HomeMy WebLinkAbout2007 10 08 Informational 101 Cost for Processing Average Variance Application
COMMISSION AGENDA
ITEM 101
Consent
Informational
Public Hearin
Re ular
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October 8, 2007
Workshop
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REQUEST: The Community Development Department wishes to inform the City Commission
of the cost calculation for processing the average variance application.
PURPOSE: The City Commission directed stat to provide a cost calculation for processing a
variance from application to approval or disapproval.
CONSIDERA TION: At a recent meeting, the City Commission expressed concern about the
$500 fee that is charged for variances and code waivers. The process a variance or waiver
undergoes involves the following steps:
1) Staff takes in the application, fee, abutter's list, and additional materials/information (e.g.
photos, letters, plot plan) - the fee goes to finance, and a receipt is provided to the customer;
2) The information is entered into the KIV A system, the material is provided to planning staff;
3) A staff review is scheduled and posted and material is distributed to the 8 staff members who
typically attend staff review;
4) Staff review the request, completeness of the application package, and discuss it at a staff
review meeting (other staff review interject historic and public safety information);
5) Staff often (but not always) visit the site and take pictures;
6) Planning staff notifies the City Clerk's office that there will be a need to schedule a Board of
Adjustment meeting and what items will be addressed;
7) The Clerk's office ensures that enough BOA members will be available to constitute a
quorum;
8) Staff notifies Public Works to construct and post a sign at the site;
9) The planner writes the abutters' letter to all property owners within 150' and the
administrative assistant copies the letter, addresses the envelopes, meters the mail, and
typically takes the letters to the post office - then the planner answers questions from the
public about the request;
10) The Clerk's office posts the agenda;
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COMM Info Item 101
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11) Staff averages 2 hours to write an agenda item and assemble the attachments before copying
it and providing it to the Clerk's office for distribution (a copy is provided in the lobby for
review);
12) The Clerk's office sets up the Commission Chamber for the meeting, after once again
checking that enough members will be present to constitute a quorum;
13) There are five (5) BOA members (each of whom is paid $25 per meeting, regardless of the
number of items on the agenda);
14) The Clerk's office takes roll, records the meeting, and picks up afterward- staff presents the
items - if additional material is entered into the record, the Clerk's office must process it
appropriately;
15) The Clerk's office transcribes the minutes and provides them to the chairperson for review
and unofficial approval (before being included in the Commission agenda item);
16) Planning staff revise the agenda item for the City Commission, adding the BOA
recommendation and draft BOA minutes;
17) The variance or waiver request is presented to the City Commission, where the City
Manager, City Attorney, City Clerk, and several department heads are present as well as at
least one planner;
18) The day after the meeting, planning staff notifies Public Works, who promptly remove the
SIgn;
19) Ifthe variance or waiver is denied, a letter must be promptly sent to the applicant, stating the
denial and why the request was denied;
20) The City Clerk includes the item and discussion in the mini minutes and then the official
minutes that are approved by the City Commission at a following meeting; and
21) On rare occasions, the applicant contests the City Commission's decision in court (e.g. the
Binford case).
Staff estimates that the average variance or waiver costs approximately $640 in stafftime, sign
material, and postage before it is heard by the City Commission. This does not include the cost
of paper, gasoline, or wear on vehicles, the camera, or office machinery.
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