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HomeMy WebLinkAboutMINUTES - 09112001 - C.190 TO: BOARD OF SUPERVISORS Contra o: _.J Costa JLC :r FROM: Carlos Baltodano, Director COZ111t3T DATE: September 11, 2001 Na. Cr SUBJECT: SATELLITE OFFICE IN EAST COUNTY SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS ADOPT the report and AUTHORIZE the Director of the Building Inspection Department to establish an office in East County to provide code enforcement and other basic building inspection services. FISCAL IMPACT No General Fund impact. BACKGROUND/REASONS FOR RECOMMENDATIONS On November 14, 2000, the Board of Supervisors directed the Director of the Building Inspection Department to study the feasibility of establishing a branch office in the unincorporated East County area. The feasibility study was to comprise the handling of code compliance issues as well as the issuance of miscellaneous permits. The analysis should include all costs associated with* leasing and equipping the space, staffing, and revenues that could be generated. The area to be served would include Bay Point, Byron, Discovery Bay, Knightsen, Bradford Island, Brentwood, and Bethel Island. Since the service area is a significant distance from downtown Martinez, locating a permit office to a more convenient location may induce some previously noncompliant homeowners/contractors to obtain permits. An increase in permit activity may therefore result in safer structures and increased compliance with zoning regulations. CONTINUED ON ATTACHMENT: YES SIGNATURE ECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE _APPROVE OTHER giw�SIGNATURE(S): ACTION OF BOA ON September 11, 2001 APPROVED AS RECOMMENDED x OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE x UNANIMOUS(ABSENT None 1 AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE ABSENT: ABSTAIN: BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: Anil Comelo(925)335-1155 ATTESTED: RAptamhar 1102nn1 cc: County Counsel John Sweeten,Clerk of the Board of Supervisors Community Development and County A inistrator BY DEPUTY CB:nr \bdordleastcounty.satellke.ofc.9-11-01 Satellite Office in East County September 11, 2001 Page Two BACKGROUND/REASONS FOR RECOMMENDATIONS (continued) The previous Supervisor of District V, Joe Canciamilla originally requested that a feasibility study be made to establish an East County office. Development of an office in East County has been an important District V initiative. More recently, Supervisor Federal Glover specifically requested the Building inspection Department to study the feasibility of establishing the office in one of the communities furthermost from Martinez. This idea, which was also championed by the East County Municipal Advisory Councils (MACs), would minimize travel time for area residents. Part of the service area is now in District III represented by Supervisor Donna Gerber. Supervisor Gerber has also strongly supported the philosophy of locating the services as close to the users as possible. It is recommended that a two-year pilot period be established. The branch office will be evaluated after the end of the pilot period to determine project effectiveness. A report to the Board of Supervisors will be due within six months of the end of the pilot period. The evaluation should include data on the number of service seekers, permits issued, cost of operating the office, etc. Also to be considered are funding issues and whether the staffing and/or scope of services being provided need to be augmented. SERVICES AND STAFFING A determination has been made that an East County location for handling code compliance issues as well as the issuance of miscellaneous permits is feasible. Specifically, permits related to plumbing, mechanical, electrical, re-roofing, and interior improvements will be issued over the counter. The office can also serve as a place to drop off larger plans, which can be sent by courier to the Martinez office for the review. This will avoid the necessity of the applicant traveling to Martinez to drop off a set of plans/drawings. To facilitate this service a Building Plan Checker and clerk will be located at the satellite office. The three code enforcement officers already assigned to the area will also.use the office. The Community Development Department intends to make planning staff available on an appointment basis one (1) day per week to provide zoning and planning related assistance to area customers. The Department will also provide area residents with a telephone number to obtain zoning and planning related information. This activity will be funded by the Community Development Department. OFFICE NEEDS Establishment of an office in East County will require approximately 1500 sq feet of space. This includes space for a total of 6 employees who will workout of the office. In addition, the office will require space for a front counter, customer seating and storage areas. Easy access to parking, restrooms and a conference room are essential as well. The office must be compliant with ADA standards and have disability access. Electronic capacity for the installation of data and communications equipment is critical. The Department has been working closely with the Lease Division of the General Services Department to find a suitable location, in consultation with staff from District III and District V. COSTS The annual cost of operating the branch office would be approximately $435,000. This amount is comprised of five building inspection staff positions totaling $367,000 and the cost ($20,000)for four(4)vehicles. The only new annual expense would be costs related to the office lease and maintenance. It is estimated that the rent and utilities will be $48,000 per year. These costs are already included in the Building Inspection budget. In addition to the annual costs, establishment of the office in East County will require funding for one-time development costs. These costs include tenant improvements, including the installation of data/phone lines, furniture purchase/installation, etc. The total one time costs are expected to be under$80,000. The Building Inspection Departmentwill fund these one time costs from permit fees. Satellite Office in East County September 11, 2001 Page Three REVENUES The Building Inspection Department receives approximately$1,028,601 in permit fees per year from the service area. These revenues fund staff in Martinez who are involved in providing services to East County area customers as well as overhead expenditures and staffing costs for technology personnel, engineers, and other support/administrative staff. These revenues are sufficient to fund the staff being assigned to East County, as well as the staff remaining in Martinez. Three of the code enforcement officers to be based at the East County office will continue to have responsibility for areas strictly within District V. Funding for two positions (as well as 0.50 FTE clerical and related abatement costs) will therefore continue to be received from Keller Funds. Opening of the branch office in East County is economically feasible and will not result in an adverse effect on the Department's financial status. It is therefore recommended that the Board of Supervisors approve the feasibility study and authorize the Director of the Building Inspection Department to continue to work with the General Services Department, along with staff of District III and V to establish a branch office in the East County area. Once a location is identified the Board will be requested to authorize the necessary lease.