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Home My WebLink AboutPlanning Report final 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 1st Quarter FY09 Update July 1-Sept 30, 2008 MEETING DATE: October 27, 2008 RECOMMENDATION: Move forward with current Planning Department staff levels; noting this is a reduction of 1.5 FTE’s from the FY09 Adopted Budget. 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. Basis for FY09 Budget Estimates – Actual Revenues 4th QTR FY08 April 2008 33,000.00 May 2008 12,000.00 June 2008 16,000.00 Average Per Month: 20,300.00 Actual Revenues 1st QTR FY09 July 2008 20,000.00 August 2008 16,000.00 September 2008 32,500.00 Average Per Month: 22,800.00 Actual revenues for the quarter averaged $22,800 per month, 14% over our budget estimate. Fees in the month of September include $14,500 for the Cascade Development Improvements Agreement administration. This large fee makes up 44% of fees collected for the month. Without this collection, revenues for September would have been $18,000; and the three-month average would be below our budget projections of $18,000. 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. 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. 4. Budgeted Expenditures: The Department’s budget averages $69,800/month ($873,000 for the year.) Actual spending for the quarter was $209,334, or $69,800/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 point in 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 (previous quarter), the department averaged 42 applications/month. This quarter the department averaged 41 applications each month. July Applications August Applications September Applications Sub Pre App 1 Prelim Plat Min+Maj 2 Final Plat 1 1 Subdivision Exemption 1 Flood Plain BOA 2 2 Admin Appeals 1 Amend Master Plan Amend UDO CUP 4 1 Amend Zone Map Conservation Update Entryway Update PUD PUD Final Annexation Site Review Prelim 2 3 1 Site Plan Master 1 1 Site Plan Final 3 5 4 Modifications to FSP 3 2 3 Informal 1 4 Special Temporary Use 1 1 COA 24 24 23 Imp Agreements 1 Total: 43 44 36 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 effect workloads in the department. • There are currently 23 subdivisions in various stages of the review and permitting process (see attached list.) 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 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 2007 there were a total of 283 zoning projects submitted of which 234 had been received by October 22nd. This year, a total of 255 zoning projects have been submitted as of October 22nd. We hope to be able to distribute the list by email in advance of the Monday meeting. If not we will provide the detail for the Commission at the meeting. • The Department of Planning and Community Development continues to prepare the update to the Bozeman 2020 Community Plan. Formal release of a draft is anticipated by the first of the year. Simultaneously we are participating in the development of the Economic Development plan and the Downtown Neighborhood Plan for which the Commission recently committed funding. • Subsequent to the completion of the growth policy update, 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: October 22, 2008 Subdivision Status Review as of Oct. 22, 2008 App Number Date Submitted Project Type Subdivision Name P07032 7/3/07 MaSUB-Prelim Story Mill Neighborhood Ph. 1-10 MaSub Prel. Plat P07004 1/16/07 MiSUB-Prelim Baxter Meadows Phase 4 MiSub Prel. Plat P07046 10/31/07 MiSUB-Prelim East Lake Commercial Center MiSub Prel. Plat P06051 8/7/06 MaSUB-Prelim Allison Subdivision MaSub P06050 8/18/06 MiSUB-Prelim Village Downtown Minor Subdivision P07037 7/24/07 MaSUB-Prelim Knolls East Highland South MaSub Prel. Plat P07027 6/5/07 MaSUB-Prelim Aspen Park MaSub Prel. Plat P06041 6/13/06 MaSUB-Prelim Edgewood Townhouses Major Subdivision P07051 11/26/2007 MaSUB-Prelim Laurel Glen MaSub Ph 3 & 4 Prel Plat P07047 10/31/07 MaSUB-Prelim Norton East MaSub Phase 1 Prel. Plat P08004 4/18/08 MiSUB-Prelim Village Homesites Ph 1&2 P08007 7/10/08 MiSUB-Prelim Fellowship Baptist Church 2 lot minor sub P08008 7/12/08 MaSUB-Prelim Mandeville major subdivision P08010 8/21/08 MiSUB-Prelim Lot 70 Babcock Meadows minor sub P07028 6/7/07 MaSUB-Prelim West Winds MaSub Phases 4-8 Prel. Plat P05011 3/11/05 MaSUB-Prelim Cattail Lake Phase III MaSub Prel. Plat P06009 2/18/06 MaSUB-Prelim The Legends at Bridger Creek II MaSub Prel. Plat P03042 11/6/03 MaSUB-Prelim Baxter Meadows PH II MaSub Prel. Plat P07011 2/27/07 MaSUB-Prelim Baxter Meadows Ph.4 (The Crossing)MaSub Prel. Plat P05049 8/10/05 MaSUB-Prelim Bozeman Gateway MaSub Prel. Plat P05071 11/14/05 MaSUB-Prelim Diamond Estates II & III MaSub Preliminary Plat P05053 9/6/05 MaSUB-Prelim Meadow Creek MaSub Prel. Plat P04041 8/10/04 MaSUB-Prelim Rosa MaSub Prel. Plat Pending MiSUB‐Prelim Fire Station 3/911 Center Pending MaSUB‐Final Traditions phases 2 and 3 Pending MaSub‐Final West Winds MaSub Phase 5 Blue is subdivisions with preliminary plat approval or in review Pink is preliminary plat completed and some partial final plats, some phases still left Green is a subdivision expected shortly