Item #3 Desk ItemMEETING DATE: 05/28/13
ITEM NO: 3
DESK ITEM
COUNCIL AGENDA REPORT
DATE: MAY 28, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER .1%."
SUBJECT: OPERATING AND CAPITAL BUDGETS
A. CONSIDER THE TOWN OF LOS GATOS PROPOSED OPERATING AND
CAPITAL BUDGET FOR FISCAL YEAR 2013/14
B. CONSIDER THE TOWN OF LOS GATOS PROPOSED CAPITAL
IMPROVEMENT PROGRAM FOR FISCAL YEARS 2013-2018
C. PROVIDE DIRECTION REGARDING INCLUSION OF THE FOLLOWING
IN THE FISCAL YEAR 2013/14 OPERATING AND CAPITAL BUDGET:
1 ALLOCATION OF FUNDING FOR ARTS ORGANIZATIONS
2. FUNDING FOR COMMUNITY RESOURCE OFFICER INTERN PILOT
PROGRAM FOR LIBRARY
3. FUNDING FOR CUP TRACKING AND STORY POLE
COMMUNICATIONS
4. OTHER CHANGES OR DIRECTION
REMARKS:
The following information is provided in response to Council members' questions on the
Proposed Operating and Capital Budget for FY 2013/14.
Operating Budget Questions
1. Please clarify the $800,000 figure referenced in the staff report and the proposed budget. Is
this both the gap this year and coincidentally the amount approved last year that could be used
from reserves? On pages 7 and 8, there are references to funding previously allocated but no
longer needed in describing the funding source for three projects: Community Resource
Officer Intern for Library; Conditional Use Permit Tracking; and Online Development Activity
System. Does that mean the reserves approved for use last year?
cc to
PREPARED BY: PAMELA JACOBS
ASSISTANT TOWN MANAGER
Reviewed by: Assistant Town Manager
Town Attorney
nance
N:\MOR\AdminWorkFiles\2013 Council Reporls\FY 12-13 Proposed Budget Desk Item.docx Updated: 7/1/11
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MAYOR AND TOWN COUNCIL
SUBJECT: OPERATING AND CAPITAL BUDGETS — DESK ITEM
May 24, 2013
Response: The projected budget shortfall for FY 2012/13 was $1.8M. This was largely closed
with operating expenditure reductions and revenue enhancements, leaving a remaining gap of
$490,000 that Council approved to be funded through the allocation of anticipated additional
year-end fund balance. Due to budget savings this fiscal year, those operating reserves of
$490,000 have not been needed. It is recommended that Council approve funding from these
operating reserves for the three projects noted in the staff report (approximately $85,000).
2. On the Five -Year Forecast chart (page 6), please clarify the line about use of reserves.
Response: The "use of reserves" line shows the amounts transferred out of the General Fund to
fund the Five -Year Capital Improvement Program. For all years except FY 2012/13, the amounts
of revenues and expenditures match. In FY 2012/13, the $500,000 difference is the operating
reserve discussed in question number 1 above.
3. Can we have a little detail on the rising service demands in the Library and the Community
Development Department?
Response: Library Service Demand
Increased service demands at the Los Gatos Library are evidenced by the increased use of the
library resources in the past year in the following areas: (measured against the same time period
for the prior year):
• The number of new borrowers added during the year has increased by 192%.
• The door count (individuals visiting the library in person) has increased by 51 %.
• Circulation has increased by 64%.
• Computer usage has increased by 1,230%.
• Program attendance has increased by 25%.
• The number of information requests answered has increased by 77%.
While statistics regarding teen attendance is not available separately, observation indicates that
the library has experienced increased teen attendance from approximately 20-40 teens after school
each day in the old library to 100 plus each day (some days upwards of 200) after school in the
new library.
Response: Community Development Department Service Demand
As a cost recovery program, Community Development Department revenues are the single best
indicator of all plamring and building activity combined through a wide variety of permits, fees
and processes. Total revenue in the Department has risen from $2.8 m during the first year of the
Great Recession (FY 08/09) to an estimated $4.0 m this current year (FY 12/13), This average
11 % increase per year results partially from small year-to-year fee increases due to inflation and
primarily due to larger projects as well as pent up demand for smaller projects delayed during the
recession.
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MAYOR AND TOWN COUNCIL
SUBJECT: OPERATING AND CAPITAL BUDGETS — DESK ITEM
May 24, 2013
4. I understand West Valley Community Services (WVCS) is closing its cut -rent Los Gatos
pantry location. How will we be assured that a donation to its food pantry discussed on page 8
of the staff report goes to Los Gatos residents?
Response: WVSC is planning to collaborate with St. Luke's food pantry for food distribution in
Los Gatos and to provide direct food delivery to Los Gatos residents. As part of the grant
agreement, WVCS will document the number of Los Gatos residents receiving food assistance.
5. How is the List of donation opportunities used to encourage donations? Has the Town received
many donations other than Police Foundation and Library Friends since we started this
program?
Response: The list of donation opportunities was developed as part of the FY 2008-09 budget
process as a way to communicate donation needs to interested persons. While broad outreach
through various communication vehicles is permitted by the Solicitation and Donation Policy,
staff has not promoted the list in this way to date. Rather, the list has been used to communicate
specific needs in areas such as senior services, community events, Town parks and sustainability
when members of the public, companies, or other groups have expressed an interest in donating.
6. Is the donation of public art subject to any adopted guidelines?
Response: Yes, The Town Council adopted a resolution amending the Public Art Selection
Policy and Procedure in 2009 (Attachment 6). The policy sets forth procedures and criteria for
the selection of public art. This item on the list of donation opportunities could be amended to
say "subject to the Public Art Selection Policy and Procedure" to clarify that guidelines are in
place regarding public art donations.
7. The staff report on the budget states that most code issues can be resolved within 7
days. Please clarify why some code violations take longer to resolve.
Response: In some cases, code violations may be complex and severe, such that resolution of the
issues takes considerably more time and cooperation, possibly up to and including Planning
Commission or Council review and/or legal action.
8. Questions on departmental budgets:
a. Attorney (Page D-13) — Why are salaries/benefits increasing by $5,000 when there is no
staffing change?
Response: There has been no budgeted change in FTE's for the Attorney's office;
however, the Deputy Town Clerlc/Attorney was eligible for a 5% step increase during FY
13/14 and this possible increase was included in the proposed budget as is done for all
potential step increases.
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MAYOR AND TOWN COUNCIL
SUBJECT: OPERATING AND CAPITAL BUDGETS — DESK ITEM
May 24, 2013
b. Manager (D-29) What is the purpose and need for a community survey?
Response: The community survey has been included on the work plan for a number of
years; however, due to other priorities it has not been undertaken. Staff believes that an
updated community survey would serve several purposes:
• The Town has not done a community survey since 2003. It is typical for communities
to conduct these types of surveys every other year to note trends in residents'
perception of the service they receive from the local government, of the condition of
public facilities and infrastructure, and of other issues of importance to the community
(all areas that align with the Town's adopted core values). Most cities in Santa Clara
County conduct community surveys on a periodic basis.
• Performance measures associated with a community survey are used in the budget as a
way to show how resource allocation aligns with the community's perception of service
delivery. The Town has not been able to update these measures since 2003, making
this data very out-of-date. The Government Finance Officers Association highly
recommends having up-to-date performance measures.
• The results can also indicate where the Town should put effort to either improve
services or to improve communication about the services. These surveys produce
statistically -significant data, which complements anecdotal information.
• The Town can also use the survey to focus on issues important to the community. For
example, the survey could include a question(s) about emergency preparedness. This
could serve as a baseline for Town efforts to increase the percentage of families
prepared to respond to a disaster. Other issues identified by Council could also be
included.
c. Manager (Page D-33) — Why is there a large increase in temporary staff hours (163 to
600), especially interns? How much are interns paid? Where do we get them? How do
we use them?
Response: The increase in temporary hours includes 100 hours for the Economic Vitality
Coordinator (Administrative Analyst) to accommodate additional time that may be needed
to support the business community outside the .5 FTE budgeted for this position. The
increase in budgeted intern hours will allow the Manager's Office to engage interns for a
variety of projects throughout the year, particularly during the summer break. Interns
provide supplemental assistance with projects when permanent staff capacity is not
available. While unpaid internships have been the prevalent practice in the past, most
cities in the County are now offering paid internships and the Town needs to consider
doing this as well to be competitive. Interns are paid at rates ranging from $15 to $25 an
hour, with the majority being at the lower end of the scale. Interns come to the Town
from local colleges including San Jose State, Santa Clara University and Stanford.
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MAYOR AND TOWN COUNCIL
SUBJECT: OPERATING AND CAPITAL BUDGETS — DESK ITEM
May 24, 2013
d. Clerk (Page D-51) — What is the Automated Agenda Delivery project?
Response: Research will be completed evaluating various methods for more effective
agenda management. This may include agenda management systems which would
facilitate the internal development of the agenda and associated staff reports. It may also
involve the use of iPads to support the Council's use of an electronic agenda packet. Staff
will bring forward any recommendations that have funding implications in the Mid -Year
budget review.
e. Community Development (Page D-86) — What is the Twin Oaks Drive Planned
Development project?
Response: This is a General Plan Amendment from Agriculture to Hillside Residential
and a rezoning of the property from RC to HR:1:PD for a ten -lot single-family
subdivision. The parcel is under the Williamson Act, and is located near Hillbrook
School.
f. Community Development (Page D-88) —Why is there a significant increase in temp
hours?
Response: The increase in temp hours covers three areas: additional front-line staff to
address the anticipated increased demand for new planning projects; additional staff time
for special projects; and funds for the in-house, part-time Code Compliance Officer
discussed in the budget.
Capital Budget Questions
1. Streets Program (C-36) — Will the Winchester/Lark improvements include better/longer
holding lane(s) or other improvements for southbound Winchester turning to eastbound Lark?
Response: Yes, but only slightly; waiting times will decrease slightly for southbound traffic,
turning east onto Lark. The primary benefit of this project will be for westbound traffic on Lark,
turning to northbound Winchester. With an additional dedicated lane to accept this traffic, the
wait time for this turn movement will be significantly decreased, allowing increased times for
other signal phases, including southbound Winchester to eastbound Lark.
2. Streets Program (C-8/9) — Almond Grove: How confident are we of the $3.5 M in year 2?
Response: At the Capital Projects funding priority -setting session in January, staff presented
various sources of one-time funds, including Villa Vasona sale proceeds ($750,000), Friends of
Library reimbursement ($1.8 m), likely property sales, etc. that could be used to fund priority
capital projects such as Almond Grove. The construction phase for Almond Grove is scheduled
for FY 2014/15 and will provide time to complete the transactions necessary to secure these one-
time funding sources.
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MAYOR AND TOWN COUNCIL
SUBJECT: OPERATING AND CAPITAL BUDGETS — DESK ITEM
May 24, 2013
3. Streets Program (C-23/24) — Retaining Wall Repairs: The retaining wall along Phillips near
South Kennedy is in need of repair or replacement. Is that scheduled in the near future out of
the $100,000 per year retaining wall program?
Response: The retaining wall at Jackson near Highland is scheduled for FY 2013/14, but
additional wall repairs may be possible if funds remain after the Jackson project. Staff will visit
and assess the condition of the Phillips retaining wall for possible funding at Mid -Year or in next
year's CIP.
4. Streets Program (C-44/45) — Highway 9 and University Ave: Will the intersection by
synchronized with Highway 9 and North Santa Cruz Avenue to reduce eastbound cueing and
dealys on Highway 9?
Response: Partially, and eventually, yes. This project will improve traffic flow through
University and Highway 9, thereby reducing some of the cueing and delays at that intersection.
However, fully synchronization with North Santa Cruz Avenue will depend on future replacement
of the traffic signal at that intersection and subsequent timing adjustments based on traffic flow
and demand analysis at that time.
5. Streets Program (C-66) - Quito Bridge Project with Saratoga — When is this project
scheduled? How realistic is this schedule?
Response: The City of Saratoga is the lead agency for this project. For more than ten years, this
project has been funded, but property and legal issues have prevented it from moving
forward. Most of those issues have now been addressed and the project is projected to move
forward with the schedule as described in the CIP document.
6. Parks and Trails Program (D-28) - Highways 9/17 Creek Trail: What is the bridge that is
mentioned? Is it needed?
Response: This is a pedestrian and bicycle connection between Highway 9 and the Los Gatos
Creek Trail. Both of these routes carry relatively high numbers of bicyclists, yet are not
connected. At present, the closest connection points are Miles Avenue or Roberts Road, which
forces bicycles to traverse along University Avenue in either direction to access the Creek
Trail. This project is part of the VTA 2040 long-range plan. It was submitted by staff and
approved by VTA. FIowever, the project is unfunded at this time, although it will likely be a good
candidate for grant funding opportunities in the future. The bridge would be required for access
to and from both directions on Highway 9 without having to cross the street at University. Based
on initial design work in FY 14/15, grant funding for one or both access points will be pursued.
7. Public Facilities (E-26/27) — Will the Council Chambers televised Audio/Video System
Upgrade project improve the audiovisual experience in the Council Chambers itself?
Response: No, the proposed project is for the replacement of the audio/visual systems used for
telecasting Council and other meetings via KCAT. FIowever, per prior Council request staff is
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MAYOR AND TOWN COUNCIL
SUBJECT: OPERATING AND CAPITAL BUDGETS — DESK ITEM
May 24, 2013
changing the presentation templates for improved clarity on the screen (by August, 2013) and is
training staff for easier use of and transitions between the existing projection equipment. In
addition, policy direction is needed on third party submission of computer projection materials
before or during Council meetings to ensure network security, prevent offensive materials, and
minimize meeting delays and disruptions.
ATTACHMENTS: 1-5 (previously received with staff report)
1. FY 2013/14 Proposed Operating and Capital Budget
2. FY 2013 — 2018 Proposed Capital Improvement Program Budget
3. Draft 2013- 2015 Strategic Goals
4. Adopted 2012 — 2014 Strategic Goals
5. FY 2013/14 List of Town Needs
ATTACHMENT(S): received with this Desk Item
6. Public Art Selection Policy and Procedure
TOWN OF LOS GATOS
PUBLIC ART SELECTION POLICY AND PROCEDURE
I. PURPOSE
The purpose of this policy is to provide a process through which the Town of Los Gatos
(hereinafter Town) can accept art work on loan or as a gift as part of a Public Art Program. The
policy also provides guidance to the Town and the Town of Los Gatos Arts and Culture
Commission (hereinafter Commission) for purchasing existing art work and for commissioning
artists to create new art work for the Town.
II. SCOPE
This policy applies to the installation of all art work loaned, gifted, purchased, or commissioned
by the Town for public display. A separate process may be implemented for the installation of
art work in a new Town facility or related to any Town construction project.
The Town Manager is hereby authorized to accept loans and/or gifts to the Town of art work that
is valued at or below five thousand dollars ($5,000), and that, if a loan, will be loaned to the
Town for a period of five (5) years or less.
A. All purchases and commissions by the Town of art work must be considered
through the procedures outlined below in Section IV, Procedure.
B. All loans and/or gifts to the Town of art work that is valued at more than five
thousand dollars ($5,000) and/or that, if a loan, will be loaned to the Town for a
period of more than five (5) years, must be considered through the procedures
outlined below in Section IV, Procedure.
III. Policy
The Town plans for public installation of art work. It is the objective of the Public Art
Program to provide the community with the opportunity to enjoy access to a variety of art
work and to work with a variety of artists over time. Local Los Gatos artists shall receive
preferred consideration under the Public Art Program. Artists and art work from other
geographic regions shall also be considered for inclusion.
IV. Procedure
A. Art work which is to be considered for public installation shall be first reviewed
by the Public Art Subcommittee (hereinafter Subcommittee), a subcommittee of
the Commission. The Subcommittee shall meet only on an as -needed basis in
order to consider art work under the scope of this Public Art Policy. The
Subcommittee shall develop a written recommendation to the Commission. The
recommendation shall include one or more proposed locations for placement of
the proposed art work.
1. Should the Subcommittee find that the proposed installation might have an
impact on a Town park, the Subcommittee shall solicit a written
recommendation from the Town of Los Gatos Parks Commission, which
shall be included in the Subcommittee's recommendation to the
Commission.
ATTACHMENT 6
B. The Commission shall consider the written recommendation of the Subcommittee
at a public meeting. If the Commission finds that the proposed installation would
have an impact on an identifiable section of the Los Gatos community, the
Commission may also hold a community meeting. The Commission shall
develop a written recommendation to the Town Council.
C. The Town Council shall consider the written recommendation of the Commission
at a public meeting. The Town Council shall make the final decision regarding a
proposed public installation of art work, including its location.
D. This procedure shall also be followed for consideration of renewal or non -renewal
of loaned art work, and of the proposed deaccession of art work.
V. Criteria and Conditions for Selection
A. The Town shall make no promises to exhibit art work permanently or to maintain
art work as the property of the Town in perpetuity.
B. The Town shall maintain a responsible collection, maintenance, and deaccession
policy and procedure for art works which are accepted as part of the Town's
Public Art Program.
C. No acquisition shall be accepted without written permission and approval from
the Town Council.
D. Acceptance shall result in a contract between the donor or artist and the Town. (A
contract for art work which is loaned will include a clearly defined period of time,
with the lender retaining title to the art work.)
E. The following shall be criteria for determining whether an art work is acceptable:
1. Aesthetics: It shall be deemed to be an art work of lasting aesthetic value.
2. Quality: There is inherent quality in the art work itself (i.e. art work shall
not necessarily be accepted based on the artist's overall reputation).
3. Style: An art work shall be compatible in scale, materials, form, and
content with its surroundings.
4. Permanence: Due consideration shall be given to structural/surface
soundness, resistance to theft, vandalism, weathering, and excessive
maintenance repair costs.
5. Public Liability: Each art work shall be examined and approved for
safety conditions and factors which may bear upon public liability.
6. Diversity: The overall Public Art Program shall consider diversity in
style, scale, and media.
7. Technical Feasibility: (For purchases or commissions) Each art work
shall be examined for convincing evidence of the artist's ability to
successfully complete the art work as proposed.
8. Duplication: To assure that the art work will not be duplicated, the artist
shall be asked to warrant that the art work is unique and an edition of one,
unless stated to the contrary in the contract. (Multiples shall be considered
for selection at the discretion of the Commission.) Public Comment: The
input of the community shall be solicited by the Subcommittee,
Commission, and Town Council.
VI. CRITERIA FOR CONSIDERATION FOR ART WORK PLACEMENT
Prior to placement of an art work, the following factors shall be considered:
A. Visibility
B. Lighting
C. Public Safety
D. Traffic Patterns: interior, exterior, foot, and auto
E. Location: relationship to existing art work, architecture, and natural features in
the proposed vicinity
F. Future development plans for the area
G. Impact on the community or neighborhood in the proposed vicinity