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Planning Services FY19 Budget PresentationCopyrighted February 8, 2018 City of Dubuque Public Hearings # 2. IT EM T IT LE:Planning Services (Zoning) FY2019 Budget Presentation SUM MARY: SUGGEST ED DISPOSIT ION: ATTACHMENTS: Description Type FY19 Planning Servic es Budget Recommendation Supporting Documentation -35- Planning Services -36- This page intentionally left blank. -37- PLANNING SERVICES DEPARTMENT SUMMARY Budget Highlights FY 2017 Actual FY 2018 Budget FY 2019 Requested % Change From FY 2018 Budget Expenses Employee Expense 753,470 764,816 775,356 1.4 % Supplies and Services 85,142 100,976 125,868 24.7 % Machinery and Equipment 1,199 1,690 1,609 (4.8)% Total 839,811 867,482 902,833 4.1 % Resources Administrative Overhead Recharges 282,375 301,847 327,983 8.7 % Operating Revenue 81,450 57,003 68,048 19.4 % Total 363,825 358,850 396,031 10.4 % Property Tax Support 475,986 508,632 506,802 (1,830) Percent Increase (Decrease)(0.4)% Percent Self Supporting 43.3%41.4%43.9% Personnel - Authorized FTE 8.38 8.38 8.38 Improvement Package Summary 1 of 5 This improvement level request would fund an upgrade for the zoning enforcement officer from a flip phone to a smart phone. A smart phone will enable the zoning enforcement officer to promptly, efficiently and effectively respond to the growing number of text messages received in the field from customers. Use of the flip phone for text messages is very difficult. This improvement will enhance efficiency and communication with customers. The Zoning Enforcement Officer also has a tablet. The current monthly Internet charge for the tablet is $27. A smart phone has a hot spot available for Internet service at $10 a month, which will reduce the cost of Internet service from $27/month ($324/yr) to $10/month ($120), saving $204 a year. City Council Goal: Financially responsible, high performance City organization: sustainable, equitable and effective service delivery. Related Cost:$405 Tax Funds Non-Recurring Recommend - Yes Related Cost:$624 Tax Funds Recurring Related Cost:$(204)Tax Funds Recurring Related Revenue:$245 Administrative Overhead Recurring Related Revenue:$128 Administrative Overhead Non-Recurring Net Cost:$452 Property Tax Impact:$0.0002 —% Activity: Development Services -38- 2 of 5 Option 1: This decision package would provide funding to retain consultant services to serve as project manager, data manager, and facilitator, acting as the independent backbone organization for a collective impact model to implement the 2017 Imagine Dubuque Comprehensive Plan. The request is for three years of funding, at $25,000 per year, for a total of $75,000. The City saw effectiveness and desired results with investment in a consultant for community engagement and plan development to contact, interview, conduct focus groups, lead community workshops, collect and analyze data and input, synthesize 12,500+ ideas into 110 community recommendations, and generally serve as the City’s liaison during Imagine Dubuque. The consultant brought the time, talent, resources, and capacities of their team that were beyond the capability of the City. They were also a step removed from City government. Successful collective impact requires investment of sufficient resources in the necessary facilitation, coordination, and measurement that enable organizations to work in concert. This FY2019 budget improvement request is to retain a consultant to serve as the backbone organization for a collective impact initiative to coordinate implementation of the Comprehensive Plan. The consultant would serve as project manager, data manager, facilitator, and promoter. The consultant would make contacts, establish relationships, build more effective partnerships, foster collaboration, create a strategy to market the process and measure success. Related Cost:$25,000 Tax Funds Recurring for 3 Years Recommend - No Related Revenue:$9,801 Administrative Overhead Recurring for 3 Years Net Cost:$15,199 Property Tax Impact:$0.0061 0.06% Activity: Planning/Historic Preservation Option 2: This decision package would provide funding to retain consultant services to serve as project manager, data manager, and facilitator, acting as the independent backbone organization for a collective impact model to implement the 2017 Imagine Dubuque Comprehensive Plan for one year at a cost of $25,000, with City staff to assume role of the backbone organization for community implementation. Related Cost:$25,000 Tax Funds Non-Recurring Recommend - Yes Related Revenue:$9,801 Administrative Overhead Non-Recurring Net Cost:$15,199 Property Tax Impact:$0.0061 0.06% Activity: Planning/Historic Preservation 3 of 5 This decision package would increase the fees charged by the Zoning Advisory Commission, Zoning Board of Adjustment and Development Services by 8%. The Planning Services Department reviewed the application fees charged for applications that are processed for the Zoning Advisory Commission and Zoning Board of Adjustment, and/or reviewed by Development Services staff. Staff reviewed the fee schedule, calculated the wages and benefits for the processing of the various applications, and compared fees among Dubuque and peer cities in Iowa. -39- In analyzing the fees charged for processing applications for the Zoning Board of Adjustment, Zoning Advisory Commission and Development Services, the minimum time necessary to process each application was used as well as the wages of the lowest paid staff member who would process the application. For example, many of the site plans are processed by the Assistant Planners, so their wage scale was used rather than the Associate Planner pay scale, even though the Associate Planner often processes applications for site plan review. The goal was to analyze the fees based on the minimum staff wages used to process the application. In addition to wages, benefits were calculated based on $7.71 per hour of staff time. Overhead was not included in the calculations. The analysis of fees yielded an average increase of 8% for wages and benefits holding the number of staff hours constant for each application processed by Planning staff. The 8 percent increase reflects wage growth associated with annual cost of living increases of approximately 2% on average since FY15 when the last Development Services fee increase was approved by the City Council. If an across the board 8% fee increase was adopted, the expected annual revenue from Development Services application fees would increase by approximately $5,861. This would result in a FY19 recommended revenue of $43,849 or approximately 9% of FY19 expenses. Related Revenue:$5,861 Fee Revenue Recurring Recommend - Yes Property Tax Impact:$(0.0023)(0.02)% Activity: Development Services 4 of 5 This decision package would implement a new fee be charged for Design Review applications that are processed for the Historic Preservation Commission. The new fee would be based on the current fee established for Special Exception applications for the Zoning Board of Adjustment, which are similar to Design Review applications: • Similar administrative work and staff time to process the applications. • Both applications are required if a project cannot be signed off at the staff level. • Both applications are reviewed based on criteria established by the City Code. With adoption of the City’s Architectural Guidelines in 2014, the Planning Services staff has been able to increase staff sign-offs. Cases that staff cannot approve go onto the Historic Preservation Commission. The Commission has averaged 15 design review cases annually over the three years. The current fee for a Special Exception is $133. With an estimated 15 Design Reviews annually, the FY19 additional revenue from the new fee would be $1,995. The Planning Services Department is recommending an across the board 8% fee increase in FY19. If adopted, the Special Exception fee would rise to $144. Matching this increased fee, the Design Review fee would be result in FY19 revenue of $2,160. Related Revenue:$2,160 Fee Revenue Recurring Recommend - Yes Property Tax Impact:$(0.0009)(0.01)% Activity: Planning/Historic Preservation -40- 5 of 5 As the City moves forward with initiatives for the Central Avenue Corridor and the Bee Branch Healthy Homes Resiliency Program, as well as reviving the Washington Neighborhood Development Corporation in the form of True North in partnership with the Greater Dubuque Development Corporation, another update of the Washington Neighborhood Market Analysis is timely. The 2013 analysis update was prepared Teska Associates. Teska Associates has provided the attached quote for a 2018 update, which would include additional housing information requested by the Housing & Community Development Director. The budget for the 2018 analysis of $10,750 includes all staffing and direct expenses. The budget includes an initial conference call to review the scope, a draft Market Study, conference call to review the draft, revised Market Study, and one site visit to facilitate meetings with staff and local officials. Related Cost:$10,750 Tax Funds Non-Recurring Recommend - Yes Related Revenue:$4,215 Administrative Overhead Non-Recurring Net Cost:$6,535 Property Tax Impact:$0.0026 0.02% Activity: Planning/Historic Preservation Significant Line Items Employee Expense 1. FY 2019 employee expense reflects a 1.5% wage package increase. 2. The Iowa Public Employee Retirement System (IPERS) City contribution increased from 8.93% in FY 2018 to 9.44% in FY 2019. This resulted in an increase of City IPERS expense of $2,755 in the Planning Department. The employee contribution increased from 5.95% in FY 2018 to 6.29% in FY 2019. 3. The City portion of health insurance expense decreased from $1,325 in FY 2018 to $1,193 in FY 2019 per month per contract which results in annual savings of -$12,718 or -10.00%. Supplies & Services 4. Software License expense increased from $13,052 in FY 2018 to $13,480 in FY 2019 based on FY 2017 actual plus 1% for Acela Software. 5. Pay to Other Agency increased from $28,242 in FY 2018 to $29,395 in FY 2019 based on FY 2018 plus 4.08% for East Central Iowa Association. 6. Travel Conferences decreased from $10,950 in FY 2018 to $8,690 in FY 2019 based on actual conference fees in FY 2017. -41- Machinery and Equipment 7. The total equipment requested is as follows ($1,609): Planning Administration Smart Phone 400 Desk Phone 244 Development Services Cell Phone $60 Chairs/Desks $500 Recommended Improvement Packages $405 Total $1,609 Revenue 8. Zoning administrative fees increased from $35,070 in FY 2018 to $36,218 in FY 2019 based a three year historical average. 9. Revenue received from Enterprise Funds for administrative overhead charges increased from $301,847 in FY 2018 to $327,983 in FY 2019. -42- This page intentionally left blank. -43- 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. -44- PLANNING SERVICES SUCCESS IS ABOUT PEOPLE, PLANNING AND PARTNERSHIPS LEADING TO OUTCOMES -45- PLANNING SERVICES The Planning Services Department is supported by 8.38 full-time equivalent employees, which accounts for 85.88% of the department expense as seen below. Overall, the department's expenses are expected to increase by 4.08% in FY 2019 compared to FY 2018. Expenditures by Category by Fiscal Year -46- PLANNING SERVICES Development Services Overview 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. Additionally, 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 10062400 FY 2017 Actual FY 2018 Budget FY 2019 Requested Expenditures $445,285 $455,544 $455,204 Resources $80,858 $55,503 $65,767 Development Service Position Summary FY 2019 Associate Planner 1.00 Assistant Planner 2.00 Zoning Enforcement Officer 1.00 Secretary 0.40 Total Full-Time Equivalent Employees 4.40 Did you know? Planning Services staff facilitates Development Review Team meetings with City Engineering, Fire, Water, Building and Planning Departments to review subdivision plats, site plans, and conceptual development plans. Developers, property owners, contractors, architects and engineers attend the meetings to discuss their projects. Applicants benefit from a one-stop service with approval in as few as 7 days. -47- PLANNING SERVICES Highlights of Fiscal Year 2017 Interactive Zoning Map - The Interactive Zoning Map is an online web mapping application that allows users to zoom into an aerial photo of a property and receive parcel, address and zoning information. Try out the Interactive Zoning Map online at www.cityofdubuque.org/2251/ City-of-Dubuque-Zoning Citizen Impact: It was created to give citizens, appraisers, Realtors, etc. 24-hour access 365 days a year. This tool has reduced telephone zoning inquires by about 60%. FY 2017 Plan Review Refinements - Working with the Development Review Team, Planning Services staff created flowcharts for plan review refinements for processing site plans for construction projects and preliminary and final plats for subdivisions. Citizen Impact: These refinements allow the Development Review Team to more thoroughly review and approve office, commercial, institutional, and industrial developments while meeting community goals for sustainable development through an open, transparent process. Chaplain Schmitt Island - Planning Services coordinated amending the Master Plan and adoption of a Planned Unit Development (PUD) ordinance and design guidelines to facilitate implementation of the master plan’s outcomes for 3 planning areas: Lake Peosta Chanell, Island Resort, and Island Destination. For more information, visit www.cityofdubuque.org/ DocumentCenter/View/34397 -48- PLANNING SERVICES Future Initiatives Evaluation and update of the Unified Development Code - With adoption of the 2017 Comprehensive Plan, an evaluation and update of the 2009 Unified Development Code (UDC) is planned. The UDC regulates zoning, subdivision, site development, signs, and historic preservation. The new Comprehensive Plan includes specific recommendations for zoning regulations and land use development. Iowa Code requires City zoning regulations be consistent with the city’s Comprehensive Plan. Learn more at www.cityofdubuque.org/1209/Unified-Development-Code Performance Measures Development Service - Activity Statement Coordinate and facilitate development review and zoning compliance in an efficient and ‘people- oriented’ manner, fostering and building partnerships with residents, business owners, entrepreneurs and developers. Goal: Robust Local Economy Outcome #1: Provide effective customer service, knowledge of development regulations and department efficiency to encourage voluntary compliance and effectively service the citizens of Dubuque. Planning Services staff work proactively and positively to educate the public on zoning regulation and encourage voluntary compliance with those regulations, facilitating planned and managed growth. SAME DAY REVIEW AND SIGN OFF • Limited Setback Waivers • Adjustment of Front Yard Setbacks Zoning Enforcement Officer responded to over 340 complaints in FY2017 within 24 hours of receiving a request. Goal: Financially Responsible, High Performance City Organization Outcome #2: Provide seamless communication to ensure that the City Council, City Manager, Boards, Commissions, and citizens remain informed about development activities within the city. Information provided by Planning Services staff is a critical component of the decision-making process. Providing information to various City departments, City Manager, City Council, boards and commissions through GIS mapping and analysis, written reports, or verbal presentations is vital to these groups making informed and impartial decisions regarding development. -49- PLANNING SERVICES Zoning Board of Adjustment review and approval time is usually between 21-25 days from application deadline. Zoning Advisory Commission review and approval time is typically 55 days from application deadline to City Council approval. Did you know? Planning Services Staff conducts an ongoing customer service survey of applicants to the Zoning Board of Adjustment, Zoning Advisory Commission, and Historic Preservation Commission. The survey asks customers about their experiences and the quality of services provided by staff. In FY2017, staff rated 100% in all areas. ***The above statistics are based on a voluntary customer survey and only reflect the results of those surveys received by the Planning Services Department during Fiscal Year 2017. -50- PLANNING SERVICES City Planning / Historic Preservation Overview 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. Planning Services staff also plays an active role assisting the Dubuque Metropolitan Area Transportation Study (DMATS) and increasing access to trails and bike routes. Historic Preservation works to promote, protect and enhance the city’s historic, cultural, aesthetic and environmental resources. Supporting the Long Range Planning Advisory Commission and Historic Preservation Commission in their roles and responsibilities is a primary responsibility of Planning Services staff. Staff also ensures qualifying projects comply with State and Federal preservation requirements, such as Section 106 reviews. City Planning / Historic Preservation Funding Summary FY 2017 Actual FY 2018 Budget FY 2019 Requested Expenditures $394,525.69 $411,938 $447,629 Resources $282,966.41 $303,347 $330,264 City Planning / Historic Preservation Position Summary FY 2019 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 Highlights of Fiscal Year 2017 Imagine Dubuque 2037: A Call to Action - 2017 Comprehensive Plan - Beginning in FY2017, the City launched a community engagement process to create a meaningful and focused plan for the City of Dubuque. The plan reflects the shared vision and goals of Dubuque residents and stakeholders and adopted on September 18, 2017. Eagle Point Park National Register of Historic Places (NRHP) Nomination -- Planning Services staff completed the nomination in FY2016 - FY2017. The nomination will provide much deserved recognition of the park’s significance as well as create opportunities for financial incentives to preserve and enhance Eagle Point Park. Grants for Parks: Planning Services staff assisted with successful grants for Valentine Park expansion and Eagle Point Park’s environmental restoration management plan. -51- PLANNING SERVICES Did you know? • Dubuque’s historic, compact downtown neighborhoods provide safe, accessible access to public transit, parks, employment and schools • 98% of Dubuque residents live within a 1/2 mile walk of a park or open space Future Initiatives Implementation of the 2017 Comprehensive Plan - A collaborative process with community stakeholders, businesses, organizations, and residents is planned. Kerper Boulevard Revitalization - This is a High Priority of the City Council’s 2017-2019 Policy Agenda. Creation of a master plan for revitalization of vacant sites and a complete streets design are envisioned to spur economic growth. Historic Preservation Surveys, Evaluations and Nominations - As a Certified Local Government, the City is required to prepare historic/architectural surveys, evaluations and nominations to identify and list properties eligible for the NRHP Historic Preservation Economic Impact Study and Master Plan -- Developing an in-depth study which identifies the benefits of preservation to the community’s economic prosperity, environmental integrity and social cultural vibrancy will inform creation of a master plan and serve as a preservation marketing piece. Performance Measures City Planning and Historic Preservation - Activity Statement Coordinate city planning and historic preservation in an engaging and community-oriented manner which promotes, protects and enhances the City’s environmental, economic and cultural resources as well as facilitates future growth and development. Goal: Partnering for a Better Dubuque Outcome # 1: Manage the update of the City of Dubuque Comprehensive Plan using through collaborative public engagement opportunities. Drafting and implementing a citywide vision for future development is essential for the City of Dubuque. The Comprehensive Plan is a document which reflects the values of the community as a whole and is developed through extensive public engagement and consensus-building. The Comprehensive Plan is the principal opportunity for residents to communicate their values and vision for the future of the city. The goals and strategies outlined in the comprehensive plan are used to inform and plan important policy decisions such as land use and budgeting. -52- PLANNING SERVICES The Long Range Planning Advisory Commission oversaw a consultant-led community engagement process that involved input using a wide range of communication channels in FY2017. The process was highly representative of community demographics. With adoption of the plan, a 2107-2019 Top Priority of the City Council’s Policy Agenda was achieved. Did you know? Approximately 6,000 people shared over 12,500 ideas during the year-long community-wide engagement process for the 2017 Comprehensive Plan -- Imagine Dubuque 2037: A Call to Action. The Comprehensive Plan and supporting documents are available to view and download at www.cityofdubuque.org/ImagineDubuque Goal: Great Place to Live Outcome #2: Promote, enhance and preserve the community’s historic and cultural resources. The Planning Services Department in conjunction with the Historic Preservation Commission provides technical assistance to property owners and developers on issues including funding sources, National Park Service Preservation Briefs, Secretary of the Interior ’s Standards for the Treatment of Historic Properties, and the City’s Architectural Guidelines. Planning Services staff also coordinates with consultants on historic, architectural and archaeological surveys, evaluations and nominations of significant cultural resources in the community. Historic Preservation Commission review and approval time is usually between 15 -20 days from application deadline. Investment in historic and downtown neighborhoods was $18.2 million in FY2017. Did you know? The City of Dubuque has designated 10 local landmarks. All are listed in the National Register of Historic Places. Two are also designated as National Historic Landmarks: Old Jail and William M. Black steam dredge. Learn more about Dubuque’s landmarks at www.cityofdubuque.org/331/Historic-Preservation Old County Jail, constructed 1857-58 William M. Black Steam Dredge, constructed 1934 -53- PLANNING SERVICES Goal: Connected Community Outcome #1: Increase access to trails and bike routes. Planning Services coordinates planning and development of bike/hike trails and facilities within the City of Dubuque and the urbanized region, and helps secure state and federal grants. Did you know? Since 2014, 100% of homes are within 3 miles of an off-road trail and 80% of homes are within a 5-minute bike ride of a trail. Outcome 2: Assist Dubuque Metropolitan Area Transportation Study (DMATS). Planning Services staff serves on the DMATS Technical Advisory Committee and helps coordinate community land use planning and development projections with the updates and implementation of the DMATS Long Range Transportation Plan. In FY2017, Planning Services staff assisted DMATS staff with the update and adoption of the 2045 Long Range Transportation Plan. -54- This page intentionally left blank. -55- Recommended Operating Revenue Budget - Department Total 62 - PLANNING SERVICES Fund Account Account Title FY16 Actual Revenue FY17 Actual Revenue FY18 Adopted Budget FY19 Recomm'd Budget 100 45701 STATE GRANTS 0 10,453 0 0 45 - STATE GRANTS 0 10,453 0 0 100 51912 ZONING ADM FEES 35,070 30,021 35,070 36,218 100 51913 SUB PLAT REVIEW FEES 3,167 3,355 3,167 3,623 100 51915 TEMPORARY USE FEES 428 302 428 326 100 51917 BILLBOARD INSPECTION FEE 11,250 16,450 4,300 14,318 100 51925 MAP/TEXT SALES 160 10 160 10 100 51928 DESIGN REVIEW FEES 0 0 0 2,160 51 - CHARGES FOR SERVICES 50,075 50,138 43,125 56,655 100 53403 IA DISTRICT COURT FINES 0 0 3,340 1,710 100 53530 SPECIALIZED SERVICES 8,710 17,420 8,710 9,407 100 53605 MISCELLANEOUS REVENUE 792 2,693 90 0 100 53620 REIMBURSEMENTS- GENERAL 601 746 1,738 276 53 - MISCELLANEOUS 10,103 20,859 13,878 11,393 100 59610 FR WPC OPERATING 41,301 87,436 135,777 139,437 100 59620 FR STORMWATER OPERATING 28,827 27,855 31,282 32,656 100 59630 FR PARKING OPERATING 14,872 14,371 15,621 15,966 100 59640 FR WATER UTILITY 0 0 8,304 25,099 100 59670 FR REFUSE COLLECTION 112,024 108,246 110,863 114,825 100 59940 FR DMASWA 46,019 44,467 0 0 59 - TRANSFER IN AND INTERNAL 243,043 282,375 301,847 327,983 62 - PLANNING SERVICES TOTAL 303,221 363,825 358,850 396,031 -56- Recommended Operating Expenditure Budget - Department Total 62 - PLANNING SERVICES Fund Account Account Title FY16 Actual Expense FY17 Actual Expense FY18 Adopted Budget FY 19 Recomm'd Budget 100 61010 FULL-TIME EMPLOYEES 500,996 532,284 536,414 554,338 100 61030 SEASONAL EMPLOYEES 4,106 4,341 7,840 7,958 100 61310 IPERS 44,937 47,993 48,602 53,080 100 61320 SOCIAL SECURITY 36,044 38,935 41,635 43,016 100 61410 HEALTH INSURANCE 145,234 127,200 127,198 114,480 100 61415 WORKMENS' COMPENSATION 1,921 1,989 2,037 1,761 100 61416 LIFE INSURANCE 441 459 1,075 470 100 61660 EMPLOYEE PHYSICALS 15 268 15 253 100 61680 EMPLOYEE MOVING EXPENSE 1,000 0 0 0 61 - WAGES AND BENEFITS 734,694 753,469 764,816 775,356 100 62010 OFFICE SUPPLIES 3,038 3,850 3,098 3,456 100 62030 POSTAGE AND SHIPPING 2,703 1,900 2,703 1,899 100 62050 OFFICE EQUIPMENT MAINT 783 0 799 0 100 62061 DP EQUIP. MAINT CONTRACTS 8,317 8,600 9,529 9,682 100 62090 PRINTING & BINDING 630 216 642 327 100 62110 COPYING/REPRODUCTION 10,222 2,635 3,181 2,634 100 62130 LEGAL NOTICES & ADS 1,204 1,122 1,442 1,122 100 62140 PROMOTION 378 399 386 399 100 62170 SUBSCRIPTIONS-BOOKS-MAPS 1,170 603 1,193 1,029 100 62190 DUES & MEMBERSHIPS 804 1,139 820 857 100 62204 REFUNDS 0 471 0 0 100 62206 PROPERTY INSURANCE 159 134 139 0 100 62208 GENERAL LIABILITY INSURAN 4,717 4,840 5,081 4,326 100 62230 COURT COSTS & RECORD FEES 0 695 1,985 1,985 100 62310 TRAVEL-CONFERENCES 819 7,413 10,950 8,690 100 62320 TRAVEL-CITY BUSINESS 1,487 1,425 1,517 573 100 62340 MILEAGE/LOCAL TRANSP 386 484 838 652 100 62360 EDUCATION & TRAINING 1,288 2,561 4,950 2,861 100 62421 TELEPHONE 1,248 1,320 1,249 1,320 100 62436 RENTAL OF SPACE 3,024 3,024 3,084 3,024 100 62511 FUEL, MOTOR VEHICLE 418 480 418 489 100 62521 MOTOR VEHICLE MAINT.410 582 418 594 100 62528 MOTOR VEH. MAINT. OUTSOUR 327 0 0 0 100 62641 HOSPITALITY EXPENSE 365 0 0 0 100 62645 SPECIAL EVENTS 200 0 0 0 100 62663 SOFTWARE LICENSE EXP 12,796 13,390 13,052 13,480 100 62667 INTERNET SERVICES 405 770 960 1,224 100 62716 CONSULTANT SERVICES 0 0 2,500 35,750 100 62731 MISCELLANEOUS SERVICES 777 0 1,500 0 100 62756 SPIRIT RELATED EXPENSE 0 0 300 100 100 62761 PAY TO OTHER AGENCY 30,937 27,089 28,242 29,395 62 - SUPPLIES AND SERVICES 89,012 85,142 100,976 125,868 100 71120 PERIPHERALS, COMPUTER 780 0 1,040 0 100 71123 SOFTWARE 70 0 0 0 100 71211 DESKS/CHAIRS 650 350 650 500 100 72418 TELEPHONE RELATED 0 849 0 1,109 71 - EQUIPMENT 1,500 1,199 1,690 1,609 62 - PLANNING SERVICES TOTAL 825,206 839,810 867,482 902,833 -57- Recommended Expenditure Budget Report by Activity & Funding Source 62 - PLANNING SERVICES ADMINISTRATION - 62100 FUNDING SOURCE: GENERAL Account FY17 Actual Expense FY18 Adopted Budget FY19 Recomm'd Budget EQUIPMENT 362 1,040 400 SUPPLIES AND SERVICES 8,379 8,172 7,494 WAGES AND BENEFITS 35,438 35,749 35,898 ADMINISTRATION 44,179 44,961 43,792 DEVELOPMENT SERVICES - 62400 FUNDING SOURCE: GENERAL Account FY17 Actual Expense FY18 Adopted Budget FY19 Recomm'd Budget EQUIPMENT 453 650 965 SUPPLIES AND SERVICES 36,828 45,609 39,994 WAGES AND BENEFITS 408,004 409,285 414,245 DEVELOPMENT SERVICES 445,285 455,544 455,204 CITY PLANNING/HISTORIC PR- 62700 FUNDING SOURCE: GENERAL Account FY17 Actual Expense FY18 Adopted Budget FY19 Recomm'd Budget EQUIPMENT 384 —244 SUPPLIES AND SERVICES 39,935 47,195 78,380 WAGES AND BENEFITS 310,028 319,782 325,213 CITY PLANNING/HISTORIC PR 350,347 366,977 403,837 PLANNING SERVICES TOTAL $839,810.40 $867,482.00 $902,833.00 -58- C I T Y O F D U B U Q U E , I O W A DEPARTMENT DETAIL - PERSONNEL COMPLEMENT 62 PLANNING SERVICES DEPT. FY 2017 FY 2018 FY 2019 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 100 5875 GE-40 CITY PLANNER 1.00 $106,708 1.00 $108,427 1.00 $110,041 100 5600 GE-35 ASSOCIATE PLANNER 1.00 $81,606 1.00 $82,919 1.00 $84,148 100 5275 GE-32 ASSISTANT PLANNER 3.00 $205,254 3.00 $209,025 3.00 $212,661 100 5230 GE-27 CODE INSPECTOR 1.00 $44,174 1.00 $47,349 1.00 $52,790 100 5225 GE-26 PLANNING TECHNICIAN 1.00 $36,206 1.00 $40,129 1.00 $45,377 100 225 GE-25 SECRETARY 1.00 $47,358 1.00 $48,565 1.00 $49,321 TOTAL FULL TIME EMPLOYEES 8.00 $521,306 8.00 $536,414 8.00 $554,338 61030 Seasonal Employee Expense 100 5250 NA-11 PLANNING INTERN 0.38 $7,870 0.38 $7,840 0.38 $7,958 TOTAL SEASONAL EMPLOYEES 0.38 $7,870 0.38 $7,840 0.38 $7,958 TOTAL PLANNING SERVICES DEPT 8.38 $529,176 8.38 $544,254 8.38 $562,296 -59- CITY OF DUBUQUE, IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2017 FY 2018 FY 2019 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET Planning Administration-FT General Fund 10062100 61010 100 5875 GE-40 CITY PLANNER 0.25 $26,677 0.25 $27,107 0.25 $27,510 Total 0.25 $26,677 0.25 $27,107 0.25 $27,510 Development Services-FT General Fund 10062400 61010 100 225 GE-25 SECRETARY 0.40 $18,943 0.40 $19,426 0.40 $19,729 10062400 61010 100 5230 GE-27 CODE INSPECTOR 1.00 $44,174 1.00 $47,349 1.00 $52,790 10062400 61010 100 5275 GE-32 ASSISTANT PLANNER 2.00 $137,727 2.00 $139,944 2.00 $142,330 10062400 61010 100 5600 GE-35 ASSOCIATE PLANNER 1.00 $81,606 1.00 $82,919 1.00 $84,148 Total 4.40 $282,450 4.40 $289,638 4.40 $298,997 City Planning/Historic Pres.-FT General Fund 10062700 61010 100 225 GE-25 SECRETARY 0.60 $28,415 0.60 $29,139 0.60 $29,592 10062700 61010 100 5875 GE-40 CITY PLANNER 0.75 $80,031 0.75 $81,320 0.75 $82,531 10062700 61010 100 5275 GE-32 ASSISTANT PLANNER 1.00 $67,527 1.00 $69,081 1.00 $70,331 10062700 61010 100 5225 GE-26 PLANNING TECHNICIAN 1.00 $36,206 1.00 $40,129 1.00 $45,377 Total 3.35 $212,179 3.35 $219,669 3.35 $227,831 City Planning/Historic Pres.-Seasonal General Fund 10062700 61030 260 5250 NA-22 PLANNING INTERN 0.38 $7,870 0.38 $7,840 0.38 $7,958 Total 0.38 $7,870 0.38 $7,840 0.38 $7,958 TOTAL PLANNING SERVICES DEPT.8.38 $529,176 8.38 $544,254 8.38 $562,296 -60- Capital Improvement Projects by Department/Division PLANNING SERVICES CIP Number Capital Improvement Project Title FY 16 Actual Expense FY 17 Actual Expense FY 18 Adopted Budget FY 19 Recomm'd Budget 1022431 HISTORIC PRES TECH ASSIST 3,303 —5,000 — 1022432 HSTR/ARCH SURVYS AND EVAL 15,000 ——— 1022623 COMP PLAN COMM ENGAGE 145 166,859 150,000 — 1022768 TRAIL PLANNING ———10,000 3502430 TRAILS/COMPLETE STREETS —45,045 —— PLANNING SERVICES TOTAL 18,448 211,904 155,000 10,000 -61- PRGRM/ DEPT PROJECT DESCRIPTION FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 TOTAL PAGE PLANNING SERVICES Community and Economic Development Trail Planning $10,000 $—$—$—$—$10,000 308 Kerper Boulevard Revitalization Plan $—$50,000 $—$—$—$50,000 309 Historic Preservation Technical Assistance Program $—$—$—$15,000 $15,000 $30,000 310 Total - Planning Services $10,000 $50,000 $—$15,000 $15,000 $90,000 -62- This page intentionally left blank. FY 2019 Planning Services Department Budget Presentation: 8.38 FTE Staff -Planning Services Manager -Associate Planner -Three (3) Assistant Planners -Zoning Enforcement Officer -Planning Technician -Planning Secretary -Planning Intern (Part-Time) Planning Services Department Staff, Board, & Commissions 28 Volunteers on 1 Board and 3 Commissions Planning Services Department Staff, Board, & Commissions -Zoning Board of Adjustment -Long Range Planning Advisory Commission -Historic Preservation Commission -Zoning Advisory Commission Department Mission Address current needs of city residents and businesses while considering the long-term economic, environmental, social, and cultural needs of the city. Department Mission Promote and enhance historic, cultural, aesthetic, and environmental resources that make Dubuque a unique, identifiable, and vital community. Department Mission Provide friendly, knowledgeable, and professional City Planning, Historic Preservation, and Development Services to city residents to ensure a viable, livable, and equitable Dubuque. Staff support to the Long Range Planning Advisory Commission (LRPAC) Engaging the community to develop the long-term vision for the future of Dubuque Department Duties City Planning Visit http://cityofdubuque.org/imaginedubuque to view the comprehensive plan Performance Measures City Planning Engagement Components -Project Branding -Creative Marketing -Interactive Tools -In-Person Events Roughly 40,000 acres within the study area 14 Pre-Annexation Agreements in FY2017 (40 Total) Performance Measures City Planning Draft Annexation Study Fosters partnerships and provides efficient, knowledgeable coordination of development throughout Dubuque. Development Services Department Duties Coordinating Development Review Team. Development Services Department Duties Staff support to the Zoning Board of Adjustment and Zoning Advisory Commission. Development Services Department Duties 38 Zoning Advisory Commission Cases 70 Zoning Board of Adjustment Cases 45 Simple Plats Approved Facilitating & Coordinating Development Activities Performance Measures Development Services Zoning Advisory Commission Cases Zoning Board of Adjustment Cases 371 Zoning Enforcement Cases Performance Measures Development Services Part of the City Council Vision “Dubuque has a strong diverse economy…” Council Goals Supported Robust Local Economy Financially Responsible, High Performance City Performance Measures Development Services Part of the City Mission “deliver excellent municipal services…” Performance Measures Development Services 129,375 141,192 81,748 43,600 182,287 21,21012,275 8,600 00 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000 180,000 200,000 FY2015 FY2016 FY2017 Approved Development (sf) Commercial Industrial Institutional -Limited Setback Waiver -Adjustment of Front Yard Setbacks Performance Measures Development Services Same Day Review and Sign Off Development Review in as a little as 7 Days 0%20%40%60%80%100% 100% 100% 100% 100% Customer Satisfaction Survey Results FY 2017 Interactive Zoning Map Performance Measures Development Services www.cityofdubuque.org/zoningmap 24 hour Access 365 Days Phone Calls 60% Promote, protect and enhance the City’s historic, cultural, aesthetic, and environmental resources. Department Duties Historic Preservation Conduct research on planning and preservation projects, grants, policies, and ordinances. Department Duties Historic Preservation Staff support for the Historic Preservation Commission. Department Duties Historic Preservation Over 5,000 Properties Surveyed Over 2,000 Properties Protected Evaluating and Protecting Our Historic Resources Performance Measures Historic Preservation Performance Measures Historic Preservation Facilitating Investment in Historic Properties 51 Section 106 Evaluations 12 Staff Design Approvals 9 Façade Grant Approvals 26 HPC Design Reviews 6 HPC Demolition Reviews Performance Measures Historic Preservation Part of city council vision “… a community celebrating culture and heritage [that] has actively preserved our ‘Masterpiece on the Mississippi…” Council Goals Supported Partnership for a Better Dubuque Great Place to Live Performance Measures Historic Preservation Community Design Community Knowledge Regional Economy Resource Management Smart Energy Use Green Buildings Past Present Listed in the National Register of Historic Places effective November 27, 2017 Performance Measures Historic Preservation Upgrade to smart phone - Zoning Enforcement Officer Amount $452 Improvement Packages Recommendation A: Consultant to help implement 2017 Comprehensive Plan: 1-year (Recommended) B: Consultant to help implement 2017 Comprehensive Plan: 3-years Amount $15,199 $45,597 Improvement Packages Recommendation Increase Development Services Fees by 8% New fee for Historic Preservation Commission Design Review Est. Revenue $5,861 $2,160 Improvement Packages Recommendation Update of the 2013 Washington Neighborhood Market Analysis Amount $6,535 Improvement Packages Recommendation CIP Budget Recommendations FY 2020 $0 $50,000 FY 2019 $10,000 $0 Trail Planning Kerper Boulevard Revitalization - (High Priority City Council Goal) CIP Budget Recommendations FY 2023 $15,000 FY 2022 $15,000Historic Preservation Technical Assistance Program Thank You! Planning Services Department 50 West 13th Street (563) 589-4210 Dubuque IA 52001 planning@cityofdubuque.org Any Questions?