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Planning Services Department FY22 Budget Presentation Copyrighted March 8, 2021 City of Dubuque Public Hearings # 3. Special Meeting ITEM TITLE: Planning Services Department FY22 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Planning Services FY22 Policy Budget Outline Supporting Documentation Budget Presentation_UPDATED 3/8/21 Supporting Documentation Planning Services -41- This page intentionally left blank. -42- PLANNING SERVICES DEPARTMENT SUMMARY FY 2020 FY 2021 FY 2022 %Change Budget Highlights Actual Budget Requested FroBudg t021 Expenses Employee Expense 734,277 732,376 759,842 3.8 % Supplies and Services 211,143 129,065 112,023 (13.2)% Machinery and Equipment — 24,816 31,627 27.4 % Total 945,420 886,257 903,492 1.9 % Resources Administrative Overhead Recharges 361,570 401,643 359,643 (10.5)% Operating Revenue 55,537 59,640 49,095 (17.7)% Total 417,107 461,283 408,738 (11.4)% Property Tax Support 528,313 424,974 494,754 69,780 Percent Increase (Decrease) Percent Self Supporting 44.1 °/a 52.0 % 45.2 % Personnel -Authorized FTE 8.38 8.38 8.38 Improvement Package Summary 1 of 4 This improvement request is for funding to help assist Planning Services Staff with managing and updating the Imagine Dubuque website so the comprehensive plan can continue to be implemented. The Imagine Dubuque website is a Wordpress website that was developed between the City of Dubuque Planning Services Department (PSD) and Teska Associates. Currently, Teska Associates hosts, manages and updates the website at the direction of Planning Staff. A multi-year contract with Teska Associates has concluded. Planning Staff will now need to take on the role of updating the website. Planning Staff have consulted with the Public Information Office (PIO) about providing assistance with managing the website. Due to staffing levels and time associated with managing and updating the website, the PIO and PSD determine that separate funding should be requested. The funding is used for training purposes, purchasing of website modules/plugins and to contract with Teska Associates to assist with trouble shooting and upgrades. Imagine Dubuque 2037:A Call to Action Comprehensive Plan:lmplementation, impacts all the city council goals. Related Cost: $ 5,000 Tax Funds Recurring Recommend - No Related Revenue: $ 2,100 Administrative Overhead Recurring Net Cost: $ 2,900 Property Tax Impact: $0.0011 0.01% Activity: Planning/Historic Preservation -43- 2 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 daily field inspection duties for code enforcement staff. The City's Equipment Maintenance Supervisor performed an inspection of the 2009 Ford Focus SE and approved replacement and recommends upgrade to an SUV. This improvement package supports the City Council's goal of financially responsible, high-performance city organization. Related Cost: $11,690 Tax Funds Non-Recurring Recommend -Yes Related Revenue: $4,910 Administrative Overhead Non-Recurring Net Cost: $ 6,780 Property Tax Impact: $0.0027 0.03% Activity: Development Services 3 of 4 This improvement package would provide for the purchase of a tablet with a data plan to be used by the Associate Planner (AP). The tablet will allow the AP to have access to necessary information while attending meetings. It will also reduce copying of ineeting materials; thus, a more sustainable result and greater efficiency. The ability to take notes and use technology to streamline processes is the goal. In addition, with the impacts that Covid-19 has had on communication, the tablet and Data plan allows the AP to attend meetings remotely from either in the field, at home or out of city. It also has a camera/ video function that helps with documenting inspections for use in staff reports for the Zoning Board of Adjustment and Zoning Advisory Commission. It helps meet the City Council's Goal of being a Financially Responsible, High-Performance City Organization: Sustainable, Equitable, and Effective Service Delivery. Related Cost: $ 920 Tax Funds Non-Recurring Recommend -Yes Related Cost: $ 360 Tax Funds Recurring Related Revenue: $ 386 Administrative Overhead Non-Recurring Related Revenue: $ 151 Administrative Overhead Recurring Net Cost: $ 743 Property Tax Impact: $0.0003 —°/o Activity: Development Services 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 based on an average 2°/o 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°/o 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. -44- FY ���� Proposed Increase Der+elopment Sen+ices Current 4a{� Fee Increase Amount 1�ariance $360 + $�}notice $37� + $��notice �14 ConditionalUs� 'errnit 53�0 + 52.`notice S3?� + S2.�notice $1� ,�ppeal $7� $75 $� 5pe�ial =x�eption 51�� 5150 �6 Tex#Arrrendmer�t $�87 $�98 $11 VinorSubdi�+ision 'lat S28? 5298 $11 PreliminaryPlatfA+lajor5ubdivision $575 $598 $�� =inal 'lat�'Vajor�ubdi�+ision S28? 5298 $11 Rezoning $431 +$�lnotice $448 +$�Inotice �1� �Jew 'lann�d 7istri�t 1'U�; S?19 +S2?notice 5748 +52.`notice $2� Amended Planned District (PU�} $d31 +$��notice $dd8 f$�}notice $17 Sign Permi# Reviews S39 �41 �2 Ex#ension ofSubdivison 6onding $39 $41 $� Billboard Inspe�#ion Fee �54 billboard,�f�ear S5� billboarrlif�ear �� Electronic Message �ite Inspection Fee $5�4 signlyear $56 signlyear $� �imple �i#e Plan S?2 S?5 $� MinorSite P�an $183 $190 �7 Nlajor 5ite 'lan S32? 53�0 $1� L�mited 5e#back INaiver $7� $75 $� =1ood 'lain 'errnit 51�� 5150 �6 Flood INayPermi# $719 $748 $�9 5irnple 5ubdivision-5taff �e�iew S50 S52 �2 5imple 5ubdivison-Council Ac#ion Required $�87 $�98 $11 �'�rai�+er frorn Site 7esign Standards 53�0 S3?� �14 Maps and Ordinances $10-$�0 ldocument $10-$30 ldocument" �0 Tero�p. U se Permi#: Off-'remise �etail S58 �G� $2 Temp. UsePermit: Or�Premise 5easonal $1�� $1�8 $5 FY ��� Prapased Increase Hist�ric Preservati�n Current 4°+� Fee Increase Am�unt DesignRe�iewflncludingEconomic Non- 1�iabili#y &Demoli#ion ��� ���� �� �Jote; Vaxirnum =ee Gap of$1,QQQ still appliesto rezonings and arnended 'U�s_ Maximum Fee Cap of$�,000 still applies �a new PUDs. *No Fee Increase Related Revenue: $ 1,895 Development Services Fees Recurring Recommend -Yes Property Tax Impact: $(0.0007) (0.01)% Activity: Development Services -45- S�nificant Line Items Employee Expense 1. FY 2022 employee expense reflects a 3.0% wage package increase. 2. The lowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged from FY 2021 The employee contribution of 6.29% is unchanged from FY 2021. 3. The City portion of health insurance expense increased from $1,025 in FY 2021 to $1,086 in FY 2022 per month per contract which results in annual cost increase of$5,888 or 5.95%. 4. Five-Year Retiree Sick leave payout increased from $14,718 in FY 2021 to $15,093 in FY 2022. 5. 50% Sick leave payout decreased from $3,713 in FY 2021 to $1,522 in FY 2022 based on FY 2020 actual. 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. Consultant Services decreased from $25,000 in FY 2021 to $0 in FY 2022 due to a non- recurring improvement package for a partnership contract with Creative Adventure Lab to create a Community Empowerment process to engage stakeholders in actionable solutions and implementation strategies to support Imagine Dubuque. This project was completed in FY 2021. 7. Data Processing Equipment Maintenance Contracts increased from $10,068 in FY 2021 to 10,404 in FY 2022. Departments receive recharges for maintenance agreement costs on City wide software based on the number of users in their department. 8. Software License expense increased from $14,856 in FY 2021 to $26,808 in FY 2022 based on FY 2021 plus 80%. 9. Pay to Other Agency increased from $31,700 in FY 2021 to $32,968 in FY 2022 for East Central Intergovernmental Association (ECIA) annual dues plus 4%. 10. Travel Conferences decreased from $8,400 in FY 2021 to $6,200 in FY 2022 based on five department staff attending the annual Race in the Heartland annual conference in FY 2022 and the National Preservation is a biannual conference next held in FY 2023. Other conferences budgeted include state-wide preservation conferences and the American Planning Association conference. 11. General Liability Insurance decreased from $4,450 in FY 2021 to $4,281 in FY 2022 based on FY 2020 actual plus 3%. 12. Court Costs and Record Fees increased from $3,321 in FY 2021 to $4,500 in FY 2022 based on FY 2021 YTD and additional pre-annexation filings. 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 -46- 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 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 lowa District Court Fines and is $1,761 in FY 2022 . Due to time delay of reimbursements, the revenue received is less than the expense. 13. Copying and Reproduction decreased from 2,987 in FY 2021 to 2,595 in FY 2022 based on FY 2020 actual. 14. Rental of Space remains unchanged from $3,024 in FY 2021 to $3,024 in FY 2022 for the rental of 6 parking spaces for the following positions: Department Manager,Associate Planner, three Assistant Planners and a Zoning Enforcement Officer. Each space costs $42.00 per month. 15. Education & Training costs remained unchanged from $2,600 in FY 2021 to $2,600 in FY 2022. Training includes: Flood Plain Manager Training, GIS Training, and training for the Historic Preservation Committee. Machinery and Equipment 16. The total equipment requested is as follows ($31,627): Administration Chairs/Desks $ 334 Development Services Projector $ 500 Chairs/Desks $ 1,339 Vehicle Replacement $ 27,030 City Planning/Historic Preservation Projector $ 500 Chairs/Desks $ 1,004 Recommended Improvement Packages $ 920 Total $ 31,627 Revenue 17. Zoning administrative fees decreased from $29,896 in FY 2021 to $25,201 in FY 2022 based on FY 2020 actual. 18. Revenue received from Enterprise Funds for administrative overhead charges decreased from $401,643 in FY 2021 to $359,643 in FY 2022. -47- This page intentionally left blank. -48- PLANNING SERVICES � '; �, Q� �� ��„-� � - _ � �� _- �. -� � �,, E�: � - , . � % � � , ` r' `�, ,� 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. ��.. . . . � .� � . . . -49- PLANNING SERVICES SUCCESS IS ABOUT PEOPLE, PLANNING AND PARTNERSHIPS LEADING TO OUTCOMES PEDPLE PLANNIN� Planning Services staff interacts daily with Planntng Services staff works with the custamers ta facilitate review of resid�n#ial, . . Lang-Range Plannin�Advisory office, cammercial, institutional and �ommission to create a viable; livable, indu�trial development proposals thro�i�h and equitable cnmmunity and plan for a an open, transparent: service-orien#ed better future through th� long-term pracess. �taff resolves zoning �nfareement �amprek�ensive Plan and s#rategic sh�rt- issues by working with residen#s a�d term plans for urt�an ret��wal and b�isinesses to achieve volun#ary revi�aliza#ian_ compliance_ �taff also wnrks with#he �oning Advisory �ommission and Zoning Planning �ervices staff warks with the Board af Adjustm�nt by facilita#ing His#oric Pr�servation �ommission to n�ighborhaad input on deve�opment pro#ect, promo#e a�d en�ance#�e p�oposals #o: histaric. cultural and aesth�tic resources • promote a saund, safe, healthy, and that make Dubuque a unique, identifiable sustainable communi�y, and vi�al community thro�gh �reser+ration • encaurat�e goad developrr�ent and planning; design gkiidelines, technical support the ca�rscientious develaper, assistanc� and financial inc�ntives. � pra#ect ��cis#ing proper��r values ar�d us�s, and � � _� � _-.�•Y_ � ��� fl � t - . -'�.';, , � - -. �i,�,��� .� .r�� �� w� ���� J ���J � {���� r��i�� . � ��A �..�- �.� ! ► , r � - i* RARTMERSHIPS Plar�ning Services staff collabora#es with City d�partments; � lacal, sta#e a�d fed�ral ager�cies; private sector and non- � profi#s to facilita#e develapmen#: enhance neight�orhood quality, and �upport regional effarts_ �lajor callabarations include= sustaina6ility, annexation; riverfrant develapment; downto�rn and neighborhood revitaliza#ian, public health. water�hed management: and regional park�, open space and bike;hike tra�l systems. -50- PLANNING SERVICES FY 2020 FY 2021 FY 2022 Full-Time Equivalent 8.38 8.38 8.38 Resources and Property Tax Support $600,000 $528,313 $494,754 $401,643 $424,974 $400,000 $361,570 $200,000 $55,537 $59,640 $0 � Administrative OH Recharges Operating Revenue Property Tax Support � FY 2020 FY 2021 FY 2022 The Planning Services Department is supported by 8.38 full-time equivalent employees, which accounts for 84.10% of the department expense as seen below. Overall, the department's expenses are expected to increase by 1.94% in FY 2022 compared to FY 2021. Expenditures by Category by Fiscal Year $734,277 Employee Expense $732,376 $759,842� $211,143 Supplies and Services $129,065 $— Machinery and Equipment $24,816 $31,627 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 $700,000 FY 2020 FY 2021 � FY 2022 -51- 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 2020 Actual FY 2021 Budget FY 2022 Requested Expenditures $429,280 $471,922 $489,357 Resources $37,051 $57,394 $47,353 Development Service Position Summary FY 2022 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 . . . - . . . . . Performance Measure(KPI) Target FY19 FY20 FY 2021 Performance Actual Actual Estimated 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 a (combined commercial, industrial, and 200,000 135,915 403,778 270,000 _ institutional) % average score (out of 100) awarded by � customers via ongoing Planning 100°/o 98.3°/o 95% 97.5% Department customer service survey. #of inspections conducted to bring 1,368 1,424 1,312 1,400 C�� properties into compliance 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 23.5 23.5 23.5 23.5 Adjustment #Avg. days from application deadline to � City Council for Zoning Advisory 55 55 55 55 Commission -52- PLANNING SERVICES 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. FY 2020 Actual FY 2021 Budget FY 2022 Requested Expenditures $516,140.23 $414,335 $414,135 Resources $380,056.08 $403,889 $361,385 FY 2022 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 FY19 FY20 FY 2021 Performance Actual Actual Estimated Indicator 1 Activity Objective: Begin implementation of the Imagine Dubuque 2037 Plan. #of Imagine Dubuque Technical Team 6 3 5 5 � Meetings -53- PLANNING SERVICES 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. FY 2020 Actual FY 2021 Budget FY 2022 Requested Expenditures $516,140.23 $414,335 $414,135 Resources $380,056.08 $403,889 $361,385 FY 2022 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 8�cultural resources. Performance Measure(KPI) Target FY19 FY20 FY 2021 Performance Actual Actual Estimated Indicator #Avg. days Historic Preservation review � and approval time from application 17.5 17.5 18.5 17.5 deadline $ investment in historic and downtown $3.0 $4.0 $3.0 $3.0 � neighborhoods million million million million -54- Recommended Operating Revenue Budget - Department Total 62-PLANNING SERVICES FY19 Actual FY20 Actual FY21 Adopted Fund Account Account Title Revenue Revenue Budget FY22 Recomm'd Budget 100 45701 STATE GRANTS 1,657 0 0 0 FED PASS THRU STATE L00 45771 GRANT 912 0 0 0 45 STATE GRANTS -Total 2,569 0 0 0 100 51912 ZONING ADM FEES 28,746 24,051 29,896 25,201 100 51913 SUB PLAT REVIEW FEES 3,111 2,698 3,235 2,822 100 51915 TEMPORARY USE FEES 1,200 691 708 718 BILLBOARD INSPECTION 100 51917 FEE 12,700 I50 13,208 10,012 100 51925 MAP/TEXT SALES 100 65 43 65 100 51928 DESIGN REVIEW FEES 1,152 720 2,246 806 100 51965 EVENTS REVENUE 0 7,052 0 0 100 51981 COPY SERVICE CHARGES 0 7 0 0 51 CHARGES FOR SERVICES -Total 47,009 35,434 49,336 39,624 100 53102 PRIVATE PARTICIPANT 0 9,750 0 0 100 53403 IA DISTRICT COURT F1NES 1,069 1,761 1,069 1,761 100 53530 SPECIALIZED SERVICES 8,710 7,710 8,710 7,710 100 53605 MISCELLANEOUS REVENUE 43 0 43 0 REIMBURSEMENTS- 100 53620 GF,NF,RAL 556 882 482 0 53 MISCELLANEOUS -Total 10,379 20,103 10,304 9,471 100 59610 FR WPC OPERATING 139,437 143,165 159,338 142,716 FR STORMWATER 100 59620 OPERATING 32,656 39,585 47,334 42,814 100 59630 FR PARKING OPERATING 15,966 18,590 20,712 18,551 100 59640 FR WATBR UTiLiTY 25,099 31,024 26,622 22,836 100 59670 FR REFUSE COLLECTION 114,825 129,206 147,637 132,726 59 TRANSFER IN AND INTERNAL -Total 327,983 361,570 401,643 359,643 PLANNING SERVICES -Total 387,940 417,107 461,283 408,738 -55- Recommended Operating Expenditure Budget - Department Total 62-PLANNING SERVICES FY19 Actual FY20 Actual FY21 Adopted FY 22 Recomm'd Fund Account Account Title Expense Expense Budget Budget 100 61010 FULL-TIME EMPLOYEES 514,169 515,832 514,866 534,734 100 61030 SEASONAL EMPLOYEES 767 4,869 8,108 8,353 100 61080 COVIDI9 EMP QUARANT/TREAT 0 317 0 0 100 61081 COVIDI9 SCHOOL/DAYCARE CL 0 2,545 0 0 100 61083 COVIDI9 EMP NON-WORK 0 557 0 0 100 61088 SCHOOL/DAYCARE CLOSED 0 732 0 0 100 61091 SICK LEAVE PAYOFF 0 7,205 14,718 15,093 100 61092 VACATION PAYOFF 0 23,465 0 0 100 61096 50%SICK LEAVE PAYOUT 0 1,522 3,713 1,522 100 61310 IPERS 48,537 49,003 49,367 51,267 100 61320 SOCIAL SECURITY 36,042 39,330 41,416 42,818 100 61410 HEALTH INSURANCE 114,480 86,688 98,368 104,256 100 61415 WORKMENS'COMPENSATION 1,761 1,509 1,231 1,074 100 61416 LIFE INSURANCE 436 420 458 458 100 61651 MEALS NO OVERNIGHT 0 17 0 0 100 61660 EMPLOYEE PHYSICALS 131 267 131 267 61-WAGES AND BENEFITS 716,324 734,277 732,376 759,842 100 62010 OFFICE SUPPLIES 4,225 2,249 4,225 2,249 100 62011 LTNIFORM PURCHASES 0 60 0 60 100 62030 POSTAGE AND SHIPPING 2,471 1,429 2,717 1,458 100 62050 OFFICE EQUIPMENT MAINT 0 342 1,240 349 100 62061 DP EQUIP.MAINT CONTRACTS 9,682 9,459 10,068 10,404 100 62090 PRINTING&BINDING 2,516 485 2,000 1,495 100 62ll0 COPYING/REPRODUCTION 2,987 2,595 2,987 2,595 100 62130 LEGALNOTICES&ADS 2,139 9,133 2,139 2,578 100 62140 PROMOTION 350 8,835 499 499 100 62170 SUBSCRIPTiONS-BOOKS-MAPS 790 1,143 1,061 1,166 100 62190 DUES&MEMBERSHIPS 1,174 805 919 1,184 100 62204 REFiJNDS 288 3,500 0 0 100 62206 PROPERTY INSURANCE 820 923 861 0 100 62208 GENERAL LIABILITY INSURAN 4,238 4,170 4,450 4,281 100 62230 COURT COSTS&RECORD FEES 3,321 2,217 3,321 4,500 100 62240 MISCELLANEOUS 0 144 0 0 100 62310 TRAVEL-CONFERENCES 14,937 6,742 8,400 6,200 100 62320 TRAVEL-CiTY BUSINESS 8,810 5,933 2,000 2,000 100 62340 MILEAGE/LOCAL TRANSP 209 655 485 773 100 62360 EDUCATION&TRAINING 1,907 534 2,600 2,600 100 62421 TELEPHONE 1,875 1,704 1,875 2,072 100 62436 RENTAL OF SPACE 2,772 2,268 3,024 3,024 100 62511 FUEL,MOTOR VEHICLE 529 492 458 526 100 62521 MOTOR VEHICLE MAINT. 589 808 600 824 100 62641 HOSPITALITY EXPENSE 0 69 0 0 100 62645 SPECiAL EVENTS 1,636 15,906 500 600 100 62663 SOFTWARE LICENSE EXP 27,754 0 14,856 26,808 100 62667 DATA SERVICES 673 810 1,080 810 100 62716 CONSULTANT SERVICES 18,683 92,909 25,000 0 100 62731 MISCELLANEOUS SERVICES 0 2,694 0 0 100 62732 TEMP HELPCONTRACT SERV. 5,201 1,580 0 0 100 62756 EMPLOYEE RECOGNITION 180 0 0 0 100 62761 PAY TO OTHER AGENCY 29,395 30,548 31,700 32,968 62-SUPPLIES AND SERVICES 150,150 211,143 129,065 112,023 100 71ll8 PROJECTOR/CAMERA 0 0 1,000 1,000 100 71120 PF.RIPHERALS,COMPUTF.R 0 0 0 920 100 71211 DESKS/CHAIRS 2,972 0 2,580 2,677 100 71310 AUTO/JEEP REPLACEMENT 0 0 20,536 27,030 100 72418 TELEPHONE RELATED 454 0 700 0 71-EQUIPMENT 3,427 0 24,816 31,627 62-PLANNING SERVICES TOTAL 869,901 945,420 886,257 903,492 -56- Recommended Expenditure Budget Report by Activity & Funding Source 62-PLANNiNG SERVICES ADMINISTRATION -62100 FUNDING SOURCE:GENERAL Account FY20 Actual Expense FY21 Adopted Budget FY22 Recomm'd Budget EQUIPMENT - 672 334 SUPPLIES AND SERVICES 7,659 6,746 6,669 WAGES AND BENEFITS 38,693 31,896 31,354 ADMINISTRATION 46,352 39,314 38,357 DEVELOPMENT SERVICES -62400 FUNDING SOURCE:GENERAL Account FY20 Actual Expense FY21 Adopted Budget FY22 Recomm'd Budget EQUiPMENT 22,676 29,789 SUPPLIES AND SERViCES 33,170 48,437 58,730 WAGES AND BENEFiTS 396,111 400,809 400,838 DEVELOPMENT SERVICES 429,280 471,922 489,357 CITY PLANNING/HISTORIC PR-62700 FUNDING SOURCE:GENERAL Account FY20 Actual Expense FY21 Adopted Budget FY22 Recomm'd Budget EQUIPMENT - 1,468 1,504 SUPPLIES AND SERVICES 170,315 73,882 46,624 WAGES AND BENEF[TS 299,474 299,671 327,650 CITY PLANNING/HISTORIC PR 469,788 375,021 375,778 PLANNING SERVICES TOTAL $945,420 $886,257 $903,492 -57- CITY OF DUBUQUE , IOWA DEPARTMENT DETAIL-PERSONNEL COMPLEMENT 62 PLANNING SERVICES DEPT. FY 2020 FY 2021 FY 2022 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 $ 113,358 1.00 $ 89,596 1.00 $ 95,767 100 5600 GE-35 ASSOCIATE PLANNER 1.00 $ 76,525 1.00 $ 80,225 1.00 $ 70,635 100 5275 GE-32 ASSISTANT PLANNER 3.00 $ 189,540 3.00 $ 201,305 3.00 $ 209,677 100 5230 GE-27 CODE INSPECTOR 1.00 $ 54,397 1.00 $ 55,147 1.00 $ 55,949 100 5225 GE-26 PLANNING TECHNICIAN 1.00 $ 43,766 1.00 $ 46,755 1.00 $ 52,451 100 225 GE-25 SECRETARY 1.00 $ 39,153 1.00 $ 49,537 1.00 $ 50,255 TOTAL FULL TIME EMPLOYEES 8.00 $ 516,739 8.00 $ 522,565 8.00 $ 534,734 61030 Seasonal Employee Expense 100 5250 NA-11 PLANNING INTERN 0.38 $ 8,139 0.38 $ 8,226 0.38 $ 8,353 TOTAL SEASONAL EMPLOYEES 0.38 $ 8,139 0.38 $ 8,226 0.38 $ 8,353 TOTAL PLANNING SERVICES DEPT 8.38 $ 524,878 8.38 $ 530,791 8.38 $ 543,087 -58- CITY OF DUBUQUE,IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2020 FY 2021 FY 2022 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 $ 28,339 0.25 $ 22,399 0.25 $ 23,941 Total 0.25 $ 28,339 0.25 $ 22,399 0.25 $ 23,941 Development Services-FT General Fund 10062400 61010 100 225 GE-25 SECRETARY 0.40 $ 15,661 0.40 $ 19,815 0.40 $ 20,102 10062400 61010 100 5230 GE-27 CODE INSPECTOR 1.00 $ 54,397 1.00 $ 55,147 1.00 $ 55,949 10062400 61010 100 5275 GE-32 ASSISTANT PLANNER 2.00 $129,573 2.00 $133,918 2.00 $137,602 10062400 61010 100 5600 GE-35 ASSOCIATE PLANNER 1.00 $ 76,525 1.00 $ 80,225 1.00 $ 70,635 Total 4.40 $276,156 4.40 $289,105 4.40 $284,288 City Planning/Historic Pres.-FT General Fund 10062700 61010 100 225 GE-25 SECRETARY 0.60 $ 23,492 0.60 $ 29,722 0.60 $ 30,153 10062700 61010 100 5875 GE-40 CITY PLANNER 0.75 $ 85,019 0.75 $ 67,197 0.75 $ 71,826 10062700 61010 100 5275 GE-32 ASSISTANT PLANNER 1.00 $ 59,967 1.00 $ 67,387 1.00 $ 72,075 10062700 61010 100 5225 GE-26 PLANNING TECHNICIAN 1.00 $ 43,766 1.00 $ 46,755 1.00 $ 52,451 Total 3.35 $212,244 3.35 $211,061 3.35 $226,505 City Planning/Historic Pres.-Seasonal General Fund 10062700 61030 260 5250 NA-22 PLANNING INTERN 0.38 $ 8,139 0.38 $ 8,226 0.38 $ 8,353 Total 0.38 $ 8,139 0.38 $ 8,226 0.38 $ 8,353 TOTAL PLANNING SERVICES DEPT. 8.38 $524,878 8.38 $530,791 8.38 $543,087 -59- Capital Improvement Projects by Department/Division PLANNING SERVICES FY 19 Actual FY 20 Actual FY 21 Adopted FY 22 Recomm'd CIP Number Capital lmprovement Project Title Expense Expense Budget Budget 1022431 HISTORIC PR6S TF,CH ASSIST 5,000 3502430 TRAILS/COMPLETE STREETS PLANNING SERVICES TOTAL 5,000 -60- PRGRM/ DEPT PROJECT DESCRIPTION FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 TOTAL PAGE PLANNING SERVICES Community and Economic Development Historic Preservation Technical Assistance Program $ 5,000 $ 15,000 $ 5,000 $ 5,000 $ 15,000 $ 45,000 354 TOTAL $ 5,000 $ 15,000 $ 5,000 $ 5,000 $ 15,000 $ 45,000 -61- 1 1 � ' . � . . 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'���� � � � � ��������-�� � �� � Poverty Reduction & Prevention Plan � � Consultant Public Works - � . . - . f . . ` r • r • City Council Adoption =�,�::�. ��=� .... � March 1 , 2021 � . 14 DEVELOPMENT SERVICES • Foster partnerships and provide . � : � efficient, knowledgeable coordination � � ��- � � of sustainable development. �M _ � � • Facilitate and Coordinate the ��.y �� - Development Review Team . • Staff support to the Zoning Board of Adjustment and the Zoning Advisory Commission. 15 , • � 1 i � � � , M � + ' � � ' M � I III i � � � � � � � � � Includes new or expanded " " ' commercial, � � � � industrial and � � � � � institutional � � � � (non-residential) � � � � � - 4 construction. � � � � . � � : � � � � 16 � � � � � � �D�� T�t�I . . ���;� �;,�,.. �: �: El��ible �a�e� � �� ���; � . � � " �__ . . 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'�°''� _ }� �; '�-.' _-_� . i T ' ��� r���'�_ — __ � F�'201 S �04 ��� . {- . -- . � � : _��,� . `� -��+} ��. -��� . ��_ti �� • y�r¢'�'.,Y � *�i � �"� __ .: . _ ~ i�# ;f.��: . }C � FY�D�19 1 �� �8� � x�;.�i�.. _,� � �{'_��'��1�`�.�:. -..:�►��: .. ,'. � �+ �l 5 �F 4��... f �� '� ..•'+. ' _ � � } *-5���_.,.�*���< ��+*� �* �+•� _ F�r�o�o ��� ��� _�k �r, ._ _���Y ��� ,� t �.� .?�<���• T,�_�� i - t-- *��-y ,.�;.. 1, s.�C� �*�� �I I �'- .� _i_'i� ��� �y,i �+� 1y�f�'/F F ' �;.�] � + � � `��� �� � 'I � +..P • .rI I ��{���r r``t�r.. � �,J -` -;�?� � � , �# ��=:�'�;�-�.��� � � � � � a�� �-'—��,�'�h �x,::����. I1 � ,...{; :�fi., � _ kl� LT 7 ' —�" - ��1 1� .�•4". ' �..... �� { -��`I+ .. � , .M1�,* �..Y t}�V 'r��. � � � # "} 5 1�{.' �};} . ���tY'� i�� �; `T� w�h st`.��,�y.•L� .'.'..aR.��#'.+i .�,*. + _� I�F�`.:k�.��'wy.�•� .i+ k. +' -�;:''.�'#..i, .#' M1.r4f_ i"+ I .s �� � * � . i�.�. •.=;y��� -. •a#r;..•'� . � l; ��•� �* _ . ir� • � i (I�� �6���Y'��_ *�F'Ft-Y'k'���� '�* �s F�tl�' : I �- � -4� R .7�:x�ri,�� �T A ��Yi__ ,' � . i �;• r � __��. .� � ~'i' r �+. s �� 4 _ - �} } 4 '*' S + �5% . � �+}:}� -*�E3��� � � � ]5 i i5... � �4'. � � # . � _. , �� y� r��; � ��� r . ��� , �i . _� � . . �. - � ' r �{� +� � • • � • ■ _ � ., �� , ` � j�, ' __ .. � • . , - : . �� . _ - — . . . . �-- �x 'F . _._ � ��� �, �"- . ' � . "������~' ' : _. f� r '{' �* � �.�- * " � � � • � '` �' -- � �-' �f � �ity��mrts . - l�:-�: '.- . 1'�!a[er Bodies �; . �� �Ca�����;r�;� � � _ 19 • � � � 1 � � � �C��C� Ll����]/ Il'7f�1'1'�l �l �?��I��f~I�� �� ����� ������� � } } E�{ �� I�1�� '� ��° �f"1�1N1�� ���]�� �o � � r� � � } � Tim�lir��� � �Pr�m �t ar�c� ��°�o Effi�i� nt� � � � �t��� ��-���,� r� ���� � ��°�� ���� ����� ���l� ����� ���l� � ��°�� zo HISTORIC PRESERVATION • Staff support for the Historic -�r. Preservation Commission . �- � : � i �r }I . � � - � . � � ' � • Conduct research on planning , * ��� �� «� :;. � {, �� � �� �� ' and preservation projects, � . � � ���� .::�:� �� � . grants, policies, and � � _ ``�� � ��"�� � ''''��,.,..��` � � - � � .� + � � . � �. � �� ���� ord � nances. 1 _ � �� � � �� ��.: .- ��,� � � . . . �_ _ __ __ ��� _ _ _�; _ . _ , ;�_� _ • Fac� litate Section 106 rocess � - -- � p with State of lowa for housing rehab projects citywide. 21 EVALUATION & PROTECTION OF HISTORIC RESOURCES . �x � _ . .'.�:f.:r;.':�' • • Survey and evaluation of � ��" 4 .. �� � ��t�, ����� ������ archeological resources �_�* � ..�.:�. � rf�:�.�f ' . - � � � � ..+ '�� . �o�a� . � • Over 6 000 historic ro erties ��� . �4�� � �+��� �- "��°��� ����� , p p f surveyed, protecting over . . ,�, . � ����t�°� ������ '. -';*. �� � * �onservation Plannin �'�re�s 2,�00 .. ;., , , r� � f� �5M1 � .ti� *. �f+ r� f r� "�x ��- _ `f � N,4TION,4L RE�I�TER . . � � ..��,� :� � , , -: • $3.0 million investment in , ����� #� ' � . � Ei����i� ����� historic and downtown � � ���� ����� � neighborhoods (FY20) , � � __ _ _ � ����������� ���� ��������� � .f� �.'��t� �! � � ~'�~ 51 �% YI • 1 . . 22 � � � � � � . .F ��x� . _ -} .I �DB� T�tal ��� � �� :. ��+�. � �- Eligi�l� ��se� x+�, ; . � . . . - �, °�.Y � _ �ases �'�{''' ,� � _,��� �:� .�r=;��. � - � ' . . r, : -�k'� � F����� �� �Q �. � � � — � �'� �'.� �; __� .�:.s . � . - _ 1 r-- � � ��� � .. + . � F���"�� �� �� � � ' ���� � i ',� . . -- �`��_ __ �,— - ���� ._. .. _- 4 . � Fl`��19 �'[ �� .. .�. "� _ .}�:.'�,� ���,.�•� f' � � " ., ..+.• '. - �� . _��+5 - ':r1.1 . `�� �i 'tif •'�4{ � _ Fl����� a4 �7 ����. : M1 ` w ..� � a. ; #� � �y�� .� , �". � � . ..� ;i., .- ,� ,. . . . . . �. #�,�'y��� . .-7" • ■ . L � -`, '. '�� �.., �+� �' � � . . � � � ; f ~i' y� ... ' '.���`, - � 5' r� ���. �"'~�+L' � _ ; • � � # ,. -�` } ti%„ - .4�+��.,.+,{�l.• ;#t+'�# . �. ..��+�;:y'�. •�,. � .�. � }: �,- _..�_S i.l "'F. � O .. '.;���M1'�"'k7.'�.. _u���;' ���'�.. 9 ,��.�ii . � * * # * I '_� :'�' * t+' , +� Q5 � � �;��_- ~'k} ��:�fi' � �` � - � a � - - 3 _ - . . • �.:�; � _ . � . �{�;��X .. . �.�� , ., _ .�,, -.��;;. . *:,, _ ;'• _ . --� �A�� � # --.--� _ �,v , ';��' -- - _ . .���� I , ! � 7` _ �+�.' ' . � 5 � l . . '�.. 5 � �•- . � F '''` � � J ' - �:� �~- � I i I ". . k � ' ���� 5 7 � � �r '�'` }. .�-� ,�;. i _ . _ '� '� r- ( � . . - 's , . . � � ■ ' ' --- �' � ,�'� . ��;�i��,��� _ �� �- � � -,�- ,r- - � � T � ' y . ' Vti'ater�adies -..��. -��.�=���� _ _ 23 GQBG Eligi�le � I:_.� � . . ,.tx{ .1. • Associate Planner position remains vacant after two senior employee retirements and internal staff promotions � � in rin FY2 . � � � sp g 0 • Yearly Billboard and Electronic Message � � Si n Inspection Fee. Loss of revenue g ($10,000). 24 � - � � � Upgrading the Zoning Enforcement Officer's vehicle � . from a compact car to a sport utility vehicle (SUV). • . Non-Recurring � $11 ,690 � � Net Property Tax Cost: $6,780 Tablet with data plan for Associate Planner. Recurring � $360 Non-Recurring � $920 Net Property Tax Cost: $743 4% increase in Development Service Fees. Recurring Revenue � $1 ,895 25 Planning Services Department FY 22 CAPITAL IMPROVEMENT PROJECTS ' • - FY 22 Cost Total Project Cost Historic Preservation Technical 5 000 45 000 • $ � $ � Assistance Program 26 DEVELOPMENT SERVICES : FY 22 FEE INCREASE (4%) • Recurring Revenue � $1 ,895/year • Fees last raised i n FY2019 Comparison of Development Services Fees for Dubuque and Peer Cities in lowa _.- � _ - �- � M- _ i� M _ � M i � � � � _ � � M _ � a t. _■ +$1•�'a�re - • �4,�5 �5� ��� �� $75:� - $z5 r'�c re �� �4�E + ��r'n��e �5�� �35�} $� + �1•��A�re �315 +�11r'A�re $381 5E�' ' +S�;n�ti�e ' ' � SE�C 55� 5}� 53�C $75�} + $�5 rl��re rra 5?� - 5}?r�ki ce 55}} 535:, �3� - 51v?�cre 5�?v -511?�cre 5'�=-� ��..�"` - • ' � �1��� 55� ��� 5� $75�} + $�5 rA�re 5� +$1•��arne �3 + 5�r'n��e 55�� 535� $�� ���5 $33� �113 ' = ' - $3� $3� -$5r�3�re $1'S $5� -55r��k �'�� - ��Sr�L..^t $5� -$1vr�3�re $5�9 �7�5 - �����L�t $�5C �� -$1vr��k $1=t. -55.�r��k ���1 �1'-' - ' - 5�� 53� 5175 5� +5 5r'L.� $7•� + $�5;'L.� 515�} +$1•��arne 5�93 57�5 5�5►� $�15 +51•��Lat 51�5 +5 5.5s��Lat $�9 [511;� - 5��. 535ti. �35C 5� 5�� 5� +��r'n��e 53?� - 5�r'n��e 546� 5�5C 5��5 ��� 5�6� �.�,o . . . : �is� 53� 53� 5� � 5� +5�:��« 53 i� + ��?��« 5a� 5�� �a� 5�aa +�ii?�,�� �3ii 5� ._ - _� , . �1� 5��. ��� 5� �s�x 5�x -�,;'��t��� 51� 5a� 5z� �zz5 � �z� i511��, - . - � - ��� 5� � * � * 5i;x� 5� 5� 5�� 5�� � * S�a� +i 1;'�� ��� 5� • - � - 51�:. 51�C � � - 5=5w. 5�C 51�' S1�C 535w. � - 5=�. -11'=.�ra 51�= 5=� • Fees to the right are in addition to the base fee • *Minor and Major Site Plan fees are collected through the building permit • NOTE: Average is based on base fees without add-on charges of per acre, per lot, or notices. • Over (under) is comparison of Dubuque fees to average fees. Costs rounded to nearest dollar. • Highest base fee charged for each application 27 Planning Services Department - PERFORMANCE MEASURES Goals on Track: Goals Improvinq: 23.5 average days of review and approval from 1 ,312 inspections conducted to application deadline by Zoning Board of bring properties into Adjustment compliance 55 average days from application deadline to City Council for Zoning Advisory Commission 2$ Planning Services Department - PERFORMANCE MEASURES Goals on Track: Five (5) Imagine Dubuque Technical Team Meetings 29 Planning Services Department - PERFORMANCE MEASURES Goals on Track: 18.5 average days Historic Preservation review and approval time from application deadline $3 million investment in historic and downtown neighborhoods 30 . �i���f� � � � � �� . � ���� I� r� r� i r� � . ir��� ir��� � � � � ��. �� r� 31