Service Level Update Document:

Neighborhood Inspections/Compliance Services Section
Enforcement / Complaint Operational Changes and Priorities

 

February 17, 2012. The Neighborhood Inspections & Compliance Services Section operates Zoning, Noise, Work without Permit, Dangerous Buildings, Signs & A-Boards, Nuisance, Housing, Derelict Buildings, Exterior Maintenance Requirements on non-Residential Structures and Chapter 13/Systematic Inspection enforcement programs. Due to a sharp reduction in inspection staff in 2009, it became necessary to prioritize the various types of complaint investigation and enforcement cases that will be performed. This allows us to focus existing resources on the most critical areas of compliance work relative to fire, life safety, health, sanitation, environmental and neighborhood livability. As more inspection resources are added, previous service levels will be restored.

 

CONTINUING POLICY AND PROCEDURAL CHANGES

The following policy and procedure changes remain in effect:

• Increased response time to investigate assigned cases and reduced re inspections and case management for active cases.
• Reduction of Nuisance Abatements, except for the most severe Fire/Life/Safety and Health/Sanitation cases.
• Reduction of violation cases referred to the Code Hearings Officer for additional enforcement remedies to gain compliance.
• Suspension of the Chapter 13/Systematic Inspection Program on older 3 or more story apartment buildings.
• Suspension of the Disabled Vehicle Enforcement Program.

ENFORCEMENT / COMPLAINT PRIORITIES

It is necessary to prioritize various enforcement/complaint types in order to effectively process the most critical cases with reduced resources. The Neighborhood Inspections & Compliance Services Section has developed a 3 category system to assign enforcement resources. Priority 1 is the most urgent cases and Neighborhood Inspections& Compliance Services will continue to respond to these situations. Priority 2 is less urgent and Neighborhood Inspections & Compliance Services will attempt to respond as resources allow. Priority 3 is a low priority and no enforcement/compliance action will be taken at this time.

 

The priority factors include (in ranked order):

 

Type of Property

1st – Rental Properties

2nd – Vacant Properties

3rd – Owner Occupied Properties

 

Type of Issue or Concern

1st – Fire / Life / Safety concerns

2nd – Health concerns

3rd – Environmental concerns

4th – Impact to the community

 

Based on the priority factors listed above, enforcement resources will be assigned to the different enforcement case types performed by the Neighborhood Inspections & Compliance Services Section. The priority list below contains examples for the various enforcement case types and is not an exhaustive list of all enforcement situations or priorities. The Neighborhood Inspections & Compliance Services Section will monitor workload based on the priority list below and adjust priorities as needed. As additional resources become available, the Neighborhood Inspections & Compliance Services Section should be able to respond to more complaints, including priority 3 cases.

 

 

Priority 1 - Imminent Health and Safety Hazards, Serious Code Violations, and Environmental Protection

Construction Code

• Dangerous structures
• Significant work without permit (such as additions or electrical work) on occupied structures

Housing - Full Service level restored July 1, 2011 – Investigating all Housing & Non-Residential Structure exterior maintenance requirements

• Adult Care Home Inspections
• Illegal occupancies (attics, basements, garages, accessory buildings)
• Owner occupied with significant exterior Fire/Life/Safety and/or Health/Sanitation issues
• Rental properties with Fire/Life/Safety and/or Health Sanitation and/or significant maintenance issues
• Non-residential occupied buildings with significant exterior Fire/Life/Safety and/or Health/Sanitation issues
• Drug labs
• No garbage service
• Healthy Home Referral (e.g. mold, lead, pests, sanitation)
• Derelict buildings
• Vacant buildings with significant exterior Fire/Life/Safety and/or Health/Sanitation issues
• Vacant buildings with less serious/significant property maintenance issues including roofs, boarded windows, porch deterioration, peeling paint, missing siding, missing gutters, drainage issues
• Non-residential exterior building maintenance, i.e. peeling paint, missing siding, missing gutters/downspouts
• Owner occupied properties

Noise

• Noise that disturbs at least three or more separate households
• Noise disturbances past 10 PM and earlier than 7 AM

Nuisance

• Child traps
• Holes
• Trees that are an imminent hazard as determined by Urban Forestry
• Other endangering conditions, such as beehives, hornet nests
• CROW – Containers in the Right-of-Way
• Garbage, offal, trash, dead animals, human waste
• Rat harborages as determined by Vector Control
• Sewer/Rain drain breaks with rat holes and/or leaking sewage
• Failed on site sewage disposal systems, i.e. cesspools, septic tanks
• Illegal dumps
• Stagnant Water

Signs

• Sign that are imminent hazards or immediate life/safety issues (such as falling hazards, traffic hazards, structural failures, and exposed electrical wires)
• Signs exceeding the maximum allowed size in the Central City core area and on signs adjacent to freeways and bridges.

Site Complaints

• Grading & fill activities with possible safety hazard, environmental destruction, or erosion control issues

Zoning

• Environmental code violations / tree cutting
• Commercial code violations impacting residential areas
• Chronic zoning code violations (verified violations for previous and current activity)

Priority 2 - Code Violations and/or Conditions Adversely Impacting Quality of Life

 

Construction Code

• Work without permit (structural, mechanical, plumbing) such as remodeling in progress or newly constructed accessory structures with utilities

Noise

• Commercial code violations impacting residential areas
• Construction noise violations on Sundays and evenings up to 10 PM with submitted citizen complaint logs
• Persistent noise issues that have been recorded with complaint logs and citizen noise readings between 7 AM and 10 PM
• Noise complaints that receive second follow up call for service with effort from complainant to demonstrate a violation
• Events without a Noise Variance

Nuisance

• Vacant, unsecured structures
• Overgrowth over structures and adjacent rights off way
• Sewer/Rain drain breaks without rat holes and/or leaking sewage

Zoning

• Illegal uses and Home Occupation violations
• Over height fences or walls that block visibility
• Commercial violations
• Violations for newly constructed structures (fences, garages, sheds, decks, patio covers, etc).

Priority 3 – Less Significant Neighborhood Impact and/or No Code Compliance Action taken

 

Construction Code

• Existing non habitable accessory structures without utilities such as sheds & covered patios
• Fences less than 8 feet tall
• Retaining walls not abutting the public right-of-way unless determined to be dangerous (based on factors such as wall height, potential property damage, evidence of existing failure).

Noise

• Residential stereos
• Leaf blowers if operated within the allowed hours
• Sporadic noise issues that are not predictable (street musicians, ice cream trucks , and other noise in the right-of-way, etc)
• Ongoing car related issues at residence (car exhaust, car stereo, car alarm, etc)

Nuisance / Disabled Vehicles

• Tall Grass & Weeds (unless submitted through Complaint Pilot Program)
• Blackberry vines & overgrowth
• Disabled vehicles
• Storage of non-trash items
• Dead trees, bushes
• Debris

Signs

• Sign complaints that are not imminent hazards or immediate life/safety issues (such as falling hazards, structural failures, and exposed electrical wires

Site Complaints

• Grading & fill activities with no safety hazard, environmental destruction, or erosion control issues

Zoning

• Passenger vehicles and recreational vehicles, including boats, trailers, and motor homes
• Violations for existing structures not newly constructed
• Over height fences
• Temporary activities (garage sales, temporary parking, temporary sales, vending cart operations, etc)

If you have questions, you may contact Enforcement Program Manager Mike Liefeld at (503) 823-7332.

 

Service Level Update Document:

Sign Code Permitting Process and Contact Information

 

February 2, 2012. A year ago BDS updated City of Portland Sign Code program implementation responsibilities, since then staff has continued to evolve and improve the process for submittal, review and issuance of sign related permits and implementation of the Sign Code. Listed below are the major changes that have helped streamline the permitting system:

 

Dedicated Sign Code Email Address and Telephone Number

Applicants now have a dedicated sign code inquiry email address and phone number to ensure that your questions are received by the correct staff and responded to in a timely manner. Currently, BDS is able to respond to emails and voicemails within 48 hours.

 

Email: bdssignpermits@portlandoregon.gov

Phone: (503) 823-7996

 

Time Certain Appointments for Sign Code General Questions

Applicants are now able to schedule time certain appoints with a BDS sign code specialist. To learn more or apply for an appointment visit our DSC Appointments Webpage or contact the Sign Code Program by phone or email. Time Certain Appointments are 30 minutes in length and require a fee of $75.

 

Simplified Standard Applications for Sign Permits

Minimum submittal requirements for Sign Permit Application are established in Title 32 and allow for efficient permit review. The primary submittal requirements are listed below, and when provided at the time of application, allow for timely permit review. To obtain additional information regarding the sign permit process, or to access the Sign Code, please visit www.portlandonline.com/bds/index.cfm?c=36686.

• Site Plans. All sign permit applications are required to include a scaled site plan. The standard required submittal should be 11x17, and the minimum scale is 1” = 10 feet. We no longer accept Google Maps as a site plan.
  
  
• Sign Elevation Drawings. Elevations need to be drawn to scale. The minimum scale is ¼”=1’. Google Maps is not acceptable.
  
  
• Fees. Sign permit fee or plan review fee must be paid at time of submittal. Reviews will start only after fees are paid. Any additional fees are required to be paid prior to the permit being issued. See the Sign Permit Fee Schedule here.

Outdoor Advertising Sign Permit Applications

Typically, all changes to existing signs that are on or visible from State Highways require both City of Portland and State of Oregon review and approval. Regulations adopted by the Oregon Department of Transportation require a State of Oregon Outdoor Advertising Sign Permit Application to be completed by the applicant and then the local jurisdiction prior to submittal to the State. BDS will process these forms within 30 working days of submittal and a fee for research and staff time will be charged (see Land Use Compatibility Statement [LUCS]). This fee will be effective on 02/01/12.

 

 Service Level Update: Inspection Services Division

Roll-Over Policy Update - 1/31/12

 

 

ROLL OVER POLICY

  

For those permit inspections that cannot be completed on the day requested, the caller (as identified in the building permit) will be notified via telephone no later than 9:00 AM on the day of the requested inspection to confirm the inspection has been rolled-over.

 

Note: Inspections that are rolled over will take a higher priority the next business day.

 

The IVR message has been updated as follows:

 

"Due to current staffing levels and fluctuating workloads, we are currently unable to assure next day services for all called inspections. If we are unable to perform the requested inspection, your request will be moved into the next available business day. This may result in a single day delay for some projects. Please note you will be notified by 9:00 AM if your inspection has been rolled over to the next day. The rolled over status will be input to the IVR system. We are sorry for any inconvenience this may cause and thank you for your understanding." 

 

If you have questions please contact Jim Nicks, Inspection Services Manager at 503-823-1054.

 

 

Service Level Update Document:

Development Services Center Hours &

Reserved Times to Submit New Single Family Residence Applications

 

October 20, 2010. To reduce DSC wait times and streamline the permit intake processes for all customers visiting the Development Services Center (DSC) the following changes listed below will be implemented. The DSC is located at 1900 SW 4th Ave and is open Tuesday through Friday, 8:00 A.M. to 3:00 P.M., with the exception of the first bullet, below.

 

Effective November 2, 2010:

• The Pilot Project started on September 21, 2010 to explore the benefits of opening the DSC doors at 7:30 A.M. for the set-up only of building, site development, and zoning permits will be made permanent. Customers are able to access all other DSC services beginning at 8:00 A.M., including the cashier, trade permits, resource records, land use review submittals, plan review and intake of permit applications.

• New Single Family Residence (NSFR) Permit set-ups will only be conducted Tuesdays and Thursdays between 1:00 P.M. and 3:00 P.M. Complete applications will be screened and permits set up for those applications to construct new 1 and 2 Family Dwellings, new construction of Accessory Dwelling Units, and manufactured homes on individual lots. Appointments for initial plans review with Life Safety and Planning will continue to be scheduled at the time of permit intake.

No change is proposed to the following services provided in the DSC:

• Set up and review of all permit applications other than New 1 & 2 Family Dwellings, will still occur between 7:30 A.M. to 12:00 P.M.
• General inquiries are the only service provided by the Life Safety and Planning and Zoning reviewers between 12:00 P.M. to 3:00 P.M.
• Trade, Sign and A-Board permits and Records Request remain available at the Trade Permit / Resource Records Counter between 8:00 A.M. and 3:00 P.M.
• Services provided by BDS Interagency partners co-located in the DSC will continue to be provided between 8:00 A.M. and 3:00 P.M. (Portland Bureau of Transportation, Bureau of Environmental Services, and Water Bureau).

We understand that these changes may have impacts on our customers and appreciate your patience and cooperation while we explore and find improved ways to deliver our services. If you have questions or concerns about this change or other Service Level Updates, please contact Ross Caron at (503) 823-4268 or ross.caron@portlandoregon.gov.

 

To obtain detailed information on the major changes that have occurred at BDS over the past year please visit the BDS Website at www.portlandoregon.gov/bds and click on "Service Level Updates."

 

 

Service Level Update Document:

Prepaid (Trust) Account Service Discontinuation

 

September 1, 2010. In order to maintain the highest level of service possible, we are constantly evaluating the services we provide and making necessary changes to improve timeliness and efficiency.

 

The Bureau of Development Services (BDS) recently evaluated the Prepaid (Trust) Account payment service utilized by less than 70 of our permitting customers to pay for permits and determined that the service is administratively too costly to maintain. This service allows customers to pre-pay into an account managed by the Bureau's Finance Section to pay for permits applied for by the account holder or representative.

 

Effective September 30, 2010, BDS will no longer accept payment by Prepaid (Trust) Accounts for any permits issued by the Bureau. Following this date, the Finance Section of the Bureau of Development Services will review all prepaid trust accounts to verify remaining balances. Once the balances are verified, all accounts will be closed and any remaining balances will be refunded to account owners.

 

A number of Prepaid (Trust) Account holders also utilized the recently discontinued Fax-Back program. Please visit the Bureau's website to view the Service Level Update Document on the Discontinuation of Fax-Back Simple Trade Permit Service.

 

We appreciate the understanding and patience of our customers and the community while we work through these financial and operational challenges. A complete list of the Bureau's Service Level Updates, including the recent adjustments to services provided in the Development Services Center, is available at www.portlandoregon.gov/bds by clicking on "Services Level Updates".

 

If you have any questions or concerns, please contact Ross Caron, BDS Public Information Officer, at ross.caron@portlandoregon.gov or (503) 823-4268.

 

 

Service Level Update Document:

Discontinuation of Fax-Back Simple Trade Permit Service

 

July 22, 2010. In order to maintain the highest level of service possible with limited resources and to ensure that the valuable services we provide to our customers and community are timely and financially sustainable, we are moving to process simple trade permits only through our Portland OnLine permitting system and mail in service. Trade permits include simple electrical, plumbing or mechanical permits that do not require plan review.

 

Effective July 30, 2010, we will be discontinuing the Fax Back method of applying for and receiving simple trade permits. We are focusing the submittal and issuance of these simple trade permits through the following methods to improve the timeliness and ease of applying for and receiving trade permits, as well as scheduling inspections:

• The City of Portland's Online Permitting System. Simple trade permits can be applied for and issued immediately through the City of Portland's online permitting system. Please visit the BDS website at www.portlandoregon.gov/bds and under the "Quick Links" section on the left-hand side of the Bureau of Development Services home page click "Apply for an Online Permit". An easy to use online permitting user's manual is posted on the same page for customers new to online permitting.

NOTE: Some types of trade permits cannot be applied for online, see the table below.

• Postal Service. Trade Permit applications with payment made out to the City of Portland can be mailed to the Bureau of Development Services c/o Trade Permits Counter at 1900 SW 4th Avenue, Ste 5000, Portland, OR, 97201. Trade permit application can be downloaded online at http://www.portlandoregon.gov/bds/index.cfm?c=45064
• Development Services Center. Trade permits can be applied for and issued by visiting the Trade Permit Counter at 1900 SW 4th Ave, 1st Floor. The Trade Permit counter is open Tuesday thru Friday from 8:00 AM to 3:00 PM.
• UPDATE (8/26/10): Subcontractor Permit Information Process. Subcontractors continue to be able to add themselves as a "subcontractor of record" on Residential (One and Two Dwelling) Combination Permits via fax. The new fax number is (503) 823-7693. The Electrical, Mechanical and Plumbing Applications forms, as well as the Subcontractor Permit Information Process Brochure, have been updated to reflect this change and can be accessed online at www.portlandonline.com/bds/app/trades.

NOTE: Fax number (503) 823-7693 is only for establishing "subcontractor of record" on Residential Combination Permits. NO trade permit revisions, fees or any other type of transaction can be submitted via fax.

 

Some permits are not available through the City's online permitting system, such as permits requiring plan review. If you wish to submit for a permit listed in the table below, please visit the Development Services Center or mail in the application and payment.

 

Table of Trade Permits Not Available Thru Online Permitting System

 

Electrical Permits	Mechanical Permits	Plumbing Permits
Service or feeder, 400 amps or more	Commercial Mechanical Permits	Plumbing permits that require more than 5 fixtures
Fire pump	Residential Gas/Diesel generator	Food service
Emergency system	Residential Air conditioner*	Medical gas systems
Addition of new motor load of 100 HP or more	Residential Heat pump*	Bathroom/Kitchen packages that are part of a Residential New Single Family Dwelling
Six or more residential units	* Effective July 30, 2010 Residential Air Conditioners  and Heat Pump Trade Permits will be available through Portland Online Permitting System.	Fire Sprinklers
Health care facilities
Hazardous locations
Service or feeder over 601 amps
Building over three stories
Marinas and boatyards
Floating buildings
Commercial use agricultural buildings
Installation of 75 KVA or larger separately derived system
A, E, 1-2, 1-3 occupancy recreational vehicle parks
Note that none of the above are applicable to temporary construction service

 

State-Mandated Licensing Standards. State-mandated licensing standards apply to permits submitted online, in person or via mail. A Construction Contractors Board number (CCB#) is required of all contractors using the City's online permitting system. A Building Codes Division number (BCD#) is required if you are an Electrician or Plumber which include the letter(s) C or PB in it. Supervising BCD #'s are required if you are an Electrician (include the letter S in it). Mandatory licenses required for Low Voltage include a Construction Contractors Board number (CCB#) and one of the Limited Licenses (include the letter(s) LME, J, LR, PS, SIG, PJ, ST, LEA, BME, LEB, LRT, or LMM)

 

We understand that these changes will have impacts on our customers and appreciate your understanding and cooperation while we work through these financial and operation challenges. If you have questions or concerns about this Service Level Update, please contact Ross Caron at (503) 823-4268 or ross.caron@portlandoregon.gov. Thank you.

 

A complete list of the Bureau's Service Level Updates are available at www.portlandoregon.gov/bds by clicking on "Services Level Updates".

 

 

Service Level Update Document:

Plan Review Checksheet Limitation & Fee

 

June 28, 2010. In order to maintain the highest level of service possible with limited resources and to ensure that the valuable services we provide our customers and community are financially sustainable, a plan review checksheet limitation and fee is being established.

 

For all building permits submitted on or after July 1, 2010, the plan review fees paid at the time of permit intake for Life Safety, Structural, Site Development and Planning and Zoning review will cover only the initial review and up to two (2) check sheets and the reviews of the applicant's response to those checksheets.

 

All additional check sheets and reviews of applicant response will be subject to a charge of $155 per checksheet, per review type.

• For example, if a plan review requires a third (3rd) Life Safety checksheet and a third (3rd) Site Development checksheet, an additional charge of ($155 X 2) $310 is added.
• The checksheet fee will be added automatically to the Permit Issuance Fees required to be paid prior to a building permit being issued.

We understand that these changes will have impacts on our customers and appreciate your understanding and cooperation while we work through these financial and operation challenges. If you have questions or concerns about this Service Level Update, please contact Ross Caron at (503) 823-4268 or ross.caron@portlandoregon.gov. Thank you.

 

A complete list of the Bureau's Service Level Update is available at www.portlandoregon.gov/bds by clicking on "Services Level Updates".

 

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Service Level Update Document:

Facilities Permit Program Customers Visiting Document Services

 

Continued budgetary constraints have necessitated further staffing reduction within the Bureau of Development Services. In order to maintain the highest level of service possible with limited resources, temporary changes to the hours of operation and services available to customers, including those in the Facility Permits Program (FPP), visiting Permitting Services, located at 1900 SW 4th Avenue, 2nd Floor.

 

Effective June 1, 2010 until further notice, the following changes will be implemented:

• Hours of operation will change to Tuesday thru Friday, 8:00 AM to 3:00 PM.
• Mondays between 8:00 AM and 3:00 PM, Permitting Services staff will be available for the release of permits that have been approved and their pre-issuance completed. Applicants will be contacted when permits reach this stage. The entrance door to Permitting Services will be locked on Mondays so please ring the door bell for assistance.
• For all other FPP services please contact (503) 823-5996.

We understand that these changes may have impacts on our customers and the citizens of Portland. We appreciate your understanding and cooperation while we work through these financial and operational challenges. If you have questions or concerns about this Service Level Update, please contact Ross Caron at (503) 823-4268 or ross.caron@portlandoregon.gov. Thank you.

 

A full list of our Service Level Updates can be found on the BDS Webpage at: www.portlandoregon.gov/bds.

 

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 Service Level Update:

Temporary Service Availability Changes to Development Services Center

 

May 27, 2010. Continued budgetary constraints have necessitated further staffing reduction within the Plan Review & Permitting and Land Use Services Divisions at the Bureau of Development Services. In order to maintain the highest level of service possible with limited resources, service availability changes in the Development Services Center (DSC) and Permitting Services, located at 1900 SW 4th Avenue, 1st & 2nd Floors, will be temporarily implemented.

 

Effective June 1, 2010 until further notice, the following changes in the availability of services within the DSC and Permitting Service will be implemented:

• Land Use Review and Building Permit Application Review and Intake. Land Use, Site Development or Building Permit application review, submittal or intake of complete permits/applications will be limited to between 8:00 AM and 12:00 PM. 

• Over-the-Counter Questions and Inquiries. Between 8:00 AM and 12:00 PM, customers with questions and inquiries about zoning, land use, site development, building and structural codes, regulations, policies, procedures, etc. will be assisted when staffing resources are not necessary for review and intake functions.  Between 12:00 PM and 3:00 PM, reduced staff will be focused on assisting customers with general questions.  Permit review or intake will not be processed after 12:00 PM.  

The Bureau will supply customers visiting the DSC with informational hand-outs outlining alternative resources for obtaining zoning, land use and construction code information. Examples include the BDS webpage, Portlandmaps and the Bureau’s development related information telephone lines.   

• Permitting Services (2^nd Floor). The Permitting Services hours of operation will change to Tuesday thru Friday, 8:00 AM to 3:00 PM. On Mondays between 8:00 AM and 3:00 PM, staff will be available for the release of permits that have been approved and their pre-issuance completed. Applicants will be contacted when permits reach this stage. 

• New Single Family Residence (NSFR) Permit set-ups, please see the October 20, 2010 (Service Level Update: Reserved Times to Submit New Single Family Residence Applications). 

No change is occurring to the following services provided in the DSC, Tuesday thru Friday, 8:00 AM to 3:00 PM:

• The DSC First Screen Counter and the Cashier Desk will continue to be staffed and available to direct customers and process payments. 

• Trade, sign and A-Board permits and Records Request remain available at the Trade Permit / Resource Records Counter.  

• Services provided by BDS Interagency partners co-located in the DSC (Portland Bureau of Transportation, Bureau of Environmental Services, Water Bureau and Portland Parks and Recreation). 

We understand that these changes will have impacts on our customers and the citizens of Portland. We appreciate your understanding and cooperation while we work through threes financial and operation challenges. If you have questions or concerns about this Service Level Update, please contact Ross Caron at (503) 823-4268 or ross.caron@portlandoregon.gov. Thank you. 

  

A full list of our Service Level Updates can be found on the BDS website at: www.portlandoregon.gov/bds. 

 

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 Service Level Update: Erosion Concerns Signage Posting Operational Changes

 

In order to maintain the highest possible service level with limited resources, the Bureau of Development Services (BDS) is making operational changes to how the signage posting requirements outlined in Title 10, The City’s Erosion and Sediment Control Regulations, are being implemented.

 

Effective June 1, 2010, Building and Site Development Permits on private property with ground disturbing activities requiring erosion control plans will have a new Erosion Concerns Signage Posting (sign) sheet attached to the issued plan set. If necessary, you can also download and print a PDF copy of the sign from the BDS website at: http://www.portlandoregon.gov/bds/index.cfm?c=45055&a=298261

 

Prior to ground disturbing activity taking place AND the required Pre-Construction Erosion Control Inspection (IVR #200) being performed, the responsible party is required to:

1. Have the sign laminated, or otherwise ensure that the sign is weather resistant for the duration of the project, and
2. Post the sign on site in a location that is clearly visible from the public right-of-way.

Title 10 defines the responsible party as the “property owner or person authorized to act on the owner’s behalf”.

 

These operational changes do not preclude re-use of the laminated cardboard Erosion Concerns Signs that in the past were provided by inspection staff as part of the Pre-Construction Erosion Control Inspections. There are a limited number of the remaining laminated cardboard Erosion Control Signs available for sale in the Development Services Center for $5.

 

Title 10, The City’s Erosion and Sediment Control Regulations, provide requirements for development and construction related activities in order to control the creation of sediment and to prevent the occurrence of erosion at the source during construction and development. The signage posting requirements outlined in this document provide adequate public notification of the Bureau’s Erosion Control Complaint Hotline, as required by Title 10. You can view Title 10 on-line at: http://www.portlandoregon.gov/auditor/index.cfm?c=28175

 

We appreciate your understanding and compliance with these requirements.

 

Please contact Ross Caron, Manager/PIO, with questions at ross.caron@portlandoregon.gov or (503) 823-4268.

 

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 Service Level Update: Records Requests Fee Schedules and Processes

 

(February 16, 2010). In order to ensure that all records requests made of the Bureau of Development Services (BDS) are processed consistently and that our costs for making the records available are reimbursed, a Records Requests Fee Schedule and Process Policy has been established.

 

Effective March 1, 2010, the following fee schedule and process will be applied to all requests for public records retained by BDS, including but not limited to all permit, inspection, land use and enforcement records. Oregon state law considers a public record to include “any writing that contains information relating to the conduct of the public’s business . . . used or retained by a public body regardless of the physical form or characteristics.” Oregon Revised Statutes § 192.410(4)(a) (2007). Some complainant and personnel records are protected by state law and are not subject to Public Records Requests.

 

The Bureau of Development Services maintains records in several different formats and sections of the Bureau. The fee schedules and processes are outlined for the different sections below. Following is a list of the three primary sections that maintain public records and a general list of the records that can be made available.

1. Resource/Records Counter: The Resource/Records Counter maintains the following types of documents: microfiche copies of drawings for issued building permits; permit inspection cards for electrical, plumbing, mechanical, and building permits; Sign Permits, Certificates of Occupancy, Building, Mechanical, Plumbing, Electrical Code Appeal Decisions; Unincorporated Multnomah County Permits and Microfilm reels; Sanborn Maps; War Code and Chapter 13 files.
   
   
2. Land Use Services Division: The Land Use Services Division maintains all records for land use review cases, pre-application cases and zoning confirmation letters.
   
   
3. Enforcement Program: The enforcement programs maintain records for Housing, Nuisance, Zoning, Noise, Dangerous Buildings, Work without Permit, Signs and Home Occupation Permits.

Active Permits and Cases: Records for permit or case types listed above that are in "active" status are generally available for review free of charge. Photocopy charges and copyright regulations do apply.

 

Low-Income Consideration: BDS will consider reducing or waiving fees associated with Public Records Requests on a case-by-case basis. You will need to submit your current federal tax returns, statement of benefits from a social service agency, or other documentation showing current income along with your records request. We understand that the information we are requesting may contain confidential information such as your Social Security number. Feel free to redact such information before providing us a copy.

• Resources Records Counter Records Request Fee Schedule and Process Sheet
• Land Use Services Division Records Request Fee Schedule and Process Sheet
• BDS Enforcement Program Records Request Fee Schedule and Process Sheet
• Complete Records Requests Fee Schedules and Processes

If you have questions or concerns about this document or our Public Records Request process, please contact Ross Caron, BDS Manager and Public Information Officer, at (503) 823-4268 or ross.caron@ci.portland.or.us.

 

 Service Level Update: Inspection Services Division

Permit Inspection Operational Changes

 

Updated Jan 31, 2012. In order to maintain the highest possible service level with limited resources, the division has explored and identified areas where efficiency can be improved. In addition, the division has prioritized the various types of inspections performed, and certain inspections will no longer be performed until further notice, so that we can focus on the most critical areas of work relative to fire and life safety, structural integrity and livability.

 

POLICY AND PROCEDURAL CHANGES

 

The following policy and procedure changes will become effective October 1, 2009 until further notice:

• Elimination of requesting a 2 hour time window for inspections. Given current workload, staff must route their inspections by the most efficient travel route. When requested, staff will call the customer before 9:00 AM and inform them if the inspection is planned for AM or PM.
• For one and two family residential projects, all trades must be completed and ready for inspection prior to calling for inspection of under floor post and beam, framing cover, or final. This will reduce the number of trips required as these inspections will be preformed by combination certified residential inspectors.
• For commercial projects, we request that all electrical work [line voltage, low voltage, voice and data] be completed and ready for inspection at one time. This will allow our electrical inspectors to make one trip instead of two or more to inspect the work.
• Shower pan/water test and tub-shower combo/water test inspections will not be performed for listed pre-fabricated units.
• An optional approval process is being developed for sewer inspections on one and two family projects. This will allow submittal of sewer scopes and photo documentation, at the customer’s option, to verify the installation in lieu of an on site inspection.
• Non structural slab inspections will not be performed.
• Temporary and permanent erosion control measures will be inspected at the same time as footing and final inspections, respectively. Customers will still need to request each separate inspection, but they will no longer be performed on different days.
• Consultation inspections will be provided on a strictly limited basis. Inspections staff will call the customer regarding any consultation inspections requested to see if the question can be quickly answered. If not, staff may recommend appropriate action for the customer such as consulting a licensed contractor or design professional. Consultation inspections may be performed based on the specific need and complexity of the project.
• Re-inspection fees will be assessed, per code, when inspections are requested and the work is incomplete or access is not provided to perform the inspection. This is not intended to generate revenue, as the fee will simply cover the cost of the extra trip, rather it is to encourage customers to be sure all aspects of the project are ready for inspections and access is provided for each inspection requested.
• Partial and phased inspections will be provided on a strictly limited basis, with the exception of large commercial projects where the construction sequencing necessitates such additional inspections.
• Multi-layer gypsum board assemblies will be inspected upon completion of face layer and before application of finish materials. Builder will need to verify type and spacing of fasteners for all layers.

ROLL OVER POLICY  (See Roll Over Policy Updated - 9/2/11)

 

For all permit inspections, in the event that all requested inspections cannot be completed in a given day, the caller (as identified in the building permit) will be notified via telephone no later than 9:00 AM the day of the requested inspection that it has been rolled-over. The IVR system will be updated with the list of “rolled over” inspections by 9:00 AM. , Customers can call the IVR system to see if their inspection has been rolled over. Inspections that are rolled over will take a higher priority the next business day. 

 

INSPECTION PRIORITIES

 

High priority;

• Concrete pours
• Bundled cover inspections
• No electricity
• No heat
• No water 
• Open trenches
• Inspections previously set over

Medium priority;

• Finals
• Erosion control

Low priority;

• Consultations
• Partial inspections
• Non structural slabs

 If you have questions please contact Jim Nicks at 503-823-1054.

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Service Level Update: Neighborhood Inspections & Compliance Services Section

Enforcement /Complaint Operational Changes and Priorities

 

October 21, 2009. In order to maintain the highest possible service level with limited resources, the Compliance Services Section and the Neighborhood Inspections Section have combined to maximize available resources in order to respond to as many complaints as possible. The newly combined Neighborhood Inspections & Compliance Services Section will operate Zoning, Noise, Work without Permit, Dangerous Buildings, Signs & A-Boards, Nuisance, Housing, Derelict Buildings, Exterior Maintenance Requirements on non-Residential Structures and Chapter 13/Systematic Inspection enforcement programs. Due to a sharp reduction in inspection staff, it is also necessary to prioritize the various types of complaint investigation and enforcement cases that will continue to be performed. This will allow us to focus on the most critical areas of compliance work relative to fire, life safety, health, sanitation, environmental and neighborhood livability.

 

POLICY AND PROCEDURAL CHANGES

 

The following policy and procedure changes are effective October 5, 2009 until further notice:

• Elimination of live phone coverage for the BDS Enforcement Hotline (503-823-CODE) for reporting complaints. The public is urged to file complaints online at http://www.portlandonline.com/bds, by clicking on the “Enforcement” tab and then clicking “Reporting Violations.”
• Increased response time to investigate assigned cases and reduced reinspections and case management for active cases.
• Elimination of Nuisance Abatements, except for the most severe Fire/Life/Safety and Health/Sanitation cases.
• Reduction of violation cases referred to the Code Hearings Officer for additional enforcement remedies to gain compliance. 
• Suspension of the Chapter 13/Systematic Inspection Program.

ENFORCEMENT / COMPLAINT PRIORITIES

 

It is necessary to prioritize various enforcement/complaint types in order to effectively process the most critical cases with reduced resources. The Neighborhood Inspections & Compliance Services Section has developed a 3 category system to assign enforcement resources. Priority 1 is the most urgent cases and Neighborhood Inspections & Compliance Services will continue to respond to these situations. Priority 2 is less urgent and Neighborhood Inspections & Compliance Services will attempt to respond as resources allow. Priority 3 is a low priority and no enforcement/compliance action will be taken at this time. [Read full article]

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Service Level Update: Site Services Division

Residential Fire Damage Inspection Program

 

October 19, 2009. Budgetary constraints have necessitated significant staffing reductions to the City of Portland Bureau of Development Services. All programs within the Bureau are being evaluated to find efficiencies and monitor cost recovery efforts for the types of services provided. At this time it is necessary to modify the existing Residential Fire Damage Inspection Program to maintain an acceptable level of service. We believe that the Residential Fire Damage Inspection Program is valuable to property owners, insurance companies, and fire restoration contractors in streamlining the permit process and getting occupants back into their homes as quickly as possible. The following changes will be implemented effective October 19, 2009:

• Fire Damage Inspections will become a fee paid inspection. To request a fire damage inspection, the owner or agent will need to complete an application form and submit payment to the Bureau of Development Services. The current One and Two Family Dwelling requested inspection fee is $116. The online application form can be found at http://www.portlandonline.com/bds/index.cfm?c=45059&a=266804. A complete application and payment can be submitted at the Development Services Center, first floor, 1900 SW 4th Ave. The Center is open Tuesday through Friday from 8:00 a.m. to 3:00 p.m., it is closed on Mondays. A fire damage inspection request may also be submitted via mail by sending the application and check (made payable to the City of Portland) to the Bureau of Development Services, Compliance Services Section, 1900 SW 4th Avenue, Suite 5000, Portland OR 97201.
• BDS staff will no longer run daily residential fire reports from the Portland Fire Bureau and will only conduct Fire Damage Inspections once the “Fee Paid Inspection Request” form and payment is received.
• A Fire Damage “FD” case will be setup in TRACS, the building permit database, once the “Fee Paid Inspection Request” form and payment is received.
• The fire damage inspection may be completed as early as the following day from the date the “Fee Paid Inspection Request” form is received, or a later time coordinated between the inspector and owner/agent.
• The Bureau of Development Services inspector will continue to determine the scope of the repairs and issue a report for the necessary repairs. The report will contain information on minimum structural repair options to original conditions, code required upgrades, and whether or not plans are required as part of the permit. In almost all cases,building permits are required for fire damage repair, while plans may not be required as part of the building permit submittal. Components of fire damaged electrical, plumbing, and mechanical systems are required to be repaired to current code and will be included in the inspection report.
• The report will be entered into the “FD” case within TRACS.
• Once the Residential permit is issued to repair the fire damage, the same inspector that issued the “FD” report will conduct requested permit inspections (as resources allow).

With these changes we plan to continue the Residential Fire Damage Inspection Program and apologize for any inconvenience these changes may cause. We believe in the value of the Residential Fire Damage Inspection Program and hope that you will continue to partner with us to keep the program successful in the obtaining the speedy reoccupation of residential fire damaged properties.

 

If you have questions you may contact Mike Liefeld at (503) 823-7332.

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