Item 09 - Rental Registry Fee Study

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Pg. 20 CHAPTER III – ALLOCATING TIME TO SERVICES City of Santa Ana Rent Stabilization Program Fee – March 2023 The data shows that staff resources are divided among the eight service areas. Having 24% for administration (overhead) is typical and reasonable. By completing a comprehensive analysis of time allocation for each program task, we were able to identify the Rental Registry and Petition Process as the most time-consuming services to administer, with a combined 33% of total time spent on these two service delivery areas. Finally, we compared the staff time allocation to their job functions and responsibilities described in the Work Plan. For example, in the table below the Management Analyst’s job functions are properly allocated 69.9% to the Rental Registry, where they will be responsible for database and financial analysis, and 25.2% towards general administration (overhead). The two Housing Program Analysts’ job functions are properly spread between petition processing, mediation, and reviewing the notices of terminations of tenancy and evictions. The Housing Programs Coordinator’s job functions are correctly spread among all service areas as a supervisor position. Table 6: Percent of Staff Time (Example from Administrative Unit) We conducted this exercise for all positions in the Rent Stabilization Program, and times were allocated to the correct service areas. See Appendix A – Staff Time Allocation Summary for the other positions. Fines and Penalties Section 8-3161(c) of the Ordinance refers to late payment, and states that [a]ny Landlord responsible for paying the Rental Registry Fee who fails to pay the Fee by October 1, or within sixty (60) calendar days of any midyear due date, will be delinquent and shall, in addition to the Fee, pay additional late charges, penalties of assessments as determined by resolution of the City Council. The amount of Rental Registry Fee and any penalty imposed by the provisions of this Article shall be deemed a debt to the City. Establishing the appropriate fines and penalties is necessary to ensure compliance with the Ordinance. Fines are not governed by Propositions 13, 4, 218 and 26, and the City may set the PERCENT OF TIME SERVICE DELIVERY AREA Housing Programs Coordinator Housing Programs Analyst Management Analyst Senior Office Assistant 1) Rental Registry - Section 8-3160 18.7% 13.4% 69.9% 40.9% 2) Enforcement and Compliance 10.0% 8.1% 0.0% 13.3% 3) Notice of Termination of Tenancy/ Evictions – Section 8-3121(a)(4)9.5% 12.7% 0.0% 0.0% 4) Petition Process - Section 8-3145 18.6% 46.4% 4.9% 33.0% 5) Voluntary Mediation - Section 8-3146(a)6.4% 6.4% 0.0% 12.7% 6) Petition Hearings and Appeals – Section 8-3145(f)15.0% 8.3% 0.0% 0.0% 7) Rental Housing Board - Section 8-3180 0.0% 0.0% 0.0% 0.0% 8) Administration (Overhead)21.8% 4.7% 25.2% 0.0% Total 100.0% 100.0% 100.0% 100.0%