2OWN OF
eos �A`os COUNCIL AGENDA REPORT
DATE: MAY 29, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 6/03113
ITEM NO: a
SUBJECT: ADOPT A RESOLUTION APPROVING THE TOWN OF LOS GATOS
FISCAL YEAR 2013/14 OPERATING BUDGET AND FY 2013/14 — FY
2017/18 CAPITAL IMPROVEMENT PROGRAM (CIP), NEW
APPROPRIATIONS, AND OTHER APPROVED ADJUSTMENTS AND
MINOR CORRECTIONS
RECOMMENDATION:
Adopt resolution approving the FY 2013/14 Operating and Capital Summary Budget and the FY
2013/14 — FY 2017/18 Capital Improvement Program (CIP) for the Town of Los Gatos, directing
staff to incorporate within the final adopted budget any changes related to Council approved
meet and confer process or management compensation plan amendments, classification
adjustments or minor corrections, carry- forward appropriations, changes due to more refined
estimates and grant approvals, or additional Town Council direction received by staff upon
adoption of the budget.
BACKGROUND:
On May 28, 2013, a public hearing was held to discuss the Proposed FY 2013/14 Town
Operating and Capital Summary Budget and Proposed FY 2013/14 — FY 2017/18 Capital
Improvement Program (CIP). The Town Council considered both documents and directed staff
to bring back the documents for final approval. Any additional changes or corrections directed
by Council upon adoption of the budget can be incorporated into the final authorized budget
provided for in the attached resolution (Attachment 1).
PREPARED BY: Stephen Conway
Finance and Administrative Services Director
Reviewed by: Assistant Town Manager Town Attorney Vinance
NAFINANCE \council \council staff reports\Budget\FY 2013 -14 \TC Report.Operating and Capital Budgets 6- 3- 13.docx
PAGE 2
MAYOR AND MEMBERS OF THE TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION APPROVING THE FY 2013/14 OPERATING AND
CAPITAL BUDGETS
May 29, 2013
DISCUSSION:
The attached resolution incorporates the following actions directed by the Council at the May 28,
2013 budget hearing.
Community Services Officer Intern Pilot Program for the Library. At the May 28, 2013 FY
2013/14 budget hearing, Council authorized a collaborative pilot program between the Library
and Police Department to fund a Community Services Officer (CSO) Intern for 19 hours per
week. The CSO Intem will provide a positive, authoritative presence at the Library to address
problematic behavior and build relationships with patrons, in particular the teens. The program
will be a one -year pilot program, budgeted for $30,000 from funds previously allocated in the
FY 12/13 budget but no longer needed. Staff will provide a review for Council during the mid-
year budget process to report on the effectiveness of the program and, if successful, a
recommendation regarding continuance along with potential funding sources will be included in
the FY 14/15 budget.
Conditional Use Permit (CUP) Tracking. Recognizing the importance of on -line permit tracking,
Council authorized up to $30,000 in funding for staff to develop a system to allow for easier
public access to permits via the Town's website. Funding will be obtained from the previously
allocated reserves budgeted for FY 12/13, but no longer needed.
Online Development Activity System. As part of a previous Council discussion, Council
concurred with staffs recommendation to include funding to implement an online development
activity system in the proposed budget. During the May 28, 2013 budget hearing, Council
approved the allocation of $25,000, from previously allocated reserves that are no longer needed,
to support additional resourced that are needed to establish this online system.
Arts Funding Request. During the May 28, 2013 budget hearing and as part of the FY 2013/14
budget, Council approved the allocation of $12,430 to the Arts and Culture Commission (ACC).
This funding will be available to the ACC for arts and cultural purposes, specifically $8,000 to
fund projects identified in the Arts Plan which includes $5,000 for the Cat Walk art installation,
and the remaining $4,430 will be available for the ACC to fund either community art projects or
public arts projects as identified during the year and subject to ACC recommendation and
Council approval.
Human Services Grants. During the May 28, 2013 budget hearing Council approved allocation
of funds to both Live Oak Adult Day Services and West Valley Community Services as
recommended by the CSSC. Live Oak Adult Day Services will be allocated $13,094 for senior
services and West Valley Community Services will be awarded $3,146 for food pantry assistance
for Town residents.
PAGE 3
MAYOR AND MEMBERS OF THE TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION APPROVING THE FY 2013/14 OPERATING AND
CAPITAL BUDGETS
May 29, 2013
2013 -2015 Strategic Goals. During the May 28, 2013 Council meeting the Council adopted the
proposed 2013 -2015 Strategic Goal matrix. The 2013 -2015 Strategic Goal Matrix is included as
Attachment 2.
Donation Opportunities — FY 2013/14 List of Town Needs. By its action at the May 28 budget
hearing, the Council approved the FY 2013/14 List of Town Needs. Pursuant to the Desk Item,
the list has been amended to add "subject to the Public Art Selection Policy and Procedures" to
"Funding for or Donations of Public Art" on the list. A revised List of Town Needs is included
as Attachment 3.
Amendment to the Town Manager's Office Key Projects. Council also directed staff to remove
the reference to conducting a resident satisfaction survey from the list of key projects in the
Town Manager's Office. This reference will be removed in the adopted budget. As the
proposed budget did not include a specific line item for this project (funding would have come
from the Special Studies line item in the Non - Departmental budget), no adjustments will need to
be made to the budget to accommodate this change.
FISCAL IMPACT:
The fiscal impact of the Town Operating and Capital Budgets is provided in the Financial
Summaries section of the budget document including estimates of Fund Reserves at June 30,
2014. Staff will bring forward applicable budget adjustments as part of the Town's mid -year
budget review, including mid -year results of the pilot Community Resource Officer Intern
position and a recommendation, if appropriate to continue the program with funding source
possibilities.
Attachments:
Attachment 1: Resolution of the Town Council Approving FY 2013/14 Operating Budget and
FY 2013/14 — FY 2017/18 Capital Improvement Program (CIP)
Attachment 2: 2013 -2015 Strategic Goals Matrix
Attachment 3: Town of Los Gatos Donation Opportunities FY 2013/14 List of Town Needs
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RESOLUTION 2013 -XXX
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
APPROVING THE FY 2013/14 OPERATING BUDGET AND FY 2013/14 — FY 2017/18 CAPITAL
BUDGET AND OTHER APPROVED APPROPRIATIONS RELATED TO COMMUNITY
RESOURCE OFFICER INTERN PILOT PROGRAM, ONLINE DEVELOPMENT ACTIVITY
AND PERMIT TRACKING, ARTS FUNDING, AND MINOR CORRECTIONS
WHEREAS, Section 2.30.295(b) of the Los Gatos Town Code requires the Town Manager
to annually prepare and submit a budget to the Town Council and be responsible for its administration;
and
WHEREAS, the Town Manager submitted a proposed budget for the FY 2013/14 to the
Town Council; and
WHEREAS, the Town Manager submitted a proposed five -year capital improvement plan
for FY 2013/14 — FY 2017118; and
WHEREAS, the Town Council has considered and reviewed said proposed budget and
capital improvement plan during public hearings.
RESOLVED, that the Town Council hereby adopts as the budget for the Town of Los
Gatos for the 2013/14 fiscal year the schedule entitled "Total Town Revenues By Fund and Total Town
Expenditures By Fund (Exhibit A) including the first year (FY 2013/14) of the Town's Capital
Improvement Program budget as contained in the Town's FY's 2013/14 — 2017/18 Capital Improvement
Plan.
BE IT FURTHER RESOLVED, that the final adopted budget includes approved
appropriations for unspent prior year allocations, and that there be carried forward from prior years
Reserve for Encumbrances within each fund an amount sufficient to cover approved outstanding
encumbrances as of June 30, 2013;
RESOLVED, Town Council authorizes the Town Manager to implement a one year pilot
Community Resource Officer Intern Program fund the implementation of online development and permit
tracking systems and allocate funds to the Arts Council Commission for community arts projects; and
ATTACHMENT 1
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 3rd h day of June, 2013 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTACHMENT 1
N:\SHARE \Budget \Resolutions \FY 2011 - 12\2011 -XXX TC Approving FY 11 -12 Operating Budget, CIP.doc
TOTAL TOWN REVENUES BY FUND AND TOTAL TOWN EXPENDITURES BY FUND
2013 /14 Estimated 2013/14
Proposed Budget Recommended
Budget Revision Budget
TOWN REVENUES & OTHER FUNDING SOURCES
General Fund
$ 33,726,739
$ 33,726,739
Special Revenue Funds
439,743
439,743
Internal Service Funds
4,524,098
4,524,098
Trust & Agency Funds
46,004
46,004
Capital Project Funds (does not include carryfomards)
5,654,025
5,654,025
Successor Agnecy Funds
4,195,209
4195 209
TOTAL TOWN REVE44M & OTHER FUNDING SOURCES
$ 48,585,818 $
- $ 48,585818
TOTALTOP
General Fund
i5 ii�7i►
Special Revenue Funds
Internal Service Funds
Trust & Agency Funds
Capital Project Funds (does not include carryforwards)
6,394,937 $ 101,240 $ 36,496,177
443,711 443,711
5,286,382 5,286,382
320,533 320,533
4,938,868 4,938,868
Successor Agnecy Funds 4195 066 4195 066
TOTALTOWNEXPINDrruRE &omm FUNDING ISEs $ 51,579,497 $ 101,240 $ 51,680.737
TOTALSOURCE(USE)OFFUNDBALANCES $ (2,993,679) $ (101,240) $ (3094919)
EXHIBIT A
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TOWN OF LOS GATOS DONATION OPPORTUNITIES
FY 2013114 LIST OF TOWN NEEDS
To ensure that all donations and contributions are sought and accepted in an
ethical manner, the Council established a Donation and Solicitation Policy. A list
of Town needs was developed to identify goods, services, and other
contributions to enhance Town services, programs, and events. The
recommended needs for FY 2013/14 are:
PUBLIC SAFETY
• Volunteer Program Materials and Equipment
• Specialized Public Safety Equipment and Supplies, including Support for
Canine Program
• Training Support for Public Safety Staff and Volunteers
• Equipment for New Police Operations Headquarters
• Community Outreach Program Supplies
LIBRARY SERVICES
• Children, Youth, and Adult Program Collections, Supplies and Services
- Teen Room Librarian to Support Year -Round or Summer
Programming
- Community Services Officer Intern to Provide Security Assistance
• Library Book and Audio/Visual Collections
• Funding to Support Technological Enhancements, including Digital
Services
• Equipment and Services to Support Historical Preservation Efforts
• Resource Support for Collection Development and Reference, Local
History, and Library Policy
SENIOR SERVICES
• Senior Program Supplies, Materials, and Services
• Cell Phone and other Telecommunications Equipment
COMMUNITY EVENTS /ART AND CULTURE
• Supplies, Materials, and Services for Special Community and Volunteer
Events and Activities
• Funding for or Donations of Public Art subject to Public Art Selection
Policy and Procedures
TOWN PARKS AND FACILITIES
• Beautification Materials and Services for Town Parks, Open Space, and
Infrastructure; Land for Parks and Open Space
• Contributions Supporting Recreation or Expansion of Athletic Fields
• Contributions for Public Improvements for Civic Center Deck and Facilities
Housing Museums of Los Gatos and Friends of Los Gatos Library
SUSTAINABILITY
■ Contributions that Help Minimize Impacts on Local, Regional, and Global
Ecosystems Through Conservation, Reduced Pollution, Increased
Efficiency, and Protection of Wildlife, Vegetation, and Other Ecosystems.
ATTACHMENT 4
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