Attachment 1e
D – 3
Town Offices
PROGRAM PURPOSE
The Town Offices Program comprises the Town Council Administration Program and the Town
Attorney Administration Program, which includes the Self-Insurance Liability Program. The
purpose of each program is outlined in the sections that follow this page.
BUDGET OVERVIEW
The FY 2018/19 budget reflects an increase in salaries and benefits attributed to increased
CalPERS and medical benefits rates. In addition, all personnel that were previously funded in
the Internal Service Fund Programs are programmed starting in FY 2018/19 in the General
Fund, increasing total General Fund salaries and benefits expenditures while decreasing the
Internal Service Fund charges by the same amount. Approved salary increases for the Town
Attorney and to the Council are included the FY 2018/19 budget; however, other salary
increases are not reflected in the proposed budget as labor negotiations with the Town’s
unions are pending.
D – 4
TOWN OFFICES
2014/15 2015/16 2016/17 2017/18 2017/18 2018/19
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Service Charge 801$ 26$ -$ -$ 30$ -$
Interest - - - - - -
Fines & Forfeutires 955 93 - - 700 -
Other Revenues 17,980 - 2,634 - - -
TOTAL REVENUES 19,736$ 119$ 2,634$ -$ 730$ -$
EXPENDITURES
Salaries and Benefits*382,582$ 383,836$ 422,766$ 422,797$ 426,982$ 665,374$
Operating Expenditures 58,124 54,990 164,622 101,812 163,898 101,812
Fixed Assets - - - - - -
Internal Service Charges 28,525 28,962 32,744 33,866 33,729 12,033
TOTAL EXPENDITURES 469,231$ 467,788$ 620,132$ 558,475$ 624,609$ 779,219$
2014/15 2015/16 2016/17 2017/18 2017/18 2018/19
Actuals Actuals Actuals Adopted Estimated Proposed
PROGRAM
Town Council 208,491$ 171,530$ 193,584$ 205,092$ 195,869$ 223,036$
Town Attorney 260,740 296,258 426,548 353,383 428,740 556,183
TOTAL EXPENDITURES 469,231$ 467,788$ 620,132$ 558,475$ 624,609$ 779,219$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
*Personnel previously budgeted in the Liability Self-Insurance Internal Service Fund are budgeted in the Town Attorney Program
beginning in FY 2018/19.
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TOWN OFFICES
Full Time Equivalents (FTE)
2014/15 2015/16 2016/17 2017/18 2018/19
General Fund Funded Funded Funded Funded Proposed
Town Attorney*0.60 0.60 0.60 0.60 1.00
Deupty Town Attorney*0.25 0.25 0.31 0.31 0.75
Executive Asst to the Town Mgr 0.50 0.50 0.50 0.50 0.50
Office Assistant 0.35 - 0.13 0.13 0.13
Total General Fund FTEs 1.70 1.35 1.54 1.54 2.38
Non-General Fund FTEs
Liability Self-Insurance
Town Attorney*0.35 0.35 0.35 0.35 -
Deputy Town Attorney*0.25 0.25 0.31 0.31 -
Administrative Analyst*- - 0.10 0.10 -
Administrative Technician 0.10 0.10 - - -
Total Liability Fund FTEs 0.70 0.70 0.76 0.76 -
Workers' Compensation
Town Attorney*0.05 0.05 0.05 0.05 -
Total Workers' Comp FTEs 0.05 0.05 0.05 0.05 -
Total Town Offices FTEs 2.45 2.10 2.36 2.36 2.38
Elected Officials
Councilmembers 5.00 5.00 5.00 5.00 5.00
Total Elected Officials 5.00 5.00 5.00 5.00 5.00
Temporary Staff Hours
Intern 175 175 175 175 175
Total Annual Hours 175 175 175 175 175
DEPARTMENT STAFFING
*Personnel previously budgeted in the Liability Self Insurance and Workers' Compensation Internal Service
Funds are budgeted in the General Fund beginning in FY 2018/19.
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D – 7
Town Council
TOWN COUNCIL ADMINISTRATION
PROGRAM 1101
PROGRAM PURPOSE
The Town Council is the elected legislative body that represents the residents and provides
policy direction for the delivery of services and capital improvements for the Town of Los Gatos.
The Town Council comprises five Council members, with the Mayor and Vice Mayor appointed
annually by the Council each November. The Town operates under a Council/Manager
(corporate) form of government that combines the policy leadership of elected officials with
the managerial responsibility of an appointed Town Manager and appointed Town Attorney
reporting to the Council. With the professional support of Town staff, the Mayor and Town
Council identify and adopt appropriate policy, program, and budget priorities for the Town.
As an elected legislature, the Council’s priorities reflect, through its regulatory and budgetary
enactments, the aspirations of the residents of Los Gatos. These priorities are implicit in the
programs adopted and set forth in the annual operating budget for the Town of Los Gatos.
BUDGET OVERVIEW
The FY 2018/19 budget reflects a slight increase in salaries and benefits attributed to increased
Council salaries and increased CalPERS and medical benefit rates. Non-elected salary increases
are not reflected in the proposed budget as labor negotiations with the Town’s unions are
pending. The FY 2018/19 Council budget includes general administrative services, constituent
services, elected official support, official meetings and events, and Council policy/program
analysis.
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TOWN COUNCIL
KEY PROGRAM SERVICES
• Represents the residents of Los Gatos.
• Formulates and enacts public policy in response to current and anticipated needs within
political, administrative, and fiscal constraints.
• Provides community leadership as the legislative and policy-making body of the
municipal government.
• Oversees Town Boards and Commissions.
• Represents the Town of Los Gatos through coordination and collaboration with other
government agencies.
2014/15 2015/16 2016/17 2017/18 2017/18 2018/19
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Service Charge -$ -$ -$ -$ -$ -$
Interest - - - - - -
Fines & Forfeitures - - - - - -
Other Revenues - - - - - -
TOTAL REVENUES -$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits 179,470$ 155,940$ 168,321$ 178,226$ 169,206$ 199,286$
Operating Expenditures 24,662 12,530 22,141 23,456 23,456 23,456
Fixed Assets - - - - - -
Internal Service Charges 4,359 3,060 3,122 3,410 3,207 294
TOTAL EXPENDITURES 208,491$ 171,530$ 193,584$ 205,092$ 195,869$ 223,036$
SUMMARY OF REVENUES AND EXPENDITURES
D – 9
TOWN COUNCIL
Full Time Equivalents (FTE)
2014/15 2015/16 2016/17 2017/18 2018/19
Town Staff Funded Funded Funded Funded Proposed
Executive Asst. to the Town Mgr.0.50 0.50 0.50 0.50 0.50
Office Assistant 0.35 - - - -
TOTAL PROGRAM FTEs 0.85 0.50 0.50 0.50 0.50
Elected Officials
Councilmembers 5.00 5.00 5.00 5.00 5.00
TOTAL ELECTED OFFICIALS 5.00 5.00 5.00 5.00 5.00
Temporary Staff Hours
Intern 175 175 175 175 175
TOTAL ANNUAL HOURS 175 175 175 175 175
TOWN COUNCIL STAFFING
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D – 11
Town Attorney
TOWN ATTORNEY ADMINISTRATION
PROGRAM 1301
PROGRAM PURPOSE
The Town Attorney is the legal advisor to the Town Council, Successor Agency to the former
Redevelopment Agency, and Town staff. In this capacity, the Office of the Town Attorney
provides a wide range of legal services to ensure that Town actions and activities are legally
sound. The core services of the Town Attorney’s Office include, but are not limited to:
providing timely legal advice to the Town Council, Town advisory bodies, and staff; drafting
contracts, opinions, resolutions, and ordinances; reviewing, processing, and settling claims
against the Town; and prosecuting and defending civil lawsuits against the Town.
BUDGET OVERVIEW
The FY 2018/19 budget reflects an increase in salaries and benefits attributed to increased
CalPERS and medical benefits rates. In addition, all personnel that were previously funded in
Internal Service Fund Programs are programmed starting in FY 2018/19 in the General Fund,
increasing total General Fund salaries and benefits expenditures while decreasing the Internal
Service Fund charges by the same amount. The FY 2018/19 budget for the Town Attorney’s
Office also includes minor changes in operating expenditures and an increase in salary and
benefits attributed to increasing the Deputy Town Attorney position from 0.625 FTE to 0.75 FTE
to provide a workload relief in the Attorney’s Office.
D – 12
TOWN ATTORNEY
ACCOMPLISHMENTS
Core Goals Accomplishments
Community
Character
Preserve and
enhance the
appearance
character and
environment
quality of the
community
• Advised on a significant number of resolutions, ordinances, policies,
and development projects in furtherance of implementation of the
2020 General Plan.
Good Governance
Ensure
responsive,
accountable and
collaborate
government
• Prepared for and supported Council and Planning Commission
meetings.
• Prepared for and supported various Committee, Commission, and
Board meetings as requested by staff and/or Council.
Fiscal Stability
Maintain ongoing
fiscal stability to
provide cost
effective core
services that
meet the needs of
the community
• Advised on the legal and financial matters associated with the
dissolution of the former Town of Los Gatos Redevelopment Agency.
• Provided administrative and analytical support in staff report
development and review.
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TOWN ATTORNEY
FY 2018/19 KEY PROJECTS
Core Goals Key Projects
Community
Character
Preserve and
enhance the
appearance
character and
environment
quality of the
community
Policy Development
Assist and advise on the review and revision of numerous policies including but
not limited to ordinance rewrite and amendments, implementation of the
General Plan, and environmental issues related to development proposals.
Good Governance
Ensure
responsive,
accountable and
collaborate
government
Process Improvements
Respond to the needs of the Town Council and Town staff. Without
compromising this key focus, the Town Attorney will continue to assist in
streamlining administrative functions, including contract management, Council
action, and code enforcement.
Continue to explore and implement measures to reduce the cost of legal
services and overall Town liability.
2014/15 2015/16 2016/17 2017/18 2017/18 2018/19
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Service Charge 801$ 26$ -$ -$ 30$ -$
Interest - - - - - -
Fines & Forfeitures 955 93 - - 700 -
Other Revenues 17,980 - 2,634 - - -
TOTAL REVENUES 19,736$ 119$ 2,634$ -$ 730$ -$
EXPENDITURES
Salaries and Benefits*203,112$ 227,896$ 254,445$ 244,571$ 257,776$ 466,088$
Operating Expenditures 33,462 42,460 142,481 78,356 140,442 78,356
Fixed Assets - - - - - -
Internal Service Charges 24,166 25,902 29,622 30,456 30,522 11,739
TOTAL EXPENDITURES 260,740$ 296,258$ 426,548$ 353,383$ 428,740$ 556,183$
SUMMARY OF REVENUES AND EXPENDITURES
*Personnel previously budgeted in the Liability Self-Insurance Internal Service Fund are budgeted in the Town Attorney Program
beginning in FY 2018/19.
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TOWN ATTORNEY
Core Goals Key Projects
Fiscal Stability
Maintain ongoing
fiscal stability to
provide cost
effective core
services that
meet the needs of
the community
Improved Efficiencies
Continue to seek improved efficiencies in providing legal services as necessary
to meet budget constraints.
KEY PROGRAM SERVICES
• Represents the Town regarding litigation matters, including criminal prosecutions of
code violations.
• Serves as the legal advisor for the Town Council, Town staff, and Successor Agency to
the Redevelopment Agency.
• Processes and evaluates all personal injury, property damage, and other monetary
claims against the Town and manages all litigation involving the Town.
• Drafts and/or reviews all proposed ordinances and resolutions.
• Supervises personal injury and property damage claims and related claims litigation.
• Drafts and/or reviews Town staff reports and contracts.
• Assists in the administration of the Town’s liability insurance and risk management
program.
• Negotiates key transactions such as property matters.
• Provides legal advice and support to Town Boards, Committees, and Commissions.
Full Time Equivalents (FTE)
2014/15 2015/16 2016/17 2017/18 2018/19
Town Staff Funded Funded Funded Funded Proposed
Town Attorney*0.60 0.60 0.60 0.60 1.00
Deputy Town Attorney*0.25 0.25 0.31 0.31 0.75
Office Assistant - - 0.13 0.13 0.13
TOTAL PROGRAM FTEs 0.85 0.85 1.04 1.04 1.88
TOWN ATTORNEY STAFFING
*Personnel previously budgeted in the Liability Self Insurance and Workers' Compensation Internal Service
Funds are budgeted in the Town Attorney program beginning in FY 2018/19.
D – 15
TOWN ATTORNEY
Performance Objectives and Measures
2014/15
Actual
2015/16
Actual
2016/17
Actual
2017/18
Estimated
2018/19
Budget
1.
a.Claims for denial or approval processed within 45
days of filing:
90%90%90%90%90%
2.
a.Staff reports reviewed within 24 hours of receipt:90%90%90%90%90%
b.Contracts reviewed and signed within 48 hours of
receipt:*
Data Not
Available
Data Not
Available
90%90%90%
c.Staff questions and referrals responded to within 3
working days:
90%90%90%90%90%
Activity and Workload Highlights
2014/15
Actual
2015/16
Actual
2016/17
Actual
2017/18
Estimated
2018/19
Budget
1.8 20 12 8 12
2.14 16 9 14 13
3.7 12 12 12 11
6.219 283 239 240 240
7.5 4 8 4 4
8.Measure
Discontinued
Measure
Discontinued
22 12 17
9.Data Not
Available
52 52 49 48
* New measure effective FY 2016/17.
** New measure effective FY 2015/16.
***Measure discontinued in FY 2014/15, department is now measuring again due to workload. Historical data provided when available.
Number of City Council and Advisory Body meetings
attended:**
Number of claims:***
Number of cases handled:
Number of property loss reports processed:
Number of subpoenas handled:
Number of incident reports processed:
To reduce the legal and financial consequences of claims
To protect the Town from legal exposure through the
Number of contracts reviewed:
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Town Attorney
LIABILITY SELF-INSURANCE FUND
PROGRAM 1302
FUND PURPOSE
The Town is a member of the Association of Bay Area Governments (ABAG) insurance pool, a
self-insurance program established in 1986 to provide general liability, property insurance, and
risk management services to 30 cities within the Bay Area. This coverage minimizes the Town’s
exposure to losses.
The annual premium paid by the Town allows for $10 million total coverage with a $50,000
deductible per occurrence. Self-Insurance rates have been established to allocate the cost of
this internal service fund accurately to all programs based on staffing levels, thus more
accurately distributing and reflecting actual costs of services.
BUDGET OVERVIEW
The Self-Insurance Program is funded through departmental charges based on established
assessment rates per labor dollar expended. Service rates are established to maintain fund
balance capacity at a minimum of three times the annual operating expense. This rule of
thumb provides a funding source for potential claims against the Town. Excess funding is
reduced through lower service rates and transfers back to the General Fund. The Town
continues to receive grant funding and to make strides in the area of Risk Management.
All personnel that were previously funded in the Liability Self-Insurance Fund Program are
programmed starting in FY 2018/19 in the General Fund Attorney Program, increasing total
General Fund salaries and benefits expenditures while decreasing the Internal Service Fund
charges by the same amount. The program’s fund balance is declining due to adverse claims
against the Town.
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TOWN ATTORNEY
Liability Self-Insurance Program
2014/15 2015/16 2016/17 2017/18 2017/18 2018/19
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignated 1,056,559 1,567,161 1,403,449 885,441 885,441 899,392
Total Beginning Fund Balance 1,056,559 1,567,161 1,403,449 885,441 885,441 899,392
Revenues
Service Charge 485,397$ 492,341$ 497,401$ 553,953$ 509,112$ 376,187$
Interest - - - - - -
Other Revenues - - - - - -
Total Revenues 485,397$ 492,341$ 497,401$ 553,953$ 509,112$ 376,187$
TRANSFERS IN
Transfer from Equipment Replacement 500,000$ -$ -$ -$ -$ -$
TOTAL TRANSFERS IN 500,000$ -$ -$ -$ -$ -$
TOTAL REVENUES & TRANSFERS 985,397 492,341 497,401 553,953 509,112 376,187
TOTAL SOURCE OF FUNDS 2,041,956$ 2,059,502$ 1,900,850$ 1,439,394$ 1,394,553$ 1,275,579$
USES OF FUNDS
Expenditures
Salaries and Benefits 146,881$ 164,485$ 432,819$ 175,991$ 175,524$ -$
Operating Expenditures 327,914 491,568 582,590 640,961 319,637 641,361
Fixed Assets - - - - - -
Internal Service Charges - - - - - -
Total Expenditures 474,795$ 656,053$ 1,015,409$ 816,952$ 495,161$ 641,361$
Ending Fund Balance
Designated - - - - - -
Undesignated 1,567,161 1,403,449 885,441 622,442 899,392 634,218
Total Ending Fund Balance 1,567,161 1,403,449 885,441 622,442 899,392 634,218
TOTAL USE OF FUNDS 2,041,956$ 2,059,502$ 1,900,850$ 1,439,394$ 1,394,553$ 1,275,579$
* Personnel are budgeted in the Town Attorney Program beginning in FY 2018/19.
STATEMENT OF SOURCE AND USE OF FUNDS
D – 19
TOWN ATTORNEY
Liability Self-Insurance Program
FY 2018/19 KEY PROJECTS
Core Goals Key Projects
Good Governance
Ensure
responsive,
accountable and
collaborate
government
Premium Management
Emphasize the improvement of safety concerns by actively pursuing training
programs. In an effort to minimize insurance claims, the insurance pool offers
safety training in areas which produce a high liability risk.
Resolve claims favorable to the Town.
KEY PROGRAM SERVICES
• Acts as liaison with the Town’s Liability Insurance administration.
• Informs Town Council and Town management of potential claims and results.
Full Time Equivalent (FTE)
2014/15 2015/16 2016/17 2017/18 2018/19
Town Staff Funded Funded Funded Funded Proposed
Town Attorney*0.35 0.35 0.35 0.35 -
Deputy Town Attorney*0.25 0.25 0.31 0.31 -
Administrative Analyst*- - 0.10 0.10 -
Administrative Technician 0.10 0.10 - - -
Total Liability FTEs 0.70 0.70 0.76 0.76 -
LIABILITY SELF-INSURANCE PROGRAM STAFFING
*Personnel previously budgeted in the Liability Self Insurance Internal Service Fund are budgeted in the Town
Attorney program beginning in FY 2018/19.
D – 20