Item I5M
C ounty of f Monroe
ELj » °o
�
BOARD OF COUNTY COMMISSIONERS
/�
�
Mayor David Rice, District 4
Th e Florida Keys
Mayor Pro Tem Sylvia J. Murphy, District 5
Danny L. Kolhage, District 1
George Neugent, District 2
Heather Carruthers, District 3
County Commission Meeting
January 17, 2018
Agenda Item Number: I.5
Agenda Item Summary #3772
BULK ITEM: Yes DEPARTMENT: Planning/Environmental Resources
TIME APPROXIMATE: STAFF CONTACT: Mayte Santamaria (305) 289 -2500
n/a
AGENDA ITEM WORDING: Approval to add one (1) full -time equivalent (FTE) position for a
Biologist, replacing the M.T. Causley Inc. contracted position with a Monroe County BOCC
employee which will result in an annual savings of approximately $60,000 per year.
ITEM BACKGROUND:
The County has utilized a contracted position to fill a biologist position due to the volume of work
for biological review of building permit applications, USFWS Permit Referral Review (PRP)
requirements and permit inspection volumes. FY 2017 and 2018 include $130K within `Other
Contractual Services' (530340) to provide funding for utilizing MT Causley, private provider, to
maintain level of service for permit review. The staff person filling the existing MT Causely
contracted biologist position is critically needed for floodplain reviews after Hurricane Irma;
however, continued resources are needed within the Planning & Environmental Resources
Department for biological reviews.
The September 5, 2017 Budget Hearing included a discussion regarding substantial growth in
permitting and other applications over the past several years and the inability to provide quick turn-
around of reviews due to the volume of requests (memo attached). The BOCC approved the
following:
F Ms. Boan addressed the Board concerning approval of the Counh Administrators recommended
changes to the Fiscal Year 2018 miIIage and budget. Board discussed the FY 18 Budget Nesr FTE
Requests (page 25 of the document titled.Mrffrroe C mmr 131Oger Ur.rcussOn, nhich is attached hcreto)-
Mr. Gastesi advised the Board that the first four positions are supported b ad valorem propert taxes and
the rest of the positions are fee supported.
After discussion. motion vas made b. Commissioner Rico and seconded b■ Commissioner
Carruthers to appmve the following FTE. requests: 45 Building Staff Assistant (SiSK): 46 G1S Scrs er
Administrator ($8 SK): f 7 Land Stccs Assistant ($62K): and. ti8 Collections
Coordinatoi:/FaciIitator (S78 K) Roll call rote kx as taken frith the following results:
Commissioner Carruthers Ycs
Commissioner Kolliaac No
Commissioner Murphy Yes
Commissioner Rice Yes
Ma. or Ncugcnt Yes
Motion carried.
Motion was made b. Commissioner Carruthers and seconded b_s Commissioner Rice to approl e
the follon ing FTE requests: 99 Electrical ]nspector'Plans Examiner ($ I IOK): # 10 Building
lnspcctor./Plans Examiner (S 114K): 91 1 Plans Examiner ($122K): 0 12 Plumbing/Mechanical Inspector
($108K): # 13 Senior Floodplain Coordinator (S9 4K): 414 Senior Floodplain Coordinalor (S9 4K) # 15
Customer Scrrice Representative (%65K): 416 Customer Service Representative (S65K): 417
Biologist/Enrironmcntal (S 70K): # 18 Bic logistlEm iron mental (S70 K): # 19 Planner ($70K)_ and #20
Planner ($70K) . Mr. Gastesi addressed the Board. Roll call rote carried unanimously.
31Page 09!05!2017
Since that time, Hurricane Irma impacted unincorporated Monroe County and applications for
permitting have increased.
With the creation on 1 additional biologist FTE (loaded salary of $70K), the Department can
maintain the current level of staffing and service while saying $60,000 per year, within the
Environmental Resources (148 - 52000) budget. The Planning & Environmental Resources
Department has been actively recruiting to fill the 2 new biologist positions and has reviewed several
qualified applicants which could be recruited to fill this requested position.
The most recent monthly report continues to document the volumes for biological reviews:
° fflce °'Area°`° K IV 1 bridge. PLANNING Stock Island up t. to) mil PLANNING AND ENVIRONMENTAL RESOURCES
Offlce= 2/Area= Mitltlle Keys:
° ckKeyt °ciestaKeyChannel . PLAN REVIEW ACTIVITY
EzcludesoMaret h°n, Grassy Key, Cty of Layton, Islam°re da, end
°` „erMatea °m e. BY PERMIT "WORK” LOCATION
°fflce -3 /Area- UpperKeys:
North of Tavernier Creek Bridge upt° Ocean Reef.
Comparison by Office
288
180
160
140
120
100
80
60
40
20
o 66 �i♦ttt s r
r r r
BID PLA PRP ROG SR- STO UO PLA PRP ROG SR- STO 310 PLA PRP SR- STO 110 PLA PRP ROG SR- STO
N O 1310 RM N O BID RIM N 1310 RIM N O 1310 RIM
LK LK LK LK LK LK MK MK MK MK MK MK OR OR OR OR OR UK UK UK UK UK UK
■ Nov -2017 161 135 13 1 1 13 13 2 29 13 3 1 1 182 84 9 2
Excludes "N/A` and Logged CSR %` resulted review
PREVIOUS RELEVANT BOCC ACTION:
9/5/17 — BOCC approved 2 biologist positions with a loaded salary of $70K each.
CONTRACT /AGREEMENT CHANGES:
n/a
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
FINAL Memo Regarding Permitting- Staffing 08282017
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing:
Grant:
County Match:
Insurance Required:
Additional Details:
If yes, amount:
01/17/18 148 -52000 - ENVIRONMENTAL RESOURCES
$70,000.00
REVIEWED BY:
Mayte Santamaria
Completed
Assistant County Administrator Christine Hurley
12/28/2017 12:36 PM
Steve Williams
Completed
Peter Morris
Completed
Jaclyn Carnago
Skipped
Budget and Finance
Completed
Maria Slavik
Completed
Kathy Peters
Completed
Board of County Commissioners
Pending
12/28/2017 12:12 PM
Completed
01/02/2018 9:00 AM
12/29/2017 5:02 PM
12/29/2017 5:07 PM
01/02/2018 11:01 AM
01/02/2018 11:04 AM
01/02/2018 11:13 AM
01/17/2018 9:00 AM
MEMORANDUM
MONROE COUNTY
We strive to be caring, professional, and fair.
To: Roman Gastesi, County Administrator
From: Christine Hurley, Assistant County Administrator
Mayte Santamaria, Sr. Director Planning and Environmental Resources
Rick Griffin, Building Official
Ed Koconis, Administrative Manager
CC: Monroe County Board of County Commissioners
Date: August 24, 2017
RE: Permitting System Data, Needs Assessment, and Recommendations
County Permitting has experienced substantial growth in the past several years. While staff has worked
hard to provide good service to our customers, we are continually falling behind in delivery of
permitting due to the volume of requests. To improve services we have the following
recommendation:
Summary of Additionally Requested FTEs, Vehicles, and Funding:
* If 'MT Causley (private provider) were to be utilized instead of 'FTEs the cost for the 8 positions for Fund 180
- Building would be $1,031,680 instead of $771, 000. We would like to maintain flexibility in retaining MT
Causley services with hard to fill positions.
Issue:
The following table demonstrates the demand on permitting over the past several years. Plan review
increases from 2009 -2017 is significant. In 2009 (FY08 data) there were 7,155 plan reviews. In FY16
this number nearly tripled to 21,131.
Total Number of Plan Reviews on
Applied Permits by Fiscal Year
25,000 21,128 20,833 23,049
19,045
20,000 16,227
13,50'0 13,271 12,542 13,572
15,000 10,722
10,000 7.145
5 013
11,759 q 673
5,000
°A °� pg ti° titi tiL ti� d ti`' ,� ti y ea
1
a' y1
Jti�� �vti
Excludes "N /A" and Logged CSR "L" resulted reviews
LU
U-
0
(D
Cr
4)
Page 1 of 16
FTEs
Vehicles
Funding
Fund 180 — Building*
8 @ $771,000
5 @ $125,000
$896,000
Fund 148 — Plannin Bio
4 @ $280,000
2 @ $ 50,000
$330,000
* If 'MT Causley (private provider) were to be utilized instead of 'FTEs the cost for the 8 positions for Fund 180
- Building would be $1,031,680 instead of $771, 000. We would like to maintain flexibility in retaining MT
Causley services with hard to fill positions.
Issue:
The following table demonstrates the demand on permitting over the past several years. Plan review
increases from 2009 -2017 is significant. In 2009 (FY08 data) there were 7,155 plan reviews. In FY16
this number nearly tripled to 21,131.
Total Number of Plan Reviews on
Applied Permits by Fiscal Year
25,000 21,128 20,833 23,049
19,045
20,000 16,227
13,50'0 13,271 12,542 13,572
15,000 10,722
10,000 7.145
5 013
11,759 q 673
5,000
°A °� pg ti° titi tiL ti� d ti`' ,� ti y ea
1
a' y1
Jti�� �vti
Excludes "N /A" and Logged CSR "L" resulted reviews
LU
U-
0
(D
Cr
4)
Page 1 of 16
Community Input Survey
Increased speed and efficiency of delivery service for permitting became evident after the County
Administrator, Roman Gastesi, held 24 community outreach meetings to gather face -to -face feedback
from citizens. The Office of Management and Budget produced a Residential & Business Community
Input Survey Report July 19, 2017 as part of this effort.
Question 9 of the Residential Community Input Survey compares the level of overall satisfaction in
many categories. Related to Building Permits (9d), the responses were as follows in the figure below.
40%
The responses indicate a similar level of satisfaction regarding building permits from 2009 to 2017,
with a slight increase in dissatisfaction. While the goal is constant improvement of services, the
amount of building permits processed annually has increased to historically high levels. The increase
in the number of permits from FY09 at 3,973 is up to 7,542 for FY16 and is projected to be above
7000 again for FYI 7.
Note: Permits have 'hit an all-time high over the past decade.
Total Issued Permits by Fiscal Year
8,000 7,542 7
7,000 6,132 5,881
5,000 5,62 5,553 5,436
4,514 4,789 4353 4,760 4,817
5,000 3,813 3,973
4,000
3,000
2,000
1,000
0
�� (3 A 1 b
Z 5Z y� y� y'1 y y� y y y ¢
F � F � � F � F � � F �a ❑��� Qi o�
tit m�
Fa ti���
F
LU
LL
0
eta
va
Cr
as
Page 2 of 16
Permitting Services:
Permitting in Monroe County involves five (5) primary offices (Planning, EnvironmentalBio,
Building, Flood, and Fire). Within these offices the following disciplines review building permits and
are funded as shown in the following table:
Fund 180 (fees)
Fund 148 (fees and sales tax)
Structural (Exam)
Planning
Electrical
Bi o/Environmental -Permit Referral Process
(PRP)— Mandatory by USFW S/FEMA
Plumbing
Stormwater — performed by Bio Staff
Mechanical
Flood
Fire
Final Review
In 2014, staff worked with the construction industry to identify estimated average turnaround times per
discipline per permit type. The following table shows the estimated number of days a permit that
requires all disciplines to review would take, based on resources in 2014. This is far from the desired
service delivery.
ESTIMATED TURN AROUND # DAYS
7
2
2
2
5
2
5
5
5
3
3
3
1
45'
This demonstrates a total of 45 days to complete a permit that requires all plan review stops.
Since 2014, you can see how the volume work has increased in plan review by discipline in the chart
on page 1.
We have increased some staffing by utilizing a private provider (MT Causley); however, that firm is
often unable to provide long -term staffing, particularly for the Lower Keys. The firm has also had
difficulty in securing certain staff with the necessary licenses by discipline, especially in
mechanical /plumbing this year.
Increases in plan reviews overall are shown in the next nine charts by discipline. We use these charts
to determine where additional resources are needed.
U_
0
va
Cr
as
Page 3 of 16
6000
5500
5000
4500
4 D00
300
3000
2500
2000
1500
loon
500
0
1,654
FYR2008
Completed ELECTRIC Plan Reviews (Pass /Fail Results)
Between FYR 2008 and 6/30/2017
As of 07/31/2017
2,099 2,330
1,773 1,888
1, 339 1,475 1,431 1, 5 26
FYR2009 FYR2010 FYR2011 FYR2012 FYR2013 FYR2014 FYR2015 FYR2016
2,117
FYTD2017
Completed STRUCTURAL Plan Reviews (Pass /Fail Results)
Between FYR 2068 and 6/30/2017
As of 07/31/2017
6000
5500
5,003
5DOO
4, 670
4,361 4, 242
4500
3,862
4000
3,610
3,358
3!)00
2,838 2,849 2,907
3000
2 500
2 000
1500
1000
500
0
FYR2008
FYR2009 FYR2010 FYR2011 FYR2012 FYR2013 FYR2014 FYR2015 FYR2016
FY
Completed FLOOD Plan Reviews (Pass /Fail Results)
Between FYR 2008 and 6/30/2017
As of 07/31/2017
6000
5500
5DDD
4,342
4500
3,952
3,747
4500
3500
3DD0
2,393
2500
2 D00
1,477
1500
1,021
1000
662
764 785 641
500
0
FYR2008
FYR2009 FYR2010 FYR2011 FYR2012 FYR2013 FYR2014 FYR2015 FYR2016
FYTD2017
LU
LL
0
p/}
(D
Cr
4)
04
co
04
co
CD
tM
U)
8
�f
E
09
CL
Q�
0
E
z
Q�
E
Q
Page 4 of 16
Completed PLUMBING Plan Reviews (Pass /Fail Results)
Between FYR 2008 and 6/30/2017
As of 0713112017
6000
5500
5000
4540
4000
3500
3000
2500
2000
1500 1,020 891 846 801 856 995 1,062 1,173 1,172 1,138
1000
500
0
FYR2008 FYR2009 FYR2010 FYR2011 FYR2012 FYR2013 FYR2014 FYR2015 FYR2016 FVTD2017
Completed MECHANICAL /GAS Plan Reviews (Pass /Fail Results)
Between FYR 2008 and 6/30/2017
As of 07J31J2017
6000
5500
5000
4500
4000
3500
3000
2500
2000
1500 894 1 945 1,154 899
1000 779 504 604 522 608
500
a
FYR2008 FYR2009 FYR2010 FYR2011 FYR2012 FYR2013 FYR2014 FYR2015 FYR2016 FYTD2017
LU
LL
0
eta
4a
Cr
4)
Page 5 of 16
LU
LL
0
eta
4a
Cr
4)
Page 6 of 16
Completed PLANNING Plan Reviews (Pass /Fail Results)
Between FYR 2008 and 6/30/2017
(PLAN, NROGO, ROGO)
As of 07/31/2017
6000
5500
5000
4500
4000
3500
3500
2 500
2,113
2,266 2,047
1,684
1,425
150❑
1178
1,145 1 423 1,245
1000
500
0
FYR2008
FYR2009 FYR2010 FYR2011 FYR2012 FYR2013 FYR2014 FYR2015
FYR2016 H TD2017
Completed BIO Plan Reviews (Pass /Fail Results)
Between FYR 2008 and 6/30/2017
(B10, PRP, 5R -BIO and STORM)
As of 0 713 112 017
6000
5500
5000
4500
3,846
4,046
4000
3,643
3500
3,111
3000
2,633
2500
2,073
1,883
2000
1,537 1,591 1,711
1500
1500
500
0
FYR2008
FYR2009 FYR2010 FYR2011 FYR2012 FYR2013 FYR2014 FYR2015
FYR2016 H TD2017
Completed FIRE Plan Reviews (Pass /Fail Results)
Between FYR 2008 and 6/30/2017
As of 07/31/2017
6000
550❑
5000
4500
X100❑
350❑
3000
250❑
2000
150❑
1000
786
561 661 575 586 597
734 556
389
225
500
FYR2008
FYR2009 FYR2010 FYR2011 FYR2012 FYR2013 FYR2014 FYR2015
FYR 2016 FYTD2017
LU
LL
0
eta
4a
Cr
4)
Page 6 of 16
The chart on page 8 labeled "PERMITTING — AVERAGE DAYS IN REVIEW PER
DISCIPLINE (JAN 2017 -JUN 2017)" demonstrates the actual average turnaround time for the last 6
months by discipline.
The chart shows the following:
• 2014 estimated target time (shown in an orange bold line at various days per discipline) and in
the 0 column of the chart
• Disciplines that exceeded estimated turnaround time are shaded in yellow
• Disciplines that met estimated turnaround time are shaded in green
• A target time (shown in a black bold line at 2 days per discipline) that would be desired by the
construction industry to speed up permit delivery
U-
0
Fa
a�
Cr
a)
Page 7 of 16
IPLINES
:w Stops)
$ 100
.......: 100...
June 2017 : 11s
A #aA 10o
Loo
January 2017 . 000 100
Ar.. 100
February 2017 1.00
100
400
'... '..
a
a
........: 100
March 2017 . o 00 1 oo
'..
'..
5 DAYS
........ 1.00
p
F
N
April 2017 AMEM 1 10 0 0
st 1 oo
:.
........ L oo
May 2017 i 000 1.00
A #aA 100
'..
......... L oo
June 2017 . 0 00
s loo
100
...............
January 2017
1 oo
.....: ........: ......... ........:. ........:.....: 'a0s1
:.
530 r.:: : : 15.45
........
February 2017 .
0111111 L oo
.................................................. ......... 646 :.
s 316
z
........
March 2017
.......... ... ... ... .......... 536
296 '
5 DAYS
z
5 loo
5
2 FTE Planner ($140,000 two positions f
z
...
...... 3 68 ..... .......... ........ 699
loaded)
o_
April 2017
wom 1 oo
557
.......... ...
May 2017 „.
NNW L oo
...... E 2 98
U7 4-
........: ...
June 2017
kmsssss, ;, 100
............... aa6
45s
559::
January 2017
#A Loo
142 z92
........
February 2017
x. 111
......... ......:. ....... 5 6 J2
a.ao 3 '..
.......: ...
March 2017
......
495
o
3�......
! 2 FTE Senior Floodplam Coordinator
5 DAYS
........: ...
.....: ....... 4.21
($187,000 two positions fully loaded)
”
April 2017
103
4,02 ^ 69
........: ...
May 2017
`2121 1.28
.....'.:...:: 3A3
........:
June 2017
#A loo
........: .::: 4- ! '..
3sz
soz
........,. LOO
January 2017
1 oo
.......: ......: 50
3
iso
'..
.......:
February 2017
T 1 oo
.......:: ........ 3.65:.:
i:2
g
...
March 2017 Lg 199
................. als
20° :.
WWW WR 1o0
1 FTE Electrical Inspector II /Plans Exan
2 DAYS
u
.......: ..
.......... ::
($110,000 fully loaded)
u,
April 2017 ,
ht 1 oo
4a6
24
.......:
May 2017
103
.........:: 3.39
167 :: 2�6
:.
.......:.
June 2017
' L oo
....... e:= 3.02
lass
..2 2
January 2017 11 i
immoss l oo
200:'..
. ........ :::i oon
February 2017 1a5
#* 1 oo
g
.. 1063
March 2017
z45
2 DAYS
a
x
w
..........:.: 127
April 2017 UM L4]
2.57
100
May 2017 its
XwRy= ' L oo
-2s9
...... : :.. ......a 5i
June 2017 . .100
: '.. '.. '..
'..
*r 100
2 '
1 FTE Plumbing/Mechanical Inspector II
` 1o8
:
'.. Plans Examiner ($108,000 fully loaded)',
January 2017 1100M .. io °s
wou 1 oo
....... :: 135
February 2017 1 11059
know 1 oo
z
... E' 31
March 2017 ssee 100
2.02 '..
2 DAYS
m
100
i ss
........ ..
April 2017 400000 110
XNN 1 oo
....
2:z6'.
......:. 2 130
May 2017 k
*Y 1 oo
iii
........:;
June 2017
]ONNO L oo
1.83
........ ..
January 2017
Eno 1 oo
_.._.._.
...... .....:3 6J 99....
z13:
........: ...
February 2017
Ar.. 1 oo
.....:......... 4,01
389
.......:
March 2017
3.48
17 :
: ! 1 FTE Building Inspector II /IPlans Exami
7 DAYS
t1 102
......................................... ....... 5.26
($114,000 fully loaded)
w :.:.:
April 2017
offaff= 100
1. `4.49
1 FTE Plans Examiner ($122;000 fully loz
.........
May 2017
#2 103
.......:. ......... 4.11
:2 6s 4.51 '.. '.. :..
'..
.................
June 2017 ,,. 103
...................... 5 37
309. : : 543
......... ...
January 2017 . 000
Ar.. 1.00
....... ......... ......... ......... 829
6.47
.......:
February 2017
.......':: .......':: .......':: ..;.- ........: ........ vi 12.03
: 4.30 : soo
........
March 2017
......i: 219 ......::: ......::: 25
6 50
3 DAYS
a
LL
1.00
Building Department
The Building Department increase in the number of plan reviews from 2009 -2017 is significant. For
Electric, in 2009 (FY08 data) there were 1,654 plan reviews and in FY 16 this number increased to
2,330 ( +676). For Structural, in 2009 there were 3,610 plan reviews and in FY 16 this number
increased to 5,003 ( +1,393). For Flood, in 2009 (FY08 data) there were 662 plan reviews and in FY 16
this number increased to 4,342 ( +3,680). For Plumbing, in 2009 there were 1,020 plan reviews and in
FY 16 this number increased to 1,172 ( +152). ). For Mechanical /Gas, in 2009 there were 779 plan
reviews and in FY 16 this number increased to 1,154 ( +375).
The Building Department's main responsibility is plan review, permitting, and inspections. There are
two other functions: Contractor Licensing/Enforcement and FEMA Community Rating System (CRS).
Building Department Staffing Needs Analysis:
When you examine the turnaround time chart, it indicates the following disciplines are in need of
resources based on growth in permit activity (shown in priority order) by permit intake location:
1. Flood
a. Marathon
b. Key Largo
2. Electric
a. Marathon
3. Final Review — Intake (Customer Service Representatives)
a. Marathon
4. Plumbing
a. Marathon ** One position for two disciplines (Plumbing and Mechanical.) Difficulties
remain an issue in recruitment for this position.
5. Mechanical
a. Key Largo
6. Structural (Exam) ** While Structural shows they are meeting their turnaround time, 7 days
turnaround time needs to be improved. This position is extremely difficult to recruit and we
have had vacancy for months in Marathon. We are seeking staff with multiple licenses to
accomplish streamlined operations.
a. Marathon
Building Fund 180- 100% Funded by Permit fees
Add: 1 FTE Electrical Inspector 11 / Plans Examiner ($110,000 fully loaded) - Marathon
1 FTE Building Inspector II / Plans Examiner ($114,000 fully loaded) - Marathon
1 FTE Plans Examiner ($122,000 fully loaded) - Marathon
1 FTE Plumbing/Mechanical Inspector II / Plans Examiner ($108,000 fully loaded) -
Marathon/Key Largo working in both locations
2 FTE Senior Floodplain Coordinator ($187,000 two positions fully loaded) - One each in
Marathon and Key Largo
2 FTE Customer Service Representative I ($130,000 two positions fully loaded) - One each in
Marathon and Key Largo
8 FTEs - $771,000
a�
U-
0
va
Cr
0
Page 9 of 16
Planning & Environmental Resources Department
Similar to the Building Department, the increase in the number of plan reviews from 2009 -2017 is
significant. For Planning, in 2009 (FY08 data) there were 1,178 plan reviews and in FY 16 this number
increased to 2,266 ( +1,088). For Environmental Resources, in 2009 there were 2,073 plan reviews and
in FY 16 this number increased to 4,046 ( +1,973). Since 2012, the Environmental Resources staff have
experienced a significant increase not only from volume of applications but also because of the Permit
Referral Process reviews required by USFWS/FEMA -- from 1,691 reviews in 2011 to 4,046 reviews
in 2016 ( +2,355).
Unlike the Building Department, the staff of the Planning & Environmental Resources Department are LU
also responsible for the review and processing of other applications, including but not limited to: map U_
amendments, text amendments, variances, conditional uses, vacation rental, development agreements,
Fa
letters of understanding (LOUs), ROGO exemptions, etc. The Department has also seen a significant
increase in the submission of these other applications. Further between 2010 through 2016, the staff
was responsible and involved in completing the updates to the Technical Document, Evaluation & Cr
Appraisal Report, the 2030 Comprehensive Plan and Land Development Code. ,t'
Planning & Environmental Resources Department
Total Applications (not building permits)
450
400
406
350
347
300 21 330
30
250 283
250
200 231 230
191
150
165 166
150
100
50
0
LQ l ° ��O rLO L ° �� rLOd LQy 1Qy LQy LQy LQy L °y L °y L °y
_15P ti��
—Total Applications
Table does not include ROGO applications.
The Department staff is balancing the review of both building permits plan review and inspections,
with the review of these other applications. As such, the average days for permitting review have
exceeded the 2014 permit review standards within the Bio plan review stop and the Planning plan
review stop, as shown on the chart on page 8.
Page 10 of 16
Planning & Environmental Resources Department Staffing Needs Analysis:
1. Bi o/Environmental -Permit Referral System (PR-P)—Mandatory USFWS/FEMA
a. Key Largo
b. Marathon
2. Planning
a. Key Largo
b. Marathon
PlanninW io Fund 148- Funded by Permit fees
Add: 2 FTE Biologist/Environmental (total of $140,000 fully loaded) — Key Largo
1 FTE Planner ($70,000 fully loaded) — Key Largo
1 FTE Planner ($70,000 fully loaded) — Marathon
4 FTEs - $280,000
Page 11 of 16
Building Department Revenue:
The following table demonstrates the Building Department revenue based on the Comprehensive
Annual Finance Report (CAFR).
Fund 180
2014
2015
2016
2017 YTD as of
Budget
Budget
Actual
May (Software not
REVENUES:
CAFR
Building
$3,469,052
$3,940,003
$4,933,931
3,092,259
The increase in building permit activity has been causative to the increase of fund balance of the
LU
Building Fund (Fund 180) over the past three years, and the CAFR for FYI (ending September 30, U_
2016) has a balance of over $4 million, as illustrated below.
Fa
If
MONROE COUNTY, FLORIDA 0
SCHEDULE OF REVENUES, EXPENDITURES, AND CHANGES IN
FUND BALANCES - SUPCET AND ACTUAL
BUILDING FUND Cr
FOR THE YEAR ENDED SEPTEa6BE R 30, 2016 L_
Variance with
Final Budget
Page 12 of 16
Original
Final
Positive
Budget
Budget
Actual
{Negative)
REVENUES:
L 1)e nscs and Pcrmi%
8 3495.00C,
5 3,495,000
5 4,761,298
$ 1,266295
Crna'ges for Services
84.001)
64,000
1
32 931
Invee[mem Income
9.006
9,000
10,512
7512
Misoelleneous
30.000
30.9
39,193
9,190
Total Revenues
3.61.R GOO
3.61i'150
4.933,931
1,315931
EXPENDITURES:
Current:
Puhlic Safety
Build nq Pe pe rtment
3,990,270
3.990.270
3484496
505,274
Rliild nq Refunds
3G.003
101, ON
782 85
22.715
I Dial Exper`&ures
40202
41)91.270
3,563.265
52
Fxceaslf:rfrierry of Revenues
Over[ Under) Expendil urea
i
(479270;
1
1,943,520
OTHER FINANCING SOURCES (USES):
Reserve for Contingencies
199.240)
(28.240)
-
26,243
Reser✓e for Cash. Ba lance
f17S.0'30)
('75,006]
-
175,000
Transfer From Other Funds
-
-
571,364
571,36-4
Transfer to Other Funds
f5C9 033)
1509.033;
To'sI Other Financing Sources (Uses)
(763 273)
( 1 12.273)
62.331
774,604
Net Change in Fund Balances
(1.185,543)
!
1 432 981
2,618,524
Fund Balances- October 1
1,189.5d3
1,185 543
2,596.167
1,410.
Fund Balances . September 30
S
5
5 6 ,029.16 8
S 4,029 168
Page 12 of 16
Planning and Environmental Resources Department Revenue:
The following table demonstrates the Planning and Environmental Resources Department revenue
based on our software:
Fund 148
2014
2015
2016
2017 YTD as of
May
Planning
$897,969
$1,767,414
$2,286,950
$1,591,180
The Planning & Environmental Resources Department is funded by permit fees and Fund 148
(supplemented with Sales Tax.)
For FY 16, permits fees generated revenue of approximately $1,850,000 and the other application type
fees generated revenue of approximately $440,000.
Therefore, taking into account permit revenue of $1,850,000 compared to the expenses for staff that
review permits and operating attributable to permitting (approximately $946,000), there is $904,000
that theoretically could be utilized for increased staffing to address permit service delivery.
Further, taking into account permit the remaining revenue generated by "other" development approval
activities, of $440,000 compared to the expenses for staff that review these types of applications and
operating attributable to "other" development approvals (approximately $827,050), there is a shortage
of revenue to offset the cost of delivering the service of $387,050.
Based on this analysis, there is approximately $904,000 in revenue that could be used to fund
additional staffing for permitting services within the Planning and Environmental Resources
Department.
LU
LL
0
va
Cr
0
Page 13 of 16
Proposal to Address Service Delivery
The Board of County Commissioners has requested a plan to deliver improved delivery of permits.
We are able to increase services using permit fees in the Building Department that can be fully funded
by existing funding in Fund 180. Planning and Bio should be funded by the balance of permit fees
based on the original fee structure methodology adopted in 2014, which goes into Fund 148.
Building Fund 180 — Funded by Permit Fees
For FY18 the Office of Management and Budget has estimated $4,595,000 for licenses /permit revenue LU
in the Building Fund (Fund 180.) In April, 2017, during the budget preparation, staff requested salary LL
and operating expenses for FY18 of $3,966,324. The difference between the revenue projection for
Fa
FY18 and the originally requested expense results in a balance of $628,676. This funding can be used
to fund the following additional resources; however that would require $142,324 of reserves for
recurring expenses. Cr
as
Building Fund 180- 100% Permit Fees
Add: 1 FTE Electrical Inspector II / Plans Examiner ($110,000 fully loaded)
1 FTE Building Inspector II / Plans Examiner ($114,000 fully loaded)
1 FTE Plans Examiner ($122,000 fully loaded)
1 FTE Plumbing/Mechanical Inspector II / Plans Examiner ($108,000 fully loaded)
2 FTE Senior Floodplain Coordinator ($187,000 two positions fully loaded)
2 FTE Customer Service Representative I ($130,000 two positions fully loaded)
This totals 8 additional FTE positions with a total cost of approximately $771,000
Add: 5 vehicles at an estimated cost', of $125,000 to be funded from prior year surplus
TOTAL REQUEST FOR FUND 180 - $ 896,000
If MT Causley (private provider) were to be utilized instead of FTEs the cost for 8 positions for Fund
180 - Building would be:
6 Inspector/ Plans Examiners and Floodplain Coordinators @ $145,600 each ($873,600)
2 Customer Service Representatives @ $79,040 each ($158,080)
TOTAL REQUEST FOR FUND 180 - $1,031,680
As always, recruitment of these positions will likely remain a difficult situation as both the Inspector /
Plans Examiners and Floodplain Coordinators are being recruited state -wide and require special
training and licenses. Therefore, we need the flexibility to utilize MT Causley in situations where
recruitment of these positions is unsuccessful.
We are also working toward elimination of the requirement for Mechanical, Electrical, and Plumbing
review for residential manufactured homes which can speed up permit delivery.
Page 14 of 16
Planning/Bio Fund 148- Funded by Permit fees
Add: 2 FTE Biologist/Environmental (total of $140,000 fully loaded) - Key Largo
1 FTE Planner ($70,000 fully loaded) - Key Largo
1 FTE Planner ($70,000 fully loaded) - Marathon
This totals 4 additional FTE positions with a total cost of approximately $280,000
Add': 2 vehicles at an estimated cost of $50,000
TOTAL REQUEST FOR FUND 148 - $330,000
Permitting Software:
The permitting software the County uses was purchased by a new vendor in 2016 -17. The County
underwent an upgrade to facilitate the goal of purchasing Electronic Plan Review software to allow
simultaneous plan reviews. This would substantially speed up review times and permit issuance.
Unfortunately, the new vendor has not provided appropriate support in the upgrade and has not
completed customizations we have purchased. We are working with the legal department to determine
how to move forward with the contract.
Due to this issue, we are currently proposing to replace our existing software in additional to
purchasing software for electronic plan review.
In April, 2017, during the budget preparation, staff requested a total of $471,600 for FYI to move
forward with purchase of electronic plan review software after our upgrade. The following table
demonstrates the plan from April, 2017.
I3 19 11710:55AM Proposed Timeline and Costs
for Implementation
uimere
FY'.17 - -'18
'.Implementation Detail FY vas
O IN D J
F
M
A
M I J I J I A I S
Softwa re and 1st Yr Ma intena n cc-
Electronic Permit Automate permit application
Train:
Application and Plan submittal/acceptance and plan review
Review (OAS and by providing electronic document
ProjectDOx by simultaneous processing and approval
$ 273,600
Contract
Prep for BQCC Cbn Development, figu re and!Test
BOCC
Staff and
External
Contractor
Testing
Defect
and
Tweaks
Phased Go Lve- Training for Public and Staff
AVOLVE Software) as alternative to paper submission and
Testers
Onsite Travel to MC (if needed) - not
i ncluded in quote
TIED
$ 10,000
% Payment
%Payment
SunGard API - Additional Cost to Write
SunGard data to CommumtyPLUS
%aaymern
Site Visit- Staff See Software in Use at
Other Agency
TED
SunGard SunGard API for Credit Card
Payment
$ 8,000
Credit Card Account Services
$ 2,000
Payment
Maximum Est. Cost for Hardware
Pu chase
Physical Servers (Virtual can be used
and save cost):
$ 100,000
Had
and ' iNSrwLL
Sto 10 servers (incl mirroring)
Software
Hardware: Scanner for Plans 24x36 (1
for SI)
... Scanner .(4...
$ 10,000
Purchase
Hardware: (up to 11x17) -
for ea office)
$ 18,000
Purchase
Hardware: Monitors 30 "(approx. 2
sets of monitors for 12 staff (5 Mar /5
$ 50,000
Purchase
KL /2 OR)
$ 471,600
Subtotal to implement Eplan
(electronic plan review)
LU
LL
0
41
Cr
as
Page 15 of 16
However, based on the issues encountered in the upgrade and with the current permitting software
vendor, we are now changing our automation plan to a total cost of $671,600 over two years; however,
these are very rough numbers and we are not requesting a change in the amount budgeted for software
for FY18. This is displayed on the table "Overview of Project to Replace Permitting Software" below.
LU
LL
0
p�}
4,#
Cr
4)
Page 16 of 16
FY'17
-'18
FY'18 '19 '.'.
Overview of Project to Replace
Permitting Software
COST FY18
COST FY19
O
N
D
J F
M
A M J
J A
S O
N
D
J F
M
A
M
J J
A S
$150,000
Write RFP to retain a consultant to document our
business process needs /use cases /requirements
Issue RFP
Review /Select /Enter into contract with Consulting
Consulting Vendor Conduct business process
documentation and identify software requirements
(delivery model for Technical Infrastructure: SaaS or IT
department on premises provide total software
50,000
Working with Consulting Vendor evaluate and identify
Systems and Vendors whose products meet
requirements: permitting (incl. electronic application and
plan review, auto expiring and closing), code compliance
tracking, contractor licensing, cashier, GIS capabilities,
Document Management /Storage, Reporting tools and
web portal for public searching.
Product Demonstration, Survey Locations Using Products
on vendor implementation and support track record, On
Site Visits to Neighboring municipals
Select Vendor /Product(s)
Develop RFP (including Scope of Work, Implementation
Approach) with selected Vendor
$271,600
$200,000:
Enter into Contract with selected vendor (Executed
Confirm implementation strategy (i.e. across
departments /offices and system functions)
Development /Data Mapping for Data Migration /Testing
Coordinate Conversion of external application: IVR
Training
Go Live (Possibly Phased)
$471,600
$200,000
'..
LU
LL
0
p�}
4,#
Cr
4)
Page 16 of 16