The operating costs to provide reprographic services and public record documents have increased over the years. Direct costs associated with selling public records have increased due to price escalation in equipment, supplies, and digital media used. Ongoing costs to provide customized records for reprographic services experienced price changes as well. Price increases are requested to recover the associated costs for providing user fees to customers.

OTHER INFORMATION

Benchmarking efforts with other municipalities revealed that user fees for Phoenix Central Records public records and reprographic services lagged far behind other cities. The current fee structure showed Phoenix being less competitive and far cheaper than respective cities and private vendors (see Supplemental Attachment). An independent review by the City Auditor Department confirmed the under cost recovery for Central Record User Fee services as well.

Research conducted on public records fees showed significant disparities with other municipalities for the cost per service. The Phoenix Central Records Section has the lowest rates of all peer municipalities studied. Listed below is the rate information for public records.

Public Records
(Only direct costs are allowed for this service type).
Service Item	Phoenix	Tempe	Scottsdale	Glendale	Mesa
Quarter Section Maps	$1.10	$5.40	$15.00	$3.00	$10.00
Aerial Maps	$1.10	$5.40	$15.00	$3.00	$10.00
Record Drawings	$1.10	$5.40	$15.00	$3.00	$ 3.00
Compact Disk	$1.10	$32.05	$25.00+	$5.00	$10.00
Printed paper copy	$0.19	$1.10	$ 0.25	$1.00	$ 0.20

Research conducted on reprographic service fees showed that other municipalities do not always identify these fees for reprographic services separate from the pubic records fees. Comparing the Phoenix Central Records Section to peer municipalities reflected discrepancies in policies and the cost per service. Research findings showed some local municipalities offer limited services to their customers and others do not provide this service at all. Phoenix offers the full complement of services. The ongoing operating costs for reprographic are higher than the costs charged to customers. Price increases are needed to recover adequate amounts for service delivery to customers.

PROPOSED FEES

Rate increases are necessary to offset operating expenses for user fee services in the Engineering and Architectural Services Department. The proposed fee schedule is in compliance to A.R. 3.16 and State Statues. Based on the projected 11,500 customer sales for public records and reprographic services, increased revenue collections would improve the recovery rate of operating costs. Changing the existing fee schedule as recommended would provide additional revenues of approximately $30,200 in 2009-10.

Public Records
(Only direct costs are allowed for this service type).
Service Item	Current Fee	Change	Proposed Fee
Quarter Section Maps	$1.10	+$3.90	$5.00
Aerial Maps	$1.10	+$3.90	$5.00
Record Drawings	$1.10	+$3.90	$5.00
Compact Disk	$1.10	+$3.90	$5.00
Printed paper copy	$0.19	+$0.06	$0.25
Reprographic Services
(Full costs are allowed for this service type to reproduce copies of the customer originals).
Service Item	Current Fee	Change	Proposed Fee
Bond A (9 x 12)	$1.75	+ $0.25	$2.00
Bond B (12 x 18)	$2.00	+$0.25	$2.25
Bond C (18 x 24)	$2.00	+ $0.50	$2.50
Bond D (24 x 36)	$3.00	+$1.00	$4.00
Bond E (36 x 42)	$4.00	+$1.00	$5.00
Bond E (30 x 42)	$4.00	+$1.00	$5.00

RECOMMENDATION

The Engineering and Architectural Services Department recommends City Council approval of the proposed fee schedule for public records and reprographic services. Authorizing these rate increases will allow Phoenix to assess fees that will recover costs and be consistent with other valley municipalities. The proposed fee schedule will become effective in July 2009 if approved.

CONCURRENCE

This item was approved by the Economy, Commerce, and Sustainability Subcommittee at the June 2, 2009 meeting.

SUPPLEMENTAL ATTACHMENT OF PROPOSED PHOENIX USER FEES

Public Records
(Only direct costs are allowed for this service type).
	City of Phoenix			Tempe	Scottsdale	Glendale		Mesa
Service Item	Current Fee	Change	Proposed Fee
Quarter Section Maps	$1.10	+$3.90	$5.00	$5.40	$15.00	$3.00	$10.00
Aerial Maps	$1.10	+$3.90	$5.00	$5.40	$15.00	$3.00	$10.00
Record Drawings	$1.10	+$3.90	$5.00	$5.40	$15.00	$3.00	$ 3.00
Compact Disk	$1.10	+$3.90	$5.00	$32.05	$25.00+	$5.00	$10.00
Printed paper copy	$0.19	+$0.06	$0.25	$1.10	$ 0.25	$1.00	$ 0.20
Reprographic Services
(Full costs are allowed for this service type to reproduce copies of the customer originals).
	City of Phoenix			Tempe	Scottsdale	Glendale	Mesa
Service Item	Current Fee	Change	Proposed Fee
Bond A (9 x 12)	$1.75	+ $0.25	$2.00	N/A	$3.00	N/A	N/A
Bond B (12 x 18)	$2.00	+$0.25	$2.25	N/A	$3.00	N/A	$ 1.00
Bond C (18 x 24)	$2.00	+ $0.50	$2.50	N/A	$3.00	N/A	N/A
Bond D (24 x 36)	$3.00	+$1.00	$4.00	N/A	$3.00	$5.00	$ 2.00
Bond E (36 x 42)	$4.00	+$1.00	$5.00	N/A	$3.00	$5.00	N/A
Bond E (30 x 42)	$4.00	+$1.00	$5.00	N/A	N/A	$5.00	$ 3.00

* N/A denotes this service type is not offered at the respective organization

CITY COUNCIL REPORT
CONSENT AGENDA
TO:	Ed Zuercher Deputy City Manager	AGENDA DATE:		June 16, 2009
FROM:	Tauny Woo, P.E., LEED AP Acting City Engineer	ITEM :	1
SUBJECT:	PROPOSED CHANGES TO CENTRAL RECORDS USER FEES

Official Web Site of the City of Phoenix

Phoenix - All America City - 2009