HomeMy WebLinkAboutStaff Report 8682
City of Palo Alto (ID # 8682)
City Council Staff Report
Report Type: Informational Report Meeting Date: 12/4/2017
City of Palo Alto Page 1
Summary Title: Business Registry Certificate
Title: Information Report Regarding Business Registry Certificate
Administrative Changes for 2018 Cycle
From: City Manager
Lead Department: Development Services Department
Background
On November 3, 2014, the City Council added Chapter 4.60 to the Palo Alto Municipal Code
(Attachment A) creating a Business Registry Certificate (BRC) program. The code requires all
businesses operating in a fixed place of business in the City to obtain a certificate and pay a flat
$50 fee1. Home-based businesses, transitory businesses (such as general contractors whose
corporate office is located outside of the city), non-profit organizations having less than one full
time equivalent employee, businesses having less than one full time equivalent employee, and
religious organizations which operate a worship hall but have no other ancillary facilities or
services are exempt from the ordinance.
At the November 14, 2017 meeting of the Policy and Services Committee, a discussion about
potential changes to questions asked of businesses during the registration process resulted in a
committee recommendation that the BRC process be returned to Council. However; at this
time, no changes to the questions are proposed. Staff awaits results of the City Auditor’s audit
of the BRC to inform any potential changes and would propose returning to Council if and when
any such proposal is fully developed.
Discussion
The City is changing contractors and utilizing MuniServices, LLC. as opposed to our current
contractor, Open Counter Enterprises. This transition will implement a more traditional fee
collection model using an experienced firm in lieu of a custom website and software program.
There will be no changes to the program other than utilizing a new collection firm. All existing
questions asked of businesses during the registration process will stay consistent. Additionally,
businesses will be able to register via an online portal or by mail. MuniServices, on behalf of the
1 In addition to the $50 City fee, an additional $1 will be applied to comply with California Senate Bill 1186 which
increases disability access and compliance with construction related accessibility requirements. The total fee for
the BRC will be $51.
City of Palo Alto Page 2
City, will email and mail notices to the businesses. Attachment B is the BRC application for
reference. Authority to make this change rests with the City Manager under Municipal Code
Section 4.60.120.
MuniServices, LLC, was founded in 1978 as Municipal Resource Consultants (MRC). In 1998,
MRC was acquired and combined with other entities forming what is known today as
MuniServices, LLC. The firm specializes in providing innovative and proprietary revenue
enhancement audit services to local and state governments and offers revenue collection
services encompassing all general sources of municipal tax revenue including Business Registry
Administration, Discovery, Audit and Collections; Transient Occupancy Tax Discovery, Audit and
Compliance; Transaction and Use Tax Audits for Transportation Districts; Sales and Use Tax
Audits; Property Tax; and Utility Users Taxes and Franchise Fees Compliance services.
MuniServices currently provides sales tax audit services through the City Auditor’s Office.
Furthermore, MuniServices provides collection, analysis and reporting of the City’s Downtown
Business Improvement District (BID) through the City Manager’s Office. MuniServices also
works closely with the Administrative Services Department to track sales tax revenues. In
addition to the City, the firm provides services to more than 1,000 jurisdictions nationwide,
with over 500 using business tax discovery, recovery and administration services. The City
values and has confidence in MuniServices work associated with sales tax audits and BID
management. Aligning the Development Services Department’s BRC collection and
administration under MuniServices will provide the City with more accurate data due to the
cross reference and analytical capabilities of the firm.
MuniServices will charge the City roughly $9.00 for processing each business registration. With
approximately 4,000 total entities (non-exempt and exempt) in Palo Alto the total estimated
ongoing costs is roughly $36,000.
Finally, Development Services is aware of the City Auditor’s Office upcoming audit regarding the
Business Registry program. The department will return through the audit process with further
recommendations about updates to the program.
Resource Impact
Funding for the 2018 Business Registry Certificate cycle is included in the Fiscal Year 2018
Adopted Budget for the Development Services Department. Funding for program is included in
the department’s annual budget and reviewed with City Council during the annual budget
hearings.
Attachments:
Attachment A - Palo Alto Municipal Code - Chapter 4 - Business Registration Program
Attachment B - Business Registry Application
1
—Highlights indicate required field—
BASIC INFORMATION
Business Name _____________________________________________________________________ Date ____________
Business Type ______________________________________________________________________________________
(For example: Bar, Daycare, Hair/Nail Salon, Hotel, Medical, Non-Profit, Office, Restaurant, Retail, Private School)
BUSINESS DETAILS
Address____________________________________________________________________________________________
Street Number and Name Suite or Bldg # Zip Code
Main telephone number ______________________________________
Business Structure
___ Sole Proprietorship
___ General Partnership
___ Limited Partnership
___ Limited Liability Partnership
___ Limited Liability Company
___ Corporation
___ Trust
___ Joint Venture
___ Other (select if no business structure)
Business Inception Date Month ______________________ Day _______ Year ___________
Date You Moved to Fixed Place of Business in Palo Alto Month ______________ Day ________ Year ___________
Brief Business Description ____________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
APPLICANT INFORMATION
First Name ____________________________________ Last Name ___________________________________________
Email Address ___________________________________________ Phone number ______________________________
Mailing Address _____________________________________________________________________________________
Street Number and Name (or PO Box) Zip Code
Applicant Role
___ Owner or Principal
___ Employee
___ Administrative or Operational
___ Other
Note: If you selected Employee, Administrative/Operational, or Other, complete the information below for Owner/Principal.
2
PRINCIPAL OR OWNER (if not provided above)
First Name ____________________________________ Last Name____________________________________________
Email Address ___________________________________________ Phone number ______________________________
Mailing Address _____________________________________________________________________________________
Street Number and Name (or PO Box) Zip Code
PRIMARY ADDRESS (where the business is located)
Address____________________________________________________________________________________________
Street Number and Name Suite or Bldg # Zip Code
Floor business is located ________ Square Footage________________
Total # of Employees at this location (this includes the maximum number of part-time and full-time employees,
contractors, and/or volunteers on site during your peak time) _______________
Number of parking permits purchased for employees at this site ________________________
(This is the number of annual number of permits your business purchases for employees at this location to park within the City of
Palo Alto)
Number of parking spaces dedicated to your business on site ________________________
(This is the number of off-street spaces that your business has exclusive (private) access to. If you share exclusive (private) access
with other firm(s), divide total spaces by number of firms, e.g. if there are 10 spaces shared by 2 firms, use 5 spaces as your answer
here)
Is this your primary mailing address? _______ (If N, go to page 3 and provide a different address than the site you’re using for your primary address.)
(Y/N)
Do you have any other registered businesses or entities on site? _____ (If Y, go to page 3 and provide the names of all entities.)
(Y/N)
Does your business have additional locations in the City of Palo Alto? _____ (If Y, go to page 3 and provide information for all locations.)
(Y/N)
HOURS OF OPERATION
Please estimate your opening and closing times to the nearest 30 minute increment. If you’re closed on a particular day,
enter “Closed.”
Monday ____________ to ____________
Tuesday ____________ to ____________
Wednesday ____________ to ____________
Thursday ____________ to ____________
Friday ____________ to ____________
Saturday ____________ to ____________
Sunday ____________ to ____________
3
BUSINESS REGISTRATIONS
If you have any Federal or State registration numbers for your business, please report them below.
Federal Employer Identification Number (EIN) _______________________________________________________
Reseller's license number__________________________________ State of incorporation____________________
TRANSPORTATION DEMAND MANAGEMENT/ COMMUTER BENEFITS
Does the business provide any of the following benefits for employees?
____ Flexible work hours ____ On-site bike parking
____ Shuttle service
____ Car or bike share program for employees
____ Subsidized public transit
____ Pre-tax payroll deduction for transit passes
COMMUTER PROGRAMS
Let us know if you are interested in learning more about commuter programs within the City of Palo Alto.
____ SamTrans
____ Bike Boulevards
____ Bay Area Bike Share
____ Zipcar
____ Caltrain
____ VTA
____ Palo Alto Free Shuttle
____Transportation Management Association
MAILING ADDRESS
Let us know if you'd prefer correspondence sent to a different address than the site for your primary physical address
_____________________________________________________________________________________
Street Number and Name (or PO Box)
_____________________________________________________________________________________
City and State Zip Code
ADDITIONAL BUSINESS ENTITIES (required if you answered yes to additional business entities on page 2. Enter info for
all associated business names. If more than 6, include on a separate sheet)
Many business locations contain more than one entity, particularly in the case of commercial real estate offices,
financial or investment services and medical uses. Please share the legal names of the other associated entities on site.
Associated Business Name 1 ___________________________________________________________________________
Associated Business Name 2 ___________________________________________________________________________
Associated Business Name 3 ___________________________________________________________________________
Associated Business Name 4 ___________________________________________________________________________
Associated Business Name 5 ___________________________________________________________________________
Associated Business Name 6 ___________________________________________________________________________
4
SECONDARY LOCATION 1 (required if you answered yes to additional locations on page 2. Enter all info for all secondary
locations your business maintains within Palo Alto. If more than 4, include on a separate sheet)
Address____________________________________________________________________________________________
Street Number and Name Suite or Bldg # Zip Code
Floor business is located _______ Square Footage________________ # of Employees at this location_______________
Number of annual parking permits purchased from the City for your employees at this site ________________________
Number of parking spaces dedicated to your business on site ________________________
SECONDARY LOCATION 2 (required if you answered yes to additional locations on page 2. Enter all info for all secondary
locations your business maintains within Palo Alto. If more than 4, include on a separate sheet)
Address____________________________________________________________________________________________
Street Number and Name Suite or Bldg # Zip Code
Floor business is located _______ Square Footage________________ # of Employees at this location_______________
Number of annual parking permits purchased from the City for your employees at this site ________________________
Number of parking spaces dedicated to your business on site ________________________
SECONDARY LOCATION 3 (required if you answered yes to additional locations on page 2. Enter all info for all secondary
locations your business maintains within Palo Alto. If more than 4, include on a separate sheet)
Address____________________________________________________________________________________________
Street Number and Name Suite or Bldg # Zip Code
Floor business is located _______ Square Footage________________ # of Employees at this location_______________
Number of annual parking permits purchased from the City for your employees at this site ________________________
Number of parking spaces dedicated to your business on site ________________________
SECONDARY LOCATION 4 (required if you answered yes to additional locations on page 2. Enter all info for all secondary
locations your business maintains within Palo Alto. If more than 4, include on a separate sheet)
Address____________________________________________________________________________________________
Street Number and Name Suite or Bldg # Zip Code
Floor business is located _______ Square Footage________________ # of Employees at this location_______________
Number of annual parking permits purchased from the City for your employees at this site ________________________
Number of parking spaces dedicated to your business on site ________________________
5
___ I declare under penalty of perjury that the information provided in this Application is true and correct as per the BRC
Terms and Conditions.
___ I understand that payment of this business fee does NOT represent approval of my use/business with respect to
zoning, County Health Department approval, hazardous materials use or storage, wastewater discharge, or any other
requirement. Further, I recognize that it is my responsibility to secure appropriate clearances and that it is advisable for
me to secure such requisite approvals prior to establishing this business and paying this business registry fee.
Authorized Signature __________________________
Payment with a Check
Please make check payable to City of Palo Alto and send with application form to:
City of Palo Alto
ATTN: Business Registry
250 Hamilton Street
Palo Alto, CA 94301
Questions?
Call (650) 329-2360 or send email to BusinessRegistry@cityofpaloalto.org
TERMS AND CONDITIONS
NOTE: Payment of a business registry fee and issuance of a business registry certificate do not necessarily entitle you to conduct business in the City of Palo Alto.
As the owner or operator of a business, you must comply with all applicable zoning and public safety regulations and obtain all required permits.
THIS INFORMATION IS NOT A COMPLETE LISTING OF CLEARANCES THAT MIGHT BE REQUIRED
1. If you intend to alter, remodel, relocate, or install any structural, electrical, plumbing, or mechanical portions of the building, you will need to obtain building
permits from the Development Services Department at (650) 329-2496
2. Businesses involving any use changes, exterior building changes, or sign changes are advised to secure Department of Planning and Community Environment
approval prior to lease execution or purchase. Contact the Planning and Community Environment Department at (650) 329-2442
3. Businesses operated out of the home must comply with Home Occupation Regulations (Section 18.42.060 of the Municipal Code).
4. If you intend to serve food or beverages on the premises, you must obtain approval from the Santa Clara County Health Department. For information, call (408)
737-1018.
5. If your business uses or stores hazardous materials (including paints, thinners, solvents, acids, compressed gases, etc.), you may be required to obtain a Hazardous
Materials Permit from the Fire Department. NOTE: Certain hazardous materials and processes such as spray-painting, welding, etc., are NOT ALLOWED in certain
buildings. Contact the Fire Department at (650) 329-2184 for information on permitted uses within the City.
6. Industries discharging processed wastewater down the sewer, such as machining fluid, water from glass washing, chemical neutralization, etc., may be required to
obtain an Industrial Waste Discharge Permit from the Public Works Department. For more information, call (650) 329-2122.
7. Police Department approval is required for live entertainment, gaming, massage establishments, and outcall massage services. For more information, call (650)
329-2147.
8. If there is a change of ownership, business name, or location, you are required to obtain a new business registration certificate and are subject to any associated
fees and approvals.