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Home My WebLink About6.a. Receive Quarterly Permit Counter Report Page 1 of 15 Item 6.a. CENTRAL SAN May 18, 2022 TO: REAL ESTATE, ENVIRONMENTAL AND PLANNING COMMITTEE FROM: DANA LAWSON, SENIOR ENGINEER DANEA GEMMELL, PLANNING AND DEVELOPMENT SERVICES DIVISION MANAGER REVIEWED BY: JEAN-MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES ROGER S. BAILEY, GENERAL MANAGER SUBJECT: RECEIVE QUARTERLY PERMIT COUNTER REPORT Please see the attached quarterly Permit Counter Report for January through March 2022. It also includes background information on the following: • How community needs have changed • I mpacts to Central San • What work we do • Why we remove encroachment verifications • Plan to improve turnaround times Staff will present the material during the meeting and answer any questions. Strategic Plan Tie-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service, Strategy 2—Maintain a positive reputation ATTACHMENTS: 1. Presentation May 18, 2022 REEP Committee Meeting Agenda Packet- Page 31 of 47 Page 2 of 15 PERMIT COUNTER _ Real Estate, Environmental and Planning Committee May 18, 2022 Danea Gemmell, Planning & Development Services Division Manager jDana Lawson, Senior Engineer Jq- HOW HAVE COMMUNITY DEVELOPMENT NEEDS CHANGED? May 18, 2022 REEP Committee Meeting Agenda Packet- Page 32 of 47 1 Page 3 of 15 STAFFING RELATIVELY FLAT OVER LAST 9-YEARS 9.000 WHILE ACTIVITY HAS INCREASED 9 8,000 County 8 Ordered Shutdown 7,000 Ma 7 202020 6,000 6 i i 5,000 5 i 4,000 0 4 3,000 '/ 3 Of 2,000 2 1,000 1 13-14 14-15 15-16 16-17 17-18 18-19 19-20 20-21 21-22 projected Applications processed Permits-issued —F Actual+Temp —*—Budgetted FTE(incl Supervisor) 3 HOW DOES THIS IMPACT CENTRAL SAN? � 4 May 18, 2022 REEP Committee Meeting Agenda Packet- Page 33 of 47 2 Page 4 of 15 STAFF WORKLOAD HAS INCREASED OVER 2.5 TIMES WITH INCREASED DEVELOPMENT 9,000 Annual County Applications 8,000 Ordered increased from Shutdown Mar-Jul 860 to 2,341 7,000 zozo per FTE 6,000 � 5,000 o� 4,000 = a fff n 3,000 a o a 2,000 1,000 13-14 14-15 15-16 16-17 17-18 18-19 19-20 20-21 21-22 Applications processed 2,581 3,044 3,124 5,496 6,419 7,443 6,402 7,768 8,193 (Applications per Permanent FTE 860 1,015 1,041 1,832 2,140 2,481 2,134 2,219 2,341 5 DEVELOPMENT ACTIVITY DETAIL FIVE-YEAR SUSTAINED PEAK TREND ■Sum of New Application: 9,000 Commercial Info Only* County Ordered 8,000 Shutdown ■Sum of New Application: Mar-Jul 2020 � Encroachment Verification* 7,000 I ■Sum of New Application: Mainline Permit 6,000 ES u rn of New Application: 5,000 Residential Repair 4,000 ■Sum of New Application: Residential 3,000 ■Sum of New Application: 21000 _ Commercial Repair Permit 1,000 ■Sum of New Application: Commercial Permit 17-18 18-19 19-20 20-21 21-22 ■Sum of Existing Application/ Projected Permit actions 6 May 18, 2022 REEP Committee Meeting Agenda Packet- Page 34 of 47 3 Page 5 of 15 Annual Encroachment Verifications PLAN REVIEW 2500 Sustained Five-Year Peak Period SUBMITTALS ;Soo 00 500 0 17-18 18-19 19-20 2D-21 21-22 projected 300 . 250 200 ■Denied at intake ■Revision by outside Agency 150 ■Commercial ■New Residential(s)and Permits 100 ■Encroachment Verifications 50 0 Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22 Apr-22 ' 7 CENTRALSAINE PLAN REVIEW QUEUE ESTIMATE OF STAFF HOURS,AS OF APRIL 28 200 180 160 140 120 100 80 60 40 20 Commercial Encroachment New Residential(s) Revisions by Outside Verifications and Permits Agency or Others Current 15-25 15-25 15-25 10 (business days) Target 10-15 5 5 single-homes 5 (bu:me::aay:) 10-15 subdivision 'resulting permits are issued same day when Contractor is ready 8 CENTRALSAN May 18, 2022 REEP Committee Meeting Agenda Packet- Page 35 of 47 4 Page 6 of 15 WHAT WORK DO WE DO? l 9 CENTRALSAN SURVEY SHOWS CENTRAL SAN CONTINUES TO PROVIDE HIGH LEVEL OF CUSTOMER SERVICE OtherPublicAccess Hours Central San Yes Mon.-Fri.8-5 No 45 Contra Costa Mon.-Thurs.7:30-5;Fri Electronic Submittals County No 7:30-4 No 42.5 Only San Ramon No Mon.-Fri.8:30-5 No 42.5 By Appointment Clayton Yes Mon.-Fri.9-5 No 40 Mon.-Wed.8:30-5; Pleasant Hill Yes Thurs.8:30-6;Fri.8-1 Yes 40 By Appointment;Kiosk Walnut Creek No Mon.-Thurs.8-5 Yes 36 By Appointment Concord Yes Mon.-Fri.8-noon and 1-4 Yes 35 Mon.-Fri.9-noon and 1- 5; Closed Alternating Moraga No Fri. Yes 31.5 Mon.-Thurs.8:30-noon and 1-3:30;Fri.8:30- Danville Yes noon Yes 27.5 Martinez No Mon.-Fri.10-2 Yes 20 Virtual Service Mon.— Tues./Thurs.9-11 and 1- Thurs.;Closed Fri.for Lafayette Yes 3 Yes 8 new inquiries Electronic Submittals 10 Orinda No Closed Yes 0 Only May 18, 2022 REEP Committee Meeting Agenda Packet- Page 36 of 47 5 Page 7 of 15 CENTRAL SAN PERMIT TYPES Commercial r— U Alteration for CL Building Plan diary 0 Locate sewer Str�cture CC' Encroachment Inspection Real Property =3 Relocation Permit CT Extension Agreement CENTRALSAN TYPICAL HOMEOWNER PROJECT CENTRALSAN.CRG C d �Q' Qp Phi CY��pC c • �� 4G FI *This does not include repair permits which do not require plan reviews _ iz May 18, 2022 REEP Committee Meeting Agenda Packet- Page 37 of 47 6 Page 8 of 15 TYPICAL DEVELOPER OR COMMERCIAL PROJECT CENTRALSAN.CRG 3 3' paQ A ,� CO• C•• C�• G 139 �i *This does not include repair permits which do not require plan reviews 13 WHY DO WE REVIEW ENCROACHMENT VERIFICATIONS? ' 14 May 18, 2022 REEP Committee Meeting Agenda Packet- Page 38 of 47 Page 9 of 15 ENCROACHMENT VERIFICATIONS WHAT ITEMS ARE REVIEWED Encroachment Outstanding Engineering Required Verification Issues Review Permits • proposed • on sewer billing? • potential conflicts • cleanout or side encroachments • open applications with the property sewer relocation must be removed or enforcement? owner's sewer • cap/reconnect for from plans open sewer- lateral major remodels • resolve existing work permits • additional burden or demolitions, encroachments unresolved to the system required per CA encroachments (e.g ADU) Plumbing Code • unpermitted • inappropriate • alterations(e.g. sewer work connections to outdoor sink, • outstanding fees the sewer addition) • no adverse impact to existing sewer mains 15 CENTRALSAN WHY REVIEW PLANS FOR 571 miles of sewer pipem sements .'our 1,540 —- CENTRAL SAN May 18, 2022 REEP Committee Meeting Agenda Packet- Page 39 of 47 8 Page 10 of 15 ENCROACHMENT EXAMPLE 17 CENTRALSAN ENCROACHMENT ■ LE San Miguel Capital Project Switching Renovation Method from Pipe Bursting($220/LF)to HDD($450/LF) $60,000 Geotechnical Investigation for HDD Feasibility $27,000 Staff Time with Additional Design/ROW Easement Exchange $40,000 Total Cost Increase for Encroachment $127,000 garage garage rtr, S de sewer home CENTRALSAN r � is May 18, 2022 REEP Committee Meeting Agenda Packet- Page 40 of 47 9 Page 11 of 15 RESOLUTION OF ' •A REMOVE FROM PLANS OR EXECUTE REAL PROPERTY AGREEMENT In 2021, real property agreements were executed for: I UFT • 16 with existing encroachments • 10 with proposed encroachments' Notes: 1. Proposed encroachments that were authorized included: paver patios, solar canopies with sufficient clearance. 2. The number of plans rejected until proposed encroachments were deleted was not quantified; typically, where structures obstructed CSO's access to the sewer pipe or manholes. 19 CENTRALSAN ENGINEERING REVIEw EXAMPLE • Undetected overflow since ., deck being built over No%eFft overflow protection device I7 z2 wY�.le1.1 •"Clean-up" claim ~�'•° *� . 1� �,� approximately $2,000 —_ _ V` N5l lnawiy~'e}�'�IIrYVIit ft-x LCAMf1O 415�Aid{T9 r..+��s.sll��w�,u.w.rnu.sio rgrl sl.aev.w ` 20 CENTRALSAN May 18, 2022 REEP Committee Meeting Agenda Packet- Page 41 of 47 10 Page 12 of 15 ENGINEERING REVIEW EXAMPLE -Central San review would have rejected the encroachments and required a Side Sewer Repair/Alteration Permit for relocation of the home's side sewer San Miguel ABANDON APfROx1MATE!r 4521 !F or X 6"VC 55 a SEE NOTE 5 iu� "'A NE CENTRALSAN How WE WILL MEET INCREASED COMMUNITY DEVELOPMENT NEEDS 22 May 18, 2022 REEP Committee Meeting Agenda Packet- Page 42 of 47 11 Page 13 of 15 STAFFING RELATIVELY FLAT OVER LAST 9-YEARS 9.000 WHILE ACTIVITY HAS INCREASED 9 8,000 County 8 Ordered Shutdown 7,000 Ma 7 202020 6,000 6 i i 5,000 5 i 4,000 0 4 3,000 '/ 3 Of 2,000 2 1,000 1 13-14 14-15 15-16 16-17 17-18 18-19 19-20 20-21 21-22 projected Applications processed Permits-issued —F Actual+Temp —*—Budgetted FTE(incl Supervisor) 23 PERMIT COUNTER WORKGROUP 5 PERMANENT STAFF • 1 Development Services Supervisor • 1 Lead Engineering Assistant (Vacant) • 3 Engineering Assistants (EA) • Permit Counter Duties: process applications; issue sewer work permits; plan review; assist customers in- person, by phone, or email with applications, permits, requests for information and fee quotes • Recently Added Duties: mainline sewer extensions, sewer service billing, permitting software "early adopter" ` 24 CENTRALSAN May 18, 2022 REEP Committee Meeting Agenda Packet- Page 43 of 47 12 Page 14 of 15 TEMPORARY ASSISTANCE ADDED TO MEET PEAK DEMAND AND VACANCY 1.25 FULL-TIME EQUIVALENTS (FTE) SINCE JULY 2021 2.75 FTE ADDED RECENTLY Borrowed EA Ills 1 Administrative Assistant 0.25 from Financial Planning 0.5 EA I (since July 2021) (since July 2021) (started April 4,2022) 1 Engineering Assistant 1 0.25 from Capital Projects 0.5 EA I (since March 2022) (since December 2021) (starting May 2,2022) 0.5 EA I (starting May 2,2022) �f U _ 25 CENTRALSAN COMMUNITY DEVELOPMENT SERVICE TARGETS AUGUST 2022 New Revisions by Commercial Encroachment Residential(s) Outside Verifications and Permits Agencies or Others Current 15-25 bd 15-25 bd 15-25 bd 10 bd Target: 5 bd August 10-15 bd 5 bd single-homes 5 bd 2022 10-15 bd subdivision bd=business days ` 26 CENTRALSAN May 18, 2022 REEP Committee Meeting Agenda Packet- Page 44 of 47 13 Page 15 of 15 QUESTIONS/DISCUSSION 27 CENTRALSAN May 18, 2022 REEP Committee Meeting Agenda Packet- Page 45 of 47 14