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Los Gatos-Saratoga Department of Community Education and Recreation�owN 0 MEETING DATE: May 7, 2012 ITEM NO: g COUNCIL AGENDA REPORT S G pt DATE: May 3, 2012 TO: MAYOR AND TOWN COUNCIL FROM: GREG LARSON, TOWN MANAGER r'' SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT TO PROVIDE AN INTERIM EXECUTIVE DIRECTOR FOR THE LOS GATOS - SARATOGA DEPARTMENT OF COMMUNITY EDUCATION AND RECREATION RECOMMENDATION Authorize the Town Manager to negotiate and execute an agreement to provide an Interim Executive Director for the Los Gatos- Saratoga Department of Community Education and Recreation (hereinafter, "LGS Recreation. ") BACKGROUND LGS Recreation is a non -profit agency formed through a joint powers agreement with the local school districts in Los Gatos and Saratoga to provide education, recreation, and enrichment programs for the communities of Los Gatos, Saratoga and Monte Sereno. The agency is funded through user fees and donations and is governed by a board with representatives of the participating school districts and members of the community. LGS Recreation funds an Executive Director position to provide critical leadership and management oversight of the organization. The position reports directly to the governing board. Due to turnover in the position, the governing board is seeking an "Interim Executive Director" and has requested the assignment and services of Deputy Town Manager Regina Falkner to fulfill that role; Regina has worked with the LGS Recreation Board and staff over the last two years as the Town Manager's designee. Reviewed by: Assistant Town Manager Town Attorney Finance C: \Users \glarson \Desktop \Town Council Report- -LGS Rec May 3 2012.doc PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT TO PROVIDE AN INTERIM EXECUTIVE DIRECTOR FOR THE LOS GATOS- SARATOGA DEPARTMENT OF COMMUNITY EDUCATION AND RECREATION DATE: May 3, 2012 DISCUSSION For the duration of this agreement and her assignment, Regina Falkner would report directly to the LGS Recreation governing board and provide day -to -day operational oversight of the organization, including financial management, program oversight, staff supervision, and Board support. Ms. Falkner is well - prepared to assume the LGS Recreation interim Executive Director position given both her 30 years community services and management experience with the Town as well as her prior work with LGS Recreation. Ms. Falkmer's current Town responsibilities will be temporarily disbursed among existing Town staff and /or new temporary employees or consultants as needed. Under the terms of the inter- agency agreement, Ms. Falkner will remain an employee of the Town while serving as the Interim Executive Director of LGS Recreation, and LGS Recreation will fully reimburse the Town for her salary and benefits, including health care and pension costs. Note that Ms Falkner would also receive a temporary 10% pay increase reimbursed by LGS Recreation for her temporary assumption of increased responsibilities and duties. The total reimbursement from LGS Recreation to the Town will still be less than the salary and benefits for the prior Executive Director, It is anticipated that Ms. Falkner will serve as the Interim Executive Director for a period of three to eight months. FISCAL IMPACT Town revenues will increase reflecting the reimbursements received from LGS Recreation and Town expenses will increase reflecting the temporary pay increase as well as for any increased or temporary staffing and support resulting from the reassignment of Ms. Falkner's current duties, It is anticipated that there will be modest net savings accrued both this fiscal year and next to the benefit of the Town's budgetary challenges.