Consider Authorization to Hire a Building Inspection Intern

Building Permit levels have consumed existing staffing and contracted service levels to the point where Staff cannot address non-permit administrative tasks without impacting response times to an unacceptable level. Staff is seeking a more cost-effective solution to addressing entry-level, routine administrative needs.

One such administrative task is the administration of the Subsurface Sewage Treatment Systems (SSTS). Per Minnesota Rule 7800, these private septic systems must be visually checked for evidence of leaks and measure and/or remove certain accumulations no less than once every three (3) years. The purpose of this provision is to ensure that systems are adequately maintained and do not pose a threat to public safety, water supplies, and soil conditions. The City has additional background on-line at www.cityoframsey.com/septic.

The City has over 4,200 private septic systems that the City is responsible for ensuring compliance with Minnesota Rules 7800. In conjunction with current permit levels and the number of systems that must be monitored, Staff does not have the capacity with existing staffing levels to even begin the process for 2013. In order to remain in compliance with Minnesota Rules, Staff is seeking authorization to recruit a temporary Building Inspection Intern.

No notification is required.

The current fee for a Septic Pumping Permit is $10. Based on a cursory review, this rate does not cover all City costs associated with administering the program. The City incurs cost related to software, database administration, mailing, follow up, and data entry. There is also other costs including soft costs, overhead, IT, human resources, finance, etc. True costs to the City are likely closer to $30 per permit. Staff is recommending that the City Council amend the 2013 Rates and Fees to change the Septic Pumping Permit to $20. The rate has not changed since circa 2005/2005. Based on 2012 permits, that would bring a potential for an additional $15,000 that could be used as revenue for the Building Inspection Intern. A separate case has been prepared to introduce an ordinance to amend the 2013 Rates and Fees related to Septic Pumping Permits.

This program is guided by Minnesota Statute and Minnesota Rules. If the City Council feels that the current arrangement or standards are not consistent with our vision, values, and goals, then Staff would recommend that the City Council work with the Minnesota Pollution Control Agency (MPCA) to review other alternatives. This would be a legislative issue that applies statewide.

Alternatives

Alternative #1 - Recruit a Temporary Building Inspections Intern. Staff recommends that the City Council authorize Staff to recruit for a Building Inspections Intern to assist with administrative tasks. The current workload of permit-related activities has stretched the department's capabilities to complete routine administrative tasks in a timely manner. This would be a temporary position that hours would be dependent upon permit levels and need. This recommendation would be contingent on amending the 2013 Rates and Fees.

Alternative #2 - Do not Recruit a Temporary Intern. This alternative is not recommended. Staff will continue to fall behind in data entry and administrative tasks, especially in terms of administration of Minnesota Rules 7800 (septic systems). Over the past three (3) years, the City has already struggled to keep up with administering the program, and recently upgraded its software system to assist.

Note: Staff has become aware of a number of grant and third-party funding sources that may be available to assist the City in 2014. These opportunities may help to ease the burden of the City, and could be part of an analysis at the end of the year as to the effectiveness of the delivery and administration of this service by the City.

Staff recommends that the City Council authorize Staff to recruit and hire a temporary Building Inspection Intern from the existing Intern pool, or if necessary, conduct a new recruitment; the hiring range is $9.00 to $11.00 per hour, D.O.Q. 

Funding for the position would be provided by revenue generated by Building Permits. Staff recommends that the rate for the Septic Pumping Permit be adjusted as noted above.

Motion to recommend that the City Council authorize Staff to recruit and hire a temporary Building Inspection Intern from the existing Intern pool, or if necessary, conduct a new recruitment; the hiring range is $9.00 to $11.00 per hour, D.O.Q.