Feel free to bring code staff back to speed on projects 

CRS Syndrome

It seems that too often remembering who’s who, and what project they are involved in is getting harder and harder. Or so it may seem.

The Code office, just like any other code office has thousands of files.

Permit applications, building plans, surveys, maps, preliminary drawings, complaints, litigation documents, subdivision documents, denied applications, tens of thousands of different documents.

Everything needs to be kept for current use, future reference or historical reasons.

Here in the Town of Webb, we have seventeen four-drawer file cabinets, all legal size right in the office area.

There is more in the storage room.

Then there is another sixty or so feet of shelving containing reference materials, code books, various rules and regulations from other agencies, board minutes and various open / active files.

During a typical year several thousand different files are accessed, added to or researched for many different reasons. 

Hundreds of new applications are processed every year, each being extremely important to the applicant.

Of course, the applicant is completely familiar with the application and what is being pursued.

Usually they have spent great effort in thinking about their project, what they hope to accomplish, then preparing the application and getting all the necessary information together for review of this office.

All these applications come into the office, are time stamped and attached to whatever historical file may be on record.

Now the Code Officer reads over everything, becomes familiar with the request, checks for compliance issues, and calls the applicant or design professional if needed.

We also conduct many preliminary meetings with applicants, property owners or design professionals to help them in the preparation of their application.

This is usually very beneficial and can streamline the approval process by eliminating the need for additional information.

Remember that the applicant has one project going that they have been thinking about a great deal, sometimes for months or even years.

The code office gets 400–500 each year.

Recently a well-meaning property owner came into the office with a roll of building plans, a professionally completed survey and what appeared to be all the required supporting documentation needed to issue the permit.

He presented himself with a big smile, a hand shake [no name or address] and said, “well, I think I have everything as we discussed!”

Talk about a deer in the headlights… Not a clue as to who this guy was or the project he was talking about.

Obviously he knew us, so he definitely has been here… but when, can’t remember.

So we ask, “where is this project?” Answered with a little surprise, “right on Rt 28!” …Rt 28 goes from before the McKeever Bridge all the way through the town to Eagle Bay and has hundreds of properties…

After what seemed to be an embarrassing lapse in memory, we find out that he did come into the office and discuss the requirements to obtain an building permit back in October… of 2010.

This is over two years ago, and potentially several thousand discussions with other different projects or people all over the town.

It is so helpful when someone comes in to the office ready to go—they first smile, introduce themselves, give the location and address, a brief description of their project, the last time we communicated and of course, then shake hands.

Overall most people, even code office personnel, can have pretty good memories.

However, we are tested sometimes to see just how good a memory we have.

Help us help you.