is not just on the q-matics screen. the idea is when this rules out we can be successful, and that everyone it looks -- that everyone looks good. there are many things that need to be done. this will take a while. we're hoping that we get more people that are willing to spend an extra five minutes to go through and start from the beginning to pick their tickets up and go through the process. >> commissioners. >> questions about our reatreaco the testers. what do we tell these people? what is the intent or benefit? to go the first thing i wanted

to do was to make sure that they understood that they are testing the routing system, and that we wanted their input and suggestions. we have on lonly gone to the pa but we hope to get other people involved. we asked them to give us a call beforehand or the time they're downstairs. i have people available, and they go with the customer to the counter or the individual -- on our side, if the person doing it on our side runs into a problem, they will go through training. it is really a greeting of the customer and taking them through

the process. >> what i mean is to we explain to these customers what we're trying to achieve and how it benefits them? >> yes. >> how was that done? is that verbally or something in writing? >> we have not put anything in writing at this point in time. i have been doing it verbally. >> why don't we put it in writing or a flow chart for a series of benefits? >> when they come, what we do? we walked each person through the system? -- we walk each person through the system? wouldn't you like to give them instructions and they follow it. maybe afterwards how about some survey of the customer to say what you think of the system, does that benefit you?

>> yes. >> comments? it seems as if this dry run went without instructions as to how to assemble or go through the process, and it almost becomes so much more time intensive than one can really lease, given that some of the individuals may have gone through the system before, the process before, that if they had some adjustments to wear their sequence of achieving the objective in goal here can be better accomplished than a lot of this trying to fix along the way. so is there someone that could also take us through the system on a report next meeting? >> sure, we can set up

something. we have done that for the pac, so we would be more than happy to do that. the you want us to show you how it works at the meeting or actually show up and act as if you're moving plans? >> will it be operationally effective at the next meeting? -- active and that the next meeting or by the next meeting? >> we can try. >> how long will it take? >> i do not want to put something out that does not work. i need to see as we go through some more of the testing. the level of instruction needs to be at the level of the individuals can understand, and that is what we are trying to get feedback on. how much is intuitive by just going up and it says building

permit, pressed a button. -- press button. we can write instructions at a level that will be most useful we're trying to ascertain. the vendor -- >> [inaudible] >> i am not confused. >> let's get the testing results completed to the category that we can take it to the next level of better service to the customers. >> ok. >> item 6gf, update on other technology projects. >> our records conversion project, we were able to hire in the 1408'ss that are working in

the house to prepare the old records for image. we have not left the image contracts yet base that we need to have an exact number of how many rolls of film we have to be transferred over to be put in the rfp, and we're doing that with existing staff. the server refresh project, we have talked with both on this, and we are in the process of determining whether we will refresh all of the servers and our server room or refresh some of them and virtual allies others00 -- virtalize others.

the department of technology is actually doing that to see if we can save money by using some of their services instead of using all of our services and buying all of our equipment. that is helping us on that program. >> the electronic plan checking, we are not looking at the contract until after january, that is also after we have the information for the records management for the number of films that have to be converted, and for the number of existing projects that we have that we expect to be converting along with the daily. we're doing that, and that is all expected to be let out in january. that's basically -- steep and nellie is here from the plumbing

department and another project we have been working on. -- steve fiftpanelly. >> cheap plumbing inspector. good morning, commissioners. one of the things we are working on that i told you about last month was the boiler permit to operate to be done on line. after all the testing -- we have testing done last month. we have three different contractors that came in to do a lot of the certifications throughout san francisco, and they did a dry run, and we put it into production for them to test it. since then we have added three or four more contractors to the databases to see if there were any more problems with the system. we have had positive feedback, and by the end of the month we will be able to launch and put it out to the public for use. that is where we're at at this point.

>> item 6g, update on new hires. >> since the beginning of the year we have had 13 new hires, which are actually holdovers from last year that were in last year's budget, but they will be starting at the end of this month. there will be 13, six of which are clerks. some will be assigned to the fifth floor to take the place of the people better now currently being used as information people to get people through the system. they will actually be our receptionists up on the fifth floor so that we will be able transpose back to the function of actually issuing permits. >> the other seven? >> the other seven, we had to plumbing inspectors, we had a structural engineer, we have --

let me see -- >> those seven are in place right now? >> yes. everyone will be in place. we have one person that will start right after labor day, and that is the person in analysts' department. but we also, it just so you know, we do have another 13 requisitions better in the mayor's office waiting to be released, of which we agree housing inspectors, two building inspectors, to structural engineers, commissioner walker: civil engineers, yes. commissioner hechanova: of these 13, we currently have the ability to budget cost was on the revenue side?

>> the 13 that we just tired. you saw we had $1.6 million in savings from last year. if they would have been hired when they were anticipated to be hired, that would have been neutral. we have in our budget to cover the anticipated hires. commissioner hechanova: these 13 that were requisition, in addition to the current 13? >> yes. commissioner hechanova: in turn, those are moving into the fiscal year? >> these are still holdovers from the last year that we needed to hire. we are not allowed to hire our new hires that were agreed to in the budget, until october of this year. any position that we put in the budget for this year we cannot hire until october. commissioner hechanova: so the

services to be provided by these individuals, members of the staff, we cannot provide that level until october? >> no, we have 13 now that we can fill, that will be filling existing position that would have been requisitioned for last year. for this year's budget, we will not be able to hire any of our anticipated requisitions that we were allowed to hire until october. and just so that everyone knows, the tjpa, their big project, i just signed the purchase orders for those yesterday. those will be coming in in september. we have staff to cover the plan check on those. so we do have staff to cover any and that -- anticipated projects

for this year, without the new hires. i also want to bring this to your attention, and it is not a budget item, but the department did receive two awards. one of them was from youth works for our efforts in entering and using intern's as part of our program. another one was a thank you to the department of san francisco building inspection from west bay housing corporation and satellite housing for the completion of their project for people with developmental disabilities. this was for octavia court. what we anticipate doing, we were going to provide a display case in the department on the first floor and start putting our rewards that we are getting in the cabinet, displaying them for public view. commissioner hechanova: could you hold it so that it can be

well seen on the screen? and similarly the other one? >> the other one is class. -- glas. commissioner hechanova: terrific. -- glass. >> and to remind the commissioners, i will be out on sick leave for approximately two months. pam will be taking care of the financial matters for the department and the appointed a 44 the department. >> is there any public comment on the director's report?

6a through 6g? >> talking about the boiler permits, it is great that they can do this online. however, i had a client who had a problem six years ago. he had to pay penalties, so when the contractor went to get a permit for the boiler permit online, it was flagged because of a complaint. the amount of money that was paid was applied against the property taxes. housing is now working with me to clean this up. what i'm trying to get at, if we are flagging these, what are we

fighting? -- flagging? from what i know, you cannot just removed the flag, so just a suggestion. commissioner hechanova: thank you. >> chief plumbing inspector. in response to that, for all complaints that we get across the board, working without a permit, one that -- when that complaint is stated in our computer system, we keep that open until there is some type of work being performed and a permit being obtained to make the corrections. just because a fee was paid the fun in the corrections are made. we do not know if the fee has been paid, if it has gone

through the tax board. we have no idea if they are doing the corrections. they might pay the fee, but those correction might never be paid. we keep a flight on that property until a permit is obtained, the corrective work has been done, and then we will update that complaint. it has always been that way. commissioner hechanova: if the fee is paid, at what point is there confirmation from the department that inspection would have been rendered? >> if we have a complete that requires a permit for the correction of that work, once that work is corrected, we will go into the system and abate that complaint. if no permit is obtained, that probably means no work has been done. >> the fee is going to the tax collector car for the directors

hearing and assess the cost, not for the permit to correct a problem. these that have not been paid -- fees that have not been paid. commissioner hechanova: so the project, in essence, goes in limbo be on the directors hearing, because there is no confirmation that the work had been performed? >> the inspector works to see if the work is done. if there is no permit, the work probably had not been done and they were probably tried to get its abated. commissioner hechanova: there always seems to be a lag time with our department. is that always the case? >> i feel on our side, the department, we are trying to get these complaints corrected in a timely manner.

by posting correct notifications and sending what is required, once it goes from us to the next set of city attorney, code enforcement, directors hearings, etc., we can only go so far. i understand there is a long time line, but unfortunately, something to take longer than others. >> quickly, mr. president. in this particular interest, and the boiler permit trying to be obtained on-line was stopped because there were open housing cases where the work was being done, but the property owner had never paid for the assessment of cost. it went to the tax collector because the board put it on their through a lien, and because they were not paid, they were showing up as open cases.

in this case, it was a lack of timeliness on the part of the home and not responding to the assessment of cost. if there is an open case, you cannot put your permit online. that was the issue in this case. commissioner hechanova: [inaudible] responsibility of the owner to show that it is completed? >> it goes before the supervisors once a year. if it is not paid, the board will report it on their property tax bill. it appears in the special assessments midsection. i think there was more than one year for this property owner. had he closed those cases out -- which we are now doing for him -- going back to the tax collector to see if he paid those taxes. it had to do with his lack of response for paying for our time

to get us to do extended code enforcement. >> is there any additional public comments? >> just in hearing the issue with q-matic, something that came to mind. i have answered a lot of questions about surveys, new things in the housing code, things that we have to implement. seeing the responses from our customers, one thing that may need to be considered, i know that there are mine turns on some floors of the department. one thing that was very effective with the brown bag lunches for the videos that were done, which were then displayed on a loop, at any time something new occurs. they can say, this is a new

program. it will go through a five-minute loop, and you could also do it in different languages. that would help our customers as they are sitting there waiting. commissioner hechanova: [inaudible] >> [inaudible] watching our customers, that is a quick way to introduce -- i would say and do the writing things, too. but if we could give them a visual, that would help them to, as they conduct their business on these various floors. >> any additional public comment? seeing none. item 7. discussion and possible action regarding a public employee appointment building inspection commission secretary. public comment on all matters pertaining to the closed

session. >> ann aherne. i would just like to put forward sonya harris, who was my assistant for 6.5 years -- it seems like a long time. i know in the last couple of years i did not have heard very much. as far as continuity and keeping things going, having some history of what goes on with the commission, it is very important. when i took over, i had no one to train me. i did not even know there was a aac, boe, code advisory committee, until they came up. i think it is really important to have somebody that

understands the department and how it works. thank you. >> is there any additional public comment? >> i am not speaking for the department as a private individual who has been within the department since 1990. i just want to commend sonya. i have to work constantly with the commission secretary office, and i just want to commend her professionalism and her protection of you commissioners, try to get information for you. as ann said, i do not think you could make a better choice. commissioner hechanova: insulated. >> 7b.

possible action to convene a closed session. >> roll call vote. [roll call] we >> this is the building inspection commission. we are now on item 7d. reconvene in open session to vote on whether to disclose any or all discussions held in closed session. commissioner walker: move to disclose. >> aye. >> we are now in open session. commissioner hechanova: i am

pleased and proud to announce on a unanimous vote the appointment of sonya to be the new bic secretary. sonya, welcome. [applause] this really is another milestone, but more importantly, leads into another legacy of the producing and performing through your mentoring and the category of the challenges that the bic secretary undertakes. we know that you will do a good job. more importantly, that you will always protect our backs. >> thank you. i would just like to thank the commission for the opportunity to serve. i have the honor of being trained by one of the best in

ann aherne. i look forward to carrying her porch and working diligently with the commission. commissioner hechanova: thank you. >>item 8. commissioner's questions and matters. 8a. at this time, commission may make inquiries to staff regarding various documents, policies, practices, and procedures, which are of interest to the commission. >> is there any public comments? seeing none. 8b. at this time, the commission may discuss and take action to set the date of the special meeting and to determine those items that could be placed on the agenda of the next meeting and other future meetings of the building inspection commission.

the next meeting is on september 23, i believe. commissioner murphy: the third wednesday of the month. commissioner hechanova: fall equinox. >> i will be sure to follow up on the item that the commissioners requested earlier in the meeting. public comment on items 8a and b? seeing none. item 9. review and approval of the minutes of the special meeting of february 3, 2011. commissioner walker: move to approve. >> minutes are approved. all in favor? item 10 is adjournment.

commissioner walker: move to adjourn. commissioner hechanova: all in favor? thank you. thank you. [beeping] voice: ready. ready. ready. ready. ready. announcer: it can be a little awkward when your friend tells you he's been diagnosed with a mental illness, but what's even more awkward is, if you're not there for him, he's less likely to recover. i'm here to help, man, whatever it takes. voice: ready.