21 - Town Offices SectionPROPOSED
D – 3
Town Offices
PROGRAM PURPOSE
The Town Offices Program comprises the Town Council Administration Program and the Town Attorney
Administration Program, which includes the Self-Insurance Liability Program. The purpose of each
program is outlined in the sections that follow this page.
BUDGET OVERVIEW
The FY 2012/13 Town Offices budget reflects adjustments to salaries and benefits due to staffing
allocations and changes in employee benefits. There are no anticipated changes to general administrative,
legal, or risk management services levels.
PROPOSED
D – 4
TOWN OFFICES
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Service Charge 2,091$ -$ -$ -$ -$ -$
Interest 1,957,205 - - - - -
Fines & Forfeutires- - 2,250 - 12,349 -
Other Revenues 364 4,000 945 - - -
TOTAL REVENUES 1,959,660$ 4,000$ 3,195$ -$ 12,349$ -$
EXPENDITURES
Salaries and Benefits 373,944$ 330,174$ 305,921$ 354,540$ 345,163$ 360,806$
Operating Expenditures 89,564 54,891 27,856 53,830 41,765 53,700
Fixed Assets- - - - - -
Internal Service Charges 32,741 26,804 27,386 27,853 28,145 27,360
TOTAL EXPENDITURES 496,249$ 411,869$ 361,163$ 436,223$ 415,073$ 441,866$
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
PROGRAM
Town Council 163,365$ 160,202$ 163,447$ 209,182$ 190,416$ 213,057$
Town Clerk - Elected 1,021 - - - - -
Town Treasurer*101,885 - - - - -
Town Clerk- - - - - -
Town Attorney 229,978 251,667 197,716 227,041 224,657 228,809
TOTAL EXPENDITURES 496,249$ 411,869$ 361,163$ 436,223$ 415,073$ 441,866$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D – 5
TOWN OFFICES
Full Time Equivalents (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Town Attorney 0.60 0.60 0.60 0.60 0.60 0.60
Deputy Town Attorney 0.25 - - - 0.25 0.25
Legal Admin Assistant- - 0.25 0.25 - -
Legal Assistant- 0.25 - - - -
Deputy Clerk- 0.05 0.05 0.05 - -
Administrative Programs Mgr.- 0.10 - - - -
Executive Asst. to the Town Mgr.0.50 0.50 0.50 0.50 0.50 0.50
Office Assistant 0.35 - - - - 0.35
Office Clerk- 0.35 0.35 0.35 0.35 -
Total General Fund FTEs 1.70 1.85 1.75 1.75 1.70 1.70
NON-General Fund FTEs
Liability Self-Insurance
Town Attorney 0.35 0.35 0.35 0.35 0.35 0.35
Deputy Town Attorney 0.25 - - - 0.25 0.25
Legal Admin Assistant- - 0.25 0.25 - -
Legal Assistant- 0.25 - - - -
Total Liability Fund FTEs 0.60 0.60 0.60 0.60 0.60 0.60
Workers Compensation
Town Attorney 0.05 0.05 0.05 0.05 0.05 0.05
Total Workers Comp FTEs 0.05 0.05 0.05 0.05 0.05 0.05
Total Town Offices FTEs 2.35 2.50 2.40 2.40 2.35 2.35
Elected Officials
Councilmembers 5.00 5.00 5.00 5.00 5.00
Total Elected Officials 5.00 5.00 5.00 5.00 5.00
Temporary Staff Hours
Intern 175 175 175 175 175
Total Annual Hours 175 175 175 175 175
DEPARTMENT STAFFING
PROPOSED
D – 6
PROPOSED
D – 7
Town Council
TOWN COUNCIL ADMINISTRATION
PROGRAM 1101
PROGRAM PURPOSE
The Town Council is the elected legislative body that represents and directs the Town of Los Gatos. The
Town Council comprises five Council members, with the Mayor and Vice Mayor appointed annually by
the Council each November. The Town operates under a Council/Manager (corporate) form of
government that combines the policy leadership of elected officials with the managerial responsibility of
an appointed Town Manager reporting to the Council. With the assistance of Town staff, the Mayor and
Town Council identify and adopt appropriate policy, program, and budget priorities for the Town.
As an elected Legislature, the Council’s priorities reflect, through its regulatory and budgetary
enactments, the aspirations of the residents of Los Gatos. These priorities are implicit in the programs
adopted and set forth in the annual operating budget for the Town of Los Gatos.
BUDGET OVERVIEW
The FY 2012/13 budget for the Town Council reflects an adjustment in salaries and benefits due to
changes in employee benefits. It is anticipated that resources allocated as part of the FY 2012/13 Council
budget will continue to include support for general administrative services, including agenda packet
preparation and distribution, customer and elected official support, and Council policy/program analysis.
However, given these limited resources, workload capacity and flexibility may not be sufficient to address
unanticipated service requests.
PROPOSED
D – 8
TOWN COUNCIL
KEY PROGRAM SERVICES
Represents the residents of Los Gatos
Formulates and enacts public policy in response to current and anticipated needs within political,
administrative, and fiscal constraints
Provides community leadership as the legislative and policy-making body of the municipal
government
Oversees Town boards and commissions
Represents the Town of Los Gatos through coordination and collaboration with other government
agencies
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Service Charge-$ -$ -$ -$ -$ -$
Interest- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits 139,544$ 136,603$ 146,625$ 180,995$ 173,766$ 184,870$
Operating Expenditures 18,920 19,335 12,987 23,700 12,365 23,700
Fixed Assets- - - - - -
Internal Service Charges 4,901 4,264 3,835 4,487 4,285 4,487
TOTAL EXPENDITURES 163,365$ 160,202$ 163,447$ 209,182$ 190,416$ 213,057$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D – 9
Town Attorney
TOWN ATTORNEY ADMINISTRATION
PROGRAM 1301
PROGRAM PURPOSE
The Town Attorney is the legal advisor to the Town Council, Successor Agency to the former
Redevelopment Agency, and Town staff. In this capacity, the Office of the Town Attorney provides a
wide range of legal services to ensure that Town actions and activities are legally sound. The core
services of the Town Attorney’s Office include, but are not limited to: providing timely legal advice to the
Town Council, Town advisory bodies, and staff; drafting contracts, opinions, resolutions, and ordinances;
reviewing, processing, and settling claims against the Town; and prosecuting and defending civil lawsuits
against the Town.
BUDGET OVERVIEW
The FY 2012/13 budget for the Town Attorney’s Office includes minor changes in operating expenses.
Funding for outside legal services remains limited due to available resources.
PROPOSED
D – 10
TOWN ATTORNEY
ACCOMPLISHMENTS
Core Values Accomplishments
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
Advised on a significant number of ordinances, policies, and
development projects in furtherance of implementation of the 2020
General Plan.
Fiscal Stability
Maintain ongoing
fiscal stability to
provide cost
effective core
services that meet
the needs of the
community
Reorganized and consolidated Town Attorney’s Office and Clerk
Department for efficiency and cost containment.
Advised on the legal and financial implications associated with the
dissolution of California redevelopment agencies.
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Service Charge 2,091$ -$ -$ -$ -$ -$
Interest- - - - - -
Fines & Forfeitures- - 2,250 - 12,349 -
Other Revenues 364 4,000 945 - - -
TOTAL REVENUES 2,455$ 4,000$ 3,195$ -$ 12,349$ -$
EXPENDITURES
Salaries and Benefits 182,270$ 193,571$ 159,296$ 173,545$ 171,397$ 175,936$
Operating Expenditures 23,496 35,556 14,869 30,130 29,400 30,000
Fixed Assets- - - - - -
Internal Service Charges 24,212 22,540 23,551 23,366 23,860 22,873
TOTAL EXPENDITURES 229,978$ 251,667$ 197,716$ 227,041$ 224,657$ 228,809$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D – 11
TOWN ATTORNEY
FY 2012/13 KEY PROJECTS
KEY PROGRAM SERVICES
Represents the Town regarding litigation matters, including criminal prosecutions of code
violations
Serves as the legal advisor for the Town Council, Town staff, and Redevelopment
Agency/Successor Agency
Processes and evaluates all personal injury, property damage, and other monetary claims against
the Town and manages all litigation involving the Town
Drafts and/or reviews all proposed ordinances and resolutions
Supervises personal injury and property damage claims and related claims litigation
Reviews and/or drafts Town staff reports and contracts
Assists in the administration of the Town’s liability insurance and risk management program
Negotiates key transactions such as property acquisitions
Provides legal advice and support to Town boards and commissions
Core Values KEY PROJECTS
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
Policy Development
Assist and advise on the review of and revision to the Town’s
Entertainment and Alcohol Policy, development of the North 40 site, Los
Gatos Boulevard Plan, and implementation of the General Plan.
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Process Improvements
The Town Attorney’s Office is a service department that must be available to
respond to the varying needs of the Town Council and Town staff. However,
without compromising this key focus, the Town Attorney will continue to assist
in streamlining administrative functions, including contract management, Council
action, and code enforcement; and reducing the cost of legal services and overall
Town liability.
PROPOSED
D – 12
TOWN ATTORNEY
Full Time Equivalents (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Town Attorney 0.60 0.60 0.60 0.60 0.60 0.60
Deputy Town Attorney 0.25 - - - 0.25 0.25
Legal Admin Assistant- - 0.25 0.25 - -
Legal Assistant- 0.25 - - - -
Deputy Clerk- 0.05 0.05 0.05 - -
TOTAL PROGRAM FTEs 0.85 0.90 0.90 0.90 0.85 0.85
TOWN ATTORNEY STAFFING
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
a.Percentage of claims for denial or approval
processed within 45 days of filing:
98%98%98%98%98%
2.
a.Percentage of staff reports and contracts reviewed
within 24 hours of receipt:
95%95%95%95%95%
b.Percentage of formal Request for Written Opinions
prepared within 3 working days:
95%95%95%95%95%
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.16 15 15 15 15
2.30 20 20 20 30
3.2 5 5 10 5
4.16 20 20 34 30
5.13 12 15 50 40
6.150 229 150 195 200
7.191 100 80 12 10
8.15 15 15 17 15Number of claims:
Number of cases closed:
Number of property loss reports processed:
Number of subpoenas handled:
Number of incident reports processed:
To reduce the legal and financial consequences of
claims and lawsuits against the Town.
To protect the Town from legal exposure through the
timely review of contracts, staff reports, and Town
policies and practices.
Number of Public Records Act requests processed:
Number of resolutions and ordinances developed:
Number of opinion requests and contracts reviewed:
PROPOSED
D – 13
Town Attorney
LIABILITY SELF-INSURANCE FUND
PROGRAM 1302
FUND PURPOSE
The Town is a member of the Association of Bay Area Governments (ABAG) insurance pool, a self-
insurance program established in 1986 to provide general liability, property insurance, and risk
management services to 30 cities within the Bay Area. This coverage minimizes the Town’s exposure to
losses as a result of Town policy or actions.
The annual premium paid by the Town allows for $10 million total coverage with a $50,000 deductible
per occurrence. Self–insurance rates have been established to accurately allocate the cost of this internal
service fund to all programs based on staffing levels, thus more accurately distributing and reflecting
actual costs of services.
BUDGET OVERVIEW
The Self-Insurance Program is funded through departmental charges based on established assessment
rates per labor dollar expended. Service rates are established to maintain fund balance capacity at a
minimum of three times the annual operating expense. This rule of thumb provides a funding source for
potential claims against the Town. Excess funding is reduced through lower service rates and transfers
back to the General Fund. The Town continues to receive grant funding and to make strides in the area of
Risk Management.
FY 2012/13 operating expenditures for the Self-Insurance Liability Program are anticipated to increase
due to adjustments in insurance premiums and claim history. The program’s fund balance continues to be
healthy and can support any additional unanticipated premium or claim expenses. Staff is currently
exploring alternative insurance and liability fund structures and providers to reduce costs while
maintaining appropriate risk coverage.
PROPOSED
D – 14
TOWN ATTORNEY
Liability Self-Insurance Program
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 1,855,445 2,091,700 2,078,635 2,066,068 2,066,068 1,876,615
Total Beginning Fund Balance 1,855,445 2,091,700 2,078,635 2,066,068 2,066,068 1,876,615
Revenues
Service Charge 530,881 491,082 500,056 532,958 521,657 501,292
Interest- - - - - -
Other Revenues 9,445 - - - - -
Total Revenues 540,326 491,082 500,056 532,958 521,657 501,292
TOTAL SOURCE OF FUNDS 2,395,771$ 2,582,782$ 2,578,691$ 2,599,026$ 2,587,725$ 2,377,907$
USES OF FUNDS
Expenditures
Salaries and Benefits 98,816$ 124,734$ 111,295$ 123,474$ 121,238$ 125,049$
Operating Expenditures 205,255 379,413 401,328 501,750 589,872 527,200
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures 304,071 504,147 512,623 625,224 711,110 652,249
Ending Fund Balance
Designated- - - - - -
Undesignated 2,091,700 2,078,635 2,066,068 1,973,802 1,876,615 1,725,658
Total Ending Fund Balance 2,091,700 2,078,635 2,066,068 1,973,802 1,876,615 1,725,658
TOTAL USE OF FUNDS 2,395,771$ 2,582,782$ 2,578,691$ 2,599,026$ 2,587,725$ 2,377,907$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D – 15
TOWN ATTORNEY
Liability Self-Insurance Program
FY 2012/13 KEY PROJECTS
KEY PROGRAM SERVICES
Acts as liaison with the Town’s Liability Insurance administration
Informs Town Council and Town management of potential claims and results
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Town Attorney 0.35 0.35 0.35 0.35 0.35 0.35
Assistant Town Manager 0.05 - - - -
Deputy Town Attorney 0.25 0.25 0.25
Legal Admin Assistant- 0.25 0.25 - -
Legal Assistant- 0.25 - - - -
Account Technician 0.10 0.10 0.10 0.10 0.10 0.10
Total Liability FTEs 0.70 0.75 0.70 0.70 0.70 0.70
LIABILITY SELF-INSURANCE PROGRAM STAFFING
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Premium Management
Emphasize the improvement of safety concerns by actively pursuing ABAG
training programs. In an effort to minimize insurance claims, the insurance
pool offers safety training in areas which produce a high liability risk. Explore
alternative insurance and liability fund structures and providers to reduce costs
while maintaining appropriate risk coverage.
PROPOSED
D – 16