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V Determining the actual " hands on city time commitment and cost for an indi- vidual abatement is not difficult and has recently been accomplished by Jack Long. The attached memo from Jack shows a cost of $110 to the Maintenance Division for a standard abatement on a developed parcel. However, the dif- ficult part to estimate is how to prorate the overhead costs of maintaining the overall Vegetation Management Program between the developed and undeveloped parcel programs. These costs consist of our contract preparation, advertising, handling protests, and the costs of inspections which do not lead to an actual billing due to eventual property compliance. Ideally, a study to establish this proration should be accomplished at the same time the undeveloped mowing program is evaluated this next winter. RECOMMENDATION 1. Review and update the billing structure for the undeveloped parcel program over this next winter. Do not change anything now. 2. Review and update the billing structure for the developed parcel program over this next winter. Change immediately to an interim billing structure incorporating the average PWM costs and the billing processing charge from the Finance Division into a lump sum to be added to the contractors cost. This cumulative cost plus what we were actually billed by our contractor would then be the billing to the property owner. AVERAGE COST TO PWM PER DEVELOPED PARCEL ABATEMENT: $ 110.00 AVERAGE PROCESSING CHARGE PER BILLING BY FINANCE: 26.00 TOTAL CITY EXPENSE CHARGED AGAINST THE ABATEMENT: S 136.00 While I do not feel this interim billing will pick up the total program costs, it is defendable with the information we have at hand and as such should represent a reasonable response to the findings from the Hearings Official. Let me know what you think and we will move forward on this. I need to know as soon as possible since we are currently sending billings out using the old formula which we cannot defend if protested.