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HomeMy WebLinkAbout1979-06-19; City Council; 5877-1; Fees for Environmental Notices & Agenda MailingsCIT" OF CARLSBAD �. ��I L117xnitial.: PY) AGI::iDA BILL N0. DATr : June 19, 1979 C. Attyt, DEPARTMENT: City Manager C. I4gr. abject: Fees for Mailing of Environmental Notices and Agenda Mailing Statement of the I4atter City Council at the June 5, 1979 meeting requested further information as to the full costs of processing requests for mailing of environmental notices and agenda mailing. The attached memorandum details these costs as to postage, materials, and staff time. A summary is,presented belew: Amount Necessary to Current Fee Recover Full Cost Mailing of Environmental Notices $ 60.00 $ 54.00 (Annually) Mailing of Agendas $ 12.00 $174.40 Mailing of Agendas & Minutes $ 24.00 $776.00 Exhibit Memorandum to the City Manager dated June 8, 1979. Recommendation That Council review the attached information and make any desired chances, on agenda and minutes and establish fee for mailing environmental notices. i Council. . Action 6-19-79: Council directed that the following fees be established: 1. Agenda Mailings: '$40.00 per year 2. Minutes Mailings: $70.00 per year 3. Environmental Notices: 50.00 per year i i . i i- MEMORANDUM TO Paul Bussey, City Manager FROM! Mike Little, Administrative Assistant, Parks & Recreation Dept. DATE June 8, 1979 SUBJECT: FEES FOR MAILING OF ENVIRMVIAL IQnCES AND AG 2M MAILING The Council has requested more information regarding the costs of processing the mailing of environmental notices and agenda mailing. According to Section 19.04.260 of the Carlsbad Municipal Code, individuals or groups may file a request with the City Clerk to receive copies of all notices.of#peal, notices of hearings and other notices. Also, they may file to receive copies of all negative declarations under another section of the code. The anm.:al costs for mailing of these notices are difficult to determine as the number of environmental reports prepared fluctuates from year to year. Based on information provided by the Planning Department and for purposes of analysis, the following information is provided: YEAR NUl2M OF EM's PREPARED 1973 38 1974 11 1975 4 1976 2 1977 2 1978 2 TOTAL:3— ThLc shows that on the mverage, since the ordinance went into effect in 1973, that ! thexe were 10 EM's prepared per year which would require mailing of notices. With --ach environmental inpact report prepared there would be a minim:an of five ; notices arid. a may-4mi, of seven, if there were any appeals. Additionally, there could be other forms depending on other enviromimtal actions (the code is not clear on what notices will be mailed other than those resulting from enviromnental { impact reports). Using the maxinum of seven mailings, multiplied by the average number of EM's, it is assumed that seventy (70) mailings, on the average, would ' be received by the requestor. An estimate of the costs of these mailings is provided below: Postage $10.50 Materials 21.00 Staff Time 22.50 ,54.00 Total estimated cost to receive mailings. Recognizing that the City has been under a sewer moratorium for the pa.,-" year and a, half and that heavy development may not occur for some time, a more conservnive estimate may be desired. Presented below are the costs based on an average of preparing five (5) EIR's annually, which would result in the mailing of approximately thirty-five (35) notices: Postage $ 5.25 Materials 10.50 Staff Time 11.25 -'i7-M Total The current fee is $60.00 annually. nfIMMn 11AA "'nv+ The fee for agenda mailing was changed by the City Council last month. Council has requested further information as to the full costs of providing this service. The costs are broken down as follows: AGENW Postage $ 5.40 Materials 27.00 Staff Time 142.00 $iTn+6 MIN[TTES Postage $ 9.60 Materials 60.00 Staff Time 532.00 - OEM Total for Agendas and Minutes $776.00 The annual fees for agenda mailing were raised by cbe Council at their May 15, 1979 meeting. The table below shows the previous fees, the current fee and fee neces- sary to recover full cost. Previous Current To Recover Full Cost Agendas TTUU— Agendas and Minutes $12.00 $24.00 $776.00 The above estimated costs are based on information provided by the Planning Department and the City Clerk. Staff time for clerical assistance was figured at five (5) dollars per hour. If you desire more detailed information as to the cost breakdottms, I have this available. FL:vlh cc Planning Director City Clerk M E M O R A N D U M TO Paul Bussey, City Manager FROM Mike Little, Administrative Asst. Parks and Recreation-744' DATE June i9, 1979 SUBJECT: Costs for Agenda Mailings Per a conversation between Councilman Skotnicki and the City Clerk, further information was requested regarding the costs of mailing agendas and minutes. Previously, staff had computed the entire staff time to prepare agendas and minutes and prorated these costs amongst the persons requesting special mailings. A revised cost breakdown is presented below with only the extra staff costs associated with preparing the mailings. ; Total Cost - Agenda Mailings Paper Postage 5.40 Staff Time 10.08 _ TOTAL Total Cost - Minutes Mailings Paper UU Postage 9.60 Staff Time n/a (computed in agenda figure) TOTAL 0 TOTAL - MINUTES & AGENDAS - $112.08 This eliminates the costs of preparing the agendas and minutes which would be necessary in any event.