HomeMy WebLinkAboutApprove Planning Department 3rd Quarter Budget Report
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 3rd Quarter FY09 Update
January 1, 2009 – March 31, 2009
MEETING DATE: May 11, 2009
RECOMMENDATION: Move forward with current Planning Department staff levels;
noting the continued 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.
First Quarter Actual Revenues averaged $22,800 per month, exceeding the
minimum required revenues for the quarter by $8,400 (see First Quarter Report,
previously reviewed at October 27, 2008 commission meeting).
Minimum Monthly Planning Fee Revenues for the 2nd through 4th Quarters were
revised downward to $14,000 to reflect reduced Departmental costs due to the
153
reduction of 1.5 FTEs from the FY09 Adopted Budget. Second Quarter Actual
Revenues averaged $26,310, exceeding the minimum required revenues for the
quarter by $36,930 (see Second Quarter Report, previously reviewed at the
January 20, 2009 Commission meeting).
Third Quarter FY09 Planning Fee Revenues were as follows:
Actual Revenues 3rd QTR FY09
January 2009 $11,047
February 2009 17,245
March 2009 20,336
Average Per Month: $16,209
The 3rd Quarter FY09 monthly average of $16,209 is above the revised minimum
monthly average of $14,000 needed to stay within the FY09 General Fund
appropriation for this Department.
Unlike the 2nd Quarter, when Improvement Agreement Fees made up a substantial
amount of total revenues (nearly $22,000), Improvement Agreement Fees only
totaled $600 in the 3rd Quarter. As such the monthly average of $16,209 more
directly represents project-related application fees as the main source of revenues
for the Department.
2. Increase Planning Fee levels based on audit findings, to more accurately
cover the costs associated with processing applications.
154
• The new fees went into effect on August 28, 2008, and are having a
positive effect on revenues.
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 FY09 budget averages
$69,756/month ($837,000 for the year.) Actual spending for the first three
quarters was $573,351 ($63,706 per month average), or approximately 9% under
budget. 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. This quarter
the department averaged 27 applications each month (not including a total of 64
sign permits issued for the Quarter).
155
Application Type Jan-09 Feb-09 Mar-09
Pre-Application 1
Prelim. Plat 1
Final Plat
Sub. Exempt. 1 1 1
Flood Plain
BOA
Admin. Appeals 1
Master Plan Amend
UDO Amend
CUP 1 3 2
ZMA
Conservation
Update
Entryway Update
PUD
PUD Final
Re-use 1 1
Annexation
Prel. Site Plan 2 2 1
Master Site Plan
Final Site Plan 2 2 5
Mods to FSP 4 4 3
Informal 2 1
STUP
COA 10 9 16
Improvements
Agree 1 1
Code Enforcement 1 1
Monthly Totals 25 23 33
Signs 27 13 24
156
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 17 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
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. Staff will especially be dealing with the issue of remaining
improvements to be completed in many of these subdivision during the
FY09 4th Quarter
• Department staff members are taking a lead role in preparing site plan and
subdivision applications for a variety of City-owned projects, including
the Story Mansion CUP, Story Mansion Minor Subdivision, Lower Yards
Site Plan, Lower Yards Minor Subdivision, Bogert Park Band shell, etc.
In-house preparation of these applications saves the City thousands of
dollars in consultant fees, and adds considerably to staff’s workload.
• Long range planning activities continue to occupy a great deal of
Department time and resources. In conjunction with the City
Commission, we are in the process of finalizing the Planning Board’s
recommended Growth Policy for the City of Bozeman – the updated
Bozeman Community Plan. Formal adoption of the Plan is anticipated
this Spring. Simultaneously we are participating in the development of the
Economic Development plan and the Downtown Neighborhood Plan for
which the Commission recently committed funding.
• We anticipate spending more time in the 4th Qtr of FY09 with property
owners and development interests who approach us with plans for the
redevelopment of the downtown blast zone.
157
• Significant time will be spent this spring on the current round of
amendments to the Unified Development Ordinance. Public hearings on
these proposed edits were held by the Zoning Commission in April, and
will be held by the City Commission in late May or June. Final adoption
of the amendments is expected sometime in the 1st Quarter of FY10.
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: May 6, 2009
158