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Agenda 12/11/2012 Item #11H12/11/2012 item 11. M. EXECUTIVE SUNUMLARY Recommendation to review the County's progress coordinating permitting and inspection activities with ,1 . he building industry and the independent fire districts (Districts) and staffs request for direction on attire actions regarding the same. OBJECTIVE: To provide the Board of County Commissioners (Board) with an update of staff's efforts coordinating permitting and inspection activities with the Districts and to seek guidance on future direction regarding the same. CONSIDERATIONS: On April 26th, 2012, the Board held a joint workshop with the elected officials that represent the Districts. One of the topics discussed was the relationship of the County's permitting and inspection department with the independent fire review office, the Districts' field inspection process and our mutual customers. The County's Growth Management Division, Planning and Regulatory section, currently acts as the principal agent for the acceptance of development permit applications for both the County and the Districts. In this role the County collects and distributes plans and fees for both agencies. Both agencies have expressed frustration with the various aspects of the current relationship. Our mutual customers have also voiced concern regarding the same. In preparation of the joint workshop, County staff, the Districts and our mutual customers had discussed the merits of the current relationship and the impacts of terminating the existing interlocal agreement. After the item was heard, the Board directed staff to work with the Districts and our mutual customers for a period of approximately 180 days in an effort to improve communications and to evaluate if the existing relationship should be continued, terminated or modified. Since the April workshop a series of coordinating meetings have been held between the County Staff, the Districts and the representatives of the development industry. These meetings are ongoing and have produced tangible returns including the following enhancements and improvements: • Improved coordination between fire plan review and final inspection; • Draft Uniform Fire Inspection Form with correlating CityView inspection numbers; • Draft Tri-fold brochure with Fast FAQs for Fire and Building review; • Fire Administration (Fire Chiefs) participation in the process; • Generally, a better understanding of customer concerns and possible improvements; • Commitment to a unified electronic plan review and coordinated future productivity enhancements. The working groups have not reviewed the fees, applicable reviews and the efficacy of the existing interlocal agreement. On November 7h, staff polled the Development Services Advisory Committee (DSAC) and asked their opinion on whether the County should continue to be the central collection and distribution point for plan submittal and review. They opined that the "One Stop Shop" should remain and that we should continue to work towards improving business operations. On November 10, staff polled members of the Collier Building Industry Association (CBIA) and they concurred with the DSAC. It should be noted that there are members of the above organizations mentioned that feel that the existing interlocal should be terminated or significantly amended in order to separate all functions of each agency. Staff discussed the progress so far with several of the Districts' chiefs who feel that there have been improvements and we should continue to move forward. The recent election of new Fire Commissioners may also impact or modify the ultimate outcome of these joint efforts. /'1 Packet Page -1856- 12/11/2012 Item 11.H. Staff also polled the same groups with respect to the question of separating our f4 assessments and collections. There was no direct objection to the proposal. The Districts' plan review office has previously expressed concern over the County's collection of their fees and County staff feels that our customers would better understand our separate authority and responsibilities if fee assessment and collections are managed by eac4,-,, independent agency. After working with the industry, the Districts and getting feedback from the vamous stakeholder groups, staff recommends the following actions to the Board: • Continue to attend and participate in working meetings with the stakeholders and the Districts. • Separate the County and Districts fee assessment and collections. • Modify the existing interlocal agreement to reflect the fee collection responsibility change and conduct a review to see if any additional changes should be recommended. FISCAL IMPACT: The modification to the fee assessment and collection process, if approved, may require a software modification to the CityView land use software application. The coats associated with potential modifications to our permitting software are estimated between $0 - $50,000 depending on how the- County and the Districts separate these functions. No new fees or increases would be proposed by the County. GROWTH MANAGEMENT IMPACT: This item does not conflict with the Growth Management Plan. LEGAL CONSIDERATIONS: This is a policy issue for the Board, raises no legal issues, and requires majority vote for direction. -JAK. RECOMMENDATION: That the Board considers all factors regarding the coordination of County's and Districts' permitting and inspection process update and directs the County Manager or his designee to: n 1. Continue to attend and participate in working meetings with the stakeholders and the Districts with the intent of improving customer outcomes. 2. Prepare an amendment to the existing interlocal agreement to assign the fee assessment and collection responsibility to the jurisdiction having authority over review. Prepared by: Nick Casalanguida, Administrator, Growth Management Division Packet Page -1857- COLLIER COUNTY Board of County Commissioners Item Number: 11.H. 12/11/2012 Item 11. H. Item Summary: Recommendation to review the County's progress coordinating permitting and inspection activities with the building industry and the independent fire districts (Districts) and staff's request for direction on future actions regarding the same. (Nick Casalanguida, Growth Management Division Administrator) Meeting Date: 12/11/2012 Prepared By Name: PuigJudy Title: Operations Analyst, GMD P &R 11/26/2012 3:05:57 PM Submitted by n Title: Deputy Administrator - GMD,Business Management & B Name: CasalanguidaNick 11/26/2012 3:06:00 PM Approved By Name: PuigJudy Title: Operations Analyst, GMD P &R Date: 11/26/2012 5:04:23 PM Name: PuigJudy Title: Operations Analyst, GMD P &R Date: 11/27/2012 9:13:27 AM Name: FinnEd Title: Senior Budget Analyst, OMB Date: 11/30/2012 4:08:47 PM Name: KlatzkowJeff Title: County Attorney Date: 11/30/2012 4:23:45 PM Packet Page -1858- Name: OchsLeo Title: County Manager Date: 12/3/2012 9:09:43 AM Packet Page -1859- 12/11/2012 Item 11. H.