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3. Community Development/Fire Department Fee Review 05/13/2014
Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: MAYOR AND VILLAGE TRUSTEES FROM: ASSISTANT VILLAGE MANAGER DATE: MAY 6, 2014 SUBJECT: PERMIT/PLAN REVIEW/SERVICE FEES – COMMUNITY DEVELOPMENT & FIRE During the recent budget discussion for fiscal year 2014, staff communicated that the Village continues to experience a structural financial deficiency whereby the revenue growth does not match the expenditure growth on a an annual basis. This differential typically is about 1% to 2%. Therefore, staff undertook a preliminary review of existing fees that are charged for services comparing the current levels to other communities and comparing the cost charged to the actual cost to provide the service in terms of personnel and material costs. General information from Community Development, Fire, Police, Human Services and Public Works was provided to the Village Board members and Finance Commission members at the Financial Planning workshop on April 22. As part of that information staff proposed a more detailed discussion regarding fees and permits in Community Development and Fire Departments initially with a future discussion to cover Public Works, Finance and Police. Staff is recommending consideration of increasing permit, plan review and service fees that is more in line with the average fee levels of comparable communities and cover more of the actual expense of providing the services attached to the fees. There is a certain amount of cross over in terms of fees for smaller projects not covering the expenses for providing the service requested while commercial fees typically make up the difference to generate revenue for departmental operations (Community Development). However, the fees proposed for consideration of change are optional in nature in which they are changed as the service is requested. Background Information Enclosed is a memorandum from Finance Director David Erb highlighting possible revenue enhancements from September 2005, illustrating potential revenues and their impact as projected additional revenue. The information also includes a date in which they were implemented, if any were actually implemented. A number of these revenue options have been implemented based on specific needs and linking revenues to Re: PERMIT/PLAN REVIEW/SERVICE FEES – COMMUNITY DEVELOPMENT & FIRE May 6, 2014 Page 2 specific projects like road funding covered by MFT, gas tax, and vehicle sticker fees. Community Development Building Permits : The information provided from Community Development proposes changes in building permits and planning/zoning fees which were last updated in 2003. The current building permit fees generate approximately $878,000. The average general residential permit fee in comparable communities is $43.25. Community Development is suggesting an increase to at least $50 which could generate approximately an additional $38,000. An increase to $75 could generate an additional $93,000. The fee is based on a minimum valuation of $7500 and projects with valuations above $7500 increasing by $10 per every $1000 in valuation above $7500. This increase in minimum value will simplify the process compared to the current minimum valuation set at $1000. Staff is also recommending eliminating fee add ons for individual electrical circuits, plumbing fixtures as part of this change in fees. Increasing the fees to $75 would cover the overall costs of the permit processing. Reinspection Fees : Staff is not recommending an increase in these fees at this time since the fees charged are the actual cost for the inspection contractor to perform the re-inspection. Rental Inspection Licensing : Staff is not recommending an increase in these fees at this time since the current fees are adequate in comparison to other surrounding communities. Zoning Fees : Staff is recommending increasing these variation fees to actually cover the cost of the notices and publications for single family homes from $100 to $250. The sliding scale for commercial variances is adequate to these services since the fees are based on the size of the project and most commercial projects tend to be larger than residential variances. Fire Department Permit and Plan Review Fees : The permit and plan review fees were compared to 18 other communities in the area. Based on that review the department is recommending increasing the fees to cover more of the actual cost of providing the services. The review and the staff time investment for fire suppression systems fees currently is not adequate based on the personnel cost of approximately $50 per hour. The fee changes are outlined in the Plan Review Summary provided by the Fire Department and is projected to generate a minimum amount of additional revenue of $35,000-$45,000 inclusive of the additional fee items or more depending on the volume of activity. The Fire Department is recommending new and restructured fees to include a review fee for egress review, and expedited plan review fee, and a re-inspection fee.These fees are Re: PERMIT/PLAN REVIEW/SERVICE FEES – COMMUNITY DEVELOPMENT & FIRE May 6, 2014 Page 3 only charged as needed. Ambulance Fees : The Village has been charging Ambulance fees since 2006. The Village charges the Medicare rate for Medicare eligible residents and Medicare rates plus $100 for non-residents. The average rates charged by comparable communities shows the Village rate is significantly lower than average. Health insurance providers will pay a higher rate for transport than the Medicare rate for non-Medicare eligible recipients as is shown in the rates from other communities. Staff recommends increasing the ambulance billing rates to the average rates among comparable communities. A general additional revenue estimate is for every $100 increase in fees the revenue increases by approximately $200,000. The actual cost per ambulance response is approximately $2036. Recommendations : Staff will be present from Fire, Community Development, and Finance to provide any additional background that may be needed as part of the discussion. Based on the analysis of the comparable fees the Village could realize additional revenue by increasing fees to the average among comparable communities and bring the fees closer to the actual cost of providing the services, but not the entire cost. DAVID STRAHL c: Village Manager Michael E. Janonis H:\VILM\BUDGET\2015\5132014 COW\VB Fee Discussion CD Fire Memo.docx Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: FINANCE DIRECTOR DATE: MAY 7, 2014 SUBJECT: REVENUE ENHANCEMENTS - UPDATE In preparation for the 2006 Budget a memo prepared by Finance listed a number of revenue enhancements to be considered to address shortfalls in the General Fund budget. Revenue enhancements included adjustments to various taxes such as the Property Tax and Home Rule Sales Tax and license and fee increases including the annual Vehicle License and Building Permit Fees. Twelve different revenue enhancements in all were identified in the memo for discussion and consideration by the Village Board. The table below lists the various revenue enhancements that were considered during the budget process for 2006. Note: The information reflected in the table reflected what was in effect as of September 2005. Revenue Enhancement Fiscal Impact 2005 Rates $121,000 per each one $12,093,915- 2004 levy Property Tax Increase (See Note 1) percent increase in levy_ $0.874 / $100 EAV ('03) Home Rule Sales Tax Increase (See $1.3 million per one - Note 2) quarter percent increase 3/4 percent _ Establish a pure user charge for refuse Up to $2.2 million. and transfer a portion of the refuse levy to $1.1 million if vehicle the General Fund. (See Note 3) sticker eliminated. N/A $515,000 for each one Food & beverage tax increase percent increase 1% tax Real estate transfer tax increase $333,000 for each $1 tax $3.00 per $1,000 _ Hotel /motel tax increase $22,500 for each 1% tax 3% tax $152,000 for each $0.01 L ocal M otor Fuel Ta (_S Note 4) per gallon increase $0.01 per gallon $479,000 for each 1 % Utility tax increase tax 3.204% tax Vehicle license increase $190,000 for each $5 fee $36 / $12 senior $16,000 for each 10% Business license fee increase increase Various $35,000 for each 10% Building permit fee increase increase Various $783,000 based on $0 residents /$200 non- Ambulance fees for residents Medicare fee structure residents Revenue Enhancements - Update May 7, 2014 Page 2 Since September 2005 there have been a number of actions taken by the Village Board adjusting the rates for many of the revenue items. Below is a summary of the action taken. Property Tax— The 2013 final property tax levy was $17,301,766. The Village Board has set to limit increases in the annual levy to be between 3.5% and 5.0% over the prior year. The average increase from 2004 — 2013 was 3.66 %. A one - percent increase in the property tax rate generates $173,000. Home Rule Sales Tax — The home rule sales tax generates $5.4 million annually. The current rate is 1 % and is applied against only general merchandise and prepared foods. The tax does not apply to food and drug or titled vehicles. A quarter- percent increase in the home rule sales tax will generate approximately $1.3 million. Direct Charge for Refuse Collection — A direct charge for refuse collection for single - family homes was implemented in 2006. The rate in effect as of the date of implementation was $75 per year. In 2012 the annual rate was increased to $100. As part of the street funding plan the direct charge rate for refuse collection will be increased from $100 to $250 over a five -year period while at the same time reallocating property tax and vehicle sticker monies between the General and Street Construction Funds. The direct charge for refuse collection for single - family homes will fully support the cost of providing the service. Food & Beverage Tax — The food & beverage tax generates $725,000 annually. This amount excludes the amount that is generated by the Randhurst redevelopment. The current tax rate remains at 1 %. A one - percent increase in the food & beverage generates $725,000. Real Estate Transfer Tax — There has been no change in the real estate transfer tax rate since the 2005 memo. The current rate is $3 per $1,000 of sale value. This revenue source has fluctuated significantly since 2005 reaching as high as $1.5 million in 2005 and falling to a low of $360,000 in 2011. The amount projected to be generated in 2014 is $750,000. Hotel /Motel Tax — The hotel /motel tax is projected to generate $240,000 in 2014. The current tax rate is 6.0% and was last increased in 2011. Local Motor Fuel Tax — The current local rate of tax assessed on the purchase of motor fuel is $0.02 per gallon. This tax was last increased in January 2006. The number of gas stations in Mount Prospect has ranged from 12 -15. The local motor fuel tax generates $360,000. As with the direct charge for refuse, this revenue source was increased as part of the street funding plan. The rate will be increased from $0.02 to $0.04 in January 2015. The expected new revenue is between $340,000 and $360,000. Utility Tax - There has been no change in the utility tax rate since the 2005 memo. The current rate is 3.204% and is assessed as a gross receipts tax. This revenue source also has a tendency to fluctuate significantly based on weather conditions. The utility tax is projected to generate $1,680,000 in 2014. C:\ Users \dstrahlWppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \KBW69037 \Revenue Enhancement Update.docx Revenue Enhancements - Update May 7, 2014 Page 3 Vehicle License Fee — The cost of a passenger vehicle sticker is scheduled to increase from the current $36 to $45 over a two -year period beginning in 2015. This will be a stepped increase of $4 in 2015 and an additional $5 in 2016. This fee increase is also being done as part of the street funding plan. An additional $350,000 is expected to be generated when all increases have been implemented. Business License Fee — There has been no change in the fee schedule for business licenses. This revenue source generates $145,000 annually. A complete review of the fee structure is planned for 2014. A ten - percent increase in the business license fee generates approximately $15,000. Building Permit Fee - There has been no change in the fee schedule for building permits. This revenue source has generated between $350,000 and $800,000 annually depending on building activity. A ten - percent increase in the business license fee would generate approximately $40,000 to $60,000 annually. Ambulance Billing Fee — The current ambulance billing program where both residents and non - residents are billed has been in place since 2006. No review of the rate structure has been done since the program was implemented. The current fee for BLS, ALS and ALS2 transports based on the approved Medicare rates are as follows: Resident Non - Resident BLS $367.32 $467.32 ALS $436.20 $536.20 ALS 2 $631.34 $731.34 For comparison purposes, the average cost per call in 2013 was $2,036. The rates are adjusted automatically each January 1 tracking the Medicare rate. A table showing the rates charged neighboring communities is included with your packet. Mount Prospect rates are on average $144 below our neighboring communities for each service level. Bringing our rates to the area average will generate an additional $262,000. An across -the- board increase of $100 will generate an additional $200,000. Either option will still reflect ambulance billing charges below the cost of providing the service. As you can see many of the possible revenue enhancements have been implemented providing relief to the General Fund and providing capital funding for the street resurfacing program. Please review the information and let me know if you have any questions. David O. Erb Finance Director C:\ Users \dstrahl\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \KBW69037 \Revenue Enhancement Update.docx U) W H Q C7 Z J J_ m H Z W m U m v c ca LL[ v v 3 T 7 m u u 0 O v N 7 to d) 0 0 2 r w 2 w 0 Z 0 LU N w O O CO O N 0 0 0 0 0 CD n (f) O (D w co O O O O O r r w L6 N Cb r� LA) r r-� (O r` co d Efl 6916S 69 69 6-3 v) 69 EA u). 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ER H3 Ef) Efl GAI Ef) Efl Ef) ER EA KT to O O O O O OD 0 0 0 (f) O O V le (7) 0 0 0 p 0 0 0 0 0 M O O r M M N O LO O (O CO (D O r 0 0 r- CD r O N (O N (17 (O CO O� O CO O M (2 M M r l J (D O r _ r _ O (T r (fl Cr r (o ti O) Q ffl Ef) EA tf) EiT es Ea 69 69 Efl Ef) EA EA to). U) C O N N O W O sp (7 U) 3 c � ID C cm O) O O. = O N > lL N =1 O Q 0 N C 0 O E a CO O O C d E m p .S > m '� p a> > - O N -Y O O O (6 (O 00- L O Q m 0 W U` 2 Z d d� N C/) U m v c ca LL[ v v 3 T 7 m u u 0 O v N 7 to d) 0 0 2 r w 2 w 0 Z 0 LU N w sŝůůĂŐĞŽĨDŽƵŶƚWƌŽƐƉĞĐƚ ŽŵŵƵŶŝƚLJĞǀĞůŽƉŵĞŶƚĞƉĂƌƚŵĞŶƚ MEMORANDUM TO: ASSISTANT VILLAGE MANAGER FROM: COMMUNITY DEVELOPMENT DEPUTY DIRECTOR DATE: MAY 2, 2014 SUBJECT: COMMUNITY DEVELOPMENT DEPT FEE REVIEW – EXECUTIVE SUMMARY th This memorandum is intended to summarize the April 16 memorandum presented at last month’s Financial th Planning Workshop. Please forward to the Committee of the Whole for consideration at their May 13 meeting. Staff will be present to answer any questions related to this matter. Building Permits The following demonstrates the projected revenue based on three potential fee scenarios. The first is our current minimum $25 permit charge, while the second and third increase the base fee to $50 or $75 respectively. Each scenario includes an additional $10 per $1,000 in construction valuation above a certain minimum amount (i.e. th $1,000 or $5,000). In the April 16 memorandum, staff recommended increasing the minimum permit fee to $75 for all permit types. The average minimum fee charged by surrounding municipalities is $43.25. However, it should be noted additional permit fees for each municipality are not applied based on construction valuation similar to Mount Prospect. Minimum Permit Fee Total Fee Revenue Current - $25 $25 + $10/$1,000>$1,000 $878,000 Increase to $50 $50 + $10/$1,000>$5,000 $916,000 Increase to $75 $75 + $10/$1,000>$7,500 $971,000 Rental Licenses Mount Prospect currently charges $75 per rental property, or $40 per unit, whichever is greater. The fee results in annual revenue of approximately $275,000. The average minimum charge for comparable communities is $79, and average per unit charge is $62. Staff did not recommend any changes to the current rental license fee structure. Planning and Zoning The minimum zoning fee charged by the Village is currently $100 for single-family variation requests. Fees for commercial projects vary based on a scaled fee system. The Village currently pays for publication expenses for single-family requests but requires commercial projects to pay for these expenses. Surrounding communities utilize similar fee structures with the average minimum fee being $222 for single-family projects. Communities with lower fees tend to require deposits or pass through the additional publication costs. Those with higher fees do not require petitioners to absorb these expenses. Staff’s recommendation is to increase zoning fees to cover our publication expenses. This can either be accomplished by raising the minimum fee, or passing these expenses through to a petitioner ($180 on average). sŝůůĂŐĞŽĨDŽƵŶƚWƌŽƐƉĞĐƚ ŽŵŵƵŶŝƚLJĞǀĞůŽƉŵĞŶƚĞƉĂƌƚŵĞŶƚ MEMORANDUM TO: VILLAGE MANAGER FROM: COMMUNITY DEVELOPMENT DEPUTY DIRECTOR DATE: APRIL 16, 2014 SUBJECT: COMMUNITY DEVELOPMENT DEPARTMENT FEE REVIEW The Community Development Department conducted an analysis of fees collected by the Department for various services. Specific attention was given to reviewing building permit, rental licensing, and zoning application fees. Staff reviewed fees collected by the Department for the previous calendar year and surveyed fees charged by surrounding municipalities. The following memo provides an overview of fees collected and potential adjustments. Attached to this memorandum are copies of the fee surveys performed and tables analyzing permit data. Building Permits In 2013 the Building Division collected slightly over $878,000 in permit revenue. This amount does not include fees charged for inspection bond deposits, nuisance abatements, or other similar fees which the Village reimburses back to a permit applicant at the conclusion of a project. The budget for the Building Division includes $876,610 in 2014 expenses including staff salaries ($323,000), benefits ($158,000), inspection services ($318,000), and other support costs ($76,000). The majority of permit fees collected by the Department were last updated in 2003. When considering inspection and average building division administration costs per permit, several permit types operate in a revenue negative manner. Table 1 on the following page demonstrates that most of the permit fees for commonly issued small residential permits do not cover the actual cost to the Village. As the conditions of each permit issued can vary, inspections are calculated on an average per permit type. Failed and follow up inspections are not included in this calculation. Administration costs include only Building Division staff time to open/close a permit, route plans if necessary, and schedule inspections. Plan review by other Departments was not included as most of these permits are issued over the counter or involve limited review. Inspection costs include the actual cost to perform an inspection based on the Village’s inspection services contract with TPI Consultants. Community Development Department Fee Review Page 2 Table 1: Building Permit Analysis Inspections AverageAdministrative Permit TypeRev/Loss AverageInspection FeeCosts Number Costs Driveway $25 2 $67 $18 ($60) Electrical 35 1.2 40 15 ($19) Fence 40 1 33 14 ($8) Flatwork 46 2.36 79 19 ($51) Generator 75 2.32 77 19 ($21) Grading Excavation 40 1.5 50 18 ($28) Hot Tub/Spa 25 2 67 14 ($56) HVAC AC and Furnace 50 2.39 80 15 ($45) HVAC AC Only 25 2.13 71 14 ($60) HVAC Furnace Only 25 2 67 14 ($56) Interior Remodel Basement 190 7 234 27 ($71) Interior Remodel Bathroom 175 8 268 28 ($121) Interior Remodel Kitchen 280 9 301 30 ($52) Roof Residential 25 1 33 12 ($21) Deck 121 3 100 20 ($0) Storage Shed 25 1.15 38 15 ($28) Water Heater 33 1 33 12 ($13) Under the Village’s current fee structure, the minimum permit charge amount is $25 for projects valued at $1,000 or less. For each additional $1,000 in valuation $10 is added to the permit charge. Minimum electrical and plumbing permits are also $25 but have additional fees added based on number of circuits or fixtures respectively. These calculations cause each permit type to have a different fee structure which can be difficult to decipher and administer correctly. Also, as noted in the table above, the fee structure results in several permits which cost only $25 to obtain. Fence permits are specifically called out in the code at a cost of $40. To both simplify the fee structure and to make permits more cost neutral, staff would recommend raising the minimum permit fee from $25 to $75 for all projects with a construction valuation of less than $7,500. Doing so would make permits such as fences, shed, roofs, and water heaters cost $75. For projects in excess of $7,500 valuation, staff proposes to keep the existing $10 per additional $1,000 valuation. Additionally, staff would propose to eliminate fee add-ons for individual electrical circuits, plumbing fixtures, among others. By increasing the minimum fee to $75, the Village would cover its actual cost of processing each permit. It also would not have a significant effect on existing larger permits. For projects which were valued at $7,500 or greater, raising the minimum fee would not add additional costs to these permits under this proposal. Based on 2013’s permit history, the potential change would increase permit revenues from $878,000 to $971,000. A difference of $93,000. Community Development Department Fee Review Page 3 Staff reviewed the permit fees charged by other comparable communities and found the Mount Prospect fees trend to be some of the lowest. Other communities also charged $25 minimum for a permit, but most were between $50 and $75. The proposed base fee increase would therefore be comparable to surrounding municipalities. Reinspection Fees Currently the Village charges for reinspections based on an escalating scale. The first reinspection costs $50, second $75, third $100, and so on. Staff does not recommend making changes to this fee structure as our inspection costs are covered based on these fees. TPI would still charge the Village for an inspection ($33.50) regardless of how many reinspections are required. The escalating scale covers the Village’s administration costs to reschedule and process the follow up inspection. Rental Licensing The Community Development’s rental licensing program issued 1,468 licenses for 6,266 individual units in 2013. Currently, the Village charges a minimum fee of $75, or $40 per unit licensed, whichever is greater. Based on this fee structure a landlord which rents one unit (i.e. a single family home or condo) their fee would be $75. If a landlord rented a four unit apartment building their fee would be $160 (4 x $40). The minimum and per unit fees are reduced to $67 and $36 respectively if the landlord completes all three levels of the Village’s Crime Free Housing Program. The following table compares Mount Prospect’s rental licensing fees with those of surrounding communities which have similar programs. Based on this review, Mount Prospect’s fees trend slightly below the mean. Mount Prospect’s program generates more revenue than Arlington Heights and Des Plaines, but less than Buffalo Grove, Hoffman Estates, Prospect Heights, and Schaumburg’s. A direct comparison could not be made to Elk Grove, Palatine, and Rolling Meadows as their programs are run differently than the other communities. Elk Grove only licenses single family homes, while Palatine and Rolling Meadows base their license fees on the number of violations and inspections performed at a rental property. Table 2: Rental License Fee Comparison Fee Calculation Examples Minimum Per Unit Single Unit 6-Flat MP Revenue* Mount Prospect $75 $40 $75 $240 $274,960 Arlington Heights $60 (1-5 units) $13 $60 $78 $125,854 Buffalo Grove $75 SF Home/Condo $30 $75 $510 $312,735 $150 Apt Complex Des Plaines $100 SF $100 house $20 $120 $198,040 $50 Townhouse $50 townhouse Hoffman Estates N/A $150 $150 $900 $939,900 Prospect Heights $100 $100 $100 $600 $626,600 Schaumburg $60 $60 $60 $360 $375,960 Elk Grove Only licenses Single Family Homes - $20 Palatine/Rolling Meadows - Sliding Scale Based on Number of Violations/Inspections *Revenues Assuming Mount Prospect Licensing Conditions (i.e. 1,468 licenses and 6,266 units). Community Development Department Fee Review Page 4 The Housing Inspection Division’s total budget for 2014 is $538,036. This includes staff salaries ($323,000), benefits ($148,000), and support costs ($66,000). Current revenues account for 50% of the Division’s expenses. The Division also generates revenue through fines and judgments as a result of property maintenance violations. Over the past five years the Division has averaged $50,000 in judgments each year and has collected $16,000 annually. Judgments are typically paid at the time a property changes ownership and as a result can be collected several years after a judgment is issued. Zoning Fees Over the last two years the Department has processed a total of forty-five zoning applications with a total of $27,050 in revenue from application fees (2012 = 28/$16,550, 2013 = 17/$10,500). The fee schedule has various scales for residential and commercial properties. In general, fees for single family properties are $100. Fees for other properties are based on the size of the lot under a sliding scale (between $250 to $2,500). Similar to permits identified above, single family variation and conditional use requests operate in a revenue negative manner. Fees for these projects are set at $100 per application. Direct costs which are incurred by the Village include mailing of public notices ($40/average) and publishing a public notice in local newspaper ($145/average). Additional staff time is also spent on these projects by processing the application, reviewing plans (multiple departments), placing public notice signs, writing staff reports, attending hearings, and producing minutes or ordinances. Staff would estimate total staff time to process a zoning request would be approximately ten hours when all Departments and staff positions are considered. At a minimum, staff would recommend increasing the fees to cover the expenses related to public notification. Raising the fee from $100 to $250 for instance would cover these expenses. For commercial projects, fees collected per project tend to be slightly higher as the properties are generally between 1 to 10 acres in size, and petitioners often seek zoning relief for more than one item. The Village still incurs the cost of publishing a notice in the newspaper but does require the petitioner to mail the notices to surrounding properties. Similar to residential projects, there is a large amount of staff time which goes into processing an application through the entire zoning process. A survey of surrounding municipalities demonstrates a wide range if fees collected for these services. For residential or small commercial projects, Mount Prospect’s fees trend to the lower end of the fees collected by our neighbors. For larger commercial projects (5+ acres) our fees seem to be comparative to those charged by Arlington Heights and Schaumburg on the higher end. Conclusion Based on the above analysis, staff’s initial recommendations related to fees would be as follows: Raise the minimum building permit fee to $75. For permits which exceed $7,500 in construction valuation an additional $10 per $1,000 valuation would be added to the permit fee, No changes to the reinspection or rental license fees, Increase zoning fees to cover our costs for processing applications for smaller projects (residential/small lots). Community Development Department Fee Review Page 5 This memorandum and supporting documentation is submitted for consideration at the April 22, 2014 Financial Planning Workshop. Staff will be present to answer any questions related to this matter. _______________________ Brian Simmons., AICP Kentai License Tees - comparaaie community Minimum burvey Mount Prospect $75 Per Unit $40 Arlington Heights $60 per building (1 -5 units) $13 Des Plaines Single Family - $100, Condo /Apartment - Townhouse - $50 $20 per unit Elk Grove Village (Single Family - $20 N/A Hoffman Estates $150 $150 Prospect Heights $100 $100 Schaumburg $60 $60 Palatine Sliding Scale based on number of violations. Rental license fee Multiple Dwelling (Apartments) 25% of Units Inspected, Whichever is Greater Per building $ 102 Per unit $ 20; 50% of Units Inspected Per unit $ 56 ; 100% of Units Inspected Per unit $ 92; All Other Rental Dwelling Types (Condo, Townhome, SFR) 0 - 3 Violations $ 71; 4 or More Violations $ 128 Rolling Meadows Sliding scale based on number of violations. Multi- family 20 percent of units inspected: $20.00 per dwelling unit; 50 percent of units inspected: $55.00 per dwelling unit; 100 percent of units inspected: $90.00 per dwelling unit. ; Single Family Condos - 0 -3 violations, inspected every 3 years: $30.00; 4 or more violations, inspected every 12 months: $90.00; Single- family dwelling - detached and attached (i.e. SFR, Townhomes) - 0 -3 violations, inspected every 3 years: $50.00; 4 or more violations, inspected every 12 months: $150.00 Y E�av N g� E N w m> c w 2 O n Z m w z m y m m w o m ci + D O d m Z o_ C ° t N Vl yj o n N O O d N U N d m > N io � am ado 0 o v w � a 0 0 y fpp O LL o N L N 0 w l p N w N w � w 19 w M N U o a � m "33'e wwn z Z J w cia> $ ww+ N w K' o` ' ry D I� y O t0�] b n�ES w w °wm a'd'�«i w w °� +o w o p E 0 wo Fri L) ww E �w 3��F o KwZ E'w w w w w o 9 c v ° i� `o No's `v oo? o ° °$ E E N °,°� ° omoo E ww >� ww> w> c? m io 'Ain $ ° c E'er w oo € E E�° Q a$ t a m E ° o A 0 0 o y n n N in in o 'c 'E vi w$ wh ° c - w �i ww °• Eww `$ ° w "w w ° E U c N w o �.� °w m ¢o N w + m U O ff H + T p N ° C �M >N Z N w f9 N w w Ow N w 1A N N M N w T . c 3 Q r + ° o, i w ° r 2 N I o N u fa 0 ° C d ' m � m ° w E N w IL a w 19 W N 'w w O e + V d r a E > m o= t o o � m w OO E �- n + 9 �+ 4 O O `$ .E w w E w w w o w f w t E w E w E 3 w w w $ N E ¢ G 4 N O d I� ��pp pO 1�pO y � pO e ° 1 E� N 6 t O 19 Nw 19 Iq W p cd W w 5 ° o c d E T € E n E E o 0 c E'o n�E .o �°° F o ° E' o a m v o N E ° a ° + N ° q Ui N N �° Off w E O � U 5 6 E w O N �w `u�w w �dwE� ww ¢�'imw ° m E'wd w`o. 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Overall, the results of the survey show that Mount Prospect’s permit and plan review fees are on the low end when compared with other communities in the area. In determining how to restructure our fees, we discussed the need to bring our fees more in line with the ranges for our comparable communities and private industries. The Fire Department determined that permit fees should cover the personnel costs necessary to conduct the needed inspections. This rate was determined to be approximately $50 per hour for both wages and benefits. In addition, we decided that plan review fees would need to be revised to cover the personnel costs associated with completing the review. This rate was determined to be approximately $60 per hour for both wages and benefits. Based upon our research and cost analysis, I am recommending a number of changes be made to our permit and plan review fees. Our current and proposed fees are outlined in the attached “Fire Department Permit & Plan Review Fee” sheet. Even given these fee increases, it is important to note that private contractors currently charge more solely for their plan review fees than the Fire Department would charge for its permit and plan review fee combined. It is also important to note that we are recommending a couple of new, or restructured, fees to include a revised plan review fee for egress review, an expedited plan review fee, and a re-inspection fee. Based upon the proposed revised fee schedule, we project that the Village would collect additional revenue of between $35,000 and $45,000 per year, dependent on construction projects Attached you will find a spread sheet with the proposed fee changes and projected additional revenue. Additional information can be found in the full survey result memo dated April 16, 2014. If you have any questions about the results of the permit and plan review survey, or the proposed fee structure, please feel free to contact me. Bryan Loomis Fire Department Permit and Plan Review Fees .................................................. PLAN REVIEW EXAMINATION FEES Fire Sprinklers Current Fee Proposed Fee Projected Revenue Residential (13D) $50.00 $120.00 $350.00 Commercial: Number of New or $35.00 Current Fee $60.00 Proposed Fee $400.00 Projected Revenue Relocated Sprinklers $35.00 Current Fee $120.00 Proposed Fee $935.00 Projected Revenue 1-20 $50.00 $120.00 $1,050.00 21-200 $50.00 $180.00 $2,000.00 201-500 $50.00 $240.00 $1,710.00 Greater than 500 $50.00 $360.00 $580.00 Fire Pump Current Fee Proposed Fee Projected Revenue $50.00 $120.00 $140.00 Standpipes Current Fee Proposed Fee Projected Revenue $50.00 $120.00 $280.00 Fire Alarm Current Fee Proposed Fee Projected Revenue $35.00 $120 less than 5,000 sq. ft. $1,700.00 $180 greater than 5,000 sq. ft. $2,900.00 Miscellaneous Current Fee Proposed Fee Projected Revenue . . . ..... Other Suppression Systems' $35.00 Current Fee $60.00 Proposed Fee $400.00 Projected Revenue $2,050.00 $35.00 Current Fee $120.00 Proposed Fee $935.00 Projected Revenue - Tent Egress (Commercial Only)*** $35.00 Current Fee $40.00 Proposed Fee $50.00 Projected Revenue Under 1,000 sq. ft. $35.00 $60.00 $250.00 1,000 to 2,500 sq. ft. 2,500 to 5,000 sq. ft. Greater than 5,000 sq. ft. Greater than 50,000 sq. ft. Greater than 100,000 sq. ft. Re-Review Fees after second review *** (note: after second review) $35.00 $120.00 $1,275.00 $35.00 $180.00 $1,275.00 $35.00 $240.00 $2,050.00 $35.00 $320.00 $1,425.00 $35.00 $480.00 $890.00 Current Fee Proposed Fee Projected Revenue ........................ �0.00 $120.00 $480.00 ExI'ledited Plan Review Fee*** Current Fee 11 roliosed Fee Projected Revenue (note: five day turn around) $0.00 1.5 - times permitand plan $1,000.00 review fee Total Estimated Revenue $20,740.00 *** Indicates New Plan Review Fee Category PERMIT FEES Automatic Fire Sprinklers Number of New or Relocated Sprinklers Current Fee Proposed Fee Projected Revenue 21-100 $100.00 $175.00 $1,275.00 101-200 $125.00 $200.00 $750.00 201-300 $150.00 $250.00 $600.00 301-400 $175.00 $350.00 $500.00 401'500 $225.00 $450.00 $550.00 Over 500 }\n additional $26.UO per 100 $l.O0 per sprinkler $700.00 nr fraction thereafter Standpipes Systems Current Fee Propose Fee Projected Revenue $50.00 for each standpipe $150 for eacli system standpipe system $400.00 Fire 1 Current Fee Propose Fee P rojecte.cl Revenue $ eacli pump re� $200 each pump of size regardless ofsize $250.00 Fire Alarm Systems Current Fee Prol,)osed Fee __�),ojected Revenue $150.00 for less than S�0 n�� $75.00 for any myotezu $200.00 for greater $4,000.00 than 5,0O0 sq. ft. Miscellaneous Fire Suppression Systems Current Fee Proposed Fee Projected Revenue Other suppression systems: $50.00 $200.00 $300.00 Kitchen hoods Underground tanks (install/ remove) $50.00 $200.00 $1,050.00 Gasoline storage tanks $125.00 $200.00 $150l0 Re-inspection fee after second inspection' Current Fee Proposed Fee Projected Revenue Final Inspection Fee (commercial only)*** Current Fee Proposed Fee Projected Revenue Total Estimated Revenue +°^ Indicates New Permit Category Village of Mount Prospect Fire Department INTEROFFICE MEMORANDUM TO:ASSISTANT VILLAGE MANAGER DAVE STRAHL FROM: FIRE MARSHAL DATE: APRIL 16, 2014 SUBJECT: COST ANALYSIS OF FIRE DEPARTMENT PERMIT & PLAN REVIEW FEES Survey Results The Fire Department surveyed 18 communities through the Northwest Municipal Conference to conduct a cost analysis of their permit and plan review fees. Overall, the survey showed that 14 municipalities have all encompassing permits, meaning they do not charge additional fees for inspections related to permitted work. Four municipalities, however, do charge additional fees for permit based inspections. For example, these communities may charge an additional fee for hydrostatic testing of a fire sprinkler system. Based on the responses from the participating communities, permit and plan review fees vary both in their method of calculation and cost. The following provides a detailed breakdown of the survey results: I. Fire Sprinklers a. Permit Fees i. Public Municipalities: Calculate their sprinkler permit fees in a number of ways. The most common methods are: Set Fee: Ranges from $50 to $150. Cost per Square Foot: Ranges from $0.07 to $1.00 per square foot. Cost per Fire Sprinkler: Generally $1.00 per sprinkler head, with a set minimum fee. Note: Some municipalities have an additional charge for hydrostatic testing. Cost Analysis of Fire Department Permit & Plan Review Fees April 16, 2014 Page 2 ii. Private Contractor: Private contractors generally base their fees on the number of sprinkler heads. They charge between $392 and $1,672 (more if there are greater than 500 sprinkler heads). b. Plan Review Fees i. Public Municipalities: A majority of sprinkler plan review fees are based on the number of fire sprinklers being installed. The cost per fire sprinkler ranges from $1.00 to $3.00 per fire sprinkler. A set minimum fee of $50 is fairly common. ii. Private Contractor: Private contractors generally base their plan review fees on the number of sprinkler heads. Their fees range from $207 to $982 (more if there are greater than 500 sprinkler heads). II. Fire Alarms a. Permit Fees i. Public Municipalities: Calculate their fire alarm fees in a number of ways. The most common methods are: Set Fee: Ranges from $50 to $250. Some municipalities also charge an additional fee for large buildings, which is then based upon square footage. Cost per Square Foot: Average cost is $0.07 per square foot. Cost per Device: Ranges from $1.00 to $5.00 per device. ii. Private Contractor: Private contractors generally base their fees on the number of devices. They charge between $392 and $1,387 (more if there are greater than 125 devices). b. Plan Review Fees i. Public Municipalities: Most charge a set amount, which ranges from $50 to $250. ii. Private Contractor : Private contractors generally base their fees on the number of devices. They charge between $202 and $1,022 (more if there are greater than 125 devices). Cost Analysis of Fire Department Permit & Plan Review Fees April 16, 2014 Page 3 III. Fire Standpipes (Permit Fees) a. Public Municipalities: Generally calculate their fire standpipe permit fees in one of the following two ways: Set Fee: Ranges from $75 to $547. Cost per Standpipe: Ranges from $50 to $60 per standpipe. b. Private Contractor: Private contractors charge from $222 (no inspections) to $547 (with inspections) per standpipe. IV. Fire Pumps (Permit Fees) a. Public Municipalities: charge between $75 and $402 per fire pump. b. Private Contractor: Private contractors charge from $202 (no inspections) to $402 (with inspections) per fire pump. V. Kitchen Hood Suppression Systems (Permit Fees) a. Public Municipalities: charge $40 to $772 per kitchen hood suppression system. b. Private Contractor: Private contractors charge from $392 (no inspections) to $772 (with inspections) per kitchen hood suppression system. VI. Resubmittal Charges: Some municipalities also charge a fee for re-submitted drawings. These fees range from $50 to $100. Overall, the results of the survey show that Mount Prospect’s permit and plan review fees are on the low end when compared with other communities in the area. In determining how to restructure our fees we discussed the need to bring our fees more in line with the ranges for our comparable communities and private industry. We determined that permit fees should cover the personnel costs necessary to conduct the needed inspections. This rate was determined to be approximately $50 per hour for both wages and benefits. In addition, we decided that plan review fees would need to be revised to cover the personnel costs associated with completing the review. This rate was determined to be approximately $60 per hour for both wages and benefits. Note: The Village of Schaumburg, a comparable community, charges $67 per hour for similar plan reviews. Cost Analysis of Fire Department Permit & Plan Review Fees April 16, 2014 Page 4 Recommendation Based upon our research and cost analysis I am recommending a number of changes be made to our permit and plan review fees. Our current and proposed fees are outlined in the attached “Fire Department Permit & Plan Review Fee” sheet. These proposed changes would bring our fees more in line with our comparable communities and help cover the costs we incur to provide these services. Even given these fee increases, it is important to note that private contractors currently charge more solely for their plan review fees than the Fire Department would charge for its permit and plan review fees combined. Utilizing the attached fee schedule, a fire sprinkler permit containing 100 fire sprinkler heads would break down as follows: 1. Permit fee of $175 (equal to 3.5 hours of inspection time). This includes a hydrostatic test at 2 hours, a final inspection at 1 hour and travel time of 0.5 hours. Note: As the number of sprinklers increase, so does the amount of on-site inspection time. 2. Plan review fee of $200 (equal to 3.3 hours of plan review and process time). The total permit and plan review fee would therefore equal $375, which is well within the range charged by our comparable communities and private contractors. It is important to note that we are recommending a couple of new, or restructured, fees: 1. Revised plan review fees for egress review. The Fire Department has been conducting egress reviews of all commercial occupancies for over 10 years. We have, however, only been charging $35 for these reviews, regardless of the size of the building. The proposed fee structure would be based upon square footage, taking into account an hourly rate of $60 per hour for these types of reviews. Also included is a final inspection fee to cover the cost of reviewing egress components during this inspection. This structure is more in line with other municipalities and the private sector. 2. Expedited plan review fee: The fee schedule also includes a new fee for an expedited plan review. This additional fee would guarantee that a plan review would be completed within five business days. The proposed expedited fee is the same as what that Building Department’s private contractor charges for this service. Cost Analysis of Fire Department Permit & Plan Review Fees April 16, 2014 Page 5 3. Re-inspection fee: A re-inspection fee is being proposed to help cover the costs of re-inspections/review, which would be charged on the third inspection/review. Additional Revenue Based upon the proposed revised fee schedule we project that the Village would collect additional revenue of between $35,000 and $45,000 per year, dependent on construction projects. This would amount to a 200 percent increase in projected revenue, obviously dependent on the amount of construction that occurs in the Village. If you have any questions about the results of the permit and plan review survey or the proposed fee structure please feel free to contact me. Bryan Loomis BL/ Fire Department Permit and Plan Review Fees PERMIT FEES * ** Indicates New Permit Category Automatic Fire Sprinklers Number of New or Relocated Sprinklers Current Fee Proposed Fee 1-20 $75.00 $100.00 21-100 $100.00 $175.00 101-200 $125.00 $200.00 201-300 $150.00 $250.00 301-400 $175.00 $350.00 401-500 $225.00 $450.00 An additional $25.00 per 100 or Over 500 fraction thereafter $1.00 per sprinkler Standpipes Systems Current Fee Proposed Fee $50.00 for each standpipe 150 for each standpipe system system Fire Pumps Current Fee Proposed Fee $75.00 each pump regardless of 200 each pump size regardless of size Fire Alarm S stems Current Fee Proposed Fee $75.00 for any system 200 for any system Miscellaneous Fire Suppression Svstems Current Fee Proposed Fee Other suppression systems: $50.00 $200.00 Kitchen hoods $50.00 $200.00 Underground tanks (install/ remove) $35.00 $150.00 Gasoline storage tanks $125.00 $200.00 Re- inspection fee after second inspection * ** Current Fee Proposed Fee $0.00 $100.00 Final Inspection Fee (commercial only) * ** Current Fee Proposed Fee $50.00 Fire Department Permit and Plan Review Fees PLAN REVIEW EXAMINATION FEES * ** Indicates New Plan Review Fee Category Fire Sprinklers Current Fee Proposed Fee Residential (13D) $50.00 $120.00 Number of New or Relocated Sprinklers Current Fee Proposed Fee 1-20 $50.00 $120.00 20 -200 $50.00 $180.00 200 -500 $50.00 $240.00 Greater than 500 $50.00 $360.00 Fire Pump Current Fee Proposed Fee $50.00 $120.00 Standpipes Current Fee Proposed Fee $50.00 $120.00 Fire Alarm Current Fee Proposed Fee $35.00 $120.00 Miscellaneous Current Fee Proposed Fee $35.00 $60.00 Other Suppression Systems * ** Current Fee Proposed Fee $35.00 $120.00 Tent * ** Current Fee Proposed Fee $35.00 $40.00 Egress (Commercial Only) * ** Current Fee Proposed Fee Under 1,000 square feet $35.00 $60.00 1,000 to 2,500 square feet $35.00 $120.00 2,500 to 5,000 square feet $35.00 $180.00 Greater than 5,000 square feet: $35.00 $240.00 Greater than 50,000 square feet $35.00 $320.00 Greater than 100,000 Square feet $35.00 $480.00 Re- review fees after second review * ** Current Fee Proposed Fee $0.00 $120.00 Expedited plan review five day turn around * ** Current Fee Proposed Fee 1.5 times permit and plan $0.00 review fee a U E E > I I j LJ x "p ° v - • �$ ° z ° i i A "i _ z ° � ¢ °� i of z z z° Z; - - -- z u a� o _ z� c o` °I$II z, o w - -- N - - - --------- i - -- Z , v m _c �- E � v i E I „ o of TL = v i " Z i p m� N of nll y^ l o c v ° 0 2 g o pi ° v 8' vl ° ` ° O z ' ' °•-' n o f '" vi of $ o " w m a € • x w ` y 1, ° P1 ' " p - t a .... a _ c i o,5 oo v �I - o coo •- o ; ' O o - o a ate_ e m o c s�otSo �I h 5 wl u - c. ° - ' I " v a" - I cl c '^ I ''� $ c p l n n '�..a NV e a N of _ E2 `O III °jA vdl v ° � w u; E of `^wi -- ° A ° _ • EI EI o0 0l w _ z (n - -. �� w o E _ °°I -' v a ! € > 0 o I p o m _ v v €I v' p "' v L €i " >i v o °o - €I Ei a _ � � i � o ° a�_S v o a l i -- N 'v m w - a 3 t �' m � � o v E al o So NI > _ $ - m vI " c�l q o.E - v s -1 � a c , N O �I > N O O c ci v F- Z - - - - -- - -.. - " v • 3 ° T E ; - _ — > T, T _ .> _. >'. _ ___ - � " � __._.__ - __ - . > 1. - __ . __ - _ v E a vii �i U v m E �_ n o " " • __ I I z1_ a I ° z l I m I II ' I 3 m I I I I $ n I 3 III m ;i u t r � Nal j vl (n8i i 'I a ------- -� - --- - -I- `�.-'' 1 o ai. z 1 ¢ Z ! 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