BUILDING DEPARTMENT 2018 YEAR END -REPORT-
2018 Awards & Recognitions Tony Tomasin was appointed 1st vice president and educational committee chairperson for the Reciprocal Electrical Counsel Inc (RECI) and board member of the Michigan Association of Electrical Inspectors. He was also appointed to the National Electric Code (NEC) Code Making Panel 13 NFPA 70 that reviews the next cycle of code changes. Jack Sage was named “Officer of the year” by the American Association of Code Enforcement. 2
2018 Awards & Recognitions Tim Hollis was appointed Vice President of the Oakland County Building Officials Association. Mark Artinian was appointed Secretary of the South East Michigan Building Officials Association 3
2018 Innovations Participated in the Rochester High school “Authentic Career Experience” by hosting four Rochester High school students. These students had the opportunity to experience the careers available in local government by participating in an actual work day with inspectors, facilities staff. ordinance officers, and The Facilities Division hosted a meeting with DPS, Parks, and Fiscal to evaluate and discuss how we could simplify our current lawn mowing process. The current process involved three departments administering three different contracts that had contractors and City staff crisscrossing and sometimes cutting properties right next to each other. The meeting resulting in an agreement to combine the three contracts and have one department responsible for lawn mowing. This new agreement will be phased in over the next two years. Our Building Department Mission Team came up with an innovative game day theme to involve our staff in the presentation of our 2017 accomplishments and 2018 goals at our annual meeting in January. Dax Clarke and Lisa Knudsen came up with a way to automate the Fire Department complaint process saving time for all involved. Facilities created a paint color folder for all City buildings with all paint details. This has saved time in researching and trying to match the existing paint. Dax Clarke helped solve an often frustrating problem of having your computer time out and shut down requiring you to log in again with your password, by setting up facial recognition on all Building Department computers that have that capability. Ed Lafave and Sarah Olson solved a concern with the disposal of wood pallets that was costing the City money. Ed had the idea to ask the Cleaning Supply Company if they would take the pallets, Sarah called the company and they agreed. Now we do not have to deal with the pallets. Our new online permitting system was implemented on March 29th, 2018 The Building Division was instrumental in the implementation of the BS&A cash receipting system and the PZE module for Engineering, Parks, Planning, and Fire. Craig McEwen suggested we look into smart boards for City Hall 4 conference rooms. This resulted in the purchase of our portable Google Jam board.
2018 Innovations continued… Our building division eliminated a plan review form that was a duplicate and creating extra work. It was replaced with an electronic form that combines the zoning, grading, and building reviews and is attached to the permit software. Dax Clarke set up a workflow in our BS&A program to notify the Fire Department when a commercial permit is issued and when we receive a commercial building permit application. Dax Clarke developed a new method for plan review tracking that reduced the time from 4 hours to 4 minutes. Rudy Jones put green and red lights on the overhead doors at the fire stations and the DPS garage so drivers would know when the doors were fully open and they could pull out without damaging the doors. Lisa Knudsen came up with the idea of using engineering and planning escrow dollars to get payment for delinquent plan review fees. Members of our team worked with the Oakland Building Officials for a second year to create a partnership with 30 communities to enable all to have access to the state required reference standards for just $700.00, when the cost for individual communities would have been $7,000.00. Building inspectors provided free existing deck inspections to residents during Building Safety Month. I have talked with many communities that will not do this because of liability concerns. We contacted our City attorney and drafted an inspection document that addresses these concerns and allows us to help our residents make sure their decks are safe. We are one of very few Building Departments that will allow construction and inspections without permits to get projects started and help customers meet their deadlines. The Building Division continues to exercise the shared service agreement between Shelby Township and the City of Sterling Heights. 5
BUILDING DIVISION PERMIT ACTIVITY New House Permit = 118 New House Permits Decreased by 93 or 44% from 2017. 250 200 150 100 50 2014 2015 2016 2017 2018 $500,000 New House Average New House – $450,000 Construction Cost $400,000 Average Construction Cost = $446,000 $350,000 2014 2015 2016 2017 2018 Increased by $95,000 or 27% from 2017. $300,000 $250,000 $200,000 Grand Total Building Permits = 709 Building Permits Decreased by 318 or 31% from 2017. 1100 1000 900 800 700 600 500 400 2014 2015 2016 2017 2018 6
BUILDING DIVISION PERMIT ACTIVITY continued… Total Construction Value = $108,692,609 Total Construction Value Decreased by $72,755,530 or 40% 200 from 2017. 150 Millions 100 50 0 2014 2015 2016 2017 2018 Total Permits Total Permits Issued = 3,361 Decreased by 2068 or 38% 6,000 5,500 from 2017. 5,000 4,500 4,000 3,500 3,000 2,500 2,000 2014 2015 2016 2017 2018 7
BUILDING DIVISION Revenues 2018 4,421,000 2017 4,477,000 2016 3,182,000 2015 2,179,000 2018 Total Revenues = $4,421,000 2014 2,339,000 Decreased by $56,000 or 1% from 2017. $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000 $3,500,000 $4,000,000 $4,500,000 $5,000,000 Revenues Expenses $2,000,000 $1,800,000 $1,600,000 $1,400,000 $1,200,000 $1,000,000 2014 2015 2016 2017 2018 1,489,000 1,681,000 1,778,000 1,753,000 Expenses 1,267,000 2017 Total Expenses = $1,753,000 Decreased by $25,000 or 1% from 2017. 8 * Based on December month end report.
BUILDING DIVISION A Sampling of 2018 Commercial & Retail Building Projects Through December 31st AMERICAN AXLE & MANUFACTURING - 2965 TECHNOLOGY DR DR. TAYEB – GASTROENTEROLOGY - 811 SOUTH BLVD E 200 Islamic Association of Greater Detroit – 879 W Auburn St Paul Albanian Catholic Church – 525 W Auburn Cedar Valley Apartments – 1401 S. Rochester NOTHING BUNDT CAKES – 3074 Walton Blvd Harvard Place Apartments – 1003 Academy Kohl’s – 223 E Auburn Audi of Rochester Hills – 45441 Dequindre Chico’s – 328 N Adams Oakridge Dental Care – 1959 S Livernois Aldi – 1106 S Rochester Crittenton Hospital – 1101 W. University BASF – 2983 Waterview City Apartments – 1454 N. Rochester AdduXi – 2791 Research Fox Volkswagen – 773 S. Rochester Menchie’s – 158 N Adams First State Bank – 1575 S Rochester X Golf – 1134 S, Rochester Plymouth Technology – 2700 Bond Griffin Claw – 2273 Crooks Whole Foods Market – 2918 Walton Dollar Tree – 2688 S Adams Wild Bill’s Tobacco – 2909 Crooks MAACO - 1250 W HAMLIN RD Fraenkische USA LP – 2677 Bond Burn Fitness – 2756 S Adams Fanuc Robotics – 3900 W. Hamlin Lifetime Fitness – 200 W Avon Anchor Bar – 2945 S. Rochester American Axle – 2965 Technology Salon Bliss – 1126 S. Rochester Fox Toyota - 755 S ROCHESTER RD Burger King – 1056 N Rochester ABC Warehouse – 1062 S Rochester Barrington Park – 2913 Hartwick AT & T MOBILITY - 1115 SOUTH BLVD E Barnes & Noble – 200 N Adams SIKH GURDWARA - 271 W AUBURN RD Speedway – 6988 N Rochester Fit Body Boot Camp – 1900 S Rochester EEI Global – 1400 S Livernois KRAZY SHAWARMA - 2520 S ADAMS RD DataSpeed – 1935 Enterprise THE ADAMS GROUP - 1700 E AUBURN RD GST - 2920 WATERVIEW DR NEW PARKS TITLE - 811 SOUTH BLVD E 110 Art Van – 1032 S. Rochester AMERICA'S BEST - 1328 S ROCHESTER RD Sir Pizza – 286 W Tienken HAYDEN UNLIMITED LLC - 2653 LEACH RD Molex – 3499 W Hamlin Capital Surgery Center – 2700 S Rochester Daqri – 2110 Austin TURN KEY SUITES - 1701 SOUTH BLVD E B 15 Fire Station #4 VERIZON WIRELESS - 3043 S ROCHESTER RD NOTHING BUNDT CAKES - 3074 WALTON BLVD BERGERON MICHIGAN LLC - 2737 S ADAMS RD HEALTH & WELLNESS MRI - 1555 SOUTH BLVD E 160 BEACON SKIN & SURGERIES - 110 SOUTH BLVD W 101 9
BUILDING DIVISION Workload Indicators PHONE CALLS Phone Calls Processed = 28,153 35,000 Decreased by 3,036 or 10% 30,000 25,000 from 2017. 20,000 15,000 COUNTER TRIPS 10,000 2014 2015 2016 2017 2018 9,000 Trips to the Counter = 7,250 8,000 Decreased by 779 or 10% 7,000 6,000 from 2017. 5,000 Due to the implementation of 4,000 online permits! 2014 2015 2016 2017 2018 INSPECTIONS 18,000 Inspections Performed = 14,930 16,000 Decreased by 2,592 or 15% 14,000 12,000 from 2017. 10,000 2014 2015 2016 2017 2018 10 Customer Service spent over 173 staff hours processing 338 FOIA requests.
BUILDING DIVISION Shared Services Rochester Hills Inspectors were in Shelby Township for 0 hours performing 0 inspections in 2018 Shelby Township Inspectors were in Rochester Hills for 5 hours performing 5 inspections in 2018 Rochester Hills Inspectors in Sterling Heights for 24.25 hours performing 48 inspections in 2018 Sterling Heights Inspectors were in Rochester Hills for 7 hours performing 21 inspections in 2018 Service Goals 2016 2017 2018 Status Customer Satisfaction: Goal 100% (based on counter 97% 96% 97% surveys) Plan Review Large Commercial Projects: Goal 90% 78% 57% 61% within 15 days* Plan Review New House: Goal 90% within 10 days 89% 59% 79% Plan Review Small Projects Goal: 90% within 7-10 88% 75% 80% days* Plan Review Revised Plans Goal 90% within 10 days 75% 88% 80% Inspections: Goal 90% Completed within 24 hrs 99% 99% 98% Average # of Days for Building Permit Process For 27 Days 21 Days 29 Days Commercial = Good We are currently using all of our = Monitor resources, part-time staff, = Need to Address 11 overtime, and Consultants.
BUILDING DIVISION 2018 Accomplishments ISO Building Code Effectiveness Grading Classification of class 2 for residential and commercial since 2008 State average is class 4. Jack Sage was named “Officer of the year” by the American Association of Code Enforcement. Tony Tomasin is the 1st vice president and educational committee chairperson for the Reciprocal Electrical Counsel Inc (RECI) and a board member of the Michigan Chapter of the International Association of Electrical Inspectors. He is also a member of the National Electrical Code (NEC) Code making panel 13 NFPA 70. Tim Hollis was appointed Vice President of the Oakland County Building Officials Association. Mark Artinian was appointed secretary of the Executive Board of the Southeast Michigan Building Officials and Inspectors Association (SEMBOIA). Tony Tomasin and Scott Cope continue to teach classes throughout the state to our peers and customers. Member from our staff hosted Building Safety Month events at the OPC & Home Depot. On January 31, 2018, we held our Annual Building Department meeting were we celebrated our 2017 accomplishments and set goals for 2018. Our team assisted in the set up and clean up for the Mayor’s State of the City Address The Facilities team is managing the construction of Fire Station #4 which will be totally completed by January 2019. The Facilities Division completed the installation of a new fence and security system at the Borden Park maintenance yard. The Facilities staff repaired the gazebo, bridge and brick pavers at Veteran’s Pointe The Facilities team managed the construction of the storage barn at the Van Hoosen Jones Cemetery. The City of Rochester Hills Building Department continues to be a leader in the Code Compliance Industry in the State of Michigan and around the nation. Over 80 communities from around Michigan and the United States have received information & requested documents to improve their operations that were created by members of our staff. The exterior and interior of the School House was painted this year. Park’s and Forestry received a new Park’s and Natural Resources sign. The Ordinance Division helped with 5 No-Haz events throughout the year. The interior of City Hall received a fresh coat of paint in many much needed areas. The Facilities Team spruced up City Hall this summer with a flower beautification project. The Facilities team converted a conference room at Fire Station 1 into the Fire Chief’s new office. The Building and Ordinance Divisions worked with the Planning Department to update the zoning ordinance. 12
BUILDING DIVISION Status of Goals Goals For 2018 Develop automated expired permit process for building permits. Complete for Trade Permits. Complete tablet training. Completed. Complete implementation of Field Tablet Program. Complete, except the printer training was moved to 2019, we are waiting for new software specialist position to be filled. Work with Planning and DPS to implement the BS&A PZE Module. Completed initial implementation. Set up monthly power user meetings for 2019. Implement online permitting for trade permits. Completed , realized 10% reduction in counter trips. Update our Building Department Website. Moved to 2019 waiting for MIS to develop the new website. Install remote access for field inspections. Ran into security issues, moved to 2019. Goals For 2019 Building Division: Clean up New House drawing rack. Send to plans to storage. Clean up Crittenton project plans. Send plans to storage. Implement Plan Review process in BS & A permit software. Develop follow up process for code compliance requests to resolution. Implement an electronic plan review process for development projects for planning, engineering, and building. Field inspectors to attend emergency operations and damage assessment training. Develop automated expired permit process for building permits. Complete Field Tablet program and training (printers). Improve, simplify, and streamline the permit intake process using BS&A systems. Update our Building Department website. Check into VPI, remote access for field inspections, real time results. Develop a five year technology plan for the department. Update our Building Department emergency operations plan. 13
BUILDING DIVISION Projections for 2019 There are a number of commercial projects currently under construction that will be completed in 2019: Harvard Place Apartments – 168 Units Fox Volkswagen Toyota Barrington Park – 149 Attached Condos Griffin Claw Brewery, phase II City Walk Apartments Cedar Valley Apartments Rochester Enclaves – 25 Condos Oakridge Dental Fire Station #4 Premier Academy Day Care Burger King There are a number of commercial and residential projects in the works for this coming year, they include the following: South Blvd Office Islamic Association of Greater Detroit Farview Inn & Suites 108 Rooms Winchester District RH House Restaurant Crestwyk Estates 16 units Aldi Candlewood & Country Inn Suites 89 Rooms Art Van First State Bank Pet Store KLM Bike & Fitness Fitness Center Hamlin & Adams Apartments Art & Jake’s Restaurant Cumberland Village 57 Detached Condos Berkshire 13 Site Condo’s 14 Detroit meeting rooms Data Speed Audi Training Center EEI Global Campus Cedar Valley Apartments Phase II
ORDINANCE DIVISION Workload Indicators Complaints Code Compliance Requests 1000 3,000 900 2,500 2,000 800 1,500 1,000 700 500 600 0 500 2014 2015 2016 2017 2018 2014 2015 2016 2017 2018 Code Compliance Request Issued = 1520 Complaints = 891 Increased by 97 or 12% from 2017. Decreased by 648 or 30% from 2017. Reduction due to resignation of part-time Confiscated Signs ordinance inspector. 4000 Weed Cutting 3500 3000 250 2500 200 2000 150 1500 100 1000 50 500 0 0 2014 2015 2016 2017 2018 2014 2015 2016 2017 2018 Weed Cutting = 138 Confiscated Signs = 963 Decreased by 24 or 15% from 2017. Decreased by 1,096 or 53% from 2017. Reduction due to increased conformance and resignation of part time ordinance inspector. 15
ORDINANCE DIVISION Service Goals 2016 2017 2018 Status 72% 75% 61% * Proactive Patrol: Goal 85% of Complaints From Proactive Patrol Complaint Investigation Goal: Investigation 99% 99% 99% Within 24 Hours * Regular part-time ordinance inspector resigned in May. New part-time ordinance inspector training July – Dec * Also had an 11% increase in complaints and 30% increase in special events. 2018 Goals Improve communication with our Neighborhood Associations by attending at least 8 Association meetings and presenting our “Guide to Neighborhood Living.” Attended 4 HOA meetings. Develop and send Quarterly Newsletter and email to Homeowner Association Leadership. Did not pursue this due to loss of part-time ordinance inspector. Goals For 2019 Review special event ordinance and organize process. Develop procedure. Attend at least 5 HOA meetings. Mark, Jack, and Bob to call HOA president to schedule. Complete EQ process improvement. Mark and Jack to create list of contacts for properties in their areas. Focus on gaining compliance in the following areas, fences, addressing, and accessory structures. 16
FACILITIES DIVISION Workload Indicators Work Orders 4,000 3,500 3,000 2,500 2,000 1,500 1,000 2014 2015 2016 2017 2018 Work Orders completed = 3,908 Increased by 573 or 17 % from 2017. 17
FACILITIES DIVISION 2018 Accomplishments Painted exterior of Schoolhouse Painted public areas of City Hall Training tower at Fire Station #1 Fire Station #4 construction project Painted interior of 1952 Schoolhouse Changed all Stairwell lighting to LED’s City Hall flower beautification project Replaced sign in Park and Natural Resources Replaced wooden siding section of Farmhouse Turned conference room at Fire Station #1 into Chief ’s new office Mayor’s State of the City address set up and tear down New fence surrounding Borden maintenance sheds Remodeled Ranger’s office at Spencer Park Veteran’s Point repairs for Memorial Day Painted sheds at Fire Stations 1 and 3 Van Hoosen Cemetery storage barn New art lighting at City Hall 18
FACILITIES DIVISION Goals For 2018 100% Customer Service Satisfaction from Surveys. Successful based on surveys and e-mails. 24-Hour maximum response times for all Facilities Service Requests. 98% responded to within 24 hours. Complete and implement Key Security System. City Hall & Fire Stations COMPLETED. Complete a full equipment inventory for all rooms and vehicles with a system for labeling and tracking. All vehicles and equipment room completed still need to complete receiving area. Complete the first full year of implementation of the Inspection Checklist and Contract Services Schedule. Completed and updated checklists. Focus on safety with zero incidents. Successful. Complete equipment inventory for all Fire Stations and input information into Lucity. Moved to 2019. Asses iPad usage for Department effectiveness. Completed. Complete training for all new team members. Completed for Alex, Mario and Mike M. Complete a Building Assessment for all buildings and develop a program to address the issues discovered. In process moved to 2019. Goals For 2019 Complete and implement Key security system Complete a full equipment inventory for all rooms with system for labeling and tracking Complete a Building Assessment for each building and develop a program to address the issues discovered. Complete equipment inventory for all Fire Stations and input information into Lucity. Develop a five year strategic plan for the Facilities Division. Facilities Maintenance Technicians to attend two technical class each on HVAC, plumbing, or electrical. Develop and track measurable service goals for the Facilities Division. Streamline Lucity Usage to make the most of our Asset Management capabilities. 21
BUILDING/ORDINANCE/FACILITIES - 2018 - for an amazing year!
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