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City of San Leandro Comprehensive User Fee Study and Development Impact Fee Study 3 The following work plan includes the following steps from project initiation to completion. TASK 3.1. DATA COLLECTION This task is accomplished through Task 1, Project Commencement. We can combine the initial data request for the Cost Allocation Plan and User Fee Study when conducting the projects concurrently. TASK 3.2. FEE STRUCTURE REVIEW We will meet with each Department directly to review their existing fee structure and gather staff’s ideas for modifying or enhancing current practices. We will identify and recommend opportunities for streamlining fee structures as well as for addition of new fees that are in line with current practices seen in other agencies. Discussion will include advantages and disadvantages to fixed/one-time fees as well as deposit and actual cost billing structures. Working with staff to determine the most effective and efficient type of fee structure based on the organization, we will recommend and develop revisions to existing fee structures including any deletion of fees, potential new fees, or changes in billing practices. Based on the results of this discussion, we will incorporate the list of fees to be evaluated into the fee model template. TASK 3.3. FACILITATED DATA COLLECTION Working directly with each Department, we will Initiate review of the organizational, workload, and time on task data needed to calculate the cost of providing each fee for service. We will first communicate the steps necessary to develop data for justifying fees. Staff will be asked to provide an estimate of time spent on various activities and services performed on an annual basis, as well as on each individual fee for service activity. We will explore permit software tracking and reporting capabilities that may enhance and streamline data collection efforts. We will develop data collection materials and track progress weekly on data submittal activities. Additionally, we will enter data into the fee model and ensure that the cost of service analysis is defensible and reasonable. The product of this task will be a modeling of the complete organizational, performance, and time requirements for the services under review in this study. TASK 3.4. COST OF SERVICE ANALYSIS We will determine the full cost of service on an annual basis for each department studied. The analysis will reflect all identifiable direct and indirect costs of providing services and will also incorporate applicable indirect costs, such as those defined by the City’s organizational structure as well as the City’s annual Cost Allocation Plan.1 Total annual costs will be segregated between fee-recoverable and non-fee recoverable services. Fully burdened hourly rates will be calculated for each Department involved in the study. Rates will consider the applicability of productive hours or direct-billed hours as the basis for calculation, depending on the Department or service analyzed. Fully burdened hourly rates will be multiplied by the time estimates gathered in Task 3.3 to compute the full cost of each individual fee for service activity. The full cost of service defined by NBS serves as the analytically justified maximum amount that may be recovered through a user/regulatory fee adopted by the City Council. 1 We will incorporate the results of the Cost Allocation Plan effort from Task 2 of the Work Plan