Addendumtos �'�tos
COUNCIL AGENDA REPORT
DATE: SEPTEMBER 14, 2015
MEETING DATE: 09/15/15
ITEM NO: 8
ADDENDUM
TO: MAYOR AND TOWN COUNCIL (n
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: UPDATE TOWN DONATIONS POLICY ACCOUNTING PROCEDURES
ADMINISTRATIVE SUPPORT, AND RELATED ITEMS
A. APPROVE AND 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
REMARKS:
After the initial staff report was distributed on September 10, 2015, staff received inquiries from
Council which are addressed below.
Question: If the Police Budget is reduced $20,000, will the administrative work be reduced
consistently, or will the Town now add that $20,000 to its expenditures?
Answer: The $20,000 revenue received under the agreement (Agreement) between the Los
Gatos /Monte Sereno Police Foundation (Foundation) and Town of Los Gatos, Los Gatos /Monte
Sereno Police Department (Department) was in exchange for 5 hours per week of administrative
services, total of 260 hours per year (this equates to 0.13 Full Time Equivalents). The services
were primarily attendance at foundation meetings, of funding requests and general liaison
activities between the Department and the Foundation. The 260 hours per year were carved out
of an existing position within the Department, specifically the analyst position. As with any
donation received by the Town, there is administrative support and time needed to accurately
process and account for these donations. While no additional staff time was added to the Police
Budget to offset these hours, as they were absorbed within the Department's existing budget,
there is an expectation that staff time will still be allocated to provide some level of
administrative oversight for donations received. The $20,000 was an augmentation of the
PREPARED BY: MATT FRISBY
Police Chief
Reviewed by: Assistant Town Manager own Attorney Finance
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: UPDATE TOWN DONATIONS POLICY, ACCOUNTING PROCEDURES,
ADMINISTRATIVE SUPPORT, AND RELATED ITEMS
SEPTEMBER 14, 2015
REMARKS (cont'd):
Department's revenue's and Town's General Fund revenues. Therefore, no corresponding
expenditure augmentation is necessary to offset the $20,000 loss in revenue.
Revised First Amendment to the Agreement Between the Los Gatos /Monte Sereno Police
Foundation and Town of Los Gatos, Los Gatos /Monte Sereno Police Department
The Town's existing Agreement specifies that in exchange for 5 hours per week of
administrative staff support to the Foundation the Foundation will reimburse the Department
$20,000 annually.
The draft First Amendment to the Agreement (attachment 7 of the original staff report), voids
section 3(C)(1) Other Consideration: "Each year, the Foundation shall reimburse the
Department, on a quarterly basis, for administrative staff support hours in the amount of $20,000
annually."
Attachment 8, provided under this cover, is a revised draft First Amendment to the Agreement
between Los Gatos /Monte Sereno Police Foundation and Town of Los Gatos, Los Gatos /Monte
Sereno Police Department. The revised draft voids Section 3(C)(1) "Other Consideration" as
defined above and further voids Section 3(B) Support: "The LGMSPD shall provide 5 hours per
week of administrative staff support to the Foundation."
Voiding Section 3(B) "Support" further clarifies that administrative support of 5 hours per week
will not be provided by the Department to the Foundation. It should be noted that Department
staff do attend the Foundation meetings, similarly to how Library staff attend the Friends of the
Library meetings (Friends). Attendance at the Foundation and Friends meetings is intended for
staff to be available to answer questions from either group. It is not staff's intention that voiding
Section 3(B) of the Foundation agreement in any way prevents staff from attending Foundation
meetings.
Attachments 1 -7 (Previously received with Staff Report on September 10 2015
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 Los Gatos /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
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: UPDATE TOWN DONATIONS POLICY, ACCOUNTING PROCEDURES,
ADMINISTRATIVE SUPPORT, AND RELATED ITEMS
SEPTEMBER 14, 2015
Attachment received with this Addendum:
8. Revised Draft First Amendment to the Agreement between the Los Gatos /Monte
Sereno Police Foundation and Town of Los Gatos, Los Gatos /Monte Sereno Police
Department.
FIRST AMENDMENT TO AGREEMENT
This FIRST AMENDMENT TO AGREEMENT is entered into this 16th 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(B) titled "Support" wherein five hours per week of administrative
support to the Foundation will no longer be provided.
C. Town desires to void section 3(C)(1) titled "OtherConsideratien" 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.
1. The Town
week of ac
2. The Town wishes 1
shall reimburse the
2. All other terms
3(B) "Support" stating "The LGMSPD shall provide 5 hours per
in to the Foundation."
3(C)(1) "Other Consideration" stating "Each year, the Foundation
n,a quarterly basis, for administrative support hours in the amount 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 Sereno Police
Foundation
Department Approval:
Matt Frisby
Chief of Police
Approved as to Form:
Robert Schultz, Town Attorney
ATTACHMENT 8