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Home My WebLink AboutAGENDA REPORT 1994 0720 CC REG ITEM 11A r P T m /1, 4 . - AGENDA REPOR CITY OF MOORPARFQL To: The Honorable City Council ACT N: 'z er tile Date: July 15, 1994 (CC meeting of July 20, 1994) By a- ��,` From: Jaime R. Aguilera, Director of Community Development/ Subject: CONSIDER PRIMARY OBJECTIVES PROPOSED FOR FISCAL YEAR 94/95 Backaround: The City Council met on July 9, 1994, and as part of the Town Hall meeting discussed the Goals and Objectives for the Department of Community Development. The discussion was brief, however the Council gave staff direction to select the objectives that the Director and the City Manager thought would have to be accomplished in the following year. In order to not produce new documentation, staff has taken the existing report prepared by the City Manager on June 24, 1994, and has indicated by a hand written asterisk the objectives we agreed should be accomplished this fiscal year. Some of the objectives have statutory requirements, some are close to being completed already, and others are seen as essential. Please note that under Current Planning Item 13, staff had deleted Child Care and will insert Planning Director Approved Development Permit and the grandfathering of illegal conversions. Also, note that the following do not have an identified funding source other than the Community Development fund (Fund 41). Administration 3, 4, 6 Current Planning 1, 4, 5, 6, 7, 8, 13 Advance Planning 3, 6, 8, 10 Code Enforcement 1, 3, 7 Building & Safety 4 Historical Preservation was not listed in next year's objectives because it was thought that it would be completed prior to the end of the past fiscal year. The total of hours for the essential items and total of non-chargeable items are noted in writing at the end of the attachment. Attachment CITY OF MOORPARK OFFICE OF THE CITY MANAGER INTEROFFICE MEMORANDUM TO: The Honorable City Council FROM: Steven Kueny, City Manager DATE: June 24, 1994 SUBJECT: Estimated Hours for Community Development Department Staff for 1994/95 This report is a follow-up to the June 15, 1994, report to the City Council. Attached is a marked up copy of the June 15 report (dated June 24, 1994) showing: 1 . Changes to the estimated hours; 2 . Potential optional funding sources for specified objectives/projects including Housing, Citywide Traffic and MRA (in addition, current Planning Objective #10 could be charged to the Traffic System Management Fund) ; 3 . Those objectives/projects that should be charged to developer deposits; and 4 . My comments about some of the estimates . The City currently charges a composite hourly rate of $78 per hour for each of four (4) positions: Director of Community Development; Senior Planners (2) , and Associate Planner. In the City's annual calculation of the hourly rates, the Assistant Planner position is currently included as a chargeable position. However, in practical terms and for this report, it is assumed not chargeable. In the past, very few hours have been charged to developer deposits for work by this position. Generally, it has been for minor items like lot line adjustments . The departmental direct and indirect costs equal about $55, and the City overhead equals $23 per hour. In essence, for each hour ($78) charged to a developer deposit or City fund, such as the Affordable Housing Fund, $55 should go to the Community Development Fund and $23 to the General Fund. Each of the four (4) referenced positions is calculated to have a potential 1, 824 chargeable hours for a combined total of 7, 296 hours. The total is calculated as follows: 2, 080 hours (120) 15 days vacation and administrative leave ( 88) 11 holidays ( 48) .6 sick days (average) 1, 824 A recap of the attached, marked up report shows the following 1 . MRA 1, 340 Hours CP #16 180 AP #2 700 H #3 260 H #4 80 H #12 120 2 . AFFORDABLE HOUSING 388 Hours H #2 240 H #5 40 H #9 8 H #11 100 3 . CDBG 70 Hours H #6 70 This time can be charged out at only about $38 per hour per HUD regulations for a total of $2, 660; $3, 200 is included in the budget. 4 . CITYWIDE TRAFFIC 120 Hours ADM. #2 80 AP #14 40 TOTAL OF 1 - 4 ABOVE : 1 ,918 Hours 5. DEVELOPER CHARGEABLE 1947 Hours ADM. #9 380 CP #2 1, 180 AP #4 180 AP #7 25 AP #11 45 AP #12 12 AP #13 85 H #7 40 The draft budget projected only 1, 395 hours of chargeable time. However, it calculated the rate at $78, not $55 per hour. The 1, 947 hours calculated at $55 per hour is only $1, 801 less than the $108, 886 projected in the draft budget. A copy of the original projection is attached. AP #17 and H #7 will be more hours than shown and, if allowed to be chargeable, could return more money to the Community Development Fund. TOTAL OF 1 - 5 ABOVE: 3,865 Hours 6. ADMINISTRATION 130 Hours - 7 . CURRENT PLANNING 1, 650 Hours 8 . ADVANCE PLANNING 1, 280 Hours 9. CODE ENFORCEMENT 325 Hours 10. HOUSING 53 Hours 11 . BUILDING AND SAFETY 150 Hours TOTAL OF 6 - 11 ABOVE: 3,588 Hours TOTAL OF 1 - 11 ABOVE : 7,453 Hours A few other points to consider when reviewing this report are as follows : 1 . Approximately 1/4 of the Director of Community Development time (450 hours) should be considered as not chargeable or easily chargeable. This is for such things as supervision of subordinates, preparation of evaluations, and other personnel/supervision matters, and various meetings with the City Manager, other management staff, general public, and development applicants prior to pre-application. A certain amount of all positions will have time that cannot be charged for such things as meetings, training, and breaks . This could be at least ten percent (10%) of their available chargeable time. In addition, in some cases, otherwise billable time cannot be charged because the time has exceeded the amount collected, and there is a flat fee. This can be the case with condition compliance of approved projects . We are looking at the need to increase this fee. 2. There will probably need to be additional staff time spent on air quality matters as a result of increased focus due to potential EPA actions within the County that will affect Moorpark and participation by the County' s ten cities on the County APCD Board. 3. The amount of unreimbursable time needed to be spent on review of projects by other public agencies, for the most part, is not estimated or included in the list. 4 . The City receives about $6, 000 per year to monitor the Le Club project for compliance with its affordable housing obligations . These funds are now placed in the Community Development Fund but could be placed in the Affordable Housing Fund. 5. The hourly rate for chargeable planning time will be adjusted in January 1995. It is anticipated to be a minor adjustment; i .e. , $2 per hour or less, and not considered to significantly affect the potential revenue. However, if one of the four (4) positions that bill theirtimewas to be eliminated, it would increase the hourly rate by as much as fifteen percent ($11 per hour) . 6. If the City Council concurs to allow the Affordable Housing Fund and Citywide Traffic Fund to be charged for planning staff time, as previously identified, $55 per hour should go to the Community Development Fund and $23 to the General Fund. The exception to a General Fund reimbursement is MRA, since the General Fund receives MRA direct support of about $500, 000. The MRA contribution of $55 per hour for 1, 340 hours is $73, 700 . The draft budget contains an MRA amount of $75, 000 . The City Council could also choose not to reimburse the General Fund portion ($23 per hour) of the hourly rate from the other two funds. The total General Fund reimbursement from the Affordable Housing Fund and Citywide Traffic Fund would be $11, 684 (508 hours at $23/hour) . The payment to the Community Development Fund from these two funds would be $27, 940 (508 hours at $55/hour) . CDBG cannot be charged for City overhead costs per HUD regulations. A recap of funding based on the projected number of hours for planning activities is as follows : 1 . Developed chargeable $107, 085 1, 947 hours at $55/hour (1, 947 hours at $78/hour is $151, 866) 2 . MRA $ 75, 000 3. Affordable Housing $ 21, 340 4 . Citywide Traffic $ 6, 600 5. Contract Administration (15% of contract) $ 52, 000 6. Le Club Compliance $ 6, 000 7 . CDBG $ 3, 200 TOTAL: $271, 225 In summary, the City Council should, as previously discussed, select specified projects for the Planners to spend non- chargeable time on. The Council could supplement with General Funds . Even if the City was considered built out, the City would probably need a basic level of planning staff consisting of the Director of Community Development, Administrative Secretary, and Assistant Planner, as well as the Planning Commission. The estimated cost .for this is over $201, 000 excluding maintenance and operation costs . The draft budget shows $184, 046 in projected revenue from planning activities and $75, 000 from MRA for a total of $259, 046. The modification consistent with this report shows an additional $12, 179 of projected revenue. SK:db Attachments cc: Richard Hare, Deputy City Manager Jim Aguilera, Community Development Director C:\WPWIN\CITYMGR\CDHRS94.95