Work Session Minutes of
the Town of
Subject:
Town Operations
Town Council Chambers
Web Site:
http://www.townofcary.org
Mayor McAlister called the work session to order at
Present:
Mayor Ernie McAlister, Council Members Marla Dorrel, Michael Joyce, and Julie
Robison
Mayor Pro Tem Jack Smith and Council Member Jennifer
Robinson arrived at
Absent:
Nels Roseland
Copies of the
Planning Department
Planning Director Jeff Ulma provided an overview of
the Planning Department operations.
Engineering
Department
Engineering Director Tim Bailey and Assistant Director
of Engineering Steve Brown provided an overview of the Engineering Department
operations.
Ms. Dorrel asked about the benefit of having all of
the engineering functions in one department. Mr. Bailey responded that each
person is able to provide assistance with multiple functions, allowing for
flexibility and cross-training which leads to efficiency as workloads change.
Mr. Coleman added that establishing engineering sections in various
departments requires a lot of coordination throughout a municipality when
dealing with construction; whereas having a centralized engineering department
affords easier communication and assures certain standards are met.
Ms. Dorrel asked about the further development of the transportation system, particularly C-Tran, and how it will affect planning and engineering. Mr. Bailey responded that both departments work closely together in transit and transportation planning. He said that the location of transit depends on the operation of the system. Transit works well in the Planning Department with the current contracting, but there is a possibility of the management changing over time.
Mrs. Robison asked about future staffing changes
related to the traffic signalization program and how it will affect the
department. Mr. Bailey replied that most of the positions for the traffic signal
system are currently budgeted. Changing to more than one shift may impact the
number of employees needed in that area, which is something that will be
periodically evaluated. Mr. Bailey stated that the Town received $5-$6 million
in grant funding when agreeing to construct the signal system and the state
asked the Town to maintain that system. He said that most of the signal system
impact is in the maintenance of those signals, which is handled by the Public
Works Department, and some reimbursements are received from the state.
Mrs. Robison asked if the grants received are
recurrent. Mr. Bailey responded yes, and that a significant amount of the
signalization costs are covered through those recurring funding sources.
Mrs. Robison asked about the biggest areas of growth
and demand on staff asCary
grows. Mr. Bailey said that the number of
capital projects and development-related activities are what affect staffing in
the Engineering Department. He said that if things remains constant in those
areas there will continue to be new and different things happening in traffic and
stormwater areas.
Mrs. Robison asked about staff time devoted to
oversight and scheduled reimbursements for costs of labor for the regional
wastewater facility. Mr. Bailey stated that management of the project funding
for the construction phase has not been fully determined. Staff has been
involved in early permitting and planning activities. He said that reimbursement
mechanisms are in the utility fund for a portion of engineering expenses;
however, anything in the utility fund is billed back to individual users of the
west plant or any of the shared users in the system and mechanisms are in place
to ensure that costs are recouped from other groups.
Mr. Coleman said that plan review is the most labor
intensive in the planning and engineering departments. Staff is looking into a
method for electronic plan review to allow for lower costs and make the workload
more efficient. Mr. Ulma stated that there is a study team composed of members
from several departments looking into a web-based service which uploads plan
drawings to an offsite server allowing staff to redline electronically. He said
that the system has the ability for multiple users to work and respond on a
project at the same time, and the primary benefit is the administration and
management tracking ability for those projects. Mr. Ulma added that the system
is beneficial to the Town because it relieves staff of the responsibility of
maintaining the system and purchasing software. The Town would pay for the
number of users for the system and storage space on remote servers.
Inspections and
Permits Department
Inspections and Permits Director Bob Strowbridge
provided an overview of the Inspections and Permits Department.
Mr. Joyce asked about permits being submitted either
on line or by fax. Mr. Strowbridge stated that staff is looking into upgrading
to a web-based software system that would allow permits to be issued on line;
however, it is not something that will happen in the near future. He said that
staff will look into the possibility of having permits faxed into the office.
Ms. Dorrel asked about training received by staff to
prepare them for managing conflict with homeowners who may not understand the
procedures. Mr. Strowbridge said that training is provided in-house by the Human
Resources Department.
Mrs. Robison asked about the types of inspections
performed by the Fire Department and the Inspections and Permits Department. Mr.
Strowbridge responded that fire prevention inspectors deal directly with the
fire code on non-residential structures. Chief Cain added that the Inspections
and Permits Department ensures that buildings are constructed appropriately and
once those inspections are completed fire inspectors ensure that issues for
public fire protection components are maintained properly after the building
receives a certificate of occupancy. Both departments work hand-in-hand on
several of the inspections.
Mrs. Robison asked about the cost for training staff
to level III inspectors. Mr. Strowbridge did not know the exact cost. He stated
that the Town pays for class, travel, and training.
Mayor McAlister thanked the staff who made
presentations.
Action:
At
The work session ended at