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Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Bob Risk, Chief Building Official
Jason Shrauger, Fire Chief
Chuck Winn, Assistant City Manager
SUBJECT: Building Inspection 3rd Quarter FY11 Update
January 1, 2011 – March 31, 2011
MEETING DATE: April 25, 2011
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Accept this report detailing the financial and workload position of
the Building Inspection Division for the quarter ending March 31, 2011.
BACKGROUND: Because of the difficulties with estimating Building Inspection revenues
and workloads, we committed to make quarterly reports regarding revenues, staffing levels and
operating costs within the department.
The following sections represent the FY11, 3rd Quarter.
A. REVENUES: Our total revenue for the 3rd quarter was $207,046.
In FY10, the monthly revenue average was $54,700 with actual monthly revenues ranging
between $33,250 and $87,500.
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The 3rd quarter of the fiscal year is still part of our normal seasonal slow period but permit
numbers and revenues generally begin to increase towards the end of the quarter in
preparation for the summer building season.
Third Quarter Monthly Revenues
January $55,151
February $32,049
March $119,846
Average Monthly Revenues: $69,015
B. EXPENDITURES: Our total expenditures for the 3rd Quarter were $181,087.
Third Quarter Expenditures
January $62,709
February $61,736
March $56,642
Average Monthly Expenditures: $60,362
Building Division Revenue/Expenditure Comparison
0
20,000
40,000
60,000
80,000
100,000
120,000
140,000
Revenues
Expenditures
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C. CASH RESERVE: The Administrative rules of Montana allow the building division to
maintain a “cash reserve fund” derived from building permit fees provided that the reserve
amount does not exceed the building division operating costs for a 12 month period. Our
estimate of the building division operating costs for FY11 is $788,553.
At the beginning of the 3rd quarter the Building Inspection Fund Cash Reserve was $643,402.
At the end of the 3rd quarter our Cash Reserve balance was $669,920 which is an increase of
$26,518. Our current Cash Reserve Fund balance represents about 85% of our FY2011
estimated Budget.
D. PERMIT ACTIVITY: 1208 new building permits.
Permit Type 1st QTR 2nd QTR 3rd QTR 4th QTR Yearly Totals
Building 1618 887 341 2846
Electrical 148 147 103 398
Plumb/Mech 171 162 156 489
Fire Systems 8 9 9 26
Demolition 6 3 4 13
Total Permits 1951 1208 613 3772
E. PLAN REVIEW: 227 completed plan reviews.
Permit Type 1st QTR 2nd QTR 3rd QTR 4th QTR Yearly Totals
Commercial 75 68 120 263
Residential 160 124 107 391
Total 235 192 227 654
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E. INSPECTION WORKLOAD: 2234 completed building inspections;
Average Daily Inspections (per inspector) Standard 15
January 15.81
February 12.17
March 11.64
Average inspections per day for the quarter- 13.20
F. CODE COMPLIANCE:
Activity 1st QTR 2nd QTR 3rd QTR 4th QTR
New Cases 16 21 16
Closed Cases 14 18 24
Ongoing Cases 7 16 13
Citizen Complaints 7 10 15
Stop Work Orders 53 34 26
Business License Inspections 54 113 161
Building Inspections 95 380 45
Office Back-up (hours) 310 104 26
H. STAFFING PLAN: At this time, the Building Division staff consists of the Chief Building
Official, 2 Plans Examiners, 3 Building Inspectors, 1 Code Compliance Officer, 1 Permit
Coordinator and 1 Permit Technician.
It’s been a busy quarter… in addition to the current building division administrative, plan review,
and inspection workload, staff has participated in ICC sponsored code training to help with our
familiarity and understanding of the newly adopted building codes. In addition, staff has
continued with our policy of in house cross training which will help us to maintain a flexible and
versatile building division team.
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Because of the projected increase in workload for our summer building season… especially in
the area of building inspections, we are in the process of re-evaluating some building division
procedures with the purpose of increasing efficiency rather than increasing personnel.
Also, we are currently in the process of remodeling the building division offices. The main
purpose of the remodel is to provide the minimum handicap accessibility features as required by
State and Federal law… but as a side benefit, the new office layout will allow us to greatly
improve our overall customer service by facilitating a more individualized and efficient
interaction between division staff and our customers.
Be on the lookout for your invitation to the Building Division office grand re-opening which will
occur sometime in May.
UNRESOLVED ISSUES: None.
ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: Our monthly revenues for the 3rd Quarter averaged $69,015 per month
and totaled $207,046 for the quarter.
Our monthly expenditures for the 3rd quarter averaged $60,362 per month and totaled $181,087
for the quarter.
The Building Division Reserve Fund balance at the end of the 3rd Quarter was $669,920 which
equals approximately 85% of our FY11 operating budget of $788,553.
Attachments: None
Report Compiled On: April 11, 2011
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