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HomeMy WebLinkAboutRES 2026-02RESOLUTION NO, 2026-02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR, CALIFORNIA, ESTABLISHING AND ADOPTING SCHEDULES OF RATES, FEES, AND CHARGES FOR DEVELOPMENT AND ADMINISTRATIVE SERVICES. WHEREAS, the City of Diamond Bar (the y") has heretofore established various schedules of rates, fees, and charges for the processing of applications, permits, and other municipal services; and WHEREAS, pursuant to the Constitution and state laws of the State of California, the City of Diamond Bar is authorized to adopt and implement rates, fees, and charges for municipal services, with the limitation that certain specified rates, fees, and charges may not exceed the estimated cost of providing such services; and WHEREAS, California Government Code Section 66017 requires that prior to adopting new or increased rates, fees, and charges (collectively, "fees") for the filing, accepting, reviewing, approving, or issuing of an application, permit, or entitlement such as zoning variances and changes, use permits, building inspections and permits, and related planning and zoning services ("development fees" sometimes thereinafter) that the notice and public hearing procedures specific in Government Code Section 66016 be followed; and WHEREAS, Government Code Section 66016 requires the City to hold at lease one open and public meeting and at least 10 days prior to the meeting make available data upon which the new or increased fees are based; and WHEREAS, Pursuant to Government Code Sections 66016-66018, the City Council conducted and concluded a duly noticed public hearing with respect to the fees; and WHEREAS, the City's fees for various municipal services are in need of adjustment to better reflect the City's estimated reasonable cost of providing the services; and WHEREAS, the City Council desires to implement the fees for various municipal services provided by the City of Diamond Bar as set forth herein. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Diamond Bar as follows: Section 1. That based upon the data, information, and analyses, contained in the corresponding staff report and attachments and the testimony presented at the hearing, concerning the rates, fees and charges described in Exhibit A, which are attached hereto and by this reference incorporated herein, the rates, fees and charges set forth in said Exhibit A do not exceed the estimated reasonable cost of providing the service for which they are levied. Resolution No. 2026-02 Section 2. The rates, fees, and charges set forth in Exhibit A, which are hereby adopted and approved as the rates, fees, and charges for the services identified. Section 3. The rates, fees, and charges set forting in Exhibit A shall be effective and implemented over sixty (60) days from the date of adoption of this Resolution on July 1, 2026. Section 4. Immediately upon the effective date of the rates, fees, and charges set forth in Exhibit A, the previously established rate shall be superseded by the rates, fees, and charges established in Exhibit A. Section 5. Beginning July 1, 2027, all rates, fees, and charges shall be adjusted annually on July 1 by the Consumer Price Index, Urban Wage Earners and Clerical Works, March to March for the previous year, with the exception of established deposits and participation fees set by the City Manager. PASSED, APPROVED and ADOPTED this 20t" day of January, 2026. CITY OF DIAMOND BAR Steve Tye, Ma ATTEST: I, Kristina Santana, City Clerk of the City of Diamond Bar, do hereby certify that the foregoing Resolution was duly and regularly passed, approved and adopted by the City Council of the City of Diamond Bar, California, at its regular meeting held on the 20t" day of January, 2026, by the following vote: AYES: COUNCIL MEMBERS: Chou, Liu, Teng, M/Tye NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: MPT/Low ABSTAINED: COUNCIL MEMBERS. None City Clerk Kristina Santana, Attachment: Exhibit A: City of Diamond Bar User Fee Report 4f1 AO November 26, 2025 WILLDAN FINANCIAL SERVICES DIAMOND BAR TABLE OF CONTENTS TABLEOF CONTENTS.................................................................................................i ExecutiveSummary..................................................................................................1 User Fee Background...............................................................................................2 Background..................................................................................................................................................2 CaliforniaUser Fee History..........................................................................................................................2 AdditionalPolicy Considerations.................................................................................................................3 StudyObjective.......................................................................................................4 Scopeof the Study.......................................................................................................................................4 Aimof the Report.........................................................................................................................................5 Project Approach and Methodology...........................................................................6 ConceptualApproach...................................................................................................................................6 FullyBurdened Hourly Rates........................................................................................................................6 SummarySteps of the Study........................................................................................................................7 AllowableCosts............................................................................................................................................7 Methodology................................................................................................................................................8 Quality Control/Quality Assurance..............................................................................................................8 Reasons for cost increases/decreases over current fees.............................................................................9 City Staff Contributions..... son I beapowso ponnommonal onownweemboom SOM600049 Diamond Bar User Fees.......................................................................................... 10 CostRecovery. . * a a a 0 0 0 a a 9 S 4 4 4 4 a M 0 0 M a 0 0 0 0 a a * 0 0 a 0 M a a a 0 0 b 0 M a a 0 a a a a 0 9 9 0 0 0 a 0 0 0 a a a a a a 6 0 V 0 8 6 0 0 0 0 a 1 0 & 0 0 0 4 M a 4 0 a M 4 p M a a M 4 M a 0 0 0 0 9 0 0 0 0 * 0 M 0 M 0 0 0 0 0 0 0 0 0 a M 0 a a 0 p 0 a 0 9 9 0 9 0 a w a a 10 Subsidization..............................................................................................................................................10 Impact on Demand (Elasticity)... mom Debi BOMMOODOMEGRE 11 Summary....................................................................................................................................................11 Administrative/Miscellaneous Service Fees.............................................................. 12 Analysis......................................................................................................................................................12 "so a a a a 0 a a 0 0 0 a a 0 0 9 a 1 6 8 0 a 0 a a a a 0 a 8 a 0 9 a a 8 a p a a 0 a 5 a a a a a a a a a a a a a a 0 0 a a 0 0 0 0 0 a 0 0 0 a a a a 0 a a 6 0 a 0 a a a a 0 a a a a a as a a a 0 0 a a a a I a a 0 0 a 0 0 8 a Analysis......................................................................................................................................................13 Planning............................................................................................................... 14 Analysis......................................................................................................................................................14 PublicWorks......................................................................................................... 15 �WILLDAN i Comprehensive User Fee Study DIAMOND BAR t,l Analysis......................................................................................................................................................15 Parksand Recreation............................................................................................. 16 Analysis......................................................................................................................................................16 Appendix A —Total Allowable Cost to be Recovered .................................................. 17 Appendix B —Fully Burdened Hourly Rates................................................................ 18 Appendix C —Cost Recovery Analysis....................................................................... 21 �WILLDAN ii Comprehensive User Fee Study IIANCAI. 3[NVILES A`�DIAMOND BAR Executive Summary The City of Diamond Bar engaged Willdan Financial Services (Willdan) to determine the full costs incurred by the City to support the various activities for which the City charges user fees. Due to the complexity and the breadth of performing a comprehensive review of fees, Willdan employed a variety of fee methodologies to identify the full costs of individual fee and program activities. This report and the appendices herein identify 100% full cost recovery for City services. Appendix C details the full cost and suggested fees as determined through discussion with departmental staff. The recommended fees identified herein are either at or less than full cost recovery. _-/WILLDAN 1 Comprehensive User Fee Study DIAMOND BAR User Fee Background Background As part of a general cost recovery strategy, local governments adopt user fees to fund programs and services that provide limited or no direct benefit to the community as a whole ("User Fees"). As cities struggle to maintain levels of service and variability of demand, they have become increasingly aware of subsidies provided by the General Fund and have implemented cost -recovery targets. To the extent that governments use general tax monies to provide individuals with private benefits, and not require them to pay the full cost of the service (and, therefore, receive a subsidy), the government is limiting funds that may be available to provide other community -wide benefits. In effect, the government is using community funds to pay for private benefits. Unlike most revenue sources, cities have more control over the level of user fees they charge to recover costs, or the subsidies they can institute. Fees in California are required to conform to the statutory requirements of the California Constitution, Proposition 218, Proposition 26, and the California Code of Regulations. The Code also requires that the City Council adopt fees by either ordinance or resolution, and that any fees in excess of the estimated total cost of rendering the related services must be approved by a popular vote of two-thirds of those electors voting because the charge would be considered a tax and not a fee. There are no fees suggested to be set above the cost of service and as such a public vote is not required. California User Fee History Before Proposition 13, in times of fiscal shortages, California cities were able to raise property taxes, which funded everything from police and recreation to development -related services. However, this situation changed with the passage of Proposition 13 in 1978. Proposition 13 established the era of revenue limitation in California local government. In subsequent years, the state saw a series of additional limitations to local government revenues. Proposition 4 (1979) defined the difference between a tax and a fee: a fee can be no greater than the cost of providing the service; and Proposition 218 (1996) further limited the imposition of taxes for certain classes of fees. As a result, cities were required to secure a supermajority vote in order to enact or increase taxes. Due to the thresholds needed to increase local taxes, cities have less control and very few successful options for new revenues. The State of California took a series of actions in the 1990's and 2000's to improve the State's fiscal situation, at the expense of local governments. In 2004-05, the Educational Revenue Augmentation Funds ("ERAF") take -away of property taxes and the reduction of Vehicle License Fees further reduced local tax revenues. In addition, on November 2, 2010, California voters approved Proposition 26, the "Stop Hidden Taxes Initiative", which is aimed at defining "regulatory fees" as a special tax rather than a fee, thus requiring approval by two-thirds vote of local voters. These regulatory fees are typically intended to mitigate the societal and environmental impacts of a business or person's activities. Proposition 26 contains seven categories of exceptions. The fees analyzed as part of a User Fee study typically fall under categories one through five consisting of charges for specific benefits, government service, regulatory need, for use of government property, or a fine/penalty. WILLDAN 2 Comprehensive User Fee Study fill.M1N^_M1l SFGVICFS DIAMOND BAR fek Additional Policy Considerations State regulations require that municipalities update their fee schedules to reflect the actual costs of certain public services primarily benefiting users. User Fees recover costs associated with the provision of specific services benefiting the user, thereby typically reducing the use of General Fund monies for such purposes. In addition to collecting the direct cost of labor and materials associated with processing and administering user services, it is common for local governments to recover reasonable support costs. Support costs are those costs relating to a local government's central service departments that are allocable to the local government's operating departments. Central services support cost allocations were incorporated using the resulting indirect overhead percentages determined through the City's Cost Allocation Plan. A Cost Allocation Plan identifies the central service functions of the City such as Finance, City Manager, and Human Resources and allocates their cost to the departments and funds of the City that they support. This plan was used in the User Fee study to account for the burden placed upon central services by the operating departments in order to allocate a proportionate share of central service cost through the study. As labor effort and costs associated with the provision of services fluctuate over time, a significant element in the development of any fee schedule is that it has the flexibility to remain current. Therefore, it is recommended that the City include an inflationary factor in the resolution adopting the fee schedule to allow the City to annually increase or decrease the fees by changes in a pre -approved inflationary index, as described below. However, such inflationary increases shall not exceed the reasonable estimated cost of providing the services each year. The City may employ many different inflationary factors. The most commonly used inflator is some form of the Consumer Price Index (CPI) as it is widely well known and accepted. A similar inflator is the implicit price deflator for GDP, which is much like the CPI except that while the CPI is based on the same "basket" of goods and services every year, the price deflators' "basket" can change year to year. Since the primary factor for the cost of a City's services is usually the costs of the personnel involved, tying an inflationary factor that connects more directly to the personnel costs can also be suitable if there is a clear method, or current practice of obtaining said factor. Each City should use an inflator that they believe works the best for their specific situation and needs but cannot rely solely on the CPI increase as it is incumbent upon each agency to ensure the amount of the fees charged does not exceeds the reasonable estimated costs of providing the services. It is also recommended that the City perform this internal review annually with a comprehensive review of services and fees performed every five years, which would include adding, amending, or removing fees for programs/services. �WILLDAN 3 Comprehensive User Fee Study NE DIAMOND BAR Study Objective As the City of Diamond Bar seeks to efficiently manage limited resources and adequately respond to increased service demands, it needs a variety of tools. A User Fee Study provides assurance that the City has the best information and the best resources available to make sound decisions, fairly and legitimately set fees, maintain compliance with state law and local policies, and meet the needs of the City administration and its constituency. Given the limitations on raising revenue in local government, the City recognizes that a User Fee Study is a very cost-effective way to understand the total cost of services and identify potential fee deficiencies. Essentially, a User Fee is a payment for a requested service provided by a local government that primarily benefits an individual or group. The total cost of each service included in this analysis is based on the full cost of providing City services, including direct salaries and benefits of City staff, direct departmental costs, and indirect costs from central service support. This study determines the full cost recovery fee for the City to provide each service; however, each fee is set at the City's discretion, up to 100% of the total cost, as specified in this report. The principal goal of the study was to help the City determine the full cost of the services that the City provides. In addition, Willdan established a series of additional objectives including: • Developing a rational basis for setting fees • Identifying subsidy amount, if applicable, of each fee in the model • Ensuring compliance with State law • Developing an updatable and comprehensive list of fees • Maintaining accordance with City policies and goals The study results will help the City better understand its true costs of providing services and may serve as a basis for making informed policy decisions regarding the most appropriate fees, if any, to collect from individuals and organizations that require individualized services from the City. Scope of the Study The scope of this study encompasses a review and calculation of the user fees charged by the following Diamond Bar departments and fee groups: • Administrative/Miscellaneous Service Fees • Building • Planning • Public Works • Parks and Recreation The study involved the identification of existing and potential new fees, fee schedule restructuring, data collection and analysis, orientation and consultation, quality control, communication and presentations, and calculation of individual service costs (fees) or program cost recovery levels. �WILLDAN 4 Comprehensive User Fee Study f IIgN^_iql SENYICFS `DIAMOND BAR Aim of the Report The User Fee Study focused on the cost of City services, as City staff currently provide them at existing, known, or reasonably anticipated service and staff level needs. This report provides a summary of the study results, and a general description of the approach and methods Willdan and City staff used to determine the recommended fee schedule. The report is not intended to document all of the numerous discussions throughout the process, nor is it intended to provide an influential dissertation on the qualities of the utilized tools, techniques, or alternative approaches. _- /WILLDAN 5 Comprehensive User Fee Study �E DIAMOND BAIN*R $Fk Project Approach and Methodology Conceptual Approach The basic concept of a User Fee Study is to determine the "reasonable cost" of each service provided by the City for which it charges a user fee. The full cost of providing a service may not necessarily become the City's fee, but it serves as the objective basis as to the maximum amount that may be collected. The standard fee limitation established in California law for such fees is the "estimated, reasonable cost" principle. In order to maintain compliance with the letter and spirit of this standard, every component of the fee study process included a related review. The use of budget figures, time estimates, and improvement valuation clearly indicates reliance upon estimates for some data. Fully Burdened Hourly Rates The total cost of each service included in this analysis is primarily based on the Fully Burdened Hourly Rates (FBHRs) that were determined for City personnel directly involved in providing services. The FBHRs include not only personnel salary and benefits (see Appendix 8), but also any costs that are reasonably ascribable to personnel. The cost elements that are included in the calculation of fully burdened rates are: • Salaries & benefits of personnel involved • Operating costs applicable to fee operations • Departmental support, supervision, and administration overhead • Indirect City-wide overhead costs calculated through the Cost Allocation Plan An important factor in determining the fully burdened rate is in the calculation of productive hours for personnel. This calculation takes the available workable hours in a year of 2,080 and adjusts this figure to 1,650 productive or billable hours to account for calculated or anticipated hours' employees are involved in non -billable activities such as paid vacation, sick leave, holidays, and other considerations as necessary. Dividing the full cost, including overhead, of a position by the number of productive hours provides the FBHR. The FBHRs are then used in conjunction with time estimates, when appropriate for how a service is provided, to calculate a fee's cost based on the personnel and the amount of their time that is involved in providing each service. _-/WILLDAN 6 Comprehensive User Fee Study ateE R DIAMOND BAR 11� Summary Steps of the Study The process of the study is straightforward and simple in concept. The following list provides a summary of the study process steps: Department Interviews Time Estimates Labor Costs Indirect Support Allowable Costs Direct Services Indirect Services Department Overhead City -Wide Overhead Define the Full Cost of Services Set Cost Recovery Policy This report identifies three types of costs that, when combined, constitute the fully burdened cost of a service (Appendix A), Costs are defined as direct labor, including salary and benefits, departmental overhead costs, and the City's central services overhead, where departmental and central service overhead costs constitute support costs. These cost types are defined as follows: • Direct Labor (Personnel Costs): The costs related to staff salaries for time spent directly on fee -related services. • Departmental Overhead: A proportional allocation of departmental overhead costs, including operation costs such as supplies and materials that are necessary for the department to function. Central Services Overhead: These costs represent services provided by those Central Services Departments whose primary function is to support other City departments. _. /WILLDAN 7 Comprehensive User Fee Study R DIAMOND BAR Tl� Methodology The three methods of analysis for calculating fees used in this report are the: Case Study Method (Standard Unit Cost Build -Up Approach/: This approach estimates the actual labor and material costs associated with providing a unit of service to a single user. This analysis is suitable when City staff time requirements do not vary dramatically for a service, or for special projects where the time and cost requirements are easy to identify at the project's outset. Further, the method is effective in instances when a staff member from one department assists on an application, service or permit for another department on an as -needed basis. Costs are estimated based upon interviews with City staff regarding the time typically spent on tasks, a review of available records, and a time and materials analysis. Program Cost Approach: In some instances, the underlying data is not available or varies widely, leaving a standard unit cost build-up approach impractical. In addition, market factors and policy concerns (as opposed to actual costs) tend to influence rental based fee levels more than other types of services. Willdan employed a different methodology where appropriate to fit a program's needs and goals. Typical programmatic approach cases are valuation -based fees, Recreation programs, and instances where a program cost is divided over the user base to obtain a per applicant cost for shared cost services. Valuation Bdsed Fees: This method of collection is used when the valuation of the improvement can be used as a proxy for the amount of effort it would take for City staff to complete the service provided. More specifically, this approach is commonly used for certain User Fees in the Building Division. It is generally accepted that as a project's size scales up, the cost of the project increases, and the amount of effort needed to review and inspect also increases. Using a valuation -based fees provides for a system that can adjust as project sizes scale. Land is not included in the valuation. Quality Control/Quality Assurance All study components are interrelated, thus flawed data at any step in the process will cause the ultimate results to be inconsistent and unsound. The elements of our Quality Control process for User Fee calculations include: • Involvement of knowledgeable City staff • Clear instructions and guidance to City staff • Reasonableness tests and validation • Internal and external reviews • Cross-checking WILLDAN 8 Comprehensive User Fee Study A DIAMOND BAR Reasons for cost increases/decreases over current fees Within the fee tables in Appendix C, the differences are idented between the full costs calculated through the study and the fee levels currently in effect. The reasons for differences between the two can arise from a number of possible factors including: • Previous fee levels may have been set at levels less than full cost intentionally, based on policy decisions • Position staffing levels, seniority, and the positions that complete fee and service activity may vary from when the previous costs were calculated • Personnel and materials costs could have increased at levels that differed from any inflationary factors used to increase fees since the last study • Changes in processes and procedures within a department, or the City as a whole • Changes in the demand for services in a City may have also changed the staffing or cost structure of departments over time City Staff Contributions As part of the study process, Willdan received tremendous support and cooperation from City staff, which contributed and reviewed a variety of components to the study, including: • Budget and other cost data • Staffing structures • Fee and service structures, organization, and descriptions • Direct work hours (billable/non-billable) • Time estimates to complete work tasks • Review of draft results and other documentation A User Fee Study requires significant involvement of the managers and line staff from the departments on top of their existing workloads and competing priorities. The contributions from City staff were critical to this study. We would like to express our appreciation to the City and its staff for their assistance, )rofessionalism, positive attitudes, helpful suggestions, responsiveness, and overall cooperation. WILLDAN 9 Comprehensive User Fee Study [III aN^_IAI 5[ IIYIG[ DIAMOND BAR Diamond Bar User Fees Cost Recovery The cost recovery models, by department/division fee type, are presented in detail in Appendix C. Full cost recovery is determined by summing the estimated amount of time each position (in increments of minutes or hours) spends to render a service. Time estimates for each service rendered were obtained through interviews conducted with City staff for each department/division fee included in the study. The resulting cost recovery amount represents the total cost of providing each service. The City's current fee being charged for each service, if applicable, is provided in this section, as well, for reference. It is important to note that the time data used to determine the amount of time each employee spends assisting in the provision of the services listed on the fee schedule is essential in identifying the total cost of providing each service and will differ from City to City depending on staffing, positions involved, experience of staff, the use of consultants, and the policies and procedures in place for each City. Specifically, in providing services, a number of employees are often involved in various aspects of the process, spending anywhere from a few minutes to several hours on the service. The primary goal of this study was to identify the cost of City services, to provide information to help the City make informed decisions regarding the actual fee levels and charges. The responsibility of determining the final fee levels is a complicated task. City staff must consider many issues in formulating recommendations, and the City Council must consider those same issues and more in making the final decisions. City staff assumes the responsibility to develop specific fee level recommendations to present to the City Council. Unfortunately, there are no hard and fast rules to guide the City, since many of the considerations are based on the unique characteristics of the City of Diamond Bar, and administrative and political discretion. However, in setting the level of full cost recovery for each fee, one should consider whether the service solely benefits one end user or the general community. Subsidization Recalling the definition of a user fee helps guide decisions regarding subsidization. The general standard is that individuals (or groups) who receive a wholly private benefit should pay 100% of the full cost of the services. In contrast, services that are simply public benefit should be funded entirely by the general fund's tax dollars. Unfortunately, for the decision makers, some services fall into the range between these two extremes. Further complicating the decision, opponents of fees often assert that the activities subject to the fees provide economic, cultural, "quality of life," or other community benefits that exceed the costs to the City, but it is important to distinguish the difference between any purported possible benefits that may be conveyed through the result of activities of the service receiver and the direct benefit being conveyed through the City providing the service to the requestor. It is recommended the City consider such factors during its deliberations regarding appropriate fee levels. �JLA WILLDAN 10 Comprehensive User Fee Study IIAIi^_IAI. Sf VICFS DIAMOND BAR Of course, subsidization can be an effective public policy tool since it can be used to reduce fees to encourage certain activities (such as to ensure public safety) or allow some people to be able to afford to receive services they otherwise could not at the full cost. In addition, subsidies can be an appropriate and justifiable action, such as to allow citizens to rightfully access services, without overburdensome costs. Despite the intent, it is important for the City and public to understand that subsidies must be covered by another revenue source, typically the General Fund's other unrestricted funds. Impact on Demand (Elasticity) Economic principles of elasticity suggest that increased costs for services (higherfees) will eventually curtail the demand for the services; whereas lower fees may spark an incentive to utilize the services and encourage certain actions. Either of these conditions may be a desirable effect to the City. However, the level of the fees that would cause demand changes is largely unknown. The cost of service study did not attempt to evaluate the economic or behavioral impacts of higher or lower fees; nevertheless, the City should consider the potential impacts of these issues when deciding on fee levels. Summary City staff is recommending setting user fees at suggested fee amounts as detailed in Appendix C. City and departmental goals, City Council priorities, policy initiatives, past performance, implementation issues, and other internal and external factors should influence staff recommendations and City Council decisions. In this case, the proper identification of additional services (new or existing services) and the update to a consistent and comprehensive fee schedule were the primary objectives of this study. City staff has reviewed the full costs and identified the recommended fee levels for consideration by City Council. The following sections provide background for each department, division, and fee group and the results of this study's analysis of their fees. For the full list of each fee's analysis, refer to Appendix C of this report. WILLDAN 11 Comprehensive User Fee Study DIAMOND BAR Administrative/Miscellaneous Service Fees Administrativescellaneous service fees include Abatement Lien Processing, Appeals, Copying, False Alarms, Film Permits, Notary, NSF Checks, and Residential Parking Permit. Analysis Willdan individually reviewed the services associated with the Administrative/Miscellaneous Services.. The review also consisted of an evaluation of existing services to update the fee schedule. Many of the fees and services listed under Administrative/Miscellaneous Services are permits, regulated fees, penalties, or fees not otherwise recommended to be changed. For the user fees evaluated as part of this study the analysis relied primarily upon a standard unit cost build-up approach, whereby the reasonable cost of each fee occurrence was determined using staff time involved in providing services to recover the direct cost of staff and the pro -rats share of departmental costs, including indirect costs for City Central services. Willdan then compared the calculated full cost against the current fee amount to determine, if charged, whether the current fee is recovering the costs associated with the requested service. The analysis found that most fees are currently set below the full cost of providing service. Staff is recommending the fees be adjusted as detailed in Appendix C. As a result, there would be: • An increase to 5 fees; • 1 fee would decrease; • 5 new False Alarms fees would be added; • 1 fee would change to Actual Cost from a flat fee; • 10 fees would remain as currently set, and; • the average fee change would be an increase of 15%. �WILLDAN 12 Comprehensive User Fee Study DIAMOND BAR Building The Building and Safety Division is responsible for the protection of public health and safety through the enforcement of Building Codes and other related codes. This Division provides for Building and Safety plan check, permit issuance, and inspection services. Much of the plan check and inspections are provided through contract services. Analysis Willdan individually reviewed the services associated with the Building Division. The review also consisted of an evaluation of existing services in an effort to update the fee schedule. The analysis of the Building services relied primarily upon a standard unit cost build-up approach for fees, whereby the reasonable cost of each fee occurrence was determined using staff time involved with providing the service to recover the direct cost of staff and the pro-rata share of departmental costs, including indirect costs for City Central Services. Willdan then compared the calculated full cost against the current fee amount to determine, if charged, whether the current fee is recovering the costs associated with the requested service. The analysis found that some fees are currently not in line with the updated full cost of providing services. Staff is recommending the fees be adjusted as detailed in Appendix C. As a result, there would be: • An increase to 180 fees; • 8 fees would decrease; • 8 new fees would be added; • 20 fees would remain as currently set, and; • the average fee change would be an increase of 39% for current fees. In addition to the above referenced fees listed under Building, the Building Permit fees are also provided by this division. For the Building Permit fees, valuation is used as a proxy for measuring the effort needed to provide services on a case -by -case basis. This method is an industry standard widely used by other jurisdictions to evaluate the cost of providing service, It is generally understood that the larger and more complex a project is, the more time and effort that is required to provide the service. Project valuation also follows that trend. By using a combination of either project valuation or historical revenue figures along with a multiplier or cost recovery analysis for historical and anticipated future trends, current cost recovery along with variability in charges due to project type and scale is determined. The result of the cost analysis completed for the Building Permit program found that the program is currently operating at 76% cost recovery based on activity level from fiscal year 2018-2025. Staff is recommending that the Building Permit fees be increased to full cost recovery. �WILLDAN 13 Comprehensive User Fee Study f�IlAli Ci Al SE(iVli[�� A DIA AOND BAR Iti Planning The Planning Division is responsible forthe functions related to current and long-term ("advance") planning, and administers the Community Development Block Grant Program. The Planning Division prepares and updates the City's General Plan to guide Diamond Bar's long term growth and preservation of the community's quality of life. The Division administers and updates the zoning and subdivision ordinances, which are the primary tools used to implement the General Plans land use and development goals, objectives and policies. The planners provide information and assistance to the public by explaining the City's zoning regulations, and reviewing all land use, development and business license applications, and performing inspections to ensure compliance with regulations and conditions of approval. For projects requiring Planning Commission and City Council review, the Planning Division serves as those bodies' technical staff, and provides recommendations based on analysis of environmental, land use compatibility and design factors. The Planning Division also supports the economic development efforts of the City. It updates and maintains records for the general public and coordinates projects and programs with other governmental agencies. Analysis Willdan individually reviewed the services associated with the Planning Division. The review also consisted of an evaluation of existing services in an effort to update the fee schedule. The analysis of Planning services relied primarily upon a standard unit cost build-up approach, whereby the reasonable cost of each fee occurrence was determined using staff time involved in providing services to recoverthe direct cost of staff and the pro-rata share of departmental costs, including indirect costs for City central services. Willdan then compared the calculated full cost against the current fee amount to determine, if charged, whether the current fee is recovering the costs associated with the requested service. The analysis found that most of the current fees are underfunding the cost of most of the services. Staff is recommending the fees be adjusted as detailed in Appendix C. As a result, there would be: • An increase for 27 fees; • 1 fee would decrease; • 15 new fees will be added; • 37 fees would remain as currently set, and; • the average fee change would be an increase of 70%. �WILLDAN 14 Comprehensive User Fee Study f IIAIICiAI SFRVIGFS ,ag h DIAMOND BAR Public Works The Public Works Department is committed to providing forthe efficient operation of public works systems and programs. The vital services include: planning, designing, constructing, and monitoring the City's roadways and sidewalk infrastructure as well as sewer and storm drain systems; overseeing traffic management/control systems and traffic signal timing programs; maintaining and repairing all City buildings and fleet of vehicles and equipment; maintaining public parks/public property and Landscape Assessment Districts' medians, parkways, mini parks, slopes, and open space; managing the engineering design and construction of the City's robust capital improvements program; reviewing/planning and permitting land development activities and subdivisions; and managing environmental programs such as the National Pollutant Discharge Elimination System (NPDES). Analysis Willdan individually reviewed the services associated with the Public Works Department. The review also consisted of an evaluation of existing services in an effort to update the fee schedule. The analysis of Public Works services relied primarily upon a standard unit cost build-up approach, whereby the reasonable cost of each fee occurrence was determined using staff time involved in providing services to recover the direct cost of staff and the pro-rata share of departmental costs, including indirect costs for City central services. Willdan then compared the calculated full cost against the current fee amount to determine, if charged, whether the current fee is recovering the costs associated with the requested service. The analysis found that most of the current fees are underfunding the cost of most of the services. Staff is recommending the fees be adjusted to full cost recovery as detailed in Appendix C. As a result, there would be: • An increase to 29 fees; • 95 fees would remain as currently set, and; • the average fee change would be an increase of 42%. _-/WILLDAN 15 Comprehensive User Fee Study DIAMOND BAR411. Parks and Recreation The Parks &Recreation Department administers the recreation program which includes actives and events that strengthen the community's fabric, health and well-being, economic base, and security. This includes community events, enrichment programs, athletics, excursions, activities, and facilities for residents of all ages. Analysis Willdan individually reviewed the services associated with the Parks and Recreation Department. The review also consisted of an evaluation of existing services in an effort to update the fee schedule. The analysis of most Parks and Recreation programs encompassed facility rentals, sports, programs, and other community services. The fee for use for government owned facilities and property can be set discretionally by the City, typically based on past usage characteristics, policy goals, and surrounding jurisdiction comparison. The cost of capital acquisition, maintenance, repair, and upgrade to the City and subsequently the public is offset through rental or use fees. As such these fees should be set using the knowledge of activity use for the facilities, policy desires of the City, and market factors when desirable. It is generally accepted that some Recreation programs provide a measure of public benefit to the residents and City as a whole, and as such is it common for services to bear significant subsidies. In addition, cities generally want to ensure that their programs and services remain affordable to the community at large, and that the programs remain competitive with surrounding jurisdictions. For a few of the fees in Parks and Recreation a standard cost of service approach was used, but some of the additional cost considerations above were not included as this is an operational cost analysis study that does not include considerations for capital. The analysis found that the current fees for facility use and services are below the cost of providing them. The analysis also included a cost recovery analysis for Community Services as a whole and it was determined to be operating at around 32% cost recovery. Staff is recommending the fees be adjusted as detailed in Appendix C. As a result, there would be: • An increase to 75 fees; • 2 new fees will be added; • 31 fees would remain as currently set, and; • the average fee change would be an increase of 9%. _•/WILLDAN 16 Comprehensive User Fee Study DIAMOND BA1�1R Appendix A — Total Allowable Cost to be Recovered Below are the total allowable costs that may be recovered through User Fees; however, only a portion of the total allowable cost is recovered as staff not only works on services related to User Fees, but also works on an array of other City functions during the operational hours of the City. The amounts listed below will not reconcile to City budgets as costs that should not be included in overhead for personnel in the application of determining fully burdened hourly rates were excluded. Examples of these costs are capital, debt, monetary transfers, contract costs, and any other costs that are charged directly to the service requestor. City of Diamond Bar -User Fee Study Overhead Rate Calculations 100: CITY CLERK'S OFFICE 100: CITY COUNCIL 100: CITY MANAGER'S OFFICE 100: COMMUNITY DEVELOPMENT 100: COMMUNITY RELATIONS 100: ECONOMIC DEVELOPMENT 100: FINANCE 100: HR & RISK MGMT 100: INFORMATION SYSTEMS 100: PARKS & RECREATION 100: PUBLIC WORKS 100: PUBLIC WORKS ADMIN 100: PUBLIC WORKS CIVIC CENTER 100: PUBLIC WORKS PARKS & FACLT MAINT 250: Integrated Waste Mgmt Fund tal Personnel Services 366,483 Operations & A. 108,495 Overhead 30% Allocation 0% 1871616 36,250 19% 0% 9981968 139,110 14% 0% 11788,916 83,830 5% 58% 593,040 305,651 52% 0% 313,484 89,275 28% 40% 780,669 34,225 4% 0% 4781095 63,075 13% 0% 815,239 713,300 87% 0% 2/875/549 751,635 26% 155% 902,695 2381000 26% 45% 526,198 41,235 8% 0% 177,081 531000 30% 0% 567,100 64,650 11% 0% 555,240 74,150 13% 58% W I LLDAN F�Ii.111C1ai. SEfNIC[�i 17 Comprehensive User Fee Study A. DIAMOND BAIPIR Appendix B —Fully Burdened Hourly Rates Below are fully burdened hourly rates of staff positions that provide for the services detailed in Appendix C. The FBHRs were used to determine the full cost of each service. They include the salary and benefit costs for each position as well as all applicable overhead amounts for each position. For any user fee service request that is outside the scope of the fees detailed in Appendix C, or for services for which there is no fee currently set, the City can charge up to the full cost of the FBHR for personnel involved. �WILLDAN 18 Comprehensive User Fee Study f IIAH<ial SE�VIi ES DIAMOND BAR got City of Diamond Bar - User Fee Study sully Burdened Hourly Rate Calculation Fully Burdened Department 100: COMMUNITY DEVELOPMENT 100: COMMUNITY DEVELOPMENT 100: COMMUNITY DEVELOPMENT 100: COMMUNITY DEVELOPMENT 100: COMMUNITY DEVELOPMENT 100: COMMUNITY DEVELOPMENT 100: COMMUNITY DEVELOPMENT 100: COMMUNITY DEVELOPMENT 100: COMMUNITY DEVELOPMENT 100: COMMUNITY DEVELOPMENT 100: CITY CLERK'S OFFICE 100: CITY CLERK'S OFFICE 100: CITY CLERK'S OFFICE 100: CITY MANAGER'S OFFICE 100: CITY MANAGER'S OFFICE 100: CITY MANAGER'S OFFICE 100: CITY MANAGER'S OFFICE 100: CITY MANAGER'S OFFICE 100: COMMUNITY RELATIONS 100: COMMUNITY RELATIONS 100: COMMUNITY RELATIONS 100: ECONOMIC DEVELOPMENT 100: ECONOMIC DEVELOPMENT 100: ECONOMIC DEVELOPMENT 100: ECONOMIC DEVELOPMENT 100: ECONOMIC DEVELOPMENT 100: ECONOMIC DEVELOPMENT 100: FINANCE 100: FINANCE 100: FINANCE 100: FINANCE 100: HR & RISK MGMT 100: INFORMATION SYSTEMS 100: INFORMATION SYSTEMS 100: INFORMATION SYSTEMS Title CD -Administrative Assistant CD -Administrative Coordinator CD -Associate Planner CD - Community Development Director CD - Neighborhood Improvement Officer CD - Permit Services Coordinator CD -Permit Technician CD - Planning Manager CD .Senior Neighborhood Improvement Officer CD - Senior Planner Clerk - Administrative Assistant Clerk -Administrative Coordinator Clerk - City Clerk CM -Assistant City Manager CM - Assistant to the City Manager CM - City Manager CM - Management Analyst CM -Principal Management Analyst CR - Community Relations Coordinator CR - Community Relations Manager CR - Media Specialist ED - Assistant City Manager ED - Assistant to the City Manager ED - City Manager ED - Community Development Director ED - Management Analyst ED - Principal Management Analyst Fin - Accounting Technician Fin - Finance Director Fin -Finance Supervisor Fin -Senior Accounting Technician HR - Human Resources & Risk Manager IS - Information Systems Director IS - Network/Systems Administrator IS - Network/Systems Technician $138.57 $15183 $115.52 $33125 $12189 $156.45 $109A3 $24110 $136.01 $214.00 $108,73 $120.71 $18832 $24936 $165.57 $29439 $9182 $147.85 $137.30 $219.27 $125628 $394.57 $26137 $465,70 $363,01 $144,07 $23158 $79.33 $208s98 $103.06 $97.22 $175979 $375.37 $249985 $13634 �%WILLDAN 19 Comprehensive User Fee Study F NANCIAL SENYItES E A DIAMOND BAR City of Diamond bar - User Fee Study Fully Burdened Hourly Rate Calculation Fully Burdened Department Title Hourly Rate 100: PARKS &RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PARKS & RECREATION 100: PUBLIC WORKS 100: PUBLIC WORKS 100: PUBLIC WORKS 100: PUBLIC WORKS 100: PUBLIC WORKS 100: PUBLIC WORKS 100: PUBLIC WORKS 100: PUBLIC WORKS 100: PUBLIC WORKS ADMIN 100: PUBLIC WORKS ADMIN 100: PUBLIC WORKS ADMIN 100: PUBLIC WORKS ADMIN 100: PUBLIC WORKS ADMIN 100: PUBLIC WORKS ADMIN 100: PUBLIC WORKS CIVIC CENTER 100: PUBLIC WORKS CIVIC CENTER 100: PUBLIC WORKS CIVIC CENTER 100: PUBLIC WORKS CIVIC CENTER 100: PUBLIC WORKS CIVIC CENTER 100: PUBLIC WORKS PARKS & FACLT MAINT 100: PUBLIC WORKS PARKS & FACLT MAINT 100: PUBLIC WORKS PARKS & FACLT MAINT 100: PUBLIC WORKS PARKS & FACLT MAINT 100: PUBLIC WORKS PARKS & FACLT MAINT 100: PUBLIC WORKS PARKS & FACLT MAINT 100: PUBLIC WORKS PARKS & FACLT MAINT �/W I LLDAN R NANCIM SENVICFS Parks -Administrative Coordinator Parks - Facilities Maintenance Supervisor Parks - Parks & Maintenance Superintendent Parks - Parks & Recreation Director Parks -Preschool Teacher PT (30 hr/wk) Parks - Public Works Director/City Engineer Parks - Public Works Manager/Assistant City Engineer Parks - Recreation Coordinator Parks - Recreation Coordinator-DBC Parks - Recreation Coordinator -Seniors Parks -Recreation Coordinator -Sports Parks - Recreation Superintendent Parks - Recreation Supervisor Parks - Senior Maintenance Worker PW -Administrative Coordinator PW - Associate Engineer PW - Engineering Technician PW - Facilities & Asset Maintenance Technician PW -Public Works Director/City Engineer PW -Public Works Manager/Assistant City Engineer PW - Senior Maintenance Worker PW .Senior Public Works Inspector PW Admin -Administrative Coordinator PW Admin -Associate Engineer PW Admin -Engineering Technician PW Admin - Public Works Director/City Engineer PW Admin -Public Works Manager/Assistant City Engineer PW Admin -Senior Public Works Inspector PW Civic Cntr - Facilities Maintenance Supervisor PW Civic Cntr - Parks & Maintenance Superintendent PW Civic Cntr - Public Works Director/City Engineer PW Civic Cntr - Public Works Manager/Assistant City Engineer PW Civic Cntr - Senior Maintenance Worker PW Parks &Fac -Administrative Coordinator PW Parks &Fac - Facilities &Asset Maintenance Technician PW Parks &Fac - Facilities Maintenance Supervisor PW Parks &Fac- Parks &Maintenance Superintendent PW Parks & Fac- Public Works Director/City Engineer PW Parks & Fac- Public Works Manager/Assistant City Engineer PW Parks & Fac- Senior Maintenance Worker $283.68 $384A7 $419.32 $619642 $14108 $69131 $437.32 $220696 $20333 $220.19 $201.94 $417.91 $35143 $205.48 $171.08 $22939 $13196 $140A1 $396.61 $250917 $112665 $18186 $100.43 $134.90 $78.64 $232.83 $146,86 $107*94 $155.44 $169, 67 $280.53 $176995 $8114 $87.03 $85.15 $13127 $145.47 $240n52 $151.71 $7118 20 Comprehensive User Fee Study DIAMOND BAR11, CON Appendix C —Cost Recovery Analysis The following tables provide the results of the analysis, resulting full cost recovery amount, and recommended fees. For fees, services, and penalties in which the full cost, existing fee, and suggested fee is listed as "NA", the amount or percentage was not calculable. This is most common when either the current or the suggested fee includes a variable component that is not comparable on a one-to-one basis, a full cost was not calculated (for penalties, fines, market -based fees, or items not included in the study), or when there is not a current fee amount to compare against. �WILLDAN 21 Comprehensive User Fee Study � o m N � � � o a � � Q Q O Q Q c�-I Q Q Q Q Q Q N l�D t� Q Q Q Q Z_ Z i/} Z v). ih Z Z Z Z Z Z +h i/} th Z Z Z Z o / . %0 cu \\\ \ 00 bib 0 CD fuz.um n � k z z ) u ::31 z \ 5 . . / E a \ ƒ . 2 tw r. 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N Z tiY 4/T 1/} to im/T Z) Z) D D D Z) � 'E E` E` m m m m m m m m = m �- O O F- F0- o O 0 F- 0 m om 0 m o m om 0m0oo00 oo o =o oo=00000 0= 0= O O O Om O m OmO O m O O m Om 0 O m �n 0^o `0^ + OC rl + 00 + 00 ri Oa 00 00 J J N H ci ri ci 'i ci �-/ N N N c-1 ri a-i LL J O w O w O O o o O O O O O O O O O O o o U _= m 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O O O O O O O O 0 0 0 0 O O O •t O w L w L a 0 O a O O a o 0 a O O a 0 O a O O a 0 O a O O O M.: 0 2 U m U � ti M� r M om' M� ti a) .-I M N m D f M rI m N C OD m c a :o o2i = a m S E v w w 'O O O q 0 0 0 O w N LL o o O O O cc co 0 0 0 0 O O cc cc O cF O O O O O LL ti _ +' O O O O 0000000000000000000000000 u V N M M v1 °i O u E fV ai t6 O h 0 0 I� R O i� O r O h O m O w o m N m 0 m m 0 t(1 m 0 M m 0 m m 0 m M O m 0 m m 0 m m m o ti m rf V) n 'i M t/1 Ol N i-1 m n ° o L m O w �-1 N m tIt c-i N tl1 .-1 N V1 �-f N Vl ci N Vt ci N Vt .-I N U H dV} VT L} 9 a 0 0 0 0 0 0 0 0 0 ¢ Q o 0 0 0 0 0 0 o a o 0 0 o o 0 o 0 0 0 0 0 0 0 0 0 0 o o 0.-{ z 1 Z 0 0 0000000000000000000000000 M cl' m O N c-I O .-I m O m o m O m O m O m O m O m O �, m a w vm mo.-{ m mmmmmMmmMmmmmmMmmMmmMmmo O1 0 v "Fai(.ivi m� ry mo'"!o�"'o�"'o�`� um 0 .-� o m ti M m m m m ry m o in ri o M rci o M rri o mmo m rri o m ni o M rri o m ui - t11 �-/ m rf n N N c-I n Q Q N m lf1 N N M N N N '-I N tl1 ci N LI1 ci N V1 ci N vF N c E .40 n v v v v v a w w w w o m m L L U U > > > D n > j m m m j m j m j m m m F- o F" O N O F- O f- 0 H o H O H 0 E E m o m o m 0 m o m 0 m o m o m o o= o o o o o o o o j o o� 0 0 o 0 C 'C 00 0 F- 0 0� F- 0 0 0 p F O p 0 0' F.., O O" F- 0 0 o m 0 o m o o moo m O o m 0 o m O 0 Co O o 00 + 0o in + 0 m+ o M+ 0 M+ 0 m+ 0 m+ 0 m j O O : N N ti N 'i N ci c ci H rl N 0 ti H Oo ti o= o= o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o 00 000 000 000 000 000 000 00 %00 0000'"'00 0000 00 0 `m v ao o ao o ao O ao o ao o ao o ao o a0 v w •E �' W M a v E m u u a NI a ° o Y J N V m O N w N N m m m m m m m m 'O J m d' O w �-1 m m N O' O m m M i� r-I lfi n rl tll n n n n n V 0 4 NO °1 nl N O d. O O V? m m m C l N m O1 N m a1 N m 01 Cv m C l N m °t N m M N m Ql N h 3 N m ,-i M W m o m ct v H w O. w 0. w 0 .-i w 0 ,-i o0 0 H w 0, w 0 .--i a o m o > wm rl n Ut N tlt V o O M H ci cY n N V n N d' n N c n j' 7-1 w Yl N LL no a 0 N: E mi o 'a m c °y u a c > M c: c c a 'E 'E w u m = m m e m -E u E LL 'E w ar w q v u u c w Y.� w w s v coc o VVm w YE O .0 ca w ad � EU mm u.wm.. m "k m m E ++. _ a�i a�i c ¢ = o vm i c Y a -f0o .0a E t v v v .x `w no w` v °- +`w, _ a E awi E' c o� m o' m w v m = m m 1= a Q9 E urn wQdvJi �n u0 �6� din -in uD':¢ i = m mo u :WE xw Q aEid ry m a vlmnmmo�-+N m v M m n m mo.-iNmaM�°nmmc. mct Mmnmmo.-FNma «.z: v qzrM v vttvvvMmm m m M m M M mmmmmmmmmmwnnnnnnnnnnmmmmm Kt W rt ti N N m W c0 Ol Ol M Ol M N ri lD rl N N N N ri N m ci "M "M r1 N m M _ _ _ _ H ___ m m m D m m m m m 00 m m 0p m 0p LL N 0 UN u v, 0 p= 0 O= O O= O O= in = 0 0 0 O O 0 O O 0 p h 0 0 0 0 O O O ,Fv, N N v 0 m O m O m O m rn0u:^ onw"a0a�o0om om o rn o m o m CA a cn v v •m o N m a+ o N o ti o ri N O N N + °' O ,+i .-� H v ON .y .� ti H "' o o o o o o o 0 O CD 0 a m 0 0 0 O o 0 O 0 0 O O O F': O O O O O O L L L L L L L Y O O Y O O Y O O Y O O u 'C' 0 0 �l + N 0 0 0 �y a ti ri N V tO 00 a 0 O O- O O d 0 0 a o 0 N 0.: N 7 rl ri f-I M m rl ci N M V' W W W W = rl m = m = ri m = rl m W L� w.. O O 00 O O O O 0 0 0 0 O O 0 0 «I O O O O O O O O O O O O O O O O O O O 00 O 0 00 O O O O 0 0 0 w 0 0 o6 0 L6�^ 0 0 0 0 0 n O O O Oj 06 OO O D^ O O ri O O r O ^ O d' d' N N m da Ol "i M M M M Lq 1p �-i m N N N N M O m M O m M O m M O m 0 p� h I� rf CO N M M cr V V [t cT CO W M tD rl r1 rl rl m rl N m �-1 N m rl N m .-1 N N iA in i/Y l/? 1/} 1/} T 4 .O 0 o c 0 0 0 0 0 o a o a o 0 0 0 0 0 o a 0 0 a o 0 a o 0 3 h C 0 0 C 0 ri 0 0 0 0 0 0 0 0a O rl rl rl CDC O O O 0 C 0 0 O 1010 O O O O O O m 1p N W W W w O LD w O ca O CO O w 0 0V 0V ml0 arl arl vrV mm mrl CO mm mrl oN mm m m m m rl h m O rl O Vi O O �n. m N M. 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