OVERVIEW

1. PURPOSE.
The purpose of this section is to provide administrative rules to regulate refunds for building and planning related permits or other fees.

2. ORGANIZATIONS AFFECTED.

This policy applies to the Finance and Planning Departments.

 

3. RESPONSIBILITIES

3.1 Authority. The Finance Director is authorized to establish a refund policy for City fees and permits

4. STATEMENTS OF POLICY AND PROCEDURES

 

4.1 Building Permits.

4.1.1 Unused Building Permits. On the cancelling of a building permit within one hundred and eighty days (180) days after issuance and payment, no work having been done and no inspections having been performed, the holder of the permit may be allowed a refund of the amount of 80% or $10, whichever is more. No refunds will be provided for plan check fees for permits used. See section 4.1.2 below for guidance on plumbing or mechanicals permits issued in conjunction with a building permit.

4.1.2 Unused Plumbing or Mechanical Permits. On the cancelling of a plumbing or mechanical permit within one hundred and eighty days (180) days after issuance and payment, no work having been done and no inspections having been performed, the holder of the permit may be allowed a refund of the amount of 80% of the permit fee, or $10, whichever is more.

4.1.3 Other Permit Types. Refunds will be granted if no work has been performed by City staff or permit holder. No refunds will be provided once work has begun by city staff or permit holder, less a $10 processing fee.

4.2 Planning Permits

4.2.1 Deposits. Refund amounts will be calculated based on the processing stage the application had reached and the expenses incurred.

4.2.2 Flat Fees. Refunds will be granted if no work has been performed by City Staff less a $10 processing fee. No refunds will be provided once staff work has begun.

4.3 Fire Permits

4.3.1 Flat Fees. Refunds will be granted if no work has been performed by City Staff less a $10 processing fee. No refunds will be provided once staff work has begun.

 

4.4 Public Works Permits

4.4.1 Encroachment Permit. Refunds will be granted if no work has been performed by City Staff less a $10 processing fee. No refunds will be provided once staff work has begun.

4.4.2 Other Permit Types. Refunds will be granted if no work has been performed by City staff or permit holder. No refunds will be provided once work has begun by city staff or permit holder, less a $10 processing fee.

4.5 Nonrefundable Items

4.5.1 Technology Fee. No refunds will be issued for technology fees.

4.5.2 State Fee. No refunds will be issued for State Fees.

4.6 Administrative Errors

4.6.1 If staff discovers an error in billing that resulted in overpayment. Staff should collect evidence of the error, prepare a memorandum outlining the events, error, and the necessary correction and submit that information to the Finance Department for review. Once all of the necessary support is gathered, the Finance Department will issue a full refund as necessary.

4.7 Refund Process

4.7.1 Permit holder is required submit a refund request on the City’s Refund Request Form.

4.7.2 Once received, the form will be routed to the Planning Department for review and approval/denial.

4.7.3 The Planning Departments should return the refund request in a timely manner to the Finance Department, providing support for the refund or denial and attach that information to the refund request.

4.7.4 Once received, the Finance Department will process the refund if necessary

4.7.4.1 Credit card refunds can only be processed if the original payment was received in the prior 60 days and if the amount was $2,000 or less. Otherwise refund will be issued by check.

4.7.4.2 . Refunds can NOT be transferred to other projects. Approved refunds paid by check will be presented for approval at the next possible City Council Meeting. This can take up to 3 weeks.

4.7.4.3 Approved refunds to credit cards are usually processed within 5-10 businesses days, depending on staff availability and other priorities.