Loading...
Charles Abbott Associates - 2012-03-07 COSTA MESA SANITARY DISTRICT COUNTER PROCEDURES AUDIT CHARLES ABBOTT ASSOCIATES 27401 LOS ALTOS #220 MISSION VIEJO, CA 92691 949-367-2850 MARCH 6 & 7, 2012 INTRODUCTION 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. Ms. Jackson has held the position of Permit Processing Specialist (PPS) for approximately two years. Since my last audit she has created some procedures and forms to improve counter efficiency, however there still remains outstanding fees. In addition Ms. Jackson has gained knowledge and experience with the Springbrook system and has become very efficient in it's use and application. The office is much cleaner and neater. Many of the documents have been scanned and attached to the permits in Springbrook. 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. • 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. 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. Below is a list of issues, which occur during plan check. • The plans may not contain contact information. • 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 Springbrook 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. • Hard copies of the permits are stored in a file waiting for the final inspection. 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. 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. 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. Based on additional knowledge Ms.Jackson has gained about the Springbrook system, a new procedure was adopted to initiate the permit directly into Springbrook eliminating the excel spreadsheet. 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. It does not appear Ms. Jackson's plan reading skills have improved noticeably since the last audit. It is recommended she attend a plan reading class to assist her in developing these skills. CAMARILLO SANITARY DISTRICT-FEES Capital Improvement Fee 5/8"and 3/4"meter $2,913 formerly Treatment Plant Capacity 1°meter 7,282 (Ordinance 73) 1-1/2"meter 14,564 new fees effective 05/17/2007 2"Meter 23,302 3"meter 43,691 4°meter 72,818 6"meter 145,637 • 8"meter 233,018 2nd 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." • conewmm."c wwk Wallin mYwa.uo"wimwnu.um.wo„ecanwn.c.e.4,aa.mo Page 4 of 4 Sample Sanitary District Fees Figure 1 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. A current report shows outstanding fees dating back to 1999. A large amount of money is 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. (as of March 2012 this information will be entered into Springbrook). 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. Two years of the database has been cleaned up, allowing the PPS to attempt to collect outstanding fees accumulated during the last 24 months. If the project is canceled the Sanitary District is not notified. The PPS should be checking the City Database to verify the project status. 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 The current staff level appears to be sufficient to process the permit workload. Eliminating the excel spreadsheet step should save time. The database is current and up to date, making it easier to collect past due fees. 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. A blueprint reading class might be helpful. This class would teach the PPS what to focus on eliminating time spent digging the information out of the plans. Networking with other Sanitary District permit techs would allow the PPS to access knowledge and experience, share information and provide many learning experiences. • Conclusion Several problems still 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: • 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, and fee collection would improve.Applicants would have incentive to pay the District's fees if their building permits were held until the fees are paid.