HomeMy WebLinkAboutAGENDA REPORT 1994 0810 CC ADJ ITEM 11B IAA '
AGENDA REPOR
CITY OF MOORPAWKI
,SCiI N:
To: The Honorable City Council $ r
Date: July 15, 1994 (CC meeting of July 20, 1994) By
From: Jaime R. Aguilera, Director of Community Developmew/
Subject: CONSIDER PRIMARY OBJECTIVES PROPOSED FOR FISCAL YEAR 94/95
Background:
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 $33 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.
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Attachments
cc: Richard Hare, Deputy City Manager
Jim Aguilera, Community Development Director
C:\WPWIN\CITYMGR\CDHRS94.95