HomeMy WebLinkAbout20 - BA-065 - Planning Department Staffing LevelsCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 20
April 8, 2003
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Planning Department
Patricia L. Temple, Planning Director, 949 - 644 -3228
ptemple@city.newport-beach.ca.us
SUBJECT: Planning Department Staffing Levels
ISSUE:
Should the City Council amend the Fiscal Year 2002 -03 budget to authorize additional
positions in the Planning Department?
RECOMMENDATION:
Approve a budget amendment adding two positions in the Planning Department.
The City Manager originally had expressed the opinion that only one of these positions
should be funded and filled immediately. After assessing the whole situation in the
Planning Department, both the City Manager and the Planning Director agree that both
positions are of critical necessity and, therefore, we recommend that both positions be
established and funded.
DISCUSSION:
Background:
The potential to add additional personnel in the Planning Department was the subject of
a Study Session held on March 25, 2003 (recycled report included in agenda packet).
That discussion centered on the ability of additional revenues generated by fee
increases to offset the costs associated with additional personnel. At the conclusion of
discussion, staff was directed to bring back a budget amendment for consideration by
the City Council.
Planning Department Staffing Levels
April 8, 2003
Page 2
Analysis:
Since 1990, staffing levels in the Planning Department have fluctuated to a significant
degree. Most particularly, the staff level in the mid- 1990's was sharply reduced for
budgetary reasons, even though there was not necessarily a commensurate reduction
in workload. While there had been some workload reductions in the area of Planning
Commission cases (as shown in the workload indicators chart in this report), there were
also new programs being added to the Department's responsibilities, such as the
Economic Development Committee, a reconfigured Environmental Quality Affairs
Committee, the creation and administration of Business Improvement Districts and other
programs.
Another aspect of the changes that occurred throughout the 1990's was a substantial
alteration in the overall structure of the organization, and the levels of positions within it.
It evolved from a traditional planning management structure, comprised of two divisions
(Current and Advance Planning) with a Code Enforcement Unit, to one with a diffused
supervisory structure comprised of operational units with a single manager, the
Planning Director. In the early to mid 1990's, in addition to the Director, there were two
Planning Managers, one managing each of the principal divisions.
Additionally in the early 1990's, position levels in the Department were higher than they
are today. Most of the staff were at a very Senior level, being comprised mostly of
Planning Managers and Principal, Senior and Associate Planners. We only had 1
Assistant Planner, and no Planning Technician. This is very different from today where,
in addition to our Senior level staff, we have 4 Assistant Planners and a Planning
Technician within the overall employee mix.
While we believe that overall these changes have been an improvement to the
Department, it has come at some notable consequences, such as:
• The Director has to be more "hands on" in day -to -day operations, usually being
the review entity for reports going out of the Department.
• The Senior Planner (Current Planning) works an inordinate amount of overtime.
• Advance Planning staff is often "borrowed" for routine Planning Commission
cases, thereby diluting efforts in their focus areas.
• The City has had to retain outside consultants, not only for larger projects, but for
day -to -day operations.
• The Planning Department has not been able to provide assistance to other City
Departments for compliance with the California Environmental Quality Act
(CEQA) for many years.
There are other items of interest to note about the changes in the Planning Department
from the early 1990's, as related to this request. One is that with the establishment of
the new Associate Planner position in Current Planning, we will have finally come back
Planning Department Staffing Levels
April 8, 2003
Page 3
to the level of staffing for the Planning Commission we had at that time, except we will
still have only one manager involved (Planning Director) instead of the Director and
Current Planning Manager previously. Second, is that with the addition of another
planner in Advance Planning, we will come to a staff level of 4, where that division at its
highest staff level was 6 persons.
The following chart illustrates the changing level of staff since 1990. Superimposed on
this is information related to selected workload indicators. These workload indicators are
only for Current Planning caseload (Modifications, Use Permits, Variances,
Subdivisions, GPAs, Code Amendments, and Lot Line Adjustments), they do not
account for Zoning Plan Check, Advance Planning or Economic Development activities.
The important thing to recognize from this information is that staffing levels have
responded to changing workload. However, over the past 5 years our staff level has
lagged our workload, and we do not see this workload easing in the foreseeable future.
300
250
12
0
4 200
'v
150
a
o
Y 100
0
50
0
Workload Indicators vs Staff Levels
1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002
[Workload indicators --*—Staffin gLevels
There are several things which convince u:
diminish. In fact, we think it is inevitable tr
at a high pace, particularly in residential rei
is a great interest of property owners in m
care is required in the plan review proces
residential side as well. Many of our coma
owners are looking to make improvements,
25
20
15
w
10 o
that there is little likelihood our workload will
at it will increase. Building activity continues
iodeling and reconstruction. And since there
ximizing their developments, more time and
The same trend is appearing on the non -
ercial districts are aging, and those property
or to re -build their properties. Advising these
Planning Department Staffing Levels
April 8, 2003
Page 4
property owners is a time consuming task, given the complexities of the City's land use
regulations. We also expect the day -to -day workload to begin increasing, due to the
addition of the annexed areas of Newport Coast, Newport Ridge, East Santa Ana
Heights and Bay Knolls. The addition of these areas will bring forth new complications
to our administrative and discretionary process, as in many cases we will be reviewing
development proposals pursuant to the County Zoning Code and other requirements.
Soon, an entirely new and complex program will be introduced with the certification of
the Local Coastal Program. Finally, we will ultimately have a significant amount of
additional workload to implement the updated General Plan, when adopted.
Proiects and Duties of New Positions:
Associate Planner:
This position is proposed for Current Planning, in support of the Planning Commission.
Core responsibilities include:
1. Process development applications that are within the jurisdiction of the Planning
Commission.
2. Provide land use information to the public.
3. Prepare initial studies and negative declarations for projects, or supervise their
preparation by outside consultants.
4. Assure interdepartmental coordination in discretionary case processing.
5. Act as interdepartmental CEQA liaison.
6. Monitor on -going projects approved by the Planning Commission.
7. Assist in preparation of case log.
8. Attend Planning Commission meetings.
9. Attend Development Review Committee meetings.
10. Monitor granny units.
11. Development Agreement Monitoring
Assistant Planner:
This position is proposed for Advance Planning, in support of on -going General Plan
and Code maintenance, compliance monitoring in a timely manner and to provide staff
for the implementation of the Housing Element. Some projects could include:
1. PC text standardization /Zoning Code incorporation.
2. Buck Gully /Morning Canyon studies.
3. Comprehensive wave uprush and impact report.
4. Coastal zone parking management program(s).
5. Uniform coastal access signing program.
6. Coastal bluff development guidelines /regulations.
7. Housing Element Implementation.
Planning Department Staffing Levels
April 8, 2003
Page 5
Funding Availability: Improved Planning Department revenues will offset the increased
staffing costs.
Alternatives:
There are two alternatives for the City Council to consider. The two positions can be
established and funded as recommended. The alternative is that previously suggested
by the City Manager, that is, establish both proposed positions, but leave the Assistant
Planner position unfunded, pending future budget considerations.
Submitted by:
�Q Homer L. Bludau, City Manager
Attachment: Budget Amendment
Prepared by:
Patricia L. Temple, Planning Director
City of Newport Beach NO. BA- 065
BUDGET AMENDMENT
2002 -03 AMOUNT: $31,565.01
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
from existing budget appropriations
from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase expenditure appropriations to fund two new positions in the Plannln_g Department: Assistant Planner and
Associate Planner
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
010 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Division
Number
2710
Account
Number
7000
Account
Number
7210
Account
Number
7425
Account
Number
7224
Account
Number
7225
Account
Number
7290
Account
Number
7373
Account
Number
7439
Account
Number
7461
Account
Number
7295
Signed:
Signed:
Signed:
Description
General Fund Fund Balance
Description
Description
Planning - Admin
Salaries - Miscellaneous
Health/Dental/Vision
Medicare Fringe
Retiree Insurance Reserve
Retiree Insurance
Life Insurance
Compensated Absences
PIERS - Employee Contribution
SRP - LIUNA
Employee Assistance Program
Approval: Administrative Services Director
Administrative Approval: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$31,565.01
$24,868.80
$2,755.38
$360.60
$138.46
$510.92
$52.62
$746.06
$1,871.85
$248.69
$11.63
Date
Date
Date
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Study Session Agenda Item No. ss3
March 25, 2003
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Planning Department
Patricia L. Temple, Planning Director, 949 - 644 -3228,
ptemple@city.newport-beach.ca.us
SUBJECT: Planning Department Staffing Levels
ISSUE:
Should the City Council amend the Fiscal Year 2002 -03 budget to authorize additional
positions in the Planning Department?
RECOMMENDATION:
Direct staff to place a budget amendment on the City Council Agenda to add two
positions in the Planning Department.
DISCUSSION:
Background:
Based on previous discussions with the City Council who were concerned about
adequate Planning Department staffing levels, two additional positions were requested
as part of the proposed Planning Department budget for FY 2002 -03. The two positions
requested were an Associate Planner in Current Planning and an Assistant Planner in
Advance Planning. The positions requested were considered of critical need due to the
extremely high workload of discretionary cases going to the Planning Commission, as
well as the fact that several legally required activities (such as monitoring of
Development Agreements and affordable housing contracts) were not being done due
to insufficient staff. Additionally, the City is about to adopt a new Housing Element,
which will commit the City to a large number of additional programs, which we are
required to show progress on each year.
Planning Department Staffing Levels
March 25, 2003
Page 2
As part of the discussion on these new positions, there was a discussion of the Planning
Department fee schedule. It was indicated that the fees were insufficient to recover the
cost of providing our services, principally due to the fact that we had a fixed fee system,
where most communities charge an hourly rate for many services. Staff was directed to
prepare a revised fee structure, including the establishment of an hourly rate for many
types of applications, and a fixed fee schedule for smaller applications based upon the
new hourly rate. After the adoption of the revised fee schedule, Council would then
reconsider the staffing request of the Department, in light of improved revenues.
The revised fee program was adopted by the City Council in late 2002, and it went into
effect February 1, 2003.
Analysis:
Planning Department revenue was projected to be $210,000 in the FY 2002 -03 budget.
With the new fees in place, we have projected revenue increases for our fixed fee
applications and Zoning Plan Check. We have not estimated revenue increases from
the hourly rate applications because we do not have enough data on what those
changes will be. On just this partial basis, our new revenue over what would have been
gathered under the old fees is $218,000 on an annual basis.
The yearly cost of the two proposed positions (salary plus benefits) are as follows:
Associate Planner: $77,200
Assistant Planner: $63,500
TOTAL: $140,700
Additionally, there may be a one -time expenditure of approximately $5,000 for
equipment and furniture needed by the new staff. However, the total cost of the
positions is easily covered by increased revenue, with an additional benefit to the
General Fund of $72,300 ($218,000 - $145,700).
Cost Recovery:
Although revenue generated by the new fees is considerably higher than under the old
system, and will cover the costs of additional staff, our overall revenue is still less than
the total costs of providing Current Planning Services. On an overall basis, the cost of
providing these services (Plan Check, and discretionary applications by staff and
Planning Commission) is about 63% of the Planning Division budget (2710). This
equates to approximately $1 Million. We estimate the fee increases will improve our
cost recovery to about 60% of this amount, up from the 20% recovery rate we had
under the old fee structure. It is staffs opinion that this rate of cost recovery is an
appropriate reflection of the time we are providing services directly to applicants for
permits.
Planning Department Staffing Levels
March 25, 2003
Page 3
Funding Availabilitv: Improved Planning Department revenues will offset the increased
staffing costs.
Alternatives:
Staff would like to see the Council establish both positions in the budget, but not fund
the Assistant Planner position at the present time. Reconsideration of funding could
occur when the City's overall budgetary picture is better known.
Prepared by:
Patricia L. Temple, Planning Director
Submitted by:
Sharon Z. Wood, S istant City Manager
CITY OF NEWPORT BEACH
City Council Minutes
Study Session
May 28, 2002 - 4:00 p.m.
ROLL CALL
Present: Heffernan, Bromberg, Glover, Mayor Ridgeway; O'Neil (arrived at
5:10 p.m.)
Absent: Adams, Proctor (excused)
CURRENT BUSINESS
CLARIFICATION OF ITEMS ON THE CONSENT CALENDAR.
Council Member Heffernan stated that he planned to ask for a continuance
of Item No. 23, Main Street Ficus Tree Removals, at the evening meeting
based upon the short notice that was given to the public and their inability
to contact experts in time. He also requested that a copy of Council Policy
G -1, Retention or Removal of City Trees, be provided to him prior to the
meeting.
2. 2002 -03 BUDGET REVIEW.
Using a PowerPoint presentation, City Manager Bludau displayed a list of
fourteen funds included in the 2002 -03 preliminary budget. He stated that
there are an additional eight budgeted funds and several others that are
non - budgeted. The general fund represents over 65% of the total dollars and
also provides the greatest flexibility of any of the funds. City Manager
Bludau stated that one of the funds not listed is the annexation fund, which
is a fund set up from the payments received from the Irvine Ranch Water
District (IRWD) to offset the Newport Coast assessments.
Council Member Glover asked if the City's budget had been analyzed in
conjunction with what is going on with the State budget. City Manager
Bludau stated that it is too soon in the process since the State Legislature is
just beginning to look at their alternatives. Administrative Services
Director Danner added that the Vehicle License Fee (VLF), which totals
$2.7 million, was not included in the revenue estimates, however.
City Manager Bludau displayed the City's organizational chart. He then
displayed a chart showing the total City revenue estimate of $149,722,799
for the 2002 -03 fiscal year and the amounts expected from the governmental,
enterprise and internal services funds. Displaying a pie chart, City Manager
Bludau noted that property taxes represent the largest revenue source to the
City.
Per Mayor Ridgeway's question, Administrative Services Director Danner
clarified that the charts cover all revenue sources, and would be used for
both the Capital Improvement Program (CIP) as well as the City's operating
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2002 -03
Budget Review
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City of Newport Beach
9ta4y -S inutes
May 28, 2002
the stabtnzation and contingency reserve funds. He noted that Council
Policy F -2, Reserves/Designations of Fund Balances, requires that 10% of the
general fund be kept in the contingency reserve fund and 2% in the
stabilization reserve fund.
Council Member Glover suggested that the City write a letter to the State
and request information on how the $40 million for ERAF was spent.
Mayor Ridgeway stated that it was supposed to have been spent on
education.
INDEX
City Manager Bludau displayed a slide showing expense items not included
in the budget ceilings. He stated that these were expenditures that staff
knew the City would have, but the amount was unknown. Administrative
Services Director Danner added that estimates were made for these items
and the appropriate funds have been set aside. He noted that the slide also
showed expense items that have been included in the budget and the
ceilings for each. City Manager Bludau stated that although he has
characterized the budget as a status quo budget, there are some additional
expenditures for the annexation of Newport Coast and for the items not
included in the budget, which are primarily personnel type items.
City Manager Bludau displayed a list of the supplemental budget requests
by department, which totaled $1,053,716. He noted that $340,396 of the
requests were approved, primarily for the Fire Department.
Referring to the previous slide, Council Member Heffernan asked if the
$3.9 million budgeted for annexation expenses included landscaping and a
traffic signal for Sage Hill. Public Works Director Badum stated that the
traffic signal project is currently unfunded. General Services Director
Niederhaus stated that landscaping has also not been budgeted. Council
Member Heffernan stated that Newport Coast residents want to know what
landscaping services the City will be taking over. Assistant City Manager
Kiff stated that the preannexation agreement is very specific about what will
be paid for. City Manager Bludau admitted that the $3.9 million estimate is
probably low.
Per Mayor Pro Tem Bromberg's inquiry, City Manager Bludau stated that
the issue of staffing in the Planning Department would be discussed later in
the review.
Mayor Ridgeway suggested that the discussion also include the fees that
were increased the previous year to accommodate additional staffing in the
Planning Department.
City Manager Bludau displayed a list of the eight new full -time positions
requested for the 2002 -03 fiscal year budget, and noted that only one has
been approved. He explained that this was for a fire prevention specialist in
the Fire Department and had already been postponed, but was needed due
to the annexation of Newport Coast. He noted the two requested positions
for the Planning Department and agreed that the department is
understaffed. He stated that the idea of using fees to fund the additional
Volume 55 - Page 166
CITY OF NEWPORT BEACH
City Council Minutes
Study Session
June 11, 2002 - 4:00 p.m.
ROLL CALL
Present: Heffernan, Bromberg, Adams, Proctor, Mayor Ridgeway; Glover
(arrived at 4:30 p.m.)
Absent: O'Neil (excused)
CURRENT BUSINESS
1. CLARIFICATION OF ITEMS ON THE CONSENT CALENDAR.
Council Member Proctor confirmed that the street closures recommended in
Item No. 5, Fourth of July Street Closure Resolution, were the same streets
that were closed the prior year.
In reference to Item No. 3, Swimming Regulations — Diving or Jumping from
Public Property, Mayor Pro Tern Bromberg asked if a person would be
allowed to jump from a seawall under the new ordinance. City Attorney
Burnham stated that persons would be prohibited from jumping from any
seawall.
Mayor Ridgeway recalled an incident where the City was held liable for
injuries caused by a person jumping off of a seawall.
2002 -03 BUDGET REVIEW INCLUDING REVIEW OF STAFF
PRIORITIES FOR FY 2002 -2003 (contd. from 5/28/02).
Staff Priorities
Using a PowerPoint presentation, City Manager Bludau stated that staffs
first priority for the 2002 -2003 fiscal year is to obtain all necessary approvals
to extend the John Wayne Airport Settlement Agreement consistent with
Scenario 1 as described in Environmental Impact Report (EIR) 582, and
maintain the integrity of the Settlement Agreement once approved.
He stated that the second priority is to complete the general plan outreach
and begin the general plan update process. He stated that the goal is to
complete the public outreach, determine the scope of the update and have all
of the consultants working on the revisions by July of 2003. City Manager
Bludau stated that Assistant City Manager Wood would be the staff member
responsible for the priority. He listed the action steps that would need to
take place to meet the goal.
City Manager Bludau stated that the third priority is to prepare a draft of
the Local Coastal Plan (LCP) and submit it to the California Coastal
Commission staff by June 30, 2003. He stated that Planning Director
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INDEX
2002 -2003
Budget Review
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City of Newport Beach
n Minutes
June 11, 2002 INDEX
the 2001 -02 fiscal year.
Fire Chief Riley stated that 83.16% of the department's total budget is used
for salaries and benefits. He noted that a significant portion of the budget is
used for overtime due to the continuous staffing that must occur. Fire Chief
Riley additionally pointed out the money budgeted for equipment
maintenance and replacement, and noted that nearly $1 million is spent to
keep the department's fleet operating. The budget also includes the rental
fee for the temporary trailer and engine at the Santa Ana Heights station,
and money for the fire communications system. He explained that this is a
Joint Powers Agreement (JPA) for dispatch services.
Council Member Glover asked how much the cost of the JPA increases per
year. Fire Chief Riley stated that it's a reasonable increase at about 4-/2% to
5% per year. The program costs the City approximately $1,000 per day,
seven cities participate and it is run out of Anaheim. Fire Chief Riley noted
another JPA that the City participates in, which is the central training in
Huntington Beach. He stated that participation in this JPA will be
evaluated during the upcoming fiscal year. Lastly, Fire Chief Riley pointed
out that over $120,000 is spent on junior lifeguard uniforms.
Council Member Heffernan complimented the allocation plans provided in
the resource allocation plan for each of the departments- He stated that
they should be a part of the budget review because they provide a helpful
four -year trend.
ng Department
Assistant City Manager Wood stated that most of the changes to the
Planning Department budget for the 2002 -03 fiscal year are structural,
meaning that how costs are shown and where they are presented has been
changed. She noted that the amount budgeted for overtime has decreased
due to an increase in staffing. She also pointed out the money budgeted for
various projects.
Council Member Glover asked for an update on the status of the project to
develop new sign regulations. Assistant City Manager Wood stated that the
project has not been started, due to the focus on the general plan update.
Additionally, per Council Member Adams' question, Assistant City Manager
Wood stated that $40,000 is being carried over for the project from the
current fiscal year.
Council Member Glover asked if $40,000 would be sufficient. Assistant City
Manager Wood stated that it should be, and added that the work already
done for the Balboa Peninsula and Mariners Mile might be useful when
looking at the other parts of the City.
Assistant City Manager Wood stated that the Planning Department has
added a new division, which is the community development division. She
stated that this is a part of the structural changes mentioned earlier.
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City of Newport Beach
Study Session Minutes
June 11, 2002 INDEX
Mayor Ridgeway stated that he is aware of the Planning and Building
Departments attempting to charge for the actual expenses incurred by staff
for specific projects, and asked what percentage of project costs are covered
by applicant fees. Assistant City Manager Wood stated that approximately
50% of costs are recovered in the Planning Department, and added that all
of the fees should be reviewed. She additionally noted that two new
positions were requested that were not approved by the City Manager,
which included an Associate Planner to work on cases going to the Planning
Commission and an Assistant Planner to work on code amendments and
housing issues. She stated that if cost recovery were improved for
development review, these positions could be funded through that revenue.
Mayor Ridgeway stated that cost recovery should be a priority. City
Manager Bludau stated that a report would be presented within the next
couple of months.
Council Member Glover recalled that a fee study had been done several
years prior. Administrative Services Director Danner confirmed that the
study was done about six years ago and that the fees have been adjusted
annually based on cost of living and employee costs. Assistant City Manager
Wood stated that fee studies, in general, dorit take into account how much
time is spent on various use permits, variances and zone changes. Council
Member Glover stated that it was a thorough study. Assistant City Manager
Wood stated that the information from staff could have been more detailed,
but that they are now tracking the information and will have a good
database when looking at adjusting the fees.
Building Department
Building Director Elbettar began by announcing that the Building
Department will be holding a user group meeting on June 17, 2002, to
present the new procedures for processing plan checks. He stated that it
will also provide the opportunity to discuss other issues and respond to
questions.
Mayor Ridgeway stated that completing plan checks within four weeks will
be a challenge, but he complimented the effort. City Manager Bludau
clarified that the four -week goal would be from the time the plans are
initially received to the time the City sends back its comments.
Building Director Elbettar stated that the budget for the Building
Department for the 2002 -03 fiscal year is basically status quo with no major
changes, although there are some minor reallocation of funds and an
increase in the training budget. Building Director Elbettar stated that the
largest item in the operating budget is the $198,000 budgeted for the hiring
of outside consultants to assist with plan checks.
Per Mayor Ridgeway's question, Building Director Elbettar stated that the
plans that are checked by outside consultants are still reviewed by staff for
completeness. Mayor Ridgeway stated that he understood the need for
private plan checks when the workload exceeds what can be done by staff,
but he discouraged the use of outside consultants whenever possible.
Building Director Elbettar stated that the use of outside consultants will
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