Title
HEARING - Planning and Building Department, recommending the Board adopt and authorize the Chair to sign Ordinance 5238 entitled “Planning and Building Department Fee Schedule.”
FUNDING: N/A
Body
DISCUSSION / BACKGROUND
On October 24, 2023, (Legistar file 23-1672), the Board approved Ordinance 5185, Planning and Building Department Fee Schedule. The schedule of fees consisted of a department-wide fee study performed by NBS Government Finance Group, Inc. (“NBS”). This study used employee rates and budget from Fiscal Year (FY) 2022/23, along with a time study, to develop the average time to perform the services.
Through County budget development for FY 2025/26, and Board direction for cost saving strategies, the Planning and Building Department (“Department”) has reviewed billing rates for time and materials services and flat fees that have not been updated since FY 2022/23. The proposed fee increases are based on the rate analysis and will ensure the Department continues to meet cost recovery goals for the current year budget cycle, and for most fees, collect 100% cost recovery for the services provided.
The rate analysis quantifies the full cost of providing government services by accounting for direct and indirect costs:
Direct costs are directly tied to specific services and include:
• Personnel costs: Salaries, wages, and benefits of staff performing the service
• Non-personnel costs: Expenses such as contractors or materials used for the service
Indirect costs support service delivery but are not directly linked to a single activity and include:
• Personnel costs: Supervision, administration, and technical support
• Non-personnel costs: Shared departmental expenses not assigned to individual services
• Overhead costs: County-wide administrative support (e.g., Human Resources, general Legal Counsel, Auditor Controller, Information Technologies), allocated based on the County’s annual Cost Allocation Plan
Increases to these costs resulted in increased fees as shown in Exhibits C and D. Previous rate analyses combined the Vacation Home Rental (VHR) and Stormwater costs for one hourly rate for both programs. Costs for these two programs have now been analyzed separately resulting in a decrease to VHR fees and an increase to Stormwater fees. This change more accurately reflects true program costs for each program.
Department staff, in collaboration with Chief Administrative Office - Community Development Finance and Administration (CDFA), prepared updated billing rates along with an updated fee schedule for the Department.
A summary of the Department's proposed fee changes can be found in Attachments E and F.
ALTERNATIVES
The Board could choose not to approve this item, resulting in a decrease of targeted cost recovery rates for the affected fees. This could result in an increase to the General Fund to cover the gap between current fee rates and actual cost of delivering the service.
PRIOR BOARD ACTION
August 15, 2023, (Legistar file 23-1487), the Board received and filed the Department’s Fee Study Report and provided direction to revise the Department’s Fee Schedule.
October 24, 2023, (Legistar file 23-1672), the Board adopted Ordinance 5185 - Planning and Building Fee Schedule.
December 10, 2024, (Legistar file 24-1891), the Board approved Ordinance 5213 - Planning and Building Fees, removing Airports Division Fees.
February 25, 2025, (Legistar file 25-0211), the Board approved Ordinance 5224 - Planning and Building Fees, removing Cemeteries Division Fees.
June 17, 2025, (Legistar file 25-1051), the Board conceptually approved amending Ordinance 5224 - Planning and Building Fees, updating the hourly rate for services and fees.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Chief Administrative Office - Community Development Finance and Administration
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The revised fees will allow the Department to maintain cost recovery goals and may result in increased revenue to support the Department and its functions.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on the original Ordinance for fees.
2) The Clerk of the Board will forward one (1) copy of each of the signed Ordinance to the Planning and Building Department for implementation.
3) Publish the Ordinance within fifteen (15) days after its passage in a newspaper of general circulation published and circulated in the County following Final Passage.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Karen L. Garner, Director
Planning and Building Department