05 Staff Report - 2006-2007 Storm Water Management BudgetDATE:
TO:
FROM:
COUNCIL AGENDA REPORT
MAY 11,2006
MAYOR AND TOWN COUNCIL
DEBRA J.FIGONE,TOWN MANAGER
MEETING DATE:6/5/06
ITEMNO...-:J
SUBJECT:APPROVE 2006-2007 STORM WATER MANAGEMENT BUDGET,AND
AUTHORIZE THE WEST V ALLEY SANITATION DISTRICT TO COLLECT
PROGRAM RELATED FEES ON BEHALF OF THE TOWN
RECOMMENDATION:
Approve the FY 2006-2007 Storm Water Management Budget,and authorize the West Valley
Sanitation District to collect program related fees on behalf of the Town.
BACKGROUND:
In 1994,the Town of Los Gatos,and the cities of Campbell,Monte Sereno and Saratoga entered
into an agreement with the West Valley Sanitation District (WVSD)to collect a fee from property
owners to fund various activities related to the Nonpoint Source Pollution Prevention Program.Each
year the Town and the WVSD cooperatively develop an annual work plan that,among other things,
establishes the basis for the fee collected by the District.
In August 1995,the Santa Clara Valley Nonpoint Source Pollution Control Program (Countywide
Program)was reissued a Municipal Storm Water National Pollution Discharge Elimination System
(NPDES)permit by the Regional Water Quality Control Board.The permit was valid for 5 years and
a new permit through 2005 was issued in February 2001,with an amendment to Provision C.3 (New
&Redevelopment)effective October 17,2001.The Program is made up of fifteen co-permittees
comprised of thirteen cities and towns,the county,and the Santa Clara Valley Water District.The
Program,which has gone through significant organizational and operational changes over the past
few years,is now called the Santa Clara Valley Urban Runoff Pollution Prevention Program
(SCVUPPP).Its current direction is to perform regional type services,and technical studies,and
return all other permit requirements to the individual cities and towns (co-permittees).
PREPARED BY:
(Cvt;
HNE.CURTIS
irector of Parks and Public Works
Reviewed by:Assistant Town Manager ~,--"--.Attorney __Clerk Administrator __
Finance ~Community Development Revised:5/11/06 11:12 am
Reformatted:5/30102 N:\B&E\COUNCIL REPORTS\NPSBUD.06.wpd
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT:APPROVE 2006-2007 STORM WATER MANAGEMENT BUDGET
MAY 11,2006
DISCUSSION:
The principal objective of the program is to prevent debris and hazardous materials from entering
the storm drain system and hence reach the bay.This is accomplished by regular sweeping of the
streets and parking lots and disposing of collected material in a safe and secure manner.
The West Valley Sanitation District,along with the Town and the cities of Campbell,Monte Sereno,
and Saratoga have consolidated local program efforts by creating the "West V alley Clean Water
Program"(WVCWP).The WVCWP has increased administrative efficiency,reduced duplication
of effort,and offers a unified stronger voice to represent the interests of the West Valley cities at the
countywide program level and before regional bodies.It also performs a number of required permit
activities on behalf of the Town (most importantly it writes and submits the Town's Annual Report
and Wark Plan to the State Regional Water Quality Control Board)and it coordinates the efforts of
other agencies (County Fire District,County Environmental Health Department)that perform
program related activities for the Town.The West Valley Clean Water Program's efforts continue
t9 focus on developing an enhanced public education effort on streamlining implementation of the
cprrent NPDES permit.
CONCLUSION:
It is recommended that the Council approve the proposed FY 2006-07 Storm Water Management
Program Budget and authorize the West Valley Sanitation District to collect program related fees
on behalf of the Town.
ENVIRONMENTAL ASSESSMENTS:
None.Neither the work plan nor the fees are considered a project under CEQA.
FISCAL IMPACT:
For FY 2006-07,the estimated total revenue to be collected by the West Valley Sanitation District
for Storm Water Program activities is $340,000.The District will retain $171,136 for management
of the West Valley Clean Water Program and for activities it will perform on behalf of the Town.
The remainder,$168,864,is available to pass through to the Town for activities it will perform.
The budgeted revenue for this work is $171,524.This is the sum of funds received from the Clean
Water Program ($168,864)and fees received from Monte Sereno for sweeping their streets on a
quarterly basis ($2,660).This is less than the amount reflected in the proposed FY 2006-07
Operating Budget in Program 2225,Non-Point Source Program,which is $174,060.
The budgeted expenditures for the program exceed the budgeted revenues.In addition to labor and
operating expenses,expenditures include internal service charges and transfers to the General Fund.
The Non-Point Source Program fund will end the fiscal year with $116,760,which is $2,536 less
than the fund amount at the start of the year.
PAGE 3
MA YOR AND TOWN COUNCIL
SUBJECT:APPROVE 2006-2007 STORM WATER MANAGEMENT BUDGET
MAY 11,2006
It is important to recognize that these figures are budget estimates,and that actual costs may be more
controlled by the price of fuel than the mileage of streets being swept.Further,staff continues to
examine ways to reduce operating costs through improved route planning for sweeping and efficient
use of the sweeping equipment.
The annual fee for an average single-family residence,for instance,will remain at $20.37.Because
the fees remain at current levels,no additional authorization is required due to Proposition 218.
Therefore,additional assessments are not being recommended at this time.
Attachments:
1.Proposed FY 2006-07 Non-Point Source Storm Drain Fees
2.Proposed FY 2006-07 West Valley Clean Water Program Expenditures
Distribution:
Bob Reid,ManagerlEngineer,West Valley Sanitation District,100 East Sunnyoaks Avenue,
Campbell,CA 95008
Cheri Donnelly,Program Manager,West Valley Clean Water Program,18041 Saratoga-Los
Gatos Road,Monte Sereno,CA 95030-4299
Municipal Budget Detail FY06-07
West Valley Clean Water Program
Campbell Los Gatos Monte Sereno Saratoga Total
35.10%32.50%2.70%29.70%WVCWP
I FY 05-06 I FY 06-07 FY 05-06 FY 06-07 FY 05-06 FY 06-07 FY 05-06 JI FY 06-07 FY 06-07
Item Pro osed Current Pro osed Current Proposed Current ..J~rol!().!>E!d ProposedCurrent
West Valley Clean Water Program
1.WVCWP Staff
A.Prqm Mqr -Shared by 4 Cities/Town $23,517 $23,517 $21,775 $21J75 $1,809 $1,809 $19,899 $19,899 $67,000
B.Administrative Support -Part-time $9,477 $9,477 $8J75 $8,775 $729 $729 $8,019 $8,019 $27,000
C.IC/ID Inspector -Part-time $10)79 $10,179 $9,425 $9,425 $783 $783 $8,613 $8,613 $29,000
D.Payroll Costs (55,SOl,Medi)$7,511 $7,511 $6,955 $6,955 $578 $578 $6,356 $6,356 $21,400
Subtotal $50,684 $50,684 $46,930 $46,930 $3,899 $3,899 $42,887 $42,887 $144,400
2.NPDES Compliance by WVCWP
A.URMP Support $6,494 $6,494 $6,013 $6,013 $500 $500 $
5'
495
11 $5'
495
11 $
18,500
B.Permit -Technical Assistance(C.3)$2,317 $2,317 $2,145 $2,145 $178 $178 $1,960 $1,960 $6,600
Subtotal $8,810 $8,810 $8,158 $8,158 $678 $678 $7,455 $7,455 $25,100
3.PI/P -Public Education Proqram
A.Public Outreach Coordinator -Part $6,318 $6,318 $5,850 $5,850 $486 $486 $5,346 $5,346 $18,000
B.Brochures/Promotional Items $2,808 $2,808 $2,600 $2,600 $216 $216 $2,376 $2,376 $8,000
Subtotal $9,126 $9,126 $8,450 $8,450 $702 $702 $7,722 $7,722 $26,000
4.Ind/Comm Inspections Program ***$11,000 $11,000 $5,000 $5,000 $$-$1,000 $1,000 $17,000
5.Facility Expenses
A.Office Rent $1,773 $1,773 $1,641 $1,641 $136 $136 $1,500 $1,500 $5,050
B.Building Maintenance/Repair $456 $456 $423 $423 $35 $35 $386 $386 $1,300
C.Utilities $2,106 $2,106 $1,950 $1,950 $162 $162 $1,782 $1,782 $6,000
Subtotal $4,335 $4,335 $4,014 $4,014 $333 $333 $3,668 $3,668 $12,350
6.Proqram Administration &Operation
A.Office Supplies $983 $983 $910 $910 $76 $76 $832 $832 $2,800
B.Operating Exp $4,212 $4,212 $3,900 $3,900 $324 $324 $3,564 $3,564 $12,000
Subtotal $5,195 $5,195 $4,810 $4,810 $400 $400 $4,396 $4,396 $14,800
Total WVCWP $89,150 $89,150 $77,361 $77,361 $6,012 $6,012 $67,127 $67,127 $239,650
7.Permit Fees &SCV Program Mgmt
A.SCV Proaram Assessment $:J9;9.J,9
B.State NPDES Permit fees *$?i??§
Subtotal $66,392
$
Total WVCWP &SCVURPPP &NPDES fees II $155,542 155,698 139,388 139,532 II :P U,4l:Sl:S II :P 13,500 II $124,477 II $124.609 II $433,339-
Attachment 1
Page 1 FY06-07 Munic Detail
Municipal Budget Detail FY06-07
West Valley Clean Water Program
Campbell Los Gatos Monte Sereno Saratoga Total35.10%32.50%2.70%29.70%WVCWPFY05-06 FY06-07 FY 05-06 FY06-07 FY 05-06 FY 06-07 FY 05-06 FY 06-07 FY 06-07ItemICurrentProposedCurrentProposedCurrentProposedCurrentProposedProposed
Total WVCWP,SCVURPPP &NPDES $155,542 $155,698 $139,388 $139,532 $13,488 $13,500 $124,477 $124,609 $433,339WVSD.Administration Cost (15%)$13,373 $13,373 $11,604 $11,604 $902 $902 $10,069 $10,069 $35,948WVSDStormDrainMaintenance$15,000 $15,000 $20,000 $20,000 $7,000 $7,000 $20,000 $20,000 $62,000
$184,071WVCWP/WVSD Expenditures $183,915
**Municipal Expenditures $187,885
***Estimtd Municipal Revenue $371,800
from previous year's Parcel Ta
$170'992
11 $171'13611 $21,389$169,008 $168,864 $(1,08
171 Rn(1 II $340,000 $340,000 $20,300
21,401
(1,101)
20,300
$154,546
TBD
XXX
$154,678
TBD
XXX
$
$
531,287
732,100
*State NPDES fees are invoiced by the
Regional Water Board at a predetermined rate with annual increases since FY 02-03.
**Municipal Expenditures:
depend on the services each municipality uses -total normally comes close to the difference between
the previous year's taxroll revenue and the WVCWP/WVSD estimated Expenditures.
***Estimated Revenue for FY06-07:This is a preliminary estimate based on last year's revenue.
A realistic estimated revenue is not available until the Cities or Town and the WVSD Board of Directors approve it in June,just prior to the start of the fiscal year named in this report
Revenue by parcel.Every reconfiguration of the parcels,changes the parcel #s and causes old parcel #s to drop off.Reconfigured parcels get new numbers.
Page 2 FY06-07 Munic Detail
Municipal Budget Detail FY06-07
West Valley Clean Water Program
FY 2005-06 FY 2006-07
Item Current Proposed
West Valley Clean Water Program
1.WVONP Staff
A.Proqram Mqr -shared by 4 Cities[fown $67,000 $67,000
B.Admin Support Part-time <20 hrs week $27,000 $27,000
C.IC/ID Inspector Part-time <20 hrs week $29,000 $29,000
D.*Payroll Expense -sm,Medicare,SS $21,400 $21,400
Subtotal $144,400 $144,400
2.NPDES Compliance by WVCWP
A.URMP Support &Staff Traininq $18,500 $18,500
B.C3 Technical Assistance (NDC)$6,600 $6,600
Subtotal $25,100 $25,100
3.PI/P -Public Education Proqram
A.Public Outreach Coordinator -Part-time $18,000 $18,000
B.Brochures/Promotional Items/Projects $8,000 $8,000
Subtotal $26,000 $26,000
4.SCC fire -Industrial/Commercial Inspection pqm $17,000 $17,000
By Contract Agreement:Cmpbl $8K,LG $5K,Sar $lK
5.Facility Expenses
A.Office Rent $5,050 $5,050
B.Buildinq Maintenance/Repair $1,300 $1,300
C.Utilities $6,000 $6,000
Subtotal $12,350 $12,350
6.Proqram Administration &Operation
A.Office Supplies $2,800 $2,800
B.Operatinq Expense &Computer Costs $12,000 $12,000
Subtotal $14,800 $14,800
Total West Valley Clean Water Program $239,650 $239,650
7.Permit Fees &SVC Program Management
A.SCVURPP Program Assesment
B.**State NPDES Permittees
Total SCVURPPP Invoice and NPDES Fees $193,245 $193,689
Total Permit,SCVURPPP &WVCWP $432,895 $433,339
*Payroll expense estimated annually by WVSD
**NPDES fees are invoiced to the city or town.
saratoga will pay NPDES fees directly.
Campbell's,Los Gatos's and Monte Sereno's NPDES fees
will be paid by the WVSD out of municipal funds.
Page 1 FY06-07
PARKS AND PUBLIC WORKS Program
Urban Runoff -Street Cleaning Program 2225
2004/05 2005/06 2005/06 2005/06 2006/07
Actuals ~~!()~!~<!~~~~i.!!,~!~E~Estimate --,~!!!!g~,,~_",="~«"",=«~~,,,=~>~«c~_~'~~""C=_""__'·'·"·4_·'~~"~_'_~_'"
REVENUES
Intergovernmental
45006 Street Sweeping 2,663 2,660 2,660 2,660 2,660
Total Intergovernmental $2,663 $2,660 $2,660 $2,660 $2,660
Other Sources
48503 Urban Runoff User Fee 155,907 173,670 173,670 173,670 171,400
Total Other Sources $155,907 $173,670 $173,670 $173,670 $171,400
TOTAL REVENUES $158,570 $176,330 $176,330 $176,330 $174,060
EXPENDITURES
Salary &Benefits
51100 Staff Salary 61,428 62,700 62,700 62,700 64,200
51300 Temporary Employees 0 0 0 0 0
51400 Staff Overtime 3,583 1,100 1,100 3,400 4,200
51700 Other Salary 708 0 0 36,400 0
52000 Fringe Benefits 21,083 28,000 28,000 25,700 28,600
Total Salary &Benefits $86,802 $91,800 $91,800 $128,200 $97,000
Operating Expenses
60505 Maintenance Uniforms &Safety Gear 161 250 250 500 500
60513 Office Supplies 77 100 100 100 100
60535 Uniforms 5 250 250 0 0
60549 Supplies -General 3,528 800 800 6,000 3,000
61039 Street Sweeping Services 9,971 10,000 10,000 1,000 1,000
61060 Uniform Laundry Service 243 200 200 200 200
62810 Employee Travel &Training 67 200 200 200 500
69206 Annual Immunizations 0 0 0 100 100
70020 Gas @ Service Center 7,554 6,000 6,000 6,000 7,000
74020 Water 1,381 1,400 1,400 2,500 2,500
74034 Mobile Phones 424 420 420 450 450
Total Operating Expenses $23,411 $19,620 $19,620 $17,050 $15,350
Internal Service Charges
80601 Equipment Replacement 29,100 29,100 29,100 29,100 29,100
80620 Self Insurance 4,410 4,300 4,300 5,100 4,600
80687 MIS Business Administration 1,310 1,300 1,300 1,500 1,400
80690 Vehicle Maintenance 3,700 4,200 4,200 4,200 4,300
Total Internal Service Charges $38,520 $38,900 $38,900 $39,900 $39,400
TOTAL EXPENDITURES $148,733 $150,320 $150,320 $185,150 $151,750
PARKS AND PUBLIC WORKS
Urban Runoff -Street Cleaning Program
Program
2225
2004/05 2005/06 2005/06 2005/06 2006/07
.~~~£!!!!l!L.~.:i~!l~ted~._~.<!j!l_~~!,L.Estimate _.1!!!c!g~t.,~.",,,~~,~~_,,~_o,__»
TRANSFERS
Fund Transfers Out
99100 To General Fund 25,730 26,010 26,010 26,010 22,310
Total Fund Transfers Out $25,730 $26,010 $26,010 $26,010 $22,310
TRANSFERS OUT $25,730 $26,010 $26,010 $26,010 $22,310