HomeMy WebLinkAboutAGENDA REPORT 1996 0619 CC REG ITEM 07J. _T
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CITY COUNCIL AGENDA REPORT;_ W
TO: The Honorable City Council
FROM: Donald P. Reynolds Jr., Administrative Services Manager
DATE: June 12, 1996
SUBJECT: Consider a Transfer of Funds from Gas Tax (Fund 3), City -Wide Traffic
Mitigation, (Fund 21), Affordable Housing, (Fund 22), and the
Transportation Systems Management Fund (Fund 24), to the Community
Development Fund (Fund 41) and the General Fund (1)
Summary
This report recommends a transfer of funds from other funds to the General Fund and
Community Development Fund for non - project (or billable) hours spent on City projects
by the planning staff over the past two fiscal years. The total transfer request is for
$14,093.51, split $10,936.26 to Fund 41, and $3,147 to the General Fund.
The City has been attempting to recover its cost for development projects since
incorporation, billing developers at a fee per hour for staff's time equal to 100% of the
cost. It has been recognized that the planning staff also spends time on "non- billable„
projects as well as other work for which there are other funding sources that can be
used to pay for these costs.
The City's developer fee rate consists of part General Fund costs, and part Community
Development Fund costs, which over the past three years is divided as follows: 1994-
$78 rate, is 26.7 percent General Fund; 1995- $79 rate is 21.2 percent General Fund,
and; 1996- $84 rate is 23 percent General fund. This is because of the four cost
categories used to calculate the developer fee rate, (Direct Costs, Indirect Costs,
General Overhead and Use Allowance), the general overhead portion consists of
divisions funded by the General Fund. For the most part, the general overhead
contribution to the developer fee is based upon City Council meetings, which require
input from the City Manager, City Attorney, Administrative Services, City Clerk, and
others. The General Fund has never been reimbursed for this percentage either from
entitlement deposits or from the City's other funds which could be used to pay for
related projects. By taking the total cost of Community Development staff, and dividing
the General Overhead portion by this cost, a ratio can be applied which distinguishes
that part of the hourly fee which should reimburse Fund 41, and the portion which
should reimburse the General Fund. Each January, the fee is adjusted. In making the
()('1.28
proposed transfers requested in this report, staff is proposing that the transfers match
both the Fund 41 and General Fund proportions for each hour worked.
In 1993, the City developed a data base to record time spent on all projects in
Community Development. This data can now be used to charge these City funds for
their time applicable to Fiscal Year 1994/95 and 1995/96.
The attached spread sheets report the number of hours worked by the planning staff
and correlating dollars amounts which apply to four different funding sources. The first
page is a consolidation of the two fiscal years which are detailed the second and third
pages. The detail is divided into two portions depending on the rate per hour being
charged, and the percentage of the General Fund which contributes to this rate. The
third table of each detail sheet consolidates the top two tables to represent a total for
each fiscal year.
Gas Tax (Fund 3)
Work completed by the planning staff for Gas -Tax funded projects are related to
environmental clearances for capital improvements. The most significant of these
projects is the asphalt overlay work completed during this time period.
City -Wide Traffic Mitigation (Fund 21)
The planning staff committed 77.75 hours to the development of the scope of work for
this project during FY 1994/95. In 1995196, the program required 10.5 hours.
Affordable Housing_ (Fund 22)
Several projects have contributed to this cost during the past two years. Maintenance
of the First Time Home Buyer Programs at Villa Campesina and with the Griffin Home
project are two on -going costs. The Single Family Bond administration and the
administration of the Housing Element (preparing state required reports) are other less
significant costs. Special work related to the development of an inclusionarty zoning
ordinance, VCOG task force, and other small projects comprise the balance of costs.
Transportation System Management (Fund 24)
Of the ten hours spent in last two fiscal years, eight are attributable to Fiscal Year
1994/95, when a multi- agency task force was created in response to changing
requirements the County Air Pollution Control District. The two hours spent during this
fiscal year are minor review requests that have been responded to.
(JOU -x.29
That the City Council authorize the following transfers from related funds to the General
Fund and Community Development Funds, as follows:
1) Reduce the June 30, 1996, Estimated Fund Balance of $1,177,983 in
Fund 3 by transferring $699 to Fund 41 ($536.70) and the General Fund
($162.30);
2) Reduce the June 30, 1996, Estimated Fund Balance of $854,849 in Fund
21 by transferring $6,957 to Fund 41 ($5,427) and the General Fund
($1,530);
3) Reduce the June 30, 1996, Estimated Fund Balance of $529,351 in Fund
22 by transferring $11,810.50 to Fund 41 ($8,886.75) and the General
Fund ($2,923.76); and
4) Reduce the June 30, 1996, Estimated Fund Balance of $558,312 in Fund
24 by transferring $787 to Fund 41 ($582.61) and the General Fund
($204.39).
Attachment- Spread Sheet Describing Cost Calculations
000130
Community Development Fund Transfer
94/95 AND 95/96 COMBINED TOTAL
41 TRNFR.WK4 00c1.31
hours
cost
41
01
Fund 3
8.50
699.00
536.70
162.30
Fund 21
88.25
6957.00
5427.00
1530.00
Fund 22
149.75
11810.50
8886.75
2923.76
Fund 24
10.00
787.00
582.61
204.39
256.50
20253.50
15433.6
020.45'
41 TRNFR.WK4 00c1.31
Community Development Fund Transfer
94195 TOTAL COMBINED RATES
94/95
July 1 to December 31, 1994 @ $78/hr
41
01
Fund 3
$57.57/hr
$28.83/hr
149.19
hours
cost
41
01
Fund 3
1.25
97.50
71.18
26.33
Fund 21
14.75
1150.50
839.87
310.64
Fund 22
89.75
7000.50
5110.37
1890.14
Fund 24
8.00
624.00
455.52
168.48
113.75
8872.50
6476.93
2395.58
94195
January 1, 1995
to June 30, 1995 @ $79/hr
$62.41 /hr
$16.59/hr
hours
cost
41
01
Fund 3
1.25
98.75
78-01
20.74
Fund 21
63.00
4977.00
3931.83
1045.17
Fund 22
22.50
1777.50
1404.23
373.28
Fund 24
0.00
0.00
0.00
0.00
86.75
6853.25
5414.07
1439.18
94195 TOTAL COMBINED RATES
41TRNFR.WK4
hours
cost
41
01
Fund 3
2.50
196.25
149.19
47.06
Fund 21
77.75
6127.50
4771.70
1355.81
Fund 22
112.25
8778.00
6514.59
2263.41
Fund 24
8.00
624.00
455.52
168.48
200.50
- ... 15725*75:
1
i,3 4i
41TRNFR.WK4
Community Development Fund Transfer
95/96
July 1 to December 31, 1995
$79 /hr
$62.411hr
$16.59/hr
hours
cost
41
01
Fund 3
0.25
19.75
15.60
4.15
Fund 21
10.50
829.50
655.31
174.20
Fund 22
23.50
1856.50
1466.64
389.87
Fund 24
1.00
79.00
62.41
16.59
35.25
2784.75
2199.95
584.80
95/96
$84 /hr
64.68/hr
$19.32/hr
hours
cost
41
01
Fund 3
5.75
483.00
371.91
111.09
Fund 21
0.00
0.00
0.00
0.00
Fund 22
14.00
1176.00
905.52
270.48
Fund 24
1.00
84.00
64.68
19.32
20.75
1743.00
1342.11
400.89
95/96
total
hours
cost
41
01
Fund 3
6.00
502.75
387.51
115.24
Fund 21
10.50
829.50
655.31
174.20
Fund 22
37.50
3032.50
2372.16
660.35
Fund 24
2.00
163.00
127.09
35.91
5fa6t3
45271542
Of
885.69
000132
41 TRNFR.WK4