1. Community Development Department
FY 2018/2019
Budget Presentation
May 7, 2018

2. Community Development
Department Programs
Administration
Development Services
Rent Stabilization
Planning
Community Preservation
Transportation Planning &
Traffic Engineering

3. Community Development
Budget Comparison
FY 2017/18 Total Adopted Budget: $21.4M Total Full-Time Positions: 67 Total Part-Time Positions: 0 Full-Time Equivalents
FY 2018/19 Total Proposed Budget: $22.5M Total Full-Time Positions: 72 Total Part-Time Positions: 1.74 Full-Time Equivalents
The Department’s total adopted budget for FY was $21.4M . For FY , the proposed budget is $22.5M, this is inclusive of all the proposed budget enhancements which are before you for your consideration.
The difference in the budget amounts is mainly from the budget enhancement requests and the increase in the Internal Service Fund Charges.
The total number of full-time allocated positions for FY was 67; a full-time position was added at mid-year; this is the Deputy Director for Rent Stabilization; which then gives a total full-time positions for CD of 68.
If the proposed positions are approved for FY18-19, the Department will then have a total of 72 full-time positions and 1.74 part-time positions - equivalent to the number of hours worked, salaries and benefits costs for a full-time position.

4. Community Development
Changes From Prior Year Budget
From FY 2017/18
Staffing
2 New Code Enforcement Officers
Limited Term to Permanent:
Customer Service Representative
Associate Planner
1-year Full-Time Limited Term:
Management Analyst
3 Part-time Customer Service Representatives

5. Community Development
Changes From Prior Year Budget From FY 2017/18
Rent Stabilization Program
Other changes from prior year…
Rent Stabilization Program: Established the Rent Stabilization Program to administer the Rent Stabilization Ordinance.
Management Study: Initiated and implemented recommendations resulting from a management study conducted by the Matrix Consulting Group
Management Study

6. Budget Enhancements

7. Budget Enhancements

8. Rent Stabilization Program: Deferred Budget Enhancements

9. Questions?

10. Rent Stabilization Program: Staffing Plan Recommendations
Recommended Positions
Management Partners
Recommended FY 18-19
Recommended to Defer
Deputy Director
1 FT
Senior Management Analyst
1 FT
Management Analyst
2 FT
Customer Service Representative
1 FT One-year
3 PT Six-month
2 FT
Secretary
Systems Integrator
1 PT
Code Enforcement Officer
Projected Cost
$1,116,700
$357,632
$596,067
Consultant Management Partners was hired to conduct an implementation action plan that included: Staffing Plan and Program Costs study in order to determine the program resources needed to implement the changes in the adopted ordinance. The study proposed a total of eight full-time equivalent positions. These include seven full-time and two part-time positions.
Last year City Council approved the consulting services of Management Partners to conduct an implementation action plan that included: Staffing Plan and Program Costs study in order to determine the program resources needed to implement the changes in the adopted ordinance. The study proposed a total of eight full-time equivalent positions. These include seven full-time and two part-time positions.
Over the past year we have been able to work on the implementation phase of the program and transitioning to the operations and administration phase of the program, this is based on the requirements of the code as they are now. Council may remember that HR&A Advisors, Inc. is currently conducting an analysis of the RSO and reporting back to Council this September. Based on the unanticipated program changes that may take place as a result of the analysis, the staffing recommendations that are before you for your budget consideration would allow to get sufficient support for the ongoing program administration needs between July and December 2018 and continue to provide high quality customer service.
This graphs offers information on the staffing recommendations proposed by Management Partners, the recommended positions for fiscal year 18-19, and the positions being deferred until the RSO analysis is completed by HR&A; which will then provide staff an opportunity to come back to Council at a later time with the full scope of resources needed to continue the administration of the Rent Stabilization Ordinance.

11. Estimated Task Time (%)
Work Analysis for Customer Service Representative
Work Function
Estimated Task Time (%)
Customer Service Tasks:
Assist the general public with permit questions and concerns regarding the development process at the counter, via or phone; provide customers technical support of the various software applications used by the department; direct customers to the proper city agency or website to obtain the information needed; serve as first point of contact at the information desk.
Staffs the Permit Center Reception Desk
Staffs the Department General Phone line(s)
Manage and schedule counter appointments for permitting and counter plan review services
35%
Records Requests Tasks:
Process requests for plan duplication, new address, address verification. Vet documents submitted for public records requests. Update records request forms and post them on city’s website. Set up plan viewing appointments, conduct records research and compile permits/plans related to record requests.
30%
Records Management Tasks:
Receive, verify, and upload various field reports for active development projects; maintain a complex system of inter-related files and records including residential and commercial libraries, miscellaneous engineering records, files and logs; scan documents to the Online Business Center and electronic records management system.
10%
Trousdale Construction Delivery Tasks:
Process and issue various types of permits such as Trousdale Vehicle Inspection Permits.
Establish fees related to vehicle inspection decal program scheduling.
Maintaining vehicle inspection database, certified vehicle list, and expiration notices.
24-Hour Notification processing and approval.
Police Department escort coordination and scheduling.
25%
TOTAL
100%

12. Estimated Task Time (%)
Work Analysis for Associate Planner
Work Function
Estimated Task Time (%)
Staff-Level Review Tasks
Provide guidance to the public for projects requiring staff approvals at the public counter or on the telephone
Check simple and complex commercial, industrial, and multi-family residential development plan
Review permit applications and assist in the development of applicant proposals for compliance with city codes
Work with developers and property owners to bring projects into compliance with guidelines for architectural review. Work with the Current Planning section to review code compliance issues 20 15 12 8
Commission Review Tasks
Process commission review applications – issue public notices, prepare written and present staff reports, inspect sites, analyze and prepare recommendations to the commissions including potential aesthetic and environmental impacts and compliance with appropriate regulations
Confer with architects, builders, attorneys, contractors and the general public regarding City development policies and standards in conjunction with the commission reviews
Evaluate and prepare graphic displays and/or photographs of project sites; attend case review meetings 6
Administrative Tasks
Assist administrative staff in preparing for commission meetings, assist chairperson, respond to inquiries, record notes. Prepare agendas for meetings, maintains file for all related assignments 4
TOTAL
100%

13. Work Function Analysis for Management Analyst (RSO)

14. Work Function Analysis for Customer Service Representative (RSO)
MP Estimated Volume
Estimated Task Time (Hours)
Full-Time Equivalent (FTE) Positions1
FY Estimated Volume
FY Estimated Volume
Respond to landlord/tenant questions
5,160
0.20
0.57
6,000
0.67
Provide clerical and administrative support
8,600
0.96
7,900
0.87
Provide clerical support for organizing community meetings 4
0.01 9  4
0.02
Rent Analysis Follow-up
0.10
0.48
0.43
Accept landlord and tenant complaints and develop information for administrative hearings
258
0.33
0.05
100
Compile and maintain records
n/a
300
0.17
400
0.22
Other functions: in-person appointment with landlord for registration assistance
200 3
TOTAL FTEs
2.24
2.56

15. Work Function Analysis for Secretary (RSO)

16. Estimated Task Time (Hours) Full-Time Equivalent (FTE) Positions1
Work Function Analysis for Senior Management Analyst (RSO)
Work Function
MP Estimated Volume
Estimated Task Time (Hours)
Full-Time Equivalent (FTE) Positions1
FY Estimated Volume
FY Estimated Volume
Serve as lead for management analyst and CSR team
450
0.25
Assist/coordinate annual rental unit registration, prepare council reports, develop admin procedures
n/a
270
0.15
Work with other departments and programs and conduct research on various related RSO subjects
Manage contracts for professional service agreements 1
180
0.08 9
Assist with resolution of complex issues
1290
0.33
0.24
1,500
0.27
1,000
0.18
Oversee staff work related to appeals
258
0.30
0.12
130
0.02
Manage program budget
Plan and coordinate educational workshops and community meetings 4 10
0.05
Total FTEs
1.01
1.12
1.03