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4.c - Permit Office Operations - Organizational Changes Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Anna Sanchez, Administrative Service Manager Date: September 9 , 2013 Subject: Permit Office Operations - Organizational Changes Summary The District was made aware of the need to comply with the California Environmental Quality Act (CEQA) by our District Counsel. In drafting the guidelines for District adoption that meet CEQA, staff realized a need to authorize a te c hnical staff person to conduct the necessary environmental assessments to comply with CEQA. Coupled with a recent organizational assessment of the permit office operations, staff is recommending organizational changes to meet the cha nging needs of the District. The Board requested more information regarding comparing the cost of the position as a contract position versus hiring for an internal staff position. Staff Recommendation The Board of Directors give feedback to staff regarding reclassifying the Permit Technician position to Associate Engineer and consider the additional appropriation request to fund the position . Analysis The District’s permit office is currently being staffed by an outside consulting firm that routinely provides permit technician counter service on a contract basis for other public Board of Directors September 9 , 2013 Page 2 of 5 agencies throughout Southern California so th at the District could maintain continuity of service while it evaluated the permit office procedures. The contract is currently fi lled by Willdan Engineering. The District entered into an Agreement for Services for a Permit Technician position providing counter service and other related administrative duties for a bill rate of $47.25 per hour. This hourly rate equates to an annual cost of $98,280 for a full time contractor to fulfill these duties. The District conducted an operational review of the permit office after the departure of the Pe rmit Technician to accurately ascertain work flow procedures and obtain any recommendations f rom a professional firm on best practices that could be implemented for this type of office . The firm, Management Partners, was retained to conduct the operational review and analysis. Among other operational review recommendations that were made by Mana gement Partners, the District decided to focus primarily on the following areas at this time : streamlining the permitting process by eliminating some administrative steps, updating the District’s permit tracking software, developing screening protocol for development plan submissions and building stronger relationships with partner agencies such as the City of Costa Mesa, Newport Beach, and the County of Orange. Implementation of these recommendations immediately would realize efficiencies and workload red uction for the office. While management staff was develop ing an implementation plan for addressing these recommendations, District Counsel brought to the District’s attention, the need to comply with the California Environmental Quality Act (CEQA) and adopt guidelines for environmental assessment of District projects. While the guidelines were being draft ed , management staff realized there needed to be a position within the organization responsible for environmental review and making recommendation s to the Board. The most appropriate position to assume responsibility for this type of technical work would be the permit office due to the technical nature of the office functions. As a result of surveying and researching other special districts that c urrently comply with State CEQA guidelines, those agencies rely on an Assistant or Associate Engineer to complete the assessments and formulate recommendations to the Board. The minimum qualifications and technical nature of those positions warrant the ad ditional responsibility. Having a qualified technical position responsible for conducting environmental assessments and making findings recommendations to the Board provides greater confidence if those environmental findings are challenged. The Associate Engineer classification would also allow a staff person to train under the District Engineer as part of the District’s succession plan, thereby creating an apprentice - type learning environment. While the Knowledge Transfer program has been completed and w as successful, the highly technical nature of the District Engineer’s position requires Board of Directors September 9 , 2013 Page 3 of 5 more training than what a “reference tool” would provide, as indicated by the Knowledge Transfer document. Eliminating the Permit Technician classification and creating an Associate Engineer classification would allow greater flexibility in the nature of technical work achievable through the permit office. With the reduced permit issuance workload based upon implementation of Management Partner’s recommendations, the As sociate Engineer would be able to assume responsibility for environmental review of District projects, assist in review of designs submitted by consultants, developers, and other entities for compliance with District standards, and eventually serve as the Alternate District Engineer. The District would expect the position to obtain a professional engineering license once they have gained enough experience and has trained under the District Engineer. Once the licensure has been obtained, the District would have an opportunity to utilize the position to serve as Alternate District Engineer in reviewing and approving development plans that pose a conflict of interest with the District Engineer’s firm. Minimum requirements for the position would mirror those o f agencies the District surveyed, which include a bachelor’s degree in engineering, certification as an Engineer - In -Training, and at least three years of experience. This would allow the District to attract individuals who already have enough training and experience to assume the technical responsibilities of this function. The Associate Engineer would continue to perform day to day operations of the permit office and continue issuing permits under District guidelines. However, the Associate Engineer wou ld also perform development plan review, engineering calculations in connection with plan review, assist with facilitating sewer atlas updates, assist with responding to industrial user and public inquiries related to wastewater discharge permits and other environmental issues. The Associate Engineer would also be responsible for interfacing with partner agencies, such as the City of Costa Mesa, Newport Beach, and the County of Orange to maintain a friendly and professional relationship while educating the ir staff about the District’s review requirements as it pertains to development within our service area. The recommended reclassification of this position to Associate Engineer would allow the District to come into compliance with CEQA and allow greater fl exibility in the nature of technical work achievable through the permit office. Upon approval of the Associate Engineer classification, staff will commence with an open recruitment process. Strategic Plan Element & Goal This item complies with Strategic Element 5.0, Administrative Management , which states: Board of Directors September 9 , 2013 Page 4 of 5 “Objective: To create, maintain and implement policies and procedures to ensure sound management of the District .” “Strategy: We will conduct periodic reviews, refi ne and implement policies and procedures, and assure the General Manager has the direction and tools necessary for successful District operations.” Legal Review No legal review is required for reclassifying the Permit Technician to Associate Engineer; howe ver, District Counsel is reviewing the CEQA Guidelines that will be presented to the Board for approval consideration on September 26 , 2013. Financial Review A salary survey for the Associate Engineer position was conducted that included surveying public agencies as well as surveying Assistant and Associate Engineer positions in the private sector. Currently, the District budgeted $71,500 for the fully burden ed cost of the Permit Technician position. The budgeted Permit Technician position was not budgeted appropriately for benefit allowance . The proposed salary schedule for the Associate Engineer position would incur an additional fully burdened cost betwee n $1 6 ,5 00 to $41,500 , depending on the step within the range. The proposed salary structure for the Associate Engineer position is consistent with the public and private sectors. Copies of the salary survey along with the job description are available in this report as Attachment “A”. Staff requests an appropriation of $3 6 ,9 00 from this fiscal year’s undesignated reserves to fund this reclassification , which would provide enough room for negotiation with the final candidate . Currently, Environmental Engineering Consultants (EEC) is responsible for review ing development plans for food service establishments (FSE). The Associate Engineer would assume those responsibilities and work directly with the District Engineer on plan review and approval , which would incur an anticipated savings of approximately $6,000 annually. Additionally, the District estimates an additional savings of approximately $7,000 annually for Alternate District Engineer servi ces once the Associate Engineer assumes responsibility f or reviewing and approving development plans that pose a conflict of interest wi th the District Engineer’s firm . The anticipated net cost to the District for the reclassification is estimated to be $2 3 ,9 00 . The Board requested information regarding a cont ract Associate Engineer position. Staff contacted the firm currently providing staffing services to the District at the Permit Board of Directors September 9 , 2013 Page 5 of 5 Technician position. Several firms have indicated the typical bill rate for an Associate Engineer position is approximately $60.00 per hour to $129.00 per hour, depending on whether or not it is a larger firm or a non -benefit position . This equates to approximately $124,800 to $268,320.00 annu ally for a full -time Associate Engineer position filled on a contract basis , see attachment B . Staff is currently not recommending filling this need on a contract basis as it would limit the scope of work for the District. Filling it on a contract basis would not allow the ability to cross train with other staff or provide backup front counter customer service. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 9 , 2013 Board of Directors Study Session at District headquarters and on District’s website. Alternative Actions 1. Maintain the Permit Technician position classification. 2. Refer the matter back to staff for more information. Attachment A: Salary Survey Ass ociate Engineer Job Description B: Estimates for Contract Associate Engineer classification Reviewed by: Stacey Cuevas Finance Manager Position Minimum Maximum City of Anaheim Assistant Engineer $ 61,547.20 $ 78,540.80 $ 29.59 $ 37.76 City of Irvine Associate Engineer $ 63,752.00 $ 97,344.00 $ 30.65 $ 46.80 Irvine Ranch Water Assistant Engineer $ 66,420.00 $ 89,640.00 $ 31.93 $ 43.10 City of Tustin Assistant Engineer $ 67,500.00 $ 82,416.00 $ 32.45 $ 39.62 City of Fountain Valley Assistant Engineer $ 68,976.00 $ 83,844.00 $ 33.16 $ 40.31 City of Costa Mesa Assistant Engineer $ 68,640.00 $ 91,980.00 $ 33.00 $ 44.22 City of Newport Beach Associate Civil Engineer $ 74,921.64 $ 105,497.64 $ 36.02 $ 50.72 Irvine Ranch Water Associate Engineer $ 75,432.00 $ 103,884.00 $ 36.27 $ 49.94 City of Santa Ana Assistant Engineer $ 76,236.00 $ 109,404.00 $ 36.65 $ 52.60 Indeed.com - Associate Engineer $ 67,000.00 Glassdoor.com - Associate Engineer $ 64,000.00 SimplyHired.com - Associate Engineer $ 68,000.00 Costa Mesa Sanitary District CLASS CODE: 028 ASSOCIATE ENGINEER Salary Range $31.00 – $41.54 Hourly $5,373.33 – 7,200.78 Monthly $64,480.00 – 86,409.37 Annual JOB SUMMARY Under general supervision, performs plan review for the calculation and collection of permit fees and the issuance of sewer permits, performs development review, performs engineering work of moderate complexity, and works on more complex projects in conjunction with the District Engineer. E stablishes new accounts in the trash collection program including collecting partial year service fees, updates yearly tax roll, assists contractors and the public in sewer service and trash collection matters and performs related duties as required. CLASS CHARACTERISTIC S The Associate Engineer class is respo nsible for working closely with the District Engineer in reviewing development projects for commercial tenant improvements involving change of use , processing permit applications and issuing permits in accordance with established requirements , conduct envi ronmental impact assessments, and may serve as the Alternate District Engineer . Management reserves the right to add, modify, change or rescind work assignments as needed. ESSENTIAL FUNCTIONS Works with the District Engineer on more complex projects such as reviewing plan development projects plan submittals for commercial tenant improvements involving change of use ; Performs engineering calculations in connection with development plan review; Prepares environmental impact assessments, negative declarations, and notices of exemptions for District projects as per California Environmental Quality Act (CEQA); Monitors federal, state, and local environmental regulations, prepare routine documents, reports, and filing, and maintenance of project reco rds; Assists in review of designs submitted by consultants, developers, and other entities for compliance with District standards; May serve as Alternate District Engineer; Reviews billings by consultants, contractors, and vendors and processes for payment; Calculates special sewer assessment reimbursements, maintains mapping files; Facilitates District's Sewer Atlas updates to ensure accuracy in information provided to the public as well as for internal staff use; Process utility annexation agree ments; updates and revises permits and permit fees; Work with considerable independence, responsible for day -to -day coordination and operation of permit functions; Costa Mesa Sanitary District CLASS CODE: 028 Assists the public at the front counter; processes forms, permit applications, and plans n ecessary for the issuance of construction permits ; Performs engineering improvement plan research for public and staff; Responds to inquiries and provides information related to District engineering standards, permit policies and procedures ; Responds to industrial user and public inquiries relating to wastewater discharge regulations and other environmental issues; provides information to contracting agencies to assist in the understanding and implementation of regulatory/technical issues rela tive to wastewater discharge; Reviews permit applications, development plans, and specifications for compliance with applicable codes and standards; may issue permits for minor projects or for large construction project s requiring fees and bonds; calculat es fees in accordance with established fee schedules; Prepares and organizes monthly reports of permits issued, fees collected, and types of projects for use by District staff , Administers the District’s Sewer Lateral Assistance Program; Prepares annual trash and sewer assessment charges, and updates the annual tax roll ; Coordinates final inspection clearances; determines that all fees have been paid prior to permit issuance and/or occupancy and utility releases; coordinates the receipt of as buil t plans for District records ; Provides temporary and vacation relief in similar occupational fields; Attends and participates in professional group meetings to stay informed of new trends and innovations in the fields of engineering design and wastewate r facilities; Identifies opportu ni ties for improving service delivery methods and procedures; reviews with appropriate management staff; assists in implementation of improvements. QUALIFICATIONS GUIDELINES A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows: E ducation, Training and/or Experience Education and/or experience equivalent to graduation from an accredited college or university with a bachelor’s degree in civil engineering or a related field and a minimum of three years of responsible office or project management engineering experience, preferably with a wastewater facility. A certification as an Engineer -In -Training in the State of California, is required . License and/or Certificate Class C California Driver's License. Revocation of license during employment may result in disciplinary action or reassignment. A certification as an Engineer -In -Training in the State of California is required . PE is not required but ability to obtain a PE within 36 months after hire is expected. REQUISITE KNOWLEDGE AND SKILL LEVELS Theory, principles, and practices of engineering design and construction as they relate to wastewater facilities , pipelines , pump stations; principles of physics and mathematics applicable to professional engineering; standard business writing; records management; principles and techniques of project Costa Mesa Sanitary District CLASS CODE: 028 management for a public agency, including goals and objectives development; legal gu idelines for public works engineering; guidelines and requirements of CEQA as they apply to wastewater facilities; public relations; principles of environmental engineering. REQUISITE ABILITIES Ability to apply advanced mathematical concepts and perform a full range of engineering calculations; ability to review, analyze, and comment on routine to complex engineering plans; ability to perform technical research; read and interpret technical liter ature , drawings, diagrams and schematics; present findings and make appropriate reports; use and operate computer systems and software; evaluate data and information using established criteria; exercise discretion in determining actual or probably consequ ences, and in referencing such evaluation to identify and select alternatives; ability to review, classify, categorize, prioritize, and/or analyze data and information; ability to provide guidance , assistance, and/or interpretation to others on how to appl y procedures and standards to specific situations ; ability to communicate effectively , orally and in writing; prepare clear, concise and accurate reports, maps, notes, correspondence and other written materials; establish and maintain effective working rel ationships with those encountered in the course of the work, handle stress in a professional manner; exercise sound judgment and initiative within established guidelines . Additional Requirement : Prior to employment, the prospective candidate must successf ully complete a thorough background review, including being fingerprinted. Disaster Service Worker : In accordance with Government Code Section 3100, Costa Mesa Sanitary District Employees, in the event of a disaster, are considered disaster service work ers and may be asked to respond accordingly. FY 2013 -14 Budget Salary PERS - 2% @ 60 Medicare Cafeteria Worker's Comp Overtime Total Burdened Cost Permit Technician 51646.4 4,493.24 748.87 9588 2,065.86 3,000.00 $ 71,542.37 STAFF Associate Engineer Salary PERS - 2% @ 60 Medicare Cafeteria Worker's Comp Total Burdened Cost Cost per Hour Step 1 64,480.00 5,609.76 934.96 14,388.00 2,579.20 $ 87,991.92 $ 42.30 Step 2 67,704.00 5,890.25 981.71 14,388.00 2,708.16 $ 91,672.12 $ 44.07 Step 3 71,089.20 6,184.76 1,030.79 14,388.00 2,843.57 $ 95,536.32 $ 45.93 Step 4 74,643.66 6,494.00 1,082.33 14,388.00 2,985.75 $ 99,593.74 $ 47.88 Step 5 78,375.84 6,818.70 1,136.45 14,388.00 3,135.03 $ 103,854.02 $ 49.93 Step 6 82,294.64 7,159.63 1,193.27 14,388.00 3,291.79 $ 108,327.33 $ 52.08 Step 7 86,409.37 7,517.62 1,252.94 14,388.00 3,456.37 $ 113,024.30 $ 54.34 CONTRACTOR Willdan Contract Cost Total Annual Cost Hourly Rate Permit Technician classification $ 98,280.00 $ 47.25 Associate Engineer classification - no benefits $ 124,800.00 $ 60.00 Associate Engineer classification - benefits $ 268,320.00 $ 129.00 Project Partners Contract Cost Associate Engineer classification $ 172,640.00 $ 83.00