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DATE: DECEMBER 15, 2015
TO: MAYOR AND TOWN COUNCIL
MEETING DATE: 12/15/15
ITEM NO: 5
DESK ITEM
FROM: LAUREL PREVETTI, TOWN MANAGER Va{,LA / /L�
SUBJECT: ACCEPT FISCAL YEAR (FY) 2014/15 STATUS REPORT ON RECEIPT AND
USE OF DEVELOPMENT IMPACT FEES
REMARKS:
After the initial staff report was distributed, staff received the following inquiries from a
Councilmember regarding the annual report on receipt and use of Development Impact fees:
Question 1: On page 3 of 5 of the original staff report under "Use of Funds," what was the
specific expenditure in FY 14115 for the line item titled "Town Digital Photo Map" totaling
$16,858?
Answer: In June of 2015 staff upgraded the Town's Geophex Aerial imagery software in the
amount of $16,858.
Question 2: On page 3 of 5 of the original staff report under "Use of Funds," what was the
specific expenditure in FY 14/15 for the line item titled "Project Overhead Business Service
Charge" totaling $5,504?
Answer: The Town collected $296,049 in Traffic Mitigation Fees during FY 14/15. Based on
the fees collected, approximately 2% is collected for Town Administrative support, including
Finance, Human Resources, and Legal support.
Question 3: On page 3 of 5 of the original staff report under "Designated Future Projects,"
what is the future project titled "Town Digital Aerial Photography Topographic Map (FY
2015/16)" totaling $25,142?
PREPARED BY: STEP AY
Admi4ative es a nd Finance Director
Reviewed by:; Assistant Town Manager Town Attorney -V Finance
NAMGR\AdmmWorkFiles\2015 Council Reports\December 15\Desk Item AB1600.doc
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT FY 2014/15 STATUS REPORT ON RECEIPT AND USE OF
DEVELOPMENT IMPACT FEES
15, 2015
REMARKS (cont'd):
Answer: The Adopted FY 2015/16 — FY 2019/20 CIP Budget included a project titled "Town
Digital Aerial Photographic Topographic Map," which is funded through Traffic Mitigation Fees
and GFAR monies. When the CIP budget is proposed and adopted, year -end actual costs are
estimated. Attachment 2 is an excerpt from the adopted FY 2015/16 — 2019/20 CIP Budget
identifying this project with an estimated carryforward budget of $42,000 in Traffic Mitigation
Fees. However, with the Geophex software upgrade in June of 2015 (response to question 1
above), the $16,858 expense was deducted from the $42,000 in available Traffic Mitigation
Funds for an actual carryforward amount to FY 2015/16 of $25,142.
Question 4: On page 3 of 5 of the original staff report under "Designated Future Projects,"
what is the future project titled "Monument Control Network Upgrade (FY 2015/16)'
totaling $10,000?
Answer: During adoption of the FY 2015/16- FY2019/20 CIP Budget, $10,000 in Traffic
Mitigation Fees was budgeted for use towards the monument control network update (see
Attachment 3).
Question 5: On page 3 of 5 of the original staff report under "Designated Future Projects,"
what is the line item titled "Administrative Program Support (FY 2015/16 — FY 2019/20)"
totaling $50,000?
Answer: $10,000 in Traffic Mitigation Fees is budgeted each year to transfer into the Town's
Operating budget to support staff time for these qualifying projects. The $50,000 reflected in the
staff report is the sum of $10,000 each year for FY 2015/16, 2016/17, 2017/18, 2018/19 and
2019 /20. This is illustrated in the adopted budget and highlighted in orange in Attachment 4.
Question 6: On page 5 of 5 of the original staff report under "Potential Future Projects,"
what is the project titled "Extreme Low Income Housing Program (Future Project —
Pending Funding)" totaling $1,100,000?
Answer: These funds are not legally obligated but have been earmarked as a potential funding
source for extreme low income housing needs as identified in the Town's adopted and certified
Housing Element.
Question 7: On page 5 of 5 of the original staff report under "Potential Future Projects,"
what is the project titled "Reacquisition of Distressed/Foreclosed Properties (Future
Project — Pending Funding)" totaling $600,000?
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT FY 2014/15 STATUS REPORT ON RECEIPT AND USE OF
DEVELOPMENTIMPACTFEES
DECEMBER 15, 2015
REMARKS (cont'd):
Answer: This represents the estimated cost to acquire distressed/foreclosed properties. The
estimate includes approximately two to three properties over five years at an average net cost to
the Town of $200,000 to $300,000.
Question 8: On page 5 of 5 of the original staff report under "Potential Future Projects,"
what is the project titled "Neighborhood Housing Program Services (Future Project —
Pending Funding)" totaling $1,200,000?
Answer: While these funds are not legally obligated, staff assumed an increase in administrative
overhead costs (including the Below Market Price housing contract and direct Planning staff
rime) for an enhanced extreme low income housing program/project as described in question 6
above.
Question 9: Please confirm that all funding attributable to 2015/16 was reflected in the
Town's adopted FY 2015/16 — 2019/20 adopted budget.
Answer: This is correct; all funding attributable to FY 2015/16 was reflected in the adopted FY
2015/16- 2019/20 CEP budget.
Attachments previously received with Staff Report on December 10, 2015:
1. FY 2014 /15 Annual Status Report on Receipt and Use of Development Impact Fees.
Attachments received with this Addendum:
2. Adopted FY 2015/16 Town Digital Aerial Photograph/Topographic Map Capital
Improvement Project
3. Adopted FY 2015/16 Monument Control Network Update Capital Improvement Project.
4. Adopted FY 2015/16 — 2019/20 Administrative Program Support.
PUBLIC FACILITIES PROGRAM
Town Infrastructure & Facilities Projects
TOWN -WIDE
Project Name
Town Digital Aerial Photograph/ Project Number 821 -2006
Topographic Map
Department
Parks & Public Works Project Manager Town Engineer: Lisa Petersen
Description
This project will obtain a new digital aerial photography and topography map for the Town.
Location
This project is located Town -wide.
Project
In 2002, the Town undertook a project to obtain accurate digital maps for the community. Since then,
Background
the Town has completed many development and improvement projects. It is time to update the Town
map to reflect these new projects so that is accurate. Various Town departments use these maps as a
resource, such as staff from the Parks and Public Works, Community Development, and Police
Departments. The Community Development Department, for example, uses this map when designing
a new development project. The Parks and Public Works Department staff uses this map to determine
property lines and infrastructure areas for construction projects. Police Department staff uses these
maps for visual access to sites and for other public safety needs.
Operating This project will use staff time for design and management. The staff time for this project will be
Budget Impacts included in the FY 2015/16 Operating Budget.
ATTACHMENT
E- 16
PUBLIC FACILITIES PROGRAM
Town Infrastructure & Facilities Projects
Project
Summer 2014
Design
Project development
Components &
Spring 2015
Bid process
Project bidding & contract award
Estimated
Timeline
Summer 2015
Construction
Project construction
2016/17 2017/18
Fall 2015
Completion
Project completion
TOWN DIGITAL AERIAL PHOTOGRAPH/ TOPOGRAPHIC MAP
Pro ect 821 -2006
Prior Yes
2014/15
2015/16
2016/17 2017/18
2018/19
2019/20
Total
Actuals
Estimated
Budget
Proposed Proposed
Proposed
Proposed
Project
SOURCEOFFUNDS
&Car fwd*
GFAR
S -
$ -
$ 88,000
$ - S -
$ -
S -
$ 88,000
TRAFFIC MITIGATION
-
-
42,000
- -
-
-
42,000
TOTAL SOURCEOF FUNDS
$
$
$ 130,000
$ $
$
$
$ 130,000
PriorYrs
2014/15
2015/16
2016/17 2017/18
2018/19
2019/20
Total
Actuals
Estimated
Budget
Proposed Proposed
Proposed
Proposed
Project
USEOFFUNDS
&Car fwd*
GFAR
Salaries and Benefits
$ -
$ -
$ -
S - S -
S
-
ServiceslSupplies /Equipment
-
-
-
- -
-
-
Site Acquisition & Preparation
-
-
-
- -
-
-
Consultant Services
-
-
42,000
- -
-
-
42,000
Project Construction Expenses
TOTALGFAR
$ -
S -
$ 42,000
S - S -
$ -
S -
$ 42,000
TRAFFIC MITIGATION
Salaries and Benefits
$ -
$ -
S -
$ - S -
S -
$ -
$ -
Services/Supplies /Equipment
-
-
-
- -
-
-
Site Acquisition & Preparation
-
-
-
- -
-
-
-
ConsullantSeriices
-
-
-
- -
-
-
-
Pro ect Construction Expenses
130,000
-
TOTALTRAFFICMITIGATION
$ -
S -
$ 130,000
S - $ -
$
TOTAL USE OF FUNDS
$
$
$ 172,000
$ $
$
$
$ 42,000
* Total FY 2014/15 Carryforward $ 172,000
G 17
STREETS PROGRAM
Street Improvements
TOWN -WIDE
Project Name
Monument Control Network Update Project Number 813 -0214
Department
Parks & Public Works Project Manager Town Engineer: Lisa Petersen
Description
This project will provide ongoing update of the existing Town -wide survey monument control network
in phases.
Location
This project is located Town -wide.
Project
The Town undertook a project to establish a survey monument network for Los Gatos, back in 2002,
Background
which has been used by surveyors and engineers for the last 10 years. Due to new development
projects, and changes to the Town's infrastructure, such as new roadways built, the survey monument
network is outdated. Various Town departments use this document as a planning resource when
considering new community development projects or when designing or providing engineering
specifications for projects. This project will provide a verification of the location of the Town
monuments per the original survey. This survey document will enable staff to detect any variations of
location or movements of any monuments that have been affected by earth movements.
Operating
This project will use staff time for design and management. This project is tentatively scheduled to
Budget Impacts
begin in FY 2015/16. The staff time for this project will be included in the FY 2015/16 Operating
Budget.
ATTACHMENT 3
Cos
STREETS PROGRAM
Street Improvements
Project Fall 2015 Design Phase I project development
Components & Winter 2015 Bid process Phase I project bidding & contract award
Estimated
Timeline Summer 2016 Completion Phase I project completion
MONUMENT CONTROL NETWORK UPDATE
Pro'eet 813 -0214
Prior Yes
2014/15
2015116
2016117
2017/18
2018/19
2019/20
Total
Actuals
Estimated
Budget
Proposed
Proposed
Proposed
Proposed
Project
SOURCE OF FUNDS
&
Ca fwd
GEAR
$ -
$ -
$
20,000
$ -
$ -
$ -
$ -
$ 20,000
TRAFFIC MITIGATION
-
-
10,000
-
-
-
-
10,000
TOTAL SOURCE OF FUNDS
$
$
$
30,000
$
$
$
$
$ 30,000
Prior Yrs
2014/15
2015/16
2016/17
2017118
2018/19
2019/20
Total
Actuals
Estimated
Budget
Proposed
Proposed
Proposed
Proposed
Project
USEOFFUNDS
&Car
wd*
GFAR
Salaries and Benefits
$ -
$ -
$
-
$ -
$ -
$ -
$ -
$ '
Services/Supplies /Equipment
-
-
-
-
-
-
-
Site Acquisition & Preparation
-
-
-
-
-
-
-
Consultant Services
-
-
-
-
-
-
-
Project Construction Expenses
20,000
-
TOTALGFAR
$ -
S -
$
20,000
$ -
$ -
$ -
$ -
$ 20,000
TRAFFIC MITIGATION
Salaries and Benefits
$ -
$ -
$
-
$ -
S -
S -
$ -
S '
Services/Supplies /Equipment
-
-
-
-
-
-
-
Site Acquisition & Preparation
-
-
-
-
-
-
-
Consultant Services
-
-
-
-
-
-
-
-
Project Construction Ex ns @s
10,000
TOTAL TRAFFIC MITIGATION
S -
$ -
S
10,000
S -
S -
$ -
$ -
$ 10,000
TOTAL USE OF FUNDS
$
$
S
30,000 1
$
S
$
$
S 30,000
" Total FY 2014/15 Carryforward $ 30,000
C49
SOLOICEOFFIINDS
Beginnng Fund Balance
Unrestricted
Total Beginning Fund Balance
Revenues
Deferred Revenue
In -lieu Fees
Total Revenues
LSEOFFUNDS
ComplewdProjeca
Total Conipicted Projects
Carryforuard Projects
Huy 9 /University Intersection
Winchester Blvd. / Lark Ave. Intersection
Los Gatos BNd / lark Intersection
BhrssonoHill Rd /Cherry In Intersection
Los Gatos Blvd / Shannon Inprovements
Town Digital Aerial Photo/Topographic Map
Monument Control Network Update
Intersection Safety &Trafre Flow I p
Proposed Projects
Crosswalk Add - Santa CrozAve
CrusswsB lighting Upgrade
Total Project Expenditures
Operating Transfers
Total Operating Transfers
Ending Fund Bamce
Unrestricted
Total Ending Fund Balance
TOTALUSEOFFUNDS
CAPITAL IMPROVEMENT PROGRAM
Financial Summaries
TRAFFIC MITIGATION FUND
STATEMENT OF SOURCE AND USE OF FUNDS
Budget &
Adjusted Budget Estimated Curryfud Proposed Proposed Proposed Trap ced
2014/15 2014115 2015116 2016/17 2017/18 2018/19 2019/20
S 178,226 $ 178,226 S 178,226 $ 178,226 $ 178,226 $ 178,226 $ 178,226
$ 178,226 $ 178,226 S 178,226 $ 178,226 S 178,216 S 178,226 S 178,226
$ 1,249,209 S 3082 $ 1,823,227 $ 10,000 S 10,000 $ 10,000 $ 10,000
149,802 149,802
5 1,399,012 $ 30,982 $ 1,973,029 S 10,000 $ 10,000 $ 10,000 $ 10,000
S 1577 ,237 8 209 ,208 S 2,151 ,255 S 188,226 S 188,226 $ 188 ,226 S 188 ,226
$ 13,469
S 13,469
$
-
$
- $
- S
- $ -
243 ,244
515
242,729
-
-
- -
841,000
6,998
834,002
-
-
- -
174,299
-
174,299
-
-
- -
51000
-
5001000
-
- -
20,000
-
201000
-
-
- -
42,000
-
42,ODD
-
-
- -
h,000
-
10,000
-
- -
40,ODO
-
4(X000
-
- -
-
-
50,000
-
-
-
50,000
$ 089,012
S 20,982
S
1,963,029
$
- $
- $
- S -
$ 1%000
$ 10,00)
$
10,000
S
10.000 S
10,000 $
10,000 S 10,000
$ 10,000
$ 10,000
$
10,000
$
10,000 $
10,000 S
10,000 $ 10,000
$ 178,226 S 178226 $ 178,226 $ 178,226 S 178,226 $ 178,226 S 178,226
$ 178 ,226 $ 178126 S 178 ,226 S 178126 S 178 ,226 S 178 ,226 S 178 ,226
$ 1577 437 S 209 ,208 S 2,151 ,255 S 188,226 S 188 ,226 S 188126 S 188 ,226
ATTACHMENT 4
B -12