City of Grand Forks

Staff Report
Committee of the Whole – September 28, 2020
City Council – October 5, 2020

Agenda Item: Building Inspections Department Restructure

Submitted by: Todd Feland, City Administrator

Tangee Bouvette, Human Resource Director

Staff Recommended Action: Approve the organizational restructure of the Building

Inspections Department to include a Building Inspections Department Head position as
proposed.

Committee Recommended Action:

Motion by Weber , second by Weigel to refer to city council with recommendation to approve. Motion
carried 4-3, with Dachtler, Vein, and Mock dissenting.

Council Action:

GENERAL OVERVIEW:
On an ongoing basis, the City of Grand Forks (City) examines, anticipates, and reacts to strategic
opportunities to improve organizational efficiency and effectiveness.

As part of the Mayor Bochenski’s initiatives, the City examines opportunities to improve
services related to safety, efficiency, and effectiveness measures, and to provide better
opportunities for employees and citizens to become more engaged related to City services
planning and delivery. Mayor Bochenski shares a City Council strategic priority of creating a
more business friendly environment to promote growth of current businesses and recruit new
businesses. As part of this more business friendly strategy, the City administration is looking
forward to locating the Planning and Community Development Departments on the first floor of
City Hall in the former Mayor and City Administrator Offices. This new location for Planning
and Community Development Departments will further facilitate these noted departments as the
City development single point of contact for coordinating action in quick and responsible action
orientated manner among the various City departments involved in the development process.
The move of the Planning and Community Development Departments to the first floor of City
Hall will allow for the Engineering and the newly proposed and independent Building
Inspections Department to have further space to better serve the public and provide a better and
more efficient and effective workplace environment.

Specifically related Building Inspections Department, the proposal to restructure the Building
Inspections division into its own distinct City Building Inspections Department will take a
multifaceted approach that will focus on leadership, coordination of efforts among various
departments, a clear and consistent path for customers, concise and understandable ordinances
and processes, and exceptional customer service.

The first step is to restructure and carve out the Building Inspections Division from the
Engineering Department and create a separate Building Inspections Department. The strategic
and vital success of this organizational effort is the proactive effort to hire a strong and dynamic
leader as a department head who is willing and able to move the Building Inspections
Department forward with a thoughtful, well-defined, and collaborative approach. The City
administration is planning to advertise and hire the Building Inspections Director as a contracted
department head. The position will be advertised internally and externally and the best candidate
will be offered the position after a thorough and thoughtful evaluation process. Imperatives of
the Building Inspections Director are the review and updating of building codes and standards
from regulatory, growth and development, and industry competitiveness perspectives. These
imperatives need to be reviewed and presented in a transparent, consistent manner with input
from stakeholders to include policy makers, citizens, contractors, and developers.

In addition to the Building Inspections Department restructure, there will be several building and
development processes reviewed and improved to include the designation of a project
coordinator for all commercial development projects. The Planning Department staff members
will serve as project coordinators and serve as the single point of customer contact through the
development process from start to finish. These Planning Department project coordinators will
serve as the main point of contact and will guide and communicate frequently throughout the
project. The site plan review processes will also be streamlined through consistent and weekly
cross departmental meetings and commercial pre-application meetings in which builders and
developers will have access to City Departmental staff representatives from City Departments
including Planning, Engineering, Building Inspections, Fire and Public Health.

ANALYSIS AND FINDINGS OF FACT:

 The Building Inspections Division is currently housed under the Engineering
Department. The restructure to provide for a separate Building Inspections Department
and will include a department head position and serve as the Building Inspections
Director.
 Total cost for implementing this restructure will be dependent on if the successful
candidate comes from within the current City organization or from the outside.

SUPPORT MATERIALS:
 Building Inspections Director – Job Description
 Current and Proposed City of Grand Forks Organizational Charts
XXXX Building Inspections Director

Job Class: Building Inspections Director

Department: Inspections
Supervisor: City Administrator
FLSA Status: Exempt
Revision Date:
Approved by: Date:

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.
Specifications are not intended to reflect all duties performed within the job.

DEFINITION
Provides managerial oversight to the inspections and code enforcement functions of the City. The
Inspections Administrator is responsible for interpreting code and ordinance rules and regulations and
planning, organizing and overseeing the inspection of new buildings and existing buildings for public safety
purposes to comply with such rules. The job provides supervision to inspectors and clerical staff in carrying
out assigned duties.

SCOPE OF RESPONSIBILITY:
The Inspections Administrator manages a 12-person department. The department inspects new and
existing buildings and properties for code compliance, building permit construction, rental properties and
some zoning issues.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may
include, but are not limited to, the following:
Essential Functions:

1. Develops, and implements operating procedures and guidelines within the department in order to
accomplish departmental goals and objectives and provides leadership to daily operations.
2. Determines work unit standard procedures and practices, determines priorities, interprets codes,
delegates duties, etc.; Sets guidelines regarding how inspectors will inspect properties for compliance;
Gathers and analyzes code and technical data; develops fee schedules and guides for use in property
inspections; Analyzes annual construction trends, prepares various reports on activity levels and
compliance with codes and ordinances; Coordinates code enforcement with other departments.
3. Develops and recommends appropriate amendments to City ordinances and city and state codes and
represents the department at hearings; Participates in approving plan modifications, resolves issues on
behalf of the City; Provides input on the evaluation of plans, specifications and structures for the most
complex projects; analyzes procedures, assemblies and techniques.
4. When working with commercial applications, performs a high level of analysis on matters such as life
safety egress codes, construction materials and design standards; Approves use of outside
technical/professional engineering to review unusual cases; Maintains records of work unit activities and
prepares reports as required.
5. Negotiates and resolves sensitive and controversial issues; performs and/or provides assistance to staff
in performing inspections of large and/or complex properties to see if appropriate methods are being
employed in unusual and unprecedented situations; Serves as a final arbitrator to settle field disputes
between contractors and inspectors regarding code related items and determines a best way to correct
the problem.
XXXX Building Inspections Director

6. Represents department on flood variances as the City’s Flood Plain Administrator; Flood Plain
Administrator. Represents department on Appeals Board, instructs members on board duties and
functions, and presents appeal(s) at hearings. Coordinates with the State of North Dakota and county
and federal agencies on building codes.
7. Communicates and maintains working relationships with others in carrying out job functions. Responds
to informational inquiries regarding the interpretation of codes applicable to a particular situation;
receives escalated complaint calls. Investigates and resolves customer service problems.
8. Meets with owners, contractors and consultants in the pre-design stage to discuss design concepts and
the application of code, particularly when designs are unique enough that interpretation of code is
required; Participates with other departments on code enforcement activities Meets with property
owners, neighborhood associations, and other departments to address property that is not in
compliance with property maintenance codes.
9. Provides advice (within limits) to the general public, contractors and designers on code related items;
Participates in public hearings and meetings with outside local groups, the general public, etc. to
represent the department and/or to provide information regarding City inspection procedures and
standards in relation to local, state or national standards and codes.
10. Serves as liaison for the department with other City and outside agencies, maintains relationships and
serves as a resource; contributes to state code discussions and serves as a contact with the International
Code Council.
11. Using independent judgment provides supervision and leadership to department personnel under the
span of control.
12. Participates in decisions on matters of hiring, transfer, suspension, lay off, recall, promotion, discharge,
assignment, reward, adjusting grievances or disciplining employees under the span of control; Sets
goals and objectives for others to work towards and monitors performance; Encourages employee
growth and development by providing or encouraging learning opportunities; Determines performance
review content for assigned employees. Arranges and provides training and education programs for
contractors and public at large.
13. Provides training and work direction, ensuring the employee knows and follows department and city
rules as well as sound work and safety practices in order to accomplish the job objectives and avoid
injury or loss; Plans the work schedule to meet department demands and to limit overtime costs to
reasonable and necessary levels; Leads the process of making decisions regarding the content of jobs
and the number of staff within the functional areas under the span of control; Manages the overall staff
workload.
14. Directs preparation and management of the department budget. Using independent judgment
develops and directs others in development of department operating budgets for the next cycle and
capital budgets for longer-term cycles; Analyzes past expenditures, expected needs, future cost
projections and sources of funding in order to develop detailed budgets; Reviews year-to-date spending
reports and monitors performance against plan during the entire budget cycle, making or
recommending adjustments as necessary to achieve a desired balance at the end of the cycle;
Approves expenditures for purposes and amounts that are within the budget and within the authorized
approval limits of the job; Works to ensure the most cost effective alternatives are identified when
planning expenditures; Works closely with finance department staff to identify sources of funds for
capital equipment; Prepares requests for annual budget approval and presents requests to decision
makers.
15. Performs other duties and activities as assigned.
XXXX Building Inspections Director

QUALIFICATIONS (Knowledge, Skills and Abilities)

Knowledge: Operational characteristics, services and activities of a building and zoning program; Modern and complex
principles and practices of public administration, site development and zoning, and flood plain management;
Principles and practices of program development and administration; Principles and practices of municipal budget
preparation and administration; Principles of supervision, training and performance evaluation; Modern office
procedures, methods and equipment including computers; Principles, practices and methods of engineering design,
building construction, and the trade's construction; Advanced, complex principles and techniques of building and plans
examination work; Federal, State and local laws, codes and regulations governing general building construction and
zoning.
Skills: Communicate clearly and concisely, both orally and in writing; Establish and maintain effective working
relationships with those contacted in the course of work; Maintain mental capacity, which allows the capability of
making sound decisions and demonstrating intellectual capabilities; Maintain physical condition appropriate to the
performance of assigned duties and responsibilities; Maintain effective audio/visual discrimination and perception to
the degree necessary for the successful performance of assigned duties.
Abilities: Oversee and manage the Building and Zoning division's operations, services and activities; Read and
comprehend a variety of plans and specifications; Enforce applicable zoning and building codes; Operate office
equipment including computers and supporting accessories for auto CAD drawing review; Oversee, direct and
coordinate the work of lower level staff; Select, supervise, train and evaluate staff; Participate in the development and
administration of division goals, objectives and procedures; Prepare and administer large and complex budgets;
Prepare clear and concise administrative and financial reports; Analyze problems, identify alternative solutions, project
consequences of proposed actions and implement recommendations in support of goals; Research, analyze and
evaluate new service delivery methods and techniques; Interpret and apply Federal, State and local policies, laws and
regulations.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A
typical way to obtain the knowledge and abilities would be:
Experience:
Six years of increasingly responsible experience in building construction, system design or inspection
experience, including three years of administrative and supervisory responsibility.
Training:
Equivalent to a Bachelor’s degree from an accredited college or university with major course work in
engineering, architecture or a related field.
License:
Possession of, or ability to obtain, a valid driver’s license

WORKING CONDITIONS
Environmental and Physical Conditions:
Office and field environment; travel from site to site; exposure to potentially dangerous environments, noise,
dust, grease, smoke, fumes, gases, inclement weather conditions; inspect around heavy construction
equipment; Essential and marginal functions may require maintaining physical condition necessary for light
lifting, crouching, climbing, walking or standing for prolonged periods of time.
 Citizens of
Grand Forks

Mayor City Council

Brandon
Bochenski

CITY OF GRAND FORKS

Legal Services Human Resources Civil Service City
Administrator
ORGANIZATIONAL CHART
Tangee Bouvette
Commission
Dan Gaustad
Todd Feland

Policy Analyst Public Information

Center
Spencer Halvorson
Communications
Specialist (3)

Information Public Health Public Works Water Works Public Finance Fire Police Engineering Assessing Planning Community PSAP
Technology Operations Transportation Development
Deborah Melanie Maureen Gary Lorenz Mark Nelson Allen Grasser Paul Houdek Brad Gengler Becky Ault
Adam Swanson Leah Rae Parvey Dale Bergman Storstad Meredith
Jonasson Amundson Richards
 Citizens of
Grand Forks

Mayor City Council

Brandon
Bochenski

Legal Services Human Civil Service City

Dan Gaustad
Resources Commission Administrator
CITY OF GRAND FORKS
Tangee Bouvette
PROPOSED
Todd Feland

ORGANIZATIONAL CHART
City Public Affairs
Administration Project Manager
Facilitator
Greta Silewski
Spencer Halvorson

Public Special Events

Information
Spencer Program
Officer
Halvorson Manager

John Bernstrom Sharyl Simeone

Information Public Health Public Works Water Works Public Finance Fire Police Engineering Assessing Planning Community PSAP Inspections
Technology Operations Transportation Development
Deborah Melanie Parvey Maureen Storstad Gary Lorenz Mark Nelson Allen Grasser Paul Houdek Brad Gengler Becky Ault TBD
Adam Jonasson Swanson Leah Rae Dale Bergman Meredith
Amundson Richards