HomeMy WebLinkAbout1988-02-09; City Council; 9289; Growth management division creationAB#-
MTG. 2' 9 /88
DEPT. CD
RECOMMENDED ACTION:
TITLE: CREATION OF A GROWTH MANAGEMENT
DIVISION IN COMMUNITY DEVELOPMENT Arryvm
CITY MOR=
RECOMMENDED ACTION
Adopt Resolution No. ff-3 , authorizing a budget appropriation of $162,350 from General Fund Contingencies
Account and approving a transfer of $25,800 from the
Engineering Salary/Fringe Benefits Accounts to fund the
Growth Management Division budget.
I"EM EXPLANATION
The purpose of this Agenda Bill is to propose a more
effective and efficient way to implement the City's Growth
Management Program.
On July 1, 1986, the City Council adopted its Growth
Management Program. On September 23, 1986, the City Council adopted a Citywide Facilities and Improvement Plan
which completed the first phase of the Growth Management
Program. Then, on November 4, 1986 the citizens of
Carlsbad ratified Councills Growth Management Program over
a competing slow growth initiative.
The second phase of the City's Growth Management Program is
the preparation of Local Facilities Management Plans for
each of the 25 local zones in the City. The City was responsible for preparing the first six local plans. In order to accomplish this task, it required a comprehensive
planning and engineering staff effort. On November 10,
1987, the last of these six Local Facilities Management Plans was adopted by the City Council.
Now that these six local plans have been adopted, the need for all staff members to be involved in implementing Growth Management is no longer necessary. Staff is proposing to create a Growth Management Division to enable the City to meet its obligation for the implementation of this program.
This division will spend 100 percent of their time on growth management. It will ensure consistency between all local plans. A detailed explanation of this proposed
division is provided in the attached memorandum to the City
Manager - Exhibit No. 2.
Page 2 of Agenda Bill No.
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FISCAL IMPACT
Attached to the memorandum to the City Manager is a proposed budget for the Growth Management Division. It is projected that an annual budget for this division would be just under $300,000 and that most of these expenses would
be offset by revenues generated from the local facilities
management plan processing fees charged to developers.
Certain costs which are not absorbed by this processing fee
are currently collected from other planning and engineering
fees. Those costs which are not offset by fees represent
the City's General Fund obligation towards the
implementation of the Growth Management Program and the
City's long range planning functions.
Following this appropriation from the General Fund
Contingencies, the balance in this account will be
$1,174,023.
1. Resolution No. ff-33 , authorizing a budget appropriation
of $162,350 from General Fund Contingencies Account and
approving a transfer of $25,800 from the Engineering
Salary/Fringe Benefits Accounts to fund the Growth
Management Division budget.
2. Memorandum to the City Manager dated February 2, 1988.
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RESOLUTION NO. 88-33
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, CALIFORNIA, APPROPRIATING FUNDS
FROM THE GENERAL FUND CONTINGENCIES AND TRANS-
FERRING FUNDS FROM ENGINEERING SALARY/
FRINGE BENEFITS TO FUND THE GROWTH MANAGEMENT
DIVISION.
WHEREAS, the City Council has detemined that it is
desirable and necessary to authorize a budget appropriation of
$162,350 from the General Fund Contingencies Account and approve
a transfer of $25,800 from the Engineering Salary/Fringe Benefits
Accounts to fund the Growth Management Division.
NOW, THEREFORE, BE IT HEREBY RESOLVED by the City Council
of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That a fund transfer in the amount of $162,350 from
the General Fund Contingencies Account (001-840-1990-2999) to the
Growth Management Division Budget (001-840-3240-XXXX) is on file
in the Finance Department and incorporated herein by reference
as hereby approved.
3. That a fund transfer in the amount of $25,800 from
the Engineering Salary/Fringe Benefit Account to the Growth
Management Division Budget is on file in the Finance Department
and incorporated herein by reference as hereby approved.
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PASSED, APPROVED, AND ADOPTED at a regular meeting of
the City Council of the City of Carlsbad, California, on the
9th day of February , 1988 by the following vote, to
wit:
AYES:
NOES: None
ABSENT: None
Council Members Lewis, Kulchin, Pettine, Mamaux and Larson
ATTEST:
aL&- 4.R-
AZETHA L. RAUTENKRANZ, Cityklerk
(SEAL)
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February 2, 1988
TO: RAY PATCHETT, CITY MANAGER
FROM: Community Development Director
GROWTH MANAGEMENT PROGRAM - IMPLJDIENTATION
Purpose
To describe and propose a new approach for -he implementation of the Growth Management Program.
Backsround
Currently, the Growth Management Program is run by the Planning Department with a significant amount of assistance from the Engineering Department. These departments handle the majority of this work, as well as, the specific responsibilities of their department. The implementation of the Growth Management Program is only one of several priorities which has created processing and workload problems for both departments.
As a result the importance of the Growth Management and the requirements to implement this program, staff has developed and is proposing a more effective approach to accomplish this goal.
Discussion
A new division is being proposed to be formed within the Community Development Department. This division will consist of the following staff members:
Growth Management Manager Senior Management Analyst Senior Planner Associate Engineer
This division will be responsible for implementing, monitoring, and updating the Growth Management Program. Exhibit No. 1 shows organizationally how the division fits into the Community
Development Department. The need to spend more time on monitoring is becoming critical to the long-term success of our program. This division will ensure we monitor and update the vast amount of information which is being generated by Growth Management.
The division requires creating one new position, Growth Management Manager; taking a Senior Management Analyst position off of the frozen list; and, back filling a position with an Assistant Planner which is also currently on the frozen list.
GROWTH MANAGEMENT PROGRAM - IMPLEXENTATION Pase - 2
The Associate Engineer will be filled from an existing position in the Engineering Department.
The Growth Management Manager position would be at the equivalent level to the Municipal Projects Manager, although the creation of this new position should not take place until the next fiscal year. In the meantime, I am recommending that Phil Carter be placed in the acting position until this position is filled.
It is necessary at this time to take the Senior Management Analyst position and the Assistant Planner position off of the frozen list. Both of these positions should be filled as soon as possible. The established Senior Management Analyst list should be reviewed to determine whether a qualified person could be hired. The Assistant Planner position can be filled immediately
because a new eligibility list was just established and the Planning Director believes a qualified applicant is available to be hired at this time.
It's important to point out that Michael Holzmiller will continue to remain active in the overall implementation of the Growth
Management Program. However, his day-to-day responsibilities will be reduced. Also, a committee consisting of the Planning
Director, City Engineer, Finance Director, and Growth Management
Manager will serve as a review committee for each zone plan.
Financinq
The financing for this new division will be made through the provision in the Growth Management Ordinance (Section 21.90.170) which allows the City to create those processing fees it determines to be necessary for the implementation of the program. Presently, a $10,000 processing deposit is submitted by the preparers of a local plan to the City when the plan is accepted
for technical review. These funds are used to pay for the costs
incurred by the City and may be increased if necessary as the plan is processed, or funds can be refunded if the entire deposit
is not used.
The ability to charge for the actual staff time required to process a plan will enable the Growth Management Division to be funded to a large degree by those developers preparing local facilities management plans. A draft budget and memorandum from the Finance Director is attached as Exhibit No. 2, which highlights the overall costs associated with the creation of this new division.
GROWTH MANAGEMENT PFtOGRAM - 1HPLE"TATION
Paae - 3
Conclusions and Recommendations
The creation of this division will allow the City to meet its
obligations to implement the Growth Management Program. It is a
more effective and efficient way to accomplish this goal.
It allows planning and engineering staff members more time to work on other projects and priorities of the City. Finally, this
division will be funded almost entirely from developer processing
fees.
MARTY flO& ORENYAK
MO : POC : arb I
Marty Orenyak Community Development Director
Michael Holzmiller Planning Director Lloyd Hubbs - City Engineer -
Sr.Management Analyst
Senior Planner
Associate Engineer
Financial Support
Clerical Support
Charlie Grim Assistant Planning Director
1. Growth Management stays in the Community Development Department with indirect supervision from Michael Holzmiller and Lloyd Hubbs.
Phil Carter Dave Hauser Growth Management Assistant City Manager Engineer
2. Growth Management interacts between the operations of the Planning Department and Engineering Department.
3. A Local Facilities Management Plan review committee is set up consisting of the Growth Management Manager, Planning Director, City Engineer, and Finance Director.
4. All local plans must be reviewed by this committee prior to the plans being presented to the City Manager and City Attorney.
5. A Finance Team is set up to evaluate and recommend the preferred financing mechanism(s) to fund the improvements
called for in the local plans.
January 4, 1988
TO : COMMUNITY DEVELOPMENT DIRECTOR
PLANNING DIRECTOR
SENIOR MANAGEMENT ANALYST-CARTER
FROM : Finance Director
GROWTB MANAGEMENT DIVISION BUDGET (REVISED)
The following table provides a proposed budget for the new Growth Management
Division.
activation of positions on the freeze list.
transfer from Engineering to this Division.
We have assumed that the staffing is primarily new positions or
The Associate Civil Engineer will be a
CITY OF CARISBAD
GROWTB MANAGEMENT BUDGET
REQUIRED FUNDING
Full Year 112 Year
Personnel Services
1100 Salaries $163,000 $ 81,500
Fringe Benefits 47,500
Total Personnel Services $210,500
Maintenance h Operation
2114 Xerox charges
2117 Data processing
2420 Office equipment maintenance
2479 Misc. Consultants
2485 Temporary help
2540 Printing
2550 Office supplies
2660 Special departmental supplies
Total M&O
Capital Outlay
3900 2 IBM PC-AT'S
Laser printer
Dictation equipment
Total Capital
$ 6,000
3,000
700
50,000
9,000
3 000
1 , 000
400
$ 73,100
$ 7,000
1,800
1,000
$ 9,800
23,750
$105,250
$ 6,000
3,000
700
50,000
9,000
3,000
1,000
400
!$ 73,100
$ 7,000 :
1,800
1,000
S 9.800
TOTAL BUDGET $293,400 $188 150 --
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The figures shown on page one represent direct costs for personnel, maintenance and
operation and capital costs for the Growth Management Division.
as follows: Staffing will be
Direct Cost
Per Hour
Growth Management Supervisor $31.60
Senior Management Analyst 21.70
Associate Civil Engineer 24.80
Senior Planner 22.95
Cost per Hour
with
Overhead
$61.40
42.20
48.20
44.60
Clerical support will be provided by a temporary agency at a direct cost of about
$9.00 (with overhead $12.15 per hour).
other departments and should be billed to specific Growth Management Plan projects
at direct cost plus overhead.
later date.
Additional support will be provided by
Rates can be provided for specific positions at a
A total of $50,000 has been included to cover the cost of consultants. The
division will be using consultants in the areas of circulation, general growth
management and computer systems.
Council should appropriate $162,350 from the General Fund Contingency Account and
approve the transfer of $25,800 from the Engineering SalarylFringe Benefit Accounts
to fund this budget. In addition, an estimated revenue of some amount (perhaps
equal to direct costs) should be added to the budget to reflect zone fees to be
collected from developers.
The budget request for 1988-89 should be based on the full-year budget column shown
above. Modifications may be made to correct any known deficiencies.
We propose to operate the division within the General Fund at this time.
experience shows that the
the creation of a separate enterprise fund, we can modify the 1988-89 budget before
submitting to Council.
If
size of the operation and volume of user fees warrant