Item G12BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 19, 2009 Division: Growth Management
Bulk Item: Yes _ No _ Department: Planning and Environmental Resources
Staff Contact Person: Andrew O. Trivette
Growth Management Director
AGENDA ITEM WORDING:
Approval of the Code Enforcement Action Plan which includes altering the job description of a current
employee and the creation of one (1) FTE position within the Code Enforcement Department.
ITEM BACKGROUND:
The Code Enforcement Department has been the subject of many complaints during the last year. The
complaints indicate that many of our customer's frustrations may be alleviated through some simple
changes in personnel structure and function. The first action is the movement of an existing employee
to a needed job function providing support for the Growth Management Attorneys. The second is the
creation of a new FTE to serve as a general Code Enforcement Inspector to replace the position
described above.
PREVIOUS RELEVANT BOCC ACTION: n/a
STAFF RECOMMENDATIONS: Approval
TOTAL COST:$37,988.28 Base Salary ($53,721.53 with Benefits) INDIRECT COST: n/a
BUDGETED: Yes x No DIFFERENTIAL OF LOCAL PREFERENCE:
n/a
COST TO COUNTY: $53,721.53 SOURCE OF FUNDS: 148-60500-510120
REVENUE PRODUCING: Yes No x AMOUNT PER MONTH Year
APPROVED BY: County Atty _ OMB/Purchasing Risk Management
DOCUMENTATION: Included x Not Required
DISPOSITION: AGENDA ITEM #
MEMORANDUM
MONROE COUNTY GROWTH MANAGEMENT DIVISION
We strive to be caring, professional and fair
To: Roman Gastesi, County Administrator (%,.,
IT
From: Andrew Omer Trivette,Growth Management Division Director
Date: Tuesday August 4, 2009 ..
RE: Code Enforcement Action Plan
The intention of this memorandum is to provide additional detail concerning the proposed
job description change for a current employee and the addition of one FTE as a Code
Enforcement Inspector.
The Code Enforcement Department has been the subject of many complaints during the
last year. The complaints indicate that many of our customer's frustrations may be
alleviated through some simple changes in personnel structure and function. It is in an
effort to address these issues that I present the following action plan.
The first action that I am taking does not require BOCC approval, however it illustrates
the effort and thought with which we have approached this concern. The Growth
Management Division currently monopolizes the time and energy of two (2) full time
Assistant County Attorneys. Susan Grimsley assists the Growth Management Director in
the legal issues which constantly weigh on daily decisions, serves as the attorney for the
Affordable Housing Advisory Committee, and is the staff attorney for Planning
Commission Meetings. Lisa Granger serves as the attorney for the Code Enforcement
Department, staff attorney at the Special Magistrate Code Enforcement hearings, and will
soon assume the duties of staff attorney at the Contractor's Examining Board hearings.
Both of these attorneys provide an outstanding service to the Division and the County.
However, they are often overwhelmed with the volume of work they are expected to
produce and cannot be expected to continue at their current pace. In an effort to assist
them we are moving an existing employee to the position of Attorney's Aide with the
employee's encouragement. This move will allow us to maximize this particular
employee's strengths while minimizing weaknesses. The attached memorandum from
the Code Enforcement Director further outlines the benefit of this move and provides a
draft job description for the position.
This move does come at a cost. Currently we have a total of six (6) general Code
Enforcement Inspectors to cover our sizeable jurisdiction. This number of inspectors is
not adequate to provide quality customer service. This lack of time to spend with a
customer leads to the often confrontational environment an enforcement personnel
encounters in the field. With the above transfer of one such inspector to another position
without inspection duties reduces this already deficient number to five (5). I request that
the BOCC enable this needed action by approving the creation of a new FTE position to
serve as a general Code Enforcement Inspector (area to be assigned).
I feel that these two (2) actions will provide needed support and stability for the Code
Enforcement Department. This plan will allow for customer service improvement and
applicant satisfaction. The total additional cost for this plan of action shall be
$53,721.53. The Growth Management Division and OMB concur that this expense may
be absorbed by the current 2010 Budget Proposal.
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MEMORANDUM
MONROE COUNTY GROWTH MANAGEMENT DIVISION
BUILDING DEPARTMENT
We strive to be caring, professional and fair
TO: Andrew O. Trivette, Growth Management Division Director
FROM: Ronda L. Norman, Sr. Director, Code Enforcement
DATE: July 24, 2009
RE: Change of Position Description and Duties GMCE010
The purpose of this memo is to request the change of title and duties of the current
position GMCE010 within the Code Enforcement Department and to recommend this
change for the following reasons:
Currently the Assistant County attorney's have no administrative support in the Marathon
office. Based upon the amount of time spent in the Marathon office and the amount of
work generated they have expressed a need for this administrative function.
The amount of time being spent by the Assistant County attorneys providing their own
administrative support distracts from their regular functions and duties creating a back
log and unfulfilled obligations or delays in the process.
Having a person in house with the abilities and knowledge to fulfill these needs will
expedite the request, improve the process and time management of the assistant county
attorney's duties while providing a cost effective and streamlined process.
MONROE COUNTY
JOB DESCRIPTION
Position Title: Attorne 's Aide Date:
Position Level: 8 FLSA Status: NONEXEMPT Class Code:
GENERAL DESCRIPTION
The primary function of this position is to assist the GM attorney's with the daily administrative functions of
these positions. Perform regular and advanced clerical functions and support. Prepare routine and essential legal
research, documents and correspondence.
KEY RESPONSIBILTTES
Growth Management Division:
A. Planning, Environmental Resources, Building Department & Code Enforcement
1) Primary contact and support for GM Assistant County Attorneys
• *Research legal issues in preparation of memorandums of law and briefs
• *Research property history including ownership, tax events, and official records for
court actions or pending actions
• *Research and retrieve agenda minutes, public records, minutes of BOCC meetings
from Clerks office
• *Open and Maintain Files
OW • *Research West Law
• Performs Other duties as assigned
2) Code Enforcement, Contractors Board and Growth Management Support
• *Research and retrieve information for Contractors Board
• *Research West Law as required
• *Research past actions from Code Enforcement cases for chronological order of
events
• *Prepare demand letters for collections
• *Maintain Calendar for payments and other actions
• *Open and maintain files
• Performs other duties as assigned
* Indicates an "essential"job function.
The information on this description has been designed to indicate the general nature and level of work
performed by employees within this classification. It is not designed to contain or be interpreted as a
comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this
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Position Title: Attorne 's Aide Class Code: Position Level: 8
KEY JOB REQUIREMENTS
Education:
High School Diploma or GED required
Experience:
3 to 5 years experience in operational characteristics and functions of Growth
Management fields.
Impact of Actions:
Works directly with Assistant County Attorneys in daily functions which usually affect
the assigned department, but may at times affect operations, services, individuals—ir
activities of others outside of the assigned department.
Complexity.
Analytic: Work is non -standardized and widely varied requiring the a substantial variety
of procedures, policies, and/or precedents used in combination. Frequently, the
application of multiple, technical activities is employed; therefore, analytical ability and
inductive thinking are required. Problem solving involves identification and analysis of
diverse issues.
Decision Making:
Analytic: Supervision is present to establish and review broad objectives relative to basic
position duties or departmental responsibilities. Independent judgment is required to
study previously established, often partially relevant guidelines; plan for various
interrelated activities; and coordinate such activities within a work unit or while
completing a project.
Communication
Requires strong professional communication skills with regular contacts within a variety
with Others:
of departments to carry out programs and specialized matters. Occasionally requires
contact with officials at higher levels.
Managerial Skills:
Involves no responsibility or authority for the direction of others.
Working Conditions/
Work requires only minor physical exertion and/or physical strain. Work is generally
Physical Effort:
confined to office requiring extended periods of sitting or standing.
On Call
None
Requirements:
Other:
Must be proficient with computers and various software applications. Working knowledge
of LDR's, Florida Statutes and County Codes related to Growth Managements functions.
Valid Florida Drivers License.
APPROVALS
Department Head:
Name:
Signature: Date:
Division Director:
Name:
Signature: Date:
County Administrator:
Name:
Signature: Date:
On this date I have received a copy of my job description relating to my employment with Monroe County.
9 Name: Signature: Date:
MONROE COUNTY
JOB DESCRIPTION
Position Title: INSPECTOR CODE ENFORCEMENT Date: 4/l/99
Position Level: 8 1 FLSA Status: NonExempt Class Code: 8-1
GENERAL DESCRIPTION
Primary function is to receive, document and investigate violations of the Monroe County Code, Standard
Building Code and State and Federal Regulations.
KEY RESPONSIBILITIES
1. *Investigate complaints of violations.
2. Performs research as required.
3. Prepare, compose, and organize evidence.
4. *Attends Special Master hearings as required in order to prosecute violators.
5. Issue citations and/or notices of violations.
6. *Communicate with the public during investigations.
7. *Travels as required throughout area of responsibility.
* Indicates an "essential" job function.
The information on this description has been designed to indicate the general nature and level of work
performed by employees within this classification. It is not designed to contain or be interpreted as a
comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to
this job.
11
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Position Title: INSPECTOR, CODE ENFORCEMENT Class Code: 8-1 1 Position Level: 8
KEY JOB REQUIREMENTS
Education:
Associate's Degree or Two Year College equivalent required.
Experience.-
2 to 3 years.
Impact of Actions:
Makes recommendations or decisions which usually affect the assigned department, but
may at times affect operations, services, individuals, or activities of others outside of the
assigned department.
Complexity:
Analytic: Work is non -standardized and widely varied requiring the interpretation and
application of a substantial variety of procedures, policies, and/or precedents used in
combination. Frequently, the application of multiple, technical activities is employed;
therefore, analytical ability and inductive thinking are required. Problem solving involves
identification and analysis of diverse issues.
Decision Making:
Analytic: Supervision is present to establish and review broad objectives relative to basic
position duties or departmental responsibilities. Independent judgment is required to
study previously established, often partially relevant guidelines; plan for various
interrelated activities; and coordinate such activities within a work unit or while
completing a project.
Communication
Requires regular internal and external contacts to carry out programs and to explain
with Others:
specialized matters. Occasionally requires contact with officials at higher levels on
matters requiring cooperation, explanation and persuasion, as well as with the public
involving the enforcement of regulations, policies and procedures
Managerial Skills.
Involves no responsibility or authority for the direction of others.
Working Conditions/
Work requires only minor physical exertion and/or physical strain. Work environment
Physical Effort:
involves only infrequent exposure to disagreeable elements
On Call
None.
Other. Florida Drivers License.
On this date I have received a copy of my job description relating to my employment with Monroe
County.
Name: Signature:
0
Date: