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Staff Reportwx o MEETING DATE: 1/19/16 ITEM NO: 13 jos seas COUNCIL AGENDA REPORT DATE: JANUARY 15, 2016 TO: MAYOR AND TOWN COUNCIL FROM: LAUREL PREVETTI, TOWN MANAGER SUBJECT: DISCUSS, REFINE, AND APPROVE FISCAL YEAR 2016/17 BUDGET PRIORITIES RECOMMENDATION: Discuss, refine, and approve fiscal year (FY) 2016/17 budget priorities. BACKGROUND: On January 5, 2016 the Town's Budget Strategy Team (Team), comprised of all Department Directors, the Town Manager, Town Attorney, Assistant Town Manager, Finance and Human Resources Analyst, met for the first time to kick-off the FY 2016/17 budget development process. While refined information will be provided to Council in March during the mid -year budget update, initial forecasts are indicating that there will be some available resources to appropriate for FY 2016/17. Therefore, the goal of the Team meeting was to identify broadly defined budget priorities which would then be used to guide development of the Town's proposed FY 2016/17 operating and capital budgets, and allocation of those resources. This report identifies the highest priorities for fiscal and policy items agreed upon by the Team which resulted in primary concentration on implementation of the Town's existing Strategic Priorities and work plans while enhancing efficiencies and focusing on providing the highest level of customer service. DISCUSSION: The Team discussed the existing Town Strategic Priorities (Attachment 1) and Department work plans, and identified the following four budget priorities (listed in no priority order): • Maintain reserves in accordance with Council Policy • Invest in retention, recruitment, and training of staff • Invest in information technology to provide more efficient customer service PREPARED BY: JENNIFER Town Manager AY Assistant Town Manager Reviewed by: _�L Assistant Town ManageNMTown Attorney NAMGR\AdminWorkFi1m\2016 Council Repons\01.19\Budget Priorities - FinalAoc PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: DISCUSS, REFINE AND APPROVE FY 2016/17 BUDGET PRIORITIES JANUARY 15, 2016 DISCUSSION (cont'd): With work underway to complete Strategic Priorities, work plan items, and day -today customer services, the Team identified the main challenge to accomplishing these efforts was existing staff resources. A clear priority that arose is retaining and training current staff, and in some areas recruiting new staff to support implementing the Town's priorities and work plan items. The Team also identified and prioritized the use of one-time investments to enhance efficiencies, with specific emphasis on information technology and a focus on proactive service delivery. The Team identified separate priorities for the Town's Capital Improvement Program, with the primary focus on streets and sidewalks, Downtown parking, traffic, and completion and implementation of the Town's bicycle and pedestrian master plan. The Team also recognized needs for ergonomically correct fumiture in many of the Town Departments. Maintain Reserves In 2011 the Town Council adopted the General Fund Reserve Policy (Attachment 2). In accordance with this policy, the Town sets aside funds into three key designated reserves to address unforeseen emergencies or disasters, significant changes in the economic environment, and key infrastructure and capital projects. The three designated reserves are the Catastrophic Reserve, Budget Stabilization Reserve, and Capital and Special Projects (Capital) Reserve. The policy further requires that both the Catastrophic Reserve and Budget Stabilization Reserve be maintained at a minimum of 25% of General Fund ongoing operating expenditures (minus one-time expenditures). The 25% minimum requirement is equally divided between the two reserves, 12.5% in the Catastrophic Reserve and 12.5% in the Budget Stabilization Reserve. The Catastrophic Reserve is restricted for fund only unforeseen emergencies, such as a disaster or catastrophic event. The Budget Stabilization Reserve may be used to mitigate annual revenue shortfalls due to changes in the economy and/or one -rime uses that will result in future efficiencies and/or budgetary savings. The Capital Reserve is funded with year-end General Fund savings that exceed the level required to be set-aside in the Catastrophic and Budget Stabilization Reserve. Funds within the Capital Reserve are designated for key infrastructure and capital/special projects as identified in the Town five-year Capital Improvement Plan (CIP). The General Fund Reserve Policy provides for additional uses of year-end savings, subject to Council approval, to: • Offset projected future deficits • Anticipated intergovernmental fiscal impacts • One-time funding, non-recurring needs Both the Catastrophic Reserve and Budget Stabilization Reserve are currently maintained at the minimum funding threshold of 25% of on-going General Fund expenditures. Staff recommends that these reserves continue to be maintained at the 25% funding level. PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: DISCUSS, REFINE AND APPROVE FY 2016/17 BUDGET PRIORITIES JANUARY 15, 2016 DISCUSSION (cont'd): Staff Retention, Recruitment, and Training As a highly responsive, customer -service driven organization, the Town relies on a quality workforce to provide outstanding services consistently to the residents, businesses, and visitors of the Town. The Town's Organizational Values (Attachment 3) are Community, Collaboration, Creativity, and Character all of which drive the Town's Customer Service Statement and Organizational Mission that: All employees consistently go the extra step to deliver highly competent and professional services in a respectful, effective, and transparent manner. Employees engage in open communication, relationship building, and problem solving to provide the best service possible. The Town Council has identified several key Strategic Priorities for implementation through 2017, with five new Strategic Priorities being adopted for fiscal years 2015 - 2017. Staff has been able to complete several Council identified Strategic Priorities, including the Library Strategic Plan, launching use of social media to enhance Civic engagement, completing the senior needs assessment, and updating/renegotiating the Monte Sereno Police services contract. Sixteen outstanding priorities from FY 2014/15 remain in progress. In addition to and inclusive of the Council identified Strategic Priorities, each Department has a series of work plan action items as well as the daily on-going responsibilities of staff to maintain and provide existing core services. Department work plans were first presented for Council review and feedback in August 2015. The work plans are intended to provide Council with a comprehensive snapshot of on-going major projects and day-to-day activities of each department in order to help with the prioritization of assignments and identify capacity to absorb new projects. Strategic Priorities and major projects represent approximately 20 to 30% of staff workload and are in addition to the Town's ongoing day-to-day services which account for approximately 70 to 80% of staff work. Updated Department work plans have been provided in Attachment 4 reflecting 39 work plan items completed since August 2015 and 11 new items which have been added. The work plans are presented on a Departmental level with Strategic Priorities being presented first, followed by Boards, Commissions and Committees, Projects and Program Initiatives and ongoing activities. Completed items and new items are highlighted in red. Further completion of Strategic Priorities and work plan items has been impacted by Town -wide staffing challenges. To continue making progress on the Strategic Priorities and work plan items, staff recommends that the Town's primary budget priority for guiding the development of the FY 2016/17 budget be staff retention, recruitment, and training. The Town's most valuable assets are the employees who provide the services to residents on a daily basis. Vacancies and understaffing impact work load and the ability to complete work assignments in a responsive and timely manner. This ultimately impacts service to the Town's residents and customers. PAGE MAYOR AND TOWN COUNCIL SUBJECT: DISCUSS, REFINE AND APPROVE FY 2016/17 BUDGET PRIORITIES JANUARY 15, 2016 DISCUSSION (cont'd): Information Technology As a second priority, the Team acknowledged that staff support can come in multiple forms, including work efficiencies that can be derived from investments in information technology and strategic outsourcing of special assignments. The Team recommends prioritizing and investing existing one-time funds to enhance efficiencies with a special emphasis on information technology (IT) investments. Such investments could include increased electronic storage of files which would allow for more efficient searching of information from both a staff and community perspective, more electronic access to files and, in some cases, more user friendly systems. A good example would be the recent installation of the Automated Materials Handling System at the Library which freed up staff time previously spent sorting materials to provide more front-line customer service. With approval of this priority, the proposed FY 2016/17 Budget will suggest specific technology investments to enhance service delivery, government transparency, access to Town information, and improve staff efficiencies. Capital Budget Priorities The Team's focus on capital budget priorities was two -fold, first with emphasis on the Town's existing capital projects list and secondly on prioritizing future capital projects. At the June 16, 2015 Town Council meeting, the Council gave direction to minimize discretionary capital projects pending resolution of funding needs for the Almond Grove Street Repair and Resurfacing project. As a result, $2.1 million dollars in proposed capital projects were placed on hold as outlined in the chart below. FY 2015/16 Capital Projects on Hold Pendine Almond Grove Fundina Project on Hold B et Street Repair - FY 2014/15 (halfofproject) $ 900,000 Downtown Parking Sign Enhancements $ 50,000 Parking Lot #4 $ 400,000 Montebello Way Island Removal $ 19,550 Oak Meadown Park $ 330,000 Worcester Park Improvements $ 28,150 Blossom Hill Park Little League Backstop* $ 25,000 Los Gatos Creek Trail Improvements at Charter Oaks $ 30,000 Building Replacement at Corp Yard * S 200,000 Civic Center Improvements S 150,000 otal $ 2,132, *General Fund Appropriated Reserve (GFAR) portion only PAGE 5 MAYOR AND TOWN COUNCIL SUBJECT: DISCUSS, REFINE AND APPROVE FY 2016/17 BUDGET PRIORITIES JANUARY 15, 2016 DISCUSSION (cont'd): At the October 20, 2015 Council meeting, Council authorized release of the Blossom Hill Park Little League Backstop project. The other nine projects identified above remain on hold at this time. Based on the evaluation and recommendation from the Parks and Public Works (PPW) Director, it is recommended that the projects on hold remain so through the current fiscal year. The PPW Director has determined that minimal to no additional maintenance/repair costs will be incurred by further delaying these projects and given existing staff work load and seasonal impacts, it is not feasible to address these items this fiscal year. Rather, it is staffs recommendation to prioritize the projects identified above for completion during FY 2016/17. Secondly, the Team identified the following five capital and infrastructure priorities for the Town: • Streets and Sidewalks • Downtown Parking • Traffic • Town -wide furniture and facilities needs • Bicycle and Pedestrian Master Plan With approval from Council, the proposed Capital Improvement Plan (CIP) will identify additional capital projects for FY 2016/17 and future years focused on these five key areas. Staff remains cognizant that in FY 2016/17 and future years, the Almond Grove Street Rehabilitation project will remain a priority and require significant staff time, with an estimated two streets to be completed each year. However, staff attention is also needed to address other town -wide street and sidewalk repair needs as well as Downtown needs, specifically focused on parking, revitalization and traffic. CONCLUSION AND FISCAL IMPLICATIONS: It is recommended that the Town Council review and discuss the budget priorities highlighted in this report and identify any modifications or additional priorities which will be used to guide the development of the proposed FY 2016/17 Operating and Capital Improvement Plan Budgets. ALTERNATIVES: The Council may choose to provide other direction or identify other budget priorities. COORDINATION: This report was coordinated between the Town Manager's Office, Town Attorney's Office, Finance, Human Resources, Community Development, Library, Police, and Parks and Public Works Department. ENVIRONMENTAL ASSESSMENT: This is not a project defined under CEQA, and no further action is required. PAGE 6 MAYOR AND TOWN COUNCIL SUBJECT: DISCUSS, REFINE AND APPROVE FY 2016/17 BUDGET PRIORITIES JANUARY 15, 2016 Attachments: 1. Core Goals and Strategic Priorities 2. General Fund Reserve Policy 3. Organizational Values for the Town of Los Gatos 4. January 2016 Update of 2014-16 Town of Los Gatos Work Plan CORE GOALS AND STRATEGIC PRIORITIES c FISCAL STABILITY ' r QUALITY PUBLIC INFRASTRUCTURE STRATEGIC PRIORITIES FY2015-2017 - (% Complete) Smoking Restrictions Expanded (80%) Almond Grove Street Project Funding (50%) Transportation Around Schools Downtown Parking (10%) Economic Vitality Strategic Plan (20%) STRATEGIC PRIORITIES: FY2014-2016 IN -PROGRESS (% COMPLETE) • General Plan Implementation (25%) COMPLETED PRIORITIES . Community Benefit and Planned Development Policies & ✓ Library Strategic Plan Procedures 20% ✓ Use of Social Media to • Home Occupation Permits Zoning Ordinance (90%) enhance Civic Engagement • Alcohol & Entertainment Policy (20%) and Communication • Facilitate Privately -led Effort to Address Downtown Parking ✓ Electric Vehicle Charging (25%) Stations . Diversity of Businesses in the Downtown (60%) ✓ Traffic Speed Monitoring . Sale or Lease of Town Properties (25%) ✓ Signs . Phase I of Almond Grove District Street Project (25%) Leaf Blower and Polystyrene Regulation • Funding Mechanisms to Provide Ongoing Street ✓ North 40 Specific Plan Maintenance Funding (50%) ✓ Housing Element • Complete Streets Policy Implementation Plan (On Hold) ✓ Consulting Architect Role School Engagement for Traffic and Parking Issues (25%) ✓ Update Town Website . Veterans Memorial (25%) ✓ Public CUP Database . Civic Center as a Community Resource (10%) ✓ Technology Priorities Plan . Regional Communications & Interoperability (50%) ✓ & Digital Council Packets • Evacuation Plans for Areas Subject to Flooding & Fire (7S%) Employee Benefit Cost Containment • Community Partnerships for Crime Prevention and ✓ Update Tree Ordinance Response (60%) ✓ Regulate On -Street Vehicle Sales & Advertising ✓ Senior Services Needs Assessment ✓ Update Monte Sereno Police Services Contract Town o f Los Gatos COUNCIL POLICY TOWN OF LOS GATOS Subject: General Fund Reserve Policy Pages: 3 Approved: 19 Effective Date: Revised Date: May 16, 2011 N/A BACKGROUND General Fund reserves are classified into two categories: Restricted and Designated. Restricted reserves are those which are restricted and not considered available due to financial, accounting, or legal restrictions. Designated reserves are established by Council policy for an intended purpose and are available for use per Council direction. GUIDING PRINCIPLES Following sound financial practices and adhering to the Government Finance Officers' of American (GFOA) recommendations, the Town's designated reserves include reserves for known and unknown contingencies, which take into consideration the: • Diversity of revenue base ■ Volatility of revenue structure ■ Changes in political environment • Frequency of operating surpluses/deficits ■ Cash flow management practices PURPOSE The purpose of this policy is to establish a target minimum level of designated reserves in the General Fund to: • Reduce the financial impacts associated with a disaster or catastrophic event; • Respond to the challenges of a changing economic environment, including prolonged downturns in the local, state, or national economy; and • Demonstrate continued prudent fiscal management and creditworthiness. POLICY Reserve Level The Town currently sets aside funds into three key designated reserves to address unforeseen emergencies or disasters, significant changes in the economic environment, and key infrastructure and capital projects. These include the Catastrophic Reserve, Budget Stabilization Reserve, and Capital and Special Projects Reserve. N:WGRlAdminMntmXAdndniattative PoticiealGeoerel Fwd Reserve Policy - Final Adopted May 16 201 Ldocx ATTACHMENT The Town commits to maintaining these reserves at a minimum of 25% of General Fund ongoing operating expenditures (minus one-time expenditures), equally divided between the Catastrophic Reserve (12.5%) and Budget Stabilization Reserve (12.5%), excluding the Capital and Special Projects Reserve. The General Fund Reserve Policy is to be reviewed by the Town Council as part of the annual operating budget review and adoption process. Appropriations of General Fund reserves require formal Council authorization. Should a catastrophic disaster or loss of the Town's single highest source of sales tax revenue occur, the required reserve level should be adequate to meet the Town's immediate financial needs. For example, in the event of natural disaster, the Catastrophic Reserve would provide necessary coverage for basic operating expenses, including salary and benefits for safety and non -safety Town employees, while still meeting debt service obligations for approximately 60 days. This time frame would enable the Town to explore other available cash alternatives, including the use of internal service funds. Likewise, should the Town experience a loss of a primary sales tax contributor, the reserve level in the Budget Stabilization Fund would provide for a 3 year. transition period, giving the Town adequate time to realign its operating costs with available resources, while minimizing service impacts. Catastrophic Reserve Funds reserved under this category shall be used to mitigate costs associated with unforeseen emergencies, such as a disaster or catastrophic event. Should unforeseen and unavoidable events occur that require the expenditure of Town resources beyond those provided for in the annual budget, the Town Manager or designee shall have authority to approve Catastrophic Reserve appropriations. The Town Manager or designee shall than present to the Town Council a budget amendment confirming the nature of the emergency and authorizing the appropriation of reserve funds. Budtaet Stabilization Reserye Funds reserved under this category shall be used to mitigate annual revenue shortfalls (actual revenues less than projected revenues) due to changes in the economic environment and/or one- time uses that will result in future efficiencies and/or budgetary savings. Examples of "economic triggers" and one-time uses include, but are not limited to: • Significant decrease in property or sales tax, or other economically sensitive revenues; • Loss of businesses considered to be significant sales tax generators; • Reductions in revenue due to actions by the state/federal government; • Workflow/technical system improvements to reduce ongoing; personnel costs and enhance customer service; ■ One-time maintenance of service levels due to significant economic/budget constraints; and • One-time transitional costs associated with organizational restructuring to secure long- term personnel cost savings. Capital and Special Projects Reserve Funds reserved under this category are designated for key infrastructure and capital/special projects as identified in the Town 5 -year Capital Improvement Plan, as there is no ongoing funding source to support the Town's capital needs. NAMGMAdminMes[asMdministmGve PoliciesUleaaal Fund R®ave Policy - Final Adopted May 16 201 I.doex Replenishment of Unreserved Fund Balance In keeping with the principles discussed in this policy, when either fund is used, Town Council will develop a 1 to 5 year reserve replenishment plan to meet the minimum threshold of 25% of General Fund ongoing, operating expenditures, excluding one-time expenditures. Excess Fund Balance At the end of each fiscal year, the Finance and Administrative Services Department reports on the audited year-end budgetary fiscal results. Should actual General Fund revenues exceed expenditures and encumbrances, a year-end operating surplus shall be reported. Any year-end surplus which results in the General Fund fund balance exceeding the level required by the reserve policy shall be available for allocation for the following, subject to Council approval: ■ Offset projected future deficits • Anticipated intergovernmental fiscal impacts • One-time funding, non-recurring needs Upon funding of the above, any remaining surplus balances shall be divided equally between the Budget Stabilization Reserve and Capital and Special Projects Reserve for appropriation within the Capital Improvement Program budget. APPROVED AS TO FORM: Judith ropp, To ttorney VO MWIGRWdminMaderaUdminutnitive PolicieslGomeial Fund Reserve Policy- Final Adoplod May 162011.docx ORGANIZATIONAL VALUES FOR THE TOWN OF LOS GATOS COMMUNITY — COLLABORATION — CREATIVITY - CHARACTER We are committed to serving the COMMUNITY of Los Gatos ■ Small Town service — responsive, timely, courteous ■ Cost-effective, quality services ■ Seamless service deliver ■ Public service orientation We are committed to working together in COLLABORATION ■ Open and constructive communication ■ Collective goals and shared purpose • Teamwork and partnerships — Internal and external ■ Recognition of contributions We are committed to valuing and pursuing CREATIVITY ■ Innovation and creative problem solving ■ Future orientation and proactive efforts ■ Organizational learning and continuous improvement ■ Positive and enjoyable work environment We are committed to approaching our work and each other with impeccable CHARACTER ■ Ethics and integrity ■ Honesty ■ Trust and respect for one another • Pride in work ATTACHMENT 3 12014-16 Town of Los Gatos Work Plan ¢R� _T I JANUARY 2016 UPDATE R ... _. 'Via, At STRATEGIC PRIORITIES & INITIATIVES BOARDS/COMMISSIONS/COMMITTEES KEY DEPARTMENT PROJECTS/PROGRAM INITIATIVES ON-GOING ACTIVITIES TOWN ATTORNEY'S OFFICE Strategic Priorities —Adopted Council Strategic Priorities to be implemented in FY 2014-16 & FY 2015-17 Strategic Priorities Project IOther Project Milestones Status and Comments Lead/Team I Depts./Partners Smoking Restrictions Schultz Police/CDD 1" Reading and Adoption — March 2016. Per Council direction. Expanded. Boards/Commissions/Committees — BoarrUCommissions/Committee projects/work plan items to be implemented by the department during the fiscal year. Board/Commission/ Project Other I Project Milestones Status and Comments Committee Project Lead/Team Depts./Partners 1 - NONE Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Lgad/Team Other Depts./Partners Project Milestones 1 st Reading and Adoption -June 2016. Status and Comments Per State Law. Massage Ordinance Schultz Police/CDD Solar Ordinance Schultz CDD 1" Reading and Adoption- September 2015. COMPLETED Cellular Ordinance Schultz CDD 1' Reading and Adoption April 2016. Per State Law. Public Nuisance Ordinance Schultz CDD/CD I' Reading and Adoption -April 2016. Clarify Current Code. Town Manager Ordinance Schultz Clerk 18 Reading and Adoption- August 2015. COMPLETED NEW: Medical Marijuana Ordinance Schultz CDD 1' Reading and Adoption — February 2016. 4 Town Attorney's Office—Ongoing Activities Ongoing Activities ;. 1. Represents the Town regarding litigation matters, including criminal prosecutions of code violations. 2. Serves as the legal advisor for the Town Council, Town staff, and Successor Agency to the Redevelopment Agency. 3. Processes and evaluated all personal injury, propertydamage, and other monetary claims against the Town and manages all litigation involving the Town. 4. Drafts and/or reviews all proposed ordinances and resolutions. 5. Su rvises personal injury and property damage claims and related claims litigation. 6. Reviews and/or drafts Town staff reports and contracts. 7. Assists in the administration of the Town's liability insurance and risk management program. 8. Negotiates key transactions such as property acquisitions. 9. Provides legal advice and support to Town boards and commissions. TOWN MANAGER'S OFFICE Strategic Priorities —Adopted Council Strategic Priorities to he implemented in F)'2014-16& FY 2015-17 1 trategic Priority Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Update Town Website to Gilmore All Departments 1. Phase Il Usability and Updates • Phase II Usability Study kick-off meeting held provide timely, easy to (August -December 2015). with TMO, PD, Library and PPW content access and important providers in October 2015. information for the public. • Project has been placed on hold pending assignment of a new project manager from Civic Plus. Adopt the use of tools to Murphy TMO 1. Draft policy. • The Civic Send newsletter feature was increase communication with PD 2. Draft procedures and best practices. launched in the Fall of 2015. the public including social Library 3. Create list of potential social • Staff will implement official social media media and citizen media/community engagement sites channels for the Town in the winter of 2016. engagement technology. and uses as well as pros and cons. 4. Draft Civic Send newsletter editorial procedures. Partner with the Veterans Gilmore J. Rose 1. Assist the Veterans in drafting an • The RFP for the Veterans Memorial was Committee to develop a Veterans RFP for a memorial in the two released in October 2015, and a pre -proposal Veterans Memorial in Los Foundation locations approved by TC at the conference call was held with interested artists Gatos. January 20, 2015 Council meeting. on November 18, 2015. 2. Include community stakeholders in • Proposals from artists/architects teams are due review of draft memorial proposals. on January 11, 2016. Five proposals were 3. Provide Council with received. recommendations for preferred • Invitations to stakeholder groups to participate memorial proposals. in the review and selection process of up to four semi-final designs will be sent out early January, with stakeholder meetings tentatively scheduled to be held during the month of February. Develop plan to enhance the Gilmore Library 1. Identify existing policies and • A draft Library Use Policy was presented to aesthetics and use of the procedures for the use of Civic and rejected by the Policy Committee in Civic Center as a community Center Facilities. December 2015. The Policy Committee resource. 2. Create work plan and develop draft directed staff to return to the Committee at a policy. future date with additional information 7 Strategic Priorities —Adopted Council Strafe sic Priorities to be im rleniented in FY 2014-1 h& FY 2015-17 Strategic Priority Project Other Project Milestones Status and Comments Lcad/'Team Depts./Partners '" '" 3. Review and receive regarding Library policies, operations and recommendations/comment from procedures that includes but is not limited to Library Board and Parks. the following: Commission on proposed policy. o Can the Library be reserved for non- 4. Finalize draft policy with Policy Library events? Committee for recommendations to o Definition of a library patron. go to Council for review and o What are the operating hours for the approval. Library? o How does the Library Conference room get used, who has access to the room and who monitors the room? o Listing of meeting spaces in Town owned facilities available for internal and external meetings. o Identify Town staffing resources, criteria and potential fees that would be required if the Library is made available to the public, during and after operating hours. Facilitate privately led effort Morley/ Prevetti 1. Lead a series of meetings with . Meetings were conducted by Economic Vitality to address options for Renn Commercial property owners and staff and later the Council appointed an Ad- Downtown Parking Supply. business owners to explore options Hoc committee to explore other options with for parking in Downtown and learn primary staff support from PPW. if there is private sector interest in . At the request of Town Council, the Chamber financing. of Commerce assisted Town Staff with 2. Issue Request for Information (RFI). conducting meetings with Commercial 3. Receive and review responses from property owners to explore options for RFI. financing new parking options. • Meeting participants were not interested in providing any funds or forming a new assessment district. 0 Year round employee valet parking was Strategic Priorities —Adopted Council Strategic Priorities to be implemented in FY 2014-16& FY 2015-17 Strategic Priority Project IOther Lead/Team I Depts. Project Milestones Status and Comments explored; however, the business and property owners at the meetings were not supportive of the effort if the cost was not fully absorbed by the Town. • An RFI was issued and two responses received that are currently being evaluated. Develop a policy toensure Renn/ Prevetti 1. Benchmark other communities. • Staff has started to benchmark Formula Retail, the continued diversity of Paulson 2. Identify options. Specialty Retail, and related policies in other independent and national 3. Receive direction from Council. communities. businesses in the Downtown. • Staff is identifvine options. Boards/Commissions/Committees — BoarrUCnnunissinn/Comneittee pr(!iects/work plait items to be implemented by the department during the fiscal year. Board/Commission/ Project Other Project Milestones Status and Comments Committee Project Lead/Team Depts./Partners Arts & Culture Gilmore Los Gatos — I . Install art panels in Spring 2015. • Staff is finalizing an agreement for services Commission (ACC) Saratoga (LGS) 2• Develop proposed Call for Artists for with a vendor for the installation of art panels Recreation Cat Walk Phase H. as part of the Forbes Mill Footbridge Phase IV • Forbes Mill a. Summer -Fall 2015. project. Footbridge Art 3. Commission to meet to devise Art • The Cat Walk Phase II Request For Proposal Installation Plan Strategic Plan. (RFP) is on hold pending changes and/or • Cat Walk Phase II a. Spring/Summer 2015. updates by the ACC to the Cat Walk Phase I Public Art 4. Commission to hold public hearings project. Installation to review Arts Grants proposals and • The ACC Commission will be reporting on the • Art Plan Strategic formulate recommendations for first phase of their Art Plan Strategic Planning Plan Council consideration March 2016. process to the Town Council on January 19, • FY 2016-17 2016. Community Grants • Arts Culture and Education Grant applications Allocation for FY 2016/17 were made available to past grant recipients and an interested parties list on December 18, 2015. Applications are due on January 22, 2016. Community and Senior Gilmore LGS Recreation 1. Complete Senior Needs Assessment, • The CSSC presented a summary of results Services Commission review data and compose from the Senior Needs Assessment to the (CSSC) recommendations. Town Council in November 2015. 2. Commission to hold public hearings • Human Services Grant applications for FY • Senior Needs to review Human Services Grants 2016/17 were made available to past grant Assessment proposals and formulate recipients and an interested parties list on • FY 2016-17 recommendations for Council December 18, 2015. Applications are due on Community Grants consideration in April 2015. January 22, 2016. Allocation • Based on Council feedback, the CSSC has commenced a strategic planning process to develop a new long-range work plan. 10 Boards/Commissions/Committees — BoarcUCommission/Committee projects/work plan items to be implemented by the department during the fiscal year. Board/Commission/ Committee Project Project Lead/Team A6; Other Depts./Partners vdakM Project Milestones Status and Comments Policy Committee Gilmore/ TMO/CDD 1. Committee overview of current • The Policy Committee continues to work Prevetti policies and prioritization of policies through the Land Use and Administrative • Comprehensive for review. Policies. review of Land Use 2. Identify existing policies and • The Policy Committee directed staff to and Administrative procedures for the use of Civic schedule a study session to provide an update Policies Center Facilities. on the Special Event process and discuss • Civic Center 3. Create work plan and develop draft recommended changes. Facilities Use Policy policy. Evaluation of 4. Review and receive Special Event recommendations/comment from Process Library Board and Parks Commission on proposed policy. 5. Finalize draft policy with Policy Committee for recommendations to go to Council for review and approval. 11 Key Department Projects/1'rograill Initiatives — Project/pro rams initiatives to he implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Los Gatos Music & Arts Shultz% Attorney 1. Extend current agreement to go • The LGM&A Board notified the Town in (LGM&A) Annual Gilmore TMO through current calendar/concert September 2015 that they no longer wished to Agreement. series year. produce the annual Music in the Park Summer 2. Enter into negotiations with concert series. LGM&A for new 5 year agreement. • Per Town Council direction given at that the December 15, 2015 meeting, staff released a request for interested parties to submit proposals to produce a Summer concert series. Proposals are due on January 8, 2016 and a review of proposals is scheduled for Council review and consideration on January 19, 2016. New Museums of Los Gatos Prevetti/ Library 1. Meet with NUMU on an event by • Per Town Council direction given at the (NUMU) Lease Gilmore LGS Recreation event basis to discuss events or November 3, 2015 meeting, staff will work to Implementation. activities planned by NUMU that are bring forward proposed designs for permanent covered in the current Conditional signage that includes a monument sign for Use Permit (CUP). Town Council consideration in late 2. Serve as Town's point of contact for Winter/early Spring. lease and CUP. Review of Police service Prevetti Finance/ COMPLETED: Released October 27, 2015 levels, costs, and other PD information. KCAT Agreement. Shultz/ Attorney 1. Enter into negotiations for an • Staff has met with representatives from the Morley/ PPW amendment or new 5 year agreement KCAT Board on two occasions during the Fall Gilmore IT with KCAT for the recording and to establish terms for negotiations for the lease Finance broadcast of Council & Planning of the Venue property. Review of the Commission Meetings prior to preliminary terms is scheduled for a January 12 Key Department Projects/Program Initiatives — Prnjeet/programs initiatives to be implemented by the department during the .fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Clerk agreement expiration of June 2015. 2016 Town Council closed session. 2. Negotiate terms for the lease of the Venue property. Department Work Plans Gilmore Attorney 1. Develop draft work plan reporting • An update of the work plan will be presented HR format for semi-annual department to the Town Council at the January 19, 2016 IT updates on strategic goal process, meeting. Econ Vitality boards, commissions and committee Clerk projects and key department PPW programs and initiatives. PD Library Community Grant Process Gilmore ACC/ 1. Review current Community • Staff presented an overview on the history of Review CSSC Grant process and make the Community Grant process to the Town recommendations for Council on December 15, 2015. changing/updating grant application, • Per Town Council direction, staff intends to Commission review and work with subcommittees from the ACC and recommendations and grant CSSC to recommend changes in the grant administration. application and administration process during 2. Provide a report to Council that the first of half of 2016. outlines Community Grant history of allocations. 3. Make recommendations for Council consideration to increase community grant funding allocation for FY 16/17 budget year. Purchasing Policy Update Callaway & All 1. Research/Benchmark to similar • Research/Benchmarking to similar agencies — Schultz agencies. Completed Fall 2015. 2. Team meeting with affected 13 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team De is✓Partners. Conway Departments/staff to issues. • Team Meeting with affected Departments/staff: 3. Draft revisions for team review. Completed Fall 2015. 4. Team review of proposed changes. • Draft Revisions: In progress, anticipated 5. Council Policy Committee February 2016. Discussion. • Adoption of revised Policy: Anticipated Spring 6. Adoption of revised Policy. 2016. 14 Town Manager's Officc—,Ongoing Activities °,ngoing Activities 1. Coordination and preparation of Town Council agendas and packets. 2. Oversee the agenda process for the Town Council, PolicyCommittee, Arts and Culture Commission, and Communityand Senior Services Commission. 3. Provide rant administration for thirteen Human Services and Arts and Culture CommunityGrants. 4. Provide customer service support and timelyresponse to resident inquiries, complaints and requests. 5. Track and oversee follow u items from Town Council meetings, Council referrals, and Manager referrals. 6. Oversee Clerk Administrator and Economic Vitality functions. 15 ECONOMIC VITALITY Strategic Priorities —Adopted Council Strategic Priorities to be implemented in FY 2014-16& FY 2015-17 Strategic Priorities Project Lead/Team Other Depts./Partners Project Milestones Status and Comments Economic Vitality (EV) Renn TMO/CDD/TAO 1. Identify opportunities for business • Council Adopted strategic goal in August of Strategic Plan. Finance/ PPW/PD process and permit streamlining. 2015. 2. Present Council with process • August/September 2015- Worked with Policy improvement opportunities and Committee to identify business related policies guide each through Council and for review by the full Council. Staff presented Planning Commission discussion, the Council with these policies as well as other recommendation and any directed process and related Town Code sections. amendments. • The Council directed the identified opportunities 3. Review past EV Plans for Los Gatos. to be reviewed separately as follows: Formula 4. Conduct benchmarking of other Retail provisions; Valet Parking Ordinance; the Economic Development Strategies. relationship between seating capacities and 5. Work with Los Gatos stakeholders to parking requirements; and town code definitions consider recommendations for the for Specialty Retail and Restaurants. Town's Economic Vitality Plan. • October 2015- the Council gave direction on the 6. Work with other departments to Formula Retail provisions and the Town Code consider any appropriate Capital amendment went to the Planning Commission on Improvement Plan (CIP), public January 13, 2015, and will return to the Council safety, or other elements that may at a meeting in the near future. be included in the strategic plan. . November 2015- an amendment to the Valet 7. Draft goals and outline of plan. Parking Ordinance was considered by the 8. Hold study session with the Council Planning Commission and adopted by the to discuss the draft outline and goals Council to allow businesses with private parking for the plan, and any specific focuses lots to charge for valet parking services with a for various commercial districts. permit. 9. Draft an Economic Vitality Plan for . December 2015- the Council discussed the the Town. separation of parking requirements and seating 10. Review the Town's plan. capacities in restaurants. Staff conducted 11. Adoption of plan by Town Council. outreach to all Parking Assessment District property owners and benchmarked other jurisdictions to aid in the Council discussion. The discussion and an amendment to the Town 17 Strategic Priorities —Adopted Conncit Strategic Priorities to he implemented in FY 2014-16& FY 2015-17 Strategic Priorities Project Lead/Team Other Project A9ilesiones Depts./Partners i I£ Status and Comments Code were considered by the Planning Commission on January 13, 2016 and will return to the Council at a future meeting. • January 13, 2016- brought formula and seating discussions to the Planning Commission. Began reviewing past strategic plans and benchmarking similar jurisdictions. Boards/Commissions/Committees — Boar&Commission/Committee projects/work plan items to be implemented by the department during the fiscal year. Board/Commission/ Project Other Project Milestones Status and Comments Committee Project Lead/Team Depts./Partners NONE 19 Key Department Projects/Program Initiatives — Projecdprograms initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners :�.,_, Special Events Process Renn/ TMO/PD/PPW 1. Create an inventory of events in Los • Inventory and benchmarking being compiled Assessment. Gilmore Gatos. for presentation at the July 30, 2015 Policy 2. Benchmark events, funding sources, Committee Meeting. etc. from similar jurisdictions. • Cross departmental staff team is meeting 3. Evaluate Special Event Permit regularly to discuss events, applications and Process. debriefs. 4. Present initial research to the Policy • Completed redesign of special event permit for Committee for further direction. immediate use. • Evaluating the internal process for event permit applications and working on implementing a new process to review and permit events efficient) Farmers Market Redesign. Hammack/ TMO/PPW 1. Benchmark Farmers' Market • Benchmarking has been completed, and Renn operations in other cities and information form the best practices collected consider best practices of the was considered and included as appropriate in Farmers' Market industry. the draft RFQ for the Town. (March 2015). 2. Analyze Town staff time and costs e RFQ process is complete and a new operator to support a Market in Downtown. has been selected (December 2015). 3. Draft and release a Request For . Contract negotiations are in process. Qualifications (RFQ). 4. Consider expansion and redesign opportunities. 5. Evaluate submissions. 6. Award contract and implement agreement. OpenCounter to enhance Renn TMO/CDD/IT/PPW 1. Collaborate with other departments • Work underway for the first two steps. existing and anticipated as we assess which services we • OpenCounter will likely become a piece of the currently offer online, how we can strategic plan to further improve how we serve Ef Key Department Projects/Program Initiatives — Projecdprograms initiatives to be implemented by the department during the iscalyear. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners online customer services. improve these services, which if any current and prospective businesses. services may be added online. • Will schedule a presentation with OpenCounter 2. Evaluate if OpenCounter is the staff in the Spring of 2016 to reintroduce the correct service for Los Gatos to use, model and see if/how it best fits in Town. and proceed with marketing it to the Town if it is. 3. Implement technology at the CCD counter for the use of OpenCounter should it be deemed as an efficient mechanism for businesses to learn about the Town and apply for over the counter type permits. 21 Town Manager's lity -- Ongoing Activities Ongoing Activit -m . 1. Provide liaison services to current and perspective businesses by assisting with general use questions and providing support on the Town's planning, building and code compliance processes. 2. Develop and maintain relationships with property owners, business owners, and industry commercial real estate professionals in Los Gatos. 3. Business outreach, retention and attraction through meetings, recognition programs, and education opportunities. 4. Manage Chamber of Commerce relationship and annual contract; and, participate on the Visitors' Bureau assisting with event coordination for the purpose of visitor attraction and business promotion in Downtown Los Gatos. 5. Participate in regional committees and professional groups as they relate to economic vitality, industry trends, and land use. 6. Participate in bi-weekly Community Development Department meetings to maintain communication and enhance cohesiveness to ensure a better customer experience for businesses and property owners. 22 CLERK DEPARTMENT Strategic Priorities —Adopted Council Strategic Priorities to be implemented in FY 2014-16 & FY 2015-17 Strategic Priorities Project Other Project Milestones Status and Comments — Lead/Team Depts./Partners NONE 24 Boards/Commissions/Committees — Board/Comntission/Committee projects/work plan items to be implemented by the department during the fiscal year. Board/Commission/ Committee Project NONE Project IOther Project Milestones Lead/Team I Depts./Partners 25 Status and Comments Key Department Projects/Program Initiatives — Proiect/pro{rams initiatives to be implemented by the department durin,4 the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Digitization of essential Neis 1. Scan Resolutions, Ordinances and • Scanning of Ordinances is 100% complete. Town records. Minutes to Laserfiche. • Scanning of Resolutions is 61% complete. 2. Name documents once they are • Scanning of Minutes is 10% complete. scanned. . Naming of the documents is 15% complete. Web access to Laserfiche for Neis MIS/TMO Purchase appropriate software to enable • In December 2014/January 2015 investigated Council approved documents public access. costs and staff time to implement. (e.g. resolutions, ordinances, • Agreement to purchase the software is in the and minutes). signature/approval process. Update Retention Procedures Neis/ All Departments Review and update destruction schedule . The Retention Policy was last reviewed and and Policies. as necessary for each department. updated in 2009. Schultz • Will meet with the Town Attorney on January 14, 2016 to discuss and prepare work plan. Management of storage and Neis 1. Review documents currently in • Limited progress due to staff constraints. destruction of paper records retention in the Clerk Department • Review of documents is underway and some per Retention Policy. vault and the onsite retention room. files have been boxed for retention. 2. Destroy records as necessary per the Retention policy. 3. Move applicable documents to the offsite retention location. Cross training of all Clerk Neis 1. Council agenda management. . New Office Assistant started May 20, 2015 and Department personnel. 2. Council packet preparation. training and assignment of duties has begun. 3. All other responsibilities and duties. . Training is 75% complete. Preservation of original and Neis Replace current storage method for • Not started. essential Town records. original records (e.g., resolutions and • Will protect critical Town records for another ordinances) with a de -acidification 200-300 years. process. • Funds are needed to begin this project — cost of approximately $2,500 per book. 26 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. roject/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners PIN/MGR NEW: 2016 Council Neis 1. Administration of two (2) Council • Nomination period opens July 18, 2016, Election and Possible Tax seat openings. candidates may begin pulling papers. Measures on Ballot. 2. Administration of possible Tax . If a tax measure or measures are to be placed Measures placed on the ballot. on the November ballot, coordination of ballot statement, arguments, rebuttals, and impartial analyses to be submitted to the Registrar of Voters by the due dates. NEW: Peak Agenda Neis All Departments Implement agenda management software . Training will be completed January 27, 2016. Management to enable electronic editing and tracking • Go live is scheduled for the February 2, 2016 Implementation. of Council reports and agenda creation. Council agenda. NEW: Seamlessdocs Neis/Gjerde All Departments Implement electronic routing system for • Agreement Routing Sheet is approximately Implementation. agreements and applications for 75% complete. boards/commissions/committees. • Will begin creation of applications for boards/commissions/committees by January 25, 2016. 27 Town Manager's Office—Clerk Administrator -- Ongoing Activities R P 9Alq 431 Ongoing Activities 1. Coordination of the recruitment and appointment pre 2. Coordination of cross -departmental response for put 3. Prepare Town Council meeting minutes. 4. Process resolutions, ordinances, and policies in coon 5. Coordination and processing of agreements. 6. Review and process insurance certificates for agreen 7. Coordination of Fair Political Practices Commission S. Coordination of bid openings and bonds with PPW. 9. Coordinate the submittal of leeal ads for all deoartm 1 for Town boards. commissions and committees. FINANCE Strategic Priorities —,4dol)terd C'nunril Strategic Priorities to he implemented in FY2014-16& FY2015-17 Strategic Priorities Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Identify New Revenue Conway/ Schultz/ 1. Compare Town's tax rates to • Added to Strategic Priorities during August Sources or Enhance Gilmore Callaway/ surrounding jurisdictions rates. 2015 Council discussion. Existing Revenue Sources Renn 2. Identify ways to enhance existing • Study Session in August to define various revenues. taxing options. 3. Identify potential new revenues. • Potential revenue sources were identified and 4. Identify legal requirements of presented to Council in September 2015. Identify funding mechanism implementation. . Council gave direction to establish an Ad -Hoc to provide ongoing street 5. Identify amount of additional Citizen committee to further explore the maintenance funding and revenue expected to be generated. introduction of: any needed changes to 6. Updated User Fee Study. • UtilityUser Taxes as new revenue source, 7. Ad Hoc Citizen Committee and current Town Policy. Recruitment/Formation. • Increase to Transient Occupancy Tax rate. 8. Citizen committee present report and • Council discussed the matter and voted to draft language to Council in March explore the potential revenue enhancements as 2016. follows: 9. Further consideration by Town . Business License Audit and Amnesty 10. Council of draft language for ballot Program; measures and authorizing ordinances • Taxation of Short -Term -Vacation Rentals; and Council Resolutions in April 2016. • Change in Refuse Vehicle Impact Fee 11. Approval of Town Council • Certificates of Participation. resolution placing revenue • Ad -Hoc Citizen Committee appointments were generating measures on November made in December 2015 with fust meeting to 2016 election in June 2016. be scheduled in January 2016 Almond Grove Street Conway/ Callaway/ 1. $12 million Reserve established to • Added to Strategic Priorities during August Project Funding Ungvari Morley fund Almond Grove Street 2015 Council discussion. Rehabilitation Project. • Revenue sources as identified above. 2. Further action required once final cost estimates are obtained and material selected in February 2016. 30 Boards/Commissions/Committees — Board/Contnlissioit/Comittittee projects/work plan items to be implemented by the department during the fiscal year. Board/Commission/ Project Other Project Milestones Status and Comments Committee Project AL Lead/Team Depts./Partners AN&L— Finance Committee Conway/ 1'revctti • Finance Committee met in December 2015 to Ungvari discuss the Town's unfunded Liabilities and Review of Comprehensive Finance Committee work plan. Financial Report (CAFR) • Next Committee meeting scheduled for and Review of Status of the January 22, 2016. Town Unfunded Liability. NEW: Citizen Ad-Hoc Conway/ Callaway/ 1. Ad Hoc Citizen Committee • Ad-Hoc Citizen Committee appointments were Committee. Gilmore Schultz/ Recruitment. made in December 2015. Ungvari 2. Ad-Hoc Citizen Committee Formed. • Staff is generating information for the fust 3. Citizen committee present report and meeting to be scheduled in January 2016. draft language to Council in March 2016. 4. Further consideration by Town Council of draft language for ballot measures and authorizing ordinances and Council Resolutions in April 2016. 5. Approval of Town Council resolution placing revenue generating measures on November 2016 election in June 2016. 31 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners FY 2014/15 Finance and Conway/ All 1. Interim Audit: June 15 — June 19, . Interim Audit complete — Audit discussion Compliance Audit Gaeta 2015. being scheduled for end of July. 2. Year -End Audit: (October 26-30, • Year -End Audit is complete. The FY 2014/15 audit will 2015). begin with an interim audit COMPLETED review the week of June 15, 2015 — June 19, 2015. Auditors will be on-site for a week do interim testing of controls. Final year-end audit has been completed during the last week of October. Transitioning Investments Conway/ 1. Cross Train with current Treasurer • The Director of Finance is training with the to In-house Ungvari/ (Summer 2015). contract treasurer to complete the investment Gaeta 2. Develop internal procedures (Fall reports. Treasurer transitioned out of 2015 — Spring 2016). . The Director of Finance is training Finance the position in Summer 3. Issue Broker Questionnaire (TBD). staff on Treasury and Investment. 2015. Staff will be cross training and determining how to proceed. Business License Audit Callaway/ Rena 1. Hire/Train Intern (End of June/Early . Finance Intern was hired on June 30, 2015. Ungvari/ CDD July). Staff trained Intern. Intern sample tested four Will begin with random Packer 2. Sample testing of Business Parks business areas. 32 Key Department Projects/Program Initiatives — Prgject/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners sampling of business parks (July 13 -August 14). • Finding was reported at the end of August. within the community to 3. Report on Findings (August). Results are varied from business parks to assess exposure to business business parks. Sampling did not include home operating in town without a based businesses. license. COMPLETED Electronic Accounts Ynegas MIS 1. Purchase scanner (August 2015). • Finance and MIS departments purchased the Payable (AP) Files 2. Set-up IT mapping (August 2015). proper device and identified IT mapping route. 3. Scan invoices (on-going — will begin • AP invoices are stored electronically from FY To provide better service to with FY 2015/16). 2015/16. departments and more efficient records storage, COMPLETED Finance will begin to scan AP invoices to store electronically. This will allow departments to access invoices from their desktops rather than having to retrieve copies from the Finance paper storage files. NEW: Electronic General Gaeta MIS 1. Purchase scanner (January 2016). • Finance is working with staff from MIS to Ledger Journal Entry Files 2. Scan invoices (on-going — will begin identify the proper device. with Mid -Year FY 2015/16). To provide better service to 33 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Finance department ai more efficient records storage. Finance will begin to scan General Ledger Journal Entry Files to store electronically. This will allow staff to access information from their desktops rather than having to retrieve copies from the Finance paper storage files. Identify software that will interface with our Finance System and meet the Town's needs in terms of our MOU's, various pay rates, etc. Project Other Project Milestones Lead/Team Depts./Partners Tram/ MIS 1. Conway/ HR Ungvari 2 3. 4. 5. Identify software programs (Sprin 2016). Consult with other agencies using programs (Spring 2016). RFP for product (Spring 2016). Evaluate RFP proposals (Summer 2016). Determine product, if any (Fall 34 Status and Comments • Finance expects to begin identifying software during Spring of 2016. Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Lead/Team DeDtsJ FY 2014/15 Comprehensive Conway/ Annual Financial Report Gaeta (CAFR) Set of government financial statements comprising the financial report of the Town. These reports comply with Governmental Accounting Standards Board (GASB) and are required to be completed and filed by the end of the calendar year. Department Cross - Training in key functional areas. With position changes and new Finance team members all staff have been assigned cross -training duties from the Summer of 2015. The assignments are as follows: Tram —Train Ynegas in Due December 31, 2015 (Deadlir extended until January 31, 2016.) 35 Status and Comments Staff begins preparing the CAFR report in November when final audit has been completed. Staff is finalizing year-end numbers and closely working with the auditors to complete CAFR. Extension requested due to unexpected staff resignation in late November 2016. — Spring 2016 • Accountant cross trained Ynegas on interfacing and Daily Cash Reconciliations. • Ungvari cross -trained Ynegas on business licenses and started cross training is miscellaneous billing and cashiering. • Ungvari cross-trainedWilson on business licenses and started cross training on miscellaneous billing, account receivables and cashiering. • Conway trained Ynegas and Ungvari in Fixed Asset. Key Department Projects/Program Initiatives — Project/programs initiatives to he implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Payroll - - - - --- Accountant- Train Ynegas in interfacing and Daily Cash Reconciliations Ungvari - Train Ynegas in Business Licenses. Conway- Train Gaeta and Ungvari in Treasury. Conway- Train Ynegas and Ungvari in Fixed Asset. This is a high priority for the Department for FY 2015/16. State Controller's Report Conway/ Due October 1, 2015. • Staff begins working on this report in Gaeta/ September each year when year-end close wrap Provides financial date to the Tram up has finished. State Controller on a basis as uniform and comparable as COMPLETED possible which is then compiled and published into a financial report entitled "Cities Annual Report" 36 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners which is used by the State Legislature, cities and the public. State Controller's Streets Conway / Due October 1, 2015. • Staff begins working on this report in Report Gaeta September each year when year-end close wrap up has finished. California Streets and Highways Code Section COMPLETED 2151 require cities to submit an annual Street Report to the State Controller on or before October 1 of each year. This report summarizes the money made available to and expended by local agencies for construction, maintenance, and other street -and road - related activities within the state each year. FY 2016/17 Operating and Conway/ Morley/ 1. January 2016: Budget Kick-off. • Budget Strategy Team was formed and started Capital Improvement Ungvari/ All 2. March 2016: Mid -Year. the initial work for budget principles. Staff Program Budgets Gaeta/ 3. February — March 2016: report will be presented for Council direction Tram/ Departmental Budget meetings and on January 19, 2016. 37 ey Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the scal year. Lfi Project/Program Project Other Project Milestones. Status and Comments Lead/Team Depts./Partners Ynegas proposal development 4. March 2016: Director's and Town Manager's Budget Recommendation review and final determination. 5. April 2016: Budget Narratives, accomplishments, performance measures and key projects written. 6. May 2016: Proposed Budget resented to Council. Parking Assessment Conway/ Spring 2016 1. Fall 2015/Winter 2016: Work with • Staff has been in contact with Santa Clara District Refunds Ungvari county to determine property owners County to determine amounts that should be and refund amounts. refunded to property owners. The Town's Parking 2. Spring 2016: Refund property Assessment District expired owners the excess funds. in late 2013. With expiration of the assessment District staff has been working with Santa Clara county and will refund property owners any excess funds. 1" Quarter & Mid -Year Conway/ 1. October/November 2015 —1 st • Staff analyzed first quarter data in early Budget Status Reports Ungvari/ quarter review. October and provided the First quarter status Gaeta 2. March 2016 — Mid -year budget report in November for Council review and First quarter Budget Status review. approval. Report is in October for the • Staff prepared and presented the I" Quarter 38 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners 1" quarter review and update Budget Status Report to Council. on the annual budget Staff will prepare the mid- Milestone 1: V Quarter Budget Status Report - year budget review to update COMPLETED revenue and expense estimates in February and • Staff begins analyzing the Town's mid -year present it to Council in results in January to assess status of revenues and expenditures. At this time, budget March 2016. adjustments will be considered and a complete status report along with recommended budget adjustments is presented to Council in March. Legal Mandate: Affordable Conway/ HR 1. Develop a Town procedure to track • Completed initial research in June 2015. Care Act (ACA) Tram/ hours and notify employees of a In Progress with developing a Town procedure. Ungvari eligibility (HR). • In Progress with identifying tracking and Requires employer to offer 2. Identify systems for tracking and reporting systems. health care coverage for all reporting. • Deadline for ACA reporting for calendar year employees who work over 3. Issue year-end mandated reports to 2015 has been extended until March 2016. 130 hours in a month. Federal Government and Employees. NEW: Utility User Tax Conway/ Schultz/ 1. Ad -Hoc Citizen Committee Formed. • Ad -Hoc Citizen Committee appointments were Gilmore/ Callaway 2. Citizen committee present report and made in December 2015. New type of tax revenue Ungvari draft language to Council in March • Staff is generating information for the 1 st identified for further 2016. meeting to be scheduled in January 2016. 39 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners consideration. 3. Further consideration by Town Council of draft language for ballot measures and authorizing ordinances and Council Resolutions in April 2016. 4. Approval of Town Council resolution placing revenue generating measures on November 2016 election in June 2016. NEW: Increase Transient Conway/ Schultz/ 1. Ad -Hoc Citizen Committee Formed. • Ad -Hoc Citizen Committee appointments were Occupancy Tax Rate Gilmore/ Callaway 2. Citizen committee present report and made in December 2015. Ungvari draft language to Council in March • Staff is generating information for the first Increased revenue source 2016. meeting to be scheduled in early 2016. identified for further 3. Further consideration by Town consideration. Council of draft language for ballot measures and authorizing ordinances and Council Resolutions in April 2016. 4. Approval of Town Council resolution placing revenue generating measures on November 2016 election in June 2016. Business License Amnesty Conway/ Renn 1. Identify terms and conditions and • Added to Strategic Priorities during August Program/Audit Ungvari/ time frame. 2015 Council discussion. Wilson 2. Notify business of amnesty program. New revenue source 3. Provide compliance period in which identified for further business can pay business license with no penalty. 40 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments 4. Contract with vendor to audit consideration. outstanding businesses. 4. Track and quantify number of businesses registered and additional revenue. NEW: Taxation of Short- Conway/ Schultz/ 1. Study and compare other jurisdiction . Staff started to collect information on short- term Vacation Rental Ungvari Paulson common practices. tern rental from other jurisdiction. 2. Prepare study session for Council for New revenue source further direction. identified for further 5. Based on Council direction prepare consideration. draft regulation to planning Commission review. NEW: Certificates of Conway/ Schultz/ 3. Action required upon voter approval Participation Ungvari Callaway of new revenue resources in the 2016 election. Currently if a new COP were to be considered by the Town, and ongoing funding source (such us increased TOT, Utility user Tax) need to be identified to make the annual debt service payment out of Town's annual operating budget. 41 42 g Activities 1. Payroll Services: Bi -weekly payroll processing, personnel master file maintenance, filing quarterly and year-end state and federal reports, W-2 processing, update employee master files as required which includes pay adjustments, benefit adjustments and rate updates. 2. Accounts Payable: upon validating proper authorization and purchase order, prepare and distribute weekly vendor checks to pay for Town services. Update vendor check files as required, quarterly and year-end reports are prepared and submitted to federal and state agencies for 1099 information and independent contractor payments. Prepare quarterly accounts payabler ort for Town Council. 3. Accounts Receivable/Cashiering: Staff invoices for amounts due to the Town. Staff manages receivables, administers the collection process and provides check reconcilement services for internal control purposes. 4. Business License Services: Administers Town's Business Tax & License ordinance to businesses in Town limits. 5. Financial Records Maintenance & hiternal Controls: Record all Town Financial activities in accordance with generally accepted accounting principles, including monthly bank and cash reconciliations. 6. Procurement Oversight: Administer the Town's purchasing and procurement processes. 7. Maintain/Update Town's Five-year Financial Plan: Develop, maintain, track and report on the Town's 5 year Operating and Capital Financial Plan 8. Fixed Asset Administration: Account & maintain records on all Town equipment and infrastructure. 9. Treasury Administration: Oversee the Town's investments and provide quarterly investment report for Town Council. 10. Successor Agency to the Redevelopment Agency Finance Administration: Preparation of bi-annual Recognized Obligation Schedules (ROPS), coordination of Oversight Board Meetings and approval, submission of OPS to the County and State for approval. 11. Annual Finance and Compliance Audit 12. Annual Comprehensive Financial Report 42 HUMAN RESOURCES Strategic Priorities —Adopted Council Strategic Priorities to be implemented in FY 2014-16 & FY 2015-17 Strategic Priorities Project Other Project Milestones Status and Comments Lead/Team Depts./Partners NONE 44 Boards/Commissions/Committees — Board/Commtssfon/Committee projects/work plan items to be implemented by the department during the fiscal year. Board/Commission/ Project Other Committee Project Lead/Team Depts./Partners NONE. Project Milestones 45 Status and Comments Key Department Projects/Program Initiatives — Projecdprograms initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Mandated Reporter Policy Rodriguez Town Attorney, 1. September 2015: Conduct initial • State law requires that certain professionals for Reporting of Child and PI) research. report suspected child and elder abuse and Elder Abuse. 2. November 2015: Develop a work neglect. These people are called "mandatory plan to identify milestone dates for reporters." items #3 and #4. 3. Winter 2015: Develop a draft policy • HR will coordinate with the Police Department for review and approval. and the Town Attorney's Office to develop and 4. Spring 2016: Implement the policy implement a policy, and conduct employee and conduct employee training. training. Ongoing: Evaluation and monitoring. • Due to recent staffing transition, work on this item has been delayed. New anticipated completion date is Summer 2016. Town -wide Training Rodriguez Health and Safety 1. August 2015: Conduct initial • HR is working with a contracted OSHA Program. Committee. research to identify legal mandates specialist to identify legally -mandated health and prioritize employee mandated and safety training requirements to develop a training. 2. Spring 2016: Develop and conduct Town -wide annual work plan. Hazardous Some departments are employee training for high priority materials handling, back -care, hearing providing OSHA -mandated mandated training. conservation, respiratory fit -testing, workplace and other legally required 3. Develop an annual work plan for violence protection, and anti -harassment are of trainings; however, it is review and approval during the FY the mandated trainings. desirable to centralize the 2016-17 Budget Cycle. Milestone 1: COMPLETED oversight o these trainings. g f g Ongoing: Evaluation and monitoring • Staff is currently working on scheduling and holding training. 46 Key Department Projects/Program Initiatives — Project/prograrns initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Update Town -wide Outside Rodriguez Town Attorney 1. July 2015: Research and prepare Update the Town Outside Work Permit Policy. Work Permit Policy. draft policy. 2. August 2015: Present the draft policy COMPLETED: Staff will be providing to the Policy Committee. quarterly status updates to the Council via the 3. December 2015: Complete the Weekly Manager's Memo. policy and procedures. Retirement Information Kit St. John 1. Research best -practices; review Researching the feasibility of using an intern to do to Assist with Retirement Rodriguez Ca1PERS materials. this project. If resources don't become available in Consultations. 2. Develop toolkit. FY 2015/16, this project will be pushed to FY 2016/17. Some work has been completed, including updating the HR Website. Due to recent staffing transition, work on this item has been delayed. New anticipated completion date is Fall 2016. Employee Recognition St. John Prevetti (TMO) 1. Establish a recognition committee. A recognition committee has been established and Program. Rodriguez 2. Provide draft recognition program is meeting to develop the recognition plan. A Murphy (Library) for feedback from committee and procedure has been drafted with committee input exec team. and will be reviewed with the Exec Team for 3. Approve and implement program. feedback. Cbi Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Negotiate New Labor Rodriguez White (TMO) 1. Research Issues. • Preparation will begin in the Fall 2015. Agreements for TEA, 2. Conduct salary surveys of . Closed Session discussion scheduled for AFSCME and POA. Callaway benchmark classifications. January 19, 2016. (Finance) 3. Select the bargaining teams. a TEA and AFSCME negotiating teams will Town Attorney or 4. Request parameters from Council. begin meeting in the Spring 2016. POA Outside Counsel 5. Negotiate and reach agreement. will begin meeting in Summer 2016. 6. Ratify and implement the MOU's. Identify Talent Prevetti 1. Identify turnover, retention issues. • HR will scope this project with the new Town Attraction/Retention 2. Conduct salary studies for hard -to- Manager. Challenges. recruit or at -risk positions. • Due to recent staffing transition, work on this 3. Provide recommendations to TMO. item has been delayed. New anticipated completion date is Summer 2016. 48 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners . Support New Town Manager TMO: Whitc 1. Provide support for Council Closed The recruitment period has closed and applicants Recruitment and Sessions to develop a recruitment are under review. It is anticipated that a new Town Onboarding. plan and select the recruiter. Manager will be on board in October 2015. 2. Execute a contract with the Executive Recruitment firm. 3. Facilitate completion of the COMPLETED recruitment brochure. 4. Provide support for the recruitment process as needed. 5. Provide support for new TM employment agreement. 6. Complete the onboarding process in accordance with the TM contract terms. 49 Human Resources Department—Ongoing Activities Ongoing Activities 1. Employee recruitment and retention — recent workload measures indicate that approximately 35 new hires and 35 separations are processed per year, for roughly 5-6 employee on -boarding or off -boarding handled per month. 2. Compensation and Classification administration, including the processing of Personnel Action Forms for all employee status changes. 3. Benefits Administration, including coordination with CaIPERS and industry brokers for maintenance and implementation of all benefit plans (medical, dental, vision, life and supplemental insurances. 4. Employee Relations, including the informal and formal resolution of employee/management concerns related to work rules and working conditions. 5. Employment Policy Administration, including the oversight of legal mandates for the workplace. 6. Performance Management, including the annual evaluations stem. 7. Safety Program Administration and Workers' Compensation 8. Deferred Compensation Administration 9. COBRA Administration 10. Training and Professional Development. 11. Complete contracting, purchasing, and payments for HR 51 Strategic Priorities —Adopted Council Strategic Priorities to be implemented in FY2014-16 & FY2015-2017 Strategic Priorities Project Other Project Milestones Status ald Comments Lead/Team Depts./Partners 1. Obtain sample technology plans Milestones 1 and 2: COMPLETED Develop technologies Gjerde/ All priorities plan. Callaway from organizations of similar scope to Los Gatos. Milestone 3 and 4: In -progress. 2. Inventory major existing and upcoming/planned technology projects. 3. Inventory known but not -yet -planned technology needs. 4. Identify a Technology Steering Group to provide input/feedback to the Priorities Plan. 5. Draft a 2-3 year Priorities Plan. 6. Identify budget needs and strategy. 7. Adopt the Priorities Plan and budget. 52 Boards/Commissions/Committees — BoardlCommission/Committee projects/work plan items to be implemented by the department during the fiscal year. Board/Commission/ Project Other Project Milestones Committee Project Lead/Team Depts./Partners NONE 53 Status and Comments Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Parms . Windows Servers (Main Gjerde PD, Library 1. Server specifications and order. COMPLETED Virtual Hosts) Replacements 2. Setup and transfer of virtual machines by A"rtwt October 2015 Desktop Battery Deshpande L Research quantities and types needed Milestones 1 and 2: COMPLETED Replacements for our "uninterruptible power supply" units. • Installation 70% complete 2. Quotes and PO for batteries (May . Workload and need to avoid interrupting users 2015). 3. Installation (August November causing some delay. 2015). Phone Upgrades Gjerde PPW, PD, Verizon 1. Install new phone trunk to street COMPLETED (May 2015). 2. Upgrade back end of VolP system (September 2015). Improve Mobile Remote Gjerde 1. Approve Terms and Conditions. COMPLETED Login Experience for Staff. 2. Implementation NEW: Document Gjerde Neis 1. Create purchase order. Milestone 1: In -progress. Accessibility by Public 2. Install new WebLink server. (Laserfiche Weblink). 3. Install and configure WebLink. 4. Work with departments on access of folders. 5. Test & Launch NEW: E -Signatures & Gjerde Neis 1. Approval of purchase order. Milestones 1 — 3: In -progress. Workflow (Seamless Docs). 2. Setup users and provide training. 3. Create form and workflows Training users. Initial form launched. Workflow 4. Launch. for contacts is more complex. 54 Management Information Systems X Ongoing Activities 12. Complete contractin , purchasing, and payments for rr related consultants, contractors, and a . upplies Al 13. Provide technical support to staff for various issues 14. Maintain user accounts and associated security permissions for folders ands stems 15. Replace PCs, laptops, servers reaching end of useful life 16. Maintain hosted voice over IP phones stem 17. Coordinate geographical informations stems (mapping) data and online system improvements and maintenance 18. Maintain security updates and health of 74 network servers and 204 network computers 19. Support network applications such as dispatch and other law enforcement, finance, permitting, public works, document imaging, antivirus, online access and more 20. Research and planning for potential productivity enhancements and others stems upgrades town -wide 21. Maintain email system with 311 recipients, 44 distribution groups, 100,000 messages per month, cloud antis am, and Public Record searches 22. Maintain internet service connections, firewalls, routers, switches, cabling, microwave and wireless access points 23. Support technology in patrol vehicles including vehicle and officer worn cameras, laptops, wireless connections and network security 55 56 Strategic Priorities -Adopted Council Strategic Priorities to be im lementetl in FY2014-16 & FY 2015-17 Strategic Priority Project Other Project Milestones Status and ( oorments Lead/Team Depts./Partners I . Draft revisions. a In progress. General Plan Paulson and PPW and Schultz Implementation: Revise the L. Peterson 2. Public hearings before Planning a Target PC in June and TC in August 2016. grading policy and adopt Commission (PC) and Town Council grading ordinance. (TC). Planned Development (PD). Prevetti and Schultz 1. Convene Study Committee (includes a First meeting in September 2015. Paulson the Town's General Plan a Targeting report to Council in March 2016. Committee). 2. Discuss PD, CUP, and other elements with Committee, leading to recommendations. 3. Provide status update on recommendations to TC. 4. If acceptable, proceed with Code amendments. Home Occupation. Paulson and Schultz 1. Draft revisions. a Start in September. Management 2. Public hearings before PC and TC. a Possibly combine with other Code Intern amendments to align with State law. a Target October PC hearing. COMPLETED Alcohol and Entertainment. Prevetti and Schultz 1. Review by Policy Committee. a Return to Policy Committee in August with an Paulson 2. Discuss the issues with Planning outline of issues for Planning Commission Commission. consideration. 3. Proceed according to direction by Policy Committee. 57 Boards/Commissions/Committees — BoardlComntissiort/Committee pirojecWwork plan items to be implemented by the department during the fiscal year. Board/Commission/ Project Other Committee Project Lead/Team Depts./Partners Historic Preservation Paulson and R. Schultz 1. Continuing to discuss historic Committee. M. Moseley demolition penalties with possible recommendation for Code changes to Planning Commission and Council. 58 Status and Comments • Expected report to TC in April 2016. Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners v Hillside Guidelines Update. Paulson Schultz Conduct PC and TC public hearings. • PC hearings completed. • TC hearing (estimated February 2016). Regarding Color Averaging and Visibility Analysis. Housing Element Action Paulson and Schultz I . To the extent possible, bundle • Housing Element identifies deadlines for Items (40 items). M. Moseley related Code amendments together. specific action items over the next seven years. 2. Some items will need to go before • North 40 is a Housing Element action item (see the General Plan Committee for Strategic Goals). recommendation before PC and TC public hearings. General Plan Action Items Paulson and Schultz and 1. Develop work plan for these items: • Present work plan to TC to determine priority (139 items yet to implement J. Armer Morley a. Compare Action Items with items (estimated April 2016). and these do not include the Sustainability Plan Action Items Housing Element of the to identify duplications (see General Plan). below for related topic). b. Identify ongoing items and/or measures that can be incorporated into Town practices, communicate outcomes to Council and public. c. Determine roles, responsibilities, and timelines between CDD, PPW, TAO, and TMO. 2. Itn lement two to three per year. Sustainability Plan (97 items Paulson and Morley and 1. Develop work plan for these items: • Present work plan to TC to determine priority yet to implement). Armer Schultz a. Compare Action Items with items (estimated April 2016). General Plan Action Items to 59 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team DeptsJPartners identify duplications (see above for related topic). b. Identify ongoing items and/or measures that can be incorporated into Town practices, communicate outcomes to Council and public. c. Determine roles, responsibilities, and timelines between CDD, PPW, TAO, and TMO. 2. Implement two to three per year. Ordinances needed to Paulson Schultz and M. 1. Bundle one or more together, as a Short Term Stay (memo to TC in August 2015 address emerging issues. Renn appropriate. with options). 2. Stakeholder outreach. a Food Trucks (identify options in April 2016). 3. Planning Commission hearing. a Valet Parking (Economic Vitality lead: PC in 4. Council hearing and action. September 2015): COMPLETED a Detached Condo (package with PD Study Committee work). a Overall alignment with General Plan (legal resources needed). a Changes required due to State or federal law a. Solar (TC in Sept. 2015): COMPLETED b. Wireless (PC in February and TC in April 2016). c. Water efficient landscaping, depends on State model ordinance update. [i7 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Update General Plan Paulson and Schultz Officially modify map to incorporate • Target PC in March and TC in April 2016. Diagram and Zoning Map. Chung past TC approvals. Albright General Plan Paulson Schultz TC action only due to ballot measure. • Target TC in April 2016. amendments based on voter approved ballot measure. Updates to Guidelines/Other Paulson Schultz 1. Work with General Plan Committee . TC should provide direction and identify the guiding documents to on each. priority of one or more of these items within improve Planning review 2. Stakeholder outreach. Strategic Priorities. and service: 3. Planning Commission hearing. 4. Council hearing and action. • Residential Design • Commercial Design • Los Gatos Blvd Plan Determine what to do with Paulson Schultz 1. Review against General Plan and • TC should provide direction and determine if Hillside Specific Plan. Hillside Guidelines. this is higher priority than any of the Guideline 2. Coordinate with County Planning. updates mentioned above. 3. Work with General Plan Committee. 4. Stakeholder outreach. 5. Planning Commission hearing. 6. Council hearing and action. Annual Housing Element Paulson Due to State: Housing and Community and General Plan Report. Development (HCD) and Office of Planning and Research (OPR) by 3/31 every year. 61 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team De ,tsJ,Partners Bi -Annual Code Compliance Paulson, Reported Jan -June 2015 data in August . Begin to compile next data set. Report. Machado, 2015. and Meyer Evaluate pilot after hours Paulson, Frisby and Schultz Compile data. . Report to TC in October 2015 with Code Compliance. Machado, recommendation whether or not to continue the and Meyer program. COMPLETED Complete Code Compliance Meyer Schultz Update draft from August 2014. . Transmit to TC in October 2015 Handbook. COMPLETED Community Development Prevetti Meet and greet with Planning, Building, . Organize for September 2015 Open House. and Code staff and Town residents. COMPLETED 62 Community Development Department—Ongoing Activities Ongoing Activities 1. Prepare reports and administer Planning Commission, Conceptual Development Committee, General Plan Committee, Historic Preservation Committee, Development Review Committee 2. Prepare Council reports and participate in Council meetings 3. Review and analyze all Planning applications, working with applicants, other departments, interested residents, outside agencies, and others 4. Review and analyze all Building applications, working with applicants, other departments, interested residents, outside agencies, and others 5. Inspect all construction projects for Planning and Building compliance 6. Respond and resolve Code compliance cases 7. Respond to resident and business inquiries regarding allowable uses and development options 8. Evaluate proposed business use prior to Business License and Certificates of Use and Occupancy issuance 9. Prepare land use data for annual Joint Venture Silicon Valley survey, Valley Transportation Authority Survey, Department of Finance population estimates, Association of Bay Area Governments and Metropolitan Transportation Commission surveys, and other data requests 10. Monitor and participate as appropriate in Plan Bay Area Update, State legislation (e.., Water Efficient Landscape Model Ordinance Update) 11. Respond to Council and Manager Referrals 12. Oversee the Below Market Price housing program 13. Oversee and manage Town consultants providing arborist, architecture, environmental review, housing, and other services 14. Oversee and manage Building Plan Review consultant 63 64 Strategic Priorities -Adopted Council Strategic Priorities to be im lemented in FY 2014-16 & FY 2015-17 Strategic Priorities Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Develop Library Strategic Murphy Library Board 1. Feedback session w Friends Board COMPLETED: Accepted by Town Council Plan 2. Feedback Session w Library Board November 2015 3. Feedback session with Youth Commission 4. Key Informant Interviews 65 Boards/Commissions/Committees — Board/Commission✓Committee projects/work plan items to be implemented by the department during the fiscal year. Board/Commission/ Committee Project Project Lead/Team Other Project Milestones De tsdPartners Status and Comments Library Board Murphy TMO for 1. Operating Procedures Review • All procedures updated and consolidated, marketing/ Project with Town Manager's Office. outreach • Team meetings to decide what . Marketing plan complete. we are enforcing and how. • Marketing ongoing. • Create buy -in and consistency. o February 11, 2016-4h Anniversary 2. Marketing/Outreach Theme "Renew your love for the • Design marketing to the Library." community to tell the story of library services and resources. • Print e -newsletter for distribution at Terraces and Meadows. • Column in newspaper. • Library budget. • Info a hics. Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/T ers Passive Sound Murphy PPW 1. Consulted with sound engineer to provide • Final construction drawings August Reduction — Install conceptual design. 2015. acoustical materials to 2. Consulting with architect to provide • Postponed to December 2016 for the drywall portion of construction design documents. more PPW/Facilities support & to the lobby ceiling and allow for installation of the extend the wall in the Automated Materials Handling teen room to reduce System. overall noise in the library. Major Donor Wall Murphy Friends of 1. Re-etch existing donor plaques to be legible. COMPLETED — Installed September Modifications Library/PPW 2. Remove blank donor plaques. 2015. 3. Add digital donor display for existing donors and future donors. Online Payments — Corrales Finance PayPal development slated to be released in Koha . Delay due to 2% fee not allowed by Enhance our integrated version 3.22. PayPal. library system to • Target late Spring 2016. accept online payments for fines & fees Local Newspaper Maglio 1. Copyright permission search started May . Target for cost estimates late Spring Digitization 2015. 2016. 2. Permission request letters sent out by June • Timeline for completion dependent 2016. upon cost estimates. 67 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. roject/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners NEW: Bike Pedal-er Murphy/Maglio/Ota 1. Secure Pacific Library Partnership (PLP) • Grant written, submitted to, and (Electric Bicycle Grant: COMPLETED awarded by Pacific Library Powered Book 2. Secure Friends funding for book trailer Partnership for electric bike, wireless Mobile) (January 2016). internet connection, maintenance 3. Begin purchasing equipment and a -bike equipment, helmets, hourly librarian (February 2016). time, and associated accessories. 4. Reach out to local organizations, senior homes • Friends of the Library to purchase and schools for routes and programs. co -branded book trailer. • Library staff to start purchasing items in February 2016. • Library staff to start coordinating visits with local organizations, senior homes and schools February 2016 for visits starting in March or April (depending on delivery schedule and weather). Be a Book Family Laredo LGUSD, 1. Establish distinct target age groups. COMPLETED — School Theme (86 Program: This LGSUHSD 2. Choose first quarterly theme. families participated) program will market 3. Select materials to highlight. family literacy and 4. Create promotional materials and online • Ongoing themes moved into ongoing community support of content. activities item #1 reading, getting 5. Market through school and storytime groups. parents, children and community members to read and to talk. about reading. M nt Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during =fiscalayear. Project/Program Project Other Project Milestones Status and Comments COMPLETED — August 2015 Ender's Game Laredo LGUSD, Los 1. Develop book related programming. Readalong: This Gatos History 2• Create online bookcast content. community read- Club 3. Engage local adults (local officials, teachers, • Ongoing - moved into ongoing along is in service groups, etc.) in program to support activities item #1. conjunction with the teens. Freshman Required Reading for Los Gatos High School. As a way to create a community of readers and support high schoolers. This programs targets teens, parents, and community members. Interactive Summer Gildea Friends, Local 1. Work with vendor to transfer online Summer COMPLETED — August 2015 Reading. Schools reading program to mobile, interactive interface. • Ongoing moved into ongoing g 2. Update program information. activities item #1. Museum Library Maglio/ Museums of Los Meet with curators to discuss focus areas and areas . Collaborative Inventory of objects — Collaboration. Murphy Gatos of collaboration in progress. • Collaborate for shared program at History Museum opening — November 2015 — COMPLETED M] artment Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during l year. L Project/Program Project Other Project Milestones Status and Comments Lead/Team Uq ts,,/Partners • Ongoing collaborative quarterly meetings. Local History Murphy/ History Museum 1. Create timeline and scope/goals for local • Six new volunteers trained. Volunteer Recruitment Maglio history collections and services in the library. • Training guide complete. and Training. 2. Build history services and team through • Timeline/scope/goals complete. strategic volunteer recruitment for technology skills and historical knowledge. 3. Create documented training guide for all history volunteers and library staff. Automated Materials Murphy/ Friends of Library I. Site Visit Bascom Branch SJPL July 2014. COMPLETED — Installed and Handling. Corrales 2. Initial contacts w consultants and vendors — operational January 2016. MK Sorting, Techlogic, 3M. California Public Corrales MIS/Gjerde 1. Grant Application. Delayed due to cabling issues — target Library Broadband 2. Questionnaires and Surveys for CALREN and completion March 2016. Project: This CENIC. collaborative, state- 3. Purchase of Equipment. wide initiative allows 4. AT&T survey of Fiber line. the Los Gatos Library 5. July 1, 2015 begin installation of equipment. to connect to 6. August 1, 2015 --new 1GB internet speed up broadband services and running. through the state 7. August 31, 2015 -- end contract with Comcast higher education for internet at the Library. network, with 20x the bandwidth. Grant funding has been provided through the 70 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners state as well as our local consortium PLP to help facilitate the conversion. This conversion will allow faster, more robust internet access for both library customers and staff. Los Gatos Library Maglio Friends of 1. Planning beginning June 2015. COM Pl.ETFI) — August 2015 (LGL) Literary Fair Library, local 2. Coordinate with Friends Bookstore, Village 2015 businesses House of Books, publishers and local • Ongoing -moved into ongoing authors. activities item #1. Wireless Printing Con -ales Work with Envisionware (print management COMPLETED — August 2015. Install wireless software program) to install wireless printing printing capabilities capabilities to work with our current computer for Library Patrons and print systems. Operating Procedures Murphy Library Team 1. Divide up procedures for review by Library COMPLETED — December 2015 Review team for 3 things: • Relevance • Modifications/Updates • Implementation/Enforcement Consistency til Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Integrated Library Corrales Library Team 1. Schedule presentations by vendors Spring 2016 System Evaluation 2. Identify pros/cons of various systems (System that runs 3. Issue RFP for ILS system • Vendor demonstrations (August acquisitions, 2015 -March 2016) cataloging, • Staff input (ongoing) circulation, and all • Usability interviews with other searching capabilities libraries (August 2015 -March for the library) 2016) Volunteer Murphy/ Gildea/ Create annual volunteer appreciation event for COMPLETED — August 2015 Appreciation Maglio all library volunteers. • Ongoing - moved into ongoing activities item #10. Customer Murphy/ Laredo/ 1. Evaluate current public desk rotations for all Target completion date - Spring 2016 Service/Desk Rotation O'Brien three public desks. Evaluation 2. Evaluate project/work load distribution. • Finish hiring for vacancies — 3. Establish most efficient, highest customer March 2016. service combination of projects and desk • Identify scheduling trends — hours. April 2016. • Establish new desk schedule — May 2016. Establish Library Murphy/ Identify most efficient management structure for COMPLETED — December 2015 w/ Management Team Prevetti Library and recruit accordingly promotion of two new Library Division Managers. 72 1. t Children's & Teen programmin(including stotytimes, special family programs, Summer Reading, Be A Book Family, etc. 2. Adult programminS (includingbookclubs, technology trainin s, special presenters, etc. 3. Friends programming (quarterlysupport of Friends ppgrams including Silicon Valley Reads, Annual Meeting, and holiday music 4. Reference & reader's advisory services (in-person, via email, via instant message, and via telephone) 5. Check-in, check-out and collect fines for materials 6. Shelve materials 7. Collection development(including selection, deselection, and maintenance of existing collections 8. Outreach(including field trips, visits to preschools, elementary schools, high school and senior centers 9. Seven day, 54 hour per week public service, serving more than 1,000 customers per da 10. Volunteer Training and Appreciation 73 74 I StrateElC Priorities—Adonted Council Strategy=ie Priorities to be implemented in FY 2014-16 & FY 2015-17 Strategic Priorities Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Implement migration to Lt. Langer / Silicon Valley 1. 1" phase purchase and installation of' • 3 Phase project - I" phase completed regional communications Gadd Regional radio consoles completed. November 2014 with Dispatch Console and interoperability. Interoperability 2. Coordinate with other County Law installation. Authority Enforcement Agencies to obtain best . Phase 2 projected purchase of mobile and pricing for replacement equipment. portable radio equipment scheduled for Fall (SYRIA) 2016. In conjunction with County Lt. Langer PPW / Santa Clara 1. Participate in regional training . Flood routes are completed. Fire signs need to Fire, implement evacuation County Fire / exercises. be posted along designated route by PPW. plans for areas subject to Office of 2• Identify local training needs. . Sign location and design of fire signs have flooding and fires. Emergency 3. Implement EOP changes as needed. been sent to PPW for installation. 4. Attend OES meetings. Services (OES). Community Partnerships for Chief 1. Los Gatos On Watch. . Continue monthly meetings as scheduled. Crime Prevention and Frisby/Captain 2. Neighborhood Watch. • Next Coffee with a Cop scheduled for January Response. D'Antonio 3. Coffee with a Cop. 2016. 4. Cyberbullying presentations. • Police Recognition Lunch scheduled for 5. Police Recognition Lunch. March 2016. 75 Boards/Commissions/Committees — Board/Commission/Committee projects/work plan items to be implemented by the department during the fiscal year. Board/Commission/ Project Other Project Milestone9; "` Status and Comments Committee Project Lead/Team Depts./Partners, 1. Selected new commissioners. • Continue work with members of Youth Youth Commission. Chief Frisby 2. E -cigarettes — Council fmal approval Commission on their project and commission granted. goals. I Amend Town of Los Gatos smoking . E -cigarette amended ordinance completed and ordinance. adopted. • Town of Los Gatos smoking ordinance in draft form, ro'ect com letion date June 2016. 76 Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during EKey the fiscal year. Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners -- Mobile Audio Video Sgt. IT 1. Demo Unit installed for initial • Tentatively scheduled for full installation in (MAV) Kauweloa testing of server and vehicle July/August 2015. This system provides in car installation. camera system in the patrol 2. Process agreement with L-3 for COMPLETED: November 2015 vehicles as well as the motor Product & Services. units. 3. Order equipment. 4. Full Installation of MAV system. 5. 90 day system test. Taser Replacement. Lt. Langer Finance 1. Submit budget costs to Finance for • Tasers have been purchased and delivered, will FY 15/16. be provided to officers in Feb 2016. 2. Present project to Town Council for approval. 3. Purchase and Distribute Equipment. Records Management Lt. Langer IT 1. Continue upgrade plans with the City • New upgrade has been identified and approved System (RMS) Upgrade. of Sunnyvale. with both agencies. 2. Ensure data transfer is complete. • Upgrade tentatively scheduled for Summer 3. Training for Staff on new updates. 2016 completion. Mobile Data Computer Sgt. PPW/IT Coordinate with PPW and IT for moving • Project scheduled for completion by October Replacement. Kauweloa of MDC in Patrol Vehicles from the rear 2015. of vehicle to front of vehicle. COMPLETED: November 2015 Alcoholic Beverage Control Lt. Tada / Community 1. Obtained grant in October 2014 and • Projected July 2015 — 2 additional ABC decoy (ABC )Mini Grant. Cpl. Field Development / attend ABC grant training. operations and IMPACT inspections with Code This grant covers overtime Code Compliance 2. First field operation March 2015 Compliance CSO. costs for personnel assignedOfficer /Los resulted in 3 ABC violations. • Grant closes September 30, 2015. to enforcing alcoholic Gatos Chamber / 3. Coordinated with Community beverage code violations at Development and Chamber for COMPLETED: October 2015 locations serving and selling Alcohol Beverage outreach and participation in LEADS 77 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. roject/Program alcohol including selling Project Lead/Team Other Depts./Partners Project Milestones Status and Comments Control training education for alcohol alcohol to minors. business licensed owners in Town. 4. Hosted LEADS Training / Education class March 2015 (Completed). 5. Coordinated with Code Compliance during IMPACT ABC inspections of businesses (Completed). 78 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the f scat year. Community Services roject/Program Project Other Project Milestones Status and Comments Iav Lead/Tgam Depts./Partnelrs,... loudspace Mobile App - CSO IT 1. Develop Menu Items and Design • Tentatively scheduled for launch in July 2015. obile app that will be Mosunic (Completed). ailablee to the public for up 2. Add content and links to the app COMPLETED: September 2015 to date Police information (completed). and contact ability for 3. Launch app for public use citizens. (completed). Social Media Launch. Cpt. TMO / IT 1. Set up Social Media Platform within . Working with TMO and Council on finalizing D'Antonio / Town policy (completed). Social Media Policy prior to implementation in CSO 2. Nextdoor (completed). Fall 2015 (completed) Mosunic 3. Nixie (completed). • Expand social media June 2016 4. Expand social media platforms. Juvenile Traffic Diversion Larry Brown Traffic Court, 1. Research program • Classes to begin in March 2016 Program. SVDPS, MBPD, 2. Develop citation review and CPD 3. Identify instructors 4. Obtain Class Outline 79 Key Department Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the fiscal year. Parking & Traffic Project/Program Project Other Project Milestones Lead/Team Depts./Partners Electric Vehicle Parking Lt. banger PPW / Town 1. Research current ordinance. Ordinance. Attorney 2. Identify changes/updates necessary. 3. Update ordinance. 4. Submit for anuroval. L* Status and Comments • Spring 2016 target completion date. nt Projects/Program Initiatives — Project/programs initiatives to be implemented by the department during the eparedness E Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Emergency Operation Plan Lt. Tada / Los Gatos School 1. Final Safety Plan presentation, • Implementation and drills scheduled for Unification for all schools CSO Districts / LGS dissemination, and signoff August 2015 — Back to School within Los Gatos including Mosunic Recreation (completed). LGS Recreation - 2. Committee to facilitate school staff COMPLETED The Emergency Plan will training (completed). cover topics such and 3. Back to School safety drills evacuation plans during (completed). emergencies, making emergency notifications, and safety precautions. 81 Police Department—Ongoing Activities 1. 2. Patrol Burglary Suppression Plans integrated with PredPol Crime Prediction Software Cyberbullying & Digital Safety Awareness Education 3. Safe Routes to Schools 4. Neighborhood Watch Programs and Meetings 5. Los Gatos On Watch Program 6. Coffee with A Co 7. Youth Commission 8. Drug Free Community Monthly Meetings 9. Santa Clara County Fire Liaison / Emergency Operations 10. Traffic Awareness and Enforcement Campaigns 82 83 Strategic Priorities Adopted Corincil Strategic Priorities to be implemented in FY 2014-16 & FY2015-17 Strategic Priorities Project Other Project Milestones Status and Comments Lead/Team Morley Depts./Partners PD Bicycle and Pedesu ivi l . Issue RFP — January 19, 2016. The Town has received a grant to develop a master Master Plan. 2. Award Consultant Agreement — plan and has drafted an RFP for Council review on April 2016. January 19, 2016. The plan includes requirements 3. Finalize Master Plan — January 2017. for significant public outreach, review of existing conditions, and identification of plan elements. General Plan Paulson and PPW and Schultz I. Draft revisions. • In progress. Implementation: Revise the L. Peterson 2. Public hearings before PC and TC. . Target PC in June and TC in August 2016. grading policy and adopt grading ordinance. Traffic Review around Pu School Districts 1. Award consultant agreement — Conduct a Town -wide traffic study with a focus on Schools. January 2016. school traffic to identify actions to reduce vehicle 2. Conduct Study through end of school traffic and increase multi -modal transportation. year. 3. Report to Council in Fall 2016. Downtown Parking. Morley 1. Review RFI results with Ad-hoc — Explore solutions to downtown parking capacity. January 2016. Council Ad-hoc has selected a downtown parking 2. Determine next steps — February garage as a first area for investigation. Two 2016 responses to an RFI were received and are under review b the Ad-hoc committee. Ey Strategic Priorities —Adopted Coancil Strategic Priorities to be implemented in FY 2014-16 & FY 2015-17 Strategic Priorities Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Morley CDD Sale or Lease of Town Closed session discussion February Review properties for potential sale, lease, or re - Properties. 2016. use. Phase I of Almond Grove Petersen 1. Receive phase I bid docs — • Construction will bid for asphalt and concrete. District Street Project. December 30, 2016. • Design will allow for design of remaining 2. Award Construction Phase 1 — Feb phases in asphalt or concrete and will allow for 16, 2016. expedited or phased construction. 3. Award Design remaining phases — February 16, 2016. Complete Streets Policy Pu CDD None identified Staff resources limit ability to implement this Implementation. effort. 85 Boards/Commissions/Committees — Board/Commission✓Comnrittee projects/work plan items to be implemented by the department during the fiscal year. Board/Commission/ Project Other Project Milestones Status and Comments Committee Project Lead/Team Depts./Partners Bicycle Pedestrian Advisory Morley/ PD 1. Bike and Ped Master Plan — (see • Work plan is in place with progress on each Committee (BPAC) Petersen above). item. 2. Explore grant funding opportunities. . Update reports to Council will occur as needed 3. Implement various bike and ped or at an annual review. infrastructure projects. 4. Implement website or social media presence. 5. Explore Vision Zero. Transportation and Parking Morley/ PD 1. Encourage adoption of Vision Zero. • Work plan is in place with progress on each Commission. Petersen 2. Cut through traffic. item. 3. Support Council Ad Hoc in . Update reports to Council will occur as needed downtown parking garage. or at an annual review. 4. Investigate busing program grant. 5. Increase EV Charging. 6. Investigate the use of technology for parking solutions. 7. Investigate grant opportunities. Parks Commission. Morley I . Interaction with public to gather • Work plan is in place with progress on each input on parks. item. 2. Provide info to public on parks. . Update reports to Council will occur as needed 3. Review park infrastructure and make or at an annual review. recommendations. Council Parking and Morley TMO 1, Deliver parking garage report to • Council accepted report in August. Infrastructure Ad Hoc Council in August 2015. • Next step: Review RFI submittal. Committee. 2. Issue RFI (complete). • Review of RFI information late January 2016. 3. Receive and review RFI responses (in progress). 4. Identify Next Steps — February 2016. M Boards/Commissions/Committees — Board/Commission/Committee projects/work plan items to be implemented by the Idepartment during the fiscal year. I Board/Commission/ Project Other Project Milestones Status and Comments Committee Project Lead/Team Depts./Partners AKKINIL- Holiday Parade Regan I'I) Coordination meetings monthly thru COMPLETED 87 Key Department Projects — Proiect/progr•ants initiatives to he intplentented by the department during the fiscal year. Project/Program Property sales. Landscape and Lighting District Review. Project IOther I Project Milestones Lead/Team I Depts./Pa Morley IMO 1. Fall 2015 review by Council for direction to staff. 2. Continued review by Council Winter 2016. 1. Fall 2015 RFP. 2. Spring 2016 Award of contract. Status and Comments Future use of: -Winchester Lark property -Venue -Forbes Mill -Tait Avenue (former museum) -Dittos Lane -Parking Lot 6 RFP under evaluation. Scheduled to present for Council award February 2, 2016. Morley Review of program, including Review program to look at level of service, assessments with mid -year report out. condition of assessment districts, level of assessment. Align services to needs and funding at each district. Report to Council with mid -year budget. 88 Key Department Projects —Project/programs initiatives to be implemented by the department during the fiscal year. Engineering Services Project/Program Project Other Project Milestones Status and Conuuents Lead/Team Depts./Partners Street Saver Condition Petersen 1. Conduct field observations — This grant funded project will complete a full Assessment Program. September 2015. condition assessment of Town streets and fully 2. Receive Consultant Report — revise the Street Saver data. These reports drive November 2015. prioritization of future capital maintenance 3. Review status with Council — projects. January 2016. Review and update land Petersen CDD Complete June 2016, dependent on Current procedures need review and updating to development procedures. staffing levels given high turnover. allow for consistency on development review over time. Highway 85 Litigation. Schultz Morley See Town Attorney Section. Prevetti Valley Transportation Plan Morley Petersen Submit a project list for the VTP 2040 This project defines local and regional (VTP) 2040. by August 31, 2015. transportation plans for the next 25 years. COMPLETED 2016 Transportation Funding Matt Morley Petersen Submit a project list through the VTP This effort is to bring a ballot initiative in the Fall Ballot Initiative. 2040 effort. Monitor progress of of 2016 for transportation needs. initiative to represent the Town's interest. Elm Key Department Projects — Project/programs initiatives to be implemented by the department during the fiscal year. Capital Improvement Program Project/Program Project Lead/Team Other Depts./Partners Project Milestones Slalus and Comments Capital projects — between Morley Petersen 1. Tracking in MS Project for schedule Tracking will allow for milestone trackin'., 12 and 30 capital projects and major milestones. including multiple council meetings for each delivered town wide. 2. Many projects are on hold pending a project. Will distribute when complete. council discussion on the Almond Grove project. Almond Grove Project. Petersen 1. Council discussion on funding Staff will provide project award recommendations alternatives for the Fall. to the Council on Feb 16, 2016. 2. Bid Phase IA— Winter 2016. 3. Build Phase 1 A —Summer 2016. U, Key Department Projects — Project/programs initiatives to be implemented by the department during the fiscal year. arkServices oject/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Assess needs for urgency ordinance for Staff continues to manage water usage and will Drought rManagement. Morley Harbin Summer 2016. Winter 2016. provide ongoing reports to the Council on progress. Manage use of herbicides to ensure appropriate Vegetation Management Regan Plan. use, balancing the need for fire breaks with the need to ensure natural habitat remains intact. 4 of July Celebration. Hammack July 4, 2016. Coordination of the annual 4 of July celebration at Oak Meadow Park. Arbor Day. Hammack Spring 2016. Preparation of the annual Arbor Day event. In 2015 this event took place at the Town Plaza as part of the Spring into Green event, a larger effort to inform the community about "Green" opportunities in the Town. Public Works Week. Hammack Spring 2016. Annual open house that includes tours of the department by local schools. This is an opportunity to provide outreach to the community on services provided by the Town. Screen on the Green. Hammack Summer 2016. Annual event providing a movie for families in a Town park. This hugely successful event provides an opportunity for the community to come together for a relaxing kid friendly evening. 91 Key Department Projects — Projectlprograms initiatives to be implemented by the department during the fiscal year. Environmental Services Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Develop sustainable funding The NPDES program manages the flow of Harbin Finance Provide solutions for including in FY plan for National Pollutant Petersen 2016/17 budget. contaminants into the local waterways. The Discharge Elimination program is currently not self-supporting. System (NPDES) permit Solutions will look to take advantage of other activities. funding opportunities to create a cost recovery program. Increase municipal Harbin Report in June 2016. Recycling efforts at town facilities are sporadic in recycling. the distribution of recycling containers as well as in the collection of material. This project will correct these inefficiencies and result in greater overall recycling at municipal facilities. Downtown Trash and Harbin Implement solution Dec 2016. Resolve ongoing issue of overflowing trash cans Recycling. with new service delivery model. Sustainability Plan. Harbin Gilmore/CDD Report on status of plan in January 2016. The Sustainability Plan review will document achievements and align next steps with Council designated priorities. Custodial Contract. Harbin COMPLETED 92 Key Department Projects — Projectlprograms initiatives to be implemented by the department during the fiscal year. Streets & Trees Project/Program Project Other Project Milestones Status and Comments Lead/Team Depts./Partners Street Tree Inventory. Regan Report to Council — Spring 2016, The Town's street tree pruning contract included a provision to inventory street trees. This inventory will help to ensure a balanced urban forest as trees of varied species can be planted and tracked. Sidewalk Inventory. Petersen 1. Preliminary data collection Fall This is a multi-year project to collect data with a 2015. kickoff in Summer 2015. The project will 2. Ongoing data collection Summer inventory the condition of sidewalks and provide 2016. data to program future replacements. This is a project that the Town's risk manager has been encouraging to minimize claims related to sidewalk trip and falls. Implement street sign Regan .lune 2016. Implement program to obtain compliance with assessment and replacement. federal sign mandates. The mandates require regulatory signs meet reflectivity standards. Relight plaza holiday tree. Harbin This project will re -string the plaza holiday tree with new lights to ensure continued functionality of the tree. COMPLETED Cut Through Traffic. Morley Petersen January 2016 — report to council. Cut through traffic impacts have grown this Summer. This project will identify potential solutions for Council direction on implementation. 93 Parks and Public Works—Ongoing Activities Ongoing Activities 1. Represent Town with Los Gatos Saratoga Recreation 2. Represent Town with Los Gatos Safe Routes to School 3. VTA Technical Advisory Committee Liaison 4, Lead Parking and Transportation Commission 5. Lead Parks Commission 6. Lead Bicycle and Pedestrian Advisory Commission 7. Respond to Council and Manager Referrals 8. Su ort efforts of the Beautification Committee 9. Conduct maintenance activities and emergency airs for Town facilities 10. Evaluate all engineering, stormwater, and traffic issues for private development applications 11. Approve and inspect public improvements constructed by developers as required by their permits 12. Coordinate with outside agencies and utilities regarding construction activities in Town rights -of -ways 13. Manage all park reservations 14. Coordinate with West Valley Sanitation 94