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Agenda 04/22/2014 Item #11C 4/22/2014 11.C. EXECUTIVE SUMMARY Recommendation to authorize the creation of additional Full Time Equivalent (FTEs) positions in the Growth Management Division in response to the addition of fire plan review responsibilities, increased customer demand and escalating traffic operations maintenance priorities. OBJECTIVE: To maintain appropriate enterprise fund staffing levels commensurate with revenues collected, desired level of service, and the incorporation of fire plans review; also,to prioritize operation and maintenance activities ahead of capital improvements within a balanced year over year ad-valorem budget. CONSIDERATION: On April 09, 2013, Item 10D, the Board of County Commissioners approved the conversion of twelve permitting and inspection job bank positions to full time equivalent positions for the Growth Management Division Building Fund (GMD Building), five plan review and inspection job bank positions to full time equivalent positions for the Growth Management Division Planning Fund (GMD Planning),and one new full time equivalent position for GMD Building. On January 28, 2014, item 11B,the Board approved an MOU with NNFD to assist them in creating their own fire plans review operation coinciding with the termination of their agreement with Fire Code Officials Office(FCO)for performing their fire plans reviews. On March 25, 2014, Item .10A, the Board of County Commissioners approved two separate Memorandums of Understanding (MOU) with both the East Naples Fire Control and Rescue District (ENFD)and the Golden Gate Fire Control and Rescue District(GGFD)that authorized Collier County to assume fire plans review duties on behalf of these two Independent Fire Districts. The MOU with ENFD specifies that Collier County will determine the appropriate staffing levels necessary to complete fire plan reviews consistent with the County's existing performance measures. This staff will operate under GMD Building. Collier County will not be responsible for performing fire plans reviews for the North Naples Fire Control and Rescue District(NNFD). With the expectation that the FCO Plans Review office will be closing within the next 30-45 days, 50%of the total Fire plans reviews will be completed by the County along with 100% of the fire administrative functions(e.g.intake,final type,collection of payment, inspection result reporting). Additionally, with the continuing increase in development activity (report attached), the GMD is at a pivot point in terms of continuing to develop an economic development, business-friendly regulatory environment that places customer service and measurable expectations to the forefront of deliverables and operations. Existing conditions and forecasts continue to show an upward trend in activity that would sustain the conversion of certain job bank positions into FTEs,with an allowance of maintaining up to ten percent of the total GMD Building and GMD Planning FTE count as job bank positions. We will also continue to contract with NOVA, the County's current plans review and inspections staff augmentation contractor. In the Growth Management Division Transportation Fund (GMD Transportation), the addition of 70 signals since 2000, including the recently approved pre-emption system, and an additional 2,500 street lights since 2000 is requiring the traffic operations department to prioritize operations and maintenance over capital expansion. In addition, the Board has approved an asset management program that is currently being resourced by job bankers. These job bankers have gone through extensive training and Packet Page-93- 4/22/2014 11.C. have begun to collect documents and physical assets. In order to maintain continuity and permanently address information and asset management program, these positions must be resourced with a core dedicated team.This adjustment will be made without a request for new additional ad-valorem dollars. The following FTE positions are being sought within the funds listed: •Nineteen building&permitting personnel(Fund 113) • Six planning&land use review personnel(Fund 131) •Three traffic operations personnel(Fund 101) Specific position counts and job duties are included in the backup material. FISCAL IMPACT: Funding for the creation of these positions was not incorporated within the approved FY 2014 budget. Costs are estimated to be$482,000 in GMD Building for the remainder of FY 2014, assuming a hiring date of June 1, 2014, and $1,446,000 for FY 2015; $156,600 in GMD Planning for the remainder of FY 2014, and $469,800 for FY 2015; and $139,100 in GMD Transportation for the remainder of FY 2014, and $218,300 for FY 2015,which will result in no net change to the general fund, as a redistribution of certain project funds each year will cover these costs. It is anticipated that fire plans review fees collected will offset the costs needed to operate the fire plans review function, but staff will closely monitor revenues to identify overages or shortfalls. No additional increase in fees is required to fund these positions as there are sufficient funds available within GMD Building and GMD Planning reserves. There will be no impact to GMD Transportation, as monies to fund these positions shall be made available from current operating and project budgets. If the positions are approved, a budget amendment moving funds from reserves in GMD Building and BMD Planning into the payroll budget will be required. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this action. LEGAL CONSIDERATION: This item has been reviewed by the County Attorney, is approved as to form and legality, and requires majority vote for approval. -JAK RECOMMENDATION: That the Board of County Commissioners authorizes the creation of nineteen GMD Building full time equivalent positions, six GMD Planning full time equivalent positions, and three GMD Transportation positions within the Growth Management Division, and authorize the appropriate budget amendments in FY 2014, and directs the County Manager or his designee to adjust the proposed FY 2015 budget accordingly. Prepared By: Nick Casalanguida,Administrator,Growth Management Division James French,Director,Operations and Finance for Regulatory Management Gene Shue,Director,Operations for Construction and Maintenance Attachments: Staffing Report Business Case Budget Amendments Packet Page-94- 4/22/2014 11.C. COLLIER COUNTY Board of County Commissioners Item Number: 11.C. Item Summary: Recommendation to authorize the creation of additional Full Time Equivalent (FTEs)positions in the Growth Management Division in response to the addition of fire plan review responsibilities, increased customer demand and escalating traffic operations maintenance priorities. (Nick Casalanguida, Growth Management Administrator) Meeting Date: 4/22/2014 Prepared By Name: puigj Title: Operations Analyst,Community Development&Environmental Services Approved By Name: puigj Title: Operations Analyst,Community Development&Environmental Services Date: 04/14/2014 03:43:58 PM Name:jamesfrench Title: Director-Operations Support, Operations&Regulatory Management Date: 04/14/2014 09:40:57 PM Name: geneshue Title: Director-Operations Support,Transportation Administration Date: 04/15/2014 12:06:02 PM Name: marcellajeanne Title: Executive Secretary, Transportation Planning Date: 04/15/2014 12:49:34 PM Name: klatzkowjeff Title: County Attorney, Date: 04/15/2014 01:43:44 PM Name: markisackson Title: Director-Corp Financial and Mngmt Svs, Office of Management&Budget Date: 04/15/2014 05:42:53 PM Packet Page-95- 4/22/2014 11 .C. 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Q v) fps} O CC$ re..14 C) '',:i C) Cr) C w i _ M -o C O 0 3 Cd U M u- S-+ N f6 C =O M f, .,cu o Li. ice+ w +- M. 0 f•' 0 Cl.) C) rull..4 4- ++ U +.+ •,_,, ragiAmit O V Q C) e t�t Z a - ct r—! E - s co 0 Ti cci— 0 U a C M z p ' C) t-4 Packet Page -106- 4/22/2014 11 .C. es---t, }} I O 41A72::• ct ...H A IA A • t mJ �n " 5 V ;::YN.-.. V ••4 p••--4 Ct t - Ott, ID ! U SI O A 7 r. w O : f„ -� p. ;>,-,-:-,,V *..,7 1 ft 0 � n '.;ii ''� i Packet Page-107- 4/22/2014 11.C. Development Activity �-. In the past three years land development activity continues to show significant increases within all disciplines throughout the section, as both previously approved and new projects have come online with new construction. Although the pre-application process has been improved with industry collaboration, reducing the need for identified unnecessary client meetings, new project pre-application meetings have more than doubled in volume, representing greater than a 50% annual increase year over year. Additionally, land development reviews and inspections have both increased by greater than 30% year over year. Commercial, multi-family, and single-family construction continues to show significant increases month over month in addition to the number of overall building inspections. Since 2011 overall permits issued have risen over 34% at a rate of no less than 20% year over year. Percentage of on-time reviews for building permit applications remains at 100%, as these times are dictated by performance metrics established within the GMD fee schedule. Commercial, multi-family, and single-family new construction has increased nearly 39% from Q1 2013 to Q1 2014, and building permits applied for by month have increased to greater than 2,000 since April 2013. One hundred percent of all vertical construction building inspections are scheduled within one business day; however, next business day completion times have fallen to approximately 90% as a result of increased demand and the complexity of projects being constructed. Time specific and same day inspections are also available upon request and when available. Building inspections have increased over 20% year or year. Given the continued business atmosphere and the type of permits issued, we anticipate a continued increase in building permit applications and inspection activity within the fiscal year 2014. With the additional responsibilities of accepting, processing, and issuing fire alarm, fire monitoring, fire sprinkler, and fire plan review related land development and building permits, coupled with the current increase in demand for current services while maintaining established level of service, current staffing levels will need to be adjusted to support the dynamic conditions of the development market and business community. Agency Input BCEGS Recently, the GMD Planning and Regulation section participated in its scheduled Building Code Effectiveness Grading Schedule (BCEGS) with the Insurance Services Office, Inc. (ISO) to determine how our community was putting forth efforts to enforce adopted building codes. Although community participation is voluntary and there is no guarantee that insurance companies will recognize the results of this study, the Growth Management Division has used the results from these standardized measures to determine areas where we are excelling as well as areas of improvement. Although the County was recognized for numerous areas of improvement since its last evaluation, Collier's score was impacted in the areas of (1) staffing levels when compared to the number of reviews and inspections per plan reviewer and inspector per day, respectively, and (2) the average annual number of hours dedicated to technical continuing education per plan reviewer and inspector. 1 Packet Page-108- 4/22/2014 11.C. n Fire Audit During a recent review of the permitting intake process, it was determined that with the rapid increase in building and land development permits being applied for, self-reviews designed to identify potential issues and risks that would assist in the development of mitigating controls were limited to non-existent. Because of the high transaction volume, system conversion, and the aim to mitigate risk and errors, staff identified a need to improve the process and transactional oversight by creating operational review procedures and improved staff training programs. In addition, new positions would serve as CityView subject matter experts and focus primarily on quality control and ensuring processes were not overly burdensome and/or costly to the client and the county. Further, the positions would insure there is accurate assessment and collection of fees. They would provide for end user training for both the client and staff. Although current staff continues to collaboratively create processes that ensure maximum automation and reduced expenses, the ongoing volume of development requests has created a higher than anticipated demand and is currently accomplished without the resources required to ensure client expectations and proper controls. CBIA and DSAC The Growth Management Division has regular monthly meetings with both the Collier Building Industry Association and the Development Services Advisory Committee. At the February meeting, the fiscal year 2014 C11 business demand and activities were provided. In addition, a staffing plan to address the most up to date business demands without maintaining current levels of service, despite any further changes in regulations or demands for the remaining fiscal year was also presented. Both groups have continued to support staff initiated improvements to expedite the permitting process, eliminating any unnecessary operational costs and responsibly adding staff where appropriate. 113/131 Fee Schedule The GMD continues to promote a business-friendly environment that focuses on best management practices and efficiencies. The Financial Operations and Regulatory Management Department has effectively rolled out new initiatives that endeavor to make Collier County the most responsive regulatory agency within the State of Florida. Balancing the fee structure with level of service is part of that process. On July 9, 2013 the Board adopted a resolution that provided a five percent (5%) reduction to the Collier County Growth Management Division/Planning and Regulation Fee Schedule for all flat building permit development-related application, processing, review, and inspection fees. As the team continues to monitor actual costs related to application, processing reviews, and inspection services against actual costs, the Department is recommending a fee reduction that is anticipated to save the development industry approximately$260,000 in Fund 113 and $120,000 in Fund 131 annually. Besides the additional positions being sought to maintain client level of service and ensure mandated requirements are adhered to, this continuous monitoring of market conditions and operating efficiencies have assisted this team with recognizing opportunities for both operational effectiveness and economic incentive. Staff will continue to monitor these areas to determine if any further opportunities exist. 2 Packet Page -109- 4/22/2014 11 .C. Activity Levels ,—. All Permits Applied by Month o 3,000 '" IV. N 'NI �f1 Ch 111 .� N •L11 l0 I� N O N 0 O N 3,500 / - rn rn rn N n; ; 2,000 :;:14'1[1 ', 1 1 ,i 1 1 1,500 } > � 1�j l� 1 1 ;','P;� 11 1 1? 1 1 1 1 1,000 111. 1t1�.1� 1I I : 1 �1�1 �11 = 500141 1 • x71K�1,•,, ,�1F1= 11-� 11� 1 11 N N m m m m m m m m m m m m v a > U 0 0 z D - Q Q u Z p -, v O New Construction Building Permits Issued by Month arm 180 .,--p.,-.,., { 160 - 140 w ., 120 100 1 . ,: Ic1 I I 1 s. `;I I Irt , I F_ mI. I �I I YI 11 I ' 80 '- '1 � � 4` :'133 #I I = 1 . 60 . �D2I 7§I , I I �1I . 1I E4I I I 40 . � I I III , =RBI _Ik 1 I ,i, 11 i i I { T • ' ..'� tai N N N m M M r41,,_ M M M M M M M m CF d' V e-i ei e-1 ,-i ,-1 c-I r-I r-I e i e-1 r-I e i -4 ei e1 r-1 -4 V > v C .0 ('6 >. C tl0 Q u > U .Q O Z 0 LL 2 - T - ly Q n O z 0 Li' G 1&2 Family GMulti-family Commercial 3 Packet Page-110- 4/22/2014 11 .C. ,-4 ,-, 0 %.0 ,0"*.• r•-• eq rNi t.0 r-- r■i' Lo -. Building Inspections {:',;,° 14,000 7 (N _ Ln LC) d '-._, „„ 0.- ;_i ... . r_i _._. ,s ,..1 a, -i (::1 / o o o' ci's — 1X-- ' .. \t, ',te 12,000 tN 00 0 00 co ,_i I-I t ig . .;:-.."Iii' a' CT Ln In a; 1,1 a z I t f er) rn 0,--trr--1-1Z,4—Ccjil If y, - .',- 41 I i, 13, , *4 it t ''' '"- 2. 10,000 v 1 cn NI. . 1 f 34, i'-' 't` f: , .;',. ,; ;c; - .,-• ., '4 4., t i,... :, , : 1 111 1 8,000 V ,„. ,, 2: , .,.. I. 1 i 1 : ,k ; : : 7 ' 1 t_ , i, ..1 ,t, ..v. ,.1 ,,''! . . . i. 4', 4- q., ,,,, -( $ 6,000 -,;;,' f 4 "4 -,i4' k 111 't.' 4 i, #,.t, „i ...-.. fi.t. ' ,' , * a-, * ti,, *.„ 1. 4, ' I- f it to° „,s 4 * '''Y; 1 1 1 , 4 4 '. 1 lv. . s- k 1 i.7r 1 1 I 1 5 1 ''-; 4,000 t 1 ,,,,; 1: it ffa, ,f-,.' si' , '.' .'., i , ' ' *IV -11, 11 'f , i, 4.,„.. , J. 2,000 If i I - N r•1 en r4 r,f-1 I-I 74 71 -L ti.o 6- t' 8 Cu (13 LC.LU. 2 I ,---., All Land Development Applications 150 2 41 h 6 i ii oi ',oq I ,, '7; '1 i 4 ' ' 0°1 , t - 'I1 4 i ' 100 5 1 - s -1-'.. '' '' r r rial -,:i 1 4 , i , t ,, , , ' ' . Pm 4 ' 50-, ; ` , i. . - ' ' ," '1'.. F : , > U C ..., ,,T3 1 Co , A - - ' ' ' ' ,. . t_ >, =1- 3 8- 8 Z' 8' -- u- 0 q , U c _,. cur g_ .Lu __)D —) < 0 i t)' 0 a) s.03 L' s 0 z 0 2013 i I 2014 ,--.... Packet Page-111- 4/22/2014 11 .C. .....-, pre.Appl i cation Meetings by Month 40 44, ,.... ' xe D'r 20 , =- ' : ', -. „ :-.*:' „. ' • ,'. .; . [ , 1 3 .. ,, . c ID co : 'f• : . , , _ 0) - 0 › 0 co 0 0 a) u_ .2 0' * ›, c D cll > 0 c ,,, ( gg- ...ari ,.5 0 a) m c L' 2014 ......—... I 2013 H '..,' Number of Reviews 1000 L 77 7 - 72 1 4,1 II 4 t °° -' 0i ,,.,, *A a,• ,i,14,,,,,, -''„,,.' i f1 t 1 t 1 0 0 (1) -3 LL 2 --2, ,,t 5 fl _,-5 ,a6)---' 0 Z 0 -3 LI_ 0 Z 0 2013 11 ,2014 5 Recommended Staffing Adjustments and Rational Packet Page-112- 4/22/2014 11.C. Fund Qty Job Title Job Grade Functional Area Traffic Operations—Assists in retiming over 200 traffic signals and 147 flashing school signals 101 1 Associate Project Manager 19 throughout the county. Traffic Operations—Adds staff to locate utilities in response to increases in street lights,traffic signals,fiber optic cable and development activity. 48 hour time frame for locates is mandated by 101 1 Maintenance Specialist 13 State Statute. C&M Operations—Coordinates the PDM/Asset Mgmt projects currently underway.Converts a current Job 101 1 Operations Analyst 19 Banker position. Total 101 3 CityView—Supports>250 licensed users.Currently assigned to two Job 113 2 Applications Analysts 21 Bank positions. Building—Converts current Job 113 4 Building Inspectors 18 Bank positions. Building—Converts current Job Bank 113 2 Building Plans Reviewers 19 positions. Building—Revision, corrections, and permit pick-up counter. Converts 113 1 Customer Service Specialist 12 current Job Bank position. Operational support associate for building, business center, and land development services. Converts 113 1 Operations Coordinator 16 current Job Bank position. Fire Final Type—New responsibility to support ALL fire districts. (Fire Alarms, Fire Monitoring, Fire Sprinkler, Fire Underground, Fire 113 3 Permitting Technicians 13 Inspections). Front Counter—Business Center Position. Converts current Job Bank 113 1 Planner 18 position. 6 Packet Page-113- 4/22/2014 11 .C. Fire Intake- New responsibility to support ALL fire districts. (Fire Alarms, Fire Monitoring, Fire Sprinkler, Fire Underground, Fire Inspections,etc.)Approximately 300+/-additional permits are anticipated. Position will also be assigned to take in other 113 1 Planning Technician 15 development permits. 113 1 Site Plans Reviewer,Senior 24 Fire—New responsibility. 113 1 Site Plans Reviewer 22 Fire—New responsibility. 113 1 Plans Reviewer 19 Fire—New responsibility. QA/QC—CityView Subject Matter Expert-New responsibility based on audit findings and training 113 1 Training Coordinator 19 needs. Total 113 19 Land Use—Expanded responsibility to assist with increased engineering services demands(e.g. Bond 131 1 Associate Project Manager 19 Tracking, Plat and Plans, etc.) Engineering inspections.Converts n 131 1 Engineering Inspector 18 current Job Bank position. LDC/Administrative Code/Compliance with FEMA requirements. Reinforces the centralization of GMD policies, efforts, and communications with citizens regarding development 131 1 Planner 18 standards. Production Review Team- Expanded responsibility to assist with increased building and planning services demands. Position is responsible for ensuring that the County's Architectural Code is adhered to.Additional responsibilities will include general planning reviews and collaboratively working with the industry partners and LDC staff to recommend revisions to the County's Architectural Code for 131 1 Principal Planner/Architect 22 Board consideration. 2 Packet Page-114- 4/22/2014 11.C. Environmental- Expanded responsibility to assist with increased building and planning services demands. Position is responsible for ensuring that the environmental codes are adhered to,while supervising current environmental staff and assisting the Production Review Team, LDC staff,and industry partners to recommend revisions to the Principal Environmental environmental codes for Board 131 1 Specialist 21 consideration Land Use-Expanded responsibility to assist with increased zoning services demands. Converts current 131 1 Planning Tech 15 Job Bank position. Total 131 6 8 Packet Page-115- 4/22/2014 11 .C. Financial Impact No.of Positions Anticipated FY14 Weighted Fund Considered Costs* Anticipated FY15 Costs 113 19 $482,000 $1,446,000 131 6 $156,600 $469,800 Total Impact to Fund 113/131 $638,600 $1,915,800 101 3 $139,100** $218,300** Total Impact to Fund 101 $139,100** $218,300** Net Change to General Fund $0 $0 *Assumes a hire date of all positions effective June 1,2014 **No net change to General Fund as redistribution of project funds will cover costs 9 Packet Page-116-