Agenda, regular meeting — Sonoma City Council, June 3, 2026 (part 6 of 7)

100-General Fund-43200 Non - Departmental
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Allocation Allocated Gross Direct First Second
Units Percent Allocation Billed Allocation Allocation Total Internal Communications .
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100-General Fund-41001 City Council 0.35 0.761% $ 964 $ 964 $ 964 100-General Fund-41002 City Clerk 2.00 4.348% $ 5,509 $ 5,509 $ 5,509 100-General Fund-41003 City Manager 3.90 8.478% $ 10,743 $ 10,743 $ 10,743 100-General Fund-41004 Finance 2.55 5.543% $ 7,024 $ 7,024 $ 7,024 100-General Fund-43200 Non - Departmental 1.00 2.174% $ 2,755 $ 2,755 $ 2,755 100-General Fund-42101 Police 1.00 2.174% $ 2,755 $ 2,755 $ 92 $ 2,847 100-General Fund-43020 Admin & Stormwater 2.30 5.000% $ 6,336 $ 6,336 $ 212 $ 6,547 100-General Fund-43022 Street Maintenance 4.95 10.761% $ 13,635 $ 13,635 $ 455 $ 14,091 100-General Fund-43023 Parks Maintenance 6.90 15.000% $ 19,007 $ 19,007 $ 635 $ 19,642 100-General Fund-43030 Planning 4.90 10.652% $ 13,498 $ 13,498 $ 451 $ 13,948 100-General Fund-43040 Building 4.70 10.217% $ 12,947 $ 12,947 $ 432 $ 13,379 100-General Fund-43199 Successor Agency 0.30 0.652% $ 826 $ 826 $ 28 $ 854 302-Gax Tax-0 0 0.30 0.652% $ 826 $ 826 $ 28 $ 854
501-Cemeteries-0 0 2.60 5.652% $ 7,162 $ 7,162 $ 239 $ 7,401 510-Water Utility-0 0 8.25 17.935% $ 22,725 $ 22,725 $ 759 $ 23,485 Total 46.00 100.000% $ 126,711 $- $ 126,711 $ 3,331 $ 130,042 .

Allocation Basis: # of FTE
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Source of Allocation: 2024-25 Staffing Allocations

ALLOCATION DETAIL
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________________________________________________________________________________________________________________________________________________________________________________________________________ CITY OF SONOMA, SONOMA, CA SONOMA, CA________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group
________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group
________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group Consulting Group
________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group 73
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100-General Fund-43200 Non - Departmental
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Allocation Allocated Gross Direct First Second
Units Percent Allocation Billed Allocation Allocation Total

ALLOCATION DETAIL
Banking Fees .
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100-General Fund-41001 City Council 175,143.67 0.505% $ 85 $ 85 $ 85 100-General Fund-41002 City Clerk 439,185.79 1.265% $ 214 $ 214 $ 214 100-General Fund-41003 City Manager 1,409,846.56 4.062% $ 687 $ 687 $ 687 100-General Fund-41004 Finance 686,036.71 1.977% $ 334 $ 334 $ 334 100-General Fund-41005 City Attorney 272,584.00 0.785% $ 133 $ 133 $ 133 100-General Fund-43200 Non - Departmental 922,874.57 2.659% $ 450 $ 450 $ 450 100-General Fund-42101 Police 7,595,839.01 21.887% $ 3,703 $ 3,703 $ 110 $ 3,813 100-General Fund-42201 Fire 7,936,241.23 22.868% $ 3,869 $ 3,869 $ 115 $ 3,983 100-General Fund-43020 Admin & Stormwater 630,792.60 1.818% $ 308 $ 308 $ 9 $ 317 100-General Fund-43022 Street Maintenance 1,180,172.92 3.401% $ 575 $ 575 $ 17 $ 592 100-General Fund-43023 Parks Maintenance 1,651,255.95 4.758% $ 805 $ 805 $ 24 $ 829 100-General Fund-43030 Planning 1,110,653.71 3.200% $ 541 $ 541 $ 16 $ 557 100-General Fund-43040 Building 941,768.05 2.714% $ 459 $ 459 $ 14 $ 473 100-General Fund-43101 Community Activities 979,428.70 2.822% $ 477 $ 477 $ 14 $ 492 100-General Fund-43199 Successor Agency 174,568.12 0.503% $ 85 $ 85 $ 3 $ 88 202-Public, Educational & Govt PEG-0 0 59,061.00 0.170% $ 29 $ 29 $ 1 $ 30 302-Gax Tax-0 0 94,939.77 0.274% $ 46 $ 46 $ 1 $ 48
304-Parks & Facilities CIP-0 0 70,000.00 0.202% $ 34 $ 34 $ 1 $ 35 312-Measure H Fire Services-0 0 548,700.00 1.581% $ 267 $ 267 $ 8 $ 275 314-Parks-In-Lieu Fees/Quimby Act-0 0 30,000.00 0.086% $ 15 $ 15 $ 0 $ 15 315-Parks Measure M Funds-0 0 35,000.00 0.101% $ 17 $ 17 $ 1 $ 18 391-Successor Agency-0 0 1,062,417.00 3.061% $ 518 $ 518 $ 15 $ 533 501-Cemeteries-0 0 598,125.94 1.723% $ 292 $ 292 $ 9 $ 300 510-Water Utility-0 0 4,895,535.88 14.106% $ 2,387 $ 2,387 $ 71 $ 2,457 601-Mgmt Information Service (MIS)-0 0 591,159.00 1.703% $ 288 $ 288 $ 9 $ 297 603-Vehicle Replacement-0 0 103,339.00 0.298% $ 50 $ 50 $ 1 $ 52 610-Building Maint (ISF)-0 0 35,000.00 0.101% $ 17 $ 17 $ 1 $ 18 796-Fire IGT-0 0 475,000.00 1.369% $ 232 $ 232 $ 7 $ 238 Total 34,704,669.18 100.000% $ 16,918 $- $ 16,918 $ 445 $ 17,363 .

Allocation Basis: Budget
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Source of Allocation: FY 2024-25 Budget
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________________________________________________________________________________________________________________________________________________________________________________________________________ CITY OF SONOMA, SONOMA, CA SONOMA, CA________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group
________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group
________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group Consulting Group
________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group 74
Agenda Item #8.1:

Page 100 of 198 ends

100-General Fund-43200 Non - Departmental
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Allocation Allocated Gross Direct First Second
Units Percent Allocation Billed Allocation Allocation Total

ALLOCATION DETAIL
Utilities .
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100-General Fund-41001 City Council 0.35 2.500% $ 1,554 $ 1,554 $ 1,554 100-General Fund-41002 City Clerk 2.00 14.286% $ 8,882 $ 8,882 $ 8,882 100-General Fund-41003 City Manager 3.90 27.857% $ 17,320 $ 17,320 $ 17,320 100-General Fund-43200 Non - Departmental 1.00 7.143% $ 4,441 $ 4,441 $ 4,441 100-General Fund-43020 Admin & Stormwater 0.20 1.429% $ 888 $ 888 $ 48 $ 937 100-General Fund-43030 Planning 1.90 13.571% $ 8,438 $ 8,438 $ 460 $ 8,898 100-General Fund-43040 Building 3.70 26.429% $ 16,432 $ 16,432 $ 896 $ 17,328 100-General Fund-43199 Successor Agency 0.10 0.714% $ 444 $ 444 $ 24 $ 468 501-Cemeteries-0 0 0.65 4.643% $ 2,887 $ 2,887 $ 157 $ 3,044 510-Water Utility-0 0 0.20 1.429% $ 888 $ 888 $ 48 $ 937 Total 14.00 100.000% $ 62,175 $- $ 62,175 $ 1,634 $ 63,809 .

Allocation Basis: FTE per City Hall
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Source of Allocation: 2024-25 Staffing Allocations
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________________________________________________________________________________________________________________________________________________________________________________________________________ CITY OF SONOMA, SONOMA, CA SONOMA, CA________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group
________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group
________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group Consulting Group
________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group 75
Agenda Item #8.1:

Page 101 of 198 ends

100-General Fund-43200 Non - Departmental
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Allocation Allocated Gross Direct First Second
Units Percent Allocation Billed Allocation Allocation Total

ALLOCATION DETAIL
Custodial & Maintenance Contracts .
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100-General Fund-41001 City Council 0.35 1.813% $ 1,239 $ 1,239 $ 1,239 100-General Fund-41002 City Clerk 2.00 10.363% $ 7,079 $ 7,079 $ 7,079 100-General Fund-41003 City Manager 3.90 20.207% $ 13,804 $ 13,804 $ 13,804 100-General Fund-41004 Finance 2.55 13.212% $ 9,026 $ 9,026 $ 9,026 100-General Fund-43200 Non - Departmental 1.00 5.181% $ 3,540 $ 3,540 $ 3,540 100-General Fund-42101 Police 1.00 5.181% $ 3,540 $ 3,540 $ 189 $ 3,729 100-General Fund-43020 Admin & Stormwater 0.20 1.036% $ 708 $ 708 $ 38 $ 746 100-General Fund-43030 Planning 1.90 9.845% $ 6,725 $ 6,725 $ 359 $ 7,084 100-General Fund-43040 Building 3.70 19.171% $ 13,096 $ 13,096 $ 699 $ 13,796 100-General Fund-43199 Successor Agency 0.10 0.518% $ 354 $ 354 $ 19 $ 373 501-Cemeteries-0 0 2.40 12.435% $ 8,495 $ 8,495 $ 454 $ 8,949 510-Water Utility-0 0 0.20 1.036% $ 708 $ 708 $ 38 $ 746 Total 19.30 100.000% $ 68,314 $- $ 68,314 $ 1,796 $ 70,110 .

Allocation Basis: FTE per City Hall, Carnegie Hall, Police, and Council .

Page 102 of 198 ends

100-General Fund-43200 Non - Departmental
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Allocation Allocated Gross Direct First Second
Units Percent Allocation Billed Allocation Allocation Total

ALLOCATION DETAIL
Copier Support .
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100-General Fund-41001 City Council 0.35 1.913% $ 590 $ 590 $ 590 100-General Fund-41002 City Clerk 2.00 10.929% $ 3,372 $ 3,372 $ 3,372 100-General Fund-41003 City Manager 3.90 21.311% $ 6,576 $ 6,576 $ 6,576 100-General Fund-41004 Finance 2.55 13.934% $ 4,300 $ 4,300 $ 4,300 100-General Fund-43200 Non - Departmental 1.00 5.464% $ 1,686 $ 1,686 $ 1,686 100-General Fund-43020 Admin & Stormwater 0.20 1.093% $ 337 $ 337 $ 19 $ 356 100-General Fund-43030 Planning 1.90 10.383% $ 3,204 $ 3,204 $ 181 $ 3,385 100-General Fund-43040 Building 3.70 20.219% $ 6,239 $ 6,239 $ 353 $ 6,592 100-General Fund-43199 Successor Agency 0.10 0.546% $ 169 $ 169 $ 10 $ 178 501-Cemeteries-0 0 2.40 13.115% $ 4,047 $ 4,047 $ 229 $ 4,276 510-Water Utility-0 0 0.20 1.093% $ 337 $ 337 $ 19 $ 356 Total 18.30 100.000% $ 30,856 $- $ 30,856 $ 811 $ 31,667 .

Allocation Basis: FTE per City Hall and Carnegie Hall
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Page 103 of 198 ends

100-General Fund-43200 Non - Departmental
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Allocation Allocated Gross Direct First Second
Units Percent Allocation Billed Allocation Allocation Total

ALLOCATION DETAIL
General Employee Support .
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100-General Fund-41001 City Council 0.35 0.761% $ 619 $ 619 $ 619 100-General Fund-41002 City Clerk 2.00 4.348% $ 3,538 $ 3,538 $ 3,538 100-General Fund-41003 City Manager 3.90 8.478% $ 6,898 $ 6,898 $ 6,898 100-General Fund-41004 Finance 2.55 5.543% $ 4,511 $ 4,511 $ 4,511 100-General Fund-43200 Non - Departmental 1.00 2.174% $ 1,769 $ 1,769 $ 1,769 100-General Fund-42101 Police 1.00 2.174% $ 1,769 $ 1,769 $ 59 $ 1,828 100-General Fund-43020 Admin & Stormwater 2.30 5.000% $ 4,068 $ 4,068 $ 136 $ 4,204 100-General Fund-43022 Street Maintenance 4.95 10.761% $ 8,756 $ 8,756 $ 292 $ 9,048 100-General Fund-43023 Parks Maintenance 6.90 15.000% $ 12,205 $ 12,205 $ 408 $ 12,613 100-General Fund-43030 Planning 4.90 10.652% $ 8,667 $ 8,667 $ 290 $ 8,957 100-General Fund-43040 Building 4.70 10.217% $ 8,314 $ 8,314 $ 278 $ 8,591 100-General Fund-43199 Successor Agency 0.30 0.652% $ 531 $ 531 $ 18 $ 548 302-Gax Tax-0 0 0.30 0.652% $ 531 $ 531 $ 18 $ 548
501-Cemeteries-0 0 2.60 5.652% $ 4,599 $ 4,599 $ 154 $ 4,753 510-Water Utility-0 0 8.25 17.935% $ 14,593 $ 14,593 $ 487 $ 15,080 Total 46.00 100.000% $ 81,366 $- $ 81,366 $ 2,139 $ 83,505 .

Allocation Basis: # of FTE
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100-General Fund-43200 Non - Departmental
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100-General Fund-41001 City Council 1.00 99.990% $ 63,437 $ 63,437 $ 63,437 0-Other-0 0 0.00 0.010% $ 6 $ 6 $ 1,668 $ 1,674
Total 1.00 100.000% $ 63,443 $- $ 63,443 $ 1,668 $ 65,111 .

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________________________________________________________________________________________________________________________________________________________________________________________________________ CITY OF SONOMA, SONOMA, CA SONOMA, CA________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group
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________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group 79
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100-General Fund-43200 Non - Departmental
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Allocation Allocated Gross Direct First Second
Units Percent Allocation Billed Allocation Allocation Total

ALLOCATION DETAIL
Verizon Support .
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100-General Fund-41002 City Clerk 2.00 25.000% $ 1,110 $ 1,110 $ 1,110 100-General Fund-41003 City Manager 3.00 37.500% $ 1,665 $ 1,665 $ 1,665 100-General Fund-41004 Finance 1.00 12.500% $ 555 $ 555 $ 555 100-General Fund-43200 Non - Departmental 1.00 12.500% $ 555 $ 555 $ 555 100-General Fund-43030 Planning 0.50 6.250% $ 278 $ 278 $ 58 $ 336 100-General Fund-43040 Building 0.50 6.250% $ 278 $ 278 $ 58 $ 336 Total 8.00 100.000% $ 4,441 $- $ 4,441 $ 117 $ 4,558
.

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Source of Allocation: City Staff
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________________________________________________________________________________________________________________________________________________________________________________________________________ CITY OF SONOMA, SONOMA, CA SONOMA, CA________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group
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ALLOCATION SUMMARY
100-General Fund-41001 City Council $ 964 $ 85 $ 1,554 $ 1,239 $ 590 $ 619 $ 63,437 $ - $ 68,489 100-General Fund-41002 City Clerk $ 5,509 $ 214 $ 8,882 $ 7,079 $ 3,372 $ 3,538 $ - $ 1,110 $ 29,705 100-General Fund-41003 City Manager $ 10,743 $ 687 $ 17,320 $ 13,804 $ 6,576 $ 6,898 $ - $ 1,665 $ 57,694 100-General Fund-41004 Finance $ 7,024 $ 334 $ - $ 9,026 $ 4,300 $ 4,511 $ - $ 555 $ 25,750 100-General Fund-41005 City Attorney $ - $ 133 $ - $ - $ - $ - $ - $ - $ 133 100-General Fund-43200 Non - Departmental $ 2,755 $ 450 $ 4,441 $ 3,540 $ 1,686 $ 1,769 $ - $ 555 $ 15,195 100-General Fund-42101 Police $ 2,847 $ 3,813 $ - $ 3,729 $ - $ 1,828 $ - $ - $ 12,216 100-General Fund-42201 Fire $ - $ 3,983 $ - $ - $ - $ - $ - $ - $ 3,983 100-General Fund-43020 Admin & Stormwater $ 6,547 $ 317 $ 937 $ 746 $ 356 $ 4,204 $ - $ - $ 13,107 100-General Fund-43022 Street Maintenance $ 14,091 $ 592 $ - $ - $ - $ 9,048 $ - $ - $ 23,731 100-General Fund-43023 Parks Maintenance $ 19,642 $ 829 $ - $ - $ - $ 12,613 $ - $ - $ 33,083 100-General Fund-43030 Planning $ 13,948 $ 557 $ 8,898 $ 7,084 $ 3,385 $ 8,957 $ - $ 336 $ 43,166 100-General Fund-43040 Building $ 13,379 $ 473 $ 17,328 $ 13,796 $ 6,592 $ 8,591 $ - $ 336 $ 60,494 100-General Fund-43101 Community Activities $ - $ 492 $ - $ - $ - $ - $ - $ - $ 492 100-General Fund-43199 Successor Agency $ 854 $ 88 $ 468 $ 373 $ 178 $ 548 $ - $ - $ 2,509 202-Public, Educational & Govt PEG-0 0 $ - $ 30 $ - $ - $ - $ - $ - $ - $ 30 302-Gax Tax-0 0 $ 854 $ 48 $ - $ - $ - $ 548 $ - $ - $ 1,450 304-Parks & Facilities CIP-0 0 $ - $ 35 $ - $ - $ - $ - $ - $ - $ 35 312-Measure H Fire Services-0 0 $ - $ 275 $ - $ - $ - $ - $ - $ - $ 275 314-Parks-In-Lieu Fees/Quimby Act-0 0 $ - $ 15 $ - $ - $ - $ - $ - $ - $ 15 315-Parks Measure M Funds-0 0 $ - $ 18 $ - $ - $ - $ - $ - $ - $ 18 391-Successor Agency-0 0 $ - $ 533 $ - $ - $ - $ - $ - $ - $ 533 501-Cemeteries-0 0 $ 7,401 $ 300 $ 3,044 $ 8,949 $ 4,276 $ 4,753 $ - $ - $ 28,722 510-Water Utility-0 0 $ 23,485 $ 2,457 $ 937 $ 746 $ 356 $ 15,080 $ - $ - $ 43,061 601-Mgmt Information Service (MIS)-0 0 $ - $ 297 $ - $ - $ - $ - $ - $ - $ 297 603-Vehicle Replacement-0 0 $ - $ 52 $ - $ - $ - $ - $ - $ - $ 52 610-Building Maint (ISF)-0 0 $ - $ 18 $ - $ - $ - $ - $ - $ - $ 17.57 796-Fire IGT-0 0 $ - $ 238 $ - $ - $ - $ - $ - $ - $ 238 0-Other-0 0 $ - $ - $ - $ - $ - $ - $ 1,674 $ - $ 1,674 Total $ 130,042 $ 17,363 $ 63,809 $ 70,110 $ 31,667 $ 83,505 $ 65,111 $ 4,558 $ 466,165 100-General Fund-43200 Non - Departmental Total
Council
Communications
Verizon
Support
General
Employee
Support
Internal
Communications
Banking
Fees Utilities
Custodial &
Maintenance
Contracts
Copier
Support
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________________________________________________________________________________________________________________________________________________________________________________________________________ CITY OF SONOMA, CA ________________________________________________________________________________________________________________________________________________________________________________________________________ Matrix Consulting Group 81
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SONOMA , CA

DRAFT COMPREHENSIVE USER

FEE STUDY REPORT
MARCH 2026
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INTRODUCTION AND EXECUTIVE SUMMARY 1
LEGAL FRAMEWORK 4
USER FEE STUDY METHODOLOGY 7
RESULTS OVERVIEW 9
ADMINISTRATIVE FEES 10
BUILDING 12
CEMETERY 20
PLANNING 23
POLICE 28
PUBLIC WORKS 30
SPECIAL EVENTS 34
DEVELOPMENT SERVICES SURCHARGES 37
COST RECOVERY CONSIDERATIONS 40
APPENDIX – COMPARATIVE SURVEY 44

TABLE OF CONTENTS
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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 1
The draft report, which follows, presents the results of the Comprehensive User Fee study conducted by Matrix Consulting Group for the City of Sonoma, California.

PROJECT BACKGROUND AND OVERVIEW
The City of Sonoma has not conducted a formal fee study in over 10 years; only planning fees were evaluated in 2020. The purpose of this study is to evaluate and determine the full cost (direct and indirect) of providing a variety of City services. The Matrix Consulting Group analyzed the cost-of-service relationships that exist between fees for service activities in the following areas: Building, Cemetery, Finance, Planning, Police, Public Works, and Special Events. The results of this study provide a tool for understanding current service levels and the cost for those services. The fees associated with the Sonoma Valley Fire District are handled through a separate process and as such are not included in this analysis.

GENERAL PROJECT APPROACH AND METHODOLOGY
The methodology employed by Matrix Consulting Group is a widely accepted “bottom up” approach to cost analysis, where time spent per unit of fee activity is determined for each position within a Department or Program. Once time spent for a fee activity is determined, all applicable City costs are then considered in the calculation of the “full” cost of providing each service. The following table provides an overview of types of costs applied in establishing the “full” cost of services provided by the City:

TABLE 1: OVERVIEW OF COST COMPONENTS
Cost Component Description
Direct Fiscal Year 2025-26 Budgeted salaries, benefits, and allowable expenditures.

Indirect Division, departmental, clerical, and Citywide support.

Together, the cost components in the table above comprise the calculation of the total “full” cost of providing a service, regardless of whether a fee for that service is charged.

The work accomplished by Matrix Consulting Group in the analysis of the fees for service involved the following steps:
• Department / Program Staff Interviews: The project team interviewed department / program staff regarding their needs for clarification to the structure of existing fee items or for addition of new fee items.

INTRODUCTION AND EXECUTIVE SUMMARY
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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 2
• Data Collection: Data was collected for each permit / service, including time estimates. In addition, all budgeted costs and staffing levels for Fiscal Year 2025-26 were entered into Matrix Consulting Group’s analytical software model.
• Cost Analysis: The full cost of providing each service included in the analysis was established. • Review and Approval of Results with City Staff: Department management has reviewed and approved these documented results.

A more detailed description of user fee methodology and legal and policy considerations are provided in subsequent chapters of this report.

SUMMARY OF RESULTS
When comparing the current fee-related revenue with the total annual cost calculated through this study, the City is under-recovering its costs by approximately $1.1 million or recovering 40% of its costs. The following table shows the revenue collected, the total fee-related annual cost, the resulting difference, and the resulting cost recovery percentage by major division.

TABLE 2: ANNUAL COST RECOVERY ANALYSIS
Division Fee-Related Revenue Fee-Related Cost Difference Cost Recovery % Administrative Fees $2,457 $2,715 ($258) 90%
Building $293,480 $1,152,012 ($858,531) 25%
Planning $227,773 $277,820 ($50,047) 82%
Police $7,725 $15,450 ($7,725) 50%
Public Works $126,961 $228,341 ($101,380) 56%
Special Events $83,479 $178,231 ($94,752) 47%
Total $741,876 $1,854,568 ($1,112,693) 40%
When comparing the prior-year fee-related revenue to the total costs calculated herein, the largest deficit is in relation to Building at around $860,000. This is largely driven by the square-footage-based fees, which is a change from how fees are currently collected for building plan checks and permits. The second largest deficit is in relation to Public Works at $101,000, the largest portion of which comes from the ‘Encroachment Permit Fees’ at around $62,000.

The detailed documentation of this study will show an over-collection for some fees (on a per unit basis) and an undercharge for most others. The results of this analysis will provide the Department and the City with guidance on how to right-size their fees to ensure that each service unit is set at an amount that does not exceed the full cost of providing that service. The display of the cost recovery figures shown in this report are meant to provide a basis for policy development discussions among City Councilmembers and City staff and do not represent a recommendation for where or how the City Council should act. The setting of the “rate” or “price” for services, whether at full cost recovery or lower, is a policy decision to be made only by the City Council with input from City staff and the community.

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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 3

CONSIDERATIONS FOR COST RECOVERY POLICY AND UPDATES
The Matrix Consulting Group recommends that the City use the information contained in this report to discuss, adopt, and implement a formal Cost Recovery Policy, including a mechanism for the annual update of fees for service.

ADOPT A FORMAL COST RECOVERY POLICY
The Government Finance Officers Association’s (GFOA) best practices for Establishing Government Charges and Fees states that governmental entities should adopt formal policies regarding charges and fees which include the jurisdiction’s intention to recover the full cost or partial costs of providing services, sets forth circumstances under which the jurisdiction might set a charge for fee at less than or more than 100% of full cost, and outlines the considerations that might influence the jurisdiction’s pricing decision.

The Matrix Consulting Group strongly recommends that the Council adopt a formalized, individual cost recovery policy for each service area included in this study. Whenever a cost recovery policy is established at less than 100% of the full cost of providing services, a known gap in funding is recognized and may then potentially be recovered through other revenue sources. The Matrix Consulting Group considers a formalized cost recovery policy for various fees for service an industry Best Management Practice.

ADOPT AN ANNUAL FEE UPDATE / INCREASE MECHANISM
GFOA best practices for Establishing Government Charges and Fees states that governmental entities should review, and update charges and fees periodically based on factors such as the impact of inflation, other cost increases, adequacy of cost recovery, use of services, and the competitiveness of current rates to avoid large infrequent fee increases.

The purpose of a comprehensive update is to completely revisit the analytical structure, service level estimates and assumptions, and to account for any major shifts in cost components or organizational structures that have occurred since the City’s previous analysis. The City should conduct comprehensive analyses every five to seven years as this practice captures any changes to organizational structure, processes, as well as any new service areas.

In between comprehensive updates, the City should utilize published industry economic factors such as Consumer Price Index (CPI) or other regional factors to update the cost calculations established in the Study on an annual basis.

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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 4
This section of the report is intended to provide an overview of the legal rules and regulations that govern what is considered a fee for service, how those fees can be calculated, general principles, philosophies, and general policy considerations for setting fees for service.

LEGAL FRAMEWORK
A “user fee” is a charge for service provided by a governmental agency to a public citizen or group.

California has several Government Codes and Propositions that regulate fees for service, with the purpose of ensuring that fees are reasonable and justified. The most prominent and relevant of these includes:
• Proposition 26: Passed in 2010, specifically outlined the difference between a fee and a tax and dictates that fees must be directly related to a service and cannot exceed the reasonable cost of that service.
• Government Code § 50076: clarifies that fees for service costs are not special taxes and do not need voter approval.
• Government Code § 65104: gives local governments the authority to charge planning and zoning fees to recover processing costs.

When determining fees for service it is important to ensure there is a direct benefit – the service is provided directly to the payer, and that it is cost based, and does not exceed the reasonable cost of providing the service.

EXCEPTIONS TO THE RULE
While Proposition 26 defines what constitutes a user fee, and how those fees can be determined, it also provides a key exception for fees charged for facility or property rentals. This exception outlines that fees for use of government property (e.g., renting public buildings, parks, or event spaces) are voluntary transactions. Therefore, governments can charge market-based rental fees for these services.

GENERAL PRINCIPLES AND PHILOSOPHIES REGARDING USER FEES Local governments are providers of many types of general services to their communities. While all services provided by local government are beneficial to constituents, some services can be classified as globally beneficial to all citizens, while others provide more of a direct benefit to a specific group or individual. The following table provides examples of services provided by local government within a continuum of the degree of community benefit received:

LEGAL FRAMEWORK
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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 5
TABLE 3: SERVICES IN RELATION TO BENEFIT RECEIVED
Funding for local government is obtained from myriad revenue sources such as taxes, fines, grants, special charges, user fees, etc. In recent years, alternative tax revenues, which typically offset subsidies for services provided to the community, have become increasingly limited. These limitations have caused increased attention on user fee activities as a revenue source that can offset costs otherwise subsidized (usually) by the general fund. In Table 3, services in the “global community benefit” section tend to be funded primarily through voter-approved tax revenues. In the middle of the table, one typically finds a mixture of taxes, user fees, and other funding sources. Finally, in the “individual / group benefit” section of the table are the services provided by local government that are typically funded almost entirely by user fee revenue.

The following are two central concepts regarding the establishment of user fees:
❖ Fees should be assessed according to the degree of individual or private benefit gained from services. For example, the processing and approval of a land use or building permit will generally result in monetary gain to the applicant, whereas Police services and Fire Suppression are examples of services that are essential to the safety of the community at large. ❖ A profit-making objective should not be included in the assessment of user fees. In fact, California laws require that the charges for service be in direct proportion to the costs associated with providing those services. Once a charge for service is assessed at a level higher than the actual cost of providing a service, the term “user fee” no longer applies. The charge then becomes a tax subject to voter approval.

Therefore, it is commonly accepted that user fees are established at a level that will recover up to, and not more than, the cost of providing a particular service.

GENERAL POLICY CONSIDERATIONS REGARDING USER FEES
Undoubtedly, there are programs, circumstances, and services that justify a subsidy from a tax-based or alternative revenue source. However, it is essential that jurisdictions prioritize the use of revenue sources for the provision of services based on the continuum of benefit received. "Global" Community Benefit
•Police
•Park Maintenance
•Fire Suppression
"Global" Benefit and an
Individual or Group Benefit
•Recreation / Community
Services
•Fire Prevention
Individual or Group Benefit
•Building Permits
•Planning and Zoning
Approval
•Engineering Development
Review
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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 6
Within the services that are typically funded by user fees, the Matrix Consulting Group recognizes several reasons why City staff or City Council may not advocate the full cost recovery of services. The following factors are key policy considerations in setting fees at less than 100 percent of cost recovery:
• Limitations posed by an external agency. The State or an outside agency will occasionally set a maximum, minimum, or limit on the jurisdiction’s ability to charge a fee. Examples include time spent copying and retrieving public documents and / or transportation permits. • Encouragement of desired behaviors. Keeping fees for certain services below full cost recovery may provide better compliance from the community. For example, if the cost of a permit for changing a water heater in a residential home is higher than the cost of the water heater itself, many citizens will avoid pulling the permit.
• Benefit received by user of the service and the community at large is mutual. Many services that directly benefit a group or individual equally benefit the community. Examples include Planning Design Review, historical dedications, and certain types of special events.

The Matrix Consulting Group recognizes the need for policies that intentionally subsidize certain activities. The primary goals of a User Fee Study are to provide a fair and equitable basis for determining the costs of providing services and ensure that the City complies with State law.

SUMMARY OF LEGAL RESTRICTIONS AND POLICY CONSIDERATIONS Once the full cost of providing services is known, the next step is to determine the “rate” or “price” for services at a level which is up to, and not more than, the full cost amount. The City Council is responsible for this decision, which often becomes a question of balancing service levels and funding sources. The placement of a service or activity within the continuum of benefit received may require extensive discussion and at times fall into a “grey area.” However, with the resulting cost of services information from a User Fee Study, the City Council can be assured that the adopted fee for service is reasonable, fair, and legal. Overall, city staff has reviewed all fees for service in this analysis and where subsidies were identified, they recommended increases where appropriate to reduce the deficit; and where overrecoveries were identified, reduced the fee to comply with the law.

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The Matrix Consulting Group utilizes a cost allocation methodology commonly known and accepted as the “bottom-up” approach to establishing User Fees. The term means that several cost components are calculated for each fee or service. These components then build upon each other to comprise the total cost for providing the service. The following chart describes the components of a full cost calculation:

The following subsections discuss the two components of the basis of the full cost.

TIME ESTIMATION
Utilization of time estimates is a reasonable and defensible approach, especially since experienced staff members who understand service levels and processes unique to the City developed these estimates.

The project team worked closely with City staff in developing time estimates with the following criteria:
• Estimates are representative of average times for providing services. Extremely difficult or abnormally simple projects are not factored in the analysis.
• Estimates reflect the time associated with the position or positions that typically perform a service. • Estimates are reviewed by the project team for “reasonableness” against their experience with other agencies.
• Estimates were not based on time in motion studies, as they are not practical for the scope of services and time frame for this project.
• Estimates match the current or proposed staffing levels to ensure there is no over-allocation of staff resources to fee and non-fee related activities.

The Matrix Consulting Group agrees that while the use of time estimates is not perfect, it is the best alternative available for setting a standard level of service on which to base a jurisdiction’s fees for service and meets the requirements of California law.

The alternative to time estimating is actual time tracking, often referred to billing on a “time and materials” basis. Except in the case of anomalous or very large and complex projects, Matrix Consulting Group believes this approach to not be cost effective or reasonable for the following reasons:

TIME ASSUMPTION
(by position)

FULLY BURDENED
HOURLY RATE Total Cost

USER FEE STUDY METHODOLOGY
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• Accuracy in time tracking is compromised by the additional administrative burden required to track, bill, and collect for services in this manner.
• Additional costs are associated with administrative staff’s billing, refunding, and monitoring deposit accounts.
• Customers often prefer to know the fees for services in advance of applying for permits or participating in programs.
• Departments can better predict revenue streams and staff needs using standardized time estimates and anticipated permit volumes.

Situations arise where the size and complexity of a given project warrants time tracking and billing on a “time and materials” basis. The Matrix Consulting Group has recommended taking a deposit and charging Actual Costs for such fees as appropriate and itemized within the current fee schedule.

FULLY BURDENED HOURLY RATES
The fully burdened hourly rates calculated through this study include the following components:
• Salaries: FY25-26 Budgeted salaries were utilized and consolidated at the positional level. • Benefits: FY25-26 Budgeted benefits were utilized and consolidated at the positional level. • Productive Hours: Based on Sonoma’s current personnel system rules, working or productive hours were calculated. This means taking the starting total working hours and reducing the hours by vacation, sick, holidays, trainings, and administrative leave based on each bargaining unit • Departmental / Divisional Overhead: This captures any internal service charges or operating supply costs such as vehicles, supplies, etc. Additionally, this component includes the cost associated with support from Director, Administrative and Analytical staff that do not directly work on fees. • Citywide Overhead: This captures support provided by the City Council, City Manager, City Clerk, City Attorney, Finance, and Human Resources. The costs are based on the Citywide Cost Allocation Plan (provided under separate cover).

Together these components result in the generation of fully burdened hourly rates by position / classification and / or department / division. These rates were multiplied against the time assumptions to calculate the full cost of services noted in this report.

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The motivation behind a cost of services (User Fee) analysis is for City Council and Departmental staff to maintain services at a level that is both accepted and effective for the community and to maintain control over the policy and management of these services.

It should be noted that the results presented in this report are not a precise measurement. In general, a cost-of-service analysis takes a “snapshot in time,” where a fiscal year of financial and operational information is utilized. Changes to the structure of fee names, along with the use of time estimates, allow only for a reasonable projection of subsidies and revenue. Consequently, City Council and Department staff should rely conservatively upon these estimates to gauge the impact of implementation going forward.

Discussion of results in the following chapters is intended as a summary of extensive and voluminous cost allocation documentation produced during the Study. Each chapter will include detailed cost calculation results for each fee including the following:
• Modifications: discussions regarding any proposed revisions to the current fee schedule, including elimination or addition of fees.
• “Per Unit” Results: comparison of the full cost of providing each unit of service to the current fee for each unit of service (where applicable).
• Annualized Results: utilizing volume of activity estimates, annual subsidies, and revenue impacts were projected where workload was available.

The full analytical results were provided to City staff under separate cover from this summary report.

RESULTS OVERVIEW
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Administrative fees charged by the City relate to services such as Agenda Packet Subscriptions, Appeals, Media Duplications, Tobacco Retailer Licenses, Wedding Filing Fees, City Council Chamber Rentals, and Notary Services. The following subsections discuss fee schedule modifications and detailed per unit results for the fee-related services provided by Administrative fees.

FEE SCHEDULE MODIFICATIONS
In discussions with City staff, the following modifications were proposed to the current fee schedule:
• New Fees: Staff proposed the addition of the following fees, to capture services already provided but not codified on the current fee schedule:
o ‘City Council Chamber Use’
o ‘Notary’
o ‘Wedding License Filing Fee’
The modifications noted ensure that the proposed fee schedule more accurately reflects the services being provided by Administrative Fees staff.

DETAILED RESULTS
Administrative fees are for photocopies, returned checks, and overdue invoices. The total cost calculated for each service includes direct staff costs and Departmental and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered.

TABLE 4: TOTAL COST PER UNIT RESULTS – ADMINISTRATIVE FEES Fee Name
Current
Fee Total Cost Difference
Agenda Packet Subscription $726 $785 ($59)
Agendas Only Subscription $290 $418 ($128)
Appeal (Administrative) $257 $443 ($186)
Media Duplication1 $114 $142 ($28)
Municipal Code Supplement Service $57 $71 ($14)
Photocopy Fee1
First 10 Copies $0.00 $2.50 ($2.50)
10+ Copies $0.25 $0.25 $0.00
Campaign Disclosure and Statement of Economic
Interest2
Copy $0.10 $0.10 $0.00
Retrieval fee $5 $5 $0
1 GOV § 7922.530
2 GOV § 81008

ADMINISTRATIVE FEES
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Fee Name
Current
Fee Total Cost Difference
Printing Large City Maps1 $10 $10 $0
Returned Checks3
First Incident $25 $25 $0
Second and Subsequent Incident $35 $35 $0
Tobacco Retailers License $275 $284 ($9)
Wedding License Filing Fee New $427 N/A
City Council Chamber Use New $161 N/A
Notary4 $15 $15 $0
Administrative fees generally under-recover. The largest deficit is in relation to ‘Appeal (Administrative)’ at $186.

ANNUAL REVENUE IMPACT
Based on the prior year’s workload information, Administrative fees have a deficit of roughly $260. The following table shows the revenue at the current fee, total projected annual cost, and the resulting difference by major fee category.

TABLE 5: ANNUAL RESULTS – ADMINISTRATIVE FEES
Fee Category Revenue at Current Fee Annual Cost Difference Appeal (Administrative) $257 $443 ($186)
Tobacco Retailers License $2,200 $2,272 ($72)
Total $2,457 $2,715 ($258)
The City’s administrative fees show an annual cost recovery of roughly 90%. The largest under-recovery is in relation to the ‘Appeal (Administrative)’ fee, which makes up $186 of the deficit. Currently, the city charges $257 per appeal; the total cost was calculated to be $443, resulting in a per-unit deficit of $186.

These fees are not assessed very often, resulting in minimal impact. 3 CIV § 1719(a)
4 (GOV § 8223 (b)
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The Building Division of the Community Development Department ensures that new developments are in compliance with the California Building codes and regulations by providing customer assistance to residents, property owners, contractors, professionals, and others. The following subsections discuss fee schedule modifications, detailed per unit results, and annual revenue impacts for the fee-related services provided by the Building Division.

FEE SCHEDULE MODIFICATIONS
In discussions with City staff, the following modifications were proposed to the current fee schedule:
• Eliminated Fees: In discussions with City staff, the following eliminations were proposed to the current fee schedule as they are already captured under other fees:
o ‘Document Preparation and Recording Fee’
o ‘Document Retention Fee’
o ‘Fire Sprinkler System (Building Department)’
o ‘Permit Processing Fee’
o ‘Plan Printing and Reproduction Fee’
o ‘Water Fixture Low-Flow Verification’
o ‘Work Without A Permit’
• New Fees: Staff proposed the addition of the following fees, to capture services already provided but not codified:
o ‘Antenna - Telecom Facility / Cellular’
o ‘Balcony/Deck/Porch/Patio Cover’
o ‘Planning Review of Building Application’
o ‘Re-Inspection / Additional Inspection Fee’
o ‘Repairs’
o ‘Retaining Wall’
o ‘Spa/Hot Tub’
• Modified Fees: The following fee modifications were proposed to update and better clarify the services being provided:
o Valuation to Square Footage: Through this study, the City proposed altering its building permit fees to be based on the occupancy and square footage of the project rather than

BUILDING
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based on project valuation. This allows the City to more accurately account for the level of effort associated with reviewing and inspecting these projects. o The category titled ‘Inspection Fee’ was renamed ‘Express and Limited Scope Permits’ to more accurately reflect the services being provided.
o ‘Hourly Services, Building Department - Miscellaneous’ was reworded to apply generally to all hourly services. The subsections ‘Plan Check’ and ‘Inspection’ were added. o All of the Mechanical, Electrical, and plumbing fees were condensed into five fees: ‘Base Fee - One Trade (No Plan Check Included)’, ‘Two Trades’, ‘Three Trades’, ‘Additional Inspection’, and ‘MEP Plan Check’ to simplify the process of administering these fees. o The ‘Outside Consultant Services Fee’ was changed from ‘Actual Cost’ to a percentage of the consultant costs to more easily capture the related administrative costs. • Condensed Fees: Per Discussions with City staff, the grading fee that is currently based on the number of cubic yards moved was condensed into only two fees: ‘Grading Plan Check’ and ‘Grading Permit’.

The modifications noted ensure that the proposed fee schedule more accurately reflects the services being provided by Building staff.

DETAILED RESULTS
The Building Division collects flat fees for Appeals, Express and Limited Scope Permits and Mechanical, Electrical, Plumbing, and Grading inspections. The total cost calculated for each service includes direct staff costs, Divisional, Departmental, and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered.

TABLE 6: TOTAL COST PER UNIT RESULTS – BUILDING
Fee Name Current Fee Total Cost Difference
Appeal Fee $966 $2,198 ($1,232)
Change of Use or Occupancy Review (Building Survey) $686 $1,705 ($1,019) Express and Limited Scope Permits
Awning $88 $442 ($354)
Balcony/Deck/Porch/Patio Cover New $442 N/A
Building Demolition $355 $738 ($383)
Building Relocation $710 $1,774 ($1,064)
Electric Vehicle Charging Station (EVCS) Level 1 or 2 $88 $369 ($281) Electrical Panel, Replace Existing (under 600A) $118 $442 ($324) Energy Storage System (ESS) with capacity of 27 kWh or
less $177 $591 ($414)
Gas Fireplace Insert $177 $370 ($193)
Generator Standby - Dwelling Unit Residential (30 kW or less) $236 $591 ($355)
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Fee Name Current Fee Total Cost Difference
HVAC Equipment Replacement (less than 400k)
First $148 $146 $2
Each Additional (at same time) $74 $73 $1
Modular and Manufactured Housing 25% 25% 0%
Repairs
Structural New $591 N/A
Non-Structural New $442 N/A
Re-Roofing
1 and 2 Family $177 $293 ($116)
Nonresidential and Multifamily $355 $663 ($308)
Residential Bathroom Renovation (No removal or adding
walls)
First Bathroom Renovation $473 $879 ($406)
Each additional bathroom renovation performed under
the same permit $236 $439 ($203)
Residential Heat Pump Water Heater or Tankless Water
Heater Conversion $148 $295 ($147)
Residential Kitchen Renovation (No removal or adding
walls) $473 $879 ($406)
Residential Water Heater Replacement
First $118 $146 ($28)
Each Additional (at same time) $73 ($73)
Residential Window and Door Replacement $148 $293 ($145) Retaining Wall New $663 N/A
Siding Repair or Replacement $177 $442 ($265)
Signs (Up to 2)
Illuminated $148 $295 ($147)
Nonilluminated $88 $295 ($207)
Single Inspection Permit $148 $295 ($147)
Spa/Hot Tub New $1,327 N/A
Swimming Pool, Private Residential $710 $1,774 ($1,064) Swimming Pool, Public $947 $2,366 ($1,419)
Temporary Power Pole for Construction $88 $146 ($58)
During City Hall Business Hours
Plan Check $118 $298 ($180)
Inspection $118 $293 ($175)
Off-Hour
Plan Check $278 $337 ($59)
Inspection $278 $293 ($15)
Investigation Fee
Minimum (Compliance Response Within 30 Days) $414 $1,040 ($626) Standard (More than 30 Day Compliance Response) $959 $1,838 ($879) External Consultant Services Fee
Actual
Cost 15% N/A
Permit Application or Extension Fee $77 $215 ($138)
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Fee Name Current Fee Total Cost Difference
Plan Check Fee Modified 75% N/A
Planning Review of Building Application New 10% N/A
Refund Processing Fee $78 $211 ($133)
Re-Inspection / Additional Inspection Fee New $293 N/A
Temporary Use/Occupancy Fee $195 $448 ($253)
Training and Certification Fee $11 $7 $4
Mechanical, Electrical, and Plumbing
Base Fee - One Trade (No Plan Check Included) Modified $293 N/A Two Trades Modified $293 N/A
Three Trades Modified $439 N/A
Additional Inspection Modified $293 N/A
MEP Plan Check Modified $298 N/A
Photovoltaic Systems
Roof Mount Systems (including rack system)
For the first 0-15 Kilowatts (kW) for each system $118.20 $666 ($548) For each kW of a system over 15 Kilowatts and less
than or equal to 50 Kilowatts $15.76 $30 ($14)
For each kW of a system over 50 Kilowatts and less
than or equal to 250 Kilowatts $9.85 $20 ($10)
For each kW of a system over 250 Kilowatts $5.91 $10 ($4) Ground Mount Systems (including rack & support system)
For the first 0-15 Kilowatts (kW) for each system $236.40 $1,034 ($798) For each kW of a system over 15 Kilowatts and less
than or equal to 50 Kilowatts $23.64 $49 ($26)
For each kW of a system over 50 Kilowatts and less
than or equal to 250 Kilowatts $15.76 $30 ($14)
For each kW of a system over 250 Kilowatts $9.85 $20 ($10) Electric Vehicle Charging Station $118.20 $592 ($473)
Antenna - Telecom Facility / Cellular
Free Standing New Structure New $1,769 N/A
Attached to Existing Structure New $884 N/A
Each Additional Co-Located Antenna New $295 N/A
Grading Fees
Grading Plan Check
Actual
Cost
Actual
Cost N/A
Grading Permit
Actual
Cost
Actual
Cost N/A
NPDES Grading Permit
Actual
Cost
Actual
Cost N/A
The fees administered by the Building Division generally under-recover the associated costs. The largest deficit is in relation to ‘Swimming Pool, Public’ at $1,419. The largest overage is in relation to the ‘Training and Certification’ Fee at $4. The smallest under recovery is in relation to the fee for roof-mounted photovoltaic systems; the ‘For each kW of a system over 250 Kilowatts’ fee under-recovers only $4. The smallest overage is in relation to the ‘HVAC Equipment Replacement (less than 400k) - Each Additional (at same time)’ fee at $1.

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DETAILED RESULTS – BUILDING SQUARE FOOTAGE
The Building Division currently assesses all new construction, remodels, and improvements based on a complex valuation process. As discussed in the modifications section, the division is proposing to assess these fees based on the occupancy and square footage of the project. The total cost calculated for each service includes direct staff costs and Departmental, Divisional, and Citywide overhead. The following table is broken out by building use / occupancy type, square footage, and the total cost calculated (inspection only)5.

TABLE 7: TOTAL COST PER UNIT RESULTS – BUILDING SQUARE FOOTAGE BASED FEES Occupancy Type Sq. Ft. Total Permit (Inspection)
Cost6
Base Per 100 Sq. Ft.

Assembly 0 - 2,000 $7,198.41 $18.74
2,001 - 10,000 $8,697.42 $31.61
10,001 - 20,000 $11,857.95 $34.33
20,001 - 40,000 $18,724.13 $12.06
40,001 - 100,000 $25,960.66 $22.71
Over 100,000 $48,671.21 $24.34
Business 0 - 1,000 $3,952.65 $16.47
1,001 - 5,000 $4,611.43 $26.35
5,001 - 10,000 $5,928.98 $42.16
10,001 - 20,000 $10,145.14 $12.30
20,001 - 50,000 $13,834.28 $31.62
Over 50,000 $29,644.88 $29.64
Mercantile 0 - 1,000 $4,319.05 $22.49
1,001 - 5,000 $5,218.45 $37.93
5,001 - 10,000 $7,114.77 $41.20
10,001 - 20,000 $11,234.48 $14.47
20,001 - 50,000 $15,576.39 $27.25
Over 50,000 $29,202.72 $29.20
Educational 0 - 500 $4,319.05 $44.97
501 - 2,500 $5,218.45 $75.85
2,501 - 5,000 $7,114.77 $82.39
5,001 - 10,000 $11,234.48 $28.95
10,001 - 25,000 $15,576.39 $54.51
Over 25,000 $29,202.72 $58.41
Institutional 0 - 1,000 $4,319.05 $22.49
1,001 - 5,000 $5,218.45 $37.93
5,001 - 10,000 $7,114.77 $41.20
10,001 - 20,000 $11,234.48 $14.47
20,001 - 50,000 $15,576.39 $27.25
Over 50,000 $29,202.72 $29.20
5 Plan check is proposed to be added on as a 75% of the permit fee. 6 The fee is charged as up to the base amount, so any square footage up to the base, would just be the base fee, and then above the base would be the base amount plus the amount per 100 sq. ft. or fraction thereof.

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Occupancy Type Sq. Ft. Total Permit (Inspection)
Cost6
Base Per 100 Sq. Ft.

Factory/Storage Warehouse / Industrial 0 - 2,000 $7,198.41 $18.74 2,001 - 10,000 $8,697.42 $31.61
10,001 - 20,000 $11,857.95 $34.33
20,001 - 40,000 $18,724.13 $12.06
40,001 - 100,000 $25,960.66 $22.71
Over 100,000 $48,671.21 $24.34
Hazardous 0 - 1,000 $4,319.05 $22.49
1,001 - 5,000 $5,218.45 $37.93
5,001 - 10,000 $7,114.77 $41.20
10,001 - 20,000 $11,234.48 $14.47
20,001 - 50,000 $15,576.39 $27.25
Over 50,000 $29,202.72 $29.20
Residential - Single-Family Custom 0 - 1,000 $3,293.88 $32.94 1,001 - 2,000 $3,623.26 $65.88
2,001 - 3,000 $4,282.04 $65.88
3,001 - 4,000 $4,940.81 $289.86
4,001 - 5,000 $7,839.42 $138.34
Over 5,000 $9,222.85 $153.71
Residential - Multi-Family 0 - 2,500 $4,268.05 $24.51
2,501 - 5,000 $4,880.69 $36.02
5,001 - 7,500 $5,781.22 $53.34
7,501 - 10,000 $7,114.77 $96.67
10,001 - 12,500 $9,531.57 $57.04
Over 12,500 $10,957.69 $73.05
Residential - Commercial Hotel / Motel 0 - 5,000 $8,891.76 $25.53 5,001 - 10,000 $10,168.11 $37.52
10,001 - 15,000 $12,044.21 $55.56
15,001 - 20,000 $14,822.44 $100.70
20,001 - 25,000 $19,857.45 $59.42
Over 25,000 $22,828.51 $76.10
Residential - Production 0 - 500 $1,580.76 $45.38
501 - 1,000 $1,807.66 $66.71
1,001 - 1,500 $2,141.19 $98.78
1,501 - 2,000 $2,635.10 $179.02
2,501 - 2,500 $3,530.21 $105.64
Over 2,500 $4,058.40 $135.28
Residential Master Plan - Production
Homes 0 - 500 $1,580.76 $45.38
501 - 1,000 $1,807.66 $66.71
1,001 - 1,500 $2,141.19 $98.78
1,501 - 2,000 $2,635.10 $179.02
2,001 - 2,500 $3,530.21 $105.64
Over 2,500 $4,058.40 $135.28
U Occupancy - Enclosed 0 - 375 $592.78 $22.69
376 - 750 $677.87 $33.35
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Occupancy Type Sq. Ft. Total Permit (Inspection)
Cost6
Base Per 100 Sq. Ft.
752 - 1,125 $802.95 $49.39
1,126 - 1,500 $988.16 $89.51
1,501 - 1,875 $1,323.83 $52.82
Over 1,875 $1,521.90 $67.64
U Occupancy - Unenclosed 0 - 375 $592.78 $22.69
376 - 750 $677.87 $33.35
752 - 1,125 $802.95 $49.39
1,126 - 1,500 $988.16 $89.51
1,501 - 1,875 $1,323.83 $52.82
Over 1,875 $1,521.90 $67.64
U Occupancy - Commercial 0 - 250 $999.78 $20.82
251 - 1,250 $1,207.97 $35.12
1,251 - 2,500 $1,646.94 $38.15
2,501 - 5,000 $2,600.57 $13.40
5,001 - 12,500 $3,605.65 $25.23
Over 12,500 $6,759.89 $27.04
TI - Multi-Family / Commercial 0 - 250 $1,599.65 $33.31 251 - 1,250 $1,932.76 $56.19
1,251 - 2,500 $2,635.10 $61.03
2,501 - 5,000 $4,160.92 $21.44
5,001 - 12,500 $5,769.03 $40.37
Over 12,500 $10,815.82 $43.26
TI - SFD / Duplex 0 - 375 $790.38 $30.25
376 - 750 $903.83 $44.47
751 - 1,125 $1,070.60 $65.85
1,126 - 1,500 $1,317.55 $119.35
1,501 - 1,875 $1,765.11 $70.43
Over 1,875 $2,029.20 $90.19
Shell 0 - 2,000 $3,599.21 $9.37
2,001 - 10,000 $4,348.71 $15.80
10,001 - 20,000 $5,928.98 $17.17
20,001 - 40,000 $9,362.06 $6.03
40,001 - 100,000 $12,980.33 $11.36
Over 100,000 $24,335.60 $12.17
Foundation (Only) 0 - 1,000 $799.82 $4.16
1,001 - 5,000 $966.38 $7.02
5,001 - 10,000 $1,317.55 $7.63
10,001 - 20,000 $2,080.46 $2.68
20,001 - 50,000 $2,884.52 $5.05
Over 50,000 $5,407.91 $5.41
To calculate the permit fee using the above table, first find the appropriate Occupancy Type and Square Footage range. The fee will be the base fee plus the ‘Per 100 Sq. Ft.’ fee times the number of multiples of 100 square feet over the base fee, or any fraction thereof. For example, a 20,151 square foot building Agenda Item #8.1:

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with an Assembly occupancy would result in a base fee of $18,724.13. This fee covers the first 20,001 square feet. The additional 150 square feet are covered under the ‘Per 100 Sq. Ft.’ fee; since 150 square feet is 1.5 multiples of 100 square feet, the additional fee would be $12.06 times 1.5, or $18.09, for a total permit fee of $18,742.22. The plan check fee would also be added to this fee; at 75% of the permit fee, the plan check fee would be $14,056.67. The total fee for the building permit and plan check would be $32,798.89.

Due to the structural change, it is difficult to compare the current and proposed fees on a per unit basis; selected examples are provided in the comparative survey include in Appendix A, however. The updated permit table better accounts for City effort spent reviewing and inspecting these types of projects. It is typical for the permit fee to cover the typical inspections included for that type of project and usually up to three round of plan reviews. Anything above and beyond that would be considered a re-review or reinspection fee. However, it is up to the discretion of the City depending on the scope and the nature of the project, the level of reviews and inspections.

ANNUAL REVENUE IMPACT
Based on prior year’s workload information, Building has a deficit of roughly $860,000. The following table shows the revenue at the current fee, total projected annual cost, and the resulting difference by major fee category.

TABLE 8: ANNUAL RESULTS – BUILDING
Fee Category
Revenue at
Current Fee Annual Cost Difference
Express and Limited Scope Permits $93,004 $207,478 ($114,474) Hourly Services $396 $586 ($190)
Investigation Fee $2,484 $6,240 ($3,756)
Permit Application Extension Fee $1,463 $4,085 ($2,622) Temporary Use/Occupancy Fee $390 $896 ($506)
Training and Certification Fee $6,897 $4,389 $2,508
Base Fee - One Trade $32,937 $61,823 ($28,886)
Photovoltaic Systems $10,047 $56,633 ($46,586)
Square Footage Based Fees $145,862 $809,882 ($664,020)
Total $293,480 $1,152,012 ($858,532)
Building has an annual cost recovery of 25%. The primary source of this under-recovery is new construction, remodel, and tenant improvements that have been converted from being valuation-based to square-footage-based. By setting the fees based on square footage and occupancy, the City is better able to capture the full cost of providing these services.

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The City of Sonoma's Cemetery Division is responsible for operating Mountain Cemetery, Valley Cemetery, and Veteran’s Cemetery as well as ensuring compliance with the City's municipal code related to cemetery operations and practices. The fees evaluated in this study did not include all Cemetery rates but rather the service-based fees that are based on staff time. The following sections discuss fee schedule modifications and detailed per unit results for the fee-related services associated with the Cemetery Division.

FEE SCHEDULE MODIFICATIONS
In discussions with City staff, the following modifications were proposed to the current fee schedule:
• Eliminated Fees: In discussions with City staff, the following eliminations were proposed to the current fee schedule as they are already captured under other fees or are set at actual cost:
o ‘Flat Marker’
o ‘Hickey or Slant’
o ‘Lettering’
o ‘Standby (Monday – Friday)’
o ‘Upright’
• New Fees: Staff proposed adding a category for ‘Standard Rates’ to the fee schedule to better clarify the costs associated with City staff involvement in certain cemetery activities. • Modified Fees: The following fee modifications were proposed to better clarify the services being offered:
o The ‘Disinterment’ fee was renamed ‘Disinterment Permit Fee’. o The ‘Standby and Overtime’ fee category was renamed ‘Weekend and After Hours’. o ‘Regular Overtime’ was renamed ‘Weekday After Hours (Hourly after 2pm)’ and ‘Saturday Overtime’ was renamed ‘Weekend Rate’. Both were modified to include the following subcategories: ‘Niche’, ‘Cremation Burial’, ‘Mausoleum Crypt’, ‘Casket’, and ‘Standby Private Mausoleum (Conducted by Third Party)’.

These modifications ensure that the fee schedule clearly and accurately reflects the current services offered.

DETAILED RESULTS
The Cemetery Division collects fees for disinterment, staffing for burials, monuments and marker permits, setting veterans markers, and miscellaneous services such as headstone removals, concrete replacement, and lettering services for City owned mausoleums. The total cost calculated for each

CEMETERY
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service includes direct staff costs and Division and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered.

TABLE 9: TOTAL COST PER UNIT RESULTS – CEMETERY
Fee Name
Current
Fee
Total
Cost Difference
Opening and Closing (All Cemeteries)
Disinterment Permit Fee $215 $638 ($423)
Standard Rate
Mon-Fri Regular Hours (9am-2pm)
Niche $450 $531 ($81)
Cremation Burial $600 $973 ($373)
Mausoleum Crypt $800 $1,195 ($395)
Casket $2,000 $2,212 ($212)
Standby Private Mausoleum (Conducted by Third Party) $180 $319 ($139) Weekend and After Hours
Weekday after Hours (Hourly after 2pm):

Niche $175 $249 ($74)
Cremation Burial $175 $671 ($496)
Mausoleum Crypt $175 $834 ($659)
Casket $175 $834 ($659)
Standby Private Mausoleum (Conducted by Third Party) $175 $249 ($74) Weekend Rate:

Niche $860 $623 $237
Cremation Burial $1,040 $1,125 ($85)
Mausoleum Crypt $1,335 $1,381 ($46)
Casket $2,550 $2,553 ($3)
Standby Private Mausoleum (Conducted by Third Party) $315 $373 ($58) Permit Fees for Monuments & Markers
Administrative Review $45 $212 ($167)
Setting Veterans Markers
Small bronze niche (5-1/2" x 8-1/2") $80 $254 ($174)
Large bronze or granite size (12" x 24") $165 $339 ($174) Miscellaneous Services
Transfer of Ownership $50 $212 ($162)
Headstone Removal:

Marker $165 $301 ($136)
Monument $165
Actual
Cost N/A
Remove & Replace Concrete for Inurnment Placement $270
Actual
Cost N/A
Lettering Services for City Owned Mausoleums:

Administrative Review $45 $425 ($380)
Outside Services
Actual
Cost
Actual
Cost N/A
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The fees administered by the Cemetery Division generally under-recover. The largest deficit is in relation to the ‘Weekday After Hours’ fees for ‘Mausoleum Crypt’ and ‘Casket’ at about $660 each. The smallest under-recovery is in relation to the ‘Weekend Rate’ for a Casket burial at $3.

ANNUAL REVENUE IMPACT
Due to the nature of cemetery services, an annual revenue impact was not calculated for the Cemetery Division.

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The Planning Division is part of the Community Development Department. The Planning Division is responsible for current and long-range planning within the City. The Division maintains and updates the City’s General Plan and interprets and enforces the City’s zoning regulations. The following subsections discuss fee schedule modifications, detailed per-unit results, and annual revenue impacts for the feerelated services provided by Planning.

FEE SCHEDULE MODIFICATIONS
In discussions with City staff, the following modifications were proposed to the current fee schedule:
• Eliminated Fees: Staff proposed eliminating the following fees, as these services are no longer offered by City staff, are covered under other fees, or are now offered by other departments within the City:
o ‘Accessory Dwelling Unit (ADU) Permit’
o ‘Deferral Agreement’
o ‘Design Review – Landscaping Plan’
o ‘Misc. Planning Services’
o ‘Tree Removal, Alteration, or Relocation Permit’
• New Fees: Staff proposed the addition of the following fees as they highlight services already offered but not codified on the fee schedule:
o ‘Address Assignment’
o ‘Annual Monitoring Fee – Affordable Housing’
o ‘Cannabis Use Permit’
o ‘Engineering Review – Engineering Plan Check and Inspection’ o ‘Engineering Review – Improvement Plan Review’
o ‘Engineering Review – Lot Line Adjustment/Lot Merger’ o ‘Engineering Review – Parcel/Final/Annexation Maps’
o ‘Exception’
o ‘External Consultant Administrative Fee’7
o ‘Property Research’
7 This proposed fee would apply to any costs incurred from outside consultant project review that are to be passed on to applicants; it would not apply to costs generated by internal City staff.

PLANNING
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o ‘Wireless Telecommunications Permit Renewal’
• Expanded Fees: The following fees were expanded to better capture the costs associated with providing these services:
o Under ‘Design Review,’ the ‘Modification or Extension’ fee was expanded into two fees:
‘Minor Modification’ and ‘Major Modification.’
o The ‘Lot Split into SB9 Two Units Permit’ fee was expanded into two separate fees, one ‘SB9 Urban Lot Split’ fee and a separate ‘SB9 Two Units Permit.’ • Modified Fees: The following fee modifications were proposed to better clarify the services being provided.
o The fee for a ‘Certificate of Compliance’ was changed to a deposit basis to better capture costs.
o The ‘Landscape Plan Review – Administrative’ fee was modified to read ‘Landscaping Plan / WELO Review’ and was changed to a deposit, as this service is no longer offered inhouse and is processed by consultants. o ‘Lot Line Adjustment/Lot Merger Certificate of Compliance’ was reworded to ‘Lot Line Adjustment/Lot Merger’ to better reflect the services being provided and was changed to a deposit basis to better capture costs.
o ‘Modification of an Approved Plan’ was changed to ‘Modification of an Approved Plan / Revocation’ to better reflect the services being provided. o ‘Peer Review’ was reworded to read ‘Technical Study Review’ to better reflect the related service.
o ‘Planning Staff Plan Review (Hourly)’ was reworded to ‘Planning Staff (Hourly)’ better reflect the services being provided.
o ‘Public Notice (Fixed Fee)’ was changed to ‘Public Notice’ to better reflect the services being provided.
o ‘Sign Review – Design Review Commission (DRC)’ was reworded to read ‘Commission Review’ for clarity.
o ‘Rezoning’ was changed to read ‘Zoning Amendment.’
o Under ‘Use Permit – Conditional – Major’ was changed to ‘Major (Modification to UP)’ to better reflect the services being provided.

The modifications noted ensure that the proposed fee schedule more accurately reflects the services being provided by Planning staff.

DETAILED RESULTS
The Planning Division collects fees for appeals, design reviews, environmental reviews, ministerial permits, use permits, variances, telecommunications, and other administrative reviews. The total cost Agenda Item #8.1:

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calculated for each service includes direct staff costs and Division and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered.

TABLE 10: TOTAL COST PER UNIT RESULTS – PLANNING
Fee Name
Current
Fee Total Cost Difference
Address Assignment New $230 N/A
Annual Monitoring Fee - Affordable Housing New $230 N/A Appeal
Major Permit Appeal
Resident $500 $1,823 ($1,323)
Non - Resident $1,000 $1,823 ($823)
Minor Permit Appeal (Resident & Non-Resident) $500 $781 ($281) Cannabis Application Review
Application Deposit8 $11,000 $11,000 $0
Appeal Fee $2,437 $2,604 ($167)
Cannabis Use Permit New $2,720 N/A
Certificate of Compliance $1,318 $1,302 $16
Demolition or Relocation $849 $1,302 ($453)
Design Review
Major $1,172 $2,604 ($1,432)
Major Modification $390 $1,562 ($1,172)
Minor Permit $633 $1,302 ($669)
Minor Modification $390 $781 ($391)
Environmental Review $20,000 Actual Cost N/A
Exception New $1,302 N/A
Extension - Planning $578 $520 $58
External Consultant Administrative Fee9 15% 15% 0%
General Plan Amendment $17,433 Actual Cost N/A
Home Occupation Permit $81 $230 ($149)
Interpretation (Planning Commission) $155 $579 ($424)
Landscaping Plan / WELO Review Mod. $2,500 N/A
Lot Line Adjustment/Lot Merger $1,318 $1,982 ($664)
Modification of an Approved Plan / Revocation $2,007 $3,241 ($1,234) Music License (Annual Fee) $1,293 $230 $1,063
Planned Development Permit $10,341 Actual Cost N/A
Planning Inspection (Hourly) $170 $260 ($90)
Planning Staff (Hourly) $170 $274 ($104)
Prezoning/Annexation $15,823 Actual Cost N/A
Property Research New $345 N/A
Public Notice $366 $620 ($254)
SB9 Two Units Permit $1,642 $2,604 ($962)
SB9 Urban Lot Split New $2,923 N/A
Sidewalk Seating/Outdoor Display Permit
Sidewalk Seating/Outdoor Display Permit $390 $1,076 ($686) 8 The application deposit is inclusive of the Application Review Fee, Background Check and Zoning Verification Letter. 9 Based on the federal de-minimis indirect rate of 15% to cover general administrative support and oversight of external pass through consultants. This is only for external 3rd party services, not for oversight of augmented consulting staff.

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Fee Name
Current
Fee Total Cost Difference
Annual Renewal $196 $230 ($34)
Sign Review
Administrative $229 $691 ($462)
Commission Review $390 $1,612 ($1,222)
Technical Study Review $5,000 Actual Cost N/A
Tentative Parcel Map (four lots or fewer) $3,929 $4,225 ($296) Tentative Subdivision Map (five or more lots) $11,026 Actual Cost N/A Use Permit
Temporary $552 $520 $32
Major (Modification to UP) $11,187 Actual Cost N/A
Minor $2,099 $1,562 $537
Variance $2,398 Actual Cost N/A
Wine Tasting Use Permit $2,087 $781 $1,306
Wireless Telecommunications Permit $2,087 $2,923 ($836) Wireless Telecommunications Permit Renewal New $781 N/A Zoning Amendment $17,443 Actual Cost N/A
Engineering Consultant Review10
Engineering Plan Check and Inspection New Actual Cost N/A Parcel/Final/Annexation Maps New Actual Cost N/A
Improvement Plan Review New Actual Cost N/A
Lot Line Adjustment/Lot Merger New Actual Cost N/A
The fees charged by the Planning Division are a mix of under and over-recoveries. The fee that shows the largest under-recovery is ‘Design Review – Major’ fee at a difference of around $1,500. The largest overrecoveries are associated with a ‘Music License (Annual Fee)’ and a ‘Wine Tasting Use Permit.’ In both cases, the department has changed the review process since the last fee study, and the new processes take less time and require a lower fee.

ANNUAL REVENUE IMPACT
Based on the prior year’s workload information, Planning has a deficit of roughly $50,000. The following table shows the revenue at the current fee, total projected annual cost, and the resulting difference by major fee category.

TABLE 11: ANNUAL RESULTS – PLANNING
Fee Category
Revenue at Current
Fee
Annual Cost Difference
Demolition or Relocation $1,698 $2,604 ($906)
Design Review $21,096 $46,872 ($25,776)
Exception $6,846 $7,812 ($966)
Home Occupation Permit $1,377 $3,910 ($2,533)
Lot Line Adjustment/Lot Merger $1,318 $1,982 ($664)
Modification of an Approved Plan / Revocation $2,007 $2,007 $0 Planning Staff Plan Review (Hourly) $13,345 $21,509 ($8,164) 10 The 15% surcharge for consultant reviews would be assessed.

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Fee Category
Revenue at Current
Fee
Annual Cost Difference
Prezoning/Annexation $15,823 $15,823 $0
Public Notice $13,542 $22,940 ($9,398)
Sidewalk Seating/Outdoor Display Permit $196 $230 ($34) Sign Review $3,417 $13,357 ($9,940)
Technical Study Review $75,000 $75,000 $0
Tentative Parcel Map (four lots or fewer) $3,929 $3,929 $0 Use Permit $38,249 $32,527 $5,722
Variance $21,582 $21,582 $0
Wine Tasting Use Permit $4,174 $1,562 $2,612
Wireless Telecommunications Permit $4,174 $4,174 $0
Total $227,773 $277,820 ($50,047)
Planning has an annual cost recovery of roughly 80%. The largest under-recovery is in relation to ‘Design Review’ at around $25,000; this is entirely driven by ‘Major’ design reviews. The overall deficit is partially offset by the over-recoveries related to the ‘Use Permit’ and ‘Wine Tasting Use Permit’ categories at around $6,000 and $3,000, respectively. Through this analysis, staff worked with the project team to right-size these fees, ensuring the time to administer these services reflected the current process needed to conduct these reviews.

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The Police Department is responsible for upholding the law to ensure safety within the Sonoma community. The City of Sonoma contracts with Sonoma County Sheriff for police services. The fees examined within this study are collected by the Sheriff’s Office but are administered by and remitted to the City. These fees relate to Dog Licensing, Impound Fees, and Residential Parking Permits. The following subsections discuss fee schedule modifications, detailed per-unit results, and annual revenue impacts for the fee-related services provided by Police.

FEE SCHEDULE MODIFICATIONS
In discussions with Police staff, no modifications were proposed to the current fee schedule.

DETAILED RESULTS
The City of Sonoma administers fees for Dog Licenses, Impound Fees, and Residential Parking Permits.

The total cost calculated for each service includes direct staff costs and Departmental and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered.

TABLE 12: TOTAL COST PER UNIT RESULTS – POLICE
Fee Name Current Fee
Total
Cost Difference
Dog License
Altered $25 $50 ($25)
Unaltered $50 $50 $0
Senior Citizen (62 and Older), Altered $10 $50 ($40)
Senior Citizen (62 and Older), Unaltered $25 $50 ($25)
Duplicate / Transfer $5 $9 ($4)
Impound Fee - Running at Large Picked Up By Staff $63 $83 ($20) Impound Fee - Brought in by the Public $26 $55 ($29)
Residential Parking Permit $25 $27 ($2)
The fees charged by Police under-recover. The largest deficit is in relation to ‘Dog License’ fees, specifically the ‘Senior Citizen (62 and Older), altered’ fee at $40. It is it common for such fees to be subsidized. The smallest under recovery is in relation to the ‘Duplicate / Transfer’ fee at $4.

ANNUAL REVENUE IMPACT
Based on the prior year’s workload information, the City’s Police fees under-recover roughly $7,700. The following table shows the revenue at the current fee, total projected annual cost, and the resulting difference by major fee category.

POLICE
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TABLE 13: ANNUAL RESULTS – POLICE
Fee Category Revenue at Current Fee Annual Cost Difference Dog License $7,725 $15,450 ($7,725)
Total $7,725 $15,450 ($7,725)
Police has an annual cost recovery of roughly 50% due to the dog licensing fees. The City has the option to increase these fees to allow for increased cost recovery of staff time used to provide these services.

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The Public Works Department is responsible for the operation and maintenance of the City’s water and transportation systems. The fees examined in this study include those for encroachments, barricading, plan review and inspection, utilities, and miscellaneous hourly rates. The following subsections discuss fee schedule modifications and detailed per-unit results for the fee-related services provided by Public Works.

FEE SCHEDULE MODIFICATIONS
In discussions with Public Works’ staff, the following modifications were proposed to the current fee schedule:
• Eliminated Fee: Staff proposed removing the ‘Public Works Director Engineer Services Fee (Hourly)’ as this is no longer utilized.
• New Fees: Staff proposed the addition of the following fees as they highlight services already offered but not codified on the fee schedule or additional fees to cover costs not currently recovered:
o ‘Deferral Agreement’
o ‘Door Tag’
o ‘Tree Removal, Alteration, or Relocation Permit’
• Expanded Fees: Staff proposed expanding the following fees to better capture the associated costs:
o ‘Barricading on City Streets’ was modified to include only the first three hours and was expanded to include a fee for each additional hour above three. o The ‘Public Works Administrative and Project Manager and Services Fee,’ ‘Public Works Crew Hourly Rate Normal Business Hours’ fee, and ‘Utility Personnel service Charge Normal Business Hours’ fee were all expanded into a ‘Base’ fee and a ‘Per Hour’ fee. o The ‘Second or Third Notice Annual Back Flow Device Testing’ fee was separated into one fee for the second notice and another fee for the third notice. o The ‘Storm Water Plan Review and Inspection Fee (Hourly)’ was expanded into a ‘Base’ fee, an additional ‘Per Hour’ fee, and separate fee for when these reviews are handled by an outside consultant.
• Modified Fees: The following points represent various rewording of fees that were made to the fee schedule:
o The ‘Engineering Tech Services Fee (Hourly)’ was changed to ‘Engineering Tech Services & Inspection Fee (Hourly)’ to include the inspection aspect. o ‘Utility Crew Service Charge Normal Business Hours’ was changed to ‘Utility Personnel Service Charge Normal Business Hours’ to better reflect the services being offered.

PUBLIC WORKS
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o ‘Water Flow Test’ was changed to ‘Hydrant Flow Test’ to better reflect the services being offered.

The modifications noted above ensure that the proposed fee schedule more accurately reflects the services being provided by Public Works staff.

DETAILED RESULTS
The Public Works Department collects fees for Encroachment Permits, Parking Barricades, Deferral Agreements, Tree Removals, and Utilities. The total cost calculated for each service includes direct staff costs and Departmental and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered.

TABLE 14: TOTAL COST PER UNIT RESULTS – PUBLIC WORKS
Fee Name
Current
Fee
Total
Cost Difference
Public Works
Barricading on City Streets
First Three Hours $268 $657 ($389)
Each Add’l Hour $268 $353 ($85)
Deferral Agreement $129 $207 ($78)
Encroachment Permit Fee
Major $458 $900 ($442)
Minor $216 $497 ($281)
Engineering Tech Services & Inspection Fee (Hourly) $96 $207 ($111) External Consultant Administrative Fee 15% 15%11 0%
Parking Barricades - Placement and Retrieval
Base $278 $562 ($284)
Each Space $20 $25 ($5)
Public Works Administrative & Project Manager Services
Base (Includes 1 Hour) $125 $254 ($129)
Each Add'l Hour $125 $207 ($82)
Public Works Crew12 After Hours Service Charge / Sunday & Holiday Overtime
First 3 Hours $311 $736 ($425)
Per Hour after 3 Hours $160 $229 ($69)
Public Works Crew After Hours Service Charge / Regular
Overtime
First 3 Hours $237 $659 ($422)
Per Hour after 3 Hours $125 $203 ($78)
Public Works Crew Normal Business Hours
Base (Includes 1 Hour) $89 $225 ($136)
Each Add'l Hour $89 $177 ($88)
Public Works News Rack Annual Fee $40 $99 ($59)
Public Works News Rack Initial Permit & Inspection Fee $129 $302 ($173) 11 Based on the federal de-minimis indirect rate of 15% to cover general administrative support and oversight of external pass through consultants. This is only for external 3rd party services, not for oversight of augmented consulting staff. 12 Crew is typically 2 maintenance workers, but the fee is charged per person per base or per hour.

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Fee Name
Current
Fee
Total
Cost Difference
Storm Water Plan Review & Inspection Fees:

Base (Includes 1 Hour) $128 $237 ($109)
Each Add'l Hour $128 $190 ($62)
Consultant New
Actual
Cost N/A
Tree Removal, Alteration, or Relocation Permit $219 $358 ($139) Utilities
Back Flow Device Testing (Backflow Fee) $9 $22 ($13)
Second Notice Annual Back Flow Device Testing $37 $165 ($128) Third Notice Annual Back Flow Device Testing $37 $165 ($128) Hydrant Meter Deposit $3,000 $2,500 $500
Meter Cut Lock Fee $98 $217 ($119)
Meter Testing Fee $137 $293 ($156)
Non-Residential Fire Line Inspection & Bacteria Testing $145 $436 ($291) Utility Personnel Service Charge Normal Business Hours
Base (Includes 1 Hour) $89 $225 ($136)
Each Add’l Hour $89 $177 ($88)
Utility Crew After Hours Service Charge / Regular
Overtime
First 3 Hours $237 $611 ($374)
Per Hour after 3 Hours $125 $203 ($78)
Utility Crew After Hours Service Charge / Sunday &
Holiday Overtime
First 3 Hours $311 $689 ($378)
Per Hour after 3 Hours $160 $229 ($69)
Hydrant Flow Test
Water Flow Test $423 $625 ($202)
Administrative Only $35 $94 ($59)
Water Service
Door Tag New $31 N/A
Payment Reminder Notice $27 $9 $18
Start of Service or Stop of Service (Change of Water
Account Holder) $27 $44 ($17)
Turn On (Delinquent Payment) (per account turn on)
Pursuant to Health & Safety Code section
116914(a)(1), if all conditions in section 3.6.3 of City Water Shutoff Policy are met $50 $75 ($25)
Turn On (Delinquent Payment) (per account turn on)
Pursuant to Health & Safety Code section
116914(a)(1), if all conditions in section 3.6.3 of City Water Shutoff Policy are met – After Hours $150 $157 ($7) Water Shutoff $114 $195 ($81)
The fees charged by the Public Works Division under-recover the associated costs. The largest deficits are in relation to the fees for the first three hours of overtime or Sunday/holiday work for a Utility Crew at around $470 each. The smallest under recovery is in relation to the ‘Each Space’ fee associated with ‘Parking Barricades – Placement and Retrieval’ at just $5. Any over-recoveries shown are associated with deposits, where the City would recover actual costs; as such, they are not true overcharges. The only Agenda Item #8.1:

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exception is the ‘Payment Reminder Notice’, which currently over-recovers by about $20 and should be adjusted.

ANNUAL REVENUE IMPACT
Based on the prior year’s workload information, Public Works has a deficit of roughly $101,000. The following table shows the revenue at the current fee, total projected annual cost, and the resulting difference by major fee category.

TABLE 15: ANNUAL RESULTS – PUBLIC WORKS
Fee Category Revenue at Current Fee Annual Cost Difference Encroachment Permit Fee $61,872 $123,904 ($62,032)
Engineering Tech Services & Inspection Fee $7,392 $15,939 ($8,547) Parking Barricades - Placement and Retrieval $3,336 $6,744 ($3,408) Public Works Hourly Fees $9,117 $22,266 ($13,149)
Storm Water Plan Review and Inspection Fee $512 $948 ($436) Tree Removal, Alteration, or Relocation Permit $2,847 $4,654 ($1,807) Back Flow Device Testing (Backflow Fee) $1,073 $2,623 ($1,550) Hydrant Meter Deposit $24,000 $24,000 $0
Water Hydrant Flow Test $423 $625 ($202)
Water Service $16,389 $26,638 ($10,249)
Total $126,961 $228,341 ($101,380)
Public Works has an annual cost recovery of about 56%. The largest under-recovery is in relation to the ‘Encroachment Permit Fee’, especially the ‘Major’ Fee, which makes up $53,000 of the deficit. Currently, the city charges $458 per major encroachment permit; the total cost was calculated to be $900, resulting in a per-unit deficit of $442. This large per unit deficit, coupled with the 120 times the major encroachment permit was administered in the last year, results in the large cost recovery gap. The department should review these results and adjust the fees as needed to allow for greater cost recovery.

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The Special Events Division coordinates, permits, and facilitates public and private events throughout the City. This division ensures event compliance with City ordinances and safety regulations, manages logistics, and acts as a central point of contact for organizers. The following subsections discuss fee schedule modifications, detailed per-unit results, and annual revenue impacts for the fee-related services provided by Special Events.

FEE SCHEDULE MODIFICATIONS
In discussions with Special Events’ staff, the following modifications were proposed to the current fee schedule:
• New Fees: Staff proposed the addition of the following fees as they highlight services already offered but not codified on the fee schedule:
o ‘Amphitheater Performance’
o ‘Application Approval’ for Special Events
o ‘Amplified Sound’
o ‘Events Manager Fee (hourly)’
o ‘On-Site Banner Storage’
o ‘Picnic Table Rental (4 hours)’
o ‘Private Event’
o Rental Fees for the Cemetery, Other Parks, Rose Garden, and Police / Field of Dreams Parking Lot
o Rental Supplies – Chairs and Tables
• Condensed Fee: The two separate fees for the rental of different Plaza quadrants were combined into a singular rental fee for the rental of one Plaza quadrant. • Expanded Fee: The ‘Alcohol Permit’ was expanded into two subsections: ‘Initial 30 days’ and ‘Renewal (30 days)’ to better account for the differing staff time needed to process these requests. • Modified Fee: The ‘Light Post Banner’ fee was changed from a unit of ‘Per Installation’ to ‘Per Banner’ for clarity.

The modifications noted ensure that the proposed fee schedule more accurately reflects the services being provided by Special Events staff.

DETAILED RESULTS
The Special Events Division collects fees for applications and the associated approvals, alcohol permits, barricading, electrical bollards, banners, and rentals of City spaces. The total cost calculated for each

SPECIAL EVENTS
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service includes direct staff costs and Departmental and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered.

TABLE 16: TOTAL COST PER UNIT RESULTS – SPECIAL EVENTS
Fee Name Current Fee Total Cost Difference
Applications
Private Event
Less than 4 hours and 50 guests New $264 N/A
Wedding Ceremony New $599 N/A
Community Event
Small Scale Event (Under 8 Hours, One Quadrant) $435 $599 ($164) Large Scale Event $1,618 $1,315 $303
Amphitheater Performance New $230 N/A
Film Permit
Low Impact Video Production $577 $750 ($173)
High Impact Video Production $1,433 $1,644 ($211)
Application Approval
Special Events Committee Review New $599 N/A
City Council Approval New $479 N/A
Additional Services
Alcohol Permit
Initial 30 days $331 $312 $19
Renewal (30 days) $331 $115 $216
Amplified Sound New $138 N/A
Barricading of City Property (excluding City streets) $242 $252 ($10) Electrical Bollards
Base $131 $139 ($8)
Per Bollard $19 $26 ($7)
Events Manager Fee (hourly) $107 $138 ($31)
Maintenance Staff Fees (hourly per employee) $160 $160 $0 Street Use Permit $893 $760 $133
Reservation of Public Parking (associated with Special Events) $278 $562 ($284) Light Post Banner Hanging Fee (per banner) $66 $73 ($7) On-Site Banner Storage (per year) New $69 N/A
Rental Fees (Hourly Rates)
Depot Park Parking Lot $1313 $56 ($44)
Depot Park Picnic Area 1, 2, or 3 $6.2514 $36 ($30)
Depot Park Volleyball Area #4 $6.2515 $41 ($35)
Plaza Amphitheater $2516 $61 ($36)
Plaza Horseshoe Pavement Only $2517 $246 ($221)
Plaza - One Quadrant $3818 $162 ($125)
13 Current fee is $100 for 8 hour rental so converted to per hour fee. 14 Current fee is $50 for per day rental so converted to per hour fee based on 8 hours of rental. 15 Current fee is $50 for per day rental so converted to per hour fee based on 8 hours of rental. 16 Current fee is $200 for 8 hour rental so converted to per hour fee. 17 Current fee is $200 for 8 hour rental so converted to per hour fee. 18 Current fee is $300 for 8 hour rental so converted to per hour fee.

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Fee Name Current Fee Total Cost Difference
Plaza Rear Parking Lot (only by exception) $3819 $56 ($19) Other Parks New $109 N/A
Cemetery New $128 N/A
Rose Garden New $40 N/A
Police/Field of Dreams Parking Lot New $113 N/A
Picnic Table Rental (4 hours) New $46 N/A
Add-on Fees
Rental Supplies – Tables (per table) New $11 N/A
Rental Supplies – Chairs (per chair) New $4 N/A
The fees charged by Special Events show a mix of under- and over-recoveries. The ‘Reservation of Public Parking (associated with Special Events)’ fee shows the largest under-recovery at around $284. The largest overcharge is associated with a ‘Large Scale Event’ at around $250. This is due to a change in the way the fee is charged; application approvals associated with the Special Events Committee and City Council have been spit out separately so they are now only charged on those event applications that require them. The second largest over-recovery is associated with the ‘Alcohol Permit – Renewal’ fee at about $220. This underscores the importance of expanding these fees as suggested by City staff.

ANNUAL REVENUE IMPACT
Based on the prior year’s workload information, Special Events has a deficit of about $95,000. The following table shows the revenue at the current fee, total projected annual cost, and the resulting difference by major fee category.

TABLE 17: ANNUAL RESULTS – SPECIAL EVENTS
Fee Category Revenue at Current Fee Annual Cost Difference Applications $25,628 $25,247 $381
Additional Services $20,901 $20,739 $162
Rental Fees $36,950 $132,245 ($95,295)
Total $83,479 $178,231 ($94,752)
Special Events has an annual cost recovery of approximately 47%. The largest under-recovery is in relation to the ‘Rental Fees’, especially the fee associated with Plaza Quadrant rentals, which makes up $75,000 of the deficit. Currently, the city charges $300 per 8-hour rental; the total cost for the same rental period was calculated to be $1,300, resulting in a per-unit deficit of $1,000. This large per unit deficit, coupled with the 75 times this rental was administered in the last year, results in the large cost recovery gap. The department should review these results and adjust the fees appropriately to align with divisional and departmental cost recovery goals.
19 Current fee is $300 for 8 hour rental so converted to per hour fee.

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There are two typical surcharges assessed as part of the development review process: General Plan Maintenance Fee and Technology Fee. Currently, the City of Sonoma does not assess a General Plan Maintenance Fee and only assesses a Technology fee. The following subsections discuss the calculation and application of the General Plan Maintenance Fee and Technology Fee and provides comparative context to other jurisdictions.

GENERAL PLAN MAINTENANCE FEE
A General Plan Maintenance Fee is meant to account for updates to the general plan, zoning ordinance, housing elements, and other long-range planning activities that are part of the larger General Plan.

The General Plan Maintenance Fee is governed by Government Code Section 66014(b), which states that fees “may include the costs reasonably necessary to prepare and revise the plans and policies that a local agency is required to adopt before it can make any necessary findings and recommendations.” This code states that fees can be charged against zoning changes, zoning variances, use permits, building inspections, and filing applications.

More typically, the fee is charged during the building permit phase to ensure that costs are recovered from any development project that makes enough of an impact to require the need for an update to the Zoning Code or the General Plan. This fee should only be applied to major building permits (i.e., new or remodel / tenant improvements) rather than standalone permits for water heaters or electrical outlets.

The project team took the estimated cost associated with updating the General Plan and divided it by the years over which those services would be provided to calculate the annualized cost. The following table breaks out the components that comprise the total annual cost calculation by category.

TABLE 18: GENERAL PLAN MAINTENANCE FEE – ANNUAL COSTS
Task
Estimated
Cost Life (Yrs)
Annualized
Cost
General Plan Update $1,500,000 20 $75,000
Housing Element $250,000 8 $31,250
Total Annual Cost $1,750,000 $106,250
The annual cost to the City for updating their general plan is roughly $106,250. The City currently does not charge a General Plan Maintenance Fee. The project team calculated the full cost of the General Plan Maintenance Fee as a percentage of the Building permit fee. The following table shows this calculation:

TABLE 19: GENERAL PLAN MAINTENANCE FEE CALCULATION
Category Calculation
Annual Cost $106,250
Annual Building Cost $462,789
Advanced Planning Fee 23%

DEVELOPMENT SERVICES SURCHARGES
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As the table indicates, the calculated General Plan Maintenance Fee (referred to on the City fee schedule as the Advanced Planning Fee) is 23% of the Building permit fee. If the Building permit fee was $10,000, the Advanced Planning Fee would be an additional $2,300.

As part of this analysis, the project team conducted a comparative survey of other local jurisdictions and their assessment of a General Plan Maintenance Fee: Cotati, Healdsburg, Petaluma, and Windsor.

Healdsburg charges a $0.35 fee for every $1 of the planning fee (35% of the planning fee). Cotati charges a fee ranging from $0.00 to $0.21 per square foot, depending on the building's occupancy type. Because these fees are charged on different bases, neither is directly comparable to the proposed Advanced Planning Fee.

TECHNOLOGY SURCHARGE
A Technology Fee allows a jurisdiction to support the costs associated with its permitting system, staff time for managing the systems, acquiring the system, mobile devices used for permitting, etc. The project team calculated the technology fee based on the replacement cost of the permitting system and the associated annual licensing and maintenance costs. The following table shows, by line item, the estimated cost for technology-related costs for development activities.

TABLE 20: TECHNOLOGY SURCHARGE COST COMPONENTS
Item Estimated Cost Life (Yrs) Annualized Cost
Software System $2,000,000 25 $80,000
Annual Licensing &
Maint.
$75,500 1 $75,500
Total Annual Cost $155,500
Based upon the items needed to maintain the permitting system, annual technology-related costs are approximately $155,500.

The most defensible methodology for assessing a Technology Fee is based proportionately on a percentage of the permit fee, as the greater the permit fee, the more software utilization and storage space is required. Therefore, the project team took the total Technology Annual Cost and divided it by the annual fee-related cost associated with departments who utilize the permitting software (Building, Planning, Public Works, and Special Events). The following table shows this calculation:

TABLE 21: TECHNOLOGY SURCHARRGE CALCULATION
Category Technology Fee Calculation
Total Annual Technology Cost $155,500
Total Annual Permitting Costs $1,838,335
Technology Surcharge 8%
Based upon this calculation, the City’s full cost Technology fee would be 8% of the permit fee. Therefore, if a permit fee was $100, the Technology fee collected would be $8; whereas if a permit fee was $1,000, the Technology fee collected would be $80.

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The City of Sonoma currently charges a flat rate of $48 per permit; for greater defensibility and a stronger nexus, the project team recommends that the City alter its current fee to be based on a percentage of the permit fee. This structure would enable the Technology Fee to be more proportionately distributed based upon the projects’ impact on the system.

As part of this analysis, the project team conducted a comparative survey of other local jurisdictions and their assessment of a Technology Fee. Among the surveyed jurisdictions, only Cotati charges a technology fee; their fee is a variable rate based on project valuation that ranges from 0.06% of valuation to 0.1% of valuation.

SURCHARGE FUND BEST PRACTICES
It is a best practice to collect and account for General Plan Maintenance and Technology surcharges in separate accounts, as doing so ensures compliance with funding requirements, enables appropriate allocation of funds to general plan or technology-related activities, and mitigates any potential issues with the comingling of funds. As part of this study, we recommend that the City keep track of these fees separately in order to comply with best management practices. The most defensible way to separate these fees is by creating a separate fund or subaccount in the general fund.

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The following sections provide guidance regarding how and where to increase fees, determine annual update factors, and develop cost recovery policies and procedures.

FEE ADJUSTMENTS
This study has documented and outlined on a fee-by-fee basis where the City is under- and overcollecting for its fee-related services. City and Department management will now need to review the study results and adjust fees per Departmental and City philosophies and policies. The following points outline the major options the City has in adjusting its fees:
• Over-Collection: Upon review of the fees that were shown to be over-collecting for costs of services provided, the City should reduce the current fee to be in line with the full cost of providing the service.
• Full Cost Recovery: For fees that show an under-collection for costs of services provided, the City may decide to increase the fee to full cost recovery immediately. • Phased Increase: For fees with significantly low-cost recovery levels, or which would have a significant impact on the community, the City could choose to increase fees gradually over a set period.

The City will need to review the results of the fee study and associated cost recovery levels and determine how best to adjust fees. While decisions regarding fees that currently show an over-recovery are straightforward, the following subsections provide further detail on why and how the City should consider either implementing Full Cost Recovery or a Phased Increase approach to adjusting its fees.

FULL COST RECOVERY
Based on the permit or review type, the City may wish to increase the fee to cover the full cost of providing services. Certain permits may be close to cost recovery already, and an increase to full cost may not be significant. Other permits may have a more significant increase associated with full cost recovery.

Increasing fees associated with permits and services that are already close to full cost recovery can potentially bring a Department’s overall cost recovery level higher. Often, these minimal increases can provide necessary revenue to counterbalance fees that cannot be increased.

The City should consider increasing fees for permits for which services are rarely engaged to full cost recovery. These services often require specific expertise and can involve more complex research and review due to their infrequent nature. As such, setting these fees at full cost recovery will ensure that when the permit or review is requested, the City is recovering the full cost of its services.

COST RECOVERY CONSIDERATIONS
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PHASED INCREASES
Depending on current cost recovery levels, some current fees may need to be increased significantly to comply with established or proposed cost recovery policies. Due to the type of permit or review or the amount by which a fee needs to be increased, it may be best for the City to use a phased approach to reaching its cost recovery goals.

As an example, you may have a current fee of $200 with a full cost of $1,000, representing 20% cost recovery. If the current policy is 80% cost recovery, the current fee would need to increase by $600, bringing the fee to $800, to comply with proposed recovery levels. Assuming this service is something the City provides quite often and affects various members of the community, an instant increase of $600 may not be feasible. Therefore, the City could take a phased approach, whereby it increases the fee annually over a set period until cost recovery is achieved.

Raising fees over a set period not only allows the City to monitor and control the impact to applicants but also ensure that applicants have time to adjust to significant increases. Continuing with the example above, the City could increase the fee by $150 per year for the next four years, spreading out the increase. Depending on the desired overall increase and the impact to applicants, the City could choose to vary the number of years by which it chooses to increase fees. However, the project team recommends that the City not phase increases for periods greater than five years, as that is the maximum window after which a comprehensive fee assessment should be completed.

ANNUAL ADJUSTMENTS
Conducting a comprehensive analysis of fee-related services and costs annually would be quite cumbersome and costly. The general recommendation is that a comprehensive fee analysis should be conducted every three to five years. This allows jurisdictions to ensure they account for organizational changes, such as staffing levels and merit increases, and process efficiencies, code or rule changes, or technology improvements. Developing annual update mechanisms allow jurisdictions to maintain current levels of cost recovery, while accounting for increases in staffing or expenditures related to permit services. The two most common types of update mechanisms are Consumer Price Index (CPI) and Cost of Living Adjustment (COLA) factors. The following points provide further detail on each of these mechanisms:
• COLA / Personnel Cost Factor: Jurisdictions often provide their staff with annual salary adjustments to account for increases in local cost of living. These increases are not tied to merit or seniority but rather meant to offset rising costs associated with housing, gas, and other livability factors. Sometimes these factors vary depending on the bargaining group of a specific employee. Generally, these factors are around two or three percent annually. • CPI / ECI Factor: A common method of increasing fees or cost is to look at regional cost indicators, such as the Consumer Price Index or Employment Cost Index. These factors are calculated by the Bureau of Labor Statistics, are put out at various intervals within a year, and are specific to states and regions.

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The City of Sonoma should pick one of these factors to ensure that fees are increased in alignment with cost increases.

POLICIES AND PROCEDURES
This study has identified areas where the City is under-collecting the costs associated with providing services. This known funding gap is therefore being subsidized by other City revenue sources.

Development of cost recovery policies and procedures will ensure that current and future decision makers understand how and why fees were determined and set and provide a road map to ensure consistency moving forward. The following subsections outline typical cost recovery levels and discuss the benefits of developing target cost recovery goals and procedures for increasing cost recovery.

TYPICAL COST RECOVERY
The Matrix Consulting Group has extensive experience in analyzing local government operations across the United States and has calculated typical cost recovery ranges. The following table outlines cost recovery ranges by major service area.

TABLE 22: TYPICAL COST RECOVERY RANGES BY MAJOR SERVICE AREA Service Areas Typical Cost Recovery Ranges
Building 80-100%
Finance 20-40%
Planning 50-80%
Police 20-50%
Public Works 80-100%
Special Events 20-50%
The following graph depicts how Sonoma compares to industry cost recovery range standards.

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Police and Special Events are within the typical cost recovery range, while Finance and Planning are above the typical cost recovery range, and Building and Public Works are below the typical cost recovery range.

DEVELOPMENT OF COST RECOVERY POLICIES AND PROCEDURES
The City should review the current cost recovery levels and adopt a formal policy regarding cost recovery.

This policy can be general in nature and can apply broadly to the City as a whole or to each department and division specifically. A department-specific cost recovery policy would allow the City to better control the cost recovery associated with different types of services being provided and the community benefit received.

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As part of the Cost of Services (User Fee) study for the City of Sonoma, Matrix Consulting Group conducted a comparative survey of user fees. The City identified four municipalities to be included in the comparative survey: Cotati, Healdsburg, Petaluma, and Windsor. The project team then reviewed public documents (i.e., agenda items, staff reports, budgets, fee schedules, and ordinances) and or contacted jurisdictions to get comparative information.

While this full report provides the City with a reasonable estimate and understanding of the true costs of providing services, many jurisdictions also wish to benchmark themselves against other comparable jurisdictions to understand the local “rates” for comparable services. This type of comparative analysis allows for the City to assess what types of changes in fee levels their community can bear. However, benchmarking does not provide adequate information regarding the relationship of other jurisdictions’ costs to their fees (i.e., policy decisions to subsidize, cost recovery goals, etc.). To contextualize this portion of the analysis, the project team provided economic and recency factors for the comparable jurisdictions.

The following sections detail various factors to consider when reviewing comparative survey results, as well as graphical comparisons of current fees and total calculated costs for various permits issued or services provided by the City.

ECONOMIC FACTORS
To provide additional context to the comparative survey information, the project team collected economic factors for the jurisdictions included. Three important economic factors to consider when comparing fees across multiple jurisdictions are: population, budget, and workforce size. These factors can impact how and when fees are administered, as a jurisdiction with a smaller population may choose to not charge a fee, or a smaller workforce size may inhibit their ability to administer a fee.

The following tables rank each jurisdiction from smallest to largest for each of these economic factors:

TABLE 23: RANKING OF JURISDICTIONS BY POPULATION
Jurisdiction Population20
Cotati 7,290
Sonoma 10,507
Healdsburg 10,972
Windsor 25,625
Petaluma 59,094
20 California Finance estimates as of 1/1/2024 were used to determine each jurisdiction’s population.

APPENDIX – COMPARATIVE SURVEY
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TABLE 24: RANKING OF JURISDICTIONS BY CITYWIDE TOTAL BUDGET Jurisdiction FY25-26 Budget21
Cotati $32,919,407
Sonoma $44,686,774
Healdsburg $98,159,229
Windsor $130,171,135
Petaluma $243,362,430
TABLE 25: RANKING OF JURISDICTIONS BY FTE
Jurisdiction FY25-26 Authorized FTE
Sonoma 46.50
Cotati 49.80
Windsor 123.54
Healdsburg 146.00
Petaluma 417.40
When compared to the surveyed jurisdictions, the City of Sonoma ranks below the median in terms of population, FTE, and budget.

RECENCY FACTOR
While the above comparative information can provide some perspective when paralleling Sonoma’s fees with surveyed jurisdictions, other key factors to consider are when a jurisdiction’s fee schedule was last updated and when the last comprehensive analysis was undertaken. It is important to note that even though jurisdictions may have conducted recent fee studies, their fees are not always adopted at full cost recovery. The comparative results only show the adopted fee for the surveyed jurisdiction, not necessarily the full cost associated with the comparable service. The following tables detail when each surveyed jurisdiction last updated its fee schedule and last conducted a fee analysis:

TABLE 26: LAST FEE SCHEDULE UPDATE
Jurisdiction Response
Cotati 2025
Healdsburg 2025
Petaluma 2025
Windsor 2025
TABLE 27: LAST FEE STUDY CONDUCTED
Jurisdiction Response
Cotati 2021
Healdsburg 2019
Petaluma 2024
Windsor N/A
21 To ensure appropriate comparisons, full operating budget (all funds) has been used for all jurisdictions.

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All of the surveyed jurisdictions have published an updated fee schedule within the last year. However, only Cotati and Petaluma have conducted a fee study within the last five years, and Windsor has not conducted a fee study in the last 10+ years.

ADDITIONAL FACTORS
Along with keeping the statistics outlined in the previous sections in mind, the following issues should also be noted regarding the use of market surveys in the setting of fees for service:
• Cost Recovery Factors: Each jurisdiction and its fees are different, and many are not based on the actual cost of providing services as various policy decisions may subsidize services. • Fee Variance Factors: A fee with the same name may encompass different types of services or activities across jurisdictions. Variability may stem from differences in service delivery models (e.g., in-house vs. contracted), the scope of work included under the fee, and staffing configurations, all of which can influence how indirect and overhead costs are allocated.

In addition to the issues noted, market surveys can also run the risk of creating a confusing excess of data that will obscure rather than clarify policy issues. Because each jurisdiction is different, the Matrix Consulting Group recommends that the information contained in the market comparison of fees be used as a secondary decision-making tool, rather than the primary method for determining an acceptable price point for services.

COMPARATIVE SURVEY RESULTS
As part of this study, the project team conducted a survey of how the City’s current user fees and calculated full cost compare to other identified jurisdictions. The following subsections provide a comparative look at several fee-related services provided by the City versus the surveyed jurisdictions.

BALCONY/DECK/PORCH/PATIO COVER
Building currently charges a fee of $361 for plan check and inspection of a Balcony/Deck/Porch/Patio Cover. Through this study, the project team calculated the full cost of this service to be $442. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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Sonoma’s current fee is the lowest among the jurisdictions at $361. Its full cost of $442 is also below the jurisdictional average of $987. The City’s current fee and full cost is most similar to Windsor’s fee of $680. It is important to note that none of the surveyed jurisdictions had a flat fee for this type of project, so all fees were based on a project valuation of $15,000. 1 AND 2 FAMILY RE-ROOFING
Building currently charges a fee of $388 for plan check and inspection of a one- or two-family re-roof.

Through this study, the project team calculated the full cost of this service to be $293. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is in the middle when compared to the other jurisdictions at $388. The full cost of $293 is below the jurisdictional average of $559. The City’s current fee is most similar to Petaluma’s fee of $373, while the calculated full cost is most comparable to Healdsburg’s fee at $310. It is important to note that Cotati, Healdsburg, and Petaluma had flat fees, while Windsor’s fee was based on a valuation of $25,000.

SWIMMING POOL, PRIVATE RESIDENTIAL
Building currently charges a fee of $795 for plan check and inspection of a private residential swimming pool valued at $30,000. Through this study, the project team calculated the full cost of this service to be $1,774. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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Sonoma’s current fee is the lowest among the jurisdictions at $795. The full cost of $1,774 is near the jurisdictional average of $1,802. The City’s current fee is most similar to Windsor’s fee of $1,185, while the calculated full cost is most comparable to Cotati’s fee at $1,863. It is important to note that of the surveyed jurisdictions, only Windsor had a flat fee; for Cotati, Healdsburg, and Petaluma, the project valuation was utilized.

NEW SINGLE FAMILY HOME
Building currently charges a fee of $3,453 for the plan review and inspection of a new 2,500 square foot single family home valued at $500,000. Through this study, the project team calculated the full cost of providing this service to be $6,917. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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Sonoma’s current fee and full cost fall below the jurisdictional average of $10,584. The City’s current fee is most comparable to Cotati’s fee of $5,867, while the full cost falls between Cotati’s fee and Windsor’s fee ($8,694).

TENANT IMPROVEMENT - SFD / DUPLEX
Building currently charges a fee of $1,285 for plan check and inspection of a Tenant Improvement for a SFD or Duplex that is 750 sq ft and valued at $150,000. This fee includes both plan check and inspection.

Through this study, the project team calculated the full cost of this service to be $1,582. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is the lowest among the jurisdictions at $1,285. The full cost of $1,582 is also below the jurisdictional average of $4,637. The City’s current fee and total cost are most similar to Windsor’s fee of $3,414.

NEW BUSINESS
Building currently charges a fee of $10,451 for the plan check and inspection of a new business that is 20,000 sq ft, valued at $6 million. Through this study, the project team calculated the full cost of this service to be $17,754. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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Sonoma’s current fee is the lowest among the rest of the jurisdictions at $10,451. Their full cost of $17,754 is also below the jurisdictional average of $63,107. The City’s current fee and full cost are most similar to Cotati’s fee of $27,632.

TENANT IMPROVEMENT - MULTI-FAMILY / COMMERCIAL
Building currently charges a fee of $2,161 for the plan check and inspection of a Multi-Family / Commercial Tenant Improvement that is 2,000 sq. ft., valued at $350,000. Through this study, the project team calculated the full cost of this service to be $4,120. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is the lowest among the rest of the jurisdictions at $2,161. Their full cost of $4,120 is also below the jurisdictional average of $8,021. The City’s current fee and full cost is most similar to Cotati’s fee of $5,979.

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TOBACCO RETAILER LICENSE
Finance currently charges a fee of $275 for a Tobacco Retailer License. Through this study, the project team calculated the full cost of this service to be $284. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is the lowest among the jurisdictions at $275. Their full cost of $284 is below the jurisdictional average of $497. The City’s current fee and full cost are most similar to Healdsburg’s fee of $460.

MAJOR DESIGN REVIEW
Planning currently charges a fee of $1,172 for a Major Design Review. Through this study, the project team calculated the full cost of this service to be $2,604. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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Sonoma’s current fee is the lowest among the jurisdictions at $1,172. Their full cost of $2,604 is below the jurisdictional average of $5,993. The City’s current fee and total cost are most similar to Cotati’s fee of $2,394.

LOT LINE ADJUSTMENT / LOT MERGER
Planning currently charges a fee of $1,318 for their review of a Lot Line Adjustment / Lot Merger.

Through this study, the project team calculated the full cost of this service to be $1,982. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is the lowest among the jurisdictions at $1,318. The full cost of $1,982 is below the jurisdictional average of $2,845. The City’s current fee is most similar to Windsor’s fee of $1,776, while the full cost is most similar to Healdsburg’s fee at $2,090. It is important to note, however, that Sonoma’s fee is only intended to cover Planning’s Review and does not include Engineering review; as such, it may not be directly comparable to the fees of other jurisdictions.

TEMPORARY USE PERMIT
Planning currently charges a fee of $552 for a Temporary Use Permit. Through this study, the project team calculated the full cost of this service to be $520. The following graph shows how Sonoma’s current fee and full cost compare to surveyed jurisdictions.

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Sonoma’s current fee and full cost are below the jurisdictional average of $1,325. Both are most similar to Petaluma’s fee of $549.

CONDITIONAL USE PERMIT - MAJOR
Planning currently charges a fee of $11,187 for a Conditional Use Permit - Major. Through this study, the project team calculated the full cost of this service to be $2,923. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is the highest among the rest of the jurisdictions at $11,187. Their full cost of $2,604 is below the jurisdictional average of $4,875. The City’s total cost is most similar to Healdsburg’s fee of $3,022.

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MATRIX CONSULTING GROUP 54

VARIANCE
Planning currently charges a fee of $2,398 for a Variance. Through this study, the project team calculated the full cost of this service to be $2,923. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is the lowest when compared to the rest of the jurisdictions at $2,398. Their full cost of $2,923 is below the jurisdictional average of $4,356. The City’s current fee and total cost are most similar to Healdsburg’s fee of $2,561.

DOG LICENSE - ALTERED
Police currently charges a fee of $25 for a Dog License - Altered. Through this study, the project team calculated the full cost of this service to be $50. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 55
Sonoma’s current fee is the highest when compared to the rest of the jurisdictions at $25. Their full cost of $50 is above the jurisdictional average of $18. The City’s current fee is most similar to Cotati’s and Windsor’s fee of $20.

IMPOUND FEE
Police currently charges a fee of $63 for an Impound Fee. Through this study, the project team calculated the full cost of this service to be $83. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is the lowest when compared to the rest of the jurisdictions at $63. Their full cost of $83 is below the jurisdictional average of $239. The City’s current fee and full cost are not comparable to the surveyed jurisdictions.

BARRICADING ON CITY STREETS
Public Works currently charges a fee of $268 for Barricading on City Streets. Through this study, the project team calculated the full cost of this service to be $657. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 56
Sonoma’s current fee is in the middle when compared to the rest of the jurisdictions at $268. Their full cost of $657 is above the jurisdictional average of $257. The City’s current fee is most similar to Healdsburg’s fee of $323.

MINOR ENCROACHMENT PERMIT
Public Works currently charges a fee of $216 for a Minor Encroachment Permit. Through this study, the project team calculated the full cost of this service to be $497. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is the second lowest among the rest of the jurisdictions at $216. Their full cost of $497 is above the jurisdictional average of $305. The City’s current fee is most similar to Healdsburg’s fee at $245, whereas the full cost is most similar to Petaluma’s fee of $608.

TREE REMOVAL, ALTERATION, OR RELOCATION
Public Works currently charges a fee of $219 for a Tree Removal, Alteration, or Relocation. Through this study, the project team calculated the full cost of this service to be $358. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 57
Sonoma’s current fee is the lowest when compared to the rest of the jurisdictions at $219. Their full cost of $358 is below the jurisdictional average of $927. The City’s current fee and total cost are most similar to Cotati’s fee of $803.

BACK FLOW DEVICE TESTING
Public Works currently charges a fee of $9 for a Back Flow Device Testing. Through this study, the project team calculated the full cost of this service to be $22. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is the lowest when compared to the rest of the jurisdictions at $9. Their full cost of $22 is below the jurisdictional average of $110. The City’s current fee and full cost is most similar to Cotati’s fee of $83.

WATER SERVICE - START OF SERVICE OR STOP OF SERVICE
Public Works currently charges a fee of $27 to start or stop a water service. Through this study, the project team calculated the full cost of this service to be $44. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 58
Sonoma’s current fee is the lowest when compared to the rest of the jurisdictions at $27. Their full cost of $43 is also below the jurisdictional average of $50. The City’s current fee and full cost are most similar to Cotati’s fee of $38.

SMALL SCALE COMMUNITY EVENT WITH SPECIAL EVENTS COMMITTEE REVIEW Special Events currently charges a fee of $435 for a Small-Scale Community Event with Special Events Committee Review. Through this study, the project team calculated the full cost of this service to be $1,1198. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is the second highest among the rest of the jurisdictions at $435. Their full cost of $1,232 is above the jurisdictional average of $246. The City’s current fee is most similar to Petaluma’s fee of $511.

FILMING PERMIT - LOW IMPACT VIDEO PRODUCTION
Special Events currently charges a fee of $577 for a Filming Permit with Low Impact Video Production.

Through this study, the project team calculated the full cost of this service to be $750. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 59
Sonoma’s current fee is the second highest when among the rest of the jurisdictions at $577. Their full cost of $750 is above the jurisdictional average of $342. The City’s current fee and total cost are most similar to Petaluma’s fee of $783.

DEPOT PARK PARKING LOT - 8 HOURS
Special Events currently charges a fee of $100 to rent the Depot Park Parking Lot for 8 hours. Through this study, the project team calculated the full cost of this service to be $454. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

Sonoma’s current fee is lowest when compared to the rest of the jurisdictions at $100. Their full cost of $454 is slightly above the jurisdictional average of $412. The City’s current fee is most similar to Windsor’s fee of $225, whereas the full cost is most similar to Healdsburg’s fee of $599.

DEPOT PARK PICNIC AREA 1, 2, OR 3 RENTAL - 4 HOURS
Special Events currently charges a fee of $50 to rent Depot Park Picnic Area 1, 2, or 3 per rental, regardless of the number of hours. Through this study, the project team calculated the full cost of this service to be $144 for a 4 hour rental. The following graph shows how Sonoma’s current fee and full cost compare to the surveyed jurisdictions.

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DRAFT SONOMA FEE STUDY REPORT
MATRIX CONSULTING GROUP 60
Sonoma’s current fee is the lowest when compared to the rest of the jurisdictions and its full cost is below the jurisdictional average of $216. It’s full cost fee is closest to Windsor’s fee of $168.

SUMMARY
Overall, Sonoma generally has current fees that are lower than the fees of the other surveyed jurisdictions. Of the surveyed jurisdictions, Sonoma’s current fees are most comparable to Cotati and Windsor. At the same time, the City’s full cost calculated is generally most comparable to the fees charged by Cotati. It is important to note that the results of this survey only show the fees adopted by the council, not the cost recovery policy decisions for departments or a jurisdiction. As such, the results of this survey should be used as a secondary decision-making tool.

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Matrix Consulting Group 1
February 27, 2026
In-Lieu Fees
The City of Sonoma (referred to as Sonoma or City) contracted with the Matrix Consulting Group to conduct a Development Impact Fee Study. The study was divided into two sections: Phase I, which would determine, based on projected population growth, if a nexus for the creation/update of Impact Fee exists; and Phase II, which would calculate the development impact fees based on the nexus identified in Phase I. The results of Phase I indicated that there was no nexus for impact fees; however, it did identify that the City does have the option to implement in-lieu fees. The following subsections discuss the inlieu fees (including the City’s authority to charge), the calculation of the in-lieu fees, comparison, and implementation options.

IN-LIEU FEES
In-Lieu Fees are different than impact fees. An impact fee is imposed; whereas an in-lieu fee provides the developer or applicant the option to mitigate the impact themselves or pay the city a fee “in-lieu” of mitigating that impact. The City of Sonoma based on its municipal code has the authority to charge three different kinds of in-lieu fees: Parking1, Trees2, and Public Art3.

While In-Lieu fees are not subject to the Mitigation Fee Act (AB1600 and AB602), they are generally developed utilizing the same principles – only capital costs, and the impact should be proportional to the new development. The same strict methodology principles were utilized in the calculation of these in-lieu fees.

IN-LIEU FEE CALCULATIONS
The three in-lieu fees that could be calculated for the City are Parking, Tree, and Public Art. These are fairly common in-lieu fees seen across the state. The purpose of an in-lieu fee is primarily meant to offset the direct material or infrastructure costs associated with the activity. The following points describe the components incorporated into each in-lieu fee calculation:
• Parking: For this in-lieu fee the per space cost was based on the average cost of construction for parking spaces varying form a low of $8,000 per space to a high of $70,000 per space depending on whether it’s a surfaced lot or a parking structure.
• Tree: The tree in-lieu fee is based on the recent cost estimate from another bay area jurisdiction regarding their cost to replace a 15 gallon tree.
• Public Art: This in-lieu fee was calculated based on the estimated annual public art installation budget in the City’s current budgeted information of roughly $15,000 as a proportion of new commercial / multi-family valuation projects. These fees are typically charged on major tenant improvements or brand new commercial or muti-family projects. You would not charge this fee on 1 Chapter 19.48.050
2 Chapter 12.08.110
3 Chapter 19.51.030
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In-Lieu Fee Results Sonoma, CA
Matrix Consulting Group 2
small Tenant Improvements or small mechanical, electrical, plumbing projects for commercial or multi-family projects.

The following table shows the full cost calculated for each type of in-lieu fee:

TABLE 1: CITY OF SONOMA – IN-LIEU FEES
Type In-Lieu Fee
Parking $32,000 per space
Tree $700 per 15 gallon tree
Public Art
1% of Project Valuation for non-single family residential projects
As the table indicates, each of the in-lieu fee basis is different as it is proportional to the impact associated with the infrastructure. For the parking in-lieu it is based on the cost associated with constructing a parking space, for tree it is based on the cost associated with replacement of a tree, and for public art it is based on the cost associated with art installation as a factor of the project valuation.

COMPARATIVE SURVEY
The following table shows by in-lieu fee type, the fee charged by other comparable jurisdictions:

TABLE 2: COMPARATIVE SURVEY
Type Sonoma Cotati Healdsburg Petaluma Windsor
Parking $32,000 N/A $18,543.60 N/A N/A
Tree $700 N/A N/A N/A
Calculated for
each project
Public Art 1% N/A N/A 1% N/A
As the table indicates, not all surrounding jurisdictions charge the same impact fees, but most do charge at least one of the in-lieu fees proposed by Sonoma. The City’s parking fee is higher than Healdsburg’s, but its Public Art is in alignment with Petaluma’s.

IMPLEMENTATION
The City already has the municipal authority to implement these in-lieu fees, and they do not require a strict nexus analysis. This memo provides the analysis of the in-lieu fee calculations, which account only for the cost of constructing or installing the materials. The City should review these in-lieu fees and consider adopting them via resolution. The parking in-lieu fee amount should be updated annually based on the construction cost index, the tree amount should be reviewed annually and updated based on the new cost of a 15-gallon tree, and the public art amount should remain the same, as it is percentagebased and the fee amount will automatically increase as the project valuation rises. Even though the City is transitioning its building permit fees away from valuation, it still must collect valuation for state surcharges, so valuation can be used to administer the public art fee.

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Updated Sonoma Master Fee Schedule by Service Area 100Percent Cost Recovery Old Item No.

New Item
No. Fee Name Unit Current Fee Total Cost
Recommended
Fee Fee Type Difference % Change
Administrative Fees
CA-07 CC-1 Agenda Packet Subscription Annual $726 $785 $785 User Fee $59 8% CA-08 CC-2 Agendas Only Subscription Each $290 $418 $418 User Fee $128 44% CA-10 CC-3 Appeal (Administrative) Each $257 $443 $443 User Fee $186 72% CA-05 CC-4 Media Duplication Each $114 $142 $142 GOV § 7922.530 $28 25% CA-06 CC-5 Municipal Code Supplement Service Each $57 $71 $71 User Fee $14 25% CA-00 CC-6 Photocopy Fee
First 10 Copies Base NEW $2.50 $2.50 GOV § 7922.530
10+ Copies Each Add'l Copy $0.25 $0.25 $0.25 GOV § 7922.530 $0 0% Campaign Disc and Stmt of Econ Interest
Copy Each $0.10 $0.10 $0.10 GOV § 81008 $0 0%
Retrieval fee Per Request $5 $5 $5 GOV § 81008 $0 0%
CA-02 CC-7 Printing Large City Maps Each $10 $10 $10 GOV § 7922.530 $0 0% CA-03 CC-8 Returned Checks
First Incident Each $25 $25 $25 CIV § 1719(a) $0 0%
Second and Subsequent Incident Each $35 $35 $35 CIV § 1719(a) $0 0% CA-12 CC-9 Tobacco Retailers License Each $275 $284 $284 User Fee $9 3% CC-10 Wedding Filing Fee Each New $427 $427 User Fee
CC-11 City Council Chamber Use Each New $161 $161 User Fee CC-12 Notary Each $15 $15 $15 GOV § 8223 (b) $0 0%
Administrative 1 of 24
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Updated Sonoma Master Fee Schedule by Service Area 100Percent Cost Recovery Old Item No. New Item No. Fee Name Unit Current Fee Total Cost Recommended
Fee Fee Type Difference % Change
Building
BL-1 Advance Planning Surcharge % of Permit Fee New 23% 23% Surcharge BL-11 BL-2 Appeal Fee Each $966 $2,198 $2,198 User Fee $1,232 128% BL-96 BL-3 CA Building Standards Administrative Special Revolving Fund Per $1,000 Valuation Each $4 $4 $4 HSC § 18931.6 $0 0%
BL-95 BL-4 CA Strong Motion Instrumentation and Seismic Mapping Fee (CSMIP) Group R Occupancy (Per $100,000) $13 $13 $13 PRC § 2705 $0 0% All Other Building Types (Per $100,000) $28 $28 $28 PRC § 2705 $0 0% BL-91 BL-5 Capital Improvement Fee (Tax SMC § 3.24.060) $0 BL-91 For each added bedroom Each $68 $68 $68 Impact Fee $0 0% BL-91 For one-bedroom dwelling Each $410 $410 $410 Impact Fee $0 0% BL-91 For three or more bedroom dwelling Each $614 $614 $614 Impact Fee $0 0% BL-91 For two-bedroom dwelling Each $478 $478 $478 Impact Fee $0 0% BL-91 Commercial & Industrial Buildings Per Sq Ft $0.19 $0.19 $0.19 Impact Fee $0 0% BL-15 BL-6 Change of Use or Occupancy Review (Building Survey) Each $686 $1,705 $1,705 User Fee $1,019 149% BL-90 BL-7 Contractor's Business License Tax on Permit
BL-90 Per $1,000 Valuation Per $1,000 Valuation $1 $1 $1 Taxes $0 0% BL-97 BL-8 Development Impact Fee
BL-97 Affordable Housing Impact Fee, Nonresidential (Reso 12-2020) Office Per Sq Ft $4 $4 Impact Fee 0%
Retail Per Sq Ft $4 $4 Impact Fee 0%
Hotel Per Sq Ft $15 $15 Impact Fee 0%
BL-98 Fire (Reso
Single Family Housing Per Sq Ft $1.72 $1.72 Impact Fee
Multi Per Sq Ft $2.91 $2.91 Impact Fee
Express and Limited Scope Permits
BL-9 Awning Each $88 $442 $442 User Fee $354 402%
BL-40 BL-10 Balcony/Deck/Porch/Patio Cover Each New $442 $442 User Fee BL-22 BL-11 Building Demolition Each $355 $738 $738 User Fee $383 108% BL-23 BL-12 Building Relocation Each $710 $1,774 $1,774 User Fee $1,064 150% BL-52 BL-13 Electric Vehicle Charging Station (EVCS) Level 1 or 2 Each $88 $369 $369 User Fee $281 319% BL-53 BL-14 Electrical Panel, Replace Existing (under 600A) Each $118 $442 $442 User Fee $324 275% BL-51 BL-15 Energy Storage System (ESS) with capacity of 27 kWh or less Each $177 $591 $591 User Fee $414 234% BL-61 BL-16 Gas Fireplace Insert Each $177 $370 $370 User Fee $193 109% BL-55 BL-17 Generator Standby - Dwelling Unit Residential (30 kW or less) Each $236 $591 $591 User Fee $355 150% BL-76 BL-18 Hood Fire Suppression System (Building Each $88 $442 $442 User Fee $354 402% BL-60 BL-19 HVAC Equipment Replacement (less than 400k
First Each $148 $146 $146 User Fee -$2 -1%
Each Additional (at same time) Each $74 $73 $73 User Fee -$1 -1% BL-32 BL-20 Modular and Manufactured Housing % of Permit Fee 25% 25% 25% User Fee $0 0% BL-21 Repairs
Building 2 of 24
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Updated Sonoma Master Fee Schedule by Service Area 100Percent Cost Recovery Old Item No. New Item No. Fee Name Unit Current Fee Total Cost Recommended
Fee Fee Type Difference % Change
Structural Each New $591 $591 User Fee
Non-Structural Each New $442 $442 User Fee
BL-30 BL-22 Re-Roofing
1 and 2 Family Each $177 $293 $293 User Fee $116 66%
Nonresidential and Multifamily Each $355 $663 $663 User Fee $308 87% BL-42 BL-23 Residential Bathroom Renovation (No removal or adding walls) First Bathroom Renovation Base $473 $879 $879 User Fee $406 86% Each additional bathroom renovation performed under the same permit Each Add'l Bathroom $236 $439 $439 User Fee $203 86% BL-71 BL-24 Residential Heat Pump Water Heater or Tankless Water Heater Conversion Each $148 $295 $295 User Fee $147 99% BL-43 BL-25 Residential Kitchen Renovation (No removal or adding walls) Each $473 $879 $879 User Fee $406 86% BL-70 BL-27 Residential Water Heater Replacement
First Each $118 $146 $146 User Fee $28 24%
Each Additional (at same time) Each $24 $73 $73 User Fee $49 204% BL-41 BL-28 Residential Window and Door Replacement Each $148 $293 $293 User Fee $145 98% BL-29 Retaining Wall Each New $663 $663 User Fee
BL-44 BL-30 Siding Repair or Replacement Each $177 $442 $442 User Fee $265 150% BL-31 Signs (Up to 2)
BL-38 Illuminated Each $148 $295 $295 User Fee $147 99% BL-39 Nonilluminated Each $88 $295 $295 User Fee $207 235% BL-20 BL-32 Single Inspection Permit Each $148 $295 $295 User Fee $147 99% BL-33 Spa/Hot Tub Each New $1,327 $1,327 User Fee
BL-36 BL-34 Swimming Pool, Private Residential Each $710 $1,774 $1,774 User Fee $1,064 150% BL-37 BL-35 Swimming Pool, Public Each $947 $2,366 $2,366 User Fee $1,419 150% BL-54 BL-36 Temporary Power Pole for Construction Each $88 $146 $146 User Fee $58 66% Hourly Services, Building Department
BL-05 BL-38 During City Hall Business Hours
Plan Check Per Hour $118 $298 $298 User Fee $180 153%
Inspection Per Hour $118 $293 $293 User Fee $175 148%
BL-08 BL-39 Off-Hour
Plan Check Per Hour $278 $337 $337 User Fee $59 21%
Inspection Per Hour $278 $293 $293 User Fee $15 5%
BL-40 Investigation Fee
BL-13 Minimum (Compliance Response Within 30 Days) Each $414 $1,040 $1,040 User Fee $626 151% BL-14 Standard (More than 30 Day Compliance Response Each $959 $1,838 $1,838 User Fee $879 92% BL-18 BL-41 Outside Consultant Services Fee Each Actual Cost 15% User Fee BL-09 BL-42 Permit Application Extension Fee Each $77 $215 $215 User Fee $138 179% BL-04 BL-44 Plan Check Fee % of Permit Fee Modified 75% 75% User Fee BL-45 Planning Review of Building Application % of Permit Fee New 10% 10% BL-12 BL-46 Refund Processing Fee Each $78 $211 $211 User Fee $133 171% BL-47 Re-Inspection / Additional Inspection Each New $293 $293 User Fee BL-93 BL-48 Technology Fee % of Permit Modified 8% 8% Surcharge Building 3 of 24
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Updated Sonoma Master Fee Schedule by Service Area 100Percent Cost Recovery Old Item No. New Item No. Fee Name Unit Current Fee Total Cost Recommended
Fee Fee Type Difference % Change
BL-16 BL-49 Temporary Use/Occupancy Fee Each $195 $448 $448 User Fee $253 130% BL-03 BL-50 Training and Certification Fee Each $11 $7 $7 User Fee -$4 -36% BL-51 Base Fee - One Trade (No Plan Check Included) Each Modified $293 $293 User Fee BL-52 Two Trades Each Modified $293 $293 User Fee
BL-53 Three Trades Each Modified $439 $439 User Fee
BL-54 Additional Inspection Each Modified $293 $293 User Fee BL-55 MEP Plan Check Per Hour Modified $298 $298 User Fee Photovoltaic Systems
BL-56 Roof Mount Systems (including rack system)
For the first 0-15 Kilowatts (kW) for each system Each $118.20 $666 see below Gov. Code 66015 $548 464% For each kW of a system over 15 Kilowatts and less than or equal to 50 Kilowatts Each $15.76 $30 see below Gov. Code 66015 $14 88% For each kW of a system over 50 Kilowatts and less than or equal to 250 Kilowatts Each $9.85 $20 see below Gov. Code 66015 $10 100% For each kW of a system over 250 Kilowatts Each $5.91 $10 see below Gov. Code 66015 $4 67% BL-57 Ground Mount Systems (including rack & support system) For the first 0-15 Kilowatts (kW) for each system Each $236.40 $1,034 see below Gov. Code 66015 $798 337% For each kW of a system over 15 Kilowatts and less than or equal to 50 Kilowatts Each $23.64 $49 see below Gov. Code 66015 $26 109% For each kW of a system over 50 Kilowatts and less than or equal to 250 Kilowatts Each $15.76 $30 see below Gov. Code 66015 $14 88% For each kW of a system over 250 Kilowatts Each $9.85 $20 see below Gov. Code 66015 $10 100% Residential (single and two family dwelling) Photovoltaic System Permit For the first 0-15 Kilowatts (kW) for each system $118.20 $450 $450 Gov. Code 66015 $332 281% For each kW of a system over 15 Kilowatts and less than or equal to 50 Kilowatts $15.76 $15 $15 Gov. Code 66015 -$1 -5% Commercial (and multifamily) Photovoltaic System Permit For the first 0-50 Kilowatts (kW) for each system $669.00 $1,000 $1,000 Gov. Code 66015 $331 49% For each kW of a system over 50 Kilowatts and less than or equal to 250 Kilowatts $9.85 $7 $7 Gov. Code 66015 -$3 -29% For each kW of a system over 250 Kilowatts $5.91 $5 $5 Gov. Code 66015 -$1 -15% BL-58 Electric Vehicle Charging Station Each $118.20 $592 $592 User Fee $473 401% BL-59 Free Standing New Structure Each New $1,769 $1,769 User Fee BL-60 Attached to Existing Structure Each New $884 $884 User Fee BL-61 Each Additional Co-Located Antenna Each New $295 $295 User Fee BL-62 Grading Plan Check Each Actual Cost Actual Cost User Fee BL-63 Grading Permit Each Actual Cost Actual Cost User Fee BL-64 NPDES Grading Permit Each Actual Cost Actual Cost User Fee Assembly
0 - 2000 sq. ft. Base Modified $7,198.41 $7,198.41 User Fee 0 - 2000 sq. ft. - Per 100 sq. ft. Per Add'l 100 Sq. Ft. Modified $18.74 $18.74 User Fee 2,001 - 10,000 sq. ft. Base Modified $8,697.42 $8,697.42 User Fee 2,001 - 10,000 sq. ft. - Per 100 sq. ft. Per Add'l 100 Sq. Ft. Modified $31.61 $31.61 User Fee Square Footage Based Fees
Grading Fees
Antenna - Telecom Facility / Cellular
Mechanical, Electrical, and Plumbing
Building 4 of 24
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Sonoma City CouncilJune 3, 2026

Sonoma City Council
June 3, 2026