Development Services Review. Final Report. Zucker July 2016

Table 6 Building Division Staff FY10/11 to FY14/15

Building Division

FY 10/11

FY 11/12

FY 12/13

FY 13/14

FY 14/15

FY 15/16

Building Inspector Code Enforcement

2 1 0 0

2 1 0 0

2 1

3 1

3.5

4.5

1

1

Fire Inspector Plan Examiner

.5

.5

.5

.5

0

0

0

0 2

Development Services Tech Building Official Municipal Services Assistant

2

2

2

2

2

1

1

1

1

1

1 1

0

.5

.5

.5

.5

City Geologist

1 7

1

1 8

1 9

1

1

Total FTE’s % Change

7.5

9.5

11

0%

+7%

+13%

+6%

+16%

The process of quantifying the resources necessary to meet a specific service demand requires a level of personnel time tracking that does not currently exist in Morgan Hill. Management is left to make broad assumptions that staff is working at its capacity, while maintaining appropriate quality control, and faced with the result that the desired performance standards are not being met, must conclude that more staff is needed. Thus, an incremental approach is adopted that adds staff and subsequently measures the resultant impact on the desired performance standard. A review of the historical staffing levels for the Building Division (see Table 6) would support the idea that this approach is being utilized. It should be noted that the Building Official has taken a cautious approach, consistent with the City philosophy of avoiding the need for future layoffs, by augmenting staff resources through a combination of overtime and full-time, part-time and contract staff. However, the fact that customers have occasionally needed to wait us much as two weeks to receive an inspection suggests that these measures are being initiated too late in the process to meet customer needs. The process should continue to be utilized, but the threshold for initiating the measures needs to be much earlier, well before excessive delays are experienced. Integrating the inspection module with the new TRAKiT system, along with its real-time reporting capabilities, should give the Building Official and Building Inspector Supervisor earlier notification of the potential for delayed inspections. 52. Recommendation: The Building Official should continue to adjust staffing levels to meet service demands by employing a combination of overtime and full-time, part-time and contract staff. This should be completed as soon as possible to meet performance standards and customer expectations.

Morgan Hill, California

56

Zucker Systems