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HomeMy WebLinkAboutItem 06.xMarch 31, 2015 Item No. PROPOSAL TO PROVIDE ZONING ENFORCEMENT SERVICES APRIL 6, 2015 CITY COUNCIL MEETING Proposed Action The Planning Director recommends adoption of the following motion: Move to approve the proposal from WSB & Associates to provide Zoning Enforcement Services. Passage of this motion will provide the City with contract zoning enforcement services performed by WSB & Associates in 2015. Overview In 2014 the City contracted with WSB & Associates to provide part-time, seasonal zoning enforcement duties within the Planning Department. Between 2008 and 2014 the City's zoning enforcement duties were split between Planning, Inspections, Engineering, and Police personnel. Prior to 2008 there was a full-time Planning Assistant position that performed zoning enforcement duties and also reviewed sign permits, zoning permits, home occupation permits, site plans and CUPS, and responded to zoning inquiries from the general public. The Planning Assistant and one Associate Planner were eliminated in 2008 and 2009 due to budget cuts. Contracting for zoning enforcement services with WSB gives the City the flexibility to utilize those services when they are needed most, mainly during the spring and summer months. As in 2014, this year's budget includes $22,000 for a part-time zoning enforcement position. I recommend the City Council approve the proposal from WSB & Associates to provide zoning enforcement services for 2015 as presented. Primary Issue to Consider • Why does the WSB proposal exceed the amount budgeted for 2015? Supporting Information • Staff Analysis of Primary Issue • f\Pror)osahfrom WSB & Associates Daryl Mckey, Plannip4 Director Financial Impact: $23,000 Budgeted: Y/N Y Source: Planning Dept. budget Related Documents (CIP, ERP, etc.): Community Values: Good Value for Public Services Zoning Enforcement Services Proposal March 31, 2015 City Council Meeting Page 2 Primary Issue to Consider • Why does the WSB proposal exceed the amount budgeted for 2015? In 2014 the WSB contract employee's services were extended an additional approximately six weeks, at a reduced number of hours per week, to meet the high demand from residents for zoning enforcement services in the fall. That line item was covered by savings in other areas of the Planning Department budget. Working with Eric Maas at WSB, who will be back again this year to perform the zoning enforcement services for the City, the current proposal includes reduced weekly hours in May (12 hours/week) and from late -September to mid- November (8 hours/week). The standard 16 hours/week utilized most of last year will be in place from June through mid-September. During this peak time, the WSB Zoning Enforcement Technician will have Lakeville office hours for one full day and two half days per week. The WSB proposal for 2015 exceeds the budgeted amount by $1,000, but is anticipated to be covered by savings in other areas of the Planning Department budget. March 16, 2015 Daryl Morey, Planning Director City of Lakeville 20195 Holyoke Avenue Lakeville, Minnesota 55044 Re: PROPOSAL TO PROVIDE ZONING ENFORCEMENT SERVICES TO THE CITY OF LAKEVILLE Dear Mr. Morey: WSB enjoyed providing Code Enforcement services to the City of Lakeville in 2014 and is excited for the opportunity to continue that service in 2015. WSB has outlined a scope of services below which follows the methods in which code enforcement was conducted in 2014. Zoning Enforcement Services It is our understanding that the City of Lakeville is interested in contracting with WSB to provide the City with zoning enforcement services. In this role, we will be responsible for requested zoning enforcement needs including, but not limited to the following: Phase 1 • Receipt of Complaint. Upon the receipt of an initial complaint, the Zoning Enforcement Technician (ZET) will open a case and login the complaint including the complainant contact information, date received, initials, complaint information, address, phone number, property owner information, etc. • Inspection. The ZET will conduct an initial inspection and document in writing and by taking pictures the complaint issue and any other violation that is notable on the property at the time of the initial site inspection. The ZET will make in-person contact during the initial inspection (if possible and necessary) and input the findings into the case file. If no City Code violation is found, the case will be closed by documenting the date the issue was resolved in the case file and contacting the complainant regarding the results. • 1St Notice of Violation. If a City Code violation is found during the initial inspection, the ZET will input the code violation into the case file and email or regular mail the 1St notice to the property owner outlining the violation, including any pictures documented during the initial visit, and providing a timeframe to comply (typically 10-14 days) and the notice of cost recovery fee if the violation is not corrected within the time allotted. This notice will be copied to the case file and staff as needed. A re -inspection will be scheduled at this time (10-14 days). • 2nd Inspection. The ZET will conduct a 2nd inspection and verify if the violator is in compliance or not. The ZET will document the status of the violation in writing, take follow-up pictures (if necessary) and determine next steps. If the violation has been resolved, the ZET will close the case file, input the date the violation was resolved and if possible contact the complainant regarding the results. St. Cloud • Minneapolis • St Paul Equal Opportunity Employer wsbeng.com //A�,- YY�.7B _ Associates.engineering • planning • environmental • construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763-541-4800 Fax: 763-541-1700 March 16, 2015 Daryl Morey, Planning Director City of Lakeville 20195 Holyoke Avenue Lakeville, Minnesota 55044 Re: PROPOSAL TO PROVIDE ZONING ENFORCEMENT SERVICES TO THE CITY OF LAKEVILLE Dear Mr. Morey: WSB enjoyed providing Code Enforcement services to the City of Lakeville in 2014 and is excited for the opportunity to continue that service in 2015. WSB has outlined a scope of services below which follows the methods in which code enforcement was conducted in 2014. Zoning Enforcement Services It is our understanding that the City of Lakeville is interested in contracting with WSB to provide the City with zoning enforcement services. In this role, we will be responsible for requested zoning enforcement needs including, but not limited to the following: Phase 1 • Receipt of Complaint. Upon the receipt of an initial complaint, the Zoning Enforcement Technician (ZET) will open a case and login the complaint including the complainant contact information, date received, initials, complaint information, address, phone number, property owner information, etc. • Inspection. The ZET will conduct an initial inspection and document in writing and by taking pictures the complaint issue and any other violation that is notable on the property at the time of the initial site inspection. The ZET will make in-person contact during the initial inspection (if possible and necessary) and input the findings into the case file. If no City Code violation is found, the case will be closed by documenting the date the issue was resolved in the case file and contacting the complainant regarding the results. • 1St Notice of Violation. If a City Code violation is found during the initial inspection, the ZET will input the code violation into the case file and email or regular mail the 1St notice to the property owner outlining the violation, including any pictures documented during the initial visit, and providing a timeframe to comply (typically 10-14 days) and the notice of cost recovery fee if the violation is not corrected within the time allotted. This notice will be copied to the case file and staff as needed. A re -inspection will be scheduled at this time (10-14 days). • 2nd Inspection. The ZET will conduct a 2nd inspection and verify if the violator is in compliance or not. The ZET will document the status of the violation in writing, take follow-up pictures (if necessary) and determine next steps. If the violation has been resolved, the ZET will close the case file, input the date the violation was resolved and if possible contact the complainant regarding the results. St. Cloud • Minneapolis • St Paul Equal Opportunity Employer wsbeng.com February 18, 2015 Page 2 Phase II • 2nd Notice of Violation. If the violation has not been corrected at this point, the ZET will email or regular mail a 2"d notice of violation including an invoice as prepared by the Finance Department, for the cost recovery fee for the second inspection, and include notice that if the invoice is not paid it will be assessed to their property (typically 7 -days to comply). A copy of the 2nd notice of violation will be placed in the case file and copy staff as needed. The ZET will schedule a re -inspection (7 -days typically). Pending Assessments. The ZET will coordinate with the Finance Department to ensure that all invoices for cost recovery fees that are unpaid by the invoice due date are added to the pending assessment list as maintained by the Finance Department. • 3rd Inspection. The ZET will conduct a 3`d inspection and verify if the violator is in compliance or not. The ZET will document the status of the violation in writing, take follow-up pictures (if necessary) and determine next steps. If the violation has been resolved, the ZET will close the case file, input the date the violation was resolved and if possible contact the complainant regarding the results. Phase III • Issue a Citation. If the violation as not been resolved, the ZET will coordinate with the Finance Department to send an invoice, as prepared by the Finance Department, for the cost recovery of the 3`d inspection. The ZET will notify the Police Department to issue a citation with any supporting documentation from the case file. The ZET will input the citation issued and citation date into the case file as well. Additional Items In addition to the items listed above, WSB will collaborate with City Staff to review and enforce zoning permits and site plans as needed. At this time WSB anticipates spending a total of sixteen (16) hours per week in the City either conducting site inspections or documenting inspection findings; but recognize that more (or less) time may be necessary depending upon the complaint log. WSB staff will be available any time during the week by telephone, email, or fax to address questions related to zoning enforcement issues. It is WSB's policy to respond to telephone calls or emails within 24 hours. If complete answers to inquiries take longer to develop, we will follow up with a telephone call or an email to let the concerned individual know that we are working to find an answer to their question or a solution to their problem. Fees/Billing We propose to offer high quality zoning enforcement services in 2015 at the same 2014 rate of $250/4 -hour increment. WSB recognizes the need to consider budget and then staff according to the level of complaints coming into the City and thus are willing to coordinate with the City on an appropriate start and end date. However, WSB does offer the following schedule as a basis from which to begin the schedule conversation. Date Weekly Hours Total Hours Fee Notes 5/4-5/29 12 48 $3,000.00 6/1-6/26 16 56 $3,500.00 *EDAM Conference 6/3 — 6/5 6/29-7/31 16 80 $5,000.00 8/3-8/28 16 64 $4,000.00 8/31-9/18 16 48 $3,000.00 *APA Conference 9/23 — 9/25 9/21-10/30 8 48 $3,000.00 11/2-11/20 8 24 $1,500.00 Total: $23,000.00 February 18, 2015 Page 3 We will not bill the City for miscellaneous costs including mileage, miscellaneous copying, mailings, faxes, or phone calls. We feel it is important for our clients to be able to call or email our staff for general information or advice without the anxiety of getting invoiced for a ten minute call. We understand the desire for the City to have a clear picture of expenses ahead of invoicing. To that end, we will gladly work with the City on a basis of compensation that works most efficiently for your needs. This letter proposal represents our total understanding of the project and proposed scope of services. If you are in agreement with the scope of services, please have the City of Lakeville block of this letter signed and returned to WSB. Our receipt of an executed copy will be WSB's authorization to proceed. Should the City request additional services outside of the above scope of services, we will gladly work with you to establish a revised scope and fee. WSB has enjoyed working with the City in a consulting engineering capacity and is looking forward to the continued opportunity of assisting the City in a zoning enforcement capacity. If you have any questions or comments about our offering, please feel free to call myself at 763-287.8521 or Eric Maass at 763-270.3463. Sincerely, WSB & Associates, Inc. Kelsey Johnson, AICP Community Planning and Economic Development Group Leader ACCEPTED BY: The City of Lakeville Matt Little, Mayor Charlene Friedges, City Clerk Date Date