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M 06-13-88TOWN OF LOS GATOS CALIFORNIA TOWN COUNCIL/PARKING AUTHORITY AGENDA JUNE 13, 1988 TOWN COUNCIL The Town Council/Parking Authority met in the Council Chambers of the Town Hall at 7:40 p.m., in adjourned regular session. ROLL CALL PRESENT:Thomas J. Ferrito, Robert L. Hamilton, Brent N. Ventura and Mayor Eric D. Carlson. ABSENT:Joanne Benjamin. PLEDGE OF ALLEGIANCE Given by all in attendance BUDGET HEARING 1988-89 Mayor Carlson stated this was the time and place duly published for public hearing to consider the budget for the Town of Los Gatos for 1988-89. Town Manager provided an oral summary report on the budget process, revenues and expenditures, stating basically this is a status quo budget and descriptions of programs and services that are in the budget have been improved to better describe departmental operations. There is also an experimental program this year, initiated in the Police Department, with their new workload and performance measures and this has been done through the efforts of the new Police Chief Larry Todd. Manager Swartfager stated that the budget is expanding services to the community by doing the following: 1. Extending hours of Building, Planning and Engineer by having those offices opened in the morning as well as the afternoons, and 2. Athletic field maintenance. The Town is taking over this service from the school district based on the cooperative effort with the elementary school district and the two athletic groups. Manager Swartfager then reported on revenues,s stating revenues are growing but at a moderate rate. COUNCIL BUDGET 1988-89 Mayor Carlson questioned the $3,000 increase of materials in the Councils, budget summary. Manager explained this item includes conference attendance monies, plus copying charges for Council meeting reports. Mr. Ferrito suggested that Council calendar for the next Council meeting, some kind of policy along the following lines it any Council person requests work be done by staff that would involve more than 250.00 of copying costs or staff time that request come to the Council as a whole to be approved. This is to be put on the agenda when there is a full Council. TREASURER'S BUDGET It was noted that budget for Treasurer should reflect hours for a Deputy Treasurer. Town Manager stated that monies for the Deputy Treasurer. Town Manager stated that monies for the Deputy Treasurer reflects in the Salaries. After further discussion, Council stated it should be reflected in the authorized positions and this should be shown separate for all other departments that have part time employees. TOWN CLERK'S BUDGET Discussion was held and no changes were made. Correction was made to workload and performance indicators as follows: Number of days to publish ordinances is 15. That is governed by the State Code. TOWN ATTORNEY'S BUDGET Discussion was held on the funding of contractual legal assistance in the Attorney's office. This proposal adds $12,480 in contractual services for a legal assistant (20 hours per week). Again it was felt by Council that contractual services should be shown separate and not be included in materials or salaries. Mayor Carlson suggested that an additional indicator be noted showing number of cases completed during the year. Also discussed was the monthly reports to be forwarded to Council. Town Attorney questioned as to just how Council wishes her to break down her monthly report and would like some direction on this subject. It was consensus of Council to direct Attorney to give them a proposal showing them how much time is given in assisting other departments, time on litigations etc. Monthly reports will not be prepared until a PC is aboard. TOWN MANAGER'S BUDGET Discussion was held in answer to questions of Mr. Ventura re Town not receiving a fair share of gas tax funds and fast approaching the Gann limitation based on the lack of increase in population and whether Town should think about setting aside some funds so the Town could sponsor some annexation elections in upcoming year. Staff to check with League to see it legislature is looking at this issue and report back to Council and the cost that would be involved. Mayor Carlson stated he would like to see the addition of a performance indicator in Managers budget re how much time manager spends on council generated requests. Mr. Ventura asked for an indicator indicating number of days to respond to request for service from the Council members. Mayor Carlson stated he would like to see a workload and performance indicator re the completion of the Financial Policy and Procedures Manual. Discussion was held on newsletter provision. Manager reported to newsletter per year, one in the spring and one in the fall. PLANNING BUDGET Town Manager stated this budget reflects the extended hours of the Building, Planning and Engineering departments. It also includes part of the clerical reorganization. Mr. Bowman answered questions of Council and stated this is a status quo budget and stated that the only changes are in personnel cost and in number of positions. That is due to the reorganization and its not a reflection of an increase. Discussion was held on Administration program and information on this to be reported back to Council. BUILDING BUDGET This is status quo budget and no changes made. Any change that reflect is due to the reorganization of the Planing, Building and Engineering Departments. ENGINEERING BUDGET This is status quo budget and no changes were made. Any changes reflected are due to the reorganization of the Planning, Building and Engineering Departments. Town Engineer Zapf answered questions of Council. No changes were made. LIBRARY BUDGET Town Librarian Peggy Murray gave and overview of the Library Services stating the budget is basically status quo but reported on new programs that are being started and various books that have been purchased. It was consensus of Council under the Administration Program budget, that training, contractual services and conference attendance monies should be spelled out and not be grouped with materials. Mayor Carlson spoke on the inclusion of workload and performance indicators on Page 114 and feels it should note the hours the library is opened. No further changes were made. PARKS, FORESTRY & MAINTENANCE BUDGET Town Manager stated the major change in this budget is the Acquisition of Athletic field maintenance shown on page 128. Mayor Carlson asked that under page 131 for the indicators of the maintenance of the Athletic fields it should show how many hours it takes and the number of acres that are maintained. It was noted all vacancies have been filled with regard to tree trimmer. Mr. Ferrito questioned the timing of a report which tells Council what the plan is to replace old street trees. It was noted that the sidewalk maintenance has some of that information. Robert Bryant, answered questions of Council on this, stating it should be forthcoming in approximately a year. Needs to get the inventory put together and from that he will be doing a master plan. Mr. Ventura asked for tree planting on the Town's main arterials as he feels that is not being done timely. Discussion was held on time schedule for calls on tree removals (hazardous trees) and sewer inspection programs. Mayor Carlson stated he would like to see a program re sewer inspections. Discussion was held on the recycling center and the need for that program. Mr. Bryant answered questions of Council and feels the recycle center is needed. Steve Benbow represented the School district spoke in favor of the Town taking over the maintenance of the athletic field. POLICE BUDGET Town Manager spoke on the overview of the budget recommendation. Police Chief Todd stated it is a status quo budget with an addition of 4,700 which would upgrade our equipment that provides us with Criminal Justice records from the County. Chief Todd answered questions of Council on collisions. Council questioned the possibility of having a map available which would show where most collisions occur and at which intersection. Town Engineer to furnish this map for Council review. Manager stated the additional sergeant for police is not included in the budget as Town is hoping to receive funding through a traffic safety grant. Mr. Carlson referred to lack of traffic enforcement in residential neighborhoods in Town and feels that an indicator should be added showing the enforcement hours. Chief Todd answered questions and spoke on this subject. Mayor Carlson referred to indicators on page 89 and stated he would like to see a similar goal and indicators of the traffic part. Showing the effectiveness and citizens satisfaction of our traffic enforcement policy. Discussion was held on the special funds and no changes were made. ADJOURNMENT Mayor Carlson declared the meeting adjourned at 10:15 p.m., to be continued at 8:00 p.m., on June 14, 1988. ATTEST: Rose E. Aldag Town Clerk