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LAFCO Procedures:There’s a Lot Going On
Behind the Scenes
Roseanne ChamberlainExecutive OfficerAmador LAFCO
Staff Workshop April 3, 2008
Purpose & Goals Purpose & Goals
Overall Steps and Sequence – Big Picture Who Does What By When Keeping track of One Proposal Legal Requirements and Documents
– Timing and Deadlines– Concurrent Sequences– Discuss Forms,Documents, Certificates
Overall Steps and Sequence – Big Picture Who Does What By When Keeping track of One Proposal Legal Requirements and Documents
– Timing and Deadlines– Concurrent Sequences– Discuss Forms,Documents, Certificates
LAFCO PROCESS--5 STEPSLAFCO PROCESS--5 STEPS
Landowner Petition OR Agency Resolution Application Submitted -5 elements CEQA - Lead Agency Public Hearing and LAFCO Decision Conducting Authority Action
– Call for Protest– Set Election
Completion (Record and Transmit)
Landowner Petition OR Agency Resolution Application Submitted -5 elements CEQA - Lead Agency Public Hearing and LAFCO Decision Conducting Authority Action
– Call for Protest– Set Election
Completion (Record and Transmit)
Boundary Change Process
Checking in the Application
Are the required documents included?
Petition or Resolution of Application Map & Legal Plan of Services Environmental Documents F & G Exemption or Receipt Property Tax Resolution Fees City Pre-Zoning Ordinance Fiscal Impact Analysis >100 acres S.O.I. Factors Mailing Labels
Process SequenceProcess Sequence
Application Initiated, “Routing” & NoticeAssessor, Auditor, AgencyTax
AgreementResearch and Analysis (Factors & CEQA)Public Hearing and LAFCO DecisionConducting Authority (Protest &
Election)Completion (Record and Transmit)
Application Initiated, “Routing” & NoticeAssessor, Auditor, AgencyTax
AgreementResearch and Analysis (Factors & CEQA)Public Hearing and LAFCO DecisionConducting Authority (Protest &
Election)Completion (Record and Transmit)
Application Initiated “Routing” & NoticeApplication Initiated “Routing” & Notice
File Set Up, Deposit FeesCheck Application MaterialsAgency Notice - All Affected
AgenciesComment Request
All Sources for Information LAFCO will need
Reviewing Groups and Departments Distribute Project Information
File Set Up, Deposit FeesCheck Application MaterialsAgency Notice - All Affected
AgenciesComment Request
All Sources for Information LAFCO will need
Reviewing Groups and Departments Distribute Project Information
Start Requesting Information
1. Send the letter for items that are missing.2. Send map and legal corrections.3. From the Assessor
TRA and Special District listings.
3. From Registrar of Voters and GIS Labels within the boundaries & 300’ radius for
district annexations. Labels within the boundaries & 500’ radius for city
annexations.
Update the database!!
Negotiations ProcessRev & Tax Code
Negotiations ProcessRev & Tax Code
1. LAFCO gives Notice of Proposal2. Assessor sends info to Auditor3. Auditor sends info to Agencies – 60
Day Clock Begins4. Agencies agree or negotiate5. Resolutions adopted by Subject
Agencies and County--Within 60 Day Period, No Exceptions
6. OR: Master Tax Agreement
1. LAFCO gives Notice of Proposal2. Assessor sends info to Auditor3. Auditor sends info to Agencies – 60
Day Clock Begins4. Agencies agree or negotiate5. Resolutions adopted by Subject
Agencies and County--Within 60 Day Period, No Exceptions
6. OR: Master Tax Agreement
Master Tax Sharing Agreements
Master Tax Sharing Agreements
No Resolutions
Reduce Work Save Time Bi-Agency Multi-Agency
No Resolutions
Reduce Work Save Time Bi-Agency Multi-Agency
Certificate of SufficiencyPetitions Only
• Issue within 30 days after receiving LO or RV petition/application.
• Verify Landowners and land value through Assessor• Registered Voters’ signatures through
Registrar/Elections Office.• May need Grant Deed/Title docs to show proof of
ownership. May need Notarized Signatures• All affected apn’s on petition must be double checked
w/map & legal.• Checked & Signed by EO.• Mailed to proponent(s) and placed in File.
Update the database!
Certificate of Filing Ready For Hearing
Certificate of Filing Ready For Hearing
Maps/Legal Description OK’d by Surveyor All Fees Paid Plan for Services - Information Provided Timely AB-8 Resolutions CEQA Determinations Ready Pre-Zoning and Sphere of Influence Done 30 days after application filed, or send
incomplete letter
Maps/Legal Description OK’d by Surveyor All Fees Paid Plan for Services - Information Provided Timely AB-8 Resolutions CEQA Determinations Ready Pre-Zoning and Sphere of Influence Done 30 days after application filed, or send
incomplete letter
Agenda Packet & Meeting Prep
• Prepare staff reports for the Commission packet to be mailed 5 (minimum) days prior to public hearing.
• Include CEQA• Send staff reports to all applicants, agencies and
those requesting copies.• Send out Agenda via email or mail to those
requesting agendas.• Post Agenda on your website, at the meeting room or
other official posting place no later than 72 hrs prior to the hearing (Brown Act).
PUBLIC HEARINGS & DECISION
PUBLIC HEARINGS & DECISION
Notice Requirements 21 Day Mailed and
Published Brown Act
Agenda Public Hearing
Receive Testimony Review Entire Record EO Report &
Recommendation Minutes
Notice Requirements 21 Day Mailed and
Published Brown Act
Agenda Public Hearing
Receive Testimony Review Entire Record EO Report &
Recommendation Minutes
LAFCO Resolution Make Determinations Approve/Disapprove Amend/Modify Add Conditions Make CEQA Findings
Conducting Authority Notice & Forms Protest Count &
Resolution
LAFCO Resolution Make Determinations Approve/Disapprove Amend/Modify Add Conditions Make CEQA Findings
Conducting Authority Notice & Forms Protest Count &
Resolution
Post-Approval: More Work
Post-Approval: More Work
Reconsideration - Notice & Hearing Protest Hearing (Conducting
Authority) Possible election
Resolution of Conducting Authority (Ordering Annexation or Terminating)
Review All Conditions Completed Certificate of Completion Recorded State Board of Equalization Filing Distribution of Final Filings
Reconsideration - Notice & Hearing Protest Hearing (Conducting
Authority) Possible election
Resolution of Conducting Authority (Ordering Annexation or Terminating)
Review All Conditions Completed Certificate of Completion Recorded State Board of Equalization Filing Distribution of Final Filings
After the HearingAfter the Hearing Process the Notice of Determination or
Exemption within 5 business days after hearing date and file with County Clerk.
Prepare the resolutions and have them approved by CoCo and signed by the Chair and EO.
Approval stamp on final map & legal. Send Notice of Results to required agencies
and applicant requesting any fees or documents to complete the proposal.
Update the database!!
Process the Notice of Determination or Exemption within 5 business days after hearing date and file with County Clerk.
Prepare the resolutions and have them approved by CoCo and signed by the Chair and EO.
Approval stamp on final map & legal. Send Notice of Results to required agencies
and applicant requesting any fees or documents to complete the proposal.
Update the database!!
Election NotesElection Notes
If Sufficient Protest, LAFCO notifies City or Board of Supervisors to call Election
Co. Elections Official Conducts Election
City or Board of Supervisors Certifies Election and Notifies LAFCO
LAFCO Prepares Resolution of Termination or Resolution Ordering the Boundary Change
If Sufficient Protest, LAFCO notifies City or Board of Supervisors to call Election
Co. Elections Official Conducts Election
City or Board of Supervisors Certifies Election and Notifies LAFCO
LAFCO Prepares Resolution of Termination or Resolution Ordering the Boundary Change
CompletionCompletion
Certificate of Completion (CoC) Record CoC and Resolution Ordering
Boundary Change (Conducting Authority)
Attachments: Map, Legal Desc, etc. Effective Date is Date of
Recording Boundary is changed on
Effective Date Board of Equalization filings only
change Tax distribution, not boundaries
Certificate of Completion (CoC) Record CoC and Resolution Ordering
Boundary Change (Conducting Authority)
Attachments: Map, Legal Desc, etc. Effective Date is Date of
Recording Boundary is changed on
Effective Date Board of Equalization filings only
change Tax distribution, not boundaries
Certificate of CompletionCertificate of Completion Be sure all conditions have
been met. Upon receipt of fees and
required documents prepare Certificate of Completion and have it recorded.
Mail to required agencies and applicant.
Send fax to recordation list. Send to SBE with fees to
complete.
Update the database!!
Be sure all conditions have been met.
Upon receipt of fees and required documents prepare Certificate of Completion and have it recorded.
Mail to required agencies and applicant.
Send fax to recordation list. Send to SBE with fees to
complete.
Update the database!!
Final Filings & Distribution
“Notice of Completed Annexation”
Final Filings & Distribution
“Notice of Completed Annexation”
Board of Equalization
CoC(conformed copy)
BOE Forms Fees Co Auditor’s New
Tax Rate Number Maps and Legal
Desc
Board of Equalization
CoC(conformed copy)
BOE Forms Fees Co Auditor’s New
Tax Rate Number Maps and Legal
Desc
Other Distribution Co. Assessor Co. Auditor Co. Surveyor GIS (Co. IT) Elections Applicants Affected Agencies
Other Distribution Co. Assessor Co. Auditor Co. Surveyor GIS (Co. IT) Elections Applicants Affected Agencies
Putting the Project “To Bed”
Putting the Project “To Bed”
Board of Equalization Acknowledgement File Returned Recorder’s Documents Purge File – Duplicates, Notes, etc. Organize & Store Records as Needed Download digital records, file CD Check Updated BOE Maps when
amended
Board of Equalization Acknowledgement File Returned Recorder’s Documents Purge File – Duplicates, Notes, etc. Organize & Store Records as Needed Download digital records, file CD Check Updated BOE Maps when
amended
End of Presentation