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Staff Report and Business Impact Statement
Mail Notification Reform
Purpose:
The purpose of this legislation is to update mail notifications and schedule of fees for Planning and Zoning
items based on best practices. The Planning Department used Jacksonville, Miami — Dade County, Orlando,
and Tampa, Florida as well as Boston, Massachusetts and Atlanta, Georgia as comparable cities in
researching mail notifications, schedule of fees and appeal fees. Based on the analysis of existing Miami
Code of Ordinances, Miami 21, and the Code of Ordinances and practices found in comparable cities the
Planning Department recommends the following updates to Chapter 62 and Miami 21:
• Eliminate Certified Mail
• Reduce notice radius from 500 feet to 300 feet for Public Hearings
• Change Format of Mail Notice
• Secure Mailer and Letter to Post Card
• Reduce legalese and use Plain Language
• Include Spanish and Creole
• Fee Schedule to be set by Resolution of City Commission
• Mailings will be at Cost
The result will be more effective and impactful notices being sent and received by citizens.
Estimated Direct Economic Impact:
• The cost of Certified Mail is currently $8.16 per item with return service requested. Currently
Special Permits (Waiver, Warrant, Exception, Variance, Rezone, Future Land Use Map Amendment)
notifications must be sent via Certified Mail. The new legislation will allow for the notifications to
be sent via regular mail. The current cost for regular mail is $0.73. If a third party is used for printing
and mailing (including overnight service) the cost is estimated at $2.50 per mailed item. The result is
approximately an 88% cost reduction to applicants.
• Currently applicants are charged $4.50 for each mailed notification going to public hearing. The
current cost incurred by the City of Miami is $8.16 per piece of Certified Mail resulting in a loss of
$2.66 (45% loss) per mailed notice. The change in legislation will result in neutral cost recovery for
the City.
• For Fiscal Year (FY) 2022 - 2023 there were 434 Special Permits (Waiver, Warrant, Exception,
Variance, Rezone, Future Land Use Map Amendment) received and to date for FY 23-24 there have
been 357 Special Permit application received.
Estimated Number of Businesses to be Impacted:
All applicants filing for a Special Permits (Waiver, Warrant, Exception, Variance, Rezone, Future Land Use
Map Amendment) through the Planning and Zoning Departments will be impacted.
Additional Information:
Any additional information the governing body determines may be useful.
Recommendation: Approval