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Attachment 2Town of Los Gatos Department Work Plans N:\MGR\Strategic Priorities\Jan. 2017 Priority Setting Session\Department Work Plans 80-20 1/24/17 Town Manager’s Office CORE SERVICES (80% +) 1. Lead the entire Town staff organization to implement the policies and direction of the Town Council. 2. Support individual and full Council decision-making, including all Council Committees and Ad Hoc Council Committees. 3. Provide overall accountability for the entire Town operation, ensuring proper Town-wide fiscal and administrative controls. 4. Provide constituent services to residents and businesses. 5. Monitor regional efforts and state legislation to determine appropriate Town involvement. 6. Represent the Town organization with other agencies and external organizations. 7. Coordinate the preparation of Town Council and Council Committee agendas and packets. 8. Manage the Town’s real estate assets, including leases, sales, etc. 9. Oversee the use of the Civic Center facilities. 10. Enhance Town-wide communications, including social media, to engage the community. 11. Monitor fiscal and other trends to assist the Council and the Town organization in strategic priorities. 12. Administer the Arts and Culture Commission. 13. Oversee and administer the Human Services and Arts and Culture Community Grants. 14. Track and oversee referrals from Town Council meetings, Council Members, and the Town Manager. 15. Oversee Clerk Administrator, Information Technology, and Economic Vitality functions. 16. Transition Special Events permitting from the Police Department to the Town Manager’s Office. SPECIAL PROJECTS (20% or less) A. Improve the transparency and access to government records. B. Focus on Strategic Priorities while providing core local government services. C. Track performance to ensure timely, responsive, cost effective, and high quality services. D. Manage contracts with NUMU, Friends of the Library, and other community organizations. E. Guide the Veterans’ Foundation memorial project. Town Attorney CORE SERVICES (80% +) 1. Provide legal advice to the Town Council, Successor Agency to the Redevelopment Agency, Commissions, Committees, Boards, the Town Manager, Department Heads, and Town staff. 2. Defend the Town against claims and litigation and initiates civil lawsuits on behalf of the Town. 3. Enforce and prosecute violations of the Municipal Code, including both criminal prosecutions and civil abatements. 4. Process and evaluate all personal injury, property damage, and other monetary claims against the Town and manages all litigation involving the Town. 5. Administer the Town’s liability insurance and Risk Management Programs. 6. Drafts and/or reviews all proposed ordinances, resolutions, and contracts. 7. Negotiates key transactions such as property acquisitions. SPECIAL PROJECTS (20% or less) A. Amend Advisory Boards Policies and Procedures and the Town Council Agenda Format. B. Amend Massage, Wireless, Rent Control, Short Term Rental, and Animal Ordinances C. Amend the Claims Settlement Authority and Procedures. D. Amend the Purchasing and Contract Review Procedures. E. Defend litigation regarding the North 40 applications. ATTACHMENT 2 Town of Los Gatos Department Work Plans 2 Clerk Department CORE SERVICES (80% +) 1. Administer local elections, and fulfill the duties of the local Filing Officer and Filing Official under the Political Reform Act. 2. Prepare, record, and maintain proceedings of Council meetings, minutes, ordinances, resolutions, contracts, etc. 3. Maintain the Municipal Code. 4. Coordinate the recruitment and appointment process for Boards, Commissions, and Committees. 5. Be the custodian of the Town’s records and administration of Town-wide records management program. 6. Coordinate cross-departmental responses to all Public Records Act requests. 7. Coordinate and process all Town agreements. 8. Review and process insurance certificates for agreements. 9. Coordinate bid openings and bonds with Parks and Public Works. 10. Coordinate the submittal of legal ads for all departments. SPECIAL PROJECTS (20% or less) A. Prepare a Commission Liaison Handbook. B. Update Commission Appointment Policy and applications. C. Update and implement Town retention procedures and policy. Economic Vitality CORE SERVICES (80% +) 1. Act as a liaison between the Town, and current and prospective businesses to assist with the Town’s planning, building and code compliance processes, property/space matchmaking, and other business related needs. 2. Collaborate with the Community Development Department on processing business permit applications and business related ordinance and policy updates. 3. Work closely with the Chamber of Commerce, commercial brokerage community, and other organizations to promote Los Gatos. 4. Develop and maintain relationships with property owners, business owners, and industry commercial real estate professionals in Los Gatos. 5. Business outreach, retention and attraction through meetings, recognition programs, and education opportunities. 6. Manage Chamber of Commerce relationship and annual contract. 7. Participate in regional committees and professional groups as they relate to economic vitality, industry trends, and land use. SPECIAL PROJECTS (20% or less) A. Prepare a policy and ordinance drafts for consideration by the Council Policy Committee, Planning Commission, and Town Council to continue to diversify business mix, simplify permit processes, and enhance business opportunities in Town. B. Develop opportunities to enrich downtown and create additional vitality. C. Inform and assist businesses to understand how new policies may be utilized by their specific business to create greater opportunities for their business including permit applications and conditional use permit modifications. Town of Los Gatos Department Work Plans 3 Information Technology CORE SERVICES (80% +) 1. Complete contracting, purchasing, and payments for IT related consultants, contractors, and supplies. 2. Provide technical support to staff for various issues, including fiber and the recent implementation of a new Computer Aided Dispatch (CAD) / Records Management System (RMS). 3. Maintain user accounts and associated security permissions for folders and systems. 4. Replace PCs, laptops, and servers reaching end of useful life. 5. Maintain hosted voice over IP phone system. 6. Coordinate geographical information systems (mapping) data and online system improvements and maintenance. 7. Maintain security updates and health of the Town’s network servers and network computers. 8. Support all network applications, such as Dispatch, Finance, Permitting, Public Works, document imaging, antivirus, and online access. 9. Research and plan for productivity enhancements and other systems upgrades Town-wide. 10. Maintain email system, including cloud anti-spam, and Public Record Act searches. 11. Maintain internet service connections, firewalls, routers, switches, cabling, microwave, and wireless access points. 12. Support technology in patrol vehicles, including vehicle and officer worn cameras, laptops, wireless connections, and network security. SPECIAL PROJECTS (20% or less) A. Implement Office 365. B. Implement technology enhancements to improve Town-wide efficiencies. C. Implement Office 2016. D. Enhance wifi for PPW. Library Services CORE SERVICES (80% +) 1. Oversee entire library operation as a seven day, 54 hours per week public service. 2. Manage the circulation of materials. 3. Provide reference and reader’s advisory services in-person, via email, via instant message, and via telephone. 4. Maintain and develop the collection by anticipating the informational needs of the local community. 5. Provide outreach services within the community, connecting and showcasing library services. 6. Implement up-to-date technology and virtual services. 7. Provide Children’s, Teen, and Adult programming, including story times, special family programs, Summer Reading, Be A Book Family, book clubs, technology trainings, special presenters etc. 8. Administer the Library Board and Community and Senior Services Commission. 9. Support Friends of the Library programming, including Silicon Valley Reads, Annual Meeting, and holiday music. SPECIAL PROJECTS (20% or less) A. Implement a sound containment plan for teen room and lobby. B. Implement a “Laptop Anytime Vending Machine.” C. Recruit staff and enhance training opportunities at all levels. D. Determine innovative programming to meet the diverse needs of the community. Town of Los Gatos Department Work Plans 4 Police CORE SERVICES (80% +) 1. Provide Police services to the Town of Los Gatos and contractually to the City of Monte Sereno. 2. Conduct investigations, review all criminal cases, assign cases to detective(s), and prepare and present cases to the District Attorney for prosecution. 3. Establish and maintain specialty teams, including K-9, Bicycle, Special Weapons and Tactics, Hostage Negotiation, Traffic Investigations, Crime Scene, Homeless Liaison, and Peer Support. 4. Build community partnerships through Department and community programs, such as Coffee with A Cop, Drug Free Meetings, and Crisis Text Line partnership. 5. Create and implement proactive solutions to keep the community safe, such as Cyberbullying and Digital Safety Awareness Education, Neighborhood Watch Programs and Meetings, Los Gatos on Watch Program, and Drug Free Community Monthly Meetings. 6. Engage in assigned and self-initiated enforcement actions and community problem solving to increase community safety. 7. Conduct Traffic Awareness and Enforcement Campaigns. 8. Participate in Los Gatos Safe Routes to Schools efforts. 9. Administer the Youth Commission. 10. Integrate Patrol Burglary Suppression Plans with PredPol Crime Prediction Software. 11. Coordinate with Santa Clara County Fire Department. 12. Support all emergency operations. SPECIAL PROJECTS (20% or less) A. Recruit, retain and hire officers and communications dispatchers to fill vacancies created by retirements and personnel leaving for other opportunities. B. Implement technology projects, including updating the automated report writing system. C. Address staffing efficiencies by evaluating personnel deployment models to sustain service delivery. D. Expand community partnerships for traffic safety and crime prevention. E. Create and implement a Town-wide emergency safety plan to better prepare employees in the event of a natural disaster or critical incident. F. Continue to implement the Silicon Valley Regional Interoperability Authority’s Countywide project for installation of radio digital systems (known as Silicon Valley Regional Communication System), including a future purchase of handheld and portable radios for full regional interoperability. G. Implement new mandates regarding evidence discovery, vehicle stop data collection, and reporting requirements. Town of Los Gatos Department Work Plans 5 Parks and Public Works CORE SERVICES (80% +) 1. Maintain and operate Town assets (parks, streets, buildings, and vehicles), including emergency repairs. 2. Develop and deliver the Town’s capital project program. 3. Lead and advance the Los Gatos Safe Routes to School program 4. Represent the Town on the VTA Technical Advisory Committee. 5. Administer the Parking and Transportation; Bicycle and Pedestrian Advisory; and Parks Commissions 6. Represent the Town in efforts of the Beautification Committee. 7. Evaluate all engineering, stormwater, and traffic issues for private development applications. 8. Approve and inspect public improvements constructed by developers as required by their permits. 9. Permit and inspect construction activities in Town right-of-way, including coordination with outside agencies and utilities. 10. Manage all park reservations. 11. Coordinate with West Valley Clean Water Program and other agencies on environmental services, including increased stormwater regulations, water resource issues, and clean energy. 12. Review and permit tree removal applications. 13. Create and maintain database(s) on Town infrastructure needs. 14. Manage service contracts for Solid Waste and Landscape and Lighting Districts. 15. Implement enhanced community outreach plans to ensure residents are aware and engaged. SPECIAL PROJECTS (20% or less) A. Determine options for 2017 Summer Cut Through Traffic. B. Address Traffic Congestion in Town. C. Complete Almond Grove Street Rehabilitation. D. Finish Bicycle and Pedestrian Master Plan. E. Complete School Traffic and Parking Study/Implement Safe Routes to School Initiative. F. Assist in the transition of Surplus Town Properties back to TMO. G. Develop a plan for obtaining funding and implementing projects from Measure B. H. Evaluate street sign retroreflectivity and develop a compliance program. Town of Los Gatos Department Work Plans 6 Community Development CORE SERVICES (80% +) 1. Review, analyze, and prepare reports for all Planning applications, working with applicants, other departments, interested residents, outside agencies, and others. 2. Administer Planning Commission, Conceptual Development Committee, General Plan Committee, Historic Preservation Committee, and Development Review Committee. 3. Review and analyze all Building applications, working with applicants, other departments, interested residents, outside agencies, and others 4. Oversee and manage Building Plan Review consultant. 5. Inspect all construction projects for Planning and Building compliance. 6. Respond and resolve Code compliance cases. 7. Respond to resident and business inquiries regarding allowable uses and development options. 8. Evaluate proposed business use prior to Business License and Certificates of Use and Occupancy issuance. 9. Prepare land use data for annual Joint Venture Silicon Valley survey, Valley Transportation Authority Survey, Department of Finance population estimates, Association of Bay Area Governments and Metropolitan Transportation Commission surveys, and other data requests. 10. Monitor and participate as appropriate in Plan Bay Area Update, State legislation, and other efforts. 11. Oversee the Below Market Price housing program. 12. Oversee and manage Town consultants providing arborist, architecture, environmental review, housing, and other services. SPECIAL PROJECTS (20% or less) A. Council consideration of several land use applications. B. Amend the Planned Development Ordinance. C. Review General Plan Safety Element. D. Evaluate potential amendments to the North 40 Specific Plan. E. Council Policy Committee review of land use policies, including discussion of possible updates to FAR, height, and setbacks. F. Update Cellar/Basement and other land use policies. G. Update the Hillside Development Standards and Guidelines regarding visibility analysis. H. Implement Housing Element action items, such as expanded second unit allowances and modifications to the Affordable Housing Overlay Zone. I. Update the Zoning Code to be consistent with new State laws, such as secondary units. Town of Los Gatos Department Work Plans 7 Finance CORE SERVICES (80% +) 1. Provide prudent, professional financial management and internal controls of all accounting functions for the Town’s funds and accounts. 2. Prepare the Town’s annual operating and five year capital budgets for fiscal and service accountability, including the five year forecast. 3. Receive an annual, third party finance and compliance audit, actuarial studies, and other fiscal reports. 4. Complete the Comprehensive Annual Financial Report (CAFR) to verify proper fiscal practices. 5. Administer the Town’s business license, accounts payable, accounts receivable, and payroll functions. 6. Oversee the Town’s purchasing, debt service, investments, and claims administration functions. 7. Account and maintain records on the Town’s fixed assets (equipment and infrastructure). 8. Oversee the Town’s investments and provide quarterly investment report for Town Council. 9. Provide financial administration to the Successor Agency to the Redevelopment Agency. SPECIAL PROJECTS (20% or less) A. Provide options to Council to address unfunded pension liabilities based on updated actuarial reports received from the California Public Employees Retirement Fund. B. Explore the possibility of administering a business license tax amnesty program for potential 2017 rollout. C. Prepare a ten year forecast, utilizing actuarial software to run scenarios of future pension costs and other data sources. Human Resources CORE SERVICES (80% +) 1. Attract, develop, and retain a quality workforce, including training and professional development. 2. Oversee compensation, classification, benefits, safety, workers’ compensation, and other employment-related policies and programs. 3. Oversee employee relations, including matters related to employee unions and bargaining agreements. 4. Administer employee, retiree, and COBRA benefits, including coordination with CalPERS and industry brokers for maintenance and implementation of all benefit plans (medical, dental, vision, deferred compensation, and life and supplemental insurances). 5. Administer Employment Policies, including the oversight of legal mandates for the workplace. 6. Administer performance management, including the annual evaluation system. 7. Administer the Town’s Safety and Workers’ Compensation Programs. SPECIAL PROJECTS (20% or less) A. Complete bargaining contracts with the Town Employees Association, AFSCME, and Police unions. B. Review existing Human Resources related Administrative Procedures and recommend revisions or creation of new procedures, as necessary. In addition, update the Town’s Personnel Rules and Regulations to reflect current federal and state legislation. C. Administer the Annual Health Open Enrollment for benefits changes that are effective January 2017. D. Perform audit of all job classifications. Create, delete, or refresh job classifications to capture current job duties, required knowledge/ skills/abilities, and minimum educational and experience requirements.