1 - Town Offices SectionMay 12, 2011 PROPOSED
D – 3
Town Offices
PROGRAM PURPOSE
The Town Offices programs are comprised of the Town Council Administration and the Town Attorney
Administration, which includes the Self-Insurance Liability program. The purpose of each program is
outlined in the sections that follow this page.
BUDGET OVERVIEW
The FY 2011/12 Town Offices budget reflects adjustments to salaries and benefits due to staffing
allocations and changes in employee benefits. There are no anticipated changes to general administrative,
legal, and risk management services levels.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUE
Service Charges
000-
Interest Income2,973,491 1,957,206 - - - -
Other Services591 2,456 4,000 - 945 -
TOTAL REVENUES2,974,082$ 1,959,662$ 4,000$ -$ 945$ -$
EXPENDITURES
Salaries and Benefits354,377 373,943 330,173 319,567 311,624 354,541
Operating Expenditures108,537 89,565 54,891 58,230 53,785 53,830
Fixed Assets- 3,583 - - - -
Internal Service Charges33,742 29,158 26,804 26,736 27,675 27,853
TOTAL EXPENDITURES496,656$ 496,249$ 411,868$ 404,533$ 393,084$ 436,224$
SUMMARY OF REVENUES AND EXPENDITURES
May 12, 2011 PROPOSED
D – 4
TOWN OFFICES
Full Time Equivalents (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Town Attorney0.60 0.75 0.60 0.60 0.60 0.60
Deputy Town Attorney0.25 - - - - 0.25
Legal Admin Assistant- - - 0.25 0.25 -
Legal Assistant- - 0.25 - - -
Deputy Clerk- 0.05 0.05 0.05 0.05 -
Administrative Programs Mgr.- 0.10 0.10 - - -
Executive Asst. to the Town Mgr.0.50 0.50 0.50 0.50 0.50 0.50
Office Clerk0.35 0.25 0.35 0.35 0.35 0.35
Total General Fund FTEs1.70 1.65 1.85 1.75 1.75 1.70
NON-General Fund FTEs
Liability Self-Insurance
Town Attorney0.35 0.25 0.35 0.35 0.35 0.35
Deputy Town Attorney0.25 - - - - 0.25
Legal Admin Assistant- - - 0.25 0.25 -
Legal Assistant- - 0.25 - - -
Total Liability Fund FTEs0.60 0.25 0.60 0.60 0.60 0.60
Workers Compensation
Town Attorney0.05 - 0.05 0.05 0.05 0.05
Total Workers Comp FTEs0.05 - 0.05 0.05 0.05 0.05
Total Town Offices FTEs2.35 1.90 2.50 2.40 2.40 2.35
Elected Officials
Councilmembers5.00 5.00 5.00 5.00 5.00
Total Elected Officials5.00 5.00 5.00 5.00 5.00
Temporary Staff Hours
Intern175 175 175 175175
Total Annual Hours175 175 175 175 175
DEPARTMENT STAFFING
May 12, 2011 PROPOSED
D – 5
Town Council
TOWN COUNCIL ADMINISTRATION
PROGRAM 1101
PROGRAM PURPOSE
The Town Council is the elected legislative body that represents and directs the Town of Los Gatos. The
Town Council is comprised of five (5) Council members, with the Mayor and Vice Mayor appointed
annually by the Council each November. The Town operates under a Council/Manager (corporate) form
of government that combines the policy leadership of elected officials with the managerial responsibility
of an appointed Town Manager reporting to the Council. With the assistance of Town staff, the Mayor
and Town Council identify and adopt appropriate policy, program, and budget priorities for the Town.
As an elected Legislature, the Council’s priorities reflect, through its regulatory and budgetary
enactments, the aspirations of the residents of Los Gatos. These priorities are implicit in the programs
adopted and set forth in the annual operating budget for the Town of Los Gatos.
BUDGET OVERVIEW
The FY 2011/12 budget for the Town Council reflects an adjustment in salaries and benefits due to
changes in employee benefits. It is anticipated that resources allocated as part of the FY 2011/12 Council
budget will continue to include support for general administrative services, including agenda packet
preparation and distribution, customer and elected official support, and Council policy/program analysis.
However, given these limited resources, workload capacity and flexibility may not be sufficient to address
unanticipated service requests.
May 12, 2011 PROPOSED
D – 6
TOWN COUNCIL
KEY PROGRAM SERVICES
• Represents the residents of Los Gatos
• Formulates and enacts public policy in response to current and anticipated needs within political,
administrative, and fiscal constraints
• Provides community leadership as the legislative and policy-making body of the municipal
government
• Oversees Town boards and commissions
• Represents the Town of Los Gatos through coordination and collaboration with other government
agencies
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Sources
- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits124,670 139,544 136,603 153,242 150,149 180,996
Operating Expenditures17,950 18,920 19,335 23,700 20,200 23,700
Fixed Assets- - - - - -
Internal Service Charges5,210 4,901 4,264 4,487 3,835 4,487
TOTAL EXPENDITURES147,830$ 163,365$ 160,202$ 181,429$ 174,184$ 209,183$
SUMMARY OF REVENUES AND EXPENDITURES
Full Time Equivalents (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Administrative Programs Mgr.- 0.10 0.10 - - -
Executive Asst. to the Town Mgr.0.50 0.50 0.50 0.50 0.50 0.50
Office Clerk0.35 0.25 0.35 0.35 0.35 0.35
TOTAL PROGRAM FTEs0.85 0.85 0.95 0.85 0.85 0.85
2007/082008/092009/102010/112011/12
FundedFundedFundedFundedFunded
Elected Officials
Councilmembers5.00 5.00 5.00 5.00 5.00
TOTAL ELECTED OFFICIALS5.00 5.00 5.00 5.00 5.00
Temporary Staff Hours
Intern175 175175175175
TOTAL ANNUAL HOURS175 175 175 175 175
TOWN COUNCIL STAFFING
May 12, 2011 PROPOSED
D – 7
Town Attorney
TOWN ATTORNEY ADMINISTRATION
PROGRAM 1301
PROGRAM PURPOSE
The Town Attorney is the legal advisor to the Town Council, Redevelopment Agency and staff. In this
capacity, the Office of the Town Attorney provides a wide range of legal services to ensure that Town
actions and activities are legally sound. The core services of the Town Attorney’s Office include, but are
not limited to: providing timely legal advice to the Town Council, Town advisory bodies and staff;
drafting contracts, opinions, resolutions, and ordinances; reviewing, processing, and settling claims
against the Town; and prosecuting, and defending civil lawsuits against the Town.
BUDGET OVERVIEW
The FY 2011/12 budget for the Town Attorney’s Office reflects a change in salaries and benefits. There
are no anticipated changes in operating expenses; funding for outside legal services remains limited due
to available resources.
The FY 2011/12 budget for the Town Attorney program incorporates changes as part of a significant
restructuring affecting the Town Attorney program, Administrative Services Department, and other
departments. Specifically, a new .50 FTE Deputy Town Attorney position will replace the .50 FTE Legal
Admin Assistant, which is divided evenly between the Town Attorney Administration Program and the
Liability Self-Insurance Fund Program . This change in position reflects the required level and scope of
responsibility, and will result in an increase in productivity in the program. In addition, as part of the
broader executive office restructuring, the .50 FTE Clerk Administrator position in the Administrative
Services Department is being combined with the .50 FTE Deputy Town Attorney position for improved
efficiencies and service levels. The Town Attorney would assume additional day-to-day supervisory
responsibilities for the clerk functions.
May 12, 2011 PROPOSED
D – 8
TOWN ATTORNEY
ACCOMPLISHMENTS
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Service Charges - - - - - -
Other Sources591 2,456 4,000 - 945 -
TOTAL REVENUES591$ 2,456$ 4,000$ -$ 945$ -$
EXPENDITURES
Salaries and Benefits178,708 182,269 193,570 166,325 161,475 173,545
Operating Expenditures48,543 23,497 35,556 34,530 33,585 30,130
Fixed Assets- - - - - -
Internal Service Charges24,403 24,212 22,540 22,249 23,840 23,366
TOTAL EXPENDITURES251,654$ 229,978$ 251,666$ 223,104$ 218,900$ 227,041$
SUMMARY OF REVENUES AND EXPENDITURES
Core Values Accomplishments
Good
Governance
Ensure
responsive,
accountable and
collaborative
government
• Standardized and streamlined Town contracts to achieve internal
efficiencies and decrease Town’s risk exposure.
Community
Character
Preserve and
enhance
the appearance,
character and
environmental
quality
of the community
• Advised and facilitated in the adoption of the General Plan & Housing
Elementand on a significant number of development projects approved.
May 12, 2011 PROPOSED
D – 9
TOWN ATTORNEY
FY 2011/12 KEY PROJECTS
KEY PROGRAM SERVICES
• Represents the Town regarding litigation matters, including criminal prosecutions of code
violations
• Serves as the legal advisor for the Town Council, Town staff, and Redevelopment Agency
• Processes and evaluates all personal injury, property damage and other monetary claims against
the Town and manages all litigation involving the Town
• Drafts and/or reviews all proposed ordinances and resolutions
• Supervises personal injury or property damage claims and related claims litigation
• Reviews and/or drafts Town staff reports and contracts
• Assists in the administration of the Town’s liability insurance and risk management program
• Negotiates key transactions such as property acquisitions
• Provides legal advice and support to Town Boards and Commissions
Core Values Key Projects
Good
Governance
Ensure
responsive,
accountable and
collaborative
government
Process Improvements
The Town Attorney’s Office is a service department that must be available to
respond to the varying needs of the Town Council and Town staff. However,
without compromising this key focus, the Town Attorney will continue to assist in
streamlining administrative functions, including contract management, council
action, and code enforcement, and reducing the cost of legal services and overall
Town liability.
Community
Character
Preserve and
enhance
the appearance,
character and
environmental
quality
of the community
Policy Development
Assist and advise on the review and revision to the Town’s Entertainment and
Alcohol Policy, development of the North 40 site, and other significant
Development projects (Albright, Dittos, Los Gatos Boulevard)
May 12, 2011 PROPOSED
D – 10
TOWN ATTORNEY
Full Time Equivalents (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Town Attorney0.60 0.75 0.60 0.60 0.60 0.60
Deputy Town Attorney0.25 - - - - 0.25
Legal Admin Assistant- - - 0.25 0.25 -
Legal Assistant- - 0.25 - - -
Deputy Clerk- 0.05 0.05 0.05 0.05 -
TOTAL PROGRAM FTEs0.85 0.80 0.90 0.90 0.90 0.85
TOWN ATTORNEY STAFFING
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage of claims for denial or approval
processed within forty-five days of filing:
98%98%98%98%98%
2.
a.Percentage of staff reports and contracts
reviewed in twenty-four hours of receipt:
95%95%95%95%95%
b.Percentage of formal Request for Written
Opinions prepared within three working days:
95%95%95%95%95%
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.2516151517
2.2530202022
3.82556
4.2416202024
5.2413121515
6.150150229150150
7.251911008060
8.2515151520Number of claims:
Number of cases closed:
Number of property loss reports processed:
Number of subpoenas handled:
Number of incident reports processed:
To reduce the legal and financial consequences
of claims and lawsuits against the Town.
To protect the Town from legal exposure
through the timely review of contracts, staff
reports, and Town policies and practices.
Number of Public Records Act requests
processed:
Number of resolutions and ordinances developed:
Number of opinion requests and contracts
reviewed:
May 12, 2011 PROPOSED
D – 11
Town Attorney
LIABILITY SELF-INSURANCE FUND
PROGRAM 1302
FUND PURPOSE
The Town is a member of the Association of Bay Area Government (ABAG) insurance pool, a self-
insurance program established in 1986 to provide general liability, property insurance, and risk
management services to 30 cities within the Bay Area. This coverage minimizes the Town’s exposure to
losses as a result of Town policy or actions.
The annual premium paid by the Town allows for $10 million total coverage with a $50,000 deductible
per occurrence. Self–insurance rates have been established to accurately allocate the cost of this internal
service fund to all programs based on staffing levels, thus more accurately distributing and reflecting
actual costs of services.
BUDGET OVERVIEW
The FY 2011/12 budget reflects changes to salaries and benefits and a decrease in operating expenditures.
While the Town’s liability and insurance costs remain somewhat reasonable, staff will explore other
means to meet the Town’s need at a reduced cost. The Town continues to receive grant funding and make
strides in the area of risk management.
The Liability Self-Insurance Fund incorporates changes as part of a significant restructuring affecting the
Town Attorney Administration program, Administrative Services Department, and other departments.
Specifically, a new .50 FTE Deputy Town Attorney position will replace the .50 FTE Legal Admin
Assistant, which is divided evenly between the Town Attorney Administration Program and the Liability
Self-Insurance Fund Program. This change in position reflects the required level and scope of
responsibility, and will result in an increase in productivity in the program.
The Self-Insurance program is funded through departmental charges based on established assessment
rates per labor dollar expended. Service rates are established to maintain fund balance capacity at a
minimum of three times the annual operating expense. This rule of thumb provides a funding source for
potential claims against the Town. Excess funding is reduced through lower service rates and transfers
back to the General Fund.
May 12, 2011 PROPOSED
D – 12
TOWN ATTORNEY
Liability Self-Insurance Program
As the Self-Insurance program’s overall cost remains significantly lower than in previous years due to a
low-claims history, the labor rate assessments to the departments will continue at the reduced rates
established in FY 2004/05. These rates reflect a 20% decrease in FY 2004/05 from the 80%
assessment levels initiated in FY 2003/04. This lower rate more accurately reflects actual program costs
which results in reduced revenue to this program and produces town-wide reductions in program
expenses. Program costs will be evaluated in FY 2011/12 to determine if the current assessments need to
be revised.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Loan to CIP - Police Facility- - - - - -
Undesignated2,125,031 1,855,443 2,091,698 2,078,634 2,078,634 1,972,352
Total Beginning Fund Balance
2,125,031 1,855,443 2,091,698 2,078,634 2,078,634 1,972,352
Revenues
Service Charges561,436 530,881 491,082 511,820 511,820 532,958
Other Sources25,000 9,445 - - - -
Total Revenues
586,436 540,326 491,082 511,820 511,820 532,958
TOTAL SOURCE OF FUNDS2,711,467 2,395,769$ 2,582,780$ 2,590,454$ 2,590,454$ 2,505,310$
USE OF FUNDS
Expenditures
Salaries and Benefits80,679 98,816 124,733 115,642 113,530 123,474
Operating Expenditures765,345 205,255 379,413 531,750 504,572 501,750
Fixed Assets10,000 - - - - -
Internal Service Charges- - - - - -
Total Expenditures
856,024 304,071 504,146 647,392 618,102 625,224
Operating Transfers
Transfer to General Fund- - - - - -
Total Operating Transfers
- - - - - -
Ending Fund Balance
Loan to CIP - Police Facility- - - - - -
Undesignated1,855,443 2,091,698 2,078,634 1,943,062 1,972,352 1,880,086
Total Ending Fund Balance
1,855,443 2,091,698 2,078,634 1,943,062 1,972,352 1,880,086
TOTAL USE OF FUNDS2,711,467 2,395,769 2,582,780$ 2,590,454$ 2,590,454$ 2,505,310$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D – 13
TOWN ATTORNEY
Liability Self-Insurance Program
FY 2011/12 KEY PROJECTS
KEY PROGRAM SERVICES
• Act as liaison with the Town’s Liability Insurance administration
• Inform Town Council and Town Management of potential claims and results
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Town Attorney0.35 0.25 0.35 0.35 0.35 0.35
Assistant Town Manager- 0.05 - - -
Deputy Town Attorney0.25 0.25
Legal Admin Assistant- 0.25 0.25 -
Legal Assistant- - 0.25 - - -
Clerk Administrator- 0.05 - - - -
Account Technician0.10 - 0.10 0.10 0.10 0.10
MIS Specialist- 0.25 - - - -
Total Liability FTEs0.70 0.55 0.75 0.70 0.70 0.70
LIABILITY SELF-INSURANCE PROGRAM STAFFING
Core Values Key Projects
Good Governance
Ensure responsive,
accountable and
collaborative
government
Premium Management
Emphasize the improvement of safety concerns by actively pursuing ABAG
training programs. In an effort to minimize insurance claims, the insurance
pool offers safety training in areas which produce a high liability risk. Explore
alternative insurance and liability fund structures and providers to reduce costs
while maintaining appropriate risk coverage.
May 12, 2011 PROPOSED
D – 14