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Home My WebLink AboutAGENDA REPORT 1996 1106 CC REG ITEM 08ATO: FROM: DATE: SUBJECT: CITY OF MOORPARK CITY COUNCIL AGENDA REPORT The Honorable City Council ITEM- Donald P. Reynolds Jr., Administrative Services Manager (5 October 31, 1996 Consider Revisions to the Land Use Development Fee Rate Pursuant to Government Code 66016, staff is returning to the Council in an advertised public meeting, to consider revisions to the current land use development fee rate. The Government Code requires a sixty day waiting period, making these fee changes and any other changes, applicable January 6, 1997. : -• . U411 - In October 1995, staff applied the 1995196 budgeted costs to the adopted formula, and originally arrived at a cost per hour of $90, which represented a 14 percent increase to the fee rate of $79 per hour. The significant increase caused staff to re- evaluate the budget for Community Development, posing a hypothetical change in the distribution of the indirect staff costs related to the Receptionist, Deputy City Clerk, and Finance staff. Certain possible changes were considered reducing the percentage of costs assigned from these positions to Community Development, which primarily involved reducing the Department's contribution from 30 percent to 10 percent, to match the decrease in direct staff in the department. These changes reduced the fee from $90 to $84 per hour, and the Council moved to adopt the revised calculations, implementing an increase of 6.3 percent. At the October 16, 1996, Council meeting, the Council authorized staff to prepare a public meeting for November 6, 1996, for the purpose of possibly amending the current land use development fee rate of $84 per hour. Staff explained in this report that the current fee of $84 per hour is based upon budget changes that have not yet been implemented, (summarized above). Staff advised the Council that a small increase of between 1 percent and 2.5 percent was likely based upon a preliminary analysis. Staff also recommended that the Council proceed with this small increase, and consider a second revision after a careful analysis of the need to change the Community Development budget had been completed, for implementation July 1, 1997. In Attachment "A ", staff applied the same formula used in previous years, without consideration of the adjustments made to the $84 rate, in order to gauge the difference between last year's cost and those in the 1996/97 budget. Page two of this attachment describes the outcome of the comparison, showing an increase between 1995/96 and 1996/97 of 2.66 percent. Staff is recommending that this percent change be applied to the $84 rate, which increases it to $86 per hour, (rounding the increase to $2 per hour, one arrives at a net increase of 2.38 percent). To determine the cost of the Code Enforcement fee and Administrative Services fee, staff also has to consider the potential impact of those budget changes referenced for Community Development. Staff is recommending a similar 2.66 change to these rates as well: code enforcement cost per hour will increase from $59 per hour to $61 per hour, and; the Administrative Services cost per hour rate will increase from $82 to $84 per hour. These costs will also be considered next spring. Attachment "B" includes the proposed fee resolution, and Exhibit "A" to the resolution is the proposed revised permit schedule which includes a few changes recommended by the Community Development Director. The focus of changes proposed for this year include the addition of a new fee for review of applications for the sale of alcoholic beverages, the creation of sub - categories for commercial and industrial development permits, and providing the Director with the discretion to possibly reduce the initial deposit amounts, under specific conditions. Section 2 of the body of the Resolution now includes additional language to clarify that fifteen percent is added to all contract services including City Engineer, when the fee is not otherwise specified in the Resolution, or in the City Engineer contract and related fee schedule. Landscape architect fees are also presented in this fashion, moving away from the estimated deposit amount to a recovery all actual costs, plus fifteen percent, (page two of Exhibit "A ", item 17). Permit deposit adjustments are being proposed in Section 5 of the Resolution, which 2 U would allow the Director to reduce an initial deposit amount up to 50 percent, where the project involves multiple applications of the same type for a single project, to be processed concurrently. The intent is to allow for specific exceptions to the single deposit requirements, when different contiguous parcels are involved, but being processed at the same time. Current City policy requires a separate development permit for each property. It is not intended to allow for incremental deposits less than the required initial amount. Commercial and Industrial Planned Development permits are proposed to be subdivided into the review of uses in an existing building, and those related to new construction, presented in Exhibit NA ", page 1, items 3a, 3b, 4a and 4b. Existing buildings are proposed to require an initial deposit of $4,300, which is the same as a conditional use permit, which follows a similar process. On new construction, (applicable to commercial and industrial) there has been a wide variety of City costs depending upon the application, and an adjusting deposit scale is recommended, beginning with a deposit of $10,750, plus $100 per 1,000 square feet of building area. This recognizes the amount of staff time typically spent on larger projects. SumMgry Staff acknowledges the fact that the City's costs for Community Development need to be carefully reviewed. To this end, a slight increase equal to the cost of living increase is being recommended until this analysis can be completed. With the move from a January fee rate increase to a July 1 date, careful consideration of audited figures can be applied this year, and establish a precedent for future years. Overall, the City is moving towards improving the cost recovery system, and tightening its costs. That the City Council Rescind Resolution #95 -1157, and replace it with Resolution # 96- , increasing the Land Use Development fee Rate to $86 per hour, to become effective January 6, and 1997, and that staff return to the Council in April 1997, to consider budget changes to the cost allocation system, and present a second change to be effective July 1, 1997. Attachments: A) Fee Analysis B) Resolution 96- (Exhibit "A" is the Permit Schedule) 91 000075 ATTACHMENT A 18- Oct -96 1996/97 LAND USE APPLICATION PROCESSING FEE RATE CALCULATIONS i=---I Item 2 h ead, (Indir City Applied Item Costs Deductions Amount Personnel (SEE TABLE ) N/A 117,980 Maintenance and Operations 176,636 76,387 100,249 Capital (Deleted -see use allowance) Fixed Overhead (Deleted -see use allowance) 218,229 * Deductions (Total M & O - Professional Services) * Code Enforcement Percentage of 12.62% Plus Professional Services Item 3) General Overhead A B Item Costs Deduction Net Costs % applied* Total Yr. Total Med. Leave 27,000 21% Position Salary Benefits Benefits Totals Dir. of Community Devel. 71,724 20,877 17.79% 109,075 Senior Planner 56,664 15,634 19.59% 86,461 Senior Planner 56,664 14,618 19.59% 85,246 Assistant Planner 42,288 12,796 19.59% 65,875 ---------------------------------------------------------- Total 227,340 - - - - - ----------------------------------------------- 63,925 346,657 Item 2 h ead, (Indir City Applied Item Costs Deductions Amount Personnel (SEE TABLE ) N/A 117,980 Maintenance and Operations 176,636 76,387 100,249 Capital (Deleted -see use allowance) Fixed Overhead (Deleted -see use allowance) 218,229 * Deductions (Total M & O - Professional Services) * Code Enforcement Percentage of 12.62% Plus Professional Services Item 3) General Overhead 97FEECD.WK1 �-I Budgeted Item Costs Deduction Net Costs % applied* Total Costs City Council 27,000 0 27,000 21% 5,719 City Manager 217,036 1) 82,140 134,896 21% 28,571 City Clerk 151,938 2) 61,769 90,169 21% 19,098 City Attorney 76,000 3) 20,000 56,000 21% 11,861 Finance/City Treasurer 119,020 4) 87,657 31,363 15% 4,704 Administrative Services 520,637 5) 148,751 371,886 15% 55,783 Moorpark Cable T.V. 74,410 6) 39,400 35,010 21% 7,415 City Engineer 459,831 7) 395,913 63,918 75% 47,939 - ---------------------------------------------------------------------------------------------------------------------- Total General Indirect Costs 181,089 *-% AP*T for CC, CM, City Cleric, CA, Cable and Engineering Is based upon Council Agenda Anaysis; AS and Finance based upon % of staff Deductions 1) 100% Assit. to the City Manager Position + Ben. 2) 90% Dep. City Clerk + Dep. City Clerk Ben. + election expenses+ capital 3) Special Legal Services 4) Capital @ $7,500, + FO @ 70% + Ben + Act. Tech II @ 70% + Ben. +2 Act. Clrks @ 70 %+ Ben Combines Treasurer with Finance this year 5) Capital + Allocated Overhead Costs + CDBG Salary, 20,700 + 70% Recept.+ Recept. Ben 6) Professional Services, Equipment Rental and Capital 7) 9191- Contr Srvcs, 9155 - Plan Chk, 9156- Inspect 97FEECD.WK1 �-I 4,166,944 123,178 4,238,332 198,830 Allocation Total Employees (which includes part-time and redevelopment staff) 52.21 Department Employees which use City Hall `Less Code Enforcement Related Employees 5 Percent (5/52.21) 100 Use Allowance Attributable to Department (10% - $193,374) 19,041 SUMMARIES Item 1, Direct Costs Item 2, Indirect Costs Item 3, General Overhead Item 4, Use Allowance Adjustment from Prior Year Total Costs Divided by Total Hours (2080.4 Positions) 96/97 95/96 Addit/Surplus Total Deprec. Use 181,089 1994/95 1995/96 Assets Percentage Allowance Buildings and structures 1,957,067 0 1957067 0.02 39,141 Improve. other than Buildings 1,082,512 0 1082512 0.07 75,776 Office Furniture And Equip. 723,445 44117 715772 0.07 50,104 Other equipment 403,920 79061 482981 0.07 33,809 4,166,944 123,178 4,238,332 198,830 Allocation Total Employees (which includes part-time and redevelopment staff) 52.21 Department Employees which use City Hall `Less Code Enforcement Related Employees 5 Percent (5/52.21) 100 Use Allowance Attributable to Department (10% - $193,374) 19,041 SUMMARIES Item 1, Direct Costs Item 2, Indirect Costs Item 3, General Overhead Item 4, Use Allowance Adjustment from Prior Year Total Costs Divided by Total Hours (2080.4 Positions) 96/97 95/96 346,657 337,148 218,229 201,236 181,089 178,746 19,041 28,092 765,017 8320 745,222 8320 97FEECD.WK1 2.66% 081L 18 -001-96 MONTHLY 1996/97 BENEFIT TABLES FOR THE FEE RATE CALCULATION GROUP WORKERS TOTAL A) DIRECT COSTS- PERSONNEL COST TOTAL TITLE RATE �z RATE 'er COMP UNEMP PERS MEDICARE BENEFITS ACCOUNT CLERK 2027 TOTAL C. TOTAL 247 MONTHLY ANNUAL GROUP WORKERS 368 11787 COST PAID SALARY+ TITLE RATE �3524� RATE INS COMP - -a- UNEMP PERS MEDICARE BENEFITS BENEFITS ASSISTANT PLANNER 9384 42288 8058 411 �_ -245 - 5471 == 613 -- 12796 = Y55064= C.D. DIRECTOR 5977 71724 9(114 697 245 9281 1040 20877 92601 SR. PLANNER 4722 58884 8684 551 245 7332 822 15634 72298 SR. PLANNER 4722 = -- 56884_25888 551 245 7332 822 14618 71282 TOTALS 12075 227340 4722 58684 4780 - -- 63928 291266 "COLUMNS "A", "B' AND "C" ABOVE ARE USED IN 'ITEM 1) DIRECT COSTS" 13730 RECEPTIONIST 2316 27792 6312 B) CODE ENFORCEMENT PERSONNEL COSTS USED FOR DEPARTMENT OVERHEAD 'ITEM 2" TOTAL TOTAL MONTHLY ANNUAL GROUP WORKERS Rafael COST BENEFITS BEN. + RATE RATE INS COMP UNEMP PERS MEDICARE SALARY C.E.OFFICER - -_ -- 3452 41424 5528 x1717 -245 4977= 558 130251 54449 P.T. CLERICAL 465 5588 0 54 198 419 81 750 8396 TOTAL - 60785 CODE ENFORCEMENT PERSONNEL COSTSlC.D. PERSONNEL TOTAL 80785/481686 = 12.62% C) INDIRECTLY RELATED PERSONNEL COSTS, USED FOR DEDUCTIONS FROM "ITEM 3" GENERAL OVERHEAD D) INDIRECT PERSONNEL COSTS, "ITEM 2' PERSONNEL MONTHLY ANNUAL GROUP WORKERS TOTAL SAL + BEN COST TOTAL TITLE RATE �z RATE INS COMP UNEMP PERS MEDICARE BENEFITS ACCOUNT CLERK 2027 24324 7640 247 245 -245 - 3287 368 11787 ACCOUNTCLERK 2027 24324 8776 236 245 3147 353 12756 ACCT.TECH.11 3329 39948 9384 388 245 5168 579 15764 ADMIN.SEC. 2629 31548 6380 307 245 4083 0 10995 ASST TO THE CM 4721 58652 3083 551 245 7331 822 12032 DEP. CITY CLERK 2899 34788 6486 336 245 4501 504 12075 FIN. OFFICER 4722 58684 4780 551 245 7332 822 13730 RECEPTIONIST 2316 27792 6312 270 245 3596 403 10826 D) INDIRECT PERSONNEL COSTS, "ITEM 2' PERSONNEL 97FEETAB.WK1 TOTAL MONTHLY GRAND TOTAL LEAVE BEN. TOTAL SAL + BEN RATE TITLE -= 38111 =-= 17.79 % = == 42535 37080 17.79% 43677 55712 19.59% W626 42543 19.59% 50878 68684 19.59% 82140 48863 17.79% 55199 70394 19.59% 84184 38618 19.59% 46183 97FEETAB.WK1 TOTAL MONTHLY ANNUAL APPLICABLEAPPLICABLE APPLICABLE GROUP WORKERS PERCENTAGE LEAVE BEN. PERCENTAGE COST TITLE RATE RATE - PERCENTAC RATE HOURLY RATE INS COMP UNEMP PERS MEDICARE ACCOUNT CLERK 2027_ 24324 - - - -30% 7297 3.51 31.41% 1.02% 1.01% 13.51% - 1.45% ACCOUNT CLERK 2027 24324 30% 7297 3.51 38.08% 0.97% 1.01% 12.94% 145% ACCT. TECH.11 3329 39948 30% 11984 5.76 23.49% 0.97% 0.81% 12.94% 1.45% ADMIN. SEC. 2629 31548 100% 31548 15.17 20.16% 0.97% 078% 12.94% 0.00% DEP. CITY CLERK 2899 34788 10% 3479 1.67 8.86% 0.97% 0.70% 12.94% 1.45% FIN. OFFICER 4722 58664 30% 16999 8.17 11.45% 0.97% 0.43% 12.94% 1.45% RECEPTIONIST 2316 - -- 27792 30 % -� =8338 -- == -4.011 17,20% 0.97% - x.88 -% i= 2.94% 1.45% 97FEETAB.WK1 TOTAL TOTAL APPLICABLE LESS 12.62% TOTAL PERCENTAGE LEAVE BEN. PERCENTAGE SALARY 8 CODE ENF. APPLIED OF BEN. RATE s OF BEN. BENEFITS DEDUCTION AMOUNT -_ 48.39% 17.79 % 68.18% - 12,127s 1530 10597 52.44% 17.79% 70.23% 12,422 1568 10855 39.46% 19.59% 59.05% 19,081 2405 18858 34.85% 19.59% 54.44% 48,724 6149 42575 24.93% 17.79% 42.72% 4,965 627 4338 27.24% 19.59% 48.83% 24,960 3150 21810 33.44% 19.59% 53.03% 12,759 1810 11149 135018 17038 117980 AGENDA ANALAYSIS FOR COMMUNITY DEVELOPMENT, CODE ENFORCEMENT AND ADMINISTRATIVE JANUARY 1996, TO JUNE 1996 The following analysis illustrates the percentage of time spent by the City Council and other general overhead cost centers on items related to Regularly Scheduled Council Meetings and the specific departments listed below. This information applies to the "General Overhead" cost category applied to the fee rate development study. Only agenda items "8 Consent Calendar' through "12 Ordinances" were included. '000083 97FEETAB.WK1 ��y Number of Percent Percent Percent Agenda Date Items C.D. C.E.O. Adm. Serv. 1/3/96 2 * 100.00% 0.00% 0.00% 1/17196 33 12.12% 0.00% 19.05% 217/96 21 23.81% 0.00% 4.76% 2/ 21/96 27 18.52% 0.00% 22.22% 3/6/96 17 17.65% 5.88% 17.65% 3/20/96 19 31.58% 5.26% 21.05% 4/3/96 25 24.00% 0.00% 12.00% 4/17/96 16 37.50% 6.25% 6.25% •5/1/96 27 29.63% 3.70% 11.11% 5/15/96 27 14.81% 3.70% 7.41% $/5/96 21 9.52% 0.00% 14.29% $119/96 29 13.79% 0.00% 17.24% totals 11 meetings 264 averages 24 21.18% 2.25% 13.91% " the 1/3196 meeting, although a regular meeting, is an exception to the average regular meeting, so it has been excluded '000083 97FEETAB.WK1 ��y