Capital and operating Summary Budget - Part 1LOS GATOS,CALIFORNIA
Of o~r )
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.losgatosca.!!.oY
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 al1iculates the future for Los Gatos and reflects the high ideals identified by the
community:
Residents are united in tlieir desire to maimain a lIigli quality of life and presen'e
tlie cliaracter of tlie Town.Tlie overall community consensus is tliat Los Gatos
be a full-sen'ice community tliat is also environmentally sensitive;tliat Los Gatos
maintains a balanced,well-designed mix of residential,commercial,service and
open space uses,fostering a pedestrian-oriented comlllllnity witii a small town,
village-like cliaracter;tliat Los Gatos supports an active business community
tliat provides a wide variety of goods and sen'ices and a broad range of
employment opportunities,eliminating tlie need to travel to otlier communities;
and tliat Los Gatos provides a well-run,efficient municipal government tliat is
fiscally lIealtlIy,witii lIigli levels of public safety,recreational,art and cultural
.amenities and is commifled to high quality education.
TOWN OF Los GATOS
OPERATING AND CAPITAL DEPARTMENTAL BUDGET
FISCAL YEAR 2009110
Table of Contents
I 'TROD CTION
TO\\11 t\1anager"s Budget rVlessage A -1
Budget Award...............................A - 9
Strategic Goals . .A -10
Fund Descriptions.................................................................A -11
Financial Policies . A -14
Long-T eon Debt Policies .A -17
In\'estlllent Policy . A -18
Budget Process Overview . A -24
Budget Calendar . A -26
Gann Appropriation LiJnit . A -28
Resolution Adopting the Gann Appropriation Limit ..A -30
Resolution Adopting the Town's AlUlUal Budget....A -31
Resolution Adopting the Redevelopment Agency Budget . A -32
TO'NN PROFILE
History and Culnu'e of Los Gatos .B-1
Town Statistics .B - 7
Town Managemenl...........B -14
Town Organizational Chart ..B -15
Town Conunissions.Committees.and Advisory Boards B -16
FINANCIAL S MMARIES
Total Rel'enues and Expemliwres
Total Budgeted Fund Activity Summary C - 3
Total Revenue.Expenditure.and Fund Balance Trend Infonnation C - 4
Total Revenue.Expenditure.and Fund Balance -5-Year Summary................ C - 6
Total Town and RDA Re\"enue Summary -by Fund .C -10
Total Town and RDA Expenditure Summary-by Fund C -12
Total Town and RDA Revenue Summary -by Category ..C -I-t
Total Town and RDA Expenditure Summary -by Category C -15
General Fund Revenues ami Expelldiwres
General Fund Revenues -by Depanment ...C -16
General Fund Expenditures -by Depal1ment .C -17
General Fund Revenues -by Category............C -18
General Fund Expenditures -by Category........C -20
General Fund Tax Revenues -Santa Clara County Cities Per Capita ......................C -22
General Fund Tax Revenues -10 Year History...C -23
General Fund -Fund Balance Activity......C -24
To\\'OF Los GATOS
OPERATING AND CAPITAL DEPART 'rENTAL BUDGET
FISCAL YEAR 2009/10
Table of COlllen"page -2-
Operatiug Transfers
Schedule of lnterfund Transfers.
Fuud Balallce
Fund Balance Activity Summary -by Fund
Fund Balance - 5 Year Comparative Balances
.C -25
.................C -26
..................................................................C -28
Departmental Budgets
Department Revenues -by Program..__C -30
Department Expenditures -by Program C -32
Staffing
SUl1unary of Positions -by Fund ...____C -34
Summary of Positions -by Department........................................C -35
5 Year Trend -Annual FTEs by Department C -36
Summary of PersOImel Changes .C -37
Positions by Home Department .C ~43
DEPARTME 'TAL BUDGETS
Deparllnental Budgel Listing D - I
TOWN OFFICES
To\vn Offices Overvie\v ..D-5
TOH'1l Council
T0\\11 Council Administralion .
TOWIl Attorney
Town Attomey Administration
111Iemal Service Fund
Liability Self Insurance Fund .
"
.D- 7
.......0 -9
. D -13
TOWN OF Los GATOS
OPERATING AND CAPITAL DEPARTMENTAL BUDGET
FISCAL YEAR 2009/10
ADMINISTRATIVE SERVICES DEPARTMENT
.......................0·17
......................D -21
.D-27
.............................D -33
.D-39
..D -43Non-Departmental
Administrative Services Department Overview.
Town tvlanager Administration....... .
Human Resources Administration ..
Finance &Administrative Services Administration
Clerk Administration .
fmernal Sel1'ice Funds
Managemelll Information Services .D -47
\Varkel's Compensation Fund .. D -53
Office Slores Fund...D -57
TruSf and Agency Fund
Parking Assessment District Fund ......................__.0 -59
COMMUNITY DEVELOPMENT DEPARTMENT
ConUl1Unity Development Department Overview..........................................0 -63
Community Development Administration .D -67
Development Review .D -71
Advanced Plaluling ... .. .....D -77
Building &Inspection Services..D -81
Code Compliance .D -85
Pass-Through Accounts ..D -89
POLICE DEPARTMENT
Police Department Overview...D -91
Police Administration ..D -97
Records &ConU11Unication ...D -to 1
PersOIUlel &COIlU11Unity Services ..D -105
Patrol .0 -109
Traffic ..0 -113
Investigations D -117
Parking t\1anagelllent.....D -121
Pass-Through Accounts...D -125
Special RC1'eHue Funds
Operating Grants D -127
III
TOWN OF Los GATOS
OPERATING AND CAPITAL DEPARTME 'TAL BUDGET
FISCAL YEAR 2009/10
Table of COllTeut\page -./-
PARKS &PUBLIC WORKS DEPART!\IENT
Parks &Public Works Oeparunem Overview...........0 -129
Parks &Public Works Administration .0 -135
Engineering 0 -139
Engineering Development D -143
Park Services .................................................•................................•...................•................0 -147
Streets &Signals 0 -153
Pass-Through Accounts 0 -157
Il1Iernal Service Funds
Equipment Replacement 0 -159
Vehicle Maintenance 0 -163
Facilities fvlaintenance .0 -167
Special Revellue Funds
Non-Point Source .
Assessment Districts .
..0-171
..0 -175
COMMUNITY SERVICES DEPARTMENT
Community Services Depaflmem Overview... 0 -189
Community Services Administration.................0 -193
Neighborhood Center .0 -197
Ans &Culture .....................................................••.........................................•..........•...........0 -203
Conllllunity Grants 0 -207
Conservation.Recycling &Sustainability ..0 -213
Housing Program 0 -219
Pass-Through Accounts 0 -223
Special Re\'enue Funds
I-lousing Conservation Program Fund 0 -225
ConmlUnity Oevelopment Block Grant _______0 -229
Beverage Container Grants...0 -233
LIBRARY DEPARTMENT
LibraI)'OeparUllent Overvie\\'.........0 -235
Library Administration..................................................................0 -239
Adult ServicesfReference...0 -243
Youth Services.............................................................................. 0 -247
Acquisitions &Cataloging 0 -251
Circulation /Systems Administration 0 -255
IV
TOWN OF Los GATOS
OPERATING AND CAPITAL DEPARTMENTAL BUDGET
FISCAL YEAR 2009/10
Table of C0111('/1/,pag£,-5 -
LiBRARY DEPARBIENT CONTINUED
Trlls,and Agency FUI/ds
Library Tmst Fund . D -259
Hislory Project Trust Fund D -261
Clelles Ness Trust Fund...D -263
Susan McClendon Trust Fund . 0 ~265
CAPITAL IMPROVEMENT PROGRAM
Capital Improvement Program Overview.....E - 1
General Fund Appropriated Reserves (GFAR)Fund . E - 7
Traffic Mitigation Fund...E -13
Grants and Awards Project Fund . E -15
Stann Drain Funds..E -19
Construction Utility Underground . E -25
Gas Tax Street &Signal................ E -27
REDEVELOPMENT AGENCY
Redevelopment Agency Overview....................... F - 1
Capital Projects Fund...F - 5
Debt Administration Fund F -II
1992 COP Debt Schedule ....F -14
2002 COP Debt Schedule .. F -15
Computation of Legal Debt tvlargin .F -16
Affordable Housing Fund F -17
REFERENCE 1\1 ATERIALS
In-Kind Donations .G - 1
List of Funds....G - 2
List of Programs . G -3
Glossary G-7
List of Acronyms...G -17
Index ..G -19
v
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PHOPOSFO
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 sunUllary of all
Town Operating and Redevelopment Agency financial activities for fiscal year 200911 0 and Capital
Improvement Program activities for the 2009-14 plarming 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 limited revenue
enhancements totaling the $2.6 million necessary to balance this 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 stann 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 plamling 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 Community Character,Good Governance,Fiscal Stability,
Public Infrastructure,Civic Enrichment,and Public Safety.Priority projects for FY 2009/10 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 pennits.
Fiscal Stability
•Seeking diversification of the Town's revenue base,through appropriate plamung and
development of Los Gatos Boulevard and the North Forty.
Public Infrastructure
•Addressing funding needs for street maintenance,sidewalks and retailung 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 maxinuze the number of individuals,families and
businesses who are self-sufficient in the event of an emergency.
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Five Year Financial Plan Update Provides Framework for Budget Development
In January 2009,staff updated the Town's Five-Year Financial Plan spanning fiscal years 2009110
through 2013114,selling the stage for FY 200911 0 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-tenll 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 2009/10,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-tenll
fiscal picture,as well as high priority service delivery needs.The key principles include:
•Develop and recommend 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 200911 0 operating budget and one
recommended augmentation to a fund a service deficiency.[n analyzing these issues,staff considered the
impacts on both current and future budgets and assessed altemative approaches to meet service demands.
Staffing and Sa/anI Reductions
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 Summaries on page C-44.Combined,the proposed
staffing and salary reductions total approximately S 1.5 nlillion.
Other operational changes include the reduction of public counter hours Monday -Friday,8:00 a.m.-
I :00 p.m.,in Business Licenses,PlaIllling,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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Service 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.
Organizational Restructuring
Budget constraints continue to demand that staff assess organizational.structures to align staff resources
with work demands.Workload reassigmnents planned for FY 2009110 include reallocating the Housing
programs from the Community 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.In 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 Conununity Services,the Library,and Police.
Changing Operational Demands
The Proposed FY 20091l 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
reconunended to be expended to comply with the new regional stonn water pennit issued by the San
Francisco Regional Water Quality Control Board (SFRWQCB)last year.The permit 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
Non Point Source Discharge Elimination System (NPDES).
In past years,the Town-managed NPDES program has had sufficient pass-through revenues collected
from Los Gatos customers by the West Valley Sanitation District (WYSD)to provide funding for the
Town's NPDES program requirements.As the stann water program requirements have grown,the
funding collected by WVSD for this purpose is no longer sufficient to meet the program costs.In early
April 2009,the WVSD Storm Water Management program's proposed FY 2009110 budget was presented
to Town staff.It recommends 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 government's responsibilities as required by the stonn water pennit.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 nmoff 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
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revenue streams for tllis program improve or program requirements are moderated,a deficit could occur
in this fund as early as FY201 0111.Staff has been advised to expect increases of 30%to 40%in st0I111
water program costs in FY 20 I 0111,which adds further impetus to finding a longer tern]revenue solution
or working with the pemlitting agencies to reduce costs to all local governments.In the coaling year,staff
in Community Development,Parks and Public Works and Finance will ascertain the cost impacts of the
new pemlitting requirements and to propose appropriate fee and revenue sources to cover these increased
costs.
The other regional funding demand regards the Silicon Valley Regional Interoperability Project (SVRIP),
which aims to integrate public safety data and communication systems in the Valley.This is a long-tern]
project with multiple components for which federal funding is being pursued.WIJile 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 2009110 General Fnnd Operating Budget Overview
GENERAL FUND SOURCES
Revenues
General Fund Operating Revenues
Sales &Use Tax
Propel1y Taxes
Licenses &Pennits
Charges for Services
All Olhers
Fund Ba/allce Sources
Olher Uses of Fund Balance
Capital 1 Special Project Reserve
TOTAL SOURCE
FY 2009110
PROPOSED
BUDGET
$8,677,460
S 6,922,920
$2,199,610
$2,353,250
$12,370,665
S 195,918
S 825.000
S 33,544.823
GENERAL FUND USES
General Fund Operating Expenditures $31,697,589
General Fund Transfers S 825,000
Transfer to Revenue Stabilization $500,000
Transfer 10 Capital/Special Projects ...:;.:$_~~5;;.00::,',,;0~00~
TOTAL USE ....:::.$_-=3.=.3""5.::,22"",,,58:::.;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 true each year,the revenue estimates may
change next year if the current recession becomes prolonged or there are other unexpected negative local
econonlic 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
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200911 0 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 impacted 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
propeny tax have been budgeted at a 0%growth rate for FY 200911 O.A challenge to the sales tax base is
the ponion attributable to the Town's auto dealerships,which has fallen from 30%to 12%over the past
five years.Another concem is the importance of retaining teclmology-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 econOlnic 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.Tumovers 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 this reduction comes from the decreased fees for private development activity
and related fees and penuits.The FY 2009/10 projected revenue for licenses and penuits takes in
account overhead charges and fee increases adopted by Council in April 2009.A comprehensive fee
study is scheduled for fall 2009,which will more accurately detenuine the level of overhead and fees that
should be charged for services.
Lastly,charges for Town services have increased by 5400,000 due to the General Plan Update
reimbursement to the General Fund.All other revenues were adjusted based on the latest infonuation
available from the state or recent revenue trend history and other infonuation provided by Town
departments that track panicular 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 (5971,434 decrease),grants and awards (569,200 decrease),intemal service charges
(S 133,482 decrease),debt service (S 1,830 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 ponion (64%)of the
Town·s operating costs,and include increases in post retirement health benefit costs due to state
legislation (S80,OOO)and actuarial requirements as prescribed by the Govemmental Accounting Standards
Board Statement #45 (S 150,000).
State Budget Impacts
Details on the State of Cali fomi a 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 State-driven budget balancing ballot measures,including but not limited to:budget reform,
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financing for public schools and other key State services,and the expansion and financing of State lottery
revenues.
According to the League of California Cities,Govemor Amold Schwarzenegger is prepared to propose
suspending Proposition lA,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 52 billion statewide.It is estimated that the financial impact to the Town could be in the range of
5650,000 -5800,000.Staff is developing a contingency plan should the Town lose additional property
tax to the State.
Other funding sources like the 5I 00,000 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 521.8 million at
June 30,2010 (excluding approximately 52.2 million in funds set aside to pay accrued compensated
absences).ill addition to the approximate 52.1 million of General Fund Reserves set aside for legally
restricted purposes,the Town has approximately 519.7 million in General Fund designated reserves
established in accordance with Town financial policies and operating and capital budget requirements.
The forecasted June 30,20 I0 balance of 5 19.7 million in General Fund designated reserves include 53.7
million in reserves for economic uncertainty,53.2 million in reserves for future capital projects,and 55
million in revenue stabilization reserves,among other smaller reserve balances.The combined balance of
$3.7 million in reserves for economic uncertainty and 55 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
financial position for the local goverrunent.
Overview of the FY 2009/10 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 2009/10 proposed budget funds the first year
(2009110)of the Town's Five-Year Capital Improvement Plan (CIP).Total appropriations for FY
2009110 are S26.9 million,consisting of 52.5 million in new project funding,and 524.5 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.[n the last ten years,the Town has invested approximately 519 million in street
improvements.Next year,the crp proposes a total of approximately 51.1 million in additional new
funding dedicated for various street repair and resurfacing projects in the Town.
The proposed CIP includes approximately 518.8 million in estimated carryover funding for two new
public facilities,the police operations building (51.1 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 crr also proposes 5600,000 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 to Pageant Park.The Civic Center
project is funded from GFAR (5250,000)and the Utility Underground Fund (5350,000).
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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 $S7,000 would be used for the Town Fountain
Filtration project and $13,000 for the Baclullan Park Basketball Resurfacing project.However,park bond
funds dedicated to Town projects have been frozen by the State of California due to the budget crisis.It
is anticipated that these funds will become available sometime in FY 200911 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.If 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 VlIlnerability -Sales tax revenue accounts for approximately 2S%of General Fund operating
revenues.Netflix,an internet 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.This
conservative approach will enable the Town to better plan for future service delivery in the absence of
this vital source of operating revenue.
Strllctllrallmbalallces (Operating Deficit;)-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 current
services.If this ongoing structural imbalance is not solved with pennanent ongoing revenue increases or
expenditure reductions,the level of imbalance would worsen each year leading to aIillual projected
shol1falls ranging from $1.4 million to $6.2 million in the fiscal years following 200911 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 Retiremenl Benefits -Investment losses experienced by CalPers since Sunuller 200S are expected
to be in the range of 20-30%.These losses exceed the statutory "corridor"for rate smoothing and the
Town currently believes that employer PERS rates could increase by approximately 30%begililling fiscal
years 2011112.The Five-Year Financial Plan is being updated with these higher rates,which could be
reduced by a recovery in the general stock market ancl/or changes in legislation.
Limited Capacity for Inji'aSII'llClllre FlInding -[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 improvements over the past 10 years.Tllis investment has increased the Town"s
average Pavement Condition Index (PC I)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 poim 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 2009/10 budget.If the economy does not improve in the
short term,the fmancial 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
Rurni Portillio,HR Director
Jenny Haruyama,Assistant Finance/Budget Director
Glenda Cracknell,Accountant/Finance Analyst
Gayle Barr, Payroll Specialist
Linda Isherwood,Accountant/Finance Analyst
Gitta Ungvari,Administrative Analyst
Respectfully submitted,
Greg Larson
Town Manager
A·8
.C -25
300 ------------
200-------
150
FINANCIAL SUMMARIES
Total Revenues and Expenditures
Summmy schedules which provide a high level oven/jew a/the entire Town budget,in afimd-type summmy,as
well as by fund-specific and caleg01y-specijic summmy levels.
Total Budgeted Fund Activity C - 3
Total Revenue,Expenditure,and Fund Balance Trend Infonnation 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 Revenues -by Category C -14
Total Town and RDA Expenditures -by Category C -15
General Fund Revenues and Expenditures
Summmy schedules which identify t!le Town's General Fund operating sources and uses at the department and
categ01Y levels.The Fund Balance Activity summarizes the General Fund sources and uses which impact the
resulting endingfimd balance.
General Fund Revenues -by Department .C-16
General Fund Expenditures -by Departmenl..C -17
General Fund Revenues -by Category C -18
General Fund Expenditures -by Category C -20
General Fund Tax Revenues per Capita -Cities of Santa Clara County 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 fund,of estimated fund transfers for the prior year and budgeted for the
adopted fiscal year.
Schedule of Inter-fund Transfers .
C - I
FINANCIAL SUMMARIES
Fund Balance
Fund Balance schedules,aile which summarizes activity lind ending fimd balances to provide a quick look at
the ongoing stnfllS a/the individuai/linds,and another which provides a 5 year trend.
Fund Balance Activity Summary -by Fund C -26
5 Year Comparative Fund Balance -by Fund...C -28
Departmental Budgets
Depanmem lel'el schedules provide all overview of funding source and expenditure lise,by each program
within the departmem.
Department Revenues -by Program C -30
Department Expenditures -by Program C -32
Staffing
The labor position schedules provide a S1l11l11lmy le\'el \·jew of operational staffing assignmellls,funding,Gnd
trends.The Personnel Changes SUn/111m)'discusses staffing levels and labor costs ill more detail.
Departmental Staff -by Fund......................................C -34
Summary of FTE's -by Departmenl................C -35
5 Year History of Funded Positions -by Department C -36
Summary of Personnel Changes C -37
Positions by Home Department C -43
C - 2
TOTAL BUDGETED FUND ACTIVITY SUMMARY
FY2009/10
Fund Category
Operating Funds
General fund
Community Dev Block Grant
Non-Point Source
Assessment Districts
Equipment Replacement Fund
Workers Camp Self Insurance
ABAG Self Insurance
Office Stores Fund
Mgmt Infomlation Systems
Vehicle Maintenance
Facilities Maintenance
Total Operating Funds
Estimated
Fund Balance
7/1/2009
$21,887,687
675,173
34,204
93,605
3,175,135
2,677,561
1,880,163
258,125
2,152,621
264,702
652,664
$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
$37,266,040
Expenditures,
Use of FB
and
Transfers Out
$32,522,589
338,975
\47,335
43,290
372,697
648,781
606,8\2
\46,000
\,\5\,488
604,824
1,171,246
$37,754,037
Estimated
Fund Balance
6/30/2010
$21,889,003
480,\73
21,869
86,175
3,14\,718
2,72\,290
1,802,34\
236,625
2,039,553
278,278
566,618
$33,263,643
Fund
Balance
Change
From PY
0.0%
(28.9%)
(36.\%)
(7.9%)
(\.1%)
1.6%
(4.\%)
(8.3%)
(5.3%)
5.1%
(13.2%)
(1.4%)
Tmst &Agency Funds
Library Trust Funds
Parking District Agency Fund
TOlal Trust &Agency FUllds
$323,009
33\,443
654,452
$6,000
\48,380
154,380
$317,83\
\45,730
463,561
$11,178
334,093
345,271
(96.5%)
0.8%
(47.2%)
Capital FIII.ds
GFAR
Tranie Mitigation Fund
Granl Funded CIP 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 Redevelopment Funds
TOTAL ALL FUNDS
$9,942,127
79,233
402,350
677,295
2,472,243
977,759
S 14,551,007
$1,774,149
6,699,642
8,632.532
S 17,\06,323
$66,063,421
$15,328,564
65,000
1,989,093
\05,850
52,080
595,670
S 18,136,257
635,000
6,744,490
\,77\,430
S 9,150,920
$64,707,597
$22,673,928
65,000
2,353,483
55,000
350,000
1,279,064
S 26,776,475
\,103,676
6,295,300
383,354
S 7,782,330
S 72,776,403
$2,596,763'
79,233
37,960
728,145
2,\74,323
294,365
S 5,910,789
$1,305,473
7,\48,832
10.020,608
S 18,474,913
S 57,994,615
(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:
Operati"g Funds -Ongoing operations are funded out of the various Operating Funds.This includes the Town"s General Fund
depanmental program operations,as well as special revenue activities and intemal service functions.
TnlSl &Age"cy Funds -These funds are held in a fiduciary capacity,with little variation in activity.TIle 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.
Redet'elopmem Agellcy Fllllds -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.
*rite large decline ill fimd balance is primarily auributable to autltorized appropriations for tlte "ew police operations building
and lite lIewlibrary.
C-3
TOTAL TOWN &RDA
REVENUE,EXPE DITURE,&FuND BALANCE TREND INFORMATION
80,000,000
60,000,000
40,000,000
-4-Revenues
-
-+-E.>.pendilures
•
20,000,000 +------------------------------J
1999/00 2000101 2001/02 2QOY03 2005106 2006107 2007/08 2008/09 2009110
Total Town and RDA
Fund Balance
60,000,000 f-~~---~---_,;_..:=:..-----
40,000,000 +-==-
20,000,000
1999/00 2000101 2001102 2002103 2003104 2005/06 2006/07 2007/08
Year End
1999/00
2000101
2001102
2002/03
2003/04
2005106
2006/07
2007/08
2008/09
2009/10
Reference
Audited
Actuals
Actuals
Actuals
Actuals
Actuals
Actuals
Actuals
Estimated
Adopted
Reyenues
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
*Expenditures and Transfers·Ow may exceed Re,'elllles due to the inclusion of planned and carryfonmrd capital projects.
Approximately S /4 Mfillldingfor Library project will come from issuance a/Certificates ofParticipation (COP)',,[ulure years.
C-4
TOTAL TOWN &RDA
REVENUE,EXPENDITURE,&FUND BALANCE TREND INFORJVlHION
The Town continues to focus on priority issues of maintaining public safely;maintaining and enhancing
infrasuucture including streets and parks;and providing library,community development,and community services
to (he 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 continued emphasis on the
implememation 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 2009/10.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 2009/10 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 not 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
Governmental Accounting Standards Board (GASB)Statement #45.Other key trends affecting the fund balance
forecast include:
Sa/(lI:V alltl 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 dependent 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 2003104 to 33.6%in FY 2008/09.In FY
2009/10 this rate changes to 33.8%and projected to be higher in FY 20 I 0/11.All other employee contribution rates
to PERS have increased markedly,from 7%in FY 2003/04 to 14.58%in FY 2009/10,with the potential for larger
increases in FY 2011/12.
In a proactive response to the fiscal challenges facing the Town,the management group recommended to forgo any
cost of living and performance bonuses for FY 2009/10,whose approximate S200,000 in a1U1Ual savings has been
incorporated into the reconunended FY 2009110 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 Ol1icers 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 \Vorks field trucks,water for Town parks,landscaping and facilities,and nanlral
gas and electricity to provide healing,air conditioning,and lighting for public infrastmcture and facilities including
street lights,parking lots,parks,and the Town's Civic Center,Neighborhood Center and Corporation Yard facility.
The Energy Infonnation Administration of the US government projects that energy costs will continue to increase in
FY 2009110.As a result,the Town will continue to explore energy efficient altematives at existing and future
facilities.
Revenue Recove/:)I -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 200 I.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 0 $14 million library project bond proceeds),FY
2009110 are expected to decline.This represents approximately a 3%decrease in revenue compared to FY 2008/09.
Recovery [rom the current economic recession is predicted to be slow and revenues for FY 200911 0 are expected to
show little or no growth.
C-5
TOTAL TOWN &RDA
REVENUES,EXPENDITURES &FUND BALANCE FIVE-YEAR SUMMARY
GENERi\L I~'UNI)$llECIAL n:EVENlIE FUNDS
2005/06 200fl107 2007/08 2008/09 2009/10 2005106 2006/07 2007108 2008/09 2009/10
Actual At'llllIl At'lUll1 Estimate Uudgct Actlml Actual Acllllli Estimate nlld~CI
11.EVENIJES
Property Tax 5,831,822 6,645,436 7,036,875 6.922.920 6,922,920 37.161 33,6 J3 33.725 33,510 33,510
VLF Backtill 1,923,378 1,990,555 2.141,994 2,302,186 2,325,200
Sllics &Usc Tax 8,655,566 9,509,947 9,345,432 8,700,000 8,677,460
Fr.Jl1chlsC Fees 1,130,190 1,162,038 1.659.829 1,665,600 1.689,260
Tr:l11slcnt Occupancy Tao''':1.028,664 1,IalUS7 1,245.078 1.100,000 1.080,000
Other Taxes 19,810 1,209,138 1,144,647 1,103,456 1,127,000
Llccns...'S &1\:rrnIIS 2.611.108 2,382,477 2,450.828 1.789,880 2,199,610
Illlcrgovcrll1ncntal 2.779.681 6~1.165 828.623 818,638 796,090 234,895 113,608 144.333 142,890 108.975
Town S~rvlces 3.006,634 1.9SS.312 1,851.638 1.976,783 2.353.250 133.341 177,630 168.074 135,000 135,000
111t~mal Srvc Rcill1bllrS~Il1t:1It
FI11~s &FOl"lcllures 608,331 561.645 369.292 497,180 496,040nInt~rcst 1,407.265 2.576,062 3.123,491 1,760,938 1,580.000
60,040 55,198 35.010 39,500 37.350
0>Other Sourccs 3,044,367 3.005.895 1.711.557 8.896.308 2.801.155 526,574 221,082
Fund Transfers In 430.839 114,470 r48,369 569,394 475.920 665 224,110
TOTAL I{[VENUES 32.477.655 32.935.397 33.057,653 38,I03.283 32.523.905 992.676 601.131 605.252 350.900 314,835
EXI'ENl)lTlJI{ES
S:ll:mcs &BClldits 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
Op..:r:lIlllg 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
Grams &Awards 176,282 184.329 196.042 299,290 201,230 61.681 435,456 35,564 179,502 227,050
FIxed Ass..:ts 192,343 30,598 62.628 8.136
Il1\crest 27,985 40,447 21,376
Internal ServIce ChargL'S 2.904,563 3.15lUN2 3,401.191 3.597,500 3,412.858 60,713 48,260 49.029 40,300 16.739
C:lPIl:11 Projl..x:ts
Capital AcquiSitions 1.012))84
Facilitlcs M:L1l1tcll:mcc
D~bt Scrvic..:932.122 931.078
930,717 924.135 925,970
Transli:rs 475.664 4.194.094 6.339.504 1.916,500 825.000 213.717 56,830 82.210 426,424 78,937
TOTAl.EXPENI)ITlJl{ES 26.636.070 32,061.343 34.931.S00 33.345,473 32,522.589 927,446 980,211 651.025 848.853 529.600
Net Im'rclisc (I)l'l'rcasc)5.841.585 874,054 (1.874.147)4.757.SI0 1.316 65,230 (379,080)(45.773)(497,953) (214,765)
Ucgiuuing Fund Ilal:lllcl'12.288,390 18.129.975 19,004.029 17.129.882 21.887.692 1,660.560 1.725.790
[,346,710 l.300.937 802.984
[udin:,:Fund UlIhllll'C $18.129.975 $19.004,029 $17,129.882 $21.887,692 $21.889.008 $1,725,790 $[,346,710 $1,300,937 $802.984 $588.219
TOTAL TOWN &IWA
REVENUES.EXPENI>ITURES &FUNI>BALANCE FIVE·VEAR SUMMARV
INTEI{NAL sEn VICE 1;1JNDS LIUH,AI{Y Tit I JSTS ..'I I·AI{t..::ING A$SESSI\IENT FIINI)S
20llSIlI6 20llfJ!07 2UlJ7/UN 2{)11~/O9 20091111 2011Sf(l(1 211116/117 20n7/08 2nt)l'l1H9 201191111
"\l'Cual /\l'lual i\l'lilal Eslilllalt.'Ihulgl'l I\dual Al'llla]At'lllal Escilllllic 1111111-:1'1
I{EVENIIES
Prol}l;rty Ta-..:1311,206 137.637 145.555 137.465 139,31'10
Vl.F Baddilt
S'lh::.&.lIM:Tax
"r:llldllSC h ..'\::'
rr;lllSlctH OccllpallC)Ta ...
OIlier raXeS S9.1~3 57,221 19,656 15.000 15.000
LICCIl~CS &.I'cnnlls
Illh•.:rgo\'crllllll'lllal
'1'011'11 Scrvu.:cs 89.686 <)-1,021 91.669 66.000 66,000
Il11l'fIlal Srvc Ih:llllburSCIllCl11 3.652.589 3.90S.S59 4.21VIIS -1.360,650 4.282.700
FlIll.:s &Fortcllurcs
(")Illlcr...:sl 47 .6 50 14,214 22,366 22.020 21.150 13.000...,Olhcr Suurce:.128.163 J 19,155 139,783 86.286 63.600 56.561 21.725 25.275 32.050 2.000
FUlld'l musters In 15.500 20.980
T()T/\I.I~E\,":i'\"JES 3.959.628 4.179.302 ·k~1l9.H6 4.548.916 4,427.300 :W8.98 I 181.728 192,850 190.665 154.380
1,:.xI·Ei'\'I)I'J'1II~ES
Salan..:~&l!..:ndilS 885,847 897,631 981,151 1,054.200 1.146,884 9,899 9.404
Up..:ratlng I',xp..:ndllllro.:s 1,7112.258 2.164.154 2.7XI.990 2.479,622 2.832,890 31,329 19.065 36,660 37.026 320,631
(irmlls &Awards
h,'I:..:d A~S":IS 216.170 363.66X .51.350 376.755 503.074 12,610
Illh:ro.:SI 70.537 64.395 142.836 145,681 142.930
Inl~'fI1;l1 So.:rvlc,,:Charg..:s 313 1.290
Cl1Pllltl I'mJccls 495.298
ClllHll1lAl.:ljlllSlllUllS
hll;II'IICS M;lll1lcllall{:e 19.857 29.163
Deht So.:I'VH.:e 75.000 XO.OOO
'I'rallsfers 146,450 1.235,322 119,471 669,534 219,000
'IUrl\I,E.xI·EI\'l)l'nIIU~S 3.545.880 4,689,93S 4.333.962 4.580.111 4.701.S48 I99.6H8 174.154 179.496 IH2.707 463.561
I\'l'l hll'n':lsl'(lkl'!'l':lSl')413.748 (510.636)155.514 (31.195)(274,548)9.293 7,574 13.354 7.95R (309.ISI)
Hl'l.,:illnirlj,:,"'1It1t1 HaJ:lIIl'l'11,033.5-10 II ,4H ,288 10.936.652 11,092.166 11.060,971 616,273 625,566 633.140 646,~94 65~.452
":ndillj,:,Fund Bal:llu'l'$1l,4H,288 $10.936.652 $".092.166 $11.060.971 $10,786,423 $625.566 $6JJ.140 $646.494 $654,452 $3~5.271
TOTAL TOWN &RDA
REVENUES,EXPENDITURES &FUND BALANCE FIVE-YEAR SUMMARV
CAPITAL 1·I~O.JEcr FUNDS HED[VElOI'MENT AGENCY
2005/06 2006/07 2007/08 2008/09 2009/10 2005/06 2006/07 2007/08 2008/09 2009/10
A('ll1:11 Al'tllal AflU:11 Eslinmlc Iludget A[lllul A('lull!A('lmll EslillllllC UlIdj.!t'1
I{(VENUES
Property Tax 5.976.062 7,425,925 8.072.176 7,231,383 7,386.550
VLF Backlill
Sales &Usc Tax
Franchise Fees
Transient Occupancy Tilx
Olher Taxes 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
TO\\11 Services 6.676
Internal Srvc Reimbursement
Fmcs &Fortclllircs
Il1\crcst 96,750 166.890 [34.270 131,900 62.600 358,764 809,827 897.964 293,400 263.400
(')Olher Sources 341,554 106.681 153,286 324.870 14,075,000 3,464 4
(']P Proj Reimburscmcnt 64,608 117,305 41,105 (10,500)
00 Fund Translers In 715,409 5.429.414 6,273.466 2.666,554 924,017 2,720,000 550.000 575.000 575,000
TOTAL H,EVENUES 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
EXPENnlTUI~ES
S<.llarics &Benctits 8.277 35,271 48.298 117,959 269.810 226.447 250.869 193.700 263.105
Opel~l\illg Expenditures·1,197 3,153,3 18 3.609,025 3,981,742 4,354,089 4,5 19.090
Grants &Awards 121,707 100,000 932.700
Fixi.-d Assets 96.293 180.130
Intercst 682,538 666,914 651.556 629.138 610.970
Internal Servicc Charges 443 1.5 15 2,280 5,114 15.191 13,956 15,516 II ,600 16.039
Capital ProJc(,:ts 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
Capital Acquisitions
Fa"li\lcs Maintermn(,:c
Debt Service 1,331,705 1,345,245 1,359,885 1.369,135 1,390.970
Transters 311.081 57,640 120,259 244,470 277,000 2,720,000 550,000 575,000 575.000
TOTAL EXllENl>lTUHES 2.938,010 2,753,528 5,5 11.689 6.260.832 26.776.474 6.455.308 9.664.976 9.143.859
8,405,544 7.782,330
Nl"lut'n'ase (I)l'('n'asl')(565.916)4.818.687 3.477.872 (1,074.985)(8,640,217)821.780 2.221,854 1,307,002 618.37'1.368,590
lkgillllillg Fund Uahlll("c 7.895,347 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
Elldill~Fuut!1l11laufC 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 $llL474,912
TOTAL TOWN &RDA
REVENUES.EXPENDITURES &FUND BALANCE FIVE-YEAR SUMMARY
'IUTAl"ALL FIINI)S
200~/U6 20U6l1l7 2007108 20081119 2U09/10
A"lllal A('W:t1 A"lllal ESlimlilc Ilutl!!!.'l
I{EV.:NIJI-;S
I'rupl.:ny rll.\11,9RJ.253 14,242.612 J 5,288,331 1-1.325,2n 14,-11Q,360
VLF 1l:lcl..1i1l l,n),]7!'!1,990,555 2,141,994 2,302,186 2.325.200
Soil,,;:.8.:Us\:Ta:-:8,655,566 9,50l),947 9,345,432 iI,7UU.OOO l'l.677,460
Fl'andlliol':Fees 1,130,190 1,162,lJJll l,659.KN t.MS.bOO 1,689,260
"I r:HlSlenl Occupancy Ta."1.021(664 1,108,257 1,2-15.0711 I,IOU,OW 1,080,000
Other 'I :l\..~457,94 t 1,447,185 1,203,959 1.133,-156 1,157,000
1.1CCII:>CS &.I'crmlls 2,611,101<2.S011,670 2,653,320 1,943.880 2,.06,610
tnICl'!;U\Crl1I1lClllal 4,751,-110 3.170.757 4,058,959 3.71N.686 -1,613.675
'I \mll S":l'\IC<.:S 3,236,337 2,259.963 2,111,381 2,177,7X3 2,55-1,250
Inlenml Srve Reimbursement 3,652,5X9 3,90S,S59 4,21vnX 4,360,650 -I,2X2.7UO
hl1e~&Flll'lellules 60s,33I 561.6-15 369,292 497.ISO 496,0-10
JIllef"'~1 1.937,01l0 3,63u.389 ·1.212.8U5 2,2-16.881"1.956,350
Olher SOu"ee~-1.100,683 3.-174,538 2.029.905 9.339.51-1 16.9-11,755
CII'Pro)l{elmbUl'~cmcnl 6-1,608 117,305 41,105 (10 ..500)
hmu Tr:Ill~Ii:rs In 1.1-16,913 8.263,884 7,211,-1-15 3,83 1,92K 1,97-1.937
n T()TAI,I{EVENlIES ----.i7.1XX,I24 57,356.60-1 57,78.5.653 57,403..529 6-1.707..597
'"1':XI'ENUI'I'lIl{ES
S:r1arres &Ikndils 19,663,-110 19.828,99-1 20.910,OS6 2 1.9311,79 I 22,300,058
Opcnlllng !:\I>Cllduurcs 8.996,%3 10,080,687 11,562,188 12.982,38.5 14,264,906
Gr:lnb &Award~35<,1,670 719.7115 1,164,306 478,792 428,280
FI\cd A~...eIS 517,416 57-1,396 513.978 38-1,891 503.074
Inlere~1 7111.060 771.756 815.768 774.819 753.900
Inlel'lwl S...r\ICC Charges 2.981,223 3.223,913 3.468,016 3.649.-100 3.-150,750
(':lJlllilll'nlJeels 3,S97,U56 3.462,36 I 6,7-12,-1-13 7.289,2·1-1 26,783,557
C:IPll:11 AcqlllslllUns I.OI2,IHI4
I':lellllles Mllllllen:H1ce 19.857 29,163
Delli Sen ICC 2,338.827 2,356,323 2.290.602 2,293.270 2,316,9-10
Transli:rs 1,146,912 8.263,886 7,211,4-1-1 3.831.928 1,974,937
T(),I'AI,EXI'ENUl'nmES -10.702,39-1 50,324,148 5-1,751,831 53,623..520 72,776,-102
Ncl I.....rellse (Ul'l'I'\'asl')6,585.720 7,OJ2,-I53 J,033.822 3,780.009 (K,068.S05 )
IIl'1.:inniul.:Fuut!Uahllll'c -15.63 J.42 I 52,217,141 59.249.593 62.2S3,-11.5 66.063,-12-1
EllIlin:.:Fllml Halllu ......S 52,217,1-11 S 59.249,594 S 62.283,415 S 66.063.424 S 57,994,619
•('I/lIII~"I"f 11I':\l"1/('11/,'fl'/leL'1 L'"m,,'elum "/Ille
}'"hn'()I'I'/'ilI/I>1/1I1II1d/ll~1/1/(111i<,1Il/1/l/IUII/"f If",1,Ihrllry c"mII'lIL'lm!/.
TOTAL TOWN &RDA REVENUES
BvF I'D
(Includes T.-ansrers In)
2005/06 2006107 2007108 2008109 2008109 2009/10 Change
Fund Fund Name Actuals Actuals Actuals Adopted Estimated Adopted fl"om PY
General FII"ds
111 General Fund 32.493,187 32,919,772 33.057,647 32.475,653 38.103.283 32,523,905 0.1%
III Special Rc\'cnut"Grants 2,510 15,558
Special Re"/!IIul!FUllds
221 Solid Waslc Management 388,497 271,505 265,153
211 !-leo 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 II 3,994 142,890 108,975 (4.4%)
222 Urban Run-On'Program 176,333 174,063 166,660 135,000 135,000 135,000
0.0%
Sewer Maintenance 133,342
AsscssmcOi Districts
231 Blackwell District 3.210 3,282 3.308 3,200 3.260 3,240 1.3%
232 Kennedy ~leadows 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 4290 4,400 4,340 1.2%
233 Santa Rosa Heights Dislrici 9,610 7,167 6,480 6,500 6,200 6,000 {7.7%}
234 Vasona HeighlS 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%)
Arroyo Dcl Rancho
fl/temaf Sen-ice FUI/tls
611 Self Insurance Fund 506.227 537,767 586.436 518,400 566,800 528,990 2.0%
612 Workcr's Camp Sclf Insurancc 634.178 601,059 668,5 18 652,800 590,000 692,510 6.1%
621 ~'Ianagcmetll Info Systcms 822.041 858,940 951,982 1,074,970 1.066,830 1,038,420 (3.4%)
622 Onicc Stores Fund 84,593 81,953 104,521 124,480 143,000 124,500 0.0%
631 Equipmcllt Replaccment 403,370 357,700 409.460 421,470 421,520 }39,280 (19.5%)
632 Vehicle Maintenance Fund 501,765 598,530 612,247 637,100 637,100 618,400 (2.9%)
633 Facilities Maintcnance Fund 1,007,454 1,143,352 1,156,310 1,138,200 1,123,666 1,085,200 (4.7%)
Trust &Agel/cy Fill/tis
711 Library Trust 46,606 18,840 24,384 18,900 31,650 900 (95.2%)
712 Hooked on History Projcct 13,525 4,855 3,141 3,950 1,550 2,100 (46.8%)
713 Ness Trust Bequest 4,320 7.470 4,950 7,000 6.000 2,000 (71.4%)
714 Bcuy i\lcClcndon 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 FIII/ds
411 GFAR 1.024.851 5.969.777 6,985.783 2,700.634 2.987,391 15,328,564 467.6%
421 Grant Fundcd e1P Projects 183.304 692.585 1.204.395 3.007.156 1.265.766 262,017 (91.3%)
461 Staml Drain # I
45.303 50.694 57.092 177.520 171.090 48,220 (72.8%)
462 Stoml Drain #2 209.187 98.050 6-1.394 63.020 53.000 52,630 (16.5%)
463 Stonll DrJin #3 32.465 11.911 11.192 16.930 (2.100)5,000 (70.5%)
471 Trallic i\lilig:nion 180.000 25.081 50.000 110.000 65,000 30.0%
472 COllst Utility Underground 142,413 153,551 106,096 146,370 97.000 52,080 (64.4%)
481 Gas Tax -Street &Signal 554,571 570,569 560.610 584.200 503.700 595,670 2.0%
Retlel'elopmellt Agellcy Fill/ds
911 RDA •Capital Projcct Funds 595.589 3.437,448 688.569 672,850 650,000 635,000 (5.6%)
921 RDA -Dcbt Scrvice Fund 5.5204,806 6,594.403 7.834.893 7.409,970 6.621.259 6,744.490 (9.0%)
931 RDA -Lowfl\loderate Housing 1.156.692 1.854,981 1.927.398 1,743.660 1.752.659 1,771,430 1.6%
Total fund Rcv and Transfcrs-In 47,288,124 57,356,537 57,785,643 54,134,382 57,403,529 62,980,521 16.3%
Plus Estimated PY Canyforward Grant Revcnue for Capital Projects 1,727,076
Total Fund Re\'cnues.Transfcrs -In,and Prior Year Carryforwards 64,707,597
Plus Estimated Usc ofTo\\l1 Fund Balance for Capital Projl.'Cts 22,299.182
Plus Estill1,:lIcd Usc or RDA Fund Balance for Capital Projects 407,156
Total Fund Revcnucs,Transfers -Ill,Prior Yt3r Carryforwards,and Use of fund Balance 87,413.935
C·10
TOTAL TOWN &RDA REVENUES
BYF'uND
Internal Service Funds
6.8%
Special Revenue Funds
0.5%
G,w,1 Fund J
50.3%
Capital Project Funds
28.0%
Redevelopment Agency
Fund>
14.1%
FY 2009/10 Revenues By Fund
2005/06 2006107 2007/08 2008109 2008/09 %of
Actuals Actuals Actuals Adopted Estimated Total
General Fund 532,493,187 532,919,772 5lJ,057,647 532,475,653 538,103,283 50.2%
Special Revenue Funds 974,638 601,128 605,250 lJ7,084 350,900 0.5%
Internal Service Funds 3,959,628 4,179,301 4,489,474 4,567,420 4,548,916 6.8%
Trust &Agency Funds 208,981 181,728 192,850 181,915 190,665 0.2%
Capital Project Funds 2,372,094 7,572,218 8,989,562 6,745,830 5,185,847 28.0%
Redevelopment Agency Funds 7;277,087 11.886,832 10,450,860 9,826,480 9,023,918 14.1%
Total Rev &Transfers In 547,285,614 557,340,979 S57,785,643 554,134,382 557,403,529 100.0%
TOWN and RDA REVENUE mSTORICAL TREND
(Includes Transfers In)
FY Total Status 70,000,000 --1999/00 28,275,748 ACluals 60,000,000
2000/01 35,984,699 Actuals 50,000,000
2001/02 41,591,489 AClua!s 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 ~~'\:;}'~'",~~"iJ~'\~\r::,00 f>",,~~fS "»',,\~2008/09 57,403,529 Estimated ""~~,'t ~'""'~~~<§>'"~.,'""'~'"'"'"'""'~2009110 64,707,597 Projected
C -11
TOTAL TOWN &RDA EXPENDITURES
By FUND
(Includes Transfers Out)
1005/06 2006/07 2007/08 2008/09 2008/09 2009/10 '/0
Fund Fund ~3mr Al.'luals ,\cwals Actuals Adopted ESlim:lled Adopted Change
G~tlerof Funds
111 General Fund 26,636,071 32,027,220 34,931,799 33,793.250 33.3~5,473 32,522,586 (3.8%)
111 Special Revenue Grants 18,039 34,125 -"
Special Rel"emle FUllds
221 Solid WaSil.'Management 308,620 262,569 30'.'-49 296,554
211 HCD Housing Rehabilitation 27,985 429,222 21,376 240.000 176.772 230.000 (4.2°.)
212 HCD·Community Block Grant 179,264 65,S4"102.397 114,124 142,890 108,975 (4.5%)
222 Urban Run-Off Program 219,219 177,014 I 6,400 184,100 189,347 147,335 (20.0%)
Sewer Maintenance 133,342 •°0
ASsessment Districts
231 Blackwell District 3.310 3,104 2,490 3,220 3,220 3,220 O.O~O
232 Kennedy Meadows District 7,181 16,606 6,767 8,060 8,060 8,060 o.oo~
232 Gemini Courl 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 Vasana Heights District 11,884 12,177 7,958 8,490 8,490 8,490 0.0%
235 Hillbrook District 5,196 4,898 -1,472 5,380 5,380 5,380 0.0%
Arroyo Del Rancho 3,324 -%
Imerna!Sera'ice Funds
611 Self Insurance Fund 398,988 459,933 856,024 610,900 5-12,080 606,812 (0.7%)
612 Worker's Comp Self Insurance 160,675 398,156 477,923 663,640 496,495 648,781 (2.2%)
621 Management Info Systcms 641,904 J ,35-1,050 913,660 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
1.00~
631 Equipment Replacement Fund 331,186 759.669 480,135 373,817 337,235 372,697 (0.3%)
632 Vehicle Maintcnancc Fund 520,239 541,452 571.823 639,300 603,699 604,824 (5.-1%)
633 l3uilding t\,failllenance Fund 1,319.186 1,093,959 926,458 1,596.500 1.439,510 1,171,246 (26.6%)
Tr/lSI &Agellcj'FllIlds
711 Library Trust 17.695 11,389 18,340 15,500 23,250 43,875 183.10~
712 1·looked on History Projeci 3-1,4-12 15,598 9,850 8,373 11,000 (100.0%)
713 Ness Trusl Bequest 182,577 •o~
71<Belly ~lcClcndon Trust 5.691 5,000 91,379
721 Parking District ::88 1-17.552 1-17.166 1-15.616 1-18.460 1-18.-157 145,730 (1.8 00)
Capila!Project Fund)'
41 I GFAR 1,005.366 1.58-1.08-1 J.:~57,216 25,637.17-1 -1.991.6-18 1,412,200 (9-1.5°0)
-I:!1 Grant Funded ClP Projects 188,877 82-1,-1-12 1.368.653 2.663.127 557.70-1 262,017 (90.2 00)
461 Stonn Drain::1 215.000 1-1-1.-177 26.337 157.013 163.890 55,000 (65.0°0)
-I6:!Stonn Drain ::2 400,000 1-1.150 -"
463 Stonn Drain ::3 7.386 184 21.000 271.-130 271.-130 (100.0',)
471 Tramc ~litigation 205,081 «,360)1-1.159 50.ODO 110.000 65,000 30.000
-172 Const Utility Underground 350,000 -"
481 Gas Tax·Street &Sign31 916,301 23-1.553 8:!-I.12.3 8.39.12-1 166.160 606,000 (27.8°0)
Redel·t!lopmelll Agency FlUIds
911 RDA -Capit31 Projeci Funds 1,-182,950 1.553.-139 2,007,715 2.360.626 1,873,626 696,520 (70.5 00)
921 RDA •Debt Service Fund -1,591.731 7,702.276 5.850.268 6.19-1.890 6.213,291 6,295,300 1.600
931 RDA·LowfModerate Housing 380.626 409.262 1.185,876 403,630 318.627 383,354 (5.0~.)
Total Opcr:atin~Exp by Fund:40.702,404 50,324,153 54,751,826 78,686.198 53,623,520 48,.342,986 (38.6%)
Plus ESlim3tcd PY Carryforward ofTo\\"n Gran!Funded Capital Projeci f\pproprialions 2,091,466
Plus Estimated PY C3rryforward ofTo\\"n C3pita1 Project Appropriations 21,934,792
Plus Estimated PY C3rryforward ofRDA Capilal Project Appropriations 407,156
Total Fund Expenditures.Transfers·ln,and Prior Year Carryforwards:72,776,400
C -12
TOTAL TOWN &RDA EXPENDITURES
By FUND
Capital Project
Funds
36.8%
~Redevelopment
Agency Funds
10.7%
,-
I
Trust &Agency
Funds
0.6%
General Fund
44.7%
Internal Service
Funds \
6.5%'
Special Revenue
Funds L-~.;:------_~
0,7%
FY 2009/10 Expenditures by Fund
2005/06 2006101 2001108 2008/09 2008/09 2009/10 20091t0
Actuals Actuals Actuals Adopted Estimated Adopted %
General fund 526,636,011 532,027,220 534,931,199 533,193,250 533,345,473 532,521,586 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 4,101,848 6.5%
Trust &Agency Funds 199,689 114,153 119,497 177,333 182,707 463,561 0.6%
Capital Project Funds 2,938,011 2,753,530 5,511,688 29,618,068 6,260,832 26,776,415 36.8%
Redevelopment Agency funds 6,455.301 9,664,977 9,143.859 8,959.146 8,405,544 1,182,330 10.7%
Total Exp &Transfers Out 540,684,365 $50,290,029 S54,751,826 S 18,686,198 S53,623,520 $72,776,400 100.0%
TOWN and RDA EXPENDITURE mSTORICAL TREND
(Includes Transfers Out)
FY
t 999/00
2000101
2001/02
2002/03
2005/06
2006/07
2007/08
2008/09
2009110
Tntal
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
Actuals
Actoals
Actuals
Actuals
Actuals
Actuals
Estimated
Projected
80,000,000
60,000,000
40,000,000
20,000,000
.",,~".,.--
-------::;0.
The adoptedfiscal year expendifure IOwl reflects a spike due to (he inclusion ofca,.,yforll'ard appropriations for prior year's
uncompleted capital projects.
C -13
TOTAL TOWN &RDA REVENUES
BVCATEGORV
FY 2009/10 Budgeted Revenues
$18.000,000
516.000,000
$1'.000.000
SI2,OOO,lXXJ
$10.000.000
ss.ooo.ooo
S6.ooo,OOO
51.000,000
s-
Transient
Occupancy
Tax
Property
Tax
Revenues
Property Tax
VLF Backfill Property Tax
Sales &Use Tax
Franchise Fees
Transient Occupancy Tax
Miscellaneous Other Taxes
Licenses &Permits
Intergovernmental Revenues
Town Services
Intern31 Service Reimbursements
Fines &Forfeitures
Intcrest
Miscellaneous Other Sources
elP Project Reimbursement
Toeal Revenues
Plus Transfers In:
Total Revenues &Olher Sources
Sales
&Use
Tax
2005/06
ACluals
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
6-1.608
S46,I41,209
1.146.912
$47,288,121
2006/07
Actuals
S 14,242,6\0
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
S49,092,649
8.263,886
S57,3S6,S35
Licenses To .....n Fines Mise
&Services &Other
Permits Forreitures Sources
2007/08 2008/09 2008/09 2009/10 %or
Actuals Adopted Estimated Adopted Total
$",977,529 S 14,952,555 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 8,677,460 13.8%
1,6S9,829 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 1,935,3S'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 ',36O,6S0 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%
$50,574,208 551,474,105 $53,571,601 $61,005,584
7.211.444 2,660,277 3,831.928 1.974.937 3.1%
557,785,652 $54,134,382 $57,403,529 $62,980,521 100.0%
Total Budgeted Revenues (exclusive 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 2009110.
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 200911 0 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 Revenues -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.
Inleresl-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 expenditures planned for the coming fiscal year.
C -14
TOTAL TOWN &RDA EXPENDITURES
By CATEGORY
FY 2009/10 Budgeted Expenditures
30,000,000
25,000,000 ~
20,CXXJ,<XX>
15,000,000
10,000,000
5,0C'l0,OOO
Salaries
&Benefits
Grants
Fixed
Assets
Interest Capital
Projects
Debt
Servi:e
TraIl'ifers
Oul
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10 %of
Expenditures Actuals Actuals 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 ~17,414 394,265 469,509 594,437 326,755 417,074 0.6%
Interest 781,060 771,364 651,556 629,150 629,138 610,970 0.8%
Internal Service Charges 2,981,222 3)23,588 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 2,573,514 2,897,786 ),210,934 3,543,780 3,543,780 3,620,080 5.0%
Debt Services 2,ll8,827 2,357,075 2,290.602 2,293.290 2,293.270 2.316,940 3.2%
Total Expenditures 539,555,489 $42,060,268 $47,540,387 5 76,075,364 549,791,592 $70,801,464
Transfers Out 1.146,913 8,263,886 7,211,444 2,610,834 3,83 I ,928 1,974,937 2.7%
Total Uses of Funds $40,702,402 $50,324,154 S 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:
Salaries and Benefits -Salary and Benefit expenditures reflect cost of living increases for miscellaneous and safety
employees (excluding management)and post retirement expenses related to GASB 45.
Fixed 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.
Internal Service Charges -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%
GENERAL FuND REVENUES
By DEPARTMENT
CommunityrDevelopment
11.4%
Police Department
5.7%
Administrative Services
Depl
8.0%
Parks &Public WorksC-______2.4%
~Communily Services
Library Services 0.8%
0.2%
FY 2009/10 Departmental Revenues
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10 %of
Departments Actuals Actuals Actuals Adopted Estimated Adopted Tolal
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 Dcpal1mcnt 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%
Tolal General Fund Revenues S 32,062,349 S 32,805,302 S 32,909,278 S 32,291,283 $37,533,889 Sl2,047,985 100.0-;.
..Fund Transfers In:430.838 114.470 148.369 184.370 569.394 475,920
Net Operating Rc\'cnues S 32,493,187 S 32,919,712 S 33,057,647 S 32,475,653 Sl8,103,283 Sl2,523,905
*rhe TOU'II Mallagers Office,Human Resources,Finance &Adminislralive Services,Clerk Adminislration.CuslOmer Sen1ice
Center,and l'vfaIJagemenl Infomwtioll Services Programs are all aCCOllnled for within the Administrmive Sen1ices Depanmellt,
In FY 2009/10 Ihe Toml Treasurer n"as incorporated ;nlO Adminislrali\'e Services Departmellt,
**Transfers "'ere increased beginning ill FY 2008109 for residual balances from closed fimds being transferred 10 Ihe General
Fund and internal sen1ice rebale transfers effective FY 2009/10,
C -16
GENERAL FUND EXPENDITURES
By DEPARTMENT
Community
Development\
Non-Departmental 12.2%\
9.4%~~-"---
Parks &Public Works
17.9%~
Administrative Services
7.5%
Library Services
6.6%
Community Services
4.0%
\
Town Attorney
0.7%
T own Council
0.5%
Police Department
41.3%
FY 2009/10 Departmental Expenditures
2005/06 2006/07 2007/08 2008/09 2008/09 2009110 %of
Departments Actuals Actuals Actuals Adopted Estimated Adopled Total
Police Department S 11,368,160 S 11,620,650 S 12,232,463 S 12,917,130 S 13,054,094 S 13,088,615 41.3%
Parks &Public Works 4,766,543 4,961,343 5,241,604 6,050,840 5,881,58g 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 2,418 2,300 1,200 0.0%
Total General fund Exp S 26,160,406 S 27,848,124 S 28,592,295 S 32,693,250 S 31,428,973 S 31,697.586 100.0%
Fund Transfers Qut:475.664 4,179.094 6,339.504 1,100,000 1,916,500 825,000
Net OperaCin~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 A-fanager's Office,Human Resources,Fillance &Admillistrative Services,alld Clerk Administrator,Customer
Service Cemer.alld Management Information Senices programs are all accollnted for wilhill the Admillistrative Senices
Department.111 FY 2009/1 0 the Town Treasurer was incorporated illio Administrative Services Departmellt.
C -17
o 0 I.
GENERAL FUND REVENUES
By CATEGORY
Sates &:Use Tax
Property Tax
ToWn SeI'¥EcS
li::enses &:Permil:s
Intergovernmental
"IF BackfiD Property Tax
Interest
Franchise Fees
Transirnt Occupancy Tax
fund Transfers In
Other Sources
8.
SO.O 51.0 $2.0 $3.0 54.0 55.0 56.0
57.0 58.0 59.0
S32.047.98~S J 7,::133,88932,291,28332,909,28432,805,29932,062,345TotalRevenues
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10 2008/09
Revenue Category Actuals Actuols Actuals Adopted Estimated Adopled %
Sales &Usc Tax 5 8,655,566 5 9,509,947 5 9,345,432 5 9,058,300 5 8,700,000 S 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%
Trnnsicnt 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 &ForfeilUres 608,331 561,645 369,292 412,400 497,180 496,040 1.5%
InicreSI 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 32,493,184 532,919,769 533,057,653 S 32,475,653 S 38,103,283 532,523,905 100%
FY 2009110 General Fund Revenues and Transfers In are eSlimaled 10 decrease 0.2 %from the FY 2008/09 Adopled
Budget.The Town's operations are funded through a variety of revenue sources as depicted above.Revenues were
eSlimated by trend analysis and hislorical dala as explained below:
Sales Tax -While Ihe Town only receives I cenl of Ihe 9.25 cenlS of sales tax paid per dollar of laxable sales
generaled in Ihe Town,Sales and Use Tax remains one of Ihe General Fund's largesl revenue sources.The FY
2009110 budgel refleclS a 4.2%decrease from Ihe 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 lO be flat and subsequent fiscal years have a 1-3%
growth,assuming that the economy shows signs of recovery.
C -18
GENERAL FUND REVENUES
By CATEGORY
Property Tax -FY 200911 0 property tax revenue is projected to remain relatively flat given the slow hOllsing market and
potential property tax reassessmel1ls.The FY 2009/10 budget shows a decrease of 2.4 %over the prior year's adopted
budget.The Towll receives 9.5 cents of each properly tax dollar paid by property owners.The remaining 90.5 cents of
each dollar is distributed to other taxingjurisdiclions:local schools and community college districts (46.3 cents),ERAF I
&II (11.7 cents),the Coullty of Santa Clara (15.7 cents),Santa Clara County Central Fire Protection District (13.7 cents),
and other special districts (totaling 3.1 cents)that serve the community.
TOJVIl Services -Despite expected reduced volume in private development activity,Town services reflects a growth
of 3.6%due to a combination of fee adjustmellls,recovery of overhead charges,and pass through revenues.
Licew·;es &Permits -Licenses and Permits reflect a projected 4 %increase 2009/10 due to fee adjustments and overhead
recovery.Development activity is forecasted 10 be lower in FY 2009110 than in prior years,but fee adjustments and
overhead charges have offset this anticipated decline.
Intergovernmental Revenues -IllIergovenunental revenue various local,state,and federal grants and
reimbursements for police,library,and general funding purposes.Increases in intergoveounental 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 200911 0 due to 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.
Tl'flnsfers /n -There are no significalll changes expected in this revenue category in FY 2009/10.
Other Sou/'ces -Other sources reflect a 4.6%increase compared to the prior fiscal year due to adjustments in pass-
through revenue accounts associated with private development activity forecasted for the upcoming fiscal year.
Fines and FOIfeitures -These revenues includes library fines,administrative citations,and traffic fines which are
expected to increase by $83,640 due to more efficient parking enforcement management.
C -19
GENERAL FUND EXPENDITURES
By CATEGORY
532.5 Million
Salary &Benefits Ilbt::'~
Opentting bpenses
Internal Savicc Charges
Ikbt S('fVicc
Fund Transf('f'5 OUI
Gnlnts &AWlrds l~=:::::<~::::=Z:==Z==2==::::2t:==i::==Z:::;;::":;::Z==::L:::=:::;:;7
SO.O 52.0 S4.0 50.0 SS.O $10.0 $12.0 $14.0 S16.0 $18.0 $20.0
2005/06 2006107 2007/08 2008109 2008109 ~~/W""2009/10
Expenditure Category Acluals Actuals Actuals Adopted Estimated Adopted ----!!....-
Salary &Benefits S 18,088,938 S 18,372,245 S 19,445,619 S 21,631,000 S 20,582,091 IS 20,659,566 63.5%
Operating Expenses 3,866,158 5,156,307 4,556,099 6,321,280 6,017,821 6,497,965 20.0%
Grunts &Awards 176,282 184,329 196,042 270,490 299,290 201,230 0.6%
Internal 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 i 925,970 2.8%
TOlal [xpcnditu(('s S 26,160,406 S 27,833,124 S 28,592,296 S 32,693,250 S 31,428,973 S 31,697,589
Fund Trnnsfcrs Oul:475,664 4.194.094 6.339.504 1,100.000 1.916.500
825,000 2.5%
Total Exp &Transfers Oul S 26,636,070 S 32,027,218 S 34,931,800 S 33,793,250 S 33,345,473 S 32,522,589 100.0%
The FY 200911 0 General Fund Operaling Budget (nel of transfers oul)represents a 3 %decrease of approximately
$995,66"1 from the net FY 2008/09 adopted operat!ng expenditures budget of $32,693,250.This decrease is
primarily a result of FY 2009110 budget "rightsizing,"which decreased operating expenditures across all
expenditure calegories except for materials and supplies.The majority of the decrease is explained by a $1 million
reduclion in salary and benefil costs budgeled for FY 2009/10.The following describes Ihese expenditures in more
detail:
Salary &Bellefits -Delivery of Town services are highly dependent on labor and comprise 64%of budgeted
General Fund Expenditures for FY 2009110.Managing rising labor and benefil costs,including other post
employmenl benefits (OPEB)continues to be a challenge,althnugh the elimination of several vacant positions has
resulted in a 4.5%decrease in lahor and benefit costs.More detailed Salary &Benefit infonnation is available in the
Summmy ofPersonnel Changes later in this section.
Operating Expenses -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 has
resulted in well planned reductions,while factors such as escalating energy costs (including fuel for police and
public work vehicles,facility healing and cooling costs,electricity and water for town parks,streels,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 10 the
Town's Chamber of Commerce.Grants and awards with local nonprofit organizations have been decreased by
$69,260 due 10 budget limitations in FV 2009/10.
Inlerllal Service Charges -This expense represents the service program costs charged back to the operational
programs for \-Vorkers Compensation Insurance,Liability Insurance,Office EquipmeI1l,Management Information
Services,Vehicle Maintenance,and Building Maimenance services.Charges for the various Intemal 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 Panicipation 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 fluctuations in the annual interest rate on the outstanding debt balance each year.
Trallsfers 0111-The General Fund's transfer 10 Ihe Capital Projects Fund decreased to $825,000 for FV 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 •Bus mess License Tax
550054505400S350530052505200515051005505-
Campbell ,t~~::;:===~~'==~I==:::;:~==
Cupertino r~~:;::==~T====
Gi~oy e~3====r==~=~==
Los Alios :r~===~=~~===~=1 I
Los Altos Hills r-F'===;===~==='=====:::;:===;:=====::J
LOS GATOS l~-~:==;:==~'=~=T=
M lip lias l~!i~~~~b==d:==J::J
Monte Sereno t==:;:::===i===::;::===1
Morgan Hill J~_~~I==~=::;:l'"
Mounlain View J~-~~:==~===~==;====~=::J
Palo Alto J~~~~~~~==i===~==:!::==:::;:=
Sen Jose ~=;==::;::=~==~==;:==~=::::!:==:!==::J~
SenlaClara !~~~==f=~'I
Saraloga ~
Sunnyvale .E~~~~~~~~~~~~~,---~__~_
t:rl'flC ..1,1 b'Y'(Ir:_li :(1 I "r.,••11\"
~"'I\]i'l ••~.)-h·\\lfdl'",I,I.','f 1 II
FY 2006/07 Tax Revenue Amounts and Per Capita *
Pro e Tax Sales Tax
Amount Per ea Ita Amount Per ea itaPoulationCities
Campbell 39,748 S 7,568,750 S 190
Cupertino 55,162 6.357.000 S 115
Gilroy 49,649 3,273,898 S 66
los Alios 28,104 10,902,569 S 388
Los Altos 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
Monte Sereno 3,565 712,762 S 200
Morgan Hill 38,418 5,234,589 S 136
Mountain View 73,262 21,IJS,ooo S 288
l)aloAllo 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 ISO
Sunn 'ale 135,721 32,042,437 S 236
A,"er:IKC 114,009 S 39,470,132 S 346
S 9,346,984 S 235 S 1,132,495 S 28 S 202,101 S S
10,671,642 S 193 2,054,904 S 37 643,681 S 12
14,163,413 S 285 817,299 S 16 6OS,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 5,669,23 I S 85 280,663 S 4
22,248 S 6 5 43,451 S 12
6,183,959 S 161 1,029,837 S 27 162,022 5 4
16,019,000 S 219 3,177,000 S 43 217,000 5 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 I7l 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
2()()()()()()Ol
18000ooo/
1600000O/--
1400000O/-
12000000 V
I()()()()()()oV
ill ,,'__-11;;,,..
8000000t
6000000 V
400000O V
2000ooo
o Property Tax •Sales Ta'(l!I Occupancy Tax •Business License Tax
1999/00 2000101 2001102 2002103 2003/04 2004105 2005/06 2006107 2007/08 2008109 2009/10
Actuals Actuals Acruals Actuals Actuals Actuals Actuals Acluals ACluals Estimated Budgeted
Property Sales
Fiscal Year Tax 'Fax
1999/00 Actuals $4,152,183 $7,932,104
2000/01 Actuals $4,472,583 $9,429,256
2001102 Actuals $4,784,476 $6,953,880
2002103 Actua\s $4,977,119 $6,928,817
2003/04 Actuals $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
2009/10 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
Sum oCKey Cbange from
Revenues Prior Year
$14,330,884 23.0%
$16,192,044 13.0%
$13,513,289 (16.5%)
$13,622,014 0.8%
$14,022,798 2.9%
$15,090,099 7.6%
$18,322,282 21.4%
$18,803,807 2.6%
$18,765,442 (0.2%)
$17,822,920 5.0%)
$17,802,380 (0.1 %)
C -23
GE ERALFUND
FUND BALANCE ACTIVITY
General Fund
Estimated Fund Balance Activity FY 2009/10
Use of I Addition to GF Reserves:
Reserved Fuml Balance
Reserve for Long Tenn 'oles
Advance to RDA
Unreserved Fund Balallce
Uudesigllated Reserl'es
Plus Appropriated Designated Reserves
Undesign'led IAv.il.hle
Designated Reserves
Manager's Contingency
Designated Productivity
Open Space Reserve
GASB Market Fluctuations
Sustainability Reserve
Economic Uncertainty Reserve
YE Savings
Capital/Special Projects
Authorized Carryovers
Actuarial
Revenue Stabilization Reserve
Vason3 Land Sale
I et Desinated and Reserved (Sources)
Total Use of and Addition To Reserves
Fuml Balance Activity includes:
Estimated
Jnly 1,2009
Balance
S 586,639
S 1,500,000
100,000
100,000
562,000
456,430
240,554
3,678,001
175,000
3,445,485
31,910
400,000
4,567,918
6,043,750
S 21,887,687
Revenues &
Fund Balance
Sources
S
32,523,905
S 32,523,905
Expenditures &
Fund Balance
Uses
S 41,064
32,522,589
(100,000)
(50,000)
(175,000)
(150,000)
(200,000)
500,000
113,018
(20,918)
S 32,542,735
Estimated
June 30,2010
Balance
S 627,703
1,500.000
1,316
20,918
100,000
562,000
456,430
190,554
3,678,001
3,295,485
31,910
200,000
5,067.918
6.156,768
S 21,889,003
•FY 2009110 Budgeted Rel'enue alld E.\peudit/lre appropriations,oud transfers (0 am!from (he General Fund,
•Awhori::ed Carrym'ers reflect operatillg appropriatiol/S llllthori::ed in FY 2008109 that are brought forward into
FY 20091/0 appropriations as a fill1diug source.The aCfUal carryo\'eramolll/l will be detennined lit FY 2008109
year-eud,H'ith funding offset by wu!esignated resen'es,
• A reseJ,.e policy was established \I'ith (he FY 2005106 budget which equa/~y distributes year-end undesignated fund
balance between a Re\'ellue Stabili:atioll Resen'e alld the Designated for Capital Impro\'emellts alld Special
Projects Reserre,The Rel'enue Stabili:ation Reserre is a GFOA recommended resen'e to prol'ide go\'el1lmems H'ith
a fllnding source to offset rerenue mriations from year to .vear.This resert'e will build up ill years where re\'eJwes
exceed e.\pellditures,and will be wili:ed i1l years H'hell re\'ellues fall short,The remaiuing year-eud IIlldesignated
fU1U1 balal1ce will be allocated to the Designated for Capital Reserve to allow COl/llcil to appropriate for capital
im'estmeuts,projects,or pwposes,
•Umlesigllated Fund Balance is year-end fimd balance not prerious~y idemified for a specific p"'pose.alU!is
therefore amilable to reprogram as appropriations or designate(!resen'es by Council.Currem TOIllIl practice is to
designate all year-em!fund balance to the t\l'O abo\'e resen'es,thereby eliminating III/designated jimd balance.
('-24
SCHEDULE OF INTERFUND TRANSFERS
FISCAL YEAR 2009/10
Schedule of Interfund Transfers
Fiscal Years 2008/09 and 2009/10
Estimated Adopted Budgel
2008/09 2008/09 2009/\0 2009/\0
Fund Description Transfers In Transfers Out Transfers In Transfers Out
General Funds
General Fund $569,394 S 1,916,500 S 475,920 $825,000
Special Relle/we Funds
Solid Waste Management 296,554
HCD Housing Rehabilitation
HCD-ConUllullity Dev Block Grant 101,500 74,017
Urban Run-Off Program 23,450
Landscape &LiQhting Districts
Blackwell District 460 460
Kelmedy 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
{mernal Service Funds
Equipment Fund 20,980 194,000
Office Stores Fund 20,980
Managemelll Infonnation Systems 215,000
Vehicle Maintenance Fund
Facilities Mail1lenance Fund 433,554 25,000
Capital Project Funds
GFAR 2,565,054 88,470 850,000 121,000
Traffic Mitigation 50,000 50,000
Grant Funded CIP Projects 101,500 74,017
Gas Tax -Street &Signal 106,000 106,000
Redevelopmem 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 $3,83\,928 $3,831,928 $1,974,937 $\,974,937
C -25
FUND BALANCE ACTIVITY SUMMARY
FISCAL YEAR 2009/10
711/09 Plu:!i I'lus L~ss Lus Sourct&6/30110 -;.ChangE'
Eslimaltd Rt\"tnues &Transftrs Elptndilul"es &Tr.ausftrs Unof [Slim:lled ,.
Balance'Carn'(oO"ards ,.earn-forwards 0"ReserH's Balanct'BalllDct
Gcnrra[Fund
Undr.f;<>narrd Rrfrn"(.{
Undtsignated Fund Balance AClh-ity S 32,0·0,985 475,920 31.697.589 825.000 S 20.918 S 22.234
Total Fund Balance Available To Be Appropriated S 22.234
Dr.fi"naled RrJrrl'(.I'
Civic Center Improvements
Manager's Contingency 100,000 100.000
Designated Productivity 100.000 (100.000)
Open Space Reserve 562.000 562,000
GASB l\brkel Fluctuations 456,430 456,430
Sustainability Re-serve 240,554 ('0.000)190,554
Economic Uncenainty R~rv('3,678,001 3,678,001
YE Sa\,jngs 175.000 (175.000)
Capital I Sp«ial Projects 3,445.485 (150.000)3.295,485
Authorized Ca!T)'o\'~rs 31.910 31.910
Reserve for Long Tenn Notes 586.639 41.064 627,703
Ad\'ance 10 RnA 1,500,000 1.500,000
Acruarial 400,000 (200.000)200.000
Revenue Stabilizalion R~rve 4.567,918 500,000 5,067,918
Vasona Land Sale 6.0·U.750 113,018 6.156.768
Total General Fund S 21.887.687 532,047.985 S 475,920 531,697.589 S 825.000 ,S 21,889,003 0.0·;'
General Fund Undesignflled Reserws repi'ClS ongoing revemle,carryfonrard,Iransfer,and t:fpendiwre aClil-i/)',the nel effecI oflhe change in Di!Signaud Rese",t'S,
and Ihe use ofUndtsignoted Resen-es.
General Fund Designatell Resen'e changes reflect:the Manager and Productivit)'Resen-es tl/i/i:ed each year to fimd tIIrbudgeted appropriotiOfls demeed worthll'hile
(resen'es are replenished 01 Ihe elld ofthe fIScal year as fill/ding a"oll's),a Iransfer from Capital {/Ird Special Projecls Resen'e to Ihe Capital lmprol'emem Program,
Year-end excess ofrewn/les 01''''expendimres are programmed equally 10 the Designatedfor Capital and Special Projecls Resen'e and the Rel'efllU!Slabili:Olion
Resen-es_
Spuial Rtl't!tIIu'Fllnds
Housing Conservation Program ,671.963 ,35.000 S S 230.000 S , ,476.963 (29.0)~~
Community Del.'OIock Grant 3.210 108.975 J.t958 14.017 3.210 ."
Urban Run-OfTSource Fund 34.20-1 135.000 1-17.335 21.869 (36.1)·~
Blackwell AsSC'sslDent District 3.988 3_HO 2.760 460 -1.008 0,5·~
Kennedy AsSC'Ss~nt District 1-1.505 10,555 6.550 UIO 17.000 17.1·.
Gemini AssessllX'nl Dislticl 7,851 ..tHO -1.390 610 7.191 (8.-1)~~
Santa Rosa ASses5mcn!DiSlrict 53.-11-1 6.000 12.-\80 660 -16.27-1 (U.-It.
Vasona AsSC'Ssmenl DislTicl 9,815 9,865 7.060 1"'30 11.190 14.~.
Hillbrook Assessment Dislrici 4,032 1.860 5,130 250 512 (87.3)·.
Total Special Rel-tlltll!Funds S 802,981 ,31-1.835 S S -150.663 S 78,937 S S 588,216 (26.7W.
Dlle /0 contract negotiation in FJ'2006/07 the Solid Waste FllIrd no longer receil'es Solid Waste Management Srlrcharge.Program actil'ityfimding "ill be
Iransferred (0 the General FllIld starting F)'2008/09,
The HOIlSing Consen'ation Program includes a 5200,000 appropriation /0 Sallta Clara COtmt)'for rISe in administering the Ilome Rehabilitation Loon Program for
Los GOIOS Residems.
The Special Revenue Grants Fmrd Balance has been illcorporated into the Gelleral Frlfld for FI'2008109.
C -26
FUND BALANCE ACTIVITY SUMMARY
FISCAL YEAR 2009/10
7/1109 Plus PJus Less Ll."sS Sourn'&6130110 ~.Chang..
Estimated Ren'nues &Tr'lnsfers E:-.:pendillJrcs &Transfers US"of Estimated in
Ilatant..Carn'forwards I"Carr\'forwards 0",Ilesl'r\"es B,.Janet'Balance
II/terna'Sen-ice
Equipt11<.'nl R<'placement S 3.026.-10-1 S 310.180 S S 178.697 S 19-1.000 S S 2.963J!S7 (2.1 )~:.
Designated lor Gas Tax Assets ;;DIV/O!
Di."signalcd for ~PS Equipment 1-18.731 29.100 177.831 19.6%
Worker's Comp St.'lf Insurance 1.677.561 692.510 648.781 1.721.290 1.6°:'
I\BAG Selflnsurnnce 1.880,163 518.990 606.812 L802.3 ..H (-1.1)%
Office SlOres Fund 158.125 11-1.500 1-16.000 236.625 (8.3)%
M,magement lnfonnalloll SYSl<."ll1s 2.152.621 1.03S,·nO 1.15IASS 2.039.553 (5.3)%
Vehicle l\.'lainh:nance 164.702 618.400 60..1.824 278.Z78 5.1%
Facilili ..s \Iainl..nance 652 ..66-1 1..085.200 1.1-16.2-16 25.000 566.618 (13.2)%
TotallMerllul Ser,,;ct'Re!ierl't'!i S 11.060.971 S -1,-127.300 S S U82.8-18 S 219.000 S S 10.786A2J (2 ..5W.
Equipmell/Replacelllem Fund Balallce is Ihe acclU11lllmion ojrt'p/acemel1l fimdillg-to.dme jar assets.Rl!renrles arl!llrl!prO-I'mi'd amwal charges to departllll!flts jar
asset repfacemetlt.alld expe/ldiwres rej1ecl the COSI ojequipment tip for replacemefll ill llJiS jiscal year.
The BlliJdillg ,\{aifllellal/ce Fund IIHJ be transjerring sn,ooo to Ihe Ctlpi/OI Projectsfimdfor Vehicle Canopy Hepaim.
Tm!it &..-lgt'llcy
Librnry Trust S -13.098 S 900 S S 43.875
Ni.'sS Trusl B..quesl 185,518 2..000 182 ..577
Librnry History Proj ..ct "2.100
McClendon Trust 94.379 1,000 91.379
Parkin!!Districl ;188 331.-143 1-18.380 1-15,730
TO/ul Tmst ,(,AgI'''l.)''RI'Jerrf'.~S 65-1.-152 15·U80 S S -163.561 S
TnLSl ami Agellcy Fund Balol/ces reflect the spe/fdillg dowII ojFUI/d Bolallce jar nell Library Facilit)'..
s
s
s
s
123 (99.7)%
4.941 (97 ..3)%
2.11-1
-i ..000
334.093 0.8%
3-15.271 (-17 ..2)-;.
Capilal Pmj"ct FIIIlIJ,~
GFAR S 8,185.117 S 1-1.-178.56-1 S 850.000 S 22,552.928 S 111.000 S S 839.763 (89.7)%
GFAR ..Designali.'d for Parking 1.757.000 1.757.000 0.0%
Trnffic ~'Iiligation 79,233 65.000 15.000 50.000 79 ..233 0.0%
Grnnt Funded CIP Projects 402.350 1.915.076 ROl7 2.353.-183 37.960 (90.6)%
Storm Drain Ii 1 21-1,663 -18.220 55.000 107,883 (3.2)%
Stonn Drain #2 508.489 52,630 561,119 10.-1%
Stonn Drain #3 (-15 ..857)5,000 (-10,857)(10.9)%
Construclion Tax-L:nd<,rgrounding 2A72.2-13 52.080 350..000 1.17-i.313 (11.1)%
Gas Tax 977.759 595.670 t..l73 ..0M 106.000 294.365 (69.9)O~
Total Capillil Prajl'as Fllnd,,'1-1,551.007 S 17,112.2-10 S 92-1.017 S 26.-199.-175 S 277.000 S S 5.910.789 (59.-1W.
GFAR.Gram Fill/d.SIOrlll Draill Funds.and Gas Tax FllIld Balal/ces rej/eCI Ihe spendillg dOl,,!oja\"OiJabfej/lllds ill FY 2009//0.in Ii"e lI'ilh the plal/I/ed Capital
/mprOI'emenl Program,The GF:lR and Gram Funds also include lransjers-ill 10 fimd these planned projl!Cts.
Tra..oic Mitigmiol/Fund rej/ecls a lrallsjer alii oj S50,000 for estimmed al1l1ual adminislrmionji!es.
GrO/If FU/llled Projects Frmd Ba/ance reJ/ecls appropriations for incomillg rel"enUI!S amI prior year carT)forwards.which \1m resull in ;dIller posilil'e or l/egO/jl'e
fimd balance depf.'nding 0/1 limi"g ofreceiplS and brIdger..-Ill gram projects /leI /0 ;ero 0/completion.
RI'dl'I'c/[lpmem Agellcy
RDA ..Capital Project Funds S 1.77-1.1-19 S 60 ..000 S 575..000 S 1.103,676 S S S 1.305.-173 (26A)O~
RDA -Debt Service Fund 6.699.6·n 6.7-1-1.-190 5 ..710.300 575 ..000 7.1-18.832 6.7%
RDA -Low f ~'lolkmle HOllsim.'8.632.532 100,000 1.571...130 383.35-1 10 ..010..608 16.1%
Total HI'dl'I'elIlPIl1t'1It Re.,·rl'\'t'.'·S 17.106..l2.l S 7.0U-l.-I90 S2,1-I6A30 S 7.207.330 S 575.000 S S 18.-17-1.913 8,0-;.
Tlrt'sigllijicant decrease il/lire RD..-l Capita'Projects Fund Balance resullS jrom lire large amarml ojprojeCI lfork carried jonmrd ill appropriO/iOIlS.
TIre LOll'/Moderale Housing Fund Balallce COII/inues /0 increase ill preparation jorfillllre projecls.Some expendiw,-es are plO/Illi'd for initial consultant project
HOrk.
TOTAL RESERVES S 66,063.-121 S61.161.230 S3.5-16.367 S 70.801..166 S 1.97-1.937 s S 57.99-1.616 (12 ..2)OJ.
C -27
FUND BALANCE RESERVES
5 YEAR CO~IPARATIVEBALAJ'iCES
6/3012006 6/3012007 6/3012008 6/30/2009 6/3012010
Actual Actual A.ctual Estimated Budgeted
Fund Balance Reserves YE Balance YE Balance YE Balance YE Balance YE Balance
Gel/eral Fuml
Reserved FUlld Balauces
Reserve for Encumbrances $$S $$
Reserve for Long Tenn Notes 478,873 512.394 548,261 586,639 627,703
Advance [0 RDA 1,500,000 4,220,000 1,500,000 1,500,000 1,500,000
Actuarial 150,000 400,000 200,000
Unreserved Fuml Baltmces
Ulldesigl/med Reserves
A vailable to be Appropriated 67,009 22,234
Designated Reserves
Civic Center Improvements 663,086 663,086
Debt Service
Manager'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
Sustainabilily Reserve 240,554 190,554
GASB Market Fluctuations 456,430 456,430 456,430
GASB Market Fluctuations 119,921
Economic Uncertainty Reserve 3,678,000 3,678,000 3,678,001 3,678,001 3,678,001
YE Savings 1,432,000 175,000
Capital!Special ProjeclS 4,143,887 4,325,011 4,351,921 3.445,485 3.295,485
Aulilorized Carryovers 66,900 31,910 31,910 31,910 31,910
Designated for State ERAF 111
Revenue Stabilization Reserve 4,048,887 4,817,445 4,369,354 4,567,918 5,067,918
Sewer Assets Proceeds 2,438,660
Opening Grants 12.750 (5,817)6,043,750 6,156,768
Total Gelleral Fuml Reserves S 18,129,973 S 19,004,029 S 17,129,877 S 21,887,687 S 21,889,003
Special Rewmtle FUlIds
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·OfTSourcc 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 Assessment 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 Assessmcnt District 61.090 62.512 60,354 53.414 46,274
Vasona Assessment District 8,672 6,467 8.410 9.815 11.190
Hillbrook Assessment District 12.764 10.021 7.532 4.032 512
Arroyo Del Rancho
Towl Special Revenlle Funds S 1,725,790 S 1,346,708 S 1,300,935 S 802.981 S 588,216
IlItental Service
Equipment Replacemcnt $3.442.963 S 3.040,995 $2,941,219 S 3,026,404 $2,963,887
Loan 10 CIP
Dcsignated for Sewer Equipment
Designated for NPS Equipment 120,531 120,531 149.631 148,731 177,831
Worker's Comp Sclf 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 Infonnalion Systems 2.580.869 2,085,759 2.124,081 2,152,621 2,039.553
Vehicle Maintenance 133.800 190,877 231.301 264,702 278,278
Facilities Maintenance 689.263 738,656 968.508 652,664 566,618
Totalllltemal Service Resenes S 11,4~7,290 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 6/30/2008 6/30/2009 6/30/2010
Actual Actual Actual Estimated Budgeted
Fund Balance Reserves YE Balance YE Balance YE Balance YE Balance YE Balance
Trust &Ageucy
Library Trust S 21,203 S 28,654 S 34,698 S 43,098 S 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
Parking 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 Funds
GFAR S 1,860,125 S 6,245,818 S 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
Stoml Drain #2 307,195 391,095 455,489 508,489 561,119
Staml 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
TOlal Capital Projects FUllds S 7,329,430 S 12,148,119 S 15,625,992 S 14,551,007 S 5,910,789
Redevelopmellt Agency
RDA -Capital Project Funds $2,432,912 $4,316,921 $2,997,775 $1,774,149 S 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
Total Redevelopment Reserves S 12,959,092 $15,180,948 S 16,487,949 S 17,106,323 S 18,474,913
TOTAL RESERVES $52,217,142 S 59,249,596 S 62,283,413 S 66,063,421 S 57,994,616
IF d Sal--+-Genera un ance Total Town &RDA Fund Balance I
..n.--....
~~
~/u
~--~-..oc
30,000,000
10,000,000
20,000,000
50,000,000
40,000,000
70,000,000
60,000,000
2000/01 2001/02 2002103 2004/05 2005/06 2006107 2007/08 2008/09 2009110
C·29
DEPARTMENT REVENUES
BY PROGRAM
2005/06 2006/07 2007/08 2008109 2008/09 2009/10
Actuals Actuals Actuals Adopted ESlimattd Adopted
Town COl/ltdl
1101 AdministrntiOIl 5 5 5 5 5 5
Tolal Town Council 5 5 5 5 5
TOII'II Clerk
1102 1'0\\'11 Clerk S S S S S S
Total TowII Clerk 5 S S S 5 5
TOII'II Treasurer
1103 Administr<uioll S 1.250.00 I S 2.426.062 S 2,973.491 S 1.140.800 S 1.610.938 S
Total TowlI Treasurer S 1,250,001 S 2,426,062 S 2,973,491 S 1,140,800 S 1,610,938 5
To","Attomey
1301 Administration S S S 591 S S S
1302 ABAG -Self Insurance Fund 506.227 537.767 586,436 518.400 566.800 528.990
TOlal Town AIIOntC)'5 506,227 5 537,767 5 587.027 S 518,~OO 5 566,800 5 528,990
Admi"islrQ(;~'e Sen'ices Departmem
1201 Non-Depanmcnlal 524,266,445 522.637,143 S 23,523.172 S 23,787.558 S 29,482,695 S 23,399,440
2101 Town ~Ianager Administration
2201 Human Resources
2202 Worker.>'Compensation 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 Stores Fund 84,593 81,953 104,521 124,480 143,000 124,500
2303 Parking f\ssc:ssmCl1(District 144,530 146,533 157.335 148,465 148,465 148,380
2401 Town Clerk 1,000
2501 Ivlanagcmcl1(Infonnation Systems 822.041 858.940 951.982 1.074.970 1.066.830 1.038,420
Tolal Adlllinistra!i\'c Scr\'iccs S26.972,766 S25,502,643 S 26.544,038 S 26,888.873 S 32,530,990 5 27,955,250
Commlillity Del'l!/opmellt
3101 AdminiSlfiltion S S S S S S
3201 Developmcntal Review 679,282 785,002 647,320 637.100 530,363 603,620
3401 Code Compliance 400 100 500 500 540
3301 Inspection Serviccs 1.703.037 1,684.166 1,780.489 1,820.000 1.171.151 1,457,060
3202 Advanced Planning 48.858 52.404 56.099 236.100 187.982 439,460
3999 Pass Thru Accounts 638.538 475.847 470.115 1.140.500 1.140.500 1,140,500
Total Community DevelopmcJlt S 3.070.115 5 2.997,.tJ9 S 2.95~.12J S J.8J~.200 S 3.030.496 S 3,6<1,180
Police Department
4101 AdminiSlfiltion S 4.900 S S 8.328 S 6.500 S 62.015 S 11,000
4201 Records &COlllmunication 23.275 19.484 17.6\5 19.000 19,000 19,000
4202 Personnd &Community Services 293.246 258.239 315.701 299A90 275.000 286.840
4301 Patrol 50·U52 537,638 533.922 609.500 608.693 655.590
4302 Tramc 432.555 430.086 423.181 ~10.020 381.539 409,530
4303 1m C'stigatiolls 122.921 58.842 29\6.000 3.360 6.000
4304 Parking Program 445.911 394,292 236.727 291.600 422,350 422,350
4800 Grnnts Program·Policc 15,558 28,507
4999 Pass Thm Accounts 197.719 23.571 19.586 22.000 22.000 22,000
Total Police Dcpartlllclit S 2.024,679 S 1.737,710 S 1.583.858 S 1,664,110 S 1.793.957 5 1,832,310
C·30
DEPARTMENT REVENUES
BVPROGRAM
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
AClllals Actuals ACluals Adopted Estimated Adopted
Parks &Public Works
5101 Admillistr.nion S S S S S S
5201 Engineering Program Services
5202 Engineering Development Srvcs 349.568 324.103 292.622 315.000 276.400 314,000
5203 Non·Poinl Source Fund 176.333 174.063 166.660 135,000 135.000 135,000
5301 Park Services 159.728 168.4 13 171,145 151.400 146.625 187,885
5401 Streets I Signals I Sidewalks 46.029 18.368 6.760 4,900 142
5402 EquipmclII Replacement 403,370 357.700 409.460 421.470 421.520 ))9,280
5403 Vehicle 1vlalnlenallce 501,765 598,530 612.247 637.100 637.100 618,400
5404 Facilities i\lainlenallce 1.007.454 1.I-lJ.J52 1.156.310 1.138.200 1.123.666 1,085,200
5405 Property Damage 67,375 32.919 86,972
5501 Lighting &Landscape Districts 39.672 37.692 36,595 36,090 36.210 35,860
5999 Pass Thm Accounts 57.650 85,332 103,309 117.000 210,874 270,000
PPW Depal1ment Grams 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 ell'Projects 183,304 692.585 1,204.395 3,007,156 1.265.766 262,017
S031 SlOn11 Dmin #I 45.303 50,69-l 57.092 177.520 171,090 48,220
8032 SIOI111 Drain #2 209.187 98.050 64.394 63,020 53,000 52,630
80JJ SlOnn Drain #3 32.465 11.91 I I 1.192 16,930 (2,100)5,000
8041 Traffic Mitigation 180.000 25,081 50.000 110,000 65,000
8042 Utility Undergroullding 142,413 153.55 I 106,096 146.370 97,000 52,080
8051 Gas Tax·Street &Signals 554,57\570.569 560,610 584,200 503,700 595,670
Sewer Maintenance Fund 133.342
Total Parks &Public Works S 5.2.$9,515 $10.5.$7,146 $11,977.588 S 9.701,990 S 8,260,356 S 19,394,806
COII/IIIIII/it)'Sen'ices
6101 Administration S S S S S S
6201 Neighborhood Cetlter 35,247 28,925 28.300 25.200 25,600 25,600
6204 Arts &Cultu~38.568 38.441 42,532 51.000 52.000 52,000
6205 Comlllunity Grants 2.975
6302 Sustainablity 380,640 263.730 257.449 43.050 38,000 39,000
6302 AB2020 Beverage Container Gr.:mt 7,857 7,775 7,704 7,700 7.714 7,700
6401 Housing Program 97.021 1.147.095 132.944 152.150 156.300 137,570
6501 HCD Housing Rehab 57,530 51.118 32.140 52.000 36.800 35,000
6502 Comlll.Development Block Grant 179.264 66.750 104,702 113.994 142.890 108,975
6999 Pass Thm Accoull!s 2.679 3.449 1.840 3.000 14.720
Total Community Scrviccs S 798,806 S 1.607,283 S 607.611 S .$.$8.094 S 476,999 S 405,845
Library
7101 Administration S 1-1.493 S 19.637 S 13.495 S 14.985 S 12.695 S 12,220
7201 Adult Services
7202 Children's Services
7203 Acquisitons &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 Libraly Tmst 46.606 18.840 24.384 18,900 31.650 900
7302 .Clclles Ness Be<luest Tlllsl 4,320 7.470 4.950 7.000 6.000 2.000
7303 Libr:uy HistOlY Project 13.525 4.855 3.141 3.950 1.550 2.100
7304 BCl1Y McClendon Trust 4.030 3.040 3.600 3.000 \.000
TOlal Librar~'S 138,929 S 113.675 S 107.047 S 111.-135 S 109.075 S 71.220
Redel'ldopmellt Agel/cy
9101 C:lpital Projects Fund S 595.589 S 3.437.448 S 688.569 S 672.850 S 650.000 S 635.000
9201 Debt Service 5.524.806 6.594.-103 7.834.893 7.409.970 6.621.259 6,744,490
9301 Low Moderate Housin2 1.156.692 1.854.981 1.927.398 1.74.3.660 1.752.659 1,771.430
Total R('d('v('lopl1l('nt A~(,llcy S 7.277.087 $11.886.832 $10.-150.860 S 9.826.-180 S 9.023.918 S 9,150,920
Carrvforward of CI P Grant R('HlIll('1.727.076
Total Rcv('llucs b:,'O('partm('lIt:547,288.12-1 $57.356,537 $57,785.643 $5-1.13-1,383 S 57,-103.530 S 64.707597
C -31
DEPARTMENTAL EXPENDiTURES
By PROGRAM
2005/06 2006/07 2007/08 2008/09 2008109 2009110
Actuals ACluals Actuals Adoplcd ESlimaled Adopled
TOli'll Co""cif
110\Administration S 1~6.249 S 148,135 S 147,830 S 181,500 S 170,900 160,84\
Total 1'0\'-0 Council S 1-&6.H9 S '4S.135 S 1.17,830 S 181,500 5 170,900 5 160,841
To","n Clerk
110'Administralion S 2.336 S 2.315 S 2.418 S 2.300 S 1.200 S
TOlal Town Clerk 5 2.336 5 2.]15 5 2,-&18 5 2.300 1,200 5
Town Tr~Qrurer
1103 AdminiSlr.l.Iion S 75,18-4 S 102.713 S 9-1.75-1 S 109,050 S 85,610 5
Tau.1 Town Treasurer 5 75,18-&5 102,713 5 94.75-1 S 109,050 S 85,610 5
TOll'1I AttorJ/e)'
1301 Administr::nion S 228.74-1 S 23-1,828 S 251.6:5-1 S 2-17.900 S 250,913 S 2\5,373
1302 ABAG •Self Insurance Fund 398,988 459.933 856.0'-1 6\0,900 542.080 606,812
TOlal Town AttarDC)'S 627,732 S 69-1.761 S 1.107.678 5 858,800 5 192,993 5 822,185
Ad",i"istrotil'e Sen'ices Depanmt'm
1201 Non-Dcpartmcmal S 1,697,5-1-1 S 1,807,\98 S 2.193,203 S 3,245,6-l0 S 2,789,708 S 2,973,720
2101 Town ~'Ianagcr Administration 423,630 4-14,394 470,203 431.950 475,660 649,528
2201 "!uman Resources 500,025 573,848 576,625 617,200 574,632 431,487
2301 Finance &Administralivc Sen'ices 984,636 \,009,659 1,087,348 1.186,450
1,018,459 1,063,223
2401 Town Clerk 306,072 279,453 299,691 275,200 189.459 229,273
612 Workers'Compensation Fund 260.675 398,156 477,923 663,640 496,495 648,78\
622 Office Stores Fund 72.702 82,720 107,936 144,530 122,802 146,000
621 ~\'lanagcmcnt Inronnation Systems 642.904 703,460 863,7\9 1,313,200 823,290 1,151,488
721 Parking Assessment District 147,552 147,166 145.616 148,460 148,457 145,730
'1'0131 AdminiSlr:l.li\'c Services S 5.035.740 5 5,446,05-1 5 6,222.264 5 8,026,270 S 6.138.962 5 7,439,230
Community Dew!/opmelll
3\01 Administration S 101,410 S 98,704 S 105,251 S 119,310 S 96,098 S 127,530
3201 Developmental Review 767.041 8\9,\05 953,050 1,007,800 864,492 855,489
340\Code Compliance 95,008 95,252
51,043 110,230 54,674 32,348
nO\Inspection Services 1,163,725 1.150,623 1,290,319 1.270.130 1.220.316 1,221,969
3202 Ad\'anccd Planning 150,967 151,460 167,586 293.550 117,590 491,027
3999 I)ass Thru Accounts 637.917 475.354 470.235 1.140.500 1.140.500 1.140.500
Total Communi,\'Denlopment 5 2.916.068 5 2.790,498 5 3.037,484 5 3.941,520 5 3.593,670 5 3,868,863
Police Departmlt"t
4101 Administration S "'56.505 S 47 ,878 S 49....777 S 500,050 S "'99.100 S 492,109
"'101 Records &Communicalion 1.166.666 1,384.702 1,459.075 1.664.760 1.617.110 1,679,573
4301 Patrol 5,52....2...7 5.798.683 6.418....23 6.802.190 7.00 ....292 6,897,\67
4303 Imestigalions 1,984.817 2,018.770 2.017.410 2.087,730 2.1"'8.335 2,135.613
...302 Tramc 739.177 781.033 7"'0.387 788,800 665,700 814.799
4202 Personnel &Communil~SeT'Yices 68 ....563 509....3...62 ....801 611.1"'0 626.665 570,889
4304 Parking Program 512.918 625.119 442.929 ...40....60 "'70.792 476,"'65
4999 Pass Thru r\Ccounts 199.167 24.031 19.586 22.000 22.000 22.000
2270 Police Depanment Grams 15.529 3....125 15.065
Total I)olice Department 5 11.383.689 5 11.654.775 5 12.232.-163 5 12.917.130 S 13.054.094 S 13.088.615
C -32
DEPARTMENTAL EXPENDITURES
BVPROGRAM
2003106 2006/07 2007/08 2008/09 Z008/09 2009/10
.-\Clllals .-\clllais ACluals Adopled Estimated Adopled
Parks &Public Works
5101 Administration S 291,643 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.-107 827.0·n
5102 Engineering Dcvelopmcm 5n es 1.080.269 600.564 798.366 776.870 767.797 662.775
5301 Park Services 1,902.32'-J.68.329 1.917.506 1.1 SO.·t::!O :2,108.375 1.88I,45.t
5-101 StreelS Signals Sidc\\ulks 1...133.608 1.-199.778 1.376,196 1.761.600 1.-157,575 1,761,109
5098 Proper!)Damage 51.101 -19.3-10 86.971
5999 Pass Thru .>\ccounIS 57,699 5.111 105.190 117.000 110.87-1 270,000
121 Urban Run-On"Program Fund 186.889 15-',70-1 163.110 160.650 165.897 1-17,335
Sewer Maintenance-Fund 113.992
23X Lighting &Landscape-Districts 31.236 -10.6-11 28_-181 38,370 3 .370 38,370
m GFAR 1.005,366 U -L08-\3.257.216 25.637.274 -1.903.178 1,291,200
m Tramc ~litlgation 60.000 15.000
-121 Grant Funded CIP Projecls 188.877 82-1.-l-l2 1.368.653 2.663.127 557.70-l 262,017
~61 Stann Drain =I 215.000 1-14,-177 26,337 157.013 163.90 55.000
-162 Sionn Drain =2 ~00.000 14.150
-163 Stann Drain =3 7,386 18~21,000 271.-130 171.430
-172 UtililY Undergrounding 350,000
~81 Gas Ta.x -Street &Signals 810.301 128.553 718,223 733.224 60,160 500.000
631 Equipment Replacement 201.186 363.668 -135,605 352.837 316.255 178,697
632 Vehicle ~laintenance 520.239 5-11.-152 571.823 639.300 603.699 60-\,82-1
633 Facilities ~Iaintemlnce 1.302.736 905.227 901,458 1,1-16,500 1.005.956 1,146,2-16
270 PPW Department Granls 2,510
Tot:lll~:lrks &Public Works S 9.752.260 S 9.662.925 S 12,733.611 S 37.850.565 S l·t028.127 S 10,252.736
Comlllu;/ity Sl!n'icl!s
6101 Administration S 1-11.311 S 1-15.126 S 132.533 S 171.000 S t 14,300 S 163,225
6101 Neighborhood Center 395,-10-1 -132,-117 515,6-16 526.300 ~97.~00 481,965
6~01 I-lousing Program 101,017 1.13-1.751 132,944 152.150 131.900 136,164
6205 Community Grams 150,156 153.628 145,638 159.290 141.890 144,934
6204 Arts &Culture 75.-161 74.167 80,402 95,550 95.300 92,647
6999 Pass Thru Accounts 1.679 3.753 1,840 3.000 14,720
6302 Solid Wasle Fund 245.:201 214.611 301,090 260,520 211.300 243,916
6301 IICD I-lousing Rehab 5.08-1 8.358 5.359 7.700 2.700 7.700
211 IICD I-lousing Rehab 27,985 429,212 21,376 2-10,000 176,772 230,000
212 Comm.De\elopmem Block Gram 85.305 65.844 48.297 48.640 41.390 34.958
TOlal COllllllunily Sen'ices S 1.229.603 S 2.671.877 S 1.386.125 S 1.664.150 S 1.-\37.672 S 1.535.509
Ubrury
7101 Administration S 254.699 S 256.551 S 289.536 S 302.550 S 291.8-10 S 286.151
nOI Adult Sen ices 510.976 5-1-1.668 5-17,511 583.630 573.430 583.63 I
7202 Children's Sen ices 389.596 391.213 38-1.377 -136.680 -106.400 -128,373
7203 Acquisilons &Cataloging 1-10.586 117.557 120.128 23-1.700 231,800 126,595
710-1 Circulation Sen ices -183.330 503.259 506.461 553.500 520.100 557,315
711 Library T rusl 1-.695 11,.389 18,3-10 15,500 23.150 -13.875
713 C1c1les Ness Bequest Trusl 182,577
712 Libra!)History Projeci 34.-1-12 15.598 9.850 8,373 11.000
71~Bell\~IcClendon Trust 5.691 5.000 91.379
Total Library S 1.931.32-1 S 1.941.135 S 1.981.896 S 1.139.933 S 1.057.810 S 1.399.896
Rt'dt'l'I!fopmem .Ignlcy
911 Capilal Projecls Fund S 1.-181.950 S 1.553.-139 S 2.00-.715 S .:!.360.616 S 1.8-3.626 S 696,520
9~1 Debl Sen ice -1.591.731 -I.98~.~76 5.300..:!68 5.619.890 5.638.191 5,720.300
931 LO\\~loderale I-Iousim!380.626 -109.162 1.285.876 -103.630 318.617 383.35-l
TOI:II U('de\elopment .-\genc~S 6.455.307 S 6.9-1-1.977 S 8593.859 S 8.384.146 S 7.830.5-\-\S 6.800.17-1
"'1"'01:11 Op('rating [xp('ndilures S 39.555.-192 S 42.060.264 S 47.540.381 S 76.075.36-1 S49.791.592 S -16.368.049
Plus Tr:1nslers OUi \,1-16.912 8..:!63.8 6 i ..:!I 1.-1-1-1 1.610.83-1 3.831.928 1.97-1,937
Cam IOl"\:lrd CIP Proiecls S 24.-133.-114
TOlal Expenditures b~'Dep:lrllllent:S 40.701.404 S 50.32-1.1:-0 S 5-1.751.826 S 78.686.198 S 53.613.510 S 72.776.-l00
C·33
SUMMARY OF POSITIONS
DEPARTMENTAL STAFF By FUND
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
Positions Funded Funded Funded Funded Funded
General Fund
Town Council 0.85 0.85 0.85 0.85 0.95 0.85
Town Treasurer 0.25 0.25 0.25 025
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 2705 2758 27.85 31.50 29.50
Community Services 515 3.60 3.60 3.90 5.15 5.15
Library 10.35 10.35 10.35 10.35 10.35 10.35
Total Gelleraf Flllld 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 FUlld Staff 1.05 6.54 2.52 3.12 1.05 1.05
Infernal Service FUI/tls
T own 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
TOlallll/emul Services Fuuds Staff 8.80 7.55 8.43 8.63 8.95 8.80
Redevelopment Agency
Administrative Services 0.80 080 0.80 080 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 Redcl1elopmellt Agency Staff 1.65 2.36 1.97 1.70
1.85 1.65
Total Town ITEs 147.75 153.35 151.15 150.90 153.35 147.75
Admil/isrratil'e Sen 'ices Department staffing numbers iI/elude thefol/owing programs:TOllln lt4anager's Office:Human
Resources:Finance &tidlllinistratil'e Sen'ices:Clerk Administration:Customer Se",ice Cel/rer:alld Management
Information Services
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
Administrati\e
Services
Police
Department
Community
Services
Bllfe Bar Shading -Towll 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)
Authorized!Hourly Emp
Funded Staff
Town Staff converted
Positions to FTEs
0.85 0.08
Departments
Community Services
Library
Town Council
Town Treasurer
Town Attorney
Administrative Services
Community Development
Police Department
Parks &Public Works
Total Positions 147.75 10.30 158.05
Administrative Sen'ices Departmem staffing numbers include the followiug six programs:TowlI
A'fanager s Office:Human Resources:Finance &Admill;stratil'e Sen"ices:Clerk Administration.-and
Management Infomzatioll Sen'ices.
HOllr(y Employee positio11S result from seasonal.tempormy.and part-time labor needs.
C-35
I'HO (~I
SUMMARY OF POSITIONS
FuNDED FfEs BY DEPARTMENT
Five Year Staffing Trend
II Town Council
o Town Treasurer
•Town Attorney
o Administrative Services
o Community Development
•Police Departmem
[;I Parks &Public Works
o Community Services
TO Library
FY
2005/06
FY
2006107
FY
2007/08
FY
2008109
FY
2009/10
FY 2004/05 -FY 2008/09
Five Year Funded and Authorized Positions
(Staff positions only)
Departments
Town Council
Town Treasurer
Town Anomey
Administrative Services
Community Development
Police Department
Parks &Public Works
Community Services
Library
Total Budgeted FOEs
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 represelll TowlI staffpositions fimded ill anllual budgets.Numbers do 1I0t include temporary hours
or the filled or wifilled statllS a/the positions.
C·36
SUMMARY OF PERSONNEL CHANGES
FY 2009/10
T he Town's total budgeted labor and benefit costs for FY 2009/10 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 mitigate part of the increase in personnel costs.The following
discussion describes some of the staffing expenditures,savings and budget impacts.
Employee Compensation alld Benefits
Personnel costs represent salaries of full and pat1-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).
Memorandums of Understanding/Wages
In FY 2008/09,nonswoll1 employees waived salary increases in lieu of an enhancement to the retirement
fOIl11Ula 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 2009/10 budget assumes that the Town will achieve savings of 5200,000 from a management
salary freeze and 5250,000 from non-management employee salaries through reduced COLAs or
furloughs.Discussions \vith the bargaining units are underway regarding the specific terms of the salary
savings for represented employees;however,the salm)'savings have been incorporated in the budget.
Highlights of the existing MOUs or known salary actions are as follows:
•ill 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 2009/10.
•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 tluee-
year agreement (July 1,2007 -June 30,2010)with the Town.AFSCME is scheduled to receive a
3%wage increase in FY 2009/1 O.
•The Police Officer's Association entered into a two and a half year MOU during FY 2007/08,which
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 2009/1 O.
•Management's salary and benefit tenTIS 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 frozen for FY 2009/1 O.By forgoing the 3%wage increase and bonuses
for FY 2009/1 0,the Town will save 5200,000 and this will be the second year of no Management cost
of living increases.
C -37
[,
SUMMARY OF PERSON EL CHANGES
FY 2009/10
Bellefits
Although no major coverage changes to 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 1,2009.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.
Pellsioll Plall
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 200911 O.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 2009110 and expected rate for FY
20 I 0111 as issued by CALPERS in October,2008.
n N ~IT IT IT IT FY FY IT IT
PERS Pension Plan 04/05 05/06 06107 01108 08/09 09/10 10/11 11/12 IUD 13/14 14/15
Safet)'3-/.@50 28.30%32.56%33.99%33.55~~33.~~33.84%33.30%42'."42.~.42.00%41.00'.
Mi.sc2.S·/.@SS·8.01%13.81'.12.66% 12.99% 15.18%14.60%14.50%11%··21.00'.21.00%21.()()OIo
"Acx:.ordng to urian COI'ltraets with TEA.and AFSCME the Town changed the reti'flmem fortnJl8 h"om 2%al55 to 2.5"at 55 effective JlJy t,2008.
••Based on estimates received from PERS Aetuatilas in May 2009.
C-38
SUMMARY OF PERSONNEL CHAJ"IGES
FY 2009/10
Budgel N/allagement Strategies
A number of strategies have been implemented to mitigate nsing persolUlel 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 plalUling 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 nonnal
operations of the Town.
Staffillg Challges
The FY 2009110 Operating Budget has 147.75 full-time equivalent (IT E)authorized positions and
reflects an elimination of 5.6 ITE.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 2009/10 to identify further reorganizational opportunities.The
recommended FY2009110 staffing levels include the following changes from the prior year's adjusted
budget:
•Parks alld 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 through 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 admillistrative SUppOl1 will be
eliminated in FY 2009110.A vacant Superintendent position is being evaluated for reclassification
and a placeholder of S34K in savings has been incorporated in the budget,pending the staffing
restnlcture.
•Police Departlllem -To contain costs,the Department has implemented several cost cutting
strategies,including FTE eliminations.cost sharing for court liaison and School Resource Officer
services,reductions in Conununity Service Officer Intern temporary hours.and overtime reduction
effons.Due to budget limitations,one Sergeant,through attrition has been eliminated and
Conununity Service Officer Intern hours have been reduced.Additional ITE saving effons include an
agreement between the los Gatos Police Department and the City of Campbell to share coun liaison
services to be provided by Campbell.The cost to the Town is approximately S40,000.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.Overtime funding in all
programs continues to be relied upon by the department 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 personnel absences and has implemented several reduction
strategies.This will be a continued focused reduction effort for the depal1ment in FY 200911 O.
C -39
•AdmillisTraTive Services -The FY 2009/10 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 elinlination of the Admilustrative Programs Manager position to
allow flexibility to 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 ilutiatives will remain at
current levels.However,the Manager's Office will need to prioritize and schedule special project
and inter-departmental efforts given the reduced management staff.
•ClerklMallagemem IIl/ormaTioll SysTems -The FY 2009/10 budget for the Clerk Adnunistration
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 Infonnation System maintains prior year salary and benefit
levels.
•Finallce -The FY 2009/1 0 Finance budget reflects the elimination of a .80 FIE Account Tecluucian
for Business Licenses.Additional temporary hours have been added to backfill the Account
Technician position and provide technical support financiallhuman resources infonnation system
upgrade.To nlitigate impacts from reduced staffing,the department will·aggressively seek out
opportunities to train and cross-train available persOimel and maximize the use of its new
financiaVhuman resources infonnation system,which should be fully implemented by the end of FY
2009/10.
•HWllw/Resources -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 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.
•CommlllliTy DevelopmellT -Notable expenditure reductions include the elinunation of the Code
Compliance Officer and Associate Platmer position.Should the local economic situation improve,
these positions will be reevaluated accordingly.
•Librwy -There are no proposed staffing changes for FY 2009/1 O.
•CommulliTy Sen'ices -There are no proposed staffing changes for FY 200911 O.
C -40
SUMMARY OF PERSONNEL CHANGES
FY 2009/\0
IlIIernal Service FUlld Allocmiolls
In addition to direct personnel expenditures,depanments are charged for intemal suppon 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.
A.lUllIal reviews of these funds may result in adjustments to the rates.
Liability Illsurallce
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 Compellsarioll
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 200911 0 to keep pace with increasing expenditures.
j\t/ollagemenl I11Jormaliol1
The Management Infonnation Systems (MIS)program is funded through two different charge-backs to
the depanments.One charge is based on a percentage of salary to fund the 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 teclmology equipment.
C -41
TOWN STAFF
POSITIONS BY HOME DEPARTMENT
AuthoriZ{'d 2005/06 2006107 2007/08 2008109 2009/10
Positions Funded FUl1ded Funded Funded Funded COllllllcnts
TOWN ATTDR 'EY'S OFFICE
Town Anomey 1.00 1.00 1.00 1.00 1.00 1.00
Legal Admin Assistant 0.50 0.50 O'fil/ld ,50 fTE
Legal Assistant 0.50 CY delnioll
TOTAL FTEs 1.50 1.00 1.00 1.00 1.50 1.50
TOW'MANAGER'S OFFICE
Town Manager 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Town Manager 1.00 1.00 1.00 1.00 1.00 1.00
Administrative Programs Mgr.1.00 1.00 1.00 1.00 CY deletioll
Exec.Assistant 10 Town Mgr.1.00 1.00 1.00 1.00 1.00 1.00
Economic Vitality Manager 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 FrEs 4.90 5.80 5.80 5.80 5.90 4.90
HUMAN RESOURCES
'·Iuman Resources Director 1.00 1.00 1.00 1.00 1.00 1.00
Administrative Analyst 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 &ADMINISTRATIVE SERVICES
Finance &Admin.DircclOr 1.00 1.00 1.00 1.00 1.00 1.00
Finance tvlanager 1.00 1.00 1.00 1.00 1.00 1.00
AccountanlfFinancc Analyst 1.40 0.40 0.40 1.40 1.40 1.40 Posiliol/sharf·(f vrilll.60 FTE CDD
A1Ialyst positioll.
Payroll Specialist 1.00 1.00 1.00 1.00
Sr.Account Technician 1.80 2.00
Account Technician 2.00 1.60 2.00 3.00 2.60 2.00 CY (Ie/ete .60 FTE
Sr.f\ccount Clerk 0.80 1.00
TOTAL t--rEs 6.40 6.60 7.40 7.40 7.00 6.40
CLEI~K AD~IINISTRATION
Clerk Administrator 1.00 1.00 1.00 1.00 1.00 1.00
Deput)'Clerk 0.75 1.75 1.75 0.75 0.75 0.75
MIS Specialist 0.50
TOTAL FTEs 1.75 2.75 2.75 2.25 I.75 1.75
~IANAGE~IENT INFORi\IATlON SERVICES
r-.lIS ~Ianager 1.00 1.00 1.00 1.00 1.00 1.00
Network Administr.ttor 1.00 1.00 1.00 1.00
Help Desk Administr.tlor 0.75 0.50 0.75 0.75
MIS Specialist 2.00 2.00 0.50
TOTAL FTEs 2.75 3.00 3.00 3.00 2.75 2.75
C -42
TOWN STAFF
POSITIONS BY HOME DEPARTMENT
Authorized 2005/06 2006/07 2007/08
2008/09 2009/10
Positions Funded Funded ."unded Funded Funded Comments
CO:\t"IU~ITY DE\'[LOPME;\T
Communil~Dc\e1opmL Oir.1.00 1.00 1.00 1.00 1.00 1.00
r\SSI.Community Dc\.Oir.1.00 1.00 1.00 1.00 1.00 1.00
Dcpul~To\\"~1:Jnager 1.00 1.00 Cl'jilllt!I.OFTE
Adminislr:ul\C Anal~sl 0.60 0.60 0.60 0.60 0.60 0.60 Positioll sllar~d ,,:;,11 ,.If)FTE FillallC~
ACCO/llltlllll positioll.
Adminislr-ati\c Secretary 1.00 1.00 1.00 1.00 1.00 1.00
Sccrcl:lT)III 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 lle/ele I./J FTf
Planner 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Planner 1.00 1.00 1.00 1.00 1.00 1.00
Counter Technician 2.00 2.00 2.00 ~.OO 2.00 2.00
Code Compliance Officer 1.00 1.00 1.00 1.00 0'de/ete U)FTE
Building Official 1.00 1.00 1.00 1.00
Sr.Building Inspeclor 1.00 1.00
Buildin\![nspeclor 4.00 ·tOO 4.00 4.00 4.00 4.00
TOTAL FTEs 17 ..60 18.60 18.60 18.60 18.60 17.60
POLICE
Chicr of Police 1.00 1.00 1.00 1.00 1.00 1.00
Police Caplain 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 CT delete 1.0 FTE
Police Corporal 5.00 5.00 5.00 5.00
Police Officer 26.00 30.00 30.00 25.00 25.00 26.00 CYJimfll.O FTE
Communil)'Services Officer 4.00 4.00 4.00 4.00 4.00 4.00
Crime r\nalysl 1.00 1.00 1.00
Police Admin Scrvices i\lgr.1.00 1.00 1.00 1.00 1.00 1.00
E.'(eculi\,c Assislanl 10 Chief 1.00 1.00 1.00 1.00 1.00 1.00
COllllllunications Dispalcher 7.00 7.00 7.00 7.00 7.00 7.00
Police Rt.,<:ords Specialisl 3.00 3.00 3.00 3.00 4.00 3.00 n'fl<!lete I.n FT£
Parkin!!:COlllrol Orlicer ".00 3.00 3.00 '.00 2.00 2.00
TOTAL FTEs 60.00 62.00 62.00 61.00 61.00 60.00
TOWN STAFF
POSITIONS BY HOME DEPARTMENT
AUlhorized 2005/06 2006/07 2007/08 2008/09 2009/10
Positions Funded Funded Funded funded Funded CommeRls
.'ARKS and PUBLIC WORKS DEPARTMENT
Parks &Public Works Dir.1.00 1.00 1.00 1.00 1.00 1.00
Asst PPW Dirffown Engineer 1.00 1.00 1.00 1.00 1.00 1.00
Adminislrati\'c An.:lIYSI 1.00 1.00 1.00 1.00 1.00 1.00
Adminislrati\'c Specialist 1.00 1.00 1.00 1.00 1.00
1.00
Public Works Specialist 2.00 1.00 1.00 2.00 CY d~/ete 1.0 FTE
Administrative Secretary 2.00 1.00 1.00 2.00 CYJimd I.OFTE
Secretary III 1.00
Superintendent 1.00 2.00 2.00 2.00 2.00 1.00 CY de/ele /.0 FTE
Facility Technician 1.00 1.00 1.00 1.00
PPW Supervisor 2.00 1.00 1.00 1.00 1.00 2.00 O'jilJ/d J.OFT£
Town Arborisl 1.00 1.00 1.00 1.00 1.00 1.00
Lead Parks &~laint.Worker 2.00 1.00 1.00 2.00 2.00 2.00
Sr.Parks &Maint.Worker 2.00 1.00 1.00 CY delete 1.0 FTE
Parks &Maintenance Worker 9.00 12.00 10.00 9.00 9.00 9.00
Sweeper Oper:J.Ior 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 Scn,jcc Officer 1.00 2.00 2.00 2.00 2.00 1.00 CY delete 1.0 FTE
Associale Civil Engineer 3.00 3.00 3.00 3.00 3.00 3.00
Assistant Ci,cil Enginecr 1.00 1.00 1.00 1.00
Sr.Engineer Technician 1.00 1.00
Engineering Technician 1.00 1.00 1.00
Senior Engineer Inspcctor 1.00 1.00 1.00 1.00 1.00 1.00
Engineer Inspector 2.00 1.00 1.00 1.00 1.00 2.00 CY fillld 1.0 FTE
Apprentice t'.lechanic 1.00 1.00 CYjillld 1.0 FTE
Equipment Mechanic 1.00 2.00 2.00 2.00 2.00 1.00 CY delete IJ)FTE
TOTAL DEPAIHJ'HENT FTEs 35.00 37.00 34.00
34.00 37.00 35.00
CO,\IMUNITY SEI~VIC[S
CommunilY Services Direclor 1.00 1.00 1.00 1.00 1.00 1.00
Adminislrali'e Anal)st 0.50 0.50 0.50 0.50 0.50 0.50
Adminislrali\'e Secrclaf)1.00 1.00 1.00 1.00 1.00 1.00
Senior Coordinator 1.00 1.00 1.00 1.00 1.00 1.00
Volunteer Coordinator 0.75 0.75 0.75 0.75 0.75 0.75
Sccrelar\,I 1.00 1.00 1.00 1.00
TOTAL D[rAnT.\IE~TFTEs 5.25 ·1.25 ·U5 5.25 5.25 5.25
C -44
TOWN STAFF
POSITIONS BY HOME DEPARTMENT
Authorized 1005/06 2006/07 2007/08 2008109 2009/10
I)osilion§"Funded Funded Funded Funded Funded
L1Bll.-\HY
Libr:lr~Director 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Library Dirt<clOr 1.00 1.00 1.00 1.00 1.00 1.00
Principal Librarian 1.00 2.00 2.00 2.00 2.00 2.00
Librarian 2.25 2.25 2.25 2.25 2.25 2.25
Circul:lIion Supen isor 1.00 1.00 1.00 1.00 1.00 1.00
Libra~Assistant 2.50 2.50 2.50 2.50 2.50 2.50
Seerelan III 0.60 0.60 0.60 0.60 0.60 0.60
TOTAL DEPAllT:\l[:\"T FTEs 10.35 10.35 10.3:-10.35 10.35 10.35
TOTAL TOWN FTEs 1-17.75 153.35 151.15 150.90 153.35 1-17.75
ELECTED OFFICIALS
2005/06 2006/07 2007108 2008/09 2009/10
Funded Funded Funded Funded 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 ELECTED OFFICIALS 6.00 7.00 7.00 7.00 5.00
HOUntY BIPLOY[ES
2005/06 2006/07 2007/08 2008/09 2009/10
Temporary Jlours by Departmetlt Funded Funded Funded Funded Funded
Town Council 175 175 175 175 175
Administr:ni\'e Sen ices 325 3::!5 425 1.425 1.6:21
Community Development 110
Police Department 2.600 1.600 3,640 3,640 1.9:20
Parks &Public Works 7,331 10,800 8,760 5,184 6,152
Community Services 2,501 1,502 470 470 470
Library Department 11.180 10.953 10.093 10.093 10.093
Total Temporary /-lours by Departml!lIt 2..1.114 27,..155 B,683 20.987 21,·HI
CONVEIHED HOUlll Y E:\II)LOYEES 11.59 13.15 11.39 10.09 10.30 (1.00 FTE =1080 hours)
C -46
DEPARTMENTAL BUDGET DIRECTORY
FY 2009/10
TOWN OFFICES
TO\\11 Offices Overvie\\'..0-5
1101 To"",Council Administration 0-7
1301 Town Attorney Administration .D-9
1302 Liability Self-Insurance Fund (ABAG).................................0-13
ADWNISTRATII'E SERVICES DEPARnIE:'<T
Adminislralive Services Depanmem Overview 0-17
2101 Town Manager's Office Administration .0-21
2201 Hlllnan Resources .0-27
230 I Finance &Administrative Services..0-33
240 I Clerk Administration..........................0-39
120 I Non-Oepanmental ..0-43
621 l\llanagement Infon11ation Services .0-47
612 \Vorkers Compensation......0-53
622 Office Stores..0-57
721 Parking Assessment District .0-59
CO~I~1UNITYDEVELOPMENT DEPARnl ENT
Community Development Department Overview...............0-63
3101 Conullunity Development Administration 0-67
320 I Oevelopment Review ..0-71
3202 Advanced Planning .0-77
3301 Building &Inspection Services..................................0-81
3401 Code Compliance .0-85
3999 Pass-Through Accounts .0-89
POLICE DEPARDIENT
Police DCpartIllcnt O\'ervic\v .0-91
4101 Police Administration...........0-97
4201 Records &Communication...0-10 1
4202 PersOTUlcl &Community Services ..0-105
430 I Patrol 0-109
4302 Traffic..0-113
4303 Investigations ..0-117
4304 Parking rVlanagemcm ..0-121
4999 Pass-Through Accounts ..0-125
270-Operating Grant Funds .0-127
D - I
ro DEPARTMENTAL BUDGET DIRECTORY C?3
PARKS &PUBLIC WORKS DEPARnlENT
Parks and Public \Vorks Department Overview __..__0-129
5101 Parks &Public Works Admiuistration 0-135
5201 Engineering Program Sen'jces 0-139
5202 Engineering Development Services D-143
5301 Parks Sen'ices 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 Maimenance 0-167
221 on-PoiI1l Sonrce .0-171
Assessment District Funds
231 Blackwell District .0-177
232 Kennedy Meadows District...0-179
233 Gemini Conrt District .0-181
234 Santa Rosa Heights District .0-183
235 Vasona Heights District .0-185
236 Hillbrook Oistric!...0-187
COMMUNITY SERVICES DEPARTMENT
Community Services Department Overview..........D-189
6101 Conununity Services Administration D-193
620 I 'eighbnrhood Center.....................0-197
6204 Arts &Culture................0-203
6205 ConU11Unity Grants .0-207
6302 Conservation.Recycling &Sustainabili(y .0-213
6401 Housing Progranl .0-219
6999 Pass-Throngh Acconnts 0-223
211 Housing Conservation Program Fund 0-225
212 Commnnity Oevelopment Block Grant Fund 0-229
6303 Beverage Container Grant Fund D-233
D-2
ro DEPARTME 'TAL BUDGET DIRECTORY 03
LIBRARY DEPARnIE'IT
Library Departillent Over\'ie\v...........................D-235
710 I Library Administration.............................0-239
720 I Adult Services Reference 0-243
7202 YOtlllt Ser\"ices ,........................................................................0-247
7203 Acquisitions &Cataloging .0-251
7204 Circulation Systems Administration 0-255
711 Library Tmst Fund 0-259
712 History Project Tmst Fund..............................................0-261
713 Clelles Ness Tmst Fund 0-263
714 Susan E.(Betty)McClendon Tmst Fund....0-265
D-3
D-4
PROPOSED
Town Offices
PROGRMI PURPOSE
The Town Offices programs are comprised of:Town Council Administration and the Office of the Town
Allomey,which includes the Self-ll1Surance Liability program.The purpose of each program is outlined
in the sections that follow this page.
BUDGET OVERVIEW
The FY 200911 0 Town Offices budget renects a decrease in salaly and benefit costs and operating
expenditures due to the consolidation of the Elected Clerk and Treasurer programs into the Clerk
Administration and Finance Depal1ment 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 staffll1g reallocations to beller renect the deployment of resources and reductions in
operating expenditures.It is anticipated that general administrative,legal and risk management services
will be maintained at current 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
annually by the Council each November.The Town operates under a Council/Manager (corporate)form
of govenunent 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,through its regulatory and budgetary
enactments,the aspirations of the residents of Los Gatos.These priorities are implicit in the programs
adopted and set forth in the alUllIal operating budget for the Town of Los Gatos.
BUDGET OVERVIEW
The FY 2009/10 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 through the redeployment of resources,
general administrative services,including agenda packet preparation and distribution,customer and
elected official SUppOI1 and Council policy/program analysis will be maintained at cunent service levels.
However,it is important to note that the proposed structural changes will impact workload capacity and
flexibility to address unanticipated service requests.
D-7
PROPOSED
ro TO\\1 COUNCIL C8
SUMMARY OF REVEN ES AND EXPE DITURES
REVEN ES
Sen'ice Charges
Olher Sources
TOTAL REVENUES s
2005/06
Actuals
s
2006/07
Actua)s
s
2007/08
Actuals
S
2008/09
Adopted
2008/09
Estimated
s
2009/10
Adopted
s
EXPENDIT RES
Salaries alld Benefits
Operating Expenditures
Fixed Assets
Internal Sen';ce Charges
TOTAL EXPENDIT RES
120,766 124,529 124,670 153,500 152,700 136,027
20,649 18,566 17,950 23,200 13,000 20,200
4,834 5,040 5.210 4.800 5.200 4,614
S 146,249 S 148,135 S 147,830 S 181,500 S 170,900 S 160,841
KEY PROGRAM SERVICES
•Represenls the residents of Los Gatos
•Fonnulates and enacts public policy in response to current and anticipated needs within political,
administrative,and fiscal constraints
•Provides community leadership as the legislative and policy-making body of the municipal
government
•Oversees Town boards and conunissions
•Represents the Town of Los Gatos tlu'ough coordination and collaboration with other govenunent
agencies
TOWN COUNCIL STAFFING
Full Time Equim!ellts (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOII'I/Sluff Positions Funded Funded Funded Funded Funded
Administrative Programs Mgr.0.10 0.10 0.10 0.10
Executive Asst.10 the Town rVlgr.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 HE,0.85 0.85 0.85 0.85 0.95 0.85
2005/06 2006/07 2007/08 2008/09 2009/10
Funded Funded Funded Funded Funded
Elected Officials
Coullcilmembers 5.00 5.00 5.00 5.00 5.00
TOTAL ELECTED OFFICIALS 5.00 5.00 5.00 5.00 5.00
Temporary SWff Nours
Intent 375 175 175 175 175
TOTAL ANNUAL HOURS 375 175 175 t75 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 Attomey'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 TOWIl.
BUDGET OVERVIEW
The FY 2009/10 budget for the Town Attorney's Office reflects a moderate decrease in salary and
benefits and operating expenditure levels.Decreases in salary 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
Goverllance •Provided legal advice to assist in the management of complex land useEnsureapplicationsanddecision-making processesresponsive,•Streamlined property damage claims processesaccountableand
collaborative •Settled long-tenl1 grading violations
govenlance
D-9
PROPOSED
to TOWN ATTORNEY 01
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actllals 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 34,530
Fixed Assets
Imemal Service Charges 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 S 215,373
FY 2009/10 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
collaborati ve the effort to streamline administrative functions,including contract development
governance and management and reduce the cost oflegal services and overall Town liability.
KEY PROGRAM SERVICES
•Represents the Town regarding litigation matters,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 injUlY,propel1y damage and other monetalY claims against
the Town and manages all litigation involving the To\vn
•Drafts and/or reviews all proposed ordinances and resolutions
•Supervises personal injulY or propel1y damage claims and related claims litigation
•Reviews and/or drafts Town staff repol1s and contracts
•Assists in the administration of the Town's liability insurance and risk management program
•Negotiates key transactions such as property acquisitions
D-10
ro TOWN ATTORNEY 0.l
PROPOSED
TOWN ATTORNEY STAFFING
Full Time Equh1alellls (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOII'I1 Sraff Positions Funded Funded Funded Funded Funded
Town Atlollley 060 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 0.10 010 005 005 0.05
TOTAL PROGRAM FTEs 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\1easures Actual Actual Actual Estimated Budget
I.To reduce the legal olld/il/(lIICial cOl/sequences of
claims and IOIl'suils agaillsllhe TOIl'll.
a.Percentage of claims for denial or approval 98% 98% 98%98%98%
processed within fony·fivc d<l)'s of filing:
2.To protecl the Towl/from legal exposure through the
time(JI revie\l'oJcontracts.sta.ffrep0r{s.and T0\1'11
policies alld pmclices.
a.Percentage of slaff repons and contracts reviewed 95% 95% 95%95%95%
in twenty-four hours of receipt:
b.Percentage of fonnal Request for Written Opinions 95% 95%95% 95%95%
prepared within three working days:
2005/06 2006107 2007/08 2008/09 2009/10
Activi!)'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.Number of opinion requests and contracts 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 FU JD
PROGRAM 1302
FUND PURPOSE
The Town is a member of the Association of Bay Area GovenUllent (ABAG)insurance pool,a self-
insurance program established in 1986 to provide general liability,propel1y insurance,and risk
management services to 30 cities withjn the Bay Area.Tllis coverage minimizes the Town's exposure to
losses as a result of Town policy or actions.
The alUlUal premium paid by the Town allows for SI0 million total coverage with a 550,000 deductible
per occurrence.Self-Insurance rates have been established to accurately allocate the cost of this intemal
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.Staffing changes include FTE reallocations to the Self-Insurance Liability Fund to better reflect the
use ofresourccs.The Town's operating expenses have risen slightly because of an increase in the ABAG
insurance premium.The adjustment in the Town's premium 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 SI0.000 for its effol1s.
The Self-Insurance program is funded through depal1mental 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.Tllis 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 sigtlificantly lower than in previous years due to a low-
claims history,the labor rate assessments to the depat1ments 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,which although results in reduced revenue to this
program,produces town-wide reductions in program expenses.Program costs will be evaluated in FY
2009/10 to detemline if the current assessments need to be revised.
D-13
ro TOWN ATTORNEY 0J
Liability Self-Insurance Program
PROPOSED
STATEMENT OF SOURCE AND USE OF FUNDS
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuuls ACllIals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Loan 10 CIP·Police Facility 235,404 235,404
Undesignatcd 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
Other 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,S84,964 S 2,711,467 S 2,373,843 S 2,422,243 S 2,409,153
USE OF FUNDS
ExpendilUres
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
I.ntemal Service Charges
Total Expenditures 398,988 459,933 856,024 610,900 542,080 606,812
Operating Transfers
Transfer to General Fund
TOlal Operating Transfers
Ending Fund Balance
Loan to CIP -Police Facility 235,404 235,404
Undesignalcd 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 2,125,031 1,855,443 1,762,943 1,880,163
1,802,341
TOTAL USE OF FUNDS 2,446,185 2,S84,964 S 2,711,467 S 2,373,843 S 2,422,243 $2,409,153
D-14
&l TOWN ATTORNEY 03
Liability Self-Insurance Program
2009110 KEY PROJECTS
PROPOSED
Strategic Goals Key Projects
Premium Management
Good GoverllallCe Emphasize the improvement of safety concerns by actively pursuing ABAG
Ensure responsive,training programs.In an effort to luinimize insurance claims,the insurance
accountable and pool offers safety training in areas which produce a high liability risk.
collaborative
governance
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-INSURANCE PROGRAM STAFFING
Full Time EqUiJ'lI/ClIt (FT£)
Authorized 2005106 2006/07 2007/08 2008/09 2009/10
TOH'I/Staff Positions Funded Funded Funded Funded Funded
Towll 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
Account Technician O.tO O.tO 0.10
MIS Speciaiisl 0.25
Total Liability FTEs 0.70 0.45 0.45 0.55 0.75 0.70
0-t5
D-16
PROPOSED
PROPOSED
Administrative Services Department
DEPARTMENT PURPOSE
The Town Manager provides overall management,administration,and direction for the Town
organization,reponing to the full Town Council.The Administrative Services Depanment suppons the
Town Manager in these ftmctions,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 summary of the Administrative Services Depal1ment core
services and service objectives.
The Administrative Services Depal1ment identifies conununity issues and needs requiring legislative
policy decisions and provides altemative 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 infonnation 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 Depanment is also directly
responsible for human resources,finance,budgeting,purchasing,labor relations,management
infonllation systems,cable television franchise management,equipment replacement,worker's
compensation.records manageme11l,customer service management.economic vitality,and other
administrative sUppOI1.
BUDGET OVERVIEW
The FY 2009/10 depanmental operating budget reflects a significant decrease in expenditures due to 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 DepaJ1ment will
remain at current service levels.Howe\·er.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 tlus program.
Key staffing and adnunistrative changes will be discussed in more detail in the program narratives that
follow this section.Future administrative resttucturing and/or service delivery effons will continue to be
evaluated,implemented,and managed by the Town 1anager's Office.
D -17
PROPOSED
ro ADML'IISTRATIVE SERVICES DEPARTMENT 01
DEPARTMENTA.L SUMMARY OF REVENUES AND EXPENDITURES
REVENUES
Licenses and Permits
Illtergovemmental Revel/lies
Se",ice Charges
[meres!
TOTAL REVENUES
EXPENDITURES
Salaries and Benefits
Opemrillg ExpCl1dirtlres
Fixed Assel5
/ulemal Service Charges
TOTAL EXPENDITURES
2005106
Actuals
S 1,019,386
593
1,000
1,020,979
1,836,167
203,478
174,718
S 2,214,363
2006107
Actllals
S 1,176,422
593
1,177,015
1,846,739
277,778
182,837
S 2,307,354
2007108
Aetnals
S 1,138,057
453
1,138,510
1,927,856
307,678
198,333
S 2,433,867
2008109
Adopted
S 1,100,000
600
1,100,600
2,000,000
319,800
191,000
52,510,800
2008109
Estimated
S 1,100,000
1,100,000
1,953,200
208,850 •
196,160
S 2,358,210
2009110
Adoptc.d
S 1,122,000
1.430,000
2,552,000
1,858,933
334,660
179,918
S 2,373,511
•TOII'II Treasurer 11011'incOIpomfed illlo Admill;sfratil'c Sen/ices
DEPARTMENTAL EXPENDITURES BY PROGRAM
PROGRAM
TOll'lI Manager's Office
HI/man Resources
Finallce &Admill Ser\'ices
Clerk Administration
Customer SCl1'ice Cenrer
TOTAL EXPENDITURES
2005106
Actuals
S 423,630
500,025
984,636
306,072
S 2,214,363
2006107
Aetnals
S 444,394
573,848
1,009,659
279,453
S 2,307,354
2007108
Actuals
S 470,203
576,625
1,087,348
299,691
S 2,433,867
2008109
AdoptC'd
S 431,950
617,200
1,186,450
275,200
S 2,510,800
2008109
Estimated
S 475,660
574,632
1,018,459
289,459
S 2,358,210
2009110
Adopted
S 649,528
431,487
1,063,223
229,273
S 2,373,511
Note -The above departmental schedule represems a sU!IImmy of General Fund revenues and expenditures for:
TOIl'n .Manager's Office,Human Resources,Final1ce and Administratil'e Sen,ices,and Clerk Administration.Prior
to FY 2008/09,the Customer Sen,ice Cemer Program was a separate departmemal program,but is /lOW budgeted
within the Clerk Administration.The programs within the Administrative Services Department that are not in the
General Fund (i.e.the Workers Compensation Program)have applicable fimd schedules within their program
section.
0-18
ro ADMlNISTRATIVE SERVICES DEPARTMENT C:8
PROPOSED
DEI'ARHIENT STAFFING
FilII Time Equimlell1s (FTE)
AUlhorizcd 2005/06 2006/07 2007/08 2008/09 2009/10
General Fuml Positions Funded Funded Funded Funded Funded
To\\'n Manager 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Town Manager 1.00 1.00 1.00 1.00 0.85 1.00
Administrali\'c Analyst 0.80 0.85 0.80 0.80
Administrative Programs MgT.0.70 0.70 0.70 0.70
Executive Asst.10 TOWIl Mgr.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 0.0 0.75 0.75
Human Resources Specialist 0.25 0.85 0.85 0.25 025 0.25
Finance Director 1.00 1.00 1.00 1.00 1.00 1.00
Finance ivlanager 0.80 1.00 1.00 1.00 1.00 0.80
Accountant/Finance Analyst lAO 0040 0040 0.75 1.\5 lAO
Payroll Specialist 0.95 1.00 0.95 0.95
Sr.Account Technician 1.35 1.35
Account Technician 1.80 1.60 1.60 2040 2040 1.80
Sr.Account Clerk 0.80 0.80
Clerk Administrator 1.00 1.00 1.00 0.95 1.00 1.00
Deputy Clerk 0.70 1045 1045 0.70 0.70 0.70
MIS Specialist 0.25
Total General Fund FTEs 12.50 14.00 14.00 13.70 13.60 12.50
o '-General Fund FTEs (located in Administrative Services Department programs unless otherwise nOlcd)
Eqllipme11t Replacement
Account Technician 0.10 0.10 0.10
AccountantfFinancc Analyst 0.10
Total Equip Replace FTE's 0.10 0.10 0.10 0.10
Liability Self-lllslIrfmce
Assislanl Town ~'lanager 0.05
Clerk Administrator 0.05
Depuly Clerk 0.20 0.20
ACCOUIlI 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
Jf'orkers Compellsflfioll
Human Resources Direclor 0.25 0.20 0.20 0.20 0.25 0.25
Assislanl Town Manager 0.05
Payroll Specialist 0.05 0.05 0.05
Adminislnllive Analysl 0.20 0.15 0.20 0.20
Human Resources Specialist 0.15 0.15
TOlal Workers Comp FTEs 0.50 0.35 0.35 0.35 0.55 0.50
D -19
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
DEPARTMENT STAFFING
Full Time Equimlellls (FTE)COIJ/illlletl
Management Illformation Services
MIS rvlanager 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 FTE,2.95 3.20 3.20
1.00
1.00
0.75
0.20
2.95
0.20
0.20
0.20
0.20
Total CDBG FTE,
CDBG Program (FTEs located ill COlllmunity Services Departmelll ul/der Fund 219)
Accountant/Finance Analyst
Sr.Account Technician
Redevelopment Agency (FTEs locared ill Rede)'e!oplllcllt Agency 81lt/get uuder Fund 930)
Economic Vitalily Manager 0.80 0.80 0.80 0.80
Total Redevelopment FTEs 0.80 0.80 0.80 0.80
0.80
0.80
0.80
0.80
2005/06
Funded
2006/07
Funded
2007/08
Funded
2008109
Funded
2009/10
Funded
CIP In/ormatioll System Upgrade Project (FTEs [ocmed ill Capita/Improvement Program u/lder Fund 400)
Accolll1tantIFinance Analyst 0.20
Sf.Account Technician 0.20
Account Technician 0.40 0.60
Sr.Account Clerk 0.20
Total CI P Pl'ojrct FTE,0.80 0.80
Total Admin Services FTEs 16.95 18.75 19.55 19.35 18.20 16.95
Temporary Sla!!
Projeci Manager
Intern
Administrative Analyst
Mail Room Clerk (Librmy Depr remps)
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
TOWN MANAGER'S OFFICE ADMINISTRATION
PROGRAM 2101
PROGRAM PURPOSE
The Office of the Town Manager ensures that all Town programs and services are provided effectively
ahd efficiently.The core services of the Town Manager's Office are to:provide administrative direction
and leadership for Town departments,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 man.ner;supp0I1 business attraction,retention,and marketing
through economic vitality efforts;foster public awareness of municipal programs,services,and goals;and
provide a satisfactory level of response to resident inquiries,complaints,and requests.
Other key duties include initiating new or special projects that enhance the Town govenunent and
community and providing direct staff assistance to the Mayor and Town Council on special projects and
day-to-dayactivities.
B DGET OVERVIEW
The FY 2009110 budget for the Town Manager·s Office reflects a significant reallocation in salary and
benefits to this program although overall management staffing has been reduced from tltree positions to
two.The increases in salary and benefits are due to the reallocation of the Town Manager and Assistant
Town Manager 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 Manager and Assistant Town Manager positions
have now been fully allocated to the Town Manager·s Office Administration budget.This increase is
moderated by the elimination of the Administrative Programs Manager position to allow flexibility to
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 efforts given the reduced
management staff.
D -21
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
Town l\1anager's Office
ACCOMPLISHMENTS
PROPOSED
Strategic Goals Accomplishments
Good Govel'llance
Ensure responsive,•Developed public information and outreach materials to educate theaccountableand
collaborative community about the recently adopted Council Donation and Solicitation
goVel11anCe Policy.
Fiscal Stability •Designed and implemented Council Retreat to provide information 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 2009/1 O.
provide cost •Conducted Mayor's business outreach program to establish relationships
effective core with Los Gatos top sales tax generators,growing companies,vulnerable
services that meet firms,and start-ups.
the needs of the •Provided budget reduction leadership,including staff reductions,pay
community freezes,sale of assets)and service reorganization.
Civic 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 SUpp0l1 to the Council ad hoc LibraIy Conunittee tlnoughout this
recreational and process.
individual •Led the effort to identify short and long tenn oppol1unities for conununity
em'iclU11enl SPOltS fields and to negotiate for their use.
Public Safety
Ensure public •Directed staff team charged with managing the design,bidding andsafetytlu'ough construction of the new Police Operations facility on Los Gatos Blvd.proactive •Developed a program to provide discounted First Aid training to Los Gatosconullunity
policing,affective residents as pmt of Los Gatos Prepared campaign.
•Coordinated response to closure of Conununity Hospital and conununityemergencyoutreachtoensureresidentswereawareofalternativelocationsforresponse,and
emergency needs.conUl1U1uty-wide •Oversaw updated writing and retraining of Town Emergency OperationsemergencyPlanandstructure.preparedness
D -22
ro ADMINISTRATIVE SERVICES DEPARTMENT 0J
Town I\1anager's Office
D -23
PROPOSED
Strateelc Goals
Fiscal
Stability
Maintain
ongoing fiscal
stability to
provide cost
effecti ve core
services that
meet the needs
of the
conu11unity
Civic
Enrichment
Foster
oppOltunities
for civic
engagement,
and cultural,
recreational
and individual
eluiclul1ent
Pllblic Safety
Ensure public
safety through
proactive
conununity
policing,
affective
emergency
response,and
conu11unity-
wide
emergency
preparedness
PROPOSED
!l')ADMINISTRATIVE SERVICES DEPARTMENT 03
Town Manager's Office
FY 2009/10 KEY PROJECTS
KEY PROJECTS
Ecollolllic Vitality
Economic Vitality staff will continue to promote Los Gatos businesses in partnership
with the Chamber of Commerce through sunU11er and holiday marketing campaigns.In
addition,staff will identify companies who are key sales tax generators,promising start-
ups,or vuhlerable to closure or relocation for the Mayor's outreach program.In
2009110,staff will expand efforts to grow or attract companies to the Town's R&D
parks,focusing on "green tech,"enteI1ailU11ent-related aod medical supply companies,
which already have a presence in Los Gatos.
Staff will continue its plalUling efforts for 10ng-tell11 fiscal challenges,including
potential loss of major sales tax generators,UlU11et infrastructure demands,and rising
persOlUlel 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,envirOlUllental
review,plalUllllg process,and ultimately construction process.It is anticipated that the
project will go out to bid in early 2010.
COllllllllllity Sports FieUs
The Town Manager's Office will continue to lead the effort to identify oppOltunities to
expand the availability of sports fields for youth and conu11Uluty recreation,to negotiate
for their use,and to undertake any necessary Town actions to make them usable.Fields
identified in FY 2008/09 will likely be made available in FY 200911 0,and the Town
Manager's Office will continue to identify other oppOltunities for long-term use
recreational use by the conu11un.ity.
Los Gatos Prepared
In conjunction with the Police Depar1ment,the Town Manager's Office will assist 111
organizing activities to promote disaster preparedness for residents and businesses
during the month of October.A focus of this year's effor1s will be on Town employees,
as they become local disaster workers in the event of an emergency.Additionally,the
Manager's Office will oversee the completion and opelllng 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 eff0I1s and program development and
evaluation processes
•Coordinates the preparation of the a1Ulual 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 info11113tion and web management
•Monitors proposed state and federal legislation and coordinates response plan with key legislative
organizations
•Oversees special projects and new initiatives,panicularly during policy development stages
•1onitors Town interests in regional issues
TOWN MANAGER'S OFFICE STAFFING
Full Time Equil'tdems (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
TOIII/l Staff Positions Funded Funded Funded Funded Funded
T OWI1 Manager 1.00 0.45 0.45 0.45 0.45 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 0.70 040 0.40
Executive Asst.to Town Mgr.0.50 050 0.50 050 0.50 0.50
Economic Vitality ivlanager*
Office Clerk 0.55 0.55 055 0.55 0.55 0.55
Total Manager's Progl-arn FTEs 3.05 2.55 2.55 2.45 2.25 3.05
2005/06 2006/07 2007108 2008/09 2009110
Tempomry Staff Hours Funded Funded funded Funded Funded
Intern 125 75 75 75 75
Total Annual Hours 125 75 75 75 75
The Ecollomic VifalifJ A1anager POSifioll is included ill the TOllln A1anager's qffice sfajJing fO rejlecf fhe posifion 's
alignmew wifll managerial Ol·ersigllf.Funding allocation is disfribwed .20 FTE ill Communif)"De\'elopmelll
Adminisfrmioll,and .80 FTE fO the Redel'elopmellf Agency's Adminisfratio/l.
D -25
ro ADMINISTRATIVE SERVICES DEPARTMENT CO'!
Town Manager's Office
PROPOSED
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.Prol'ide admi1J;sIrmi\'e direction alld leadership over
Town deportmel1ls.programs and se",ices 10 ellSllre
the communir)'receh'es a high le.'et ofsen'ice.*
a.Percentage of residents salified or very satisfied 93%93%93%93%93%
with quality of Town services:
b.Percentage of residents rating quality of life as 97%97%97%97%97%
good or excellent:
2.O,'ersee the Town Council Agenda process (0 ensure
comprehensive illformation and analysis ;s pro"fded {a
the TowII Council ill a timely manner.
a.Percentage of Town Council reports available 96 93% 93%93%94%95%
hours prior 10 Town Council Meetings
3.Foster public mrarelless afml/nicipal programs.
services.and goals.*
,.Percentage of residcnls satisfied wilh the Town's 85% 85% 85%85%85%
efforts to infonn the community about services and
events:
4.Provide a sarisfaclOlY level o.(respollse to citizen
inquiries,complainls,alld reqllests.*
a.Percentage ofresidents having contact wilh a Town 85%85%85%85%85%
employee satisfied with the timeliness of response:
b.Percentage of residents having contact with a Towl1 90%90%90%90%90%
employee satisfied with an employee's counesy:
c.Percentage of residents having contact with a Town 87%87%87%87%87%
employee satisfied with an employee's competency
in handling the issue:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Higblights Actual Actual Actual Estimated Budgel
I.Number of Town Council agenda repoTts approved:201 220 241 250 250
2.I umber of community/customer referrals:280 280 244 250 250
*CuslOmer satisfaction Pel!ormance Measures are based 011 Ihe TOlI'n's 2003 sliney results.
..A fie\\'customer satisfaction survey will be conducted ill FY 2009/10.
D -26
PROPOSED
Administrative Services Department
HUMAN RESOURCES
PROGRAM 2201
The purpose of the Human Resources Program is to allract,develop and retain a quality workforce.It
accomplishes tlus by providing effective and efficient employee recruitment and retention, professional
development,training,organizational development,compensation and classification administration,
employee relations suppon,safety and workers compensation adnunistration,benefit administration,and
policy and procedure development and administration.Employee relations activities emphasize pro-
active and preventative informal resolution of employee and management concerns.Program staff is
responsible for the development of Memorandums of Understanding (MOUl with the Town's three
bargaining units and informal discussions v·/ith the Town's management and confidential employees.
BUDGET OVERVIEW
The FY 200911 0 Human Resources budget reflects a sigJuficant decrease in salary and benefits and
operating expenditures.Decreases in salary and benefits are due to staffing reallocation of the Town
1anager 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 Depanment 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.Efron will continue to be
placed on maximizing savings related to Town benefit packages and other personnel-related expenses.
Recent effons in this area have resulted in an operational savings of 550,000 alUlUally.
While recruitment activity has decreased due to a linuted hiring freeze.Los Gatos applicant pools for
advenised positions continue to increase as a result of the current economic condition,requiring f,'feater
oversight of the screening and selection process.
D -27
w ADMINISTRATIVE SERVICES DEPARTMENT (,g
BUDInn Resources
ACCOIVlPLISHl\1ENTS
PROPOSED
Strategic Goals Accomplishments
Gootl Governallce •Successfully completed an extensive executive recruitment process for a
Ensure responsive,Conullunity Development Director.
accountable and •Implemented town-wide computer software training to enhance workcollaborative
govel11ance processes.
•Updated and revised outdated position specifications to reflect CUITent
industry 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
communi ty
Pllblic Safety
Ensure public
safety through
proactive •Conducted rigorous promotional assessments to fill vacancies for Police
community Corporal and Sergeant
policing,affective •Completed workplace violence training to respond to violent or potentiallyemergencyviolentencounters.response,and
community-wide
emergency
preparedness
D-28
PROPOSED
llO)ADMI 'ISTRATlVE 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 200911 0 include:
Strate!!ic Goals Key Projects
Succession Planning
Staff will conduct an analysis of the current workforce to identify upcoming
retirements and potential tUJ1lOVer,provide a readiness assessment of existing
employees to fill future vacancies,and identitY strategies for leadership and
professional development.
Bel/c!lm arkiI/g
Staff will conduct surveys to measure employee satisfaction with employee benefits
administration and training.
Good Job Redesigl/al/d Classificatiol/Updates
Governance Vacant positions will be evaluated for elimination or restructuring and the affected
Ensure class specs will be updated to reflect changes in work.
responSive,
accountable and Pel!Ol'mallCe EvaluationscollaborativeAnon-line perfomlance evaluation system will be implemented to streamline andgovernance
improve the documentation of perfollnance reviews.
Employee Bel/efits Cost COl/tail/mel/t
Employee and retiree benefits will be studied to identitY potential cost-saving
strategies.
ContinI/oils Improvement of Hiring Exams
Staff will seek ways to improve entry-level and promOlional exams to match job
skills and abilities to the position,with special emphasis on Police entry-level and
promotional exams.
D-29
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
Human Resources
KEY PROGRAM SERVICES
•Provides effective administration of employee relations program
•Conducts employee training and organizational development assessments
•Administers employee benefits
•Administers recmitment and selection program
•Administers classification and compensation plans
•Provides infonnation and interpretation regarding Town PersOlmel Rules,regulations and procedures,
MOU and ordinances
•Effectively resolves persOlmel issues
•Maintains employee persOlmel 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 support for Personnel Board activities
HUMAN RESOURCES PROGRAM STAFFING
Full Tillie Equivalents (FTE)
Authorized 2005/06 2006/07 2007108 2008/09 2009/10
Tow"Staff Positions Funded Funded Funded Funded Funded
Human Resources Director 0.75 0.80 0.80 080 0.75 0.75
Human Resources Specialist 0.25 0.85 0.85 025 0.25 0.25
Administrative Analyst 080 0.65 0.80 0.80
TaWil Manager 0.30 0.30 0.30 0.30
Assistalll Town Manager 0.50 0.50 0.50 040
Total Human Resources FTEs 1.80 2.45 2.45 2.50 2.50
1.80
2005/06 2006/07 2007/08 2008/09 2009/10
Tel1lfJOraQI Staff Hours Funded funded Funded Funded Funded
Project Manager 100 100 100
Total Allnuall-iours 100 100 100
D-30
PROPOSED
!J')ADMlNISTRATrVE 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 efJeclil'e alld efficielll employee recruitmelll
alld relelllioll.
a.Percentage of managers rating Human Resources as Dam .\Of DmaSat Dala .\Of ,bd ,bd
good or excellent based on quality of service:.hoi/ob/I'Alallab/l'.-hol/oblt
b.Percentage of lime a candidate pool is produced Dam .\01 75%75%85%90%
within time frame mutually agreed to by Ihe hiring
Ami/obiI'
department and Human Resources:
2.To pro\'ide effecrire and efficient benefits
adm;n;Slrfltioll.
a.Percentage of employees rating benefit program DaIQ SOl DmaSal 75% 60%60%
material,products and services as good 10
.-hoi/obll'.hallab/t
excellent:
3.To provide elreclil'e and elficielll professional
del'eJopmelll,lraining,and organi:::aliollal
del'elopmelll.
a.Percelllage of employees rating the effectiveness of Dam SOl DOla SOl Data .\"0/83%90%
training classes as good to excellent:
A,-ai/able A'"ai/aM."."hailable
b.Percentage of employee evaluations completed by 65%66%90%91% 90%
duc date:
4.To provide effeclive alld efficient safely programs.
a.Percelllage of employees rating safety programs as 0010 SO/Dam SOl DaraSot 80%80%
good or excellent based on quality,content and
A,"mlable ..haifable A"ai/ablt
response:
5.To prol'ide effectil'e alld efficienl employee reln/iolls
support.
a.Percentage of labor agreements ratified prior to 100%50%100% 100% 100%
expiration of existing comracts:
2005/06 2006/07 2007/08 2008/09 2009110
Activity and Workload Highlights Actual Actual Actual Estimated Budget
1.Number of (full-time.part-time and temporary)199 195 200 175 170
employces:
2.Number ofrecruihnents conducted:12 22 15 16 6
3.l um bcr of cmployment applications processed:761 900 750 1350 900
4.Number of Workers'Compensation claims filed:17 15 15 12 12
5.Percentage of eligible employees panieipating in ~O 42 50 50 50
deferred compensation:
6.Number of sick leave hours used per bcncfilled 35 30 40 27 30
employee:
D -31
D-32
PROPOSED
PROPOSED
Administrative Service's Department
FINANCE &ADMINISTRATIVE SERVICES
PROGRAM 2301
PROGRA 1 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 AlUlUal Operating and
Capital Budgets for fiscal and service accountability;coordinate the annual financial audit and
preparation of the Comprehensive Annual Financial Rep0I1 (CArR)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,ensunng
proper practices are in place,and that fiscal and operational responsibility is upheld.
BUDGET OVERVIEW
The Finance Depar1ment's FY 2009110 budget reflects relatively flat business license tax revenue growth
given the CUlTent econom.ic 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.In 1arch 2009,selected public counter hours were reduced to 8:00 a.m.- I :00 p.m.,10nday
-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 financialfhuman resources infonnation system and a comprehensive fee study planned for fall
2009.
The FY 200911 0 budget also reflects a decrease in salary and benefits due to the elimination of the .80
FTE Account Technician for business license services.Additional temporary hours have been added to
backfill the Account TeclUlician position and provide teclUlical support financialfhuman resources
infonnation system upgrade.To mitigate impacts from reduced staffing,the department will aggressively
seek out opportunities to train and cross-train available personnel and maximize the use of its new
financialfhuman resources infonnation system.which should be fully implemented by the end of FY
2009110.Other FTE changes include the reallocation of the Town Manager and Assistant Town Manager
positions to the Town Manager's Office.
0-33
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTMENT C8
Finance &Administrative Services
Lastly,the FY 2009/1 0 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 Depmtment.
ACCOMPLISHMENTS
Strategic Goals Accomplishments
Good Governa/lce •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.
govenlance •Revised Purchasing Policy
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/tO
Actuuls Actuuls Actuals Adopted Estimated Adopted
REVENUES
Licenses and Permits 1,019,386 1,176,422 1,138,057 1,100,000 1,100,000 1,122,000
J1Itelgol'emme"ral Rel'enlles 593 593 453 600
Serl'ice Chmges
Interest 1,430,000
TOTAL REVENUES 5 1,019,979 5 1,177,015 5 t,138,510 51,100,600 5 1,100,000 5 2,552,000
EXPENDITURE5
Salaries and Benefits 835,745 843,813 891,234 984,200 867.100 846,580
Operating Expcndilltres 79,324 97,957 123,600 130,550 81,519 *150,660
Fixed Assets
Infel"l/o!Service Charges 69,567 67,889
72,514 71,700 69,840 65,983
TOTAL EXPENDITURES 5 984,636 5 1,009,659 5 1,087,348 S 1,186,450 S 1,018,459 S 1,063,223
*FY 20091/0 combines Finance w;lh Treasurer's Program
D -34
ro ADMINISTRATIVE SERV1CES DEPARTMENT 03
Finance &Administrative Services
TOWN TREASURER
SU~l~IARY OF REVENUES AND EXPENDITURES
PROPOSED
1005/06 1006/07 1007/08 1008/09 1008/09 1009110
Acruals Actuals Aetnals Adopted Estimated Adopted
RE\'ENUE
I"terestlllcome 1.250.00\2.426.062 2.973.491 1.1-10.800 1.610.938
TOTAL REVENUES S 1.250.001 S 1.H6.061 S 1.973.-191 S 1.1.10,800 S 1,610.938 S
EXPENDITURES
Salaries alld Benefits -16.061 57.52 -18.694 63.600 -11.900
Operatillg Expel/dill/res 25.498 40.77\42.044 -l1.350 40.010
Fixed ..Isseis
II/Iemal Service Charges 3.625 4.41-1 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
Strategic Goals Key Proiects
Fillallcia/System Upgmde
Continue Ihe implementalion of a financial/persolUlel information system
upgrade to SUppOl1 town-wide budget-related operations and conununity needs.
TowlI-Wide Credit Card Acceptallce
Expand online credit/debit card transactions to enhance customer service and
Good Governance convemence.
Ensure responsi ve,
Policies &Procedures Improvemelltsaccountableand
collaboralive Develop written administrative policies and procedures to strengthen
govel11ance organizational knowledge and skills in the area of budget and financial analysis
and report generation.
Pel!ormallce Based Btu/gel Deve/opmellt
Assist the Town 1anager's Office 111 restructuring intemal budget
development processes to incorporale meaningful perfonnance measures into
budgeting decisions.
Fiscal Slabilily GASH 45 Tmp/emelltatioll
Maintain ongoing fiscal Explore and recommend sustainable financing options for Other Post
stability to provide cost Employment Benefit (OPEB).Govemmental 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 accrued liability on financial statements,
the conununitv similar to pension benefits.
0-35
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTMENT 0.l
Finance &Administrative Services
KEY PROGRAM SERVICES
•Develop and monitor the Town's annual operating and capital budgets in accordance with
Governmental Finance Officer Association (GFOA)guidelines
•Coordinate the aIUlUal audit of the Town's financial statements and preparation of the Comprehensive
AIUlUal Financial Rep0l1 (CAFR)
•Maintain the Town's financial information system for record-keeping and reporting 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 rep0l1ing,and claim rei.mbursement 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 Equivalents (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09
1'011I1/Staff 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
TOWI1 Manager 0.25 0.25 0.25 0.25
Assistant Town 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 2008109 2009110
Te11lporm)t Staff Funded Funded Funded Funded Funded
Administrative Analyst 500 1,040
Projecl Manager 156
Mail Room Clerk 250 250 250 250 250
Total Annual I-lours 250 250 250 750 1,446
D -36
PROPOSED
ro ADMlNISTRA TIVE SERVICES DEPARTMENT 0.l
Finance &Administrative Services
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and i\1easures Actual Actual Actual Estimated Budget
I.Prol'ide ol'ersiglu of TOll'll ;IlI'estmell'oCliriries 10
obtain highest ami/able porifolio earnings ill
accordance \l'ilh S,ate Go\'emmell1l1l/{/Tolt'll Codes.
a.A \'crage ~ate of return on im"Cstmcnls:4.17°~4.40%4.50°0 3.00°0 3.00o~
2.Assure legal alld fiscal accolillfobility fO (he pl/blic.ill
compliance \\'ilh established accounting Slal/dards.
a.Town Financial Statements receive an 'Unqualified Yes Yes Yes Yes Yes
Opinion'from the Town's independent audilOr:
b.Govcnunental Finance Officer Association (GFOA)Yes Yes Yes Yes Yes
'Ccnificale of Achievement of Excellence in
Financial Reporting'awarded to the Town:
3.Prepare accllrme bl/dgei/orecasis and lmrkplalls in
compliance wilh sUl1Idard blldgeling praclices.
a.Pcrcent of time actual expenditures do not exceed a 82%85%8500 85%85%
fund's approved budget apl,ropriations:
b.Govcrnmental Finance Officer Association (G FOA)Yes Yes Yes Yes Yes
'Certificate of Achievcment of Excellence in
Budgeting'awarded to the Town:
4.Provide timer\'and accllrale./inallcial repol'ls It'iThill
specified deadliues.
a.Percent of State Controller's annual financial 100%100%100%100% 100%
reports completed and filed by deadlines:
b.Pcrcent of County annual financial reports 100%100% 100%100%100%
completcd and filed by deadlines:
e.Percent of time revenue analyses are completed 100% 100%100%100% 100%
within 30 days of month-end:
d.Percent of lime bank statements are reconciled to 100% 100%100%100% 100%
general ledger within 30 days of month-end:
4.Prol'ide./inancial o\'ersighl alld administer accoulltillg
filllctiolls/or all TOlnl filllds alld aCCOllIIIS.
a.Percentage of Accounts Payable in\'oices paid 99%99°~99%99% 99%
accurately:
b.Percentage of Payroll checks paid accurately and 9900 99l}0 99°~99%99°~
on-time:
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and \Vorkload Highlights Actual Actual Actual Estimated Budget
I.i\lomhly invcstment repoTts to Town Council:12 12 12 12 12
2.Number of general ledger corrections needed during 3 0 0 0
allrlil"
3.Annual number of invoiccs entered into the Accounts 8.600 7.900 7.600 8.000 8.000
Payable system:
4.Average number of Accounts Payablc checks issued 95 92 92 80 80
wcckly:
5.Average number of regular and temporary employee 196 195 196 190 186
payroll checks issued bi-weekly:
6 Number of Business Licenses issued annually:3.073 3.44-1 3.700 3.700 3.700
D·37
D-38
PROPOSED
PROPOSED
Administrative Services Department
CLERK ADMINISTRATION
PROGRA "2401
PROGRAM PURPOSE
The Clerk Administration Program serves the public by providing information and assistance related to
Town records and elections.Cunently,the core services of the department include maintaining key
Town records through the timely indexing of resolutions,ordinances,and agreements and processing
board and commission reclUitment 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 Depal1ment reflects a decrease in salary and
benefits and slightly lower expenditure levels.The decrease in salaty 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.Tills budget change does not affect the program·s core services,such as the
management of Town records,board and commission recruitment activities,and customer service will be
maimained at existing levels
ACCOMPLISHMENTS
Strategic Goals Accomplishments
Good Govemallce
Ensure responsive.•pdated Town Records Retention Program
accountable and •Implemented electrOlllc record keeping processes to preserve vital
collaborative documents
govenlance
D-39
ro ADMINISTRATIVE SERVICES DEPARTMENT C8
Clerk Administration
2009/10 KEY PROJECTS
PROPOSED
Strate<>ic Goals Kev Pro i ects
Record Management Policy
Good Governance Implement updated Records Retention Policy and Program.This project will
Ensure responsive,fUl1her enhance the accessibility of Town records,reduce storage costs,and
accountable and protect vital records.TlJis project prepares all Town records for the future
collaborative govelllance implementation of an electronic records management system,which may be
explored in FY 200911 O.
D -40
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTME 'T <:J3
Clerk Administration
KEY PROGRAM SERVICES
•Provides public notice of Council,Commission and Board meetings
•Provides public notice of Town Board,Commission,and Conunittee 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 fUl1her enhance
inter-departmental efficiencies and customer service
CLERK ADMINISTRATION STAFFING
Full Time Equ;wl!ellts (FTE)
Authorized 2005106 2006/07 2007/08 2008/09 2009110
TOll'lI Sltlff 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
Deputy Clerk 0.70 t.45 t.45 0.70 0.70 0.70
MIS Specialist 0.25
Tornl Clerk Admin FTEs 1.70 2.45 2.45 2.20 2.00 1.70
D -41
w ADMINISTRATIVE SERVICES DEPARTMENT 03
Clerk Administration
PROPOSED
2005106 2006107 2007108 2008/09 200911 0
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.Provide ejJiciem alld effective indexing a/key
docllmellfs 10 ellSllre adequate tracking ofand
accessibility to file TowII's legislative histOly.
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 satisfaclO1Y level ojrespollse for ClISlOmer
COlflller sen'ice.
a.Percentage of customers satisfied with services:Dala Not Data Not Undu Ulldu Under Den'/opnrelJl
A\"uifable Al"uifable Dl'l"elopmem Dew'/opml'lII
2005106 2006107 2007/08 2008109 2009110
Activity and 'Vorklond Highlights Actual Actual Actual Estimated Budget
I.Number of resolutions indexed:138 160 170 162 160
2.Number of commission and board recnJitments and 78 75 81 76 79
appointments processed:
3.Number ofagreemellts 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
Fom1700:
7.Number of bids processed and projecl files monitored 12 15 14 13 12
for final action:
8.Number of legislative files maintained 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
11.Number of citizen inquiries and requests for 18,000 22,500 18,200 19,000 20,000
information received and addressed:
12.Number ofresidenlial parking pennits processed:697 790 822 985 980
13.Number of business parking permits processed:28 31 32 25 20
0-42
PROPOSED
Administrative Services Department
NON-DEPARTMENTAL PROGRAM
PROGRAM 1201
PROGRAM PURPOSE
Appropriated funds are provided in the 'on-Depm1mental Program to account for a variety of Town
services and activities not specifically attributable to individual depal1ments.Tax revenues,license and
pennit fees,and intergovernmental revenues are generated as a result of overall goVel11lllent operations.
Non-departmental employee and retiree expenses,town-wide organizational costs,Towll 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-
departmental expenses in accordance with the bonding structure set up for the Redevelopment Agency's
1992 and 2002 Certificates of Pal1icipation.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-Depal1ment Program.CUITent
trends in the various tax revenues display signs that the local economic situation is worsening.The FY
2009110 proposed General Fund budget assumes very 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 CUITent tax
collection data.Economically sensitive and other revenue sources,including Franchise Fees,Transient
Occupancy Tax (TOT),Intergovenmlental Revenue,and Charge for Services are expected to have limited
or no growth.Given the Town's challenging budget situation,proactive efforts are undenvay to reduce
operating budget costs,retain and protect vital revenue sources,and to align organizational services with
projected revenue streams.
Los Gatos,like all Califomia 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 immune to employer
control.The adoption of new safety (3%at 50)and "miscellaneous"classified (2.5 at 55)employee's
retirement fonnulas coupled with past and present negative investment returns in the State of Califomia
PERS pension system have contributed to increases in retirement contributions paid by the Town.The
current employer rates have nearly doubled for miscellaneous employees and more than doubled for
swom employees in comparison to rates a few years ago and are anticipated to increase to even highter
levels in the future.In particular,cunent 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
!!OJ ADMINISTRATIVE SERVICES DEPARTMENT 0.3
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 acclUe an annual 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 pOl1ion 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 stlUcture as pledged under the 1992
Certificates of Par1icipation.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 propel1y as pledged under the 2002
Cel1ificates of Pal1icipation.This 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
assoJ1ed tax receipts.
•$100,000 for Town Manager's Contingency and Productivity to be used to provide funding budgets
for unforeseen situations or opportunities that may arise during the fiscal year.
•$52,200 for the Los Gatos Chamber of Conunerce contract to provide suppol1 for the Chamber's
information center and implementation the Town's Leadership 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 KCAT Grant and $50,000 to fund video operation services to televise
Town Council and Planning Conu11..ission meetings.
•$25,000 for conununity emergency preparedness education effol1s 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 200911 0
with an Operating Transfer of $650,000 to the General Fund Appropriated Reserves (GF AR)Fund.
D -44
ro ADMINISTRATIVE SERVICES DEPARTMENT 0.l
Non-Departmental
PROPOSED
SU~I~IARY of RE,'ENUES &EXPENnlTURES
2005/06 2006/07 2007/08 2008109 2008109 2009110
Aetnals Aetuals Acwals Adopl£'d Estimated Adopted
REVENUES
Property Tax 5.884.149 6.645,436 7,036.876 7.093.300 6.922.920 6,922,920
l'iF Backfill Property Tax 1.923.378 1.990.555 2.141.993 2.206.150 2.302.186 2.325.200
Sales &Use Tax 8.655.566 9.253.91 9.345.432 9.058.300 8.700.000 8,677,460
Franchise Fees 1.130.190 1.162.038 1.659.829 1.756.100 1.665.600 1,689,260
Tm"sielll Occupa/lcy Tax 1.028.664 1.108.257 1.245.078 1.210.000 1.100.000 1,080,000
Licenses &Permits 40.400 31.037 10.800 500 9.164 500
IlI1ergo\,emmellwl Revenues 711,040 344.896 207.540 223.100 197.417 184,280
Lease Payments 932.122 931.078 930.717 924.140 924.135 925,970
Charges for SelTices 571.298 583,823 636.699 629.398 625.397 667,930
Fines &FOIjeirures
Imerest 157.264 150,000 150.000 150.000 150.000 150,000
Olher Sources 2.800.536 321,662 9,838 352,100 6.316.482 300,000
Transfers In 430.838 114.470 148.369 184.370 569.394 475,920
TOTAL REVENUES 24,266,445 22,637,143 23,523,172 23,787,558 29,482,695 23,399,440
EXPENDITURES
Sa/aries and Benefils 51,741 (33,412)246.222 330.000 264.691 80,000
Operaring Expel/ditl/res 644.937 831.318 939,986 1.820.300 1.426.882 1,884,550
Grallts ami Awards 68.744 69.714 76.277 171.200 169.000
83,200
Fixed AsselS
Public Blli/dings &Equip 8.500 5,000
Debt Service 93J.1J2 931.078 930.718 924.140 924.135 925,970
TOTAL EXPENDITURES 1,697,544 1.807,198 2,193,203 3,245,640 2,789.708 2,973,720
Tral/sfer 0//1 10 BltIg J/ailll
Tralls/erOIl'10 CDRG 664
TransferoU11O GFAR 475.000 4.179.094 6.339.504 1.100.000 1.916.500 825,000
Transfer 0/11 to Solid Wasle
TOTAL OI'ERT'G BUDGET S2.173.209 S5.986.292 58,532.707 SU45.640 S4.706,208 3 1798,720
Transfer Ollt 10 GFAR consisls of 5-1.838.086 appropriaiion offund balance for Library projecl.alld one-lime projecls/ill/ding
from operalionloUlling 5790.500.
D·45
D-46
PROPOSED
PROPOSED
Administrative Services Department
MA AGEME T INFORMATIONS SYSTEMS
FUND 621
FUND PURPOSE
Management Infol1nation Systems (MIS)suppOt1S the delivery of services to all the Town's customers
through the use of S 1ART technology (Sensible,Multi-modal,Accessible,Responsive,and Time phased
technology).Key services include the maintenance,replacement,and upgrade of existing technology,
and the suppOt1 for new infol111ation technology initiatives.
In meeting the organization's infol1nation 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 infol1nation technology to provide seamless services
•Operate as a team to achieve information teclu1010gy goals
BUDGET OVERVIEW
The FY 200911 0 budget for 1anagement Information Systems (tvIIS)recognizes the continued need to
identify and invest in infol1nation teclmology oppOitunities.Continued investment in infol1nation
technology is a cost-effective approach to maintaining,or potentially increasing,service delivery levels in
times of fiscal constraints.
The Management Infol1nation System (M IS)Program receives revenues through charges to General Fund
and Special Revenue depanmental programs based on employee category and equipment replacement
costs.Service rates are adjusted to build fund balance capacity for future teclmology projects.
The FY 200911 0 budget maintains prior year salary and benefit levels and some reductions in operating
expenditures.Major projects platmed for FY 200911 0 include the completion of the financial infol1nation
system,implementation of the electronic document management system,and assistance with technology-
related design,planning,and setup needs for the new police operations building.
D -47
!)O)ADMINISTRATIVE SERVICES DEPARTMENT 01
1\fanagenleut lllronuatiou SysteLuS
ACCOMPLlSHJ\1ENTS
PROPOSED
Strategic Goals Accomplishments
•Provided technical assistance with the upgrade of a Financial and
Management Accountant Software Upgrade,including supp0l1 for the
acceptance of credit cards at Town facilities
Good Govel'mlllce •1J1stalled web filtering and file sharing monitoring systems and email public
Ensure responsive,records archiving system to enhance employee productivity
accountable and •1J1stalled a new ill Card systemcollaborative
govemance •Assisted in the development of a network cabling design for the new Police
operations building
•Installed viI1ualized servers to conserve energy and minimize impacts on
the envirOlUl1ent.
•Updated network software,including Microsoft System Center
Configuration Manager,Operations Manager,and Data Protection Manager
D -48
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
IVlanagement Information SystenlS
PROPOSED
STATEl\IENT OF SOURCE AND USE OF FU~;oS
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
Arlunls Arlua)s Acwals Adopted Estimated Adopted
SO 'RCE OF F ['(OS
Beginning Fund Balance
Undesignated 2.-101.732 2.580.869 ".085.759 2.11-l.081 l.12·LOSI 2,152,621
Total Beginning Fund Balance 2.401.732 2.580.869 1,085,759 2.12·1.081 2.12·1.081 2,152,621
Rc\roucs
Charges for Services 822.041 858.800 945.070 1.074.970 1.065.830 1,038,420
Other Sources 140 6.912 1.000
Total Revenues 822,O·H 858.940 951,982 1.074.970 1,066.830 1,038,-120
TOTAL SO RCE 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 F NDS
Expenditures
Salalics and Benefits 365.340 333.927 345,128 -122.100 367.600 409.788
Operating Expendilllres 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
Internal Service Charges
Total ExpcndilUl"cs 642,904 703,460 863,719 1,313.200 823.290 1,151,488
Operating Transfers
Transfer 10 GFAR 650.590 49.941 215.000 215.000
Total Opcraling Transfers 650.590 49.941 215.000 215.000
Ending Fund Balance
Undcsignaled 2.580.869 2.085.759 2.124.081 1.670.851 2.152.621 2,039,553
Total Ending Fund Balance 2,580.869 2.085.759 2,n·tOSI 1.670,851 2.152.621 2,039,553
TOTAL USE 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 Systems
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Developmeflf ofIT Master Plan Projects
Continued implementation of selected projects in the IT Master Plan,including e-
Gootl govenunent improvements and upgrade of the financial system.
Goverllallce
Ensure System Upgratles
responsive,Replacement of selected computers,notebooks,servers,and printers as part of the
accountable and replacement program.
collaborative Electronic Docnment Managemeflf Systemgovenlance
Implementation of electronic document management system 111 the Conununity
Development and Police Department to increase efficiency of record retrieval.Over
time,this system would be implemented town-wide.
Pnblic Safety Systems Snpport for Police Operations Blliltling
Ensure public Provide assistance with technology-related design,plalUling,and setup needs for the
safety tlu·ough new police operations building.
proactive
conununity
policing,
affective
emergency
response,and
cOI11JTIunity-wide
emergency
preparedness
KEY PROGRAM SERVICES
•1aintenance and upgrades of administrative network system (servers,PCs,notebooks,printers.
hardware,&software)
•Town-wide MIS replacement program purchases
•Customer technical support
•\Vebsite management
•Research and plamllng for new technology solutions
D -50
ro ADMINISTRATIVE SERVICES DEPARTMENT 03
IVlanagcment Information Systems
PROPOSED
MA!'<AGEMENT INFORMATION PROGRAM STAFFING
Full Time Equivalem (ETE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOWIl Staff Positions Funded Funded Funded Fuuded Funded
MIS Manager 1.00 1.00 1.00 1.00 1.00 1.00
Network Adminislrator 1.00 1.00 1.00 1.00
Help Desk Administrator 0.75 050 0.75 0.75
MIS SpecialiSl 2.00 2.00 0.50
Assist3m Towl1 rVlanager 0.05
Administrative Programs Mgr.0.20 0.20 0.20 0.20
Finance Manager 0.20 0.20
Total ~ns 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 tile de/il'elY o.fserl'ices to all t!le TowlI's
CIISlOmers rhrough file lise a/SMART technology
(Sensible.Mulli-modal.Accessible.Respollsive.and
Tillie phased lecllllology).
a.Percent of time service requests are resolved within 72%80%80%70%90%
established guidelines
b.Percell!of network availability during nonnal 100%99%99% 99%99%
business hours
c.Percent of customers rating support as "good"or Data SOl Data Sot Data SOl 88%90%
"excellent"based 011 timeliness and quality of "~,"ailable A,"ai/able A.-ailabll"
service
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Number of PCsl1\'otebooks maintained:138 158 168 197 200
2.Number of network servers maintained:21 24 7'37 40_0
3.Numbcr of nctwork printcrs mainlaincd:36 37 37 37 37
4.Number of service requests received:908 900 900 1100 1200
D -51
D-52
PROPOSED
PROPOSED
Administrative Service's Department
WORKERS COMPENSATION FU D
FU D 612
FUND PURPOSE
The Town·s Workers'Compensation Program provides for anticipated 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 party administrator,
iJU10vative 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 salary each payroll period.Each
depanment pays a ponion of the program·s cost based on gross wages and level of risk for the various job
classifications within the depallment.The aJU1ual appropriation to tlus fund represents the self-insurance
premiums paid by the operating depanments.Service rates are established which maintains fund balance
capacity at approximately two and one-half times the arulllal operating expense.Any excess funds are
retumed through reduced rates and fund balance transfers as needed.
Program costs covered in the intemal rates include adnUlustration fees,claim settlement costs.attomey
fees (outside counsel),medical expenses,payment for temporary and penllanent disability,safety
program administration and training,and excess insurance premiums.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 pany adnunistrator to evaluate the impacts of recently enacted
legislation for State·s workers·compensation refoml.Staff will continue to monitor workers'
compensation refOnll activities and recommend adjustments to the Town·s Workers Compensation
Program as appropriate,should longer-term trends be identified.
D-53
PROPOSED
&J ADMINISTRATIVE SERVICES DEPARTMENT 03
'''orkers Compensation Fund
STATEMENT OF SO RCE AND USE OF FUNDS
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actoals Actmt)s Actoals Adopted Estimated Adopted
SO RCE OF FUNDS
Beginning Fund Balance
Loan to Clp·Police Facility 235,404 235,404
Undesignaled 1,817,055 2,190,558 2,393,461 2.348,652 2,348.652 2,677,561
TOlal 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
Diller Sources 47,107 8.392
Total Revenues 634,178 601,059 668,518 652,800 590,000 692,510
TOTAL SO RCE 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
Expenditures
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
Inlemal Service Charges
Total Expenditures 260,675 398,156 477,923 663,640 496,495 648,781
Operating Transfers
Transfer to General Fund
Total Operating Transfers
Ending Fund Balance
Loan to elP·Police Facility 235,404
Undesignaled 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 2009/10 KEY PROJECTS
Stratel!ic Goals Key Proiects
Training Programs
Gootl Minimize Workers'Compensation program costs through the promolion of safe work
Gover"ance practices and employee well ness programs.Staff is cOl1linues to coordinate with the
Ensure Town's third pany insurance administrator (ABAG)to identify grants and training
responsive,opponunities related 10 safely and injury/illness prevention.
accountable and
collaborative
governance Program Benefit InJormation
Continue effons to provide infonnation to Town employees on workers'
comDensation benefits.
D -54
PROPOSED
Eo)ADMINISTRATIVE SERVICE'S DEPARTMENT 03
\Vorkers 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 wellness
•Provides timely reponing of employee injury repons
•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~I PENSA TlON PROGR.~'t STAFFING
Full Time Equivalent (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
1'011'11 Staff Positions Funded Funded Funded Funded Funded
1·luman Resources DireClOf 0.25 0.20 0.20 0.20 0.25 0.25
Town AHorney 0.05 0.05 0.05
Assistant Town Manager 0.05
Payroll Specialist 0.05 0.05 0.05
Administrative Analyst 020 0.15 0.20 0.20
Human Resources Specialist 0.15 0.15
Total \Vorkcrs 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 ID 622
FUND PURPOSE
Photocopy and printer equipment,postage,and bulk mail expenses are centrally funded through the
Town's Office Stores program,and subsequently charged back to the appropriate department 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 perfol1l1ance 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 nited States Postal Service.
This was a govenunent lease program,which will include annual maintenance.
KEY PROGRAM SERVICES
•Provide postage and photocopy equipment and supplies for various Town Departments
•Monitor service levels and perfol1l1ance of copiers,printers and postage machines,maintaining and
replacing equipment as needed.
D -57
!l')ADMINISTRATIVE SERVICES DEPARTMENT 03
Office Stores Fund
D·58
PROPOSED
PROPOSED
Administrative Services Department
DOWNTOWN PARKING ASSESSMENT DISTRICT
FUND 721
F 'D 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 constlUction 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;constlUction 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
Certificate of Participation funding issuance in the amount of 52,960,000.
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 District.Installments of principal
and interest sufficient to meet annual bond debt service are included in the propel1y owner"s regular
county tax bills which represents a pro-rata share of the total principal and interest coming due that year.
The pro-rata shares are based on the percentage of the unpaid assessment against the propel1y relative to
the total unpaid assessments levied to repay the bonds.
Property owners pay their assessments 10 the county,and the county remits the assessment monies to the
Town.The Town makes semi-alIDual payments to the TlUstee Bank on behalf of the property owners.
Property 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.Interest eamings on the special reserve are retained up to 8%of the
aggregate principal amount of the bonds.This TlUst Fund provides for the servicing of this special
reserve,as well as the alUmal redemption of bonds.
D-59
PROPOSED
ro ADMINISTRATIVE SERVICES DEPARTMENT C'3
Downtown Parking Assessment District
BUDGET OVERVIEW
The budget for this fund is comprised of the expected assessment receipts and the semi-alUmal debt
service payments made to the TJUstee Bank.lnterest 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.
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
Actuals Actuals ACluals Adopted Estimated Adopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated
Undesignated 323,371 320,349 319,716 331,435 331,435 331,443
lOlal Beginning Fund Balance 323,371 320,349 319,716 331,435 331,435 331,443
Revenues
Assessments 138,206 137,637 145,555 137,465 137,465 139,380
Interest /Dividends 6,324 8.896 1t.780 11.000 11.000 9.000
Total Revenues 144,530 146,533 157,335 148,465 t48,465 148,380
TOTAL SOURCE OF FUNDS S 467,901 S 466,882 S 477,051 S 479,900 S 479,900 S 479,823
SE OF FUNDS
Expenditures
Operating Expenditures 2.014 2.770 2,780
2,780 2,776 2,800
Debt Service 145.538 144.396 142.836 145.6 0 145.681 142.930
TOlal 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 467,90 I S 466,882 S 477,051 S 479,900 S 479,900 S 479,823
D -60
IJO)ADMlNISTRATIVE SERVICE'S DEPARTMENT 03
Downtown Parking Assessment District
PROPOSED
Town of Los Gatos
Limited Obligation Improvement Bonds,Series 88-1
Bond Debt Schedule
Annual September September March Fiscal Year Bond
Fiscal Inieresl Principal Interest IntereSI TOlallnterest Principal
Year Rate Payment Payment Pa~'ment Payment Balance@YE
Jlli/illl BOlld Offerillg lI/December 5,J988 1,587,956
1989190 91.127 61,434 152.560 1.587.956
1990191 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
1992193 6.75 30.000 59,585 58.573 118.158 1.500.000
1993194 7.00 30.000 58,573 57.523 116.095 1,470.000
1994195 7.10 35.000 57,523 56.280 113,803 1,435.000
1995196 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
1997198 7.40 40.000 53,560 52.080 105.640 1,320,000
1998199 750 45.000 52,080 50,392 102.4 72 1.275.000
1999100 7.60 50.000 50.392 48.493 98.885 1.225,000
2000101 7.70 50.000 48.493 46.568 95.060 1,175.000
2001102 7.80 55.000 46.568 44.423 90.990 1.120.000
2002103 7.80 60.000 44.423 42.083 86.505 1.060.000
2003104 7.90 65.000 42.083 39.515 81.598 995.000
2004105 7.90 70.000 39.515 36.750 76.265 925.000
2005106 7.90 75.000 36.750 33.788 70.538 850.000
2006107 7.95 80.000 33.788 30.608 6~.395 770.000
2007108 7.95 85.000 30.608 27.229 57.836 685.000
2008109 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 II 7.95 110.000 19.478 15.105 34.583 380.000
2011 12 7.95 120.000 15.105 10.335 25A~0 260.000
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 1,91~,958
D·61
0-62
PROPOSED
PROPOSED
Community Development Department
DEPARTMENT PURPOSE
The Community Developmem Depanmel1l guides the physical growth of the Town to maintain the
character and vitality of the conununity.It accomplishes tlus by providing currem and advanced
planning,redevelopment,code compliance,building inspection,and OIher developmel1l-related activities.
The commUIuty assists the Depat1ment's effons through participation on the Planning Conunission,
Historic Preservation Conmullee,Conceptual Development Advisory Conunillee,General Plan
Commillee,Arclutectural Standards/Hillside Conmullee,and related subcommillees,all of which are
suppOt1ed by Department staff.In coordination with the Town 1anager'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 plmming
and development review applications in FY 200911 O.The complexity and scope of these projects are
significal1l and will require that Town Council define priorities for the advance plalming workload as new
projects arise.
In keeping with the Town"s financial policies,the development-related services provided by the
Conununity Developmel1l Depanmel1l are suppot1ed by fees based on the actual costs of the services.On
a regular basis,the Town analyzes the actual costs associated with developmel1l services to ensure that
developmel1l fees achieve the goal of providing cost recovery service delivelY.Al1Iicipated revenues
resulting from the adopted fee schedule are reflected in the budge\.The al1licipated 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 plalming projects
that are unrelated to the development services provided by the depanment.Established fee rates include
depanment wide development suppon seryices.Consequel1lly,actual cost recovery is to be viewed with
a depanmel1lal perspective,not on a program-by-program basis.
Budgeted revenues for the Conununity Development Depanment reflect an alUlUal increase in user fees
based on the Consumer Price Index (CPI)and an almual adjustmel1l 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 200911 O.The overhead costs are
due to significal1l increases in salary and benefits as a result of higher atmual actuarial costs and a 3%
increase in PERS.These methods of detennining service fees on an alUlUal basis alleviate the need for
dramatic increases in Conununity Development fees in the future and ensure that fees provide for cost
recovery.
D"63
l:<)COMMUNITY DEVELOP 'lENT DEPARTMENT C6
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,Conununity
Development fees were increased by 3%based on the average Consumer Price hldex (CPl).Building
pennit fees were increased by 4.6%based on the Februal)'Building Cost Index (BCl).It is anticipated
that these increases better reflect the cost of service delivery in FY 2009110.Additionally,an increase of
5%will be charged to planning and building fees to recover overhead costs.The overhead costs are due
to significant increases in salary and benefits as a result of higher al111ual 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 elinlination of the Code Compliance Officer
and Associate Planner positions.In addition,the Building and Planning Divisions will absorb a portion
of building pennit and inspection fees and plamting application fees for the new Town Library as well as
all services in association with those processes.Notable expenditure reductions include the elimination of
the Code Compliance Officer and Associate PlaI111er position.Should the local econontic 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,wltich have helped to enhance operational
efficiencies with lintited impact on customers.
Overall,the department budget remains balanced with lintited funding provided tlu·ough the General
Fund.
ACCOMPLISHMENTS
Strategic Goals Accomplishments
COllllllullity Character •Adopted the Residential Design Guidelines
Preserve and •Conunenced General Plan UpdateIHousing Element and completed anellhancethe
appearance character inventory of recreation-based services and facilities
•Amended Town Code to Streamline Review of Historic Applicationsandenvironment
quality of the •Conunenced Affordable Housing Strategies Study
conullunity •Commenced Los Gatos Blvd Plan Evaluation
D-64
to COMMUNITY DEVELOPMENT DEPARTMENT 0.l
PROPOSED
DEPARTMENTAL S ~I~IARY OF REVE:-'UES AND EXPEi\DITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals ACluals Actuals Adopted Estimated Adopted
REVENUES
Licenses ami Permits 1.357.001 1.968.580 1.991,785 1.960.100 1.389.322 1,737,640
Se",ice Charges 1.712.714 1.028.853 962.264 1.873.600 1.640.674 1,903,000
Fines &FOIfeillires 400 100 500 500 540
Other Sources (14) (26)
TOTAL REVENUES 3,070,115 2,997,419 2,95~,123 3,834,200 3,030,496 3,641,180
EXPENDITURES
Salaries and Benefits 1.915,018 1,935,160 2.096.800 2,285.600 2,015,200 2,259,910
Operating Expel/ditures 790,419 635.549 687.421 1.408,490 1,350,I 04 1,377,020
Fixed Assets 20.000 3.136
II/temal Sen'ice Charges 210.631 219,789 233,263 247,430 225.230 231,933
Fllnd Tral1sfers Olf!15,000
TOTAL EXPENDITURES 2,9 I 6,068 2,805,498 3,037,484 3,941,520 3,593,670 3,868,863
EXPENDITURES BY PROGRAM
Adminislralion 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
Inspeclion 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 EXPENDITURES 2,916,068 2,805,498 3,037,484 3,941,520 3,593,670 3,868,863
D -65
R>COMMUNITY DEVELOPMENT DEPARTMENT C'3
FilII Time Equivalellts (FTE)
General Fuml Staffillg
Community Development OiL
Asst.Community De\'.Oir.
Deputy Towll Manager
Administrative Analyst
Administrative SecretaI)'
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 Ceneral Fund FTEs
Redel'clopme1lt Agency
Community Development Oir.
Ass!.Community De\'.Oir.
Associate Planner
Administrative Analyst
Total Redevelopment FTEs
Tolal Community Dc\'.FTEs
DEPART!"I ENT STAFFING
Authorized 2005/06 2006107 2007/08 2008109 2009/10
Positions Funded Funded Funded Funded Fundcd
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
Tempol'tlIJ I Staff Hours
Building Inspector
Total Anllual Hours
120
120
*
* *
A 1.0 FTE Accountant /Admillislrm/l'e Alla(pst positioll is shared betl\'een Finance,Commltnity Developmellf Department
(COD)and the Redevelopment Agency (RDA),Finallce has a.40 FTE ACCOlllltallt,COD a .40 FT£Admillistrative Analyst.
and RDA a .20 FT£Admillistrative Allalyst.
One Associme Pla1lller positioll is ullderfll/ed with all Assistant Plmlller positioll.
D-66
PROPOSED
Community Development Department
COMMUNITY DEVELOPME IT ADMINISTRATION
PROGRAM 3101
PROGRAM PURPOSE
The Administration Program SUppOilS the delivery of all services provided by the Conununity
Development Depallment.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)AdvisOIY
Board,Rehabilitation Loan Conunittee,and Valley TranSpOtlation Authority (VTA)Technical Advisory
Committee.Administrative sUppOll is provided to the Planning Conunission including the preparation of
agenda packets for 22 scheduled PlalUling ConUllission meetings per year.Management of department
operations is provided for within this program,including persOIUlel and budget administration.
BUDGET OVERVIEW
The FY 200911 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 Planning Commission meetings as
well as an increase in salary and benefit expenses and related intemal service charges.The
Administration Program continues to keep the Conullllllity Development Depatlment focused on
management of the department,including budget preparation.
D -67
llO)COMJVWNITY DEVELOPMENT DEPARTMENT 03
Administration
SUMMARY 0,REYENUES Ai'iD EXPENDITURES
2005/06 2006107 2007/08 2008/09 2008/09 2009/10
Actuals Actuals ACluals Adopted Estimated Adopted
REVENUES
Licemes and Permits
IServiceCharges
Other Sources
TOTAL REVENUES I -I
EXPENDITURES
Salaries and Benefits 66,633 6t,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
!nremal Service Chmges 26,702 27,775 28,081 27,200 26,200 27,585
TOTAL EXPENDITURES 101,410 98,704 105,251 119,310 96,098 127,530
FY 2009110 KEY PROJECTS
Strategic Goals
Good Governallce
Ensure responsive,
accountable and
collaborative
governance
Civic Enrichment
Foster opportunities
for civic
engagement,and
cultural,
recreational and
individual
emiclunent
Key Projects
Staff Training
To continue to build the capacity of Community Development staff to calry out
broad job responsibilities,the Depal1ment will conduci in-house Iraining and
participate in select outside training.
Coordinate Retreat
Coordinate Ihe aIillual Town Council/PlaIUling Conunission retreat and implement
follow-up actions.
Planning Commission Training
Continue the training program for the Planning Commission with emphasis on the
role of the Commission;communication with applicants;how a quasi-judicial body
perfonlls its duties;Brown Act;and specific training in various aspects of Town
regulations and procedures.
0-68
PROPOSED
ro COMMUNITY DEVELOPMENT DEPARTMENT 0.l
Administration
KEY PROGRAM SERVICES
•Set and monitor goals for the depat1ment and staff
•Manage depat1ment operations,including the budget
•Provide suppOt1 for Town Council and Planning Conunission meetings
•Provide SUppOt1 on Town projects and initiatives including plamung and building issues
•Oversee General Plan Update
AD~IINISTRATlON I'ROGR.~"1 STAFFING
Full Time Equ;I'aleJlf (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
Toll'''Staff Positions funded Funded Funded Funded Funded
Community Development Oir.0.05 0.05 0.05 0.05 0.05 0.05
Ass!.Community Dev.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 0.10 0.10 0.10 0.10
Economic Vitality Manager 0.20 0.20 0.20 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
PROGRAiVi PURPOSE
Development Review services facilitate the development of land and stlUclures consistent with Town
codes,plans,and policies.This is accomplished through 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 lIlcrease in
accordance with the FY 2009/10 approved fee schedule.This increase in the Plmming Division fees helps
to SUpp0l1 the increase in operating expenses,thereby ensuring ongoi.ng cost recovery.\Vhile
expenditures exceed revenues within this program,overall depal1ment fee rates include depm1ment wide
development services;hence actual cost recovery 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 constlUction climate.
The FY 200911 0 budget reflects a decrease in operating expenditures from the prior budget year due 10
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 Planner position.
D -71
ro COMMUNITY DEVELOPMENT DEPARTMENT 03
Development Review
SUMMARY OF REVENUES AND EXPENDITURES
2005106 2006/07 2007/08 2008/09 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Licenses and Perm irs 628,091 496,441 475,100 398,667 471,400
Service Chalges 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 alld Benefits 679,470 720,897 825,884 813,900 727,400 705,418
Operating Expelldirures 42,309 50,839 73,639 144,000 89,492 104,500
Fixed Assets
II/lemal 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 Contilll/OIlS Improvement
The Development Team (Conununity Development,Parks &Public Works,Fire,
and the Police Depal1ment)will focus on evaluating processes,procedures,and
Good Goveruallce 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 continued to enhance the development review
process:coordinate ArboristJArchitect peer review process;revise/update
development application forms and website information;and implementation of
revised Residential Design Guidelines.
Major Development Applications Pending
Includes the following known propel1ies:
Co 1111111111 it)'
Character •Enunanuel Convalescent Hospitalfflu'ash House -in progress
Preserve and •Chevrolet Site Redevelopment
enhance the •Linda Avenue -in progress
appearance •Placer Oaks -in progress
character and •Swanson Ford redevelopment
envirOlUl1ent
quality of the •475-485 Alberto Way -in progress
comnlullity •McHugh Site Redevelopment
•Los Gatos Meadows Redevelopment
D-72
ro CO 1JVIUNITY DEVELOPMENT DEPARTMENT C'3
Development Review
KEY PROGRAM SERVICES
Provide Staff support to the following boards and commissions:
•Plamung Commission
•Development Review Committee
•Historic Preservation Conunittee
•Conceptual Development Advisory Committee
•General Plan Conunittee
•Architectural StandardslHillside Committee
•Various subconunittees
Analyze aud process the following types of applications:
•General Plan amendments
•Town Code amendments
•Rezoning and Planned 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 Banner Pennits
•Secondary Dwelling Units
•Mobile Home Park Conversions
•EnvirolUl1enlai Review
0-73
PROPOSED
ro COMMUNITY DEVELOPMENT DEPARTMENT 0.l
Development Review
DEVELOPMENT REVIEW PROGRAM STAFFING
Full Time Equivalent (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TowII SIaff Positions Funded Funded Funded Funded Funded
Community Development Dir.0.25 0.30 0.30 0.30 025 0.25
Ass!.Community De\'.OiL 0.30 0.40 0.40 0.40 0.30 0.30
Senior Planner 0.75 0.75 0.75 0.75
Associate Planner 1.05 2.55 2.55 1.80 1.65
1.05
PlalUler 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 0.10 0.10 0.10 0.10
0.10 0.10
Building Official 0.10 0.10 0.10 0.10
Sr.Building Inspector 0.10 0.10
Code Compliance Officer 0.15 0.15 0.15 0.15
Administrative Analyst 0.15 0.15 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 0.75 075 0.75 0.75 0.75
Total Development Review FTE 5.70 6.85 6.85 6.85 6.45 5.70
D-74
flO)COMMUNITY DEVELOPMENT DEPART 'lENT C'3
Development Review
PROPOSED
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and l\1easurcs Actual Actual Actual Estimated Budget
Facilitate the de\"elopmenl oflalld ami s/ruC/llres
consistent with TaWil codes.plans alld policies.
a.Pcrccillage of pemlils processed within adopted IOOo.~100%100%100%100%
cycle times:
2.Anoly:e amI process del'elopmem applicatio"s
e..q;cielll~"and eJJecl;l·e~r.
a.Percentage of applications continued by Planning 5%5%5%3%3%
Commission:
b.Pcrcclllagc 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 '\forklaad Highlights Actual Actual Actual Estimated Budgft
I.Number of applications processed:755 785 695 525 600
2.Number of Planning Commission Hearings:20 22 22 22 22
3.Number of Public Notices:8593 8500 4256 6000 6000
4.Number of referrals to consulting architect:60 51 50 45 50
D -75
D-76
PROPOSED
Community Development Department
ADVANCED PLANNI TG
PROGRAM 3202
PROGRAi\1 PURPOSE
The Advanced PlalUling Program guides the physical development of the conununity consistent with the
General Plan,Hillside Specific Plan,and Town Codes that are kept relevant and cutTentthrough approved
amendments.Staff updates official Town maps to ensure they are clear and accurate.Staff undertakes
special projects and studies to meet the evolving needs of the community and provides staff support for
the following advisory C0I1111uttees:
•General Plan Conunittee and Sub-Conunittees
•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 200911 0 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 consultants,which will be funded by the
General Plan pdate fees.
D·77
ro COMMUNITY DEVELOPMENT DEPART 1ENT 03
Advanced Planning
SUMMARY OF REVENUES A D EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopled Estimated Adopted
REVENUES
Licenses alld Permits
Service Charges 48,858 52,404 56,099,236,100 187,982 439.460
Other Sources
TOTALREVEN ES 48,858 52,404 56,099 236,100 187,982 439,460
EXPEND IT RES
Salaries ami Benefits 109,858 10 ,776 122,851 243,300 169,900 430,170
Operating Expenditures 32,208 33,297 34,452 35,850 35,690 37,100
FL\"ed Assets
IlItemal Sel1lice Charges 8,901 9,387 10,283 14,400 12,000 23,757
TOTAL EXPE 'DIT RES 150,967 151,460 167,586 293,550 217,590 491,027
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Gel/eral Pial/Update
On February 4,2008,the Council approved the work plan for the General Plan
Update.Tlus eff0l1 is intended to fine-tune the existing General Plan rather than a
comprehensive overhaul of the document.New topics identified by the Council
for review as part of the update are Recreation and Open Space,Needs of Youth
COlllllllllliry
and Seniors and Sustainability and Green Building.Additionally,the update
provides an opportuluty to refine existing policies that may not be serving the
ChaN/cter community as intended or lack clarity and to revise infonnation that is no longer
Preserve and current.The General Plan Update began in July 2008 and is estimated to be
enhance the comoleted by Seotember 20 I O.
appearance HOl/sil/g Elemel/t
character and The State of California requires that all jurisdictions update the Housing Element
envirorunent 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
community 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 that the
Housing Element be completed by June 2009.Funding for the Housing Element
Update will come from the General Plan Update Fund and Low-Moderate
Redevelopment Agency I-lousing Fund.
D-78
PROPOSED
ro CO 'IMUNITY DEVELOPMENT DEPARTMENT C'3
Advanced Planning
KEY PROGRAM SERVICES
•Preparation of plans,amendments,administrative policies,ordinances,and maps
•Management of consultants assisting with the General Plan implementation
ADVANCED PLANNING PROGRA~I STAFFI'OG
Full Time Equi"lilem (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOU'1l Staff Positions Funded Funded Funded Funded Funded
Community Dc\'elopmenl Oir.0.30 0.10 0.10 0.10 0.30 0.30
Asst.Community De\'.Dir.030 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
Assistant Planner 0.05 0.05 0.05 0.05 0.05 0.05
Administrative Secretary 0.05 0.05
Secretarv II I 0.05 0.05
Total Advanced Planning FTEs 2045 0.85 0.85 0.85 lAO 2045
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and i\'leasures Actual Actual Actual Estimated Budget
I.Guide the physical de\'e/opme1l1 of'he COnl/lIllll;f.\'
COlls;stelll wilh the Generaf Plan.Hillside Specific
Plal/.and TOlI'n Codes.
a.Percentage of General Plan implementation 100%N/A N/A N/A N/A
measures completed within cycle time.
2.,\feel fhe el'o!\,illg needs ojthe COflWlllllify and prol'ide
staffsupport to adl'isory commiuees.
a.Percentage of comminee directi"es resulting in plan 100°0 100°0 100°0 100°0 100°0
adoption.
b.Percentage of special studies adopted.0',50°0 50°0 100°0 50°0
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and \Vorkload Highlights Actual Actual Actual Estimated Budg('t
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
completed:
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 propeny improvements by facilitating the
issuance of pennits and compliance with codes,policies,guidelines,and standards.Staff assigned to this
program provide illfo1111ation concerning building regulations;maintain the computerized penn it 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 200911 0 budget includes an adjustment to the building permit 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 200911 0 are intended to
accurately track the cost of construction and will provide for cost recovery for building inspection and
plan check services.While revenues exceed expenditures within this one program,Building and Pellllit
Fee rates include depanment wide development suppon services.Consequently,actual cost recovery is to
be viewed from a depanmental perspective.
FY 200911 0 budl!eted revenues are lower than prior year revenue estimates due to economic trends
affecting the construction climate.Overall program budgeted expenditures for FY 200911 0 reflect a
decrease from FY 2008109.
The Building Inspectors continue to handle the stonn water management inspections for all building
pennits with the potential to generate non-point source stonn water runoff during construction as pan of
the National Pollutant Discharge Elimination system WDES)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 pennit for
the municipalities in Santa Clara County later tlus sununer.The new NPDES pel11ut will implement
significant new requirements on development projects that could impact Town staffing resources.Staff
will monitor the new pennit and evaluate the potential to recover additional costs imposed by the WDES
permit through the upcoming Town-wide fees study.
D -8t
lJO)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 AClUals 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 Clwrges 346,036 343,691 285,171 335,000 180,496 190,820
Other Sources (14)(26)
TOTAL REVENUES 1,703,037 1,684,166 1,780,489 1,820,000 1,171,151 1,457,060
EXPENDITURES
Salaries and Benefits 972,822 958,040 1,034,300 1,055,400 1,016,200 1,023,764
Operating Expenditures 68,631 65,483 100,851 67,300 67,650 67,900
Fixed Assets 20,000 3,136
II/lerna!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 2009110 KEY PROJECTS
Strategic Goals Key Projects
Pllblic Illformatioll all Bllildillg Codes
Siaff will continue to provide updated fOllns and information the Town's web site
Commullity as well as assisting customers with on-line permitting,processing and infollnation
Character as soon as the system is released.Staff will continue to correct and clarify the
Preserve and Town's official street address file.
enhance the
appearance Illspectioll Services all Larger Projectscharacterand
environment Several significant projects will continue during FY 2009/10:Villa Felice Plmmed
quality of the Development,the new satellite PD Building and completion of the 8-unit
community 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.
J-Veb Permitting
Staff will be working with Accela,Inc.and Attevo to complete the implementation
of web permitting for simple permits.
Good Govermlllce Improvemellts to Plall Checkillg Services
Ensure responsive,To improve the efficiency of the plan checking process,the Building Division will:
accountable and 1)Coordinate with the Santa Clara County Fire Depat1ment and Planning Division
collaborative to expedite commercial tenant improvements.2)Continue to increase the number
governance 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
!l')CO I1\1U 'ITY DEVELOPMENT DEPARTMENT 03
Building &Inspection Services
KEY PROGRAM SERVICES
Inspection Services:
•Perfonn on-site field inspections for all buildings and stlUcrures under constlUction
•lnvestigate Housing Code violations
•Assist contractors,architects,engineers,and the general public with constlUction questions
Building Counter Services:
•Coordinate building pennit applications with other depanments and agencies
•Review worker's compensation requirements and contractors'licenses
•Maintain the computerized pennit tracking and plan check systems including data entry for pennit
activity
•Produce and distribute reports on statistical infonnation regarding building and related pennit activity
•Distribute and track plans,and calculate and collect fees
Plan Check Services:
•Perfonn complex professional building,stlUctural,and life safety plan review of conunercial,
induslrial and residential building per the Uniform building codes,slate regulations,and local
ordinances.
•Coordinate building information and activity with other department and agencies
•Provide building code infonnation to cuslomer
BUILDING &INSPECTION SERVICES PROGRA~I STAFFING
FilII Tillie Eqlli"a/ent (FTE)
Authol'ized 2005/06 2006/07 2007/08 2008/09 2009/10
TOlI'tlSwff Positions Funded Funded Funded Funded Funded
Community Development OiT.0.15 0.40 0.40 0.40 0.15 0.t5
Ass!.Community Dc\'.Dir.0.10 0.10 0.10 0.10 0.10 0.10
Administrative Analyst 0.15 0.15 0.15 0.15 0.15 0.15
Senior Planner 0.15 0.15 0.15 0.15
Associate Planner 0.20 0.60 0.60 0.45 0.35 0.20
Assistant Planner 0.15 0.15 0.15 0.15 0.15 0.15
Planner 0.15 0.10 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 -1.00 -1.00 -1.00 -1.00 4.00
Code Compliance Officer 0.10 0.10 0.10 0.10
Administralivc Secretary 0.15 0.20 0.20 0.20 0.20 0.15
Secrclarv III 0.15 0.20 0.20 0.20 0.20 0.15
Total Building and Inspcclion FTEs 8.15 8.80 8.80 8.80 8.50 8.15
2005/06 2006/07 2007/08 2008109 2009/10
Tempo"{l/T Staff 110urs Funded Funded Funded Funded Funded
Building Inspector 120
Total Annual Hours 120
D -83
ro COMMUNITY DEVELOPMENT DEPARTMENT 03
Building &Inspection Services
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and l\1easures Actual Actual Actual Estimated Budget
I.Ensl/re safe.healtlly,and atfracrive property
improvements.
a.Percemage 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:
2005/06 2006/07 2007/08 2008/09 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 penni!applications 2,879 2341**1450'1,400 1,400
received:
4.Number of Building Division penllits issued:2,837 2244**1275*1,175 1,200
*Combination permits were created upon implementation of the new Aceeln Permits System.
Combination penn its will reduce numbers to roughly 50%.
**Reduced numbers dlle to almost 4 months of combination pell11its.
0-84
PROPOSED
Community Development Department
CODE COMPLIANCE PROGRAM
PROGRAM 3401
PROGRAM P RPOSE
The Code Compliance Program ensures propeny is used in a manner that is safe,healthy,and consistent
with the conullunity's character as conveyed by the Town's zoning regulations.Program staff identifies,
investigates,and abates zoning violations,nonconforming uses,and other Town Code violations related
to zoning issues.Enforcement activity is pro-active and is designed to achieve timely compliance,
tlu'ough 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 tlus program will have a nunimal increase for FY 2009/10.
The decrease in expenditures for the FY 2009/10 budget is due to the elimination of the Code Compliance
Officer position and is directly related to the econonuc downtum.The duties of the Code Compliance
Officer have been spread among staff in the Building and Plamung Depanmems,which is possible due to
the decline in building activity.
D-85
ro COMMUNITY DEVELOPMENT DEPARTMENT 03
Code Compliance Progmm
SUMMARY OF REVENUES AND EXPENDIT RES
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
REVEN ES
Licenses and Permits
Se",ice Charges
Filles &FOlfeitures 400 100 500 500 540
Other Sources
TOTAL REVENUES 400 100 500 500 540
EXPENDIT RES
Salaries aud Benefits 86,235 85,769 43,927 98,600 46,900 24,503
Operating Expendilllres 1,279 1,275 912 3,130 1,674 3,130
Fixed Assets
/memal Sen·ice Charges 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 Depanments,and Town Attomey on code compliance issues and the
accountable and Administrative Citation Program.
collaborative
govemance
0-86
PROPOSED
ro COMMUNITY DEVELOPMENT DEPARTMENT C8
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 property owners about Town regulations
•Review Home Occupation Pennits for proper use in residential zones
•Conduct inspections/investigations of structure residences conceming public heahh related
issues
•Coordinate with the Finance Department's Business License Tax Division to ensure all operating
businesses have a business license
CODE CO~1PLIANCE PROGRA~I STAFFING
Full Time Equh'alenl (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
TOWII Staff Positions Funded Funded Funded funded Funded
Community Development Dir.0.05 0.05 0.05 0.05 0.05 0.05
Ass!.Community Dev.Oir.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
ro C0I\1]\1UNITY DEVELOPMENT DEPARTMENT 03
Code Conlpliance Program
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and l\1easures Actual Actual Actual Estimated Budget
1.Ensure properties ill the Town ofLos Ga/os are lIsed
safely and are COl/sisteflf witll tile Towll's zoning
regulations,
a.Percentage of complaints abated within cycle times:90%90%90%90% 90%
2.Proactive ellJorcemefll act/vilY {O achieve limely
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 Actual Actual Actual Estimated Budget
1.Number of complaints reported:365 400 400 400 400
2.Number of complaints abated:219 300 300 350
350
3.Total number of Administrati\lc Citations:N/A N/A N/A 200 200
4.Number of citations issued resulting in fines:3 5 5 5 5
D-88
PROPOSED
Community Development Department
PASS -THROUGH ACCOUNTS
PROGRAM 3999
PROGRAM PURPOSE
This pass-tluough accounting structure separates Community Development program activities from the
funding mechanism set up for extelllal consultant services utilized to assist applicants in the plamung,
development,and building processes.Most pass-through activity is generated by development projects.
Depending on the development project,an applicant may be required to deposit funds for architectural
services,arborisl services,envirOlUllental impact review services,and/or plan checking services with the
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-through 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 incurred during the year.
BUDGET 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 detemunable in advance.Tlus budget reflects a reasonable
estimate only.
FY 2009/10 budgeted pass-through revenues and expenditures remain status quo due to the continuation
of the General Plan update project.This project is in addition 10 several other projects that are anticipated
to continue and/or will conunence in FY 200911 O.
D -89
ro COMMUNITY DEVELOPMENT DEPARTMENT 03
Pass-Thl'ough Accounts
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actllals Actuals Adopted Estimated Adopted
REVENUES
Licenses find Permits
Service Charges 638,538 475,847 470,115 1,140,500 1,140,500 1,140,500
OllieI'Sources
TOTAL REVENUES 638,538 475,847 470,115 1,140,500 1,140,500 1,140,500
EXPENDITURES
Salaries and Benefits
Operating Expenditures 637,917 475,354 470,235 1,140,500 1,140,500 1,140,500
Fixed Assets
II/lemal Service Charges
TOTAL EXPENDITURES 637,917 475,354 470,235 1,140,500 1,140,500 1,140,500
Police Department
DEPARTi\lENT PURPOSE
The Los GatoslMonte 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 Depal1ment providing traditional law enforcement
services;build community relationships and engage in conununity problem solving.The Depal1ment'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 proseclition of climes;
recruiting,hiring and training of personnel;crime prevention and conununity outreach;traffic safety;
maintenance of records and propel1y and evidence;and community problem solving.
The department continues to build a strong police!conununity pal1nership through innovative department
and community programs such as Drug Free Community Conunittee,Alive ...And Loving Life,Youth
Commission and traffic management.Volunteer programs such as Reserve Police Officers,Volunteers In
Policing (V.J.P.),Disaster Aid Response Team (D.A.R.T.),the Police Chaplain program,Parking Citation
\-Iearing Officers,Pipe and Drum Team,and the Police Explorer Scout program extend this partnership to
the cOI11Jllunity.Additionally,cOIllmullity volunteers have been instrumental in the training and growth
of the Conununity Emergency Response Team (CERT).
The department is focused on conununity 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 10 develop relationships with specific segments of our
com,munity such as the Chamber of Commerce,homeowner and neighborhood associations,schools,non
profit organizations,the faith COl1ll11unity and service clubs,among olhers.
All police department persOimel are committed to these activities and continue to make significant strides
towards reaching the ultimate goal of knowing everyone in the Los Gatos and ~1onte Sereno
communities.
D·91
ll»POLICE DEPARTMENT (!1J
BUDGET OVERVIEW
Tllis budget overview will discuss the Police Department's focus for FY 200911 0 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.Tllis network provides a mechanism for high speed and reliable communications
traffic between all law enforcement agencies within the county and evenrually will be built out to include
the entire bay area.The Town will purchase a second microwave link to connect the police operations
building with the civic center in FY 2009110.
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 persOlmel 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 participating entities and will manage all costs contributed
towards interoperability programs and purchases.
FY 2009/10 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.lew revenues were
introduced and adopted by Council as part of the FY 2009/10 Comprehensive Fee Schedule in Spring
2009.The new fees include a Fireanns Storage Fee and Annual Alann Registration FeelFalse A1alln 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.The Alann fee included a registration fee for conunercial
alanns to recover the cost of tracking and updating contact infonnation.An additional fee was added for
a second false alann response.These fees are expected to generate about 523,000 alUlUally.A Tow
Service Francllise Fee and Taxicab Fee was also approved in concept as part of the FY 200911 0 Fee
Schedule,but first require ordinance changes that will be brought forward to Council at a later date.It is
anticipated that these fees will generate about 525,000 alUlUally.
Expenditures for FY 2009/10 are higher 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 services,
reductions in Conullunity Service Officer 1Jllern temporary hours,and overtime reduction efforts.These
cost containment strategies are discussed in more detail below.
D -92
ll>.)POLICE DEPARTMENT C6
At the end of FY 2008/09,the depat1ment experienced the retirement of two senior Sergeant positions.
One of these positions has been filled tluough the promotion of one Corporal 10 the rank of Sergeant.The
other Sergeant position will be eliminated due to budget limitations.This will result in the consolidation
of two sergeant positions that previously existed in the DepaIlment.
In September 2008,the DepaIlment engaged in a pilot project to share the duties of the COUIl liaison with
the City of Campbell Police DepaIlment.One ITE Conununity Service Officer from the Campbell
Police DepaIlment serves as a liaison between the Office of the District Attomey,the COUl1S and both
Police DepaIlments to facilitate the filing of criminal cases and other documents to suppon a conviction.
After a successful trial period,the depaIlment fonnalized an agreement with the City of Campbell to
share funding of tlus position at a 60/40 split arrangement tluough FY 200911 O.The cost to the Town is
approximately S40,000.This arrangement allowed the depaIlment 10 offer one vacant ITE Police Records
Specialist as reduction in the depaIlment's budget.
The School Resource Officer position (SRO)is another joint funding effoIl that began in FY 2008/09 and
is expected to continue tluough 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 officer who would be
assigned to working with the students and staff of both the elementary and high school districts on a
routine basis.An atTangement 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 SUPPOt1 the SRO and another Police Officer position.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 10 full staffing.
The department has reduced the number of hours for CSO iJllems from three to two,resulting in an
additional 520,000 in salary savings.The CSO Intem program has proven to be an excellent traitung
ground for students who desire a future career in law enforcement.Two of this department'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 number of interns the department will hire since they share the same pool
of hours.Given the liInited number of officer vacancies anticipated over the next several years,this
reduction should not impact traiJung or service delivery.
The department's training budget has been reduced by approximately SI7,000.Only mandatory or
certification traitung classes will be authorized in most programs.This reduction will be managed to
balance with the need to continued department traitung in areas of lugh liability.Additionally,some
training 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.
OveIlime funding in all programs continues to be relied upon by the depm1ment to backfill for vacancies
as a result of trailung,vacation,sick or extended absences.The depaIlment acknowledges a need to
reduce the reliance on these funds 10 compensate for persOlmel absences and has implemented several
D -93
JlO)POLICE DEPARTMENT C!6
reduction strategies.Tills will be a continued focused reduction eff0l1 for the department in FY 2009110
to ensure that total Depa11ment 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.New opportunities for sharing of services with tbe Campbell Police Department
will also be explored.Grant and new revenue opportunities are also being considered to supplement the
depal1ment's budget.Existing revenue generating programs bave bad modest increases to the fee
schedule for the next fiscal year.In general,the department will continue to make every effon to offer a
high level of quality service to the citizens of this conununity in light of the current economic situation.
ACCOMPLISHMENTS
Strategic Goals Accomplishments
Civic Enrichment
Foster
opportunities 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
enriclm1ent
Public Safety
Ensure public
safety tlu'ough •Revised the Town-Wide Emergency Operations Plan and enhancedproactiveemergencyresponsetrainingforTownstaff.conununity •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 lew Police Operations Buildingresponse,and
conununity-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
IlO POLICE DEPARTMENT (O!l
DEPART~IENTAL SUi\Ii\1t\RY OF REVENUES AND EXPENDIT RES
2005/06 2006/07 2007108 2008/09 2008/09 2009/10
Actuals ~\ctua1s ACluals Adopted Estimated Adopted
REHNUES
Licellus and PermilS 44.790 46.363 44.446 42.500 41.126 72,200
buergol'ernmell1ol Ren'll/iE'1.077.621 543.880 609.216 581.680 565.000 557,840
Serdce Charges 265.3-0 580.574 542.110 639.-l30 642.856 705,170
Filles alld FOtfeilllres 547.296 502.170 294.538 338.900 ·02.500 432,500
O/her Sources 89.629 49.165 93.548 61.600 112.475 64.600
TOTAL RE\'EN ES S 1.02-4.679 S 1.722,152 S 1.583,858 S 1.664.110 S 1.793.957 S 1,831,310
EXPENDITURES
Salaries alld Bel/efits 9.172.187 9.551.499 9.985.591 10.601.900 10.559.300 10,606,919
Opera/ing EXpl'lIdiwres 863.-171 829.393 838.615 851.950 947.914 974,445
Fixed Assers 167,635 7,458 37.628
Jllfemol Sen"ice Charges 1.164,867 1.232,300 1.370,629 I A63.280 1.546.880 1,507,251
Buildings &FaciJilies .\loil1l.
TOTAL EXPENDITURES S 11,368.160 S 11,620.650 S 12,232A63 S 11,917,130 S 13.054,094 S 13,088,615
EXPENDITURES 2005/06 2006/07 2007/08 2008/09 2008/09 200?/10
BY PROGRAi\1 Actuals ACluals AClUals Adopted ESlilllated Adopted
Administralion S 456,505 S 478.878 S 494,777 S 500,050 S 499.200 S 492,109
Records and Communications S l.266,666 S 1,384.702 S 1,459.075 S 1.664,760 S 1.617.110 S 1,679,573
Palrol S 5,524.247 S 5.798.683 S 6.418.423 S 6,802,190 S 7.004,292 S 6,897,167
lnvesligalions S 1.984.817 S 2.018,770 S 2,017.420 S 2,087.730 S 2.148.335 S 2,135,613
Traffic 5 739.177 S 781.033 S 740,387 S 788.800 S 665.700 S 814,799
Personnel &Community S,'cs S 684.563 S 509,434 S 624,801 S 611.140 S 626.665 S 570,889
Parking S 512.918 S 625.119 S 442.929 5 440,460 S 470.792 S 476,465
Operating Grants S 5.090 S 10,282 S 15.065 S S S
Pass-Through Accounts S 199,267 S 24.031 S 19.586 5 22.000 S 22,000 S 22.000
TOTAL EXPENDITURES S 11.373.250 S 11.630.932 S 12,232.463 S 12,917,130 S 13.05~.09~S 13,088,615
D-95
ll»POLICE DEPARTMENT Oil
DEPARTMENT STAFFING
Full Tillie Equimlellts (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
General Fu"d Staffing 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 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
Parking (amrol Officer 2.00 3.00 3.00 200 2.00 2.00
Police Records Specialist 3.00 3.00 3.00 3.00 4.00 3.00
TOlal General Fund FTEs 60.00 62.00 62.00 61.00 61.00 60.00
TempOral)1 Staff Hours
Community Service Officer I ntcrns 2,080 2,080 3,120 3,120 2,080
Police Records Specialist -Temp 320
COllllllunication Dispatcher -Temp 520 520 520 520 520
TOlal 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 depm1ment programs by
developing policy,planning and implementing organizational tasks,and oversight of the depal1ment
budget and expenditures.The administrative unit SUppOl1S responsive,effective,and efficient police
service and a strong police/community pal1nership.Direction of department operations will be consistent
with Town policies and conununity safet)'needs,especially in the areas of open conullunication 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 ful1hering the mission and goals of the depal1ment and supp0I1ing the
persolUlel who are responsible for carrying them out.
BUDGET OVERVIEW
This program continues to be the primary SUppOl1 for the Town's Youth ConU1ussion activities.There are
no substantial increases or decreases in this program for FY 2009/1 O.
D -97
w POLICE DEPARTMENT (!;J
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
Licenses alld Permils 8,328 6,500 4,500 1,000
IlIlergovernmenral Relic/illes
Service Charges
Fines and FOlfeiwres
Olller Sources 4,900 57,515 10,000
TOTAL REVENUES S 4,900 S S 8,328 S 6,500 S 62,OJ5 S 11,000
EXPENDITURES
Salaries Gild 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
Infernal 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 $499,200 S 492,109
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Orgalli1;atiollal Developmellt
Good Govel'llallce The Administrative unit will continue to build on its effot1s to strengthen the
Ensure responsive,core management team through skill development,cross-training,and team-
accountable and based work activities.Activities tlus year will focus on an orgatuzational review
collaborative of promotional preparation,strategic plaruung,elevating the organization from
goVel11anCe "good to great"and building strategies for increased regional collaboration.
Civic EIl";c!Jmellf Yout"Commissioll
Foster Oppot1unities The Los Gatos Youth Conmussion is responsible for advising the Town Council
for civic engagement,on issues involving the youth of Los Gatos.The Conunission works to solicit
and cultural,input for various issues which are important to local youth.The Conmussion
recreational and participates 1I1 several local activities and will continue to expand their
individual enriclul1ent involvement in the community.
COlllllluuity Outreach Goal
The Administrative unit will direct and monitor all persOlmel eff0l1s towards
Public Safety acluevement of the depat1ment's vision and its ultimate department goal of
Ensure public safety "knowing evetyone in our con1Jlluni ty l'and continue efforts with the new
tlu-ough proactive resident outreach program.
community policing,Elllergeucy Prepareduess
affective emergency The Police Depal1ment will provide oversight with its ConunUluty Emergency
response,and Response Team (CERT),in partnerslup with the Town Manager's Office,and
COn1JllUI1lty-wide local,state,and regional health and public safety organizations and agencies,to
emergency implement the fOl1h 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 C!6
Police Administration
KEY PROGRAM SERVICES
•Administer department operations
•Provide policy and philosophy guidance
•Develop and monitor the department's annual operating budget
POLlCE ADMINISTRATION PROGRAM STAffING
Full Tillie Equll'll/ems (FTE)
Authorized 2005106 2006107 2007108
TOWI1 Staff Positions Funded Funded Funded
Chief of Police 1.00 1.00 1.00 1.00
Executive Assistant to Chief 1.00 1.00 1.00 1.00
Total Administration FTEs 2.00 2.00 2.00 2.00
D -99
2008109
Funded
1.00
1.00
2.00
2009110
Funded
1.00
1.00
2.00
D·100
Police Department
RECORDS AND COMMUNICATION
PROGRAM 4201
PROGRAM PURPOSE
The'Police Depanmel1l Conunun.ications Cel1ler handles the vast majority of all incoming phone calls to
the Police Department on a daily basis.Of significal1l importance is the answering of all 911 emergency
calls for service to the departmel1l,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 incidel1l or transfening the call to another designated agency.The Communications Center
functions as the central poil1l of cOl1lact for all depal1ment persOlUlel and the emergency,and more routine
needs of the community.
The Police Depanment Records unit serves as a repository for all police records.This unit is responsible
for the accurate data ently and mail1lenance 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 Communications Center and Records Unit is supervised by the Administrative Services Manager
who also provides suppon to police administration on the depal1ment budget.grant writing and general
anal)~ical duties.
BUDGET OVERVIEW
The FY 200911 0 budget mail1lains prior year service levels,with a moderate decrease in salary and
benefits and increase operating expenditures.including illtenlal service charges.Revenues are anticipated
to remain at FY 2008/09 levels.Salary and benefits are lower due to the elimination of a vacal1l Records
Specialist position.Tlus 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 adjustments.Internal service charges have also increased due to the al1licipated opelung of the new
police operations building in fall 2009.
The Records and Conununications Unit cOl1linues to explore opponunities to enhance services and reduce
costs.In November 2008,the Unit partnered with the Campbell Police Depanmel1l to cross train
Campbell dispatchers to fill sluft vacancies at the Los Gatos conUl1Ulucations center on a per diem basis.
Once the Unit's staffing has stabilized,cross training effons will include the training of Los Gatos
dispatchers at the Campbell conununications center.It is expected that this approach will help reduce
D -10\
ro POLICE DEPARTMENT <!6
Records and Conlmunications
ovel1ime costs and tbe fatigue factor associated with using existing full-time employees to cover shift
vacancies.
Other operational changes including reducing police records public counter hours to enhance the
productivity of employees.In Spring 2009,public records counter bours 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 2009/10.
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 pro\~des 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.
D -102
ll»POLICE DEPARTMENT (16
Records and Communications
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Good Governance Docllment Storage
Ensure responsi ve,Tllis project will allow remote access to police records and was staned a joint
accountable and project between the Police depanment and Plmming.It will be caITied into FY
collaborative 2009/10.
govemance
Silicon Valley Regional Interoperability Project
Tllis multi-year county-wide project increases infonllation and data sharing
PlIblic Safety capabilities.The Chief of Police chairs this project conuninee.Personnel costs
will continue.Ongoing microwave lOwer lease costs for the Los Gatos
Ensure public safety microwave link will be approximately S 12,000 per year and will include a link
through proactive to the new Operations building.
community policing,
affective emergency Radio Infrastructllre Upgmderesponse,and The Silicon Valley Regional Interoperability Project (SVRfP),of wllich Loscommunity-wide Gatos is a member,is slill plalUling to conduct a feasibility study to examine theemergencydevelopmentandcostsofbuildingahybrid7001150megahenzradiopreparednesscommunicationssyslemforSantaClaraCounty.ForecaSI replacement costs for
the radio system anticipates a migration to a regional radio system.
KEY PROGRAM SERVICES
Records
•Respond to customer inquiries
•Process police repons and citations
•Process crinlinal and traffic warrants
•Provide fingerprint services to citizens
COI1lIll ""lcatiollS
•Respond to 911 calls and other emergency/non emergency calls
•Provide dispatch service to Patrol
•Dispatch emergency personnel
•Handle customer inquiries
•Maintain audio recordings of radio and phone traffic;provide copies for COUll and depaI1ment use
Administrative Alla(Jlsis
•Provide depallmental financial/budget and general analysis
•Develop and monitor the department's alUlUal operating budget
•DepaI1ment liaison for SVRIP committee
D·103
so POLICE DEPARTMENT C6
Records and Communications
RECORDS &COMMUNICATION PROGRAM STAFFING
FilII Tillie Equil'alcllts (FTE)
Authorized 2005/06 2006/07 2007108
TOJIIIl Staff Positions Funded Funded Funded
Police Admin.Services Mgr.1.00 1.00 1.00 1.00
Communications Dispatcher 7.00 7.00 7.00 7.00
Police Records Specialist 3.00 2.00 2.00 2.00
Total Records &Comm.FTEs 11.00 10.00 10.00 10.00
2008/09
Funded
1.00
7.00
4.00
12.00
2009110
Funded
1.00
7.00
3.00
11.00
2005/06 2006/07 2007/08 2008/09 2009/10
Temporal)1 Stllff Hours Funded Funded Funded Funded Funded
Police Records Specialist 320
COlllllHlIlicalions Dispatcher 520 520 520 520 520
Total Annual Hours 520 520 520 520 840
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.Provide efficient deli vel)'ofpolice repor's.records
infomwtioll.and other record sen'ices 10 file public.
a.Processing time for repons of Pan I offenses:3 days J days 3 days 3 days 3 days
b.Processing time for rcpons of Pan II ofTenses:7 days 7 days 7 days 7 days 7 days
2005/06 2006/07 2007/08 2008/09 2009110
Activity and \Vorkload Highlights Actual Actual Actual Estimated Budget
Total calls for service received:
TOlallandline 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 front counter contacts:no longer tracked
4 Number of stored and/or impounded vehicles processed:292 256 258 238 238
5 Number of police rcpons processed:3,099 2,849 3,140 3,036 3,036
,New pholle system insml/ed in disparch cenle,.in September 2005 enobling Ihe PD 10 lrock the I'oillme of01/
incoming calls.
D -104
Police Department
PERSONNEL A D COMMUNITY SERVICES
PROGRAM 4202
PROGRAM PURPOSE
The PersOlmel and Conununity Services (PCS)program provides a critical level of suppOl1 to the police
depal1ment,primarily tluough the recruitment of new persOlmel,continued education and training for all
depm1ment members,development and administration of crime prevention activities,coordination of the
Town's emergency response activities,monitoring of the department's information technology programs,
as well as oversight of the numerous volunteer programs that supp0l1 all functions of the depanment.
Increased mandates from The Depanment of Homeland Security are the responsibility of the sergeant
assigned to Personnel and Community Services.The Personnel and Community Services program is also
responsible for the monitoring of all depar1ment informarion technology systems and programs.The unit
supervisor works closely with Town IT staff members to ensure the contemporalY 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 supp0l1ed
between the Town and the Elementary and High School Districts.Staff has also submitted an application
for a Federal Stimulus COPS grant to help suppon the SRO and another Police Officer position.If either
funding source becomes unavailable,the SRO position could be discontinued.The proposed FY 200911 0
budget also elimittates a PCS Sergeant which will be backfilled through the consolidation of the
Administrative Sergeant from the Patrol program.
In FY 200911 0,staff will explore convening management of the Conununity Emergency Response Team
(CERT)program to rely more on County Fire personnel or civilian staff to reduce the ovenime costs
associated with this program.
The PersOlmel and Community Service program oversees all mandated training as speci fied by the State
of Califomia's Peace Officer Standards and Training (POST).Pan of this responsibility includes
exploring ways to provide quality training at a reasonable cost,while,while managing overtime expenses.
D-105
ro POLICE DEPARTMENT C13
Personnel and Commnnity 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
/nlergOl'emmenta/ReFellues 279,748 256,056 283,185 291,490 275,000 286,840
Service Charges
Fines and FOIfeilures
Other 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 $286,840
EXPENDITURES
Salaries and Benefits 508,948 325,259 358,222 373,600 366,000 326,519
Operaring £xpelldifures 44,786 37,384 45,988 39,500 60,525 40,100
Fixed Assets 30,170
Illtema!Service Charges 130,829 146,791 190,421 198,040 200,140 204,270
Bui/dings &Facilities Maill!.
TOTAL EXPENDITURES S 684,563 S 509,434 S 624,801 S 611,140 S 626,665 $570,889
D -106
lJO)POLICE DEPARTMENT 03
Pel"sonnet and Community Services
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Pllblic Safety Mobile AlltliolVitleo (MA 11
Ensure public safety This 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
cOl11nlunity policing,package.Additional training for officers will continue provided by the MIS
affective emergency specialist in this program.
response,and
community-wide
emergency
preparedness
Volllllteer Programs
The depal1ment focus will be on increasing volunteer assigtullents to continue
supporting the various functions of the police depaIlment,including the resident
outreach program,Community Emergency Response Team (CERT)whose
Civic Enrichment mission is to increase the Town's overall preparedness for a disaster,and
Foster oppol1tl11ities vacation checks.
for civic engagement)Nell'Resitlellt Olltreach Program
and cultural,This program is a collaborative effort between the real estate and escrow
recreational and companies in Town and the police department.The department intends to
individual enrichment 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 conununity
and the police,thereby allowing for a positive connection to our residents in a
unique and meaningful way.
Department Training
Good Governance Tlus ongoing program manages the trailullg needs for all persotmel in order to
maintain credential standards and improve job knowledge and perfonnance.
Ensure responsive,The depatlment has prioritized its training needs and continues to develop the
accountable and ability to provide training using department persOimel and will focus on training
collaborative during on duty time to reduce ovel1ime.The department will continue to
govenlance aggressively evaluate all requests for extemaltraitung in order to keep costs at a
1111 11lI11um.
KEY PROGRAM SERVICES
•Manage personnel hiring
•Manage the depaI1ment training program
•Coordinate the depallment"s community outreach,crime prevention and neighborhood
organization efforts
•1anage the volunteer program
•Coordinate emergency management response,training of personnel and maintenance of
Emergency Operations Center (EOC)
•Develop,coordinate,and manage the ConU11Unity Emergency Response Team
D·107
lJ:)POLICE DEPARTMENT 05
Personnel and Community Services
PERSONNEL &COMM NITY SERVICE PROGRAM STAFF!'G
Full Time Equivalellts (FTE)
Authorized 2005/06 2006/07 2007108 2008/09 2009110
Tow"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
Total 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 Objectives and 1\1easures AClUal Actual Actual Estimated Budget
I.Enhance tile breadth ofpublic safety sen/ices provided
through the effective lise ofvolullteers.
a.Percclllage of Volunteer in Policing (VIP)reporting 100%100%100% 100%100%
satisfaction with their assignmcllIs:
2.Prepare resident volullteers fO assist ill (II/emergency_
a.Percentage ofCERT participants better 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 (Detective 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 of service:·5161.298 5112,665 595.294 595.326 595,326
77le dollar all/OUIII lIsed prior to 1004/05 ,,·asfor afirsr step police officer.Upon emlliatio"
il was determined Iholllle hOllr~\'Imge should be Ihat ofofirsl step Communily Senke
Officer.77lerefore 100-1 05 olldfuture years will be based all tie\\'Srale amO/lIll.
4.Annual number of public school visits by the School Data Not Do/aNol Data Not 300 624
Resource Officer:Amifable Ami/able Amilable
7.A \lcrage 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 perfonns preventive patrol,engages in assigned and self initiated enforcement actions
and connnunity problem solving designed to increase connnunity safety.Officers are available to provide
police assistance seven days per week,24 hours per day.The Patrol unit maintains quality law
enforcement and conUl1uluty 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 lnterns 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 2009/10 budget reflects an increase in revenues and overall expenditures,including salary and
benefits.Adjustments in revenues are due to an increase in the Monte Sereno police services contract
and newly adopted fees by Council as pan of the FY 2009110 Comprehensive Fee Schedule.'ew police
fees include an Annual False Alann Registration fee for connnercial alanns to recover the cost of tracking
and updating contact infonnation and a second false alann response fee.Changes in expenditures are due
to 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 !Jnems
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 ovenime expenses.
D -109
ro POLlCE DEPARTMENT w
Patrol Progrant
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007108 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Licenses alld Permits 7,897 14,476 7,900 5,000 5,426
15,000
IlIlergovemmelltal Revel/lte.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
Fines alld FOIfeiwres
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 and Benefits 4,761,961 5,052,955 5,673,177 6,009,700 6,134,800 6.096,974
Operating Expenditures 211,967 191,147 121,601 114,600 119,902 105,850
Fixed Assets
IlIfemal Service Charges 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 Operations Blli/dillg
In FY 200911 0,the police dep311ment will split its operations and move patrol
Pllblic Safety operations,detective bureau and propel1y and evidence 10 the new building on
Ensure public safety Los Ga10s Boulevard.The new building will include an Emergency Operations
tlu'ough proactive Cen1er (EOC)\vith a communications dispatch back up sta1ion in the event of a
cOinmunity policing,disaster or major critical incident.
affective emergency Trallsiellt Poplliatioll
response,and The transient population 111 Town at any glven time ranges from 25-30
community-wide individuals,many with alcohol and/or drug dependency and severe mental
health issues.The crimes conunitted by some of these individuals range fromemergencypublicintoxicationanddrugusetoassaultandweaponscharges.Thepreparednessdepartmentwilltakeaproactiveapproachtoidentifyingtluspopulationand
through increased enforcement or identifying conununity resources to assist
them.
Problem Oriellfed Policing
The depal1ment will continue to develop strategic and proaclive eff0l1s to
Good GovenulIIce identify,solve and evaluate conunUiuty problems,partnering with the school
Ensure responsive,district,business conullUiuty and neighborhoods,specifically related to disorder
accountable and related to alcohol,dlUgs and youth lugh risk behavior.
collaborative
governance
D -110
ro POLICE DEPARTMENT w
Patrol Program
KEY PROGRAM SERVICES
•Respond to emergency and non-emergency calls for service
•Perform directed patrol and self initiated activity during non committed time
•Investigate crimes and traffic accidents
•SUPPOl1 the Depal1ment's traffic enforcemenl control program;including issuance of traffic and
parking citations
•Solve conunuruty problems using proactive Problem Oriented Policing teclmiques
•Build relationships within the conu11lll1ity to enhance public safety
•Oversee Disaster Aid Response Team (DART),Reserve Police Officers,and the Police Explorer
Post
PATROL PROGRAM STAFFING
Full Time Elfllivalcms (FTE)
Authorized 2005/06 2006/07
TowlI Slllff Positions Funded Funded
Police Captain 1.00 1.00 1.00
Police Sergeant 6.00 6.00 6.00
Police COIVoral 5.00
Police Officer 18.00 20.00 22.00
Total Patrol Program FTEs 30.00 27.00 29.00
2007/08
Funded
1.00
6.00
500
18.00
30.00
2008/09 2009/10
Funded Funded
1.00 1.00
6.00 6.00
5.00 5.00
18.00 18.00
30.00 30.00
2005/06 2006/07 2007/08 2008/09 2009/10
TempOrtllT Staff 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
ll»POLICE DEPARTMENT OJ
Patrol Program
2005/06 2·006/07 2007108 2008/09 2009110
Performance Objectives and Measures Actual Actual Actual Estimated Budget
I.Provide safe ellvirollmelll through timely response and
police assistance.
a.Average response time -Priority J calls 4:95 4:50 5:14 4:52 4:52
b.Average response time -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
Reduction in response time due [0 sysfem tracking
*alld rablflarion versus mallual data collec/ion alld
tabulatioll.
2005/06 2006/07 2007/08 2008/09 2009110
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Number of Priority I 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 4,113
non-emergency):
3 Number of Priority III calls (non-emergency):5,537 5,33 J 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 lOla I 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 ortolal Disasler Aid Response Team $59,933 $50,135 $50,498 $50,400 $50,400
service llsed:
8.Number of hours patrolling ivlonle 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 Depal1ment:
*Redllcrioll ill Fo/unteer officer hours due to
persollllel resignaliolls.
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 arumal public
awareness campaigns designed to increase driver attentiveness to safety issues.Permitting and
coordination of Town sponsored events that may impact the flow of traffic on Town streets also fall under
the responsibility of this 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.
lew police fees were adopted by Council as part of the FY 200911 0 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 S25,000 all.lmally.Changes in expenditures include increases in intel1lal 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 department plans to re-engage in
joint traffic enforcement opportunities with the City of Campbell Police Depal1ment 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.
D-113
lJO)POLICE DEPARTMENT 03
Traffic
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07
2007/08 2008/09 2008/09 2009110
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Licenses &Permits 10,024 6,295 3,974 6,000 6,200 31.200
IlIlergovcmmclIlaf RCl'cllllcS 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 FOIfeifures 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
OperOling Expcnditllres 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 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Towing Services Franchise Agreement
Public Safety The Police DepaJ1ment in partnership with a local towing service company will
Ensure public safety provide for exclusive towing serVIces which will merease efficiency,
tlu'ough proact ive conununication and increased revenue for FY 200911 O.
conununity policing,Joint Tmffic Enforcement
affective emergency The depal1ment 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 depaJ1ment 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 03
Traffic
TRAFFIC PROGRA~I ST.-\FFI:'I'G
Full Time EfJu;wilellls (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009110
TOII'II Stuff Positions funded Funded Funded Funded Funded
Police Sergeant 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
Community Services Officer 0.30 0.30 0.30 0.30 0.30
Total Traffic Program FTEs 3.00 4.00 3.00 3.00 3.00 3.00
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and Measures Actual Actual Actual Estimated Budget
1.Reduction of DUI i/lvo/Fed collisions fhrough
speciali:ed el({orcemem and edlfcnriol1a!progmllls.
a.Percentage ofrepol1ed traffic collisions involving 2.0% 2.0%2.9%3.3%3.3%
drugs or alcohol:
2.Through directed ell!orcemelll.rile program seeks 10
millillli:e lite loss a/lile and reduce persol/al iI/juries
due to traffic collisiolls.
a.Traffic Index:19.80 29.80 23.04 20.25 24.00
71le 7i'(~l]ic Index is a lIational slalldard del"(!loped by fhe Federal Office of Traffic Safezl'(DTS)_The index IIIlmber is
determilled by diridillg (he 1I/11l1ber ofIw=ardOlls citatiOlls iss lied by Ihe IOlal Illllllber offalai and illjury collisiolls_All
illdex of35 is gellera/~\'riell-ed as desirable_A slibslall/ia/~\'higher /llImber II-ould indicale l1Iat officers are lI'ritillg all
excessil'e /luII/be,.ofcitatiolls Ihat are 1101 related 10 the callses ofwaffic collisio/ls.A SllbSlolltio/~l'[oh'e"/lllmber
illdicll1es Ihal ilUuleqllaie staffing or ouell/ion is direcled at the /I'(~f]ic collision problem ill ajllrisdiclioll,
2005/06 2006/07 2007/08 2008/09 2009110
Activity and Workload Highlights Actual Actual Actual Estimated Budget
I.Total number of lrallic citations issued (includes 3.605 3.2-l0 2.199 1.665 2,000
hazardous cilations):
2.Number of counesy citations issued:1.146 1.207 900 655 655
3.Number of DUI arrests:115 116 95 86 86
4.Number of lraffic collision reports:282 199 278 284 284
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
INVESTIGATIONS
PROGRAM 4303
PROGRAM PURPOSE
The Investigations program conducts self initiated and follow-up investigations of crime,and coordinates
the prosecution of crimes tlu'ough the coul1 system.
Officers in this program spend the majority of their time on cases that require in-depth investigation,
identification of crime trends and patterns,participation on county task force teams,recovelY of stolen
property and detelTence of juvenile crime.Support is provided to patrol officers who conduct their own
investigations.In addition,the unit also maintains propel1y and evidence storage and disposal,monitors
sex offenders,and provides crime analysis and statistical sUppOl1 to the depat1ment.
BUDGET OVERVIEW
The FY 2009110 budget reflects a slight increase in revenue due to a new Firearms Storage Fee adopted
by Council as pan of the FY 2009110 Comprehensive Fee Schedule.The Fireanns Storage Fee is charged
for the intake and storage of seized or impounded weapons as a result of a protective order or alTest 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 2009/10.Fees are
primarily dependent upon the number of cases with evidence presented for analysis using a five year
average fonnula.While the depanment does not expect these fees to significantly decrease due to rising
persotUlel costs and workload,especially in the area of detailed laboratoty 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 County
Specialized Enforcement Team (SCCSET).Tlus task force does not reimburse the Town for officer
participation:however,the depanment does receive assistance from the members of this task force to
address narcotics related crime in Los Gatos.including significant support dUling the 2008 homicide
investigation.Officers assigned to this task force receive training and experience that is valuable to the
organization upon their relun1.
D -117
&l POLICE DEPARTMENT 03
Investigations
2009110 KEY PROJECTS
Strategic Goals Key Projects
Case Management System
Public Safety Staff continues to expand its use of the modules within the Case Management
Ensure public safety System,pan of the depanment's Records Management System,which enhances
through proactive tracking of case load and investigative activity.
conununity policing,
Police Operations Bnildingaffectiveemergency
response,and Staff will play an integral pan in assisting with the move of the detective bureau
conullunity-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 Training
As pan of the depaI1ment's desire for succession plaIUling as well as providing
additional training opportunities for all officers,patrol officers will train with
Good Govemance existing detectives for a two to three week period,when staffing allows without
Ensure responsive,increased ovenime.Tlus will offset,to some degree,the previous reduction of a
accountable and permanent task force assignment to address patrol staffing issues.
collaborative Homicide Trials
goveillance 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.
SUM~IARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals ACluals Adopted Estimated Adopted
REVEN ES
Illlc/gol'emmel/fal RC1"elllleS 20.000 3,000
Sen'ice Charges 102.921 58.842 291 6.000 2.000 2,000
Fines ami FOljeiw,.es
O,her SOllrces 1.360 t,OOO
TOTAL REVENUES S 122,921 S 58,842 S 291 S 6,000 S 3,360 S 6,000
EXPENDITURES
Sa/aries and Benefits 1.636.502 1.658,380 1.625.263 1.645.900 1.683.200 t,677,779
Operating Expelldiwres 165,302 174,437 198.217 219,180 228.285 246.550
Fixed AsselS
IllIemal Service Charges 183,013 185,953 193.940 222,650 236.850 211,284
TOTAL EXPENDITURES 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 -liS
ro POLICE DEPARTMENT 03
]nvcstigations
KEY PROGRAM SERVICES
•Investigate and solve crimes
•Direct and coordinate the prosecution of offenders
•Provide services to victinlS
•Provide diversion opporrunities and counseling to local youth
•Assist in management of propel1)'and evidence
•Monitor and register narcotics,sex,and arson offenders
•Provide administrative,strategic and tactical crime analysis
INVESTIGATIONS I'ROGRA~I STAFFING
Full Time Elfllil'lliellts (FTE)
Authorized 2005106 2006/07 2007108 2008/09 2009/10
Towl/SllIff Positions Funded Funded Funded Funded Funded
Police Captain 1.00 1.00 1.00 1.00 1.00 1.00
Poicc Sergeam 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
COlllll1unilY Services Officer 2.00 200 2.00 2.00 2.00 2.00
Crime Analyst 1.00 1.00 1.00
Total Investigation FTEs 9.00 11.00 11.00 to.OO 9.00 9.00
*Includes one officer ill the Santa Clara Coullty Enforcement Team (SCCET).
D -119
ro POLICE DEPARTMENT 03
Investigations
2005/06 2006/07 2007/08 2008/09 2009110
Performance Objectives and l\'Ieasures Actual Actual AClUol Estimated Budget
I.To provide thorough and objecth'e analysis ofcrime 10
achiel'e resolution ofcriminal malleI'S.
a.Number of Part I and Part II crimes cleared:206·210 186 178 178
•Part I crimes ollly counted beginlling ill F)'05106
2.To dil'erllocal YOUlh from the criminal justice system.
a.Percentage of youthful offenders diverted from Ihe 20%17%21%29%29%
criminal justice system:
3.To ohm;n criminal complaints agoinsll'iolmors.
a.Percentage of criminal complaints issued by 83% 85% 82% 80%82%
District Attorney with charges filed:
b.Percentage of criminal complaints denied by 17% 15% 18%20%18%
District Attorney:
4.To resolve criminal maffeI'S and obraill complaillls
aJ!ainsl violalors.
a.Percentage of residents satisfied with the Town's Data Not Data NO!DmaNOI Daw NOl Data NOl
efforts to maintain a low crime rate:AWli/ab/e •AWli/able AWlilab/e AWli/able AWli/ab/e
•No SI/IWY dalO collecled sillce F)'04105
Activity aDd Workload Highlights
2005106
Actual
2006/07
Actual
2007/08
Actual
2008/09
Estimated
2009/10
Budget
I.lumber of cases investigated*:520 530 664 438 438
2.Number of criminal complaints requested for review at 650 744 590 502 502
District Anomey's Office:
*Numbers do 1101 iI/elude cases hal/died by the Regional Allto nle[t Task Force (RA 7TF)alld the Sama Clara COl/llty
Speciali:ed Enforcement Team (SCeSET).
0-120
Police Department
PARKI G MANAGEMEME T FUND
PROGRAM 4304
PROGRAM PURPOSE
The enforcement of parking regulations promotes pedestrian 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 permit parking,private propel1y 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 cOlTesponding 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 10 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 Community 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 09/10.
D -121
lJ:)POLlCE DEPARTMENT C03
Parking Management
SU~IMARY OF REVE 'UES AND EXPENDIT RES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actunls Actunls Actuals Adopted Estimated Adopted
REVE'ES
Licenses and Pen,,;ts 26,869 25,592 24,244 25,000 25,000 25.000
Sen'ice Charges 750 750
Fines and Fmfeitures 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
EXPENDITUIlES
Salaries and Benefits 310,766 423,317 269,787 268,000 260,800 254,669
Operating Expendiwres 147,559 134,947 110,461 118,160 152,592 151,710
Fixed Assets
Imemal Service Charges 54,593 66,855 62,681 54,300 57,400 70,086
Bllildings &Facilities Maim.
TOTAL EXPENDITURES S 512,918 S 625,119 S 442,929 S 440,460 S 470,792 S 476,46S
FY 2009/10 KEY PROJECTS
Strategic Goals Key Projects
Commllllity Character Parkillg Mallagemellf Plall
Preserve and enhance The depaI1ment will take the lead Town role in evaluating currem parking
Ihe appearance regulalions.zoning and parking impacts to maximize parking services wilh
characler and existing staffing levels and continue to improve parking signage consistency
envirolUnent quality of and impacts surrounding the high school.
the communily
D -122
&l POLICE DEPARTMENT 0.l
Parking i\'lnnagement
KEY PROGRAM SERVICES
•Proactively manage the Town's available parking inventory
•1onitor and enforce parking and abandoned vehicle laws
•Communicate with and educate residents,businesses,and visitors on parking issues and
regulations
•Coordinate the Holiday Parking Program and promotion
PARKING ~tANAGE~tENTFUND STAFFING
Full Time Eqllil'Ulem (FTE)
TOIl'"Slllff
Parking CoordinalOr
Police Sergctllll
Parking Control Officer
Community Services Officer
Police Records Specialist
TOlal Pal'king r-.Igml.FTEs
Authorized
Positions
0.30
2.00
0.40
2.70
2005/06
Funded
3.00
1.00
4.00
2006/07 2007108 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 i\'Ieasures Actual Actual Actual Estimated Budget
I.Promote pedestrian and \'ehiclIla,.safety while
pro,oiding improred traffic flou'and increased parking
lImi/ability 011 residential streets.
a.Percentage of parking citations paid:90o~90%90l}o 90o~90%
2005/06 2006/07 2007/08 2008/09 2009/10
Activity and \\forkload Highlights Actual Actunl Actu31 Estimated Budger
1.Number of parking citations issued:10.207 7.340 3.626 8.500 8.500
2.Revcnue rcceived on parking citations issued:5397.422 5347.100 5190.883 5375.000 5375.000
3.Number of residential and employce parking penn its 725 690 458 1100 1100
issued:
4.Revenue received on parking penllits issued:526.869 S25.3-l2 517.200 538.200 538.200
5.Number of vchiclcs marked for 72-hour parking:690 -l53 382 505 505
6 Number of abandoned vehicles removcd from public 42 41 36 15 15
streets:
D·123
D-124
Police Department
PASS-THROUGH ACCOUNTS
PROGRAM 4999
PROGRAM PURPOSE
Revenues and Expenditures which are collected for,and remirted to,extel11al 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
umelated funding fluctuations from year to year.
BUDGET OVERVIEW
There is no budgetary impact to this program as rcvenues will equal expenditures.The revenues and
expenditures reflect a reasonable estimate based on prior year trends or depalimem information;however,
actuals may differ substantially from original budgeted numbers at fiscal year-end.
SU~I~IARY OF REVE 'UES A1\D EXPE:\DtTURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009110
.-\.ctuals ACluals Actuals AdolHcd Estimated Adopted
REVEl<ES
Il1lergoloernmcnwl RCloCIIIICS 167.636
SCITice Charges
Fines alld FOl/eiflircs
Olher Sources 30.083 23.571 19.586 22.000 22.000
22,000
TOTAL REVEi\'UES S 197,719 S 23,571 S t9,586 S 22,000 S 22,000 S 22,000
EXPENDtTURES
Salaries and Benefits
Operating Expcl1diflfres 31.632 24.031 19.586 22,000 22.000 22.000
Fixed Assets t 67.635
Infernal Serl'ice Charges
Blli/dings &Facilities J4aill/.
TOTAL EXPENDITURES S 199,267 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 525,000 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 portion 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 2009/10,the Police Depal1ment will cany forward funding from several prior year operating
grants.This includes two Depanment 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
plamung,which includes supplies and equipment for the Town's Emergency Operations Center,
and funds activities and equipment supponing the Town's "Los Gatos Prepared"program.
instituted in FY 06/07.The FY 2009/10 budget provides funding to 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 funher the Town's
CERT program.These funds have been used velY successfully over the last several years to
continue to train residents in emergency preparedness,as well as to orgamze 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,I27
IlO POLICE DEPARTMENT "'l"
Operating Grants
HOMELAND SECURITY GRANT
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007108 2008/09 2008/09 2009/10
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
IlItergovemmel1lal Revenlles 11,086
TOTAL REVENUES S S S 11,086 S S $
EXPENDITURES
OperOling Expenditures 1,304 10,282 1,980
TOTAL EXPENDITURES S 1,304 S 10,282 S 1,980 $$$
D -128
PROPOSED
Parks &Public Works Department
DEPARTMENT PURPOSE
The Parks and Public Works Department cPPW)is responsible for maintaining the Town's public parks,
facilities,roadways,right-of-ways,and all infrastructure,Five organizational units (Administration,
Parks Services,Engineering Development Services,Engineering Program Services,and Streets and
Signals Programs)work in coordination to achieve the DepaI1ment's overarching goal of ensuring the
Town's public use areas are safe,functional and atlractive.Additional depanmental services that suppon
these objectives include the Facilities 1aintenance,Vehicle Maintenance and Non-Point Source
programs.In addition to providing ongoing maintenance activities,Parks and Public Works Depal1ment
staff provide information and outreach to Town residents,merchants,and the public conceming the
Department'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 depal1ment's five programs due to
limited resources.The Parks and the Street and Signals programs have each eliminated 1.0 FTE position.
These programs will retain temporalY staff and shift full time staff duties to accommodate these
reductions.It is anticipated that some of these reductions could result in delayed response time to
operational tasks.
The FY 200911 0 budget continues to align cost of services with user fees through annual cpr increases
and cost recovery reviews.A focused town wide user fee study will be perfonned in FY 200911 0 to
review the fees related to all development services the depal1lnent provides to the public.In addition,the
FY 200911 0 department budget will absorb service costs associated with the new Library project.
In March 2009,selected public counter hours were reduced to 8:00 a.m.-J :00 p.m.,Monday -Friday,
including engineering sen/ices.Tllis reduction was in response to the economic downtunl and reduced
staffing.In addition,flex-hour work schedules are being used to reduce ovenime pay and to effectively
manage the community's service demands.
A next generation of the NPDES stonn water pennit will be implemented in FY 200911 O.Although the
NPDES program was transfened to the Community Development Depal1ment last fiscal year,some
depallment operation impacts may result due to the new reporting and tracking requirements of this new
permit.A full determination on the impacts of this new pennit will be detemuned in the coming months.
The Engineering Progralll,in coordination with the Facilities l\1aintenance Program,will manage the
design and construction of the Los Gatos-Monte Sereno Police Operations building and the new Library
building.
D -129
PROPOSED
l)O)PARKS &PUBLIC WORKS DEPARTMENT 03
The department assessment,completed in FY 08/09,has identified operational improvements and several
restructuring opportunities.Staff will move forward with implementation of some key reconunendations
this fiscal year.
Lastly,as part of its workplan,the department will work collaboratively with the conununity to help
establish a non-profit,"Friends of the Park"group.The purpose of the group would be to assist in tbe
management and distribution of work projects and solicit local service groups and businesses for financial
and/or in-kind resources for park-related services.
ACCOMPLISHMENTS
Strategic Goals Accomplisbments
COllllllullity
Character
Preserve and
enhance the •Implemented an online parks reservation systemappearance
character and •Introduced three new hybrid vehicles to the Town's vehicle fleet,increasing
enviromnent fuel efficiency and promoting envirolU11entally friendly transp0l1ation
quality of the
community
Public
Illfrastructure
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
infrastructure City of Campbell
D -130
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT 03
DEPARnlENTAL SU~I~IARY OF RE\'EN ES A1\D EXPENDIT RES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Aetnals Aetuals Adopted Estimated Adopted
REVENUES
.HiscelhlllcolIS Taxes 19.10 12.716 6.590 10.000 3.456 5,000
Licenses &Permits 238.848 220.086 283.505 I 4.900 195.742 236.000
Inlergol'cmmclllaf
Sen'ice Charges 307.407 346.195 281.693 379.500 425.224 508.350
Olher SOllrces 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
EXPENDIT RES
Salaries alld Benefits 3.099.346 3.036.38 3.121.979 4.000.000 3.556.700 3,541.152
Operating Expcndiwres 891,490 1.052.858 1.222.679 1.108.110 1.397.558 1,255.890
Fixed Assets 18.907 23.1-10 5.000
II/fcmal Service Charges 756.800 848.507 891.946 942.730 927.330 867,005
Blfildil/gs &Faciliries
TOTAL EXPENDITURES 4,766,543 4,961,343 5,241,604 6.050,840 5,881,588 5,664,047
EXPENDITURES BY PROGRAM
Adll1inistrmioll 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 DevelopmcllI Srvcs 1.080.269 600.564 798.366 776.870 767.797 662,775
Engineering Program Srvcs 601.165 681.119 8330400 7710407 827,042
Streets/S igna Is/Sidewa lks 10433.608 10499.778 1.376,196 1,761,600 10457.575 1,761,109
Property Damage Claims 49.340 86.972
Pass Thru Accounts 57.699 85.211 105.290 117.000 210.874 270.000
TOTAL EXPENDITURES 4.766.543 4.909.242 5.241.604 6,050.840 5,881.588 5,664,047
The abOl'e lowls reflecl General Fund programs.Addiriol1al Parks and Public Works programs are reflecred ill
separate Special Rel'enlle and lmernal Sen'ice Funds follOlring lite General Fund porlion of litis seclioll.SwfJillg
assigmJlems 10 lite Capiwl Program and Rede\'elopmem Agency are reflected all/side oflhe departmeJll's budgel
D -131
PROPOSED
w PARKS &PUBLIC WORKS DEPARTMENT 03
DEPARTMENT STAFFING
Full Tillie Equh'ulelll (FTE)
Authorized 2005/06 2006/07 2007108 2008/09 2009/10
Geueml Fund 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 0.30 1.00
Town Arborist 1.00 1.00 1.00 1.00 1.00 1.00
Lead Parks &Maint.Worker 2.00 1.00 1.00 1.93 2.00 2.00
Sr.Parks &MainI.Worker 1.00 0.93 1.00
Parks &Maint.\Varker 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 Dirrrown Engineer 1.00 0.88 0.91 1.00 1.00 1.00
Associate Civil Engineer 3.00 2.76 2.95 3.00 300 3.00
Assistant Civil Engineer 1.00 1.00 1.00 1.00
Sr.Engineer Technician 1.00 1.00
Engineering Technician 1.00 1.00 1.00
Sf.Engineering Inspector 1.00 0.81 0.87 1.00 1.00 1.00
Engineering Inspector 2.00 0.89 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 ..Gcncral Fund FTEs (in Parks &Public Works Department programs unless otherwise noted)
0.07
0.70 0.56 0.49
0.74 0.72 0.72
1.00 1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00 1.00
0.30
0.10
1.00
2.60
4.00
(FTEs [ocmed ill Commullity Senices Departmellllll1der Program 6301)
0.04 0.09 0.09
0.07
0.07
Total Sanitary Sewer FTEs
Solid Waste Ml",agemelll
Park Service Officer
Facility Technician
Lead Parks &Maint Workcr
Sr.Parks &rvlainl.\Vorker
Parks &Main!.Worker
NOI1-Poi1/l Source
Sweeper Operator 1.00
Total Non-Point Source FTEs 1.00
Total Solid Waste Fund FTEs
Slmilar)'Sewer
Superintendent
Public Works Specialist
Sr.Parks &Maim.Worker
Parks &Main!.Worker
D -132
ro PARKS &PUBLIC WORKS DEPARTMENT 03
PROPOSED
Full Time Equil'fllellt (FTE)
Authorized 2005106 2006/07 2007108 2008/09 2009/10
Positions Funded Funded Funded Funded Funded
Vehicle .Hll;IIIeIlQIlCe
SUJlerintendent 0.30 0.i5 0.30 0.30 0.30 0.30
PPW Supervisor 0.07 0.07 0.07 0.07
Equipment rvlechanic 1.00 2.00 2.00 2.00 2.00 1.00
Apprentice i\'lechanic 1.00 1.00
Administrative Secretary 0.20 0.20
Public Works Specialist 0.20 0.20 0.20 0.20
Total Vehicle Maint.FfEs 2.50 2.U 2.57 2.57 2.57 2.50
BlIi/dillg Maintenance
PPW Supervisor 1.00 0.63 0.93 0.93 0.93 1.00
Facility Technician 1.00 0.93 1.00 1.00
Parks &Maim.Worker 0.50 0.93
Total Building l\1aint.FTEs 2.00 1.13 1.86 1.86 1.93 2.00
Rede1'elopmem Agency (FTEs located ill Redellelopmellt Agency 8m/get wuler Fund 930)
Town Engineer 0.12 0.09
Associate Civil Engineer 0.24 0.05
Senior Engineer Inspector 0.i9 0.13
Engineering Inspector 0.11
Total Redcvelopment FTEs 0.66 0.27
TOlal PP\\'Departlllent FTE's 35.00 37.00 34.00 34.00 37.00 35.00
Temporary Sill!!Hours
Engincering Tcchnician 832 1.000 1.560
Enginccring Intcm i.OOO 1.000
Maintcnancc Assislant 6.iOO 6.800 5.200 4.784 4,784
Public Works Specialist 1.000
omcc Clcrk 400 368
omcc Inlem 400 1.000 1.000 i.OOO
Total Annual Hours 7.332 10.800 8.760 5.184 6,152
D -i33
0-134
PROPOSED
PROPOSED
Parks &Public Works Department
PARKS &PUBLIC WORKS ADMINISTRA TIO
PROGRAM 5101
PROGRAM PURPOSE
The Administration program sUpp0l1S the delivery of services throughout the Department.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 calming programs,writing various grant applications and manage all tasks related
to securing,processing and adininistrating grants,and preparing reports to the Town Council,
Commissions,and Town rVlanager.
BUDGET OVERVIEW
The Dep8l1ment's Administration Program budget for FY 200911 0 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 1:00 pm Monday through Friday.Tlus reduction was in response to the
economic downtum and reduced staffing.These hours mirror the reduced public counter hours offered by
the Community 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.pemut applicants,park reservation users,etc.)to measure customer satisfaction.
Additionally,the Admi..tustration program staff will manage the implementation of the new park
reservation software,which was launched in January 2009.
0-135
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT (oJ
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
Miscellaneous TaTes
Licenses &Permits
III [ergo I 'emmenta I
Se",ice Charges
Olher Sources
TOTAL REVENUES I
EXPENDITURES
Salaries alld Benefits 200,988 178,272 218,848 295,600 295,100 196,094
Operating Expelldilures 37,877 20,540 35,914 23,450 21,988 22,410
Fixed Assets
Infernal 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 2009110 KEY PROJECTS
Strategic Goals
Good Govel'1lallce
Ensure responsive,
accountable and
collaborative
govenlance
Civic Elil'icllmelll
Foster
opportunities for
civic engagement,
and cultural,
recreational and
individual
enrichment
Key Projects
Olllille Implemelltatioll ofPark Reservatioll Software
Full implementation of the park reservalion 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.
Cllstomer 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 intemal and extemal customers.
Friellds ofthe Parks
The Administration will work collaboratively with the conununity 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 ul-kind resources for park-related services.
D -136
PROPOSED
Eo)PARKS &PUBLIC WORKS DEPARTivlENT 0J
Administration
KEY PROGRAl\l SERVICES
•Provide walk-in and phone customer service for Department programs and services
•Provide intell1al clerical and program SUpp0I1 for Departmental services
•Oversee regulatory and project operations
•Manage depal1mental 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 Conunission and Transpol1ation and Parking Commission and
assist in coordination of Conunission-sponsored projects
•Provide support for town-wide conunittees having mutual project interests,such as Commullity
Unity projects,Town-wide Health &Safety Conunittee,Bicycle Advisory Conunittee,Town
Outreach Team,and Los Gatos Town Employees Foundation.
•Administer the processing of pennits and Town park reservations
•Oversight of Department employee trailling and safety programs
PPW ADMtNISTRATlON PROGRAM STAFFING
FilII Tillie £qllil/aleut (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
TOll'lI Slllff Positions Funded Funded Funded Funded Funded
Public Works Director OAO OAO OAO OAO 0.40 0.40
Administralive 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
Administrative Secretary 050 0.40 0.40
0.50
Secretary III 0.40
Public Works Specialist 0.50 O.tO O.tO 1.10
TOTAL PROGRAM FTE's 1.40 lAO 1.40 lAO 2.40 L.40
2005/06 2006/07 2007/08 2008/09 2009/10
Tempormy SWff flours Funded Funded Funded Funded Funded
Office Intem 400 1.000 1.000
Office Clerk 400 368
TOTAL ANN AL liOURS 400 1,000 \,000 400 368
D -137
D -138
PROPOSED
PROPOSED
Parks &Public Works Department
E TGINEERING PROGRAM SERVICES
PROGRAM 5201
PROGRAM PURPOSE
Engineering Program Services provides oversight for Town engineering activities not related to private
development.This includes the design,construction management and administration of the Capital
Improvement Program to improve the Town's public infrastructure (such as streets,sidewalks,storm
drains,parks,retaining walls,buildings,and signalized intersections)with an emphasis on delivering
capital projects within their platmed schedule and budgets.Engineering operations also effectively
manage:Town-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 infrastmcture;right-of-way and property
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 SUpp0l1S engineering design,review,and constIuction oversight of Town Capital Improvements
Projects and inspection activities to ensure construction is built as approved.Engineering Program
Services staff oversees grant fund applications and reimbursements,and public infonllation meetings and
notifications.Additionally,traffic engineering management for traffic control,signalization,and daily
operations,and joint agency coordination of shared intersections and roadways.are funded in this
program.
For FY 200911 O.some key projects staff will focus on include the design and constmction of the Los
Gatos-Monte Sereno Police Operations building and the new Library building.In addition.staff will
design and administer capital projects funded tlu'ough the federal-legislated American Recovery and
Reinvestment Act 0[2009.
D -139
PROPOSED
so:>PARKS &PUBLIC WORKS DEPARTMENT 03
Engineering Progl'am Sen/ices
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007/08 2008/09 2008/09 2009/10
Actuals Actuals Aetnals Adopted Estimated Adopted
REVENUES
Miscellaneous Taxes
Licenses &Permits
Intergovernmental
Service Charges
Other Sources - I
TOTAL REVENUES I
EXPENDITURES
Sa/aries Gnd Benefits 503,102 572,623 735,700 649,500 707,277
Operating Expellditures 28,573 30,412 t5,150 44,557 43,250
Fixed Assets
II/remal 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
Pllblic
IlIji'astl'lI ctlll'e
Maintain the
condition and
availability of
public facilities,
transportation
systems,and other
public
infrastructure
Key Projects
Capital Impl'ovemellt Pl'ojects (CIP)
Manage and complete currently programmed capital projects,prepare project plan
proposals and construction documents for future Capital Improvement Program,
and continue to seek and obtain grant funding for projects where applicable.
Plmmed projects include the design and construction of the Los Gatos-Monte
Sereno Police Operations building and the new Library building.Staff will also
manage projects funded through the federal-legislated American Recovery and
Reinvestment Act of2009.
D -t40
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT 03
Engineering pJ'ogram Services
KEY PROGRAM SERVICES
Cap;tallmprOl'emellt Projects
•Provide plans,specifications,estimates,right-of-way plans,property descriptions for Town
projects,coordinate consuhants and administer contracts
•Design and administer projects for the ammal Capital Improvement Program,including curb,
gutter and sidewalk improvement analysis
•Provide administrative and engineering SUppOI1 services for the various new parks improvement
projects funded with Propositions 12 &40 Bond Act grant funds
Traffic Engineering
•Perronl1 traffic engineering analysis
•Manage neighborhood traffic concerns and requests,including traffic calming program
Commllll;ty lllJormat;oll
•Provide assistance to the public regarding engineering services
ENGtNEERING PROGRMI SERVICES
Full Time £quimlel11 (FTE)
Authorized 2005/06 2006/07 2007/08 2008/09 2009/10
Toll'''SUI!!Positions Funded Funded Funded Funded Funded
Asst PPW Dirffown Engineer 0.82 0.73 0.82 0.82 0.82
Associate Civil Engineer 1.33 1.28 1.33 1.33 1.33
Assistant 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 InspcclOT 0.20 0.20 0.20 0.20 0.20
Engineering Technician 1.00 1.00 1.00
Administrativc Sccrctary 0.50 0.50 0.50 0.50
Sccretary III 0.50
Administrative Analyst 0.25 0.25 0.25 0.25 0.25
Administrativc Specialist 0.20 0.20 0.20 0.20 0.20
TOTAL PROGRA~I fTEs 5.35 ~.08 ~.35 5.35 5.35
2005/06 2006/07 2007/08 2008/09 2009110
Temporary 5wff Hours Funded Funded Funded Funded Funded
Engincering Technician 700 I.?60
TOTAL ANNUAL HOURS 700 1,260
D -141
PROPOSED
ro PARKS &PUBLIC WORKS DEPARTMENT 03
Engineering Program Services
2005/06 2006/07 2007/08 2008/09 2009/10
Performance Objectives and ~Ieasures Actual Actual Actual Estimated Budget
I.To effecli\"ely mal/age neighborhood traffic consistent
with the TO\\,Il's traffic calming policy.
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 ofresidents 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 Actual 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.'umber of traffic calming projects closed:4 4 4
*CUSlomer Satisfactioll Pe'lormollce Measures/or rhe period 2004-2007 were based on rhe TowII's 2003 slIn'ey resulrs.
D -142
PROPOSED
Parks &Public Works Department
ENGINEERING DEVELOPMENT SERVICES
PROGRAM 5202
PROGRAM PURPOSE
The Engineering Development Services Program,in coordination with the Town's Conullunity
Development Depm1ment,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 annual CPI increases and review of fees on an ongoing basis.For FY 200911 0,a number of fees
have been adjusted for this purpose,including encroachment 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 Towll.
As of March 16,2009,Engineering"s public counter hours have been reduced to 8:00 am to 1:00 pm
Monday through Friday.This reduction was in response to the economic downtum and reduced staffing.
These hours mirror the reduced public counter hours offered by the Finance and Community
Development Departments.In addition,the program has utilized flex-hour work schedules to reduce
overtime pay and to effectively manage the community's service demands.
D -143
ro PARKS &PUBLIC WORKS DEPARTMENT 03
Engineering DevelopUlellt Services
PROPOSED
SUMMARY OF REVENUES AND EXPENDITURES
2005/06 2006/07 2007108 2008/09 2008/09 2009110
Actuals Actllals Actuals Adopted Estimated Adopted
REVENUES
Miscellaneous Taxes
Licenses &Permits 129,061 94,401 141,391 77,000 81,000 96,500
II/lergol'ernmellwl
Service Charges 220,507 229,702 151,231 238,000 195,400 217,500
Olher Sources
TOTAL REVENUES 349,568 324,103 292,622 315,000 276,400 314,000
EXPENDITURES
Salaries and Benefits 929,678 472,964 515,540 670,300 661,000
558,052
Operating Expel/dill/res 41,230 47,320 192,823 18,320 16,847 16,740
Fixed Assets
II/lemal Service Charges 109,361 80,280 90,003 88,250 89,950 87.983
TOTAL EXPENDITURES 1,080,269 600,564 798,366 776,870 767,797 662,775
FY 2009110 KEY PROJECTS
Strategic Goals Key Projects
Good Govel'1lallce
Developmellt Team COlltillllolls Improl'emellt
The Development Team (Communily Development, Parks &Public Works,Fire,
Ensure responsi ve,and the Police Department)will continue to focus on evaluating processes,
accountable and procedures,and systems;defining roles and responsibilities;building capacity;and
collaborative obtaining input and feedback from customers to continue to Improve the
goVel11anCe development review process.
Public Gradillg Ordillallce
Illfrastl'1l cture The Development Team (Community Development,Parks &Public Works)has
Maintain1he continued working on the development of the new grading ordinance,tentatively
condition and scheduled for Council review in FY 200911 O.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 the
systems,and other current ordinance is outdated.
public
infi'astructure
D -t44
PROPOSED
l!D PARKS &PUBLIC WORKS DEPARTMENT 03
Engineering Development SCI-Yices
KEY PROGRAM SERVICES
Del'elopment Projects
•Review development applications for compliance with Town grading and engineering standards
•Review plans and approve fmal maps (tracts)and parcel maps as required by state law
•Conduct inspections of work within public right-of-way through the encroachment pemlit process
Traffic Engineering
•Perfonn traffic engineering analysis for proposed development projects
COllllllllllity Illformlltion
•Provide assistance to the public regarding right-of-way issues
ENGINEERING DEVELOP~tENTSERVICES
Full Time Elfllil'alel/l (FTE)
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
Adminis(wtive Annlysl 0.25
Ass!PPW DirlTown Engineer 0.18 0.88 0.18 0.18 0.18 0.18
Associate Civil Engineer 1.67 2.76 1.67 1.67 1.67 1.67
AssistalH Civil Engineer 080 0.80 0.80 0.80
Sr.Engineer Technician 1.00 0.80
Sr.Engineering Inspector 0.15 0.81 0.15 0.15 0.15 0.15
Engineering InspeclOf 0.80 089 0.80 0.80 0.80
0.80
Public Works Specialist 0.50
Administrative Secretary 0.10 0.10 0.10 O.tO
Secretary III 0.10
Administrative Specialist 0.05 0.25 0.05 0.05 0.05 0.05
TOTAL PROGRA1\1 FIE,3.95 7.54 3.95 3.95 3.95 3.95
2005/06 2006/07 2007108 2008/09 2009110
Temporul)"Staff Hours Funded Funded Funded Funded Funded
Engineering Technician 831 300 300
Engineering Intern 1.000 1.000
TOTAL ANNUAL HOURS 832 1.300 1.300
D -145
PROPOSED
&J PARKS &PUBLIC WORKS DEPARTME IT 03
Engineering Developnlcnt Services
Performance Objectives and I\'leasurcs
2005106
Actual
2006/07
Actual
2007/08
Actual
2008109
Estimated
2009/10
Budgel
J.To ensure pril'ore development projects are
cOllslmeted according [0 TowII standams:.
a.Percentage of private development customers who
are satisfied wilh the grading and encroachment
inspection process·:
Dala ,\'0/
..huilab/f'
Dala Sal Uruitr Dntf0fH'!"lt DatQ tIOI l1loilabl,Dam fIOI moilob/f'
A.uifab/f'
2005/06 2006/07 2007/08 2008109 2009110
Acti\'it)'and \\'orkload Highlights Actual Actual Actual Estimated Budget
I.umber of grading pemlils processed:15 20 20 17 15
2.Number of encroachment pennits processed:DaIOKo/175 175 200 200
A'llifab/t
·A slIn'ey ojthe grading and ellcroacll/lIelll permit applicants was conducted ill Fall 1007.
D -146