9 | Audit of Building Permit Fees December 2024 3. Lack of clear internal procedures in Departmental Directive 1.10 Observation The Departmental Directive 1.10 references County Resolution 2021-107 for the cancellation and refund policy but lacks clear internal procedures. Several key issues need clarification and improvement: 1. Exceptions to Non-Refundable Fees: The directive does not clearly outline when nonrefundable fees can be refunded. County Resolution 2021-107 states there shall be no refund on any State Department of Community Affairs (DCA) surcharge or State Department of Business Regulation (DBPR) surcharge. Additionally, the Sarasota County Code of Ordinances state that plan review fees are non-refundable. In practice, staff sometime issue refunds of these fees, such as if an incorrect permit is submitted and the department issues a full refund. It should provide specific guidelines on how and when these exceptions apply. 2. Exceptions to Written Requests: County Resolution 2021-107 and the Sarasota County Code of Ordinances require written refund requests. Sarasota County Code of Ordinances also require written refund requests to be signed. However, there are exceptions to these requirements. Staff automatically issue partial refunds when an applicant switches over to a private provider inspection, or a full refund when staff discover errors in applications. In scenarios like these, a refund is provided without a written and signed request. While reasonable, this process is technically non-compliant with County Resolution 2021-107 and the Code of Ordinances and exceptions should be documented in the directive. 3. Refund Process Details: The directive should clarify: • What forms of refund requests are acceptable in scenarios where written requests are required (e.g., whether email requests are sufficient). • Who is authorized to request a refund and sign the written request. • What specific documentation is required to process refunds, as the directive currently states "ensure documentation". 4. Job Titles and Roles: The directive uses vague job titles such as “supervisor/manager.” It should instead clearly list all roles with refund approval authority in alignment with the organizational chart to avoid confusion about approval authority. Positions such as “Zoning Plans Reviewer” or “Business Professional” do not fit a general description of “supervisor/manager” but these positions have approval authority. Recommendation The Departmental Directive 1.10 should be updated with the following changes: 1. Clarify Non-Refundable Fee Exceptions: Update the directive to provide clear guidelines on exceptions to non-refundable fees and their application.
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