SIF IT Project Meetings

[TracyLinder]

All SIF-IT meeting notes.

Meeting Info

• IT Project meetings currently occur twice weekly. Amber, Nathan, Joe, Tracy, Vish, Peggy/Dan
• Core team meets once weekly. Tracy, Vish, Priya

Resources / Links

• SIF OneDrive Folder
• SIF Miro (Workflow) Board
• List of all project issues (for stakeholders)
• SIF Website

[TracyLinder]

11/8/21

Discussing: The city manager will keep financial records for street impact fees showing the source and disbursement of all street impact fees collected in or expended from each service area.

Q: How much do I need to consider E-CAPRI in this conversation/solution?

Tracy: Should phase 1 of this project include the disbursement portion of this ordinance/requirements?

Dan: We don't think we'll have enough SIF money to complete a project until 2024.

SIF Eligible projects have to be approved by council. Dan asked Cole where this project data lives (it currently populates the SIF map).

Meredith: These accounts will need to be reconciled regularly, and who will do that? It should probably be finance. The data will need to be in whatever format they need so they can do reconciliation.

Averages of permits currently (monthly; not accurate representation of SIF workload):

• 272 Building permits commercial
• 867 building permits residential

Moped

• Can add an AMANDA folder # to the funding source table.
• Dan: Should we import all SIF eligible projects into MOPED? (Amenity says yes)

Tracy: Can we add a summary field 'SIF Eligible?' to MOPED? (Amenity said yes) Dan said we should be careful with the implications; just because it's eligible doesn't mean they'll get any funding. Certain criteria needs to be met.

Dan: I want MOPED users to be able to find out that there are SIF monies available for their improvement.

[TracyLinder]

11/18/21

Q: Will there be any SIF specific intake forms?

• We're not sure yet. Likely to be included inside of existing forms/applications.

Q: What can happen between assessment & invoicing that would change the SIF amount?

• Reductions change, site plan correction, all kinds of things can happen.

Q: Do we need to keep a record of what changed between pre & post assessments?

• There should be a record of what our pre-assessment was.
• We should be able to explain why the amount changed.

Q: What is an offset agreement?

• An agreement filed w/ the county that allows a reduction of SIF fee.

Q: What is an allocation agreement?

• Ex: Commercial site plan w. 3 buildings on it. The SIF amount is based on TIA data for each building; each fee may be different. If there is also an offset agreement, the offset amount needs to be allocated among those 3 buildings. The person building the offset gets to decide how it is allocated. TDS will apply the offset based on how the builder decides it should be allocated.

Q: Will ALL of the SIF cases have an associated PR folder?

• We think so. Amber/Joe will ask Roderick/Maria

Q: Should we charge the SIF fee on PR or BP?

• It makes more sense to charge on the PR for a few reasons; shell buildings, permit processing time at the PDC.

Q: Should we prevent PR approval if the SIF fee isn't paid?

• Probably. We need to know what other fees are charged during PR and at what point. Run this by Roderick/Maria.

[TracyLinder]

11/22/21

Agenda

• [x] Continue walking through workflow
• [x] When are we talking to Roderick/Maria?

Notes

• Amber will schedule mtg w/ DSD

Q: Does a Single family development (one lot) trigger a SIF?

• TBD

Q: What are the Offset Agreement Types?

• Still working on this; example: Signal, Traffic Lane

Q: Should we create a SIF folder for each building/structure?

• We have a lot more discussion to do. Tracy thinks we need a SIF folder for every SIF payment made.

SIF Fee Logic

1. Calculate total SIF without waivers
2. Calculate total SIF reduction percentage
3. Reduce total SIF by the reduction percentage (Reduced SIF cost)
4. Calculate total Offset/allocation agreement amount
5. Reduce the Reduced SIF (#3) by the Offset agreement amount

[TracyLinder]

11/29/21

Agenda

• [x] Discuss Tracy's Whiteboard (below)
• [x] Discuss eCombs with Peggy
• [x] SIF Folder Process Brainstorming
• [ ] MVP

****

[TracyLinder]

12/1/21 Notes

SP Workflow

• Q: At time of the PR, how will TDS know it's time to perform the final assessment? A: We'd like a process assigned to ATD so we can check for SIF requirement. Assign to the ATD Review Group, not to an individual.

Final Plat

• Q: How does TDS know there is a final plat request? A: We're already part of this process.

• Q: How will TDS know to perform the final SIF assessment? A: For single family, there will be a PR.

E-Capri w/ Peggy

• Concern: That we'll track finance data in one-off spreadsheets instead of a system of record. The system of record for managing SIF monies should be e-capri. We may need to pull in the team for eCapri training so we can better understand what is managed where.

Misc

• There will be no 'grandfathering' of existing development/cases. Everything is subject to SIF fees. We're going to have to think about how we code around existing AMANDA folders that will require a SIF assessment. Especially for those we need to catch at the BP level.
• We need to identify which PR cases ATD Engineering should be assigned to & which we don't want to see.
• Will there ever be a stand-alone BP (no PR) that would generate a SIF? We're not sure yet, we'll ask DSD at tomorrow's meeting.

[TracyLinder]

Mtg w/ Maria & Roderick from DSD on 12/2

• [x] Discuss billing SIF on the PR
• [x] Discuss adding ATD Review to PR.
• [x] Will ALL of the SIF cases have an associated PR folder?
• [x] Should we prevent PR approval if the SIF fee isn't paid?
• [x] Will there ever be a stand-alone BP (no PR) that would generate a SIF?

Notes

I can learn more about the PR folder from Makenzie O'neil (commercial) and Chris Hubbard (residential).

Stand-alone building permits are very rare. They're usually for emergency repair permits on existing structures. We do not believe there will be any stand-alone BP that requires SIF.

PR folders will not generate child permitting folders when there are outstanding fees on the PR.

[TracyLinder]

12/6 Monday Meeting

• [x] Peggy will email to find out who we coordinate E-Capri training with & copy Tracy.
• [ ] Joe & Amber will discuss what instruction DAC will need regarding when ATD should be assigned to corrections for SIF purposes.
• [x] Tracy will schedule meeting w/ the DSD Plan Review folks so we can learn about the folder workflow and discuss adding ATD SIF Review as a discipline/distribution. Makenzie O'neil (commercial) and Chris Hubbard (residential).
• At what point during the intake process would you add ATD as a reviewer? Or would it be during a distribution cycle?
• Is there a multi-department invoice we should try to include our SIF fee on? Does it matter that SIF fees may be very large? Applicants may not want to pay the SIF fee until everything else is approved. (We just talked ourselves out of this idea. We want our own invoice.)
• In what ways does the PR talk to the BP & SP?
• We are only concerned with shell buildings / how do we know which PR is for the shell?
• [ ] Learn more about the Relationship tab & features in V7.

Q: Should we limit who is allowed to pay the SIF fee? Does it matter?

• Joe needs to talk to Nathan & Amber about this.

Q: Should we create a SIF folder for each building/structure?

• No. One SIF folder needs to contain all the information. We've decided we should use a free-form tab to collect the data unique to each building. We may use the relationship tab in V7 to this end as well.

[TracyLinder]

12/9/21 Team Meeting

Agenda

• [ ] Appeals
• [ ] Codified reporting requirements
• [ ] MVP for AMANDA

Misc

• SIF process could start before the plans are submitted for formal review. So we could need to open a stand-alone SIF folder before there is anything to attach it to.

Appeals

• Per ordinance there is an appeals process. We're not familiar with what an appeal would look like or how it would impact the SIF workflow. This isn't MVP; we'll cross that bridge when we get there in the future.

Codified reporting requirements

• Reporting may not be in the actual ordinance. It was in a directive to the City Manager. Is Carla able to provide transcripts of the council hearing discussions on the approval of both ordinances from Dec. 2020.

Q: Who is interesting in Reporting? A: Council, ATD Management, Decision Makers, General Public

Q: What are they interested in? A: The money. How much collected, total offsets, similar to mitigation monies, data about reductions "ATD reduced SIF fees by $500k in 2021 for Smart Housing." A: Service Area information;

Q: Any performance metrics we need to plan around? A: None specifically that we can think of.

Plan Review Learning

• When is the best time for ATD distribution?
• How long does the review typically take?

Discovery w/ ATD Finance

• Include Peggy, Dan, Van
• Peggy will be meeting with other cities that have implemented SIF collection, then we should pull in ATD Finance for discovery.

Action Items Ask Carla for council transcripts. (Or PIO) .... Joe

[TracyLinder]

12/15

• We refined the SIF free-form tab

[TracyLinder]

12/16/21

Agenda:

• Finish free-form
• Refine the rest of the folder requirements
• Prep for mtg w/ DSD

Q: Can we limit each SIF fee to one service area?

• A: We can do that as an administrative guideline. Great idea.

Q: Do we apply the tech surcharge to SIF fees?

• A: Peggy thinks yes. Nate thinks no. Peggy will send an email to Water to see if they charge a surcharge on their improvement fees. Nate will punt to legal.

Next Agenda: Look at the SIF estimator worksheet

[TracyLinder]

Questions about PR

• At what point during the intake process would you add ATD as a reviewer? Or would it be during a distribution cycle?
• We want a stand-alone invoice
• In what ways does the PR talk to the BP & SP?
• We are only concerned with shell buildings / how do we know which PR is for the shell?
• How long does the review typically take?
• Weekly/Monthly PR workload?
• SIF doesn't have review deadlines; what PR deadlines do we need to. be considerate of?

[TracyLinder]

Notes:

We've determined charging on the PR won't work because one PR can cover multiple buildings.

• AFD has inserted themselves similarly in the PR process; we can learn from.
• Review processes for Commercial & Residential is almost identical; info fields change.
• One PR can have multiple buildings; so invoicing on the PR would not be workable.
• Invoice the fee before the review distribution. They're already creating multi-department invoices at this stage.
• Fees need to be paid prior to review due to AMANDA coding that looks at unpaid bills prior to review distribution.

Q: How are the permits created from the PR?

• Process 'Coordinating Review' result 'Create Permits' > Creates bp

• Then result 'approved for permit' > creates trade permits

• [ ] Let's talk to the Service Center & bring everyone in. Service Center: Maria Jaramillo, Joshua Davis, Roderick. Bring in DSD IT also; Sam & Deborah. Myra Rivera (coordinators for volume building) & Susan Barr (chief plans examiner)

[TracyLinder]

12/20

Agenda:

• Should the offset allocation percentage be reduced from the standard SIF fee, or the SIF fee after reductions?
• Can there be different SIF collection rates for buildings inside one development?

[TracyLinder]

Mon 12/27 Team Mtg

Agenda

• [x] Recap of DSD meeting & schedule next.
• [x] Project Timeline / Next Steps
• [x] SIF Folder Documentation

Notes

• We should meet with Parkland Dedication & learn from them.

Project Timeline / Next Steps:

• Vish, Tracy, Priya to meet, hoping this will help solidify the timeline. Ask about V6 & V7 implementation. Also ask about projected timeline. How often would she like to do retros?
• Sync back w/ group and do some final scheduling. Schedule retros.

Action Items

• [x] Schedule mtg w/ DSD
• [ ] Schedule mtg w/ Parkland

[TracyLinder]

12/30 Project Mtg

Agenda:

• [ ] Continue refining SIF Specs sheet

Q: Do we need to provide an approval/issuance type document after SIF is paid, other than the receipt?

• A: This is extra & not a clear need currently. We're thinking if this needs surfaces we'll provide a solution at that time. The Building Permit is the proof they need that SIF was paid.

Q: Will you provide customers with a final assessment document?

• A: That's an interesting idea. Will discuss w/ Nate & team.

Q: Do all offsets have an expiration, or just the temporary offset?

• A: TDS is still discussing this internally. It really depends on how the agreement is written and if an expiration date is included. They will have a determined approach that applies to all agreements. TBD.

Q: What values do we put in the Info 'Allocation Types'

• A: Need Nate. Proportional, percentage, straight amount.

Located in University Neighborhood Overlay? - We don't think we need to put this in the SIF folder anywhere. Let's ask Nate if we need to collect a y/n on this for reporting.

Q: Redevelopment Project - why is it on the SIF form?

• I want to rebuild a thing just as it is, but newer. Then I don't pay a SIF.

New Story/Need: We WILL need to create a SIF folder for non-SIF applicable sites/developments.

• So we can record that a review happened
• So we can prevent issues with the PR/BP looking for a SIF folder/payment and there not being one.

Homework

• [ ] Compile a list of Land Use types for the info dropdown list. (Amber)
• [ ] Next week let's discuss all the features we need in the SIF folder for non-sif applicable reviews.

[TracyLinder]

1/3/21 Project Mtg

Agenda:

• Look at last meeting's notes and get Nate's feedback
• Continue refining specs
• Agenda for Thursday's mtg w/ DSD

[TracyLinder]

Do we need to capture the assessment date every time we update the assessment?

• We will capture this in the folder process. Or should we have a free-form row for each assessment? Or maybe we just capture specific things/data in the process info. Discuss w/ Team

How will collected SIF fees be impacted by site corrections? Add more money? Refund some?

We want to talk about the folder expiration date again.

Needs

• Be able to report on assessments provided but not invoices (unrecognized revenue) ie We might collect X amount of SIF money based on the assessments we've provided.
• Be able to provide updates on the unrecognized revenue.

Gross SIF Assessment: The SIF amount prior to reductions Unrecognized Revenue: The SIF assessment amount after all reductions

[TracyLinder]

ATD/DSD Mtg 1/6/21 - Discuss Where to Invoice SIF Fees

Agenda

• [ ] Greetings & introductions (ATD: IT, Finance, TDS) (DSD: IT, Plan Review, Service Center)
• [ ] Purpose of this meeting: Invoicing SIF fees
• [ ] Brief SIF overview
• [ ] In-depth requirements of invoicing SIF fees
• [ ] Discuss solutions & chose one

[TracyLinder]

1/10/21 Project Meeting

Agenda

• [x] Identify all the topics we need to follow up on from the last few meetings (there's a lot)
• [x] Review Tracy's notes from DSD meeting before sending them out.
• [ ] Check on schedule

Notes Capturing SIF Assessments: Folder Info: # of Buildings System would insert a SIF Assessment process for each building (based on info) We track assessment interactions & data in the process tabs.

• Land use types: grab the list from the SIF estimator worksheet

• Meeting w/ Parkland Dedication - Joe will schedule. Invite Peggy, Dan V, and Meredith. (Optional: Dan H., Amenity A.)

• Peggy talked to water; they do not collect a surcharge on their improvement fees.

[TracyLinder]

1/12/22 Intro with Priya

Reviews: Begin w/ bi-weekly for folder creation, then weekly afterwards.

Q: How long will this take? A: Priya will analyze the specs and give us an estimate. Specs aren't quite ready to look at .

[TracyLinder]

Specs Mtg - Tracy & Vish:

Charge on BP or SIF?

• We can get this done faster if we charge on SIF. (Taking DSD/BP out of the equation.)
• If we invoice on the BP, but the BP hasn't been created yet, we would have to wait for the BP creation & be delayed.
• Let's do SIF!

BP SIF Validation (Thoughts)

• Add new infos to PR folder that would inform the BP-SIF validation.

1. User clicks 'Issue' button on BP
2. BP asks 'Is SIF Required?' [goes to PR info 'SIF Required']
3. If yes, BP asks 'Which SIF folder?' [goes to PR info 'SIF RSN']
4. Next validate the SIF folder for payment [how?]

[TracyLinder]

1/13/22

ATD Tech Surcharge Yes or No? - No

• We shouldn't apply to non-service related fees (where we provide a service) like this one or ROW Usage Fees.
• Currently there is no review related fee for the SIF program.
• Peggy talked to parkland & they charge a 5% administrative fee.
• Council made it clear in both ordinances that affordability and economic impact need to be huge considerations.

Meeting With Parkland

• Is scheduled for tue 1/25/22
• Peggy put their procedure in the chat

Proposed BP SIF Validation Feedback:

• We need Amber's input on using PR infos as a solution
• Joe & Nate think we'll have a dedicated resource for managing SIF fees in AMANDA. That person would have the bandwidth presumably

[TracyLinder]

1/18/22

Notes

• Vish sent specs sheet to Priya today for estimate. She will reach out soon.
• Creating the folder is done in two parts:
  1. Configuration (building the folder skeleton & creating infos & processes)
  2. Automation & business rule implementation
• hh

Can we move the building issuance validation to the PR, preventing the creation of BP if SIF hasn't been paid? A: We'd like to get feedback from commercial plan review on this. Maybe Tracy can reach out to Makenzie.

• Idea: Use folder comment feature to notify TDS tech of PR cases.

We need to talk about how the PR knows what is SIF eligible without asking a human.

• How does it get on our to-do list?

• Where does our SOP get updated?

• [ ] Export PR sub & work types & send to team for review. (Vish)

• [x] Schedule PR discovery ASAP (Tracy)

[TracyLinder]

Quick convo w/ Makenzie (DSD)

• [x] Current objective is to define how SIF interacts with PR folder/workflow.

• [x] SIF fee validation/prevent BP: We're thinking about preventing BP creation instead of BP issuance

• [x] Why we're meeting tomorrow.

• (prevent BP folder creation) It is technically possible for sure. It's already validating unpaid fees on the PR in multiple processes/workflows.

• DSD Performance & customer satisfaction metrics is Project Permitted within 24 hours of reviews being completed. We'd either need to add ATD as a reviewer or adjust that metric.

• A new info field like 'SIF Required' y/n, that could then create the fee on the BP or carry to the BP so the service center could do a manual check.

[TracyLinder]

Vish & Tracy 1/19/21

Idea for info # of Buildings

• System would insert that number of 'SIF Assessment' processes
  • Auto-comment 'Building # 1...'
• System would insert that number of rows on the free-form tab

Ideas for capturing SIF assessment specific data:

• Either collect as a folder process info, or as a row on the free-form tab
• We think free-form is better because process infos overwrite themselves, and for reporting it would be best to have all the data in the same place (table).
• So each time an assessment is performed, the review tech would need to add a new row, and update the status of the existing row (if there is one)
• If we need performance metrics (like how long it took us to provide the assessment), the free-form tab would be limiting.
• Talk to stakeholders

TBD Specs Sheet:

• [ ] Define info values for:

• Offset Types

• Zoning land use

• Land Use

• [ ] Nix Prelim Offset Review folder process

• [ ] Define process group & assignment values

• [ ] Finalize process attempt names

• [ ] Define attachment types

[TracyLinder]

Plan Review / SIF Eligibility Discovery 1/19

We will discuss the PR folder as it relates to SIF. 

• Which PR's does SIF care about?
• Does PR already capture the info we need to know if SIF is required? 
• How does the PR folder know how many buildings there are?

Notes

Stand-Alones

GIS property attributes trigger AMANDA processes (like OSSF) in DSD's review folders. This triggers an OSSF review on the PR folder.

Q: What qualifies for a stand-alone trade permit?

Every project should be connected to a site plan or site correction (with few exceptions?) If not there would be a site plan exemption.

PR info field 'Is site plan or site plan exemption required?' -- If it says no, it doesn't mean a site plan/exemption doesn't exist.

AMANDA DA folder is used for site exemptions. We don't know if we want to attach SIF to site plan exemptions (more discussion needed). We think we won't review exemptions for SIF. For a shopping center it would need to add 3,000 sqf to trigger a SIF assessment. So we've decided we won't assess exemptions.

Q: Is SIF based on types of occupancy? ---- A: Probably, but we have to assess SIF based on identified processes even if we know a certain type of occupancy is unlikely to generate a SIF.

Idea to prevent BP creation if SIF is unpaid.

• The attempt type is 'Create Permits' on the ? folder process.

• There is a DSD performance metrics 'Did we create the permits within 24 hours of the final approval?'

• Ideally we wouldn't want to use a PR review process to hold a customer accountable for paying a fee.

• BP are eligible for portal self-assign, so in that situation we wouldn't be able to depend on a human to manually validate that the SIF has been paid.

Q: How does the PR folder know how many buildings there are? --- A: Lots of ways...

[TracyLinder]

1/20/22 Project Meeting

Agenda:

• Recap since last team meeting
• Specs Sheet finishing

[TracyLinder]

Q: Will you know how many buildings there are at time of site plan or final plat? A: For SP, yes. Final Plat, not sure.

• Land Use Infos: (030) Truck Terminal SIF Estimator Worsheet

Q: Do we need to capture land use at the building level (on the free-form tab?) Does the land use factor into the SIF cost?

• TDS Tech needs to find the data in the SIF folder that they need to assess a correct fee.

It sounds like we'll need to track land use and intensity on the free form, in a 1 to 1 relationship. ie we can't combine land use in 1 field; need a field for each land use on the same row. Will need to discuss more at next meeting.

[TracyLinder]

Project Mtg 1/24/22

Terminology:

Don't use 'Preliminary Assessment' assessment anymore. Formal Assessment - All assessments provided before the final assessment. Final Assessment - The last assessment provided at time of invoice. It's final when it's used to generate an invoice.

SIF Folder Publicly Viewable - Yes Q: Anything about the SIF that we know we SHOULDN'T publish publicly.

Prelim Offset Review: Do we need it? NO

• To do w/ preliminary plan submittals. They will be given a notification memo w /info about fees and constraints. If they want a prelim offset assessment. Staff suggesting for the purposes of prelim offset consultations, that the applicant request a pre-development assessment and follow that workflow. SIF staff should document the internal process they will follow when a customer asks for consultation on offsets related to a preliminary plan. They've decided it won't be managed on the SIF folder at this time.

Process Deadlines

• Do we know enough about start/end dates / review turn-around times / shot clock? SIF team will discuss internally and we'll discuss this again next monday.

Process Assignments Formal assessments go to (IRL) will be done by the person conducting the site plan review. (ATD Engineering) Final assessments go to (IRL) will be done by the SIF tech. ATD SIF

SIF Website Updates:

@vschandramouli can you please ask Priya for an export of process group/disciplines?

[vschandramouli]

1/25/2022 -

• Confirmed that all instances of Prelim Assessment have been changed to Formal Assessment.
• Added pick options for Zoning Land Use info field from Fee estimator Spreadsheet
• Process Status page needs to be completed, otherwise the document seems to be in a good place to start configuration

[TracyLinder]

1/26 Tracy & Vish

Start a SIF/AMANDA workflow on Miro:

1. PM identifies SIF requirement, either during site plan, plat review (they are assigned via ATD Engineering Review)
   • Perhaps use a process info 'SIF Required?' and if Yes, system would create a child SIF folder when attempt is saved.
     2. System creates the SIF child folder; copy down the data we want from the parent folder (properties, people, any matching info fields that we can map). f.status = In Review
     3. The SIF Assessment process needs to show up on ATD Engineering
     4. User fills out the rest of the SIF folder
     5. User provides the customer w/ Formal Assessment (outside of AMANDA)
     6. User saves Formal Assessment attempt on SIF Assessment Process
     7. ATD will repeat steps 5 & 6 until the Final Assessment is due/ready
     8. Final Assessment time - ATD user adds & bills fee, adds fee data to free-form, sends invoice to customer, saves 'Final Assessment' attempt on SIF Assessment process

---

Plan Review Thoughts:

• Add a new info to SP/C8 'SIF Required' / this info would copy down to the PR
• When PR distribution happens, system could check the info, if it says yes, send email notification to SIF team.

[TracyLinder]

Project Mtg 1/27/22

Agenda:

• [ ] Finish Specs Doc
• [ ] Sync on priorities

Land Use vs Transportation Land Use

• The info tab field 'Land Use' categories are considered General Transportation Land use.
• Do we need to capture the zoning land use anywhere on the SIF folder? -- Yes, on the info tab only
• We removed Land Use from the free-form tab because we don't need it to calculate the SIF fee.

Zoning Land Use Values:

• Maybe we can use an already existing info field in use by DSD (if it exists) on the C8 or SP.

Is the SIF Collection rate applied at site level or building? ---- Building. Do we want the SIF Collection Rate on the free-form? ---- No. We removed it.

Tasks:

• Tracy/Vish research SP & C8 infos to look for existing Land Use

[TracyLinder]

Parkland Dedication Discovery Meeting on 1/25/22

• 2013 Audit Doc

[TracyLinder]

1/31/22

Transit Proximity

• Based on geography
• Each geographic area has a max reduction
• If the percentage is lower than the max, we go with the lower value. If it higher than the max, we go with the max value.

Finance needs on free-form

• Assessment amount without reductions
• Constructed Improvement Amount (tracked at the site level, not at building) Gross SIF Assessment: The SIF amount prior to reductions

Q: Will TDS have to look at the PR folder somewhere before providing the final assessment/invoice? --- We're not sure right now.

Q: What could change between SP & PR that could change the SIF amount? --- A: Transportation Land Use, Site Intensity

Q for Nate: Should we add a new folder info to capture that for this SIF case, there have already been mitigations assessed

• If the amount the customer already paid is equal to or more than the SIF amount, they wouldn't pay SIF, but if it's less then they'd make up the difference.

[TracyLinder]

2/2/22 Tracy/Vish Work Sesh

Update from Vish

• Sent spec sheet to Priya; she'll start working on the config today
• Is updating the free-form tab in the specs sheet
• Is starting on the SIF flowchart #8357

Notes

• We created #8375
• How will we keep in contact w/ Priya during the config? ---- We'll add her to our Wednesday meetings for now.

[vschandramouli]

2/4/2022 - Updated Excel SIF Specs sheet based on requirements document stored on Google Drive. Specs sheet should be complete for now unless Priya has questions.

[TracyLinder]

Mon 2/7/22

• Joe asked Tracy to help w/ a timeline doc (he'll email)
• They met w/ PIO last Tuesday, will meet again weekly or bi-weekly
• We've decided to add ATD as a PR reviewer on formal distribution
• Should we add a new folder info to capture that for this SIF case, there have already been mitigations assessed? ---- Yes. And if Offset is No and This is Yes, we want the system to throw an alert. @vschandramouli can you capture this in a user story somewhere?
  • Any mitigation offset will be documented in the offset agreement, so we don't need a column for this on the free-form tab. Peggy wants the SP ID the mitigations we paid for identified in the agreement (or somewhere.)
• We need a user story: System should email resource account when SIF payment is made.

Will TDS have to look at the PR folder somewhere before providing the final assessment/invoice? --- We think yes. It has the site data we need. We need to validate land use assumptions. Verify that the site plan matches the building permit. Our purpose at this stage is to validate the information we've used on previous assessments.

We may need somebody in DSD Site corrections to be trained to identify when land use or intensity changes enough to trigger a SIF assessment.

Site Plan Corrections Currently: DAC knows what TDS cares about, and when they see it they assign TDS as a reviewer to the SPC. At some point the original SP is updated so we don't have to reference the SPC.

• We will need documentation for how/when to update SIF Assessments for SPC.
• I don't think we need to code around corrections for SIF. We'll do a walkthrough with Viktor A. w/ DSD.

Communications & Accountability What's our communication plan? Who is answering questions for internal & external folks? Regular SIF meetings & monthly executive updates.

Action Items:

• [x] Joe will invite Peggy & Tracy to the next PIO meeting.
• [x] Amber will schedule walkthrough with Viktor A. w/ DSD for site corrections.
• [x] Tracy schedule time to talk to McKenzie about the PR solution. (Try to invite to Thursday's)

[TracyLinder]

2/9/22 Core Team

Tracy & Vish, Priya out today

• Vish checked in w/ Priya on Monday regarding the config & she's doing well; no questions right now.
• Vish's current SIF assignments: #8357 and #8419

[TracyLinder]

Project Team Mtg 2/10/22

Coordinating w/ DSD for updates on their AMANDA folders:

• Tracy will sync w/ McKenzie tomorrow, then schedule a followup w/ all the folks from the last meeting.

The First Wave

• Priya can write a query to pull out the sites we care about. We just need to figure out the logic.
• We need to talk about this quite a bit more.

Misc.

• Refunding SIF money. ATD needs a written procedure for this. Currently outside of the IT project scope.
• The PR doesn't have a parent SP in AMANDA. They're not connected. This blew Tracy's mind.
• user story: add new info 'SIF Ref. # ' to SP, C8, PR

[TracyLinder]

I have questions:

• If i were to construct a new single family home on an empty lot, would I pay SIF?
• Should we go to PROD in V6 as soon as we are able to? Or should we keep it in V6 test until we migrate to V7?

[TracyLinder]

[TracyLinder]

Core Team Meeting

Tracy, Vish, Priya

Agenda:

• [x] Review 'In Progress' Pipeline
• [x] Are we ready to show stakeholders anything?
• [x] When should we start weekly/biweekly reviews?

Update from Vish

Notes

• We need GL account #'s. We need to define to fee logic ASAP.

• Status of #8375 - Priya is testing in Local, will be done today. If there are bugs she will fix them.

• Priya will demo SIF folder in local during the SIF IT Project meeting next Tuesday 2/22/22.

• We should begin biweekly reviews w/ Priya after the initial config has promoted to Test.

• SIF Functional Specs Doc:

  • Business Rules section is the AC we'll use for testing. Renamed to Technical Requirements / Acceptance Criteria.
  • Proposed System Requirements is where we're capturing the user story and tracing it to the AC (Business Rule). Renamed to Functional Requirements / User Stories.

• [x] Priya will send Tracy list or screenshot of the existing folder groups. Tracy will ask Gita if she has an opinion about creating a new folder group or choosing an existing.

• [x] Tracy will email Peggy asking for GL Codes.

• [ ] Tracy & Vish need to discuss fee computation logic.

• [ ] Tracy will ask DSD IT for a dedicated SIF IT contact.

• [ ] Tracy & Vish need to discuss adding specs for non-SIF folders to the SIF Specs & Functional Requirements docs

• [x] We should review the Functional Requirements / Users Stories sections at next project meeting

[TracyLinder]

Project Team Mtg 2/17/22

• We still need to talk about the first wave
• We're calling them Service Area not Service District

Tracy's Random Questions Since Last Meeting

• If i were to construct a new single family home on an empty lot, would I pay SIF?

  • A: Depends on how we interpret the ordinance or administrate SIF. Leads currently do not agree on the answer & will talk about it internally. This is the final plat workflow, not the site plan workflow. This would also affect residential plan review. Amber referred to this situation as Greenfield

• Should we go to PROD in V6 as soon as we are able to? Or should we keep it in V6 test until we migrate to V7?

  • We're thinking we could roll out everything but the PR review/features.
  • We'll need PIO feedback on this. Basically we'd be starting the assessments, but not invoicing.

Zoning Land Use Info:

• Looked at the 2 existing Amanda pick info values to determine if we can use the same info. We'll use the values on info ZC Existing Land Use
• Amber: What's the purpose of the info on the SIF folder? How will we use it? ---- Is it general information or does it need to be granular and w/ the codes?
• There are 2 places staff looks for the zoning land use, both are on the PDF of the site plan ... Parking Table, Zoning Land Use Table.

Action Items

• [ ] Tracy needs to schedule meetings w/ McKenzie & DSD
• [ ] Tracy & Vish - find all the places where we say Service District and change it to Area
• [x] Ask PIO about doing a soft release before collection begins
• [ ] Finance (peggy) working on the FDUs ~ Deadline 3/4/22

[TracyLinder]

Project Mtg 2/2/22

• Talk to Jeff / PIO early rollout when we meet this afternoon

DSD Update

• We need to update them on: Building permit validation moving to PR review, where we will invoice SIF, PR workflow updates, SP/C8/PR new infos, impact to Service Center, DSD SIF training/documentation (is it needed & who needs it),
• We need to close the loop w/ anyone we may have already spoken to
• Go-live support plan for DSD when we go live and they experience bugs
• The first wave: Give them an overview, do they have any feeback/guidance/concerns?

SIF Invoicing

• For volume building, does staff need to create an invoice for each building or can we do a bulk invoice? --- Tracy doesn't see a problem w/ this.

[TracyLinder]

The First Wave

• Which developments qualify?
  • Is there a date range? - Not Really
  • All active/approved Site Plans (you must pull BP within 3 years of SP approval date, unless there is an extension. We may need to understand more about this workflow.) Christine Barton Holmes can help.
  • Final Plats - Commercial plats will turn into an SP (covered in the SP query/wave.) Single family C8 do not expire & don't generate an SP. C8 never expires. We're not sure how to tabulate/identify C8 for single family. Let's ask DSD if they have any ideas for generating a list of C8 that we care about.
• How do we catch them mid-process? ---
• How will the first wave affect DSD - will they need assistance?

[TracyLinder]

To Discuss:

• 8529

[TracyLinder]

Core Team Meeting 2/23/22

Vish, Tracy

SIF Fee Workflow Convo:

• Q: What is MVP? ---- The system needs to select the correct GL Account # based on the SIF Area lookup.
• Q: What's not MVP? -- No system generated fee calculation/logic. Fee amount will be manually input by user.
• Solution:
  • Update attempt 'Final Assessment' to require process info (new) SIF Invoice Amount to be input before saving.
  • Update 'Final Assessment' attempt to insert & bill the ATD - Street Impact Fee, using the amount input in the process info SIF Invoice Amount.
  • The system must select & record the correct GL code based on the SIF Area.
  • @vschandramouli will add this to the functional specs doc as a business rule.
  • We already updated the specs excel doc.

Documenting tech requirements for non-SIF folders:

• @vschandramouli will add 2 new tables to the functional specs doc (PR, SP & C8)

• SP & C8 Updates:

  • 2 new infos: SIF Required? , SIF Folder ROW ID

• PR Updates:

  • 2 new infos: SIF Required? , SIF Folder ROW ID
  • Add new folder process 'ATD SIF Review' - ask stakeholders
  • We need to talk to stakeholders about this process & it's functions / attempt names
  • Currently there is a PR feature that kicks off when the last open process of a review cycle - when it closes - it kicks off the next phase in the workflow. We need to prevent this from happening if ATD SIF Review process is open, or has been rejected.

• Tracy will create ticket for the action items from this meeting.

• Tracy Question for stakeholders: How are SPC folders currently created? Are they child of the SP?

• Tracy created #8549 and put it in the Ice Box

[TracyLinder]

Requirement Found in my notepad

• Add a free-form column for comments.

[TracyLinder]

Parkland Dedication Discovery Meeting Notes 1/25/22

• Program began in 1985. It was updated in 2007 and 2016.
• In 2016 they were required to submit their program SOP’s through the city’s promulgation process.
• PARD ordinance allows them to spend monies collected after 5 years from appropriation. In contrast SIF monies must be spent within 10 years of the collected date.
• Managed in AMANDA on the SP/C8. Invoiced on SP/C8. If process info ‘Charge Fee’ is yes, the system will insert & invoice the fee. There may be another process info called ‘Fee Amount’
• They manually enter fee rated data into GIS once or twice a year.
• They were audited in 2012. Audit doc is here.

[TracyLinder]

IT Project Meeting 2/24/22

Agenda:

• Demo of SIF folder config Priya
• Review comments/activity since Monday's meeting.

Demo Notes

• Users need to be able to create a SIF folder even if the related SP/C8 doesn't exist yet. They're calling this a floating folder.
• We will need a feature that updates the folder status from In Review to Collected.
• We will need features for updating to all other

SIF Folder Automation #8549

• I asked if we can icebox this until after our initial release.

• Amber is hesitant to say yes due to how labor intensive it will be for staff to manually create a SIF folder.

• Joe: It depends on staffing. If we have enough staff we can deal. If we can't get enough staff we'd need the automation.

• This is absolutely necessary in the roadmap, and ASAP. Generally we agree that we don't want to hold up the initial release with this feature. However we do want it done as soon as the initial release is stable.

• Feature requested for the first wave: When PR folders are created, send the folder applicant an email w/ SIF info.

---

• 8529 discussed

• Tracy will let Jeff (PIO) know that AB+C Portal is another way we can provide messaging.

• future topic: Do we really want to be involved in 100% of PR reviews? If not, how can we narrow it down?