HomeMy WebLinkAbout2011 05 09 Informational 102 Inspection Process Update
CITY
COMMISSION AGENDA
CONSENT
X
INFORMATIONAL
ITEM 102
PUBLIC HEARING
REGULAR
MGR /DEPT
May 9, 2011
Meeting
Authorization
REQUEST: The Community Development Department, Building Division is providing information
to the City Commission on the current status of the permit inspection efforts.
SYNOPSIS:
The building department receives requests for and performs an average of 23.6 inspections per
day/per inspector. This number represents 148% of the number of inspections considered to
be a reasonable workload for an inspector by the Insurance Services Organization (ISO).
The ISO is the organization that rates the City every three (3) years in order to determine the
rate structure for residential flood and property insurance. Each inspection is unique and
certain inspections require more time than others. Almost every individual or contractor that
requests an inspection would like to know what time the inspector will be on site. Staff is
making every effort to accommodate these requests within the framework of the current
divisional capabilities.
CONSIDERATIONS
Inspections requests can be made up to 4:00 PM the working day prior to the day of the inspection. Requests
for an AM or PM inspection are encouraged and are considered when scheduling the daily workload for the
inspectors. Any person needing a more specific appointment is instructed to contact the Building Official or
Inspector the day of the inspection between 7:30 & 8:00 am.
The inspectors create their route based on emergencies, weather considerations, customers’ needs, and
requests. Examples of criteria use to determine route priority include, but are not limited to, the following:
Emergency
- a structure damaged by a fire, weather event or other means. Some repairs require
power to be turned off at a building and cannot be returned to service until inspected and released by
the building department.
Weather
- roof or walls exposed and vulnerable to inclement weather, pools next to structures and
foundations open and awaiting being poured.
Customers Needs
– Taking time off from work, doctors appointments, picking children up from
school and work evenings.
Requests
– AM, PM, first AM and last PM.
Inspections not requested in accordance with the City’s standard procedure but which represent an
emergency or weather need as detailed above are worked into the schedule by either the inspector or
the Building Official such that the inspection is done the same day it was requested. These
unexpected requests are an almost daily occurrence.
May 9, 2011
Informational Item 102
Page2 of 2
The building department takes seriously its responsibility and the service it provides to the citizens of the
City of Winter Springs. Staff understands that homeowners taking time off from work may lose wages.
Weather damage caused to exposed roofs and walls can cause financial harm to homeowners and contractors.
Foundations and pools washed out by rain can cause delays and possible settling damage to structures in
close proximity. A common industry practice is to “roll” or delay inspections to the next day or two in order
to accommodate a heavy workload, The City of Winter Springs very rarely rolls an inspection and, when this
action is necessary, the affected parties are contacted in advance to arrange a mutually acceptable schedule
for the next day.
Staff strives to perform all inspection requests in a way that best serves the interests of all citizens of the city.
Staff also recognizes that we cannot schedule appointments for every inspection request. Simply taking time
to answer questions and make suggestions at one inspection can alter the best planned schedule.
Recognizing this fact, it has been staff’s experience that communication in addition to the best efforts at
promptness makes for a happy customer. In most cases a person requesting an inspection will have no
problem working with the department when time is taken to notify and explain why staff may not be able to
meet the requested time for an inspection. If the circumstance is such that the citizen cannot change their
request, staff will find a way to accommodate these unalterable situations.
FISCAL IMPACT:
This agenda item has no specific fiscal impact to the City; however, increased efforts on the part of current
staff allow the building division to provide a high level of service with a minimum number of personnel.
COMMUNICATION EFFORTS:
This Agenda Item Has Been Electronically Forwarded To The Mayor And City Commission, City Manager,
City Attorney/Staff, And All eAlert/eCitizen Recipients; And Is Available On The City’s Website,
LaserFiche, And The City’s Server. Additionally, Portions Of This Agenda Item Are Typed Verbatim On
The Respective Meeting Agenda Which Has Also Been Electronically Forwarded To The Individuals Noted
Above; And Which Is Also Available On The City’s Website, LaserFiche, And The City’s Server; Has Been
Sent To City Staff, Media/Press Representatives Who Have Requested Agendas/Agenda Item Information,
Homeowner’s Associations/Representatives On File With The City, And All Individuals Who Have
Requested Such Information; And Has Been Posted Outside City Hall; Posted Inside City Hall With
Additional Copies Available For The General Public; And Posted At Five (5) Different Locations Around
The City. This Agenda Item Is Also Available To Any New Individual Requestors. City Staff Is Always
Willing To Discuss This Or Any Agenda Item With Any Interested Individuals.
All permit applicants are given information pertaining to the scheduling of inspections at the time the permit
is issued. A business card is issued with information about scheduling inspections. The telephone inspection
line also has verbal information about scheduling inspections and what to do if the applicant needs a specific
time or has an emergency situation. Information about electronic inspection requests is also on the City’s
website.
RECOMMENDATION:
The City Commission is being asked to review and accept the information in this
agenda item.
ATTACHMENTS:
None