6 - CDD Section5/10/2013 PROPOSED
D - 77
Community Development Department
DEPARTMENT PURPOSE
The Community Development Department works with elected and appointed officials, other departments,
and the community to guide the physical growth, development, and redevelopment of the Town. It
accomplishes this by providing current and advanced planning, affordable housing, code compliance,
building plan check, building inspection, and other development-related activities. The community
assists the department’s efforts through participation on the Planning Commission, Historic Preservation
Committee, Conceptual Development Advisory Committee, Building Board of Appeals, General Plan
Committee, and related subcommittees, all of which are supported by department staff. The department
also manages the Town’s Affordable Housing Program and supports the Town’s Economic Vitality
Program.
BUDGET OVERVIEW
The Community Development Department will continue to work on a large number of advanced planning
and development review applications in FY 2013/14. The complexity and scope of these projects are
significant and require that the Town Council set priorities annually through review of the Council’s
Strategic Goals as new projects arise.
In keeping with the Town’s financial policies, the department’s development-related services are
supported by fees based on the actual costs of the services. On a regular basis, the Town analyzes the
actual costs associated with development services to ensure that development fees achieve the goal of
providing largely cost-recovery services. Anticipated revenues resulting from the adopted fee schedule
are reflected in the budget. The anticipated revenues will provide increased, although not full cost
recovery for building inspection, plan check services, and planning services. Limited funding is provided
through the General Fund and General Plan Fund to cover the costs associated with special advanced
planning projects that are unrelated to the development services provided by the department. Established
fee rates include department-wide development support services. Consequently, actual cost recovery is to
be viewed with a departmental perspective, not on a program-by-program basis.
5/10/2013 PROPOSED
D - 78
COMMUNITY DEVELOPMENT DEPARTMENT
For FY 2013/14, total departmental budgeted revenues are projected to be higher than previous years due
to the improving regional economic conditions. As part of the adopted FY 2013/14 Comprehensive Fee
Schedule, Community Development fees will be adjusted based on the Consumer Price Index (CPI). It is
anticipated that these increases will better reflect the cost of service delivery in FY 2013/14.
Budgeted salary and benefit expenditures reflect a reallocation of salary and benefits from the Town’s
recently terminated Redevelopment Agency program, an increase of temporary hours, reinstatement of
the Assistant Community Development Director position, and the defunding of a Senior Planner position.
The prior full-time Economic Vitality Manager position, assigned to the Town Managers Office, has been
reclassified to a half-time Economic Vitality Coordinator position. A portion of the position is funded in
CDD to assist businesses in the development review process. Finally, the CDD has added temporary staff
hours for an Temporary Associate Planner position and Code Compliance Officer. These hours were
added to due to the need for more staffing to support the increase in development related activities such as
building permits, etc.
In addition, the reduction of public counter hours (8:00 a.m. – 1:00 p.m., Monday – Friday) that was
established in FY 2009/10 will continue into the next fiscal year to enhance operational efficiencies with
limited impact on customers.
Overall, the departmental budget remains balanced with limited funding from non-fee related sources.
ACCOMPLISHMENTS
Core Values Accomplishments
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
State Certification of Housing Element
Adopted the Sustainability Action Plan
Commenced the North 40 Specific Plan DEIR process
Participates in the West Valley Clean Water Program
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Commenced review of code enforcement policies and practices
5/10/2013 PROPOSED
D - 79
COMMUNITY DEVELOPMENT DEPARTMENT
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Licenses and Permits1,648,354$ 1,644,014$ 1,838,508$ 1,697,570$ 2,036,124$ 2,022,000$
Service Charge900,933 803,824 927,326 815,395 1,305,045 1,010,231
Fines & Forfeitures- - - - - -
Other Revenues961,987 660,208 694,513 682,348 637,449 718,848
TOTAL REVENUES3,511,274$ 3,108,046$ 3,460,347$ 3,195,313$ 3,978,618$ 3,751,079$
EXPENDITURES
Salaries and Benefits2,028,192$ 1,921,159$ 2,121,538$ 2,413,556$ 2,329,128$ 2,653,308$
Operating Expenditures1,251,456 866,597 894,724 842,339 1,131,100 993,331
Grants9,941 - - - - -
Fixed Assets- - - - - -
Internal Service Charges223,310 204,109 219,411 221,391 216,544 238,740
TOTAL EXPENDITURES3,512,899$ 2,991,865$ 3,235,673$ 3,477,286$ 3,676,772$ 3,885,379$
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
PROGRAM
Administration106,347$ 133,613$ 139,105$ 153,655$ 141,370$ 213,391$
Development Review792,228 843,378 874,081 975,195 1,036,655 1,094,554
Advanced Planning371,140 295,937 327,132 375,315 303,718 353,919
Inspection Services1,159,387 1,018,560 1,068,606 1,127,180 1,094,199 1,191,987
Code Compliance26,904 42,958 46,086 47,572 98,115 133,949
BMP Housing Program107,187 71,367 96,230 126,261 376,215 190,079
Pass Thru Accounts949,706 586,052 684,433 672,108 626,500 707,500
TOTAL EXPENDITURES3,512,899$ 2,991,865$ 3,235,673$ 3,477,286$ 3,676,772$ 3,885,379$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
5/10/2013 PROPOSED
D - 80
COMMUNITY DEVELOPMENT DEPARTMENT
Full Time Equivalents (FTE)
Authorized2009/102010/112011/122012/132013/14
General Fund StaffingPositionsFundedFundedFundedFundedFunded
Community Development Dir.1.00 0.80 0.80 0.80 1.00 1.00
Asst. Community Dev. Dir.1.00 0.80 - - - 1.00
Deputy Town Manager- 1.00 - - - -
Planning Manager1.00 - 0.90 0.90 1.00 1.00
Building Official1.00 1.00 1.00 1.00 1.00 1.00
Economic Vitality Manager- 0.20 0.20 0.20 0.20 -
Economic Vitality Coordinator0.25 - - - - 0.25
Administrative Analyst0.90 0.40 0.40 0.80 0.80 0.90
Executive Assistant1.00 - - - 1.00 1.00
Administrative Secretary- 1.00 1.00 1.00 - -
Administrative Assistant1.00 - - - 1.00 1.00
Secretary III- 1.00 1.00 1.00 - -
Senior Planner2.00 1.00 1.75 1.75 3.00 2.00
Associate Planner2.00 1.80 1.00 2.00 2.00 2.00
Planner- 1.00 1.00 - - -
Assistant Planner- 1.00 - - - -
Planning Technician0.50 - 0.50 0.50 0.50 0.50
Building Inspector4.00 4.00 3.50 3.50 4.00 4.00
Counter Technician2.00 2.00 2.00 2.00 2.00 2.00
Total General Fund FTEs17.65 17.00 15.05 15.45 17.50 17.65
Successor Agency to the Los Gatos RDA
Community Development Dir.- 0.20 0.20 0.20 - -
Asst. Community Dev. Dir.- 0.20 - - - -
Planning Manager- - 0.10 0.10 - -
Administrative Analyst0.10 0.20 0.20 0.20 0.20 0.10
Senior Planner- - 0.25 0.25 - -
Associate Planner- 0.20 - - - -
Total SA FTEs0.10 0.80 0.75 0.75 0.20 0.10
Total Community Dev. FTEs17.75 17.80 15.80 16.20 17.70 17.75
Temporary Staff Hours
Associate Planner - - - - 1,040
Code Compliance Officer - - - - 832
Intern I- - 1,620 832 1,456
Total Annual Hours- - 1,620 832 3,328
DEPARTMENT STAFFING
5/10/2013 PROPOSED
D - 81
Community Development Department
ADMINISTRATION
PROGRAM 3101
PROGRAM PURPOSE
The Administration Program supports the delivery of all Community Development Department services.
Staff assigned to this program work with other agencies, boards, commissions, and committees to
represent the Town’s interests. Staff serves on the Valley Transportation Authority (VTA) Land Use and
Transportation Integration Working Group and the Santa Clara County Planning Officials organization.
Administrative support is provided to the Planning Commission, including the preparation of agenda
packets for 22 scheduled Planning Commission meetings per year. Management of departmental
operations is a component of this program, including personnel and budget administration.
BUDGET OVERVIEW
The FY 2013/14 budget reflects an increase in operating expenditures from the FY 2012/13 budget
mainly due to reallocation of salary and benefits from the Town’s recently terminated Redevelopment
Agency program and the reinstatement of the Assistant Community Development Director position. The
Administration Program continues to keep the Community Development Department focused on
management of the department, including budget preparation and monitoring.
5/10/2013 PROPOSED
D - 82
COMMUNITY DEVELOPMENT DEPARTMENT
Administration
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Licenses & Permits-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits75,264$ 102,472$ 107,268$ 119,045$ 107,527$ 175,407$
Operating Expenditures3,691 3,336 3,876 6,650 6,650 6,650
Grants- - - - - -
Fixed Assets- - - - - -
Internal Service Charges27,392 27,805 27,961 27,960 27,193 31,334
TOTAL EXPENDITURES106,347$ 133,613$ 139,105$ 153,655$ 141,370$ 213,391$
SUMMARY OF REVENUES AND EXPENDITURES
FY 2013/14 KEY PROJECTS
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
Staff Training
The department will continue to build the capacity of Community Development
staff to carry out broad job responsibilities and conduct in-house training,
participate in select outside training, and support continuing education.
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural,
recreational, and
individual
enrichment
Planning Commission Training
Training will continue to be provided for the Planning Commission, emphasizing
the role of the Commission, communication with applicants, how a quasi-judicial
body performs its duties, Brown Act, and various aspects of Town regulations
and procedures.
5/10/2013 PROPOSED
D - 83
COMMUNITY DEVELOPMENT DEPARTMENT
Administration
KEY PROGRAM SERVICES
Sets and monitors goals for the department and staff
Manages departmental operations, including preparing and managing the departmental budget
Provides support for Town Council and Planning Commission meetings
Provides support on Town projects and initiatives including planning and building issues
Oversees General Plan implementation
Oversees Housing Element implementation
Oversees Sustainability Plan implementation
Provides oversight on the North 40 Specific Plan and EIR preparation
Develops and mentors departmental staff
Manages annual departmental work plan
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Community Development Dir.0.25 0.05 0.15 0.15 0.20 0.25
Asst. Community Dev. Dir.0.30 0.05 - - - 0.30
Planning Manager0.10 - 0.10 0.10 0.10 0.10
Economic Vitality Manager- 0.20 0.20 0.20 0.20 -
Administrative Analyst0.20 0.10 0.10 0.10 0.10 0.20
Executive Assistant0.10 - - - 0.10 0.10
Administrative Secretary- 0.10 0.10 0.10 - -
Administrative Assistant0.05 - - - 0.05 0.05
Secretary III- 0.05 0.05 0.05 - -
Total Administration FTEs1.00 0.55 0.70 0.70 0.75 1.00
ADMINISTRATION PROGRAM STAFFING
5/10/2013 PROPOSED
D - 84
5/10/2013 PROPOSED
D - 85
Community Development Department
DEVELOPMENT REVIEW
PROGRAM 3201
PROGRAM PURPOSE
Development Review facilitates the development of land and structures consistent with Town codes,
plans, and policies. This is accomplished through meeting with and advising project applicants, and
analyzing and processing all development applications including environmental review, plan check, and
inspection. The process involves an assessment of a project’s consistency and compliance with the
General Plan, Hillside Specific Plan, Town Code, and other applicable Town regulations.
BUDGET OVERVIEW
As noted in the departmental budget overview, Development Review-related fees reflect the FY 2013/14
approved fee schedule. This increase in fees helps to support the increase in operating expenses, thereby
ensuring at least partial ongoing cost recovery.
FY 2013/14 budgeted revenues are higher than prior year budgeted revenues due to the continuing
economic recovery.
The FY 2013/14 budget reflects an increase in salary and benefit expenses and internal service charges
due to the additional reallocation of salary and benefits from the Town’s recently terminated
Redevelopment Agency program as well as the reinstatement of the Assistant Community Development
Director position. The addition of a part-time temporary Associate planner will help with increasing
planning activity also due to the continuing economic recovery and a .25 FTE Economic Vitality
Coordinator will be funded from this program to assist in businesses with the development review
process.
5/10/2013 PROPOSED
D - 86
COMMUNITY DEVELOPMENT DEPARTMENT
Development Review
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Licenses & Permits556,302$ 486,284$ 636,182$ 487,570$ 556,124$ 552,000$
Service Charges205,208 143,363 164,544 112,000 185,042 135,000
Fines & Forfeitures- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES761,510$ 629,647$ 800,726$ 599,570$ 741,166$ 687,000$
EXPENDITURES
Salaries and Benefits589,036$ 658,234$ 757,973$ 869,545$ 906,586$ 985,313$
Operating Expenditures163,402 142,717 69,153 54,884 78,618 55,484
Grants- - - - - -
Fixed Assets- - - - - -
Internal Service Charges39,790 42,427 46,955 50,766 51,451 53,757
TOTAL EXPENDITURES792,228$ 843,378$ 874,081$ 975,195$ 1,036,655$ 1,094,554$
SUMMARY OF REVENUES AND EXPENDITURES
FY 2013/14 KEY PROJECTS
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Development Team Continuous Improvement
The Development Team (Community Development, Parks and Public Works,
Fire, and Police Departments) will continue to focus on evaluating processes,
procedures, and systems; defining roles and responsibilities; building capacity;
and obtaining input and feedback from customers to continue to improve the
development review process.
Process Improvements
The following key activities will be continued to enhance the development review
process: coordinate Arborist/Architect/Landscape Water and Conservation
consultants peer review process, revise/update development application forms
and website information, and implement Town Code amendments to improve the
development process.
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
Major Development Applications Pending
Includes the following known properties:
Chevrolet Site Redevelopment – in progress
North 40 Specific Plan and EIR – in progress
Twin Oaks Drive Planned Development – in progress
Albright – in progress
5/10/2013 PROPOSED
D - 87
COMMUNITY DEVELOPMENT DEPARTMENT
Development Review
FY 2013/14 KEY PROJECTS
KEY PROGRAM SERVICES
Commission Support
Provides support for the following boards and commissions: Planning Commission,
Development Review Committee, Historic Preservation Committee, Conceptual Development
Advisory Committee, General Plan Committee, various subcommittees, and the North 40 Specific
Plan Advisory Committee
Application Review
Analyzes and processes applications, including the following: General Plan amendments, Town
Code amendments, Rezoning and Planned Developments, Architecture and Site, Variances,
Conditional Use Permits, Minor Residential Development, Subdivisions, Agricultural Preserve
Contracts, Home Occupation Permits, Certificates of Use and Occupancy, Sign and Banner
Permits, Secondary Dwelling Units, Mobile Home Park Conversions, and Environmental Review
Major Projects
Completes other major pending projects, including the following: Alcohol Policy Update,
Entertainment Policy, Expansion of restaurants into Downtown Retail Space Study, Planned
Development Policy, Automation of CUP monitoring system, and online development of activity
report
Core Values Key Projects
Fiscal Stability
Maintain ongoing
fiscal stability to
provide cost
effective core
services that meet
the needs of the
community
Review and revise the Town policy related to the service of alcohol in
restaurants and other establishments
Develop an Entertainment Policy
Develop a Business Diversity Policy addressing the balance of formula and
non-formula retail in the Downtown area, including restaurants.
5/10/2013 PROPOSED
D - 88
COMMUNITY DEVELOPMENT DEPARTMENT
Development Review
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Community Development Dir.0.25 0.25 0.15 0.15 0.25 0.25
Asst. Community Dev. Dir.0.30 0.30 - - - 0.30
Planning Manager0.60 - 0.70 0.75 0.75 0.60
Building Official0.10 0.10 0.10 0.10 0.10 0.10
Economic Vitality Coordinator0.25 - - - - 0.25
Administrative Analyst0.35 0.15 0.15 0.15 0.35 0.35
Executive Assistant0.65 - - - 0.65 0.65
Administrative Secretary- 0.65 0.65 0.65 - -
Administrative Assistant0.75 - - - 0.75 0.75
Secretary III- 0.75 0.75 0.75 - -
Senior Planner1.20 0.75 0.50 0.50 1.45 1.20
Associate Planner1.60 1.05 0.80 1.60 1.60 1.60
Planner- 0.80 0.80 - - -
Assistant Planner- 0.80 - - - -
Planning Technician0.50 - 0.50 0.50 0.50 0.50
Counter Technician0.10 0.10 0.10 0.10 0.10 0.10
Total Development Review FTEs6.65 5.70 5.20 5.25 6.50 6.65
2009/102010/112011/122012/132013/14
Temporary Staff HoursFundedFundedFundedFundedFunded
Associate Planner - - - - 1,040
Intern I- - 1,620 832 1,040
Total Annual Hours- - 1,620 832 2,080
DEVELOPMENT REVIEW PROGRAM STAFFING
5/10/2013 PROPOSED
D - 89
COMMUNITY DEVELOPMENT DEPARTMENT
Development Review
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1
a.Percentage of permits processed within
adopted cycle times:100%100%100%100%100%
2.
a.Percentage of applications continued by
Planning Commission:4%4%5%5%5%
b.Percentage of Planning Commission decisions
upheld by Town Council:95%95%95%95%95%
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.512456513450500
2.2421162122
3.13,79114,16711,28813,00014,000
4.2122233530
Facilitate the development of land and
structures consistent with Town codes, plans
and policies.
Number of referrals to consulting architect:
Number of Planning Commission Hearings:
Number of Public Notices:
Number of applications processed:
Analyze and process development applications
efficiently and effectively.
5/10/2013 PROPOSED
D - 90
5/10/2013 PROPOSED
D - 91
Community Development Department
ADVANCED PLANNING
PROGRAM 3202
PROGRAM PURPOSE
The Advanced Planning Program guides the physical development of the community consistent with the
General Plan, Hillside Specific Plan, and Town Codes, which are kept relevant and current through
approved amendments. Staff updates official Town maps to ensure they are clear and accurate. Staff
undertakes special projects and studies to meet the evolving needs of the community and provides staff
support for the General Plan Committee and any Council-appointed subcommittees.
BUDGET OVERVIEW
The FY 2013/14 budgeted revenues remain status quo. The budgeted expenditures have been adjusted
proportionately with the anticipated staff work on the development of the North 40 Specific Plan.
5/10/2013 PROPOSED
D - 92
COMMUNITY DEVELOPMENT DEPARTMENT
Advanced Planning
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Licenses & Permits-$ -$ -$ -$ -$ -$
Service Charges411,148 303,105 306,522 340,000 340,000 341,000
Fines & Forfeitures- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES411,148$ 303,105$ 306,522$ 340,000$ 340,000$ 341,000$
EXPENDITURES
Salaries and Benefits318,908$ 246,027$ 270,639$ 322,975$ 249,640$ 302,558$
Operating Expenditures35,724 35,398 41,266 35,202 39,888 35,202
Grants- - - - - -
Fixed Assets- - - - - -
Internal Service Charges16,508 14,512 15,227 17,138 14,190 16,159
TOTAL EXPENDITURES371,140$ 295,937$ 327,132$ 375,315$ 303,718$ 353,919$
SUMMARY OF REVENUES AND EXPENDITURES
FY 2013/14 KEY PROJECTS
Core Values Key Projects
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
General Plan and Housing Element Update
During FY 2013/14, staff will develop and implement various General Plan and
Housing Element programs, including Affordable Housing Strategies/Affordable
Housing Overlay Zone; Universal Design Policy; and Zoning Code Amendments
to provide consistency with the Housing Element Goals, Policies, and Actions (i.e.:
emergency shelter zoning and multi-family housing process).
North 40 Specific Plan
In early 2011, the Town Council approved the work plan for the North 40 Specific
Plan revision. Completion of the Specific Plan is intended to facilitate the
implementation of General Plan land use designation, policies, and development
principles established for the North 40 area. The North 40 Specific Plan revision is
anticipated to be completed by in 2013.
5/10/2013 PROPOSED
D - 93
COMMUNITY DEVELOPMENT DEPARTMENT
Advanced Planning
KEY PROGRAM SERVICES
Prepares plans, amendments, administrative policies, ordinances, and maps
Manages consultants assisting with the North 40 Specific Plan revision
Implements the General Plan and Housing Element
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town StaffPositionsFundedFundedFundedFundedFunded
Community Development Dir.0.40 0.30 0.40 0.40 0.45 0.40
Asst. Community Dev. Dir.0.35 0.30 - - - 0.35
Deputy Town Manager- 1.00 - - - -
Planning Manager0.30 - - - 0.10 0.30
Executive Assistant0.05 0.05 0.05
Administrative Secretary0.05 0.05 0.05
Administrative Assistant0.15 0.15 0.15
Secretary III0.05 0.15 0.15
Senior Planner0.40 0.10 1.20 1.20 1.15 0.40
Associate Planner0.10 0.55 0.05 0.10 0.10 0.10
Planner- 0.05 0.05 - - -
Assistant Planner- 0.05 - - - -
Total Advanced Planning FTEs1.75 2.45 1.90 1.90 2.00 1.75
ADVANCED PLANNING PROGRAM STAFFING
5/10/2013 PROPOSED
D - 94
COMMUNITY DEVELOPMENT DEPARTMENT
Advanced Planning
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Percentage of General Plan implementation
measures completed within cycle time:N/A100%100%100%100%
2.
a.Percentage of committee directives resulting
in plan adoption:N/AN/AN/AN/AN/A
b.Percentage of special studies adopted:N/A100%100%100%100%
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.12414
2.02212
3.00113
4.21031
Guide the physical development of the
community consistent with the General Plan,
Hillside Specific Plan, and Town Codes.
Number of General Plan amendments requested:
Number of Planning Commission directives
received:
Number of General Plan implementation measures
completed:
Number of special studies completed:
Meet the evolving needs of the community and
provide staff support to advisory committees.
5/10/2013 PROPOSED
D - 95
Community Development Department
BUILDING & INSPECTION SERVICES
PROGRAM 3301
PROGRAM PURPOSE
The Building and Inspection Services Program helps to ensure safe, healthy, and attractive property
improvements by facilitating the issuance of permits and compliance with codes, policies, guidelines, and
standards. Staff assigned to this program provide information concerning building regulations; maintain
the computerized permit tracking and plan check systems; inspect commercial and residential buildings
under construction; provide plan check review for compliance with the International Building Codes,
disabled access regulations, and other state and local ordinances; and coordinate the duties of the plan
check consultant, which provides complex structural and engineering plan check services.
BUDGET OVERVIEW
FY 2013/14 budgeted revenues are higher than the previous year due to an expected increase in activity
during the fiscal year. Overall program budgeted expenditures for FY 2013/14 reflect an increase from
FY 2012/13 partially due to the increase in benefits and internal service charges.
The Building Inspectors continue to handle the storm water management inspections for all building
permits with the potential to generate non-point source storm water runoff during construction as part of
the National Pollutant Discharge Elimination System (NPDES) Program. The San Francisco Regional
Water Quality Control Board issued a new NPDES permit for the municipalities in Santa Clara County in
2009. The new NPDES permit implements significant new requirements on development projects that
could impact Town staffing resources. Staff will monitor the new permit and evaluate the potential to
recover additional costs imposed by the NPDES permit during FY 2013/14.
The Building Division also continues to absorb a portion of the code enforcement workload due to the
elimination of the Code Enforcement Officer position in FY 2009/10. During FY 2012/13, additional
resources have been allocated to re-establish a dedicated Code Compliance program in the Community
Development Department. However, some Code Compliance duties continue to be performed by
Building Division staff. A contract Plan Check Engineer continues to provide plan check services on a
cost-recovery basis.
5/10/2013 PROPOSED
D - 96
COMMUNITY DEVELOPMENT DEPARTMENT
Building & Inspection Services
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Licenses & Permits972,241$ 1,157,730$ 1,202,326$ 1,210,000$ 1,480,000$ 1,470,000$
Service Charges307,577 296,837 370,877 246,000 414,636 355,000
Fines & Forfeitures- - - - - -
Other Revenues1 5 4 - 1 -
TOTAL REVENUES1,279,819$ 1,454,572$ 1,573,207$ 1,456,000$ 1,894,637$ 1,825,000$
EXPENDITURES
Salaries and Benefits981,875$ 840,928$ 879,538$ 948,015$ 916,387$ 1,002,583$
Operating Expenditures49,526 64,514 67,674 63,100 63,675 63,100
Grants- - - - - -
Fixed Assets- - - - - -
Internal Service Charges127,986 113,118 121,394 116,065 114,137 126,304
TOTAL EXPENDITURES1,159,387$ 1,018,560$ 1,068,606$ 1,127,180$ 1,094,199$ 1,191,987$
SUMMARY OF REVENUES AND EXPENDITURES
5/10/2013 PROPOSED
D - 97
COMMUNITY DEVELOPMENT DEPARTMENT
Building & Inspection Services
FY 2013/14 KEY PROJECTS
Core Values Key Projects
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
Public Information on Building Codes
Staff will continue to provide updated forms and information through the Town’s
website as well as assisting customers with online permitting, processing, and
information with the implementation of the new system that is available. Staff will
continue to correct and clarify the Town’s official street address file.
Inspection Services on Larger Projects
Several significant projects will continue into FY 2013/14, including the 22-unit
Robson Homes development on the former Honda site, the Los Gatos Theater
reconstruction and expansion project, several new large custom homes, and the
initial phase of the mixed-use development at the former Swanson Ford on Los
Gatos Boulevard. Staff will endeavor to provide next-day inspection services even
with the increased inspection workload from these projects.
Major Building Projects Pending
Pending projects include the following known properties:
CVS Pharmacy and Retail Complex at the former Chevrolet Dealership site
Large custom residences on High Street, Suview Drive and Costances Court
Highlands of Los Gatos – 9 large custom homes
10 homes off Placer Oaks Road
Riviera Terrace Apartment project – 50 units
Gateway Medical Office building with underground parking garage
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Improvements to Plan Checking Services
To improve the efficiency of the plan checking process, the Building Division will
coordinate with the Santa Clara County Fire Department and the Planning Division
to expedite commercial tenant improvements and continue to increase the number
of internal plan checks by building inspection staff. The goal is to decrease the plan
check consultant workload and reduce the time required to conduct a plan check, to
provide a higher level of service.
5/10/2013 PROPOSED
D - 98
COMMUNITY DEVELOPMENT DEPARTMENT
Building & Inspection Services
KEY PROGRAM SERVICES
Inspection Services
Performs on-site field inspections for all buildings and structures under construction
Investigates Housing Code violations
Assists contractors, architects, engineers, and the general public with construction questions
Building Counter Services
Coordinates building permit applications with other departments and agencies
Reviews workers’ compensation requirements and contractors’ licenses
Maintains the computerized permit tracking and plan check systems including data entry for permit
activity
Produces and distributes statistical reports regarding building and related permit activity
Distributes and tracks plans, and calculates and collects fees
Plan Check Services
Performs complex professional building, structural, and life safety plan review of commercial,
industrial, and residential buildings per the International Building Codes, state regulations, and local
ordinances
Coordinates building information and activity with other department and agencies
Provides building code information to customers
5/10/2013 PROPOSED
D - 99
COMMUNITY DEVELOPMENT DEPARTMENT
Building & Inspection Services
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town StaffPositionsFundedFundedFundedFundedFunded
Community Development Dir.0.05 0.15 0.05 0.05 0.05 0.05
Asst. Community Dev. Dir.- 0.10 - - - -
Building Official0.75 0.90 0.75 0.75 0.75 0.75
Administrative Analyst0.15 0.15 0.10 0.15 0.15 0.15
Administrative Secretary- 0.15 - - - -
Administrative Assistant0.05 - - - 0.05 0.05
Secretary III- 0.15 0.05 0.05 - -
Senior Planner- 0.15 0.05 0.05 - -
Associate Planner0.30 0.20 0.15 0.30 0.30 0.30
Planner- 0.15 0.15 - - -
Assistant Planner- 0.15
Building Inspector4.00 4.00 3.50 3.50 4.00 4.00
Counter Technician1.90 1.90 1.90 1.90 1.90 1.90
Total Building and Inspection FTEs7.20 8.15 6.70 6.75 7.20 7.20
2009/102010/112011/122012/132013/14
Temporary Staff HoursFundedFundedFundedFundedFunded
Intern I- - - - 416
Total Annual Hours- - - - 416
BUILDING & INSPECTION SERVICES PROGRAM STAFFING
5/10/2013 PROPOSED
D - 100
COMMUNITY DEVELOPMENT DEPARTMENT
Building & Inspection Services
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Percentage of inspections delivered within
cycle times:
100%100%100%100%100%
b.Percentage of plan checks completed within
cycle times:
95%95%95%95%97%
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.8,91610,97111,73811,88012,000
2.770589683707720
3.1,1791,2781,3001,2801,300
4.1,1651,1931,2471,2421,261Number of Building Division permits issued:
Number of building plan checks completed:
Number of Building Division permit applications
received:
Number of inspections conducted:
Ensure safe, healthy, and attractive property
improvements.
5/10/2013 PROPOSED
D - 101
Community Development Department
CODE COMPLIANCE PROGRAM
PROGRAM 3401
PROGRAM PURPOSE
The Code Compliance Program ensures property is used in a manner that is safe, healthy, and consistent
with the community’s character as conveyed by the Town’s zoning regulations. Program staff identifies,
investigates, and abates zoning violations, nonconforming uses, and other Town Code violations related
to zoning issues. Enforcement activity can be proactive but is also responsive to community concerns and
is designed to achieve timely compliance through ongoing education of the public to increase awareness
of the Town’s zoning and sign regulations. Violations that affect life, health, and safety are given the
highest priority.
BUDGET OVERVIEW
The Code Compliance Program budget includes revenue from the Administrative Citation Program
established in FY 2003/04. With the added incentive to avoid fines, this program reduces the number of
times Code Compliance staff must revisit an outstanding violation, thereby abating violations more
effectively. The fines also reduce the financial burden on the General Fund by placing a portion of the
cost of abating violations on the violator. Staff has found that most violators choose to comply within the
established time frame rather than pay a fine.
Budgeted revenue for this program reflects a slight decrease for FY 2013/14.
During FY 2012/13, additional resources were allocated to re-establish a dedicated Code Compliance
program in the Community Development department. Part-time contractual Code Compliance officer
resources have been combined with an in-house part-time Code Compliance officer to re-establish the
program on a four day per week basis. These resources have allowed the Town to address issues that
have not received the proper amount of attention over the last several years. Additionally, calls and
concerns are now being addressed in a more timely manner.
5/10/2013 PROPOSED
D - 102
COMMUNITY DEVELOPMENT DEPARTMENT
Code Compliance Program
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Licenses & Permits-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues1,900 63,303 600 1,000 100 500
TOTAL REVENUES1,900$ 63,303$ 600$ 1,000$ 100$ 500$
EXPENDITURES
Salaries and Benefits22,151$ 38,208$ 40,614$ 41,900$ 46,471$ 76,677$
Operating Expenditures136 16 439 925 46,575 50,925
Grants- - - - - -
Fixed Assets- - - - - -
Internal Service Charges4,617 4,734 5,033 4,747 5,069 6,347
TOTAL EXPENDITURES26,904$ 42,958$ 46,086$ 47,572$ 98,115$ 133,949$
SUMMARY OF REVENUES AND EXPENDITURES
5/10/2013 PROPOSED
D - 103
COMMUNITY DEVELOPMENT DEPARTMENT
Code Compliance Program
FY 2013/14 KEY PROJECTS
KEY PROGRAM SERVICES
Resolves complex Town code and zoning violations
Enforces various Town codes, while focusing on obtaining voluntary compliance from the public
Educates residents and business and property owners about Town regulations
Reviews Home Occupation Permits for proper use in residential zones
Conducts inspections/investigations of structures/residences concerning public health-related
issues
Coordinates with the Finance Department’s Business License Tax Division to ensure all
operating businesses have a business license
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Process Improvements
During FY 2013/14, staff will continue to work with the Police and Parks
and Public Works Departments, and the Town Attorney on code
compliance issues and the Administrative Citation Program. Staff will
also evaluate the Town’s sign regulations and make any necessary
changes to address compliance issues that have arisen with off-premise
signs.
Processes improvements to and updates the Conditional Use Permit
(CUP) database and monitors CUP condition compliance.
5/10/2013 PROPOSED
D - 104
COMMUNITY DEVELOPMENT DEPARTMENT
Code Compliance Program
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Community Development Dir.0.05 0.05 0.05 0.05 0.05 0.05
Asst. Community Dev. Dir.- 0.05 - - - -
Building Official0.15 - 0.15 0.15 0.15 0.15
Executive Assistant0.05 - - - 0.05 0.05
Administrative Secretary- 0.05 0.05 0.05 - -
Code Compliance Officer- - - - - -
Total Code Compliance FTEs0.25 0.15 0.25 0.25 0.25 0.25
2009/102010/112011/122012/132013/14
Temporary Staff HoursFundedFundedFundedFundedFunded
Code Compliance Officer- - - - 832
Total Annual Hours- - - - 832
CODE COMPLIANCE PROGRAM STAFFING
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Percentage of complaints abated within cycle
times:
88%90%90%90%90%
2.
a.Percentage of complaints resulting in court
hearings:
1%1%1%1%1%
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.368311295285280
2.323235236240280
3.123353
4.123353Number of citations issued resulting in fines:
Number of complaints abated:
Total number of Administrative Citations:
Number of complaints reported:
Ensure properties in Los Gatos are used safely
and are consistent with the Town's zoning
regulations.
Proactive enforcement activity to achieve timely
compliance.
5/10/2013 PROPOSED
D - 105
Community Development Department
BMP HOUSING PROGRAM
PROGRAM 3501
PROGRAM PURPOSE
The purpose of the Below Market Price (BMP) Housing Program is to provide for adequate housing for
Los Gatos residents, regardless of age, income, race, or ethnic background. As required by the State
through implementation of Housing programs, the Town encourages construction of housing adequate for
future populations consistent with environmental limitations and in proper relationship to community
facilities, open space, transportation, and small-town character.
BUDGET OVERVIEW
All expenditures in this program are funded by non-General Fund revenues. BMP activities are funded
through BMP In-Lieu Fees, paid by developers for new housing.
Originally, the majority of expenditures in this program were related to a service contract with the
Housing Authority of Santa Clara County, which administered several components of the BMP Housing
Program. Effective FY 2012/13, the management and administration of this program transferred to
Neighborhood Housing Services Silicon Valley.
5/10/2013 PROPOSED
D - 106
COMMUNITY DEVELOPMENT DEPARTMENT
BMP Housing Program
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Licenses & Permits119,811$ -$ -$ -$ -$ -$
Service Charges(23,000) 60,519 85,383 117,395 365,367 179,231
Fines & Forfeitures- - - - - -
Other Revenues10,375 10,848 10,848 10,848 10,848 10,848
TOTAL REVENUES107,186$ 71,367$ 96,231$ 128,243$ 376,215$ 190,079$
EXPENDITURES
Salaries and Benefits40,958$ 35,290$ 65,506$ 112,076$ 102,517$ 110,770$
Operating Expenditures49,271 34,564 27,883 9,470 269,194 74,470
Grants9,941 - - - - -
Fixed Assets- - - - - -
Internal Service Charges7,017 1,513 2,841 4,715 4,504 4,839
TOTAL EXPENDITURES107,187$ 71,367$ 96,230$ 126,261$ 376,215$ 190,079$
SUMMARY OF REVENUES AND EXPENDITURES
FY 2013/14 KEY PROJECTS
KEY PROGRAM SERVICES
Administer the Below Market Price Housing Program
Develop appropriate amendment to the BMP ordinance and guidelines to improve the
effectiveness of the program
Core Values Key Projects
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
Below Market Price Housing (BMP) Program
The BMP Program makes homes available for purchase or rent at below market
prices to low and median income families. Eligibility for the BMP program is
based on federal household income guidelines. In FY 2013/14, it is anticipated
that five new owner-occupied units will be available for sale.
5/10/2013 PROPOSED
D - 107
COMMUNITY DEVELOPMENT DEPARTMENT
BMP Housing Program
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town StaffPositionsFundedFundedFundedFundedFunded
Asst. Community Dev. Dir.0.05- - - - 0.05
Planning Manager- - 0.10 0.05 0.05 -
Administrative Analyst0.20 - 0.05 0.40 0.20 0.20
Executive Assistant0.15 - - - 0.15 0.15
Administrative Secretary- - 0.15 0.15 - -
Senior Planner0.40 - - - 0.40 0.40
Total BMP Housing FTEs0.80 - 0.30 0.60 0.80 0.80
BMP HOUSING PROGRAM STAFFING
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
(none)
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
4141414449
2.
9495959595
* The Community Development Department administers the BMP program as of FY 2010/11.
Previously, it was administered by the former Community Services Department.
Number of rental housing units registered in the
Below Market Price Housing Program*:
Number of owner-occupied housing units
registered in the Below Market Price Housing
Program*:
5/10/2013 PROPOSED
D - 108
5/10/2013 PROPOSED
D - 109
Community Development Department
PASS –THROUGH ACCOUNTS
PROGRAM 3999
PROGRAM PURPOSE
This pass-through accounting structure separates Community Development program activities from the
funding mechanism set up for external consultant services utilized to assist applicants in the planning,
development, and building processes. Most pass-through activity is generated by development projects.
Depending on the development project, an applicant may be required to deposit funds for architectural
services, arborist services, environmental impact review services, and/or plan checking services with the
Town. The Town retains these various services for an applicant’s projects and the consultants are
subsequently paid out of the applicant’s account until the funds zero out. Any remaining balances are
returned to the applicants. Pass-through funding is also utilized for the Town’s General Plan funding.
General Plan Fees are collected for development projects and held in deposit until recognized as General
Plan expenses as they are incurred during the year.
BUDGET OVERVIEW
There is no net budgetary impact to this program, as revenues will equal expenditures. The revenues and
expenditures reflect estimates based on prior year trends. At fiscal year-end, actuals may differ
substantially from original budgeted numbers as the quantity and size of development projects within the
community in any given year is not known or determinable in advance. This budget reflects a reasonable
estimate only.
FY 2013/14 budgeted pass-through revenues and expenditures have remained consistent with previous
years. The Housing Element program implementation is in addition to several other projects that are
anticipated to continue and/or will commence in FY 2013/14.
5/10/2013 PROPOSED
D - 110
COMMUNITY DEVELOPMENT DEPARTMENT
Pass-Through Accounts
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Licenses & Permits-$ -$ -$ -$ -$ -$
Service Charges- - - - - -
Fines & Forfeitures- - - - - -
Other Revenues949,711 586,052 683,061 670,500 626,500 707,500
TOTAL REVENUES949,711$ 586,052$ 683,061$ 670,500$ 626,500$ 707,500$
EXPENDITURES
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures949,706 586,052 684,433 672,108 626,500 707,500
Grants- - - - - -
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
TOTAL EXPENDITURES949,706$ 586,052$ 684,433$ 672,108$ 626,500$ 707,500$
SUMMARY OF REVENUES AND EXPENDITURES