5 The review process

Review timeframe

Technical reviews are typically undertaken using a three-phase process, which usually takes approximately 18 to 24 months from start to finish.

Phase one: The Department undertakes an on-site initial review of the building consent authority's or territorial authority's building control operations and produces a report with recommendations. The organisation then provides feedback to the Department on the report and addresses recommendations made by the Department over the following 9 to 12 months.

Phase two: A follow-up review is usually undertaken approximately 9 to 12 months after completion of phase one, which focuses on how the building consent authority or territorial authority has addressed recommendations from the initial review. A draft follow-up report is provided to the organisation so it can make a written submission on the final findings. Following consideration of any submissions, the follow-up review report is finalised and provided to the building consent authority or territorial authority.

Phase three: The review process is then completed by preparing a summary review report for publication.

The figure below shows the stages of the review process. This report is the summary report for Porirua City Council indicated in phase three below.

Figure 1: Overview of the technical review process

Investigative method

The Department measures a territorial authority's or building consent authority's performance using a number of methods including:

• observing staff doing their work, both in the office and on site
• reviewing written material used and produced by staff (eg, policies, procedures, inspection checklists and records, manuals and approved consent documentation)
• interviewing staff about their use of material and their work
• assessing a random sample of building projects (case studies) that have recently been, or are currently, handled by the territorial authority or building consent authority.

Figure 2: Preparing for and conducting technical reviews

 

The June 2004 on-site review of Porirua City Council was undertaken over a 5-day period. In February 2007 the follow-up review on-site visit was undertaken over a 5-day period using a six-person team. The reviews provided a snapshot of the Council's building control operation at these points in time. The Department looked at the procedures undertaken in processing and approving building consents, and undertaking inspections, including those that had recently been completed and had code compliance certificates issued. The case studies were selected randomly.

Terms of reference

The table below sets out the terms of reference that form the basis for the review.

Terms of reference that form the basis for the review

Terms of reference
1	Organisational and management structure
2	Consent statistics
3	Use of the processing clock
4	Procedures for determining compliance with the Building Code.Consent application vetting and lodgement processesProject information memoranda (PIMs) processingBuilding consent processingStaged building consentsUse of notations and conditions on building consent documentsPeer review and external assessmentAmendments to building consent applications and requests for additional informationWaivers
5	Assessing alternative solutions for building compliance
6	Procedures for accepting producer statements
7	Weathertightness compliance
8	Compliance with other Building Act requirements
9	Compliance schedules and the building warrant of fitness regime
10	Accessibility compliance
11	Human resources
12	Technical knowledge and ability of staff
13	Adequacy of resources
14	Adequacy, security and availability of public records
15	Relationships with other territorial authorities and private building certifiers
16	Case studies of completed buildings
17	Accompanying personnel during inspection work
18	Feedback from the Council to the Department