HomeMy WebLinkAboutMINUTES - 04101990 - 2.2 F �
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TO: BOARD OF SUPERVISORS 5 L
t= °F Contra
FROM: Phil Batchelor, County Administrator % `'
'��a Costa
4 County
DATE: June 26, 1990
SUBJECT: PROGRESS REPORT ON ENVIRONMENTAL MANAGEMENT AGENCY
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. Adopt a resolution establishing the class of Customer
Services Manager.
2. Accept the progress report on the Environmental Management
Agency from the County Administrator.
FINANCIAL IMPACT:
The cost of the additional position will be shared equally by the
Public Works, Building Inspection and Community Development
Departments, at no additional burden to the General Fund.
BACKGROUND:
On April 17 , the Board approved in concept the creation of an
Environmental Management Agency which would consist of the
functions currently performed by Community Development, Public
Works and Building Inspection Departments. In addition, the
Board approved 19 recommendations aimed at improving the service
and efficiency of the affected Departments and directed the staff
to present monthly progress reports.
Over the last nine weeks, an Agency Transition Committee,
composed of the County Administrator and the Directors of the
involved Departments, held nine meetings to plan the
implementation of the 19 recommendations. Additionally, several
subcommittees of the Agency Transition Committee held numerous
meetings to prepare the detailed operational plans necessary to
implement the 19 recommendations. What follows is a progress
report through June 19 .
CONTINUED ON ATTACHMENT: X YES SIGNATURE: J l
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON June 26, 1990 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
cc: County Administrator ATTESTED aG, /990
Public Works PHIL BATCHELOR,CLERK OF THE BOARD OF
Con comity Development SUPERVISORS AND COUNTY ADMINISTRATOR
Building Inspection
BY DEPUTY
M382 (10/88)
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Development Processing Review Committee
A Development Processing Review Committee was to be established
which would review and recommend, to the appropriate Departments,
matters involving application and permit processing, fee changes
and code changes. The Committee was to be composed of
developers, representatives of the public and staff from the
three Departments.
A committee has been formed under the leadership of Bob Giese and
has held two meetings. At these meetings, the Committee has
examined the mission and goals statements of the Agency, proposed
fee increases by Public Works and Community Developments, plans
to establish a center for processing applications and permits,
and a proposed process on pre-application review. Attachment A
is the minutes of the last meeting. The Agency Transition
Committee has referred several additional policies to the
Development Processing Review Committee, which is scheduled to
meet again on July 9 , 1990.
Pre-Application Review Process
A pre-application review process was to be formulated for
developers which would target small developers and include
representatives from the three Departments. The objective of
this process was to avoid problems before developers invest
significant resources in a project.
Under the initiative of Karl Wandry, a process has been proposed
and will be a subject for further examination by the Agency
Transition Committee as well as the Development Processing Review
Committee. Future discussions of the proposed process will be
focused on answers to the four questions presented below:
1. Should the process be mandatory for all applicants?
2. Will the process expedite or delay application processing
time?
3. Will the process require additional staff time?
4. Would a post-application review process be more effective?
It is expected that a process will be established and operational
within 30 days.
Center for Processing Applications and Permits, Development
Processing Information
Interim and permanent plans were to be prepared for the creation
of a Center for processing development applications and permits.
This facility would house staff from the Building Inspection,
Community Development, Public Works and Health Services
Departments. The plan was to include a program to streamline the
processing of applications and permits with Environmental Health
and Special Districts.
A Committee of staff representatives from the three Departments
and the Administrator' s Office has been established to study the
Center concept. The Committee visited the Sacramento County
Center to examine how that operation functions and what insights,
process and procedures can be transferred to our County.
The interim Center is scheduled to become operational in late
August and will be established on the second floor, North Wing,
of the Administration Building. The Center will provide all
Community Development application processing services, Public
Works permit processing services, and Building Inspection
information and referral services. Building inspection permits
will continue to be processed on the third floor, while tentative
and final maps will continue to be approved at the Public Works
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facility on Glacier Drive. Discussions aimed at including Fire
Districts and Environmental Health Services at the Center are
currently underway. Attachment B presents the physical layout of
the Center.
It is Proposed that a Customer Services Manager will manage the
Center and provide the ombudsperson activities included in the
Board recommendation. A resolution establishing the job class
and a job specification is included in Attachment C. Currently,
a staff member on loan from the Public Works Department is
assisting in the establishment of the Center and in simplifying
and revising information on application instructions and fee
schedules.
Finally, Building Inspection staff has developed a brochure
explaining building permit regulations and procedures. The
brochure is targeted at the homeowner and provides handy
step-by-step instructions. The brochure is included as
Attachment D.
Fee Advisory committee
The County Administrator was authorized to create an Advisory
Committee to review how land development fees should be
distributed among the various Departments. Another charge of the
Committee was to design a "premium service" fee structure under
which clients desirous of accelerated services will pay increased
fees, without impacting services provided to other clients.
A committee has been formed of Administrative Services Officers
of the three Departments and a representative from the
Administrator' s Office. The Committee is reviewing how land
development fees should be distributed among the various
Departments. Actual redistribution will occur gradually after
the following steps are taken. First, costs and revenues related
to land development services have to be identified. Second, the
Departments determine which services have higher actual costs
than revenues received. Finally, the fees will be redistributed
and/or the fee schedule increased to cover the costs. An outside
consultant is assisting the Departments with this process.
Public Works and Community Development have already established
the need for fee increases for a number of services. A proposed
increase to their fee schedules has been prepared and is
currently under review by the development community. The Board
of Supervisors will be asked to hold a public hearing on the
proposed increases on July 31, 1990.
The Committee has briefly discussed the development of a premium
service fee structure to serve those who desire accelerated
services. Currently Community Development and Building
Inspection Departments provide variations in service on an
informal basis. For example, Community Development has used
consultants and assigned one project only to a planner on a
temporary basis. , Building Inspection occasionally grants a
permit for a total project, reviews plans immediately as the
builder completes each step, and inspects in stages. Over the
next two months, the Committee will be examining how the premium
service concept could be implemented.
Outreach Planners
i
The Community Development Director was charged with developing a
program which periodically deploys outreach planners to provide
citizens ready access to staff on large or controversial
developments. The deployment decision was to based upon criteria
established jointly by the County Administrator and the Community
Development Director.
The Community Development Director has proposed two program
approaches. One approach would deploy planners on a bi-weekly
basis to East, West and South Central County facilities. The
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planners would be available to the public for one-half to a full
day to discuss general plan, zoning or project plans. The second
approach would utilize a "Plan-Van" or mobile office to provide
the same type and level of outreach services to the public. Both
approaches will be closely evaluated by the Agency Transition
Committee and referred to the Development. Processing Review
Committee for review and comment. A program is expected to be
adopted and implemented within the next 60 days.
Data Processing
The County Administrator was charged with the task of identifying
the data processing needs of the Community Development
Department. This needs assessment was to include the cost of
necessary hardware and software and the utility of networking
personal computers within the Department and with other
Departments.
The Data Processing Division of the Administrator' s Office has
conducted the assessment and prepared a detailed report, which is
included as Attachment E. Discussions are currently underway
with the Department management to determine priority needs and
implementation plans. Recently the Department has purchased
eight personal computers and associated hardware to address their
most pressing automation needs. A final plan of action is
expected to be adopted within 60 days.
Conditions of Approval
Policies and procedures were to be implemented which would
improve setting conditions of development in conformity to codes
and enhance the communication of these conditions to field
inspectors. A committee was assigned to study this matter and
traced some of the recent cases involving problems with conditions
of development.
Several suggestions are currently under consideration by the
Agency Transition Committee. One suggestion is to strengthen the
tree ordinance by requiring an assessment of $10, 000 and
replacement costs for any tree lost during development. Another
is to include all conditions of approval on the computer system
used by inspectors who issue final project approvals or
certificates of occupancy. This procedure would assist field
personnel in keeping track of the conditions as well as increase
management oversight. It is expected that recommendations will
be sent to the ` Development Process Review Committee within 30
days.
Environmental Impact Review Policy
A policy was to be prepared for vigorous staff review and comment
on developments in cities and other jurisdictions. A policy is
being formulated and should be submitted to the Board in July.
Additionally, one environmental planning position was approved
for Community Development at the June 12 Board meeting to
implement the policy.
Contracting
The Board reaffirmed its policy that contracting for staff should
be utilized to ' avoid service delays and provide specialized
skills not available within Departments. A review of the three
Departments indicated that Public Works and Community Development
contract for over $5 million in services. Attachment F lists the
type of service' contracted for and the estimated cost for the
service this fiscal year.
Attachmnt A
TO: AGENCY REVIEW COMMITTE DATE: June 13, 1990
FROM: Bob Giese, Chair
SUBJECT: Minutes of June 11, 1990 Agency Review Committee
Present: Jim Causey, Ron deVincenzi , Eileen Doten, Tony Enea, Bob Giese, Dean
LaField, Dave MacLellan
Absent: Karl Danielson
1. CHAIRMAN'S REVIEW
Meeting was called to order by Bob Giese at approximately 8:40 a.m. Minutes of
April 4, 1990 were accepted and approved with one correction to page 2, number
4 under the heading "Staff to Committee" . Eileen clarified she is on temporary
assignment as Central Permit Bureau Manager and part of her duties include being
the permanent staff person to this committee.
Dean advised the agency goals sound too much like growth management controls and
he recommended they be adjusted to prevent them from being interpreted that way.
2. A/P FLOW CHARV AND PERMIT PROCESS
Eileen presented an example of the flow chart and reported she is working on a
consolidation of fee schedules for the three departments.
Dean asked what the chances are for the fire district's to be represented in the
CPB. Tony advised all agencies will be contacted in an effort to consolidate
personnel into one location. Chief Little of Riverview Fire has been contacted
regarding a meeting between the districts for their comments on representation.
A meeting is set for Wednesday (6/13/90) . Fire wants their inspection and plan
checking together. Their figures for plan check look low for the amount of time
they say they spend in unincorporated areas.
Dean asked that the issues not be confused regarding the request for a fire
representative in the CPB; a fire inspector/engineer can do plan checking. It
is clear to industry that plan checking could be done in BI with no increase in
fees. Industry is only asking that plan checking be a part of the CPB. It was
determined none of the fire district's had a fire engineer and it was suggested
BI hire one to be located centrally to coordinate with all the different
districts. Tony asked if BI foresaw working with Cities. Bob indicated we don't
have to work with the Cities. We are trying to improve the process for the
County. If the County improves and speeds up their permit process we will find
the Cities will want the same thing. Fire ordinances are different from ours.
PW, CD and BI involves industry with ideas, anticipated fee increases, code
adoptions, etc. prior to submission to the Board. The fire districts go straight
to the Board. In the meeting with the Chiefs this issue will be pressed.
Agency Review Committee -3- June 13, 1990
4. PRE-APPLICATION REVIEW
Bob presented Karl Wandry's proposed pre-application review. Dean feels this
will add up front time and wants clarification as to who has to go through this
process. The volume is questionable cost to staff. Dave advised that on the
surface there is nothing objectionable. Jim advised pre-application review will
not affect PW.
Dean said this still does not answer the question; who is involved? Tony said
this is a good question to bring up at Wednesday's meeting. Dean says it
indicates a negative impact of staff. Dave commented individuals might need a
counter person. He asked if complaints have been received. Tony advised small
developers have problems with PW, CD and BI . They bring these problems to board
meetings and this process came about to cover the x, y, and z's. Dean asked why
divert staff people to do this. Ron said he is not aware of any BIA members
having problems. Dave asked that industry be better informed when ordinances are
passed using the tree ordinance as an example. Dean and Dave both asked that the
pre-application process be quantified. Bob feels the Board is reacting to 2% of
complaints received and failing to recognize 98% goes well . Dean confirmed this
possibility.
5. UPDATE ON TRANSITION
Tony advised that after a six month study the submission went to the Board with
19 recommendations and that is what is being worked on. Job specs for an agency
director has gone to a head hunter for recruitment. By 9/1 applicants should be
screened down to 5 to' 7 people to be interviewed by the Board and Phil Batchelor.
Eileen (PW) has been put on temporary assignment as Customer Service Manager to
work towards setting up the CPB and is currently reporting to the CAO's. The job
specs for Customer Service Manager are going to the Board on the 6/19 agenda.
Every Wednesday at 9:30 a.m. meetings are held with the 3 department Directors,
ASOs, Phil Batchelor and staff to discuss all issues coming forth. The meetings
with this committee will be discussed. The Wednesday meetings have been
occurring since mid-April . From these management meetings sub-committees have
been formed such as Fee Committee, Processing Committee, Conditions of
Development Committee, and a few others. The.Board's approach is to achieve the
19 recommendations.
This committee is a critical component to represent the outside. Phil heard
Dean's request that industry be a part and that is why this committee was formed.
Dean asked who the committees will report to and Tony advised the advisory
committees will report to the agency director. Dean ask if Environmental
Management Agency is the name of the agency. Tony advised a meeting is in
progress at this time to discuss the name. Santa Clara and Orange County have
that name. Dean asked what happened to. Community Development? Isn't that the
purpose of the agency? Dave said with the agency director hire deadline date
of 9/1, we have a little over 2 months to be in limbo on what the initiative on
the November ballot will mean to this process. Will the CAO, or Board, defer
action on the agency until the outcome of the initiative is known? Tony advised
no plans at this time to defer, however, it is under discussion. Dave is
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Before we can issue a building permit,or accept your plans for plan-check, you
will need:
PLANNING APPROVAL:
Contra Costa County Community Development Dept.,4th Floor,
651 Pine St.,Martinez (646-2021)
Orinda:26 Orinda Way,Orinda (254-3900)
Lafayette:251 Lafayette Circle,Lafayette (284-1976)
Moraga,Town of:350 Rheem Blvd.,Moraga (376-5200)
Clayton:1005 Oak St.,Clayton (672-3622)
San Ramon:2222 Camino Ramon,San Ramon (866-1400)
SANITARY APPROVAL:
Contra Costa Central Sanitary,5019 Imhoff PI.,Martinez (689-3890)
(Serving.All Central County,except Clayton and Mt. View District in Martinez)
West C.C.C.Sanitary,2910 Hilltop, Richmond (222-6700)
(Serving:EI Sobrante,San Pablo,Richmond,Pinole)
C.C.C.Environmental Health,1111 Ward St.,Martinez (646-2521)
(Serving:Any properties with septic system)
Mt.View Sanitary,End of Arthur Rd.,Martinez (228-5635)
(Serving:Mt. View District of Martinez)
Crockett/Valona,1799 Pomona St.,Crockett (787-2992)
(Serving:Crockett)
Stege Sanitary,7500 Schmidt,El Cerrito (5244667)
(Call WCCSD at 222-6700 to open office,if necessary,for approval.)
(Serving:Kensington)
Rodeo Sanitary,800 San Pablo Ave.,Rodeo (799-2970)
(Serving:Rodeo)
Byron&Oakley Sanitary,3775 Main St.,Ste.E,Oakley (625-2279)
(Serving:Byron,excluding Discovery Bay,Oakley,Sanitation District 15,Bethel
Island)
Delta-Diablo Sanitary,2500 Antioch/Pittsburg Hwy. (7784040)
(Serving:Antioch,Pittsburg,Discovery Bay area of Byron, West Pittsburg)
City of Concord,Public Works,1950 Parkside Dr. (671-3107)
(Serving:Clayton)
c�rtED NNS tsyo
Every attempt has been made to avoid differences between the information
contained in this pamphlet and Zoning and Building Code Requirements. How-
ever, ordinances must sometimes be changed or revised in order to maintain the
most current and up-to-date building standards. In cases where a conflict occurs
between an adopted Building Code requirement and the information contained
in this pamphlet, the adopted Code requirements must be observed.
Good luck with your project and if we can assist you in any way, we will be most
happy to do so.
NOTE; We now have the Building Inspection Request System for phoning in for
inspections by using a touch-tone phone to key in the type of inspection needed.
The instruction pamphlet detailing the use of this system is available by tele-
phoning (415) 646-2304.
VARIOUS OTHER DEPARTMENTS AND TELEPHONE NUMBERS:
Assessor's Office—Parcel Number Information (415) 646-2252
Community Development—Zoning, Planning (415) 646-2021
Environmental Health—Septic Systems (415) 646-2521
Public Works and Flood Control (415) 6464470
SPECIAL DISTRICT REQUIREMENTS —For residences near waterways:
Army Corps of Engineers,Regulatory Branch '(415) 744-3036
211 Main
San Francisco,CA 94105
BEVIID (415). 684-2210
P.O. Box 244 (Stone Road)
Bethel Island,CA 94511
Reclamation District #799 (415) 684-2117
P.O. Box 447(Dutch Slough Rd.)
Bethel Island, CA 94511
Reclamation District #800 (415) 634-2351
2600 Cherry Hill Dr.
Byron, CA 94514
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QUESTION:HOW DO I GET A BID FROM A CONTRACTOR?
ANSWER: A bid is an offer to do work. It is advisable to get at least three
written bids,using identical plans and specifications, so you can
.compare prices and contractors.
Beware of any bid substantially lower than the others. It probably
indicates the contractor has made a mistake or is not including all
the work quoted by his competitors. You may be headed for a
dispute with your contractor if you accept an abnormally low bid.
MAKE SURE EVERYTHING IS IN WRITING. ASSUME NOTH-
ING.
Any bid you sign may become the-contract. Do not sign anything
until you completely understand what you are signing and agree to
all the terms. Be sure to ask questions until you fully understand
the contract and what the work will look like. Before signing any-
thing,you may wish to discuss the proposed contract,plans and
specifications with an attorney.
QUESTION:CAN I ACT AS MY OWN CONTRACTOR?
ANSWER: Anyone who talks you into being your own general contractor,or
"Owner/Builder," may be doing you no favor. "Owner/Builder"
is basically a situation in which the homeowner becomes the gen-
eral contractor. As an "Owner/Builder" you,not the person you
hire, assume responsibility for the overall job,which may include
such things as state and federal taxes,workers' compensation and
other legal liabilities. Unless you are very experienced in construc-
tion,it is best to leave these matters to your contractor.
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QUESTION:HOW DO I SELECT A CONTRACTOR?
ANSWER: One of the best ways to select a contractor is to seek out personal
recommendations from friends or relatives who recently obtained
work of the type you want.
In general, you should also:
1. Call your local Contractors' State License Board Office to ask if
the contractor is properly licensed, and the license is in good
standing.
2. Ask the contractor for a list of jobs he has recently completed in
the area. A skilled contractor is proud of his work and should
not mind providing you with this information.
3. Talk to the contractor's customers. Ask such questions as:
• Did the contractor stick to the schedule?
• Were you pleased with the work, and the way it was done?
• Did the contractor listen to you when you had a problem,
and seem concerned about resolving it?
• Did the contractor make any necessary corrections willingly?
4. Whenever possible, see the work yourself.
5. Obtain references from material suppliers,subcontractors, and
financial institutions,if possible,to determine whether the con-
tractor is financially responsible.
6. Ask the contractor for the address of his business location and
business telephone number, and verify them.
You may also wish to check the contractor out with your local trade
association or union, consumer protection agency and the Better
Business Bureau.
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QUESTION:ARE THERE ZONING REGULATIONS?
ANSWER: Yes, an important ordinance with which any builder should be fa-
miliar is the Zoning Ordinance. This ordinance regulates the use of
land, off-street parking, and the locations,height, dimensions and
use of buildings. The Community Development Department can
provide you with zoning information. It is advisable to draw a
fully dimensioned or a to-scale sketch of your property, giving the
location of all existing structures. This information will enable the
Community Development Department to give you specific infor-
mation regarding street setbacks,side yard and rear yard require-
ments,etc. Because the setbacks may vary according to zone dis-
trict,information concerning setbacks can only be given for specifi-
cally identified locations.
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QUESTION:ARE THERE REQUIREMENTS FOR PUBLIC.IMPROVEMENTS
AND ENGINEERING?
ANSWER: Yes, the Director of Public Works and his staff are available to
inform you of the requirements within the public right-of-way for
walls, curbs, gutters, sidewalks and street improvements.
QUESTION:WHEN ARE GRADING PERMITS.REQUIRED?
ANSWER: If extensive grading of your lots is proposed, you may need a
grading permit from the Building Inspecti(Yn Department.
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