HomeMy WebLinkAbout2009-02-02 Budget Committee MinutesJoint Budget and Parks Commission
February 2, 2009-Page 1 of 5
ASHLAND BUDGET COMMITTEE
ASHLAND PARKS COMMISSION
DRAFT MINUTES
February 2, 2009
Community Center
59 Winburn Way
7:00 p.m. Joint Meeting
CALL TO ORDER: The Joint Budget Committee and Development Related Services meeting
was called to order at 7:07 p.m. on February 2, 2009 held in the Community Center located at 59
Winburn Way, Ashland, Oregon.
ROLL CALL: Mayor Stromberg was present. Councilors Chapman, Lemhouse, Jackson,
Navickas and Voisin, were present. Commissioners Gardiner, Eggers, Noraas and Lewis were
present. Committee members Boenheim, Douma, Gregorio, Heimann, Slattery and Thompson
were present.
COMMITTEE ABSENT: Silbiger, Everson and Rosenthal were absent.
STAFF PRESENT: Martha Bennett, City Administrator
Lee Tuneberg, Administrative Services/Finance Director
Bill Molnar, Community Development Director
Scott Johnson, Electric Operations Superintendent
Adam Hanks, Permit Center Manager
Mike Faught, Public Works Director
Betsy Harshman, Public Works Management Assistant
Don Robertson, Parks Director
Bryn Morrison, Account Representative
Jeff Rehbein, Financial Analyst
Melissa Huhtala, Administrative Secretary
APPROVAL OF MINUTES:
Approval of minutes from previous Joint Budget Committee meeting dated 1/5/09.
Slattery/Jackson m/s to approve minutes as presented. All ayes
PRESENTATION BY STAFF: City Administrator Martha Bennett gave an overview of what
would be discussed. She explained that the meeting on Thursday February 19, 2009 will be held
in the Council Chambers. The presentation will be a discussion on thoughts about revenue.
Joint Budget and Parks Commission
February 2, 2009-Page 2 of 5
PRESENTATION ON DEVELOPMENT RELATED SERVICES:
Director of Community Development Bill Molnar presented the Development Related Services
overview. (See Attached) Mr. Molnar was joined with Mike Broomfield City Building Official
and Adam Hanks Permit Center Manager. Mr. Molnar discussed the structure of the department;
it consists of two divisions; the Planning Division and the Building Safety Division.
Mr. Molnar explained the functions of the Planning Division, which are activities that are
mandated by the state of Oregon and the Department of Land Conservation and Development
(DLCD). He explained that one function is the process of land use applications. There are
procedural requirements that are mandated by state law which gives the City a time line to make
a decision within 120 days once the application is complete. Other requirements are a public
notice by mail, newspaper and property posting. Decisions often require review by City
Advisory Committees.
Mr. Molnar discussed the planning applications activity levels. In the last four years there has
been a consistency in activities. Currently the pre -applications are decreasing. There is a drop in
type 1 and type 2 permits. He explained the type 3 applications are long range. Some of the
long range projects the Planning Department is focusing on are evaluating local, state and
regional trends, update of commercial land inventories, and master plan key sites. For example
the Croman Mill Redevelopment Plan and the Wetlands and Riparian Ordinance which is
scheduled to go to Council on March 3, 2009.
Mr. Molnar explained that Code Compliance is another function Community Development
handles. There are many different activities that need this service. He stated that annually the
department completes about 300 cases.
Mr. Molnar discussed Housing Programs. The key function for the housing program is to
administer the City's Community Development Block Grant Program. Community
Development receives about $220,000 a year which goes towards project development,
negotiating and developing contracts for all new housing projects entering the City's program,
ensure compliance of existing housing stock, and manage the City's housing trust fund.
Mr. Molnar provided graphs showing the influence of the housing program and how the Housing
Program Specialist's time is broken down in percentages. (See Attached).
Mr. Molnar explained that citizen involvement is something that Community Development
spends a significant amount of time with. Community Development provides staff and project
assistance to Planning, Housing, Historic, Tree and Transportation Commissions as well as
Building Appeals Board & Demolition Committee.
Mr. Molnar discussed that another function of staff is to serve on a variety of Ad Hoc
Committees and City task forces that are created by the Council. Over the last year Community
Development has been involved with the Downtown Task Force, Siskiyou Boulevard Safety
Joint Budget and Parks Commission
February 2, 2009-Page 3 of 5
Committee, and SOU Master Plan Committee. Also ODOT is looking at reconstructing the two
interchanges; therefore Community Development has created an Aesthetic Design Committee.
Mr. Molnar discussed the critical core functions of the Building Safety Division. He described
the Building Safety Division as activities that are mandated by the state of Oregon Building
Codes Division for operation of a full service building department. He explained that due to
Ashland's size it is unique to have a full service Building Department.
Mr. Molnar explained what a full service plans review and inspections services functions are.
Mr. Molnar discussed the Master Permit Program. This program is available to some of the key
institutions in town, such as SOU, City of Ashland the Hospital, OSF and the School District.
This program allows inspectors to do onsite plan review and allows for a quick start up for a
routine project.
Mr. Molnar explained the Community Development Department has a one stop plan review and
permit approval which is held on Thursday's. This service is available for minor residential
remodels and tenant improvements to mixed -use buildings. This service has a high demand and
construction activity levels are seeing a high activity for re -models.
Mr. Molnar discussed key building permit types. One concern for the future is commercial
development; Community Development is not foreseeing much of an increase in activity for that
category.
Mr. Molnar explained the building division staff time is 75% plan review and inspections and
25% is program development.
The Committee questioned what an example of program development is. Mr. Molnar answered
one example is The Green Building Program. This is to develop a local green building code.
Online permitting is another project in development.
Mr. Molnar discussed the planning division's long range planning projects which are the
Ashland Railroad Property, updating the downtown plan, and the historic preservation program
evaluation and preservation plan.
Mr. Molnar discussed the Community Development revenue vs. expense history 2000-2009.
(See Attached). He explained that in 2001 fees were restructured for land use applications so
that when a current development application was processed 75% of the cost would be recovered.
Prior to 2006 revenue exceeded expenses. In 2006 to current residential and commercial
construction went down.
Mr. Molnar explained the budget over time for the Planning Division. The projection is
$150,000 less then what was projected for FY 2009. The main reason for the change in
projection is primarily the commercial construction market. He explained the difficulties in
predicting the planning for Ashland. By the end of the month the planning commission will have
Joint Budget and Parks Commission
February 2, 2009-Page 4 of 5
approved over 115 new residential units from the last 3 months and are anticipating 75 permits in
construction by the summer as well as interest for institutional projects. He explained that the
graph provided shows the worst case scenario.
Mr. Molnar discussed the budget over time for the Building Safety Division. There has been a
change in the residential commercial market. The revenues started going down in 2006. He
explained that some of the changes in the construction market may be prolonged and therefore
expenses will decrease since staff has been reduced in that Division. Estimated revenue
projections have been revised and are $150,000 less then last year due to decrease in commercial
construction market.
Mr. Molnar discussed the Staffing history over the last 10 years. He explained how changes
have been made to overcome the budget shortfall_ In January, 2 long term employees were laid
off, and the permit center manager moved to the City Administration Office. Over all there was
a 20% reduction in Community Development staff.
The Committee questioned if the cuts already made are going to be enough for the year or are
more cuts going to be made. Ms. Bennett answered that if things remain the same the cuts that
have been made will sustain until next year. If things get worse cuts will have to be made.
The Committee discussed the effect of more cuts to the Community Development Department.
Anymore cuts could potentially dismantle the function of the department.
Mr. Molnar explained that it has been hard already with the cuts that have been made. The
department has had to do some restructuring due to code compliance.
The Committee questioned the importance of current programs and is it better to keep the
programs or remove them. Mr. Molnar answered that the Council should discuss that issue.
However he feels that the programs are essential especially processing applications and long
range planning projects.
The Committee questioned the benefit to Ashland for having the full services program. Mr.
Broomfield answered the advantage is control. By having this service locally it is convenient and
timely. By losing the full service capability a project could be delayed and could raise the cost
of development. Ms. Bennett explained that the key issue here is customer service, the City can
set its own customer service standards and can deliver service on its own time.
PRESENTATION BY PUBLIC WORKS:
Public Works Director Mike Faught presented the Public Works Administrative core services.
He was joined by Public Works Management Assistant Betsy Harshman.
Mr. Faught explained the Public Works administrative services. The services consist of
Administration, Engineering Services, Geographic Information System Mapping &
Management.
Joint Budget and Parks Commission
February 2, 2009-Page 5 of 5
Mr. Faught went over the percentages each department used. (See Attached).
Mr. Faught explained Development Review functions. He discussed Administration and
Engineering revenues and Public Works Development Fee Revenue History. There has been a
decline. He discussed if the charges are enough for the costs spent. Development fees represent
14% of total revenues and development related activities represent 13% of total work, which is a
good distribution. Other development related revenues are system development fees which are
restricted funds.
Mr. Faught discussed Public Works service adjustments. He explained since development is
lower it is a good opportunity for Public Works to focus on updating the capital improvement
plan, permit compliance, and master planning.
Mr. Faught explained that there has been an 8% staff reduction totaling $73,000 per year.
The Committee questioned how development fees are determined. Mr. Faught answered that
there is a fee structure to make it clear that Public Works is separate from Community
Development fees.
PUBLIC INPUT -None
DISCUSSION BY COMMITTEE:
The Committee discussed how the meetings have given a great outlook on what is essential and
what is not.
The Committee questioned who sets the priorities, whether it is Council or Committee. Mayor
Stromberg stated that it is more productive to have everyone involved in the decision process.
Ms. Bennett explained that the next meeting will be the time to discuss priorities and revenue.
ADJOURNMENT
9:10 P.M.
Respectfully Submitted,
Melissa Huhtala
Administrative Secretary
Public Works Administrative Core
Services
• Administration
• Engineering Services
• Geographic Information System Mapping
& Management (GIS)
Public Works Administration,
Engineering, & GIS Core
Functions
Traffic &
Roadway
Management
14%
Regulatory
Permit
Compliance
5%
Council &
Commission
Support
10%
Enterprise
Fund Mgmt.
15%
Construction
Project
Management
9%
GIS mapping
18%
Development
Review
13%
Construction
Inspection
Liason with 10%
Outside
Agencies
5%
•00
•00
• •
Public Works
Development Review Functions
CONDOMINIUM, PARTITION, & SUBDIVISION PLAT CHECK
ENGINEERING PLAN, DESIGN, & SPECIFICATION REVIEW
INSPECTION OF CONSTRUCTION IN PUBLIC RIGHTS OF WAY
UTILITY EXCAVATION PERMITTING & INSPECTION
CURB, SIDEWALK, & DRIVE CONSTRUCTION PERMITTING
DUST SUPPRESSION PERMITTING & INSPECTION
DRIVEWAY PAINTING PERMITTING & INSPECTION
GIS DATA & MAPPING SERVICES
BLOCK PARTY PERMITTING & INSPECTION
ENCROACHMENT PERMITTING & INSPECTION
SIDEWALK, STREETS, & PARKING CLOSURE PERMITS
OUTDOOR RESTAURANT SEATING PERMIT & INSPECTION
ENGINEERING REVIEW OF BUILDING & SITE DEVELOPMENTS
UTILITY COORDINATION, BONDING, & FEE COLLECTION
REVIEW, ANALYSIS, AND COMMENT FOR PLANNING ACTIONS
Administration/Engineering
Revenues
$154005000j"
$152005 000
$1 50005000
$8005000j"'
$6005000j"'
$4005000j'"'
$2005 000
$0-/
Rev Exp Rev Exp Rev Exp Rev Exp Rev Exp
2004 2005 2006 2007 2008
0 Engineering 11 Administration & GIS
PW Development Fee Revenue
History
$800,000
$700,000
$600,000
$600,000
$400,000
$300,000
$200,000
$100,000
$0
2004 2006 2006 2007 2008
1:1 Budget M Actual
tools
PW Administration/Engineering
Revenue/Expense Summary
• Development fees represent 14% of total
revenues
• Development related activities represent 13%
of total work
Other Development Related
Revenues
• System development fees
SDC F
$1)400,000
$1)200,000
$1,000,000
$800,000
$600,000
$400,000
$200,000
$0
2004 2005 2006 2007 2008
El Wastewater EM Water EM Stormwater M Streets
PW Core Service Adjustments
• Capital Improvement Plan Updating
• Permit Compliance
Phase II Stormwater
WWTP Temperature
• Master Planning
Update All Master Plans (Water, Sewer, Storm, Transportation)
to include rate modeling, life cycle replacement, and future
staffing needs, etc.
• Staff reductions are 8% of total staffing, or $73,000 per year
Community Development
Department
City of Ashland
February 2009 Budget Update
...
000 0
00
..
Structure of Department
• Planning Division
Current Planning Program
Long Range Planning Program
Code Compliance Program
Housing Program
Citizen Involvement Program
Full Service Plan Review & Inspection
Services
Master Permit Program
Program & Operations Development
•00
•00
0 0 0 0
Planning Division
Critical and Key Functions
Activities that are mandated by
the State of Oregon and the
Department of Land
Conservation and Development
(DLCD) or play a key role in the
history of the organization
Procedural Requiremi
Critical Function
• A decision is required
within 120 days of receipt
a complete application
• Public notice by mail &
w/in newspaper, as well
as property posting
• Public review and
recommendations by City
Advisory Committees
• All final decisions are
subject to local and State
appeals
so*
0000
0 0 0 0
Planning Applications
Activity Levels
E
Long Range Plann
Maintain consistency
with Oregon's State-
wide Planning Goals,
Statutes and
Administrative Rules
Long Range Planning Project:
Statewide Planning Goal 9 - Economy
9 Evaluate local, state
and regional trends
9 Update of commercial
lands inventory
9 Master Plan key sites
,vl Croman Mill
Redevelopment
Plan
000
0000
0 0 0 0
Wetlands and Riparian Areas
Statewide Planning Goal 5 — Natural Areas
•00
•00
0 0 0 0
Code Compliance
Key Functions
• Right of Way
Encroachments
• Nuisance, Garbage &
Hazards
• Signs
• Weed Abatement
• Land Use
• Vision Clearance
• Fences
•00
•00
0 0 0 0
• Tree Protection
• Business License &
Home Occupations
• Noise
• Building Code
• Storm Drain
Violations
• Abandoned Vehicles
on Private Property
• Misc. Disputes
Housing Program
Key Functions
• Administration of the City's Community
Development Block Grant program
• Project Development
• Negotiate and develop contracts for all
new housing projects entering the City's
program
• Ensure compliance of existing housing
stock already within the City's program
• Manage City's Housing Trust Fund
•o•
Ashland Housin
Pro
•00
••
g
gram
• 0 0
Affordable Housing
Program
gut
180
91- s
140
N
120
100
N
0 80
2
ME
40
20
no
i
...........
�` .................
r'
N M LO CO 00 0) O T N M Ln CO 00 0) O
0) 0) 0) 0) 0) 0) 0) 0) O O O (D (D O O O O O T
0) 0) 0) 0) 0) 0) 0) 0) O O O O O O O O O O O
T T T T T T T T N N N N N N N N N N N
Year
Number of Units Created 0 Cumulative Units in Program
so*
Ashland Housing
Program
0000
;;:�`
Housin(
Fund,
Comrr
Suppol
Housing Program
Education and
Administration, L.'UVUIUPI I lul IL,
215%
0%
nin,
Citizen Involvement
Advisory Commissions
Key Function
000
0000
0 0 0 0
9 Staffs and provides project assistance to:
,/ Planning Commission
,vl Housing Commission
Historic Commission
Tree Commission
,vl Transportation Commission
,vl Building Appeals Board &Demolition
Committee
Ad Hoc Committees
Key Function
• Serves on and assists with Ad hoc
committees or City task forces
� Downtown Task Force
� Siskiyou Boulevard Safety Committee
� SOU Master Plan Committee
� Interstate 5 Bridges — Aesthetic Design
Committee
� Various commission sub -committees
so*
0000
Planning
Division Programs
0 0 0 0
30% 01 CO/
40%
Planning Division Staff Time
15%
0 Current Planning
EM Long Range
M Housing
El Code Compliance
Building Safety Division
•00
•00
0 0 0 0
Building Safety Division
Critical Core Functions
Activities that are mandated by the
State of Oregon Building Codes
Division for operation of a full
service building department.
Full Service Plans Review & ""
Inspection Services
Critical Function
Plan Review &
Inspection
Services:
• Structural
• Plumbing
• Electrical
• Mechanical
• Fire/Life Safety
Master Permit Program
Key Function
• Expedites permit
approval
• On -Site plan review &
inspection
• Available to major
community institutions
• Allows immediate start-
up for routine projects
•00
•00
0 0 0 0
Over the Counter Permits
Key Function
• One Stop plan
review & permit
approval
• Available for
minor residential
remodels and
additions, &
tenant
improvements to
mixed -use
buildings
• High demand for
service
•00
•00
0 0 0 0
so*
0000
Construction Activity Levels
0 0 0 0
IMM
7TM
IIIIIIIIIIIII
....... II
II.
so*
0000
Building
Safety Division
;;0'`
Services
25%
75%
Building Division Staff Time
F] Plan Review &
Inspections
® Program
Development
Green
` 1 /, j P Program
Development
Building Safety
, •
• Participation in
Portland Sustainable
Ordinance Project
• Member of Oregon
Building Codes
Division Commercial
Energy Conservation
Group
• Local Green Building
Code Development
N
o
Long Range Planning Projects
m me,
ASHLAND RAILROAD PROF EXFY
Downtown Plan Revisions
Community Development
Budget Breakdown - by Division
Community Development
Revenue vs. Expense History — 2000-2009
000
0000
0 0 0 0
....................................................................... "I'l""I'll""I'll'll""I'll""I'll",'ll""I'll""II ............... ............... ...............
Pliannin Division
Division
............... ................
............... . ....
............... 11-11,11"I" ...............
Revenue Expense % Revenue Expense %
................................................................................ .............................................................. .............................................. 2000 Act�ial 58.987 E142.000 9.10%
I 1 6 200 1 Actw 5D3,202 568,429 88.54% 2001 Act�ial 318.413 11,1
5 5200 1 4 . 0 %
.............. ...........
2002 Actw 506,168 628,791 80.50%
2003 Actu; 621,723 665,734 93.39%
....................................................................................... ....................................................................................................................................................................................................................
2004 Act�ial 730.744 862.872 84.&,�OXO 2004 Actwl 620,6�06 686,333 90.42%
2006 Actual 8 668,663 76.54%
.............
2007 Act�ial 3 742,606 44.80%
2008 Act�ial 563.7115 1,2100.311 46.95% 2008 Actw 360,831 780,677 ��46.22%
............... 11-11,11"I" ...............
2009 Adopted 768,000 1,3125,414 57.94% 2009 Ado 454,C�00 786,690 57.71%
............... . ................... .............
............... ............... ............... ...........
Total 61,1591354 9,2168,377 66.46%1 Total 5,122,598 6,545,516 78.26%
...............................................................
Budget Over Time
Planning Division
$154005000
$152005000
$150005000
$8005000
$6005000
$4005000
$2005000
Revenue vs Expense
2004-05 2005-06 2006-07 2007-08 2008-09
Actual Actual Actual Actual Estimated
� 11 Expense M Revenue
Actual
000
0000
0 0 0 0
Budget Over Tim
Building Safety Division i
$8005000
$7005000
$6005000
$5005000
$4005000
$3005000
$2005000
$1005000
Revenue vs. Expense
2004-05 2005-06 2006-07 2007-08 2008-09
Actual Actual Actual Actual Estimated
� 1:1 Expense M Revenue
Actual
Community Development
Staffing History
Changes Made to Address this
Years Budget Shortfall
• Elimination of Building Inspector position on
January 1, 2009.
• Elimination of Code Compliance Officer on
January 1, 2009.
Many duties continued by Planning Division staff
Other duties will be distributed throughout
respective City departments
• Permit Center Manager moves to City
Administration — Mid -February 2009
•00
•00
••
' Fills Project Manager— Strategic Planning - position
Community Development
Department
City of Ashland
February 2009 Budget Update