HomeMy WebLinkAbout1979-06-19; City Council; 5877-1; Fees for Environmental Notices & Agenda MailingsCIT" OF CARLSBAD
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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.
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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
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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.