"Jemez Valley Region Strategic Plan"
SANDOVAL COUNTY DEVELOPMENT DIVISION 2007 ANNUAL REPORT 1 Table of Contents Current Development Trends in Sandoval County……….….…..1 Organizing for County Growth……………………..…..…..….…..1 County Development Division Organizational Chart……..…..…3 Mission Statement / Goals .......................................................... 4 2007 Completed Division Projects ............................................. 5 2008 Projects .............................................................................. 5 2008 Division Goals .................................................................... 6 Division Functions....................................................................... 7 Proposed Job Description Changes .................................. …...28 Appendix: Residential Building Permit Flowchart Conditional Use Review Process Flowchart Zone Change Review Process Flowchart Summary Review Subdivision Process Flowchart Subdivision Review Process Flowchart 2 Sandoval County Development 2007 Annual Report BACKGROUND: CURRENT DEVELOPMENT TRENDS IN SANDOVAL COUNTY Currently, Sandoval County is the fastest growing County in New Mexico and is number 95 in the top 100 fastest growing counties in the nation (U.S. Census Bureau, 2007.) Although much of the development has occurred in the City of Rio Rancho, growth and development in the un-incorporated communities has also increased in Placitas, La Madera, and Algodones. By 2010, Sandoval County will be the 4th largest county in New Mexico following Bernalillo, Dona Ana, and Santa Fe Counties. The projected population of Sandoval County in 2010 will be approximately 125,000 people. Sandoval County is experiencing normal pressures related to accelerated growth, and the county is proactively working on water and transportation issues for the future. Within the county, the City of Rio Rancho has encountered the need to deal with water constraints and has begun a trend of minimizing annexations in the Rio Rancho Estates. Area transportation alternatives are becoming more vital as the development continues on the west side the Rio Grande. The Division is developing policies related to urban zoning and transportation networks in the southern and eastern areas of the county to organize for the consequences of growth. Finally, rural segments of Sandoval County will become increasingly desirable as bedroom communities; planning policies and regulations have been developed addressing the issues related to the Jemez Valley and work continues in the Rio Grande Valley Regions. ORGANIZING FOR COUNTY GROWTH By comparison to other urban counties similar in size, the Sandoval County Development Division is slightly understaffed relative to population served. Santa Fe County’s Planning Department consist of approximately 27 staff positions; this is about 1 staff person for every 5000 people. In Dona Ana County, which is a rapidly growing region, there is approximately 1 staff person for each 8000 people. Currently, the Sandoval County Development Division has a staff of 9, which is about one staff person for each 14,000 people. In 2006, the County Development Division added 2 new staff positions, (Long Range Planner and Water Resources Administrator) which did improve the capacity of the division to implement a variety of development and planning projects. A strategy has been developed for the division to guide and support the water related projects, long-range planning, and capital projects in the County. 3 With the addition of new staff positions, the division has made strides toward dealing with the County’s growth; and it remains imperative to reorganize staff duties to prepare for the requirements of the increasing workloads. The approach to water and land use planning as well as the ICIP continues to apply community-based processes by actively seeking input from citizens through community meetings. Through participation of community members, the County’s projects will reflect the needs and desires in the area and, thereby, justify the funding necessary to support these projects. In 2007, the division performed a complete Administrative review using improved administrative practices and staff coordination to make up for the lack of staff in the division. The following information outlines the findings: 1. It was determined that it was vital to add a Zoning Enforcement Officer to assist and support the current Zoning Enforcement Officer and also to enforce the revisions to the Comprehensive Zoning Code, adopted in November 2007. This ordinance is now proactively addressing Code Enforcement issues relative to junked cars and trash and zoning issues in the urbanizing portions of the county which has resulted in an increase in both review and enforcement activities. 2. Due to increased plat requirements and review activity, the division would like to initiate the establishment of a possible new position, Plat Review Engineer to be paid exclusively by user fees. In 2008, the division continues to use process improvement for the shortfall in staff and increase in activity. The practice of outsourcing County Development’s technical work (engineering, architectural, and planning consultants) has allowed the division to produce high levels of production in the past with minimal impact to the budget. Costs for this professional work in 2007 was approximately $35,000, however, increased workloads will result in costs exceeding estimations by 50%. These costs, however, are less than full time county employees. In fiscal year 2009-2010, the division will request approval to increase staff in the Planning Division driven by several urban development trends. The development of Rio West as a planned community along the Rio Puerco is projected in the developer’s Master plan to develop approximately 12,000 homes in Phase 1 of the Development, between 2008 and 2015. Projected future growth in Sandoval County will require additional staff capacity to deal with infrastructure, transportation, and land use issues. 4 COUNTY DEVELOPMENT DIVISION BOARD OF COUNTY COMMISSIONERS P&Z COMMISSION MANAGER PID DIRECTOR ICIP COMMISSION DEPUTY DIRECTOR WATER RESOURCE PLANNING ADMINISTRATOR ZONING CURRENT LONG RANGE ADMIN ENFORCEMENT PLANNING PLANNING SUPPORT MONEY MONEY PROFESSIONAL SERVICES POLICY PROGRAMMATIC IMPLEMENTATION 5 MISSION STATEMENT To enhance the quality of life for present and future generations of Sandoval County residents by providing superior service, encouraging citizen participation, promoting good planning, and implementing our County’s ordinances. GOALS A. Continue to plan for the long term water resource needs of the County for the next 100 year period through the “regionalization” and “desalination” programs currently underway. 6 B. Continue regional and county-wide long range planning efforts to expand the county’s employment base, improve regional transportation system, and reverse the flow of commuters daily travel patterns, while providing greater employment opportunities to residents of the rural areas of the county. C. Continue and expand “community based” land use planning efforts to provide for the orderly development of the varied and diverse needs of county residents through the utilization of the “Community District” planning programs. D. Increase zoning enforcement activities through a proactive “sweep” approach rather than the “complaint” approach currently utilized. E. Improve and expand the efforts of “Capital Improvement Planning” (ICIP) process and refine and improve the “Facilities Advisory Committee” function throughout the various county divisions. F. Continue economic development efforts at La Plazuela de Sandoval, and expand revenue generation activities through expanded “public- private partnerships.” 2007 COMPLETED DIVISION PROJECTS Jemez Valley Area Plan Revision to Sandoval County Zoning Ordinance – creating Urbanizing Districts Rio West Development Agreement Expansion of the Health Commons Building Phase I Exploratory Well for Desalination Complete revisions to Subdivision Regulations addressing summary subdivisions and family transfer exemptions in the Placitas area 2008 PROJECTS Rio Rancho Estates Land Use Analysis Long Range Transportation Planning – division function (Southeast portion of Sandoval County) Southwestern Sandoval Transportation System Rio West – Master Plan and ongoing development review 7 Creation of a Public Improvement District for the development of the Rio West Communities. Jemez Water Regionalization – projected completion in June 2008 La Jara Ditch project – funding in place and work in progress La Plazuela Infrastructure Plans Cielo Azul Retirement Community Airport feasibility project – projected spring 2008 completion Placitas Community Public Library I-25 Fire Station Magistrate Court Parking Lot Sandoval County Administrative Complex Phase II – IV of Desalination Project Coordination of Funds for Regionalization Coordination of Funds for Desalinization Creation of an ICIP Commission for review and ranking of all Capital projects. Update all County Development Job descriptions ANNUAL ACTIVITY GIS Support for County Development - division function Commercial Rezone Administrative Review - division function Floodplain Management - review of building permit applications Ongoing review and updating of ordinance to adopt new FEMA flood maps Ongoing research of property ownership for all legal notifications Professional Services Bidding and Contracts Infrastructure Capital Improvement Plan Administrative and Fiscal Management of Capital Projects 2008 DIVISION GOALS: Complete La Plazuela de Sandoval Master Plan with surrounding communities Establish northern Sandoval County Water & Sewer District Complete revisions to Zoning Ordinance and maps to add former Greater Bernalillo Extra-territorial zoning area Complete revisions to Zoning Ordinance for commercial development in Algodones area. Creation and implementation of a County Night Skies Ordinance Complete assessment of existing billboards for compliance with Sign Ordinance Continue enforcement of Zoning Ordinance in Rio Rancho Estates 8 Implementation of habitability standards within Zoning Ordinance Continue to work with GIS personnel to update County zoning maps Devise a new internal administrative system to ensure an efficient transition to comply with the new ordinances. Continue to work on resolving existing address issues to ensure the safety of our citizens with regard to emergency services. DIVISION FUNCTIONS The County Development Division performs a number of functions within the County. The following is a general outline of the each function in the division and the responsibilities. WATER RESOURCE ADMINISTRATOR Water Resource planning & programming is working to execute water systems regionalization among the communities in the Jemez Valley corridor. The Water Resource Administrator specializes in the coordination, development, facilitation, and administration of County-wide water projects, to include planning activities associated with meeting demands in Southern Sandoval County (Rio West, Rio Rancho, and the Estates, etc.) The position was upgraded in late 2007 due to the establishment of the Water/Wastewater section in the County Development Division, the establishment of the Enterprise Fund for Water, and the complexity and overall responsibility associated with this new County operation. Sandoval County Desalination Project is approaching completion of Phase I. Phase I was an exploratory process which included the search for water, permitting and drilling of two exploratory wells, the identification of a source aquifer and the analysis of the water quality from that source. The two wells drilled produce water under artesian conditions: they flow at the surface without a pump, one about 900 gallons per minute (gpm), and the other about 150 gpm. Water quality testing has been completed. The County has expended nearly $5 million to date in accomplishing Phase I. Preliminary Engineering is estimated at $2.6 Million for Phase II. (Project has 4 Phases: Phase III is Construction and Phase IV is Operations and Maintenance.) Phase II will focus on the design and layout of the project’s major facilities (location of the desalination plant, 9 wells, reservoirs, rights of way and easements, etc.) and establish the desalination method and technology, the energy requirements and sources, and the management of concentrate streams. The concentrate evaluation will investigate both injection and non-injection technologies. The next hurdle needed to fully engage in Phase II will be establishment of the aquifer capacity. This 30 day test will further refine the values which are estimated at this time. Analysis of the single 13 hour well test (and 6 week recovery), in combination with geological data from the drilling process, can be used to estimate a range of values for brackish water in the aquifer. The percentage of water in the aquifer which is economically recoverable will depend on the techniques to be determined in this Preliminary Engineering Phase (values approaching 50% are likely). Another product of this Phase will be refining the estimated costs of the process which contribute to the price of water delivered. Significant factors in these costs are energy sources and the County, in combination with PNM, is evaluating renewable energy options. A consumption estimate for the potential service area in Southern Sandoval County has been completed to project future water demand for the various developments in the region. Total demand may exceed 43,000 acre-feet / year at build out. Assuming a 50% recovery rate, an estimated 4.5 million acre feet aquifer volume, would be required to meet the 100 year water requirements as regulated by the County. Current engineering estimates are that a desalination plant of about 4-5 million gallons per day (mgd) achieves economies of scale over smaller plants ($6 /1000 gal based on total amortization of capital costs). It is expected that incremental expansions of additional units of a similar size, (over time, to meet growth requirements), will yield additional benefits due to similarities in maintenance and operations schemes. A preliminary cost estimate for a 5 mgd desalination plant, 10 and the infrastructure required for collecting water from wells, performing treatment and handling of the concentrate is about $39 million. It must be noted that planning done at this stage largely establishes the selection of infrastructure to be built, and thereby drives the costs of operations and maintenance over the life of the system. Following appropriate steps at this juncture will avoid increased expenses by thorough engineering and informed selection of alternatives. The system and water treatment plant will be owned, permitted, operated and maintained by Sandoval County. Activities: Develops and/or implements specific water regionalization strategies or programs; Analyzes water use patterns and conducts studies and cost/benefit analyses for water regionalization management alternatives; Reviews County policies, procedures, and regulations affecting water use and recommends new or revised policies, procedures, and regulations to support water resource or conservation goals; Interacts with professional and civic organizations, rural water associations, state agencies, and citizen groups. Makes public presentations to groups of citizens, state agencies or legislators, or other professionals; Assists in the development and implementation of Sandoval County’s water regionalization and water permanent fund programs; Coordinates implementation of water management measures that would affect other County programs, policies, or ordinances; Produces written materials for County Commission, other staff, news media, and the general public; Develops measurement criteria and analyzes results to determine effectiveness of assigned programs; Designs communication materials for distribution to the media and the general public; Designs special events and conducts programs for specialized audiences; Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service. Current Projects Jemez Regionalization Rio Puerco / Recorp / Rio West Water plans Tire Bales project for La Jara Ditch (Rio Puerco) Sandoval County 40 year water plan 11 LONG RANGE PLANNER Long Range Planning function includes high priority planning studies, design guidelines, ordinance amendments, and other special projects that involve land use, zoning, development, code enforcement, and real estate. This function also includes preparation of long-range comprehensive / transportation plans, project management of sub-area studies, short-range transportation improvement programs, and commercial and industrial development. Responsibilities include managing the review process on complex high profile developments, performing professional level development review with limited guidance, working with other County Development staff, and developers. The Long Range Planner also completes ordinance amendments, and layout and development of GIS mapping and plans on behalf of the County Development Division. Time allocations are currently 2/3 time to Long Range planning projects such the Rio Rancho Estates Area Plan, zoning amendments and updates, and transportation planning. 12 Approximately 1/3 of the time is spent on current development responsibilities (commercial zoning administration) and support of overall County Development special projects such as La Plazuela, Rio West Master Plan, as well as Site Planning/GIS support. 13 Recently Completed Projects of 2007 Jemez Valley Area Plan Major revisions to the Sandoval County Comprehensive Zoning Code Current Projects for 2008 Rio Rancho Estates Area Plan (To be complete in July of 2009) Pena Blanca Area Plan (To Begin in Fall of 08) Ongoing Transportation Planning (Major Road Plan, Rio Rancho Estates) GIS and Site Planning support to County Development (Ongoing) Ongoing Rio West Master Plan coordination Upcoming Projects Placitas Area Plan (To Begin in May of 2009 and Complete in December of 2009) Northeast Loop 550-Northwest Loop Connection 14 15 PLANNER III Current Planning includes oversight of processes involving staff reviews and facilitation of zone changes, conditional use permits, subdivisions, and other land use in the non-municipal and non-pueblo areas of the County. A portion of the responsibilities of the Planner III position includes the review of all subdivisions for Sandoval County, including the review of Type Two and Three subdivisions, summary review, as well as review of exempt subdivisions, which encompass family transfers and subdivision re-plats. Subdivision review includes agency compliance, notification, as well as administrative processing of public hearing procedures. It also includes the oversight and coordination of the technical portion such as drainage, topographic conditions, access, legal compliance, infrastructure assurance, and field inspection. In 2007, the Planner III reviewed 82 subdivisions (counting all categories), which resulted in the creation in 232 lots. Unlike many other counties in New Mexico, Sandoval County requires a very detailed administrative function and review of summary plats. Starting in 2007, due to the community led efforts in Placitas; subdivisions in the Placitas area require additional technical review, notice requirements, and a public hearing process for the approval of a summary subdivision. Another responsibility of this position is the compliance and enforcement of development conditions placed on subdivisions through the review process. Overall, subdivision review is a substantial part of the work performed by this position. In addition to subdivision review responsibilities, this position is also required to review all current planning applications including Conditional Use permits, Zone Map Amendments, Variances, and Vacations. The Planner III also serves as a Certified Floodplain Manager for Sandoval County for some projects. Some of the special projects were the Piedra Liza Dam rehabilitation, Crest of Montezuma Open Space acquisition, and platting and consolidation of the La Plazuela site. 16 PLANNING & ZONING ACTIVITIES: County Property Inventory – Updated and Improved County property inventory including both developed and vacant properties (total 332 properties) Summary Plats Review - Completed review of 79 Summary and exemption plats; 56 approved and 22 incomplete. 149 new lots created. Subdivisions - Three major subdivisions totaling 83 lots reviewed and approved Projects - Piedra Liza Dam Rehabilitation project completed on time and within budget. Coordination was with NRCS, the Coronado Soil & Water Conservation District, New Mexico Department of Transportation, and the Town of Bernalillo. Coordinated with BLM, Santo Domingo Pueblo, and private landowners, on the Crest of Montezuma Land Exchange project. This project, completed in 2007, resulted in the acquisition and protection of nearly 1000 acres of open space in the Placitas area. Assisted with the completion of the PNM Espejo Compressor Station project. This resulted in the creation of a buffer area around this vital energy transmission facility, the elimination of some antiquated platting in the Rio Rancho Estates area, and an improvement in the regional road network. Provided oversight to plat and consolidate the La Plazuela site. Zoning - Seven zone changes and 6 vacation applications processed, and 2 conditional use permits processed and issued. 17 Current Subdivision Projects Diamond Tail Phase II San Pedro Overlook Phase III Petroglyph Trails Pinon Bluff Centro de Algodones Upcoming Projects Bernalillo ETZ Flood Plain Ordinance Update Crest of Montezuma Management Agreement Assistance with Fire Department real estate project in Placitas 18 ZONING ENFORCEMENT OFFICER In late 2007, the County Development Division added an additional Zoning Enforcement Officer to assist in nuisance abatement and residential zoning violations in addition to the routine of permitting, addressing, and zoning enforcement for compliance for the unincorporated areas of the County. The Zoning Enforcement Officers assist the public in the office with the processing of residential zoning and building permits in the unincorporated area of Sandoval County. The processing of a residential zoning permit includes plan review, processing of the zoning permit and a site inspection. In 2007, Sandoval County reviewed 317 permits for construction. Another responsibility is to serve as the addressing administrator for the County Development Division. In addition to processing residential zoning and building permits, the Zoning Enforcement Officers are responsible for following up on code violations such as illegally placed mobile homes in lots without following permitting process. The Zoning Enforcement Officers investigate approximately 10 calls a week of code violations. 19 Currently, there is no possible way to effectively abate all the code violations. The Zoning Enforcement Officers spend approximately 40% of work time resolving code violations in the community. The Zoning Enforcement Officers also assist the Long Range Planner and the Planner III on inspections related to commercial zoning compliance, development compliance, and subdivision compliance or violations. 2007 Activity Addition of permit information on Sandoval County web-site. Certification – Zoning Enforcement Officer received certification through NMLZO. Review – 336 Building Permits were reviewed Breakdown: New Construction – 112 Miscellaneous, such as pools or fences – 20 Manufactured home placements – 22 Additions – 93 Signs – 2 Infrastructure only – 1 Utilities – 32 Commercial – 10 Foundation – 5 Address only – 5 Wells – 42 Wind Turbine – 1 Special Events -4 Current Projects Llanito Clean Up Rio Rancho Estates Zoning Compliance Monitoring of Mining Operations in Pena Blanca Upcoming Projects Enforcement of Subdivision Conditional Approvals Enforcement of Commercial Conditional Approvals Train on MARS systems and Microstation for property research 20 Initiate Central Filing Systems for Planning and Zoning Initiate the back up system for performing Zoning enforcement sweeps 21 DEPUTY DIRECTOR: The Deputy Director administers Capital Projects from the design phase to bidding, the financial management of the projects, and the reimbursement of funds back to the County. The Deputy Director is also responsible for the oversight and coordination of the yearly ICIP process to include a 5-year capital project plan with Operations and Maintenance costs for long term budget forecasting. In 2007, this job title was changed from Capital Projects Administrator to Deputy Director. Additional responsibilities include expanding and changing the administrative duties of this position to supervise the current Administrative Support Coordinator and Clerk to develop a broader range of support and team coordination internally with office staff. This entailed the restructuring of the three positions to now administratively support planning, zoning, development, water, and other proposed activities. The division now has a broader planning capacity with the addition of the Water Resource Administrator and Long Range Planner. County Development is also preparing to support all aspects related to a Public Improvement District in the Rio Puerco area if the brackish water becomes treatable and the project moves forward. This will result in increased administrative activity with the formation of a board and all aspects relative to the support of PID board functions. County Development also proposes to implement the formation of an ICIP Committee. This committee will be comprised of 5 individuals who will review and rank the proposed Capital Improvement Projects for the County to include those projects brought forth by the residents of the County. The Deputy Director will oversee the coordination of public meetings in various areas of the County in order to gather proposed projects from the public. The Deputy Director will continue to be responsible to either perform and/or supervise the following activities: Monitor and/or administer County Development projects relative to financial and regulatory compliance with state and federal funding programs. Monitor the budget and financial transactions for all division functions. Continue to acquire and maintain a working knowledge of relevant laws, regulations, policies, standards, or procedures. Review and analyze forms, applications, documents, or other information to make determinations on what action needs to be taken in order for administration to support staff. 22 Recommend improvements or solutions to problems, or determines appropriate actions. Make improvements, solve problems, or take corrective action when problems arise. Manage and oversee capital improvement projects including initiating, budgeting, prioritizing, negotiating, drafting/preparing, bidding, awarding, and administering contracts for design, and construction. Observe work in progress to ensure that procedures are followed for project coordination in other divisions. Question, interview, or confer with others to obtain or verify information. Coordinate the activities of individuals inside or outside of the organization Review reports, documents, records, data, or other materials to verify completeness, correctness, consistency, and compliance. Discuss results, problems, plans, suggestions, terms, or conditions with others. Oversee the ICIP process to be administered by the Administrative Support Coordinator. Oversee the financial processing and reimbursement of grants and state appropriations performed by the Administrative Support Coordinator for public buildings. Completed Projects – Transferred to Public Works Health Commons Phase II Placitas Library & Community Center environmental assessment, preliminary grading and drainage plans, and bidding process for Architect completed before transfer for construction. Projects: Placitas Community Public Library – The funding of the project is through grants and state appropriations, therefore, there is continued supervision of the administration of Federal Special Appropriations from Housing and Urban Development, and State Appropriations to include all administrative and financial functions, reporting, and requests for reimbursement related to the grant agreements. I-25 Fire Station- This project is new construction which will provide sleeping quarters for career fire staff, space for volunteers, vehicle bays, training room, kitchen/living area, tool storage, medicine storage and toilets. 23 Airport Feasibility project – recently funded by the State Aviation Department and Federal FAA funding, a Feasibility Study for a General Aviation airport is underway and is estimated to be complete in March 2008. County Administrative Complex- Supervise the coordination of such activities relative to an initial space analysis study, programming, and design of new office space for administrative offices to be located at Plazuela de Sandoval. 24 SANDOVAL COUNTY ADMINISTRATIVE COMPLEX 25 Magistrate Court Parking Lot – purchase, design and construction of 100 additional parking spaces across from Magistrate court to the south. Infrastructure Capital Improvement Plan – Supervise 5-year capital projects plan preparation for submission to state Capital Outlay Division for inclusion in statewide ICIP plan. Matching Funds for Desalinization Plant Construction – Identification, application, and coordination of matching funds for Desalinization funds for the Rio Puerco Development. On Call Contract Services – administration and coordination of “on-call” service contracts for County Development, Architectural, Engineering, Hydrology and Planning and Appraisal services. Procurement of Services – produce Request for Proposals & Evaluations, Request for Qualifications & Evaluations, Professional Service Agreements, Memorandums of Understanding and Development Agreements for County Development projects. Liaison – confer with engineers, architects, agencies, and the general public in acquiring and providing information in order to coordinate county projects. Administrative and Fiscal Management of Capital Projects- Capital Projects are administered through the division whereby all County projects are taken, from the initial concept through the design phase and on to the bidding process. Facilities Advisory Committee- establishes and support policies and procedures to promote inter-division communication on Public Works projects. Public Improvement District - Coordinate the creation of a Public Improvement District for the development of the Rio West Communities. 26 ADMINISTRATIVE SUPPORT COORDINATOR Administrative Assistance includes administrative paperwork relative to several division functions such as the Planning and Zoning Commission, budget and financial needs of division, flood zone review, ICIP and Grants. Reviews permit applications for compliance with FEMA requirements. Certified Flood Plain Manager for Sandoval County. County Liaison for ESCAFCA issues and meetings. Conducts the information gathering process from County divisions, elected officials and public for the ICIP process, and compiles the information for adoption and submittal to the state. Provide administrative support in the compilation and dissemination of ordinances and permitted materials required by external and internal agencies. Researches information from County files, minutes, regulations and legal documents for the general public, other employees and public officials. Acts as Secretary to the Planning and Zoning Commission Establishes and performs the administrative procedures related to new boards and commissions. Train and advise other staff on proper purchasing processes and procedures. Coordinate the purchase of office supplies. Acts as purchasing agent for Bond projects, such as the Exploratory Drilling project. Includes setting up new vendors following procurement regulations, recording contracts, submitting/recording/monitoring contract payments, maintaining purchasing files for audit purposes. During 2007, oversaw the spending of approximately $5 million in bond funds for the drilling project and professional services funds of $30,000 for contract planner. Acts as liaison with contract vendors, to ensure timely submission and payment of invoices, as well as maintaining files for audit purposes. Trains and advises other staff members on procedures for advertising zoning cases and maintaining files. Trains and advises other staff members on using the AS400 and MARS systems for researching ownership and location information. Confer with other staff members about the history and background for ongoing zoning, permitting and addressing issues to ensure continuity in operations. 27 PLANNING AND ZONING COMMISSIONS RESPONSIBILITIES: Responsibilities include the administrative support for all business conducted by the Planning and Zoning Commission which includes notification and publication of legal notices and monthly agendas. In addition, the Administrative Assistant is responsible for the compilation of all zoning case documents and staff reports that are prepared for the Planning and Zoning Commissioners prior to monthly Planning and Zoning Commission meetings. In 2007, there were 38 cases brought before the Planning and Zoning and/or County Commission as required by Ordinance, which required the production of case files, commission packets, and notification. This number is projected to double or triple in the next year due to an Ordinance amendment requiring some summary plats to be heard by the Planning and Zoning Commission. In addition to these responsibilities, the Administrative Assistant is required to record and transcribe the official minutes of the Planning and Zoning Commission as well as maintain the official records for public review. 28 COUNTY DEVELOPMENT CLERK Functions as back-up support to the main County receptionist as required. Responds to customers at County Development’s front counter to back up to zoning enforcement and planning. Greets division visitors and public officials, answers telephone calls, transfers calls, takes messages and follows up on telephone calls as instructed. Sort and distributes mail and prepares outgoing mail. Receives required payments from customers, verifies amount, issues change and provides receipts as required. Preparation of bank deposits for various County accounts. Maintains spreadsheet for account balances and submits to the Treasurer’s Office. Makes copies and assembles materials for distribution as required. Composes e-mail, manages databases and maintains paper and electronic files of permits and addresses issued. Maintains supplies inventory, orders supplies, and audits the utilization of supplies. In addition to the current duties, the Clerk’s duties will expand to support Zoning with routine tasks associated with legal notices, publications, production of case files, and notifications. Clerk will also assume the role of supporting the rest of the office personnel with occasional correspondence and special projects. 29 PROPOSED JOB DESCRIPTION CHANGES: Four of the nine job descriptions in the department need to be updated because the current job descriptions do not reflect the duties of the positions. All of the proposed changes were submitted to Personnel in December, 2007 and are still pending. The changes are as follows: Zoning Enforcement Officer – additions to job description Eliminate Assistant Zoning Enforcement Field Officer job description and add these duties to the present Zoning Enforcement Officer position. The County Development Division proposes to have 2 full time Zoning Enforcement Officers, both exempt positions. MINIMUM QUALIFICATIONS: 1. Must be computer literate to include word processing, spreadsheets and data base set up and entry. ESSENTIAL DUTIES: 1. Greeting and assisting customers with all front counter requests in order to support Zoning, Long Range Planner and Planner III with selling ordinance books, plat tracking sheets, basic planning matters, subdivision matters and permitting issues. 2. Processes and evaluates zoning application requests for compliance with appropriate regulations, ordinances, and county policies. 3. Review and process residential building permits. 4. Review current maps and coordinate with GIS in order to designate new road names. 5. Process utility authorizations for residential owners. 6. Review and process Special Events permits. 7. Investigate complaints and issue necessary paperwork to ensure compliance with Nuisance Abatement. 8. Back up to County Development Clerk with notarizing documents, taking P & Z minutes, and administering oaths for P& Z monthly meetings. 9. Conducts research on properties and writes informational or formal zoning letters as requested, for the general public, county divisions, appraisers, developers, or others as requested. 30 10. Responsible for initiating, organizing, maintaining, and closing case files in a central filing system for all Planning and Zoning cases and keeping well informed of the status of each project in the division. 11. Utilize MARS system from Assessors office to research property, become proficient in land use and property terminology. 12. Must attend state NM League of Zoning Officials meetings necessary to obtain and/or maintain Certification. 13. Prepare, post and publish legal notices as required by ordinance. 14. Researches and prepares legal and property owner notices, and coordinates mailing to all parties for each item on the agenda Planning & Zoning Commission agenda packets. Zoning Enforcement Officer – changes to essential duties 5. Supports the County Addressing Program, facilities coordination between municipal addressing, county addressing, and planners to ensure consistency with all county programs. 31 Clerk – additions to the essential duties DIVISION: County Development REPORTS TO: Deputy Director 1. Responds to customers at County Development’s front counter regarding zoning enforcement and planning issues. 2. Sort and distributes mail and prepares outgoing mail. 3. Process staff’s timesheets and submit to Finance for payroll. 4. Receives required payments for County Development documents from customers, enters data and prints receipts as required. 5. Preparation of bank deposits for various County accounts. Maintains spreadsheet for account balances and submits to the Treasurer’s Office. 6. Makes copies and assembles County Development materials for distribution as required. 7. Composes e-mail and maintains paper and electronic files of permits and addresses issued. 8. Maintains inventory of office supplies, orders supplies, and audits the utilization of supplies. 9. Assist Zoning with routine tasks associated with legal notices, publications, production of case files, and notifications as requested. 10. Clerk will also assume the role of supporting the rest of the office personnel with occasional correspondence and special projects. 11. Assist the public in County Development with questions on residential permit processing or direct them to the proper State of New Mexico agency for assistance. 12. Keep track of staff’s time in the office and prepare the time sheets. 13. Assist in sending out Planning & Zoning Commission packets, certified letters and project notices. 32 14. Accept building permit applications, review for completeness and advise the public of missing information. Track permits, maintain copies of completed permit and notify customer for pick up. 15. Enter mobile home information into computer system and submit reports to Assessor’s office. 16. Keep a supply of all ordinances, internal office forms, and any County Development informational sheets / packets for the public. 17. Keep and ongoing inventory of printer supplies for restocking as necessary. 18. Coordinate repair of the main office copy machine 19. Coordinate maintenance for division vehicles as well as office machines and equipment within the division and serve as the contact person for all maintenance and repair work. Clerk – deletions to the essential duties 1. Change the “Reports to:” from Support Coordinator to Deputy Director 2. Delete item # 8 3. Under Essential Duties on the job description, #10 and # 11 are identical. 33 Administrative Support Coordinator – Job Description The Personnel Division is unable to locate the Support Coordinator job description for one of County Development’s staff members. In order to rectify this situation, the CD division staff has created a new job description to provide to Personnel. DIVISION: County Development REPORTS TO: Deputy Director CLASSIFICATION: FLSA Exempt Essential Duties: 1. Purchasing – enter requisition to obtain purchase order, order material / item, submit invoice for payment, pay vendor. Establish vendor account if necessary. Train and advise other staff on proper purchasing processes and procedures. 2. Keep the budget balanced with line item transfer or general fund request as needed. Monitor spending and project upcoming fiscal year needs for creation of new budget. 3. Prepare travel request; submit for approval, make reservations, request/disburse travel funds; collect receipts for reconciliation. 4. Type letters, memos, various resolutions, ordinances, agreements, contracts and a variety of miscellaneous correspondence for sections within the County Development division. 5. Provide administrative support in the compilation and dissemination of ordinances and permitted materials required by external and internal agencies. 6. Notary Service as requested by public and as required by Ordinance for applications 7. Complete Infrastructure Capital Improvement Plan to include project specific information from departments/elected officials and public. Conducts the information gathering process from County divisions, elected officials and public for the ICIP process, and compiles the information for adoption and submittal to the state. 8. Respond to public requests to inspect records; research archived files; provide copies as requested. Provide documents copies of case files for District Court appeals and Legal Proceedings 9. Word process ordinance updates/revisions; post/publish required legal notice; file with County Clerk, State Records & Archives; create PDF for posting on Sandoval County website 34 10. Attend ESCAFCA meetings as County liaison 11. Review Floodplain permit applications for location; if applicable, collect floodplain development permit, monitor project for completion, and archive Elevation Certificate for completed project. Attend meetings to maintain certification for flood plain management. 12. Respond to request for floodplain determination certification as requested by property owners, insurance companies, title companies, mortgage companies, etc. 13. Monitors, as assigned, contracts with other public / private entities. Processes financial and administrative paperwork for State appropriations and/or state and federal grants. 14. Maintain financial records, reconcile accounts, and prepare for audits for contracts, grants, and bonds. 15. Act as P & Z Commission Secretary, swearing in witnesses, maintaining communication with Commissioners to ensure quorum and scheduling reappointments. Schedule and attend monthly P & Z meetings; record/transcribe minutes; create agenda; send out information packets to Commissioners; post/advertise meeting as required by Ordinance. 16. Establishes and performs the administrative procedures related to new boards and commissions. 17. Administratively support the establishment of a new ICIP Commission and act as Commission secretary by maintaining communication, preparing packets for projects and establishing all the coordination duties relative to the function of a new board. 18. Administratively support the establishment of a new PID by maintaining communication, preparing packets for projects and establishing all the coordination duties relative to the function of a new board. 19. Employee must perform all duties with minimal supervision, Employee may be required to work irregular hours, attend job-related meetings and perform other duties as assigned. 35 Deputy Director – addition/changes to essential duties 1. Supervise Administrative Support Coordinator and County Development Clerk positions. Change to item #7 2. Coordinate the Infrastructure Capital Improvement Process (ICIP) in the County ………. Change to item #15 3. Coordinate the administrative activities and operations of …………. 4. Responsible for overseeing the establishment of the administrative duties of PIDS and the development of a PID Board. 5. Oversee the establishment of the administrative duties of an ICIP Commission to review all ICIP projects. Deputy Director – deletions to the essential duties 1. Delete item #20 Coordinates with facility maintenance supervisor on existing facility maintenance projects. 36