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3 - CDD Section5/12/2011 PROPOSED D - 65 Community Development Department DEPARTMENT PURPOSE The Community Development Department works with elected and appointed officials, other departments, and the community to guide the physical growth, development, and redevelopment of the Town. It accomplishes this by providing current and advanced planning, redevelopment, affordable housing, code compliance, building inspection, and other development-related activities. The community assists the department’s efforts through participation on the Planning Commission, Historic Preservation Committee, Conceptual Development Advisory Committee, General Plan Committee, and related subcommittees, all of which are supported by department staff. In coordination with the Town Manager’s Office, the Department guides management of the Redevelopment Agency and Affordable Housing Programs, and supports the Town’s Economic Vitality Program. BUDGET OVERVIEW The Community Development Department will continue to work on a large number of advanced planning and development review applications in FY 2011/12. The complexity and scope of these projects are significant and will require that Town Council set priorities for the advance planning workload as new projects arise. In keeping with the Town’s financial policies, the development-related services provided by the Community Development Department are supported by fees based on the actual costs of the services. On a regular basis, the Town analyzes the actual costs associated with development services to ensure that development fees achieve the goal of providing largely cost-recovery services. Anticipated revenues resulting from the adopted fee schedule are reflected in the budget. The anticipated revenues will provide increased although not full cost recovery for building inspection, plan check services, and planning services. Limited funding is provided through the General Fund to cover the costs associated with special advanced planning projects that are unrelated to the development services provided by the department. Established fee rates include department-wide development support services. Consequently, actual cost recovery is to be viewed with a departmental perspective, not on a program-by-program basis. 5/12/2011 PROPOSED D – 66 COMMUNITY DEVELOPMENT DEPARTMENT  For FY 2011/12, total department budgeted revenues are projected to be slightly lower than previous years due to the continuing economic recession. As part of the adopted FY 2011/12 Comprehensive Fee Schedule, Community Development fees will be adjusted based on the Consumer Price Index (CPI). It is anticipated that these increases better reflect the cost of service delivery in FY 2011/12. Budgeted salary and benefit expenditures reflect a slight increase due to the transfer of 0.40 FTE from the Finance Department to the BMP Housing Program. This will help to balance increased workload due to the consolidation of housing related duties formally handled by multiple departments. The department will continue to share a 0.50 FTE Building Inspector with the Parks and Public Works Department, generating a 15% reduction of operating expenses. In addition, the Building Division will continue to absorb building inspection costs for the new Town Library. Should the local economic situation improve, these reductions as well as the positions that were eliminated in FY 2009/10 and FY 2010/11 will be re- evaluated accordingly. The reduction of public counter hours (8:00 a.m. – 1:00 p.m., Monday – Friday) that was established in FY 2009/10 will continue into the next fiscal year to enhance operational efficiencies with limited impact on customers. Overall, the department budget remains balanced with limited funding provided through the General Fund. ACCOMPLISHMENTS Core Values Accomplishments Community Character Preserve and enhance the appearance, character and environmental quality of the community • Adoption of the General Plan and Housing Element • Approval of the new Safeway • Approval of the Placer Oaks development • Approval of the Linda Avenue development • Commenced the North 40 Specific Plan EIR process and oversight of the North 40 Specific Plan revision • Commenced the Sustainability Action Plan • Commenced the Medical Marijuana Ordinance • Commenced the alcohol policy update and entertainment policy update • Commenced the riparian policy • Completion of the Hazardous Mitigation Plan 5/12/2011 PROPOSED D - 67 COMMUNITY DEVELOPMENT DEPARTMENT  2007/082008/092009/102010/112010/112011/12 ActualsActualsActualsAdoptedEstimatedAdopted REVENUES Licenses and Permits1,991,785 1,357,518 1,528,542 1,527,500 1,552,500 1,492,500 Service Charges962,264 1,342,694 1,903,643 1,572,926 1,180,426 1,409,351 Fines & Forfeitures100 400 1,900 500 83,930 1,000 Other Sources(26) 1 1 10,300 10,306 10,848 TOTAL REVENUES2,954,123 2,700,613 3,434,086 3,111,226 2,827,162 2,913,699 EXPENDITURES Salaries and Benefits2,096,799 2,094,486 1,987,233 1,966,177 1,914,258 2,093,150 Operating Expenditures687,420 979,509 1,202,185 1,190,730 818,230 899,211 Fixed Assets20,000 - - - - - Internal Service Charges233,263 223,608 216,293 207,302 204,151 218,263 Fund Transfers Out- - - - - - TOTAL EXPENDITURES3,037,482 3,297,603 3,405,711 3,364,209 2,936,639 3,210,624 EXPENDITURES BY PROGRAM Administration105,251 89,769 106,347 141,966 147,763 142,913 Developmental Review953,049 846,854 792,228 811,430 807,605 834,475 Code Compliance51,042 54,048 26,903 48,666 45,077 46,327 Inspection Services1,290,319 1,201,569 1,159,387 1,036,499 1,022,651 1,055,360 Advanced Planning167,586 324,709 371,140 340,422 327,991 354,350 BMP Housing Program- - - 69,226 67,052 107,699 Pass-Through Accounts470,235 780,654 949,706 916,000 518,500 669,500 TOTAL EXPENDITURES3,037,482 3,297,603 3,405,711 3,364,209 2,936,639 3,210,624 DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES 5/12/2011 PROPOSED D – 68 COMMUNITY DEVELOPMENT DEPARTMENT  Full Time Equivalents (FTE) Authorized2007/082008/092009/102010/112011/12 General Fund StaffingPositionsFundedFundedFundedFundedFunded Community Development Dir.0.80 0.90 0.80 0.80 0.80 0.80 Asst. Community Dev. Dir.- 0.65 0.80 0.80 - - Deputy Town Manager- - - 1.00 - - Planning Manager0.90 - - - 0.90 0.90 Building Official1.00 1.00 1.00 1.00 1.00 1.00 Economic Vitality Manager0.20 0.20 0.20 0.20 0.20 0.20 Administrative Analyst0.80 0.40 0.40 0.40 0.40 0.80 Administrative Secretary1.00 1.00 1.00 1.00 1.00 1.00 Secretary III1.00 1.00 1.00 1.00 1.00 1.00 Senior Planner1.75 1.00 1.00 1.00 1.75 1.75 Associate Planner2.00 2.80 2.60 1.80 1.00 2.00 Planner- 1.00 1.00 1.00 1.00 - Assistant Planner- 1.00 1.00 1.00 - - Planning Technician0.50 - - - 0.50 0.50 Building Inspector3.50 4.00 4.00 4.00 3.50 3.50 Code Compliance Officer- 1.00 1.00 - - - Counter Technician2.00 2.00 2.00 2.00 2.00 2.00 Total General Fund FTEs15.45 17.95 17.80 17.00 15.05 15.45 Redevelopment Agency Community Development Dir.0.20 0.10 0.20 0.20 0.20 0.20 Asst. Community Dev. Dir.- 0.35 0.20 0.20 - - Planning Manager0.10 - - - 0.10 0.10 Administrative Analyst0.20 0.20 0.20 0.20 0.20 0.20 Senior Planner0.25 - - - 0.25 0.25 Associate Planner- 0.20 0.40 0.20 - - Total Redevelopment FTEs0.75 0.85 1.00 0.80 0.75 0.75 Total Community Dev. FTEs16.20 18.80 18.80 17.80 15.80 16.20 Temporary Staff Hours Intern I- - - - 1,620 Building Inspector120 - - - - Total Annual Hours120 - - - 1,620 DEPARTMENT STAFFING 5/12/2011 PROPOSED D - 69 Community Development Department COMMUNITY DEVELOPMENT ADMINISTRATION PROGRAM 3101 PROGRAM PURPOSE The Administration Program supports the delivery of all Community Development Department services. Staff assigned to this program work with other agencies, boards, commissions, and committees to represent the Town’s interests. Staff serves on the Valley Transportation Authority (VTA) Technical Advisory Committee and Land Use and Transportation Integration Working Group. Administrative support is provided to the Planning Commission including the preparation of agenda packets for 22 scheduled Planning Commission meetings per year. Management of department operations is a component of this program, including personnel and budget administration. BUDGET OVERVIEW The FY 2011/12 budget reflects an increase in operating expenditures from the FY 2010/11 budget mainly due to an increase in benefit expenses and internal service charges. The Administration Program continues to keep the Community Development Department focused on management of the department, including budget preparation and monitoring. 5/12/2011 PROPOSED D – 70 COMMUNITY DEVELOPMENT DEPARTMENT  Administration 2007/082008/092009/102010/112010/112011/12 ActualsActualsActualsAdoptedEstimatedAdopted REVENUES Licenses and Permits- - - - - - Service Charges- - - - - - Other Sources- - - - - - TOTAL REVENUES- - - - - - EXPENDITURES Salaries and Benefits69,838 56,828 75,264 103,799 109,827 108,749 Operating Expenditures7,332 6,774 3,691 10,190 10,190 6,150 Internal Service Charges28,081 26,167 27,392 27,977 27,746 28,014 TOTAL EXPENDITURES105,251 89,769 106,347 141,966 147,763 142,913 SUMMARY OF REVENUES AND EXPENDITURES FY 2011/12 KEY PROJECTS Core Values Key Projects Good Governance Ensure responsive, accountable and collaborative government Staff Training The department will continue to build the capacity of Community Development staff to carry out broad job responsibilities and conduct in-house training, participate in select outside training, and support continuing education. Coordinate Retreat The department will coordinate the annual Town Council/Planning Commission retreat and implement follow-up action,s and conduct annual departmental retreats. Civic Enrichment Foster opportunities for citizen involvement, and cultural, recreational and individual enrichment Planning Commission Training Training will continue to be provided for the Planning Commission, emphasizing the role of the Commission, communication with applicants, how a quasi-judicial body performs its duties, Brown Act, and various aspects of Town regulations and procedures. 5/12/2011 PROPOSED D - 71 COMMUNITY DEVELOPMENT DEPARTMENT  Administration KEY PROGRAM SERVICES • Set and monitor goals for the department and staff • Manage department operations, including preparing and managing the department budget • Provide support for Town Council and Planning Commission meetings • Provide support on Town projects and initiatives including planning and building issues • Oversee General Plan implementation • Oversee the Housing Element implementation • Provide oversight on the North 40 Specific Plan and EIR preparation • Develop and mentor department staff • Manage annual department work plan Full Time Equivalent (FTE) Authorized2007/082008/092009/102010/112011/12 Town Staff PositionsFundedFundedFundedFundedFunded Community Development Dir.0.15 0.05 0.05 0.05 0.15 0.15 Asst. Community Dev. Dir.- 0.05 0.05 0.05 - - Planning Manager0.10 - - - 0.10 0.10 Economic Vitality Manager0.20 0.20 0.20 0.20 0.20 0.20 Administrative Analyst0.10 0.10 0.10 0.10 0.10 0.10 Administrative Secretary0.10 0.10 0.10 0.10 0.10 0.10 Secretary III0.05 0.05 0.05 0.05 0.05 0.05 Total Administration FTEs0.70 0.55 0.55 0.55 0.70 0.70 ADMINISTRATION PROGRAM STAFFING 5/12/2011 PROPOSED D – 72 5/12/2011 PROPOSED D - 73 Community Development Department DEVELOPMENT REVIEW PROGRAM 3201 PROGRAM PURPOSE Development Review facilitates the development of land and structures consistent with Town codes, plans, and policies. This is accomplished through meeting with and advising project applicants, and analyzing and processing of all development applications including environmental review, plan check, and inspection. The process involves an assessment of a project's consistency and compliance with the General Plan, Hillside Specific Plan, Town Code, and other applicable Town regulations. BUDGET OVERVIEW As noted in the department budget overview, Development Review-related fees reflect the FY 2011/12 approved fee schedule. This increase in fees helps to support the increase in operating expenses, thereby ensuring at least partial ongoing cost recovery. FY 2011/12 budgeted revenues are lower than prior year budgeted revenues due to the continuing economic recession that is particularly affecting the construction industry. The FY 2011/12 budget reflects an increase in benefit expenses and internal service charges. 5/12/2011 PROPOSED D – 74 COMMUNITY DEVELOPMENT DEPARTMENT  Development Review 2007/082008/092009/102010/112010/112011/12 ActualsActualsActualsAdoptedEstimatedAdopted REVENUES Licenses and Permits496,441 405,527 556,302 477,500 477,500 442,500 Service Charges150,879 133,360 205,208 100,000 135,000 120,000 TOTAL REVENUES647,320 538,887 761,510 577,500 612,500 562,500 EXPENDITURES Salaries and Benefits825,884 709,723 589,036 646,739 619,340 687,125 Operating Expenditures73,638 91,494 163,402 122,500 147,500 103,234 Internal Service Charges53,527 45,637 39,790 42,191 40,765 44,116 TOTAL EXPENDITURES953,049 846,854 792,228 811,430 807,605 834,475 SUMMARY OF REVENUES AND EXPENDITURES FY 2011/12 KEY PROJECTS Core Values Key Projects Good Governance Ensure responsive, accountable and collaborative government Development Team Continuous Improvement The Development Team (Community Development, Parks and Public Works, Fire, and Police Departments will continue to focus on evaluating processes, procedures, and systems; defining roles and responsibilities; building capacity; and obtaining input and feedback from customers to continue to improve the development review process. Process Improvements The following key activities will be continued to enhance the development review process: coordinate Arborist/Architect/Landscape Water and Conservation consultants peer review process, revise/update development application forms and website information, and implement Town Code amendments to improve the development process. Community Character Preserve and enhance the appearance,character and environmental quality of the community Major Development Applications Pending Includes the following known properties: • East Honda Site Redevelopment – in progress • Dittos Lane Redevelopment – in progress • Chevrolet Site Redevelopment • Swanson Ford Redevelopment – in progress • 475-485 Alberto Way – in progress • McHugh Site Redevelopment • North 40 Specific Plan, Development Agreement, and EIR – in progress • Update Los Gatos Boulevard Plan • Albright Redevelopment and Development Agreement – in progress 5/12/2011 PROPOSED D - 75 COMMUNITY DEVELOPMENT DEPARTMENT  Development Review KEY PROGRAM SERVICES Provide support for the following boards and commissions: • Planning Commission • Development Review Committee • Historic Preservation Committee • Conceptual Development Advisory Committee • General Plan Committee • Various subcommittees • North 40 Specific Plan Advisory Committee Analyze and process the following types of applications: • General Plan amendments • Town Code amendments • Rezoning and Planned Developments • Architecture and Site • Variances • Conditional Use Permits • Minor Residential Development • Subdivisions • Agricultural Preserve Contracts • Home Occupation Permits • Certificates of Use and Occupancy • Sign and Banner Permits • Secondary Dwelling Units • Mobile Home Park Conversions • Environmental Review Other Major Pending Projects • Water Efficiency Landscape Ordinance Update • Alcohol Policy Update • Riparian Policy • Medical Marijuana Ordinance • Entertainment Policy • Expansion of restaurants into Downtown Retail Space Study Core Values Key Projects Fiscal Stability Maintain ongoing fiscal stability to provide cost effective core services that meet the needs of the community Town Entertainment and Alcohol Policies • Review and revise the Town policy related to the service of alcohol in restaurants and other establishments. • Develop an Entertainment Policy • Develop a Business Diversity Policy • Incorporate restaurants into Downtown Retail Space Study 5/12/2011 PROPOSED D – 76 COMMUNITY DEVELOPMENT DEPARTMENT  Development Review Full Time Equivalent (FTE) Authorized2007/082008/092009/102010/112011/12 Town Staff PositionsFundedFundedFundedFundedFunded Community Development Dir.0.15 0.30 0.25 0.25 0.15 0.15 Asst. Community Dev. Dir.- 0.40 0.30 0.30 - - Planning Manager0.75 - - - 0.70 0.75 Building Official0.10 0.10 0.10 0.10 0.10 0.10 Administrative Analyst0.15 0.15 0.15 0.15 0.15 0.15 Administrative Secretary0.65 0.65 0.65 0.65 0.65 0.65 Secretary III0.75 0.75 0.75 0.75 0.75 0.75 Senior Planner0.50 0.75 0.75 0.75 0.50 0.50 Associate Planner1.60 1.80 1.65 1.05 0.80 1.60 Planner- 0.90 0.80 0.80 0.80 - Assistant Planner- 0.80 0.80 0.80 - - Planning Technician0.50 - - - 0.50 0.50 Sr. Building Inspector- - - - - - Code Compliance Officer- 0.15 0.15 - - - Counter Technician0.10 0.10 0.10 0.10 0.10 0.10 Total Development Review FTEs5.25 6.85 6.45 5.70 5.20 5.25 2007/082008/092009/102010/112011/12 Temporary Staff HoursFundedFundedFundedFundedFunded - - - - - Intern I- - - - 1,620 Total Annual Hours- - - - 1,620 DEVELOPMENT REVIEW PROGRAM STAFFING 5/12/2011 PROPOSED D - 77 COMMUNITY DEVELOPMENT DEPARTMENT  Development Review Performance Objectives and Measures 2007/08 Actual 2008/09 Actual 2009/10 Actual 2010/11 Estimated 2011/12 Budget 1 a.Percentage of permits processed within adopted cycle times:100%100%100%100%100% 2. a.Percentage of applications continued by Planning Commission:5%3%4%3%3% b.Percentage of Planning Commission decisions upheld by Town Council:95%95%95%95%95% Activity and Workload Highlights 2007/08 Actual 2008/09 Actual 2009/10 Actual 2010/11 Estimated 2011/12 Budget 1.695525512530550 2.2221242122 3.4,2569,71413,79110,00015,000 4.4336444040 Facilitate the development of land and structures consistent with Town codes, plans and policies. Number of referrals to consulting architect: Number of Planning Commission Hearings: Number of Public Notices: Number of applications processed: Analyze and process development applications efficiently and effectively. 5/12/2011 PROPOSED D – 78 5/12/2011 PROPOSED D - 79 Community Development Department ADVANCED PLANNING PROGRAM 3202 PROGRAM PURPOSE The Advanced Planning Program guides the physical development of the community consistent with the General Plan, Hillside Specific Plan, and Town Codes, which are kept relevant and current through approved amendments. Staff updates official Town maps to ensure they are clear and accurate. Staff undertakes special projects and studies to meet the evolving needs of the community and provides staff support for the General Plan Committee and any Council-appointed subcommittees. BUDGET OVERVIEW The FY 2011/12 budgeted revenues will remain at the same level as FY 2010/11. The budgeted expenditures have been adjusted due to the development of the North 40 Specific Plan. Based on the department’s commitment to cost recovery, the North 40 majority property owner will be responsible for reimbursing the Town for staff time, materials, and any consultant expenses incurred while developing the Specific Plan. 5/12/2011 PROPOSED D – 80 COMMUNITY DEVELOPMENT DEPARTMENT  Advanced Planning 2007/082008/092009/102010/112010/112011/12 ActualsActualsActualsAdoptedEstimatedAdopted REVENUES Service Charges56,099 236,298 441,147 299,000 244,000 299,000 TOTAL REVENUES56,099 236,298 441,147 299,000 244,000 299,000 EXPENDITURES Salaries and Benefits122,851 274,513 318,908 285,399 273,356 302,988 Operating Expenditures34,452 35,705 35,724 38,390 38,390 34,602 Internal Service Charges10,283 14,491 16,508 16,633 16,245 16,760 TOTAL EXPENDITURES167,586 324,709 371,140 340,422 327,991 354,350 SUMMARY OF REVENUES AND EXPENDITURES FY 2011/12 KEY PROJECTS Core Values Key Projects Community Character Preserve and enhance the appearance, character and environmental quality of the community General Plan and Housing Element Update During FY 2011/12, staff will develop and implement various General Plan and Housing Element programs, including Affordable Housing Strategies/Affordable Housing Overlay Zone; the Sustainability Action Plan; and Zoning Code Amendments to provide consistency with the Housing Element Goals, Policies, and Actions. North 40 Specific Plan In early 2011, the Town Council approved the work plan for the North 40 Specific Plan revision. Completion of the Specific Plan is intended to facilitate the implementation of General Plan land use designation, policies, and development principles established for the North 40 area. The North 40 Specific Plan revision is anticipated to be complete by July 2012. 5/12/2011 PROPOSED D - 81 COMMUNITY DEVELOPMENT DEPARTMENT  Advanced Planning KEY PROGRAM SERVICES • Preparation of plans, amendments, administrative policies, ordinances, and maps • Management of consultants assisting with the North 40 Specific Plan revision • Implementation of the General Plan and Housing Element • Management of the consultant assisting with the Climate Action Plan Full Time Equivalent (FTE) Authorized2007/082008/092009/102010/112011/12 Town StaffPositionsFundedFundedFundedFundedFunded Community Development Dir.0.40 0.10 0.30 0.30 0.40 0.40 Asst. Community Dev. Dir.- 0.05 0.30 0.30 - - Deputy Town Manager- - - 1.00 - - Administrative Secretary0.05 - - 0.05 0.05 0.05 Secretary III0.15 - - 0.05 0.15 0.15 Senior Planner1.20 0.10 0.10 0.10 1.20 1.20 Associate Planner0.10 0.55 0.60 0.55 0.05 0.10 Planner- - 0.05 0.05 0.05 - Assistant Planner- 0.05 0.05 0.05 - - Total Advanced Planning FTEs1.90 0.85 1.40 2.45 1.90 1.90 ADVANCED PLANNING PROGRAM STAFFING Performance Objectives and Measures 2007/08 Actual 2008/09 Actual 2009/10 Actual 2010/11 Estimated 2011/12 Budget 1. a.Percentage of General Plan implementation measures completed within cycle time:N/AN/AN/A100%100% 2. a.Percentage of committee directives resulting in plan adoption:100%100%N/AN/AN/A b.Percentage of special studies adopted:50%100%N/A100%100% Activity and Workload Highlights 2007/08 Actual 2008/09 Actual 2009/10 Actual 2010/11 Estimated 2011/12 Budget 1.22125 2.33022 3. 44055 4.33222 Guide the physical development of the community consistent with the General Plan, Hillside Specific Plan, and Town Codes. Number of General Plan amendments requested: Number of Planning Commission directives received: Number of General Plan implementation measures completed: Number of special studies completed: Meet the evolving needs of the community and provide staff support to advisory committees. 5/12/2011 PROPOSED D – 82 5/12/2011 PROPOSED D - 83 Community Development Department BUILDING & INSPECTION SERVICES PROGRAM 3301 PROGRAM PURPOSE This program helps to ensure safe, healthy, and attractive property improvements by facilitating the issuance of permits and compliance with codes, policies, guidelines, and standards. Staff assigned to this program provide information concerning building regulations; maintain the computerized permit tracking and plan check systems; inspect commercial and residential buildings under construction; provide plan check review for compliance with the International Building Codes, disabled access regulations, and other state and local ordinances; and coordinate the duties of the plan check consultant, which provides complex structural and engineering plan check services. BUDGET OVERVIEW FY 2011/12 budgeted revenues are budgeted slightly higher due to an expected increase in activity in FY 2011/12. Overall program budgeted expenditures for FY 2011/12 reflect an increase compared to FY 2010/11 partially due to a FTE program reallocation and internal service charges. The Building Inspectors continue to handle the storm water management inspections for all building permits with the potential to generate non-point source storm water runoff during construction as part of the National Pollutant Discharge Elimination System (NPDES) program. The Building Division is absorbing most of the code enforcement work load with the elimination of the Code Enforcement Officer position in FY 2009/10. A contract Plan Check Engineer continues to provide plan check services on a cost recovery basis. The San Francisco Regional Water Quality Control Board issued a new NPDES permit for the municipalities in Santa Clara County in 2009. The new NPDES permit implements significant new requirements on development projects that could impact Town staffing resources. Staff will monitor the new permit and evaluate the potential to recover additional costs imposed by the NPDES permit during FY 2011/12. 5/12/2011 PROPOSED D – 84 COMMUNITY DEVELOPMENT DEPARTMENT  Building & Inspection Services 2007/082008/092009/102010/112010/112011/12 ActualsActualsActualsAdoptedEstimatedAdopted REVENUES Licenses and Permits1,495,344 951,991 972,240 1,050,000 1,075,000 1,050,000 Service Charges285,171 192,387 307,577 199,000 224,000 224,000 Other Sources(26) 1 1 - 6 - TOTAL REVENUES1,780,489 1,144,379 1,279,818 1,249,000 1,299,006 1,274,000 EXPENDITURES Salaries and Benefits1,034,300 1,007,010 981,875 851,371 838,311 879,155 Operating Expenditures100,851 63,324 49,526 71,200 71,200 55,025 Fixed Assets 20,000 - - - - Internal Service Charges135,168 131,235 127,986 113,928 113,140 121,180 Fund Transfers Out- - - - - TOTAL EXPENDITURES1,290,319 1,201,569 1,159,387 1,036,499 1,022,651 1,055,360 SUMMARY OF REVENUES AND EXPENDITURES 5/12/2011 PROPOSED D - 85 COMMUNITY DEVELOPMENT DEPARTMENT  Building & Inspection Services FY 2011/12 KEY PROJECTS Core Values Key Projects Community Character Preserve and enhance the appearance, character and environmental quality of the community Public Information on Building Codes Staff will continue to provide updated forms and information through the Town’s website as well as assisting customers with online permitting, processing, and information when the new system is released. Staff will continue to correct and clarify the Town’s official street address file. Inspection Services on Larger Projects Several significant projects will continue into FY 2011/12, including the new Town Library, 19-unit Thrash House development, mini-storage facility at 950 University Avenue, several new large custom homes, and the construction of the replacement Safeway grocery store. Staff will endeavor to provide next-day inspection services even with the increased inspection workload from these projects. Major Building Projects Pending Includes the following known properties: • Dermer Office Building on Winchester Boulevard. • Large custom residences on Camino del Cerro, Foster Road, High Street, Panorama Way, Phillips Avenue, Larga Vista, and Suview Drive. Good Governance Ensure responsive, accountable and collaborative government Web Permitting Staff will be working with Accela, Inc. and TruePoint Solutions to complete the implementation of web permitting for simple permits. Improvements to Plan Checking Services To improve the efficiency of the plan checking process, the Building Division will: coordinate with the Santa Clara County Fire Department and Planning Division to expedite commercial tenant improvements, and continue to increase the number of internal plan checks by building inspection staff. The goal is to decrease the plan check consultant workload and reduce time required to conduct a plan check to provide a higher level of service. 5/12/2011 PROPOSED D – 86 COMMUNITY DEVELOPMENT DEPARTMENT  Building & Inspection Services KEY PROGRAM SERVICES Inspection Services: • Perform on-site field inspections for all buildings and structures under construction • Investigate Housing Code violations • Assist contractors, architects, engineers, and the general public with construction questions Building Counter Services: • Coordinate building permit applications with other departments and agencies • Review workers’ compensation requirements and contractors’ licenses • Maintain the computerized permit tracking and plan check systems including data entry for permit activity • Produce and distribute reports on statistical information regarding building and related permit activity • Distribute and track plans, and calculate and collect fees Plan Check Services: • Perform complex professional building, structural, and life safety plan review of commercial, industrial, and residential buildings per the International Building Codes, state regulations, and local ordinances. • Coordinate building information and activity with other department and agencies • Provide building code information to customers Full Time Equivalent (FTE) Authorized2007/082008/092009/102010/112011/12 Town StaffPositionsFundedFundedFundedFundedFunded Community Development Dir.0.05 0.40 0.15 0.15 0.05 0.05 Asst. Community Dev. Dir.- 0.10 0.10 0.10 - - Building Official0.75 0.90 0.90 0.90 0.75 0.75 Administrative Analyst0.15 0.15 0.15 0.15 0.10 0.15 Administrative Secretary- 0.20 0.20 0.15 - - Secretary III0.05 0.20 0.20 0.15 0.05 0.05 Senior Planner0.05 0.15 0.15 0.15 0.05 0.05 Associate Planner0.30 0.45 0.35 0.20 0.15 0.30 Planner- 0.10 0.15 0.15 0.15 - Assistant Planner- 0.15 0.15 0.15 Building Inspector3.50 4.00 4.00 4.00 3.50 3.50 Code Compliance Officer- 0.10 0.10 - - - Counter Technician1.90 1.90 1.90 1.90 1.90 1.90 Total Building and Inspection FTEs6.75 8.80 8.50 8.15 6.70 6.75 2007/082008/092009/102010/112011/12 Temporary Staff HoursFundedFundedFundedFundedFunded Building Inspector 120 - - - Total Annual Hours120 - - - - BUILDING & INSPECTION SERVICES PROGRAM STAFFING 5/12/2011 PROPOSED D - 87 COMMUNITY DEVELOPMENT DEPARTMENT  Building & Inspection Services Performance Objectives and Measures 2007/08 Actual 2008/09 Actual 2009/10 Actual 2010/11 Estimated 2011/12 Budget 1. a.Percentage of inspections delivered within cycle times: 100%100%100%100%100% b.Percentage of plan checks completed within cycle times: 95%95%95%95%95% Activity and Workload Highlights 2007/08 Actual 2008/09 Actual 2009/10 Actual 2010/11 Estimated 2011/12 Budget 1.10,89410,2808,9169,2009,300 2.647*486770800830 3.1280*1,0661,1791,2141,226 4.1276*1,0241,1651,1991,211 * Combination permits were created upon implementation of the new Accela Permits System. Combination permits will reduce numbers to roughly 50%. Number of Building Division permits issued: Number of building plan checks completed: Number of Building Division permit applications received: Number of inspections conducted: Ensure safe, healthy, and attractive property improvements. 5/12/2011 PROPOSED D – 88 5/12/2011 PROPOSED D - 89 Community Development Department CODE COMPLIANCE PROGRAM PROGRAM 3401 PROGRAM PURPOSE The Code Compliance Program ensures property is used in a manner that is safe, healthy, and consistent with the community’s character as conveyed by the Town’s zoning regulations. Program staff identifies, investigates, and abates zoning violations, nonconforming uses, and other Town Code violations related to zoning issues. Enforcement activity is proactive and is designed to achieve timely compliance through ongoing education of the public to increase awareness of the Town’s zoning and sign regulations. Violations that affect life, health, and safety are given the highest priority. BUDGET OVERVIEW The Code Compliance Program budget includes revenue from the Administrative Citation Program established in FY 2003/04. With the added incentive to avoid fines, this program reduces the number of times Code Compliance must revisit an outstanding violation, thereby abating violations more effectively. The fines also reduce the financial burden on the General Fund by placing the cost of abating violations on the violator. Staff found that most violators chose to comply within the established time frame rather than pay a fine. Revenue for this program reflects a slight increase for FY 2011/12. The decrease in expenditures for the FY 2010/11 budget is due to the reallocation of staff to align with the workload in other programs and is directly related to the economic downturn. The duties of the Code Compliance Officer have been spread among staff in the Building and Planning Programs, which is possible due to the decline in building activity. 5/12/2011 PROPOSED D – 90 COMMUNITY DEVELOPMENT DEPARTMENT  Code Compliance Program 2007/082008/092009/102010/112010/112011/12 ActualsActualsActualsAdoptedEstimatedAdopted REVENUES Fines & Forfeitures100 400 1,900 500 83,930 1,000 TOTAL REVENUES100 400 1,900 500 83,930 1,000 EXPENDITURES Salaries and Benefits43,926 46,412 22,150 41,679 38,237 40,865 Operating Expenditures912 1,558 136 2,100 2,100 450 Internal Service Charges6,204 6,078 4,617 4,887 4,740 5,012 TOTAL EXPENDITURES51,042 54,048 26,903 48,666 45,077 46,327 SUMMARY OF REVENUES AND EXPENDITURES FY 2011/12 KEY PROJECTS KEY PROGRAM SERVICES • Resolve complex Town code and zoning violations • Enforce various Town codes, while focusing on obtaining voluntary compliance from the public • Educate residents and business and property owners about Town regulations • Review Home Occupation Permits for proper use in residential zones • Conduct inspections/investigations of structures/residences concerning public health-related issues • Coordinate with the Finance Department Business License Tax Division to ensure all operating businesses have a business license Core Values Key Projects Good Governance Ensure responsive, accountable and collaborative government Process Improvements During FY 2011/12, staff will continue to work with the Police, and Parks and Public Works Departments, and Town Attorney, on code compliance issues and the Administrative Citation Program. Staff will also evaluate the Town’s sign regulations and make any necessary changes to address compliance issues that have arisen with off-premise signs. 5/12/2011 PROPOSED D - 91 COMMUNITY DEVELOPMENT DEPARTMENT  Code Compliance Program Full Time Equivalent (FTE) Authorized2007/082008/092009/102010/112011/12 Town Staff PositionsFundedFundedFundedFundedFunded Community Development Dir.0.05 0.05 0.05 0.05 0.05 0.05 Asst. Community Dev. Dir.- 0.05 0.05 0.05 - - Building Official0.15 - - - 0.15 0.15 Administrative Secretary0.05 0.05 0.05 0.05 0.05 0.05 Code Compliance Officer- 0.75 0.75 - - - Total Code Compliance FTEs0.25 0.90 0.90 0.15 0.25 0.25 CODE COMPLIANCE PROGRAM STAFFING Performance Objectives and Measures 2007/08 Actual 2008/09 Actual 2009/10 Actual 2010/11 Estimated 2011/12 Budget 1. a.Percentage of complaints abated within cycle times:90%90%88%90%90% 2. a.Percentage of complaints resulting in court hearings:1%1%1%1%1% Activity and Workload Highlights 2007/08 Actual 2008/09 Actual 2009/10 Actual 2010/11 Estimated 2011/12 Budget 1.400400368410390 2.300350323360350 3.N/A200122436 4.55122436 Proactive enforcement activity to achieve timely compliance. Number of citations issued resulting in fines: Number of complaints abated: Total number of Administrative Citations: Number of complaints reported: Ensure properties in the Town of Los Gatos are used safely and are consistent with the Town's zoning regulations. 5/12/2011 PROPOSED D – 92 5/12/2011 PROPOSED D - 93 Community Development Department BMP HOUSING PROGRAM PROGRAM 3501 PROGRAM PURPOSE The purpose of the Housing Program is to provide for adequate housing for Los Gatos residents, regardless of age, income, race, or ethnic background. The Town encourages construction of housing adequate for future populations consistent with environmental limitations and in proper relationship to community facilities, open space, transportation, and small-town character. BUDGET OVERVIEW All expenditures in this program are funded by non-General Fund revenues. Below Market Price (BMP) activities are funded through BMP In-Lieu Fees, paid by developers for new housing. The majority of expenditures in this program are related to a service contract with the Housing Authority of Santa Clara County, which administers the Below Market Price Housing Program. Effective in FY 2010/11, the management and administration of this program has been transferred from multiple departments solely to the Community Development Department. To assist with this workload, 0.35 FTE has been transferred from the Finance Department to the CDD BMP Housing Program. 5/12/2011 PROPOSED D – 94 COMMUNITY DEVELOPMENT DEPARTMENT  BMP Housing Program 2007/082008/092009/102010/112010/112011/12 ActualsActualsActualsAdoptedEstimatedAdopted REVENUES Licenses and Permits- - - - - - Service Charges- - - 58,926 58,926 96,851 Fines & Forfeitures- - - - - - Other Sources- - - 10,300 10,300 10,848 TOTAL REVENUES- - - 69,226 69,226 107,699 EXPENDITURES Salaries and Benefits- - - 37,190 35,187 74,268 Operating Expenditures- - - 30,350 30,350 30,250 Internal Service Charges- - - 1,686 1,515 3,181 TOTAL EXPENDITURES- - - 69,226 67,052 107,699 SUMMARY OF REVENUES AND EXPENDITURES FY 2011/12 KEY PROJECTS KEY PROGRAM SERVICES • Administer the Below Market Price Housing Program. Full Time Equivalent (FTE) Authorized2007/082008/092009/102010/112011/12 Town StaffPositionsFundedFundedFundedFundedFunded Planning Manager0.05 - - - 0.10 0.05 Administrative Analyst0.40 - - - 0.05 0.40 Administrative Secretary0.15 - - - 0.15 0.15 Total BMP Housing FTEs0.60 - - - 0.30 0.60 BMP HOUSING PROGRAM STAFFING Core Values Key Projects Community Character Preserve and enhance the appearance, character and environmental quality of the community Below Market Price Housing (BMP) Program The BMP Program makes homes available for purchase or rent at below market prices to low and median income families. Eligibility for the BMP program is based on federal household income guidelines. In FY 2011/12, it is anticipated that four owner-occupied unit will be available for sale. 5/12/2011 PROPOSED D - 95 COMMUNITY DEVELOPMENT DEPARTMENT  BMP Housing Program Performance Objectives and Measures 2007/08 Actual 2008/09 Actual 2009/10 Actual 2010/11 Estimated 2011/12 Budget 1. Activity and Workload Highlights 2007/08 Actual 2008/09 Actual 2009/10 Actual 2010/11 Estimated 2011/12 Budget *** 1. 4042454547 2. 9494949593 * The Community Development Department administers the BMP program as of FY 2010/11. For fiscal years 2007/08, 2008/09 and 2009/10 it was administered by the Community Services Department. Number of rental housing units registered in the Below Market Price Housing Program: Number of owner-occupied housing units registered in the Below Market Price Housing Program: Provide for adequate housing for Los Gatos citizens, regardless of age, income, race, or ethnic background. 5/12/2011 PROPOSED D – 96 5/12/2011 PROPOSED D - 97 Community Development Department PASS –THROUGH ACCOUNTS PROGRAM 3999 PROGRAM PURPOSE This pass-through accounting structure separates Community Development program activities from the funding mechanism set up for external consultant services utilized to assist applicants in the planning, development, and building processes. Most pass-through activity is generated by development projects. Depending on the development project, an applicant may be required to deposit funds for architectural services, arborist services, environmental impact review services, and/or plan checking services with the Town. The Town retains these various services for an applicant’s projects and the consultants are subsequently paid out of the applicant’s account until the funds zero out. Any remaining balances are returned to the applicants. Pass-through funding is also utilized for the Town’s General Plan funding. General Plan Fees are collected for development projects and held in deposit until recognized as General Plan expenses as they are incurred during the year. BUDGET OVERVIEW There is no net budgetary impact to this program, as revenues will equal expenditures. The revenues and expenditures reflect estimates based on prior year trends. At fiscal year-end, actuals may differ substantially from original budgeted numbers as the quantity and size of development projects within the community in any given year is not known or determinable in advance. This budget reflects a reasonable estimate only. FY 2011/12 budgeted pass-through revenues and expenditures have been decreased due to the completion of the General Plan Update. The Housing Element project is in addition to several other projects that are anticipated to continue and/or will commence in FY 2011/12. 5/12/2011 PROPOSED D – 98 COMMUNITY DEVELOPMENT DEPARTMENT  Pass-Through Accounts 2007/082008/092009/102010/112010/112011/12 ActualsActualsActualsAdoptedEstimatedAdopted REVENUES Service Charges470,115 780,649 949,711 916,000 518,500 669,500 TOTAL REVENUES470,115 780,649 949,711 916,000 518,500 669,500 EXPENDITURES Salaries and Benefits- - - Operating Expenditures470,235 780,654 949,706 916,000 518,500 669,500 Fixed Assets - - - - - - Internal Service Charges- - - - - - TOTAL EXPENDITURES470,235 780,654 949,706 916,000 518,500 669,500 SUMMARY OF REVENUES AND EXPENDITURES