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City of Santa Ana I California Task 4: Develop Comprehensive Fee Model Objective: Develop and test model. Description: This task involves updating the model developed for the original study, which will ultimately be used to calculate the updated departmental fees, based on data and information gathered in previous tasks and in the Time Survey Interviews described in Task 5. To ensure that City policies are met through the imposition of the calculated fees, the model will be formatted to Include appropriate costs. Key model inputs will include staff and allocated overhead costs per position, and relevant budget data on salaries and benefits. This information will be obtained directly from the City and incorporated directly into the user fee model. We will request clarification and /or additional data if necessary. The model will provide an allocation of administrative and overhead costs to fee related activities and departments providing services to customers, so that fees and billable rate schedules Incorporate applicable costs. Furthermore, the fees and rates charged to customers will also reflect the cost of the services being provided, to the extent possible given policy and /or political considerations. Deliverables: Willdan: One (1) user - friendly model in Microsoft Excel format, which, when finalized, City staff can use to calculate fee changes annually, or as often as deemed appropriate by the City Council. Task 5 Time Survey Interviews On-site Information Gathering: Objective: Meet with City staff to complete Time Surveys and understand service delivery processes. Description: In order to assist staff with the completion of the survey worksheets, we will schedule a full day of on -site meetings with staff; however, the number of meetings needed may vary depending on the number of staff and departments involved. The Willdan Team will conduct interviews with supervisors /managers, as well as other staff, as deemed appropriate and /or necessary, from each department involved In the fee study to determine the average time required by City staff to provide each of the services for which a fee is collected. The fee model is designed so that full cost recovery fees are calculated immediately upon input of staff time. This will allow Willdan and City staff to conclude with a final meeting to review the draft full cost recovery fees, and adjust any times as necessary, once all Information has been compiled and Input into the fee model. We will schedule the interviews with staff to minimize any disruption to their normal workflow. Meetings: One (1) full business day of meetings /staff interviews, with one (1) additional follow up day Deliverables: Willdan and City; Time surveys and draft full cost recovery fees. Objective: Examine the user fees charged by comparable Orange County, orjurisdictions that are similar to the City of Santa Ana. Description: We will access and use our knowledge of other jurisdictions to benchmark the City's five (5) most common fees or highest yielding fees with comparable jurisdictions agreed. Fee schedules are rarely readily or directly comparable from agency to agency due to definitional and operational differences. For example, a grading permit in one jurisdiction may include the plan check service, while the same permit in another jurisdiction may not, resulting in similar sounding services with widely varying costs. For this reason, Willdan takes a selection of the City's most commonly used and /or highest yielding fees. The survey will contain the following: IVComprehensIve. Innovative. T'nisted. 15 City of Santa Ana 250 -19 User Fee Study