Agenda - Council Work Session - 08/28/2018

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CC Work Session 2. 2. Meeting Date: 08/28/2018 Information Title: Consider Options for Temporarily Fulfilling Needed Building Inspection Services Purpose/Background: The purpose of this discussion is to update the City Council regarding the Building Division's gap in staffing coverage as compared to the current volume of work. The impetus for this discussion is a more sustained increase in workload at the same time of onboarding a new Permit Technician due to a recent vacancy. Staff does not anticipate levels as high as this year to sustain each year, and would prefer a temporary solution rather than a permanent solution. The increase in expenses are offset by increase in revenue. This is the scenario that Staff plans for each year in order to remain fiscally responsible. This is temporary in nature, and will allow for onboarding of new employees and keep service levels at an acceptable level until workload reduces for the winter months. As the City Council is aware, activity in the Building Division is very high; as is activity within the entire Community Development Department. Staff is seeking direction from the City Council regarding what option to take in order to complete the Department's work. Staff will provide additional detail regarding alternative options when this case is discussed with the City Council; however, Staffs top recommended option is to utilize a current 20-hour per week, part-time employee that is currently working in the Engineering Department. This employee is stationed in the same general work space as Community Development, has already been cross trained and is available to work full-time. Staff recommends dedicating an additional 20-hours per week to this employee's schedule, now through October, and perhaps through the end of the year or longer based on work volume and budget discussions. A new Permit Technician is scheduled to begin on September 4. There is approximately four (4) weeks of on-the-job training required in order to be at full capacity. This will reduce the capacity of the new Permit Technican as well as the existing Permit Technician (who will provide training and mentorship). This temporary increase in hours for the Engineering Administrative Assistant is an opportunity to capitalize on existing resources. Alternatively, the City Council could consider contracting for these services. Unfortunately, there are limited resources available for contracting this type of work. Additionally, there would be approximately four (4) weeks of on-the-job training, creating a lag in full capacity. Additionally, contracted services generally carry a higher per -hour rate. The benefit of contracted services is the flexibility and ability to be temporary in nature. In this case, the City has a lower -cost, more effective solution that still achieves this flexibility and temporary nature. Timeframe: Approximately 10 minutes. Funding Source: Detailed information will be provided at the meeting. Responsible Party(ies): Tim Gladhill, Community Development Director Outcome: