HomeMy WebLinkAboutAgenda - 05-14-1996 - X-A 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No X-A
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 14, 1996
SUBJECT: Orange County Fees
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DEPARTMENT Finance/County Manager PUBLIC HEARING YES NO x
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BUDGET AMENDMENT
REQUIRED YES NO x
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ATTACHMENT(S) INFORMATION CONTACT
5/9/96 Staff Report Ken Chavious, ext 2450
Current & Proposed Fee Schedule Rod Visser, ext 2300
TELEPHONE NUMBER
Hillsborough 732-8181
Chapel Hill . 968-4501
Mebane 227-2031
Durham 688-7331
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PURPOSE: To receive a report on the County's current fee schedule and
proposed changes that would take effect in FY 1996-97 .
BACKGROUND: In February 1996, County staff began a review of all fees
for service charged by Orange County. Each department was asked to
list all fees currently charged, how each fee is regulated or
established, and when each fee was last reviewed or revised.
Departments were also asked to identify any additional fees they might
propose in order to generate additional program revenue to help cover
the cost of services. The accompanying fee schedule lists all fees
currently charged by Orange County.
All fees were reviewed, but given time and resource constraints, staff
decided to focus analytical efforts on those fees that : a) had not been
reviewed for a considerable length of time; b) offered significant
potential for additional revenue; and/or c) presented important policy
questions to be resolved. Examples of fees which were reviewed
in some detail are planning & inspections, fire inspections, emergency
medical services, recreation & parks, and public records related
(e.g. GIS, data processing, land records) fees.
Staff suggests that the Board review the current schedule of Orange
County fees, along with preliminary proposals for changes or additions
to the fee schedule for 1996-97. If the Board wants staff to look more
closely at certain existing or potential fees, that work can be
accomplished and reported back during budget deliberations in June .
For those changes or additions to the fee schedule with which the Board
is comfortable at this time, staff will build the recommended 1996-97
2
budget based on revenue assumptions derived from the changed or added
fees . Staff proposes that the Board formally adopt the 1996-97 fee
schedule when it adopts the 1996-97 budget ordinance on June 26, 1996 .
RECOMMENDATION: The Manager recommends that the Board of Commissioners
receive the report as information, confirm or modify the changes to the
1996-97 fee schedule proposed by staff, and provide direction on any
further work to be performed by staff in analyzing existing or possible
new fees.
3
MEMORANDUM
TO: Orange County Commissioners
John Link, County Manager
FROM: Rod Visser,Assistant County Manager
Ken Chavious, Finance Director
DATE: May 9, 1996
RE: Orange County Fees
Beginning in February, staff undertook a review of all fees charged by Orange County for
various services. Our starting point was to ascertain from each department what fees they
currently administer, how each fee is established or regulated, when the fee was last
reviewed or updated, and whether they had suggestions for new fees that should be
considered as possible revenue sources to help offset the cost of operations. Given our
time and staff constraints,we decided to focus our efforts on those fees that had not been
reviewed for some time; presented significant potential for additional revenue; and/or
presented important policy questions to be resolved.
This report is laid out in sections that provide brief descriptions of the staff review of
each department's fees, in the order that those fees are presented in the accompanying
Orange County fee schedule. In many cases,we propose that the current fees be
continued,based on discussions with the respective department heads who feel that the
current fee structure is appropriate and working well. On the other hand,there are many
other fees which we propose be modified for implementation in 1996-97. Suggested
changes to the current fee schedule are discussed in the appropriate departmental sections.
Staffs objectives in preparing this report were to produce a comprehensive list of all
Orange County fees; to propose changes to the current fee schedule based on our analysis
and work with departments that administer these fees;to afford the Board of
Commissioners the opportunity to identify those fees about which they would like more
information or further analysis performed; and to propose a fee schedule which would be
part of the basis for the Manager's Recommended 1996-97 Budget. We suggest that a
comprehensive fee schedule for 1996-97 be adopted at the same time that the Board
adopts the 1996-97 budget ordinance. Staff can accomplish additional work, as needed,
on the proposed fee schedule and report back to the Board during the budget work
sessions in June. We also plan to use the comprehensive fee schedule that we have
prepared as the basis for an annual review of fees during the budget development process
each year.
L
DATA PROCESSING
One of the most important matters to be resolved with regard to fees is to update Orange
County's fee schedule to reflect the changes to the North Carolina Public Records Law
that took effect in October, 1995. The following discussion of public records law review
applies to a number of different department's fees (e.g Land Records, GIS, Elections).
The 1995 General Assembly adopted legislation designed to make public information
more readily accessible to citizen requests for access to, or copies of, that information.
The Public Records Law was amended to read that"it is the policy of this State that the
people may obtain copies of their public records and public information free or at
minimal cost......In view of the recent public records law changes, it is our
recommendation that the County's fee schedule for photocopied or electronic records or
other automation products be adjusted to reflect this underlying philosophy of providing
records at minimal cost. On the other hand,the statute also recognizes that if special
programming or extensive use of technology or staff time is required to produce the
requested copy or information,that a reasonable special service charge may be imposed.
Furthermore, a local government is under no obligation to create records that do not exist,
or produce them in a medium not maintained by that local government; but, if the
government chooses, as a service to the requester,to create or compile such records, it
may negotiate a reasonable charge with the requester.
By way of example, a revised fee schedule for copies of existing databases or
information reported in existing formats would be provided at the cost of the tape, labels,
or printouts with some relatively low minimum fee established. A request for a new
report or selected items of data would be provided at cost of materials plus special
programming time at$30 per hour, with a minimum$15 charge. Our proposal for 1996-
97 Data Processing charges is based on this approach.
AGING
The majority of these fees are in the area of transportation. Fees for vehicles and drivers
are billed to users based on County established mileage charge back rates and actual
driver costs and include an additional amount to cover administrative overhead. No fee
adjustments are necessary in this area. Other fee areas such as public shuttle and medical
trips are funded in part by transportation grants which limit the amount of fees that can
be assessed. We are currently assessing fees at maximum level allowed. Aging program
fees ( arts, crafts, etc.) are assessed based upon the cost of the instructor plus a 10 to 15%
administrative charge which recovers our costs.
ELECTIONS
We believe the current fee schedule,in Elections is appropriate and should continue for
1996-97. One modification is that data or programming requests for voter/election files
should be based on the principles mentioned above in the Data Processing Section.
RECREATION AND PARKS
We compared these fees to those charged by other area Recreation and Parks
programs and determined that they are in line with other recreational programs. In
many cases full costs for programs are not recouped, but staff felt that excessive fees
could lower program participation or steer participants to other area programs.
One area in which to pursue a fee increase is Summer Camp. The current fee of$40
per week per participant does not recoup costs. In the previous year this program was
subsidized by approximately $5,000. We propose a$10 increase in fees that would
generate this amount while keeping the weekly cost per participant below area market
prices.
COMMISSIONERS
Fees charged for copies in the Commissioners' Office recover the costs of
reproduction and are proposed to continue at current levels for 1996-97.
LAND RECORDS/GEOGRAPHIC INFORMATION SYSTEMS (GIS)
The existing Land Records fee structure is appropriate, works well, and generally
recovers the cost of the departments data and map products. The public records law
recognizes that GIS data is public information, and that it should be provided to the
public at reasonable cost. However, Orange County can require that persons obtaining
the data sign an agreement that they will not resell the data or use it for trade or
commercial purposes. For these requesters, GIS copies would be provided based on the
cost of reproduction. If the County were requested to provide GIS data to be used for
trade or commercial purposes, and the GIS Director determines that the proposed use of
GIS data would be an appropriate use, we recommend that a reasonable fee,to be
negotiated between the GIS Director and the requester, be charged. Informal agreement
has been reached by all users of Orange County GIS data(including County departments,
Chapel Hill, Carrboro, OWASA)that all requests for copies of GIS electronic data that is
shared by those users will be handled by Orange County Land Records so that
appropriate safeguarding, representation, and disclaimers about the data can be ensured.
LIBRARY
We reviewed the current fee structure with the Library Director. The Library has
limited fee potential, because with the exception of copies and faxes, all other
revenue areas are related to fines for overdue books and video tapes. Current
fees/fines have been in place for a number of years and when compared to other area
libraries can be slightly adjusted upward to the current market. We propose
adjustments that will generate a small amount of additional revenue. About $2,000
in fines for overdue books and tapes can be generated by increasing the fine for
overdue books by 5 cents per day and overdue video tapes by 25 cents per day. We
should also review the amount of outstanding library fines and determine if we
should pursue more aggressive collection procedures.
REGISTER OF DEEDS
Nearly all of the fees assessed by the Register of Deeds are regulated by the North
Carolina General Statutes. There is potential to assess fees for the conversion of optical
images to 8mm tape, but consistent with the public records law policies, this should be
designed just to recoup the cost of reproduction. We propose establishment of a fee of
$10 per tape.
PLANNING
Our most detailed review of any departmental fees was conducted with regard to planning
and inspection fees,which offer significant revenue enhancement potential, and which
have not been adjusted since a 1989 consultant fee study performed by David M. Griffith
and Associates (DMG). We found the general methodology employed by DMG to be
sound, and recommend that an overall fee increase of approximately 35%be applied to
recover the increased costs of planning and inspection functions since 1989. We estimate
that the fee increases we propose would generate an additional $100,000 - $125,000 in
revenue to offset the department's operational expenses.
In most cases in the Planning Department, recouping full costs would require much more
significant increases in fees than those proposed. Although we would not recommend
pursuing further cost recovery at this time, we should review these fees on an annual
basis to determine if additional adjustments would be appropriate. Our comparisons to
fees in surrounding jurisdictions (Wake,Durham, Chapel Hill)revealed that in some
cases, even fees that reflect the increases we propose would be considerably lower than
those in the other jurisdictions.
EMERGENCY MANAGEMENT
Staff spent an extensive amount of time reviewing fire inspection and emergency medical
service fees. Proposed revisions to the 1996-97 fire inspection fee schedule are included
in another report on the May 14, 1996 Commissioners' agenda. Staff and the Emergency
Medical Services Advisory Council have been working during the past year on
recommended changes to the EMS delivery system and financing mechanisms. A
proposed EMS fee schedule for implementation in Fall 1996 will be presented with the
Manager's Recommended 1996-97 Budget.
The Director of Emergency Management identified several potential additional revenue
sources, including possible fees for registering security alarms and/or for false alarms.
Staff have not proposed specific fees of this nature,but can investigate this further if the
Board feels that is appropriate.
SHERIFF
Many Sheriff fees are regulated by North Carolina General Statutes. The existing fee
structure seems to be working well and no changes are proposed at this time.
HEALTH
All Health Department fees are recommended by the Health Board and have been
adjusted periodically. The majority of the fees charged within the Health Department --
clinics are based upon an individual's ability to pay(sliding scale) and the amount of
Medicaid reimbursement which can be received. Fee schedule modifications that would
make market adjustments for dental services are scheduled to be considered by the Board
of Health at their May meeting. These proposed adjustments are included in our
proposed fee schedule for 1996-97.
EFLAND SEWER
We did not review Efland Sewer fees,which are elements of the Efland Sewer Enterprise
Fund.
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