HomeMy WebLinkAbout55A - RESO - AA - ADDING PBA POSITIONSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
SEPTEMBER 16, 2014
TITLE:
APPROPRIATION ADJUSTMENT TO
RECOGNIZE ADDITIONAL PLANNING
AND BUILDING AGENCY REVENUE AND
RESOLUTION TO ADD BUILDING
SAFETY AND PLANNING POSITIONS TO
THE FY14 -16 BUDGET
(CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2ntl Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Approve an Appropriation Adjustment recognizing $772,000 in additional Planning and
Building Agency Revenue.
2. Adopt a resolution amending the City's basic classification and compensation plan and to
amend the Fiscal Year 2014 -2015 annual budget to create five Building Safety positions
and two Planning positions.
DISCUSSION
Background
For many years the Building Division met or exceeded a 24 -hour turnaround time for all building,
electrical, mechanical and plumbing inspections. This level of service was comparable to
surrounding municipalities and represented the generally accepted performance goal for
inspection services in the County. The Building Division was able to maintain this level of service
with 15 specialty (electrical / plumbing) and combination building inspectors.
Beginning in 2009, budget constraints and un- filled retirements resulted in the reduction of over
60 percent of inspection staff. While these reductions negatively impacted inspection turnaround
times, the impact was lessened by a concurrent reduction in building activity due to the economic
downturn.
Building permit applications and inspection activity have steadily increased since 2010 as major
development projects that were put on hold during the recession have restarted and new projects
are being proposed. There are a number of large residential and commercial projects in various
phases of the planning, design and construction process within the City including:
55A -1
Appropriation Adjustment and Amendment
September 16, 2014
Page 2
Project Name
Address
Project Description
Legado at the
200 E. First American
5 -story, 281 -unit multi - family residential project
MET
Way
Lyon
1901 E. 1st Street
5 -story, 256 -unit multi - family and 3 -story
Communities
townhouse project
200 N. Cabrillo Park
6 -story, 219 -unit multi - family residential project
The Madison
Drive
with 6,325 square feet of retails ace
The 301 by
4 -story, 182 -unit multi - family residential project
Le ado
301 E. Jeanette Lane
above 2- levels of parking
C&C
1206 N. Harbor
112 -unit residential project with a mix of single -
Development
Boulevard
family and live /work units
The Depot at
923 N. Santiago Street
70 -unit multi - family residential project with 9,000
Santiago
square feet of retail /offices ace
Parkview Town
555 E. Memory Lane
8 -story, 174 -unit independent senior living facility
and Country
Renovation of the food court area and Macy's
Main Place
2800 N. Main Street
building to add entertainment/restaurant uses and
Mall Remodel
a 24 -hour Fitness
Discovery
Science Center
2500 N. Main Street
53,868 square foot expansion of exhibit space
Expansion
This continued growth from the building industry compounded by limited inspection staff has
resulted in building inspection turnaround times of three to five -days. On large projects, this
substandard level of service results in increased costs to the developer as contractors are not
able to continue construction until an inspection has occurred. On small projects, this delay in
inspections often results in a property owner or contractor doing work illegally without permits.
Over the last year Development Projects submitted to the Planning Division for design review has
increased 33 percent. This increase is an indicator of continued future growth as development
projects start with the Planning Division before progressing into building plan check and
ultimately, permit issuance and construction. Additionally, the valuation of permits issued has
also increased over the last year by 15.8 percent. This increase in building valuation indicates
that the scope and scale of projects is also increasing as larger, and thus higher valuation,
projects are being developed. These indicators of continued growth further underscore the need
for adequate staffing levels to meet the needs of the development community.
Economic Development Task Force
On August 12, 2014 a presentation regarding building inspection service levels was given to the
Economic Development Task Force, a panel consisting of local and regional economic
development and business owners. The purpose of the presentation was to review current
staffing and service levels and receive feedback from the panel regarding staff recommendations
for ways to improve inspection turnaround times.
55A -2
Appropriation Adjustment and Amendment
September 16, 2014
Page 3
Following the presentation, many of the Task Force members expressed concerns regarding the
negative impacts that delayed inspection turnaround times cause. Most notably among these
were the added costs to the developer that result from delays in the inspection process and
inconsistency in information provided to the contractors that results from having different
inspectors visiting the job site over the course of construction. The Task Force agreed with the
recommended staffing increases in order to return to next -day inspection level of service.
Development and Transportation City Council Committee
On September 4, 2014 a presentation regarding building inspection service level improvements
was given to the Development and Transportation Council Committee. Similar to the
presentation given to the Economic Development Task Force, this presentation focused on
current building inspection service and staffing levels and included the recommendations from
the Economic Development Task Force regarding increasing staffing levels.
The Council Committee supported the recommendations from staff and the Task Force that the
negative impacts from delayed inspections hinders construction and economic development as
well as causes unsafe construction as frustrated property owners and contractors elect to do
work without permits.
Conclusion / Recommendation
Following a thorough review of current and projected workloads and staffing levels, in order to
return to a next -day level of service for Building Inspections, it is anticipated that five additional
Building Safety staff are required. This will include three Combination Building Inspectors, one
Senior Combination Building Inspector and One Permit Processor.
The Building Division is also implementing a number of technology and process enhancements to
maximize the efficiency of both current and proposed inspection staff. These innovations include
the development of a number of online services such as online inspections scheduling and online
permitting which allow customers to access city hall 24/7 to schedule, cancel or check the status
of inspections, plan checks and permits. The Building Division has also recently equipped each of
its Building Inspectors with smart phones and plans to further expand the services that inspectors
can provide in the field including posting inspection results and electronic correction notices.
Providing adequate staffing to offer next -day inspections not only improves customer service and
efficiency but also increases the safety and quality of construction by eliminating a common
reason why small residential and commercial contractors pursue work without permits.
The Planning Division is also requesting to create two Assistant Planner positions as part of this
action. These entry-level positions will be primarily assigned to the public counter to assist walk -
in and phone customers with planning, zoning and development related questions. These
positions will work in concert with the building permit, plan check and inspection staff to improve
customer service and reduce wait and turnaround times at the public counters. The planning
positions will be funded from the savings resulting from the un- funding of a Principal Planner
position and two part-time planning technician positions.
55A -3
Appropriation Adjustment and Amendment
September 16, 2014
Page 4
STRATEGIC PLAN ALIGNMENT
In March, 2014, the Santa Ana City Council adopted the Santa Ana Strategic Plan. This policy
document established specific goals, objectives and strategies to guide the City's major efforts
during the next five years. Many of the objectives and strategies identified under the Goal of
Economic Development were related to business /job growth and improving customer service and
efficiency to promote development in the City.
Approval of this item supports the City's efforts to meet Goal No. 3 Economic Development,
Objective No. 3 (promote a solutions -based customer focus in all efforts to facilitate development
and investment in the community), Strategy C (explore opportunities to encourage a business
friendly environment within the city through the reduction of non - essential regulatory
requirements, improved coordination between agencies for development review and addition of
monetary incentives), Goal No. 5 Community Health, Livability, Engagement & Sustainability,
Objective No. 3 (facilitate diverse housing opportunities and support efforts to preserve and
improve the livability of Santa Ana neighborhoods). Additionally, by utilizing ongoing revenue
that exceeds projected revenues this action also supports Goal No. 4 City Financial Stability,
Objective No. 2 (provide a reliable five -year financial forecast that ensures financial stability in
accordance with the strategic plan), Strategy A (adopt a budget that is in alignment with the
financial forecast and strategic plan).
FISCAL IMPACT
Increased development activity in Fiscal Year 2013 -2014 resulted in approximately $772,000
additional Planning and Building Agency revenue. While construction activity is variable based
on market conditions, the number and scope of new residential, commercial and industrial
projects received to date indicate a sustained increase in Planning and Building revenues above
the projected amounts for Fiscal Year 2014 -2015 and the foreseeable future. This increased
revenue will be used to offset the increased costs associated with additional Building Division
staff (5 positions) in the amount of $565,000 in salaries and benefits (Account 01116530).
Funding for the two Planning Division positions at an estimated cost of $190,000 (Account
01116510) will be provided through the savings resulting from the deletion of a Principal Planner
position ($137,872) and two part-time planning technician positions ($52,628) resulting in no net
increase in costs to fund these positions.
APPROVED AS TO FUNDS AND ACCOUNTS:
pA+ ��
Karen Haluza
Interim Executive Director
Planning and Building Agency
M F: rb
MFIRFCA — Building Safety and Planning Positions - RFCA g- 162014
Francisco Gutierrez
Executive Director
Finance and Management ServicesJl6'-
55A -4
RESOLUTION NO. 2014-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA TO AMEND THE CURRENT ANNUAL BUDGET
TO DELETE ONE FULL TIME POSITION AND ADD SEVEN
FULL TIME POSITIONS IN THE PLANNING AND BUILDING
AGENCY.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS
FOLLOWS:
Section 1: The City Council hereby finds, determines and declares as follows:
A. On July 1, 2014, the City Council passed and adopted Ordinance No.
NS -2867, establishing the City's Budget and authorizing position
allocations for Fiscal Year 2014 -2015, and requiring that alterations in the
allocation of authorized positions be reviewed and approved by the City
Council.
B. On March 18, 2014, the City Council adopted the 5 -year Santa Ana
Strategic Plan. This plan established specific goals, objectives and
strategies to guide the City's major efforts during the next five years.
C. In keeping with the goals, objectives and strategies outlined in the Santa
Ana Strategic Plan, along with recommendations from the Development
and Transportation Council Committee, and the Economic Development
Task Force, the Interim Executive Director of the Planning and Building
Agency proposes deleting one (1) full time position and adding seven (7)
full time positions in the Planning and Building Agency budget to assist
with supporting development in the City and providing improved customer
service.
D. It is now desired to amend the Adopted Budget for Fiscal Year 2014 -2015,
as amended, to effect these changes.
Section 2: That Ordinance No. NS -2867, the Annual Budget for Fiscal Year
2014 -2015, as amended, shall be further amended by:
A. Deleting one (1) full time Principal Planner position in the Planning and
Building Agency, at the monthly five -step salary rate range as indicated:
5 -Step Salary Rate Range Effective 9/16/14
Monthly Salary
Classification Title SRR Minimum - Maximum
Principal Planner AM760 $8515 - $10350
55A -5
B. Adding seven (7) full time positions in the Planning and Building Agency,
at the monthly seven -step salary rate ranges as indicated:
Section 3: That except as amended by this Resolution, all other provisions of
Ordinance No. NS -2867 setting forth the Annual Budget for Fiscal Year 2014 -2015, as
amended, shall remain in full force and effect.
2014.
Section 4: This Resolution shall be operative from and after September 16,
ADOPTED this 16th day of September, 2014.
Miguel A. Pulido
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By:
Joseph Straka
Assistant City Attorney
AYES:
NOES:
ABSTAIN:
NOT PRESENT:
Councilmembers
Councilmembers
Councilmembers
Councilmembers
'P�PM
7 -Step Salary
Rate Range Effective 9/16/14
Number of
Monthly Salary
Classification Title
Positions Added
SRR
Minimum - Maximum
Assistant Planner 1
2
643
$4810 - $6446
Combination Building
3
643
$4810 - $6446
Inspector
Permit Processor
1
581
$3550 - $4764
Senior Combination
1
663
$5304 - $7107
Building Inspector
Section 3: That except as amended by this Resolution, all other provisions of
Ordinance No. NS -2867 setting forth the Annual Budget for Fiscal Year 2014 -2015, as
amended, shall remain in full force and effect.
2014.
Section 4: This Resolution shall be operative from and after September 16,
ADOPTED this 16th day of September, 2014.
Miguel A. Pulido
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By:
Joseph Straka
Assistant City Attorney
AYES:
NOES:
ABSTAIN:
NOT PRESENT:
Councilmembers
Councilmembers
Councilmembers
Councilmembers
'P�PM
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, MARIA D. HUIZAR, Clerk of the Council, do hereby attest to and certify the attached
Resolution No. 2014 -_ to be the original resolution adopted by the City Council of the
City of Santa Ana on September 16, 2014.
Date:
55A -7
Clerk of the Council
City of Santa Ana
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