division of building safety workload and staffing issues associated builders & contractors
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Division of Building Safety. Division of Building Safety Workload and Staffing Issues Associated Builders & Contractors. January 14, 2014. Introduction. Recession hits in 2007 Reduced staff from 166 to 88 (Over 2 years) Economy slowly rebounding One-Stop Permitting success - PowerPoint PPT PresentationTRANSCRIPT
Division of Building Safety Workload and Staffing Issues
Associated Builders & Contractors
Division of Building Safety
January 14, 2014
IntroductionRecession hits in 2007Reduced staff from 166 to 88 (Over 2 years)Economy slowly reboundingOne-Stop Permitting successRegulatory Streamlining Task ForceBuild on customer service focusService demands creating workload issues in
key areas
Presentation OutlinePermit HistoryDemand for ServicesCustomer ExpectationsKey Program Areas & NeedsSummary
Presentation OutlinePermit HistoryDemand for ServicesCustomer ExpectationsKey Program Areas & NeedsSummary
Single Family Residential Permits – Region (5-years)
Permit History
Dec 08
Feb 09
Apr 09
Jun 0
9
Aug 09
Oct 09
Dec 09
Feb 10
Apr 10
Jun 1
0
Aug 10
Oct 10
Dec 10
Feb 11
Apr 11
Jun 1
1
Aug 11
Oct 11
Dec 11
Feb 12
Apr 12
Jun 1
2
Aug 12
Oct 12
Dec 12
Feb 13
Apr 13
Jun 1
3
Aug 13
Oct 13
0
100
200
300
400
500 OrangeOsceolaSeminoleLake
Single Family Residential Permits
Permit History
FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 130
1,000
2,000
3,000
4,000
5,000
6,000
5,324
4,916
2,244
1,017689
853 899
1,585
2,100
Historical Average (10 years)3,600 Permits Per Year
Multi Family Residential Permits
Permit History
FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 130
200
400
600
800
1,000
1,200
1,400
1,600
1,800
1,058
1,595
810
441
255369
455
604521
Historical Average (10 years)679 Permits Per Year
Commercial Building Permits
Permit History
FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 130
500
1,000
1,500
2,000
1,639 1,689
1,874
1,415
1,167
9241,005
1,173 1,183
Historical Average (10 years)1,300 Permits per/year
Single Family Permit Valuation
Permit History
Dec 08
Feb 09
Apr 09
Jun 0
9
Aug 09
Oct 09
Dec 09
Feb 10
Apr 10
Jun 1
0
Aug 10
Oct 10
Dec 10
Feb 11
Apr 11
Jun 1
1
Aug 11
Oct 11
Dec 11
Feb 12
Apr 12
Jun 1
2
Aug 12
Oct 12
Dec 12
Feb 13
Apr 13
Jun 1
3
Aug 13
Oct 13
$0
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
$350,000
$400,000
$450,000
Building Fund Revenue
Permit History
FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 13$0
$5,000,000
$10,000,000
$15,000,000
$20,000,000 $19,360,071.0$19,845,654.0$19,083,833.0
$13,502,037.0
$8,112,161.0$7,395,975.0
$8,235,007.0
$10,915,383.0
$14,132,196.0
Mill
ions
Building Fund Revenue
Permit History
FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 13$0
$5,000,000
$10,000,000
$15,000,000
$20,000,000 $19,360,071.0$19,845,654.0$19,083,833.0
$13,502,037.0
$8,112,161.0$7,395,975.0
$8,235,007.0
$10,915,383.0
$14,132,196.0
Mill
ions
Building Fund Revenue
Permit History
FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 13$0
$5,000,000
$10,000,000
$15,000,000
$20,000,000 $19,360,071.0$19,845,654.0$19,083,833.0
$13,502,037.0
$8,112,161.0$7,395,975.0
$8,235,007.0
$10,915,383.0
$14,132,196.0
Mill
ions
Staffing reduced during 2009-2010
Building Division Staffing Levels
Demand for Services
2006 2007 2008 2009 2010 2011 2012 20130
20
40
60
80
100
120
140
160
180
158166
152
10188 89 88 89
Presentation OutlinePermit HistoryDemand for ServicesCustomer ExpectationsKey Program Areas & NeedsSummary
Number of Lobby Customers
Demand for Services
FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 130
20,000
40,000
60,000
80,000
100,000101,156
94,947 93,588
75,239
60,96354,744
60,298
69,12172,577
Number of Building Customers
Demand for Services
FY 05 FY 06 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 130
10,000
20,000
30,000
40,000
50,000
60,000
70,000
80,000
90,000
100,00092,039
78,99875,914
57,02651,052
54,306
44,779
52,83456,429
Building Safety Inspections
Demand for Services
FY 09 FY 10 FY 11 FY 12 FY 130
50,000
100,000
150,000
200,000
250,000
227,056
136,670 134,020
169,131 175,090
On-line Services
Demand for Services
0
200
400
600
800
1,000
1,200
1,400
1,600
1,800
Fast Track Monthly Activity
Demand for Services Tracked permitting activity Permitting activity up - staffing relatively flat Management strategies to date:
Overtime Casual Labor Contract Labor
Presentation OutlinePermit HistoryDemand for ServicesCustomer ExpectationsKey Program Areas & NeedsSummary
Customer Expectations One-Stop and Regulatory Streamlining Task Force
brought “Customer Service” focus Permitting System & Management tools Customer Service Metrics
– Wait times– Plan review turn-around time– Hold-over inspections
Average Customer Wait Times
Customer Expectations
Dec-12Jan-2013
Feb-2013Mar-2013
Apr-2013May-2013
Jun-2013Jul-2013
Aug-2013Sep-2013
Oct-2013Nov-2013
0
5
10
15
20
25
30
35
40
45
50
2022
20 2021
16
2325
21
24
19
27
45
36
43
36
42
3938
47
32
43
31
25
1617
18
15
20
25 2527
2224
29
23
1817
18
15
1917
1416 16
2019
21
1012
1312
1413 13
1513
1513
14
Commercial Residential Sub-Permitting Research & Inspections Misc Residential
Min
utes
Commercial Plan Review – New Construction
Customer Expectations
Jun-12Jul-12
Aug-12Sep-12
Oct-12Nov-12
Dec-12Jan-13
Feb-13Mar-13
Apr-13May-13
Jun-13Jul-13
Aug-13Sep-13
Oct-13Nov-13
0
20
40
60
80
100
120
140
160
180
200
0
5
10
15
20
25
Commercial Review New Construction
Plan # of Submittals Maximum Days Average Review Days
Commercial Plan Review - Alterations
Customer Expectations
Jun-12Jul-12
Aug-12Sep-12
Oct-12Nov-12
Dec-12Jan-13
Feb-13Mar-13
Apr-13May-13
Jun-13Jul-13
Aug-13Sep-13
Oct-13Nov-13
0
2
4
6
8
10
12
0
2
4
6
8
10
12
Commercial Review Alterations
Plan # of Submittals Maximum Days Average Review Days
Carry-over Inspections
Customer Expectations
Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-130
200
400
600
800
1,000
1,200
52 35 54 56 83 75 98 72
1,084
539
306364
Inspection Carryovers
Presentation OutlinePermit HistoryDemand for ServicesCustomer ExpectationsKey Program Areas & NeedsSummary
Key Program Area NeedsPermit Analysts (2 Positions)
– Improved customer service in Lobby• Customer sign-in and routing• Application checklists / preliminary sufficiency• Reduce customer frustrations and wait times• Improve efficiency downstream
Key Program Area NeedsSenior Permit Analysts (2 Positions)
–Fast Track Online Services• 33% increase from prior year• Direct additional customers to portal and provide training• Support expanded services available later this year
–Document Management• Reduce high level of paper flow• Improved records management during review and for
public records• Lead transition to paperless environment
Key Program Area NeedsCommercial Plan Reviewer (1 Position)
–Plans review turnaround time and customer wait time exceed desired levels
–Permitting activity increasing–Architectural reviews important
• Land development code• Conditions of approval from DRC, PZC, BCC
Key Program Area Needs Inspector (2 Positions)
–Carry-over inspections increasing–Maximum reasonable load is 18 inspections
• Currently at 21-24 inspections per day–Building and Electrical – greatest need–Managing with overtime
Key Program Area NeedsAnticipated Fiscal Impact of Positions
2 Inspectors $120,0002 Senior Permit Analysts $ 98,0002 Permit Analysts $ 85,0001 Plans Reviewer $ 60,000
7 Total positions $363,000Division revenue stable and reserves healthy
Key Program Area NeedsSupport and outreach
–Home Builders Association–Regulatory Streamlining Task Force–Building Code Board of Adjustment & Appeals–Associated Builders & Contractors
• Presentation on January 20, 2014
Presentation OutlinePermit HistoryDemand for ServicesCustomer ExpectationsKey Program Areas & NeedsSummary
Summary Economic recovery reflected in permitting activity
and staff workload Managing division operations taking on “customer
service” focus Proposed staffing plan addresses critical needs:
– Lobby services– Plans review and inspections– Technology and document management
Budget amendment at January 28 BCC meeting
Division of Building Safety Workload and Staffing Issues
Associated Builders & Contractors
Division of Building Safety
January 14, 2014