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Home My WebLink About060418_ca01 Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator , fri(NOS FROM: Mark McCauley—Central Servic irector Jodi Adams—Community Development Permit Manager DATE: June 4, 2018 SUBJECT: County Permit Software (Tidemark) Replacement Project and Technology Fee Implementation STATEMENT OF ISSUE: At their regularly scheduled afternoon meeting on Monday, April 30, 2018, the Board met with staff from several county departments to discuss acquiring new permit software and a proposed technology fee to be effective July 1, 2018. Tidemark(permit software) is used for all permitting activities by Community Development, Environmental Public Health, and for some case management by Public Works. It integrates information on property ownership and other parcel information from the Assessor's database and web-based septic system monitoring databases. It also links to the County's GIS mapping systems and Laserfiche document storage system. Tidemark has been in use since 1996 and has undergone several upgrades, the last in 2012. It is no longer actively supported by the company that developed it, and does not have a web accessible component/module. Additionally, we do not have a designated database administrator within the county and the only regional Tidemark expert we contract with, for system management, will soon retire. As a result, staff from Health, DCD, Public Works and IT have been researching potential replacement systems since 2016. ANALYSIS: A core group from DCD, PH, and IT spent two years scouting out potential vendors for the database replacement. The initial round including 8+ vendors. Several rounds of questions decreased the number to five potential candidates that hosted demonstrations with our core group. This resulted in a final two vendors being selected for site demonstrations as well as follow up questions. The second round of demonstrations included key members from DCD, PH, PW, and IT to be sure staff could have the opportunity to participate in the final selection process. A final selection of Tyler Technologies and their permitting software EnerGov was made based on their ability to meet our needs in training,permitting requirements, time in service, migration, and cost. With the recent approval of an Interlocal Cooperative Purchasing Agreement with Whatcom County we may purchase EnerGov without needing to issue an RFP. Consent Agenda FISCAL IMPACT: Because Tidemark replacement funds had not been accumulated a capital outlay request was made for the initial $300,000 based on estimates received and was approved in the 2018 budget. Contract negotiations have not started so final cost is unknown but is expected to be covered by the approved budget request. Because of our experience with Tidemark (no maintenance or replacement funds) DCD and PH developed a long term solution to fund ongoing costs and future replacement of the new permit software. The concept of a `technology fee' as a percentage of each permit was developed. Most neighboring jurisdictions charge a technology fee which allows them to keep their database up to date for efficient permit processing and online customer access. The recommended 5%technology fee covers the actual cost of the annual maintenance fees and a 20-year amortization for replacement of the software. The 5% fee is based on an average of permit fees taken in the last few years, increases in the local Consumer Price Index, and changes in permit volumes over a 20-year period. Staff briefed the Board of Commissioners on the technology fee concept on April 30, 2018. At that time, staff indicated they would be asking the Board to schedule a public hearing to consider an ordinance enacting the 5% technology fee. After the April 30 briefing on EnerGov Public Health asked the Board of Health to hold a public hearing on June 21, 2018 to consider an ordinance adding a 5% technology fee to Environmental Health permit fees. A companion ordinance is proposed for consideration by the Board of Commissioners to add a similar 5% fee to Community Development and selected Public Works permit fees. RECOMMENDATION: Central Services, Community Development and Public Works recommend approving publication of the attached public hearing notice on the proposed 5% technology fee and related amendments to the Jefferson County Code Fee Appendix. If approved by the Board, the hearing notice will be advertised in The Leader on June 13 and 20, 2018. REVIEWED BY:4111. tritdrr:L- Philip M1 ounty Administratax---) Date Please publish two(2)times: June 13t'',and June 20th,2018. Bill: Jefferson County Community Development 621 Sheridan St. Port Townsend,WA 98368 Account#15833 NOTICE OF PUBLIC HEARING 5% Technology Fee Implementation Notice is hereby given that a Public Hearing will be held on Monday,June 25,2018 at 10:00 a.m. in the Commissioners' Chambers, 1820 Jefferson Street,Port Townsend, Washington for the purpose of taking written and oral testimony regarding possible adoption of an ordinance,attached,enacting a 5% technology fee to be added to fees for permits issued by Community Development on behalf of a number of county departments. If approved the ordinance would update the Jefferson County Code FEE APPENDIX-Community Development(Section II-100, "Other")and Public Works(Section IV-40, Development review applications(6))Fee Schedules.Jefferson County will be implementing a new permit database to replace the current Tidemark database,which has been in place since 1996. Implementing a 5%technology fee will pay for annual maintenance fees and technology replacement or upgrade. The public can view the proposed Jefferson County technology fee proposal and the proposed ordinance on-line under"Latest News"at www.co.jefferson.wa.us or a copy can be obtained by calling 360-379- 4450. The public may provide verbal and/or written testimony on the ordinance at the Public Hearing, and may also submit written testimony to the Jefferson County Commissioners,P.O. Box 1220,Port Townsend,WA 98368 or e-mail to jeffbocc@co jefferson.wa.us,at any time up through the end of the Public Hearing. Approved this 4th day of June,2018 JEFFERSON COUNTY BOARD OF COMMISSIONERS /S/David Sullivan,Chair STATE OF WASHINGTON COUNTY OF JEFFERSON In the matter of amending Fee Schedules for the ) Departments of Community Development and Public ) Ordinance No. Works ) 1. PURPOSE The purpose of this Ordinance is to revise the Jefferson County Code, Appendix FEE SCHEDULES: Department of Community Development, Section II-100 and Public Works Department, Section IV-40. 2. FEE SCHEDULES �s. Sections of the existing fee schedules are amended, as follows below, to add a 5% technology fee: • Department of Community Development Ordinance 08-1123-15, • Public Works Department Ordinance 02-0312-122. DEPARTMENT OF COMMUNITY DEVELOPMENT FEE SCHEDULE The Department of Community Development Fee Schedule, Section II-100, `Other,' shall be amended to add a 5%technology fee assessed upon permit fees in Sections II-10 through II-90. PUBLIC WORKS FEE SCHEDULE The Public Works Fee Schedule, Section IV-040 `Development review applications (6)' shall be amended to add a 5%technology fee for development review applications processed by Community Development. 3. EFFECTIVE DATE This Ordinance shall be in full force and effect on July 1, 2018. Approved and signed this day of , 2018. JEFFERSON COUNTY BOARD OF COMMISSIONERS David Sullivan, Chairman SEAL Kathleen Kler, Member ATTEST Kate Dean, Member Carolyn Gallaway, Deputy Clerk of the Board Approved as to Form Only: Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney ''',..„.,,t,,,::,°:4,,,,, aybv 4; .s rw Viii,,, °xti w , % , , s £ ,,, ,,, "'' , \kr„N\ :4%41 '''''''':S\k .,gip. ,. 1 wy