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Home My WebLink AboutMinutes - June 29, 2010 SSLODI CITY COUNCIL SHIRTSLEEVE SESSION CARNEGIE FORUM, 305 WEST PINE STREET TUESDAY, JUNE 29, 2010 A. Roll Call by City Clerk An Informal Informational Meeting ("Shirtsleeve" Session) of the Lodi City Council was held Tuesday, June 29, 2010, commencing at 7:02 a.m. Present: Council Member Johnson, Council Member Mounce, Mayor Pro Tempore Hitchcock, and Mayor Katzakian Absent: Council Member Hansen Also Present: Interim City Manager Bartlam, City Attorney Schwabauer, and Assistant City Clerk Robison B. Topic(s) B-1 Receive Presentation on FY 2010/11 Facility Use Rates for Parks and Recreation and Labor Rates for the Fire Department, Public Works Engineering Division, and Community Development Department (CM) With the aid of a PowerPoint, Interim City Manager Rad Bartlam introduced the subject matter of facility use rates for Parks and Recreation and labor rate modifications for Fire, Public Works, and Community Development, stating that this matter will come back before Council on July 7 for action. The facility rates for Parks and Recreation were last updated in 2006, and the labor rate model currently being utilized was established last year by Council for Community Development. In response to Council Member Johnson, Mr. Bartlam stated that the facility fees were constructed by Parks and Recreation, but the hourly rates were based upon the MGT America, Inc. methodology. Interim Parks and Recreation Director Jim Rodems stated that nine cities were surveyed for facility use fee methods and practices, the best structure was selected which would allow the fees to remain competitive in the local market, and the rate includes a component for facility maintenance. The proposed system changes from three fee categories to two: community groups and residents (i.e. 501(c)3 organizations and individuals with a Lodi mailing address) and non- resident and commercial (i.e. individuals and entities without a Lodi mailing address and for-profit entities regardless of mailing address). Council Member Johnson suggested amending the language regarding the Lodi mailing address as some addresses are listed as Lodi but are technically outside the City limits. Mr. Rodems and Mr. Bartlam stated that residency is verified with a City utility bill. Myrna Wetzel pointed out that some Lodi residents have a Woodbridge address, to which Mr. Bartlam responded that the physical address, not a PO Box, is used to determine residency. In response to Council Member Johnson, Mr. Rodems stated that rates for Hutchins Street Square were adjusted a number of years ago and staff determined that they were still competitive and did not need to be changed at this time. In response to Mayor Pro Tempore Hitchcock, Mr. Rodems stated that the Grape Bowl fees are changing from a flat rate to an hourly rate because of the reduction in maintenance due to the type of field that is being installed and to move to hourly rentals versus all -day rentals as it is now, Continued June 29, 2010 which would also increase the frequency of use. In response to Council Member Mounce, Mr. Rodems stated that, with regard to the Lodi Unified School District (LUSD) running events, staff did not differentiate between weekday and weekend meets, LUSD is now categorized as a community group, and there is no longer a separate rate. Staff is currently in negotiations with LUSD for the next ten-year joint use agreement, which may be ready for approval by the end of July. Fire Chief Kevin Donnelly reviewed the Fire Department labor rates, stating that the rates were first implemented in 2005, they were calculated similar to those in Community Development, and since that time plan check was moved into Community Development and the rates were adjusted accordingly. The current proposed model is for full cost recovery and includes administrative overhead. In response to Mayor Pro Tempore Hitchcock, Chief Donnelly stated that typical fees would be for inspections by captains, engineers, firefighters, and fire marshal, determinations by the Fire Chief, licensing, and fire investigations. Mayor Pro Tempore Hitchcock requested Council be provided with both the prior and proposed cost of services. In response to Council Member Mounce, Chief Donnelly stated that approximately 25 percent of the services provided by the Fire Department are billable. Council Member Johnson stated he provided Council with copies of an article from the Sacramento Bee regarding fire departments that are charging for some forms of emergency services and suggested Council discuss this type of approach. Public Works Director Wally Sandelin reviewed the Public Works Engineering Division labor rates, adding that having this rate would be beneficial when seeking reimbursement for state or federal projects and emergencies. He believed the proposed rates were fair and stated that the department would use them diligently. Mayor Pro Tempore Hitchcock stated she would like to see how Lodi's rates compare with other cities. Discussion ensued amongst Mayor Pro Tempore Hitchcock, Council Member Johnson, Mayor Katzakian, and Mr. Bartlam regarding fees and policies in various communities, reasons for the variety among cities, current economy, and discounted fees. Mr. Bartlam reviewed the Community Development Building Division and Planning Division labor rates, stating that there are decreases in a majority of the proposed hourly rates for both divisions and that the department is now picking up the full cost of the Community Development Director position due to the fact that the General Plan is complete. In response to Mayor Pro Tempore Hitchcock, Mr. Bartlam stated that the cost for professional services is folded into the overhead for the past year and into the next; however, the department will no longer be contracting out many of its services as the staffing level is adequate and there is a structural engineer on staff who can handle the technical plans. Mr. Bartlam stated that at the July 7 Council meeting staff will provide a comparison with adjacent cities and information regarding what types of services are being billed. In response to Council Member Johnson, Chief Donnelly outlined the different models among agencies regarding cost recovery for emergency services, stating that some departments charge for services such as vehicle accidents, DUls, and hazardous materials spills and that some bill the insurance company while others bill the individual directly. Council Member Johnson stated that perhaps taxpayers in the community should not be billed for emergency services but those N Continued June 29, 2010 who reside outside of the community should be. Chief Donnelly stated there is an option to charge those who are not currently paying for the service. Council Member Mounce stated she would not support charging Lodi citizens for emergency services, but would for those coming into the community. In response to Myrna Wetzel, Chief Donnelly stated that Lodi is a partner in the State's master mutual aid program and also participates in one locally for emergency response. Council Member Johnson suggested there be a Shirtsleeve Session to discuss possibilities for charging for emergency response services. Mr. Bartlam introduced newly appointed Electric Utility Director, Liz Kirkley. C. Comments by Public on Non -Agenda Items None. D. Adjournment No action was taken by the City Council. The meeting was adjourned at 7:45 a.m. ATTEST: Jennifer M. Robison Assistant City Clerk AGENDA ITEM elm' A% CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Receive Presentationon FY2010/1 1 Facility Use Rates for Parks and Recreation and Labor Rates for the Fire Department, Public Works Engineering Division, and Community Development Department MEETING DATE: June 29,2010 PREPARED BY. Deputy City Manager RECOMMENDED ACTION: Receive presentation on FY 2010/11 Facility Use Rates for Parks and Recreation and labor rates for the Fire Department, Public Works Engineering Division, and Community Development Department. BACKGROUND INFORMATION: Rates should be adjusted each budget cycle. With the adoption of the FY 2010/11 budget on June 2, 2010, staff is bringing forward rates based upon the adopted budget. Facility rates have been developed to fairly reflect the surrounding market. The proposed rates are divided into two categories: Community Groups and Residents (individuals and 501c3 organizations with a Lodi address) and Non - Resident and commercial groups. Facility rates have been reviewed, approved and recommended by the Parks and Recreation Commission. The labor rates presented are based upon a rate model developed by MGT America, Inc. for the Community Development Department and approved by Council last year. The proposed rates represent `fully loaded' labor rates and are intended to recoverthe full cost of the associated staff. FISCAL IMPACT Rates based upon current costs ensures appropriate cost recovery. FUNDING AVAILABLE: Revenues are included in each of the appropriate funds. JA/ja Attachments Jordan Ayers Deputy City Manager APPROVED:^� `-kYh adt Bartlam, Interim City Manager City of Lodi Parks and Recreation Facility Use Fees -aye MIM, 20 M a Pro osed Community . Non- . Groups &- Resident & Facility g Residents. Commercial BASEBALL FIELDS: Zu o Field at Lawrence Park Game <, $200 $250 Doubleheader $250 $300 Practice n/a n/a Lights 20/hr $20/hr Tournament/game $150 $150 Yamashita Field Kofu Park Game $140 $170 Doubleheader $190 $240 Practice $100 $125 Lights $10/hr $10/hr Tournament/game $120 $120 Blakely Park East Diamond Game $100 $125 Doubleheader $150 $175 Practice $80 $100 Softball Fields Softball Complex Game $120 $150 Doubleheader $160 $200 Practice $100 $125 Lights $10/hr $10/hr Tournament/game $25 $25 Chapman Field at Armo Park Game $120 $150 Doubleheader $160 $200 Practice $100 $125 ;-Mti -ct'Inn,r �1n/hr -aye MIM, 20 M City of Lodi Parks and Recreation Facility Use Fees w Pro osed `Community Non - Groups & . Resident & Facility Residents Commercial LODI LAKE RUNNING EVENTS: LUSD weekday meets LUSD weekend meets Weekend races $400 $500 LUSD weekday dual meets $250 LUSD invitationals $1,000 Weekend races must be completed by noon for public access of facility. GRAPE BOWL: Game less than 3000 attendance $120/hr $150/hr Game 3000-5000 attendance $120/hr $150/hr Game 5000+ attendance $120/hr $150/hr General Use less than 3000 attendance $120/hr $150/hr General Use 3000-5000 attendance $120/hr $150/hr General Use 5000+ attendance $120/hr $150/hr Extra days(set-up & take down $500 $500 Extra hours(set-up & take down $50 $50 Lights/hr $20/hr $20/hr LUSD Band Review $120/hr Group B game includes 5% gate Group B general use includes 10% gate Group D includes 10% all proceeds New classifications require $1 per ticket Additonal staffing fees to be dtermined by number of participants, s ectat be determined. Soccer goals and nets not included. City cf Lodi Parks and Recreation Facility Use Fees City of Lodi Parks and Recreation Facility Use Fees 10 11 12 13 CITY OF LODI FIRE DEPARTMENT FISCAL 201 Ol 1 1 BUDGET Fully Burdened Hourly Rates Position FTE Annual2009/10 Sal/Ben Sal/Ben Overhead Total Rates Fire Chief 1.0 $ 206,320 $ 132.70 $ 33.79 $ 166.49 Administrative Secretary 1.0 $ 77,780 $ 50.03 Sr. Administrative Clerk 1.0 $ 60,830 $ 39.12 Fire Division Chief 1.0 $ 175,850 $ 113.10 $ 28.80 $ 141.90 $ 75.00 Fire BattalionChief 4.0 $ 705,880 $ 113.50 $ 28.90 $ 142.40 $ 75.00 Fire Captain 15.0 $ 2,169,786 $ 93.04 $ 23.69 $ 116.73 $ 75.00 Fire Engineer 21.0 $ 2,678,914 $ 82.05 $ 20.89 $ 102.94 $ 75.00 Firefighter 16.0 $ 1,657,198 $ 66.62 $ 16.96 $ 83.58 $ 75.00 TOTAL: 60.00 $ 7,732,558 Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourlysalary/benefits. CITY OF LODI FIRE DEPARTMENT FECAL2010/ 1 1 BUDGET Indirect Cost Rate Calculation 1 Consists of supportfrom: City Council, City Manager, City Clerk, City Attomey, Human Resources, InformationTechnology, Finance Revenue/Collections, Finance Accounting, Budgetand Treasury, Non -Departmental and Facility Maintenance. 10 11 12 13 MY OF LODI FIRE DEPARTMENT FISCAL 201 O/ 1 1 BUDGET Personnel Services Analysis Fire Chief 1.0 1 $206,320 70.00% 144,424 30.00% 61,896 Administrative Secretary 1.0 1 $77,7801 100.00% 77,780 Sr. Administrative Clerk 1.0 $60,8301 100.00% 60,8301 Fire Division Chief 1.0 $175.8501 30.00% 52.7551 70.00% 123.095 Fire Battalion Chief Fire Captain Fire Engineer 4.0 15.0 21.0 $705,880 $2,169,786 $2,678,914 30.00% 211,764 70.00% 100.00% 100.00% 494,116 2,169,786 2,678,914 Firefighter 16.0 $1,657,198 100.00% 1,657,198 Total: 60.00 $ 7,732,558 1 7.08% $ 547,5531 92.92% $ 7185 005 CITY 0 F LODI ENGINEERING DIVISION FISCAL 2010/1 1 BUDGET Fully Burdened Hourly Rates 1 Position FTE Annual Sal/Ben Sal/Ben Overhead Total 2009110 Rates Public Works Director 0.7 $ 130,771 $ 120.15 $ 34.32 $ 154.48 $ 110.00 2 ManagementAnalyst 0.3 $ 30,252 $ 64.86 3 Administrative Secretary 0.3 $ 24,533 $ 52.60 4 Construction Project Manager 1.0 $ 113,340 $ 72.90 5 Engineering Techinician 2.0 $ 189,500 $ 60.94 $ 17.41 $ 78.35 $ 55.00 6 Public Works Inspector 1.0 $ 88,530 $ 56.94 $ 16.27 $ 73.21 7 Senior Civil Engineer 2.0 $ 270,995 $ 87.15 $ 24.89 $ 112.04 $ 80.00 8 Senior Engineer Technician 3.0 $ 298,130 $ 63.92 $ 18.26 $ 82.17 $ 60.00 9 Administrative Clerk 1.0 $ 61,690 $ 39.68 $ 11.33 $ 51.01 $ 40.00 10 11 12 13 TOTAL: 11.30 $ 1,207,740 Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. CITY OF LODI ENGINEERING DIVISION FISCAL 20 10/1 1 BUDGET Indirect Cost Rate Calculation 1 Consists of support from: City Council, City Manager, City Clerk, City Attorney, Human Resources, InformationTechnology, Finance Revenue/Collections, Finance Accounting, Budget and Treasury, Non-Departmentaland Facility Maintenance. 2 Public Works Director indirect cost rate is 3.29% CITY OF LODI ENGINEERING DIVISION FISCAL 2010/ 4 1 BUDGET Personnel Services Analysis 1 Public Works Director 0.7 $130,771 15.00% 19,616 85.00% 111,155 2 ManagementAnalyst 0.3 $30,252 100.00% 30,252 3 Administrative Secretary 0.3 $24,533 100.00% 24,533 4 Construction Proiect Manaaer 1.0 $113.340 100.00% 113,340 51 EngineeringTechinician 2.0 $189,500 100.00% 189,500 61 Public Works Inspector 1.0 $88.530 100.00% 88.530 7 Senior Civil Engineer 2.0 $270,995 100.00% 270,995 8 Senior Engineer Technician 3.0 $298.130 100.00% 298.13; 9 Administrative Clerk 1.0 $61,690 100.00% 61,69C 1 11 13 Total: 11.30 1 $ 1,207,740 1 6.16% $ 74,400 1 93.84% $ 1,1 CITY OF LODI BUILDING DEPARTMENT FISCAL, 20101 1 1 BUDGET' Fully Burdened Hourly Rates Position FTE Annual Sal/Ben Administrative Secretary (50%) 0.5 $ 40,890 Comm Dev Director (50%) 0.5 2009/10 $ 62,448 Building Inspectorll 2.0 $ 178,530 Building Official 1.0 Total $ 142,170 Permit Technician 2.0 $ $ 143,960 Jr Plans Examiner/Engineer 1.0 $ 97,382 TOTAL: 7.00 $ 665,380 Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. 2009/10 Sal/Ben Overhead Total Rates $ 52.60 $ 80.33 $ 57.41 $ 77.92 $ 135.34 $ 135.69 $ 91.44 $ 124.11 $ 215.55 $ 227.01 $ 46.30 $ 62.83 $ 109.13 $ 102.36 $ 62.63 $ 85.01 $ 147.64 $ 150.97 Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. CITY OF LODI BUILDING DEPARTMENT FISCAL 2010/11 BUDGET Indirect Cost Rate Calculation 1 Consists of supportfrom: City Council, City Manager, City Clerk, CityAttomey, Human Resources, Information Technology, Finance Revenue/Collections, FinanceAccounting, Budget and Treasury, Non -Departmental and Facility Maintenance. CITY OF L.ODI BUILDING DEPARTMENT FISCAL 2010/ 1 1 BUDGET Personnel Services Analysis 1 Administrative Secretary (50%) 0.5 $40,890 100.00% 40,890 2 Comm Dev Director (50%) 0.5 $62,448 100.00% 62,448 3 Building Inspectorll 2.0 $178,530 100.00% 178,530 4 Buildina Official 1.0 $142.170 100.00% 142,170 51 Permit Technician 2.0 $143,960 100.00% 143,960 6 Jr Plans Examiner/Enaineer 1.0 $97.382 100.00% 97.382 Total: 7.00 1 $ 665,3801 36.90% $ 245,5081 CITY OF LODI PLANNING DIVISION FISCAL 20 10/1 1 BUDGET Fully Burdened Hourly Rates 1 Position FTE Annual Sal/Ben Sal/Ben Community Development Director 0.5 $ 62,448 $ 80.33 $ 2 Administrative Secretary 0.4 $ 32,712 $ 52.60 3 Planning Commission 1.0 $ 2,550 $ 1.64 4 Associate Planner 1.0 $ 86,780 $ 55.81 $ 5 6 7 8 9 10 11 12 13 TOTAL: 2.90 $ 184.490 Hourlysalary rate is calculated by dividing annual salary by 1555 productive hours. Hourlyoverhead rate is applied to hourly salary/benefits. CITY OF LODI PLANNING DIVISION FISCAL 20 10/ 11 BUDGET Indirect Cost Rate Calculation 1 Consists of supportfrom: City Council, City Manager, City Clerk, CityAttomey, Human Resources, Information Technology, Finance Revenue/Collections, Finance Accounting, Budgetand Treasury, Non -Departmental and Facility Maintenance. 10 11 12 13 COY OF LODI PLANNING DIVISION FISCAL 20 10/ 1 1 BUDGET Personnel Services Analysis Community Development Director 0.5 $62,448 100.00% 62,448 Administrative Secretary 0.4 $32,712 100.00% 32,712 Planning Commission 1.0 $2,550 100.00% 2,550 Associate Planner 1.0 $86,780 100.00% 86,780 Total: 2.90 $ 184,4901 19.11% $ 35,262 80.89% $ 149,228 ANNUAL BILLABLE HOURS CALCULATION 11080 Total Annual Hours 96 Holidays 80 Vacation 80 Sick 52 Daily Briefing/Staff Mtgs 177 Admin work & Breaks 40 Training 52 weeks * 40 hours 13.5 days * 8 hours 2 weeks * 40 hours 12 Days * 8 hours 52 weeks *1 hours 10%cf work day, 0.10 * remaining hours 40 hours Annual Billable Hours Facility Use Fees and Labor Rates City Council Shirtsleeve June 29, 2010 General ■ Rates should be reviewed and updated each year based upon recently adopted budget ■ Facility rates last updated generally in 2006 ■ Labor rates o Based upon the MGT America, Inc methodology o Methodology approved by Council last year for Community Development N Parks and Recreation Facility Use Fees ■ Surveyed 9 cities for rate methods and practices ■ Selected the best methods and practices ■ Remain competitive in the local market ■ Rate includes a component for facility maintenance that will be retained by the Parks and Recreation Department 3 Parks and Recreation Facility Use Fees • Current system • Group B -Non-profits located within the City limits o Group C -Residents and business located within the City limits o Group D -Others M Parks and Recreation Facility Use Fees ■ Proposed System Community Groups and Residents . 501(c)3 organizations with a Lodi mailing address Individuals with a Lodi mailing address Non-resident and Commercial ■ Individuals and entities without a Lodi mailing address ■ For-profit entities regardless of mailing address 61 Fire Department Labor Rates 1 2 3 4 5 6 7 8 9 10 11 12 13 Position FTE Fire Chief 1.0 Administrative Secretary 1.0 Sr. Administrative Clerk 1.0 Fire Division Chief 1.0 Fire Battalion Chief 4.0 Fire Captain 15.0 Fire Engineer 21.0 Firefighter 16.0 TOTAL: City of Lodi Fire Department Fiscal 2010/11 Budget Fully Burdened Hourly Rates 60.00 $ 7,732,558 * Last updated 2005 Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. I 2009/10 I Rates* $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 C Annual Sal/Ben $ 206,320 $ 77,780 $ 60,830 $ 175,850 $ 705,880 $ 2,169,786 $ 2,678,914 $ 1,657,198 60.00 $ 7,732,558 * Last updated 2005 Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. I 2009/10 I Rates* $ 75.00 $ 75.00 $ 75.00 $ 75.00 $ 75.00 C Public Works Engineering Division Labor Rates 1 2 3 4 5 6 7 8 9 10 11 12 13 Position FTE Public Works Director 0.7 Management Analyst 0.3 Administrative Secretary 0.3 Construction Project Manager 1.0 Engineering Techinician 2.0 Public Works Inspector 1.0 Senior Civil Engineer 2.0 Senior Engineer Technician 3.0 Administrative Clerk 1.0 TOTAL: City of Lodi Engineering Division Fiscal 2010/11 Budget Fully Burdened Hourly Rates 11.30 $ 1,207,740 Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. 2009/10 Rates $ 110.00 $ 55.00 $ 80.00 $ 60.00 $ 40.00 7 Annual Sal/Ben $ 130,771 $ 30,252 $ 24,533 $ 113,340 $ 189,500 $ 88,530 $ 270,995 $ 298,130 $ 61,690 11.30 $ 1,207,740 Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. 2009/10 Rates $ 110.00 $ 55.00 $ 80.00 $ 60.00 $ 40.00 7 Community Development Division Labor Rates 1 2 3 4 5 6 7 8 9 10 11 12 13 Position FTE Administrative Secretary (50%) 0.5 Comm Dev Director (50%) 0.5 Building Inspector II 2.0 Building Official 1.0 Permit Technician 2.0 Jr Plans Examiner/Engineer 1.0 TOTAL: City of Lodi Building Department Fiscal 2010/11 Budget Fully Burdened Hourly Rates 7.00 $ 665,380 Building Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. I 2009/10 I Rates $ 135.69 $ 227.01 $ 102.36 $ 150.97 LIM Annual Sal/Ben $ 40,890 $ 62,448 $ 178,530 $ 142,170 $ 143,960 $ 97,382 7.00 $ 665,380 Building Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. I 2009/10 I Rates $ 135.69 $ 227.01 $ 102.36 $ 150.97 LIM Community Development Division Labor Rates 1 2 3 4 5 6 7 8 9 10 11 12 13 City of Lodi Planning Division Fiscal 2010/11 Budget Fully Burdened Hourly Rates Position FTE Community Development Director 0.5 Administrative Secretary 0.4 Planning Commission 1.0 Associate Planner 1.0 TOTAL: 2.90 $ 184,490 Planning Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. 2009/10 Rates $ 132.00 $ 132.00 9 Annual Sal/Ben $ 62,448 $ 32,712 $ 2,550 $ 86,780 2.90 $ 184,490 Planning Hourly salary rate is calculated by dividing annual salary by 1555 productive hours. Hourly overhead rate is applied to hourly salary/benefits. 2009/10 Rates $ 132.00 $ 132.00 9