CAPITAL AND OPERATING SUMMARY BUDGETLOS GATOS,CALIFORNIA
Operating and Capital
Summary Budget
for
Fiscal Year July 1,2009 to June 30,2010
Town Council
Mike Wasserman Mayor
Diane McNutt..Vice Mayor
Barbara Spector Council Member
Joe Pirzynski Council Member
Steve Rice Council Member
Prepared under the direction of
Greg Larson Town Manager
Stephen D.Conway Finance and Administrative Services Director
110 E.Main Street,P.O.Box 949,Los Gatos,CA 95031
www.los23tosC3.gov
TOWN VISION STATEMENT
The Town of Los Gatos'Vision Statement describes the community at its full potential,and is the
basis for the Five-Year Strategic Plan and accompanying priorities and goals.This Vision
Statement articulates the future for Los Gatos and reflects the high ideals identified by the
community:
Residell/s are uniled in Iheir desire to mainlain a high quality oflife and presen'e
Ihe character of Ihe TolVlI.The overall community consensus is Ihal Los Gatos
be a full-sen'ice comllllmity Ihat is also environmentally sensitive;Ihat Los Gatos
maintains a balanced,well-designed mix of residenlial,commercial,sen'ice and
open space uses,foslering a pedestrian-oriel7led community lVith a small town,
village-like character;Ihal Los Gatos supporls an active business community
Ihal provides a lVide variety of goods and sen'ices and a broad range of
employment opportunilies,eliminating Ihe need to travel 10 olher communities;
and Ihat Los Gatos provides a lrell-nm,efficient municipal governmenl that is
fiscally heallhy,wilh high levels ofpublic safelY,recreational,art and cullllral
.amenilies and is com milled 10 high quality education.
TOWN OF Los GATOS
OPERATING AND CAPITAL DEPARTMENTAL BUDGET
FISCAL YEAR 2009/10
Table of Contents
I 'TROD cno.'
Town Manager's Budget Message A -1
Budget A\vard.....................A - 9
Strategic Goals A -10
Fund Descriptions......_.....A -II
Financial Policies...........__. A -14
Long·Teml Debt Policies .A -17
Invesllnent Policy A -18
Budget Process Overvie\v.... A -24
Budget Calendar ..A -26
Gann Appropriation Limit . A -28
Resolution Adopting the Gann Appropriation Limit A -30
Resolution Adopting the Town's Anllual Budget ....A -31
Resolution Adopting the Redevelopment Agency Budget...A -32
TOWN PROFILE
H iSlOry and Culture of Los GalOs....
Town Statistics ..
Town Management .
Town Organizational Chan .
Town Commissions.Committees.and Advisory Boards .
Fll'lANCIAL SUMMARIES
..B - I
. B - 7
...B -14
..B -15
......B -16
..C -23
. C -24
Tow!Rel1enues lind Expendillires
Total Budgeted Fund Activity Summary C -3
Total Re\·enue.Expendinlre.and Fund Balance Trend Infonnation...C -4
Total Revenue.Expenditure.and Fund Balance -5-Year Summary C -6
Total TOllll and RDA Revenue SUlllmary-by Fund...................C -10
Total Town and RDA Expenditure SUlllmary-by Fund C -12
TOlal Town and RDA Revenue SUlllmary -by Category C -14
Total TO\\11 and RDA Expenditure Summary -by Category . C -15
Genera!Fund Revenues and Expenditures
General Fund Revenues -by Department .C -16
General Fund Expenditures -by Departmem .C -17
General Fund Revenues -by Category..........................C -18
General Fund Expenditures -by Category.. C -20
General Fund Tax Revenues -5ama Clara County Cities Per Capita .C -22
General Fund Tax Revenues-10 '{ear Histo')'.
General Fund -Fund Balance Activity .
TOWN OF Los GATOS
OPERATING AND CAPITAL DEPARTl\1E 'TAL BUDGET
FISCAL YEAR 2009/10
Table of COlllelll,page -1-
Operating Transfers
Schedule of Interfund Transfers ..C -25
Fund Ba/allce
Fund Balance Activity Summary -by Fund C -26
Fund Balance -5 Year Comparative Balances C -28
Departmental Budgets
Depanlnenl Revenues ~by Progranl C -30
Department Expenditures -by Program C -32
Sluffillg
Summary of Positions-by Fund C -34
Summary of Positions ~by Department .C -35
5 Year Trend -AJUlUal FTEs by Oepartment..C -36
Summary of PersOIUlel Changes..C .37
Positions by Home Department.....................C .43
DEPARTMENTAL BUDGETS
Deparlillental Budget Listing D -I
TOWN OFFICES
To\vn Offices Oven·'ie\v D -5
Town Council
Town Council Administration .
Town Attorney
Town Altol11ey Admilllstration
.........0 - 7
....0 - 9
l111ernol Service Fund
Liability Self Insurance Fund . .0 -13
II
Tow'OF Los GATOS
OPERATING Al'lD CAPITAL DEPARTMENTAL BUDGET
FISCAL YEAR 2009/10
Table of COlltCIlt,page -3 -
AO~IINISTRA TIVE SERVICES DEPARnl ENT
Administrative Services Depanment Oven"jew D -17
TO\\'Jl 1anager Adtninistration D -21
Human Resources Adm.inistration . 0 -27
Finance &Administrative Services Administration .D -33
Clerk Adminislration .0 -39
Non-Oeparnnental......0 -43
Imernal Sen'ice Funds
Management Infonnation Services . 0 -47
\Vorkers Compensation Fund ..0 -53
Office Stores Fund .0 -57
TrUSI and Agency Fund
Parking Assessment Oislricl Flind ..0 -59
COMMUNITY DEVELOP~IENTDEPARTMENT
Community Development Oepanmem Overview 0 -63
COlllmunity Development Administration...........0 -67
Oevelopnlent Revie\v . 0 -71
Advanced Planning.......................... 0 -77
Building &Inspection Services ..0 -81
Code Compliance . 0 -85
Pass-Through Accounts 0 -89
POLICE DEPARnlENT
Police Oepanlnent Overvie\v 0 -91
Police Adlninistration .D -97
Records &Comlnunication ...0 -101
Personnel &Conlnlunity Services 0 -105
Patrol .0 -109
Traffic.....................................:0 -113
Investigations.....0 -117
Parking tfanagelnent ................•" ,..,.•.,0 -121
Pass-Through Accounts .0 -125
Special Rel'enue Funds
Operating Grams ..
III
.0 -127
TOWN OF Los GATOS
OPERATING AA'D CAPITAL DEPARTMENTAL BUDGET
FISCAL YEAR 2009/10
Table of Colltell/\page -.j -
PARKS &PUBLIC WORKS DEPARTMENT
Parks &Public Works Department Overview D -129
Parks &Public Works Administration D -135
Engineering D -139
Engineering Development D -143
Park Services D -147
Streets &Signals D -153
Pass-Through Accounts D -157
/mernal Sen'ice Funds
Equipment Replacement.
Vehicle Maintenance .
Facilities Maintenance .
.................................0 -159
..D-163
...0 -167
Special Revel/ue Funds
Non~Point Source .
Assessment Districts .
..D -171
..D -175
COMMUNITY SERVICES DEPARTMENT
Community Services Department Oven/iew 0 -189
COI1U11Unity Services Administration .D -193
Neighborhood Center D -197
Arts &Culture D -203
COl1ullunity Grants . D -207
Conservation.Recycling &Sustainability .D .213
Housing Progranl D·219
Pass-Through Accounts . .D -223
Special Re\'ellue Funds
Housing Conservation Program Fund D -225
Community Development Block Grant . D -229
Beverage Container Grants D -233
LIBRARY DEPARnlENT
Library Departll1ent Overvie\v..D -235
Library Adnlinistration.....D -239
Adult ServiceslReference D -243
Youth Services D -247
Acquisitions &Cataloging ..D -251
Circulation I Systems Administration............0 -255
IV
ComplUation of Legal Debt ivlargin .
Affordable Housing Fund ..
TOWN OF Los GATOS
OPERATlNG Al~D CAPITAL DEPARTMENTAL BUDGET
FISCAL YEAR 2009/10
[ublt nf (0111(111\pa~('-5 -
LIBRARY DEPARHIENT CONTINUED
Trus,find Agency Funds
Library TruSI Fund .0 -259
History Project Tmst Fund D -261
Clelles Ness Tmst Fund D -263
Susan McClendon Trust Fund .D -265
CAPITAL IMPROVE '1E 'T PROGRAM
Capital ImprO\'ement Program Overview................E - 1
General Fund Appropriated Reseryes (GFAR)Fund.. E - 7
Traffic Mitigalion Fund .E -13
Grants and Awards Project Fund....E -15
Slonn Drain Funds .E -19
Construction Utility Underground E -25
Gas Tax Street &Signal............................................E -27
REDEVELOP 'lENT AGENCY
Redevelopment Agency Overview..................F - 1
Capital Projects Fund................................F - 5
Debt Administra(ion Fund .F -II
1992 COP Debt Schedule F -14
2002 COP Debt Schedule .F -15
.F-16
.F -17
REFERENCE 1\lA TERIALS
In-Kind Donations .G -
List of Funds G -2
List of Progran1s ...G - 3
Glossary G -7
List of Acronyms .G -17
Index ..G -19
v
VI
PIH)I'(hFD
TOWN OF Los GATOS
CIVIC CENTER
110 E.MAIN STREET
P.O.BOx 949
LOS GATOS,CA 95031
May 8,2009
Honorable Mayor and Town Council:
I am pleased to present to you the FY 2009/10 Operating and Capital Budget for the Town of Los Gatos
and the Los Gatos Redevelopment Agency.This document provides a comprehensive summary of all
Town Operating and Redevelopment Agency financial activities for fiscal year 200911 0 and Capital
Improvement Program activities for the 2009-14 planning period.This budget is a numerical
representation of the Town's priorities and goals given the global economic and local fiscal
challenges we face.
The proposed operating budget incorporates reductions in staffing and other expenses and litnited revenue
enhancements totaling the $2.6 million necessary to balance tlus year's budget.This balancing includes
the elimination of vacant positions,targeted expenditure reductions,service delivery changes and revenue
increases to recover costs for private development and other user fee supported services.
The capital budget includes limited funding for upgrades to the Town's infrastructure,including
investments in streets,parks,and stonn drains and site improvements to the Civic Center.A significant
capital project for next year is the successful completion and occupancy of the new police operations
building on Los Gatos Boulevard.A second key capital project is the new library.Next year staff
anticipates the completion of the library design and planning process and start of actual construction.
Budget Plan Carries Out Town Goals and Priorities
In 2007,the Town Council established six goals to guide the identification of future projects and
priorities.The goals were in the categories of Conunuluty Character,Good Governance,Fiscal Stability,
Public Infrastructure,Civic Enrichment,and Public Safety.Priority projects for FY 200911 0 include:
Community Character
•Continuing the established work plan for the 20 I0 General Plan update.
Good Governance
•Expanding the availability of online services,including the issuance of selected building pernlits.
Fiscal Stability
•Seeking diversification of the Town's revenue base,through appropriate plamung and
development of Los Gatos Boulevard and the North Fony.
Public Infrastructure
•Addressing funding needs for street maintenance,sidewalks and retaining walls.
Civic Enrichment
•Begimung construction of the new library.
•Identifying short and long-tenn opportunities to increase the supply of sports facilities.
Public Safety
•Constructing and occupying the Police Operations building.
•Expanding the Los Gatos Prepared campaign to maxinlize the number of individuals,families and
businesses who are self-sufficient in the event of an emergency.
A·I
PH()POS~D
Five Year Financial Plan Update Provides Framework for Budget Development
In January 2009,staff updated the Town's Five-Year Financial Plan sp3lUling fiscal years 2009110
through 2013/14,setting the stage for FY 2009110 budget development.The Five-Year Financial Plan is
an independent financial tool that is based upon current costs and revenue forecasts,but is designed to be
fluid in nature,allowing staff to build various funding scenarios and test "what if'assumptions of
expected increases in operating costs and changes to operating revenues.Provisions for limited
augmentations to critical service areas including maintenance were also assumed in the forecast.
Revenues in the forecast were projected assuming varying growth rates,ranging between 1-2%for tax
revenues and 4%for fees for services,including cost of living increases and overhead charges.
Expenditures were projected using a database of prior year actual costs adjusted for future known
increases such as labor costs specified in multi-year labor agreements and actuarial updates for retirement
and other benefits.
This prior forecast identified the need for budget adjustments totaling $2 million to balance next year's
budget.This shortfall is the result of recessionary impacts on the Town's locally generated revenues and
projected cost increases for salaries and benefits,ongoing impacts of funding post retirement health
benefits on an actuarial basis as required by Governmental Accounting Standards Board (GASB)
Statement #45,and other unavoidable cost increases.
Budget Development Principles &Strategies
As presented in the prior Five-Year Financial Plan,the projections indicate a balanced budget for FY
200911 0 and a longer-term outlook that reflects continued operating deficits over the next four years.With
this forecast as a guide,staff began development of a balanced budget for FY 200911 0,including
reductions that generate ongoing savings wllile maintaining service levels to the greatest extent possible.
The proposed FY 200911 0 budget reflects principles that take into account the current and long-tenn
fiscal picture,as well as high priority service delivery needs.The key principles include:
•Develop and reconunend a balanced budget that maintains service levels;
•Continue to make progress on Council priorities identified at the 2007 Town Council retreat;
Initiate organizational transitions to ensure cost-effective and efficient service delivery;and
Identify opportunities for enhancing service delivery through technology.
The following section reflects strategies used to balance the FY 2009/10 operating budget and one
reconunended augmentation to a fund a service deficiency.In analyzing these issues,staff considered the
impacts on both current and future budgets and assessed altemative approaches to meet service demands.
Staflillg alld Salan!Redllctiolls
The FY 200911 0 proposed operating budget includes the elimination of selected vacant positions,reduced
overtime,fewer temporary staff hours,a management pay freeze and staff furloughs.A list of the
elinlinated positions can be found in the Financial Sununaries on page C-44.Combined,the proposed
staffmg and salary reductions total approximately 51.5 nlillion.
Other operational changes include the reduction of public counter hours Monday -Friday,8:00 a.m.-
I :00 p.m.,in Business Licenses,PlalUung,Building,and Engineering.Public counter hours for Police
Records were also adjusted to be Monday -Friday,9:00 a.m.-4:00 p.m.Originally introduced as a pilot
program in March 2009,staff recommends that the reduced hours continue to help departments manage
and prioritize service workloads.
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SenJice Deficiencies
The budget includes continuation of the School Resource Officer position (SRO),a joint funding effort
that began in FY 2008/09.With the elimination of the full time SRO in FY 2007/08,the Town asked
school districts to share in the costs of one officer who would be assigned full time to work with the
elementary and high school districts on a regular basis.An arrangement between the Town and school
districts was made in January 2009 to jointly fund this position;however state cuts or loss of local
revenue could force the tennination of the shared funding.Staff has also submitted an application for a
Federal Stimulus COPS grant to help support the SRO and another Police Officer position.If either
funding source becomes unavailable,the SRO position could be discontinued or reconfigured.
Organi=atiollal RestrucllIring
Budget constraints continue to demand that staff assess organizational.structures to align staff resources
with work demands.Workload reassigrunents plalmed for FY 2009/10 include reallocating the Housing
programs from the ConmlUnity Services Department to the Conununity Development Department.Other
strategies include exploring alternative service delivery options through outsourcing and staffing
reconfigurations to offset necessary reductions in FY 20 I 0/11.[n addition,Parks and Public Works will
be implementing several staffing and service changes which should provide significant budget savings
with relatively little impact on public services.
Last,the Town Manager has initiated consideration of several organizational change opportunities as
future staff vacancies occur that could result in significant budget savings to help balance the Town
budget in future years.These opportunities are primarily in Community Services,the Library,and Police.
Changing Operational Demands
The Proposed FY 200911 0 budget addresses funding for two regional issues that will continue to affect
the Town's future operating budgets:
Additional resources (use of approximately $13,000 in fund balance in the Urban Runoff fund)are
recommended to be expended to comply with the new regional storm water pennit issued by the San
Francisco Regional Water Quality Control Board (SFRWQCB)last year.The pennit is issued to four
programs,the Santa Clara Valley Urban Runoff Prevention program (comprised of all cities in the
County),the West Valley Sanitation District (independent district),the West Valley Clean Water Program
(comprised of City of Campbell,Town of Los Gatos,and The City of Saratoga)and the Town's managed
on Point Source Discharge Elimination System (NPDES).
[n past years,the Town-managed NPDES program has had sufficient pass-through revenues collected
from Los Gatos customers by the West Valley Sanitation District (WVSD)to provide funding for the
Town's NPDES program requirements.As the storn]water program requirements have grown,the
funding collected by WVSD for this purpose is no longer sufficient to meet the program costs.[n early
April 2009,the WVSD Storn]Water Management program's proposed FY 2009110 budget was presented
to Town staff.lt reconunends reducing pass-through payments to each of the agencies in the program,
including the Town and the cities of Campbell and Saratoga.These funds are used by each local agency
for carrying out the local govenunent"s responsibilities as required by the storm water permit.The local
share of revenues are reduced due in part to increasing costs of administration for the collective Stonn
Water Management program and the higher levels of program activity required to meet increasingly tough
pennit standards.
Due to reduced pass-through revenue received from the WVSD,an approximate $13,000 shortfall has
developed in the Town's urban runoff program's annual revenues versus expenditures for the proposed
FY 200911 0 budget.There is fund balance available to fund the gap for next budget year,but unless the
A - 3
•kOPO"l1.D
revenue streams for this program improve or program requirements are moderated,a deficit could occur
in this fund as early as FY20 I 0/11.Staff has been advised to expect increases of 30%to 40%in stonn
water program costs in FY 20 I 011 I,which adds further impetus to finding a longer tenn revenue solution
or working with the pennitting agencies to reduce costs to all local govenunents.In the coming year,staff
in Community Development,Parks and Public Works and Finance will ascertain the cost impacts of the
new pennitting requirements and to propose appropriate fee and revenue sources to cover these increased
costs.
The other regional funding demand regards the Silicon Valley Regional lnteroperabiJity Project (SVRIP),
which aims to integrate public safety data and conununication systems in the Valley.Tlus is a long-term
project with multiple components for which federal funding is being pursued.While it is likely that
federal funding will be received,the project will require local matches and ongoing support.The impact
to the FY 200911 0 proposed budget is approximately $18,000 for the Town's share of an executive
director position and related costs.The capital budget proposes a new microwave tower project
associated with this project,with ongoing alillual maintenance costs of $12,000 per year for rental of the
tower site.Greater impacts associated with the next phases of this project are expected in future budget
years.
FY 2009/10 General Fund Operating Budget Overview
GENERAL F ND SOURCES
Revenues
General Fund Operating Revenues
Sales &Use Tax
Property Taxes
Licenses &Permits
Charges for Services
All Others
Fund Balllllee Sources
Other Uses of Fund Balance
Capital/Special Project Reserve
TOTAL SOURCE
FY 2009/10
PROPOSED
BUDGET
$8,677,460
$6,922,920
$2,t99,610
$2,353,250
$t2,370,665
$195,918
$825,000
$33,544,823
GENERAL F ND USES
General Fund Operating Expenditures $31,697,589
General Fund Transfers $825,000
Transfcr to Revenue Stabilization $500,000
Transfer to Capital/Special Projects _$",'_-::-:=-=-50:::0?,::-00:::0,..-
TOTAL USE ~$~'__~3~3,~5_~?2~,5~8~9_
As shown above,the Proposed FY 200911 0 General Fund Budget is a balanced budget barring other
financial outcomes not anticipated at this time.However,as !tue each year,the revenue estimates may
change next year if the current recession becomes prolonged or there are other unexpected negative local
econonuc developments or unanticipated future State revenue take-aways.If any of these occur,
adjustments to the budget may be required early next fiscal year.
Overall,General Fund appropriated expenditures are proposed to decrease approximately 3%from the FY
2008/09 Adopted Budget levels of $32,693,250 to $31,697,589,excluding capital transfers-out.The FY
A -4
,j
2009/10 General Fund Operating Budget projects a balanced budget after supplementing operating
revenues with designated reserves for discretionary or "one-time"use.
Operating Revenues
The General Fund's revenue outlook remains guarded regarding the future growth of revenues.The deep
and long recession has inlpacted the Town's economically sensitive revenue (including sales taxes,
property taxes,charges for services,and licenses and pennits)which is estimated to be lower than the
modest amounts budgeted for FY 2008/09.Due to the slow and uncertain economy,sales tax and
property tax have been budgeted al a 0%growth rate for FY 200911 O.A challenge to the sales tax base is
the portion attributable to the Town's auto dealerships,which has fallen from 30%to 12%over the past
five years.Another concern is the importance of retaining technology-based businesses which contribute
to the Town's revenue,one of which is the Town's largest provider of sales tax annually,contributing
nearly 28%of the Town's sales tax revenue.Diversification continues to be an important objective so
that the Town can better weather the effects of economic cycles and their impact on services.To that end,
the Town will move forward with key economic development efforts,including the Los Gatos Boulevard
Plan,General Plan Update,and North Forty and maintain its outreach and support of the downtown and
local business through the continued funding of the Economic Vitality Manager.
Los Gatos'property values remain largely stable,although the volume of housing sales has decreased in
the past year.Turnovers of pre-Proposition 13 housing,which are often revalued at current market rates
may help offset the loss of property tax growth due to the slow housing market.Transient Occupancy
Tax (TOT)has been reduced by 5%due to a decline in travel and tourism.Licenses and Pennits have
decreased;the majority of tllis reduction comes from the decreased fees for private development activity
and related fees and pennits.The FY 200911 0 projected revenue for licenses and pennits takes in
account overhead charges and fee increases adopted by Council in April 2009.A comprehensive fee
study is scheduled for fall 2009,which willmore accurately detennine the level of overhead and fees that
should be charged for services.
Lastly,charges for Town services have increased by $400,000 due to the General Plan Update
reimbursement to the General Fund.All other revenues were adjusted based on the latest infonnation
available from the state or recent revenue trend history and other infonnation provided by Town
departments that track particular revenue sources.
Operating Expenditures
The Town's General Fund operating budget expenditures for FY 2009110 have decreased by 5996,000
compared to the prior year's adopted budget (excluding fund transfers).These expenditures are comprised
of six major categories of costs:salaries and benefits paid to employees who provide services to the
community ($971,434 decrease),grants and awards ($69,200 decrease),intemal service charges
(S 133,482 decrease),debt service (S I ,830 increase)and other operating expenses for supplies and
services (S 176,685)increase due to cost of living adjustments).
Despite the decreases in expenditures,salary and benefits continue to be the largest portion (64%)of the
Town's operating costs,and include increases in post retirement health benefit costs due to state
legislation (S80,000)and actuarial requirements as prescribed by the Govenunental Accounting Standards
Board Statement #45 (S 150,000).
State Budget Impacts
Details on the State of California Proposed FY 2009110 budget will available following the May 19,2009
election.While budget discussions are underway,actions by State legislators will be influenced by the
outcome of Slale-driven budget balancing ballot measures,including but not limited to:budgel reform,
PROPOSI·I
financing for public schools and other key State services,and the expansion and financing of State lottery
revenues.
According to the League of Califomia Cities,Govemor Amold Schwarzenegger is prepared to propose
suspending Proposition 1A,a 2004 constitutional initiative protecting city and county revenues,to borrow
8%of FY 2008/09 property tax revenue from Califomia cities and counties,which is estimated to be
nearly $2 billion statewide.It is estimated that the financial impact to the Town could be in the range of
$650,000 -$800,000.Staff is developing a contingency plan should the Town lose additional property
tax to the State.
Other funding sources like the $100,000 Community Oriented Policing (COPS)grant,vehicle license
fees,and the state mandated costs reimbursement also remain at risk.Staff will continue to monitor the
State budget situation and work proactively with the League of Califomia Cities,legislators,and other
professional associations like the Associations of Police Chiefs to provide local revenue sources.
Forecasted General Fund Reserve Status -June 30,2010
The total General Fund Reserves.are forecasted to close at a balance of approximately $21.8 million at
June 30,2010 (excluding approximately $2.2 million in funds set aside to pay accrued compensated
absences).In addition to the approximate $2.1 million of General Fund Reserves set aside for legally
restricted purposes,the Town has approximately $19.7 million in General Fund designated reserves
established in accordance with Town financial policies and operating and capital budget requirements.
The forecasted June 30,2010 balance of $19.7 million in General Fund designated reserves include $3.7
million in reserves for economic uncertainty,$3.2 million in reserves for future capital projects,and $5
million in revenue stabilization reserves,among other smaller reserve balances.The combined balance of
$3.7 million in reserves for economic uncertainty and $5 million in revenue stabilization constitute
approximately 27%of the Town's annual General Fund operating budget.Nationally,a contingency
reserve of 15%of the Town's General Fund operating budget is considered to be indicative of a strong
fmancial position for the local goverrunent.
Overy;ew of the FY 2009110 Capital Budget
Of vital importance is the Town's continued investment in infrastructure preservation and the addition of
new capital assets to benefit the community.The FY 200911 0 proposed budget funds the first year
(2009110)of the Town's Five-Year Capital Improvement Plan (CIP).Total appropriations for FY
2009110 are $26.9 million,consisting of S2.5 million in new project funding,and $24.5 million in
carryover funding from the prior year for projects like the new library or the police services building that
span multiple years.Of note in the ClP is continued funding for investment in the Town's street system
infrastructure.In the last ten years,the Town has invested approximately $19 million in street
improvements.Next year,the ClP proposes a total of approximately $1.1 million in additional new
funding dedicated for various street repair and resurfacing projects in the Town.
The proposed ClP includes approximately $18.8 million in estimated carryover funding for two new
public facilities,the police operations building ($\.1 million)and the new library project ($17.7 million)
as discussed earlier in this message.Both of these projects are significant projects for Town staff who will
be working to ensure a successful completion of these facilities that are expected to serve the conununity
for many years in the future.
The ClP also proposes $600,000 for Civic Center site improvements to improve circulation,access,and
parking.These improvements include undergrounding of PG&E overhead electric lines,relocating
underground utilities,reconfiguring parking,and enhancing access (0 Pageant Park.The Civic Center
project is funded from GF AR ($250,000)and the Utility Underground Fund ($350,000).
A·6
0(,,1,)
Lastly,the CIP proposes the reallocation of $100,000 in of Proposition 40 State Park Bond funds
provided by the City of Monte Sereno.Approximately $87,000 would be used for the Town Fountain
Filtration project and $13,000 for the Bachman Park Basketball Resurfacing project.However,park bond
funds dedicated to Town projects have been frozen by the State of Califomia due to the budget crisis.It
is anticipated that these funds will become available sometime in FY 2009/1 O.
Future Challenges
Prolonged Recession -The unprecented (with the exception of the Great Depression)length of the
economic recession has negatively impacted General Fund operating revenues through the loss of
property tax growth,sales tax declines (including the closure of auto dealers),and slowing of private
development activity among others.[f the economy does not recover to the modest growth projections
assumed in the Five-Year Financial Plan,more adverse impacts to services beyond those currently
projected are likely to occur.
Sales Tax Vulnerability -Sales tax revenue accounts for approx.inlately 28%of General Fund operating
revenues.etflix.,an intemet retail provider,generates a significant portion of this revenue,which
continues to grow at a rapid rate.A strong and diversified sales tax revenue base makes the Town less
vulnerable to the unexpected loss of a vital sales tax generator.For planning purposes,year five of the
Five-Year Financial Plan includes a provision for the loss of Netflix's sales tax revenue.Tllis
conservative approach will enable the Town to better plan for future service delivery in the absence of
this vital source of operating revenue.
SrrucllIralllllbalances (Operating D~/icirs)-Despite the adjustments made to date,the five-year forecast
indicates that the current operating revenue stream is inadequate to meet the ongoing costs of CUtTent
services.I f this ongoing stnlcnlral imbalance is not solved with penl1anent ongoing revenue increases or
expenditure reductions,the level of imbalance would worsen each year leading to armual projected
shol1falls ranging from $1.4 million to $6.2 million in the fiscal years following 20091 I O.Many other
jurisdictions in Silicon Valley and throughout California are already facing these challenges and may
identify usable solutions for Los Gatos.Fortunately,the Town's strong reserves and past fiscal prudence
provide some time to address these ongoing challenging issues.
PERS Rerirelllel1l Benefits -Investment losses experienced by CalPers since Summer 2008 are expected
to be in the range of 20-30%.These losses exceed the statutory "corridor"for rate smoothing and the
Town cUITently believes that employer PERS rates could increase by approximately 30%begitming fiscal
years 2011/12.The Five-Year Financial Plan is being updated with these higher rates,which could be
reduced by a recovery in the general stock market and/or changes in legislation.
Lilllired Capaciry for Inji'asrrucfllre Funding -[n past years,the Town has relied on a practice where half
of any excess revenues available after replenishing certain required reserves were placed in the Town
Reserve for Future Capital Improvements.Among other capital uses,this reserve has been the primary
funding source for street inlprovements over the past 10 years.Tllis investment has increased the Town's
average Pavement Condition Index (pCl)from a low in recent years of 64 to its current level of 74.(The
PCI index is an indication of pavement condition at a point of time,with 100 being considered the best
possible condition.)However,the Town continues to build a large unfunded demand for street and
sidewalk improvements throughout the Town.Attention to the funding needed to support to these
demands will be required during the next five years.
Conclusion
For the foreseeable future,the Town anticipates fiscal challenges and uncertainties until the global,
national,and local economy improves.Responding proactively,the Town recommends reductions to
operating expenses and revenue enhancements and associated service delivery adjustments totaling
A·7
PROPOSED
approximately $2.6 million for the proposed FY 200911 0 budget.If the economy does not improve in the
short term,the financial forecast indicates that more adjustments will be necessary to balance future
budgets.
In light of anticipated deficit projections,staff has already begun exploring opportunities to enhance
service delivery and lower operating costs through resource and workload redeployments and
organizational restructuring.Staff will also be vigilant in tracking developments in the local economy and
at the state level,enabling the Town to quickly respond to changing conditions.Changes needed to
respond to more severe revenue declines due to a recession or unanticipated State revenue "takes"will be
brought to Town Council's attention in a timely manner so that the Town can implement the appropriate
response to conditions as warranted.Included in the range of options will be use of "bridge funding"
from the Revenue Stabilization Reserve or other appropriate funding sources.
I wish to thank all of the departments,in particular,Department Directors and the members of their
management and support staff,who worked diligently on the preparation of this budget document as well
as the following staff members:
Stephen Conway,Finance and Administrative Services Director
Pamela Jacobs,Assistant Town Manager
Rumi Portillio,HR Director
Jenny Haruyama,Assistant FinancelBudget Director
Glenda Cracknell,AccountantlFinance Analyst
Gayle Barr,Payroll Specialist
Linda Isherwood,AccountantlFinance Analyst
Gitta Ungvari,Administrative Analyst
Respectfully submitted,
Greg Larson
Town Manager
A·8
300 ~
FINANCIAL SUMMARIES
Total Revenues and Expenditures
SUl1ll1lmy schedules which provide a high level overview ofthe entire Town budget,ill afimd-type summmy,as
well as by fund-specific and categOly-specific sllmmlllY levels.
Total Budgeted Fund Activity C - 3
Total Revenue,Expenditure,and Fund Balance Trend Information C -4
Total Revenues,Expenditures,and Fund Balance - 5 Year Summary C - 6
Total Town and RDA Revenues -by Fund C -10
Total Town and RDA Expenditures -by Fund C -12
Total Town and RDA Revennes -by Category C -14
Total Town and RDA Expenditures -by Category C -15
General Fund Revenues and Expenditures
SUl1ll1lmy schedules which identify the Town's General Fund operating sources and uses at the department and
cmegOlY levels.The Fund Balance Activity summarizes the General Fund sources and uses which impact the
resulting ending fimd balance.
General Fnnd Revenues -by Department C -16
General Fund Expenditures -by Department...C -17
General Fund Revenues -by Category C -18
General Fnnd Expenditures -by Category C -20
General Fnnd Tax Revenues per Capita -Cities of Santa Clara Coumy C -22
General Fund Tax Revenues -10 Year History of Key Tax Revenues C -23
General Fund -Fund Balance Activity C -24
Operating Transfers
A schedule summarizing activity by fimd,of estimared fimd transfers for the prior year and budgeted for the
adapted fiscal year.
Schedule of Inter-fund Transfers C -25
C-I
............C-26
.C-28
FI ANCIAL SUMMARIES
Fund Balance
Fund Balance schedules,aile which summarizes activiTy and ending fiwd balances to prol,jde a quick look at
the ongoing statliS oflhe individual funds,and another which provides a 5 year trend.
Fund Balance Activity SummaI)'-by Fund .
5 Year Comparative Fund Balance -by Fund .
Departmental Bndgets
Department level schedules provide on overview of junding source and expenditure use,by each program
within the departmelll.
Department Revenues -by Program C -30
Department Expenditures -by Program C -32
Staffing
The labor position schedules provide a SWIII11W)J level view of operational staffing assignments.jUllding,and
trends.The Personnel Changes Swnl1lmy discusses staffing levels and labor costs ill more detail.
Departmental Staff -by Fund..........C -34
Summary of FTE's -by Department...C -35
5 Year History of Funded Positions -by Department C -36
Sumnlary of Persolulel Changes C -37
Positions by Home Department C -43
C-2
TOTAL BUDGETED FUND ACTIVlTY SUMMARY
FY 2009/10
Fund Category
Operating Funds
General Fund
Community Dev Block Grant
Non-Point Source
Assessment Districts
Equipment Replacement Fund
Workers Comp Self Insurance
ABAG Self Insurance
Office Stores Fund
Mgmt Information Systems
Vehicle Maintenance
Facilities Maintenance
Total Operating Funds
Estimated
Fund Balance
711/2009
$21,887,687
675,113
34,204
93,605
3,175,135
2,677,561
1,880,163
258,125
2,152,621
264,702
652,664
S 33,751,640
Revenues.
PY Carryfwrds
and
Transfers In
$32,523,905
143,975
135,000
35,860
339,280
692,510
528,990
124,500
1,038,420
618,400
1,085,200
S 37,266,040
Expenditures,
Use of FB
and
Transfers Out
$32,522,589
338,975
147,335
43,290
372,697
648,781
606,812
146,000
1,151,488
604,824
1,171.246
S 37,754,037
Estimated
Fund Balance
6/30/2010
$21,889,003
480,173
21,869
86,175
3,141,718
2,721,290
1,802,341
236,625
2,039,553
278,278
566,618
S 33,263,643
Fund
Balance
Change
From py
0.0%
(28.9%)
(36.1 %)
(7.9%)
(1.1 %)
1.6%
(4.1%)
(8.3%)
(5.3%)
5.1%
(13.2%)
(1.4%)
Trust &Agency Funds
Library Trust Funds
Parking DistricI Agency Fund
$323,009
331,443
$6,000
148,380
$317,831
145,730
$11,178
334,093
(96.5%)
0.8%
Total Trust &Agency FUllds
Capital Fllllds
GFAR
Trame Mitigation Fund
Grant Funded eIP Projects
Stonn Drain Funds
Construction Tax Fund
Gas Tax Fund
Total Capital Funds
Redevelopment Agency Funds
Capital Projects
Debt Service
Low/Moderate Housing Program
Total Redevelopmem Funds
TOTAL ALL FUNDS
654,452
$9,942,127
79,233
402,350
677,295
2,472,243
977,759
S 14,551,007
S 1,774,149
6,699,642
8,632.532
S 17,106,323
S 66,063,421
154,380
$15,328,564
65,000
1,989,093
105,850
52,080
595,670
S 18,136,257
635,000
6,744,490
1,771,430
S 9,150,920
S 64,707,597
463,561
$22,673,928
65,000
2,353,483
55,000
350,000
1,279,064
S 26,776,475
I,I 03,676
6,295,300
383,354
S 7,782,330
S 72,776,403
345,271
$2,596,763'
79,233
37,960
728,145
2,174,323
294,365
S 5,910,789
S 1,305,473
7,148,832
10.020,608
S 18,474,913
S 57,994,615
(47.2%)
(73.9%)
0.0%
(90.6%)
7.5%
(12.1%)
(69.9%)
(59.4%)
(26.4%)
6.7%
16.1%
8.0%
(12.2%)
This Total Budgeted Fund Activity Summary schedule groups the Town's funds into four categories based on fund purpose:
Operating Funds -Ongoing operations are funded out of the various Operating Funds.This includes the Town's General Fund
departmental program operations,as well as special revenue activities and internal service functions.
Tn/st &Agency Funds -These funds are held in a fiduciary capacity,with little variation in activity.The Parking District
Fund facilitates a debt service function,and the library Trusts are held for special uses for the library.
Capital Funds -Representing the capital improvement program activity,the Capital Funds reflect the significant progress made
in the ongoing push in the capital program to complete projects,and the resulting decrease in fund balances.
Redel'elopmellt Agency Funds -The RDA is financially extemalto the Town,however it is included in the Town's budget to
reflect the integral association between the two agencies.These funds represent the three functions of the RDA:the capital
program to enhance the project area,the financing aspect of the Agency,and the affordable housing element of the program .
•The large dec/ine ill fimd balance is primarily attributable to authorized appropriations for the /lew police operatiolls blli/ding
alld the Ilellllibrmy.
C - 3
TOTAL TOWN &RDA
REVE 'UE,EXPENDITURE,&FUND BALAJ"ICE TREND INFORMATION
80,000,000
......-...-Revenues ~Expenditures
20,000,000 +------------------------------1
1999100 200WOI 2001/02 2002103 2005106 2006107 2007/08 2008109 2009/10
Total Town and RDA
Fund Balance
80,000,000 r-----------:---,.,-----------~----"
60,000,000 I-------"----~--"-..::------
40,000,000 +----
20,000,000
1999/00 2000/01 2001/02 2002103 2003104 2005/06 2006/07 2007/08 2008/09 2009110
Year End
1999/00
2000/01
2001/02
2002/03
2003/04
2005106
2006/07
2007/08
2008/09
2009/10
Reference
Audited
Actuals
Actuals
Actuals
Actuals
Actuals
Actuals
Actuals
Estimated
Adopted
Revenues
and
Transfers In
35,984,699
35,984,699
41,591,489
47,285,614
36,878,439
47,288,124
57,356,537
57,785,643
57,403,529
64,707,597
Expenditures
and
Transfers Out
30,122,158
31,397,545
42,259,090
40,684,365
40,684,365
40,702,404
50,324,153
54,751,826
53,623,520
72,776,400
Designated
Fund
Balance
$35,831,325
$46,025,269
$39,285,225
$44,995,133
$41,177,235
$52,217,142
$59,249,596
$62,283,413
$66,063,421
$57,994,616
·Expendilures alld Transfers-Olll may exceed Revenues due to the i"c1usio"of planned alld carryfonmrd capital projects,
Approximately $/4 1\11fill/ding/or Library project will come/rom issuance a/Certificates of Participation (COP)ill [lIlltre years.
C-4
TOTAL TOWN &RDA
REVENUE,EXPENDITURE,&FUND BALANCE TREND INFORMATION
The Town continues to focus on priority issues of maintaining public safety;maintaining and enhancing
infrastructure including streets and parks;and providing library.community developmem,and conullunity services
to the Town's community. These priorities are coordinated with protecting the Town's fiscal health,and ensuring
cost efficient and effective delivery of Town-wide administrative services.A cOI1linued emphasis on the
implementation of various cost savings,revenue enhancements,operating efficiencies and a policy to establish a
revenue stabilization reserve over recent years have softened the impact of continuing negative fiscal developments;
however,as depicted in the Revenue and Expenditures graph on the previous page,fund balances are not expected
to grow in FY 2009110.Fund balances are actually expected to decline due to the use of designated reserves for
vital capital improvements as approved in the FY 2009-13 Capital Improvement Plan.
The FY 2009110 budget is a balanced budget,but a the Five Year Financial Forecast projects continuing deficits
each year thereafter if the economy doesn't improve significantly or further corrective actions nO(are taken.
Shortfalls are the result of recessionary impacts on the Town's locally generated revenues and projected cost
increases for employer paid benefits due to PERS investment losses (anticipated to be charged to cities in FY
2011/12)and the ongoing impacts of funding post retirement health benefits on an actuarial basis as required by
Govemmental Accounting Standards Board (GASB)Statement #45.Olher key trends affecting the fund balance
forecast include:
Sa/tiI)1 ami Benefits Increases -Salaries and Benefits account for 30.7%of the Town's total expenditures and 64%
of General'Fund expenditures in FY 2009/10.Delivery of Town services is highly depend em on labor.The single
largest driver of this cost has been the Town's contribution to the Public Employees Retirement System (PERS)on
behalf of public safety employees.The Town's safety retirement contribution rates paid to the PERS have more
than doubled in the recent past years -from 16%of covered payroll in FY 2003/04 to 33.6%in FY 2008/09.In FY
2009/10 this rate changes to 33.8%and projected to be higher in FY 2010/11.All other employee comribution rates
to PERS have increased markedly,from 7%in FY 2003104 to 14.58%in FY 2009/10,with the potential for larger
increases in FY 2011/1 2.
In a proactive response to the fiscal challenges facing the Town,the management group recommended to forgo any
cost of living and perfomlance bonuses for FY 200911 0,whose approximate S200,OOO in annual savings has been
incorporated into the recommended FY 2009/10 budget.Simultaneously,employee bargaining groups were in
discussion with management regarding the potential for approximately $250,000 in budget savings obtainable from
reduced cost of living increases,furloughs,or some combination of both.For FY 2009/10,the Memorandums of
Understanding (MOU)for the Town Employee Association (TEA),American Federation of State,County,and
Municipal Employees (ASMFE),and Police Officers Association (POA)stipulate salary increases of 3%,3%,and
4%respectively.
Other Cost Drivers ~Chief among other cost drivers are the continuing rise in energy costs,including fuel for
Police vehicles and Parks &Public \-Yorks field trucks,water for Town parks,landscaping and facilities,and natural
gas and electricity to provide heating,air conditioning,and lighting for public infrastructure and facilities including
street lights,parking lots,parks,and the Town's Civic Center,Neighborhood Center and Corporation Yard facility.
The Energy Information Administration of the US government projects that energy costs will continue to increase in
FY 2009/10.As a result,the Town will continue to explore energy efficient alternalives at existing and future
facilities.
Revenue Recovery -During the boom years of the mid-late nineties,the Town s General Fund operating revenues
increased at an average rate of 13.8%per year between 1996 and 2001.However.between 2002 and 2004 General
Fund revenues declined.but subsequently showed signs of recovery in 2005.Excluding two one-time revenue
sources (FY 2008/09 Vasona land sale of 56 million and FY 200911 0514 million library project bond proceeds),FY
2009110 are expected to decline.This represel1ls approximately a 3%decrease in revenue compared to FY 2008/09.
Recovery from the current economic recession is predicled to be slow and revenues for FY 2009/10 are expected to
show little or 110 growth.
C-5
TOTAL TOWN &RDA
REVENUES,EXPENDITURES &FUND BALANCE FIVE-YEAR SUMMARY
GENEH.AL FUND SI'£CIAL REVENUE FUNDS
200S/06 2006107 20117/08 2008109 20119110 2005/06 2006/07 2007/08 2008/09 2009/10
Actual Actual Adual Eslilll:llc UudJ,:Cl Actlllli ActUlll Acltml Estimate U1ull.:et
HEVENUES
Property Tax 5,831,822 6,645,436 7,036,875 6,922,920 6,922,920 37,161 33.613 33,725 33.510 33,510
VLF Backtill 1,923,378 1,990,555 2,141,994 2,302,186 2,325,200
S:llcs &Usc Tao'';8,655.566 9,509,947 9,345,432 8.700.000 8,677,460
Fr;Jn<;lllSc F...:cs 1.130,190 1,162,038 1,659,829 1,665,600 1,689,260
Tr;lllslo.;lll Occupancy Tax 1,028.664 1,108,257 1,245,078 1,100,000 1,080,000
Olh..:r Ta,-,;cs 19.810 1,209,138 1,144,647 1,I03,456 1,127,000
Lk:clIscs &Permits 2,611,108 2,382,477 2,450,828 1.789.880 2,199,610
Intergovernmental 2,779,681 6~1,165 828.623 818,638 796.090 234.895 113.608 144.333 142,890
108,975
Towil Servtces 3.006,634 1,9~8.3 12 1.851.638 1,976.783 2.353.250 133,341 177,630 168,074 135.000 135,000
Internal Srvc Reimbursemen\
Fines &Foneilures 608,331 561,645 369,292 497,180 496,040
()Interest 1,407.265 2.576,062 3,123,491 l.760,938 1,580,000 60,040 55,198 35.010 39.500 37.350
'"Other Sources 3.044,367 3.005,895 1.711.557 8.896.308 2.801.155 526,574 221,082
Fund Transfers III 430,839 114,470 148.369 569,394 475,920 665 224,110
TOTAL nEVENtJl-:S 32.477.655 32.935.397 33.057.653 38.103,283 32,523,905 992,676 601.131 605,252 350.900 -j (4,835
EXl'ENornJnES
Salartes &Bcnctits 18.088.938 18,377,769 19,445,619 20,582,091 20,659,566 400,647 282,474 257,149 108,800 112,544
Olx:ratltl~Expenditures 3,866,158 4.171.699 4.556.099 6,017,821 6.497,965 162,703 116.744 205,697 93.827 94,330
GranlS &Awards 176,282 184.329 196,042 299,290 201,230 61,681 435,456 35,564 179,502 227,050
Fixed Assets 192.343 30,59~62,628 8.136
Interest 27,985 40,447 21.376
Internal Service Charges 2.904,563 3,158,892 3,401.191 3.597,500 3,412,858 60,713 48.260 49.029 40.300 16,739
C;lpttal Projects
C:lpttillAcqutsitions 1.012,884
Facilities Matnten:lI1ce
D",bt Service 932.122 931.078 930.717 924,135 925,970
Transl~rs 475.664 4.194,094 6,339.504 1.916,500 825.000 213.717 56.830 82,210 426,424 78,937
'1'0'1',\1,[XIIENOITtJnES 26.636,070 32,061.343 34.931,800 33,345,473 32.522.589 927,446 980.211 651.025 848.853 529.600
Net Illacasc (I)l'ncasc)5.841,585 874,054 (1,1)74,147)4.757.810 1,316 65,230 (379.080)(45.773)(497,953)(214,765)
Ucgilllling Fund Halalll'('12.288.390 18,129.975 19,004.029 17,129.882 21.887.692 1.660,560 1.725,790
1,346,710 1.300.937 802.984
1-:lIllinJ,:rU1I(1 Ulthlll('C $18,129,975 $19,004,029 $17,129,882 $21,887,692 $21,889,008 $1,725,790 $1,346.710 $1,300,937 $802,984 $588.219
TOTAL TOWN &RDA
REVENUES,EXPENDITUI~ES &FUND BALANCE FIVE-YEAR SUMMARY
INTEHN,\L sEnv I ('I.:HINDS LIlJltAlt\'TIHISTS &I)Alth:ING ASSESSI\IENT FlINns
2110:1i/06 2U06l117 2U071H1'l 2f1111J/09 2009110 21111~/116 2uOMU7 2007108 21108/09 21109/111
At'lm,1 A('lulil 1\('lIml Eslilllalc Utld~l'l A('lual A('lIll1l At'llIal Eslilliaic BlIdJ,:l'l
UEVENtlES
l'mrR:f1y Tao,;138.206 IJ7J>]7 r 45.555 137,465 139,380
Vl.1'"lI:u.:~rili
Saks &,Usc Ta\
j'r.lIldllSo.;h..'\:~
rrallSl!;111 Ol;clIpancy T:I\
Olho.:(raxc~89.I·n 57,221 19,656 15.000 15.000
I.ICCI1SCS &I'cfll1tlS
InlcrgovCl"lllllCllla 1
'I'IIWII Scrvlcc~89,686 9..J,021 91,669 66.000 66,000
(lllenulI Sn c Rdmhul'sclllClll 3.652.58<)3.908.859 4,212.lWI 4,360.650 4,282,700
FIlles &Furlcilurcs
()Inh,:rc:-.l .7 .6 50 [·UI-l 22.366 22.020 21,150 13.000....Olher SIlIln.:C~128.163 119,155 139,783 86,286 63,600 56.561 21.725 25,275 32.050 2,000
Flind Tr.mskr:.In 15.500 20.980
TOTt\I.I(t-:\'ENIII':S 3,959,62S -1,179,302 -1,-189,-176 4.548.916 4.-127,300 208.981 181.728 192,850 190,665 15-1,380
EXI'ENI)rnJI(ES
S.il'II'I~S &U~lldit:.885,8-17 897,631 981,151 1,054.200 1,1-16,88-1 9,S99 9,40-1
()p~r:HlIlg E,-':P~lItlllur-:s 1,7M2,258 2,16-1,154 2.7K 1,990 2,479,622 2,832.890 31.329 19,065 36,660 37,026 320,631
GrOlllts &i\wurd:.
hx~d i\ss-:t:.216,170 363.66K -151.350 376,755 503,074 12.610
IIlll:r~SI 70,537 64.395 142.836 145.681 1-12.930
Illt~:mal S~rvl~e Charges 313 1.2l.JO
C:tpll:tl llruJI.'(b 495.298
Capll:II i\1.:\IIIISlllHtlS
Faelllll~S Maltlll:nallce 19,857 29,163
I)~hl S..:rvll;e 75,000 80.000
'I r:lII:.t~rs 1-16,-150 1,235,322 119,471 669.534 219.000
T()'I'..\I,Io:XI'ENIHTlI!(ES 3,5-15.880 -1,689,938 -1.333.962 4,580,I 1I 4,701.848 199.688 17-1,15-1 179,496 182.707 463,561
Nt'l Illl'I't'a,~t·(IJcl·!'t'aSt·)413,74S (510.636)155.514 (31.195)(274,548)9,293 7.574 13,354 7,958 (309.IRI)
U,·l-tilillilll-t FUIIt!Hallllll'c 11.033,5-10 11.-I-I7.28~10.936.652 11,092.166 11.060.971 616,273 625.566 633,140 646,-19-1 65-1,452
Ellililll-t Funt!Ulilall('C $11,4-17.288 $10,936,652 $11.092,166 $I 1.060,971 $10.786,-123 $625.566 $633.140 $6-16.-194 $65-1.-152 $345,271
TOTAL TOWN &RDA
REVENUES,EXPENDITURES &FUND BALANCE FIVE-YEAR SUMMARY
Ct\I~ITAL I'I~O.JEcr FUNDS n.[DEVELOPM[NT AGENCY
2005/06 2006/07 2007108 2008/09 2009/10 2005/06 2006/07 2007/08 2008/09 2009/10
At'lual Afillal AclU:11 Eslim:lle nUdget Achllli Artual Artulil Estimate Uudl!,t'l
I~EVENLJES
Property Tu,.;5,976,062 7,425,925 8,072,176 7,231,383 7.386,550
VLF Backfill
Sales &Usc Tux
Franchise Fees
Transient Occupancy Tax
OlhcrTuxcs 348,988 180,826 29,656 15,000 15,000
Licenses &Permits 126,193 202,492 154,000 277,000
Intergovernmental 804.785 1.444,906 2,155,286 1,904.023 2.782,640 932,122 931,078 930.717 924.135 925,970
'1'0\\11 Services 6.676
Intermll STve Reimbursement
Fines &FoncilUrcs
Inlerest 96.750 166.890 134.270 131.900 62,600 358,764 809,827 897,964 293.400 263,400
()Other Sources 341,554 106,681 153.286 324.870 14,075.000 3.464 4
CIIl Proj Reimbursement 64.608 117.305 41.105 (10.500)
00 Fund Transfers [n 715,409 5,429,414 6.273,466 2,666,554 924.017 2.720.000 550.000 575,000
575.000
TOTAL REVENUES 2,372.094 7.572.215 8.989.561 5.185.847 18.136.257 7.277.088 11.886,830 10,450.861 9.023.918 9.150.920
EXI)ENIlITURES
Salancs &Bcnclits 8.277 35.271 48.298 117.959 269.810 226,447 250,869 193,700 263.105
Operating Expcnditun..-s*1.197 3.153.318 3,609,025 3.981.742 4,354,089 4.519.090
Grants &Awards 121.707 100.000 932.700
Fi:-.:cd Asscts 96.293 180.130
Intercst 682,538 666.914 651.556 629.138 610.970
Illtcnwl Scrvice Chargcs 443 1.515 2.280 5,114 15,191 13.956 15,516
11,600 16.039
Capnal ProJccts 2.520,719 2,478,972 5,340.852 6,016,362 26,376,401 881.039 983.389 1,401.591 1.272.882 407.156
Capit'llAcquisitiolls
F'lcilities Maintcnance
Debt Service 1.33 1.705 1.345,245 1,359,885 1,369.135 1.390,970
Transfers 311.081 57.640 120,259 244,470 277,000 2,720.000 550,000 575,000 575.000
TOTAL EXI'ENI)ITLJH.ES 2.938.010 2.753.528 5.511.689 6.260.832 26.776.474 6.455,308 9,664.976 9.143.859 8.405.544 7.782.330
Nl'I hU'n'lIse (l)l'Hellse)(565,916)4,818,687 3,477,872 (1.074,985)(8,640,217)821,780 2,221,854 1.307.002 618.374 1,368.590
Bl'~iIlUill:;Fuud 11:11:llIl'e 7JN5,347 7,329,430 12,148,117 15,625,989 14,551,004 12,137,311 12,959,092 15,180.946 16,487,948 17,106,322
Elldilll!Fund IhllIlU'l'7,329,430 $12.148,117 $15.625,989 $14.551.004 $5.910.787 $12.959.091 $15.180.946 $16,487,948 $17.106,322 $18'.474,912
TOTAL TOWN &RDA
REVENUES.EXI'ENDITURES &FUND BALANCE FIVE·YEAR SUMMARY
TOTAL ALL FllNDS
211115/116 20116107 2007/08 2UtlS/09 2U09/111
Al'lu:ll t\rlual Actual Estiru:lle Uutl;;l'l
IU:VENm:S
Prup\:ny Ta.\:11,983.253 14,242.612 15.288,331 14,325.278 1-1,482.360
VJ.F ll:ld.lill 1,1)23,378 1,990.555 2,141.994 2,302,I H6 2,325,200
Saks &Usc Tlt"8,655,566 9,509,947 9,345,432 IPOQ,OOll 1<,677,-160
Fr:lIlclll:.c Fees 1,13tl,190 1,162,O311 1,659,829 1,665,6UO 1.6H9,260
'fr:U1S1Clll Uccupancy Tll)\I,02K664 1,108.257 1.245,07.s I,IOO,UlIlI 1,01<0,000
Olher I [\.\(c~457,94 I 1,447,1 liS 1.203,959 1.133,-156 1,157,000
I,ICCI1:.CS &1''':1'111H~2,611,IU8 2,508,670 2,653,320 1,943,llSO 2,476,610
111ICI'~l)n:rnmcI11al -1,75 1,-IllJ 3,170,757 -1,058,959 3.7l\9,6.s6 4,613,675
'l\j\\!l SCI'IC..::S 3,236.337 2.259,963 2,111,381 2,177,783 2.55~,250
Intenml Sr\c Reimblirselllenl 3,652.589 3,90IL859 ~.212,818 4,360,650 ~,2&2,700
hnes &1'\lrtCl1ures 6OlU31 561.6~5 369.292 ~97,lllO ~96,O~O
Jlllere~t 1,937,080 3,630,3119 ~,212,805 2,2~6,888 1,956,350
Olher Sourcc!>~,100,683 3,47~,538 2,029,905 9,339.51~16,9~1,755
elJI J>(OJ RClmbur~cmenl 6~,60S 117,305 ~1,105 (10.500)
!'tmu l'ransli:rs In 1,1~6,913 8,263,88~7,211.~H 3,831,928 1,97~,937
n T(JTt\I,IU:VENIII':S ~7,21HU24 57,356,6(}..1 57,785.653 57,~03.529 6~,707,597
'0 1':XI'I':NUI'I'tIIU:S
Sllllll'leS &l.lenl:!ilS 1t),663,~10 19,8211,99~20,983,086 21,938,791 22,300,058
0rll.:mll11g 1:"~rll.:tldllllres 8,1)96,%3 10,08U.687 11.562,188 t2,982,3115 1~,26~,906
(j((lnl~&1\\~11f{b 359,670 719,785 [,164,306 ~78,792 ~28,280
FI"cd A:.~els 517,416 574,396 513,97l:l 3K4,891 503,074
Inleresl 7K 1,060 771,756 815,768 774,819 753,900
InlenHiI Service C:harge~2,981,223 3,223,913 3,468,016 3,649,400 3,450.75()
C:IP111111'mJeels 3,S'>7,U56 3,462,361 6,742,443 7,21.;9,244 26,783,557
ClIPll:lll\cqWSltlOtlS I,U12,S84
1':Lcllllle~M;lltllell;lI1Ce 11),857 29,163
Deht Service 2,338,827 2,356,323 2,290,602 2,293,270 2,3J6,9~O
Trlln:.lcrs 1,1~6,912 8,263,S86 7,211.~~~3,831,928 1.97~,937
TOTAl,EXI'I':NUl'nIUES ~{),702,39~50,32~,[~S 5~.75UDI 53.623.520 72,776,402
Nl'l IIH'n'asl~Ilkl'n'IISI'J 6,585,720 7,O32,~53 3,033,822 3,780,009 IK,0611,S05}
Ih1-:;llllill:.\lo'uIIl1 HllllllICI'~5,631,~21 52.217,J~[59,249,593 62,2S3,~15 66,063,~2~
Elltlill\.:1~'lIntl HllllllIl't'S 52,217,1~1 S 59,2~9.59~S 62,283,415 S 66,063,42~S 57,99~,619
•('I","~,'J"I'Ih",,',/Il'm"1','fl"t'/l~JIIIJI"'II"1I"jlllt'
/',,11(','(J/lI'r/Jl/wl IIlIIldlll)!.Wllllhl'1/1/11/11/"11 "JIll,'1"hl'lIl')'(:fJlI.,'rItL'IItJII,
TOTAL TOWN &RDA REVENUES
By FUND
(Includes Transfers In)
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10 Chang"
Fund Fund Nallll'Aclu:lIs Actuals Actuals Adopted Estimated Adopted (rom py
Gel/erul FUllds
111 General Fund 32.493,187 32,919,772 33,057,647 32.475,653 38,103.283 32,523,905 0.1%
111 Special Revenue Grants 2,510 15,558
Special Re,'elllll!F"flds
221 Solid Waste Management 388,497 271,505 265,153
211 HCD Housing Rehabilitation 57,530 51,118 32,140 52,000 36,800 35,000 (32.7%)
212 HCD·CDBG 179,264 66,750 104.702 113.994 142.890 108,975 (4.4%)
222 Urban Run-On-Program 176.333 174,063 166,660 135.000 135,000 135,000 0.0%
Sewer Mainlcnancc 133,342
Assessment Districts
231 Blackwell District 3,210 3,282 3,308 3,200 3,260 3,240 1.3%
232 Kennedy Meadows District 10,589 10,735 10,549 10,375 10,575 10,555 1.7%
232 Gemini Court District 4,270 4,380 4,374 4,290 4,400 4,340 1.2%
233 Santa Rosa Heights District 9,610 7,167 6,480 6,500 6,200 6,000
(7.7%)
234 Vasona Heights District 9,930 9,973 9,901 9,775 9,895 9,865 0.9%
235 Hillbrook District 2,063 2,155 1.983 1,950 1,880 1,860 (4.6%)
AlTOyo Del Rancho
Intemu'Sen'ice FU1Ids
611 Self Insurance Fund 506,227 537,767 586.436 518,400 566,800 528,990 2.0%
612 Worker's Comp Sclf Insurance 634.178 601,059 668,518 652,800 590,000 692,510 6.1%
621 Management Info Systems 822.041 858,940 951.982 1,074,970 1.066,830 1,038,420 (3.4%)
622 Otlice Stores Fund 84.593 81.953 104,521 124,480 143,000 124,500 0.0%
631 Equipment Replacement 403,370 357.700 409,460 421,470 421,520 339,280 (19.5%)
632 Vehicle Maintenance Fund 501,765 598,530 612,247 637,100 637,100 618,400 (2.9%)
633 Facilities Maintenance Fund 1,007,454 1,143,352 1,156.lIO 1,138.200 1,123.666 1,085,200 (4.7%)
T",st &Agency Futlds
711 Library Trust 46,606 18,840 24,384 18,900 31,650 900 (95.2%)
712 '·Iooked on History Project 13,525 4,855 3,141 3.950 1,550 2,100 (46.8%)
713 ess Trust Bequest 4,320 7.470 4,950 7.000 6.000 2,000 (71.4%)
714 Betty McClendon Trust 4,030 3,040 3.600 3.000 1,000 (72.2%)
721 Parking District #88 144,530 146,533 157,335 148.465 148.465 148,380 (0.1%)
Capital Project Funds
411 GFAR 1.024.851 5.969,777 6,985,783 2.700,634 2.987,391 15,328,564 467.6%
421 Grant Funded C'IP Projects 183.304 692,585 1.204,395 3,007.156 1.265.766 262,017 (91.3%)
461 Stonn Drain #I 45.303 50.694 57.092 177,520 171,090 48,220 (72.8%)
462 Stonn Drain #2 209.187 98.050 64,394 63.020 5.3.000 52,630 (16.5%)
463 Stornl Drain #3 32.465 11.911 11.192 16.930 (2.100)5,000 (70.5%)
471 Trallic l'.litigalioll 180.000 25.081 50.000 110.000 65.000 30.0o~
472 Const Utility Underground 142.413 153,551 106,096 146,370 97.000 52,080 (64.4%)
481 Gas Tax -Street &Signal 554.571 570.569 560.610 58-1.200 503.700 595,670 2.0%
Rede)'elopmem Agency F""ds
911 RDA •Capital ProjIXt Funds 595.589 3.437.448 688.569 672.850 650,000 635,000 (5.6~~)
921 RDA -Debt Service Fund 5.524,806 6.594,403 7.834.893 7.409,970 6.621,259 6,744.490 (9.0%)
931 RDA -LowlModerate '·Iousing 1.156.692 1.854,981 1,927,398 1,743.660 1,752.659 1.771,430 1.6%
Total Fund Re\'and Transrers-In 47,288,124 57,356,537 57,785,643 54,134,382 57,403,529 62,980,521 16.3%
Plus Estimated PY Carryfon\<ard Grant Revcnuc for Capital Projects 1,727,076
Total Fund Revenues,Transfers -In,and Prior Year Carryrorwards 64,707,597
Plus Estimated Use of Town Fund Balance for Capital Projects 22,299,182
Plus Estimated Usc ofRDA Fund Balance for Capital ProjIXts 407,156
Tolal Fund Re\'cnues,Transfers -In,Prior Year Carryforwards.and Use of Fund Balance 87,413,935
C·10
TOTAL TOWN &RDA REVENUES
BYF'uND
Capital Project Funds
28.0%
______Redeveklpmenl Agency
Funds
14.1%
Trust &Agency Fundsr0.2%
/
Internal Service Funds
6.8%
/
General FundJ
50.3%
Special Revenue Funds
0.5%
FY 2009/10 Revenues By Fund
2005/06 2006107 2007/08 2008/09 2008/09 2009110 %of
Actuals Actuals Actuals Adopted Estimated Adopted Total
General Fund 532,493,187 532,919,772 533,057,64 7 532,475,653 538,103,283 5 32,523,905 50.2%
Special Revenue Funds 974,638 601,128 605,250 337,084 350,900 314,835 0.5%
Internal Service Funds 3,959,628 4,179,301 4,489,474 4,567,420 4,548,916 4,427,300 6.8%
Trust &Agency Funds 208,981 181,728 192,850 181,915 190,665 154,380 0.2%
Capital Project Funds 2,372,094 7,572,218 8,989,562 6,745,830 5,185,847 18,136,257 28.0%
Redevelopment Agency Funds 7,277,087 11,886,832 10,450,860 9,826,480 9,023,918 9,150,920 I 14.1%
Total Rev &Transfers In S47,285,614 557,340,979 557,785,643 554,134,382 S57,403,529 S 64,707,597 100.0%
TOWN and RDA REVENUE mSTORICAL TREND
(Includes Transfers In)
FY Total Status 70,000,000 --1999/00 28,275,748 Acruals 60,000,000
2000101 35,984,699 Actuals 50,000,000
2001/02 41,591,489 Actuals 40,000,000 ---2002/03 47,285,614 Actuals
30,000,000 •.'.20,000,000
2005/06 47,285,614 Actuals 10,000,000
2006/07 57,340,979 Actuals
2007/08 57,785,643 Actuals ~~~'~'",,,-,h~~f'''ft'""A\",,"2008/09 57,403,529 Estimated -q ""<§>".;;""""~~~'lJ ~q,'""","'.'",~,~","
2009/10 64,707,597 Projected
C -11
TOTAL TOWN &RDA EXPENDITURES
ByFu D
(Includes Transfers Out)
2005/06 2006107 2007108 2008109 2008109 20091'0 ~.
Fund Fund Name Actuals Actuals Actuals Adopted Estimated Adopted Change
General Funds
111 General Fund 26,636,071 32,027,220 34,931,799 33,793,250 33,345,473 32,522,586 (3.8%)
111 Spedal Revenue Grants 18,039 34,125 -%
Special Re~'en"e Fu"ds
221 Solid Waste Management 308,620 262,569 307,449 296,554
211 I-ICD Housing Rehabilitation 27,985 429,222 21,376 240,000 176,772 230,000 (4.2%)
212 HCD-Community Block Grant 179,264 65,844 102,397 114,124 142,890 108,975 (4.5%)
222 Urban Run-Orr Program 219,219 177,014 186,400 184,100 189,347 147,335 (20.0%)
Sewer Maintenance 133,342 -%
Assessmcm Dis!ricts
231 Blackwell District 3,310 3,104 2,490 3,220 3,220 3,220 0.0%
232 Kennedy Meadows District 7,181 16,606 6,767 8,060 8,060 8,060 0.0%
232 Gemini Court District 3,215 3,031 3,076 5,000 5,000 5,000 0,0'.
233 Santa Rosa Heights District 6,768 5,745 8,638 13,140 13,140 13,140 0.0%
234 Vasona Heights District 11 ,884 12,177 7,958 8,490 8,490 8,490 0.0%
235 Hillbrook District 5.296 4,898 4,472 5,380 5,380 5,380 O.O~..
Arroyo Del Rancho 3,324 .%
Internal Service Funds
611 Self Insurance Fund 398,988 459,933 856,024 610,900 542,080 606,812 (0.7%)
612 Worker's Comp Self Insurance 260,675 398,156 477,923 663,640 496,495 648,781 (2.2%)
621 Management Info Systems 642,904 1,354.050 913,660 1,528,200 1,038,290 1,151,488 (24.7%)
622 Office Stores Fund 72.702 82,720 107,936 144,530 122,802 146,000 1.0%
631 Equipment Replacement Fund 331,186 759,669 480,135 373,817 337,235 372,697 (0.3%)
632 Vehicle Maintenance Fund 520,239 541,452 571 ,823 639,300 603,699 604,824 (5.4%)
633 Building Maintenance Fund 1,319,186 1,093,959 926,458 1,596,500 1,439,510 1,171,246 (26.6%)
Trust &:Agency Funds
711 Library Trust 17,695 11 ,389 18,340 15,500 23.250 43,875 183.1%
712 Hooked on History Project 34,442 15.598 9,850 8,373 11,000 (100.0%)
713 Ness Trust Bequest 182,577 -~,
714 BellY McClendon Trust 5,691 5,000 91,379
721 Parking District :;88 147,552 147.166 145,616 148,460 1~8,457 145,730 (1.8~")
Capital Project Flllfds
411 GFAR 1,005,366 1,584,084 3,257,216 25,637,2H 4,991,6~8 1,412,200 (9-1.5%)
421 Grant Funded CIP Projects 188,877 824,442 1,368,653 2,663,127 557,704 262,017 (90.2%)
461 Stonn Drain :#1 215,000 144,477 26,337 157,013 163,890 55,000 (65.0%)
461 Stonn Drain #2 400,000 14,150 -%
463 Stonn Drain #3 7,386 184 21,000 171,430 271,-130 (100.0%)
471 Traffic Mitigation 205,081 (48,360)14,259 50,000 110,000 65,000 30.0%
472 Const Utility Underground 350,000 .%
481 Gas Tax·Street &Signal 916,301 234,553 824,223 839,224 166,160 606,000 (27.8%)
Rede.'elopment Age"cy FUllds
911 RDA -Capital Project Funds 1,482,950 1,553,439 2,007,715 2.360.626 1.873,626 696,520 (70.5%)
921 RDA -Debt Service Fund 4,591,731 7,702,276 5,850,268 6,194,890 6,213,291 6,295,300 1.6%
931 RDA·Low/Moderate Housing 380,626 409,262 1,285,876 403,630 318,627 383,354 (5.0%)
Total Operatln~Exp by Fund:40,702,404 50,324,153 54,751,826 78,686,198 53,623,520 48,342,986 (38.6%)
Plus Estimated PY Carryforward of Town Grant Funded Capital Project Appropriations 2,091,466
Plus Estimated PY Carryforward of Town Capital Project Appropriations 21,934,792
Plus Estimated PY Carryforward ofRDA Capital Project Appropriations 407,156
TOlal Fund [xpendltuns,Tnnsrers-In,and Prior Year Carryforward.s:72,776,400
C -12
TOTAL TOWN &RDA EXPENDITURES
By FUND
[nlemal Service
Funds
6.5%
Special Revenue
Funds
0.7%
General Fund /
44.7%
Trusl &Agency
Funds
0.6%
/
Capital Projeci
Funds
36.8%
\.-Redevelopment
Agency Funds
10.7%
FY 2009/10 Expenditures by Fund
2005/06 2006/07 2007/08 2008/09 2008/09 2009110 2009/10
Actuals Actuals ACluals Adopted Estimated Adopted %
General Fund 526,636,071 532,027,220 534,931,799 533,793,250 533,345,473 532,522,586 44.7%
Special Revenue Funds 909,408 980,210 651,023 581,514 848,853 529,600 0.7%
Internal Service Funds 3,545,880 4,689,939 4,333,959 5,556,887 4,580,111 4,701,848 6.5%
Trust &Agency Funds 199,689 174,153 179,497 177,333 182,707 463,561 0.6%
Capital Project Funds 2,938,011 2,753,530 5,511 ,688 29,618,068 6,260,832 26,776,475 36.8%
Redevelopment Agency Fuoos 6,455.307 9.664,977 9.143.859 8.959.146 8.405,544 7,782,330 10.7%
Total Exp &Transfers Out 540,684,365 S50,290.029 S54,75I,826 578,686,198 553,623,520 S72,776,400 100.0%
TOWN and RDA EXPENDITURE mSTORICAL TREND
(Includes Transfers Out)
FY
1999/00
2000/01
2001/02
2002/03
2005/06
2006/07
2007/08
2008/09
2009/10
Total
30,122,158
31,397,545
42,259,090
40,684,365
40,684,365
50,290,029
54,751,826
53,623,520
72,776,400
Status
Audited
ACluals
Actuals
Acruals
Acruals
Actuals
ACluals
Estimated
Projected
80,000,000
60,000,000
40,000,000
20,000,000
h"~
-------
The adopredjiscal year expendilllre 10101 reflects (I spike due 10 tile i"c/usion ofcarryfonmrd appropriations/or prior year's
IlIIcomplered capiral projects.
C-13
TOTAL TOWN &RDA REVENUES
By CATEGORY
FY 2009/10 Budgeted Revenues
Transient
Occupancy
Tax
518,000,000
$16,000,000
514,000,000
512,000,000 .
510,000,000 .
18,000,000
16,000,000
S4,000,ooo
51,000,000
So
Property
Tax
Revenues
Property Tax
VLF Backfill Property Tax
Sales &Use Tax
Franchise Fees
Transient Occupancy Tax
Miscellaneous Other Taxes
licenses &Permits
Intergovernmemal Revenues
Town Services
Internal Service Reimbursements
Fines &Forfeitures
Interest
Miscellaneous Other Sources
CIP Proiect Reimbursement
Total Revenues
Plus Transfers In:
Total Revenues &Other Sources
Sales
&Use
Tax
2005/06
Actuals
S 11,983,252
1,923,378
8,655,566
1,130,190
1,028,664
457,941
2,611,108
4,751,483
3,236,338
3,652.589
608,331
1,937,079
4,100,682
64.608
546,141,209
1,146,912
547,288,121
2006107
Actuals
S14,242,610
1,990,555
9,509,947
1,162,038
1,108,257
1,447,185
2,508,670
2,224,123
2,341,563
3,908,859
561,645
3,630,389
4,331,525
125.283
549,092,649
8.263,886
557,356,535
ntern
Licenses TO\m Fines Mise
&Services &Other
Permits Forfeitures Sources
2007108 2008/09 2008/09 2009/10 %or
ACluals Adopted Estimated Adopted ---!!!..!L
514,971,529 514,952,555 S 14,325,278 S 14,482,360 23.0%
2,452,797 2,206,250 2,302.186 2,325,200 3.7%
9,345,432 9,058,300 8,700,000 8,671,460 13.8%
1,659,829 1,756,100 1,665,600 1,689,260 2.7%
1,245,078 1,210,000 1,100,000 1,080,000 1.7%
1,203,960 1,195,000 1,133,456 1,157,000 1.8%
2.653,321 2,548,390 1,935,354 2,476,610 3.9%
3,128,238 5,163,303 2,865,551 1,960,629 3.1%
2,152,516 2,530,972 2,175.809 2,554,250 4.1%
4,212,788 4,348,140 4,360,650 4,282,700 6.8%
369,292 412,400 497,180 496,040 0.8%
4,212,805 2,156,520 2,210,088 1,921,350 3.1%
2,960,623 3,936,175 10,300.449 17,902,725 28.4'_
0.0%
550,574.208 551,474,105 553,571.601 561.005,584
7,211,444 2,660,277 3.831.928 1.974.937 3.1%
557.785.652 554.134,382 557.403,529 562,980,521 100.0%
Total Budgeted Revenues (ex.c1usive of Bond Proceeds and Transfers In)reflect mild growth in receipts for most revenue
categories.Some revenues of note are as follows:
Property Tax -Property Tax revenues are anticipated to remain flat in FY 200911 O.
Sales and Use Tax -Sales and use tax revenues have been impacted by the national recession.This decline has been
partially offset by the continued success of one internet retail business.The sales and use tax revenue for FY 2009/10 is
projected to be flat and subsequent fiscal years have a 1-3%growth,assuming that the economy shows signs of recovery.
Licenses and Permits -Licenses and Permits reflect a projected 4 %increase 2009110 due to fee adjustments and
overhead recovery.Development activity is forecasted to be lower in FY 2009110 than in prior years,but fee adjustments
and overhead charges have offset this anticipated decline.
Intergovernmental Revellues -Increases in intergovernmental revenues are due primarily to adjustments related to the
renewal of the police services contract between the Town and the City of Monte Sereno.
Interest-Interest income is forecasted to be lower in FY 2009/10 due to a declining interest rate environment and reduced
cash balances than prior years as a result of significant capital ex.penditures planned for the coming fiscal year.
C -14
TOTAL TOWN &RDA EXPENDITURES
BVCATEGORV
FY 2009/10 Budgeted Expenditures
30,000,000
25,(0),000
20,000,0Cl0
15,000,000
10,000,000
5,000,000 -
Salaries
&Benefits
Grams
Fixed
Assets
Interest Capital
Projects
Debl
Servi:e
Transfers
Out
2005/06 2006/07 2007108 2008/09 2008/09 2009/10 %of
Expenditures Actuals Acluals Actuals Adopted Estimated Adopted Total
Salaries and Benefits S 19,663,420 S 19,823,473 S 20,983,086 S 23,263,513 S 21,938,791 S 22,301,420 30.6%
Operating Expenditures 6,944,836 7,217,551 8,515,466 10,478,073 9,584,286 10,787,756 14.8%
Grants 353,439 719,785 1,164,306 503,220 478,792 428,280 0.6%
Fixed Assets 517,414 394,265 469,509 594,437 326,755 417,074 0.6%
Interest 781,060 771,364 651,556 629,150 629,138 610,970 0.8%
Internal Service Charges 2,981,222 3,223,588 3,468,017 3,602,540 3,649,400 3,449,387 4.7%
Capital Projects 3,401,757 4,655,381 6,786,911 31,167,361 7,347,380 26,869,557 36.9%
RDA Pass Thrus 2,513,514 2,897,786 ),210,934 3,543,780 3,543,780 3,620,080 5.0%
Debt Services 2,338,827 2,357,075 2,290.602 2,293.290 2,293.270 2.316,940 3.2%
Total Expenditures $39,555,489 S 42,060,268 $47,540,387 $76,075,364 S 49,791,592 S 70.801,464
Transfers Out 1,146,913 8,263.886 7,211,444 2,610,834 3,831,928 1,974,937 2.7%
Total Uses of Funds $40,702,402 $50,324,154 $54,751,831 $78,686,198 $53,623,520 $72,776,401 100.0%
Total Budgeted Expenditures (exclusive of Transfers Out)include budgeted Capital Improvements,which can vary
significantly from year to year.Net of Capital Projects,total expenditures reflect an overall increase of 7%in FY 2008/09
from the prior years adopted budget.Expenditures of note include:
Suluries uml Bellefits -Salary and Benefit expenditures reflect cost of living increases for miscellaneous and safety
employees (excluding management)and post retirement expenses related to GASB 45.
FL'l:ed Assets -Budgeted fixed asset costs stem primarily from scheduled vehicle and equipment replacements.The
variance in expenditures from year to year does not impact current year charges to the departments,only the actual cash
out to replace the asset.
[Iltemul Service Churges -Internal service charges have been reduced to reflect adjustments made to operating costs,
changes to equipment replacement schedules,and other efficiencies.
C -15
on-Departmental
71.5%
\f'
GENERAL FUND REVENUES
By DEPARTMENT
CommunityrDevelopment
11.4%'
/Police ~;~rtment
:..-;......:....--,Administrative Services
Dept
8.00j,
Parks &Public Works
'-------2.4%
~Community Services
Library Services 0.8%
0.2%
FY 2009/10 Departmental Revenues
2005/06 2006/07 2007108 2008109 2008/09 2009/10 %of
Departments Actuals Actunls Actuals Adopted Estimated Ado led Total
Town Treasurer S 1,250,001 S 2,426,062 S 2,973,491 S 1,140,800 S 1,610,938 S 0.0%
Non-Departmental 23,835,607 22,522,673 23,374,803 23,603,188 28,913,301 22,923,520 71.5%
•Administrative Services 1,020,979 1,177,015 1,138,510 1,100,600 1,100,000 2,552,000 8.0%
Community Development 3,070,115 2,997,419 2,954,123 3,834,200 3,030,496 3,641,180 11.4%
Police Department 2,024,679 1,722,152 1,583,858 1,664,110 1,793,957 1,832.310 5.7%
Parks &Public Works 612,975 663,591 606,755 588,300 721,013 771,885 2.4%
Community Services 173,515 1,217,910 205,616 282,100 297,309 261,870 0.8%
Library Department 74,478 78,480 71,532 77.985 66,875 65,220 0.2%
Total General Fund Revenues S 32,062,349 S 32,805,302 S 32,909,278 S 32,291,283 537,533,889 $.32.047,985 100.0°/.
••Fund Transfers In:430,838 114,470 148,369 184,370 569.394 475,920
Net Operating Revenues S 32,493,187 S 32,919,772 S 33,057,647 S 32,475,653 538,I03,283 532,523,905
·rhe TOU'II Mallager's Office.Human Resources.Finance &Administrative Services,Clerk Administration.Customer Service
Center.and l'vtal1agemem Infonnation Sen/ices Programs are all accounted for within the Administrati"e Sen'ices Department.
/n FY 2009110 the To,,'11 Treasurer was incorporated illfo Admil1istratit'e Services Department.
"Transfers were increased beginning in FY 2008109 for residual balances from closed funds being transferred to the General
Fund and imernal sen/ice rebate transfers effective FY 2009/10.
C -16
GENERAL FUND EXPENDITURES
By DEPARTMENT
Library Services
6.6%
Community Services
________4.0%
~Town Attorney
0.7%
Town Council
0.5%
Administrative Services
7.5%
Community
Development\
Non-Departmenlal 12.2%\
9.4%~~~---
Parks &Public Works
17.9%~
~Police Department
41.3%
FY 2009/10 Departmental Expenditures
2005/06 2006/07 2007/08 2008/09 2008/09 2009110 %of
Departments Actuals ACluals Actuals Adopted Estimated Adopted Total
Police Department 5 11,368,160 S 11,620,650 S 12,232,463 5 12,917,130 5 13,054,094 S 13,088,615 41.3%
P3rks &Public Works 4,766,543 4,961,343 5,241,604 6,050,840 5,S81,588 5,664,047 17.9%
Non-Departmental 1,697,544 1,807,198 2,193,203 3,245,640 2,789,708 2,973,720 9.4%
Community Development 2,916,068 2,805,498 3,037,484 3,941,520 3,593,670 3,868,863 12.2%
•Administrative Services 2,214,363 2,307,354 2,433,867 2,510,800 2,358,210 2,373,511 7.5%
Library Services 1,879,187 1,914,248 1,948,015 2,111,060 2,023,570 2,082,065 6.6%
Community Services 866,028 1,943,842 1,009,003 1,375,510 1,219,510 1,270,551 4.0%
Town Attorney 228,744 234,828 251,654 247,900 250,913 215.373 0.7%
Town Council 146,249 148,135 147,830 181,500 170,900 160,841 0.5%
Town Treasurer 75,184 102,713 94,754 109,050 85,610 0.0%
Clerk·Elected 2,336 2,315 J ,418 2,300 1,200 0.0%
Total General Fund [xp S 26,160,406 S 27,848,124 S 18,592,295 5 32,693,250 S 31,428,973 S 31,697,586 100.0%
Fund Transfers Oul:475,664 4.179,094 6,339.504 1,100.000 1,916,500 825,000
Net Operating Revenues S 26,636,071 S 32,027,218 S 34,931,799 S 33,793,250 S 33,345,473 S 32,522,586
*The Town Manager's Office,Human Resollrces,Finance &Administrative Services,and Clerk Administrator,Customer
Service Cellter.alld Management In/ormation Sen/ices programs are all accollnted for within the Administrative Sen/ices
Department.In FY 2009/1 0 the Town Treas/lrer was inco/porated illto Administrative Services Departmelll.
C -17
()(I'
GENERAL FUND REVENUES
By CATEGORY
Sates &Use Tv:
ProptrtyTax
ToWn Services
Licenses &Permits
lnlc:rgovemmenlal
\oU Backfill Property Tax
Internl
Franchise Fees
Transienl Occupancy Tax
Fund Transfers In
OlherSou~es
8.
SO.O 51.0 S2.0 53.0 S4.0 55.0 56.0
57.0 58.0 59.0
$.12,047,985S37,533,88932,291,28332,909,28432,805,29932,062,343TotalRc\'cnucs
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10 2008/09
Revenue Category Aduals Actunls Actuals Adopted Estimated Adopted %
Sales &Usc Tax 5 8,655,566 5 9,509,947 5 9,345,432 5 9,058,300 5 8,700,000 5 8,677,460 26.7%
Property Tax 5,831,822 6,645,436 7,036,875 7,093,300 6,922,920 6,922,920 21.3%
VLF Backfill Property Tax 1,923,378 1,990,555 2,141,994 2,206,250 2,302,186 2,325,200 7.1%
Franchise Fees 1,130,190 1,162,038 1,659,829 1,756,100
1,665,600 1,689,260 5.2%
Transient Occupancy Tax 1,028,664 1,108,257 1,245,078 1,210,000 1,100,000 1,080,000 3.3%
Other Taxes 19,810 1,209,138 1,144,647 1,110,000 1,103,456 1,127,000 3.5%
licenses &Pennits 2,611,108 2,382,477 2,450,828 2,340,150 1,789,880 2,199,610 6.8%
Intergovernmental 2,779,681 665,608 828,623 864,080 818,638 796,090 2.4%
Town Services 3,006,634 1,988,312 1,851,638 2,271,678 1,976,783 2,353,250 7.2%
Fines &Forfeitures 608,331 561,645 369,292 412,400 497,180 496,040 1.5%
Interest 1,407,265 2,576,062 3,123,491 1,290,800 1,760,938 1,580,000 4.9%
Other Sources 3.059,896 3.005.824 1.711.557 2,678,225 8.896.308 2,801,155 8.6%
-
Fund Transfers In:430.839 114.470 148.369 184.370 569.394 475,920 1.5%
Total Revenues &Transfers In S 32,493,184 532,919,169 S33,051,653 S 32,475,653 S 38,103,283 S32,523,905
FY 2009/10 General Fund Revenues and Transfers In are estimated 10 decrease 0.2 %from the FY 2008/09 Adopled
Budge!.The Town's operalions are funded through a variety of revenue sources as depicted above.Revenues were
estimaled by trend analysis and hislorical dala as explained below:
Sales Tax -While the Town only receives 1 cent of the 9.25 cents of sales tax paid per dollar of taxable sales
generated in the Town,Sales and Use Tax remains one of the General Fund's largest revenue sources.The FY
2009110 budget reflects a 4.2%decrease from the prior year's adopled budge!.Sales and use lax revenues have been
impacted by the national recession.This decline has been partially offset by the continued success of one internet retail
business.The sales and use tax revenue for FY 2009/10 is projected to be flat and subsequent fiscal years have a 1-3%
growth,assuming that the economy shows signs of recovery.
C -18
GENERAL FUND REVENUES
BVCATEGORV
p,.openy Tax -FY 2009110 property lax revenue is projected to remain relatively nat given the slow hOllsing market and
potelllial property tax reassessments.The FY 2009/10 budget shows a decrease of 2.4 %over the prior year's adopted
budget.The Town receives 9.5 cents of each property tax dollar paid by property owners.The remaining 90.5 cenls of
each dollar is distributed 10 other laxing jurisdictions:local schools and community college districts (46.3 cents).ERAF I
&II (11.7 cents).the County of Santa Clara (15.7 cents).Santa Clara County Central Fire Protection District (13.7 cents).
and other special districts (totaling 3.1 cents)thaI serve the community.
Town Se,.,';ces -Despite expected reduced volume in private development activity,Tow11 services feneets a growth
of 3.6%due lO a combinarion of fee adjustments.recovery of overhead charges,and pass through revenues.
Licenses &Permits -Licenses and Permits reflect a projected 4 %increase 2009/10 due to fee adjustments and overhead
recovery.Development activity is forecasted to be lower in FY 2009110 than in prior years.but fee adjustments and
overhead charges have offset this anticipated decline.
Intergovernmental Rel1enues -Imergovernmental revenue various local,state,and federal grants and
reimbursements for police,library.and general funding purposes.Increases in intergovenU11ental revenues are due
primarily to adjustments related to the Spring 2009 renewal of the police services contract between the Town and the City
of Monte Sereno.
Interest Earnings -Interest income is forecasted to be lower in FY 2009/10 due 10 a declining interest rate environment
and reduced cash balances than prior years as a result of significant capital expenditures planned for the coming fiscal
year.
Franchise Fees -Compared to the prior fiscal year,franchise fees reflect a decrease of 3.8%in electricity and
natural gas sales,garbage and cable franchise fees.This decrease is a result of a decline on customer base growth
and price changes on utilities charged by the associated vendors doing business in the Town of Los Gatos.
Transient Occupancy Tax -Estimates for Transient Occupancy Tax reflect a 13.2%decrease due to reduced travel
and tourism.
Transfers In -There are no significant changes expected in this revenue category in FY 200911 O.
Othe,'Sources -Other sources reflect a 4.6%increase compared to the prior fiscal year due to adjustments in pass-
through revenue accounts associated with privare development activity forecasted for the upcoming fiscal year.
Fines and FOIfeitures -These revenues includes library fines.administfarive citations,and traffic fines which are
expected lO increase by 583,640 due to more efficient parking enforcement management.
C -19
GENERAL FUND EXPENDITURES
BVCATEGORV
S32.5 Million
Salary &Benefits ~t:'::~
Opmlling Expenses
(mernal Servi:c Charges
DebIService
Fund Transfers QUI
Grants &.Awards 1~:::=Z::;;:::=2==:::;i:==2~=:::;~==Z==:::;::::==Z==::L:::;;:~7
SO.O 52.0 $4.0 $0.0 SS.O $10.0 $12.0 $14.0 $16.0 S18.0 520.0
200S/06 2006/07 2007108 2008109 2008109 r 2009/10 2009/10
Expenditure Categon'Actuals AClUals Actuals Adopted Estimated Adopled ~
Salary &Benefits 5 18,088,938 5 18,372,245 5 19,445,619 S 21,631,000 S 20,582,091 15 20,659,566 63.5%
Operating Expenses 3,866,158 5,156,307 4,556,099 6,321,280 6,017,82 t 6,497,965 20.0%
Gronts &Awards 176,282 184,329 196,042 270,490 299,290 ~201,230 0.6%
Inlernal Service Charges 2,904,563 3,158,567 3,401,191 3,546,340 3,597,500 3,412.858 10.5%
Debt Service 932,122 931,078 930,717 924,140 924,135 925.970 2.8%
Total Expenditures 5 26.160.406 S 27.833.124 S 28,592,296 S 32.693.2S0 S 31,428,973 S 31,697,589
Fund Transfers Out:475,664 4,194,094 6,339,504 1,100,000 1,916,500 825,000 2.5%
Tolal Exp &Transfers Out 5 26,636,010 S 32,027,218 S 34,931,800 S 33,793,250 S 33,345,473 S 32,522.S89 100.0%
The FY 2009/10 General Fund Operating Budget (net of transfers out)represents a 3 %decrease of approximately
$995,66'1 from Ihe net FY 2008/09 adopted operating expenditures budget of $32.693,250,This decrease is
primarily a result of FY 2009110 budget "rightsizing,"which decreased operating expenditures across all
expenditure categories except for materials and supplies.The majority of Ihe decrease is explained by a $1 million
reduction in salary and benefit costs hudgeted for FY 2009/10.The following descrihes these expenditures in more
detail:
Salary &Benefits -Delivery of Town services are highly dependent on labor and comprise 64%of budgeted
General Fund Expenditures for FY 2009/10.Managing rising labor and henefit costs,including olher post
employment henefits (OPEB)continues to be a challenge,although the elimination of several vacant positions has
resulted in a 4.5%decrease in labor and benefit COSIS.More detailed Salary &Benefil infonnation is availahle in the
SummQlY ofPersonnel Changes later in this section.
Operating E:rpellses -Many variables impact the operating expenditures such as supplies,materials and contractual
services.The continual emphasis on containing costs while maintaining core services over the past several years bas
resulted in well planned reductions,while factors such as escalating energy costs (including fuel for police and
public work vehicles,facility heating and cooling costs,electricity and water for town parks,streets,and facilities),
rising intergovernmental fees,and general cost increases have greatly offset the reductions.
C-20
GENERAL FUND EXPENDITURES
BVCATEGORV
Grants &Awards -For several years,the Town has provided General Fund grants and awards to local nonprofit
organizations for human,art,and education services,support for local community television access,and to the
Town's Chamber of Commerce.Grants and awards with local nonprofit organizations have been decreased by
569,260 due to budget limitations in FY 200911 O.
Intern(d Service Charges -This expense represents the service program costs charged back to the operational
programs for \-Vorkers Compensation Insurance,Liability Insurance,Office Equipment,Management Information
Services,Vehicle Maintenance,and Building Maintenance services.Charges for the various IIlIcmal Service Fund
programs decreased by $133,482 compared to FY 2008/09 due adjustments made to operating costs, changes to
equipment replacement schedules,and other efficiencies.
Debt Service -The Town facilitates the Redevelopment Agency's two Certificates of Participation Bond Issues
(1994 and 2002)through a leasing expense and reimbursement revenue which nets to zero for the Town,while
Agency funds provide the actual debt payment for the bond issues.The negligible change in Debt Service expense
reflects minor flucntations in the annual interest rate on the outstanding debt balance each year.
Tmllsfers DlIt -The General Fund's transfer to the Capital Projects Fund decreased to 5825,000 for FY 2009110 in
the annual appropriation to fund the CIP.
C -21
GENERAL FUND TAX REVENUES
CITIES OF SANTA CLARA COUNTY -TAX REVENUES PER CAPITA (TO BE UPDATED)
o Property Tax 0 Sales Tax •Occupancy Tax •Business License Tax
Crunprell f~=;::==~='===:::::r==
Cupertmo ~
GilroY~~~=
Los Altos r~~===~::::=~==~=====:::!:==~==
Los Altos Hills f==::;::==::;::==:;::==:;:::==:;===;:::====::::J
LOS GATOS J~~~=~=~=~===[==II
MI\pilas J~~~~~~==!==~::J I
M ante Sereno f
Morgan Hill ~~=:;:==:;::=::;:::p
Mountain View ~~~:!===~==~==::;:==d==
San Jose ~~=:;:==:;::==~==:::\:===!:==~==:::::!===~=::::J
Santa Clara ~~~~~~4:==$==~==:::!:==:::!:=:::J
Saratoga ~~========
Sunnyvale lL~~~~~~~~~~~~~~=,-~_
S-S50 SIOO SI50 S200 S250 S300 5350 S400 S450 S500
,~j~<)"I)ll>'ii"(lf_I~:"l(,,,1 1,I 'll\~
~j,..\Jll ••~,l:-!(~111fili,·',I,I ...'f 1 II
FY 2006/07 Tax Revenue Amouuts aud Per Capita *
Pro crt Tax Sales Tax
Cilies I Po ulallan Amount Per Ca ita Amount Per ell ita
Campbell 39,748 S 7,568,750 S 190
Cupmino 55,162 6,357,000 S 115
Gilroy 49,649 3,273,898 S 66
los Ailos 28,104 10,902,569 S 388
los Alios Hills 8,607 3,407,000 S 396
LOS GATOS 29,407 5,831,822 S 198
Milpitas 66,568 14,548,284 S 219
Mont~Sereno 3,565 712,762 S 200
Morgan Hill 38,418 5,234,589 S 136
Mountain View 73,262 21,135,000 S 288
Palo Alto 62,615 18,731,000 S 299
San Jose 973,672 434,604,000 S 446
Santa Clara 114,238 22,050,626 S 193
Saratoga 31,401 5,652,244 S 180
Sunn ale 135,721 32,042,437 S 236
A\'era2C 114,009 S 39,470,132 S 346
S 9,346,984 S 235 S 1,132,495 S 28 S 202,101 S 5
10,671,642 S 193 2,054,904 S 37 643,681 S 12
14.163,413 S 285 817,299 S 16 605,323 S 12
3,188,216 S 113 1,260.279 S 45 364,602 S 13
55,696 S 6 S 205,569 S 24
8,655,566 S 294 1,028,664 S 35 1,058,642 S 36
1,622,788 S 24 5,669,231 S 8S 280,663 S 4
22,248 S 6 S 43,457 S 12
6,183,959 S 161 1,029,837 S 27 162,022 S 4
16,019,000 S 219 3,177,000 S 43 217,000 S 3
20,315,000 S 324 6,393,000 S 102 S
136,031,000 S 140 19,214,000 S 20 26,039,442 S 27
38,066,053 S 333 9,601,273 S 84 858,355 S 8
747,296 S 24 193,222 S 6
369,445 S 12
29,616,502 S 218 5,531,248 S 41 286,349 S 2
S 19,647.024 S 172 S 3,806,830 S 33 S 2,089,110 S 18
•Latest fiscal year/or which data is available
C -22
GENERAL FUND TAX REVENUES
BUDGET WITH 10 YEAR HISTORY
o o Property Ta'(•Sales Tax •Occupancy Tax •Business License Tax
1400000O
1200000O/
100000oo/
soooooo./··,,·~i:3.-
600000O./
400000O /....;:_~~--r-
200000o V
1999/00 2000101 2001102 2002103 2003104 2004105 2005/06 2006107 2007108 2008/09 2009110
ACluals Actuals Actuals Acluals ACluals Actuals ACluals ACluals Actual<>ESlim:lIed Budgeted
Property Sale,
Fiscal Year Tax 'Fax
1999/00 Actuals $4,152,183 $7,932,104
2000/01 Actuals $4,472,583 $9,429,256
2001/02 Actuals $4,784,476 $6,953,880
2002/03 Actuals $4,977,119 $6,928,817
2003/04 Actual,$5,207,381 $6,914,526
2004/05 Actuals $5,302,061 $7,904,130
2005106 Actuals $6,645,436 $9,509,947
2006/07 Actuals $7,036,875 $9,345,432
2007/08 Actuals $7,036,875 $9,345,432
2008/09 Estimated $6,922.920 $8.700,000
2009110 Bud eted $6,922,920 $8,677,460
$1,215,702 $1,030,895
$1,286,276 $1,003,928
$788,408 $986,525
$713,064 $1,003,014
$829,026 $1,071,865
$868,908 $1,015,000
$1,108,257 $1,058,642
$1,245,078 $1,176,422
$1,245,078 $1,138,057
$1,100,000 $1,100,000
$1,080,000 $1,122.000
C -23
Sum oCKey
Revenues
$14,330,884
$16,192,044
$13,513,289
$13,622,014
$14,022,798
$15,090,099
$18,322,282
$18,803,807
$18,765,442
$17,822,920
$17,802,380
Change from
Prior Year
23.0%
13.0%
(16.5%)
0.8%
2.9%
7.6%
21.4%
2.6%
(0.2%)
5.0%)
0.1%)
GENERAL FUND
FuNDBAL NCE ACTIVITY
General Fund
Estimated Fund Balance Activit)'FY 2009/10
Estimated Revenues &Expenditures &Estimated
July 1,2009 Fund Balance Fund Balance June 30,2010
Use of I Addition to GF Reserves:Balance Sources Uses Balance
Reserved Fum[Balallce
Reserve for Long Term Notes $586,639 $$41,064 $627,703
Advance to RDA $1,500,000 1,500,000
U"reservet/Fuud Balallce
UlIdesigllated Reserves
Plus Appropriated Designated Reserves 32,523,905 32,522,589 1,316
Undesignated I Available 20,918
Designated Reserves
Manager's Contingency 100,000 100.000
Designated Productivity 100,000 (100,000)
Open Space Reserve 562,000 562,000
GASB Market Fluctuations 456,430 456,430
Sustainability Reserve 240,554 (50,000)190,554
Economic Uncertainly Reserve 3,678,001 3,678,001
YE Savings 175,000 (175,000)
Capital I Special Projects 3,445,485 (150,000)3,295,485
Authorized Carryovers 31,910 31,910
Actuarial 400,000 (200,000)200,000
Revenue Stabilization Reserve 4,567,918 500,000 5,067.918
Vasona Land Sale 6,043,750 113,018 6.156.768
Net Desinated and Reserved (Sources)(20,918)
Total Use of and Addition To Reserves S 21,887,687 S 32,523,905 S 32,542,735 S 21,889,003
FUlld Ba/allce Activity illc/lIlles:
•FY 10091/0 BlIdgeted Re\'ellue and Expenditure appropriations.and trallSfers to am/from the Gel/eral FUlld.
•Authori=ed Carryo\'ers reflect operatiug appropriations alllhori=ed in FY 2008109 that are brought fOl1mrd iI/to
FY 2009110 appropriations as a fllnding source.The actual carryol'er amollllt will be detenllilled at FY 2008109
year-end.lIIith jtlllding o.ffset by /I}u/esignated reselTes.
• A resen'e policy \Vas established with the FY 2005106 blldget \llhich eqlla/~y distribllles year-end IIndesignatedjtmd
balance between a Revenue Stabili=ation Resen'e and the Designated for Capital Improvements (md Special
Projects Reserve.The Rel'enue Stabili=ation Resen'e is a GFOA recommended reserre to pro\'ide go\'emments with
a jtmding source to offset revenue mriatiolls from year to year.This resen'e will build lip ill years where revenues
e.x:ceed expellditures.alld will be lIIili=ed ill years when re\'enues fall short.The remai"ing year-end lI"designated
jtmd balance \\,jIf be allocated to the Designated for Capital Reserve to allow CO/lncilto appropriate for capital
im·estments.projects.or pwposes.
•Ulldesigllllled Fund Balance is year-end fimd balance not pre\'iolls(y identified for a specific pmpose.and is
therefore ami/able to reprogram as appropriations or desigl/llfet/reserres by COlincil.Current Town practice is to
designate all year-endflmd balance to the "'·O abo"e resel....es.thereby eliminating IIndesignated flmd balance.
C -24
SCHEDULE OF INTERFUND TRANSFERS
FISCAL YEAR 2009/10
Schedule of Interfund Transfers
Fiscal Y cars 2008/09 and 2009/10
Estimated Adopted Budget
2008/09 2008/09 2009110 2009110
Fund Description Transfers In Transfers Out Transfers In Transfers Oul
Gelleral FUllds
General Fund S 569.394 S 1,916,500 S 475,920 S 825,000
Special Revellue FllIuls
Solid \Vaste Management 296,554
HCD Housing Rehabilitation
HCD-Conununity Dev Block Grant 101,500 74,017
Urban Run-Off Program 23,450
Landscape &LiQhrine:Districts
Blackwell District 460 460
Kennedy Meadows District 1,510 1,510
Gemini Court District 610 610
Santa Rosa Heights District 660 660
Vasona Heights District 1,430 1,430
Hillbrook District 250 250
Illterllal Service FUllds
Equipment Fund 20,980 194,000
Office Stores Fund 20,980
Management lnfonnation Systems 215,000
Vehicle Maintenance Fund
Facilities Maintenance Fund 433.554 25,000
Capital Project Funds
GFAR 2,565,054 88.470 850,000 121,000
Traffic Mitjgation 50.000 50,000
Grant Funded CIP Projects 101.500 74,017
Gas Tax -Street &Signal 106,000 106,000
Rellevelopment Agency Funds
RDA -Capital Project Funds 575,000 575,000
RDA -Debt Service Fund (1.537.659)575.000 (1,571,430)575,000
RDA -Low I Moderate Housing 1.537,659 1,571,430
Total Transfers S 3,831,928 S 3,831,928 S 1,974,937 S 1,974,937
C -25
FuND BALANCE ACTIVITY SUMMARY
FISCAL YEAR 2009/10
7/1109 Plus Plus L,g l~ss Sourc.&6/30110 ,,_Change
Estimated Rtn'oues &Transfers Expt'nditures &:Tunsf"N Uuof [slimaltd ,.
Balance Carn-rorw:nds ,.Carn'forwards 0.,Rt'un'ts Balanct Ilalanel:'
GenUQI Flmd
Undf~i"nQlfdRnc,,',r
Un<ksih'1l3led Fund Balance Activity 5 32.047.985 475,920 J 1.697,589 815.000 5 20.918 5 22.234
Total Fund Balance ,\va;]ablc To Be ApproprialC'd 5 11.134
T>e.ri"'lQted Rrf('fI't'J
Civic Center Improvements
1\'lanager's Contingency 100,000 100,000
Designated ProduCli\';ty 100,000 (100.000)
Opcn Space Reserve 562,000 562.000
GASB Manel Fluctuations 456.430 456....30
Suslainabilil)'Reserve 240.554 (50.000)190.554
Economic Uncenainty R~rve 3.678,001 3,678,001
YE Savings 175.000 (17SJKlO)
Capital'Special Projects 3,-145,485 (150.000)3.295 ....85
Autboriud CarT)'o\'m 31,910 31.910
Reserve for long T.:nn Notts 586.639 41,064 627.703
Ad\'ance to ROA 1.500.000 1,500,000
Actuarial 400.000 (200.000)200.000
Re\'enu.:Sl.3bilizalion Restn'.:4,567.918 500,000 5,067.918
Vasona Land Salt 6.£H3.750 113,018 6,156.768
Total G~nuQI Fund 5 21,887,687 532.047.985 S 475,920 531.697.589 5 825,000 5 5 21,889,003 o.oe;_
General Fund Undesignatl!d Resen'es rejlulS ongoing rt'\'l!nlft.carryfonmrd.lransfer.and r,Tpendiwre actidly.the net tiffect oflhl!change in Designated Resen·es.
and the ILSe ofUndesignated Resen'es,
General Frmd Desigllatell Res;on't changes rejltCl:Ihe Manager and ProdrlCtil'ity Restn'tS rl/ili:ed each year to fillld I/Ilb/lligeled apprapriQ/ialls demeed wOr/hll'Mle
(reStn'tS are replt'nisht'd Q/Ihe end ofIhe [lScal year as fimding allows).a transfer from Capilal alld Spt'cial Projects Resen1e 10 Ihe Capital Improl'enrent Program.
Year-end e.Tcess ofrl!\'ellueS Ol'er expendiwres are programmed equally to Ihe Designated for Capilal and Special Projects Resen'e and the Rel'ell/le Srabili:arion
Resl'n'es,
Special R~I'enll~Funds
Housing Consen':llion Program 5 671.963 5 35.000 5 5 230.000 5 5 5 476,963 (29.0)~'
Corrununil}'De\'Block Grnnl 3,210 108,975 34,958 14.017 3.210 "'Urban Run·QffSourc.:Fund 3·1.204 135,000 147.335 21.869 (36,1)-.
B1i1d;wdl/\sscssmenl DislTicl 3,988 3.240 2.760 '60 '.008 0.5-,
Kt'nncdy Assessment District 14.505 10,555 6.550 1.510 17.000 17.2-_
Gt'mini ASRSSmeni Dislrict 7.851 4.340 4.390 6'0 7.191 (8Ar..
Sanla Rosa ASSCSSlll(n!Districi 53.414 6.000 12A80 660 46.274 113,4"_
Vasona ASS(Ssm.:nl Dislrict 9.815 9.865 7.060 IA30 11.190 14.0-.
Hillbrook ASsesSIll(1Il DislriCt 4.032 1.560 5.130 250 512 (57.))-_
Total Special Rel'elllie Funds S 802.981 S JIU35 S 5 450,663 78,937 5 588,216 (26.7)%
Due to contract negotiation in F)'1006/07 Ihe Solid lI'aSlt Fund no longer reet'iI'tS Solid Waste ,\/anllgement Srlrchargl!,Program actil'iryfimditlg "ill be
trans/e"l'd 10 Ihe Gtntml Fwrd s/Or/ing F)'1008/09,
The flO/ISing Consen'arion Progmm inc/lidO's a 5100,000 Ilppropri(l/ian to Soma Clam COl/fll)'for rISe ill adminisltdng lhe flame Rthabifitatian Loon Pragram for
Los GalOS Residtnls,
The Sptcial ReW'/11lt Grllnts Fl/lld BalaflC<'has be..n illcarporawl into Ihe General Fund/or Fr 10011109,
C -26
FUND BALANCE ACTlVITY SUMMARY
FISCAL YEAR 2009/10
7(lf09 Plus I'IU5 Less less Soun,'1.'$.:6/30/10 0/.Chang('
Estimated Re\"enues &Transfrrs E~pl.'nditures &Tr:msfrrs US!.'of Estimated ;,
Bal:lnce Carr\'forwards ;,Carr\'fon\":lrds 0"Rcsl.'rns Balance Ihllmcl.'
III/emni Serl'ice
Equipment R~pJacemenl S 3.026,404 S JIO,ISO S S 178.697 S 19-1.000 S S 2.96].887 (2.1)%
Designated for Gas Ta....,\ssetS #DIV/O!
Designated for NPS Equipment 1-18,731 29.100 117,831 19.6%
Worker's Comp Sdflnsurance 2.677.561 692.510 6-18.781 2.721.2.90 1.6%
ABAG Sclflnsurnnce 1.880,163 528.990 606.812 I.S02.HI (-1.1)%
OrneI.'Stores Fund 258.115 11 ..1.500 146.000 136.615 (8.3)%
.\Ianagemcm lnfannatton 5)'51<."1115 2.151.621 1.QJ8.-I20 l.lSIASS 1.039.553 (5.3)%
Yehiek ~'laintcr1<1ncc 164.701 618.-100 604.824 278.278 5.1%
Facilities ~'ailll<:nance 651.664 1.085.100 1.146.1-16 15.000 566.618 (13.1)%
TOlal !lIurtial Sen'jct'Reserl't'S S 11.060.971 S 4,427,J00 S S 4.-181.8-18 S 219.000 S S 10.786.-123 (2.5)-/..
Equipmelll Replacemem Fund Balallce is Ihe aCClln1l/laliol/ofreplacelllel1l fill1dillg-Io-date for osselS.Rel'enues are Ihe pro-raled all/Illal charges to depnl'lmenlS for
asset replacellli!lII.alld e:r:pendilwi!s rej/ect Ihe COSI ofequiplllenl IIp for replacemem ill Ihis fiscal year.
The Building Maimenance Fund will be lransferring sn.ooo to the Ctlpiral Projeclsflmdfor Vehicle Callop)'Repai/1/.
Trust &rlg-elrt)·
Library Trust S -13.098 S 900 S S 43.875 S
Ness Trust Bequest 185.518 2.000 182.577
Library History Project 14 2.100
"'''cCkndon Trust 9-1,379 1.000 91.379
Parkin!!District 1:88 331.-143 148,380 145.730
Total Trusl &Agel/CY Rl!sen't'S S 65U52 154.380 S S -163,561 S
Tnm alld tlgellcy Fund Balallces reJ/ea the spel/ding down ofFund DalallCi!for lIell Library Facilily.
s
s
s
s
123 (99.7)%
4.941 (97.3)%
2.114
4.000
334.093 0.8%
345.271 (-17.2)'"/.
Capital Project FllI1ds
GF,\R S 8.185.127 S 14.478.564 S 850.000 S 22.552.928 S 121.000 S S S39.763 (S9.7)%
GFAR·Designated for Parking 1.757.000 1.757.000 0.0%
Traffic "'litigation 79,233 65.000 15.000 50.000 79.233 0.0%
Grant Funded CIP l'rojeelS 402.350 1.915.076 74.017 2.353.483 37.960 (90.6)%
Stonn Drain iiI 114.663 -IS.220 55.000 107.8S3 (3.1)%
Stann Drain #2 508,489 52.630 561,119 10.-1%
Stoml Drain F.3 (45.S57)5.000 (40.857)(10.9)%
Construction Tax-Undt.'rgrounding 2.-172.1-13 52.080 350.000 1.174.313 (ll.I)%
Gas Tax 977.759 595.670 1.173.06-1 106.000 194.365 (69.9)%
TOIaI Capital ProjecI~'FUllds S 14,551.007 S 17.212.240 S 924.017 526.-199.-175 S 277.000 S S 5.910,789 (59.-1)"1.
GFA R.Gram Fllnd,Storm Draill Funds.Qnd Gas Tax Fllnd BalU/lCes r4/ect lire spending dOll'n ofQI'ailable fimds ill FY 1009//0.in lini!with the planned Capital
!mprOI'emt'11I Program.The GFA R and Gram FUI/ds also iI/elude trallsfers-in to fil/ld tlrest'planned projects.
1'raffic Miligorioll Fund rejleCfs a transfer 011/ofS50,(JOO [or estimated al1Jwaltulministrariollfees.
GI'lIIl/Flmded Proji!cls FUI/d Bala"ci!rej/ecIs approprimio1!J for incoming ri!l'enlles alld prior year carl)fonrards.which will resulr in eilJti!r posiril'e or "egati"e
fillld balance depending 011 liming ofreceiplS afld budget.All gram projeCIS lIel to :ero or completion.
Rl!dl!l·t'!opmell(Agel/c.r
RDA -Capital Projt.'t.'t Funds S 1.77-1.1-19 S 60.000 S 575.000 S 1.103.676 S S S 1.305.-173 (26,-1)%
RDA -Debt SCI"iet.'Fund 6.699M2 6.744,490 5.720.300 575.000 7.148.832 6.7%
RDA ~Low I Moderate Housinl!8.632.532 200.000 l.571,-130 383.35-1 10.020.608 16.1%
Total RI!I!I!\'('lopl//,'1II Re~·erl'es S 17.106.323 S 7.00·l,490 S2.146.430 S 7.207.330 S 575.000 S 18.414.913 8.0°/_
Tilt!siglli)icam decrease in tire RDA Capital ProjeclS Fuml Balaflce res/Ilts from Ihi!large amOll11/ofprojeelll'ork carn'ed fonmrd if!appropdmiofls.
The Loll'/Moderate HOI/sing Fum!Balallce cominltes to increase in preparmionforfil/un.'projects.Some expi.'lIdiwres ari!plmrni!l!for initial consultant project
work.
TOTAL RESERVES S 66.06.1.421 561.161.230 S3.5.i6.367 570,801.-166 S 1.974.937 s 5 57.994.616 (12.2)%
C·27
FUND BALANCE RESERVES
5 YEAR COMPARATIVE BALAJ'ICES
6/3012006 6/30/2007 6/30/2008 6/30/2009
6/30/2010
AClual Actual Aeroal ESlimated Budgeted
Fund Balance Reserves YE Balance YE Balance YE Balance YE Balance YE Balance
Gelleral Fuml
Reserved FUIld Balances
Reserve for Encumbrances S S S S S
Reserve for Long Tenll Notes 478,873 512,394 548,261 586,639 627,703
Advance to RDA 1,500,000 4,220,000 1,500,000 1,500,000 1,500,000
Actuarial 150,000 400,000 200,000
UllreseJ"ved Fuml Baltmces
Undesignofed Reserves
Available to be Appropriated 67,009 22,234
Designated Reserves
Civic Center Improvements 663,086 663,086
Debt Service
lanager's Contingency 100,000 100,000 100,000 100,000 100,000
Designated Productivity 100,000 100,000 100,000 100,000
Open Space Reserve 562,000 562,000 562,000 562,000 562.000
Museum Upgrades
Suslainability Reserve 240,554 190,554
GASB Market Fluclll'llions 456,430 456,430 456,430
GASB Market Fluctuations 119,921
Economic UncertainlY Reserve 3,678,000 3,678,000 3,678,001 3,678,001 3,678,001
YE Savings 1,432,000 175,000
Capital I Special Projects 4,143,887 4,325,011 4,351,921 3,445,485 3,295,485
Authorized Carryovers 66,900 31,910 31,910 31,910 31,910
Designated for State ERAF III
Revenuc Stabilization Rescrve 4,048,887 4,817,445 4,369,354 4,567,918 5,067,918
Sewer Asscts Procecds 2,438,660
Operting Grants 12.750 (5.817)6.043,750 6,156,768
Total Geuertll Fund Resen'es S 18,129,973 S 19,004,029 S 17,129,877 S 21,887,687 S 21,889,003
Special Revenue Funds
Solid Waste Fund 329,914 338,850 296,554
Housing Conservation Program 1,179,275 801,171 811,935 671.963 476,963
Community Dev Block Grant 906 3.211 3.210 3,210
Urban Run-Off Source Fund 111.241 108.291 88.551 34.204 21,869
Blackwell Assessment District 2,952 3.130 3.948 3.988 4.008
Kennedy Assessmcnt District 14.079 8.208 11.990 14.505 17.000
Gemini Assessment District 5.804 7,153 8.451 7,851 7.191
Santa Rosa Assessment District 61.090 62.512 60,354 53.414 46.274
Vason3 Assessment District 8.672 6.467 8.410 9.815 11.190
Hillbrook Assessmcnt District 12.764 10.021 7,532 4.032 512
Arroyo Del Rancho
Towl Special Revenue Fu"ds S 1,725,790 S 1.346,708 S 1,300.935 S 802.981 S 588,216
/mental Service
Equipment Replacement $3.442,963 S 3.040,995 S 2,941,219 S 3,026,404 S 2,963,887
Loan to CIP
Designatcd lor Sewer Equipment
Designated for NPS Equipment 120.531 120,531 149.631 148.731 177,831
Worker's Comp Self Insurance 2.190.558 2,393,461 2,584,056 2.677,561 2,721.290
ABAG Self Insurance 2.047,197 2.125,031 1.855.443 1,880.163 1,802,341
Office Stores Fund 242.110 241,342 237,927 258.125 236,625
Management Infomtation Systems 2.580.869 2.085.759 2.124.081 2.152.621 2.039.553
Vehicle Maintcnance 133.800 190.77 231.301 264.702 278.278
Facilities Maintenance 689.263 738.656 968.508 652.664 566.618
Total/memal Service Reserves S 11,447,290 S 10,936.652 S 11.092.166 S 11.060.971 S 10,786.423
C -28
FUND BALANCE RESERVES
5 YEAR COMPARATIVE BALANCES
6/30/2006 6/30/2007 6/3012008 6/30/2009 6/3012010
Actual Actual Actual Estimated Budgeted
Fund Balance Reserves YE Balance YE Balance YE Balance YE Balance YE Balance
Trust &Agellcy
Library Trust $21,203 $28,654 $34,698 S 43,098 $123
Ness Trust Bequest 167,098 174,568 179,518 185,518 4,941
Library History Project 26,916 16,173 9,464 14 2,114
Betty McClendon Trust 90,000 94,030 91,379 94,379 4,000
Parkin~District #88 320,349 319,716 331,435 331.443 334,093
Total Trust &Agellcy Reserves S 625,566 S 633,141 S 646,494 S 654,452 S 345,271
Capital Project FUllds
GFAR S 1,860,125 S 6,245,818 $9,974,384 8,185,127 839,763
GFAR -Designated for Parking 1,972,000 1,972,000 1,972,000 1,757,000 1,757,000
Traffic Mitigation 20,051 93,492 79,233 79,233 79,233
Grant Funded CIP Projects (9,597)(141,454) (305,712)402,350 37,960
Stann Drain #1 270,491 176,708 207,463 214,663 207,883
Staml Drain #2 307,195 391,095 455,489 508,489 561,119
Stann Drain #3 225,754 237,481 227,673 (45,857)(40,857)
Construction Tax-Undergrounding 2,115,596 2,269,147 2,375,243 2,472,243 2,174,323
Gas Tax 567,816 903,832 640,219 977,759 294,365
Total Capital Projects Funds S 7,329,430 S 12,148,119 S 15,625,992 S 14,551,007 S 5,910,789
RedevelopmeJlt Agellcy
RDA -Capital Project Funds S 2,432,912 S 4,316,921 S 2,997,775 S 1,774,149 $1,305,473
RDA -Debt Service Fund 5,414,921 4,307,049 6,291,674 6,699,642 7,148,832
RDA -Low I Moderate Housing 5,111,259 6,556,978 7,198,500 8,632,532 10,020,608
TOIllI Redevelopmellt Reserves S 12,959,092 $15,180,948 S 16,487,949 S 17,106,323 S 18,474,913
TOTAL RESERVES S 52,217,142 S 59,249,596 $62,283,413 S 66,063,421 S 57,994,616
-+-General Fund Balance -0-Total Town &RDA Fund Balance
70,000,000
60,000,000
50,000,000
40,000,000
30,000,000
20,000,000
10,000,000
-D..----..
-----~
~/u
~....----.T
I
I
2000/01 2001/02 2002103 2004/05 2005/06 2006/07 2007108 2008/09 2009/10
C -29
DEPARTMENT REVENUES
By PROGRAM
2005106 2006107 2007/08 2008109 2008109 2009/10
Actuals ACluals ACluals AdoplCd ESlimated Adoptcd
TOIm Council
1101 Administr.:nion 5 5 5 5 5 5
Total Tawil Council 5 5 5 5 5
TOWII Clerk
1102 Town Clerk S 5 5 5 5 5
Tolal Towll Clerk 5 5 5 5 5 5
TowlI Treasurer
1103 Adminislralion 5 1.2S0.00 1 S 2.426.062 S 2.973,491 S J.J40.800 5 1.610.938 5
Tolal Town Treasurer S 1.250.00 I S 2,426,062 5 2,973,491 5 1,140,800 5 1,610,938 5
TOII'Il Attorney
1301 Administration S 5 5 591 5 S 5
1302 ABAG -Self Insurance Fund 506.227 537.767 586.436 518.400 566.800 528.990
Total Town Allarne)'5 506,227 5 537,767 5 587.027 5 518,..&00 5 566,800 5 528,990
Admi"istrat;w!Sen-ices Department
1201 Non-Departmental 524,266,445 522.637 ,143 5 23,523.172 S 23,787,558 5 29,482,695 5 23,399,440
2101 Town ~'lanagcr AdminiSlTalion
2201 Human Resources
2202 Workers'Coml>cnsation Fund 634,178 601,059 668,518 652.800 590,000 692,510
2301 Finance &Administrative Services 1,019,979 1,177,015 1,138,510 1,100,600 1,100,000 2,552,000
2302 Office SlOres Fund 84.593 81,953 104.521 124,480 143,000 124,500
2303 Parking Asscssmcnt District 144,530 146,533 157,335 148,465 148,465 148,380
2401 Town Clerk 1,000
2501 Managemcnt Inronnatioll Systcms 822.041 858.940 951.982 1.074.970 1.066.830 1.038,420
Total Administrafivt'St'nrict's 526.972.766 $25,502,643 S 26.544,038 5 26,888.873 5 32,530,990 5 27,955.250
Communit)'Del'elopment
3101 Administration S 5 S S 5 5
3201 Developmental Revicw 679.282 78S,0()2 647.320 637.100 530,363 603,620
3401 Code Compliance 400 100 500 500 540
3301 Inspection Scrviccs 1.703,037 1.684.1 66 1.780.489 1,820.000 1,171.151 1,457,060
3202 Advanced Planning ~8.858 52.404 56.099 236.100 187.982 439,460
3999 Pass Thru Accoums 638.538 475.847 470.115 J.J40.500 1.140.500 J.J40.500
Total Community DC\'t'lopment 5 3.070.115 5 2.997A19 5 2.95~.1 B 5 J.8J~.200 5 3.030.496 5 3,6~1.180
Police Department
4101 Administr.:nion 5 4.900 S 5 8.328 S 6.500 5 62.015 5 11.000
4201 Records &Communication 23.275 19A54 17.615 19.000 19,000 19,000
~202 Pcrsonnel &COll1lllunity Services 293.246 25&.239 315.701 299,490 275.000 286.840
4301 Patrol so·un 537.638 533.922 609.500 608.693 655,590
4302 Traffic ~32.5S5 --130.086 423.181 ~10.020 J&1.539 409,530
~303 1m I."stig:nions 122.921 58.&-12 291 6.000 3.360 6.000
4304 Parking Program 445.911 394,292 236.727 291.600 422,350 422,350
4800 Grants Program·Police 15,558 28.507
4999 Pass Thlll Accounts 197.719 23.571 19.586 22.000 22.000 22.000
Tolal Pol icc Dt'pnrtl1lcllt 5 2.014.679 5 1.737.710 5 1.583,858 5 1,664.110 5 1.793,957 5 1,832,310
C -30
DEPARTMENT REVENUES
BVPROGRAM
2005/06 2006/07 2007108 2008109 2008/09 2009/10
Arluals Actuals ACluals Adopted EstimalC<l Adopted
Pllrk.s &Public Works
5101 Administration S S S S S S
5201 Engineering Program SClvices
5202 Engineering Development Srvcs 349.568 324.103 292.622 315.000 276.400 314,000
5203 Non-Point Source Fund 176,333 174,063 166.660 135,000 135.000 135,000
5301 Park Services 159,728 168.413 [71,145 151.400 146.625 187,885
5401 Streets I Signals I Sidewalks 46.029 18,368 6.760 4,900 142
5402 Equipment Replacement 403.370 357.700 409.460 421.470 421,520 339.280
5403 Vchicle ~laiTllcJlancc 501.765 598,530 612.247 637.100 637,100 618,400
5404 Facilities ~'Iailllcnancc 1,007,454 1.143.352 1.156.310 1,\38.200 1,123.666 1,085,200
5405 PropCl1y Damage 67.375 32.919 86,972
5501 Lighting &Landscape Districts 39.671 37.692 36,595 36,090 36.210 35,860
5999 Pass Thill Accounts 57,650 85,332 103,309 117.000 210.874 270,000
PPW Depal1ll1ent Grants 2.510
8011 GFAR 1.024.851 5,969.777 6.985,783 2,700.634 2,987.391 15,328,564
8021 Grant Funded CIP Projecls 183,304 692,585 1,204.395 3,007,156 1.265,766 262,017
8031 Stonn Drain #I 45.303 50,694 57,092 177 .520 171.090 48,220
8032 Stonn Drain #2 209.187 98.050 64,394 63,020 53,000 52,630
8033 Stonn Drain #3 32,465 11.911 II.192 16,930 (2.100)5,000
8041 Trallie Mitigation 180.000 25.081 50,000 110,000 65,000
8042 Utility Undergrounding 142.413 153.551 106,096 146.370 97,000 52,080
8051 Gas Tax -Street &Signals 554,571 570.569 560,610 584,200 503,700 595,670
Sewer Maintenance Fund 133.342
Total Parks &Public Works S 5.2-49,515 SI0.5-17.1-I6 S 11,977.588 S 9.701.990 S 8,260,356 S 19,394,806
COIIIIIIl/llity Sen'ices
6101 Administration S S S S S S
6201 Neighborhood Center 35.247 28,925 28.300 25.200 25.600 25,600
6204 Ans &Culture 38.568 38.441 42,532 51.000 52,000 52,000
6205 COlllmunity Grants 2.975
6302 Sllstainablity 380.640 263.730 257,449 43.050 38.000 39,000
6302 AB2020 Beverage Container Gram 7.857 7,775 7,704 7.700 7,714 7,700
6401 Housing Program 97,021 1,147.095 132.944 152.150 156.300 137,570
6501 HCD Housing Rehab 57.530 51.118 32.140 52.000 36.800 35,000
6502 ('0111111.Development Block Grant 179,264 66,750 104,702 113.994 142.890 108,975
6999 Pass ThO!Accounts 2.679 3.449 1.840 3.000 14.720
Total Cotlllllunity Scrviccs S 798.806 S 1.607.283 S 607.611 S -1-18,09-1 S .76,999 S 405,845
Library
7101 Administration S 14.493 S 19.637 S 13.495 S 14.985 S 12.695 S 12,220
7201 Adult Services
7202 Children's Services
7203 Acqllisitons &Cataloging 3.015 3.010 4.682 3.000 3.000 2,000
7204 Circulation Services 56.970 55.833 53.355 60.000 51.180 51,000
7301 Library Tmst 46.606 18.840 24.384 18.900 3\.650 900
7302 C!el!es Ness Bequest Tmst 4.320 7,470 4.950 7.000 6.000 2.000
7303 Library History Project 13.525 4.855 3.141 3.950 1.550 2,100
7304 Betty McClendon Trust 4.030 3.040 3.600 3.000 J.OOO
TOlal Library S IJ8.929 S 113.675 S 107.0-17 S 111,-135 S 109.075 S 71,220
Retlel'e!opmelll Agency
9101 Capilal Projects Fund S 595.589 S 3.437.4-18 S 688,569 S 672.850 S'650.000 S 635.000
9201 Debt Service 5.524.806 6.594.-103 7.83.1.893 7.-109.970 6.621.259 6.744,490
9301 Low l\·loderate I-Iousin!!1.156.692 1.854.981 1.9')7.398 1.7.13.660 1.75').659 1.771.430
Tolal Rcdc\'('!opnH.'lIt Agcncy S 7.277.087 S 11.886.832 S 10,450.860 S 9.826,480 S 9.023.918 S 9.150,920
Carr\'forward of CIP Gralll RCHIIUC 1,727.076
Tolal RC\,('lIl1cS by Dcpartmcnt:S-I7.288.12-1 S57.356,537 S 57.785,6-13 S 5-1.13-1,383 S 57.-103.530 S 6-1.707.597
C -31
DEPARTMENTAL EXPENDITURES
By PROGRAM
2005/06 2006/07 1007/08 2008109 2008/09 2009/10
ACluals ACluals Actuals Adopll~d Estimated Adopted
TOIm COllfJ(:;!
1101 Administration S 1-16.2-19 S 148.135 S 1-17.830 S 181,500 S 170,900 S 160,841
Total Town Council S 146,249 S 148.135 S 1-17,830 S 181,500 S 170,900 S 160,841
TOlnt Clerk
1102 Administration S 2,336 S 2.315 S 2.-11 S :Uoo S 1,200 S
Tolal Town Clerk S 2,336 S 2..315 S 2,-118 S 2.300 S I.ZOO S
TowII Tuasurer
1103 Administration S 75,18-1 S 102.713 S 9·U5-1 S 109.050 S 85,610 S
TOlal Town Treasurer S 75,18-1 S 102,713 S 94.75-1 S 109,050 S 85,610 S
TowlI AuorJ/I!Y
1301 Administration S 228.74-1 S 234,828 S 251,65-1 S 247.900 S 250,913 S 215,373
1302 ABAG -Self Insurance Fund 398,988 459.933 856.02-1 610.900 542.080 606,812
1'01'31 Town Actome)'S 627,732 S 69·t761 S 1.107.678 S 858.800 S 792,993 S 822,185
Ad"';lIistral;"e Senir:es Dfpartmell'
1201 I on-Dcpanmenlal S 1,697,5-4-4 S 1,807,198 S 2,193,203 S 3,2-45,6-10 S 2,789,708 S 2,973,720
2101 Town ~'Ianager Administration 423,630 ....,39.470,203 431.950 475,660 649,528
2201 ~luman Resources 500,025 573,8.8 576,625 617,200 57-4,632 43 I,487
2301 Finance &Administralive Sen'ices 984,636 1,009,659 1.087,348 1,186,450 1,018,459 1,063,223
2401 Town Clerk 306,072 279.453 299,691 275,200 289,-459 229,273
612 Workers'Compensation Fund 260,675 398,156 477,923 663,640 496,495 648,781
622 Office SlOres Fund 72,702 82,720 107,936 144,530 122,802
146,000
621 Management InfOnTIation Systems 642,904 703,460 863,719 1,313,200 823,290 1,151,488
721 Parking Assessment District 147,552 147,166 145,616 148,460 148,457 145,730
Total Administrative Sen-ices S 5.035,740 S 5.-446,054 S 6.222,26-4 S 8.026,270 S 6.738,962 S 7,439,230
Commlillit}'De.'elopmem
3101 Administration S 101,410 S 98,704 S 105,251 S 119,310 S 96,098 S 127,530
3201 Dcvelopmental Revicw 767,041 819,105 953,050 1,007,800 864,492 855,489
3401 Code Compliance 95,008 95,252 51,043 110,230 54,674 32,348
))01 Inspeclion Scrvices 1,163.725 1,150,623 1,290,319 1,270,130 1,220.316 1,221,969
3202 Advanced Planning 150.967 151,460 167,586 293,550 217,590 491,027
3999 Pass Thru Accounts 637.917 475,35-4 470,235 I,140,500 1,140,500 1,140,500
Total ComRluni(\'Ocn'lopment S 2.916.068 S 2.790,498 S 3.037.484 S 3.941,520 S 3.593.670 S 3.868,863
Police J)epanmem
-4101 Administration S -456,505 S 478.878 S 49-4.777 S 500,050 S -499,200 S 492,109
-4201 Records &Communication 1.266.666 1.384,702 1,459,075 1.66-1,760 1.617.110 1,679,573
.301 Patrol 5.52-4,247 5.798.683 6.-418,-423 6.802.190 7.004.292 6,897,167
-4303 Imcstigations 1,98-4,817 2.018.770 2.017,-420 2.0 7,730 2.1-48.335 2,135,613
-4302 Tramc 739.177 781,033 7.0.387 788.800 665,700 81.,799
-4202 Personnel &Communit)Services 684,563 509.434 62-4.801 611.140 626.665 570,8 9
-430-4 Parking Program 512.918 625.119 -442.929 -WO.-460 -470,792 476,465
-4999 Pass Thru Accounts 199.267 2-4.031 19,586 22.000 22.000 22.000
2270 Police Department Grants 15.529 34.125 15.065
Total Police DepartlTlcnt S 11.383.689 S 11.65".775 S 12.132.463 S 12.917.130 S 13.05".094 S 13.088.615
C·32
DEPARTMENTAL EXPENDITURES
By PROGRAl'1
2005/06 2006/07 2007/08 2008/09 2008/09 1009/10
.-\cluals Actuals Actuals Adopted Estimated ~\dopled
Parks &Pllblic Works
5101 Administration S 292,6-13 S 254.195 S 313,787 S 381.550 S 378.588 S 261.667
5201 Engineering Program Sen ices 601.165 681.119 33.-100 771.-107 8n,O·n
5202 Engineering Dc\elopmcnt Sncs 1.080.269 600,56-1 798.366 776.8-0 767.797 662.775
5301 Park Services 1.902.31-1 1.868,319 1.917,506 1.180.-110 2.108.375 1.881,45-1
5-101 StreCIS Signals Sidewalks 1.-133.608 1.-199.778 1.376,196 J.761.600 \,-157.575 1,761,109
509 Proper!)Damage 52.101 -19,3-10 86.9i:!
5999 Pass Thru Accounts 57,699 8s.:!II 105,190 117.000 110.S7-1 270,000
111 Urban Run·On'Program Fund 186.889 15-1.70-1 163.210 160.650 165.897 147,335
Sc\\er ~13inten3nce Fund 113.992
23X Lighting &landscape Districts 31.136 -10,(>41 28.-181 38,370 38.370 38,370
~11 GFAR 1.005,366 1.58-1.08-1 3.257.216 25.637.27-1 -1.903.178 1,291,100
~71 Traffic Mitigation 60.000 15,000
-121 Grant Funded OP Projecls 1 8.877 82-1.-1-12 1.368.653 2.663.1T 557,70-1 162,017
~61 Stonn Drain =1 215.000 1-1-1.-177 16,337 157.013 163.890 55,000
-162 Stonn Drain =1 ~00.000 1-1.150
-163 Stonn Drain =3 7,3 6 18~21,000 271.-130 271.-130
-In Utility Undergrounding 350,000
~81 Gas Tax ..Street &Signals 810.301 128,553 718,123 733.22-1 60.160 500.000
631 Equipment Replacement 201.186 363.668 -135,605 352.837 316.255 178,697
632 Vehicle r>.laintenance 520.239 5-11.-152 571.813 639.300 603.699 60-1,824
633 Facilities r>.laintenance 1.302.736 905.227 901,-158 1.1-16.500 1.005,956 1,146,2-16
270 PPW Department Grants 1.510
Totall)arks &Puhtic Works S 9,752.260 S 9.662.925 S 12.733,611 S 37.850.565 S 1-1.028.127 S 10,252.736
COIIIllIII:,ity Sen'ices
6101 Administration S 1-11,311 S 1-15.126 S 132.533 S 171.000 S 12-1.300 S 161225
6201 Neighborhood Center 395,404 -02,-117 515,646 526,300 ~97.~00 48\,965
6-101 I-lousing Program 101.017 1,13-1,751 132,944 152.150 131.900 136,164
6205 Community Grants 150.156 153.628 1-15,638 159.290 1-11.890 1-14,93-1
620-1 Arts &Culture 75.-161 7-1.167 80,-101 95.550 95.300 92,647
6999 Pass Thru Accounts 2.679 3,753 1,8~0 3.000 1-1.720
6302 Solid Waste Fund 245.201 22-1.611 302,090 260.520 211.300 243,916
6302 HCD '·Iousing Rehab 5.08-1 8,358 5,359 7,700 2.700 7.700
211 l-IeD Housing Rehab 27,985 -129,222 11,376 2-10,000 176,772 230,000
11"Comm.De\elopment Block Grant 85.305 65.8-14 -18.297 ~8.6~0 -n.390 34.958
Total Community Sen'ices S U29.603 S 2.671.877 S 1.386.125 S 1.66-1.150 S 1.437.672 S 1,535.509
Librar)'
7101 Administr:llion S 254.699 S 256.551 S 189.536 S 302.550 S 291,8-10 S 286.151
7201 Adult Sen ices 510.976 5-1-1.668 5-17.512 583.630 573.-DO 583,631
7202 Children's Sen ices 389.596 392.213 384.377 -136.680 -106.-100 418,373
7203 AequisilOns &C:lIaloging 2-10.586 217.557 220.128 23-1.700 231.800 216,595
7204 Circulation Sen'ices -183.330 503.259 506.-162 553.500 520.100 557,315
711 Library Trust 1-.695 11.389 18,3-10 15.500 23.250 -13.875
713 C1elles Ness Bequest Trust 182,577
712 Libr31)I-listol)'Project 3-1.-1-12 15.598 9.850 8.373 11.000
71~Bem ~IcClendon Trust 5.691 5.000 91.379
TOlal Libr:H)'S 1.931.314 S 1.9-11.135 S 1.981.896 S 1.139.933 S 1.057.IUO S 2.399,896
Redel'e/opm/!tJt Ag/!IICf
911 Capital Projccts Fund S 1.-Ig~.950 S 1.553.-139 S 2.00-.-15 S 2.360.626 S 1.8-3.626 S 696,520
9~1 Debt Sen icc -1.591.-31 -I.98~.276 5.300.268 5.619.890 5.638.291 5,720.300
931 Lo\\~loder3te Housino 380.626 -109.262 1.285.8-6 -103.630 318.627 383.354
TOlal !teden'lopment Agency S 6.-155.307 S 6.944.977 S 8.593.859 S 8.38-1.1-i6 S 7.830.5-1-1 S 6,800.17-1
TOlal Operalin~[xpendilures S 39555.-192 S 42.060.26-1 S -17.5-10.382 S 76.075.36-1 S 49.791.592 S -16.368.0-19
Plus T ran:.l~rs Out 1.1-16.912 8.263.886 7.211.-1-1-1 2.610.83-1 3.831.928 1.97-1,937
Camfomard CIP Projects S 24.-133.-114
Total [~pendilures by Oeparlment:S 40.702.404 S 50,32-1.1::0 S ::4.751.826 S 78.686.198 S 53.623.520 S 72.776.-100
C ..33
SUMMARY OF POSITIO S
DEPARTMENTAL STAFF By FUND
Authorized 2005/06 2006/07 2007/08
2008/09 2009/10
Positions Funded Funded Fuuded Funded Fnnded
General Fllml
Town Council 0.85 0.85 0.85 0.85 0.95 0.85
Town Treasurer 0.25 0.25 0.25 0.25
Town Attorney 0.90 0.85 0.85 0.80 0.90 0.90
Administrative Services 12.50 14.00 14.80 14.50 13.60 12.50
Community Development 17.00 17.95 17.95 17.95 17.80 17.00
Police Department 60.00 62.00 62.00 61.00 61.00 60.00
Parks &Public Works 29.50 27.05 27.58 27.85 31.50 29.50
Community Services 5.15 3.60 3.60 3.90 5.15 5.15
Library 10.35 10.35 10.35 10.35 10.35 10.35
Total General Fuml Staff 136.25 136.90 138.23 137.45 141.50 136.25
Special Revenue Funds
Administrative Services 0.20 0.20 0.10
Parks &Public Works 1.00 5.74 1.72 1.72 1.00 1.00
Community Services 0.05 0.60 0.60 1.30 0.05 0.05
Total Special Revenue Fund Staff 1.05 6.54 2.52 3.12 1.05 1.05
flllel'lllli Service Funds
Town Attorney 0.65 0.25 0.25 0.25 0.65 0.65
Administrative Services 3.65 3.75 3.75 3.95 3.80 3.65
Parks &Public Works 4.50 3.55 4.43 4.43 4.50 4.50
Total 1"lemal Services Funds Staff 8.80 7.55 8.43 8.63 8.95 8.80
Rctlevelopmelll Agency
Administrative Services 0.80 0.80 0.80 0.80 0.80 0.80
Community Development 0.80 0.85 0.85 0.85 1.00 0.80
Parks &Public Works 0.66 0.27
Community Services 0.05 0.05 0.05 0.05 0.05 0.05
Total RClle1'e/opmcllt Agency Staff 1.65 2.36 1.97 1.70 1.85 1.65
Total Town FTEs 147.75 153.35 151.15 150.90 153.35 147.75
Admillistratil'e Sel1'ices Depanmellt staffing I1Iffnbers inelude the/allowing programs:TOII'fI Manager's Office:Humall
Resources:Finance &Administratil'e SeJ1'ices:Clerk Adminisrration:Customer SeJ1'ice Cellfer:amI Managemem
In/o17natiol/Senlices
C -34
SUMMARY OF POSITIONS
BUDGETED FfEs BY DEPARTMENT
70.00
60.00
50.00
40.00
30.00
20.00
10.00 Town
Council -Town
Treasurer
Administrative
Services
Police
Department
Community
Services
Bille Bar Shading -TOWIl Staff
Purple Bar Shading -Hourly Employees
0.93
1.55
17.73
17.80
61.40
37.96
5.48
15.20
Total
Budgeted
Positions
1.40
2.96
0.23
4.85
0.78
1.55
16.95
17.80
60.00
35.00
5.25
10.35
FY 2008/09
Budgeted FTEs by Department
(Includes Converted Hourly Employees)
Authorizedl Hourly Emp
Funded Staff
Town Staff converted
Positions to FTEs
0.85 0.08
Departments
Town Council
Town Treasurer
Town Attorney
Administrative Services
Community Development
Police Department
Parks &Public Works
Conununity Services
Library
Total Positions 147.75 10.30 158.05
Administrative Sen/ices Department staffing 1/umbers include the following six programs:TowII
Ai/ullagers Office;Human Resources:Finance &Administrative Services:Clerk Administration:and
l\llallagement /lIformatioll Services.
Hourly Employee positioJ1S result from seasonal.tempormy.and part-time labor needs.
C-35
I'lH I '0 {)
SUMMARY OF POSITIONS
FuNDED FfEs BY DEPARTMENT
Five Year Staffmg Trend
160.00
140.00
120.00
100.00
80.00
60.00
40.00
20.00
(I Town Council
o Town Treasurer
•Town Anomey
o Administrative Services
o Community Development
•Police Department
[;I Parks &Public Works
o Community Services
o Library
FY
2005/06
FY
2006107
FY
2007/08
FY
2008/09
FY
2009110
FY 2004/05 -FY 2008/09
Five Year Funded and Authorized Positions
(Staff positions only)
Departments
Town Council
Town Treasurer
Town Attorney
Administrative Services
Community Development
Police Department
Parks &Public Works
Community Services
Library
Total Budgeted FTEs
2005/06
Funded
0.85
0.25
1.10
18.75
18.80
62.00
37.00
4.25
10.35
153.35
2006/07
Funded
0.85
0.25
1.10
19.55
18.80
62.00
34.00
4.25
10.35
151.15
2007/08
Funded
0.85
0.25
1.05
19.35
18.80
61.00
34.00
5.25
10.35
150.90
2008/09
Funded
0.95
0.25
1.55
18.20
18.80
61.00
37.00
5.25
10.35
153.35
2009/10
Funded
0.85
1.55
16.95
17.80
60.00
35.00
5.25
10.35
147.75
Note -FTEs represent TOWIl staffpositions fill/ded ;"anl/ual budgets.Numbers do nOl i"clude temporary hours
or thefilled or unfilled slatus of,he positions.
C -36
SUMMARY OF PERSONNEL CHANGES
FY 2009/10
T he Town's total budgeted labor and benefit costs for FY 2009110 decreased to 522.3 million (523.2
million in FY 2008/09).Of tllis amount,labor and benefit costs in the General Fund account for
nearly 520.7 million (521.6 million in FY 2008/09)or 92.6%of the Town's total labor and benefit
expenditures.As a comparative,the General Fund component of labor and benefits in FY 2007/08 was
92.7%of labor and benefit expenses.Contractually obligated increases in salaries,health insurance rates
and retirement are the primary causes of the increase in labor costs.A number of cost saving strategies
have been employed in the budget to help nlitigate part of the increase in personnel costs.The following
discussion describes some of the staffing expenditures,savings and budget impacts.
Employee Compensation and Benefits
PersOimel costs represent salaries of full and pal1-time persOimel (including vacation,holiday,and sick
leave compensation)and benefits,including health coverage,life and disability insurance,and retirement
contributions.Atulual wage increases and benefit adjustments are negotiated under each bargaining unit's
Memorandum of Understanding (MOU's).
NJemol'tlIululllS of Ulldel'stalldillgl1Vages
In FY 2008/09,nonsworn employees waived salary increases in lieu of an enhancement to the retirement
fonnula from 2%at 55 to 2.5%at 55,resulting in no net increase cost to the Town.In addition to
absorbing the increase in the employer's rate,the PERS rate charged to employees increased from 8%to
9%of salary.
The FY 200911 0 budget assumes that the Town will achieve savings of 5200,000 from a management
salaly freeze and 5250,000 from non-management employee salaries tlu-ough reduced COLAs or
furloughs.Discussions with the bargaining units are underway regarding the specific tenl1S of the salary
savings for represented employees;however,the salary savings have been incorporated in the budget.
Highlights of the existing MOUs or known salmy actions are as follows:
•In 2008,the Town Employees Association (TEA)extended their agreement for two years tlu'ough
October 31,2010.TEA is scheduled to receive a 3%wage increase in FY 2009110.
•By resolution,the salaries for Confidential employees mirror the TEA contract.
•Park and Public Works maintenance employees,represented AFSCME,are in the last year of a three-
year agreement (July 1,2007 -June 30,2010)with the Town.AFSCME is scheduled to receive a
3%wage increase in FY 2009110.
•The Police Officer's Association entered into a two and a half year MOU during FY 2007/08,wllich
is effective from JanualY 1,2008 -June 30,2011.The agreement included a 4%wage increase for
the six months ending June 30,2008 and 4%in each year of FY 2008/09 and FY 200911 O.
•l\tlanagement's salary and benefit tel111S are reflected in the Town's Management Compensation Plan
which is approved by Council each fiscal year.To assist the Town in balancing the budget,
management salaries will be li'ozen for FY 200911 O.By forgoing the 3%wage increase and bonuses
for FY 200911 0,the Town will save 5200,000 and this will be the second year of no Management cost
of living increases.
C -37
r.)1 rl
SUMMARY OF PERSONNEL CHANGES
FY 2009/10
Bel/efits
Although no major coverage changes 10 health insurance benefits,increases in medical insurance rates are
anticipated and will adversely impact budgeted labor costs.The Town's basic insurance premium
coverage (Kaiser)increased by 8%effective January I,2009.The new rates effective January 2010 are
expected to be known in November 2009.On a more positive note,disability and life insurance rates
were renegotiated with a new provider,saving the Town $50,000 annually.
Pel/s;ol/Pial/
The Town's two pension plans are 2.5%at 55 (effective July 1,2008,prior formula was 2%at 55)for
"Miscellaneous Employees"(non-safety)personnel and 3%at 50 for "Safety Employees"(Police
Officers).From FY 1998/99 through FY 2003/04,retirement costs for Miscellaneous and Safety
employees were negligible due to PERS "super funding"calculations from prior investment boom years.
Following conservative practices however,the Town continued to charge itself a PERS retirement
expense (based on the average PERS employer rates of years past)during these low-rate years and set
aside the savings in a reserve account to be used to offset future increases in PERS rates.
In the past three years,however,due to the low interest rate climate,PERS has been compelled to
increase contribution rates significantly to cover rising retiree costs.The Town's Miscellaneous
Employee rates formerly set at 7%in FY 2003/04 are 14.584%in FY 2009/10 while the Safety Personnel
Employee rate,formerly 16.0%in FY 2003/04 is 33.838%for FY 2009/10.Due to record PERS
investment losses sustained in 2008,PERS actuaries have advised the Town that significant increases to
PERS rates may occur in beginning in FY 2011/12.These rates are anticipated to be as high as 42%of
covered payroll for safety employees and 21 %for miscellaneous employees.
As anticipated,a portion of this increase in retirement costs will be offset with the utilization of the
PERS reserve account which had a balance of $3.7 million in FY 2004/05.The planned draw down of
reserves at the rate of $300,000 is anticipated to smooth the effects of any future rate increases,should
they occur.The added benefit of expensing retirement costs and setting a liability account aside during
the employer "zero rate"years is the stability that it has afforded staffing levels.Through the recognition
of realistic labor and benefit cost for staffing,the substantial PERS rate increases that the Town has
experienced in recent years were mitigated by use of the PERS reserve.
The following schedule reflects the Town's PERS pension rate for FY 2009/10 and expected rate for FY
2010111 as issued by CALPERS in October,2008.
45.00%
40.00°0 J e 0 0
35.00%•••30.00%-/
25.00%-+-Safety 3%@ 50
20.00%~Mise 2.5%@55 •
15.00%
10.00%
5.DO%!
0.00%
FY FY FY FY FY FY FY FY FY FY FY
04105 05/06 06107 07/08 08109 09/10 10/11 11/12 IVB 13/14 14/15
FY IT ~IT FY IT IT FY FY IT IT
PERS Pension Plan 04/05 05/06 06107 07108 08/09 09/10 10111 11/11 11113 13/14 14115
Safety 3%@50 28.30%32.56%33.99%33.55~~33.6011.33.84%33.30%42%··42.~.42.00'.42.l:m.
Misc2.5Y.@5S·8.01%13.81%12.66%12.99%15.18%14.60"1.14.50%21%"21.00'.21.{)(W.21.00"10
"Arxording 10 unioo a:KJtrad$with T.E.A.and AFSCME the Town changed /he retirement 1orrTJ.Jla.tom 2%at 55 to 2.5%at 55 effectJ've JlJy "2008,
••Based on estimales received from PERS Aetuat'ilas in May 2009.
C-38
SUMMARY OF PERSONNEL CHANGES
FY 2009/10
Budget 114allagemellf Strategies
A number of strategies have been implemented to mitigate rising persOlmel costs.These include:
charging staff time for grant-funded and Redevelopment Agency project work and proprietary services;
increasing user fees to recover staff time costs for Town services;focusing staff time on core services to
maintain the reduction in budgeted overtime;reducing hourly staffing use;and the elimination of vacant,
non-essential benefited positions.
Overtime
Overtime expenditures continue to be assessed and adjustments continue to be made to reduce expenses
where feasible.While unpredictable or non-controllable events will undoubtedly have their impact on the
limited public safety and public works maintenance resources of the Town,adjustments to schedules and
workload plann.ing continues to generate a reduction in budgeted overtime from prior years.As a
consequence,some non-critical Town services may see a reduction in service levels caused by staff being
limited to regular work shifts,however,the restrictions have not proven to be problematic for normal
operations of the Town.
Staffing Changes
The FY 2009110 Operating Budget has 147.75 full-time equivalent (FTE)authorized positions and
reflects an elimination of 5.6 FTE.With continued focus on centralizing customer-based functions,cross
training of support staff,and staffing appropriate positions for work duties,additional operational
functions will be assessed during FY 200911 0 to identify fUl1her reorganizational opportUilities.The
reconunended FY2009/10 staffing levels include the following changes from the prior year's adjusted
budget:
•Parks and Public Works -Two positions have been eliminated in the Parks and Public Works
Department;the Parks Services Officer (PSO)and a Maintenance Worker in the Streets and Signals
Program.The PSO will be backfilled tllrough the use of a temporary staff and workloads will be
reconfigured to mitigate impacts related to the elimination of the Maintenance Worker.Additionally,
the FY 2008/09 clerical overstrength position to provide temporary administrative support will be
eliminated in FY 2009110.A vacant Superintendent position is being evaluated for reclassification
and a placeholder of $34K in savings has been incorporated in the budget,pending the staffing
restructure.
•Police Departlllel1/-To contain costs,the Department has implemented several cost cutting
strategies,including FTE eliminations, cost sharing for coul1 liaison and School Resource Officer
services,reductions in Community Service Officer lntem temporary hours,and ovel1ime reduction
efforts.Due to budget limitations,one Sergeant,through attrition has been eliminated and
Conununity Service Officer [ntem hours have been reduced.Additional FTE saving efforts include an
agreement between the Los Gatos Police Depanment and the City of Campbell to share coul1 liaison
services to be provided by Campbell.The cost to the Town is approximately $40,000.As a result,the
department eliminated a vacant Records Specialist position.Other cost sharing initiatives include an
agreement between the Town and the elementary and high school districts to jointly fund the SRO
position.Staff has also submitted an application for a Federal Stimulus COPS grant to obtain
additional funding for the SRO and another Police Officer position.If either funding source becomes
unavailable,the SRO position could be discontinued or reconfigured.Ovel1ime funding in all
programs continues to be relied upon by the depal1ment to backfill for vacancies as a result of
training,vacation,sick or extended absences.The department acknowledges a need to reduce the
reliance on these funds to compensate for persolmel absences and has implemented several reduction
strategies.This will be a continued focused reduction effol1 for the depanment in FY 200911 O.
C -39
•Adlllillistralive Services -The FY 200911 0 Administrative Services budget reflect a full allocation of
the Town Manager and Assistant Town Manager positions to the Town Manager's Office budget.
Tlus adjustment is moderated by the elinunation of the Admilustrative Programs Manager position to
allow flexibility to meet lugher pliority staffing needs within the organization.Core services
provided by the Manager's Office,such as Council agenda management,general program/policy
analysis,economic vitality efforts,public outreach,and customer service i,utiatives will remain at
current levels.However,the lanager's Office will need to prioritize and schedule special project
and inter-departmental efforts given the reduced management staff.
•Clerk/Mallagement [lljorlllalioll Systems -The FY 2009110 budget for the Clerk Administration
Department reflects a decrease in salary and benefits and slightly lower expenditure levels.The
decrease in salary and benefits is due to the elimination of the Administrative Programs Manager.The
FY 2009/10 budget for Management Information System maintains prior year salary and benefit
levels.
•Finallce -The FY 2009110 Finance budget reflects the elimination ofa .80 FTE Account Tecluucian
for Business Licenses.Additional temporary hours have been added to backfill the Account
Tecluucian position and provide technical support financiaVhuman resources information system
upgrade.To mitigate impacts from reduced staffing,the department will'aggressively seek out
opportuluties to train and cross-train available persOlmel and maxinuze the use of its new
financial/human resources information system,which should be fully implemented by the end of FY
2009110.
•Humall Resources -The FY 2009/10 Human Resources budget reflects a significant decrease in
salary and benefits and operating expenditures.Decreases in salary and benefits are due to staffing
reallocation of the Town Manager and Assistant Town Manager positions from Human Resources to
the Town Manager's Office budget program.This reallocation does not change the staffing level or
service delivery for the Human Resources Department or the Town Manager's Office.
•Legal Services -The FY 2009110 budget for the Town Attomey's Office reflects a moderate decrease
in salary and benefits and operating expenditure levels.Decreases in salary and benefits are due to
program reallocations.Operational expenditures have been lowered to reduce costs.These changes
are part ongoing reorganization aimed at matching costs with services,consolidated work loads were
possible and thereby increase cost efficiency.
•Comlllullity Developlllent -mabie expenditure reductions include the elimination of the Code
Compliance Officer and Associate PlafUler position.Should the local econonuc situation improve,
these positions will be reevaluated accordingly.
•Librwy -There are no proposed staffing changes for FY 200911 O.
•COlllmllllity Sen/ices -There are no proposed staffing changes for FY 200911 O.
C -40
SUMMARY OF PERSONNEL CHANGES
FY 2009/10
II//emal Sen/ice FI/I/d Allocatiol/s
Ln addition to direct persOlUlel expenditures,departments are charged for internal support services and
employee insurance costs through payroll allocation charges.Appropriate charge-back rates are
established based on either employee group historical costs or through a flat surcharge per employee.
AtUlual reviews of these funds may result in adjustments to the rates.
Liability Il/sl/ral/ce
Self-Insurance Fund rates (liability claim insurance premiums)for FY 2009110 remain at the prior year
rates as the Self-Insurance Fund Balance continues to be more than sufficient,and revenues are keeping
pace with expenditures.
Workers COlllpel/satiol/
The Workers Compensation fund balance also continues to be healthy.The program's allocation charges
were increased in FY 2004/05 to keep pace with the increase in insurance premiums,and have been
adjusted in FY 2009/10 to keep pace with increasing expenditures.
lvlal/agelllel//II/Jorllla/iol/
The Management Infonnation Systems (MIS)program is funded through two different charge-backs to
the depal1ments.One charge is based on a percentage of salary to fund lhe salaries and operating
expenses of the MIS program.The second allocation charge is based on the department's computer and
printer equipment,established to fund the replacement cost of current technology equipment.
TOWN STAFF
POSITIONS BY HOi\IE DEPARTME.'T
AUlhoriztd 2005/06 2006/07 2007/08 2008/09 2009/10
Positions Funded Funded Funded Funded Funded Comments
TOWN ATIORNEY'S OFFICE
Town Attorney 1.00 1.00 1.00 1.00 1.00 1.00
Legal Admin Assistant 0.50 0.50 CYflUId ,JO fTE
Legal Assistant 0.50 CY dele/ioll
TOTAL FTEs 1.50 1.00 1.00 1.00 1.50 1.50
TOWN MANAGER'S OFFICE
Town Manager 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Town M:l1lagcr 1.00 1.00 1.00 1.00 1.00 1.00
Administrative Programs tvlgr.1.00 1.00 1.00 1.00 CY (Ielelio"
Exec.Assistant to Town Mgr.1.00 1.00 1.00 1.00 1.00 1.00
Economic Vitality ~Ianager 1.00 1.00 1.00 1.00 1.00 1.00
Office Clerk 0.90 0.80 0.80 0.80 0.90 0.90
TOTAL FTEs 4.90 5.80 5.80 5.80 5.90 4.90
HUMAN RESOURCES
Human Resources Din.--ctor 1.00 1.00 1.00 1.00 1.00 1.00
Administrative }-\nalyst 1.00 1.00 1.00 1.00
Human Resources Specialist 0.25 1.00 1.00 0.25 0.25 0.25
TOTAL FTEs 2.25 2.00 2.00 2.25 2.25 2.25
FINANCE &AD~IINISTRATIVE SERVICES
Finance &Admin.Director 1.00 1.00 1.00 1.00 1.00 1.00
Finance Manager 1.00 1.00 1.00 1.00 1.00 1.00
Accountant/Finance Analyst 1.40 0.40 0.40 1.40 1.40 1.40
Positioll shared willi .60 FTE CDD
Alln~l'st positiol/.
Payroll Specialist 1.00 1.00 1.00 1.00
Sr.Account Technician 1.80 2.00
Accounl Technician 2.00 1.60 2.00 3.00 2.60 2.00 CY delete .60 FTE
Sr.Accounl Clerk 0.80 1.00
TOTAL FTEs 6.40 6.60 7.40 7.40 7.00 6.40
CLERK AOi\IINISTRATION
Clerk Administr.llor 1.00 1.00 1.00 1.00 1.00 1.00
Deput)'Clerk 0.75 I.75 1.75 0.75 0.75 0.75
~lIS Specialist 0.50
TOTAL FTEs 1.75 2.75 2.75 2.25 1.75 1.75
J\IANAGEMENT INI~ORMATIONSERVICES
MIS Manager 1.00 1.00 1.00 1.00 1.00 1.00
NClwork Administr.llor 1.00 1.00 1.00 1.00
Help Desk Adminislr.llor 0.75 0.50 0.75 0.75
{viiS Spccialisl 2.00 2.00 0.50
TOTAL t--rEs 2.75 3.00 3.00 3.00 2.75 2.75
C·42
TOWN STAFF
POSITIONS BY HOME DEPARTMENT
Authorized 200SI06 2006/07 2007/08 2008/09 2009/10
Positions Funded Funded Funded Funded Funded Comments
CO;\h\IU~IT\'DEVE:LOP;\IE~T
Communi I}Dc\clopml.Dir.1.00 1.00 1.00 1.00 1.00 1.00
Assl.Communil)"Dc,'.Oir.1.00 1.00 1.00 1.00 1.00 1.00
Deput)'To\\n Manager 1.00 1.00 C)'jil/llll.0 FTE
Adminislr.::nhc Anal}!>1 0.60 0.60 0.60 0.60 0.60 0.60
Posi/iolJ slla,~d l\";tll ../0 FT£Fimll/u
Acco/lII/IJII/positiolJ.
Adminisu,:ui\c Secretary 1.00 1.00 1.00 1.00 1.00 1.00
SecretaI')II [1.00 1.00 1.00 1.00 1.00 1.00
Senior Planner 1.00 1.00 1.00 1.00
Associate Planner 2.00 -tOO 4.00 3.00 3.00 2.00 cr delete IJ)FTE
Planner 1.00 1.00 1.00 1.00 1.00 1.00
Assis!:lnl Planner 1.00 1.00 1.00 1.00 1.00 1.00
('ounter Technician 1.00 1.00 1.00 1.00 1.00 1.00
('ode Compliance Officer 1.00 1.00 1.00 1.00 CY de/elf'1.U FTE
Building Official 1.00 1.00 1.00 1.00
Sr.Building Inspeetor 1.00 1.00
Suildin!!:Inspector 4.00 -tOO 4.00 -tOO 4.00 4.00
TOTAL FTEs 17.60 18.60 18.60 18.60 18.60 17.60
POUCE
Chief of Ilolicc 1.00 1.00 1.00 1.00 1.00 1.00
Police Captain 2.00 2.00 ~.OO :!.OO 2.00 2.00
Police Sergeant 8.00 9.00 9.00 9.00 9.00 8.00 CY delete I.U FT£
Police Corporal 5.00 5.00 5.00 5.00
Police Officer 26.00 30.00 30.00 25.00 25.00 26.00
O'}il//(II.O FT£
Community Scrviccs Ofitcer 4.00 4.00 4.00 4.00 -t.00 4.00
Crimc Analyst 1.00 1.00 1.00
Police Admin Scrvices i\lgr.1.00 1.00 1.00 1.00 1.00 1.00
Executivc Assistant to Chief 1.00 1.00 1.00 1.00 1.00 1.00
Communications Dispatcher 7.00 7.00 7.00 7.00 7.00 7.00
Police Records Specialist 3.00 3.00 3.00 3.00 4.00 3.00 0'(Mete 1.0 fTf
Parking Control Officer 2.00 3.00 3.00 2.00 :LOO 2.00
TOTAL FTEs 60.00 62.00 62.00 61.00 61.00 60.00
C -43
TO'STAFF
POSITIONS BY HOME DEPARTMENT
Aurhorized 2005/06 2006/07 2007108 2008/09 2009/10
Posilions Funded Funded Funded Funded Funded Comments
PARKS and PUBLIC WORKS DEPART~IENT
Parks &Public Works Die.1.00 1.00 1.00 1.00 1.00 1.00
Ass!PPW Dirrrown Engineer 1.00 1.00 1.00 1.00 1.00 1.00
Administrative Analyst 1.00 1.00 1.00 1.00 1.00 1.00
Administrali\"c Specialisl 1.00 1.00 1.00 1.00 1.00 1.00
Public Works Specialist 2.00 1.00 1.00 2.00 0'(Ie/efe 2.0 FTE
Administrative Secrelary 2.00 1.00 1.00 2.00 CY}i/l/(II.O FTE
Secretary III 1.00
Superintendenl 1.00 2.00 2.00 2.00 2.00 1.00 CY lle/efe 1.0 FT£
FacililY Technician 1.00 1.00 1.00 1.00
PPW Supervisor 2.00 1.00 1.00 1.00 1.00 2.00 CYfimd 1.0 FTE
Town Arborisl 1.00 1.00 1.00 1.00 1.00 1.00
Lead Parks &I\.lainl.Worker 2.00 1.00 1.00 2.00 2.00 2.00
Sr.Parks &Main!.Worker 2.00 1.00 1.00 CY de/elf'1.0 FTE
Parks &Mainlenance Worker 9.00 11.00 10.00 9.00 9.00 9.00
Sweeper Operntor 1.00 1.00 1.00 1.00 1.00 1.00
Tree Trimmer I High Climber 1.00 1.00 1.00 1.00 1.00 1.00
Parks Service Officer 1.00 2.00 2.00 2.00 2.00 1.00 CY delete 1.0 FTE
Associale Ci\'il Engineer 3.00 3.00 3.00 3.00 3.00 3.00
AssiSlant Ch'il Engineer 1.00 1.00 1.00 1.00
Sf.Engineer Technician 1.00 1.00
Engineering Technician 1.00 1.00 1.00
Senior Engineer Inspector 1.00 1.00 1.00 1.00 1.00 1.00
Engineer InspeclOr 2.00 1.00 1.00 1.00 1.00 2.00 CY jil/It/1.0 FT£
Apprentice Mechanic l.00 1.00 CYjimd 1.0 FT£
Equipment Mechanic 1.00 2.00 2.00 2.00 2.00 1.00 CY (Ielm 1.0 FT£
TOTAL DEP,\nT~IENTFTEs 35.00 37.00 34.00 34.00 37.00 35.00
COMMUNITY SERVICES
Community Serdccs Director 1.00 1.00 1.00 1.00 1.00 1.00
Adminislralive Anal)SI 0.50 0.50 0.50 0.50 0.50 0.50
Adminislralive SecrCt3T)1.00 1.00 1.00 1.00 1.00 1.00
Senior Coordinalor 1.00 1.00 1.00 1.00 1.00 1.00
Volunteer Coordinalor 0.75 0.;;0.;;0.75 0.75 0.75
Sccretarv I 1.00 1.00 1.00 1.00
TOTAL DEP.-\nT'IE~T FTEs 5.15 -US -US 5.15 5.2:5 5.2:5
C -44
TOWN STAFF
POSITIONS BY HO~IE DEPARBIENT
AUlhoriz{'d 2005/06 2006/07 2007108 2008/09 2009/10
Positions Funded Funded Funded Funded Funded
LIBRARY
libraI'}Director 1.00 1.00 1.00 1.00 1.00 1.00
Assistant library Direclor 1.00 1.00 1.00 1.00 1.00 1.00
Principal Librarian 2.00 2.00 1.00 2.00 2.00 2.00
Librarian 2.25 2.25 2.25 1.25 :L~5 2.25
Circulation Supcn isor 1.00 1.00 1.00 1.00 1.00 1.00
Libra!)AssisHlni :UO :UO 2.50 2.50 2.50 2.50
Scrrclan III 0.60 0.60 0.60 0.60 0.60 0.60
TOTAL OEPr\nT~IE:\TFTEs 10.35 10.35 10.3S 10.35 10.35 10.35
TOTAL 1'OW1'FTEs 147.75 153.35 151.15 150.90 153.35 1"7.75
ELECTED OFFICIALS
2005/06 2006/07 2007108 2008/09 2009110
Funded Funded Funded Fund£'d Funded
Town Council 5.00 5.00 5.00 5.00 5.00
Town Clerk 1.00 1.00 1.00 1.00
Town Treasurer 1.00 1.00 1.00
TOTAL (LEerED OFFICIALS 6.00 7.00 7.00 7.00 5.00
1-IOUlllY EMllLOYEES
2005/06 2006/07 2001/08 2008/09 2009/10
Temporllr)'HOlln'by DelJllrtmenr Funded Funded Funded Funded Funded
Towll Council 175 175
175 175 175
t\dministrative Sen'ices 3~5 315 -U5 1,~~5 1,621
CommunilY De\clopmcnl 120
Policc Dcpartlllcnl 1.600 2.600 3.6~0 3.6~0 2,920
Parks &.Public Works 7.332 10,800 8,760 5.18~6.152
Community Scn iccs 2.502 1.501-470 470 470
LibraT}Dcpartment 11.180 10.953 10.093 10.093 10.093
TOlul Temporary Jlollrs bJ'Department 2~.IU 27,355 23,683 20.987 21,~31
CO~VERTEO HOURLY L\lPLOYEES 11.59 13.15 11.39 10.09 10.30 (1.00 FTE =2080 lJollrs)
C -.5
C -46
DEPARTMENTAL BUDGET DIRECTORY
FY 2009110
To\\,;-,'OFFICES
To\\'Tl Offices Over.ie\\'...0-5
1101 TO\\11 Council Administration............................................D-7
1301 TO\\'Tl Attomey Administration D-9
1302 Liability Self-Insurance Fund (ABAG).......0-13
AD~IINISTRATI\'ESER\·'CES DEPARHIENT
Administrative Services Department Overview .0-17
2101 Town Manager's Office Administration .0-21
220 I I--Iunlan Resources....................................0-27
2301 Finance &Administrative Services 0·33
2401 Clerk Administration.....................0-39
1201 Non-Oepartmental .0-43
621 Management Infomlation Services...0-47
612 \Vorkers Compensation .0-53
622 Office Stores ...0-57
721 Parking Assessment District ....0-59
CO~I~IUNITYDEVELOPMENT DEPARHIENT
Community Development Department Overview.................0-63
3101 Community Development Administralion .0-67
320 I Oevelopment Review ..0-71
3202 Advanced Planning ..0-77
330 I Building &Inspection Services D-81
3401 Code Contpliance .0-85
3999 Pass-Through Accounts 0-89
POLICE DEPARHIENT
Police Oepartlnent O'·en·ie'v 0-91
4101 Police Administration.......................................0-97
4201 Records &Conununication .D-I 0I
4202 Personnel &Community Services .0-105
430 I Patrol......0-109
4302 Traffic..0-113
4303 Investigations .0-1 J 7
4304 Parking Management 0-121
4999 Pass-Through Accounts .0-125
270-Operating Grant Funds ..0-127
D-I
ro DEPARTMENTAL BUDGET DIRECTORY cg
PARKS &PUBLIC WORKS DEPARHIENT
Parks and Public Works Oepartment Overview 0-129
5101 Parks &Public Works Administration 0-135
5201 Engineering Program Services 0-139
5202 Engineering Developmel1l Services .D-143
530 I Parks Services .0-147
5401 Streets &Signals .0-153
5999 Pass-Through Accounts 0-157
631 Equipment Replacement 0-159
632 Vehicle Maintenance 0-163
633 Building Maintenance .0-J 67
221 Non-Poil1l Source .0-J 7 J
Assessment District Funds
231 Blackwell Oistrict 0-177
232 Kennedy Meadows Oistric1....................0-179
233 Gemini Court Oistrict ..0-181
234 Santa Rosa Heights Oistrict .0-183
235 Vasona Heights Oistrict ...0-185
236 Hillbrook Oistric1............0-187
CO~IMUNITYSERVICES DEPARnlE 'T
Community Services Department Overview D-189
6101 Conunun.ity Services Administration .D-193
620 I 'eighborhood Center .0-197
6204 Arts &Culture..........................................................0-203
6205 Conununity Grants .0-207
6302 Conservation.Recycling &Sustainability 0-213
640 I Housing Progranl 0-219
6999 Pass-Through Accounts .0-223
211 Housing Conservation Program Fund __..0-225
212 Conulluruty Oevelopment Block Grant Fund...........................0-229
6303 Beverage Container Grant Fund _.._0-233
D-2
ro DEPARTMENTAL BUDGET DIRECTORY 03
LIBRARY DEPARnlENT
Library Department Overview...D~235
7101 Library Administration....0-239
7201 Adult Services/Reference ..D-243
7202 Youtlt Services ..D-247
7203 Acquisitions &Cataloging ..0-251
7204 Circulation /Systems Administration .0-255
711 Library Trust Fund D-259
712 History Project Trust Fund D-261
713 Clelles Ness Tmsl Fund..D-263
714 Susan E.(Betty)McClendon Trust Fund D-265
D -3
D-4
PROPOSED
Town Offices
PROGRAM PURPOSE
The Town Offices programs are comprised of:Town Council Administration and the Office of the Town
Attomey,which includes the Self-Insurance Liability program.The purpose of each program is outlined
in the sections that follow this page.
BUDGET OVERVIEW
The FY 2009/10 Town Offices budget reflects a decrease in salary and benefit costs and operating
expenditures due to the consolidation of the Elected Clerk and Treasurer programs into the Clerk
Administration and Finance Department budgets,This consolidation was a result of the approval of
Measure C,a ballot initiative that made the Town Clerk and Town Treasurer positions appointed
positions.In addition to this consolidation,other budget adjustments were made in the Town Offices
budget,including staffing reallocations to better reflect the deployment of resources and reductions in
operating expenditures.It is anticipated that general administrative,legal and risk management services
will be maintained at cun'ent levels.
D-5
D-6
PROPOSED
PROPOSED
Town Council
TOWN COUNCIL ADMINISTRATION
PROGRAM 1101
PROGRAM PURPOSE
The Town Council is the elected legislative body that represents and directs theTown of Los Gatos.The
Town Council is comprised of five (5)Council members,with the Mayor and Vice Mayor appointed
armually by the Council each November.The Town operates under a Council/Manager (corporate)form
of govellU11ent that combines the policy leadership of elected officials with the managerial responsibility
of an appointed Town Manager.With the assistance of Town staff,the Mayor and Town Council identify
and adopt appropriate policy,program and budget priorities for the Town.
As an elected Legislature,the Council's priorities reflect,tlu'ough its regulatory and budgetary
enactments,the aspirations of the residents of Los Gatos.These priorities are implicit in the programs
adopted and set f0l1h in the amlUal operating budget for the Town of Los Gatos.
BUDGET OVERVIEW
The FY 200911 0 budget for the Town Council reflects a moderate decrease in salary and benefit costs and
operating expenditures.This decrease is largely due to eliminating the Administrative Programs Manager
position in the Town Manager's Office.Staff anticipates that tlu'ough the redeployment of resources,
general administrative services,including agenda packet preparation and distribution,customer and
elected official support and Council policy/program analysis will be maintained at CUITent service levels.
However,it is important to note that the proposed stlUctural changes will impact workload capacity and
flexibility to address unanticipated service requests.
0-7
PROPOSED
ro TOWN COUNCIL 03
S MMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007108 2008/09 2008/09 2009110
Actuals Actunts Acruals Adopted Estimated Adopted
REVENUES
Sen';ce Charges
OIlier Sources
TOTAL REVENUES S S S S S S
EXPENDITURES
Salaries and Benefits 120,766 124,529 124,670 153,500 152,700 136,027
Operating £xpendilllres 20,649 18,566 17,950 23,200 13,000 20,200
Fl~f:ed Assets
ImerJIal Service Charges 4,834 5,040 5.210 4,800 5,200 4,614
TOTAL EXPE 'DITURES S 146,249 S 148,135 S 147,830 S 181,500 S 170,900 S 160,841
KEY PROGRAM SERVICES
•Represents the residents of Los Gatos
•F0I111ulates and enacts public policy in response to current and anticipated needs within political,
administrative,and fiscal conslraints
•Provides community leadership as the legislative and policy-making body of the municipal
government
•Oversees Town boards and commissions
•Represents the Town of Los Gatos through coordination and collaboration with other goveI11ment
agencIes
TOWN COUNCI L STAFFING
Full Time Equimlellts (FTE)
Authorized 2005/06 2006/07 2007108 2008/09 2009/10
TOII'II Staff Positions Funded Funded Funded Funded Funded
Administrative Programs Mgr.0.10 0.10 0.10 0.10
Executi'"c Asst.10 the Town Mgr.0.50 0.50 0.50
0.50 0.50 0.50
Office Clerk 0.35 0.25 0.25 0.25 0.35 0.35
TOTAL PROGRAM FTEs 0.85 0.85 0.85 0.85 0.95 0.85
2005/06 2006/07 2007108 2008/09 2009110
Funded Funded Funded Funded Funded
Elected Officials
Councilmcmbers 5.00 5.00 5.00 5.00 5.00
TOTAL ELECTED OFFICIALS 5.00 5.00 5.00 5.00 5.00
Tempomry Sltlff Hours
Intem 375 175 175 175 175
TOTAL AN 'UAL HOURS 375 175 175 175 175
D-8
PROPOSED
Town Attorney
TOWN ATTORNEY ADMINISTRATION
PROGRAM 1301
PROGRAM PURPOSE
The Town Attomey is the legal advisor to the Town Council,Redevelopment Agency and staff.In this
capacity,the Office of the Town Attorney provides a wide range of legal services to ensure that Town
actions and activities are legally sound.The core services of the Town Attorney's Office include,but are
not limited to:providing timely legal advice to the Town Council,Town advisory bodies and staff;
drafting contracts,opinions,resolutions and ordinances;reviewing,processing,and settling claims against
the Town;and prosecuting,and defending civil lawsuits against the Town.
BUDGET OVERVIEW
The FY 2009/1 0 budget for the Town Attomey's Office reflects a moderate decrease in salary and
benefits and operating expenditure levels.Decreases in salaty and benefits are due to program
reallocations.Operating expenses such as legal subscriptions and outside legal services have been reduced
due to budget limitations.
ACCOMPLISHMENTS
Strategic Goals Accomplishments
Good
Goverlla1lce •Provided legal advice to assist in the management of complex land useEnsureapplicationsanddecision-making processes
responsive,•Streamlined propel1y damage claims processesaccountableand
collaborative •Settled long-tenn grading violations
govemance
0-9
PROPOSED
w TOWN ATTORNEY 0.l
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007108 2008/09 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Service Charges
Olher Sources 591
TOTAL REVENUES S S S 591 S S S
EXPENDITURES
Salaries and Benefits 177,703 166,752 178,708 179,700 193,400
157,873
Operating Expenditures 28,757 45,043 48,543 42,800 31,913 34530
Fixed Assers
Inlemal Service Chalges 22,284 23,033 24,403 25,400 25,600 22,970
TOTAL EXPENDITURES S 228,744 S 234,828 S 251,654 S 247,900 S 250,913 $215,373
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Process Improvements
Good Governance The Town Attorney's Office is a service depal1ment that must be available to
Ensure responsive,respond to the varying needs of the Town Council and Town staff.However,
accountable and without compromising this key focus,the Town Attorney will continue to assist in
collaborative the effort to streamline administrative functions,including contract development
governance and management and reduce the cost of legal services and overall Town liability.
KEY PROGRAM SERVICES
•Represents the Town regarding litigalion malters,including criminal prosecutions of code
violations
•Serves as the legal advisor for the Town Council,Town staff,and Redevelopment Agency
•Processes and evaluates all personal injury,propel1y damage and other monetary claims against
the Town and manages all litigation involving the Town
•Drafts and/or reviews all proposed ordinances and resolulions
•Supervises personal injury or property damage claims and related claims litigation
•Reviews and/or drafts Town staff reports and contracts
•Assists in the administration of the Town's liability insurance and lisk management program
•Negotiates key transactions such as property acquisitions
D-IO
ro TOWN ATTORNEY 03
PROPOSED
TOWN ATTORNEY STAFFING
Full Time Equivalents (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOII'Il Staff Positions Funded Funded Funded Funded Funded
Town Attorney 0.60 0.75 0.75 0.75 0.60 0.60
Legal Admin Assistant 0.25 0.25
Legal Assistant 0.25
Deputy Clerk 0.05 0.10 0.10 005 005 005
TOTAL PROGRAM HE,0.90 0.85 0.85 0.80 0.90 0.90
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and l\1easul'cs Actual Actual Actual Estimated Budget
I.To reduce lhe legal and/illancial cOl/sequences of
claims alld 1001'suiIS agail/s1 the TOII'Il.
a.Percentage of claims for denial or approval 98% 98% 98%98%98%
processed within forty-five days of filing:
2.To proteel file Towl/from legal exposure Ihrough rhe
timely reviell'ofcOl/tracts.sra/Jreporfs.and T0\1'1I
policies and pracrices.
a.Percentage of staff reports and cOntracts reviewed 95%95%95%95%95%
in twenty-four hours of receipt:
b.Percentage of f0I111al Request for Written Opinions 95%95%95%95% 95%
prepared within three working days:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Number of incident reports processed:30 21 25 16 15
2.Number of property loss reports processed:35 21 25 30 20
3.Number of subpoenas handled:8 7 8 2 5
4.Number of Public Records Act requests processed:24 24 24 16 20
5.Number of resolutions and ordinances developed:24 24 24 13 15
6.)Jumber of opinion requcsts and comracls reviewed:150 150 150 150 150
7.Number of cases closed:22 30 25 191 80
8.Number of claims:19 24 25 15 15
D-II
D-12
PROPOSED
PROPOSED
Town Attorney
LIABILITY SELF-INSURANCE FUND
PROGRAM 1302
F 'D PURPOSE
The Town is a member of the Association of Bay Area Govenunent (ABAG)insurance pool,a self-
insurance program established in 1986 to provide general liability,propel1y insurance,and risk
management services to 30 cities within the Bay Area.Tllis coverage nlininlizes the Town's exposure to
losses as a result of Town policy or actions.
The annual prenlium paid by the Town allows for 5 I 0 nlillion total coverage with a 550,000 deductible
per occurrence.Self-Insurance rates have been established to accurately allocate the cost of this internal
service fund to all programs based on staffing levels,thus,more accurately distributing and reflecting
actual costs of services.
BUDGET OVERVIEW
The FY 200911 0 budget reflects a decrease in salary and benefits and an increase in operating expenditure
levels.Staffmg changes include FTE reallocations to the Self-Insurance Liability Fund to better reflect the
use of resources.The Town's operating expenses have risen slightly because of an increase in the ABAG
insurance prenlium.The adjustment in the Town's prenlium was due to resolution of a sizeable claim.
However,the Town continues to make strides in the area of risk management and was recently awarded
an ABAG grant in the amount of 5 I 0,000 for its effoJ1s.
The Self-Insurance program is funded through depaJ1mental charges based on established assessment
rates per labor dollar expended.Service rates are established to maintain fund balance capacity at a
minimum of three times the annual operating expense.This rule of thumb provides a funding source for
potential claims against the Town.Excess funding is reduced through lower service rates and transfers
back to the General Fund.
As the liability program's overall cost remains significantly lower than in previous years due to a low-
claims history,the labor rate assessments to the depaJ1ments will continue at the reduced rates established
in FY 2004/05.These rates reflect a 20%decrease in FY 2004/05 from the 80%assessment levels
initiated in FY 2003/04 (meaning rates continue at 64%of what they were four years ago.)This lower
rate more accurately reflects actual program costs,wllich although results in reduced revenue to this
program,produces town-wide reductions in program expenses.Program costs will be evaluated in FY
200911 0 to detellnine if the current assessments need to be revised.
D-13
ro TOWN ATTORNEY 05
Liability Self-Insurance Program
PROPOSED
STATEMENT OF SOURCE AND USE OF FUNDS
2005106 2006107 2007108 2008109 2008109 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Loan 10 CIP -Police Facility 235,404 235,404
Undesignutcd 1,939,958 2,047,197 2,125,031 1,620,039 1,620,039 1,880,163
Total Beginning Fund Balance 1,939,958 2,047,197 2,125,031 1,855,443 1,855,443 1,880,163
Revenues
Service Charges 497,246 500,502 561,436 518,400 556,800 528,990
Dlher Sources 8,981 37,265 25,000 10,000
Total Revenues 506,227 537,767 586,436 518,400 566,800 528,990
TOTAL SOURCE OF FUNDS 2,446,185 2,584,964 S 2,711,467 S 2,373,843 S 2,422,243 S 2,409,153
USE OF FUNDS
Expenditures
Salaries and Benefits 80,322 55,674 80,679 138,100 95,200 109,062
Operating Expenditures 318,666 404,259 765,345 472,800 446,880 497,750
Fixed Assets 10,000
Intcmal Service Charges
Total Expenditures 398,988 459,933 856,024 610,900 542,080 606,812
Operating Transfers
Transfer to General Fund
Total Operating Transfers
Ending Fund Balance
Loan to CIP -Police Facility 235,404 235,404
Undcsignatcd 2,047,197 2,125,031 1,620,039 1,527.539 1,880,163 1,802,341
Total Ending Fund Balance 2,047,197 2,12:"031 1,855,443 1,762,943 1,880,163 1,802,341
TOTAL USE OF FUNDS 2,446,185 2,584,964 S 2,711,467 S 2,373,843 S 2,422,243 S 2,409,153
D-14
l!O)TO"I ATTORNEY 03
Liability Self-Insurance Program
2009/10 KEY PROJECTS
PROPOSED
Strategic Goals Key Projects
Premium .~/allagelllellt
Good Governance Emphasize the improvement of safety concems by actively pursuing ABAG
Ensure responsive,training programs.In an effon to minimize insurance claims,the insurance
accountable and pool offers safely training in areas which produce a high liability risk.
collaborative
goven1ance
KEY PROGRAM SERVICES
•Act as liaison with the Town's Liability Insurance administration
•Inform Town Council and Town Management of potential claims and results
LIABILITY SELF-INS RANCE PROGRAM STAFFING
Full Time Equ;"alellf (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
TOIIIII Staff Positions Funded Funded funded Funded Funded
Town Attorney 0.35 0.25 0.25 0.25 0.35 0.35
Assistant Town Manager 0.05
Legal Admin Assistant 0.25 0.25
Legal Assistant 0.25
Clerk Administrator 0.05
Deputy Clerk 0.20 0.20
ACCOUI1I Technician 0.10 0.10 0.10
MIS Specialist 0.25
Toral Liability FTEs 0.70 0.45 0.45 0.55 0.75 0.70
D-15
PROPOSED
PROPOSED
Administrative Services Department
DEPARTMENT PURPOSE
The Town 4anager provides overall management,administration,and direction for the Town
organization,reporting to the full Town Council.The Administrative Services Department supports the
Town Manager in these functions,and is made up of six key programs,including the Town Manager's
Office,Clerk Administration,Finance and Administrative Services,Human Resources,and Management
Information Systems (MIS).Below is a sununary of the Administrative Services Department core
services and service objectives.
The Administrative Services Depaltmenl identifies communit),issues and needs requiring legislative
policy decisions and provides alternative solutions;assures that the Council's policies,programs,and
services are effectively and efficiently provided;prepares the Town budget with recommendations on the
appropriate resources for Council action;provides research and infollllation necessary for responsible
decision making;fosters public awareness of municipal programs,services and goals;responds to resident
inquiries by explaining Town services and functions;investigates problems and provides information and
specialized assistance in Redevelopment project area development.The Department is also directly
responsible for human resources,finance,budgeting,purchasing,labor relations,management
information systems,cable television franchise management,equipment replacement,worker's
compensation,records management,customer service management,economic vitality,and other
administrative support.
BUDGET OVERVIEW
The FY 200911 0 departmental operating budget reflects a significant decrease in expenditures due 10 the
elimination of a senior management position and other reduced expenses,Given these reductions,it is
anticipated that core services and programs provided by the Administrative Services Department will
remain at current service levels.However,because budgeted expenditure levels remain unchanged,
resource capacity will continue to be limited,impacting the Town's ability to address unanticipated
service requests.In addition,the division of central management funding to several programs has been
consolidated in this program.
Key staffing and administrative changes will be discussed in more detail in the program narratives that
follow this section.Future administrative restructuring and/or service delivery efforts will continue 10 be
evaluated,implemented,and managed by the Town Manager's Office.
D -17
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
REVENUES
Licellses and Permirs
Infergol'emmellial Revel/ues
Sel1'ice Charges
Illterest
TOTAL REVENUES
EXPENDITURES
Sa/aries and Benefils
Operating Expendilltl'es
Fixed Assets
II/(emu/Sel1!ice Chmges
TOTAL EXPENDITURES
2005/06
Actuals
S 1,019,386
593
1,000
1,020,979
1,836,167
203,478
174,718
5 2,214,363
2006/07
Actuals
S 1,176,422
593
1,846,739
277,778
182,837
S 2,307,354
2007/08
Actuals
S 1,138,057
453
1,138,5]0
1,927,856
307,678
198.333
S 2,433,867
2008/09
Adopted
S 1,100,000
600
1,100,600
2,000,000
319,800
191,000
52,510,800
2008/09
Estimated
S 1,100,000
1,100,000
1,953,200
208,850 •
196,160
5 2,358,210
2009/10
Adopted
S 1,122,000
1,430,000
2,552,000
1,858,933
334,660
179,918
5 2,373,5J I
*TOII'II Treas/lrer now iIlCOI]JOrf/led ill10 Adm;lIislrat;I'e Se",ices
DEPARTMENTAL EXPENDITURE5 BY PROGRAM
PROGRAM
TOll'lI Manager's Office
HI/man Resollrces
Finallce &Admin Serl'ices
Clerk Admillistrariol1
Customer Sen,ice Cenfer
TOTAL EXPENDITURE5
2005/06
Actuals
$423,630
500,025
984,636
306,072
5 2,214,363
2006/07
Actuals
5 444,394
573,848
1,009,659
279,453
5 2,307,354
2007/08
Actuals
S 470,203
576,625
1,087,348
299,691
$2,433,867
2008/09
Adopted
5 431,950
617,200
1,186,450
275,200
$2,510,800
2008/09
Estimated
5 475,660
574,632
1,018,459
289,459
$2,358,210
2009/10
Adopted
$649,528
431,487
1,063,223
229,273
5 2,373,51J
Note -The above departmental schedule I'epresems a sWlIl1Imy of General Fund revenues alld e,\jJendilures jar:
TOlrn Alallager's Office,HI/man Resources,Finance and Administrmive SeJvices,and Clerk Administrmion.Prior
to FY 2008109,the Customer Service Center Program was a separate departmemal program,but is now budgeted
within the Clerk Adminislration.The programs withill the Administrative Sen1ices Depanmenr Ihat are not in the
General Fund (i.e.the Workers Compensation Program)have applicable fimd schedllles within thei,.program
section.
D -18
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
PROPOSED
DEPARBIENT STAFFING
Full Time £quiralellls (FTE)
Authorizcd 2005/06 2006/07 2007108 2008/09 2009/10
Gelleral Fuml Positions Funded Funded Funded Funded Funded
Town Manager 1.00 1.00 1.00 1.00 1.00 1.00
AssisI3m Towll Manager 1.00 1.00 1.00 1.00 0.85 1.00
Administrative Analyst 0.80 0.85 0.80 0.80
Administrative Programs MgT.0.70 0.70 0.70 0.70
Executive Asst.to Town i\lgr.0.50 0.50 0.50 0.50 0.50 0.50
Office Clerk 0.55 0.55 0.55 0.55 0.55 0.55
Human Resources Director 0.75 O.0 0.80 0.80 0.75 0.75
Human Resources Specialist 0.25 0.85 0.85 0.25 0.25 0.25
Finance Director 1.00 1.00 1.00 1.00 1.00 1.00
Finance Manager 0.80 1.00 1.00 1.00 1.00 O.SO
Accoulltant/Finance Analyst 1.40 0.40 0.40 0.75 1.15 1.40
Payroll Specialist 0.95 1.00 0.95 0.95
Sr.Accoullt Technician 1.35 1.35
Account Technician I.S0 1.60 1.60 2.40 2.40 I.S0
Sr.Account Clerk O.SO 0.80
Clerk Administrator 1.00 1.00 1.00 0.95 1.00 1.00
Deputy Clerk 0.70 1.45 1.45 0.70 0.70 0.70
MIS Specialist 0.25
Total General Fund FrEs 12.50 14.00 14.00 13.70 13.60 12.50
NON-General Fund FTEs (located in Administrative Services Department programs unless otherwise noted)
Equipmem Replacemem
Account Technician 0.10 0.10 0.10
Accountant/Finance Analyst 0.10
TOlal Equip Replace FTE's 0.10 0.10 0.10 0.10
Liability Self-JIISIII'lIllCe
Assistant T 0\\11 ~1anager 0.05
Clerk Administrator 0.05
Deputy Clerk 0.20 0.20
Account Technician 0.10 0.10 0.10
MIS Specialist 0.25
Total Equip Replace FTE's 0.10 0.20 0.20 0.30 0.15 0.10
Workers CompellslI1iol1
Human Resources Director 0.25 0.20 0.20 0.20 0.25 0.25
Assismnt Town Manager 0.05
Payroll Specialist 0.05 0.05 0.05
Administrative Analyst 0.20 0.15 0.20 0.20
Human Resources Specialist 0.15 0.15
Total Workers Comp FTEs 0.50 0.35 0.35 0.35 0.55 0.50
D -19
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTMENT 0.l
DEPARTMENT STAFFING
Full Time Equivalents (FTE)C01J/iuuet!
Management Information Services
MIS Manager 1.00 1.00 1.00
Network Administrator 1.00
Help Desk Administrator 0.75
MIS Specialist 2.00 2.00
Assistant Town Manager
Administrative Programs Mgr.0.20 0.20
Finance Manager 0.20
Total MIS FTEs 2.95 3.20 3.20
1.00
1.00
0.50
0.50
0.20
3.20
1.00
1.00
0.75
0.05
0.20
3.00
1.00
1.00
0.75
0.20
2.95
CDBG Program (FTEs located ill Community Services Depllrtmelll ul/tier Fund 219)
Accountant/Finance Analyst 0.10
Sr.Account Technician 0.20 0.20
Total CDBG FTEs 0.20 0.20 0.10
Total Redevelopment FTEs 0.80 0.80 0.80 0.80
Redevelopmell1 Agency (FTEs located ill RedcJ'e1opmcm Agency Bm/get muler Fund 930)
Economic Vitality Manager 0.80 0.80 0.80 0.80
2005/06
Funded
2006/07
Funded
2007/08
Funded
0.80 0.80
0.80 0.80
2008/09 2009110
Funded Funded
CIP II/formatioll System Upgrade Project (FTEs located ill CapiUlllmprovemem Program lil/der FUlld 400)
Accountant/Finance Analyst 0.20
Sr.Account Technician 0.20
Account Technician 0.40 0.60
Sr.Account Clerk 0.20
Total CIP Project FTEs 0.80 0.80
Total Admin Services FTEs 16.95 18.75 19.55 19.35 18.20 16.95
Tempom,)'SUI!!
Project Manager
Intern
Administrative Analyst
Mail Room Clerk (Libra/)I Dept temps)
Total Annual Hours
100 100 100 256
125 75 75 75 75
1.000 1,040
250 250 250 250 250
375 425 425 1,425 1,621
D -20
PROPOSED
Administrative Services Department
TOW MANAGER'S OFFICE ADMINISTRATION
PROGRAM 2101
PROGRAM PURPOSE
The Office of the Town Manager ensures that all Town programs and services are provided effectively
aild efficiently.The core services of the Town 1anager's Office are to:provide administrative direction
and leadership for Town depal1ments,programs,and services to ensure the community receives a high
level of service;oversee the Town Council agenda process to provide comprehensive information and
analysis to Town Council in a timely manner;support business attraction,retention,and marketing
through economic vitality efforts;foster public awareness of municipal programs,services,and goals;and
provide a satisfactOIY level of response to resident inquiries,complaints,and requests.
Other key duties include initiating new or special projects that enhance the Town govemment and
conununity and providing direct staff assistance to the Mayor and Town Council on special projects and
day-to-dayactivities.
BUDGET OVERVIEW
Tlie FY 2009110 budget for the Town Manager"s Office reflects a significant reallocation in salary and
benefits to tlus program alihough overall management staffmg has been reduced from three positions to
two.The increases in salary and benefits are due 10 the reallocation of the Town Manager and Assistant
Town 1anager positions to the Town Manager's Office Administration program budget.In prior years,
large portions of these positions were allocated to various administrative and intemal service fund budget
programs to evenly distribute staffing costs.The Town 1anager and Assistant Town 1anager positions
have now been fully allocated to the Town Manager's Office Administration budget.This increase is
moderated by the elinunation of the Adnunistrative Programs Manager position to allow flexibility 10
meet higher priority staffing needs within the organization.Core services provided by the Manager"s
Office,such as Council agenda management,general program/policy analysis,economic vitality efforts,
public outreach,and customer service initiatives will remain at current levels.However,the Manager"s
Office will need to prioritize and schedule special project and inter-departmental eff0I1s given the reduced
management staff.
D"21
!l')ADMINISTRATIVE SERVICES DEPARTMENT C'3
Town Manager's Office
ACCOMPLISHMENTS
PROPOSED
Strategic Goals Accomplishments
Goat!Govemauce
Ensure responsive,•Developed public infonnation and outreach materials to educate theaccountableand
collaborative community about the recently adopted Council Donation and Solicitation
govelnance Policy.
Fiscal Stability •Designed and implemented Council Retreat to provide infonnation on the
Maintain ongoing Town's fiscal status in the current year and five years beyond,and to obtain
fiscal stability to feedback on potential budget balancing strategies for FY 200911 O.
provide cost •Conducted Mayor's business outreach program to establish relationships
effecti ve core with Los Gatos top sales tax generators,growing companies,vulnerable
services that meet finns,and start-ups.
the needs of the •Provided budget reduction leadership,including staff reductions,pay
COll1l11unity freezes,sale of assets,and service reorganization.
Ci"ic Enrichment
Foster •Oversaw the selection of Noll &Tam Architects to develop the conceptual
oppOltunities for design for the new Los Gatos Library and subsequently the schematic
civic engagement,design and design development phases;managed the staff team and
and cultural,provided SUppOlt to the Council ad hoc Library Conunittee t1u·oughout this
recreational and process.
individual •Led the effOlt to identify shOlt and long term oppOltunities for conununity
emiclunent SPOltS fields and to negotiate for their use.
Public Safety
Ensure public •Directed staff team charged with managing the design,bidding andsafetytlu·ough constlUction of the new Police Operations facility on Los Gatos Blvd.proactive •Developed a program to provide discounted First Aid training to Los GatosCOl1Ul1unity
policing,affective residents as palt of Los Gatos Prepared campaign.
•Coordinated response to closure of Community Hospital and conununityemergencyoutreachtoensureresidentswereawareofaltemativelocationsforresponse,and emergency needs.COllUl1unity-wide •Oversaw updated writing and retraining of Town Emergency OperationsemergencyPlanandstlUcture.preparedness
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
Town l\1anager's Office
0-23
PROPOSED
Strategic Goals
Fiscal
Stability
Maintain
ongoing fiscal
stability to
provide cost
effective core
services that
meet the needs
of the
community
Civic
Enrichment
Foster
oppOltunities
for civic
engagement,
and cultural,
recreational
and individual
enricl1l11ent
Public Safety
Ensure public
safety through
proactive
conUllunity
policing,
affective
emergency
response,and
community-
wide
emergency
preparedness
PROPOSED
80)ADMINISTRATIVE SERVICES DEPARTMENT C'3
Town Manager's Office
FY 2009/10 KEY PROJECTS
KEY PROJECTS
Ecol/omic Vitality
Economic Vitality staff will continue to promote Los Gatos businesses in partnership
with the Chamber of Conunerce through sununer and holiday marketing campaigns.In
addition,staff will identify companies who are key sales tax generators,promising start-
ups,or vulnerable to closure or relocation for the Mayor's outreach program.In
200911 0,staff will expand efforts to grow or attract companies to the Town's R&D
parks,focusing on "green tech,"entertairunent-related and medical supply companies,
which already have a presence in Los Gatos.
Staff will continue its planning efforts for long-tenn fiscal challenges,including
potential loss of major sales tax generators,W1l11et infrastructure demands,and rising
pers0l1l1el costs.
New Librmy Project
The Town Manager's Office will continue to lead the project team managing the new
Library project,including the schematic design,design development,environmental
review,plal1l1ing process,and ultimately construction process.It is anticipated that the
project will go out to bid in early 2010.
Commul/ity Sports Fields
The Town Manager's Office will continue to lead the effolt to identify oppoltunities to
expand the availability of sports fields for youth and conununity recreation,to negotiate
for their use,and to undeltake any necessary Town actions to make them usable.Fields
identified in FY 2008/09 will likely be made available in FY 2009/10,and the Town
Manager's Office will continue to identify other opportunities for long-tenll use
recreational use by the conullunity.
Los Gatos Prepared
In conjunction with the Police Department,the Town Manager's Office will assist in
organizing activities to promote disaster preparedness for residents and businesses
during the month of October.A focus ofth.is year's efforts will be on Town employees,
as they become local disaster workers in the event of an emergency.Additionally,lhe
Manager's Office will oversee the completion and opening of the new Police Operations
building,
D,24
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
Town Manager's Office
KEY PROGRAM SERVICES
•Provides staff support to the Mayor and Town Council
•Provides administrative direction and leadership over Town Depal1ments,programs,and services
•Oversees the Town's organizational and fiscal management eff0l1s and program development and
evaluation processes
•Coordinates the preparation of the annual Operating and Capital Budget
•Oversees and administers the Economic Vitality program
•Oversees the Town Council agenda process
•Addresses resident complaints,inquiries,and requests
•Provides public infonnation and \veb management
•Monitors proposed state and federal legislation and coordinates response plan with key legislative
organizations
•Oversees special projects and new initiatives,paI1icuiarly during policy development stages
•Monitors Town interests in regional issues
TOWN MANAGER'S OFftCE STAFFING
Full Tillie Equivalents (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
TOWII Swff Positions Funded Funded Funded Funded Funded
Town Manager 1.00 OA5 OA5 OA5 OA5 1.00
Assistant Town Manager 1.00 0.35 0.35 0.35 0.35 1.00
Administrative Analyst 0.20
Administrative Programs Mgr.0.70 0.70 OAO OAO
Executive Ass!.to Town Mgr.0.50 050 0.50 0.50 0.50 0.50
Economic Vitality Manager*
Office Clerk 0,55 0.55 0.55 0.55 0.55 0.55
Total Manager's Program FTEs 3.05 2.55 2.55 2.45 2.25 3.05
2005/06 2006/07 2007/08 2008/09 2009/10
TellljJoNlIJ'SWff Hours Funded Funded Funded Funded Funded
Intern 125 75 75 75 75
Total Annual Hours 125 75 75 75 75
Tile Economic Vitality A1anager position is included ill the TOlI'1l A4anager's Office staffing to ref/eel the position's
alignmell1 H'ilh managerial oversight,Funding allocation is dislribllled .20 FTE in Community Development
Administration,and .80 FTE 10 Ihe Rede\'elopmem Agency's Administration.
D -25
ro ADMINISTRATIVE SERVICES DEPARTMENT 0.l
Town Manager's Office
PROPOSED
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.Provide administrative direction and leadership over
TOlI'n departments,programs alld services to ellSlIre
[he community receives a high leFe/ofservice.*
3.Percentage ofresidenls salified or very satisfied 93%93%93%93%93%
with quality of Town services:
b.Percentage of residcllls rating quality of life as 97%97%97%97%97%
good or excellent:
2.Oversee the TowlI COllncil Agenda process to ellsure
comprehensive il/forma/ioll and analysis is prol,jded {a
the TOlliJl Council ill a timely mallller.
3.Percentage of Town Council reports available 96 93%93%93%94%95%
hours prior to Towll Council Meetings
3.Foster public awareness ojmunicipal programs.
services,alld goals.*
3.PerceIHage of residents satisfied with the Town's 85%85%85%85%85%
effol1s 10 inform the community about services and
events:
4.Provide a satisJacto/Jllevei oJrespollse to citizen
inqlliries,complaints,alld requests.*
3.Percentage ofresidclHs having contact with a Town 85%85%85%85%85%
cmployee satisfied with the timeliness of response:
b.Percentage of residents having contact wilh a Town 90%90%90%90%90%
employee satisfied with an cmployee's courtesy:
c.Pcrccntage of residents having contact with a Town 87%87% 87% 87% 87%
employee satisfied with an employce's compctcncy
in handling the issue:
2005/06 2006/07
2007/08 2008109 2009110
Activity and Workload Highlights Actusl Actllul Actual Estimated Budget
I.Number of Town Council agcnda reports approved:201 220 241 250 250
2.Number of community/customer rcferrals:280 280 244 250 250
*ClIswmer satisfactioll Pel/ormallce Measures are based Oil the TOllln S 2003 survey results.
*A /lelll customer satisfactioll slllTey will be condllcted ill FY 2009/10.
D -26
PROPOSED
Administrative Services Department
HUMAN RESOURCES
PROGRAM 2201
The pUlvose of the Human Resources Program is to attract,develop and retain a quality workforce.It
accomplishes this by providing effective and efficient employee recruitment and retention,professional
development,training,organizational development,compensation and classification administration,
employee relations supp0l1,safety and workers compensation administration,benefit administration,and
policy and procedure development and administration.Employee relations activities emphasize pro-
active and preventative infoll11al resolution of employee and management concerns.Program staff is
responsible for the development of Memorandums of Understanding (MOU)with the Town's tluee
bargaining units and informal discussions with the Town's management and confidential employees.
BUDGET OVERVIEW
The FY 200911 0 Human Resources budget reflects a significant decrease in salary and benefits and
operating expenditures.Decreases in salary and benefits are due to staffing reallocation of the Town
Manager and Assistant Town 1anager positions from Human Resources to the Town 1anager's Office
budget program.Tllis reallocation does not change the staffing level or service delivery for the Human
Resources Depal1ment or the Town Manager"s Office.
Operating expenditures will remain status quo and available resources will be used to enhance training,
evaluation of employee benefit options,and intemal process improvements.Effol1 will continue to be
placed on maxinlizing savings related to Town benefit packages and other personnel-related expenses.
Recent effol1s in tllis area have resulted in an operational savings of S50,OOO ammally.
While recruitment activity has decreased due to a linlited hiring freeze.Los Gatos applicant pools for
advel1ised positions continue to increase as a result of the cun-ent economic condition,requiring greater
oversight of the screening and selection process.
0-27
w ADMINISTRATIVE SERVICES DEPARTMENT 03
Human Resources
ACCOMPLISHMENTS
PROPOSED
Strategic Goals Accomplishments
Good Governance •Successfully completed an extensive executive recruitment process for a
Ensure responsive,Conununity Development Director.
accountable and
•Implemented town-wide computer software training to enhance workcollaborative
govenlance processes.
•Updated and revised outdated position specifications to reflect CUlTent
indusuy standards.
Fiscal Stability
Maintain ongoing •Negotiated new dental and disability insurance agreements which reduced
fiscal stability to Town costs and improved employee dental coverage.
provide cost effective
core services that
meet the needs of the
conununity
Public Safety
Ensure public
safety tlu'ough
proactive •Conducted rigorous promotional assessments to fill vacancies for Police
conununity Corporal and Sergeant
policing,affective •Completed workplace violence training to respond to violent or potentiallyemergencyviolentencounters.response,and
community-wide
emergency
preparedness
D-28
PROPOSED
ro ADMINISTRATIVE SERVICES DEPART 'lENT 03
Human Resources
FY 2009/10 KEY PROJECTS
Human Resources will continue to provide basic persOlUlel services,however significant emphasis will
be placed on training,evaluation of employee benefit options,and intemal process improvements.Key
projects that were initiated in prior fiscal years that will continue in FY 2009/10 include:
Stratel!ic Goals Key Projects
Successioll Planning
Staff will conduct an analysis of the current workforce to identify upcoming
retirements and potential tulllover,provide a readiness assessment of existing
employees to fill future vacanCies,and identify strategies for leadership and
professional development.
Benchmarking
Staff will conduct surveys to measure employee satisfaction with employee benefits
administration and training.
Good Job Redesigll alld Classificatiall Updates
Gove,."ullce Vacant positions will be evaluated for elimination or restl1lclUring and the affected
Ensure class specs will be updated to reflect changes in work.
responSive,
accountable and Peljormallce EvaluatiollscollaborativeAnon-line perfonnance evaluation system will be implemented to streamline andgovernanceimprovethedocumentationofperfollnancereviews.
Employee Bellefits Cost COlltaillmellt
Employee and retiree benefits will be studied to identify potential cost-saving
strategies.
COlltillUOUS Improvemellt ofHirillg Exams
Staff will seek ways to improve entry-level and promotional exams to match job
skills and abilities to the position,with special emphasis on Police enuy-Ievel and
promotional exams.
D -29
PROPOSED
&>ADMINISTRATIVE SERVICES DEPARTMENT 0.l
Human Resources
KEY PROGRAM SERVICES
•Provides effective administration of employee relations program
•Conducts employee training and organizational development assessments
•Administers employee benefits
•Administers recruitment and selection program
•Administers classification and compensation plans
•Provides information and interpretation regarding Town Personnel Rules,regulations and procedures,
MOU and ordinances
•Effectively resolves persOlmel issues
•Maintains employee personnel files,records,and documentation
•Administers the workers'compensation and safety programs
•Develops,implements,and maintains administrative policies and procedures
•Serves as advisor to employee recognition program
•Provides supp0l1 for PersOlmel Board activities
HUMAN RESOURCES PROGRAM STAFFING
Full Time Equil11llellts (FTE)
Authorized 2005/06 2006/07
2007108 2008/09 2009/10
TowII SUI!!Positions funded Funded Funded Funded Funded
Human Resources Director 0.75 0.80 0.80 0.80 075 0.75
Human Resources Specialist 0.25 0.85 0.85 0.25 0.25 0.25
Administrative Analyst 0.80 0.65 0.80 0.80
Town Manager 0.30 0.30 0.30 0.30
Assistant Town Manager 0.50 0.50 0.50 0.40
TOlal '·(lIman Resources FTEs 1.80 2.45 2.45 2.50 2.50 1.80
2005/06 2006/07 2007/08 2008/09 2009110
Temporm)'SUI!/Hours Funded Funded Funded Funded Funded
Project Manager tOO tOO 100
Total Annual Hours 100 tOO 100
D -30
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
Human Resources
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.To prol'ide effeclilte and efficiellt employee recruitmelll
alld relemioll.
a.Percentage of managers rating Human Resources as Dara.\"QI Dora VOl DO/o Sal ,bd ,bd
good or excellent based on quality of service:.-I'"Qj{abfe ..haifable AHllfable
b.Percentage of time a candidate pool is produced Data SOt 75% 75%85%90%
within time frame mutually agreed to by the hiring
.hal/oblt'
depanment and Human Resources:
2.To pro\'ide effective Gnd efficient benefits
nt/millis/ration.
a.Percentage of employees rating benefit program Data SOl Data SOl 75%60%60%
.~l·ailabJe .-I'"aifablematerial,products and services as good to
excellent:
3.To prolljde effective and efJiciem professio/lal
del'{dopmelll,training,and organi:::miollal
del'elopmelll.
••Percentage of employees rating the effccliveness of Dmt/Sol Dt/m Sot Dmu.\"ol 83%90%
training classes as good to excellent:AWl/It/ble Art/ilt/ble Awulnble
b.Percentage of employec evaluations complcted by 65% 66%90%91% 90%
dlle date:
4.To provide effective and e./Jicienl safelY programs,
a.Percentage of employees rating safety programs as DUfll Sot Data Sot OotO.\"OI 80%80%
good or excellent based on qua lilY.coment and
A\'t/llab!f'A"ailab!f'A"ailablt
response:
5.To prol'ide ejJec/it'e and e./Jiciel1l employee relmiolls
support,
a.Percentage of labor agreements ratified prior to 100o~50%100% 100%100%
expiration of existing contracts:
2005/06 2006/07 2007/08 2008/09 2009110
Activity and Workload llighlights Actual Actual Actual Estimaled Budget
I.Number of (fulJ-time.pan-time and temporary}199 195 200 175 170
employees:
2.Number of recruitments conducted:12 22 15 16 6
3.Number of employment applications processed:761 900 750 1350 900
4.Number of Workers'Compensation claims filed:17 15 IS 12 12
5.Percentage of eligible employees panicipating in 40 42 50 50 50
deferred compensation:
6.Number of sick leave hours used per benefitted 35 30 40 27 30
employee:
D-31
D·32
PROPOSED
PROPOSED
Administrative Service's Department
FINANCE &ADMINISTRATIVE SERVICES
PROGRAM 2301
PROGRAM PURPOSE
The Finance and Administrative Services Program provides staff support to assure fiscal accountability to
the public.The Finance program's core services are to:provide financial oversight and administer
accounting functions for all of the Town's funds and accounts;prepare the Town's Almual Operating and
Capital Budgets for fiscal and service accountability;coordinate the alU1llai financial audit and
preparation of the Comprehensive Annual Financial Rep0I1 (CAFR)to verify proper fiscal practices are
maintained;administer the Town's Business License,Accounts Payable,Accounts Receivable,and
Payroll functions and oversee the Town's Purchasing and Claims Administrations functions,ensuring
proper practices are in place,and that fiscal and operational responsibility is upheld.
BUDGET OVERVIEW
The Finance Department's FY 2009110 budget reflects relatively flat business license tax revenue growth
given the current economic climate.Business license tax revenue projections are based on the anticipated
number of licensed businesses operating in Town and business gross receipts activity,which are expected
to be low.[n March 2009,selected public counter hours were reduced to 8:00 a.m.-I :00 p.m.,Monday
-Friday,including Business License services.Customer impact of this change has been minimal and staff
will use the closed public counter hours to focus on audit and revenue collection efficiencies to maintain
or increase its revenue base.The Department's workplan also includes the continued implementation of
the new financial/human resources infonnation system and a comprehensive fee study plalmed for fall
2009.
The FY 2009/10 budget also reflects a decrease in salary and benefits due to the elimination of the .80
FTE Account Teclmician for business license services.Additional temporary hours have been added to
backfill the Account Teclmician position and provide teclmical support financial/human resources
infonnation system upgrade.To mitigate impacts from reduced staffing,the department will aggressively
seek out opp0I1unities to train and cross-train available persOimel and maximize the use of its new
financial/human resources information system.which should be fully implemented by the end of FY
2009/10.Other FTE changes include the reallocation of the Town Manager and Assistant Town Manager
positions to the Town Manager's Office.
PROPOSED
f<)ADMINISTRATIVE SERVICES DEPARTMENT 03
Finance &Administrative Services
Lastly,the FY 2009110 budget includes the consolidation of the Treasurer program due to the approval of
Measure C,a ballot initiative that made the Town Clerk and Town Treasurer positions appointed
positions.Treasurer responsibilities will be absorbed by the Finance Depat1ment.
ACCOMPLISHMENTS
Strategic Goals Accomplishments
Good Governallce •Completed the final implementation of a Financial and Management
Ensure responsive,
Accounting Software Upgrade,including Business Licenses and
Miscellaneous Billing Modules.
accountable and •Designed and implemented acceptance of face-to-face and limited online
collaborative
credit/debit card transactions.
•Developed Credit Card Acceptance Policy.
governance •Revised Purchasing Policy
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Aetnals Aetnals Actuals Adopted Estimated Adopted
REVENUES
Licenses alld Permits t,019,386 1,176,422 1,138,057 I,I 00,000 1,100,000 t,122,000
Intergol'emmellfol Rel'clllles 593 593 453 600
Service Charges
IlIlerest 1,430,000
TOTAL REVENUES S t,019,979 S 1,177,015 S 1,138,510 S 1,100,600 S 1,100,000 S 2,552,000
EXPENDITURES
Salaries alld Benef/ts 835,745 843,813
891,234 984,200 867.100 846,580
Operating Expel/dill/res 79,324 97,957 123,600 130,550 81.519 *150,660
Fixed AsselS
Imemal Service Charges 69,567 67,889 72,514 71,700 69,840 65,983
TOTAL EXPENDITURES S 984,636 S 1,009,659 S 1,087,348 S 1,186,450 S 1,018,459 S 1,063,223
*"F>'1009//0 combines Finallce 11';1"Treasl/rer's Program
D -34
&l ADMINISTRATIVE SERVICES DEPARTMENT C6
Finance &Administrative Services
TOWN TREASURER
S ~I~IARY OF RE"ENUES AND EXPENDITURES
PROPOSED
2005/06 2006/07 2007108 2008/09 2008/09 2009110
Actuals Accuals Actuals Adopted [slimatcd Adopted
RE"ENUE
Interest II/come 1.250.001 2.426.062 2.973.491 1.140.800 1.610.938
TOTAL RE\'EN 'ES S 1.250.001 S 2..426.062 S 2.973.491 S 1.140.800 S 1,610.938 S
EXPENDITURES
Salaries alld BClIejirs 46.061 57.528 48.694 63.600 41.900
Operatillg EXpclldilllres 25.498 40.771 42.044 -11.350 40.010
Fixed Assets
I"temal Service Charges 3.625 4.414 4.016 4.100 3.700
TOTAL EXPENDITURES S 75,184 S 102.713 S 94,754 S 109,050 S 85,610 S
FY 2009/10 KEY PROJECTS
Stratel!ie Goals Key Proiects
Fillallcial System Upgrade
Continue the implementation of a fi nancia l/persolUlel informat ion system
upgrade to sUppOI1 town-wide budget-related operations and community needs.
Towll-Wide Credit Card A cceptallce
Expand online credit/debit card transactions to enhance customer service and
Goofl GOllel'llflllCe COllvemence.
Ensure responsi ve.
Policies &Procedures Improvementsaccountableand
collaborative Develop written adm.inistrative policies and procedures to strengthen
govenlance organizational knowledge and skills in the area of budget and financial analysis
and repol1 l!eneration.
Pellormallce Based Blldget Developmellt
Assist the Town Manager's Office 111 restmclUring intemal budget
development processes to incorporate meaningful performance measures into
budgeting decisions.
Fiscal Stability GASB 45 Implemelllatioll
rVlaintain ongoing fiscal Explore and recommend sustainable financing options for Other Post
stability to provide cost Employment Benefit (OPEB).GovenUllental Accounting Standards Board's
effective core services (GASB)Statement 45 requires that non-pension benefits for retirees,such as
that meet the needs of retiree health care be shown as an accmed liability on financial statements,
the community similar 10 pension benefits.
D -35
PROPOSED
!!U ADMINISTRATIVE SERVICES DEPARTMENT C1J
Finance &Administrative Services
KEY PROGRAM SERVICES
•Develop and monitor the Town's alUlUal operating and capital budgets in accordance with
Govel11mental Finance Officer Association (GFOA)guidelines
•Coordinate the alUlUal audit of the Town's financial statements and preparation of the Comprehensive
Annual Financial Report (CAFR)
•Maintain the Town's financial infonnation system for record-keeping and rep0l1ing of all financial
transactions
•Provide Accounts Payable and Payroll disbursement and rep0l1ing services;Accounts Receivable
invoicing,revenue collection,and cash reconcilement;and Business License Tax processing and
auditing services
•Provide accounting,arbitrage reporting,and claim reimbursement services for bond issues
•Provide oversight of procurement functions including Purchase Order processing,financial tracking
of contracts,vendor resolution issues,and proper accounting allocation
FINANCE &ADMINISTRATIVE SERVICES PROGRAM STAFFING
Full Time Equiwilellls (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09
TOJilII SUI!!Positions Funded Funded Funded Funded
Finance Director 1.00 1.00 1.00 1.00 1.00
Finance Manager 0.80 1.00 1.00 1.00 1.00
Accountant/Fin Analyst 1.40 0.40 0.40 1.00 1.40
Payroll Specialist 0.95 1.00 0.95
Sr.Account Technician 1.60 1.60
Account Technician 1.80 1.60 1.60 2.40 2.40
Sr Account Clerk 0.80 0.80
T own Manager 0.25 0.25 0.25 025
Assistant TOWI1 Manager 0.15 0.15 0.15 0.10
Total Finance Services FTEs 5.95 6.80 6.80 6.80 7.10
2009/10
Funded
1.00
0.80
1.40
0.95
1.80
5.95
2005/06 2006/07 2007/08 2008/09 2009/10
Tempol'mT Staff Funded Funded Funded Funded Funded
Administrati ve Analyst 500 1,040
Project Manager 156
Mail Room Clerk 250 250 250 250 250
Total Annual Hours 250 250 250 750 1,446
D -36
PROPOSED
lJ:)ADMINISTRATIVE SERVICES DEPARTMENT 03
Finance &Administrative Services
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and i\1easures Actual Actual Actual Estimated Budget
I.Prol'ide o\'ersigJu of TOlnl im'eS(melll actil';ties (0
obtaill llighesl available portfolio earnings ill
accordance \I";lh Stale GOI'emmem tllld Towll Codes.
a.A \'cragc rate of return on im"cstments:4.17%4.-10%-I.50o~3.00°0 3.00o~
2.Assure legal alld fiscal accoll1l1obi"'ry 10 the public.;11
compliance with established accountillg slolldords.
a.Town Financial Statemems receive an'nqualified Yes Yes Yes Yes Yes
Opinion'from the Town's indepcndclll auditor:
b.Governmental Finance Officer Association (GFOA)Yes Yes Yes Yes Yes
'Certificate of Achievement of Excellence in
Financial Reponing'awarded to the Town:
3.Prepare acc"rllle budget forecasts al/d lI'orkp/f1ns ill
compliance Idtll slf/"dard budgeting practices.
a.Pcrcent of time actual expenditures do not excecd a 82%85%85%85%85%
fund's approved budget apllfopriations:
b.Govcrnmcntal Finance Officcr Association (GFOA)Yes Yes Yes Yes Ycs
'Ccrtificate of Achicvcmclll of Excellcnce in
Budgeting'awarded to the Town:
4.Provide rimer\'and accurafe pnallcial repol'ls within
specified deadlines.
a.Percent of State Controller's annual financial 100%100%100%100%100%
reports completed and filed by deadlines:
b.Percent of County annual financial reports 100% 100%100% 100%100%
completcd and filed by deadlines:
e.Percellt of time revenue analyses are completed 100%100% 100%100% 100%
within 30 days of month-end:
d.Percent of time bank statements are reconciled to 100%100%100%100%100°10
general ledger within 30 days of month-end:
4.Prol'it!e/inal1cia/o\'ersigh,and admil/ister accolll/til1g
fiillc/iollsfor all TO\nI funds al/d aCCOlfl/fs.
a.Percentage of Accounts Payable invoices paid 99°10 99%99%99%99%
accurately:
b.Percentage of Payroll checks paid accurately and 99°0 99%99°0 99%99°0
olHime:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and \Vorkload Highlights Actual Actual Actual Estim:ucd Budget
I.Monthly investmcnt rcpoTts to Town Council:12 12 12 12 12
2.Number of generalledgcr corrections needed during 3 0 0 0
:Hlrlil'
3.Annual number ofim'oices entered into the Accounts 8.600 7.900 7.600 .000 8.000
Payable system:
4.A vcrage number of Accounts Payable checks issued 9;92 92 80 80
weckly:
;.Average number of regular and temporary employee 196 19;196 190 186
payroll checks issued bi-weekly:
6.Number of Business Licenses issued annually:3.073 3.444 3.700 3.700 3.700
D·37
0-38
PROPOSED
PROPOSED
Administrative Services Department
CLERK ADMI TISTRATION
PROGRAM 2401
PROGRAM PURPOSE
The Clerk Administration Program serves the public by providing infonnation and assistance related to
Town records and elections.Currently,the core services of the department include maintaining key
Town records tlu'ough the timely indexing of resolutions,ordinances,and agreements and processing
board and conunission recruitment applications within established timelines and assisting in the
coordination of Town-related election activities.The Clerk Department is also responsible for providing
selected centralized customer service assistance.
BUDGET OVERVIEW
The FY 200911 0 budget for the Clerk Administration Depa.1ment reflects a decrease in salary and
benefits and slightly lower expenditure levels.The decrease in salalY and benefits is due to the
elimination of the Administrative Programs Manager.Operational expenditures have been lowered to
reduce costs.
In 2008,the Los Gatos voters approved Measure C,a ballot initiative that makes the positions of Elected
Town Clerk and Town Treasurer appointive.As a result,the Elected Town Clerk program is no longer
included in the Town budget.This budget change does nOl affect the program·s core services,such as the
management of Town records,board and conunission recruitment activities,and customer service will be
maintained at existing levels
ACCOMPLISHMENTS
Strategic Goals Accomplishments
Good GOllenwllce
Ensure responsive.•Updated Town Records Retention Program
accountable and •Implemented electron.ic record keeping processes to preserve vilal
collaborative documents
goven131lce
D -39
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
Clcrk Administration
2009/10 KEY PROJECTS
PROPOSED
Stratcu;c Goals Kcv Proiects
Record Management Policy
Good GOllel'lIallCe Implement updated Records Retention Policy and Program.This project will
Ensure responsive,fW1her enhance the accessibility of Town records,reduce storage costs,and
accountable and protect vital records.This project prepares all Town records for the future
collaborative governance implementation of an electronic records management system,which may be
explored in FY 2009/10.
0-40
PROPOSED
!'!OJ ADMINISTRATIVE SERVICES DEPARTME 'T 03
Clerk Administration
KEY PROGRAM SERVICES
•Provides public notice of Council,Commission and Board meetings
•Provides public notice of Town Board,Commission.and Committee vacancies
•Accepts and files appropriate documents associated with municipal elections
•Acts as Filing Official for the Town's Conflict of Interest Code in confonnance with the
requirements of the Fair Political Practices Conunission
•Preserves and maintains the Town records and legislative history
•Centralize and coordinate key customer,clerical,and administrative processes to further enhance
inter-departmental efficiencies and customer service
CLERK ADMINtSTRATlON STAFFING
FilII Time £qlliWllcllfS (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
Town Staff Positions Funded Funded Funded Funded Funded
Administrative Programs Mgr.0.30 0.30
Clerk Administrator 1.00 1.00 1.00 0.95 1.00 1.00
DeplllY Clerk 0.70 1.45 1.45 0.70 0.70 0.70
MIS Specialist 0.25
Total Clerk Admin FTEs I.70 2.45 2.45 2.20 2.00 1.70
D-41
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
Clcrk Administration
PROPOSED
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and i\1casures Actual Actual Actual Estimated Budget
I.Provide efficient and effect/lie indexing olkey
documents 10 ensure adequate tracking ofand
accessibility to rhe TowII's legislative "iS10/)I.
a.Percentage of resolutions,agreements,and 99%99%99%99%99%
ordinances indexed within five business days:
b.Percentage of Town Council Minutes prepared 95%95%95% 95%95%
within three business days:
I.Provide a satislae/oJ)'level ofrespol/se for CUSlOmer
COli/ITer service.
a.Percentage of customers satisfied with services:D(//Q"ol DOlo Not Undu Under Under Derelopmem
A"oi/oble AWlilab/e Df'l'l'/opmem Dl'l"elopml'ru
2005/06 2006/07 2007/08 2008/09 2009/10
Activity aad Workload Highlights Actual Actual Actual Estimated Budget
I.Number of resolutions indexed:138 160 170 162 160
2.Number of commission and board recruitments and 78 75 81 76 79
appointments processed:
3.Number of agreements indexed:187 195 198 200 221
4.Number of documents recorded:92 100 85 72 76
5.Number of Legal Notices published within established 136 130
126 125 125
timelines:
6.Number of Fair Political Practices Commission (FPPC)129 130 161 167 170
Fonn 700:
7.Number of bids processed and project files monitored 12 15 14 13 12
for final action:
8.Number of legislative files mailllained following 400 400
400 400 400
Council action:
9.Number of Town records processed for retention:1,100 1,100 1,600 1,500 2,000
10 Number of required insurance certificates verified:246 250 380 350
340
II.Number of citizen inquiries and requests for 18,000 22,500 18,200 19,000 20,000
information received and addressed:
12.Number of residential parking permits processed:697 790 822 985 980
13.Number of business parking permits processed:28 31 32 25 20
D -42
PROPOSED
Administrative Services Department
NON-DEPARTMENT AL PROGRAM
PROGRAM 1201
PROGRAM PURPOSE
Appropriated umds are provided in the Non-Depatimental Program to account for a variety of Town
services and activities not specifically attributable to individual depaliments.Tax revenues,license and
pennit fees,and intergovenUl1entai revenues are generated as a result of overall government operations.
Non-departmental employee and retiree expenses,town-wide organizational costs,Town memberships,
and joint-agency service agreements benefiting the entire Town are also accumulated in the Non-
Departmental Program.Debt service and the related lease payments also flow in and out as non-
depatimental expenses in accordance with the bonding structure set up for the Redevelopment Agency's
1992 and 2002 Certificates of Paliicipation.These pass-tlu·ough expenses account for almost half of the
annual program expenditures.
BUDGET OVERVIEW
The majority of the Town's general revenues are accounted for in the Non-Depaliment Program.Current
trends in the various tax revenues display signs that the local economic situation is worsening.The FY
200911 0 proposed General Fund budget assumes velY conservative growth trends approximating 0 to 1%
per year for most categories of revenue.The budgeted sales taxes for FY 200911 0 are forecasted to remain
relatively flat as well as propel1y tax compared to the prior year's adopted budget based upon current tax
collection data.Economically sensitive and other revenue sources,including Franchise Fees,Transient
Occupancy Tax (TOT),Illtergovenullental Revenue,and Charge for Services are expected to have limited
or no growth.Given the Town's challenging budget situation,proactive eff0l1s are underway to reduce
operating budget costs,retain and protect vital revenue sources,and to align organizational services with
projected revenue streams.
Los Gatos,like all Califol1l.ia Cities,continues to experience a significant increase in the employer·s share
of its public retirement system contributions,a cost factor that is in large measure inullune to employer
control.The adoption of new safety (3%at 50)and "miscellaneous"classified (2.5 at 55)employee's
retirement formulas coupled with past and present negative investment returns in the State of California
PERS pension system have contributed to increases in retirement contributions paid by the Town.The
CUITent employer rates have nearly doubled for miscellaneous employees and more than doubled for
sworn employees in comparison to rates a few years ago and are anticipated to increase to even highter
levels in the future.In pal1icular,current PERS rates of covered payroll for the Town·s miscellaneous are
15%and safety rates of covered payroll are 34%,which are anticipated to dramatically rise in FY 2011/12
to 23%and 44%respectively.
D -43
PROPOSED
!l')ADMINISTRATIVE SERVICES DEPARTMENT 03
Non-Departmental
Non-Departmental expenditures maintain FY 2008/09 adopted budget levels due to reductions in
operating expenses.As has been the case in past years,the Non-Depal1mental Program will continue to
fund:
•$550,000 for approximately 25%of the actuarially required contribution for post retirement benefit
obligations.The Govenunental Accounting Standards Board Statement No.45 (GASB 45)requires
that the Town accrue an alUJUal expense on its financial statements for the cost of providing post
retirement health care costs.
•$330,000 for potential increases to the employee leave liability reserve at year end.
•$428,000 for the cost of covering the Town's p0I1ion of retiree medical insurance premiums.The
Town has paid for this expense since the Town became a member of the California Public Employees
Retirement System (PERS)medical plan as it is pal1 of the PERS agreement.
•$244,000 for the lease payment on the Town's Parking Lot #4 structure as pledged under the 1992
Certificates of Participation.This payment is fully offset by a reimbursement from the
Redevelopment Agency,with a result of no net impact on the Town's General Fund budget.
•$682,000 for the lease payment on the Town's Corporation Yard property as pledged under the 2002
Certificates of Participation.Tllis payment is also fully offset by a reimbursement from the
Redevelopment Agency,with a result of no net impact on the Town's General Fund budget.
•$145,000 for the County's Tax Administration fee for collecting and processing of the Town's
assorted tax receipts.
•$100,000 for Town Manager's Contingency and Productivity to be used to provide funding budgets
for unforeseen situations or Opp0I1U1lities that may arise during the fiscal year.
•$52,200 for the Los Gatos Chamber of Conunerce contract to provide SUpp0I1 for the Chamber's
information center and implementation the Town's Leadersllip Los Gatos program.
•$195,000 for animal control services provided by the City of San Jose.The Town entered into a 20
year agreement with the City of San Jose,effective July 1,2004.
•$31,000 to fund the annual KCA T Grant and $50,000 to fund video operation services to televise
Town Council and Planning Comm..ission meetings.
•$25,000 for conununity emergency preparedness education efforts in the event of a natural or man-
made emergency.
The net operating budget will also continue to support the Capital Improvement Program in FY 2009/1 0
with an Operating Transfer of $650,000 to the General Fund Appropriated Reserves (GFAR)Fund.
D -44
&l ADMINISTRATIVE SERVICES DEPARTMENT 03
NOll-Departmental
PROPOSED
SU~I~IARV of RE,'ENUES &EXPE"DITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
A('luals ACluals Actuals Adopted [scimatcd Adopted
REVENUES
ProperlY Tax 5.8 4,149 6.645,436 7.036.876 7.093.300 6.922.920 6,922,920
I~LF Backfill Property Tax 1.923.37 1.990.555 2.141.993 2.206.250 2.302.186 2.325.200
Sales &Use Tax 8.655.566 9.253.891 9.345.432 9.058.300 8.700,000 8.677,460
Frallchise Fees 1.130.190 1.162.038 1.659,829 1.756.100 1.665.600 1,689,260
Transielll Occupancy Tax 1.028.664 1.108.257 1.245.Q78 1.210.000 1.100.000 1,080,000
Licenses &Permits 40.400 31.037 10.800 500 9.164 500
Imergol'emmenml Re\'ellues 711.040 344.896 207.540 223.100 197.417 184,280
Lease Paymellfs 932.122 931.078 930.717 924,140 924.135 925,970
Charges for Sen-ices 572.298 583,823 636,699 629.398 625.397 667.930
Filles &FOI!eilllres
IlIlerest 157.264 150,000 150,000 150.000 150.000 150,000
OilIer Sources 2,800.536 321,662 9,838 352,100 6.316.482 300,000
Trallsfers III 430.838 114.470 148.369 184.370 569.394 475,920
TOTAL REVENUES 24,266,445 22,637,143 23,523,171 23,787,558 29,482,695 23,399,440
EXPENDITURES
Sa/aries (lnd Bel/efits 51.741 (33,412)246,222 330.000 264.691 80,000
Operating E.\pc//(lill/res 644.937 831.318 939,986 1.820.300 1.426.882 1,884,550
Gnll1!s (lIId Awards 68.744 69.714 76.277 171.200 169,000 83,200
Fixed Assets
PI/blie Blli/dings &Eql/ip 8.500 5,000
Debf Sen'ice 932.122 931.078 930.718 924.140 924.135 925,970
TOTAL EXPENDIT RES 1,697,5.t4 1.807.198 2,193.203 3,245,640 2.789,708 2,973,720
Transfer 0111 to Bldg Maim
Transfer 011110 CDBC 664
Trallsjeroliflo GFAR 475.000 4.179.094 6.339.504 1.100.000 1.916.500 825,000
Transfer Ollt 10 Solid Waste
TOTAL OPERT'G BUDGET 52.173.209 55.986.292 S8,532.707 S4.345.640 S4.706.208 3,798,720
Transfer 0111 to GFA R consists of 54.838.086 approprimioll offimd balance for Librm)"project.lind olle-time projects fimdillg
fr01ll opermiol1lOwlillg 5790.500.
D -45
0-46
PROPOSED
PROPOSED
Administrative Services Department
MANAGEMENT I FORMATIONS SYSTEMS
FUND 621
FU 'D PURPOSE
Management Infon11ation Systems (MIS)suppOt1S the delivery of services to all the Town's customers
through the use of SMART teclmology (Sensible,Multi-modal,Accessible,Responsive,and Time phased
teclmology).Key services include the maintenance,replacement,and upgrade of existing technology,
and the support for new information technology initiatives.
In meeting the organization's infoll11ation technology needs,the MIS program strives to achieve the
following goals:
•Continuously enhance and improve customer service
•Maintain and enhance a sound and reliable IT infrastlUcture
•Use infonnation technology to provide seamless services
•Operate as a team to achieve information teclmology goals
BUDGET OVERVIEW
The FY 200911 0 budget for Management Information Systems (11S)recognizes the continued need to
identify and invest in infonnation teclmology opportunities.Continued investment in infol1nation
technology is a cost-effective approach to maintaining,or potentially increasing,service delivelY levels in
times of fiscal constraints.
The Management Infol1nation System (11S)Program receives revenues through charges to General Fund
and Special Revenue departmental programs based on employee category and equipment replacement
costs.Service rates are adjusted to build fund balance capacity for future teclmology projects.
The FY 2009110 budget maintains prior year salary and benefit levels and some reductions in operating
expenditures.Major projects platmed for FY 2009/10 include the completion of the financial infonnation
system.implementation of the electronic document management system,and assistance with teclmology-
related design,plalming,and setup needs for the new police operations building.
D·47
&l ADMINISTRATIVE SERVICES DEPARTMENT 03
Management Information Systems
ACCOMPLISHMENTS
PROPOSED
Strategic Goals Accomplishments
•Provided teclmical assistance with the upgrade of a Financial and
Management Accountant Software Upgrade,including suppon for the
acceptance of credit cards at Town facilities
Good Govel'l/{/I/ce •Installed web filtering and file sharing monitoring systems and email public
Ensure responsive,records archiving system to enhance employee productivity
accountable and •Installed a new ill Card systemcollaborative
govenlance •Assisted in the development of a network cabling design for the new Police
operations building
•Installed vlltualized servers to conserve energy and minimize impacts on
the enviroIlment.
•Updated network software,ll1Cluding Microsoft System Center
Configuration Manager,Operations Manager,and Data Protection Manager
D -48
ro ADMINISTRATIVE SERVICES DEPARTMENT c:g
Management Information Systems
PROPOSED
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
ACluals Actuals ACluals Adoptcd Estimated Adopted
SOURCEOF F NDS
Beginning Fund Balance
Undesignated 2.401.732 2.580.869 2.085.759 2.124.081 2.12·1.081 2,152,621
Total Beginning Fund Balance 2.-101.732 2.580.869 2.085.759 2.12 ....081 2.12·1.081 2,152,621
Revenues
Charges for Services 822.041 858.800 945.070 1,074.970 1.065.830 1,038,420
Other Sources 140 6.91"1.000
Total Revenues 822,041 858.940 951,982 1.074.970 1,066.830 1,038,410
TOTAL SOURCE OF FUNDS S 3.223.773 S 3.439,809 S 3,037.741 S 3.199.051 S 3.190.911 S 3,191,041
USE OF FUNDS
Expenditures
Salaries and Benefits 365.340 333,927 345,128 422.100 367.600 409.788
Operating Expenditures 261.328 369,533 501.380 623.100 435.690 493,700
Fixed Assets/Special Projects 16.236 17.211 268,000 20.000 248,000
IllIclllal Service Charges
TOlal Expenditures 642,904 703,460 863,719 1,313,200 823,290 1,151,488
Operating Transfers
TransfcrtoGFAR 650.590 49.941 ')15.000 215.000
TOlal Operating Transfers 650.590 49,941 215,000 215,000
Ending Fund Balance
Undesignated ?.580.869 2.085.759 2.124.081 1.670.851 ".152.621 2,039,553
TOlal Ending Fund Balance 2,580.869 2.085.759 2,12·1.081 1.670.85 I 2.I52.621 2,039,553
TOTAL SE OF FUNDS S 3.223.773 S 3.439.809 S 3.037.741 S 3.199.051 S 3.190.911 S 3.191.041
D -49
PROPOSED
f<)ADMINISTRATIVE SERVICES DEPARTMENT 03
Management Information Sysleuls
FY 2009/10 KEY PROJECTS
Strategic Goals Key Proiects
Developmellt ofIT Master Plall Projects
Continued implementation of selected projects in the IT Master Plan,including e-
Good govenunent improvements and upgrade of the financial system.
GOllel'llallCe
Ensure System Upgrades
responsIve,Replacement of selected computers,notebooks,servers,and priJlters as part of the
accountable and replacement program.
collaborative
goVel11anCe Electrollic Documellt Mallagemellt System
Implementation of electronic document management system m the Conununity
Development and Police DepaI1ment to increase efficiency of record retrieval.Over
time,this system would be implemented town-wide.
Pllblic Safety Systems Support for Police Operatiolls Buildillg
Ensure public Provide assistance with teclmology-related design,plamung,and setup needs for the
safety through new police operations building.
proactive
conUl1Uluty
policing,
affective
emergency
response,and
cOl11l11unity-wide
emergency
preparedness
KEY PROGRAM SERVICES
•Maintenance and upgrades of administrative network system (servers,PCs,notebooks,printers,
hardware,&software)
•Town-wide MIS replacement program purchases
•Customer teclm.ical suppOl1
•Website management
•Research and pIa lUling for new teclmology solutions
D-50
ro ADMINISTRATIVE SERVICES DEPARTMENT 01
1\'lanagement Information Systems
PROPOSED
MANAGEMENT INFORJI1A nON PROGRAM STAFFING
FilII Tillie Eqllivalellt (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
Tawil Staff Positions Funded Funded Funded Funded Funded
MIS Manager 1.00 1.00 1.00 1.00 1.00 1.00
Nelwork Administrator 1.00 1.00 1.00 1.00
Help Desk Administrator 0.75 0.50 075 0.75
M IS Specialist 2.00 2.00 0.50
Assistant Town Manager 0.05
Administrative Programs Mgr.0.20 0.20 0.20 0.20
Finance Manager 0.20 0.20
Total MIS FTEs 2.95 3.20 3.20 3.20 3.00 2.95
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.Support/he deliFel)'ofserl'ices /0 allihe TOII'II S
customers through the lise a/SMART recJlllology
(ScI/sible.Multi-modal,Accessible,Responsive,al/d
Tillie phased technology).
a.Percent of time service requesls are resolved within 72%80% 80%70%90%
established guidelines
b.Percent of network availability during nonnal 100%99%99% 99%99%
business hours
c.PercelH of customers rating suppor!as "good"or Dam.\"o/Dam.\"Q/Dam.\"ol 88%90%
"excellent"based on timeliness and quality of Ami/obiI'AI'oi/oble Anti/abfe
service
2005/06 2006/07 2007/08 2008/09 2009110
Activit)'and Workload Highlights Actual Actual Actual Estimated Budget
I.Number of PCs/Notebooks maintained:138 158 168 197 200
2.Number of network servers maintained:21 24 23 37 40
3.Number of nctwork printers maintained:36 37 37 37 37
4.Number of service requcsts received:908 900 900 1100 1200
0-51
D-52
PROPOSED
PROPOSED
Administrative Service's Department
WORKERS COMPENSATION FUND
FU D 612
FUND PURPOSE
The Town's Workers'Compensation Program provides for amicipated liabilities for worker
compensation benefits.The Town self-insures for benefits provided to Town employees and volunteers
for work-related injuries up to $250,000 dollars,and has excess insurance coverage for claims up to $25
million.The Town belongs to the Local Agency Workers'Compensation Excess (LAWCX)Joint
Powers Authority for the purpose of pooling for this excess insurance.A third pa11y administrator,
ltmovative Claims Solutions,Inc.(ICS),handles the day-to-day workers'compensation claims
administration.
BUDGET OVERVIEW
Revenues to fund this program are derived as a percentage of salalY each payroll period.Each
department pays a pOI1ion of the program's cost based on gross wages and level of risk for the various job
classifications within the depaI1ment.The annual appropriation to tlus fund represents the self-insurance
premiums paid by the operating departments.Service rates are established which maintains fund balance
capacity at approximately two and one-half times the annual operating expense.Any excess funds are
retuI1led through reduced rates and fund balance transfers as needed.
Program costs covered in the intemal rates include administration fees.claim senlement costs.anomey
fees (outside counsel),medical expenses,payment for temporary and peI1nanent disability,safety
program adnutustration and training,and excess insurance prenuul1ls.The FY 200911 0 budget maintains
the workers'compensation-related funding at the same level as the prior year,adjusted by 3%for
inflation.Although overall expenditures were less than budgeted for the prior year,more time is needed
to evaluate whether the decrease in incurred costs will continue.Full-time equivalent (FTE)changes
include staffing reallocations of executive management and professional classifications to the Workers"
Compensation program.
Staff is working with the Town"s third paI1y adnunistrator to evaluate the impacts of recemly enacted
legislation for State"s workers"compensation refonn.Staff will continue to monitor workers'
compensation refoI1n activities and recommend adjustmems to the Town"s Workers Compensation
Program as appropriate,should longer-term trends be identified.
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
'Vorkers Compensation Fund
STATEM ENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Loan to err -Police Facility 235,404 235,404
Undesignated 1,817,055 2,190,558 2,393,461 2,348,652 2,348,652 2,677,561
Total Beginning Fund Balance 1,817,055 2,190,558 2,393,461 2,584,056 2,584,056 2,677,561
Revenues
Charges for Services 587,024 601,013 660,076 652,800 590,000 692,510
Interest Income 47 46 50
Other Sources 47,107 8,392
Total Revenues 634,178 601,059 668,518 652,800
590,000 692,510
TOTAL SOURCE OF FUNDS 2,451,233 2,791,617 S 3,061,979 S 3,236,856 S 3,174,056,S 3,370,071
USE OF FUNDS
ExpendilUres
Salaries and Benefits 51,848 49,976 52,307 98,600 71,400 83,741
Operating Expenditures 208,827 348,180 425,616 565,040 425,095 565,040
Intemal Service Charges
Total Expenditures 260,675 398,156 477,923 663,640 496,495 648,781
Operating Transfers
Transfer (a General Fund
Total Operating Transfers
Ending Fund Balance
Loan to CIP -Police Facility 235,404
Undesignared 2,190,558 2.393.461 2,348,652 2,573,216 2,677,561 2,721,290
Total Ending Fund Balance 2,190,558 2,393,461 2,584,056 2,573,216 2,677,561 2,721,290
TOTAL USE OF FUNDS 2,451,233 2,791,617 S 3,061,979 S 3,236,856 S 3,174,056 S 3,370,071
FY 2009110 KEY PROJECTS
Stratel!ic Goals Key Proiects
Traillillg Programs
Good Minimize Workers'Compensation program costs tlu'ough the promotion of safe work
Governance practices and employee wellness programs,Staff is continues 10 coordinale with the
Ensure Town's third pat1y insurance administrator (ABAG)!O identify granls and training
responsive,oppOllunilies related to safely and injury/illness prevention,
accountable and
collaborative
governance Program Bellefit Illformatioll
Continue efforts to provide information to Town employees on workers'
comDensation benefits,
D -54
PROPOSED
ro ADMINISTRATIVE SERVICE'S DEPARTMENT C8
Workers Compensation Fund
KEY PROGRAM SERVICES
•Coordinates the Town's Workers'Compensation program with contract administration finn
•Administers and/or coordinates work safety programs
•Promotes safe work practices and employee well ness
•Provides timely reporting of employee injury reports
•Provides infonnation to employees regarding workers'compensation reporting
•Minimizes the Town's exposure to losses as a result of employee accidents or illnesses
WORKERS'CO~IPE 'SATION PROGRA~t STAFFING
Full Tillie Equivalent (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOH'II Staff Positions Funded Funded Funded Funded Funded
Human Resources Director 0.25 0.20 0.20 0.20 0.25 0.25
Towil Attorney 0.05 0.05 0.05
Assistant Towll 1\'lanager 005
Payroll Specialist 0.05 0.05 0.05
Administrative Analyst 0.20 0.15 0.20 0.20
Human Resources Specialist 0.15 0.15
Total \Varkers Compensation FTEs 0.55 0.35 0.35 0.35 0.60 0.55
D·55
D-56
PROPOSED
PROPOSED
Administrative Services Department
OFFICE STORES FU D
FU D 622
FUND PURPOSE
Photocopy and printer equipment,postage,and bulk mail expenses are centrally funded through the
Town's Office Stores program,and subsequemly charged back to the appropriate depanment for services
and materials utilized on a monthly basis.Due to limited persOlmel activity in the operations of this
program,there are no staffing,key projects,or performance measures accounted for in this fund.
BUDGET OVERVIEW
The Office Stores continues maintaining approximately 34 printers and copiers.The lease and
maintenance program includes toner and repairs for all copiers and printers and the Office Stores Fund is
paying for copy paper for use on the printers and copiers on the program.
In FY 2008/09,the Town postage meter was replaced as directed by the United States Postal Service.
This was a govenunent lease program,which will include alIDual maintenance.
KEY PROGRAM SERVICES
•Provide postage and phOlocopy equipment and supplies for various Town Depanments
•Monitor service levels and perfonnance of copiers.printers and postage machines.maintaining and
replacing equipment as needed.
D·57
lJO)ADMINISTRATIVE SERVICES DEPARTMENT 0.l
Office Stores Fund
PROPOSED
STATEMENT OF SOURCE AND USE OF FUNDS
2005/06 2006107 2007/08 2008/09 2008/09 2009110
Actuals Actuals Aetuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated
Undesignated 230,218 242,109 241,342 237,927 237,927 258,125
Total Beginning Fund Balance 230,218 242,109 241,342 237,927
237,927 258,125
Revenues
Charge for Services 84,199 81,564 83,719 103,500 121,500 124,500
Olher Sources 394 389 20,802 520
Total Revenues 84,593 81,953 104,521 103,500 122,020 124,500
Operating Transfers
Transfers from Equipment 20,980 20,980
Total Operating Transfers 20,980 20,980
TOTAL SOURCE OF FUNDS S 314,811 S 324,062 S 345,863 S 362,407 S 380,927 $382,625
USE OF FUNDS
Expenditures
Salaries and Benefits
Operating Expenditures 72,702 82,720 107,936 144,530 122,802 146,000
I.nlernal Service Charges
Total Expenditures 72,702 82,720 107,936 144,530 122,802 146,000
Operating Transfers
Transfer to General Fund
Total Operating Transfers
Ending Fund Balance
Designated
Undesignated 242,109 241.342 237,927 217,877 258,125 236,625
TOlal Ending Fund Balance 242,109 241,342 237,927 217,877 258,125 236,625
TOTAL USE OF FUNDS S 314,811 S 324,062 S 345,863 S 362,407 S 380,927 $382,625
D -58
PROPOSED
Administrative Services Department
DOWNTOWN PARKING ASSESSME T DISTRICT
FUND 721
F ND PURPOSE
On December 5,1988,the Town issued 25-year limited Obligation Bonds in the amount of
$1,587,956.29.The net proceeds of the bonds were used to finance several parking improvement
projects,which include:the construction of a surface lot known as Parking Lot No.3,located in the
block bounded by University and Santa Cruz Avenue,Grays lane,and Royce Street;constllJction of
surface lot NO.4 located in the block bounded by University and Santa Cruz Avenues,and Grays Lane
and Elm Street;re-construction of an existing traffic island and adjacent street located at the intersection
of East Main Street and Alpine Avenue,known as Parking lot No.8;and lastly,fund a portion of the
construction costs of a two-level parking structure,collectively with the Redevelopment Agency's 1992
Certi ficme of Panicipation funding issuance in the amount of S2,960,000.
The bonds are not a financial liability of the Town,and were issued upon and secured by unpaid
assessments on properties within the Downtown Parking Assessment DislJicl.Installments of principal
and interest sufficient to meet alUlUal bond debt service are included in the propel1y owner's regular
county tax bills which represents a pro-rata share of the tOlal principal and interest coming due thm year.
The pro-rata shares are based on the percentage of the unpaid assessment against the propeny relative to
the total unpaid assessments levied to repay the bonds.
Property owners pay their assessments to the county,and the county remits the assessment monies to the
Town.The Town makes semi-alUlUal payments to the Trustee Bank on behalf of the propeny owners.
Propeny owners may payoff their assessments to the Town at any time.These prepayments are retained
in this fund (eaming interest)and used to make bond payments as they become due.
To provide funds for the payment of the bonds,and interest due as a result of delinquent assessment
installments,the Town is required to establish a special bond reserve equal to 5%of the aggregate
principal amount of the bonds.Imerest earnings on the special reserve are retained up to 8%of the
aggregate principal amount of the bonds.This TllJst Fund provides for the servicing of this special
reserve,as well as the alUlUal redemption of bonds.
D -59
PROPOSED
&>ADMINISTRATIVE SERVICES DEPARTMENT 03
Downtown Parking Assessment District
BUDGET OVERVIEW
The budget for this fund is comprised of the expected assessment receipts and the semi-arumal debt
service payments made to the TlUstee Bank.Interest expense continues to decrease each year as bonds
mature.The September 2009 bond principal maturity payment of $100,000 will leave an outstanding
bond balance of $490,000.
STATEMENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated
Undesignated 323,371 320,349 319,716 331,435 331,435 331,443
Total Beginning Fund Balance 323,371 320,349 3t9,716 331,435 331,435
331,443
Revenues
Assessments 138,206 137,637 145,555 137,465 137,465 139,380
Interest I Dividends 6,324 8,896 11,780 11,000 11,000 9,000
Total Revenues 144,530 146,533 157,335 148,465 148,465
148,380
TOTAL SOURCE OF FUNDS S 467,901 S 466,882 S 477,051 S 479,900 S 479,900 S 479,823
USE OF FUNDS
Expenditures
Operating Expenditures 2,014 2,770 2,780 2,780 2,776
2,800
Debt Service 145,538 144,396 142.836 145.680 145.681 142.930
Total Expenditures 147,552 147,166 145,616 148,460 148,457 145,730
Operating Transfers
Transfer to
Total Operating Transfers
Ending Fund Balance
Designated
Undesignated 320,349 319,716 331,435 331.440 331,443 334,093
Total Ending Fund Balance 320,349 319,716 331,435 331,440 331,443 334,093
TOTAL USE OF FUNDS S 467,901 S 466,882 S 477,051 S 479,900 S 479,900 S 479,823
D -60
ro ADMINISTRATIVE SERVICE'S DEPARTMENT 03
Downtown Parking Assessment District
PROPOSED
Town of Los Gatos
Limited Obligation Impl'ovement Bonds,Series 88-1
Bond Debt Schedule
Annual September September March Fiscal Year Bond
Fiscal Interest Principal Interest Interest Totallnlcrcst Principal
Year Rate Payment Payment Payment Pa~'mel1t Balance@ YE
/Ililill/BOIU/Offerillg III December 5,/988 1,587,956
1989/90 9 I.I 27 61,434 152.560 1.587,956
1990/91 6.25 27.956 61,434 60.560 121.994 1.560.000
1991/92 6.50 30,000 60.560 59,585 120.145 1.530.000
1992/93 6.75 30.000 59.585 58.573 118,158 1,500.000
1993/94 7.00 30.000 58)573 57.523 116.095 1,470,000
1994/95 7.10 35.000 57.523 56,280 113,803 1.435,000
1995/96 7.20 35,000 56,280 55,020 111,300 1,400,000
1996197 7.30 40.000 55.020 53,560 108,580 1,360,000
1997/98 7.40 40.000 53,560 52.080 105,640 1,320,000
1998/99 7.50 45.000 52.080 50.392 102.472 1.275,000
1999/00 7.60 50.000 50.392 48,493 98.885 1,225.000
2000/01 7.70 50.000 48.493 46.568 95.060 1,175.000
2001/02 7.80 55.000 46.568 44.423 90.990 I.I 20.000
2002/03 7.80 60.000 44.423 42.083 86.505 1.060.000
2003/04 7.90 65.000 42.083 39.515 81.598 995.000
2004/05 7.90 70.000 39.515 36.750 76.265 925.000
2005/06 7.90 75.000 36.750 33.788 70.538 850.000
2006/07 7.95 80.000 33.788 30.608 64.395 770.000
2007/08 7.95 85.000 30.608 27.229 57.836 685.000
2008/09 7.95 95.000 27.229 23.453 50.681 590.000
2009/10 7.95 100,000 23,453 19,478 42,930 490,000
2010/11 7.95 110.000 19.4 78 15.105 34.583 380.000
2011 12 7.95 120.000 15.105 10.335 25.440 260.000
2012 13 7.95 125.000 10.335 5.366 15.701 135.000
2013 14 7.95 135.000 5.366 5.366
TOTALS 1,587,956 988,196 926,762 1,914,958
D·61
D-62
PROPOSED
PROPOSED
Community Development Department
DEPARTMENT PURPOSE
The Community Development Department guides the physical growth of the Town to maintain the
character and vitality of the community.It accomplishes this by providing cUlTent and advanced
plalming,redevelopment,code compliance,building inspection,and other development-related activities.
The community assists the Department's efforts tlu·ough participation on the Planning Conunission,
Historic Preservation Conunirtee,Conceptual Development Advisory Conmlittee,General Plan
Committee,Architectural StandardsfHillside Committee,and related subconunittees,all of which are
supp0l1ed by Depal1ment staff.In coordination with the Town Manager·s Office,the Department guides
management of the Redevelopment Agency and Affordable Housing Programs,and supp0l1s the Town·s
Economic Vitality Program.
BUDGET OVERVIEW
The Community Development Department will continue to work on a large number of advanced planning
and development review applications in FY 200911 O.The complexity and scope of these projects are
significant and will require that Town Council define priorities for the advance plmming workload as new
projects arise.
In keeping with the Town's financial policies,the development-related services provided by the
Community Development Department are supported by fees based on the actual costs of the services.On
a regular basis,the Town analyzes the actual costs associated with development services to ensure that
development fees achieve the goal of providing cost recovery service delivelY.Anticipated revenues
resulting from the adopted fee schedule are reflected in the budget.The anticipated revenues will provide
cost recovery for building inspection,plan check services,and plmming services.Limited funding is
provided through the General Fund to cover the costs associated with special advanced planning projects
that are unrelated to the development services provided by the department.Established fee rates include
department wide development support services.Consequently,actual cost recovery is to be viewed with
a departmental perspective,not on a program-by-program basis.
Budgeted revenues for the Community Development Department reflect an alUmal increase in user fees
based on the Consumer Price Index (CPI)and an alUmal adjustment to building pennits and plan check
fees based on the Building Cost Index (BCI).In addition to the CPI and BCI,an increase of 5%will be
charged to plalUung and building fees to recover overhead costs in FY 2009/10.The overhead costs are
due to significant increases in salaly and benefits as a result of lugher alUmal actuarial costs and a 3%
increase in PERS.These methods of determining service fees on an alUmal basis alleviate the need for
dramatic increases in Conununity Development fees in the future and ensure that fees provide for cost
recovery.
D-63
w COMMU 'lTV DEVELOPMENT DEPARTMENT 03
For FY 200911 0,budgeted revenues are projected to be slightly lower than previous years due to
economic trends.As part of the adopted FY 200911 0 Comprehensive Fee Schedule,Conmmnity
Development fees were increased by 3%based on the average Consumer Price Index (CPl).Building
pennit fees were increased by 4.6%based on the Februaty Building Cost Index (BCI).It is anticipated
that these increases better reflect the cost of service delivery in FY 2009/10.Additionally,an increase of
5%will be charged to pla.n.ning and building fees to recover overhead costs.The overhead costs are due
to significant increases in salary and benefits as a result of higher annual actuarial costs for GASB 45 post
retirement medical costs effective FY 2008/09 and a 3%increase in miscellaneous employees'employer
rates charged by PERS.
Budgeted expenditures reflect a decrease primarily due to the elimination of the Code Compliance Officer
and Associate Plalmer positions.In addition,the Building and Plamling Divisions will absorb a portion
of building pennit and inspection fees and plamling application fees for the new Town Library as well as
all services in association with those processes.Notable expenditure reductions include the elinlination of
the Code Compliance Officer and Associate Planner position.Should the local econOlnic situation
improve,these positions will be reevaluated accordingly.Other changes include the reduction of public
counter hours from 8:00 a.m.- I :00 p.m.,Monday -Friday,which have helped to enhance operational
efficiencies with linlited impact on customers.
Overall,the depal1ment budget remains balanced with limited funding provided through the General
Fund.
ACCOl\fPLlSHMENTS
Strategic Goals Accomplishments
COJllJllllllit)'Character •Adopted the Residential Design Guidelines
Preserve and •Commenced General Plan Update/Housing Element and completed anenhancethe
appearance character inventory of recreation-based services and facilities
and envirOlUllent •Amended Town Code to Streamline Review of Historic Applications
quality of the •Commenced Affordable Housing Strategies Study
conununity •Conunenced Los Gatos Blvd Plan Evaluation
D-64
1<)COMMUNITY DEVELOPMENT DEPARTMENT C8
PROPOSED
DEPARTMEl\TAL SU~IMARY OF REVENUES AND EXPEl\DITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals ACluals Actuals Adopted ESlimatcd Adopted
REVE 'UES
Licenses and Permits 1.357.001 1,968,580 1.991.7 5 1.960.100 1.389.322 1,737,640
Service Charges 1.712.714 1.028,853 962.264 1.873.600 1.640.674 1,903,000
Fines &FOifeitures 400 100 500 500 540
Other SOl/rees (14)(26)
TOTAL REVENUES 3,070,115 2,997,419 2,954,123 3,834,200 3,030,496 3,641,180
EXPENDIT RES
Salaries and Bel/efits 1.915,018 1,935,160 2,096,800 2.285.600 2,015,200 2,259,910
Operating Expenditures 790,419 635,549 687,421 1.408,490 1,350,104 1,377,020
Fixed Assets 20.000 3.136
/"Iemal Service Chmges 210,631 219.789 233,263 247,430 225.230 231,933
Fund Transfers Olll 15.000
TOTAL EXPENDITURES 2,916,068 2,805,498 3,037,484 3,941,520 3,593,670 3,868,863
EXPENDITURES BY PROGRAM
Administration 101,410 98.704 105.251 119,310 96,098 127,530
Developmental Review 767,041 819,105 953,050 1.007.800 864,492 855,489
Code Compliance 95,008 95,252 51,043 110.230 54.674 32,348
Inspection Services 1,163.725 1,165,623 1,290,319 1.270.130 1,220.316 1,221,969
Advanced Planning 150.967 151,460 167,586 293.550 217.590 491,027
Pass·Through Accounts 637.917 475.354 470.235 1.140.500 1.140.500 1,140,500
TOTAL EXPENDIT RES 2,916,068 2,805,498 3,037,484 3,941,520 3,593,670 3,868,863
D-65
RJ COMMUNITY DEVELOPMENT DEPARTMENT 05
Full Time EquivlIlents (FTE)
Gel/eml Flint!SUI/fing
Community Development Dir.
Asst.Community De\'.Dir.
Deputy Town Manager
Administrative Analyst
Administrative Secretary
Secretary III
Economic Vitality Manager
Senior Planner
Associate Planner
Planner
Assistant Planner
Counter Technician
Code Compliance Officer
Building Official
Sr.Building Inspector
Building Inspector
Total General Fund FTEs
Redevelopment Ageflcy
Community Developll1elll Dir.
Asst.Community De\'.Oir.
Associate Planner
Administrative Analyst
Tolal Redevelopment FTEs
Total Communi!)'Dc\'.FTEs
DEPARTMENT STAFFING
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
Positions Funded Funded Funded Funded Funded
0.80 0.90 0.90 0.90 0.80 0.80
0.80 0.65 0.65 0.65 0.80 0.80
1.00 1.00
0.40 0.40 0.40 0.40 0.40 0.40
1.00 1.00 1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00 1.00 1.00
0.20 0.20 0.20 0.20 0.20 0.20
1.00 1.00 1.00 1.00
1.80 3.80 3.80 2.80 2.60 1.80
1.00 1.00 1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00 1.00 1.00
2.00 2.00 2.00 2.00 2.00 2.00
1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00
1.00 1.00
4.00 4.00 4.00 4.00 4.00 4.00
17.00 17.95 17.95 17.95 17.80 17.00
0.20 0.10 0.10 0.10 0.20 0.20
0.20 0.35 0.35 0.35 0.20 0.20
0.20 0.20 0.20 0.20 0.40 0.20
0.20 0.20 0.20 0.20 0.20 0.20
0.80 0.85 0.85 0.85 1.00 0.80
17.80 18.80 18.80 18.80 18.80 17.80
Tcmportll)l SUI!!Hours
Building Inspector
Total AlIlIllall·lolirs
120
120
*
* *
A 1.0 FT£Accollntant /Administrative Analyst position is shared between Finance.Commllnity Development Department
(CDD)and the Redevelopment Agellcy (RDA).Fillallce has a.40 FT£ACCOlllltGlIt.CDD a .40 FTE Admil1;strmil'e Analyst.
alld RDA a .20 FTE Admillistrative Allalyst.
One Associtl/e Planner position is III/de/filled with all Assistant Plal/ner positioll.
D-66
PROPOSED
Community Development Department
COMMUNITY DEVELOPMENT ADMINISTRATION
PROGRAM 3101
PROGRAM P RPOSE
The Administration Program supports the deli vet)'of all services provided by the Community
Development Depat1menl.Staff assigned to this program work with other agencies,boards and
commissions to represent the Town·s interests.Staff serves on the Below Market Price (BMP)AdvisOl)'
Board,Rehabilitation Loan Committee,and Valley Transportation Authority (VTA)Teclmical Advisory
Committee.Administrative support is provided to the Plmming Commission including the preparation of
agenda packets for 22 scheduled Platming Conuuission meetings per year.Management of depal1ment
operations is provided for within this program,including persOImel and budget administration.
BUDGET OVERVIEW
The FY 2009/1 0 budget reflects an increase in operating expenditures from the FY 2008/09 budget
mainly due to the an increase in contract transcription services for the PlalUling Commission meetings as
well as an increase in salary and benefit expenses and related imemal service charges.The
Administration Program cominues to keep the Conuuunity Development Depat1ment focused on
management of the department,including budget preparation.
D·67
ro COl\'IJ\'[UNITY DEVELOPMENT DEPARTMENT 03
Administration
)
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Aetnals Actuals Actuals Adopted Estimated Adopted
REVENUES
Licenses and Permits
Sel1 l ice Charges
DIller Sources
TOTAL REVENUES
EXPENDITURES
Salaries and Bel/efits 66,633 61,678 69,838 74,400 54,800 76,055
Operating Expenditures 8,075 9,301 7,332 17,710 15,098 23,890
Fixed Assets
Internal Service C/ullges 26,702 27,725 28,081 27,200 26,200 27,585
TOTAL EXPENDITURES 101,410 98,704 105,251 119,310 96,098 127,530
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Staff Training
To continue to build the capacity of Conununily Development staff 10 CatTy out
Good Governance broad job responsibilities,the Depattment will conduct in-house training and
Ensure responsive,participate in select outside training.
accountable and
collaborative Coordinate Retreat
governance Coordinale the amlUal Town CouncillPlamung Conmussion retreat and implement
follow-up actions.
Civic Enrichment Planning COlJlmission Training
Foster opportunities Continue the traitung program for the Plamung Conunission with emphasis on the
for civic role of the Conmussion;communication with applicants;how a quasi-judicial body
engagement,and performs its duties;Brown Act;and specific traiJung in various aspects of Town
cultural,regulations and procedures.
recreational and
individual
enrichment
0-68
PROPOSED
ro COMMUNITY DEVELOPMENT DEPARTME 'T 03
Adnlinistration
KEY PROGRAM SERVICES
•Set and monitor goals for the depal1ment and staff
•Manage depal1ment operations,including the budget
•Provide SUppOI1 for Town Council and Planning Commission meetings
•Provide SUppOI1 on Town projects and initiatives including platming and building issues
•Oversee General Plan Update
ADMINISTRA TlON PROGRANI STAFFING
Full Time Equil·tllelll (FTE)
Authorized 2005/06 2006/07 2007108 2008/09 2009/\0
TOJI'll Staff Positions Funded Funded Funded Funded Funded
Community Development Oir.0.05 0.05 0.05 0.05 0.05 0.05
Ass!.Community De\'.Dir.0.05 0.05 0.05 0.05 0.05 0.05
Administrative Analyst 0.10 0.10 0.10 0.10 0.10 0.10
Secretary III 0.05 0.05 0.05 0.05 0.05 0.05
Administrative Secretary 0.10 0.10 010 010 0.10 0.10
Economic Vitality Manager 0.20 0.20 020 0.20 0.20
0.20
Total Administration FTEs 0.55 0.55 0.55 0.55 0.55 0.55
D -69
D-70
PROPOSED
Community Development Department
DEVELOPMENT REVIEW
PROGRAM 3201
PROGRAM PURPOSE
Development Review services facilitate the development of land and stmctures consistent with Town
codes,plans,and policies.This is accomplished tlu·ough analysis and processing of all development
applications including environmental review)plan check,and inspection.The process involves an
assessment of a project's consistency and compliance with the General Plan,Hillside Specific Plan,Town
Code,and other Town regulations.
BUDGET OVERVIEW
As noted in the Depal1ment budget overview,Development Review related fees reflect an increase in
accordance with the FY 2009/10 approved fee schedule.This increase in the Planning Division fees helps
to supp0l1 the increase in operating expenses,thereby ensuring ongoing cost recovery.\\lhile
expenditures exceed revenues within this program,overall depaI1ment fee rates include depanment wide
development services;hence actual cost recovelY is to be viewed with a depal1mental perspective.
FY 2009/10 budgeted revenues are lower than prior year budgeted revenue due to economic trends
affecting the constmction climate.
The FY 2009/10 budget reflects a decrease in operating expendirures from the prior budget year due to
the reduction of temporary employee services.The decrease in the salary and benefit expenses and
related internal service charges is due to the reallocation of staff to align with the workload in other
programs and the elimination of the Associate Plalmer position.
D-7l
w COMMUNITY DEVELOPMENT DEPARTMENT 03
Development Review
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
Actuals Aetnals Actuals Adopted Estimated Adopted
REVENUES
Licenses and Permits 628,091 496,441 475,100 398,667 471,400
SenJ;ce Charges 679,282 156,911 150,879 162,000 131,696
132,220
Other Sources
TOTAL REVENUES 679,282 785,002 647,320 637,100 530,363 603,620
EXPENDITURES
Salaries and Benefits 679,470 720,897 825,884 813,900 727,400 705,418
Operating Expendiflfres 42,309 50,839 73,639 144,000 89,492 104,500
Fixed Assets
il/temal Service Charges 45,262 47,369 53,527 49,900 47,600 45,571
TOTAL EXPENDITURES 767,041 819,105 953,050 1,007,800 864,492 855,489
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Development Team ContinI/oils Improvement
The Development Team (ConU11Unity Development,Parks &Public Works,Fire,
and the Police Depal1ment)will focus on evaluating processes,procedw-es,and
Good Governance systems;defining roles and responsibilities;building capacity;and obtaining input
Ensure responsive,and feedback from customers to continue to improve the development review
accountable and process.
collaborative Process Improvements
governance The following key projects will be conlinued to enhance the development review
process:coordinate ArboristJ Architect peer reVIew process;revise/update
development applicalion forms and website information;and implementation of
revised Residential Design Guidelines.
Major Development Applications Pending
Includes the following known propel1ies:
COJllmunity
Character •Enunanuel Convalescent Hospitalfflu'ash House -in progress
Preserve and •Chevrolet Site Redevelopment
enhance the •Linda A venue -in progress
appearance •Placer Oaks -in progress
character and •Swanson Ford redevelopment
environment
quality of the •47~-485 A1beno Way -in progress
conununity •McHugh Site Redevelopment
•Los Gatos Meadows Redevelopment
D-72
l.<)COMIVlUNITY DEVELOPMENT DEPARTMENT 03
Development Review
KEY PROGRAM SERVICES
Provide Staff support to the following boards and commissions:
•Plamung Conunission
•Development Review Committee
•Historic Preservation Committee
•Conceptual Development Advisory Committee
•General Plan Conmuttee
•Architectural Standards/Hillside Committee
•Various subcommittees
Aualyze and process the following types of applications:
•General Plan amendments
•Town Code amendments
•Rezotung and Plalmed Developments
•Architecture and Site
•Variances
•Conditional Use Pennits
•Minor Residential Development
•Subdivisions
•Agricultural Preserve Contracts
•Home Occupation Permits
•Certificates of Use and Occupancy
•Sign and Balmer Pel1luts
•Secondary Dwelling Units
•Mobile Home Park Conversions
•EnvirolUnental Review
0·73
PROPOSED
!l')COMMUNITY DEVELOPMENT DEPARTMENT 0.l
Development Review
DEVELOPMENT REVIEW PROGR<\j\1 STAFFING
Full Time Equh'alellt (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
To",,,Staff Positions Funded Funded Funded Funded Funded
Community Development Dir.0.25 0.30 0.30 0.30 0.25 0.25
Asst.Community Dev.Oir.0.30 0.40 0.40 0.40 0.30 0.30
Senior Planner 0.75 0.75 0.75 0.75
Associate PlalU1er 1.05 2.55 2.55 1.80 1.65 1.05
Planner 0.80 0.90 0.90 0.90 0.80 0.80
Assistant Planner 0.80 0.80 0.80 0.80 0.80 0.80
Counter Technician 010 0.10 010 0.10 0.10 0.10
Building Official 010 0.10 0.10 0.10
Sf.Building Inspector 0.10 010
Code Compliance Officer 015 015 0.15 0.15
Administrative Analyst 0.15 015 0.15 0.15 0.15 0.15
Administrative Secretary 0.65 0.65 0.65 0.65 0.65 0.65
Secretary III 0.75 0.75 0.75 0.75 0.75 0.75
Total Development Review FTE 5.70 6.85 6.85 6.85 6.45 5.70
D-74
!!O COMMUNITY DEVELOPME 'T DEPARTME 'T 03
Development Review
PROPOSED
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and Measures Actual Actual Actual Estimated Budget
Facilitate ,he de\'elopmem oj/alld alld SlrliC/flres
cOl/sis/em W;l"TO\l'Il codes.plans alld policies.
a.Percentage of pennils processed within adopted 100°1.100°,1.100%IOOo~100%
cycle times:
2.A"oly::e alld process de,oelopmelll applications
efficielll(r and effeclire~r.
a.Percentage of applications continued by Planning 5%5% 5%3%3%
Commission:
b.Percentage of Planning Commission decisions 95%95% 95% 95%95%
upheld by Town Council:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and \Vorkload Highlights Actual Actual Actual Estimated Budget
I.Number ofapplicaliolls processed:755 785 695 525 600
2.Number of Planning Commission Hearings:20 22 22 22 22
3.Numbcr of Public Notices:8593 8500 4256 6000 6000
4.Number of referrals to consulting architcct:60 51 50 45 50
0-75
D-76
( r
PROPOSED
Community Development Department
ADVANCED PLANNING
PROGRAM 3202
PROGRAM PURPOSE
The Advanced PlalUling Program guides the physical developme11l of the conullunity consiste11l with the
General Plan,Hillside Specific Plan,and Town Codes that are kept relevant and CUITent through approved
amendments.Staff updates official Town maps to ensure they are clear and accurate.Staff undenakes
special projects and studies to meet the evolving needs of the conullunity and provides staff suppol1 for
the following advisory conunittees:
•General Plan COI1Ullittee and Sub-Committees
•Architectural StandardsfHillside Committee
BUDGET OVERVIEW
FY 2009/10 budgeted revenues increase due to an offset from the General Plan deposit account for
salaries that will be charged to the General Plan program.
The FY 2009110 budgeted expenditures reflect an increase from the FY 2008/09 budget primarily due to
the reallocation of staff to work on the General Plan update and Housing Element programs.The General
Plan Update project will also require the need for outside consulta11ls,which will be funded by the
General Plan Update fees.
D -77
ro COMl\fUNITY DEVELOPMENT DEPARTMENT 05
Advanced Planning
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007108 2008/09 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Licellses alld Permits
Service ChOlges 48,858 52,404 56,099,236,100 187,982 439,460
Olher SO/trees
TOTAL REVENUES 48,858 52,404 56,099 236,100 187,982 439,460
EXPENDITURES
Salaries and Benefits 109,858 108,776 122,851 243,300 169,900 430,170
Operating Expenditllres 32,208 33,297 34,452 35,850 35,690 37,100
Fixed Assets
!menlal Service Charges 8,901 9,387 10,283 14,400 12,000 23,757
TOTAL EXPENDITURES 150,967 151,460 167,586 293,550 217,590 491,027
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
General Plan Update
On February 4,2008,the Council approved the work plan for the General Plan
Update.This effort is in1ended to fme-tune the existing General Plan ralher than a
comprehensive overhaul of the document.New topics idemified by the Council
for review as part of the update are Recreation and Open Space,Needs of Youth
Commullity
and Seniors and Sustainability and Green Building.Addilionally,Ihe update
provides an opportunity 10 refine existing policies that may not be serving the
Character community as inlended or lack clarity and to revise information that is no longer
Preserve and current.The General Plan Update began in July 2008 and is estimated to be
enhancelhe comoleled bv Seotember 201 O.
appearance HOI/sing Element
character and The State of Califomia requires that all jurisdictions update the Housing Elemem
envirOIUnent of their General Plans periodically.On July 19,2007,ABAG's Executive Board
quality of the adopted the draft Regional Housing eeds Allocation (RHNA)for all the
commun.ity jurisdictions in the San Francisco Bay.Los Gatos is required to plan for 562 units
in the 2007 -2014 period.In June 2008,the final RHNA will be adopted by
ABAG's Executive Board and released by ABAG.State law requires Ihat the
Housing Element be completed by June 2009.Funding for Ihe Housing Element
Update will come from the General Plan Update Fund and Low-Moderate
Redevelopment Agency Housing Fund.
D-78
PROPOSED
ro COMMUNITY DEVELOPMENT DEPARTMENT 03
Advanced Planning
KEY PROGRAM SERVICES
•Preparation of plans,amendments,administrative policies,ordinances.and maps
•Management of consultants assisting with the General Plan implementation
ADVANCED PLANNtNG PROGRA~I STAFFING
FuJI Time ElJlIiwllelll (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
Tow"5ttlff Positions Funded funded Funded Funded Funded
Community Development Dir.0.30 0.10 O.tO 0.10 0.30 0.30
Ass!.Community De\'.Oir.0.30 0.05 0.05 0.05 0.30 0.30
Deputy Town Manager 1.00 1.00
Senior Planner 0.10 0.10 0.10 0.10
Associate Planner 0.55 0.65 0.65 0.55 0.60 0.55
Planner 0.05 0.05 0.05
Assist31l1 Planner 0.05 0.05 0.05 0.05 0.05 0.05
Administrative Secretary 0.05 0.05
Secretary III 005 0.05
Total Advanced Planning FTEs 2.45 0.85 0.85 0.85 1.40 2.45
200S/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.Guide the physical del"elopmelll of rhe cOlllllllmiry
cOlIsisrClI1 l!"ir!l the General Plan.Hillside Specific
Plall,alld TOII'II Codes.
a.Percentage of General Plan implemelllation 1000~N/A N/A N/A N/A
measures compleled wilhin cycle lime .
2..\feer/he e\'O!l'ing needs ofrhe cOl1/11l1l1lir,l'and provide
sUlfJ SIIPPOrt to adl'isory commiuees.
a.Percentage of committee direclins resulting in plan 1000 0 1000 0 100 0 0 1000 0 100~0
adoplion.
b.Percelllage of special studies adopted.0'.50 0 0 50 0 0 1000 0 50 0 0
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and \Vorkload Highlights Actual Actual Actual Estimated Budget
I.Number of special studies completed:4 2 2 3
2.Number of Planning Commission directives received:5 5 3 3 3
3.Number of General Plan implementation measures 3 0 4 4 4
compleled:
4.Number of General Plan amendments requested:0 3 3 5
D -79
D-80
PROPOSED
Community Development Department
BUILDING &INSPECTION SERVICES
PROGRAM 3301
PROGRAM PURPOSE
This program helps to ensure safe,healthy,and attractive property improvements by facilitating the
issuance of pennits and compliance with codes,policies,guidelines,and standards.Staff assigned to this
program provide infonnation conceming building regulations;maintain the computerized permit tracking
and plan check systems;inspect commercial and residential buildings under construction;provide plan
check review for compliance with the Uniform Building Codes,disabled access regulations,and other
state and local ordinances;.and coordinate the duties of the plan check consultant,which provides
complex structural and engineering plan check services.
BUDGET OVERVIEW
The FY 2009/10 budget includes an adjustment to the building pennit and plan check fees based on the
Building Cost Index (BCI).The BCI is a nation-wide index of construction costs used by the industry to
establish cost estimates for new construction.The fee increases for FY 2009/10 are intended to
accurately track the cost of construction and will provide for cost recovelY for building inspection and
plan check services.While revenues exceed expenditures within tllis one program,Building and Pelll1it
Fee rates include department wide development support services.Consequently,actual cost recovelY is to
be viewed from a depat1mental perspective.
FY 200911 0 budgeted revenues are lower than prior year revenue estimates due to economic trends
affecting the construction climate.Overall program budgeted expenditures for FY 2009110 reflect a
decrease from FY 2008/09.
The Building Inspectors continue to handle the stonn water management inspections for all building
pennits with the potential to generate non-point source stom1 water runoff during construction as pan of
the ational Pollutant Discharge Elimination system IpDES)program.The Building Division is
absorbing most of the code enforcement work load with the elimination of the Code Enforcement Officer
position.A contract Plan Check Engineer continues to provide plan check services on a cost recovery
basis.
The San Francisco Regional Water Quality Control Board is expected to issue a new NPDES pemlit for
the municipalities in Santa Clara County later this summer.The new 1\rpDES pennit will implement
significant new requirements on development projects that could impact Town staffing resources.Staff
will monitor the new pemlit and evaluate the potential to recover additional costs imposed by the NPDES
permit through the upconling Town-wide fees study.
D-81
&l COMMUNITY DEVELOPMENT DEPARTMENT 03
Building &Inspection Services
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Licenses and Permits 1,357,001 1,340,489 1,495,344 1,485,000 990,655 1,266,240
Service Charges 346,036 343,691 285,171 335,000 180,496 190,820
Olher Sources (14)(26)
TOTAL REVENUES 1,703,037 1,684,166 1,780,489 1,820,000 1,171,151 1,457,060
EXPENDITURES
Sa/aries and Benefits 972,822 958,040 1,034,300 1,055,400 1,016,200
1,023,764
Operating Expellditllres 68,631 65,483 100,851 67,300 67,650 67,900
Fixed Assets 20,000 3,136
Imemnl Service Charges 122,272 127,100 135,168 147,430 133,330 130,305
Fund Transfers Ollt 15,000
TOTAL EXPENDITURES 1,163,725 1,165,623 1,290,319 1,270,130 1,220,316 1,221,969
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Public lllJormatioll all Builtfillg Codes
Staff will conlinue 10 provide updated forms and information the Town's web site
Community as well as assisting customers with on-line permitting,processing and infOl111ation
Character as soon as Ihe system is released.Siaff will continue to correct and clarify the
Preserve and Town's official street address file.
enhancelhe
appearance lllspectioll Services all Larger Projectscharaclerand
envirOIU11ent Several significant projects will continue during FY 2009/10:Villa Felice Planned
quality of the Development,the new satellite PD Building and completion of the 8-urut
conUllUluty townhouse project at the corner of Wedgewood and Calle Marguerita.Staff will
continue to provide same day inspection services even with the increased inspection
workload from these projects.
Web Permittillg
Staff will be working with Accela,Inc.and Attevo to complete the implementation
of web permitting for simple permits.
Good Goverllance Improvemellts to Plall Checkillg Services
Ensure responsive,To improve the efficiency of the plan checking process,the Building Division will:
accountable and I)Coordinate with the Santa Clara County Fire Department and Plamling Division
collaborative to expedite conunercial tenant improvements.2)Continue to increase the number
goVe111anCe of internal plan checks by Building Inspection Staff.The goal is to decrease the
workload of the plan check consultant and reduce the time required to conduct a
plan check thus providing a higher level of service.
D-82
PROPOSED
ro COj\!lMUNITY DEVELOPMENT DEPARTMENT 03
Building &Inspection Services
KEY PROGRAM SERVlCES
Inspection Services:
•Perfonn on-site field inspections for all buildings and structures under construction
•lnvestigate Housing Code violations
•Assist contractors,architects,engineers,and the general public with construction questions
Building Counter Services:
•Coordinate building pennit applications with other departments and agencies
•Review worker's compensation requirements and contractors'licenses
•Maintain the computerized pel111it tracking and plan check systems including data entry for penn it
activity
•Produce and distlibute reports on statistical infol1l1ation regarding building and related pennit activity
•Distribute and track plans,and calculate and collect fees
Plan Check Services:
•Perform complex professional building,stluctural,and life safety plan review of conunercial,
industrial and residential building per the Uniform building codes,state regulations,and local
ordinances.
•Coordinate building infol1l1ation and activity with other department and agencies
•Provide building code infonnation to customer
BUILDING &INSPECTION SERVICES I'ROGRA~I STAFFING
FilII Time ElJuil'fllel11 (FTE)
Authorized 2005/06 2006/07 2007/08 2008109 2009/tO
Toll'''SWff Positions Funded Funded Funded Funded Funded
Community Development Oir.0.15 OAO 0.40 OAO 0.15 0.t5
Ass!.Comlllunity Dc\'.OiL 0.10 0.10
0.10 0.10 0.10 0.10
Adminislrati\'c Analyst 0.15 0.15 0.15 0.15 0.15 0.t5
Senior Planner 0.15 0.15 O.t5 0.15
Associate Planner 0.20 0.60 0.60 0.45 0.35 0.20
Assistalll Planner 0.t5 0.15 0.t5 0.15 0.15 0.15
Planner 0.15 O.tO 0.10 0.10 0.15 0.15
(oumer Technician 1.90 1.90 1.90 1.90 1.90
1.90
Building Official 0.90 0.90 0.90 0.90
Sr.Building Inspector 0.90 0.90
Building Inspector 4.00 4.00 4.00 4.00 4.00 4.00
Code Compliance Officcr 0.10 0.10 0.10 0.10
Administrative Secretary 0.15 0.20 0.20 0.20 0.20 0.15
Secrctary III 0.15 0.20 0.20 0.20 0.20 0.15
Total Building and Inspection FTEs 8.15 8.80 8.80 8.80 8.50 8.15
2005/06 2006/07 2007108 2008/09 2009110
TClllporlllT Staff flours Funded Funded Funded Funded Funded
Building Inspector 120
Totul Annual Hours 120
0-83
*
ro COMMUNITY DEVELOPMENT DEPARTMENT C8
Building &Inspection Services
2005106 2006107 2007108 2008109 2009110
Performance Objectives and 1\1easul'cs Actual Actual Actual Estimated Budget
I.Ensl/re safe,healthy,and altracfive property
improl'eme//ls.
a.Percentage of inspections delivered within cycle 100%100% 100%100%100%
limes:
b.Percentage of plan checks completed within cycle 95% 95% 95%95%95%
times:
2005106 2006107 2007108 2008109 2009110
Activity and Workload Highlights Actual Actual
Actual Estimated Budget
I.Number of inspections conducted:15,259 13,009 11,090 11,000 11,000
2.Number of building plan checks completed:2,335 1827**1084*1,050 1,100
3.Number of Building Division permit applications 2,879 2341**1450*1,400 1,400
received:
4.Number of Building Division pcnnits issued:2,837 2244**1275*1,175 1,200
Combination permits were created upon implementation of the new Accela Permits System.
Combination pennils will reduce numbers to roughly 50%.
**Reduced numbers due 10 almost 4 months of combination pcnnits.
0-84
PROPOSED
Community Development Department
CODE COMPLIANCE PROGRAM
PROGRAM 3401
PROGRAM PURPOSE
The Code Compliance Program ensures property is used in a maImer that is safe,healthy,and consistent
with the conUl1tmity 's character as conveyed by the Town's zoning regulations.Program staff identifies,
investigates,and abates zoning violations,nonconfonning uses,and other Town Code violations related
to zoning issues.Enforcement activity is pro-active and is designed to achieve timely compliance,
tluough ongoing education of the public to increase awareness of the Town's zoning and sign regulations.
Violations that affect life,health,and safety are given the highest priority.
BUDGET OVERVIEW
The Code Compliance program budget includes revenue from the Administrative Citation program
established in FY 2003/04.With the added incentive to avoid fines,this program reduces the number of
times Code Compliance must revisit an outstanding violation,thereby abating violations more effectively.
The fines also reduce the financial burden off the General Fund by placing the cost of abating violations
on the violator.Staff found that most violators chose to comply within the established time frame rather
than pay a fine.Revenue for this program will have a minimal increase for FY 200911 o.
The decrease in expenditures for the FY 200911 0 budget is due to the elimination of the Code Compliance
Officer position and is directly related to the economic downturn.The duties of the Code Compliance
Officer have been spread among staff in the Building and Plamung Departments,which is possible due to
the decline in building activity.
D-85
ro COMMUNITY DEVELOPMENT DEPARTMENT 03
Code Compliance Prograrn
SUMMARY OF REVENUES AND EXPENDITURES
2005106 2006/07 2007/08 2008/09 2008/09 2009110
Actuals Aetnals
Actuals Adopted Estimated Adopted
REVENUES
Licenses and Permits
Service Charges
Fines &F01feitllres 400 100 500 500 540
Other Sources
TOTAL REVENUES 400 100 500 500 540
EXPENDITURES
Salaries and Benefits 86,235 85,769 43,927 98,600 46,900 24,503
Operating Expel1diIllres 1,279 1,275 912 3,130 1,674 3,130
Fixed Assets
lmernal Service Chmges 7,494 8,208 6,204 8,500 6,100 4,715
TOTAL EXPENDITURES 95,008 95,252 51,043 110,230 54,674 32,348
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Process Improvements
Good Governance During FY 200911 0,staff will continue to work with the Police,Parks &Public
Ensure responsive,Works DepaI1ments,and Town Attorney on code compliance issues and the
accountable and Adm.inistrative Citation Program.
collaborative
governance
D-86
PROPOSED
ro COMMUNITY DEVELOPMENT DEPARTMENT 03
Code Compliance Program
KEY PROGRAM SERVICES
•Resolve complex Town code and zoning violations
•Enforce various Town codes,while focusing on obtaining voluntary compliance from the public
•Educate residents,business and propeny owners about Town regulations
•Review Home Occupation Pennits for proper use in residential zones
•Conduct inspection investigations of stluctures/residences conceming public health related
Issues
•Coordinate with the Finance Depanment's Business License Tax Division to ensure all operating
businesses have a business license
CODE CO~lPLIANCE I'ROGRA"!STAFFING
Full Time Equivalent (FTE)
Authorized 2005/06 2006/07 2007108 2008/09 2009/10
TOJIIIl Staff Positions Funded Funded Funded Funded Funded
Community Development Dir.0.05 0.05 0.05 0.05 0.05 0.05
Asst.COllllllunity De\'.OiL 0.05 0.05 0.05 0.05 0.05 0.05
Code Compliance Officer 0.75 0.75 0.75 0.75
Administrative Secretary 0.05 0.05 0.05 0.05 0.05 0.05
Total Code Compliance FTEs 0.15 0.90 0.90 0.90 0.90 0.15
D-87
w COMMUNITY DEVELOPMENT DEPARTMENT 0.l
Code Compliance Program
2005/06 2006/07 2007/08 2008/09
2009/10
Performance Objectives and l\1easures Actual Actual AChlR1 Estimated Budget
I.EllSllre properties ill the Tolt'll of Los Garos are used
safely alld are consislellf wilh the Town's zoning
regulations,
a.Percentage of complaints abated within cycle times:90% 90%90%90%90%
2.Proactive ellJorcemem activity 10 achieve timely
compliance
a.Percentage of complaints resulting in court 0% 0%1%1%1%
hearings:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Acrual Actual Actual Estimated Budget
I.Number of complaints reported:365 400 400
400 400
2.Number of complaints abated:219 300 300 350 350
3.Total number of Administrati\1C Citations:N/A N/A N/A 200 200
4.Number of citations issued reslIlting in fines:3 5 5 5 5
D-88
PROPOSED
Community Development Department
PASS -THROUGH ACCOUNTS
PROGRAM 3999
PROGRAM PURPOSE
This pass-through accounting structure separates Conununity Development program activities from the
funding mechanism set up for extemal consultant services utilized to assist applicants in the planning,
development,and building processes.Most pass-tlu'ough activity is generated by development projects.
Depending on the development project,an applicant may be required to deposit funds for architectural
services,arborist services,envirOlUllental impact review services,and/or plan checking services with lhe
Town.The Town retains these various services for an applicant's projects and the consultants are
subsequently paid out of the applicant's account until the funds zero out.Any remaining balances are
returned to the applicants.Pass-tluough funding is also utilized for the Town's General Plan funding.
General Plan Fees are collected for development projects and held in deposit until recognized as General
Plan expenses as they are incun'ed during the year.
B DGET OVERVIEW
There is no net budgetary impact to this program,as revenues will equal expenditures.The revenues and
expenditures reflect estimates based on prior year trends.At fiscal year-end,actuals may differ
substantially from original budgeted numbers as the quantity and size of development projects within the
community in any given year is not known or detenninable in advance.This budget reflects a reasonable
estimate only.
FY 200911 0 budgeted pass-tluough revenues and expenditures remain status quo due to the continuation
of the General Plan update project.This project is in addition to several other projects that are anticipated
to continue and/or will conunence in FY 2009/10.
D -89
ro COMMUNITY DEVELOPMENT DEPARTMENT 03
Pass-Through Accounts
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Aetnals Actuals Adopted Estimated Adopted
REVENUES
Licenses and Permits
SenJice Charges 638,538 475,847 470,115 1,140,500 1,140,500 1,140,500
Other Sources
TOTALREVE UES 638,538 475,847 470,115 1,140,500 1,140,500 1,140,500
EXPENDITURES
Salaries and Benefits
Operating £'-penditllres 637,917 475,354 470,235 1,140,500 1,140,500 1,140,500
Fixed Assets
IlI1emal Service Charges
TOTAL EXPENDITURES 637,917 475,354 470,235 1,140,500 1,140,500 1,140,500
D-90
Police Department
DEPARTME 'T PURPOSE
The Los Gatos/Monte Sereno Police Department provides police services to the Town of Los Gatos and,
through a contract,to the City of Monte Sereno.The department's vision is to accomplish three things:
build a highly competent and professional Police Department providing traditional law enforcement
services;build community relationships and engage in conununity problem solving.The Department·s
ultimate goal is to know everyone in the community.
The core services provided by the department are:response to emergency and non-emergency calls for
service;identification of criminal activity;dispatch services;investigation and prosecution of crimes;
reclUiting l hiring and training of personnel;crime prevention and conUl1unity outreach;traffic safety;
maintenance of records and property and evidence;and conu11llt1ity problem solving.
The department continues to build a strong police/community pal1nership through innovative department
and community programs such as Drug Free Community Committee,Alive ...And Loving Life,Youth
Commission and traffic management.Volunteer programs such as Reserve Police Officers,Volunteers In
Policing (V.I.P.),Disaster Aid Response Team (D.A.R.T.),the Police Chaplain program,Parking Citation
Hearing Officers,Pipe and Drum Team,and the Police Explorer Scout program extend this partnership to
the community.Additionally,community volunteers have been instrumental in the training and growth
of the Community Emergency Response Team (CERT).
The depal1ment is focused on community problem solving.Individual officers and patrol teams are
responsible for identifying problems and creating and implementing solutions to those problems.In
furtherance of this effort,the depal1ment continues to develop relationships with specific segments of our
community such as the Chamber of Conunerce,homeowner and neighborhood associations,schools,non
profit organizations,the faith conununity and service clubs,among others.
All police department persOlmel are commitled to these activities and continue to make significant strides
towards reaching the ultimate goal of knowing everyone in the Los Gatos and 10nte Sereno
cOInmunities.
D -91
~POLICE DEPARTMENT 03
BUDGET OVERVIEW
Tllis budget overview will discuss the Police Department's focus for FY 2009/10 as well as its revenue
and expenditure outlook for the next fiscal year.
Police Operations Building
In Fall 2009,the Police Department will relocate to the new Police Operations Facility,located at 15900
Los Gatos Boulevard.The new facility will house the patrol division,detective bureau,property and
evidence,and an emergency operations center.Construction is currently underway and it is anticipated
that the project will be completed by October 2009.
The Department will continue to engage in the county-wide,multi-agency interoperability effort to build
a microwave network.This network provides a mechanism for high speed and reliable conullunications
traffic between all law enforcement agencies within the county and eventually will be built out to include
the entire bay area.The Town will purchase a second nlicrowave link to connect the police operations
building with the civic center in FY 200911 O.
The majority of funding for this project was set aside by the Town in FY 2008/09 from the general fund.
Some additional installation expenses and shared county-wide personnel costs will also be added to the
FY 200911 0 budget.The interoperability project is in the process of creating a joint powers agreement
which will become the governing body for all pal1icipating entities and will manage all costs contributed
towards interoperability programs and purchases.
FY 200911 0 Budget Outlook
The FY 2009/10 budget maintains current service levels,with some program adjustments.Police
Department revenues are expected to remain fairly constant throughout FY 2009/10.ew revenues were
introduced and adopted by Council as part of the FY 2009110 Comprehensive Fee Schedule in Spring
2009.The new fees include a Fireanns Storage Fee and Annual Alan11 Registration FeelFalse Alann Fee.
The Fireanns Storage Fee is for the intake and storage of seized or impounded weapons as a result of a
protective order or arrest for domestic violence.Tlie Alann fee included a registration fee for conunercial
alanns to recover the cost of tracking and updating contact illfonnation.An additional fee was added for
a second false alann response.Tliese fees are expected to generate aboUl 523,000 amlUally.A Tow
Service Francllise Fee and Taxicab Fee was also approved in concept as part of the FY 2009/10 Fee
Schedule,but first require ordinance changes that will be brought fonvard to Council at a later date.It is
anticipated that these fees will generate about 525,000 allliually.
Expenditures for FY 200911 0 are lligher than in prior years due to increases in salary and benefits and
contract services.To contain costs,the Department has implemented several cost cutting strategies,
including FTE elinlinations,cost sharing for court liaison and School Resource Officer sen'ices,
reductions in Commutlity Sen'ice Officer iJ,tem temporary hours,and overtime reduction effol1s.These
cost contaimnent strategies are discussed in more detail below.
D -92
ll>l POLICE DEPARTMENT C"-l
At the end of FY 2008/09,the department experienced the retirement of two senior Sergeant positions.
One of these positions has been filled tlu'ough the promotion of one Corporal to the rank of Sergeant.The
other Sergeant position will be eliminated due to budget limitations.Tlus will result in the consolidation
of two sergeant positions that previously existed in the Department.
1n September 2008,the Department engaged in a pilot project to share the duties of the court liaison with
the City of Campbell Police Department.One FTE Conununity Service Officer from the Campbell
Police Department serves as a liaison between the Office of the District Attorney,the Courts and both
Police Departments to facilitate the filing of criminal cases and other documents to support a conviction.
After a successful trial period,the department fonnalized an agreement with the City of Campbell to
share funding of tlus position at a 60/40 split arrangement through FY 2009/1 O.The cost to the Town is
approximately 540,000.Tlus arrangement allowed the department to offer one vacant FTE Police Records
Specialist as reduction in the department's budget.
The School Resource Officer position (SRO)is another joint funding effort that began in FY 2008/09 and
is expected to continue through FY 2009/10.With the elimination of the full time SRO in FY 2007/08,
the school districts began to explore alternatives to share in the costs of one FTE oflicer who would be
assigned to working with the students and staff of both the elementary and high school districts on a
routine basis.An an'angement between the Town and school districts was made in January 2009 to
jointly fund a SRO position.Staff has also submitted an application for a Federal Stimulus COPS grant to
help SUppOl1 the SRO and another Police Officer Jlosition.The continuation of the SRO will be
contingent on continued school district funding and//or receipt of a federal COPS Stimulus Grant to pay
for the costs of the backfill officer to return the Patrol Division to full staffing.
The department has reduced the number of hours for CSO 1ntems from three to two,resulting in an
additional 520,000 in salary savings.The CSO Intem program has proven to be an excellent trailung
ground for students who desire a future career in law enforcement.Two of this depal1ment's most recent
hires worked in this program.The reduction of hours allocated to tlus program will allow it to continue
but will essentially reduce the nlllnber of interns the depal1ment will hire since they share the same pool
of hours.Given the linuted number of officer vacancies anticipated over the next several years,this
reduction should not impact training or service delivery.
The department's training budget has been reduced by approximately SI7,000.Only mandatory or
cel1ification training classes will be authorized in most programs.This reduction will be managed to
balance with the need to continued depal1ment training in areas of lugh liability,Additionally,some
trailung programs such as range qualifications will be conducted on-regular time versus overtime.
Other operational expenditure changes include transferring S 19,000 from the Parking Reserve Fund in the
General Fund Appropriated Reserves (GFAR)to fund valet services during the holiday season.By using
this funding source,the General Fund can offset its operational expenditures.
Ovel1ime funding in all programs continues to be relied upon by the depal1ment to backfill for vacancies
as a result of traitung,vacation,sick or extended absences.The depal1ment acknowledges a need to
reduce the reliance on these funds to compensate for personnel absences and has implemented several
D -93
B»POLICE DEPARTMENT "'l
reduction strategies.This will be a continued focused reduction effort for the department in FY 200911 0
to ensure that total Department expenditures remain in budget at year end.
For the Police Department budget,FY 200911 0 will be focused on cost containment,work management
and revenue generation.1 ew opportunities for sharing of services with the Campbell Police Department
will also be explored.Grant and new revenue opportunities are also being considered to supplement the
department's budget.Existing revenue generating programs have had modest increases to the fee
schedule for the next fiscal year.In general,the department will continue to make every effort to offer a
high level of quality service to the citizens of this conununity in light of the cnrrent economic situation.
ACCOMPLISHMENTS
Strategic Goals Accomplishments
Civic E"riclllllelll
Foster
oppottunities for
civic engagement,•Implemented a 36-hour Los Gatos "Parent Project Class"to provide parentalandcultural,
recreational and conununication skills in dealing with strong willed adolescent children.
individual
emiclunent
Public SlIfety
Ensure public
safety through •Revised the Town-Wide Emergency Operations Plan and enhancedproactiveemergencyresponsetrainingforTownstaff.communi ty •Collaboratively implemented a regional public safety emergency notificationpolicing,affective system tentative scheduled to be activated in Sununer 2009.emergency •Assisted with the development of the New Police Operations Buildingresponse,and
com111unity-wide project.It is anticipated that the new facility will be complete in Fall 2009.
•Successfully investigated and solved a high-profile conspiracy crime.emergency
preparedness
D -94
lJO)POLICE DEPARTMENT 03
DEPARTl\IEr\TAL SUi\li\IARY OF REVENUES AND EXPENDIT RES
2005/06 2006107 2007/08 2008/09 2008/09 2009/10
ACluals ACluals Aetnals Adopted Estimated Adopted
REVENUES
Licellses and Permits H790 -46.363 ~H~6 42.500 ~1.126 72,200
Jlllergoremmellwl Rerellu('1.077.621 5~3.880 609.216 581.680 565.000 557,840
Sen'ice Charges 265.3..3 580.57~542.110 639 ....30 M2.856 705,170
Filles and Foifeiwres 5-47.296 502.170 29-4.538 338.900 -i32.5oo 432,500
Olher SOl/rces 89.629 ~9.165 93.5~8 61.600 112.475 64.600
TOTAL REVEN ES S 2.024.679 S 1.722,152 S 1,583.858 S 1.66~.11 0 S 1.793.957 S 1,832,310
EXPENDIT RES
Salaries and Benefils 9.172.187 9.551.~99 9.985.591 10.601.900 10.559.300 10.606,919
Operating Expendilllres 863.471 829.393 838.615 851.950 9~7,91~974,445
Fixed Assets 167.635 1.458 37.628
!memolSerrice Charges J.J 64.867 1.232,300 J.J70.629 1..t63.280 1.5~6.880 ',507,251
Bllildings &Facilities Maim.
TOTAL EXPENDITURES S 11,368,160 S 11.620,650 S 11,132,463 S 12,917,130 S 13,05-1,094 S 13,088,615
EXPENDITURES 2005/06 2006/07 2007108 2008/09 2008/09 2009110
BY PROGRAi\1 Actuals Actuals Actuals Adopted Estimated AdoplCd
Administration 5 456,505 S 478.878 5 494,777 5 500,050 5 499.200 S 492,109
Records and Communications 5 1.266.666 5 1.J84,702 5 1,459.075 S 1,664.760 5 1,617.110 5 1,679,573
Patrol S 5.524.247 S 5.798,683 S 6,418,423 5 6,802,190 5 7.004,292 5 6,897,167
Investigations S 1.984.817 5 2.018,770 S 2.017.420 5 2.087.730 5 2.148.335 S 2,135,613
Traffic S 739.177 5 781,0))5 740,387 5 788.800 S 665.700 5 814,799
Personnel &Community Svcs S 684,563 5 509,~34 S 624,S01 S 611.140 5 626.665 S 570,889
Parking 5 512.918 S 625.119 5 -142.929 5 ~40.460 5 ~70.792 S 476.465
Operating Grants S 5.090 S 10.282 5 15.065 5 5 S
Pass·Through Accoun!s S 199.267 5 24.031 S 19.586 5 22.000 5 22.000 5 22.000
TOTAL EXPENDITURES S 11.373.250 S I 1.630.932 S 12,132.463 S 12,917.130 5 13.05-1,09-1 S 13,088,615
D-95
IlO POLICE DEPARTMENT OJ
DEPARTMENT STAFfiNG
Full Time £qllimlell1s (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
General Fuml Staffillg Positions Funded Funded Funded Funded Funded
Chief of Police 1.00 1.00 1.00 1.00 1.00 1.00
Police Captain 2.00 2.00 2.00 2.00 2.00 2.00
Police Sergeant 8.00 9.00 9.00 9.00 9.00 8.00
Police Corporal 5.00 5.00 5.00 5.00
Police Officer 26.00 30.00 30.00 25.00 25.00 26.00
Community Services Officer 4.00 4.00 4.00 4.00 4.00 4.00
Crime Analyst 1.00 1.00 1.00
Police Admin.Services Mgr.1.00 1.00 1.00 1.00 1.00 1.00
Executive Assistant 10 Chief 1.00 1.00 1.00 1.00 1.00 1.00
Communications Dispatcher 7.00 7.00 7.00 7.00 7.00 7.00
Parking Control Officer 2.00 3.00 3.00 2.00 2.00 2.00
Police Records Specialist 3.00 3.00 3.00 3.00 4.00 3.00
Total General fund FTEs 60.00 62.00 62.00 61.00 61.00 60.00
Tempol'llry Staff Hours
Community Service Officer Intems 2,080 2,080 3,120 3,120 2,080
Police Records Specialist -Temp 320
COllllllunication Dispatcher -Temp 520 520 520 520 520
Total Annual Hours 2,600 2,600 3,640 3,640 2,920
D -96
Police Department
POLICE ADMINISTRATION
PROGRAM 4101
PROGRAM PURPOSE
Police Depal1ment administration is responsible for effectively managing all depal1ment programs by
developing policy,plaJming and implementing organizational tasks,and oversight of the department
budget and expenditures.The administrative unit sUppO!1S responsive,effective,and efficient police
service and a strong police/community partnership.Direction of department operations will be consistent
with Town policies and community safety needs,especially in the areas of open communication with the
public,responsive crime suppression and prevention programs,directed traffic enforcement to promote
safe and orderly traffic flow on Town streets and comprehensive disaster preparedness.Department
administration is dedicated to furthering the mission and goals of the department and supp0l1ing the
persolU1el who are responsible for can-ying them out.
BUDGET OVERVIEW
Tills program continues to be the primalY supp0l1 for the Town's Youth Conmllssion activities.There are
no substantial increases or decreases in this program for FY 200911 O.
0-97
ro POLICE DEPARTMENT C6
Police Administration
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07
2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Licel/ses alld Permits 8,328 6,500 4,500 1,000
1111ergovemmellral Revenlies
Service Charges
Fines alld FOIfeiwres
Olher Sources 4,900 57,515 10,000
TOTAL REVENUES S 4,900 S S 8,328 S 6,500 S 62,015 S 11,000
EXPENDITURES
Salaries alld Benefits 376,221 377,773 378,945 377,400 374,800 362,444
Operating Expenditures 20,522 20,780 34,497 22,500 23,850 32,425
Fixed Assets
Intema!Service Charges 59,762 80,325 81,335 100,150 100,550 97,240
TOTAL EXPENDITURES S 456,505 S 478,878 S 494,777 S 500,050 S 499,200 S 492,109
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Orgallizatiollal Developmellt
Goat!Govemallce The Administrative unil will conlinue 10 build on its eff0l1s 10 strengthen the
Ensure responsive,core management team Ihrough skill development,cross-training,and team-
accountable and based work activities.Activities tlus year will focus on an organizational review
collaborative of promotional preparation,strategic planning,elevating the organization from
governance "good to great"and building strategies for increased regional collaboration.
Civic Enrichment YOllth Commissioll
Foster opp0l1unities The Los Gatos Youth Commission is responsible for advising Ihe Town Council
for civic engagement,on issues involving the youth of Los Gatos.The Conmussion works to solicit
and cultural,input for various issues which are imp0l1ant to local youth.The Conmussion
recreational and participates U1 several local activities and wi II continue 10 expand their
individual em'iclmlent involvement in the community.
Commullity Outreach Galli
The Adnunistrative unit will direct and monitor all persOlmel efforts towards
Public Safety acluevement of the depal1ment's vision and its ultimate depaJ1ment goal of
Ensure public safety "knowing everyone in our community!>and continue eff0I1s with the new
tlU'ough proactive resident outreach program.
community policing,Emergency Preparedness
affective emergency The Police Department will provide oversight with its ConUllluuty Emergency
response,and Response Team (CERT),in partnerslup wilh the Town Manager's Office,and
community-wide local,state,and regional health and public safety organizations and agencies,to
emergency implement the forth year of "Los Gatos Prepared"-a campaign to provide
preparedness residents and businesses with a 72-hour resource plan for self-sufficiency
during a natural or man-made disaster.
D -98
ro POLICE DEPARTMENT Cl6
Police Administration
KEY PROGRAM SERVICES
•Administer department operations
•Provide policy and philosophy guidance
•Develop and monitor the department's alUlUal operating budget
POLICE AD~ItNtSTRATlONPROGRAM STAFFING
Full Time Elfuil'llients (FTE)
Authorized 2005/06 2006/07 2007/08
Toll'''SllIff Positions Funded Funded Funded
Chief of Police 1.00 1.00 1.00 1.00
Execl/live Assistant to Chief 1.00 1.00 1.00 1.00
TOlal Administration FTEs 2.00 2.00 2.00 2.00
D -99
2008/09 2009/10
Funded Funded
1.00 1.00
1.00 1.00
2.00 2.00
D -100
Police Department
RECORDS AND COMMUNICATION
PROGRAM 4201
PROGRAM PURPOSE
The·Police Department Conullunications Center handles the vast majority of all incoming phone calls to
the Police Department on a daily basis.Of significal1l impol1ance is the answering of all 911 emergency
calls for service to the department,including newly routed cellular phone calls.In addition to answering
these incoming calls,dispatchers are responsible for assigning the appropriate police personnel needed to
respond to the incident or transfening the call to another designated agency.The Communications Center
functions as the central point of col1lact for all depal1ment persOlUlel and the emergency,and more routine
needs of the conullunity.
The Police Depal1ment Records unit serves as a repository for all police records.This unit is responsible
for the accurate data entry and maintenance of police activity in all systems including the in-house records
management systems,county,state and intra-state databases.Records personnel also provide general
information to the public on police related matters and manage the release of public information.
The Conullunications Cel1ler and Records Unit is supervised by the Administrative Services Manager
who also provides SUpp0l1 to police administration on the depaIlment budget,grant writing and general
analytical duties.
BUDGET OVERVIEW
The FY 200911 0 budget maintains prior year service levels,witb a moderate decrease in salary and
benefits and increase operating expenditures.including il1lemal service charges.Revenues are anticipated
to remain at FY 2008/09 levels.Salary and benefits are lower due to the elimination of a vacant Records
Specialist position.This reduction was possible as a result of pannering with the City of Campbell to
provide shared coun liaison services.Operating expenditures have risen because of contractual cost of
living adjustmel1ls.Intemal service charges have also increased due to the al1licipated opening of the new
police operations building in fall 2009.
The Records and Conullunications Unit cOl1linues to explore opportunities to enhance services and reduce
costs.In lovember 2008,the Unit partnered with the Campbell Police Department to cross train
Campbell dispatchers to fill shift vacancies at the Los Gatos communications center on a per diem basis.
Once the Unit's staffing has stabilized,cross training eff0l1s will include the training of Los Gatos
dispatchers at the Campbell conullunications cel1ler.It is expected that this approach will help reduce
D -101
llO>POLICE DEPARTMENT Cl6
Records and Communications
oveJ1ime costs and the fatigue factor associated with using existing full-time employees to cover shift
vacanCies.
Other operational changes including reducing police records public counter hours to enJlance the
productivity of employees.In Spring 2009,public records counter hours were adjusted from 8:00 a.m.-
5:00 p.m.,Monday -Friday to 9:00 a.m.-4:00 p.m.,and will be continued through FY 2009110.
The Records and Communications Unit continues to move forward with the electronic document storage
system,a CIP project approved in FY 2008/09.This system will allow documents to be electronically
retrieved and provides limited access to sharing of key documents with the Campbell Police Department.
Additional sharing opportunities and cost saving strategies will be evaluated in FY 200911 0 and future
years,including the possible sharing of dispatch services and shared use of the department's computer
aided dispatch software.
0-102
BO POLICE DEPARTMENT UJ
Records and Communications
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Good Govel'1lallce Docllmellt Storage
Ensure responsive,This project will allow remote access to police records and was started a joint
accountable and project between the Police department and PlalUling.It will be calTied into FY
collaborative 2009110.
govemance
Silicon Valley Regiollal Illteroperability Project
This multi-year county-wide project increases infol1nation and data sharing
Pllblic Safety
capabilities.The Chief of Police chairs this project committee.Personnel costs
will continue.Ongoing nucrowave tower lease costs for the Los Gatos
Ensure public safety microwave link will be approximately S 12,000 per year and will include a linkthroughproactivetothenewOperationsbuilding.
conununity policing,
affective emergency Radio [1I[rastmctllre Upgraderesponse,and The Silicon Valley Regional lnteroperability Project (SVRIP),of which Loscommunity-wide Gatos is a member,is still planning to conduct a feasibility study to examine theemergencydevelopmentandcostsofbuildingahybrid7001150megahertzradiopreparednessconununicationssystemforSantaClaraCounty.Forecast replacement costs for
the radio system anticipates a mjgration to a regional radio system.
KEY PROGRAM SERVICES
Records
•Respond to customer inquiries
•Process police reports and citations
•Process criminal and traffic warrants
•Provide fingerprint services to citizens
Com m lI11icatiollS
•Respond to 911 calls and other emergency/non emergency calls
•Provide dispatch service to Patrol
•Dispatch emergency persolmel
•Handle customer inquilies
•Maintain audio recordings of radio and phone traffic;provide copies for court and department use
Administrative Alla~)'s;s
•Provide departmental financial/budget and general analysis
•Develop and monitor the department's alUmal operating budget
•Department liaison for SVRlP committee
D -t03
llo>POLICE DEPARTMENT C6
Records and Commnnications
RECORDS &COMMUNICATION PROGRAM STAFFING
Full Time Equh'alellls (FTE)
Authorizcd 2005/06 2006/07 2007/08 2008/09 2009110
TOII'II Stuff Positions Funded Funded Funded Funded Funded
Police Admin.Services 19T.1.00 1.00 1.00 1.00 1.00 1.00
Communications Dispatcher 7.00 7.00 7.00 7.00 7.00 7.00
Police Records Specialist 3.00 2.00 2.00 2.00 4.00 3.00
Total Records &Camm.FTEs 11.00 10.00 10.00 10.00 12.00 J 1.00
2005/06 2006/07 2007/08 2008/09 2009110
TemporOtJ'Slllf!Hours Funded Funded Funded Funded Funded
Police Records Specialist 320
COllllllunications Dispatcher 520 520 520 520 520
Total Annual Hours 520 520 520 520 840
2005/06 2006/07 2007/08 2008/09 2009/1 0
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.Provide efficient fletive!)'afpolice reports.records
illfol1lwlion.alld OllieI'record sen';ces 10 lhe public.
a.Processing time for reports of Part I offenses:3 days 3 days 3 days 3 days 3 days
b.Processing lime for reports of Pan II offenses:7 days 7 days 7 days 7 days 7 days
2005/06 2006107 2007/08 2008109 2009/10
Activit)'and \VorkJoad Highlights Actual Actual Actual Estimated Budget
Total calls for service received:
Totallandline and wireless calls received by dispatch 27.303"63.332 57,290 69,625 69.625
2 Number of9-1-1 calls received:5.246 7.599 6.602 8,355 8,355
3 Number of fronl counter contacts:no longer tracked
4 'umber of stored and/or impounded vehicles processed:292 256 258 238 238
5 'umber of police reports processed:3.099 2,849 3,140 3.036 3,036
"New phone system installed in dispatch center in September 2005 enabling the PD to track the milime ofall
incoming calls.
D·104
Police Department
PERSON EL AND COMMUNITY SERVICES
PROGRAM 4202
PROGRAM PURPOSE
The Personnel and Conununity Services (PCS)program provides a critical level of SUppOI1 to the police
depm1ment,primarily through the recruitment of new personnel,continued education and training for all
depaI1ment members,development and administration of crime prevention activities,coordination of the
Town's emergency response activities,monitoring of the depal1ment's information technology programs,
as well as oversight of the numerous volunteer programs that suppOl1 all functions of the dcpm1ment.
Increased mandates from The Depal1ment of Homeland Security are the responsibility of the sergeant
assigned to Personnel and Conm1Unity Services.The PersOimel and Conm1Unity Services program is also
responsible for the monitoring of all depal1ment information teclmology systems and programs.The unit
supervisor works closely with Town IT staff members to ensure the contemporary management of police
information networks.
BUDGET OVERVIEW
The FY 2009/10 budget maintains prior year's service levels with a moderate decrease in expenditures.
This program reflects funding for a School Resource Officer (SRO)position,which is jointly suppoI1ed
between the Town and the Elementary and High School Districts.Staff has also submitted an application
for a Federal Stimulus COPS grant to help sUppOI1 the SRO and anOIher Police Officer position.If either
funding source becomes unavailable,the SRO position could be discontinued.The proposed FY 2009/10
budget also eliminates a PCS Sergeant which will be backfilled through the consolidation of the
Administrative Sergeant from the Patrol program.
In FY 2009/10.staff will explore conveI1ing management of the Community Emergency Response Team
(CERT)program to rely more on County Fire persOimel or civilian staff to reduce the oveI1ime costs
associated with this program.
The PersOimel and Conununity Sen'ice program oversees all mandated training as specified by the State
of Califomia's Peace Officer Standards and Training (POST).Pal1 of this responsibility includes
exploring ways to provide quality training at a reasonable cost,while,while managing overtime expenses.
D -105
ro POLICE DEPARTMENT 05
Personnel and Communi!)'Services
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09
2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Intergovernmenlal Rel'elllles 279,748 256,056 283,185 291,490 275,000 286,840
Service Chmges
Filles and FOifeitllres
Olher Sources 13,498 2,183 32,516 8,000
TOTAL REVENUES S 293,246 S 258,239 S 315,701 S 299,490 S 275,000 S 286,840
EXPENDITURES
Salaries and Benefits 508,948 325,259 358,222 373,600 366,000 326,519
Opera/jng Expenditures 44,786 37,384 45,988 39,500 60,525 40,100
Fixed Assets 30,170
IlIlerna/Service Charges 130,829 146,791 190,421 198,040 200,140 204,270
Bui/dings &Facilities Maim.
TOTAL EXPENDITURES S 684,563 S 509,434 S 624,80 I S 6Jl,140 S 626,665 $570,889
0-106
ro POLlCE DEPARTMENT Ul
Personnel and Conul1unit),Senrices
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Public Safety Mobile AudiolVideo (MA J1
Ensure public safety Tlus project will continue as an ongoing project in PCS as the main focus will
through proactive be to continue to enhance capability and reduce problem areas with the software
conununity policing,package.Additional training for officers will continue provided by the 11S
affective emergency specialist in tlus program.
response,and
COlllJ11Unity-wide
emergency
preparedness
Vall/II/eel'Programs
The depaJ1ment focus will be on increasing volunteer assignments to continue
supporting the various functions of the police department,including the resident
outreach program,Conununity Emergency Response Team (CERT)whose
Civic E"richment mission is to increase the Town's overall preparedness for a disaster,and
Foster opportunities vacation checks.
for civic engagement,New Resitlellt Outreach Progmll/
and cultural,This program is a collaborative effort between the real estate and escrow
recreational and compatues in Town and the police department.The department intends to
individual etu'iclunent increase the number of resident contacts by Police Department Volunteers,
providing a packet of information about the Police Department and Town
Services.This program will continue to enhance access between the community
and the police,thereby allowing for a positive cotmection to our residents in a
unique and meaningful way.
Departmellt Tmillillg
Good Goverllallce
TIlis ongoing program manages the training needs for all personnel in order to
maintain credential standards and improve job knowledge and performance.
Ensure responsive,The department has prioritized its training needs and continues to develop theaccountableandabilitytoprovidetrainingusingdepartmentpersOlmelandwillfocusontrainingcollaborativeduringondutytimetoreduceovertime.The department will continue to
govenlance aggressively evaluate all requests for extemaltraining in order to keep costs at a
I1UilU11 U 111.
KEY PROGRAM SERVICES
•Manage persolUlel hiring
•l\1anage the department training program
•Coordinate the depal1ment"s community outreach,cnme prevention and neighborhood
organization efforts
•Manage the volunteer program
•Coordinate emergency management response,training of personnel and maintenance of
Emergency Operations Center (EOC)
•Develop,coordinate,and manage the Community Emergency Response Team
D -107
ro POLICE DEPARTMENT C8
Persounel and COlllllluuity Services
PERSONNEL &COMMUNITY SERVICE PROGRAM STAFFING
Full Time Equiralellls (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOI\'II Staff Positions Funded Funded Funded Funded Funded
Police Sergeant 1.00 1.00 1.00 1.00
Police Officer 1.00 1.00 1.00
Crime Analyst
Community Services Officer 1.30 2.00 1.30 1.30 1.30 1.30
TOlal Personnel &CS FTEs 2.30 4.00 2.30 2.30 2.30 2.30
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objecth'es and Measures Actulil Actual Actual Estimated Budge'
1.E"hance the breadth ofpublic safelY services prol'ided
through the effective lise ofl'O/lffHeers.
a.Percentage of Volunteer in Policing (VIP)reporting 100%100%100% 100% 100%
satisfaction with their assignments:
2.Prepare residelll VOll/llleerS to assist ill (III eme/gellcy.
a.Percentage ofCERT participants bellcT prepared to 100% 100% 100%100%100%
assist in an emergency:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Hours of essential training provided to each person in a 40 40 40 40 40
specialized assignment (Dclective Bureau,Traffic,
2.Number of hours of VIP service:5,562 3,885 3.286 4.708 4,708
3.Dollar value of total annual VIP hours ofservice:*5161.298 5112,665 595.294 595.326 595.326
77,e dollar all/Ollm used prior to 1004 OJ \l·asfor afirs/step police officer.Upon emlllatioll
;tll'as determ;ned Illa/ille hour(l'lrage should be Ihat ofafirsl step Commulli/y Sen'ice
Officer.77,erefore JOO.J ,05 alld future years wiJJ be bas('d 01/1/('11"Srale amounl,
4.Annual number of public school visilS by the School DalaNol Daw 1'"01 DaraNOI 300 624
Resource Officer:Ami/ab/e Ami/able Ami/ab/e
7.Average hours of training for sworn officers:25 25 30 51 30
8.Average hours of training for non-sworn personnel:15 16 24 15 24
9.Number of CERT personnel trained:78 78 78 64 64
D -108
Police Department
PATROL
PROGRAM 4301
PROGRAM PURPOSE
The Patrol Program perforn1s preventive patrol,engages in assigned and self initiated enforcement actions
and community problem solving designed to increase conununity safety.Officers are available to provide
police assistance seven days per week,24 hours per day.The Patrol unit maintains quality law
enforcement and conullullity service while providing a safer and more secure environment in which to
live and visit.The patrol officer initiates citizen contacts,responds to calls for service,makes arrests,
participates in community problem solving and issues traffic citations and warnings.Community Service
Officer Interns respond to non-criminal and non-emergency calls where suspects are no longer present,
investigate accidents,assist patrol officers and process crime scenes.Specialized units include
motorcycle patrol and officers assigned collaterally to Special Weapons and Tactics (SWAT),Field
Training and the Crime Scene Team.
BUDGET OVERVIEW
The FY 200911 0 budget reflects an increase in revenues and overall expenditures,including salary and
benefits.Adjustments in revenues are due to an increase in the Ivlonte Sereno police services contract
and newly adopted fees by Council as part of the FY 2009/10 Comprehensive Fee Schedule.ew police
fees include an Arumal False Alann Registration fee for conunercial alanns 10 recover the cost of tracking
and updating contact infonnation and a second false alann response fee.Changes in expenditures are due
10 increases in salary and benefits.contractual expenses,and internal service charges for the new police
operations facility.To help offset other cost increases,the number of Community Service Officer LJuems
has been reduced from three to two.
In prior years,funding in the amount of 590,000 was provided to "hire ahead,"to reduce delays in hiring
new officers and mitigate the impacts of unanticipated vacancies.Given current budget limitations and
that no officer vacancies are anticipated next year,the "hire ahead"funds will be reduced to 540,000 and
used to offset unbugeted overtime expenses.
D -109
I
ro POLICE DEPARTMENT C6
Patrol Program
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Licenses alld Permits 7,897 14,476 7,900 5,000 5,426 15,000
Illtergol'emmental Revenue.383,555 64,396 33,900 32,000 32,000 10,000
Service Charges 93,152 456,955 472,276 562,500 561,267 620.590
Filles alld FOIfeitures
Other Sources 19,548 1,811 19,846 10,000 10,000 10,000
TOTAL REVENUES S 504,152 S 537,638 S 533,922 S 609,500 S 608,693 S 655,590
EXPENDITURES
Salaries alld Benefits 4,761,961 5,052,955 5,673,177 6,009,700 6,134,800 6.096,974
Operating Expendilllres 211,967 191,147 121,601 114,600 119,902 105,850
Fixed Assets
IlIfernal Service Chmges 550,319 554,581 623,645 677,890 749,590 694,343
TOTAL EXPENDITURES S 5,524,247 S 5,798,683 S 6,418,423 S 6,802,190 S 7,004,292 S 6,897,167
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Police Operatiolls Buildillg
In FY 200911 0,Ihe police depal1menl will split its operations and move patrol
Public Safety operations,detective bureau and propel1y and evidence to the new building on
Ensure public safety Los Gatos Boulevard.The new building will include an Emergency Operations
through proactive
Center (EOC)ivith a conununications dispatch back up station in the event of a
conununity policing,disaster or major critical incident.
affective emergency Trallsiellt Populatioll
response,and The transient population 111 Town at any given time ranges from 25-30
conullunity-wide individuals,many with alcohol and/or dlUg dependency and severe mental
emergency health issues.The crimes committed by some of these individuals range from
preparedness public intoxication and drug use to assault and weapons charges.The
depal1ment will take a proactive approach to identifying this population and
through increased enforcement or identifying conununity resources to assist
them.
Problem Or/ell/cd Policillg
The department will continue to develop strategic and proactive efforts to
Goot!Governance identify,solve and evaluate community problems,pal1nering with the school
Ensure responsi ve,district,business conununity and neighborhoods,specifically related to disorder
accountable and related to alcohol,dlUgs and youth high risk behavior.
collaborative
goven1ance
D -110
ro POLICE DEPARTMENT w
Patrol Program
KEY PROGRAM SERVICES
•Respond to emergency and non-emergency calls for service
•Perfollll directed patrol and self initiated activity during non committed time
•Investigate crimes and traffic accidents
•SUPP0l1 the DepaI1ment's traffic enforcement control program;including issuance of traffic and
parking citations
•Solve community problems using proactive Problem Oriented Policing techniques
•Build relationships within the community to enhance public safety
•Oversee Disaster Aid Response Team (DART),Reserve Police Officers,and the Police Explorer
Post
PATROL PROGRAM STAFFING
Full Time EquiMlellls (FTE)
Authorized 2005106 2006/07 2007/08 2008/09 2009/10
TOWII Staff Positions Funded Funded Funded Funded Funded
Police Captain 1.00 1.00 1.00 1.00 1.00 1.00
Police Sergeant 6.00 6.00 6.00 6.00 6.00 600
Police Corporal 5.00 5.00 5.00 5.00
Police Officer 18.00 20.00 22.00 18.00 18.00 18.00
Total Patrol Program FTEs 30.00 27.00 29.00 30.00 30.00 30.00
2005/06 2006/07 2007/08 2008/09 2009/10
TemporlllT SUlf!Hours Funded Funded Funded Funded Funded
Community Service Interns 2,080 2,080 3,120 3,120 2,080
Total Annual Hours 2,080 2,080 3,120 3,120 2,080
D -III
w POLICE DEPARTMENT C!6
Patrol Program
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and Measures Actual Actual Actuul Estimated Budget
1.Provide safe environment through timely response and
police assistal/ce.
a.Average response lime -Priority I calls 4:95 4:50 5:14 4:52 4:52
b.Average response lime -Priority II calls 8:81 6:56 6:20 6:41 6:41
c.Average response time·Priority III calls 14:79 13:70 10:30 10:58 10:58
ReduClioll in response time due to system tracking
*and tobularion versus mall/tal dala collection alld
tabulalioJl.
2005/06 2006/07 2007/08 2008/09 2009/10
Activity aod Workload Highlights Actual Actual Actual Estimated Budget
1.Number of Priority J calls (serious emergency and 312 349 317 302 302
public safety hazard):
2.Number of Priority II calls (immediate response,but 4,465 4,250 4,663 4,113 4,1 J 3
non-emergency):
3.Number of Priority II J calls (non~cl1lergetlcy):5,537 5,331 5,880 5,670 5,670
4.Hours of Volunteer Reserve Officer hours used:1,370 1,436 1,090
744 744
5.Dollar value of total Reserve Officer hours used:$48,100 $52,169 $39,599 $26,784 $26,784
6.Hours of Disaster Aid Response Team service used:1,707 1,380 1,390 1,440 1,440
7.Dollar value of total Disaster Aid Response Team $59,933 $50,135 $50,498 $50,400 $50,400
service used:
8 Number of hours patrolling Monte Sereno:4,572 4,871 4,160 5,458 5,458
9.Total number of arrests by Los Gatosl Monte Sereno 905 1.095 1.214 934 934
Police Department:
*Reductioll ill Folunreer officer hours due fa
personllelresigllflfiolls.
D -112
Police Department
TRAFFIC
PROGRAM 4302
PROGRAM PURPOSE
The Traffic Unit of the Police Depal1ment is responsible for ensuring the safe and free flow of traffic on
the Town's streets and highways.Officers assigned to traffic enforcement are responsible for directed
enforcement activities designed to address traffic complaints and to reduce personal injuries obtained as a
result of a traffic collision.Officers spend numerous hours coordinating and serving on annual public
awareness campaigns designed to increase driver attentiveness to safely issues.Permitting and
coordination of Town sponsored events that may impact the flow of traffic on Town streets also fall under
the responsibility of tllis unit.Supervision of the Parking Management Program is performed by the
sergeant in this program.
BUDGET OVERVIEW
The FY 200911 0 budget maintains prior year"s revenue levels,and reflects an increase in expenditures.
tew police fees were adopted by Council as part of the FY 2009110 Comprehensive Fee Schedule and
include a Tow Franchise Fee and Taxicab Fee.Implementation of these fees will require an ordinance
change that will be brought forward to Council at a later date.It is anticipated that these fees combined
will generate about 525,000 annually.Changes in expenditures include increases in intemal service funds
for the new police operations facility which is scheduled to open in Fall 2009.
Two motorcycles officers are currently assigned to the Traffic Unit.The depal1ment plans to re-engage in
joint traffic enforcement opportunities with the City of Campbell Police Department in FY 200911 O.Staff
continues to seek state grants in order to provide additional traffic officers for targeted enforcement of
drinking driver campaigns and seat belt enforcement.
0-113
ro POLICE DEPARTMENT 0.l
Traffic
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Aetnals Actuals Adopted Estimated Adopted
REVENUES
Licenses &Permits 10,024 6,295 3,974 6,000 6,200 31,200
JUle/governmental Revenues 226,682 223,428 263,624 258,190 258,000 258,000
Service Charges 45,995 45,293 51,928 51,930 59,839 62,830
Fines and FOIfeirures 149,854 155,070 103,655 93,900 57,500 57,500
TOTAL REVENUES S 432,555 S 430,086 S 423,181 S 410,020 S 381,539 S 409,530
EXPENDITURES
Salaries alld Benefits 578,118 600,446 530,608 593,700 478,900 607,732
Operming Expendill/res 66,143 70,094 82,786 81,200 79,200 82,400
Fixed Assets
Internal Service Charges 94,916 110,493 126,993 113,900 107,600 124,667
TOTAL EXPENDITURES S 739,177 S 781,033 S 740,387 S 788,800 S 665,700 S 814,799
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Towing Services Franchise Agreement
Public Safety The Police Depal1ment in partnership with a local towing service company will
Ensure public safety provide for exclusive towing serVIces which will lI1crease efficiency,
tlu'ough proactive communication and increased revenue for FY 200911 O.
community policing,Joint Traffic Enforcement
affective emergency The department will continue to work periodically with the Campbell Police
response,and Depal1ment to provide enhanced traffic enforcement in designated areas.
community-wide
Traffic Safety Campaignsemergency
preparedness The depat1ment will pursue new programs and provide assistance in established
programs that are designed to increase driver safety and awareness.
KEY PROGRAM SERVICES
•Respond to and investigate traffic accidents
•Educate the public on traffic safety
•Manage the Special Event Permit process
•Manage the Parking Control Program
D -114
ro POLICE DEPARTMENT 01
Trame
TRAFFIC I'ROGRA~I STAFFING
Full Time Equimlems (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOIt'II Stllff Positions Funded Funded Funded Funded
Funded
Police Scrgcum 0.70 1.00 0.70 0.70 0.70 0.70
Police Officer 2.00 3.00 2.00 2.00 2.00 2.00
COllllllunity Services Officer 0.30 0.30 030 0.30 0.30
Total Traffic Program FTEs 3.00 4.00 3.00 3.00 3.00 3.00
Performance Objectives and lVleasurcs
2005/06
Actual
2006/07
Actual
2007/08 2008/09
Actual Estimated
2009/10
Budget
I.Redllction of DUI il/volved collisiolls through
speciali::ed elljorcell/elll and edllcm;ollal programs.
a.Pcrcclllagc of reponed traffic collisions involving
drugs or alcohol:
2.Through directed ell/arCell/elll.Ihe program seeks 10
minimi::e the loss oflife Gnd reduce personal ily'uries
dlle (0 [J'(/JJic collisions.
a.Traffic Index:
2.0%
19.80
2.0%
29.80
2.9%
23.04
3.3%
20.25
3.3%
24.00
711£'li"affic Index is a /laliollal standard de\'eloped by file Federal Office of7i'afflc Safe~"(OTS).The index Il/Imber is
delenl1ined by dil'idillg /he /lllmber ofha:ardol/s citarions issued by /he rotalllll1l1ber offaral alld i/ljury eollisio/lS.All
index of35 is general(I'dell'ed as desirable.A s/lbsralllial(\'lJigher /lllmber ImuM i"dicale /hal offlcers are "Tiling all
excessil'e IlIlm!Jer ofcirariollS thai are 1101 relaled /0 /he causes of/raffle collisiolls.A substQll/ial(r lowernllmber
illdiclltes thai iI/adequate sraffing or attelllioll is direcled ai/he traffic collisio/l problem ill a jurisdicrio/l.
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimllted Budget
I.Total number of traffic citations issued (includes 3,605 3.240 2.199 1.665 2.000
hazardous citations):
2.Number of counesy citations issued:1.146 1.207 900 655 655
3.Number of D I arrests:115 116 95 86 86
4.Number of traffic collision repons:282 199 278 2 4 284
5.Number of injury collisions:73 55 72 79 79
6.Number of hazardous citations:1.446 1.639 1.659 1.600
1.600
D -115
D -116
Police Department
I TVESTIGA TIONS
PROGRAM 4303
PROGRAM PURPOSE
The Investigations program conducts self initiated and follow-up investigations of crime,and coordinates
the prosecution of crimes through the couli system.
Officers in this program spend the majority of their time on cases that require in-depth investigation,
identification of crime trends and pattell1s,paliicipation on county task force teams,recovery of stolen
propeliy and detelTence of juvenile crime.Support is provided to patrol officers who conduct their own
investigations.In addition,the unit also maintains property and evidence storage and disposal,monitors
sex offenders,and provides crime analysis and statistical suppOli to the department.
BUDGET OVERVIEW
The FY 200911 0 budget reflects a slight increase in revenue due to a new Firearms Storage Fee adopted
by Council as part of the FY 200911 0 Comprehensive Fee Schedule.The Firean11S Storage Fee is charged
for the intake and storage of seized or impounded weapons as a result of a protective order or atTest for
domestic violence.
Expenditures have risen due to salary and benefit adjustments and costs associated with the Santa Clara
County Crime Lab.It is anticipated that these costs will increase by S20,000 in FY 200911 O.Fees are
primarily dependem upon the number of cases with evidence presemed for analysis using a five year
average fonnula.While the depaI1mem does not expect these fees to significamly decrease due to rising
persOlUlel costs and workload.especially in the area of detailed laboratory analysis,the department has
implemented intemal controls to limit excessive lab analysis submissions.
The Investigations program continues to assign one Police Officer position to the Santa Clara Coumy
Specialized Enforcement Team (SCCSET).This task force does not reimburse the Town for officer
paI1icipation:however,the depaI1ment does receive assistance from the members of this task force to
address narcotics related crime in Los Gatos,including significant SUppOli during the 2008 homicide
investigation.Officers assigned to this task force receive training and experience that is valuable to the
organization upon their retun1.
D -t 17
!J:)POLICE DEPARTMENT 01
Investigations
2009/10 KEY PROJECTS
Strategic Goals Key Projects
Case Mallagemellt System
Public Safety Staff continues to expand its use of the modules within the Case Management
Ensure public safety System,pan of the department's Records Management System,which enhances
through proactive tracking of case load and investigative activity.
conununity policing,
Police Operatiolls Buildillgaffectiveemergency
response,and Staff will play an integral p3l1 in assisting with the move of the delective bureau
community-wide to the Police Operations Building in 2009.A feasibility study will occur to
emergency detennine whether a bar code system for propeny and evidence can be included
preparedness in the existing case management system,thereby removing the manual system
and increasing efficiencies.
Cross Traillillg
As part of the department's desire for succession plalming as well as providing
additional training opportunities for all officers,patrol officers will train with
Good Gover"ance existing detectives for a two to three week period,when staffing allows without
Ensure responsive,increased overtime.This will offset,to some degree,the previous reduction of a
accountable and permanent task force assignment to address patrol staffmg issues.
collaborative Homicide Trials
governance The depal1ment is expected to be managing criminal trials in FY 200911 0 for
two homicide cases that occurred in 2008 and 2001.These trials will include a
majority of the investigations division,along with patrol operations supervisors
and officers.
SUMMAllY OF REVENUES AND EXPENDITURES
2005106 2006107 2007108 2008109 2008109 2009110
AClUals Actunls Actuals Adoptcd Estimated Adopted
REVENUES
11l1ergol'ernme1lral Rel'el1lieS 20,000 3,000
Serrice Charges t02.92 I 58.842 291 6.000 2.000 2,000
Fines and FOllei/llres
Olher Sources 1.360 t,OOO
TOTAL REVEN ES S 122,921 S 58,842 S 291 S 6,000 S 3,360 S 6,000
EXPE 'DtTURES
Salaries and Benefits 1,636,502 1.658,380 1,625.263 1,645,900 1.683.200 1,677,779
Operating Expenditures 165.302 174.437 198.217 219.180 228.285 246,550
Fixed Assets
'''Iema/Sen,jce Charges 183,013 185.953 193.940 222,650 236,850 211,284
TOTAL EXPE 'DITURES S 1,984,817 S 2,018,770 S 2,017,420 S 2,087,730 S 2,148,335 S 2,135,613
D-118
ro POLICE DEPARTMENT C1J
I nvestigatiollS
KEY PROGRAM SERVICES
•Investigate and solve crimes
•Direct and coordinate the prosecution of offenders
•Provide services to victims
•Provide diversion opporrunities and counseling to local youth
•Assist in management of property and evidence
•Monitor and register narcotics,sex,and arson offenders
•Provide administrative,strategic and tactical crime analysis
INVESTIGATlONS I'ROGRA~I STAFFING
Full Time Eqllimlellts (FrE)
Authorized 2005106 2006107 2007108 2008109 2009110
TOII'II Slllff Positions Funded Funded Funded Funded Funded
Police C<tptain 1.00 1.00 1.00 1.00 1.00 1.00
Poicc Sergeant 1.00 1.00 1.00 1.00 1.00 1.00
Police Officer *5.00 6.00 6.00 5.00 5.00 5.00
COllllllunity Services Officer 2.00 200 2.00 2.00 2.00 2.00
Crime Analyst 1.00 1.00 1.00
Totallllvcstigation FTEs 9.00 11.00 11.00 to.OO 9.00 9.00
..Includes one officer in the Sail/a Clara COl/lily Enforcement Team (SCCET).
D -119
ro POLICE DEPARTMENT 03
Investigations
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.To provide thorough and objeclil'e analysis ofcrime 10
achiel'e resollilion ofcriminal mailers.
a.Number of Pan I and Pan II crimes cleared:206"210 186 178 178
•Pari I crimes on(v counted beginning i/l F)'05106
2.To dil'en local yOlllh from tlIe criminal justice system.
a.Percentage of youthful offenders diverted from the 20%17%21%29%29%
criminal justice system:
3.To obtain criminal camp/aims against violators.
a.Percentage of criminal complaints issued by 83% 85%
82%80%82%
District Attorney with charges filed:
b.Percentage of criminal complainls denied by 17%15%18%20%18%
District Attomey:
4.To resolve crimiI/O!motlers alld obtaill complaillis
(lj!ainsl violators.
a.Percentage of residents satisfied with thc Town's Daw Not Data Not DlI/aNot Data Not Data Not
cfforts to maintain a low crimc ratc:Amilable·Amilable Ami/able Ami/able AI'ailable
•No SI/IWY dara collected since F)'04105
Activity aud Workload Highlights
I.Number of cases investigaled*:
2005106
Actual
520
2006/07
Actual
530
2007/08
Actual
664
2008/09
Estimated
438
2009/10
Budget
438
2.lumber of criminal complaints requested for review at 650 744 590 502 502
District Atlomey's Office:
*Numbers do nOI in elude cases handled by the Regional Aula n,eft Task Force (RA 7TF)alld Ihe SOlita Clara COII"~\'
Speciali:ed E/lforcemenl Team (SCCSET).
D -120
Police Department
PARKING MA AGEMEME T FUND
PROGRAM 4304
PROGRAM PURPOSE
The enforcement of parking regulations promotes pedestlian and vehicular safety,provides improved
traffic flow,and increases parking availability on residential streets.The Parking Management Program
is responsible for routine daily enforcement of Town-wide parking regulations.The Parking Management
Program also handles customer requests for the ticketing of vehicles for parking regulation violations
such as residential and employee zone pennit parking,private property parking,and parking in loading
zones.
BUDGET OVERVIEW
The FY 200911 0 budget reflects an increase in revenues and total expenditures.The increase in revenue
is due to enhanced citation generation,which also has a cOITesponding expense.These expenses are fees
which are collected as a percentage of the value of the citation by Santa Clara County and the electronic
parking citation service.The program continues to work toward the goal of becoming self-supporting,
but still relies on support from designated reserves or the Town General Fund.
Parking enforcement on the weekends will continue to be enhanced by a ConUTIunity Service Officer
(CSO)working overtime on an as available basis.This will result in a net increase of revenue of
approximately 575,000 in FY 0911 O.
D-121
80 POLICE DEPARTMENT 03
Parking Management
SU 1MARY OF REVE lUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008109 2009/10
Actuals Actuals Actuals Adop(cd [stimat£'d Adopted
REVEN ES
Licenses alld Pennits 26,869 25,592 24,244 25,000 25,000 25,000
Service Charges 750 750
Fines and Fo,jeilf1res 397,442 347,100 190,883 245,000 375,000 375,000
Other Sources 21,600 21,600 21,600 21,600 21,600 21,600
TOTAL REVENUES S 445,911 S 394,292 S 236,727 S 291,600 S 422,350 S 422,350
EXPENDITURES
Salaries and Benejirs 310,766 423,317 269,787 268,000 260,800 254,669
Operating Expenditures 147,559 134,947
110,461 118,160 152,592
151,710
Fixed Assels
b"emal Service Charges 54,593 66,855 62,681 54,300 57,400 70,086
Blli/dings &Facilities Main/.
TOTAL EXPENDITURES S 512,918 S 625,119 S 442,929 S 440,460 S 470,792 S 476,465
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Commullity Character Parkillg 111allagemellf Plall
Preserve and enhance The depanmenI will take the lead Town role in evaluating cunenI parking
Ihe appearance regulations,zoning and parking impacts to maxinuze parking services with
character and existing slaffing levels and continue 10 improve parking signage consistency
envirolUllent quality of and impacls surrounding the high school.
the conullunity
D-122
ro POLICE DEPARTMENT 03
Padung i\'lanagemellt
KEY PROGRAM SERVICES
•Proactively manage the Town"s available parking inventory
•Monitor and enforce parking and abandoned vehicle laws
•Communicate with and educate residents,businesses,and visitors on parking issues and
regulations
•Coordinale Ihe Holiday Parking Program and promotion
PARKING ~IANAGE~IENTFUND STAFFING
Full Tillie £quil'Ulel1l (FTE)
1'011'11 SllIf!
Parking Coordinator
Police Sergeant
Parking Comrol Officer
Community Services Officer
Police Records Specialist
TOlal Parkin~Mgmt.fTEs
Authorized
Positions
0.30
2.00
0.40
2.70
2005/06
Funded
3.00
1.00
4.00
2006/07 2007/08 2008/09 2009/10
Funded Funded Funded Funded
0.30 0.30 0.30 0.30
3.00 2.00 2.00 2.00
0.40 0.40 0.40 0.40
1.00 1.00
4.70 3.70 2.70 2.70
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and IVleasures Actual Actual Actual Estimated Budget
I.Promote pedestrian alld vehicular safelY while
proriding improl'ed traffic flo\!'and increased parking
ami/ability 011 residential streets.
a.Percentage of parking citations paid:90o~90%90~o 90%90%
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Number of parking citations issucd:10.207 7.340 3.626 8.500 8.500
2.Revenue received on parking citations issucd:5397.422 53-17.100 5 I 90.883 5375.000 5375.000
3.Number of residential and cmployee parking pennits 725 690 45 1100 1100
issucd:
-I.Revenue receivcd on parking pemlits iSSllcd:526,869 525.342 5 17.200 538.200 538.200
5.Number of vchiclcs markcd for 72-hour parking:690 453 382 505 505
6.Number of abandoned vchiclcs removcd from public 42 41 36 15 15
strects:
D -123
D -124
Police Department
PASS-THROUGH ACCOUNTS
PROGRAM 4999
PROGRAM PURPOSE
Revenues and Expenditures which are collected for,and remitted to,extemal agencies are considered
"Pass-Through"appropriations in the Town's budget.Accounting for these activities in a separate
accounting structure allows the true cost of operations to remain intact within a program,eliminating
um-elated funding fluctuations from year to year.
BUDGET OVERVIEW
There is no budgetary impact to this program as revenues will equal expenditures.The revenues and
expenditures reflect a reasonable estimate based on prior year trends or depal1ment infolll1ation;however,
actuals may differ substantially from original budgeted numbers at fiscal year-end.
SU~b\IARY OF REVENUES AND EXPEi\DITURES
2005/06 2006/07 2007108 2008/09 2008/09 2009/10
Aetuals Actuals Actuals Adopted Estimated Adopled
REVEi\UES
Jlliergol'emmenwl Revellues 167.636
Serdce Chmges
Fines {/Ild FOI/ei/llres
OIher SOllrces 30.083 23.57\19.586 22.000 22.000 22,000
TOTAL REVENUES S 197,7t9 S 23,571 S 19,586 S 22,000 S 22,000 S 22,000
EXPENDITURES
Salaries and Benefits
Operati"g Expendilures 31.632 24.031 19.5 6 21.000 22.000 22.000
Fixed A sselS 167.635
Ilitemal 5en'ice Charges
Buildings &Facilities ,\/aill/.
TOTAL EXPENDITURES S t99,267 S 24,03t S 19,586 S 22,000 S 22,000 S 22,000
D -125
D -126
Police Department
OPERA TING GRANTS
PROGRAM PURPOSE
This fund accounts for revenues and expenses attributed to grants for operating budget projects that fall
outside of the Capital Improvement Grant Projects.Capital Improvement Program project guidelines
state a project has a value of $25,000 or more with a minimum useful life of 5 years at a fixed location.
Grant revenues and expenditures are structured to net out to zero.If overages or non-reimbursable
expenses occur for grant activities,the additional charges are absorbed within the depat1ment's operating
budget.Some grants require that a pOl1ion of the grant expenses are funded by the recipient agency,
which is reflected either as funding transferred into the grant,or expenditures reallocated to the
appropriate program budget.
BUDGET OVERVIEW
For FY 2009110,the Police Department will carry forward funding from several prior year operating
grants.This includes two Department of Homeland Security grants which are allocated to cities based
upon population factors:
•The Emergency Management Preparedness grant provides funding for the purpose of emergency
platming,which includes supplies and equipment for the Town's Emergency Operations Center,
and funds activities and equipment supporting the Town's "Los Gatos Prepared"program,
institUled in FY 06/07.The FY 2009/10 budget provides funding 10 continue the "Los Gatos
Prepared"Campaign to enhance self-sufficiency for residents in the event of a disaster.
•The Community Emergency Response Team (CERT)grant provides funds to further the Town's
CERT program.These funds have been used very successfully over the last several years to
continue to train residents in emergency preparedness,as well as to orgaJ1lze and supply
neighborhood groups ahead of an emergency.
Any funds remaining from prior year grants will be re-appropriated to FY 2009/10 if they are not fully
expended by the end of FY 2008/09.
D,127
llO)POLICE DEPARTMENT CO!
Operating Grants
HOMELAND SECURITY GRANT
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Aetnals Actuals Adopted Estimated Adopted
REVENUES
11Irelgollerulllellwl Revenues 11,086
TOTAL REVENUES S S S 11,086 S S S
EXPENDITURES
Operatillg Expenditures 1,304 10,282 1,980
TOTAL EXPENDITURES S 1,304 S 10,282 S 1,980 S S S -.I
D -128
PROPOSED
Parks &Public Works Department
DEPARTMENT PURPOSE
The Parks and Public Works Department (PPW)is responsible for maintaining the Town's public parks,
facilities,roadways,right-of-ways,and all infrastlUcture.Five organizational units (Administration,
Parks Services,Engineering Development Services,Engineering Program Services,and Streets and
Signals Programs)work in coordination to achieve the DepaJ1ment's overarching goal of ensuring the
Town's public use areas are safe,functional and attractive.Additional departmental services that support
these objectives include the Facilities Maintenance,Vehicle Maintenance and on-Point Source
programs.In addition to providing ongoing maintenance activities,Parks and Public Works Department
staff provide information and outreach to Town residents,merchants,and the public concerning the
Depal1ment's programs and activities that are available to them and projects that may affect them.
BUDGET OVERVIEW
The FY 200911 0 department budget reflects reductions to each of the depm1ment's five programs due to
limited resources.The Parks and the Street and Signals programs have each eliminated 1.0 ITE position.
These programs will retain temporaly staff and shjft full time staff duties 10 accommodate these
reductions.It is anticipated that some of these reductions could result in delayed response time 10
operational tasks.
The FY 200911 0 budget continues to align cost of services with user fees through annual CPI II1creases
and cost recovery reviews.A focused town wide user fee study will be perfonned in FY 200911 0 10
review the fees related 10 all development services the department provides to the public.!Jl addition,the
FY 200911 0 department budget will absorb service costs associated with the new Library project.
In 1arch 2009,selected public counter hours were reduced to 8:00 a.m.- I :00 p.m.,Monday -Friday,
including engineering sen/ices.This reduction was in response to the economic downtunl and reduced
staffing.In addition,flex-hour work schedules are being used to reduce overtime pay and 10 effectively
manage the conununity's service demands.
A next generation of the NPDES slOrm water pennit will be implemented in FY 2009/10.Although the
NPDES program was transfened to the Community Development Depal1ment last fiscal year,some
depanment operation impacts may result due 10 the new reponing and tracking requirements of this new
pennit.A full delennjnation on the impacts of this new pel111it will be detennined in the coming months.
The Engineering Program,in coordination with the Facilities rVIaimenance Program,will manage the
design and construction of the Los Gatos-Monte Sereno Police Operations building and the new Library
building.
D -t29
PROPOSED
w PARKS &PUBLIC WORKS DEPARTMENT 0J
The department assessment,completed in FY 08/09,has identified operational improvements and several
restrncturing opportunities.Staff will move forward with implementation of some key reconU11endations
this fiscal year.
Lastly,as pal1 of its workplan,the department will work collaboratively with the community to help
establish a non-profit,"Fliends of the Park"group.The purpose of the group would be to assist in the
management and distribution of work projects and solicit local service groups and businesses for fmancial
and/or in-kind resources for park-related services.
ACCOMPLISHMENTS
Strategic Goals Accomplishments
COJll III unity
Character
Preserve and
enhance the •Implemented an online parks reservation systemappearance
character and •Introduced three new hyblid vehicles to the Town's vehicle fleet,increasing
environment fuel efficiency and promoting environmentally friendly transportation
quality of the
community
Public
llljrastructu re
Maintain the •Completed upgrades at Town Plaza Park,including the removal and
condition and replacement of turf,expansion of park stonn drain system,and installation of
availability of new ultra-violet fountain filtration system
public facilities,•Replaced major components of the Civic Center Heating,Ventilation,and
transpol1ation Air Conditioning (HV AC)system
systems,and other •Resurfaced University Avenue
public •Constructed a lighted crosswalk on Pollard Road in collaboration with the
infrastrncture City of Campbell
0-130
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT 0.l
DEPARTMENTAL SUM~IARY OF REVENUES AND EXPENDITURES
2005/06 2006107 2007/08 2008/09 2008/09 2009/10
Aetnals Actllals Actuals Adopted Estimated Adopted
REVENUES
Miscellaneolls Taxes 19.810 12.716 6.590 10.000 3,456 5,000
Licenses &Permits 238.848 220.086 283.505 184,900 195,742 236.000
llirergol'enllllclI!a!
Sen'ice Charges 307.407 346,195 281.693 379.500 425.224 508,350
Olher Sources 46,910 84.594 34.967 13.900 96.591'22,535
TOTAL REVENUES 612,975 663,591 606,755 588,300 721,013 771,885
EXPENDITURES
Salaries and Bcnefits 3.099.346 3,036.838 3.121.979 4,000.000 3.556.700 3,541.152
Operating Expel/dill/res 891,490 1.052.858 1.222,679 1,108.110 1.397,558 1,255.890
Fixed Assets 18.907 23,140 5,000
IJIlemal Service Charges 756.800 848.507 891.946 942.730 927,330 867,005
Bllildings &Faciliries
TOTAL EXPENDITURES 4,766,543 4,961,343 5,241,604 6,050,840 5,881,588 5,664,047
EXPENDITURES BY PROGRAM
Administration 292,643 254,195 313,787 381,550 378,588 261,667
Park Services 1.902.324 1,868,329 1,917,506 2,180,420 2,208,375 1,881,454
Engineering Development Srvcs 1,080.269 600,564 798.366 776.870 767,797 662,775
Engineering Program Srvcs 601,165 681,119 833,400 771,407 827,042
Streets/Signals/Sidewalks 1,433,608 1,499,778 1.376.196 1,761,600 1.457,575 1,761,109
Property D<llllage Claims 49,340 86.972
Pass Thru ACCOlllHS 57.699 85.?11 105.290 117.000 210.874 270,000
TOTAL EXPENDITURES 4,766,543 4,909,242 5,241,604 6,050,840 5,881,588 5,664,047
The above fOwls reflect General FI/nd programs.Additional Parks and Public Works programs are reflected ill
separate Special Revenue and Internal Service Fllnds follOll"il1g the General Fund portion 0/this section.Staffing
assignmems (()the Capital Program and Redevelopmem Agency are reflected outside o/the department's blldgel
D -131
PROPOSED
lJO)PARKS &PUBLIC WORKS DEPARTMENT 0.l
DEPARTMENT STAFFING
Full Time Equivalent (FTE)
Authorizcd 2005/06 2006/07 2007/08 2008/09 2009/10
General Funt!Positions Funded Funded Funded Funded
Funded
Parks &Public Works Oir.1.00 1.00 1.00 1.00 1.00 1.00
Administrative Analyst 1.00 1.00 1.00 1.00 1.00 1.00
Administrative Specialist 1.00 1.00 1.00 1.00 1.00 1.00
Public Works Specialist 1.70 0.80 0.80 1.80
Administrative Secretary 1.80 1.00 1.00 1.80
Secretary III 1.00
Superintendent 0.70 1.55 1.70 1.70 1.70 0.70
PPW Supervisor 1.00 030 1.00
Towil Arborist 1.00 1.00 1.00 1.00 1.00 1.00
Lead Parks &Main!.Worker 2.00 1.00 1.00 1.93 2.00 2.00
Sr.Parks &Maint.\Varker 1.00 0.93 1.00
Parks &Maim.Worker 9.00 8.20 8.51 8.51 9.00 9.00
Tree Trimmer I High Climber 1.00 1.00 1.00 1.00 1.00 1.00
Parks Service Officer 1.00 1.96 1.91 1.91 2.00 1.00
Ass!PPW DirfTown Engineer 1.00 0.88 0.91 1.00 1.00 1.00
Associate Civil Engineer 3.00 2.76 2.95 3.00 3.00 3.00
Assistant Civil Engineer 1.00 1.00 1.00 1.00
Sr.Engineer Technici<lll 1.00 1.00
Engineering Technician 1.00 1.00 1.00
Sr.Engineering Inspector 1.00 0.81 0.87 1.00 1.00 1.00
Engineering Inspector 2.00 089 1.00 1.00 1.00 2.00
Total General Fund FTEs 29.50 27.05 27.58 27.85 31.50 29.50
NON ..Gcneral Fund FTEs (in Parks &Public Works Department programs unless otherwise noted)
Solid Waste Management (FTEs [ocmed in Commul/it)'Sen-'ices Departmellt under Program 6302)
Park Service Officer 0.04
Facility Technician
Lead Parks &Maint Worker
Sr.Parks &Main!.Worker
Parks &Maint.Worker 0.70
Total Solid Waste Fund FTEs 0.74
NOli-Point Source
Sweeper Operator
Total Non-Point Source FTEs
SalliuliJI Sewer
Superintendent
Public Works Specialist
Sr.Parks &Maint.Worker
Parks &Maint.Worker
Total Sanitary Sewer FTEs
1.00
1.00
1.00
1.00
0.30
0.10
1.00
260
4.00
D -132
I
l!')PARKS &PUBLIC WORKS DEPARTMENT 03
PIWPOSED
Full Time Equ;mlem (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
Positions Funded Funded Funded funded Funded
Vehicle !\!";lIlemlllce
Superintendent 0.30 0.15 0.30 0.30 0.30 0.30
PPW Supcn'isor 0.07 0.07 0.07 0.07
Equipment Mechanic 1.00 2.00 2.00 2.00 2.00 1.00
Apprentice iVlechanic 1.00 1.00
Administrative Secretary 0.20 0.20
Public Works Specialist 0.20 0.20 0.20 0.20
Total Vchicle ~lain(.FTEs 2.50 2A2 2.57 2.57 2.57 2.50
Building Mainte"ance
PPW Supervisor 1.00 0.63 0.93 0.93 0.93 1.00
Facilit)'Technician 1.00 0.93 1.00 1.00
Parks &Maillt.Worker 0.50 0.93
Total Building ~laillt.FTEs 2.00 1.13 1.86 1.86 1.93 2.00
Retlel'elopmelll Agency (FTEs located ill Redevelopmem Ageltc)'Budget under Funtl930j
Town Engineer 0.12 0.09
Associate Civil Engineer 0.24 0.05
Senior Engineer Inspector 0.19 0.13
Engineering Inspector 0.11
Total Redevelopment FTEs 0.66 0.27
Total pp\V Department FTE's 35.00 37.00 34.00 34.00 37.00 35.00
Temporary SUlf!Hours
Engineering Technician 832 1.000 1.560
Engineering hllem 1.000 1.000
Maintenance Assistant 6.100 6.800 5.200 4.7 4 4,784
Public Works Specialist 1.000
Office Clerk 400 368
Office 1ll1em 400 1.000 1.000 1.000
Total..-\nnuall-Iours 7.332 10.800 8.760 5.18~6,152
D ·133
D -134
PROPOSED
PROPOSED
Parks &Public Works Department
PARKS &PUBLIC WORKS ADMINISTRATION
PROGRAM 5101
PROGRAM PURPOSE
The Administration program supports the delivery of services throughout the DepaI1ment.The primary
responsibilities include managing and coordinating the efforts of the Department's programs;organizing
meetings with citizens,contractors and agencies;preparing and administering budget documents;manage
and coordinate traffic cahlling programs,writing various grant applications and manage all tasks related
to securing,processing and administrating grants,and preparing reports to the Town Council,
COinmissions,and Town ~1anager.
BUDGET OVERVIEW
The Department's Admillistration Program budget for FY 2009/10 reflects a service level reduction due
to budget limitations.As of March 16,2009,the public counter hours in the Engineering Program have
been reduced to 8:00 am to I :00 pm Monday tlu-ough Friday.This reduction was in response to the
economic downturn and reduced staffing.These hours min·or the reduced public counter hours offered by
the ConUllunity Development and Finance Departments.
Staff will continue to manage the complex State Proposition 12 and 40 Park Bond grant fund
documentation and reimbursement processes,and conduct customer service surveys of each program's
customers (e.g.pennit applicants,park reservation users,etc.)to measure customer satisfaction.
Additionally, the Administration program staff will manage the implementation of the new park
reservation software,which was launched in JanualY 2009.
D -135
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT 03
Administration
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007108 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Miscellaneous Taxes
Licenses &Permits
Intergovernmental
Service Charges
OllieI'Sources
TOTAL REVENUES I -I
EXPENDITURES
Salaries and Benefits 200,988 178,272 218,848 295,600 295,100 196,094
Operating Expelldirures 37,877 20,540 35,914 23,450 21,988 22,410
Fixed Assets
Internal Service Charges 53,778 55,383 59,025 62,500 61,500 43,163
TOTAL EXPENDITURES 292,643 254,195 313,787 381,550 378,588 261,667
FY 2009/10 KEY PROJECTS
Strategic Goals
Good Governflllce
Ensure responsive,
accountable and
collaborative
governance
Civic E'iric!zmellt
Foster
oppOItunities for
ci vic engagement,
and cultural,
recreational and
individual
enriclunent
Key Projects
Olllille Implemelltatioll ofPark Reservatioll Software
Full implementation of the park reservation software for park and picnic facilities,an
automated,web-based self reservation system with online payment receipt
capabilities,was launched in January 2009.It is anticipated that 20-40%of the 576
expected reservations in the coming year will be completed online.
Customel'Service Efficiellcy
The Administration Program staff will focus on evaluating processes,procedures,and
systems;and obtain input and feedback from customers to continuously improve the
delivery of service to both internal and extemal customers.
Friellds of the Parks
The Administration will work collaboratively with the community to help establish a
non-profit,"Friends of the Park"group.The purpose of the group would be to assist
in the management and distribution of work projects and solicit local service groups
and businesses for financial and/or in-kind resources for park-related services.
D -136
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT C'3
Administration
KEY PROGRAM SERVICES
•Provide walk-in and phone customer service for Department programs and services
•Provide inlemal clerical and program SUpp0!1 for Departmental services
•Oversee regulatory and project operations
•1anage departmental budget
•Pursue grant funding to enable the Town to implement key projects
•Facilitate neighborhood meetings to discuss concems related to traffic calming,street
improvements,and other parks and public works related issues
•Provide staff support to the Parks Commission and Transportation and Parking Commission and
assist in coordination of Commission-sponsored projects
•Provide support for town-wide cOlnmjttees having mutual project interests,such as ConUl1Ututy
Unity projects,Town-wide Health &Safety Committee,Bicycle Advisory Committee,Town
Outreach Team,and Los Gatos Town Employees Foundation.
•Administer the processing of pennits and Town park reservations
•Oversight of Depal1ment employee training and safety programs
PPW ADMtNISTRATION PROGRAM STAFFING
Full Time £quh!alellt (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOIt'II Staff Positions Funded funded Funded Funded Funded
Public Works Director 0.40 0.40 0.40 0.40 0.40 0.40
Administrative Analyst 0.25 0.25 0.25 025 0.25 0.25
Administrative Specialist 0.25 0.25 0.25 0.25 0.25 0.25
Administrative Secretary 0.50 0.40 0.40 0.50
Secretary I II 0.40
Public Works Specialist 0.50 0.10 0.10 1.10
TOTAL PROGRA~I FTE's t.40 1.40 t.40 1.40 2.40 1.40
2005/06 2006/07 2007/08 2008/09 2009/10
Temporm:r SUI!!Hours Funded Funded Funded Fundrd Funded
Office Intem 400 1.000 1.000
Olliee Clerk 400 368
TOTAL ANN AL HOURS 400 t,OOO 1,000 400 368
D -137
D -138
PROPOSED
PROPOSED
Parks &Public Works Department
ENGINEERING PROGRAM SERVICES
PROGRAM 5201
PROGRAM PURPOSE
Engineering Program Services provides oversight for TOWIl engineering activities not related to private
development.This includes the design,construction managemem and administration of the Capital
Improvement Program to improve the Town·s public infrastructure (such as streets,sidewalks,St0I111
drains,parks)retaining walls,buildings,and signalized intersections)with an emphasis on delivering
capital projects within their plalmed schedule and budgets.Engineering operations also effectively
manage:To\vn-wide and neighborhood traffic issues such as the Town's traffic calming policy;
engineering inspection services to ensure the Town's project contractors are meeting contract standards
and requirements;development of GIS data to manage Town infrastructure;right-or-way and propcI1y
boundary issues;and the administration of the asset management and workload tracking software.
BUDGET OVERVIEW
Engineering Program Services provides non-fee-related engineering services and activities.Budgeted
staffing supports engineering design,review,and construction oversight of Town Capital [mprovements
Projects and inspection activities to ensure construction is built as approved.Engineering Program
Services staff oversees grant fund applications and reimbursements,and public infol111ation meetings and
notifications.Additionally,traffic engineeling management for traffic control,signalization,and daily
operations,and joint agency coordination of shared intersections and roadways.are funded in tllis
program.
For FY 200911 O.some key projects staff will focus on include the design and construction of the Los
Gatos-Monte Sereno Police Operations building and the new Library building.In addition,staff will
design and administer capital projects funded through the federal-legislated American Recovel)'and
Reinvestment Act of 2009.
D -139
!!')PARKS &PUBLIC WORKS DEPARTMENT 0,l
Engineering Program Services
PROPOSED
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Miscellaneous Taxes
Licenses &Permits
/111 ergol'erllmen ra I
Service Charges
Dtller Sources
TOTAL REVENUES
EXPENDITURES
Salaries and Benefits 503,102 572,623 735,700 649,500
707,277
Operating Expenditl/res 28,573 30,412 15,150 44,557 43,250
Fixed Assets
II/lerna!Service Charges 69,490 78,084 82,550 77,350 76,515
TOTAL EXPENDITURES 601,165 681,119 833,400 771,407 827,042
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Public Capital IlIlpl'ovellleut Projects (CIP)
1111;'0 stl'U ctul'e Manage and complete currenlly programmed capital projecls,prepare project plan
Maintain the proposals and construction documenls for future Capital Improvement Program,
condition and and continue to seek and obtain grant funding for projects where applicable.
availability of Planned projects include the design and construction of the Los Gatos-Monte
public facilities,Sereno Police Operations building and the new Library building.Staff will also
transp0l1ation manage projects funded through the federal-legislated American Recovery and
systems,and other Reinvestment Act of 2009.
public
infrastructure
D -140
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT 0,l
Engineering Program Services
KEY PROGRAM SERVICES
Capital Jmpravement Projects
•Provide plans,specifications,estimates,right-of-way plans,property descriptions for Town
projects,coordinate consultants and administer contracts
•Design and administer projects for the alUlUal Capital Improvement Program,including curb,
gutter and sidewalk improvement analysis
•Provide administrative and engineering support services for the various new parks improvement
projects funded with Propositions 12 &40 Bond Act grant funds
Tmffic Engineering
•Perfolll1 traffic engineering analysis
•Manage neighborhood traffic concerns and requests,including traffic calming program
Community Illformatioll
•Provide assistance to the public regarding engineering services
ENGINEERING PROGRAM SERVICES
FilII Time Eqllimlellt (FTE)
Authorized 2005/06 2006/07 2007108 2008/09 2009/10
TOIl'II Swff Posilions Funded Funded Funded Funded Funded
Asst PPW Dirrrown Engineer 0,82 0.73 0,82 0,82 0,82
Associate Civil Engineer 1.33 1.28 1.33 1.33 1.33
Assistalll Civil Engineer 0,20 0.20 0.20 0.20
Sr.Engineer Technician 0.20
Sr.Engineering Inspector 0.85 0.72 0.85 0.85 0.85
Engineering Inspector 0.20 0.10 0.20 0.20 0.20
Engineering Technician 1.00 1.00 1.00
Administrative Secretary 0.50 0.50 0.50 0.50
Secretary III 0.50
Adminislralivc Analyst 0.25 0.25 0.25 0.25 0.25
Adminislralive Specialist 0.20 0.20 0.20 0.20 0.20
TOTAL PROGRA,\!FTEs 5.35 ~.08 ~.35 5.35 5.35
2005/06 2006/07 2007/08 2008/09 2009/10
Tempol"fllT Staff Hours Funded Funded Funded Funded Funded
Enginccrim!Technician 700 1.260
TOTAL ANNUAL HOURS 700 1.260
D -141
PROPOSED
!l')PARKS &PUBLIC WORKS DEPART 'lENT 05
Engineering Program Services
2005/06 2006/07 2007/08 2008/09 2009/JO
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.To effeCli\'ely manage neighborhood traffic consistent
wilh the Toun's traffic calming po/icy.
a.Percentage of residential households in traffic 67%67%67%67%67%
calming project neighborhood rating their
experience in the process as satisfactory:
b.Percentage of residents satisfied with the Town's 74%74% 74%74%74%
efforts to calm traffic in neighborhoods*:
2005/06 2006/07 2007/08 2008/09 2009/10·
Activity and Workload Highlights Actual Actual ActuuJ Estimated Budget
I.Number of traffic calming requests received:4 4 4 3 3
2.Number of traffic calming projects:3 3 3 3 3
4.Number oftmffic calming projects closed:4 4 4
*CUSfomer Saris/action Pel/or-malice Measures/or the period 2004-200711"ere based 011 the TOU-Il's 2003 sliney results.
0-142
PROPOSED
Parks &Public Works Department
ENGINEERING DEVELOPMENT SERVICES
PROGRAM 5202
PROGRA 1 PURPOSE
The Engineering Development Services Program,in coordination with the Town's ConUl1Uluty
Development DepaI1ment,provides services for private development projects to ensure development
projects are processed and constructed in accordance with Town standards.Engineering functions also
include reviewing plans and specifications,inspection services for grading,drainage,and encroachment
in the public right-of-way issues.The goal of this program is to recover engineering staff costs and
expenditures related to private development oversight.
BUDGET OVERVIEW
The Engineering Development Services Program continues to align cost of services with user fees
through alUlUal CPI increases and review of fees on an ongoing basis.For FY 200911 0,a number of fees
have been adjusted for tills purpose,including encroaclul1ent and engineering plan check application fees.
In addition,a re-inspection fee has been added to the fee schedule to account for costs incurred due to
unprepared and repeat inspection requests.These are representative of the specific fee adjustments that
have been implemented to better reflect costs associated with the department's oversight of private
development within the Town.
As of March 16,2009.Engineering·s public counter hours have been reduced to 8:00 am to I :00 pm
Monday through Friday.This reduction was in response to the econonllc downtum and reduced staffmg.
These hours nllrror the reduced public counter hours offered by the Finance and COnUl1utllty
Development Depal1ments.In addition,the program has utilized flex-hour work schedules to reduce
ovel1ime pay and to effectively manage the community's service demands.
D -143
ro PARKS &PUBLIC WORKS DEPARTMENT C!ll
Engineering Development Services
PROPOSED
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
AClUals Actuals Actuals Adopted Estimated Adopted
REVENUES
Miscellaneous T{ues
Licenses &Permits 129,061 94,401 141,391 77,000 81,000 96.500
I f1IergO\fernmelltal
Sen'ice Charges 220,507 229,702 151,231 238,000 195,400 217,500
Other Sources
TOTAL REVENUES 349,568 324,103 292,622 315,000 276,400 314,000
EXPENDIT RES
Salaries and Benefits 929,678 472,964 515,540 670,300 661,000 558.052
Operating Expenditures 41,230 47,320 192,823 18,320 16,847 16,740
Fixed Assets
Internal Service Charges 109,361 80.280 90,003 88,250 89.950 87.983
TOTAL EXPE 'DITURES 1,080,269 600,564 798,366 776,870 767,797 662,775
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Good Govel'l1allce
Developmellt Team COlltillllolls Improvemellt
The Development Team (Conullunity Development,Parks &Public Works,Fire,
Ensure responsive,and the Police Deparlment)will continue to focus on evaluating processes,
accounlable and procedures,and systems;defining roles and responsibilities;building capacity;and
collaborative obtaining input and feedback from customers 10 continue to Improve Ihe
govenlance development review process.
Pllblic Grading Ordinance
Illfrastmctllre The Development Team (Conullunity Development,Parks &Public Works)has
Maintain the continued working on the development of the new grading ordinance,tentatively
condition and scheduled for Council review in FY 2009/10.This new grading ordinance provides
availability of guidelines that will be in tune with the hillside development guidelines which the
public facilities,Town has adopted.In addition,the new ordinance will provide criteria that are
transportation compatible with the development projects that are being built in Town now,as 1he
systems,and other current ordinance is outdated.
public
infras1ructure
D -144
PROPOSED
w PARKS &PUBLIC WORKS DEPARTMENT C8
Engineering Development Services
KEY PROGRAM SERVICES
Development Projects
•Review development applications for compliance with Town grading and engineering standards
•Review plans and approve final maps (tracts)and parcel maps as required by state law
•Conduct inspections of work within public right-of-way through the encroachment pennit process
Traffic Engineering
•Perform traffic engineering analysis for proposed development projects
COllllIIllJlity Illformation
•Provide assistance to the public regarding right-of-way issues
ENGtNEERING DEVELOP~IENT SERVtCES
Full Time Equi\'(/Ielll (FTE)
Authorized 2005106 2006/07 2007108 2008/09 2009110
TOIIlII Staff Positions Funded Funded Funded Funded Funded
Public Works Director 0.20 0.20 0.20 0.20 0.20 0.20
Administrative Analyst 0.25
ASSl PPW Dirrrowll Engineer 0.18 088 0.18 0.18 0.18 0.18
Associate Civil Engineer 1.67 2.76 1.67 1.67 1.67 1.67
Assistant Civil Engineer 0.80 0.80 0.80 0.80
Sr.Engineer Technician 1.00 0.80
Sr.Engineering Inspector 0.15 0.8t 0.15 0.15 0.15 0.15
Engineering Inspector 0.80 0.89 0.80 0.80 0.80 0.80
Public Works Specialist 0.50
Administrative Secretary 0.10 O.tO 0.10 O.tO
Secretary III 0.10
Administrati\e Specialist 0.05 0.25 0.05 0.05 0.05 0.05
TOTAL I'ROGRA~I FTEs 3.95 7.5~3.95 3.95 3.95 3.95
2005/06 2006/07 2007/08 2008/09 2009/10
Temporary Staff Hours Funded Funded Funded Funded Funded
Engineering Technician 832 300 300
Engineering Intern 1.000 1.000
TOTAL A1'NUAL 1-10 'RS 832 1.300 1.300
0-145
PROPOSED
!J')PARKS &PUBLIC WORKS DEPARTMENT 03
Engineering Developlucllt Services
Performance Objectives and ~1easures
2005/06
Actual
2006/07
Actual
2007/08
Actual
2008/09
Estimated
2009/10
BudgCl
1.To ensure pJil'Q/e del'e/opmem projecTs are
cOlis/meted according 10 TOU'1l s1andards:.
a.Percentage of private de\'elopmenl customers who
are satisfied with the grading and encroachment
inspection process":
[)g,a Sot
AlTli/abfr
Duta SOl lilldtr IN'I,foptrrtfll Data 1lOt Ql ai/obit Dc.w fIOl (fl·oilc.blt
A ..ailDblt
2005/06 2006/07 2007/08 2008109 2009/10
Activit)'and Workload Highlights Actual Actual Actual Estimated Budget
I.lumber of grading permits processed:15 20 20 17 15
2.Number of encroachmelll pennits processed:Data,Vot 175 175 200 200
,hoi/able
.;1 SlIrvey ofthe grading and encroacillllem permi!appficanrs was conducted ill Fa1/2007.
D -146
PROPOSED
Parks &Public Works Department
PARK SERVICES
PROGRAM 5301
PROGRAM PURPOSE
The Park Services program provides for the maintenance of the Town's parks,trails,open spaces,facility
grounds,median islands,roadside banks,parking lot landscaping,downtown planters and the urban
forest,creating recreational opp0l1unities for residents and visitors,beautifying the cityscape and
maintain.ing functional public areas tlu'oughout the conununity.Program functions include maintaining
plants,trees,lawns,and inigation systems in the Towll parks,Town facilities,street median islands,
public right-of-ways,parking lots,trails and open space areas.Additional services include managing park
use fees and reservations,providing code enforcement in the Town's parks and open space areas,
pesticide use program and ensuring the safety of parks playground equipment.
BUDGET OVERVIEW
The FY 2009/10 budget reflects a reduction in some program services due to budget limitations.The
program eliminates 1.0 ITE vacant Park Service Officer position.This reduction limits services in area
of park patrolling,maintenance of open space and trails,and park code enforcement.The program will
retain temporary staff to assist with high priority program services,particularly during the spring and
sutnmer months.
The program·s mowing contract will be reduced to weekly service six months out of the year,during the
peak season to save program expenditures.Staff will provide mowing services during the off season
months when park usage is generally lower.However,during the off season,staff mowing will be
prioritized relative to other park demands.This shift in staff resources will result in the delay of some
program services,such as park repairs,weed abatement,trash pick up,and inspection of playground
equipment.
In FY 2009/10 the administration of the tree pruning contract services has moved to the Streets and
Signals Program.This transfer of the tree pruning contract services is administrative only and will not
affect the delivery of services.
D -147
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT 0l
Park Services
An increase in the Oak Meadow Park parking fee will generate additional revenue for the program.The
fee increase is one dollar for non-resident visitors to the park.The ticket booth hours will increase during
peak park usage periods to generate this additional revenue.
The program recently implemented its online Parks Reservation System.The system will increase
customer service efficiency and improve access to parks reservation infonnation.
As one of the Depal1ment's strategic planning initiatives,the Parks Program staff will join forces with the
Streets and Signals Program staff to complete several large in-house maintenance projects during FY
2009110.This eff0l1will focus on large-scale maintenance projects such as tree trinuning,blUsh removal,
median maintenance,paving,and graffiti abatement previously unachievable by either Program
independently.
SUMMARY OF REVENUES AND EXPENDtTURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Miscellaneo/ls Taxes 19,810 12,716 6,590 10,000 3,456 5,000
Licenses &Permits t 08,355 124,710 t41,175 106,500 114,600 t39,500
InfergOl'emmellla!
Service Charges 17,684 20,159 18,750 21,000 18,950 20,850
Olher Sources 13,879 10.828 4,630 13,900 9,619 22,535
TOTAL REVENUES 159,728 168,413 171,145 151,400 146,625 187,885
EXPENDITURES
Salaries aud Benefits 1,286,336 1,226,330 1,205,631 1,411,200 1,342,000 1,226,334
Opermillg Expel/dill/res 316,631 341.134 389,294 433,090 531,945 366,390
Fixed Assets 7,065 5,000
Infernal Sen'ice Charges 292.292 300.865 317.581 336,130 334.430 288,730
TOTAL EXPENDITURES 1,902,324 1,868,329 I ,9J 7,506 2,t80,420 2,208,375 1,881,454
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Park &Traillmprol'emellts -Grallt Fllllded Projects
Pllblic 11lji'astructllre During FY 200911 0,project development will continue for Proposition 40 grant
Maintain the condition projects,as approved in the Capital Improvement Program Budget.This will
and availability of include Baclunan Park Basketball Court Resurfacing,Oak Meadow Park
public facilities,Walkway,Blossom Hill Park Tennis Court Resurfacing,and La Rinconada Park
transp0l1ation systems,Temus COUl1 Resurfacing.Staff will also continue to seek funding for the
and other public unfunded projects,listed in the Capital Improvement Program.
infrastlUcture
D -148
PROPOSED
&l PARKS &PUBLIC WORKS DEPARTMENT 01
Park Services
KEY PROGRAM SERVICES
Mai"tenance Services
•Maintain 62 public sites,including 75.3 acres of landscaped parks located on 15 Town parks,
12.09 miles of trails and pathways,246 acres of open space located in 3 open space areas,19.15
acres of landscaping for medians,roadside banks and triangles and 9 conullunity parking lots,33
downtown streetscape planters,and grounds maintenance for 5 Town-owned public buildings
with 6.81 acres of landscaped area.
•Maintain trees and plants in all parks,on all median islands,along all streets,and on public
property,including State Route 9,per agreement with Caltrans
•Conduct ongoing maintenance and improvement projects,as needed,to ensure parks and trails
equipment and facilities are functional and in safe operating condition
•f\1aintain the downtown tree lights
•Coordinate the tree removal permit process to protect trees and manage tree inspection services
•Oversee the contractual tree pruning contract
•Oversee contract services for six Landscaping and Lighting Benefit Assessment Districts
•Supervise the DepaI1ment of Corrections Work Furlough Program for clean-up projects
Park Use Fees aud Reservatioll System
•Manage the park reservation and user fee process
•Provide code enforcement in the Town's parks system
Volullteer Projects
•Manage the downtown Adopt-a-Planter program
•Coordinate volunteers (individuals and groups)who maintain or constluct parks related projects,
including parks and trails system improvements and debris removal
Special Eveuts
•Provide support services for Town-sponsored and co-sponsored events,in paI1icuiar Music in the
Park,4 th of July event,Screen on the Green,the holiday tree lighting ceremony in the Town
Plaza,and the Holiday Children's Parade
•Provide services for non-town sponsored events on a cost-recovery basis,for evenls such as
Fiesta de AI1es &Shakespeare Festival
D -149
ro PARKS &PUBLIC WORKS DEPARTMENT 03
Park Services
PROPOSED
PARK SERVICES PROGRAM STAFFING
FilII Time Equil'(/Iellt (FrE)
Authorized 2005/06 2006/07 2007/08
2008/09 2009110
TOIi'II Staff Positions Funded Funded Funded Funded Funded
Public Works Director 0.20 0.20 0.20 0.20 0.20 0.20
Superintendent 1.00 1.00 1.00 1.00
PPW Supervisor 1.00 1.00
Administrative Analyst 0.25 0.25 0.25 0.25 0.25 0.25
Administrative Specialist 0.25 0.25 0.25 0.25 0.25 0.25
Public Works Specialist 0.40 0.40 0.40 0.40
Administrative Secretary 0.40 0.40
Town Arborist 1.00 1.00 1.00 1.00
Lead Parks &Maint Worker 1.00 1.00 1.00 1.00 1.00 1.00
Sf.Parks &Maint Worker
Parks &Maim Worker 5.00 5.80 4.72 4.72 5.00 5.00
Tree Trimmer I High Climber 1.00 1.00 1.00 1.00
Parks Service Officer 1.00 1.96 1.91 1.91 2.00 1.00
TOTAL PROGRAM FTE's 9.10 12.86 11.73 11.73 12.10 9.10
2005/06 2006/07 2007/08 2008/09 2009/10
Tempom/y Staff Hours Funded Funded Funded Funded Funded
Maintenance Assistant 4,650 5,000 3,200 4,584 4,584
Parks Service Officer -Temp 1,000
TOTAL ANNUAL HOURS 4,650 5,000 3,200 4,584 5,584
D ·150
w PARKS &PUBLIC WORKS DEPARTMENT 03
Park Services
PROPOSED
2005/06 2006/07 2007108 2008/09 2009110
Performance Objectives and l\1easures Actual Actual Actual Estimated Budget
I.To e"s"re fhe park's playground eqllipmem ;s
fimcfiol1ol alld ill safe operating cOl/dillon.
a.Pcrccnlage of parks with playground equipment 90°'0 90%90%90%90%
receiving weekly safety inspections:
2.To ellSllre the TOII'11 's park alld lrailsfacililies are well
maimoilled amI jilllcfiollal.
a.Percentage of residents satisfied with the Town's 95%95%95°'0 NA N'A
cOorts to maintain parks:
b.Percclllagc ofrcsidcms satisfied with the Town's 83%83%83%NA N'A
cOons (0 maintain T 0\\11 trails:
c.Percentage of residents rating the appearance of 92%92%92%NA N'A
Towll parks as good or excellent:
2005/06 2006/07 2007108 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Total number of tree~rela(ed maintenance requests Daw,\'ol Data XOI Under 218 218
received,requiring inspection by staff:Alai/obiI'Alai/abll"DMI"/opmcm
2.Tow1 number of st<lffhours to conduct tree inspections Dam XOI DawXol C"dcr 164 164
tlIHVOr pruning:Alai/obiI':haifab/I"Dl'Il"/oplllf'1I/
3.Tot<l111umber of <lcres of Town parks.open sp<lce <lnd 348,2 348.2 348.2 348.2 348.2
medi<lll islands maintained:
4.Tot<ll miles of parks <Iud open space trails maintained:12.9 12.9 12.9 14.9 14.9
5.T ot<ll number of park use pennils issued annu<ll1y:(Jala .\01 550 630 630 630
,hal/ab/I"
Softll'are System change beginning ill F)'1006107 reflects nell'Highlights
D ·\51
D -152
PROPOSED
PROPOSED
Parks &Public Works Department
STREETS and SIGNALS PROGRAM
PROGRAM 5401
PROGRA 1 PURPOSE
The purpose of the Streets and Signals Program is to provide safe and functional roadways,retaining
walls,bridges,curbs and sidewalk systems through ongoing maintenance of the Town's roadway
network.Objectives include:small pavement reconstruction,minor street repairs,the filling of potholes,
maintenance of roadway signs,traffic markings (paint),signals,streetlights,storm drain maintenance,and
debris removal.Staff coordinates road-side clean-up projects with the Depm1ment 's other programs,such
as Parks and with other agencies,such as neighboring conununities and Caltrans.Additional project
coordination is conducted with the Engineering Program for traffic calming device installation and road-
way improvements in the Capital Improvement Program.
BUDGET OVERVIEW
The FY 2009/10 budget reflects a reduction in some program services due to budget limitations.The
program eliminated 1.0 FIE Maintenance Worker position.The reduction of this position will result in
limited staff resources for long-tenn scheduling of maintenance tasks,such as street and traffic sign
maintenance,roadway striping and traffic legend painting,sidewalk repairs,and urban forestry tree
related issues.The program will perfonn fewer services,and as a result,may require use of contractual
services to complete key tasks.The program's traffic signal contract will be reduced to save program
expenditures.The section of the contract that will be modified is the almua!maintenance ponion.which
will reduce the frequency of maintenance tasks such as lens cleaning,conflict monitor testing,and general
signal testing.These tasks are cUlTently perfollned on an annual cycle;the frequency will be adjusted
such that these tasks will now be performed only when other maintenance work is required at a given
site.This approach is consistent with how other local agencies are perfonning this work.Overall signal
perfollnance and reliability will continue to be monitored and adjustments to this maintenance cycle will
be made if necessaly.
The program's traffic signal contract will be reduced to save program expenditures.The section of the
contract that will be modified is the alUlUal maintenance portion,which will reduce the frequency of
maintenance tasks and signal testing.Less ongoing maintenance of street signals may result in possible
interruption or delays at signaled intersections and higher repair costs.
0·153
PROPOSED
!J')PARKS &PUBLIC WORKS DEPARTMENT 0.5
Streets &Signals P.·ogr·am
In addition,in FY 200911 0 electricity usage for the downtown street tree lights will be reduced for cost
and energy efficiency measures.In FY 2008/09,the downtown street tree lights remained on from sunset
to sunrise,which was controlled by a photocell mechanism.To reduce costs,the program will install
automatic timers to turn off the street tree lights at midnight.
SUMMARY OF REVENUES AND EXPENDtTURES
2005/06
Acruals
2006/07
AClunls
2007108
Actuals
2008/09
Adopted
2008109
Estimated
2009110
Adopted
REVENUES
Miscellaneous Taxes
Licenses &Permits
Intergol'emmelltal
Service Charges
Other Sources
REVENUES
1,432 975 939 1,400
15,621 17,373 5,821 3,500
28,976 20
46,029 18,368 6,760 4,900
142
t42 -[
EXPENDITURES
Salaries and Benefits
Opernlillg Expellditures
Fixed Assets
Imema!Service Charges
Buildtllgs &Facilities
TOTAL EXPENDtTURES
682,344 656,170 609,337 887,200 609,100 853,395
438,053 489,549 419,606 501,100 484,375 537,100
11,842 1J,570
30t ,369 342,489 347,253 373,300 364,100 370,614
1,433,608 t,499,778 1,376,196 1,761,600 1,457,575 1,761,109
KEY PROGRAM SERVICES
Streel MailltellallcelTrafjic Sigllal Program
•Maintain traffic signs and street signs along public streets
•Maintain visibility of pavement markings,including crosswalks,red curbs and roadway striping
•1aintain 28 signalized intersections and 1,575 street lights in the public right-of-way
Street A111 i"tell allcelPa vemell t
•Maintain and repair over 106 miles of public streets and 22 parking lots
•Maintain stonn drain basins,ditches and culverts
Sidewalk Maill/ellallce Program
•Coordinate cOllcrete sidewalks,curbs and gutters replacement program with crr program
•Maintain the cleanliness of sidewalks,benches,bus stop shelter,and waste receptacles in the
business districts using pressure washing equipment
Special Evellts
•Provide support services to Town-sponsored events
•Install balmers and flags tlu'oughout Town at various times during the year to celebrate
national and local events,such as Flag Day,the 4th of July,Memorial and Veteran's Day
D -154
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT 03
Streets &Signals Program
STREETS &SIGNALS PROGRA~l STAFFING
Full Time £quil'alem (FrE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
TOII'I/Stllff Positions Funded Funded Funded Funded Funded
Public Works Director 0.20 0.20 0.20 0.20 0.20 0.20
Superintendent 0.70 0.55 0.70 0.70 0.70 0.70
Adminislfalivc Analyst 0.25 0.25 0.25 0.25 0.25 0.25
Administralivc Specialist 0.25 0.25 0.25 0.25 0.25 0.25
Public Works Specialist 0.30 0.30 0.30 0.30
Administrative Secretary 0.30 0.30
Lead Parks &!\'Iaint Worker 1.00 0.93 1.00 1.00
Sf.Parks &Maint Worker 1.00 0.93 1.00
Town Arborist 1.00 1.00
Tree Trimmer I High Climber 1.00 1.00
Parks &Maint Worker 4.00 2.40 3.79 3.79 400 4.00
PPW Supervisor 0.30
TOTAL PROGRAM HE,8.70 5.25 6.42 6042 7.70 8.70
2005/06 2006/07 2007108 2008/09 2009/10
Temportll:"Staff HOltrs Funded Funded Funded Funded Funded
rvlainlcnunce Assistant 650 1,000 200 200 200
TOTAL ANNUAL HOURS 650 t,OOO 200 200 200
FY 2009/\0 KEY PROJECTS
Strategic Goals Key Projects
Illter-Program Work Projects
Program staff will cOl11inue to plan and coordinate work projects,such as roadside
Good GOl'el'llallce
clean-up,that use both Parks and Streets program staff and equipment to increase
Ensure responsive,
depanmel11 efficiency and address large scale mail11enance issues.
accountable and Partllership witll Otller 111ltllicipalities
collaborative Staff will continue to pursue opponunities with local agencies that have similar
govenlance sen'ice needs in an effon to reduce program expenditures.Successful ongoing
coordinated effons include graffiti removal,paving operations and blUsh removal
activities.
Pllblic Capital Improvemellt Projects
IlIjrastl'llctllre To increase efficiency in cost and management to complete Capital Improvement
Maintain the Projects,Streets program staff will continue to prepare sites 111 advance of
condition and contractor work.
availability of
public facilities,Towll-wide Tree Pruning
transp0l1ation The Program provides maintains and monitors the urban forest for both street and
systems,and other park facility trees.
public
infrastructure
D -155
!<)PARKS &PUBLIC WORKS DEPARTMENT C8
Streets &Signals Program
PROPOSED
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and Measures Actunl Actunl Actual Estimated Budget
I.To ensure streetlights and traffic signals are working
ill effective operating order:
a.Perc~ntage of streetlight malfunctions repaired XI!'M .\/tflllUt
within 5 days of noli fie ation:
for 1OOJ06
100%100%100%100%
b.Percentage of traffic signals meeting visibility and
operational State guidelines:100%100%100% 100%100%
c.Percentage of residents satisfied with the Town's
efforts to provide and maintain street ligllls:·
90%90% 90%90%90%
To provide safe andjimcrional roadway systems
throllghout TolI''':
a.Percentage of traffic signal malfunctions repaired tV,...Mrnswl'
within three hours of notification:lor 2ooJ/06
100% 100%100%100%
b.Percentage of SlOp signs repaired and replaced ,.,,,Mf'lUUT?
wilhin 24 hours of notificallon:for 100J 06
100%100%95%95%
c.Pa\'emenl Condition Index (PCI):74 74 74 74 74
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and \Vorkload Higblights Actual Actual Actual Estimated Budget
I.Number of Town Slreel lights maintained:1575 1575 1575 1575 1575
2.Number of PG&E sireetlighis monitored by Town staff 397 397 397 397 397
for functionality:
3.Annual number of Town streetliglns repaired:DolO ,YOI 134 130 150 150
A,ai/abf,
4.Number of signalized imerseclions maintained:28 28 28 28 28
5.i\liles of Slreel maintained:106 106 106 106 106
6.Number of traffic signs repaired:DalaSof DaIO SOl 260 250 250
A'ai/abl,Alailablf'
7.TOlal number of traffic related work orders completed:DaraSOI 511 500 290 300
received:A,-allabl,
·Customer SOlis/action Pelfomwnce Measures are based 011 the Town's 2003 sUlTey results.
Software System change during FY 2006107 reflects "ell'Highlights
D -156
PROPOSED
Parks &Public Works Department
PASS-THROUGH ACCOUNTS
PROGRAM 5999
PROGRAM PURPOSE
This Pass-Through Program provides an accounting structure to separate ongoing Parks and Public Works
program activities from applicant funding utilized for extemal engineering services consultants,such as
traffic study engineering,subdivision map checking and geotechnical reviews.Fees for these external
development services are paid for in advance by the applicant,with the funds then applied to a purchase
order.All invoices from the consultants are subsequently paid out of the applicant's account until they
zero oul.Any remaining balances are returned to the applicant.Accounting for these activities in a
separate accounting structure allows the true cost of operations to remain intact within a program,
eliminating umelated funding fluctuations from year to year.This pass-tlu'ough approach is also used in
the ConuTIunity Development Depal1ment for their similar projects.
BUDGET OVERVIEW
There is no budgetary impact to this program as revenues will equal expenditures.The revenues and
expenditures reflect estimates based on prior year trends and known departmental operations.At fiscal
year-end,actuals may differ substantially from original budgeted numbers as the quantity and size of
engineering fees within the conullunity in any given year is not known or detenninable in advance.Tllis
budget reflects a reasonable estimate only.
D -t57
8D PARKS &PUBLIC WORKS DEPARTME T C'6
Pass-Through Accounts
PROPOSED
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Miscellaneous Taxes
Licenses &Permits
I"lergo l'emmenlaI
Sen>ice Charges 53,595 77,997 103,309 117,000 210,874 270,000
Other Sources 4,055 7,335
REVE I ES 57,650 85,332 103,309 117,000 210,874 270,000
EXPENDITURES
Salaries filld Benefits
Operating Expenditures 57,699 85,211 105,290 117,000 210,874 270,000
FL\-ed Assets
'"temal Service Charges
TOTAL EXPENDITURES 57,699 85,211 105,290 117,000 210,874 270,000
D -158
PROPOSED
Parks &Public Works Department
EQUIPMENT REPLACEMENT FUND
FU D 631
PROGRAM PURPOSE
The Equipment Replacement Fund Program provides funding for the replacement acquisition of Town
vehicles,equipment,and infon11ation technology costing greater than SI 0,000.Initially,Town vehicles
and equipment are charged to the program budget requesting the asset.A normal life span is calculated
and replacement costs are then charged back to the program having custody and use of the asset by means
of internal service charges over the asset's useful life span.These internal service charges accumulate the
needed funding to replace the Town's vehicle and equipment assets at the end of their useful life.The
result of this funding structure is a smoothing of operating expenses and a more accurate reflection of the
actual cost of operations.
Town vehicles and equipment purchased and maintained by the Town's Vehicle Maintenance Program
are considered for replacement based on the vehicle meeting predetemuned age and/or mileage criteria as
sel fOIlh in the Equipment Replacement Policy.Vehicle Maintenance persOlmel evaluate vehicles
scheduled for replacement before a final determination is made.
BUDGET OVERVIEW
This program budget includes funding for replacement vehicles and equipment.Program expenditures
change significantly each year due to timing of major purchases of equipment.A combination of deferred
replacement,upgrading,replacing and refurbislung vehicles and equipment are proposed.based on the
condition of the vehicle/equipment and cost effectiveness.The total scheduled vehicle and equipment
replacement cost for FY 2009110 is SI69,074.Appropriations budgeted in FY 2009110 include the
replacement of one Police parking control vehicle,one Police patrol vehicle.one Police motorcycle,and
one Police Hybrid staff \'ehicle,and one PPW Hybrid staff vehicle.
In addition,the program will strategically remove vehicles from the replacement schedule as a cost
reduction measure to reduce operational costs to Town depaIlments.Program staff will evaluate the
current fleet inventory and evaluate each vehicle's frequency of use along with the depaIlment's needs
against the Equipment Maintenance and Replacement Policy.Vehicles removed from the replacement
schedule will not be replaced once they are no longer operational.In the 10ng-ten11,this will reduce the
size of the Town vehicle fleet and reduce the amount of money held in the fund balance.Tllis assessment
D -159
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT 03
Equipment Replacement Fund
of lhe vehicle inventory will take place alUlually for the next three to four years or until all unallocated
funds in lhe fund balance are reallocated.As a result of this,approximately $160,000 will result in
operational cost savings for Parks and Public Works and approximately $34,000 for the Police
Department for FY 200911 O.
Staff will also explore replacement COS1S versus rental of equipment,in order to reduce ongoing program
operalion expenditures.Assessments bel ween inlemal and extemal diagnostic and repair facility costs
will be conducted to detennine the most cosl-effective approach of services.
STATEMENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007/08 2008109 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated·Gas Tax Assets 330,000 330,000
Designated -Non-Point Assets 239,030 239,030 t20,531 149,631 149,631 148,731
Designated -Genl Fund Assets 2,922,280 2,994,464 3,040,995 2,941,219 2,941,219 3,026,404
TOlal Beginning Fund Balance 3,49t,310 3,563,494 3,16t,526 3,090,850 3,090,850 3,175,135
Revenues
Intergovernmental
Charges for Services 396,900 357,700 394,160 416,470 416,520 339,280
Olher Sources 6,470 15.300 5,000 5.000
Total Revenues 403,370 357,700 409,460 42t,470 421,520 339,280
TOTAL SOURCE OF FUNDS S 3,894,680 S 3,921,194 S 3,570,986 S 3,512,320 S 3,512,370 S 3,514,4t5
USE OF FUNDS
Expenditures
Salaries and Benefits to,606 9.900 9.000 9,123
Operating Expenditures 1.253 17.872 16.500 500 500
Fixed Assets 199.934 363.668 407.127 326.437 306.755 t69,074
TOlal Expenditures 201,186 363,668 435,605 352,837 316,255 178,697
Operating Transfers
Transfers Out 130,000 396,000 44,530 20.980 20,980 t94,000
TOlal Operating Transfers 130,000 396,000 44,530 20,980 20,980 194,000
Ending Fund Balance
Loan to ClP -Police Facility 500.000
Designated -Gas Tax Assets 330,000
Designated·Non·Point Assets 239,030 120,531 149,631 148,731 148,731 t 77.831
Designated·Future Replacemt 2,994,464 3,040,995 2,441,219 2,989.772 3,026,404 2.963,887
Total Ending Fund Balance 3,563,494 3,t61,526 3,090,850 3,138,503 3,t75,t35 3,141,718
TOTAL USE OF FUNDS S 3,894,680 S 3,921,194 S 3,570,986 S 3.512,320 S 3.512,370 S 3.514,415
D -160
PROPOSED
f<)PARKS &PUBLIC WORKS DEPARTMENT 0.l
Equipment l{eplacement Fund
KEY PROGRAM SERVICES
•Assessment of vehicles and equipment for proper replacement tinting and for fuel efficiency and
functionality
•Cost effectiveness studies for asset cost and replacements
•Accumulate appropriate intemal service charges for asset replacement funding
•Coordination with Town Depanments for the smooth placement into service of new vehicles and
equipment
EQUIP~tENT REPLACE~IENT PROGRA,\1 STAFFING
Full Time Equimlelll (FTE)
TOIl'II Slflff
Account Technician
AccoulHantiFinancc Analyst
Total ECJuipment Replacement FTE
Authorized
Positions
0.10
200~/05
Funded
D -t61
2005/06
Funded
2006107
Funded
PROPOSED
~PARKS &PUBLIC WORKS DEPARTMENT 03
Equipment Replacement Fund
FY 2009/10 ASSET REPLACEMENT SCHEDULE
2009/10 2009/10 Rescheduled
Scheduled Replacemellt for Future
Dept Program Asset #Rl'placcllIcnt AssN Description Replacements Budget Replacemellt
PO Parking 5880 Parking Control vehicle (remove)S 35,663
PO Parking 5881 Parking Control vchicle S 35,663 S 35,663
PO Parking 5916 Parking Control vchicle S 35,663 S 35,663
PO Patrol 5911 02 Chevy Tahoe S 43,800 S 43,800
PO Palrol 5910 02 Chevy Tallac S 43.800 S 43,800
PO Patrol 5892 02 Chevy Impala S 22,643 S 31,300
PO Palrol 5918 03 Crown Vic (+4270)S 28,450 S 28,450
PO Patrol 5920 03 Crown Vic (+4266)S 28,450 S 28,450
PO Patrol 5922 03 Crown Vic (+4269)S 27,860 S 27,860
PO Traffic 5924 BM W Motorcycle S 26,311 S 26,311
PO Traffic 5923 8M \V Motorcycle S 26,311 S 26,311
PO Investigations 5894 02 Ford Taurus LX S 24,406 S 24,406
PPW Parks 4231 Brush Chipper S 34,759 S 34,759
PPW Parks 4197 200 Gallon Sprayer S 13,331 S 13,331
PPW Parks 4224 300 Gallon Sprayer S 17,600 S 17,600
PPW Parks 5063 Hyster Fork Lift S 19,370 S 19,370
PPW Parks 5893 Toro Ground Maslcr(rclllove)S 71,724
PPW Parks 5895 52"Toro Mower (remove)S 23,790
PPW Parks 5898 02 Ranger Pickup S 19,500 S 19,500
PPW Parks 4219 99 Utility Toilet S 8,910 S 8,910
PPW Parks 4209 97 Femlae Loader Scraper (remove)S 59,048
PPW Engineering 5900 02 Crown Vic S 25,200 S 32,000
PPW Engineering 5858 00 Ford F 150 Pickup S 29.810 S 29,810
PPIV Streets 4195 Layton Paver S 30.680 S 30,680
PPW Streets 4106 Emulsion Sprayer (remove)S 12,500
PPW Streets 5883 Ford eNG Pickup (weekend work crew)S 26,800 S 26,800
PPW Sueels 5103 93 Tymco Sweeper S 89,000 S 89,000
PPW Streets 5095 Zieman Tilt Trailer S 44,700 S 44,700
PPW Streets 4201 95 VibmlOlY Roller (remove)S 50,466
PPW Streets 4108 l-R Air Compressor (remove)S 15,400
PPW Streets 5885 oI Ford F350 Pickup S 26,800 S 26,800
PPW Streets 4218 Concrete Saw S 10.984 S 10,984
TOTAL TOWN R[PLACE~IENTS:S 1,009,392 S 169,074 S 587,184
D -162
PROPOSED
Parks &Public Works Department
VEHICLE MAl TENANCE FUND
FUND 632
PROGRAM PURPOSE
The Vehicle 1aintenance Program maintains the Town's vehicles and equipment 10 ensure each piece is
safe and well-functioning.Program staff provides preventive maintenance and repair for the Town's fleet
of 91 vehicles and 62 pieces of light to heavy duty constIUction equipment,and the fueling systems used
by the vehicles/equipment and the City of Saratoga,who uses the Town's CNG fueling station for their
C G powered vehicles.A combination of in-house persOlmel and outside contractors is used to provide
assorted maintenance and repair services for the Town's vehicles and equipment.
BUDGET OVERVIEW
The FY 200911 0 budget reflects a reduction in expenditures due to budget limitations.The retirement of
1.0 FTE Equipment Mechanic is anticipated this fiscal year.This vacant position will be reclassified to
an Apprentice Mechanic,which will result in an inunediate persOlu1e1 savings,and allows for future
professional development opportunities within the department.Based on declining fuel costs a 10%
reduction over last year·s budget is recommended.It is premature 10 project what fuel prices may be long
tenn,however,a 5%increase has been factored into the operating budget to offset possible short tenn
increases.
0-163
PROPOSED
&)PARKS &PUBLIC WORKS DEPARTME 'T 03
Vehicle Maintenance Program
STATEMENT OF SO RCE AND USE OF F NDS
2005/06 2006/07 2007/08 2008/09 2008/09
2009110
Actunls Aetnals AClUals Adopted Estimated Adollted
SO RCE OF FUNDS
Beginning Fund Balance
Designated
Undesignalcd 152,273 133,799 190,877 231.301 231,301 264,702
Total Beginning Fund Balance 152,273 133,799 190,877 231,301 231,301 264.702
Revenues
Charges for Services 501.765 597,800 611,600 637,100 637,100 618,400
Other Sources 730 647
TOlal Revenues 501,765 598,530 612,247 637,100 637,100 618,400
TOTAL SOURCE OF FUNDS S 654,038 S 732,329 S 803,124 S 868,401 S 868,401 S 883.102
USE OF FUNDS
Expenditures
Salaries and Benefits 258,671 273,520 287,026 297,700 277,500 274,374
Operating Expenditures 261,568 267,932
284,797 341,600 326,199 330,450
Fixed Assets
Total Expenditures 520,239 541,452 571,823 639,300 603,699 604,824
Operating Transfers
Transfer to General Fund
TOlal Operating Transfers
Ending Fund Balance
Dcsigmlled
ndesignated 133.799 190.877 231.301 229.101 264.702 278.278
Total Ending Fund Balance 133,799 190.877 231,301 229.101 26.f,702 278,278
TOTAL USE OF FUNDS S 654.038 S 732.329 S 803.124 S 868.401 S 868.401 S 883,102
D -164
PROPOSED
ro PARKS &PUBLIC WORKS DEPART 'IE 'T ()8
Vehicle Maintenance Program
KEY PROJECTS
Strategic Goals Key Projects
Repair Schedules
The Vehicle laintenance Program continues a review of existing oil-change and
maintenance repair schedules to detennine if improvements will increase
efficiency and/or customer service.In addition,the program plans 10 conduct
comparative analyses on in-house versus vendor costs to detennine best options for
cost efficiency.
Fleet Management System
Good Governance The Vehicle Maintenance program's asset management infonnation system will
Ensure responsive,track a vehicle's IOtal repair,maintenance and fuel costs.This system will provide
accountable and reliable and quantitative information for replacement decisions and operational
collaborative efficiencies.Ongoing system training and full implementation will continue in FY
goven1ance 2009/10.In cOI~unction with the Town Manager's Office,review the current
Equipment Maintenance and Replace policy adopted by Town Council in 1999.
Update the vehicle equipment acquisition and replacement policy, and evaluate
Police Depal1ment needs for take home vehicles.
Department Joint Projects
Vehicle Maintenance Repair staff will continue to p3l1icipate in Depal1ment joint
projects on an as-needed basis,which provides additional departmental flexibility
for major projects as well as P3l1icipation in stonn-response activities.
Community Energy-Efficient Vehicles
Character The program will continue to pursue energy-efficient vehicles as the replacement
Preserve and schedule and functionality requirements allow.
enhance the
appearance Altel'l1ative Fuel StationcharacterandTheprogramprovidesCompressedNaturalGas(CNG)for the Town's fleet asenvironment
quality of the well as the City of Saratoga's CNG fleet vehicles on a full cost recovery basis.
commun.ity
KEY PROGRAM SERVICES
•Provide preventative maintenance and repairs for all Town owned vehicles and equipment
•Maintain the Town's fueling system infrastructure for C IG,gasoline,and diesel fuel
D -165
8')PARKS &PUBLIC WORKS DEPARTME 'T 03
Vehicle Maintenance Program
VEHICLE ~IAINTENANCEPROGRAM STAFFING
Full Time £quil'Ule"t (FTE)
PROPOSED
2005/06 2006/07 2007/08 2008/09
Funded Funded Funded Funded
0.15 0.30 0.30 0.30
0.07 0.07 0.07 0.07
2.00 2.00 2.00 2.00
TOII'II Staff
SuperinlCndenl
PPW Supervisor
Equipment l\'fechanic
Apprentice Mechanic
Administr3li\'c Secretary
Public Works Specialist
Total Vehicle Maint.FTEs
Authorized
Positions
0.30
1.00
1.00
0.20
2.50
0.20
2.42
0.20
2.57
0.20
2.57
0.20
2.57
2009/10
Funded
0.30
1.00
1.00
0.20
2.50
2005/06 2006/07 2007108 2008/09 2009110
Performance Objectives and l\1easurcs Actual Actual Actual Estimated Budget
I.To provide safe Gild fimcliollall'ehicles alld equipment.
a.Percentage of fleet in compliance wilh maintenance Data,,"ot DalaXot 100% 100%100%
schedule:
Alai/abli'AraUable
b.Cost per mile,by class ofequipmcnl (Life.
cosr/replacemelll cosr=allllllal cos,per mile)
Police:Data ,VOl DaluXot Under 50.52 50.52
A'-ai/able ..hai/ublr Dnrtopmrll/
General Fleet -light:DaIO,vOI Dam .""01 Undrr 50.76 50.76
A.-oilobfr A.-oifubfr Dt'\"rfopmtll/
General Fleet -hem:J;:DaIU.\"OI Dam .\"01 L"ndrr 53.48 53.48
Aluifobfr Amjfublr Dnl'lopnJtnl
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Number of poliee vehicles maintained:45 45 45 45 45
2.lumber ofhcavy·duty vehicles maintained:7 7 7 7 6
3.Number oflight-duty (non-police)vehicles maintained:36 38 38 38 32
4.Picces of equipmcllt maintained (light and heavy duty):61 61 61 61 56
0-166
PROPOSED
Parks &Public Works Department
FACILITIES MAINTENANCE PROGRAM
FUND 633
PROGRAM PURPOSE
The Facilities Maintenance Program provides services to ensure Town facilities are safe and functional
for public and employee use.IVlaintenance services include custodial services,elevator maintenance,
telephone systems,heating and ventilation air systems,building improvements,facility security,and
lighting systems.Facilities program staff also plan,schedule,and manage small and large building
facility projects,such as Building remodeling,American Disability Act (ADA)access related
improvements;re-carpeting and work space reconfigurations;roof repairs;heating and air conditioning
system improvements;elevator and electrical services,and all other aspects required to keep the Town's
facilities well-functioning and safe.This program also provides propel1y management oversight for
Town owned rental properties in the vicinity of the Civic Center Complex.
BUDGET OVERVIEW
Revenues for tllis fund are obtained through assessment charge-backs to Town departments,based upon a
percentage of square footage assigned to each department.The Facilities Maintenance Program pays for
all operating expenses,including utilities,repairs and maintenance so the departments are in tunl funding
these facility expenses through these allocations.Revenues also include rent receipts from Town owned
properties,including leighborhood Center rentals and two residential properties located next to the Town
Civic Center.
The FY 2009/10 budget reflects a reduction in expenditures due to budget limitations.Contractual
maintenance for routine HVAC issues and parking lot lighting has been reduced and these tasks \\'ill be
transferred to program staff.While staff will mitigate the impacts of this reduction with the addition of
temporary part-time staff,there may be increased response time for non-emergency Town staff requests.
Program planned projects include continuation of the replacement and rebuilding of two of the Civic
Center's main air handlers and significant additions to the building control system.This upgrade of the
HV AC system is in coordination with the replacement of the boiler at Civic Center,which was completed
in FY 2007/08,and continues the major over-haul of the HVAC system at Civic Center.The program's
unspent appropriations contribute to a fund balance used for platmed and unplanned repair or replacement
Facilities projects.
D -167
PROPOSED
!J')PARKS &PUBLIC WORKS DEPARTMENT 0.1
Facilities Maintenance Program
Another project that will be continuing tlu'ough FY 09/1 0 is the implementation of a new asset
management computer program that will record and invenlOly all Town Facililies'assets.One of the
long term benefits of Ih.is program will be the ability to forecast replacement of large inventOly assets.
his program contributes projecl management and site coordination for the Los Galos-Monte Sereno Police
Operations building project and the new LibralY building.
STATEMENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07
2007/08 2008/09 2008/09 2009/10
Actuals ActUllls Actuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated
Undesignaled 1,000,995 689,263 738,656 968,508 968,508 652,664
Total Beginning Fund Balance 1,000,995 689,263 738,656 968,508 968,508 652,664
Revenues
Miscellaneous Olher Taxes 89,143 57,221 29,656 35,000 15,000 15,000
Charges for Services 853,100 1,006,830 1,048,425 1,038,900 1,038,900 1,006,600
Olher Sources 65,211 79,301 62,729 64,300 69,766 63,600
Total Revenues 1,007,454 1,143,352 1,140,810 1,138,200 1,123,666 1,085,200
Operating Transfers
Transfers from General Fund 15,500
Total Operating Transfers 15,500
TOTAL SOUllCE OF FUNDS 5 2,008,449 5 1,832,615 SI,894,966 5 2,106,708 52,092,174 $1,737,864
USE OF FUNDS
Expenditures
Salaries and Benefits 129,667 184,535 205,405 241,000 233.500 260,796
Operating Expenditures 657.915 691.530 679,042 855,500 722.456 799,450
Fixed Assets
Improvements and Upgrades 515,154 29,162 17,011 50.000 50,000 86,000
TOlal Expenditures 1,302,736 905,227 901,458 1,146,500 1,005,956 1,146,246
Operating Transfers
TrallSfer 10 GFAR 16,450 188,732 25,000 450,000 433,554 25,000
Total Operaling Transfers 16,450 188,732 25,000 450,000 433,554 25,000
Ending Fund Balance
Designated
Undesignated 689.763 738,656 968,508 510,208 652,664 566,618
TOial Ending Fund Balance 689,263 738,656 968,508 510,208 652,664 566,618
TOTAL USE OF FUNDS 5 2,008,449 S 1,832,615 S 1,894,966 S 2,106,708 52,092,174 $1,737,864
D -168
PROPOSED
l!')PARKS &PUBLIC WORKS DEPARTMENT 03
Facilities l\1aintenance Program
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Oversight oj Capital Improvemellt Projects
Assist in the oversight of all Facility improvements plmmed during FY 2009/10,
including the Civic Center's I-IVAC project,and the 'eighborhood Center's
sound attenuation project.
Public IlIji'astrtlcture Police Departmellt Relocatioll
Maintain the condition Management of building relocation needs,in coordination with the Police
and availability of Depa'1ment's Operations Division relocation to the facility at 18900 Los Gatos
public facilities,Blvd.
transportation systems,
and other public lVew Libral)'COllstructioll
infrastructure Continued participation in the design and development of the new library
building.
Asset i11allagemellt Program
Implement an asset management program which will allow for Town-wide
inventory of Facilities.
KEY PROGRAM SERVICES
•Administer custodial,telephone,heating,ventilating,and air conditioning system maintenance
agreements
•Manage preventative maintenance contracts for elevator,fire,and building alanns
•Administer facilities capital improvement contracts
•Administer repairs and improvements to the Town's two museum buildings and the Recreation
Department.
•Manage interdepartmental service requests
•Manage lighting and Sigllage for public parking garages and public parking lots
BUILDING ~IAINTENANCEPROGRAM STAFFtNG
Full Time Equivalent (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09
1'011'/1 Staff Positions Funded Funded Funded Funded
PPW Supervisor 1.00 0.63 0.93 0.93 0.93
Facility Technician 1.00 0.93 1.00
Parks &Maim Worker 0.50 0.93
Total Building Maint.FTEs 2.00 1.13 t.86 t.86 1.93
2009110
Funded
1.00
1.00
2.00
D -169
PROPOSED
w PARKS &PUBLIC WORKS DEPARTMENT CO'!
Facilities Maintenance Program
Performance Objectives and i'VIeasures
2005/06
Actual
2006/07
Actual
2007/08
Actual
2008/09 2009/10
Estimated Budget
I.To ensure Tou'll facilities are safe alldfimctiollal for
public alld employee lise.
a.Percent ofrepair-rclated requests fulfilled within 7 Data 1'"0/98%98%98%93%
days:A'vifablr
b.Percent of service·related requcslS fulfilled within 7 Data Sal 98.5%98.5%97%93%
days:
A\'oiloblt
2005/06 2006/07 2007/08 2008/09 2009110
Activity and Workload Highlights Actual Actunl Actual Estimated Budget
I.Total square footage of facilities maintained-:57,000 57,000 57.000 83,000"95,000"·
2.Total IlUlnber of annual facility projects (l1on-CI P):DoroSOI 4 3 4 5
.-hai/able
3.Total number of facility service requests received and DmaXol 100 100 83 100
completed:
.-4milablf'
4.Total number offaciJity repairs requests received and Dara A"at 100 100 142 150
completed:
A,"ai/able
•The square/oorage reporredfrom FY 2005106 through F}'2007108 corresponded specficially to the area clealled IIIIder the
Towll s custodial cOn/mct.
••A deparrmem assessmelll was taken,which accoullted for all ofthe Town struclllres maintailled by the Facilities Dil'isioll.
This figure reflects the aclltal squarefoowge.
•••The square/oorage u'ill increase due to the completion ofthe Police Operations Buildillg.
D -170
PROPOSED
Parks &Public Works Department
NON-POI T SOURCE PROGRAM
FUND 221
PROGRAM PURPOSE
The principal objective of the Non-Point Source Program is to keep debris and pollution from entering the
Town's stonn drain system which drains directly into the San Francisco Bay.This objective is
accomplished by providing street sweeping services on all Town-owned public streets and parking lots on
a rotating schedule,in adherence to the Town's National Pollution Discharge Elimination System
(NPDES)Municipal Storm Water permit.To meet the NPDES Penn it requirements,Non-Point Source,
Engineering,and Conununity Development staff will work in coordination as they new NPDES permit
requires more comprehensive enforcement and monitoring of development projects and their impacts to
the storm water runoff from each site.
BUDGET OVERVIEW
The West Valley Sanitation District receives funding from the County of Santa Clara for lon-Point
Source functions,based on propel1y tax receipts.These receipts are then distributed to four local
programs that support this function:to the Town for operating expenses incurred through this program's
activities;to the West Valley Clean Water Program (\VVCWP)for the Town's share of the program's
operating expenses;and to the West Valley Sanitation (WVSD)to reimburse the District for the j\rpDES
pennit fee,the Santa Clara Valley rban Runoff Pollution Prevention Program (SCVURPP)and WVSD
annual stonn drain maintenance work.These four programs perfoml various functions required under the
Federal Clean Water Act,EnvirolUnental Protection Agency regulations and respective NPDES pennits.
Each year,the Town and the District cooperatively prepare an outline of the alUlual work plan and the
associated budget for approval prior to the establishment of the alUlUa!user fees,and prior to the District
transmitting those fees to the County for collection on the propeny tax roll.
The NPDES pennit which regulates each of these four programs is issued by the San Francisco Regiona!
Water Quality Control Board (SFRWQCB)annually and has been in effect since 1990.In FY 08/09 the
water board re-introduced a next generation of the stonn water pennit,which is a regional pennit that will
affect 77 Bay Area municipal agencies.This new NPDES pennit will expand the reponing and
enforcement requirements and will impact both private development and public infrastructure
maintenance operations.The exact financial impacts of the new WOES pennit are not fully known at tlus
time.Staff is working with the WVCWP to make an assessment of the cost increases.
D -17t
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT 0.l
Non-Point Source Pragranl
The Town's NPDES program conducts regular sweeping of the streets and parking lots,clearing storm
drains,ditches and culverts and disposing of collected material in a safe and secw-e maIUler.Program
activities also include volunteer groups who regularly pick up debris along the Los Gatos Creek Trail.
Town staff track and report the amount of debris collected by all these activities to WYCWP.
The Town's Non-Point Source Program budget will maintain the same service level in FY 2009110.The
cost of this program exceeds the alUlual revenues by approximately $12,000.The Town is off set1ing
these costs by using the program's fund balance to pay for these expenses.
STATEMENT OF SOURCE AND USE OF FUNDS
SOURCE OF FUNDS
Beginning Fund Balance
Designated
Undesignatcd
Total Beginning Fund Balance
Revenues
Intergovernmental
Service Charges
Other Sources
TDial Revenues
TOTAL SOURCE OF FUNDS
USE OF FUNDS
Expenditllres
Salaries and Benefits
Operating Expenditures
Fixed Assets
Internal Service Charges
Total Expenditures
Operating Transfers
Admin Service Fee Transfer
Total Operating Transfers
Ending Fund Balance
Designated
Undesignated
Total Ending Fund Balance
TOTAL USE OF FUNDS
2005/06
Actuals
154,127
154,127
2,663
173,670
176,333
S 330,460
129,014
17,956
39,918
186,889
32,330
32,330
11t,242
III ,242
S 330,460
2006/07
Actllals
111,242
111,242
2,663
171,400
174,063
S 285,305
99,986
15.042
39.676
154,704
22,310
22,310
108,291
108,291
S 285,305
D -172
2007/08
Actllals
108,291
108,291
166,660
166,660
S 274,951
102,741
20.267
40,202
t63,210
23,190
23,190
88,551
88,551
S 274,951
2008/09
Adopted
88,551
88,551
135,000
135,000
S 223,551
105,400
15,350
39.900
t60,650
23,450
23,450
39.451
39,451
S 223,551
2008/09
Estimated
88,551
88 ,551
135,000
135,000
S 223,551
101.000
25,097
39.800
t65,897
23,450
23,450
34,204
34,204
S 223,551
2009/10
Adopted
34,204
34,204
135,000
135,000
S 169,204
105,317
25,600
16,418
147,335
21.869
21,869
$169,204
PROPOSED
f<)PARKS &PUBLIC WORKS DEPARTMENT C'3
Ton-Point Source Pragranl
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
COllll1lll11;(V Character E.\pa/ld Volu/lteers Adopti/lg Trails
Preserve and enhance The program will cOnlinue ways to increase volunteerism to reduce debris from
the appearance entering the waterways alongside trails and walkways in Town.
character and
envirOlUllent quality of
the conununity
KEY PROGRAM SERVICES
•Sweep Town streets and parking lots,and steam-clean business area sidewalks
•Coordinate Consolidated Pest lvlanagement with Parks Program,to reduce pesticides from enlering
waterways.
NON-POINT SOURCE FUND STAFFING
Full Time Equivalent (FTE)
AuthOl-izcd
TowlI Slllff Positions
Sweeper OperalOr 1.00
TOlal Non-Point Source ITEs LOO
2005/06
Funded
1.00
1.00
D -173
2006/07
Funded
1.00
1.00
2007/08
Funded
1.00
1.00
2008/09
Funded
1.00
1.00
2009/10
Funded
1.00
1.00
PROPOSED
lJO)PARKS &PUBLIC WORKS DEPARTMENT 03
Non-Point Source Program
Performance ObjectivE's and Measures
I.Pre1'e1ll street debris from entering the storm drain
system.
a.Percentage ofresidents satisfied \\~th the Town's
efforts 10 provide streel sweeping services:·
2005/06
Actual
2006/07
Actual
2007/08 2008/09 2009110
Actual Estimated Budget
b.Number ofNPDES fines the T0\\11 has received
from the stale regulatory agency:
80%
o
80%
o
80%
o
80%
o
80%
o
2005/06 2006/07 2007/08 2008109 2009110
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.'umber of Los Gatos curb and parking lot miles swept 10,800 10,800 10,800 10,800 10,800
annually:
2.Number of cubic yards of debris removed annually:Dam ,Yo,6,400 6,400 6,400 6,400
A'vi/able
3.Number of volunteers participaling in c1C<lIHlP 450 110 200 200 200
activities 10 remove debris from entering creeks:
*Customer sm;sj(lcrioll Pellorll/allce MeaslIres are based 011 the TOll'lI S 2003 sllrl'ey results.
Software System change durillg FJ'2006107 reflects nell'Highlights
D -174
PROPOSED
Parks &Public Works Department
ASSESSMENT DISTRICTS
FUNDS 231 -236
ASSESSMENT DISTRICT PURPOSE
The Town formed six Landscape and Lighting District Funds with the written consent of all propel1y
owners within the boundaries of the districts.The six Landscape and Lighting Districts are funded
through tax assessments to reimburse the Town for the payment of water and electricity,district
improvements and upgrades,and the regular maintenance of trees,landscaping,trails,irrigation systems,
and lighting.
The Landscape and Lighting Districts are exempt from Proposition 218 requirements requinng a 2/3
majority approval,unless the assessments are increased.Section 5 of Proposition 218 provides that the
measure does not apply to assessments existing on November 1996 if the assessments were "imposed
pursuant to a petition signed by the persons owning all of the parcels subject to the assessment at the time
the assessment was initially imposed.'·As long as the assessments were imposed by request or with the
consent of all the property owners,the Town Attomey is of the opinion that this provision has been met.
even without a fonnal petition.Consequently,the Town is not required to conduct an election of the
property owners unless the assessment is increased.The fund balances for each of the assessment
distticts has proven to be adequate to fund routine maintenance needs,however in previous years when
maintenance requirements for large repairs have arisen,the Town has been required to step in to offset
these one-time costs.The following table provides an overview of the atUlual assessments:
Fiscal Year 2008/09
Annual Special District Assessments
:\'umber Rate in ('[fret
of Parcel Total prior to
Fund #Assessment Districts Parcels Assessment Assessment Prop 218
250 Blac",,,,ell Dri,·e 5 S 632 S 3.160 Yes
251 Kennedy Meadows 15 685 10.275 Yes
252 Gemini Court 18 230 4.140 Yes
253 Santa Rosa 15 300 4.500 Yes
254 Vasona Heights 33 295 9.735 Yes
255 Hillbrook 34 50 1.700 Yes
Total Landscape &Lighting Assessment:$33,510
0-175
ro PARKS &PUBLIC WORKS DEPARTMENT 03
Landscape &Lighting Districts
PROPOSED
STATEMENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007108 2008/09 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated
Undcsignatcd 106,666 105,360 97,491 100,685 100,685 93,605
Total Beginning Fund Balance 106,666 105,360
97,491 100,685 100,685 93,605
Revenues
Property Tax Assessments 37,162 33,612 33,725 33,510 33,510 33,510
Interest 2,510 4,080 2,870 2,580 2,700 2,350
Other Sources
Total Revenues S 39,672 S 37,692 S 36,595 S 36,090 S 36,210 S 35,860
TOTAL SOURCE OF FUNDS S 146,338 S 143,052 S 134,086 S 136,775 S 136,895 S 129,465
TOTAL USE OF FUNDS
Expenditures
Salaries &Benefits
Operating Supplies 31,236 40,641 28,481 38,370 38,370 38,370
Total Expenditures 31,236 40,641 28,481 38,370 38,370 38,370
Operaling Transfers
Business Service Transfer 9,742 4,920 4,920 4,920 4,9 10 4,920
Total Operating Transfers 9,742 4,920 4,920 4,920 4,920 4,920
Ending Fund Balance
Designated
Undcsignated 105,360 97.491 100,685 93.485 93,605 86,175
Total Ending Fund Balance 105,360 97,491 100,685 93,485 93,605 86,175
TOTAL USE OF FUNDS S 146,338 S 143,052 S 134,086 S 136,775 S 136,895 S 129,465
0-176
PROPOSED
Parks &Public Works Department
BLACKWELL DRIVE ASSESSMENT DISTRICT
FU D 231
FU 'D PURPOSE
The assessment district incorporates five homes and a median island along Blackwell Drive at National
Avenue constructed as pan of Tract 8306,Blackwell Development.Assessments to maintain the
landscaping and ilTigation in the median island and for street light maintenance on National Avenue
remain constant for the five parcels at 5632 annually.
The median island landscaping and irrigation are maintained by contract.The street trees and lighting are
also part of the district.The contractor clears trash and weeds the median island biweekly.Landscaping
plants and irrigation are replaced and repaired as necessary.
BUDGET OVERVIEW
During FY 2009/10,maintenance expenditures are anticipated to remain constant.The fund balance
surplus is held for use of current or future repair costs to the median island's inigation system when the
io'igation controller and related parts need replacement or repairs,and for the streetlight when it needs
replacement and/or repairs,A $1,000 contingency repair fund has been added to augment the fund
balance and specifically address emergency repair or restoration maintenance issues 'outside of noonal
contracted maintenance and would only be spent in the case where such issues arose.
D ,177
!J'J PARKS &PUBLIC WORKS DEPARTMENT 03
Landscape &Lighting Districts
PROPOSED
STATEMENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
AClUals Actuals Actuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated
Ulldcsignatcd 3,052 2,952 3,130 3,948 3,948 3,988
Total Beginning Fund Balance 3,052 2,952 3,130 3,948 3,948 3,988
Revenues
Property Tax Assessments 3,160 3,192 3,228 3,160 3,160 3,160
Interest 50 90 80 40 100 80
Other Sources
Total Revenues 3,210 3,282 3,308 3,200 3,260 3,240
TOTAL SOURCE OF FUNDS S 6,262 S 6,234 S 6,438 S 7,148 S 7,208 S 7,228
USE OF FUNDS
Expenditures
Salaries and Benefits
Operating Expenditmcs 2,760 2,644 2,030 2,760 2.760 2,760
Total Expenditures 2,760 2,644 2,030 2,760 2,760 2,760
Operating Transfers
Business Service Transfer 550 460 460 460 460 460
T Olal Operating Trtmsfers 550 460 460 460 460 460
Ending Fund Balance
Designated
Undesiglltlted 2,952 3.130 3.948 3.928 3,988 4,008
Total Ending Fund Balance 2,952 3,130 3,948 3,928 3,988 4,008
TOTAL USE OF FUNDS S 6.262 S 6,234 S 6,438 S 7.148 S 7,208 S 7,228
D -178
PROPOSED
Parks &Public Works Department
KENNEDY MEADOWS ASSESSMENT DISTRICT
FUND 232
FUND PURPOSE
The KeJUledy Meadows assessment disllict consists of eight acres of open space area with a paved trail
surrounding 15 homes.The Open Space area contains a paved trail,wetlands area,and a ponion of Ross
Creek.Streetlights on Fonester Court and Kennedy Court are also maintained by the district.Annual
assessments for district upkeep remain constant at 5685 per parcel.
As part of the development of the subdivision,this district was required by the Army Corp of Engineer's
to reinstate the open space riparian and wetlands area back into its natural habitat under a ten-year plan,
which ended June 30,2005.The trees,landscaping,irrigation system,trail,and streetlights within the
open space area are maintained by contract.The district,including the paved trail,is cleaned and cleat·ed
of trash biweekly.lITigation repair and tree replacement is completed as necessaty.
BUDGET OVERVIEW
During FY 200911 0,maintenance expenditures are anticipated to remain constant.The fund balance
surplus is held for use of cunent or future repair costs to the median island·s irrigation system when the
inigation controller and related pans need replacement or repairs,and for the streetlight when it needs
replacement and/or repairs.A S1,000 contingency repair fund has been added to augment the fund
balance and specifically address emergency repair or restoration maintenance issues outside of nonnal
contracted maintenance and would only be spent in the case where such issues arose.
D -179
PROPOSED
f<)PARKS &PUBLIC WORKS DEPARTMENT cg
Landscape &Lighting Districts
STATEMENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007/08 2008/09 2008/09
2009/10
Actuals Actuals Aetllals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated
Un designated 10,671 14,079 8,208 11,990 11,990 14,505
TOIal Beginning Fund Balance 10,671 14,079 8,208 11,990 11,990 14,505
Revenues
Property Tax Assessments 10,309 10,275 10,309 10,275 10,275 10,275
Interest 280 460 240 100 300 280
Other Sources
Total Revenues 10,589 10,735 10,549 10,375 10,575 10,555
TOTAL SOURCE OF FUNDS 21,260 24,814 18,757 22,365 22,565 25,060
USE OF FUNDS
Expenditures
Salaries and Benefits
Operating Expenditures 5,401 15,096 5,257 6,550 6,550 6,550
Total Expenditures 5,401 15,096 5,257 6,550 6,550 6,550
Operating Transfers
Business Service Transfer 1,780 1,510 1,510 1,510 1,510 1,510
Total Operating Transfers 1,780 1,510 1,510 1,510
1,510 1,510
Ending Fund Balance
Designated
Un designated 14,079 8,208 11,990 14.305 14,505 17,000
Total Ending Fund Balance 14,079 8,208 11,990 14,305 14,505 17,000
TOTAL USE OF FUNDS 21,260 24,814 18,757 22,365 22,565 25,060
D -180
PROPOSl:.D
Parks &Public Works Department
GEMINI COURT ASSESSMENT DISTRICT
FUND 233
FU '0 PURPOSE
This assessment district,located on Blossom Hill Road and Gemini Court,is made up of 18 residences
with a public right-of-way within the boundaries of the Gemini subdivision,Tract No.8439.The
assessment district provides for the maintenance of trees,landscaping,irrigations systems,lighting,sound
wall,and fences along this walkway.
Landscaping and irrigation are maintained by contract.The contractor clears trash and weeds the median
island biweekly.Landscaping plants and irrigation are replaced and repaired as necessary.Annual
assessments remain constant for the 18 parcels at 5230 each.
BUDGET OVERVITW
During FY 200911 0,maintenance expenditures are anticipated to remain constant.The n.md balance
surplus is held for use of ClI1Tent or future repair costs to the median island's irrigation system when the
irrigation controller and related pans need replacement or repairs,and for the streetlight when it needs
replacement and/or repairs.A S 1,000 contingency repair fund has been added to augment the fund
balance and specifically address emergency repair or restoration maintenance issues outside of n0I111al
contracted maintenance and would only be spent in the case where such issues arose.
D -181
PROPOSED
&l PARKS &PUBLIC WORKS DEPARTMENT 03
Landscape &Lighting Districts
STATHIENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007108 2008/09 2008/09 2009110
Actuals Acruals Aceuals Adoptcd ESlimated Adopted
SOURCE OF FU 'DS
Beginning Fund Balance
Designated
ndesignatcd 4.749 5,804 7.153 8,451 8,451 7.851
Total Beginning Fund Balance 4,749 5,804 7,153 8,45J 8,451 7,851
Revenues
Property Tax Assessments 4,140 4.140 4.174 4,140 4,140 4,140
Interest 130 240 200 150 260 200
Olher Sources
Total Revenues 4,270 4,380 4,374 4,290 4,400 4,340
TOTAL SOURCE OF FUNDS 9,019 10,184 11,527 12,741 12,851 12,191
USE OF FUNDS
Expenditures
Salaries and Benefits
Operating Expenditures 2,495 2,421 2,466 4,390 4.390 4,390
Total Expenditures 2,495 2,421 2,466 4,390 4,390 4,390
Operating Transfers
Business Service Transfer 720 610 610 610 610 610
Total Operming Transfers 720 610 610 610 610 610
Ending Fund Balance
Designated
ndesignated 5.804 7.153 8,451 7.741 7.851 7,191
Total Ending Fund Balance 5.804 7.153 8,451 7.741 7.851 7,191
TOTAL SE OF FUI'iDS 9.019 10.184 11.527 12.741 12.851 12.191
D -182
PROPOSED
Parks &Public Works Department
SANTA ROSA HEIGHTS ASSESSMENT DISTRICT
FUND 234
FUND PURPOSE
This assessment district provides maintenance and upkeep within designated Open Space areas A,B,C,
and D of Tract 10.8400,Santa Rosa Heights Subdivision.There are 15 residences in this district.The
open space area to be maintained by the Town lies nOI1h of Sha!U10n Road up to the ridgeline of Blossom
Hill Road,adjacent to the subdivision.This area includes a pedestrian/equestrian trail through the
subdivision from Shannon Road to Belgatos Park,street trees,and lighting.The trail is pruned,sprayed,
and cleared of trash biweekly by contract.Annual assessments for the fifteen parcels were decreased
from 5540 each,to 5300 each,effective FY 2006/07.
B DGET OVERVIEW
During FY 200911 0,maintenance expenditures are anticipated to remain constant.The fund balance
surplus is held for use of cUlTent or future repair costs to the median island's ilTigation system when the
ilTigation controller and related pal1s need replacement or repairs,and for the streetlight when it needs
replacement and/or repairs,A S1,000 contingency repair fund has been added to augment the fund
balance and specifically address emergency repair or restoration maintenance issues outside of n0l111al
contracted maintenance and would only be spent in the case where such issues arose,
D -183
!!OJ PARKS &PUBLIC WORKS DEPARTMENT 0J
Landscape &Lighting Districts
PROPOSED
STATEMENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning ~und Balance
Designated
Un designated 58,248 61,090 62,512 60,354
60,354 53,414
Total Beginning Fund Balance 58,248 61,090 62,512 60,354 60,354 53,414
Revenues
Property Tax Assessments 8,100 4,527 4,530 4,500 4,500 4,500
Interest 1,510 2,640 1,950 2,000 1,700 1,500
Other Sources
Total Revenues 9,610 7,167 6,480 6,500 6,200 6,000
TOTAL SOURCE OF FUNDS 67,858 68,257 68,992
66,854 66,554 59,414
USE OF FUNDS
Expenditures
Salaries and Benefits
Operating Expcndinlfcs 5,368 5,085 7,978 12,480 12,480 12,480
Total Expenditures 5,368 5,085 7,978 12,480 12,480 12,480
Operating Transfers
Business Service Transfer 1,400 660 660 660 660 660
Total Operating Transfers 1,400 660 660 660 660 660
Ending Fund Balance
Designated
Undesignatcd 61,090 62.512 60.354 53,714 53.414 46,274
Total Ending Fund Balance 61,090 62,512 60,354 53,714 53,414 46,274
TOTAL USE OF FUNDS 67,858 68,257 68,992 66,854 66,554 59,414
D -184
PROPOSED
Parks &Public Works Department
VASONA HEIGHTS ASSESSMENT DISTRICT
FUND 235
FUND PURPOSE
This assessment district is adjacent to Blossom Hill and Robet1s Road,with open space numing between
the subdivision and the Los Gatos Creek Trail.The District was created to provide maintenance and
upkeep within the designated open space areas A,B,and C of Tract No.8280,of the Vasona Heights
Subdivision.All 32 assessments are assessed an alUlUal charge of S295 per parcel,continuing the
decrease in original propel1y assessments as agreed to by the propet1y owners and the Town Council in
FY 2001/02.
The district upkeep includes,trees,landscaping,ilTigation systems,trail,emergency access,aild a
retaining wall along Blossom Hill Road.The open space areas are maintained by contract,with cleanup,
trash control,irrigation maintenance,and landscape maintenance completed biweekly.
BUDGET OVERVIEW
During FY 200911 0,maintenance expenditures are anticipated to remain constant.The fund balance
surplus is held for use of current or future repair costs to the median island's irrigation system when the
irrigation controller and related pans need replacement or repairs,and for the streetlight when it needs
replacement and/or repairs.A S I ,000 contingency repair fund has been added to augment the fund
balance and specifically address emergency repair or restoration maintenance issues outside of nonnal
contracted maintenance and would only be spent in the case where such issues arose.
D ,185
!)O)PARKS &PUBLIC WORKS DEPARTME T 03
Landscape &Lighting Districts
PROPOSED
STATEMENT OF SO RCE AND USE OF F NOS
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
ACluals Acwals Actuals Adopted Estimated Adopted
SOURCE OF FU 'DS
Beginning Fund Balance
Designated
Undesignated 10.625 8,671 6.467 8,410 8,410 9,815
Total Beginning Fund Balance 10,625 8,67J 6,467 8,410 8,410 9,815
Revenues
Propeny Taxes 9,750 9,773 9,771 9.735 9.735
9.735
Interest 180 200 130 40 160 130
Olher Sources
lOla1 Revenues 9,930 9,973 9,901 9,775 9,895 9,865
TOTAL SOURCE OF FUNDS 20,555 18,644 16,368 18,185 18,305 19,680
USE OF FUNDS
Expenditures
Salaries and Benefits
Operating Expenditures 10.206 10,747 6.528 7,060 7,060 7,060
Total Expenditures 10,206 10,747 6,528 7,060 7,060 7,060
Operating Transfers
Business Service Transfer 1,678 1,430 1.430 1,430 1,430 1.430
TOlal Operating Transfers 1,678 1,430 J,430 1,430 1,430 1,430
Ending Fund Balance
Designated
Undesignated 8.671 6.467 8.410 9.695 9.815 11,190
Total Ending Fund Balance 8.671 6,467 8.410 9.695 9.815 11,190
TOTAL USE OF FUNDS 20.555 J8.644 16.368 18.185 18,305 J9,680
D -186
PROPOSED
Parks &Public Works Department
HILLBROOK DRIVE ASSESSMENT DISTRICT
FU D 236
FUND PURPOSE
This assessment district,encompassing the designated open space area within Tract No.3026 at the
comer of Blossom Hill Road and Hillbrook Drive,provides maintenance services for the trees,
landscaping,irrigation system and hardscape for the improved area in parcel #523-11-28 of the Hillbrook
Benefit Zone.AmlUal assessments remain constant for the 34 parcels at 550 each.
The district is comprised of 34 residences and a small park of approximately .26 acres.The landscape
contract for this assessment district includes maintenance of the lawn,trees,shrubs,and irrigation system.
This park is cleared of trash,mowed,and cleaned weekly.
B DGET OVERVIEW
During FY 200911 0,maintenance expenditures are anticipated to remain constant.The fund balance
surplus is held for use of current or future repair costs to the median island's irrigation system when the
irrigation controller and related parts need replacement or repairs,and for the streetlight when it needs
replacement and/or repairs.A 51,000 contingency repair fund has been added to augment the fund
balance and specifically address emergency repair or restoration maintenance issues outside of nonnal
contracted maintenance and would only be spent in the case where such issues arose.
D -187
ro PARKS &PUBLIC WORKS DEPARTMENT C!8
Landscape &Lighting Districts
PROPOSED
STATHIENT OF SOURCE AND SE OF FUNDS
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals ACluals Actuals Adopted Estimated Adopted
SO RCE OF FU 'DS
Beginning Fund Balance
Designated
Undesignated 15,997 12,764 10,021 7,532 7,532 4.032
Total Beginning Fund Balance 15,997 12,764 10,021 7,532 7,532 4,032
Revenues
Property Taxes 1,703 1,705 1,713 1,700 1,700 1,700
Interest 360 450 270 250 180 160
OilIer Sources
Total Revenues 2,063 2,155 1,983 1,950 1,880 1,860
TOTAL SOURCE OF FUNDS 18,060 14,919 12,004 9,482 9,412 5,892
USE OF FUNDS
Expenditures
Salaries and Benefits
Operating Expenditures 5,006 4,648 4.222 5.130 5.130 5,130
Total Expenditures 5,006 4,648 4,222 5,130 5,130 5,130
Operating Transfers
Business Service Transfer 290 250 250 250 250 250
TOlal Operating Transfers 290 250 250 250 250 250
Ending Fund Balance
Designated
ndesignatcd 12.764 10.021 7.532 4.102 4.032 512
Total Ending Fund Balance 12,764 10,021 7,532 4,102 4,032 512
TOTAL 'SE OF F NOS 18.060 14.919 12.004 90482 9.412 5.892
D -188
Community Services Department
DEPARTMENT PURPOSE
The Community Services Depal1ment serves as the center for programs that enrich the life of the
community.The Depanment is committed to the following:
•Identifying and responding to the needs of a diverse population,with programs that serve seniors,
yomh, families,homeowners,renters,and low-income residents
•Promoting a spirit of hometown community by including volunteers and program pal1icipants as
integral paI1s of ongoing projects
•Facilitating communication between local human service providers in order to increase effectiveness
and to continually improve programs through shared expel1ise and resources
•Managing Towll compliance with a variety of Federal and State programs,targeting related
resources toward identified local priorities
•Encouraging a sustainable future by promoting environmentally sound programs and initiatives
BUDGET OVERVIEW
The FY 2009/10 depanment budget reflects a moderate decrease in revenues and expenditures.Overall,
the budget is approximately 7%less than the prior year's budget with the scope of services remaining the
same.The Depanment's revenue,which comes from the General Fund,is made up of fees,grants,and
donations.FY 200911 0 expenses in the Housing program are lower to reflect the number of BMP sales
anticipated in the fiscal year.Revenues from the BMP in-lieu fund used to offset BMP costs are expected
to be lower.Expenditures have also decreased as a result of lower housing-related contractual expenses.
Reductions were also realized in the Conservation,Recycling,and Sustainability Program due to the
completion of special projects.
Additional reductions are reflected in the 1 eighborhood Center program budget.Special event expenses
have been reduced below FY 2008/09 without impacting service levels.This reduction will limit future
event expansion or enhancement opportunities.
The Depal1ment will continue to take a lead role in promoting the Town's sustainability and
environmental initiatives.It is anticipated that the greenhouse gas emissions inventory will be completed
by the end of FY 2008/09,which will position the depanment to begin work a plan to monitor and
implement a carbon reduction program.
D-189
!J:)COMMUNITY SERVICES DEPARTMENT 03
ACCOMPLISHME 'TS
Strategic Goals Accomplishments
Good Governance
Ensure responsive,•Published and circulated 16,000 copies of the Town Fall and Spring Vista
accountable and and AJUlUal Report
collaborative
governance
Civic E"richment
Foster
opportunities for •Successfully pl3lUled and held an 31Ulual Fourth of July,Music in the Park
civic engagement,and Screen on the Green events.
and cultural,•Installed six exhibits by local artists in the Council Chambers.
recreational and
individual
enriclunent
Commuuity
ChaN/Cler
Preserve and
enhance the •Completed sale of three Below Market Price homes.appearance •Completed environmental and sustainability initiatives,including acharacterand
envirOlUl1ent Greenhouse Gas Emissions Inventory and Growing Greener campaign.
quality of the
conUllUnity
D -190
ro COMMUNITY SERVICES DEPART 'lENT 03
DEPARHIE:\TAL SU~I~IARY OF RE\'E:\UES A:\D EXPENDITURES
2005/06 1006/07 1007/08 1008/09 1008/09 2009/10
AClUnls AClUals ArlUnls Adopted Estimated Adopted
REYE 'UES
111lergol"emme"tal 47.700 45.714 46,700
Sen'ice Charges 100.113 1.141.260 120.838 156.400 146.600 127,870
Illterest
Other Sources 73.402 76.650 84.778 78.000 104.995 87,300
TOTAL RE\'ENUES S 173.515 51.217.910 S 205.616 S 282.100 S 197.309 S 261,870
EXPENDITURES
Salaries (lIId Benefits 400.133 411.229 436.279 609.900 498.900 591,963
Operating Expenditures 131.818 I.I 56.994 181.647 361.110 319.520 319,210
Grollis 109.615 114.615 119.765 130.290 130.290
118,030
Fixed Assets 7.346
II/fernol Se/Tice Charges 224.362 261.004 263.966 274.200 270.800 24 I ,348
TOTAL EXPENDITURES 5 866,018 SI,943,841 5 1.009,003 51,375,510 51,119,510 5 1,270,551
GENERAL FUND EXPENDITURES BY PROGRAM
Administration 141.311 145.126 132.533 171.000 124.300 163,225
Neighborhood Center 395.404 432.417 515.646 526.300 497.400 481,965
HOllsing Program 101.017 1.134.751 132.944 152.150 131.900
136,164
Community Grants 150.156 153.628 145.638 159.290 141.890 144,934
Arts &Cuhurc 75.461 74.167 80.402 95.550 95.300 92,647
Suslainabilil)'260.520 211.300 243,916
A82020 Grams 7.700 2.700 7,700
Pass Through Accounts 2.679 3.753 1.840 3.000 14.720
TOTAL GF EXPENDITURES 5 866.Q18 51.943.841 5 1.009.003 51.375.510 51.219.510 5 1,270.551
The above program fOuds reflecI General Fund programs.Additional Community Sen "ice programs are reflected
111 separcl1e Special Re\"enue FUlldsfolloll'ing the General Fund portion ofthis seclion.
D -191
w COMMUNITY SERVICES DEPARTMENT 03
DEPARTMENT STAFFlL'IG
Full Time Equillftlellt (FTE)
Authorized 2005106 2006/07 2007/08 2008/09 2009/10
General FUlld Positions Funded Fuuded Funded Funded Fuuded
Community Services Dil".0.95 0.70 0.70 0.70 0.95 0.95
Administrative Analyst 0.45 0.25 0.25 0.25 0.45 0.45
Administrative Secretary 1.00 0.90 0.90 0.90 1.00 1.00
Senior Coordinator 1.00 1.00 1.00 1.00 1.00 1.00
Volunteer Coordinator 0.75 075 0.75 0.75 0.75 0.75
Secretary I 1.00 0.30 1.00 1.00
Total Geueral Fuud FTEs 5.15 3.60 3.60 3.90 5.15 5.15
NON-General Fund FTEs (in Community Services Department programs unless otherwise noted)
CDBG Program
Community Services Dir.0.05 0.05
0.05
Administrative Analyst 005 0.20 0.20 0.20 0.05 0.05
Total CDBG FTEs 0.05 0.25 0.25
0.25 0.05 0.05
Redel1elopmelll Agency (FTEs ill Redevelopmellt Agency Budge/III/der Fund 960)
Community Services Oir.0.05 0.05 0.05 0.05 0.05 0.05
Total Redevelopment FTEs 0.05 0.05 0.05 0.05
0.05 0.05
Solid Waste MallagemeJl1
Community Services Dir.0.20 020 0.20
Administrative Analyst 0.05 0.05 0.05
Administrative Secretary 0.10 0.10 0.10
Secretary I 0.70
Total Solid Waste FTEs 0.35 0.35 1.05
Total Community Sen'.FTEs 5.25 4.25 4.25 5.25 5.25 5.25
Temporm:v Staff *
Recycling Coordinator 1,040 1.040
Office Clerk 160 160
Secretary II 832 832
Facility Attendant 470 470
470 470 470
Total Annual Hours 2,502 2,502 470 470 470
D-192
Community Services Department
COMMUNITY SERVICES ADMINISTRATION
PROGRAM 6101
PROGRAM PURPOSE
The Administration Program supports the delivery of all services provided by the Conullunity Services
Depal1ment through maintaining a responsive,global focus for the department,and ensuring departmental
resources are allocated appropriately.Program staff serves as a point of contact for residents seeking
refelTal to a variety of human service organizations;provides staff supp0l1 to the Town's Conullunity
Services Comm..ission and several ad hoc committees;and manages special projects)including production
and publishing of the Town's conU1lUnity newsletter.
BUDGET OVERVIEW
The primary work in this program is intel11ally focused;program staff coordinates the resources of the
depal1ment as a whole.One of the major extemal services of the program is the development and
dissemination of public infol111ation.Ongoing public information effol1s include the Townnews]etter,the
Los Gatos Vista,special event publicity,and the Town"s AlUlUal Repol1.For FY 2009110,production of
the Vista will be reduced from twice a year to once a year generating expenditure savings.The Vista will
be published in the Spring,followed by the Annual Report in the Fall and sent via direct mail to all Los
Gatos addresses.Staff will continue to work with staff in the Town Manager's Office and other
departments to improve the quality and coordination of Town public infollllation effol1s.Staff will also
continue 10 pal1icipate in the Town General Plan pdate.
D -193
ro COMMUNITY SERVICES DEPARTMENT 03
Administration
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Service Charges
I"terest
Other Sources
TOTAL REVENUES S S S S S S
EXPENDITURES
Salaries and Benefits 107,572 108,503 98,379 124,500 91,700 117,267
Operating Expelulilures 21,701 23,6;26 21,451 33,700 20,900 33,700
Fixed Assets
II/temal Service Charges 12,038 12,997 12,703 12,800 11,700
12,258
TOTAL EXPENDITURES S 141,311 S 145,126 S 132,533 S 171,000 S 124,300 S 163,225
FY 2009/10 KEY PROJECTS
Strategic Goals KEY PROJECTS
Good TowlI Newsletter
Governallce The Town newsletter,the Los Gatos Vista,provides Ihorough,effective,and
Ensure professional conveyance of informa1ion to residents.It will be produced each Spring,
responsIve,followed by the Atmual Rep0l1 in the Fall,and sent via direct mail to all Los Gatos
accountable addresses.
and
collaborative
governance
Public Safety Emergency Preparedness
Ensure public In coordination with the Town Manager's Office and Police Depat1ment,the Conununity
safety tlu'ough Services Depm1ment will continue to implement the campaign to assist residents and
proactive businesses to develop a plan for self-sufficiency during a natural or man-made disaster.
comnlunity In the event of an emergency,Conu11lmity Services is responsible for organizing and
policing,implementing the Emergency Volunteer Center m conjunction with other local
affective governments in the area.The Emergency Volunteer Center will serve as the centralemergency
response,and meeting point for local volunteers to gather and accept volunteer assignments related to
conununity-the emergency.Focus during the next year will be placed on assisting homebound
wide residents with developing emergency plans.
emergency
preparedness
D -194
ro COMMU 'ITY SERVICES DEPARTMENT 03
Administration
KEY PROGRAM SERVICES
•Produce and distribute one issue of the Town newslener alU1Ually,the Town Annual Repon in
cooperation with the Town Manager's Office,and other conununications materials as needed
•Manage the Depm1mental budget,and track fiscal and program perfonnance
•Provide staff suppon to the Conununity Services Conmlission,its subcomminees,ad hoc
conuninees,and projects
•Manage implementation of the General Plan's Human Services Element
•1anage effective use of Departmental persOlmel and related resources
ADMINISTRATlO:>l PROGRA~I STAFFL"G
Full Time Equivalent (FTE)
Authorized 2005/06 2006/07 2007108 2008/09 2009110
TOlj!1l Staff Positions Funded Funded Funded Funded Funded
COllllllunity Services Oir.0.30 0.25 0.25 0.25 0.30 0.30
Administrative Analyst 0.10 0.10 0.10 0.10 0.10 0.10
Administrative Secretary 0.55 0.55 0.55 0.55 0.55 0.55
Tot~1 Administration FTEs 0.95 0.90 0.90 0.90 0.95 0.95
2005/06 2006/07 2007/08 2008109 2009110
TempOl'ury Staff Funded Fuuded Funded Funded Funded
Office Clerk 80 80
Total Annual Hours 80 80
D -195
D -196
Community Services Department
NEIGHBORHOOD CENTER
PROGRAM 6201
PROGRAM PURPOSE
This program encompasses the primary services provided by the Conul1unity Services Department
directly to its customers,including Neighborhood Center facility use,the Senior Program,and the
Volunteer Program.In addition,the program has the lead role in the coordination of Town-sponsored
special events.
Neighborhood Cenfer
The Los Gatos Downtown Neighborhood Center benefits Los Gatos'senior citizens,youth,civic and
service groups,and cOJ11l11unity residents.As part of a comprehensive conul1unity strategy to meet the
needs of Los Gatos residents,programs at the Neighborhood Center include a variety of services and
activities in such areas as education,creative al1s ,counseling,recreation,leadership development,health,
nutrition,social work,and other suppol1ive services.Rooms in the Neighborhood Center are rented for
community activities and private panies,and leased on a monthly basis to a nonprofit organization that
provides human services to frail elderly residents.
Sellior Program
The Senior Program seeks to promote a feeling of community and conul1unity involvement among
seniors;to enhance existing programs that provide for the physical,social.and mental well-being of
seniors and their families;to identify and meet unfilled senior service and activity needs:and to increase
proh'Tam panicipation through public awareness of the Senior Program.
Volullteer Program
The goals of the Volunteer Program are to create a spirit of cooperation between the Town organization
and the community;to promote civic pride and community involvement:to enhance existing programs
and help deliver a higher level of service to the community;and to bring a broad spectrum of volunteer
experiences and additional skills to the Town.
Special Evenfs
The ConmlUnity Services Depanment oversees the management and implementation of special events
including the annual 41h of July celebration and Screen on the Green.
D-197
ro COI\'IM:U 'ITY SERVICES DEPART 'lENT 03
Neighborhood Center
BUDGET OVERVIEW
Costs related to special events were moved to the leighborhood Center in FY 2008/09 to reflect work
that is done by staff to organize and implement the events.The FY 2009110 budget reflects a SI5,OOO
reduction in special event expenses.This reduction will impact the ability to expand special events in
scope and number.
S .'IMARY OF REVENUES AND EXPENDITURES
2005106 2006/07 2007/08 2008/09 2008/09 2009110
Actuals AClunls Actuals Adopted Estimated Adopted
REVENUES
Sen-ice Charges 3,092 465 545 1,200 600 600
Iliterest
Other Sources 32,155 28,460 27,755 24,000 25,000 25,000
TOTAL REVENUES S 35,247 S 28,925 S 28,300 S 25,200 S 25,600 S 25,600
EXPENDITURES
Salaries and Benefits 188,285 197,005 238,098 237,800 217,400 237,377
Opert/ring Expendirures 14,711 9,606 41,728 55,600 47,700 41,600
Fixed Assets
II/lema!Service Charges 192,408 225,806 235,820 232,900 232,300 202,988
TOTAL EXPENDITURES S 395,404 S 432,417 S 515,646 S 526,300 S 497,400 S 481,965
D-198
ro COMMUNITY SERVICES DEPARTMENT 03
Neighborhood Center
FY 2009/10 KEY PROJECTS
Strategic Goals KEY PROJECTS
Good Logistics Team
Govel'llallce Ln an effort to provide improved customer service and a streamlined application process
Ensure that efficiently utilizes Town resources,the Conununity Services Depm1ment facilitates
responSIve,the Logistics Team for special events.The Logistics Team coordinates multiple
accountable resources including Police,Parks,and Maintenance as well as other services as needed
and for special events.
collaborative
govenlance Senior Services
During the next fiscal year,staff will convene senior service providers,both
govenunental and non-profits,to explore opportunities for enhanced cooperation and
pal1nerships.
Civic Com m tltIity Utlity
Ellrichmellt Conununity Unity is a grassroots effol1 to bring together Los Gatans focused on
Foster maintaining and improving conununity,building community partnerships,and fostering
oppol1unities civic pride.The Town's role,in which the depal1ment takes a lead,is that of a facilitator
for civic of the forum through which volunteer partnerships are made and maintained.This
engagement,forum has taken the shape of the COIll_lllunity Unity website,www.losgatosca.gov/cu.
and cultural,During FY 09/10,the depal1ment will continue to solicit projects for the website and to
recreational make referrals;it will also continue its additional outreach eff0l1s to youth.
and individual
em-ic)unent
KEY PROGRAM SERVICES
•In coordination with Building Maintenance staff,manage eighborhood Center facility
maintenance and improvements
•Manage long-tenll Neighborhood Center lease and hourly facility rentals
•1anage the Town's Volunteer Program
•Manage the Senior Program and the Senior Center.including provtSlon of Case Management
services
•Manage Town-wide special events,such as the annual July 4"'Celebration and Screen on the Green,
and take a lead role on the Town-wide Logistics Team
•Build conullunity pal1nersh.ips through the Conullunity Unity effol1
D -199
Full Tillie Equ;l'aleur (FTE)
!)OJ COMMUNITY SERVICES DEPARTME T 03
Neighbol·hood Center
NEIGfiBORfiOOD CENTER PROGRAM STAffiNG
Authorized 2005/06 2006/07 2007/08
Tolt'll Stuff Positions Funded Funded Funded
Community Services Dir.0.15 0.15 0.15 0.15
Administrative Analyst 0.05
Administrative Secretary
Senior Coordinator 1.00 1.00 1.00 1.00
Volunteer Coordinator 0.55 0.75 0.75 0.75
Secretary I 0.40 0.20
Total Neighborhood Center FTEs 2.15 1.90 1.90 2.10
2008/09 2009/10
Funded Funded
0.15 0.15
0.05 0.05
1.00 1.00
0.55 0.55
0.40 0.40
2.15 2.15
2005/06 2006/07 2007/08 2008/09 2009/10
TempomrJI Staff Funded Funded Funded Funded Funded
Office Clerk 80 80
Facility Anendant 470 470 470 470 470
Total Annual Hours 550 550 470 470 470
D·200
ro COMMUNITY SERVICES DEPARTMENT 03
Neighborhood Center
2005/06 2006/07 2007/08 2008109 2009/10
Performance Objectives and Measm'es Actual Actual Actual Estimated BudgN
I.Seek fa prolllole a feeling ofCOllllllllllity alld COI/II/lIIl1iIY
illI'oh'emclIl among sCl/iors.
a.Percentage of participants in Town Senior Program 100%100%100%100%100%
activities who are satisfied with the program:
2.Creole a spirit Qfcooperation beMeclI the Tmnl
orgolli::mioll (lIId rhe comllll/Ility.
a.Percentage of Town volunteers who find their 100% 100%100%100%100%
participation in Town volunteer aClivitics to be a
positive experience:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and \Vorkload Highlights Actual Actual Actual Estimated Budget
I.Number of Neighborhood CCllIcr applications 58 49 43 40 40
processed:
2.Number ofhollrs Neighborhood Center is reserved by 3,076 3.141 3.784 4.000 4.000
application:
3.Number ofScnior Center programs and services offered 15 15 15 15 15
monthly,bi-l11omhly.quarterly,and annually:
4.Number orSenior CCllIcr programs and services offered 8 8 8 8 8
weekly:
5.Number of participants in Case ivlanagelllcllt:35 36 34 32 32
6.Total number of hours volunteered Town-wide:41.960 34,388 36.859 36.800 36.800
7.Total value of volunteer hours:51.033.195 5891.600 5830.887 5838.000 5838.000
*Starting in FY 07/08.tbe total hours of Neighborhood Center use was calculated to include Rccrealion Department rcservaliolls.
D -201
D -202
Community Services Department
ARTS &CULTURE
PROGRAM 6204
PROGRAM PURPOSE
The Al1s and Culture Program provides SUppOl1 for the Town's Ans Conunission and the Ali Selection
Panel,and their projects.The Al1S Conunission facilitates the advancement of the al1s through a variety
of programs,including the annual f\1usic in the Park SUtllil1er concert series,the ongoing Art in the
Council Chambers exhibits,and special al1s projects.The Conmtission also makes reconunendations to
the Town Council regarding allocation of the annual conu11lll1ity grant funds to arts,cultural,and
educational nonprofit organizations.The AI·t Selection Panel reviews proposals £i·om anists for
development and installation of public 311.
BUDGET OVERVIEW
The Music in the Park (MlP)sununer concen series is funded by private donations,which cover all direct
costs of the series,and is coordinated by the Al1S Conunission.In addition,the Town provides in-kind
services in the fOl1n of administrative and sUppOli staff resources.In Febmary 2009,Council approved
the staff and AI·ts Conunission reconUllendation to authorize staff to negotiate an agreement with Los
Gatos Music &AI·t to transfer coordination and management of MlP to the non-profit agency.This
action will relieve the AliS Commission of all fundraising and volunteer efforts associated with the
concert series.Although cost savings will not be experienced until an agreement is in place,staff
capacity will be increased as suppOli to the event and the Commission is reduced.Ali in the Council
Chambers,and support of the two Council-appointed bodies,will remain constant ji·Oln previous years.
0-203
RJ COMMUNITY SERVICES DEPARTMENT 03
Arts and Culture
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Sel1'ice Charges
Interest
Other Sources 38,568 38,441 42,532 51,000 52,000 52,000
TOTAL REVENUES S 38,568 S 38,441 S 42,532 S 51,000 S 52,000 S 52,000
EXPENDITURES
Salaries and Benefits 26,882 27,560 27,888 33,400 34,000 31,327
Operating Expendifllres 42,390 39,560 45,168 54,850 53,900 54,850
Fixed Assets 7,346
Grants
II/remal Service Chmges 6,189 7,047 7,300 7,400 6,470
TOTAL EXPENDITURES S 75,461 S 74,J 67 S 80,402 S 95,550 S 95,300 S 92,647
FY 2009/10 KEY PROJECTS
Sh'ategic Goals KEY PROJECTS
Civic Music ill the Park (MIP)
Enrichment Coordinated jointly by the A11S Conunission and depal1ment staff,MIP is a SUlTuner
Foster series of fiee musical concerts held on Sunday aftemoons.MIP is an eXlremely popular
oppoI1tIIlities event,which has emiched the conununity and added vitality to the downtown area since
for civic 1988.A11s Commission members raise private donations to cover all production costs.
engagement,Hundreds of volunteer hours go into raising funds for and producing Music in the Park.
and cultural,It is anticipated that Music in the Park coordination will be transfelTed to a non-profit
recreational agency during FY 200911 O.
and individual
em"iclmlent Art ill the COUllcil Chambers
The A11s Conunission,with staff assistance,installs and curates six art exhibits in the
Council Chambers each year.Tllis program allows the Town Council and residents to
enjoy a wide variety of art expression,and provides local artists a venue in which to
display their work.
D-204
ro COMMUNITY SERVICES DEPARTMENT 03
Arts and Culture
KEY PROGRAM SERVICES
•Provide staff support to the At1S Commission.its subconunittees,ad hoc conunittees,and projects
•Provide staff sUpp0l1to the At1 Selection Panel,its subcommittees,ad hoc committees,and projects
•Provide program oversight,staff suppon,and fiscal accounting for Music in the Park
•Provide program oversight,staff SUppOI1,and fiscal accounting for An in the Council Chambers
ARTS &CULTURE PROGRA~I STAFFI'(G
FilII Time Eqllil'lllcllt (FTE)
Authorized 2005/06 2006/07 2007/08
TOII'II Stllff Positions Funded Funded Funded
Community Services Dir.0.10 0.10 0.10 0.10
Administnttive Secretary 0.15 0.15 0.15 0.15
Total Arts &Culture FTEs 0.25 0.25 0.25 0.25
D-205
2008/09
Funded
0.10
0.15
0.25
2009110
Funded
0.10
0.15
0.25
ro COMMUNITY SERVICES DEPARTMENT 03
Arts and Culture
2005/06 2006/07 2007108 2008/09 2009110
Performance Objectives and l\1easures Actual Actual Actual Estimated Budget
I.Fosler a comprehellsil'e arts elll';ronmem witllillihe
TomJ ,"rough ,he support.del'elopmelll.alld
appreciation ofthe arts.
a.Percentage of Music in the Park concert auendces 100%100%100%100%100%
satisfied with the experience:
b.Percentage of public art pieces in good to excellent 86%86%86%86%86%
condition:
c.Resident satisfaction with Arts and Cultural 0.99 0.99 0.99 0.99 0.99
opportunities in Los Gatos:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Number of Art in the Council Chambers exhibitions 6 6 6 6 6
installed and cllrated:
2.Number ofvolu11Icer hours donated to Arts Commission 1209 758 786 775 400
projects:
3.A verage number of attendees at Music in the Park 1,600 1,600 2,000 2,500 3,000
concerts:
D -206
Community Services Department
COMMUNITY GRANTS
PROGRAM 6205
PROGRAM PURPOSE
The Community Grants Program manages all Town grants to nonprofit agencies providing human
services and aJ1,cultural,and educational programming so los Gatos residents may maintain or improve
their quality of life.Program staff seeks out and manages grant contributions from other public and
private sources and works to improve conul1unications between grant recipients to encourage
collaboration,increase effectiveness,and eliminate duplication of effort.Grants are allocated through a
competitive process.l-Iuman Services Agency grant applications are reviewed by the Community
Services Commission;the AI1S Commission reviews Arts and Cultural Agency applications.Both
Comm..issions then make funding recommendations to the Town Council.
BUDGET OVERVIEW
For several years,the Town has granted approximately S100,000 in General Fund monies alUmally to
local nonprofit organizations,for human,al1s,and cultural services.These grants are in addition to the
approximately S27,000 of Conununity Development Block Grant (CDBG)funding to local non-profit
agencies,for human services,that the depal1ment administers each year.The Town also provides in-kind
donations of subsidized leases to A Place for Teens,the Los Gatos Museum Association and Los Gatos-
Saratoga Conununity Education and Recreation,as well as an alUmal Conununity Contribution grant to
the Los Gatos Museum Association.The value of the leases is reflected in the Reference section as an in-
kind contribution.
All nonprofits funded tlu'ough the Community Grants Program provide valuable human services to Los
Gatos Residents.FY 2008/09 CBDG funding level of S32,730 has been reduced to 527,050 for FY
2009/10.Human service agencies anticipate that service levels will be impacted.
D -207
R>COMMUNITY SERV1CES DEPARTMENT C!:(l
Community Grants
SUMMARY OF REVEN ES AND EXPEND IT RES
2005/06 2006/07 2007/08 2008/09 2008109 2009110
Acruals Aetuals Actuals Adopted Estimated Adopted
REVENUES
Sen'ice Charges
Interest
Other Sources 2.975
TOTAL REVE 'UES S S S S S 2,975 S
EXPENDITURES
Salaries and Benefits 33,862 33,556 26,047 33,600 17,400 32,325
Operating Expendill/res 235 183 647 1,100 300 1.100
Fixed Assels
Grallts·109,615 112,615 111,765 117,290 117,290 105,030
/mernal Sen/ice C/ullges 6,444 7,274 7,179
7,300 6,900 6.479
TOTAL EXPENDITURES S 150,156 S 153,628 S 145,638 S 159,290 S 141,890 S 144,934
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Civic Enrichmellt Local NOli-Profit Assistallce
FOSler opportunities Staff will implement the first year of the two-year funding cycle for human service
for civic grants.The two-year funding cycle was initiated based on Conununity Services
engagement,and Conunission and staff review of besl practices.
cultural,
recreational and
individual
enriclunenl
D -208
ro COMMUNITY SERVICES DEPARTMENT 03
Community Grants
KEY PROGRAM SERVICES
•Manage alUmal Conullunity Grant allocation process
•Administer alUmal grant agreements;track perfomlance and funds distribution
•Monitor local provision of human services,and serve as a resource for local nonprofit service
agencies
CO~I~I NITY GRANT PROGRAM STAFFING
Full 7i"mc Equ;\'fllcut (FTE)
Authorized 2005/06 2006/07 2007/08
To ..."Staff Positions Funded Funded Funded
Community Services Dir.005 0.05 0.05 0.05
Administrative Analyst 0.10 O.tO 0.10 010
Administrative Secretary 0.10 0.10 0.10 0.10
Total Community Grant FTEs 0.25 0.25 0.25 0.25
0-209
2008/09 2009/10
Funded Funded
0.05 0.05
0.10 0.10
0.10 0.10
0.25 0.25
ro COMMUNITY SERVICES DEPARTMENT C'3
Communit)'Grauts
GRANTS SU~IMARY
2005/06 2006/07 2007108 2008/09 2009/10
Source ACluals Accuals Actuals Funded Funded
I-Iuman Services
Catholic Charitiesfl.TC Ombudsman COSO 7,680 7,6 0 7.680 7.680 7,370
Emergency Housing Consortium Town 1.574 1,574 1,574
Second Harvest Food Bank COSO 3,802 3,802 3.802 3,800 4,800
Live Oak Adult Day Services COSO 12.988 12,988 12,988 12.990 12.470
Live Oak Sf.Nutrition and Service Town 27.456 27,456 27,456 27.460 26,360
Next Door Solutions Oem.Violence Town 12.000 12.000 8,903 12.000 11.520
Parents Helping Parents Town 1,920 1.920 1.920 1.920
1,840
A Place for Tcens Towll 10.840 13,340 13.340 12,000 10,940
Support lelwork Town 4,800 4,800 4,800 4.800 4.600
SJSU FoundalionfThe Health Place COSO 12,211 12,211 11,094 8.260 2,410
SJSU FoundationfThe Health Place Town 4,681 4.681 5,798 8,630 13.810
Teen and Family Counseling Center Town 27,044 27,044 27,044 27,050 25,390
United Way -211 Funding Town 2.500 2,500 2,400
Totall-lumllll Services Grants 126,996 129,496 128,899 129,090 123,910
Art I Education
Art Docents of Los Gatos TOWIl 4.500 4,500 4,500 4.500 4,260
Festival Theatre Ensemble Town 1,000 1,000 1,000 1,000 900
Los Gatos COllllllunity Concert Town 870 870 1,000 1,000 1,000
Photographic Guild of Los Gatos Town 1,000 1,000 1,000
51.Lukc's/Sunsct Concert Series Town 500 500 1.000 1,000
Cinccats Town 500
Total Art I Education Grants 6.870 7,370 7,500 8,500 8,160
Community Contributions
Los Gatos Museum Association Town 12.430 12.430 12.430 12.430
12,430
TOlal Community Contributions 12.430 12.430 12.430 12.430 12,430
COSG To ••1 COSO 36.681 36,681 35.56~32,730 27,050
Town's Gelleral Fund Total Towll 109.615 112.615 113.265 117.290 117,450
Grand Toml ALL S 146,296 S 149.296 S 148,829 S 150.020 S 144,500
0·210
au COMMUNITY SERVICES DEPARTME 'T 03
Community Grants
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.Encourage callabamtioll.increase effeCfil"elless.and
eliminate duplicmion ofe..ffon among grallt recipients.
a.Percentage of grant recipients satisfied with the gram 100°0 100%100%100°0 IOOo~
allocalion process:
2.."'{wage gmllts /0 nonprofit agencies proridillg hllmall
sen'ices lind arr.c,,/Illm/.and educational
programming so Ihm Los Gmos residems may
maimai/l or impro\'e their quality oJI(fe.
a.The average percentage of a grantee's budget thai 2.5%2.8%0.6%3.7%3.0%
comes from the Town's grallt conrributions:
2005/06 2006/07 2007/08 2008/09 2009110
Activity and \Vorkload Highlights Actual Actual Actual Estimated Budget
I.Grant Agreements administered:
a.Number of Human Service grants:8 8 8 8 8
b.Number of AI1sfCuituraifEducational grants:5 5 5 5 5
c.Number of Community Contribution grants:
2.Total dollar amount of General Fund granl agrecmcnts 597.185 5 I 00.185 595.Q92 596.360 596.870
administcred:
3.Number of Los Gatos residenls directly served by Town 5.261 5.762 4.960 5.000 5.000
grant-funded organizations:
D -211
D -212
Community Services Department
CONSERVATION,RECYCLI G &SUSTAIN ABILITY
PROGRAM 6302
PROGRAM P RPOSE
The purpose of the Conservation,Recycling and Sustainability Program is to encourage and promote
initiatives that will reduce hannful impacts on the enviromnent.Through a multi-faceted approach,the
Program maximizes diversion from landfills in order to protect public health and safety,and the
envirOlUllent and promotes programs to encourage a sustainable future.Staff works to encourage:
I)Sustainability initiatives to reduce harmful impacts on the enviromnent
2)Conservation of natural resources
3)Source reduction,to reduce the generation of wastes
4)Recycling and composting of materials
5)Transfonnation of wastes,such as waste-to-energy processes
6)Landfilling,as a last res0I1,for management of remaining materials
As required by the California Integrated Waste Management Act of 1989 CAB 939),the Town must divel1
a minimum of 50%of its waste from the landfill.Staff manages compliance with AB 939 requirements,
monitors and evaluates existing waste collection and recycling programs,and recOinmends new programs
to meet diversion objectives.Staff also actively panicipates in the West Valley Solid Waste Management
Authority,the local joint powers authority for managing the solid waste vendor contracts.
The fund balance of the fonner Solid Waste Management Fund was transferred to the General Fund as
Conservation,Recycling and Sustainability Program in FY 2008/09.These funds have been designated
for the purpose of implementing environmental initiatives to suppon a sustainable future.
BUDGET OVERVIEW
The FY 200911 0 budget reflects a decrease in funding for the administration of the JPA in anticipation of
reduced management costs.There is also a slight decrease in funding for sustainability effons.Funding
for special projects,such as the Greenhouse Gas Emissions Inventory and Reduction Plan will be
suppol1ed by General Plan Update program fees.Also included in the Conservation,Recycling.and
Sustainability budget program is AB 2020,the State Beverage Container Grant.which will be used to
supp0l1 the Town's "green"effort and "Keep Los Gatos Beautiful"activities.
D -213
!)OJ COMMUNITY SERVICES DEPARTMENT 03
Conservation,Recycling &Sustainabitity
STATEMENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07
2007108 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
:IDesignated
Undesignated 250,037 329,914 338,850 296,554 296,554
Total Beginning Fund Balance 250,037 329,914 338,850 296,554 296,554
Revenues
r
Intergovernmental 51,123 50,424 41,043
:IOtherSources337,374 221,081
Total Revenues 388,497 271,505 41,043 -I
Operating Transfers
Transfers from General Fund 224,110
Total Operating Transfers 224,110
TOTAL SOURCE OF FUNDS S 638,534 S 601,419 S 604,003 S 296,554 S 296,554 S
USE OF FUNDS
Expenditures
Salaries and Benefits 152,861 165,137 143,000
Operating Expenditures 90,109 59,974 156,291
Fixed Assets
Internal Service Charges 7,315 7,858 8,158 -:
TOlal Expenditures 250,285 232,969 307,449 -:
Operating Transfers
Business Service Fee Transfer 58,335 29.600 296,554
Total Operating Transfers 58,335 29,600 296,554
Ending Fund Balance
Designated
Undesignated 329.914 338.850 296.554 296.554
Total Ending Fund Balance 329,914 338,850 296,554 296,554 -;
TOTAL USE OF FUNDS S 638,534 S 601,419 S 604,003 S 296,554 S 296,554 S
•The jill1d balance af fheformer Solid WaSfe Managemel/t Fund was tral/sferred /0 the Gel/eral Fund as
COl/servafiol/,Recyclil/g al/d Sus/ail/ability Program in FY 2008/09.
D -214
w COMMUNITY SERVICES DEPARTMENT 03
Conservation,Recycling &Sustaillability
SUMMARY OF REVENUES AND EXPENDITURES
2005106 2006107 2007108 2008109 2008109 2009110
ACUlals Actuals Actuals Adopted Estimated Adopted
REVENUES
I Jlfergol'emlliellral 40,000 38,000 39,000
Sen'ice Charges 3.050
TOTAL REVENUES S S S S 43,050 S 38,000 S 39,000
EXPENDITURES
Salaries find Belle./irs 125,700 97,900 123,037
Operating Expendilures 129.120 108,700 115,100
Imemal SelTice Charges 5,700 4,700 5,779
TOTAL EXPENDITURES S S S S 260,520 S 211,300 S 243,916
AB2020 BEVERAGE CONTAINER GRANT
Program 6303
SUMMARY OF REVENUES AND EXPENDITURES
2005106 2006107 2007108 2008109 2008109 2009110
Actuals Actuals Aetnals Adopted Estimated Adopted
REVENUES
IIlrergol"el"/llllelltal 7,700 7,714 7,700
Selyice Charges
IlIleresl
Or!ler SO/frees
TOTAL REVENUES S S S S 7,700 S 7,714 S 7,700
EXPENDITURES
Salaries find Bellefils 2,000
Opemrillg Expelldi1llres 5.700 2.700 7,700
Fixed Assets
Grams
II/ternal Sen 'ice Charges
TOTAL EXPENDITURES S S S S 7,700 S 2,700 S 7,700
D -215
Strategic Goals
Commuuity
Character
Preserve and
enhance the
appearance
character and
envi.ronment
quality of the
community
ro COMMUNITY SERVICES DEPARTMENT 03
Conservation,Recycling &Snstainability
FY 2009/10 KEY PROJECTS
KEY PROJECTS
Collectioll Service
The Town is an active member of the West Valley Solid Waste Management Authority,
a joint powers authority (JP A)that contracts for solid waste collection,recycling,and
disposal services for residential and commercial customers in Los Gatos,Campbell,
Monte Sereno,and Saratoga.In FY 2006/07,a new hauler,West Valley Collection and
Recycling,began service to the Authority member cities.During FY 2009/10,Staff will
continue to work with the JPA and West Valley Collection and Recycling as it enters
into its third year of providing service to West Valley cities.
Keep Los Gatos Beautiful
April is "Keep Los Gatos Beautiful"month,and a full slate of activities is planned.The
campaign celebrates National Ealth Day,National Arbor Day,and National Volunteer
Recognition Week,all of which occur during the month of April.Keep Los Gatos
Beautiful events are funded in patt by state Beverage Container Grant funds.
Commullity Garage Sale
The Community Garage Sale has been a pmtnership between the Town of Los Gatos,
the City of Monte Sereno and the County of Santa Clara.The County has indicated that
it is focusing on other efforts and will no longer be participating in the joint program.
During the coming months,staff will work with Monte Sereno staff to develop a less
staff-intensive program.
COllllllunity Outreach alld Awareness
Program staff will coordinate a variety of waste prevention and resource conservation
conununity outreach activities,to promote recycling and waste reduction,such as
Second Chance Week and America Recycles Day.
Green Busiuess Education
Staff coordinates the promotion of green business educational programs including the
Growing Greener Together"campaign.
EIlI';rolllllellfal alld Susfa;llability Initiatives
The DepaIlment has taken a leadership role in promoting the Town·s sustainability and
envirolUllental initiatives.Staff will work closely with Joint Venture Silicon Valley
Network,Cities for Climate Protection and Sustainable Silicon Valley to develop a plan
for monitoring and implementing carbon reduction programs.
Household Hazardous Waste
The Town contracts with the County of Santa Clara which provides safe hazardous
waste disposal services for residents.
D -2t6
&l COMMUNITY SERVICES DEPARTME 'T 03
Conservation,Recycling &Sustainability
KEY PROGRAM SERVICES
•Maintain Town's compliance with Califomia !Jnegrated Waste Management Act of 1989 (AB 939)
solid waste diversion requirements,including initiating and implementing programs to increase
diversion
•Panicipate in West Valley Solid Waste Management Authority IPA activities.including rate and. .service revIews
•Manage the use of Solid Waste Management Fund funds throughout the Town organization
•Provide for safe household hazardous waste disposal options
•Implement an emissions inventory and develop strategies for reducing the Town's carbon footprint
•Promote sustainability initiatives and education
CONSERVATION,RECYCLING AND SUSTAI1\ABILITY STAFFING
Full Time Equil'ftlenl (FTE)
Authorized 2005106 2006107 2007/08 2008/09 2009/10
To III"Sraff Positions Funded Funded Funded funded Funded
Community Services Dir.0.20 0.20 0.20
Administrative Analyst 015 0.15 0.15
Administrative Secretary 0.10 0.10 0.10
Secretary I 0.50 0.50 0.50
Volunteer Coordinator 0.20 0.20 0.20
Secretary II 0.05
TOlal General Fnnd FTE 1.20 1.15 1.15
Pre vial/sly c!wrgedlor Solid Waste FI/lld as beloll'
SOLID WASTE MA:"AGEMENT STAFFING
Full Time EquivlIlellt (FTE)
Authorized 2005106 2006/07 2007/08
TOJIIIl Stafl Positions Funded Funded Funded
Community Services Dir.0.20 0.20 0.20
Park Service Officer 0.04 0.09 0.09
Facilities Coordinator 0.07
Parks &Maim.\Vorker 0.70 0.56 0.49
Lead Parks &i\llaint Wkr 0.07
Sf.Parks &Maint \Vorker 0.07
Administrative Analyst 0.05 0.05 0.05
Administrative Secretary 0.10 0.10 0.10
Secretary I 0.70
Total Solid Waste Fund FTEs 1.09 1.07 1.77
2005/06 2006/07 2007/08
Telllporary Stafl Funded Funded Fnnded
Recycling Coordinator 1.040 1.040
Secretary II 832 832
Maintenance Assistant 800 800 1.800
Total Annual Hours 2,672 2,672 1,800
D -217
2008/09
Funded
2008/09
Funded
2009/10
Funded
2009110
Funded
SO)COMMUNITY SERVICES DEPARTMENT 0.5
Conservation,Recycling &Sustainability
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and i\'Ieasures Actual Actual Actual Enimalcd Budget
I.Maximi=e di\'ersioll!ro11l landfills ill order 10 proteci
public health alld safery,alld the em';rOllmellf.
a.Percentage of solid waste diverted from landfill.by 58%65%65%65%65%
calendar year (State goal:50%):+
2005 2006 2007 2008 2009
•S8 /0/6 changes dh'ersioll ca/cli/ation me/had%gies •F)'2007/09 is estimated
2.MOllitor Gild el'ailiote exislillg waste collection alld
recJ'CIillg programs.
a.Percentage of solid waste collection complaints 100%100%100%100%100%
resolved:
2005/06 2006/07 2007/08 2008/09 2009110
Activity and \VorkJoad Highlights Actual Actual Actual Estimated Budget
I.lumber of households participating in the Community 283 178 200 0 200
Garage Sale event:
2.Number of missed collections,**n/a n/a 800 574 500
3.Number of Los Gatos households panicipaling in the 934 868 914 930 950
Household Hazardous Waste Disposal Program:
••These lIumbers include pick ups missed due to
clIsl1omers'!ailure to lem'e receptacles allhe pick
lip locatioll.
D -218
Community Services Department
HODSI G PROGRAMS
PROGRAM 6401
PROGRAM PURPOSE
The purpose of the Housing Program is to provide for adequate housing for Los Gatos residents,
regardless of age,income,race,or ethnic background.The Town encourages conservation and
construction of housing adequate for future populations and replacement needs,consistent with
environmental limitations and in proper relationship to community facilities,open space,transpollation,
and small-town character.
I-lousing Program staff manage the Below-Market Price Housing Program,and the Rental Dispute
Resolution Program;coordinate affordable housing development projects with other Town staff;and
suppOll the Rent Advisory Conunittee.
BUDGET OVERVIEW
All expenditures in this program are funded by non-General Fund revenues.Below Market Price (BMP)
activities are funded through BMP In-Lieu Fees,paid by developers of new housing.Rental Dispute
Resolution Program activities are funded by a fee paid by owners of eligible rental housing.
The majority of expenditures in this program are related to two service contracts:the I-lousing Authority
of Santa Clara County,which administers the Below Market Price Housing Program;and Project
Sentinel,which administers the Rental Dispute Resolution Program.
A grant to West Valley Conununity Services for its rent and utility subsidy program for low-income
residents was added to the Program in FY 2006/07.
D -219
&l COMMUNITY SERVICES DEPARTMENT 0.l
Housing Programs
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Aetuals Actuals Adopted Estimated Adopted
REVENUES
Service Charges 97,021 1,140,795 120,293 152,150 146,000
127,270
Imeresl
Olher Sources 6,300 12,651 10,300 10,300
TOTAL REVENUES S 97,021 SI,147,095 S 132,944 S 152,150 S 156,300 S 137,570
EXPENDITURES
Salaries Gild Benefits 43,632 44,605 45,867 52,900 40,500 50,630
Operating Expendiwres 50,102 1,080,266 70,813 78,050 70,600 65,160
Grams 2,000 8,000 13,000 13,000 13,000
!merllal Service Charges 7,283 7,880 8,264 8,200 7,800 7,374
TOTAL EXPENDITURES S 101,017 SI,134,751 S 132,944 S 152,150 S 131,900 S 136,164
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Commllllily
Relltal Displlte Resollltioll Program
During previous years,the Rent Advisory Conunittee (RAC)developed revisions
Character to the Town Code for improving the process for resolving apartment home-related
Preserve and rental disputes.This year,the RAC plans to continue tllis process,focusing on
enhance the policy-level issues.
appearance
Belo",1l1arket Price HOllsillg (BMP)Programcharacterand
environment The BMP Program makes homes available for purchase or rent at below market
quality of the prices to low and median income families.Eligibility for the BMP program is
community based on federal household income guidelines.In FY 2009/10,it is anticipated
that 5 owner-occupied units will be available for sale.
D -220
lID COMMUNITY SERVICES DEPARTME ''I'03
Housing Programs
KEY PROGRAM SERV1CES
•Administer the Below lvlarket Price Housing Program,in cooperation with the Conununity
Development Department
•Administer the Rental Dispute Resolution Program
•Provide staff support to the Rent Advisory Committee.its subconunittees.ad hoc committees.
and projects
•Assist with implementation of the General Plan's Housing Element and Affordable Housing
Strategy.
HOUSING PROGRMI STAFFll\G
Full Time £quil'alelll (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
TOIIIII Staff Positions Funded Funded Funded Funded Funded
Community Services Oir.0.15 0.15 0.15 0.15 0.15 0.15
Administrative Analyst 0.05 0.05 0.05 0.05 0.05 0.05
Administrative Secretary 0.10 0.10 0.10 0.10 0.10 0.10
Secrclary I 0.10 0.10 0.10 0.10
Total HOllsing Program FTEs 0.40 0.30 0.30 0.40 0.40 0.40
D-221
f0 COMMUNITY SERVICES DEPARTMENT 03
Housing Progranls
2005/06 2006/07 2007/08 2008/09
2009/10
Performance Objectives and .I\1casures Actual Actual Actual Estimated Budget
I.Provide for adequate !lousillg/or Los Galos citizens,
regardless ojage,income,race.or erhllic backgrollnd.
a.Percentage of Rental Dispute Resolution Program 100% 100%100%100%100%
clients satisfied with service received:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Number of owner·occllpied housing units registered in 33 37
40 42 47
the Below Market Price Housing Program:
2.Number of rental housing units registered in the Below 39 94 94 94 94
Market Price Housing Program:
3.Rental Dispute Resolution Program activities:
a.Number of cases opened:27 38 59 16 20
b.Number of slIccessful conciliations:19 14 15 6 6
c.Number of succcssfulmcdiations:3 9 20 2 2
d.Number of arbitrations held:0 3 0 2 0
D -222
Community Services Department
PASS-THROUGH ACCOUNTS
PROGRAM 6999
PROGRAM PURPOSE
Revenues and expenditures which function as pass-tlu'ough funding operate in this separate program
within the depal1ment's General Fund budget.This accounting SlIuClure separates ongoing Community
Services departmental operations from the funding mechanism set up for various external activities.
These activities include donations received for specific uses,such as a donation from a local service club
to pay for a live band at a senior dance,or a donation from a local art organization to be used for a
specific art project.
BUDGET OVERVIEW
There is no budgetary impact to this program as revenues will equal expenditures.The revenues and
expenditures reflect estimates based on prior year trends and known donations:however,actuals may
differ substantially from original appropriations at fiscal year-end as extell1al activities are not known in
time for preparation oflhe budget document.This budget reflects a reasonable estimate only.
0-223
l'<)COM1\1UNITY SERVICES DEPARTMENT c,g
Pass-Through Accounts
SUMMARY OF REVENUES AJ'\'D EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Service Charges
Imeres!
Other Sources 2,679 3,449 1,840 3,000 14,720
TOTAL REVENUES S 2,679 S 3,449 S 1,840 S 3,000 S 14,720 S
EXPENDITURES
Salaries alld Bel/efits
Operating Expenditures 2,679 3,753 1,840 3,000 14,720
Fixed Assets
Grams
Internal Service Charges
TOTAL EXPENDITURES S 2,679 S 3,753 S 1,840 S 3,000 S 14,720 S
D-224
Community Services Department
HOUSING CONSERVATIO PROGRAM FUND
FUND 211
FUND PURPOSE
The Housing Conservation Program preserves existing housing stock in Town and promotes safe housing
for Los Gatos residents,tluough provision of no-and low-interest loans to rehabilitate housing occupied
by income-eligible households.The Town's housing goal is to provide for adequate housing for Los
Gatos residents,regardless of age,income,race,or ethnic background.The TOWIl encourages
conservation and consttuction of housing adequate for future populations and replacement needs,
consistent with environmental limitations and in proper relationship to cOl11l11Unity facilities,open space,
and transportation,and small-town character.The Housing Conservation Program Fund receives federal
Community Development Block Grant (COSG)funds.
BUDGET OVERVIEW
This fund is a Revolving Loan Fund as defined by the federal Conununity Development Block Grant
(COSG)Program,which provided initial funding.As required by federal regulations,the budget for this
fund includes no staff time;rather it only details loan servicing activities under the COBG-funded
Housing Conservation Program.Specifically,the fund budget includes capital for new Housing
Conservation Program loans,the receipt of loan and interest payments,and the repayment of this interest
to the COBG program,as required by law.Staff time for administering the program is contained in the
Housing Conservation Administration program,within Fund 650 I,the Community Development Block
Grant Fund.Also as required by federal regulations, the fund balance is restricted for use as loan capital;
portions of this balance are transferred as needed to the Santa Clara County Office of Affordable
Housing,which adm..inisters new Housing Conservation loans to Los Gatos homeowners.
D -225
ro COMMUNITY SERVICES DEPARTMENT 03
Housing Conservation Prognun Fund
STATBIENT OF SOURCE AriD USE OF FUNDS
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
Actunls Acruals Actuals Adopted Estimated Adopted
SOURCE OF F NOS
Beginning Fund Balance
Designated
ndesignated 1,149,730 1,179.275 801,171 811,935 811,935 671,963
TOlal Beginning Fund Balance 1,149.730 1,179,275 801,171 811,935 811,935 671,963
Revenues
Intergovernmental
Jlllcrest 57.530 51,107 32.140 52,000 36,800 35,000
Other Sources II
Total Revenues 57,530 51,118 32,140 52,000 36,800 35,000
TOTAL SOURCE OF FUNDS SI,207,260 S 1,230,393 S 833,311 S 863,935 S 848,735 S 706,963
USE OF FUNDS
Expenditures
Salaries and Benefits
Operating Expenditures
Grants &Awards 388,775 200,000 146.772 200,000
Imerest 27,985 40.447 21,3 76 40,000 30.000 30,000
Total Expenditures 27,985 429,222 21,376 240,000 176,772 230,000
Operating Transfers
Business Service Fee Transfer
TOlal Operating Transfers
Ending Fund Balance
Designated
Undesignated 1.179.275 801.171 811.935 623.935 671.963 476.963
Total Ending Fund Balance 1.179.275 801.171 811.935 623.935 671.963 476,963
TOTAL USE OF FUliDS S 1)07,260 S 1,230.393 S 833,311 S 863,935 S 8~8,735 S 706,963
0-226
!<:J COMMUNITY SERVICES DEPARTMENT C8
Housing Conservation Program Fund
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
COIll III unity HOl/sing Conservation Program
Character The Town contracts with the Santa Clara County Office of Affordable Housing to
Preserve and admjnister the Town's Housing Conservation Program.During FY 200911 0,
enhance the depal1ment staff will continue to work with the County to Improve the
appearance C0I11111Unication of program administration activities and the sharing of related data.
character and
environment
quality of the
community
KEY PROGRAM SERVICES
•Monitor contract with Santa Clara County to provide administration of Housing Conservation
Program
•Service Housing Conservation Program loans,including monthly loan payments and loan payoffs
•Promote Housing Conservation Program in Town publications
•Provide infoll11ation and referrals to interested residents
D -227
8O:l COMMUNITY SERVICES DEPARTMENT c,g
Housing Conservation Program Fund
2005/06 2006/07 2007108 2008/09 2009110
Performance ObjectiYes and i\1easures Actual Actual Actual Estimated Budget
I.Preserve e.:\"isling hOI/sing stock ill Tolt'll alld promote
safe hOI/sing/or Los Gmos residems.
a.Percentage of new Housing Conservation Program 100%100%100%100%100%
clients satisfied with service received:
2005/06 2006/07 2007/08 2008/09 2009110
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Number of Housing Conservation Program 0 2 2
rehabilitation projects completed:
2.Number of HOllsing Conservation Program loans 13 5 5 5 5
serviced by Town:
3.Number of Housing Conservation Program loans 9 6 7 9 II
serviced by Santa Clara County:
D-228
Community Services Department
COMMUNITY DEVELOPMENT BLOCK GRANT
FUND 212
FUND PURPOSE
The Conununity Development Block Grant Program seeks to improve the quality of living for low
income residents,with emphasis in the areas of affordable housing and human services.Conununity
Development Block Grant (CDBG)Fund staff manage compliance with Title I of the Federal Housing
and Community Development Act of 1974,the primary objective of which is the development of a viable
urban conununity by providing decent housing and a suitable living environment and expanding
economic opportunities,principally for persons of low and moderate income.
BUDGET OVERVIEW
This fund contains all Town activities funded through the federal Conununity Development Block Grant
(CDBG)Program,with the exception of the Housing Conservation Program loans,which are contained in
Fund 2I I.The budget for this fund consists primarily of ponions of staff time as required to administer
the program,and CDBG-funded grants to nonprofit agencies.The funding levels for these activities,
which are set by the federal govenunent,have declined slightly over the past two years.For FY 200911 0,
the total grant amount has been reduced by approximately 55,680.The General Fund will not increase its
contribution to the grant program (Program 6502).
D -229
ro COMMUNITY SERVICES DEPARTMENT 0.l
Commuuity Development Block Grant
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
AClUals Actunls Actuals Adopted ESlimated Adopted
SO RCE OF F NOS
Beginning Fund Balance
Designated
Undesignatcd 906 3.211 3.211
3,210
TOial Beginning Fund Balance 906 3,211 3,21 J 3,210
Revenues
Intergovernmental 178,600 66,750 104.702 113,994 142.890 108,975
Other Sources
Total Revenues 178,600 66,750 104,702 113,994 142,890 108,975
Operating Transfers
Transfers from General Fund 664
Total Operating Transfers 664
TOTAL SOURCE OF FUNDS 179,264 66,750 105,608 117,205 146,101 112,185
USE OF FUNDS
Expenditures
Salaries and Benefits 21,483 17,350 11,407 14,700 7.800 7,227
Operating Expenditures 1,068 1,088 658 910 360 360
Grants &Awards 61,681 46.681 35,564 32.730 32,730 27,050
Internal Service Charges 1,073 725 668 300 500 321
TOla1 Expenditures 85,305 65.844 48,297 48,640 41.390 34,958
Operating Transfers
Transfer 10 Grant Funded CIP 93.959 54.100 65.484 101.500 74.017
Total Operaling Transfers 93,959 54,100 65.484 101,500 74.017
Ending Fund Balance
Designated
ndesignated 906 3.211 3,081 3.210 3,210
TOial Ending Fund Balance 906 3,211 3,081 3,210 3,210
TOTAL USE OF FUNDS S 179,264 S 66,750 S 105,608 S 117,205 S 146.100 S 112,185
*AIIJ'short/all ill Fund Ba/allce lI'ill be pr0l1idedfor tl/yetI'em/wi,h a trailsfer from ,he Genera/Fund
D -230
&l COMMUNITY SERVICES DEPARTMENT 03
Community Development Hlock Grant
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
COJllJllltll;ty ADA Projects
Character In FY 2009/10,approximately $74,000 has been allocated to Americans with
Preserve and Disabilities Act (ADA) compliance projects to install curb cuts in order to make
enhance the Town sidewalks accessible to those with disabilities.
appearance
character and
environment
quality of the
com111unity
KEY PROGRAM SERVICES
•Manage federal CDBG funds under a joint powers agreement with Santa Clara County,and
participate in related countywide activities
•Manage the award of CDBG grants to nonprofit agencies providing human service programming to
Los Gatos residents,in tandem with the Community Grant Program
•Work with the Housing Program and the Conununity Development Depaltment to increase the
amount of affordable housing in Town,with the use ofCDBG funds
•Work with the Parks and Public Works Depaltment to develop,fund,and complete Americans with
Disabilities Act (ADA)compliance projects at Town facilities
CDBG FUND STAFFING
Full Time Equivalent (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOIVII Staff Positions Funded Funded Funded Funded Funded
Community Services Dir.005 0.05 0.05
Administrative Analyst 0.05 0.20 0.20 0.20 0.05 0.05
Accountant/Finance Analyst
Sr.Account Technician 0.20 0.20 0.20
Total CDBG Fll.lld FTEs 0.05 0.45 0.45 0.45 0.05 0.05
D -231
ro COMMUNITY SERVICES DEPARTMENT 03
Community Development Block Grant
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives 3ndf\1easures Actual Actual Actual Estimated Budget
1.Manage compliance wilh Title I oJrhefederal Housing
alld Commullity Del'e1opmem Act of /974.
a.Percentage of grant recipients salisfied with the 100% 100%100% 100% 100%
grant allocation process:
2.Seek to improve the qualilY ofliving for lolV iI/come
residems,wilh emphasis ill the areas ofaffordable
hOl/sing alld hI/man services.
a.The average percentage of COBG grantee's funding 0.4%0.3% 0.9%2.2%50.0%
that comes frolll the Town CDBG grant
contributions:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimated Budget
1.T otallHllnber of grant agreements administered:6 6 4 4 4
2.Number of Los Gatos residellts directly served by 1,294 1,276 341 340 340
COBG grant-funded organizations:
D -232
Community Services Department
BEVERAGE CONTAINER GRANTS
PROGRAM PURPOSE
This program accounts for revenues and expenses attributed to the State Beverage Container Grant.Funds
will be used,in pal1,to offset cost associated with "Keep Los Gatos Beautiful"activities,as well as the
Town's "green"efforts.
BUDGET OVERVIEW
Any funds remaining from prior year grants will be re-appropriated to FY 2009110 if they are not fully
expended by the end of FY 2008/09.
D -233
ro COMMUNITY SERVICES DEPARTMENT ("f
Operating Grants
A82020 Benrage Container Grant
R[VE 1 ES
Illtergo\"l!rtll"el/tal
45502 AB2020 Be\'Container Grant
TOTAL REVENUES
2008109
Estimated
Program 6303
2009110
Adopted
,
I
EXPENDITURES
Salaries alld Bel/efits
51100 StafTSalaries
51300 Temporal)'Employees
Total Salaries
Fringe Benefits
TOlal Sa/aries amI Benefits
Operlltillg ExpellfJiwres
60010 Xerox Copies
60040 Recycling -Cans
60510 Advertising
60513 Office Supplies
60700 Meetings &Events
Towl Oper(lf;lIg Expenditures
Fixerl Assels
TOUlI FiXCtJ A~'sels
571 1.263
752
1.323 1,263
274 186
1.597 1,449
1,375 3,984
539 796
1.573 2.129
3,487 6,909
552
4,783
I
I
i
!
,
II/fernal Sen'ice C/mrges
80620 Sclf·lnsurancc·ABAG
80687 Management Info Systems
Toral/mernal Sen-ice CJwrges
TOTAL EXPENDITURES
TOTAL OPERATING BUDGET
,
24
5,084 8,358 5,359
5,084 8,358 5,359
SU,\IMARY OF REVENUES AND EXPENDITURES
2005106 2006107 2007108 2008109 2008/09 2009110
Actuals Actuals Actuals Adopled Estimated Adopted
REVEN ES
Illfergol'emmenlOl 7.700 7.714 7,700
Sen'ice Charges
Interest
O/her Sources
TOTAL REVENUES S S S S 7,700 S 7,714 S 7,700
EXPENDITURES
Salaries alld Bellejils 2,000
Operating Expel/dilUres 5.700 2,700 7,700
Fixed Assets
Grams
II/ternal Senice Charges
TOTAL EXPENDITURES S S S S 7,700 S 2,700 S 7,700
D -234
PROPOSED
Library Department
DEPARTMENT P RPOSE
The Los Gatos Public Library serves as the Town·s plimary provider of infonllation services.The Librmy is
committed to:
•Promoting lifelong leaming by collecting cUlTent,high-demand materials as well as traditional
resources for customers of all ages,including youth and seniors
•Facilitating access to Iibrmy materials and digital resources
•Providing educational support by making available appropriate materials and services for students at
the elementary and secondaly levels
•Preserving and providing access to the histOl)'of the Town
•Encouraging an interest in reading and leal11ing
•Providing library programs for all ages
•Providing a knowledgeable and service-oriented staff responsive to the community's need for
infol1113tion
BUDGET OVERVIEW
The FY 2009/1 0 reflects a moderate increase in salaly and benefits and a reduction in operating expendimres,
including the administrative travel and train budget.The CUlTenl expenditure budget maintains CUITent service
levels.
Due to the economic downmm,the number of people visiting the Library has ulcrc<,sed by approximately 20%
over the last year.Additionally.during the last six months of 2008,circulation increased by an average of
18.66%.The Library continues to invest in online collections and services and uses a local consortium.the
Silicon Valley Libra!)'System to leverage its purchasulg power.ApplYUlg for jobs.doing research,getting and
sending e-mai!.gettinglaxfonllsanddoingschoolworkcanallbeaccomplishedattheLibra!).using electronic
resources.
Through the implementalion of new tecl111010gies.the Library Department has been able to maximize staff
productivity and successfully promote the concept of self-service.Patrons are empowered to initiate,retrieve
and check out theu·own materials.The Radio Frequency Identification (RFID)technology installed two years
ago has also been well received by customers and continues to enhance the Libral)'s productivity,allowulg the
DepaJ1ment to acconunodate increases in visitors and circulation.
The Department's partnership with the Friends of the Library continues to enhance service delivery at the
Librmy During the past fiscal year,the Friends contribuled more than 530,000 to suppOl1 LibralY's Teen,
D -235
PROPOSED
ll:)LIBRARY DEPARTMENT 0.l
Children's,and Family programs,three Sununer Reading Clubs (Adults,Teen,and Children)and to
underwrite the purchase of a collection of best-selling b09ks.The Friends also sponsored a yearly series of
adult programs and participated in and contributed to the "Silicon Valley Reads"program.It is expected that
the Friends will continue to fund the Library's numerous programs for children,teens and adults and buy
equipment and materials for the libraly in FY 200911 O.
PlalUling for the construction of a new building will be a major focus of the Library Department in FY
200911 O.This year,staff will manage the development ofan efficient,operational design of the interior space
for the new Library building.
ACCOMPLISHME TS
Strategic Goals Accomplishments
Good Goverllance
Ensure responsive,•Pal1nered with the Los Gatos-Saratoga Recreation Department and Los'accountable and
collaborative Gatos High School to enhance the delively of youth and adult educational
govelllallce and libr3ly services.
Civic Enrichment
Foster
oppol1unities for •Managed the development of an efficient,operational design of interior
civic engagement,space for the new Libr3lY building.
and cultnral,•Pal1nered with the Friends of the Los Gatos LibralY to develop a campaign
recreational and to raise funds for fumiture,fixtures,and equipment for the new Libr3lY
individual facility.
elU'ichment
D-236
PROPOSED
ro LIDRARY DEPARTMENT C>.l
DEPARBIENTAL SU~I~IARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actunls Actuals Actuals Adopted Estimated Adopted
REVENUES
/ntelgol'cmmclI(a!Revel/lies 11,709 16.738 11,409 11,000 10.507 10,270
Service Charges 2,134 2.246 I.751 3,000 1,932 1,700
Filles alld FOIjeiwres 60,635 59,496 58.372 63,935 54.436 53,250
Other Sources 50
TOTAL REVENUES S 74,478 S 78,480 S 71,532 5 77,985 S 66,875 5 65,220
EXPENDITURES
Salaries (Ind BCllefils 1,267,488 1,267.655 1.276,511 1,415.300 1.345.000 1,426,786
Operaling E\pcndillires 269,367 265.382 269.537 302.460 282.070 297.460
Fixed Assefs 66,617
IlIlemal Sel"ice Clullges 275,715 381.?11 401.967 393.300 396.500 357,819
TOTAL EXPENDITURES S 1,879,187 5 1,914,248 5 1,948,015 52,111,060 S 2,023,570 S 2,082,065
EXPENDITURES BY PROGRA~I
Administration 254,699 256,551 289,536 302.550 291.840 286,151
Adult Services 510,976 544.668 547.512 583.630 573,430 583,631
Children's Services 389,596 392.213 384.377 436.680 406.400 428,373
Acquistions &Cataloging 240,586 217,557 220.128 234,700 231.800 226,595
Circulation Services 483,330 503.?59 506.462 553.500 520.100 557,315
TOTAL EXPENDITURES 5 1,879,187 5 1,914,248 5 1,948,015 S2,111,060 S 2,023,570 S 2,082,065
The abOl'e program totals rejlecf General FUlld programs.Addifional Library Deparlmelll programs are rejlected in
separate Trust FllndsJollolrillg the General Fund portion oJfhis sectioll.
D -237
PROPOSED
w LIDRARY DEPARTME T 0.l
DEPARTMENT STAFFING
FilII Time Eqlliva/ellt (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
GeneI'll!Fuud Positions Funded Funded Funded Funded Fnnded
Library Director 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Library Dir.1.00 1.00 1.00 1.00 1.00 1.00
Principal Librarian 2.00 2.00 2.00 2.00 2.00
2.00
Librarian 2.25 2.25 2.25 2.25 2.25 2.25
Circulation Supervisor 1.00 1.00 1.00 1.00 1.00 1.00
Library Assistant 2.50 2.50 2.50 2.50 2.50 2.50
Secretary ill 0.60 0.60 0.60 0.60 0.60 0.60
TOlal General Fnnd FTE,10.35 10.35 10.35 10.35 10.35 10.35
Temporlll)'Staff
Librarian 1,578 1,543 683 683 683
Principal Librarian 250
Library Clerks 5,376 5,434 5,434 5,434 5,434
Library Pages 3,976 3,976 3,976 3,976 3,976
Total Annual Hours 11,180 10,953 10,093 10,093 10,093
D -238
PROPOSED
Library Department
LIBRARY ADMINISTRATION
PROGRAM 7101
PROGRAM P RPOSE
Library Administration provides staff support to ensure the development of qualiry and cost effective librmy
services that are responsive to community needs.Library Administration's core services are to:provide
administrative and managerial oversight for programs and services,provide clerical and administrative
assistance for day-to-day operations,provide personnel management,coordinate purchasing and physical plant
maintenance,as well as fiscal management and budget preparation,and provide support for the Librmy
Commission.
BUDGET OVERVIEW
The FY 2009/20 I0 budget assumes revenue in the amount of S 11,000 from the Public Library Fund (PLF).
This revenue is provided by the State to those agencies which continue to meet 100%maintenance of effort
appropriation level each year.This maintenance of effort measurement is a requirement to exceed the prior
year·s expenditure level,which Los Gatos has achieved each year.
Assisting with planning for the interior design and layout of the new library building will be the central focus
for library administration tllis year.The new building will be designed to be user-friendly and efficient.
maximizing available staffing resources.Additionally,library admirlistration will act as liaisons to the Friends
of Los Gatos Libra!)',a nonprofit 50 I C3 organization currently concentrating on raising funds for the fumirure,
fixtures and equipment for the new library building.
D -239
IV LffiRARY DEPARTMENT 03
Administration
PROPOSED
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals ACluals Actuals Adollted Estimated Adopted
REVENUES
I"tergovernmental Rel'elllles 11,709 16,738 11.409 11,000 10,507 10.270
Sen';ce Charges 2,134 2,246 1,751 3,000 1,932 1,700
Fines Gnd FOI!e;wres 650 653 335 935 256 250
Olher Sources 50
TOTAL REVEN ES S 14,493 S 19,637 S 13,495 S 14,985 S 12,695 S 12,220
EXPENDIT RES
Sa/aries Gnd Bcnefits 173,645 166,911 170,556 189,100 178,700 183,521
Operating Expenditures 11,803 12,204 38,751 34,250 33,940 30.750
Fixed Assets
Inlemal Service Charges 69,251 77,436 80.229 79,200 79.200 71,880
TOTAL EXPENDITURES S 254,699 S 256,551 S 289,536 S 302,550 S 291,840 S 286,151
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Civic Enrichment New Librmy Project
Foster oppOItunities In preparation for ground breaking in Spring 220 I 0,staff will work with the
for civic architecls in the schematic design and design development of the new library
engagement,and building
cultural,
recreational and
individual
enrichment
0-240
PROPOSED
ro LIBRARY DEPARTMENT C>.l
Ad 111 inist ra t io 11
KEY PROGRAM SERVICES
•Administer and supervise four operating programs in the depanment
•Provide oversight of day-to-day operations and scheduling
•Prepare and monitor LibralY Depanment budget
•Provide staffsuppon to the Town Libraty Board and Friends of the Library meetings,programs.and
activities
•Contribute to the plaIUling for a new LibralY building.
•Coordinate and maintain the depallment's existing physical spaces
•Collaborative with area libraries by serving on the Silicon Valley Library System Administrative
Council
•Increase public awareness of Library services and programs through effective public relations and
marketing
•Provide oversight of Libraty staff training and development
•Provide oversight and direction for Information Teclmology and Systems Administration
developments
ADMINISTRA nON PROGRAM STAFFING
Full Time Equiralem (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
Town Staff Positions Funded Funded Funded Funded Funded
Library Director DAD DAD DAD DAD 0.40 DAD
Assistant Library Director DAD 0.30 DAD DAD DAD DAD
Secretarv III 0.60 0.60 0.60 0.60 0.60 0.60
Total Administration FTEs 1.40 1.30 1.40 1.40 1.40 1.40
D -241
D -242
PROPOSED
PROPOSED
Library Department
ADULT SERVICES
PROGRAM 7201
PROGRAM P RPOSE
The Adult Services Program supports library services for adults 18 years of age and older.Adult Services
anticipates and meets community information needs,providing opp0!1unities for lifelong leaming.The Adult
Services Program's core services are to provide:reference services to all clientele,reader's advisOlY services,
instruction in the use of computerized resources,and management of collections.
BUDGET OVERVIEW
The FY 200911 0 Adult Services budget provides for hourly librarians to staff the adult reference desk on
Holiday weekends,and all Sunday hours.All staff are required to assume responsibility for library technology,
both operations and delivery,with Adult Services staff continuing to focus on implementation ofteclmologyto
aid in customer self service.The expenditure budget for collection matetials (books,periodicals,databases and
media)will remain static.Adult Services staffwill contribute toward the design ofoptima;spaces and services
in the new library building.
0·243
ro LillRARY DEPARTME 'T 0.l
Adult Services
PROPOSED
S M~lAR\'OF REVEN ES AND EXPENDIT RES
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
Actuals Attunls Actuals Adopted ESlirnaled Adopted
REVENUES
Imergol'ernmelllal Rerelllles
Senice Charges
Fines and Forfeitures
Olher Sources
TOTAL REVENUES S S S S S S
EXPENDIT RES
Salaries ol1d Benefits 296,342 324,208 321,755 347.200 350,700 357,551
Operating Expel/dilures 132,800 130,635 128,693 136,530 122,530 136,530
Fixed Assets
II/lemal Service Charges 81,834 89,825 97,064 99,900 100.200 89.550
TOTAL EXPENDITURES S 510,976 S 544,668 S 547,512 S 583,630 S 573,430 $583,631
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Good Gove1'llallce Illtegrated System Replacemellt
Ensure responsive,Adult Services slaff will participate in work groups with local libraries to study lhe
accountable and implications of open source software to replace traditional integrated libra,)'systems.
collaborative
°Qvemance
Civic Enrichment Los Gatos HistOlY Database
Foster opponunities Adult Services will assume responsibilily for the Los Gatos History database and will
for civic demonstrate community use of the database in outreach.
engagement,and
cultural,
recreational,and
individual
enriclunent
D -244
PROPOSED
au LIDRARY DEPARTMENT C>.l
Adult Services
KEY PROGRAM SERVICES
i\leeting Information Needs
•Provide reference and reader"s advisory services
•Maintain viable reference and circulating collections
•Consistently update the Referellce Resollrces area of the Library's Web site to include accurate,timely
infonnation
•Provide Interlibrary Loan services for our customers
Information Technologies and Training
•Develop online counterpans to services traditionally available only within the Library's walls,such as
Readers Advisory and reference requests.
•Provide access to the Intelllel and training for the public in basic searching and navigational skills
ADULT SERVICES PROGRAM STAFFING
FilII Time Equil'{dellt (FTE)
Authorizcd 2005/06 2006/07 2007108 2008/09 2009110
TOWII Staff Positions Funded funded Funded Funded Funded
Library Director 0.15 0.15 0.15 0.15 0.15 0.\5
Assistant Library Director 0.15 0.15 0.\5 0.15 0.15 0.\5
Principal Librarian 0.90 1.00 0.90 0.90 0.90 0.90
Librarian 1.10 1.10 1.10 1.\0 1.10 1.10
Circulation Supervisor 0.25 0.25 0.25 0.25 0.25
Library Assistant 0.50 0.10 0.50 0.50 0.50 0.50
Total Adult Sen'ices FTEs 3.05 2.50 3.05 3.05 3.05 3.05
2005/06 2006/07 2007/08 2008/09 2009/10
Temporm)·Staff Funded Funded Funded Funded Funded
Librarian 230 810 310 310 310
Total Annuall:lours 230 8\0 310 3\0 310
D -245
ro LIBRARY DEPARTMENT U!l
Adult Services
PROPOSED
Performance Objectives and 1\1easures
2005/06
Actual
2006/07
Actual
2007/08
Actual
2008/09 2009110
Estimated Budget
Manage adu/r library1 collecliolls [0 olllicipate alld
meet commllflily i,ljonllat;oll needs.
a.Percentage of collection systematically evaluated 18%23%20%100% 100%
and updated:
b.Percentage of Los Gatos Library usage of Gale 3.57%4.20%1.12%2.00%/A
Databases -proprietary subscription databases
purchased through Silicon Valley library Services:
c.PerccllIage of available intemci sessions used by 100%99.9%99.9%99.9%99.9%
public:
d.Percentage of clientele rating computerized 100%100% 100% 100%100%
instruction sessions as "improved/greatly improved
my skills":
c.Percentage of Reference Services clientele rating 100%99.9%99.9%100.0% 100.0%
siaff assisted reference service as good/excellent:
2005/06 2006/07 2007/08 2008/09 2009110
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Number of reference questions received:8,859 11,085 9,200 9,800 9,900
2.Reference questions per capita:0.31 0.32 32 34 34
3.Number of patrons'materials reserves processed:19,993 19,987 22,419 24,000 24,000
4.lumber of inter·library loans loaned:0 127 200 175
5.Number of inter·librnry loans bOlTowed:100 40 156 230 250
6.Hours of service per week at adult services desk:54 54 54 54 45
7.Number of patrons using the Library's public access 28.264 22.768 23.347 N/A N/A
computers
0-246
PROPOSED
Library Department
YOUTH SERVICES
PROGRAM 7202
PROGRAM PURPOSE
Youth Services SUpp0l1S students at the elementalY and secondary level with appropliate programs and services
and provides current high-demand,high-interest materials in a variety offormats.Youth Services also creates
a welcoming environment for children and teens that encourage their curiosity,imagination,creativity and a
permanent love of reading.Programs are provided for children 0-14 years ofage and teens [i·om 12-17 years of
age.The Youth Services Program's core services are to:provide reference services,reader's advisol)!services
and instruction in the use of computerized resources,manage collections,and provide a variety of programs
throughout the year both in the LibraIy and at local schools.
BUDGET OVERVIEW
LibraIy progranuning and outreach to youth will continue at the established levels.The FY 2009/10 budget
provides for hourly librarians to staff the Children's Services desk on Holiday weekends,and all Sunday hours.
All staff are required to assume responsibility for library teclmology,both operations and delivery,with Youth
Services staff continuing to focus on implementation of technology to aid school age customers.The
expenditure budget for collection materials (books,peliodicals,databases and media)will remain static.Youth
Services staff will contribute toward design of optimal spaces and services in the new building.
0-247
l)U LffiRARY DEPARTMENT 0.l
Youth Services
PROPOSED
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007108 2008/09 2008/09 2009/10
Actuals Actuals Actuals AdolHed Estimated Adopted
REYENUES
Intergovernmel/tal Revenues
Service Charges
Filles and FOileilUres
Olher Sources
TOTAL REVENUES S S S S S S
EXPENDITURES
Salaries find Bellefils 264,633 264,522 259,167 310,700 286,900 310,915
Operating Expelldi/llres 58,346 53,406 48,000 51,980 45,900 51,980
Fixed Assets 66,617
fllfenwl Service Charges 74,285 77,210 74,000 73,600 65,478
TOTAL EXPENDITURES S 389,596 S 392,213 S 384,377 S 436,680 S 406,400 $428,373
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Civic Enrichment Los Gatos History Database
Foster oppol1unities With the launch in summer 2009 of the Los Gatos HistOlY Database,Youth Services
for civic will engage in outreach and publicity eff0l1s to enhance awareness of history database
engagement,and to K-12 school teachers.
cultural,
recreational and
individual
enricJunent
D -248
PROPOSED
au LIBRARY DEPARTME 'T C8
Youth Services
KEY PROGRAM SERVICES
Meeting information needs for children 0-17 years of age and their parents
•Provide reference and reader's advisory services
•Manage childrerfs and teens'Web pages
•Manage children's and teens'collections
Providing progranls to youth
•Provide year-around programming for infants,toddlers,preschoolers,school-age children,and
families
•Plan and promote alUlUa!Summer Reading Club to listeners fi'om ages 0-5,readers fi'om ages 5-13 and
teen readers from ages 13-17
Outreach to youth
•Raise awareness of youth about collections,services,and programs available at the Libra!)'
\Veb Management
•Design and maintain Library's Web site
YOUTH SERVICES I'ROGR<\M STAFFING
Full Tillie Equivalent (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
T01l'1/Stflff Positions Funded Funded Funded Funded Funded
Library Director 0.15 0.15 0.15 0.15 0.15 0.15
Assistant Library Director 0.15 0.15 0.15 0.15 0.15 0.15
Principal Librarian 0.95 1.00 0.95 0.95 0.95 0.95
Librarian 0.65 0.65 0.65 0.65 0.65 0.65
Librarv Assistant 0.89 0.60 0.89 0.89 0.89 0.89
Total Youth Sen"ices FTEs 2.79 )--2.79 2.79 2.79 2.79_.:'l::'J
2005/06 2006107 2007/08 2008/09 2009110
Temporm:r Staff Funded Funded Funded Funded Funded
Librarian )"J"J")"233_OJ _00 _00 _00
Total Annual Hours 233 233 233 233 233
D -249
ro LffiRARY DEPARTMENT c,g
Youtb Services
PROPOSED
2005106 2006107 2007108 2008109 2009110
Performance Objectives and i''1easures Actual Actual Actual Estimated Budge.
I.Pro\'ide a l'Griety ojprograms throllgholillhe year Ihal
encourage curiosity.imagination.creath'iry.IOI'e of
reacling.
a.Percentage agree/strongly agree that youth services 93%96%96%100% 100%
programs enhance my child's development:
b.PcrccllIage of request for outreach Ihat are 100%100%100%100%100%
delivered:
c.Percentage of cards issued through 2nd grade 15%25%30%30%30%
library card campaign:
2.Assure the de!i,'ely ofreference sen'ice /0 youlh
c!icmcle.
a.Percentage of Youth Reference Services clientele 100%100%100%100%100%
rating staff assisted reference service as
good/excellent:
3.Mal/age youth librmy collec/iolls (0 anticipate and
meet commlill;ty in/ormation needs.
a.Pcrccntage of total circulation that is youth 45.3%45%45%45%45%
collections:
b.Perccrllage of collection systematically evaluated 25%25%25%100%100%
and updated:
2005106 2006107 2007108 2008109 2009110
Activity and Workload Highligbts Actual Actual Actual Estimated Budget
I.Number of youth programs per year:349 314 322 335 335
2.Total annual attendance at youth programs:7.776 8.789 8.594 9.000 9.000
3.Program attendance per capita:0.29 0.3 0.3 0.31 031
4.Annuall1umbcr of reference questions received:10,172 9.452 7.531 9.000 9.000
5.Hours of public service per week at youth services desk:54 54 54 54 45
D -250
PROPOSED
Library Department
ACQUISITIONS &CATALOGING
PROGRAM 7203
PROGRAM PURPOSE
The Acquisitions &Cataloging Program provides customers with access to a broad range of up-to-date library
materials and teclmology,and ensures customers have ready,user-friendly access to the collection.The
Acquisitions &Cataloging program's core services are:creation and maintenance of an online catalog,
(available both in-house and through the illlernet),collection maintenance,acquisition of all Librmy materials,
and general SUpp0I1 services.
BUDGET OVERVIEW
Significanl progress has been made on improving technical capabilities tlu'ough system improvements.This
includes improving customer's 24/7 access to library services;linking the catalog user to the subscription
databases;linking the reference customer to online versions of printed material;and improving the range of
services,such as downloading books and movies.Acquisitions &Cataloging will continue to develop access
services to Library collections.
\
0-251
ro LIDRARY DEPARTMENT C8
Acquisitions &Cataloging
PROPOSED
S ~I lARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVEN ES
IlIlergo\'emmemol Rel'elllles
Sen-ice Charges
Fines alld FOI!eilures 3,015 3,010 4,682 3,000 3,000 2,000
Olher Sources
TOTAL REVEN ES S 3,015 S 3,010 S 4,682 S 3,000 S 3,000 S 2,000
EXPENDITURES
Salaries and Benefits 169,851 143,010 146,708 154,800 151,700 153,608
Operating Expendilllres 13,939 10,487 6,629 14,700 14,700 14,700
Fixed Assets
!mernal Service Charges 56,796 64,060 66.791 65,200 65,400 58,287
TOTAL EXPENDITURES S 240,586 S 217,557 S 220,128 S 234,700 S 231,800 S 226,595
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Good Govel'llallce Catalogillg
Ensure responsive,Staff will study alJel11a1ive mel hods 10 provide cosl-effective cataloging of items
accountable and purchased for Los Gatos colleclion.
collaboralive
goven1allce
Integrated System Replacement
Civic Enrichment Acquisilions and Calaloging slaff will provide significant leadership in evalualing
Ensure responsive,potenlial replacements for the Horizon System including open source software.
accountable and
collaborative
govemance
0-252
lJ:)LIDRARY DEPARTME 'T C13
Acquisitions &Cataloging
KEY PROGRAM SERVICES
•~1aintain online catalog to assure customer access to Libral)'materials
•Acquire Library materials
•Maintain Library collections.include shelving of materials
PROPOSED
ACQUISITIOl\S &CATALOGIl'G PROGRA~I STAFFI:\G
Full Time Equi1'llfelll (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
To",,,Sw!!Positions Funded Funded Funded Funded Funded
Library Director 0.15 0.15 0.15 0.15 0.15 0.15
Assistant Library Director 0.15 0.25 0.15 0.15 0.15 0.15
Principal Librarian
Librarian 0.50 0.50 0.50 0.50 0.50 0.50
Library Assistant 0.59 0.80 0.59 0.59 0.59 0.59
Total Technical Services FTEs 1.39 1.70 1.39 1.39 1.39 1.39
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and 1easures Actual Actual Actual Estimated Budget
I.Prodde CIiSlOmers \I"l',11 access (0 a broad range ojlip·
lo-dole library materials and fIIultimedia ...Percentage of high demand items processed within 100%99%99°0 99°~99%
four (~)d.ys
b.Percentage of itcms rcccived cataloged within 30 100% 100%
1000~1000 0 1000~
days.
b.Percentage of items processed and shelf ready 1000~1000 0 1000 0 1000~100 0 0
within 30 days.
2005/06 2006/07 2007/08 2008/09 2009110
Activity and \"orkload Highlights Actual Actual Actual Estimated Budget
I.Number of itcms ordered.checked-in and cataloged 8150 8451 83f.1 8000 8000
2.Number of pcriodical subscriplions checked-in.257 235 225 215 210
processed and exchanged
D .253
D -254
PROPOSED
PROPOSED
Library Department
CIRCULATION/SYSTEM ADMI ISTRATION
PROGRAM 7204
PROGRAM PURPOSE
The Circulation Program enables customers to access library materials for use outside the Library.The System
Administration Program manages all Libr3lY automated services and teclmology systems.Circulation/System
Administration '5 core services are to:manage the circulation process;maintainlibraly circulation records;and
to implement and SUpp0I1 the Library's computer network,the integrated Iibrmy automation system,and public
lnternet access.
BUDGET OVERVIEW
With the program's responsibility for suppol1ing the Librmy's integrated computer system and network,the
majority of budgeted expenditures provide for alUlUal software SUppOl1 to maintain the Librmy's technology
systems.
Staff will closely monitor the development of industry integrated systems,as the cUlTent system in use is no
longer being developed,and mailllenance will cease within the next few years.Depending on industry
developments.the library will fom1 a transition plan that aligns itself with the timing of the opening ofthe new
Library.An upgrade of the Library's integrated computer system would be brought forward to Council as paI1
of a future capital improvement project.
Staff will continue to ensure that the design of teclmology SUppOI1 systems and their layout,as well as
circulation services can operate in both the cUlTent and future new Libra!)'.
D-255
ro LlliRARYDEPARTMENT 03
Circulation I System Adnlinistration
PROPOSED
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Ilitergovemmemol Revenlles
Service Charges
Fines and FOIfeillires 56,970 55,833 53,355 60,000 51,180 51,000
Other Sources
TOTAL REVENUES S 56,970 S 55,833 S 53,355 S 60,000 S 51,180 S 51,000
EXPENDITURES
Salaries and Benefits 363,017 369,004 378,325 413,500 377,000 421,191
Operating Expenditures 52,479 58,650 47,464 65,000 65,000 63,500
Fixed Assets
II/lema/Service Charges 67,834 75.605 80,673 75,000 78,100 72,624
TOTAL EXPENDITURES S 483,330 S 503,259 S 506,462 S 553,500 S 520,100 $557,315
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Civic Ellrichment Integrated System Replacement
Ensure responsive,Circulation and System Administralion staff will provide significam leadership in
accountable and evaluating potential replaceme11ls for the Horizon System including open source
collaboralive software.
D -256
PROPOSED
ro LIDRARY DEPARTMENT C>.l
Circulation /System Administration
KEY PROGRAM SERVICES
•Manage circulation process
•1anagement of all Library automated systems,including the Library's network
CIRCULATIO:'i /SYSTE~IS AD~II:'iISTR.-\no:'i PROGRA~I STAFFI1\G
Full Tillie £lJllil'alem (FTE)
Authorized 2005106 2006107 2007108 2008109 2009110
TOII'II Staff Positions Funded Funded Funded Funded Funded
Library Director 0.15 0.15 0.15 0.15 0.15 0.15
Assistant Library Director 0.15 0.15 0.15 0.15 0.15 0.15
Circulation Supervisor 0.75 1.00 0.75 0.75 0.75 0.75
Principal Librarian 0.15 0.15 0.15 0.15 0.15
Library Assista11l 0.52 1.00 0.52 0.52 0.52 0.52
Total Circulation/System FTEs 1.72 2.30 1.72 1.72 1.72 1.72
2005106 2006107 2007108 2008109 2009110
Temporal)'Staff Funded Funded Funded Funded Funded
Library Clerks 5.376 5,434 5.434 5.434 5,434
Library Pages 3.976 3,976 3.976 3.976 3,976
Librarian 140 140 140
Principal Librarian 250
Total Allllual Hours 9,602 9,410 9,550 9,550 9,550
D·257
ro LIDRARY DEPARTMENT 03
Circulation /System Administration
PROPOSED
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and Measures Actual Actual Actual ~stimated Budget
I.Provide customer access /0 materials for lise outside
the librmy.
a.Percentage of Los Gmos residents holding a library 56.5%57%42%57%57%
card
b.Percelllage of circulation attributed to los Gatos 53.5%53%61%58% 58%
Residents in the last twelve months
2.Assure access {a IibrmJI online services.
b.Percentage oftimc library online services arc 99.9% 99.9% 99.9%99.9%99.9%
available
2005/06 2006/07 2007/08 2008/09 2009110
Activit)'and Workload lligWights Actual Actual Actual Estimated Budget
I.Circulation:printed material -aduh:106,999 95,346 102,331 100,000 100,000
2.Circulation:printed material -YOllth:124.504 115,132 133,237 140,000 140,000
3.Circulation:vidcos/DVDs:97,017 99,271 107,245 108,000 108,000
4.Circulation:audio books:26,255 25,872 26,034 27,000 27,000
5.Circulation:CDs:30,095 29,942 30,940 31,000 31,000
6.Circulation per capita:13.3 13 13.8 14 14
7.Door COUllI:199,606 197,090 198,656 200,000 200,000
8.Number of new patrons regislcrcd:2,596 2,500 2,650 2,500 2.500
9 Hours of public service per week at circulation:54 54
54 54 45
D -258
PROPOSED
Library Trust Fund
FU D 711
FUND PURPOSE
The Library Trust Fund was established to provide for the servicing of donations and bequests to the Town's
Library Program.A Los Gatos Friends of/he Libr{//J'organization exists for the benefit of the Library,and
this fund allows the Town to plan for and recognize the numerous bequests this non-profit group makes to the
Libra!)'.In addition,numerous local service organizations and individuals make generous donations and
memorial bequests to the Libral)',sometimes for specific uses.This fund provides for retaining these
donations until they can be used as designated.
BUDGET OVERVIEW
The Friends of Los Gatos Libra!)'contributed more than $30,000 to the Libra!)'during the past fiscal year.
These funds suppol1ed the "Sunmler Reading Clubs"for children and teens,the "Silicon Valley Reads"
program,and family-focused programs.Additionally,the Friends provided funding for fUlllirure and
equipment for public use and monies to SUppOI1 a small collection of new bestselling books.Other libral)'
suppoI1ers have made donations to the Library Trust Fund to purchase memorial books.Contributions to the
Libra!)'Trust Fund are expected to continue at vat)'ing levels.
0-259
PROPOSED
ro LffiRARYDEPART'IE 'T 03
Library Trust Fund
STATE~IENTOF SOURCE AND USE OF F NOS
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Acruals Actunls Adopted Estimated Adopted
SOURCE OF FU 'DS
Beginning Fund Balance
Undesignatcd 82,292 21,203 28,654 34,698 34,698 43,098
Total Beginning Fund Balance 82,292 21.203 28,654 34,698 34,698 ~3,098
Revenues
Lib Services &Tech Acct 628
Interest 2.800 1,010 990 1,000 900 900
Donalions 43.806 17.202 23.394 17.900 30,750
Total Revenues 46,606 18,840 24,384 18,900 31,650 900
TOTAL SOURCE OF FUNDS S 128,898 S 40,043 S 53,038 S 53,598 S 66,348 S 43,998
SE OF FU 'DS
Expenditures
Salaries and Benefits
Operating Expenditures 17,695 11,389 18,340 15,500 23,250 43,875
Fixed Assets
Internal Service Charges
TOlal Expenditures 17,695 11,389 18,340 15,500 23,250 43,875
Ending Fund Balance
Undcsignaled I1 1.203 28.654 34.698 38,098 43.098 123
Total Ending Fund Balance 111,203 28,654 34.698 38,098 43,098 123
TOTAL USE OF FUNDS S 128,898 S ~0.0~3 S 53.038 S 53.598 S 66.348 S 43,998
•Note:A portioll ojthe FY 200j/06 fimd balance reflects donmions from the Bel~r McClendon Tmsf receired ;1/F}'1003104
and F)'1005/06.As these donations are restricted/or spec~(ic IIses,the lJ1/s/fill1ds \l'iII be accounted/or sepora/e(\'.ill ,he
BellY McC/elldon TI"I/st Fund (Fllnd 7/3)as 0/FY 1006/07.
D -260
PROPOSED
History Project Trust Fund
FUND 712
FUND P RPOSE
The History Project Trust Fund was established to provide for the servicing of donations,bequests,grant
monies and expenditures to the history project pm1nership of los Gatos Public Libral)'and The 1useums of
los Gatos.The joint histol)'project,named "Hooked on los Gatos"began in 2003 to:create and disseminate
a searchable database of los Gatos historical images over the [nteruet;to preserve the two-dimensional
archival materials owned by each institution;to index and catalog the materials;to scan the materials so that
they are saved and available in a digital format;and to make available cultural heritage educational resource
materials to schools and lifelong leamers.Some genealogical infonnation is available,especially that which is
related to early los Gatos settlers.
The work of this project is accomplished at the Iibral)',where a local histOl)'room has been established for that
puqJose.The project is overseen by the Libral)'Director.
f\lfoney remaining in this trust fund will continue to pay for hardware and software upgrades and maintenance:
archi val preservat ion materials,and other necessal)'supplies and equipment.A limited amount of money will
be used for local history collection development.
BUDGET OVERVIEW
The HistOl)'Project Trust Fund was set up in FY 2004/05 to provide better tracking of the monies received by
the joint project,through grants,benefits and donations,and of the expendirures made to accomplish the goals
of the project.Funding will continue to be generated via royalties from the sale of III/ages 0/AII/erica:Los
Gmos,and III/ages o.fRail:Railroads o/Los Gmos.and Los Ga/os Gel/era/iol/s:and from the Friends'sales of
those books.A founh book in the los Gatos series.a postcard history,will be published in 1ay.2009,with
royalties also contributed to the History Project.The completion ofa full-length historical documentary film ill
2005 has continued to produce limited additional revenue.The Digital History Collection is accessible at
www.his.orvlosgatos.on!.
D -261
PROPOSED
w LIDRARY DEPARTMENT C8
History P"oject Fund
STATEMENTOFSO RCE AND USE OF FUNDS
2005/06 2006/07 2007108 2008/09 2008/09 2009/10
Actuals Aetuals Aetuals Adoptcd Estimated Adopled
SOURCE OF F NOS
Beginning Fund Balance
Undesignated 47.833 26.916 16,173 9,464 9.464 14
TOlal Beginning Fund Balance 47,833 26,916 16,173 9,464 9,464 14
Revenues
1I11ere511 Dividends 770 960 1,260 950 250 100
Donations 12.755 3,895 1,881 3,000 1.300 2,000
Total Revenues 13,525 4,855 3,141 3,950 1,550 2,100
TOTAL SOURCE OF FUNDS S 61,358 S 31,771 S 19,314 S 13,414 S 11,014 S 2.114
USE OF FUNDS
Expenditures
Salaries and Benefits 9,899 9,528
Operating Expenditures 11,620 4,904 9,850 8.373 11.000
Fixed Assets 12,610
Internal Service Charges 313 1.166
Total Expenditures 34,442 15,598 9,850 8,373 11,000
Ending Fund Balance
Ulldcsignalcd 26,916 16.173 9.464 5,041 14 2,114
Total Ending Fund Balance 26,916 16,173 9,464 5,041 14 2,IJ4
TOTAL SE OF F NDS S 61,358 S 31,771 S 19.314 S 13,414 S 11,014 S 2.II4
LIBRARY IHSTORY PROJECT FUND STAFFING
Tempomry Staff
Librarian
Total Annual Hours
2003/04
Funded
D -262
2004/05
Funded
2005/06
Funded
1.115
1.115
2006/07
Funded
500
500
2007/08
Funded
PROPO~ED
Clelles Ness Trust Fund
FUND 713
FUND PURPOSE
The Clelles Ness Trust Fund was established in January,1961,by Ansten R.'ess,M.D.and the Board of
Library Trustees for the Town of Los Gatos,as a memorial 10 his wife,Clelles Ness.Mrs.Ness was a long-
time Los Gatos resident who was active in civic life,winning the 1947 Citizen of the Year award.Among her
many contributions to the Town,she was heavily involved with the Arts.She helped to bring the Los Gatos
Pageants and numerous other play productions to the TOWIl,was an avid reader,and wrote for the Los Galos
Times (the local newspaper).She was also involved with bringing a hospital to the Town,and with her
husband stal1ed the "Holiday Circle"social club which required at least one spouse to be active in civic
planning to join.
The intention of the memorial fund was to use the income and principal of the trust estate to provide materials
and services not ordinarily available from public funds.An amendment to the llust agreement in 1983
relinquished control over the management and investment of the trust to the Town Council.
Historically,the Library has used money from the trust to purchase art books for Los Gatos Public Library.
The Library is no longer able to spend the money in this maImer,due to the building's space constraints.As a
result,in July of 1999 an agreement was entered into with the daughter ofClelles Ness to use the trust fund for
a new library facility,should one be built in the future.
Per the agreement,the llust fund principal and interest may be used for Libral)'building plan documents and
studies,such as but not limited to,a building program and architectural drawings.The balance of the trust not
spent on the platming documents and studies will be placed in a Libraty Building Fund to be used for the
purchase of items for the new libraly building,such as furniture,shelving,and equipment.
B DGET OVERVIEW
Interest continues to increase the fund balance,to be used when detennined appropriate.
D-263
ro LIDRARY DEPARTMENT 03
Clelles Ness Trust Fund
PROPOSED
STATHIENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007108 2008/09 2008/09 2009110
Actuals ACluals Actuals Adopted Estimated AdolHCd
SOURCE OF FUNDS
Beginning Fund Balance
Undesignatcd 162,778 167.098 174,568 179.518 179,518 185,518
lOla1 Beginning Fund Balance 162,778 167,098 174,568 179,518 179,518 185,518
Revenues
Interest I Dividends 4,320 7,470 4,950 7.000 6.000 2.000
Donations
Total Re"enues 4,320 7,470 4,950 7,000 6,000 2,000
TOTAL SOURCE OF FUNDS S 167,098 S 174,568 S 179,518 S 186,518 S 185,518 S 187,518
USE OF FUNDS
Expenditures
Salaries and Benefits
Operating Expenditures 182,577
Fixed Assets
Internal Service Charges
TOlal Expendilllrcs 182,577
Ending Fund Balance
Undcsignated 167.098 174.568 179.518 186,518 185.518 4,941
TOlal Ending Fund Balance 167,098 174,568 179,518 186,518 185,518 4,941
TOTAL USE OF FUNDS S 167.098 S 174,568 S 179,518 S 186,518 S 185,518 S 187,518
D -264
PROPOSED
Susan McClendon Trust Fund
FUND 714
FU '0 PillU>OSE
A bequest to the Los Gatos Public Library from the estate of the late Susan E.(Betty)1cCIendon was
established in suppon ofchildren's services.Betty McClendon was a long-time resident and dance instructor.
She is especially remembered as the choreographer of the Town's 1940 pageant,''Trail Days,"which
celebrated the completion of the fillal section of the new four-lane highway from Santa Cruz into Los Gatos.
Betty McClendon's mother,Mrs.Hilda McClendon,served as Children's Librarian at Los Gatos Memorial
Library from 1923 -1929.Ms.McClendon left this gift in memOI)'of her mother and her mother's husband,
Gorman BUl1ner.
These funds are restricted for use for children's services at the Iibral)',and will be directed toward SUpp0I1 of
reading clubs,book discussion groups,evening family programs,and equipment and fUll1iture needs of
children's services that are not met by other funding.This funding will also be used for enhancement of
children's collections.
BUDGET OVERVIEW
This Fund is established to better track and assure funds from this trust are expended for children's services in
line with the wishes of the bequestor.Initially established at 590,000,the library plans to budget 55.000 each
fiscal year from this fund.to be able to respond in a timely fashion to new services or programs that may
present themselves in the next fiscal year.Interest will accrue alUlUally on the unspent balance.
0-265
PROPOSED
ro LffiRARY DEPARTMENT 05
Susan MtClcmlun Trust Fund
STATEMENT OF SOURCE AND SE OF FUNDS
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Undesignatcd 90.000 94.030 91.379 91.379
94,379
TOIal Beginning Fund Balance 90,000 94,030 91,379 91,379 94.379
Revenues
Interest I Dividends 4,030 3,040 3,600 3.000 1,000
Donations
Total Revenues 4,030 3,040 3,600 3,000 1,000
TOTAL SOURCE OF FUNDS S S 94,030 S 97,070 S 94,979 S 94,379 S 95,379
USE OF FU 'DS
Expenditures
Salaries and Benefits
Operating Expenditures 5,691 5,000 91.379
Fixed Assets
Internal Service Charges
Total Expenditures 5,691 5,000 91,379
Ending Fund Balance
Undesignatcd 94.030 91.379
89,979 94.379 4,000
Total Ending Fund Balance 94,030 91,379 89,979 94,379 4,000
TOTAL USE OF F NDS S S 94,030 S 97,070 S 94.979 S 94,379 S 95,379
0-266
The Capital Improvement Section
is presented in the CIP Document
F- I
F-2
PHOPOSED
TOWN of LOS GATOS
REDEVELOPMENT AGENCY
T he Los Gatos Town Council activated the Los Gatos Redevelopment Agency on January 22,
1990,pursuant to the provisions of the Califomia Conununity Redevelopment Law (Health and
Safely Code,Section 33000 et seq.)and declared itself to constitute the Agency,by Ordinance
'0.1806,adopted on December 4,1989.The Redevelopment plan was pursued as a result of the
Loma Prieta Earthquake in 1989 and the need to rebuild existing infrastructure.The Redevelopment
Agency area encompasses approximately 440 acres in and around Downtown Los Gatos,which includes
retail and residential areas,lodging,schools,and main traffic thoroughfares.Projects such as street and
utility reconstruction,parking,streetscape and civic improvements were called out in the Plan.
BUDGET OVERVIEW
The Agency receives the majority of its funds from tax increment revenues.When the Agency was
formed in 1991,the tax base for all propenies within the Central Los Gatos Redevelopment Area was
"frozen"to form the base year.As propet1ies are reassessed due to sales or improvements over the
Agency's 40-year life span,the tax base grows and the Agency receives the majority of the difference in
property taxes paid between the "base year"and the new level.This is called 'tax increment financing'
and is the primary funding mechanism for redevelopment agencies tlu'oughout California.This does not
result in an increase in taxes to propel1y owners,but rather a redistribution of property taxes to the
redevelopment agency to allow for reinvestment within the redevelopment project area.The Agency will
tenninate at the end of its 40-year life span-in the year 2031.
In the 17 years since the Redevelopment Plan was adopted,a number of actions and changes have
OCCUlTed which facilitated implementation of the Agency Plan.First is that the Agency's tax increment
revenue grew significantly in recent years to a level where the Agency could finance key projects.As
shown in the RDA Debt Seryice Fund's Source and se of Funds Statement.total Agency gross tax
increment is estimated to grow to approximately 57.8 million in FY 2009/10.In July 2002,the Town
issued debt in the amount of nearly 5 II million in Cenificates of Participation (COP's)for use in funding
key infrastructure projects in the Downtown.The debt service on the COP's is paid for with the
Redevelopment Agency's tax increment revenues.
Edllca/iallal Revelllle AlIglllell/ariall FlIlld (ERA F)
During the State budget crisis in FY 1992/93,the State took property tax increment revenues from
redevelopment agencies across the State to help balance its own budget.Tllis revenue take-away was
presented as "one-time"under the description of 'Educational Revenue Augmentation Fund'(ERAF),but
F·I
PROPOSED
ro LOS GATOS REDEVELOPMENT AGE 'CY c,g
re-occurred in subsequent years.Since the Los Gatos Redevelopment Agency was newly fonned in FY
1992/93,there was little revenue at that time resuhing in a minor impact to the Agency.Over a period of
three years,the Agency's ERAF takes were as follows:S209,975 in FY 2003/04;S303,158 in FY
2004/05;and S347,440 in FY 2005/06.The January 2009 Govemor's budget did propose further RDA
ERAF takes.The ERAF shift for FY 2008/09 was 5456,910.At the time of the Town's budget
development,a FY 200911 0 ERAF take was not included in the preliminary state budget.The RDA
remains vulnerable to future ERAF takes as Proposition IA does not specifically protect RDA tax
increment.However,many legal expens are of the opinion that RDA tax increments are already
constitutionally protected and do not require Proposition I A protection.In FY 2008/09 a lawsuit was filed
by the Califomia Redevelopment Association contending that ERAF takes were illegal and
unconstitutional.While the trial court ruling protected local govermnent,the state will likely to appeal
and that outcome is uncenain.
Fiscal Year 2009110 Revenues and Expenditures
Redevelopment propel1y tax revenue for FY 2009/10 is estimated to be S7.8 million.The following
provides a sununalY of the Agency's platmed expenditures for capital projects,debt service,and required
affordable housing.Budgeted expenditures for Fiscal Year 2009110 will include:
•Pass through payments to taxing entities:When the Agency was created in 1991,tax-sharing
agreements were negotiated with affected educational entities,the Open Space District,and Santa
Clara County.These payments,based on the amount of tax increment the Agency receives,go to
these entities to relieve them of any financial burden that the Redevelopment Plan may cause them.
Nearly half of all Agency tax increment will be passed tlu·ough to these taxing entities.Such pass-
tlu·oughs help support educational activities at Los Gatos High School and the Los Gatos Union
ElementalY School District,and are reflected in the Debt Administration Fund.Pass tlu·ough
payments for FY 200911 0 are estimated to be 53,620,080.
•1992 COP payments for Parking Lot #4:The Town issued debt for approximately 52.5 million in
1992 to fmance the constlUction of the Downtown parking garage known as Lot #4.Redevelopment
Agency tax increment is used to pay the debt service on the COP's in an amount of approximately
S250,000 amlUally.The debt will be paid offin FY 2011112.
•2002 COP payments for RDA Capital Projects:In 2002,the Town issued debt for approximately
S I0.8 million to fund RDA infras!lucture projects in the project area.AlUlUal debt service payments
of approximately 5680,000 will continue through FY 2031/32.
•Agencyadministration:This pays for the day-to-day operations of the Agency including staff salary
and benefits,supplies and materials,and consultant assistance.Budgeted expenditures are estimated
to be S600,744.
•Overhead charges paid to the TOII'n of Los Gatos:The Agency is a separate legal entity from the
Town;however,it utilizes direct services from the Town.TIllS expenditure reimburses the Town for
such items as office space,utilities,financial and adnllillstrative supp0l1 functions,and most
significantly,the staff time that various members of the Town staff devote to redevelopment
activities.The Agency will pay 5632,930 to the Town in overhead expenses.
•Rede"elopment Projects and Affordable Housing Projects:These are the funds spent direct Iy,or
indirectly,on projects to implement the Redevelopment Plan.
F-2
PROPOSED
l!':J LOS GATOS REDEVELOPMENT AGENCY C>J
•Economic Vitality Program:This program implements the adopted Economic Vitality Plan,which
discusses business retention,expansion:attraction,and revenue enhancement programs for the Town.
The program is panially paid for as pan of the Agency administration and Low/Moderate Housing
budgets.
The Los Gatos Redevelopment Agency's budget implements an aggressive work program 10 complete
key redevelopment projects in the Downtown area,implement affordable housing projects using 20
percent set-aside funds,and for the Economic Vitality Program of the Town.Planned FY 2009110
Capital Project carryover expenditures are described funher in the following Capital Projects Fund
section.
REDEVELOP~IENT AGENCY PROGRA~I STAfFtNG
Full Tillie Equimlelll (FTE)
Authorized 2005/06 2006/07 2007108 2008/09 2009/10
1'011'11 SUlff Positions Funded Funded Funded Funded Funded
Economic Vitality Manager 0.80 0.80 0.80 0.80 0.80 0.80
COlllmunity Development Dir.0.20 0.10 0.10 0.10 0.20 0.20
Ass!.Community Dc\'.Die 0.20 0.35 0.35 0.35 0.20 0.20
Associate Planner 0.20 0.20 0.20 0.20 0.40 0.20
Administrative Analyst 0.20 0.20 0.20 0.20 0.20 0.20
Town Engineer 0.12 0.09
Associate Engineer 0.24 0.05
Senior Engineer Inspector 0.19 0.13
Engineering Inspector 0.1 t
COllllllunity Services Director 0.05 0.05 0.05 0.05 0.05 0.05
To'al RDA FfEs 1.65 2.36 1.97 1.70 1.85 1.65
F- 3
F-4
PROPOSED
PROPOSFD
TOWN of LOS GATOS
REDEVELOPMENT AGENCY
Capital Projects Fund
FUND 911
FUND PURPOSE
The Redevelopment Agency's Capital Projects Fund encompasses tlu'ee core functions:Redevelopment
Agency (RDA)administration,Capital Project development and implementation,and the implementation
of the Economic Vitality Program.Administrative functions include all fiscal and reporting matters of the
Agency in conjunction with the Finance Department.The second function,Capital Project development,
includes the planning and SUppOl1 of proposed redevelopment projects,and the implementation of the
goals and policies of the Los Gatos Redevelopment Plan.Construction project oversight is administered
by the Parks and Public Works Department.The purpose of the third function,the Economic Vitality
Program,is to increase revenues tlu-ough business promotion and development.Its core services include
business retention,development,expansion and attraction.business appreciation and recognition,and tax
monitoring.
BUDGET OVERVIEW
The Capital Projects program budget includes administrative revenues and expenditure activity III
addition to capital project activity.The Agency also funds year-round Town marketing activities III
SUpp0l1 of the downtown business community.
Capital Projects cun'ently in process are funded through the 2002 Certificates of Participation (COP's)
issuance,as designated in the plan for key infrastIUcture improvements in the Downtown.Completed
capital projects include:niversity Avenue from .1ullento Main Resurfacing.Capital improvements are
now focused on one remaining project for FY 200911 0:the Santa CIUZ Avenue/Wood Road Gateway
project design.In addition,an eligible portion of the Police Facility project is being funded in the RDA
Capital Projects Fund and is anticipated to be completed by late 2009.
F-5
PROPOSED
l'0 LOS GATOS REDEVELOPMENT AGENCY 0.l
Capital Projects Fund
STATEi\'!ENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007/08 2008109 2008/09 2009/10
Actuals ACluals ACluals Adopted Estimal{'d Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated
Undesignalcd 3,320,273 2,432,912 4,316,921 2,997,775 2,997,775 1,774,149
Total Beginning Fund Balance 3,320,273 2,432,912 4,316,921 2,997,775 2,997,775 1,774,149
Revenues
Interest Income 85,449 117,448 138,569 97,850 75,000 60,000
Service Charges 6,676
Other Sources 3,464
Bond Proceeds
Total Revenues 95,589 117,448 138,569 97,850 75,000 60,000
Operating Transfers
Operating Loan from Town
Transfers -RDA Debt Ser"ice 500,000 3.320,000 550,000 575,000 575,000 575,000
Total Operating Transfers 500,000 3,320,000 550,000 575,000 575,000 575,000
TOTAL SOURCE OF FUNDS S 3,915,862 S 5,870,360 S 5,005,490 S 3,670,625 S 3,647,775 S 2.409,149
USE OF FUNDS
Expenditures
Salaries and Benefits 193,009 191,007 164,050 186,400 121,700 184,362
Operating Expenditures 397,817 408,558 428,549 495,520 470,644 501,150
Capital Projects -Canyfwd 407,156
Capital Projects -Cunenl Yr 881,039 941,351 1,403,903 1,667,206 1,272,882
Inlelllal Service Charges 11.085 12.523 11,213 11,500 8,400 11,008
Total Expenditures 1,482,950 1,553,439 2,007,715 2,360,626 1,873,626 1,103,676
Ending Fund Balance
Bond Reserve 687,000
Reserve for Admin Costs 603,850
Undesignatcd 2.432.912 4.J 16.921 2.997.775 1.309,999 1.774,149 14,623
Total Ending Fund Balance 2,432.912 4,316,921 2,997,775 1,309,999 1,774,149 1,305,473
TOTAL USE OF FUNDS S 3,915,862 S 5,870,360 S 5,005,490 S 3,670,625 S 3,647,775 S 2,409,149
F-6
ro LOS GATOS REDEVELOP 1E 'T AGENCY 0.l
Capital Projects Fund
PROPOS1~D
Complelefl Projects
0217 Downtown Suect Reconstruction
0103 N Santa Cruz Street Lighting
0105 ni\'Ave from ~'Iullen to r-.lain
Towl 0/Compleled Projects
Cllrr.lfonmrd Projc('ls
0542 Santa CruZ/Wood Gateway Design
0003 Almond Grove Concrete Rehabiltation
2401 Police Facility Project
Towl of Cllrr.lfol'lmrtl Projects
RDA CAPIT.~L PROJECTS
FY 2009/10
Estimated
EX)){'nditurcs [xp('lldiIUrCs New
Prior To During Estimated Funding
FY 2008/09 FY 2008/09 Carryfon\ard FY 2009/10
1,710,695
49.988 5.074
92,770
1.760.683 97.844
65.000
1.920 78.080
1.280.886 1.175.038 264.076
1.282.806 1.175.038 -i07,J56
TOlal
Budgctrd
1.710.695
55.062
92.770
1,858,527
65.000
80.000
2.720.000
1,865,000
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Police Facility Project
The Council appropriated 58,213,468 towards tlus project.The funds included
PlIblic
estimated COSIS for site acquisition, design and construction,funuture,fixtures and
equipment.contingency and minor fayade improvements.RDA will fund 34.7%
Illfrast mctllre of the Police Facility Project.
Maintain the
condilion and LibNlIJ'Facility Project
availability of In FY 2007/08 the Town appropriated approximately S18.3 million lOwards the
public facilities,acquisition and construction of a new library for the Town.The budgeted amount
transportation included approximately 514 million in proceeds from an anticipated Town/RDA
systems,and other financing planned for spring 20 I O.The financing is anticipated to be funded
public Ihrough available RDA tax increme11l revenues.Staff will be updating future RDA
infrastructure cash flow projections including updated tax incremem analyses and future debt
service costs this summer.The increment estimates will be based on updates
obtained from the County Assessor on parcels within the RDA project area
boundaries.Staff will assess the prevailing market interest rate environment for
public debt in its assessment of future debt service cost requirements.
F •7
PROPOSED
&>LOS GATOS REDEVELOPMENT AGENCY C8
Capital Projects Fuud
KEY PROGRAM SERVICES
Redevelopment Agency Capital Projects
•Implement capital project work as identified in the Los Gatos Redevelopment Plan and Five-Year
Implementation Plan
•Facilitate the development of redevelopment projects
Economic Vitality Activities
•Act as a liaison between the bnsiness commnnity and Town Hall
•Provide business outreach and retention effons
•Provide business recognition activities
•Provide targeted business attraction
CAPITAL PROJECTS PROGRA~I STAFFING
FilII Time Equil'(delll (FTE)
Authorized 2005/06 2006/07 2007108 2008/09 2009/10
TOll'n Sluff Positions Funded Funded Funded Funded Funded
Economic Vitality Manager 0.75 0.75 0.75 0.75 0.75
0.75
Community Development Oir.0.10 0.10 0.10
Asst.COlllllHlIlity Dev.Oir.0.05 0.15 0.15 0.15 0.05 0.05
Associ,llc Planner O.tO O.tO 0.10 0.10 0.15 0.10
Administrative Analyst 0.20 0.20 0.20 0.20 0.20 0.20
TOWIl Engineer 0.12 0.09
Associate Engineer 0.24 0.05
Senior Engineer Inspector 0.19 0.13
Engineering Inspector 0.1 t
Total Capital p,"ojccts FTEs 1.20 1.86 1.47 1.20 1.25 1.20
F-8
&l LOS GATOS REDEVELOPMENT AGENCY 03
Capital Projects Fund
PROPOSED
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and IVleasul"rs Actual Actual Actual Estimated Budget
I.Informs Redne!op11lel/t area businesses ofproposed
projects and lI'orks Il'ilh businesses 10 l1Ii';gme
concerns.
a.Percentage of businesses satisfied wilh the results 90o~90°0 93°0 95°0 95°0
of dO\\11lown public works projects including:
SITcclscapc.repaving.merchant notification and
scheduling:
2.The RDA Economic l'ita!ilY Program ensures e.fforls
(Ire being made/or business aurae/ioll.relemioll alld
promotion.
a.Percentage of businesses rating business assistance 88%88%89%95°~95°~
provided by RDA as good or excellent:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Number ofbllsinesses provided with promotion 250 350 580 590 590
assistance:
2.Number of businesses attending business OlltrCacb 30 50 ISO 160 160
receptions:
3.Business attraction assistanceINumber of businesses Data SOl 125 220 240 240
assisted A"aifabll'
4.COllllllercial BrokcrslPropeny Owner Outreach DafaSOl 160 175 185 185
lv1 eetings:A"Qllob/1'
5.Annual Communiry tVlarkering Campaigns:Summer·I.DaIO \01 Data SOl OolaSol Data \Ot Data Sot
Winter/Holiday -1,Shop Local-Year-Round,and :hailabfl',~"aaabfl'.~,·ailabfl'A'mlabJl'.~..{/ilab}l'
Tourism Development - 2
6 Agenc)'Rating (\100((\"5 JUlie 28.2001)Aa3 Aa3 Aa3 Aa3 Aa3
F·9
F-IO
PROPOSED
PROPO~ED
TOWN of LOS GATOS
REDEVELOPMENT AGENCY
Debt Administration Fund
Fund 921
FU 'D PURPOSE
Under California Redevelopment Law,tax increment is restricted to the repayment of debt;therefore,a
redevelopment agency must have indebtedness in order to receive tax increment revenues.1n response to
this requirement,the Los Gatos Redevelopment Agency inculTed debt for use in implementing its
redevelopment plan and to receive tax increment revenue.TIlls indebtedness was achieved by two
primary means:1)loans fi'om the Town of Los Gatos,and;2)the issuance of Certificates of Participation.
Debt service payments for this indebtedness are made from the Debt Administration Fund.
BUDGET OVERVIEW
In adherence with Redevelopment law,the Los Gatos Redevelopment Agency incurs debt in two ways.
First,it obtains loans from the Town of Los Gatos,and second,the Agency has undertaken the obligation
of paying debt service on the Town's 1992 and 2002 Certificates of Participation (COPs)in rentm for the
lease of Town property.All debts are repaid with tax increment revenue.
J 992 Certificates ofParticipatioll
The Town of Los Gatos bears the obligation for the 20-year Certificates of Participation issued in the
original amount of 52,960,000.dated August I,1992.The Town's Motor Vehicle License Fee revenues
were pledged as security for the COPs.and the guarantee was registered with the State Controllers Office.
The COPs were issued to finance certain construction costs of the Town's Parking Lot 4 Project.which
was constructed on land located in the Los Gatos Central Redevelopment Project Area.The project
consisted of the completion of constnlction of a parking facility comprised of 316 parking spaces on two
levels,located on approximately 4 acres of land in the block bounded by niversity and Santa Cruz
Avenues.and Grays Lane and Ehn Street.The lot improvements were paid for [rom the 1992 Cel1ificate
of Participation proceeds,in conjunction with the portion paid for through the 1988 Downtown Parking
Assessment District's Limited Obligation Bonds in the amount 0[51,587,986.
The COPs are similar to bond debt as they allow investors to participate in a share of guaranteed
payments.Because they are similar to debt,the present value of the total of the payments to be made is
recorded as long-term debt.Principal payments are due annually on August 1",with interest payments
F -It
PROPOSED
!!OJ LOS GATOS REDEVELOPMENT AGENCY 03
Dellt Administration Fnnd
payable semi-arulUally on FebrualY I"and Angust 1".
The financing structure of the COP includes two twenty-year tern]lease agreements dated August I,
1992,by and between the Town of Los Gatos and the Los Gatos Redevelopment Agency.The first lease,
with the Town as lessor and the Redevelopment Agency as lessee,agrees to lease the site to the Agency
for the duration of the lease tenn for a one-time fee of SI O.The second lease,with the Town as lessee
and the Redevelopment Agency as lessor,agrees to lease the completed parking 101 site to the Town
effective the date of the lease.AlUlUallease payments are equal to the arulUal debt service for the COPs.
In addition,a Reimbursement Agreement dated August I,1992,by and between the Town and Agency,
obligates the Agency to reimburse the Town in an amount equal to the allliual lease payment the Town
pays to the Agency for lease of the parking lot (under the second lease agreement).This reimbursement
is in consideration of the Town's cost of the acquisition and the Town's funding of the construction of the
parking lot project.
While the arulUal impact of these agreements net to ·zero,the lease and reimbursement payments are
included in the Town's and Redevelopment Agency's budget each year to accurately reflect the terms of
these agreements.The Agency remains responsible for making the principal and interest payments to US
Bank (as illustrated in the following schedule).
2002 Certificates ofParticipatioll
The 2002 Certificates of Participation financing structure parallels the 1992 issue.The Town of Los
Gatos bears an obligation for the 30-year Certificates of Participation issued in the original amount of
SI 0,725,000,dated August I,2002.The COPs were issued to finance infrastructure improvements in the
downtown redevelopment area including plaza reconstluctiol1,streetscape improvements,street
reconstruction,stonn drainage,alley improvements as well as partially funding the reconsHuction of the
pool at Los Gatos High School.The COPs principal payments are due arulUally on August I,with
interest payments payable semi-annually on February I and August I.
The financing structure of the COP includes two lease agreements by and between the Town of Los Gatos
and the Los Gatos Redevelopment Agency under agreements dated July I,2002.The first agreement
leases five Town owned parcels,commonly known as the Miles Avenue Corporation Yard,to the
Redevelopment Agency through August I,2031 for a one-time fee of S1 dollar.In the second lease,the
Redevelopment Agency subleases the land back to the Town,effective the date of the original lease.The
arulUal sub-lease payments are equal to the arulUal debt service for the COPs.
A reimbursement agreement by and between the Town and Agency,also dated July 1,2002,obligates the
Agency to reimburse the Town in an amount equal to the annual lease payment the Town pays to the
Agency for the sub-lease of the corporation yard.Tllis reimbursement is in consideration of the Town·s
cost of the acquisition and construction of the yard facilities.
While the arulUal impact of these agreements net to zero,the lease and reimbursement payments are
included in the Town's and Redevelopment Agency's budget each year to accurately reflect the tenus of
these agreements.The Agency remains responsible for making tbe principal and interest payments,as
illustrated in the following schedules.
F -12
ro LOS GATOS REDEVELOPMENT AGENCY 03
Debt Administration Fnnd
PROPOSED
Pass-Thl'OlIgh Agreemellis
Pass-through-agreement payments to taxing entities comprise the majority of the Debt Administration's
operating expenditures.These payments are based on the amount of tax increment the Agency receives,
with nearly half of all Agency tax increment passed through 10 these taxing entities.
ST}\TE~lENT OF SOUI~CE A;\'I)USE OF FUNDS
2005106 2006107 2007/08 2008/09 2008/09 2009/10
Actuals Aetnals AClUals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Ilalance
Designated
Undcsignatcd 4.4Sl.g~6 5.414.922 -4.307.049 6.291.674 6.291.674 6,699.642
Total Beginning Fund Balance 4,481,846 5,414,922 ·U07.049 6,291.67-1 6,291,67-1 6,699,642
Revenues
Propcny Tax 4.902.747 5.909.470 6.457.740 6.150.620 5.693.724 5,815.120
Lease Income -COPs 932.122 699.584 930.717 924.150 924.135 925.970
Interest Income 189.937 585.349 4-16.436 335.200 3.400 3,400
Other Sources
Total RC\'C'Il11CS 6,024.806 7.194.403 7,83-1,893 7,-109,970 6,621.259 6,744,490
Operating Transrers
Transfer·RDA Debt Service (500.000) (600.000)
TOIrII Operating Transfers (500.000)(600.000)
TOTAL SOURCE OF rUNDS S 10,006.652 S 12.009.325 S 12,141.942 S 13.701,6H S 12.912.933 S 13,444,132
USE OF F NDS
Expenditures
0rlerating.Expenditures 2.577 .489 2.970.117 3.288.828 3.621.590 3.640.018 3,718,360
Debt·Interest Town Loan 150.000 150.000 150.000 150.000 150.000 150,000
Debt Service·1991 COPs 248.85\148.498 149.188 144.380 244.375 243.870
Debt Service·1002 COPs 683.269 682.583 681.535 679.770 679.763 682,100
1991 L..-ase Payment 10 Town 248.852 248.498 249.187 244.380 144.375 243.870
2002 Lease Payment to TO\\ll 683.270 682.580 681.530 679.770 679.760 682.100
Total Expenditures 4.591.731 ~.982.276 5.300.268 5.619.890 5.638.291 5,720,300
Operating T r.msfers
Transfer to Capital ProjccLS 1.720.000 550.000 575.000 575.000 575.000
T0la1 Operating T r.msfers 2.720.000 550.000 575.000 575.000 575,000
Ending Fund Balance
Designated
Loan from General Fund t,5oo,OOO
Undesignaled 5A 14.912 4.307.Q.t9 6.291.674 7.506.754 6.699.642 5.648.832
Total Ending Fund Balance 50414.922 '.307.0'9 6.291.674 7.506.754 6.699.642 7,t48,832
TOTAL USE OF FU:s'DS S 10.006.652 S 12.009.325 S 12.141.942 S 13.701.6H S 12.912.933 S 130444,132
F-13
PROPOSED
ro LOS GATOS REDEVELOPMENT AGENCY C8
Debt Administration Fund
The maturity schedule for the Redevelopment Agency's current Debt Service obligation under the 1992
COP is as follows:
REDEVELOPMENT AGENCY
1992 COP DEBT SERVICE
Principal Total
Fiscal Maturing Annual Total Principal
Year August 1st Interest Due Debt Service Balance
1991/92 2,960,000
1992/93 70,000 184,136 254,136 2,890,000
1993/94 75,000 177,836 252,836 2,815,000
1994/95 80,000 171 ,086 251,086 2,735,000
1995/96 90,000 163,886 253,886 2,645,000
1996/97 95,000 155,786 250,786 2,550,000
1997/98 105,000 147,236 252,236 2,445,000
1998/99 115,000 137,786 252,786 2,330,000
1999/00 125,000 127,436 252,436 2,205,000
2000/01 135,000 116,186 251,186 2,070,000
2001/02 145,000 107,580 252,580 1,925,000
2002/03 150,000 99,895 249,895 1,775,000
2003/04 160,000 91,795 251,795 1,615,000
2004/05 170,000 82,995 252,995 1,445,000
2005/06 175,000 73,475 248,475 1,270,000
2006/07 185,000 63,500 248,500 1,085,000
2007/08 195,000 54,250 249,250 890.000
2008/09 205,000 44,500 249,500 685,000
2009/10 215,000 34,250 249,250 470,000
2010111 230.000 23.500 253.500 240.000
2011112 240,000 12,000 252,000
TOTAL 2,960,000 2,069,116 5,029,116
F -14
PROPOSED
au LOS GATOS REDEVELOPMENT AGENCY 03
Debt Administration Fund
The maturity schedule for the Redevelopment Agency's current Debt Service obligation under the 2002
COP is as follows:
LOS GATOS REDEVELOPME 'T AGENCY
2002 COP DEBT SERVICE
Principal Interest Interest
Fiscal Maturing Due Due Total Principal
Year August 1st August 1st Feburary 1st Debt Service Balance
Issue Date:August I,2002 S 10,725.000
2002/03 S 237.164 S 237.164 10.725,000
2003/0-1 S 210.000 S 235.85-1 233.229 679.083 10.515.000
2004/05 215.000 233.229 230.541 678.770 10.300.000
2005/06 225.000 230.541 227,729 683.270 10,075,000
2006/07 230.000 227.729 224.854 682.583 9,845.000
2007/08 235.000 224.854 221.681 681.535 9.610.000
2008/09 240.000 221.681 218,081 679,763 9.370,000
2009/10 250,000 218,081 214,019 682,100 9,120,000
2010/11 255,000 214,019 209,556 678,575 8,865,000
2011/12 265,000 209.556 204,720 679.276 8,600,000
2012113 275.000 204.720 199.426 679.146 8.325.000
2013/14 285.000 199.426 193.726 678.153 8.040,000
2014/15 295,000 193.726 187.679 676.405 7.745.000
2015/16 310.000 187.679 181.169 678.848 7,435.000
2016/17 320.000 181.169 174.209 675.378 7.115.000
2017/18 335.000 174.209 166.755 675.964 6.780.000
2018/19 350.000 166.755 J 58.793 675.548 6.-130.000
2019120 365.000 158.793 150.306 674.099 6.065.000
2020 /21 385.000 150.306 141.163 676.-169 5.680.000
2021122 400.000 141.163 13 J..j63 672.625 5.280.000
2022123 420.000 131.-163 121.225 672.688 4.860.000
2023124 440.000 121.225 J 10.500 671.725 4.420.000
2024125 465.000 110.500 98.875 67-1.375 3.955.000
202526 -185.000 98.875 86.750 670.625 3.470.000
2026 /27 510.000 86.750 74.000 670.750 2.960.000
2027/28 535.000 7-1.000 60.625 669.625 2.425.000
202829 565.000 60.625 -16.500 672.125 1.860.000
202930 590.000 -16.500 31.750 668.250 1.270.000
2030'31 620.000 31.750 16.250 668.000 650.000
203 )/32 650.000 16.250 666.250
TOTALS:S 10,725,000 +S -1.551,-126 +S -1,552,737 S 19,829,163
F -15
PROPOSED
ro LOSGATOSREDEVELOP~1ENTAGENCY~
Debt Administ.-ation Fnnd
The California Govenunent Code Section 43605 states:"A city shall not incur an indebledness for public
improvements lrhich exceeds in Ihe aggregale /5 percem of the assessed value of all real and personal
properlY oflhe city.Within the meaning oflhis seclion "indebledness"means bonded indebtedness oflhe
city payableji-omlhe proceeds oftaxes levied upon raxable properly in the cily."
This schedule calculates the Town's legal debt margin by detemtining the 15%debt limit and comparing
this limit to the Town's outstanding debt at the end of the fiscal year to detennine the difference between
the two.Only certain types of outstandiJlg debt are subject to the legal debt lintit,therefore while this
schedule recognizes all debt,the total debt is reduced by that debt not subject to the legal debt limit,as
well as amounts held in sinking funds for debt repayment.
The Town's debt structure currently includes only Cel1ificates of Pal1icipation which are not subject to
the legal debt !intit,and are therefore backed out in the calculation.
LEGAL DEBT MARGIN COMPUTATION
FY 2009/10
Assessed Secured Property Valualion for FY 2008/09 $7,904,845,020
Debt Limitation (15%of assessed value)15%
Bonded Debt Limit $1,185,726,753
Ontstanding Bonded Debt at 6/30/08
1992 Certi ficates of Participation $890,000
2002 Certificates of Participation 9,610,000
TOTAL Ontstanding Debt S 10,500,000
LESS Debt not snbject to limit:
Special Assessment Bonds
Special Revenue Bonds
Certificate of Participation Debt 10.500.000
Amounts held in Sinking Funds
TOTAL Debt not subject 10 limit:S 10,500,000
Amount of Debt Subject to Limit:S S
LEGAL DEBT MARGIN S 1,185,726.753
F -16
PROPOSED
TOWN of LOS GATOS
REDEVELOPMENT AGENCY
Affordable Housing Fund
FU D 931
FU 'D PURPOSE
This fund provides for the implementation of the Agency's required Affordable Housing Set-Aside
Program obligations.The program·s core services include the administration and fiscal responsibilities
for the program,and the creation of affordable housing options in cooperation with non-profit and for-
profit developers.
California Community Redevelopment Law (CRL)requires that no less than 20 percent of tax increment
revenue derived from a redevelopment project area be used to increase,improve,and preserve the supply
of housing for very low,low,and moderate income households.If none is provided within a
redevelopment project area,then the funds can be used to build twice that amount elsewhere.Possibilities
include financial assistance to upgrade existing units,the constluction of new housing,and improvements
to public facilities and infrastructure that service low and moderate income neighborhoods.
The following are some authorized uses of housing set-aside funding:
•Acquisition of real propel1y.buildings or structures
•New construction or rehabilitation of buildings or structures
•Onsite or offsite improvements.if such improvements are pan of a program which results in the
new construction or rehabilitation of affordable housing
•Donation of real propeny to private or public persons or entities
•Subsidies to,or for the benefit of.lower-income households to obtain housing at affordable costs
in the private marketplace
•Development of plans,payment of principal.interest.financing or carrying costs on bonds.loans.
advances or other indebtedness to finance lo\\'-and moderate-income housing
•Reasonable administrative expenses (including operating suppon for nonprofit developers of
redevelopment agency-assisted housing)
In addition to the 20 percent requirement,California Community Redevelopment Law (CRL)contains
inclusionary housing requirements for the Affordable I-lousing program:
F -17
PROPOSED
au LOS GATOS REDEVELOPMENT AGENCY C?3
Affordable Housing Fund
•For IIllits developed by all agellcy -At least 30 percent of all new or rehabilitated dwelling units
developed by the Agency must be available at affordable housing cost to persons of low and
moderate income.Also,not less than 50 percent of those units are to be available at affordable cost
to persons of very low income.
•For IIllits developed \\"ilhill a redeveloplllelll project area -For new or rehabilitated dwelling units
developed by public or private entities or persons other than an agency within a I O-year period,those
units are to be available at costs affordable to persons of low or moderate income.ot less than 40
percent of these units are to be available to very low-income households.
A redevelopment agency may satisfy inclusionary requirements by purchasing or assisting in the purchase
of existing housing,and deed restricting the units for long-tenn affordability.A redevelopment agency
has this option if the units to be acquired are not presently available at affordable housing cost,or are
presently available at affordable housing cost,but finds the affordability of such lUtits in jeopardy.
Whenever low or moderate income level residential housing units are removed from the market as part of
a specific project,an agency is required by law to rehabilitate or constnlct an equal number of
replacement dwelling uttits within the jurisdiction of that agency,within four years of removal.Also,75
percent of the replacement uttits must be affordable to the same income level (very low,low or moderate)
as the persons displaced from the removed units.
BUDGET OVERVIEW
The FY 200911 0 Agency budget includes an increase in its Administrative Services payment to the Town
in consideration of Town staff time and resources utilized in Supp0l1ing affordable housing projects
during tltis fiscal year.
F -18
PROPOSED
ro LOS GATOS REDEVELOPMENT AGENCY 03
Affordable Housing Fund
STATE~IENTOF SO
1005/06 1006/07 1007/08 1008/09 1008/09 1009110
Aetuals Aetuals ACluals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated
Undcsignatcd 4.335.193 5.111.259 6.556.978 7.198.500 7.198.500 8,632,532
10iai Beginning Fund Balance ~.335.193 5.111.259 6.556.978 7.198,500 7.198.500 8,632,532
Revenues
bucresl Income 83.377 338.525 312.963 206.000 215.000 200,000
Total Revenues 83,377 338.525 312.963 206,000 215.000 100,000
Operating Transfers
Tax Incremelll @:.20%1.073.315 1.516.456 1.61~.435 1.537.660 1.537.659 1,571,430
TOlal Operating Transfers 1,073.315 1.516.456 1.614,435 1.537,660 1,537,659 1,571,430
TOTAL SOURCE OF FUNDS 55,491.885 56,966.140 58,484.376 58.941.160 58,951.159 510,403,962
USE OF FUND5
Expenditures
Salaries lllld Benefits 77.199 75.107 84.614 106.700 72.000 80,106
Opcr<1ling Supplies 199.720 230.520 264.366 292.430 243.427 299,580
Grallls 100.000 100.000 932.700
Intcmal Service Charges 3.707 3.635 4.196 4.500 3.200 3,668
Total Expenditures 380,616 409.161 1,285,876 403.630 318,627 383,354
Operating Transfers
Transfer to Debt Service
Total Operating Transfers
Ending Fund Balance
Designated
"ndcsignatcd 5.111.259 6.556.978 7.198.500 8.53 .530 8.632.532 10,020,608
Total Ending Fund Balance 5.111.259 6.556.978 7.198.500 8.538.530 8.632.532 10,020,608
TOTAL U5E OF FU:\DS 55A9I.885 56.966.140 58.484,376 58.9~1.160 58.951.159 510,403.962
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Public Affordable Housing Opportunities
Infra S/1'lI c/Ii re The Agency continues ils work in identifying and facililating other opp0I1unities
Maintain Ihe for the development of affordable housing
condition and
availability of
public facilities,
Iransportalion
syslems,and other
public
infrastructure
F -19
PROPOSED
&J LOS GATOS REDEVELOP ruNT AGENCY 03
Affordable Housing Fund
KEY PROGRAM SERVICES
Affordable Housing Set-Aside Projects
•Provide planning,analysis and recommendations for potential affordable housing projects
•Initiate an affordable housing project within the Redevelopment Project Area
AFFORDABLE HO SING PROGRAM STAFFING
Full Time Eqll;mleJt1 (FTE)
Authorized 2005106 2006/07 2007/08 2008/09 2009/10
TowII Stuff Positions Funded Funded Funded Funded Funded
Economic Vitality ;vlanager 0.05 0.05 0.05 0.05 0.05 0.05
Community Development Dir.0.10 0.10 0.10 0.10 0.10 0.10
Ass!.Community Dc\'.Oir.0.15 0.20 0.20 0.20 0.t5 0.15
Associate Planner O.tO O.tO 0.10 010 0.25 0.10
Administrative Analyst
Community Services Director 005 0.05 0.05 0.05 0.05 0.05
Total Affordable HOllsing FTEs 0.45 0.50 0.50 0.50 0.60 0.45
F -20
lJO)LOS GATOS REDEVELOP 1E IT AGE ICY 03
Affordable Housing Fund
PROP05lD
2005/06 2006/.07 2007/08 2008/09 2009/10
Performance Objectives and Measures Actual Actual Actual Estimated Budgel
I.works ill coordination \";111 dere/opel's in fhe plonl/ing
alld progralllming ofaffordable housing projects.
a.Percentage of affordable housing developers thai Dula .Yo,Dala.\"OI 100°0 IOOl}o 100°0
are satisfied with RDA assistance.
,·flU/lab!/''~'flilab/I'
Activity and \VorkJoad Highlights
I.Number of new affordable housing unils produced.
under conslmclion.or in the planning process as a resuh
ofRDA.
2005/06
Actual
15
F •2\
2006107
Actual
15
2007/08
Actual
5
2008/09
Estimated
20
2009/10
Budger
20
F -22
PROPOSED
•