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Agenda 05/28/2019 Item #11D (GMD Staff & Vehicle Expansion)05/28/2019 EXECUTIVE SUMMARY Recommendation to authorize the creation of ten (10) additional Full-Time Equivalent positions in the Growth Management Department and purchase fifteen (15) vehicles in response to increased customer demand. The proposed positions will be funded with current user fee reserves, require no additional fees; have no fiscal impact on the General Fund; and authorize all necessary budget amendments. OBJECTIVE: To maintain appropriate enterprise fund staffing levels commensurate with revenues collected and desired level of service within the Growth Management Department Building Plans Review & Inspection Division, with no fiscal impact to the General Fund. CONSIDERATIONS: With the steady increase in development activity, the Growth Management Department (GMD) continues to advance a business-friendly regulatory environment that places customer service and measurable expectations to the forefront of expected deliverables. Market conditions continue to indicate a need for expanded services and an upward trend in business activity that will sustain the requested FTEs while 1) promoting an environment to bring the total number of building inspections performed per inspector per day closer to recommended industry standards, and 2) enabling staff to meet industry service expectations of providing next day inspections. These additional positions will only affect the Community Development (Building Permitting) Fund (113) and will have no fiscal impact on the General Fund, while more closely adhering to established fund reserve levels in accordance with established Board-approved budget policy. GMD has maintained a cautious approach when seeking additional FTEs, ensuring that the requested positions are justified by previous and anticipated growth. Requests to staff the minimum number of FTEs to meet current and future demand is taken into consideration along with analyzing market volatility. The attached Development Activity report illustrates sustained increased volume over the past 25 months across multiple building and land development activities. Almost 120,000 building inspections were performed over the last six months, an average of 20,000 per month. Structural inspectors have been performing an average of 30 inspections per day, while the other inspection trades have been averaging 22 inspections per day. It is important to note that the Insurance Services Offices (ISO) recommends ten inspections per day per inspector. ISO is responsible for evaluating all jurisdictions using the Building Code Effectiveness Grading Schedule (BCEGS), which can have an impact on property insurance premiums. The section currently employs 46 full-time inspectors across all trades who average 26 inspections per day and who drive approximately 80 miles per day. It has been challenging retaining and attracting qualified building inspectors to keep up with the sustained demand this section faces. It has been especially difficult to keep the group fully staffed due to ongoing attrition. In fact, there have been nine licensed building inspectors who have retired in the past eighteen months, and another sixteen who are expected to retire in the next five years. Attempts have been ongoing to reduce the number of inspections performed by inspectors per day via several strategies: Contracted Services ▪ Management has been outsourcing inspection services through the County’s temporary services contract, but the one vendor that has been under contract (Nova) since 2012 has been 11.D Packet Pg. 262 05/28/2019 unable to provide more than one or two full-time resources at a time. ▪ To broaden the pool of available providers, the County added four additional vendors in January 2019 using a piggyback contract established by the City of Naples, but none of these four vendors have been able to provide any resources to the County. Job Bank Associates ▪ Attracting temporary County workers via the job bank associate program has been unsuccessful as most licensed inspectors are seeking full-time permanent positions with full benefits. Positions across all trades are continually advertised on the County’s job posting site but attract few qualified applicants. Overtime ▪ Overtime is used extensively to complete the number of inspections assigned every day. In FY18, almost 3,500 overtime hours were recorded, and for the first six months of FY19, almost 2,700 overtime hours were already recorded. The excessive number of extra hours worked by each inspector that has occurred over several years increases the wear and tear of the inspectors and can impact the quality of service. This model is not a sustainable long- term solution. Recruitment Competition Recruiting licensed inspectors is an industry-wide problem. Since the last recession, interest in becoming a licensed inspector for individual trades has waned. The County competes with other employers trying to attract the same candidate pool. However, the County has an advantage recruiting for these full -time positions because we can hire candidates under “provisional” licenses, which allows our inspectors to perform inspections for up to one year before they must pass the State exams. Other employers are required to hire fully licensed inspectors who have already attained all their certifications. Reduce the number of inspections to get closer to ISO recommendation To achieve an average inspection schedule rate of 16 - 20 inspections per day per inspector, the Building Plans Review and Inspections Division requires an additional ten full-time inspectors. While not meeting the ISO recommendation of 10 inspections per day, this staffing increase would provide a more manageable workload to control. Lowering the number of inspections performed by inspectors would also increase the level of customer service and the amount of time that can be provided to each customer. Sustainability The increase in the number of inspections performed was partially a result of Hurricane IRMA. However, the inspections section has been performing a disproportionate number of inspections vis -à-vis ISO guidelines and working an excessive amount of overtime for many years. Adding ten more inspectors to staff, even after volume returns to pre-IRMA levels, will only return the section to an industry-standard workload. Additionally, if the building industry faced reces sionary pressures in the future, we would be well-positioned to balance staffing as we could elect not to rehire positions lost from the projected attrition expected over the next five years. The following FTE positions and vehicles are being sought: 11.D Packet Pg. 263 05/28/2019 • Ten (10) Community Development Fund (113) associates ▪ Eight (8) Building Inspectors (Structural) ▪ Two (2) Building Inspectors (Plumbing/Mechanical) • Fifteen (15) Community Development Fund (113) vehicles ▪ Ten (10) for requested inspectors and five (5) to address the current shortage This item to add ten (10) additional full-time equivalents and fifteen (15) vehicles was presented to the Development Services Advisory Committee (DSAC) at their May 1, 2019 meeting, and was approved unanimously. This item was also presented to the Collier Building Industry Association (CBIA) at their May 8, 2019 meeting, and they have provided a letter supporting the ten (10) additional full -time equivalents and fifteen (15) vehicles. FISCAL IMPACT: Costs to fund these positions in FY19 are estimated to be $175,000 in the Community Development Fund (113), assuming a start date of July 1, 2019, and $702,000 in FY20. The estimate to purchase the fifteen vehicles is $455,000 which will be encumbered in FY19. This action wi ll result in no fiscal impact to the General Fund, and no additional increase in fees is required to fund these positions, as there are sufficient funds available within the fund’s reserves. The draw on fund reserves will bring the Community Development Fund (113) reserve levels closer to compliance with Board- approved budget policy. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this action. LEGAL CONSIDERATION: This item has been reviewed by the County Attorney, raises no legal issues, and requires majority vote for approval. -JAK RECOMMENDATION: To authorize the creation of ten (10) Community Development Fund (113) full-time equivalent positions and purchase of fifteen (15) vehicles within the Growth Management Department and to authorize all necessary budget amendments. Prepared by: Kenneth Kovensky, Director, Operations & Regulatory Management Division, GMD James French, Deputy Department Head, GMD ATTACHMENT(S) 1. April 2019 - Monthly Report (PDF) 2. CBIA Letter to Commissioner -CCGM Issue (PDF) 11.D Packet Pg. 264 05/28/2019 COLLIER COUNTY Board of County Commissioners Item Number: 11.D Doc ID: 8582 Item Summary: Recommendation to authorize the creation of ten (10) additional Full -Time Equivalent positions in the Growth Management Department and purchase fifteen (15) vehicles in response to increased customer demand. The proposed positions will be funded with current user fee reserves, require no additional fees; have no fiscal impact on the General Fund; and authorize all necessary budget amendments. (James French, Growth Management Deputy Department Head) Meeting Date: 05/28/2019 Prepared by: Title: Operations Analyst – Growth Management Operations & Regulatory Management Name: Judy Puig 05/03/2019 1:11 PM Submitted by: Title: Division Director - Operations Support – Growth Management Operations & Regulatory Management Name: Kenneth Kovensky 05/03/2019 1:11 PM Approved By: Review: Growth Management Department Judy Puig Level 1 Reviewer Completed 05/03/2019 1:11 PM Growth Management Operations & Regulatory Management Kenneth Kovensky Additional Reviewer Completed 05/03/2019 1:14 PM Growth Management Department James C French Deputy Department Head Review Completed 05/06/2019 9:42 AM Growth Management Department Thaddeus Cohen Department Head Review Completed 05/07/2019 5:13 PM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 05/08/2019 8:12 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 05/08/2019 8:41 AM Office of Management and Budget Laura Zautcke Additional Reviewer Completed 05/17/2019 9:52 AM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 05/19/2019 8:06 AM Board of County Commissioners MaryJo Brock Meeting Pending 05/28/2019 9:00 AM 11.D Packet Pg. 265 April 2019 Monthly Statistics 104/2019 Growth Management Department 11.D.1 Packet Pg. 266 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Building Plan Review Statistics 04/2019 Growth Management Department 2 - 1,000 2,000 3,000 4,000 5,000 6,000 7,000 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-193,571 3,981 3,907 3,188 3,686 1,984 4,473 4,704 4,797 5,358 5,906 6,427 6,335 6,124 5,599 4,880 5,083 4,246 4,651 3,831 3,141 4,215 3,791 4,407 4,729 All Permits Applied by Month Roof, 846 Mechanical, 815 Shutters/Doors/Windows, 454 Building Add Alt, 376 New Res 1 & 2 family, 308 Plumbing, 301 Electrical, 211 Aluminum Structure, 207 Fence, 187 Pool, 156 Gas, 150 Well Permits, 121 ROW Residential, 120 Sign/Flagpole, 65 Carport/Shed, 61 Top 15 of 39 Building Permit Types Applied in April 11.D.1 Packet Pg. 267 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Building Plan Review Statistics 04/2019 Growth Management Department 3 $- $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 $70,000,000 $80,000,000 $90,000,000 $100,000,000 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-19Monthly Total Construction Value by Applied Date 1&2 Family Multi-family Commercial $- $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 $70,000,000 $80,000,000 $90,000,000 $100,000,000 Apr-17Jun-17Aug-17Oct-17Dec-17Feb-18Apr-18Jun-18Aug-18Oct-18Dec-18Feb-19Apr-19Monthly Multi-family and Commercial Total Construction Value by Applied Date Multi-family Commercial $- $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 $70,000,000 $80,000,000 $90,000,000 $100,000,000 Apr-17Jul-17Oct-17Jan-18Apr-18Jul-18Oct-18Jan-19Apr-19Monthly 1 & 2 Family Total Construction Value by Applied Date 11.D.1 Packet Pg. 268 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Building Plan Review Statistics 404/2019 Growth Management Department - 50 100 150 200 250 300 350 400 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-19Apr- 17 May- 17 Jun- 17 Jul- 17 Aug- 17 Sep- 17 Oct- 17 Nov- 17 Dec- 17 Jan- 18 Feb- 18 Mar- 18 Apr- 18 May- 18 Jun- 18 Jul- 18 Aug- 18 Sep- 18 Oct- 18 Nov- 18 Dec- 18 Jan- 19 Feb- 19 Mar- 19 Apr- 19 Commercial 6 12 4 7 13 5 7 5 4 5 9 10 5 12 7 7 5 8 6 4 4 4 5 4 6 Multi-family 15 -4 5 5 3 3 13 4 6 4 7 7 5 6 6 3 18 12 6 2 7 6 6 7 1&2 Family 242 268 293 224 287 177 202 163 194 222 169 282 292 318 302 355 251 223 213 232 194 316 218 261 251 New Construction Building Permits Issued by Month - 2 4 6 8 10 12 14 16 Apr-17Jul-17Oct-17Jan-18Apr-18Jul-18Oct-18Jan-19Apr-19New Commercial Building Permits Issued by Month - 2 4 6 8 10 12 14 16 18 Apr-17Jun-17Aug-17Oct-17Dec-17Feb-18Apr-18Jun-18Aug-18Oct-18Dec-18Feb-19Apr-19New Multi-family Building Permits Issued by Month 11.D.1 Packet Pg. 269 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Building Inspections Statistics 04/2019 Growth Management Department 5 - 5,000 10,000 15,000 20,000 25,000 30,000 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-1916,794 18,948 18,023 16,286 19,552 9,097 18,429 18,119 18,276 19,542 18,930 21,368 21,446 22,596 21,371 20,899 25,433 21,168 26,419 21,380 20,750 21,421 22,930 23,011 24,245 Building Inspections Electrical, 4,213 Land Development, 1,716 Gas, 538 Mechanical, 1,966 Plumbing, 3,865 ROW, 608 Septic, 163 Structural, 11,052 Well, 123 Pollution, 1 Types of Building Inspections in April 11.D.1 Packet Pg. 270 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Land Development Services Statistics 04/2019 Growth Management Department 6 0 20 40 60 80 100 120 Utility Conveyance Final Acceptance Utility Conveyance Preliminary Acceptance Vegetation Removal Permit Site Development Plan Insubstantial Change Zoning Verification Letter 29 33 50 99 105 Top 5 Land Development Applications Applied within the Last 6 Months - 20 40 60 80 100 120 140 160 180 200 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-19154 176 178 146 158 63 148 114 111 133 128 199 133 162 163 173 177 128 159 144 126 150 163 145 181 All Land Development Applications Applied by Month 11.D.1 Packet Pg. 271 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Land Development Services Statistics 04/2019 Growth Management Department 7 - 5 10 15 20 25 30 35 40 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-1932 25 20 25 21 14 20 22 15 21 21 33 21 39 24 22 35 35 34 27 17 39 30 28 24 Pre -application Meetings by Month - 20 40 60 80 100 120 140 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-1930 23 27 21 22 36 40 32 35 34 36 24 23 26 52 16 28 40 56 35 26 40 34 26 27 48546154745074614364465063855352836866645954506859Front Zoning Counter Permits Applied by Month Temporary Use Commercial Certificates 11.D.1 Packet Pg. 272 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Land Development Services Statistics 04/2019 Growth Management Department 8 0 1 2 3 4 5 6 7 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-192 2 4 5 2 2 1 6 0 2 3 3 7 5 5 1 5 3 3 2 4 3 3 3 2 Number of New Subdivisions Recorded per Numberof SubdivisionsYearly Totals 2017 -38 2018 -43 0 5 10 15 20 25 30 35 40 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-194 7 11 18 6 4 3 15 0 10 7 11 39 22 18 2 27 12 19 13 12 9 13 14 6 Plat Pages Recorded per Month Number of PagesYearly Totals 2017 -127 2018 -192 2019 -42 11.D.1 Packet Pg. 273 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Land Development Services Statistics 04/2019 Growth Management Department 9 - 2 4 6 8 10 12 14 16 18 20 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-1911 13 13 11 12 5 19 7 14 12 9 17 13 18 11 8 13 14 11 12 8 15 10 10 11 Monthly Total of Subdivision Re-submittals/Corrections (PSPA, PSP, PPL, PPLA, ICP, FP, CNST) by Month - 5 10 15 20 25 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-1910 11 4 7 5 11 10 5 7 6 5 23 12 8 11 9 12 10 8 4 6 6 9 9 12 Monthly Total of Subdivision Applications (PSPA, PSP, PPL, PPLA, ICP, FP, CNST) by Month 11.D.1 Packet Pg. 274 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Land Development Services Statistics 04/2019 Growth Management Department 10 - 10 20 30 40 50 60 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-1935 38 55 43 54 22 44 45 35 30 26 49 47 50 44 33 54 25 49 34 38 27 37 54 49 Monthly Total of Site Plan Re-submittals/Corrections (SIP, SIPI, SDP, SDPA, SDPI, NAP) by Month - 10 20 30 40 50 60 70 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-1933 52 36 42 37 17 30 25 26 23 23 32 34 61 36 40 34 38 34 30 32 32 34 28 38 Monthly Total of Site Plan Applications (SIP, SIPI, SDP, SDPA, SDPI, NAP) by Month 11.D.1 Packet Pg. 275 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Reviews for Land Development Services 04/2019 Growth Management Department 11 Percentage On-time for the Month of April - 200 400 600 800 1,000 1,200 1,400 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-19840 906 1,066 904 984 697 1,005 840 862 915 820 1,061 1,183 1,270 961 970 1,134 916 1,127 987 876 891 929 1,105 1,076 Number of Land Development Reviews 11.D.1 Packet Pg. 276 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Land Development Services Statistics 04/2019 Growth Management Department 12 $0 $2,000,000 $4,000,000 $6,000,000 $8,000,000 $10,000,000 $12,000,000 $14,000,000 $16,000,000 $18,000,000 $20,000,000 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-19Total Applied Construction Valuation Estimate Construction Estimate Utility Estimate 0 10 20 30 40 50 60 70 80 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-19Inspections per monthSite & Utility Inspections Final Subdivision Inspection Final Utility Inspection Preliminary Subdivision Inspection Preliminary Utility Inspection Tie In Inspection 11.D.1 Packet Pg. 277 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) Fire Review Statistics 04/2019 Growth Management Department 13 Total Number of Building Fire Reviews by Month Fire District Total Number of Planning Fire Reviews by Month Fire District 0 1 2 3 4 5 6 7 8 9 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-19DaysBuilding Fire Review Average Number of Days 0 1 2 3 4 5 6 7 Apr-17May-17Jun-17Jul-17Aug-17Sep-17Oct-17Nov-17Dec-17Jan-18Feb-18Mar-18Apr-18May-18Jun-18Jul-18Aug-18Sep-18Oct-18Nov-18Dec-18Jan-19Feb-19Mar-19Apr-19DaysPlanning Fire Review Average Number of Days 11.D.1 Packet Pg. 278 Attachment: April 2019 - Monthly Report (8582 : Create ten (10) FTE's for GMD) 11.D.2Packet Pg. 279Attachment: CBIA Letter to Commissioner -CCGM Issue (8582 : Create ten (10) FTE's for GMD)