FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #5.i.
MEETING DATE June 4, 2025
PREPARED FOR Mayor and Town Council
PREPARED BY Jeffrey S. Beiswenger, Planning and Building Services Director SUBJECT Adopt a Resolution Updating and Clarifying the Planning portion of the Town Fee Schedule Related to Deposits and Required Reimbursement of Town Review Activities
RECOMMENDATION
Adopt a resolution updating and clarifying the Planning portion of the Town Fee Schedule related to deposits and required reimbursement of Town review activities.
DISCUSSION
The planning fee schedule requires deposits to cover the review cost related to a variety of planning entitlements and review activities. This action clarifies the fees charged and that execution of a reimbursement agreement is required in order to ensure full recovery of the Town’s costs related to review of proposed projects.
The following phrase would be added to footnotes of the fee schedule:
* A deposit, along with a reimbursement agreement executed by the property owner and/or developer is required at the time of submittal to ensure full cost recovery for Town review expenses.
Staff time is charged at fully allocated hourly rate (FAHR). Outside professional services charged at actual cost plus 20% administrative fee, if applicable; graphics and duplication service charged at actual costs. Additional deposit(s) are required, as needed, to cover Town costs. Review activities will be discontinued if adequate funds in the deposit account are not available to cover anticipated and estimated project review expenses.
This would require that a signed reimbursement agreement is submitted along with deposits listed on the Planning Fee schedule. As well, reimbursement for the Town’s attorney costs are further clarified to be the third party reimbursable rate contained in the Town’s agreements with its attorneys.
FISCAL IMPACT
Neutral. Clarification only. Does not change amount of approved fees.
ATTACHMENTS
Resolution
RESOLUTION 25-
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX CLARIFYING THE PLANNING
PORTION OF THE TOWN FEE SCHEDULE RELATED TO DEPOSITS AND REQUIRED
REIMBURSEMENT OF TOWN REVIEW ACTIVITIES
WHEREAS, the planning fee schedule requires deposits to cover the review cost related to a variety of planning entitlements and review activities; and
WHEREAS, a reimbursement agreement is a common requirement to ensure that local governments can recover the cost of planning review activities and reduce the impact on the Town’s General Fund; and WHEREAS, the Town’s attorneys charge a third-party reimbursable rate per agreement for review of planning projects; and
WHEREAS, a clarification to the Planning portion of the Fee Schedule will ensure the requirements for reimbursing the Town’s expenses for review of planning entitlements are set forth clearly in the Fee Schedule.
NOW, THEREFORE BE IT RESOLVED, that the Town Council of the Town of Fairfax does hereby adopt the clarified Planning portion of the Fee Schedule (Exhibit 1).
PASSED AND ADOPTED at a regular meeting of the Fairfax Town Council held in said Town on the 4th of June 2025 by the following vote, to-wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
_________________________________
LISEL BLASH
MAYOR
ATTEST:
_________________________________
CHRISTINE FOSTER
DEPUTY TOWN CLERK
Exhibit 1 - Planning Fee Schedule
PLANNING & BUILDING
Service Type
SERVICE
PROPOSED
FY20-21
PHASE-IN PERIOD
FY21-22 FY22-23 FY23-24 FY24-25 FY25-26
Use Permit - Minor Residential $915 $1,007 $1,107 $1,218 $1,340 $1,474 Use Permit - Minor Commercial $915 $1,007 $1,107 $1,218 $1,340 $1,474 Use Permit- Major $915 $1,007 $1,107 $1,218 $1,340 $1,474 Use Permit - Amendment $915 $1,007 $1,107 $1,218 $1,340 $1,474 Design Review - Exterior Color Change $388 $427 $469 $516 $568 $625 Design Review - Residential Construction $915 $1,007 $1,107 $1,218 $1,340 $1,474 Design Review - Commercial Project - Minor $1,600 $1,600 $1,600 $1,600 $1,600 $1,600 Design Review - Commercial Project – Major $6,035 $6,035 $6,035 $6,035 $6,035 $6,035 Design Review - Modification to Approved $900 $990 $1,089 $1,198 $1,318 $1,449 Desian Review - Multi-residential $6500 deposit*
Variance – Fence $510 $561 $617 $679 $747 $821
Variance - All Others $1,225 $1,348 $1,482 $1,630 $1,794 $1,973 Variance -Amendment included in another fee
Variance - Time Extension $150 $165 $182 $200 $220 $242 Sign Permit - Administrative $150 $165 $182 $200 $220 $242 Sign Permit - Planning Commission $344 $378 $416 $458 $504 $554 Ridgeline Scenic Corridors $2,835 $2,835 $2,835 $2,835 $2,835 $2,835 Preferential Parking Permit $500 $550 $605 $666 $732 $805 Hill Area Residential Permit Application/Modification $4,745 $9,800 $9,800 $9,800 $9,800 $9,800 Hill Area Residential Permit Extension $285 $0 $0 $0 $0 $0 Well Drilling Permit $500 $550 $605 $666 $732 $805
Environmental Review - Application $5,000 deposit*
Environmental Review - Initial Study/Neg Dec $5,000 deposit* Environmental Review – EIR $5,000 deposit*
Environmental Review - County Processing included within other fees Environmental Review - Mitigation Monitoring $4,000 deposit* Environmental Review - State Fish &Game included within other fees Grading -100 Cubic Yards or Greater $700
Encroachment Permits- Fence $565 $622 $684 $752 $827 $910 Encroachment Permits- Others $675 $743 $817 $898 $988 $1,087 Certificate of Compliance (includes conditional) $600 Plus $50/parcel Plus outside professional costs Lot Line Adjustment - Ministerial $1,500
Lot Line Adjustment $2,500 fee plus $1,000 deposit* for engineering Subdivision - Mapping $5,000 deposit*
Planned Development District $5,000 deposit*
General Plan Amendment $5,000 deposit*
Annexation $5,000 deposit*
Traffic Impact Report $5,000 deposit*
Rezoning and Pre-Zoning $5,000 deposit*
Zoning/Code Amendment $5,000 deposit*
Development Agreements $5,000 deposit*
General Consultation Meeting $175/meeting
Consultation Meeting Retainer $1,000 deposit*
Contractor Consulting Services $1,000 deposit*
Reimbursement of Town’s Attorney Costs per Agreement $1,000 deposit* billed at third party reimbursable rate in agreement
Staff Research included in another fee
Appeal Fee $625
General Plan Maintenance 5% on all building permit fees Technology Improvement 5% on all building permit fees
Infrastructure Improvement 5% on all building permit fees Penalty - Work without Valid Entitlement 1.5 X actual cost of permit Unpermitted Construction 1.5 X actual cost of permit
Cannabis Business Permit Application (eff. 11/6/19) $2,800 fee plus $2,000 deposit for outside professional costs* Engineering Plan Check Review Fees $1,000-$3,000 deposit*; based on the project Planning Review of Building Permits included in building fees * A deposit, along with reimbursement agreement executed by the property owner and/or developer is required at the time of submittal to ensure full cost recovery for Town review expenses. Staff time is charged at fully allocated hourly rate (FAHR). Outside professional services charged at actual cost plus 20% administrative fee, if applicable; graphics and duplication service charged at actual costs. Additional deposit(s) are required, as needed, to cover Town costs.
Review activities will be discontinued if adequate funds in the deposit account are not available to cover anticipated and estimated project review expenses.