Strategies to Keep Small Businesses Open and Expand Those Businesses –

• All members were asked to participate on a subcommittee. The following members will be

placed on the Strategies to Keep Small Businesses Open and Expand Those Businesses: David Browning, Delceno Miles and Katie Gardner.

4. Agenda for Next Meeting

DATE: October 26, 2011 TIME: 3:00 LOCATION: Bldg. 1, Conference Room 350 Welcome and Call to Order Introduction of Guests

Process Improvement Steering Committee September 28, 2011, 3:00 p.m. Building 1, Conference Room 350

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Old Business – Approval of the minutes from September 28, 2011 New Business/Discussion Items – Event Charter Report Out of Subcommittees Development Review and Building Permit Process Review of City Payroll Process Strategies to Keep Small Businesses Open and Expand Those Businesses

Announcements Next Meeting November 30, 2011 Adjournment

EVENT CHARTER

EVENT TITLE:

NAME/OFFICE/CONTACT NUMBER CHAMPION: EVENT TEAM LEADER(S): *FACILITATOR / TRAINER: PROBLEM STATEMENT Define the problem/opportunity for improvement.

What is the business case for holding this event? In other words, what is the strategic importance to your organization for conducting this event?

Do the organization’s customers have any problems or concerns with the products/services provided to them?

IMPACT STATEMENT How does the problem impact your organization’s ability to meet its mission, quality of life, goals, priorities, etc.?

GOALS / EXPECTED IMPROVEMENTS What specific, quantifiable goals should the team strive toward during the event?

SIPOC (DEFINES THE SCOPE AND MAJOR ELEMENTS OF THE PROCESS) SUPPLIERS INPUTS PROCESS OUTPUTS CUSTOMERS

Who supplies inputs to the process?

What people, materials, equipment, policies, or

procedures feed the process? What are the 5-7 high level

steps in the process? What products/services are generated from the process?

Who receives the outputs of the process?

First Step:

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Last Step:

EXCLUSIONS (Identify any items/processes that are off limits or will not be looked at during this event.)

TEAM MEMBERS (INCLUDE INDIVIDUALS IDENTIFIED IN THE SIPOC)

NAME ORGANIZATION/NUMBER NAME ORGANIZATION/NUMBER CURRENT PERFORMANCE What metrics are used to measure the current performance of the process and how have they been performing?

If none exist, what metrics should be developed to determine if the process is flourishing or floundering?

POTENTIALLY AFFECTED USERS What stakeholders does this event affect and will they be invited to participate in the event?

APPROVED BY NAME/ORGANIZATION SIGNATURE DATE CHAMPION: PROCESS OWNER: