Self-Certification Program to Reduce Builder Bottlenecks in Dallas Permit Reviews

The City of Dallas appears to be making good on its promise to ease the permitting process for new construction, years after technology and staff bottlenecks brought permits to a grinding halt and months after builders and neighbors were entangled in a permitting mess in Elm Thicket. 

In late July, builders were granted permits under an outdated zoning code, and Dallas officials issued stop-work orders on projects in various stages of completion. Now some of the builders have appealed before the Board of Adjustment, and Elm Thicket residents are fighting to preserve the zoning overlay that was unanimously approved by the City Council in 2022. The Board of Adjustment has asked the builders to reach a compromise with neighbors and is expected to rule on two cases later this month. 

Dallas Admits Elm Thicket Permits Were Issued Erroneously, Builders Ordered to Stop Work

The City of Dallas has acknowledged responsibility for bungling the Elm Thicket permits and noted the need for training and immediate, electronic updates when zoning changes occur. The City is also battling a years-old reputation of being slow and difficult to work with when it comes to permitting.

Members of the City Council’s Economic Development Committee were briefed Monday on the “Self-Certification Program,” which launched in February but was among several initiatives suggested by the Dallas Builders Association at least two years prior. 

In an Oct. 1 memorandum to the mayor and City Council, Interim Assistant City Manager Robin Bentley said the program was introduced to address delays in the permitting process and provide property owners and developers with greater control over their projects. 

Three consultants have been approved for the program, which qualifies architects, engineers, and code professionals to “self-certify” specific projects, expediting the permitting process so builders don’t have to wait on city staff. 

View a September 2023 presentation that outlines the program or watch Monday’s meeting here. 

Economic Development Committee Weighs In

During Monday’s briefing, committee members appeared skeptical that just three professionals have applied to the program. Councilman Chad West pointed out that industry leaders said the program was in high demand several years ago. 

“If it’s too rigorous or there are too many requirements, I’d like to know that,” West said. 

Interim Deputy Director of Planning and Development Services Sam Eskander said his team could do more outreach to remind the development community that the program is available. A company fee to join the program is about $500, Eskander estimated. 

Councilman Paul Ridley pointed out that Dallas already contracts with third-party reviewers as an option to expedite permitting under House Bill 14 and when the Dallas Planning and Development Department is too short-staffed to conduct the reviews itself. 

Eskander said the department is currently only short-staffed in fire engineering code review. 

“We have the staff to accommodate and our turnaround times are excellent right now,” Eskander said. 

The program was initiated because there was a time when the department was severely short-staffed and could not meet customers’ needs in a timely manner, but that urgency no longer exists, pointed out Mayor Pro Tem Tennell Atkins, who chairs the Economic Development Committee. 

Ridley suggested that some self-certifying design firms may be concerned about legal liability. 

“If the city is granting the building permit, they can’t sue the city for missing something in the plans,” he said. “If this is a private entity taking on that responsibility, they wouldn’t have the shield of sovereign immunity that the city does.” 

Self-Certification Program Update 

By allowing qualified professionals to self-certify compliance with building codes, the program aims to streamline plan reviews, reduce bottlenecks, and maintain the highest safety and compliance standards, Bentley said in her memo. 

Research and preparation for the program were conducted by Matrix Consulting Group. 

Development Services Audit Identifies Dozens of Issues Worsening Dallas’ Epic Building Permit Backlog

Bentley’s memo outlines the following updates related to the Self-Certification Program: 

• Code Training Sessions: We have provided training sessions to Self-Certification Providers, covering each discipline’s applicable codes. These sessions went over the international codes and the Dallas local code amendments to ensure that submitted plans comply with the appropriate standards. 
• Review of Existing Discipline-Specific Checklists: During the training, we revisited the existing checklists for each discipline. These checklists continue to serve as a guide for providers to ensure compliance in their respective areas. 
• Walk-Through of ProjectDox: We provided a brief overview of our electronic plan review system, ProjectDox, including instructions on how to make project submittals, how to properly label self-certification projects, and basic navigation tips for providers. 
• ProjectDox Tasks: In addition to submittal guidance, we clarified the roles and responsibilities of both applicants and City staff in ProjectDox to ensure a smoother workflow. 
• City Expectations, Goals, and Review Time Frames: Providers were informed of the City’s expectations and goals for the program, along with clearly defined time frames for completing plan reviews. These goals are intended to maintain an efficient and predictable process for all parties involved. 
• Self-Certification Resource Document: We created a one-page resource document for Self-Certification Providers, summarizing important program details. This document serves as a quick reference for providers to use throughout the project submission process. 
• Internal Staff Training: To support the implementation of these updates, we are training internal City staff to easily recognize self-certification projects and to route them appropriately to the correct review teams, ensuring a more streamlined internal process. 

“The [Planning and Development Department]  will continue to monitor the effectiveness of these updates and gather feedback from both staff and program participants to make further improvements as needed,” Bentley said in the memorandum. “Our goal is to maintain the highest standards of safety and compliance while reducing bottlenecks in the plan review process. We are committed to providing periodic updates on the progress of the Self-Certification Program and any future enhancements to improve service delivery.”