6 - PPW SectionPROPOSED D -159 P arks & Public Works Department DEPARTMENT PURPOSE The Parks and Public Works Department (PPW) is responsible for maintaining the Town’s public parks, facilities, roadways, right -of -way , and other 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 d epartment’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 Maintenan ce, Vehicle Maintenance , and Non -Point Source P rogram s. In addition to providing ongoing maintenance activities, the Parks and Public Works Department staff provide s information and outreach to Town residents, businesse s, and the public concerning the d epartment’s programs and activities that are available to them and projects that may affect them. BUDGET OVERVIEW In FY 2014/15, t he Parks & Public Works Department will make two personnel modifications in order to address operational needs. First, a .5 0 FTE Environmental Services Coordinator position will be increased to a 1.0 FTE position to focus on the implementation of various environmental issues , such as sustainability, air quality permit compliance , Growing Greener, the Green Business program , and other environmental responsibilities currently handle d by the Town Manager’s Office and other staff . This increased focus on environmental services and programs will be funded by increased solid waste revenues. Secondly, temporary staff hours have been increased to address operational needs in specific pr ogram areas such as Streets & Signals, Vehicle Maintenance , and Administration. These program areas ha d limited , or no, temporary staff hours in prior fiscal years and this increase will move the department incrementally closer to meeting service level st andards. To address ongoing concerns of downtown maintenance and sidewalk cleaning, a one -time increase of approximately $80,000 has been made to the Streets & Signals Program budget all of which is dedicated to the downtown area for street cleaning, maintaining trash bins and tree light maintenance . This concentration of expenditures in the downtown area is made possible due to a n allocation from a settlement agreement regarding the Albright Office Redevelopment project.
PROPOSED D -160 PARKS & PUBLIC WORKS DEPARTMENT Staff from the Parks and Public Works Department will continue to monitor regulations established by the Municipal Regional Stormwater Permit (MRP). This permit was adop ted by the California Regional Water Quality Control Board in October 2009 for all jurisdictions in the San Francisco Bay Area . The MRP, which is on a five -year permit cycle, continues to impact staff by requiring increased storm water track ing and monitor ing projects. As examples, m aintenance staff will continue to clean and monitor the trash capture devices that were installed in FY 2012/13 . Engineering Development Services program staff, in coordination with the Community Development Departm ent , will continue to review the new development related regulations to assess the long -term budget impacts associated with implementation of this permit. And administratively, t his past fiscal year, staff developed and submitted a Long Term Trash Plan as par t of the MRP requirements. The current permit cycle ends on November 30, 2014. Town staff is working with the West Valley Clean Water Program staff and Santa Clara Valley Urban Runoff Pollution Prevention Program (SC VURPPP ), to assess potential impa cts of the next cycle of the permit. Although a final draft of the new permit has not been released, it is anticipated to include continuously increasing regulations regardin g trash, development regulation and pollutants of concern . The full operational and financial impacts of the new permit will become clearer as specific requirements are provided. This fiscal year the department will continue to monitor and minimize personnel overtime costs . This previously approved decrease i n overtime involves reducing hours for the department’s “Stand -by Program,” which makes staff available on call 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 approp riate 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: turf renovation at Plaza Park, Blossom Hill Park restroom improvements, sidewalk improvements, park rehabilitations at Bachman Park, Highway 9/University Av enue intersection improvements, and Winchester Boulevard/Lark intersection improvements. Department staff will continue progress on Phase I of the Almond Grove Neighborh ood Street Improvements project, as well as develop a “Complete Streets” project. Additionally, staff will improve signage near schools to address bicycle and pedestrian safety issues , as well as evaluate and assess the need for additional electrical vehicle charging stations and develop a plan to construct new statio ns to meet the growing demand in accordance with the Town Council’s strategic goals.
PROPOSED D -161 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 Town parking lighting project, which updated old aging lighting infrastructure throughout various Town parks. • Completed intersection impro vements at Winchester Boulevard & Knowles Avenue . • Completed a Town wide tree pruning project at various parks which included Live Oak Ma nor, Blossom Hill, La Rinconada , and Bachman . • Completed deck repairs and waterproofing at the Civic Center administration building . • Completed restroom partition replacement at several various Town parks, including Balzer Field, Blossom Hill, Belgatos a nd Oak Meadow . • Completed the Town -wide vehicle survey, which ensures vehicle speeds are updated and in compliance with State codes. • Developed the Long Term Trash Reduction Plan for the NPDES Stormwater permit, which keeps the Town’s public infrastructure in compliance with stormwater related regulations. Civic Enrichment Foster opportunities for citizen involvement, and cultural, re creational , and individual enrichment • Supported Town sponsored special events including 4 th of July, Screen on the Green, Holiday Tree Lighting , Children’s Holiday Parade, Parks and Public Works Open House, and National Arbor Day event.. • Processed approximately 500 park reservati ons over the last fiscal year . • Completed the parks playground fibar project, which enh ances safety for children in Town park playgrounds. • Implemented the new parks reservation system, enabling the public to reserve parks and facilities more efficiently online.
PROPOSED D -162 PARKS & PUBLIC WORKS DEPARTMENT 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. S taffing assignments to the Capital Program and Redevelopment Agency are reflected outside of the department’s budget . 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Other Taxes 6,783 $ 9,713 $ 11,966 $ 4,040 $ 10,336 $ 7,000 $ Licenses and Permits 308,533 438,402 583,502 498,693 556,587 689,530 Intergovernmental 32,827 38,509 65,374 30,000 31,701 30,000 Service Charges 366,427 556,011 726,125 528,360 532,815 558,460 Fines & Forfeitures - - 50 - 50 - Other Revenues 170,082 303,273 345,174 309,535 224,388 175,370 TOTAL REVENUES 884,652 $ 1,345,908 $ 1,732,191 $ 1,370,628 $ 1,355,877 $ 1,460,360 $ Transfers In Transfer from MIS - - - 5,000 5,000 - Total Transfers In - - - 5,000 5,000 - Total Revenues & Transfers In 884,652 1,345,908 1,732,191 1,375,628 1,360,877 1,460,360 EXPENDITURES Salaries and Benefits 3,340,645 $ 3,404,388 $ 3,423,561 $ 3,668,868 $ 3,320,319 $ 3,881,586 $ Operating Expenditures 1,087,410 1,046,828 1,117,097 1,169,319 1,125,289 1,248,688 Fixed Assets 93,382 175,624 232,755 230,000 141,020 165,000 Internal Service Charges 761,708 813,325 792,118 831,241 812,629 740,145 TOTAL EXPENDITURES 5,283,145 $ 5,440,165 $ 5,565,531 $ 5,899,428 $ 5,399,257 $ 6,035,419 $ 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted PROGRAM Administration 248,423 $ 235,284 $ 253,326 $ 281,773 $ 253,938 $ 291,281 $ Engineering Prog Srvcs 676,311 806,250 829,061 865,209 759,695 896,230 Engineering Dev Srvcs 637,226 609,870 658,729 629,549 607,894 663,467 Park Services 1,672,635 1,648,261 1,497,243 1,575,917 1,464,272 1,641,527 Environmental Services 177,337 158,733 167,878 297,096 236,867 363,495 Streets Signals & Sidewalks 1,671,062 1,795,141 1,853,340 1,969,884 1,919,352 1,989,419 Property Damage 108,669 11,002 73,199 50,000 16,219 25,000 Pass Through 91,482 175,624 232,755 230,000 141,020 165,000 TOTAL EXPENDITURES 5,283,145 $ 5,440,165 $ 5,565,531 $ 5,899,428 $ 5,399,257 $ 6,035,419 $ DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D -163 PARKS & PUBLIC WORKS DEPARTMENT 2010/11 2011/12 2012/13 2013/14 2014/15 General Fund Funded Funded Funded Funded Funded Parks & Public Works Director 1.00 1.00 1.00 1.00 1.00 Asst PPW Dir/Town Engineer 1.00 1.00 1.00 1.00 - Town Engineer - - - - 1.00 Superintendent 1.50 1.50 1.30 0.80 0.80 Facilities & Environmental Services Mgr - - - 0.50 0.50 PPW Supervisor - - - - - Administrative Analyst 1.00 1.00 1.00 0.75 0.75 Executive Assistant - - 1.00 1.00 1.00 Administrative Specialist 1.00 1.00 - - - Administrative Assistant - - 1.80 1.80 1.80 Administrative Secretary 0.80 0.80 - - - Secretary III 1.00 1.00 - - - Environmental Service Coordinator - 0.50 0.50 0.50 1.00 Associate Civil Engineer 3.00 3.00 3.00 3.00 3.00 Assistant Civil Engineer 1.00 1.00 1.00 1.00 1.00 Engineering Technician 1.00 1.00 1.00 1.00 1.00 Sr Engineering Inspector 1.00 1.00 1.00 1.00 1.00 Engineering Inspector 1.00 - - 0.50 0.50 Building Inspector 0.50 0.50 0.50 - - Parks Service Officer 1.00 1.00 1.00 1.00 1.00 Town Arborist 1.00 1.00 1.00 1.00 1.00 Tree Trimmer/High Climber 1.00 - 1.00 1.00 1.00 Lead Parks & Maint. Worker 2.00 2.00 2.00 2.00 2.00 Sweeper Operator - - - 0.75 0.75 Parks & Maintenance Worker 8.00 8.00 7.00 7.00 7.00 Total General Fund FTEs 27.80 26.30 26.10 26.60 27.10 NON-General Fund FTEs (in Parks & Public Works Department programs unless otherwise noted)Non-Point Source Sweeper Operator 1.00 1.00 1.00 0.25 0.25 Engineering Inspector - - - 0.50 0.50 Administrative Analyst - - - 0.25 0.25 Total Non-Point Source FTEs 1.00 1.00 1.00 1.00 1.00 Vehicle Maintenance Superintendent 0.30 0.30 0.20 0.20 0.20 Administrative Assistant - 0.20 0.20 0.20 0.20 Administrative Secretary 0.20 - - - - Equipment Mechanic 1.00 1.00 1.00 1.00 1.00 Apprentice Mechanic - - - - - Total Vehicle Maint. FTEs 1.50 1.50 1.40 1.40 1.40 DEPARTMENT STAFFING Full Time Equivalent (FTE)
PROPOSED D -164 P ARKS & PUBLIC WORKS DEPARTMENT 2010/11 2011/12 2012/13 2013/14 2014/15 Funded Funded Funded Funded Funded Facilities Maintenance Superintendent 0.20 0.20 0.40 - - Facilities & Environmental Services Mgr - - - 0.50 0.50 PPW Manager - - - - - Lead Parks & Maint. Worker 1.00 1.00 1.00 1.00 1.00 Parks & Maintenance Worker - 1.00 1.00 1.00 1.00 Facility Technician 1.00 - - - - Total Facilities Maint. FTEs 2.20 2.20 2.40 2.50 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's 33.50 32.00 31.00 31.50 32.00 Temporary Staff Hours Office Clerk 1,000 1,000 1,000 - - Office Assistant 1,000 1,455 Park Service Officer 1,000 1,000 1,000 1,000 1,000 Maintenance Assistant 5,412 6,791 6,791 6,791 8,299 Total Annual Hours 7,412 8,791 8,791 8,791 10,754 Full Time Equivalent (FTE) DEPARTMENT STAFFING
PROPOSED D -165 P arks & Public Works Department PARKS & PUBLIC WORKS ADMINISTRATION P ROGRAM 5101 PROGRAM PURPOSE The Administration P rogram supports the delivery of services throughout the d epartment. Its primary responsibilities include managing and coordinating the effor ts of the d epartment’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, c ommission s , and Town Manager. BUDGET OVERVIEW The FY 2014/15 budget includes the addition of temporary staff hours to assist with day to day operations of the P arks and P ublic W orks Administration , specifically with staffing offices on a regular basis, as well as maintai ning the delivery of ongoing administrative tasks. Staff will continue to manage the complex federal and state grant fund documentation and reimburseme nt processes, with an emphasis on pursuing new grant opportunities . Staff from this program also supports the administrative management and oversight of the Municipal Regional Stormwater Permit (MRP), along with assistance from Community Development Depar tment 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. Online parks reservations will continue to be managed by program staff through th e enhanced parks reservation system that was implemented last fiscal year. The new system allow s for more advanced program applications, such as report and d ata analysis tools, and gives the customers a n enhanced user interface when making online reservat ions.
PROPOSED D -166 PARKS & PUBLIC WORKS DEPARTMENT Administration FY 2014/15 KEY PROJECTS Core Values Key Projects Good Governance Ensure responsive, accountable , and collaborative government Customer Service Efficiency Administration P rogram staff will focus on evaluating processes, procedures , and systems and will obtain input and feedback from customers , to continuously improve the delivery of service to both interna l and external customers. 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Other Taxes -$ -$ -$ -$ -$ -$ Licenses and Permits - - - - - - Intergovernmental - - - - - - Service Charges - - - - - - Fines & Forfeitures - - - - - - Other Revenues - - - - - 350 TOTAL REVENUES -$ -$ -$ -$ -$ 350 $ EXPENDITURES Salaries and Benefits 189,976 $ 178,083 $ 193,281 $ 215,948 $ 191,211 $ 228,229 $ Operating Expenditures 16,117 12,974 15,940 23,480 20,785 23,494 Fixed Assets - - - - - - Internal Service Charges 42,330 44,227 44,105 42,345 41,942 39,558 TOTAL EXPENDITURES 248,423 $ 235,284 $ 253,326 $ 281,773 $ 253,938 $ 291,281 $ SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D -167 PARKS & PUBLIC WORKS DEPARTMENT Administration KEY PROGRAM SERVICES • Provide s walk -in and tele phone customer service for d epartment al programs and services • Provide s internal clerical and program support for d epartmental services • Oversee s regulatory and project operations • Manage s the d epartment’s budget • Pursue s grant funding to enable the Town to implement key projects • Prepares and tracks construction and maintenance contracts • Facilitate s neighborhood meetings to discuss concerns related to traff ic calming, street improvements , and other pa rks and public works -related issues • Provide s staff support to the Parks Commission and Transportation and Parking Commission and assist s in coordination of c ommission -sponsored projects • Provide s support for T own -wide committees having mutual p roject interests, such as Community Unity projects , Town -wide Health & Safety Committee, Bicycle Advisory Committee , Town Outreach Team, and Los Gatos Town Employees Foundation • Administer s the processing of permits and Town park reservations • Oversee s d epar tment employee training and safety programs 2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Parks & Public Works Director 0.40 0.40 0.40 0.40 0.40 Administrative Analyst 0.25 0.25 0.25 0.30 0.30 Executive Assistant - - 0.25 0.25 0.25 Administrative Specialist 0.25 0.25 - - - Administrative Assistant - - 0.50 0.50 0.50 Administrative Secretary 0.10 0.10 Secretary III 0.40 0.40 TOTAL PROGRAM FTE's 1.40 1.40 1.40 1.45 1.45 2010/11 2011/12 2012/13 2013/14 2014/15 Temporary Staff Hours Funded Funded Funded Funded Funded Office Clerk 650 650 650 - - Office Assistant - - - 650 1,105 TOTAL ANNUAL HOURS 650 650 650 650 1,105 Full Time Equivalent (FTE)PPW ADMINISTRATION PROGRAM STAFFING
PROPOSED D -168
PROPOSED D -169 P arks & Public Works Department ENGINEERING PROGRAM SERVICES PROGRAM 5201 PROGRAM PURPOSE Engineering Program Services 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) t o improve the Town’s public infrastructure (such as streets, sidewalks, storm d rains, parks, retaining walls, buildings , and signalized intersections ) with an emphasis on delivering capital projects within their planned schedule s and approved budgets. Engineering operations also effectively manage t own -wide and neighborhood traffic issues such as the Town’s traffic calming policy , engineering inspection services to ensure the Town’s project contractor s are meeting cont ract standards and requirements, development of GIS data to manage Town infrastructure , right -of -way and property bo undary issues , and the administration of the asset management and work load tracking software. BUDGET OVERVIEW Engineering Program Services provides non -fee -related engineering services and activities. Budgeted staffing supports engineering design, revie w, 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 an d 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 2014/15 , staff will manage the design and construction of several key projects including Blossom Hill Park restroom improvements, sidewalk improvements, Highway 9/University Avenue intersection improvements, and Winchester Boulevard/Lark intersection improvements . Staff will also continue to advance Phase I of the Almond Grove Street Rehabilitation project in accordance with the Town Council’s strategic goals . In addition, Engineering Program Services will continue the practice of partially funding its Assis tant Civil Engineer and Senior Engineering Inspector positions from capital projects as appropriate. This
PROPOSED D -170 PARKS & PUBLIC WORKS DEPARTMENT Engineering Program Services reallocation continues to shift 1.0 FTE in funding (approximately $100,000) of both positions to the Town’s CIP budget. This funding approach is consistent with t hat of other governments with similar classification s . The positions will be funded through reimbursements from the Gen eral Fund Appropriated Reserves (GFAR) to the General Fund for work performed on Town CIP projects. It is anticipated that various capital projects, including grants, will provide the resources required for this funding shift. This reallocation will allow for increased program support as the CIP grows in the future. 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Other Taxes -$ -$ -$ -$ -$ -$ Licenses and Permits - - - - - - Intergovernmental - - - - - - Service Charges - - - - - - Other Revenues - - - - - - TOTAL REVENUES -$ -$ -$ -$ -$ -$ Transfers In Transfer from General Fund - - - 5,000 5,000 - Total Transfers In - - - 5,000 5,000 - Total Revenues & Transfers In - - - 5,000 5,000 - EXPENDITURES Salaries and Benefits 594,670 $ 716,331 $ 749,179 $ 776,783 $ 675,241 $ 813,041 $ Operating Expenditures 11,884 13,298 15,020 24,100 24,100 24,100 Fixed Assets - - - - - - Internal Service Charges 69,757 76,621 64,862 64,326 60,354 59,089 TOTAL EXPENDITURES 676,311 $ 806,250 $ 829,061 $ 865,209 $ 759,695 $ 896,230 $ SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D -171 PARKS & PUBLIC WORKS DEPARTMENT Engineering Program Services FY 2014/15 KEY PROJECTS KEY PROGRAM SERVICES Capital Improvement Projects • Provide s plans, specifications, estimates, right -of -way plans, and property descriptions for Town projects ; coordinates consultants ; and administer s contracts • Design s and administer s projects for the annual Capital Improvement Program, including street re -surfacing and curb, gutter , and sidewalk improvement analysis Traffic Engineering • Perfo rms traffic engineering analysis • Manage s neighborhood traffic concerns and requests, including the traffic calming program Community Information • Provide s assistance to the public regarding engineering services Core Values KEY PROJECTS Community Character Preserve and enhance the appearance character and environment al 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 sidewalk s in this historic Town neighborhood in accordance with the Town Council’s strategic goals . Due to the scale and cost, this project will be completed in multiple phases. Winchester Boulevard/Lark Avenue Intersection Improvements The program staff will c ontinue to 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 Pro gram (CIP). Program staff will pursue grant opportunities where applicable for capital projects. Some planned CIP projects include: Highway 9 and University Avenue intersection imp rovements, Hillside Road Repair and Resurfacing on Shannon Road, and downto wn 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.
PROPOSED D -172 PARKS & PUBLIC WORKS DEPARTMENT Engineering Program Services 2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Asst PPW Dir/Town Engineer 0.80 0.80 0.80 0.80 - Town Engineer - - - - 0.80 Administrative Analyst 0.25 0.25 0.25 0.15 0.15 Executive Assistant - - 0.20 0.20 0.20 Administrative Specialist 0.20 0.20 - - - Administrative Assistant - - 0.50 0.50 0.50 Secretary III 0.50 0.50 - - - Associate Civil Engineer 1.30 1.60 1.60 1.60 1.60 Assistant Civil Engineer 0.20 0.20 0.20 0.20 0.20 Engineering Technician 1.00 1.00 1.00 1.00 1.00 Sr. Engineering Inspector 0.85 0.70 0.70 0.70 0.70 Engineering Inspector - - - 0.15 0.15 Building Inspector 0.50 0.15 0.15 - TOTAL PROGRAM FTEs 5.60 5.40 5.40 5.30 5.30 Full Time Equivalent (FTE)ENGINEERING PROGRAM SERVICES STAFFING
PROPOSED D -173 Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.a.Percentage of residential households approving the final traffic calming proposal developed by Town staff (67% approval required):71%81%80%67%67%Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.2 1 3 2 2 2.2 2 4 2 1 3.2 2 4 2 1 4 10 10 15 13 12 5.100%100%100%100%100%6.100%100%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:
PROPOSED D -174
PROPOSED D -175 P arks & 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 providing inspection services for grading, drainage, and issues of encroachment in the public right -of -w ay. The goal of this program is to recover engineering staff costs and expenditures related to private development oversight. BUDGET OVERVIEW There are a few m ajor development projects that are anticip ated to occur in FY 2014/15 , which will augment revenues if completed , 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. The Engineering Development Services Program’s public counter hours will continue to operate at reduced 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 Depa rtments. In addition, the program has utilized flex -hour work schedules to reduce overtime pay and to effectively manage the community's service demands.
PROPOSED D -176 PARKS & PUBLIC WORKS DEPARTMENT Engineering Development Services 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Other Taxes -$ -$ -$ -$ -$ -$ Licenses and Permits 113,125 215,421 147,314 124,800 169,800 193,590 Intergovernmental 2,746 - 3,839 - 1,701 - Service Charges 350,204 543,530 705,521 490,000 490,000 536,000 Other Revenues - 521 1,108 - 158 160 TOTAL REVENUES 466,075 $ 759,472 $ 857,782 $ 614,800 $ 661,659 $ 729,750 $ EXPENDITURES Salaries and Benefits 541,765 $ 521,512 $ 561,041 $ 527,911 $ 505,993 $ 555,515 $ Operating Expenditures 13,995 11,572 14,628 13,800 13,839 13,800 Fixed Assets 1,900 - - - - - Internal Service Charges 79,566 76,786 83,060 87,838 88,062 94,152 TOTAL EXPENDITURES 637,226 $ 609,870 $ 658,729 $ 629,549 $ 607,894 $ 663,467 $ SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D -177 PARKS & PUBLIC WORKS DEPARTMENT Engineering Development Services FY 2014/15 KEY PROJECTS K EY PROGRAM SERVICES Development Projects • Review s development applications for compliance with Town grading and engineering standards • Review s plans and approve s final maps (tracts) and parcel maps as required by state law • Conduct s inspections of work within public right -of -way through the encroachment permit process Traffic Engineering • Perform s traffic engineering analysis for proposed development projects Community Information • Provide s assi st ance to the public regarding right -of -way issues Core Values KEY PROJECTS Good Governance Ensure responsi ve, accountable and collaborative 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 deve lopment projects for their compliance with the new stormwater permit requirements . 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 n ew grading ordinance, as staff workload has permitted. This issue is tentatively scheduled for Town Counci l review in the end of 2014 . This new grading ordinance provides guidelines that will be aligned with the hillside development guidelines the Town has adopted , and will meet one of the Town Council’s strategic goals.
PROPOSED D -178 PARKS & PUBLIC WORKS DEPARTMENT Engineering Development Services 2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Parks & Public Works Director 0.20 0.20 0.20 0.20 0.20 Asst PPW Dir/Town Engineer 0.20 0.20 0.20 0.20 - Town Engineer - - - - 0.20 Executive Assistant - - 0.05 0.05 0.05 Administrative Specialist 0.05 0.05 - - Administrative Assistant - - 0.10 0.10 0.10 Secretary III 0.10 0.10 - - - Associate Civil Engineer 1.70 1.40 1.40 1.40 1.40 Assistant Civil Engineer 0.80 0.80 0.80 0.80 0.80 Sr. Engineering Inspector 0.15 0.30 0.30 0.30 0.30 Engineering Inspector - - - 0.35 0.35 Building Inspector - 0.35 0.35 - TOTAL PROGRAM FTEs 3.20 3.40 3.40 3.40 3.40 Full Time Equivalent (FTE)ENGINEERING DEVELOPMENT SERVICES STAFFING
PROPOSED D -179 PARKS & PUBLIC WORKS DEPARTMENT Engineering Development Services Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.a.Percentage of conventional encroachment permits that are processed by Engineering staff within 5 business days:90%90%90%90%90%b.Percentage of conventional grading/improvement permits that are reviewed by Engineering staff within 10 business days*:Data Not Available 90%90%90%90%Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.21 20 23 25 25 2.213 220 269 250 250 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
PROPOSED D -180
PROPOSED D -181 Parks & Public W orks D epartment PARK SERVICES PROGRAM 5301 PROGRAM PURPOSE The Park Services P rogram 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, beautif ies the cityscape , and takes care of functional public areas throughout the community . Additional services include administering park use fees and reservations, providing code enforcem ent 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 2014/15, Parks & Public Works will continue to use outside vendors for certain parks maintenance services, including turf mowing, tree trimming, median island maintenance, and weed abatement. The use of external vendors allows the Town’s internal resources to be focused o n higher priority projects and allows for more effective management of maintenance operations. 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 Blos som 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 improve ment projects planned for FY 2014/15 , including the turf renovation at Plaza Park, Blossom Hill Park restroom improvements, and park rehabilitations at Bachman Park. 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.
PROPOSED D -182 PARKS & PUBLIC WORKS DEPARTMENT Park Services Park Services Program staff will continue to 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 unachi evable by either program independently. Additionally , program staff will continue to be involved with the implementation of the Long Term Trash Plan, which is a requirement of the stormwater permit. Lastly, staff will review and recommend changes to the Town’s Tree Ordinance in accordance with the Town Council’s strategic goals. 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Other Taxes 6,783 $ 9,713 $ 11,966 $ 4,040 $ 10,336 $ 7,000 $ Licenses and Permits 194,637 222,063 215,095 153,500 160,000 222,400 Intergovernmental - - - - - - Service Charges 12,928 10,493 12,800 36,200 39,200 19,200 Fines & Forfeitures - - 50 - 50 - Other Revenues 22,658 14,694 11,696 9,535 6,138 9,860 TOTAL REVENUES 237,006 $ 256,963 $ 251,607 $ 203,275 $ 215,724 $ 258,460 $ EXPENDITURES Salaries and Benefits 1,074,898 $ 1,047,400 $ 953,225 $ 1,033,200 $ 936,214 $ 1,052,710 $ Operating Expenditures 363,394 383,599 391,227 370,250 365,952 394,605 Fixed Assets - - - - - - Internal Service Charges 234,343 217,262 152,791 172,467 162,106 194,212 TOTAL EXPENDITURES 1,672,635 $ 1,648,261 $ 1,497,243 $ 1,575,917 $ 1,464,272 $ 1,641,527 $ SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D -183 PARKS & PUBLIC WORKS DEPARTMENT Park Services FY 2014/15 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. These projects include turf renovation at Plaza Park, Blossom Hill Park restroom improvements, and park rehabilitations at Bachman Park . These projects will enhance the facilities at these park facilities. Open Space Trail Upgrades Park Services staff will rehabilitate H einz 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 erosi on. 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 s tructure of existing trees and assist with identification of deceased or failing trees that need to be removed. Tree Ordinance Park Services staff will review and recommend changes to the Town’s Tree Ordinance, updating the Heritage Tree definition and 25% trim regulations in accordance with the Town Council’s strategic goals. 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 defin e 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 fu ture 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 .
PROPOSED D -184 PARKS & PUBLIC WORKS DEPARTMENT Park Services KEY PROGRAM SERVICES Maintenance Services • Maintain s 62 public sites, including 75.3 acres of landscaped space located in 15 Town par ks; 12.09 miles of trails and pathways ; 246 acres of open space located in 3 open space areas ; 19.15 acres of landscaping for me dians, 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 • M aintain s trees and plants in all park s , on all median island s, along all streets , and on public property , including State Route 9, per agreement with Caltrans • Conduct s ongoing maintenance and improvement projects, as needed, to ensure parks and trails equi pment a nd facilities are functional and in safe operating condition • Maintain s the downtown holiday tree lights • Coordinate s the tree removal permit process to protect trees and manage tree inspection services • Oversee s contract services for six Landscaping and Lighting Assessment Districts • Supervise s the s tate Department of Corrections Work Furlough Program for clean -up projects Park Use Fees and Reservation System • Manage s the online park reservation system and user fe e process • Provide s code enforcem ent in the Town’s parks system Volunteer Projects • M anage s the downtown Adopt -a -Planter program • Coordinate s volunteers (individuals and groups) who maintain or construct park -related projects, including parks and trails system improvements and debris rem oval Special Events • Provide s support services for Town -sponsored and co -sponsored events, in particular Music in the Park, 4 th of July, Screen on the Green, the holiday tree lighting ceremony in Town Plaza Par k, and the Children’s Holiday Parade • Provide s services for non -T own sponsored events on a cost -recovery basis , for events such as Fiesta de Artes and the Shakespeare Festival
PROPOSED D -185 PARKS & PUBLIC WORKS DEPARTMENT Park Services 2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Parks & Public Works Director 0.20 0.20 0.20 0.20 0.20 Asst PPW Dir/Town Engineer 0.20 0.20 0.20 0.20 - Town Engineer - - - - 0.20 Executive Assistant - - 0.05 0.05 0.05 Administrative Specialist 0.05 0.05 - - Administrative Assistant - - 0.10 0.10 0.10 Secretary III 0.10 0.10 - - - Associate Civil Engineer 1.70 1.40 1.40 1.40 1.40 Assistant Civil Engineer 0.80 0.80 0.80 0.80 0.80 Sr. Engineering Inspector 0.15 0.30 0.30 0.30 0.30 Engineering Inspector - - - 0.35 0.35 Building Inspector - 0.35 0.35 - TOTAL PROGRAM FTEs 3.20 3.40 3.40 3.40 3.40 Full Time Equivalent (FTE)ENGINEERING DEVELOPMENT SERVICES STAFFING
PROPOSED D -186 PARKS & PUBLIC WORKS DEPARTMENT Park Services Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.a.Percentage of parks with playground equipment receiving weekly safety inspections:90%70%90%90%90%2.a.Percentage of residents satisfied with the Town's efforts to maintain parks:N/A N/A N/A N/A N/A b.Percentage of residents satisfied with the Town's efforts to maintain Town trails:N/A N/A N/A N/A N/A c.Percentage of residents rating the appearance of Town parks as good or excellent:N/A N/A N/A N/A N/A Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.348.2 348.2 350.9 350.9 350.9 2.14.9 14.9 14.9 14.9 14.9 3.458 450 510 530 550 4.35 40 67 70 70 5.20 20 38 36 40 *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:
PROPOSED D -187 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 p rogram maximizes diversion from landfills in order to p rotect public health and safety and the environment , and pr omotes 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) 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, th e 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 requirement s, monitors and eval uates exist ing 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 implement ing environmental initiatives to support a sustainable future. BUDGET OVERVIEW In FY 2014/15, the Environmental Services Coordinator position w ill be increased from a .5 0 FTE to a 1.0 FTE to focus on the implementation of various environmental issues, such as sustainability, air quality permit compliance, Growing Greener, the Green Business program, and other environmental responsibilities currently handled by the Town Manager’s Office and oth er staff . This increase focus on environmental services will be funded from solid waste fees.
PROPOSED D -188 PARKS AND PUBLIC WORKS DEPARTMENT Environmental Services Town staff will continue to assist with the West Valley Solid Waste Manag ement Authority (WVSWMA) and Household Hazardous Waste Program with a goal of increasing waste diversion and minimization. T he Joint Powers Authority approved new solid waste administrative related fees in FY 2014/15 . The revenue s collected from the A uthority are also being used to offset department expenses related to the management of the Household Hazardous Waste Program, street sweeping, and contract administration . 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Other Taxes -$ -$ -$ -$ -$ -$ Licenses and Permits - - 84,494 84,494 84,494 108,540 Intergovernmental 30,081 38,509 61,535 30,000 30,000 30,000 Service Charges 658 787 792 660 660 660 Other Revenues - - 1,000 20,000 20,000 - TOTAL REVENUES 30,739 $ 39,296 $ 147,821 $ 135,154 $ 135,154 $ 139,200 $ Transfers In Transfer from General Fund - - - - - - Total Transfers In - - - - - - Total Revenues & Transfers In 30,739 39,296 147,821 135,154 135,154 139,200 EXPENDITURES Salaries and Benefits 69,856 $ 51,261 $ 56,847 $ 125,331 $ 66,617 $ 189,566 $ Operating Expenditures 104,144 105,126 108,243 166,760 166,989 166,760 Fixed Assets - - - - - - Internal Service Charges 3,337 2,346 2,788 5,005 3,261 7,169 TOTAL EXPENDITURES 177,337 $ 158,733 $ 167,878 $ 297,096 $ 236,867 $ 363,495 $ Transfers Out Transfer to General Fund - - - - - - Total Transfers Out - - - - - - Total Expenditures & Transfers Out 177,337 158,733 167,878 297,096 236,867 363,495 SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D -189 PARKS AND PUBLIC W OR KS DEPARTMENT Environmental Services FY 2014/15 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 , a joint powers authority (JPA) that contracts for solid waste collection, recycling, and disposal services for residential and commercial customers in Los Gatos, Campbell, Mo nte Sereno, and Saratoga. During FY 2014/15 , staff will continue to work actively with the JPA and West Valley Collection and Recycling as it enters its eighth 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 Gr een 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” ca mpaign.
PROPOSED D -190 PARKS AND PUBLIC W OR KS DEPARTMENT Environmental Services FY 2014/15 KEY PROJECTS KEY PROGRAM SERVICES • Maintain s 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 • Participate s in West Valley Solid Waste Management Authority JPA ac tivities, including rate and service reviews • Provide s for safe household hazardous waste disposal options • Develop s and implement s a Climate Action Plan, to include strategies for reducing the Town’s carbon footprint • Promote s sustainability initiatives and education Full Time Equivalent (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Superintendent - - 0.10 - - Facilities & Environmental Services Mgr 0.40 0.40 Environmental Service Coordinator - 0.50 0.50 0.50 1.00 Total General Fund FTE - 0.50 0.60 0.90 1.40 ENVIRONMENTAL SERVICES PROGRAM STAFFING C ore 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 al lows residents to dispose of potentially hazardous wastes such as used motor oil and filters, pesticides, herbicides, corrosives, flammables, and household medical waste.
PROPOSED D -191 PARKS AND PUBLIC WORKS DEPARTMENT Environmental Services Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.a.Disposal per capita by calendar year (target is < 5.2 lbs./person/day)3.6 3.7 3.7 3.7 3.7 2010 2011 2012 2013 2014 2.a.Percentage of solid waste collection calls received and resolved:100%100%100%100%100%Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.129 120 87 151 85 2 1,000 1,000 791 900 949 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.
PROPOSED D -192
PROPOSED D -193 P arks & Public Works Department STREETS and SIGNALS PROGRAM PROGRAM 5401 PROGRAM PURPOSE The purpose of the Streets an d Signals P rogram 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 mai ntenance , and debris removal. Program s taff collaborates with other department programs, such as the Park Services P rogram , an d neighboring agencies , to perform roadside cleanup projects . Additional project coordination is conducted with Engineering P rogram Services for traffic calmi ng device installation and road way improvements in the C apital Improvement Program . BUDGET OVERVIEW The FY 2014/15 budget increases temporary employee hours to provide additional support within the Department. In addition, approximately $80,000 has been dedicated , as one -time funding, to the downtown areas, with specific concentration on trash bins, street cleaning and tree light maintenance. This concentration of expenditures in the downtown area is made possible due to a n allocation from a settlement agreement regarding the Albright Office Development project. Also, due to a recalculation o f West Valley Solid Waste Management Authority fees, the Town will receive additional revenues which will be used to offset the personnel changes and increases within the department . The Streets and Signals Program budget increase is also attributed to an increase in salary and benefits attributed to labor negotiations and an increase in electricity and aluminum costs. T he 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 mitigati on . Downtown trash can removal service will continue to be provided with assistance from Parks Services
PROPOSED D -194 PARKS & PUBLIC WORKS DEPARTMENT Streets & Signals Program Program temporary staff. Additionally, overtime costs will be reduced by continuin g to operate the “Stand -by Program” during 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 in FY 2012/13 . This will be an o ngoing maintenance responsibility for this staff. These devices are a requirement of the Bay Area Stormwater Municipal Regional Permit. 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Other Taxes -$ -$ -$ -$ -$ -$ Licenses and Permits 771 918 136,599 135,899 142,293 165,000 Intergovernmental - - - - - - Service Charges 2,637 1,201 7,012 1,500 2,955 2,600 Other Revenues (806) - - - 57,072 - TOTAL REVENUES 2,602 $ 2,119 $ 143,611 $ 137,399 $ 202,320 $ 167,600 $ EXPENDITURES Salaries and Benefits 869,480 $ 889,801 $ 909,988 $ 989,695 $ 945,043 $ 1,042,525 $ Operating Expenditures 469,207 509,257 498,840 520,929 517,405 600,929 Fixed Assets - - - - - - Internal Service Charges 332,375 396,083 444,512 459,260 456,904 345,965 TOTAL EXPENDITURES 1,671,062 $ 1,795,141 $ 1,853,340 $ 1,969,884 $ 1,919,352 $ 1,989,419 $ SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D -195 PARKS & PUBLIC WORKS DEPARTMENT Streets & Signals Program FY 2014/15 KEY PROJECTS Core Values KEY PROJECTS Good Governance Ensure responsive, accountable , and collaborat ive 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 t o 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 Infrast ructure 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 S ignals 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. C apital 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 mean s of crack sealing will be included as part of these project s.
PROPOSED D -196 PARKS & PUBLIC WORKS DEPARTMENT Streets & Signals Program KEY PROGRAM SERVICES Street Maintenance/Traffic Signal Program • Maintain s traffic signs and street signs along public streets • Maintain s visibility of pavement markings, including crosswalks, red curbs , and roadway striping • Maintain s 29 signalized intersections and 1,5 80 street lights in the public right -of -way • Maintains downtown tree lights along North Santa Cruz Avenue and Main Street Tree Maintenance • Oversee s the tree trimming contract • Manages private tree removal application process Street Maintenance/Pavement • Maintain s and repair s over 106 miles of public streets and 22 parking lots • Maint ain s storm drain basins, ditches, and culverts Sidewalk Maintenance Program • Coordinate s concrete sidewalk, curb , and gutter repl acement program with CIP • Maintain s the cleanliness of sidew alks, benches, and waste receptacles in the business district s using pressure washing equipment Special Events • Provide s support services to Town -sponsored events • Instal l s banners and flags throughout t own 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 D ay
PROPOSED D -197 PARKS & PUBLIC WORKS DEPARTMENT Streets & Signals Program 2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Parks & Public Works Director 0.20 0.20 0.20 0.20 0.20 Superintendent 0.70 0.70 0.70 0.40 0.40 Administrative Analyst 0.25 0.25 0.25 0.15 0.15 Executive Assistant - - 0.25 0.25 0.25 Administrative Specialist 0.25 0.25 - - - Administrative Assistant - - 0.30 0.30 0.30 Administrative Secretary 0.30 0.30 - - - Town Arborist 1.00 1.00 1.00 1.00 1.00 Lead Parks & Maint Worker 1.00 1.00 1.00 1.00 1.00 Sweeper Operator - - - 0.75 0.75 Parks & Maint Worker 4.00 4.00 4.00 4.00 4.00 TOTAL PROGRAM FTEs 7.70 7.70 7.70 8.05 8.05 2010/11 2011/12 2012/13 2013/14 2014/15 Temporary Staff Hours Funded Funded Funded Funded Funded Maintenance Assistant 200 200 200 200 1,062 TOTAL ANNUAL HOURS 200 200 200 200 1,062 Full Time Equivalent (FTE)STREETS & SIGNALS PROGRAM STAFFING
PROPOSED D -198 PARKS & PUBLIC WORKS DEPARTMENT Streets & Signals Program Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.a.Percentage of streetlight malfunctions repaired within 5 days of notification:100%100%100%90%90%b.Percentage of traffic signals meeting visibility and operational state guidelines:100%100%100%95%95%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%100%c.Pavement Condition Index (PCI):70 71 72 72 74 Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.1,575 1,575 1,580 1,583 1,583 2.397 397 397 397 397 3.150 150 150 150 150 4.28 28 28 29 29 5.106 106 106 106 106 6.280 250 431 528 550 7.255 340 220 240 245 8.220 195 153 134 150 9.645 400 282 258 260 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/replaced:
PROPOSED D -199 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 2014/15 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 $25 ,000 in revenue and expenditures was budgeted; budget adjustments, if necessary, will be brought forward for Council consideration during the mid -year budget review process. Due to the timing of the receipt of reimbursements, prior year revenue actuals are initially higher t han expenditures. As this program includes no staff activity, it does not have Key Projects or Performance Measures.
PROPOSED D -200 PARKS & PUBLIC WORKS DEPARTMENT Property Damage 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Other Taxes -$ -$ -$ -$ -$ -$ Licenses and Permits - - - - - - Intergovernmental - - - - - - Service Charges - - - - - - Other Revenues 56,747 112,434 98,615 50,000 - - TOTAL REVENUES 56,747 $ 112,434 $ 98,615 $ 50,000 $ -$ -$ EXPENDITURES Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures 108,669 11,002 73,199 50,000 16,219 25,000 Fixed Assets - - - - - - Internal Service Charges - - - - - - TOTAL EXPENDITURES 108,669 $ 11,002 $ 73,199 $ 50,000 $ 16,219 $ 25,000 $ SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D -201 P arks & Public Works Department PASS -THROUGH ACCOUNTS PROGRAM 5999 PROGRAM PURPOSE The Pass -Through Accounts P rogram 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 s tudy engineering , subdivision map checking , and g eotech nical 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 invo ices 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 orig inal 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 ha ve Key Projects or Performance Measures.
PROPOSED D -202 PARKS & PUBLIC WORKS DEPARTMENT Pass -Through Accounts 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted REVENUES Other Taxes -$ -$ -$ -$ -$ -$ Licenses and Permits - - - - - - Intergovernmental - - - - - - Service Charges - - - - - - Other Revenues 91,483 175,624 232,755 230,000 141,020 165,000 TOTAL REVENUES 91,483 $ 175,624 $ 232,755 $ 230,000 $ 141,020 $ 165,000 $ EXPENDITURES Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures - - - - - - Pass Thru Account 91,482 175,624 232,755 230,000 141,020 165,000 Internal Service Charges - - - - - - TOTAL EXPENDITURES 91,482 $ 175,624 $ 232,755 $ 230,000 $ 141,020 $ 165,000 $ SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D -203 Parks & Public Works Department EQUIPMENT REPLACEMENT FUND FUND 631 PROGRAM PURPOSE The Equipment Replacement P rogram 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 ass et. 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 fu nding to replace the Town’s vehicle and equipment assets at the end s 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 equ ipment purchased and maintained by the T own’s Vehicle Maintenance P rogram 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. In FY 2014/15 , there will be seven vehicles purchased. These assets qualify for replacement as determined by the Town’s Equipment Replacement Policy. The seven vehicles scheduled for replacement will be for the Parks and Public Works Department and Police Department’s fleet. Two Engineering Services vehicles , two Parks Services vehicles, a mid -sized hybrid sedan for the detective’s unit and two police patrol vehicles, will be replaced this fiscal year. In future years, costs to replace police vehicles will increase because Fo rd 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 $8,000 more per vehicle. The Equipment Replacement Fund has sufficient funds to pay for replacement of future police vehicles, as needed.
PROPOSED D -204 PARKS & PUBLIC WORKS DEPARTMENT Equipment Replacement Fund Program staff will continue to evaluate the current fleet inventory and evaluate each vehicle’s replacement schedule along with the department’s needs and the Equipment Maintenance and Replacement Policy. Vehicles removed from the replacement schedule will not be replaced once they are no longer operational. In the long term, this will reduce the size of the Town vehicle fleet and reduce the amount of money held in the fund balance. In FY 2013/14, the Town entered into an equipment cost sharing agreeme nt with the cities of Campbell and Cupertino. The purpose of this agreement is to help generate revenue for the Town by loaning out the use of the new sewer vehicle truck, when Town staff does not need it. The revenues collected from this agreement will be deposited back into the equipment replacement fund for this specific asset. Over time, this will help offset replacement costs for the Town when that vehicle needs to be replaced. Staff will also explore replacement costs versus rental of equipment, in order to reduce ongoing program operation expenditures. As sessments between internal and external diagnostic and repair facility costs will be conducted to determine the most cost -effective approach . As this program includes minimal staff ac tivity, it does not have Key Projects or Performance Measures.
PROPOSED D -205 PARKS & PUBLIC WORKS DEPARTMENT Equipment Replacement Fund 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated - Gas Tax Assets -$ -$ -$ -$ -$ -$ Designated - Non-Point Assets 120,531 120,531 207,831 149,631 207,831 149,631 Designated - General Fund Assets 2,781,258 2,778,188 2,730,398 2,327,762 2,857,530 2,761,391 Total Beginning Fund Balance 2,901,789 2,898,719 2,938,229 2,477,393 3,065,361 2,911,022 Revenues Service Charge 341,280 319,819 439,532 473,929 473,929 415,243 Interest - - - - - - Other Revenues 28,245 216,185 89,243 - 33,049 15,000 Total Revenues 369,525 536,004 528,775 473,929 506,978 430,243 Transfers In Transfer from Capital Projects - - - - - - Total Transfers In - - - - - - Total Revenues & Transfers In 369,525 536,004 528,775 473,929 506,978 430,243 TOTAL SOURCE OF FUNDS 3,271,314 $ 3,434,723 $ 3,467,004 $ 2,951,322 $ 3,572,339 $ 3,341,265 $ USES OF FUNDS Expenditures Salaries and Benefits 9,289 $ 10,078 $ 9,411 $ 10,820 $ 6,754 $ 11,648 $ Operating Expenditures 3,567 - 7,656 - - - Fixed Assets 165,739 486,416 384,576 338,484 460,563 411,512 Internal Service Charges - - - - - 421 Total Expenditures 178,595 496,494 401,643 349,304 467,317 423,581 Transfers Out Transfer to General Fund 194,000 - - 194,000 194,000 194,000 Transfer to Capital Projects - - - - - - Transfer to Office Stores - - - - - - Total Transfers Out 194,000 - - 194,000 194,000 194,000 Total Expenditures & Transfers Out 372,595 496,494 401,643 543,304 661,317 617,581 Ending Fund Balance Designated - Gas Tax Assets - - - - - - Designated - Non-Point Assets 120,531 207,831 207,831 149,631 149,631 149,631 Designated - General Fund Assets 2,778,188 2,730,398 2,857,530 2,258,387 2,761,391 2,574,053 Total Ending Fund Balance 2,898,719 2,938,229 3,065,361 2,408,018 2,911,022 2,723,684 TOTAL USE OF FUNDS 3,271,314 $ 3,434,723 $ 3,467,004 $ 2,951,322 $ 3,572,339 $ 3,341,265 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D -206 PARKS & PUBLIC WORKS DEPARTMENT Equipment Replacement Fund KEY PROGRAM SERVICES • Assess es vehicles and equipment for proper replacement timing and for fuel efficiency and functionality • Performs c ost effectiveness studies for asset cost and replacements • Accumulate s appropriate internal service charges for asset replacement funding • Coordinates with Town d epartments for the smooth placement into service of new vehicles and equipment Full Time Equivalent (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Account Technician 0.10 0.10 0.10 0.10 0.10 Total Equipment Replacement FTEs 0.10 0.10 0.10 0.10 0.10 EQUIPMENT REPLACEMENT PROGRAM STAFFING
PROPOSED D -207 Parks & Public Works Department V EHICLE MAINTENANCE PROGRAM FUND 632 PROGRAM PURPOSE The Vehicle Maintenance P rogram maintains the Town’s vehicles and equipment to ensure each piece is safe and well -func tioning. Program staff provides preventive maintenance and repair for the Town’s fleet and light to heavy duty construction equipment; a nd the fueling systems used by the vehicle s /equipment of the City of Saratoga, wh ich 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 15 2 . 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 de termine 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 added five (5) electric vehicles to its fleet through a lease agreement from Mitsubishi Motors. In accordance with the Town Council’s strategic goals, t he Town will build four new electrical vehicle charging stations at select Town locations to help fuel these vehicles , and also provide additional charging stations for public use. The program will shift to performing more in -house vehicle maintenance services and reducing the amount of contract work performed. To assist with this, additional temporary staff hours have been incl uded in the Vehicle Maintenance Program budget. 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. Sta ff 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 w ith 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 .
PROPOSED D -208 PARKS & PUBLIC WORKS DEPARTMENT Vehicle Maintenance 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 428,529 438,817 521,710 476,491 601,795 803,890 Total Beginning Fund Balance 428,529 438,817 521,710 476,491 601,795 803,890 Revenues Service Charge 487,600 540,100 537,448 528,600 528,600 569,300 Interest - - - - - - Other Revenues 1,089 631 - - 287 - Total Revenues 488,689 540,731 537,448 528,600 528,887 569,300 TOTAL SOURCE OF FUNDS 917,218 $ 979,548 $ 1,059,158 $ 1,005,091 $ 1,130,682 $ 1,373,190 $ USES OF FUNDS Expenditures Salaries and Benefits 175,576 $ 183,925 $ 189,157 $ 174,486 $ 169,173 $ 212,647 $ Operating Expenditures 302,825 273,913 268,206 352,980 156,547 355,605 Fixed Assets - - - 1,000 1,000 1,000 Internal Service Charges - - - - 72 - Total Expenditures 478,401 457,838 457,363 528,466 326,792 569,252 Ending Fund Balance Designated - - - - - - Undesignated 438,817 521,710 601,795 476,625 803,890 803,938 Total Ending Fund Balance 438,817 521,710 601,795 476,625 803,890 803,938 TOTAL USE OF FUNDS 917,218 $ 979,548 $ 1,059,158 $ 1,005,091 $ 1,130,682 $ 1,373,190 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D -209 PARKS & PUBLIC WORKS DEPARTMENT Vehicle Maintenance Program FY 2014/15 KEY PROJECTS KEY PROGRAM SERVICES • Provide s preventive maint enance and repairs for all Town -owned vehicles and equipment • Maintain s 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 environment al 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 vehicle s , and charging stations will be installed throughout the town. Alternative Fuel Station The program will provide c ompressed n atural g as (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 collaborat ive government Repair Schedules Staff will continue to review existing oil change and maintenance repair schedules to determine if improvements w ould 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 ef ficiencies. Using the data from this system, staff will evaluate fleet usage and repair costs to determine if a reduction in fleet is cost -effective. Department al Joint Projects Staff will continue to participate in department al joint projects on an as -needed basis, which provides additional departmental flexibility for major projects as well as participation in storm response activities.
PROPOSED D -210 PARKS & PUBLIC WORKS DEPARTMENT Vehicle Maintenance Program Full Time Equivalent (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Superintendent 0.30 0.30 0.20 0.20 0.20 Administrative Assistant - 0.20 0.20 0.20 0.20 Administrative Secretary 0.20 - - - - Equipment Mechanic 1.00 1.00 1.00 1.00 1.00 Total Vehicle Maint. FTEs 1.50 1.50 1.40 1.40 1.40 2010/11 2011/12 2012/13 2013/14 2014/15 Temporary Staff Hours Funded Funded Funded Funded Funded Office Clerk - 350 350 - - Office Assistant - - - 350 350 Maintenance Assistant - - - - 646 TOTAL ANNUAL HOURS - 350 350 350 996 VEHICLE MAINTENANCE PROGRAM STAFFING
PROPOSED D -211 PARKS & PUBLIC WORKS DEPARTMENT Vehicle Maintenance Program Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 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:$0.52 $0.57 $1.15 $1.21 $1.27 General Fleet - light:$0.65 $0.79 $1.86 $1.95 $2.02 General Fleet - heavy:$8.34 $12.40 $5.83 $6.12 $6.43 Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.47 47 47 49 49 2.6 6 4 4 4 3.34 36 36 36 39 4.66 51 47 47 42 5.6 7 7 7 7 6.N/A N/A N/A 5 6 *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:
PROPOSED D -212
PROPOSED D -213 P arks & Public Works D epartment FACILITIES MAINTENANCE PROGRAM FUND 633 PROGRAM PURPOSE The Facilities Maintenance P rogram 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 P r ogram staff also plan, schedule , and manage small and large building facility pro jects such as b uilding remodeling, American s with Disabilit ies Act (ADA) access related improvements, re -carpeting and work space reconfigurations, roof repairs, heating and air c onditioning system improvements, electrical services , a nd all other aspects required to keep the Town’s facili ties 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 departmen ts in turn fund the program’s expenses through these charge -backs. In FY 2014/15 , program staff will continue to work on 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. Additionally this fiscal year, progra m staff will perform some improvements to the Civic Center building and conduct an energy efficiency assessment to determine how energy costs could potentially be reduced in the long term . This program will continue the cost -saving strategy by limitin g 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.
PROPOSED D -214 PARKS & PUBLIC WORKS DEPARTM ENT Facilities Maintenance 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 820,171 953,446 1,020,686 981,784 1,255,710 1,252,419 Total Beginning Fund Balance 820,171 953,446 1,020,686 981,784 1,255,710 1,252,419 Revenues Other Taxes 31,723 44,387 53,755 20,000 46,513 40,000 Service Charge 849,000 892,300 991,682 1,007,014 1,007,014 974,404 Other Revenues 101,048 153,532 194,901 195,000 194,951 200,913 Total Revenues 981,771 1,090,219 1,240,338 1,222,014 1,248,478 1,215,317 Transfers In Transfer from General Fund - - - - - - Total Transfers In - - - - - - Total Revenues & Transfers In 981,771 1,090,219 1,240,338 1,222,014 1,248,478 1,215,317 TOTAL SOURCE OF FUNDS 1,801,942 $ 2,043,665 $ 2,261,024 $ 2,203,798 $ 2,504,188 $ 2,467,736 $ USES OF FUNDS Expenditures Salaries and Benefits 162,970 $ 220,239 $ 206,500 $ 307,121 $ 202,558 $ 333,322 $ Operating Expenditures 685,526 711,201 792,956 924,897 972,129 951,072 Fixed Assets - 17,993 - 30,000 7,658 30,000 Internal Service Charges - - 38 - 288 - Total Expenditures 848,496 949,433 999,494 1,262,018 1,182,633 1,314,394 Transfers Out Transfer to General Fund - - - - - - Transfer to Capital Projects - 73,546 5,820 210,000 69,136 20,000 Transfer to Office Stores - - - - - - Total Transfers Out - 73,546 5,820 210,000 69,136 20,000 Total Expenditures & Transfers Out 848,496 1,022,979 1,005,314 1,472,018 1,251,769 1,334,394 Ending Fund Balance Designated - - - - - - Undesignated 953,446 1,020,686 1,255,710 731,780 1,252,419 1,133,342 Total Ending Fund Balance 953,446 1,020,686 1,255,710 731,780 1,252,419 1,133,342 TOTAL USE OF FUNDS 1,801,942 $ 2,043,665 $ 2,261,024 $ 2,203,798 $ 2,504,188 $ 2,467,736 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D -215 PARKS & PUBLIC WORKS DEPARTMENT Facilities Maintenance Program FY 2014/15 KEY PROJECTS KEY PROGRAM SERVICES • Administer s custodial, telephone, heating , ventilating , and air conditioning system maintenance agreements • Manage s preventive maintenan ce contracts for elevator, fire , and building alarms • Administer s facilities capital improvement contracts • Administer s repairs and im provements to the Town -owned buildings leased to The Museums of Los Gatos (2) and Los Gatos -Saratoga Community Education and Recreation (2) • Manage s interdepartmental service requests • Manage s 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 2014/15 , 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 E nergy Efficiency Measures Program staff will perform a study on the overall mechanical system of the building and identify a plan to allow operation of the heating and cooling systems in separate zones, and control those zones separately, which will reduce overall energy use and costs in the long term. Asset Management Program Implement an asset management program that will allow for staff to better assess costs and maintenance of Town -wide facilities.
PROPOSED D -216 PARKS & PUBLIC WORKS DEPARTMENT Facilities Maintenance Program Full Time Equivalent (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Superintendent 0.20 0.20 0.40 - - Facilities & Environmental Services Mgr - - - 0.50 0.50 PPW Manager - - - - - Lead Parks & Maint Worker 1.00 1.00 1.00 1.00 1.00 Parks & Maint Worker - 1.00 1.00 1.00 1.00 Facility Technician 1.00 - - - - Total Building Maint. FTEs 2.20 2.20 2.40 2.50 2.50 2010/11 2011/12 2012/13 2013/14 2014/15 Temporary Staff Hours Funded Funded Funded Funded Funded Maintenance Assistant 628 628 628 628 628 TOTAL ANNUAL HOURS 628 628 628 628 628 FACILITIES MAINTENANCE PROGRAM STAFFING Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.a.Percent of high priority (safety or service interruption) requests completed within 3 days:74%73%80%80%80%b.Percent of facilities requests completed within 14 days:81%92%84%90%90%Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.95,000 124,240 155,089 155,089 155,089 2.53 97 60 75 75 3.51 110 102 105 105 *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*:
PROPOSED D -217 Parks & Public Works Department NON -POINT SOURCE PROGRAM FUND 22 2 PROGRAM PURPOSE The principal obj ective of the Non -Point Source P rogram 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 , maintaining trash capture devices inside stormdrains and inspecting private development projects to ensure compliance with stormwater requirements. In order t o meet the National Pollut ant Discharge Elimination System (NPDES) Permit requirements , Engineer ing 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 We st 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 maintenanc e 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 pl an 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 annually and has been in effect since 1990. A next generation of the NPDES storm water permit, called the Municipal Regional Stormw ater 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 has impact ed both private development and public infrastructure maintenance ope rations. Because the permit is on a five -year cycle and is closely linked to
PROPOSED D -218 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 past fiscal year, staff developed and submitted a Long Term Trash Plan as part of the MRP requirements. Engineering Development Services program staff, in coordinati on with the Community Development Department , will continue to review the new development related regulations to assess the long -term budget impacts associated with implementation of this permit. The current permit cycle ends on November 30, 2014. Town st aff is working with the West Valley Clean Water Program staff and SCVU RPPP , to assess potential impacts of the next cycle of the permit. Although a final draft of the new permit has not been released, it is anticipated to include increased regulations reg arding trash, development regulation and pollutants of concern. The full operational and financial impacts of the new permit will become more clear as specific requirements are provided. The Town’s NPDES program will continue to conduct monthly sweepi ng of streets and parking lots; clear storm drains, ditches, and culverts; and dispose of collected material in a safe manner. The frequency of street sweeping in residential and commercial areas may be increased as a result of increased permit regulations in the long term, budget permitting . Staff is currently evaluating costs and strategies to implement these additional regulations. The Town’s NPDES program activities also include volunteer groups that regularly pick up debris along the Los Gatos Creek T rail. 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 a nd 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. Addi tionally, 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 2014/15 ; 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.
PROPOSED D -219 PARKS & PUBLIC WORKS DEPARTMENT Non -Point Source 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 40,203 58,142 76,534 75,785 76,534 116,420 Total Beginning Fund Balance 40,203 58,142 76,534 75,785 76,534 116,420 Revenues Intergovernmental - - - - - - Service Charge - - - - - - Other Revenues 135,000 135,000 403,294 332,000 332,000 336,684 Total Revenues 135,000 135,000 403,294 332,000 332,000 336,684 TOTAL SOURCE OF FUNDS 175,203 $ 193,142 $ 479,828 $ 407,785 $ 408,534 $ 453,104 $ USES OF FUNDS Expenditures Salaries and Benefits 84,268 $ 86,939 $ 93,101 $ 123,124 $ 57,381 $ 126,421 $ Operating Expenditures 19,613 15,258 261,211 230,477 231,782 272,806 Fixed Assets - - - - - - Internal Service Charges 13,180 14,411 5,416 5,444 2,951 5,388 Total Expenditures 117,061 116,608 359,728 359,045 292,114 404,615 Transfers Out Transfer to General Fund - - - - - - Total Transfers Out - - - - - - Total Expenditures & Transfers Out 117,061 116,608 359,728 359,045 292,114 404,615 Ending Fund Balance Designated - - - - - - Undesignated 58,142 76,534 120,100 48,740 116,420 48,489 Total Ending Fund Balance 58,142 76,534 120,100 48,740 116,420 48,489 TOTAL USE OF FUNDS 175,203 $ 193,142 $ 479,828 $ 407,785 $ 408,534 $ 453,104 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D -220 PARKS & PUBLIC WORKS DEPARTMENT Non -Point Source Program FY 2014/15 KEY PROJECTS KEY PROGRAM SERVICES • Sweep s Town streets and parking lots and steam -clean s business area sidewalks • Coordinate s Consolida ted Pest Management with Park Services P rogram, to reduce pesticides from entering waterways Full Time Equivalent (FTE)2010/11 2011/12 2012/13 2013/14 2014/15 Town Staff Funded Funded Funded Funded Funded Sweeper Operator 1.00 1.00 1.00 0.25 0.25 Engineering Inspector - - - 0.50 0.50 Administrative Analyst - - - 0.25 0.25 Total Non-Point Source FTEs 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 environment al 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 W est Valley Clean Water Program. Good Governance Ensure responsive, accountable , and collaborat ive 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. Ne w 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 moni toring , and pesticide use.
PROPOSED D -221 PARKS & PUBLIC WORKS DEPARTMENT Non -Point Source Program Performance Objectives and Measures 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.a. 2,345 1,977 2,260 2,500 2,500 Activity and Workload Highlights 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Estimated 2014/15 Budget 1.10,800 8,100 8,100 8,100 8,100 2.200 200 200 200 200 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:
PROPOSED D -222
PROPOSED D -223 Parks & Public Works Department ASSESSMENT DISTRICT S 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 L andscape 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, trail s, 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 lo ng 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 electi on 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 ha ve arisen, the Town has been required to step in to offset these one -time costs. The following table provides an ove rview of the annual assessments:
PROPOSED D -224 PARKS & PUBLIC WORKS DEPARTMENT Landscape & Lighting Districts Number Rate in effect of Parcel Total prior to Fund #Assessment Districts Parcels Assessment Assessment Prop 218 231 Blackwell Drive 5 632 $ 3,160 $ Yes 232 Kennedy Meadows 15 685 10,275 Yes 233 Gemini Court 18 230 4,140 Yes 234 Santa Rosa 15 300 4,500 Yes 235 Vasona Heights 33 295 9,735 Yes 236 Hillbrook 34 50 5,950 Yes Total Landscape & Lighting Assessment:37,760 $ Fiscal Year 2012/13 Annual Special District Assessments 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 105,635 111,515 129,923 122,098 113,443 129,570 Total Beginning Fund Balance 105,635 111,515 129,923 122,098 113,443 129,570 REVENUES Property Tax Assessments 37,760 37,760 41,238 37,760 37,760 37,760 Interest 1,333 1,242 772 1,294 1,178 1,178 Other Revenues 65 329 15 - - - Total Revenues 39,158 39,331 42,025 39,054 38,938 38,938 TOTAL SOURCE OF FUNDS 144,793 $ 150,846 $ 171,948 $ 161,152 $ 152,381 $ 168,508 $ EXPENDITURES Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures 28,358 16,003 17,175 19,746 17,891 17,891 TOTAL EXPENDITURES 28,358 $ 16,003 $ 17,175 $ 19,746 $ 17,891 $ 17,891 $ Transfers Out Transfer to General Fund 4,920 4,920 4,920 4,920 4,920 4,920 Total Transfers Out 4,920 4,920 4,920 4,920 4,920 4,920 Total Expenditures & Transfers Out 33,278 20,923 22,095 24,666 22,811 22,811 Ending Fund Balance Designated - - - - - - Undesignated 111,515 129,923 149,853 136,486 129,570 145,697 Total Ending Fund Balance 111,515 129,923 149,853 136,486 129,570 145,697 TOTAL USE OF FUNDS 144,793 $ 150,846 $ 171,948 $ 161,152 $ 152,381 $ 168,508 $ DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED D -225 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 Ave nue 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 i sland biweekly. Landscaping plants and irrigation are repla ced and repaired as necessary. BUDGET OVERVIEW During FY 2014/15 , 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 $1,000 contingency repair fund has been added to augment the f und balance and specifically address emergency repair or restoration maintenance issues outside of normal contracted maintenance, and would only be spent in the case where such issues arose.
PROPOSED D -226 PARKS & PUBLIC WORKS DEPARTMENT Blackwell Drive Assessment D istrict 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignated 4,705 5,437 5,747 4,983 6,623 7,367 Total Beginning Fund Balance 4,705 5,437 5,747 4,983 6,623 7,367 Revenues Property Tax Assessments 3,160 3,160 3,160 3,160 3,160 3,160 Interest 60 55 32 54 50 50 Other Revenues 32 - - - - - Total Revenues 3,252 3,215 3,192 3,214 3,210 3,210 TOTAL SOURCE OF FUNDS 7,957 $ 8,652 $ 8,939 $ 8,197 $ 9,833 $ 10,577 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures 2,060 2,445 1,856 3,142 2,006 2,006 Total Expenditures 2,060 2,445 1,856 3,142 2,006 2,006 Transfers Out Transfer to General Fund 460 460 460 460 460 460 Total Transfers Out 460 460 460 460 460 460 Total Expenditures & Transfers Out 2,520 2,905 2,316 3,602 2,466 2,466 Ending Fund Balance Designated - - - - - - Undesignated 5,437 5,747 6,623 4,595 7,367 8,111 Total Ending Fund Balance 5,437 5,747 6,623 4,595 7,367 8,111 TOTAL USE OF FUNDS 7,497 $ 8,192 $ 8,479 $ 7,737 $ 9,373 $ 10,117 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D -227 Parks & Public Works Department KENNEDY MEADOWS ASSESSMENT DISTRICT FUND 232 FUND PURPOSE The Kennedy Meadows Assessment D istrict consists of 8 acres of open space area surrounding 15 homes. The o pen s pace area contai ns 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 Corp s of Engineer s 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 Dur ing FY 2014/15 , 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 $1,000 contingency repair fund has been added to augment the fund balance and specifically address emergency repair or restoration maintenance issues outside of normal contracted maintenance, and would only be spent in the case where such issues arose.
PROPOSED D -228 PARKS & PUBLIC WORKS DEPARTMENT Kennedy Meadows Assessment District 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignated 19,540 20,131 26,214 24,215 11,813 17,633 Total Beginning Fund Balance 19,540 20,131 26,214 24,215 11,813 17,633 Revenues Property Tax Assessments 10,275 10,275 13,015 10,275 10,275 10,275 Interest 223 238 159 266 264 264 Other Revenues - 228 - - - - Total Revenues 10,498 10,741 13,174 10,541 10,539 10,539 TOTAL SOURCE OF FUNDS 30,038 $ 30,872 $ 39,388 $ 34,756 $ 22,352 $ 28,172 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures 8,397 3,148 3,042 3,730 3,209 3,209 Total Expenditures 8,397 3,148 3,042 3,730 3,209 3,209 Transfers Out Transfer to General Fund 1,510 1,510 1,510 1,510 1,510 1,510 Total Transfers Out 1,510 1,510 1,510 1,510 1,510 1,510 Total Expenditures & Transfers Out 9,907 4,658 4,552 5,240 4,719 4,719 Ending Fund Balance Designated - - - - - - Undesignated 20,131 26,214 34,836 29,516 17,633 23,453 Total Ending Fund Balance 20,131 26,214 34,836 29,516 17,633 23,453 TOTAL USE OF FUNDS 28,528 $ 29,362 $ 37,878 $ 33,246 $ 20,842 $ 26,662 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D -229 P arks & 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 bi weekly. Landscaping plants and irrigation are repla ced and repaired as necessary. Annual assessments remain constant fo r the 18 parcels at $230 each. BUDGET OVERVIEW During FY 2014/15 , 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 $1,000 contingency repair fund has been added to augment the fund balance and specifically address emergency repair or restoration maintenance issues outside of nor mal contracted maintenance, and would only be spent in the case where such issues arose.
PROPOSED D -230 PARKS & PUBLIC WORKS DEPARTMENT Gemini Court Assessment District 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignated 11,080 12,290 14,717 11,839 17,038 19,148 Total Beginning Fund Balance 11,080 12,290 14,717 11,839 17,038 19,148 Revenues Property Tax Assessments 4,140 4,140 4,140 4,140 4,140 4,140 Interest 145 138 86 144 136 136 Other Revenues - - - - - - Total Revenues 4,285 4,278 4,226 4,284 4,276 4,276 TOTAL SOURCE OF FUNDS 15,365 $ 16,568 $ 18,943 $ 16,123 $ 21,314 $ 23,424 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures 2,465 1,241 1,295 1,841 1,556 1,556 Total Expenditures 2,465 1,241 1,295 1,841 1,556 1,556 Transfers Out Transfer to General Fund 610 610 610 610 610 610 Total Transfers Out 610 610 610 610 610 610 Total Expenditures & Transfers Out 3,075 1,851 1,905 2,451 2,166 2,166 Ending Fund Balance Designated - - - - - - Undesignated 12,290 14,717 17,038 13,672 19,148 21,258 Total Ending Fund Balance 12,290 14,717 17,038 13,672 19,148 21,258 TOTAL USE OF FUNDS 14,755 $ 15,958 $ 18,333 $ 15,513 $ 20,704 $ 22,814 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D -231 Parks & Public Works Department SANTA ROSA HEIGHTS ASSESSMENT DISTRICT FUND 234 FUND PURPOSE This assessment district provides maintenance and upkee p within designated Open Space A reas 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 Bel g atos Park, street trees, and lighting . The trail is pruned, sprayed , and cleared of trash biweekly by the contract or . Annual assessments for the fifteen parcels were decreased from $540 each, to $300 each , effecti ve FY 2006/07 . BUDGET OVERVIEW During FY 2014/15 , 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 $1,000 contingency repair fund has been added to augment the fund balance and specifically address emergency repair or restoration maintenance issues outside of normal contracted maintenance, and would only be spent in the case where such issues arose.
PROPOSED D -232 PARKS & PUBLIC WORKS DEPARTMENT Santa Rosa Heights Assessment District 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignated 54,953 `53,068 54,284 53,561 55,237 55,997 Total Beginning Fund Balance 54,953 53,068 54,284 53,561 55,237 55,997 Revenues Property Tax Assessments 4,500 4,500 4,500 4,500 4,500 4,500 Interest 704 553 329 554 460 460 Other Revenues - - 15 - - - Total Revenues 5,204 5,053 4,844 5,054 4,960 4,960 TOTAL SOURCE OF FUNDS 60,157 $ 58,121 $ 59,128 $ 58,615 $ 60,197 $ 60,957 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures 6,429 3,177 3,231 3,477 3,540 3,540 Total Expenditures 6,429 3,177 3,231 3,477 3,540 3,540 Transfers Out Transfer to General Fund 660 660 660 660 660 660 Total Transfers Out 660 660 660 660 660 660 Total Expenditures & Transfers Out 7,089 3,837 3,891 4,137 4,200 4,200 Ending Fund Balance Designated - - - - - - Undesignated 53,068 54,284 55,237 54,478 55,997 56,757 Total Ending Fund Balance 53,068 54,284 55,237 54,478 55,997 56,757 TOTAL USE OF FUNDS 59,497 $ 57,461 $ 58,468 $ 57,955 $ 59,537 $ 60,297 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D -233 Parks & Public Works Department VASONA HEIGHTS ASSESSMENT DISTRICT FUND 235 FUND PURPOSE This assessment district is adjacent to Blossom Hill and Roberts Road s , with open space running between the subdivision and the Los Gatos Creek Trail. The d istrict was created to provide maintenance an d upkeep within the designated Open Space A reas A, B, and C of Tract No. 8280, of the Vasona Heights Subdivision. All 32 re sidences 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 syst ems, 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 m aintenance completed biweekly. BUDGET OVERVIEW During FY 2014/15 , 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 $1,000 contingency repair fund has bee n added to augment the fund balance and specifically address emergency repair or restoration maintenance issues outside of normal contracted maintenance, and would only be spent in the case where such issues arose.
PROPOSED D -234 PARKS & PUBLIC WORKS DEPARTMENT Va sona Heights Assessment District 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignated 13,387 18,324 24,201 21,645 29,147 33,640 Total Beginning Fund Balance 13,387 18,324 24,201 21,645 29,147 33,640 Revenues Property Tax Assessments 9,735 9,735 10,473 9,735 9,735 9,735 Interest 180 219 143 240 224 224 Other Revenues 30 101 - - - - Total Revenues 9,945 10,055 10,616 9,975 9,959 9,959 TOTAL SOURCE OF FUNDS 23,332 $ 28,379 $ 34,817 $ 31,620 $ 39,106 $ 43,599 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures 3,578 2,748 4,240 4,012 4,036 4,036 Total Expenditures 3,578 2,748 4,240 4,012 4,036 4,036 Transfers Out Transfer to General Fund 1,430 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 Out 5,008 4,178 5,670 5,442 5,466 5,466 Ending Fund Balance Designated - - - - - - Undesignated 18,324 24,201 29,147 26,178 33,640 38,133 Total Ending Fund Balance 18,324 24,201 29,147 26,178 33,640 38,133 TOTAL USE OF FUNDS 21,902 $ 26,949 $ 33,387 $ 30,190 $ 37,676 $ 42,169 $ STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED D -235 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 mainten ance of the lawn, trees, shrubs , and irrigation system. Th e park is cleared of tras h, mowed , and cleaned weekly. BUDGET OVERVIEW During FY 2014/15 , 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 $1,000 contingency repair fund has been added to augment the fund balance and specifically address emergency repair or restoration maintenance iss ues outside of normal contracted maintenance, and would only be spent in the case where such issues arose.
PROPOSED D -236 PARKS & PUBLIC WORKS DEPARTMENT Hillbrook Drive Assessment District 2010/11 2011/12 2012/13 2013/14 2013/14 2014/15 Actuals Actuals Actuals Adopted Estimated Adopted SOURCES OF FUNDS Beginning Fund Balance Designated -$ -$ -$ -$ -$ -$ Undesignatged 1,970 2,265 4,760 2,755 2,679 4,879 Total Beginning Fund Balance 1,970 2,265 4,760 2,755 2,679 4,879 Revenues Property Tax Assessments 5,950 5,950 5,950 5,950 5,950 5,950 Interest 21 39 23 36 44 44 Other Revenues 3 - - - - - Total Revenues 5,974 5,989 5,973 5,986 5,994 5,994 TOTAL SOURCE OF FUNDS 7,944 $ 8,254 $ 10,733 $ 8,741 $ 8,673 $ 10,873 $ USES OF FUNDS Expenditures Salaries and Benefits -$ -$ -$ -$ -$ -$ Operating Expenditures 5,429 3,244 3,511 3,544 3,544 3,544 Total Expenditures 5,429 3,244 3,511 3,544 3,544 3,544 Transfers Out Transfer to General Fund 250 250 250 250 250 250 Total Transfers Out 250 250 250 250 250 250 Total Expenditures & Transfers Out 5,679 3,494 3,761 3,794 3,794 3,794 Ending Fund Balance Designated - - - - - - Undesignated 2,265 4,760 6,972 4,947 4,879 7,079 Total Ending Fund Balance 2,265 4,760 6,972 4,947 4,879 7,079 TOTAL USE OF FUNDS 7,694 $ 8,004 $ 10,483 $ 8,491 $ 8,423 $ 10,623 $ STATEMENT OF SOURCE AND USE OF FUNDS