HomeMy WebLinkAboutItem 6.3 RevFeeSchedEncroachmnts
CITY OF DUBLIN
AGENDA STATEMENT
City Council Meeting Date: May 10, 1993
SUBJECT:
Public Hearing: Revision to Fee Schedule for Encroachment
Permits (continued from April 26, 1993 meeting)
Report by: Public Works Director Lee Thompson
EXHmITS ATTACHED:
1)
2)
3)
4)
5)
Comparison of Proposed Fees with Other Agencies' Fees
Comparison of City of Dublin Existing and Proposed Fees
Resolution
Proposed Fee Schedule
Existing Fee Schedule
RECOMMENDATION: "'..../1)
r, l~ 2)
\ L 3)
~. 4)
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5)
Open public hearing
Receive Staff report and public comment
Question Staff and the public
Close public hearing and deliberate
Waive reading and adopt resolution approving fee
schedule for encroachment permits
FINANCIAL STATEMENT:
The annual revenue from encroachment permits is approximately
$7,000. This revenue does not cover the City's cost to issue the
permits and inspect the work. Based on the proposed fee
schedule, the estimated revenue from encroachment permits
would become approximately $17,500.
DESCRIPTION: This public hearing was continued from the meeting of April 26,
1993, at the request of PG&E and Pacific Bell. Staff has since had conversations with representatives
of the utility companies. The issues raised at the April 26th meeting are as follows:
1. Multiple inspection charges for different types of work. The current City fee schedule
specifies that separate inspection fees will be charged for each item of work performed. For example,
a trench which crosses both street and sidewalk would be charged a separate inspection fee for the
street (asphalt) work and the sidewalk (concrete) work. The philosophy behind multiple charges is
that the asphalt repair work and concrete repair work are usually not done at the same time,
necessitating extra inspections. The new fee schedule proposed to continue this practice. One of the
utility companies expressed concern that multiple fees on the new schedule would cause the total
charge to be quite high. The draft fee schedule has now been changed to charge the full inspection
fee for the first item of work on a permit and one-half the minimum inspection fee for any additional
items of work. Staff feels that this is fair and will still allow the City to recoup its costs.
2. Facility marking charges: The Underground Service Alert (USA) organization advertises its
services as "free." The utility companies recover their costs of marking facilities through their overall
rate structure. With the new draft fee proposal, the total proposed inspection fee has been raised from
the previous $75.00 minimum to an $80.00 minimum to provide for recovery of the expense of
locating and marking facilities. The line item charge for USA markings has been eliminated.
3. Staff was requested to contact other agencies for permit fee information as a comparison. The
Cities of Pleasanton, Livermore, and San Ramon, and the County of Alameda were asked for their
fees. This information is attached as Exhibit 1. Staff feels that the proposed Dublin fees are
comparable to those of the three other cities. Alameda County's current fees are significantly higher.
As discussed in the April 26th Staff report, the existing encroachment permit fees were adopted in
1984. In 1990, revisions were made to the fees for oversize vehicle permits in accordance with a
newly adopted State Law, and a fee for the use of the San Ramon Road banner poles was added. No
other changes have been made. The existing fees for encroachment permits do not cover the City's
actual cost for issuance or inspection.
---------------~----~------------------------------------------------------------------------------------------------
ITEMNO.~ COPIES TO: PG&E, PacBell, DSRSD, CITY CLERK
Viacom, Sprint ~·~B "..
FilE I 1~1,;('0i15l51
The proposed fees were determined according to the actual cost of time involved in issuing a permit
and inspecting the work. A comparison of existing and proposed fees is attached as Exhibit 1.
Following are some examples of the calculations performed:
Basic pennit fee: This fee is not proposed to be changed from the current $10.00 fee. The basic fee
covers the cost of completing paperwork (logging the permit, calculating and receiving the fees, and
making note of any special conditions). A minimal amount of staff time is required for most basic
permits.
Plan checking fee: The City has not previously had a plan checking fee for encroachment permits.
Most permits require little, if any, plan checking; and it is therefore not reasonable to build a plan
check charge into the basic fee. The plan checking charge is proposed to be actual cost, similar to the
cost charged for subdivision or commercial development plan review. The deposit amount would be
based on the estimated review hours.
Resurfacing surcharge: This charge is intended to partially offset the City's cost to overlay or slurry
seal streets. Trenching along or across a street compromises its integrity and leads to earlier need for
repair and resurfacing. The resurfacing surcharge would only apply to work being done in the street
and would not affect sidewalk or driveway permits.
Inspection fees: The minimum inspection fees are based on the minimum amount of time generally
required to inspect a certain type of work. The hourly rate for a public works inspector, including
benefits, mileage, and overhead, is approximately $37.50. Most asphalt or concrete work requires at
least two inspections (backfill and paving for trenches; forms and final for concrete), and most
inspections require approximately an hour of time. Therefore, the minimum inspection fee for work
for inspection by City personnel is proposed to be set at $80.00, with additive costs for larger areas of
work based on either linear or square feet. ($37.50 per hour x 1 hour per inspection x 2 inspections
= $75.00, plus an additional $5.00 charge to cover facility locating and marking)
Where there is a permit which would replace both sidewalk and street pavement, the minimum charge
for one of the inspection fees would be $80.00 and one half of the minimum fee or $40 for the second
item of inspection. This is based on 3 hours of inspection at $37.50 plus a $7.50 charge to cover
facility locating and marking.
The inspection fee for residential driveway construction is proposed to be $50.00 even though at least
two inspections are required. Staff feels that residents may avoid getting a permit if the fee is too
high. The fee for commercial driveway construction is proposed to be $100.00 because of the
additional time involved in checking grades on these larger driveways.
A minimum inspection fee of $25.00 is proposed to be charged for street and lane closures. This item
was not previously included in the fee schedule. The fee would cover staff cost for processing block
party street closures and other requests to close all or part of a street for a reason other than trenching.
Part of the permitting process for street closures is notification for any residents or businesses that
might be affected. The $25.00 fee would cover Staff and mailing costs, plus any field review of
traffic control that might be needed.
A provision has been added to the fee schedule which indicates that encroachment work is limited to
regular business hours of 8:00 a.m. to 5:00 p.m. weekdays and that overtime and weekend
inspections will be charged at the inspectors I overtime hourly rate plus overhead.
The proposed fees reflect the cost of an average amount of time needed to inspect a particular type of
work. In setting fixed fees, it should be recognized that some permits may require less inspection
time than the average and some may take more. The alternative to this system is to charge actual cost
for inspection similar to the procedure used for subdivisions. Staff feels that the cost of paperwork
for keeping individual accounts for well over 100 permits per year is prohibitive and would add to the
ultimate cost of the permit.
Oversize Vehicle Pennits: State Law sets the maximum fee that may be charged for oversize vehicle
permits. The proposed $16.00 single-trip and $90.00 annual permit fees are the current maximums
allowed. The reason that annual permit charges are higher is that Staff reviews each separate instance
that the permittee brings a load into the City. The State does allow actual-cost charges for
extraordinary services such as traffic control and engineering review for very large loads or moves.
For example, moving a building or a very large piece of machinery may require temporary closure of
a street or a police escort.
San Ramon Road Banner Poles: As discussed on previous occasions, the $50.00 fee does not nearly
cover the actual cost of installing and removing a banner, which is approximately $400. However, it
is not likely that the non-profit groups who utilize the banner poles would be able to pay this actual
cost. The City Council has identified the San Ramon Road Banner Poles as an activity which should
Page 2
be eliminated for Fiscal Year 1993-94. Staff has retained this activity in the fee schedule in the event
that this service may be reinstated in a future year.
Possibility of Fee Reduction or Waiver: The fee schedule contains a note relative to encroachment
permit fees and oversize vehicle fees that the City Manager may approve a reduction or waiver of the
fee. This will permit Staff to reduce or waive the permit fee for such work as required private
sidewalk maintenance. Oversize vehicle permit fees are typically waived for City construction
projects. The City Council previously specified that the fee for the San Ramon Road banner pole use
could not be waived.
Bond Schedule: Since the work performed under an encroachment permit is within the public right-
of-way, it must be maintained in a safe condition. The purpose of the encroachment bond is to
provide the City with a means of repairing or replacing any work that fails and is not repaired or
replaced by the permittee. Bonds are returned to the permittee six months following the City I S
acceptance of the work if no defects in the work become apparent. The bond amounts were
determined according to an estimated cost of repairing or replacing work that fails.
The Municipal Code contains a guaranty provision which requires a permittee to maintain and repair
an encroachment for a period of two years following acceptance by the City. Utility companies are
required to maintain an encroachment for the life of the work.
The previous bond schedule included provisions for bonds for oversize vehicle permits. The proposed
bond schedule eliminates oversize vehicle bonds on the basis that any damage to facilities would be
covered by the permittee's insurance. Staff obtains an insurance certificate for all permits, including
oversize vehicles.
Recommendation: Staff recommends that the City Council conduct a public hearing, deliberate, and
adopt the resolution approving the revision to the fee schedule for encroachment permits.
a: (9293) \apri/\agstefee
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RESOLUTION NO. -93
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING REVISIONS TO THE FEE AND BOND SCHEDULES
FOR ENCROACHMENT PERMITS
AND OVERSIZE VEHICLE PERMITS
WHEREAS, the fees for encroachment permits were previously revised in
June of 1990; and
WHEREAS, the City's cost for issuing encroachment permits and inspecting
the work is greater than the revenue received from fees in the June, 1990, fee schedule; and
WHEREAS, revisions to the fee and bond schedules are proposed; and
WHEREAS, the proposed fees will not exceed the City's cost for performing
the services.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City
of Dublin does hereby approve the revised fee and bond schedules for encroachment permits
attached as "Exhibit A."
PASSED, APPROVED, AND ADOPTED this 10th day of May, 1993.
AYES:
NOES:
ABSENT:
Mayor
ATTEST:
City Clerk
a: (9293) \aprillresoefee
,
" -
l<e~tJ). 7(O~
_..~ .~ -._.~~.-~-
CITY OF DUBLIN
FEE SCHEDULE - ENCROACHMENT PERMITS
AND OVERSIZE VEHICLE PERMITS
(Adopted , 1993 - City Council Resolution No. _-93)
ENCROACHMENT PERMITS:
BASIC PERMIT FEE:
PLAN CHECKING FEE:
$10.00
RESURFACING SURCHARGE:
Actual cost of checking plans (time and materials
plus overhead). Deposit required.
$50.00 for first 50 square feet of trench; $1.00 per
square foot thereafter.
INSPECTION FEES:
1. Transverse and longitudinal trenches,
road cuts, and other street excavation
work, including surface restoration:
1 linear foot to 100 linear feet:
$80.00 minimum
Over 100 linear feet:
$80.00 plus $0.50 per linear foot
in excess of 100 linear feet.
2. Constructing concrete sidewalk, curb,
and gutter:
1 linear foot to 50 linear feet:
$80.00 minimum
Over 50 linear feet:
$80.00 plus $0.10 per linear foot
in excess of 50 linear feet.
(Where both sidewalk and curb and gutter are being constructed, inspection fees will
be charged/or each item.)
3. Constructing concrete driveways:
Residential:
$50.00
$100.00
Commercial:
4.
Constructing drain inlets, manholes,
and connections to same:
$80.00 each
.. 4.
'K2ù¡::o~~ Æ:e" ~u:
ENCROACHMENT FEES. cont'd
5. Asphalt concrete paving, curb and gutter
tie-in, etc.
1 square foot to 100 square feet:
Over 100 square feet:
$80.00 minimum
$80.00 plus $0.10 per square foot
in excess of 100 square feet.
6.
7.
Temporary street or lane closures:
Miscellaneous work:
$25.00
$80.00 minimum. (Actual cost of
inspection on basis of time and
materials plus overhead.)
Where work will include more than one operation (e.g., pavement cut plus sidewalk replacement), the
minimum inspection fee shall apply to the first item and one-half the minimum inspection fee shall be
applied to each of the other items.
All encroachment work shall be limited to the hours of 8:00 a.m. to 5:00 p.m. weekdays unless
otherwise specified on the permit.
Overtime and/or weekend inspection charges will be billed at actual cost (labor and vehicle) plus
overhead. A deposit will be required based on the number of overtime/weekend hours
estimated for the work being performed.
The above fees may be reduced or waived with approval of the City Manager.
OVERSIZE VEHICLE PERMITS
BASIC FEES:
Single Trip Permits
Annual Permits
$16.00
$90.00
LOADS OR MOVES REQUIRING ENGINEERING OR TRAFFIC CONTROL:
Oversize vehicles or building moves of a dimension requiring prior engineering,
lane closures, traffic control, or other inspection time shall be charged the
actual cost of the service provided by the City. A $250.00 minimum deposit shall
be required.
The above fees may be reduced or waived with approval of the City Manager.
SAN RAMON ROAD BANNER POLES
BASIC FEE FOR USE:
$50.00
The fee for use of the San Ramon Road banner poles may not be reduced or waived.
CITY OF DUBLIN
CASH BOND SCHEDULE - ENCROACHMENT PERl\flTS
(Adopted , 1993 - City Council Resolution No. _-93)
1. Transverse and longitudinal trenches,
road cuts, and other street excavation work:
1 square foot to 50 square feet:
Over 50 square feet:
$500 minimum
$500 plus $5.00 per square foot
in excess of 50 square feet.
2. Constructing concrete sidewalk:
Less than 50 square feet:
$500 minimum
Over 50 square feet:
$500 plus $5.00 per square foot
in excess of 50 square feet.
3. Constructing concrete curb and/or gutter:
Less than 30 linear feet:
$500 minimum
Over 30 linear feet:
$500 plus $20.00 per linear foot
in excess of 30 linear feet.
4. Constructing concrete driveway:
Residen tial:
$500 minimum
Commercial:
$1,000 minimum
s.
Constructing drop inlets, manholes,
and connections to same:
$1,000 minimum per each
No bond is required.
6.
Temporary street or lane closures:
Amount to be determined by the
City in accordance with the nature
and scope of work to be performed.
Conditions for Release: Bonds shall be released six months after the work has been accepted by the
City, provided there are no defects in the work.
7.
Miscellaneous work:
Surety Bonds: Where surety bonds are deposited for a permit in lieu of cash bonds, the amount of
the bond shall be double the amount specified for cash bond.
Annual Bonds: A minimum annual cash deposit of $2,000 or surety bond of $5,000 may be posted
in lieu of a cash or surety bond for each permit. The City may require additional bonds or cash
deposits when the nature of the work is such that the amounts hereinbefore provided are insufficient to
cover expenses that may be incurred in restoring the right-of-way to its former condition.
All bonds accepted by the City of Dublin or its officers pursuant to the requirements of the Municipal
Code covering the permitted work and previously established schedules, if any, adopted by the City
Council shall remain in effect until the expiration date of said bond.
CITY OF DUBLIN
Exhibit 4: Encroachment Fees
(Revision Adopted 6/25/90)
Basic Encroachment Permit Fee:
$ 10.00
Oversized Vehicle (Transportation) Permit Fees:
(Applies to vehicles of dimensions not requlrlng prior engineering, lane
closures or traffic control - see also Item 5 under Inspection Fees)
Single trip
Annual or repetitive permit
$ 15.00
$ 75.00
Fee for Use of San Ramon Road Banner Poles
$ 50.00
* * * *
Inspection Fees as follows ($20.00 minimum):
1) Transverse and longitudinal trenches,
road cuts, and other street excavation work,
including surface restoration:
,
1 linear foot to 500 linear feet
$25.00 minimum
500 linear feet to 3,000 linear feet
$25.00, plus $0.05 per linear
foot in excess of 500 linear feet
Over 3,000 linear feet
$150.00, plus $0.04 per linear
foot in excess of 3,000 linear feet
2) Constructing concrete sidewalk,
curb, and gutter:
1 linear foot to 50 linear feet
$25.00 minimum
Over 50 linear feet
$25.00, plus $0.15 per linear foot
in excess of 50 linear feet
Hhere both sidewalk and curb & gutter are being cons~ructed, inspection fees
will be charged for each item.
3) Constructing·concrete driveways
$20.00 eacn
4) Constructing drain inlets, manholes,
and connections to same.
$20.00 each
5) Oversized vehicles or building moves
(of a dimension requiring prior
engineering, lane closures,
traffic control, or
other inspection time)
Actual cost - $250.00 deposit"
required
£?«
C--v\"'-,..."\(;., ~ç~u.~
Encroachment Permit Fee Schedule, Page 2
Inspection Fees, continued
6) AC Paving, curb & gutter tie-in, etc.
1 square foot to 500 square feet
Over 500 square feet
$20.00
$20.00, plus $0.04 p~r square foot
in excess of 500 square feet
,u/_ .
-
r"
¡-."
citv of Dublin
Exhibit 5:
Bonãs Requireõ for Faithful Performance of Encroachme~t
SCE2DULE OF R~QUIRED CASH BONDS WHEN NO ANNUAL BOND IS ON FILE WITH THE CI=!
0: DUBLIN SHALL BE:
1. Transverse ênõ longitudinal trenches,
road cuts and other street excavation work.
1 linear ft. to 50 linear ft.
$250.00 minimum
0'1 e [ 5 0 1 i n e 2 r
.Ç:-
l.. L .
$250.00 plus $5.00 ;er
linear ft. for le~~t:'
in excess of 50 line2r
ft.
Constructing concrete sièe~alk.
less than 50 linear r~.
$200.00 mi:-:i:¡lum
Over 50 linEar ft.
$200.00 plus 54.00 7Ç-
linear ft. for len~~~
1n excess of 50 line2r
rt..
"<
Constructing concrete
Cll,h -"-jcy
__-1 C~.1"--' ~
glltter.
Less
than 50 linEar
.!::'-
.L L .
$250.00 E"11n1",U;¡¡
Over SO
lin",,;:r
- --."--.....
.!..L..
$250.00 plus $5.0C ~~:-
linear ft. fcr lEn~:-.
1n excess cf 50 line2:
, ,
~jcte :
Where both curb and gutter and
sidewalk are constructed along cne
frontage of single family
residence, only one bonè will ~c
requireè meeting Scheèule 3.
:!.
Constructi~g concrete driveway.
$ 2 5 0 . 0 0 nì i r1 i ~ '..! ill
(No separate bond shall be required where
concrete èriveway, curb and gutter and
sidewalk are being constructed unòer same
permit.)
'-,"'-
("
(-.
constructing Drop Inlets, Manholes
connections to same.
$500.00 mlnlffium per
each
Other bond requirements shall be as
applicable for trenches in roadway.
See Schedule 1
6 .
Irrigation pipe anà major private
utility line across or along road
annual bonà required as long êS pipe
is used.
$500.00 minimum
Other bond requirements shall be as
applicable for tre~ches in roaàway.
See Schedule 1
7 .
Moving objects of unusual SiZE.
$200.00 per mile or
fraction thereof
Long i t ud i nal ¡nove:T'¡en t of ob jects
of unusual weight (does not apply to
bridge crossings).
b.
In excess of 25% overloa¿.
$300.00 per ~ile C~
fraction thereof
$500.00 Fer mile ~-
frëction thereof
ë.
Less than 25% overloëd.
ú
T r ë n s v e r s e !I,O V e ; II E n t 0 fob j e c t S 0 £
unusual weight and movement of a~y
overloaé OVEr ë bridge.
To be ãetE::~llineë b";/
the Coun~y Sur~eYG:
But shëll not be ï~~c
thën ScheéL!le Î.
S~CEDULE OF REQUIRED SURETY BON~S WE~N NO CASE BOND OR AN~UAL SOND EAS 3~~N
:::::~ED:
~here surety bonds are de~osited for a permit In liEU of cash bends, t~2
ë;~cunt ef the bond s~all be dou01e the amount specifieã fer cash bond.
&:;'&:¡~~U&:\..L BO~JùS
A minimum annuël cash éeposit of 52,000.00 or surety bond ef $5,000.00
be pested In lieu of a cash or a surety bond for each permit.
.0:;_ ~
The City may require ëdèitional bonds or cash deposits when the nature 0:
the ívork is such that the amoun~s hereinbefore provided are insufficient :~
cover expenses that may be incurred in restoring the right of wëy to its
former conèition.
All bonès accepted by the city of Dublin or its OIIlcers pursuant ~o t~e
requirements of City Ordinance covering the per~itted work and previou~ly
establisheè schedules, if any, adopteà by the city Council shall remain i~
:fect until the expiration ëate 0: said bonà.