8 - PPW Section5/10/2013 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, rights-of-way, 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 2013/14 the department has made some personnel changes to better address specific operational
needs. Specifically, the Parks and Facilities Superintendent position was re-classified to a lower level
management position as a cost savings measure and to better align with the duties and responsibilities.
The new position, the Facilities and Environmental Programs Manager, will oversee the Facilities
Maintenance and Environmental Services programs while the Park Services Program is now managed by
the Maintenance Superintendent.
In addition, funding shifts were also made this fiscal year to better align staff responsibilities with funding
sources and revenues. A Parks and Maintenance Worker position, in the Streets and Signals Program that
was fully funded out of the Non-Point Source Program, will now be funded primarily out of the Streets
and Signals Program, with partial funding from the Non-Point Source program. Additionally, a portion
of the Non-Point Source fund will be allocated to the Administrative Analyst position in the Parks and
Public Works Administration Program to help administer stormwater related tasks. There will be no
service level impacts as a result of these funding shifts.
In the Engineering Development Services Program, the .50 FTE Building Inspector position was re-
classified to an Engineering Inspector position, which created some cost savings. Additionally, .50 FTE
of the Non-Point Source program fund was added to this position to create a 1.0 FTE Engineering
Inspector. The position’s primary responsibilities will include monitoring stormwater compliance issues
and performing inspections related to private development projects. As a result of ongoing stormwater
permit requirements, the department needed an inspector dedicated to permit compliance issues.
The Town began receiving increased revenues in FY 2012/13 through a recalculation of West Valley
Solid Waste Management Authority (WVSWMA) fees. The department will use these revenues to offset
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personnel costs in multiple areas, including street sweeping and the household hazardous waste program.
In FY 2013/14, the Town will receive an additional increase in revenue from the WVSWMA. The
department will use these funds to offset staff costs related to increased management of solid waste
authority issues.
Staff from the Parks and Public Works 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. Maintenance staff will
continue to clean and monitor the trash capture devices that were installed last fiscal year. Additionally,
new for this fiscal year, staff will be involved in the development and implementation of a Long Term
Trash Plan, which is due to the State in February 2014. Engineering Development Services program
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.
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.
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, no impact on services is expected.
Parks and Public Works 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. Some projects include: the Blossom Hill Park pathway improvement project, Lark
Avenue/Winchester Boulevard intersection improvements, construction improvements at the Civic Center
building, Town Park Lighting project, and intersection improvements at Highway 9/University Avenue
and Los Gatos Boulevard/Shannon Road. Department staff will also be involved in the design phase of
the Almond Grove Neighborhood Street Improvements project.
Lastly, the Park Services Program will continue to work with residents to develop 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.
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PARKS & PUBLIC WORKS DEPARTMENT
ACCOMPLISHMENTS
Core Values Accomplishments
Quality Public
Infrastructure
Maintain the condition
and availability of
public facilities,
transportation
systems, and other
public infrastructure
Completed the Energy Efficient Lighting project, which installed
over 170 energy efficient lights throughout various Town parks
and Town owned parking lots.
Completed the Blossom Hill Road Improvements (Cherry
Blossom Lane/Camino del Cerro) project in conjunction with the
State’s Safe Routes to School program and local schools, which
included the installation of new sidewalks and bike pathways
along Blossom Hill Road.
Completed a Town wide tree pruning project, which included the
neighborhood area around Belgatos Park.
Completed irrigation upgrades at all Town parks and Civic
Center.
Completed installation of trash capture devices in compliance
with the Bay Area Stormwater Municipal Regional Permit.
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 Creekside
Sports Park.
Processed approximately 500 park reservations over the last fiscal
year.
Completed the Pageant Grounds Phase 3 Improvements project
that completed the renovation of this historical Town site.
Completed various park safety projects, including improvements
at Howe’s Play Lot and Live Oak Manor parks.
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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.
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Taxes4,352$ 6,783$ 9,713$ 4,040$ 6,018$ 4,040$
Licenses and Permits323,078 308,533 438,402 260,300 492,731 498,693
Intergovernmental31,769 32,827 38,509 30,000 45,608 30,000
Service Charges265,628 366,427 556,011 409,860 517,152 528,360
Other Revenues259,585 170,082 303,273 313,535 294,315 309,535
TOTAL REVENUES884,412$ 884,652$ 1,345,908$ 1,017,735$ 1,355,824$ 1,370,628$
Transfers In
Transfer from MIS- - - - - 5,000
Total Transfers In- - - - - 5,000
Total Revenues & Transfers In884,412 884,652 1,345,908 1,017,735 1,355,824 1,375,628
EXPENDITURES
Salaries and Benefits3,213,706$ 3,340,645$ 3,404,388$ 3,508,039$ 3,377,425$ 3,668,868$
Operating Expenditures1,123,510 1,087,410 1,046,828 1,139,191 1,127,962 1,169,319
Fixed Assets153,948 93,382 175,624 230,000 280,551 230,000
Internal Service Charges848,902 761,708 813,325 798,009 791,169 831,241
TOTAL EXPENDITURES5,340,066$ 5,283,145$ 5,440,165$ 5,675,239$ 5,577,107$ 5,899,428$
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
PROGRAM
Administration260,813$ 248,423$ 235,284$ 273,844$ 252,906$ 281,773$
Engineering Prog Srvcs688,241 676,311 806,250 844,964 824,993 865,209
Engineering Dev Srvcs674,246 637,226 609,870 608,428 658,011 629,549
Park Services1,532,274 1,672,635 1,648,261 1,524,715 1,486,826 1,575,917
Environmental Services202,880 177,337 158,733 236,531 219,443 297,096
Streets Signals & Sidewalks1,762,184 1,671,062 1,795,141 1,906,757 1,795,835 1,969,884
Property Damage89,996 108,669 11,002 50,000 58,542 50,000
Pass Through129,432 91,482 175,624 230,000 280,551 230,000
TOTAL EXPENDITURES5,340,066$ 5,283,145$ 5,440,165$ 5,675,239$ 5,577,107$ 5,899,428$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
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PARKS & PUBLIC WORKS DEPARTMENT
Authorized2009/102010/112011/122012/132013/14
General FundPositionsFundedFundedFundedFundedFunded
Parks & Public Works Director1.00 1.00 1.00 1.00 1.00 1.00
Asst PPW Dir/Town Engineer1.00 1.00 1.00 1.00 1.00 1.00
Superintendent0.80 0.70 1.50 1.50 1.30 0.80
Facilities & Environmental Services Mgr0.50 - - - - 0.50
PPW Supervisor- 1.00 - - - -
Administrative Analyst0.75 1.00 1.00 1.00 1.00 0.75
Executive Assistant1.00 - - - 1.00 1.00
Administrative Specialist- 1.00 1.00 1.00 - -
Administrative Assistant1.80 - - - 1.80 1.80
Administrative Secretary- 1.80 0.80 0.80 - -
Secretary III- - 1.00 1.00 - -
Environmental Service Coordinator0.50 - - 0.50 0.50 0.50
Associate Civil Engineer3.00 3.00 3.00 3.00 3.00 3.00
Assistant Civil Engineer1.00 1.00 1.00 1.00 1.00 1.00
Engineering Technician1.00 1.00 1.00 1.00 1.00 1.00
Sr Engineering Inspector1.00 1.00 1.00 1.00 1.00 1.00
Engineering Inspector0.50 2.00 - - - 0.50
Building Inspector- - 0.50 0.50 0.50 -
Parks Service Officer1.00 1.00 1.00 1.00 1.00 1.00
Town Arborist1.00 1.00 1.00 1.00 1.00 1.00
Tree Trimmer/High Climber1.00 1.00 1.00 - 1.00 1.00
Lead Parks & Maint. Worker2.00 2.00 2.00 2.00 2.00 2.00
Sweeper Operator0.75 - - - - 0.75
Parks & Maintenance Worker7.00 9.00 8.00 8.00 7.00 7.00
Total General Fund FTEs26.60 29.50 26.80 26.30 26.10 26.60
NON-General Fund FTEs (in Parks & Public Works Department programs unless otherwise noted)
Non-Point Source
Sweeper Operator0.25 1.00 1.00 1.00 1.00 0.25
Engineering Inspector0.50 - - - - 0.50
Administrative Analyst0.25 - - - - 0.25
Total Non-Point Source FTEs1.00 1.00 1.00 1.00 1.00 1.00
Vehicle Maintenance
Superintendent0.20 0.30 0.30 0.30 0.30 0.20
Administrative Assistant0.20 - - - 0.20 0.20
Administrative Secretary- 0.20 0.20 0.20 - -
Equipment Mechanic1.00 1.00 1.00 1.00 1.00 1.00
Apprentice Mechanic- 1.00 - - - -
Total Vehicle Maint. FTEs1.40 2.50 1.50 1.50 1.50 1.40
DEPARTMENT STAFFING
Full Time Equivalent (FTE)
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Authorized2009/102010/112011/122012/132013/14
PositionsFundedFundedFundedFundedFunded
Facilities Maintenance
Superintendent- - 0.20 0.20 0.40 -
Facilities & Environmental Services Mgr0.50 - - - - 0.50
PPW Manager- 1.00 - - - -
Lead Parks & Maint. Worker1.00 - 1.00 1.00 1.00 1.00
Parks & Maintenance Worker1.00 - - 1.00 1.00 1.00
Facility Technician- 1.00 1.00 - - -
Total Facilities Maint. FTEs2.50 2.00 2.20 2.20 2.40 2.50
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's31.50 35.00 32.50 32.00 31.00 31.50
Temporary Staff Hours
Office Clerk368 1,000 1,000 1,000 -
Office Assistant1,000
Park Service Officer1,000 1,000 1,000 1,000 1,000
Maintenance Assistant5,412 5,412 6,791 6,791 6,791
Total Annual Hours6,780 7,412 8,791 8,791 8,791
Full Time Equivalent (FTE)
DEPARTMENT STAFFING
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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 2013/14 Administration Program budget shows minimal changes, with a slight increase to
salaries and benefits resulting from an increase in benefit costs. The 1.0 FTE Executive Assistant position
vacancy was filled during FY 2012/13. The administrative positions are now fully staffed, which has
helped with the day-to-day operations and management of the department. The department will continue
to use part-time clerical support to manage the workload demands in the Vehicle Maintenance and
Engineering Development Services Programs.
Staff will continue to 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. Staff from this program also supports the
administrative management and oversight of the Municipal Regional Stormwater Permit (MRP), along
with assistance from Community Development Department staff. A portion of the Administrative
Analyst’s position is now funded through the Non-Point Source fund to offset personnel costs to this
program’s budget.
In FY 2013/14, the department will implement a new enhanced online parks reservation system that will
improve the customers’ user experience and better assist staff with the management of park reservations.
The new system will allow for more advanced program applications, such as report and data analysis
management tools. The Administration Program staff will continue to manage the online parks
reservation system.
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Administration
FY 2013/14 KEY PROJECTS
Core Values Key Projects
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Park Reservation System Replacement
Staff will upgrade to a new online parks reservation system that will allow for
more management customization options and improve the customers’ reservation
experience. The new system will allow staff to process reservations more
efficiently as well. It is anticipated that 90% of the 520 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.
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits- - - - - -
Intergovernmental- - - - - -
Service Charges- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits204,996$ 189,976$ 178,083$ 205,910$ 187,464$ 215,948$
Operating Expenditures11,793 16,117 12,974 23,480 21,683 23,480
Fixed Assets- - - - - -
Internal Service Charges44,024 42,330 44,227 44,454 43,759 42,345
TOTAL EXPENDITURES260,813$ 248,423$ 235,284$ 273,844$ 252,906$ 281,773$
SUMMARY OF REVENUES AND EXPENDITURES
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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
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Parks & Public Works Director0.40 0.40 0.40 0.40 0.40 0.40
Administrative Analyst0.30 0.25 0.25 0.25 0.25 0.30
Executive Assistant0.25 - - - 0.25 0.25
Administrative Specialist- 0.25 0.25 0.25 - -
Public Works Specialist- - - - - -
Administrative Assistant0.50 - - - 0.50 0.50
Administrative Secretary0.50 0.10 0.10
Secretary III- 0.40 0.40
TOTAL PROGRAM FTE's1.45 1.40 1.40 1.40 1.40 1.45
2009/102010/112011/122012/132013/14
Temporary Staff HoursFundedFundedFundedFundedFunded
Office Clerk368 650 650 650 -
Office Assistant - - - - 650
TOTAL ANNUAL HOURS368 650 650 650 650
Full Time Equivalent (FTE)
PPW ADMINISTRATION PROGRAM STAFFING
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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 approved 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, public information meetings and notifications
and traffic calming requests. 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 2013/14, staff will manage the design and construction of several key projects including
intersection improvements at Lark Avenue/Winchester Boulevard and the Almond Grove Neighborhood
Street Improvements project. Key roadway projects this fiscal year include completion of improvements
at Winchester Boulevard/Knowles Avenue and the Highway 9/University Avenue intersections, as well as
improvements at the Los Gatos Boulevard/Shannon Road intersection.
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
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Engineering Program Services
reallocation will shift 1.0 FTE in funding (approximately $100,000) of both positions to the Town’s CIP
budget. This funding approach is consistent with that of other governments with similar classifications.
The positions will be funded through reimbursements from the General Fund Appropriated Reserves
(GFAR) to the General Fund for work performed on Town CIP projects. It is anticipated that various
capital projects, including grants, will provide the resources required for this funding shift. This
reallocation will allow for increased program support as the CIP grows in the future.
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits- - - - - -
Intergovernmental- - - - - -
Service Charges- - - - - -
Other Revenues- - - - - -
TOTAL REVENUES-$ -$ -$ -$ -$ -$
Transfers In
Transfer from General Fund- - - - - 5,000
Total Transfers In- - - - - 5,000
Total Revenues & Transfers In- - - - - 5,000
EXPENDITURES
Salaries and Benefits604,510$ 594,670$ 716,331$ 759,995$ 744,387$ 776,783$
Operating Expenditures12,116 11,884 13,298 19,100 15,882 24,100
Fixed Assets- - - - - -
Internal Service Charges71,615 69,757 76,621 65,869 64,724 64,326
TOTAL EXPENDITURES688,241$ 676,311$ 806,250$ 844,964$ 824,993$ 865,209$
SUMMARY OF REVENUES AND EXPENDITURES
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
FY 2013/14 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
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
Community
Character
Preserve and
enhance the
appearance
character and
environment
quality of the
community
Almond Grove Street Rehabilitation Project
The program staff will work on the design, community outreach and scoping of this
project. When completed, this project will rehabilitate streets and sidewalks in this
historic Town neighborhood. Because of the scale and cost, this project will be
completed in multiple phases.
Winchester Boulevard/Lark Avenue Intersection Improvements
The program staff will provide technical assistance with the design and construction of
this project. One of the intersection improvements included in this project is a new
traffic signal system. When completed, this project will improve the overall traffic flow
on Lark Avenue.
Quality Public
Infrastructure
Maintain the
condition and
availability of
public
facilities,
transportation
systems, and
other public
infrastructure
Capital Improvement Program Projects
The 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 capacity issues and project funding, staff will prioritize projects
in the five-year Capital Improvement Program (CIP). Program staff will pursue grant
opportunities where applicable for capital projects. Some planned CIP projects include:
Highway 9 and University Avenue intersection improvements, Hillside Road Repair
and Resurfacing on Kennedy Road, Winchester Boulevard and Knowles intersection
improvements, and downtown parking lots coat and seal project. Additionally, program
staff will continue to work on the Town’s annual street resurfacing, curb, gutter and
sidewalk replacement, and retaining wall replacement projects.
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Engineering Program Services
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Asst PPW Dir/Town Engineer0.80 0.82 0.80 0.80 0.80 0.80
Administrative Analyst0.15 0.25 0.25 0.25 0.25 0.15
Executive Assistant0.20 - - - 0.20 0.20
Administrative Specialist- 0.20 0.20 0.20 - -
Administrative Assistant0.50 - - - 0.50 0.50
Administrative Secretary- 0.50 - - - -
Secretary III- - 0.50 0.50 - -
Associate Civil Engineer1.60 1.33 1.30 1.60 1.60 1.60
Assistant Civil Engineer0.20 0.20 0.20 0.20 0.20 0.20
Engineering Technician1.00 1.00 1.00 1.00 1.00 1.00
Sr. Engineering Inspector0.70 0.85 0.85 0.70 0.70 0.70
Engineering Inspector0.15 0.20 - - - 0.15
Building Inspector- - 0.50 0.15 0.15 -
TOTAL PROGRAM FTEs5.30 5.35 5.60 5.40 5.40 5.30
Full Time Equivalent (FTE)
ENGINEERING PROGRAM SERVICES STAFFING
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Percentage of residential households
approving the final traffic calming proposal
developed by Town staff (67% approval
required):
80%71%81%90%67%
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.32132
2.32221
3.12211
4 N/A10101515
5.N/A100%100%100%100%
6.N/A100%100%100%100%
Number of CIP projects completed:
Percentage of CIP projects completed within
budget:
Percentage of CIP projects completed within
schedule:
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:
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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
There are several major development projects that are anticipated to occur in FY 2013/14, which will
augment revenues, and thereby reduce personnel expenses to the program’s budget. This is achieved by
charging staff 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 or contractual services.
In FY 2013/14, this program will gain a 1.0 FTE Engineering Inspector position, as a result of combining
a half-time Building Inspector position and .50 FTE revenues from the Non-Point Source Program. This
position will primarily monitor stormwater compliance issues and perform inspections related to private
development construction projects. This position was created in order to complete tasks related to the
stormwater permit and monitor private development projects.
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.
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Engineering Development Services
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits151,878 113,125 215,421 106,800 118,300 124,800
Intergovernmental2,981 2,746 - - 891 -
Service Charges247,081 350,204 543,530 393,000 493,977 490,000
Other Revenues13,357 - 521 - 370 -
TOTAL REVENUES415,297$ 466,075$ 759,472$ 499,800$ 613,538$ 614,800$
EXPENDITURES
Salaries and Benefits524,185$ 541,765$ 521,512$ 512,064$ 559,709$ 527,911$
Operating Expenditures54,762 13,995 11,572 13,800 15,280 13,800
Fixed Assets8,962 1,900 - - - -
Internal Service Charges86,337 79,566 76,786 82,564 83,022 87,838
TOTAL EXPENDITURES674,246$ 637,226$ 609,870$ 608,428$ 658,011$ 629,549$
SUMMARY OF REVENUES AND EXPENDITURES
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
FY 2013/14 KEY PROJECTS
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 assistance to the public regarding right-of-way issues
Core Values KEY PROJECTS
Good
Governance
Ensure
responsive,
accountable
and
collaborate
government
Development Projects
The Development Team (Community Development, Parks & Public Works, Fire and
the Police Department) will continue to work on several key private development
projects in Los Gatos. These projects include: development of the North 40 site and
redevelopment of the Albright site. Staff will work collaboratively with residents and
private developers through the development process so that these projects are in
compliance with Town regulations. There will also be an increased staff role in the
monitoring of development projects for their compliance with the new stormwater
permit.
Quality Public
Infrastructure
Maintain the
condition and
availability of
public
facilities,
transportation
systems, and
other public
infrastructure
Grading Ordinance
The Development Team (Community Development, Parks & Public Works, Fire and
the Police Department) has continued to work on the development of the new grading
ordinance, as staffs’ workloads have permitted. This issue is tentatively scheduled for
Town Council review in early 2014. This new grading ordinance provides guidelines
that will be aligned with the hillside development guidelines the Town has adopted. In
addition, the new ordinance will provide criteria that are compatible with the
development projects that are being built in Town now, as the current ordinance is
outdated.
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
Authorized2009/102010/112011/122012/132013/14
Town StaffPositionsFundedFundedFundedFundedFunded
Parks & Public Works Director0.20 0.20 0.20 0.20 0.20 0.20
Asst PPW Dir/Town Engineer0.20 0.18 0.20 0.20 0.20 0.20
Executive Assistant0.05 - - - 0.05 0.05
Administrative Specialist- 0.05 0.05 0.05 - -
Administrative Assistant0.10 - - - 0.10 0.10
Administrative Secretary- 0.10 - - - -
Secretary III- - 0.10 0.10 - -
Associate Civil Engineer1.40 1.67 1.70 1.40 1.40 1.40
Assistant Civil Engineer0.80 0.80 0.80 0.80 0.80 0.80
Sr. Engineering Inspector0.30 0.15 0.15 0.30 0.30 0.30
Engineering Inspector0.35 0.80 - - - 0.35
Building Inspector- - - 0.35 0.35 -
TOTAL PROGRAM FTEs3.40 3.95 3.20 3.40 3.40 3.40
Full Time Equivalent (FTE)
ENGINEERING DEVELOPMENT SERVICES STAFFING
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Percentage of conventional encroachment
permits that are processed by Engineering
staff within 5 business days:
Data Not
Available 90%90%90%90%
b.Percentage of conventional
grading/improvement permits that are
reviewed by Engineering staff within 10
business days*:
Data Not
Available
Data Not
Available 90%90%90%
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.1521202328
2.200213220280300
To provide an effective and efficient
encroachment and grading/improvement permit
approval process:
Number of encroachment permits processed:
Number of grading permits processed:
*Due to multiple variables, the review process can vary.
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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 2013/14, 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 turf mowing, tree trimming, 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 over the last two fiscal years and has had no impact on
service delivery to residents.
As part of the overall maintenance of Town parks, structural tree trimming will occur at several parks
including La Rinconada, Live Oak Manor, Bachman and Blossom Hill parks. Additionally, the Parks
Services Program will replace fibar material at multiple Town park playgrounds. This annual capital
project will ensure a proper safe landing surface for children who use the parks’ playground equipment.
There are several other park related capital improvement projects planned for FY 2013/14, including the
Blossom Hill Park Pathway project and parks restroom update project.
The Park Services Program will also 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
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PARKS & PUBLIC WORKS DEPARTMENT
Park Services
combine resources with Streets and Signals Program staff to complete several large in-house maintenance
projects. Because the Maintenance Superintendent now oversees the Park Services Program staff,
combined projects will be more efficient to manage. Some examples of combined large-scale
maintenance projects include brush removal, median maintenance, paving, and graffiti abatement that
were previously unachievable by either program independently.
Last fiscal year, the Creekside Sports Park facility was completed. Pageant Grounds was also re-opened,
after being closed during the construction of the Town Library. The opening of these new facilities has
resulted in increased costs for park maintenance operations, as well as additional responsibilities for
program staff. Additional maintenance costs include field painting for the Creekside Sports Park, and
new landscape management costs for Pageant Grounds. These costs have been added to this program’s
budget this fiscal year.
The new online parks reservation system, which will be implemented in FY 2013/14, will provide a more
customer service friendly experience for users making Town park reservations. Additionally, Park
Services staff will continue to work with neighborhood residents to develop an “Adopt-a-Park” program.
This program will encourage local residents to adopt various beautification projects in their neighborhood
parks. Lastly, program staff will be involved in the implementation of the Long Term Trash Plan, which
is a requirement of the stormwater permit.
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Taxes4,352$ 6,783$ 9,713$ 4,040$ 6,018$ 4,040$
Licenses and Permits170,464 194,637 222,063 153,500 153,500 153,500
Intergovernmental- - - - - -
Service Charges13,469 12,928 10,493 16,200 16,800 36,200
Other Revenues10,457 22,658 14,694 13,535 11,389 9,535
TOTAL REVENUES198,742$ 237,006$ 256,963$ 187,275$ 187,707$ 203,275$
EXPENDITURES
Salaries and Benefits899,408$ 1,074,898$ 1,047,400$ 1,020,755$ 957,754$ 1,033,200$
Operating Expenditures347,742 363,394 383,599 347,850 375,367 370,250
Fixed Assets15,554 - - - - -
Internal Service Charges269,570 234,343 217,262 156,110 153,705 172,467
TOTAL EXPENDITURES1,532,274$ 1,672,635$ 1,648,261$ 1,524,715$ 1,486,826$ 1,575,917$
SUMMARY OF REVENUES AND EXPENDITURES
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PARKS & PUBLIC WORKS DEPARTMENT
Park Services
FY 2013/14 KEY PROJECTS
Core Values KEY PROJECTS
Quality Public
Infrastructure
Maintain the
condition and
availability of
public
facilities,
transportation
systems, and
other public
infrastructure
Park Upgrades and Improvements
Park Services staff will complete several park improvement projects, with partial
funding from grants, as approved in the Capital Improvement Program budget. These
projects include pathway improvements at Blossom Hill Park, park restroom upgrades
at Oak Meadow, Blossom Hill and Belgatos parks, as well as new outdoor lighting at
Howe’s Play Lot, Live Oak Manor and Blossom Hill parks. These projects will
enhance the facilities at these park facilities.
Open Space Trail Upgrades
Park Services staff will rehabilitate Heinz and Santa Rosa Open Space areas to improve
the trail infrastructure. These two preserves are under the Town’s jurisdiction. These
projects will rebuild retaining walls along the trails and improve the drainage along the
trail to prevent future erosion.
Tree Trimming at Various Town Parks
Park Services staff will coordinate with its contractual services vendor to prune trees at
various Town parks including La Rinconada, Live Oak Manor and Blossom Hill parks.
This project will improve the overall structure of existing trees and assist with
identification of deceased or failing trees that need to be removed.
Civic
Enrichment
Foster
opportunities
for citizen
involvement,
and cultural,
recreational
and individual
enrichment
systems, and
other public
infrastructure
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.
Friends of the Park
The Parks Services staff will work collaboratively with the community to help establish
a non-profit, “Friends of the Park” organization. The purpose of the group will be to
assist in the management and distribution of work projects and solicit local service
groups and businesses for financial and/or in-kind resources for park-related services.
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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
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PARKS & PUBLIC WORKS DEPARTMENT
Park Services
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Parks & Public Works Director0.20 0.20 0.20 0.20 0.20 0.20
Superintendent0.40 - 0.80 0.80 0.50 0.40
PPW Supervisor- 1.00 - - - -
Facilities & Environmental Services Mgr0.10 - - - - 0.10
Administrative Analyst0.15 0.25 0.25 0.25 0.25 0.15
Executive Assistant0.25 - - - 0.25 0.25
Administrative Specialist- 0.25 0.25 0.25 - -
Administrative Assistant0.40 - - - 0.40 0.40
Administrative Secretary- 0.40 0.40 0.40 - -
Parks Service Officer1.00 1.00 1.00 1.00 1.00 1.00
Town Arborist- - - - - -
Tree Trimmer/High Climber1.00 - 1.00 - 1.00 1.00
Lead Parks & Maint Worker1.00 1.00 1.00 1.00 1.00 1.00
Parks & Maint Worker3.00 5.00 4.00 4.00 3.00 3.00
TOTAL PROGRAM FTE's7.50 9.10 8.90 7.90 7.60 7.50
2009/102010/112011/122012/132013/14
Temporary Staff HoursFundedFundedFundedFundedFunded
Parks Service Officer 1,000 1,000 1,000 1,000 1,000
Maintenance Assistant4,584 4,584 5,963 5,963 5,963
TOTAL ANNUAL HOURS5,584 5,584 6,963 6,963 6,963
Full Time Equivalent (FTE)
PARK SERVICES PROGRAM STAFFING
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PARKS & PUBLIC WORKS DEPARTMENT
Park Services
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Percentage of parks with playground equipment
receiving weekly safety inspections:90%90%70%90%90%
2.
a.Percentage of residents satisfied with the Town's
efforts to maintain parks:N/AN/AN/AN/AN/A
b.Percentage of residents satisfied with the Town's
efforts to maintain Town trails:N/AN/AN/AN/AN/A
c.Percentage of residents rating the appearance of
Town parks as good or excellent:N/AN/AN/AN/AN/A
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
348.2348.2348.2350.9350.9
2.14.914.914.914.914.9
3.465458450500520
4.3335406770
5.3520202840
*This increase is due to the Creekside Sports Park facility.
Total number of special use permits for parks issued
annually:
Total number of parks service requests within Town
parks received and completed:
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:
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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. In 2011, the California Integrated Waste Management
Act (AB 341) was approved that establishes a statewide diversion goal of 75%, and also requires several
solid waste disposal policies. Staff manages compliance with AB 939 and AB 341 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
The Facilities and Environmental Programs Manager position, which was created in FY 2012/13 through
the reclassification of a Parks and Facilities Superintendent position, will oversee the management of this
program. Key programs within the Environmental Services Program include working collaboratively
with the Community Development Department and Town Manager’s Office to implement a
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PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
Sustainability Action Plan. The program will also continue to look for opportunities to obtain grant
funding for energy and water efficiency initiatives for Town operations.
Town staff will continue to assist with the West Valley Solid Waste Management Authority (WVSWMA)
and Household Hazardous Waste Program with a goal of increasing waste diversion and minimization.
The Joint Powers Authority approved new solid waste administrative related fees in FY 2013/14. The
revenue fees collected from the authority are being used to offset department staff’s personnel expenses
related to the management of the Household Hazardous Waste Program, street sweeping, and contract
administration for the solid waste management authority.
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits- - - - 84,494 84,494
Intergovernmental28,788 30,081 38,509 30,000 44,717 30,000
Service Charges103 658 787 660 - 660
Other Revenues20,000 - - 20,000 1,000 20,000
TOTAL REVENUES48,891$ 30,739$ 39,296$ 50,660$ 130,211$ 135,154$
Transfers In
Transfer from General Fund- - - - - -
Total Transfers In- - - - - -
Total Revenues & Transfers In 48,891 30,739 39,296 50,660 130,211 135,154
EXPENDITURES
Salaries and Benefits94,520$ 69,856$ 51,261$ 66,737$ 51,248$ 125,331$
Operating Expenditures103,795 104,144 105,126 166,761 165,475 166,760
Fixed Assets- - - - - -
Internal Service Charges4,565 3,337 2,346 3,033 2,720 5,005
TOTAL EXPENDITURES202,880$ 177,337$ 158,733$ 236,531$ 219,443$ 297,096$
Transfers Out
Transfer to General Fund- - - - - -
Total Transfers Out- - - - - -
Total Expenditures & Transfers Out202,880 177,337 158,733 236,531 219,443 297,096
SUMMARY OF REVENUES AND EXPENDITURES
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PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
FY 2013/14 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 2013/14, 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 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.
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PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
FY 2013/14 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)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Superintendent- - - - 0.10 -
Facilities & Environmental Services Mgr0.40 0.40
Environmental Service Coordinator0.50 - - 0.50 0.50 0.50
Total General Fund FTE0.90 - - 0.50 0.60 0.90
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.
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PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Disposal per capita by calendar year (target is
< 5.2 lbs./person/day)*3.33.63.73.73.7
20092010201120122013
2.
a.Percentage of solid waste collection calls
received and resolved:100%100%100%100%100%
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.120129120147130
2
1,1381,0001,000900900
*A new methodology was established by CalRecycle to track data information.
Number of households participating in the
Community Garage Sale event:
Number of Los Gatos households participating in
the Household Hazardous Waste Disposal
Program:
Maximize diversion from landfills in order to
protect public health and safety, and the
environment.
Monitor and evaluate existing waste collection
and recycling programs.
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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 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
In FY 2013/14, the Streets and Signals Program will continue to provide tree maintenance as a contractual
service. This has been done for the last two years as a cost savings measure. It allows staff to focus on
other day-to-day operation responsibilities.
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 and appropriate mitigation.
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.
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PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
This 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.
Streets and Signals staff will be responsible for the maintenance and operations of the trash capture
devices, which were installed last fiscal year. This will be an ongoing maintenance responsibility for this
staff. These devices are a requirement of the Bay Area Stormwater Municipal Regional Permit.
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits736 771 918 - 136,437 135,899
Intergovernmental- - - - - -
Service Charges4,975 2,637 1,201 - 6,375 1,500
Other Revenues4,232 (806) - - - -
TOTAL REVENUES9,943$ 2,602$ 2,119$ -$ 142,812$ 137,399$
EXPENDITURES
Salaries and Benefits886,087$ 869,480$ 889,801$ 942,578$ 876,863$ 989,695$
Operating Expenditures503,306 469,207 509,257 518,200 475,733 520,929
Fixed Assets- - - - - -
Internal Service Charges372,791 332,375 396,083 445,979 443,239 459,260
TOTAL EXPENDITURES1,762,184$ 1,671,062$ 1,795,141$ 1,906,757$ 1,795,835$ 1,969,884$
SUMMARY OF REVENUES AND EXPENDITURES
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PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
FY 2013/14 KEY PROJECTS
Core Values KEY PROJECTS
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Inter-Program Work Projects
Program 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.
Partnership with Other Municipalities
Staff will continue to pursue opportunities with local agencies that have similar
service needs in an effort to reduce program expenditures. Successful ongoing
coordinated efforts include graffiti removal, paving operations and brush removal
activities.
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
provided with contractual services. A greater emphasis will be placed on block
pruning, targeting specific site locations annually, to lessen ongoing tree
trimming requests.
Capital Improvement Program Projects
Streets program 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.
5/10/2013 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
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 downtown tree lights along North Santa Cruz Avenue and Main Street
Tree Maintenance
Oversees the tree trimming 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, 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
5/10/2013 PROPOSED
D -193
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
Authorized2009/102010/112011/122012/132013/14
Town StaffPositionsFundedFundedFundedFundedFunded
Parks & Public Works Director0.20 0.20 0.20 0.20 0.20 0.20
Superintendent0.40 0.70 0.70 0.70 0.70 0.40
Administrative Analyst0.15 0.25 0.25 0.25 0.25 0.15
Executive Assistant0.25 - - - 0.25 0.25
Administrative Specialist- 0.25 0.25 0.25 - -
Administrative Assistant0.30 - - - 0.30 0.30
Administrative Secretary- 0.30 0.30 0.30 - -
Town Arborist1.00 1.00 1.00 1.00 1.00 1.00
Tree Trimmer / High Climber- 1.00 - - - -
Lead Parks & Maint Worker1.00 1.00 1.00 1.00 1.00 1.00
Sr. Parks & Maint Worker- - - - - -
Sweeper Operator0.75 - - - - 0.75
Parks & Maint Worker4.00 4.00 4.00 4.00 4.00 4.00
TOTAL PROGRAM FTEs8.05 8.70 7.70 7.70 7.70 8.05
2009/102010/112011/122012/132013/14
Temporary Staff HoursFundedFundedFundedFundedFunded
Maintenance Assistant200 200 200 200 200
TOTAL ANNUAL HOURS200 200 200 200 200
Full Time Equivalent (FTE)
STREETS & SIGNALS PROGRAM STAFFING
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PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
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):6970717272
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.1,5751,5751,5751,5801,583
2.397397397397397
3.150150150150150
4.2828282929
5.106106106106106
6.177280250550600
7.185255340220230
8.124220195150175
9.166645400240245
To provide safe and functional roadway systems
throughout Town.
To ensure streetlights and traffic signals are working
in effective operating order.
Total number of tree-related maintenance requests
received, requiring inspection by staff:
Total number of staff hours to conduct tree
inspections and/or pruning:
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:
5/10/2013 PROPOSED
D -195
Parks & Public Works Department
PROPERTY DAMAGE
PROGRAM 5405
PROGRAM PURPOSE
The Property Damage Program is an 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 2013/14 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 $50,000 in revenue and expenditures was
budgeted; budget adjustments, if necessary, will be brought forward for Council consideration during the
mid-year budget review process. Due to the timing of the receipt of reimbursements, prior year revenue
actuals are initially higher than expenditures. As this program includes no staff activity, it does not have
Key Projects or Performance Measures.
5/10/2013 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Property Damage
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits- - - - - -
Intergovernmental- - - - - -
Service Charges- - - - - -
Other Revenues82,107 56,747 112,434 50,000 1,005 50,000
TOTAL REVENUES82,107$ 56,747$ 112,434$ 50,000$ 1,005$ 50,000$
EXPENDITURES
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures89,996 108,669 11,002 50,000 58,542 50,000
Fixed Assets- - - - - -
Internal Service Charges- - - - - -
TOTAL EXPENDITURES89,996$ 108,669$ 11,002$ 50,000$ 58,542$ 50,000$
SUMMARY OF REVENUES AND EXPENDITURES
5/10/2013 PROPOSED
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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.
5/10/2013 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Pass-Through Accounts
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
REVENUES
Other Taxes-$ -$ -$ -$ -$ -$
Licenses and Permits- - - - - -
Intergovernmental- - - - - -
Service Charges- - - - - -
Other Revenues129,432 91,483 175,624 230,000 280,551 230,000
TOTAL REVENUES129,432$ 91,483$ 175,624$ 230,000$ 280,551$ 230,000$
EXPENDITURES
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures- - - - - -
Pass Thru Account129,432 91,482 175,624 230,000 280,551 230,000
Internal Service Charges- - - - - -
TOTAL EXPENDITURES129,432$ 91,482$ 175,624$ 230,000$ 280,551$ 230,000$
SUMMARY OF REVENUES AND EXPENDITURES
5/10/2013 PROPOSED
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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 using the asset. A useful 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. 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 five vehicles purchased. These assets qualify for replacement as determined by the
Town’s Equipment Replacement Policy. The five vehicles scheduled for replacement will be for the
Police Department’s fleet. Two medium sized vehicles for the detective unit, in addition to three police
patrol vehicles, will be replaced this fiscal year.
In future years, costs to replace police vehicles will increase because Ford Motor Company has
discontinued production of the current Crown Victoria police model. Staff is in the process of evaluating
equivalent police vehicles to purchase. Costs for replacement vehicles are estimated at approximately
$5,000 to $8,000 more per vehicle. The Equipment Replacement Fund has sufficient funds to pay for
replacement of future police vehicles, as needed.
5/10/2013 PROPOSED
D -200
PARKS & PUBLIC WORKS DEPARTMENT
Equipment Replacement Fund
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
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 2013/14, it is anticipated that this cost savings
strategy will continue to generate a transfer to the General Fund of approximately $194,000.
Staff will also explore replacement costs versus rental of equipment, in order to reduce ongoing program
operation expenditures. Assessments between internal and external diagnostic and repair facility costs
will be conducted to determine the most cost-effective approach. As this program includes minimal staff
activity, it does not have Key Projects or Performance Measures.
5/10/2013 PROPOSED
D -201
PARKS & PUBLIC WORKS DEPARTMENT
Equipment Replacement Fund
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated - Gas Tax Assets-$ -$ -$ -$ -$ -$
Designated - Non-Point Assets120,531 120,531 207,831 149,631 207,831 149,631
Designated - General Fund Assets2,970,320 2,781,258 2,690,888 2,327,762 2,730,398 2,922,433
Total Beginning Fund Balance3,090,851 2,901,789 2,898,719 2,477,393 2,938,229 3,072,064
Revenues
Service Charge334,560 341,280 319,819 439,532 439,532 473,929
Interest- - - - - -
Other Revenues46,125 28,245 216,185 - 89,248 -
Total Revenues380,685 369,525 536,004 439,532 528,780 473,929
Transfers In
Transfer from Capital Projects8,990 - - - - -
Total Transfers In8,990 - - - - -
Total Revenues & Transfers In389,675 369,525 536,004 439,532 528,780 473,929
TOTAL SOURCE OF FUNDS3,480,526$ 3,271,314$ 3,434,723$ 2,916,925$ 3,467,009$ 3,545,993$
USES OF FUNDS
Expenditures
Salaries and Benefits9,193$ 9,289$ 10,078$ 9,754$ 10,148$ 10,820$
Operating Expenditures1,174 3,567 - - 7,610 -
Fixed Assets374,370 165,739 486,416 510,447 377,187 338,484
Internal Service Charges- - - - - -
Total Expenditures384,737 178,595 496,494 520,201 394,945 349,304
Transfers Out
Transfer to General Fund194,000 194,000 - 194,000 - 194,000
Transfer to Capital Projects- - - - - -
Transfer to Office Stores- - - - - -
Total Transfers Out194,000 194,000 - 194,000 - 194,000
Total Expenditures & Transfers Out578,737 372,595 496,494 714,201 394,945 543,304
Ending Fund Balance
Designated - Gas Tax Assets- - - - - -
Designated - Non-Point Assets120,531 207,831 207,831 149,631 149,631 149,631
Designated - General Fund Assets2,781,258 2,690,888 2,730,398 2,053,093 2,922,433 2,853,058
Total Ending Fund Balance2,901,789 2,898,719 2,938,229 2,202,724 3,072,064 3,002,689
TOTAL USE OF FUNDS3,480,526$ 3,271,314$ 3,434,723$ 2,916,925$ 3,467,009$ 3,545,993$
STATEMENT OF SOURCE AND USE OF FUNDS
5/10/2013 PROPOSED
D -202
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)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Account Technician0.10 0.10 0.10 0.10 0.10 0.10
Total Equipment Replacement FTEs0.10 0.10 0.10 0.10 0.10 0.10
EQUIPMENT REPLACEMENT PROGRAM STAFFING
5/10/2013 PROPOSED
D -203
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 continues to evaluate vehicle maintenance costs and repairs to determine cost saving
strategies. This program will continue to evaluate the purchase of hybrid and alternative fuel vehicles, as
the budget permits, to reduce fuel consumption over the short and long terms. In FY 2013/14, the Town
will add five (5) electric vehicles to its fleet through a lease agreement from Mitsubishi Motors. The
Town will install four new electrical vehicle charging stations at select Town locations to help fuel these
vehicles and also provide additional charging stations for public use. Additionally, the program continues
to contract out 50% of maintenance and repairs due to the reduction in staff and ongoing expenditures.
The program has been successful in contracting out vehicle repairs with no service impacts.
This fiscal year this program will continue to minimize costs in auto parts and contractual labor services
line items. The cost savings from these expenses 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.
5/10/2013 PROPOSED
D -204
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
.
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated268,332 428,529 438,817 476,491 521,710 533,406
Total Beginning Fund Balance268,332 428,529 438,817 476,491 521,710 533,406
Revenues
Service Charge618,400 487,600 540,100 544,325 544,325 528,600
Interest- - - - - -
Other Revenues6,100 1,089 631 - - -
Total Revenues624,500 488,689 540,731 544,325 544,325 528,600
TOTAL SOURCE OF FUNDS892,832$ 917,218$ 979,548$ 1,020,816$ 1,066,035$ 1,062,006$
USES OF FUNDS
Expenditures
Salaries and Benefits168,707$ 175,576$ 183,925$ 189,415$ 181,610$ 174,486$
Operating Expenditures293,108 302,825 273,913 351,117 351,019 352,980
Fixed Assets2,488 - - - - 1,000
Internal Service Charges- - - - - -
Total Expenditures464,303 478,401 457,838 540,532 532,629 528,466
Ending Fund Balance
Designated- - - - - -
Undesignated428,529 438,817 521,710 480,284 533,406 533,540
Total Ending Fund Balance428,529 438,817 521,710 480,284 533,406 533,540
TOTAL USE OF FUNDS892,832$ 917,218$ 979,548$ 1,020,816$ 1,066,035$ 1,062,006$
STATEMENT OF SOURCE AND USE OF FUNDS
5/10/2013 PROPOSED
D -205
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
FY 2013/14 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. In addition, the
organization will utilize five leased electric vehicles, and charging stations will be
installed throughout the town.
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.
5/10/2013 PROPOSED
D -206
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Superintendent0.20 0.30 0.30 0.30 0.30 0.20
Administrative Assistant0.20 - - - 0.20 0.20
Administrative Secretary- 0.20 0.20 0.20 - -
Equipment Mechanic1.00 1.00 1.00 1.00 1.00 1.00
Apprentice Mechanic- 1.00 - - - -
Total Vehicle Maint. FTEs1.40 2.50 1.50 1.50 1.50 1.40
2009/102010/112011/122012/132013/14
Temporary Staff HoursFundedFundedFundedFundedFunded
Office Clerk- 350 350 350 -
Office Assistant - - - - 350
TOTAL ANNUAL HOURS- 350 350 350 350
VEHICLE MAINTENANCE PROGRAM STAFFING
5/10/2013 PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
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:$0.56$0.52$0.57$0.89$1.19
General Fleet - light:$0.66$0.65$0.79$1.40$1.89
General Fleet - heavy:$5.85$8.34$12.40$5.50$5.50
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.4647474747
2.66644
3.3434363637
4.6666514747
5.66777
6.N/AN/AN/AN/A5
*The figures reflect real data collected for one full fiscal year cycle. The increase is due to a change in fuel prices.
Number of police vehicles maintained:
To provide safe and functional vehicles and
equipment.
Electric vehicles:
Hybrid vehicles:
Pieces of equipment maintained (light and heavy
duty):
Number of heavy-duty vehicles maintained:
Number of light-duty (non-police) vehicles
maintained:
5/10/2013 PROPOSED
D -208
5/10/2013 PROPOSED
D -209
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 Facilities and Environmental Programs Manager position, which was filled in FY 2012/13 through
the reclassification of a Parks and Facilities Superintendent, will oversee the management of this program.
The FY 2013/14 budget reflects several changes in non-personnel expenditures. These changes are
primarily related to additional maintenance expenses associated with the new library building and planned
major projects for this fiscal year.
One major project planned in FY 2013/14, is the re-use of the former library space. The Old Library Re-
use project will renovate the space which includes replacing the existing elevator and making
improvements to the restroom areas. The heating and cooling system at the old library building will
also be replaced. Lastly, another project will be repairing the deck area near the Administration offices at
Town Hall to prevent future water leaks.
This 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.
5/10/2013 PROPOSED
D -210
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
This 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.
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated716,701 820,171 953,446 981,784 1,020,686 1,153,528
Total Beginning Fund Balance716,701 820,171 953,446 981,784 1,020,686 1,153,528
Revenues
Other Taxes19,586 31,723 44,387 15,000 40,500 20,000
Service Charge911,680 849,000 892,300 991,682 991,682 1,007,014
Other Revenues79,830 101,048 153,532 131,404 169,530 195,000
Total Revenues1,011,096 981,771 1,090,219 1,138,086 1,201,712 1,222,014
Transfers In
Transfer from General Fund- - - - - -
Total Transfers In- - - - - -
Total Revenues & Transfers In 1,011,096 981,771 1,090,219 1,138,086 1,201,712 1,222,014
TOTAL SOURCE OF FUNDS1,727,797$ 1,801,942$ 2,043,665$ 2,119,870$ 2,222,398$ 2,375,542$
USES OF FUNDS
Expenditures
Salaries and Benefits220,436$ 162,970$ 220,239$ 300,497$ 213,303$ 307,121$
Operating Expenditures679,390 685,526 711,201 908,047 819,747 924,897
Fixed Assets- - 17,993 30,000 30,000 30,000
Internal Service Charges- - - - - -
Total Expenditures899,826 848,496 949,433 1,238,544 1,063,050 1,262,018
Transfers Out
Transfer to General Fund- - - - - -
Transfer to Capital Projects7,800 - 73,546 477,000 5,820 210,000
Transfer to Office Stores- - - - - -
Total Transfers Out7,800 - 73,546 477,000 5,820 210,000
Total Expenditures & Transfers Out907,626 848,496 1,022,979 1,715,544 1,068,870 1,472,018
Ending Fund Balance
Designated- - - - - -
Undesignated820,171 953,446 1,020,686 404,326 1,153,528 903,524
Total Ending Fund Balance820,171 953,446 1,020,686 404,326 1,153,528 903,524
TOTAL USE OF FUNDS1,727,797$ 1,801,942$ 2,043,665$ 2,119,870$ 2,222,398$ 2,375,542$
STATEMENT OF SOURCE AND USE OF FUNDS
5/10/2013 PROPOSED
D -211
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
FY 2013/14 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
Oversight of Capital Improvement Projects
Assist in the oversight of all Facility improvement projects planned during FY 2013/14,
including improvement projects at the Civic Center.
HVAC Upgrades Project
Program staff will work on the replacement of the HVAC system at the old library
building. The existing system is part of the original building’s infrastructure. This
project will replace the heating and cooling system.
Old Library Re-Use Project
Program staff will work on making renovations to the old library building, which will
include replacement of the elevator and upgrades to the restroom facilities, to be current
with building codes and regulations.
Civic Center Deck Repairs and Waterproofing Project
Program staff will work on repairing sections of the Civic Center deck area, next to the
Administration Office entrance. This project will waterproof this section of the deck to
prevent water damage and leaks.
Asset Management Program
Implement an asset management program that will allow for staff to better assess costs
and maintenance of Town-wide facilities.
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PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
Full Time Equivalent (FTE)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Superintendent- - 0.20 0.20 0.40 -
Facilities & Environmental Services Mgr0.50 - - - - 0.50
PPW Manager- 1.00 - - - -
Lead Parks & Maint Worker1.00 - 1.00 1.00 1.00 1.00
Parks & Maint Worker1.00 - - 1.00 1.00 1.00
Facility Technician- 1.00 1.00 - - -
Total Building Maint. FTEs 2.50 2.00 2.20 2.20 2.40 2.50
2009/102010/112011/122012/132013/14
Temporary Staff HoursFundedFundedFundedFundedFunded
Maintenance Assistant628 628 628 628 628
TOTAL ANNUAL HOURS628 628 628 628 628
FACILITIES MAINTENANCE PROGRAM STAFFING
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.Percent of high priority (safety or service
interruption) requests completed within 3 days:68%74%73%70%80%
b.Percent of facilities requests completed within
14 days:77%81%92%90%90%
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.95,00095,000124,240155,089155,089
2.4853976075
3.11451110102105
*
The square footage increase is due to the completion of the Police Operations Building, Library and
Creekside Sports Park facilities.
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*:
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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 local creeks and ultimately 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
property tax rolls for non-point source functions. 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
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PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
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
ensure compliance with permit regulations. 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. The NPDES permit also mandates regulations for public infrastructure maintenance
operations, including the installation of trash capture devices and a Long Term Trash Plan. This plan is a
requirement by the California Regional Water Quality Control Board and is due in February 2014.
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 performed on a monthly frequency. The prior reduction in frequency (from
3 to 4 weeks) will allow staff to continue focusing on other aspects of the permit, such as the ongoing
maintenance of the new trash capture devices, which are required by the new stormwater permit. 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.
Funding shifts were made this fiscal year to this particular program to better align staff’s responsibilities
with funding sources and revenues. A Parks and Maintenance Worker position, in the Streets and Signals
Program that was fully funded out of the Non-Point Source Program, will now be funded primarily out of
the Streets and Signals Program, with partial funding from the Non-Point Source program. Additionally,
a portion of the Non-Point Source fund will be allocated to the Administrative Analyst position in the
Parks and Public Works Administration Program to help administer stormwater related tasks. There will
be no service level impacts as a result of these funding shifts.
The Town’s Non-Point Source Program budget will maintain the same service levels in FY 2013/14;
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.
A Council Study Session will be scheduled in early 2014 to consider rising NPDES requirements and
workloads, as well as possible funding strategies.
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PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated20,181 40,203 58,142 75,785 58,142 229,641
Total Beginning Fund Balance20,181 40,203 58,142 75,785 58,142 229,641
Revenues
Intergovernmental- - - - - -
Service Charge- - - - - -
Other Revenues135,000 135,000 135,000 502,000 502,000 332,000
Total Revenues135,000 135,000 135,000 502,000 502,000 332,000
TOTAL SOURCE OF FUNDS155,181$ 175,203$ 193,142$ 577,785$ 560,142$ 561,641$
USES OF FUNDS
Expenditures
Salaries and Benefits76,891$ 84,268$ 86,939$ 102,303$ 92,806$ 123,124$
Operating Expenditures22,874 19,613 15,258 230,477 232,279 230,477
Fixed Assets- - - - - -
Internal Service Charges15,213 13,180 14,411 6,018 5,416 5,444
Total Expenditures114,978 117,061 116,608 338,798 330,501 359,045
Transfers Out
Transfer to General Fund- - - - - -
Total Transfers Out- - - - - -
Total Expenditures & Transfers Out114,978 117,061 116,608 338,798 330,501 359,045
Ending Fund Balance
Designated- - - - - -
Undesignated40,203 58,142 76,534 238,987 229,641 202,596
Total Ending Fund Balance40,203 58,142 76,534 238,987 229,641 202,596
TOTAL USE OF FUNDS155,181$ 175,203$ 193,142$ 577,785$ 560,142$ 561,641$
STATEMENT OF SOURCE AND USE OF FUNDS
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PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
FY 2013/14 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)
Authorized2009/102010/112011/122012/132013/14
Town Staff PositionsFundedFundedFundedFundedFunded
Sweeper Operator0.25 1.00 1.00 1.00 1.00 0.25
Engineering Inspector0.50 - - - - 0.50
Administrative Analyst0.25 - - - - 0.25
Total Non-Point Source FTEs1.00 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.
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PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
Performance Objectives and Measures
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.
a.
9002,3451,9772,1002,100
Activity and Workload Highlights
2009/10
Actual
2010/11
Actual
2011/12
Actual
2012/13
Estimated
2013/14
Budget
1.10,80010,8008,1008,1008,100
2.
200200200200200
Number of volunteers participating in clean-up
activities to remove debris from entering creeks:
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:
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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. There are two Landscape and Lighting Districts, which
cover six neighborhood areas. The 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. There are six program funds that have been
established to maintain these neighborhood areas.
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
ofParcelTotalprior to
Fund #Assessment DistrictsParcelsAssessmentAssessment Prop 218
231Blackwell Drive5632$ 3,160$ Yes
232Kennedy Meadows15685 10,275 Yes
233Gemini Court18230 4,140 Yes
234Santa Rosa15300 4,500 Yes
235Vasona Heights33295 9,735 Yes
236Hillbrook 3450 5,950 Yes
Total Landscape & Lighting Assessment:37,760$
Fiscal Year 2012/13
Annual Special District Assessments
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PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated103,617 105,635 111,515 122,098 113,443 128,665
Total Beginning Fund Balance103,617 105,635 111,515 122,098 113,443 128,665
REVENUES
Property Tax Assessments33,510 37,760 37,760 37,760 37,760 37,760
Interest1,940 1,333 1,242 1,588 1,294 1,294
Other Revenues259 65 329 - - -
Total Revenues35,709 39,158 39,331 39,348 39,054 39,054
TOTAL SOURCE OF FUNDS139,326$ 144,793$ 150,846$ 161,446$ 152,497$ 167,719$
EXPENDITURES
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures28,771 28,358 16,003 29,023 18,912 19,746
TOTAL EXPENDITURES28,771$ 28,358$ 16,003$ 29,023$ 18,912$ 19,746$
Transfers Out
Transfer to General Fund4,920 4,920 4,920 4,920 4,920 4,920
Total Transfers Out4,920 4,920 4,920 4,920 4,920 4,920
Total Expenditures & Transfers Out33,691 33,278 20,923 33,943 23,832 24,666
Ending Fund Balance
Designated- - - - - -
Undesignated105,635 111,515 129,923 127,503 128,665 143,053
Total Ending Fund Balance105,635 111,515 129,923 127,503 128,665 143,053
TOTAL USE OF FUNDS139,326$ 144,793$ 150,846$ 161,446$ 152,497$ 167,719$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
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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 2013/14, 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 $1,000 contingency repair fund has been added to augment the fund
balance and specifically address emergency repair or restoration maintenance issues outside of normal
contracted maintenance, and would only be spent in the case where such issues arose.
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PARKS & PUBLIC WORKS DEPARTMENT
Blackwell Drive Assessment District
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated4,777 4,705 5,437 4,983 5,747 6,608
Total Beginning Fund Balance4,777 4,705 5,437 4,983 5,747 6,608
Revenues
Property Tax Assessments3,160 3,160 3,160 3,160 3,160 3,160
Interest70 60 55 76 54 54
Other Revenues118 32 - - - -
Total Revenues3,348 3,252 3,215 3,236 3,214 3,214
TOTAL SOURCE OF FUNDS8,125$ 7,957$ 8,652$ 8,219$ 8,961$ 9,822$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures2,960 2,060 2,445 3,030 1,893 3,142
Total Expenditures2,960 2,060 2,445 3,030 1,893 3,142
Transfers Out
Transfer to General Fund460 460 460 460 460 460
Total Transfers Out460 460 460 460 460 460
Total Expenditures & Transfers Out3,420 2,520 2,905 3,490 2,353 3,602
Ending Fund Balance
Designated- - - - - -
Undesignated4,705 5,437 5,747 4,729 6,608 6,220
Total Ending Fund Balance4,705 5,437 5,747 4,729 6,608 6,220
TOTAL USE OF FUNDS7,665$ 7,497$ 8,192$ 7,759$ 8,501$ 9,362$
STATEMENT OF SOURCE AND USE OF FUNDS
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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 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 2013/14, 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 $1,000 contingency repair fund has been added to augment the fund balance and
specifically address emergency repair or restoration maintenance issues outside of normal contracted
maintenance, and would only be spent in the case where such issues arose.
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PARKS & PUBLIC WORKS DEPARTMENT
Kennedy Meadows Assessment District
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated15,804 19,540 20,131 24,215 11,813 16,230
Total Beginning Fund Balance15,804 19,540 20,131 24,215 11,813 16,230
Revenues
Property Tax Assessments10,275 10,275 10,275 10,275 10,275 10,275
Interest320 223 238 272 266 266
Other Revenues- - 228 - - -
Total Revenues10,595 10,498 10,741 10,547 10,541 10,541
TOTAL SOURCE OF FUNDS26,399$ 30,038$ 30,872$ 34,762$ 22,354$ 26,771$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures5,349 8,397 3,148 6,123 4,614 3,730
Total Expenditures5,349 8,397 3,148 6,123 4,614 3,730
Transfers Out
Transfer to General Fund1,510 1,510 1,510 1,510 1,510 1,510
Total Transfers Out1,510 1,510 1,510 1,510 1,510 1,510
Total Expenditures & Transfers Out6,859 9,907 4,658 7,633 6,124 5,240
Ending Fund Balance
Designated- - - - - -
Undesignated19,540 20,131 26,214 27,129 16,230 21,531
Total Ending Fund Balance19,540 20,131 26,214 27,129 16,230 21,531
TOTAL USE OF FUNDS24,889$ 28,528$ 29,362$ 33,252$ 20,844$ 25,261$
STATEMENT OF SOURCE AND USE OF FUNDS
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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 2013/14, 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 $1,000 contingency repair fund has been added to augment the fund balance and
specifically address emergency repair or restoration maintenance issues outside of normal contracted
maintenance, and would only be spent in the case where such issues arose.
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PARKS & PUBLIC WORKS DEPARTMENT
Gemini Court Assessment District
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated9,767 11,080 12,290 11,839 14,717 16,550
Total Beginning Fund Balance9,767 11,080 12,290 11,839 14,717 16,550
Revenues
Property Tax Assessments4,140 4,140 4,140 4,140 4,140 4,140
Interest180 145 138 176 144 144
Other Revenues69 - - - - -
Total Revenues4,389 4,285 4,278 4,316 4,284 4,284
TOTAL SOURCE OF FUNDS14,156$ 15,365$ 16,568$ 16,155$ 19,001$ 20,834$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures2,466 2,465 1,241 4,155 1,841 1,841
Total Expenditures2,466 2,465 1,241 4,155 1,841 1,841
Transfers Out
Transfer to General Fund610 610 610 610 610 610
Total Transfers Out 610 610 610 610 610 610
Total Expenditures & Transfers Out3,076 3,075 1,851 4,765 2,451 2,451
Ending Fund Balance
Designated- - - - - -
Undesignated11,080 12,290 14,717 11,390 16,550 18,383
Total Ending Fund Balance11,080 12,290 14,717 11,390 16,550 18,383
TOTAL USE OF FUNDS13,546$ 14,755$ 15,958$ 15,545$ 18,391$ 20,224$
STATEMENT OF SOURCE AND USE OF FUNDS
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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 2013/14, 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 $1,000 contingency repair fund has been added to augment the fund balance and
specifically address emergency repair or restoration maintenance issues outside of normal contracted
maintenance, and would only be spent in the case where such issues arose.
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PARKS & PUBLIC WORKS DEPARTMENT
Santa Rosa Heights Assessment District
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated57,981 `54,953 53,068 53,561 54,284 55,397
Total Beginning Fund Balance57,981 54,953 53,068 53,561 54,284 55,397
Revenues
Property Tax Assessments4,500 4,500 4,500 4,500 4,500 4,500
Interest1,110 704 553 788 554 554
Other Revenues- - - - - -
Total Revenues5,610 5,204 5,053 5,288 5,054 5,054
TOTAL SOURCE OF FUNDS63,591$ 60,157$ 58,121$ 58,849$ 59,338$ 60,451$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures7,978 6,429 3,177 4,135 3,281 3,477
Total Expenditures7,978 6,429 3,177 4,135 3,281 3,477
Transfers Out
Transfer to General Fund660 660 660 660 660 660
Total Transfers Out660 660 660 660 660 660
Total Expenditures & Transfers Out8,638 7,089 3,837 4,795 3,941 4,137
Ending Fund Balance
Designated- - - - - -
Undesignated54,953 53,068 54,284 54,054 55,397 56,314
Total Ending Fund Balance54,953 53,068 54,284 54,054 55,397 56,314
TOTAL USE OF FUNDS62,931$ 59,497$ 57,461$ 58,189$ 58,678$ 59,791$
STATEMENT OF SOURCE AND USE OF FUNDS
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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 2013/14, 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 $1,000 contingency repair fund has been added to augment the fund balance and
specifically address emergency repair or restoration maintenance issues outside of normal contracted
maintenance, and would only be spent in the case where such issues arose.
5/10/2013 PROPOSED
D -230
PARKS & PUBLIC WORKS DEPARTMENT
Vasona Heights Assessment District
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignated10,745 13,387 18,324 21,645 24,201 28,815
Total Beginning Fund Balance10,745 13,387 18,324 21,645 24,201 28,815
Revenues
Property Tax Assessments9,735 9,735 9,735 9,735 9,735 9,735
Interest200 180 219 256 240 240
Other Revenues69 30 101 - - -
Total Revenues10,004 9,945 10,055 9,991 9,975 9,975
TOTAL SOURCE OF FUNDS20,749$ 23,332$ 28,379$ 31,636$ 34,176$ 38,790$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures5,932 3,578 2,748 5,240 3,931 4,012
Total Expenditures5,932 3,578 2,748 5,240 3,931 4,012
Transfers Out
Transfer to General Fund1,430 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 Out7,362 5,008 4,178 6,670 5,361 5,442
Ending Fund Balance
Designated- - - - - -
Undesignated13,387 18,324 24,201 24,966 28,815 33,348
Total Ending Fund Balance13,387 18,324 24,201 24,966 28,815 33,348
TOTAL USE OF FUNDS19,319$ 21,902$ 26,949$ 30,206$ 32,746$ 37,360$
STATEMENT OF SOURCE AND USE OF FUNDS
5/10/2013 PROPOSED
D -231
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 2013/14, 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 $1,000 contingency repair fund has been added to augment the fund balance and
specifically address emergency repair or restoration maintenance issues outside of normal contracted
maintenance, and would only be spent in the case where such issues arose.
5/10/2013 PROPOSED
D -232
PARKS & PUBLIC WORKS DEPARTMENT
Hillbrook Drive Assessment District
2009/102010/112011/122012/132012/132013/14
ActualsActualsActualsAdoptedEstimatedAdopted
SOURCES OF FUNDS
Beginning Fund Balance
Designated-$ -$ -$ -$ -$ -$
Undesignatged4,543 1,970 2,265 2,755 2,679 5,063
Total Beginning Fund Balance4,543 1,970 2,265 2,755 2,679 5,063
Revenues
Property Tax Assessments1,700 5,950 5,950 5,950 5,950 5,950
Interest60 21 39 20 36 36
Other Revenues3 3 - - - -
Total Revenues1,763 5,974 5,989 5,970 5,986 5,986
TOTAL SOURCE OF FUNDS6,306$ 7,944$ 8,254$ 8,725$ 8,665$ 11,049$
USES OF FUNDS
Expenditures
Salaries and Benefits-$ -$ -$ -$ -$ -$
Operating Expenditures4,086 5,429 3,244 6,340 3,352 3,544
Total Expenditures4,086 5,429 3,244 6,340 3,352 3,544
Transfers Out
Transfer to General Fund250 250 250 250 250 250
Total Transfers Out250 250 250 250 250 250
Total Expenditures & Transfers Out4,336 5,679 3,494 6,590 3,602 3,794
Ending Fund Balance
Designated- - - - - -
Undesignated1,970 2,265 4,760 2,135 5,063 7,255
Total Ending Fund Balance1,970 2,265 4,760 2,135 5,063 7,255
TOTAL USE OF FUNDS6,056$ 7,694$ 8,004$ 8,475$ 8,415$ 10,799$
STATEMENT OF SOURCE AND USE OF FUNDS