Attachment 1RESOLUTION NO. ______
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS,
AUTHORIZING THE TOWN MANAGER TO EXECUTE AGREEMENTS WITH
THE CALIFORNIA DEPARTMENT OF TAX AND FEE ADMINISTRATION FOR
IMPLEMENTATION OF A LOCAL TRANSACTIONS AND USE TAX.
WHEREAS, on June 17, 2018, the Town Council approved Ordinance No. 2274 amending
the Town Municipal Code and providing for a local transactions and use tax; and
WHEREAS, the California Department of Tax and Fee Administration (Department)
administers and collects the transactions and use taxes for all applicable jurisdictions within the
state; and
WHEREAS, the Department will be responsible to administer and collect the transactions
and use tax for the Town; and
WHEREAS, the Department requires that the Town enter into a “Preparatory Agreement”
and an “Administration Agreement” prior to implementation of said taxes ; and
WHEREAS, the Department requires that the Town Council authorize the agreements.
NOW, THEREFORE BE IT RESOLVED by the Town Council of the Town of Los Gatos that
the “Preparatory Agreement” attached as Exhibit A and the “Administrative Agreement”
attached as Exhibit B are hereby approved and the Town Manager is hereby authorized to
execute each agreement.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California held on the 15th day of January 2019, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
DATE: __________________
ATTEST:
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
DATE: __________________
S:\COUNCIL REPORTS\2019\01-15-19\Sales Tax Resos\Attachment 1 - Draft Resolution for Town Manager.docx
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AGREEMENT FOR PREPARATION TO ADMINISTER AND OPERATE
TOWN'S TRANSACTIONS AND USE TAX ORDINANCE
In order to prepare to administer a transactions and use tax ordinance adopted in accordance
with the provision of Part 1.6 (commencing with Section 7251) of Division 2 of the Revenue and
Taxation Code, the Town of Los Gatos, hereinafter called Town, and the CALIFORNIA
DEPARTMENT OF TAX AND FEE ADMINISTRATION, hereinafter called Department, do agree as
follows:
1. The Department agrees to enter into work to prepare to administer and operate a
transactions and use tax in conformity with Part 1.6 of Division 2 of the Revenue and Taxation Code
which has been approved by a majority of the electors of the Town and whose ordinance has been
adopted by the Town.
2. Town agrees to pay to the Department at the times and in the amounts hereinafter specified
all of the Department's costs for preparatory work necessary to administer the Town's transactions and
use tax ordinance. The Department's costs for preparatory work include costs of developing
procedures, programming for data processing, developing and adopting appropriate regulations,
designing and printing forms, developing instructions for the Department's staff and for taxpayers, and
other appropriate and necessary preparatory costs to administer a transactions and use tax ordinance.
These costs shall include both direct and indirect costs as specified in Section 11256 of the
Government Code.
3. Preparatory costs may be accounted for in a manner which conforms to the internal
accounting and personnel records currently maintained by the Department. The billings for costs may
be presented in summary form. Detailed records of preparatory costs will be retained for audit and
verification by the Town.
4. Any dispute as to the amount of preparatory costs incurred by the Department shall be
referred to the State Director of Finance for resolution, and the Director's decision shall be final.
5. Preparatory costs incurred by the Department shall be billed by the Department periodically,
with the final billing within a reasonable time after the operative date of the ordinance. Town shall pay
to the Department the amount of such costs on or before the last day of the next succeeding month
following the month when the billing is received.
EXHIBIT A
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6. The amount to be paid by Town for the Department's preparatory costs shall not exceed one
hundred seventy-five thousand dollars ($175,000) (Revenue and Taxation Code Section 7272.)
7. Communications and notices may be sent by first class United States mail.
Communications and notices to be sent to the Department shall be addressed to:
California Department of Tax and Fee Administration
P.O. Box 942879 MIC: 27
Sacramento, California 94279-0027
Attention: Supervisor
Local Revenue Branch
Communications and notices to be sent to Town shall be addressed to:
Town of Los Gatos
110 E. Main Street
Los Gatos, California 95030
Attention: Town Manager
8. The date of this agreement is the date on which it is approved by the Department of General
Services. This agreement shall continue in effect until the preparatory work necessary to administer
Town's transactions and use tax ordinance has been completed and the Department has received all
payments due from Town under the terms of this agreement.
TOWN OF LOS GATOS CALIFORNIA DEPARTMENT OF TAX
AND FEE ADMINISTRATION
By By
Laurel Prevetti, Town Manager Administrator
(Rev. 11/17)
(Rev. 10/17) 1 of 7
AGREEMENT FOR STATE ADMINISTRATION
OF TOWN TRANSACTIONS AND USE TAXES
The Town Council of the Town of Los Gatos has adopted, and the voters of the Town of
Los Gatos (hereafter called “Town”) have approved by the required majority vote, the Town of Los
Gatos Transactions and Use Tax Ordinance (hereafter called “Ordinance”), a copy of which is attached
hereto. To carry out the provisions of Part 1.6 of Division 2 of the Revenue and Taxation Code and the
Ordinance, the California State Department of Tax and Fee Administration, (hereinafter called the
“Department”) and the Town do agree as follows:
ARTICLE I
DEFINITIONS
Unless the context requires otherwise, wherever the following terms appear in the Agreement,
they shall be interpreted to mean the following:
1. "Town taxes" shall mean the transactions and use taxes, penalties, and interest imposed
under an ordinance specifically authorized by Revenue and Taxation code Section 7285.9, and in
compliance with Part 1.6, Division 2 of the Revenue and Taxation Code.
2. "Town Ordinance" shall mean the Town's Transactions and Use Tax Ordinance referred to
above and attached hereto, Ordinance No. 2274, as amended from time to time, or as deemed to be
amended from time to time pursuant to Revenue and Taxation Code Section 7262.2.
ARTICLE II
ADMINISTRATION AND COLLECTION
OF TOWN TAXES
A. Administration. The Department and Town agree that the Department shall perform
exclusively all functions incident to the administration and operation of the Town Ordinance.
EXHIBIT B
(Rev. 10/17) 2 of 7
B. Other Applicable Laws. Town agrees that all provisions of law applicable to the
administration and operation of the Department Sales and Use Tax Law which are not inconsistent with
Part 1.6 of Division 2 of the Revenue and Taxation Code shall be applicable to the administration and
operation of the Town Ordinance. Town agrees that money collected pursuant to the Town Ordinance
may be deposited into the State Treasury to the credit of the Retail Sales Tax Fund and may be drawn
from that Fund for any authorized purpose, including making refunds, compensating and reimbursing
the Department pursuant to Article IV of this Agreement, and transmitting to Town the amount to
which Town is entitled.
C. Transmittal of money.
1. For the period during which the tax is in effect, and except as otherwise provided herein, all
district taxes collected under the provisions of the Town Ordinance shall be transmitted to Town
periodically as promptly as feasible, but not less often than twice in each calendar quarter.
2. For periods subsequent to the expiration date of the tax whether by Town’s self-imposed
limits or by final judgment of any court of the State of California holding that Town’s ordinance is
invalid or void, all district taxes collected under the provisions of the Town Ordinance shall be
transmitted to Town not less than once in each calendar quarter.
3. Transmittals may be made by mail or electronic funds transfer to an account of the Town
designated and authorized by the Town. A statement shall be furnished at least quarterly indicating the
amounts withheld pursuant to Article IV of this Agreement.
D. Rules. The Department shall prescribe and adopt such rules and regulations as in its
judgment are necessary or desirable for the administration and operation of the Town Ordinance and
the distribution of the district taxes collected thereunder.
E. Preference. Unless the payor instructs otherwise, and except as otherwise provided in this
Agreement, the Department shall give no preference in applying money received for state sales and use
taxes, state-administered local sales and use taxes, and district transactions and use taxes owed by a
taxpayer, but shall apply moneys collected to the satisfaction of the claims of the State, citi es, counties,
cities and counties, redevelopment agencies, other districts, and Town as their interests appear.
(Rev. 10/17) 3 of 7
F. Security. The Department agrees that any security which it hereafter requires to be
furnished by taxpayers under the State Sales and Use Tax Law will be upon such terms that it also will
be available for the payment of the claims of Town for district taxes owing to it as its interest appears.
The Department shall not be required to change the terms of any security now held by it, and Town
shall not participate in any security now held by the Department.
G. Records of the Department.
When requested by resolution of the legislative body of the Town under section 7056 of the
Revenue and Taxation Code, the Department agrees to permit authorized personnel of the Town to
examine the records of the Department, including the name, address, and account number of each seller
holding a seller’s permit with a registered business location in the Town, pertaining to the
ascertainment of transactions and use taxes collected for the Town. Information obtained by the Town
from examination of the Department's records shall be used by the Town only for purposes related to
the collection of transactions and use taxes by the Department pursuant to this Agreement.
H. Annexation. Town agrees that the Department shall not be required to give effect to an
annexation, for the purpose of collecting, allocating, and distributing District transactions and use
taxes, earlier than the first day of the calendar quarter which commences not less than two months after
notice to the Department. The notice shall include the name of the county or counties annexed to the
extended Town boundary. In the event the Town shall annex an area, the boundaries of which are not
coterminous with a county or counties, the notice shall include a description of the area annexed and
two maps of the Town showing the area annexed and the location address of the property nearest to the
extended Town boundary on each side of every street or road crossing the boundary.
ARTICLE III
ALLOCATION OF TAX
A. Allocation. In the administration of the Department's contracts with all districts that
impose transactions and use taxes imposed under ordinances, which comply with Part 1.6 of Division 2
of the Revenue and Taxation Code:
(Rev. 10/17) 4 of 7
1. Any payment not identified as being in payment of liability owing to a designated
district or districts may be apportioned among the districts as their interest appear, or, in the discretion
of the Department, to all districts with which the Department has contracted using ratios reflected by
the distribution of district taxes collected from all taxpayers.
2. All district taxes collected as a result of determinations or billings made by the
Department, and all amounts refunded or credited may be distributed or charged to the respective
districts in the same ratio as the taxpayer's self-declared district taxes for the period for which the
determination, billing, refund or credit applies.
B. Vehicles, Vessels, and Aircraft. For the purpose of allocating use tax with respect to
vehicles, vessels, or aircraft, the address of the registered owner appearing on the application for
registration or on the certificate of ownership may be used by the Department in determining the place
of use.
ARTICLE IV
COMPENSATION
The Town agrees to pay to the Department as the State's cost of administering the Town
Ordinance such amount as is provided for by law. Such amounts shall be deducted from the taxes
collected by the Department for the Town.
ARTICLE V
MISCELLANEOUS PROVISIONS
A. Communications. Communications and notices may be sent by first class United States
mail to the addresses listed below, or to such other addresses as the parties may from time to time
designate. A notification is complete when deposited in the mail.
(Rev. 10/17) 5 of 7
Communications and notices to be sent to the Department shall be addressed to:
California State Department of Tax and Fee Administration
P.O. Box 942879
Sacramento, California 94279-0027
Attention: Administrator
Local Revenue Branch
Communications and notices to be sent to the Town shall be addressed to:
Town of Los Gatos
110 E. Main Street
Los Gatos, California 95030
Attention: Town Manager
Unless otherwise directed, transmittals of payment of District transactions and use taxes
will be sent to the address above.
B. Term. The date of this Agreement is the date on which it is approved by the Department of
General Services. The Agreement shall take effect on April 1, 2019. This Agreement shall continue
until December 31 next following the expiration date of the Town Ordinance, and shall thereafter be
renewed automatically from year to year until the Department completes all work necessary to the
administration of the Town Ordinance and has received and disbursed all payments due under that
Ordinance.
C. Notice of Repeal of Ordinance. Town shall give the Department written notice of the
repeal of the Town Ordinance not less than 110 days prior to the operative date of the repeal.
(Rev. 10/17) 6 of 7
ARTICLE VI
ADMINISTRATION OF TAXES IF THE
ORDINANCE IS CHALLENGED AS BEING INVALID
A. Impoundment of funds.
1. When a legal action is begun challenging the validity of the imposition of the tax, the
Town shall deposit in an interest-bearing escrow account, any proceeds transmitted to it under
Article II. C., until a court of competent jurisdiction renders a final and non-appealable judgment that
the tax is valid.
2. If the tax is determined to be unconstitutional or otherwise invalid, the Town shall
transmit to the Department the moneys retained in escrow, including any accumulated interest, within
ten days of the judgment of the trial court in the litigation awarding costs and fees becoming final and
non-appealable.
B. Costs of administration. Should a final judgment be entered in any court of the State of
California, holding that Town's Ordinance is invalid or void, and requiring a rebate or refund to
taxpayers of any taxes collected under the terms of this Agreement, the parties mutually agree that:
1. Department may retain all payments made by Town to Department to prepare to
administer the Town Ordinance.
2. Town will pay to Department and allow Department to retain Department's cost of
administering the Town Ordinance in the amounts set forth in Article IV of this Agreement.
3. Town will pay to Department or to the State of California the amount of any taxes plus
interest and penalties, if any, that Department or the State of California may be required to rebate or
refund to taxpayers.
4. Town will pay to Department its costs for rebating or refunding such taxes, interest, or
penalties. Department's costs shall include its additional cost for developing procedures for processing
(Rev. 10/17) 7 of 7
the rebates or refunds, its costs of actually making these refunds, designing and printing forms, and
developing instructions for Department's staff for use in making these rebates or refunds and any other
costs incurred by Department which are reasonably appropriate or necessary to make those rebates or
refunds. These costs shall include Department's direct and indirect costs as specified by Section 11256
of the Government Code.
5. Costs may be accounted for in a manner, which conforms to the internal accounting, and
personnel records currently maintained by the Department. The billings for such costs may be
presented in summary form. Detailed records will be retained for audit and verification by Town.
6. Any dispute as to the amount of costs incurred by Department in refunding taxes shall
be referred to the State Director of Finance for resolution and the Director's decision shall be final.
7. Costs incurred by Department in connection with such refunds shall be billed by
Department on or before the 25th day of the second month following the month in which the judgment
of a court of the State of California holding Town's Ordinance invalid or void becomes final.
Thereafter Department shall bill Town on or before the 25th of each month for all costs incurred by
Department for the preceding calendar month. Town shall pay to Department the amount of such costs
on or before the last day of the succeeding month and shall pay to Department the total amount of
taxes, interest, and penalties refunded or paid to taxpayers, together with Department costs incurred in
making those refunds.
TOWN OF LOS GATOS CALIFORNIA STATE DEPARTMENT OF
TAX AND FEE ADMINISTRATION
By By
Laurel Prevetti, Town Manager Administrator
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