HomeMy WebLinkAboutAGENDA REPORT 1989 0705 CC REG ITEM 09AELOISE BROWN
Mayor
BERNARDO M. PEREZ
Mayor Pro Tom
CLINT HARPER, Ph. D.
Councimember
PAUL LAWRASON
Councilmember
SCOTT MONTGOMERY
Cowdimember
RICHARD T. HARE
City Treasurer
TO:
FROM:
DATE:
MOORPARK ITEM
cos. �o �5
M E M 0 R A N D U M
STEVEN KUENY
City Manager
CHERYL J. KANE
City Attorrey
PATRICK RICHARDS, A.I.C.P.
Director of
Community Development
R. DENNIS DELZEIT
City Engineer
JOHN V. GILLESPIE
Chief of Police
The Honorable City Council V
Patrick J. Richards, Director of Community Development
April 12, 1989 (CC meeting of 4/20/89)
SUBJECT: REVISIONS TO LAND USE APPLICATION FEES AND PLANNING RATES
Background
On April 5, 1989, staff reported to Council on the need for an increase
in land use application fees. This report stated that amending the fee
schedule is needed for the City to recover costs for these services.
Staff recommended amendments to Resolution 84-130, pertaining to real
time cost accounting for planning staff time, and Resolution 83-30
which pertains to developer fees for land use applications. The report
points out that fees have not been adjusted for five years, and that
costs have increased dramatically during that time. Staff is returning
to Council for a public hearing in order to determine action on the
proposed revisions to the fee schedule and the hourly rate for planning
staff.
Discussion of Actual Cost Billing Rates
Staff has analyzed the relevant costs and the actual hours spent on
processing permits, and has determined a real time billing rate of
$75.00 per hour for staff time. This rate has been calculated by
analyzing each position involved in the process, and direct and
indirect costs. Three components apply to the hourly rate for planning
staff and have been calculated as follows, (refer to attachment "C" for
a detailed analysis of the three components):
1) Direct Costs
Direct costs have been calculated by assessing the four (4)
positions , (Director of Community Development, two
Senior Planners, and the Associate Planner), which currently
accrue hours billable to the permit process. The cost
for these positions have been calculated by adding the
799 Moorpark Avenue Moorpark, Califomia 93021 -(805) 529-6864
FEESA/CHRONI PJR:OST:DR:FM::CM:DR:crl
April 14, 1989
page 2
salaries and a factor of 35% of salaries for benefits.
2) Department Overhead.
Department overhead was based on four factors. First, the
personnel cost has been adjusted by subtracting salaries and
benefits for the four positions previously mentioned.
Secondly, maintenance and operations is calculated by
subtracting for professional services, (these services
include planning studies, and non -permit related planning
activities like the housing element and the downtown study).
Thirdly, capital outlay is calculated as a 4% factor of the
department total personnel and maintenance and operations
costs based upon 88/89 fiscal year figures. Lastly, fixed
overhead is based on rental value of the office space by
taking a percentage of the new City Hall utilized by the
planning staff, (50% of 5,000 square feet, multiplied by 50
cents per month for each square foot).
3) City Overhead
This cost is calculated in similar fashion to the City
Manager's 1984 report. Adjustments have been made to the
1989 figures as follows: a reduction in City Manager, City
Clerk, and Finance Department overhead; an increase in City
Attorney time; inclusion of Planning Commission and City
Council time; and an adjustment to the City Engineer
allocation. Staff followed the 1984 analysis as closely as
possible taking into account the significant differences
between the 1984/85 and the 1988/89 budgets.
Applicable Hours Calculation
Applicable hours are calculated for four planning staff positions which
are directly involved in the permit process. These hours are the
source of billable time that the permit fees are based on. Taking the
total hours available in a year, (2080), and subtracting for vacation,
holidays, sick leave and breaks, the calculation for billable hours is
determined to be 1,752 per employee. Multiplying this figure by four
employees, staff concludes that 7,008 hours per year are available for
billing to permit processing, advance planning and miscellaneous
activities, (see attachment "C").
Fee Schedule Revisions
The fee schedule is determined by the cost per hour of staff time, and
the average amount of staff time necessary to process various permit
applications. Currently, the hours spent on applications frequently
exceed the 150% billing cap. This factor indicates that the current
fees need to be adjusted upward and staff recommends that the base fee
deposit be the current limit, (i.e. 150% of the current fee). It is
FFrwrNRnNT P.m. ntT•nR•FM••rm-nR•rrl
April 14, 1989
page 3
further recommended that the fee be further increased by the percentage
increase of the hourly rate as calculated in this report. The
percentage increase is 66%, ($45.00/hour to $75.00/hour). These
revisions have been illustrated in attachment "B".
In the April 5 staff report to Council, it was recommended that the
150% billing cap for services be removed from all permit fees.
Removing the cap not only allows the City to recover all costs for the
service, but it also encourages developers to work more expeditiously
through the permit process. At the April 5 meeting, the Building
Industry Association representative voiced his objection to the across
the board removal of a maximum processing fee for each entitlement. If
the Council wishes to have a cap, one alternative to staff's proposal
is to increase the cap to 100% of the proposed initial deposit amount
rather than removing it, and allow the Council to determine,(on a case
by case basis), if the cap should be adjusted to a higher amount based
upon the facts of each case. City staff is developing an accounting
system that will notify planners when the applicant is nearing the 70%
of the applicable limit. Open communication between planners and the
applicant can help both parties to work more efficiently on these
processes. As a reminder, the City Engineer is allowed to bill up to
25% of the fee deposit for their services.
The fee schedule should be adjusted on an annual basis. Currently
there is no quick way to determine these figures. The City of Thousand
Oaks has recently hired a consultant to analyze the City's fee
schedule. When the analysis is over, they will have a foundation from
which to refer to for the calculation of fees on an annual basis.
Staff is proposing that investing in this service will beneficial to
the City in recovering the costs of permit processing for many years.
This will provide staff with a base formula for calculating revised fee
schedules on an annual basis. _
Summary
The analysis of the actual time billing rate results in an hourly rate
of $75.00 for staff time. This figure is based on an analysis of
direct and indirect costs incurred by the City in processing land use
applications. Additional items included in the recommendation are
related to information in the April 5 staff report pertaining to: zone
change processing fees; zoning maps; removing the 150% cap chargeable
to applicants for staff time spent on permits; and adjusting the 10%
contract service administrative fee to 15%. Staff has revised this
recommendation to include a fee increase that more appropriately
recovers the City's cost and recommends no billing cap but offers an
alternative of 100% of initial deposit with council authority to
increase above this amount on a case by case basis. Lastly, staff
recommends consideration of a consultant that will provide a base
formula for annual revisions to the land use application fees. This
report represents Moorpark's first comprehensive revision to the permit
fee process. The comprehensive revisions to Resolution 83-30 and
FFFCA/rRRmNT p.iQ-n9T•nP-FM••rm-np•rr1
April 14, 1989
page 4
Resolution 84-130 will allow the City to better recover costs
pertaining to land use application fees now and in subsequent years.
Recommendation
Adopt revisions to city resolutions pertaining to land use application
fees allowing the City to recover costs for processing related permits
as follows:
1. To adjust the real time cost accounting rate in Section 1 of
Resolution 84-130 from $45.00 to $75.00 per hour;
2. Adjust Section 2 of Resolution 84-130 for Contract Planning from
10% to 15%;
3. Adjust Land Use application processing fees in Resolution 83-30 by
increasing all fees to the 150% level of the current amount for
initial deposit and adding a 66% increase to reflect the increase
in hourly rates;
4. Add a fee for real time cost accounting for zone clearance
processing services as number 10.A of Resolution 83-30;
5. Add a fee for actual costs chargeable for zoning maps as No. 21 of
Resolution 83-30;
6. Direct staff to pursue proposals for a cost accounting study as
part of the 1989/90 work program;
7. Direct staff to return in July 1990, and annually henceforth with
revised fees and hourly rates;
8. Direct staff to modify the City Engineer contract to reflect the
increased rates as approved;
9. Other changes as determined by the City Council.
Attachments: A - Proposed Revisions to Resolution 83-30
B - Resolution 84-130
C - Staff Analysis
M=PARK. QKUMANIA
City council _MMN�
ACTiON� �inirnrn,�
8
ATTACHMENT "A" Proposed Revisions to Resolution 83-30
CITY COUNCIL, CITY OF MOORPARK, STATE OF CALIFORNIA
RESOLUTION No. 83-30
RESOLUTION ESTABLISHING SCIEDULE OF LAND
DEVELOPMENT PRELIMINARY PROCESSING FEE DEPOSITS EFFECTIVE
SEPTEMBER 7, 1983
IT IS HEREBY RESOLVED THAT LAND DEVELOPMENT PROCESSING CHARGES UNDER THE
AUTHORITY OF VENTURA COUNTY ORDINANCE CODE SECTIONS 8163-4.2 and 8220, AS ADOPTED
BY THE CITY OF MOORPARK ON JULY 29 19832 - FEES SHALL BE IN ACCORDANCE WITH THE
FOLLOWING REAL TIME BILLING PROGRAM:^
CITY OF MOORPARK LAND DEVELOPMENT PROCESSING DEPOSIT SCNEDULE
PERM 7 TYPE FEE DEPOSIT Revised Fees
1. PLANNED DEVELOPMENT
a. Mobilehome Park
$1,000.00 (base) + $5.00 per pad
$
2,500 + 12.50
b. Commercial
$19100.00
$
29750
C. Residential**-
$1,000.00 (base) + $5.00 per
$
23500 + 12.50
dwelling unit
2. DEVELOPMENT PLAN
$I,2Oo.00
$
3,000
3. CONDITIONAL USE AND OPEN SPACE USE PERMIT
-a. Residential and accessory
$ 800.00
$
2,000
Uses thereto
b. Agricultural and accessory
$19100.00
$
2,750
uses thereto
Commercial/Industrial/
$1,400.00
$
3,500
.c.
Institutional uses
d. Oil Drilling and Production
$12900.00
$
49750
I", ILRUC muting program wui require Lae aeposit or Lot appuca
feels) s in this resolution. Final cost of processing !aApplTration
will be campute actual time expended (based a hourly rates
established to recover a butt s� exceed the deposit fee by
more than fifty (50) percent, as r otherwise indicated herein. If
final cost is less than epmsi[ fee ed, the unused portion of the
deposit fee anal efunded to the applicant- cost is more than
the de ee received, the balance shall be payable by C icant, but
Co exceed fifty (50) percent of the deposit fee.
If a Residential Planned Development application is filed concurrently with
a Tentative Tract Hap, the deposit fee for the Residential Planned
Development permit shall be reduced by 502-
c. Quarries and dining^
f. Baste Disposal/Treatment=
4. ZONE CHANGE
5. TENTATIVE SUBDIVISION MAPS
a. Tentative Tract Map
b. Tentative Parcel dap,
Parcel Map Waiver or
Conditional Certificate
of Compliance
C. Time extension of approved
tentative tract map
d. Time extension of approved
tentative parcel map
e. Parcel map reversion to
acreage
f. Lot line adjustments
6. VARIANCE
7. MAJOR MODIFICATION _
8. MINOR MODIFICATION
9. ADMINISTRATIVE CLEARANCE
$3,000.00 deposit
$3,000.00 deposit
$1,250.00
41,800.00 (base) +
$35.00 per lot or unit
$1,400.00 (base) +
$50.00 per lot or unit
50% of Current deposit fee
50% of Current deposit fee
$ 300.00 (non-refundable)
$ 750_00 (non-refundable)
$ 950.00
80% of current deposit fee
20% of current deposit fee or
$200.00 whichever is greater
$ 200_00 (non-refundable)
10. ZONE CLEARANCE $ 20.00 + $2.00 per additional
lot/unit (non-refundable)
10.A. Zone Clearance Processing $ No Previous Fee
Final cost of processing uZ TT upon actual Time expen3eff YGased
upon the hourly rates established to cover all costs)_ If final cost is
less than the deposit fee received, the unused portion of the deposit fee
shall be refunded to the applicant. If final cost is more than the deposit
fee -received, the balance shall be payable by the applicant.
^' On any Zone Change application filed concurrently with a Tentative Tract Nap
and/or Residential Planned Development permit, the deposit fee for the zone
change shall be reduced by 50%.
R
$ 7,500
$ 7,500
$ 3,125
$ 49500 + 87.50
$ 31500 + 125.01
$ 750
$ 625
$ 2,125
$ 500
$ 500
$ 50 + 5.00
$ 75/hr.*
R
Current Fees
Revised Fees
11.
APPEALS
25% of current deposit fee or
$ 750
$300.00 whichever is greater
12.
REVOCATION
50% of current deposit fee
13.
VIOLATION PENALTY=
100% of current deposit fee,
not to exceed $500.00 (non-
$19250
refundable)
14.
ENVIRONMENTAL IMPACT REPORTS
a. Environmental Impact Report**
$2,000.00 deposit
$59000
b. Environmental Impact Report
$1,000.00 deposit
$29500
Addendum`-'-`
C. Special Consultants
Total prepayment of consultant's
estimated cost, or acceptable bond.
15.
LAND CONSERVATION ACT CONTRACT -
A RICULTURAL PRESERVES
a. Applications
$ 800.00
$29000
b. Cancellation
$ 800.00
$29000
C. Portion Non -Renewal
$ 800.00
$29000
16.
SIGN PERMIT
$ 20.00 (non-refundable)
$ 50
17.
LANDSCAPE PLAN REVIEW
f 200.00 deposit
$ 500
AND INSPECTION=*
18.
GENERAL PLAN AHENDMENTS¢
$1,000.00 (base) +
$29500 + 12.50
$5_OO.per acre
19.
PLANNED COMMUNITY
$1,000.00 (base) +
$29500 + 25.00
$10.00 per acre
20. XEROX COPIES
8}" x 11" and 8y' x 14" $0.50 for 1st page + 0.25 per
each additional page
11" x 17" $1.00 for 1st page + 0.75 per
each additional page up to nine
pages + $0.50 per each additional
page thereafter
21. Zoning Maps New Item $ Actual Cost
$, In addition to permit deposxt fee.
Final cost of processing will be computed upon actual time expended (based
upon the hourly rates established to cover all costs)_ If final cost is
less than the deposit fee received, the unused portion of the deposit fee
shall be refunded to the applicant. If final cost is more than the deposit
fee received, the balance shall be payable by the applicant.
THE FOREGOING RESOLUTION was duly and regularly adopted by Elie City Council of
the City of Hoorpark, California on Ehe7t11 day of September, 1983.
V WW
_dWrim. wr..
Please Note: All references to specific Planning Fees in the Text of the Zoning
Ordinance was deleted by. amendment, pursuant to Ordinance 3034
adopted by the Board of Supervisors on June 24, 1975.
!� ^
3(
Attachment B
RESOLUTION NO. 84- i3
A RESOLUTION OF THE CITY OF MOORPARK, CALIFORNIA,
FIXING REAL TIME COST ACCOUNTING FEES FOR
PLANNING STAFF.
WHEREAS, the City of Moorpark provides planning services;
and
WHEREAS, the cost of this service will be off -set by fees
which accompany land use entitlement requests; and
WHEREAS, City planning staff costs are charged against fees,
based on real time cost accounting;
NOW, THERFORE, THE CITY COUNCIL OF THE CITY. OF MOORPARK,
CALIFORNIA, DOES RESOLVE AS FOLLOWS:
SECTION 1. That the City Planning staff shall bill actual
time spent on land use applications at a real time cost accounting
rate of $45.00 per hour.
SECTION 2. Contract Planning staff shall be billed at
cost, plus ten per cent (10%). -.
SECTION 3. Pursuant to Government Code Section 54992(a), if
the fees in Section,No. 1-above. create revenues in excessof actual -
'costs, thoserevenuesshall be used to reduce the hourly rate in
subsequent years.
SECTION 4. .That this resolution shall be effective and
operative as of duly 1, 1984. -
SECTION 5.. That Resolution No. 83-31, entitled:
A RESOLUTION OF THE CITY OF MOORPARK FIXING REAL
TIME COST ACCOUNTING. FEES REGARDING LAND USE
APPLICATIONS, `
adopted September 7, 1983, be and the same is hereby repealed.
PASSED AND ADOPTED this 5th day of September, 1984.
Mayo the f Moorpark,
Califo •nia
ATTEST:
City Clerk
(SEAL)
,c
/Z)
STATE OF CALIFORNIA
COUNTY OF VENTURA SS.
CITY OF MOORPARK
1, nnara ❑. nANKiig , City Clerk of the City of
Moorpark, California, do hereby certify that the foregoing
Resolution No. a 4-1 an was adopted by the City Council of the pity of
Moorpark at a regular meeting thereof held on the 5th day of
September , 19 84 and that the same was adopted by
the following vote, to wit:
AYES: CouncilmenberS Harper, Straughan, Beaulieu,
( Prieto and Mayor Yancy-Sutton;
NOES: None;
ABSENT: None.
WITNESS my hand and the official seal of said City this Sth
day of September , 19 84
REVISIONS TO RESOLUTION 84-130, PERTAINING 1U THE ACTUAL COST OF STAFF
TIME FOR THE PROCESSING OF APPLICATIONS FOR LAND USE RELATED PERMITS
Calculation of Hours Directly Related to Pe mit Processing
Total Hours Available per Year 2080
Less
Vacation at 10
days/yr.
X
8
bra.
each
<80>
Less
Holidays at 11
days/yr.
X
8
hrs.
each
<88>
Less
Sick Days at 6
days/yr.
X
8
hrs.
each
<48>
Less
Breaks at 235*
days/yr.
X
one half
hour each
<112>
Sub -total
1752
TOTAL (multiply by four employees) 7008 Hours
* 2080 hours less vacation, holidays, sick days then divide by 8 hours
per day equals 235 days.
Coats Applicable to Permit Processing
A) Direct Costa
Position
Salary
Benefits
T2tals
Associate Planner
37,092
12,982
509074
Senior Planner
40,896
14,314
559210
Senior Planner
40,896
14,314
559210
Director of C.D.
55,188
18,266
70,454
TOTAL DIRECT COSTS $2302948
B) Department Overhead
Item
City Coat
Deductions
Applied Amount
Personnel
384,924
2802013*
1049911
Malnt. S Oper.
195,240
138,000
57,240
Capital Exp.
3819713
3669444
159269
Fixed Overhead
30,000
15,000
15,000
TOTAL DEPARTMENT OVERHEAD $1929420
* Personnel deductions calculated by subtracting the am of: 90%
of the Code Enforcement position; 5% of the Administrative
Secretary position applicable to Cade Enforcement activities; and
the direct costa calculated above.
II :.� u,. ...� �_.....
/Z
C) General Overhead
Item
Actual
Deduction
Net
% Appl.
Total
Costs
Costs
Costs
C.Council
13,000
0
13,000
25
3,250
C.Mgr.
95,931
0
95,931
20
19,186
C.Clerk
92,214
8,000
84,214
15
12,632
C.Atty.
66,100
0
669100
33
21,813
C.Treas.
900
0
900
15
135
Fin.Off.
82,019
0
829019
15
12,303
Adm.Ser.
29,415
0
29,415
15
4,412
CEng.
381,550
341.050
40,500
75
30,375
TOTAL GENERAL OVERHEAD $1049106
COST SUMMARY
A) Direct Costs ........................ 230,952
B) Department Overhead ................. 1929420
C) General Overhead .................... 104,106
GRAND TOTAL............................$527,478
Divide by Total Hours 7,008
TOTAL COST PER HOUR.....................$75.27
Rounded to the nearest dollar $75.00