City Council and Authorities Concurrent
April 19, 2022

User and Regulatory Fee Study

CITY OF SANTA CLARA

APRIL 2022
7960 B Soquel Drive, Suite 363 | Aptos, California 95003 www.clearsourcefinancial.com

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

CONTENTS

REPORTING
1 TRANSMITTAL

2 EXECUTIVE SUMMARY | Overall Findings

7 PROJECT ORIENTATION | Scope, Guidance, Methods

APPENDICES

A PARKS AND RECREATION COST RECOVERY POLICY PRESENTATION

B PROPOSED PARKS AND RECREATION COST RECOVERY POLICY

C PARKS AND RECREATION COST RECOVERY PRACTICES SURVEY RESPONSES

D COST OF SERVICE ANALYSIS

7960 B SOQUEL DRIVE, SUITE 363 | APTOS, CALIFORNIA 95003 831.288.0608 | WWW.CLEARSOURCEFINANCIAL.COM

April 2022

CITY OF SANTA CLARA
Attn: Kenn Lee, Director of Finance
1500 Warburton Avenue
Santa Clara, CA 95050

User and Regulatory Fee Study
Dear Kenn:

ClearSource Financial Consulting submits the following report describing the findings of our preparation of a User and Regulatory Fee Study for the City of Santa Clara.

Please refer to the Executive Summary for the key findings of the analysis. The balance of the report and its appendices provide the necessary documentation to support those outcomes.

Thank you for the opportunity to serve the City on this topic. We are happy to continue discussion on this study as the need arises or consult with you on additional topics.

Sincerely,

TERRY MADSEN, PRESIDENT | CLEARSOURCE FINANCIAL CONSULTING

PHONE NUMBER: 831.288.0608
EMAIL ADDRESS: [email protected]

CLEARSOURCE REPORT TO CITY OF SANTA CLARA 2

EXECUTIVE SUMMARY

STUDY OVERVIEW
The City of Santa Clara has completed a User and Regulatory Fee Study. California cities regularly conduct these studies to justify fee amounts imposed and to optimize the overall portfolio of revenues available to the municipality to fund its services.

Industry practice and fiscal conditions in the state have led most cities to link cost recovery for services of individual action, cause, or benefit to that same individual through user fee revenue, relieving the agency’s general revenues as much as possible for use toward services of broader community benefit.

USER AND REGULATORY FEES
Cities derive annual revenue from a numbe r of sources. These include, but are not limited to, property taxes, sales taxes, license fees, franchise fees, fines, rents, and user and regulatory fees. User and regulatory fees are intended to cover all, or a portion of, the costs incurred by the City for providing fee-related services and activities that are not otherwise provided to those not paying the fee.

California law provides guidance regarding the amounts the City may charge for fee-related services and activities. Specifically, in order to avoid being considered taxes, the fees charged shall not exceed the estimated reasonable cost of providing the services, activities, or materials for which fees are charged.

At its conclusion, this study proposes for City Council review and consideration at public hearing a new Schedule of User Fees and Charges for application in Fiscal Year 20 22-2023 and continued update in subsequent years.

COST RECOVERY POLICY AND PRACTICE
Recovering the costs of providing fee -related services directly influences the City’s fiscal health and increases the City’s ability to meet the service level expectations of fee payers.

The services for which the City imposes a user or regulatory fee typically derive from an individual person or entity’s action, request, or behavior. Therefore, except in cases where there is an overwhelming public benefit generated by the City’s involvement in the individual action, a fee for se rvice ensures that the individual bears most, if not all, of the cost incurred by the City to provide that service . When a fee targets “100% or full cost recovery,” the individual is bearing the entirety of the cost. When a fee targets less than full cost recovery, another City revenue source – in most cases, the General Fund – subsidizes the individualized activity.

Generally, fees for service are targeted to full cost recovery, inclusive of operating, direct, indirect, and capital costs, except in cases where the City Council cites a public interest in lower fees . The City may also be influenced by market conditions, comparing to municipalities of similar size and service profile.

CLEARSOURCE REPORT TO CITY OF SANTA CLARA 3

EXECUTIVE SUMMARY

FINDINGS AND PROPOSED ACTION
The City’s current Master Fee Schedule includes over 1,000 individual fees. This is common amongst similar California municipalities because it allows for scaling of fees for the various services required. In other words, the City maintains numerous fee categories to account for the varied service needs of the community. The following provides a brief summary of primary changes the City Council is being asked to consider:

Summary of Changes to Fees Examined
Description Count * Percentage *
Fees Proposed to Decrease 82 8%
Fees Proposed to Remain Unchanged or Minor Adjustments
Up to 10% or $10 Change 851 79%
Fees Proposed to Increase by More than 10% 118 11%
New Fees Proposed 25 2%
Total Fees Examined 1,076 100%
* Amounts in the percentage column are rounded for illustrative purposes.

Fees Proposed to Decrease and Minor Adjustments
• Eighty-seven percent (87%) of fees are proposed to either decrease, remain unchanged, or reflect only minor adjustments (i.e., up to 10% or $10 change).

Fees Proposed to Increase by More than Ten Percent (10%) • Fee changes greater than 10% are the result of:
o A recalibration in the cost of service.
o Recent significant increases in the costs of materials and supplies included in service fees (e.g., increase in the cost of utility meters).
• A multi-year phase-in pattern is recommended for more than half of the fees proposed to increase by more than 10%. Immediate adjustment is primarily targeted only for new, discretionary activities.

New Fees Proposed
• 24 new fees are proposed
• The fees will allow the City to recover the costs of services or materials that are being requested of staff and for which corresponding fees or rates are not readily portrayed in the City’s fee schedule. These proposed fees are highlighted on the following page:

CLEARSOURCE REPORT TO CITY OF SANTA CLARA 4

EXECUTIVE SUMMARY

# Action Fee Description Proposed
Fee
Initial Cost
Recovery
Fire Fees
1 Establish New
Fee for Service

Review of Knox Box Installation

$349 87%
2 Establish New
Fee for Service

Operational Permit – Additive Manufacturing

$267 100%
3 Establish New
Fee for Service

Operational Permit – Lithium Battery Storage –
Greater than 1,000 pounds

$267 100%
4 Establish New
Fee for Service

Operational Permit – Update of Emergency Contact
Information
$25 37%
5 Establish New
Fee for Service

Operational Permit – Smoke Control and
Evacuation Systems
$697 87%
Planning Fees
6 Establish New
Fee for Service
Establish fee to comply with State Legislation -
AB32 Tribal Consultation Fee

$846

100%
7 Establish New
Fee for Service
Establish fee to comply with State Legislation – SB9
Review Fee

$1,692

100%
8 Establish New
Fee for Service
Establish fee to comply with State Legislation –
SB35 Review Fee

$22,560

100%
9 Establish New
Fee for Service
Zoning Clearance Review – For Home Occupancy

$282

100%
10 Establish New
Fee for Service
Zoning Clearance Review for Live Entertainment
and Outdoor Dining (up to 24 seats)
$282

100%
11 Establish New
Fee for Service
Zoning Clearance Review - Other Non-Single Family

$1,128

100%
12 Establish New
Fee for Service
Tree Removal Permit – Single Family Residence $282

50%
13 Establish New
Fee for Service
Tree Removal Permit – All Others

$564

100%
14 Establish New
Fee for Service
Establish fee for Code Enforcement Re-Inspections

$266

100%
Building Fees
15 Establish New
Fee for Service
Alternate Materials & Methods Review (per hour)

$220

100%
Water Fees
16 Establish New
Fee for Service
Engineering Plan Check for SFH Remodel

$620

100%
17 Establish New
Fee for Service
Water and Fire Service Tap (10” and 12”) $1,588 100%
18 Establish New
Fee for Service
Insertion Valve Installation (4” through 12” valves –
excavation included)

$varies
depending on
size

100%
19 Establish New
Fee for Service
Development Impact Fee Analysis

$2,783

100%

CLEARSOURCE REPORT TO CITY OF SANTA CLARA 5

EXECUTIVE SUMMARY

Sewer Fees
20 Establish New
Fee for Service
Establish fee for Plan Review of Fats, Oils, and
Grease Collection Systems

$1,248

100%
21 Establish New
Fee for Service
Establish fee for Permit Inspection of Fats, Oils, and
Grease Collection Systems

$1,248 100%
22 Establish New
Fee for Service
Establish fee for Issuance of Temporary Waste
Discharge Permit

Varies depending
on discharge
quantity
100%
Electric Fees
23 Establish New
Fee for Service
Project Clearance Committee / Subcommittee
Review

$801

100%
PW Engineering Fees
24 Establish New
Fee for Service
Permit Extension Request

$436

100%
Parks and Recreation Fees
25 Establish New
Fee for Service
Parking at Parks and Recreation Facilities (fee for
reserved parking)

$5 - $500
per event
varies

Establishment of a Cost Recovery Policy for Parks and Recreation Services As part of the fee study process City staff conducted community outreach to assist with recommending cost recovery policy for parks and recreation fee-based programming. Appendix A of this report includes the pres entation provided to members of the Parks & Recreation Commission, Senior Advisory Commission, Youth Commission, and the general public.

Establishing a cost recovery policy provides the City’s Parks and Recreation Department with a tool for evaluating ser vices and establishing appropriate fees for services. Standardizing how prices are set enhances the Department’s ability to accomplish broad citywide goals and objectives. Establishing a reasonable, transparent, and consistently applied cost recovery policy is intended to:
 Stretch taxpayer investment in parks and recreation services to optimize value received  Promote program respect and ownership
 Allow prices to reflect users’ investment in themselves based on individual benefit  Develop deeper commitment to the programming users help support A proposed cost recovery policy is included in Appendix B of this report.

On March 2, 2022, a joint commission meeting was held with members of the Parks & Recreation Commission, Senior Advisory Commission, Youth Commission, and the general public. During the meeting, attendees were asked to complete a survey linked to cost recovery policy for parks and recreation fee-based programming. The survey was available to be completed from March 2, 2022, through March 17, 2022. The City received 234 total responses. Response summaries are provided in Appendix C of this report.

CLEARSOURCE REPORT TO CITY OF SANTA CLARA 6

EXECUTIVE SUMMARY
The Parks and Recreation Department will use the consistent community sentiment expressed to inform cost recovery targets.

Adoption of Updated User and Regulatory Fees
Similar fees are collected by communities throughout the region and the State. The proposed fee amounts do not exceed the City’s cost of service and are in -range of amounts charged by other jurisdictions.

Additional revenues expected from the Proposed Master Fee Schedule are intended to offset the cost of providing existing services associated w ith those fee -related regulatory functions and other programs. Additional fee revenue is not intended to fund new services.

Fairly allocating costs to the services provided and recovering some, or all, of these costs from service recipients creates value and predictability for City customers and reimburses the City for services provided to a single party, as compared to the public at large. Collecting fees for services:
 Increases the availability of General Fund revenues to be used for services and activiti es available to all residents and businesses, such as public safety and public works services.  Helps meet fee-payer service level expectations by collecting fees to fund the existing level of services provided.

Please continue to the following technical re port and appendices for further discussion of this Comprehensive User Fee Study.

CLEARSOURCE REPORT TO CITY OF SANTA CLARA 7

PROJECT ORIENTATION

SCOPE OF STUDY
The City of Santa Clara has completed a User and Regulatory Fee Study, which represents an external review of prevailing practices and development of a new Schedule of User Fees and Charges. ClearSource Financial Consulting has prepared this analysis during Fiscal Year 2021/22 and will be available to answer questions as the City proceeds in implementing findings as it chooses.

Key tasks expected by the City from this study included the following:
 Review eligible fee-related services citywide to establish the reasonable relationship between current fees for service and the underlying costs of service.
 Calculate the full cost of service, including estimated citywide overhead costs.  Recommend fees to be charged for each service.
 Recommend cost recovery strategies and best practices in setting fees, while considering the complexities and demands of responsible programs or departments.  Identify underlying billable rates for cost recovery opportunities and as the basis for user fees.  Maintain a thoroughly documented analysis to ensure compliance with Proposition 26, and other statutes, as applicable.

DIRECT SERVICES UNDER REVIEW
Fee Categories
City fees under review in this project focused on direct services eligible for user fee methodology, as listed in the City’s published fee schedules . Additionally, the project was tasked with identifying any relevant additions for services performed without a fee or for under -quantified or ineffectively structured fees.

Current services shown in the City’s various prevailing fee schedules and addressed in this study are summarized as follows:
 Administration – Records management and billing activities  Building – Services include building permits for construction and sub-trades  Planning – Services include development review/current planning, other community permitting  Fire – Services include annual inspections, and development review  Police – Services include specialized response, and permit reviews  Public Works – Services include engineering plan review and inspection and encroachments permits  Recreation Programming and Facility Rental Fees – Services include fees for exclusive use of facilities, fields, and picnic areas.

CLEARSOURCE REPORT TO CITY OF SANTA CLARA 8

PROJECT ORIENTATION

REASON FOR STUDY
Cities derive annual revenue from a numbe r of sources. These include, but are not limited to, property taxes, sales taxes, franchise fees, fines, rents, and user and regulatory fees. User and regulatory fees are intended to cover all, or a portion of, the costs incurred by a c ity for providing fee -related services and activities that are not otherwise provided to those not paying the fee.

California cities regularly conduct fee studies to justify fee amounts imposed and to optimize the overall body of revenues available to the municipality to fund its services. Widespread industry practice and fiscal conditions in the state have led most cities to link cost recovery for services of individual action, cause, or benefit to that individual through user fee revenue, relieving the agency’s general revenues for services of broader community benefit.

PREVAILING GUIDANCE
The objectives of this study, the methodology used to complete the study, and the formulation of outcomes and recommendations for future consideration were significantly influenced by Article 13C of the California Constitution and Section 66014 of the California Government Code.

Article 13C states that the local government bears the burden of proving by a preponderance of the evidence that a levy, charge, or other exaction is not a tax, that the amount is no more than necessary to cover the reasonable costs of the governmental activity, and that the manner in which those costs are allocated to a payer bear a fair or reasonable relationship to the payer’s burdens on, or benefits received from, the governmental activity. Additionally, Article 13C identifies the following as items that are not defined as taxes:
 A charge imposed for a specific benefit conferred or privilege granted directly to the payer that is not provided to those not charged, and which does not exceed the reasonable costs to the local government of conferring the benefit or granting the privilege.  A charge imposed for a specific government service or product provided directly to the payer that is not provided to those not charged, and which does not exceed the reasonable costs to the local government of providing the service or product.
 A charge imposed for the reasonable regulatory costs to a local government for issuing licenses and permits, performing investigations, inspections, and audits, enforcing agricultural marketing orders, and the administrative enforcement and adjudication thereof.  A charge imposed for entrance to or use of local government property, or the purchase, rental, or lease of local government property.
 A fine, penalty, or other monetary charge imposed by the judicial branch of government or a local government, as a result of a violation of law.
 A charge imposed as a condition of property development.  Assessments and property-related fees imposed in accordance with the provisions of Article XIII D.

CLEARSOURCE REPORT TO CITY OF SANTA CLARA 9

PROJECT ORIENTATION
Section 66014(a) of the California Government Code includes the following, “Notwithstanding any other provision of law, when a local agency charges fees for zoning variances; zoning changes; use permits; building inspections; building permits; …the processing of maps under the provisions of the Subdivision Map Act…; or planning services…; those fees may not exceed the estimated reasonable cost of providing the service for which the fee is charged, unless a question regarding the amount of the fee charged in excess of the estima ted reasonable cost of providing the services or materials is submitted to, and approved by, a popular vote of two-thirds of those electors voting on the issue.

The outcomes and recommendations of the study are intended to comply with applicable federal, s tate, and local laws including providing confirmation that the proposed fees (“charges”) recommended as a result of this study are not taxes as defined in Article 13C of the California Constitution and that the proposed fees are no more than necessary to t he cover the reasonable costs of the City’s activities and services addressed in the fees. Additionally, this report is intended to show that the manner in which the costs are allocated to a payer bear a fair and reasonable relationship to the payer’s burdens on, or benefits received from the activities and services provided by the City.

METHODOLOGY AND DATA SOURCES
This study calculated the estimated reasonable cost of providing various fee -related services across the City organization. Generally, the es timated reasonable cost of providing the fee -related services and activities examined in this study can be calculated as the product of the composite fully-burdened hourly labor rate of the division responsible for providing services and the estimated labo r time required to process a typical request for service.

The composite fully -burdened hourly rates calculated in this study are based on the estimated annual hours spent providing fee related services, and estimated labor, services and supplies, and citywide overhead expenditures, sourced as follows:
 Estimated annual hours spent providing fee related services were developed based on interviews with City staff and are in-line with typical direct service ratios experienced by the consultant via studies of similar municipalities throughout California.
 Labor expenditures for in-house personnel were based on budgeted salary and benefits expenditures.  Contract service personnel related costs were based on current market rates for similar service in the southern California region.
 Citywide overhead cost allocations were developed to assign a reasonable share of central service support to the City’s direct service units.
 Estimated labor times were developed based on responses from the staff primarily responsible for the provision of services examined in the study. Commonly used industry data also aided in the development of time estimates and proposed fee structures.

Once cost of service levels are identified, the City may use this information to inform tar geted c ost recovery from fees. Fees set at the cost of servi ce target full cost recovery. Fees set at any amount less than the cost of service target less than full cost recovery.

CLEARSOURCE REPORT TO CITY OF SANTA CLARA 10

PROJECT ORIENTATION
An illustration of the methods used in this analysis is shown below.

EXHIBIT 2 | STEPS IN ANALYZING COSTS OF SERVICE AND USER FEES

CLEARSOURCE REPORT TO CITY OF SANTA CLARA 11

PROJECT ORIENTATION

CONSIDERATIONS FOR IMPLEMENTATION
If the City decides to adopt or otherwise utilize outcomes generated through this study, it should:
 Update Systems for Fee Outcomes – Ensure that City staff begin using updated fees and associated outcomes once the updated schedule of fees becomes effective. Values should be included in all official fee schedules used throughout the City (e.g., departmental pamphlets, counter schedules, and online information). Additionally, ensure collections processes are updated, which may include coding in billing systems and training for personnel who handle fees directly with the public.  Actively Monitor the Use of Fees – In order to recover accurate and eligible amounts expected, the City should be diligent about tracking time to projects and ensuring fees are applied in the correct amount and using the correct and intended basis.
 Monitor Feedback and Permit Statistics – Monitor permit and application volume and applicant feedback to determine if fee modifications are resulting in any unanticipated changes in project frequency and to increase the level of detail available for revenue forecasting.  Annually Review and Adjus t Fee Values – In order to generally maintain pace with regional cost inflation and/or the City’s salary cost inflation, the City should adjust its fees on an annual basis . A commonly used, reasonable inflation index is the annual change in the all-urban Consumer Price Index (CPI) representative of the region.
 Periodically Perform Comprehensive Analysis – A comprehensive fee study should be conducted periodically (e.g., every three to five years) to ensure fee levels remain at or below legal limits and are consistent with evolving service practices and local conditions.

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX A

PARKS AND RECREATION COST RECOVERY POLICY

PRESENTATION
As part of the fee study process City staff have conducted community outreach to assist with recommending cost recovery practices for parks and recreation fee -based programming. This appendix includes the presentation provided to members of the Parks & Recreation Commission, Senior Advisory Commission, Youth Commission, and the general public.

City of
Santa Clara
Parks and Recreation Fee
-
Based
Cost Recovery Policy Development
Joint Commission Meeting | March
2 , 2022
Parks & Recreation Commission
Senior Advisory
Commission
Welcome from the
Parks & Recreation Director

JAMES TEIXEIRA
Foundation
•
Establish a
common understanding
for evaluating
Parks and Recreation financial needs and user fees
•
Receive
Commission and public input
on cost
recovery policy affecting program pricing decisions
•
Advance overall
City goals for improved cost recovery
through the City’s locally controlled fee sources
•
Lead to a funding framework that can
sustain Parks
and Recreation programs
long
-
term

GOALS FOR JOINT COMMISSION MEETING
4 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
Part I
•
Foundation
•
Industry Practices
•
Program Areas: Services and Typical Users
Part II
•
Survey Window Open and Completed (Surveys Submitted)
Part III
•
Survey Wrap
-
Up and Next Steps
•
Public Input on this
Topic

PRESENTATION AND SURVEY OUTLINE
5 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
“Full Cost of Service”
•
The estimated total cost of a program, inclusive
of direct labor, services,
and supplies expenses,
and associated overhead expenses
“Cost Recovery”
•
The amount of a program’s full cost of service
that is supported by the program’s own fee
revenues
“Subsidy”
•
The amount of a program’s full cost of service
that is supported by other City revenue
sources

TERMINOLOGY
These terms of art have
specific meaning
across California
municipalities and
within the City of
Santa Clara itself (other
departments and their
program fees or rates)

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
6 •
Parks
and Recreation programs are budgeted in the
General Fund
•
Tax revenue sources
in the General Fund which are
collected
from the community at
-
large
pay for program
costs that are not recovered from user fees
•
The General Fund has a
projected deficit
the City must
address through revenue and/or cost decisions
•
City departments
in the General Fund are tasked with
closing the deficit to varying degrees

FINANCIAL STRUCTURE OF PARKS & RECREATION
7 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
PARKS & RECREATION | TOTAL DEPARTMENT
•
$24.8
million
full cost of service
•
$2.7
million
revenue from
user fees
•
$22.1
million subsidy
•
11%
current
cost recovery
achievement

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
8 $24.8 MILLION
$24.8 MILLION
FULL

COST OF

SERVICE

GENERAL
FUND

REVENUE

USER FEES
100% MAXIMUM

COST RECOVERY
0% MINIMUM

COST RECOVERY
11% ACHIEVED

COST RECOVERY
Identify $700,000 in new revenue possible from Parks
and Recreation sources
•
Improve overall cost recovery for the Department from
11% to 14%
•
Avoid comparable reductions to services and program
offerings by identifying revenue solutions
•
Establish a framework for managing sustainable funding
sources for valued programs, services, and facilities
managed by Parks and Recreation

PRESCRIBED GOAL FOR PARKS & RECREATION
9 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
Industry Practices
•
User fees must be linked to and not exceed
the
estimated reasonable cost of
service
•
The
full
cost of
service
sets the
maximum
limit of a
cost
-
based fee
•
Direct
program costs for labor, services, and supplies
•
Facilities
overhead
•
Departmental
administration
•
Citywide
administration and central support
services
•
Generally
, fees from users of one program
may not be used to
pay for costs
incurred to
serve
discounted users or
users of a different
program

MUNICIPAL FEES IN CALIFORNIA
•
The
California State
Constitution
,
amended by
successive ballot
measures, establishes
requirements for
governmental
service fees
•
Common practices
among California
cities
provide
widely
accepted standards
for meeting
Constitutional
obligations

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
11 •
Parks and recreation program fees imposed by California cities are considered
governmental service fees
(except rents, which can be
market
-
based)
•
Most program
fees are managed dynamically by departments
as
offerings,
demand, and other market conditions
change
seasonally
•
It is impractical for governing bodies to revise and adopt program fees as frequently as
programs change through the year
•
Cost
recovery policy
for the
agency’s parks and recreation programs
is
defined
by its
governing body (council)
•
Adopted
cost recovery policy
creates
the boundaries
for
program
fees set and
managed by the
department on a continual basis

MUNICIPAL PARKS & RECREATION FEES IN CALIFORNIA
12 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
Exclusively individual benefit
Considerable individual benefit
Balanced individual and
community benefit
Considerable community benefit
Mostly community benefit
Entirely community
-
wide benefit

COST RECOVERY POLICY FRAMEWORK
Cost recovery
policy reflects
local values
regarding the
presumed
beneficiaries for
each program area,
ranging from
broad
community benefit
to narrow
individual benefit

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
13 100%
0%
Cost Recovery Targeted
14 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
100%+ indicates minor exceptions where premiums above cost may be justified, such as market -
based rents.
0%
1 -
20%
21 -
40%
41 -
70%
71 -
90 %
91 -
100%+*
1 -
Entirely Community Benefit
2 -
Mostly Community Benefit
3 -
Considerable Community Benefit
4 -
Balanced Individual
& Community Benefit
5 -
Considerable
Individual Benefit
6 -
Exclusive
Individual Benefit

PROGRAM

BENEFICIARY

COST RECOVERY

TARGETED
•
The
Department conducts a cost of service
analysis
•
Outreach
is
done
to
receive
community
input
on benefit of broad
program areas within Parks and Recreation
•
Programs
are targeted for revised cost recovery based on benefit categorization accomplished through outreach
•
Proposed
cost recovery policy and estimated revenue changes by
program area are submitted to City Council for consideration and action •
Within
the boundaries of City Council policy, the Department sets prices for seasonally managed offerings under each program area, taking into account market conditions at the time of offering •
City
conducts biennial Citywide fee studies, enabling regular comprehensive review of performance and update of driving policies affecting fees based on recent experience and prevailing conditions
POLICY
-

DRIVEN BENEFIT TIERS AFFECT FEE DECISONS
15 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
•
Concern
for
small subsets of vulnerable users
should not drive the placement of
program cost
recovery policy
impacting all users of the program
•
Commission
can advise and Council can direct
policy
on lower cost recovery goals,
fee
discounts,
or
fee waivers
for defined
users, such
as low
-
income populations
•
Department
establishes practices for identifying
and supporting users targeted by adopted policy
•
All
discounts and fee waivers are subsidized by
the General Fund

PROVIDING ACCESSIBILITY TO VULNERABLE USERS
Community values
have repeatedly
emphasized
ensuring access to
programs by low
-
income users
who
might otherwise
be excluded or
negatively impacted
by overall cost
recovery policies

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
16 Parks and Recreation
Program Areas
Not inclusive of all services / Only areas in which
public input is expected to significantly
influence Cost Recovery Policy
Types of Services
•
Learn to swim and lifeguarding
•
Open swim with lifeguards onsite
Types of Users
•
Youth
•
Adult
•
Senior
18 Lessons and
recreational swim

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
Types of Activities
•
Sports and Fitness
•
Arts and Dance
•
STEM, etc.

Types of Users
•
Youth
•
Adult
•
Senior
19 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
Participation in
seasonal program
offerings
Types of Services or Access
•
Senior Center
•
After
-
School Program
•
Activity Pass
•
Community Garden
Types of Users
•
Youth
•
Adult
•
Senior
•
Persons with Special Needs
20 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
Regular access to
City facilities and
ongoing programs
Types of Facilities or Uses
•
Aquatics and Athletic Fields
•
Meeting Rooms, Party, and Picnic Spaces
Types of Users
•
Private Groups and Private Individuals
•
Non
-
Profit Organizations
•
Community Groups
•
Commercial Organizations
•
Competitions and Tournaments
21 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
Reserved and/or
exclusive permitted
use of City facilities
Survey:

Benefit / Cost Recovery Tiers
•
Commission members are asked to
assign each program area to a
benefit tier
corresponding to cost recovery policy
•
Program areas may ask about
specific user types
and whether benefit
tier placement would vary
•
Achievement of
cost recovery can
be targeted over time
; immediate
feasibility should not drive benefit
tier assignment
•
Survey results will be
summarized and reported in total
for all
participating Commission members, not listed by individual respondent •
Program areas with clear consensus will be used to
inform a proposed
Cost Recovery Policy
framework
to City Council
•
Program areas showing wide dissent also will be reported to City Council

USE OF SURVEY OUTCOMES FROM COMMISSIONS
23 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
24 The online
questionnaire
uses a simple
Google Form
accessible in
a web browser

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA

25 Most questions
require a single
checkbox response
for programs and
user types

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA

26 Before closing
your browser, you
must click the

SUBMIT BUTTON
at the bottom for
your answers to
be received

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA

COMMISSION SURVEY PROCEDURE
Questionnaire for
Commission members
to complete during live
event window:
forms.gle/GYpk
74KqtKXsRfx16
Open
internet
browser
and type link into the
address bar, or
Hyperlink
is also available
in
Zoom
Chat

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
27 •
Moderator will mute the Zoom Gallery
•
For technical issues in the survey, use the Zoom Chat
to ask for help
•
Commission members will work on and complete the
questionnaire during the live survey event window
•
Moderator will unmute at 3
-
to 5
-
minute intervals to ask
for questions
•
Answers will be provided for all survey participants to hear during the live event window
•
Complete
surveys
within 30 minutes of start.
•
Moderator will announce time remaining or end survey
window early if all Commission submissions are
received before time ends
28 CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
100%+ indicates minor exceptions where premiums above cost may be justified, such as market -
based rents.
0%
1 -
20%
21 -
40%
41 -
70%
71 -
90 %
91 -
100%+*
1 -
Entirely Community Benefit
2 -
Mostly Community Benefit
3 -
Considerable Community Benefit
4 -
Balanced Individual
& Community Benefit
5 -
Considerable
Individual Benefit
6 -
Exclusive
Individual Benefit

PROGRAM

BENEFICIARY

COST RECOVERY

TARGETED
Live Survey Window Closed

THANK YOU
!
•
Review and summarize
survey responses
•
Provide summary of survey results
to Commissions and City Council
at future meetings
•
Use survey results to help frame
a proposed Cost Recovery
Policy for City Council
consideration
30 An update of the
Citywide Master
Fee Schedule is in
progress and
expected to be
presented to City
Council during
April 2022

CLEARSOURCE PRESENTATION TO THE CITY

OF SANTA CLARA
Public Input on this Topic

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX B

PROPOSED PARKS AND RECREATION COST RECOVERY POLICY

PARKS AND RECREATION COST RECOVERY POLICY
Purpose
Establishing a cost recovery policy provides the City’s Parks and Recreation Department with a tool for evaluating services and establishing appropriate fees for services. Standardizing cost recovery objectives enhances the Department’s ability to accomplish broad c itywide goals and objectives. Establishing a reasonable, transparent, and consistently applied policy is intended to:
 Stretch taxpayer investment in parks and recreation services to optimize value received  Promote program respect and ownership
 Allow prices to reflect users’ investment in themselves based on individual benefit  Develop deeper commitment to the programming users help support

Costs Considered When Evaluating Cost Recovery
To evaluate cost recovery , the Department will calculate the “full cost of service,” for programming, facility use, and services provided. The full cost of service will include components for:
 The direct costs of service:
- The labor associated with the performance of service from all personnel involved in the activity - The services, supplies, and/or materials required to complete the activity  A reasonable share of the indirect costs of service:
- The services, supplies, and materials which support the personnel involved in the activity - The maintenance of any facilities required to support the provision of service - The indirect management, administration, and support services associated with the City functions involved in the activity
- The central services, City management and administration, and governmental oversight associated with the functions involved in the activity
Targeted Cost Recovery in Fees
Once the full cost of service is established for each activity, the City will apply a consistent set of guidelines for determining the amount of cost to be recovered in the final fee amount. A cost recovery percentage will be applied to the full cost of service to calculate the fee. Figure 1 describes the general criteria for assigning Departmental programming, facility use, and services to cost recovery tiers. The cost recovery threshold assigned to each fee-related service and program area will be identified in the periodic analysis and documentation supporting the ongoing and seasonally managed calculation of the City’s Parks and Recreation fees.

FIGURE 1 | COST RECOVERY GUIDELINES – PARKS AND RECREATION SERVICES

BENEFIT-BASED

RECOVERY TIER DESCRIPTION FEE BASED PROGRAM AREA
0% COST RECOVERY
Entirely Community
Benefit

Programs, facilities, and services that benefit the
community as a whole. The community generally
expects the City to offer these services and
supports paying for these through taxes.
• General, non-exclusive park,
playground, open space, trails,
restrooms, and facility
visitation and use

1-20% COST

RECOVERY
Mostly Community
Benefit
Programs, facilities, and services that provide
benefit to the individual user, but have more
fundamental goal of:
• Seeking to engage community with high
participation levels desirable
• Community problem solving (e.g., services
for vulnerable or underserved populations)
• Non-Profit facility use serving
the City of Santa Clara
• Special Events
• Resident Senior Center Use
• Senior Nutrition Program
• Afterschool Program

21-40% COST

RECOVERY
Considerable
Community Benefit
Programs, facilities, and services which promote
individual physical and mental well-being, and
provide recreation skill development. They may
have a community benefit but to a smaller group
of the community. Generally, costs of service are
offset by both a tax subsidy to account for
community benefit and participant fees to
account for individual benefit.
• Early Learners
• Therapeutic Recreation

41-70% COST

RECOVERY
Balanced Individual
and Community
Benefit

Programs, facilities, and services which promote
individual physical and mental well-being, and
provide recreation skill development. Program,
facility, and service use that benefits individuals
primarily, but the community receives some
benefit.
• Services which are specialized and/or similar
to private sector
• Comparable “market rates” for similar
services affect ability to recover a greater
percentage of costs
• Competition, Meets, and
Tournaments that include
competitors from other cities
• Drop-in
Fitness/Recreation/Swimming
• Youth Theater Programs
• Resident facility use
• City provided programs

71-90% COST

RECOVERY
Considerable
Individual Benefit

Benefits individuals significantly more than the
community; Private sector or public agencies
offer similar services; Demand for service, facility
or program exceeds capacity
• Programs providing individual
benefit

91-100% COST

RECOVERY
Exclusively
Individual Benefit

Benefit individuals; Commercial nature of
services; Enterprise funds expected to operate
without General Fund support
• Non-resident & Commercial
use of facilities

The following shall serve as guidelines for categorizing Recreation Programs and services based on types of programs, target populations, and level of community benefit to determine appropriate subsidy Level:

 Programs with the highest level of community benefit will have the lowest level of cost recovery.  Programs that have the greatest level of individual or group benefit will target the highest level of cost recovery.
 Pricing of programs and services takes into account market rates and the impact on demand which may override cost-recovery target considerations.
 Non-resident fees are priced higher than resident fees.  Fees will be periodically reviewed to keep pace with changes in the cost of living, market demands, and/or to promote identified Recreation Programs.
 Staff will adjust fees to meet minimum cost-recovery rates and to be consistent with market demand for services.
 The City will continue to offer a grant program to offset the cost of programs for eligible low-income participants identified through its established procedures Staff will seek to enhance and refine this policy over time.

*100%+ indicates minor exceptions where premiums above cost may be justified, such as market-based rents.

Parks and Recreation Fee Management
Most fees for Parks and Recreation services and programs will fluctuate seasonally as the Department manages offerings and provisions of service dynamically in line with capabilities and market conditions at

the time schedules are developed. As such, estab lishing static fees within the Municipal Fee Schedule similar to most other City services is burdensome procedurally. The Cost Recovery Policy is intended to establish general targets for the Department within which it can set most fees on that fluctuating basis within its periodic service catalogs.

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX C

PARKS AND RECREATION FEE BASED COST RECOVERY

PRACTICES SURVEY RESPONSES
On March 2, 2022, a joint commission meeting was held with members of the Parks & Recreation Commission, Senior Advisory Commission, Youth Commission, and the general public. During the meeting, attendees were asked to complete a survey linked to cost recovery p ractices for parks and recreation fee -based programming. The survey was available to be completed from March 2, 2022, through March 17, 2022. The City received 234 total responses. Response summaries are provided in the charts on the following pages.

The Parks and Recreation Department will use the consistent community sentiment expressed to inform cost recovery targets.

4 4
5 221
Total Responses Received
Member of Parks &
Recreation
Commission
Member of Senior
Advisory Commission
Member of Youth
Commission
General Public or User
of Parks & Recreation
Services

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX C

0 10
20 30
40 50
60 70
80 Youth Users Adult Users Senior Users
Number of Responses
Aquatics / Lessons
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and
Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit
0 10
20 30
40 50
60 70
80 Youth Users Adult Users Senior Users
Number of Responses
Aquatics / Recreational Swim
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX C

0 10
20 30
40 50
60 70
80 Youth Users Adult Users Senior Users
Number of Responses
Recreation Classes
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit
0 10
20 30
40 50
60 70
80 Senior Members
Number of Responses
Memberships / Senior Center
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX C

0 10
20 30
40 50
60 70
80 Youth Members
Number of Responses
Memberships / After-School Program
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit
0 10
20 30
40 50
60 70
80 Youth Users Adult Users Senior Users
Number of Responses
Memberships / Activity Pass
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX C

0 10
20 30
40 50
60 70
80 Adult Users Senior Users Persons with Special
Needs
Number of Responses
Memberships / Activity Pass
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit
0 10
20 30
40 50
60 70
80 90
100
Private Groups Non-Profit
Organizations
Commercial
Organizations
Comp's, Tourneys,
Meets
Number of Responses
Facility Rentals / Aquatics
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX C

0 10
20 30
40 50
60 70
80 90
Private
Groups
Non-Profit
Youth
Organizations
Non-Profit
Adult
Organizations
Non-Profit
Senior
Organizations
Commercial
Organizations
Competitions,
Tournaments
Number of Responses
Facility Rentals / Athletic Fields
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit
0 10
20 30
40 50
60 70
80 Non-Profit Youth
Organizations
Non-Profit Adult
Organizations
Non-Profit Senior
Organizations
Community Groups
Number of Responses
Facility Rentals / Meeting Rooms
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX C

0 10
20 30
40 50
60 70
80 90
100
Private
Individuals
Non-Profit
Youth
Organizations
Non-Profit
Adult
Organizations
Non-Profit
Senior
Organizations
Commercial
Groups
Number of Responses
Facility Rentals / Parties and Picnics
Entirely Community Benefit
Mostly Community Benefit
Considerable Community Benefit
Balanced Individual and Community Benefit
Considerable Individual Benefit
Exclusive Individual Benefit
94%
6%
Should the practice of charging a higher fee for
Non-Residents be continued when it is feasible?
Yes
No

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX C

84%
16%
Should the City provide discounted
fees for low-income individuals?
Yes
No

CLEARSOURCE REPORT TO CITY OF SANTA CLARA

APPENDIX D

COST OF SERVICE ANALYSIS FOR USER AND REGULATORY FEES

User and Regulatory Fees
Cost of Service Analysis
1 Fee Type
Page
Assistant City Clerk's Office Fees
3 City Manager's Office Fees
9 Community Development Fees
15 Building
16 Planning
28 Housing and Community Services
35 Electric (SVP) Fees
40 Finance - Municipal Services Division Fees
54 Fire Department Fees
69 Community Risk Reduction Fees
72 Training and Resources Fees
93 Police Department Fees
105
Public Works Fees
118
Engineering and Encroachment Permit Fees
119
Streets, Storm Drain, and Solid Waste Fees
146
Water and Sewer Fees
161
City of Santa Clara
Cost of Service Analysis
2 Assistant City Clerk's Office Fees
3 City of Santa Clara
User and Regulatory Fee Study
Allocation of Annual Labor Effort - Assistant City Clerk Position [a]
FTE [a]
Total Hours
Per FTE [b]
Less:

Holiday &
Leave [c]
Productive
Hours Per
FTE
Total
Productive
Hours
Indirect
[d]
Direct [d]
Total
Total
Indirect
Hours
Total
Direct
Hours
Total
Hours
Total Salary
Top Step [e]
Annual Salary
Assistant City Clerk

1.00 2,080

216

1,864

1,864

25%
75%
100%
466

1,398

1,864

$80
$165,630
Deputy City Clerk

1.00 2,080

216

1,864

1,864

25%
75%
100%
466

1,398

1,864

$67
$139,402
Staff Aide I

2.00 2,080

216

1,864

3,728

25%
75%
100%
932

2,796

3,728

$48
$197,683
Office Records Specialist

1.00 2,080

216

1,864

1,864

25%
75%
100%
466

1,398

1,864

$42
$87,734
Total

5.00 9,320

2,330

6,990

9,320

$590,450
Total
25%
75%
100%
[a] Source: FY 21/22 & 22/23 Adopted budget.
[b] Based on 40 hour week * 52 weeks per year.
[e] Source: City of Santa Clara Classified Salary Plan Approved 9/7/2021; City of Santa Clara Unclassified/Elected Salary Plan Approved 5/4/2021. [c] Amount intended to serve as reasonable estimate. Amount will vary annually, and by employee. Amount assumes twelve days holiday, ten days vacation/personal leave, five days sick leave. [d] Amounts intended to serve as reasonable estimates developed for purposes of this analysis. Amount will vary annually, and by employee. Amount based on position and consultant experience working with similar municipalities.
4 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - Assistant City Clerk's Office FY 22/23 Forecast Expenses [a]
Program
2311
2312
2313
Fund #
Fund Desc
Account Desc
Council Admin
Public Info
Political
Reform
Subtotal
Adjust
Total
Notes
001
General Fund
87010 - Salary And Wages - Regular
$69,931
$354,869
$185,767
$610,567
$0
$610,567
001
General Fund
87017 - Premium Pay
$435
$255
$180
$870
$0
$870
001
General Fund
87020 - Salary And Wages - As Needed
$48,543
$0
$48,543
$0
$48,543
001
General Fund
87030 - S & W - O.T. Vacation Relief
$1,035
$1,035
$0
$1,035
001
General Fund
87110 - Contra 870x0-Reimbd Sal & Wage
($25,414)
($25,414)
$25,414
$0
001
General Fund
1 Salary Accounts
$94,530
$355,124
$185,947
$635,601
$25,414
$661,015
001
General Fund
87212 - PERS - Misc
$53,084
$124,187
$65,026
$242,297
$0
$242,297
001
General Fund
87221 - Medicare
$1,084
$5,280
$2,784
$9,148
$0
$9,148
001
General Fund
87222 - Social Security
$2,994
$21,356
$10,551
$34,901
$0
$34,901
001
General Fund
87223 - Social Security - OT
$321
$321
$0
$321
001
General Fund
87224 - Medicare OT
$76
$76
$0
$76
001
General Fund
87230 - Health Allocation
$5,789
$40,742
$18,176
$64,707
$0
$64,707
001
General Fund
87241 - Dental - City Paid
$136
$850
$384
$1,370
$0
$1,370
001
General Fund
87242 - Long Term Disability-City Paid
$448
$1,244
$570
$2,262
$0
$2,262
001
General Fund
87243 - Vision- City Paid
$60
$368
$165
$593
$0
$593
001
General Fund
87250 - Basic Life Insurance
($15)
$241
$122
$348
$0
$348
001
General Fund
87271 - VEBA
$300
$1,860
$840
$3,000
$0
$3,000
001
General Fund
87272 - EAP
$24
$151
$69
$244
$0
$244
001
General Fund
87274 - Auto Allowance
($420)
$4,080
$2,340
$6,000
$0
$6,000
001
General Fund
87275 - Mobile Phone Allowance
($384)
$1,488
$816
$1,920
$0
$1,920
001
General Fund
87390 - OPEB
$1,771
$10,983
$4,961
$17,715
$0
$17,715
001
General Fund
2 Benefit Accounts
$65,268
$212,830
$106,804
$384,902
$0
$384,902
001
General Fund
87500 - Operating Supplies
$0
$1,193
$530
$1,723
$0
$1,723
001
General Fund
87825 - Conference, Travel and Training
$4,187
($1)
$1,592
$5,778
$0
$5,778
001
General Fund
87870 - Contractual Serv Not Class
$1,209
$207,917
$0
$209,126
($209,126)
$0
001
General Fund
3 Mat/Serv/Sup
$5,396
$209,109
$2,122
$216,627
($209,126)
$7,501
001
General Fund
87650 - Technical Services Maintenance
$39,541
$30,092
$39,327
$108,960
$0
$108,960
001
General Fund
87660 - Workers Comp Insurance
$1,931
$9,223
$4,870
$16,024
$0
$16,024
001
General Fund
87680 - Unemployment Insurance
$66
$313
$165
$544
$0
$544
001
General Fund
87840 - Insurance And Surety Bonds
$2,444
$11,672
$6,163
$20,279
$0
$20,279
001
General Fund
5 Interfund Services
$43,982
$51,300
$50,525
$145,807
$0
$145,807
Subtotal
$209,176
$828,363
$345,398
$1,382,937
($183,712)
$1,199,225
5 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - Assistant City Clerk's Office Adjustments for Fully-Burdened Hourly Rate Calculation
Calculation of Fully-Burdened Hourly Rate
Description
Total
Notes
Divisional Expenses
$1,199,225
Productive Hours
6,990

[b]
Total
$172
Full Cost Factors for Hourly Rate Buildup
Description
Total
Share
Per Hour
Personnel
$1,045,917
87%
$150
Equipment
$0
0%
$0
Materials / Supplies
$153,308
13%
$22
Other Costs
$0
0%
$0
Overhead
$0
0%
$0
Total
$1,199,225
100%
$172
6 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - Assistant City Clerk's Office Information Below is for Use if City Desires to Use Positional Hourly Billing Rates Scenario 1: Uniform Assignment of Materials and Overhead Costs Per Hour Calculate Benefit Ratio
Salary Accounts
$661,015
Benefit Accounts
$384,902
Total

0.58 Calculation of Direct Hours Ratio (Billing Factor) Description
Base Hrs
Per FTE
Adjust for
Typical Leave
Productive
Hours
Direct Hours %
Direct Hours
Per FTE
Notes
Hours
2,080
(216)
1,864
75%
1,398
Direct Hours Bill Factor (For Every $ of Salary Add this amount to account for Direct Hrs v. Total Hrs.)

1.49 Position
Top Step Hrly
[c]
Benefits
Subtotal Labor
Costs
Adjust for
Direct Hours
Total Labor
Rate
Add: M'tls /
Supplies
Add:

Overhead
Total
Hourly Rate
Assistant City Clerk
$80
$46
$126

1.49 $187
$22
$0
$209
Deputy City Clerk
$67
$39
$106

1.49 $158
$22
$0
$180
Staff Aide I
$48
$28
$75

1.49 $112
$22
$0
$134
Office Records Specialist
$42
$25
$67

1.49 $99
$22
$0
$121
Scenario 2: Assignment of a Common Indirect Rate Factor that Can Be Applied to Base Hourly Wage Rate to Calculate Fully-Burdened Hourly Billing Rate by Position Calculation of Fully-Burdened Hourly Rate Billing Factor (Apply Factor to Top Step Salary for Positional Rates) Description
FTE
Hours Per FTE
Total Hours
Salaries and
Wages
Hourly Wage
Rate Only
Fully-
Burdened
Hourly Rate
ICR Multiplier
Notes
Total

5.00 2,080
10,400
$590,450
$57
$172

3.02 [a] Source: FY 21/22 & 22/23 Adopted budget.
[b] See allocation of Annual Labor Effort, Assistant City Clerk. [c] Source: City of Santa Clara Classified Salary Plan Approved 9/7/2021; City of Santa Clara Unclassified/Elected Salary Plan Approved 5/4/2021. 7 City of Santa Clara
Cost of Service Study for Analyzing User and Regulatory Fees City Clerk Fees
Calculation of the Estimated Costs of Providing Fee Related Services Cost Recovery Information
Fee Description
Labor Time
Hourly Rate
Estimated
Cost of
Service
Current Fee
Current Cost
Recovery
Proposed
Fee
Proposed
Cost Recovery
Unit
Notes
Lobbying Activities
1 Annual Registration Fee

4.25 x
$172
=
$731
$757
104%
$731
100%
[a]
2 Prorated Registration Fee

2.00 x
$172
=
$344
$361
105%
$344
100%
[b]
3 Amended Registration Fee

1.00 x
$172
=
$172
$174
101%
$172
100%
[c]
4 Client Registration Fee

0.75 x
$172
=
$129
$130
101%
$129
100%
per client
5 Delinquent Fee
$25
$25
per day
[d]
[a] Annual registration is due by January 15th of a given year. [b] Persons registering for the first time after June 30th of a given year. [d] Up to a maximum of $500.00.
[c] Lobbyists with a change to registration information shall file an amended registration within fifteen (15) days of such change if he or she has accepted a new client for compensation in excess of five hundred dollars ($500.00).
8 City Manager's Office Fees
9 City of Santa Clara
User and Regulatory Fee Study
Allocation of Annual Labor Effort - City Manager
Position [a]
FTE [a]
Total Hours
Per FTE [b]
Less:

Holiday &
Leave [c]
Productive
Hours Per
FTE
Total
Productive
Hours
Indirect
[d]
Direct [d]
Total
Total
Indirect
Hours
Total
Direct
Hours
Total
Hours
Total Salary
Top Step [e]
Annual Salary
Assistant to the City Manager

2.00 2,080

216

1,864

3,728

0%
100%
100%
-

3,728

3,728

$109
$454,854
Assistant City Manager

2.00 2,080

216

1,864

3,728

0%
100%
100%
-

3,728

3,728

$161
$671,091
Chief Operating Officer

1.00 2,080

216

1,864

1,864

0%
100%
100%
-

1,864

1,864

$186
$385,902
City Manager

1.00 2,080

216

1,864

1,864

0%
100%
100%
-

1,864

1,864

$216
$448,490
Communications and Outreach Manager

1.00 2,080

216

1,864

1,864

0%
100%
100%
-

1,864

1,864

$77
$160,701
Communications Coordinator

1.00 2,080

216

1,864

1,864

0%
100%
100%
-

1,864

1,864

$58
$120,370
Executive Assistant to the City Manager

1.00 2,080

216

1,864

1,864

0%
100%
100%
-

1,864

1,864

$66
$137,280
Management Analyst

1.00 2,080

216

1,864

1,864

0%
100%
100%
-

1,864

1,864

$67
$139,402
Office Specialist III

0.50 2,080

216

1,864

932

0%
100%
100%
-

932

932

$41
$42,765
Senior Management Analyst

1.00 2,080

216

1,864

1,864

0%
100%
100%
-

1,864

1,864

$74
$153,338
Staff Aide I

1.00 2,080

216

1,864

1,864

0%
100%
100%
-

1,864

1,864

$48
$98,842
Total

12.50 23,300

-

23,300

23,300

$2,813,034
Total
0%
100%
100%
[a] Source: FY 21/22 & 22/23 Adopted budget.
[b] Based on 40 hour week * 52 weeks per year.
[d] Assume use of productive hours only.
[e] Source: City of Santa Clara Classified Salary Plan Approved 9/7/2021; City of Santa Clara Unclassified/Elected Salary Plan Approved 5/4/2021. [c] Amount intended to serve as reasonable estimate. Amount will vary annually, and by employee. Amount assumes twelve days holiday, ten days vacation/personal leave, five days sick leave. 10 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - City Manager's Office
FY 22/23 Forecast Expenses [a]
Program
1021
1022
1031
1032
1033
Fund #
Fund Desc
Account Desc
Policy
Intergov'
Rel'tns
Day to Day
Ops
Strat Planning
Outreach &
Engage
Subtotal
Adjust
Total
Notes
001
General Fund
87010 - Salary And Wages - Regular
$637,328
$113,790
$822,512
$712,591
$511,857
$2,798,078
$0
$2,798,078
001
General Fund
87020 - Salary And Wages - As Needed
$131,975
$131,975
$0
$131,975
001
General Fund
87110 - Contra 870x0-Reimbd Sal & Wage
($569,656)
($569,656)
$569,656
$0
001
General Fund
1 Salary Accounts
$637,328
$113,790
$384,831
$712,591
$511,857
$2,360,397
$569,656
$2,930,053
001
General Fund
87212 - PERS - Misc
$180,727
$29,010
$337,263
$231,536
$169,481
$948,017
$0
$948,017
001
General Fund
87221 - Medicare
$9,518
$1,696
$12,287
$10,659
$7,726
$41,886
$0
$41,886
001
General Fund
87222 - Social Security
$20,947
$3,700
$29,567
$24,540
$22,336
$101,090
$0
$101,090
001
General Fund
87230 - Health Allocation
$35,666
$6,409
$52,356
$41,890
$34,677
$170,998
$0
$170,998
001
General Fund
87241 - Dental - City Paid
$1,263
$237
$1,715
$1,501
$964
$5,680
$0
$5,680
001
General Fund
87242 - Long Term Disability-City Paid
$948
$162
$1,495
$1,132
$1,022
$4,759
$0
$4,759
001
General Fund
87243 - Vision- City Paid
$374
$68
$530
$438
$350
$1,760
$0
$1,760
001
General Fund
87250 - Basic Life Insurance
$277
$50
$364
$316
$282
$1,289
$0
$1,289
001
General Fund
87271 - VEBA
$1,530
$270
$2,280
$1,800
$1,620
$7,500
$0
$7,500
001
General Fund
87272 - EAP
$123
$19
$187
$144
$130
$603
$0
$603
001
General Fund
87274 - Auto Allowance
$10,194
$1,866
$11,916
$11,052
$4,692
$39,720
$0
$39,720
001
General Fund
87275 - Mobile Phone Allowance
$1,056
$192
$1,440
$1,344
$768
$4,800
$0
$4,800
001
General Fund
87279 - Misc. Other Benefits
$18,960
$3,792
$22,752
$22,752
$7,584
$75,840
$0
$75,840
001
General Fund
87390 - OPEB
$9,036
$1,593
$13,464
$10,631
$9,563
$44,287
$0
$44,287
001
General Fund
2 Benefit Accounts
$290,619
$49,064
$487,616
$359,735
$261,195
$1,448,229
$0
$1,448,229
001
General Fund
87500 - Operating Supplies
$18,157
$38,068
$0
$56,225
($56,225)
$0
001
General Fund
87600 - Maintenance
$63,672
$63,672
($63,672)
$0
001
General Fund
87710 - Adver And Community Promotion
$7,735
$162,651
$170,386
($170,386)
$0
001
General Fund
87800 - Miscellaneous Serv & Supplies
$0
$0
$11,706
$11,706
($11,706)
$0
001
General Fund
87810 - Utilities Expenses
$0
$0
$0
001
General Fund
87825 - Conference, Travel and Training
$22,644
$22,644
($22,644)
$0
001
General Fund
87870 - Contractual Serv Not Class
$32,104
$95,000
$374,575
$2,060
$233,214
$736,953
($736,953)
$0
001
General Fund
87930 - City Membership
($1,051)
($641)
($1,692)
$1,692
$0
001
General Fund
87940 - Mandated Program Costs
$40,347
$40,347
($40,347)
$0
001
General Fund
3 Mat/Serv/Sup
$50,261
$93,949
$524,397
$24,063
$407,571
$1,100,241
($1,100,241)
$0
001
General Fund
87640 - Vehicle Equipment Maintenance
$0
$0
$0
$0
001
General Fund
87650 - Technical Services Maintenance
$137,255
$24,883
$166,971
$153,482
$101,779
$584,370
($584,370)
$0
001
General Fund
87660 - Workers Comp Insurance
$16,720
$3,020
$16,504
$18,830
$12,788
$67,862
$0
$67,862
001
General Fund
87680 - Unemployment Insurance
$628
$113
$620
$707
$480
$2,548
$0
$2,548
001
General Fund
87740 - Vehicle Equipment Amortization
$0
$0
$0
$0
001
General Fund
87840 - Insurance And Surety Bonds
$23,401
$4,227
$23,099
$26,357
$17,898
$94,982
$0
$94,982
001
General Fund
5 Interfund Services
$178,004
$32,243
$207,194
$199,376
$132,945
$749,762
($584,370)
$165,392
Subtotal
$1,156,212
$289,046
$1,604,038
$1,295,765
$1,313,568
$5,658,629
($1,114,955)
$4,543,674
11 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - City Manager's Office
Adjustments for Fully-Burdened Hourly Rate Calculation
Calculation of Fully-Burdened Hourly Rate
Description
Total
Notes
Divisional Expenses
$4,543,674
Productive Hours
23,300

[b]
Total
$195
Full Cost Factors for Hourly Rate Buildup
Description
Total
Share
Per Hour
Personnel
$4,378,282
96%
$188
Equipment
$0
0%
$0
Materials / Supplies
$165,392
4%
$7
Other Costs
$0
0%
$0
Overhead
$0
0%
$0
Total
$4,543,674
100%
$195
12 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - City Manager's Office
Information Below is for Use if City Desires to Use Positional Hourly Billing Rates Scenario 1: Uniform Assignment of Materials and Overhead Costs Per Hour Calculate Benefit Ratio
Salary Accounts
$2,930,053
Benefit Accounts
$1,448,229
Total

0.49 Calculation of Direct Hours Ratio (Billing Factor) Description
Base Hrs
Per FTE
Adjust for
Typical Leave
Productive
Hours
Direct Hours %
Direct Hours
Per FTE
Notes
Hours
2,080
(216)
1,864
100%
1,864
Direct Hours Bill Factor (For Every $ of Salary Add this amount to account for Direct Hrs v. Total Hrs.)

1.12 Position
Top Step Hrly
[c]
Benefits
Subtotal Labor
Costs
Adjust for
Direct Hours
Total Labor
Rate
Add: M'tls /
Supplies
Add:

Overhead
Total
Hourly Rate
Assistant to the City Manager
$109
$54
$163

1.12 $182
$7
$0
$189
Assistant City Manager
$161
$80
$241

1.12 $269
$7
$0
$276
Chief Operating Officer
$186
$92
$277

1.12 $309
$7
$0
$316
City Manager
$216
$107
$322

1.12 $360
$7
$0
$367
Communications and Outreach Manager
$77
$38
$115

1.12 $129
$7
$0
$136
Communications Coordinator
$58
$29
$86

1.12 $96
$7
$0
$104
Executive Assistant to the City Manager
$66
$33
$99

1.12 $110
$7
$0
$117
Management Analyst
$67
$33
$100

1.12 $112
$7
$0
$119
Office Specialist III
$41
$20
$61

1.12 $69
$7
$0
$76
Senior Management Analyst
$74
$36
$110

1.12 $123
$7
$0
$130
Staff Aide I
$48
$23
$71

1.12 $79
$7
$0
$86
Scenario 2: Assignment of a Common Indirect Rate Factor that Can Be Applied to Base Hourly Wage Rate to Calculate Fully-Burdened Hourly Billing Rate by Position Calculation of Fully-Burdened Hourly Rate Billing Factor (Apply Factor to Top Step Salary for Positional Rates) Description
FTE
Hours Per FTE
Total Hours
Salaries and
Wages
Hourly Wage
Rate Only
Fully-
Burdened
Hourly Rate
ICR Multiplier
Notes
Total

12.50 2,080
26,000
$2,813,034
$108
$195

1.80 [a] Source: FY 21/22 & 22/23 Adopted budget.
[b] Based on productive hours.
[c] Source: City of Santa Clara Classified Salary Plan Approved 9/7/2021; City of Santa Clara Unclassified/Elected Salary Plan Approved 5/4/2021. 13 City of Santa Clara
Cost of Service Study for Analyzing User and Regulatory Fees City Manager Fees
Calculation of the Estimated Costs of Providing Fee Related Services Cost of Service
$276
$119
Cost Recovery Information
Fee Description
Asst
CM
Mgmt
Analyst
Total
Asst
CM
Mgmt
Analyst
Cost of
Service
Current Fee
Current Cost
Recovery
Proposed
Fee
Proposed
Cost Recovery
Notes
1 No-Fee Parade Permit (For Santa Clara non-profit
organizations)

1.00 3.00

4.00 $276
$357
$633
no fee
0%
no fee
0%
[a]
[a] Pursuant to Resolution No. 18-8606, no fee is charged. 14 Community Development Fees
15 City of Santa Clara
User and Regulatory Fee Study
Allocation of Annual Labor Effort - Building
Position [a]
FTE [a]
Total Hours
Per FTE [b]
Less:

Holiday &
Leave [c]
Productive
Hours Per
FTE
Total
Productive
Hours
Indirect
[d]
Direct [d]
Total
Total
Indirect
Hours
Total
Direct
Hours
Total
Hours
Total Salary
Top Step [g]
Assistant Building Official

1.00 2,080

216

1,864

1,864

100%
0%
100%
1,864

-

1,864

$102
Associate Planner

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$64
Building Official

1.00 2,080

216

1,864

1,864

100%
0%
100%
1,864

-

1,864

$113
Combination Inspector

8.00 2,080

216

1,864

14,912

20%
80%
100%
2,982

11,930

14,912

$65
Code Enforcement Technician

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$46
Customer Service Representative

1.00 2,080

216

1,864

1,864

100%
0%
100%
1,864

-

1,864

$42
Inspection Manager

1.00 2,080

216

1,864

1,864

60%
40%
100%
1,118

746

1,864

$97
Office Assistant

1.00 2,080

216

1,864

1,864

100%
0%
100%
1,864

-

1,864

$36
Office Specialist II

3.00 2,080

216

1,864

5,592

100%
0%
100%
5,592

-

5,592

$41
Office Specialist III

1.00 2,080

216

1,864

1,864

100%
0%
100%
1,864

-

1,864

$45
Management Analyst

1.00 2,080

216

1,864

1,864

100%
0%
100%
1,864

-

1,864

$67
Permit Center Supervisor

1.00 2,080

216

1,864

1,864

60%
40%
100%
1,118

746

1,864

$69
Permit Technician

5.00 2,080

216

1,864

9,320

20%
80%
100%
1,864

7,456

9,320

$46
Plan Review Manager

1.00 2,080

216

1,864

1,864

60%
40%
100%
1,118

746

1,864

$98
Plans Examiner

5.00 2,080

216

1,864

9,320

20%
80%
100%
1,864

7,456

9,320

$69
Senior Inspector

7.00 2,080

216

1,864

13,048

20%
80%
100%
2,610

10,438

13,048

$69
Senior Permit Technician

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$51
Senior Plans Examiner

4.00 2,080

216

1,864

7,456

20%
80%
100%
1,491

5,965

7,456

$72
Staff Analyst I

1.00 2,080

216

1,864

1,864

100%
0%
100%
1,864

-

1,864

$58
Subtotal - Directly Budgeted FTE

45.00 83,880

33,925

49,955

83,880

Adjust for: Community Development Director

0.25 2,080

216

1,864

466

100%
0%
100%
466

-

466

$143
Adjust for: Building Plan Check

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$64
Subtotal - Non-directly Budgeted FTE

1.25 2,330

839

1,491

2,330

Contract Svcs [a],[e]
8,538

10%
90%
100%
854

7,684

8,538

$1,468,482
Total
92,418

35,617

59,130

92,418

Total
38%
62%
100%
Hrly Rate for Contract Plan Chk Svc
Total [f]
Level II
$165
Level III
$179
Average
$172
[a] Source: FY 21/22 & 22/23 Adopted budget.
[b] Based on 40 hour week * 52 weeks per year.
[c] Amount intended to serve as reasonable estimate. Amount will vary annually, and by employee. Amount assumes twelve days holiday, ten days vacation/personal leave, five days sick leave. [d] Amounts intended to serve as reasonable estimates developed for this analysis. Amount will vary annually, and by employee. Amount based on position and consultant experience working with similar municipalities. [e] Total hours calculated as: forecast expenses / average hourly rate for contract plan review services. [f] Amount based on January 2021 contractual service agreement entered into for qualified plan check and inspection services list. [g] Source: City of Santa Clara Classified Salary Plan Approved 9/7/2021; City of Santa Clara Unclassified/Elected Salary Plan Approved 5/4/2021. 16 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - Building
FY 22/23 Forecast Expenses [a]
Program
5532
5533
5534
Fund #
Fund Desc
Account Desc
Plan Rvw &
Prmt
Field Inspect
Housing
Inspect
Subtotal
Adjustment
Total
Notes
155
Building Inspection Fund
87010 - Salary And Wages - Regular
$3,161,337
$2,185,731
$20,379
$5,367,447
$0
$5,367,447
155
Building Inspection Fund
87011 - Salary Attrition and VTO
($23,769)
($22,358)
($197)
($46,324)
$0
($46,324)
155
Building Inspection Fund
87017 - Premium Pay
$100
$0
$0
$100
$0
$100
155
Building Inspection Fund
87020 - Salary And Wages - As Needed
$391,748
$0
$0
$391,748
$0
$391,748
155
Building Inspection Fund
87030 - S & W - O.T. Vacation Relief
$32,137
$0
$0
$32,137
$0
$32,137
155
Building Inspection Fund
1 Salary Accounts
$3,561,553
$2,163,373
$20,182
$5,745,108
$0
$5,745,108
155
Building Inspection Fund
87212 - PERS - Misc
$1,105,545
$764,347
$7,127
$1,877,019
$0
$1,877,019
155
Building Inspection Fund
87221 - Medicare
$47,410
$32,954
$307
$80,671
$0
$80,671
155
Building Inspection Fund
87222 - Social Security
$186,841
$129,325
$854
$317,020
$0
$317,020
155
Building Inspection Fund
87223 - Social Security - OT
$1,992
$0
$0
$1,992
$0
$1,992
155
Building Inspection Fund
87224 - Medicare OT
$466
$0
$0
$466
$0
$466
155
Building Inspection Fund
87230 - Health Allocation
$340,062
$200,805
$1,235
$542,102
$0
$542,102
155
Building Inspection Fund
87241 - Dental - City Paid
$7,337
$4,425
$28
$11,790
$0
$11,790
155
Building Inspection Fund
87242 - Long Term Disability-City Paid
$13,350
$8,783
$38
$22,171
$0
$22,171
155
Building Inspection Fund
87243 - Vision- City Paid
$3,180
$1,920
$12
$5,112
$0
$5,112
155
Building Inspection Fund
87250 - Basic Life Insurance
$1,257
$699
$12
$1,968
$0
$1,968
155
Building Inspection Fund
87271 - VEBA
$16,050
$9,690
$60
$25,800
$0
$25,800
155
Building Inspection Fund
87272 - EAP
$1,307
$791
$4
$2,102
$0
$2,102
155
Building Inspection Fund
87274 - Auto Allowance
$8,400
$1,080
$120
$9,600
$0
$9,600
155
Building Inspection Fund
87275 - Mobile Phone Allowance
$3,360
$1,344
$96
$4,800
$0
$4,800
155
Building Inspection Fund
87279 - Misc. Other Benefits
$90
$2,415
$0
$2,505
$0
$2,505
155
Building Inspection Fund
87390 - OPEB
$94,781
$57,218
$354
$152,353
$0
$152,353
155
Building Inspection Fund
2 Benefit Accounts
$1,831,428
$1,215,796
$10,247
$3,057,471
$0
$3,057,471
155
Building Inspection Fund
87500 - Operating Supplies
$89,446
$23,920
$0
$113,366
$0
$113,366
155
Building Inspection Fund
87825 - Conference, Travel and Training
$20,694
$14,857
$530
$36,081
$0
$36,081
155
Building Inspection Fund
87870 - Contractual Serv Not Class
$1,462,646
$5,836
$0
$1,468,482
$0
$1,468,482
155
Building Inspection Fund
3 Mat/Serv/Sup
$1,572,786
$44,613
$530
$1,617,929
$0
$1,617,929
155
Building Inspection Fund
87640 - Vehicle Equipment Maintenance
$0
$40,450
$0
$40,450
$0
$40,450
155
Building Inspection Fund
87650 - Technical Services Maintenance
$272,010
$218,980
$0
$490,990
$0
$490,990
155
Building Inspection Fund
87660 - Workers Comp Insurance
$53,879
$38,658
$357
$92,894
$0
$92,894
155
Building Inspection Fund
87680 - Unemployment Insurance
$2,723
$1,939
$18
$4,680
$0
$4,680
155
Building Inspection Fund
87740 - Vehicle Equipment Amortization
$0
$40,940
$0
$40,940
$0
$40,940
155
Building Inspection Fund
87840 - Insurance And Surety Bonds
$100,769
$72,301
$668
$173,738
$0
$173,738
155
Building Inspection Fund
87994 - Services from Other Funds-CAP
$546,244
$535,595
$58,151
$1,139,990
$0
$1,139,990
155
Building Inspection Fund
5 Interfund Services
$975,625
$948,863
$59,194
$1,983,682
$0
$1,983,682
155
Building Inspection Fund
89950 - Trs Out - Miscellaneous
$7,000
$0
$0
$7,000
$0
$7,000
155
Building Inspection Fund
89952 - Trs Out - General Fund
$168,845
$0
$0
$168,845
$0
$168,845
155
Building Inspection Fund
89990 - Intra Trs Out - Miscellaneous
$1,737
$0
$0
$1,737
$0
$1,737
155
Building Inspection Fund
9 Other Expenditures
$177,582
$0
$0
$177,582
$0
$177,582
Subtotal
$8,118,974
$4,372,645
$90,153
$12,581,772
$0
$12,581,772
17 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - Building
Adjustments for Fully-Burdened Hourly Rate Calculation
Statistical Information
Description
Total
Notes
Benefit Accounts Share of Divisional Salaries
57%
[b]
Interfund Services Share of Divisional Salaries
37%
[b]
Support Costs Not Included Above
Description
Salary and
Wages Per
Hour
Est. Benefit
Est. Interfund
Svcs
Total Per Hour
Share to
Building
Total Per Year
Notes
Community Development Director
$143
$81
$53
$276
25%
$143,746
[c]
Building Plan Check (e.g., Associate Planner)
$64
$36
$24
$124
100%
$256,897
[c],[d]
Subtotal
$400,643
Total Divisional Costs
Total
$12,982,415
Calculation of Fully-Burdened Hourly Rate
Description
Total
Notes
Divisional Expenses
$12,982,415
Direct Hours
59,130

[e]
Total
$220
Full Cost Factors for Hourly Rate Buildup
Description
Total
Share
Per Hour
Personnel
$10,271,061
79%
$174
Equipment
$0
0%
$0
Materials / Supplies
$993,139
8%
$17
Other Costs
$0
0%
$0
Overhead
$1,718,215
13%
$29
Total
$12,982,415
100%
$220
[a] Source: FY 21/22 & 22/23 Adopted budget.
[b] Benefit and Interfund totals divided by Account 87010 - Salaries and Wages - Regular. [c] To account for support provided but not directly budgeted to Building. [d] For building plan check (e.g. , building plan check by Associate Planner). [e] See worksheet labeled: Allocation of Annual Labor Effort - Building. 18 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Building
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current Fee
Structure
Current Cost
Recovery
Proposed
Fee
Proposed Fee
Structure
Proposed
Cost
Recovery
Proposed Fee
Change $
Note

MINOR RESIDENTIAL PERMIT FEES
(Permit Issuance Fee is Included in Permit Fee (i.e., no add'l permit issuance fee collected)
1 A/C and/or Furnace - New Location

2.09 x
$220
=
$460
varies
$460
100%
2 A/C and/or Furnace - Same Location

1.42 x
$220
=
$312
varies
$312
100%
3 Water Heater - New or Replacement

1.77 x
$220
=
$388
varies
$388
100%
4 Water Softener

1.42 x
$220
=
$312
varies
$312
100%
5 Bathroom Remodel (like for like)

1.42 x
$220
=
$312
varies
$312
100%
6 Residential Voluntary Foundation Seismic Retrofit

1.92 x
$220
=
$422
varies
$422
100%
7 Pool Demo

1.42 x
$220
=
$312
varies
$312
100%
8 Residential Reroof

3.34 x
$220
=
$734
varies
$734
100%

ALL OTHER PERMIT FEES
9 Permit Issuance

0.42 x
$220
=
$92
$87
95%
$92
100%
$5
10 Technology Fee

3.37%
percent of Bldg,
MPE, Plan Check
& Sign Fee

3.37%
percent of Bldg,
MPE, Plan Check
& Sign Fee
$0
11 General Plan / Advanced Planning Surcharge

12.39%
percent of Bldg
Permit & Plan
Check Fee

12.39%
percent of Bldg
Permit & Plan
Check Fee
$0
12 Building Conformance Fee
Valuation x
$0.00032
Valuation x
$0.00032
3-B ELECTRICAL PERMIT FEES
13 Minimum Permit Fee

1.00 x
$220
=
$220
$209
95%
$220
100%
$11

SYSTEM FEE SCHEDULE
14 New Buildings or Alterations
a) Commercial Buildings

0.0014
x
$220
=
$0.31
$0.31
per sq ft
99%
$0.31
per SF
100%
$0.00
b) Residential Buildings

0.0010
x
$220
=
$0.22
$0.22
per sq ft
102%
$0.22
per SF
100%
($0.00)
c) New garages, carports and accessory buildings

0.0004
x
$220
=
$0.09
$0.08
per sq ft
92%
$0.09
per SF
100%
$0.01
15 Private Swimming Pools

1.50 x
$220
=
$330
$330
100%
$330
100%
$0
16 Outdoor Events
a) For electric generators and electrically driven rides

1.50 x
$220
=
$330
$330
100%
$330
100%
$0
b) For mechanically driven rides and walk-through attractions or displays having electric lighting

1.50 x
$220
=
$330
$330
100%
$330
100%
$0
c) For a system of area and booth lighting

1.50 x
$220
=
$330
$330
100%
$330
100%
$0
17 Temporary Power Service
a) For a temporary service power pole or pedestal-mounted receptacle outlets and appurtenances

1.50 x
$220
=
$330
$330
100%
$330
100%
$0
b) For a temporary distribution system and temp lighting and receptacle outlets for construction sites, decorative lights, Christmas tree sales lots, fireworks stands, etc.

1.50 x
$220
=
$330
$330
100%
$330
100%
$0
19 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Building
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current Fee
Structure
Current Cost
Recovery
Proposed
Fee
Proposed Fee
Structure
Proposed
Cost
Recovery
Proposed Fee
Change $
Note

UNIT FEE SCHEDULE
18 Receptacle, Switch and Lighting Outlets
a) First 20

0.02 x
$220
=
$4
$3.19
each
87%
$4
100%
$0
b) Additional fixtures

0.01 x
$220
=
$3
$3.19
each
116%
$3
100%
($0)
19 Lighting Fixtures
a) First 20 fixtures

0.02 x
$220
=
$4
$3.19
each
87%
$4
100%
$0
b) Additional fixtures

0.01 x
$220
=
$3
$3.19
each
116%
$3
100%
($0)
c) For pole or platform-mounted lighting fixtures

0.03 x
$220
=
$7
$7.47
each
102%
$7
95%
($0)
d) For theatrical-type lighting fixtures or assemblies

0.03 x
$220
=
$7
$7.47
each
102%
$7
95%
($0)
20 Residential Appliances
a) For fixed residential appliances or receptacle outlets

0.10 x
$220
=
$22
$22
each
100%
$22
100%
$0
21 Power Apparatus
a) Up to and including 1

0.17 x
$220
=
$37
$36
each
98%
$37
100%
$1
b) Over 1 and not over 10

0.25 x
$220
=
$55
$55
each
100%
$55
100%
$0
c) Over 10 and not over 50

0.42 x
$220
=
$92
$92
each
100%
$92
100%
$0
d) Over 50 and not over 100

0.50 x
$220
=
$110
$110
each
100%
$110
100%
$0
e) Over 100

0.67 x
$220
=
$147
$146
each
100%
$147
100%
$1
22 Busways
a) For trolley and plug-in-type busways

0.42 x
$220
=
$92
$91
each 100 ft
99%
$92
100%
$1
23 Signs, Outline Lighting and Marquees
a) Signs, Outline Lighting and Marquees For signs, outline lighting systems or marquees supplies from one branch circuit

0.42 x
$220
=
$92
$91
99%
$92
100%
$1
b) For additional branch circuits with For additional branch circuits with marquee

0.33 x
$220
=
$73
$73
100%
$73
100%
$0
24 Services
a) For services of 600 volts or less and not over 200 amperes in rating, each

0.67 x
$220
=
$147
$146
each
100%
$147
100%
$1
b) For services of 600 volts or less and over 200 amperes to 1,000 amperes in rating

1.17 x
$220
=
$257
$256
each
100%
$257
100%
$1
c) For services over 600 volts or over 1,000 amperes in rating

1.75 x
$220
=
$385
$386
each
100%
$385
100%
($1)
25 Miscellaneous Apparatus, Conduits, and Conductors
a) For electrical apparatus, conduits, and conductors for which a permit is required but for which no fee is herein set forth

0.42 x
$220
=
$92
$91
99%
$92
100%
$1
3-C MECHANICAL PERMIT

NEW BUILDINGS
26 New Commercial buildings

0.0012
x
$220
=
$0.26
$0.26
per sq ft
100%
$0.26
per SF
98%
($0.00)
27 New Residential buildings

0.0004
x
$220
=
$0.09
$0.08
per sq ft
92%
$0.09
per SF
100%
$0.01
20 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Building
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current Fee
Structure
Current Cost
Recovery
Proposed
Fee
Proposed Fee
Structure
Proposed
Cost
Recovery
Proposed Fee
Change $
Note

UNIT FEE SCHEDULE
28 Furnaces
a) For installation or relocation of forced-air or gravity-type furnace, up to and including 100,000 Btu/h

1.25 x
$220
=
$275
$275
100%
$275
100%
$0
b) For installation or relocation or forced-air or gravity-type furnace, over 100,000 Btu/h

1.25 x
$220
=
$275
$275
100%
$275
100%
$0
c) For installation or relocation of each floor furnace

1.25 x
$220
=
$275
$275
100%
$275
100%
$0
d) For installation or relocation of each suspended heater, recessed wall heater or floor-mounted unit

1.25 x
$220
=
$275
$275
100%
$275
100%
$0
29 Appliance Vents
a) For the installation, relocation or replacement of each appliance vent not included in an appliance permit

2.00 x
$220
=
$440
$440
100%
$440
100%
$0
30 Repairs or Additions
a) For the repair or, alteration of, or additional to each

2.00 x
$220
=
$440
$440
100%
$440
100%
$0
31 Boilers, Compressors and Absorption Systems
a) Up to and including 3 horsepower or up to and including 100,000 Btu/h

1.75 x
$220
=
$385
$386
100%
$385
100%
($1)
b) Over 3 horsepower to and including 15 horsepower or Over 100,000 Btu/h to and including 500,000 Btu/h

2.00 x
$220
=
$440
$440
100%
$440
100%
$0
c) Over 15 to and including 30 horsepower or Over 500,000 to and including 1,000,000 Btu/h

2.17 x
$220
=
$477
$478
100%
$477
100%
($1)
d) Over 30 to and including 50 horsepower or Over 1,000,000 to and including 1,750,000 Btu/h

2.42 x
$220
=
$532
$532
100%
$532
100%
$0
e) Over 50 horsepower or Over 1,750,000 Btu/h

2.67 x
$220
=
$587
$588
100%
$587
100%
($1)
32 Air Handlers
a) Each unit up to and including 10,000 cubic feet per minute

1.33 x
$220
=
$293
$293
100%
$293
100%
$0
b) Each unit Over 10,000 cfm

2.00 x
$220
=
$440
$440
100%
$440
100%
$0
33 Evaporative Coolers
a) For each evaporative cooler other than portable type

2.00 x
$220
=
$440
$440
100%
$440
100%
$0
34 Ventilation and Exhaust
a) For each ventilation fan connected to a single duct

0.42 x
$220
=
$92
$92
100%
$92
100%
$0
b) For each ventilation system which is not a portion of any heating or air- conditioning system authorized by a permit

0.75 x
$220
=
$165
$165
100%
$165
100%
$0
c) For the installation of each hood which is served by mechanical exhaust

2.00 x
$220
=
$440
$440
100%
$440
100%
$0
35 Incinerators
a) For the installation or relocation of each domestic-type incinerator

1.00 x
$220
=
$220
$220
100%
$220
100%
$0
b) For the installation or relocation of each commercial or industrial-type incinerator

2.00 x
$220
=
$440
$440
100%
$440
100%
$0
36 Miscellaneous
a) For each appliance or piece of equipment regulated by the Mechanical Code but not classified in other appliance categories

2.00 x
$220
=
$440
$440
100%
$440
100%
$0
21 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Building
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current Fee
Structure
Current Cost
Recovery
Proposed
Fee
Proposed Fee
Structure
Proposed
Cost
Recovery
Proposed Fee
Change $
Note
3-C PLUMBING PERMIT FEES

NEW BUILDINGS
37 New Commercial buildings, per sq. ft.

0.0009
x
$220
=
$0.20
$0.19
98%
$0.20
per SF
100%
$0.00
38 New Residential buildings, per sq. ft.

0.0004
x
$220
=
$0.09
$0.08
92%
$0.09
per SF
100%
$0.01

UNIT FEE SCHEDULE
39 Fixtures and Vents
a) For each plumbing fixture or trap or set of fixtures on one trap

1.00 x
$220
=
$220
$220
100%
$220
100%
$0
b) For repair or alteration of drainage or vent piping, each fixture

1.00 x
$220
=
$220
$220
each fixture
100%
$220
100%
$0
40 Sewers, Disposal Systems and Interceptors
a) For each building sewer and each trailer park sewer

1.00 x
$220
=
$220
$220
100%
$220
100%
$0
b) For each cesspool

0.42 x
$220
=
$92
$91
99%
$92
100%
$1
c) For each private sewage disposal system

0.42 x
$220
=
$92
$91
99%
$92
100%
$1
d) For each industrial waste pretreatment interceptor

1.00 x
$220
=
$220
$220
100%
$220
100%
$0
e) Rainwater systems

0.25 x
$220
=
$55
$54
per drain
98%
$55
100%
$1
41 Water Piping and Water Heaters
a) For installation, alteration, or repair of water piping and/or water- treating equipment

1.00 x
$220
=
$220
$220
100%
$220
100%
$0
b) For each water heater including vent

1.00 x
$220
=
$220
$220
100%
$220
100%
$0
42 Gas Piping Systems
a) For each gas piping system of one to five outlets

0.67 x
$220
=
$147
$146
100%
$147
100%
$1
b) For each additional outlet over five

0.03 x
$220
=
$6
$5
91%
$6
100%
$1
43 Lawn Sprinklers, Vacuum Breakers and Backflow Protection Devices a) For each lawn sprinkler system on any one meter

1.00 x
$220
=
$220
$220
100%
$220
100%
$0
b) For atmospheric-type vacuum breakers or backflow protection i) 1 to 5 devices

0.42 x
$220
=
$92
$91
99%
$92
100%
$1
ii) Over 5 devices, each

0.08 x
$220
=
$18
$17
93%
$18
98%
$1
c) For each backflow protective device other than atmospheric-type vacuum breakers
i) 2 in and smaller

1.00 x
$220
=
$220
$220
100%
$220
100%
$0
ii) Over 2 inches

1.00 x
$220
=
$220
$220
100%
$220
100%
$0
44 Swimming Pools
a) Public pool

3.00 x
$220
=
$660
$659
100%
$660
100%
$1
b) Public spa

2.50 x
$220
=
$550
$550
100%
$550
100%
$0
c) Private pool

2.50 x
$220
=
$550
$550
100%
$550
100%
$0
d) private spa

2.00 x
$220
=
$440
$440
100%
$440
100%
$0
45 Miscellaneous
a) For each appliance or piece of equipment regulated by the Mechanical Code but not classified in other appliance categories equipment regulated by the Plumbing Code but not classified in other appliance categories

1.00 x
$220
=
$220
$220
100%
$220
100%
$0
22 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Building
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current Fee
Structure
Current Cost
Recovery
Proposed
Fee
Proposed Fee
Structure
Proposed
Cost
Recovery
Proposed Fee
Change $
Note
3-G GRADING
46 PLAN REVIEW FEES
a) 50 cubic yards or less
n/a
n/a
No Fee
No Fee
n/a
b) 51 to 100 cubic yards

1.50 x
$220
=
$330
$329
100%
$330
100%
$1
c) 101 to 1,000 cubic yards

4.00 x
$220
=
$880
$875
99%
$880
100%
$5
d) 1,001 to 10,000 cubic yards

6.00 x
$220
=
$1,320
$1,312
99%
$1,320
100%
$8
e) 10,001 to 100,000 cubic yards - base

10.00 x
$220
=
$2,200
$2,188
99%
$2,200
100%
$12
i) Each additional 10,000 cubic yards

0.44 x
$220
=
$98
$97
99%
$98
100%
$1
f) 100,001 to 200,000 cubic yards - base

14.00 x
$220
=
$3,080
$3,063
99%
$3,080
100%
$17
i) Each additional 10,000 cubic yards

1.00 x
$220
=
$220
$219
100%
$220
100%
$1
g) 200,001 cubic yards or more - base

24.00 x
$220
=
$5,280
$5,252
99%
$5,280
100%
$28
i) Each additional 10,000 cubic yards

0.50 x
$220
=
$110
$110
100%
$110
100%
$0
3-H GRADING
47 PERMIT FEES
a) 100 cubic yards or less

2.00 x
$220
=
$440
$441
100%
$440
100%
($1)
b) 101 to 1,000 cubic yards - base

2.00 x
$220
=
$440
$441
100%
$440
100%
($1)
i) Each additional 100 cubic yards

0.33 x
$220
=
$73
$73
100%
$73
100%
$0
c) 1,001 to 10,000 cubic yards - base

5.00 x
$220
=
$1,100
$1,106
101%
$1,100
100%
($6)
i) Each additional 1,000 cubic yards

0.22 x
$220
=
$49
$49
100%
$49
100%
$0
d) 10,001 to 100,000 cubic yards - base

7.00 x
$220
=
$1,540
$1,547
100%
$1,540
100%
($7)
i) Each additional 10,000 cubic yards

0.89 x
$220
=
$196
$196
100%
$196
100%
$0
e) 100,001 cubic yards or more - base

15.00 x
$220
=
$3,300
$3,316
100%
$3,300
100%
($16)
i) Each additional 10,000 cubic yards

0.44 x
$220
=
$98
$98
100%
$98
100%
$0
3-I OTHER INSPECTIONS AND FEES
48 Inspections outside of normal business hours (per hour) (Min of 2 hours)

1.00 x
$285
$285
$272
95%
$285
100%
$13
49 Re-inspection fees assessed under provisions of Section 305.8 (per hour)

1.00 x
$220
$220
$220
100%
$220
100%
$0
50 Inspections or plan review for which no fee is specifically indicated (per hour)

1.00 x
$220
$220
$220
100%
$220
100%
$0
51 Additional plan review required by changes, additions or revisions to approved plans (per hour)

1.00 x
$220
$220
$218
99%
$220
100%
$2
52 For use of outside consultants for plan checking and inspections No Fee
No Fee
53 Plan Review outside of normal business hours (per hour) (Min of 2 hours)

1.00 x
$285
$285
$269
94%
$285
100%
$16
54 Phased Plan Check (for each phase)
25% of original
plan review fee
100%
25% of original
plan review fee
100%
55 Master Plan Fee
25% of plan
check fee
100%
25% of plan
check fee
100%
56 Alternate Materials & Methods Review (per hour)

1.00 x
$220
$220
n/a
$220
100%
23 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Building
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current Fee
Structure
Current Cost
Recovery
Proposed
Fee
Proposed Fee
Structure
Proposed
Cost
Recovery
Proposed Fee
Change $
Note
57 Temporary Certificate of Occupancy

4.75 x
$220
$1,045
$1,015
97%
$1,045
100%
$30
58 Permit to Final (per trade)
(minimum of 1-hour per trade)

1.00 x
$220
$220
$209
95%
$220
100%
$11
59 Replacement of Job Card

0.25 x
$220
$55
$43
78%
$55
100%
$12
60 Residential Re-Roof

2.92 x
$220
$642
$639
100%
$642
100%
$3
60 Application Extension

0.42 x
$220
$92
$87
95%
$92
100%
$5
61 Permit Extension

0.42 x
$220
$92
$87
95%
$92
100%
$5
62 Replacement Permit

0.42 x
$220
$92
$87
95%
$92
100%
$5
63 Addressing (per hour - two hour minimum)

1.00 x
$220
$220
$319
145%
$220
100%
($99)
64 Plan Duplication of lost plan set (up to 20 pages)

0.42 x
$220
$92
$87
95%
$92
100%
$5
65 Review and stamp transfer of lost plan set

0.42 x
$220
$92
$87
95%
$92
100%
$5
66 Photovoltaic - Residential
a) 15KW or less
$450
$450
$0
b) Per KW above 15
$15
$15
$0
67 Photovoltaic - Commercial
a) 50KW or less
$1,000
$1,000
$0
b) Between 50KW and 250 KW (base)
$1,000
$1,000
$0
i) Between 50KW and 250 KW (per KW)
$7
$7
$0
c) Greater than 250 KW (base)
$2,400
$2,400
$0
i) Greater than 250 KW (per KW)
$5
$5
$0
68 Photovoltaic - Solar Thermal
a) 10kwth or less
$450
$450
$0
b) Greater than 10kwth (Base)
$450
$450
$0
i) Per kwth above 10kwth
$15
$15
$0
24 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Building
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current Fee
Structure
Current Cost
Recovery
Proposed
Fee
Proposed Fee
Structure
Proposed
Cost
Recovery
Proposed Fee
Change $
Note

SINGLE-FAMILY / DUPLEX / ADDITIONAL DWELLING UNIT

RESIDENTIAL SCALED PERMIT FEE

PLAN CHECK
69 Project Size
a) 1 to 250 sq. ft.

3.00 x
$220
$660
$657
99%
$660.00
100%
$3
b) 251 to 1,000 sq. ft.
i) First 250 sq. ft.

3.00 x
$220
$660
$657
99%
$660.00
100%
$3
ii) Each additional 100 sq. ft. or fraction thereof

1.20 x
$220
$264
$263
99%
$264.00
100%
$1
c) 1,001 to 3,000 sq. ft.
i) First 1,000 sq. ft.

12.00 x
$220
$2,640
$2,626
99%
$2,640.00
100%
$14
ii) Each additional 100 sq. ft. or fraction thereof

0.60 x
$220
$132
$131
99%
$132.00
100%
$1
d) 3,001 to +
i) First 3,000 sq. ft.

24.00 x
$220
$5,280
$5,252
99%
$5,280.00
100%
$28
ii) Each additional 100 sq. ft. or fraction thereof

0.30 x
$220
$66
$66
99%
$66.00
100%
$0

INSPECTION
70 Project Size
a) 1 to 250 sq. ft.

3.33 x
$220
$733
$737
101%
$732.60
100%
($4)
b) 251 to 1,000 sq. ft.
i) First 250 sq. ft.

3.33 x
$220
$733
$737
101%
$732.60
100%
($4)
ii) Each additional 100 sq. ft. or fraction thereof

1.02 x
$220
$225
$226
100%
$224.99
100%
($1)
c) 1,001 to 3,000 sq. ft.
i) First 1,000 sq. ft.

11.00 x
$220
$2,420
$2,432
101%
$2,420.00
100%
($12)
ii) Each additional 100 sq. ft. or fraction thereof

0.87 x
$220
$191
$192
101%
$190.63
100%
($1)
d) 3,001 to +
i) First 3,000 sq. ft.

28.33 x
$220
$6,233
$6,265
101%
$6,232.60
100%
($33)
ii) Each additional 100 sq. ft. or fraction thereof

0.43 x
$220
$95
$96
101%
$95.32
100%
($1)
25 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Building
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current Fee
Structure
Current Cost
Recovery
Proposed
Fee
Proposed Fee
Structure
Proposed
Cost
Recovery
Proposed Fee
Change $
Note

COMMERCIAL / MULTI-FAMILY /

INDUSTRIAL SCALED PERMIT FEE
71 PLAN CHECK
Project Valuation
a) $1 to $1,000

0.50 x
$220
$110
$109
99%
$110.00
100%
$1
b) $1,001 to $10,000
i) First $1,000

0.50 x
$220
$110
$109
99%
$110.00
100%
$1
ii) Each additional $1,000 or fraction thereof

0.08 x
$220
$18
$18
99%
$18.33
100%
$0
c) $10,001 to $75,000
i) First $10,000

1.25 x
$220
$275
$274
99%
$275.00
100%
$1
ii) Each additional $1,000 or fraction thereof

0.07 x
$220
$16
$16
99%
$16.08
100%
$0
d) $75,001 to $150,000
i) First $75,000

6.00 x
$220
$1,320
$1,313
99%
$1,320.00
100%
$7
ii) Each additional $1,000 or fraction thereof

0.09 x
$220
$21
$20
99%
$20.53
100%
$0
e) $150,001 to $750,000
i) First $150,000

13.00 x
$220
$2,860
$2,845
99%
$2,860.00
100%
$15
ii) Each additional $1,000 or fraction thereof

0.03 x
$220
$7
$7
99%
$7.15
100%
$0
f) $750,001 to $3,000,000
i) First $750,000

32.50 x
$220
$7,150
$7,113
99%
$7,150.00
100%
$37
ii) Each additional $1,000 or fraction thereof

0.02 x
$220
$5
$5
99%
$5.04
100%
$0
g) $3,000,001 to $10,000,000
i) First $3,000,000

84.00 x
$220
$18,480
$18,384
99%
$18,480.00
100%
$96
ii) Each additional $1,000 or fraction thereof

0.01 x
$220
$3
$3
99%
$2.95
100%
$0
h) $10,000,001 to +
i) First $10,000,000
178.00
x
$220
$39,160
$38,956
99%
$39,160.00
100%
$204
ii) Each additional $1,000 or fraction thereof

0.01 x
$220
$1
$1
99%
$1.48
100%
$0
26 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Building
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current Fee
Structure
Current Cost
Recovery
Proposed
Fee
Proposed Fee
Structure
Proposed
Cost
Recovery
Proposed Fee
Change $
Note
72 INSPECTION PERMIT
Project Valuation
a) $1 to $1,000

0.50 x
$220
$110
$92
84%
$110.00
100%
$18
b) $1,001 to $10,000
i) First $1,000

0.50 x
$220
$110
$92
84%
$110.00
100%
$18
ii) Each additional $1,000 or fraction thereof

0.17 x
$220
$37
$39
106%
$36.58
100%
($2)
c) $10,001 to $75,000
i) First $10,000

2.00 x
$220
$439
$441
101%
$439.23
100%
($2)
ii) Each additional $1,000 or fraction thereof

0.09 x
$220
$20
$18
89%
$20.32
100%
$2
d) $75,001 to $150,000
i) First $75,000

8.00 x
$220
$1,760
$1,622
92%
$1,760.00
100%
$138
ii) Each additional $1,000 or fraction thereof

0.11 x
$220
$23
$23
98%
$23.47
100%
$0
e) $150,001 to $750,000
i) First $150,000

16.00 x
$220
$3,520
$3,354
95%
$3,520.00
100%
$166
ii) Each additional $1,000 or fraction thereof

0.04 x
$220
$9
$10
114%
$8.80
100%
($1)
f) $750,001 to $3,000,000
i) First $750,000

40.00 x
$220
$8,800
$9,398
107%
$8,800.00
100%
($598)
ii) Each additional $1,000 or fraction thereof

0.02 x
$220
$4
$4
102%
$3.91
100%
($0)
g) $3,000,001 to $10,000,000
i) First $3,000,000

80.00 x
$220
$17,600
$18,427
105%
$17,600.00
100%
($827)
ii) Each additional $1,000 or fraction thereof

0.02 x
$220
$4
$4
102%
$3.65
100%
($0)
h) $10,000,001 to +
i) First $10,000,000
196.00
x
$220
$43,120
$44,502
103%
$43,120.00
100%
($1,382)
ii) Each additional $1,000 or fraction thereof

0.01 x
$220
$2
$2
102%
$1.82
100%
($0)
73 Fee for Work Commencing Before Permit Issuance - In Addition to Regularly Applicable Base Fees
Equal to Permit
Fee
Equal to Permit
Fee
27 City of Santa Clara
User and Regulatory Fee Study
Allocation of Annual Labor Effort - Planning
Position [a]
FTE [a]
Total Hours
Per FTE [b]
Less:

Holiday &
Leave [c]
Productive
Hours Per
FTE
Total
Productive
Hours
Indirect
[d]
Direct [d]
Total
Total
Indirect
Hours
Total
Direct
Hours
Total
Hours
Total Salary
Top Step [f]
Associate Planner

5.00 2,080

216

1,864

9,320

20%
80%
100%
1,864

7,456

9,320

$64
Code Enforcement Officer

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$58
Code Enforcement Technician

2.00 2,080

216

1,864

3,728

20%
80%
100%
746

2,982

3,728

$46
Development Review Officer

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$94
Director of Community Development

1.00 2,080

216

1,864

1,864

100%
0%
100%
1,864

-

1,864

$143
Office Specialist II

2.00 2,080

216

1,864

3,728

100%
0%
100%
3,728

-

3,728

$41
Office Specialist IV

1.00 2,080

216

1,864

1,864

100%
0%
100%
1,864

-

1,864

$48
Planning Manager

1.00 2,080

216

1,864

1,864

60%
40%
100%
1,118

746

1,864

$102
Principal Planner

2.00 2,080

216

1,864

3,728

20%
80%
100%
746

2,982

3,728

$87
Staff Analyst I

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$58
Senior Planner

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$72
Subtotal - Directly Budgeted FTE

18.00 33,552

13,421

20,131

33,552

Adjust for: Director of Community Development [e]
(0.25)

2,080

216

1,864

(466)

100%
0%
100%
(466)

-

(466)

$143
Subtotal - Non-directly Budgeted FTE
(0.25)

(466)

(466)

-

(466)

Total
33,086

12,955

20,131

33,086

Total
39%
61%
100%
[a] Source: FY 21/22 & 22/23 Adopted budget.
[c] Amount intended to serve as reasonable estimate. Amount will vary annually, and by employee. Amount assumes twelve days holiday, ten days vacation/personal leave, five days sick leave.
[d] Amounts intended to serve as reasonable estimates developed for purposes of this analysis. Amount will vary annually, and by employee. Amount based on position and consultant experience working with similar municipalities.
[e] Adjustment to account for hours allocated to Building. [f] Source: City of Santa Clara Classified Salary Plan Approved 9/7/2021; City of Santa Clara Unclassified/Elected Salary Plan Approved 5/4/2021. [b] Based on 40 hour week * 52 weeks per year.
28 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - Planning
FY 22/23 Forecast Expenses [a]
Program
5522
5523
5524
5525
Fund #
Fund Desc
Account Desc
Dev Review
Advanced
Planning
Historical
Preservation
Code
Enforcement
Subtotal
Adjustment
Total
Notes
001
General Fund
87010 - Salary And Wages - Regular
$978,496
$761,770
$345,987
$484,109
$2,570,362
$0
$2,570,362
001
General Fund
87011 - Salary Attrition and VTO
($8,923)
($7,493)
($3,954)
($4,976)
($25,346)
$0
($25,346)
001
General Fund
87017 - Premium Pay
$1,117
$714
$1,573
$58
$3,462
$0
$3,462
001
General Fund
87020 - Salary And Wages - As Needed
$60,700
$0
$0
$0
$60,700
$0
$60,700
001
General Fund
87030 - S & W - O.T. Vacation Relief
$14,997
$8,570
$8,570
$5,356
$37,493
$0
$37,493
001
General Fund
87110 - Contra 870x0-Reimbd Sal & Wage
($13,147)
$0
$0
$0
($13,147)
$13,147
$0
001
General Fund
1 Salary Accounts
$1,033,240
$763,561
$352,176
$484,547
$2,633,524
$13,147
$2,646,671
001
General Fund
87212 - PERS - Misc
$343,556
$273,365
$134,997
$169,315
$921,233
$0
$921,233
001
General Fund
87221 - Medicare
$13,794
$11,759
$5,179
$7,297
$38,029
$0
$38,029
001
General Fund
87222 - Social Security
$49,629
$41,200
$17,881
$27,738
$136,448
$0
$136,448
001
General Fund
87223 - Social Security - OT
$929
$531
$531
$332
$2,323
$0
$2,323
001
General Fund
87224 - Medicare OT
$217
$124
$124
$79
$544
$0
$544
001
General Fund
87230 - Health Allocation
$77,472
$61,085
$30,159
$53,737
$222,453
$0
$222,453
001
General Fund
87241 - Dental - City Paid
$1,727
$1,401
$648
$1,165
$4,941
$0
$4,941
001
General Fund
87242 - Long Term Disability-City Paid
$3,201
$2,366
$1,144
$2,096
$8,807
$0
$8,807
001
General Fund
87243 - Vision- City Paid
$741
$607
$280
$506
$2,134
$0
$2,134
001
General Fund
87250 - Basic Life Insurance
$342
$381
$145
$200
$1,068
$0
$1,068
001
General Fund
87271 - VEBA
$3,780
$3,060
$1,410
$2,550
$10,800
$0
$10,800
001
General Fund
87272 - EAP
$302
$248
$113
$208
$871
$0
$871
001
General Fund
87274 - Auto Allowance
$3,888
$6,000
$2,016
$1,536
$13,440
$0
$13,440
001
General Fund
87275 - Mobile Phone Allowance
$1,296
$2,256
$720
$528
$4,800
$0
$4,800
001
General Fund
87390 - OPEB
$22,316
$18,073
$8,329
$15,058
$63,776
$0
$63,776
001
General Fund
2 Benefit Accounts
$523,190
$422,456
$203,676
$282,345
$1,431,667
$0
$1,431,667
001
General Fund
87500 - Operating Supplies
$50,201
$3,498
$2,373
$1,698
$57,770
$0
$57,770
001
General Fund
87810 - Utilities Expenses
$0
$0
$675
$0
$675
$0
$675
001
General Fund
87825 - Conference, Travel and Training
$27,258
$0
$9,850
$1,696
$38,804
$0
$38,804
001
General Fund
87870 - Contractual Serv Not Class
$87,833
$0
$518
$0
$88,351
($88,351)
$0
001
General Fund
87900 - Rent Expense
$1,672
$0
$0
$0
$1,672
$0
$1,672
001
General Fund
3 Mat/Serv/Sup
$166,964
$3,498
$13,416
$3,394
$187,272
($88,351)
$98,921
001
General Fund
87640 - Vehicle Equipment Maintenance
$4,042
$0
$0
$0
$4,042
$0
$4,042
001
General Fund
87650 - Technical Services Maintenance
$170,795
$36,464
$11,771
$41,268
$260,298
$0
$260,298
001
General Fund
87660 - Workers Comp Insurance
$18,240
$13,954
$6,765
$11,187
$50,146
$0
$50,146
001
General Fund
87680 - Unemployment Insurance
$915
$700
$339
$561
$2,515
$0
$2,515
001
General Fund
87740 - Vehicle Equipment Amortization
$5,070
$0
$0
$0
$5,070
$0
$5,070
001
General Fund
87840 - Insurance And Surety Bonds
$34,114
$26,097
$12,651
$20,921
$93,783
$0
$93,783
001
General Fund
5 Interfund Services
$233,176
$77,215
$31,526
$73,937
$415,854
$0
$415,854
Subtotal
$1,956,570
$1,266,730
$600,794
$844,223
$4,668,317
($75,204)
$4,593,113
29 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - Planning
Adjustments for Fully-Burdened Hourly Rate Calculation
Allocation of Citywide Overhead
Description
Dev
Review
Advanced
Planning
Historical
Preservation
Code
Enforcement
Subtotal
Adjustment
Total
Notes
Allocation of Citywide Overhead - Services from Other Funds CAP Plan Amount $1,009,140
$71,213
$35,106
$90,855
$1,206,314
$0
$1,206,314
[b]
Adjustment for FY 2022/23
2%
2%
2%
2%
2%
2%
2%
[c]
Allocation of Citywide Overhead - Services from Other Funds CAP Plan Amount $1,029,323
$72,637
$35,808
$92,672
$1,230,440
$0
$1,230,440
Support Costs Assigned to Building
Description
Dev
Review
Advanced
Planning
Historical
Preservation
Code
Enforcement
Subtotal
Adjustment
Total
Notes
Community Development Director
($143,746)
$0
$0
$0
($143,746)
-
$

($143,746)
[d]
Subtotal
($143,746)
$0
$0
$0
($143,746)
$0
($143,746)
Total Divisional Costs
Total
$2,842,147
$1,339,367
$636,602
$936,895
$5,755,011
($75,204)
$5,679,807
Calculation of Fully-Burdened Hourly Rate
Description
Total
Notes
Divisional Expenses
$5,679,807
Direct Hours
20,131

[e]
Total
$282
Full Cost Factors for Hourly Rate Buildup
Description
Total
Share
Per Hour
Personnel
$3,934,592
69%
$195
Equipment
$0
0%
$0
Materials / Supplies
$514,775
9%
$26
Other Costs
$0
0%
$0
Overhead
$1,230,440
22%
$61
Total
$5,679,807
100%
$282
[a] Source: FY 21/22 & 22/23 Adopted budget.
[b] Source: Citywide Cost Allocation Plan.
[c] Aligns to City's typical budgeting practice of increasing cost allocation amounts by 2% for second year of adopted budget. [d] To account for support provided but not directly budgeted to Building. See Building hourly rate calculation worksheet. [e] See worksheet labeled: Allocation of Annual Labor Effort - Planning. 30 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Planning
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current
Cost Recovery
Proposed
Fee
Proposed
Cost Recovery
Fee Unit
Proposed Fee
Change %
Proposed Fee
Change $
Note
Rezoning
1 Rezone single lot to R1

40.00 x
$282
=
$11,280
$8,338
74%
$8,755
78%
per application
5%
$417
2 Non Planned Development (PD)

75.00 x
$282
=
$21,150
$18,930
90%
$19,877
94%
5%
$947
3 Planned Development (PD)
200.00
x
$282
=
$56,400
$54,215
96%
$56,400
100%
4%
$2,185
4 Planned Development Master Community (PD-MC)
240.00
x
$282
=
$67,680
$65,058
96%
$67,680
100%
4%
$2,622
5 Development Area Plan Related to a PD-MC Rezoning
130.00
x
$282
=
$36,660
$35,240
96%
$36,660
100%
4%
$1,420
6 Zoning Code Text Amendment

90.00 x
$282
=
$25,380
$24,397
96%
$25,380
100%
per application
4%
$983
7 Variance - Single Family

60.00 x
$282
=
$16,920
$3,187
19%
$3,346
20%
per application
5%
$159
8 Variance - All Others

60.00 x
$282
=
$16,920
$9,473
56%
$9,947
59%
per application
5%
$474
Zoning Clearance and Verification
9 Zoning Clearance for Home Occupancy

1.00 x
$282
=
$282
n/a
n/a
$282
100%
10 Zoning Clearance for Live Entertainment and Outdoor Dining (up to 24 seats)

1.00 x
$282
=
$282
n/a
n/a
$282
100%
11 Zoning Clearance - Other Non-Single Family

4.00 x
$282
=
$1,128
n/a
n/a
$1,128
100%
Minor Modifications
12 Single Family

2.00 x
$282
=
$564
$542
96%
$564
100%
4%
$22
13 All Others

5.00 x
$282
=
$1,410
$1,355
96%
$1,410
100%
4%
$55
14 Off-Site Parking Permit (Citywide)

5.00 x
$282
=
$1,410
$1,355
96%
$1,410
100%
4%
$55
15 Off-Site Parking Permit (Events North of 101)

5.00 x
$282
=
$1,410
$1,355
96%
$1,410
100%
per permit / per year
4%
$55
16 Off-Site Parking Facilities (Events North of 101)
$6.13
$6.13
per space / per event
0%
$0
Use Permits
17 Use Permit - Standard

80.00 x
$282
=
$22,560
$13,251
59%
$13,914
62%
per application
5%
$663
18 Use Permit - Minor

40.00 x
$282
=
$11,280
$5,725
51%
$6,011
53%
per application
5%
$286
19 Special Permit - Council Approval

10.00 x
$282
=
$2,820
$2,710
96%
$2,820
100%
per application
4%
$110
20 Special Permit - Non Profit

10.00 x
$282
=
$2,820
$254
9%
$267
9%
5%
$13
21 Special Permit - Admin. Approval

5.00 x
$282
=
$1,410
$1,355
96%
$1,410
100%
4%
$55
Maps
22 4 or Fewer Lots

60.00 x
$282
=
$16,920
$16,264
96%
$16,920
100%
4%
$656
23 5 or More Lots

80.00 x
$282
=
$22,560
$21,686
96%
$22,560
100%
4%
$874
24 Lot Line Adjustment

20.00 x
$282
=
$5,640
$5,422
96%
$5,640
100%
4%
$218
Appeals
25 From Non-Applicant Resident

80.00 x
$282
=
$22,560
$477
2%
$500
2%
per request
5%
$23
26 All Others (Including Applicant)

80.00 x
$282
=
$22,560
$9,543
42%
$10,020
44%
5%
$477
31 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Planning
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current
Cost Recovery
Proposed
Fee
Proposed
Cost Recovery
Fee Unit
Proposed Fee
Change %
Proposed Fee
Change $
Note
Reposting of Public Notification
27 Single Family

4.00 x
$282
=
$1,128
$119
11%
$125
11%
per application
5%
$6
28 Non-Single Family

4.00 x
$282
=
$1,128
$1,084
96%
$1,128
100%
per application
4%
$44
29 Re-Noticing in Newspaper
Actual Cost
100%
Actual Cost
100%
30 Annexation of territory to City of Santa Clara
140.00
x
$282
=
$39,480
$37,950
96%
$39,480
100%
per application
4%
$1,530
Architectural Review
31 Over the Counter

0.50 x
$282
=
$141
$0
0%
$0
0%
$0
32 Single Family

40.00 x
$282
=
$11,280
$893
8%
$938
8%
5%
$45
33 New development - Non-SFR
120.00
x
$282
=
$33,840
$32,529
96%
$33,840
100%
4%
$1,311
34 SB 9 Review

6.00 x
$282
=
$1,692
n/a
n/a
$1,692
100%
35 SB 35 Review

80.00 x
$282
=
$22,560
n/a
n/a
$22,560
100%
36 Design Consultant Review
Consultant Cost
plus Citywide
Overhead
100%
Consultant Cost
plus Citywide
Overhead
Environmental Review
37 City review of Draft EIR and preparation of Final EIR 120.00
x
$282
=
$33,840
$32,529
96%
$33,840
100%
per application
4%
$1,311
38 City review of Supplemental EIR/Final EIR

60.00 x
$282
=
$16,920
$16,264
96%
$16,920
100%
4%
$656
39 City review or preparation of Initial Study/MND and Negative Declaration

80.00 x
$282
=
$22,560
$21,686
96%
$22,560
100%
per application
4%
$874
40 Exemption

3.00 x
$282
=
$846
$813
96%
$846
100%
4%
$33
41 Exemption (SFR or Paperless)

0.50 x
$282
=
$141
$0
0%
$0
0%
$0
42 Recordation of Exemption

2.00 x
$282
=
$564
$542
96%
$564
100%
4%
$22
43 AB 32 Tribal Consultation

3.00 x
$282
=
$846
n/a
n/a
$846
100%
44 Re-Use of Prior Environmental Determination

6.00 x
$282
=
$1,692
$1,627
96%
$1,692
100%
4%
$65
45 Addendum to Prior Environmental Determination

16.00 x
$282
=
$4,512
$4,336
96%
$4,512
100%
4%
$176
46 General plan amendment Single Family

40.00 x
$282
=
$11,280
$2,710
24%
$2,846
25%
5%
$136
47 General plan amendment Up to one acre

80.00 x
$282
=
$22,560
$21,686
96%
$22,560
100%
per application
4%
$874
48 General plan amendment One to Five acres
120.00
x
$282
=
$33,840
$32,529
96%
$33,840
100%
4%
$1,311
49 General plan amendment Over Five acre
140.00
x
$282
=
$39,480
$37,950
96%
$39,480
100%
4%
$1,530
50 Development Agreement
120.00
x
$282
=
$33,840
$32,529
96%
$33,840
100%
per application
4%
$1,311
51 Amendment or Cancellation of Development Agreement

40.00 x
$282
=
$11,280
$10,844
96%
$11,280
100%
per application
4%
$436
52 Development Agreement Negotiations
Actual Cost
100%
Actual Cost
100%
53 Certificate of Compliance

8.00 x
$282
=
$2,256
$2,169
96%
$2,256
100%
per certificate
4%
$87
32 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Planning
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current
Cost Recovery
Proposed
Fee
Proposed
Cost Recovery
Fee Unit
Proposed Fee
Change %
Proposed Fee
Change $
Note
Signs
54 Sign Permit Fees (attached or ground) for first sign

2.00 x
$282
=
$564
$317
56%
$333
59%
per application
5%
$16
55 Temporary Sign Permit/Street Banner (pursuant to Zoning Ord. Sec. 40-27) good for 60 days; or each additional sign under a Sign Permit application

0.50 x
$282
=
$141
$78
55%
$82
58%
per application
5%
$4
56 Temporary Sign Removal Fees

0.50 x
$282
=
$141
$135
96%
$141
100%
per sign
4%
$6
57 Master Sign Program

15.00 x
$282
=
$4,230
$4,066
96%
$4,230
100%
4%
$164
58 Mills Act Application

40.00 x
$282
=
$11,280
$7,694
68%
$8,079
72%
per application
5%
$385
Pre- Application
59 Single Family

8.00 x
$282
=
$2,256
$476
21%
$500
22%
5%
$24
60 Planning Review

16.00 x
$282
=
$4,512
$3,179
70%
$3,338
74%
5%
$159
61 Project Clearance Committee

20.00 x
$282
=
$5,640
$5,422
96%
$5,640
100%
4%
$218
62 Flood Zone Verification

1.00 x
$282
=
$282
$271
96%
$282
100%
4%
$11
63 Zoning Verification

3.00 x
$282
=
$846
$463
55%
$486
57%
5%
$23
Historical & Landmarks
64 Single Family

40.00 x
$282
=
$11,280
$893
8%
$938
8%
5%
$45
65 All Others

40.00 x
$282
=
$11,280
$10,844
96%
$11,280
100%
4%
$436
66 Stormwater Management Plan Review

3.00 x
$282
=
$846
$813
96%
$846
100%
4%
$33
67 Minor Amendment to Approved Projects

3.00 x
$282
=
$846
$813
96%
$846
100%
4%
$33
68 ABC Review/Verification

2.00 x
$282
=
$564
$542
96%
$564
100%
4%
$22
69 Tree Removal Permit - Single Family Residence

2.00 x
$282
=
$564
n/a
$282
50%
70 Tree Removal Permit - All Others

2.00 x
$282
=
$564
n/a
$564
100%
71 Heritage Tree Removal

8.00 x
$282
=
$2,256
$758
34%
$796
35%
5%
$38
72 Non-Historical Referral to Historical and Landmarks
Commission - Standard

20.00 x
$282
=
$5,640
$477
8%
$501
9%
5%
$24
73 Non-Historical Referral to Historical and Landmarks
Commission - Comprehensive

40.00 x
$282
=
$11,280
$893
8%
$938
8%
5%
$45
74 Contract Administration
Actual Cost
Actual Cost
Actual Cost
33 City of Santa Clara
User and Regulatory Fee Study
Cost of Service Calculation - Planning
#
Fee Description
Total Hours
Fully-
Burdened
Hourly Rate
Cost of
Service
Current
Fee
Current
Cost Recovery
Proposed
Fee
Proposed
Cost Recovery
Fee Unit
Proposed Fee
Change %
Proposed Fee
Change $
Note
Time Extensions
75 Entitlement Extension
50% of application
fee
varies
50% of application
fee
varies
varies
76 Processing Time Extension
25% of application
fee
varies
25% of application
fee
varies
varies
Re-Inspection Services
77 Code Enforcement Re-Inspection Fee

1.50 x
$177
=
$266
n/a
$266
100%
Significant Property Alteration
78 Major - Single Family

40.00 x
$282
=
$11,280
$893
8%
$938
8%
5%
$45
79 Major - Other

40.00 x
$282
=
$11,280
$10,844
96%
$11,280
100%
4%
$436
80 Minor - Single Family

30.00 x
$282
=
$8,460
$596
7%
$626
7%
5%
$30
81 Minor - Other

30.00 x
$282
=
$8,460
$1,893
22%
$1,988
23%
5%
$95
Specific Plan Fee - Lawrence Station Area Plan (LSAP)
82 Phase I Developers
$21,755
$22,678
per acre
4%
$923
83 Phase II Developers
$13,912
$14,503
per acre
4%
$590
84 Specific Plan Fee - Tasman East Specific Plan Area (TESP) $275
$287
per unit
4%
$12
85 Hourly Billing Rate for Services Provided But Not Otherwise Listed

1.00 x
$282
=
$282
$282
100%
$282
34 City of Santa Clara
User and Regulatory Fee Study
Allocation of Annual Labor Effort - Housing and Community Services Position [a]
FTE [a]
Total Hours
Per FTE [b]
Less:

Holiday &
Leave [c]
Productive
Hours Per
FTE
Total
Productive
Hours
Indirect
[d]
Direct [d]
Total
Total
Indirect
Hours
Total
Direct
Hours
Total
Hours
Total Salary
Top Step [e]
Annual Salary
Housing Division Manager

1.00 2,080

216

1,864

1,864

60%
40%
100%
1,118

746

1,864

$97
$202,717
Housing Development Officer

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$77
$159,182
Housing Inspector

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$62
$129,459
Management Analyst

2.00 2,080

216

1,864

3,728

20%
80%
100%
746

2,982

3,728

$67
$278,803
Office Specialist III

1.00 2,080

216

1,864

1,864

60%
40%
100%
1,118

746

1,864

$45
$94,099
Staff Aide I

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$48
$98,842
Staff Analyst I

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$58
$120,370
Staff Analyst II

1.00 2,080

216

1,864

1,864

20%
80%
100%
373

1,491

1,864

$61
$126,464
Total

9.00 16,776

4,846

11,930

16,776

$1,209,936
Total
29%
71%
100%
[a] Source: FY 21/22 & 22/23 Adopted budget.
[b] Based on 40 hour week * 52 weeks per year.
[c] Amount intended to serve as reasonable estimate. Amount will vary annually, and by employee. Amount assumes twelve days holiday, ten days vacation/personal leave, five days sick leave.
[d] Amounts intended to serve as reasonable estimates developed for purposes of this analysis. Amount will vary annually, and by employee. Amount based on position and consultant experience working with similar municipalities.
[e] Source: City of Santa Clara Classified Salary Plan Approved 9/7/2021; City of Santa Clara Unclassified/Elected Salary Plan Approved 5/4/2021. 35 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - Housing and Community Services FY 22/23 Forecast Expenses [a]
Program
5542
5543
5545
5546
5547
5548
Fund #
Fund Desc
Account Desc
Comm Svcs
Comm Svcs
Comm Svc -
Aff H'sng
Housing Auth
Comm Dev -
Aff H'sng
Comm Dev -
H'sng S'csr
Subtotal
Adjust
Total
Notes
All
All
87010 - Salary And Wages - Regular
$291,977
$331,318
$255,395
$87,963
$167,101
$205,610
$1,339,364
$0
$1,339,364
All
All
87011 - Salary Attrition and VTO
$0
$0
($8,847)
$0
$0
$0
($8,847)
$0
($8,847)
All
All
87017 - Premium Pay
$0
$0
$0
$0
$0
$0
$0
$0
$0
All
All
87020 - Salary And Wages - As Needed
$0
$0
$0
$0
$51,420
$25,709
$77,129
$0
$77,129
All
All
87030 - S & W - O.T. Vacation Relief
$0
$0
$0
$0
$0
$0
$0
$0
$0
All
All
87110 - Contra 870x0-Reimbd Sal & Wage
$0
$0
$0
$0
$0
$0
$0
$0
$0
All
All
87410 - Contra 872xx-Reimbd Benefits
$0
$0
$0
$0
$0
$0
$0
$0
$0
All
All
1 Salary Accounts
$291,977
$331,318
$246,548
$87,963
$218,521
$231,319
$1,407,646
$0
$1,407,646
All
All
87212 - PERS - Misc
$102,107
$54,968
$89,311
$30,761
$58,435
$71,901
$407,483
$0
$407,483
All
All
87221 - Medicare
$4,427
$2,394
$3,873
$1,317
$2,573
$3,162
$17,746
$0
$17,746
All
All
87222 - Social Security
$17,125
$10,094
$15,431
$4,824
$9,520
$11,943
$68,937
$0
$68,937
All
All
87230 - Health Allocation
$26,437
$14,636
$28,910
$8,373
$14,732
$19,106
$112,194
$0
$112,194
All
All
87241 - Dental - City Paid
$576
$329
$630
$178
$329
$427
$2,469
$0
$2,469
All
All
87242 - Long Term Disability-City Paid
$855
$688
$1,096
$286
$450
$619
$3,994
$0
$3,994
All
All
87243 - Vision- City Paid
$248
$142
$270
$77
$142
$184
$1,063
$0
$1,063
All
All
87250 - Basic Life Insurance
$185
$43
$121
$53
$119
$139
$660
$0
$660
All
All
87271 - VEBA
$1,260
$720
$1,380
$390
$720
$930
$5,400
$0
$5,400
All
All
87272 - EAP
$103
$58
$112
$32
$58
$74
$437
$0
$437
All
All
87274 - Auto Allowance
$3,120
$1,080
$840
$2,160
$2,400
$9,600
$0
$9,600
All
All
87275 - Mobile Phone Allowance
$1,248
$432
$336
$864
$960
$3,840
$0
$3,840
All
All
87279 - Misc. Other Benefits
$0
($174,134)
$0
$0
$0
$0
($174,134)
$0
($174,134)
All
All
87390 - OPEB
$7,440
$4,251
$8,147
$2,303
$4,251
$5,492
$31,884
$0
$31,884
All
All
2 Benefit Accounts
$165,131
($85,811)
$150,793
$49,770
$94,353
$117,337
$491,573
$0
$491,573
All
All
87500 - Operating Supplies
$0
$0
$10,612
$600
$2,500
$2,500
$16,212
$0
$16,212
All
All
87825 - Conference, Travel and Training
$0
$0
$29,183
$0
$0
$0
$29,183
$0
$29,183
All
All
87830 - Training
$0
$0
($10,637)
$0
$0
$0
($10,637)
$0
($10,637)
All
All
87870 - Contractual Serv Not Class
$0
$0
$140,942
$130,000
$807,286
$558,030
$1,636,258
($1,636,258)
$0
All
All
87900 - Rent Expense
$0
$0
$0
$0
$0
$0
$0
$0
$0
All
All
3 Mat/Serv/Sup
$0
$0
$170,100
$130,600
$809,786
$560,530
$1,671,016
($1,636,258)
$34,758
All
All
87640 - Vehicle Equipment Maintenance
$0
$0
$5,023
$0
$0
$0
$5,023
$0
$5,023
All
All
87650 - Technical Services Maintenance
$0
$0
$2,402
$0
$0
$0
$2,402
$0
$2,402
All
All
87660 - Workers Comp Insurance
$0
$0
$4,983
$0
$0
$0
$4,983
$0
$4,983
All
All
87680 - Unemployment Insurance
$296
$165
$250
$78
$170
$182
$1,141
$0
$1,141
All
All
87740 - Vehicle Equipment Amortization
$0
$0
$5,151
$0
$0
$0
$5,151
$0
$5,151
All
All
87840 - Insurance And Surety Bonds
$0
$0
$9,321
$0
$0
$0
$9,321
$0
$9,321
All
All
87994 - Services from Other Funds - CAP
$0
$0
$0
$0
$24,548
$22,704
$47,252
$0
$47,252
All
All
5 Interfund Services
$296
$165
$27,130
$78
$24,718
$22,886
$75,273
$0
$75,273
Subtotal
$457,404
$245,672
$594,571
$268,411
$1,147,378
$932,072
$3,645,508
($1,636,258)
$2,009,250
36 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - Housing and Community Services Adjustments for Fully-Burdened Hourly Rate Calculation
Allocation of Citywide Overhead
Description
Comm Svcs
Comm Svcs
Comm Svc -
Aff H'sng
Housing Auth
Comm Dev -
Aff H'sng
Comm Dev -
H'sng S'csr
Subtotal
Adjust
Total
Notes
Allocation of Citywide Overhead - Services from Other Funds CAP Plan Amount $23,310
$44,226
$144,805
$3,144
$215,485
$0
$215,485
[b]
Adjustment for FY 2022/23
2%
2%
2%
2%
2%
2%
2%
2%
2%
[c]
Allocation of Citywide Overhead - Services from Other Funds CAP Plan Amount $23,776
$45,110
$147,702
$3,207
$0
$0
$219,794
$0
$219,794
Total Divisional Costs
Total
$481,180
$290,782
$742,273
$271,618
$1,147,378
$932,072
$3,865,302
($1,636,258)
$2,229,044
Calculation of Fully-Burdened Hourly Rate
Description
Total
Notes
Divisional Expenses
$2,229,044
Direct Hours
11,930

[d]
Total
$187
Full Cost Factors for Hourly Rate Buildup
Description
Total
Share
Per Hour
Personnel
$1,899,219
85%
$159
Equipment
$0
0%
$0
Materials / Supplies
$62,779
3%
$5
Other Costs
$0
0%
$0
Overhead
$267,046
12%
$22
Total
$2,229,044
100%
$187
37 City of Santa Clara
User and Regulatory Fee Study
Hourly Rate Calculation - Housing and Community Services Information Below is for Use if City Desires to Use Positional Hourly Billing Rates Scenario 1: Uniform Assignment of Materials and Overhead Costs Per Hour Calculate Benefit Ratio
Salary Accounts
$1,407,646
Benefit Accounts
$491,573
Total

0.35 Calculation of Direct Hours Ratio (Billing Factor) Description
Base Hrs
Per FTE
Adjust for
Typical Leave
Productive
Hours
Direct Hours %
Direct Hours
Per FTE
Notes
Hours
2,080
(216)
1,864
71%
1,326
Direct Hours Bill Factor (For Every $ of Salary Add this amount to account for Direct Hrs v. Total Hrs.)

1.57 Position
Top Step Hrly
[e]
Benefits
Subtotal Labor
Costs
Adjust for
Direct Hours
Total Labor
Rate
Add: M'tls /
Supplies
Add:

Overhead
Total
Hourly Rate
Housing Division Manager
$97
$34
$131