Itm 11 Staff Report Building Plan Check Consulting ServicesDATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 5/4/98
ITEM NO. J
COUNCIL AGENDA REPORT
April 30, 1998
MAYOR AND TOWN COUNCIL
TOWN MANAGER
BUILDING PLAN CHECK CONSULTING SERVICES
A. INCREASE REVENUE BUDGET ACCOUNT # 3430-46025 BY $20,000
B. INCREASE EXPENSE BUDGET ACCOUNT # 3430-61012 BY $20,000
C. ADOPT RESOLUTION APPROVING A BUDGET ADJUSTMENT FOR PLAN CHECK
CONSULTANT SERVICES WITH KUTZMANN & ASSOCIATES, INC.
RECOMMENDATION:
1. Increase revenue budget Account # 3430-46025 by $20,000.
2. Increase expense budget Account # 3430-61012 by $20,000.
3. Adopt resolution approving a budget adjustment for plan check consultant services with Kutzmann & Associates, Inc.
BACKGROUND:
The Town plan check staff will be providing design and project management services to the Town Police Department for
their office/locker room renovation project. Due to the increased plan check work load and this new renovation project, staff
will not be able to maintain existing service levels. This action will allow us to hire contract plan checkers with the money
from application fees allowing us to maintain our service standards. Rather than staffing for peak demand levels, the
Department uses outside plan checkers to review building plans on an as needed basis. Customer satisfaction will suffer
without this additional assistance. This service is paid for by the customer.
Departmental policy also allows individuals who want a faster review to deal directly with approved plan check firms. Staff
has an on -demand contract with Kutzmann & Associates as the Town's regular Plan Check Services. The recommended
action will amend the agreement and increase funding for outside plan check services. All other provisions of the agreement
will remain unchanged.
DISCUSSION:
The increased use of the consultant will ensure that existing service levels will be met, and customer satisfaction will remain
high. The consultant's fee structure is based on a fixed percentage of the fee charged by the Town. This means that cost
overruns are not an issue and the fee is totally predictable in relation to demand. The predominant fee charged by the
consultant is 75% of the Plan Check fee charged by the Town. The fees are competitive with the industry.
ENVIRONMENTAL ASSESSMENTS:
Is not a project as defined under CEQA.
PREPARED BY:
SCOTT R. BAKER 416
Directo •• f Parks and Public Works
Reviewed by: Attorne Finance Revised: 4/30/98 2:55 pm
Reformatted: 10/23/95
N:\B&EICNCLRPTSIP LANCHK. W PD
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: BUILDING PLAN CHECK CONSULTING SERVICES
April 30, 1998
CONCLUSION:
Staff recommends in the interest of customer service that the appropriation to plan check be increased for FY 1997-98. The
current agreement is due to expire on April 7, 2000.
FISCAL IMPACT:
HISTORY OF BUDGET APPROVAL
ACTION
DATE
ORIGINAL
INCREASES
TOTAL
Adopted Operating Budget
July I. 1997
$17,000
$ 0
$17,000
Staff Report
October 6, 1997
35,000
52,000
Staff Report
Mid -Year
10,000
62,000
Staff Report
May 4, 1998
20,000
82,000
CURRENT REOUEST
1. Increase revenue budget Account # 3430-46025 by $20,000.
Account
Description
Budget as of 4/98
Proposed
Revised
3430-46025
Plan Check -Building
$385,290.00
$20,000.00
$405,290.00
1. Increase expenditure budget Account # 3430-61012 by $20,000.
Account
Description
Adopted
Proposed
Revised
3430-61012
Plan Check -Building
$62,000.00
$20,000.00
S82,000.00
Attachment:
Resolution
• f 1 n
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
APPROVING A BUDGET ADJUSTMENT FOR PLAN CHECK
CONSULTANT SERVICES WITH
KUTZMANN & ASSOCIATES, INC.
WHEREAS, on April 7, 1997, the Town of Los Gatos entered into an agreement, a copy of
which is on file with the Town Clerk's office and is incorporated by reference herein, with Kutzmann
& Associates, Inc. for supplemental plan check services on an as needed basis;
WHEREAS, Section 6 of the Agreement states that total compensation shall not exceed the
amount authorized by the Town Council; and
IT IS FURTHER RESOLVED, that the Expense Budget Account #3430-61012 for fiscal
year 1997-98 is hereby increased by $20,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 4th day of May, 1998 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
INTERNAL TRACKING
DEPTMENT:
AGENDA ITEM:
-P-A)
L/C-642 d/e A9VZ/2
RESO/ORD NUMBER: / 997 63
DATE
BY
LIST IN BOOK
ON DISC OR SHARE. FORM SENT TO DEPT.
/5j(,(,),7L
PUBLISH IF REQUIRED - Date of Publication
ORDINANCES ONLY
WHEN SIGNATURE AND /s/ COPY (1 EACH) returned,
LIST ON SIGNATURE TRACKING & SEND TO MAYOR
.,-
,--e-
MAIL TO DISTRIBUTION LIST
NO.of COPIES:
PROOF OF MAILING PREPARED
SIGN BY CLERK/SEAL
P
FILE IN VAULT
CODIFICATION IF ORDINANCE
cllc:d16:\other1ordref2
OFF E OF THE TOWN CLERK
ORDu' ANCES & RESOLUTIONS
ORIGINATING DEPT:
COUNCIL AGENDA DATE:
COUNCIL AGENDA ITEM:
SUBJECT:
Number:
Date of Adopt:
PPu)
Jam- /- 49d
1/�
RESOLUTION
A -/-
PUBLICATION REQUIREDt
COUNCIL ACTION:
AYES:
NAYS:
ABSENT:
ABSTAIN:
CLLQ
COUNCIL MEMBERS NAMES:
Number.
Date of Intro:
Date of Adopt:
ZONE CHANGE:
Randy Attaway, Joanne Benjamin, Steven Blanton, Jan Hutchins,
Mayor(or Chairman) LINDA LUBECK
ORDINANCE
ORDINANCES and RESOLUTIONS MUST BE RETURNED TO TOWN CLERK
BY WEDNESDAY AT 12 NOON.
ORDINANCES MUST BE READY FOR IMMEDIATE PUBLICATION
TC: D7: RESO-ORD
RESOLUTION 1998 - 50
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
APPROVING A BUDGET ADJUSTMENT FOR PLAN CHECK
CONSULTANT SERVICES WITH
KUTZMANN & ASSOCIATES, INC.
WHEREAS, on April 7, 1997, the Town of Los Gatos entered into an agreement, a copy
of which is on file with the Town Clerk's office and is incorporated by reference herein, with
Kutzmann & Associates, Inc. for supplemental plan check services on an as needed basis;
WHEREAS, Section 6 of the Agreement states that total compensation shall not exceed
the amount authorized by the Town Council; and
IT IS FURTHER RESOLVED, that the Expense Budget Account #3430-61012 for
fiscal year 1997-98 is hereby increased by $20,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 4th day of May, 1998 by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Joanne Benjamin, Steven Blanton, Jan Hutchins,
Mayor Linda Lubeck.
NAYS:
AB SENT:
AB STAIN:
ATTEST:
None
None
None
SIGNED: /s/ Linda Lubeck
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
00
Town Council Minutes May 4, 1998
Redevelopment Agency Los Gatos, California
MINUTES OF APRIL 20, 1998 (06.V)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council approve the Minutes of
April 20, 1998 as corrected on page 7 under the "Secondary Unit," motion by Mr. Blanton as
follows: Mr. Blanton noted for the record that he believes this option does include sufficient
protection for existing neighborhoods. Carried unanimously.
TREASURER'S REPORT (07.V)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council accept and file the
Treasurer's Report as of March 31, 1998. Carried unanimously.
COMMEMORATIVE PLAQUE/RAY STOWELL/SENIOR ART CONTRIBUTIONS (08.44)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council approve request by the Los
Gatos -Saratoga Department of Community Education and Recreation to place a plaque in the
Neighborhood Center recognizing Ray Stowell for his contributions to senior art. Carried
unanimously.
PG&E SUBSTATION/FACILITATION/CPUC REPORT (09.09)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council accept report on CPUC
Commissioner Bilas' intent for the facilitation on PG&E substation matter. Carried
unanimously.
GENERAL PLAN COMMITTEE/COMPOSITION OF MEMBERS/RESOLUTION 1998-49 (10.20)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-49
entitled, RESOLUTION OF THE TOWN OF LOS GATOS CHANGING THE COMPOSITION
OF THE GENERAL PLAN COMMITTEE TO REDUCE THE NUMBER OF BUSINESS
REPRESENTATIVES AND INCREASE THE NUMBER OF TOWN RESIDENTS AND
RESCIND RESOLUTION 1996-8$, Carried by a vote of 4 ayes. Mr. Attaway voted no.
PLAN CHECK SERVICES/KUTZMANN & ASSOC/RESOLUTION 1998-50 (11.28)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-50
entitled, RESOLUTION OF THE TOWN OF LOS GATOS APPROVING A BUDGET
ADJUSTMENT FOR PLAN CHECK CONSULTANT SERVICES WITH KUTZMANN &
ASSOCIATES. INC, Carried unanimously.
PERSONAL COMPUTER PURCHASES/POLICE/RESOLUTION 1998-51 (12.09)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-51
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE EXECUTION
OF AN AGREEMENT WITH COMPUTERLAND OF ALMADEN FOR PURCHASE OF
COMPUTER HARDWARE. SOFTWARE AND SERVICES, Carried unanimously.
CAPITAL IMPROVEMENT PROGRAM FY 1998-2003/RESOLUTION 1998-52 (13.05)
Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-52
entitled, RESOLUTION OF THE TOWN OF LOS GATOS APPROVING 1998-2003 CAPITAL
IMPROVEMENT PROGRAM. Carried unanimously.
TC: D 10: MM050498
2