D4 - D12 May 8, 2013 Public Hearing

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1 D4 - D12 May 8, 2013 Public Hearing CITY OF VIRGINIA BEACH AMENDMENTS PERTAINING TO APPLICATION FEES REQUESTS: D4. An Ordinance to Amend Section 110 of the Chesapeake Bay Preservation Area Ordinance Pertaining to the fee for an application for a Variance to the Chesapeake Bay Preservation Area Board. D5. An Ordinance to Amend Section 106 of the City Zoning Ordinance Pertaining to the fee for an appeal to the Board of Zoning Appeals. D6. An Ordinance to Amend Sections 107 and 108 of the City Zoning Ordinance, Pertaining to application fees for a petition to amend, supplement, or change the district boundaries or classification of property and the fee for public notice signs. D7. An Ordinance to Amend Section 221 of the City Zoning Ordinance Pertaining to the fees for a Conditional Use Permit. D8. An Ordinance to Amend Section 105 of the City Zoning Ordinance Pertaining to the application fee for Enlargement, Extension, or Conversion of a Nonconforming Use. D9. An Ordinance to Amend Section 8.3 of the Subdivision Regulations Pertaining to the fee for a Subdivision Variance. D10. An Ordinance to Amend Section 1403 of the City Zoning Ordinance Pertaining to the fee for an application to the Wetlands Board involving wetlands. D11. An Ordinance to Amend Section 1603 of the City Zoning Ordinance Pertaining to the fee for an application to the Wetlands Board involving Costal Primary Sand Dunes. D12. An Ordinance to Amend Section of the City Code Pertaining to the fees required for the vacation of public ways. CITY OF VIRGINIA BEACH / Fee Increase Ordinances Agenda Items D4 D12 Page 1

2 BACKGROUND AND RECOMMENDATION The Planning Commission deferred this item at the April 10 public hearing to provide staff additional time to obtain input from affected stakeholders. Staff discussed the amendments during the monthly meeting with the development community held by the Development Services Center on April 29, The proposed fees included with these amendments are based on the discussion that occurred and decisions made The amendment package presented here is driven by the preparation of the Planning Department s preparation and submission of its budget request for Fiscal Year The City Council is currently reviewing the City Manager s proposed Operating Budget and Capital Improvement Program (CIP), and the attached amendments will be part of City Council s adoption of the final adoption of the Operating Budget. The attached amendments propose an increase in application fees for the purpose of capturing most of the costs associated with review. The majority of the fees were last increased in 2003, and during the past ten years, the costs associated with the review of each type of application have increased to the point where the fees do not cover the actual cost of review. Thus, the public now is incurring a much greater percentage of the cost of the reviews than the actual application fee covers. The proposed fee increases will also help support the efforts of the Planning Department to upgrade, and in some cases, create databases that will provide staff and the public with faster and greater access to information, including proposed and actual development activity. The proposed fees split the costs for review of an application between two different types of costs incurred with an application: The average cost per application pertaining to processing and evaluation of the application by Planning Department staff (the costs pertaining to the review and involvement of staff in other City departments is not included); and The cost of the public notice sign(s), the cost of required legal advertisement in the newspaper, and the cost of the postage for the required certified letters to adjacent property owners. Both the first type (personnel costs) and the second type (public notice costs) have risen since 2003; however, the costs for postage, newspaper advertisements, and the public notice signs have risen considerably since To address (1) the different types of costs, (2) the differing rate of increase between the two, and (3) the need to more equitably distribute the cost of the legal ad and adjacent property owner notices, the costs of the required public notice will be charged directly to each applicant via a billing process. Staff has researched the cost of the personnel time and materials related to such a process, found them to be minimal, and included that cost as part of the Administrative Support average cost included with the fee calculations on the following pages. The proposed amendments include an explanation of how the fee was derived. Each of those includes a note that the cost of the legal ad, sign, and postage for mailing of the adjacent property owner notices will be billed separately. The average bill has been calculated at $170 for applications that are heard by both the Planning Commission and the City Council, and half of that ($85) for all other applications since they are heard only once by either the City Council or one of the other boards. Included on the following page is a table depicting the current and proposed fees for each application type. CITY OF VIRGINIA BEACH / Fee Increase Ordinances Agenda Items D4 D12 Page 2

3 Based on the facts above, staff recommends approval of the proposed amendments. PROPOSED APPLICATION FEES (CURRENT AND PROPOSED) Current Fee (in dollars) Proposed Fee (in dollars) Average Cost of Public Notice (billed directly to applicant) Rezoning /acre over (no proffers) 100 acres Rezoning (proffers) /acre over 100 acres 1, Use Permit (non-profit) (non-profit) (modification ) (modification ) Street Closure Subdivision Variance Nonconforming Use Chesapeake Bay Board Wetlands Board ad costs Board of Zoning (residential) (residential) Appeals (non-residential) (non-residential) CITY OF VIRGINIA BEACH / Fee Increase Ordinances Agenda Items D4 D12 Page 3

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6 CHESAPEAKE BAY BOARD FEE (Average costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ Professional Staff COST OF REVIEW 3 $ PROPOSED FEE Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $85 per application). 1 intake of application; routing of application; preparation of legal advertisements and submission to newspaper; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping; entry into database of final action; placing final processed file into two-year local storage; and processing file for long-term storage after two years. 2 review of applications submitted; visit to location of subject site to document existing conditions and surrounding area; participation with complete team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other agencies to resolve issues identified during their review of request; preparation of report summarizing evaluation of request and providing a recommendation to the Board; and finalizing file after action taken. 3 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 4 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $85 per application).

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9 BOARD OF ZONING APPEALS FEE / RESIDENTIAL USES (Average costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ 8.75 Professional Staff COST OF REVIEW 3 $ PROPOSED FEE 4 $ Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $85 per application). 1 intake of application; routing of application; preparation of legal advertisements and submission to newspaper; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping; entry into database of final action; placing final processed file into two-year local storage; and processing file for long-term storage after two years. 2 review of applications submitted; visit to location of subject site to document existing conditions and surrounding area; participation with complete team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other agencies to resolve issues identified during their review of request; preparation of report summarizing evaluation of request and providing a recommendation to the Board; and finalizing file after action taken. 3 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 4 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $85 per application).

10 BOARD OF ZONING APPEALS FEE / NON-RESIDENTIAL USES (Average costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ 8.75 Professional Staff COST OF REVIEW 3 $ PROPOSED FEE 4 $ (non-res.) Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $85 per application). 1 intake of application; routing of application; preparation of legal advertisements and submission to newspaper; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping; entry into database of final action; placing final processed file into two-year local storage; and processing file for long-term storage after two years. 2 review of applications submitted; visit to location of subject site to document existing conditions and surrounding area; participation with complete team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other agencies to resolve issues identified during their review of request; preparation of report summarizing evaluation of request and providing a recommendation to the Board; and finalizing file after action taken. 3 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 4 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $85 per application).

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14 REZONING APPLICATION FEE NO PROFFERS (Average costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ Professional Planning Staff , Planning Evaluation Coordinator Current Planning Coordinator Director of Planning COST OF REVIEW 6 $ 1, PROPOSED FEE 7 $ Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $170 per application). 1 intake of application (processing of fee; database entry and GIS map entry; digitization of submitted documents; location map preparation); routing of application to City agencies [and private utilities as necessary]; preparation of legal advertisements and submission to newspaper; posting of agenda and reports to City Website and maintenance of same; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping before and during Planning Commission Hearing; preparation of Hearing Minutes; preparation of legal advertisements for City Council meetings and submission to City Clerk; preparation of Approval of Denial Letter after City Council and mailing of same after review by Planning Evaluation Coordinator; entry into database of final action and change to zoning map for new category; placing final processed file into two year local storage; and processing file for long term storage after two years. 2 review of applications submitted at each deadline and meeting with Planning Evaluation Coordinator for assignment of applications; complete review of application and requested use, including initial review of submission to determine completeness, review of submitted plans and submitted documents to determine consistency with Zoning Ordinance and Comprehensive Plan [Comprehensive Plan review entails work of professional planners in Comprehensive Planning Division]; visit to location of subject site to document existing conditions and surrounding area; participation with complete Planning Department team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other City agencies to resolve issues identified during their review of request; preparation of report summarizing evaluation of request and providing a recommendation to the Planning Commission; presentation to the Planning Commission of same; and finalizing file after action taken. 3 review of applications submitted at each deadline and meeting with professional planners to assign applications; visit to locations of subject sites of submitted applications to document existing conditions and surrounding area; preparation of preliminary monthly agenda; participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested and needed (including meetings with applicant); review of staff reports prepared by professional planners; preparation of package of reports for review by Planning Director; discussion with Planning Director and Current Planning Coordinator of any issues noted by review of reports; discussion with professional planners of same issues including involvement of Planning Director and Current Planning Coordinator as necessary; finalization of reports based on comments from Director; conduct tour for Planning Commission members to visit locations for requests to be heard by Commission at their next meeting; coordinate Planning Commission Hearing activities; after Hearing, determine dates for City Council meeting at which item will be acted on and distribute complete list of dates for each item; prepare City Council Agenda Request Form for items and finalize for City Council meeting; attend City Council Hearing with Planning Director and Current Planning Coordinator to respond to questions from City Council; post Council, proof and sign off on Approval/Denial Letters and finalize file with approved documents for eventual filing; proof and approve change to Official Zoning Map. 4 participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Planning Director and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Planning Director and Planning Evaluation Coordinator to respond to questions from City Council. 5 participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Current Planning Coordinator and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Current Planning Coordinator and Planning Evaluation Coordinator to respond to questions from City Council. 6 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 7 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $170 per application).

15 REZONING APPLICATION FEE WITH PROFFERS (Average costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ Professional Planning Staff , Planning Evaluation Coordinator Current Planning Coordinator Director of Planning COST OF REVIEW 6 $ 1, Fee for Modification of Proffers = $ PROPOSED FEE 7 $ 1, Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $170 per application). 1 intake of application (processing of fee; database entry and GIS map entry; digitization of submitted documents; location map preparation); routing of application to City agencies [and private utilities as necessary]; preparation of legal advertisements and submission to newspaper; posting of agenda and reports to City Website and maintenance of same; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping before and during Planning Commission Hearing; preparation of Hearing Minutes; preparation of legal advertisements for City Council meetings and submission to City Clerk; preparation of Approval of Denial Letter after City Council and mailing of same after review by Planning Evaluation Coordinator; entry into database of final action and change to zoning map for new category and Clerk of Circuit Court Instrument Number from recordation of proffers; placing final processed file into two year local storage; and processing file for long term storage after two years. 2 review of applications submitted at each deadline and meeting with Planning Evaluation Coordinator for assignment of applications; complete review of application and requested use, including initial review of submission to determine completeness, review of submitted plans and submitted documents to determine consistency with Zoning Ordinance and Comprehensive Plan [Comprehensive Plan review entails work of professional planners in Comprehensive Planning Division]; visit to location of subject site to document existing conditions and surrounding area; participation with complete Planning Department team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other City agencies to resolve issues identified during their review of request; preparation of report summarizing evaluation of request and providing a recommendation to the Planning Commission; presentation to the Planning Commission of same; and finalizing file after action taken. 3 review of applications submitted at each deadline and meeting with professional planners to assign applications; visit to locations of subject sites of submitted applications to document existing conditions and surrounding area; preparation of preliminary monthly agenda; participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested and needed (including meetings with applicant); review of staff reports prepared by professional planners; preparation of package of reports for review by Planning Director; discussion with Planning Director and Current Planning Coordinator of any issues noted by review of reports; discussion with professional planners of same issues including involvement of Planning Director and Current Planning Coordinator as necessary; finalization of reports based on comments from Director; conduct tour for Planning Commission members to visit locations for requests to be heard by Commission at their next meeting; coordinate Planning Commission Hearing activities; after Hearing, determine dates for City Council meeting at which item will be acted on and distribute complete list of dates for each item; prepare City Council Agenda Request Form for items and finalize for City Council meeting; attend City Council Hearing with Planning Director and Current Planning Coordinator to respond to questions from City Council; post Council, proof and sign off on Approval/Denial Letters and finalize file with approved documents for eventual filing; proof and approve change to Official Zoning Map. 4 participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Planning Director and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Planning Director and Planning Evaluation Coordinator to respond to questions from City Council. 5 participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Current Planning Coordinator and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Current Planning Coordinator and Planning Evaluation Coordinator to respond to questions from City Council. 6 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 7 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $170 per application).

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18 CONDITIONAL USE PERMIT APPLICATION FEE (Average costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ Professional Planning Staff Planning Evaluation Coordinator Current Planning Coordinator Director of Planning COST OF REVIEW 6 $ 1, Fee for Home Occupation and Non Profit = $ Fee for Modification of Conditions = $ PROPOSED FEE 7 $ Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $170 per application). 1 intake of application (processing of fee; database entry and GIS map entry; digitization of submitted documents; location map preparation); routing of application to City agencies [and private utilities as necessary]; preparation of legal advertisements and submission to newspaper; posting of agenda and reports to City Website and maintenance of same; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping before and during Planning Commission Hearing; preparation of Hearing Minutes; preparation of legal advertisements for City Council meetings and submission to City Clerk; preparation of Use Permit Letter or letter of denial after City Council and mailing of same after review by Planning Evaluation Coordinator; entry into database of final action; placing final processed file into two year local storage; and processing file for long term storage after two years. 2 review of applications submitted at each deadline and meeting with Planning Evaluation Coordinator for assignment of applications; complete review of application and requested use, including initial review of submission to determine completeness, review of submitted plans and submitted documents to determine consistency with Zoning Ordinance and Comprehensive Plan [Comprehensive Plan review entails work of professional planners in Comprehensive Planning Division]; visit to location of subject site to document existing conditions and surrounding area; participation with complete Planning Department team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other City agencies to resolve issues identified during their review of request; preparation of report summarizing evaluation of request and providing a recommendation to the Planning Commission; presentation to the Planning Commission of same; and finalizing file after action taken. 3 review of applications submitted at each deadline and meeting with professional planners to assign applications; visit to locations of subject sites of submitted applications to document existing conditions and surrounding area; preparation of preliminary monthly agenda; participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested and needed (including meetings with applicant); review of staff reports prepared by professional planners; preparation of package of reports for review by Planning Director; discussion with Planning Director and Current Planning Coordinator of any issues noted by review of reports; discussion with professional planners of same issues including involvement of Planning Director and Current Planning Coordinator as necessary; finalization of reports based on comments from Director; conduct tour for Planning Commission members to visit locations for requests to be heard by Commission at their next meeting; coordinate Planning Commission Hearing activities; after Hearing, determine dates for City Council meeting at which item will be acted on and distribute complete list of dates for each item; prepare City Council Agenda Request Form for items and finalize for City Council meeting; attend City Council Hearing with Planning Director and Current Planning Coordinator to respond to questions from City Council; post Council, proof and sign off on Use Permit Letters and finalize file with approved documents for eventual filing. 4 participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Planning Director and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Planning Director and Planning Evaluation Coordinator to respond to questions from City Council. 5 participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Current Planning Coordinator and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Current Planning Coordinator and Planning Evaluation Coordinator to respond to questions from City Council. 6 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 7 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $170 per application).

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22 EXTENSION, ENLARGEMENT, OR CONVERSION OF A NON-CONFORMING USE APPLICATION FEE (Average costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ Professional Planning Staff Planning Evaluation Coordinator Current Planning Coordinator Director of Planning COST OF REVIEW 6 $ PROPOSED FEE 7 $ Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $85 per application). 1 intake of application (processing of fee; database entry and GIS map entry; digitization of submitted documents; location map preparation); routing of application to City agencies [and private utilities as necessary]; preparation of legal advertisements and submission to newspaper; posting of agenda and reports to City Website and maintenance of same; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping before and during City Council Hearing; preparation of legal advertisements for City Council meetings and submission to City Clerk; preparation of Approval or Denial Letter after City Council and mailing of same after review by Planning Evaluation Coordinator; entry into database of final action; placing final processed file into two-year local storage; and processing file for long-term storage after two years. 2 review of applications submitted at each deadline and meeting with Planning Evaluation Coordinator for assignment of applications; complete review of application and requested use, including initial review of submission to determine completeness, review of submitted plans and submitted documents to determine consistency with Zoning Ordinance and Comprehensive Plan [Comprehensive Plan review entails work of professional planners in Comprehensive Planning Division]; visit to location of subject site to document existing conditions and surrounding area; participation with complete Planning Department team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other City agencies to resolve issues identified during their review of request; and preparation of report summarizing evaluation of request and providing a recommendation to the City Council. 3 review of applications submitted at each deadline and meeting with professional planners to assign applications; visit to locations of subject sites of submitted applications to document existing conditions and surrounding area; preparation of preliminary monthly agenda; participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested and needed (including meetings with applicant); review of staff reports prepared by professional planners; preparation of package of reports for review by Planning Director; discussion with Planning Director and Current Planning Coordinator of any issues noted by review of reports; discussion with professional planners of same issues including involvement of Planning Director and Current Planning Coordinator as necessary; finalization of reports based on comments from Director; determine date for City Council meeting for Hearing of application; prepare City Council Agenda Request Form for item and finalize for City Council meeting; attend City Council Hearing with Planning Director and Current Planning Coordinator to respond to questions from City Council; post-council, proof and sign-off on Approval or Denial Letter and finalize file with documents for eventual filing. 4 participation with complete Planning Department team in review of application; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Planning Director and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Planning Director and Planning Evaluation Coordinator to respond to questions from City Council. 5 participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Current Planning Coordinator and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Current Planning Coordinator and Planning Evaluation Coordinator to respond to questions from City Council. 6 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 7 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $85 per application).

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24 SUBDIVISION VARIANCE APPLICATION FEE (Average costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ Professional Planning Staff Planning Evaluation Coordinator Current Planning Coordinator Director of Planning COST OF REVIEW 6 $ PROPOSED FEE Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $170 per application). 1 intake of application (processing of fee; database entry and GIS map entry; digitization of submitted documents; location map preparation); routing of application to City agencies [and private utilities as necessary]; preparation of legal advertisements and submission to newspaper; posting of agenda and reports to City Website and maintenance of same; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping before and during Planning Commission Hearing; preparation of Hearing Minutes; preparation of legal advertisements for City Council meetings and submission to City Clerk; preparation of Approval or Denial Letter after City Council and mailing of same after review by Planning Evaluation Coordinator; entry into database of final action; placing final processed file into two year local storage; and processing file for long term storage after two years. 2 review of applications submitted at each deadline and meeting with Planning Evaluation Coordinator for assignment of applications; complete review of application and requested use, including initial review of submission to determine completeness, review of submitted plans and submitted documents to determine consistency with Zoning Ordinance, Subdivision Ordinance, and Comprehensive Plan [Comprehensive Plan review entails work of professional planners in Comprehensive Planning Division]; visit to location of subject site to document existing conditions and surrounding area; participation with complete Planning Department team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other City agencies to resolve issues identified during their review of request; preparation of report summarizing evaluation of request and providing a recommendation to the Planning Commission; presentation to the Planning Commission of same; and finalizing file after action taken. 3 review of applications submitted at each deadline and meeting with professional planners to assign applications; visit to locations of subject sites of submitted applications to document existing conditions and surrounding area; preparation of preliminary monthly agenda; participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested and needed (including meetings with applicant); review of staff reports prepared by professional planners; preparation of package of reports for review by Planning Director; discussion with Planning Director and Current Planning Coordinator of any issues noted by review of reports; discussion with professional planners of same issues including involvement of Planning Director and Current Planning Coordinator as necessary; finalization of reports based on comments from Director; conduct tour for Planning Commission members to visit locations for requests to be heard by Commission at their next meeting; coordinate Planning Commission Hearing activities; after Hearing, determine dates for City Council meeting at which item will be acted on and distribute complete list of dates for each item; prepare City Council Agenda Request Form for items and finalize for City Council meeting; attend City Council Hearing with Planning Director and Current Planning Coordinator to respond to questions from City Council; post Council, proof and sign off on Approval or Denial Letters and finalize file with documents for eventual filing. 4 participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Planning Director and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Planning Director and Planning Evaluation Coordinator to respond to questions from City Council. 5 participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Current Planning Coordinator and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Current Planning Coordinator and Planning Evaluation Coordinator to respond to questions from City Council. 6 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 7 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $170 per application).

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27 WETLANDS BOARD FEE (Average costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ Professional Staff COST OF REVIEW 3 $ PROPOSED FEE Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $85 per application). 1 intake of application; routing of application; preparation of legal advertisements and submission to newspaper; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping; entry into database of final action; placing final processed file into two-year local storage; and processing file for long-term storage after two years. 2 review of applications submitted; visit to location of subject site to document existing conditions and surrounding area; participation with complete team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other agencies to resolve issues identified during their review of request; preparation of report summarizing evaluation of request and providing a recommendation to the Board; and finalizing file after action taken. 3 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 4 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $85 per application).

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30 COASTAL PRIMARY SAND DUNE FEE (Average costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ Professional Staff COST OF REVIEW 3 $ PROPOSED FEE Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $85 per application). 1 intake of application; routing of application; preparation of legal advertisements and submission to newspaper; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping; entry into database of final action; placing final processed file into two-year local storage; and processing file for long-term storage after two years. 2 review of applications submitted; visit to location of subject site to document existing conditions and surrounding area; participation with complete team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other agencies to resolve issues identified during their review of request; preparation of report summarizing evaluation of request and providing a recommendation to the Board; and finalizing file after action taken. 3 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 4 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $85 per application).

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33 STREET CLOSURE (Costs per application) ACTION HOURS RATE (per hour) TOTAL COST Administrative Support $ $ Professional Planning Staff Planning Evaluation Coordinator Current Planning Coordinator Director of Planning COST OF REVIEW PROPOSED FEE 7 $ Cost of legal ad, sign, and postage for mailing of adjacent property owners billed separately (approximately $170 per application). 1 intake of application (processing of fee; database entry and GIS map entry; digitization of submitted documents; location map preparation); routing of application to City agencies [and private utilities as necessary]; preparation of legal advertisements and submission to newspaper; posting of agenda and reports to City Website and maintenance of same; preparation and issuance of public notice signage; identification of adjacent property owners to be notified of application, preparation of notice, and mailing of notice; support and recordkeeping before and during Planning Commission Hearing; preparation of Hearing Minutes; preparation of legal advertisements for City Council meetings and submission to City Clerk; preparation of Approval/Denial Letter after City Council and mailing of same after review by Planning Evaluation Coordinator; entry into database of final action; placing final processed file into two-year local storage; and processing file for long-term storage after two years. 2 review of applications submitted at each deadline and meeting with Planning Evaluation Coordinator for assignment of applications; complete review of application and requested use, including initial review of submission to determine completeness; scheduling of Street Closure Viewer meeting; visit to location of subject site to document existing conditions and surrounding area; participation with complete Planning Department team in review of all applications submitted; correspondence and meetings with applicant; correspondence and meetings with citizens and others interested in the request; meetings with other City agencies to resolve issues identified during their review of request; preparation of report summarizing evaluation of request and providing a recommendation to the Planning Commission; presentation to the Planning Commission of same; and finalizing file after action taken. 3 review of applications submitted at each deadline and meeting with professional planners to assign applications; visit to locations of subject sites of submitted applications to document existing conditions and surrounding area; preparation of preliminary monthly agenda; participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested and needed (including meetings with applicant); review of staff reports prepared by professional planners; preparation of package of reports for review by Planning Director; discussion with Planning Director and Current Planning Coordinator of any issues noted by review of reports; discussion with professional planners of same issues including involvement of Planning Director and Current Planning Coordinator as necessary; finalization of reports based on comments from Director; conduct tour for Planning Commission members to visit locations for requests to be heard by Commission at their next meeting; coordinate Planning Commission Hearing activities; after Hearing, determine dates for City Council meeting at which item will be acted on and distribute complete list of dates for each item; prepare City Council Agenda Request Form for items and finalize for City Council meeting; attend City Council Hearing with Planning Director and Current Planning Coordinator to respond to questions from City Council; post-council, proof and sign-off on Approval/Denial Letters and finalize file with approved documents for eventual filing; proof and approve change to Official Zoning Map. 4 participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Planning Director and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Planning Director and Planning Evaluation Coordinator to respond to questions from City Council. 5 participation as member of Street Closure Viewers; participation with complete Planning Department team in review of all applications submitted; assistance to professional planners as requested; review of staff reports prepared by professional planners; discussion with Current Planning Coordinator and Planning Evaluation Coordinator of any issues noted by review of reports; attend City Council Hearing with Current Planning Coordinator and Planning Evaluation Coordinator to respond to questions from City Council. 6 total cost does not include costs incurred by other City departments in their review of each application proposal routed to them. 7 cost of legal ad, sign, and mailing of adjacent property owners billed separately (approximately $170 per application).

11 September 9, 2015 Public Hearing

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