Agenda - Council - 05/28/2013 - Laserfiche WebLink

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Agenda Page 7 of 11 Notification: No notification is required. Observations/Alternatives: Strategic Goals As part of the 2013 City Council Strategic Goals, Staff has been analyzing expenscs related to the administration of building permits, aswell asthemost cost effective way to delivertheseservices while providing continuity and stability in an efficient manner. The2013 Strategic Plan notesa recruitment of a Building Official, a position that is currently being served by contracted services. After afull calendar year of analysis of contracting for Building Official services, it appears that recruiting aBuilding Official asafull-time, regular City employeeremainsfairly budget neutral. In addition, Staff is currently exploring ways to effectively and efficiently deliver thcsc services. Staff is currently exploring such thi ngs as ePermits, el ectroni c/wi rel essfield data entry, and streamlined/automated reporting; many of which have al ready been implemented. The current rate for contracted services with I nspectron is $50 per hour. Current service levels have required 40 hours per week of Building Official services and 20-30 hours per week of building inspection and plan review services. Specific to the Building Official function (not base inspection and plan review), it is assumed that the need is 2,000 hours of work hours required for the Building Official. The potential annual budgetary impacts are estimated at $100,000. However, in 2012, the budgetary impact was $91,000. Note: Due to the fact that the original contract was to provide building inspection and plan review services, and did not include providing Building Official services, it is anticipated that the contract may need to be revised to reflect the actual services provided in the future. Staff would recommend that the City remain with contract services for building inspection and plan review services on an as needed basis. Contracted services al low the City to respond better to seasonal variations in service level needs. In addition, the contracted services provide access to additional areas of expertise and review. However, contracted services for the Building Official role presents the possibility of disruption in the Continuity of delivery of services . There are two (2) options to consider for providing Building Official services, depending on the level of guaranteed coverage the City Council is comfortable in providing. Option 1 would be to hire a Building Official as a regular, full-time employee of the City. This option would appear to be the preferred option if the City Council deci des 40 hours of coverage per week is necary year round. However, Option 2 would be to continuewith contracted services for the Building Official. This option would be acceptable if the City Council is comfortable i n ass' imi ng that the Building Official hours could be reduced i n the non -peak times, thus creati ng some gaps in coverage. The City does not have f ul I control over assignments di rected by the contracted services. The contracted service could decideto re -assign its staff over timeto other locations resulting in the loss of expertise and know how specific to Ramsey. As each community has sl ightly different processes, rates, and permit software, it is neccmary to provide the individual contractor with professional development related to the City' s unique features and culture. Natural Iy, there are di rect and i ndi rect costs involved in contractor development and staff is concerned with potential turnover. Staff would recommend an external recruitment to hireafull-timeregular Building Official. Given the current fees paid for contracted Building Official services and the City' s current Building Official pay scale, the net sav i ngs to the City could be approxi mately $16,000 the fi rst year with continued savings in years 2, 3, 4, 5. Year 6 (step 6---top of the Kale) would be the only year when http://156.142.212.178:8080/pri nt_al I .cfm?seq=692& reloaded=true 5/22/2013