HomeMy WebLinkAboutBuilding Division Fourth Quarter Fiscal Year 2013 ReportPage | 1
`
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Bob Risk, Chief Building Official
Wendy Thomas, Director of Community Development
SUBJECT: Building Division 4th Quarter FY13 Update
April 1, 2013 – June 30, 2013
MEETING DATE: August 5, 2013
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Accept this report detailing the financial and workload position of
the Building Division for the quarter ending June 30, 2013.
BACKGROUND: To keep the City Commission and the City Administration informed
regarding the Building Division revenues and workloads we committed to make quarterly reports
regarding revenues, staffing levels and operating costs within the department.
The following sections represent the FY13 4th Quarter.
Note: Bold/Italicized/Underlined text also represents the FY13 year end numbers.
A. REVENUE: Our total revenue for the 4th quarter was $449,081.
Fourth Quarter Monthly Revenues
April $140,565
May $189,047
June $119,469
Average Monthly Revenues: $149,694
65
Page | 2
B. EXPENDITURES: Our total expenditures for the 4th Quarter were $528,506
Fourth Quarter Expenditures
April $94,997
May $95,997
June $337,512
Average Monthly Expenditures: $176,168
For Fiscal Year 2013, our total revenue amount equaled $1,326,797 and our total expenditure
amount equaled $1,181,005. Note: Approximately $227,000 of our June, FY13 expenditures
were for technological upgrades. (Computer software and hardware)
Building Division Revenue/Expenditure Comparison- FY13/FY12
FY 2013
FY 2012
0
20,000
40,000
60,000
80,000
100,000
120,000
140,000
160,000
180,000
Revenues
Expenditures
20,000
40,000
60,000
80,000
100,000
120,000
140,000
160,000
180,000
Revenues
Expenditures
66
Page | 3
4th Quarter Budget Status - 100% of Year Lapsed, 0% Remains
Budget Spent Amount Remaining Percent Remaining
Personnel $731,428 ($713,615) $17,813 2.4%
Operating $155,188 ($240,603) ($85,415) -55.0%
CIP $132,500 ($226,788) ($94,288) -
Total $1,019,116 ($1,181,005) ($161,890) -15.8%
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.
At the beginning of the fiscal year the Building Inspection Fund Cash Reserve was
$1,005,484. At the end of the fiscal year the Cash Reserve Balance was $1,151,276 which is
an overall increase for the year of $145,792 or 12%. Our current Cash Reserve Fund
balance of $1,151,276 represents about 85% of our adjusted FY14 Budget Request of
$1,356,763.
D. PERMIT ACTIVITY: Permits for New Construction, Tenant Improvements, Remodels, etc.
Permit Type 1st QTR 2nd QTR 3rd QTR 4th QTR Yearly Totals
Building 503 345 240 341 1429
Electrical 230 187 195 269 881
Plumb/Mech 314 274 282 343 1213
Fire Systems 4 24 14 5 47
Demolition 12 10 7 12 41
Total Permits 1063 840 738 853 3611
E. PLAN REVIEW: Completed Plan Reviews.
Permit Type 1st QTR 2nd QTR 3rd QTR 4th QTR Yearly Totals
Commercial 184 129 126 184 623
Residential 251 243 221 385 1100
Total 435 372 347 569 1723
67
Page | 4
F. BUILDING INSPECTION: Completed Building Inspections;
Average Daily Inspections (per inspector) Standard 15
April 17.39
May 20.51
June 19.45
Average inspections per day for the quarter 19.12
The total number of completed inspections for FY13 was 18,627
G. STAFFING: At this time, the Building Division staff consists of the Chief Building Official,
2 Plans Examiners, 5 Building Inspectors, 1 Fire/Building Inspector, 2 Building Permit
Coordinators and 1 Temp Permit Technician. We are currently recruiting to fill a vacant Code
Compliance Officer Position.
H. STATE OF THE DIVISION: Construction remained steady throughout FY13 and new
housing starts along with consistent commercial building activity kept staff extremely busy.
To meet the current and projected division workload we filled several vacant staff positions
by hiring one Building Inspector, two Building Permit Coordinators and one Temporary
Building Permit Technician.
I. As part of our continuing effort to improve our already excellent customer service, we’ve
expanded our general services to include flexible pre-development, pre-construction
consultation for small and medium size projects. This service has proved to be extremely
valuable to homeowners and one-time/single project building permit applicants.
We are also implementing new software programs that will give our customers direct online
access to our permit management software allowing them to: check their permit application
status, request building inspections, check building inspection results, and facilitate online
building permit application submittals and electronic plan review. This program will go live
in August. The local building community has told staff this will be a tremendous improvement
for them and the inspection process.
After extensive research and planning we are implementing new computer software that will
simplify our inspection scheduling process and allow the building inspectors to document
their inspection results while in the field. The time savings benefit from the new software
68
Page | 5
should allow each inspector to complete one or two additional inspections during the work
day. In addition, the new software will help to provide consistency and improve our
inspection documentation. This program will go live in October.
This winter we will launch our Electronic Plan Review Program that will allow our customers
to make electronic plan submittals during the initial application process and to also submit
electronic revisions during the plan review process and, if necessary, during construction. This
program will save our customers time and money during the permit application and approval
process. In addition, it will also increase the efficiency and effectiveness of the building
division plan review staff.
We are about to enter a new code cycle based on the 2012 International Building Codes. In
preparation for the upcoming code changes, we are beginning to plan our Third Annual
Winter Training Program which will be open to anyone who is interested, including all COB
employees, building departments from other jurisdictions, contractors, design professionals
and homeowners.
For the year ahead, the building division staff will continue to make customer service our top
priority. We are anticipating that FY14 will be busy, much like the previous year. As we begin
the new 2014 fiscal year, we are all looking forward to the opportunities and challenges the
new year will bring.
UNRESOLVED ISSUES: None.
ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: Our monthly revenue for the 4th Quarter averaged $146,694 per month
and totaled $449,081 for the quarter.
Our monthly expenditures for the 4th quarter averaged $149,694 per month and totaled $528,506
for the quarter.
Our total revenue for FY13 was $1,326,797.
Our total expenditures for FY13 were $1,181,005.
The Building Division Reserve Fund balance at the end of the 4th Quarter was $1,151,276
which equals approximately 85% of our adjusted FY14 Budget Request of $1,356,763.
Attachments: None
Report Compiled On: July 10, 2013
69