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Planning Services Department FY21 Budget PresentationCopyrighted February 26, 2020 City of Dubuque Public Hearings # 3. ITEM TITLE: SUMMARY: SUGGESTED DISPOSITION: Planning Services Department FY21 Budget Presentation ATTACHMENTS: Description Type Planning Services FY21 Policy Budget Outline Supporting Documentation Presentation Supporting Documentation Planning Services This page intentionally left blank. -40- PLANNING SERVICES DEPARTMENT SUMMARY FY 2019 FY 2020 FY 2021 Budget Highlights Actual Budget Requested Expenses Employee Expense 716,324 703,486 741,693 Supplies and Services 150,150 213,123 129,179 Machinery and Equipment 3,427 1,000 24,816 Total 869,901 917,609 895,688 % Change From FY 2020 Budget 5.4 % (39.4)% 2,381.6 % (2.4)% Resources Administrative Overhead Recharges 327,983 361,570 401,643 11.1 Operating Revenue 59,957 63,738 59,640 (6.4)% Total 387,940 425,308 461,283 8.5 % Property Tax Support 481,961 492,301 434,405 (57,896) Percent Increase (Decrease) Percent Self Supporting 44.6% 46.3% 51.5% Personnel - Authorized FTE 8.38 8.38 8.38 Improvement Package Summary 1 of 4 This improvement request is for upgrading the Zoning Enforcement Officer's vehicle from a compact car to a sport utility vehicle (SUV). Poor traction, low clearance and lack of all -wheel drive hinders ability to perform field inspection duties for code enforcement staff. This vehicle must drive in alleys in all areas of the city in all weather conditions. A larger, all -wheel drive vehicle is a better, safer choice and will enable staff to better perform field inspections in inclement weather conditions. Building Services requested and purchased vehicle upgrades to SUVs in 2019 for the same reason. The City's Equipment Maintenance Supervisor performed an inspection of the 2009 Ford Focus SE and approved replacement of the vehicle. The amount requested is for the cost difference to upgrade to an SUV. This improvement package supports the City Council's goal of financially responsible, high-performance city organization. Related Cost: Related Revenue: Net Cost: Property Tax Impact: $11,690 Tax Funds Non -Recurring Recommend - No $ 4,910 Administrative Overhead Non -Recurring $ 6,780 $ 0.0027 0.03% Activity: Development Services -41- 2 of 4 This improvement request is for a three-year contract with Teska Associates to continue to serve as the collective Impact project manager, data manager, and facilitator for Imagine Dubuque: Implementation, which is a Top Priority on the City Council's 2019-2021 Policy Agenda. Creating and managing Collective Impact requires a separate organization and staff with a very specific set of skills to serve as the backbone for the entire initiative. Coordination takes time and none of the participating organizations or City departments have the time needed to dedicate to this. The expectation that collaboration can occur without a supporting infrastructure is one of the most frequent reasons for failure. Having served as the project manager for creation of Imagine Dubuque 2037: A Call to Action, the 2017 Comprehensive Plan, and then leading the Collective Impact initiative for Imagine Dubuque: Implementation, Teska Associates is best qualified to continue in this role to maintain community momentum and empowerment. The contract would incur an expense of $25,000 per year for three years. This improvement package supports the City Council's goal of engage contracted and purchased services partners in advancing Council goals and community betterment. Related Cost: $25,000 Tax Funds Recurring for 3 years Recommend - Yes Related Revenue: $10,500 Administrative Overhead Recurring for 3 years Net Cost: $14,500 Property Tax Impact: $0.0057 0.05% Activity: Planning/Historic Preservation 3 of 4 This request is for an innovation partnership contract with Creative Adventure Lab of Dubuque to create a Community Empowerment process to engage stakeholders in actionable solutions and implementation strategies to support Imagine Dubuque: Implementation, a Top Priority on the City Council's 2019-2021 Policy Agenda. The City Council has a unique opportunity to inspire continued activity and engagement within the City organization and among community stakeholders, many of whom helped create Imagine Dubuque 2037: A Call to Action, the 2017 Comprehensive Plan. This innovation partnership will identify and execute a successful strategy that both encourages productive community participation and results in community empowerment to move forward with the Call to Action to realize the Plan's recommendations. This process will involve a series of innovation sessions engaging a diverse mix of community participants - City staff, nonprofits, residents, etc. — working collaboratively on specific recommendations in key focus areas of the Plan. The amount requested would provide for a one-year contract based on the proposal. This improvement package supports the City Council's goal of engage contracted and purchased services partners in advancing Council goals and community betterment. Related Cost: $25,000 Tax Funds Non -Recurring Recommend - No Related Revenue: $10,500 Administrative Overhead Non -Recurring Net Cost: $14,500 Property Tax Impact: $ (0.005) (0.05)% Activity: Planning/Historic Preservation 4 of 4 This improvement request is for a 4% increase in Development Services fees to reflect actual processing costs based on FY2021 wages and benefits. Planning Services staff reviewed the fees charged for applications processed for the Zoning Advisory Commission, Zoning Board of Adjustment, and Historic Preservation Commission, and reviewed by Planning Services staff. The 4% increase is -42- based on an average 2% annual increase over 2 years, since fees were last raised in FY2019. With the 4% fee increase, annual revenue is estimated to increase by $1,896. As an equity measure, fees for Special Exceptions and Design Reviews continue to be set at 50% of actual costs because most customers are from low to moderate income neighborhoods. This request supports the City Council's goal of financially responsible, high-performance City organization. Development Services Current FY 2021 Proposed 4°% Fee Increase Increase Amount Variance $360 + $2/notice $374 + $2/notice $14 Conditional Use Permit $360 + $2/notice $374 4- $2/notice $14 Appeal $72 $75 $3 Special Exception $144 $150 $6 Text Amend ment $287 $298 $11 Minor Subdivision Plat $287 $298 $11 Preliminary Plat/Major Subdivision $575 $598 523 Final Plat/Major Subdivision $287 $298 511 Rezoning $431 +$2/notice $448 +$2lnotice $17 New Planned District (PUD) $719 42?notice $748 +321natice $29 Amended Planned District {PUD) $431 +$2/notice $448 +$21notice $17 Sign Permit Reviews 39 $41 $2 Extension of Subdivis0n Bonding $39 $41 2 Billboard inspection Fee 554 billboard/year $56 billboard?year 52 Electronic Message Site Inspection Fee $54 signiyear $56 sign/year S2 Simple Site Plan S72 $75 5.3 Minor Site Plan $183 $190 S7 Major Site Plan $327 $340 $13 Limited Setback Waiver $72 $75 S3 Flood Plain Permit $144 $150 $6 Flood Way Permit $719 $748 $29 Simple Subdivision -Staff Review S50 $52 52 Simple Subdivison-Council Action Required $287 $298 $11 Waiver from Site Design Standards $360 $374 $14 Maps and Ordinances $10-30 /document $10-$30 /document" $0 Temp. Use Permit: Off -Premise Retail $58 $50 $2 Temp. Use Permit: On -Premise Seasonal 123 $128 5 Historic Preservation Current FY 2021 Proposed 4% Fee Increase Increase Amount Design Review Including Economic Non - Viability & Demolition $144 $150 5" Note: Maximum Fee Cap of 51,000 still applies to rezonings and amended PUDs, Maximum Fee Cap of $2,000 still applies to new PUDs. *No Fee Increase -43- Related Revenue: $ 1,895 Development Services Fees Recurring Property Tax Impact: $ (0.0007) (0.01)% Activity: Development Services Significant Line Items Recommend - Yes Employee Expense 1. FY 2021 employee expense reflects a 1.5% wage package increase. 2. The Iowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged from FY 2020 The employee contribution of 6.29% is unchanged from FY 2020. 3. The City portion of health insurance expense increased from $921 in FY 2020 to $1,013 in FY 2021 per month per contract which results in annual cost increase of $11,680 or 9.99%. 4. Five -Year Retiree Sick leave payout increased from $0 in FY 2020 to $14,718 in FY 2021. 5. 50% Sick leave payout increased from $0 in FY 2020 to $3,713 in FY 2021 based on FY 2020 actual to -date. Effective July 1, 2019, employees over the sick leave cap can convert 50% of the sick leave over the cap to vacation or be paid out. Supplies & Services 6. Software License expense increased from $13,736 in FY 2020 to $14,856 in FY 2021 based on FY 2020 plus 8%. 7. Pay to Other Agency increased from $30,548 in FY 2020 to $31,700 in FY 2021 for East Central Intergovernmental Association (ECIA) annual dues. 8. Travel Conferences increased from $6,500 in FY 2020 to $8,400 in FY 2021 based on actual cost for staff to attend state-wide preservation conferences, the American Planning Association conference, and the National Preservation conference. The National Preservation conference is a biannual conference held in Fiscal Year 2021. 9. Data Processing Equipment Maintenance Contracts increased from $9,459 in FY 2020 to $10,068 in FY 2021. Departments receive recharges for maintenance agreement costs on City wide software based on the number of users in their department. 10. General Liability Insurance decreased from $4,520 in FY 2020 to $4,450 in FY 2021. 11. Court Costs and Record Fees decreased from $3,990 in FY 2020 to $3,321 in FY 2021 based on FY 2019 Actual. Beginning January 1, 2016, the court requires the $85 filing fee for municipal infractions to be paid up front by the City. The Court then enters judgment, and if a defendant if found guilty, the defendant will pay a fine plus $85 in court costs and the Court will distribute the -44- fine portion and reimburse the City for the filing fee that was paid up front by the City. If a defendant is found not guilty, the City will pay for the court costs using the $85 filing fee paid upfront instead of deducting the $85 from the City's judgments, which was the process done by the Court previous to January 1, 2016. Departments that file municipal infractions must budget the upfront filing fee and a portion of the amount is reimbursed to the department going forward. The offsetting revenue is budgeted in Iowa District Court Fines and is $1,069 in FY 2021 . Due to time delay of reimbursements, the revenue received is less than the expense. Machinery and Equipment 12. The total equipment requested is as follows ($24,816): Administration Smart Phone 350 Chairs/Desks 322 Development Services Smart Phone $ 350 Projector $ 500 Chairs/Desks 1,290 Vehicle Replacement 20,536 City Planning/Historic Preservation Projector $ 500 Chairs/Desks $ 968 Total $ 24,816 Revenue 13. Zoning administrative fees decreased from $31,027 in FY 2020 to $29,896 in FY 2021 based on FY 2019 actual. 14. Revenue received from Enterprise Funds for administrative overhead charges increased from $361,570 in FY 2020 to $401,643 in FY 2021. -45- This page intentionally left blank. -46- PLANNING SERVICES The mission of the Planning Services Department is to provide friendly, knowledgeable and professional City Planning, Historic Preservation and Development Services to city residents to ensure a Viable, Livable and Equitable Dubuque. Planning Services staff works in partnership with volunteer city residents on the Zoning Advisory Commission, Zoning Board of Adjustment, Historic Preservation Commission, and Long Range Planning Advisory Commission to accomplish this mission. Planning Services Manager Department Secretary Planning Technician Planning Intern (seasonal) DEVELOPMENT SERVICES Associate Planner 2 Assistant Planners Zoning Enforcement Officer CITY PLANNING AND HISTORIC PRESERVATION L Assistant Planner -47- PLANNING SERVICES SUCCESS IS ABOUT PEOPLE, PLANNING AND PARTNERSHIPS LEADING TO OUTCOMES PEOPLE Planning Services staff interacts daily with customers to facilitate review of residential, office, commercial, institutional and industrial development proposals through an open, transparent, service -oriented process_ Staff resolves zoning enforcement issues by working with residents and businesses to achieve voluntary compliance_ Staff also works with the Zoning Advisory Commission and Zoning Board of Adjustment by facilitating neighborhood input on development proposals to: • promote a sound, safe, healthy, and sustainable community. • encourage good development and support the conscientious developer, • protect existing property values and uses, and PLANNING Planning Services staff works with the Long -Range Planning Advisory Commission to create a viable, livable, and equitable community and plan for a better future through the Tong -term Comprehensive Plan and strategic short- term plans for urban renewal and revitalization_ Planning Services staff works with the Historic Preservation Commission to protect, promote and enhance the historic. cultural and aesthetic resources that make Dubuque a unique; identifiable and vital community through preservation planning; design guidelines, technical assistance and financial incentives. PARTNERSHIPS Planning Services staff collaborates with City departments; local, state and federal agencies; private sector and non- profits to facilitate development: enhance neighborhood quality, and support regional efforts. Major collaborations include: sustainability, annexation, riverfront development; downtown and neighborhood revitalization, public health, watershed management: and regional parks, open space and bike, hike trail systems. -48- $600,000 $500,000 $400,000 $300,000 $200,000 $100,000 $0 $327,983 PLANNING SERVICES FY 2019 FY 2020 FY 2021 Full -Time Equivalent 8.38 8.38 8.38 Resources and Property Tax Support $361,570 Administrative OH Recharges ■ FY 2019 $59,957 $63,738 $481,961 $492,301 $434,405 Operating Revenue Property Tax Support FY 2020 FY 2021 The Planning Services Department is supported by 8.38 full-time equivalent employees, which accounts for 82.81 % of the department expense as seen below. Overall, the department's expenses are expected to decrease by (2.39)% in FY 2021 compared to FY 2020. Expenditures by Category by Fiscal Year Employee Expense Supplies and Services $716,324 $703,486 r $150,150 $213,123 $3,427 Machinery and Equip$11e31110 ■ $24,816 $0 $200,000 $400,000 FY 2019 FY 2020 FY 2021 $600,000 $800,000 -49- PLANNING SERVICES Development Services Mission & Services Development Services focuses on fostering and building partnerships with residents, business owners, entrepreneurs and developers through the efficient, knowledgeable and professional facilitation and coordination of public and private development activities in the city. This is achieved by providing accurate information concerning City plans, policies and ordinances to the Zoning Board of Adjustment, Zoning Advisory Commission and the City Council, and to other City staff, developers, applicants, and residents. Staff is continually working to build relationships with the community at large by encouraging voluntary compliance with the City's zoning code to improve the quality of life in our neighborhoods and business districts. Development Service Funding Summary FY 2019 Actual FY 2020 Budget FY 2021 Requested Expenditures $514,573 $415,347 $477,106 Resources $56,130 $61,578 $57,394 Development Service Position Summary FY 2021 Associate Planner 1.00 Assistant Planner 2.00 Zoning Enforcement Officer 1.00 Secretary 0.40 Total Full -Time Equivalent Employees 4.40 Performance Measures City Council Goal: Robust Local Economy 1 Performance Measure (KPI) Target FY18 FY19 FY20 Performance Actual Actual Estimate Indicator Activity Objective: Provide effective customer service, knowledge of development regulations, and department efficiency to encourage voluntary compliance and effectively serve the community. # of square feet of approved development (combined commercial, industrial, and 200,000 174,956 135,915 300,000 institutional) % average score (out of 100) awarded by customers via ongoing Planning 100% 98.3% 100% 100% Department customer service survey. # of inspections conducted to bring properties into compliance 1,460 1,495 1,424 1,460 C�] City Council Goal: Financially Responsible, High -Performance City Organization 2 Activity Objective: Provide seamless communication to ensure the City Council, City Manager, Boards, Commissions, and residents remain informed about development activities within the City. # Avg. days of review and approval from application deadline by Zoning Board of Adjustment 23.5 23.5 23.5 23.5 # Avg. days from application deadline to City Council for Zoning Advisory 55 55 55 55 Commission -50- PLANNING SERVICES City Planning Mission & Services The primary function of City Planning is to engage the community in developing and updating a long- term vision and Comprehensive Plan for future growth and development, led by the Long Range Planning Advisory Commission. City Planning Funding Summary FY 2019 Actual FY 2020 Budget FY 2021 Requested Expenditures $355,327.37 $502,262 $418,582 Resources $331,809.48 $363,730 $403,889 City Planning Position Summary FY 2021 Planning Services Manager 1.00 Assistant Planner 1.00 Planning Technician 1.00 Secretary 0.60 Planning Intern 0.38 Total Full -Time Equivalent Employees 3.98 Performance Measures City Council Goal: Partnerships for a Better Dubuque Performance Measure (KPI) Target FY18 FY19 FY20 Performance Actual Actual Estimate Indicator 1 Activity Objective: Begin implementation of the Imagine Dubuque 2037 Plan. # of Imagine Dubuque Technical Team Meetings 6 3 6 -51- PLANNING SERVICES Historic Preservation Mission & Services Historic Preservation works to promote, protect and enhance the city's historic, cultural, aesthetic and environmental resources. Staff support the Historic Preservation Commission with exterior design review; evaluation, nomination, and registration of historic properties; and public outreach. Staff helps ensure projects comply with Federal requirements, such as Section 106 reviews. Historic Preservation Funding Summary FY 2019 Actual FY 2020 Budget FY 2021 Requested Expenditures $355,327.37 $502,262 $418,582 Resources $331,809.48 $363,730 $403,889 Historic Preservation Position Summary FY 2021 Planning Services Manager 1.00 Assistant Planner 1.00 Planning Technician 1.00 Secretary 0.60 Planning Intern 0.38 Total Full -Time Equivalent Employees 3.98 Performance Measures City Council Goal: Vibrant Community 1 Activity Objective: Promote, enhance, and preserve the community's historic & cultural resources. Performance Measure (KPI) Target FY18 FY19 FY20 Performance Actual Actual Estimate Indicator # Avg. days Historic Preservation review and approval time from application deadline 17.5 17.5 17.5 17.5 $ investment in historic and downtown $3.0 $3.2 $4.0 $3.4 neighborhoods million million million million -52- Recommended Operating Revenue Budget - Department Total 62 - PLANNING SERVICES Fund Account Account Title FY18 Actual Revenue FY19 Actual Revenue FY20 Adopted Budget FY21 Recomm'd Budget 100 45701 STATE GRANTS FED PASS THRU STATE 100 45771 GRANT 45 STATE GRANTS 100 51912 ZONING ADM FEES 100 51913 SUB PLAT REVIEW FEES 100 51915 TEMPORARY USE FEES BILLBOARD INSPECTION 100 51917 FEE 100 51925 MAP/TEXT SALES 100 51928 DESIGN REVIEW FEES 0 0 27,991 4,058 1,284 13,800 20 0 1,657 912 0 0 28,746 31,027 3,111 3,527 1,200 671 12,700 100 1,152 13,833 63 2,160 0 0 29,896 3,235 708 13,208 43 2,246 HARGE 1' y 100 53403 IA DISTRICT COURT FINES 0 100 53530 SPECIALIZED SERVICES 8,710 100 53605 MISCELLANEOUS REVENUE 1,181 REIMBURSEMENTS- 100 53620 GENERAL 53 MISCELLANEOUS ir Total 100 59610 FR WPC OPERATING FR STORMWATER 1,069 8,710 43 1,710 8,710 1,555 1,069 8,710 43 4,765 556 482 482 14,657 10,304 135,777 139,437 143,165 159,338 100 59620 OPERATING 31,282 32,656 39,585 47,334 100 59630 FR PARKING OPERATING 15,621 15,966 18,590 20,712 100 59640 FR WATER UTILITY 8,304 25,099 31,024 26,622 100 59670 FR REFUSE COLLECTION 110,863 114,825 129,206 147,637 111 TRANSFER IN AND INTERNAL - Total 301,847 327,983 361,570 401,643 PLANNING SERVICES - Total 363,657 I 387,940 I 425,308 I 461,283 -53- Recommended Operating Expenditure Budget - Department Total 62 - PLANNING SERVICES Fund Account Account Title FY18 Actual Expense FY19 Actual Expense FY20 Adopted Budget FY 21 Recomm'd Budget 100 61010 FULL-TIME EMPLOYEES 100 61030 SEASONAL EMPLOYEES 100 61091 SICK LEAVE PAYOFF 100 61092 VACATION PAYOFF 100 61096 50% SICK LEAVE PAYOUT 100 61310 IPERS 100 61320 SOCIAL SECURITY 100 61410 HEALTH INSURANCE 100 61415 WORKMENS' COMPENSATION 491,285 21,086 0 2,436 0 514,169 767 0 0 0 516,739 8,139 0 0 0 45,847 48,537 49,548 36,773 36,042 40,152 127,198 114,480 86,688 2,037 1,761 1,509 100 61416 LIFE INSURANCE 402 436 458 100 61660 EMPLOYEE PHYSICALS 0 131 253 61 - WAGES AND BENEFITS 727,064 716,324 703,486 100 62010 OFFICE SUPPLIES 1,979 4,225 1,979 100 62030 POSTAGE AND SHIPPING 1,823 2,471 1,917 100 62050 OFFICE EQUIPMENT MAINT 0 0 1,240 100 62061 DP EQUIP. MAINT CONTRACTS 9,529 9,682 9,459 100 62090 PRINTING & BINDING 17 2,516 200 100 62110 COPYING/REPRODUCTION 2,703 2,987 2,892 100 62130 LEGAL NOTICES & ADS 5,506 2,139 1,122 100 62140 PROMOTION 406 350 15,499 100 62170 SUBSCRIPTIONS -BOOKS -MAPS 1,098 790 1,092 100 62190 DUES & MEMBERSHIPS 1,049 1,174 932 100 62204 REFUNDS 947 288 0 0 100 62206 PROPERTY INSURANCE 127 820 929 861 100 62208 GENERAL LIABILITY INSURAN 4,065 4,238 4,520 4,450 100 62230 COURT COSTS & RECORD FEES 2,991 3,321 3,990 3,321 100 62310 TRAVEL -CONFERENCES 5,041 14,937 6,500 8,400 100 62320 TRAVEL -CITY BUSINESS 727 8,810 1,907 2,000 100 62340 MILEAGE/LOCAL TRANSP 225 209 365 485 100 62360 EDUCATION & TRAINING 2,910 1,907 3,210 2,600 100 62421 TELEPHONE 1,322 1,875 1,321 1,875 100 62436 RENTAL OF SPACE 3,024 2,772 3,024 3,024 100 62511 FUEL, MOTOR VEHICLE 557 529 557 572 100 62521 MOTOR VEHICLE MAINT. 651 589 664 600 100 62645 SPECIAL EVENTS 0 1,636 0 500 100 62663 SOFTWARE LICENSE EXP 13,919 27,754 13,736 14,856 100 62667 DATA SERVICES 577 673 1,320 1,080 100 62716 CONSULTANT SERVICES 0 18,683 104,200 25,000 100 62731 MISCELLANEOUS SERVICES 1,143 0 0 0 100 62732 TEMP HELPCONTRACT SERV. 0 5,201 0 0 100 62756 EMPLOYEE RECOGNITION 0 180 0 0 100 62761 PAY TO OTHER AGENCY 28,242 29,395 30,548 31,700 62 - SUPPLIES AND SERVICES 90,576 150,150 213,123 129,179 100 71118 PROJECTOR/CAMERA 0 0 1,000 1,000 100 71120 PERIPHERALS, COMPUTER 801 0 0 0 100 71211 DESKS/CHAIRS 402 2,972 0 2,580 100 71310 AUTO/JEEP REPLACEMENT 0 0 0 20,536 100 72418 TELEPHONE RELATED 248 454 0 700 71 - FOUIPMENT 1.451 3.427 1.000 24.816 62 - PLANNING SERVICES TOTAL 819,091 869,901 917,609 895,688 522,565 8,226 14,718 0 3,713 50,107 42,016 98,368 1,391 458 131 741,693 4,225 2,717 1,240 10,068 2,000 2,987 2,139 499 1,061 919 -54- Recommended Expenditure Budget Report by Activity & Funding Source 62 - PLANNING SERVICES ADMINISTRATION - 62100 FUNDING SOURCE: GENERAL Account M- FY19 Actual Expense FY20 Adopted Budget FY21 Recomm'd Budget EQUIPMENT 174 SUPPLIES AND SERVICES 9,143 WAGES AND BENEFITS 35,758 6,738 35,983 672 6,746 32,294 ADMINISTRATION MI 45,075 42,721 DEVELOPMENT SERVICES 62400 Jim FUNDING SOURCE: GENERAL Account FY19 Actual Expense FY20 Adopted Budget FY21 Recomm'd Budget EQUIPMENT 815 500 22,676 SUPPLIES AND SERVICES 60,466 42,774 48,551 WAGES AND BENEFITS 453,292 372,073 405,879 DEVELOPMENT SERVICES 514,573 4 , 477,106 CITY PLANNING/HISTORIC PR- 62700 FUNDING SOURCE: GENERAL Account FY19 Actual Expense FY20 Adopted Budget FY21 Recomm'd Budget EQUIPMENT 2,437 500 1,468 SUPPLIES AND SERVICES 80,541 163,611 73,882 WAGES AND BENEFITS 227,274 295,430 303,520 CITY PLANNING/HISTORIC PR 310,253 459,541 378,870 PLANNING SERVICES TOTAL $869,901 $917,609 $895,688 -55- CITY OF DUBUQUE, IOWA DEPARTMENT DETAIL - PERSONNEL COMPLEMENT 62 PLANNING SERVICES DEPT. FY 2019 FY 2020 FY 2021 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 100 5875 GE-40 CITY PLANNER 100 5600 GE-35 ASSOCIATE PLANNER 100 5275 GE-32 ASSISTANT PLANNER 100 5230 GE-27 CODE INSPECTOR 100 5225 GE-26 PLANNING TECHNICIAN 100 225 GE-25 SECRETARY TOTAL FULL TIME EMPLOYEES 61030 Seasonal Employee Expense 100 5250 NA-11 PLANNING INTERN TOTAL SEASONAL EMPLOYEES 1.00 $ 110,041 1.00 $ 113,358 1.00 $ 89,596 1.00 $ 84,148 1.00 $ 76,525 1.00 $ 80,225 3.00 $ 212,661 3.00 $ 189,540 3.00 $ 201,305 1.00 $ 52,790 1.00 $ 54,397 1.00 $ 55,147 1.00 $ 45,377 1.00 $ 43,766 1.00 $ 46,755 1.00 $ 49,321 1.00 $ 39,153 1.00 $ 49,537 8.00 $ 554,338 8.00 $ 516,739 8.00 $ 522,565 0.38 $ 7,958 0.38 $ 8,139 0.38 $ 8,226 0.38 $ 7,958 0.38 $ 8,139 0.38 $ 8,226 TOTAL PLANNING SERVICES DEPT 8.38 $ 562,296 8.38 $ 524,878 8.38 $ 530,791 -56- CITY OF DUBUQUE, IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY ACCT FD JC WP-GR POSITION CLASS Planning Administration -FT General Fund 10062100 61010 100 5875 GE-40 Development Services -FT General Fund 10062400 61010 100 225 GE-25 10062400 61010 100 5230 GE-27 10062400 61010 100 5275 GE-32 10062400 61010 100 5600 GE-35 City Planning/Historic Pres.-FT General Fund 10062700 61010 100 225 GE-25 10062700 61010 100 5875 GE-40 10062700 61010 100 5275 GE-32 10062700 61010 100 5225 GE-26 CITY PLANNER Total SECRETARY CODE INSPECTOR ASSISTANT PLANNER ASSOCIATE PLANNER Total SECRETARY CITY PLANNER ASSISTANT PLANNER PLANNING TECHNICIAN Total City Planning/Historic Pres.-Seasonal General Fund 10062700 61030 260 5250 NA-22 PLANNING INTERN Total FY 2019 FY 2020 FY 2021 FTE BUDGET FTE BUDGET FTE BUDGET 0.25 $ 27,510 0.25 $ 28,339 0.25 $ 22,399 0.25 $ 27,510 0.25 $ 28,339 0.25 $ 22,399 0.40 $ 19,729 0.40 $ 15,661 0.40 $ 19,815 1.00 $ 52,790 1.00 $ 54,397 1.00 $ 55,147 2.00 $ 142,330 2.00 $ 129,573 2.00 $ 133,918 1.00 $ 84,148 1.00 $ 76,525 1.00 $ 80,225 4.40 $ 298,997 4.40 $ 276,156 4.40 $289,105 0.60 $ 29,592 0.75 $ 82,531 1.00 $ 70,331 1.00 $ 45,377 3.35 $ 227,831 0.60 $ 23,492 0.60 $ 29,722 0.75 $ 85,019 0.75 $ 67,197 1.00 $ 59,967 1.00 $ 67,387 1.00 $ 43,766 1.00 $ 46,755 3.35 $ 212,244 3.35 $211,061 0.38 $ 7,958 0.38 $ 8,139 0.38 $ 8,226 0.38 $ 7,958 0.38 $ 8,139 0.38 $ 8,226 TOTAL PLANNING SERVICES DEPT. 8.38 $ 562,296 8.38 $ 524,878 8.38 $530,791 -57- Capital Improvement Projects by Department/Division PLANNING SERVICES CIP Number Capital Improvement Project Title FY 18 Actual Expense FY 19 Actual Expense FY 20 Adopted Budget FY 21 Recomm'd Budget 1022431 HISTORIC PRES TECH ASSIST 1022623 COMP PLAN COMM ENGAGE 1022768 TRAIL PLANNING 3502430 TRAILS/COMPLETE STREETS 3502433 KIOSK MAP REPLACEMENTS PLANNING SERVICES TOTAL 149,025 10,457 -58- PRGRM/ DEPT PROJECT DESCRIPTION FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 TOTAL PAGE PLANNING SERVICES Community and Economic Development Trail Planning $ — $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 40,000 319 Historic Preservation Technical Assistance Program $ — $ — $ 15,000 $ 5,000 $ 5,000 $ 25,000 320 TOTAL $ — $ 10,000 $ 25,000 $ 15,000 $ 15,000 $ 65,000 -59- This page intentionally left blank. -60- FISCAL YEAR 2021 BUDGET PRESENTATION PLANNING SERVICES DEPARTMENT Planning Services Department MISSION STATEMENT Address current needs of residents and businesses while considering the long-term economic, environmental, social, and cultural needs of the city. Promote and enhance historic, cultural, aesthetic, and environmental resources that make Dubuque a unique, identifiable, and vital community. Retirements Melinda Rettenberger, Department Secretary - 26 years Kyle Kritz, Associate Planner - 28 years Laura Carstens, Planning Services Manager - 30 years Planning Services Staff Laura Carstens, Planning Services Manager Guy Hemenway, Assistant Planner Christine Olson, Assistant Planner Charlie Miller, Zoning Enforcement Officer 4 Promotions: Wally Wernimont, Planning Services Manager Travis Schrobilgen, Assistant Planner New Employees: Jane Glennon, Department Secretary Associate Planner (vacant) Planning Technician (vacant) Seasonal Planning Intern (vacant) Planning Services Department (8.38 Full -Time Equivalents) Zoning Board of Adjustment Associate Planner Planning Services Manager Department Secretary DEVELOPMENT SERVICES Zoning Enforcement Officer Zoning Advisory Commission 2 Assistant Planners 5 Planning Technician Planning Intern (seasonal 0.38 FTE) i CITY PLANNING Assistant Planner 50% Long Range - Planning Advisory Commission HISTORIC PRESERVATION Assistant Planner 50% Historic Preservation Commission Boards and Commissions Planning Services Department: Board and Commission Leadership Zoning Board of Adjustment - Jonathan McCoy, Chairperson Zoning Advisory Commission - Martha Christ, Vice Chairperson Long Range Planning Advisory Commission - John Pregler, Chairperson Historic Preservation Commission - Brandi Clark, Vice Chairperson FISCAL YEAR 2020 HIGHLIGHTS • • • Created Collective Impact Model for Imagine Dubuque Implementation. • Began creation of Equitable Poverty Prevention Plan • Formed Census 2020 Complete Count Committee • Selected by National League of Cities for Technical Assistance to improve access to childcare FUTURE INITIA ES • • Imagine Dubuque Let's Do This! -\\\ GQI a rwalvod today! Toglthar, woe can do it.. luaus% YO ATACTr AFIAl SNMI WAV • VI • MALSTThL Y 44 1.L4146.LTLJIwr MP' 'MAT VP:PrA CAPITC*1411a UAW hintifili±kanlinnilt: I W 1• a#irrelDu4 uu.1• h the Lint Makekrl rl ! W 1 i44'S'r PII r CI uw 1INGIRM I •T• dINIf it iMr hi fe'Ow fool mad. r i i 4Q1lmijT 1:1I Naomi mi takarawrulwil bumf Dudig.-1, • Fill 3 vacant positions ASAP. • Adopt Equitable Poverty Prevention Plan. • Continue to implement Imagine Dubuque Comprehensive Plan 8 Planning Services Department FY2021 REQUESTED PROPERTY TAX SUPPORT JALO lisor $434,405 Net Property Tax Support tint $7.O1 Average homeowner's* property tax cost for Planning Services Department (*Avg. home value of $146,567) CITY PLANNING • Provide staff support to Long - Range Planning Advisory Commission • Engage the community, develop partnerships, and implement Imagine Dubuque • 2018 Annexation Study • 40,000 acres in potential growth • 63 pre -annexation agreements (1,194 acres) 10 z R x • V/. C-Ext ♦� • ♦ 1 ♦ A • 1 f' Major Roads City Owned Property Mississippi River Parks Surrounding Cities Pre -Annexation Agreements Dubuque + S%dy Areas r 1:1DO.DDO IMAGINE DUBUQUE IMPLEMENTATION Implementation: • Collective Impact Model • Kickoff Event • Partner Coordination • Community Promotion http://cityofdubuque.org/imaginedubuque ♦ VFABLE • LIVABLE - EQUITABLE A CALL lOACTION MastrTirrr on rirr iliEssissi!pie 2017 COMPREHENSIVE PLAN 11 WASHINGTON NEIGHBORHOOD MARKET ANALYSIS Findings since 2010: • Population increased • Housing units increased • Families below poverty still concentrated • Unemployment higher than citywide • Significant public investments Washingtor}Nechlterhc&I Area Wimp DEVELOPMENT SERVICES • Foster partnerships and provide efficient, knowledgeable coordination of sustainable development. • Facilitate and Coordinate the Development Review Team. • Staff support to the Zoning Board of Adjustment and the Zoning Advisory Commission. DEVELOPMENT REVIEW TEAM Approved Develo•pment (ft2) 200,000 150,000 100,000 50,000 0 174,955 lv 7',= 5S 4 1 5..915 FY2017 FY2018 FY2019 Includes new or expanded commercial, industrial and institutional (non-residential) construction. ZONING ADVISORY COMMISSION Cases FY 2017 14 CDBG Target Areas 33 Total Cases Cases FY 2018 7 CDBG Target Areas 31 Total Cases Cases FY 2019 8 CDBG Target Areas 21 Total Cases 15 ZONING BOARD OF ADJUSTMENT Cases FY 2017 24 CDBG Target Areas 62 Total Cases Cases FY 2018 16 CDBG Target Areas 49 Total Cases Cases FY 2019 25 CDBG Target Areas 61 Total Cases 16 ZONING ENFORCEMENT CASES Cases FY 2017 184 CDBG Target Areas 327 Total Cases Cases FY 2018 204 CDBG Target Areas 426 Total Cases Cases FY 2019 184 CDBG Target Areas 387 Total Cases 17 CUSTOMER SERVICE SURVEY Customer Satisfaction Survey Results FY2019 ADEQUATELY LY I N EOIR M APPLICANTS OF THE PRO.CES o EXPERTISE (KNOWLEDGABLE TIMELINESS ( PROM PTANDEFFICENT) STAFF FRIENDLINESS I I I I 18 -MII 1 III 97% 9856 99% 10096 11:11196 HISTORIC PRESERVATION • Staff support for the Historic Preservation Commission. • Conduct research on planning and preservation projects, grants, policies, and ordinances. • Facilitate Section 106 process with State of Iowa for housing rehab projects citywide. EVALUATION & PROTECTION OF HISTORIC RESOURCES • Survey and evaluation of archeological resources • Over 6,000 historic properties surveyed, protecting over 2,000 • $4.0 million investment in historic and downtown neighborhoods (FY19) 20 Central Avenue Corridor LOCAL Historic Districts Conservation Districts Conservation Planning Areas NATIONAL REGISTER Eligible Districts Listed Districts Individually Listed Properties HISTORIC PRESERVATION COMMISSION Cases FY 2017 70 CDBG Target Areas 80 Total Cases Cases FY 2018 79 CDBG Target Areas 92 Total Cases Cases FY 2019 51 CDBG Target Areas 60 Total Cases FY2021 RECOMMENDED IMPROVEMENT REQUESTS • 3-Year Contract - Collective Impact Manager for Imagine Dubuque Implementation Recurring for 3 years I $25,000Iyear Net Property Tax Cost: $14,500 IMAGINE DUBUQUE • • • 2037: A CALL i0 ACTION 22 Planning Services Department FY 21 CAPITAL IMPROVEMENT PROJECTS Project FY 21 Cost Total Project Cost Trail Planning — ; 40,000 Historic Preservation Technical Assistance Program ( . 25,000 DEVELOPMENT SERVICES: FY21 FEE INCREASE (4%) • Recurring Revenue I $1,895/year • Fees last raised in FY2019 Comparison of Development Services Fees for Dubuque and Peer C1t les In lawn :CURRENT FEES Oct. 2U1 J Rezoning& W. DesM ines Cedar Rapids Ankeny Cedar Falls Iowa City Sioux City Council Bluffs 'Old Leduc! Did vknport Dubuque $4.31 +.55?fnolir.e Average $.37D 4ver(B (Below) SFr'1 $11.5 +$11{Ar:IP WO $.3R4 $.500 5515 435n <.7i7i1 S.311W7 +$10/Arrei S7T1 +9.SIAr:re PUD S1713 +$11fAc:Ir. $21:10 S5511 $500 r,515 $.3 al. 57�I) S.3aa 1 $1O/Atrc` $.75E1, +$25fAi:nn $719 .i S?fnolu'r $435 5784 Amend PUD $205 '52U0 $221J JU 515 $354 $200 $31J13 I $11J/Acie $.15.0 I $ZS.Acre $1131 1 $ifnotic $31f $81 Preliminary Plat S'I4fY + .5_.50f11I1 5150 5?7.5 5300 5745 +5?Oil oI 5,4500 57 ,0 t 55/1cil <.3flfl +510.1Ici1 S700 + ,J.Sflirl $.575 $.389 <.1R7 Final Plat $165 i'55..5Gr14A 575 $22 5300 $745 5?50 $750 $215 1 $113{1.0.l $7110 i $75f1111 $227 $256 ($9) Valiance Conditional Use $2UU $4L1 +$11/A&.P '$.150 $.350 $221J 5365 s50 5300 .135 5435 $.2 �1J $2iJiJ $225 S..UU $36U i $2./notice $2 9 $)9I $101 $711 SJ`d} 5700 5J00 4dOi} 53110 +$}fnc]1iIMJ Special Exception N/A 512S $1G1, '130 $135 N/A N/A NfA $SOU $111 $220 11$/dd Major site Plan $2I11 1 11fAc re $10 5•sYsiJ y s00 3 YJ 5151J $IU+J $21JIJ $1,UU I $ 321 $31 f 51iJ Minor Site Plan NtA N?t 5'11 i 5'I00 51.00 FJ.t N/A NfA 5?in 5IR? 53L5O 5?3 NOTE: Average is based an base feesvwithauk acici-onc harbesof per acre. per lot, or not ic es. Over (Under) is comparison of Dubuque fees toAveraee I ees. (.osts rounded to nearest do I ar. 24 Planning Services Department -Development Services PERFORMANCE MEASURES • • off Goals on Track: 1 23.5 average days of review and approval from application deadline by Zoning Board of Adjustment 1 55 average days from application deadline to City Council for Zoning Advisory Commission 25 :4) Goals Improving: 1 1,424 inspections conducted to bring properties into compliance Planning Services Department - City Planning PERFORMANCE MEASURES • • Goals on Track: ' Six (6) Imagine Dubuque Technical Team Meetings Planning Services Department -Historic Preservation PERFORMANCE MEASURES • • Goals on Track: 17.5 average days Historic Preservation review and approval time from application deadline $4 million investment in historic and downtown neighborhoods 27 www.cityofdubuque.org/planning www.imaginedubuque.com