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Morgan Hill, California
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Zucker Systems
performance standards and thereby enable Management to make timely decisions on
the need to adjust staff resources.
78.
Recommendation:
Land Development Engineering should incorporate
their performance standards into the new TRAKiT permit system.
79.
Recommendation:
The Senior Civil Engineer should frequently review the
reports generated by the TRAKiT system to determine the need to adjust
staff resources.
Staffing/Activity Levels
We generally rely on a large volume of detailed information to compare activity
levels, percent of time performance standards are achieved and historical staffing
levels to provide a recommendation regarding staffing. Often this information is made
available through comprehensive reports from a permit tracking system that
monitored the activities of all of the groups participating in the plan review and
approval process. Unfortunately, when the current permit tracking system (Tidemark)
was originally purchased and implemented many years ago the Building Division was
the only group that participated. We are confident that, if all appropriate groups
participate, a wealth of information will be available to Management in the future to
help guide them on making sound decisions regarding the need to adjust staffing
levels in response to fluctuations in development activity.
From what we can observe, it is apparent that the current staffing levels are
inadequate to meet what we believe are performance standards appropriate for a
community that seeks to follow the “best practices” of the government. Not only are
turnaround times to complete plan reviews excessive, the product produced is subpar
while staff and supervisors have been forced to abandon those activities such as
training that are basic to maintaining quality control. We are aware that staff is
preparing Requests for Proposals (RFPs) to secure additional resources to assist in
mapping, plan review of building permits, work on the storm water program and the
FEMA floodplain certification rating system. We support the use of contract staff to
fill the immediate needs of these programs. By using contract staff to address these
immediate needs it will give Management the opportunity to evaluate the impact of
these additional resources on the overall operation of the Division so that a more
informed decision can be made regarding the need to obtain full-time positions to
perform these duties in the long-term.
80.
Recommendation:
Land Development Engineering should continue their
efforts to secure additional staff resources through contract services to
address immediate staffing needs.