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Home My WebLink AboutV. 2014 Budget Presentation Building Services Presentation 09-11-13p� SpUTH eF� � O U C PEACE 1865 BUILDING SERVICES DEPARTMENT Budget Presentation September 11, 2013 Building Services Goals • Provide a high level of customer service and professionalism in carrying out duties of department • Ensure health, safety, and welfare of general public through proper construction of all building structures utilizing nationally recognized building codes • Support clean and safe neighborhoods by working with property owners, neighborhood associations, and government agencies to uphold local, state, and national environmental and housing standards • Promote and educate public on the humane treatment of animals while ensuring pet owners adhere to City ordinances 4,OUTH4&t A10 MACK 1865 Building Services Combined Organizational Structure Director of Building Services Part -Time Kennel Assist SOUTH h, INK a PIAC6 1865 Fiscal Officer Assistant Design & Chief Bldg Chief Code Executive Zoning Plan Inspector Inspector Assistant Administrator Review Specialist Bldg Code Shelter Administrative Inspector( Inspector (6) Manager Assistant (3) Business Analyst Bldg /Code Asst Shelter Secretary Inspector (2) Bldg /Code Manager Inspector Animal Control Part -Time Officer (3) Secretary Part -Time Summer nima Inspector (1) Control Part -Time Kennel Assist SOUTH h, INK a PIAC6 1865 Fiscal Officer 0 4SOUT118ti Rationale for Combination 1� a of Departments Y 1865 Serve business /residents more effectively Streamline operations Leverage Technology — use data for analysis, improved decision making and follow up Contain cost structure Other Indiana Cities have successfully combined departments (Evansville, Indianapolis) The majority of Indiana's cities combine their Code Enforcement and Building Departments a� 0 E z 9 8 7 6 5 4 3 2 1 0 30- 50,000 50- 70,000 70- 100,000 100,000+ Population p� SpUTH eF� PEACE � le a M 1865 Separate Combined Cities that combine services: Michigan City, Merrillville, New Albany, Richmond, Portage, Columbus, Kokomo, Lawrence, Elkhart, Noblesville, Anderson, Lafayette, Muncie, Fishers, Hammond, Carmel, Indianapolis, Evansville (18) Cities that separate services: Valparaiso, Goshen, Jeffersonville, Mishawaka, Greenwood, Terre Haute, Gary, Bloomington, Fort Wayne (9) Source: Census data and cold calls conducted by Mayor's Office 45.0 40.0 35.0 30.0 25.0 20.0 15.0 10.0 5.0 Building /Code /SBACC Full -Time Positions, 2010 -2014 2010 2011 2012 2013 2014 Budget Animal Control • Code Enforcement • Building SOUTH h, MR a PIAC6 1865 50 45 40 35 30 25 20 15 10 5 0 Full Time Crosswalk: Bldg, Code °FS °UHBF° PEACE and Animal Care (Combined) 1865 5 2.5 10.5 Me 20136ud New 32 Renamed/ Consolidated/ 20146ud Shared Reduced ProForma Combined Operations Revenue Property Taxes Charges for Services Interest Earnings Donations Other Income Transfers In Total Revenue Expenditures Personnel Supplies Services & Charges Capital Total Expenditures 2011-2014 4,0UTH4&t A10 MACK 'r a 1865 $ 2,045,045 $ 2,200,325 $ 2013 2014 2011 2012 Amended Proposed Actual Actual Budget Budget $ 2,045,045 $ 2,200,325 $ 2,833,793 $ - 934,283 1,035,957 1,199, 435 1,503,000 113 380 1,000 1,000 560 266 1,100 - 114,140 279,946 139,300 2,000 - - - 2,306,560 $ 3,094,141 $ 3,516,873 $ 4,174, 628 $ 3,812,560 $ 1,985,175 $ 2,083,128 $ 2,432,530 $ 2,065,790 154,252 168,308 197,782 178,755 829,025 1,142, 897 1,357,973 1,359,015 92,826 25,646 186,460 209,000 $ 3,061,278 $ 3,419,979 $ 4,174, 745 $ 3,812,560 Net Surplus / (deficit) $ 32, 863 $ 96,894 $ (117) $ - Budget Summary: Fund 101 -600 - Consolidated Building Department O� $0UTH,&t, d PEACE � a 1865 2013 2014 2011 2012 Amended 6/30/13 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Chg Revenue Charges for Services 879,945 990,148 1,147,035 466,716 1,503,000 355,965 31.0% Interest Earnings 113 380 1,000 436 1,000 - 0.0% Other Income 11,546 19,539 - 1,089 2,000 2,000 - Transfers In (408) - - - - 2,306,560 2,306,560 - Total Revenue 891,604 1,010,067 1,148,035 468,241 3,812,560 2,664,525 232.1% Expenditures by Account Type Salaries & Wages 553,055 574,716 702,111 313,799 1,459,610 757,499 107.9% Fringe Benefits 3,650 3,600 251,864 113,228 588,960 337,096 133.8% Other Personnel costs 182,941 194,290 3,660 1,800 17,220 13,560 370.5% Tota I Personnel 739,646 772,606 957,635 428,827 2,065,790 1,108,155 115.7% Supplies 22,923 24,552 40,579 15,059 178,755 138,176 340.5% Professional Services (31xx) 12,809 12,809 31,812 9,156 244,801 212,989 669.5% Comm /Transportation(32xx) 8,214 9,772 11,290 4,239 56,790 45,500 403.0% Printing & Advertising (33xx) 30 1,165 1,000 108 23,300 22,300 2230.0% Insurance (34xx) 20,160 12,396 12,976 6,287 62,220 49,244 379.5% Utilities (35xx) - - - - 29,000 29,000 - Repairs & Maintenance (36xx) 26,278 33,205 32,548 12,622 762,229 729,681 2241.9% Debt Service - Principal 4,350 8,699 14,868 6,826 20,326 5,458 36.7% Debt Service - Interest & Fees - - 1,839 429 1,474 (365) -19.8% Other Services & Charges (39xx) 3,607 2,863 15,405 2,226 106,875 91,470 593.8% Transfers Out - - - - 52,000 52,000 - Other Financing Uses (50xx) 20,724 19,344 - - - - - Total Service & Charges 96,172 100,253 121,738 41,893 1,359,015 1,237,277 1016.3% Capital - 15,762 28,200 - 209,000 180,800 641.1% Total Expenditures by Type 858,741 913,173 1,148,152 485,779 3,812,560 2,664,408 232.1% Net Surplus / (deficit) 32,863 96,894 (117) (17,538) - Beginning Cash Balance 36,594 69,457 203,790 203,790 203,673 Balance Sheet Adjustments - 37,439 - - - Ending Cash Balance 69,457 203,790 203,673 186,252 203,673 O� $0UTH,&t, d PEACE � a 1865 4,0UTft4 &t A10 BUILDING SERVICES P6AC6 ACCOMPLISHMENTS FROM 2013 1865 • Public hearings to expedite the processing of unsafe buildings • Improved transparency through public data portal and website • Community engagement with Code for America • Purchased an architectural scanner and scanned three years worth of plans along with all historical ABZA records starting in 1947 • Purchased iPads for inspectors and loaded with Building Codes and inspection forms. Began Beta testing in field BUILDING SERVICES (cont.) ACCOMPLISHMENTS FROM 2013 Started compiling database of all property parcels in St. Joseph County to reference by address Documentation of process flows Continued improvement of data collection and analysis protocols Maintained a positive cash reserve Cost savings through in- houses asbestos inspection training and streamlined publication process p� SpUTH eF� a PIAC6 1865 BUILDING SERVICES GOALS & CHALLENGES FOR 2014 • Complete integration of departments with appropriate cross - training to create a combined team focused on serving businesses and residents • Train staff with new IT technologies and work flows. • Clearly organize, analyze and archive data internally and for public use. 4,0UTft4 &t A10 P6AC6 'r a 1865 • Track and resolve issues with chronic problem properties • Scan all property record files into new database, linking property, ABZA and Code related files BUILDING SERVICES (cont.) GOALS &CHALLENGES FOR 2014 Configure and install 2nd Generation Building Permit Softwa re Begin electronic Plan Review Transform front office into electronic format for permitting and related issues Begin plan for cross - accessibility of property information including APRA related considerations Achieve a totally paperless office p� SpUTH eF� a PEACE � 1865 Building Services Key Performance Indicators (KPI) SOUTH h, a PIAC6 1865 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target Cash Reserve of 50% of budget GG Efficiency $580,000 $166,351 $186,000 $207,019 Red tags issued for code violations BE Effectiveness 0 27 22 20 Zoning Compliance- County & City GG Effectiveness 45% 28.5% 33% 35% Meetings with Customers on Codes GG Effectiveness 470 470 300 350 Permit fees over Operational Costs GG Efficiency $250,000 $76,975 $155,740 $58,595 Notification of Plan Reviews w /in 48 hrs. GG Efficiency 95% 83% 90% Violation Letters Sent ED Output 10,000 12,536 8,979 9,000 Properties Cleaned by the City ED Outcome 3,000 4,041 1,637 2,500 Properties Cleaned by Owner ED Outcome 4,000 6,318 1,692 3,500 Cost per Inspection GG Efficiency $45.25 $33.88 $37.66 Housing Inspections Performed ED Output 9,600 9,481 9,500 9,400 Structures Demolished ED Outcome 400 25 100 230 Cases Heard ED Output 1,050 1,051 1,050 1,050 Building Services Future Key Performance Indicators O�SpUTNBF� � O {� PCAC6 (KPI) 1865 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target Collections Rates by Violation GG Cost per Activity GG Chronic Nuisance properties: Total number, Resolutions, Landlords ED V &A Properties: Total number of vacant and abandoned lots - Maint. information: City, Owner ED Outcomes: Sale, Demolitions, Repair, Rehab ED Community Feedback ED Animal Care and Control ACCOMPLISHMENTS FROM 2013 Lower euthanasia numbers Improved relationships with area rescue organizations p� SpUTH eF� a PIAC6 1865 Community donations: Food, time, money, free spays /neuters from ABC Clinic Paired up with Mariah Covey DVM to provide in -house veterinary care to all animals at SBACC Partnering with Notre Dame undergraduate students to design, fundraise, and create a "Community Cat Room" at the shelter Positive media and social media presence Rebranding shelter with new logo and outdoor sign, creating a positive atmosphere and approachability to adopt a new companion Animal Care and Control GOALS &CHALLENGES FOR 2014 Continue improving numbers: euthanasia, RTO, rescue outcomes Improve adoptability of shelter animals, increase numbers of animals leaving facility Increase exposure of adoptable animals and shelter as a whole Develop educational community outreach programs Create a structured volunteer and intern program Provide education and training to staff Develop extensive SOP's and Policies Provide consistent Animal Law Enforcement throughout the city p� SpUTH eF� a PIAC6 1865 Animal Care &Control Key Performance Indicators (KPI) O� 5OUTH eF� a PIAC6 1865 Mayoral 2016 Long Actual (if Estimated (if 2014 Measure Goal Type Term Goal available) available) Target Companion Animal Euthanasia GG Outcome 45% 64% 55% 52% Animals All Adopted GG Outcome Adoptable 252 271 302 Animals Sent to Rescue GG Outcome 550 471 482 490 Companion Animal Intake GG Output 3,400 3,820 3,190 3,490