Addendum
PREPARED BY: STEPHEN CONWAY
Finance Director
Reviewed by: Town Manager, Interim Assistant Town Manager, and Town Attorney
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/06/2016
ITEM NO: 8
ADDENDUM
DATE: DECEMBER 5, 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: RECEIVE THE FIRST QUARTER INVESTMENT REPORT (JULY THROUGH
SEPTEMBER 2016) FOR FISCAL YEAR 2016/17 AND ACCEPT THE
RECONCILED DEMAND ACCOUNT BALANCES (FEBRUARY THROUGH JUNE
2016) AS RESTATED FOR JUNE 30, 2016.
REMARKS:
Attachment 5 contains public comment received between December 1, 2016 and 11:00 a.m.
December 5, 2016.
Attachments (previously received with December 6, 2016 Staff Report):
1. First Quarter Investment Report for FY 2016/17 (July through September 2016)
2. Updated FY 15/16 Investment Report second pages (February through June 2016) to
reflect cash wire receipts and year-end revision
3. Public comments received on November 21, 2016
4. Staff responses to questions received from the public
Attachment received with the Addendum:
5. Public comment received between December 1, 2016 and 11:00 a.m. December 5, 2016
From: Jak VanNada
Sent: Monday, December 05, 2016 8:08 AM
To: Laurel Prevetti;
Subject: Addendum Item t
Laurel,
Attached is what I would like to state in the Addendum to Item 8. Please also include the Speech copy
in the addendum.
Thank you,
Jak Van Nada
ATTACHMENT 5
Council Meeting 12-6-16 Item 8
Items for the Addendum:
This council meeting is the only opportunity to keep the full council apprised of the financial
situation of the town. The Brown Act unfortunately prohibits off-line talks and even prevents
council members from attending Finance Committee meetings. Thus, everything needs to be
vetted in the council meetings. Otherwise, the council only hears what the Town Manager puts
in her report. It's time to lift the curtain and get a grasp on what the public and some of the
council don't see or know.
If you looked at the agenda for the 11/21/16 Finance Committee meeting, you would only think
that the Finance Committee was meeting to discuss the investment report and a clerical error
in the Treasurers cash report. It was a $12.4 million dollar error that went on for over 6
months. Much larger issues such as bank reconciliations, misclassifications, and GASB 54 were
only addressed because a group of concerned citizens had to force the discussion. As
uncomfortable as it may have been for staff, changes and corrections are being made. I only
wish it had not been such an uphill battle that continues as I write this.
I see little evidence of what was addressed in the Finance Committee Meeting, nor of the
conversations with council, nor with staff, in the agenda for tonight's meeting. I personally
hate having to bring this up in public, and have given you a watered down speech addressing
this in public. But my real issues are the items not addressed by the Chair nor the Town
Manager. Suspecting that 99% of the public does not read the letters from citizens, I feel that
the council's only avenue to knowing what happened has to come from the citizens who were
there and put in hundreds of hours of work.
Below are items and issues that have been brought to the attention of staff and the Committee
Chair. These, I feel, should have been addressed to the full council tonight. It is they who are
ultimately responsible, and, without vetting them at a council meeting, they can't fully discuss
the ramifications, problems and solutions to the issues we have found.
First, let me state that I realize Mr. Conway has a very complex job. He is the first to admit the
errors made, and I believe he has a solution forthcoming. I see no evidence of any nefarious
intent, and believe him to be conscientious. With that said, I would wish for him to be more
willing to work with others who prefer to help behind the scenes, rather than being ignored and
having to bring this out in a public meeting.
I would say the same of Ms Prevetti. The town, along with the rest of the world (e.g., see
Brexit; see US Presidential election) want to see change. Being open and forthright are
paramount in today's world. We understand mistakes and misjudgments. Please do not leave
out the pertinent details. You are the conduit of information that the council needs to make
the right decisions. If the full information is not there, they get the blame for making the
wrong decisions, and citizens may view it as a cover up. We don't need that.
• Citizens pointed out errors in the 2015 CAFR that represent
misstatements/misclassifications of the general fund reserve classifications; one totaling
$2.2 million and another totaling $ 10.8 million. The council needs to know how the
fixing of these classifications impacts the money available to spend on town projects. I
don't see that anywhere in the FC report.
• The citizens asked for a discussion of errors in the Treasurer's report totaling
$12,400,000 which went undetected for over 6 months and questioned internal
controls that allowed this to happen. The full council should be very concerned that this
oversight has been fixed and procedures in place such that it does not happen in the
future.
• We questioned the generally accepted practice of the Town Council (TC) approving the
Treasurer's report on the consent calendar. This is a core report which reports the total
cash and investments on hand for the Town. The Council has been fully dependent on
two council members to give them fully vetted financial decisions. This has not worked
for at least the past year and possibly longer. A significant change needs to be made,
but I don't see that mentioned in Ms. Prevetti's report. There is no recognition of any
problems having happened. Everything seems to be just fine, until you peek under the
rug.
• We brought to the fore that Other Personnel Employee Benefits (OPEB) are also
unfunded liabilities. It is footnoted in the CAFR, but not one member of the council was
fully aware that it really should be a part of the UAL discussions. In my opinion, a
footnoted item of this magnitude needs full exposure by the staff, and all of this needs
to be spelled out in detail to the FC prior to a council meeting like this
• Several of us hope that we have raised an awareness for the need for the TC to better
understand general fund reserve classifications and the difference between restricted,
committed, assigned and unassigned funds and the impact they have on the ability of
the town to fund projects.
• We questioned the appropriateness of taking assigned funds from compensated
absences and post -employment medical to fund a street project. Hopefully, this is
something that the council was fully apprised of and the costs in terms of dollars to the
town.
• Unfortunately one of us had to use relentless persistence to "force" the town to comply
with GASB 54. Forced is a word I use due to the lack of communication from staff and
the auditor; the unusual time it took for them to admit the error; the retorts that
concerned residents were off base, and finally, the capitulation that the resident had
been right all along. The town has been out of compliance since the rule went into
effect in 2012. Council is responsible to the correctness of the CAFR and yet, there is
nothing in the FC report to let them know that they had twice approved by resolution
incorrect information with this issue, and with the $12.4 million mistake.
• The General Fund Reserve Policy adopted by TC 5/17/16 is still not consistent with GASB
54 and needs to be amended
• Shown in spreadsheet form the "loss" of "spendable" dollars to the town manager and
the council when the dollars are correctly classified. Does the council know that by
correctly reclassifying the funds, that the spendable funds have been significantly
reduced?
It is my opinion that all of the above points should be pointed out by the FC Chair in a written
report to the council. The other three members of the council are dependent on the FC to have
fully vetted the information given to them, so it needs to be a detailed discussion as to what
has happened, whether good or bad.
Jak Van Nada
Council Meeting 12-6-16 — 3 minute speech re: Item 8 (please also publish in the Addendum)
re: Finance Committee information that is missing for the Council's evaluation
The manner in which the information found in Item 8 of the Agenda is exactly what I would
propose that the staff and council change going into this revitalized and committed
administration. Up to this point, it's been business as usual, and it seems that anything that
could be construed as bad news gets spun into the whitewash bucket. This is a tipping point
that needs to happen.
Inexplicably the Town Manager's report never stated that the cumulative magnitude of the
error resulted in a $12.4m understatement of the Treasurer's Fund Balance as of June 30, 2016.
One had to compute this by looking through numerous pages of the appendix. These Quarterly
Investment Reports are the only reports the public has access to which report the total cash
and investments held by the Town of Los Gatos. There was no disclosure that the root cause of
this error was that the Town's bank accounts had not been reconciled for at least 6 months.
This information came forth only after concerned citizens asked very pointed questions at the
November 21 Council Finance Committee and presented a detailed list of questions for the
Staff to respond to.
After many hours of talking to council people, staff and town residents, my conclusion is that
the council and the public want the truth without the spin. Hit us between the eyes; admit a
mistake has been made; tell us how you're going to fix it, and let's move on.
The council and the public can deal with the truth and with mistakes as long as the mistakes
have been recognized and addressed. I addressed this issue in the Financial Committee
meeting in November directly to Ms. Prevetti, and yet, I feel that Ms Spector as the Committee
chair should have brought this up, but didn't.
The report before the Town Council tonight was prepared by Staff and not by the head of the
Council Finance Committee which makes me wonder who's in charge. As we view the current
system, the cart appears to be pulling the horse. I would like to see a reconstituted Finance
Committee accept a more robust role and ask the hard questions. Mr. Leonardis and several
other council members were very forthright when they said they do not know what they don't
know, but would like to know, so that they can ask the right questions and then make the right
decisions.
Had this item 8 come to us admitting that mistakes were made and fixes were in place, I would
not be standing here tonight. I don't think I could have been any more clear in the FC meeting
that residents want change and item 8 misses that point. All I wanted was to see was for the
Finance Committee chair to bring this to the Council meeting, explain the problems that were
found, the fixes in place and to move forward. It was an uphill battle to get the mistakes
corrected, and it appears that there will be a continuing effort needed to convince the Town
Manager to let the sunlight in.
As we have only 3 minutes, if the public wants the details of the problems that should have
been in this report, they can find those in our notes in the addendum to Item 8.
Jak Van Nada
From: Phil Koen -
Sent: Sunday, December 04, 2016 6:48 PM
To: Laurel Prevetti
Cc: Robert Schultz
Subject: Agenda Item #8
Attachments: 11.18%20Finance%20Committee%20Meeting%20Packet.pdf
Laurel,
Please include the Staff report that was delivered to the Council Finance Committee (copy attached). It is important for
the Town Council to see the original transmittal memo from Staff regarding the material error in the Treasurer's Fund
Balance and the Q3 and Q4 Quarterly Investment Reports. I know that this will be discussed by concerned residents at
the Town Council meeting this coming Tuesday.
For sake of clarity, having the original transmittal letter will be helpful to the Town Council. Please confirm that this will
be passed to the Town Council.
Thank you.
Phil Koen
I.
Finance Committee - (2016)
Barbara Spector, Council Member
Steve Leonardis, Council Member
TOWN OF LOS GATOS
SPECIAL MEETING
TOWN COUNCIL FINANCE COMMITTEE
AGENDA
TOWN COUNCIL CHAMBERS
11.0 EAST MAIN STREET
November 21, 2016 - 4:00 P.M.
MEETING CALLED TO ORDER
ROLL CALL
VERBAL COMMUNICATIONS (Three minute time limit)
AGENDA ITEMS
(The reports for each item are provided in the order of the agenda)
1. Approval of April 28, 2016 Council Finance Committee Meeting Minutes
2. Recommendation to the Town Council to Receive the First Quarter Investment
Report (July through September 2016) for Fiscal Year 2016/17 and Accept the
Reconciled Demand Account Balances (February through June 2016) as Restated
for June 30, 2016
3. Recommendation to the Town Council to Receive the Fiscal Year 2016/17 First
Quarter Budget Performance and Status Report for the Period July 1, 2016 —
September 30, 2016
ADJOURNMENT
cc:
Post (also posted on Town Web)
Town Council
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please
contact the Town Manager's Office at (408) 354-6834. Notification 48 hours before the meeting will enable the Town to make
reasonable arrangements to ensure accessibility to this meeting ]28 CFR §35.102-35.104]
TOWN OF LOS GATOS
COUNCIL FINANCE COMMITTEE
April 28, 2016, 3:00 p.m.
110 E. Main Street
Town Council Chambers
Los Gatos, California
DRAFT ACTION MINUTES
Cali to Order:
The Council Finance Committee meeting was called to order at 3:00 p.m.
Members and Staff present:
Mayor Barbara Spector
Council Member Steve Leonardis
Laurel Prevetti, Town Manager
Stephen Conway, Finance Director
Mark Gaeta, Accountant/Administrative Analyst
Verbal Communications
None.
Agenda Items:
1. Approval of February 18, 2016 Council Finance Committee Meeting Minutes
The February 18, 2016 Council Finance Committee meeting minutes were approved with no
changes.
2. Options to Address Unfunded Liabilities
Committee members reviewed and discussed the information contained in the staff report.
Stephen Conway provided responses to Committee members' questions.
3. Evaluation of the California Policy Center's report entitled "California City Pension
Burdens"
Committee members reviewed and discussed the information contained in the staff report.
Stephen Conway provided responses to Committee members' questions.
April 28, 2016 Draft Minutes Page 1
The Committee requested staff to return to a full Council discussion on strategies to address
paying down a portion of the unfunded liabilities at the time of the FY 2016/17 budget
discussion.
Meeting adjourned at 4:05 p.m.
April 28, 2016 Draft Minutes Page 2
TOWN OF LOS GATOS MEETING DATE: 11/21/2016
FINANCE COMMITTEE REPORT ITEM NO: 2
DATE: NOVEMBER 17, 2016
TO: COUNCIL FINANCE COMMITTEE
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: RECOMMENDATION TO THE TOWN COUNCIL TO RECEIVE THE FIRST
QUARTER INVESTMENT REPORT (JULY THROUGH SEPTEMBER 2016) FOR
FISCAL YEAR 2016/17 AND ACCEPT THE RECONCILED DEMAND ACCOUNT
BALANCES (FEBRUARY THROUGH JUNE 2016) AS RESTATED FOR JUNE 30,
2016.
RECOMMENDATION:
Staff recommends that the Council Finance Committee forward a recommendation to the Town
Council to receive the First Quarter Investment Report (July through September 2016) for Fiscal
Year 2016/17 and accept the reconciled demand account balances {February 2016 through June
2016) as restated for June 30, 2016.
DISCUSSION:
Attachment 1 contains the First Quarter Investment Report (July through September 2016) The
Town's weighted portfolio yield of 0.84% for first quarter) is still outperforming the Local
Agency Investment Fund (LAIF) yield of 0.63% (difference of 21 basis points). Therefore, staff
continues to replace matured or called investments with similar investments with respect to
maturity and credit quality. For the quarter, the Town's weighted average rate of return
lowered by 1 basis point from 0.85% rate earned in the fourth quarter of FY 2015/16.
The economic climate remains guardedly optimistic with signs of moderate growth in the gross
domestic product (GDP). The United States GDP expanded at a 1.4% rate in the second quarter
(April through June 2016), up from the first quarter's rate of 1.1%. The increase beat analysts'
expectations. Consumer spending, the most important component of economic growth
remained nearly unchanged. The Federal Reserve governors continue to give signals that the
economy may warrant an interest rate increase as some point early next year,
PREPARED BY: STEPHEN CONWAY
Finance Director
Reviewed by: Town Manager and interim Assistant Town Manager
PAGE2OF2
SUBJECT: RECEIVE FIRST QUARTER INVESTMENT REPORT (JULY THROUGH SEPTEMBER
2016) FOR FISCAL YEAR 2016/17
DATE: NOVEMBER 17, 2016
DISCUSSION (Continued):
Staff continues to concentrate on short-term (two years or less in maturity) for its new
investments with a potential shift from treasuries as they mature to high quality corporate
medium term notes (higher yield). All investments are consistent with the Council adopted
Investment Policy.
Corrected Demand Account Balances: Staff discovered through its own bank reconciliation
process that there was an error in the treasurers' cash worksheet beginning in February 2016
that caused the bank balances to be reported too low in the investment reports submitted for
February through June 30, 2016 of this year. The spreadsheet column for bank wires for the
month erroneously omitted the wired in cash receipts from the monthly total cash receipts.
This error impacted the investment report only; there was no impact on the actual investment
balances presented on the report or the actual general ledger cash account balances.
Unrelated to the error discussed above, there is also a year-end revision to the historical cost
cash and investments of $105,437.66 based on a final third party audit to recognize annual
amortization of premiums and discounts on the portfolio and other standard bank
reconciliation adjustments resulting from completed bank reconciliations for the entire FY
2015/16. The corrections and the revision are contained in Attachment 2.
CONCLUSION:
The Council Finance Committee is welcome to ask questions and listen to public testimony
regarding this item. Staff recommends that the Council Finance Committee forward a
recommendation to the Town Council to receive the First Quarter Investment Report (July
through September 2016) for Fiscal Year 2016/17 and accept the reconciled demand account
balances (February 2016 through June 2016) as restated for June 30, 2016.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. First Quarter Investment Report for FY 2016/17 (July through September 2016)
2. Updated FY 15/16 Investment Report second pages (February 2016 through June 2016)
to reflect cash wire receipts and year-end revision
N:\MGR\AdminWorkFiles\Council Committee • FINANCE\2016\11-21-16\FY 2016-17 1st Quarter Investment ReportLRP.docx
110 E. Main Street Los Gatos, CA 95030 + 408-354-6832
www.Iosgatosca.gov
Weighted Average Portfolio Yield:
Town of Los Gatos
Summary Investment Information
July 31, 2016
0,86% Weighted Average Maturity (days) 437
This Month Last Month One year ago
Portfolio Balance $72,971,658 $74,913,936 $68,176,317
Benchmarks/ References:
Town's Average Yield
LAIF Yield for month
3 mo. Treasury
6 mo, Treasury
2 yr. Treasury
5 yr, Treasury (most recent)
10 yr. Treasury
2 • 3 years
25%
0,86%
0.57%
0.26%
0.38%
0.68%
1.06%
150%
3-5years
is%
0,85%
0.57%
0.26%
0.35%
0. 58%
0.99%
1.44%
Portfolio Maturity Profile
0.79%
0.28%
0.08%
0.14%
0.67%
1.54%
2.20%
0 I year
30%
Compliance: The Town's investments are in compliance with the Town's investment policy dated November 1, 2016
and also in compliance with the requirements of Section 53601 of the California State Code. Based on the information available, the
Town has sufficient funds to meet the cash demands for the next six months.
Page I
ATTACHMENT 1
Town of los Gatos
Portfolio Allocation & Treasurer's fund Balances
July 31, 2016
Month
Cash Fund Balances All Cash Accts G/L Beginning of Month/Period 74,913,936.39 ' 74,913,936.35
Receipts Per Books 3,189,703.76 3,189,703.76
Disbursements Per Books j5,131,982.13j 15.131.982.13l
Fund Balances • End of Month/Period 572,971,658.02 $72,971,658.02
Portfolio Allocation:
BNY MM
U5 Govt Agencies & Corp Bonds
Local Agency Investment Fund
Subtotal • investments
Demand Deposit Balances
Total Treasurer's Fund
$53,469.49
48,336,854.55
4.192.309.28
52,584,633.32
20.387.024.7Q
572,971,658.02
Portfolio Investment Allocation
eta MM
(aryl Dfe*ICY InYtg(nertt run4 0.10%
7 9%
• adjusted lune 30, 2016 to agree to final reconciled cash balance all funds per reconciliation prepared for 35/16 audit
page 2
Non •1reasury Gunds:
Town of Los Gatw
Non.Treasury Restricted fund Balances
Jule/ 3I, 2016
Previous Ending
Balance Oepc1JL Interest }yitnI/W.81a2 Balantc
Cert. of Pettit yahoo 2002 Series A Reserve Fund 5 686.285 52 $ .5,66 S $ - $ 686,291 18 wme 1
Cert. Of Participation 2002 Set A tease Pymr fund 0.35 501,182;35 0.00 0.00 501.181.70 604411
Cert of P4r3itlpatlnn 2002 Series A Const fund 1293 0 00 17.95 0.00 t+u1s 1
COPS 2010 library Reserve Fund 1,277,371.65 51.2E 0.00 1,277,422.93 9Uer)
Total Restricted funds: 51,963,670a5 5501,187.01 551.28 S12.93 SI,A6/,895.81
These accounts are not part of the Treasurers s tired balances reported etsewhere in this Tepart. as they are for separate and distinct
entities
Nate 1: The three original funds for the ten ihcates of Paniopation 2002 Series A consist el comb action funds whist, ore: be expended over the
next few years, reserve funds which wilt gua anise the payment of lease payments, and a third fund for the disbursement of lease payments
and inEial delivery costs
Note 2: The 2010 COP rands real! ftlr the Library construction, reserves to guarantee lease payments, and a lease payment fund for the
life of the COP issue. The COI fund was dosed in September 2010,
Poi.!
Town of los Gatos
Statement at lnterest Earned
July 31.2016
Interest by Month
July 2016
August 2016
September 2016
October 2016
November 2016
December 2016
January 2017
February 2017
March 2017
April 2017
May 2017
June 2017
Pugs: 4
$40,143.04
$40,143.04
5734123,91190
L0/1 n of Lacs Gatos
Inrestroent Schedule
July 31, 2016
54445v11ry 15031097 Intentsr pnfmar.
5393919 P41 0.1/Int, 11314r111 Ot4e ea 11.0111 3.4.31 10.9 134.0
149399 413.5 93533 Lan 9•133 044964 9.5M 54.9V.1 14199 5!5 5.1171Z1
911,111 C49334135131, 03/31775 75555Z30 )510373* 750..595555 54W2057 0919 5 9,402,03 5 119533 $ 38164 5*5
4311031. No. 05/101 103/1171530 11323,190 33 3,000:0W00 7/3).1016 04/1 5 3643743 1 41 114 36 5 i!'535 0
551743 t45. 4 55M. 0317547/ 53:44000.50 101430000 tool 307A0 9/25/2016 .55, $ 24330W 5 15505449 5 567.00 55
i[ 7w4 5545. C•50 C'v pas N.A. 01/02/00 500,001100 507,200.00 505 550550 11155),7011 1014 5 340015 5 333345 5 431,33 431
1o.5. 555505 3,43 Gat910414005, 07/25/16 9500000 954736.50 956.14375 577017919 3. 2455 5 17,401.111 5 • 5 34317 5523
71160. 3.304 43 905+ 04/1445 5100.00000 110050) W t 511075001 13/115)054 0 511 5 7313030 5. 75114.53 5 7006/ 105
4e.3.3.t N011 06/50/14 50W00004 1,020.3151,10 C45 100067700/1/1512015 0.333 5 12,0534* $ 11.139.59 $ 13057 107
1,3e9.1, Nett 06710/14 1000.00000 11701,067.54 1513232100 /5315 057 0.7154 5 1433173 5 14,345.10 3 547,70 133
37/913 0311.46343 013115/53 4:3310,000.00 4031,310000 400504003 1114/1071 0.131e $ 54337.33 5 43,74354 5 7.44441 375
1,.433 431. 03/71/14 300040005 7,013,1367.5 7005 516.00 3/31/2017 0,171. $ 96,535:25 $ 30,755.49 5 1,15042 /43
5/.44un Nase 06s1s1. 500,00000 49115553 531,)7000 4/30/2017 0*94 5 6,105.0) $ 5356457 5 177.35 275
44304413 C395031439 01/11/13 500400,00 159.260A3 501.45330 3r15,53017 1611 5 7973554 5 7033501 5 49795 755
7740555 14e4444 Nate 10/19/12 1,545.00090 1,501,05501 150143344 9/34/7017 0141 3 5 1, 23135 5 '5741331 5 1204.11 416
519745 3.37113.3105. 11/30553 5*0000000 7.005,75003 1023,427,13,0 4/)012017 0433. $ 3105534 5 93,465. $ 792.79 415
531744 7....-4131444 73704J12 I/00,000.00 1,00275000 1,011352700 9/70/7017 0545. $ 12,91467 5 31633.09 5 44340 415
55f1 Caapon 7544,. 29/14517 1000*02.00 1,94646005 2003571100 4/71J2017 014* 5 53455.177 5 55 ,7570 55. 546225. 417
11315 C43.61454 12/12/13 100040000 1.44312034 100147400 17/1.3017 0265. 5 51.03111 5 51.173 75 $ 55295;75 49$
353444 031.33 5431. 05/1113 /07130:000 1,004,417007 1005,730110 7)5/2046 10351 $ 12.41710 i 3137. 58 $ 57895 $47
m31 13401541e 51005 05516711 55L3034135111 951450.01 1051,774.00 5/3/2013 1.1755 S 76635.39 5 3149341 $ 99153 611
5551 Cb 55555 5561e 6.39/ 5 IS 13 0,1G CO 99171000 1,007,71000 4/233014 1.331 5 3131.63 $ 52,547135 5 143713 75/
1.4.3, Nevi 119/)01s 1,000,00003 7-060,465.75 7.,01,435313 $/35/2017 01133 1 793394. S 773012 5 67744 334
1ea4...+4 Now 4/5/7015 31431200/0. 6..004,510.65 1.004355507 5N5/3037 5471 5 7)69b1 5 6.60.75 $ 593.45 411
771.591 Now 64772015 51370000.00 95,5,465.75 1.e01,425.54 4/13/2011 1091 5 635157 5 1134275 5 921.35 623
Fltlt Ceagea Note 6/1177053 1.000133130 1,9413430.00 7010340.00 5/ 13/7015 4.19% 5 5)533 53 3 2546931 $ 3413 38 633
itrii.1 NW4 7/345015 5,010370000 01.47100 1011,25105 6/70/2019 3.0095 6 17,59113 $ 3,277775 $ 354,54 693
7555 0909545693 7/3017013 2.50043330111 3.509125.00 1.514770 CO 12/15/7055 0.961E a 7133175 5 2222013 $ 2:050.170 505
154/ 3.4. 4353 1V20f7015 17500ib0 1.237.07500 1,25 56110 7/25/701d 5.141, 5=7,54131 5 12134..13 5 1.39967 724
M55 C...p7.1fote 5/11/2011 1,06400100 399.30047 5004,930.00 7/25/2013 1,071 $ 915750 1 9033.35 $ 905,13 724
u[6 Cos.o, tote 5/27/75515 LO0uS00.W 1052:05050 Ip11.44005 3/24/25517 15.691 3 1,42730 5 3745.7? $ 55151 167
W.74 3.1 (449,e'09 Nett 5133513011 100,OW09 994.96005 104.2 900 4/.1 /7013 1.179e 5 33 75 405 5 1.9115'a $ 45019 114
0.44 4o.03.4540101e 97754033 9$5,00000 955291.50 991691.45 11/1/1017 13155 5 717505 5 5,151.35 5 91754 455
Fst8 0555555,. Note u),1 trent. 1,000,011W 154/1230 0 11/36,15005 6/1/7073 1.811I5 $ 15347,37 3 403134 5 75144 -670
54*5 0.5455Nato 105)74)13 1.000,00000 145070317 1077;250:00 1711/5)114 0405 5 441125 S 5,413,1< 5 20741 775
7634 06upat. *5451 30519/2015 1,501000DO 1494,440.00 5301,47000 1035/2015 0994 5 5,131.35 5 1484,54 $ 1.75335 600
Ch.waa 5.a55.... 547r. 5:715%7015 t750,045,05 3.237262 SO 1254,911.50 11/4/7017 1.1374 3 37350 AI 5. 4441.53 $ 1.37141 964
5.e.34.9 Nete 5/26/2016 55001100,115 1194,90234 7502,147,50 3/24()1715 0455. 5 tent*} 5 '5.31130 5 1162.31 577
wens 1e53o 55e194,t,535. 05/2456 143331000.41 1.001/5010 1,007.47100 3/2377056 1564 5 1711.50 $ 6,33715 5 1379.04 110
54i440. 0ave,.', .,n. 4;74/7015 54500.45107 5(104,400.00 1,014,31700 17/1712016 1.045 5 4.60300 3 1,774.14 $ 467,17 559
FMCS *33433,N57. 425/2055 1410050450 outman 1.007,740450 9R1/1019 5.0955 $ 1122030 5 116067 5 43031 455
55413531
SNr 13M
She
35'1143
$ 41.335*61.15 5 41140} 456.10
53,469.557 51.435 41
a357,370557 4,59150911
773,056 44 5 779111.33 SS 37,459.70
3,523 ST
55154439337 552,E 25447 5 777;056A4 5 750:315513 5 31,73243
I5453 at 531. W911
5A1300351514 0
/134 torpo..4a., 54e005434 Nair 11113/17 7901110595 757.505.00 7.12772124 47546 5 3)190 4 $ 75,156.E $ 030.57
Ta141 W,e07alntx'55 5Wr.4'
64413335/ 5414
1704$0100 5 3817747 C.e , 50512547 `f *4.141.03
153300
0.5 Y3e' 319573,414.09
L4 543.4 511.3001113473
Y-13334 $5,701.131,70
159e3+4 5004
352584,51033
Mut43 to tag 7Uffi1Pn 5.55nf
4t5p•440
' Wi
111714.44. 040,335654 55
540'MM 53354.39
yr 4.392,309.1/
T41313 $2.1. 34,633.37
Weighted Average Portfolio Yield:
Town of Los Gatos
Summary Investment Information
August 31, 2016
0.88% Weighted Average Maturity (days) 458
This Month Last Month
Portfolio Balance $72,070,685 $72,971,658
Benchmarks/ References:
Town's Average Yield
LAif Yield for month
3 mo. Treasury
6 mo, Treasury
2 yr. Treasury
5 yr. Treasury (most recent)
10 Yr. Treasury
-3years
25%
0.88%
0.57%
0.26%
0.35%
0.58%
0.99%
1.44%
0.86%
0.57%
0.26%
0.38%
0.68%
1.06%
1.50%
One year ago
$67,968,168
Portfolio Maturity Profile
0.85%
0.30%
0.08%
0.27%
0.74%
1.54%
2.21%
Compliance: The Town's investments are in compliance with the Town's investment policy dated November 1, 2016
and also in compliance with the requirements of Section 53601 of the California State Code. Based on the information available. the
Town has sufficient funds to meet the cash demands for the next six months.
Page 1
Town of Los Gatos
Portfolio Allocation & Treasurer's Fund Balances
August 31, 2016
Month YID
Fund Balances - Beginning of Month/Period $72,971,658.02 $74,913,936.39
Receipts 2,520,202 60 5,509,906.36
Disbursements (3,221,176.10) 18,353,158.231
Fund Balances - End of Month/Period $72,070,684.52 $72,070,684.52
Portfolio Allocation.
8NY MM 548,262.39
US Govt Agencies & Corp. Bonds 48,333,981.42
Local Agency Investment Fund 4,192,309.28
Subtotal - Investments 52,574,553.09
Reconciled Demand Deposit Balances 19,496,131.43
Total Treasurer's Fund
$ 72,070,684.52
Portfolio Investment Allocation
BNY MM
Meal retntyinvestment fund 0.09%
7,97%
US Gevi Agencies E Corp. Bones
9133 t4
Treasurer's Fund Balances
74,po0,000
72,000,000
70,000,000
68,000,060
66,000,000
64,000,000
62,000,000
60,000,000
S8,000,000
56,030.000
Town of los Gatos
Non•Treasury Restricted Fund Balances
August S1, 2016
Previous
O 1 njS Deposits 61ter671
Nor 4reasury funds.
Ending
ithorawais Balance
Cart of Participation 2002 Series A Reserve fund 5 666,291 18 5 5 5.84 5 S 686,297.02
Cert. Of Parti[,patton 2002 Ser A Lease Prot fund 501,1111.70 0 00 1.86 S01,166 75 la.81
Cert. of Participation 2002 Series A Const. fund 0.00 0.00 0 00
COP2010 Library Reserve Fund 1,277,422.96 0.00 37 79 0.00 1,277:460 72
Total Restricted Funds $2,464,895.61 50.00 545.49 S502,268.75 $1,363,772,55
These accounts are not part of the Treasurer's fund balances reported elsewhere in this report, as they are For separate and distinct
entities:
Note 1: The three original funds for kite Certif. totes of Participation 2002 Series A consist of construction funds which will be expended over the
next few years, reserve hinds which will guarantee the payment of lease payments, and a third fund for the disbursement of lease payments
and initial delivery costs.
Note 2: The 2010 COP Funds are all for the Library construction, reserves to guarantee lease payments, and a lease payment Lund for the
life of the COP issue. The COI fund was closed in September 2010.
1'
Town of Los Gatos
Statement of Interest Earned
August 31, 2016
Interest by Month
July 2016
August 2016
September 2016
October 2016
November 2016
December 2016
January 2017
February 2017
March 2017
April 2017
May 2017
June 2017
Page 4
$40,148.04
41,290.98
$81,434.02
Toss's of I os Gsttos
Investment Schedule
Augnst 31, 2016
0,4,*41 mute 30M3r/ry 1200 t. 0M0e8 37100.0 Imre.4 0444
034.10. Par Ors21.40 10.4;0oee2 1314001 one cr 49.63174 10400*d 60s,0 440,40 30.
0.320010 5190,E Olaf 105 34 e793/1/1" V1103 C44R418 84st9 410313 33 /8,!. Gamma! Mith41
►342a8 Ca5o *53 Not• O3/SV15 750.000.W 733Jt37.50 3A77S6 750;462.33 57/512017 0.9193 S 5.401.tA 4,455.46 S 1241J4 151
130404 Mx Coupon 7rp5 0//01114 1000,0200 7,W5,50000 5.340A0 Sun310O0 4/55J'2019 097% 5 N.K?.:50) 5 5 /9364 957
MOM* G440ir N0tr 031M114 1400,0C1100 1A1430A00 14,4a013 l8i1;671A0 9/2613014 A46%. S 25,OW1 5 U,033,44 $ 1,13100 21
?oyata 34pltt C144 50o*.8 Naa CJJ30f13 S6U.0U7F71 507„3[O:OC 2209* 0 V11.32A.50 3fjr5J3017 I OS% 5 4.4ip069 5 3,13441 $ 494.90 407
l6Ypil Mbler C7:4i1 CQr4W43e Nola Or/5116 350,00000 954,74450 4.2449tr 952,47995 5/20l2019 43837 4 f1:401.29) S 5 S,H553 997
4NM4 r,44144N N4t< .15/14113 3500000W 1.570.C4ri,430 0W LSWr47000 SIh411036 C.SSti 5 26,75000 S 23134.93 5 Sp2.37 71
0NM4 COMM Wm O4104/13 6.20g151000 4,/04;/0001 &8i000 4,00405000 1/14/1011 0,12% 5 0935133 5 93,23954 5 409'22 135
3303444
90. 05/11124 },C00,A5000 2055756.23 13.55623 2,0M000W 3/31)20k7 0733 5 3916325 5 30,751841 S 2�43163 212
',min, Now 56/2424 300A3100 N3,110440 1145.3a1 500.496W 4V14R4;8 0..63N $ 4Y4407 S 4,344.22 $ ?5,4.77 247
1.r444rs C.op4* Nn1s 04/31/13 500p0PP4 503,745:40 4,2R100 502,09300 371517012 3419 5 %73534 3 2433k65 5 395.50 357
f6Mt t:44e6M Nat* igs13112 L50g000.06 1.504.05000 17AA.00 1,504,447216 9l70126t7 A34% 5 51.291.6T $ 54446.i8 S Y.406.71 303
US 4anc4xC' CA'40rste Hot* 4ri12/14 1.�0,0030D I.OI3/15500 .13SIftUr1 1.013745900 F6r15J20U 1.CFI4 5 Nd9533) S 5 663.30 775
4430.4*47i 5.43641. Nom 131/1014 1,050000.00 349,470.00 153000. 494,050N0 434/3019 3328 5 $ - 5 731.73 1072
iNM4 GIm64 N.i1e ii/3t1'12 i,000,004;W t,WI,M0.50 A200.00 1003256.00 312072017 09A4 5 .23033.36 5 334504a 5 13d53,1 333
441139 545313e245t. 12104/12 1,000,00010 1002,75000 2.75000 0324 00 1/30!2001 77 41 5 32.111,.17 5 13.453 06 5 3,60120 345
Ff0! COWwn Nose 10/14+:i 4200.136003 1.316,140.01 30562033 0
L399.71110 4/3117017 6469 5 54103.05 5 0.377520 S 3,921_50 310
F3436 C8041,No1s 62/27151 5600,06000 3,43472(107 17,>a61t[n 7,994,000.00 31082017 07154 3 53011.0 1 34370,T5 5 7.53150 AMF Nets. C49ab1e Note 04117!13 14t70,06006 I,W4,46oAti 4,400,00 scut:loom MINIS 10334 5 31417.50 3 13.3,4.33 $ 175190 553
*AFL 1290016114 8414 05/16/15 100000040 941,43001 04.314941 72Y00i 999,39W 558/2016 SlTx $ 24.121R $ 764364t S 196I 15 600
I344 pOtl30W N}217018 1176. 5 13,i91K $ SSW?39 5 152121724
Uerwry Nele 62015 1600,000.W 200,164O
14475 1000,230.430 6/3511017 0716 S 9,43364 S 7,7102 5 1,73531 91i3
55*54.15 NOIs 6/6/1013 1,41701ADOD 5, 04,240.11 4,14d4,3 1. 5,051.00 4+ISl301T 01237 5 13054 5 1,K9.T3 5 S,i81.46 310
1e.mu74 N41• 412112035 1020,000.00 39c,di3:7S t4,S)1.751 499,53110 4/L4(703R toss 5 6,33L9i $ 31,441.73 S 1342.73 532
FN1,4 Coupon Ne44 4111Jl14U 1050,000770 i,991370.00 36,105043 2,005,14000 5/23p618 119% 5 2051351 $ 23041542 S 404!.13 432
77334304 )4o9s 713t/3t7U 1,00400000 1.016623.00 30,473.00 1034357.00 00494E 5 72 11 300.54:.11 5 9377.73 5 5/10.67 444
9651 05513543104 7/30/2035 2,510.0(0530 1.509,5254.0 1.52500 332051500 12/14/5017 0.9*5 5 24.54175 S 12221125 S 4.15055 414
64016 33550513513 310f7115 1250.000.00 11/207500 77.$2500j 1:252,t25330 7/35/3014 k.13% 5 17,34163 5 I2.144.13 3 23%94 613
. 60.8 Goappn 640*, 6/2513053 S,(AO,15010 334,30090 1500.0411 3.3312,140.f10 1/7511414 7.0776 3 9.667.50 5 41361.55 S 2.817b7 643
7t Cavp.n Nu• 0/2rt20ts 1.m010A60 1.001:06ALY4 21M000 53033170520 1124/2017 90314 5 7,43750 $ 5,28177 5 1.06313 236
104i1040e CprBa.vMoir 3/251261.3 1090.000110 431,30300 13.040416) I,003,333W 4116/3910 1376 5 6,13300 $ 3,41145 1 L3b37 i111
,71MNY 1.31p44443Na45 4/75120k5 444330IX7 99S,ri43A 71390 933,23010 1231/2017 10831 5 3.429.04 8 426142 $ 5133.91 457
4758 COupBlt 649*. 10127J3015 11t39tag00 1,04R.73000 13.233.00 1.036,120310 6/3/7010 01569E 5 14.14722 S 5,053,32 5 1514,91 439
44.16 C4.p00 W. 101274013 3.110000000 1055,00005 5430.02 550334005 9t34/2054 0,454 $ 429133 $ 0,433.34 $ 1434.90 144
60(1 Coupon Mole 13028i2e55 4,51050000 1341304050 t5:1400t1) 3A47,345.02 l0!Y/2518 0.990 S 5213353 5 5,46464 S 2.324.75 743
CNevr4e 509p0r41.Naa 32/1582014 L330,0 509 L752,26250 2242.30 3.254210.00 31/3/2012 1254 5 7003.33 5 6141.73 5 2,443.37 425
t4.x4ry Natt M4'./N34 LSJA,COCW 449/,16134 5S173if6) 1,439,39450 3119/701/ 0918 5 6,41512 5 5.14515 $ 5,824(.4 544
W.1e33343, 3*393+343 Nat. 77W7034 1000,000.00 1.001,46000 ib800D 1.505,946.00 1/27/7016 2565* 5 8.31250 4 0,387 3 S 2.453A7 501
CNL*sf 04uppn 904 4/24!2434 1,000.007.00 l.004050.00 1 `0,00 1.010,1710.a6 u11af2011 5.009 $ 1,1061R 5 4,774M 5 5,7043i 131
f{C6 CevoOn Note 412i72016 i.000,00000 t,003AN70C 3.8?0:00 100147AW 1371770/3 L09% 5 11274.Nf S 140042 5 1260.62 312
332/93441 5 43,333,94542 $ 353331,42 5 45.34101213. 5 6e4/504.13 5 433,257.11 5 7430517
170 MM 43,252 33 41,162.39
7A47 0/4 33338/14 335130418 4,132.103.21 4,344 AS
557574r53909 535,08,14435 je 444,40933 5 201,121,45 7113191
50150r1. Wif
33310/4303111410
14541.101.400e Colpor41.4401. 1111342 ➢50,950 6 25253009 32,50.00 7728/2014 0230 $ 53.190 it $ 23.336.64 5 35042
Trsat95 N.14 0414114 3000,011030 1.015,31053 25,395633 4d133014 6.370 $ 74,349 al 5 4,194.61 5 1.2239,
TsNN.4 Male 04,05/34 1300,000.00 1040E0 CO 0.30 4/4i076 000% $ 12A34.40 $ 121154.44 5 319.32
33543344, 453 06/7015, 1.00000002 11101/53:10 4.002,50 4/482056 842% f 18732:73 $ 14.133.57 $ 45133
TWA 4 350,7M1 '131.15.e19
3.40.4.157.036r.
par+.=
12 Yeses
2.3 vear1
S54.a+1
%W U. 150p4343140. llep.rl
$1,13,35413
11344.031
510.330.70546
526,542 441.1)
54463,336.5,3
30 OC
552,5H35103
3443344433
-505
543,333.912.32
4/,242 31
3,112,30928
S12,37433105
8,73 S 793353014 5 S4,4:4401.
Weighted Average Portfolio Yield:
Town of los Gatos
Summary Investment Information
September 30,2016
0.84% Weighted Average Maturity (days) 430
This Month Last Month One year aRo
Portfolio Balance $69,818,409 $72,070,685 $67,716,336
Benchmarks/ References:
Town's Average Yield 0.84% 0.86% 0.81%
LAIF Yield for month 0.57% 0.57% 0.30%
3 mo, Treasury 0.26% 0,26% 0.00%
6 mo. Treasury 0.35% 0.35% 0.08%
2 yr. Treasury 0.58% 0.58% 0.64%
5 yr. Treasury (most recent) 0.99% 0.99% 1.37%
10 Yr. Treasury 1.44% 1.44% 2.06%
Portfolio Maturity Profile
2.3years
25%
Compliance: The Toam's investments are in compliance with the Town's investment policy dated November 1, 2016
and also in compliance with the requirements of Section 53601 of the California State Code. Based on the infiarntation available. the
Town has sufficient funds to meet the cash demands for the next six months.
Page I
Town of Los Gatos
Portfolio Allocation & Treasurer's Fund Balances
September 30, 2016
Month YTD
Fund Balances - Beginning of Month/Period S72,070,684.52 574,913,936.39
Receipts 2,469,598.82 7,979,505.18
Disbursements (4,721,874.72) (13.075,032.951
Fund Balances - End of Month/Period $69,818,408.62 $69,818,408.62
Portfolio Allocation:
BNY MM 51,127,413.27
US Govt Agencies & Corp. Bonds 47,319,381.42
Local Agency Investment Fund 4,192,309.2.8
Subtotal- investments 52,639,103.97
Reconciled Demand Deposit Balances 17,179,304.65
Total Treasurer's Fund
local agency tn,,tstmeat Fund
7.96%
$69,818,408.62
Portfolio Investment Allocation
BNY MM
2. 1.4%
ttS GMr Age6ctes & C4,8 Bc 'ds
89.86%
Treasurer's Fund Balances
74,000,000
72,000,000
70.000ADC
68,000,000
66,000,00C
64,000,03C
62,000,000
60,000,000
68,000,000
56,000,030
Town of los Gams
Non-Treasune Restricted fund Balances
September 30, 2016
Previous
Balance
Non -treasury Furds
Deposkts
Priding
Interest Withdrawals Mktg
Cent at Participation 2002 Series A Reserve !-urur 5 685,279.67 $ - S S 85 5 - 5 686.285.52 nese 1
tert Of Participation 2002 Ser A tease Pymt Fund 0.35 0 00 0,00 0.00 0.3$ New 1
Cert of Pertiupaton 2002 Series A Const, Fund 1293 0.00 12 93 Nat* t
COP 2010Library Reset vefvan 1,277.31272 0,00 5&.93 0.D0 1,277,371.65 nate/
iota! Aestricter3Funds $1,963,605.47 $0000 564.78 $0.00 51,963,670.4E
These azcounts are not part of the Treasurer's fund balances teperied elsewhere in thts report. as they are for separate and distinct
entities.
Note 1: The three original funds for the Certificate; of Participation 2002 Series A consist of construction funds whrtJr wilt be espended over the
next few years, reserve funds why will guarantee the payment of tease payments. and a thud fund for the disbursement of leaser payments
and initial delivery costs.
Note 2 The 2310 COP Funds are all for the Library canstructlon, reserves to guarantee lease Pawnerts, and a lease payment fund for the
life of the COP issue. The ♦`O1 fund seatdosed in September 2010.
rage"
Town of los Gatos
Statement of Interest Earned
September 30, 2016
Interest by Month
July 2016
August 2016
September 2016
October 2016
November 2016
December 2016
January 2017
February 2017
March 2017
April 2017
May 2017
June 2017
Page 4
540,143,04
41,290.98
39,945.53
S121,379.55
To55 it of 1,415 Gatos
Investment tirheduie
September 30. 2016
Orerai Woe 5667.7763 4.0416 iMuea 675441742 761rum dIP
546.21 pe, 645/H1H (4164436,4) Marta Cole 4Y 100m ,, Ncenned wtnw tamed 1
1.+u173rcim, £95H1:131 6659 Yl:45 EPT (..40,95m 113499 4d)_44?M7! 55.5 59901 tf594.1.6. 0467161.I') hi.4u._3
p74214 Evr667646. Mat 05711{55 556.00000 153037-54t 5037.57 756.67715 511572027 69242 S 4,662.64 5 435,5 SS 5 577472 227
Fr9.14,. My coupon N674 176763736 11100,01177 E 1.06564307 656600 1 414,44106 4/35/7619 0.3794 5 36,062.563 S $ 151111 427
7a3y1 44016, t;,43, C9e644746e 47/241/15 57616,111117 501,166.5 7.206.00 522644506 16.75/1014 7055 5 445544 5 5,131.63 $ 1.32743 975
32y416 4666 4.4444 5a.p6ro Nate 67/75/26 655666.00 154,245,56 a 746 56 951,143.76 5725/1019 1745/ 5 (2613 34) $ 5 2.16417 445
55444 5744414,33,774 56/14n3 1,504.515200 1,50675,56350 034 4504,6150E 3445/3026 9537, 5 54 5p01 $ 253114,63 5 07465 6.1
54644 547666,Noss 54/94/13 43455535012 4505657000 4,600.06 66564360W 7/147017 07271. 5 166,13335 5 15,25134 5 7.31614 115
1,6616, koie 55/77/54 2,54)6.00055 1075,156.25 13414.25 5,0665126.173 5/35/3517 0735 5 2511525 5 20,754,44 5 66195X 164
14.e67are Nate 66/251E4 500,60005 45906469 1195311 5/498650 4336/1057 17596 5 6,16562 5 191642 3 511414 ill
6909456 40904A 44 014 43/41/33 166,300.06 509346355 925506 514.76550 5655/5047 56195. 5 24,755.54 5 76.515.65 5 447775 277
FNAY 5546166 9654 10/79/31 /,5053402,60 2.507.05050 4,656.00 6503162370 9226./2657 0.566 5 54741:67 $ 52,436115 $ 1,57344 375
13554nrwp Co<parge Matt 62922036 14056.016430 401565004) 19,35000 5.01)663.50 soft322034 14895 5 36655i31 5 - 5 1,53107 745
344344671 6.6755,4445454 1+1/2356 1.00513306120 493474.270 4550047 99561350 4/471014 33755 5 5 5 4623.91 7042
4610.0 (3440. h4,4 1415607 5000,941455 17315.2540.00 4)3545 1,067.56660 9/10/7513 04YA S 15.055544 5 32456G6 5 7,95240 .155
FNMA 5444634417tr 42/04/72 1.66675003 14)22,750.34 1.750,00 50(12514135 9/147077 11166 5 37;47457 5 11,451.66 $ 237594 745
440 Coopp.47on, 133/14'42 2333060006 5996.944,01 I10116.45 7.651060.00 972112617 6 MI6 5 65,155.06 5 61.725576 5 4,349.57 355
35415 CuWan N6h 37717711 26750.060.06 1956726.66 (5340001 2 60244000 3214(2117 4575E 1 . 57.24131 5 54,370.75 5 551545 424
524544 66(4554691* 61/37/13 1,000220)67 36214.45)66 4,41600 1176706621 WW1. 7.605 $ 56.65250 5 .13,595.34 $ 7.60454 521
547. 56676n76 Nose 05f76/13 60060002 9934400/ 19,319.391 114.50600 573/T534 1.476 5 25.03549 5 54,44544 $ 3.947.74 340
(we coupa-'4 Nats 4/4/5935 1600.00609 947,710110 22,110601 1.061.530.05 4/17/2034 1.225 5 13.99164 5 12,447.35 5 3477.93 496
14t41...1, 53654 6/5)2015 07711410.06 1046a61.43 44475 1005,04600 6/1604017 (3,7796 5 7,43509 3 7,730,43 5 1,433376 273
136.66772 Nate 4/3/2015 9060,030043 1104.14061 4,11061 1551,05640 4/1512037 0.431,, 5 3164306 $ 4.669.73 1 2226103 350
17r6.4y 73516- 4/11/2015 100067003 990464. 75 19,51175) 1600.15600 44134019 3E9* 1 6,69597 $ 31,44275 5 3,734.47 567
5364 C66066 MNe 6/35/2551 74Q0,006.60 1501.134,+53 ;4..1350s 2,60704000 5/75/2014 2.11, 5 541,51450 $ 25449.41 5 445062 607
11645674 7491e '/33e20731 4 )602940 ).450,6260) 10.62500 6616.401.00 4/560032 1005 5 14.59313 3 0477.23 5 4,54751 636
47131 5.6615661464 773307015 5.50110170.00 5.501,52540 3.57535 7310:545.60 2.7/243017 17566, 5 24443.73 5 2522623 5 4064.11 444
17154 (t9p.M1 5544, 4/20/2015 1,25300005 1747/775.331 1462506 5151.25601 77/5/7014 21354 6 1434462 0 59.451,15 $ 3,53171 463
4443/5 toupaa kqe 455/2045 10001101110 999,50660 (50730; 350556055 )/75/7511 2.076. 5 1.447,50 5 4063.373 5 2.55677 453
1455 55opan*53w 4/77/2035 1.60660001 47702X16005 70466 51511207.01 4/3472017 0635 5 353150 1 5,1117, 5 1,5770/ 2%
34.43.40 5 34.53 Nets 9425/2015 160000000 994960:66 13,046355 5607,24400 4/11/2554 3.115. $ 6,525.06 5 3.913.05 5 5,934.67 574
0.7.6e9 E9r3.7oale Nots 5925/3055 9957703011 99569660 261.50 993,64356 1.63/2013 3066 5 7R7904 5 5,25547 5 7,72633 427
4FCt 5666.43401. 50/11/541 1.07066061 5068630W 44,214100 5030.ifi00 5/515014 0464. 5 14.447.21 5 6,043.33 5 2,35046 61,77
041 0O49,9. 4919 20/27/2075 1,4047000.00 1005,63606 5,040.06 4,004574 to 9/14/2014 0 456 $ 9,666.35 5 4,439 3.. 5 7,344 IS 714
4464 C56.eo. katr 19h9/2915 5.50 54006 1,494,64000 35.346167 1.49946106 30/501011 6993+. $ 5333.13 5 5440 44 5 3,749.43 734
CN4.4a„ 56,6.454 Note 42./15/2015 1.256010510 22522625227 2,202.50 176261575 13/9/24017 125% 5 350/.13. 5 644.577 4 1,92242 405
13754u73 7136, 3/26/7016 1.3003000 5,49490259 25007465 4505445,55 5/24/2636 5.905 5 5,575.12 5 614510 S 6A4143 546
35449144444 C6341s2e Noon 2/2/7034 455600.05 9054.69055 1.110315 5602,49400 142A311/ 7 5465 5 4142 50 5 4 667 90 5 6,944 24 679
40t515 504666 RA) 4/14i7014 15540055 1,001:04001 105635 501676006 31/1732031 104% 1 4Ya100 $ 1,77454 3 2132.49 406
4418 C64546 4441r 6249/2030 126051000 196167060 117600 1,009,44065 3/73/2014 .10931 5 4,57554 5 146062 5 2./60.42 407
543e553 5 41444,4144/ 5 124,30142 5 47343,15517
1644 647.4 11.77,645 /3 1,127 623,27
4431 r44 12/75714 4142.3DR Er 4.192,509.24
.V.099,195.97
S 134,631.11 -5 550.12296 5 110542.741
6 19957
02,441,414.43 y 725459.33 1 434.153.444 5 524.45I.37
4414 671665560
7446341Aefi
1654C910941606 04394443r76744 11/11,71 75000000 747.50500 47,147510 3/2272616 0.763I 5 53,43047 1 41.336:44 5 35067
t,4.66u62 6614 55/13/33 1003435606 1025,14664 15,39641 4+7/3434 04751 5 7426743 S 44,151.45 5 1.4T397
744504.4r %Ott 0611044 5.00/ 07055 1.404.000.07 607 46/2019 0304 5 1255147 5 11155.54 5 599 Si
1346471 Nele 06/14736 i,W3KQ50 1534,763.56 406236 4/422016 0426, 4 3410311 5 34174.43 5 05416
45145 S413044e417. 01°7/'34 1400434.310 1574,60000 34,4553047 9/24/7533 0341. $ 3525043 S 55045.44 5 044..56
lots, 5,.labonu'M4p..Ntt° 56426.55143 5 914.514,71 5 5'19,'345.1
M444447 94444r Amtiotr
O 3 wa 523.12563037
1.2'ohm 5224417,041.ao
2.4 494*5 17,444.566.56
3.5 094 $606
$33.639,15555
4446264 70 (661 6642066 6096.4
Arnertaa3
54414634. S47.339.. 34147
4137 MM 1.117433 /b
143 4,542 369.74
76,363 557,639.303 97
Tom Of los Gatos
POrtfolio Allocation B Treasurer's Fund Balances
February 29, 2816 Month
Month PARE[TFDFund Balances •&gmn.ng of Mant!?Aemo0 5?0.618.926.8E PTO
570.618.926.85 570,832 337.72
RKeidts 1.215.05318 2,126,79O.39 24,881,60321
Disbursements (2,835,731.841 (2,835.731.841 126,725_642.741
Fund Balances- End df Month/Period 568,948,248.19 S69.92L985.40 S68,998,248,19
Portfolm At;o69tion:
13NY MM
05 Gout Agencies 8 Carp Sands
Waal Agency Investment Fund
Subtotal . investments
Recaaxded Demand Deposit Balances
544913.19 542,913.15
40,167,385.57 48,167,385.57
4181,706.38 4,181.786.3$
52,392,085,14 52,392,085.14
46 604,163 05 17.529.900.26
Total Treasurer's Fund 568,998,240 19 569,921,985.40
Portfolio Mvegrnent At100300n
WA
IaW 4arRry Mwrllmrclt 1.c aM 08x
0,
1.9ak
tat Qoa Apoea F Carp. sates
111.906
1
SOFRECTEO
570,832337 72
25,BO5,340.42
(16-715.692.74f
569,921,985,40
Treasurers Fund Balances
FEB 2016 page 1 ATTACHMENT 2
Town al Los Gatos
Portfolio All0CYthsn & Treasurer's Fund Balances
March 31, 2016 Month YTD
M.gilst1 cRBECTEp T10 coeRECTE0
Fund Balances • Bevicting of MonthfPerksd 568,998,244.19 S6%921.985.40 570,832,137,72 570,832,337. 7i
Receipts 1,569,849.86 3,34(7,077.40 26,431451.07 29,145,41782
Disbursements I2,623,642.071 0,623,642.071 j29.359.334.8)) 129.319.334.Q
fund Balances • End of Monsh/Penod 567,944 45S.98 S7D161B,420.73 S67,944455.98 S70,638,420.73
Portfolio Allocation;
BNT MM
US Gout Agencies & Corp, Bands
Local Agency investment Fund
Subtotal - Investments
Reconciled Demand Deposit Aalanres
Total Treasurer's Fund
$117,178.95 $117,378.95
46164.885.S7 48,264,885.57
4,181,786.18 4,181,786.34
57,464,050.90 52,464,050.90
3$.480.405.08 28.174.369.83
567,944,455.98 $70,638,420.73
POrt ogo investment Allocation
WYNM
iscai Asertcf MvaNmrrn SWa 42,,
US Gal 44artoea& CwD aon41
91.a)%
Treasure's fame balsams
MAR 2016 page 2
Town o1 Los Gatos
Portlotlo Allocation y Treasuret's fvnti aslantes
April 30,2016 Month yT
Mho th CORRECIES K12 CORRECTEQ
Fund Balances. 8eyinning of fdonthiee nod 567.944.455.98 570,638,42o 73 570,832,317.72 $70,832.337.2
Receipts 1467.266.49 6.090}30.De 27,918,779.5E 95,179,447.90
Disbursements I3,279,28S.84) I3.279,28S.64) 92418,620.651 13261d 620.65J
Fund Balances. End of MonthfPerwd $66,132,436.63 573,369,664.92 $66,132.436.63 573,385,664.92
Portfolio Ailocatron•
BNY MM
US Gom Agencies 6 Corp. Bonds
Local Agency Investment Fund
SLbtota?•investments
Reconciled Demand °t000t Balances
Total Treasures Fund
$333. 721.0C $117,32a.95
48,174,737.6E 48,164„395.57
4.1 6,613.48 datn.786,38
52,495,066,14 52.464,050,90
A637,37049 10,925,614.07
$66,132,436.63 573,389,664.97
Portion investment mexitson
BiAr MV
IOW As eMY Aefes4,nM1 land
9EX
17S GoVt damn i Culp. Bents
91.77*
Trcustrie* Food leleem
APR 2016 page 2
Town ot to Gatos
Poottotlo Allocation & Treasurer's fund 11.14110Ctl,
May 31, 7016 Month KLQ
MITI,. CORRECTED ni2 c.C1RAECTEQ
Fund Balances • Beginning of Month/Period $66,132,436 63 573,389,664 97 $A7632,337 72 $70,832,337 72
Race:ors 1,515,551.4.3 2,517,666.21 29,431,271.05 37,693,616.11
O'sbursementa 12348,76775) (2,3411,767.35J us4,957.m.m 04,967.3(;*1
Fund Balances - End of MonthPetiod 565,199,220.77 S73,554565.83 S6$299 22027 S73,553,565.63
—:.--t....,...,:m.
PaaTfoffo Allocsbon,
MM
05 Goat Agencies 11, Coro Bends
Local Agency I mulstnsvntfund
Subtotal • fnvestmerds
Reconciled Demand Dot Balances
5174,644.34 5174,844.86
46,173,424.99 46173,424,99
0.186613.4i tinaleti
52,536,1193.31 52,536,863.31
J2,164 337,46 11.023.6112,5
TotelTresaufer's Fund S6S299,220.77. $73,554,666,613
ParIEOTIO Investment At166/000
IlOr IMO
woe Awry uwerinatni Nod CUM
tins
al3Gool A.99,..111 Com Mr..
91 /G
Treasurer's Ciotti Detentes
MAY 2016 page 2
town ot Los Gatos
Portfoho Allocation & Treasurer's Fuund Salanciss
Tune 30, 2016 Month E
Month CORRECTED rTD CORRECTED
Fund Balances - Beyinn,, of Month/Period 565299,220.77 573,555,565.83 570,1332,337.72 570,832,337.72
Recemts 1,292,406,21 5,55135 89 30,726,677.26 03,245.505,00
Disbursements (4,091,08167) 14,091,090.67i i39,058.468.67j (39,04 468.67)
FY 15/16 Fins, Av4+t Ad(ustnents • )1O5437.66f I105,437.66)
Fund Balances • End et Month/Period $62,500,54631 574,913,936.39 562,SO0,s46,81 574,9134.36.33
Portteho ARoratwn:
BNY MM
US Govt Agencies .& Coro. Bonds
local Agency Investment Fund
Subtotal • Investments
Reconcted Demand Oeodstt Balances
5233,030.26 5233,030.25
48.168.474,99 48,166,474 99
4,186,613,48 4,186,613.48
52,588,11823 52.588,11873
9312,427.58 22325 H17,66
Total t reasurer`s Fund $62,5OO,546.31 574,913,936.39
Standard war end adIusmledts to wisest to amortized cast and miler tnisc, adtasuucnts oct monthtr banlctcetmtihatmos comrteled fat the Ft" 1 S/16.
Pertlolio Investment Allocation
ANY htat
tutt'Aaeni) lnvefenMI run0 a 4"
716%
US Son teem,• si CCU Land:
51.60%
Treasurer's Fond Bounces
JUNE 2016 page 2
TOWN OF LOS GATOS
MEETING DATE: 11/21/2016
FINANCE COMMITTEE REPORT ITEM NO: 3
DATE: NOVEMBER 17, 2016
TO: COUNCIL FINANCE COMMITTEE
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: RECOMMENDATION TO THE TOWN COUNCIL TO RECEIVE THE FISCAL
YEAR 2016/17 FIRST QUARTER BUDGET PERFORMANCE AND STATUS
REPORT FOR THE PERIOD JULY 1, 2016 - SEPTEMBER 30, 2016
RECOMMENDATION:
Staff recommends that the Council Finance Committee forward a recommendation to the Town
Council to receive the Fiscal Year (FY) 2016/17 First Quarter Budget Performance Report for the
period July 1, 2016 through September 30, 2016.
EXECUTIVE SUMMARY:
This report has two primary goals. First, the report informs the Town Council Finance
Committee on the status of the Town's Fiscal Year 2016/17 Adopted Budget revenues and
expenditures during the first quarter. Second, staff provides the Town Council an update on
the preliminary General Fund financial results (unaudited) as of June 30, 2016.
BACKGROUND:
The attached Quarterly Budget Report covers the first three months of the fiscal year beginning
July 1, 2016 and ending September 30, 2016. The report presents an analysis related to key
General Fund revenues by category and expenditures by fund.
Staff provides the Town Council periodic updates on the status of the current year's adopted
budget revenues and expenditures, and the projected financial condition of Town funds,
concentrating on the Town's General Fund. Though financial results are limited to the first
PREPARED BY: STEPHEN CONWAY
FINANCE DIRECTOR
Reviewed by: Town Manager, Interim Assistant Town Manager
110 E. Main Street Los Gatos, CA 95030. 408-354-6832
wwwiosgatosca.gov
PAGE 2 OF 3
SUBJECT: FISCAL YEAR 2016/17 FIRST QUARTER BUDGET PERFORMANCE AND STATUS
REPORT FOR THE PERIOD JULY 1, 2016 — SEPTEMBER 30, 2016
DATE: NOVEMBER 21, 2016
BACKGROUND (cont'd):
three months, staff is able to provide an update based on early revenue trends for the current
fiscal year, and advise on potential future revenue and expenditure challenges which may
materialize during the fiscal year.
DISCUSSION:
The attached First Quarter Budget Report includes a recap (subject to final audit) of the prior
fiscal year's General Fund fiscal results. The preliminary fund balance of approximately $2.6
million in FY 2015/16 revenues above expenditures is reflective of a number of events
impacting the year end results. The $2.6 million is derived from $1.2 million in personnel
vacancy savings; $1 million from General Fund revenues coming in stronger than expected
including transient occupancy tax, business license tax, property tax, and development related
licenses and permit revenues; and $400,0000 in one-time unexpected surplus Educational
Revenue Augmentation Fund (ERAF) revenues.
The final year end reserve balance calculations for FY 2015/16 incorporate amounts assigned
for Council -authorized uses including $300,000 for the CaIPERS Reserve, $100,000 for legal
services for North 40 lawsuit, and $34,414 for additional funding for the Pageant Way Parking
Lot improvements.
An analysis of FY 2016/17 General Fund revenues confirms that the Town is tracking slightly
above budgeted revenues for the first quarter when compared to prior years. Key economic
revenues such property tax, business license tax, franchise fees, and transient occupancy tax
have all experienced increases from prior year first quarter results, while development -related
fees decreased. It should be noted that while the first quarter FY 2016/17 sales tax proceeds
show significant increase, the general sales tax revenue is declining. The first quarter FY
2016/17 sales tax proceeds include the final, one-time "triple flip" true up adjustment of sales
tax from prior fiscal years.
Staff also reviewed first quarter budget results for all Town departments and found that
General Fund expenditures are trending well below budgeted levels. Staff cautions that first
quarter results cannot be relied on for projecting year end results since this report only covers
the first three months of the fiscal year.
N:\MGR\AdminWorkfites\Councit Committee • FINANCE\2016\11-21-16\FY 2016-17 1st Quarter Budget Report kw.docx 11/17/2016 2:24 PM SLL
PAGE 3OF3
SUBJECT: FISCAL YEAR 2016/17 FIRST QUARTER BUDGET PERFORMANCE AND STATUS
REPORT FOR THE PERIOD JULY 1, 2016 - SEPTEMBER 30, 2016
DATE: NOVEMBER 21, 2016
CONCLUSION:
While the Tong -range outlook for the Town indicates a positive fiscal year ahead, evidenced
prior year favorable closing results and positive first quarter preliminary data, staff will continue
its conservative fiscal planning efforts to monitor expenditures and the Town's economically
sensitive revenues.
CONCLUSION AND RECOMMENDATION:
The Council Finance Committee is welcome to ask questions and listen to public testimony
regarding this item. Staff recommends that the Council Finance Committee forward a
recommendation to the Town Council to receive the First Quarter Budget Performance and
Status Report for the period July 1, 2016 - September 30, 2016
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Budget Performance Report for the Three Months Ended September 30, 2016.
N:AMGRV drumWorkFilestCouncil Committee - FI6UANCE\241&\11-21-16\FY 2016-17 1st Quarter Budget Report kw.docx 11117/2016 2:24 PM SLL
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
INTRODUCTION
Purpose
This is the first quarterly budget performance report
for Fiscal Year 2016/17, for the three month period
ending September 30, 2016. The purpose of this
quarterly public reporting is twofold. First, it
ensures that the Town is consistently monitoring its
revenues and expenditures so that it can proactively
respond to unanticipated changes or emerging
trends. Second, and equally important, these
reports increase the transparency of the Town's
finances. The Town is ultimately accountable to its
residents to use the revenue it brings in efficiently
and effectively to provide the highest quality
services, and quarterly public reporting provides the
Council Finance Committe and taxpayers with
information that demonstrates the Town is meeting
this standard.
Content
This quarterly report presents an overview of the
Town's operating revenues and expenditures for the
quarter ending September 30, 2016, as compared to
previous years, and explains any notable changes or
trends in these numbers. This report also provides
information on any recommended budget
adjustments.
Timeframe and Limitations
The information in this report is the most accurate
and up-to-date information available at the time of
publication. However, this report is not an audited
financial statement and the numbers provided
herein are preliminary and subject to change as the
year progresses. No data on revenues and
expenditures are final until the Town has completed
its annual comprehensive audit and finalized its
Comprehensive Annual Financial Report (CAFR),
which is released in the winter of each year for the
prior fiscal year.
With respect to revenues: The Town regularly
monitors and adjusts its year-end revenue
projections based on revenue performance and
other developments that may affect Town revenues
in order to develop a more accurate picture of the
Town's anticipated year-end financial position.
With respect to expenditures: The expenditure
information in this report is extracted directly from
the Town's financial management system, and
adjustments are made to account for certain known
payments, reimbursements, or transfers between
Town departments and funds that have not yet been
processed in the system at the time of publication.
It represents a snapshot of Town expenditures at a
certain point in time and does not reflect final
adjustments made to prepare the Town's CAFR.
Table of Contents
Introduction 1
Executive Summary .......................... .:...................... 2
Status of FY 2016/17 Adopted Budget 2
Prior Fiscal Year Closing Results ..2
General Fund Reserve Status 2
U.S. Economic Outlook 3
State Budget Update ......... .....................,3
General Fund — Key Revenue Analysis 4
Property Tax ....,, 5
SalesTax ,.............., .... ............. ...... ..... .6
Franchise Fees ..................,.,,.. ...............,8
Business License Tax ......... ......... ........,....,
Transient Occupancy Tax .............. 10
Charges for Services..............._.......,.,....,..11
Licenses & Permits...................................12
Interest Income .............. ...._.....,............... 13
Financial Summaries and Projections 14
General Fund ....... 14
Special Revenue Fund .... 15
Capital Projects Funds 16
Internal Service Funds 17
Trust and Agency Funds .........18
Conclusion 19
Attachment 1
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
EXECUTIVE SUMMARY
Status of FY 2016/17 Adopted Budget
First quarter revenues are generally trending higher
when compared to the first quarter of Fiscal Year
2015/16. Key economic revenues such property tax,
business license tax, franchise fees, and transient
occupancy tax have all experienced increases from
prior year first quarter results, while development -
related fees decreased. It should be noted that
while the first quarter FY 2016/17 sales tax proceed
shows significant increase, the general sales tax
revenue is declining. The first quarter FY 2016/17
sales tax proceeds include a one-time "triple flip"
true up adjustment of sales tax from prior fiscal
yea rs.
General Fund expenditure totals for the first quarter
are trending favorably, with total operational
expenditures at the end of the first quarter at about
19% of the budget. With only three months of data
available, however, it is difficult to predict revenues
and expenditures for the remainder of the year. In
light of this, staff continues to be cautiously
optimistic while monitoring fiscal developments very
closely.
Prior Fiscal Year Closing Results
The Fiscal Year 2015/16 closing financial results
affirm the positive effects of the Town's budgetary
actions taken in response to prior downturns in key
operating revenues. Conservative budgeting,
vacancy savings, receipt of "one-time" revenues, and
a recovering economy, coupled with ongoing Town -
wide expenditure reductions, generated a favorable
General Fund closing balance of approximately $2.6
million of available revenues over expenditures at
fiscal year-end, June 30, 2016. This amount is
preliminary and subject to final audit.
General Fund Reserve Status - 6/30/16
General Fund reserves are classified into categories —
Restricted, Committed, Assigned, and Unassigned.
2
Restricted reserves are those which are restricted in
use by accounting standards or legal agreements and
are not considered as available for use for another
purpose. With the dissolution of the Town of Los
Gatos Redevelopment Agency (RDA), the Town no
longer has restricted reserves. Committed reserves
are established by Council Policy for an intended
purpose. Assigned fund balance describe a portion
of fund balnce that reflects a government's intended
use of resources. Unassigned fund balance is
available for appropriation
General Fund Reserves closed on June 30, 2016 with
a balance of approximately $27.7 million in
committed and assigned reserves which is in
accordance with Town financial policies and
operating and capital budget requirements.
General Fund Reserves
6/30/2016
Amount
(millions)
Estimated
Committed
undget Stabil izatinn Reserve
$4.4
Catastrophic Reserve
$4.4
Almond Grove Reserve
58.5
Assigned
Carryforward Appropriation
50.1
CaIPERS Reserve
52.8
Capital improvements
53.7
Open Space
50.6
Specral Studies
$0.3
Sustainability Reserve
$0.2
FY 2016/17 Commitments
$0.1
Available for Allocation (SutJect to Final Audit)
$2.6
Total €#ecignated Genera Fund fieserves $27.7
The Budget Stabilization Reserve was established to
serve as a transitional "bridge" funding source to
mitigate or smooth out cyclical ups and downs in
locally generated revenues due to fluctuations in the
local economy or "one-time" revenue losses where
the revenue base is likely to be restored in the near
future. The Catastrophic Reserve was established to
mitigate costs associated with unforeseen
emergencies, such as a disaster or catastrophic
event. Per Reserve Policy the combined total of
these two reserves is 25% of the General Fund
operating expenditures.
The CaIPERS Reserve was established to mitigate the
the Town's unfunded pension liabilities in June 2016.
BUDGET PERFORMANCE REPORT -- 1ST QUARTER FY 2016/17
According to the June action, Council directed staff
to establish a CaIPERS Reserve up to $2.5 million
funded from available FY 2014/15 year end savings
with an additional annual payment of $300,000 if
available at year-end savings.
The reserve for Capital and Special Projects, funded
from annual available General Fund budget savings,
serves as the primary source for replenishment to
the Town's General Fund Appropriated Reserves
(GFAR), which is the Town's Capital Improvement
Fund. This reserve functions as a potential funding
source for new capital projects or augmentations to
authorized projects funded through the Town's Five
Year Capital Improvement Program (CIP). Out of the
$3.7 million available in Capital Imrpovment reserve
$1.4 million is already committed for capital projects
spending in FY 2016/17.
The availability of approximately $27.7 million in
committed, assigned, and currently unassigned
General Fund reserves provides the Town with
resources to manage through current and/or future
fiscal challenges and opportunities. The $2.6 million
unassigned fund balance per Reserve Policy will
added to the Capital improvements Reserve at the
final close of the fiscal year unless there is different
Council direction.
U.S. Economic Outlook
The Congressional Budget Office (CBO) anticipates
that the economy will expand at a solid pace over
the next few years. Real Gross Domestic Product
(GDP) is aniticipated to grow by about 2% in 2016
and by 24% in 2017. Economic growth is expected
to slow in 2018.
According to CBO's estimates, the growth in output
will heighten demand for labor over the next year
and a half, leading to solid employment gains and
eliminating labor market slack in 2017, thereby
putting upward pressure on wages. The agency
projects that the unemployment rate will fall below
the estimated natural rate of unemployment
bottoming out at 4.5% in the fourth quarter of 2017.
Increased hiring will also encourage more people to
enter or stay in the labor force.
3
The CBO also estimates that the rate of inflation in
the price index for personal consumption
expenditures will rise to 1.5% from 0,5%in 2015. In
2017, the rate of inflation is projected to rise to the
Federal Reserve's longer -run goal of 2.0%.2017, the
rate of inflation is projected to rise to the Federal
Reserve's longer -run goal of 2.0%.
The CBO expects that the interest rates on Treasury
securities, which have been exceptionally low since
the recession, will remain lower than they were, on
average, in previous decades.
In addition, federal lawmakers still face the longer-
term budget issues posed by the large projected
national debt and the implementation of rising
health care costs and the aging population.
The US Department of Commerce reported that
home construction rose 4.4% since last year.
State Budget Update
Since 2011, the State of California's fiscal situation
has dramatically turned around. As the State's
economy has recovered, the past three budgets
have restored some previous budget cuts and
expanded services, such as extending health care
coverage to millions of Californians. in addition, the
State has paid down its budgetary borrowing and
addressed some long standing problems - such as
implementing a plan to restore fiscal health to
teacher pensions, and making major improvements
to the state's water system. A strengthening state
economy is continuing to push revenues higher. The
State's unemployment rate is below 6%t for the first
time since 2007. In 2015, capital gains - the state's
most volatile revenue source - reached an alltime
high. The economy is finishing its seventh year of
expansion, already two years longer than the
average recovery. While the timing is uncertain, the
next recession is getting closer, and the state must
begin to plan for it. If new ongoing commitments
are made now, then the severity of cuts will be far
greater - even devastating - when the recession
begins.
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
GENERAL FUND - KEY REVENUE ANALYSIS
The following discussion provides a status of significant General Fund revenue sources as of the first quarter,
ending September 30, 2016.
Staff monitors each revenue source closely and may recommend certain revenue adjustments based on revenue
actuals or state budget action.
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Property Tax
Property tax is the largest revenue source for the Town's General Fund, accounting for 27.6% of budgeted General
Fund revenues in FY 2016/17. Property tax is levied by the Santa Clara County Assessor's Office at 1% of a
property's assessed value, of which the Town receives approximately 9.5 cents per dollar paid on property located
within the municipal limits of Los Gatos. In compliance with Proposition 13, the assessed value of real property is
based on the 1975/76 assessment roll value, adjusted by 2% inflation factor thereafter. However, when property
changes hands or new construction occurs, property is reassessed at its current market value. Real property
values critically impact revenues. With the passage of Proposition 13, voters limited the tax rate that can be
imposed by the Town on property, With the limitation on rates, therefore, higher revenues are generated by a
higher aggregate property value.
Analysis -- Property Tax distributions are largely received in the third and fourth quarters. First quarter receipts
are slightly up when compared to the first quarter of the previous fiscal year. Property tax budget projections are
based on valuations projected by the Santa Clara County Assessor's Office, given increased home sales, coupled
with anticipated adjustments in property tax distribution due to the dissolution of California Redevelopment
Agencies. Property tax revenue for FY 2016/17 was budgeted slightly lower than previous year's actual revenues
based on these facts and projected Consumer Price Index rate. Prior year property tax revenues are up due to
receipt of "one-time" excess Educational Revenue Augmentation Funds (ERAF) from the County and higher than
expected property transfer tax collection. Staff will continue to monitor these revenues through the mid -year to
determine if a budget adjustment will be recommended at that time.
PROPERTY TAX
S 10,000,000
$8,000,000
$6,000 000
$4.000,000
52,000,000
Quarterly and Annual Revenues
5-Year History
,
Frerwegoredwoor
jam►--'r
FY 12/13 FY 13/14 FY 14115 FY 15/16 FY 16117
031st Quarter Actual
Revenues
l7 Fiscal Year Total
Actual Revenues
OFiscal Year Budgeted
Revenues
FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
1st Quarter Actual Revenues $ 76,842 $ 123,394 $ 125,091 $ 109,027 $ 134,884
Fiscal Year Total Actual Revenues $ 9,477,043 $ 9,054,908 $10,113,287 $ 10,791,743
Fiscal Year Budgeted Revenues $10,458,633
1st Quarter Percent of Total 0.81% 1.36% 1.24% 1.01% 1.29%
Recommended Budget Revision
5
No Change
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Sales Tax
Sales tax is the second largest revenue source for the Town's General Fund, accounting for 21.6% of budgeted
General Fund revenues for FY 2016/17. The Town receives 1 cent for every 8.75 cents of sales tax paid per dollar
on retail sales and taxable services transacted within Los Gatos. Since the implementation of the mechanism
commonly known as the "triple flip," the State Board of Equalization retains 0.25 cents of the Town's 1-cent share
and requires the Santa Clara County Auditor to replace it with an equal amount of property tax revenue. Revenues
are remitted from the State to the Town on a monthly basis, and from the County to the Town an a biannual basis.
FY 2016/17 marks the final "final triple flip" true -up payment. From FY 2016/17 the State Board of Equalization
will distribute the full 1 percent sales tax share to the Town. These revenues are placed in the General Fund for
unrestricted uses.
Analysis —Based on the most recent Sales Tax and Economic Review update from Muni Services, the Town's sales
tax analysis consultant, first quarter sales tax receipts statewide grew by 1.2%, while the Town of Los Gatos sales
tax revenues declined by 4.7%. First quarter actual proceeds include $900,000 final "triple flip" true -up payment
from previous fiscal years including FY 2015/16; as it demonstrated in the graph below the FY 2015/16 proceeds
were less since the final triple -flip payment got distributed in FY 2016/17. The negative impact associated with the
Netflix change in business model continues to impact the Town as is the trend of increased on-line retail versus
local mortar and brick shopping compounded by lower gasoline prices.
SALES TAX
$10,000,000
$8,000,000
$6,000,000
$4,000,000
$2,000,000
$-
Quarterly and Annual Revenues
5-Year History
FY 12/13 FY13/14 FY 14/15 FY15/16 FY 16/17
a 1st Quarter
Actual Revenues
o Fiscal Year Total
Actual Revenues
p Fiscal Year
Budgeted
Revenues
FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
1st Qua rter Actual Revenues $ 601,176 $ 1,243,903 $ 914,843 $ 871,410 $ 2,081,617
Fiscal Year Total Actual Revenue $ 8,757,428 $ 8,029,571 $ 8,202,678 $ 7,501,175
Fiscal Year Budgeted Revenues $ 8,164,403
1st Qua rter Percent of Total 6.86% 15.49% 11.15% 11.62% 25.50%
Recommended Budget Revision
6
No Change
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
As depicted in the graph there is decrease in all the categories of the sates tax revenue when compared to same
quarter results from the prior fiscal year.
Sales Tax By Major Business Group
(Latest Quarterly Data Available)
$500,000
$400,000
$300,003
$200,000
$100,000
$-
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Staff will continue to monitor these revenues through the mid -year to determine if a budget adjustment will be
recommended at that time.
7
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Franchise Fees
Franchise fees are collected by the Town for the privilege of operating a utility service within Los Gatos, and as a
fee in lieu of a business license tax. Franchise fees are currently received from Comcast for cable television, PG&E
for gas and electric services, West Valley Collection and Recycling for solid waste collection services, and AT&T and
Comcast for video services. Franchise fees represent 5.8% of budgeted General Fund revenues in FY 2016/17.
Analysis — Historically, franchise payments are not remitted equally throughout the fiscal year; therefore first
quarter receipts are not necessarily predictive. Total franchise fee revenues are trending slightly higher than those
in first quarter in FY 2015/16. Staff will continue to monitor trending of this revenue source and no budget
adjustment is recommended at this time.
Franchise Fees
$2,500,000
$2,000,000
51,5 00,000
$1,000,000
$500,000
Quarterly and Annual Revenues
5-Year History
FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
mist Quarter Actual
Revenues
o Fiscal Year Total
Actual Revenues
o Fiscal Year Total
Budgeted Revenues
FY 12/13 FY 13/14 FY 14/15 FY 15/1E FY 16/17
1st Quarter Actual Revenues $ 251,349 $ 247,426 $ 275,097 $ 266,431 $ 290,727
Fiscal Year Total Actual Revenues $ 2,028,903 $ 2,063,756 $ 2,215,430 $ 2,258,892
Fiscal Year Total Budgeted Revenues $ 2,191,120
1st Qua rter Revenue Percent of Total 12.39% 11.99% 12.42% 11.79% 13.27%
Recommended Budget Revision
No change
8
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Business License Tax
The Town requires all businesses located within Los Gatos, or those that operate within Los Gatos, to obtain a
business license. The amount of business license tax paid by each business is based on its business activity. Fees for
activities such as wholesale sales and manufacturing are charged on a sliding scale based on gross receipts, as is
retail, but retail business licenses are capped at $975. These activities account for approximately 25% of annual
business licenses, while the remaining 75% are flat fee business licenses. Annual renewal payments are due on
January 2 of each year. Payments for new flat -fee -based businesses are pro -rated by quarter.
Analysis — As a result of the projected increase in economic activity, business license tax revenue for the current
fiscal year was budgeted slightly higher than prior year budgeted number. First quarter revenues are significantly
lower compared to prior year first quarter revenue, however first quarter revenue is trending higher when
compared to revenues prior to FY 2014/15. FY 2014/15 actual revenues reflected below include a one-time prior
year adjustment for business license tax collection from Netflix. This adjustment was due to a reclassification that
happened in the first quarter of FY 2014/15. Generally the first quarter payments are primarily made up of
adjustments to businesses' gross receipts for 2015. The FY 2016/17 first quarter receipt reflects the proceeds from
Netflix 2015 actual positive gross receipt adjutments. Annual business license tax renewal revenue is primarily
received in the second and third quarters of each year; therefore, first quarter performance is not necessarily
predictive.
Business License Tax
$1,800,000
$1,600,000
$1,400,000
$1,200,000
$1,000,000
$800,000
$600,000
5400,090
$200,000
5-
Quarterly and Annual Revenues
5-Year History
B 1st Quarter Actual
Revenues
0 Fiscal Year Total
Actual Revenues
p Fiscal Year 'total
Budgeted Revenues
FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
FY 12/13 FY 13/14 FY 14/15 FY 15/1 FY 16/17
1st Quarter Actual Revenues $ 44,393 $ 52,124 $ 472,024` $ 82,439`• $ 131,955
Fiscal Year Total Actual Revenues $ 1,151,579 $ 1,130,020 $ 1,779,307 $ 1,465,547
Fiscal Year Total Budgeted Revenues $ 1,300,000
1st Quarter Revenue Percent of Total 3.85% 4.61% 26.53% 6.63% 6.60%
Recommended Budget Revision
" rncudes'one-time"prior years adjustments due toNetflixrecoissificationtoE-Commerce business
" Includes 2014 actual gross receipt adjustment for Netjtbr or the f irst time
No Change
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Transient Occupancy Tax
The Town levies a 10% transient occupancy tax (TOT) on all hotel and motel rooms within the municipal limits of Los
Gatos. This tax helps to fund Town services provided to transitory visitors to Los Gatos. At the November 8, 2016
election the Town of Los Gatos residents approved a ballot measure increase the TOT from 10% to 12%. This
measure is still subject to certification that will happen in December 2016.
Analysis — Visit California, formerly the California Travel and Tourism Commission, reports that the total number of
visitors to California grew 3.4% in 2015. The forecast for California visitation is increasing by 2.2% in 2016. Personal
and business related travel is gaining strength. First quarter TOT revenues are trending significantly higher than the
first quarter of FY 2015/16 due to the fact that one of the hotel paying the TOT monthly instad of quarterly.. Staff
will continue to monitor this funding source and based on the certification of the elction and the upated trend will
recommend a budget adjustment at the time mid year budget review.
$2,000,000
$1,500,000
$1,000,000
$500,000
Transient Occupancy Tax
Quarterly and Annual Revenues
5-Year History
FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
lst Quarter Actual Revenues
Fiscal Year Total Actual Revenues
Fiscal Year Total Budgeted Revenues
1st Quarter Revenue Percent of Total
t91st Quarter Actual
Revenues
0 Fiscal Year Total Actual
Revenues
0 Fiscal Year Total
Budgeted Revenues
FY 12/1; FY 13/14 FY 14/15 FY 15/16 FY 16/17
$ 135,452 $ 169,632 $ 132,202 $ 153,102 $ 385,811
$ 1,295,887 $ 1,512,846 $ 1,896,721 $ 1,943,166
$ 1,900,000
10.45% 11.21% 6.97% 7.88% 20.31%
Recommended Budget Revision
No Change
10
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Charges for Services
Town service revenues consist primarily of planning, building, inspections, and engineering fees assessed on local
building and development activity. Development fees and charges are assessed based on recovery formulas, which
reflect approximate costs of providing these regulatory services.
Analysis — First quarter Town service revenues, specifically Charges for Services, are trending significantly lower
than first quarter results from the previous fiscal year. Development permits revenues are projected to be lower
than last fiscal year due to the slowing down of large scale building projects. Staff will continue to monitor this
revenue source, however no budget revisions are recommended at this time.
$3,500,000
$3,000,000
$2,500,000
52,000,000
$1,500,000
$1,000,000
5500,000
5
Charges for Services
Quarterly and Annual Revenues
5-Year History
FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
mist Quarter Actual
Revenues
°Fiscal Year Total
Actual Revenues
Q Fiscal Year Total
Budgeted Revenues
FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
1st Quarter Actual Revenues $ 552,150 $ 795,289 $ 706,139 $ 567,913 $ 352,063
Fiscal Year Total Actual Revenues $ 3,070,127 $ 2,684,126 $ 2,643,276 $ 2,677,944
Fiscal Year Total Budgeted Revenues $ 2,370,070
1st Quarter Revenue Percent of Total 17.98% 2963% 26.71% 21.21% 14.85%
Recommended Budget Revision
11
No Change
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Licenses and Permits
Licenses and permits consist mainly of Building Permit fees which are collected by the Town to offset administrative
costs associated with overseeing the proper permitting aspects of development.
Analysis — First quarter License and Permit revenue is trending lower than first quarter results from the previous
fiscal year. First quarter collections include approximately $400,000 deferred revenues from FY 2015/16 collections
as some of the big -scale development project started in last year were not completed in FY 2015/16. Staff wilt
continue to monitor this funding source closely to assess the need for mid -year budget adjustments; however no
budget revisions are recommended at this time.
$4,000,000
$3,500,000
$3,000,000
$2,500,000
$2,000,000
$1,500,000
$1,000,000
$500,000
Licenses & Permits
Quarterly and Annual Revenues
5-Year History
Zok
,ad
FY12/13 FY13/14 FY14/15 FY15/16 FY16/17
e 1st Quarter Actual
Revenues
°Fiscal Year Total
Actual Revenues
r3 Fiscal Year Total
Budgeted Revenues
FY 12/13 FY 13/14 FY 1411$ FY 15/16 FY 16117
1st Quarter Actual Revenues $ 912,238 $ 1,237,390 $ 1,229,462 $ 1,289,988 $ 1,149,167
Fiscal Year Total Actual Revenues $ 3,060,948 $ 3,235,122 $ 3,687,393 $ 3,552,935
Fiscal Year Total Budgeted Revenues $ 2,946,583
1st Quarter Revenue Percent of Total 29.80% 38.25% 33.34% 36.31% 39.00%
Recommended Budget Revision
12
No Change
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Interest Income
The Town earns interest income by investing monies not immediately required for daily operations in a number of
money market instruments. These investments are made within the parameters stated in the Town Council's
Investment Policy. The Town's investment goal is to achieve a competitive rate of return while protecting the safety
of its funds. Interest income revenue is primarily dependent on two factors: first, the cash balance in the Town's
investment portfolio and second, the yield on those funds.
Analysis — First quarter receipts are trending slightly above those in the same period in the prior fiscal year, largely
because of small rises in interest rate levels experienced during the past twelve months. The Town's investement
advisors expect interest rates to rise gradually in calendar year 2017. The increase of the interest earnings
experienced this fiscal year as of first quarter are reflective of the Town's total portfolio yield increasing from 0,81%
as of September 30, 2015 to the current yield of 0.84% as of September 30, 2016 as reflected in the Town Q1 Draft
Investment Report.
The strategy for the foreseeable future continues to be to remain fairly short-term and to invest in callable agency
bonds in order to attempt to pick up a few basis points over non -callable agencies and treasuries. Treasuries are
being added into the mix of investments to attempt to keep the portfolio somewhat balanced, even though this has
the effect of lowering the overall rate of return. The Town also attempts to find good solid corporate bonds when
possible. There are no recommended changes to this revenue source at this time.
$600,000
$500,000
$400,000
$300,000
$200,000
$100,000
5-
Interest Income
Quarterly and Annual Revenues
5-Year History
FY12/13 FY 13/14 FY 14/1S FY 15/16 FY 16/17
1st Quarter Actual Revenues
Fiscal Year Revenues
Fiscal Year Total Budgeted Revenues
1st Quarter Revenue Percent of Total
o 1st Quarter Actual
Revenues
❑ Fiscal Year Revenues
a F'6cal Year Total
Budgeted Revenues
FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
S 111,401 $ 169,558 $ 113,313 $ 81,671 S 84,965
S 422,840 $ 514,380 $ 379,154 $ 317,766
$ 438,880
26.3% 33.0% 29.9% 25.7% 19.4%
Recommended Budget Revision
No Change
13
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
FINANCIAL SUMMARIES, PROJECTIONS, AND RECOMMENDATIONS
General Fund
The following table in the next page is the Schedule of General Fund Operating Revenues versus Operating
Expenditures for the first quarter of FY 2016/17, which includes comparison information from the prior year. In
the far right column are projections of unaudited, final balances for the current fiscal year based upon the early
trends observed through the first quarter.
Tenn of Los Gatos
Schedule of General Fund
operating Revenues vs. Operating Expenditures
For the period ended Septe tttbe r 30, 2016
Unaudited
FYIS/16 FV15/16 FV15I16 FYI5/16 FY/6i17 FY16/17 FY16317 IFTI61I7 FY16(17
Final Adjusted 1stQtr % Adopted Adjusted 1stQir % Ftnance
Balance Budget Actuais kiD Budget Budget Actuate YI'D Projection
Revenues
General Pro(,c,tyTax S 10,791,743 510269397 $ 109,027 156 $10458,633 510,458633 $ 134884 1% $10458,633
Prop Tax Car Tax Backfil - -
Saks & Use Tax 7,501,175 8.126309 871,410 11% 8,16 ,403 8,164,403 2,081,617 25% 8,164,403
Franchise Fees 2,258,892 2,127,660 266,431 13% 2.191,120 2,191,120 290,727 13% 2,191,120
Transient Occ Tax 1,943,10 1,800,000 153,102 9% 1.900,000 1900000 385,311 20% 1900000
llussness License Tax 1R0,547 1300,000 82,439 6% 1300, 00 1300,000 162,127 12% 1,300.000
Licenses & Penults 3,552935 3076.162 1289988 42% 2,946583 2946.583 1.149,167 39% 2,946.5733
Motor Vehicle In Lieu 2,984423 2,833,750 - 0% 3013,840 3.013,840 - 0% 30133)40
intergovernmental 972,199 930,994 32,711 4% 717,684 717484 52,806 7% 717.684
Charges for Services 2,677,944 2286451 567913 20% 2370070 2,370470 352,063 1577A 2,370.070
Ernes & Rs -fringes 858929 666,300 Is).807 73% 650,900 650900 176.271 27% 650900
Interest 317,766 424,140 81.766 19% 418,880 438,880 84956 19% 4382;80
OAS 310,068 (104550) 239,139 -229% 1 t07,687) (107,687) - 076 (107687)
Misce)6treouslOther 3,605671 4,706,827 1,226,655 26% 3,421.379 3,421,579 2,771,638 81% 3,421,579
F'urxl"1ransferx (Non Capttal) 329.722 454218 57,467 13% 363,428 363,428 54302 1696 363,428
Fund Transfer (Capital) 2316,795
Total Operating Revenues 42,086,515 39.397458 5.129.905 13% 37,829,43 37,829.4.33 7701,369 2096 37,829.433
Use of Other Funding Sources:
Use of Reservos - Capital Projects 1,400,000 1,400.000 1.40.016)
Almond Grove Reserve 8,459,973 8,459,973 8.459,973
Carrvforward Reserve
Special Studies
Total Other F'undtngSources 9359973 9,859,973 6.859,973
Total Revenues plus Reserves S 42,086.515 $39,397,658 $ 5.129.905 547689406 347,689406 S 7,701369 $47.689,406
Expenditures (Includes ctf but et* encumbrances)
Mayor &. Council 171,530 184557 36,895 20% 202,421 202,421 42,124 21% 202,421
Attorney 296,258 330.602 52,458 16% 347.006 347,006 65,620 19% 347006
Administrative Servies 2883289 3,183,780 632146 20% 3,310,379 3,310,379 554650 17% 3,310,379
Comut Development 4.032333 4,435,444 664,751 15% 4,143,098 4,143098 763.951 18% 4,143,098
Police 13.844,084 15,027$44 3,170,893 21% 13.920.048 13.920,048 3356,742 24% 13,920,048
Parks & Public Works 6226,196 6.613251 1,101,052 17% 6.452.425 6.452425 1,277,458 20% 6452,425
Library 2332.268 2,577394 574,617 22% 2691849 2.691849 4344,283 18% 2,691349
Total De pt Expenses $ 29,786.558 532352.872 S 6232,812 19°,4. 531,167226 531.867,226 S 6.544,828 21% 531,067,226
General Government 6,753013 6,716,283 302.878 0 15,891.999 15.891,999 2,341,152 15% 15,891,999
Total Non -De ptExpenses $ 6,753013 S 6,716283 S 302,878 5% 515891,999 515,891.999 S 2341,152 15% 515,891.999
Total Operating Expenditures $ 36,539.571 $39,069,155 5 6,535.690 17% S46,959,225 $46959225 S 8,335,980 1996 546.959,225
Other Uses
To Abnond Grove Reserve 2316,795
GASH 31 Adjust to Market tinny 310,008
Authorized Carryftuwerds 54000
Total Other Uses 2,880,803
Total Other Expenditures and Uses S 39,420374 $39069.155 5 6,535690 17% 546,959225 S46,959,225 $ 8,885,980 1931. S46,959,225
'.et Operating Revenues
S 2,666,141 S 328,503 $ (1,405,785) S 730 181 S 730,181 S (1,184,611) S 730,181
14
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
The following financial summaries present data by governmental fund type: Special Revenue Funds, Capital Project
Funds, Internal Service Funds, and Trust. and Agency Funds. For each, the fund information starts with a beginning
fund balance, adds current year revenues, and subtracts current year expenditures, resulting in an ending fund
balance. Adopted budget amounts are provided as a basis for comparison of actuais to date.
Special Rqvenue Fund
Special Revenue Funds account for the proceeds derived from specific revenue sources that are legally restricted or
assigned to special purposes. The Town's Special Revenue Funds are Community Development Block Grant Fund,
Housing Conservation Program Fund, Non -Point Urban Runoff Source Fund, and several Landscaping and Lighting
District Funds. The revenue from the Non -Point Source Program fund continues to lag the expenses. This largely
results from increased requirements associated with theTown's storm water permit, including increased isnpections
and monitoring, trash reduction requirements, and administrative costs. Staff will develop a plan to move the
program toward a sustainable cost recovery model as part of the FY 17/18 budget process. As indicated in the chart
below, Non -Point Source fund balance is negative. It is anticipated that revenues fo the Non -Point Source program
will be received by the end of the second quarter and will be reflected in the mid -year budget report.
Special Revenue Funds
Budget to Aetuals Comparisons
Beginning Fund Balance (Pre -audit)
Budgeted Revenues
Total Actual Revenues - 1st Qtr
Budgeted E.xpcndilures
Total Actual Expenditures - 1st Qtr
1st Quarter Ending Fund Balance
15
CDBG Non -Point LLD's
Grants Source
$ 78,621 S 115,657 S 185332
70,000 367,464 38,416
$ - $ - S
70.000 533,935 79,470
243,459 1,333
$ 78,621 $ (127,882) $ 183,999
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Capita! Projects Funds
Capital Projects Funds account for resources used for the acquisition and construction of capital facilities by the
Town. Funds in this category are the General Fund Appropriated Reserve Fund (GFAR), Traffic Mitigation Fund,
Grant Funded Capital Improvement Projects Fund, Utility Underground Fund, Gas Tax Fund, and three Storm Drain
Funds. Capital Projects Funds are generally tracking in accordance with the FY 2016/17 adopted budget. Projects
budgeted from Traffic Mitigation and utility Undegrounding sources are starting later this fiscal year. Staff will
continue to monitor these expenditures throughout the remainder of the year.
Beginning Fund Balance
Budgeted Revenues
Total Actual Revenues - ist Qtr
Budwted Expenditures
Total Actual Expenditures - Ist Qtr
Capital Project Funds
Budget to Actuals Comparisons
GFAR Traffic Grant Fund Storm Utility Gas
Fund Mitigation CIP's Drains Undergd Tax
$14,781.907 $ 2,596,834 $ (379,926) $ 1,668,054 $ 2,881,502 5 1,651,113
11,347,973 1,500,185 1,056,176 103.880 50,000 631,843
126,676 - 44,661 3,649 169,807
25,322,000 1,500,185 994,443 70.000 2,043,905
222,098 54,385 - 1,347,629
1st Quarter Ending Fund Balance $14,686,485 5 2,542,449 5 (379,926) $ 1,712,715 $ 2,885.151 $ 473,291
16
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Internal Service Funds
Internal Service Funds finance and account for special activities and services performed by a designated Town
department for other Town departments on a cost reimbursement basis. included in this fund type are the
Equipment Replacement Fund, Workers' Compensation Fund, ABAG Self Insurance Fund, Office Stores Fund,
Management Information Systems Fund, Vehicle Maintenance Fund, and the Facilities Maintenance Fund.
Internal Service Funds are generally tracking in accordance with the FY 2016/17 adopted budget. No revisions to
adopted revenues or expenditures are required at this time, and staff will continue to monitor expenditures and
propose a revised cost allocation during FY 2017/18 budget preparation.
Beginning Fund Balance
Budsxted Res entics
Total Actual Resenues - 1st Qtr
Internal Sersice Funds
Budget to ActuaIs Comparisons
Epuipment Workers Self Office Mmgt Info Vehicle Facility
Replaeemt Comp Insurance Stores Systems Maint. Maint.
S 2.147,845 5 1,378,166 5 1,360.373 S 185,533 S 2,888,451 S 413,458 5 415,323
381.3.22 934,118 535,838 95,000 1.129.006 573,865 1,381,875
95,331 261,432 134,845 1,999 226.496 143,466 285,743
i3udgied Expenditures 336.3,59 1,258,810 808,361 134,500 1.351.188 573,856 1,381.875
Total Actual Expenditures- 1st Qtr
122.107 313.309 442,976 24,521 242,840 98,260 225,164
1st Quarter Ending Fund Balance 5 2,121,069 5 1,326,289 5 1,052,242 3 163,011 S 2,872,107 S 458,664 5 475,902
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
Trust and Agency Funds
Town Trust and Agency Funds have fund balances as of July 1, 2016 of $524,453 for the Library Trust Funds and
$3,593.571 for Successor Agency Trust. No budget revisions are recommended at this time for these funds,
Trust & Agency Funds
Budget to Actuals Comparisons
Library SA
Trust Trust
Beginning Fund Balance $ 524,453 $ 3,593,571
Budgeted Revenues 69,150 3,872.939
Actual Revenues - 1st Qtr 500 1,923,430
Budgeted Expenditures 67,000 3,871,255
Total Actual Expenditures - 1st Qtr 6,584 3,434,425
tst Quarter Ending Fund Balance $ 518,369 $ 2,082,576
18
BUDGET PERFORMANCE REPORT - 1ST QUARTER FY 2016/17
CONCLUSION
The financial results from the prior fiscal year, coupled with the FY 2016/17 first quarter data, confirm the Town's
continued conservative fiscal planning and efforts to sustain its economically sensitive revenues. Based on available
information at the time of this report and expected receipts, the long-range outlook for the Town indicates that
revenues continue to improve, with small excess revenues beyond expenditures forecasted. As the fiscal year
progresses, staff will continue to closely monitor revenue and expenditure activity and work to identify
opportunities to enhance revenue to support current and future operating capital needs.
19
From: Phil Koen
Sent: Monday, December 05, 2016 6:36 AM
To: Laurel Prevetti
Cc: Robert Schultz
Subject: Please include this in the Town Council package under agenda item #8
Laurel,
Please include this in the Town Council's package as part of agenda item #8. I would appreciate a
confirmation from you that this has happened.
Phil Koen
Staff Responses to Questions Posed in Public Comments
Question: How did this material error occur?
Answer: The error only occurred in the Investment Report, with no effect on the Town's books or
investment balances as accounted for in the Town's financial system. The Town's independent
audit firm would unlikely consider this to be a "material" error.
The mistake occurred when a column was added to the Treasurer's cash reconciliation
worksheet to break out "wires in." Adding a column for increased visibility of cash wires
allowed the Finance staff to ensure proper recording of the "wires in" receipts on the Town's
books. Unfortunately, this action caused the Treasurer's cash reconciliation worksheet to
erroneously omit the column for "wires in" as a part of the total monthly cash receipts on the
worksheet. The column was added in February 2016 so it affected the cash receipts presented
on the prior investment Reports for the months of February through June 2016.
In summary, the cash balances were correctly accounted for on the Town books, but an error
occurred on the amount presented in the Investment Report which is why it is being brought
forward for correction to Town Council.
Response: There is no question that the Q3 and Q4 2016 Quarterly Investment reports contain
a material error by understating both the demand accounts balance and the Total Treasurer's
Fund balance. The cumulative impact of this error was $12.4m on a reported Total Treasurer's
Fund balance of $62.5m as of June 30, 2015. No serious financial professional would disagree
with this view, and it is difficult to understand how the Staff has come to their conclusion. If the
Town Council wishes to confirm the staff's position, the Town Council should request the
Council Finance Committee in their capacity of financial oversight to instruct the independent
auditor to perform a limited review of the previously issued Q3 and Q4 2016 Quarterly
Investment reports and certify that these reports were free of any material misstatement. Since
these reports were officially issued by the Town, were approved by Town Council resolution
and have been in the public domain and relied upon as being accurate, it is important for the
Town to confirm that the Staff's position that these reports are free of material error and can
continued to be relied upon. Obviously, by the fact that the Staff is now asking the Town
Council to adopt this resolution the Staff understands that this is simply not the case. The
Town Council should fully understand the magnitude of publically issuing reports that have a
material error and ask, "what are we now prepared to do to insure this never happens again".
Question: Who prepared the Quarterly Investment Reports?
Answer: Steve Conway, the Director of Finance, gained this responsibility upon the retirement of
the former elected Town Treasurer who had previously been responsible for preparing the
Investment Reports. Mr. Conway prepared the recent Investment Reports and made the error in
the treasurer's cash reconciliation worksheet total column. The running cash reconciliation
would typically have been cross checked against the standard monthly bank reconciliations;
1
however, due to the staff vacancy in the Accountant position, these monthly bank
reconciliations were not available by the deadline for the quarterly investment Reports.
Response: The fact that the Town's bank accounts were not reconciled on a timely basis should
be of great concern to the Town Council. Timely and accurate account reconciliations is a
critical internal control practice. It is a core practice in preventing and detecting fraud. There is
no excuse for not having the Town's bank accounts reconciled on a timely basis. Furthermore,
these reports were never reviewed by the Council Finance Committee and were approved
under the consent calendar by the Town Council. Essentially there was no serious discussion or
review of these reports. There appears to have been a fundamental breakdown in the checks
and controls when it came to issuing and approving these public reports.
Question: Are there written accounting desk procedures requiring the Treasurer's Fund Balance
as reported in the Investment Report to be reconciled on a monthly basis to the Town's
accounting records and bank balances?
Answer: Yes. The Finance Department has written procedures for many finance processes,
including bank reconciliations, daily cash receipts, and accounts receivable reconciliation.
The Finance department lost two key staff positions in FY 2015/16. The most critical one was
the Town's Accountant position, leaving a six month "catch up" on the standard bank
reconciliations. During this time of transition, the Director used the Treasurer's cash
reconciliation worksheet to track the daily cash balances until the bank reconciliations could be
brought up to date. Unfortunately, that spreadsheet had an error but it was discovered by staff
through the Town's internal controls once the bank reconciliations were brought up to date.
Response: While we understand and are sympathetic to the Finance Department being
understaffed, this can never be an excuse for not performing on a timely basis accurate and
complete account reconciliations. As a result the Q3 and Q4 Quarterly Investment Reports,
which were approved by the Town Council, contained a material error, and were publically
issued. These reports are the only reports available to the Town Council and residents which
report on a quarterly basis the total cash and investment portfolio of the Town.
Attachment 4
Question: Who discovered the error and under what circumstances?
Answer: The Director of Finance discovered the error when preparing the First Quarter
Investment Report because the cash balances reported on the prior quarter Investment Report
were too low based on the completed total Town cash and investment reconciled balances.
Immediately upon discovery of the error, the Director informed the Town Manager and the
Town's independent audit firm of the mistake and advised that a correction of the report would
2
be necessary and would be further explained in the First Quarter investment Report for FY
2016/17.
The circumstances were related to staff vacancies and delayed work associated with bank
reconciliations as described above.
Response: From the staff response, it appears the error was not detected until sometime in
November, 2016. This would suggest that this error went undetected for 9 months. Could the
Staff please clarify exactly when the error was detected and when all of the bank accounts were
fully reconciled.
Question: In what demand account were the balances deposited? Is there a loss of interest?
Were the bank records correct?
Answer: There was no loss of interest due to the error. The cash "wires in" were all deposited to
the Town's main checking account at Bank West Los Gatos. Interest is earned in the account
and credited to the account and is used to pay for monthly bank fees. The Town needs to keep
an average of $15 million in demand account compensating balances each month to avoid
being charged banking fees. As stated earlier, with the error affecting the Report only, all the
"wires in" were correctly accounted for by Bank West and also in the Town's general ledger. All
demand account balances were credited with interest on the correct balances to offset the
monthly banking fees.
Question: Should the Town's Investment Manager have noticed the error in the Investment
report?
Answer: The Town reconciles its investments (not checking account balances) to the monthly
Investment Manager's reports and also the Town's Investment Custodian (Bank of New York).
The Investment Managers do not manage or reconcile the Town's demand (checking) accounts
so it is likely they would have observed the error as they have no access to the checking account
balances.
Question: Should the auditor make it a material finding on inadequacy of internal controls?
Answer: Town staff has not received a material finding from the auditor to date. The error was
discovered through the Town's own internal control process which requires a full bank
reconciliation of all bank accounts. The error was discovered by the Director in comparing the
prior quarter's investment report cash balances to the updated bank reconciliations for June 30,
2016. The mistake was limited to the Investment Report total only, it did not affect the audited
Town's books, including the cash balances or investment balances as of June 30, 2016 and had
no impact to investments or investment earnings. Once the error on the report was discovered,
it was immediately reported to the auditors and Town management.
Response: We cannot overstate the importance of timely and accurate account reconciliations.
The fact that this did not occur for 6 to potentially 9 months is a material weakness in internal
3
controls. Requiring these reconciliations to be completed by an independent person who
doesn't have bookkeeping responsibilities or check signing responsibilities and requiring
supervisory review of the reconciliation is a foundational control. Designing and maintaining
internal controls is a basic requirement of financial management. The independent auditor
relies on these internal controls during the course of performing his audit. If these controls are
insufficient or non-existent, the auditor must address this in his risk assessment and perform
compensating audit procedures and additional testing. We strongly encourage the Council
Finance Committee to have a closed door session to discuss this issue with the auditor and
become knowledgeable of the importance of strong internal controls.
Question: What corrective actions have been taken in terms of retraining personnel and
implementing additional control procedures to insure this never occurs again?
Answer: Prior to discovering the error on the Investment Report, the Director of Finance had the
opportunity to work with Finance staff to bring the bank reconciliations up to date (to meet the
Town's internal control requirements and also to have accounts reconciled for the FY 2015/16
audit). The Director changed the reconciliation process from a manually intensive process on
the Treasurer's cash worksheet to an updated reconciliation process taking advantage of
monthly downloads from the Town's general ledger database and secured data monthly
downloads from the Town's bank. Finance also documented the steps in more detail in its desk
procedures to aid the new staff to successfully complete the bank reconciliation in a timely
manner.
The First Quarter budget reports for FY 2016/17 were prepared using these revised procedures
for the Town's standard bank reconciliation of cash balances. Staff believes this type of error is
unlikely to happen again under the revised desk procedures for reconciling the Investment
Report.
Response: As was stated above, timely and accurate account reconciliations is a foundational
internal control. Not having this in place increases the risk profile which the auditor must factor
into his review and testing procedures. The Town Council or the Council Finance Committee
should have a have closed door session without Staff present to discuss this particular issue and
to engage the auditor in a broader conversation regarding the adequacy of the Town's internal
controls. There is clearly an internal control issue. Proper management oversight would
mandate having a deeper conversation with the auditor on these subjects.
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Date: December 4, 2016
To: Members of the Los Gatos Town Council
CC: Town Manager and Town Finance Director
From: Terry Duryea
RE: Comments for December 6, 2016 Town Council Meeting Agenda Item 8—"Receive the First
Quarter Investment Report (July through September 2016) for Fiscal Year 2016/17 and accept the
reconciled demand account balances (February through June 2016) as restated for June 30, 2016"
Dear Town Council
I am submitting comments to the Town Council for the first time in my 16 years as a Los Gatos resident
because I feel passionately that the Town Council needs to become more involved in monitoring Town
finances.
I have read the Staff Report and 4 attachments that relate to the November 21, 2016 Town Council
Finance Committee meeting and wish to comment.
• I am pleased to see that the Finance Committee met on November 21, 2016 and that there will
be a formal report on that meeting at the December 6 Town Council meeting, rather than
treating the Town Finance Director's Quarterly Budget Performance Report as a consent agenda
item as has been common in the past.
• I am disappointed that the Finance Committee Chair did not submit a report to Town Council,
relying instead on Town Staff to report
• I am disappointed that the 1st Quarter FY 2016/17 Budget Performance Report (attachment 1)
makes no mention of the significant error that necessitated restating the Q3 and Q4 Investment
Reports previously submitted to Town Council.
o As a result of the error, the Treasurer's Fund as reported to the Town Council was
understated by $12.4 million at June 30, 2016
o The Finance Director discovered the error while preparing the Investment Report for the
1st Quarter ended September 30, 2016, at least 7 months after the error first appeared
in February 2016.
o This misclassification went undetected because at least one significant bank account
was not reconciled for more than 6 months due to a staff vacancy.
o Timely reconciliation of bank accounts is a fundamental requirement of any basic
system of internal control
o Fortunately, no one used this situation to defraud the Town
• I ask the Town Council to investigate the internal control breakdown to become comfortable
that the Town has strong internal controls and sufficient resources to ensure the reliability of
the Town's future financial reports.
o Since the audit of the Town's fiscal 2015/16 is in process, Town Council may want to talk
to the Town's independent auditor to understand what happened and to have the
auditors perform specific procedures as part of his current audit to ensure current
internal control are sufficient and that the Finance Director has sufficient resources to
implement and monitor them.
• I am pleased to see that the Quarterly Budget Performance Report is now reporting General
Fund Reserves using the same terminology as it uses in the annual CAFR. This terminology is
required by the GASB.
• I am also pleased that the components of the General Fund Reserve are now classified in
accordance with generally accepted accounting principles.
• I encourage the Town Council to become more involved in monitoring the Town's finances and
to shed greater Tight on the finances because:
o The Town's unassigned reserves have declined over the last few years reducing our
financial flexibility,
o Employee related costs have reflected a larger percentage of Town budget costs over
the last few years in spite of reducing staffing levels in some areas,
o As reflected in the Fiscal 2016/17 budget, the Town's PERS pension rate for the Safety
pension plan is projected to increase from 32.36% in FY 15/16 to 46.36% in FY 20/21 and
from 25.43% in FY 15/16 to 37.11% in FY 20/21 for the Miscellaneous pension plan.
o Based on CALPERS assumptions and reporting delays, employee pension costs are
expected to be even larger than currently reported
o The Town has significant infrastructure needs beyond the current Almond Grove
redevelopment
Respectfully submitted,
Terry Duryea