2- Town Offices SectionPROPOSED D – 3 Town Offices PROGRAM PURPOSE The Town Offices P rogram comprises the T own Council Administration P rogram and the T own Attorney Administration P rogram , which includes the Self -Insurance Liability P rogram . The purpose of each program is outlined in the sections that follow this page. BUDGET OVERVIEW The FY 20 1 4 /1 5 Town Offices budget is stable with slight increases attributed to salary increase s for staff per contract negotiations with labor groups . There are no anticipated changes to general administrative, legal , or r isk management services levels.
PROPOSED D – 4 T OWN OFFICES 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Service Charge -$ -$ -$ -$ 158 $ -$ Interest - - - - - - Fines & Forfeutires 2,250 12,943 4,385 3,500 1,500 3,500 Other Revenues 945 - - 1,500 1,500 83,500 TOTAL REVENUES 3,195 $ 12,943 $ 4,385 $ 5,000 $ 3,158 $ 87,000 $ EXPENDITURES Salaries and Benefits 305,921 $ 347,251 $ 346,581 $ 351,173 $ 363,270 $ 384,524 $ Operating Expenditures 27,856 29,207 20,021 52,800 40,400 58,100 Fixed Assets - - - - - - Internal Service Charges 27,386 27,782 26,228 27,458 24,360 22,044 TOTAL EXPENDITURES 361,163 $ 404,240 $ 392,830 $ 431,431 $ 428,030 $ 464,668 $ 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted PROGRAM Town Council 163,447 $ 188,334 $ 185,084 $ 201,104 $ 184,005 $ 211,560 $ Town Clerk - Elected - - - - - - Town Treasurer*- 112 - - - - Town Clerk - - - - - - Town Attorney 197,716 215,794 207,746 230,327 244,025 253,108 TOTAL EXPENDITURES 361,163 $ 404,240 $ 392,830 $ 431,431 $ 428,030 $ 464,668 $ * Town Treasurer now incorporated into Administrative Services DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D – 5 T OWN OFFICES Full Time Equivalents (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Town Attorney 0.60 0.60 0.60 0.60 0.60 Deputy Town Attorney - 0.25 0.25 0.25 0.25 Legal Admin Assistant 0.25 - - - - Deputy Clerk 0.05 - - - - Executive Asst to the Town Mgr 0.50 0.50 0.50 0.50 0.50 Office Assistant - - 0.35 0.35 0.35 Office Clerk 0.35 0.35 - - - Total General Fund FTEs 1.75 1.70 1.70 1.70 1.70 NON-General Fund FTEs Liability Self-Insurance Town Attorney 0.35 0.35 0.35 0.35 0.35 Deputy Town Attorney 0.25 0.25 0.25 0.25 Legal Admin Assistant 0.25 - - - - Total Liability FTEs 0.60 0.60 0.60 0.60 0.60 Workers Compensation Town Attorney 0.05 0.05 0.05 0.05 0.05 Total Workers Comp FTEs 0.05 0.05 0.05 0.05 0.05 Total Town Offices FTEs 2.40 2.35 2.35 2.35 2.35 Elected Officials Councilmembers 5.00 5.00 5.00 5.00 5.00 TOTAL ELECTED OFFICIALS 5.00 5.00 5.00 5.00 5.00 Temporary Staff Intern 175 175 175 175 175 TOTAL ANNUAL HOURS 175 175 175 175 175 DEPARTMENT STAFFING
PROPOSED D – 6
PROPOSED D – 7 Town Council TOWN COUNCIL ADMINISTRATION PROGRAM 1101 PROGRAM PURPOSE The Town Council is the elected legis lative body that represents and directs the Town of Los Gatos. The Town Council comprises five Council members, with the Mayor and Vice Mayor appointed annually by the Council each November. The Town operates under a Council/Manager (corporate) form of government that combines the policy leadership of elected officials with the managerial res ponsibility of an appointed Town Manager reporting to the Council . With the assistance of Town staff, the Mayor and Town Council identify and adopt appropriate policy, program , and budget priorities for the Town. As an elect ed Legislature, the Council’s priorities reflect, through its regulatory and budgetary enactments, the aspirations of the residents of Los Gatos. These priorities are implicit in the programs adopted and set forth in the annual operating budget for the Town of Los Gatos. BUDGET OVERVIEW The FY 201 4 /1 5 budge t for the Town Council reflects an adjustment in salaries and benefits attributed to salary increases as a result of labor group negotiations . It is anticipated that resources allocated as part of the FY 201 4 /1 5 Council budge t will continue to include support for g eneral a dministrative services , including agenda packet preparation and distribution , customer and elected official support , official meetings and events, and Council policy/program analysis.
PROPOSED D – 8 T OWN COUNCIL KEY PROGRAM SERVICES • Represents the residents of Los Gatos • Formulates and enacts public policy in response to current and anticipated needs within political, administrative, and fiscal constraints • Provides community leadership as the legislative and policy -making body of the municipal government • Oversees Town boards and commissions • Represents the Town of Los Gatos through coordination and collaboration with other government agencies 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Service Charge -$ -$ -$ -$ -$ -$ Interest - - - - - - Fines & Forfeitures - - - - - - Other Revenues - - - - - - TOTAL REVENUES -$ -$ -$ -$ -$ -$ EXPENDITURES Salaries and Benefits 146,625 $ 173,708 $ 172,557 $ 172,921 $ 168,462 $ 183,466 $ Operating Expenditures 12,987 10,446 8,371 23,700 11,300 23,700 Fixed Assets - - - - - - Internal Service Charges 3,835 4,180 4,156 4,483 4,243 4,394 TOTAL EXPENDITURES 163,447 $ 188,334 $ 185,084 $ 201,104 $ 184,005 $ 211,560 $ SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D – 9 Full Time Equivalents (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Executive Asst. to the Town Mgr.0.50 0.50 0.50 0.50 0.50 Office Assistant 0.35 0.35 0.35 Office Clerk 0.35 0.35 - - - TOTAL PROGRAM FTEs 0.85 0.85 0.85 0.85 0.85 2010/11 2011/12 2012/13 2013/14 2014/15 Funded Funded Funded Funded Funded Elected Officials Councilmembers 5.00 5.00 5.00 5.00 5.00 TOTAL ELECTED OFFICIALS 5.00 5.00 5.00 5.00 5.00 Temporary Staff Hours Intern 175 175 175 175 175 TOTAL ANNUAL HOURS 175 175 175 175 175 TOWN COUNCIL STAFFING
PROPOSED D – 10
PROPOSED D – 11 T own Attorney TOWN ATTORNEY ADMINISTRATION PROGRAM 1301 PROGRAM PURPOSE The Town Attorney is the legal advisor to the Town Council, Successor Agency to the former Redevelopment Agency , and Town staff. In this capacity, the Office of the Town Attorney provides a wide range of legal services to ensure that Town actions and activities are legally sound. The core services of the T own Attorney’s Office include, but are not limited to: providing time ly legal advice to the T own Council, Town advisory bodies , and staff; drafting contracts, opinions, resolutions , and ordinances; reviewing, processing, and settling claims against the Town; and prosecuting and defending civil lawsuits against the Town. BUDGET OVERVIEW The FY 201 4 /1 5 budget for the Town Attorney’s Office includes minor changes in operating expenses relating to employee travel and training, membership fees and meetings and events . In addition, there is a slight increase in salary and be nefits attributed to salary increases provided as a result of labor negotiations. Funding for outside legal services remains limited due to available resources.
PROPOSED D – 12 TOWN ATTORNEY ACCOMPLISHMENTS Core Values Accomplishments Community Character Preserve and enhance the appearance character and environment quality of the community • Advised on a significant number of ordinances, policies, and development projects in furtherance of implementation of the 2020 General Plan. • Negotiated a settl ement agreement to support the Town’s interests related to the Albright Office Park project. Good Governance Ensure responsive, accountable , and collaborat ive government • Prepared for an d supported 28 Council Meetings and 22 Planning Commission meetings. Fiscal Stability Maintain ongoing fiscal stability to provide cost effective core services that meet the needs of the community • Advised on the legal and financial matters associated with the dissolution of the former Town of Los Gatos Redevelopment Agency.
PROPOSED D – 13 TOWN ATTORNEY FY 201 3 /1 4 KEY PROJECTS 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Service Charge -$ -$ -$ -$ 158 $ -$ Interest - - - - - - Fines & Forfeitures 2,250 12,943 4,385 3,500 1,500 3,500 Other Revenues 945 - - 1,500 1,500 83,500 TOTAL REVENUES 3,195 $ 12,943 $ 4,385 $ 5,000 $ 3,158 $ 87,000 $ EXPENDITURES Salaries and Benefits 159,296 $ 173,543 $ 174,024 $ 178,252 $ 194,808 $ 201,058 $ Operating Expenditures 14,869 18,649 11,650 29,100 29,100 34,400 Fixed Assets - - - - - - Internal Service Charges 23,551 23,602 22,072 22,975 20,117 17,650 TOTAL EXPENDITURES 197,716 $ 215,794 $ 207,746 $ 230,327 $ 244,025 $ 253,108 $ SUMMARY OF REVENUES AND EXPENDITURES Core Values KEY PROJECTS Community Character Preserve and enhance the appearance, character, and environmental quality of the community Policy Development Assist and advise on the review of and revision to the Town’s Entertainment and Alcohol Policy, Planned Development Ordinance, environmental review of the Nort h 40 site, implementation of the General Plan, and environmental issues related to development projects. Good Governance Ensure responsive, accountable , and collaborative government Process Improvements The Town Attorney’s Office is a service department that must be available to respond to the varying needs of the Town Council and Town staff. However, without compromising this key focus, the Town Attorney will continue to assist in streamlining administr ative functions, including contract management, Council action, and code enforcement; and reducing the cost of legal services and overall Town liability. Fiscal Stability Maintain ongoing fiscal stability to provide cost effective core services that meet the needs of the community Improved Efficiencies Continue to seek improved efficiencies in providing legal services as necessary to meet budget constraints.
PROPOSED D – 14 TOWN ATTORNEY K EY PROGRAM SERVICES • Represents the Town regarding litigation matters, including criminal prosecutions of code violations • Serves as the legal advisor for the Town Council, Town staff, and Successor Agency to the R edevelopment Agency • Processes and evaluates all personal injury, property damage , and other monetary clai ms against the Town and manages all litigation involving the Town • Drafts and/or reviews all proposed ordinances and resolutions • Supervises personal injury and property damage claims and related claims litigation • Reviews and/or drafts Town staff reports and contracts • Assists in the administration of the Town’s liability insurance and risk management program • Negotiates key transactions such as property acquisitions • Provides le gal advice and support to Town b oards and c ommissions Full Time Equivalents (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Town Attorney 0.60 0.60 0.60 0.60 0.60 Deputy Town Attorney - 0.25 0.25 0.25 0.25 Legal Admin Assistant 0.25 - - - - Deputy Clerk 0.05 - - - - TOTAL PROGRAM FTEs 0.90 0.85 0.85 0.85 0.85 TOWN ATTORNEY STAFFING
PROPOSED D – 15 TOWN ATTORNEY Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.a.Claims for denial or approval processed within 45 days of filing:98%98%98%98%98%2.a.Staff reports and contracts reviewed within 24 hours of receipt:95%95%95%95%97%b.Staff questions and referrals responded to within 3 working days:95%95%95%93%97%Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.15 15 8 15 15 2.20 20 30 26 30 3.5 10 10 10 10 4.20 34 87 90 90 5.15 50 45 45 45 6.150 195 191 200 200 7.80 12 6 8 10 8.15 17 24 27 15 9. *n/a n/a 6 10 10 * 9 is a new measure from FY 2012/13.Number of Administrative cases (weapons, pitchess motions, code enfocement):Number of claims:Number of cases closed:Number of property loss reports processed:Number of subpoenas handled:Number of incident reports processed:To reduce the legal and financial consequences of claims and lawsuits against the Town.To protect the Town from legal exposure through the timely review of contracts, staff reports, and Town policies and practices.Number of Public Records Act requests processed:Number of resolutions and ordinances developed:Number of opinion requests and contracts reviewed:
PROPOSED D – 16
PROPOSED D – 17 Town Attorney LIABILITY SELF -INSURANCE FUND PROGRAM 1302 FUND PURPOSE The Town is a member of the Association of Bay Area Government s (ABAG) insurance pool, a self -insurance program established in 1986 to provide general liability, property insurance , and risk management services to 30 cities within the Bay Area. This coverage minimizes the Town’s exposure to losses as a res ult of Town policy or actions. The annual premium p aid by the Town allows for $10 million total coverage with a $50,000 deductible per occurrence. Self –i nsurance rates have been established to accurately allocate the cost of this internal service fund to all programs based on staffing levels, thus more ac curately distributing and reflecting actual costs of services. BUDGET OVERVIEW The S elf -I nsurance P rogram is funded through departmental charges based on established assessment rates per labor dollar expended. Service rates are established to maintain fund balance capacity at a minimum of three times the annual operating expense. This rule of thumb provides a funding source for potential claims against the Town. Excess funding is reduced through lower service rates and transfers back to the G eneral Fund . The Town continues to receive grant funding and to make strides in the area of Risk Management. FY 201 4 /1 5 operating expenditures for the Self -Insurance Liability P r ogram are anticipated to increase due to adjustments in insurance premiums and claim history. The p rogram ’s fund balance continues to be healthy and can support any additional unanticipated premium or claim expenses . Staff is currently exploring alternative insurance and liability fund structures and providers to reduce costs while maintaining appropriate risk coverage.
PROPOSED D – 18 TOWN ATTORNEY Liability Self -Insurance Program 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignated 2,078,635 2,066,068 1,595,140 1,876,615 1,352,034 1,088,727 Total Beginning Fund Balance 2,078,635 2,066,068 1,595,140 1,876,615 1,352,034 1,088,727 Revenues Service Charge 500,056 513,165 486,986 503,815 479,986 526,424 Interest - - - - - - Other Revenues - - - - - - Total Revenues 500,056 513,165 486,986 503,815 479,986 526,424 TOTAL SOURCE OF FUNDS 2,578,691 $ 2,579,233 $ 2,082,126 $ 2,380,430 $ 1,832,020 $ 1,615,151 $ USES OF FUNDS Expenditures Salaries and Benefits 111,295 $ 122,613 $ 122,152 $ 127,526 $ 140,736 $ 145,931 $ Operating Expenditures 401,328 861,480 607,940 572,400 602,102 638,661 Fixed Assets - - - - - - Internal Service Charges - - - - 455 - Total Expenditures 512,623 984,093 730,092 699,926 743,293 784,592 Ending Fund Balance Designated - - - - - - Undesignated 2,066,068 1,595,140 1,352,034 1,680,504 1,088,727 830,559 Total Ending Fund Balance 2,066,068 1,595,140 1,352,034 1,680,504 1,088,727 830,559 TOTAL USE OF FUNDS 2,578,691 $ 2,579,233 $ 2,082,126 $ 2,380,430 $ 1,832,020 $ 1,615,151 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D – 19 TOWN ATTORNEY Liability Self -Insurance Program FY 2013/14 KEY PROJECTS K EY PROGRAM SERVICES • Act s as liaison with the Town’s Liability Insurance administration • Inform s Town Council and Town m anagement of potential claims and results Full Time Equivalent (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Town Attorney 0.35 0.35 0.35 0.35 0.35 Deputy Town Attorney 0.25 0.25 0.25 0.25 Legal Admin Assistant 0.25 - - - - Account Technician 0.10 0.10 0.10 - - Administrative Technician - - - 0.10 0.10 Total Liability FTEs 0.70 0.70 0.70 0.70 0.70 LIABILITY SELF-INSURANCE PROGRAM STAFFING Core Values Key Projects Good Governance Ensure respons ive, accountable , and collaborative government Premium Management Emphasize the improvement of safety concerns by actively pursuing ABAG training programs. In an effort to minimize insurance claims, the insurance pool offers safety training in areas which produce a high liability risk .
PROPOSED D – 20