Napa County Grand Jury
• 2023-2024
• Agency Response
Napa County Responses to the Grand Jury Report on the Building Division with the Department of Planning, Building and
⚠️ Aviso de traducción: Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
Findings and Recommendations 7 findings
F1
Page 2
The Jury found that Napa County has only one full-time Fire Plans Examiner. After this report was written, the Jury learned that the department had hired a second Fire Plans Examiner. The County Executive Officer and Fire Administrator agree with the finding. An additional Fire Plans Examiner position was recommended and authorized in the FY2023-24 annual budget. This position was recruited and hired on March 4, 2024. This addition has significantly bolstered our capacity to review and approve building permit applications in a timely manner, thereby addressing the backlog previously identified. The Board of Supervisors agrees with the County Executive Officer and Fire Administrator.
No recommendations for this finding
F2
Page 2
The Jury found that all Napa County building permits must be approved by the Fire Plans Examiner. The County Executive Officer and Planning Building and Environmental Services Director agree with the finding. The Fire Marshal agrees with this finding. The Fire Plans Examiner’s role is pivotal in ensuring that all construction plans adhere to stringent fire safety regulations to safeguard public health and property. The Board of Supervisors agrees with the County Executive Officer and Planning Building and Environmental Services Director.
Related Recommendations (1)
R2
Page 5
The Jury recommends that PBES immediately cross-train a staff member to cover the work volume during staffing shortages or vacancies. The department should not allow a position to remain vacant for any extended length of time. Response of the County Fire Marshal, Director of Planning, Building and Environmental Services: The recommendation requires further analysis. The Napa County Fire Marshal’s Office acknowledges the importance of cross training to mitigate staffing challenges. We have commenced cross-training initiatives across various disciplines within the Fire Mashal’s Office to ensure operational continuity and minimize the impact of staffing fluctuations on our service delivery. The Napa County Fire Marshal’s office remains committed to upholding the highest standards of fire safety and efficiency in building permit processing. Within the past year, the Building Division has become fully staffed at 16 employees and will be able to cover shortages. The Building Division currently has the following staffing: − 4 permit technicians and 1 supervisor − 4 plans examiners and a 1 supervisor − 5 building inspectors and 1 supervisor While every effort is made to maintain a full staff, we occasionally experience higher or lower permitting demand based on the ebbs and flows of the construction industry. During periods of high demand, we may utilize outside contract services to help fill shortages and to adhere to permitting timelines. We agree cross training is important and have begun a process of training amongst peers as well as disciplines in the building division. Managing the fluctuations of building permits can be challenging and having staff cross trained along with maintaining a full staff is critical to allow a consistent permitting process. The Board of Supervisors agrees with the Fire Marshal, and Director of Planning, Building and Environmental Services.
F3
Page 3
The Jury found that as a result of staff shortages, projects throughout the county are delayed and customers are in a holding pattern pending approvals for extended periods of time. The County Executive Officer and Planning Building and Environmental Services Director agree with the finding. To mitigate delays caused by staffing shortages, we have initiated cross-training programs for additional staff members, including the Fire Marshal and Deputy Fire Marshals. This proactive measure ensures that there is adequate coverage during absences or peak workload periods. Furthermore, engaged third-party reviewers can assist as needed, ensuring continuity in our service delivery. The Board of Supervisors agrees with the County Executive Officer and Planning Building and Environmental Services Director.
Related Recommendations (1)
R3
Page 5
The Jury recommends that PBES immediately require compliance with the 60 (50) day rule for all applicants of temporary events license permits. Response of Director of the Department of Planning, Building and Environmental Services: The recommendation has not yet been implemented. While the recommendation is directed toward the annual golf tournament at Silverado Country Club, which is regulated by a Site Plan Approval (not Temporary Event requirements), staff is currently working on an update to the Temporary Event Policy Manual which is anticipated to be presented to the Board of Supervisors in winter of 2024 for discussion and potential adoption. The update will consider revisions to application and processing timelines, establishing an enforcement mechanism, among other process improvements. The Board of Supervisors agrees with the Director of the Department of Planning, Building and Environmental Services.
F4
Page 3
The Jury found that an annual golf tournament held in Napa County has consistently been allowed to not comply with the permit application rules. The County Executive Officer and Planning Building and Environmental Services Director disagree with the finding. The annual golf tournament is not considered a Temporary Event and therefore not subject to the County’s Temporary Events License Permit and related review procedures, and submittal and processing deadlines. The annual golf tournament is reviewed and authorized under a Site Plan Approval, which is governed by the Use Permit for the Resort that has been in place since 1964. The Board of Supervisors agrees with the County Executive Officer and the Planning Building and Environmental Services Director.
Related Recommendations (1)
R4
Page 6
By December 31, 2024, the Jury recommends that PBES initiate a comprehensive review of existing policies and procedures regarding temporary events license permits to ensure future compliance and accountability. Response of Director of the Department of Planning, Building and Environmental Services: The recommendation has not yet been implemented. Please see response to Recommendation 3. The Board of Supervisors agrees with the Director of the Department of Planning, Building and Environmental Services.
F5
Page 3
The Jury found the Napa County permit matrix to be a complex five-page document that is confusing to the average applicant. The County Executive Officer and Planning Building and Environmental Services Director partly disagree with the finding. The permit matrix was intended to be an internal guidance document for staff to facilitate their review of building permit applications. It was not intended for public use and as such was not written in layman’s terms. As part of the goals for the Building Division for fiscal year 24/25 detailed above, Staff will be reviewing the information and content on the web site and preparing enhancements to the available documents that will provide a better understanding of the permitting process. The Board of Supervisors agrees with the County Executive Officer and Planning Building and Environmental Services Director.
Related Recommendations (1)
R5
Page 6
By December 31, 2024, the Jury recommends that PBES modify the existing internal matrix into a format understandable by applicants. Response of Director of the Department of Planning, Building and Environmental Services: The recommendation has not yet been implemented. As staff are in the process of developing guidance documents to better inform the public on the building permit process, the matrix has been removed from the County’s website to prevent confusion in the meantime staff will implement these guide changes by December 31, 2024. The Board of Supervisors agrees with the Director of the Department of Planning, Building and Environmental Services.
F6
Page 4
The Jury found that PBES is currently without a formal process for customers to provide feedback, either in person or on the website. The County Executive Officer and Planning Building and Environmental Services Director partially disagree with the finding. Staff has conducted one-on-one meetings and group discussions with industry professionals and builders regarding the permitting process this past year in order to obtain feedback regarding our online digital permitting process. This approach not only provided us feedback on the process of permitting it also gives the building staff an educational opportunity to discuss particular permitting requirements and develop productive relationships with the design and building construction community. The Building Division intends to expand upon these efforts to conduct surveys of the permitting process which will be sent out to applicants who have used the system in the past year. The Board of Supervisors agrees with the County Executive Officer and Planning Building and Environmental Services Director.
Related Recommendations (1)
R6
Page 6
By September 30, 2024, the Jury recommends that PBES develop a customer feedback option, in person and online, as part of the application process. PBES should retain these records for potential performance improvement and evaluation purposes. Response of Director of the Department of Planning, Building and Environmental Services: The recommendation has not yet been implemented. The Building Division has prepared a survey of the permitting process which will be sent out to applicants who have used the system in the past year and will send out by August 30, 2024. Additionally, the survey will be sent out via email link once an applicant has completed the plan review process and a permit has been issued. Once construction has completed, another survey will be sent requesting feedback on the inspection process and the overall experience. We will implement this automated survey by December 31, 2024. We are looking forward to receiving feedback and improving our permitting process where feasible. Staff will also continue to conduct one-on-one’s and group discussions with industry professionals and builders regarding the permitting process. The Board of Supervisors agrees with the Director of the Department of Planning, Building and Environmental Services.
F7
Page 4
The Jury found that PBES does not assign specific field inspectors for entire projects leading to potential conflicting opinions about required corrective actions. The County Executive Officer and Planning Building and Environmental Services Director partially disagree with the finding. Building inspectors are assigned to a mapped district. Every effort is made to have the same inspector conduct inspections for the same project; however, individual inspectors may be unavailable. As such, rather than delay the progress of construction, other inspectors may be called upon to provide a timely inspection. Additionally, workload in one area may be greater, so two inspectors may be needed to cover the demand for that district. With that said, the inspectors strive for consistency and are all trained on the California Building Code. With regard to inspections related to correction notices, on occasion an inspector may not be available for a follow-up inspection, and a different inspector may be assigned to conduct the inspection. The inspector will typically focus solely on the items the prior inspector noted and confirm those they have been corrected. If they see additional items that the prior inspector may have inadvertently overlooked, they are advised to honor the prior inspector's corrections unless they observe a life safety violation. The Board of Supervisors agrees with the County Executive Officer and Planning Building and Environmental Services Director.
Related Recommendations (1)
R7
Page 7
The Jury recommends that, whenever possible PBES send the same inspector to conduct follow-up inspections. Response of Director of the Department of Planning, Building and Environmental Services: The recommendation has been implemented. Inspectors are currently assigned districts (as noted in the Finding 7 response) corresponding to areas in which they are responsible for inspections. Staff strives to have the same inspector out for the same project; however, inspectors are sometimes unavailable due to personal leave, like time off, sickness, or needing to care for a loved one. Other inspectors may need to fill in to fulfill a timely inspection. Additionally, workload in one area may be greater, so two inspectors may be needed to cover the demand for that district. On occasion, an inspector may not be available for a follow up inspection that they provided a correction notice on. A different inspector may conduct the inspection. The inspector will typically only be looking at what the prior inspector noted and just confirms those items are corrected. If they see additional items that the prior inspector missed, they are advised to honor the prior inspector's corrections unless they observe a life safety violation. In these rare occasions, the inspector then uses their judgement when requiring additional corrections while considering the safety of the building and its occupants. The Board of Supervisors agrees with the Director of the Department of Planning, Building and Environmental Services.