4- Town Offices Section5/10/2013 PROPOSED
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Town Offices
PROGRAM PURPOSE
The Town Offices Program comprises the Town Council Administration Program and the Town Attorney
Administration Program, which includes the Self-Insurance Liability Program. The purpose of each
program is outlined in the sections that follow this page.
BUDGET OVERVIEW
The FY 2013/14 Town Offices budget reflects adjustments to salaries and benefits due to staffing
allocations and changes in employee benefits. There are no anticipated changes to general administrative,
legal, or risk management services levels.
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TOWN OFFICES
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Service Charge-$ -$ -$ -$ -$ -$
Interest- - - - - -
Fines & Forfeutires- 2,250 12,943 - 3,707 3,500
Other Revenues4,000 945 - - - 1,500
TOTAL REVENUES4,000$ 3,195$ 12,943$ -$ 3,707$ 5,000$
EXPENDITURES
Salaries and Benefits330,174$ 305,921$ 347,251$ 356,239$ 348,865$ 351,173$
Operating Expenditures54,891 27,856 29,207 53,700 37,195 52,800
Fixed Assets- - - - - -
Internal Service Charges26,804 27,386 27,782 27,029 26,374 27,458
TOTAL EXPENDITURES411,869$ 361,163$ 404,240$ 436,968$ 412,434$ 431,431$
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
PROGRAM
Town Council160,202$ 163,447$ 188,334$ 211,516$ 185,313$ 201,104$
Town Clerk - Elected- - - - - -
Town Treasurer*- - 112 - - -
Town Clerk- - - - - -
Town Attorney251,667 197,716 215,794 225,452 227,121 230,327
TOTAL EXPENDITURES411,869$ 361,163$ 404,240$ 436,968$ 412,434$ 431,431$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
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TOWN OFFICES
Full Time Equivalents (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Town Attorney0.60 0.60 0.60 0.60 0.60 0.60
Deputy Town Attorney0.25 - - 0.25 0.25 0.25
Legal Admin Assistant- 0.25 0.25 - - -
Deputy Clerk- 0.05 0.05 - - -
Executive Asst. to the Town Mg0.50 0.50 0.50 0.50 0.50 0.50
Office Assistant0.35 - - - 0.35 0.35
Office Clerk- 0.35 0.35 0.35 - -
Total General Fund FTEs1.70 1.75 1.75 1.70 1.70 1.70
NON-General Fund FTEs
Liability Self-Insurance
Town Attorney0.35 0.35 0.35 0.35 0.35 0.35
Deputy Town Attorney0.25 - - 0.25 0.25 0.25
Legal Admin Assistant- 0.25 0.25 - - -
Total Liability Fund FTEs0.60 0.60 0.60 0.60 0.60 0.60
Workers Compensation
Town Attorney0.05 0.05 0.05 0.05 0.05 0.05
Total Workers Comp FTEs0.05 0.05 0.05 0.05 0.05 0.05
Total Town Offices FTEs 2.35 2.40 2.40 2.35 2.35 2.35
Elected Officials
Councilmembers5.00 5.00 5.00 5.00 5.00
Total Elected Officials5.00 5.00 5.00 5.00 5.00
Temporary Staff Hours
Intern175 175 175 175175
Total Annual Hours175 175 175 175 175
DEPARTMENT STAFFING
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Town Council
TOWN COUNCIL ADMINISTRATION
PROGRAM 1101
PROGRAM PURPOSE
The Town Council is the elected legislative body that represents and directs the Town of Los Gatos. The
Town Council comprises five Council members, with the Mayor and Vice Mayor appointed annually by
the Council each November. The Town operates under a Council/Manager (corporate) form of
government that combines the policy leadership of elected officials with the managerial responsibility of
an appointed Town Manager reporting to the Council. With the assistance of Town staff, the Mayor and
Town Council identify and adopt appropriate policy, program, and budget priorities for the Town.
As an elected Legislature, the Council’s priorities reflect, through its regulatory and budgetary
enactments, the aspirations of the residents of Los Gatos. These priorities are implicit in the programs
adopted and set forth in the annual operating budget for the Town of Los Gatos.
BUDGET OVERVIEW
The FY 2013/14 budget for the Town Council reflects an adjustment in salaries and benefits due to
changes in employee benefits. It is anticipated that resources allocated as part of the FY 2013/14 Council
budget will continue to include support for general administrative services, including agenda packet
preparation and distribution, customer and elected official support, and Council policy/program analysis.
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TOWN COUNCIL
KEY PROGRAM SERVICES
Represents the residents of Los Gatos
Formulates and enacts public policy in response to current and anticipated needs within political,
administrative, and fiscal constraints
Provides community leadership as the legislative and policy-making body of the municipal
government
Oversees Town boards and commissions
Represents the Town of Los Gatos through coordination and collaboration with other government
agencies
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Service Charge-$ -$ -$ -$ -$ -$
Interest- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits136,603$ 146,625$ 173,708$ 183,401$ 172,043$ 172,921$
Operating Expenditures19,335 12,987 10,446 23,700 9,155 23,700
Fixed Assets- - - - - -
Internal Service Charges4,264 3,835 4,180 4,415 4,115 4,483
TOTAL EXPENDITURES160,202$ 163,447$ 188,334$ 211,516$ 185,313$ 201,104$
SUMMARY OF REVENUES AND EXPENDITURES
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Full Time Equivalents (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Executive Asst. to the Town Mgr.0.50 0.50 0.50 0.50 0.50 0.50
Office Assistant0.35 0.35 0.35
Office Clerk- 0.35 0.35 0.35 - -
TOTAL PROGRAM FTEs0.85 0.85 0.85 0.85 0.85 0.85
2009/102010/112011/122012/132013/14
FundedFundedFundedFundedFunded
Elected Officials
Councilmembers5.00 5.00 5.00 5.00 5.00
TOTAL ELECTED OFFICIALS5.00 5.00 5.00 5.00 5.00
Temporary Staff Hours
Intern175 175175175175
TOTAL ANNUAL HOURS175 175 175 175 175
TOWN COUNCIL STAFFING
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Town Attorney
TOWN ATTORNEY ADMINISTRATION
PROGRAM 1301
PROGRAM PURPOSE
The Town Attorney is the legal advisor to the Town Council, Successor Agency to the former
Redevelopment Agency, and Town staff. In this capacity, the Office of the Town Attorney provides a
wide range of legal services to ensure that Town actions and activities are legally sound. The core
services of the Town Attorney’s Office include, but are not limited to: providing timely legal advice to the
Town Council, Town advisory bodies, and staff; drafting contracts, opinions, resolutions, and ordinances;
reviewing, processing, and settling claims against the Town; and prosecuting and defending civil lawsuits
against the Town.
BUDGET OVERVIEW
The FY 2013/14 budget for the Town Attorney’s Office includes minor changes in operating expenses.
Funding for outside legal services remains limited due to available resources.
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TOWN ATTORNEY
ACCOMPLISHMENTS
Core Values Accomplishments
Community
Character
Preserve and
enhance the
appearance
character and
environment quality
of the community
Advised on a significant number of ordinances, policies, and
development projects in furtherance of implementation of the 2020
General Plan.
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Prepared for and supported 28 Council Meetings and 22 Planning
Commission meetings.
Fiscal Stability
Maintain ongoing
fiscal stability to
provide cost
effective core
services that meet
the needs of the
community
Advised on the legal and financial matters associated with the dissolution
of the former Town of Los Gatos Redevelopment Agency.
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TOWN ATTORNEY
FY 2013/14 KEY PROJECTS
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Service Charge-$ -$ -$ -$ -$ -$
Interest- - - - - -
Fines & Forfeitures- 2,250 12,943 - 3,707 3,500
Other Revenues4,000 945 - - - 1,500
TOTAL REVENUES4,000$ 3,195$ 12,943$ -$ 3,707$ 5,000$
EXPENDITURES
Salaries and Benefits193,571$ 159,296$ 173,543$ 172,838$ 176,822$ 178,252$
Operating Expenditures35,556 14,869 18,649 30,000 28,040 29,100
Fixed Assets- - - - - -
Internal Service Charges22,540 23,551 23,602 22,614 22,259 22,975
TOTAL EXPENDITURES251,667$ 197,716$ 215,794$ 225,452$ 227,121$ 230,327$
SUMMARY OF REVENUES AND EXPENDITURES
Core Values KEY PROJECTS
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
Policy Development
Assist and advise on the review of and revision to the Town’s Entertainment and
Alcohol Policy, environmental review of the North 40 site, implementation of the
General Plan, proposed firearm regulations, and environmental issues related to
development projects.
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Process Improvements
The Town Attorney’s Office is a service department that must be available to
respond to the varying needs of the Town Council and Town staff. However,
without compromising this key focus, the Town Attorney will continue to assist
in streamlining administrative functions, including contract management, Council
action, and code enforcement; and reducing the cost of legal services and overall
Town liability.
Fiscal Stability
Maintain ongoing
fiscal stability to
provide cost
effective core
services that meet
the needs of the
community
Improved Efficiencies
Continue to seek improved efficiencies in providing legal services as necessary to
meet budget constraints.
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TOWN ATTORNEY
KEY PROGRAM SERVICES
Represents the Town regarding litigation matters, including criminal prosecutions of code
violations
Serves as the legal advisor for the Town Council, Town staff, and Successor Agency to the
Redevelopment Agency
Processes and evaluates all personal injury, property damage, and other monetary claims against
the Town and manages all litigation involving the Town
Drafts and/or reviews all proposed ordinances and resolutions
Supervises personal injury and property damage claims and related claims litigation
Reviews and/or drafts Town staff reports and contracts
Assists in the administration of the Town’s liability insurance and risk management program
Negotiates key transactions such as property acquisitions
Provides legal advice and support to Town boards and commissions
Full Time Equivalents (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Town Attorney0.60 0.60 0.60 0.60 0.60 0.60
Deputy Town Attorney0.25 - - 0.25 0.25 0.25
Legal Admin Assistant- 0.25 0.25 - - -
Legal Assistant- - - - - -
Deputy Clerk- 0.05 0.05 - - -
TOTAL PROGRAM FTEs0.85 0.90 0.90 0.85 0.85 0.85
TOWN ATTORNEY STAFFING
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TOWN ATTORNEY
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Claims for denial or approval processed within
45 days of filing:
98%98%98%98%98%
2.
a.Staff reports and contracts reviewed within 24
hours of receipt:
95%95%95%95%97%
b.Staff questions and referrals responded to
within 3 working days:
95%95%95%95%97%
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.1515151510
2.2020203030
3.551055
4.2020343040
5.1215504050
6.229150195200225
7.1008012105
8.1515171520
9.
*
10
* 9 is a new measure from FY 2012/13.
Number of Administrative cases (weapons,
pitchess motions, code enfocement):
Number of claims:
Number of cases closed:
Number of property loss reports processed:
Number of subpoenas handled:
Number of incident reports processed:
To reduce the legal and financial consequences
of claims and lawsuits against the Town.
To protect the Town from legal exposure
through the timely review of contracts, staff
reports, and Town policies and practices.
Number of Public Records Act requests
processed:
Number of resolutions and ordinances developed:
Number of opinion requests and contracts
reviewed:
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Town Attorney
LIABILITY SELF-INSURANCE FUND
PROGRAM 1302
FUND PURPOSE
The Town is a member of the Association of Bay Area Governments (ABAG) insurance pool, a self-
insurance program established in 1986 to provide general liability, property insurance, and risk
management services to 30 cities within the Bay Area. This coverage minimizes the Town’s exposure to
losses as a result of Town policy or actions.
The annual premium paid by the Town allows for $10 million total coverage with a $50,000 deductible
per occurrence. Self–insurance rates have been established to accurately allocate the cost of this internal
service fund to all programs based on staffing levels, thus more accurately distributing and reflecting
actual costs of services.
BUDGET OVERVIEW
The Self-Insurance Program is funded through departmental charges based on established assessment
rates per labor dollar expended. Service rates are established to maintain fund balance capacity at a
minimum of three times the annual operating expense. This rule of thumb provides a funding source for
potential claims against the Town. Excess funding is reduced through lower service rates and transfers
back to the General Fund. The Town continues to receive grant funding and to make strides in the area of
Risk Management.
FY 2013/14 operating expenditures for the Self-Insurance Liability Program are anticipated to increase
due to adjustments in insurance premiums and claim history. The program’s fund balance continues to be
healthy and can support any additional unanticipated premium or claim expenses. Staff is currently
exploring alternative insurance and liability fund structures and providers to reduce costs while
maintaining appropriate risk coverage.
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TOWN ATTORNEY
Liability Self-Insurance Program
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated2,091,700 2,078,635 2,066,068 1,876,615 1,595,140 1,396,050
Total Beginning Fund Balance2,091,700 2,078,635 2,066,068 1,876,615 1,595,140 1,396,050
Revenues
Service Charge491,082 500,056 513,165 501,292 487,061 503,815
Interest- - - - - -
Other Revenues- - - - - -
Total Revenues491,082 500,056 513,165 501,292 487,061 503,815
TOTAL SOURCE OF FUNDS2,582,782$ 2,578,691$ 2,579,233$ 2,377,907$ 2,082,201$ 1,899,865$
USES OF FUNDS
Expenditures
Salaries and Benefits124,734$ 111,295$ 122,613$ 125,049$ 123,967$ 127,526$
Operating Expenditures379,413 401,328 861,480 527,200 562,184 572,400
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
Total Expenditures504,147 512,623 984,093 652,249 686,151 699,926
Ending Fund Balance
Designated- - - - - -
Undesignated2,078,635 2,066,068 1,595,140 1,725,658 1,396,050 1,199,939
Total Ending Fund Balance2,078,635 2,066,068 1,595,140 1,725,658 1,396,050 1,199,939
TOTAL USE OF FUNDS2,582,782$ 2,578,691$ 2,579,233$ 2,377,907$ 2,082,201$ 1,899,865$
STATEMENT OF SOURCE AND USE OF FUNDS
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TOWN ATTORNEY
Liability Self-Insurance Program
FY 2013/14 KEY PROJECTS
KEY PROGRAM SERVICES
Acts as liaison with the Town’s Liability Insurance administration
Informs Town Council and Town management of potential claims and results
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Town Attorney0.35 0.35 0.35 0.35 0.35 0.35
Deputy Town Attorney0.25 0.25 0.25 0.25
Legal Admin Assistant- 0.25 0.25 - - -
Account Technician- 0.10 0.10 0.10 0.10 -
Administrative Technician0.10 - - - - 0.10
Total Liability FTEs0.70 0.70 0.70 0.70 0.70 0.70
LIABILITY SELF-INSURANCE PROGRAM STAFFING
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Premium Management
Emphasize the improvement of safety concerns by actively pursuing ABAG
training programs. In an effort to minimize insurance claims, the insurance
pool offers safety training in areas which produce a high liability risk.
5/10/2013 PROPOSED
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