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HomeMy WebLinkAboutAgenda - 12-01-2003-9dORANGE COUNTY ACTION AGENDA ITEM ABSTRACT Meeting Date: December 1, 2003 SUBJECT: Building Inspections Division — Report and Proposed Action DEPARTMENT: Planning and Inspections ATTACHMENT(S): New Position Request Summaries Building Division 2003 Activity Report Action Agenda ', Item No. �_ PUBLIC HEARING: (Y /N) No INFORMATION CONTACT: Donna Dean, ext. 2151 Elaine Holmes, ext. 2552 Craig N. Benedict, ext. 2592 Susan Mellott, ext. 2593 TELEPHONE NUMBERS: Hillsborough Chapel Hill Durham Mebane 732 -8181 968 -4501 688 -7331 (336)227 -2031 PURPOSE: To receive an update on building inspection activity and to consider establishing three new Code Compliance Officer (Building Inspector) positions and one new Plans Examiner position in the Planning and Inspections Department to address inspections and plans review workload. BACKGROUND: Building Activity Building activity in the residential and non - residential sectors has been steadily increasing over several years. The Inspections Division has experienced several factors that cumulatively have created the current status. It is important to note that this has been a gradual yet continuous process of both increased building activity and of increase in the complexity of code application. Some significant examples are listed below: • Increase in the size of new single - family homes in Orange County by about seven percent, from 2979 square feet in 2001 to 3215 square feet in 2003. The increase in size and complexity of new single - family construction translates into more time required to complete individual inspections and this reduces the number of inspections completed in a day. • Increase in commercial activity by 193 percent from 2001 thru 2003. Of this, 56 percent is within the Town of Hillsborough jurisdiction. • Increase in multi - family projects within County and Town jurisdictions. Currently, 240 new multi- family dwelling units are pending permits. • Increase, historically, in the numbers of inspections by approximately 10 percent each year. 4 Enhanced State Building Code The State has adopted new improved life- safety building codes and delegated their implementation to Orange County. As part of this State mandate, the Inspections Division must function with staffing levels appropriate to both adequately, and in a timely manner, complete the necessary functions as outlined by the N.C. General Statutes. These codes entail more numerous and more time consuming inspections. For example: • Enforcement of the 2002 N.C. State Building Codes (adopted 2003) increased the average number of required inspections for single - family construction from 11 to 18. Many of these codes, although existing in some form for years, have not been the practice by some independent contractors and in turn, diplomatic communications with field personnel are necessary. In addressing the large and increasing workload with existing staff, the Inspections Division has used a strategy of multi -trade training for staff.. Presently, with current staff levels, it has been the only way the Inspections Division can manage the workload, but some of the disadvantages are significant. Most Inspectors have one trade in which they are more experienced. The other trades have to be learned on the job. In addition, the staff works with a very high number of inspection requests per day. This keeps all field Inspectors under constant pressure to perform in sometimes- unfamiliar areas at a high frequency. Other Inspections Departments of comparable size generally have one trade Inspectors rather than those trained in multiple trades. This allows the Inspector to master his or her understanding of the job. The Orange County future objective is to assign two trade areas of responsibility to each Inspector, but for now, the staffing levels and workload with multi -trade Inspections must be balanced. The chart below reflects status activity of both field inspections and plans review, as they are integral to the functioning of this division. Level of Services August Through Mid - November, 2003 • October thru November reflects 4 temporary part-time personnel, 2 in Plans Review and 2 in field Inspections • Three of these temporary employees are on a day -to -day basis depending on time available, as they are full time employees working for other jurisdictions or private firms. They are available to assist Orange County, as they are able to obtain vacation days from their current full -time jobs, or work on weekends. • One temporary Inspector has obligated 40 hours per week, to Orange County through July 2004. Level of Services (Processing Time) August With 5'h Inspector With temporary/ October Targeted/ September 6 Inspectors November 8 Inspectors and 2 Plans Examiners Plans review Residential 6 weeks 4 weeks 3 weeks 2 5 weeks 3 days Commercial 9 weeks 7 weeks 5 weeks 6 weeks 2 weeks Inspections Footings 1 day 1 day same day 1 day same day Other Inspections 5 — 6 days 3 - 4 days 3 days 3 days 1 day • October thru November reflects 4 temporary part-time personnel, 2 in Plans Review and 2 in field Inspections • Three of these temporary employees are on a day -to -day basis depending on time available, as they are full time employees working for other jurisdictions or private firms. They are available to assist Orange County, as they are able to obtain vacation days from their current full -time jobs, or work on weekends. • One temporary Inspector has obligated 40 hours per week, to Orange County through July 2004. 3 Plans Review Building plan review is also another facet of activity that has been heightened to be proactive during the process of designing and building structures. This better process helps County residences and businesses maintain lower insurance rates through the ISO program. Effective October 2003, the Board approved the addition of one Plans Examiner position to the Inspections Division. However, due to the continuously increasing number of field inspections, this persor has been required to also assist with field inspections. This creates a chronic plans review backlog. Progress in the last couple of months, is due solely to existing staff working overtime and the addition of two temporary part -time plans reviewers and assistance from the Code Enforcement Supervisor. However, with these strategies we still maintain a 2.5 -week backlog on Residential permits. These permit applications range from new houses to adding a deck. This 2.5 week delay causes many hardships on the general public, such as loss of scheduled contractors, increased interest on construction loans (which is compounded when due to delays the homeowner loses their contractor) having to wait for contractors to become available again or worse has to reinitiate the bid process again with a new contractor. Citizen frustration levels have continued to increase due to the lengthy wait for permit issuance. Homeowners obtain 68 percent of residential permits. Typically homeowners are not building experts nor are they familiar with the process of construction, They expect that the Inspections staff will be available for consultation and /or advice on their project. The Plans Examiner is available to assist with this type requests. However, 2 or 3 of these requests can occupy a third of the workday, depending on the complexity of the job. The Plans Examiner position also works with Engineers /Architects on commercial projects proposed within the County, such as renovations of schools. This additional Plans Examiner would allow the plans review process to continue on a daily basis, allowing one Plans Examiner to act in other areas such as support to field staff when field inspections increase to unmanageable levels, or to be available for homeowner and design consultation. Projected Outcomes The proposed staffing levels should allow achievement of the following targeted goals: • Complete residential plans review within 3 days of submittal rather than the 2.5 weeks currently required. • Complete commercial plans review within 2 weeks as compared to the six (6) weeks now required • Complete footing and concrete inspections if called in before 9:00 a.m. each day on the same day as compared to the next day currently. • Complete 90 percent of general inspections on the day of the request as compared to the present three or four day average. The above goals should be reached by Mid -March 2004, based on the following assumptions: • The four positions are filled by the end of January.. The new employees complete the required State training in at least two inspection fields (96 hours training) and receive State certification by early February • Temporary part-time employee staffing levels remain consistent through the end of March. • The new Inspectors are used to begin addressing the backlog. To provide additional flexibility to take account of variability in the workload related to building activity, it is proposed that two of the requested new Code Compliance Officer positions be established as permanent time limited for two years. 4 To provide additional flexibility to take account of variability in the workload related to building activity, it is proposed that two of the requested new Code Compliance Officer positions be established as permanent time limited for two years. FINANCIAL IMPACT: Assuming the four (4) positions are hired at the midpoint salary range, the FY 2003 -04 position related costs will be approximately $175,000, which includes personnel, operating, and one -time start -up costs. The FY 2004 -05 full year position related costs will be approximately $250,000, which includes personnel and operating costs. An appropriation of $175,000 from the County's General Fund would be required to cover the current year cost. Upon approval of the positions, staff will bring back a budget amendment to appropriate $175, 000 from fund balance. RECOMMENDATION(S): The Manager recommends that the Board: Establish a new permanent full -time Plans Examiner position and a new permanent full time Code Compliance Officer position effective January 1, 2004 Establish two new permanent time limited Code Compliance Officer positions effective January 1, 2004 with a time limited ending date of two years from the date of initial hire. Authorize $175,000 appropriation from the County's General Fund fund balance. 5 Planning and Inspections — Code Compliance Officer III Request. To establish three new permanent, full -time Code Compliance Officer III positions within the Planning and Inspections Department, effective January 1, 2004. Purpose: To allow the Inspections Division of the Planning Department to meet the current lev of building activity within the County, allow timely plan reviews and inspections for existing and future construction activity as mandated by State Building Code, and provide a safe building environment for the citizens and future homeowners. Job Functions: • Review and make detailed check of building plans, specifications and permit applications. • Inspect structures under construction, alteration or repair for compliance with State Building Code requirements and for application of safe construction practices, and advise contractor /builder of necessary corrective action. • Assist and advise citizens, contractors, and builders on the building permit process to ensure compliance with the established building codes. • Provide customer service to the owner /builder (citizen) through personal explanation and informational brochures. • Check quality of materials and methods of construction for all new construction in the County. • Perform inspections of existing structures for hazardous conditions and structural failures. • Investigate complaints regarding illegal construction activities. • Approve final inspection certificates in a manner that allows for timely issuance of certificates of occupancy. • Issue warnings and stop -work orders for non - compliant projects. Addressed: • Building activity in the residential and non - residential sectors has been steadily increasing over the past several years. Some examples of this are: • The size of new single - family homes in Orange County increased 7 %, from 2979 square feet in 2001 to 3215 square feet in 2003. The increase in size and complexity of new single - family construction translates into more time required to complete individual inspections, thereby reducing the number of inspections completed in a day. • Commercial activity has increased 193% from 2001 through 2003. • An increase in multi - family projects within County and Town jurisdictions; 240 new multi - family dwelling units are pending permits. • Historically, the number of inspections increases approximately 10% per year. • New and improved life- safety building codes have been adopted at the State level and delegated to Orange County for enforcement. As part of this State mandate, the inspections department must function staffing levels appropriate to both adequately and, in a timely manner, complete the necessary functions as outlined by the General Statutes. Enforcement of the 2002 N.C. State Building Codes (adopted 2003) has increased the average number of required inspections for single - family construction from 11 to 18. L With the current staff levels, multi -trade training has been the Inspection Department's strategy in answering the large workload with a few people. The disadvantages to this are that most inspectors have one trade in which they are more experienced, and the other trades have to be learned on the job. In addition, staff is saddled with a very high number of requests per day, which keeps all field inspectors under constant pressure to perform in sometimes - unfamiliar areas at a high frequency. Outcomes: • Through proper code compliance, increase public safety and reduce risk of property damage and /or personal injury as a result of man made or natural catastrophe • All inspectors would be available for in- office customers consult from 8 -9 am daily resulting in immediate response to inquiries. • Complete 90 percent of footing inspection requests called in before 9 am that same day. • Complete 90 percent of general inspections on the day of request. Measures: Without new staff resources: Measure 01/02 Actual 02/03 Actual 03/04 Estimate 04/05 Projected Inspections conducted 18,481 19,900 20,186 22,017 Complaints/Inquiries 269 185 114 120 Schools inspected 25 26 27 30 Child Care facilities inspected 6 6 8 9 Adult care facilities inspected 6 3 8 8 Commercial facilities for ABC licenses inspected 6 16 47 30 Occupancy loads posted in Assembly/Restaurants 5 9 5 5 All Inspections will be completed, as required by State Code. However, delays will occur as stated previously. With New Staff Resources Measure 01/02 Actual 02/03 Actual 03/04 Estimate 04/05 Projected Inspections conducted 18,481 19,900 20,186 22,017 Complaints/Inquiries 269 185 114 120 Schools inspected 25 26 27 30 Child Care facilities inspected 6 6 8 9 Adult care facilities inspected 6 3 8 8 Commercial facilities for ABC licenses inspected 6 16 47 30 Occupancy loads posted in Assembly/Restaurants 5 9 5 25 ** ** The Inspections Division is required to post occupancy loads in all assembly locations, we have currently been completing this, as time will allow. I Financial lm act FY 2003 -04 FY 2003 -04 One Time Start FY 2003 -04 FY 2004 -05 Position Costs Operating Cost Up Cost Position and Position Cost (Salary/ Start Up Cost Benefits $87,468* $7,800 $45,906 ** $141,174 $183,633 * January through June 2004 ** Three vehicles and office furniture Relation to BOCC Goa /(s): Does not directly relate to a Board of County Commissioners goal, but supports the improvement of the general health, safety and welfare of our citizens and is a recommendation of the Insurance Service Office (ISO) to maintain local residential insurance ratings at the lowest levels possible. Planning and Inspections — Plans Examiner Request: To establish a permanent, full -time Plans Examiner position within the Planning and Inspections Department, effective January 1, 2004, Purpose: To perform plan examination work necessary to establish compliance with North Carolina State Building Codes, including building, electrical, mechanical and plumbing. Job Functions: Review residential plans, commercial and industrial plans, tenant improvements, additions and alterations to existing buildings to determine compliance with building, electrical, mechanical and plumbing codes Perform on -site field inspections Provide guidance to developers, contractors, and citizens to ensure compliance with application and code requirements. Needs Addressed: • The Insurance Service Office (ISO) provides recommendations for local Residential Insurance ratings through measurement of resources and support made available and applied to local building code enforcement, as well as the utilization of those resources, as applicable to the mitigation of the natural hazards common to the jurisdiction being measured. In order to participate in the ISO, residential plans review is required of the local building division. • In order to participate in the ISO ratings program, the Orange County Inspections Division instituted procedures this spring for residential plans review. On average, 850 residential plans (including new single family, additions, renovations and accessory buildings) will be reviewed per year with an average time of .75 hours per review. • In order to maintain an ISO rating of 5, the Inspections Division is required to perform plans review on all residential permit applications. Staff was previously working under high levels of inspections workload, and due to this new residential plan review requirement, it became necessary to pull one inspector from the field to do plans review, This has put an even greater strain on field inspections and on plans review. • With the increase in commercial activity and the additional residential plans review, a full time person is needed to handle this workload, When an inspector is on vacation, out sick or in training classes, or when the number of inspections reach 60 (which occurs 57% of the time), all plans review cease, because the designated plans reviewer must resume field inspections in order to keep field inspections completed in a timely manner. • Historically, building permit applications have been processed within 3 -4 days. With the extra workload and current rate of development, building permit applications are now taking up to 6 weeks for approval. • Provide comprehensive plans review for residential projects • Provide comprehensive plans review for commercial projects • Provide lower ISO rating for the County, due to increased field staff and full -time plans review staff which impacts insurance rates for County residents I • Shorten residential permit processing time from 3 -4 weeks to 3 days • Shorten commercial permit processing time from 6 -9 weeks to 2 weeks • Provide overall better customer service to citizens by reducing delays • Increase positive contact with citizens through plan review • Provide code interpretations during planning stages of projects to help citizens comply with code requirements, Measures: Without new staff resources: Measure 01/02 Actual 02/03 Actual 03/04 Estimate 04/05 Projected Commercial plans review 141 150 100 118 New Single family plans review 352 450 400 390 Residential plans review (additions renovations, etc. 440 445 480 450 Consultations — Citizens/ Designers Na Na 200 200 With New Staff Resources Measure 01/02 Actual 02/03 Actual 03/04 Estimate 04/05 Projected Commercial plans review 141 150 100 118 Residential plans review 352 450 400 390 Residential plans review (additions and renovations) 440 445 480 450 Consultations — Citizens / Designers Na Na 300 800 Financial Imnact FY 2003 -04 FY 2003 -04 One Time Start FY 2003 -04 FY 2004 -05 Position Costs Operating Cost Up Cost Position and Position Cost (Salary/ Start Up Cost Benefits $30,504* $2,410 $3,827 ** $36,741 $63,629 *January through June 2004 ** Office furnishings Relation to BOCC Goa /(s): Does not directly relate to a Board of County Commissioners goal, but is a recommendation of the Insurance Service office to maintain local residential insurance ratings at the lowest levels possible. 10 Memorandum To: Orange County Commissioners, John M. Link, Jr., Orange County Manager CC: Greg Wilder, Assistant to County Manager Donna Baker, Clerk to Commissioners From: Craig N. Benedict, Orange County Planning Director Susan U. Mellott, Building Inspections Supervisor Date: 11/26/2003 Re: Reply to 'Follow -up Action List' 9/16/03 BOCC meeting This report is an overview and an explanation of the delays that are occurring within the Building Inspections Division of the Planning Department, through the period of 9/2002 and 9/2003. Also included are, requests to augment the Building Division human resources to respond to the increased workload, This report provides an explanation of where workloads have increased and outlines the strategies used. The following is an outline of building inspection functions, conditions and solutions to address recent and ongoing events. AABuilding Division Activity Report 2003 doc PLANNING & INSPECTIONS DEPARTMENT BUILDING DIVISION 2003 ACTIVITY REPORT This report is an overview and an explanation of the delays that are occurring within the Building Inspections Division of the Planning Department, through the period of 9/2002 and 9/2003. Also included are, requests to augment the Building Division human resources to respond to the increased workload. This report provides an explanation of where workloads have increased and outlines the strategies used. The following is an outline of building inspection functions, conditions and solutions to address recent and ongoing events. Immediately below, is an outline providing a brief overview of the report, Each section is further explained in the subsequent pages, ❑ Plans review • New service to Orange County Citizens, in order to maintain ISO rating of '5'. • Opportunity to correct code issues prior to construction rather than repairing already constructed work. • Increase in Commercial permit activity, • Residential plans review average 35 days delay due to review backlog. • Commercial permits review average 78 days delay due to review backlog. ❑ Inspections o More time consuming due to increased size and complexity of homes. o New N.C. State Building Codes (adopted 2003) has increased number of required inspections, for both residential and commercial, o Increase in number of commercial inspections from increase in activity. ❑ Revenue collections o Current revenue collections have been on target with budgeted revenue for this fiscal year, AABuilding Division Activity Report 2003 doc I ❑ Previous strategies • Hired part -time inspectors. • Hired part -time plans examiners. • Pay overtime to existing inspections staff. • Shifting responsibilities of plans examiner, supervisor and inspectors. • Reciprocal agreement with Carrboro. ❑ Proposed strategies o Hire contract/partAime staff on long.-term basis for plans review until new Code Enforcement Officer position can be created, which will allow Plans Examiner to concentrate on plans review. o Hire part -time staff on long -term basis for inspections, until new Code Enforcement Officer position can be created. This will require significant training and certification through North Carolina Department on Insurance. AABuilding Division Activity Report 2003 doc !'3 A. Plan Review Requirements: 'The Insurance Service Office (ISO) is a national insurance rating service agency that measures all local government and public service agencies through resources of personnel, experience and enforcement procedures, Measurement of resources and support made available and applied to local building code enforcement determines suggested rates of local Residential Insurance. In order to participate in the ISO (Insurance Services Office) BCEGS (Building Code Effectiveness Grading Schedule) Residential plans review is required of the local Building Division. Residential plans review is a new service performed by Orange County Inspections. The responsibility of Commercial plans review has been delegated to the local jurisdictions by the North Carolina State Department of Insurance and has been conducted in varying degrees by Orange County Inspections, By virtue of the budget process, the Plans Examiner position became effective 10!01103. B. Plan Review New Code Requirements: Contractors, Architects, Engineers and Citizens seek guidance from the plan examiner frequently during the development of the plans on a project. The new code changes have increased our contact with the public both in inspections field time and plans review. We are responding to questions about code changes on many new jobs, as people were not prepared for the differences between and additions to the old and new codes. Plan Review Process Time (in days) TO r 60 .J 65 _ >. i a f' ° � � s "s rx �"iW3J'7 Maher✓ '� 6r. i ,�t �, a s +sx t i t.ax std %xrer ro^n".a xt'.,4 95 Em to ed artttmez� 20 t5 16 i. ' D 5spt Oct Nov Doe Jan Fob Mar Apt May Jun Jul Aug Months ®Plans Review (Ail) Plans Review Target -Plan Review Dwellings — Linear (Plans Review (All)) Linear Plan Review Dwellings) AMuilding Division Activity Report 2003 doc C. Increased Commercial: Commercial activity has increased by 193% with a total of 574,919 s.f, permitted within the last 12 months. This includes new construction, up fits, renovations and additions. Commercial plans review are considerably more time consuming due to the many building code issues such as fire safety, fire protection, fire resistance construction, egress requirements, occupancy loading and occupancy classification. In addition, electrical, mechanical, plumbing and energy code compliance is reviewed on all commercial projects. D. Increased Multi- family: Patriots Pointe, has applied for a 240 -unit Multi- family development. Construction has been delayed due to the plans review backlog, and is expected to begin as soon as plans are approved and permits issued. Last year there was no Multi- family development however in 2001, 144 dwelling units (Heritage Apts.) were constructed, along with accessory buildings. This type commercial project can be sporadic, but the impact of a large project of this nature is significant and difficult to accommodate, especially when not anticipated, as many of these type projects are within the Hillsborough Planning jurisdiction. E. Overall Permit Activity: Permit Activity has increased by 12% comparing the last 12 months to the previous 12 -month period. Chart reflects all permits both commercial and residential. Building Permit Quantities for Last 12 Months Compared to Same Period in Prior Year 200 „ 160 �l Y 'E R�bv YiJl�.IbtiSiYbl4. Yt F 140 -i M0 ' - �" 1 N i i d 1 120 y g 6 100 ,. a Restdefltial Rlan -Re i M p ^t l f � �.71 tb+g� �'��F.!"'"F{f! p 6D ?�S � � �k ':. � �. lu- 1 i w'h J Lrr 9 r r s. � � "2' ,✓�,'Z'rF' �'Nt�4�` F q� '�e1 y1.h'"F" B� '. ,T3i� v5y ,�b',�u Sep ���Oct�'a�, Nov' Oec 1„ kJan�,� Fte�b Mac��.��k�ApFc� �- Ma�Jyn t'Jul,'� R gyp '�'� yG' i i �.CY��SM�'M �,,, �` � f h! 3Pi ..✓ r F �� l�"1 A�" ^ , ��� ,r• F�` +� ,,. „� >-s� �e�,�a�rb-�;' ���,,...{��� Months �,, .,.� �+rr AASuilding Division Activity Report 2003 dos �S H. INSPECTION WORKLOAD A. Inspection New Code Requirements: The new code changes have increased our contact with the public both in inspections field time and plans review. We are responding to questions about code changes on projects currently under construction and those projects being planned. In addition, implementation of the new code has increased the number of inspections required for each project, Our overall inspection requests have increased by 10 %. New code requirements have also increased the time required to complete an inspection due to additional requirements, it is estimated that these additional times would add 20% to the length of the inspection time. B. Increased Commercial: Commercial projects are more time consuming due to the complexity of the codes involved with life safety of the general public and due to the size of projects. It is not unusual for a single commercial inspection to take 2 —3 hours to complete. C. Increased Multi- family: With the addition of 240 Multi- family units this year in the Hillsborough area, there will be over 375 inspection requests involved to complete this one project. MBullding Division Activity Report 2003 doc D. Increased Single- family: In order to enforce the 2002 N.C. State Building Codes (adopted 2003) the average number of required inspections for single - family construction has increased from 11 to 18. in u iiA. Number of j nspections A egwred F 6 f, Single Family Dwelling v, 14 50 12 i 10 Vie" v. Mg ' t 'S 5 fill `' V V b . $ 6 s�'a� {4�� s� "fir �' x J' r �"- a�3n ..w✓ _ OWu . a 00/01 01/02 02103 02103 Actual 03/04 Budgeted Estimated Not only have the number of inspections required increased, but also the size of new single - family homes has experienced a 7% increase from 2979 sq.ft. in 2001 to 3215 sq.ft. in 2003. This increase in size and complexity translates into more time required to complete all inspections associated with new home construction. A: \Building Division Activity Report 2003 doc E. Increased Inspection Activity Overall Inspections activities with existing staff resources are resulting in an increased requests backlog of approximately 20 per day. 60 70 60 50 40 30 20 10 0 Inspections Requested Compared to Inspections Completed Aanr�nn nnr nnu Sept Oct Nov Dec Jan Feb Mar Api May Jun — Inspections Completed — Inspections Requested — Linear (Inspections Completed) — Linear (Inspections Rot Chart above based on last 12 months, 9/02 through 8/03 A1Building Division Activity Report 2003 doe Jul Aug 1 rJ T _ ~ M f Pi Yt •• Q � : 1 2 '� 4 1 .N� i I: l 4 t C .J. ail" W U"P`"'S 5 A If 1 t ( A F I(Y s Sept Oct Nov Dec Jan Feb Mar Api May Jun — Inspections Completed — Inspections Requested — Linear (Inspections Completed) — Linear (Inspections Rot Chart above based on last 12 months, 9/02 through 8/03 A1Building Division Activity Report 2003 doe Jul Aug 1 rJ III. ASSIGNMENT OF BUDGET EXPENDITURES 1. Overtime Inspectors — average $ 25.00 per hour @ 15 hours per week, 39 weeks = $ 14,625.00 2. Part -time Inspector #1 - $25.00 per hours @ 40 hours per week, 39 weeks = $ 39,000.00 Inspector #2 - $25.00 per hour @ 16 hours per week, 39 weeks = $ 15,600.00 Plans Examiner #1 - $25.00 per hour @ 16 hours per week, 39 weeks = $15,600.00 Plans Examiner #2 - $25.00 per hour @ 16 hours per week, 39 weeks = $15,600.00 IV. PREVIOUS STRATEGY A. Action: Hired part -time architect for Plan Review backlog. Result: This was for a 3-4 week period of time; we had knowledge of an Architect that was between employment positions. B. Action: Authorized overtime for Plan Review Result: Plans Examiner works on plans review after hours. Conducts field inspections during regular office hours. C. Action: Reassigned Building Supervisor to more Plan Review and Field Inspection than Administrative duties. Result: Supervisor has concentrated on conducting Plans Review, as Field Inspections would allow. Due to this participation concrete pour inspections have remained within next day inspections. D. Action: Inspectors were not used for Plan Review due to overages in field inspections. Result: Typically the number of inspections has grown each day, it is deemed more critical to conduct inspections on existing permits than to generate more permits. E. Action: Hired Part -time Field Inspector Result: This has been an on -again off -again process; existing 'trained and certified' inspectors are in rare supply. We have recruited many people and trained them. Generally, these positions last for 2 -4 weeks and we start the search A18uilding Division Activity Report 2003 doc /f process again. One problem with this strategy is time and money spent training temporary staff can be significant and if requiring temp to learn all four trades, could take up to six months. F. Action: Four years ago a reciprocal agreement was formed between Orange County and Town of Carrboro. Result: As the Carrboro workload allows they have provided field inspections assistance to a minor degree. We have also requested them to assist in our yearly school electrical inspections. V. FUTURE STRATEGY A. Action: Have Plans Examiner stay in office to do Plan Review instead of field inspections. Result: On average 5 -6 residential plans per day can be completed. B. Action: Supervisor will continue to assist in Plans Review. Result: This should bring the amount of plans review completed per day to 8 -10. C. Action: Still searching for Architects or Engineers to assist with Plans Review on part -time basis. There are a couple of prospects and one Architect has agreed to help us on a part -time basis and should be available 10/01/03. Another Plans Examiner has started and works approximately 16 hours per week. Result: Any assistance would support staff with the growing number of plans to be reviewed. D. Action: Hire a contractor that we can offer a contract for 8 months and provide training to have them properly certified to assist in managing the field inspection workload. Result: Increase the number of inspections completed each day. Depending on the experience level may need significant training before 'inspecting solo'. E, Action: Hire a contractor on a temporary basis to help with extremely high days of inspections requests. Will need to provide training to have them properly certified to assist in managing the field inspection workload. Result: Will correct backlog of heating and air change -outs. There are currently 35 HVAC change -outs that are approximately 30 days old. We have actually begun training this person. AABuilding Division Activity Report 2003 doc Z() VI. Conclusion The chart above reflects the targeted level of service of the Inspections Division, Orange County Inspectors are required to obtain state certification and inspect all four trades, this way one Inspector is able to visit a site and conduct building, electrical, plumbing and mechanical inspections. Our Plans Examiner is also state certified in all four trades; this allows us to complete our requirements with one staff person vs. four. Multi -trade training has been our strategy in answering the large workload with a few people. Presently, with current staff levels, it is the only way we can manage our workload, but some of the disadvantages are significant, Most Inspectors have one trade in which they are more experienced. The other trades have to be learned on the job. In addition, our staff is saddled with a very high number of requests per day. This keeps all field Inspectors under constant pressure to perform in sometimes - unfamiliar areas at a high frequency, Other Inspections Departments of comparable size generally have one trade Inspectors. This allows the Inspector to master their understanding of the job. The Orange County future objective is to assign two trade areas of responsibility to each Inspector, but for now the staffing levels and workload with multi -trade Inspections must be balanced. Presently, we will continue to employ the interim strategies as mentioned in report to diminish the inspection and plans review backlog. We now have the ability to analyze data through our new software program and in using this to assess our workload, will report back to the commissioners at a later date to propose permanent measures. AABuilding Division Activity Report 2003 doe Level of Services Current With 51" Inspector With temporary/ Targeted/ 6Inspectors 8Inspectors Plans review Residential 6 weeks 4 weeks 3 weeks 3 days Commercial 9 weeks 7 weeks 5 weeks 2 weeks Inspections Footings 1 day 1 day same day same day Other Inspections 5 — 6 days 3­ 4 days 3 days 1 day The chart above reflects the targeted level of service of the Inspections Division, Orange County Inspectors are required to obtain state certification and inspect all four trades, this way one Inspector is able to visit a site and conduct building, electrical, plumbing and mechanical inspections. Our Plans Examiner is also state certified in all four trades; this allows us to complete our requirements with one staff person vs. four. Multi -trade training has been our strategy in answering the large workload with a few people. Presently, with current staff levels, it is the only way we can manage our workload, but some of the disadvantages are significant, Most Inspectors have one trade in which they are more experienced. The other trades have to be learned on the job. In addition, our staff is saddled with a very high number of requests per day. This keeps all field Inspectors under constant pressure to perform in sometimes - unfamiliar areas at a high frequency, Other Inspections Departments of comparable size generally have one trade Inspectors. This allows the Inspector to master their understanding of the job. The Orange County future objective is to assign two trade areas of responsibility to each Inspector, but for now the staffing levels and workload with multi -trade Inspections must be balanced. Presently, we will continue to employ the interim strategies as mentioned in report to diminish the inspection and plans review backlog. We now have the ability to analyze data through our new software program and in using this to assess our workload, will report back to the commissioners at a later date to propose permanent measures. AABuilding Division Activity Report 2003 doe