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Home My WebLink AboutAGENDA REPORT 1991 0123 CC REG ITEM 09A R• MOORPARK ITEM 'ORPAPK. CAUFORNIA STEVEN KUENY PAUL W. LAWRASON JR. city, ;MeetingPq,Pv �°` Mayor � 0�/`�2 City Manager BERNARDO M. PEREZ of / 7- 199 4.111,/,‘ CHERYL J. KANE Mayor Pro Tem A ON _eSaab City Attorney SCOTT MONTGOMERY /� �'� ir��•� PATRICK RICHARDS, A.I.C.P. Councilmember _ r T�,% .� a' Director of JOHN E. WOZNIAK ' �a//� °, Community Development Councilmember $ /i' /,9 " '�y JOHN F. KNIPE LILLIAN KELLERMAN City Engineer City Clerk JOHN V. GILLESPIE Chief of Police RICHARD T. HARE TO: The Honorable City Council City Treasurer i FROM: Donald P. Reynolds, Jr. , Management Analys DATE: January 18, 1991 SUBJECT: Modifications to the Proposed Revised Planning Fees, as Presented January 9, 1991 Summary The following report is the result of additional analysis by staff applied to the real time cost accounting methodology provided to the Council on January 9, 1991 . A change on the application of certain indirect costs for personnel has reduced the proposed fee amount from $74 per hour to $71 per hour. The revised formula for the real time billing rate for the planning staff of $71 per hour is presented in Attachment "1 . " Discussion This matter was continued on January 9 to January 23 to allow representatives from Building Industry Association, (BIA) , and the Chamber of Commerce to meet with staff. This meeting was held on January 14. Prior to the meeting, staff reevaluated this application, and determined that a more thorough consideration of code enforcement activities and related costs , would result in additional deductions that would apply to Department Maintenance and Operations (M+O) , Personnel and Use Allowance cost categories, "Attachment 1. " BIA and the Chamber of Commerce accepted staff's revised recommendation, after this change was made. In applying the new approach, staff determined that because code enforcement salaries equal approximately 20% of the Department personnel budget, that a 20% deduction should be spread to other related costs categories. Thus, for personnel, each related position in the Indirect Costs Category, which is part of the Departments Budget, (Finance Officer, Receptionist, Account Clerk, and Deputy City Clerk) received a 20% percent deduction from the percentage of salary plus medical benefits. For M+O, a straight 20% has been deducted from the budgeted amount. In the Use 799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864 Allowance category, 20% has been deducted, and the staff allocation has changed from 8 staff persons to 5.4 positions after deducting the Code Enforcement Officer, Code Enforcement Technician, and 60% of a Secretary position. The net result is a difference of approximately $33 ,000 from the totals applied to the rate determination table. Indirect costs were reduced $23 , 500, and the Use Allowance by $9,500. Calculating the change from $65 per hour to $71 per hour is a 9.2% increase. The attached fee schedule (Attachment "A" to Attachment "2" ) reflects this action. The resolution (Attachment "2") has been changed to reflect a $71 per hour rate. Recommendation: That the City Council: 1) Adopt Resolution7;h734/, as Presented in Attachment "1 ," effective January 1, 1991 and rescinding Resolution 89- 605; 2) And authorize staff to return to Council each January in order to revise fees to reflect current City costs. Attachments: 1 ) Revised Real Time Billing Rate Calculations 2) Proposed Resolution and Fee Schedule ATTACHEMNT "1" 1990/91 LAND USE APPLICATION PROCESSING FEE RATE CALULATIONS Revised, 1/15/91 ("*" indicate modifications) Item 1) Direct Department Costs These are Actual Salaries, Vacancies @ "C" level, Emply + 1 for Ben. 1990/91 A B (A+B) x C+1 Total Yr. Total Med. Leave Position Salary Benefits Benefits Totals Associate Planner 40,338 13,377 17.69% 63,217 Assistant Planner 33,186 12,126 15.77% 52,458 Senior Planner 45,083 14,207 17.69% 69,778 Senior Planner 41,387 13,560 17.69% 64,667 Dir. of Community Devel. 57,528 17,244 19.62% 89,442 Total 217,521 70,514 339,562 Item 2) Department Overhead, (Indirect Costs) 1990/91 City Applied Item Costs Deductions Amount Personnel 3) 397,874 1) 334,626 ** 63,249 Maintenance and Operat * 154,276 2) 110,000 44,276 Capital (Deleted-see use allowance) Fixed Overhead (Deleted-see use allowance) 107,525 Deductions- 1) Total Direct Personnel+ Comm Hon. (9,500) 2) 641- Professional services 3) Total Pers. Budg., less CEO, CET, 60% Sec., and Med. Ben. for each (Deductions equal $101,076) Revised Deductions * 192845-20% ** Percentage of FO, Deputy CC, Act. Clrk, Recpt. Salaries applied to Dept. Plus Med. Ben. for each, less 20% for Code Enf. deduction (Deduction of $14436) ATTACHENNT "1" 1990/91 LAND USE APPLICATION PROCESSING FEE RATE CALULATIONS Revised, 1/15/91 ("*" indicate modifications) Item 1) Direct Department Costs These are Actual Salaries, Vacancies @ "C" level, Emply + 1 for Ben. 1990/91 A B (A+B) x C+1 Total Yr. Total Med. Leave Position Salary Benefits Benefits Totals Associate Planner 40,338 13,377 17.69% 63,217 Assistant Planner 33,186 12,126 15.77% 52,458 Senior Planner 45,083 14,207 17.69% 69,778 Senior Planner 41,387 13,560 17.69% 64,667 Dir. of Community Devel. 57,528 17,244 19.62% 89,442 Total 217,521 70,514 339,562 Item 2) Department Overhead, (Indirect Costs) 1990/91 City Applied Item Costs Deductions Amount Personnel 3) 397,874 1) 334,626 ** 63,249 Maintenance and Operat * 154,276 2) 110,000 44,276 Capital (Deleted-see use allowance) Fixed Overhead (Deleted-see use allowance) 107,525 Deductions- 1) Total Direct Personnel+ Comm Hon. (9,500) 2) 641- Professional services 3) Total Pers. Budg., less CEO, CET, 60% Sec., and Med. Ben. for each (Deductions equal $101,076) Revised Deductions * 192845-20%= 154,276 ** Percentage of FO, Deputy CC, Act. Clrk, Recpt. Salaries applied to Dept. Plus Med. Ben. for each, less 20% for Code Enf. deduction FO = 6145, DCC = 2999, AC = 1796, Rec. = 3495 for a total of 14436 Item 3) General City Overhead Indirect Costs 1990/91 Budgeted Item Costs Deduction Net Costs % applied Total Costs City Council 23,900 0 23,900 36% 8,604 City Manager 217,481 6) 69,538 147,943 36% 53,260 City Clerk 116,026 1) 36,943 79,083 36% 28,470 City Attorney 113,000 2) 25,000 88,000 36% 31,680 City Treasurer 1,615 0 1,615 28% 452 Finance Officer 158,833 3) 70,408 88,425 28% 24,759 Administrative Services 505,126 4) 148,931 356,195 28% 99,735 City Engineer 159,310 5) 122,000 37,310 75% 27,983 Total General Indirect Costs 274,942 Deductions 1) Elections+ 80% Dep. City Clerk + Dep. City Clerk Ben. 2) Special Legal Services 3) Capital, (1600) + FO @ 60% + FO Ben + Act. Clrk @ 50%+ Act Clrk. Ben 4) Capital + CDBG Salary, 19,070 + 60% Recept.+ 60% Rec. Ben 5) 642- Contr Srvcs, 645- Plan Chk, 646- Inspect 6) 100% Assit. to the City Manager Position + Ben. Item 4) Use Allowance- as of 6/30/89 Total Use Assets Allowance Buildings and structures 1,359,264 27,172 Improve. other than Buildings 524,058 35,112 Office Furniture And Equip. 254,630 17,060 Other equipment 52,767 3,535 2,190,719 82,879 Less 20% to account for Code Enf. 16,576 *Revised total 66,303 Allocation Total Employees 32 Department Employees 8 * Less CEO Employees (2.6) 5.4 Percent (5.4/32) 17% Use Allowance Attributable to Department (17% * $66,303) 11,189 * Revisions Equal a Difference of approximately $9,500 From Original Use Allowance RATE DETERMINATION Item 1, Direct Costs 339,562 Item 2, Indirect Costs 107,525 Item 3, General Overhead 274,942 Item 4, Use Allowance 11,189 Adjustment from Prior Year Total Costs 733,217 Divided by Total Hours (2080 * 5 Positions) 10400 RATE 71 PER HOUR BENEFIT RATE CALCULATION TABLES DIRECTLY RELATED STAFF POSITIONS 1990/91 ANNUAL HOURLY RETIREMENT/ GROUP WORKER'S TOTAL PD LEAVE BENFIT POSITION RATE RATE MEDICARE INSUR COMP BENEFITS BENEFITS RATE Associate Planner 40,338 19.39 13.99% 15.94% 1.54% 31.47% 17.69% 54.73% Code Enforcement Officer 30,759 14.79 13.99% 20.70% 20.83% 55.52% 15.77% 80.05% Senior Planner 45,083 21.67 13.99% 14.33% 1.54% 29.86% 17.69% 52.83% Senior Planner 41,387 19.90 13.99% 15.55% 1.54% 31.08% 17.69% 54.27% INDIRECTLY RELATED STAFF POSITIONS 1990/91 ANNUAL HOURLY RETIREMENT/ GROUP WORKER'S TOTAL PD LEAVE BENFIT POSITION RATE RATE MEDICARE INSUR COMP BENEFITS BENEFITS RATE FINANCE OFFICER 16,457 7.91 13.99% 15.71% 1.55% 31.25% 16.54% 52.96% RECEPTIONIST 8,193 3.94 13.99% 13.51% 1.55% 29.05% 15.77% 49.40% DEPUTY CITY CLERK 4,409 2.12 13.99% 28.67% 1.55% 44.21% 15.77% 66.95% ACCOUNT CLERK 9,816 4.72 13.99% 31.26% 1.55% 46.80% 15.77% 69.95% ASST. TO THE CITY MGR 47,766 22.96 13.99% 6.16% 1.55% 21.70% 19.62% 45.58%