HomeMy WebLinkAboutPlanning Department 2nd Quarter FY09 Update
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Anna Rosenberry, Finance Director
Andy Epple, Planning Director
Chris Kukulski, City Manager
SUBJECT: Planning Department 2nd
October 1, 2008 – December 31, 2008
Quarter FY09 Update
MEETING DATE: January 20, 2009
RECOMMENDATION: Move forward with current Planning Department staff levels,
noting the continued reduction of 1.5 FTE’s from the FY09 Adopted Budget, higher than
anticipated permit revenues, and on-going spending within budget limits.
BACKGROUND: Because of the difficulties estimating Planning Fee revenues and
workloads (planning applications) this fiscal year, we committed to make quarterly decisions
regarding staffing levels and operating costs in the department.
The FY09 Budget was balanced with the following assumptions:
1. Monthly Planning Fee Revenues of $20,000, minimum. This estimate was
based on the average revenue from fees for the months of April – June 2008, the
4th Quarter of FY08. First Quarter FY09 Actual Revenues averaged $22,800 per
month, exceeding the minimum required revenues for the quarter by $8,400. (See
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First Quarter Report, previously reviewed at October 27, 2008 commission
meeting.)
[Note: Minimum Monthly Planning Fee Revenues have been revised downward
to $14,000 to reflect reduced Departmental costs due to the reduction of 1.5 FTEs
from the FY09 Adopted Budget. See detailed discussion below.]
Second Quarter FY09 Planning Fee Revenues were as follows:
Actual Revenues 2nd QTR FY09
October 2008 $27,995
November 2008 33,285
December 2008 15,990
Average Per Month: 25,757
The 2nd
Quarter FY09 monthly average of $25,757 is substantially above the
revised minimum monthly average of $14,000 needed to stay within the FY09
General Fund appropriation for this Department.
Fees in the month of November included $21,485 for the Cascade Development
Improvements Agreement administration. This large fee makes up 64.5% of fees
collected for the month. Without this collection, revenues for November would
have been $11,800, and the three-month average would be $18,595.
2. Increase Planning Fee levels based on audit findings, to more accurately
cover the costs associated with processing applications.
• The new fees went into effect on August 28, 2008, and are having a
positive effect on revenues.
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3. Reduce FTE’s by: 1 Planner Tech, 0.5 Admin Assistant, 1 Workforce
Housing Coordinator. Since these reductions, additional vacancies have
occurred:
• In August, a vacancy occurred in the Planner III-Long Range Planning
position. In mid September the 0.5 FTE Administrative Assistant position
became vacant.
• Together, these positions represent 1.5 FTE’s and approximately $6,000 of
existing budget authority for each month of the fiscal year.
• In effect, Planning Fee revenue could fall to $14,000 per month and the
Planning Fund would not require increased General Fund dollars to stay in
balance.
• We are not recommending filling the Planner III position. Administrative
Assistant temporary help may be needed to cover evening meetings and
leave time, but that will be paid out of existing contract services budget.
• In addition, Contract Planner services have been terminated.
4. Budgeted Expenditures: The Department’s budget averages $69,800/month
($873,000 for the year.) Actual spending for the first two quarters were $403,124,
or $67,187/month, right on target. Other than the vacancy savings listed above,
three are no known changes to budgeted expenditures for the Department that we
are aware of at this time.
5. Applications Received: The table below lists the planning applications that were
received each month of this quarter. For the months of April, May and June 2008
(4th Quarter, FY08), the department averaged 42 applications/month. For July,
August, and September 2008 (1st
Quarter, FY09), the department averaged 41
applications/month. This quarter the department averaged 33 applications each
month (not including a total of 101 sign permits for the Quarter).
Application Type October Apps. November Apps. December Apps.
Pre-Application
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Prelim. Plat
Final Plat 2 1
Sub. Exempt. 2
Flood Plain
BOA 1
Admin. Appeals
Master Plan Amend
UDO Amend
CUP 2 1
ZMA
Conservation Update
Entryway Update
PUD
PUD Final
Re-use 3 1
Annexation
Prel. Site Plan 5 2 7
Master Site Plan
Final Site Plan 2
Mods to FSP 3 1 2
Informal 2
STUP 1 1
COA 26 11 12
Improvements Agree 2 1 1
Code Enforcement 3 2 1
Monthly Totals 47 23 28
Signs 49 28 24
6. Workload for the next quarter: While the national credit and finance problems
are expected to continue to have a negative effect on subdivision and building in
the City, a number of items will affect workloads in the department.
• There are currently 19 subdivisions in various stages of the review and
permitting process. All subdivisions must obtain final plat within a
defined time or lose their approval and have to start over. This is directed
by state law. Several of the subdivisions will need to make a decision to
provide a financial guarantee and record their plats or allow the approval
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to lapse. The exact length of approval can vary by subdivision. These
items are part of the “tail” of workload which has been referred to
previously.
• In summary, in calendar year 2007 there were a total of 283 zoning
projects submitted. In 2008, a total of 300 zoning projects were
submitted through December 31st
• The Department of Planning and Community Development has completed
drafting the update to the Bozeman 2020 Community Plan. Formal release
of the draft has occurred, and public hearings have been scheduled before
the Planning Board. Simultaneously we are participating in the
development of the Economic Development plan and the Downtown
Neighborhood Plan for which the Commission recently committed
funding.
. This information will be detailed in
the 2008 Annual Report, scheduled for distribution in early February
2009.
• Subsequent to the completion of the Community Plan, a review and update
of the City’s land use regulations (UDO) will be undertaken. This is
expected to require at least one year of development and public review
although some priority items may be completed earlier. The duration of
this project will depend somewhat on the direction the Commission
provides in approving the document.
FISCAL EFFECTS: None.
ALTERNATIVES: As suggested by the City Commission.
Respectfully submitted,
Anna Rosenberry, Finance Director
Andy Epple, Planning Director Chris Kukulski, City Manager
Report compiled on: January 14, 2009
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