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HomeMy WebLinkAboutItem 3a: Direction Regarding Customer Requested Property Address Changes OF A RC ��4, Ox,V 4, • 1 I I I I 0 I I I I I HI I I I 1 d ar , !r"` J 01 ineorper Ao� 7. 1993 " ' I li 4/ unity, of it STAFF REPORT Development Services Department DATE: June 7, 2011 TO: Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director--- By: Jim Kasama, Community Develo ment Administrator an Don Stockham, Building Official SUBJECT: REPORT, DISCUSSION AND DIRECTION REGARDING CUSTOMER REQUESTED PROPERTY ADDRESS CHANGES Requested Action: Provide Direction BACKGROUND At the May 3, 2011 City Council Meeting, there was discussion regarding the City's policy on property address changes. The May 3, 2011 staff report is attached. Staff had recommended that if address changes are re- initiated, that a thorough cost analysis be done so that an appropriate fee can be charged to recover the City's costs associated with processing an address change. After the discussion, the City Council requested that staff provide an analysis of the staff time and costs involved in the process of changing property addresses. DISCUSSION Building Services contacted all of the City Departments, and they provided information about their processes, personnel and time involved in accommodating an address change. This information was used to calculate the cost of processing an address change — see the attached spreadsheet. The address change process is initiated with Building Services, which notifies the other City Departments and outside agencies. The City processes are as follows: Building Services • Applicant submits address change request and fee — preliminary determination of address change possibility and address numbers available • Verify validity of existing address and determine that the requested address is possible — review in -house records and conduct a field survey • Notify applicant that requested address number is acceptable • Prepare and issue notice of address change to other City departments and outside agencies: • Administrative Services • Business Licensing • Code Services • Engineering Services • Fire Department • Library • Planning Services • Police Department • Public Works Services — Administrative & Water Services • Adelphia • Arcadia Unified School District • AT &T • Chamber of Commerce (commercial & industrial addresses) • Champion Broad Band • Los Angeles County Assessor • Los Angeles County Registrar of Voters • Los Angeles County Tax Collector • Southern California Edison • Southern California Gas Company • United States Postmaster • Verizon • Waste Management • Verify receipt of address change notices • Update digital and hardcopy records • Respond to and follow up with inquiries and errors Administrative Services • Update digital and hardcopy records and monitor billings to verify payments based on new address Business Licensing • Determine if subject address is associated with any licenses or permits, and update records as applicable Engineering Services • File notice for future cross - referencing and update maps Address Changes June 7, 2011 — page 2 Fire Department • Update digital files, and update maps at the three fire stations and in each vehicle /apparatus (approx. 20) Planning Services • Update digital and hardcopy files and maps Police Department • Update maps Public Works Services • Update digital files, maps and water meter records • Remove and repaint address number on curb It has not been determined what affect an address change has on all of the outside agencies, but there are some recurring issues: • The Arcadia Unified School District routinely follows up with Building Services • to verify that the address change is not the result of a new unit • It is apparent that the Los Angeles County Assessor does not update its records unless some other activity is associated with the address change, such as a change of ownership, significant construction, or some other change in valuation • Mail delivery is disrupted unless the applicant also files a change of address with the Post Office FISCAL IMPACT If address changes are re- implemented, the Development Services Department recommends a fee of $1,250 to cover the processing costs so that there is no fiscal impact to the City. REQUESTED ACTION Provide direction. Approved : ,DarA -).z0 Donald Penman, City Manager Attachments: May 3, 2011 Staff Report Spreadsheet: Address Change Time and Cost Study Address Changes June 7, 2011 - page 3 of A Rc c. :. :',1 1 fig Ao y PS Iy 03 I �412,ry 00 STAFF REPORT Development Services Department DATE: May 3, 2011 TO: Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager /Development Services DirectorL.- By: Jim Kasama, Community Develo ment Administrator and Don Stockham, Building Officia SUBJECT: REPORT, DISCUSSION AND DIRECTION REGARDING CUSTOMER REQUESTED PROPERTY ADDRESS CHANGES Recommended Action: Provide Direction BACKGROUND At the March 15 Council Meeting, the Council requested a report on the City's policy related to proposed address changes. The Development Services Department stopped processing customer requested property address changes approximately five years ago. Addresses are still changed for corner lots when the orientation of a house is changed to the other street, or for new subdivisions and lot splits. The customer - requested address changes were stopped because of the volume of requests (20+ per year) and the difficulties and confusion that it created for City record - keeping and for other agencies required to be notified. In addition, address changes are very time intensive and required substantial staff time. Customer requested address changes generally had no purpose other than to change the number because it was considered unlucky. DISCUSSION For many years, the City granted address changes for any reason, and requests were rare. In the early 1990s, the number of requests increased significantly, and a fee of $500 was imposed to cover the administrative costs associated with the process, which is comprised of the following steps: • Accept an application for an address change. This includes a review of records to determine that a new address number is available • Field verify that the address choice is available and sequential • Process application, which entails circulating the request to other City departments to verify that the new address is acceptable ■ Prepare a form letter to inform other City departments and outside agencies of the address change — at last count, 23 departments and agencies are notified • Issue new address and change address in permit system and all related files; paper as well as digital. It is assumed that all other City departments and agencies also do this In addition to staff time, there are the attendant material costs for office supplies, photocopying, postage, and vehicle expenses for the field work. And, despite sending written notifications to the various departments and agencies, there are frequently problems because not all records are updated or a specific person (e.g., utility service person or postal employee) does not receive the notice. These problems usually arise soon after the address change, but in many instances they come up years after the new number assignment. Confusion among the many agencies notified is common. There are instances when an address change is warranted, or a new address number is necessary, such as in the case of a corner lot or a subdivision. In such cases, not only does the address number change, but the street name of the address also usually changes. Other instances for a new address would be the addition of a unit; residential or corfinercial. In the 1990s, when the volume of requests for address changes increased significantly, the requests were often not associated with any new development. Rather, the requests were based on a desire by a buyer, seller or realtor to avoid the number 4, which in many Asian cultures is considered especially unlucky or objectionable; much in the way many Western cultures avoid the number 13. The fee of $500 was imposed to cover the costs of processing address changes, and was also intended to avoid the frivolous changing of addresses. However, because there is a strong affinity for numerology in many Asian cultures, the fee did not dissuade any address change applications. Anecdotally, realtors and developers would say that the elimination of the number 4 from an address, or the inclusion of the number 8, which is considered fortuitous, would substantially improve the attractiveness, if not the actual value of a property. A phone survey was conducted of the surrounding cities regarding their process and fees for address changes. Monrovia and San Marino do not allow address changes. Monrovia stopped due to clerical errors and confusion at outside agencies and San Marino never allowed changes. Temple City, Rosemead and San Gabriel allow this process and receive between 2 and 15 per year. Sierra Madre also allows the process but rarely receives a request. It is estimated that Arcadia would receive 20 - 25 per year if the process was reinstated. In terms of fees, San Gabriel charges $1180 and Temple City charges $500, the same as Arcadia. Other cities charge a nominal fee less than $200. Address Changes May 3, 2011 Page 2 FISCAL IMPACT The elimination of address changes and the attendant $500 fee did not have a noticeable effect on the City's General Fund. If address changes are to be re- initiated, the Development Services Department recommends a thorough cost - allocation analysis by all affected departments to be sure that the City recovers the costs of processing address changes. Even if full cost recovery analysis is implemented, staff time will be involved which could impact service levels depending on workloads. RECOMMENDED ACTION Provide direction. Approved: De-h4-€.4o Donald Penman, City Manager v v Address Changes May 3, 2011 Page 3 ADDRESS CHANGE TIME AND COST STUDY Hourly Rate Hours Cost Administrative Services Sr. Accounting Technician 39.46 2.00 78.92 Building Services Building Technician 40.44 6.00 242.64 Building Official 77.08 2.00 154.16 Business License Business License Officer 41.44 0.33 13.68 Engineering Services Assistant Engineer 48.06 4.00 192.24 Sr. Administrative Assistant 40.44 0.08 3.24 Fire Department Radio Captain 62.84 3.00 188.52 Planning Services Community Development Administrator 87.19 0.25 21.80 Sr. Administrative Assistant 40.44 1.00 40.44 Associate Planner 54.39 0.50 27.20 Police Department Dispatcher 45.76 0.08 3.66 Public Works Administrative Assistant 35.75 1.50 53.63 Associate Civil Engineer 57.14 0.50 28.57 Streets Maintenance Crew Supervisor 44.29 2.00 88.58 Total 23.24 $1,137.26 Office Materials & Vehicle costs $100.00 Total Cost $1,237.26