Thousand Oaks City Council
April 29, 2025

THOUSAND OAKS, CA

COST OF SERVICES (USER FEE)
STUDY
APRIL 202 5
ATTACHMENT #2

MATRIX CONSULTING GROUP

INTRODUCTION AND EXECUTIVE SUMMARY 1
LEGAL FOUNDATIONS AND POLICY 4
USER FEE STUDY METHODOLOGY 7
RESULTS OVERVIEW 9
CITY CLERK 10
COMMUNITY DEVELOPMENT – BUILDING 12
COMMUNITY DEVELOPMENT – PLANNING 23
FINANCE 29
PUBLIC WORKS 33
CULTURAL & COMMUNITY SERVICES - LIBRARY 41
CULTURAL & COMMUNITY SERVICES - THEATRES 44
APPENDIX – COMPARATIVE SURVEY 51

TABLE OF CONTENTS

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 1

The report, which follows, presents the results of the Cost of Services (User Fee) Study conducted by Matrix Consulting Group for the City of Thousand Oaks, California.

PROJECT BACKGROUND AND OVERVIEW
The City of Thousand Oaks last conducted a formal fee study in 2021; this study included only Planning Code Compliance, and Engineering fees. The City’s Building fees were last evaluated over 10 years ago.

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: City Clerk, Community Development – Building, Community Development – Planning, Finance, Public Works, Cultural and Community Services - Library, and Cultural and Community Services - Theatre. While the City does administer various fines and penalties the project team did not cost these out as these fees are generally based on municipal, state, or federal regulations and therefore assessed differently than user fees. The results of this study provide a tool for understanding current service levels and the cost for those services.

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 2024-25 Budgeted salaries, benefits, and allowable expenditures.

Indirect

Program, 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 proposed fees for service involved the following steps:

INTRODUCTION AND EXECUTIVE SUMMARY

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• 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.
• Data Collection: Data was collected for each permit / service, including time estimates. In addition, all budgeted costs and staffing levels for Fiscal Year 2024-25 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 FY2024-25 fee-related revenue with the calculated total annual cost, the City is under- recovering its costs by approximately $3.9 million or recovering 59% of its costs. The following table shows the revenue collected, the total annual cost, the resulting difference, and the resulting cost recovery percentage by major service area / discipline.

TABLE 2: ANNUAL COST RECOVERY ANALYSIS
Service Area Total Revenue Total Annual Cost Difference Cost Recovery %
Comm Dev – Building $3,391,794 $5,213,105 ($1,821,311) 65% Comm Dev – Planning $579,677 $1,005,812 ($426,135) 58% Public Works $643,782 $618,460 $25,322 104%
Theatre $1,127,883 $2,849,129 ($1,721,246) 40%
Total $5,743,136 $9,686,506 ($3,943,370) 59%

The largest deficit is in relation to Building at $1.8 million, which is driven primarily by Mechanical, Electrical, and Plumbing Permit Fees. The differences highlight the disparity between current fees charged and the actual cost of providing services. As such, the City should closely evaluate and modify fees where appropriate, to help bridge cost-recovery gaps.

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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CONSIDERATIONS FOR COST RECOVERY POLICY AND UPDATES
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. In accordance with industry Best Management Practice the City of Thousand Oaks has a adopted and implemented a formalized cost recovery policy.

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.

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. Therefore, it is recommended the City continue the practice of conducting comprehensive analyses every five to seven years as this practice captures any changes to organizational structure, processes, code amendments, as well as any new service areas.

In between comprehensive updates, the City should continue to 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 or biennial basis. The annual or biennial increase factor should be consistent across all departments / services and be agreed upon by City Council. The City currently updates its fees every other year to align with its two-year budget cycle.

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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 FOUNDATIONS AND POLICY

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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:
v 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. v 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 Gorup Benefit
•Recreation / Community
Services
•Fire Prevention
Individual or Group Benefit
•Building Permits
•Planning and Zoning
Approval
•Engineering Development
Review

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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 includes 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 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 over- recoveries were identified, reduced the fee to comply with the law.

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MATRIX CONSULTING GROUP 7

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 general steps utilized by the project team to determine allocations of cost components to a particular fee or service are:
• Calculate fully burdened hourly rates by position, including direct and indirect costs; • Develop time estimates for the average time spent to deliver each service included in the study; and • Distribute the appropriate amount of the other cost components to each fee or service based on the staff time allocation basis or another reasonable basis.

The results of these allocations provide detailed documentation for the reasonable determination of the actual cost of providing each service.

One of the key study assumptions utilized in the “bottom up” approach is the use of time estimate averages for the provision of each fee-related service. Utilization of time estimates is a reasonable and defensible approach, especially given that 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.

DIRECT
(Salaries, Benefits,
Productive Hours)

INDIRECT
(Departmental Admin,
Services & Supplies,
Citywide Overhead etc.)
Total Cost

USER FEE STUDY METHODOLOGY

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• 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:
• 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.

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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 major permit category 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.

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

RESULTS OVERVIEW

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The City Clerk Department is the municipal recordkeeper; the Department’s duties include processing ordinances and resolutions, preparing City Council agendas and minutes, and managing municipal elections. Additionally, this Department acts as the City’s repository for records; as such, they also process records requests. The fees examined within this study relate to document certifications, printing and copying, changes to the municipal code, subpoenas, and other election-related services. The following subsections discuss fee schedule modifications and detailed per unit results for the fee-related services provided by the City Clerk Department.

FEE SCHEDULE MODIFICATIONS
In discussions with City staff, the following modifications were made to the current fee schedule:
• New Fees: Staff proposed the addition of the following fees to better recover costs for the services offered by the City Clerk Department:
o Initiatives and Measures
o Subpoena Fees
§ Administrative Fee
§ Document Retrieval
§ Witness Fee
• Modified Fees: To add clarity to the fee schedule, the ‘Document Certification and Copying’ fee was expanded into two fees: ‘Document Certification’ and ‘Printing & Copying.’ The ‘Printing & Copying’ fee was further modified to provide a category for the first 20 pages at no charge.

The modifications noted above ensure that the proposed fee schedule better reflects the services being provided by City Clerk staff.

DETAILED RESULTS
The City Clerk Department collects fees for to document certifications, printing and copying, changes to the municipal code, subpoenas, and other election-related services. 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.

CITY CLERK

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TABLE 4: TOTAL COST PER UNIT RESULTS – CITY CLERK

Fee Name Current Fee Total Cost Difference
Election Services
Initiatives and Measures New $2001 N/A
Election & Measure E Service 110% of Cost
Document Services
Verification of Residency $20 $32 ($12)
Document Certification $20 $32 ($12)
Municipal Code Processing charge per
subscriber per supplement $30 $32 ($2)
Most City Clerk fees are either set by the state or set at actual cost and were not evaluated through the scope of this study. Of those fees that were evaluated, all under-recover their costs, ranging from $2 (‘Municipal Code – Processing Charge’) to $12 (‘Verification of Residency’ and ‘Document Certification’).

ANNUAL RESULTS
Due to the nature of City Clerk fees, most of which are state-set fees, no annual results are presented here.

1 ELEC § 9202(b)

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The Building Division within the Community Development Department is responsible for the plan review, inspection, and permitting of commercial and residential construction and improvements in Thousand Oaks. The fees examined in this study include those for permit and plan review fees; mechanical, electrical, and plumbing permits; solar and photovoltaic projects; and other miscellaneous building projects. The following subsections discuss fee schedule modifications, detailed per unit results, annual impacts for the fee-related services provided by Building, and Development Services Surcharges.

FEE SCHEDULE MODIFICATIONS
In discussions with City staff, it was presented that the current fee schedule was difficult for some applicants to understand and did not sufficiently cover a variety of common scenarios. The project team worked with Building staff to update the fee schedule and address staff and applicant concerns. The following points outline the major changes:
• Expanded Commercial / Multi-Family Permit Fee: The highest valuation category in the current Commercial / Multi-Family Building Permit Fee is $1 million, with a provision for an additional fee for each $1,000 or fraction thereof above that amount. Staff indicated that it is becoming increasingly more common to see much larger projects, so the fee categories were expanded up to $5,000,000. • Conversion of Single-Family Residential (SFR) / Duplex Building Permit Fee to Square Footage: In the current fee schedule, all building permits are administered on a valuation basis. Staff indicated that this does not work well for many residential applicants, as the size of the project more directly relates to the plan review and inspection services required, therefore, SFR building permit fees were converted from valuation to a square-footage basis.
• Updated Mechanical, Electrical, and Plumbing (MEP) Fees: The current fee schedule has an itemized list of fixtures that requires each fixture or unit to be counted when these permits are issued. To minimize administrative work and streamline the fee schedule, the MEP fees were converted to a square-footage basis for larger projects and new fees were added for a single, standalone MEP fixture that is not part of a remodel, improvement, or other project. The only exception was within Electrical permits, where staff recommended keeping ‘Parking Lot Lighting’ based on a base of up to 10 poles and each additional pole thereafter.
• Expanded Solar / Photovoltaic System Fees: To better capture the wide variety of solar / photovoltaic systems evaluated by the City, the single Solar Photovoltaic System fee on the current fee schedule was expanded into Single-Family Residential and Commercial / Multi-Family categories, with each category further divided by roof mounted and ground mounted and the kW of the system. • Eliminated Fees: Staff proposed eliminating fees associated with the issuance of each supplemental permit relating to Mechanical, Plumbing, and Electrical permits. Given the changes noted earlier to the general MEP fee structure, these additional permits are no longer needed.

COMMUNITY DEVELOPMENT – BUILDING

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• New Itemized Fees: To more easily determine fees for common projects and ensure standardization of permit fees, staff are proposing to recognize and name the following services:
o Alternate Means and Methods Review
o Building Permit Fee – Commercial / Multi-Family / Industrial – Application Fee o Building Permit Fee – Single-Family Residential / Duplex – Application Fee o Commercial / Multi-Family EV Charging Station
o Emergency Generator
o Express Permits
§ Water Heater Replacement
§ Electric Panel Changeout
§ Re-Roof
§ Sewer Repair
§ AC/FAU Replacement
§ Gas Line Repair
o Pre-Fab Manufactured Homes
o Signs – Monument
o Signs – Electrical
o Signs – Wall Mounted
o Single-Family Residential Bathroom / Kitchen Remodel (Non-Structural) o Single-Family Residential Deck / Balcony
o Single Family Residential EV Charging Station
o Single-Family Residential Patio / Carport
o Single-Family Residential Retaining Walls
o Single-Family Residential Siding
o Single-Family Residential Stucco Repair
o Single-Family Residential Walls/Fences (No Retaining Walls) o Window / Door / Skylight New Install
o Window / Door / Skylight Replacement
The modifications noted above ensure that the proposed fee schedule better reflects the services being provided by Building staff, is less cumbersome, more accurate, and is more accessible for applicants.

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DETAILED RESULTS
This section provides an overview of the detailed results associated with flat fees, square-footage-based fees, valuation-based fees, and percentage-based plan review fees.

FLAT FEES
Building collects flat fees for permit application and issuance; demolition and building relocation; standalone mechanical, electrical, and plumbing fixtures; solar / photovoltaic systems; and various other standalone permits, such as swimming pools and spas. The total cost calculated for each service includes direct staff costs and Divisional, Departmental, and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered.

TABLE 5: TOTAL COST PER UNIT RESULTS – BUILDING FLAT FEES

Fee Name Current Fee Total Cost Difference
Permit Application
Commercial / Multi-Family / Industrial New $55 N/A
Single-Family Residential / Duplex New $55 N/A
Permit Issuance
Commercial / Multi-Family / Industrial $42 $125 ($83) Single-Family Residential / Duplex $42 $83 ($41)
Mechanical Permits $42 $83 ($41)
Plumbing Permits $42 $83 ($41)
Electrical Permits $42 $83 ($41)
Plan Review Fees
Demolition Permit Fee $100 $249 ($149)
Building Relocation Fee - Actual time and
expense with a minimum of $353 for the 1st 3
hours $297 $353 ($56)
Certification of Registration
Initial application $167 $218 ($51)
Annual recertification $83 $97 ($14)
Initial application for inspectors employed
by a Special Inspection Agency currently
Certified by the Building Official $83 $97 ($14)
Filing Fee - Board of Appeals $600 $670 ($70)
Mechanical Permit Fees
Residential Mechanical Unit (Standalone) $21 $134 ($113) Commercial Mechanical Unit (Standalone) $21 $224 ($203) Plumbing Permit Fees $21 $126 ($105)
Residential Plumbing Fixture (Standalone) $15 $134 ($119) Commercial Plumbing Fixture (Standalone) $15 $224 ($209) Electrical Permit Fees
For Parking Lot Lighting Standards
Up to 10 Poles $130.30 $225 ($94)
Each Additional Pole $6.55 $45 ($38)
Residential Electrical Fixture (Standalone) New $134 N/A

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Fee Name Current Fee Total Cost Difference
Commercial Electrical Fixture (Standalone) New $224 N/A Solar / Photovoltaic New $84 N/A
Single-Family Residential:2
Roof Mounted
15kW or Less $450 $676 ($226)
Each Additional kW Above 15kW $15 $30 ($15)
Ground Mounted
15kW or Less $450 $676 ($226)
Each Additional kW Above 15kW $15 $30 ($15)
Commercial / Multi-Family:3
Roof Mounted
50kW or Less $1,000 $1,048 ($48)
Per kW Between 50kW - 250kW $7 $30 ($23)
Each Additional kW Above 250kW $5 $30 ($25)
Ground Mounted
50kW or Less $1,000 $1,048 ($48)
Per kW Between 50kW - 250kW $7 $30 ($23)
Each Additional kW Above 250kW $5 $30 ($25)
Solar APP+ New $207 N/A
Miscellaneous Fees
Certificates of Occupancy $143 $173 ($30)
Temporary Certificate of Occupancy $357 $437 ($80)
Disabled Access Administrative Appeal $295 $329 ($34)
Disabled Access Board Appeal $877 $963 ($86)
Single-Family Residential Bathroom / Kitchen
Remodels (non-structural) Modified $533 N/A
Pre-Fab Manufactured Homes Modified $1,000 N/A
Swimming Pools & Spas (Combo Permit)
Single-Family Residential Modified $1,521 N/A
Multi-Family / Commercial Modified $2,922 N/A
Window / Door / Skylight
Replacement
First 5 Windows / Doors Modified $401 N/A
Each Additional Window / Door Modified $61 N/A
Install
First 5 Windows / Doors Modified $1,048 N/A
Each Additional Window / Door Modified $61 N/A
Single-Family Residential Reroof Modified $485 N/A
Signs
Monument Modified $441 N/A
Monument or Wall Mounted with Electrical Modified $191 N/A Wall Mounted Modified $530 N/A
Single-Family Residential EV Charging Station Modified $339 N/A Commercial / Multi-Family EV Charging
Station

2 GOV § 66015 (a)
3 GOV § 66015 (b)

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Fee Name Current Fee Total Cost Difference
1-6 stations Modified $1,048 N/A
6+ stations Modified $1,407 N/A
Single-Family Residential Walls / Fences (No
Retaining Walls)
Up to 50 Linear Feet Modified $429 N/A
Each Additional 50 Linear Feet Modified $62 N/A
Single-Family Residential Retaining Walls
Up to 50 Linear Feet Modified $1,048 N/A
Each Additional 50 Linear Feet Modified $62 N/A
Single-Family Residential Siding Modified $339 N/A
Single-Family Residential Stucco Repair Modified $339 N/A Single-Family Residential Patio / Carport Modified $1,171 N/A Single-Family Residential Deck / Balcony Modified $722 N/A Single-Family Residential Fireplace Modified $339 N/A
Emergency Generator Modified $437 N/A
Express Permits
Water Heater Replacement Modified $74 N/A
Electric Panel Changeout Modified $149 N/A
Re-Roof Modified $359 N/A
Sewer Repair Modified $74 N/A
AC/FAU Replacement Modified $74 N/A
Gas Line Repair Modified $74 N/A
Hourly Rates
Plan Check $181 $191 ($10)
Inspection $152 $179 ($27)
After Hours Plan Check $165 $225 ($60)
After Hours Inspection $173 $210 ($37)
Alternate Means and Methods Review New $221 N/A
Of the flat fees that are not new and are not state-set fees, all under-recovers. The base fees for Single- Family Residential Solar/Photovoltaic show the largest under-recovery at about $226 each. The hourly rate for Plan Check shows the smallest undercharge at only $10.

SQUARE FOOTAGE
In the proposed fee schedule, Building will collect square-footage-based fees for single-family residential building permits, mechanical permits, electrical permits, and plumbing permits. The total cost calculated for each service includes direct staff costs and Divisional, Departmental, and Citywide overhead.

Because the conversion to square footage is a modification to the current fee schedule, it is not possible to directly compare the current fees to the total cost; therefore, the following table details the proposed fee structure, fee names, and total cost associated with each service area.

TABLE 6: TOTAL COST PER UNIT RESULTS – BUILDING SQUARE FOOTAGE FEES

Fee Name Total Cost
Building Permit Fee - Single-Family Residential / Duplex (New, Remodels / Additions) Up to 100 sq. ft. $179

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Fee Name Total Cost
101-200 sq. ft. $359
201-300 sq. ft. $581
301-400 sq. ft. $670
401-500 sq. ft. $774
501-1,000 sq. ft.

For the first 500 sq. ft. $982
Each additional 100 sq. ft. or fraction thereof $340
1,001-2,000 sq. ft.

For the first 1,000 sq. ft. $2,684
Each additional 100 sq. ft. or fraction thereof $304
2,001-4,000 sq. ft.

For the first 2,000 sq. ft. $5,727
Each additional 100 sq. ft. or fraction thereof $214
4,000+ sq. ft.

For the first 4,000 sq. ft. $10,016
Each additional 100 sq. ft. or fraction thereof $107
Mechanical Permit Fees
Residential Mechanical Fee (Part of New Construction / Remodel) $0.18 Commercial Mechanical Fee (Part of New Construction / Tenant Improvement) $0.23 Plumbing Permit Fees
Residential Plumbing Fee (Part of New Construction / Remodel) $0.18 Commercial Plumbing Fee (Part of New Construction / Tenant Improvement) $0.23 Electrical Permit Fees
Residential Electrical Fee (Part of New Construction / Remodel) $0.18 Commercial Electrical Fee (Part of New Construction / Tenant Improvement) $0.23 The goal of these changes is to reduce the administrative burden on City staff and to make residential permits easier to understand and more equitable for applicants.

VALUATION
The City administers its Commercial, Multi-Family, and Industrial Building Permit fees on a valuation basis for both new construction and tenant improvements. The total cost calculated for each service includes direct staff costs and Divisional, Departmental, and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered.

TABLE 7: TOTAL COST PER UNIT RESULTS – BUILDING VALUATION FEES

Fee Name Current Fee Total Cost Difference
$1 to $2,000 Valuation $139.77 $269.61 ($129.84)
$2,001 to $25,000 Valuation
For the first $2,000 $139.77 $269.61 ($129.84)
For each additional $1,000 or fraction
thereof, to and including $25,000 $23.24 $31.26 ($8.02) $25,001 to $50,000 Valuation
For the first $25,000 $765.18 $988.57 ($223.39)

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Fee Name Current Fee Total Cost Difference
For each additional $1,000 or fraction
thereof, to and including $50,000 $16.62 $21.33 ($4.71) $50,001 to $100,000 Valuation
For the first $50,000 $1,250.55 $1,521.72 ($271.17)
For each additional $1,000 or fraction
thereof, to and including $100,000 $11.57 $17.73 ($6.16) $100,001 to $500,000 Valuation
For the first $100,000 $1,926.27 $2,408.30 ($482.03)
For each additional $1,000 or fraction
thereof, to and including $500,000 $6.73 $8.57 ($1.84) $500,001 to $1,000,000 Valuation
For the first $500,000 $5,070.69 $5,834.45 ($763.76)
For each additional $1,000 or fraction
thereof, to and including $1,000,000 $3.32 $3.91 ($0.59) $1,000,001 to $5,000,000 Valuation
For the first $1,000,000 $7,009.68 $7,787.34 ($777.66) For each additional $1,000 or fraction
thereof $2.72 $3.16 ($0.44)
$5,000,001 and Above
For the first $5,000,000 $17,889.68 $20,413.48 ($2,523.80) For each additional $1,000 or fraction
thereof $2.72 $1.58 $1.14
The City generally under-recovers for its valuation-based fees. The largest under-recovery is for the base fee of the $5,000,001 and above valuation tier at about $2,523.80. The smallest under-recovery is the fee for ‘Each additional $1,000 or fraction thereof’ for the $1,000,001 to $5,000,000 valuation tier (about $0.44). The fee for ‘Each additional $1,000 or fraction thereof’ above $5,000,001 is currently the only valuation-based fee that is overcharged. The total cost of this fee is about $1.14 less than the current fee.

PLAN REVIEW FEES
The Building Division assess its plan review fees as a percentage of the permit fee for building, mechanical, plumbing, and electrical permit fees. These percentages are calculated by dividing the staff costs for plan check only by the staff costs for all other permitting activities for each permit type. The calculated costs used for each service include direct staff costs and Divisional, Departmental, and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each plan review percentage.

TABLE 8: TOTAL COST PER UNIT RESULTS – BUILDING PLAN REVIEW FEES

Fee Name Current Fee Total Cost Difference
Building Plan Review (Including Energy Regulations + Disabled Access) Single-Family / Duplex Plan Review 85% 85% 0%
Commercial / Multi-Family / Industrial 85% 85% 0%
Plan Review of Repeat Plans Associated
with a Master Plan 50% 25% 25%

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Fee Name Current Fee Total Cost Difference
Mechanical Plan Review Fee 85% 85% 0%
Plumbing Plan Review Fee 85% 85% 0%
Electrical Plan Review Fee 85% 85% 0%
All the current plan review percentages are set at an appropriate level; with the only over-recovery for repeat master plans.

ANNUAL REVENUE IMPACT
Based on the prior year’s workload information, Building has a deficit of roughly $1.8 million. The following table shows by major fee category: revenue at current fee, total projected annual cost, and the resulting difference.

TABLE 9: ANNUAL RESULTS – BUILDING
Fee Category
Revenue at Current
Fee
Annual Cost Difference
Building Permit Fee -
Commercial/Multi-Family/Industrial $560,532 $684,389 ($123,857) Building Permit Fee - Single-Family
Residential / Duplex $732,215 $800,492 ($68,277)
Plan Review Fees $1,022,722 $1,024,064 ($1,342)
Mechanical Permit Fees $150,948 $487,046 ($336,098)
Plumbing Permit Fees $143,754 $594,498 ($450,744)
Electrical Permit Fees $379,159 $797,398 ($418,239)
Solar/Photovoltaic Permit Fees $309,791 $487,583 ($177,792) Miscellaneous Fees $46,469 $283,613 ($237,144)
Hourly Fees $46,204 $54,023 ($7,819)
Total $3,391,794 $5,213,105 ($1,821,311)
Building has an annual cost recovery of roughly 65%, which reflects a $1.8 million under-recovery. At around $450,000, the largest under-recovery is in relation to Plumbing Permit Fees. This is primarily caused by a $120 per-unit deficit associated with ‘Residential Plumbing Fixture (Standalone).’ Although the per-unit deficit is relatively small, over 3,000 of these permits were processed in FY24, causing a large overall deficit.

GENERAL PLAN MAINTENANCE FEE
A common surcharge assessed as part of the Building fee process is long-range planning. 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 City of Thousand Oaks does not currently assess a General Plan Maintenance fee.

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

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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 any development project, which gets to that phase, 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 divided the estimated cost associated with updating the General Plan, Zoning Code, Housing Element, and Implementation and compliance by the years between updates to calculate an annualized cost. In addition to consultant / element updates, City staff spend time annually working on these activities. The following table breaks out by category the components that comprise the total annual cost calculation.

TABLE 10: GENERAL PLAN MAINTENANCE FEE – ANNUAL COSTS
Task
Estimated Cost
Years
Annualized
Cost
General Plan Update $1,800,000 18 $100,000
Zoning Code $645,000 18 $35,833
Housing Element $150,000 8 $18,750
Implementation & Compliance $100,000 1 $100,000
Staff Support $216,325 1 $216,325
Total Annual Cost $470,908
The annual cost to the City for updating their general plan is roughly $470,908. The methodology used for assessing the General Plan Maintenance fee is based on the percentage of building permit fees. The following table shows this calculation:

TABLE 11: GENERAL PLAN MAINTENANCE FEE CALCULATION
Category Amount
Total Annual Cost $470,908
Base $4,189,042
General Plan Maintenance Fee 11.2%
The calculated General Plan Maintenance Fee is 11.2% of the Building Permit Fee. This fee is only applicable to new construction.

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. Like other comparative efforts, the survey below simply shows the fees charged by the jurisdiction and does not include the basis upon which the other jurisdictions calculated or developed their fee. The following table shows the results of this comparative analysis:

TABLE 12: GENERAL PLAN MAINTENANCE FEE – COMPARATIVE SURVEY Jurisdiction Fee Amount

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Camarillo N/A
Oxnard 0.24% of Building Valuation
Santa Clarita N/A
Simi Valley 1% of Building Permit Fees
Ventura 5% of Permit Fee
As the table indicates the current fee charged by jurisdictions varies based upon building valuation or building permit fees. The full cost calculated for the City is higher than all the other jurisdictions surveyed that charge the fee similarly.

TECHNOLOGY SURCHARGE FEE
A Technology Surcharge is assessed as part of the development review process to allow the city to support the costs associated with the licensing for the City’s permitting and plan check systems, replacement costs of the systems, cost of field devices, etc.

The City currently assesses their technology surcharge only on valuation associated with building permits. The calculation for this surcharge is based on annual technology costs compared to total annual building valuations. The table below shows the annualized costs for technology services:

TABLE 13: TECHNOLOGY SURCHARGE COST COMPONENTS
Item Total Cost
# of
Years Annualized Cost
Implementation and License Costs $1,864,498 5 $372,900
Total Annual Cost $372,900

Annual technology-related costs are approximately $372,900. The City currently assesses their fee as a percentage of total building permit valuation. The annual technology-related costs were divided by the total building permit valuation, resulting in a percentage that can be applied to valuation-based permits.

The following table shows these calculations:

TABLE 14: CURRENT TECHNOLOGY SURCHARGE CALCULATION
Category Amount
Total Annual Cost $372,900
FY24 Total Building Valuation $412,982,961
Technology Surcharge 0.09%
Using this methodology, the City’s full-cost technology fee would be 0.09% of the project valuation. When compared to the current fee of 0.03% of total project valuation, the City is under-recovering by 0.06%.

As part of this analysis, the project team conducted a comparative survey of other local jurisdictions and their assessment of a Technology Surcharge. Like other comparative efforts, the survey below simply shows the fees charged by the jurisdiction and does not include the basis upon which the other jurisdictions calculated or developed their fee. The following table shows the results of this comparative analysis:

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TABLE 15: TECHNOLOGY SURCHARGE – COMPARATIVE SURVEY
Jurisdiction Fee Amount
Camarillo 1.1% of Building Permit Fees
Oxnard 5% of Permit Fees
Santa Clarita 10% of Permit Fees
Simi Valley 1% of Building Permit Fees
Ventura 7% of Permit Fees
The two most common ways to assess the technology fees is based on percentage of valuation or percentage of the permit fee. However, of the surveyed jurisdictions that charge a technology-specific fee, all assess their technology fee based on permit fees.

SURCHARGE FUNDS
It is a best practice to collect and account for General Plan and Technology surcharges in separate accounts or subaccounts as doing so ensures compliance with funding requirements, enables appropriate allocation of funds to long-term planning and technology-related activities, and mitigates any potential issues with the comingling of funds.

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The Planning Division within the Community Development Department is responsible for the implementation and oversight of the City’s General Plan and Zoning Ordinances. The fees examined in this study include those for land development, environmental assessments, General Plan amendments, zoning compliance review, annexations, landscape reviews, and appeals. The following subsections discuss fee schedule modifications, detailed per unit results, and annual revenue impacts for the fee- related services provided by Planning.

FEE SCHEDULE MODIFICATIONS
In discussions with City staff, the following modifications were made to the current fee schedule:
• Eliminated Fees: Staff proposed eliminating the following fees as these services are no longer offered by City staff or are now offered by other departments within the City:
o Environmental Document
o Permit – Minor Modification – ADA parking restriping and major modification in parking lots per TOMC 9-4.2404(f)(2)
o Permit – Minor Modification – Use associated with single family dwelling o Residential Capacity Allocation (Pre-Screening)
o Review & Processing of SB9 Applications – Accessory Dwelling Unit • New Fees: Staff proposed the addition of the following fees as they highlight either services already offered but not codified on the fee schedule or new services the City is looking to provide:
o Research Fee
o Voluntary Lot Merger
• Condensed Fees: The fee for a ‘Time Extension’ was condensed from two fees into a single fee to simplify the fee schedule.
• Modified Fees: Various fees were changed from a per-unit basis to a deposit basis to allow for greater cost recovery as these services can vary widely in time requirements. These include:
o Grading Design Review
o Land Division (Parcel Map) – Planning Commission Processing o Zone Change from Prezoning Request
• Moved Fees: As a means to more accurately algin with where and how services are provided; Cannabis Business Permit Fees, Film Permit fees, and Special Events Application fees were moved from the Planning section of the fee schedule to Finance and Cultural and Community Services – Theaters sections, respectively.

COMMUNITY DEVELOPMENT – PLANNING

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

DETAILED RESULTS
Planning collects fees for land development projects, environmental analyses, General Plan amendments, zoning compliance reviews, annexations, landscaping assessments, and appeals. The total cost calculated for each service includes direct staff costs and Divisional, Departmental, and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered. Anything denoted with (D), refers to a deposit-based fee which are charged based on actual cost incurred therefore there is no under- or over-recovery.

TABLE 16: TOTAL COST PER UNIT RESULTS – PLANNING FEES

Fee Name
Current Fee /
Deposit
Total Cost Difference
Specific Plan
Specific Plan (D) $20,000 $21,393 N/A
Specific Plan Amendment (D) $20,000 $12,133 N/A
Environmental Document
Environmental Consultant Actual Cost
Notice of Exemption $250 $467 ($213)
Zone Change
Zone Change and Prezoning Request (D) $10,000 $17,907 N/A Municipal Code Text Amendment
Municipal Code Text Amendment (D) $4,000 $20,538 N/A
Annexation or Detachment Processing
Annexation or Detachment Processing (D) $1,500 $10,216 N/A General Plan Amendment $17,961 ($7,961)
General Plan Amendment (D) $10,000 $22,570 N/A
Farm Animal Permit
Farm Animal Permit $55 $594 ($539)
Subdivision Signs
Filing fee $80 $113 ($33)
Refundable security deposit to guarantee
removal of sign $305 $305 $0
Home Occupation
Home Occupation Permit $54 $167 ($113)
Protected Tree Permit
Type A- Dead or hazardous trees No Fee $608 N/A
Type B - Simple encroachments involving no
grading $100 $816 ($716)
Type C- Permits for existing single-family
dwelling, townhomes & condominium
projects, & HOA's $150 $947 ($797)
For other administrative permits $954 $947 $7
Landscape architect review (applicable to all
except Type A and B) (D) $300 $108 N/A

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Fee Name
Current Fee /
Deposit
Total Cost Difference
Protected Tree Permit - Planning Commission Processing
Type D - Permits for existing single-family
dwellings, townhomes & condominium
projects, & HOA's $350 $6,153 ($5,803)
Type D - For other Planning Commission
review permits $3,000 $7,262 ($4,262)
Landscape architect review (D) $300 $108 N/A
Parcel Merger (Map Waivers)
Parcel Merger $2,570 $4,183 ($1,613)
Voluntary Lot Merger4 New $3,919 N/A
Tentative Tract Map
Tentative Tract Map (D) $15,000 $16,364 N/A
Tentative Tract Map - Major Modification
Major modification at existing single-family
dwelling $4,210 $7,069 ($2,859)
All other major modifications (D) $6,000 $11,257 N/A
Tentative Tract Map - Minor Modification
Minor modification at existing single-family
dwelling $750 $4,587 ($3,837)
All other minor modifications $4,000 $4,587 ($587)
Land Division (Parcel Map)
Administrative Processing $4,500 $4,052 $446
Planning Commission Processing (D) $6,000 $11,256 N/A
Review & Processing of SB 9 Applications
Urban Lot Split $4,500 $3,945 $553
Two Unit Housing Development
Conversion of Existing Structures $610 $3,945 ($3,335)
New Homes $2,590 $3,945 ($1,355)
Parcel Map - Major Modification
Existing single-family dwelling $3,735 $9,127 ($5,392)
Other than existing single-family dwelling $6,000 $10,729 ($4,729) Parcel Map - Minor Modification
Existing single-family dwelling $1,379 $2,165 ($786)
Other than existing single-family dwelling $3,000 $4,040 ($1,040) Development Permit (Planning Commission))
Development Permit (Planning Commission)
(D) $20,000 $21,936 N/A
Development Permit (Administrative)
Up to 2.0 acres $8,000 $7,989 $11

2.0 up to 10 .0 acres $1,580 $1,599 ($19)
Over 10 acres $1,050 $1,099 ($49)
Special Use Permit $8,000 $8,042 ($42)
Special Use Permit - Type A (D) $20,000 $20,241 N/A
Special Use Permit - Type B $6,407 $7,966 ($1,559)
Other Special Use Permit (Type B)
applications $9,990 $9,024 $966

4 See Thousand Oaks Ordinance #1734-NS.

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Fee Name
Current Fee /
Deposit
Total Cost Difference
Special Use Permit - Type C $1,185 $2,665 ($1,480)
Residential/Hillside/Trailer Planned Development Permit Residential/Hillside/Trailer Planned
Development Permit (D) $20,000 $20,410 N/A
Precise Plan of Design - New Custom Homes
Administrative Processing $2,895 $5,781 ($2,886)
Planning Commission review required $3,635 $11,188 ($7,553) Precise Plan of Design - Alterations to Existing Homes
Administrative Processing $610 $2,165 ($1,555)
Alterations requiring Planning Commission
Review per Resolution 2003-90 $1,600 $9,408 ($7,808)
Alterations to Existing Homes - No Precise Plan of Design Required Alterations to Existing Homes - No Precise
Plan of Design Required $172 $622 ($450)
Accessory Dwelling Unit
Accessory Dwelling Unit $224 $754 ($530)
Variance
Variance $7,844 $18,190 ($10,346)
Grading Design Review
Grading Design Review (D) $6,615 $10,368 N/A
Permit - Major Modification
Existing single-family dwelling $3,745 $10,054 ($6,309) All Other $9,910 $11,990 ($2,080)
Special Use Permit "Type B" $8,163 $9,561 ($1,398)
Permit - Minor Modification (Not Time Extension)
Other than for existing single-family dwellings
or Type C Special Use Permit. All minor
modification applications, except those
covered under fees listed below in this minor
modification section $3,300 $5,786 ($2,486)
Outdoor Dining (Up to 5 tables) $995 $3,146 ($2,151)
SUP Type C $3,110 $3,136 ($26)
Free standing ham radio tower $1,072 $3,146 ($2,074)
New Custom Home $2,572 $5,524 ($2,952)
SFD Existing Home Alteration $1,118 $2,165 ($1,047)
Landscape Plan Check
City review and processing $2,052 $2,114 ($62)
Deposit for landscape consultant (D) $630 $630 N/A
Landscape Plan Check revision $458 $740 ($282)
Pre-Application Review $2,052 $2,114 ($62)
Pre-Application Review $7,827 $10,305 ($2,478)
Underground Utility Waiver
Other than existing single-family dwelling $1,419 $1,419 $0 Existing single-family dwelling $815 $755 $58
Sign Permits
On building sign $250 $270 ($20)
Monument Sign
Face change only $200 $270 ($70)

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Fee Name
Current Fee /
Deposit
Total Cost Difference
Other than face change $425 $486 ($61)
Uniform Sign Program Review or Modification (Existing Projects) New Uniform Sign Program or Amendment to
Uniform Sign Program involving eleven or
more tenants $700 $1,397 ($697)
Amendment to Uniform Sign Program
involving ten or less tenants $100 $552 ($452)
Lot Line Adjustments
Lot Line Adjustments $1,900 $3,083 ($1,183)
Request for Letter of Public Convenience and Necessity
Request for Letter of Public Convenience and
Necessity $800 $4,119 ($3,319)
Development Agreement and Amendment
Development Agreement and Amendment (D) $20,000 $21,278 N/A Administrative Actions - Other than Mobile Businesses
Administrative Actions - Other than Mobile
Businesses $1,219 $1,173 $44
Administrative Actions - Mobile Businesses Only
Administrative Actions - Mobile Businesses
Only $133 $156 ($23)
Certificate of Compliance
Certificate of Compliance $1,962 $3,919 ($1,957)
Temporary Use Permit
Type A- New vehicle storage $500 $1,999 ($1,499)
Type B - All others $300 $2,353 ($2,053)
Appeals
Appeal of Administrative Decision $1,515 $16,490 ($14,975) Appeal of Planning Commission Decision $1,515 $16,638 ($15,123) Zoning Compliance Letter
Zoning Compliance Letter $330 $324 $6
Research Fee New $216 N/A
Design Review of Existing Commercial/Industrial Projects (Staff Level Review) Design Review of Existing
Commercial/Industrial Projects (Staff Review) $600 $1,039 ($439) Covenants, Conditions, and Restrictions (CC&Rs) Review
Flat fee to cover City administration fee $480 $1,090 ($610) Deposit, PLUS administrative fee (D) $2,500 $2,500 N/A
Cell and Wireless Communication Facilities
Cell/Wireless Communication Facilities
Application Fee
Design review 6409(a) eligible facilities $2,589 $2,534 $53 Minor mod - non-6409(a) eligible facilities $7,022 $3,988 $3,032 Special use permit (PC required) $5,233 $13,388 ($8,155) Development permit (admin.) $5,390 $3,857 $1,533
Deposit; Plus application fee (D) $3,000 $3,000 N/A
Zoning Clearance
Zoning Clearance $100 $162 ($62)
Outdoor Dining - Smoking Permit

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Fee Name
Current Fee /
Deposit
Total Cost Difference
Outdoor Dining - Smoking Permit $30 $324 ($294)
Affordable Housing Agreement5
Annual Monitoring Review $50 $50 $0
Pre-Project Consultation/Post-Project Approval Review
Pre-Project Consultation/Post-Project
Approval Review (D) $600 $3,010 N/A
Condition Compliance & Mitigation Monitoring Fee
Condition Compliance & Mitigation
Monitoring Fee (D) $800 $5,055 N/A
Time Extension
Time Extension $509 $762 ($253)
The Planning Division’s fees show a mix of under- and over-recoveries, but generally under-recover. Of the fees that are not deposit-based, the largest deficit is for an ‘Appeal of Planning Commission Decision,’ where the total cost is approximately $15,123 higher than the current fee. The smallest under-recovery is for the ‘Development Permit – Administration – 2-10 acres’ fee at only about $19.

Several Planning fees currently show an over-recovery of costs. Of those that are not deposits, the largest over-recovery is for a ‘Cell/Wireless Communication Facility – Minor Mod – Non-6409(a) Eligible Facilities’ at $3,032; the smallest over-recovery is for an ‘Zoning Compliance Letter’ for an existing single- family dwelling at $6. The over-recoveries are reflective of process improvements that reduced time estimates.

ANNUAL REVENUE IMPACT
Based on the prior year’s workload information, Planning has a deficit of roughly $426,000. 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 – PLANNING
Fee Category Revenue at Current Fee Annual Cost Difference Discretionary Permits $278,555 $544,177 ($265,622)
Land Use $38,332 $46,998 ($8,666)
Other Permits $262,790 $414,637 ($151,847)
Total $579,677 $1,005,812 ($426,135)
Planning has an annual cost recovery of roughly 58%, which reflects a $426,000 under-recovery. The largest under-recovery is in relation to the ‘Accessory Dwelling Unit’ fees in the ‘Discretionary Permits’ category at roughly $73,000. A per-unit deficit of about $530 processed 137 times leads to this very large deficit. The next largest under-recoveries are ‘Precise Plan of Design – Alterations to Existing Homes – Administrative Processing’ at $70,000 and ‘Precise Plan of Design – New Custom Homes – Administrative Processing’ at $38,000.

5 This cost is established based on developer agreements.

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The Finance Department is responsible for developing and monitoring the City budget, maintaining City financial records, issuing business tax certificates and associated regulatory business permits, processing utility bill and payments, maintain and operating City facilities, administering the City’s investment and debt, and providing information technology services. The fees examined in this study include those for Regulatory Business Permits, Business Tax Certificates, parking citation cancellations, Tax Equity and fiscal Responsibility Act (TEFRA) hearings, and some facility rentals. The following subsections discuss fee schedule modifications and detailed per unit results for the fee-related services provided by Finance.

FEE SCHEDULE MODIFICATIONS
In discussions with City staff, the following modifications were made to the current fee schedule:
• Eliminated Fees: Staff proposed eliminating the following fees, as these services are no longer offered, or the information is now available online and no longer requires staff support:
o Financial Reports Reproduction
o Listing of Business Tax Certificates Issued
o Regulatory Business Permits – Issuance Fee
o Reprinting Business Tax Certificates
• New Fees: Staff proposed the addition of four (4) fees relating to the rental of Civic Arts Plaza rooms, including: Clean Up, Failure to Vacate, Refreshments, and Acorn Room. These additional fees reflect additional services that can be provided. Staff also recommended the addition of the following deposit ‘Cannabis Appeal of Tax Collector Decision’.
• Moved Fees: The Cannabis Business Permit Fees were moved from the Planning section of the fee schedule to the Finance section to better align with where and how services are provided. • Expanded Fees: Due to variability in how the fees are administered, staff proposed expanding the following fee categories into separate fees for paper and online applications:
o Business Tax Certificate Renewal Processing
o New Business Tax Certificate Processing
• Miscellaneous Modifications: The following dot points explain various miscellaneous modifications to the fee schedule:
o Because AB1379 was amended by AB2164 in the 2021-2022 legislative session, the language indicating that the State-Mandated Certified Access Specialist Fee increase would expire on December 31, 2023, was removed.

FINANCE

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o The ‘Tax Equity and Fiscal Responsibility Act (TEFRA) Hearing Fee’ was changed from a per-unit fee to be based instead on deposit.

The modifications noted above ensure that the proposed fee schedule better reflects the services being provided by Finance staff

DETAILED RESULTS
Finance collects fees for Regulatory Business Permits, Business Tax Certificates, parking citations, TEFRA hearings, and Civic Arts Plaza Municipal Service Center room rentals. 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 18: TOTAL COST PER UNIT RESULTS – FINANCE FEES

Fee Name Current Fee Total Cost Difference
Civic Arts Plaza - Facility Rentals
Board Room
Monday- Friday 7:00 am - 5:00 pm
Group 1 $0 $131 ($131)
Group 2 $0 $131 ($131)
Group 3 $50 $131 ($81)
Weekend, Holiday, 7:00am - 8:00 pm
Group 1 $0 $146 ($146)
Group 2 $50 $146 ($96)
Group 3 $50 $146 ($96)
Oak Room
Monday- Friday 7:00 am - 5:00 pm
Group 1 $0 $129 ($129)
Group 2 $0 $129 ($129)
Group 3 $40 $129 ($89)
Weekend, Holiday, 7:00am - 8:00 pm
Group 1 $0 $144 ($144)
Group 2 $30 $144 ($114)
Group 3 $40 $144 ($104)
Park Room
Monday- Friday 7:00 am - 5:00 pm
Group 1 $0 $129 ($129)
Group 2 $0 $129 ($129)
Group 3 $40 $129 ($89)
Weekend, Holiday, 7:00am - 8:00 pm
Group 1 $0 $143 ($143)
Group 2 $30 $143 ($113)
Group 3 $40 $143 ($103)
Acorn Room
Monday- Friday 7:00 am - 5:00 pm
Group 1 New $115 N/A

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 31

Fee Name Current Fee Total Cost Difference
Group 2 New $115 N/A
Group 3 New $115 N/A
Weekend, Holiday, 7:00am - 8:00 pm
Group 1 New $131 N/A
Group 2 New $131 N/A
Group 3 New $131 N/A
City Facility Rentals - Municipal Service
Center (MSC)
Municipal Services Center Conejo Room
(Monday - Thursday 7:30 am - 5:00 pm)
Group 1 - City Departments, Commissions, or
Committees $0 $265

($265)
Group 2 - Non-profit and City supported
organizations, other government agencies.
(Non-profit organizations must submit proof
of non-profit status) $0 $265 ($265)
Group 3 - Business & commercial (for profit)
organizations (also includes other groups that
cannot provide evidence of non-profit status) $50 $265 ($215) Additional Fees
Failure to Vacate New $50 N/A
Refreshments New $51 N/A
Clean Up New $118 N/A
Regulatory Business Permits $25 $25 $0
Regulatory Permits Fees
Junk, 2nd hand, antique, pawnbrokers, ice
cream trucks, street vendors, hot dog
carts, door to door sales, taxi, sidewalk
vendors, and cannabis delivery $35 $39 ($4)
Regulatory Processing Fees
New $120 $119 $1
Renewal $60 $59 $1
Decal Fees (per vehicle)
Ice cream trucks, street vendors, hot dog
carts, door to door sales, taxi, sidewalk
vendors $5 $5 $0
ID Badge Fees
Ice cream trucks, street vendors, hot dog
carts, door to door sales, taxi, sidewalk
vendors $6 $6 $0
New Business Tax Certificate Processing
Form Paper Application $66 $79 ($13)
Form Online Application $46 $54 ($8)
Business Tax Certificate Renewal Processing
Renewal Form Paper Application $20 $34 ($14)
Renewal Form Online Application $20 $18 $2
Business Tax Certificate Amendment Fee6
Business Tax Certificate Amendment Fee New $34 N/A

6 TOMC Sec. 3-1.20

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 32

Fee Name Current Fee Total Cost Difference
Filing Fee - Regulatory Permit Appeals Filing Fee
Filing Fee - Regulatory Permit Appeals Filing
Fee $120 $119 $1
Parking Citation Cancellation Fee
Parking Citation Cancellation Fee $21 $50 ($29)
Print Shop Services
Outside Agencies $70 $104 ($34)
The fees administered by the Finance Department generally under-recover the associated costs. The largest under-recovery is for weekday rentals of the Conejo Room at $265. The smallest undercharge is for the ‘Regulatory Permit Fees – Junk, 2nd hand, antique, pawnbrokers, ice cream trucks, street vendors, hot dog carts, door to door sales, taxi, sidewalk vendors, and cannabis delivery’ at $4.

ANNUAL REVENUE IMPACT
Due to the complexity of the City’s fincial reporting system, per unit information was unable to be gathered and therefore no annual revene impacts are presented here.

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 33

The Public Works Department is responsible for environmental compliance, sustainability, street and traffic engineering, construction engineering, solid and hazardous waste, stormwater, wastewater, and water services. The fees examined in this study include those for public and private improvement plan check and inspection, encroachments, grading, industrial waste, water service, stormwater plans, and flood plain permits. 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 City staff, the following modifications were made to the current fee schedule:
• Eliminated Fees: Staff proposed eliminating the following fees as these services are no longer offered or the City no longer desires to assess a fee for them:
o Appeal of Administrative Decision to the Traffic and Transportation Commission o Backflow Inspection and Testing – Minimum Processing Fee o Reproduction Fees
• New Fees: Staff proposed the addition of the following fees as they highlight either services already offered but not codified on the fee schedule or new services the City is looking to provide:
o Stormwater Inspection Fee – If Facility Successfully Passes all Requirements on Initial Inspection
o Construction & Demolition Permit – Single Family Residential and Tenant Improvements under 50,000 SF
o Construction & Demolition Permit – Commercial, Multi-Family, and Tenant Improvements over 50,000 SF
o Sustainability Review Fee (Trash Enc., Organics, EV Chargers, Water Conservation) – Commercial and Multi-Family under 50,000 SF
o Sustainability Review Fee (Trash Enc., Organics, EV Chargers, Water Conservation) – Commercial and Multi-Family Over 50,000 SF
o Water Hydraulic Model Analysis
• Condensed Fees: To streamline the fee schedule, staff proposed condensing the following fees:
o The fees for ‘Lot Line Adjustment,’ ‘Parcel Map,’ ‘Final Map,’ ‘Tract Map,’ ‘Easement Quitclaim,’ ‘Easement/Legal Review,’ ‘Certificate of Compliance,’ ‘Certificate of Correction,’ ‘Lot Merger,’ and similar fees were combined into one deposit-based Survey Review fee. o The ‘Base Fee – For Projects between 1,000 SF and 5,000 SF’ was combined with the fee for ‘Minor Projects up to 1,000 SF’ for both the ‘Public and Private Improvement Plan

PUBLIC WORKS

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 34

Check’ and the ‘Public and Private Improvement Inspection’ fees. The threshold was also increased from 1,000 SF to 2,000 SF.
o The ‘Grading Inspection’ fee based on cubic yards was condensed from various cubic yard ranges into a base range and a fee for each additional 100 cubic yards above the base. o The fees for ‘Encroachment Permit – House Moving’ and ‘Encroachment Permit – Newsrack/Drop Box (Annual)’ were condensed with the ‘Minor Encroachment Permit’ fee. • Expanded Fees: Due to large variability in how fees are administered, staff proposed expanding the ‘FEMA Flood Plain Permit’ from three categories to four to better capture the variety of projects encountered. The new fee was in relation to projects near the Redline Watercourse. • Modified Fees: The following dot points represent various miscellaneous modifications that were made to the fee schedule:
o The basis on which the fee is charged was changed for several fees:
§ Public and Private Improvement Inspection – Projects between 5,000 SF to 100,000 SF on- site improvements (from ‘Each’ to ‘Per Additional 1,000 SF’) § Public and Private Improvement Inspection – Projects above 100,000 SF on- site improvements additional fee (from ‘Each’ to ‘Per Additional 1,000 SF’) § Public and Private Improvement Inspection – Each excess plan check after 3 rd plan
check (from ‘% of total fee’ to ‘Each’)
§ Public and Private Improvement Plan Check – Projects between 5,000 SF to 100,000 SF on- site improvements (from ‘Each’ to ‘Per Additional 1,000 SF’) § Public and Private Improvement Plan Check – Projects above 100,000 SF on- site improvements additional fee (from ‘Each’ to ‘Per Additional 1,000 SF’) § Public and Private Improvement Plan Check – Each excess plan check after 3rd plan check (from ‘% of total fee’ to ‘Each’)
§ Grading Inspection – Overtime Inspection (from ‘Each’ to ‘Per Hour’) § Municipal Code Amendment (from ‘Each’ to ‘Deposit’)
o The dollar-value limits on several fees were updated:
§ Encroachment Permit – Minor (Up to $5,000)
§ Major Encroachment Permit Plan Check – Additional Fee for each additional $50,000 in value of improvements (from $50,000 to $10,000) § Major Encroachment Permit Inspection – Additional Fee for each additional $50,000 in value of improvements (from $50,000 to $10,000) § Public and Private Improvement Plan Check – Projects Between 5,000 SF and 100,000 SF (from 5,000 SF to 2,000 SF)
§ Public and Private Improvement Inspection – Projects Between 5,000 SF and 100,000 SF (from 5,000 SF to 2,000 SF)

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 35

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

DETAILED RESULTS
Public Works collects fees for public and private improvement plan check and inspection, encroachments, grading, industrial waste discharge, water service, stormwater plans, and flood plain permits. The total cost calculated for each service includes direct staff costs and Divisional, Departmental, and Citywide overhead. The following table details the fee name, current fee, total cost, and difference associated with each service offered.

TABLE 19: TOTAL COST PER UNIT RESULTS – PUBLIC WORKS FEES

Fee Name Current Fee Total Cost Difference
Survey Reviews
Survey Reviews Modified $1,500 N/A
Monument Inspection (PW 01C)
First Inspection $0 $601 ($601)
Second & Subsequent Inspections plus per
monument reinspected $385 $455 ($70)
Per Monument Reinspected $20 $35 ($15)
Public and Private Improvement Plan Check (PW-04)
Base Fee – Minor Projects up to 2,000 SF $780 $929 ($149) Projects between 2,000 SF to 100,000 SF on-
site improvements (up to 3 plan checks) $104 $291 ($187) Projects above 100,000 SF on- site
improvements additional fee (up to 3 plan
checks) Modified $208 N/A
Each excess plan check after 3rd plan check Modified $1,334 N/A Public and Private Improvement Inspection (PW-05)
Base Fee – Minor Projects up to 2,000 SF $559 $530 $29
Projects between 2,000 SF to 100,000 SF on-
site improvements (up to 3 years) $94 $265 ($171)
Projects above 100,000 SF on- site
improvements additional fee (up to 3 years) Modified $176 N/A Excess duration (each year beyond 3-years of
project duration) Modified $441 N/A
Encroachment Permit
Minor (Up to $5,000 in Value) $355 $362 ($7)
Utility Companies (Annual)
Annual permit processing $274 $357 ($83)
For every 10 locations $2,684 $2,862 ($178)
Utility company trenching for installation,
repairs, and maintenance $274 $357 ($83)
Temporary Dumpsters (Annual)
Annual permit processing $400 $383 $17
Monitoring Wells Annual Permit $378 $357 $19
Major Encroachment Permit (over $5,000 value) Plan Check

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 36

Fee Name Current Fee Total Cost Difference
Base fee up to $50,000 in value of
improvements (up to 3 plan checks) $6,150 $7,389 ($1,239) Additional fee for each additional $10,000 in
value of improvements $581 $1,144 ($563)
Each additional review 20% 20% 0%
Major Encroachment Permit (over $5,000 value) Inspection Base fee up to $50,000 in value of
improvements (up to 3 plan checks) $2,795 $3,347 ($552) Additional fee for each additional $10,000 in
value of improvements $447 $530 ($83)
Each additional year beyond 3rd year of
inspection 20% 20% 0%
Small Cell/Wireless Permit - Within Right- of- Way (ROW)7 Each application for a Small Wireless Facility
on an existing pole $500 $500 $0
For each Small Wireless Facility beyond five $100 $100 $0 For application for a Small Wireless Facility
on a new pole $1,000 $1,000 $0
Annual ROW access fee for each Small
Wireless Facility $270 $270 $0
Plus deposit for Peer review by the Consultant $3,000 $3,000 $0 Grading Inspection
Removal & Recompaction (Only) $300 $571 ($271)
Fee based on cubic yards (cy)
1-100 cy $445 $613 ($168)
For each additional 100 CY (Max. 10,000
CY) Modified $132 N/A
Additional fee for each year in excess of
three years of project duration $2,460 $2,984 ($524)
Overtime inspection

1.5 times hourly
rate $211 N/A
Grading Bond (refundable deposit) - for
export and fill
Less than 10,000 cubic yards (cy) $25 $60 ($35)
Over 10,000 cy $10 $45 ($35)
Construction Water Meter
Construction Water Meter $280 $381 ($100)
Plus deposit for 3" meter, or a deposit as
determined by the Public Works Director for
larger meter sizes $1,000 $1,500 ($500)
For each time meter relocated to another
hydrant at the customer's request $220 $234 ($14)
Paving Maintenance Permit
Up to 1,000 SF $180 $304 ($124)
1,001 - 10,000 SF $585 $696 ($111)
Added fee for each additional 10,000 SF $265 $353 ($88) Permit Application - Industrial Waste Discharge
Type I $1,045 $1,824 ($778)
Type II $2,418 $3,647 ($1,229)

7 FCC Declaratory Ruling and Third Report and Order No. FCC 18- 133

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 37

Fee Name Current Fee Total Cost Difference
Renewal Application - Industrial Waste Discharge
Renewal Application - Industrial Waste
Discharge $315 $745 ($430)
Disconnect/Reconnect Water Service
For tagging, disconnect, or reconnect during
business hours $47 $105 ($58)
For reconnect after normal business hours $224 $353 ($129) Installation/Removal of Water Service Flow Restrictor
For installation or removal of a flow restrictor
during business hours $47 $119 ($72)
For installation or removal of a flow restrictor
after normal business hours $224 $355 ($131)
Testing of Water Meters for Accuracy at Customer's Request For each field visit, including meter testing,
removal, or installation $145 $156 ($11)
Plus Add:

For 5/8" x 3/4" and 3/4" meter testing,
including shipping $50 $50 $0
For 1" meter testing, including shipping $70 $70 $0
For 1.5" and 2" meter testing, including
shipping $130 $130 $0
For meters 3" and larger Actual Cost
Fire Flow Calculations
Fire Flow Calculations $224 $293 ($69)
Backflow Inspection and Testing
Business submits annual backflow report on
time $30 $93 ($63)
Delinquent and City pursues action $258 $465 ($207)
Construction Change Order
Construction Change Order, Minor $480 $560 ($80)
Plus:

Plan check fee (All change orders) Per Public & Private Improvement Plan Check Fee Inspection fee (New improvements only) Per Public & Private Improvement Inspection Fee Municipal Code Amendment
Municipal Code Amendment $4,000 $4,000 $0
After Hours Construction Permit
Minimum for first four hours $725 $1,027 ($302)
Per hour after minimum $181 $211 ($29)
Appeal of Administrative or Traffic and Transportation Commission Decision Appeal of Traffic and Transportation
Commission decision to City Council $1,515 $4,204 ($2,689) Appeal of Admin decision to City Council
(Crossing Guards) $250 $4,204 ($3,954)
Street Name Change
Street Name Change $1,073 $2,734 ($1,661)
Street Number Change
Street Number Change $207 $429 ($222)
Time Extension - Permits
Time Extension - Permits $173 $233 ($60)
Wastewater Fixture Unit Field Count & billing adjustment

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 38

Fee Name Current Fee Total Cost Difference
Less than or equal to 20 fixture units $246 $451 ($205)
Greater than 20 fixture units $693 $827 ($134)
Local Agency Formation Commission (LAFCO) Out of Agency Service Agreement Fee for writing an Out of Agency Service
Agreement $6,396 $8,370 ($1,974)
Water Conservation Requirements Hardship, Unique Circumstances, or Disability Waiver For residential water customers $125 $153 ($28)
For commercial, institutional, and industrial
water customers $250 $306 ($56)
For residential water customers currently
participating in the CARE program with
Southern California Edison or Southern
California Gas $50 $76 ($26)
For residential water customers who have
disabilities that prevent them from hand-
watering and the waiver request is to replace
hand- with automated watering $0 $76 ($76)
Preferential Parking Permit Program
Per card $8.25 $75 ($67)
For replacement $15.50 $75 ($60)
Street and Traffic Sign Installation, Replacement, and Striping Street and Traffic Sign Installation,
Replacement, and Striping Actual Cost
Traffic Study Fee
Fee for City processing and review $4,500 $4,500 $0
Deposit for contractor/consultant actual
costs $5,000 $5,000 $0
Stormwater Pollution Prevention Plan Processing Fee
Stormwater Pollution Prevention Plan
Processing Fee $969 $1,000 ($31)
Stormwater Quality Master Plan Processing Fee
Stormwater Quality Master Plan Processing
Fee $1,205 $2,001 ($797)
Storm Drain Inlet Placard
Per placard (adhesive included) $12.86 $12.50 $0.36
Stormwater Inspection Fee
If facility successfully passes all requirements
on initial inspection New $82 ($82)
Per Re-Inspection $111 $210 ($99)
Stormwater Quality Permanent Best Management Practices (BMP) Annual Inspection If BMP owner provides annual maintenance
reports $0 $71 ($71)
If BMP owner fails to provide annual report or
respond to 1st letter $112 $214 ($102)
If BMP owner fails to respond to 2nd letter
and City is required to perform field
inspection $308 $466 ($158)
Plus County Filing Fees $188 $188 $0
Charge to Vandals for Graffiti Removal
Less than 4 Square Feet $490 $412 $78
5 to 16 Square Feet $740 $546 $194

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 39

Fee Name Current Fee Total Cost Difference
17 to 36 Square Feet $990 $713 $277
Greater than 36 Square Feet $1,485 $882 $603
Trash Enclosure Recycling and Organics Signs
Per Sign $25 $25 $0
FEMA Flood Plain Permit
Assist customer with determining Flood Zone
and Base Flood Elevation $0 $190 ($190)
Evaluate Substantial Improvement using
basic square-footage $400 $595 ($195)
In areas of proposed development adjacent to
a Redline watercourse New $524 N/A
Evaluate Substantial Improvement using
detailed dimensions $3,000 $2,013 $987
Other Fees
Construction & Demolition Permit (SFR & Tis
under 50,000 SF)
New $186
N/A
Construction & Demolition Permit (comm,
MFR, Tis over 50k SF)
New $372
N/A
Sustainability Review Fee (Trash Enc.,
Organics, EV Chargers, Water Conservation) -
Comm, MF under 50,000 SF
New $679
N/A
Sustainability Review Fee (Trash Enc.,
Organics, EV Chargers, Water Conservation) -
Comm, MF over 50,000 SF
New $1,511
N/A
Water Hydraulic Model Analysis New $1,053 N/A
Compost Bin $30 $40 ($10)
The fees administered by the Public Works Department show a mix of under- and over-recoveries, but they generally under-recover their associated costs. The largest under-recovery is for an ‘Appeal of Admin Decision to City Council (Crossing Guards)’ at approximately $4,000. The smallest undercharge is for an ‘Encroachment Permit – Minor (Up to $5,000),’ which under-recovers by about $10 per permit.

Of the fees that show overages, the fee for a ‘FEMA Flood Plain Permit – Evaluate Substantial Improvement using detailed dimensions’ has the largest overcharge at around $1,000. The smallest overcharge is for an encroachment permit on an ‘Oversize Load – Per Trip’ at $3. These overcharges are due to process improvements that reduce the cost of providing the service.

ANNUAL REVENUE IMPACT
Based on the prior year’s workload information, Public Works is currently over-recovering by about $25,000 annually. The following table shows the revenue at the current fee, total projected annual cost, and the resulting difference by major fee category.

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 40

TABLE 20: ANNUAL RESULTS – PUBLIC WORKS

Fee Category Revenue at Current Fee Annual Cost Difference Encroachment Permits $227,829 $250,870 ($23,041)
Grading $236,567 $168,117 $68,450
Public and Private Improvements $174,369 $192,691 ($18,322) Other Fees $5,017 $6,781 ($1,764)
Total $643,782 $618,459 $25,323

Public Works has an annual cost recovery of roughly 104%, a $25,000 over-recovery. The largest over- recovery is in relation to Grading Inspections ($68,000 that is offset by under-recoveries in other areas).

This is driven by the fee ‘For each additional 100 CY (Max. 10,000 CY).’ This fee was previously parsed out into multiple CY ranges and was condensed in this study. This change in structure revealed an over- recovery on average of the costs to process 100 CY of grading. This emphasizes the importance of changes that right-size the fee schedule to fit current needs.

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 41

The Thousand Oaks Library is composed of one main library and one branch library. The division is responsible for managing both locations and providing related services to residents. The Library also administers a passport program. The fees examined in this study include those for library cards, test proctoring, lost and damaged materials, passport execution, and facility rentals. The following subsections discuss fee schedule modifications and detailed per unit results for the fee-related services provided by the Library.

FEE SCHEDULE MODIFICATIONS
In discussions with City staff, the following modifications were made to the current fee schedule:
• Eliminated Fees: Staff proposed eliminating the ‘Grant R. Brimhall Library Facility Rental – Conference Room’ and ‘Microfilm Copy’ fees, as these services are no longer offered. • New Fees: Staff recommended the addition of ‘Special Event Participant Insurance (Libcon)’ parsed into a vendor and Exhibit fee both based on actual costs. • Modified Fees: The ‘Test Proctoring Fee – Per Partial Hour’ was clarified to read ‘Per Half Hour.’ The modifications noted above ensure that the proposed fee schedule better reflects the services being provided by Library staff.

DETAILED RESULTS
The Library collects fees for copies and 3D printing, library cards, test proctoring, lost and damaged materials, passport execution, and facility and equipment rentals. 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 21: TOTAL COST PER UNIT RESULTS – LIBRARY FEES

Fee Name Current Fee Total Cost Difference
Library Card
Initial Library Card $0 $21 ($21)
Replacement of lost/stolen card $2 $14 ($12)
Test Proctoring Fee
Initial Fee (includes up to 1 hour) $50 $315 ($265)
Per Half Hour $25 $78 ($53)
Processing for Lost/Damaged Materials
Processing for Lost/Damaged Materials $3.00 $46 ($43)
3D Printing Fee
Base Fee $1.00 $52 ($51)
Additional Fee $0.05 $0.05 $0.00
Library – Facility Rentals

CULTURAL & COMMUNITY SERVICES - LIBRARY

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 42

Fee Name Current Fee Total Cost Difference
Grant R. Brimhall Library
Marvin E. Smith Room
Group 1 $0 $75 ($75)
Group 2 $0 $75 ($75)
Group 3 $100 $75 $25
Marvin E. Smith Room - Kitchen Use
Group 1 $0 $5 ($5)
Group 2 $0 $5 ($5)
Group 3 $25 $5 $20
Technology Training Room
Group 1 $0 $57 ($57)
Group 2 $0 $57 ($57)
Group 3 $50 $57 ($7)
Newbury Park Branch Library
Meeting Room
Group 1 $0 $56 ($56)
Group 2 $0 $56 ($56)
Group 3 $80 $56 $22
Meeting Room - Kitchen Use
Group 1 $0 $6 ($6)
Group 2 $0 $6 ($6)
Group 3 $25 $6 $17
Thousand Oaks Community Gallery
Art Exhibition $700 $16,833 ($16,133)
Insurance
Insurance Processing Fee $15 $41 ($26)
Chair Set Up
50 - 99 Chairs $40 $40 $0
100 - 149 Chairs $60 $78 ($18)
150 - 200 Chairs $80 $116 ($36)
Special Event Participant Insurance (Libcon)
Vendor New Actual Cost
Exhibitor New Actual Cost
Library Equipment Rental Fees
Marvin E. Smith Room at Grant R. Brimhall Library
Library equipment Deposit for
microphones (Handheld / Lapel), Video
Presentation Kits, Computer Kits,
Conference Room Kits $450 $450 $0
Microphones
Stand Alone, Handheld, Label, or Tabletop
(Max. 4). Podium Mic. (Max. 1) $10 $33 ($23)
Video Presentation Kit $25 $108 ($83)
Computer Kit $50 $117 ($67)
Piano Tuning $140 $261 ($121)
Technology Training Room at Grant R. Brimhall Library
Conference Room Kit $50 $85 ($35)
Meeting Room at Newbury Park Branch Library
Microphones $10 $33 ($23)

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 43

Fee Name Current Fee Total Cost Difference
Video Presentation Kit $25 $108 ($83)
Computer Kit $50 $117 ($67)
The fees administered by the Library generally under-recover their associated costs. The largest under- recovery is for an ‘Art Exhibition’ on the Thousand Oaks Community Gallery ($16,133). The smallest undercharge is for the Marvin E Smith Kitchen Room at $5. Notably, Library services are generally not set at full cost recovery due to a desire for them to be accessible to the public.

ANNUAL REVENUE IMPACT
Because Library’s revenue is not recorded at the per-unit level, annual results are not presented here.

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 44

Thousand Oaks manages two theatres: the Fred Kavli Theatre and the Janet & Ray Scherr Forum Theatre.

The Theatre Division within the Cultural and Community Services Department is responsible for the operations and management of both facilities. The fees examined in this study include those for rentals of the theatre spaces, related box office and labor charges, equipment use fees, and film location fees.

The following subsections discuss fee schedule modifications and detailed per unit results for the fee- related services provided by the Theatres Division.

FEE SCHEDULE MODIFICATIONS
In discussions with City staff, the following modifications were made to the current fee schedule:
• Eliminated Fees: Staff proposed eliminating the following fees as the City no longer offers these services: ‘Kavli Theatre – Performance Day Rehearsal’, ‘Scherr Forum – Performance Day Rehearsal’, and ‘Parking Fee – When Pre-purchased through venue Box Office or Ticketmaster’. • New Fees: Staff proposed the addition of the following fees as they highlight services already offered but not codified on the fee schedule:
o Security – Founders Room, Lobby, & Plaza Use
o Security – Kavli Theatre
o Security – Scherr Forum Theatre
o Security Guard Hourly
o Security Supervisor Hourly
• Modified Fees: The following dot points highlight two miscellaneous modifications proposed by staff:
o The ‘COVID-19 Compliance Officer’ labor fee was renamed ‘Health and Safety Compliance Supervisor.’
o The ‘Video Projector – 5.5k Lumens’ fee was modified to read ‘8k Lumens’ to reflect a new equipment purchase.
• Moved Fees: Film Permit fees and Special Events Application fees were moved from the Planning section of the fee schedule to the Cultural and Community Services – Theaters section to better align with where and how services are provided.

The modifications noted above ensure that the proposed fee schedule better reflects the services being provided by Theatre staff

CULTURAL & COMMUNITY SERVICES -

THEATRES

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 45

DETAILED RESULTS
The Theatre Division collects fees for rentals of theatre spaces, related box office and labor charges, equipment use fees, and film location fees. 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 22: TOTAL COST PER UNIT RESULTS – THEATRE FEES

Fee Name Current Fee Total Cost Difference
Kavli Theatre Rental Rates $25 $25 $0
Daily
Monday thru Thursday $2,500 $5,351 ($2,851)
Friday thru Sunday $3,250 $5,351 ($2,101)
Additional Performance on Same Day
Monday thru Thursday $1,250 $5,557 ($4,307)
Friday thru Sunday $1,625 $5,557 ($3,932)
Non-Performance Day Load-ln/Tech/Rehearsal
Monday thru Thursday $1,250 $5,351 ($4,101)
Friday thru Sunday $3,250 $5,351 ($2,101)
Resident Companies
Monday thru Thursday $1,625 $5,351 ($3,726)
Friday thru Sunday $2,112.50 $5,351 ($3,238)
Additional Performance on Same Day
Monday thru Thursday $812.50 $5,557 ($4,744)
Friday thru Sunday $1,056.25 $5,557 ($4,500)
Non-Performance Day Load-
ln/Tech/Rehearsal

Monday thru Thursday $812.50 $5,351 ($4,538)
Friday thru Sunday $2,112.50 $5,351 ($3,238)
Educational School Performance
Monday thru Thursday $812.50 $5,351 ($4,538)
Additional educational school
performance on same day; Monday thru
Thursday
$406.25 $5,557 ($5,150)
Educational School Performance
Monday thru Thursday $1,250 $5,351 ($4,101)
Additional educational school performance
on same day
$625 $5,351 ($4,726)
Weekly
Per seven consecutive day period $11,850 $37,643 ($25,793) Scherr Forum Rental Rates
Daily
Monday thru Thursday $500 $1,306 ($806)
Friday thru Sunday $700 $1,306 ($606)
Additional Performance on Same Day
Monday thru Thursday $250 $1,466 ($1,216)
Friday thru Sunday $350 $1,466 ($1,116)

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 46

Fee Name Current Fee Total Cost Difference
Non-Performance Day Load-
ln/Tech/Rehearsal

Monday thru Thursday $250 $1,306 ($1,056)
Friday thru Sunday $700 $1,306 ($606)
Resident Companies
Monday thru Thursday $325 $1,306 ($981)
Friday thru Sunday $455 $1,306 ($851)
Additional Performance on Same Day
Monday thru Thursday $162.50 $1,466 ($1,303)
Friday thru Sunday $227.50 $1,466 ($1,238)
Non-Performance Day Load-
ln/Tech/Rehearsal

Monday thru Thursday $162.50 $1,306 ($1,143)
Friday thru Sunday $455 $1,306 ($851)
Educational School Performance
Monday thru Thursday $162.50 $1,306 ($1,143)
Additional educational school
performance on same day
$81.25 $1,306 ($1,224)
Educational School Performance
Monday thru Thursday $250 $1,306 ($1,056)
Friday thru Sunday $125 $1,306 ($1,181)
Local Community Groups
Monday thru Thursday $400 $1,306 ($906)
Friday thru Sunday $560 $1,306 ($746)
Additional Performance on Same Day
Monday thru Thursday $200 $1,466 ($1,266)
Friday thru Sunday $280 $1,466 ($1,186)
Non-Performance Day Load-
ln/Tech/Rehearsal

Monday thru Thursday $200 $1,306 ($1,106)
Friday thru Sunday $560 $1,306 ($746)
Educational School Performance
Monday thru Thursday $200 $1,306 ($1,106)
Additional educational school
performance on same day; Monday
thru Thursday
$100 $1,306 ($1,206)
Weekly
Per seven consecutive day period $2,500 $9,146 ($6,646) Rental Rates – Founders Room, Lobbies, and Plaza
Founders Room $250 $284 ($34)
Kavli Theatre Lobby $500 $460 $38
Licata Lounge and Mezzanine Patio $250 $342 ($92)
Rehearsal Room $250 $264 ($14)
Scherr Forum Lobby $500 $314 $186
Scherr Forum Plaza $250 $350 ($100)
Rental Rates
Kavli Theatre Founders Room $250 $284 ($34)
Kavli Theatre Lobby $500 $460 $40
Licata Lounge and Mezzanine Patio $250 $342 ($92)

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 47

Fee Name Current Fee Total Cost Difference
Kavli Theatre Rehearsal Room $250 $264 ($14)
Scherr Forum Lobby $500 $314 $186
Scherr Forum Plaza $250 $350 ($100)
Box Office
Service Fee
Kavli Theatre $750 $1,034 ($284)
Scherr Theatre $150 $475 ($325)
Service Fee: VIP Event Creation
Kavli Theatre - VIP Event or Meet & Greet
Creation $250 $307 ($57)
Scherr Theatre - VIP Event or Meet & Greet
Creation $100 $239 ($139)
Service Fee: Box Office Agent Services $25 $47 ($22)
Ticket Printing Fee
Kavli Theatre $300 $378 ($78)
Scherr Theatre $85 $116 ($31)
Subscription Orders $8 $8 $0
Ticket Processing Fee (for purchases made through the Box Office window) Processing Fee $2 $3 ($1)
Processing fee for consignment tickets $1 $2 ($1)
Facility Fee for Non-Ticketed Events
Fred Kavli Theatre $450 $3,326 ($2,876)
Scherr Forum Theatre $100 $757 ($657)
Ticket Exchange Fee $2 $3 ($1)
Labor
Technical Services
Stage Supervisor $73 $208 ($135)
Head Carpenter, Head Electrician, Head
Audio $69 $171 ($102)
Follow Spot Operator $35 $44 ($9)
Stagehands $35 $44 ($9)
Health and Safety Compliance Officer $73 $214 ($141)
Runner $35 $44 ($9)
Front of House Supervisor
Kavli Theatre $350 $1,179 ($829)
Scherr Forum $150 $930 ($780)
Front of House Ambassadors $20 $34 ($14)
Front of House - Founders Room, Lobbies, Plaza
Per 4 Hours $120 $276 ($156)
Per Hour Over 4 Hours $20 $34 ($14)
Maintenance/Cleaning Actual Cost
Custodian $30 $59 ($29)
Custodian - Founders Room, Lobby & Plaza
Use $120 $239 ($119)
Security (Based on contracted rate):

Security – Scherr New $564 N/A
Security – Kavli New $1,128 N/A
Security Guard Hourly New $62 N/A

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 48

Fee Name Current Fee Total Cost Difference
Security Supervisor Hourly New $68 N/A
Security – Founders Room, Lobby & Plaza Use New $282 N/A Production Fee
Utility Lamp Use
Kavli Theatre $100 $134 ($34)
Scherr Forum $50 $44 $6
Wireless Microphone Use
Per Handheld, per performance $70 $0.40 $70
Per Lavalier, per performance $70 $0.60 $69
Per E-6 ear- set, per performance $90 $0.90 $89
Piano Tuning $250 $280 ($30)
Orchestra Shell Use
Kavli Theatre $700 $50 $650
Video Projector
8k Lumens
Per Day $400 $24 $376
Per Week $600 $169 $431

14.0k Lumens
Per Day $800 $67 $733
Per Week $2,400 $474 $1,926
Intelligent Lighting
Each fixture, per day for SolaSpot and/or
SolaWash fixtures $150 $23 $127
Per Day
For ten (10) intelligent lights $1,250 $77 $1,173
For twenty (20) intelligent lights $2,500 $154 $2,346
Per Week
For ten (10) intelligent lights $2,500 $542 $1,958
For twenty (20) intelligent lights $5,000 $1,084 $3,916 Miscellaneous Fees
E-Blast Service Fee $100 $252 ($152)
Film Location Fee
Kavli Theatre - Daily
Film, Television, & Video Shoots $3,500 $6,592 ($3,092) Still Photography Shoot $1,500 $5,771 ($4,271)
Scherr Forum - Daily
Film, Television, & Video Shoots $1,500 $2,275 ($775)
Still Photography Shoot $600 $1,635 ($1,035)
Student filming rates (with valid letter and
agreement from school and/or advisor) $700 $2,275 ($1,575) Lobbies, Civic Arts Plaza Grounds - Daily
Film, Television, & Video Shoots $3,500 $1,934 $1,566
Still Photography Shoot $600 $1,113 ($513)
CAP Park & Courtyard of the Oaks - Facility Rental
CAP Park & Courtyard of the Oaks
Group 1 $0 $488 ($488)
Group 2 $200 $488 ($288)
Group 3 $300 $488 ($188)

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 49

Fee Name Current Fee Total Cost Difference
Insurance
Insurance Processing Fee $15 $205 ($190)
Special Events Application
Special Event - Type A (One or More day
Event) $147 $2,912 ($2,765)
Special Event - Type B (1st Time Non-Rules
of the Road)
Non-Profit $444 $1,135 ($691)
For-Profit $654 $1,135 ($481)
Block Party $40 $930 ($890)
Application Fee for "Community Event"
designation $113 $419 ($306)
The fees administered by the Theatres Division show a mix of under- and over-recoveries because of the nature of the activities performed. The largest under-recovery is for the ‘Kavli Theatre Rental – Weekly’ at about $25,793. The smallest undercharge is for the ‘Ticket Processing Fee’ at $1.

The largest over-recovery is for the use of 20 intelligent lights for a week (‘Production Fee – Intelligent Lighting – Per Week – For 20 Intelligent Lights’) at around $3,916. The smallest over-recovery is $6 for Utility Lamp use. However, due to the nature of the activities and services performed, Theatres fees are allowed to be set at market rate, rather than having a cost recovery cap.

ANNUAL REVENUE IMPACT
Based on the prior year’s workload information, Theatres Division shows a deficit of roughly $1.7 million.

The following table shows the revenue at the current fee, total projected annual cost, and the resulting difference by major fee category.

TABLE 23: ANNUAL RESULTS – THEATRES

Fee Category
Revenue at
Current Fee Annual Cost Difference
Box Office Charges $143,985 $255,702 ($111,717)
Charges for Service - Ticket Processing $125,464 $430,991 ($305,527) Labor $329,050 $780,486 ($451,436)
Performance and Rehearsal Rentals $521,765 $1,242,518 ($720,753) Special Events Applications $7,619 $139,432 ($131,813) Total $1,127,883 $2,849,129 ($1,721,246)

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 50

Theatres Division has an annual cost recovery of roughly 40%, which reflects a $1.7 million under- recovery. The largest under-recovery is in relation to Performance and Rehearsal Rentals ($720,000), which is driven primarily by rentals of the Kavli Theater. Because the per-unit deficits for these rentals are all more than $2,000 and the space is rented for performances frequently, the overall deficit is quite large.

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 51

As part of the Cost of Services (User Fee) study for the City of Thousand Oaks, Matrix Consulting Group conducted a comparative survey of user fees. The City identified five municipalities to be included in the comparative survey: Camarillo, Oxnard, Santa Clarita, Simi Valley, and Ventura. 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 jurisdiction’s costs to their fees (i.e., policy decisions to subsidize, cost recovery goals, etc.). Therefore, to contextualize this portion of the analysis, the project team has 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 24: RANKING OF JURISDICTIONS BY POPULATION
Jurisdiction Population8
Camarillo 69,014
Ventura 107,569
Thousand Oaks 122,643
Simi Valley 124,029
Oxnard 197,536
Santa Clarita 230,428

8 State of California, Department of Finance estimates for 2024 were used to determine population.

APPENDIX – COMPARATIVE SURVEY

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 52

TABLE 25: RANKING OF JURISDICTIONS BY CITYWIDE TOTAL BUDGET Jurisdiction FY 2024-25 Budget9
Camarillo $161,620,512
Simi Valley $263,887,073
Thousand Oaks $271,360,474
Santa Clarita $342,352,100
Ventura $531,038,279
Oxnard $963,494,363
TABLE 26: RANKING OF JURISDICTIONS BY FTE
Jurisdiction FY 2024-25 Authorized FTE10
Camarillo 167.00
Santa Clarita 482.90
Thousand Oaks 505.00
Simi Valley 544.78
Ventura 713.00
Oxnard 1,484.75
When compared to the surveyed jurisdictions, the City of Thousand Oaks ranks near the middle in terms of population, budget, and staffing.

RECENCY FACTOR
While the above comparative information can provide some perspective when paralleling Thousand Oaks’ 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 conducted a fee analysis and when they last updated their fee schedule:

TABLE 27: LAST FEE SCHEDULE UPDATE
Jurisdiction Response
Camarillo 2023
Oxnard11 2024
Santa Clarita 2024
Simi Valley 2024
Ventura 2024

9 To ensure appropriate comparisons, full operating budget (all funds) has been used for all jurisdictions. 10 Includes all full-time equivalents for each jurisdiction. 11 Oxnard’s most recent fee update did not include all fees but rather a subset of their fees.

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 53

TABLE 28: LAST FEE STUDY CONDUCTED
Jurisdiction Response
Simi Valley 2013
Camarillo12 2016
Oxnard13 2018
Ventura 2019
Santa Clarita 2024
All surveyed jurisdictions have published an updated fee schedule within the past three years, and only Santa Clarita has conducted a fee study in the last five 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: The same “fee” with the same name may include different steps or sub- activities. Jurisdictions also provide varying levels of service and have varying levels of costs associated with providing services such as staffing levels, salary levels, indirect overhead costs, etc.

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. 1 CERTIFICATE OF OCCUPANCY
Building currently charges a fee of $143 for a Certificate of Occupancy. Through this study, the project team calculated the full cost of this service to be $173. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

12 Camarillo’s most recent fee study did not include their Building fees. 13 Oxnard’s Building fees were not included in the 2018 study.

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 54

Both Thousand Oaks’ current fee and full cost are below the jurisdictional average of $230, and both are most comparable to Oxnard’s fee of $150. Ventura has the lowest fee at $97, while Santa Clarita has the highest fee at $420.
2 SIGNS – MONUMENT
Building currently does not have a specific fee for ‘Signs – Monument’ on its fee schedule, but the department is considering this as a separate, flat fee. Through this study, the project team calculated the full cost of this service to be $441. The following graph shows how Thousand Oaks’ full cost compares to the surveyed jurisdictions.

The City’s full cost is above the jurisdictional average of $161 and higher than any surveyed jurisdiction.

It is most comparable to Simi Valley’s fee of $305. Notably, Camarillo, Oxnard, and Ventura do not break out their sign fees specifically relating to monuments but charge a more general sign fee. $-
$50
$100
$150
$200
$250
$300
$350
$400
$450
Thousand Oaks
Current Fee
Thousand Oaks
Full Cost
Camarillo Oxnard Santa Clarita Si mi Val ley Ventura
Certificate of Occupancy
Fee Average
$-
$50
$100
$150
$200
$250
$300
$350
$400
$450
$500
Thousand Oaks Full
Cost
Camarillo Oxnard Santa Clarita Si mi Val ley Ventura
Signs - Monument
Fee Average

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 55

3 COMMERCIAL / MULTI-FAMILY EV CHARGING STATION – 6 UNITS Building currently charges a fee of $1,416 for review and inspection of a commercial or multi-family EV charging station with 6 units. Through this study, the project team calculated the full cost of this service to be $1,407. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Thousand Oaks’ current fee and full cost calculated are above the jurisdictional average of $1,171. Both are most comparable to Simi Valley’s fee at $1,491. The City currently charges for this review and inspection based on valuation, Camarillo, Oxnard, and Santa Clarita, charge for this service in the same way. All other jurisdictions surveyed and the full cost are administered as stand-alone fees. 4 NEW SFR PLAN CHECK AND INSPECTION; 2,000 SF; $600,000 Building currently charges a fee of $10,037 to provide the plan check and inspection needed for a new 2,000 square foot single-family residential project valued at $600,000. Through this study, the project team calculated the full cost of this service to be $10,735. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

$-
$500
$1,000
$1,500
$2,000
$2,500
Thousand Oaks
Current Fee
Thousand Oaks
Full Cost
Camarillo Oxnard Santa Clarita Si mi Val ley Ventura
Commercial / Multi-Family EV Charging Station - 6 Units Fee Average
$-
$2,000
$4,000
$6,000
$8,000
$10,000
$12,000
Thousand Oaks
Current Fee
Thousand Oaks
Full Cost
Camarillo Oxnard Santa Clarita Si mi Val ley Ventura
New SFR Plan Check & Inspection; 2,000 SF; $600,000
Fee Average

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 56

Both Thousand Oaks’ current fee and full cost are above the jurisdictional average of $8,074. The City’s current fee is most comparable to Ventura’s fee of $9,457, while the full cost is most similar to Santa Clarita’s fee of $10,803. It is important to note that Thousand Oaks’ current fee is based on valuation, while the full cost is based on square footage due to modifications to the fee schedule. MEP fees were not included as part of this calculation.
5 SFR REMODEL PLAN CHECK AND INSPECTION; 500 SF; $150,000 Building currently charges a fee of $4,228 to provide the plan check and inspection needed for a 500 square foot single-family residential remodel project valued at $150,000. Through this study, the project team calculated the full cost of this service to be $1,573. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Thousand Oaks’ current fee is above the jurisdictional average of $2,415, but the calculated full cost is below average. The City’s current fee is most comparable to Santa Clarita’s fee of $3,411. The full cost is closest to Ventura’s fee of $1,882. It is important to note that Thousand Oaks’ current fee is based on valuation, while the full cost is based on square footage due to modifications to the fee schedule. MEP fees were not included as part of this calculation.
6 NEW COMMERCIAL PLAN CHECK AND INSPECTION; 55,000 SF; $20 MILLION Building currently charges a fee of $108,618 to provide the plan check and inspection needed for a 55,000 square foot new commercial project valued at $20 million. Through this study, the project team calculated the full cost of this service to be $81,743. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions. $-
$500
$1,000
$1,500
$2,000
$2,500
$3,000
$3,500
$4,000
$4,500
Thousand Oaks
Current Fee
Thousand Oaks
Full Cost
Camarillo Oxnard Santa Clarita Si mi Val ley Ventura
SFR Remodel Plan Check & Inspection; 500 SF; $150,000
Fee Average

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 57

Both Thousand Oaks’ current fee and full cost are below the jurisdictional average of $130,068.14 The City’s current fee is most similar to Camarillo’s fee of $106,843, while the calculated full cost is most comparable to Ventura’s fee at $80,250. MEP fees were not included as part of this calculation. 7 COMMERCIAL TI PLAN CHECK AND INSPECTION; 1,950 SF; $500,000 Building currently charges a fee of $9,423 to provide the plan check and inspection needed for a 1,950 square foot commercial tenant improvement project valued at $500,000. Through this study, the project team calculated the full cost of this service to be $10,975. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

14 Santa Clarita’s fee heavily influences this average; if Santa Clarita is removed from the calculation, Thousand Oaks’ current fee is above the jurisdictional average of the remaining jurisdictions ($85,837), and the calculated full cost is slightly below average.
$-
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
$350,000
Thousand Oaks
Current Fee
Thousand Oaks
Full Cost
Camarillo Oxnard Santa Clarita Si mi Val ley Ventura
New Commercial Plan Check & Inspection; 55,000 SF; $20
Million
Fee Average
$-
$2,000
$4,000
$6,000
$8,000
$10,000
$12,000
Thousand Oaks
Current Fee
Thousand Oaks
Full Cost
Camarillo Oxnard Santa Clarita Si mi Val ley Ventura
Commercial TI Plan Check & Inspection; 1,950 SF; $500,000 Fee Average

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 58

Both Thousand Oaks’ current fee and full cost are above the jurisdictional average of $6,218 and are most comparable to Santa Clarita’s fee of $9,156. Santa Clarita has the highest fee among the surveyed jurisdictions, while Camarillo has the lowest at $5,230. MEP fees were not included as part of this calculation.
8 URBAN LOT SPLIT (SB9)
Planning currently charges a fee of $4,500 for an Urban Lot Split. Through this study, the project team calculated the full cost of this service to be $3,945. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Both Thousand Oaks’ current fee and full cost are above the jurisdictional average of $1,883. Thousand Oaks’ fees are most comparable to Camarillo’s fee of $3,815 and significantly above Santa Clarita ($657) and Ventura’s fees of $1,176.
9 LAND DIVISION (PARCEL MAP) – ADMINISTRATIVE PROCESSING Planning currently charges a fee of $4,500 for administrative processing of a Land Division (Parcel Map).

Through this study, the project team calculated the full cost of this service to be $4,052. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions. $-
$500
$1,000
$1,500
$2,000
$2,500
$3,000
$3,500
$4,000
$4,500
$5,000
Thousand Oaks Current
Fee
Thousand Oaks Full Cost Camarillo Santa Clarita Ventura Urban Lot Split
Fee Average

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 59

Both Thousand Oaks’ current fee and full cost fall below the jurisdictional average of $10,057. Thousand Oaks’ fee and full cost are more comparable to Simi Valley’s fee of $3,713. Oxnard has the lowest fee at $2,485 and Santa Clarita has the highest fee at $17,710. 10 VARIANCE
Planning currently charges a fee of $7,844 to process a Variance. Through this study, the project team calculated the full cost of this service to be $18,190. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Both Thousand Oaks’ current fee and full cost are above the jurisdictional average of $6,918, although the current fee is close to average. The full cost of providing this service is not comparable to any other jurisdiction, but the current fee is most comparable to Santa Clarita’s fee of $7,525. Oxnard has the lowest fee at $3,960, while Ventura has the highest fee of $8,411. $-
$2,000
$4,000
$6,000
$8,000
$10,000
$12,000
$14,000
$16,000
$18,000
$20,000
Thousand Oaks
Current Fee
Thousand Oaks
Full Cost
Camarillo Oxnard Santa Clarita Si mi Val ley Ventura
Land Division (Parcel Map) - Administrative Processing
Fee Average
$-
$2,000
$4,000
$6,000
$8,000
$10,000
$12,000
$14,000
$16,000
$18,000
$20,000
Thousand Oaks
Current Fee
Thousand Oaks
Full Cost
Camarillo Oxnard Santa Clarita Si mi Val ley Ventura
Variance
Fee Average

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 60

11 LANDSCAPE PLAN CHECK – CITY REVIEW AND PROCESSING
Planning currently charges a fee of $2,052 for a Landscape Plan Check that is processed by the City.

Through this study, the project team calculated the full cost of this service to be $2,114. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Thousand Oaks’ current fee and full cost are close to but above the jurisdictional average of $1,835. Both fees are most comparable to Simi Valley at $2,500 and Camarillo at $2,533, but well above the fees of Santa Clarita at $1,010 and Ventura at $1,295. It is important to note that Oxnard charges their landscape plan check fee on an actual cost basis.
12 SIGN PERMIT – ON BUILDING SIGN
Planning currently charges a fee of $250 for a an on-building sign permit. Through this study, the project team calculated the full cost of this service to be $270. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

$-
$500
$1,000
$1,500
$2,000
$2,500
$3,000
Thousand Oaks
Current Fee
Thousand Oaks Full
Cost
Camarillo Santa Clarita Si mi Val ley Ventura
Landscape Plan Check - City Review and Processing
Fee Average
$-
$200
$400
$600
$800
$1,000
$1,200
$1,400
Thousand Oaks
Current Fee
Thousand Oaks Full
Cost
Camarillo Santa Clarita Si mi Val ley Ventura
Sign Permit - On Building Sign
Fee Average

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 61

Both Thousand Oaks’ current fee and full cost fall below the jurisdictional average of $551 and are most comparable to Simi Valley’s fee at $169. Santa Clarita has the highest fee at $1,290. 13 LOT LINE ADJUSTMENT
Planning currently charges a fee of $1,900 to review a lot line adjustment. Through this study, the project team calculated the full cost of this service to be $3,083. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Thousand Oaks’ current fee falls below the jurisdictional average of $2,225, while the full cost of providing this service is above average. The City’s current fee falls between Oxnard’s fee of $1,270 and Simi Valley’s fee of $2,471. The City’s full cost is most similar to Ventura’s fee of $3,247. 14 BOARD ROOM RENTAL – 4 HOURS, WEEKEND, NON-PROFIT
Finance currently charges a fee of $200 to rent the Board Room to a non-profit for 4 hours on the weekend. Through this study, the project team calculated the full cost of this service to be $584. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.
$-
$500
$1,000
$1,500
$2,000
$2,500
$3,000
$3,500
Thousand Oaks
Current Fee
Thousand Oaks
Full Cost
Camarillo Oxnard Santa Clarita Si mi Val ley Ventura
Lot Line Adjustment
Fee Average

THOUSAND OAKS FEE STUDY REPORT

MATRIX CONSULTING GROUP 62

Thousand Oaks’ current fee is very close to the jurisdictional average of $210; its full cost is well above average. The City’s current fee is most comparable to Oxnard’s fee of $240. The City’s full cost is well above all the other fees but closest to Santa Clarita’s fee of $392. 15 ACORN ROOM RENTAL – 4 HOURS, WEEKDAY, FOR-PROFIT
Finance currently does not rent out the Acorn Room, but they are considering rentals of this space.

Through this study, the project team calculated the full cost of this service to be $460. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

The full cost of renting the Acorn Room to a for-profit organization for 4 hours on a weekday is almost double the jurisdictional average of $244. It is most similar to Simi Valley’s fee of $301 for renting a similar space.
16 PUBLIC IMPROVEMENT PLAN CHECK AND INSPECTION; 5,000 SF; $2.5MILLION Public Works currently charges a fee of $1,339 to perform a plan check and an inspection for a public improvement of 5,000 square feet. Through this study, the project team calculated the full cost of this $-
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Board Room Rental - 4 Hours, Weekend, Non-Profit
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Thousand Oaks Full Cost Camarillo Oxnard Santa Clarita Si mi Val ley Acorn Room Rental - 4 Hours, Weekday, For-Profit
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service to be $3,131. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Both Thousand Oaks’ current fee and full cost are below the jurisdictional average of $8,829. Thousand Oaks’ current fee is the lowest of any surveyed jurisdiction. The City’s full cost is comparable to Santa Clarita’s fee of $4,465. Ventura has the highest fee at $19,257. 17 PUBLIC IMPROVEMENT PLAN CHECK AND INSPECTION; 1,000 SF; $500,000 Public Works currently charges a fee of $1,339 to perform a plan check and an inspection for a public improvement of 1,000 square feet. Through this study, the project team calculated the full cost of this service to be $1,460. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Both Thousand Oaks’ current fee and full cost are below the jurisdictional average of $2,885. Oxnard charges the lowest fee at $1,166; this fee is the most comparable to Thousand Oaks’ current fee and full cost. Ventura charges the highest fee at $4,951.
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18 ENCROACHMENT PERMIT – MINOR
Public Works currently charges a fee of $355 for a Minor Encroachment Permit. Through this study, the project team calculated the full cost of this service to be $362. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Both Thousand Oaks’ current fee and full cost are below the jurisdictional average of $705 and are most comparable to Simi Valley’s fee of $443. Camarillo’s fee is the highest at $1,440, while Santa Clarita’s fee is the lowest at $193.
19 FIRE FLOW CALCULATIONS
Public Works currently charges a fee of $224 for Fire Flow Calculations. Through this study, the project team calculated the full cost of this service to be $293. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Camarillo, Santa Clarita, and Ventura do not have a specific Fire Flow Calculations fee listed on their fee schedules. Thousand Oaks’ current fee and full cost fall below the jurisdictional average of the remaining cities is $430. Both Simi Valley at $361 and Oxnard at $498 have higher fees. $-
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Thousand Oaks Current Fee Thousand Oaks Full Cost Oxnard Si mi Val ley Fire Flow Calculations
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20 TEMPORARY DUMPTERS (ANNUAL) – ANNUAL PERMIT PROCESSING Public Works currently charges a fee of $400 to process an annual encroachment permit for temporary dumpsters. Through this study, the project team calculated the full cost of this service to be $383. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Both Thousand Oaks’ current fee and full cost are above the jurisdictional average of $284. The City’s current fee falls between Oxnard’s fee of $580 and Camarillo’s fee of $239, and its full cost is closest to Camarillo.
21 ENCROACHMENT PERMIT – MAJOR; $500,000
Public Works currently charges a $55,205 fee for a Major Encroachment Permit valued at $500,000.

Through this study, the project team calculated the full cost of this service to be $86,000. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

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Encroachment Permit - Major; Valued at $500,000
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Both Thousand Oaks’ current fee and full cost are above the jurisdictional average of $42,316. The City’s current fee is most comparable to Simi Valley’s fee of $47,150. The City’s full cost is most comparable to Ventura’s fee at $97,608. It is worth noting that most of the surveyed jurisdictions combine major encroachment permits with public improvement permits.
22 MUNICIPAL SERVICES CENTER CONEJO ROOM RENTAL – 4 HOURS; WEEKDAY,

FOR-PROFIT
Public Works currently charges a fee of $200 to rent the MSC Conejo Room to a for-profit entity for 4 hours on a weekday. Through this study, the project team calculated the full cost of this service to be $1,060. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Thousand Oaks’ current fee is comparable to the jurisdictional average of $242, as well as Oxnard’s fee for a similar space at $180. The City’s full cost is significantly above average and is not comparable to any other city’s fee, although it is closest to Simi Valley’s fee at $399. 23 DAILY THEATER RENTAL – KAVLI, WEEKEND PERFORMANCE, RECURRING RENTER The Theaters Division currently charges $3,250 per day to rent the Kavli Theatre for a performance.

Through this study, the project team calculated the full cost of this service to be $5,351. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions. $-
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Municpal Services Center Conejo Room Rental - 4 Hours,
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Of the surveyed jurisdictions, only Santa Clarita and Simi Valley have City-owned theatres that are not outsourced to a private contractor. For these jurisdictions, Thousand Oaks current fee and full cost are higher than average for a daily rental. It is important to note, however, that both surveyed facilities are significantly smaller than the Kavli Theatre. On a per-seat basis, Thousand Oaks’ full cost is comparable to the fee charged by Simi Valley (around $3).
24 SCHERR FORUM LOBBY
The Theaters Division currently charges $500 to rent the Scherr Forum Lobby for an event. Through this study, the project team calculated the full cost of this service to be $314. The following graph shows how Thousand Oaks’ current fee and full cost compare to the surveyed jurisdictions.

Only Simi Valley rents a comparable facility separately from a performance. Santa Clarita only provides rates to rent the theatre as a whole. Thousand Oaks’ current fee is above Simi Valley’s fee to rent the theatre lobby, while the full cost falls below Simi Valley’s fee of $440. $-
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Thousand Oaks Current Fee Thousand Oaks Full Cost Si mi Val ley Scherr Forum Lobby
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SUMMARY
Overall, Thousand Oaks generally has current fees that are lower than those of the surveyed jurisdictions and a full cost that is higher than the fees set by these jurisdictions, although there is variation by department. Of the surveyed jurisdictions, Thousand Oaks’ current fees and full cost are most comparable to Simi Valley. It is important to note that the results of this survey only show the fees adopted by the city 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.