Staff ReportMEETING DATE: 09/15/15
ITEM NO: g
COUNCIL AGENDA REPORT
DATE: SEPTEMBER 2, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER eaitVd-
SUBJECT: UPDATE TOWN DONATIONS POLICY. ACCOUNTING PROCEDURES
ADMINISTRATIVE SUPPORT AND RELATED ITEMS
a. APPROVE AN AMENDED SOLICITATION AND DONATION POLICY;
b. REVISE THE TOWN OF LOS GATOS DONATION OPPORTUNITIES FY
2015/16 LIST OF TOWN NEEDS;
c. AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIRST
AMENDMENT TO THE AGREEMENT BETWEEN THE LOS
GATOS/MONTE SERENO POLICE DEPARTMENT AND THE LOS
GATOS /MONTE SERENO POLICE FOUNDATION; AND
d. AUTHORIZE A REVENUE DECREASE OF $20,000 TO THE POLICE
ADMINISTRATION PROGRAM BUDGET
RECOMMENDATIONS:
1. Adopt an amended Solicitation and Donation Policy.
2. Adopt a revised Town of Los Gatos Donation Opportunities FY 2015/16 List of Town
Needs.
3. Authorize the Town Manager to execute a first amendment to the agreement between the
Town of Los Gatos and the Los Gatos/Monte Sereno Police Foundation.
4. Authorize a revenue decrease of $20,000 to the Police Administration Program Budget.
Reviewed by:
MATT FRISBY
Police Chief
C v
AND HEIDI M RPHY
Library Director
Town Manager 'pwn Attorney
C: \Usem\hlong\Documents \Donations \Friends Foundation Staff Report \Foundation Friends Final DraftHM.doc
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: FRIENDS AND FOUNDATION
SEPTEMBER 2, 2015
BACKGROUND:
The Town's Solicitation and Donation Policy was last revised in April 2008 (Attachment 1).
The Policy does not currently recognize 501(c)(3) nonprofit organizations, such as the Friends of
the Los Gatos Library (Friends) and the Los Gatos/Monte Sereno Police Foundation
(Foundation), that are dedicated to raising funds specifically to support ongoing Town services to
the community. Both of these organizations routinely give more than $25,000 annually to the
Town.
The practices for accepting donations from the Foundation and Friends are currently different.
The process for the Friends is as follows:
I. The Town has an established Library Custodial Account as a separate fund (711) in the
Library Budget.
2. The Friends of the Library donate money to the Library on an annual basis, based upon a
wish list of programs, services and collections requested by Library staff prior to each
fiscal year (Attachment 3).
3. Annually, during the Town's budget process, the Library budgets use of this money
which is in accordance with the terms of the Custodial Account (Budget page D -257,
Attachment 5 *) and Council approves use of this money during adoption of the annual
budget.
*Currently defined as a "Trust" account. This is not a legal trust therefore staffs
recommendation is to change title to a "Custodial" account.
The process for the Foundation is as follows:
1. During the Town's budget development process, staff estimates Police Foundation
Donations for the upcoming fiscal year and budgets this amount as both a revenue and
expenditure in the Town's General Fund Operating Budget.
2. After Council adoption of the General Fund Operating Budget, the Foundation Board
requests staff to provide proposals for funding at the monthly Foundation Board
meetings.
3. The Foundation votes to approve or deny the items requested. The approval of these
requests commits the Foundation to fund these expenditures.
4. At the end of the fiscal year, the Town accepts the donations as a whole so that these
funds can be transferred into the Town's General Fund Revenues, thereby reimbursing
the Town for expenses incurred.
Attachment 4 is a proposed list of "Town of Los Gatos Donation Opportunities, FY 2015/16 List
of Town Needs" that identifies "goods, services, and other contributions to enhance Town
services, programs, and events." This document is updated each year through the budget
process. Currently, all donations provided by the Friends and Foundation fit into the categories
outlined in this document.
In a related matter, on October 7, 2014, the Town Council authorized the Town Manager to enter
into an agreement with the Foundation. The agreement included a provision that allowed for five
hours per week of administrative Town staff support to the Foundation. As consideration the
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: FRIENDS AND FOUNDATION
SEPTEMBER 2, 2015
BACKGROUND (Cont'd):
Foundation agreed to reimburse the Department for administrative staff support hours in the
amount of $20,000 annually.
DISCUSSION:
Staff recommends amending the Solicitation and Donation Policy to standardize the donation
acceptance procedures for ongoing donations from organizations such as the Los Gatos /Monte
Sereno Police Foundation and the Friends of the Los Gatos Library (Attachment 2). The
standard procedures recommended are as follows:
• Potential uses for donation funds will be discussed and agreed upon with the respective
non -profit bodies, in accordance with the Council approved Solicitation and Donation
Policy.
• Funds donated will be placed into accounts as designated by the Finance Director.
• The departments may expend donated funds once received and deposited into the
appropriate account only for items identified on the Council approved Town of Los Gatos
Donation Opportunities List of Town Needs, which is approved annually with the
Town's operating budget.
• At the end of each fiscal year, a written listing of items purchased from these accounts, in
accordance with the Donation Policy, shall be provided to the Town Manager and Town
Council.
The current Town of Los Gatos Donation Opportunities FY 2015/16 List of Town Needs
currently offers a donation opportunity for "Equipment, Supplies and Materials to support Police
Operations." The suggested modification would specifically prohibit using donated funds to
purchase firearms (Attachment 4).
In a related matter, the current agreement with the Foundation, approved by Council on October
7, 2014, allows for the Police Department to provide five (5) hours of administrative support to
the Foundation in exchange for $20,000 per year (Attachment 6, Page 3, Sections 3 -B &C). The
first amendment to this agreement proposes to eliminate both the administrative support and the
$20,000 payment to provide a clearer distinction between the Foundation and the Department
(Attachment 7).
CONCLUSION:
The Friends and Foundation are both 501(c)(3) organizations dedicated to supporting and
enhancing services to the community. Staff recommends standardizing donation acceptance
procedures for ongoing donations from these 501(c)(3) organizations to provide process
consistency and clarity. For these reasons, staff recommends that the Town Council:
1. Adopt an amended Solicitation and Donation Policy (Attachment 2).
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: FRIENDS AND FOUNDATION
SEPTEMBER 2, 2015
CONCLUSION (Cont'd):
2. Adopt a revised Town of Los Gatos Donation Opportunities FY 2015/16 List of Town Needs
(Attachment 4).
3. Authorize the Town Manager to execute a first amendment to the agreement between the
Town of Los Gatos and the Los Gatos /Monte Sereno Police Foundation (Attachment 7).
4. Authorize a revenue decrease of $20,000 to the Police Administration Program Budget.
COORDINATION:
The preparation of the report was done by staff from the Finance, Police Department, and
Library in coordination with the Town Manager's Office and Town Attorney's Office.
ENVIRONMENTAL ASSESSMENT:
The Council's discussion of this matter is not a project defined under the California
Environmental Quality Act (CEQA), and no further action is required.
FISCAL IMPACT:
The revised agreement between the Town of Los Gatos and the Los Gatos/Monte Sereno Police
Foundation would eliminate the five hours per week of administrative Town staff support to the
Foundation. The $20,000 reimbursement for the support will result in a revenue reduction of
$20,000 for the 2015/16 fiscal year, requiring a corresponding budget adjustment
It is estimated that standardizing the donation acceptance procedure for organizations such as the
Friends of the Los Gatos Library and the Los Gatos /Monte Sereno Police Department will have
no fiscal impact.
Attachments:
1. Existing Town Solicitation and Donation Policy
2. Draft Amendment of the Town Solicitation and Donation Policy
3. Friends of the Los Gatos Library Wish List
4. Draft Revised Town of Los Gatos Donation Opportunities, FY 2015/16 List of Town
Needs
5. Budget Page D -257 (Library Custodial Account)
6. 2014/15 Agreement Between LosGatos /Monte Sereno Police Foundation and Town of
Los Gatos, Los Gatos /Monte Sereno Police Department
7. Draft First Amendment to the Agreement between Town of Los Gatos and Los
Gatos /Monte Sereno Police Foundation
COUNCIL POLICY
TOWN OF LOS GATOS
Subject: SOLICITATION AND DONATION
POLICY Page I of 4 Enabling Actions:
Effective Revised Date:
Date: 4/21/2008
The purpose of this policy is to effect Town donations and solicitations in a manner that complies
with both the letter and spirit of California ethics laws and, within that that framework, to expand the
potential for community donations by establishing a mechanism by which individuals and
organizations may be more readily advised of donation opportunities.
SOLICITATION GUIDELINES
Targeted Solicitation
Targeted solicitation is defined as the direct petition or contact of specific individuals, companies,
foundations or other entities initiated by the Town Council and other elected officials, Council
advisory bodies, and Town employees herein called "Town Officials" for the purpose of receiving
goods, services, or other contributions for the Town. Targeted solicitation excludes the direct
petition for government, private, or non - profit grants for Council- approved programs, projects, and
services. Unless prior approval has been given by the Council, Town Officials shall not engage in
targeted solicitation activities on behalf of the Town.
BROAD OUTREACH GUIDELINES
Broad Outreach
Broad outreach is defined as the process of informing a broad spectrum of individuals, companies,
foundations, non -profit organizations, or other entities of donation opportunities through various
communication vehicles, including but not limited to written, electronic, or internet - related
publications, flyers, brochures, news releases, and television or radio announcements. Broad
outreach is permitted by the Town Manager or designee subject to the guidelines provided in this
policy.
The following broad outreach guidelines apply when communicating a Town need for goods,
services, or other contributions:
Broad outreach must relate to a Town Council- approved purpose, service, project, or program.
ATTACHMENT
• Broad outreach for goods, services, or other contributions should be made by using a variety of
communication methodologies to ensure outreach to the entire community.
• Donations shall not be made under the guise, pretense, or presumption of receiving official
Town endorsement or approval of the donating party, product, project, or activity.
PROCEDURE FOR ESTABLISHING COUNCIL APPROVED TOWN NEEDS
The Council shall direct the Town Manager to develop a list of recommendeq Town needs for
donation opportunities. Council consideration and approval.of1bqist- ofTDWjq i edsZq occur as
part of the annual operating and capital budget development process and can be amended by Council
at any time
DONATION ACCEPTANCE GUIDELINES
All goods, services, or other contributions offered byindividuals, companies, foundations, non -profit
organizations, or other entities will be considered for acceptance or rejection, including items offered
for donation that are identified on a Council approved list of needs. The acceptance of all donations
to the Town will be based on the following guidelines.
■ Purpose of the donation.
■ Community or municipal need for the donation.
Compatibility of the donation with Los Gatos Municipal Code, policies, programs, and other
applicable laws.
■ Timeliness of the donation as it relates to implementation.
• Level of benefit and financial impact to the Town.
All donations should be reviewed by the Town Manager or designee in advance of acceptance to
ensure consistency with established policy guidelines.
AUTHORITY TO ACCEPT DONATIONS
The authority to accept all donations is based on the market value of the donation as reasonably
determined.
Donations $25, 000 and Under
The Town Manager or designee is authorized to accept or reject all minor donations that have a
market value equal to or less than $25,000.
Donations over $25,000
The Town Council shall consider and accept or reject all major donations that have a market value
greater than $25,000.
Page 2 of 4
FOR ACCEPTING MAJOR DONATIONS
For all major donations, a staff report, containing analysis based on the donation acceptance
guidelines established in this policy, will be written to guide the Council when considering major
donations. The report will also provide donation recognition alternatives for Council consideration
should the donation be accepted. The Council will determine on a case by case basis if the donation
should be accepted or rejected.
DONOR RECOGNITION GUIDELINES
Acceptance of donations shall be acknowledged by the Town. Donation recognition practices shall
be implemented in a consistent manner and adhere to Town Municipal Code, all applicable laws,
regulations, and policies. Recognition of donations will be determined by the Council or Town
Manager and shall be consistent with acceptance requirements of this policy and the guidelines set
forth below:
Donations accepted by the Town may be acknowledged through one or more of the forms of
recognition as indicated below. Other forms of recognition may be approved by the Town Council
via resolution if compelled by special circumstances which shall be specified in the resolution.
• Written and/or verbal recognition.
• Public recognition at Town Council meetings.
• Inclusion in Town public communication materials, such as electronic media and selected
publications.
• Plaques.
Plaques may be used to commemorate donations accepted by the Town from persons, businesses,
and organizations according to the following standards:
Plaques used for recognition purposes may be affixed to an appropriate Town facility, which
includes, but is not limited to a building or any portion thereof, structure, equipment, furniture or
natural asset. Plaques shall include the name(s) of the person(s) being recognized and applicable
date, with standard wording limited to:
The Town of Los Gatos recognizes and appreciates [and his/her family]
for [his/her /their] donation to [identify facility].
• The Town of Los Gatos recognizes and appreciates [business or
organization] for its donation to [identify facility],
■ The Town of Los Gatos recognizes and appreciates
donation to [identify facility] in the name of
• Or language acceptable to the Town Council.
for [his/her /its]
Page 3 of 4
The size of the plaque shall not exceed 8 "x10," unless the number of donors exceeds the allowable
space. For multiple donors, the names of the donors should be proportioned thereto, and the size of
the plaque shall not exceed four (4) square feet. The location, materials, size and color of plaques
shall be consistent with acceptance requirements of this policy or by Council on a case by case basis
should special circumstances exist, which shall be specified in a resolution. Unless compelled by
special circumstances and approved by the Town Council via resolution, Town facilities shall not be
named after an individual, group, organization or business as a result of any donated good, service,
or other contribution to the Town.
APPROVED AS TO FORM: (!(" • rf
1 QWf Attomey
N:WGR\AdniWaa m \Council Policia\SoHdw iou and Donaticn.doc
Page 4 of 4
SOLICITATION AND DONATION POLICY FAQ
FREQUENTLY ASKED QUESTIONS
Q: What does the Solicitation and Donation policy do?
A: The policy does the following:
• Restricts Town officials from engaging in targeted solicitation of
specific individuals, companies, businesses, foundations and other
entities. (Town officials are defined as elected and appointed officials
and employees)
• Establishes guidelines for the acceptance and recognition of
donations and naming of Town facilities.
Q: What does "targeted solicitation" mean?
A: Targeted solicitation is defined as the direct petition of contact of specific
individuals, companies, foundations, or other entities by Town officials for
the purpose of receiving goods and services.
Q: Does this mean that the Town cannot apply for a grant?
A: No. The policy specifically states that targeted solicitation excludes the
direct petition for government, private, or non - profit grants for Council
approved programs, projects, and services.
Q: Who can directly solicit for goods, services or other contributions on
behalf of the Town?
A: Unless authorized by the Town Council, Town officials cannot engage in
targeted solicitation activities on behalf of the Town. The Arts
Commission is the only appointed body that has been authorized by the
Town Council to engage in "targeted solicitation" and fundraise for the
Music in the Park program.
Q: Now does the policy change the way the Town communicates its
donation needs to non- prorrt organizations/foundations and the
general public?
A: Town officials may not directly petition individuals or other entities and
request goods, services, or other contributions for the Town. Instead,
officials may share an established list of Town needs with interested
persons. The list of Town needs will be developed as part of the
FY2008109 budget process.
Page 1 of 2
Q: if a member of the public or non- profit/foundation engages the Town
In a conversation about donation opportunities, can Town officials
share specific needs?
A: Yes. If members of the public or other entities engage the Town in a
conversation about donation opportunities, Town officials may discuss
specific service /equipment needs. Town officials should also advise the
public about the list of Town needs established by the Council.
Q: Will all donations be accepted?
A: No. The acceptance of donations will be based on guidelines outlined in
the policy.
Q: Who is responsible for accepting /evaluating donations?
A: Donations that have a market value of $25,000 or less will be considered
by the Town Manager. Donations with a market value of over $25,000 will
be considered by the Town Council. Major donations (those over $25,000)
will be agendized for Council discussion and should be accompanied by a
staff analysis along with recognition alternatives.
Q: Now are donors recognized? Who determines the type of
recognition given to donors?
A: Donors may be acknowledged through verbal or written recognition, public
recognition at a Council meeting and /or inclusion in public information
materials. Donors may also be recognized with a plaque. Recognition of
donations will be determined by the Council or Town Manager and is
consistent with the acceptance requirements outlined in the policy.
Q: Can Town facilities be named after an individual or organization?
A: Unless compelled by special circumstances, Town facilities shall not be
named after an individual, group, organization, or business as a result of a
donation to the Town.
NAMGMAdminMasters Coundl PoliciesTAQ Solicitation - Solicitation and Donation Policy.doc
Page 2 of 2
COUNCIL POLICY
TOWN OF LOS GATOS
Subject: SOLICITATION AND DONATION
POLICY Page 1 of 44 Enabling Actions:
Approved: Effective Revised Date:
Date: 4/21/2008
PURPOSE
The purpose of this policy is to effect Town donations and solicitations in a manner that complies
with both the letter and spirit of California ethics laws and, within that that framework, to expand the
potential for community donations by establishing a mechanism by which individuals and
organizations may be more readily advised of donation opportunities.
SOLICITATION GUIDELINES
Targeted Solicitation
Targeted solicitation is defined as the direct petition or contact of specific individuals, companies,
foundations or other entities initiated by the Town Council and other elected officials, Council
advisory bodies, and Town employees herein called "Town Officials" for the purpose of receiving
goods, services, or other contributions for the Town. Targeted solicitation excludes the direct
petition for government, private, or non -profit grants for Council- approved programs, projects, and
services. Unless prior approval has been given by the Council, Town Officials shall not engage in
targeted solicitation activities on behalf of the Town.
BROAD OUTREACH GUIDELINES
Broad Outreach
Broad outreach is defined as the process of informing a broad spectrum of individuals, companies,
foundations, non -profit organizations, or other entities of donation opportunities through various
communication vehicles, including but not limited to written, electronic, or intemet- related
publications, flyers, brochures, news releases, and television or radio announcements. Broad
outreach is permitted by the Town Manager or designee subject to the guidelines provided in this
policy.
The following broad outreach guidelines apply when communicating a Town need for goods,
services, or other contributions:
ATTACHMENT 2
Broad outreach must relate to a Town Council - approved purpose, service, project, orprogram.
Broad outreach for goods, services, or other contributions should be made by using a variety of
communication methodologies to ensure outreach to the entire community.
Donations shall not be made under the guise, pretense, or presumption of receiving official
Town endorsement or approval of the donating party, product, project, or activity.
PROCEDURE FOR ESTABLISHING COUNCIL APPROVED TOWN NEEDS
The Council shall direct the Town Manager to develop a list of recommended Town needs for
donation opportunities. Council consideration and approval of the list of Town needs may occur as
part of the annual operating and capital budget development process and can be amended by Council
at any time.
DONATION ACCEPTANCE GUIDELINES
All goods, services, or other contributions offered by individuals, companies, foundations, non -profit
organizations, or other entities will be considered for acceptance or rejection, including items offered
for donation that are identified on a Council approved list of needs. The acceptance of all donations
to the Town will be based on the following guidelines.
• Purpose of the donation.
• Community or municipal need for the donation.
• Compatibility of the donation with Los Gatos Municipal Code, policies, programs, and other
applicable laws.
• Timeliness of the donation as it relates to implementation.
• Level of benefit and financial impact to the Town.
All donations should be reviewed by the Town Manager or designee in advance of acceptance to
ensure consistency with established policy guidelines.
AUTHORITY TO ACCEPT DONATIONS
The authority to accept all donations is based on the market value of the donation as reasonably
determined.
Donations $25, 000 and Under
The Town Manager or designee is authorized to accept or reject all minor donations that have a
market value equal to or less than $25,000.
Donations over $25, 000
The Town Council shall consider and accept or reject all major donations that have a market value
Page 2 of 4
greater than $25,000.
Oneoinz Annual Donations from 501(c)(3) Organizations dedicated to sup-porting specific Town
Departments in Offering Community Services
• Potential uses for donation funds will be discussed and agreed upon with the respective
non -profit bodies, in accordance with the Council approved Solicitation and Donation
Policy.
• Funds donated will be placed into accounts as designated by the Finance Director.
• The departments may expend donated funds once received and deposited into the
a ro riate account only for items identified on the Council approved Town of Los Gatos
Donation Opportunities List of Town Needs which is approved annually with the Town's
operating budget.
• At the end of each fiscal year, a written listing of items purchased from these accounts in
accordance with the Donation Policy, shall be provided to the Town Manager and Town
Council.
PROCEDURES FOR ACCEPTING MAJOR DONATIONS
For all major donations, a staff report, containing analysis based on the donation acceptance
guidelines established in this policy, will be written to guide the Council when considering major
donations. The report will also provide donation recognition alternatives for Council consideration
should the donation be accepted. The Council will determine on a case by case basis if the donation
should be accepted or rejected.
DONOR RECOGNITION GUIDELINES
Acceptance of donations shall be acknowledged by the Town. Donation recognition practices shall
be implemented in a consistent manner and adhere to Town Municipal Code, all applicable laws,
regulations, and policies. Recognition of donations will be determined by the Council or Town
Manager and shall be consistent with acceptance requirements of this policy and the guidelines set
forth below:
Donations accepted by the Town may be acknowledged through one or more of the forms of
recognition as indicated below. Other forms of recognition may be approved by the Town Council
via resolution if compelled by special circumstances which shall be specified in the resolution.
■ Written and/or verbal recognition.
• Public recognition at Town Council meetings.
• Inclusion in Town public communication materials, such as electronic media and selected
publications.
■ Plaques.
Plaques may be used to commemorate donations accepted by the Town from persons, businesses,
Page 3 of 4
and organizations according to the following standards:
Plaques used for recognition purposes may be affixed to an appropriate Town facility, which
includes, but is not limited to a building or any portion thereof, structure, equipment, furniture or
natural asset. Plaques shall include the name(s) of the person(s) being recognized and applicable
date, with standard wording limited to:
■ The Town of Los Gatos recognizes and appreciates
for [his/her /their] donation to [identify facility].
■ The Town of Los Gatos recognizes and appreciates
organization] for its donation to [identify facility].
■ The Town of Los Gatos recognizes and appreciates
donation to [identify facility] in the name of
■ Or language acceptable to the Town Council.
[and his/her family]
[business or
for [his/her /its]
The size of the plaque shall not exceed 8 "x 10," unless the number of donors exceeds the allowable
space. For multiple donors, the names of the donors should be proportioned thereto, and the size of
the plaque shall not exceed four (4) square feet. The location, materials, size and color of plaques
shall be consistent with acceptance requirements of this policy or by Council on a case by case basis
should special circumstances exist, which shall be specified in a resolution. Unless compelled by
special circumstances and approved by the Town Council via resolution, Town facilities shall not be
named after an individual, group, organization or business as a result of any donated good, service,
or other contribution to the Town.
APPROVED AS TO FORM:
Town Attorney
NAMGRWdminMmtm\POGcim \Council Pohcie \2014 and oldeMolieitation and Donation.doc
Page 4 of 4
Library Wish List Request
2015 -2016
SUMMER READING /LISTENING CLUB 2016
(62416)
Goal: To encourage children to read or be read to through the summer, foster lifelong learning, and
promote the use of the library as a community center in Los Gatos.
Summary: The Summer Reading Club (ages 0 -18) has been a continued success, reaching nearly
1,000 local children. This summer, we will continue to highlight all of the fun features of the library
with movie nights, music, as well as some of our favorite performers. We will continue to select
entertainment that is both engaging for children and families but also bring forth a unique
educational component to highlight the summer theme. We will continue to highlight age
appropriate program options including Read to Me (ages 0 -4) and Kids Read (ages 4 -9).
Request: $8,000
TEEN /TWEEN SUMMER READING CLUB 2016
(62418)
Goal: To encourage tweens and teens, ages 10 -18, to read through the summer, maintain the library
as a relevant place in their lives, and foster lifelong learning.
Summary: This year we will continue and grow our partnership with Fisher Middle School and Los
Gatos High through collaborative programming and a focus on community service and academics.
By combining Tween and Teen age groups we are able to service the age range more fully and
provide user centered programming that appeals directly to participants. We will continue to focus
on larger, interval raffle prizes, rather than the smaller individual prizes at completions. Also, to
replace required reading bookclubs we are putting on Community Readalong of Ender's Game,
furthering our work connecting adults and teens in our community. We will be reaching out to
community members of all types, students, teachers, parents, neighbors, etc. to join us is a reading
of Ender's Game. This will include recorded booktalks and a movie showing at the end of the
summer.
Request: $4,000
AFTERSCHOOL AND FAMILY NIGHT PROGRAMS September 2015 to May 2016
(62415)
Goal: To continue year round programming that enhances traditional library services and
promotes patronage of the Los Gatos Library for school -age children and families.
Summary: We have nearly 800 children, parents, and care givers attend our programs annually
and there have been ceaseless compliments from parents regarding our special programs. We
continue to vary the programs so that there is something for everyone. With the Friends' support,
we will continue to offer one program per month from January through May and October through
ATTACHMENT3
December (9 programs). Focused on community engagement, highlighting library services and
collections, and building a life -long group of readers, we are so excited to offer opportunities for all
ages and learning styles to make the library a lively and engaging space. In addition, this year we
will be developing a "Video Game Night" program that will allow kids of all ages and abilities to
participate in fun, tournament style gaming. This will give children an opportunity to participate in
a library program for those interested in gaming, this environment will allow for children to work
in teams and enjoy the library in a unique way. Also, we will be kicking off the fall with our Be a
Book Family campaign to connect with families through literature. For school aged children our
"Kids Read" program will explore different themes quarterly and will provide a selection of books
to the families that participate.
Request: $6,250
SPECIAL PROGRAMS FOR BABIES - PRESCHOOLERS September 2015 to May 2016 (62419)
Goal: To provide year -round special programming for babies, toddlers, and preschoolers.
Summary: Our storytime participation has continued to grow! With your support, we have added a
wonderful technology component to our storytimes. The combination of music, words to follow
along with on the overhead projector through Apple TV and the incorporation of a microphone
have allowed us to meet the learning styles of more children. It also helps us keep our growing
storytimes engaging for all participants. We would like to continue to make technology
enhancements, such as books on screen, apps, screen -based "felt" stories and more! We would also
like to continue bring in special guests to liven up the program with music, instruments, sign
language, and other talents. We would also like to update and replace old and damaged toys with
fresh new ones for our stay and play time. Additionally, we would like to curate multiple
Storywalk® displays this year to target early literacy, family engagement, and physical activity. For
this special event we will need to purchase additional large format books and sign frames to display
the pages along the route /path. Also, we will be kicking off the fall with our Be a Book Family
campaign to connect with families through literature. For preschool aged children our "Read to Me"
program will explore different themes quarterly and will provide a selection of books to the
families that participate.
Request: $3,000
SPECIAL PROGRAMS FOR TWEENS (ages 10 -12) July 2015 to June 2016
(62420)
Goal: To continue existing programs and develop additional programs for those patrons who are
too old for children's programming and too young for teen programming.
Summary: We would like to further engage with this middle school population to develop relevant
programs that will keep them engaged with the library into the teen and adult years. We have
developed a wonderful relationship with the middle school librarian and the middle school
students. This relationship has allowed us to reach out to this in between group of students and
become familiar with their interests and make connections with them as individuals. This will allow
our Tween patrons to become familiar with the library as both an academic resource and as a safe
community space for their current use and years to come. We will be rolling out a Be a Book Family
program for tween patrons and their families as well. This program will focus on reading popular
tween (and teen) fiction as a family unit and using literature as a connection for literacy
engagement as well as creating book centered families through the middle school years.
Request: $1,500
Cusack Endowment Early Literacy Collection Enhancement 2016
Goal: To further develop the Easy Reader Collection to promote early literacy skills and encourage
beginning readers to foster a love of literature and a passion for reading.
Summary: The Easy Reader section of the Children's Collection circulates nearly 30,000 books of
early reading materials including phonics, emergent readers, and beginning chapter books
annually. These books set the foundation for learning to read in preschool, Kindergarten, and
beyond. This collection plays a primary role in creating confident and passionate readers in the Los
Gatos community. Expanding this collection further, will allow us to reach out to even more
children and their families and provide an even greater selection of early literacy materials to make
learning to read fun and engaging for all.
Request: $1,000
SPECIAL PROGRAMS FOR TEENS September 2015 to May 2016
(62421)
Goal: To provide special programs for teens which will help maintain the library as the "third
place" and foster a love of reading and learning.
Summary: The teen room has been widely popular, especially during the after school hours. We
would like to continue connecting with our teen population through small weekly interactions, such
as our Name Raffle and "Candy and Conversation" strategy. In the Fall, we will also revisit our
popular Reverse Required Reading program with a new group of high school students. We would
like to continue providing study halls for teens during finals.
Request: $2500
ADULT COLLECTIONS - Bestseller Books and DVDs
(62423)
Goal: To allow patrons to be able to find great new books and DVDs available for checkout in the
library.
Summary: The Friends of the Library Bestseller book and DVD collections continue to be popular
in the library. These Bestseller collections don't allow holds and therefore provides a key service to
connect library visitors with popular items that can be checked out right away. We would love to
continue providing this collection to keep up with demand and help shrink the large queue that
often builds on the more popular book and DVD releases.
Request: $6,000
ADULT PROGRAMS - Adult Book Club, Literary Fair, Additional Adult Programs
(62425)
Goal: To support additional adult services events
Summary: Last year, thanks to the generosity of our Friends group we had a highly successful
Local Author Fair with great attendance and many, enthusiastic, local authors participating. We
would love to continue hosting this great Summer program. Our Adult Book Clubs continue to
thrive and we have been getting multiple uses out of the books purchased for each meeting by
turning them into circulating book club kits. These kits have become very popular with local book
groups so we look forward to continuing to increase and refresh our available titles by continuing
to provide copies of books for our Adult Book Clubs.
Request: $3,500
Total Request: $35.750
TOWN OF LOS GATOS DONATION OPPORTUNITIES
FY 2015/16 LIST OF TOWN NEEDS
To ensure that all donations and contributions are sought and accepted in an ethical manner, the Council
established a Donation and Solicitation Policy. A List of Town needs was developed to identify goods,
services, and other contributions to enhance Town services, programs, and events. The recommended
needs for FY 2015 /16 are:
PUBLIC SAFETY
• Volunteer Program Materials and Equipment
• Specialized Public Safety Equipment and Supplies, including Support for Canine Program
• Training Support for Public Safety Staff and Volunteers
• Equipment, Supplies and Materials to Support Police Operations, Excluding Firearms
• Community Outreach Program Supplies
LIBRARY SERVICES
• Children, Youth, and Adult Program Collections, Supplies and Services
• Library Book and Audio/Visual Collections
• Funding to Support Technological Enhancements, including Digital Services
• Equipment and Services to Support Historical Preservation Efforts
• Resource Support for Collection Development and Reference, Local History, and Library Policy
SENIOR SERVICES
• Senior Program Supplies, Materials, and Services
• Cell Phone and Other Telecommunications Equipment
COMMUNITY EVENTS
• Supplies, Materials, and Services for Special Community and Volunteer Events and Activities
• Funding for Donations of Public Art Subject to Art Selection Policy
TOWN PARKS AND FACILITIES
Beautification Materials and Services for Town Parks, Open Space, and Infrastructure; Land for
Parks and Open Space
Contributions that Support Recreation or Expansion of Athletic Fields
Contributions for Public Improvements for Civic Center Deck and Facilities Housing Museums
of Los Gatos and Friends of Los Gatos Library
SUSTAINABILITY
• Contributions to Help Minimize Impacts on Local, Regional, and Global Ecosystems through
Conservation, Reduced Pollution, Increased Efficiency, and Protection of Wildlife, Vegetation,
and Other Ecosystems
TECHNOLOGY
• Equipment, Software, and Services to Enhance Communication with the Public and
Organizational Productivity
ATTACHMENT 4
PROPOSED
Library Trust Fund
FUND 711
FUND PURPOSE
The Library Trust Fund was established to provide for the servicing of donations and bequests to the Los
Gatos Library. The Los Gatos Friends of the Librarv, a nonprofit 501(c)(3) organization exists for the
benefit of the Library, and this fund allows the Town to plan for and recognize the numerous bequests this
non - profit group makes to the Library. In addition, numerous local service organizations and individuals
make generous donations and memorial bequests to the Library, sometimes for specific purposes. This
fund provides for retaining these donations until they can be used as designated.
BUDGET OVERVIEW
The Los Gatos Friends of the Library contributed more than $36,000 to the library during the past fiscal
year. This funding has provided support for family programs, teen programs, Summer Reading events and
prizes, as well as a growing collection of new bestselling books and movies. Other Library supporters
have made donations to the Library Trust Fund to purchase memorial books and equipment.
A portion of this fund will be budgeted for FY 2015/16 in support of Library programming and
specialized collections.
ATTACHMENT 5
D - 257
LERK DEPAR CME.YI
ACF:
2014/15 AGREEMENT Jill;
BETWEEN DIED
LOS GATOS/MONTE SERENO POLICE FOUNDATIW AND
TOWN OF LOS GATOS, LOS GATOS /MONTE SEM --
POLICE DEPARTMENT ---
This Agreement is entered into between The Town of Los Gatos, a municipal corporation
existing under the laws of the State of California (hereinafter referred to as the "Town "),
acting by and through its Los Gatos /Monte Sereno Police Department and the Chief of
Police thereof (the "Chief) and the Los Gatos/Monte Sereno Police Foundation, a
nonprofit corporation organized under the laws of the State of California (hereinafter
referred to as the "Foundation ").
WHEREAS, the Foundation was incorporated to promote public interest in and
support of the Los Gatos /Monte Sereno Police Department ( "LGMSPD" or "Department ")
and to increase public safety in the Town by, among other things, actively soliciting
donations to provide supplies and training to LGMSPD personnel and to support
LGMSPD special projects, crime prevention efforts and community education and
outreach programs; and
WHEREAS, the Town and the Foundation now wish to memorialize their
agreement and to execute a written agreement that describes the services the Foundation
will provide and describes more particularly the relationship between the Town and the
Foundation, in order to further LGMSPD's goals;
NOW. THEREFORE. the parties agree as follows:
1. TERM
This Agreement shall remain in full force and effect so long as the Foundation shall exist
under its Articles of Incorporation and Bylaws or as determined by the Town Council with
30 days notice.
M a 1xv I 161ow-1 ;
In consultation and cooperation with the Chief, the Foundation shall undertake the
following tasks and activities:
A. Organization Development
In concurrence with its mission, the Foundation shall recruit and retain board
members committed to and working for the attainment of the Department's
mission, which is three things:
• Building a highly competent, professional police department
providing traditional law enforcement services
• Building community relationships
• Engaging in community problem solving
ATTACHMENT 6
B. Programs /Projects
(1) The Foundation shall actively seek donations for specific projects and
programs that would benefit the Department, would be consistent with its goals,
and would be expended only with the prior advice and consent of the Chief.
(2) The Foundation shall support programs with the Department each calendar
year for approved projects in the following program areas:
(a) Community Partnerships: A program that enhances the relationship between
the community and the Department. Community Partnerships activities include
LGMSPD Youth Commission, Police Explorers, Police Reserves, Volunteers in
Policing (VIPS) and funding for Victim Services Unit.
(b) Employee Development: A program that provides training and recognition
to Department employees. Employee Development includes hosting
specialized training for department personnel and supporting wellness
programs that will benefit the health and fitness of civilian and sworn
employees.
(c) Police Service Enhancement: A program that provides equipment and
technology to the Department. Police Service Enhancement activities
purchase specialized equipment and other technology that cannot be
purchased by the Department with allotted Town budget.
C. Events
(1) A Taste of Los Gatos: Host and pay all costs for an annual A Taste of Los
Gatos, which includes soliciting, collecting, and managing donations for the
event, working with donors to ensure expectations are met, and working with
LGMSPD to ensure the event is executed as agreed upon.
(2) Police Recognition Luncheon: Host and pay all costs for the annual Police
Recognition Luncheon with Department employees and community
members which includes recognition for exceptional work performed during
the previous year.
(3) Additional Events or Activities: Any other events or activities that are presented
by the Foundation during the year including Swearing In Ceremonies, Range
Day, etc.
2
3. TOWN'S SUPPORT TO FOUNDATION
In consideration of the Foundation's performance of the services described in Section 2 of
this Agreement, the Town shall provide the following compensation to the Foundation:
A. Use of Premises
(1) Office Space. The Foundation shall have the use of such office space at the
Department as the Chief may specify from time to time, for board meetings or
other scheduled meetings
(2) Use of other LGMSPD Facilities. The Foundation may use, free of charge,
from time to time, such LGMSPD facilities as the Chief may approve, for
fund- raising community programs, special events, volunteer and organizational
meetings.
B. Support
The LGMSPD shall provide 5 hours per week of administrative staff support to the
Foundation.
C. Other Consideration.
(t) Each year, the Foundation shall reimburse the Department, on a quarterly
basis, for administrative staff support hours in the amount of $20,000 annually.
4. INDEMNIFICATION
The Town agrees to indemnify and hold the Foundation harmless from, against and in
respect of any and all loss, liability, or damage, including, without limitation liability for
payroll taxes, disability insurance, worker's compensation, and other employee- related
payments, taxes or withholdings and any interest or penalties related to any Town
employee serving as the Foundation Staff Support, and the Foundation agrees to defend,
indemnify and hold the Town harmless from any and all damages, costs and expenses
(including attorney's fees) arising directly or indirectly from the Foundation's activities
in performing its obligations under this Agreement.
5. AMENDMENTS.
This Agreement may be amended only by a written document executed by both parties
and which, on the Foundation's behalf, has been expressly authorized by its Board of
Directors.
6. ASSIGNMENT.
This Agreement, and any rights or obligations hereunder, shall not be assignable by either
party.
3
7. NOTICES.
Any notice or communication to be given by one party to the other under this Agreement
must be in writing. Written notices or communications and remittances shall be (i) hand
delivered; (ii) mailed, postage prepaid, by United States [nail; or (iii) sent by express mail,
to the following respective addresses or to such other addresses as the parties, from time to
tithe, may specify in writing:
If to the Town:
If to the Foundation:
8. NONDISCRIMINATION
Chief, Los Gatos /Monte Sereno Police Department
I 10 E. Main St.
Los Gatos, CA 95030
President, Los Gatos -Monte Sereno Police Foundation
The Foundation shall comply with all applicable equal employment opportunity and
nondiscrimination laws of the United States, the State of California, and the Town of
Los Gatos.
9. COMPLIANCE WITH LAWS.
With respect to the performance of its obligations under this Agreement, the Foundation
shall comply at its sole expense with all applicable laws of the United States and the State
of California, the Charter and ordinances of The Town of Los Gatos, and the pertinent
rules, regulations and authorized directives of each of their respective agencies and
officers.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement by having
their authorized representatives affix their signatures in the spaces below.
TOWN OFF LOS GATOS
By
Greg Larson, Town Manager
RECOMMENDED BY:
Matt Frisby, Chief of Police
Approved as to Form:
Robert Schultz, Town AA I; y
LOS GATOS /MONTE SERENO
POLICE FOUNDATION
By
Jonathan Knowles, President
Los Gatos/Monte Sereno Police
Foundation
FIRST AMENDMENT TO AGREEMENT
This FIRST AMENDMENT TO AGREEMENT is entered into this 16a' day of September, 2015 by
and between the Town of Los Gatos, ( "Town, ") and the Los Gatos/Monte Sereno Police Foundation, herein
called "Foundation"
RECITALS
A. Town and Consultant entered into an agreement acknowledging that the Foundation was incorporated
to promote public interest in and support of the Los Gatos/Monte Sereno Police Department ( LGMPD
or Department) and to increase public in Town by, among other things, actively soliciting donations to
provide supplies and training to LGMSPD personnel and to support LGMSPD special projects, crime
prevention efforts and community education and outreach programs, a copy of which is attached
hereto as Exhibit A and incorporated by herein reference.
B. Town desires to void section 3(C)(1) titled "Other Consideration" wherein administrative support for
the Foundation will no longer be provided by the LGMPD and the Foundation will no longer
reimburse the Department for said administrative support in the amount of $20,000 annually.
AMENDMENT
1. The Town wishes to void section 3(C)(1) "Other Consideration" stating "Each year, the Foundation
shall reimburse the Department, on a quarterly basis, for administrative support hours in the amount of
$20,000 annually."
2. All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the Town and Consultant have executed this Amendment.
Town of Los Gatos Approved as to Consent:
By: By:
Laurel Prevetti, Town Manager Jonathan Knowles, President
Los Gatos/Monte Serene, Police
Foundation
Department Approval:
Matt Frisby
Chief of Police
Approved as to Form:
Robert Schultz, Town Attorney
ATTACHMENT 7