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Capital and operating Summary Budget - Part 2
PROPOSED Parks & Public Works Department PARK SERVICES PROGRAM 5301 PROGRAM PURPOSE The Park Services program provides for the maintenance of the Town's parks, trails, open spaces, facility grounds, median islands, roadside banks, parking lot landscaping, downtown planters and the urban forest, creating recreational opportunities for residents and visitors, beautifying the cityscape and maintaining functional public areas throughout the community. Program functions include maintaining plants, trees, lawns, and irrigation systems in the Town parks, Town facilities, street median islands, public fight-of-ways, parking lots, trails and open space areas. Additional services include managing park use fees and reservations, providing code enforcement in the Town's parks and open space areas, pesticide use program and ensuring the safety of parks playground equipment. BUDGET OVERVIEW The FY 2009110 budget reflects a reduction in some program services due to budget limitations. The program eliminates 1.0 FTE- vacant Park Service Officer position. This reduction limits services in area of park patrolling, maintenance of open space and trails, and park code enforcement. The program will retain temporary staff to assist with high priority program services, particularly during the spring and summer months. The program's mowing contract will be reduced to weekly service six months out of the year, during the peak season to save program expenditures. Staff will provide mowing services during the off season months when park usage is generally lower. However, during the off season, staff mowing will be prioritized relative to other park demands. This shift in staff resources will result in the delay of some program services, such as park repairs, weed abatement, trash pick up, and inspection of playground equipment. In FY 2009110 the administration of the tree pruning contract services has moved to the Streets and Signals Program. This transfer of the tree pruning contract services is administrative only and will not affect the delivery of services. D -147 PROPOSED L~z) PARKS & PUBLIC WORKS DEPARTMENT c~ff Park Services An increase in the Oak Meadow Park parking fee will generate additional revenue for the program. The fee increase is one dollar for non-resident visitors to the park. The ticket booth hours will increase during peak park usage periods to generate this additional revenue. The program recently implemented its online Parks Reservation System. The system will increase customer service efficiency and improve access to parks reservation information. As one of the Department's strategic planning initiatives, the Parks Program staff will join forces with the Streets and Signals Program staff to complete several large in-house maintenance projects during FY 2009110. This effort will focus on large-scale maintenance projects such as tree trimming, brash removal, median maintenance, paving, and graffiti abatement previously unachievable by either Program independently. SUMMARY OF REVENUES AND EXPENDITURES 2005/06 2006/07 2007108 2008109 2008109 20091,10 Actuals Actuals Actuals Adopted Estimated kdol)W REVENUES Miscellaneous Taxes 19,810 12,716 6,590 10,000 3,456 Licenses &Perniits 108,355 124,710 141,175 106,500 114,600 131),500 Intergovernmental - - - - - Service Charges 17,684 20,159 18,750 21,000 18,950 20,850 Other Sources 13,879 10,828 4,630 13,900 9,619 22535 TOTAL, REVENUES 159,728 168,413 171,145 151,400 146,625 187,885 EXPENDITURES Salaries and Benefits 1,286,336 1,226,330 1,205,631 1,411,200 1,342,000 1,2263311 Operating Expenditures 316,631 341,134 389,294 433,090 531,945 366;390 ii Fixed Assets 7,065 - 5,000 - - Internal Service Charges 292,292 300,865 317,581 336,130 334,430 288,730 TOTAL EXPENDITURES 1,902,324 1,868,329 1,917,506 2,180,420 2,208,375 1,881,454 FY 2009110 KEY PROJECTS Strategic Goals (ey Projects Park & Trail Improvements - Grant Funded Projects Public Infrastructure During FY 2009110, project development will continue for Proposition 40 grant Maintain the condition projects, as approved in the Capital Improvement Program Budget. This will and availability of include Bachman Park Basketball Court Resurfacing, Oak Meadow Park public facilities, Walkway, Blossom Hill Park Tennis Court Resurfacing, and La Rinconada Park transportation systems, Tennis Court Resurfacing. Staff will also continue to seek funding for the and other public unhanded projects, listed in the Capital Improvement Program, infrastructure D -148 PROPOSED PARKS & PUBLIC WORKS DEPARTMENT cz Park Services KEY PROGRAM SERVICES Maintenance Services • Maintain 62 public sites, including 75.3 acres of landscaped parks located on 15 Town parks, 12.09 miles of trails and pathways, 246 acres of open space located in 3 open space areas, 19.15 acres of landscaping for medians, roadside banks and triangles and 9 community parking lots, 33 downtown streetscape planters, and grounds maintenance for 5 Town-owned public buildings with 6.81 acres of landscaped area. • Maintain trees and plants in all parks, on all median islands, along all streets, and on public property, including State Route 9, per agreement with Caltrans • Conduct ongoing maintenance and improvement projects, as needed, to ensure parks and trails equipment and facilities are functional and in safe operating condition • Maintain the downtown tree lights • Coordinate the tree removal permit process to protect trees and manage tree inspection services • Oversee the contractual tree pruning contract • Oversee contract services for six Landscaping and Lighting Benefit Assessment Districts • Supervise the Department of Corrections Work Furlough Program for clean-up projects Fork Use Fees and Reservation System • Manage the park reservation and user fee process • Provide code enforcement in the Town's parks system Volunteer Projects • Manage the downtown Adopt-a-Planter program • Coordinate volunteers (individuals and groups) who maintain or construct parks related projects, including parks and trails system improvements and debris removal Special Events • Provide support services for Town-sponsored and co-sponsored events, in particular Music in the Park, 0' of July event, Screen on the Green, the holiday tree lighting ceremony in the Town Plaza, and the Holiday Children's Parade • Provide services for non-town sponsored events on a cost-recovery basis, for events such as Fiesta de Artes & Shakespeare Festival D -149 PROPOSED tn) PARKS & P UBLIC WORKS DEPARTMENT C3 Park Services PARK SERVICES PROGRAM STAFFING Full Thn e Equivalent (FTE) Authorized 2005106 2006107 2007/08 2008109 2009110: Town Staff Positions Funded Funded Funded Funded funded Public Works Director 0.20 0.20 0.20 0.20 0.20 0,10 Superintendent - 1.00 1.00 1.00 1.00 PPW Supervisor 1.00 - - - - {a0 Administrative Analyst 0.25 0.25 0.25 0.25 0.25 U.'?5 Administrative Specialist 0.25 0.25 0.25 0.25 0.25 Public Works Specialist - 0.40 0.40 0.40 0.40 Administrative Secretary 0.40 - - - - 0.40 Town Arborist - 1.00 1.00 1.00 1.00 Lead Parks & Maint Worker 1.00- 1.00 1.00 1.00 1A0 1. E Sr. Parks & Maint Worker - - - - - Parks & Maint Worker 5.00 5.80 4.72 4.72 5.00 0[1' Tree Trimmer / High Climber - 1.00 1.00 1.00 1.00 Parks Service Officer 1.00 1.96 1.91 1.91 2.00 1100' TOTAL PROGRAM FTE's 9.10 12.86 11.73 11.73 12.10 9,10 2005/06 2006107 2007108 2008/09 2 00 9i10 Temporary Staff Hours Funded Funded Funded Funded Vun;leI Maintenance Assistant 4,650 5,000 3,200 4,584 1;~8d Parks Service Officer -Temp - - - 1000 TOTAL ANNUAL HOURS 4,650 5,000 3,240 4,584 5,584 D -150 PROPOSE r,3 PARKS & PUBLIC WORKS DEPARTMENT ts3 Park Services 2005/06 2006i:07 2007/08 ` 200009 2009110 Performance OWeetiyes acid Pleasures Actual Acloal :Actual FSlimaled liudgel 1. To ensure the par'k's playground equipment is functional and in safe operating condition. a. Percentage of parks with playground equipment 90% 90% 90% 90% 90% receiving weekly safety inspections: 2. To ensure the Town's park rind trails facilities are well maintained and functional. a. Percentage of residents satisfied with the Town's 95% 95% 95% NIA N/A efforts to maintain parks: b. Percentage of residents satisfied with the Town's 83% 83% 83% NIA N/A efforts to maintain Town trails: c. Percentage of residents rating the appearance of 92% 92% 92% NIA NIA "Town parks as good or excellent: 2005106 2006/07 2007108 2008,09 2009110 Activity" and NVorkload M Wi&s :actual Actual Actual Esthiiated Budget 1. Total number of tree-related maintenance requests Data Not Data nN Under 218 218 received, requiring inspection by staff: Available Available Development 2. Total number of staff hours to conduct tree inspections Data Nat Data Nor Under 164 164 and/or pruning: Available Available Development 3. Total number of acres of Town parks, open space and 348.2 348.2 348.2 348:2 348.2 median islands maintained: 4. Total miles of parks and open space trails maintained: 12.9 12.9 12.9 14.9 149 5. Total number of park use permits issued annually: Daranot 550 630 630 630 Available Software System change beginning in FY2006107 reflects new Highlights D -151 PROPOSED D -152 PROPOSED Parks & Public Works Department STREETS and SIGNALS PROGRAM PROGRAM 5401 PROGRAM PURPOSE The purpose of the Streets and Signals Program is to provide safe and functional roadways, retaining walls, bridges, curbs and sidewalk systems through ongoing maintenance of the Town's roadway network. Objectives include: small pavement reconstruction, minor street repairs, the filling of potholes, maintenance of roadway signs, traffic markings (paint), signals, streetlights, storm drain maintenance, and debris removal. Staff coordinates road-side clean-up projects with the Department's other programs, such as Parks and with other agencies, such as neighboring conununities and -Caltrans. Additional project coordination is conducted with the Engineering Program for traffic calming device installation and road- way improvements in the Capital Improvement Program. BUDGET OVERVIEW The FY 2009/10 budget reflects a reduction in some program services due to budget limitations. The program eliminated 1.0 1iTE Maintenance Worker position, The reduction of this position will result in limited staff resources for long-term scheduling of maintenance tasks, such as street and traffic sign maintenance, roadway striping and traffic legend painting, sidewalk repairs, and urban forestry tree related issues. The program will perform fewer services, and as a result, may require use of contractual services to complete key tasks. The program's traffic signal contract will be reduced to save program expenditures. The section of the contract that will be modified is the annual maintenance portion, which will reduce the frequency of maintenance tasks such as lens cleaning, conflict monitor testing, and general signal testing. These tasks are currently performed on an annual cycle; the frequency will be adjusted such that these tasks will now be performed orgy when other maintenance work is required at a given site. This approach is consistent with how other local agencies are performing this work. Overall signal performance and reliability will continue to be monitored and adjustments to this maintenance cycle will be made if necessary. The program's traffic signal contract will be reduced to save program expenditures. The section of the contract that will be modified is the annual maintenance portion, which will reduce the frequency of maintenance tasks and signal testing. Less ongoing maintenance of street signals may result in possible interruption or delays at signalled intersections and higher repair costs. D -153 PROPOSED B-) PARKS & PUBLIC WORKS DEPARTMENT e%j Streets & Signals Program. In addition, in FY 2009/10 electricity usage for the downtown street tree lights will be reduced for cost and energy efficiency measures. In. FY 2008/09, the downtown street tree lights remained on from sunset to sunrise, which was controlled by a photocell mechanism. To reduce costs, the program will install automatic timers to turn off the street tree lights at midnight. SUMMARY OF REVENUES AND EXPENDITURES 2005/06 2006107 2007/08 2008/09 2008/09 1 20119!10 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Miscellaneous Taxes - - - - - Licenses & Permits 1,432 975 939 1,400 142 Intergovernmental - - - - - Service Charges 15,621 17,373 5,821 3,500 - Other Sources 28,976 20 - - - REVENUES 46,029 18,368 6,760 4,900 142 EXPENDITURES Salaries and Benefits 682,344 656,170 609,337 887,200 609,100 Operating Expenditures 438,053 489,549 419,606 501,100 484,375 ` 7, E { 1{ Fixed Assets 11,842 11,570 - - - Internal Service Charges 301,369 342,489 347,253 373,300 364,100 Li"} 14 Buildings & Facilities - - - - - - TOTAL EXPENDITURES 1,433,608 1,499,778 1,376,196 1,761,600 1,457,575 i,761,109, KEY PROGRAM SERVICES Street Maintenance/Tra. ffic Signal Progrant • Maintain traffic signs and street signs along public streets + Maintain visibility of pavement markings, including crosswalks, red curbs and roadway striping • Maintain 28 signalized intersections and 1,575 street lights in the public right-of-way Street Maintenance/Pavelnent • Maintain and repair over 106 miles of public streets and 22 parking lots • Maintain storm drain basins, ditches and culverts Sidewalk Maintenance Program • Coordinate concrete sidewalks, curbs and gutters replacement program with C1P program. • Maintain the cleanliness of sidewalks, benches, bus stop shelter, and waste receptacles in the business districts using pressure washing equipment Special Events • Provide support services to Town-sponsored events • Install banners and flags throughout Town at various times during the year to celebrate national and local events, such as Flag Day, the 4th of July, Memorial and Veteran's Day D -154 ROOD: w PARKS & PUBLIC WORKS DEPARTMENT c,,,3 Streets & Signals Program STREETS & SIGNALS PROGRAM STAFFING Full Time Equivalent (FTE) Authorized 2005106 2006107 2007108 2008109 20011/10 Town Staff Positions Funded Funded Funded Funded Funded Public Works Director 0.20 0.20 0.20 0.20 0.20 i):2{) Superintendent 0.70 0.55 0.70 0.70 0.70 0`.70 Administrative Analyst 0.25 0.25 0.25 0.25 0.25 i):2 ti Administrative Speciali st 0.25 0.25 0.25 0.25 0.25 0.25 Public Works Specialist - 0.30 0.30 0.30 0.30 - Administrative Secretary 0.30 - - - - 0.30 Lead Parks & Maint Worker 1.00 - - 0.93 1.00 1`400 Sr. Parks & Maint Worker - 1.00 0.93 - 1.00 Town Arborist 1,00 - - - - 1.00 Tree Trimmer / High Climber 1.00 - - - 1.00 Parks & Maint Worker 4.00 2.40 3.79 3.79 4.00 4.00 PPW Supervisor _ - 0.30 - - - - TOTAL PROGRAA1 FTEs 8.70 5.25 6.42 6.42 7.70 8.70 2005106 2006/07 2007/08 2008109 2009/10 TemporagStaff Hours Funded Funded Funded Funded Funded Maintenance Assistant 650 1,000 200 200 200: TOTAL ANNUAL HOURS 650 1,000 200 200 200 FY 2009110 KEY PROJECTS Strategic Goals Key Projects Inter Program Work Projects Program staff will continue to plan and coordinate work projects, such as roadside clean-up, that use both Parks and Streets program staff and equipment to increase Goad Governance department efficiency and address large scale maintenance issues. Ensure responsive, accountable and Partnership with Other Municipalities collaborative Staff will continue to pursue opportunities with local agencies that have similar governance service needs in an effort to reduce program expenditures. Successfw ongoing coordinated efforts include graffiti removal, paving operations and brush removal activities. Public Capital lntprovelnent Projects Illfrastructure To increase efficiency in cost and management to complete Capital Improvement Maintain the Projects, Streets program staff will continue to prepare sites in advance of condition and contractor work. availability of public facilities, Town-wide Tree Pruning transportation The Program provides maintains and monitors the urban forest for both street and systems, and other park facility trees, public infrastructure D-155 PROPOSED 1z) PARKS & PUBLIC WORKS DEPARTMENT c-6 Streets & Signals Program 20`6-506 201)o 07 20'07108- 21TO18 09 2009110 aid t'erfortl~laztce ()b~~ctives tl-icaSUri~s Actual Actual Actu:+1 I?stitnatcd Ruduet ti 1. To ensure streetlights and traffic signals are working in effective operating order: a. Percentage of streetlight malfunctions repaired Nei-Measure within 5 days of notification: for 2005106 100% 100% 100% 100% b. Percentage of traffic signals meeting visibility and operational State guidelines: 100% 100% 100% 100%, 100% c. Percentage of residents satisfied with the Town's efforts to provide and maintain street lights:* 90% 90% 90% 90% 90% To provide safe and functional roadway systems throughout Town: a. Percentage of traffic signal malfunctions repaired Ne vMeasare within three hours of notification: for 2005106 ° 100% ° 100% ° 100% 100% b. Percentage of stop signs repaired and replaced New Meavire within 24 hours of notification: for 2003106 100% ° 100% 95% 95% c. Pavement Condition Index (PCI): 74 74 74 74 74 '_Utlar'b6 2+ftir'l0 7 21167/68 26-6 009 2009110 Activity and NN'orkload Hlghtigttts Actual Actual actual ' > stiiua#ed Rudget 1. Number of Town street lights maintained: 1575 1575 1575 1575 1575 2. Number off? C&B street lights monitored by Town staff 397 397 397 397 397 for functionality: 3. Annual number of Town street lights repaired: DataN°t 134 130 150 150 Available 4. Number of signalized intersections maintained: 28 28 28 28 28 5. Miles of street maintained: 106 106 106 106 106 6. Number of traffic signs repaired: Data Not Data Not 260 250 250 Available Available 7. Total number of traffic related work orders completed: Data N°° 511 500 290 300 received: Available *Customer satisfaction Peifor rnance Measures are based on the Town's 2003 survey results. Software System change during FY 2006107 reflects new Highlights D-156 PROPOSED Parks & Public Works Department PASS-THROUGH ACCOUNTS PROGRAM 5999 PROGRAM PURPOSE This Pass-Through Program provides an accounting structure to separate ongoing Parks and Public Works program activities from applicant funding utilized for external engineering services consultants, such as traffic study engineering, subdivision map checking and geotechnical reviews. Fees for these external development services are paid for in advance by the applicant, with the funds then applied to a purchase order. All invoices from the consultants are subsequently paid out of the applicant's account until they zero out. Any remaining balances are returned to the applicant. Accounting for these activities in a separate accounting structure allows the true cost of operations to remain intact within a program, eliminating unrelated funding fluctuations from year to year. This pass-through approach is also used in the Conanrunity Development Department for their similar projects. BUDGET OVERVIEW There is no budgetary impact to this program as revenues will equal expenditures. The revenues and expenditures reflect estimates based on prior year trends and known departmental operations. At fiscal year-end, actuals may differ substantially from original budgeted numbers as the quantity and size of engineering fees within the community in any given year is not known or determinable in advance. This budget reflects a reasonable estimate only. D -157 PROPOSED zz) PARKS & PUBLIC WORKS DEPARTMENT ee Pass-Through Accounts SUMMARY OR REVENUES AND EXPENDITURES 2005106 2006107 2007108 2008109 2008109 201)9",10 Actuals Actuals Actuals Adopted Estimated ldoptvd REVENUES Miscellaneous Taxes - - - - - Licenses & Permits - - - - - Inteagovernmental - - - - - Service Charges 53,595 77,997 103,309 117,000 210,874 27U 00{~ Other Sources 4,055 7,335 - - - REVENUES 57,650 85,332 103,309 117,000 210,874 270,000 EXPENDITURES Salaries and Benefits - - - - - Operating Expenditures 57,699 85,211 105,290 117,000 210,874 370,01'io Fixed Assets - - - - - Internal Service Charges - - - - - TOTAL EXPENDITURES 57,699 85,211 105,290 117,000 210,874 270,000 D -158 PROPOSED Parks & Public Works Department EQUIPMENT REPLACEMENT FUND FUND 631 PROGRAM PURPOSE The Equipment Replacement Fund Program provides funding for the replacement acquisition of Town vehicles, equipment, and infonnation technology costing greater than $10,000. Initially, Town vehicles and equipment are charged to the program budget requesting the asset. A normal life span is calculated and replacement costs are then charged back to the program having custody and use of the asset by means of internal service charges over the asset's useful life span. These internal service charges accumulate the needed funding to replace the Town's vehicle and equipment assets at the end of their useful life. The result of this finiding structure is a smoothing of operating expenses and a more accurate reflection of the actual cost of operations. Town vehicles and equipment purchased and maintained by the Town's Vehicle Maintenance Program are considered for replacement based on the vehicle meeting predetermined age and/or mileage criteria as set forth in the Equipment Replacement Policy. Vehicle Maintenance personnel evaluate vehicles scheduled for replacement before a final determination is made. BUDGET OVERVIEW This program budget includes funding for replacement vehicles and equipment. Program expenditures change significantly each year due to timing of major purchases of equipment. A combination of deferred replacement, upgrading, replacing and refurbishing vehicles and equipment are proposed, based on the condition of the vehicle/equipment and cost effectiveness. The total scheduled vehicle and equipment replacement cost for FY 2009/10 is $169,074. Appropriations budgeted in FY 2009/10 include the replacement of one Police parldng control vehicle, one Police patrol vehicle, one Police motorcycle, and one Police Hybrid staff vehicle, and one PPW Hybrid staff vehicle. hi addition, the program will strategically remove vehicles from the replacement schedule as a cost reduction measure to reduce operational costs to Town departments. Program staff will evaluate the current fleet inventory and evaluate each vehicle's frequency of use along with the department's needs against the Equipment Maintenance and Replacement Policy. Vehicles removed from the replacement schedule will not be replaced once they are no longer operational. In the long-term, this will reduce the size of the Town vehicle fleet and reduce the amount of money held in the fund balance. This assessment D -159 PROPOSED B,) PARKS & PUBLIC WORKS DEPARTMENT ce Equipment Replacement Fund of the vehicle inventory will take place annually for the next three to four years or until all unallocated funds in the fund balance are reallocated. As a result of this, approximately $160,000 will result in operational cost savings for Parks and Public Works and approximately $34,000 for the Police Department for FY 2009110. Staff will also explore replacement costs versus rental of equipment, in order to reduce ongoing program operation expenditures. Assessments between internal and external diagnostic and repair facility costs will be conducted to determine the most cost-effective approach of services. STATEMENT OF SOURCE AND USE OF FUNDS 2005/06 2006107 2007108 2008109 2008709 2001P10 Actuals Actuals Actuals Adopted Estimated 1doptcd SOURCE OF FUNDS Beginning Fund Balance Designated - Gas Tax Assets 330,000 330,000 - - - Designated - Non-Point Assets 239,030 239,030 120,531 149,631 149,631 148,73]' Designated - Gent Fund Assets 2,922,280 2,994,464 3,040,995 2,941,219 2,941,219 ,(26,404 Total Beginning Fund Balance 3,491,310 3,563,494 3,161,526 3,090,850 3,090,850. 3,1 `75,13 Revenues Intergovernmental - - - - - Charges for Services 396,900 357,700 394,160 416,470 416,520 Other Sources 6,470 - 15,300 5,000 5,000 Total Revenues 403,370 357,700 409,460 421,470 421,520 3'1,280 TOTAL SOURCE OF FUNDS $ 3,894,680 $ 3,921,194 $ 3,570,986 $ 3,512,320 $ 3,512,370 $ 3,514,415 USE OF FUNDS Expenditures Salaries and Benefits - - 10,606 9,900 9,000 9,133 Operating Expenditures 1,253 - 17,872 16,500 500 800 Fixed Assets 199,934 363,668 407,127 326,437 306,755 169,074, Total Expenditures 201,186 363,668 435,605 352,837 316,255 178,697 Operating Transfers Transfers Out 130,000 396,000 44,530 20,980 20,980 Total Operating Transfers 130,000 396,000 44,530 20,980 20,980 194,000 `r Ending Fund Balance Loan to CIP - Police Facility - 500,000 - Designated - Gas Tax Assets 330,000 - - - - Designated - Non-Point Assets 239,030 120,531 149,631 148,731 148,731 1 7 7,~ 31- Designated- FutureReplacemt 2,994,464 3,040,995 2,441,219 2,989,772 3,026,404 2,063,587 Total Ending Fund Balance 3,563,494 3,161,526 3,090,850 3,138,503 3,175,135 3,141,718 TOTAL USE OF FUNDS $ 3,894,680 $ 3,921,194 $ 3,570,986 $ 3,512,320 $ 3,512,370 3,514'4J5 D -160 PROPOSES r-) PARKS & PUBLIC WORKS DEPARTMENT cn3 Equipment Replacement Fund KEY PROGRAM SERVICES • Assessment of vehicles and equipment for proper replacement timing and for fuel efficiency and functionality • Cost effectiveness studies for asset cost and replacements • Accumulate appropriate internal service charges for asset replacement funding • Coordination with Town Departments for the smooth placement into service of new vehicles and equipment REPLACEMENT PROGRAM STAFFING Fall Thne Equivalent (FTE) Authorized 2004/05 2005106 2006107 2007/08 2008/09_ Town Staff Positions Funded Funded Funded Funded Funded Account Technician 0.10 - - - -'0.10 Accountant/Finance Analyst - - - - 0.10 Total Equipment Replacement FTE - - - - 0.10 0`.10 D -161 PROPOSED PARKS & PUBLIC WORKS DEPARTMENT cz Equipment Replacement Fund FY 2009110 ASSET REPLACEMENT SCHEDULE 2009110 2009110 Rescheduled Scheduled Replacement for Future Dept Program Asset # Replacement Asset Description Replacements Budget Replacement PD Parking 5880 Parking Control vehicle (nemove) $ 35,663 PD- Parking 5881 Parking Control vehicle $ - 35,663 $ 35,663 PD Parking 5916 Parking Control vehicle $ 35,663 $ 35,663 PD Patrol 5911 02 Chevy Tahoe $ 43,800 $ 43,800 PD Patrol 5910 02 Chevy Tahoe $ 43,800 $ 43,800 PD Patrol 5892 02 Chevy Impala $ 22,643 $ 31,300 PD Patrol 5918 03 Crown Vic (+4270) $ 28,450 $ 28,450 PD Patrol 5920 03 Crown Vic (+4266) $ 28,450 $ 28,450 PD Patrol 5922 03 Crown Vic (+4269) $ 27,860 $ 27,860 PD Traffic 5924 BMW Motorcycle $ 26,311 $ 26,311 PD Traffic 5923 BMW Motorcycle $ 26,311 $ 26,311 PD Investigations 5894 02 Ford Taurus LX. $ 24,406 $ 24,406 PPW Parks 4231 Brush Chipper $ 34,759 $ 34,759 PPW Parks 4197 200 Gallon Sprayer $ 13,331 $ 13,331 PPW Parks 4224 300 Gallon Sprayer $ 17,600 $ 17,600 PPW Parks 5063 Hyster Fork Lift $ 19,370 $ 19,370 PPW Parks 5893 Toro Ground Master (remove) $ 71,724 PPW Parks 5895 52" Toro Mower (remove) $ 23,790 PPW Parks 5898 02 Ranger Pickup $ 19,500 $ 19,500 PPW Parks 4219 99 Utility Toilet $ 8,910 $ 8,910 PPW Parks 4209 97 Fermac Loader Scraper (remove) $ 59,048 PPW Engineering 5900 02 Crown Vic $ 25,200 $ 32,000 PPW Engineering 5858 00 Ford F150 Pickup $ 29,810 $ 29,810 PPW Streets 4195 Layton Paver $ 30,680 $ 30,680 PPW Streets 4106 Emulsion Sprayer (remove) $ 12,500 PPW Streets 5883 Ford CNG Pickup (weekend work crew) $ 26,800 $ 26,800 PPW Streets 5103 93 Tymco Sweeper $ 89,000 $ 89,000 PPW Streets 5095 Zieman Tilt Trailer $ 44,700 $ 44,700 PPW Streets 4201 95 Vibratory Roller (remove) $ 50,466 PPW Streets 4108 I-R Air Compressor (remove) $ 15,400 PPW Streets 5885 01 Ford F350 Pickup $ 26,800 $ 26,800 PPW Streets 4218 Concrete Saw ' $ 10,984 $ 10,984 TOTAL TOWN REPLACEMENTS: $ 1,009,392 $ 169,074 $ 587,184 D -162 PROPOSED Parks & Public Works Department VEHICLE MAINTENANCE FUND FUND 632 PROGRAM PURPOSE The Vehicle Maintenance Program maintains the Town's vehicles and equipment to ensure each piece is safe and well-functioning. Program staff provides preventive maintenance and repair for the Town's fleet of 91 vehicles and 62 pieces of light to heavy duty construction equipment, and the fueling systems used by the vehicles/equipment and the City of Saratoga, who uses the Town's CNG fueling station for their CNG powered vehicles. A combination of in-house personnel and outside contractors is used to provide assorted maintenance and repair services for the Town's vehicles and equipment. BUDGET OVERVIEW The FY 2009/10 budget reflects a reduction in expenditures due to budget limitations. The retirement of 1.0 FTE Equipment Mechanic is anticipated this fiscal year. This vacant position will be reclassified to an Apprentice Mechanic, which will result in an immediate personnel savings, and allows for future professional development opportunities within the department. Based on declining fuel costs a 10% reduction over last year's budget is recommended. It is premature to project what fuel prices may be long term, however, a 5% increase has been factored into the operating budget to offset possible short tenon increases. A -163 PROPOSED 1o PARKS & PUBLIC WORDS DEPARTMENT c~,3 Vehicle Maintenance Program STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006107 2007108 2008109 2008109 2009110 Actuals Actuals Actuals Adopted Estimated adapted SOURCE OF FUNDS Beginning Fund Balance Designated - - - - - - Undesignated 152,273 133,799 190,877 231,301 231,301 264;702 Total Beginning Fund Balance 152,273 133,799 190,877 231,301 231,301 204,702 Revenues Charges for Services 501,765 597,800 611,600 637,100 637,100 61 8,41) 1 Other Sources - 730 647 - - Total Revenues 501,765 598,530 612,247 637,100 637,100 GIS,q{~i} TOTAL SOURCE OF FUNDS $ 654,038 S 732,329 $ 803,124 $ 868,401 $ 868,401 $ 883.102 USE OF FUNDS Expenditures Salaries and Benefits 258,671 273,520 287,026 297,700 277,500 ? 7 ,'1 Operating Expenditures 261,568 267,932 284,797 341,600 326,199 4 Fixed Assets - - - - - Total Expenditures 520,239 541,452 571,823 639,300 603,699 60024 Operating Transfers Transfer to General Fund - - - Total Operating Transfers - - - - - Ending Fund Balance Designated - - - Undesignated 133,799 190,877 231,301 229,101 264,702 ?$[L7R Total Ending Fund Balance 133,799 190,877 231,301 229,101 264,702 278,278 TOTAL USE OF FUNDS $ 654,038 $ 732,329 $ 803,124 $ 868,401 $ 868,401 S 883,102 D-164 PROPOSED PARKS & PUBLIC WORKS DEPARTMENT r-3 Vehicle Maintenance Program KEY PROJECTS Strategic Goals KeY Projects Repair.Schedules The Vehicle Maintenance Program continues a review of existing oil-change and maintenance repair schedules to determine if improvements will increase efficiency and/or customer service. In addition, the program plans to conduct comparative analyses on in-house versus vendor costs to determine best options for cost efficiency. Fleet Management System Good Governance The Vehicle Maintenance program's asset management information system will Ensure responsive, track a vehicle's total repair, maintenance and fuel costs. This system will provide accountable and reliable and quantitative information for replacement decisions and operational collaborative efficiencies. Ongoing system training and full implementation will continue in FY governance 2009/10. In conjunction with the Town Manager's Office, review the current Equipment Maintenance and Replace policy adopted by Town Council in 1999. Update the vehicle equipment acquisition and replacement policy, and evaluate Police Department needs for take home vehicles. Department Joint Projects Vehicle Maintenance Repair staff will continue to participate in Department joint projects on an as-needed basis, which provides additional departmental flexibility for major projects as well as participation in storm-response activities. Community Energy-Efficient Vehicles Character The program will continue to pursue energy-efficient vehicles as the replacement Preserve and schedule and functionality requirements allow. enhance the appearance character and Alternative Fuel Station environment The program provides Compressed Natural Gas {CNG} for the Town's fleet as quality the well as the City of Saratoga's CNG fleet vehicles on a full cost recovery basis. cornmut>ity KEY PROGRAM SERVICES • Provide preventative maintenance and repairs for all Town owned vehicles and equipment • Maintain the Town's fueling system infrastructure for CNG, gasoline, and diesel fuel D-165 PROPOSED PARKS & PUBLIC WORKS DEPARTMENT cz Vehicle Maintenance Program VEHICLE MAINTENANCE PROGRAM STAFFING Full Thne Equivalent (FTE) Authorized 2005106 2006107 2007108 2008109 2(llllrl0 Town Staff Positions Funded Funded Funded Funded Fufltkd Superintendent 0.30 0.15 0.30 0.30 0.30 PPW Supervisor - 0,07 0.07 0.07 0.07 Equipment Mechanic 1.00 2.00 2.00 2.00 2.00 Ol± Apprentice Mechanic 1.00 - - - - I M0 Administrative Secretary 0.20 - - - - 0,20 Public Works Specialist - 0.20 0.20 0,20 0.20 - Total Vehicle Maint. FTEs 2,50 2.42 2.57 2.57 2.57 2:50 2005,4f~ 200,6/07 2007418 25) 8/09 2000/10 Perforz)lauce Abjectiws and Mcasures Actortl Actual ActuA Estimiated r BL1&,6t 1. To provi, le safe and functiorr,tl vehicles and equipment. a. Percentage of fleet in compliance with maintenance Data Not DalaNal 100% 100% 100% schedule: Available Available b. Cost per mile, by class of equipment (Life, cost/replacentent cost=annual costpermile) Police: Data Not Data Not Under $0.52 $0.52 Available Available Development General Fleet - light: Data Not Data Not Under $0.76 $0.76 Available Available Development General Fleet - heavy: Data Not Data Not under $3.48 $3.48 Available Amflable Development 2005106 2006107 2007/08 2008/09 2009110 Aclivio, and Workload Iii hhghts Actual Actual Actual, Estimatcd Budget 1. Number of police vehicles maintained: 45 45 45 45 45 2. Number of heavy-duty vehicles maintained; 7 7 7 7 6 3. Number of light-duty (non-police) vehicles maintained: 36 38 38 38 32 4. Pieces of equipment maintained (light and heavy duty): 61 61 61 61 56 D -166 PROPOSED Parks & Public Works Department FACILITIES MAINTENANCE PROGRAM FUND 633 PROGRAM PURPOSE The Facilities Maintenance Program provides services to ensure Town facilities are safe and functional for public and employee use. Maintenance services include custodial services, elevator maintenance, telephone systems, heating and ventilation air systems, building improvements, facility security, and lighting systems. Facilities program staff also plan, schedule, and manage small and large building facility projects, such as Building remodeling, American Disability Act (ADA) access related improvements; re-carpeting and work space reconfigurations; roof repairs; heating and air conditioning system improvements; elevator and electrical services, and all other aspects required to keep the Town's facilities well-functioning and safe. This program also provides property management oversight for Town owned rental properties in the vicinity of the Civic Center Complex. BUDGET OVERVIEW Revenues for this fund are obtained through assessment charge-backs to Town departments, based upon a percentage of square footage assigned to each department. The Facilities Maintenance Program pays for all operating expenses, including utilities, repairs and maintenance so the departments are in turn funding these facility expenses through these allocations. Revenues also include rent receipts from Town owned properties, including Neighborhood Center rentals and two residential properties located next to the Town Civic Center. The FY 2009110 budget reflects a reduction in expenditures due to budget limitations. Contractual maintenance for routine HVAC issues and parking lot lighting has been reduced and these tasks will be transferred to program staff. While staff will mitigate the impacts of this reduction with the addition of temporary part-time staff, there may be increased response time for non-emergency Town staff requests. Program planned projects include continuation of the replacement and rebuilding of two of the Civic Center's main air handlers and significant additions to the building control system. This upgrade of the HVAC system is in coordination with the replacement of the boiler at Civic Center, which was completed in FY 2007108, and continues the major over-haul of the HVAC system at Civic Center. The program's unspent appropriations contribute to a fund balance used for planned and unplanned repair or replacement Facilities projects. D -167 PROPOSES PARKS & PUBLIC WORKS DEPARTMENT ca Facilities Maintenance Program Another project that will be continuing through FY 09110 is the implementation of a new asset management computer program that will record and inventory all Town Facilities' assets. One of the long term benefits of this program will be the ability to forecast replacement of large inventory assets. his program contributes project management and site coordination for the Los Gatos-Monte Serena Police Operations building project and the new Library building. STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006107 2007108 2008/09 2008109 ?~1[}ti~'10 Actuals Actuals Actuals Adopted Estimated Adopted SOURCE OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated 1,000,995 689,263 738,656 968,508 968,508 ~)52,664? `t'otal Beginning Fund Balance 1,000,995 689,263 738,656 968,508 968,508 65'_,tit 4 Revenues Miscellaneous Other Taxes 89,143 57,221 29,656 35,000 15,000 Charges for Services 853,100 1,006,830 1,048,425 1,038,900 1,038,900 1,00b,0010 Other Sources 65,211 79,301 62,729 64,300 69,766 63,60€1 Total Revenues 1,007,454 1,143,352 1,140,810 1,138,200 1,123,666 1,085,200 i Operating Transfers Transfers from General Fund - - 15,500 - - Total Operating Transfers - - 15,500 - - TOTAL SOURCE OF FUNDS $ 2,008,449 $ 1,832,615 $1,894,966 $ 2,106,708 $2,092,174 $1,737,864 USE OF FUNDS Expenditures Salaries and Benefits 129,667 184,535 205,405 241,000 233,500 260,796 Operating Expenditures 657,915 691,530 679,042 855,500 722,456 799,4;[) Fixed Assets - - - - - Improvements and Upgrades 515,154 29,162 17,011 50,000 50,000 86,€ 00 Total Expenditures 1,302,736 905,227 901,458 1,146,500 1,005,956 1: 1:146,246; Operating Transfers Transfer to GFAR 16,450 188,732 25,000 450,000 433,554 25,000 ; Total Operating Transfers 16,450 188,732 25,000 450,000 433,554 2S(hiO`' Ending Fund Balance Designated - - - - - Undesignated 689,263 738,656 968,508 510,208 652,664 5r,6,(, 1:,, Total Ending Fund Balance 689,263 738,656 968,508 510,208 652,664 566,61 8 TOTAL USE OF FUNDS $ 2,008,449 $ 1,832,615 $1,894,966 $ 2,106,708 $ 2,092,174 $1,737,864 D-168 PROPOSED Bo PARKS && PUBLIC WORKS DEPARTMENT c,>3 Facilities Maintenance Program FY 2009110 KEY PROJECTS - - - Strategic Goals Key Projects Oversight of Capital.Iniproventent Projects Assist in the oversight of all Facility improvements planned during FY 2009/10, including the Civic Center's HVAC project, and the Neighborhood Center's sound attenuation project. Public Infrastructure Police Departnaent Relocation Maintain the condition Management of building relocation needs, in coordination with the Police and availability of Department's Operations Division relocation to the facility at 18900 Los Gatos public facilities, Blvd. transportation systems, and other public New Library Construction infrastructure Continued participation in the design and development of the new library building. Asset Management Prograrn Implement an asset management program which will allow for Town-wide inventory of Facilities. KEY PROGRAM SERVICES • Administer custodial, telephone, heating, ventilating, and air conditioning system maintenance agreements • Manage preventative maintenance contracts for elevator, fire, and building alarms • Administer facilities capital iinprovement contracts • Administer repairs and improvements to the Town's two museum buildings and the Recreation Department. • Manage interdepartmental service requests • Manage lighting and signage for public parking garages and public parking lots BUILDING MAINTENANCE PROGRAM STAFFING Full Trine Equivalent (FTE) Authorized 2005/06 2006107 2007/08 2008109 2009/10 To)vx Staff Positions Funded Funded Funded Funded Funded PPW Supervisor 1.00 0.63 0.93 0.93 0.93 1`.00 Facility Technician 1.00 - - 0.93 1.00 1.09 Parks & Maint Worker - 0.50 0.93 - - Total Building Maint. FTEs 2.00 1.13 1.86 1.86 1.93 2.00 D -169 PROPOSED z-j PARKS & PUBLIC WORKS DEPARTMENT cz Facilities Maintenance Program - 21104/66 21106/07 2007/115 20118'0(1 200910 Ycl-forniange Obj OiWs Mid klleas~ures actual .k teal actual IFstitnated Budget 1, To ensure Town facilities are safe and functional for public and employee use. a. Percent of repair-related requests fulfilled within 7 Data Nat 98% 98% 98% 93% days: Aiailabie b. Percent of service-related requests fulfilled within 7 Data Not 98.5% 98.5% 97% 93% days: Available 2005106 2006/07- 2t1(17L0; 2008109 2009110 Artiw'iiy ai d ~~'oi' ooad Ili hl}g}i#s Actual Actual Oual- Estimated 13,odact 1. Total square footage of facilities maintained*: 57,000 57,000 57,000 83,000** 95,000**" 2. Total number of annual facility projects (non-CIP): Data Nat 4 3 4 5 Available 3, Total number of facility service requests received and Data Not 100 100 83 100 completed: Available 4. Total number of facility repairs requests received and Data Not 100 100 142 150 completed: Available . * The square footage reportedfi-oin FY 2005106 through FY 2007/08 corresponded speeficially to the area cleaned under the Town's custodial contract. A department assessment was taken, which accounted for all of the Town structures maintained by the Facilities Division. This figure reflects the actual square footage. The square footage will increase due to the completion of the Police Operations Building. D-170 PROPOSED Parks & Public Works Department NON-POINT SOURCE PROGRAM FUND 221 PROGRAM PURPOSE The principal objective of the Non-Point Source Program is to keep debris and pollution from entering the Town's storm drain system which drains directly into the San Francisco Bay. This objective is accomplished by providing street sweeping services on all Town-owned public streets and parking lots on a rotating schedule, in adherence to the Town's National Pollution Discharge Elimination System (NPDES) Municipal Storm Water permit. To meet the NPDES Permit requirements, Non-Point Source, Engineering, and Community Development staff will work in coordination as they new NPDES permit requires more comprehensive enforcement and monitoring of development projects and their impacts to the storm water runoff from each site. BUDGET OVERVIEW The West Valley Sanitation District receives funding from the County of Santa Clara for Non-Point Source functions, based on property tax receipts. These receipts are then distributed to four local programs that support this function: to the Town for operating expenses incurred through this program's activities; to the West Valley Clean Water Program (WVCWP) for the Town's share of the program's operating expenses; and to the West Valley Sanitation (WVSD) to reimburse the District for the NPDES permit fee, the Santa Clara Valley Urban Runoff Pollution Prevention Program (SCVURPP) and WVSD annual storm drain maintenance work. These four programs perform various functions required under the Federal Clean Water Act, Environmental Protection Agency regulations and respective NPDES permits. Each year, the Town and the District cooperatively prepare an outline of the annual work plan and the associated budget for approval prior to the establislunent of the annual user fees, and prior to the District transmitting those fees to the County for collection on the property tax roll. The NPDES pen-nit which regulates each of these four programs is issued by the San Francisco Regional Water Quality Control Board (SFRWQCB) annually and has been in effect since 1990. In FY 0$109 the water board re-introduced a next generation of the storm water permit, which is a regional permit that will affect 77 Bay Area municipal agencies. This new NPDES permit will expand the reporting and enforcement requirements and will impact both private development and public infrastructure maintenance operations. The exact financial impacts of the new NPDES permit are not fully known at this time. Staff is working with the WVCWP to make an assessment of the cost increases, D -171 PROPOSED zro PARKS & PUBLIC WORKS DEPARTMENT c,,)3 Non-Point Source Program The Town's NPDES program conducts regular sweeping of the streets and parking lots, clearing storm drains, ditches and culverts and disposing of collected material in a safe and secure manner. Program activities also include volunteer groups who regularly pick up debris along the Los Gatos Creek Trail. Town staff track and report the amount of debris collected by all these activities to WVCWP. The Town's Non-Point Source Program budget will maintain the same service level in FY 2009/10. The cost of this program exceeds the annual revenues by approximately $12,000. The Town is off setting these costs by using the program's fund balance to pay for these expenses. STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006107 2007108 2008109 2008/09 009110 Actuals Actuals Actuals Adopted Estimated 1dolrtc{I SOURCE OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated 154,127 111,242 108,291 88,551 88,551 4,204 Total Beginning Fund Balance 154,127 111,242 108,291 88,551 88,551 34,204 Revenues intergovernmental 2,663 2,663 - - - - Service Charges - - - - - Other Sources 173,670 171,400 166,660 135,000 135,000 1 _V S MM) Total Revenues 176,333 174,063 166,660 135,000 135,000 X135 000 TOTAL SOURCE OF F1jNDS $ 330,460 $ 285,305 $ 274,951 223,551 $ 223,551 s 169,2U4:, USE OF FUNDS Expenditures Salaries and Benefits 129,014 99,986 102,741 105,400 101,000 05,317 Operating Expenditures 17,956 15,042 20,267 15,350 25,097 25,600 Fixed Assets - - - - - Internal Service Charges 39,918 39,676 40,202 39,900 39,800 16;d 1 q , Total Expenditures 186,889 154,704 163,210 160,650 165,897 147,335 Operating Transfers Admin Service Fee Transfer 32,330 22,310 23,190 23,450 23,450 - Total Operating Transfers 32,330 22,310 23,190 23,450 23,450 - Ending Fund Balance Designated - - - - - Undesignated 111,242 108,291 88,551 39,451 34,204 - 31bi,y Total Ending Fund Balance 111,242 108,291 88,551 39,451 34,204 8 9 TOTAL USE OF FUNDS $ 330,460 $ 285,305 $ 274,951 S 223,551 S 223,551 ~ ti 169;204 s D -172 PROPOSED PARKS & PUBLIC WORKS DEPARTMENT (,53 Non-Point Source Program FY 2009110 KEY PROJECTS Strategic Goals Key. Projects Corrtrnunity Character Expand Volunteers Adopting Trails Preserve and enhance The program will continue ways to increase volunteerism to reduce debris from the appearance entering the waterways alongside trails and walkways in Town. character- and environment quality of the community KEY PROGRAM SERVICES • Sweep Town streets and parking lots, and steam-clean business area sidewalks • Coordinate Consolidated Pest Management with Parks Program, to reduce pesticides from entering waterways. NON-POINT SOURCE FUND STAFFING Full Trn1e Equivalent (FTE) Authorized 2005/06 2006/07 2007108 2008109 2009110 Town Staff Positions Funded Funded Funded Funded funded Sweeper Operator 1.00 1.00 1.00 1.00 1.00 1,00 Total Non-Point Source FTEs 1.00 1.00 1.00 1.00 1.00 1.00 D -173 PROPOSED D~j PARKS & PUBLIC WORKS DEPARTMENT cz Non-Point Source Program ;1'ti'1urW tucc Ubjective~ and Measures. 20115/Ci6. Actual 200(70? Actual - 2607/61 i :1etu rl _1001103 - ) siirnnted 2Q09110 Bucit,et'` 1. Prevent street debris from entering the storm drain system. a. Percentage of residents satisfied with the Town's efforts to provide street sweeping services:* 80% 80% 80% 80% 80% b. Number of NPDES fines the Town has received 0 0 0 0 0 from the state regulatory agency: 2nn5/06 21YOW97-- 20~i7~~J8 2i108r,oo -1009110 ~cki3ity a Ei ~ 'oxliluad .F iglaliglits Acliual Actual Vtll kd t'Stilliated Budget I . Number of Los Gatos curb and parking lot miles swept 10,800 10,800 10,800 10,800 10,800 annually; 2. Number of cubic yards of debris removed annually: Dana ]'°I 6,400 6,400 6,400 6,400 Available 3. Number of volunteers participating in clean-up 450 110 200 200 200 activities to remove debris from entering creeks: * Customer satisfaction Performance Measures are based on the Town's 2003 surrey results. Software System change during FY 2006107 reflects new Highlights D -174 PROPOSED Parks & Public Works Department ASSESSMENT DISTRICTS FUNDS 231 - 236 ASSESSMENT DISTRICT PURPOSE The Town formed six Landscape and Lighting District Funds with the written consent of all property owners within the boundaries of the districts, The six Landscape and Lighting Districts arc funded through tax assessments to reimburse the Town for the payment of water and electricity, district improvements and upgrades, and the regular maintenance of trees, landscaping, trails, irrigation systems, and lighting. The Landscape and Lighting Districts are exempt from Proposition 218 requirements requiring a 213 majority approval, unless the assessments are increased. Section 5 of Proposition 218 provides that the measure does not apply to assessments existing on November 1996 if the assessments were "imposed pursuant to a petition signed by the persons owning all of the parcels subject to the assessment at the time the assessment was initially imposed." As long as the assessments were imposed by request or with.the consent of all the property owners, the Town Attorney is of the opinion that this provision has been met, even without a formal petition. Consequently, the Town is not required to conduct an election of the property owners unless the assessment is increased. The fund balances for each of the assessment districts has proven to be adequate to fund routine maintenance needs, however in previous years when maintenance requirements for large repairs have arisen, the Town has been required to step in to offset these one-tune costs. The following table provides an overview of the annual assessments: Fiscal Year 2008109 Annual Special District Assessments Number Rate in effect of Parcel Total prior to Fund # Assessment Districts Parcels Assessment Assessment Prop 218 250 Blackwell Drive .5 $ 632 $ 3,160 Yes 251 Kennedy Meadows 15 685 10,275 Yes 252 Gemini Court 18 230 4,140 Yes 253 Santa Rosa 15 300 4,500 Yes 254 Vasona Heights 33 295 9,735 Yes 255 Hillbrook 34 50 1,700 Yes Total Landscape & Lighting Assessment: $ 33,510 D -175 PROPOSED PARKS & PUBLIC WORKS DEPARTMENT cz Landscape & Lighting Districts STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006107 2007108 2008109 2008109 2009/10 Actuals Actuals Actuals Adopted Estimated Ad litcd SOURCE OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated 106,666 105,360 97,491 100,685 100,685 9?.6 5 Total Beginning Fund Balance 106,666 105,360 97,491 100,685 100,685 93,605 Revenues Property Tax Assessments 37,162 33,612 33,725 33,510 33,510 3,51 Interest 2,510 4,080 2,870 2,580 2,700 3 Other Sources - - - - - Total Revenues $ 39,672 $ 37,692 $ 36,595 $ 36,090 $ 36,210 S 35,860 TOTAL SOURCE OF FUNDS $ 146,338 $ 143,052 $ 134,086 $ 136,775 $ 136,895 S 129,465 TOTAL USE OF FUNDS Expenditures Salaries & Benefits - - - - - Operating Supplies 31,236 40,641 28,481 38,370 38,370 3P<,::7d Total Expenditures 31,236 40,641 28,481 38,370 38,370 8,3711 Operating Transfers Business Service Transfer 9,742 4,920 4,920 4,920 4,920 4,1+2(-) Total Operating Transfers 9,742 4,920 4,920 4,920 4,920 4,o20 Ending Fund Balance Designated - - - - - Undesignated 105,360 97,491 100,685 93,485 93,605 06,175 Total Ending Fund Balance 105,360 97,491 100,685 93,485 93,605 86, I', TOTAL USE OF FUNDS $ 146,338 $ 143,052 $ 134,086 $ 136,775 $ 136,895 $ 129;4615 _ D -176 PROPOSED Parks & Public Works Department BLACKWELL DRIVE ASSESSMENT DISTRICT FUND 231 FUND PURPOSE The assessment district incorporates five homes and a median island along Blackwell Drive at National Avenue constructed as part of Tract 8306, Blackwell Development. Assessments to maintain the landscaping and irrigation in the median island and for street light maintenance on National Avenue remain constant for the five parcels at $632 annually. The median island landscaping and irrigation are maintained by contract. The street trees and lighting are also part of the district. The contractor clears trash and weeds the median island biweekly. Landscaping plants and irrigation are replaced and repaired as necessary. BUDGET OVERVIEW During FY 2009/10, maintenance expenditures are anticipated to remain constant. The fund balance surplus is held for use of current or future repair costs to the median island's irrigation system when the irrigation controller and related parts need replacement or repairs, and for the streetlight when it needs replacement and/or repairs. A $1,000 contingency repair fund has been added to augment the fund balance and specifically address emergency repair or restoration maintenance issues outside of normal contracted maintenance and would only be spent in the case where such issues arose. D -177 PROPOSED L4z) PARKS & PUBLIC WORKS DEPARTMENT C9 Landscape & Lighting Districts STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006/07 2007/08 2008109 2008/09 21109/10 Actuals Actuals Actuals Adopted Estimated adi }fed SOURCE OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated 3,052 2,952 3,130 3,948 3,948 3;9SN Total Beginning Fund Balance 3,052 2,952 3,130 3,948 3,948 3()54 Revenues Property Tax Assessments 3,160 3,192 3,228 3,160 3,160 3 I6(I Interest 50 90 80 40 100 Other Sources - - - - - Total Revenues 3,210 3,282 3,308 3,200 3,260 3,240 TOTAL SOURCE OF FUNDS $ 6,262 $ 6,234 $ 6,438 S 7,148 $ 7,208 S 7228 USE OF FUNDS Expenditures Salaries and Benefits - - - - - Operating Expenditures 2,760 2,644 2,030 2,760 2,760 3,?6Ci Total Expenditures 2,760 2,644 2,030 2,760 2,760 2,7110 Operating Transfers Business Service Transfer 550 460 460 460 460 q} d) Total Operating Transfers 550 460 460 460 460. 460`' I i Ending Fund Balance Designated - - - - - Undesignated 2,952 3,130 3,948 3,928 3,988 4;008 Total Ending Fund Balance 2,952 3,130 3,948 3,928 3,988 4,008 TOTAL USE OF FUNDS $ 6,262 $ 6,234 $ 6,438 $ 7,148 $ 7,208 $ 7,228 D -178 PROPOSED Parks & Public Works Department KENNEDY MEADOWS ASSESSMENT DISTRICT FUND 232 FUND PURPOSE The Kennedy Meadows assessment district consists of eight acres of open space area with a paved trail surrounding 15 homes. The Open Space area contains a paved trail, wetlands area, and a portion of Ross Creek. Streetlights on FoiTester Court and Kennedy Court are also maintained by the district. Annual assessments for district upkeep remain constant at $685 per parcel. As part of the development of the subdivision, this district was required by the Anny Corp of Engineer's to reinstate the open space riparian and wetlands area back into its natural habitat under a ten-year plan, which ended June 30, 2005. The trees, landscaping, irrigation system, trail, and streetlights within the open space area are maintained by contract. The district, including the paved trail, is cleaned and cleared of trash biweekly. Irrigation repair and tree replacement is completed as necessary. BUDGET OVERVIEW During FY 2009110, maintenance expenditures are anticipated to remain constant. The fund balance surplus is held for use of current or future repair costs to the median island's irrigation system when the irrigation controller and related parts need replacement or repairs, and for the streetlight when it needs replacement and/or repairs. A $1,000 contingency repair fund has been added to augment the fund balance and specifically address emergency repair or restoration maintenance issues outside of normal contracted maintenance and would only be spent in the case where such issues arose. D -179 PROPOSED B,) PARKS & PUBLIC WORKS DEPARTMENT c>s Landscape & Lighting Districts ATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006107 2007108 2008109 2008109 ( 209110 Aetuals Actuals Actuals Adopted Estimated Adopte(l SOURCE OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated 10,671 14,079 8,208 11,990 11,990 4,5 0.5 Total Beginning Fund Balance 10,671 14,079 8,208 11,990 11,990 14,150 . Revenues Property Tax Assessments 10,309 10,275 10,309 10,275 10,275 1 (1, 2 7 Interest Interest 280 460 240 100 300 [1 Other Sources - - - - - Total Revenues 10,589 10,735 10,549 10,375 10,575 111,5~ti TOTAL SOURCE OF FUNDS 21,260 24,814 18,757 22,365 22,565 25,060 USE OF FUNDS Expenditures Salaries and Benefits - - - - - Operating Expenditures 5,401 15,096 5,257 6,550 6,550 `i Total Expenditures 5,401 15,096 5,257 6,550 6,550 6,511 Operating Transfers Business Service Transfer 1,780 1,510 1,510 1,510 1,510 I 10 Total Operating Transfers 1,780 1,510 1,510 1,510 1,510 1,510 Ending Fund Balance Designated - - - Undesignated 14,079 8,208 11,990 14,305 14,505 17,000 Total Ending Fund 13 alance 14,079 8,208 11,990 14,305 14,505 17,000 TOTAL USE OF FUNDS 21,260 24,814 18,757 22,365 21,565 ~ 25,060 - D -180 PROPOSED Parks & Public Works Department GEMINI COURT ASSESSMENT DISTRICT FUND 233 FUND PURPOSE This assessment district, located on Blossom Hill Road and Gemini Court, is made up of 18 residences with a public right-of-way within the boundaries of the Gemini subdivision, Tract No. 8439. The assessment district provides for the maintenance of trees, landscaping, irrigations systems, lighting, sound wall, and fences along this walkway. Landscaping and irrigation are maintained by contract. The contractor clears trash and weeds the median island biweekly. Landscaping plants and irrigation are replaced and repaired as necessary. Annual assessments remain constant for the 18 parcels at $230 each. BUDGET OVERVIEW During FY 2009110, maintenance expenditures are anticipated to remain constant. The fund balance surplus is held for use of current or future repair costs to the median island's irrigation system when the irrigation controller and related parts need replacement or repairs, and for the streetlight when it needs replacement and/or repairs. A $1,000 contingency repair fund has been added to augment the fund balance and specifically address emergency repair or restoration maintenance issues outside of normal contracted maintenance and would only be spent in the case where such issues arose. D -lsi PROPOSED bz) PARKS & PUBLIC WORKS DEPARTMENT eg Landscape & Lighting Districts STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006/07 2007/08 2008/09 2008109 ^_001110 Actuals Actuals Actuals Adopted Estimated Adopfcr4 SOURCE OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated 4,749 5,804 7,153 8,451 8,451 ti l Total Beginning Fund Balance 4,749 5,804 7,153 8,451 8,451 7.,S51 Revenues Property Tax Assessments 4,140 4,140 4,174 4,140 4,140 4-1140 Interest 130 240 200 150 260 two Other Sources - - - - - Total Revenues 4,270 4,380 4,374 4,290 4,400 4,340 TOTAL, SOURCE OF FUNDS 9,019 10,184 11,527 12,741 12,851 USE OF FUNDS Expenditures Salaries and Benefits - - - Operating Expenditures 2,495 2,421 2,466 4,390 4,390 4,M Total Expenditures 2,495 2,421 2,466 4,390 4,390 4.390 Operating Transfers Business Service Transfer 720 610 610 610 610 l tY Total Operating Transfers 720 610 610 610 610 10 Ending Fund Balance Designated - - - - - Undesignated 5,804 7,153 8,451 7,741 7,851 7,131 Total Ending Fund Balance 5,804 7,153 8,451 7,741 7,851 7,191, TOTAL USE OF FUNDS 9,019 10,184 11,527 12,741 12,851 12.191 D -182 PROP Parks & Public Works Department SANTA RASA HEIGHTS ASSESSMENT DISTRICT FUND 234 FUND PURPOSE This assessment district provides maintenance and upkeep within designated Open Space areas A, B, C, and D of Tract No. 8400, Santa Rosa Heights Subdivision. There are 15 residences in this district. The open space area to be maintained by the Town lies north of Shannon Road up to the ridgeline of Blossom Hill Road, adjacent to the subdivision. This area includes a pedestrian/equestrian trail through the subdivision from Shannon Road to Belgatos Park, street trees, and lighting. The trail is pruned, sprayed, and cleared of trash biweekly by contract. Annual assessments for the fifteen parcels were decreased from $540 each, to $300 each, effective FY 2006/07. BUDGET OVERVIEW During FY 2009/10, maintenance expenditures are anticipated to remain constant. The fund balance surplus is held for use of current or future repair costs to the median island's irrigation system when the irrigation controller and related parts need replacement or repairs, and for the streetlight when it needs replacement and/or repairs. A $1,000 contingency repair fund has been added to augment the fund balance and specifically address emergency repair or restoration maintenance issues outside of normal contracted maintenance and would only be spent in the case where such issues arose. D-183 PROPOSED En) PARKS & PUBLIC WORKS DEPARTMENT cz Landscape & Lighting Districts STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006/07 2007108 .2008109 2008109 2009/10 ActuaIs Actuals Actuals Adopted Estimated Adopted SOURCE OF FUNDS Beginning Fund Balance I Designated - - - - - Undesignated 58,248 61,090 62,512 60,354 60,354 ~ a,4 14 Total Beginning Fund Balance 58,248 61,090 62,512 60,354 60,354 53,414 Revenues Property Tax Assessments 8,100 4,527 4,530 4,500 4,500 4-5sRi Interest 1,510 2,640 1,950 2,000 1,700 1 1-~00 Other Sources - - - - - Total Revenues 9,610 7,167 6,480 6,500 6,200 6,000 TOTAL SOURCE OF FUNDS 67,858 68,257 68,992 66,854 66,554 {9.414 USE OF FUNDS Expenditures Salaries and Benefits - - - _ - Operating Expenditures 5,368 5,085 7,978 12,480 12,480 12,466 ` Total Expenditures 5,368 5,085 7,978 12,480 12,480 t 2,480 Operating Transfers Business Service Transfer 1,400 660 660 660 660 660 Total Operating Transfers 1,400 660 660 660 660 660 Ending Fund Balance Designated - - Undesignated. 61,090 62,512 60,354 53,714 53,414 46,274 Total Ending Fund Balance 61,090 62,512 60,354 53,714 53,414 46;274 TOTAL USE OF FUNDS 67,858 68,257 68,992 66,854 66,554 59.414 D -184 PROPOSED Parks & Public Works Department VASONA HEIGHTS ASSESSMENT DISTRICT FUND 235 FUND PURPOSE This assessment district is adjacent to Blossom Hill and Roberts Road, with open space running between the subdivision and the Los Gatos Creek Trail. The District was created to provide maintenance and upkeep within the designated open space areas A, B, and C of Tract No. 8280, of the Vasona Heights Subdivision. All 32 assessments are assessed an annual charge of $295 per parcel, continuing the decrease in original property assessments as agreed to by the property owners and the Town Council in FY 2001102. The district upkeep includes, trees, landscaping, irrigation systems, trail, emergency access, and a retaining wall along Blossom Hill Road. The open space areas are maintained by contract, with cleanup, trash control, irrigation maintenance, and landscape maintenance completed biweekly. BUDGET OVERVIEW During FY 2009/10, maintenance expenditures are anticipated to remain constant. The fiend balance surplus is held for use of current or future repair costs to the median island's irrigation system when the irrigation controller and related parts need replacement or repairs, and for the streetlight when it needs replacement and/or repairs. A $1,000 contingency repair fund has been added to augment the fund balance and specifically address emergency repair or restoration maintenance issues outside of normal contracted maintenance and would only be spent in the case where such issues arose. D -185 PROPOSED to PARKS & PUBLIC WORKS DEPARTMENT c-s Landscape & Lighting Districts STATEMENT OF SOURCE AND USE OF FUNDS SOURCE OF FUNDS Beginning Fund Balance Designated Undesignated Total Beginning Fund Balance 2005106 2006/07 2007108 2008109 2008109 Actuals Actuals Actuals Adopted Estimated 10,625 8,671 6,467 8,410 8,410 10,625 8,671 6,467 8,410 8,410 _'0+]9i70 Adopted `).Iti 15 !),S l 5 Revenues Property Taxes 9,750 9,773 9,771 9,735 9,735 735 Interest 180 200 130 40 160 13 Ci Other Sources - - - - - Total Revenues 9,930 9,973 9,901 9,775 9,895 9,865 TO'T'AL SOURCE OF FUNDS 20,555 1$,644 16,368 18,185 18,305 ~ 19,[ 80 r USE OF FUNDS l Expenditures 1 Salaries and Benefits - - - - - Operating Expenditures 10,206 10,747 6,528 7,060 7,060 Total Expenditures 10,206 10,747 6,528 7,060 7,060 7,00 Operating Transfers Business Service Transfer 1,678 1,430 1,430 1,430 1,430 ],4-ti(' Total Operating Transfers 1,678 1,430 1,430 1,430 1,430 1,431) Ending Fund Balance Designated - - - - - Undesignated 8,671 6,467 8,410 9,695 9,815 11`,190 s Total Ending Fund Balance 8,671 6,467 8,410 9,695 9,815 11,190 TOTAL USE OF FUNDS 20,555 18,644 16,368 18,185 18,305 19,680 D -186 PROPOSED Parks & Public Works Department IIILLBROOK DRIVE ASSESSMENT DISTRICT FUND 236 FUND PURPOSE This assessment district, encompassing the designated open space area within Tract No. 3026 at the corner of Blossom Hill Road and Hillbrook Drive, provides maintenance services for the trees, landscaping, irrigation system and hardscape for the improved area in parcel #523-11-28 of the Hillbrook Benefit Zone. Annual assessments remain constant for the 34 parcels at $50 each, The district is comprised of 34 residences and a small park of approximately .26 acres. The landscape contract for this assessment district includes maintenance of the lawn, trees, shrubs, and irrigation system. This park is cleared of trash, mowed, and cleaned weekly. BUDGET OVERVIEW During FY 2009/10, maintenance expenditures are anticipated to remain constant. The fund balance surplus is held for use of current or future repair costs to the median island's irrigation system when the irrigation controller and related parts need replacement or repairs, and for the streetlight when it needs replacement and/or repairs. A $1,000 contingency repair fund has been added to augment the fund balance and specifically address emergency repair or restoration maintenance issues outside of normal contracted maintenance and would only be spent in the case where such issues arose. D-187 PROPOSED v-3 PARKS & PUBLIC WORDS DEPARTMENT cis Landscape & Lighting Districts STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006/07 2007108 2008/09 2008109 200910 Actuals Actuals Actuals Adapted Estimated Adoptud SOURCE OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated 15,997 12,764 10,021 7,532 7,532 4,n1? Total Beginning Fund Balance 15,997 12,764 10,021 7,532 7,532 4,032 Revenues Property Taxes 1,703 1,705 1,713 1,700 1,700 ;7i? 1 Interest 360 450 270 250 180 l 15(1 Other Sources - - - - - Total Revenues 2,063 2,155 1,983 1,950 1,880 1;H60 TOTAL SOURCE OF FUNDS 18,060 14,919 12,004 9,482 9,412 5,8u2 USE OF FUNDS Expenditures Salaries and Benefits - - - - - Operating Expenditures 5,006 4,648 4,222 5,130 5,130 13 Total Expenditures 5,006 4,648 4,222 5,130 5,130 5,1;111 Operating Transfers Business Service Transfer 290 250 250 250 250 Total Operating Transfers 290 250 250 250 250 250 Ending Fund Balance Designated - - - - - Undesignated 12,764 10,021 7,532 4,102 4,032 512 Total Ending Fund Balance 12,764 10,021 7,532 4,102 4,032 512, TOTAL USE OF FUNDS 18,060 14,919 12,004 9,482 9,412 5,02 D -188 Community Services Department DEPARTMENT PURPOSE The Community Services Department serves as the center for programs that enrich the life of the community. The Department is committed to the following: • Identifying and responding to the needs of a diverse population, with programs that serve seniors, youth, families, homeowners, renters, and low-income residents • Promoting a spirit of hometown community by including volunteers and program participants as integral parts of ongoing projects • Facilitating communication between local human service providers in order to increase effectiveness and to continually improve programs through shared expertise and resources • Managing Town compliance with a variety of Federal and State programs, targeting related resources toward identified local priorities • Encouraging a sustainable future by promoting environmentally sound programs and initiatives BUDGET OVERVIEW The FY 2009/10 department budget reflects a moderate decrease in revenues and expenditures. Overall, the budget is approximately 7% less than the prior year's budget with the scope of services remaining the same. The Department's revenue, which comes from the General Fund, is made up of fees, grants, and donations. FY 2009110 expenses in the Housing program are lower to reflect the number of BMP sales anticipated in the fiscal year. Revenues from the BMP in-lieu fund used to offset BMP costs are expected to be lower. Expenditures have also decreased as a result of lower housing-related contractual expenses. Reductions were also realized in the Conseivation, Recycling, and Sustainability Program due to the completion of special projects. Additional reductions are reflected in the Neighborhood Center program budget. Special event expenses have been reduced below FY 2008109 without impacting service levels. This reduction will limit future event expansion or enhancement opportunities. The Department will continue to take a lead role in promoting the Town's sustainability and environmental initiatives. It is anticipated that the greenhouse gas emissions inventory will be completed by the end of FY 2008109, which will position the department to begin work a plan to monitor and implement a carbon reduction program. D-189 B,) COMMUNITY SERVICES DEPARTMENT eg ACCOMPLISEMENTS Strategic Goals Good Governance Ensure responsive, accountable and collaborative governance 1cconiplishments Published and circulated 16,000 copies of the Town Fall and Spring Vista and Annual Report Civic Enrichment Foster opportunities for s Successfully planned and held an annual Fourth of July, Music in the Park civic engagement, and Screen on the Green events. and cultural, • Installed six exhibits by local artists in the Council Chambers, recreational and individual enrichment Community Character Preserve and enhance the • Completed sale of three Below Market Price homes. appearance character and . Completed environmental and sustainability initiatives, including a environment Greenhouse Gas Emissions Inventory and Growing Greener campaign. quality of the community D - 190 Eo COMMUNITY SERVICES DEPARTMENT cg DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES 2005106 2006107 2007108 2008109 2008109 2009/10 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Intergovernmental - - - 47,700 45,714 46,70(/'-- Service Charges 100,113 1,141,260 120,838 156,400 146,600 127,870 Interest - - - - - OtherSotarces 73,402 76,650 84,778 78,000 104,995 87,300 TOTAL REVENUES $ 173,515 $1,217,910 $ 205,616 $ 282,100 $ 297,309 $ 261;870 EXPENDITURES Salaries and Benefits 400,233 411,229 436,279 609,900 498,900 591,963 OperatingEapenditures 131,818 1,156,994 181,647 361,120 319,520 1119;210 Grants 109,615 114,615 119,765 130,290 130,290 118,030 Fixed Assets - - 7,346 - - Internal Service Charges 224,362 261,004 263,966 274,200 270,800 241,10 TOTAL EXPENDITURES $ 866,028 $1,943,842 $ 1,009,003 $1,375,510 $ 1,219,510 5 1,270 551 GENERAL FUND EXPENDITURES BY PROGRAM Administration 141,311 145,126 132,533 171,000 124,300 J 63,22ti Neighborhood Center 395,404 432,417 515,646 526,300 497,400 481;965 Housing Program 101,017 1,134,751 132,944 152,150 131,900 136,164 Community Grants 150,156 153,628 145,638 159,290 141,890 144,934 Arts & Culture 75,461 74,167 80,402 95,550 95,300 9X/47 Sustainability - - 260,520 211,300 241 ,9 t 6 AB2020 Grants - - 7,700 2,700 7,00 Pass Through Accounts 2,679 3,753 1,840 3,000 14,720 TOTAL GF EXPENDITURES $ 866,028 $1,943,842 $ 1,009,003 $1,375,510 $1,219,510 $ 1.270,551 The above progi°am totals reflect General Fund programs. Additional Cornratttnity Serl,ice programs ai-e reflected in separate Special Revenue Funds following the General Fund portion of this section. D - 191 W COMMUNITY SERVICES DEPARTMENT C93 DEPARTMENT STAFFING Fall Time Equivalent (FTE) Authorized 2005106 2006107 2007108 2008/09 s ?i~Q9;10 3 General Fund Positions Funded Funded Funded Funded = F1111ded Community Services Dir. 0.95 0.70 0.70 0.70 0.95 9!9_5!, Administrative Analyst 0.45 0.25 0.25 0.25 0.45 o.4-51 Administrative Secretary 1.00 090 0.90 0.90 1.00 i,0{1. Senior Coordinator 1.00 1.00 1.00 1.00 1.00 1.00 Volunteer Coordinator 0.75 0.75 0.75 0.75 0.75 +).75 Secretary 1 1.00 - - 0.30 1.00 1.00 Total General Fund FTEs 5.15 3.60 3.60 3.90 5.15 5X5 i,Lnv rrogram Community Services bir. - 0.05 0.05 0.05 - Administrative Analyst 0.05 0.20 0.20 0.20 0.05 i) Total CDBG FTEs 0.05 0.25 0.25 0.25 0.05 0.05 Redevelopment Agency (FTEs in Redevelopment Agency Budget u7xder Fund 960) Community Services Dir. 0.05 0.05 0.05 0.05 0.05 1.05 Total Redevelopment FTEs 0.05 0.05 0.05 0.05 0.05 I1.05 Solid Waste Management Community Services Dir. - 0.20 0.20 0.20 - - Administrative Analyst - 0.05 0.05 0.05 - - Administrative Secretary - 0.10 0.10 0.10 - - Secretary I - - - 0.70 - Total Solid Waste FTEs - 0.35 0.35 1.05 - Total Community Serv. FTEs 5.25 4.25 4.25 5.25 5.25 5.25 Temporary Staff Recycling Coordinator 1,040 1,040 - - Office Clerk 160 160 - - - Secretary II 832 832 - - Facility Attendant 470 470 470 470 470 Total Annual Hours 2,502 2,502 470 470 470 D - 192 Community Services Department COMMUNITY SERVICES ADMINISTRATION PROGRAM 6101 PROGRAM PURPOSE The Administration Program supports the delivery of all services provided by the Community Services Department through maintaining a responsive, global focus for the department, and ensuring departmental resources are allocated appropriately. Program staff serves as a point of contact for residents seeking referral to a variety of human service organizations; provides staff support to the Town's Community Services Commission and several ad hoc committees; and manages special projects, including production and publishing of the Town's community newsletter. BUDGET OVERVIEW The primary work in this program is internally focused; program staff coordinates the resources of the department as a whole. One of the major external services of the program is the development and dissemination of public information. Ongoing public information efforts include the Town newsletter, the Los Gatos Vista, special event publicity, and the Town's Amiual Report. For FY 2009/10, production of the Vista will be reduced from twice a year to once a year generating expenditure savings. The Vista will be published in the Spring, followed by the Annual Report in the Fall and sent via direct mail to all Los Gatos addresses. Staff will continue to work with staff in the Town Manager's Office and other departments to improve the quality and coordination of Town public information efforts. Staff will also continue to participate in the Town General Plan Update. D - 193 1~0 COMMUNITY SERVICES DEPARTMENT C-3 Administration SUMMARY OF REVENUES AND EXPENDITURES 2005106 2006/07 2007/08 2008109 2008/09 2109/10 Actuals Actuals Actuals Adopted Estimated -:Adopted REVENUES Service Charges - - - - - - Interest - - - - - - Other Sources TOTAL REVENUES $ - $ - $ - $ - $ - - EXPENDITURES Salaries and Benefits 107,572 108,503 98,379 124,500 91,700 117;?[ ? OperatingEapendittnres 21,701 23,626 21,451 33,700 20,900 01 Fixed ,Assets - - - - - Internal Service Charges 12,038 12,997 12,703 12,800 11,700 12;258 TOTAL EXPENDITURES $ 141,311 $ 145,126 S 132,533 S 171,000 $ 124,300 163;225 FY 2009110 KEY PROJECTS Strategic Goals ~ KEY PROJECTS - Good Town Newsletter: Governance The Town newsletter, the Los Gatos Vista, provides thorough, effective, and Ensure professional conveyance of information to residents. It will be produced each Spring, responsive, followed by the Annual Report in the Fall, and sent via direct mail to all Los Gatos accountable addresses. and collaborative Public Safety Entergen.cyPreparedness. Ensure public In coordination with the Town Manager's Office and Police Department, the Community safety through Services Department will continue to implement the campaign to assist residents and proactive businesses to develop a plan for self-sufficiency during a natural or man-made disaster. community in the event of an emergency, Community Services is responsible for organizing and policing, implementing the Emergency Volunteer Center in conjunction with other local affective governments in the area. The Emergency Volunteer Center will serve as the central emergency meeting point for local volunteers to gather and accept volunteer assignments related to response, and community- the emergency. Focus during the next year will be placed on assisting homebound wide residents with developing emergency plans. emergency preparedness D - 194 COMMUNITY SERVICES DEPARTMENT c~3 Administration KEY PROGRAM SERVICES • Produce and distribute one issue of the Town newsletter annually, the Town Annual Report in cooperation with the Town Manager's Office, and other communications materials as needed • Manage the Departmental budget, and track fiscal and program performance • Provide staff support to the Community Services Commission, its subconuraittees, ad hoc committees, and projects • Manage implementation of the General Plan's Human Services Element • Manage effective use of Departmental personnel and related resources ADMINISTRATION PROGRAM STAFFING Fall Time Equivalent (FTE) Authorized 2005106 2006107 2007108 2008109 2009110 Town Staff Positions Funded Funded Funded Funded Funded Community Services D r. 0.30 0.25 0.25 0.25 0.30 0.30 Administrative Analyst 0.10 0.10 0.10 0.10 0.10 0.10 Administrative Secretary 0.55 0.55 0.55 0.55 0.55 0.55 Total Administration FTEs 0.95 0.90 090 0.90 0.95 0.95 2005106 2006107 2007108 2008109 2009/10 Temporaq Staff Funded Funded Funded Funded Funded Office Clerk 80 80 - Total Annual Hours 80 80 - - - D - 195 7 - t~ y0. D - 196 t Community Services Department NEIGHBORHOOD CENTER PROGRAM 6201 PROGRAM PURPOSE This program encompasses the primary services provided by the Community Services Department directly to its customers, including Neighborhood Center facility use, the Senior Program, and the Volunteer Program. hi addition, the program has the lead role in the coordination of Town-sponsored special events. Neighborhood Center The Los Gatos Downtown Neighborhood Center benefits Los Gatos' senior citizens, youth, civic and service groups, and community residents. As part of a comprehensive conununity strategy to meet the needs of Los Gatos residents, programs at the Neighborhood Center include a variety of services and activities in such areas as education, creative arts, counseling, recreation, leadership development, health, nutrition, social work, and other supportive services. Rooms in the Neighborhood Center are rented for community activities and private parties, and leased on a monthly basis to a nonprofit organization that provides human services to frail elderly residents. Senior Prograin The Senior Program seeks to promote a feeling of community and community involvement among seniors; to enhance existing programs that provide for the physical, social, and mental well-being of seniors and their families; to identify and meet unfilled senior service and activity needs; and to increase program participation through public awareness of the Senior Program. Volunteer Program The goals of the Volunteer Program are to create a spirit of cooperation between the Town organization and the community, to promote civic pride and community involvement; to enhance existing programs and help deliver a higher level of service to the community; and to bring a broad spectrum of volunteer experiences and additional skills to the Town. Special Events The Columunity Services Department oversees the management and implernentation of special events including the annual 4fl' of July celebration and Screen on the Green. D - 197 z~3 COMMUNITY SERVICES DEPARTMENT ce Neighborhood Center BUDGET OVERVIEW Costs related to special events were moved to the Neighborhood Center in FY 2008109 to reflect work that is done by staff to organize and implement the events. The FY 2009110 budget reflects a $15,000 reduction in special event expenses. This reduction will impact the ability to expand special events in scope and number. SUMMARY OF REVENUES AND EXPENDITURES 2005106 2006107 2007108 2008/09 2008109 2009110, Actuals Actuals Actuals Adopted Estimated Adopted REVENUES _ - Service Charges 3,092 465 545 1,200 600 G00 haterest - - - - Other Sources 32,155 28,460 27,755 24,000 25,000 ? ,t it{i TOTAL REVENUES $ 35,247 $ 28,925 $ 28,300 $ 25,200 $ 25,600 5 25,00 EXPENDITURES Salaries and Benefits 188,285 197,005 238,098 237,800 217,400 ? 377 Operating Expenditures 14,711 9,606 41,728 55,600 47,700 19,6~JU Fixed Assets - - - - - Internal Service Charges 192,408 225,806 235,820 232,900 232,300 2U2;983 TOTAL EXPENDITURES $ 395,404 $ 432,417 $ 515,646 $ 526,300 $ 497,400 481.065 D - 198 L4,) COMMUNITY SERVICES DEPARTMENT c~ Neighborhood Center FY 2009110 KEY PROJECTS Strategic Goals KEG' PROTECTS Good Logistics Teans Governance in an effort to provide improved customer service and a streamlined application process Ensure that efficiently utilizes Town resources, the Community Services Department facilitates responsive, the Logistics Team for special events. The Logistics Team coordinates multiple accountable resources including Police, Parks, and Maintenance as well as other services as needed and for special events. collaborative governance Senior Services During the next fiscal year, staff will convene senior service providers, both governmental and non-profits, to explore opportunities for enhanced cooperation and partnerships. Civic Community Unity Enrichment Community Unity is a grassroots effort to bring together Los Gatans focused on Foster maintaining and improving community, building community partnerships, and fostering opportunities civic pride. The Town's role, in which the department takes a lead, is that of a facilitator for civic of the forum through which volunteer partnerships are made and maintained. This engagement, forum has taken the shape of the Community Unity website, www.losgatosea.gov/cu. and cultural, During FY 09/14, the department will continue to solicit projects for the website and to recreational make referrals; it will also continue its additional outreach efforts to youth. and individual enrichment KEY PROGRAM SERVICES • In coordination with Building Maintenance staff, manage Neighborhood Center facility maintenance and improvements • Manage long-term Neighborhood Center lease and hourly facility rentals • Manage the Town's Volunteer Program • Manage the Senior Program and the Senior Center, including provision of Case Management services • Manage Town-wide special events, such as the annual July 4fl' Celebration and Screen on the Green, and take a lead role on the Town-wide Logistics Team • Build community partnerships through the Community Unity effort D - 199 ~ COMMUNITY SERVICES DEPARTMENT (59 Neighborhood Center NEIGHBORHOOD CENTER PROGRAM STAFFING Full Tiure Equivalent (FTE) Authorized 2005/06 2006107 2007/08 2008/09 200{x/10 Town Staff Positions Funded Funded Funded- Funded Yunded Community Services Dir. 0.15 0.15 0.15 0.15 0.15. 1 Administrative Analyst 0.05 - - - 0.05 0.0 , Administrative Secretary - - - - - - Senior Coordinator 1.00 1.00 1.00 1.00 1.00 ] .Oo Volunteer Coordinator 0.55 0.75 0.75 0.75 0.55 _Secretary I 0.40 - - 0.20 0.40 0.411 Total Neighborhood Center FTEs 2.15 1.90 190 2.10 2.15 2.1$ 2005106 2006107 2007/08 2008109 2009/10 Temporary Staff Funded Funded Funded Funded I undvd Office Clerk 80 80 - - Facility Attendant 470 470 470 470 470 Total Annual Hours 550 550 470 470 470, D - 200 Y B~) COMMUNITY SERVICES DEPARTMENT c9 Neighborhood Center 2005,106- 2006/07 ' 2407108 2008 [l9 - 2009,1[0 Pea fgrnia ce Objectives aiW Aicasures Actual Actual Actual Estimated Budget 1. Seek to promote a feeling of conintunity and contmtatity - inrolvenient among seniors. a. Percentage of participants in Town Senior Program 100% 100% 100% 100% 100% activities who are satisfied with the program: 2. Create a spirit of cooperation. bem;een the Town organization and [lie community. a. Percentage of Town volunteers who find their 100% 100% 100% 100% 100% participation in Town volunteer activities to be a positive experience: 2005L06- 2006107 200VOS "008109 20091:10 ; Activity and Worldo ad Highlights Actual Actual Actual Estimated Budget 1. Number of Neigbborhood Center applications 58 49 43 40 40 processed: 2. Number of hours Neighborhood Center is reserved by 3,076 3,141 3,784 4,000 4,000 application: 3. Number of Senior Center programs and services offered 15 15 15 15 15 monthly, bi-monthly, quarterly, and amorally: 4. Number of Senior Center programs and services offered 8 8 8 8 8 weekly: 5. Number of participants in Case Management: 35 36 34 32 32 6. Total number ofhours volunteered Town-wide: 41,960 34,388 36,859 36,800 36,800 7. Total value of volunteer hours: $1,033,195 $891,600 $830,887 $838,000 $838,000 *Starting in FY 07108, the total hours of Neighborhood Center use was calculated to include Recreation Department reservations. D-201 N, D-202 Community Services Department ARTS & CULTURE PROGRAM 6204 PROGRAM PURPOSE The Arts and Culture Program provides support for the Town's Arts Commission and the Art Selection Panel, and their projects. The Arts Commission facilitates the advancement of the arts through a variety of programs, including the annual Music in the Park surmme~ concert series, the ongoing Art in the Council Chambers exhibits, and special arts projects. The Comnission also makes recommendations to the Town Council regarding allocation of the annual community grant funds to arts, cultural, and educational nonprofit organizations. The Art Selection Panel reviews proposals from artists for development and installation of public art. BUDGET OVERVIEW The Music in the Park (MIP) summer concert series is funded by private donations, which cover all direct costs of the series, and is coordinated by the Arts Commission. In addition, the Town provides in-kind services in the form of administrative and support staff resources. In February 2009, Council approved the staff and Arts Commission recommendation to authorize staff to negotiate an agreement with Los Gatos Music & Art to transfer coordination and management of MIP to the non-profit agency. This action will relieve the Arts Commission of all fundraising and volunteer efforts associated with the concert series. Although cost savings will not be experienced until an agreement is in place, staff capacity will be increased as support to the event and the Commission is reduced. Art in the Council Chambers, and support of the two Council-appointed bodies, will remain constant from previous years, D - 203 p c 3 - o s'`;5 REVENUES Service Charges Interest Other Sources TOTAL REVENUES EXPENDITURES Salaries and Benefits 26,882 27,560 Operating Expenditures 42,390 39,560 Fixed Assets - - Grants - - Internal Service Charges 6,189 7,047 TOTAL EXPENDITURES $ 75,461 $ 74,167 L10 COMMUNITY SERVICES DEPARTMENT c~,3 Arts and Culture SUMMARY OF REVENUES AND EXPENDITURES 2005106 2006107 2007108 2008109 Actuals Actuals Actuals Adopted 27,888 33,400 34,000 3E,327 45,168 54,850 53,900 54,170 7,346 - - 7,300 7,400 (),47'1 $ 86,402 $ 95,550 $ 95,300 $ 92=,647 2008109 2009x'10 Estimated Adopted 38,568 38,441 42,532 51,000 52,000 r } }ur+ $ 38,568 $ 38,441 $ 42,532 $ 51,000 $ 52,000 S 52,000 FY 2009/10 KEY PROJECTS Strategic Gimls KEY PROJECTS Civic Music in.the Park. (MIP) Enrichment Coordinated jointly by the Arts Commission and department staff, MIP is a summer Foster series of free musical concerts held on Sunday afternoons. MIP is an extremely popular opportunities event, which has enriched the community and added vitality to the downtown area since for civic 1988. Arts Commission members raise private donations to cover all production costs. engagement, Hundreds of volunteer hours go into raising funds for and producing Music in the Park. and cultural, It is anticipated that Music in the Park coordination will be transferred to a non-profit recreational agency during FY 2009/10. and individual enrichment Art in the Council Chambers The Arts Commission, with staff assistance, installs and curates six art exhibits in the Council Chambers each year. This program allows the Town Council and residents to enjoy a wide variety of art expression, and provides local artists a venue in which to display their work. D-204 to COMMUNITY SERVICES DEPARTMENT c-d Arts and Culture KEY PROGRAM SERVICES • Provide staff support to the Arts Commission, its subconuxlittees, ad hoc committees, and projects • Provide staff support to the Art Selection Panel, its subcommittees, ad hoc committees, and projects • Provide program oversight, staff support, and fiscal accounting for Music in the Park • Provide program oversight, staff support, and fiscal accounting for Art in the Council Chambers ARTS & CULTURE PROGRAM STAFFING Full Thne Equivalent (FTE) Authorized 2005106 2006107 2007108 2008109 2009110 Town Staff Positions Funded Funded Funded Funded Funded Community Services Dir. 0.10 0.10 0.10 0.10 0.10 0'10 - Administrative Secretary 0.15 0.15 0.15 0.15 0.15 0,15 Total Arts & Culture FTEs 0.25 0.25 0.25 0.25 0.25 0.2-5 D - 205 COMMUNITY SERVICES DEPARTMENT ce Arts and Culture 2005104 2006iU7_ 2007103 2008109 200910 Pet tUr tndflee Ubjteii~e5 and 11lEa ur ~s Aclnal etuA Actual EstimgWl Budget 1. Foster a comprehensive arts environment within the Town through the support, development, and appreciation. of the arts. a. Percentage of Music in the Park concert attendees 100% 100% 100% 100% 100% satisfied with the experience: b. Percentage of public art pieces in good to excellent 86% 86% • 86% 86% 86% condition: c. Resident satisfaction with Arts and Cultural 099 0.99 0.99 0.99 0.99 opportunities in Los Gatos: 2005106 2006107 - 2007108 7008109 ` 2009110 ; Activity aj d Workload Highlights Achial Actual .pct€ al EstituaNd Budget 1. Number of Art in the Council Chambers exhibitions 6 6 6 6 6 installed and curated: 2. Number of volunteer hours donated to Arts Commission 1209 758 786 775 400 proj ects: 3. Average number of attendees at Music in the Park 1,600 1,600 2,000 2,500 3,000 concerts: D-206 Community Services Department COMMUNITY GRANTS PROGRAM 6205 PROGRAM PURPOSE The Community Grants Program manages all Town grants to nonprofit agencies providing human services and art, cultural, and educational programming so Los Gatos residents may maintain or improve their quality of life. Program staff seeks out and manages grant contributions from other public and private sources and works to improve cornmunications between grant recipients to encourage collaboration, increase effectiveness, and eliminate duplication of effort. Grants are allocated through a competitive process. Human Services Agency grant applications are reviewed by the Community Services Commission; the Arts Commission reviews Arts and Cultural Agency applications. Both Commissions them make funding recommendations to the Town Council. BUDGET OVERVIEW For several years, the Town has granted approximately $100,000 in General Fund monies annually to local nonprofit organizations, for human, arts, and cultural services. These grants are in addition to the approximately $27,000 of Community Development Block Grant (CDBG) funding to local non-profit agencies, for human services, that the department administers each year. The Town also provides in-kind donations of subsidized leases to A Place for Teens, the Los Gatos Museum Association and Los Gatos- Saratoga Community Education and Recreation, as well as an annual Community Contribution grant to the Los Gatos Museum Association. The value of the leases is reflected in the Reference section as an in- kind contribution. All nonprofits funded through the Community Grants Program provide valuable human services to Los Gatos Residents. FY 2008109 CBDG funding level of $32,730 has been reduced to $27,050 for FY 2009110. Human service agencies anticipate that service levels will be impacted. D - 207 z~) COMMUNITY SERVICES DEPARTMENT c~3 Community Grants SUMMARY OF REVENUES AND EXPENDITURES 2005106 Actuals _ REVENUES Service Charges - Interest - Other Sources TOTAL REVENUES $ - $ EXPENDITURES 2006/07 2007108 2008109 2008109 2r')09/10 Actuals Actuals Adopted Estimated Adol fcd - 2,975 $ - $ - $ 2,975 5 Salnr°iesandBerzefits 33,862 33,556 26,047 33,600 17,400 32,32 5 Operating Expenditures 235 183 647 1,100 300 1,100 Fixed tlssets - - - - - Grants' 109,615 112,615 111,765 117,290 117,290 105,03[) Internal Service Charges 6,444 7,274 7,179 7,300 6,900 6,479 TOTAL EXPENDITURES $ 150,156 $ 153,628 $ 145,638 $ 159,290 $ 141,890 $ 144,934- FY 2009110 KEY PROJECTS Strategic Goals Key Projects Civic Enrichment Local Non-Profit Assistance Enrichment Foster opportLmities Staff will implement the first year of the two-year funding cycle for human service for civic grants. The two-year funding cycle was initiated based on Community Services engagement, and Commission and staff review of best practices. cultural, recreational and individual enrichment D - 208 r COMMUNITY SERVICES DEPARTMENT tr3 Community Grants KEY PROGRAM SERVICES • Manage annual Community Grant allocation process • Administer annual grant agreements; track performance and funds distribution • Monitor local provision of human services, and serve as a resource for local nonprofit service agencies COMMUNITY GRANT PROGRAM STAFFING Full Thne Equivalent (FTE) Authorized 2005106 2006107 2007108 2008109 2009110 Town Staff Positions Funded Funded Funded Funded Funded Community Services Dir. 0.05 0.05 0.05 0.05 0.05 0, Administrative Analyst 0.10 0.10 0.10 0.10 0.10 0.3 0 Administrative Secretary 0.10 0.10 0.10 0.10 0.10 0.10 Total Community Grant FTEs 0.25 0.25 0.25 0.25 0.25 O.Z5 D-209 1?J COMMUNITY SERVICES DEPARTMENT eg Community Grants GRANTS SUMMARY 2005106 2006107 2007108 2008/09 200940 Source Actuals Actuals Actuals Funded l irndal Human Services Catholic Charities/LTC Ombudsman CDBG 7,680 7,680 7,680 7,680 "f3 Emergency Housing Consortium Town 1,574 1,574 1,574 - - Second Harvest Food Bank CDBG 3,802 3,802 3,802 3,800 4, 10 Live Oak Adult Day Services CDBG 12,988 12,988 12,988 12,990 1 Live Oak Sr. Nutrition and Service Town 27,456 27,456 27,456 27,460 ri 360 Next Door Solutions Dom. Violence Town 12,000 12,000 8,903 12,000 Parents Helping Parents Town 1,920 1,920 1,920 1,920 h t0 A Place for Teens Town 10,840 13,340 13,340 12,000 7; 9 E 0 Support Network Town 4,800 4,800 4,800 4,800 1.c ifU SJSU Foundation/The Health Place CDBG 12,211 12,211 11,094 8,260 2,110 SJSU Foundation/The Health Place Town 4,681 4,681 5,798 8,630 13 -510 Teen and Family Counseling Center Town 27,044 27,044 27,044 27,050 5, 90 United Way - 211 Funding Town - - 2,500 2,500 ?,rl00 Total Human Services Grants 126,996 129,496 128,899 129,090 123;9.10 Art I Education Art Docents of Los Gatos Town 4,500 4,500 4,500 4,500 1,%+ 1 Festival Theatre Ensemble Town 1,000 1,000 1,000 1,000 900 Los Gatos Community Concert Town 870 870 1,000 1,000 1,000 Photographic Guild of Los Gatos Town - - 1,000 1,000 1 C)(O St. Luke's/Sunset Concert Series Town 500 500 - 1,000 1,000 Cinecats Town - 500 - Total Art / Education Grants 6,870 7,370 7,500 8,500 8,160 Community Contributions Los Gatos Museum Association Town 12,430 12,430 12,430 12,430 12,410 Total Community Contributions 12,430 12,430 12,430 12,430 12,410 CDBG Total CDBG 36,681 36,681 35,564 32,730 27,050 ' Tofvn's General Fund Total Town 109,615 112,615 113,265 117,290 117,450 Grand Total ALL S 146,296 $ 1449,296 $ 148,829 $ 150,020 S 149,50,0 D - 210 B,) COMMUNITY SERVICES DEPARTMENT c e Community Grants 2005/06 21106107 2007108 2009/6") 21169/10 Pcl.forauauce Objectives and Measures Actual Actual Actual Estimated Budget 1. Encourage collaboration, increase effectiveness, and eliminate duplication of effort among grant recipients. a. Percentage of grant recipients satisfied with the grant 100% 100% 100% 100% 100% allocation process: 2. Manage grants io nonprofit agencies providing human services and art, cultural and educational programming so that Los Gatos residents may maintain or improve their- quality of life. a. The average percentage of a grantee's budget that 2.5% 2.8% 0.6% 3.7% 3.0% comes from the Town's grant contributions: 2005706 20116107 2007/08 2008/09 2009110 Activity and Worl oaa Higllllglits Actual Actual Actual P;stimated Budget 1. Grant Agreements administered: a. Number of Human Service grants: 8 8 8 8 8 b. Number of Arts/Cultural/Educational grants: 5 5 5 5 5 c. Number of Coimnunity Contribution grants: 1 1 1 1 1 2. Total dollar amount of General Fund grant agreements administered: 3. Number of Los Gatos residents directly served by Town grant-funded organizations: $97,185 $100,185 $95,092 $96,360 $96,870 5,261 D-211 5,762 4,960 5,000 5,000 I` M D - 212 Community Services Department CONSERVATION, RECYCLING & SUSTAINABILITY PROGRAM 6302 PROGRAM PURPOSE The purpose of the Conservation, Recycling and Sustainability Program is to encourage and promote initiatives that will reduce harmful impacts on the environment. Through a multi-faceted approach, the Program maximizes diversion from landfills in order to protect public health and safety, and the environment and promotes programs to encourage a sustainable future. Staff works to encourage: 1) Sustainability initiatives to reduce harmful impacts on the environment 2) Conservation of natural resources 3) Source reduction, to reduce the generation of wastes 4) Recycling and composting of materials 5) Transformation of wastes, such as waste-to-energy processes 6) Landfilling, as a last resort, for management of remaining materials As required by the California Integrated Waste Management Act of 1989 (AB 939), the Town must divert a minimum of 50% of its waste from the landfill. Staff manages compliance with AB 939 requirements, monitors and evaluates existing waste collection and recycling programs, and recommends new programs to meet diversion objectives. Staff also actively participates in the West Valley Solid Waste Management Authority, the local joint powers authority for managing the solid waste vendor contracts. The fund balance of the former Solid Waste Management Fund was transferred to the General Fund as Conservation, Recycling and Sustainability Program in FY 2008109. These funds have been designated for the purpose of implementing environmental initiatives to support a sustainable future. BUDGET OVERVIEW The FY 2009110 budget reflects a decrease in funding for the administration of the JPA in anticipation of reduced management costs. There is also a slight decrease in funding for sustainability efforts. Funding for special projects, such as the Greenhouse Gas Emissions Inventory and Reduction Plan will be supported by General Plan Update program fees. Also included in the Conservation, Recycling, and Sustainability budget program is AB 2020, the State Beverage Container Grant, which will be used to support the Town's "green" effort and "Keep Los Gatos Beautiful" activities. A-213 COMMUNITY SERVICES DEPARTMENT 03 Conservation, Recycling & Sustainability STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006107 2007108 2008109 2008109 .wwlo Actuals Actuals Actuals Adopted Estimated :kdotted SOURCE OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated 250,037 329,914 338,850 296,554 296,554 Total Beginning Fund Balance 250,037 329,914 338,850 296,554 296,554 Revenues Intergovernmental 51,123 50,424 41,043 - - Other Sources 337,374 221,081 - - - Total Revenues 388,497 271,505 41,043 - - Operating Transfers Transfers from General Fund - - 224,110 - - Total Operating Transfers - - 224,110 - - TOTAL SOURCE OF FUNDS $ 638,534 $ 601,419 $ 604,003 $ 296,554 $ 296,554 5 USE OF FUNDS Expenditures Salaries and Benefits Operating Expenditures Fixed Assets Internal Service Charges Total Expenditures Operating Transfers Business Service Fee Transfer Total Operating Transfers Ending Fund Balance Designated Undesignated Total Ending Fund Balance TOTAL USE OF FUNDS 152,861 165,137 143,000 - 90,109 59,974 156,291 - 7,315 7,858 8,158 - 250,285 232,969 307,449 - - 58,335 29,600 - - 296,554 58,335 29,600 - - 296,554 329,914 338,850 296,554 296,554 - 329,914 338,850 296,554 296,554 - $ 638,534 $ 601,419 $ 604,003 $ 296,554 $ 296,554 $ - * The fund balance of the former Solid Waste Management Fund was transferred to the General Fund as Conservation, Recycling and Sustainability Program in FY 2008109. D-214 B,j COMMUNITY SERVICES DEPARTMENT cxs Conservation, Recycling & Sustainability SUMMARY OF REVENUES AND EXPENDITURES 2405106 2006107 2007148 2008109 2008109 200911 Actuals Actuals Actuals Adopted Estimated -Adupled REVENUES Intergovernmental - - 40,000 38,000 39,000 _ Service Charges - - - 3,050 - TOTAL REVENUES $ - $ - $ - $ 43,050 $ 38,000 $ 39,000 EXPENDITURES Salaries and Benefits - - 125,700 97,900 123;031 Operating Expenditures - - - 129,120 108,700 115,100 Internal Service Charges - - 5,700 4,700 5,770 TOTAL EXPENDITURES $ - $ - $ - $ 260,520 $ 211,300 243.91 b AB2020 BEVERAGE CONTAINER GRANT Program 6303 SUMMARY OF REVENUES AND EXPENDITURES 2005106 2006107 2007108 2008109 2008109 -2009/10 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Intergovernmental - - 7,700 7,714 7.700 Service Charges - - - Interest - - - - Other Sources - - - - TOTAL REVENUES $ - $ - $ - $ 7,700 $ 7,714 $ 7,700 EXPENDITURES Salaries acrd Benefits - 2,000 - - Operating Expenditures - 5,700 2,700 7,700 Fixed Assets - - - - Grants - - Internal Service Charges - - - - TOTAL EXPENDITURES $ - $ - $ - $ 7,700 $ 2,700 $ 7,700 D-215 Lc] COMMUNITY SERVICES DEPARTMENT C,6 Conservation, Recycling & Sustainability FY 2009110 KEY PROJECTS Strategic Goals KEY-PROJECTS Collection Service. The Town is an active member of the West Valley Solid Waste Management Authority, a joint powers authority (JPA) that contracts for solid waste collection, recycling, and disposal .services for residential and commercial customers in Los Gatos, Campbell, Monte Sereno, and Saratoga. In FY 2006107, a new hauler, West Valley Collection and Recycling, began service to the Authority member cities. During FY 2009110, Staff will continue to work with the JPA and West Valley Collection and Recycling as it enters into its third year of providing service to West Valley cities. weep Los Gatos ;8eaulifrrl April is "Keep. Los Gatos Beautiful" month, and a full slate of activities is planned. The campaign celebrates National Earth Day, National Arbor Day, and National Volunteer Recognition Week, all of which occur during the month of April. Keep Los Gatos Beautiful events are funded in part by state Beverage Container Grant funds. Community (omnunity Garages Sale Character The Community Garage Sale has been a partnership between the Town of Los Gatos, Preserve and the City of Monte Serena and the County of Santa Clara. The County has indicated that enhance the it is focusing on other efforts and will no longer be participating in the joint program, appearance During the coming months, staff will work with Monte Sereno staff to develop a less character and staff-intensive program. environment C'ontfrtunify Outreac]i and Alvaeness quality of the Program staff will coordinate a variety of waste prevention and resource conservation community community outreach activities, to promote recycling and waste reduction, such as Second Chance Week and America Recycles Day. Green Busiiaess Education Staff coordinates the promotion of green business educational programs including the Growing Greener Together" campaign. Environmental and Sustainability -Initiatives The Department has taken a leadership role in promoting the Town's sustainability and environmental initiatives. Staff will work closely with Joint Venture Silicon Valley Network, Cities for Climate Protection and Sustainable Silicon Valley to develop a plan for monitoring and implementing carbon reduction programs. Household Hazardous Waste The Town contracts with the County of Santa Clara which provides safe hazardous waste disposal services for residents. D-216 B,) COMMUNITY SERVICES DEPARTMENT c53 Conservation, Recycling & Sustainability KEY PROGRAM SERVICES • Maintain Town's compliance with California Integrated Waste Management Act of 1989 (AB 939) solid waste diversion requirements, including initiating and implementing programs to increase diversion • Participate in West Valley Solid Waste Management Authority JPA activities, including rate and service reviews • Manage the use of Solid Waste Management Fund fiuids throughout the Town organization • Provide for safe household hazardous waste disposal options • Implement an emissions inventory and develop strategies for reducing the Town's carbon footprint • Promote sustainability initiatives and education CONSERVATION, RECYCLING AND SUSTAINABILITY STAFFING Full Thne Equivalent (FTE) Authorized 2005/06 2006107 2007/08 2008109 2009x:10 Town Staff Positions Funded Funded Funded Funded Funded Community Services Dir. 0.20 - - - 0.20 0.20 Administrative Analyst 0.15 0.15 0;15 Administrative Secretary 0.10 0.10 0.10 Secretary I 0.50 - - - 0.50 0.50 Volunteer Coordinator 0.20 0.20 t)?0 Secretary 11 0.05 - - - Total General Fund FTE 1.20 - - - 1.15. 1.15 Previously charged for Solid Waste Fund as below WASTE MANAGEMENT STAFFING Full Thne Equivalent (FTE) Authorized 2005106 2006/07 2007108 2008109 2011-0/10 Town Staff Positions Funded Funded Funded Funded Funded Community Services Dir. 0.20 0.20 0.20 - Park Service Officer 0.04 0.09 0.09 - Facilities Coordinator - - 0.07 - Parks & Maint. Worker 0.70 0.56 0.49 - Lead Parks & Maint Wkr 0.07 - Sr. Parks & Maint Worker - 0.07 - - Administrative Analyst 0.05 0.05 0.05 - - Administrative Secretary 0.10 0.10 0.10 Secretary I - - 0.70 - - Total Solid Waste Fund FTEs - 1.09 1.07 1.77 - 2005106 2006107 2007108 2008109 2009110 Temporary Staff Funded Funded Funded Funded Funded Recycling Coordinator 1,040 1,040 - - - Secretary I1 832 832 - - Maintenance Assistant 800 800 1,800 - - Total Annual Hours 2,672 2,672 1,800 - - D-217 E--) COMMUNITY SERVICES DEPARTMENT ca3 Conservation, Recycling & Sustainability 1. Maximize diversion from landfills in order to protect public health and safety, and the environment. a. Percentage of solid waste diverted from landfill, by 58% 65% 65% 65% 65% calendar year (State goal: 50%):* 2005 2006 2007 2008 2009 * SB1016 changes diversion calculation methodologies - FY 2007109 is estimated 2. Monitor and evaluate existing waste collection and recycling programs. a. Percentage of solid waste collection complaints 100% 100% 100% 100% 100% resolved: 2005106 2066107 ? 2007108 2008109 2009/10 ACt&ity k lid WGrklnad Iiighl gluts actual Artnal Actual Estimated Budget 1. Number of households participating in the Community 283 178 200 0 200 Garage Sale event: 2. Number of missed collections. n/a n/a 800 574 500 3. Number of Los Gatos households participating in the 934 868 914 930 950 Household Hazardous Waste Disposal Program: Tliese numbers include pick ups missed due to custtonaels'failure to leave receptacles at the pick tip location. D-218 Community Services Department HOUSING PROGRAMS PROGRAM 6401 PROGRAM PURPOSE The purpose of the Housing Program is to provide for adequate housing for Los Gatos residents, regardless of age, income, race, or ethnic background. The Town encourages conservation and construction of housing adequate for future populations and replacement needs, consistent with enviromnental limitations and in proper relationship to community facilities, open space, transportation, and small-town character. Housing Program staff manage the Below-Market Price Housing Program, and the Rental Dispute Resolution Program; coordinate affordable housing development projects with other Town staff; and support the Rent Advisory Committee. BUDGET OVERVIEW All expenditures in this program are funded by non-General Fund revenues. Below Market Price (BMP) activities are funded through BMP In-Lieu Fees, paid by developers of new housing. Rental Dispute Resolution Program activities are funded by a fee paid by owners of eligible rental housing. The majority of expenditures in this program are related to two service contracts: the Housing Authority of Santa Clara County, which administers the Below Market Price Housing Program; and Project Sentinel, which administers the Rental Dispute Resolution Program. A grant to West Valley Community Services for its rent and utility subsidy program for low-income residents was added to the Program in FY 2006/07. D - 219 Bz) COMMUNITY SERVICES DEPARTMENT 03 Housing Programs SUMMARY OF REVENUES AND EXPENDITURES 2005106 2006/07 2007108 2008109 2008109 21100110: Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Service Charges 97,021 1,140,795 120,293 152,150 146,000 Interest - - - - - Other Sources - 6,300 12,651 - 10,300 I 0 300 TOTAL REVENUES $ 97,021 $1,147,095 S 132,944 $ 152,150 $ 156,300 S 137,570° EXPENDITURES Salaries and Benefits 43,632 44,605 45,867 52,900 40,500 50,o',0 Operating Expenditures 50,102 1,080,266 70,813 78,050 70,600 (5",o1 0 Grants - 2,000 8,000 13,000 13,000 13,000 Internal Service Charges 7,283 7,880 8,264 8,200 7,800 7-;374::r TOTAL EXPENDITURES $ 101,017 $1,134,751 $ 132,944 $ 152,150 $ 131,900 y 136,164 FY 2009110 KEY PROJECTS Strategic Goals Ykcy Projects Rental Dispute Resolrrtion Program Community During previous years, the Rent Advisory Committee (RAC) developed revisions . Character to the Town Code for improving the process for resolving apartment home-related Preserve and rental disputes. This year, the RAC plans to continue this process, focusing on enhance the policy-level issues. appearance character and :Below Market Price Housing {B1VfP)' Pr ogra"t environment The BMP Program makes homes available for purchase or rent at below market quality of the prices to low and median income families. Eligibility for the BMP program is community based on federal household income guidelines. In FY 2009110, it is anticipated that 5 owner-occupied units will be available for sale. D - 220 B0 COMMUNITY SERVICES DEPARTMENT 03 Housing Programs KEY PROGRAM SERVICES • Administer the Below Market Price Housing Program, in cooperation with the Community Development Department • Administer the Rental Dispute Resolution Program • Provide staff support to the Rent Advisory Committee, its subcomnnittees, ad hoc committees, and projects • Assist with implementation of the General Plan's Housing Element and Affordable Housing Strategy. HOUSING PROGRAM STAFFING Full Time Equivalent (FTE) Authorized 2005106 2006107 2007108 2008/09 2009/10 Torvn Staff Positions Funded Funded Funded Funded Funded Community Services Dir. 0.15 0.15 0.15 0.15 0.15 0,15 Administrative Analyst 0.05 0.05 0.05 0.05 0.05 0.05 Administrative Secretary 0.10 0.10 0.10 0.10 0.10 0`.10 Secretary I 0.10 - - 0.10 0.10 0:10 Total Housing Program FTEs 0.40 0.30 0.30 0.40 0.40 0.40 D-221 R B~) COMMUNITY SERVICES DEPARTMENT C93 . Housing Programs Penfurtnunce ()bj~ciiveti and Mc;t~r€res tictui€I 1. Provide for adequate housing for° Los Gatos citizens, regardless of age, income, race, or ethnic background. a. Percentage of Rental Dispute Resolution Program 100% clients satisfied with service received: 100% 100% 100% 100% 2005706 2{0610^ 2007108 . 2008/09:: 2009/10 Activity :hurl Wor•klt 4; 1 Hig _ligbtti Act€ al k0lial AO al Estimated Budget - 1. Number of owner-occupied housing units registered in 33- 37 40 42 47 the Below Market Price Housing Program: 2. Number of rental housing units registered in the Below 39 94 94 94 94 Market Price Housing Program: 3. Rental Dispute Resolution Program activities: a. Number of cases opened: 27 38 59 16 20 b. Number of successful conciliations; 19 14 15 6 6 c. Number of successful mediations: 3 9 20 2 2 d. Number of arbitrations held: 0 3 0 2 0 D - 222 Community Services Department PASS-THROUGH ACCOUNTS PROGRAM 6999 PROGRAM PURPOSE Revenues and expenditures which function as pass-through funding operate in this separate program within the department's General Fund budget. This accounting structure separates ongoing Community Services departmental operations from the funding mechanism set up for various external activities, These activities include donations received for specific uses, such as a donation from a local service club to pay for a live band at a senior dance, or a donation from a local art organization to be used for a specific art project. BUDGET OVERVIEW There is no budgetary impact to this program as revenues will equal expenditures. The revenues and expenditures reflect estimates based on prior year trends and known donations; however, actuals may differ substantially from original appropriations at fiscal year-end as external activities are not known in time for preparation of the budget document. This budget reflects a reasonable estimate only. D-223 Lt) COMMUNITY SERVICES DEPARTMENT C,53 Pass-Through Accounts SUMMARY OF REVENUES AND EXPENDITURES 2005/06 2006107 2007108 2008109 2008109 20091111 Actuals Actuals Actuals Adopted Estimated Ado)[ lccl REVENUES Service Charges - - - - Interest - - - - - Other Sources 2,679 3,449 1,840 3,000 14,720 TOTAL REVENUES $ 2,679 $ 3,449 $ 1,840 $ 3,000 $ 14,720 k - EXPENDITURES Salaries and Benefits - - - - - Operating Expenditures 2,679 3,753 1,840 3,000 14,720 Fixed Assets - - - - - Grants - - - - Internal Service Charges - - - - - - - TOTAL EXPENDITURES $ 2,679 $ 3,753 $ 1,840 $ 3,000 $ 14,720 D - 224 Community Services Department HOUSING CONSERVATION PROGRAM FUND FUND 211 FUND PURPOSE The Housing Conservation Program preserves existing housing stock in Town and promotes safe housing for Los Gatos residents, through provision of no- and low-interest loans to rehabilitate housing occupied by income-eligible households. The Town's housing goal is to provide for adequate housing for Los Gatos residents, regardless of age, income, race, or ethnic background. The Town encourages conservation and construction of housing adequate for future populations and replacement needs, consistent with environmental limitations and in proper relationship to community facilities, open space, and transportation, and small-town character. The Housing Conservation Program Fund receives federal Community Development Block Grant (CDBG) funds. BUDGET OVERVIEW This fund is a Revolving Loan Fund as defined by the federal Community Development Block Grant (CDBG) Program, which provided initial funding. As required by federal regulations, the budget for this fund includes no staff time; rather it only details loan servicing activities under the CDBG-funded Housing Conservation Program. Specifically, the fund budget includes capital for new Housing Conservation Program loans, the receipt of loan and interest payments, and the repayment of this interest to the CDBG program, as required by law. Staff time for administering the program is contained in the Housing Conservation Administration program, within Fund 6541, the Community Development Block Grant Fund. Also as required by federal regulations, the fund balance is restricted for use as loan capital; portions of this balance are transferred as needed to the Santa Clara County Office of Affordable Housing, which administers new Housing Conservation loans to Los Gatos homeowners. D - 225 COMMUNITY SERVICES DEPARTMENT C,9 Housing Conservation Program Fund STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006107 2007108 2008/09 2008109 2009110 Actuals Actuals Actuals Adopted Estimated Adopted SOURCE OF FUNDS Beginning Fund Balance Designated Undesignated 1,149,730 1,179,275 801,171 811,935 811,935 671,963 Total Beginning Fund Balance 1,149,730 1,179,275 801,171 811,935 811,935 6715963 Revenues Intergovernmental - - - - - Interest 57,530 51,107 32,140 52,000 36,800 3 ,U('O Other Sources - 11 - - - Total Revenues 57,530 51,118 32,140 52,000 36,800 35,000 TOTAL SOURCE OF FUNDS $1,207,260 $1,230,393 $ 833,311 $ 863,935 $ 848,735 S 703,,063 USE OF FUNDS Expenditures Salaries and Benefits - - - - - Operating Expenditures - - - Grants & Awards - 388,775 - 200,000 146,772 Interest 27,985 40,447 21,376 40,000 30,000 30,4t1) Total Expenditures 27,985 429,222 21,376 240,000 176,772 230,000 Operating Transfers Business Service Fee Transfer - - - Total Operating Transfers - - - - - Ending Fund Balance Designated - - - - Undesignated 1,179,275 801,171 811,935 623,935 671,963 47f6,96; Total Ending Fund Balance 1,179,275 801,171 811,935 623,935 671,963 476,963 TOTAL USE OF FUNDS $1,207,260 $1,230,393 S 833,311 $ 863,935 $ 848,735 $ 706,963 D - 226 . COMMUNITY SERVICES DEPARTMENT C9 Housing Conservation Program Fund FY 2009110 KEY PROJECTS Stratetiic (:oa15 Key Projects Community Housing Cmi.servation Prograrit Character The Town contracts with the Santa Clara County Office of Affordable Housing to Preserve and administer the Town's Housing Conservation Program. During FY 2009110, enhance the department staff will continue to work with the County to improve the appearance communication of program administration activities and the sharing of related data. character and environment quality of the community KEY PROGRAM SERVICES • Monitor contract with Santa Clara County to provide administration of Housing Conservation Program • Service Housing Conservation Program loans, including monthly loan payments and loan payoffs • Promote Housing Conservation Program in Town publications • Provide information and referrals to interested residents D - 227 Eel COMMUNITY SERVICES DEPARTMENT cg Housing Conservation Program Fund 20'115146 2006147 2447/48 2448149 2449114 1'etIvrinauKv Objectives airct Measures , actual Actual' 4.ct6al Estimated' 13ndget 1. Preserve existing housing stock in. Town and promote safe housing for Los Gatos residents. a. Percentage of new Housing Conservation Program 100% 100% 100% 100% 100% clients satisfied with service received: -5106 2006.147 2007105 2'08/09 2009110 ACUN44' and-Workload Mghlights Actual ~efuai AeiriNl Lstiutated BodgO 1. Number of Housing Conservation Program 1 0 1 2 2 rehabilitation projects completed: 2. Number of Housing Conservation Program loans 13 5 5 5 5 serviced by Town: 3. Number of Housing Conservation Program loans 9 6 7 9 11 serviced by Santa Clara County: D-228 Community Services Department COMMUNITY DEVELOPMENT BLOCK GRANT FUND 212 FUND PURPOSE The Community Development Block Grant Program seeks to improve the quality of living for low income residents, with emphasis in the areas of affordable housing and human services. Community Development Block Grant (CDBG) Fund staff manage compliance with Title I of the Federal Housing and Community Development Act of 1974, the primary objective of which is the development of a viable urban community by providing decent housing and a suitable living environment and expanding economic opportunities, principally for persons of low and moderate income. BUDGET OVERVIEW This fiend contains all Town activities funded through the federal Community Development Block Grant (CDBG) Program, with the exception of the Housing Conservation Program loans, which are contained in Fund 211. The budget for this fund consists primarily of portions of staff time as required to administer the program, and CDBG-funded grants to nonprofit agencies. The funding levels for these activities, which are set by the federal govermnent, have declined slightly over the past two years. For FY 2009110, the total grant amount has been reduced by approximately $5,680. The General Fund will not increase its contribution to the grant program (Program 6502). D-229 ~0-1- 0 r..~cr B-) COMMUNITY SERVICES DEPARTMENT cz Community Development Black Grant STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006/07 2007108 2008/09 2008109 2011010 Actuals Actuals Actuals Adopted Estimated Adopted . i SOURCE OF FUNDS Beginning Fund Balance Designated - - - - Undesignated - 906 3,211 3,211 3,-'] Total Beginning Fund Balance - - 906 3,211 3,211 3,210, Revenues Intergovernmental 178,600 66,750 104,702 113,994 142,890 1 i) ,975 Other Sources - - - - - Total Revenues 178,600 66,750 104,702 113,994 142,890 108,975,1i, Operating Transfers Transfers from General Fund 664 - - Total Operating Transfers 664 - - - - TOTAL SOURCE OF FUNDS 179,264 66,750 105,608 117,205 146,101 112,1.85 USE OF FUNDS Expenditures Salaries and Benefits 21,483 17,350 11,407 14,700 7,800 7,227 Operating Expenditures 1;068 1,088 658 910 360 3601 Grants & Awards 61,681 46,681 35,564 32,730 32,730 ' 7,050 Internal Service Charges 1,073 725 668 300 500 X2-1-'' Total Expenditures 85,305 655844 48,297 48,640 41,390 34,458 Operating Transfers Transfer to Grant Funded CIP 93,959 - 54,100 65,484 101,500 ; 74.017 Total Operating Transfers 93,959 - 54,100 65,484 101,500 74,617 Ending Fund Balance Designated - - - - Undesignated 906 3,211 3,081 3,210 3,210 s Total Ending Fund Balance - 906 3,211 3,081 3,210 3,210 TOTAL USE OF FUNDS $ 179,264 $ 66,750 $ 105,608 $ 117,205 $ 146,100 l 2-085 *Any shartfall inn Fund Balance will be provirted for at year eind rvitli a transfer fi-o»n the General Fund D - 230 COMMUNITY SERVICES DEPARTMENT c~3 Community Development Block Grant FY 2009110 KEY PROJECTS Strategic Coals Key Projects Community ADA Projects Character In FY 2009110, approximately $74,000 has been allocated to Americans with Preserve and Disabilities Act (ADA) compliance projects to install curb cuts in order to make enhance the Town sidewalks accessible to those with disabilities. appearance character and environment quality of the community KEY PROGRAM SERVICES • Manage federal CDBG funds under a joint powers agreement with Santa Clara County, and participate in related countywide activities • Manage the award of CDBG grants to nonprofit agencies providing human service programming to Los Gatos residents, in tandem with the Community Grant Program • Work with the Housing Program and the Community Development Department to increase the amount of affordable housing in Town, with the use of CDBG funds • Work with the Parks and Public Works Department to develop, fund, and complete Americans with Disabilities Act (ADA) compliance projects at Town facilities CDBG FUND STAFFING Full Tinie Equivaleut (FTE) Authorized 2005106 2006107 2007108 2008109 2009110 Town Staff Positions Funded Funded Funded Funded Funded Community Services Dir. - 0.05 0.05 0.05 - - Administrative Analyst 0.05 0.20 0.20 0.20 0.05 0.05 AccotiutantlFinance Analyst - - - - - - Sr. Account Technician - 0.20 0.20 0.20 - Total CDBG Fund FTEs 0.05 0.45 0.45 0.45 0.05 0.05 D-231 Do COAU4UNITY SERVICES DEPARTMENT cz Community Development Block Grant 100/0&- 20OW07 200 ,418 2uut;fu9 zu0')?t11 Per_istiii 3iucc OL)jtecti•'es and Ale.tsw'c.s Actual Aclual Aclual Estimated Budges 1. Manage compliance with Title I of the federal Housing and Community Development Act of 1974. a. Percentage of grant recipients satisfied with the 100% 100% 100% 100% 100% grant allocation process: 2. Seek to improve the quality oflivingfor low income residents, with emphasis to the areas of affordable housing and human services. a. The average percentage of CDBG grantee's funding 0.4% 0.3% 0.9% 2.2% 50.0% that comes from the Town CDBG grant contributions: Activity and Woo-ldoad Hi *1 15 2(005/ll6 Victual 2006/07 Aetual 2007/98 Actual 2008/09 Estimated 2009/10 Badget 1. Total number of grant agreements administered: 6 6 4 4 4 2. Number of Los Gatos residents directly served by 1,294 1,276 341 340 340 CDBG grant-funded organizations: D - 232 Community Services Department BEVERAGE CONTAINER GRANTS PROGRAM PURPOSE This program accounts for revenues and expenses attributed to the State Beverage Container Grant. Funds will be used, in part, to offset cost associated with "Keep Los Gatos Beautiful" activities, as well as the Town's "green" efforts. BUDGET OVERVIEW Any funds remaining from prior year grants will be re-appropriated to FY 2009/10 if they are not fully expended by the end of FY 2008109, D-233 1Be] COADIUNITY SERVICES DEPARTMENT ea3 Operating Grants AB2020 Beverage Container Grant Program 6303 2005106 2006/07 2007108 2008109 2008109 2lif19/10 Actuals Actuals Actuals Adop ted S Estimated Adapte'd REVENUES Intergovernmental 45502 AB2020 Bev Container Giant 7,957 7,775 7-704 - TOTAL REVENUES 7,857 7,775 7,704 - - EXPENDITURES Salaries and Benefits 51100 Staff Salaries 571 1,263 - - 51300 Temporary Employees 752 - - Total Salaries 1,323 1,263 - - Fringe Benefits 274 186 - - Total Salaries and Benefits 1,597 1,449 552 - - Operating Expenditures 60010 Xerox Copies - - - - - 60040 Recycling-Cans 1,375 3,984 - - - 60510 Advertising - - - - 60513 Office Supplies 539 796 - - - 60700 Meetings & Events 1,573 2,129 - - Total Operating Expenditures 3,487 6,909 4,783 - - Fixed Assets Total Fixed Assets - - - - Internal Service Charges 80620 Self-lnsurance - ABAG - 80687 Management Info Systems Totallnternal Service Charges - - 24 - - TOTAL EXPENDITURES 5,084 8,358 5,359 - - TOTAL OPERATING BUDGET 5,084 8,358 5,359 - - SUMMARY OF REVENUES AND EXPENDITURES 2005106 2006107 2007108 2008109 2008109 2009/10 Actuals Aetuals Actuals Adopted Estimated Adapted REVENUES Intergovernmental - - 7,700 7,714 7,700 Service Charges - - - - - Interest - - - Other Sources - - - - - TOTAL REVENUES $ - $ - $ _ $ 7,700 $ 7,714 $ 7,700 EXPENDITURES Salaries and Benefits - - - 2,000 - Operating Expenditures - - - 5,700 2,700 7;700 Fixed Assets - - - - - - Grants - - - - - Internal Service Charges - - - - - TOTAL EXPENDITURES $ - $ - $ - S 7,700 $ 2,700 $ 7,700 D - 234 PROPOSED. Library Department DEPARTMENT PURPOSE The Los Gatos Public Library serves as the Town's primary provider of information services. The Library is committed to: • Promoting lifelong learning by collecting current, high-demand materials as well as traditional resources for customers of all ages, including youth and seniors • Facilitating access to library materials and digital resources • Providing educational support by making available appropriate materials and services for students at the elementary and secondary levels • Preserving and providing access to the history of the Town • Encouraging an interest in reading and learning • Providing library programs for all ages • Providing a knowledgeable and. service-oriented staff responsive to the community's need for information BUDGET OVERVIEW The FY 2009/10 reflects a moderate increase in salary and benefits and a reduction in operating expenditures, including the administrative travel and train budget. The current expenditure budget maintains current service levels. Due to the economic downturn, the number of people visiting the Library has increased by approxiinately 20% over the last year. Additionally, during the last six months of 2008, circulation increased by an average of 18.66%. The Library continues to invest in online collections and services and uses a local consortium, the Silicon Valley Library System to leverage its purchasing power. Applying far jobs, doing research, getting and sending e-mail, getting tax forms and doing schoolwork can all be accomplished at the Library using electronic resources. Through the implementation of new technologies, the Library Department has been able to maximize staff productivity and successfully promote the concept of self-service. Patrons are empowered to initiate, retrieve and check out their own materials. The Radio Frequency Identification (RFID) technology installed two years ago has also been well received by customers and continues to enhance the Library's productivity, allowing the Department to accommodate increases in visitors and circulation. The Department's partnership with the Friends of the Library continues to enhance service delivery at the Library. During the past fiscal year, the Friends contributed more than $30,000 to support Library's Teen, D-235 PROPOSED ~ LIBRARY DEPARTMENT 06 Children's, and Family programs, three Summer Reading Clubs (Adults, Teen, and Children) and to underwrite the purchase of a collection of best-selling books. The Friends also sponsored a yearly series of adult programs and participated in and contributed to the "Silicon Valley Reads" program. It is expected that the Friends will continue to fund the Library's numerous programs for children, teens and adults and buy equipment and materials for the library in FY 2009110. Planning for the construction of a new building will be a major focus of the Library Department in FY 2009110. This year, staff will manage the development of an efficient, operational design of the interior space for the new Library building. ACCOMPLISHMENTS St is Goals rlccomhli'd)nIents Good Governance Ensure responsive, accountable and collaborative governance • Partnered with the Los Gatos-Saratoga Recreation Department and Los Gatos High School to enhance the delivery of youth and adult educational and library services. Civic Enrichment Foster opportunities for • Managed the development of an efficient, operational design of interior civic engagement, space for the new Library building. and cultural, • Partnered with the Friends of the Los Gatos Library to develop a campaign recreational and to raise funds for furniture, fixtures, and equipment for the new Library individual facility. enrichment D - 236 PROPOSED z,z) LIBRARY DEPARTMENT cz DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES REVENUES Intergovernmental Revenues Service Charges Fines and Forfeitures Other Sources TOTAL REVENUES EXPENDITURES Salaries and Benefis Operating Expenditures Fixed Assets Internal Service Charges TOTAL EXPENDITURES 2005106 2006107 2007108 2008109 2008109 209110 Actuals Actuals Actuals Adopted Estimated Adopted 11,709 16,738 11,409 11,000 10,507 10,210 2,134 2,246 1,751 3,000 1,932 100 60,635 59,496 58,372 63,935 54,436 53,250 - - - 50 - $ 74,478 $ 78,480 $ 71,532 $ 77,985 $ 66,875 $ 65,220 1,267,488 1,267,655 1,276,511 1,415,300 1,345,000 1 126;756 269,367 265,382 269,537 302,460 282,070 197,460 66,617 - - - - 275,715 381,211 401,967 393,300 396,500 357,819 $ 1,879,187 $ 1,914,248 $ 1,948,015 $2,111,060 $ 2,023,570 _S 2,082,065 EXPENDITURES BY PROGRAM Administration 254,699 256,551 289,536 342,550 291,840 286:151 Adult Services 510,976 544,668 547,512 583,630 573,430 593,631 Children's Services 389,596 392,213 384,377 436,680 406,400 428,1'1, Acquistions & Cataloging 240,586 217,557 220,128 234,700 231,800 226;595 Circulation Services 483,330 503,259 506,462 553,500 520,100 557;31_ - TOTAL EXPENDITURES $ 1,879,187 $ 1,914,248 $ 1,948,015 $2,111,060 $ 2,023,570 5 2,(182,0(,5 The above program totals reflect GeneralFundprograms. Additional LibragDepartmentprograms are reflected in separate Trust Funds following the General Fund portion of this section. D-237 PROPOSED LIBRARY DEPARTMENT cz DEPARTMENT STAFFING Full Time Equivalent (FTE) Authorized 2005106 2006107 2007/08 2008/09 2009110 General Fund Positions Funded Funded Funded Funded Funded Library Director 1.00 1.00 1.00 1.00 1.00 100 Assistant Library Dir. 1.00 1.00 1.00 1.00 1.00 COO Principal Librarian 2.00 2.00 2.00 2.00 2.00 2100 Librarian 2.25 2.25 2.25 2.25 2.25 ?.25 Circulation Supervisor 1.00 1.00 1.00 1.00 1.00 I .M Library Assistant 2.50 2.50 2.50 2.50 2.50 2 50 Secretary III 0.60 0.60 0.60 0.60 0.60 0.60 Total General Fund FTEs 10.35 10.35 10.35 10.35 10.35 1(05 Temporary Staff Librarian 1,578 1,543 683 683 GS3- Principal Librarian 250 - - - - Library Clerks 5,376 5,434 5,434 5,434 5434 Library Pages 3,976 3,976 3,976 3,976 3;976 Total Annual Hours 11,180 10,953 10,093 10,093 10,093 D-238 PROPOSED Library Department LIBRARY ADMINISTRATION PROGRAM 7101 PROGRAM PURPOSE Library Administration provides staff support to ensure the development of quality and cost effective library services that are responsive to community needs. Library Administration's core services are to: provide administrative and managerial oversight for programs and services, provide clerical and administrative assistance for day-to-day operations, provide personnel management, coordinate purchasing and physical plant maintenance, as well as fiscal management and budget preparation, and provide support for the Library Commission. BUDGET OVERVIEW The FY 2009/2010 budget assumes revenue in the amount of $11,000 from the Public Library Fund (PLF). This revenue is provided by the State to those agencies which continue to meet 100% maintenance of effort appropriation level each year. This maintenance of effort measurement is a requirement to exceed the prior year's expenditure level, which Los Gatos has achieved each year. Assisting with planning for the interior design and layout of the new library building will be the central focus for library administration this year. The new building will be designed to be user-friendly and efficient, maximizing available staffing resources. Additionally, library administration will act as liaisons to the Friends of Los Gatos Library, a nonprofit 501 C3 organization currently concentrating on raising fiends for the furniture, fixtures and equipment for the new library building. D -239 PROPOSED z-3 LIBRARY DEPARTMENT ca3 Administration SUMMARY OF REVENUES AND EXPENDITURES 2005106 2006107 2007108 2008109 2008109 2000 A 0 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES { Intergovernmental Revenues 11,709 16,738 11,409 11,000 10,507 1(),2-) Service Charges 2,134 2,246 1,751 3,000 1,932 1,700 Fines and Forfeitures 650 653 335 935 256 ' +i Other Sources - - - 50 - TOTAL REVENUES $ 14,493 $ 19,637 S 13,495 $ 14,985 $ 12,695 5 12,22- 0 EXPENDITURES Salaries and Benefrts 173,645 166,911 170,556 189,100 178,700 1 ti3,721 Operating Expenditures 11,803 12,204 38,751 34,250 33,940 75 } Fixed Assets - - - - - Internal Service Charges 69,251 77,436 80,229 79,200 79,200 71,880 TOTAL EXPENDITURES $ 254,699 $ 256,551 $ 289,536 $ 302,550 $ 291,840 2861;151= FY 2009110 KEY PROJECTS Strategic Goals Key Projects Civic Enrichment New Library Project Foster opportunities In preparation for ground. breaking in Spring 22010, staff will work with the for civic architects in the schematic design and design development of the new library engagement, and building cultural, recreational and individual enrichment D - 240 PROPOSED L4,j UBRARY DEPARTMENT cz Administration KEY PROGRAM SERVICES • Administer and supervise four operating programs in the department • Provide oversight of day-to-day operations and scheduling • Prepare and monitor Library Department budget • Provide staff support to the Town Library Board and Friends of the Library meetings, programs, and activities • Contribute to the planning for a new Library building. • Coordinate and maintain the department's existing physical spaces • Collaborative with area libraries by serving on the Silicon Valley Library System Administrative Council • Increase public awareness of Library services and programs through effective public relations and marketing • Provide oversight of Library staff training and development • Provide oversight and direction for Information Technology and Systems Administration developments ADMINISTRATION PROGRAM STAFFING Full Time Equivalent (FTE) Authorized 2005/06 2006107 2007108 2008109 2009/10 Town Staff Positions Funded Funded Funded Funded Ftin(led Library Director 0.40 0.40 0.40 0.40 0.40 0.40 Assistant Library Director 0.40 0.30 0.40 0.40 0.40 0.401 Secretary III 0.60 0.60 0.60 0.60 0.60 0.60 Total Administration FTEs 1.40 1.30 1.40 1.40 1.40 _1.40 D-241 PROPOSED D - 242. PROPOSED Library Department ADULT SERVICES PROGRAM 7201 PROGRAM PURPOSE The Adult Services Program supports library services for adults 18 years of age and older. Adult Services anticipates and meets community information needs, providing opportunities for lifelong leaning. The Adult Services Program's core services are to provide: reference services to all clientele, reader's advisory services, instruction in the use of computerized resources, and management of collections. BUDGET OVERVIEW The FY 2009110 Adult Services budget provides for hourly librarians to staff the adult reference desk on Holiday weekends, and all Sunday hours. All staff are required to assume responsibility for library technology, both operations and delivery, with Adult Services staff continuing to focus on implementation of technology to aid in customer self service. The expenditure budget for collection materials (books, periodicals, databases and media) will remain static. Adult Services staff will contribute toward the design of optima; spaces and services in the new library building. D - 243 PROPOSED Bo LIBRARY DEPARTMENT cu Adult Services SUMMARY OF REVENUES AND EXPENDITURES 2005/06 2006107 2007108 2008109 2008109 ! 2001110 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Intergovernmental Revenues - - - - - - Service Charges - - - - - Fines and Forfeitures - - - - - Other Sources - - - - TOTAL REVENUES $ - $ - $ - $ - $ - - EXPENDITURES Salaries and Benefits 296,342 324,208 321,755 347,200 350,700 157,57,1 Operating Expenditures 132,800 130,635 128,693 136,530 122,530 i o'5 of Fixed Assets - - - - - Internal Service Charges 81,834 89,825 97,064 99,900 100,200 89,_5513 TOTAL EXPENDITURES $ 510,976 $ 544,668 $ 547,512 $ 583,630 $ 573,430 $ 583,631 FY 2009110 KEY PROJECTS Strategic. Goals Key Projects Good Governance Integrated System Replacement Ensure responsive, Adult Services staff will participate in work groups with local libraries to study the accountable and implications of open source software to replace traditional integrated library systems. collaborative Civic Enrichment Los Gatos History Database Foster opportunities Adult Services will assume responsibility for the Los Gatos History database and will for civic demonstrate community use of the database in outreach, engagement, and cultural, recreational, and individual enrichment D - 244 L~c) LIBRARY DEPARTMENT c,,s Adult Services KEY PROGRAM SERVICES Meeting Information Needs PROPOSED • Provide reference and reader's advisory services • Maintain viable reference and circulating collections • Consistently update the Reference Resources area of the Library's Web site to include accurate, timely information • Provide Interlibrary Loan services for our customers Information Technologies and Training • Develop online counterparts to services traditionally available only within the Library's walls, such as Readers Advisory and reference requests. • Provide access to the Internet and training for the public in basic searching and navigational skills ADULT SERVICES PROGRAM STAFFING Full Tine Equivalent (FTE) Authorized 2005106 2006107 2007108 2008109 2009/10 Town Staff Positions Funded Funded Funded Funded Fuaidcd Library Director 0.15 0.15 0.15 0.15 0.15 O ] 5 Assistant Library Director 0.15 0.15 0.15 0.15 0.15 _ 0.15 Principal Librarian 0.90 1.00 090 0.90 0.90 090 Librarian 1.10 1.10 1.10 1.10 1.10 7; . n C? Circulation Supervisor 0.25 - 0.25 0.25 0.25 O.?5 Library Assistant 0.50 0.10 0.50 0.50 0.50 0.50 Total Adult Services FTEs 3.05 2.50 3.05 3.05 3.05 3.05 2005106 2006107 2007108 2008109 2009110 Temporary Staff Funded Funded Funded Funded Funded Librarian 230 810 310 310 310 Total Annual Hours 230 810 310 310 310, D-215 PROPOSED zo LIBRARY DEPARTMENT cz Adult Services Perf©i ntance Obj> dives and NbMsures 200>/f16 ZUt11aI -2006107 victual 2007/08 AcNal 2008!09. - Estimated 2001/10 Budget 1 Manage adult library collections to anticipate and meet community information needs. a. Percentage of collection systematically evaluated 18% 23% 20% 100% 100% and updated: b. Percentage of Los Gatos Library usage of Gate 3.57% 4.20% 1.12% 2.00% NIA Databases - proprietary subscription databases purchased througb Silicon Valley Library Services: c. Percentage of available internet sessions used by 100% 99.9% 99.9% 99.9% 99.9% public: d. Percentage of clientele rating computerized 100% 100% 100% 100% 100% instruction sessions as "improved/greatly improved my skills": e. Percentage of Reference Services clientele rating 100% 99.9% 99.9% 100.0% 100.0% staff assisted reference service as good/excellent: 2005/00 'f106l07 2007108 21108/09 ` 20097111 Activity alt[l'1'4orkload-Highlights ACnraI Actual Actual Esdinated Budget 1. Number of reference questions received: 8,859 11,085 9,200 9,800 9,900 2. Reference questions per capita: 0.31 0.32 32 34 34 3. Number of patrons' materials reserves processed: 19,993 19,987 22,419 24,000 24,000 4. Number of inter-library loans loaned: 0 1 127 200 175 5, Number of inter-library loans borrowed: 100 40 156 230 250 6. Hours of service per week at adult services desk: 54 54 54 54 45 7. Number of patrons using the Library's public access 28,264 22,768 23,347 NIA N/A computers D - 246 PROPOSED Library Department YOUTH SERVICES PROGRAM 7202 PROGRAM PURPOSE Youth Services supports students at the elementary and secondary level with appropriate programs and services and provides current high-demand, high-interest materials in a variety of formats. Youth Services also creates a welcoming environment for children and teens that encourage their curiosity, imagination, creativity and a permanent love of reading. Programs are provided for children 0-14 years of age and teens from 12-17 years of age. The Youth Services Program's core services are to: provide reference services, reader's advisory services and instruction in the use of computerized resources, manage collections, and provide a variety of programs throughout the year both in the Library and at local schools. BUDGET OVERVIEW Library programming and outreach to youth will continue at the established levels. The FY 2009110 budget provides for hourly librarians to staff the Children's Services desk on Holiday weekends, and all Sunday hours. All staff are required to assume responsibility for library technology, both operations and delivery, with Youth Services staff continuing to focus on implementation of technology to aid school age customers. The expenditure budget for collection materials (books, periodicals, databases and media) will remain static. Youth Services staff will contribute toward design of optimal spaces and services in the new building. D - 247 PROPOSED B,) LIBRARY DEPARTMENT cry Youth Services SUMMARY OT REVENUES AND EXPENDITURES 2005106 2006107 2007108 2008109 2008109 2000/40 " Actuals Actuals Actuals Adopted Estimated ;~tlopled REVENUES Intergovernmental Revenues - - - - Service Charges - - - - Fines and Forfeitures - - - - Other Sources - - - - TOTAL REVENUES $ - $ - $ - $ - $ - EXPENDITURES Salaries and Benefits 264,633 264,522 259,167 310,700 286,900 310 ~i15 Operating Expenditures 58,346 53,406 48,000 51,980 45,900 51,9'r0 Fixed Assets 66,617 - - - - Internal Service Charges - 74,285 77,210 74,000 73,600 j., 4 ' TOTAL EXPENDITURES $ 389,596 $ 392,213 $ 384,377 $ 436,680 $ 406,400 $ 428073 FY 2009110 KEY PROJECTS Strategic Goals Ke Projects. Civic Enrichment Los Gatos History Database Foster opportunities With the launch in summer 2009 of the Los Gatos History Database, Youth Services for civic will engage in outreach and publicity efforts to enhance awareness of history database engagement, and to K-12 school teachers. cultural, recreational and individual enrichment D 248 P.E. 8e) LIBRARY DEPARTMENT CZ Youth Services KEY PROGRAM SERVICES Meeting information needs for children 0-17 years of age and their parents • Provide reference and reader's advisory services • Manage children's and teens' Web pages • Manage children's and teens' collections Providing programs to youth • Provide year-around programnning for infants, toddlers, preschoolers, school-age children, and fanulies • Plan and promote annual Sumner Reading Club to listeners from ages 0-5, readers from ages 5-13 and teen readers from ages 13-17 Outreach to youth • Raise awareness of youth about collections, services, and programs available at the Library Web Management • Design and maintain Library's Web site YOUTH SERVICES PROGRAM STAFFING Full Tine Equivalent (FTE) Authorized 2005106 2006/07 2007108 2008/09 20091110 Town Staff Positions Funded Funded Funded Funded Funded ` Library Director 0.15 0.15 0.15 0.15 0.15 0;15 Assistant Library Director 0.15 0.15 0.15 0.15 0.15 0.15 Principal Librarian 0.95 1.00 0.95 095 0.95 0.95 Librarian 0.65 0.65 0.65 0.65 0.65 x.65• Library Assistant 0.89 0.60 0.89 0.89 0.89 0.89 Total Youth SerAces FTEs 2.79 2.55 2.79 2.79 2.79 2.79 - 2005106 2006107 2007108 2008109 2009110 Temporary Staff Funded Funded Funded Funded Funded Librarian 233 233 233 233 X33; Total Annual flours 233 233 233 .233 233 D - 249 PROPOSED LIQ) LIBRARY DEPARTMENT Cz Youth Services ?0 Ua~0 6 2UNii'l17 20071U8 _ .'Z008109 _ 21109/10 ^ _ ;Vcrforin:tnce ()hkctiyes and Measures'- Actual Actual ~ctral , l slirnatCd Budget 1. Provide a variety ofprograms throughout the year that encourage curiosity, imagination, creativity, love of reading. a. Percentage agree/strongly agree that youth services 93% 96% 96% 100% 100% programs enhance my child's development: b. Percentage of request for outreach that are 100% 100% 100% 100% 100% delivered: c. Percentage of cards issued through 2nd grade 15% 25% 30% 30% 30% library card campaign: 2. .fissure the delivery of reference service to youth clientele. a. Percentage of Youth Reference Services clientele 100% 100% 100% .100% 100% rating staff assisted reference service as good/excellent: 3. Manage youth library collections to anticipate and meet community information needs. a. Percentage of total circulation that is youth 45.3% 45% 45% 45% 45% collections: b. Percentage of collection systematically evaluated 25% 25%0 25% 100% 100% and updated: 2005/06 2006107 20071 US 2008109 -2009/10 ,Activity an'd N116rklo;rd Iltgliiigltts Actual Actual Actual Estimated Budget 1. Number of youth programs per year: 349 314 322 335 335 2. Total annual attendance at youth programs: 7,776 8,789 8,594 9,000 9,000 3. Program attendance per capita: 0.29 0.3 0.3 0.31 0.31 4. Annual number of reference questions received: 10,172 9,452 7,531 9,000 9,000 5. Hours of public service per week at youth services desk: 54 54 54 54 45 D - 250 PROPOSED Library Department ACQUISITIONS & CATALOGING PROGRAM 7203 PROGRAM PURPOSE The Acquisitions & Cataloging Program provides customers with access to a broad range of up-to-date library materials and technology, and ensures customers have ready, user-friendly access to the collection. The Acquisitions & Cataloging program's core services are: creation and maintenance of an online catalog, (available both in-house and through the internet), collection maintenance, acquisition of all Library materials, and general support services. BUDGET OVERVIEW Significant progress has been made on improving technical capabilities through system improvements. This includes improving customer's 2417 access to library services; linking the catalog user to the subscription databases; linking the reference customer to online versions of printed material; and improving the range of services, such as downloading books and movies. Acquisitions & Cataloging will continue to develop access sci vices to Library collections. D-251 PROPOSED zo LIBRARY DEPARTMENT 03 Acquisitions & Cataloging SUMMARY OF REVENUES AND EXPENDITURES 2005106 2006107 2007108 2008/09 2008109 2000/10 Actuals Actuals Actuals Adopted Estimated ,ldoptcd REVENUES Intergovernmental Revenues - - - - Service Charges - - - - - Fines and Foifeitu es 3,015 3,010 4,682 3,000 3,000 000 Other Sources - - - - - - TOTAL REVENUES $ 33015 $ 3,010 $ 4,682 $ 3,000 $ 3,000 ',OUO EXPENDITURES Salaries and Benefits 169,851 143,010 146,708 154,800 151,700 Operating Expenditures 13,939 10,487 6,629 14,700 14,700 1 1, 7 NT? Fixed Assets - - - - - Internal Service Charges 56,796 64,060 66,791 65,200 65,400 58.287 TOTAL EXPENDITURES $ 240,586 $ 217,557 $ 220,128 $ 234,700 $ 231,800 S11 226;595 FY 2009110 KEY PROJECTS Stratcgie Goals Key Projects Good Governance Cataloging. Ensure responsive, Staff will study alternative methods to provide cost-effective cataloging of items accountable and purchased for Los Gatos collection. collaborative governance `.Integrated System. Replacement Civic Enrichment Acquisitions and Cataloging staff will provide significant leadership in evaluating Ensure responsive, potential replacements for the Horizon System including open source software. accountable and collaborative governance D-252 PROPOSED Lv,,) LIBRARY DEPARTMENT 03 Acquisitions & Cataloging KEY PROGRAM SERVICES • Maintain online catalog to assure customer access to Library materials • Acquire Library materials • Maintain Library collections, include shelving of materials ACQUISITIONS & CATALOGING PROGRAM STAFFING Full Thn e Equivalent (FTE) Authorized 2005106 2006/07 2007/08 2008109 2009?10 Town Staff Positions Funded Funded Funded Funded Funded Library Director 0.15 0.15 0.15 0.15 0.15 0.15 Assistant Library Director 0.15 0.25 0.15 0.15 0.15 0.15 Principal Librarian - - - - - Librarian 0.50 0.50 0.50 0,50 0.50 0,50 Library Assistant 0.59 0.80 0.59 0.59 0.59 0.59 Total Technical Services FTEs 1.39 1.70 1.39 1.39 1.39 1.39> 2005/86 2006107 2007108 2008/09 20091110 Performance Objectives and Measnres Actual Actual Actual Estlmated Budget 1. Provide customers 1vith access to a broad range of tep- to-date library materials and widlimedia. a. Percentage of high demand items processed within 100% 99% 99% 99% 99% four (4) days b. Percentage of items received cataloged within 30 100% 100% 100% 100% 100% days. b. Percentage of items processed and shelf ready 100% 100% 100% 100% 100% within 30 days. 2005V06 2006/0^ 2007/08 21108/09 2009110 ActiNity and Workload Highlights Actual Actual Actual Estimated BudgO 1. Number of items ordered, checked-in and cataloged 8250 8452 8314 8000 8000 2. Number of periodical subscriptions checked-in, 257 235 225 215 210 processed and exchanged D-253 PROPOSED D 254 PROPOSED Library Department CIRCULATION/SYSTEM ADMINISTRATION PROGRAM 7204 PROGRAM PURPOSE The Circulation Program enables customers to access library materials for use outside the Library. The System Administration Program manages all Library automated services and technology systems. Circulation/System Administration's core services are to: manage the circulation process; maintain library circulation records; and to implement and support the Library's computer network, the integrated library automation system, and public Internet access. BUDGET OVERVIEW With the program's responsibility for supporting the Library's integrated computer system and network, the majority of budgeted expenditures provide for annual software support to maintain the Library's technology systems. Staff will closely monitor the development of industry integrated systems, as the current system in use is no longer being developed, and maintenance will cease within the next few years. Depending on industry developments, the library will form a transition plan that aligns itself with the timing of the opening of the new Library. An upgrade of the Library's integrated computer system would be brought forward to Council as part of a future capital improvement project. Staff will continue to ensure that the design of technology support systems and their layout, as well as circulation services can operate in both the current and future new Library. D-255 PROPOSED z,) LIBRARY DEPARTMENT c e Circulation / System Administration SUMMARY OF REVENUES AND EXPENDITURES 2005106 2006107 2007/08 2008109 2008109 2040,110 Actuals Actuals Actuals Adopted Estimated Wopted - REVENUES 77 Intergovernmental Revenues - - - - - Service Charges - - - - - Fines andForfeitures 56,970 55,833 53,355 60,000 51,180 5 Other Sources - - - - - - TOTAL REVENUES $ 56,970 $ 55,833 $ 53,355 $ 60,000 $ 51,180 X Sf;0I1f1 EXPENDITURES Salaries and Benefits 363,017 369,004 378,325 413,500 377,000 42 1,191 Operating Expenditures 52,479 58,650 47,464 65,000 65,000 F'3, ` [ t Fixed Assets - - - - - - Internal Service Charges 67,834 75,605 80,673 75,000 78,100 TOTAL EXPENDITURES $ 483,330 5 503,259 $ 506,462 $ 553,500 $ 520,100 $ 557,315 FY 2009/10 KEY PROJECTS Strategic Goals Key Projects Civic Enrichment Integrated System Replacement Ensure responsive, Circulation and System Administration staff will provide significant leadership in accountable and evaluating potential replacements for the Horizon System including open source collaborative software. D-256 PROPOSED B~) LIBRARY DEPARTMENT c e Circulation / System Administration KEY PROGRAM SERVICES • Manage circulation process • Management of all Library automated systems, including the Library's network CIRCULATION / SYSTEMS ADMINISTRATION PROGRAM STAFFING Full Time Equivalent (FTE). Authorized 2005/06 2006/07 2007108 2008109 2009110 Tome Staff Positions Funded Funded Funded Funded Funded Library Director 0.15 0.15 0.15 0.15 0.15 0.15 Assistant Library Director 0.15 0.15 0.15 0.15 0.15 0.15 Circulation Supervisor 0.75 1,00 0.75 0.75 0.75 0.75 Principal Librarian 0.15 - 0.15 0.15 0.15 0.1.5 Library Assistant 0.52 1.00 0.52 0.52 0.52 -0.52 Total Circulation/System FTEs 1.72 2.30 1.72 1.72 1.72 1.72` 2005106 2006107 2007/08 2008109 2009/10 ; Temporary Staff' Funded Funded Funded Funded Funded Library Clerks 5,376 5,434 5,434 5,434 5,43::}' Library Pages 3,976 3,976 3,976 3,976 3,076 Librarian - - 140 140 140 Principal Librarian 250 - - - Total Annual Hours 9,602 9,410 9,550 9,550 9,550 D-257 PROPOSED vi LIBRARY DEPARTMENT cz Circulation / System Administration 2065/06 2406707 2047/08_` 206R,'01) ' 2009!10 Perf6rrtmuc,e i)w,otives and I1leasaro Actual . ; Actual 'Netual ; Estimated Budget 1. Provide customer access to materials for use outside the librayy. a, Percentage of Los Gatos residents holding. a library 56.5% 57% 42% 57% 57% card b. Percentage of circulation attributed to Los Gatos 53.5% 53% 61% 58% 58% Residents in the last twelve months 2. Assure access to library online services. b. Percentage of time library online services are 99.9% 99.9% 99.9% 99.9% 99.9% available 2005106 2006107 2067/08 2008109 2469/1.0 Activit% .urd N"orldo. d M&Eghts Actual Actual ;actual _ Estimated Budget 1, Circulation: printed material - adult: 106,999 95,346 102,331 100,000 100,000 2. Circulation: printed material - youth: 124,504 115,132 133,237 140,000 140,000 3. Circulation: videos/DVDs: 97,017 99,271 107,245 108,000 108,000 4. Circulation: audio books: 26,255 25,87-2 26,034 - 27,000 27,000 5. Circulation: CDs: 30,095 29,942 30,940 31,000 31,000 6. Circulation per capita: 13.3 13 13.8 14 14 7. Door count: 199,606 197,090 198,656 200,000 200,000 8. Number of new patrons registered: 2,596 2,500 2,650 2,500 2,500 9. Hours of public service per week at circulation: 54 54 54 54 45 D - 258 PROPOSED Library Trust Fund FUND 711 FUND PURPOSE The Library Trust Fund was established to provide for the servicing of donations and bequests to the Town's Library Program. ALos Gatos Friends of the Library organization exists for the benefit of the Library, and this fund allows the Town to plan for and recognize the numerous bequests this non-profit group makes to the Library. In addition, numerous local service organizations and individuals make generous donations and memorial bequests to the Library, sometimes for specific uses. This fund provides for retaining these donations until they can be used as designated. BUDGET OVERVIEW The Friends of Los Gatos Library contributed more than $30,000 to the Library during the past fiscal year. These funds supported the "Summer Reading Clubs" for children and teens, the "Silicon Valley Reads" program, and family-focused programs. Additionally, the Friends provided funding for furniture and equipment for public use and monies to support a small collection of new bestselling books. Other library supporters have made donations to the Library Trust Fund to purchase memorial books. Contributions to the Library Trust Fund are expected to continue at varying levels. D-259 PROPOSED Bo LIBRARY DEPARTMENT ca Library Trust Fund STATEMENT OF SOURCE AND USE OF 2005106 2006107 2007108 2008109 2008/09 2009110 Actuals Actuals Actuals Adopted Estimated 1dolited_ SOURCE OF FUNDS Beginning Fund Balance Undesignated 82,292 21,203 28,654 34,698 34,698 ;06 Total Beginning Fund Balance 82,292 21,203 28,654 34,698 34,698 4,1-,098-7 Revenues Lib Services & Tech Acct - 628 - - - Interest _ 2,800 1,01 a 990 1,000 900 9Uii Donations 43,806 17,202 23,394 17,900 30,750 Total Revenues 46,606 18,840 24,384 18,900 31,650 900 TOTAL SOURCE OF FUNDS $ 128,898 $ 40,043 $ 53,038 $ 53,598 $ 66,348 w 13,998 USE OF FUNDS Expenditures Salaries and Benefits - - - - - Operating Expenditures 17,695 11,389 18,340 15,500 23,250 42, Fixed Assets - - - - - Internal Service Charges - - Total Expenditures 17,695 11,389 18,340 15,500 23,250. 43;875 Ending Fund Balance Undesignated 111,203 28,654 34,698 38,098 43,098 123 Total Ending Fund Balance 111,203 28,654 34,698 38,098 43,098 i 123 ? TOTAL USE OF FUNDS $ 128,898 $ 40,043 $ 53,038 $ 53,598 $ 66,348 5 43,998 *'Note: A portion of the FY2005106fund balance reflects donations front the Betty McClendon Trust received in FY2003104 and FY2005106. As these donations are restricted forspecic uses, the trustAnds will be accounted forseparately, in the Betty McClendon Trust Fund (Fund 713) as of FY 2006107. D - 260 PROPOSE. History Project Trust Fund FUND 712 FUND PURPOSE The History Project Trust Fund was established to provide for the servicing of donations, bequests, grant monies and expenditures to the history project partnership of Los Gatos Public Library and The Museums of Los Gatos. The j oint history project, named "Hooked on Los Gatos" began in 2003 to: create and disseminate a searchable database of Los Gatos historical images over the Internet; to preserve the two-dimensional archival materials owned by each institution; to index and catalog the materials; to scan the materials so that they are saved and available in a digital ,format; and to make available cultural heritage educational resource materials to schools and lifelong learners. Some genealogical information is available, espccially that which is related to early Los Gatos settlers. The work of this proj ect is accomplished at the library, where a local history room has been established for that purpose. The project is overseen by the Library Director. Money remaining in this trust fund will continue to pay for hardware and software upgrades and maintenance, archival preservation materials, and other necessary supplies and equipment. A limited amount of money will be used for local history collection development. BUDGET OVERVIEW The History Proj ect Trust Fund was set up in FY 2004105 to provide better tracking of the monies received by the j oimt project, through grants, benefits and donations, and of the expenditures made to accomplish the goals of the project. Funding will continue to be generated via royalties from the sale oflinages ofAnaerica: Los Gatos, andlinages of Rail: Railroads ofLos Gatos, andLos Gatos Generations; and from the Friends' sales of those books. A fourth book in the Los Gatos series, a postcard history, will be published in May, 2009, with royalties also contributed to the History Project. The completion of a full-length historical documentary film in 2005 has continued to produce limited additional revenue. The Digital History Collection is accessible at www.higgrylosgatos.org. D-261 PROPOSED i~ LIBRARY DEPARTMENT cz History Project Fund STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006107 2007/08 2008109 2008109 2009110. _ Actuals Actuals Actuals Adopted Estimated I.. Adopter! SOURCE OF FUNDS Beginning Fund Balance 3 Undesignated 47,833 26,916 16,173 9,464 9,464 Id Total Beginning Fund Balance 47,833 26,916 16,173 9,464 9,464 14 Revenues Interest / Dividends 770 960 1,260 950 250 1 WW Donations 12,755 3,895 1,881 3,000 1,300 2,.p(i Total Revenues 13,525 4,855 3,141 3,950 1,550 2,100 TOTAL SOURCE OF FUNDS $ 61,358 $ 31,771 $ 19,314 $ 13,414 $ 11,014 5 2.114 USE OF FUNDS Expenditures Salaries and Benefits 9,899 9,528 - - - Operating Expenditures 11,620 4,904 9,850 8,373 11,000 Fixed Assets 12,610 - - - - Internal Service Charges 313 1,166 - - - Total Expenditures 34,442 15,598 9,850 8,373 11,000 Ending Fund Balance Undesignated 26,916 16,173 9,464 5,041 14 1.14x- Total Ending Fund Balance 26,916 16,173 9,464 5,041 14 114 TOTAL USE OF FUNDS $ 61,358 $ 31,771 $ 19,314 $ 13,414 $ 11,014 $ 2,114 LIBRARY HISTORY PROTECT FUND STAFFING 2003104 2004105 2005106 2006107 21)07108 Temporary Staff Funded Funded Funded Funded Funded Librarian - 1,115 500 Total Annual Hours - - 1,115 500 - D-262 PROPOSED Clelles Ness Trust Fund FUND 713 FUND PURPOSE The Clelles Ness Trust Fund was established in January, 1961, by Ansten R. Ness, M.D. and the Board of Library Trustees for the Town of Los Gatos, as a memorial to his wife, Clelles Ness. Mrs. Ness was a long- time Los Gatos resident who was active in civic life, winning the 1947 Citizen of the Year award. Among her many contributions to the Town, she was heavily involved with the Arts. She helped to bring the Los Gatos Pageants and numerous other play productions to the Town, was an avid reader, and wrote for the Los Gatos Times (the local newspaper). She was also involved with bringing a hospital to the Town, and with her husband started the "Holiday Circle" social club which required at least one spouse to be active in civic planning to join. The intention of the memorial fund was to use the income and principal of the trust estate to provide materials and services not ordinarily available from public funds. An amendment to the trust agreement in 1983 relinquished control over the management and investment of the trust to the Town Council. Historically, the Library has used money from the trust to purchase ail books for Los Gatos Public Library. The Library is no longer able to spend the money in this manner, due to the building's space constraints. As a result, in July of 1999 an agreement was entered into with the daughter of Clelles Ness to use the trust fund for a new library facility, should one be built in the future. Per the agreement, the trust fund principal and interest may be used for Library building plan documents and studies, such as but not limited to, a building program and architectural drawings. The balance of the trust not spent on the planning documents and studies will be placed in a Library Building Fund to be used for the purchase of items for the new library building, such as furniture, shelving, and equipment. BUDGET OVERVIEW Interest continues to increase the fund balance, to be used when determined appropriate. D - 263 PROPOSED LIBRARY DEPARTMENT cis Clelles Ness Trust Fund STATEMENT OF SOURCE AND USE OF FUNDS 2005/06 2006107 2007108 2008109 2008/09 2009110 Actuals Actuals Actuals Adopted Estimated Adolted SOURCE OF FUNDS Beginning Fund Balance Undesignated 162,778 167,098 174,568 179,518 179,518 1$J', 5 I Total Beginning Fund Balance 162,778 167,098 174,568 179,518 179,518 18> , I S Revenues i Interest/Dividends 4,320 7,470 4,950 7,000 6,000 ,"ooO Donations - - - - - Total Revenues 4,320 7,470 4,950 7,000 6,000 2,000 TOTAL SOURCE OF FUNDS $ 167,098 $ 174,568 $ 179,518 $ 186,518 $ 185,518 ? 5 187;518 ` USE OF FUNDS Expenditures Salaries and Benefits - - - - Operating Expenditures - - - - 12,577 Fixed Assets - - - - Internal Service Charges - - - - Total Expenditures - - - - - 18?:57?' Ending Fund Balance Undesignated 167,098 174,568 179,518 186,518 185,518 •4,94 Total Ending Fund Balance 167,098 174,568 179,518 186,518 185,518 4,941 TOTAL USE OF FUNDS $ 167,098 $ 174,568 $ 179,518 $ 186,518 $ 185,518 187,518- D - 264 PROPOSED Susan McClendon Trust Fund FUND 714 FUND PURPOSE A bequest to the Los Gatos Public Library from the estate of the late Susan E. (Betty) McClendon was established in support of children's services. Betty McClendon was a long-time resident and dance instructor. She is especially remembered as the choreographer of the Town's 1940 pageant, "Trail Days," which celebrated the completion of the final section of the new four-lane highway from. Santa Cruz into Los Gatos. Betty McClendon's mother, Mrs. Hilda McClendon, served as Children's Librarian at Los Gatos Memorial Library from 1923 -1929. Ms. McClendon left this gift in memory of her mother and her mother's husband, Gorman Burtner. These funds are restricted for use for children's services at the library, and will be directed toward support of reading clubs, book discussion groups, evening family programs, and equipment and furniture needs of children's services that are not met by other funding. This funding will also be used for enhancement of children's collections. BUDGET OVERVIEW This Fund is established to better track and assure funds from this trust are expended for children's services in line with the wishes of the bequestor. Initially established at $90,000, the library plans to budget $5,000 each fiscal year from this fund, to be able to respond in a timely fashion to new services or programs that may present themselves in the next fiscal year. Interest will accrue annually on the unspent balance. D-265 PROPOSED B,) LIBRARY DEPARTMENT eu Susan McClendon Trust Fund STATEMENT OF SOURCE AND USE OF FUNDS 2005/06 2006107 2007108 2008109 2008109 2Ul)5~<1Q__,' ActuaIs Actuals Actuals Adopted Estimated . AdcptLd SOURCE OF FUNDS - Beginning Fund Balance Undesignated 90,000 94,030 91,379 99,379 ~~1;379 Total Beginning Fund Balance - 90,000 94,030 91,379 91,379 04,374) Revenues Interest/Dividends 4,030 3,040 3,600 3,000 1.0i i Donations - - - - Total Revenues - 4,030 3,040 3,604 3,000 1,000 TOTAL SOURCE OF FUNDS $ - $ 94,030 $ 97,070 $ 94,979 $ 94,379 $ 95;379 USE OF FUNDS Expenditures Salaries and Benefits - - - - Operating Expenditures - 5,691 5,004 91.379 1 Fixed Assets - - - - - Internal Service Charges - - - - Total Expenditures - - 5,691 5,000 - 91,379 Ending Fund Balance Undesignated 94,030 91,379 89,979 94,379 4,000 s. Total Ending Fund Balance - 94,030 91,379 89,979 94,379 40U0 TOTAL USE OF FUNDS $ - $ 94,030 $ 97,070 $ 94,979 S 94,379 $ 95,379, D - 266 The Capital Improvement Section is presented in'the CIP Document F-1 F-2 PROPOSED TOWN of LOS GATOS REDEVELOPMENT AGENCY The Los Gatos Town Council activated the Los Gatos Redevelopment Agency on January 22, 1990, pursuant to the provisions of the California Community Redevelopment Law (Health and Safety Code, Section 33000 et_seg.) and declared itself to constitute the Agency, by Ordinance No. 1806, adopted on December 4, 1989. The Redevelopment plan was pursued as a result of the Loma Prieta Earthquake in 1989 and the need to rebuild existing infrastructure. The Redevelopment Agency area encompasses approximately 440 acres in and around Downtown Los Gatos, which includes retail and residential areas, lodging, schools, and main traffic thoroughfares. Projects such as street and utility reconstruction, parking, streetscape and civic improvements were called out in the Plan. BUDGET OVERVIEW The Agency receives the majority of its funds from tax increment revenues. When the Agency was formed in 1991, the tax base for all properties within the Central Los Gatos Redevelopment Area was "frozen" to form the base year. As properties are reassessed due to sales or improvements over the Agency's 40-year life span, the tax base grows and the Agency receives the majority of the difference in property taxes paid between the "base year" and the new level. This is called `tax increment financing' and is the primary funding mechanism for redevelopment agencies throughout California. This does not result in an increase in taxes to property owners, but rather a redistribution of property taxes to the redevelopment agency to allow for reinvestment within the redevelopment project area. The Agency will terminate at the end of its 40-year life span in the year 2031. In the 17 years since the Redevelopment Plan was adopted, a number of actions and changes have occurred which facilitated implementation of the Agency Plan. First is that the Agency's tax increment revenue grew significantly in recent years to a level where the Agency could finance key projects. As shown in the RDA Debt Service Fund's Source and Use of Funds Statement, total Agency gross tax increment is estimated to grow to approximately $7.8 million in FY 2009/10. In July 2002, the Town issued debt in the amount of nearly $11 mullion in Certificates of Participation (COP'S) for use in funding key infrastructure projects in the Downtown. The debt service on the COP's is paid for with the Redevelopment Agency's tax increment revenues. Educational Revenue Augineutation Fund (ERAF) During the State budget crisis in FY 1992/93, the State took property tax increment revenues from redevelopment agencies across the State to help balance its own budget. This revenue take-away was presented as "one-time" under the description of `Educational Revenue Augmentation Fund' (ERAF), but F - l PROPOSED vi LOS GATOS REDEVELOPMENT AGENCY (!g re-occurred in subsequent years. Since the Los Gatos Redevelopment Agency was newly formed in FY 1992193, there was little revenue at that time resulting in a minor impact to the Agency. Over a period of three years, the Agency's ERAF takes were as follows: $209,975 in FY 2003104; $303,158 in FY 2004105; and $347,440 in FY 2005106. The January 2009 Governor's budget did propose further RDA ERAF takes. The ERAF shift for FY 2008/09-was $456,910. At the time of the Town's budget development, a FY 2009/10 ERAF take was not included in the preliminary state budget. The RDA remains vulnerable to future ERAF takes as Proposition IA does not specifically protect RDA tax increment. However, many legal experts are of the opinion that RDA tax increments are already constitutionally protected and do not require Proposition lA protection. In FY 2008109 a lawsuit was filed by the California 'Redevelopment Association contending that ERAF takes were illegal and unconstitutional. While the trial court ruling protected local government, the state will likely to appeal and that outcome is uncertain. Fiscal Year 2009/10 Revenues and Expenditures Redevelopment property tax revenue for FY 2009110 is estimated to be $7.8 million. The following provides a summary of the Agency's planned expenditures for capital projects, debt service, and required affordable housing. Budgeted expenditures for Fiscal Year 2009110 will include: • Pass through payments to taxing entities: When the Agency was created in 1991, tax-sharing agreements were negotiated with affected educational entities, the Open Space District, and Santa Clara County. These payments, based on the amount of tax increment the Agency receives, go to these entities to relieve them of any financial burden that the Redevelopment Plan may cause them. Nearly half of all Agency tax increment will be passed through to these taxing entities. Such pass- throughs help support educational activities at Los Gatos High School and the Los Gatos Union Elementary School District, and are reflected in the Debt Administration Fund. Pass through payments for FY 2009110 are estimated to be $35620,080. • 1992 COP payments for Parking Lot #4: The Town issued debt for approximately $2.5 million in 1992 to finance the construction of the Downtown parking garage known as Lot #4. Redevelopment Agency tax increment is used to pay the debt service on the COP's in an amount of approximately $250,000 annually. The debt will be paid off in FY 2011/11 • 2002 COP payments for RDA Capital Projects: In 2002, the Town issued debt for approximately $10.8 million to fund RDA infrastructure projects in the project area. Annual debt service payments of approximately $680,000 will continue through FY 2031132. Agency administration: This pays for the day-to-day operations of the Agency including staff salary and benefits, supplies and materials, and consultant assistance. Budgeted expenditures are estimated to be $600,744. • Overhead charges paid to the Town of Los Gatos: The Agency is a separate legal entity from the Town; however, it utilizes direct services from the Town. This expenditure reimburses the Town for such items as office space, utilities, financial and administrative support functions, and most significantly, the staff time that various members of the Town staff devote to redevelopment activities. The Agency will pay $632,930 to the Town in overhead expenses. • Redevelopment Projects and Affordable Housing Projects: These are the funds spent directly, or indirectly, on projects to implement the Redevelopment Plan. F-2 PROPOSED ,r-) LOS GATOS REDEVELOPMENT AGENCY cz 9 Economic Vitality Program: This program implements the adopted Economic Vitality Plan, which discusses business retention, expansion, attraction, and revenue enhancement programs for the Town. The program is partially paid for as part of the Agency administration and Low/Moderate Housing budgets. The Los Gatos Redevelopment Agency's budget implements an aggressive work program to complete key redevelopment projects in the Downtown area, implement affordable housing projects using 20 percent set-aside funds, and for the Economic Vitality Program of the Town. Planned FY 2009110 Capital Project canyover expenditures are described further in the following Capital Projects Fund section. REDEVELOPMENT AGENCY PROGRAM STAFFING Full Tithe Equivalent (FTE) Authorized 2005106 2006107 2007/08 2008/09 2009/10 Town Staff Positions Funded Funded Funded Funded Funded Economic Vitality Manager 0.80 0.80 0.80 0.80 0.80 0.80 Community Development Dir. 0.20 0,10 0.10 0.10 0.20 020 Asst. Community Dev. Dir. 0.20 0.35 0.35 0.35 0.20 020 Associate Planner 0.20 0,20 0.20 0.20 0.40 0,20 Administrative Analyst 0.20 0.20 0.20 0.20 0.20 0.20 Town Engineer - 0.12 0.09 - - Associate Engineer 0.24 0.05 - Senior Engineer Inspector - 0.19 0.13 - Engineering Inspector - 0.11 - - - Community Services. Director 0.05 0.05 0.05 0.05 0.05 0.0s Total RDA FTEs 1.65 2.36 1.97 1.70 1.85 1.65 F-3 PROPOSED F-4 PROPOSED TOWN of LOS GATOS REDEVELOPMENT AGENCY Capital Projects Fund FUND 911 FUND PURPOSE The Redevelopment Agency's Capital Projects Fund encompasses three core functions: Redevelopment Agency (RDA) administration, Capital Project development and implementation, and the implementation of the Economic Vitality Program. Administrative functions include all fiscal and reporting matters of the Agency in conjunction with the Finance Department. The second function, Capital Project development, includes the planning and support of proposed redevelopment projects, and the implementation of the goals and policies of the Los Gatos Redevelopment Plan. Construction proj ect oversight is administered by the Parks and Public Works Department. The purpose of the third function, the Economic Vitality Program, is to increase revenues through business promotion and development. Its core services include business retention, development, expansion and attraction, business appreciation and recognition, and tax monitoring. BUDGET OVERVIEW The Capital Projects program budget includes administrative revenues and expenditure activity in addition to capital project activity. The Agency also funds year-round Town marketing activities in support of the downtown business community. Capital Projects currently in process are funded through the 2002 Certifidates of Participation (COP'S) issuance, as designated in the plan for key infrastructure improvements in the Downtown. Completed capital proj ects include: University Avenue from Mullen to Main Resurfacing. Capital improvements are now focused on one remaining project for FY 2009110: the Santa Cruz Avenue/Wood Road Gateway project design. In addition, an eligible portion of the Police Facility project is being funded in the RDA Capital Projects Fund and is anticipated to be completed by late 2009. F-5 PROPOSED zz) LOS GATOS REDEVELOPMENT AGENCY cz Capital Projects Fund STATEMENT OF SOURCE AND USE OF FUNDS 2005106 2006107 2007108 2008109 2008/09 2009.110 Actuals Actuals Actuals Adopted Estimated -,.Adopted' SOURCE OF FUNDS Beginning Fund Balance Designated - Undesignated 3,320,273 2,432,912 4,316,921 2,997,775 2,997,775 7 4,14 Total Beginning Fund Balance 3,320,273 2,432,912 4,316,921 2,997,775 2,997,775 1,779,10 Revenues Interest Income 85,449 117,448 138,569 97,850 75,000 ~6J,0(1Ck Service Charges 6,676 - - - - Other Sources 3,464 - - - Bond Proceeds - - - - Total Revenues 955589 117,448 138,569 97,850 75,000 G~,r~i(xl Operating Transfers Operating Loan from Town - - - - - Transfers - RDA Debt Service 500,000 3,320,000 550,000 575,000 575,000 Total Operating Transfers 500,000 3,320,000 550,000 575,000 575,000 575,000 TOTAL SOURCE OF FUNDS $ 3,915,862 $ 5,870,360 $ 5,005,490 $ 3,670,625 $ 3,647,775 22409,149 ` USE OF FUNDS Expenditures Salaries and Benefits 193,009 191,007 164,050 186,400 121,700 184,363 Operating Expenditures 397,817 408,558 428,549 495,520 470,644 501,150 Capital Projects - Canyflvd 4117,156 Capital Projects - Current Yr 881,039 941,351 1,403,903 1,667,206 1,272,882 Internal Service Charges 11,085 12,523 11,213 11,500 8,400 11,008 Total Expenditures 1,482,950 1,553,439 2,007,715 2,360,626 1,873,626 1,103,676 Ending Fund Balance Bond Reserve - - 687;0170 Reserve for Admiu Costs 603,850 Undesignated 2,432,912 4,316,921 2,997,775 1,309,999 1,774,149 14,61-3 Total Ending Fund Balance 2,432,912 4,316,921 2,997,775 1,309,999 1,774,149 1,3115.47; TOTAL USE OF FUNDS $ 3,915,862 $ 5,870,360 $ 5,005,490 $ 3,670,625 $ 3,647,775 5 2,419,149 F-6 PROPOSED E,Q) LOS GATOS REDEVELOPMENT AGENCY cz Capital Projects Fund RDA CAPITAL PROJECTS FY 2009110 Completed Prajects 0217 Downtown Street Reconstruction 0103 N Santa Cruz Street Lighting 0105 Univ Ave froin Mullen to Main Estimated Expenditures Expenditures Prior To Daring FY 2008109 FY 2008109 1,710,695 - 49,988 5,074 92,770 New Estimated Funding Total Carryforward FY 2009/10 Budgeted 1,710,695 55,062 92,770 Total of Completed Projects 1,760,683 97,844 - 1,858,527 Carryforivard Pi ojects 0542 Santa Cruz/Wood Gateway Design - - 65,000 65,000 0003 Almond Grove Concrete Rehabiltation 1,920 - 78,080 80,000 2401 Police Facility Project 1,280,886 1,175,038 264,076 2,720,000 Total of Carrjfornvard Projects 1,282,806 1,175,038 407,156 - 2,865,000 FY 2009110 KEY PROJECTS Strategic Goals- Key Projects Police Facility Project The Council appropriated $8,213,468 towards this project. The funds included estimated costs for site acquisition, design and construction, fiarniturc, fixtures and Public equipment, contingency and minor facade improvements. RDA will fund 34.7% Infrastructure of the Police Facility Project. Maintain the condition and Library Facility Project availability of In FY 2007108 the Town appropriated approximately $18.3 million towards the public facilities, acquisition and construction of a new library for the Town. The budgeted amount transportation included approximately $14 million in proceeds from an anticipated Town/RDA systems, and other financing planned for spring 2010. The financing is anticipated to be funded public through available RDA tax increment revenues. Staff will be updating future RDA infrastructure cash flow projections including updated tax increment analyses and future debt service costs this summer. The increment estimates will be based on updates obtained from the County Assessor on parcels within the RDA project area boundaries. Staff will assess the prevailing market interest rate environment for public debt in its assessment of future debt service cost requirements. F-7 PROPOSED B,) LOS GATOS REDEVELOPMENT AGENCY cz Capital Projects Fund KEY PROGRAM SERVICES Redevelopment Agency Capital Projects • Implement capital project work as identified in the Los Gatos Redevelopment Plan and Five-Year Implementation Plan • Facilitate the development of redevelopment projects Economic Vitality Activities • Act as a liaison between the business community and Town Hall • Provide business outreach and retention efforts • Provide business recognition activities • . Provide targeted business attraction. CAPITAL PROJECTS PROGRAM STAFFING Fuld Time Equivalent (FTE) Authorized 2005106 2006107 2007108 2008109 20{0110 Town Staff Positions Funded Funded Funded Funded h'unded Economic Vitality Manager 0.75 0.75 0.75 0.75 0.75 (0.15 Community Development Dir. 0.10 - - - 0.10 0.10 Asst. Community Dev. Dir. 0.05 0.15 0.15 0.15 0.05 U.liS Associate Planner 0.10 0.10 0.10 0.10 0.15 1).10 Administrative Analyst 0.20 0.20 0.20 0.20 0.20 0.20 Town Engineer 0.12 0.09 - - Associate Engineer 0.24 0.05 - - Senior Engineer Inspector 0.19 0.13 - - Engineering Inspector - 0.11 - - - Total Capital Projects FTEs 1.20 1.86 1.47 1.20 1.25 1.20 F-8 PROPOSED E--] LOS GATOS REDEVELOPMENT AGEN CY cz Capital Projects Fund 2005iO6 2006107 2007108 2008/09 2009i10 Performance Objccthms and Measures Actual Actual Actual Estimated Budget 1. I, fo1•nis Redet~elopnielat area businesses ofpr oposed projects and works with businesses to mitigate concerns. a. Percentage of businesses satisfied with the results 90% 90% 93% 95% 95% of downtown public works projects including: Strectscape, repaving, merchant notification and scheduling: 2. The RDA Economic ]vitality Program ensures efforts are being made for business attraction, retention and promotion. a. Percentage of businesses rating business assistance 88% 88% 89% 95% 95% provided by RDA as good or excellent: 2005100 2006107 2007108 21108109 2009,1111 Act/ -ity alld 1Vorkload Highlights Awial Actual Actual Estimated RudgO 1. Number of businesses provided with promotion 250 350 580 590 590 assistance: 2. Number of businesses attending business outreach 30 50 150 160 160 receptions: 3. Business attraction assistance/Number of businesses Data N°' 125 220 240 240 assisted Available 4. Commercial Brokers/Property Owner Outreach Dam Alm 160 175 185 185 Meetings: Available 5. Annual Community Marketing Campaigns: Summer - 1, Data Not Da la NO Data Aloe Data Not Data Not Winter/Holiday -1, Shop Local - YearRound, and Available Available Available Available Available Tourism Development - 2 6 Agency Rating (Moody's June 28, 2002) Aa3 Aa3 Aa3 Aa3 Aa3 P- 9 PROPOSED F- 10 PROPOSED TOWN of LOS GATOS REDEVELOPMENT AGENCY Debt Administration Fund Fund 921 FUND PURPOSE Under California Redevelopment Law, tax increment is restricted to the repayment of debt; therefore, a redevelopment agency must have indebtedness in order to receive tax increment revenues. In response to this requirement, the Los Gatos Redevelopment Agency incurred debt for use in implementing its redevelopment plan and to receive tax increment revenue. This indebtedness was achieved by two primary means: 1) loans from the Town of Los Gatos, and; 2) the issuance of Certificates of Participation. Debt service payments for this indebtedness are made from the Debt Administration Fund. BUDGET OVERVIEW In adherence with Redevelopment law, the Los Gatos Redevelopment Agency incurs debt in two ways. First, it obtains loans from the Town of Los Gatos, and second, the Agency has undertaken the obligation of paying debt service on the Town's 1992 and 2002 Certificates of Participation (COPS) in return for the lease of Town property. All debts are repaid with tax increment revenue. 1992 Certificates of Participation. The Town of Los Gatos bears the obligation for the 20-year Certificates of Participation issued in the original amount. of $2,960,000, dated August 1, 1992. The Town's Motor Vehicle License Fee revenues were pledged as security for the COPs, and the guarantee was registered with the State Controllers Office. The COPS were issued to finance certain construction costs of the Town's Parldng Lot 4 Project, which was constructed on land located in the Los Gatos Central Redevelopment Project Area. The project consisted of the completion of construction of a parking facility comprised of 316 parking spaces on two levels, located on approximately 4 acres of land in the block bounded by University and Santa Cruz Avenues, and Grays Lane and Ehn Street. The lot improvements were paid for from the 1992 Certificate of Participation proceeds, in conjunction with the portion paid for through the 1988 Downtown Parking Assessment District's Limited Obligation Bonds in the amount of $1,587,986. The COPs are similar to bond debt as they allow investors to participate in a share of guaranteed payments. Because they are similar to debt, the present value of the total of the payments to be made is recorded as long-terin debt. Principal payments are due annually on August 151, with interest payments F- 11 PROPOSED L~z) LOS GATOS REDEVELOPMENT AGENCY e)3 Debt Administration Fund payable semi-annually on February 1St and August lsf The financing structure of the COP includes two twenty-year term lease agreements dated August 1, 1992, by and between the Town of Los Gatos and the Los Gatos Redevelopment Agency. The first lease, with the Town as lessor and the Redevelopment Agency as lessee, agrees to lease the site to the Agency for the duration of the lease term for a one-time fee of $10. The second lease, with the Town as lessee and the Redevelopment Agency as lessor, agrees to lease the completed parking lot site to the Town effective the date of the lease. Annual lease payments are equal to the annual debt service for the COPS. In addition, a Reimbursement Agreement dated August 1, 1992, by and between the Town and Agency, obligates the Agency to reimburse the Town in an amount equal to the annual lease payment the Town pays to the Agency for lease of the parking lot (under the second lease agreement). This reimbursement is in consideration of the Town's cost of the acquisition and the Town's funding of the construction of the parking lot project. While the annual impact of these agreements net to zero, the lease and ,reimbursement payments are included in the Town's and Redevelopment Agency's budget each year to accurately reflect the terms of these agreements. The Agency remains responsible for making the principal and interest payments to US Bank (as illustrated in the following schedule). 2002 Certificates of Participation The 2002 Certificates of Participation fmancing structure parallels the 1992 issue. The Town of Los Gatos bears an obligation for the 30-year Certificates of Participation issued in the original amount of $10,725,000, dated August 1, 2002. The COPS were issued to finance infrastructure improvements in the downtown redevelopment area including plaza reconstruction, strectseapc improvements, street reconstruction, storm drainage, alley improvements as well as partially funding the reconstruction of the pool at Los Gatos High School. The COPs principal payments are due annually on August 1; with interest payments payable semi-annually on February 1 and August 1. The financing structure of the COP includes two lease agreements by and between the Town of Los Gatos and the Los Gatos Redevelopment Agency under agreements dated July 1, 2002. The first agreement leases five Town owned parcels, commonly known as the Miles Avenue Corporation Yard, to the Redevelopment Agency through August 1, 2031 for a one-tune fee of $1 dollar. In the second lease, the Redevelopment Agency subleases the land back to the Town, effective the date of the original lease. The annual sub-lease payments are equal to the annual debt service for the COPS. A reimbursement agreement by and between the Town and Agency, also dated July 1, 2002, obligates the Agency to reimburse the Town in an amount equal to the annual lease payment the Town pays to the Agency for the sub-lease of the corporation yard. This reimbursement is in consideration of the Town's cost of the acquisition and construction of the yard facilities. While the annual impact of these agreements net to zero, the lease and reuubursement payments are included in the Town's and Redevelopment Agency's budget each year to accurately reflect the terms of these agreements. The Agency remains responsible for making the principal and interest payments, as illustrated in the following schedules. F- 12 PROPOSED B* LOS GATOS REDEVELOPMENT AGENCY cz Debt Administration Fund Pass-Through Agreements Pass-through-agreement payments to taxing entities comprise the majority of the Debt Administration's operating expenditures. These payments are based on the amount of tax increment the Agency receives, with nearly half of all Agency tax increment passed through to these taxing entities. STATEMENT OF SOURCE AND USE OF FUNDS 2005/06 2006107 2007/08 2008109 2008109 2009110 Actuals Actuals Actuals Adopted_ Estimated Adopted SOURCE OF FUNDS Beginning Fund Balance Designated - - - Undesignated 4,481,846 5,414,922 4,307,049 6,291,674 6,291,674 6,699,642 Total Beginning Fund Balance 4,481,846 5,414,922 4,307,049 6,291,674 6,291,674 6,699,642> Revenues Property Tax 4,902,747 5,909,470 6,457,740 6,150,620 5,693,724 5,8 Lease Income - COPS 932,122 699,584 930,717 924,150 924,135 1) -15,9 70 Interest Income 189,937 585,349 446,436 335,200 3,400 3,410 Other Sources - - - - - Total Revenues 6,024,806 7,194,403 7,834,893 7,409,970 6,621,259 6,744,490 Operating Transfers Transfer-RDA Debt Service (500,000) (600,000) Total Operating Transfers (500,000) (600,000) - - - - TOTAL SOURCE OF FUNDS $ 10,006,652 $ 12,009,325 $ 12,141,942 $ 13,701,644 $ 12,912,933 13,444,132 USE OF FUNDS Expenditures Operating Expenditures 2,577,489 2,970,117 3,288,828 3,621,590 3,640,01a 3771Y,3Of) Debt - Interest Town Loan 150,000 150,000 15(),000 150,000 150,000 I5'.1;1A)ll Debt Service - 1992 COPS 248,851 248,498 249,188 244,380 244,375 243,870 Debt Service - 2002 COPS 683,269 682,583 681,535 679,770 679,763 Wk ,100 1992 Lease Payment to Town 248,852 248,498 249,187 244,380 244,375 243,-VO 2002 Lease Payment to Town 683,270 682,580 681,530 679,170 679,760 682,10f) Total Expenditures 4,591,731 4,982,276 5,300,268 5,6195890 5,638,291 S;72f1';10(} Operating Transfers Transfer to Capital Projects - 2,720,000 550,000 575,000 575,000 575.0(-)o = Total Operating Transfers 2,720,000 550,000 575,000 575,000 -575,000 Ending Fund Balance Designated - - - Loan from General Fund 1,500,oclo Undesiguated 5,414,922 4,307,049 6,291,674 7,506,754 6,699,642 5,648-832 ` Total Ending Fund Balance 5,414,922 4,307,049 6,291,674 7,506,754 6,699,642 7,148,832 TOTAL USE OF FUNDS $ 10,006,652 $ 12,009,325 $ 12,141,942 $ 13,701,644 $ 12,912,933 S 13,444,132 F-13 PROPOSED LOS GATOS REDEVELOPMENT AGENCY cg Debt Administration Fund The maturity schedule for the Redeve lopment Agency's current Debt Service obligation under the 1992 COP is as follows: REDEVELOPMENT AGENCY 1992 COP DEBT SERVICE Principal Total Fiscal Maturing Annual Total Principal Year August 1st Interest Due Debt Service Balance 1991/92 2,960,000 1992/93 70,000 184,136 254,136 2,890,000 1993/94 75,000 177,836 252,836 2,815,000 1994/95 80,000 171,086 251,086 2,735,000 1995/96 90,000 163,886 253,886 2,645,000 1996197 95,000 155,786 250,786 2,550,000 1997198 105,000 147,236 252,236 2,445,000 1998/99 115,000 137,786 252,786 2,330,000 1999100 125,000 127,436 252,436 2,205,000 2000101 135,000 116,186 251,186 2,070,000 2001/02 145,000 107,580 252,580 1,925,000 2002/03 150,000 99,895 249,895 1,775,000 2003104 160,000 91,795 251,795 1,615,000 2004105 170,000 82,995 252,995 1,445,000 2005106 175,000 73,475 248,475 1,270,000 2006/07 185,000 63,500 248,500 1,085,000 2007/08 195,000 54,250 249,250 890,000 2008/09 205,000 44,500 249,500 685,000 2009110 215,111111 34,250 249,250 410,000 2010/11 230,000 23,500 253,500 240,000 2011/12 240,000 12,000 252,000 - TOTAL 2,960,000 2,069,116 5,029,116 F-14 PROPOSED 1i LOS GATOS REDEVELOPMENT AGENCY (93 Debt Administration Fund The maturity schedule for the Redevelopment Agency's current Debt Service obligation under the 2002 COP is as follows: LOS GATOS REDEVELOPMENT AGENCY 2002 COP DEBT SERVICE Principal Fiscal Maturing Year August 1st Interest Interest Due Due August 1st Feburary 1st Total Principal Debt Service Balance Issue Date: August 1, 2002 2002/03 - - $ 237,164 9 2003104 $ 210,000 $ 235,854 233,229 2004105 215,000 233,229 230,541 2005106 225,000 230,541 227,729 2006107 230,000 227,729 224,854 2007108 235,000 224,854 221,681 2008/09 240,000 221,681 218,081 2009/10 250,400 218,081 ; 214,019 2010/11 255,000 214,019 209,556 2011112 265,000 209,556 204,720 2012/13 275,000 204,720 199,426 2013114 285,000 199,426 193,726 2014115 295,000 193,726 187,679 2015116 310,000 187,679 181,169 2016/17 320,000 181,169 174,209 2017118 335,000 174,209 166,755 2018/19 350,000 166,755 158,793 2019/20 365,000 158,793 150,306 2020121 385,000 150,306 141,163 2021/22 400,000 141,163 131,463 2022/23 420,000 131,463 121,225 2023/24 440,000 121,225 110,500 2024125 465,000 110,500 98,875 2025126 485,000 98,875 86,750 2026/2.7 510,000 86,750 74,000 2027/28 535,000 74,000 60,625 $ 10,725,000 237,164 10,725,000 679,083 10,515,000 678,770 10,300,000 683,270 10,075,000 682,583 9,845,000 681,535 9,610,000 679,763 9,370,000 6821100 9,120,000 678,575 8,865,000 679,276 8,600,000 679,146 8,325,000 678,153 8,040,000 676,405 7,745,000 678,848 7,435,000 675,378 7,115,000 675,964 6,780,000 675,548 6,430,000 674,099 6,065,000 676,469 5,680,000 672,625 5,280,000 672,688 4,860,000 671,725 4,420,000 674,375 3,955,000 670,625 3,470,000 670,750 2,960,000 669,625 2,425,000 2028/29 565,000 60,625 46,500 672,125 1,860,000 2029130 590,000 46,500 31,750 668,250 1,270,000 2030131 620,000 31,750 16,250 668,000 650,000 2031/32 650,000 16,250 - 666,250 - TOTALS: $ 10,725,000 + S 4,551,426 + $ 4,552,737 = S 19,829,163 F-15 PROPOSED LOS GATOS REDEVELOPMENT AGENCY eg Debt Administration Fund The California Government Code Section 43605 states: "A city shall not incur an indebtedness for public improvements which exceeds in the aggregate 15 percent of the assessed value of all real and personal property of the city. Within the meaning of this section "indebtedness" means bonded indebtedness of the city payable from the proceeds of taxes levied upon taxable property in the city. " This schedule calculates the Town's legal debt margin by determining the 15% debt limit and comparing this limit to the Town's outstanding debt at the end of the fiscal year to determine the difference between the two. Only certain types of outstanding debt are subject to the legal debt limit, therefore while this schedule recognizes all debt, the total debt is reduced by that debt not subject to the legal debt limit, as well as amounts held in sil-Adng funds for debt repayment. The Town's debt structure currently includes only Certificates of Participation which are not subject to the legal debt limit, and are therefore backed out in the calculation. LEGAL DEBT MARGIN COMPUTATION FY 2009110 Assessed Secured Property Valuation for FY 200$109 Debt Limitation (15% of assessed value) Bonded Debt Limit Outstanding Bonded Debt at 6/30108 1992 Certificates of Participation 2002 Certificates of Participation TOTAL Outstanding Debt LESS Debt not subject to limit: Special Assessment Bonds Special Revenue Bonds Certificate of Participation Debt Amounts held in Sinking Funds TOTAL Debt not subject to limit: Amount of Debt Subject to Limit: $ 890,000 9,610,000 $ 10,500,000 10,500,000 $ 10,500,000 $ 7,904,845,020 15% $ 1,185,726,753 ;LX{;CUAL llI+1131r141A1t'P~T $ 1,1,!15,726;753 F-16 PROPOSED TOWN of LOS GATOS REDEVELOPMENT AGENCY Affordable Housing Fund FUND 931 FUND PURPOSE This fund provides for the implementation of the Agency's required Affordable Housing Set-Aside Program obligations. The program's core services include the administration and fiscal responsibilities for the program, and the creation of affordable housing options in cooperation with non-profit and for- profit developers. California Community Redevelopment Law (CRL) requires that no less than 20 percent of tax increment revenue derived from a redevelopment project area be used to increase, improve, and preserve the supply of housing for very low, low, and moderate income households. If none is provided within a redevelopment project area, then the funds can be used to build twice that amount elsewhere. Possibilities include financial assistance to upgrade existing units, the construction of new housing, and improvements to public facilities and infrastructure that service low and moderate income neighborhoods. The following are some authorized uses of housing set-aside funding: • Acquisition of real property, buildings or structures • New construction or rehabilitation of buildings or structures • Onsite or offsite improvements, if such improvements are part of a program which results in the new construction or rehabilitation of affordable housing • Donation of real property to private or public persons or entities • Subsidies to, or for the benefit of, lower-income households to obtain housing at affordable costs in the private marketplace • Development of plans, payment of principal, interest, financing or carrying costs on bonds, loans, advances or other indebtedness to finance low- and moderate-income housing • Reasonable administrative expenses (including operating support for nonprofit developers of redevelopment agency-assisted housing) In addition to the 20 percent requirement, California Community Redevelopment Law (CRL) contains inclusionary housing requirements for the Affordable Housing program: . F-]7 PROPOSED B0 LOS GATOS REDEVELOPMENT AGENCY C15 Affordable Housing Fund • For units developed by an agency - At least 30 percent of all new or rehabilitated dwelling units developed by the Agency must be available at affordable housing cost to persons of low and moderate income. Also, not less than 50 percent of those units are to be available at affordable cost to persons of very low income. • For units developed within a redevelopment project area - For new or rehabilitated dwelling units developed by public or private entities or persons other than an agency within a 10-year period, those units are to be available at costs affordable to persons of low or moderate income. Not less than 40 percent of these units are to be available to very low-income households. A redevelopment agency may satisfy inclusionary requirements by purchasing or assisting in the purchase of existing housing, and deed restricting the units for long-term affordability. A redevelopment agency has this option if the units to be acquired are not presently available at affordable housing cost, or are presently available at affordable housing cost, but finds the affordability of such units in jeopardy. Whenever low or moderate income level residential housing units are removed from the market as part of a specific project, an agency is required by law to rehabilitate or construct an equal number of replacement dwelling units within the jurisdiction of that agency, within four years of removal. Also, 75 percent of the replacement units must be affordable to the same income level (very low, low or .moderate) as the persons displaced from the removed units. BUDGET OVERVIEW The FY 2009/10 Agency budget includes an increase in its Administrative Services payment to the Town in consideration of Town staff time and resources utilized in supporting affordable housing projects during this fiscal year. F-18 PROPOSED 10 LOS GATOS REDEVELOPMENT AGENCY cz Affordable Rousing Fund STATEMENT OF SOURCE AND USE OF FUNDS 2005/06 2006107 2007108 2008109 2008109 2009!7.0 Actuals Actuals Actuals Adopted Estimated Adopted SOURCE OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated 4,335,193 5,111,259 6,556,978 7,198,500 7,198,500 S.h33;532 Total Beginning Fund Balance 4,335,193 5,111,259 6,556,978 7,198,500 7,198,500 8,632,532 Revenues Interest Income 83,377 338,525 312,963 206,000 215,000 200;000 Total Revenues 83,377 338,525 312,963 206,000 215,000 200,000 Operating Transfers Tax Increment @ 20% 1,073,315 1,516,456 1,614,435 1,537,660 1,537,659 1,571A30 Total Operating Transfers 1,073,315 1,516,456 1,614,435 1,537,660 1,537,659 _1,571;430 TOTAL SOURCE OF FUNDS $5,491,885 $6,966,240 $8,484,376 $8,942,160 $8,951,159 $10,403,962 USE OF FUNDS Expenditures Salaries and Benefits 77,199 75,107 84,614 106,700 72,000 M,106 Operating Supplies 199,720 230,520 264,366 292,430 243,427 21913;580 Grants 100,000 100,000 932,700 - - Internal Service Charges 3,707 3,635 4,196 4,500 3,200 3.668 Total Expenditures 380,626 409,262 1,285,876 403,630 318,627 383,354 Operating Transfers Transfer to Debt Service - - - Total Operating Transfers Ending Fund Balance Designated - - - - - Undesignated 5,111,259 6,556,978 7,198,500 8,538,530 8,632,532 10,020,608 Total Ending Fund Balance 5,111,259 6,556,978 7,198,500 8,538,530 8,632,532 10,020,608 TOTAL USE OF FUNDS $ 5,491,885 $ 6,966,240 $ 8,484,376 $ 8,942,160 $ 8,951,159 $10,403,962 FY 2009110 KEY PROJECTS Strategic Goals Public Infrastructure Maintain the condition and availability of public facilities, transportation systems, and other public infrastructure Kev Projects Affordable Housing Opportunities The Agency continues its work in identifying and facilitating other opportunities for the development of affordable housing PROPOSED 2Q) LOS GATOS REDEVELOPMENT AGENCY cz Affordable Housing Fund KEY PROGRAM SERVICES Affordable Housing Set-Aside Projects • Provide planning, analysis and recommendations for potential affordable h ousing projects • Initiate an affordable housing project within the Redevelopment Project Area AFFORDABLE HOUSING PROGRAM STAFFING Full Tune Equivalent (FTE) Authorized 2405106 2006107 2007108 2008/09 2flo v10 ToivnStaff Positions Funded Funded Funded Funded Tended Economic Vitality Manager 0.05 0.05 0.05 0.05 0.05 0.1)5 Community Development Dir. 0.10 0.10 0.10 0.10 0.10 L 1 Asst. Community Dev. Dir. 0.15 0.20 0.20 0.20 0.15 l Associate Planner 0.10 0.10 0.10 0.10 0.25 0.10 Administrative Analyst - - - - - Community Services Director 0.05 0.05 0.05 0.05 0.05 0.01 Total Affordable Housing FTEs 0.45 0.50 0.50 0.50 0.60 (1.45 F-20 PROPOSED LOS GATOS REDEVELOPMENT AGENCY cg Affordable Housing Fund 2005/06 2006/.07 3007/08 2008/19 2009/10 Performance Objecfiyo and Measures Actual Actual Actual; 1_Sliluated Budget 1. Works in coordination with developers in the planning and programming of affotzfable housing projects. a. Percentage of affordable housing developers that Data Not Data Nor 100% 100% 100% are satisfied with RDA assistance. Ainiiable Available 2005/06 2006/07 2007/08 2008,'09 2009/10 Activity and «'orldoad Hiah ights Victual Actual Actual Estirpat6l Budget 1. Number of new affordable housing units produced, 15 15 5 20 20 under construction, or in the planning process as a result of RDA. F-21 PROPOSED P-22