7�pW N OF
I�SGA 05
DATE:
TO:
FROM:
COUNCIL AGENDA REPORT
DECEMBER 10, 2012
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
MEETING DATE: 12/17/12
ITEM NO:
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIRST AMENDMENT
TO THE AGREEMENT TO CONTINUE TO PROVIDE AN INTERIM
EXECUTIVE DIRECTOR FOR THE LOS GATOS - SARATOGA DEPARTMENT
OF COMMUNITY EDUCATION AND RECREATION
RECOMMENDATION:
Authorize the Town Manager to execute a First Amendment to the Agreement to continue to provide
an Interim Executive Director for the Los Gatos- Saratoga Department of Community Education and
Recreation through June 30, 2013, at no net cost to the Town.
BACKGROUND:
The Los Gatos Saratoga Recreation Department funds an Executive Director position to provide
critical leadership and management oversight of the organization, and the position reports directly to
the governing board. Due to turnover in the position earlier this year, the governing board sought an
"Interim Executive Director" and requested the assignment and services of then Deputy Town
Manager Regina Falkner.
At its regular meeting held May 7, 2012, the Town Council authorized the Town Manager to
negotiate and enter into an agreement to assign Ms. Falkner as Interim Executive Director for the
LGS Recreation (Attachment 1). Detailed information regarding the background and purpose of
LGS Recreation and this position was contained in the attached May 7 staff report. Ms. Falkner has
been fulfilling the role of Interim Executive Director for the past several months, after having also
previously worked with the LGS Recreation Board and staff for more than two years as the Town
Manager's designee.
Reviewed by: _Assistant Town Manager Town Attorney _,5Winance
NAMGR\AdminWorkFiles\2012 Council Reports \12 -17 -12 TCRprt. 1stAmend .Agrmt.LGSRec.Falkner.doe
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN
AGREEMENT TO PROVIDE AN INTERIM EXECUTIVE DIRECTOR FOR THE
LOS GATOS - SARATOGA DEPARTMENT OF COMMUNITY EDUCATION AND
RECREATION
DATE: December 10, 2012
DISCUSSION:
It was originally anticipated that Ms. Falkner would serve as the Interim Executive Director for a
period of three to eight months, concluding by December 2012. The LGS Board is prepared to
engage Ms. Falkner as Executive Director on a permanent basis; however, they have not
consummated that transaction at this time. Therefore, the Board is requesting to extend the Interim
Executive Director assignment through June 30, 2013.
For the duration of the agreement and this amendment, Ms. Falkner will continue to be assigned to
report directly to the LGS Recreation governing board and provide day-to-day operational oversight
of the organization, including financial management, program oversight, staff supervision, and
Board support.
In discussions with Ms. Falkner, it has been determined that she will not be returning to her prior
employment with the Town except as required for her subsequent retirement or other separation.
The Town Manager will only execute an amendment to this agreement that fully reimburses the
Town for all expenses, including all costs and liabilities incurred, such as accrued but unused
vacation or other leaves.
CONCLUSION:
Authorize the Town Manager to execute a First Amendment to the Agreement to continue to provide
an Interim Executive Director for the Los Gatos - Saratoga Department of Community Education and
Recreation through June 30, 2013, at no net cost to the Town.
FISCAL IMPACT:
Town revenues will continue to reflect an increase due to the reimbursements received from LGS
Recreation. Additionally, Town expenses will increase reflecting the previously described Interim
Executive Director's temporary pay increase, as well as for any increases for alternative staffing and
support resulting from the reassignment of Ms. Falkner's former duties with the Town. It is
anticipated that there will be modest net savings accrued both this and next fiscal year to the benefit
of the Town's budgetary challenges. Specific budget changes will be included in the mid -year
budget report next February.
overt 0 MEETING DATE: May 7, 2012
ITEM NO:
��s c Sos COUNCIL AGENDA REPORT
DATE: May 3, 2012
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER f' �
SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN
AGREEMENT TO PROVIDE AN .INTERIM EXECUTIVE DIRECTOR FOR THE
.LOS GATOS- SARATOGA DEPARTMENT OF COMMUNITY EDUCATION
AND RECREATION
RECOMMENDATION:
Authorize the Town.Manager to negotiate and execute an agreement to provide an Interim Executive
Director for the Los Gatos - Saratoga Department of Community Education and Recreation
(hereinafter, "LGS Recreation. ")
BACKGROUND:
LGS Recreation is a non- profit agency .formed through a joint powers agreement with the local
school districts in Los Gatos and Saratoga to provide education, recreation, and enrichment
programs for the communities of Los Gatos, Saratoga and Monte Sereno. The agency is funded
through user fees and donations and is governed by a board with representatives of the participating
school districts and members of the community,
LGS Recreation funds an Executive Director .position to provide critical leadership and management
oversight of the organization. The position reports directly to the governing board. Due to turnover
in the position, the governing board is seeking an "Interim Executive Director" and has requested the
assignment and services of Deputy Town Manager Regina Falkner to fulfill that role; Regina.has
worked with the LGS Recreation Board and staff over the last two years as the Town Manager's
designee.
Reviewed by: ,_Assistant Town Manager Town Attorney Finance
C;\Uses \glarson \Desktop \Town Council Report - -LGS Ree May 3 2012,doc
ATTACHMENT 1
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN
AGREEMENT TO PROVIDE AN INTERIM EXECUTIVE DIRECTOR FOR THE
LOS, GATOS- SARATOGA DEPARTMENT OF COMMUNITY EDUCATION AND
RECREATION
DATE: May 3, 2012
DISCUSSION:
For the duration of this agreement and, her assignment, Regina Falkner would report directly to the
LOS Recreation governing board and provide day -to -day operational oversight of the organization,
including financial managerent, program oversight, staff supervision, and Board support.
x
Ms: Fallmer is'well- prepared,to asslune the LOS Recreation intexirri Executive Director position
given both her 30 years community services and management experience with'tlie,Town as well as
her prior work with LGS Recreation, Ms, Falkner's current Town responsibilities will be
temporarily disbursed among, existing Town staff and /or new temporary employees or consultants as
needed.
Under the terms of the inter- agency agreement, Ms. Falkner will remain an employee of the Town.
while serving as the Interim Executive Director of LGS' Recreation, and LGS Recreation will (ally
reimburse the Town for her salary and benefits, including health care and pension costs. Note that
Ms Falkner would also receive atemporary 10% pay increase reimbursed by LGS Recreation for her
temporary assumption of increased responsibilities and duties. The total reimbursement from LGS
Recreation to the Town will. still be less than the salary and benefits for the prior Executive Director,
It is anticipated that Ms, Falkner will serve as the Interim Executive Director for a period of three to
eight months,
FISCAL IMPACT:
Town revenues will increase reflecting the reimbursements received from LGS Recreation and Town
expenses will increase reflecting the temporary pay increase as well as for any increased or
teiaipoirary sta£ti ig and support resulting from the reassighm6rit'of Ms,' P alltiiei's current duties. It is
anticipated that,there will be modest net savings accrued both this fiscal year and next. to the benefit
of the Town's budgetary challenges.