2026-R-22 - Community Planning Technical Assistance Grant ProgramRESOLUTION NO. 2026-R-22
A RESOLUTION OF THE CITY OF EDGEWATER,
FLORIDA, DESIGNATING THE APPROVAL OF THE
COMMUNITY PLANNING TECHNICAL ASSISTANCE
GRANT PROGRAM; AUTHORIZING RECORDING;
REPEALING RESOLUTIONS IN CONFLICT HEREWITH;
PROVIDING FOR SEVERABILITY AND APPLICABILITY
AND ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, on April Vh, 2026 the City of Edgewater Applied for the Community
Planning Technical Assistance (CPTA) grant for a value of $44,000 with the city providing an in-
kind match of $5,500.00 to satisfy House Bill 399 (2026);
WHEREAS, House Bill 399 (2026) takes effect on July 1St, 2026; and
WHEREAS, House Bill 399 (2026) requires that local government fees for development
permits and orders be based upon the reasonable direct and indirect costs associated with the
review, processing, and final disposition of development applications; and
WHEREAS, this grant will ensure the City of Edgewater meets House Bill 399 (2026)
requiring the governing body of a municipality to designate by ordinance or resolution,
standardized fees, mandatory administrative approve Large Scale Resorts and Off-site Constructed
Dwellings, as well as, require a modification to the Land Development Code and Comprehensive
Plan; and
WHEREAS, Exhibit A provides the grant application submitted to the Florida Department
of Commerce; and
WHEREAS, the City Council of the City of Edgewater's designates the City Manager to
accept the Community Planning Technical Assistance (CPTA) grant.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Edgewater,
Florida:
SECTION 1. AUTHORITY
The City Council of the City of Edgewater has the authority to adopt this Resolution
Resolution 2026-R-22 I P a g e
pursuant to Article VIII of the Constitution of the State of Florida and Chapter 166, Florida
Statutes, Chapter 177.101(5), and Article IX (Application Procedures) of Chapter 21 (Land
Development Code) of the City of Edgewater.
SECTION 2. RECORDING
A certified copy of this Resolution shall be filed with the Volusia County Property
Appraiser and duly recorded into the Public Records of Volusia County, Florida, by the Volusia
County Clerk of Court.
SECTION 3. CONFLICTING PROVISIONS
All resolutions or parts of resolutions in conflict herewith are hereby repealed.
SECTION 4. SEVERABILITY AND APPLICABILITY
If any portion of this resolution is for any reason held or declared to be unconstitutional,
inoperative, or void, such holding shall not affect the remaining portions of this resolution. If this
resolution or any provisions thereof shall be held to be inapplicable to any person, property, or
circumstances, such holding shall not affect its applicability to any other person, property, or
circumstance.
SECTION 5. ADOPTION AND EFFECTIVE DATE
This resolution shall take effect upon adoption.
Resolution 2026-R-22 ; P a g e ( 1
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7
April 30, 2026
Florida Department of Commerce
Division of Community Development
Community Planning Technical Assistance Grant Program
107 East Madison Street
Tallahassee, Florida 32399
Dear Grant Review Committee:
On behalf of the City of Edgewater, I am pleased to submit this application for funding
under the Florida Department of Commerce Community Planning Technical Assistance
(CPTA) Grant Program for State Fiscal Year 2026-2027. The City respectfully requests
a grant award of $44,000 to support a Building and Planning Preliminary Efficiency and
Fee Study, with the City providing an in-kind match of $5,500 in staff time for a total project
cost of $49,500.
The passage of House Bill 399 (2026) established a new statutory requirement that local
governments charge fees for development permits and orders based upon the reasonable
direct and indirect costs associated with the review, processing, and final disposition of
development applications. In order to comply with this requirement and to modernize its
permitting and development review operations, the City of Edgewater seeks funding to
engage a qualified planning and management consulting firm to conduct a
comprehensive cost -of -service and fee study for its Planning and Building Departments.
The proposed scope of work is organized into four tasks: (1) Data Collection, including
staff interviews and analysis of operational and financial data; (2) Analysis of the full cost
of service delivery and current cost -recovery levels; (3) Recommendations for an
updated, legally compliant fee schedule with a framework for future inflation -based
adjustments; and (4) Public Outreach and Adoption, culminating in City Commission
approval of the final study. The use of an outside consultant will allow City staff to continue
day-to-day operations while providing objective, third -party expertise in evaluating direct
and indirect cost factors.
The City of Edgewater is committed to equitable and legally sound development review
practices. This study will directly advance those goals by ensuring that development fees
Department of Development Service
P.O. Box 100 • Edgewater, FL 32132-0100
(386) 424-2400 x 1502
planning@cityofedgewater.org
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accurately reflect the cost of services provided and establishing a durable framework for
consistent, ongoing fee maintenance. The City believes this project is well aligned with
the CPTA Grant Program's objectives of promoting innovative planning strategies and
meeting statutory requirements while serving the public interest.
The City of Edgewater appreciates the Department's support for local government
planning through the CPTA Grant Program and respectfully requests favorable
consideration of this application. Should you require any additional information or have
questions regarding this submittal, please do not hesitate to contact Ryan Solstice at
(386) 424-2400 x1502 or rsolstice(a)-CITYOFEDGEWATER.ORG.
Sincerely,
CSigned �by, I 6G "
BC66B3467EDC427...
Joe Mahoney
City Manager
Department of Development Service
P.O. Box 100 • Edgewater, FL 32132-0100
(386) 424-2400 x 1502
planning@cityofedgewater.org
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FLORIDA DEPARTMENT OF COMMERCE — COMMUNITY PLANNING
COMMUNITY PLANNING TECHNICAL ASSISTANCE GRANT APPLICATION
BUILDING AND PLANNING PRELIMINARY EFFICIENCY AND FEE STUDY
APRIL 30, 2026
Sponsoring Agency: City of Edgewater
Contacts: Ryan Solstice, AICP
Development Services Director
rsolstice@CITYOFEDGEWATER.ORG
2140 S. Riverside Drive, Unit 28
Edgewater, FL 32132
386-424-2400 x 1502
r'nnci Iltnntc-
Zev Cohen & Associates
330 Interchange Boulevard, Suite C
Edgewater, FL 3214
Plante Moran
xi
3000 Town Center, Suite 100
Southfield, MI 48075
PROJECT DESCRIPTION
The passage of HB 399 in 2026 included a requirement for local governments to charge fees for
development permits and orders based on the reasonable direct and indirect costs associated
with the review, processing and final disposition of development applications. The City of
Edgewater seeks a Community Planning Technical Assistance (CPTA) grant to assist with the
following:
1. The analysis of the current fee schedule
2. The identification of improvements to the process based on best management practices.
3. An update to the fee schedule to ensure compliance with HB 399
4. The development of a preliminary framework for improvements to the procedures
implemented by the City.
The ZCA-PM team's approach will the give the City a clear, defensible way to update its fee
structure by tying fees directly to actual staff effort and cost drivers. This creates a fair and
efficient system for both the City and its customers, while supporting economic development
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goals. Costs will be organized into defined service categories, with appropriate cost drivers so
fees reflect the true cost of providing each service and avoid misalignment. Peer comparisons
are used for context, with the understanding -that differences in service models and
assumptions may affect comparisons. The final Excel -based model is designed to be
straightforward, practical, transparent, and sustainable, and easy for staff to maintain, allowing
fees to be updated as service levels, demand, or costs change.
SCOPE OF SERVICE AND DELIVERABLES
The following provides a summary of the tasks and deliverables that the consultants will provide
to the City. Attached is the scope of services that provide specific details on the study,
deliverables and timeframes.
Task 1: Data Collection
The study must be based on actual direct and indirect costs. This requires that fact -based
estimate of those costs is derived from operational and procedural data from the City. The
following reflects how data will be collected and organized.
Phase 1: Project Planning and Data Collection
1.1 Conduct an internal team meeting to kick off project with City staff
During this meeting, ZCA-PM will introduce the project team, finalize the project scope,
expectations, timelines, legal framework, regulatory requirements, project priorities, and
constraints. ZCA-PM will discuss with the City team members should attend this session and
encourage sponsorship participation. Specific requirements on the goals and responsibilities will
be identified. Also identified and confirmed will be the method of review and response from the
City to the ZCA-PM team.
1.2 Data to be collected includes:
A. Collect and analyze relevant operational and financial data needed to evaluate existing
fees and determine the cost of providing services.
B. Conduct interviews and meetings with department staff to understand service delivery
processes and operational workflows.
C. Review the current fee schedule and all existing fees, rates, and charges across
applicable departments.
D. Gather relevant financial and operational data, including:
1. Staff time and labor costs
2. Direct service costs
3. Indirect costs and overhead allocations
4. Inflation and Consumer Price Index (CPI) data
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1.3 Conduct stakeholder analysis
ZCA-PM will develop a stakeholder registry to understand the organization and staffing. Once
the stakeholder registers and the resource schedule is completed, ZCA-PM will work with the
City's team to identify interview candidates. These lists will be leveraged to coordinate and
schedule interviews for all stakeholder interviews.
Key stakeholders may include, but are not limited to, leaders in the areas of finance,
development services, application processing, and the inspection departments.
Timeframe: 60 days from notice to proceed
Deliverables: Memo summarizing Kick-off meeting roles and responsibilities; Five (5)
interviews with City staff and written summary of findings
Cost of Task 1: $12,500
Task 2. Analysis
The study includes the determination of the full cost of providing each service and evaluate the
current level of cost recovery.
Phase 2: Departmental Engagement & Analysis
2.1 Design and model proposed building fees
ZCA-PM will develop a detailed and sustainable Excel -based model to calculate activity -based
costs for the building department's fee rates. ZCA-PM will leverage the findings of the
department interviews to configure the model to best reflect the fixed and variable activities
related to the City's work. The development of the model will include:
A. Identification of the total cost of providing each service at the appropriate activity level.
B. Comparison of the current fees with the calculated cost of providing services.
C. Identification of the current cost recovery level for each fee-based service.
D. Determination, if appropriate, the subsidy levels where full cost recovery may not be
feasible or desirable.
2.2 Evaluate peer communities
ZCA-PM will conduct a rate comparison for up to three (3) peer community fee schedules. ZCA-
PM will seek feedback from the City on the three (3) identified agencies for this comparison.
ZCA-PM will focus on like -for -like comparisons and will note which rates may not be appropriate
for a comparison and what risks other cities may encounter due to the cost recovery drivers
they have chosen. The rate comparison will be looked at from a total -cost perspective for all
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applicable fees and rates. This will not include an evaluation of the direct or indirect costs of the
fees and rates.
Timeframe: 45 days from acceptance of Data Collection summary report
Deliverables: Two (2) meeting with staff and written summary of the analysis
Cost of Task 2: $10,500
Task 3: Final Recommendations
The City seeks guidance and policies relating to continuous and consistent maintenance of the
fee schedule that allows for future inflationary -based adjustments (using CPI or other data) as
necessary. It is desired by the City that any such policies developed provide mechanisms for
automatic adjustments as legally permissible. The Consultant will ensure that all recommended
fees comply with applicable state and federal laws governing public agency fees. Based on the
analysis, the Consultant will develop recommendations for updated fees and charges based on:
a. Cost -of -service analysis
b. Inflationary adjustments
c. Legal compliance requirements
d. Operational considerations
Additionally, the Consultant will provide guidance on implementing the updated fee schedule.
3.1 Develop a summary memo
ZCA-PM will develop a memo summarizing the findings. The memo will include details of the
analysis, including the comparison of peer communities. The memo will incorporate
recommendations for other City documentation, ordinances, etc. that may need to be updated
as a result of fee schedule updates.
Deliverable: Summary memo
3.2 Meeting with staff to review summary memo and findings
ZCA-PM will meet virtually with the City's Core Project Team to share the summary memo and
findings. ZCA-PM will seek feedback from the City and incorporate a round of review to make
any necessary corrections to the final recommendations.
Deliverable: Meeting with Project Core Team
3.3 Prepare final fee schedule recommendations
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Following the meeting with the Project Core Team, ZCA-PM will finalize the summary memo and
proposed fee schedule and deliver the updated version that incorporates the feedback received.
Deliverables:
Timeframe: 45 days from acceptance of Recommendations summary report
Deliverables: One (1) meeting with staff and Finalized summary memo and updated fee
schedule
Cost of Task 3: $10,500
Task 4: Public outreach and adoption
There will be a public outreach meeting held during the week, after 5:00, once the City staff
approves the final draft of the study. The Consultant shall present the draft final study and
accept verbal and written comments from the public. A summary of the public comments will
be reviewed with the City staff and appropriate changes to the draft final study will be
completed for the final approval draft of the study which will be placed on the next available
agenda of the City Commission for final approval.
Timeframe: 90 days from approval of draft final study
Deliverable: One (1) meeting with staff, one (1) public meeting, one (1) City Commission
meeting.
Cost of Task 4: $8,500
BUDGET
Action
City,
Consultant
Funding
Task 1: Data
$2,500 (estimate for
$12,500
City: $2,500
Collection
staff time)
Grant: $12,500
Task 2: Analysis
$500(estimate for
$12,500
City: $500
staff time)
Grant: $12,500
Task 3:
$500(estimate for
$10,500
City: $500
Recommendations
staff time)
Grant: $9,500
Task 4: Public
$2,000 (estimate for
$8,500
City: $2,000
Outreach and
staff time)
Grant: $10,000
Adoption
TOTAL COST
City: $5,500
Grant: $44,000
TOTAL: $49,500
'City contributions are in-kind services based on the salaries assigned to the staff participating
in the study.
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