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Home My WebLink AboutI3. 2015 Budget Hearing Session 6: Building, Code Enforcement & Animal Care Presentations 09-10-149/10/2014 Budget Session VI .Y Today's Agenda • Building Department • Code Enforcement • Animal Care & Control Building Department Building Department`_ Budget Summary & Staffing Changes • Revenue— $1,085,899.00 -projected reduction of 6.3% of 2014 • Expenditures — $1,083,799.00 - reduction of 14.9% of 2014 • Possibility of fee increase if revenue 15T quarter is flat Building Department 2014 Accomplishments • Community Outreach — Minority Health Coalition — met with community reps regarding building and zoning procedures. Gave overview of how /why zoning is established and the interaction of the Building Department with Area Plan and Community Investment. • Two new hires — Administrative Assistant and Permit Secretary — replacement for retirement and open position — one cross - trained in fiscal duties; the other with a computer background to aid in office training and troubleshooting. • Almost all bookkeeping is now tied to the permit system. Quarterly reports at the push of a button. Real time reporting on daily, monthly and yearly balances compared to previous two years. • Developed Wad electronic mileage log — figures mileage automatically and tallies to separate categories for inspections, mileage and commuting. • Completed the integration of field and office software for real -time data transfer of permits, inspections, plan review and certificates of occupancy. 9/10/2014 K Building Department 2015 Goals & Challenges • Maintain fiscal duties through the use of a pilot program "team" approach • Find a solution to the Archives mandate of saving hard copies of certain documents. This flies in the face of our goal of obtaining a paperless office. • Create a verifiable method of tracking processing time for permits in order to use for KPI study • Make as many office procedures as possible easily cross - trained through the use of computerized manuals • Continue Community Outreach Department Name 2%, " " " %q • Key Performance Indicators 2016 2013 2014 Mayoral LonglTerm Actual Estimated 2015 Measure Goal Type Goal (iflbvailable) (iflbvailable) Target Permit Fees/ Operational Costs GG Efficiency $155,727 ($52,107) ($114,520) $1,481 Cost/inspection GG Effectiveness $40.00 $35.00 $41.50 $41.00 9/10/2014 3 Department of Code Enforcement Code Enforcement Budget Summary & Staffing Changes Context: 41.62 miz 48,825 Parcels 47,834 Structures Total Request: $2,378,996 Key items • Personnel ($1,022,814) • Abatement • Illegal Dumping ($488,473) • Grass ($174,600) HR • Permanent Position: Data Analyst • All other positions remain the same Cost Savings and Revenue • Mobile technology • Accela implementation • Collections • Tickets • Civil Penalties • Invoices 9/10/2014 2 Code Enforcement 2014 Accomplishments HR • Key Hires • Protocols, Expectations and Training Infrastructure (SB Stat, IT, Legal) • IT • Mobile application and iPads • Accela implementation Data • Breaking down silos of information • Sharepoint Workflows Ordinance Enforcement • V &A Property Registration • Billing and Collections Cost savings: AmeriCorps, Clover pilot, in -house asbestos sampling, Blanket Purchase Agreements f F _ i N Code Enforcement 2014 Accomplishments Outcomes • Current V &A Outcomes • 586 Properties Addressed • 75% (396 properties) are repaired or demolished • 25% (133 properties) are awaiting demolition /d eco n st r u ct i o n • V &A Hearings • 85 %of V &A properties added in 2013 (1,048 of 1,241 properties) have had at least 1 housing hearing • 69% of properties privately repaired /demolished went through hearing process • V &A Demo Affirmed • 2013 -82 %of affirmed properties are currently being addressed* • 2014 -35 %of affirmed properties are currently being addressed* - we anticipate addressing another —120 properties through demolition bid opening at the end of the year (increasing percent addressed up to 99% based on number of current demolition orders) • Significant Decrease in Average Days Housing Violations Active 2013-112 • 2014 — 54 (52% decrease) • Environmental Citations Compliance Rate is 36% • Revenue *includes: demolished, repaired, bid awarded, BE P, Repair Orders /Agreements, holds, owner to demolish dggk J *O c T ,lyfiA SFp ate, Photo: Abandoned house before rehabilitation Photo: Home after rehabilitation 9/10/2014 fy Code Enforcement 2015 Goals & Challenges SBStat Strategy Effectiveness Efficiency Mobility Standardization Projects Permanent • Mobility — iPads Case Management — Accela Document Management — SharePoint — DIMS solution • SOPS 4 Outcome Driven — Environmental — Housing City Wide • Mobility • Mobile Device Management • OpenData & Data Driven Community Engagement • Document Management • SharePoint • DIMS solution .,/Ilt.lA.1f J FO c T Data & Automation Temporary • Collector App • SharePoint— Housing(list app) ,f1tiA SFF O Timeline 1 1.8.2013 - 12.24.2013 12.31.2013 - 3.12.2014 3.12.2014 - 8.15.2014 8.15.2014 - 8.29.2014 Needs Assessment Drafting Plan Negotiation with Vendor Preparation 3/12/2014 Strategy Document 12/1/2013 111/2014 2/1/2014 3/1/2014 4/1/2014 5/1/2014 6/1/2014 7/1/2714 8/1/2014 11/812013 8/29/2014 4.19.2014 5.29.2014 enFocus Sort enFocus Sort 800 Folder Sorted and Audited ® 1 12/1/2013 1/1/2014 2/1/2014 3/1/2014 4/1/2014 5/1/2014 6/1/2014 71112014 8/1/2014 11/8/2013 7.2.2014 8/29/2014 Launch Pilot 12/1/2013 1/1/2014 2/1/2014 3/1/2014 4/1/2014 5/1/2014 6/1/2014 7/1/2014 8/1/2014 11/8/2013 8/29/2014 t�J L /�nt_v VV'mte It /�nt4 3 /tJ�nte d /tJ�nt4 511 N.to I/,.nin 1118/2013 29/2'J14 9/10/2014 1.1 ROI 2.5% $1,465,635.69 e 5% 685% 710% 700% 513% e 1.10 Benefits • HigherRompliance3vith2he[3Lode • Less time processing data 4 More time assuring quality and analyzing data • More transparency and processlitontrol" More value to the residents • Paper & Confusion 4 Digital Data & Assurance (Code is becoming a broker of reliable information to other departments) • Code is leading the way for infrastructural improvements in the city: • Technology: Mobility, Document Management, Service Oriented Architecture • Data: Land Management Code Enforcement `W Key Performance Indicators 2016 2013 2014 Monthly0 Mayoral Long[Term Actual Current 2015 Measure Goal Type Goal iflbvailable asntbfB /17 Target # of houses going on scant /abandoned list GG Effectiveness 0 1045 15 325 • of AR $ collected BE Efficiency 25% N/A 32% 20% %of environmental issues leaned by owner GG Effectiveness 70% N/A 28% 60% % of housing issues repaired by caner GG Effectiveness 65% N/A 53% 55% 9/10/2014 7 South Bend Animal Care and Control SOUTH BEND ANIMAL CARE AND CONTROL Animal Care & Control " " " Budget Summary & Staffing Changes Keylkxpenditures. Salary and Benefits, Institutional and Medical, Cremation Services Reclassified some accounts to better fit the needs of SBACC and the citizens and animals we serve. • Veterinary Expense: $46,000 to $10,000 • Redistributed to other applicable and specific accounts. (Cremation services) • Much of the costs are donated at this time. • Better management of resources in 2014, going into 2015. • Institutional and Medical: $34,000 to $17,000 • Redistributed to other applicable and specific accounts. • Better management of resources in 2014, going into 2015. 2% increase in payroll. Comparable overall budget for 2015 from 2014. 9 —FTE, 1 —PTE, 1 —.5 FTE —1.. 9/10/2014 Animal Care & Control 2014 Accomplishments • Ordinance.Wass and begin to implement a total re -write of Chapter 5. • Public3telations.Igignificantly improved overall image of South Bend's Animal Care and Control Division to the citizens of the city by increasing volunteer participation, community outreach, and public perception. Consequently, rescue outcomes have increased in 2014 by 32 %, allowing more lives to be saved. • Tech noloey.®mplemented technology to improve efficiency for Animal Control Officers in the field and improve enforcement and call dispatch. • DonationsJUtilized donation funds to provide SBACC Shelter with additional technology as well as an outdoor canine adoption center play yard and a new community cat room, increasing adoptions by 12.4% in 6 months. • Donations. ®n 2014, with the help of local animal rescue PetRefuge, we secured $34,000 in donated spays and neuters of adoptable shelter animals through private partnerships with veterinary clinics in the community— ensuring that every animal at SBACC leaves the adoption center altered and no longer contributing to the overpopulation of pets in the community. • Grants.18ecured a grant through NACA (National Animal Control Association) and ASPCA for $1,500 to equip each Animal Control Officer with balystics vests. Animal Care & Control 2015 Goals & Challenges • Track citizen complaints with better accuracy through mobile system, enabling better tracking and follow -up of citizen animal complaints. • Continue streamlining internal SOP's to reflect progress. • Continue to address bite cases in the community through education and outreach in aggressive campaigns and continuous positive media attention. • Continue moving revenue streams forward by launching the online pet licensing option — enabling residents to license their pets at their convenience. Launch satellite pet licensing options at library branches, community centers, veterinary clinics, and other local animal rescues. Outreach to underserved community of South Bend. • Continue positive rescue outreach efforts with private entities to relieve strain on animal capacity at shelter and set goals for future relationships and community efforts. • Continue relationship with volunteer veterinarian, Mariah Covey D.V.M., and reach out to other area vets. Build efforts towards spaying and neutering animals in house through volunteer public /private partnerships. • Focus of NACA Certification training (or comparable training) for all officers up to Level 1 certification. __�L_ 9/10/2014 Animal Care & Control Key Performance Indicators 2016 2013 2014 Mayoral Long[Term Actual Estimated 2015 Measure Goal Type Goal (iftbvailable) (iflbvailable) Target Volunteer Hours BE Efficiency 4,000 hrs. Unknown 2,581 hrs. 3,000 hrs. Adoptions ED Outcome 425 257 289 340 Rescue /Rehab, Transfer Out (Domestic and Wildlife) GG Outcome 675 391 517 590 Pets Returned Home BE Output 500 342 390 450 Bite Cases Serviced by SBACC (Cats, Dogs, Wildlife) GG Output 100 Unknown 202 150 9/10/2014 all