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Agenda 03/08/2022 Item #11C (20 additional FTE's for various divisions )03/08/2022 EXECUTIVE SUMMARY Recommendation to authorize twenty (20) additional Full-Time Equivalent (FTE) positions as follows: nine (9) FTEs in the Growth Management Community Development Department, three (3) FTEs in the Collier County Water-Sewer District, five (5) FTEs in the Transportation Management Services Department -Road Maintenance Division (Landscape section) and three (3) FTEs in the Public Services Department - Parks and Recreation Division (Conservation Collier) due to expanded customer and/or Program demand, and authorize any associated budget amendments needed. OBJECTIVE: To ensure sufficient permanent labor resource levels commensurate with increasing customer and/or Program demand and desired levels of service in the Collier County Water -Sewer District, the Growth Management Community Development Department, the Landscape Section of the Road Maintenance Division of the Transportation Management Services Department and the Conservation Collier Program within the Parks and Recreation Division of the Public Services Department. CONSIDERATIONS: The request for expanded positions spans eight (8) Collier County Divisions within the four (4) Collier County Departments with an emphasis on maintaining appropriate enterprise fund staffing levels in accordance with revenues collected and desired level of service within the Growth Management Community Development Department, ensure the Collier County Water -Sewer District has sufficient permanent labor resources to perform permanent and ongoing demand and c ompliance-driven, public health and safety-related essential services, to provide resources by way of an additional Landscaping crew to support 122 miles of irrigation roadway and actualize cost savings and efficiencies and appropriately resource the Conservation Collier Program with sufficient staffing to support the approved program expansion. These requests are as follows: Growth Management Community Development Department • 5 FTEs - Community Development Fund 113 • 4 FTEs - Planning Service Fund 131 Collier County Water-Sewer District • 3 FTEs - Collier County Water-Sewer District Operating Fund 408 Transportation Management Services Department • 5 FTEs - Road Maintenance Division - Landscaping Section Fund 111 Public Services Department • 3 FTEs - Parks and Recreation Division - Conservation Collier Program Fund 172 and 174 Provided as back-up to this Executive Summary is analysis and documentation of need to support the individual requests. ADVISORY COMMITTEE RECOMMENDATIONS: The FTE requests for the positions within the 11.C Packet Pg. 199 03/08/2022 Growth Management Community Development Department was presented to the Development Services Advisory Committee (DSAC) at their December 1, 2021, meeting and was approved unanimously. This item was also presented to the Collier Building Industry Association (CBIA) at their November 10, 2021, meeting and was fully supported. The FTE requests for the Collier County Water-Sewer District were developed under the Operations Resourcing Strategic Plan to align the number of FTE resourc es to meet the maintenance, repair, and compliance needs of the additional conveyed assets at the same time as the increase in asset management and liability is incurred. The Productivity Committee reviewed the plan and voted unanimously to recommend it for approval on October 8, 2020. FISCAL IMPACT: The proposed addition of 20 FTEs, including associated vehicles and equipment, as applicable will have the following fiscal impact, by Fund, in Fiscal Year 2022: Growth Management Community Development Department Fund 113 $264,000 Growth Management Community Development Department Fund 131 $155,000 Collier County Water-Sewer District Fund 408 $403,000 Transportation Management Services Division Fund 111 $285,000 Public Services Division Fund 174 $137,229 Public Services Division Fund 172 $37,706 Implementation will necessitate realigning existing budgets. Accordingly, budget amendments will be processed as required. GROWTH MANAGEMENT IMPACT: This initiative supports current Growth Management Plan standards to ensure the adequacy and availability of viable public facilities and the ability to remain in compliance with all regulatory programs. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for approval. - CMG RECOMMENDATION: That the Board of County Commissioners authorize twenty (20) additional Full-Time Equivalent (FTE) positions as follows: nine (9) FTEs in the Growth Management Community Development Department, three (3) FTEs in the Collier County Water-Sewer District, five (5) FTEs in the Transportation Management Services Department -Road Maintenance Division (Landscape section) and three (3) FTEs in the Public Services Department - Parks and Recreation Division (Conservation Collier) due to expanded customer and/or Program demand, and authorize any associated budget amendments needed. Prepared by: James French, Department Head, GMCDD Kenneth Kovensky, Director, Operations & Regulatory Management Division, GMCDD Contributors: Amia Curry, Director, Utilities Finance Operations Division, PUD Gene Shue, Director, Operations Support Division, TMSD ATTACHMENT(S) 1. Parks and Recreation Division - Conservation Collier Program Backup (DOCX) 11.C Packet Pg. 200 03/08/2022 2. GMCDD Development Services Backup (DOCX) 3. TMSD Road Maintenance Division (Landscape Section) Backup (DOCX) 4. Collier County Water Sewer District (CCWSD) Backup (DOCX) 11.C Packet Pg. 201 03/08/2022 COLLIER COUNTY Board of County Commissioners Item Number: 11.C Doc ID: 21265 Item Summary: Recommendation to authorize twenty (20) additional Full-Time Equivalent (FTE) positions as follows: nine (9) FTEs in the Growth Management Community Development Department, three (3) FTEs in the Collier County Water-Sewer District, five (5) FTEs in the Transportation Management Services Department -Road Maintenance Division (Landscape section) and three (3) FTEs in the Public Services Department - Parks and Recreation Division (Conservation Collier) due to expanded customer and/or Program demand, and authorize any associated budget amendments needed. (James French, Growth Management Department Community Development Department Head; Trinity Scott, Transportation Management Services Department Head; Tanya Williams, Public Services Department Head; George Yilmaz, Public Utilities Department Head) Meeting Date: 03/08/2022 Prepared by: Title: – Growth Management Operations & Regulatory Management Name: Patricia Mill 02/07/2022 2:23 PM Submitted by: Title: Deputy Department Head - GMD – Growth Management Department Name: James C French 02/07/2022 2:23 PM Approved By: Review: Growth Management Department Patricia Mill Growth Management Department Completed 02/07/2022 2:31 PM Growth Management Operations & Regulatory Management Kenneth Kovensky Additional Reviewer Completed 02/08/2022 4:41 AM Growth Management Department James C French Growth Management Completed 02/14/2022 4:50 PM Growth Management Department James C French Transportation Skipped 03/01/2022 4:41 PM Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 03/02/2022 8:08 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 03/02/2022 8:50 AM Office of Management and Budget Laura Zautcke Additional Reviewer Completed 03/02/2022 11:03 AM County Manager's Office Mark Isackson Level 4 County Manager Review Completed 03/02/2022 4:01 PM Board of County Commissioners Geoffrey Willig Meeting Pending 03/08/2022 9:00 AM 11.C Packet Pg. 202 Parks and Recreation Division, Conservation Collier Program - Backup CONSIDERATIONS: With the recent Board direction, staff will begin accepting applications in the next Conservation Collier acquisition cycle. Given the potential addition of 1,200 acres there is a need to bolster the Conservation Collier staff to properly manage this significant program expansion. Staff requests three (3) additional FTEs be added to the Conservation Collier Program to include one (1) maintenance specialist and two (2) environmental specialists. The maintenance specialist would assist the land managers (environmental specialists) with preserve maintenance at the existing twenty (20) preserves, the additional acreage being added to existing preserves, and the five (5) new proposed preserves. Conservation Collier presently has no dedicated maintenance staff and general upkeep falls to the 3 land managers to manage 20 preserves over 4,350 acres. This is not efficient, effective, or sustainable. The position would perform skilled and manual work including grounds and trail maintenance; general repair and maintenance work on signs, benches, tables, and fences; and apply herbicides to grounds. Ultimately this would allow the Program to achieve a higher standard of preserve aesthetics on public use trails and reduce costs by providing regular needed maintenance. This request includes one additional truck and trailer. The three (3) existing Environmental Specialists manage 20 preserves over 4,350 acres; 13 preserves are open to the public with staff working on opening more existing preserves. Additional land managers are needed to manage the (5) new preserves being acquired, assist with the review of properties for acquisition during the subsequent Acquisition Cycles (as many as 9 over the next 10 years), perform outreach within the community (providing programs, presentations, informational tables at events, etc.), and establish public access and manage new properties that are acquired. Land management of new preserves includes acting as a project manager to work with contractors to remove exotic vegetation, install trails, and amenities. As public access is established, the land manager would continue to oversee and assure proper preserve maintenance to include removal of exotic vegetation, trail maintenance, and prescribed burning as needed. FISCAL IMPACT: Costs to fund these three new positions in FY22 are estimated to be $137,229 in the Conservation Collier Maintenance Fund (174) [1 maintenance specialist and 1 environmental specialist, 1 truck and 1 trailer] and $37,706 in Conservation Collier Land Acquisition Fund (172) [1 environmental specialist], assuming a start date of April 1, 2022. This action will result in no fiscal impact to the General Fund. A budget amendment will be necessary to appropriate funding. 11.C.1 Packet Pg. 203 Attachment: Parks and Recreation Division - Conservation Collier Program Backup (21265 : Mid Year Employees 2022) Growth Management Community Development Department - Backup CONSIDERATIONS: With the steady increase in development activity, the Growth Management Community Development Department (GMCDD) continues to advance a business-friendly regulatory environment that places customer service and measurable expectations at 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 and site inspections performed per inspector per day closer to recommended industry standards, and 2) enabling staff to meet review and inspection deadlines according to pre-established time frames. These additional positions will only affect the Community Development Fund (113) and Planning Services Fund (131) and will have no fiscal impact on the General Fund, while more closely adhering to established fund reserve levels following 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 are taken into consideration, along with analyzing market volatility. There has been sustained increased volume over the past 25 months across multiple building and land development activities. Community Development Fund (113) Positions Over 275,000 building inspections were performed over the last fiscal year, a 6% increase over the previous fiscal year and an average of almost 23,000 per month. Plumbing inspectors have been performing an average of 35 inspections per day, electrical and mechanical inspectors an average of 26 inspections per day, and structural inspectors an average of 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 impact property insurance premiums. The section currently employs 54 full-time inspectors across all trades who average 26 inspections per day and 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 six licensed building inspectors who have either retired or left the County the past year, and another fifteen 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 unable to consistently provide the necessary resources necessary to meet demand. Additionally, the contracted employees are twice as expensive as full-time equivalent employees. The countywide historical fiscal year (FY) expenditures are approximately as follows: FY16 (Partial Year) = $49,008.75; FY17 = $328,233.75; FY18 = $723,701.25; FY19 = $956,632.50; 11.C.2 Packet Pg. 204 Attachment: GMCDD Development Services Backup (21265 : Mid Year Employees 2022) FY20 = $1,248,487.50; and FY21 = $1,090,616.20. Using GMCDD full-time inspectors instead of Nova inspectors would save approximately $82,000 per inspector annually. ▪ 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 has been able to provide any resources to the County. Temporary Staffing Agencies ▪ Attracting temporary County workers via the temporary staffing agencies contracted by the County at the beginning of October 2020 to replace the job bank associate program has been unsuccessful as most licensed inspectors are seeking full-time permanent positions with full benefits. This fund has also maintained an average of 60-80 full-time equivalent hourly employees over the last eight years, and using the current temporary staffing agency has resulted in an extremely high turnover rate that consumes staff time with having to provide ongoing training. Overtime ▪ Overtime is used extensively to complete the number of inspections assigned every day. In FY21, almost 4,500 overtime hours, costing $277,000, were recorded across all sections of the Building Plans Review & Inspection Division. The excessive number of extra hours worked by each inspector 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/Training Initiative Recruiting licensed inspectors continues to be 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 in 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. This Division is also exploring developing an internship program to train staff to become building inspectors. 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 four (4) 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. Advancements in video inspections and the recently implemented self -issuing permit initiative promote efficiencies and greater throughput. 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 11.C.2 Packet Pg. 205 Attachment: GMCDD Development Services Backup (21265 : Mid Year Employees 2022) guidelines and working an excessive amount of overtime for many years. Adding four (4) 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 recessionary pressures in the future, GMCDD would be well-positioned to balance staffing by electing to forgo hiring positions lost from the projected attrition expected over the next five years. Almost 61,000 building permit applications were processed over the last fiscal year, a 19% increase over the previous fiscal year and an average of over 5,000 per month, representing the highest volume level in the history of Collier County. This growth has placed significant pressure on current staff’s ability to review plans within established deadlines, especially in the plumbing review area. The current team of three Plumbing Plans Reviewers is averaging a 30% on-time success rate. An additional Plumbing Plans Reviewer would enable the team to increase the level of service required to meet state-mandated review timelines of permit applications. Planning Services Fund (131) Positions Development Review Division Almost 4,000 Planning application reviews (site development plans, plat and plans construction plans, etc.) were performed over the last fiscal year, a 17% increase over the previous fiscal year, and over 2,700 Right- of-Way permits were reviewed over the last fiscal year, an increase of 25% over the previous fiscal year. Due to the increases in the number of reviews and staff shortages, the on-time percentage for reviews has dropped significantly. Specifically, for the Right-of-Way permits, the on-time percentage of reviews has dropped from 94% in 2020 to 58% in September 2021. Creating a Senior Project Manager (Licensed) position within the Engineering Review section would enable the team to increase the level of service required to meet state-mandated review timelines. The Senior Project Manager (Licensed) will be responsible for reviewing and analyzing the planning applications for compliance with stormwater, transportation, and utility standards, as well as assisting with Right-of-Way permit reviews. Almost 19,900 site inspections (site development plans, plats and subdivisions, building permits) were performed over the last fiscal year, an 11.5% increase over the previous fiscal year, almost 8,000 Right-of- Way inspections were performed over the last fiscal year, an increase of 15% over the previous fiscal year, and 1,350 Well inspections were performed over the last fiscal year, an increase of 3.8% over the previous fiscal year. Due to the increases in the number of projects and staff shortages, the on-time percentage for inspections has dropped significantly. Specifically, the on-time percentage of inspections has fallen to 45% for the drinking water wells in 2021. Additionally, the pre-paid monthly inspections for lake excavations have taken a lower priority to accommodate the increases in development. There are currently four Senior Field Inspectors that conduct site inspections for site development plans, subdivisions, excavations, rights- of-way permits, site inspections for building permits, and construction of drinking water wells. Creating an additional Senior Field Inspector within the Engineering Inspections section would enable the team to increase the level of service required to meet state-mandated review timelines of permit applications. Over 1,400 Planning application reviews (site development plans, plat and plans construction plans, etc.) were performed over the last fiscal year, a 32% increase over the previous fiscal year, and almost 24,000 building permits were reviewed over the last fiscal year, an increase of 23% over the previous fiscal year. There are currently four staff members in the Planning Review section that review planning applications and building permits. Creating an additional Planner within this section would enable the team to increase the level of service required to meet state-mandated review timelines of permit applications. The Planner will be responsible for reviewing and analyzing building permit applications, providing updates to projects, and answering general and project-specific questions for contractors, consultants, and citizens. 11.C.2 Packet Pg. 206 Attachment: GMCDD Development Services Backup (21265 : Mid Year Employees 2022) Zoning Division From 2015 through 2018, the Zoning Division contained a Community Planning Section comprised of a Manager and a Principal Planner. The responsibility of this section was to provide geographic-specific planning initiatives that are regularly generated by the Collier County Planning Commission and the Board of County Commissioners. Through attrition and reassignment, these staff members are no longer in those roles, and those positions are no longer allocated to the Zoning Division. However, the requests for geographic-specific planning efforts have continued, e.g., the continuation of the East Trail Overlay. This workload has stretched the Division’s ability to handle the demands related to Community Planning work and the work associated with the Land Development Code Amendments, Zoning Petitions, GMCDD Planning Sections, and other responsibilities of the Zoning Division. Adding a Principal Planner to the Comprehensive Planning Section would allow for additional capacity to accommodate the demands of the Community Planning requests made on current staff and help alleviate overburdening other Zoning staff who are pulled from their regular assignments to assist with Community Planning tasks. The Principal Planner will be responsible for GMP consistency determinations, assist on the East Naples US 41 Corridor Study and the Randall Curve Activity Center Designation, and project manage GMP amendments through the staff review, transmittal, and adoption hearing stages to final acceptance from the Department of Economic Opportunity. The following FTE positions and vehicles are being sought: • Five (5) Community Development Fund (113) associates ▪ Two (2) Building Inspectors (Plumbing) ▪ One (1) Building Inspector (Mechanical) ▪ One (1) Building Inspector (Electrical) ▪ One (1) Building Plans Reviewer (Plumbing) • Four (4) Planning Services Fund (131) associates ▪ One (1) Senior Project Manager (Licensed) ▪ One (1) Senior Field Inspector ▪ One (1) Principal Planner ▪ One (1) Planner • Four (4) Community Development Fund (113) vehicles for the Building Inspectors • One (1) Planning Services Fund (131) vehicle for the Senior Field Inspector The addition of these positions would also help offset the loss of several positions that have been reassigned from GMCDD to other Departments. Since 2017, eleven positions have been removed from GMCDD and placed in other areas of the County. This item to add nine (9) additional full-time equivalents and five (5) vehicles was presented to the Development Services Advisory Committee (DSAC) at their December 1, 2021, meeting and was approved unanimously. This item was also presented to the Collier Building Industry Association (CBIA) at their November 10, 2021, meeting and was fully supported. It was reiterated to both these groups that the addition of positions would not result in any fee increase. 11.C.2 Packet Pg. 207 Attachment: GMCDD Development Services Backup (21265 : Mid Year Employees 2022) FISCAL IMPACT: Costs to fund these positions in FY22 are estimated to be $132,000 in the Community Development Fund (113) and $122,000 in the Planning Services Fund (131), assuming a start date of April 1, 2022. The estimate to purchase the five vehicles is $132,000 in the Community Development Fund (113) and $33,000 in the Planning Services Fund (131). This action will 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 av ailable within the funds’ reserves. The draw on fund reserves will bring the Community Development Fund (113) and the Planning Services Fund (131) reserve levels closer to compliance with Board-approved budget policy. 11.C.2 Packet Pg. 208 Attachment: GMCDD Development Services Backup (21265 : Mid Year Employees 2022) Transportation Management Services Department – Road Maintenance Division (Landscape Section) - Backup CONSIDERATIONS: Currently the County has 122 miles of irrigation roadway requiring weekly irrigation checks. The Landscape contractors have not performed weekly irrigation checks for the past year. As of January 2022, the landscape contractors have scheduled two monthly irrigation checks, which have uncovered many deficiencies in the system that require more significant staffing. The requested full-time positions will identify potential underground utility conflicts for contractors (valves, pipes, wire, pumps, and controllers) to utilize and inspect the central control irrigation Motorola system (ICC Pro). The deferred work consists of weekly irrigation systems visual inspections. Minor repairs consist of, but are not limited to, cuts, lateral/funny leaking pipes, replacing irrigation heads, clogged heads, damaged irrigation pipes, and flooded areas. Inspections of contracted work and performance of irrigation work are needed to address repairs. These system repairs and maintenance will increase the life expectancy of the irrigation system assets. There are 122 miles of irrigation checks, and $792,000 is budgeted annually via existing contracts. The ongoing annual costs for the crew of five is $300,000 per year resulting in a net savings of $492,000 annually. The following FTE positions and vehicle are being sought: • Five (5) Landscaping (111) associates ▪ One (1) Crew Leader ▪ Four (4) Maintenance Specialists ▪ One (1) Truck for crew and equipment FISCAL IMPACT: Costs to fund these positions and the associated vehicle in FY22 are estimated to be $285,000 assuming an April 1, 2022, start date. As an option for FY 22, funds are available in the Landscape Capital Fund (112) for transfer to the Unincorporated General Fund (111), where these FTEs will be located for funding purposes. 11.C.3 Packet Pg. 209 Attachment: TMSD Road Maintenance Division (Landscape Section) Backup (21265 : Mid Year Employees 2022) Collier County Water – Sewer District (CCWSD) - Backup CONSIDERATIONS: CCWSD operations are compliance driven for public health and safety. Its infrastructure asset base, and associated labor needs, grow with each Board approved utility conveyance. Staff developed the CCWSD Operations Resourcing Strategic Plan to align the number of FTE resources to meet the maintenance, repair, and compliance needs of the additional conveyed assets at the same time as the increase in asset management and liability is incurred. The Productivity Committee reviewed the plan and voted unanimously to recommend it for approval on October 8, 2020. The Board of County Commissioners reviewed the plan and voted unanimously to approve it on November 10, 2020 (Agenda item 11.F). According to the approved methodology calculations, water and wastewater utility assets conveyed through September 30, 2021, will require almost 5,000 additional hours of maintenance, repair, and compliance work annually. To bring the CCWSD permanent operations labor resources into alignment with the cumulative work needs of the conveyed asset base, 3 additional FTEs will be added. FISCAL IMPACT: The proposed addition of 3 FTEs, including associated equipment, will have an FY22 fiscal impact of approximately $403,000. Funds are available in the CCWSD Operating Fund (408). Budget amendments will be processed as required to realign existing budgets in FY22. Future recurring personal services costs will approximate $175,000 per fiscal year. 11.C.4 Packet Pg. 210 Attachment: Collier County Water Sewer District (CCWSD) Backup (21265 : Mid Year Employees 2022)