all of those in favor? this item is continued. item #8 is report discussion regarding dbi's process for obtaining tapes 3r report. >> [inaudible] >> please speak into the microphone. >> i am here to respond to questions from commissioner on 3r process. >> i know what the process is. can you explain what the process is two other commissioners?

is it 10 working days? >> business days. the majority of our requests, in the mail. 10% are walk-in customers. we have forms on the website that you can just fill out. those that fill it out on the website will fill it out completely. the majority of these requests, in the mail. from 1998 or 2000.

sometimes they do not fill it out completely. or owner information is missing. then the fee is $50. the most common error is that they have no signature. that portion takes a while. we also have to call the customer. we want to stop the report at the beginning process for the correct address or unit no.. once we have made sure that all of the requested information is

completing -- completed, we check and verify information from property profiles. it could be mixed use as long as the building as long as we can issue report. we checked for a zoning and whether or not the building has already complied. then we have to start our research. we have all kinds of resources.

san francisco, old history. in the early 1920's, 1930's, that is a lot of old building permits. in the old days we would microfilm building permits. one of the resources that we use were 60 millimeter micro film roles. and then we moved into a computerized scanning system. we have all kinds of resources to work with. sometimes in that process we have to work with the building

division. we have to work with housing inspection. some records are just not clear enough for us. so, the process is quite expensive before we finally have all of the data. >> you say that it takes six days, generally? how soon can that be done? how long has along this taken? >> the best that we can do from beginning to end, it can take two hours. if it is just a repeat request, it might take one hour. the longest one we are doing right now has already taken three days because that building has more than 200

permits. on average, one person, one staff member can do a request per day. -- eight requests per day. we have only four staff to do this. >> pretty nice presentation. what would be the average report that they would show? >> we have about 500 to 600 requests per month. six business days. >> i think that you and noreen

have done a great job. i do think you probably need some help for that process to be brought down to a couple of days. >> we would love that. >> thank you. >> any other requests them >> from the previous meeting it seems that one of the public comments was that many of the 3r report came from realtors. when i got the pd f burgeon in preparation for this meeting it seemed straightforward. i am concerned that this is one of the situations where people are not filling out the form correctly and our apartment -- i do not want to use the word blamed, but people are angry but they are the ones that filled the form of robert pirie --

filled the form out wrong. we have talked a lot about -- and i am sure that this happens in other city agencies, the inefficiencies of the department. but we should know how to fill out a form right. we are in the business of trying to help people. i was wondering if we could try to be more active, or if we should go back to people who are getting paid to do this. it is kind of light -- fill out the form right. there has got to be a way to communicate with the property owner.

i feel the same way when the permits are not taking care of quickly enough. if you got your contractor to do it right the first time, we would have signed off on it. i feel that there is a bit of two ways here. we have to make sure those forms are done right. >> we do also we went to the re. just a few months ago we went to call where baker -- coldwell banker. we educate them. we let them know what we need in terms of assistance. because that is actually more in

terms of delaying processing. a few days later we will call again and they will say that they forgot. it does delay the process. of course, they will come on the same day of the request and from the time that they receive the report, when it does not happen in six business days, it is one of the biggest challenges for us. >> thank you. have you had any problems with balance checks? >> not often.

ashley thought we were going to seize of amir if i am a mistake, then i apologize. but i think that the outline of the council for the public to understand the process and how things are going, after reviewing the pds file, i came across a question that realtors have asked me. one question was -- how do we correct? >> we have a process of deaths. i didn't have specific when it

is a two-minute gallatin you're burning on the board it says issued. and we do not have that information. pilar a data elisse phillis as the job was completed within two weeks and the homeowner can demolition and understood this

is an issue and it is the one that we and the this area is the 3r. did is very simple. if that happens at the issuance, we cannot update that. it was issued after completion happened. as for illegal use -- as for legal use, this was one of the

biggest challenges for us. let's say that they came back to us all 42 from the dwelling. -- for a two family dwelling. let's say that we need the applicants to provide us with property cards and water records. that will help us to see how come it becomes too as opposed to one-family dwelling. after picking the document we do and other research, just to make sure.

we provide a package with that the building permit. every document that we have. we bring it up to the dirt -- deputy director of inspection services. we handed to him. he will look through all the documentation and give that determination. yes, this can be a legal close family dwelling. >> does that accommodate the fee structure? when an inspection has to be made of a unit or building? >> really, there is no fee

involved. but if there are building permits, i guess. >> is there a significant of occupancy in the code that can be a problem? >> sometimes. >> how often does that take place? i know that when there was the glut of construction that was taking place, the certificate of occupancy sometimes lead before we and we go back to building inspection, or the job cut is given to every and making sure

that these can be taken care of. >> is it submitted as serving because we need to verify some information. >> thank you very much. any more persons. thank you.

i would think that we could that get electrical and plumbing privileges online. lai denn, you could have >> that would be before you order. >>the records management staff will provide the tools for review.

on the cards, however, it is on the real where they will only issue one at a time right boosters increased. you will not walk out a merrimack -- you'll love to go ustomers also mentioned start time.ers also mentioned start i was bewildered by this strange requirement debt when it comes to the wheels i would like to season and though of that.

>> commissioners, may i make a comment? >> yes. were of the reasons we topeka let customers it sold we had several in their hands. we lost track of orders. those were the only roles that we had to work with and we wanted to make sure that we had them. also, if you look at 3 at one time but they might just put it in their own box.

and we help them to put it in their role. >> how many stations are available for public use? >> we have three machines. and we have three other machines with four computers bore the new work permits. >> additional questions?

is there a direction by which much of the microfiche film is going to get scan? >> we have that problem in the budget, the project is going forward as we speak to convert all of our existing current records, be they microfiche roles, applicant cards, or other media and we do end with the funny is funded >> more important -- funny. >> by itself, making a profit

from it is hard to read. >> what the current that does in order to print copies from the rolls of each image so that they can print from the card rather than the film images, which do not print well. even that is a link that they have processed. >> part of the system, it would be buying in view only. we would have to knock down the permit images? >> plans are copyrighted and prepared by a designer.

you can view them, but you cannot print them. they would have to go back through a process. some bank buildings and so forth and so the senate plans to get them to people who will use temps there are all sorts of levels that need to be done manually. they will have to figure out if this building is available to be viewed publicly. this is part of the technology that will interface with the permit tracking system. crosse links so that you can pull up the information in the scan.

>> in terms of security if i have not, at -- cad take a picture with it. and that it is caught be written. that student public records would be available online. anything that is not being made public record, we would have to go through the records management or 3r process. >> some of these have been world war i processed. [laughter] >> questions and matters, commissioners?

any inquiries employe? >> commissioner walker. >> as i did if we could get an update as to what is happening, it is a responsibility. >> adopted by the administrator's office as that commission right, thank you.

>> mr. corn field is one to be joining us. is it possible to be joined -- that when he is in here he will be able to come back every few months -- update the commission. well at -- but in these together and working with the director is difficult, i realize. i appreciate murphy for art work on this, for years and and we

really did need to post stuff >> thank-you,. >> thank you. any questions? i congratulate commissioners [applause] hechanova and mar. i look forward to working with you. >> further comments?

>> also, the new vice president. >> thank-you. >> item #9, future meetings and agendas. our next meeting is in april, the third wednesday. >> what are the schedules of the nomination committee? >> litigation met yesterday. the nomination i do not think there are any appointments to do until 2013, but we do have -- ken cleveland was appointed to something by