Charles Abbott Associates - 2010-05-10 COSTA MESA
SANITARY DISTRICT
COUNTER PROCEDURES
AUDIT
CHARLES ABBOTT ASSOCIATES
27401 LOS ALTOS #220
MISSION VIEJO, CA 92691
949-367-2850
MAY 10, 2010
INTRODUCTION
The previous Permit Processing Specialist (PPS) retired in November; the current
PPS had only minimal training and has been performing the job duties for 5 months.
Ms. Jackson did not have any counter experience prior to assuming this position. She
has created some procedures and forms to improve counter efficiency, however
there remain a backlog of plans and outstanding fees.
This report analyzes the current counter procedures, makes recommendations and
suggestions for improvement, and reviews the current and future staffing levels.
It also compares the Permit Processing Specialist job description qualifications with
the current employees qualifications.
PERMIT PROCESSING SPECIALIST JOB DUTIES
Below is a summary of counter/permit job duties:
• Assists customers at the counter and by phone with Sanitary District permits,
sewers, fees and miscellaneous questions.
• Reviews plans to determine fees due.
• Calculates fees and collects fees.
• Issues permits.
• Records inspections
• Assists customers with reading and locating information on sewer the atlas.
• Sets up new trash collection accounts and cancels accounts.
The official job description can be found in Appendix 1.
SUMMARY
Plan Checks
Below is a summary of the plan check process currently performed by the PPS:
• Approximately once a week plans are picked up from the Costa Mesa City
Hall. The City of Costa Mesa's counter staff has collected these plans.
Approximately 1-5 plans are picked up, but as many as 10 depending on the
current projects within the City.
• The Plans are date stamped and the job address is written on the front of the
plans.
• The job/plan information is logged onto an excel spreadsheet.
• The plans are reviewed for fixture counts and fees. OCSD fees, onsite and
offsite fees are calculated onto a fee worksheet. See figure 1.
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• Totals are inputted into the Springbrook Permit System.A permit number is
generated from the system.
• The permit number is handwritten onto the plans.
• A fee letter is created and then sent to the applicant via e-mail fax or mail.
Costa Mesa Sanitary District
Effective 2010-Rev. 1
.A.t tiicatiou fin'Senrrami c Facilities l'sc and Connection Permit
/ Property Information Plan/Permit Information
Property Address Architecture Name
Property Owner Name Architecture Address
Property Owner Mailing Address
Architecture Phone No
Property Owner Phone No. CCM Permit No.
.\char.a irrr litl urc sh:dl lie collected Ion'iron r lotr'adios IS Cullom.:
•
Fixture Springbrook Code Demo New Fee/Fix. Fee
Bathtub B7UB U S 34.50 S
Bidet - BIDETU $34.50 S
Dental Units DUNK'U $17.25 S
Drinking Fountains DRKFT U $17.25 -S
Floor Drains FLRDR U $34.50 S
Interceptors for Grease,Oil,Solids,Etc. ICPTO U $51.75 $
Interceptors for Sand,Auto Wash,Etc. ICPTS U S 103.50 S
Laundry Tub or Washer LTUB U $34.50 $
•
Laundry Tub or Washer(self-service) S 51.75 S
Receptors $51.75 S
Shower $34.50 $ •
Shower,Gang-Per Head $17:25 S
Sink Kitchen S-KT U $34.50 $
Sink,Bar S-BAR U $17.25 - S
Sinks,Bar-Commercial SBARC U $34.50 S
Sinks,Commercial or Industrial SCdtl U $51.75 $ •
Sinks,Floor SFLR U S 17.25 S
Sinks,Flushing Rim - $10330 $
. Sinks,Service TUBSS U S 5L75 $
Swimming Pool SWIM U S 190.00 $
Urinals,Pedestal U-PED U S 10330 S
Urinals,Stall U-STA U $34.50 S
Urinals,Wall UWALL U $34.50 S _ i
Urinals,Wall Trough UWALTU $51.75 S
Wash Basin W-BAS U $17.25 S
Wash Basin Set WBSET S 34.50 S
Water Closet(Toilet) TOILT U $10330 $
Fee..i a:eelalion
Total Fixture Fee: $ Note:
OCSD Fee: S
Plan Check/Inspection Fees: $
Total Fees: $ •
10/28/I0-jj
Costa Mesa Sanitary Dist Fee Wksht
Figure 1
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Below is a list of issues,which occur during plan check.
• The plans may not contain contact information.
• The computer,which provides access to the City of Costa Mesa's database,
doesn't work. This database can be used to access contact information or
permit status information.
• Springbrook fields are limited; required plan check tracking needs to be
entered into an excel spreadsheet.
• Counting Fixtures and calculating fees is time consuming.
Permits
Below is a summary of the permit process currently performed by the PPS;
• Once the fees are collected the permit is issued.
• When the fees are processed by finance the permit is finaled in the
Springbrook system.
Below is a list of issues,which occur with permit issuance.
• The City of Costa Mesa issues permits without requiring the fees to be paid to
the Sanitary District.
• A significant amount of time is spent attempting to collect fees.
• The City of Costa Mesa finals permits w/o Sanitary District fees being paid.
• If the project is canceled the Sanitary District is not notified and time is spent
trying to collect fees on a canceled project.
• Once the permit is finaled in the system no inspections can be recorded into
the Sprinbrook system.
Inspection recording process:
Below is a summary of the inspection recording process currently performed by the
PPS :
• Inspections are recorded on the excel spreadsheet.
• When the final inspection is performed the permits are signed by the
inspector and filed.
Below is a list of issues,which occur with the inspection recording process:
• Because the permit is finaled in Springbrook, the inspections cannot be
recorded into the system and must be recorded onto the excel spreadsheet.
• The hard copies of the permits are stored in a file waiting for the final
inspection.
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Current Staffing Level
One person currently fills the PPS position. This person works 30 hours a week.
Approximately 1 - 5 plans are submitted each week.
BL1 v ren,is-su- *If evel�3t backlog plans to review is ak ees to
-o elect.
Qualifications Guidelines for the Position
Per the job description, (Appendix 1), qualification guidelines:
Education, training, license
• High school Diploma
• 4 years of clerical experience
• Class C drivers License
Knowledge and skills
• Applicable codes and procedures
• Permit processing and fee structures
Abilities
Read and interpret regulations as applicable to permit issuance
Perform basic math computations
Maintain files
Follow verbal and written direction
Handle the public in difficult situations
Communicate effectively
Build and maintain cooperative relationships
Ms. Jackson currently holds this position and appears to meet all of these
qualification guidelines.
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RECCOMENDATIONS
Plan Check
The plans do not contain contact information.
Several different things can be done to improve the lack of contact information on
plans:
• At the City,the Counter Technician can make a copy of the building permit
application and attach it to the Sanitary District copy of the plans.
• At the City,the applicant can fill out the Sanitary District permit application
and the City Counter Technician can attach it to the Sanitary District copy of
the plans.
The computer, which provides access to the City of Costa Mesa's database doesn't
work. This database can be used to access contact information or permit status
information.
Fixing the computer access can help with obtaining contact information. In addition
current permit status can be assessed, for example, if a project is canceled.
Spring Brook fields are limited requiring plan check tracking to be entered into an
excel spreadsheet.
There are many fields not being utilized in this system.A procedure could be
developed to use free fields to track the information on the excel spreadsheet.
Sprinbrook may have a plan check module, or it might be possible to contact
Sprinbrook for a solution. Maintaining two databases is very time consuming and
not efficient.
Counting Fixtures and calculating fees is time consuming
The PPS must count all fixtures being removed, replaced and added to determine
the fees.A simpler fee schedule based on water meter size would save time and
effort. For a sample fee schedule see Figure 2.
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CAMARILLO SANITARY DISTRICT FEES
•
Capital Improvement Fee 5/8"and 3/4"meter $2,913
formerly Treatment Plant Capacity 1"meter 7,482
(Ordinance 73) 1-1/2"meter 14,564
new fees effective 05/17/2007 2"rheter 23,302
3°meter 43,691
4°meter 72,818
• 6"meter 145,637
8"meter 233,018
2n°residential unit using a service
lateral common to main residence 1,456
Connection Permit Fee $110 residential
per connection $170 with septic tank abandonment
(Ordinance 66; $110 additional inspection fee for sewer line from main sewer to
effective 02/10/2002) property line
•
$110 for first 30 feet+$.50 per linear foot thereafter
commercial/industrial for sewer installation inspection
Inspection $50/100 linear feet of sewer mains
Plan Check 2%of Estimate of Cost for sanitary improvements using latest
(both public&private) cost estimate forms
District Annexation Processing $75
LAFCO Processing Please refer to"Other Agencies Fee Schedules."
State Processing Please refer to"Other Agencies Fee Schedules."
•
•
•
`.10"w"m."°'m„w°""inw.°mnY.Ww'°`lUsI, ampute""1-011 Page 4 of 4
Sample Sanitary District Fees
Figure 2
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Permit Issuance
The City of Costa Mesa issues permits without requiring the fees to be paid to the
Sanitary District. The City of Costa Mesa finals permits w/o Sanitary District fees
being paid.
Greater coordination with the City of Costa Mesa should be established. The City
should not issue permits unless the Sanitary District conditions and fees have been
paid. If permits are issued then a procedure for ensuring fees are paid prior to
building permit final should be established. The City can require a signature on the
job card or form to ensure the Sanitary District is satisfied that all conditions and
fees have been completed.
The 2010 California Building Code supports other local ordinances or laws:
• Section 102.2 Other laws.The provisions of this code shall not be deemed to
nullify any provisions of local, state or federal law.
• Section 105.3.1 "If the building official is satisfied that the proposed work
conforms to the requirements of this code and laws and ordinances
applicable thereto,the building official shall issue a permit".
• Section 105.4 Validity of permit. The issuance or granting of a permit shall
not be construed to be a permit for, or an approval of, any violation of any
provisions of this code or of any other ordinance of the jurisdiction. Permits
presuming to give authority to violate or cancel the provisions of this code or
other ordinances of the jurisdiction shall not be valid.
If the City of Costa Mesa issues permits in violation of the Sanitary District
ordinances the permits are not valid.
Too much time is spent attempting to collect fees.
There is a current balance of outstanding fees owed to the Sanitary District. Phone
calls, letters and e-mails are sent to try to collect payment. Tracking of phone calls,
letters and e-mails are input into the excel spreadsheet.
When the City starts coordinating with the Sanitary District some of this workload
will be reduced. Until that occurs and for older projects it might be possible to file a
lien against the property so the fees are paid as part of the annual property tax bill.
Some of the reoccurring fees are already on the annual bill.
If the project is canceled the Sanitary District is not notified.
Once the City database can be accessed the PPS can check the permit status.
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Inspections
Once the permit is finaled in the system no inspections can be recorded
Use the following permit status':
In Plan Check- Plans received, fees may or may not have been calculated
Permit Issued - Fees Paid
Permit Finaled -All inspection performed, permit complete
This should allow inspections to be tracked within the system. If the current system
doesn't have this capability it may be possible to purchase an inspection module.
Staffing
Currently there is a backlog of plans to be reviewed and fees to be collected.
t e crzrrent*it check back log 021, o .b •ediucecl viola so i ad.dittio :al staff DROM.
Two to four weeks of full time help would probably be enough to reduce the
backlog. The uncollected fees require time to resolve, however until the full extent
of the issue is determined it is unclear how many staff hours it will require.
This additional staff should be dedicated to one task, either plan check or fee
collection. This would reduce training time and allow each person to focus on the
given task.
If the fee structure is changed and with better City coordination, at the current
activity level,the 30 hour per week of staff time should be sufficient to complete the
duties and tasks described. However if the workload increases or additional
duties/task are required more staff hours might be necessary.
Future Training for the Position
The scope of code knowledge for this position is primarily sewer and drainage
system related. California uses the California Plumbing Code,which is based on the
Uniform Plumbing Code published by IAPMO.
Most certifications and classes would cover the entire plumbing code and not
concentrate on the areas this position is responsible for and there fore would not be
a productive use of time and effort.
It might be helpful to contact the local IAPMO Chapter and inquire about training
opportunities. Information about the chapter can be found at this link,
http://forms.iapmo.org/iapmo/chapters/chapter details.asp?ID=13.
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Conclusion
Several problems exist with the current policies and procedures.A lack of City
coordination is affecting the ability of the Sanitary District to operate efficiently.
Outstanding fees are costing the Sanitary District a great deal of revenue.
There are several policy changes,which will improve performance:
• Eliminate the excel database.
• Provide access to the City of Costa Mesa permit database.
• Adopt a fee schedule based on water meter size.
• Placing a lien on properties for outstanding fees.
Establishing a good working relationship with the City of Costa Mesa will allow for
correct plan information and fees being paid in a timely manner.Additional staff
hours would reduce the backlog of plans and outstanding fees.
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