5 - PPW SectionMay 12, 2011 PROPOSED
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Parks & Public Works Department
DEPARTMENT PURPOSE
The Parks and Public Works Department (PPW) is responsible for maintaining the Town’s public parks,
facilities, roadways, right-of-ways, and all infrastructure. Five organizational units (Administration,
Parks Services, Engineering Development Services, Engineering Program Services, and Streets and
Signals Programs) work in coordination to achieve the department’s overarching goal of ensuring the
Town’s public use areas are safe, functional, and attractive. Additional departmental services that support
these objectives include the Facilities Maintenance, Vehicle Maintenance, and Non-Point Source
Programs. In addition to providing ongoing maintenance activities, the Parks and Public Works
Department staff provides information and outreach to Town residents, businesses, and the public
concerning the department’s programs and activities that are available to them and projects that may
affect them.
BUDGET OVERVIEW
For FY 2011/12, the department will make some changes to personnel and operations to preserve front-
line services and better align workload with service demands. One personnel change is the elimination of
1.0 FTE Tree Trimmer position from the Streets and Signals program and the duties associated with that
position will be handled through contractual services with oversight by the Town Arborist. Additionally,
there will be a reduction in the contract for porter services that will result in additional duties for Town
staff. This change will modify the downtown trash collection and park services on the weekends during
the summer months with no significant service impact. Part-time Parks Services staff will be utilized to
handle these tasks instead of a contractor, which will result in savings to this program.
Other restructuring efforts include the reassignment of work to maintain service levels. The Engineering
Development Services Program will continue to share an Engineering Inspector position (.50 FTE) with
the Community Development Department as a cost savings measure. Also, the Engineering Development
Services Program will eliminate the temporary employee services expense from its budget as a cost
savings measure. In the Facilities Maintenance Program, the 1.0 FTE Facilities Technician position will
be reclassified and replaced with a Maintenance Worker position, allowing more staffing flexibility.
Additional savings will be generated by reducing the frequency of residential street sweeping from every
three weeks to once a month, which also provides greater predictability and regularity for residents.
Downtown street sweeping will remain weekly.
In addition to these staffing changes, the Engineering Program’s public counter hours will continue to
operate at limited hours: from 8:00 am to 1:00 pm Monday through Friday. These hours mirror the public
counter hours offered by the Finance and Community Development Departments.
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PARKS & PUBLIC WORKS DEPARTMENT
The next generation of the NPDES storm water permit, called the Municipal Regional Stormwater Permit
(MRP), was adopted by the California Regional Water Quality Control Board in October 2009. The new
MRP, which is on a five-year permit cycle, requires additional staff time to track and monitor projects.
One significant change for Public Works operations is the maintenance of the newly installed trash
capture devices, which is a requirement of the new permit. The Engineering staff, in coordination with
the Community Development Department, will continue to review the new regulations to assess the long
term budget impacts associated with implementation of this permit.
Additionally, this fiscal year there is a proposed reduction in personnel overtime costs. This decrease in
overtime involves reducing hours for the Department’s “Standby Program” which places staff on “stand-
by” to address unforseen emergencies. Standby will be available during the heavy weather months from
November through March instead of year around. This reduction will affect the Streets and Signals, Park
Services, and Facilities Maintenance Programs; however an impact on services is not expected.
Management staff, dispatch, and on-duty Police Sergeants will ensure appropriate Town response as
needed during the months without on-call standby maintenance staff.
During this fiscal year, the department will be involved in completing various major capital improvement
projects. Some of these projects include the construction of the new Los Gatos Creekside Sports Park, a
Safe Routes to School safety improvement project on Blossom Hill Road, and University Avenue and
Highway 9 intersection improvements, completion of the new library, and initiation of the Almond Grove
street improvements. Also, the Facilities Maintenance Program will manage several major energy
efficiency projects, resulting in lower operating costs for the Town.
Last, as part of its work plan, the Parks Services Program will work collaboratively with the community
to begin the development of a non-profit “Friends of the Park” group. The purpose of the group is to
assist in the management and distribution of work projects and solicit local service groups and businesses
for financial and/or in-kind resources for park-related services.
ACCOMPLISHMENTS
Core Values Accomplishments
Civic Enrichment
Foster
opportunities for
citizen
involvement, and
cultural,
recreational and
individual
enrichment
• Completed the resurfacing of the basketball court at Bachman Park and the
tennis courts at Blossom Hill and La Rinconada Parks.
• Renovated playgrounds at Bachman, Belgatos and Blossom Hill Parks, to
bring the playgrounds up to the most current safety and ADA standards.
• Supported Town-sponsored special events including 4th of July, Screen on
the Green, Holiday Tree Lighting, Children’s Holiday Parade, and the
National Arbor Day event.
May 12, 2011 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
The above totals reflect General Fund programs. Additional Parks and Public Works programs are reflected in
separate Special Revenue and Internal Service Funds following the General Fund portion of this section. Staffing
assignments to the Capital Program and Redevelopment Agency are reflected outside of the department’s budget.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Miscellaneous Taxes6,590 3,198 4,352 4,000 6,000 4,000
Licenses & Permits283,505 289,161 323,078 241,600 263,600 263,600
Intergovernmental- - 2,981 - - 30,000
Service Charges281,693 336,285 394,957 627,950 627,950 628,610
Other Sources34,967 137,720 110,153 13,535 16,000 33,535
TOTAL REVENUES606,755 766,364 835,521 887,085 913,550 959,745
EXPENDITURES
Salaries and Benefits3,121,979 3,557,199 3,119,186 3,428,414 3,301,107 3,546,293
Operating Expenditures1,222,679 1,309,821 1,149,147 1,269,830 1,214,171 1,361,780
Fixed Assets5,000 6,240 24,516 - - -
Internal Service Charges891,946 918,517 844,337 764,136 758,551 812,834
Buildings & Facilities- - - - - -
TOTAL EXPENDITURES5,241,604 5,791,777 5,137,186 5,462,380 5,273,829 5,720,907
EXPENDITURES BY PROGRAM
Administration313,787 375,738 260,813 265,116 260,547 276,366
Park Services1,917,506 2,194,914 1,532,274 1,715,937 1,661,532 1,647,647
Engineering Development Srvcs798,366 769,055 674,246 592,179 697,798 614,139
Engineering Program Srvcs681,119 787,382 688,241 844,148 653,674 847,369
Streets/Signals/Sidewalks1,376,196 1,436,054 1,762,184 1,765,000 1,712,052 1,846,991
Property Damage Claims49,340 82,237 89,996 - - -
Conserv.,Recyc. & Sustainability208,395
Pass Thru Accounts105,290 146,397 129,432 280,000 288,226 280,000
TOTAL EXPENDITURES5,241,604 5,791,777 5,137,186 5,462,380 5,273,829 5,720,907
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
May 12, 2011 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Authorized2007/082008/092009/102010/112011/12
General Fund
PositionsFundedFundedFundedFundedFunded
Parks & Public Works Director1.00 1.00 1.00 1.00 1.00 1.00
Asst PPW Dir/Town Engineer1.00 1.00 1.00 1.00 1.00 1.00
Superintendent1.50 1.70 1.70 0.70 1.50 1.50
PPW Supervisor- - - 1.00 - -
Administrative Analyst1.00 1.00 1.00 1.00 1.00 1.00
Administrative Specialist1.00 1.00 1.00 1.00 1.00 1.00
Public Works Specialist- 0.80 1.80 - - -
Administrative Secretary0.80 1.00 1.00 1.80 0.80 0.80
Secretary III1.00 - - - 1.00 1.00
Environmental Service Coordinator0.50 - - - - 0.50
Associate Civil Engineer3.00 3.00 3.00 3.00 3.00 3.00
Assistant Civil Engineer1.00 1.00 1.00 1.00 1.00 1.00
Engineering Technician1.00 - 1.00 1.00 1.00 1.00
Sr Engineering Inspector1.00 1.00 1.00 1.00 1.00 1.00
Engineering Inspector- 1.00 1.00 2.00 - -
Building Inspector0.50 - - - 0.50 0.50
Parks Service Officer1.00 1.91 2.00 1.00 1.00 1.00
Town Arborist1.00 1.00 1.00 1.00 1.00 1.00
Tree Trimmer/High Climber- 1.00 1.00 1.00 1.00 -
Lead Parks & Maint. Worker2.00 1.93 2.00 2.00 2.00 2.00
Sr. Parks & Maintenance Worker- - 1.00 - - -
Parks & Maintenance Worker8.00 8.51 9.00 9.00 8.00 8.00
Total General Fund FTEs26.30 27.85 31.50 29.50 26.80 26.30
NON-General Fund FTEs (in Parks & Public Works Department programs unless otherwise noted)
Solid Waste Management (FTEs located in Community Services Department under Program 6302)
Park Service Officer- 0.09 - - - -
Facility Technician- 0.07 - - - -
Lead Parks & Maint. Worker- 0.07 - - - -
Parks & Maintenance Worker- 0.49 - - - -
Total Solid Waste Fund FTEs- 0.72 - - - -
Non-Point Source
Sweeper Operator1.00 1.00 1.00 1.00 1.00 1.00
Total Non-Point Source FTEs1.00 1.00 1.00 1.00 1.00 1.00
Vehicle Maintenance
Superintendent0.30 0.30 0.30 0.30 0.30 0.30
PPW Supervisor- 0.07 0.07 - - -
Public Works Specialist- 0.20 0.20 - - -
Administrative Secretary0.20 - - 0.20 0.20 0.20
Equipment Mechanic1.00 2.00 2.00 1.00 1.00 1.00
Apprentice Mechanic- - - 1.00 - -
Total Vehicle Maint. FTEs1.50 2.57 2.57 2.50 1.50 1.50
DEPARTMENT STAFFING
Full Time Equivalent (FTE)
May 12, 2011 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Authorized2007/082008/092009/102010/112011/12
PositionsFundedFundedFundedFundedFunded
Facilities Maintenance
Superintendent0.20 - - - 0.20 0.20
PPW Manager- - - 1.00 - -
PPW Supervisor- 0.93 0.93 - - -
Lead Parks & Maint. Worker1.00 - - - 1.00 1.00
Parks & Maintenance Worker1.00 - - - - 1.00
Facility Technician- 0.93 1.00 1.00 1.00 -
Total Facilities Maint. FTEs2.20 1.86 1.93 2.00 2.20 2.20
CIP Library Project (FTEs located in Capital Improvement Program under Fund 400)
PPW Manager1.00
- - - 1.00 1.00
Total CIP Project FTEs1.00 - - - 1.00 1.00
Total PPW Department FTE's32.00 34.00 37.00 35.00 32.50 32.00
Temporary Staff Hours
Office Intern1,000 - - - -
Office Clerk- 400 368 1,000 1,000
Engineering Technician1,560 - - - -
Engineering Intern1,000 - - - -
Park Service Officer- - 1,000 1,000 1,000
Maintenance Assistant5,200 4,784 5,412 5,412 6,791
Total Annual Hours8,760 5,184 6,780 7,412 8,791
Full Time Equivalent (FTE)
DEPARTMENT STAFFING
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Parks & Public Works Department
PARKS & PUBLIC WORKS ADMINISTRATION
PROGRAM 5101
PROGRAM PURPOSE
The Administration Program supports the delivery of services throughout the department. The primary
responsibilities include managing and coordinating the efforts of the department’s programs, which
includes organizing meetings with citizens, contractors, and agencies, preparing and developing budget
documents; administering the traffic calming program; processing and managing grants; and preparing
reports to the Town Council, commissions and Town Manager.
BUDGET OVERVIEW
The FY 2011/12 Administration Program budget reflects some minor changes. Due to a 1.0 FTE
Administrative Specialist vacancy in FY 2010/11, administrative and clerical job duties were
redistributed, using additional temporary staff to assist with the transition. The department will continue
to use this additional clerical support to manage workload in the Vehicle Maintenance and Engineering
Development Services Programs.
The public counter hours in Engineering Program Services will continue to operate at reduced hours;
from 8:00 am to 1:00 pm Monday through Friday. These hours mirror the public counter hours offered
by the Community Development and Finance Departments. In addition, the program has utilized flex-
hour work schedules to reduce overtime pay and to effectively manage the community’s service demands.
Staff will manage the complex federal and state grant fund documentation and reimbursement processes,
and conduct customer service surveys of each program’s customers (e.g. permit applicants, park
reservation users, etc.) to measure customer satisfaction. Additionally, the Administration Program staff
will continue to manage the new online park reservation system that was launched in January 2009.
May 12, 2011 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Administration
FY 2011/12 KEY PROJECTS
Core Values Key Projects
Good Governance
Ensure responsive,
accountable and
collaborative
government
Administration of Online Park Reservation System
Staff will continue to administer the online park reservation software for park and
picnic facilities. It is anticipated that 90% of the 650 expected reservations in the
coming year will be completed online.
Customer Service Efficiency
The Administration Program staff will focus on evaluating processes, procedures and
systems to obtain input and feedback from customers to continuously improve the
delivery of service to both internal and external customers.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Sources- - - - - -
TOTAL REVENUES- - - - - -
EXPENDITURES
Salaries and Benefits218,848 295,029 204,996 198,228 197,512 206,740
Operating Expenditures35,914 19,634 11,793 24,370 18,675 24,370
Internal Service Charges59,025 61,075 44,024 42,518 42,560 45,256
TOTAL EXPENDITURES313,787 375,738 260,813 265,116 258,747 276,366
SUMMARY OF REVENUES AND EXPENDITURES
May 12, 2011 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Administration
KEY PROGRAM SERVICES
• Provide walk-in and phone customer service for departmental programs and services
• Provide internal clerical and program support for departmental services
• Oversee regulatory and project operations
• Manage the department’s budget
• Pursue grant funding to enable the Town to implement key projects
• Facilitate neighborhood meetings to discuss concerns related to traffic calming, street
improvements, and other parks and public works-related issues
• Provide staff support to the Parks Commission and Transportation and Parking Commission and
assist in coordination of commission-sponsored projects
• Provide support for Town-wide committees having mutual project interests, such as Community
Unity projects, Town-wide Health & Safety Committee, Bicycle Advisory Committee, Town
Outreach Team, and Los Gatos Town Employees Foundation
• Administer the processing of permits and Town park reservations
• Oversee department employee training and safety programs
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Parks & Public Works Director0.40 0.40 0.40 0.40 0.40 0.40
Administrative Analyst0.25 0.25 0.25 0.25 0.25 0.25
Administrative Specialist0.25 0.25 0.25 0.25 0.25 0.25
Public Works Specialist- 0.10 1.10 - - -
Administrative Secretary0.10 0.40 0.40 0.50 0.10 0.10
Secretary III0.40 - - - 0.40 0.40
TOTAL PROGRAM FTE's1.40 1.40 2.40 1.40 1.40 1.40
2007/082008/092009/102010/112011/12
Temporary Staff Hours
FundedFundedFundedFundedFunded
Office Intern1,000 - -
Office Clerk- 400 368 650 650
TOTAL ANNUAL HOURS1,000 400 368 650 650
Full Time Equivalent (FTE)
PPW ADMINISTRATION PROGRAM STAFFING
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Parks & Public Works Department
ENGINEERING PROGRAM SERVICES
PROGRAM 5201
PROGRAM PURPOSE
Engineering Program Services provides oversight for Town engineering activities not related to private
development. This includes the design, construction management, and administration of the Capital
Improvement Program (CIP) to improve the Town’s public infrastructure (such as streets, sidewalks,
storm drains, parks, retaining walls, buildings, and signalized intersections) with an emphasis on
delivering capital projects within their planned schedules and budgets. Engineering operations also
effectively manage: Town-wide and neighborhood traffic issues such as the Town’s traffic calming
policy, engineering inspection services to ensure the Town’s project contractors are meeting contract
standards and requirements, development of GIS data to manage Town infrastructure, right-of-way and
property boundary issues, and the administration of the asset management and workload tracking
software.
BUDGET OVERVIEW
Engineering Program Services provides non-fee-related engineering services and activities. Budgeted
staffing supports engineering design, review, and construction oversight of the Town’s CIP projects and
inspection activities to ensure construction is built as approved. The Engineering Program Services staff
oversees grant fund applications and reimbursements, and public information meetings and notifications.
Additionally, traffic engineering management for traffic control, signalization, daily operations and joint
agency coordination of shared intersections and roadways, are funded in this program.
For FY 2011/12, staff will continue to manage the construction of the new library building and various
Capital Improvement Program (CIP) projects. Key street and intersection improvements this fiscal year
include Blossom Hill Road, Highway 9 and University Avenue, and Wedgewood Avenue. Street
reconstruction is also scheduled for the Almond Grove area. Program staff will coordinate with other
Town staff on the design and construction of the new Los Gatos Creekside Sports Park.
In addition, Engineering Program Services will continue to reallocate funding for its Assistant Civil
Engineer and Engineering Inspector positions. This reallocation will shift .50 FTE funding of both
positions to the Town’s CIP budget. This funding approach is consistent with other government with a
May 12, 2011 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
similar classification. The positions will be funded through reimbursements from the General Fund
Appropriated reserves (GFAR) to the General Fund for work performed on Town CIP projects. It is
anticipated that various capital projects, including grants, will provide the resources required for this
funding shift. This reallocation will allow for increased program support as the CIP grows in the future.
FY 2011/12 KEY PROJECTS
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Sources- - - - - -
TOTAL REVENUES- - - - - -
EXPENDITURES
Salaries and Benefits572,623 658,020 604,510 747,057 566,032 748,263
Operating Expenditures30,412 52,308 12,116 20,560 19,340 20,560
Internal Service Charges78,084 77,054 71,615 76,531 68,059 78,546
TOTAL EXPENDITURES681,119 787,382 688,241 844,148 653,431 847,369
SUMMARY OF REVENUES AND EXPENDITURES
Core Values Key Projects
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational and
individual
enrichment
Los Gatos Creekside Sports Park
The program staff will work on the design and construction of the new Los Gatos
Creekside Sports Park. This project will provide several multi-use sports fields and
a facility for the community’s recreational needs. This sports park will also
provide a connection to the Los Gatos Creek Trail and Vasona County Park, which
are major recreational destinations. It is anticipated that the facility will be
completed in Winter 2011/12.
Library Facility Project
The program staff has provided technical and engineering assistance on this project
throughout the design and construction phases. Staff will continue to provide these
services until the project is completed in 2012. Additionally, staff will work on the
design for remodeling of the old library facility space for reuse.
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
KEY PROGRAM SERVICES
Capital Improvement Projects
• Provide plans, specifications, estimates, right-of-way plans, and property descriptions for Town
projects; coordinate consultants; and administer contracts
• Design and administer projects for the annual Capital Improvement Program, including curb,
gutter and sidewalk improvement analysis
• Provide administrative and engineering support services for the various new parks improvement
projects funded with Propositions 12 & 40 Bond Act grant funds
Traffic Engineering
• Perform traffic engineering analysis
• Manage neighborhood traffic concerns and requests, including the traffic calming program
Community Information
• Provide assistance to the public regarding engineering services
Core Values Key Projects
Quality Public
Infrastructure
Maintain the
condition and
availability of
public facilities,
transportation
systems, and other
public
infrastructure
Capital Improvement Projects (CIP)
The program staff will continue to work on the design and construction of
currently programmed capital projects and the preparation of construction
documents for future capital projects. Due to capacity issues and project funding,
staff will have to prioritize projects in the five-year Capital Improvement Program
(CIP). Program staff will pursue grant opportunities where applicable for capital
projects. Planned CIP projects include: construction of the new Library, design and
construction of the Los Gatos Creekside Sports Park, construction of Highway 9 &
University Avenue intersection improvements, construction of Blossom Hill Road
improvements (Cherry Blossom Lane to Camino Del Cerro) and construction of
Wedgewood Avenue improvements (Mulberry Drive to Granada Way). A key
component of the CIP program is rehabilitation of Almond Grove District street
infrastructure, for which staff will begin the design phase during Spring/Summer
2011. Additionally, program staff will continue to work on the Town’s annual
street resurfacing; curb, gutter and sidewalk replacement, and retaining wall
replacement projects.
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Asst PPW Dir/Town Engineer0.80 0.82 0.82 0.82 0.80 0.80
Administrative Analyst0.25 0.25 0.25 0.25 0.25 0.25
Administrative Specialist0.20 0.20 0.20 0.20 0.20 0.20
Administrative Secretary- 0.50 0.50 0.50 - -
Secretary III0.50 - - - 0.50 0.50
Associate Civil Engineer1.60 1.33 1.33 1.33 1.30 1.60
Assistant Civil Engineer0.20 0.20 0.20 0.20 0.20 0.20
Engineering Technician1.00 - 1.00 1.00 1.00 1.00
Sr. Engineering Inspector0.70 0.85 0.85 0.85 0.85 0.70
Engineering Inspector- 0.20 0.20 0.20 - -
Building Inspector0.15 - - - 0.50 0.15
TOTAL PROGRAM FTEs5.40 4.35 5.35 5.35 5.60 5.40
2007/082008/092009/102010/112011/12
Temporary Staff Hours
FundedFundedFundedFundedFunded
Engineering Technician1,260 -
TOTAL ANNUAL HOURS- - - - -
Full Time Equivalent (FTE)
ENGINEERING PROGRAM SERVICES
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage of residential households in traffic
calming project neighborhood rating their experience
in the process as satisfactory:
67%67%67%N/AN/A
b.Percentage of residential households approving the
traffic calming proposal developed by Town staff
(67% approval required):
N/AN/A80%71%67%
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.43321
2.33322
3.41122
4N/AN/AN/A1010
5.N/AN/AN/A100%100%
6.N/AN/AN/A100%100%
To effectively manage neighborhood traffic consistent
with the Town's traffic calming policy.
Number of traffic calming projects closed:
Number of traffic calming projects:
Number of traffic calming requests received:
Number of CIP projects completed:
Percentage of CIP projects completed within budget:
Percentage of CIP projects completed within schedule:
May 12, 2011 PROPOSED
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Parks & Public Works Department
ENGINEERING DEVELOPMENT SERVICES
PROGRAM 5202
PROGRAM PURPOSE
The Engineering Development Services Program, in coordination with the Town’s Community
Development Department, provides services for private development projects to ensure development
projects are processed and constructed in accordance with Town standards. Engineering functions also
include reviewing plans and specifications, and inspection services for grading, drainage, and
encroachment in the public right-of-way issues. The goal of this program is to recover engineering staff
costs and expenditures related to private development oversight.
BUDGET OVERVIEW
The FY 2011/12 program budget reflects reduced temporary employee services expenses. If additional
engineering review work is needed on projects, these requests will be addressed through developer fees
via a pass-through account.
Total program expenditures have increased primarily due to changes in benefits. The program budget
also reflects the continued reallocation of a Parks and Public Works .50 FTE Engineering Inspector
position to the Community Development Department. The position will continue to perform inspections
for both Engineering Development Services and Engineering Program Services, and also perform
development services related to inspections for the Community Development Department. This
personnel sharing model worked successfully last year and staff will continue to monitor this arrangement
so that personnel’s time is utilized as efficiently as possible.
The Engineering Program’s public counter hours will continue to operate at limited hours: from 8:00 am
to 1:00 pm Monday through Friday. These hours mirror the public counter hours offered by the Finance
and Community Development Departments. In addition, the program has utilized flex-hour work
schedules to reduce overtime pay and to effectively manage the community's service demands.
May 12, 2011 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
FY 2011/12 KEY PROJECTS
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Licenses & Permits141,391 121,524 151,878 95,100 95,100 95,100
Intergovernmental- - 2,981 - - -
Service Charges151,231 173,780 247,081 332,000 332,000 332,000
Other Sources- - 13,357 - - -
TOTAL REVENUES292,622 295,304 415,297 427,100 427,100 427,100
EXPENDITURES
Salaries and Benefits515,540 648,647 524,185 482,529 586,095 521,571
Operating Expenditures192,823 31,724 54,762 33,260 30,030 16,460
Fixed Assets - 8,962 - - -
Internal Service Charges90,003 88,684 86,337 76,390 81,280 76,108
TOTAL EXPENDITURES798,366 769,055 674,246 592,179 697,405 614,139
SUMMARY OF REVENUES AND EXPENDITURES
Core Values Key Projects
Good Governance
Ensure responsive,
accountable and
collaborative
government
Development Projects
The Development Team (Community Development, Parks & Public Works, Fire
and Police Departments) will continue to work on several key private development
projects in Los Gatos. These projects include development of the North 40 site and
redevelopment of the Albright site. Staff will work collaboratively with residents
and private developers throughout the development process so that these projects
are in compliance with Town regulations.
Municipal Regional Permit
Program staff will take on an increased role in monitoring and educating private
developers about compliance issues related to the Bay Area Stormwater Municipal
Regional Permit. New private development regulations were passed by the State
of California’s Regional Water Quality Control Board in October 2009. The
permit requires compliance in a broad range of areas, such as private development,
maintenance and operations, trash monitoring, and pesticide use.
Quality Public
Infrastructure
Maintain the
condition and
availability of
public facilities,
transportation
systems, and other
public
infrastructure
Grading Ordinance
The Development Team (Community Development, Parks & Public Works, Fire
and Police Departments) will continue to work on the development of the new
grading ordinance, which is tentatively scheduled for Town Council review during
FY 2011/12. This new grading ordinance provides guidelines that will be aligned
with the hillside development guidelines the Town has adopted. In addition, the
new ordinance will provide criteria that are compatible with the development
projects that are being built in Town now, as the current ordinance is outdated.
May 12, 2011 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
KEY PROGRAM SERVICES
Development Projects
• Review development applications for compliance with Town grading and engineering standards
• Review plans and approve final maps (tracts) and parcel maps as required by state law
• Conduct inspections of work within public right-of-way through the encroachment permit process
Traffic Engineering
• Perform traffic engineering analysis for proposed development projects
Community Information
• Provide assistance to the public regarding right-of-way issues
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Parks & Public Works Director0.20 0.20 0.20 0.20 0.20 0.20
Asst PPW Dir/Town Engineer0.20 0.18 0.18 0.18 0.20 0.20
Administrative Specialist0.05 0.05 0.05 0.05 0.05 0.05
Administrative Secretary- 0.10 0.10 0.10 - -
Secretary III0.10 - - - 0.10 0.10
Associate Civil Engineer1.40 1.67 1.67 1.67 1.70 1.40
Assistant Civil Engineer0.80 0.80 0.80 0.80 0.80 0.80
Sr. Engineering Inspector0.30 0.15 0.15 0.15 0.15 0.30
Engineering Inspector- 0.80 0.80 0.80 - -
Building Inspector0.35 - - - - 0.35
TOTAL PROGRAM FTEs3.40 3.95 3.95 3.95 3.20 3.40
2007/082008/092009/102010/112011/12
Temporary Staff Hours
FundedFundedFundedFundedFunded
Engineering Technician300 - - - -
Engineering Intern1,000 - - - -
TOTAL ANNUAL HOURS1,300 - - - -
Full Time Equivalent (FTE)
ENGINEERING DEVELOPMENT SERVICES
May 12, 2011 PROPOSED
D -156
PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage of conventional encroachment permits
that are processed by Engineering staff within 5
business days.
Data Not
Available
Data Not
Available
Data Not
Available
90%90%
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.2017151320
2.175200200180210
To provide an effectively and efficient encroacments
permit approval process:
Number of encroachment permits processed:
Number of grading permits processed:
May 12, 2011 PROPOSED
D -157
Parks & Public Works Department
PARK SERVICES
PROGRAM 5301
PROGRAM PURPOSE
The Park Services Program provides maintenance of the Town’s parks, trails, open spaces, facility
grounds, median islands, roadside banks, parking lot landscaping, downtown planters, and the urban
forest. In addition, Park Services staff maintains recreational areas for residents and visitors, beautifies
the cityscape, and takes care of functional public areas throughout the community. Additional services
include administering park use fees and reservations, providing code enforcement in the Town’s parks
and open space areas, managing the pesticide use program, and ensuring the safety of parks’ playground
equipment.
BUDGET OVERVIEW
Some park maintenance services will continue to be contracted out as a strategy to minimize operational
expenses and focus on higher priority projects. The contractual services include landscape maintenance,
median island maintenance, and weed abatement services. Outsourcing these services will decrease
personnel costs with minimal impact on public service. This outsourcing model was successful last fiscal
year and had no impact on service delivery to residents.
In addition, the Parks Services Program will eliminate the use of porter services, and will transition to the
use of temporary parks personnel for seasonal parks support and downtown trash can service. A slight
increase is reflected in the FY 2011/12 temporary personnel budget to support this transition. Another
cost-saving strategy includes the reduction of program staff overtime. This decrease in overtime involves
the reduction of the after-hours “Standby program.” Standby will be available during the months of
November through March, in lieu of year-round.
As one of the department’s strategic planning initiatives, the Parks Services Program staff will continue to
combine resources with the Streets and Signals Program staff to complete several large in-house
maintenance projects during FY 2011/12. This effort will focus on large-scale maintenance projects such
as brush removal, median maintenance, paving, and graffiti abatement previously unachievable by either
program independently.
May 12, 2011 PROPOSED
D -158
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
The program continues to use its online parks reservation system as a method to increase customer service
efficiency and improve access to parks reservation information. Revenues for park reservations are
projected to slightly increase from last year due to an increase in the number of reservations booked.
Additionally, Park Services staff will begin development of a “Friends of the Parks” non-profit group.
The purpose of the group will be to assist in the management and distribution of work projects, and to
solicit local service groups and businesses for financial and/or in-kind resources for park-related services.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Miscellaneous Taxes6,590 3,198 4,352 4,000 6,000 4,000
Licenses & Permits141,175 167,265 170,464 146,500 168,500 168,500
Service Charges18,750 16,108 13,469 15,950 15,950 15,950
Other Sources4,630 20,603 10,457 13,535 16,000 13,535
TOTAL REVENUES171,145 207,174 198,742 179,985 206,450 201,985
EXPENDITURES
Salaries and Benefits1,205,631 1,338,232 899,408 1,103,473 1,081,375 1,085,419
Operating Expenditures389,294 518,520 347,742 375,440 342,316 344,340
Fixed Assets 5,000 6,240 15,554 - - -
Internal Service Charges317,581 331,922 269,570 237,024 234,292 217,888
TOTAL EXPENDITURES1,917,506 2,194,914 1,532,274 1,715,937 1,657,983 1,647,647
SUMMARY OF REVENUES AND EXPENDITURES
May 12, 2011 PROPOSED
D -159
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
FY 2011/12 KEY PROJECTS
KEY PROGRAM SERVICES
Maintenance Services
• Maintain 62 public sites, including 75.3 acres of landscaped parks located in 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
Core Values Key Projects
Quality Public
Infrastructure
Maintain the condition
and availability of
public facilities,
transportation systems,
and other public
infrastructure
Picnic & Playground Improvements
Park Services staff will complete several park renovation projects this fiscal
year as approved in the Capital Improvement Program Budget. Partial funding
for these projects was obtained through grants. These projects include
renovation of picnic areas #1 and #2 at Oak Meadow Park and the construction
of a paved pathway and basketball court at Live Oak Manor Park. Additionally,
park and parking lot lighting will be upgraded to be more energy efficient.
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural, recreational
and individual
enrichment
Los Gatos Creekside Sports Park
Park Services staff will continue to work collaboratively with residents, the
Town Council and commissions, Community Development Department staff,
and other agencies, to complete the environmental review, adopt the Master
Plan, and begin construction of the new sports park facility.
Friends of the Park
The Park Services Program staff will work collaboratively with the community
to help establish a non-profit “Friends of the Park” organization. The purpose
of the group will be to assist in the management and distribution of work
projects and to solicit local service groups and businesses for financial and/or
in-kind resources for park-related services.
Pageant Park
This project will relocate the existing HVAC and other equipment which are
adjacent to the Pageant Grounds and construct site improvements to enhance
pedestrian access from the new library to the Pageant Grounds and Civic Center
building.
May 12, 2011 PROPOSED
D -160
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
• Oversee contract services for six Landscaping and Lighting Assessment Districts
• Supervise the StateDepartment of Corrections Work Furlough Program for clean-up projects
Park Use Fees and Reservation System
• Manage the online park reservation system 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 park-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, 4th of July event, Screen on the Green, the holiday tree lighting ceremony in Town Plaza
Park, and the Children’s Holiday Parade
• Provide services for non-Town sponsored events on a cost-recovery basis, for events such as
Fiesta de Artes and the Shakespeare Festival
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Parks & Public Works Director0.20 0.20 0.20 0.20 0.20 0.20
Superintendent0.80 1.00 1.00 - 0.80 0.80
PPW Supervisor- - - 1.00 - -
Administrative Analyst0.25 0.25 0.25 0.25 0.25 0.25
Administrative Specialist0.25 0.25 0.25 0.25 0.25 0.25
Public Works Specialist- 0.40 0.40 - - -
Administrative Secretary0.40 - - 0.40 0.40 0.40
Parks Service Officer1.00 1.91 2.00 1.00 1.00 1.00
Town Arborist- 1.00 1.00 - - -
Tree Trimmer/High Climber- 1.00 1.00 - 1.00 -
Lead Parks & Maint Worker1.00 1.00 1.00 1.00 1.00 1.00
Parks & Maint Worker4.00 4.72 5.00 5.00 4.00 4.00
TOTAL PROGRAM FTE's7.90 11.73 12.10 9.10 8.90 7.90
2007/082008/092009/102010/112011/12
Temporary Staff Hours
FundedFundedFundedFundedFunded
Parks Service Officer 1,000 1,000 1,000
Maintenance Assistant3,200 4,584 4,584 4,584 5,963
TOTAL ANNUAL HOURS3,200 4,584 5,584 5,584 6,963
Full Time Equivalent (FTE)
PARK SERVICES PROGRAM STAFFING
May 12, 2011 PROPOSED
D -161
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage of parks with playground equipment
receiving weekly safety inspections:
90%90%90%90%90%
2.
a.Percentage of residents satisfied with the Town's
efforts to maintain parks:95%N/AN/AN/AN/A
b.Percentage of residents satisfied with the Town's
efforts to maintain Town trails:83%N/AN/AN/AN/A
c.Percentage of residents rating the appearance of Town
parks as good or excellent:92%N/AN/AN/AN/A
Activity and Workload Highlights
2007/08
Actual
2008/09
Estimated
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.348.2348.2348.2348.2348.2
2.12.914.914.914.914.9
3.630630630630630
Total number of acres of Town parks, open space and
median islands maintained:
Total number of park use permits issued annually:
Total miles of parks and open space trails maintained:
To ensure the park's playground equipment is
functional and in safe operating condition.
To ensure the Town's park and trails facilities are well
maintained and functional.
May 12, 2011 PROPOSED
D -162
May 12, 2011 PROPOSED
D -163
Parks & Public Works Department
CONSERVATION, RECYCLING, & SUSTAINABILITY
PROGRAM 5302
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 the
Conservation, Recycling, and Sustainability Program in FY 2008/09. These funds have been designated
for the purpose of implementing environmental initiatives to support a sustainable future.
BUDGET OVERVIEW
Previously located in the Community Services Department, the Conservation, Recycling, and
Sustainability Program has been transferred to the Park and Public Works Department as part of an
administrative restructuring to better align services. The half-time Environmental Services Coordinator
position is included in the Conservation, Recycling and Sustainability program budget. Green initiatives
established in FY 2009/10 will continue in FY 2011/12 using existing resources from the Conversation,
Recycling, and Sustainability Program. Some of these initiatives include the Town’s membership in
regional program that encourage homeowners to finance renewable energy, water efficiency, and energy
May 12, 2011 PROPOSED
D -164
PARKS AND PUBLIC WORKS DEPARTMENTS
Conservation, Recycling & Sustainability
efficiency improvements through their property tax payments; and Retrofit Bay Area, a program to
provide energy audits and home retrofits. The program will also be working collaboratively with Joint
Venture Silicon Valley and the Community Development Department to prepare a Sustainability Action
Plan that meets state requirements. Last, participation will continue in the county-led Power Purchase
Agreement Program to produce and purchase of renewable (solar) energy.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Miscellaneous Taxes- - - - - -
Licenses & Permits- - - - - -
Intergovernmental- - - - - 30,000
Service Charges- - - - - 660
Other Sources- - - - - 20,000
TOTAL REVENUES- - - - - 50,660
EXPENDITURES
Salaries and Benefits- - - - - 49,254
Operating Expenditures- - - - - 156,850
Fixed Assets - - - - -
Internal Service Charges- - - - - 2,291
TOTAL EXPENDITURES- - - - - 208,395
SUMMARY OF REVENUES AND EXPENDITURES
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Intergovernmental31,926 32,177 28,788 30,000 3,000
Service Charges1,414 - 103 100 660
Interest- -
Other Sources- - 20,000 20,000 -
TOTAL REVENUES33,340$ 32,177$ 48,891$ 50,100$ 3,660$ -$
EXPENDITURES
Salaries and Benefits- 94,979 94,519 102,795 76,718
Operating Expenditures- 96,655 103,795 135,100 112,910 -
Fixed Assets- -
- -
Internal Service Charges- 4,445 4,565 4,810 3,670
TOTAL EXPENDITURES-$ 196,079$ 202,879$ 242,705$ 193,298$ -$
Grants
SUMMARY OF REVENUES AND EXPENDITURES
May 12, 2011 PROPOSED
D -165
PARKS AND PUBLIC WORKS DEPARTMENTS
Conservation, Recycling & Sustainability
FY 2011/12 KEY PROJECTS
Core Values KEY PROJECTS
Community
Character
Preserve and
enhance the
appearance
character and
environment
quality of the
community
Collection Services
The Town is an active member of the West Valley Solid Waste Management Authority
(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 2006/07, a new hauler, West Valley
Collection and Recycling, began service to the Authority member cities. During FY
2011/12, staff will continue to work actively with the JPA and West Valley Collection
and Recycling as it enters its sixth year of providing service to West Valley cities.
Keep Los Gatos Beautiful
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 Garage Sale
The annual Community Garage Sale is a partnership between the Town and the City of
Monte Sereno. During the coming months, staff of the two municipalities will work
together to leverage the strengths of the historically successful program and reduce its
impact on reduced staff resources.
Community Outreach and Awareness
Program staff will coordinate a variety of waste prevention and resource conservation
community outreach activities to promote recycling and waste reduction, such as
Second Chance Week and America Recycles Day.
Green Business Certification
Since 2007, the Town organization has been certified as a Green Business through the
Santa Clara County Green Business Program. During the year, the Town’s Green
Business Certification will be maintained. As part of this certification, staff will
coordinate green business educational programs including the award-winning “Los
Gatos: Growing Greener Together” campaign.
Environmental and Sustainability Initiatives
The Program will continue to take a leadership role in promoting the Town’s
sustainability and environmental initiatives. These initiatives include the award-
winning “Los Gatos: Growing Greener Together” campaign, Green Business
Certification, Green Team, Employee Commute Emissions Reduction Program,
Environmentally Preferable Purchasing Policy, Civic Center Recycling Initiatives, and
Downtown Recycling Containers.
Household Hazardous Waste
The Town contracts with the County of Santa Clara Household Hazardous Waste
Program to provide free and safe disposal of household hazardous wastes. During the
year, the program will continue to monitor the work performed under this contract,
which allows residents to dispose of potentially hazardous wastes such as used motor oil
and filters, pesticides, herbicides, corrosives, flammables, and household medical waste.
May 12, 2011 PROPOSED
D -166
PARKS AND PUBLIC WORKS DEPARTMENTS
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
• Provide for safe household hazardous waste disposal options
• Develop and implement a Climate Action Plan, to include strategies for reducing the Town’s carbon
footprint
• Promote sustainability initiatives and education
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Environmental Service Coordinator0.50 - - - - 0.50
Total General Fund FTE0.50 - - - - 0.50
CONSERVATION, RECYCLING AND SUSTAINABILITY
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Community Services Dir.- - 0.20 0.20 0.20 -
Administrative Analyst- 0.15 0.15 0.20 -
Administrative Secretary- 0.10 0.10 0.10 -
Volunteer Coordinator- 0.20 0.20 0.30 -
Secretary I - - 0.50 0.50
Total General Fund FTE- - 1.15 1.15 0.80 -
CONSERVATION, RECYCLING AND SUSTAINABILITY STAFFING
May 12, 2011 PROPOSED
D -167
PARKS AND PUBLIC WORKS DEPARTMENTS
Conservation, Recycling & Sustainability
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage of solid waste diverted from landfill, by
calendar year (State goal: 50%):*
65%65%65%65%65%
20072008200920102011
*SB1016 changes diversion calculation methodologies - FY 2007/09 is estimated
2.
a.Percentage of solid waste collection complaints
resolved:
100%100%100%100%100%
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.2000120129120
2.800571233150
3.9149301,1381,0001,000
**These numbers include pick ups missed due to custtomers' failure to leave receptacles at the pick up
location.
Number of households participating in the Community
Garage Sale event:
Number of Los Gatos households participating in the
Household Hazardous Waste Disposal Program:
Number of missed collections.**
Maximize diversion from landfills in order to protect
public health and safety, and the environment.
Monitor and evaluate existing waste collection and
recycling programs.
May 12, 2011 PROPOSED
D -168
May 12, 2011 PROPOSED
D -169
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, and curb 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. Program staff collaborates with other department programs, such as the Park Services
Program, and other neighboring agencies, to perform roadside cleanup projects. Additional project
coordination is conducted with Engineering Program Services for traffic calming device installation and
roadway improvements in the Capital Improvement Program.
BUDGET OVERVIEW
This fiscal year, the Streets and Signals Program budget reflects changes to its service delivery level
model, specifically in the area of tree maintenance. The 1.0 FTE Tree Trimmer position will be
eliminated, with an associated increase in the contract for tree trimming. The tree trimming contract will
be increased by $30,000 for additional tree work as needed. The Town Arborist will continue to manage
the Town’s urban forest and will take a more active role in managing the contractual services component
of this work. Additionally, the Arborist will perform landscape review for small to medium private
development projects
In addition, the porter service contract, which services downtown trash cans and park maintenance on
weekends during the summer, will be reduced. This reduction in contractual services will be absorbed by
the Parks Service Program staff. Additionally, overtime costs will be reduced by operating the “Standby
program” during November through March, in lieu of year-around.
May 12, 2011 PROPOSED
D -170
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
KEY PROGRAM SERVICES
Street Maintenance/Traffic Signal Program
• 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 streetlights in the public right-of-way
Tree Maintenance
• Oversee the tree pruning contract
Street Maintenance/Pavement
• 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 CIP program
• Maintain the cleanliness of sidewalks, benches, bus stop shelters, 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 Day and Veteran’s Day
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Licenses & Permits939 372 736 - - -
Service Charges5,821 - 4,975 - - -
Other Sources- - 4,232 - - -
REVENUES6,760 372 9,943 - - -
EXPENDITURES
Salaries and Benefits609,337 617,271 886,087 897,127 870,093 935,046
Operating Expenditures419,606 459,001 503,306 536,200 508,475 519,200
Fixed Assets - - - - - -
Internal Service Charges347,253 359,782 372,791 331,673 332,360 392,745
TOTAL EXPENDITURES1,376,196 1,436,054 1,762,184 1,765,000 1,710,928 1,846,991
SUMMARY OF REVENUES AND EXPENDITURES
May 12, 2011 PROPOSED
D -171
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Parks & Public Works Director0.20 0.20 0.20 0.20 0.20 0.20
Superintendent0.70 0.70 0.70 0.70 0.70 0.70
Administrative Analyst0.25 0.25 0.25 0.25 0.25 0.25
Administrative Specialist0.25 0.25 0.25 0.25 0.25 0.25
Public Works Specialist- 0.30 0.30 - - -
Administrative Secretary0.30 - - 0.30 0.30 0.30
Town Arborist1.00 - - 1.00 1.00 1.00
Tree Trimmer / High Climber- - - 1.00 - -
Lead Parks & Maint Worker1.00 0.93 1.00 1.00 1.00 1.00
Sr. Parks & Maint Worker- - 1.00 - - -
Parks & Maint Worker4.00 3.79 4.00 4.00 4.00 4.00
TOTAL PROGRAM FTEs7.70 6.42 7.70 8.70 7.70 7.70
2007/082008/092009/102010/112011/12
Temporary Staff Hours
FundedFundedFundedFundedFunded
Maintenance Assistant200 200 200 200 200
TOTAL ANNUAL HOURS200 200 200 200 200
Full Time Equivalent (FTE)
STREETS & SIGNALS PROGRAM STAFFING
May 12, 2011 PROPOSED
D -172
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
FY 2011/12 KEY PROJECTS
Core Values Key Projects
Good Governance
Ensure responsive,
accountable and
collaborative
government
Inter-Program Work Projects
Streets and Signal staff will continue to plan and coordinate work projects, such as
roadside cleanups, that use department-wide resources to increase efficiency and
address large-scale maintenance issues.
Partnerships with Other Municipalities
Program staff will continue to pursue opportunities with local agencies that have
similar service needs in an effort to reduce program expenditures. Successful
ongoing coordinated efforts include graffiti removal, paving operations,and brush
removal activities.
Municipal Regional Permit
Program staff will take on an increased role in implementing maintenance and
operations issues related to the Bay Area Stormwater Municipal Regional Permit.
New maintenance and operations regulations were passed by the State of
California’s Regional Water Quality Control Board in October 2009. The permit
requires compliance in a broad range of areas, such as private development,
maintenance and operations, trash monitoring, and pesticide use.
Quality Public
Infrastructure
Maintain the
condition and
availability of
public facilities,
transportation
systems, and other
public
infrastructure
Signage and Markings
Program staff will continue to create street signs to support Capital Improvement
Program projects and also replace damaged signs as needed. Additionally, staff
will work with Engineering Services to identify roadways that need roadway
striping and markings painted in order to improve safety issues.
Signal and Street Light Maintenance
Streets and Signals staff will continue to monitor and oversee the management of
the signal and street light maintenance contracts. Staff will work with the
contractor to ensure the Town’s signals and streetlights are functioning properly.
Town-Wide Tree Pruning
An increased share of structural tree pruning, including emergency tree work, will
shift to contractual services. A greater emphasis will be placed on block pruning,
targeting specific site locations annually, to lessen ongoing tree trimming requests.
Resources will also be efficiently deployed to address town-wide tree pruning to
mitigate tree maintenance issues. The Town Arborist will continue to support the
Community Development Department with technical review for new development
projects.
Capital Improvement Program Projects
Streets Program staff will perform minor pavement repairs in advance of
contractors’ work to enhance efficiency and management of Capital Improvement
Program projects. Emphasis on preserving pavement life cycles by means of crack
sealing will be included as part of these projects.
May 12, 2011 PROPOSED
D -173
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage of streetlight malfunctions repaired within
5 days of notification:100%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%
a.Percentage of traffic signal malfunctions repaired
within three hours of notification:100%100%100%100%100%
b.Percentage of stop signs repaired and replaced within
24 hours of notification:100%95%95%95%95%
c.Pavement Condition Index (PCI):7474697070
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.15751575157515751575
2.397397397397397
3.130150150150150
4.2828282929
5.106106106106106
6.260250177191200
7.500290185211220
8.Under
development
218124183200
9.Under
development
164166168170
Number of Town street lights maintained:
Annual number of Town street lights repaired:
Total number of traffic related work orders received and
completed:
Number of signalized intersections maintained:
Miles of street maintained:
Number of PG&E street lights monitored by Town staff
for functionality:
Number of traffic signs repaired:
*Customer satisfaction Performance Measures are based on the Town's 2003 survey results.
Total number of tree-related maintenance requests
received, requiring inspection by staff:
Total number of staff hours to conduct tree inspections
and/or pruning:
To provide safe and functional roadway systems
throughout Town:
To ensure streetlights and traffic signals are working in
effective operating order:
May 12, 2011 PROPOSED
D -174
May 12, 2011 PROPOSED
D -175
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 Community Development Department for 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.
May 12, 2011 PROPOSED
D -176
PARKS & PUBLIC WORKS DEPARTMENT
Pass-Through Accounts
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Service Charges103,309 146,397 129,432 280,000 280,000 280,000
Other Sources- - - - - -
REVENUES103,309 146,397 129,432 280,000 280,000 280,000
EXPENDITURES
Operating Expenditures105,290 146,397 129,432 280,000 280,000 280,000
TOTAL EXPENDITURES105,290 146,397 129,432 280,000 280,000 280,000
SUMMARY OF REVENUES AND EXPENDITURES
May 12, 2011 PROPOSED
D -177
Parks & Public Works Department
EQUIPMENT REPLACEMENT FUND
FUND 631
PROGRAM PURPOSE
The Equipment Replacement Program provides funding for the replacement acquisition of Town vehicles,
equipment, and information 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 llives. The
result of this funding 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. For this fiscal year, there will be a total of
seven vehicles replaced including the replacement of a worn-out street sweeper component. These assets
qualify for replacement as determined by the Town’s Equipment Replacement Policy. Six police patrol
vehicles, one pickup truck, and a sweeper component for the Parks and Public Works Department will be
purchased. Additionally, this program will add two new vehicles to the fleet – a sewer truck for
stormwater maintenance operations and a small electric utility vehicle for use at Oak Meadow Park. The
Parks and Public Works Department will be responsible for the maintenance of the new trash capture
devices and this vehicle is necessary to perform these tasks. The small electric utility vehicle will be used
primarily at Oak Meadow Park on the new pathway for maintenance and operations projects. Lastly, this
program will purchase new radio equipment for use by Parks and Public Works personnel. The radios are
required to be upgraded in order to be in compliance with new radio bandwidth regulations established by
the Federal Communications Commission.
May 12, 2011 PROPOSED
D -178
PARKS & PUBLIC WORKS DEPARTMENT
Equipment Replacement Fund
Program staff will continue to evaluate the current fleet inventory and evaluate each vehicle’s
replacement schedule 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. For FY 2011/12, it is anticipated that this cost savings
strategy will continue to generate a transfer to the General Fund of approximately $194,000 per year for
four to five years. This is the third year this transfer is occurring.
Staff will also explore replacement costs versus rental of equipment, in order to reduce ongoing program
operation expenditures. Assessments between internal and external diagnostic and repair facility costs
will be conducted to determine the most cost-effective approach of services.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated - Gas Tax Assets330,000 330,000 - - - -
Designated - Non-Point Assets239,030 239,030 239,030 239,030 239,030 149,631
Designated - Genl Fund Assets2,592,496 2,521,821 3,046,992 2,857,840 2,857,840 3,106,900
Total Beginning Fund Balance
3,161,526 3,090,851 3,286,022 3,096,870 3,096,870 3,256,531
Revenues
Charges for Services394,160 416,470 334,560 334,560 334,560 319,819
Other Sources15,300 10,750 46,125 - - -
Operating Transfers- - 8,900 - 194,000 -
Total Revenues
409,460 427,220 389,585 334,560 528,560 319,819
TOTAL SOURCE OF FUNDS3,570,986$ 3,518,071$ 3,675,607$ 3,431,430$ 3,625,430$ 3,576,350$
USE OF FUNDS
Expenditures
Salaries and Benefits10,606 8,980 9,193 9,246 9,160 9,592
Operating Expenditures17,872 1,570 1,174 500 - 500
Fixed Assets407,127 200,519 374,370 126,620 165,739 -
Total Expenditures
435,605 211,069 384,737 136,366 174,899 10,092
Operating Transfers
Transfers Out44,530 20,980 194,000 194,000 194,000 194,000
Total Operating Transfers
44,530 20,980 194,000 194,000 194,000 194,000
Ending Fund Balance
Designated - Gas Tax Assets330,000 - - - - -
Designated - Non-Point Assets239,030 239,030 239,030 239,030 149,631 149,631
Designated - Future Replacemt2,521,821 3,046,992 2,857,840 2,862,034 3,106,900 3,222,627
Total Ending Fund Balance
3,090,851 3,286,022 3,096,870 3,101,064 3,256,531 3,372,258
TOTAL USE OF FUNDS3,570,986$ 3,518,071$ 3,675,607$ 3,431,430$ 3,625,430$ 3,576,350$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D -179
PARKS & PUBLIC WORKS DEPARTMENT
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
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff PositionsFundedFundedFundedFundedFunded
Account Technician0.10 - 0.10 0.10 0.10 0.10
Accountant/Finance Analyst- 0.10 - - - -
Total Equipment Replacement FTEs0.10 0.10 - 0.10 0.10 0.10
EQUIPMENT REPLACEMENT PROGRAM STAFFING
May 12, 2011 PROPOSED
D -180
May 12, 2011 PROPOSED
D -181
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
and light to heavy duty construction equipment; and the fueling systems used by the vehicles/equipment
of the City of Saratoga, which uses the Town’s Compressed Natural Gas (CNG) fueling station for their
CNG-powered vehicles. The total number of vehicles and light and heavy equipment maintained by the
Town is 152. 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
This program determines vehicle maintenance costs and repairs to determine cost saving strategies to
limit expenses. In previous years, this program has purchased hybrid vehicles to reduce fuel consumption
over the short and long term. Additionally, the program has contracted out 50% of the maintenance
repairs due to the reduction in staff and limited ongoing expenditures. The program has been successful
in contracting out vehicle repairs, with minimal service impacts.
This fiscal year there will be a reduction in the auto parts line item, delaying some major vehicle
maintenance repairs. Additionally, there has been a reduction in the maintenance and repair budget for
the CNG station. If repair work becomes necessary, these repairs will need to be addressed through
alternative funding sources.
The program will maintain the temporary part-time clerical support position to assist with tracking vehicle
maintenance history using the work order management system. This position will continue to assist the
Engineering Development Services program with processing permits, which will be funded through Parks
and Public Works Administration. Seeking competitive fuel prices remains the priority due to increasing
costs. No changes have been made to the FY 2011/12 fuel budget. Any price increases over and above the
established budget will be brought forth in the mid-year budget report.
May 12, 2011 PROPOSED
D -182
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
.
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated190,877 231,301 268,331 428,529 428,529 428,529
Total Beginning Fund Balance
190,877 231,301 268,331 428,529 428,529 428,529
Revenues
Charges for Services611,600 637,100 618,400 487,600 487,600 540,100
Other Sources647 922 6,100 - -
Total Revenues
612,247 638,022 624,500 487,600 487,600 540,100
TOTAL SOURCE OF FUNDS803,124$ 869,323$ 892,831$ 916,129$ 916,129$ 968,629$
USE OF FUNDS
Expenditures
Salaries and Benefits287,026 292,294 168,706 181,828 176,518 188,100
Operating Expenditures284,797 308,698 295,596 355,600 327,986 348,100
Fixed Assets- - - - - -
Total Expenditures
571,823 600,992 464,302 537,428 504,504 536,200
Operating Transfers
Transfer to General Fund- - - - - -
Total Operating Transfers
- - - - - -
Ending Fund Balance
Designated- - - - - -
Undesignated231,301 268,331 428,529 378,701 411,625 432,429
Total Ending Fund Balance
231,301 268,331 428,529 378,701 411,625 432,429
TOTAL USE OF FUNDS803,124$ 869,323$ 892,831$ 916,129$ 916,129$ 968,629$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D -183
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
FY 2011/12 KEY PROJECTS
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
Core Values Key Projects
Community
Character
Preserve and
enhance the
appearance
character and
environmental
quality of the
community
Energy-Efficient Vehicles
The program will continue to pursue energy-efficient vehicles as the replacement
schedule and Town budget allow.
Alternative Fuel Station
The program provides Compressed Natural Gas (CNG) for Town fleet and the City of
Saratoga CNG fleet vehicles on a full cost-recovery basis.
Good
Governance
Ensure
responsive,
accountable
and
collaborative
government
Repair Schedules
Staff will continue to review existing oil change and maintenance repair schedules to
determine if improvements will enhance efficiency and/or customer service. In
addition, comparative analyses will be conducted to determine best cost options.
Fleet Management
The program’s asset management system will track individual vehicles’ total repair,
maintenance schedule, and fuel costs. This system will provide reliable quantitative
information to assist with replacement decisions and conduct operational efficiencies.
Using the data from this system, staff will evaluate fleet usage and repair costs to
determine where reductions in the fleet are cost-effective.
May 12, 2011 PROPOSED
D -184
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Superintendent0.30 0.30 0.30 0.30 0.30 0.30
PPW Supervisor- 0.07 0.07 - - -
Public Works Specialist- 0.20 0.20
Administrative Secretary0.20 - - 0.20 0.20 0.20
Equipment Mechanic1.00 2.00 2.00 1.00 1.00 1.00
Apprentice Mechanic- - - 1.00 - -
Total Vehicle Maint. FTEs1.50 2.57 2.57 2.50 1.50 1.50
2007/082008/092009/102010/112011/12
Temporary Staff Hours
FundedFundedFundedFundedFunded
Office Clerk350 350
TOTAL ANNUAL HOURS- - - 350 350
VEHICLE MAINTENANCE PROGRAM STAFFING
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage of fleet in compliance with maintenance
schedule:
100%100%100%100%100%
b.Cost per mile, by class of equipment (Life,
cost/replacement cost=annual cost per mile)
Police:Under
Development$0.52$0.56$0.62$0.70
General Fleet - light:Under
Development$0.76$0.66$0.47$0.50
General Fleet - heavy:Under
Development$3.48$5.85$12.41$10.00
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.4545464747
2.77665
3.3838343434
4.6161666666Pieces of equipment maintained (light and heavy duty):
Number of heavy-duty vehicles maintained:
Number of light-duty (non-police) vehicles maintained:
Number of police vehicles maintained:
To provide safe and functional vehicles and equipment.
*The figures reflect real data collected for one full fiscal year cycle. The decreases are due to a combination of factors:
change in fuel prices, purchase of hybrid vehicles and use of contractual services to conduct vehicle maintenance repairs.
May 12, 2011 PROPOSED
D -185
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, Americans with Disabilities 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.
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 and the departments are in turn
funding the facility expenses through these allocations.
The FY 2011/12 budget reflects several changes in non-personnel expenditures. Personnel changes
include reclassifying a Facility Technician to a Maintenance Worker for increased staffing flexibility and
reducing overtime related expenses. Funding for non-personnel expenses, such as emergency repairs will
also be reduced; priority repairs will be funded through alternative available resources. Additional
savings has been experienced as a result of the installation of the new phone system.
Key projects planned for FY 2011/12 include the replacement of the Adult Recreation Center and Town
Plaza Park bus shelter roofs and installation of solar panels on the Police Operations Building, Parks and
Public Works Service Center, and the opening and operation of the new library. Other projects include the
installation of LED lights throughout the Town and new and more efficient HVAC system for the current
library space. The new system will be installed after the library has transitioned to its new building. Last,
the implementation of a new asset management computer program will continue in FY 2011/12. This
program will record and provide an inventory of all Town facility assets and forecast their future
replacement.
May 12, 2011 PROPOSED
D -186
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated738,656 968,508 716,699 820,169 820,169 919,753
Total Beginning Fund Balance
738,656 968,508 716,699 820,169 820,169 919,753
Revenues
Miscellaneous Other Taxes29,656 14,347 19,586 15,000 15,000 15,000
Charges for Services1,048,425 1,038,900 911,680 848,700 848,700 892,300
Other Sources62,729 69,886 79,830 143,000 143,000 143,000
Total Revenues
1,140,810 1,123,133 1,011,096 1,006,700 1,006,700 1,050,300
Operating Transfers
Transfers from General Fund15,500
- - - - -
Transfers from GFAR- - - - - 100,000
Total Operating Transfers
15,500 - - - - 100,000
TOTAL SOURCE OF FUNDS1,894,966$ 2,091,641$ 1,727,795$ 1,826,869$ 1,826,869$ 2,070,053$
USE OF FUNDS
Expenditures
Salaries and Benefits205,405 232,196 220,436 268,872 163,457 264,232
Operating Expenditures679,042 661,392 679,390 753,500 740,329 748,500
Fixed Assets- - - - 3,330 30,000
Improvements and Upgrades17,011 47,800 - 50,000
Total Expenditures
901,458 941,388 899,826 1,072,372 907,116 1,042,732
Operating Transfers
Transfer to GFAR25,000 433,554 7,800 - 100,000
Total Operating Transfers
25,000 433,554 7,800 - - 100,000
Ending Fund Balance
Designated- - - - - -
Undesignated968,508 716,699 820,169 754,497 919,753 927,321
Total Ending Fund Balance
968,508 716,699 820,169 754,497 919,753 927,321
TOTAL USE OF FUNDS1,894,966$ 2,091,641$ 1,727,795$ 1,826,869$ 1,826,869$ 2,070,053$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D -187
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
FY 2011/12 KEY PROJECTS
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 improvement 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
Core Values Key Projects
Quality Public
Infrastructure
Maintain the condition
and availability of
public facilities,
transportation systems,
and other public
infrastructure
Asset Management Program
Implement an asset management program that will allow for staff to better
assess costs and maintenance of Town-wide facilities.
Oversight of Facility Capital Improvement Projects
Assist in the oversight of all improvements, including the completion of a new
HVAC upgrade project for the current Library space.
Solar Panel Installation Project
The Town is participating in a solar power purchase agreement, which allows
the installation of solar panels with no capital investment and allow the Town to
purchase power directly from the solar provider in lieu of PG&E for a fixed
price. Program staff will act in the project management role to install solar
panels on multiple buildings, including the Police Operations Building and the
Service Center Yard at 41 Miles Avenue.
Adult Recreation Center Roofing Project
Staff will work collaboratively with Engineering Program Services staff to
assess and repair the Adult Recreation Center roof.
Town Plaza Bus Shelter Renovation Project
Program staff will repair the current bus shelter at Town Plaza, which includes
the removal of the current roof, repair of water damage, and application of new
roof material. Additionally, electrical outlets will be added to address
electricial needs for special events, including the annual holiday tree lighting.
May 12, 2011 PROPOSED
D -188
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Superintendent0.20 - - - 0.20 0.20
PPW Manager- - - 1.00 - -
PPW Supervisor- 0.93 0.93 - - -
Lead Parks & Maint Worker1.00 - - - 1.00 1.00
Parks & Maint Worker1.00 - - - - 1.00
Facility Technician- 0.93 1.00 1.00 1.00 -
Total Building Maint. FTEs 2.20 1.86 1.93 2.00 2.20 2.20
2007/082008/092009/102010/112011/12
Temporary Staff Hours
FundedFundedFundedFundedFunded
Maintenance Assistant- - 628 628 628
TOTAL ANNUAL HOURS- - 628 628 628
BUILDING MAINTENANCE PROGRAM STAFFING
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percent of repair-related requests fulfilled within 7
days:
98%98%80%88%88%
b.Percent of service-related requests fulfilled within 7
days:
98.5%97%52%68%68%
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.57,00083,000**
95,000***
95,00095,000
3.10083485360
4.1001421145158
***
The square footage increase is due to the completion of the Police Operations Building.
*
The square footage reported from FY 2005/06 through FY 2007/08 corresponded specifically 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.
Total number of facility repairs requests received and
completed:
To ensure Town facilities are safe and functional for
public and employee use.
Total number of facility service requests received and
completed:
Total square footage of facilities maintained*
:
May 12, 2011 PROPOSED
D -189
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 Pollutant Discharge Elimination System
(NPDES) Municipal Storm Water permit. To meet the NPDES Permit requirements, Engineering staff, in
coordination with Community Development Department staff, will continue to review the regulations to
evaluate the staff and budget impacts associated with implementation of this permit.
BUDGET OVERVIEW
The West Valley Sanitation District receives funding collected through 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 that Town’s share of the
program’s operating expenses; and to the West Valley Sanitation District (WVSD) to reimburse the
District for the NPDES permit fee, the Santa Clara Valley Urban Runoff Pollution Prevention Program
(SCVURPPP), 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 establishment 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 permit 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. A next generation
of the NPDES storm water permit, called the Municipal Regional Stormwater Permit (MRP), was adopted
by the California Regional Water Quality Control Board in October 2009. This new NPDES permit
expands reporting and enforcement requirements and will impact both private development and public
infrastructure maintenance operations. Because the permit is on a five-year cycle and is closely linked to
the number of private development projects under construction, exact staff and financial impacts are
difficult to forecast. If more private development projects occur, additional staff time will be required to
ensure compliance with permit regulations. The new permit also mandates regulations for public
infrastructure maintenance operations, including the installation of trash capture devices. The Parks and
May 12, 2011 PROPOSED
D -190
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
Public Works and Community Development Departments are working with WVCWP to monitor
expenses and staff impacts as they relate to permit compliance.
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. For FY
2011/12, residential street sweeping will decrease from once every three weeks to monthly. This
frequency reduction will allow staff to focus on other aspects of the permit, such as the maintenance of
the new trash capture devices, which are required by the new stormwater permit. While the Town
received a grant to purchase and install these devices, the Department of Parks and Public Works will be
responsible for the ongoing cleaning and maintenance of these facilities. The Town’s NPDES 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 levels in FY 2011/12;
however, there is the potential for an increase in program expenses due to the administration of new
stormwater permit regulations. The cost of this program slightly exceeds available annual revenues. The
Town is currently offsetting these costs by using the program’s fund balance to pay for these expenses.
These expenses may increase should the revenues received from the West Valley Sanitation District be
impacted due to rising administrative overhead costs, potentially increasing expenses for this program.
May 12, 2011 PROPOSED
D -191
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated108,291 88,551 20,181 40,203 37,709 56,762
Total Beginning Fund Balance
108,291 88,551 20,181 40,203 37,709 56,762
Revenues
Intergovernmental- - - - - -
Service Charges- - - - - -
Other Sources166,660 135,000 135,000 135,000 135,000 135,000
Total Revenues
166,660 135,000 135,000 135,000 135,000 135,000
TOTAL SOURCE OF FUNDS274,951$ 223,551$ 155,181$ 175,203$ 172,709$ 191,762$
USE OF FUNDS
Expenditures
Salaries and Benefits102,741 119,457 76,891 97,620 84,139 101,199
Operating Expenditures20,267 20,926 22,874 25,660 18,623 25,600
Fixed Assets- - - -
Internal Service Charges40,202 39,537 15,213 14,214 13,185 9,100
Total Expenditures
163,210 179,920 114,978 137,494 115,947 135,899
Operating Transfers
Admin Service Fee Transfer23,190 23,450 - - -
Total Operating Transfers
23,190 23,450 - - - -
Ending Fund Balance
Designated- - - - - -
Undesignated88,551 20,181 40,203 37,709 56,762 55,863
Total Ending Fund Balance
88,551 20,181 40,203 37,709 56,762 55,863
TOTAL USE OF FUNDS274,951$ 223,551$ 155,181$ 175,203$ 172,709$ 191,762$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D -192
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
FY 2011/12 KEY PROJECTS
KEY PROGRAM SERVICES
• Sweep Town streets and parking lots and steam-clean business area sidewalks
• Coordinate Consolidated Pest Management with Park Services program, to reduce pesticides from
entering waterways
Full Time Equivalent (FTE)
Authorized2007/082008/092009/102010/112011/12
Town Staff
PositionsFundedFundedFundedFundedFunded
Sweeper Operator1.00 1.00 1.00 1.00 1.00 1.00
Total Non-Point Source FTEs1.00 1.00 1.00 1.00 1.00 1.00
NON-POINT SOURCE FUND STAFFING
Core Values Key Projects
Community Character
Preserve and enhance
the appearance,
character and
environmental quality
of the community
Expand Volunteers Adopting Trails
The program will continue ways to increase volunteerism to reduce debris from
entering the waterways alongside trails and walkways in town. These outreach
efforts are done through collaboration with the West Valley Clean Water
Program.
Good Governance
Ensure responsive,
accountable and
collaborative
government
Municipal Regional Permit
Program staff will take on an increased role in implementing trash reduction
and monitoring issues related to the Bay Area Stormwater Municipal Regional
Permit. New trash load reduction regulations were passed by the State of
California’s Regional Water Quality Control Board in October 2009. The
permit requires compliance in a broad range of areas, such as private
development, maintenance and operations, trash monitoring, and pesticide use.
May 12, 2011 PROPOSED
D -193
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
Performance Objectives and Measures
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.
a.Percentage of residents satisfied with the Town's
efforts to provide street sweeping services:*80%80%80%N/.AN/A
Activity and Workload Highlights
2007/08
Actual
2008/09
Actual
2009/10
Actual
2010/11
Estimated
2011/12
Budget
1.10,80010,80010,80010,8008,100
2.6,4006,400900900900
3.200200200200200
* Customer satisfaction Performance Measures are based on the Town's 2003 survey results.
Number of Los Gatos curb and parking lot miles swept
annually:
Prevent street debris from entering the storm drain
system.
Number of cubic yards of debris removed annually:
Number of volunteers participating in clean-up activities
to remove debris from entering creeks:
May 12, 2011 PROPOSED
D -194
May 12, 2011 PROPOSED
D -195
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 are 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 2/3
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-time costs. The following table provides an overview of the annual assessments.
Number Rate in effect
ofParcelTotalprior to
Fund #Assessment DistrictsParcelsAssessmentAssessment Prop 218
231Blackwell Drive5632$ 3,160$ Yes
232Kennedy Meadows15685 10,275 Yes
233Gemini Court18230 4,140 Yes
234Santa Rosa15300 4,500 Yes
235Vasona Heights33295 9,735 Yes
236Hillbrook 3450 5,950 Yes
Total Landscape & Lighting Assessment:37,760$
Fiscal Year 2011/12
Annual Special District Assessments
May 12, 2011 PROPOSED
D -196
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated97,491 100,684 103,616 105,633 105,633 108,733
Total Beginning Fund Balance
97,491 100,684 103,616 105,633 105,633 108,733
Revenues
Property Tax Assessments33,724 33,539 33,768 37,760 37,760 37,760
Interest2,870 2,800 1,940 2,440 2,440 2,440
Other Sources- - - - - -
Total Revenues
36,594$ 36,339$ 35,708$ 40,200$ 40,200$ 40,200$
TOTAL SOURCE OF FUNDS134,085$ 137,023$ 139,324$ 145,833$ 145,833$ 148,933$
TOTAL USE OF FUNDS
Expenditures
Salaries & Benefits- - - - - -
Operating Supplies28,481 28,487 28,771 35,780 32,180 32,180
Total Expenditures
28,481 28,487 28,771 35,780 32,180 32,180
Operating Transfers
Business Service Transfer4,920 4,920 4,920 4,920 4,920 4,920
Total Operating Transfers
4,920 4,920 4,920 4,920 4,920 4,920
Ending Fund Balance
Designated- - - - - -
Undesignated100,684 103,616 105,633 105,133 108,733 111,833
Total Ending Fund Balance
100,684 103,616 105,633 105,133 108,733 111,833
TOTAL USE OF FUNDS134,085$ 137,023$ 139,324$ 145,833$ 145,833$ 148,933$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D -197
Parks & Public Works Department
BLACKWELL DRIVE ASSESSMENT DISTRICT
FUND 231
FUND PURPOSE
This 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 from the median island biweekly.
Landscaping plants and irrigation are replaced and repaired as necessary.
BUDGET OVERVIEW
During FY 2011/12, 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 $1,000 contingency repair fund has been added to augment the fund
balance and specifically address emergency repair or restoration maintenance issues outside of normal
contracted maintenance, and would only be spent in the case where such issues arose.
May 12, 2011 PROPOSED
D -198
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated3,130 3,948 4,777 4,705 4,705 4,725
Total Beginning Fund Balance
3,130 3,948 4,777 4,705 4,705 4,725
Revenues
Property Tax Assessments3,228 3,160 3,278 3,160 3,160 3,160
Interest 80 90 70 80 80 80
Other Sources- - - - - -
Total Revenues
3,308 3,250 3,348 3,240 3,240 3,240
TOTAL SOURCE OF FUNDS6,438$ 7,198$ 8,125$ 7,945$ 7,945$ 7,965$
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures2,030 1,961 2,960 2,760 2,760 2,760
Total Expenditures
2,030 1,961 2,960 2,760 2,760 2,760
Operating Transfers
Business Service Transfer460 460 460 460 460 460
Total Operating Transfers
460 460 460 460 460 460
Ending Fund Balance
Designated- - - - - -
Undesignated3,948 4,777 4,705 4,725 4,725 4,745
Total Ending Fund Balance
3,948 4,777 4,705 4,725 4,725 4,745
TOTAL USE OF FUNDS6,438$ 7,198$ 8,125$ 7,945$ 7,945$ 7,965$
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D -199
Parks & Public Works Department
KENNEDY MEADOWS ASSESSMENT DISTRICT
FUND 232
FUND PURPOSE
The Kennedy Meadows Assessment District consists of 8 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 Forrester 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 Army Corps of Engineers
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 are completed as necessary.
BUDGET OVERVIEW
During FY 2011/12, 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.
May 12, 2011 PROPOSED
D -200
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated8,208 11,990 15,804 19,540 19,540 22,535
Total Beginning Fund Balance
8,208 11,990 15,804 19,540 19,540 22,535
Revenues
Property Tax Assessments10,309 10,274 10,275 10,275 10,275 10,275
Interest 240 350 320 350 350 350
Other Sources- - - - - -
Total Revenues
10,549 10,624 10,595 10,625 10,625 10,625
TOTAL SOURCE OF FUNDS18,757 22,614 26,399 30,165 30,165 33,160
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures5,257 5,300 5,349 6,120 6,120 6,120
Total Expenditures
5,257 5,300 5,349 6,120 6,120 6,120
Operating Transfers
Business Service Transfer1,510 1,510 1,510 1,510 1,510 1,510
Total Operating Transfers
1,510 1,510 1,510 1,510 1,510 1,510
Ending Fund Balance
Designated- - - - - -
Undesignated11,990 15,804 19,540 22,535 22,535 25,530
Total Ending Fund Balance
11,990 15,804 19,540 22,535 22,535 25,530
TOTAL USE OF FUNDS18,757 22,614 26,399 30,165 30,165 33,160
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D -201
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 in 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 2011/12, 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.
May 12, 2011 PROPOSED
D -202
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated7,153 8,451 9,766 11,079 11,079 10,459
Total Beginning Fund Balance
7,153 8,451 9,766 11,079 11,079 10,459
Revenues
Property Tax Assessments4,174 4,152 4,209 4,140 4,140 4,140
Interest 200 240 180 240 240 240
Other Sources- - - - - -
Total Revenues
4,374 4,392 4,389 4,380 4,380 4,380
TOTAL SOURCE OF FUNDS11,527 12,843 14,155 15,459 15,459 14,839
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures2,466 2,467 2,466 4,390 4,390 4,390
Total Expenditures
2,466 2,467 2,466 4,390 4,390 4,390
Operating Transfers
Business Service Transfer610 610 610 610 610 610
Total Operating Transfers
610 610 610 610 610 610
Ending Fund Balance
Designated- - - - - -
Undesignated8,451 9,766 11,079 10,459 10,459 9,839
Total Ending Fund Balance
8,451 9,766 11,079 10,459 10,459 9,839
TOTAL USE OF FUNDS11,527 12,843 14,155 15,459 15,459 14,839
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D -203
Parks & Public Works Department
SANTA ROSA 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 the contractor. Annual assessments for the fifteen parcels were
decreased from $540 each, to $300 each, effective FY 2006/07.
BUDGET OVERVIEW
During FY 2011/12, 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.
May 12, 2011 PROPOSED
D -204
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated62,512 60,354 57,981 54,953 54,953 52,913
Total Beginning Fund Balance
62,512 60,354 57,981 54,953 54,953 52,913
Revenues
Property Tax Assessments4,530 4,515 4,500 4,500 4,500 4,500
Interest 1,950 1,750 1,110 1,450 1,450 1,450
Other Sources- - - - - -
Total Revenues
6,480 6,265 5,610 5,950 5,950 5,950
TOTAL SOURCE OF FUNDS68,992 66,619 63,591 60,903 60,903 58,863
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures7,978 7,978 7,978 10,930 7,330 7,330
Total Expenditures
7,978 7,978 7,978 10,930 7,330 7,330
Operating Transfers
Business Service Transfer660 660 660 660 660 660
Total Operating Transfers
660 660 660 660 660 660
Ending Fund Balance
Designated- - - - - -
Undesignated60,354 57,981 54,953 49,313 52,913 50,873
Total Ending Fund Balance
60,354 57,981 54,953 49,313 52,913 50,873
TOTAL USE OF FUNDS68,992 66,619 63,591 60,903 60,903 58,863
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D -205
Parks & Public Works Department
VASONA HEIGHTS ASSESSMENT DISTRICT
FUND 235
FUND PURPOSE
This assessment district is adjacent to Blossom Hill and Roberts Roads, 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 residences 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
2001/02.
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 2011/12, 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.
May 12, 2011 PROPOSED
D -206
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated6,467 8,410 10,745 13,387 13,387 16,652
Total Beginning Fund Balance
6,467 8,410 10,745 13,387 13,387 16,652
Revenues
Property Taxes9,771 9,735 9,804 9,735 9,735 9,735
Interest 130 200 200 200 200 200
Other Sources- - - - - -
Total Revenues
9,901 9,935 10,004 9,935 9,935 9,935
TOTAL SOURCE OF FUNDS16,368 18,345 20,749 23,322 23,322 26,587
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures6,528 6,170 5,932 5,240 5,240 5,240
Total Expenditures
6,528 6,170 5,932 5,240 5,240 5,240
Operating Transfers
Business Service Transfer1,430 1,430 1,430 1,430 1,430 1,430
Total Operating Transfers
1,430 1,430 1,430 1,430 1,430 1,430
Ending Fund Balance
Designated- - - - - -
Undesignated8,410 10,745 13,387 16,652 16,652 19,917
Total Ending Fund Balance
8,410 10,745 13,387 16,652 16,652 19,917
TOTAL USE OF FUNDS16,368 18,345 20,749 23,322 23,322 26,587
STATEMENT OF SOURCE AND USE OF FUNDS
May 12, 2011 PROPOSED
D -207
Parks & Public Works Department
HILLBROOK 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 for the thirtyfour parcels were increased from $50 to $175 each,
effective FY 2010/11
The district comprises 34 residences and a small park of approximately 0.26 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 2011/12, 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.
May 12, 2011 PROPOSED
D -208
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2007/082008/092009/102010/112010/112011/12
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCE OF FUNDS
Beginning Fund Balance
Designated- - - - - -
Undesignated10,021 7,531 4,543 1,969 1,969 1,449
Total Beginning Fund Balance
10,021 7,531 4,543 1,969 1,969 1,449
Revenues
Property Taxes1,712 1,703 1,702 5,950 5,950 5,950
Interest 270 170 60 120 120 120
Other Sources- - - - - -
Total Revenues
1,982 1,873 1,762 6,070 6,070 6,070
TOTAL SOURCE OF FUNDS12,003 9,404 6,305 8,039 8,039 7,519
USE OF FUNDS
Expenditures
Salaries and Benefits- - - - - -
Operating Expenditures4,222 4,611 4,086 6,340 6,340 6,340
Total Expenditures
4,222 4,611 4,086 6,340 6,340 6,340
Operating Transfers
Business Service Transfer250 250 250 250 250 250
Total Operating Transfers
250 250 250 250 250 250
Ending Fund Balance
Designated- - - - - -
Undesignated7,531 4,543 1,969 1,449 1,449 929
Total Ending Fund Balance
7,531 4,543 1,969 1,449 1,449 929
TOTAL USE OF FUNDS12,003 9,404 6,305 8,039 8,039 7,519
STATEMENT OF SOURCE AND USE OF FUNDS