AgdaPkt 2018-08-27 Joint SA PFA - Laserfiche WebLink

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6.3.E. - Page 2 Between June and November 2016, Matrix held numerous meetings with City staff and conducted interviews to confirm the actual amount of staff time expended to provide each specific service. Once the amount of staff time spent for a fee activity was determined, all applicable City costs were considered in the calculation of the "full" cost of providing each service. The three major cost components in determining the full cost of providing services included: 1) direct staff time and materials, 2) department and citywide overhead (based on the City's Cost Allocation Plan), and 3) direct and indirect costs from other divisions to provide the service. The study created well documented and defensible fees based on sound public policy goals. On February 27, 2017, the City Council held a Study Session to review the first phase of the Fee Study, including Community Development, Fire, and Police fees. The City Council provided feedback on the proposed Fee Schedule and preferred cost recovery levels, and requested that staff conduct public outreach efforts related to the proposed Fee Schedules. Members of the City Council and the public expressed concerns about fees related to small businesses, homeowners, historic preservation and non-profit agencies. A number of recommended fees were modified in order to address these concerns. On May 8, 2017, City Council approved a resolution amending and adopting certain fees for the City Community Development, Fire and Police Departments. The Parks, Recreation and Community Services Department works closely with several non-profit groups to host special events on the Courthouse Square and/or in the Downtown area that are open to the entire community. These include the annual Police Activities League (PAL) Music Festival, Lebanese Festival, the Redwood City Education Foundation's OktobeRun, Redwood City International's Fiestas Patrias, Circulo Cultural's Dia de los Muertos event, and the Downtown Business Group's Hometown Holidays. Some of these events raise funds for the hosting non-profit organization's operations. The newly -adopted fees for services provided by the Fire and Police Departments would significantly increase the total event fees to a level that may be difficult for organizations to pay. ANALYSIS Since 2007, the Parks, Recreation and Community Services (PRCS) Department has been programming a number of Downtown Events, primarily on Courthouse Square. Dubbed as the "City's Living Room", the Courthouse Square is a fantastic location for the very popular "Music on the Square", "Movies on the Square", "Art on the Square", the 3D Light Show, "Classical on the Square", "Kidchella", "Salsa Festival", "OktoberFest" and more. The City also partners closely with local non -profits on hosting free -to -the community events, such as the "PAL Music Festival", "Lebanese Festival",