HomeMy WebLinkAbout1993-12-14; City Council; 12501; Rental Housing Database - Develop & OperateRENTAL HOUSING DATABASE -
AUTHORIZATION TO DEVELOP AND OPERATE
RECOMMENDED ACTION:
That City Council ADOPT Resolution No. 93-331 , APPROVING the concept plan for a RENTALS electronic database, authorizing staff to develop said database and, upon its completion, directing staff to maintain and operate it as a permanent, ongoing housing information resource.
ITEM EXPLANATION
This is a proposal for a new computer database (to be called RENTALS) which would contain information on all of the rental housing stock of the City. It was first called for by Program 1.4 of the City's Housing Element, adopted by the City Council on October 22, 1991, and certified by California Department of Housing and Community Development, June 1992. It is one of the work items contained in the City's over-all housing work program.
The purpose of RENTALS is to provide a source of information for use in answering questions posed by parties concerned about rental housing in the City. RENTALS is to serve as a flexible, automated database of accurate and up-to-date information on all of the rental housing sites in the City of Carlsbad, including rented single-family houses and condominiums. Some of the data proposed to be maintained in RENTALS are not available from any other source.
Once the database has been built, an important component of its maintenance will be an annual survey of rents and vacancy information and the tracking of rents and sales prices associated with new housing construction. These data will be requested from owners/operators/builders on a strictly voluntary basis. Data on individual sites will not be made available to users outside the City, however a range of reports containing aggregated statistical data will be made available to both private and public users.
A fuller justification for the system, a description of its anticipated users and operating capabilities, a description of the data it will contain, all of the procedural and operating aspects of the database, and full cost estimates for its development and operation are contained in Attachment 2: "Concept Plan - RENTALS Database". The concept plan was developed by staff of the Building, Housing and Redevelopment, Information Systems, and Planning Departments.
ENVIRONMENTAL IMPACT
Environmental review is not required as this action does not constitute a ltprojectlt under the California Environmental Quality Act.
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PAGE 2 OF AGENDA BILL No. i2501
FISCAL IMPACT
Database Development:
Total development costs for the database are estimated at approximately $33,700.00. All of these costs can be applied via departmental funds already budgeted for FY 1993-1994. $20,300.00 is for existing staff labor who would do the work. $4,000.00 is associated with interns who are budgeted to conduct field surveys. The balance of $9,400 is for non-personnel materials, and can be provided from the FY 93-94 budgets of the Planning Department and Housing and Redevelopment Department. Should it become necessary to move funds between accounts staff will return for authorization.
Annual Oneratins Costs:
Personnel-related costs are difficult to estimate and will fluctuate with a) the amount of database maintenance that is required in response to development activity and b) the volume of ad hoc reports and queries that users request of the system. However, no new costs for staff positions are proposed. Non- personnel related costs will be primarily associated with the annual rent/vacancy survey (postage, supplies, phone) and are estimated at $3,700 per year. The Planning Department proposes to include these costs in its future annual budget requests.
EXHIBITS
1. City Council Resolution No. 93 -33/
2. "Concept Plan - RENTALS Database" (distributed previously) (COPY ON FILE IN CITY CLERK'S OFFICE)
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RESOLUTION NO. 93-331
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, APPROVING THE CONCEPT PLAN FOR AN AUTOMATED DATABASE OF RENTAL HOUSING, TO BE CALLED "RENTALS", AUTHORIZING STAFF TO DEVELOP SAID DATABASE, AND, UPON ITS COMPLETION, DIRECTING STAFF TO MAINTAIN AND OPERATE IT AS A PERMANENT INFORMATION RESOURCE.
WHEREAS, the City operates a Redevelopment Area, obtains and
spends Community Development Block Grant and other federal and
state funds, and is increasingly involved in a range of programs
designed to increase housing opportunities for targeted groups:
and
WHEREAS, the City must prepare plans which establish
numerical objectives and specific action programs, including but
not limited to a general plan housing element and a Comprehensive
Housing Affordability Plan, together with the preparation of
status reports on the City's progress in implementing said plans,
the preparation of which requires the collection of comprehensive
and detailed information on rental housing; and
WHEREAS, in recognizing these data collection needs the
Housing Element of the Carlsbad General Plan (adopted by City
Council on October 22, 1991, and certified by the California
Department of Housing and Community Development in June 1992)
includes "Program 1.4 (Rental Stock Monitoring)" calling for the
City to "maintain a data base of information on vacancy rates,
rental rates and physical condition of the City's existing rental
housing stock, and utilize this database to evaluate programs
affecting rental stock"; and
WHEREAS, City staff has developed a detailed concept plan for
an automated database to implement Housing Element Program 1.4;
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NOW THEREFORE, BE IT HEREBY RESOLVED by the City Council of
the City of Carlsbad as follows:
1. That the above recitations are true and correct.
2. That the development and operation of an automated
database, as described in ttConcept Plan - RENTALS Database" would
be in the public interest, thereby justifying the expenditure of
public resources for its development and operation.
3. The ItConcept Plan - RENTALS Database" is approved and
staff is directed to develop a database in substantial conformance
to said concept plan, and, upon the database's completion, shall
maintain and operate it as a permanent housing information
resource.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City
Council of the City of Carlsbad, California, on the 14th day
of DECEMBER ,1993, by the following vote, to wit:
AYES: Council Members Lewis, Stanton, Kulchin, Nygaard, Finnila
NOES: None
ABSENT: None
ATTEST:
ALETHA L. RAUTENKRANZ, City Clei)k
(SEAL)
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RENTALS DATABASE
CONCEPT PLAN
RENTALS DATABASE
November, 1993
Prepared by
Interdepartmental Database Design Team
Bill Baer - Information Systems Dept.
Leilani Hines - Housing and Redevelopment Dept.
Bobbie Hoder - Planning Dept.
Pat Kelley - Building Dept.
Dennis Turner - Planning Dept.
With assistance from
Reggie Harrison - Housing and Redevelopment Dept.
Debbie Fountain - Housing and Redevelopment Dept.
H:DBDesign.mnl
RENTALS Database - Concept Plan
Table of Contents
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EXECUTTVESUMMARY ...................................... iii
PART I: GENERAL SYSTEM DESCRIPTION ........................ 1
A.
B.
C.
D.
E.
F.
PART IL
A.
B.
C.
D.
PartHI A.
B.
Tables
Function and Purpose .................................. 1
Why do we need to develop this database? .................... 2
General Concept and Proposed Data Description ................ 4
Alternative Rental Data Concept .......................... 6
Hardware/Software/System Design ........................ 13
Queries and “Customer” Support ......................... 15
1. Customer contact .............................. 17
2. Cost Recovery ................................. 17
PHASES OF DEVELOPMENT AND IMPLEMENTATION ....... 18
Overview ...................................... ..18
Procedures for Phase 2, Initial Data Load .................... 19
Phase 3: On-going Maintenance of the Database ................ 22
Phase 4: Data Clean-Up ............................... 27
RESOURCE UTILIZATION ........................... 28
Summary of Responsibilities by Department ................... 28
Costs ............................... ..a.........3 2
1. Start-up Costs ................................. 32
2. Recurring Costs ................................ 33
3. Phase 4 Costs ................................. 33
Table 1: RENTALS Database: Data Record/Field
Descriptions. ..................................... .7
Table 2: Rents and Vacancy Rates Data Table. ...................... 11
Table 3: Income-Restricted Units Data Table. ...................... 12
Table 4: Estimated Start-Up Costs ............................. 32
Figures
1. RENTALS Database - Proposed General Concept
Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv
2. RENTALS’- Logical Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
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Appendices
1. Costs of Rent/Vacancy Survey - Initial tid
Continuing Cost Tables
a. Table 5: Initial Database Set-Up ...................... 35
b. Table 6: Subsequent Years - ......................... 36
C. Table 7: Multi-Family Only Option ................... 37
2.
3.
Draft It Carlsbad Rent and Vacancy Survey” 39 - ...................
Draft ” Rent/Sales Price Disclosure Form” .................... 41
EXECUTIVESUMMARY
- This is a design concept for a new City database to be called RENTALS. It was first suggested by Program 1.4 of the City’s Housing Element, adopted by the City Council on October 22,
1991.
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The purpose of RENTALS is to provide a source of information for use in answering questions
posed by parties concerned about rental housing in the City. RENTALS is to serve as a flexible
electronic database of accurate and up-to-date information on all of the rental housing sites in
the City of Carlsbad, including rented single-family houses and condominiums. Currently, some
of the data proposed to be maintained in RENTALS are not available from any other source.
Potential customers of the database will include staff of various City departments, elected and
appointed City officials, other agencies, marketing and research arms of private business
concerns (particularly developers and the rental housing industry), academic researchers, housing
advocates, and the general public. In particular, with RENTALS, the city will greatly enhance
its ability to respond to the reporting, audit, and compliance functions associated with a variety
of state, federal, and other housing programs, including those which provide funding.
Data Design
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A data record will be kept on each rental ownership within the City. Initially the database will
contain nearly 6,000 records, representing the estimated number of rental ownerships in the
City. Each record will potentially contain 70 data fields, grouped as follows (Please see Figure 1: Proposed General Concept Design):
Data kept for all records:
Site location and contact person (11 fields),
Site geo-data (APN, Thomas Bros. map page, etc.) (5 fields),
C. Structure classification (10 fields),
d. Tenure (rental, owner-occupied, condo.) (4 fields),
e. Restricted income units (inclusionary, etc.) (2 fields),
f. Monthly rents and vacancies, by bedroom, etc. (6 fields),
Data kept for a sampling of records only
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Site Survey General Info. (3 fields),
Site amenities (11 fields),
Typical unit amenities (13 fields),
Utilities included in the rent. (7 fields).
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Figure 1 RENTAL HOUSING DATABASE
Proposed General Concept Design
Existing Sources of Data
- PERMITS system
- MetroScan/Assessor’s
Records
- H & R Dept. Program
Records
II New Sources of Data
- Rent/Sales Disclosure
Statement
- Annual Rent/Vacancy
SuIvey
- Building Plans
- Field Surveys
Data Inputs (automatic & manual)
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Database of All Rental Stock
All Records Samnle Records Onlv (as nossible)
- Site (Address, Owner, Manager)
- Geo-data (APN, Census, etc.)
- Structure Category
- Tenure (Owner/Rental/Condo)
- Restricted Units (Special
Programs)
- Rents/Vacancy Data
- General Site Conditions/Comments
- Site Amenities
- Typical Unit Amenities
- Utilities Included in Rent
Data Outputs (standard reports Bi special queries)
::. .. Data c+tomers ‘.. .“j ..:‘...I’ ” f!f ..j.;.. .: ,;
City
- Housing Element (Including 5-year program development and annual
progress reports/audits)
- CHAS (Including 5-year program development and annual progress
reports/audits)
- Sect. 8 (Ongoing)
- CDBG (Ongoing)
- Redevelopment Agency (Ongoing and annual progress report)
- Coastal Zone demolitions (Ongoing)
Other Agencies (Academic, schools, state, special districts)
Private Sector (Devel. indust., rental indust., general business, C of C)
General Public
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Some information can be obtained from existing public sources. The other data which is not
already part of the public record (rents, vacancies, site amenities) will have to be requested from
builders and owners of rental projects. The provision of this information will be voluntary on the part of the builders and owners and this fact will be emphasized in all requests for data.
Operation
The operation and maintenance of RENTALS is conceived as a permanent, on-going program.
Once the set-up phases have been finished, certain maintenance activities will require on-going
staffing and funding. The principal on-going activities include: the continual up-dating of the
database to reflect building activity, the conduct of an annual rent and vacancy survey, the
periodic generation of a range of pre-defined reports, and the provision of assistance to data
customers with ad hoc query needs.
Data on the rents, vacancy rates, and amenities of individual properties will not be available to parties outside the City, although aggregated statistical data will be made available by .a variety
of categories.
Implementation
Development of the system is envisioned to involve four phases:
Phase 1. Design, receive authorization to proceed, and build the data system (no data
entered, however). This is the current phase.
Phase 2. Initial data load. Research, clean up, and load required data on all existing
rental stock of the City.
Phase 3. Maintain the database following the initial data load. (The project becomes an on-
going program.)
Phase 4. Data clean-up. On an “as-resources-are-available” basis, research, collect, and
load that data which was unavailable with the Phase 1 data load.
Phases 1 and 2 are estimated to take approximately six months to complete once an authorization
to proceed is granted. Phases 3 and 4 will be on-going.
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Cost Summary
1. Start-up (Phases 1 and 2): $33,700 No new funding will be necessary. Most of these costs are for labor associated with the
use of existing budgeted staff. The non-personnel-related costs of start-up can be found
from within the budgets of the Housing and Redevelopment Department and the Planning
Department already approved for.FY 93-94.
2. Annual recurring costs (Phases
3 and 4 - primarily rent surveys) $6,400
Of these costs, only $3,700 would be new, non-staff related costs, requiring this sum to
be included in the annual departmental budgets.
These estimated costs are for the recommended design concept. The report discusses several
options, which, if implemented, could reduce these costs, but with the result of reduced database
utility.
A full break-out of all proposed costs is contained in Part 1II.B of the report.
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RENTALS Database
PART I. GENERAL SYSTEM DESCRIPTION
A. Function and Purpose
This database shall be called RENTALS.
The function of the RENTALS database is to serve as a flexible electronic repository for
accurate and up-to-date information on all of the rental housing sites in the City of Carlsbad,
including rented single-family houses and condominiums. For each site, information will be kept
on its location, owner, types of structures, the number of total units, the number of any income-
restricted units, rents, and vacancies. In addition, for a sampling of records, data will be kept
on factors which affect rents, including site amenities and utilities which are included in the
rents.
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The purpose of RENTALS is to provide a source of information for answers to questions posed
by parties needing more information about the rental housing stock of Carlsbad. The
information is intended for use by City staff in the operation of its housing programs, both for
in-house analytical purposes and various reporting requirements. In addition, it is anticipated
that other agencies and members of the business community and general public will also show
a significant interest in the database, as it will supply information available from no other
source. Roth City and “outside” interests would constitute the “customers” of the RENTALS
database. Staff anticipates a customer need for both regularly scheduled “standard” reports and
custom reports in response to unique or one-time questions.
In general, reports generated from the database will supply aggregated statistical data, rather
than information about individual properties. Although the City’s needs may from time to time
require its use, data about individual sites - especially individual rents - will be considered
confidential and shall not be made available to parties outside the City.
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In the original project concept, staff considered keeping records in the database on all housing
stock in the City, both non-rental as well as rental. However, it emerged that the resources
necessary to build and maintain the database would not permit researching the data for some of
the identified data fields for the thousands of existing non-residential housing units in the City.
The only information available for these units is basic location and ownership data from the
County Assessor’s records. As these data are already “on line” (accessible electronically via the
Hewlett-Packard (HP) 3000 system), to transfer these data into another electronic database
proposed to be situated on the same HP 3000 system would be redundant. So, a decision was
made not to include non-rental housing in this database. It will be limited to known rental stock and possible rental stock (absentee ownerships);
B. Why do we need to develop this database?
The City operates a Redevelopment Area, obtains and spends Community Development Block
Grant and other federal and state funds, and is increasingly involved in a range of programs
designed to increase housing opportunities for targeted groups. As an offshoot of these activities
the city must prepare plans that establish numerical objectives and specific action plans, together
with status reports on its progress in implementing these plans. State and federal housing
programs, particularly those providing funding, require the reporting of certain specific
information (including rental information) as audit and compliance functions. For example:
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4.
California state law requires each city’s five-year housing element to establish a
comprehensive housing program, including numeric “regional share” objectives for
creating new housing affordable to ,very-low, low, moderate and other income
households. The housing element is required to describe the number, kind (owner/rental
tenure), and condition of housing stock throughout the City: The law also stipulates that
a report on the City’s status in meeting regional share objectives for new housing shall
be provided annually both to the City Council and the California Housing and
Community Development Department.
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As a condition of qualifying for CDBG funds and HUD grants for Section 8 vouchers
and certificates, federal regulations require the preparation of a five-year Comprehensive
Housing Affordability Strategy (CHAS) and subsequent annual progress and audit reports
on the use of federal funds in carrying out this Strategy.
Each City with a Redevelopment Agency is required to expend a portion of its property
tax increments on a variety of housing preservation and new construction programs for
very-low, low, and moderate income households. A Housing Production Compliance
Plan must be produced annually to show progress in meeting statutory housing objectives,
including mandatory inclusionary housing within the Redevelopment Agency.
State housing law requires local agencies to keep track of all housing in which rents and
sales prices are guaranteed to be affordable to target groups for a fix@ tenure of years
in exchange for use of public funding in project construction or financing. We are
required to track how many units each year are “at risk” of losing their affordable tenure,
tied with the responsibility to replace them with other affordable units when lost.
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Typical questions the City must be able to answer include:
1. What is the split of owner-occupied and rental housing units in the City? How does it
compare with five years ago? Ten years ago?
2. What are the actual median rents, by size and type of rental unit, in the City, and how
do these rents compare both to the Regional Fair Market Rents established by HUD and
to California .median rents?
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How many units in a given newly constructed apartment complex are going to be offered
at “affordable” rates (as defined), and can these units be counted towards specific
numerical objectives under any of the above programs?
When the owner of an apartment complex agrees to accept Section 8 tenants, are the
rents for his units above or below HUD Fair Market Rents for comparable units? What
specific amenities does he offer and how are they comparable to other local apartment
units offered at the same rent? Therefore, what magnitude Section 8 certificate is
required?
Does the Redevelopment Agency have any special obligations toward, say, twelve old
houses that have to be removed to build a new parking structure? (When a rental unit
located in the Redevelopment Area is demolished or rehabilitated as part of a
redevelopment project, the City has an obligation to replace that unit if previously it was
affordable to lower income households, but afterwards it is no longer affordable or is lost
altogether [Health and Safety Code Section 334131.)
When an application is received by the City to demolish a triplex rental unit located
outside the Redevelopment Area, but within the Coastal Zone, does this application
activate a housing obligation on the part of the City? (Article 10.7 of the Government
Code stipulates: “The conversion or demolition of existing residential dwelling units [in
the coastal zone) occupied by persons and families of low or moderate income.. .shall not
be authorized unless provision has been made for the replacement of those dwelling units
with units for persons and families of low or moderate income.” Buildings with three
or more units must be replaced. [Section 65590 (b)]).
The answers to all of these questions require knowledge about the rental housing stock of the
City. In particular, information is needed on rents which have been (or are to be) charged, by
size and type of unit, for the rental buildings involved in certain questions. In the past the City
has often just ignored these questions, to the detriment of its housing programs or reporting
obligations. In other instances (usually ad hoc) it has attempted either a) to estimate specific
figures from other sources (financial or real estate industry estimates), or b) to research
retroactively the answers (for example: earlier rents charged for a unit after it has been
demolished and the previous owner has disappeared). Neither of these latter approaches
produces accurate, dependable data and both are inefficient in terms of staff time and other City
resources. . .
A better approach is to establish a database of housing information, updated via an ongoing
monitoring program. RENTALS is proposed to fill this need. The data will be more accurate
and will be at-hand when it is needed (often via standard&d periodic reports), requiring a
minimum of effort to respond to a broad range of queries. These improvements will more than
offset the allocation of resources needed to set up and maintain such a database.
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c. General Concept and Proposed Data Description
Input to the recommendation which follows was obtained from
Bill Baer - Information Services Dept.
Debbie Fountain - Housing and Redevelopment Dept.,
Reggie Harrison - Housing and Redevelopment Dept.
Leilani Hines - Housing and Redevelopment Dept.
Bobbie Hoder - Planning Dept.
Pat Kelley - Building Dept.
Dennis Turner - Planning Dept.
Karl Von Schleider - GIS Section
It is proposed that the RENTALS database include the following design concepts and parameters:
1. General Concept: Certain basic data will be recorded for each rental site in the City,
including rented single-family houses and condominiums. These data will include the
address, other locational information, a basic description of the type of structure, the
numbers of units, rents, vacancies, and the amenities associated with the site that affect
the amount of the rent being charged.
2. The information kept in a database record will be for a residential property gwnershiq,
as defined by the County Assessor and identified by Assessor’s Parcel Number.
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The original idea of using physical sites or complexes as the basis for a record had to be
rejected because of the unique circumstance created when individual units in a complex
of condominiums are rented out by absentee landlords. In this situation, we end up, in
effect, with the possibility of multiple individual rental businesses within a single
complex, each with individual “business owners”. Because we want to track rents, it is
necessary ‘to treat these rented condos as individual sites so we can send a survey
instrument to the condo’s absentee owner.
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Therefore, records will be created for: each rented single-family home, each rented
condominium unit, each rented mobile home (in a park or on its own subdivided lot), and
each multi-family rental complex (from;duplex to lOO+ units, both with one and more
than one building).
3. It is difficult to estimate the number of records that the database will initially hold.
From the 1990 Census and subsequent building records we know that there are about
28,200 legal housing units in the City at this time. The 1990 U.S. Census enumerated
9,400 occupied rental units (about one third of the 1990 housing stock), of which 3,100
were either detached or attached single-family homes.
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The number of rental ownershins (i.e.: potential rental database records) can be estimated
from data about absentee owners. For example, Trans America’s MetroScan property
record system suggests the initial number of absentee ownerships may be only about
6,000, (but involving over 10,000 units):
Assessors’s Parcels With Absentee Owners
Tvpe of Unit No. of Parcels (Min No. Units.
a. Single family 2,363
b. Condominiums 2,916
c. Duplex/Double 213
d. 2-4 units 174
e. 5-15 units 86
f. 15-60 units 63
g. 61 and up 45
h. Mobile homes 87
(2,363) (2,916)
(426) (x 2 = 348)
(x 5 = 430)
(x 15 = 945)
(x 61 = 2,745)
(87)
Totals 5,947 min (10,26(I)
This table also suggests that 90 percent of the rental ownerships are individual homes
(5,300 single-family units, condominium units, and mobile homes), as opposed to duplex
and multi-family apartments (580). Therefore, about 90 percent of the rental records will
be for individual homes. These figures have suggested an alternative concept for the
rental records, which concept is discussed below, in section D.
4. So staff can determine when adjustments need to be made in calculating average rents
and other matters, RENTALS will keep information about the number of units at a site
participating in rehabilitation programs, the Section 8 program, inclusionary housing, and
other special financing programs. Beyond this, it was decided not to keep detailed
information about housing finance programs in the database due to the relatively limited
number of sites participating in such programs. Consequently, detailed financing
program information should be maintained separately by the relevant department.
5. Generally, once a given structure has been built and a record created, the data for it will
be updated periodically via either a) a mail-out survey (for rent and vacancy information)
or b) (as resources permit) a field visit for information on amenities. Demolitions,
structure conversions, or moves will usually require major modifications to, or deletion
of, the record. Please see Part II.C.2., below, for more information.
6. Rent and vacancy information will need to be kept from year-to-year and/or survey-to-
survey for making comparisons over time. Therefore annual “pages” of data will need
to be kept permanently, although historical data wouldn’t necessarily need to be kept “on
line”.
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7. In response to the above, each record will potentially contain 70 fields of data, grouped
as follows:
Data kept for all records:
a.
b.
i.
Site location and contact person (11 fields),
Site geo-data (APN, Thomas Bros. map page, etc.) (5 fields),
Structure classification (10 fields),
Tenure (rental, owner-occupied, condo.) (4 fields),
e. Restricted income units (inclusionary, etc.) (2 fields),
f. Monthly rents and vacancies, by bedroom, etc. (6 fields),
Data kept for a sampling of records only
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Site Survey General Info. (3 fields),
Site amenities (11 fields),
Typical unit amenities (13 fields),
Utilities included in the rent. (7 fields).
See “Table 1: RENTALS Site Database: Data Record/Field Descriptions” for a more-
detailed description of the field name, data type, frequency of update, source of
information, and comments on each field. See also: “Table 2: Rents and Vacancy
Rates Data Table”, and “Table 3: Income Restricted Units” for a description of
prototype data entry screens and/or survey forms.
D. Alternative Rental Data Concept
As was shown in section C, above, as many as 5,366 (or 90 percent) of 5,947 potential
rental gwnershins are likely to be single-family (SF) houses, condominium units, or
mobile homes. Further, out of the probable total number of rental units in the City
(9,400 occupied rental units were identified in the last census), these individual homes
represent about half).
A question has been raised about the effort that would be expended in collecting data on
the individual homes and condos. An alternative data design concept has been suggested
in which rental data would m be collected on the 5,400 SF houses, condos, and mobile
homes, but, rather, such collection would be limited the 580 or so duplex and multi-
family apartment sites.
The benefits of this concept would be significantly reduced data collection efforts and
costs, especially those associated with the ongoing rent/vacancy surveys. An example
of the costs which might be saved can be obtained by comparing estimated costs for the
rent/vacancy survey with and without the individual homes included. With the units
included, the cost of the initial survey is estimated at $11,700 (Appendix 1, Table 5).
With the units excluded, the cost of the initial survey is estimated at $1,400 (Appendix
1, Table 7).
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. Table 2: Rents and Vacancy Rates Data Table
(Data to be provided for each rental complex)
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nrtr n4 l IIvwIY- lrlSt.1 I”._ “. W”. ‘W,. L”“.“,
By no. of bedrooms Studio
By no. of bathrooms One
No. of units
*Income-Restricted:
Market-Rate:
To tat Units:
Average Rent for Market-
Rate Units:
l ‘Vacant units
No.of units off-market:
No. of units onmarket
which are vacant :
One
One
IS1
Ilntegerl
One
Four
Two Three Four
l Income-rsstrictad units are those for which the rent is limited to a level which assures that tha unit is affordable to and restricted
for the use of specified income households. Usually such units are participants in a government-sponsored housing progrem,
including H.U.D. Section 8 vouchsr/certificata program, Carlsbad inclusionary housing program, and other programs involving
federal, state, or local funding.
‘* Vacancy information should combine data for both income-restricted and market-rate units. ‘Off-market’ units are units which
are not occupied and are temporarily unavailable for occupancy because of damage repairs. maintenance, or other reasons. “On-
Market” units are vacant and, as of the date of survey, are available to be rented.
Table 3: Income-Restricted* Units Data Table
1 I Number of Restricted Units by II NumC
One
w of Be
Two
Dams
Three
Redev. lnclusionary
Mortgage Bond
Rehabilitation.
Section a
[text1
[Integer
Four T No. of Restriction
Restricted Expiration
year8 Date
[Real no.1 [date]
l Income-restricted unita era those for which tha rent is limited to a level which assures that the unit is affordable to and
restricted for the use of specified incomr households. Usually such units are participants in a government-sponrored
housing program, including H.U.D. Section 8 voucher/certificate program, Carlsbad inclusionery housing program, and
other programs involving federal, state, or local funding.
C
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11
It is also true that some of the statutes establishing obligations to replace demolished
“affordable” rental units exempt single-family stock unless large numbers of homes are
involved. Therefore, maintaining rent histories for individual homes is less critical for
single-family stock than it is for multi-family complexes.
The down-side of this alternative is the loss of significant information on an important
component of the City’s rental stock, amounting to perhaps half of the total units. These
units are likely to have significantly different characteristics from traditional apartments
and duplexes. For example, the City’s development standards for condo amenities are
higher than for apartments, and single-family homes traditionally have individual lots and
greater floor areas for the same number of bedrooms. These homes are also likely to
have a higher number of bedrooms on average. Therefore, the rents are likely to be higher. It would not be possible to make accurate statements about median or “typical”
rents in Carlsbad without including rented SF homes and condos.
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E.
Because the benefits of having a complete rental database are great, the Design
Committee is not initially recommending the Alternative Data Base concept. However,
if resource considerations become critical in the management decisions to implement
RENTALS, this alternative could realize significant cost and staff savings.
Hardware/Software/System Design
_
1. Hardware/software “platform”
The hardware for the database will be the Hewlett Packard 3000 Model 70 mini-
computer (running the MPE/V (v. lp) operating system). The database will be developed
in IMAGE, Hewlett Packard’s hierarchical database product. Together, these form the
“platform” already in use with the existing “PERMITS” (construction permit tracking and
fee system) and County Assessor’s databases. Powerhouse, a fourth-generation
programming and database query language, will be used in the design of the database,
and also in the queries once the database is up and running.
Most of the City’s PC networks are tied via direct line to the HP 3006 system and can
access databases loaded there. This is important, because it is anticipated that active
users may be located in several areas of the City. Departments with known access needs
- either for data maintenance or query capability - include: Housing and Redevelopment,
and Planning. Other departments that m desire access at a later time include: Building
Department and Finance Department (business licenses). Additional users and
departments may be identified later (However, see Section I.F., Queries and Customer
Support, below, for a further discussion about direct access ‘to the database).
2. Input/Output
Generally, the city’s existing equipment (PCs, HP laser printers, plotters, etc.) will serve
for anticipated input and output needs. All terminals and PCs now capable of accessing
the HP 3000 system will be capable of accessing the new database, again, on an
authorized, “need to” basis.
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-, 12
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An exception is created by the fact that while the Housing and Redevelopment
Department can currently interact with individual records from the HP 3000 databases
on its PCs, it does not have the ability to print reports from the databases. Adding the
capability to print reports would be very desirable, but would require the expenditure of
approximately $2,CK)0 for the necessary hardware and software.
3. Data transfers/linkages
The City’s new MetroScan CD ROM database contains data on existing parcels,
structures, and land uses. These data will be highly useful for the initial data-load of the
database. Therefore it is critical that data (in ASCII or other format) be transferrable
from MetroScan to the new data base, (See also, procedures section, below.)
Data will also need to be passed from the existing PERMITS system to the rental
database. It is proposed that the creation of new records be triggered by the final .
inspection for the first new building at a site. As the final inspection is completed, the
PERMITS system will automatically pass site and owner information, not directly to
RENTALS, but first to an intermediate data register. Within this register, information
from PERMITS will be manually inspected and cleaned up. Data will be scanned for accuracy, other data will be added, duplicate records will be deleted, and records created
from non-rental building permits will be deleted. Upon completing of this fine-tuning process the record will be passed finally to RENTALS. (See Figure 2 and Part II.C.,
below.)
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There will m be a need to download record-level data from the HP 3000 to a PC for further
manipulation in a spreadsheet or statistics software package. Most of the analysis can probably
be done via the sorting and reporting capabilities of the database, via Powerhouse. Further
manipulation of information in PC-based software will likely occur only for summary data,
available from standard or custom reports out of the housing database.
Some of the initial data load and most of the subsequent record maintenance will be done via
manual data entry at a keyboard.
F. Queries and Yhstomer” Support
- Several issues need to be resolved with regard to making queries of the system. These have to
do with customer contact points, system access responsibilities, system security, and cost
recovery.
1. Customer contact
-
As was indicated in the first section of this report, once the RENTALS system is “on
line”, a variety of parties will want to make use of the data. These “customers” will
include the staff of various City departments, elected and appointed officials, other
agencies, marketing and research arms of private business concerns (particularly
developers and the rental housing industry), academic researchers, housing advocates,
and the general public. The following is recommended:
13
Figure 2: RENTALS - Logical Design
Data Sources Activities
[ Auto-create new base record 1
A-1 on completing final inspection 1
[Metro Scan]
- site address/owner
I ) - geo data
- structure category
Manual input
lHousing
.
IAnn-
Field surveys
(samples)
Demolition/conversion
report from PERMITS
Add: - tenure (own/rent/condo)
- number of beds/baths
- prospective rents t-
-HAdd: - restricted unit info.}-
- check for duplicate sites/
consolidate if necessary
- check for/delete non-rental
site records d
Data Records
Temporary Data
Register
f-l Completed
Record
I RENTALS
Update: - ‘. rent-1 +
+I Add: - site/unit amenities
- utilities info I--
- modify data as called for /
--) - add/delete records as called for + I L
14
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a. In order to handle more efficiently requests for database information, and to better ensure the confidentiality of sensitive financial data held by the system, it
is proposed that all requests for data be routed to a limited number of staff
specially designated and trained for customer/database assistance. These staff
members should be located in both the Planning Department and Housing and
Redevelopment Department. Other departments may have a need determined
later.
b. Customers seeking answers to housing-related questions would contact one of the
designated customer assistance staff who would determine if, and how,
RENTALS can be used to formulate an answer. Data would be taken from
standard reports, or, if necessary, the staff member would help formulate a
custom database query. The programming and running of special reports in
response to customer queries ‘would be the responsibility of staff of the
Information Systems Department, upon the request of the Planning or Housing
and Redevelopment assistance person.
2. Cost Recovery
For customers from outside the City, the issue of cost-recovery is relevant. At this time
it is not possible to determine what the actual staff and computer costs would be for a
typical query of the system. Do we wish to recover our costs incurred in providing a
response to a query ? What about recovering our costs incurred in building the system
and maintaining it ? This issue pertains to information services provided by the City from
a range of information sources (PERMITS, GIS, library, etc.) and is a policy issue which
extends beyond the RENTALS database. Therefore, no recommendation is offered with
this concept design.
15
PARTII. PHASESOFDEVELOPMENTANDIMPLEMENTATION
A. Overview
In general, there will be four phases of database development and implementation, as follows:
Phase Design and build the data svstem (no data‘).
This is the current phase, consisting of the following steps:
a. Development and approval of this Concept Plan,
b Development and approval of a Work Plan setting out detailed implementing tasks
and assigning them to responsible parties, together with a schedule.
C. Carrying out those work plan assignments which are necessary to program the
data structures so they can receive the initial data load.
Phase 2 The initial data load of existing rental stock. needed to set UD the database.
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a. As was indicated in Part I.C. there is no ready source of information identifying
individual existing rental stock ownerships. Instead, we will begin with data
about absentee owners, identified from County Assessor’s records. First, a basic
record will be created for each existing absentee ownership in the city. Limited
data on our existing stock exists in the County Assessor’s files, and can be
accessed via the MetroScan system. Other data on existing housing built since
1989 is, available from the PERMITS system. We will load what can be
transferred electronically from the County Assessor’s records and our PERMITS
system, such data being limited primarily to location, contact, and gee-data (Data
Groups a and’b as outlined in Part 1I.B.). Initially, we will have basic data for
some 6,000 records for absentee ownerships.
b. Once absentee-owner records are moved into RENTALS, a mail survey
questionnaire will be sent out requesting information which will allow staff to
distinguish actual rental sites from unrented vacation and second homes. The
records for these latter units will then be deleted from RENTALS.
Phase Maintenance of the database following the initial data load.
a. Establish procedures to capture and enter data on the on-going creation,
demolition, and conversion of residential structures, reported via the building
permit process or other sources, and
b. Establish general maintenance procedures for query, audit, and quality control
functions.
17
Data Ckan Up: Collect and load that data on rental housing stock which was Phase 4,
unavailable with the Phase 1 data load.
This will entail field work and a variety of research tasks.
The four phases will require different sources of data and different staff responsibilities and
procedures.
B. Procedures for Phase 2; Initial Data Load
Following is a more detailed description of generalized issues about and procedures needed for
Phase 2, the initial data load.
As was mentioned above, although RENTALS will eventually contain data records for all rental
ownerships in the City, the initial data load will focus primarily on the identification of and
collection of data about existing rental properties.
Procedures for each of the ten Data Groups follow:
1. Site location and contact (Fields l-l 1. Please see Table 1)
Trans America’s Metro-Scan CD ROM subscription database contains the needed
information to get basic site address and owner name/address information. MetroScan
is based upon the San Diego County Assessor records. These data will be transferred
electronically to the database from MetroScan for all existing parcels identified by
MetroScan as having absent-owner residential usage.
One problem is that some multi-family rental “sites” or “complexes” will consist of
multiple parcels. Because the initial data load from MetroScan will identify parcels,
some sites will be identified more than one time - once for each parcel. We will want
to consolidate these multiple parcel-level records into single “site” records. Therefore,
once the basic parcel load is completed, it will be necessary to develop a procedure to.
identify records with common ownerships and similar address ranges, and, from this
determination, to identify those parcels which may be part of the same complex. This
second phase of the initial data load will have to be done manually, augmented perhaps,
by field checks.
Bill Baer of Information Systems will have lead responsibility for the programming.
The Planning Department will have the lead in carrying out this consolidation work.
2. Site Geo-Data (Fields 12-16. See Table 1)
The PERMITS system has the capability to match Assessor’s Parcel Numbers (APN)
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18
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with ValiOUS pre-defined geographies. The initial RENTALS record skeleton will contain
the APN, obtained from MetroScan. Using the geo-address matching capability of
PERMITS the remaining four fields of geo-data can be transferred to RENTALS
electronically .
Bill Baer will have the lead responsibility for the programming.
3. Structure Data (Fields 17 - 26. See Table 1)
Because most of the historical records in PERMITS do not carry structure information
with any accuracy, it will be necessary to obtain this information from other sources,
perhaps in Phase 4.
4. Tenure (Fields 27-30. See Table 1)
-
MetroScan has the capability to report absentee owners identified by the County
Assessor. Once RENTALS has been loaded with the skeleton data for all existing residential structures, a second pass of this data can be done electronically to identify
absentee owners. The ‘data will be stored temporarily in field 27 (rentals) as a temporary
substitute for rental units. Since some of these properties will actually be second
homes/vacation homes, not rentals, it will be necessary to send out a mail questionnaire
to the absent owner to ask if the parcel is really rented or not. This questionnaire may
be combined with an initial rent survey. Once the surveys are returned, manual
corrections will be made by Planning Department staff to fields 27 - 29. Data for field
30 (condo) can be obtained from PERMITS and passed electronically to RENTALS.
A preliminary draft of the survey questionnaire is enclosed in Appendix 2.
5. Restricted Units (Fields 31-32. See Table 1)
In the near-term, relatively few project sites out of the entire database will have any
restricted units, but this will change with time. Field 30 will indicate that the site has
restricted units. A separate “page” will display a table modeled after Table 3 (“field”
32)) with.blanks to record information about the number of inclusionary , mortgage bond,
rehabilitation, Section 8, and “other” types of housing restricted to designated income
groups or other parties. The data for the table will be entered manually by Housing and
Redevelopment Department staff from existing records.
6. Monthlv Rents and Vacancies (Fields 33-36. See Table 1)
The problem is to determine which existing residential sites are rentals. A survey
instrument will be sent to all existing residential properties with absentee owners, as
identified by MetroScan (see “tenure” section, above) to determine if the site is a rental
site. This survey will be used to corroborate data from the business license list of
19
property managers (this list is limited to rentals with two or more units). If the response indicates that the site is a rental, information will be requested (either with the original
or a follow-Up questionnaire) about the rents and vacancy rates for market-rate units, by
number of baths and bedrooms. Data will be recorded on a separate “page” of the data
record, modeled after “Table 2”, together with the date of the survey from which the
data were obtained. This page of data will be kept permanently, and new “pages” of
data will be recorded with data from subsequent periodic surveys. The Planning
Department will be responsible for conducting the initial survey of absentee owners and entering the responses, together with initial rent and vacancy information.
A preliminary draft of the initial survey questionnaire is enclosed in Appendix 2.
Thereafter, an annual rent and vacancy survey will be conducted of all rental ownerships
(See Phase 3).
7. Site Survev General Information (Fields 37 - 39. See Table 1)
- These data will come from the initial field survey (see 8.) and will be entered by Housing
and Redevelopment Department staff. Subsequent surveys will update the data as
resources are available.
8. Site Amenitia (Fields 40 - 50. See Table 1)
As there is no other source of complete and accurate information, the data for existing
rentals will have to be obtained from field surveys. A start on these was begun this
summer by the Housing and Redevelopment Department staff using lists of business
licenses to identify the larger rental projects. Field surveys will be conducted as Housing
and Redevelopment Department resources become available. The data will be entered
into RENTALS by the Planning Department.
9. Twical Unit Amenities (Fields 51 - 63. See Table 1)
(Same as for data group 8.)
10. See Table 1). Utilities (Fields 64 - 70.
(Same as for data group 8.)
C. phase 3: On-going Maintenance of the Database
Once the initial load of data has been completed for existing housing stock, the next phase of
development is concerned with setting up the procedures for the addition of new records or
modification of old records in response to building permit activity for the on-going creation,
20
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demolition, or conversion of residential buildings. In addition, other procedures will heed to be established with regard to making queries, monitoring, and quality control.
This description of Phase 3 will be broken into three parts:
1. Responses to permits for new construction; I
2. . Responses to permits for demolitions and conversions from residential to non-
residential use.
3. Other database maintenance issues and procedures.
RESPONSES TO PERMITS FOR NEW CONSTRUCTION
As new residential developments are approved, it will be necessary to create records for these
sites. The existing PERMITS system is to be modified to trigger automatically the cre&on of
a new record in RENTALS upon completing a final inspection for each new residential structure.
In fact,, newly created records will not pass immediately to RENTALS. Instead, each new
record will be held in a temporary data register until several things can be done to make the data
as complete and accurate as possible. Only then will the completed record pass into RENTALS.
Periodically (weekly?), a report will be run of all new records created in the temporary data
register. Planning department staff will use this report to identify the new records and will
conduct the necessary data maintenance (See Figure 2: RENTALS - Logical Design).
For example, a problem that has been identified is the situation in which a new “site” has
multiple buildings. Permits for each new building will trigger the creation of a new RE9lTALS
record, thus creating the potential to end up with multiple records for the same “site”, each of
which would contain data for only one building on the site. The solution is to match records
in the temporary data register with existing RENTALS records for the same APN and/or
address range. Then, if it is confirmed that similar records are really associated with the same
site, we will manually consolidate the data for these records into a common “site” record. Other
data validation work will also be undertaken in this temporary data register before the records
are transferred permanently to RENTALS. It is proposed’that the Planning Department take on
this ongoing maintenance responsibility.
Following is a description of what will be required for each of the ten data groups.
1. Sites (Fields l- Il. See Table 1)
Data for all of the fields except the manager name and phone number (fields 14 and 5)
should be found in PERMITS, and can be. transferred automatically when the creation of a RENTALS record is triggered in response to a structure’s final inspection. Fields
4 and 5 will be obtained later from a rent survey or a field inspection.
2. Site Geo-Data (Fields 12-16. See Table 1)
Similar to the initial data load, geodata can be transferred electronically to RENTALS
from PERMITS’ geo-address matching capabilities. It may be possible to program this
21 I
3.
to occur with the automatic creation of RENTALS records upon completing of the final
inspection in PERMITS
Structure Data (Fields 17 - 26. See Table 1)
Recently, procedures and programming were developed to capture in the PERMITS
system, the data needed in fields 18 - 22 of the structure data group. The data will be
collected at the time a building permit is submitted for plan check (see also 4. Tenure,
below). It will be possible to automatically transfer structure information from
PERMITS to RENTALS.
Fields 23 - 25 (“second unit”, “row house” and “walk-up”) will not exist in PERMITS
via permit plan checks. Therefore, the information will have to come from another
source, such as the field visits undertaken by Housing and Redevelopment on a sample
basis.
Field 26 (table of units by bedrooms and baths - a portion of Table 2) will have to be
obtained from the annual rent and vacancy survey.
4. Tenure (Fields 27-30, See Table 1)
-
-
The City is obligated to begin obtaining rent and sales price information for all new
residential units in order to determine the affordability of new housing to a range of
income groups. Because of the rules used to categorize the “affordability” of units, it
is necessary to collect information on the number of bedrooms and bathrooms, as well
as the actual rent and sales prices. Under a separate proposal it is planned to request this
information as part of the plan-check process for residential building permit processing.
Builders would be requested to volunteer information on the number of units, bedrooms,
bathrooms, and rents/sales prices. These data (including prospective rents and sales
prices) would be collected by the Building Department counter staff and be passed to
Planning Department staff. It would be held for some months until the final inspection triggers the creation of a record, at which time the Planning Department would manually
entered the data into the new record being held in the temporary data register. This
would become a permanent, ongoing maintenance procedure.
A preliminary draft of the Rent/Sales Price Disclosure Form is enclosed as Appendix 3
at the end of this report.
One of the on-going maintenance problems will be to identify single-family houses and
condominiums that are converted from ownership to rental tenure at any time following
their construction. If the tenure of an owner-occupied property changes, we will want
to begin tracking it as a rental, including the collection of rent data. It will be necessary
to develop and periodically carry out a procedure similar to the one that will be used to
identify rentals for the initial data load. Using MetroScan’s ability to identify absentee
ownerships, it will be possible to program a standard report that will compile and
compare the list of absentee owners against rental properties identified in RENTALS.
Where an absentee owner’s property is not recorded as a rental, it will be flagged as a
22
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possible rental. Then staff Will send a letter to the owner to determine if it has been converted to a rental, or, alternatively, has become a vacation home or is subject to some
other non-rental circumstance. Such a match comparison could be undertaken annually as part of the preparation for the rental survey. The Planning Department would take on this responsibility once the standard database report has been programmed by the
Information Systems Department.
5. Restricted Units (Fields 3 l-32. See Table 1)
All new housing projects are now subject to inclusionary housing requirements, and,
thus, must either pay a housing impact fee or provide a Housing Agreement establishing
how the inclusionary obligation will be met for the site. Data from the Housing
Agreement will be entered manually into these fields by Housing and Redevelopment
staff for those units which will be income-restricted, once the database record is created.
Other City programs may also create income, restrictions on housing units. These
restrictions will also be recorded here by Housing and Redevelopment staff. (See Table
3)
6. Monthlv Rents and Vacancies (Fields 33-36. See Table 1)
As was indicated above, under “tenure” ‘(fields 27-30), the City will be setting up a
procedure whereby information on the tenure of each new residential structure will be
requested from the builder at the time of building permit plan-check. In addition to
declaring if a building will contain rental unit(s), the builder will be asked to indicate the
“prospective” rents (or sales prices of for-sale units). These data will be collected on a
form at the beginning of plan-check and then stored by the Planning Department. When
the final inspection is scheduled, thus triggering the automatic creation of a new record
in the temporary data register, the prospective rent information will be taken from the
stored form and entered manually by the Planning Department.
For information’in subsequent years, it is proposed that an annual rent and vacancy
survey be conducted by the Planning Department of all rental sites indicated in the
database. The survey will utilize a mail-out/mail-back survey instrument, the data from
which will be entered manually into RENTALS. Initially, it is estimated that
approximately 6,000 rental ownerships will have to be surveyed annually. (However, see
Part I, D., above, for a discussion of an alternative data collection approach for rental
ownerships.)
A special report will be needed from the database to assist in preparing the survey instrument each time the survey is conducted. For each rental site, the report will need
to generate:
ii:
C.
Mailing label of the site address;
Mailing label of the owner or manager; and
A print-out of the number of units (by bedrooms and bathrooms) at the site, in
a form which can be attached to the survey instrument. (replica of Table 2)
23
At this time it is not proposed to track subsequent sales price information for either rental
or non-rental buildings. Therefore, no subsequent-sale data collection procedure is
needed. -
7. Site Survey General Information (Fields 37 - 39. See Table 1)
A sampling of sites will be field-surveyed from time to time for the data needed in data
groups 7 - 10. The sample size and frequency will be determined on an “as-resources-
are-available” basis. Group 7 data fields record information from the last field survey
(if one has been conducted), including its date and an evaluation, of the condition of the
site (both numeric and text data). The Field surveys will be conducted by Housing and
Redevelopment Department staff and the data will be entered into RENTALS by Planning
Department staff.
-
8. Site Amenities (Fields 40 - 50. See Table 1)
For many (most?) records these data fields will contain no data, because of the sampling
strategy discussed, above, for data group 7. While some data may be obtained from an
inspection of building plans, most would have to come from site surveys. Sample data
collected with the surveys will allow observations of “typical” values from these database
fields. The Field surveys will be conducted by Housing and Redevelopment Department
staff and the data will be entered into RENTALS by Planning Department staff.
9. Twical Unit Amenities (Fields 51 - 63. See Table 1)
(Same as data group 8)
10. Utilities (Fields 64 - 70. See Table 1)
(Same as data group 8)
RESPONSES TO PERMITS FOR DEMOLITIONS ANDCONVERSIONS
When a residential structure is approved for either: a) a full or partial demolition, or b) a
conversion to a non-residential usage, it will be.necessary to carry out maintenance to the site’s
RENTALS record to reflect the, loss. On the other hand, when a non-residential structure is
converted to a residential usage, it will be necessary to create a new RENTALS record .
Because the exact nature of a,demolition or conversion can take many forms, especially with
multi-family ownerships, it will be necessary that changes to RENTALS records be done
manually. It is proposed that a periodic (monthly?) report be generated from PERMITS which
lists approved demolition and conversion permits by permit number for the preceding period.
By inspecting the PERMITS data, staff will be able to determine what changes then need to be
made to the RENTALS record. In the case of some demolitions and conversions, the entire RENTALS record may warrant deletion. In other cases, the record will only need to be
modified. (For example, the demolition of one four-unit building on a site of 30 units would
require only changes to the structure data group and, possibly, the amenities data groups.) In
24
some cases, new records will need to be created. Once it is clear what changes have been permitted, the database would be modified.
- The periodic report would be programmed by Bill Baer.
- The Planning Department would receive the report and carry out the appropriate maintenance
to RENTALS records.
- . QUALITY CONTROL
- A database has value only if the data contained within it is of high quality (it is accurate,
complete, and up-to-date). Procedures need to be developed to test and assure the integrity of
the information held within database. Basically, three areas need to be examined:
1. Data Collection
- Data to be put into the database will come from a range of primary and secondary
sources, including:
-
a.
b.
ii:
Field surveys (from both initial data-load and on-going maintenance of new
construction records);
Developers (prospective rent and sales price data, via a form taken at time of plan
check);
Rental owners, via mail-out/mail-back surveys; and/or
Other existing electronic and paper databases (MetroScan, PERMITS, Affordable
Housing Agreements, records of housing assistance programs, etc.).
-
The integrity and accuracy of the data from each source will have to be examined, and,
wherever the City can exert control, steps should be taken to optimize its accuracy,
completeness, and timeliness. Sometimes it will be a challenge to determine what is the
correct information. Highly motivated staff are desired, staff who will take the extra
step, and can communicate the sense of mission to third parties so as to enlist their active
assistance and participation in data collection.
-
2. Data Entry
Some data will be added to RENTALS electronically, and some will be entered
manually. Both methods of entry pose their own risks of introducing errors into the
source data. Deletions, extraneous insertions, transpositions, and omissions of
numbers,characters, or entire fields of data are possible. Generally, manual data entry
represents the greater hazard to accurate data entry.
3. Storage and Back-Up of Records
The electronic files of RENTALS will be subject to the same back-up and storage procedures now used for other data files. This will be the responsibility of the
Information Systems Department.
25
A range of hard-copy (paper) reports will be generated. Many of these will be standard
reports produced on a periodic basis. Others will be copies of reports prepared on an ad hoc basis for City or “outside” customers. If these reports are collected into an archive library, the collectionwill serve as a useful reference tool. Staff anticipates that
a significant number of customers will want to compare data from one time period to
another. A library of previous reports will be very useful to such comparisons.
Therefore, it is recommended that storage capacity be allocated in the Planning and/or
Housing and Redevelopment Departments for such archives.
The quality controls needed for storage and back-up have primarily to do with
consistency of action, accuracy, and maintaining the appropriate longevity of stored
records.
It cannot be overemphasized that the number one key to effective and accurate collection, entry,
and storage of data is highly motivated staff. Staff must be led into a correct sense of the
importance of the database “mission”. They must be well-trained in appropriately designed
procedures. They must be given standards and they must understand that they will be held to those standards through the use of performance plans and performance cheeks and reviews.
They and their work assignments must be supported by their supervisors and department
management through the provision of adequate resources and by acknowledgement of their
efforts.
D. Phase 4: Data Clean-Up
After the initial data-load of Phase 2 and the establishment of on-going record maintenance
procedures in Phase 3, gaps will remain in the records of some existing rental stock. It will be
desirable to fill-in these gaps by implementing a work plan to collect and enter the missing data.
This likely will involve a significant amount of field work and/or examination of historical
building plans. The program will be undertaken as time and resources are available and may
take several years to complete. The details of this work plan will be developed at a later time.
-
-
-
-
26
Part III. RESOURCE UTILIZATION
- A. Summary of Responsibilities by Department
-
To implement RENTA,LS a coordinated effort will need to be undertaken by several
departments. These include the Building, Information Systems, Housing and Redevelopment,
and Planning Departments.
Following is a summary of the major responsibilities each department would be asked to
undertake.
1. INFORMATION SYSTEMS DEPARTMENT
Phase 1: System Design
a. Participate in developing Concept Design Plan and Work Plan.
b. Program the data structures (including field 32, (Table 3) and multi-page
capability for fields 33-36 (Table 2)).
-
-
-
-
Phase 2: Initial Data Load
a. Program the electronic transfer from MetroScan to RENTALS of data for all
existing Assessor’s parcels with “residential” designations. Create RENTALS
records for all existing housing ownerships.
b. Program the electronic transfer from PERMITS of geo-code data for all the
records created in RENTALS, via a.
C. Generate a listing of APNs with common ownerships d similar address ranges
to enable consolidation of multiple parcel records common to one site/ownership.
d. Program a job to list from MetroScan all absentee owners of residential properties
to aid in identifying rentals. Using this list, electronically give inputs to
RENTALS record, field 29, absentee owners. Print the list by type of residential
use, APN, owner name, site address. Use this list to print mail labels for use in
the initial mail-out rental survey.
e. For all residential APNs in PERMITS identify “condominiums” and pass matches
to field 30 of RENTALS records.
a. Program the capability for the auto-creation of new RENTALS records, triggered
by completing the final inspection in PERMITS. Include the auto load of all
relevant data from PERMITS into newly created RENTALS records.
27
b. Program a weekly (?) report of all new RENTALS records created in the
preceding period to be used by Planning Department staff to conduct the
maintenance of new RENTALS records held in the temporary data register.
Give: APN, address, owner. . -
C. Create a program to periodically report records with common APNs (each new
structure permit at an APN will trigger another record). Consolidate with the
report called for by b.
-
d. Program a report which would identify MetroScan absentee owners and then
match this list against RENTALS field 29 (absentee owner) to detect the
conversions of houses and condos from owner-occupied to rental use (absentee
owner).
Phase 4: Data Clean-UD
This phase has not yet been planned. The responsibilities of Information Systems
will likely be minor.
2. HOUSING AND REDEVELOPMENT DEPARTMENT
Phase 1: System Design
a. Participate in developing the Concept Design Plan and Work Plan.
Phase 2: Initial Data Load
a. Input data on restricted units to field 32 (Table 3) for all existing rental stock,
once records are created. These data identify sites with inclusionary housing,
section 8, mortgage bond, or special funding units. Manual input.
b. As resources are available, conduct field surveys of a sample of existing rental
sites to obtain data on: structure types (fields 17-26), general site data (fields 37-
39), site amenities (fields 40-50), typical unit amenities (fields 51-63), and
utilities (fields 64-70). “Field survey” means a combination of telephone contacts
and actual site visits. Prepare data for manual entry into the database by Planning
Department.
Phase 3: Ongoing System Maintenance
a. Enter the data in Restricted Units fields 31-32 (Table 3) as Housing Agreements
(inclusionary housing) and/or other housing assistance programs are implemented
at a site.
-
b. As resources become available, develop and carry out a program to field-survey
a sampling of rental sites so as to “ground truth” the accuracy of data held in
RENTALS records.
28
Phase 4: Data Clean-UQ
-
-
a. The details of this phase have not been planned. The Housing and Redevelopment Department may have a major role in collecting and entering data
missing in rental housing records. This work may be combined with the rental field survey discussed above, Phase 3, activity b.
3. BUILDING DEPARTMENT
Phase 1: System Design
a. Participate in developing the Concept Design Plan and Work Plan.
Phase 2: Initial Data Load
The Building Department has no special responsibilities in this phase.
Phase 3. On-going Svstem Maintenance.
a. Because the creation of new records in RENTALS will be triggered by the
completion of final inspections for new permits, Building Department staff may
need to introduce a minor procedural change to implement the trigger. On the
other hand, it may be possible to automate the entire trigger process.
b. Continue to enter accurately and completely into PERMITS that data which is
automatically transferred to RENTALS records.
C. As part of the new procedure to collect housing affordability information at the
time of applying for building permits, encourage builders to fill out and return
Prospective Sales Price/Rent Disclosure Statement forms. Then transfer the
forms to Planning Department staff for later data entry.
Phase 4: Data Clean-Up
The Building Department has no anticipated special responsibilities in the phase.
4. PLANNING DEPARTMENT
Phase 1: Svstem Design
a. Participate in developing the Concept Design Plan and Work Plan; take the lead
to draft the reports for both plans.
29
Phase 2: Initial Data Load.
a. Use a RENTALS report to identify multiple parcels on the same site, for which
records have been created. Manually consolidate the data from these multiple
records into a single site record.
b. Prepare and conduct a mail survey of “absentee owners” (identified by a report
from MetroScan) of housing sites in RBNTALS, corroborate with business license
data, and determine which sites are rentals and which are second/vacation homes.
Enter the data into tenure data fields (27-30).
C. Either separate from, or as part of the mail survey in b., conduct a rent/vacancy
survey of existing rental sites. Enter this data into fields 33-36 (Table 2.).
d. Receive data from Housing and Redevelopment Department from sampled site
surveys and carry out data entry to RENTALS.
Phase 3: On-Going System Maintenance
a. Receive from Building Counter staff and store the Prospective Sales Price/Rent
Disclosure Statement data forms collected at the time of building permit plan
check. Periodically run a report to identify recently created records in
RENTALS. Use the stored rent/sales price forms to enter the tenure data (fields
27-30), and rent data (fields 33-34) for the new records.
b. Periodically, run a standard report to identify records with similar addresses or
APNs to identify new structures for which records were created, but which are
on the same site as structures recorded in older records. Consolidate the data for
these records into a “common” record.
-
C. Conduct the annual rent/vacancy survey and record the results in fields 33-36
(including Table 2.).
d. Periodically, run a report identifying recently approved demolition and conversion
permits. Research the changes that need to be made to RENTALS records and
make the changes for each issued permit.
e. Receive data from Housing and Redevelopment Department from periodically
sampled site surveys and carry out data entry to RENTALS.
f. Prepare procedures to ensure quality control of data collection, data entry, and
storage/backup.
Phase 4: Data Clean-Up
a. The details of this phase have not been planned. The Planning Department may
have a major role in’ collecting and entering data missing in owner-occupied
housing records.
-
30
-
-
-
-
B. Costs
The RENTALS database system represents a major new program to the City of Carlsbad. Costs associated with it will include both significant one-time start-up costs as well as permanently
recurring maintenance costs. Estimates of these costs follow.
1. Start-up costs (first two phases)
Please see Table 4.
Table 4: Estimated Start-h Cos@
Initial Rent Survey
(See Table 5)
Input/Output Enhancement
(Database Printing
Capability for Housing &
Redevt. Dept.)
Initial Field Surveys
(Intern)
Staff labor (database design
and set-up)
Total
Sub-Item
Mail/Postage
Phone
Materials
Labor
Info Systems
Planning
H&R
Building
Sub-Cost Total Cost
$4,800 $11,700
$2,ooo
$600
$4,300
$2,ooo
$4,ooo
$9,ooo $16,000
S5,ooo
$l,ooo
$l,ooo $33,700
No new funding is necessary.
$20,300 of the estimate is for “sunk” labor (design, programming, and the initial rent survey)
for staff already employed by the City. The only impact is the deferment of other possible work
assignments while time is spent working on the database.
The $4,000 cost for the intern doing initial field surveys is money that is already encumbered for work underway summer 1993. This work would have been undertaken with or without
RENTALS, as this information is necessary to the City’s Section 8 Housing program.
The staff costs have already been funded with approved FY 93/94 departmental budgets. The
remaining start-up costs can be found from within the approved FY 93194 budgets of the
Housing and Redevelopment Department and the Planning Department.
31
2. Recurring Costs (annual)
With the exceptions of costs associated with the annual rent/vacancy survey, recurring costs will
be associated almost exclusively with staff time. Staff will be involved primarily in doing: data entry, data cleanup, assisting data users with the making of inquiries, and programming data
queries and special reports. The amount of work will vary with: 1) the volume of new
construction activity, and, thus, need for creating/maintaining records, and 2) demands for
queries and special reports from the system. Consequently, the recurring labor costs will vary
from year to year. Without actual experience, it is not possible to make reliable estimates of
these costs.
-
The estimate of annual costs associated with subsequent-year rental/vacancy surveys is $6,400
(See Table 6), of which approximately $3,700 would be non-personnel related.
3. Phase 4 costs (data clean-up program)
What will constitute this program is not yet determined (See Part II for a discussion). The
Housing and Redevelopment Department will desire to update data groups 7 - 10 periodically
as resources are available. This work may be pushed over into Phase 4. If interns are used to
carry out this work there will be some additional non-staff costs, the amount of which cannot
be estimated at this time.
-
32
-
-
-
Appendix 1
Costs of Rent Vacancy Survey - Initial and Continuing
33
P .
-
-
-
TABLE 5
Rent/Vacancy Survey Costs - Initial Database Set-Up
F:RSrvvCti.xh
Item Sub cost cost
Mail/postage
Annual postal acct fees (flat rate)
Initial mail OUT
Initial mail BACK
Follow-Up mail OUT
Follow-Up mail BACK
$260
$1,740
$1,140
$870
$760
$4,770
Phone charges (Follow-up)
Materials
Paper
Window envelopes
Mail labels
$2,000
$584
$144
$338
$101
Labor (Word Processor II)
Mail Prep. (stuffing, affixing labels) hours = 90.0
Phone.follow-up hours = 83.3
Data entry hours = 100.0
Total
$4,294
$1,414
$1,309
$1,571
$11,648
Assumptions
Inputs
Basic postal acct. fee (annual)
Adv. postal deposit acct. fee (annual)
Postage: out; 1 st class/piece
Postage: back; BRMIpiece
Initial no. pieces
Initial fail rate
Second attempt fail rate
Second mailing
Phone follow-ups (second failure)
No. calls/site (avg)
Length of call (avg. mins.)
Cost/call (avg)
paper: sheets/mailing
paper cost: S/ream
No 10 window envelopes cost: S/box (5001
Mail labels (5”xl”, 1 up) cost : S/box(5 MI
Labor rate:WPII (wages, o/h, fringe)
Mail prep. (pieces/hour)
Data entry-rate {min/record)
35
unit/cost
$75.00
$185.00
$0.29
so.38
6.000
50%
33%
3,000
1,000
2
5
$1 .oo
1
$2.31
$1 a.79
$56
$15.71
100
1
TABLE 6
Rent/Vacancy Survey Costs - Subsequent Years
Item
Mail/postage
Annual postal acct fees (flat rate)
Initial mail OUT
Initial mail BACK
Follow-Up mail OUT
Follow-Up mail BACK
Phone charges (Follow-up)
Materials
Paper $96
Window envelopes $225
Mail labels $68
Labor (Word Processor II)
Mail Prep. (stuffing, affixing labels) hours = 60.0
Phone follow-up hours = 27.8
Data entry hours = 83.3
Sub cost
$260
$1,450
$380
$290
$253
$943
$436
$1,309
cop
$2,633
4667
$389
szlsaa
Total 56/.377
========================================= =I= =
Assumptions
Inputs
Basic postal acct. fee (annual)
Adv. postal deposit acct. fee (annual)
Postage: out; 1 st class/piece
Postage: back; BRMlpiece
Initial no. pieces
Initial fail rate
Second attempt fail rate
Second mailing
Phone follow-ups (second failure)
No. calls/site (avg)
Length of call (avg. mins.)
Cost/call (avg)
paper: sheets/mailing
paper cost: S/ream
No 10 window envelopes cost: S/box (500)
Mail labels (5”xl”, 1 up) cost : S/box(5 Ml
Labor rate:WPII (wages, o/h, fringe)
Mail prep. (pieces/hour)
Data entry rate (min/record)
unit/cost
$75.00
$185.00
$0.29
$0.38
5,000
20%
33%
1,000
333
2
5
$1.00
1
$2.31
$1 a.79
$56
$15.71
100
1
36
TABLE 7
R&Vacancy Survey Costs - Multi-Family Only Option
F:RSrvvCn.xb -
-
Item
Mail/postage
Annual postal acct fees (flat rate)
Initial mail OUT
Initial mail BACK
Follow-Up mail OUT
Follow-Up mail BACK
Phone charges (Follow-up)
Materials
Paper
Window envelopes
Mail labels
Labor (Word Processor II1
Mail Prep. (stuffing, affixing labels) hours = 9.0
Phone follow-up hours = a.3
Data entry hours = 10.0
Total
Sub cost cost
$260
$174
$114
$87
$76
$711
$14
$34
$10
$200
$58
$429
$141
$131
$157
$1,399
================I===========================
Assumptions
Inputs unit/cost
Basic postal acct. fee (annual) $75.00
Adv. postal deposit acct. fee (annual) $195.00
Postage: out; 1 st class/piece
Postage: back; BRMlpiece
Initial no. pieces
Initial fail rate
Second attempt fail rate
Second mailing
Phone follow-ups (second failure)
No. calls/site (avg)
Length of call (avg. mins.1
Cost/call (avg)
paper: sheets/mailing
paper cost: S/ream
No 10 window envelopes cost: $/box (5001
Mail labels (5”xl”, 1 up) cost : S/box{5 Ml
Labor rate:WPII (wages, o/h, fringe)
Mail prep. (pieces/hour)
Data entry rate (min/record)
37
$0.29
so.38
600
50%
33%
300
100
2
5
$1 .oo
1
$2.31
$18.79
$56
$15.71
100
1
Appendix 2
(Draft) Carlsbad Rent and Vacancy Survey Form
39
-
City of Carlsbad Rent and Vacancy Survey
i, A New Service to the Rental Housing Industry in Carlsbad
Your nameipostion: Subject Site Information
Address:
City, State, ZIP:
Daytime Phone:
(Please provide the above information in case w6 naed to contact you)
The City of Carlsbad is preparing to provide a new service to the Carlsbed rental housing industry by annually collecting and
reporting statistics on industry rents and vacancies. In addition to apartments, data will be collected on rental single-family houses
and condos. These data are currently not available from other sources and should be of great interest to the industry and other
parties interested in housing. Group statistics (only) will be published by a range of geographies and structure types. In order to
begin, we need your help to establish a database of rental properties within the city. Public records indicate that your property
(indicated to the right, above) may be a residential rental property. Please provide additional information about this property, as
indicated below. Your help is greatly appreciated!
Inatruction6:
q If the subject property is an owner-occupied vacation home or second home, not beina rented, please check the box to the
left, STOP, and return the questionnaire. We are interested in rental property only. Thank you.
q If the subject property is a rented house, condo, guest house, or rental apartment complex, please check the box to the left.
Then provide the informatron requested below.
I
Pkare provide rent and vacancy data 66 of: joct. 00, 1993 I
No. of bedrooms
No. of bathrooms
Jo. of units at this site,
IS follows:
*Income-Restricted:
Market-Rate:
TotB1 Units:
iverage Monthly Rent
or Market-Rata Units:
‘*Vacant units, as
,ollo ws:
No.of units off-market:
No. of units on-market
which are vacant :
Three
One / Two 1 Three
4-r
Four
7
’ ;
I I
l Inooma-rertricted units 6re those for which the rant is limited to 6 level which 6ssuras that the unit ir affordable to and restricted for the
use of 6pacified incom6 households. Usually such units are participsting in a government-sponsored housing proarsm. including H.U.D.
Section 9 voucher/certificate program, Cadabed inclusionary housing program. and other program6 involving federal, 6t6te. or local funding.
l ’ Vacancy infonn6tion should combine data for both income-restricted and market-rate units. “Off-market units are units which 6r6 not
occupied and ere temporedly unavaileble for occupancy because of damage repairs, maintenmcr. or other rearons. “On-Market” units 6r6
vacmt and. aa of the date of survey, sre availeble to be rented.
- You may own other rental properties in the City of Carlsbad. If you receive a similar form for those properties, please fill out
and return one for each property in Carlsbad. If you don’t receive a form for your other rental properties, please call for one
(see phone number below) and supply the appropriate information. (Alternatively, make copies of this form and change the
property address in the “Subject Site” space at the top right of this form.) If you no longer own this property, please write a
note so saying and giving the name, address, and phone number of the party to whom you sold it. Thank you.
q Please check the box to the left if you are interested in obtaining reports containing data from the City’s rent/vacancy surveys.
This is a prepaid BeIf-mailer; no stamp is necessary!
Please fold this form so that the City’s address shows, close with tape (only), and mail.
PI6a6e return to th6 City of Carl6bad by
Your assistance with this information is greatly appreciated. Thank you1
Ow6tione7
Call: Dennis Turner, Principal Planner Tele: (619) 438-l 161 x 4443
41
.-
Appendix 3
(Draft) Rent/Sales Price Disclosure Form
.
-
-
-
City of Carlsbad
PROSPECTIVE SALES PRICE/RENT DISCLOSURE STATEMENT
PURPOSE In order to monitor the affordability of new housing in Carlsbad, the State of California has directed local
jurisdictions to collect and report information on rents and sales prices of all new housing. We would like to
request your assistance in collecting prospective rent and sales price information for the residential project for
which you are now seeking building permits. Please complete this form with the indicated information and
return it to the Building Department prior to the completion of your plan check. Your voluntary participation is
greatly appreciated.
(Please type or print)
A. SITE INFORMATION
BUILDING PERMIT NO:
PROPERTY ADDRESS:
PARCEL NO:
TOTAL NUMBER OF UNITS PROCESSED UNDER THIS PERMIT:
NAME OF PERSON COMPLETING THIS FORM (print)
RELATIONSHIP TO PROJECT PHONE:j 1
NAME OF DEVELOPMENT UNDER WHICH .UNITS WILL BE MARKETED
B. USAGE. Check the appropriate “house”. Initially, this (these) unit(s) will be:
b Rented (Tenant occupied)
fi Sold (Buyer occupied, possibly condominium)
0 Owner/Builder occupied (custom home)
a Other (describe).
C. RENT and/or PRICE INFORMATION
For each apartment or unit please indicate: the unit’s number (or address if there is no unit number), the number of
bedrooms and baths in the unit, and either the monthly rent or sales price you anticipate at this time will be requested
when the unit completes construction and is placed on the market. If the development is a single unit and is to be
occupied by the owner/builder, please give your best estimate of the final combined land and construction price.
Thank you.
of No. of No. Prospective Monthly
Apt. or Unit No. for Site Address) Model (if aoplicableZ Bedrooms Baths Rent or Sales Price