25 - PPW Section 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. Six organizational units (the Administration,
Park Services, Engineering Development Services, Engineering Program Services, Streets and Signals,
and Environmental Services 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 2012/13, the department will continue to preserve front-line services in order to better align
workload with service demands. The department continues to contract out tree maintenance services as a
method to minimize maintenance costs. In the Engineering Development Services Program, the Parks
and Public Works 0.50 FTE Engineering Inspector position will no longer be shared with the Community
Development Department. The position will continue to perform inspections for both Engineering
Development Services and Engineering Program Services while being retained as a 0.50 FTE position in
this department.
In addition to these staffing changes, the Engineering Development Services 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.
Staff from this department will continue to monitor regulations established by the Municipal Regional
Stormwater Permit (MRP). This permit was adopted by the California Regional Water Quality Control
Board in October 2009. The MRP, which is on a five-year permit cycle, has impacted staff by requiring
additional staff time to track and monitor projects. Beginning this fiscal year, maintenance and operations
staff will be required to clean and maintain new trash capture devices. Engineering Development
Services 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.
The current permit cycle ends on November 30, 2014. The full operational and financial impacts of the
new permit are unknown at this time.
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
This fiscal year the department will continue to monitor and minimize personnel overtime costs. This
decrease in overtime involves reducing hours for the department’s “Stand-by Program,” which places
staff on stand-by to address unforeseen emergencies. Stand-by will be available during the heavy weather
months from November through March instead of year-round. This reduction will affect the Streets and
Signals, Park Services, and Facilities Maintenance Programs; however, an impact on services is not
expected. Management staff, Police dispatch, and on-duty Police Sergeants will ensure appropriate
Town response as needed during the months without stand-by maintenance staff.
During this fiscal year, the department will be involved in completing various major capital improvement
projects. These projects include the construction of the Los Gatos Creekside Sports Park, roadway
improvement work at the Winchester Boulevard and Knowles Avenue and Highway 9 and University
Avenue intersections, Wedgewood Avenue, and the Blossom Hill Road Safe Routes to School project.
The Environmental Services Program will continue to administer and implement environmental
initiatives, and support sustainability issues. Key programs administered through this program include
Los Gatos Growing Greener quarterly newsletters and Keep Los Gatos Beautiful month in April.
Lastly, the Park Services Program will begin the development of an implementation of an “Adopt-a-Park”
program, which will encourage local residents to adopt various beautification projects in their
neighborhood parks. The purpose of the program is 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.
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
ACCOMPLISHMENTS
Core Values Accomplishments
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Collaborated with the City of San Jose to perform a roadway
rehabilitation project and major tree clearance along Blossom Hill
Road between Camino del Cerro and Union Avenue.
Quality Public
Infrastructure
Maintain the condition
and availability of
public facilities,
transportation
systems, and other
public infrastructure
Completed the renovation of picnic areas #1 and #2 at Oak
Meadow Park.
Completed a town-wide tree pruning project, which included the
Almond Grove and Garden Hill Drive neighborhoods.
Completed the upgrading of street name signs as part of
regulatory requirements in the Bicknell and Oak Grove
neighborhoods.
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural, recreational,
and individual
enrichment
Supported Town-sponsored special events, including 4th of July,
Screen on the Green, Holiday Tree Lighting, Children’s Holiday
Parade, and National Arbor Day event.
Completed the construction of the new Los Gatos Library
building.
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.
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Other Taxes 3,198$ 4,352$ 6,783$ 4,000$ 6,552$ 4,040$
Licenses and Permits 289,161 323,078 308,533 263,600 276,104 260,300
Intergovernmental 32,177 31,769 32,827 30,000 30,000 30,000
Service Charges 189,888 265,628 366,427 348,610 302,753 409,860
Other Revenues 284,117 259,585 170,082 313,535 457,565 313,535
TOTAL REVENUES 798,541$ 884,412$ 884,652$ 959,745$ 1,072,974$ 1,017,735$
EXPENDITURES
Salaries and Benefits 3,652,177$ 3,213,706$ 3,340,645$ 3,491,037$ 3,425,231$ 3,563,177$
Operating Expenditures 1,260,079 1,123,510 1,087,410 1,081,780 1,014,515 1,120,530
Fixed Assets 152,637 153,948 93,382 280,000 366,149 230,000
Internal Service Charges 922,960 848,902 761,708 810,077 816,766 801,195
TOTAL EXPENDITURES 5,987,853$ 5,340,066$ 5,283,145$ 5,662,894$ 5,622,661$ 5,714,902$
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
PROGRAM
Administration 375,737$ 260,813$ 248,423$ 273,000$ 237,002$ 277,232$
Engineering Prog Srvcs 787,382 688,241 676,311 833,866 816,127 858,587
Engineering Dev Srvcs 769,054 674,246 637,226 605,060 615,988 617,588
Park Services 2,194,914 1,532,274 1,672,635 1,632,071 1,592,875 1,539,872
Environmental Services 196,078 202,880 177,337 207,459 192,268 219,144
Streets Signals & Sidewalks 1,436,054 1,762,184 1,671,062 1,831,438 1,792,149 1,922,479
Property Damage 82,237 89,996 108,669 - 10,103 50,000
Pass Through 146,397 129,432 91,482 280,000 366,149 230,000
TOTAL EXPENDITURES 5,987,853$ 5,340,066$ 5,283,145$ 5,662,894$ 5,622,661$ 5,714,902$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
General Fund Positions Funded Funded Funded Funded Funded
Parks & Public Works Director 1.00 1.00 1.00 1.00 1.00 1.00
Asst PPW Dir/Town Engineer 1.00 1.00 1.00 1.00 1.00 1.00
Superintendent 1.30 1.70 0.70 1.50 1.50 1.30
PPW Supervisor- - 1.00 - - -
Administrative Analyst 1.00 1.00 1.00 1.00 1.00 1.00
Executive Assistant 1.00 - - - - 1.00
Administrative Specialist- 1.00 1.00 1.00 1.00 -
Public Works Specialist- 1.80 - - - -
Administrative Assistant 1.80 - - - - 1.80
Administrative Secretary- 1.00 1.80 0.80 0.80 -
Secretary III- - - 1.00 1.00 -
Environmental Service Coordinator 0.50 - - - 0.50 0.50
Associate Civil Engineer 3.00 3.00 3.00 3.00 3.00 3.00
Assistant Civil Engineer 1.00 1.00 1.00 1.00 1.00 1.00
Engineering Technician 1.00 1.00 1.00 1.00 1.00 1.00
Sr Engineering Inspector 1.00 1.00 1.00 1.00 1.00 1.00
Engineering Inspector- 1.00 2.00 - - -
Building Inspector 0.50 - - 0.50 0.50 0.50
Parks Service Officer 1.00 2.00 1.00 1.00 1.00 1.00
Town Arborist 1.00 1.00 1.00 1.00 1.00 1.00
Tree Trimmer/High Climber 1.00 1.00 1.00 1.00 - 1.00
Lead Parks & Maint. Worker 2.00 2.00 2.00 2.00 2.00 2.00
Sr. Parks & Maintenance Worker- 1.00 - - - -
Parks & Maintenance Worker 7.00 9.00 9.00 8.00 8.00 7.00
Total General Fund FTEs 26.10 31.50 29.50 26.80 26.30 26.10
NON-General Fund FTEs (in Parks & Public Works Department programs unless otherwise noted)
Non-Point Source
Sweeper Operator 1.00 1.00 1.00 1.00 1.00 1.00
Total Non-Point Source FTEs 1.00 1.00 1.00 1.00 1.00 1.00
Vehicle Maintenance
Superintendent 0.30 0.30 0.30 0.30 0.30 0.30
PPW Supervisor- 0.07 - - - -
Public Works Specialist- 0.20 - - - -
Administrative Assistant 0.20 - - - - 0.20
Administrative Secretary- - 0.20 0.20 0.20 -
Equipment Mechanic 1.00 2.00 1.00 1.00 1.00 1.00
Apprentice Mechanic- - 1.00 - - -
Total Vehicle Maint. FTEs 1.50 2.57 2.50 1.50 1.50 1.50
DEPARTMENT STAFFING
Full Time Equivalent (FTE)
PROPOSED
D -154
PARKS & PUBLIC WORKS DEPARTMENT
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Positions Funded Funded Funded Funded Funded
Facilities Maintenance
Superintendent 0.40 - - 0.20 0.20 0.40
PPW Manager- - 1.00 - - -
PPW Supervisor- 0.93 - - - -
Lead Parks & Maint. Worker 1.00 - - 1.00 1.00 1.00
Parks & Maintenance Worker 1.00 - - - 1.00 1.00
Facility Technician- 1.00 1.00 1.00 - -
Total Facilities Maint. FTEs 2.40 1.93 2.00 2.20 2.20 2.40
CIP Library Project (FTEs located in Capital Improvement Program under Fund 400)
PPW Manager- - - 1.00 1.00 -
Total CIP Project FTEs- - - 1.00 1.00 -
Total PPW Department FTE's 31.00 37.00 35.00 32.50 32.00 31.00
Temporary Staff Hours
Office Intern- - - - -
Office Clerk 400 368 1,000 1,000 1,000
Engineering Technician- - - - -
Engineering Intern- - - - -
Park Service Officer- 1,000 1,000 1,000 1,000
Maintenance Assistant 4,784 5,412 5,412 6,791 6,791
Total Annual Hours 5,184 6,780 7,412 8,791 8,791
Full Time Equivalent (FTE)
DEPARTMENT STAFFING
PROPOSED
D -155
Parks & Public Works Department
PARKS & PUBLIC WORKS ADMINISTRATION
PROGRAM 5101
PROGRAM PURPOSE
The Administration Program supports the delivery of services throughout the department. Its 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 2012/13 Administration Program budget reflects some minor changes. The 1.0 FTE Executive
Assistant position became vacant in FY 2011/12. 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. It is anticipated that the Executive Assistant position will be filled
during FY 2012/13. This position serves an important role in the overall administration of the department
in the preparation and tracking of construction and service contracts.
Staff will manage the complex federal and state grant fund documentation and reimbursement processes,
and conduct customer service surveys of each programs’ customers (e.g. permit applicants, park
reservation users, etc.) to measure customers’ satisfaction. Additionally, Administration Program staff
will continue to manage the new online park reservation system that was launched in January 2009.
PROPOSED
D -156
PARKS & PUBLIC WORKS DEPARTMENT
Administration
FY 2012/13 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
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.
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits- - - - - -
Intergovernmental- - - - - -
Service Charges- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits 295,029$ 204,996$ 189,976$ 206,741$ 178,333$ 209,140$
Operating Expenditures 19,634 11,793 16,117 24,370 14,271 23,480
Fixed Assets- - - - - -
Internal Service Charges 61,074 44,024 42,330 45,256 44,398 44,612
TOTAL EXPENDITURES 375,737$ 260,813$ 248,423$ 276,367$ 237,002$ 277,232$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D -157
PARKS & PUBLIC WORKS DEPARTMENT
Administration
KEY PROGRAM SERVICES
Provides walk-in and telephone customer service for departmental programs and services
Provides internal clerical and program support for departmental services
Oversees regulatory and project operations
Manages the department’s budget
Pursues grant funding to enable the Town to implement key projects
Prepares and tracks construction and maintenance contracts
Facilitates neighborhood meetings to discuss concerns related to traffic calming, street
improvements, and other parks and public works-related issues
Provides staff support to the Parks Commission and Transportation and Parking Commission and
assists in coordination of commission-sponsored projects
Provides 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
Administers the processing of permits and Town park reservations
Oversees department employee training and safety programs
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Parks & Public Works Director 0.40 0.40 0.40 0.40 0.40 0.40
Administrative Analyst 0.25 0.25 0.25 0.25 0.25 0.25
Executive Assistant 0.25 - - - - 0.25
Administrative Specialist- 0.25 0.25 0.25 0.25 -
Public Works Specialist- 1.10 - - - -
Administrative Assistant 0.50 - - - - 0.50
Administrative Secretary 0.40 0.50 0.10 0.10
Secretary III- - 0.40 0.40
TOTAL PROGRAM FTE's 1.40 2.40 1.40 1.40 1.40 1.40
2008/09 2009/10 2010/11 2011/12 2012/13
Temporary Staff Hours Funded Funded Funded Funded Funded
Office Intern- - -
Office Clerk 400 368 650 650 650
TOTAL ANNUAL HOURS 400 368 650 650 650
Full Time Equivalent (FTE)
PPW ADMINISTRATION PROGRAM STAFFING
PROPOSED
D -158
PROPOSED
D -159
Parks & Public Works Department
ENGINEERING PROGRAM SERVICES
PROGRAM 5201
PROGRAM PURPOSE
The Engineering Program Services Program 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 that 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 2012/13, staff will manage the construction of the Creekside Sports Park facility and various other
CIP projects. Key roadway projects this fiscal year include work at the Winchester Boulevard and
Knowles Avenue intersection, the Highway 9 and University Avenue intersection, Wedgewood Avenue
and Blossom Hill Road.
In addition, Engineering Program Services will continue the practice of partially funding its Assistant
Civil Engineer and Senior Engineering Inspector positions from capital projects as appropriate. This
reallocation will shift 1.0 FTE in funding (approximately $100,000) of both positions to the Town’s CIP
budget. This funding approach is consistent with that of other governments with a similar classification.
PROPOSED
D -160
PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
The positions will be funded through reimbursements from the General Fund Appropriated Reserves
(GFAR) to the General Fund for work performed on Town CIP projects. It is anticipated that various
capital projects, including grants, will provide the resources required for this funding shift. This
reallocation will allow for increased program support as the CIP grows in the future.
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits- - - - - -
Intergovernmental- - - - - -
Service Charges- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits 658,020$ 604,510$ 594,670$ 748,263$ 719,470$ 772,982$
Operating Expenditures 52,308 12,116 11,884 20,560 19,440 19,100
Fixed Assets- - - - - -
Internal Service Charges 77,054 71,615 69,757 78,546 77,217 66,505
TOTAL EXPENDITURES 787,382$ 688,241$ 676,311$ 847,369$ 816,127$ 858,587$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D -161
PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
FY 2012/13 KEY PROJECTS
KEY PROGRAM SERVICES
Capital Improvement Projects
Provides plans, specifications, estimates, right-of-way plans, and property descriptions for Town
projects; coordinates consultants; and administers contracts
Designs and administers projects for the annual Capital Improvement Program, including street
re-surfacing and curb, gutter, and sidewalk improvement analysis
Provides administrative and engineering support services for new parks improvement projects
funded with Propositions 12 and 40 Bond Act grant funds
Traffic Engineering
Performs traffic engineering analysis
Manages neighborhood traffic concerns and requests, including the traffic calming program
Community Information
Provides 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)
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 limited personnel capacity, and project funding,
staff will prioritize projects in the five-year Capital Improvement Program (CIP).
Program staff will pursue grant opportunities, where appropriate, for capital
projects. Planned CIP projects include construction of the Los Gatos Creekside
Sports Park, construction of Highway 9/University Avenue intersection
improvements, construction of Blossom Hill Road improvements (Cherry
Blossom/Camino Del Cerro), construction of Winchester Boulevard/Knowles
Avenue intersection improvements, and construction of Wedgewood Avenue
improvements (Mulberry/Granada). Additionally, program staff will continue to
work on the Town’s annual street resurfacing; curb, gutter, and sidewalk
replacement; and retaining wall replacement projects.
PROPOSED
D -162
PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Asst PPW Dir/Town Engineer 0.80 0.82 0.82 0.80 0.80 0.80
Administrative Analyst 0.25 0.25 0.25 0.25 0.25 0.25
Executive Assistant 0.20 - - - - 0.20
Administrative Specialist- 0.20 0.20 0.20 0.20 -
Administrative Assistant 0.50 - - - - 0.50
Administrative Secretary- 0.50 0.50 - - -
Secretary III- - - 0.50 0.50 -
Associate Civil Engineer 1.60 1.33 1.33 1.30 1.60 1.60
Assistant Civil Engineer 0.20 0.20 0.20 0.20 0.20 0.20
Engineering Technician 1.00 1.00 1.00 1.00 1.00 1.00
Sr. Engineering Inspector 0.70 0.85 0.85 0.85 0.70 0.70
Engineering Inspector- 0.20 0.20 - - -
Building Inspector 0.15 - - 0.50 0.15 0.15
TOTAL PROGRAM FTEs 5.40 5.35 5.35 5.60 5.40 5.40
Full Time Equivalent (FTE)
ENGINEERING PROGRAM SERVICES STAFFING
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
a.Percentage of residential households in traffic
calming project neighborhoods rating their
experience in the process as satisfactory:
67%67%N/A N/A N/A
b.Percentage of residential households approving the
final traffic calming proposal developed by Town
staff (67% approval required):N/A 80%71%81%67%
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.3 3 2 1 1
2.3 3 2 2 1
3.1 1 2 2 1
4 N/A N/A 10 10 8
5.N/A N/A 100%100%100%
6.N/A N/A 100%100%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:
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 Community Development
Department, provides services for private development projects to ensure that development projects are
processed and constructed in accordance with Town standards. Engineering functions include reviewing
plans and specifications, and inspection services for grading, drainage, and issues of encroachment in the
public right-of-way. The goal of this program is to recover engineering staff costs and expenditures
related to private development oversight.
BUDGET OVERVIEW
The FY 2012/13 program budget continues to reflect a trend to reduce expenses by charging work to
development projects as appropriate. If additional engineering review work is needed on a project, this
request would be addressed through developer fees via a pass-through account using temporary employee
services.
This year’s budget program shows a shift in the use of the Parks and Public Works 0.50 FTE Engineering
Inspector position. For the last two fiscal years, this position was shared with the Community
Development Department. The position will continue to perform inspections for both Engineering
Development Services and Engineering Program Services and is funded through both programs.
The Engineering Development Services 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.
PROPOSED
D -164
PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits 121,524 151,878 113,125 95,100 122,100 106,800
Intergovernmental- 2,981 2,746 - - -
Service Charges 173,780 247,081 350,204 332,000 284,920 393,000
Other Revenues- 13,357 - - - -
TOTAL REVENUES 295,304$ 415,297$ 466,075$ 427,100$ 407,020$ 499,800$
EXPENDITURES
Salaries and Benefits 648,646$ 524,185$ 541,765$ 521,571$ 524,816$ 520,797$
Operating Expenditures 31,724 54,762 13,995 16,460 13,800 13,800
Fixed Assets- 8,962 1,900 - - -
Internal Service Charges 88,684 86,337 79,566 76,108 77,372 82,991
TOTAL EXPENDITURES 769,054$ 674,246$ 637,226$ 614,139$ 615,988$ 617,588$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D -165
PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
FY 2012/13 KEY PROJECTS
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Development Projects
The Development Team (Town Community Development, Parks and Public
Works, and Police Departments; and the Santa Clara County Fire Department)
will continue to work on several key private development projects in Los Gatos.
These projects include development of the North 40 site, redevelopment of the
Albright site, and redevelopment of commercial sites along Los Gatos Boulevard.
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 continue to 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 (Town Community Development, Parks and Public
Works, and Police Departments; and the Santa Clara County Fire Department)
has continued to work on the development of the new grading ordinance, which is
tentatively scheduled for Town Council review in FY 2012/13. The ordinance
will provide guidelines aligned with the Town’s existing hillside development
guidelines. In addition, the new ordinance will provide criteria that are
compatible with current development projects, as the current ordinance is
outdated.
PROPOSED
D -166
PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
KEY PROGRAM SERVICES
Development Projects
Reviews development applications for compliance with Town grading and engineering standards
Reviews plans and approves final maps (tracts) and parcel maps as required by state law
Conducts inspections of work within public right-of-way through the encroachment permit
process
Traffic Engineering
Performs traffic engineering analysis for proposed development projects
Community Information
Provides assiance to the public regarding right-of-way issues
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Parks & Public Works Director 0.20 0.20 0.20 0.20 0.20 0.20
Asst PPW Dir/Town Engineer 0.20 0.18 0.18 0.20 0.20 0.20
Executive Assistant 0.05 - - - - 0.05
Administrative Specialist- 0.05 0.05 0.05 0.05 -
Administrative Assistant 0.10 - - - - 0.10
Administrative Secretary- 0.10 0.10 - - -
Secretary III- - - 0.10 0.10 -
Associate Civil Engineer 1.40 1.67 1.67 1.70 1.40 1.40
Assistant Civil Engineer 0.80 0.80 0.80 0.80 0.80 0.80
Sr. Engineering Inspector 0.30 0.15 0.15 0.15 0.30 0.30
Engineering Inspector- 0.80 0.80 - - -
Building Inspector 0.35 - - - 0.35 0.35
TOTAL PROGRAM FTEs 3.40 3.95 3.95 3.20 3.40 3.40
Full Time Equivalent (FTE)
ENGINEERING DEVELOPMENT SERVICES STAFFING
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
a.Percentage of conventional encroachment permits
that are processed by Engineering staff within 5
business days:
Data Not
Available
Data Not
Available 90%90%90%
b.Percentage of conventional grading/improvement
permits that are processed by Engineering staff
within 10 business days:
Data Not
Available
Data Not
Available
Data Not
Available 90%90%
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.17 15 21 20 20
2.200 200 213 220 210
To provide an effective and efficient encroachment
and grading/improvement permit approval process:
Number of encroachment permits processed:
Number of grading permits processed:
PROPOSED
D -168
PROPOSED
D -169
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
In FY 2012/13, certain park maintenance services will continue to be contracted out as a strategy to
minimize operational expenses and focus internal resources 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 successfully implemented last fiscal year and had no impact on service delivery to
residents.
The Park Services Program will continue the cost-saving strategy by limiting the use of program staff
overtime. This decrease in overtime involves the reduction of the after-hours “Stand-by Program.” Stand-
by will be available during the months of November through March, in lieu of year-round.
As one of the department’s strategic planning initiatives, Park Services Program staff will continue to
combine resources with Streets and Signals Program staff to complete several large in-house maintenance
projects during FY 2012/13. 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.
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. Additionally, Park Services staff will
PROPOSED
D -170
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
begin development of an “Adopt-a-Park” program. This program will encourage local residents to adopt
various beautification projects in their neighborhood parks.
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Other Taxes 3,198$ 4,352$ 6,783$ 4,000$ 6,552$ 4,040$
Licenses and Permits 167,265 170,464 194,637 168,500 153,500 153,500
Intergovernmental- - - - - -
Service Charges 16,108 13,469 12,928 15,950 16,200 16,200
Other Revenues 20,603 10,457 22,658 13,535 14,277 13,535
TOTAL REVENUES 207,174$ 198,742$ 237,006$ 201,985$ 190,529$ 187,275$
EXPENDITURES
Salaries and Benefits 1,338,232$ 899,408$ 1,074,898$ 1,085,420$ 1,046,377$ 1,034,989$
Operating Expenditures 518,520 347,742 363,394 344,340 329,220 347,850
Fixed Assets 6,240 15,554 - - - -
Internal Service Charges 331,922 269,570 234,343 217,888 217,278 157,033
TOTAL EXPENDITURES 2,194,914$ 1,532,274$ 1,672,635$ 1,647,648$ 1,592,875$ 1,539,872$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D -171
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
FY 2012/13 KEY PROJECTS
Core Values KEY PROJECTS
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational, and
individual
enrichment
Creekside Sports Park
Park Services staff will begin the construction of the new Los Gatos Creekside
Sports Park. When completed, this project will provide a large, 180’ x 300’
multi-use sports field that can be used for soccer, lacrosse, football, and other
field sports. The site will also have a restroom, concession building, and small
picnic area with a tot lot play area. The anticipated completion date for this
project is the fall of 2012. Parks staff will continue to work cooperatively with
Engineering Services Program and Community Development Department staff
and other agencies to complete this project.
Parks Master Plan
Parks Services staff will work in conjunction with an outside consultant on the
development of a Town-wide Parks Master Plan document. This plan will define
the elements of the current park system, identify any deficiencies and the
associated costs to remediate them, and outline potential funding mechanisms that
would allow the Town to address future service goals. This document will serve
as a basis for future development of park impact fees or other funding
mechanisms. One portion of this project will be a community survey to
determine the satisfaction level for the current parks inventory and create a list of
future amenities that might be desired.
Pageant Grounds
Initial access and landscaping improvements to the Pageant Grounds were
included as part of the new library project in FY 2011/12. These improvements
included relocation of HVAC and emergency generator equipment, and
construction of a new pathway to the park. Access to the park was also provided
through the library’s Children’s Garden. The second phase of the project will
include final landscape design and construction to integrate the park with the new
library and completed landscaping for the main park area. Staff anticipates that
this new site will offer locations for passive recreational use as well as limited
outdoor children, teen, and adult programs.
PROPOSED
D -172
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
KEY PROGRAM SERVICES
Maintenance Services
Maintains 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, 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
Maintains 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
Conducts ongoing maintenance and improvement projects, as needed, to ensure parks and trails
equipment and facilities are functional and in safe operating condition
Maintains the downtown holiday tree lights
Coordinates the tree removal permit process to protect trees and manage tree inspection services
Oversees contract services for six Landscaping and Lighting Assessment Districts
Supervises the state Department of Corrections Work Furlough Program for clean-up projects
Park Use Fees and Reservation System
Manages the online park reservation system and user fee process
Provides code enforcement in the Town’s parks system
Volunteer Projects
Manages the downtown Adopt-a-Planter program
Coordinates volunteers (individuals and groups) who maintain or construct park-related projects,
including parks and trails system improvements and debris removal
Special Events
Provides support services for Town-sponsored and co-sponsored events, in particular Music in
the Park, 4th of July, Screen on the Green, the holiday tree lighting ceremony in Town Plaza Park,
and the Children’s Holiday Parade
Provides services for non-Town sponsored events on a cost-recovery basis, for events such as
Fiesta de Artes and the Shakespeare Festival
PROPOSED
D -173
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Parks & Public Works Director 0.20 0.20 0.20 0.20 0.20 0.20
Superintendent 0.50 1.00 - 0.80 0.80 0.50
PPW Supervisor- - 1.00 - - -
Administrative Analyst 0.25 0.25 0.25 0.25 0.25 0.25
Executive Assistant 0.25 - - - - 0.25
Administrative Specialist- 0.25 0.25 0.25 0.25 -
Public Works Specialist- 0.40 - - - -
Administrative Assistant 0.40 - - - - 0.40
Administrative Secretary- - 0.40 0.40 0.40 -
Parks Service Officer 1.00 2.00 1.00 1.00 1.00 1.00
Town Arborist- 1.00 - - - -
Tree Trimmer/High Climber 1.00 1.00 - 1.00 - 1.00
Lead Parks & Maint Worker 1.00 1.00 1.00 1.00 1.00 1.00
Parks & Maint Worker 3.00 5.00 5.00 4.00 4.00 3.00
TOTAL PROGRAM FTE's 7.60 12.10 9.10 8.90 7.90 7.60
2008/09 2009/10 2010/11 2011/12 2012/13
Temporary Staff Hours Funded Funded Funded Funded Funded
Parks Service Officer 1,000 1,000 1,000 1,000
Maintenance Assistant 4,584 4,584 4,584 5,963 5,963
TOTAL ANNUAL HOURS 4,584 5,584 5,584 6,963 6,963
Full Time Equivalent (FTE)
PARK SERVICES PROGRAM STAFFING
PROPOSED
D -174
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
a.Percentage of parks with playground equipment
receiving weekly safety inspections:90%90%90%70%90%
2.
a.Percentage of residents satisfied with the Town's efforts
to maintain parks:N/A N/A N/A N/A N/A
b.Percentage of residents satisfied with the Town's efforts
to maintain Town trails:N/A N/A N/A N/A N/A
c.Percentage of residents rating the appearance of Town
parks as good or excellent:N/A N/A N/A N/A N/A
Activity and Workload Highlights
2008/09
Estimated
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.348.2 348.2 348.2 348.2 348.2
2.14.9 14.9 14.9 14.9 14.9
3.509 465 458 450 450
4.N/A 33 35 40 35
5.N/A 35 20 20 20
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.
Total number of acres of Town parks, open space, and
median islands maintained:
Total number of park reservations issued annually:
Total miles of parks and open space trails maintained:
Total number of special use permits for parks issued
annually:
Total number of parks service requests within Town parks
received and completed:
PROPOSED
D -175
Parks & Public Works Department
ENVIRONMENTAL SERVICES
PROGRAM 5302
PROGRAM PURPOSE
The purpose of the Environmental Services 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
Key programs within the Environmental Services Program include working collaboratively with the
Community Development Department to prepare a Sustainability Action Plan that meets state
requirements. Staff will continue to lead events such as Keep Los Gatos Beautiful month to increase
community awareness around sustainability initiatives. The program will also continue to look for
opportunities to obtain grant funding for energy and water efficiency initiatives for Town operations.
Los Gatos Growing Greener will continue with quarterly newsletters to encourage staff and residents to
make sustainable choices in their everyday lives.
PROPOSED
D -176
PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
Town staff will continue to assist with the West Valley Solid Waste Management Authority and
Household Hazardous Waste Program with a goal of increasing waste diversion and minimization.
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits- - - - - -
Intergovernmental 32,177 28,788 30,081 30,000 30,000 30,000
Service Charges- 103 658 660 660 660
Other Revenues- 20,000 - 20,000 20,000 20,000
TOTAL REVENUES 32,177$ 48,891$ 30,739$ 50,660$ 50,660$ 50,660$
Transfers In
Transfer from General Fund- - - - - -
Total Transfers In- - - - - -
Total Revenues & Transfers In 32,177 48,891 30,739 50,660 50,660 50,660
EXPENDITURES
Salaries and Benefits 94,979$ 94,520$ 69,856$ 49,254$ 49,846$ 67,952$
Operating Expenditures 96,655 103,795 104,144 156,850 140,100 148,100
Fixed Assets- - - - - -
Internal Service Charges 4,444 4,565 3,337 2,291 2,322 3,092
TOTAL EXPENDITURES 196,078$ 202,880$ 177,337$ 208,395$ 192,268$ 219,144$
Transfers Out
Transfer to General Fund 296,554 - - - - -
Total Transfers Out 296,554 - - - - -
Total Expenditures & Transfers Out 492,632 202,880 177,337 208,395 192,268 219,144
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D -177
PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
FY 2012/13 KEY PROJECTS
Core Values KEY PROJECTS
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
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. During FY 2012/13, staff will continue to work
actively with the JPA and West Valley Collection and Recycling as it enters its seventh
year of providing service to West Valley cities.
Keep Los Gatos Beautiful
April is “Keep Los Gatos Beautiful” month, and multiple major events are planned
during this month. The campaign celebrates National Earth Day, National Arbor Day,
and National Volunteer Recognition Week, all of which occur during 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. Staff from the two municipalities work together to leverage the strengths
of this 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
America Recycles Day. Staff will also focus on helping Los Gatos businesses achieve a
Green Business certification.
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 education 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, Catalog Choice (a junk mail reduction program),
Environmentally Preferable Purchasing Policy, Civic Center Recycling Initiatives, and
energy efficiency projects such as lighting and irrigation retrofits.
PROPOSED
D -178
PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
FY 2012/13 KEY PROJECTS
KEY PROGRAM SERVICES
Maintains 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
Participates in West Valley Solid Waste Management Authority JPA activities, including rate and
service reviews
Provides for safe household hazardous waste disposal options
Develops and implements a Climate Action Plan, to include strategies for reducing the Town’s
carbon footprint
Promotes sustainability initiatives and education
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Superintendent 0.10 - - - - 0.10
Environmental Service Coordinator 0.50 - - - 0.50 0.50
Total General Fund FTE 0.60 - - - 0.50 0.60
ENVIRONMENTAL SERVICES PROGRAM STAFFING
Core Values KEY PROJECTS
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
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. Throughout
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.
PROPOSED
D -179
PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
a.Percentage of solid waste diverted from landfill, by
calendar year:*65%48%43%45%45%
2008 2009 2010 2011 2012
2.
a.Percentage of solid waste collection calls resolved
and received:100%100%100%100%100%
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.0 120 129 120 120
2.571 233 150 150 180
3.
930 1,138 1,000 1,000 900
*SB1016 changes diversion calculation methodologies - FY 2007/08 is estimated
**These numbers include pick ups missed due to customers' failure to leave receptacles at the pick up location.
Maximize diversion from landfills in order to protect
public health and safety, and the environment.
Monitor and evaluate existing waste collection and
recycling programs.
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.**
PROPOSED
D -180
PROPOSED
D -181
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 will continue to provide tree maintenance as a
contractual service, which is similar to last fiscal year’s operations. 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. The Arborist also reviews private property tree removal applications and
ensures compliance with Town codes.
Downtown trash can removal service will continue to be provided with assistance from Parks Services
Program temporary staff. Additionally, overtime costs will be reduced by continuing to operate the
“Stand-by Program” during November through March, in lieu of year-round.
In FY 2012/13, the Streets and Signals staff will be responsible for the maintenance and operations of the
newly installed trash capture devices. These devices are a new requirement of the Bay Area Stormwater
Municipal Regional Permit.
PROPOSED
D -182
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits 372 736 771 - 504 -
Intergovernmental- - - - - -
Service Charges- 4,975 2,637 - 973 -
Other Revenues- 4,232 (806) - - -
TOTAL REVENUES 372$ 9,943$ 2,602$ -$ 1,477$ -$
EXPENDITURES
Salaries and Benefits 617,271$ 886,087$ 869,480$ 935,045$ 906,389$ 957,317$
Operating Expenditures 459,001 503,306 469,207 519,200 487,581 518,200
Fixed Assets- - - - - -
Internal Service Charges 359,782 372,791 332,375 392,745 398,179 446,962
TOTAL EXPENDITURES 1,436,054$ 1,762,184$ 1,671,062$ 1,846,990$ 1,792,149$ 1,922,479$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D -183
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
FY 2012/13 KEY PROJECTS
Core Values KEY PROJECTS
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Inter-Program Work Projects
Streets and Signals staff will continue to plan and coordinate work projects, such
as roadside clean-ups, 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 other local agencies that
have similar service needs in an effort to reduce program expenditures. For
example, last fiscal year program staff collaborated with the City of San Jose to
complete a roadside tree trimming and clearing project on Blossom Hill Road,
between Camino del Cerro and Union Avenue. Other successful ongoing
coordinated efforts include graffiti removal, paving operations, and brush
removal.
Municipal Regional Permit
Program staff will continue to 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
projects and to replace damaged signs, as needed. Additionally, staff will work
with Engineering Program Services staff to identify roadways that are in need of
re-striping or other markings in order to improve safety.
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 street lights are functioning properly.
Town-wide Tree Pruning
Maintenance tree pruning, including emergency tree work, will continue to be
handled by contractual services. A greater emphasis will be placed on block
pruning, targeting specific site locations annually, to lessen ongoing tree
trimming requests. The Town Arborist will continue to support the Community
Development Department with technical review for new development projects.
PROPOSED
D -184
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
FY 2012/13 KEY PROJECTS
KEY PROGRAM SERVICES
Street Maintenance/Traffic Signal Program
Maintains traffic signs and street signs along public streets
Maintains visibility of pavement markings, including crosswalks, red curbs, and roadway striping
Maintains 29 signalized intersections and 1,580 streetlights in the public right-of-way
Maintains the downtown tree lights
Tree Maintenance
Oversees the tree pruning contract
Manages private tree removal application process
Street Maintenance/Pavement
Maintains and repairs over 106 miles of public streets and 22 parking lots
Maintains storm drain basins, ditches, and culverts
Sidewalk Maintenance Program
Coordinates concrete sidewalk, curb, and gutter replacement program with CIP
Maintains the cleanliness of sidewalks, benches, bus stop shelters, and waste receptacles in the
business districts using pressure washing equipment
Special Events
Provides support services to Town-sponsored events
Installs 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
Core Values KEY PROJECTS
Quality Public
Infrastructure
Maintain the
condition and
availability of
public facilities,
transportation
systems, and other
public infrastructure
Capital Improvement Program Projects
Streets 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.
PROPOSED
D -185
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Parks & Public Works Director 0.20 0.20 0.20 0.20 0.20 0.20
Superintendent 0.70 0.70 0.70 0.70 0.70 0.70
Administrative Analyst 0.25 0.25 0.25 0.25 0.25 0.25
Executive Assistant 0.25 - - - - 0.25
Administrative Specialist- 0.25 0.25 0.25 0.25 -
Public Works Specialist- 0.30 - - - -
Administrative Assistant 0.30 - - - - 0.30
Administrative Secretary- - 0.30 0.30 0.30 -
Town Arborist 1.00 - 1.00 1.00 1.00 1.00
Tree Trimmer / High Climber- - 1.00 - - -
Lead Parks & Maint Worker 1.00 1.00 1.00 1.00 1.00 1.00
Sr. Parks & Maint Worker- 1.00 - - - -
Parks & Maint Worker 4.00 4.00 4.00 4.00 4.00 4.00
TOTAL PROGRAM FTEs 7.70 7.70 8.70 7.70 7.70 7.70
2008/09 2009/10 2010/11 2011/12 2012/13
Temporary Staff Hours Funded Funded Funded Funded Funded
Maintenance Assistant 200 200 200 200 200
TOTAL ANNUAL HOURS 200 200 200 200 200
Full Time Equivalent (FTE)
STREETS & SIGNALS PROGRAM STAFFING
PROPOSED
D -186
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
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%
2.
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:95%95%95%95%95%
c.Pavement Condition Index (PCI):74 69 70 71 71
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.1,575 1,575 1,575 1,575 1,580
2.397 397 397 397 397
3.150 150 150 150 150
4.28 28 28 28 29
5.106 106 106 106 106
6.250 177 280 250 300
7.290 185 255 340 375
8.218 124 220 195 200
9.164 166 645 400 470
*Customer satisfaction Performance Measures are based on the Town's 2003 survey results.
To provide safe and functional roadway systems throughout
Town.
To ensure streetlights and traffic signals are working in
effective operating order.
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:
Total number of tree-related maintenance requests received,
requiring inspection by staff:
Total number of staff hours to conduct tree inspections
and/or pruning:
PROPOSED
D -187
Parks & Public Works Department
PROPERTY DAMAGE
PROGRAM 5405
PROGRAM PURPOSE
The Property Damage Program is a new operating program designed to monitor financial activity related
the damage of Town property, including public infrastructure, such as sidewalks and streets and Town
vehicles, parks, and other public facilities. In particular, this program tracks revenue/reimbursements
received by applicable parties and expenses incurred as the result of damage to Town property.
BUDGET OVERVIEW
The FY 2012/13 budget reflects a net zero impact to the General Fund budget, as it is difficult to
anticipate potential damage to Town property. A placeholder of $50,000 in revenue and expenditures was
budgeted; budget adjustments, if necessary, will be brought forward for Council consideration during the
mid-year budget review process. Due to the timing of the receipt of reimbursements, prior year revenue
actuals are initially higher than expenditures. As this program includes no staff activity, it does not have
Key Projects or Performance Measures.
PROPOSED
D -188
PARKS & PUBLIC WORKS DEPARTMENT
Property Damage
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits- - - - - -
Intergovernmental- - - - - -
Service Charges- - - - - -
Other Revenues 117,117 82,107 56,747 - 57,139 50,000
TOTAL REVENUES 117,117$ 82,107$ 56,747$ -$ 57,139$ 50,000$
EXPENDITURES
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures 82,237 89,996 108,669 - 10,103 50,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
TOTAL EXPENDITURES 82,237$ 89,996$ 108,669$ -$ 10,103$ 50,000$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D -189
Parks & Public Works Department
PASS-THROUGH ACCOUNTS
PROGRAM 5999
PROGRAM PURPOSE
The Pass-Through Accounts 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 balance is 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. As this program includes no staff activity, it does not have
Key Projects or Performance Measures.
PROPOSED
D -190
PARKS & PUBLIC WORKS DEPARTMENT
Pass-Through Accounts
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits- - - - - -
Intergovernmental- - - - - -
Service Charges- - - - - -
Other Revenues 146,397 129,432 91,483 280,000 366,149 230,000
TOTAL REVENUES 146,397$ 129,432$ 91,483$ 280,000$ 366,149$ 230,000$
EXPENDITURES
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures- - - - - -
Pass Thru Account 146,397 129,432 91,482 280,000 366,149 230,000
Internal Service Charges- - - - - -
TOTAL EXPENDITURES 146,397$ 129,432$ 91,482$ 280,000$ 366,149$ 230,000$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D -191
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 ends of their useful lives. 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’s budget includes funding for replacement vehicles and equipment. Program expenditures
change significantly each year due to the timing of major purchases of equipment. A combination of
deferred replacement, upgrading, replacing, and refurbishing vehicles and equipment is proposed, based
on the condition of each vehicle or piece of equipment and cost effectiveness. For this fiscal year, there
will be a total of three vehicles purchased. These assets qualify for replacement as determined by the
Town’s Equipment Replacement Policy. One flatbed truck and a forklift for the Parks and Public Works
Department will be replaced. Additionally, this program will replace one old vehicle with a new sewer
truck for stormwater maintenance operations. The Parks and Public Works Department will be
responsible for the maintenance of the new trash capture devices and the sewer truck is necessary to
perform these tasks.
Program staff will continue to evaluate the current fleet inventory and evaluate each vehicle’s
replacement schedule along with the department’s needs and the Equipment Maintenance and
Replacement Policy. Vehicles removed from the replacement schedule will not be replaced once they are
PROPOSED
D -192
PARKS & PUBLIC WORKS DEPARTMENT
Equipment Replacement Fund
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 2012/13, it is anticipated that this cost savings
strategy will continue to generate a transfer to the General Fund of approximately $194,000 per year for
four to five years. This is the fourth year this transfer will occur.
Staff will also explore replacement costs versus rental of equipment, in order to reduce ongoing program
operation expenditures. Assessments between internal and external diagnostic and repair facility costs
will be conducted to determine the most cost-effective approach. As this program includes minimal staff
activity, it does not have Key Projects or Performance Measures.
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated - Gas Tax Assets-$ -$ -$ -$ -$ -$
Designated - Non-Point Assets 120,531 120,531 207,831 207,831 207,831 149,631
Designated - General Fund Assets 2,970,320 3,165,491 2,889,129 2,886,059 2,678,228 2,327,762
Total Beginning Fund Balance 3,090,851 3,286,022 3,096,960 3,093,890 2,886,059 2,477,393
Revenues
Service Charge 416,470 334,560 341,280 319,819 319,819 439,532
Interest- - - - - -
Other Revenues 10,750 46,125 28,245 - - -
Total Revenues 427,220 380,685 369,525 319,819 319,819 439,532
Transfers In
Transfer from Capital Projects- 8,990 - - - -
Total Transfers In- 8,990 - - - -
Total Revenues & Transfers In 427,220 389,675 369,525 319,819 319,819 439,532
TOTAL SOURCE OF FUNDS 3,518,071$ 3,675,697$ 3,466,485$ 3,413,709$ 3,205,878$ 2,916,925$
USES OF FUNDS
Expenditures
Salaries and Benefits 8,980$ 9,193$ 9,289$ 9,593$ 10,195$ 9,754$
Operating Expenditures 1,570 1,174 3,567 500 - -
Fixed Assets 200,519 374,370 165,739 213,800 524,290 486,188
Internal Service Charges- - - - - -
Total Expenditures 211,069 384,737 178,595 223,893 534,485 495,942
Transfers Out
Transfer to General Fund- 194,000 194,000 194,000 194,000 194,000
Transfer to Capital Projects- - - - - -
Transfer to Office Stores 20,980 - - - - -
Total Transfers Out 20,980 194,000 194,000 194,000 194,000 194,000
Total Expenditures & Transfers Out 232,049 578,737 372,595 417,893 728,485 689,942
Ending Fund Balance
Designated - Gas Tax Assets- - - - - -
Designated - Non-Point Assets 120,531 207,831 207,831 149,631 149,631 149,631
Designated - General Fund Assets 3,165,491 2,889,129 2,886,059 2,846,185 2,327,762 2,077,352
Total Ending Fund Balance 3,286,022 3,096,960 3,093,890 2,995,816 2,477,393 2,226,983
TOTAL USE OF FUNDS 3,518,071$ 3,675,697$ 3,466,485$ 3,413,709$ 3,205,878$ 2,916,925$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D -193
PARKS & PUBLIC WORKS DEPARTMENT
Equipment Replacement Fund
KEY PROGRAM SERVICES
Assesses vehicles and equipment for proper replacement timing and for fuel efficiency and
functionality
Performs cost effectiveness studies for asset cost and replacements
Accumulates appropriate internal service charges for asset replacement funding
Coordinates with Town departments for the smooth placement into service of new vehicles and
equipment
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Account Technician 0.10 0.10 0.10 0.10 0.10 0.10
Total Equipment Replacement FTEs 0.10 0.10 0.10 0.10 0.10 0.10
EQUIPMENT REPLACEMENT PROGRAM STAFFING
PROPOSED
D -194
PROPOSED
D -195
Parks & Public Works Department
VEHICLE MAINTENANCE PROGRAM
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 provide 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, the program has purchased hybrid vehicles to reduce fuel consumption
over the short and long terms. Additionally, the program continues to contract out 50% of maintenance
and repairs due to the reduction in staff and limited ongoing expenditures. The program has been
successful in contracting out vehicle repairs with no service impacts.
This fiscal year there will be a reduction in the auto parts and contractual labor services line items, which
will be shifted to the fuel source line item. Staff anticipates a rise in fuel costs based on the current
market trends. Any fuel prices over and above the established budget would be brought forth in the mid-
year budget report.
The program will maintain the temporary Office Clerk 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.
PROPOSED
D -196
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance 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 231,302 268,332 428,529 438,817 438,817 476,491
Total Beginning Fund Balance 231,302 268,332 428,529 438,817 438,817 476,491
Revenues
Service Charge 637,100 618,400 487,600 540,100 546,925 544,325
Interest- - - - - -
Other Revenues 921 6,100 1,089 - - -
Total Revenues 638,021 624,500 488,689 540,100 546,925 544,325
TOTAL SOURCE OF FUNDS 869,323$ 892,832$ 917,218$ 978,917$ 985,742$ 1,020,816$
USES OF FUNDS
Expenditures
Salaries and Benefits 292,294$ 168,707$ 175,576$ 188,100$ 184,086$ 189,415$
Operating Expenditures 308,697 293,108 302,825 348,100 325,165 348,100
Fixed Assets- 2,488 - - - -
Internal Service Charges- - - - - -
Total Expenditures 600,991 464,303 478,401 536,200 509,251 537,515
Ending Fund Balance
Designated- - - - - -
Undesignated 268,332 428,529 438,817 442,717 476,491 483,301
Total Ending Fund Balance 268,332 428,529 438,817 442,717 476,491 483,301
TOTAL USE OF FUNDS 869,323$ 892,832$ 917,218$ 978,917$ 985,742$ 1,020,816$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D -197
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
FY 2012/13 KEY PROJECTS
KEY PROGRAM SERVICES
Provides preventive maintenance and repairs for all Town-owned vehicles and equipment
Maintains 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 fuel-efficient vehicles as the replacement
schedule, Town budget, and functionality requirements allow.
Alternative Fuel Station
The program will provide compressed natural gas (CNG) for the Town’s fleet as
well as for the City of Saratoga’s 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 would increase efficiency and/or
customer service. In addition, comparative analyses on in-house versus vendor
costs will be conducted to determine best options for cost efficiency.
Fleet Management
The program’s asset management system will track a vehicle’s total repair,
maintenance schedule, and fuel costs. This system will provide reliable
quantitative information to assist with replacement decisions and to conduct
operational efficiencies. Using the data from this system, staff will evaluate fleet
usage and repair costs to determine if a reduction in fleet is cost-effective.
Departmental Joint Projects
Staff will continue to participate in departmental joint projects on an as-needed
basis, which provides additional departmental flexibility for major projects as
well as participation in storm response activities.
PROPOSED
D -198
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Superintendent 0.30 0.30 0.30 0.30 0.30 0.30
PPW Supervisor- 0.07 - - - -
Public Works Specialist- 0.20
Administrative Assistant 0.20 - - - - 0.20
Administrative Secretary- - 0.20 0.20 0.20 -
Equipment Mechanic 1.00 2.00 1.00 1.00 1.00 1.00
Apprentice Mechanic- - 1.00 - - -
Total Vehicle Maint. FTEs 1.50 2.57 2.50 1.50 1.50 1.50
2008/09 2009/10 2010/11 2011/12 2012/13
Temporary Staff Hours Funded Funded Funded Funded Funded
Office Clerk 350 350 350
TOTAL ANNUAL HOURS- - 350 350 350
VEHICLE MAINTENANCE PROGRAM STAFFING
PROPOSED
D -199
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
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:$0.52$0.56$0.52$0.57$0.59
General Fleet - light:$0.76$0.66$0.65$0.79$0.81
General Fleet - heavy:$3.48$5.85$8.34$12.40$12.77
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.45 46 47 47 47
2.7 6 6 6 4
3.38 34 34 36 36
4.61 66 66 51 51
*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.
Pieces 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.
PROPOSED
D -200
PROPOSED
D -201
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, cell
phone services, 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, 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 in turn fund the
program’s expenses through these charge-backs.
The FY 2012/13 budget reflects several changes in non-personnel expenditures. These changes are
primarily related to additional maintenance expenses associated with the new library building.
There are several key projects planned for this fiscal year. One project is the re-use of the former library
space. Once the use for this space has been established by the Town Council, staff will coordinate the
necessary remodel and improvements to this space. Another key project will be the completion of two
photovoltaic systems to provide solar power to the Town’s Corporation Yard and Police Operations
building.
PROPOSED
D -202
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance 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 968,509 716,701 820,171 953,446 953,446 981,784
Total Beginning Fund Balance 968,509 716,701 820,171 953,446 953,446 981,784
Revenues
Other Taxes 14,347 19,586 31,723 15,000 27,655 15,000
Service Charge 1,038,900 911,680 849,000 892,300 892,300 991,682
Other Revenues 69,887 79,830 101,048 143,000 149,404 131,404
Total Revenues 1,123,134 1,011,096 981,771 1,050,300 1,069,359 1,138,086
Transfers In
Transfer from General Fund- - - - - -
Total Transfers In- - - - - -
Total Revenues & Transfers In 1,123,134 1,011,096 981,771 1,050,300 1,069,359 1,138,086
TOTAL SOURCE OF FUNDS 2,091,643$ 1,727,797$ 1,801,942$ 2,003,746$ 2,022,805$ 2,119,870$
USES OF FUNDS
Expenditures
Salaries and Benefits 232,196$ 220,436$ 162,970$ 264,233$ 217,207$ 300,497$
Operating Expenditures 661,392 679,390 685,526 748,500 693,814 898,350
Fixed Assets 47,800 - - 30,000 30,000 30,000
Internal Service Charges- - - - - -
Total Expenditures 941,388 899,826 848,496 1,042,733 941,021 1,228,847
Transfers Out
Transfer to General Fund- - - - - -
Transfer to Capital Projects 433,554 7,800 - 100,000 100,000 477,000
Transfer to Office Stores- - - - - -
Total Transfers Out 433,554 7,800 - 100,000 100,000 477,000
Total Expenditures & Transfers Out 1,374,942 907,626 848,496 1,142,733 1,041,021 1,705,847
Ending Fund Balance
Designated- - - - - -
Undesignated 716,701 820,171 953,446 861,013 981,784 414,023
Total Ending Fund Balance 716,701 820,171 953,446 861,013 981,784 414,023
TOTAL USE OF FUNDS 2,091,643$ 1,727,797$ 1,801,942$ 2,003,746$ 2,022,805$ 2,119,870$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D -203
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
FY 2012/13 KEY PROJECTS
KEY PROGRAM SERVICES
Administers custodial, telephone, heating, ventilating, and air conditioning system maintenance
agreements
Manages preventive maintenance contracts for elevator, fire, and building alarms
Administers facilities capital improvement contracts
Administers repairs and improvements to the Town-owned buildings leased to The Museums of Los
Gatos (2) and Los Gatos-Saratoga Community Education and Recreation (2)
Manages interdepartmental service requests
Manages lighting 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 Capital Improvement Projects
Assist in the oversight of all facility-related improvements planned during FY
2012/13, including the completion of the Civic Center HVAC upgrade project
(former library space).
Solar Panel Installation Project
The Town continues to work on a solar power purchase agreement, which will
allow for the installation of solar panels with no capital investment and the
purchase of power directly from the solar provider in lieu of PG&E. Program
staff will act in the project management role to install solar panels on multiple
buildings, including the Police Operations Building and the Corporation Yard.
PROPOSED
D -204
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Superintendent 0.40 - - 0.20 0.20 0.40
PPW Manager- - 1.00 - - -
PPW Supervisor- 0.93 - - - -
Lead Parks & Maint Worker 1.00 - - 1.00 1.00 1.00
Parks & Maint Worker 1.00 - - - 1.00 1.00
Facility Technician- 1.00 1.00 1.00 - -
Total Building Maint. FTEs 2.40 1.93 2.00 2.20 2.20 2.40
2008/09 2009/10 2010/11 2011/12 2012/13
Temporary Staff Hours Funded Funded Funded Funded Funded
Maintenance Assistant- 628 628 628 628
TOTAL ANNUAL HOURS- 628 628 628 628
FACILITIES MAINTENANCE PROGRAM STAFFING
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
a.Percent of high priority (safety or service
interruption) requests completed within 3 days:N/A 68%74%73%75%
b.Percent of facilities requests completed within 14
days:N/A 77%81%92%95%
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.83,000**95,000***95,000 124,240 124,240
2.83 48 53 97 100
3.142 114 51 110 100
*** The square footage increase is due to the completion of the Police Operations Building.
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:
** 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.
PROPOSED
D -205
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
Development Program 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 three
local agencies that support this function: to the Town for operating expenses incurred through this
program’s activities; to the West Valley Clean Water Program (WVCWP); 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 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 WVSD 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 WVSD transmitting those fees
to the county for collection on the property tax roll.
The NPDES permit which regulates each of these 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
PROPOSED
D -206
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
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
Public Works and Community Development Departments are working with WVCWP to monitor
expenses and staff impacts as they relate to permit compliance. This fiscal year the Town entered into a
new agreement with the WVSD to continue the administration of the WVCWP. The contractual
agreement is proposed to last until June 30, 2032, pending Council approval.
The Town’s NPDES program will continue to conduct monthly sweeping of streets and parking lots; clear
storm drains, ditches, and culverts; and dispose of collected material in a safe manner. Residential street
sweeping will continue to be conducted on a monthly frequency. This prior reduction will allow staff to
continue focusing on other aspects of the permit, such as the maintenance of the new trash capture
devices, which are required by the new stormwater permit. Staff spent several months developing an
installation strategy in FY 2011/12. The new devices will be installed this fiscal year. The Town’s
NPDES program activities also include volunteer groups that 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 2012/13;
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.
PROPOSED
D -207
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source 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 88,550 20,181 40,203 58,142 58,142 75,785
Total Beginning Fund Balance 88,550 20,181 40,203 58,142 58,142 75,785
Revenues
Intergovernmental- - - - - -
Service Charge- - - - - -
Other Revenues 135,000 135,000 135,000 135,000 135,000 502,000
Total Revenues 135,000 135,000 135,000 135,000 135,000 502,000
TOTAL SOURCE OF FUNDS 223,550$ 155,181$ 175,203$ 193,142$ 193,142$ 577,785$
USES OF FUNDS
Expenditures
Salaries and Benefits 119,456$ 76,891$ 84,268$ 101,200$ 86,803$ 102,303$
Operating Expenditures 20,926 22,874 19,613 25,600 16,045 230,477
Fixed Assets- - - - - -
Internal Service Charges 39,537 15,213 13,180 9,100 14,509 6,018
Total Expenditures 179,919 114,978 117,061 135,900 117,357 338,798
Transfers Out
Transfer to General Fund 23,450 - - - - -
Total Transfers Out 23,450 - - - - -
Total Expenditures & Transfers Out 203,369 114,978 117,061 135,900 117,357 338,798
Ending Fund Balance
Designated- - - - - -
Undesignated 20,181 40,203 58,142 57,242 75,785 238,987
Total Ending Fund Balance 20,181 40,203 58,142 57,242 75,785 238,987
TOTAL USE OF FUNDS 200,100$ 155,181$ 175,203$ 193,142$ 193,142$ 577,785$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D -208
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
FY 2012/13 KEY PROJECTS
KEY PROGRAM SERVICES
Sweeps Town streets and parking lots and steam-cleans business area sidewalks
Coordinates Consolidated Pest Management with Park Services Program, to reduce pesticides from
entering waterways
Full Time Equivalent (FTE)
Authorized 2008/09 2009/10 2010/11 2011/12 2012/13
Town Staff Positions Funded Funded Funded Funded Funded
Sweeper Operator 1.00 1.00 1.00 1.00 1.00 1.00
Total Non-Point Source FTEs 1.00 1.00 1.00 1.00 1.00 1.00
NON-POINT SOURCE PROGRAM STAFFING
Core Values KEY PROJECTS
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
Expanded Trail Volunteerism
The program will continue to increase volunteerism to reduce debris from
entering the waterways alongside trails and walkways in Los Gatos. These
outreach efforts are made in collaboration with the West Valley Clean Water
Program.
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Municipal Regional Permit
Program staff will continue to 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.
PROPOSED
D -209
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
Performance Objectives and Measures
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.
a.Percentage of residents satisfied with the Town's
efforts to provide street sweeping services:*80%80%N/A N/A N/A
Activity and Workload Highlights
2008/09
Actual
2009/10
Actual
2010/11
Actual
2011/12
Estimated
2012/13
Budget
1.10,800 10,800 10,800 8,100 8,100
2.6,400 900 2,345 1,977 2,000
3.
200 200 200 200 200
* 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:
PROPOSED
D -210
PROPOSED
D -211
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
of Parcel Total prior to
Fund #Assessment Districts Parcels Assessment Assessment Prop 218
231 Blackwell Drive 5 632$ 3,160$ Yes
232 Kennedy Meadows 15 685 10,275 Yes
233 Gemini Court 18 230 4,140 Yes
234 Santa Rosa 15 300 4,500 Yes
235 Vasona Heights 33 295 9,735 Yes
236 Hillbrook 34 50 5,950 Yes
Total Landscape & Lighting Assessment:37,760$
Fiscal Year 2012/13
Annual Special District Assessments
PROPOSED
D -212
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
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 100,685 103,617 105,635 111,515 114,615 122,098
Total Beginning Fund Balance 100,685 103,617 105,635 111,515 114,615 122,098
REVENUES
Property Tax Assessments 33,510 33,510 37,760 37,760 37,760 37,760
Interest 2,800 1,940 1,333 2,440 1,258 1,588
Other Revenues 30 259 65 - 330 -
Total Revenues 36,340 35,709 39,158 40,200 39,348 39,348
TOTAL SOURCE OF FUNDS 137,025$ 139,326$ 144,793$ 151,715$ 153,963$ 161,446$
EXPENDITURES
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures 28,488 28,771 28,358 32,180 26,945 29,023
TOTAL EXPENDITURES 28,488$ 28,771$ 28,358$ 32,180$ 26,945$ 29,023$
Transfers Out
Transfer to General Fund 4,920 4,920 4,920 4,920 4,920 4,920
Total Transfers Out 4,920 4,920 4,920 4,920 4,920 4,920
Total Expenditures & Transfers Out 33,408 33,691 33,278 37,100 31,865 33,943
Ending Fund Balance
Designated- - - - - -
Undesignated 103,617 105,635 111,515 114,615 122,098 127,503
Total Ending Fund Balance 103,617 105,635 111,515 114,615 122,098 127,503
TOTAL USE OF FUNDS 137,025$ 139,326$ 144,793$ 151,715$ 153,963$ 161,446$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D -213
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 each 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 2012/13, maintenance expenditures are anticipated to remain constant. The fund balance
surplus is held for 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 $1,000 contingency repair fund has been added to augment the fund
balance and specifically address emergency repair or restoration maintenance issues outside of normal
contracted maintenance, and would only be spent in the case where such issues arose.
PROPOSED
D -214
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 3,948 4,777 4,705 5,437 5,437 4,983
Total Beginning Fund Balance 3,948 4,777 4,705 5,437 5,437 4,983
Revenues
Property Tax Assessments 3,160 3,160 3,160 3,160 3,160 3,160
Interest 90 70 60 80 76 76
Other Revenues- 118 32 - - -
Total Revenues 3,250 3,348 3,252 3,240 3,236 3,236
TOTAL SOURCE OF FUNDS 7,198$ 8,125$ 7,957$ 8,677$ 8,673$ 8,219$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures 1,961 2,960 2,060 2,760 3,230 3,030
Total Expenditures 1,961 2,960 2,060 2,760 3,230 3,030
Transfers Out
Transfer to General Fund 460 460 460 460 460 460
Total Transfers Out 460 460 460 460 460 460
Total Expenditures & Transfers Out 2,421 3,420 2,520 3,220 3,690 3,490
Ending Fund Balance
Designated- - - - - -
Undesignated 4,777 4,705 5,437 5,457 4,983 4,729
Total Ending Fund Balance 4,777 4,705 5,437 5,457 4,983 4,729
TOTAL USE OF FUNDS 6,738$ 7,665$ 7,497$ 8,217$ 8,213$ 7,759$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D -215
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 2012/13, maintenance expenditures are anticipated to remain constant. The fund balance
surplus is held for current or future repair/replacement costs related to the median island irrigation system
or streetlights. In FY 2011/12, additional tree trimming maintenance work was performed in this area for
approximately $14,000, as a preventive safety measure. A $1,000 contingency repair fund has been
added to augment the fund balance and specifically address emergency repair or restoration maintenance
issues outside of normal contracted maintenance, and would only be spent in the case where such issues
arose.
PROPOSED
D -216
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 11,990 15,804 19,540 20,131 20,131 24,215
Total Beginning Fund Balance 11,990 15,804 19,540 20,131 20,131 24,215
Revenues
Property Tax Assessments 10,275 10,275 10,275 10,275 10,275 10,275
Interest 350 320 223 350 44 272
Other Revenues- - - - 228 -
Total Revenues 10,625 10,595 10,498 10,625 10,547 10,547
TOTAL SOURCE OF FUNDS 22,615$ 26,399$ 30,038$ 30,756$ 30,678$ 34,762$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures 5,301 5,349 8,397 6,120 4,953 6,123
Total Expenditures 5,301 5,349 8,397 6,120 4,953 6,123
Transfers Out
Transfer to General Fund 1,510 1,510 1,510 1,510 1,510 1,510
Total Transfers Out 1,510 1,510 1,510 1,510 1,510 1,510
Total Expenditures & Transfers Out 6,811 6,859 9,907 7,630 6,463 7,633
Ending Fund Balance
Designated- - - - - -
Undesignated 15,804 19,540 20,131 23,126 24,215 27,129
Total Ending Fund Balance 15,804 19,540 20,131 23,126 24,215 27,129
TOTAL USE OF FUNDS 21,105$ 24,889$ 28,528$ 29,246$ 29,168$ 33,252$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D -217
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, irrigation systems, lighting, sound
wall, and fences along the 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 2012/13, maintenance expenditures are anticipated to remain constant. The fund balance
surplus is held for current or future repair/replacement costs related to the median island irrigation system
or streetlights. A $1,000 contingency repair fund has been added to augment the fund balance and
specifically address emergency repair or restoration maintenance issues outside of normal contracted
maintenance, and would only be spent in the case where such issues arose.
PROPOSED
D -218
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 8,451 9,767 11,080 12,290 12,290 11,839
Total Beginning Fund Balance 8,451 9,767 11,080 12,290 12,290 11,839
Revenues
Property Tax Assessments 4,140 4,140 4,140 4,140 4,140 4,140
Interest 240 180 145 240 176 176
Other Revenues 12 69 - - - -
Total Revenues 4,392 4,389 4,285 4,380 4,316 4,316
TOTAL SOURCE OF FUNDS 12,843$ 14,156$ 15,365$ 16,670$ 16,606$ 16,155$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures 2,466 2,466 2,465 4,390 4,157 4,155
Total Expenditures 2,466 2,466 2,465 4,390 4,157 4,155
Transfers Out
Transfer to General Fund 610 610 610 610 610 610
Total Transfers Out 610 610 610 610 610 610
Total Expenditures & Transfers Out 3,076 3,076 3,075 5,000 4,767 4,765
Ending Fund Balance
Designated- - - - - -
Undesignated 9,767 11,080 12,290 11,670 11,839 11,390
Total Ending Fund Balance 9,767 11,080 12,290 11,670 11,839 11,390
TOTAL USE OF FUNDS 12,233$ 13,546$ 14,755$ 16,060$ 15,996$ 15,545$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D -219
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 2012/13, maintenance expenditures are anticipated to remain constant. The fund balance
surplus is held for current or future repair/replacement costs related to the median island irrigation system
or streetlights. A $1,000 contingency repair fund has been added to augment the fund balance and
specifically address emergency repair or restoration maintenance issues outside of normal contracted
maintenance, and would only be spent in the case where such issues arose.
PROPOSED
D -220
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 60,354 57,981 54,953 53,068 53,068 53,561
Total Beginning Fund Balance 60,354 57,981 54,953 53,068 53,068 53,561
Revenues
Property Tax Assessments 4,500 4,500 4,500 4,500 4,500 4,500
Interest 1,750 1,110 704 1,450 788 788
Other Revenues 15 - - - - -
Total Revenues 6,265 5,610 5,204 5,950 5,288 5,288
TOTAL SOURCE OF FUNDS 66,619$ 63,591$ 60,157$ 59,018$ 58,356$ 58,849$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures 7,978 7,978 6,429 7,330 4,135 4,135
Total Expenditures 7,978 7,978 6,429 7,330 4,135 4,135
Transfers Out
Transfer to General Fund 660 660 660 660 660 660
Total Transfers Out 660 660 660 660 660 660
Total Expenditures & Transfers Out 8,638 8,638 7,089 7,990 4,795 4,795
Ending Fund Balance
Designated- - - - - -
Undesignated 57,981 54,953 53,068 51,028 53,561 54,054
Total Ending Fund Balance 57,981 54,953 53,068 51,028 53,561 54,054
TOTAL USE OF FUNDS 65,959$ 62,931$ 59,497$ 58,358$ 57,696$ 58,189$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D -221
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 2012/13, maintenance expenditures are anticipated to remain constant. The fund balance
surplus is held for current or future repair/replacement costs related to the median island irrigation system
or streetlights. A $1,000 contingency repair fund has been added to augment the fund balance and
specifically address emergency repair or restoration maintenance issues outside of normal contracted
maintenance, and would only be spent in the case where such issues arose.
PROPOSED
D -222
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 8,411 10,745 13,387 18,324 18,324 21,645
Total Beginning Fund Balance 8,411 10,745 13,387 18,324 18,324 21,645
Revenues
Property Tax Assessments 9,735 9,735 9,735 9,735 9,735 9,735
Interest 200 200 180 200 154 256
Other Revenues- 69 30 - 102 -
Total Revenues 9,935 10,004 9,945 9,935 9,991 9,991
TOTAL SOURCE OF FUNDS 18,346$ 20,749$ 23,332$ 28,259$ 28,315$ 31,636$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures 6,171 5,932 3,578 5,240 5,240 5,240
Total Expenditures 6,171 5,932 3,578 5,240 5,240 5,240
Transfers Out
Transfer to General Fund 1,430 1,430 1,430 1,430 1,430 1,430
Total Transfers Out 1,430 1,430 1,430 1,430 1,430 1,430
Total Expenditures & Transfers Out 7,601 7,362 5,008 6,670 6,670 6,670
Ending Fund Balance
Designated- - - - - -
Undesignated 10,745 13,387 18,324 21,589 21,645 24,966
Total Ending Fund Balance 10,745 13,387 18,324 21,589 21,645 24,966
TOTAL USE OF FUNDS 16,916$ 19,319$ 21,902$ 26,829$ 26,885$ 30,206$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D -223
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 thirty-four 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.
The park is cleared of trash, mowed, and cleaned weekly.
BUDGET OVERVIEW
During FY 2012/13, maintenance expenditures are anticipated to remain constant. The fund balance
surplus is held for current or future repair/replacement costs related to the median island irrigation system
or streetlights. In FY 2011/12, additional tree trimming maintenance work was performed in this area for
approximately $2,000, as a preventive safety measure. A $1,000 contingency repair fund has been added
to augment the fund balance and specifically address emergency repair or restoration maintenance issues
outside of normal contracted maintenance, and would only be spent in the case where such issues arose.
PROPOSED
D -224
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2008/09 2009/10 2010/11 2011/12 2011/12 2012/13
Actuals Actuals Actuals Adopted Estimated Adopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated 7,531 4,543 1,970 2,265 2,265 2,755
Total Beginning Fund Balance 7,531 4,543 1,970 2,265 2,265 2,755
Revenues
Property Tax Assessments 1,700 1,700 5,950 5,950 5,950 5,950
Interest 170 60 21 120 20 20
Other Revenues 3 3 3 - - -
Total Revenues 1,873 1,763 5,974 6,070 5,970 5,970
TOTAL SOURCE OF FUNDS 9,404$ 6,306$ 7,944$ 8,335$ 8,235$ 8,725$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures 4,611 4,086 5,429 6,340 5,230 6,340
Total Expenditures 4,611 4,086 5,429 6,340 5,230 6,340
Transfers Out
Transfer to General Fund 250 250 250 250 250 250
Total Transfers Out 250 250 250 250 250 250
Total Expenditures & Transfers Out 4,861 4,336 5,679 6,590 5,480 6,590
Ending Fund Balance
Designated- - - - - -
Undesignated 4,543 1,970 2,265 1,745 2,755 2,135
Total Ending Fund Balance 4,543 1,970 2,265 1,745 2,755 2,135
TOTAL USE OF FUNDS 9,154$ 6,056$ 7,694$ 8,085$ 7,985$ 8,475$
STATEMENT OF SOURCE AND USE OF FUNDS