Attachment 1EPROPOSED
D – 3
Town Offices
PROGRAM PURPOSE
The Town Offices Program comprises the Town Council Administration Program and the Town Attorney
Administration Program, which includes the Self-Insurance Liability Program. The purpose of each
program is outlined in the sections that follow this page.
BUDGET OVERVIEW
A Deputy Town Attorney position is increasing from 0.5 FTE to 0.625 FTE to provide workload relief in
the Town Attorney Office. As a result, the FY 2016/17 Town Offices’ budget reflects an increase in
salaries and benefits. The 0.125 FTE increase is funded from one-time funding. Staff anticipates to bring
forward an ongoing funding source for this FTE increase at the FY 2016/17 mid-year review for Council
consideration after the completion of the bargaining unit agreements and other fiscal decisions. There are
only minimal increases to general administrative, legal, or risk management operating costs, and no
anticipated changes to services levels.
PROPOSED
D – 4
TOWN OFFICES
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Service Charge -$ 168$ 801$ -$ -$ -$
Interest - - - - - -
Fines & Forfeutires 4,385 4,083 955 18,000 100 -
Other Revenues - - 17,980 - - -
TOTAL REVENUES 4,385$ 4,251$ 19,736$ 18,000$ 100$ -$
EXPENDITURES
Salaries and Benefits 346,581$ 369,711$ 382,582$ 359,927$ 354,815$ 414,932$
Operating Expenditures 20,021 32,400 58,124 65,312 108,312 101,812
Fixed Assets - - - - - -
Internal Service Charges 26,228 24,252 28,525 27,909 25,547 32,682
TOTAL EXPENDITURES 392,830$ 426,363$ 469,231$ 453,148$ 488,674$ 549,426$
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
PROGRAM
Town Council 185,084$ 188,110$ 208,491$ 184,557$ 164,033$ 202,420$
Town Attorney 207,746 238,253 260,740 268,591 324,641 347,006
TOTAL EXPENDITURES 392,830$ 426,363$ 469,231$ 453,148$ 488,674$ 549,426$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D – 5
TOWN OFFICES
Full Time Equivalents (FTE)
2012/13 2013/14 2014/15 2015/16 2016/17
General Fund Funded Funded Funded Funded Funded
Town Attorney 0.60 0.60 0.60 0.60 0.60
Deputy Town Attorney 0.25 0.25 0.25 0.25 0.31
Executive Asst. to the Town Mgr.0.50 0.50 0.50 0.50 0.50
Office Assistant 0.35 0.35 0.35 - 0.13
Total General Fund FTEs 1.70 1.70 1.70 1.35 1.54
Non-General Fund FTEs
Liability Self-Insurance
Town Attorney 0.35 0.35 0.35 0.35 0.35
Deputy Town Attorney 0.25 0.25 0.25 0.25 0.31
Legal Admin Assistant - - - - -
Total Liability Fund FTEs 0.60 0.60 0.60 0.60 0.66
Workers Compensation
Town Attorney 0.05 0.05 0.05 0.05 0.05
Total Workers Comp FTEs 0.05 0.05 0.05 0.05 0.05
Total Town Offices FTEs 2.35 2.35 2.35 2.00 2.25
Elected Officials
Councilmembers 5.00 5.00 5.00 5.00 5.00
Total Elected Officials 5.00 5.00 5.00 5.00 5.00
Temporary Staff Hours
Intern 175 175 175 175 175
Total Annual Hours 175 175 175 175 175
DEPARTMENT STAFFING
PROPOSED
D – 6
PROPOSED
D – 7
Town Council
TOWN COUNCIL ADMINISTRATION
PROGRAM 1101
PROGRAM PURPOSE
The Town Council is the elected legislative body that represents the residents and provides policy
direction for the delivery of services and capital improvements for the Town of Los Gatos. The Town
Council comprises five Council members, with the Mayor and Vice Mayor appointed annually by the
Council each November. The Town operates under a Council/Manager (corporate) form of government
that combines the policy leadership of elected officials with the managerial responsibility of an appointed
Town Manager and appointed Town Attorney reporting to the Council. With the professional support of
Town staff, the Mayor and Town Council identify and adopt appropriate policy, program, and budget
priorities for the Town.
As an elected legislature, the Council’s priorities reflect, through its regulatory and budgetary enactments,
the aspirations of the residents of Los Gatos. These priorities are implicit in the programs adopted and set
forth in the annual operating budget for the Town of Los Gatos.
BUDGET OVERVIEW
The FY 2016/17 budget reflects a slight increase in salaries and benefits attributed to increased PERS,
benefit and workers’ compensation rates. Salary increases are not reflected in the proposed budget and
labor negotiations with the Town’s unions are pending. The FY 2016/17 Council budget includes support
for general administrative services, including agenda packet preparation and distribution, constituent and
elected official support, official meetings and events, and Council policy/program analysis.
PROPOSED
D – 8
TOWN COUNCIL
KEY PROGRAM SERVICES
• Represents the residents of Los Gatos
• Formulates and enacts public policy in response to current and anticipated needs within political,
administrative, and fiscal constraints
• Provides community leadership as the legislative and policy-making body of the municipal
government
• Oversees Town Boards and Commissions
• Represents the Town of Los Gatos through coordination and collaboration with other government
agencies
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Service Charge -$ -$ -$ -$ -$ -$
Interest - - - - - -
Fines & Forfeitures - - - - - -
Other Revenues - - - - - -
TOTAL REVENUES -$ -$ -$ -$ -$ -$
EXPENDITURES
Salaries and Benefits 172,557$ 171,924$ 179,470$ 152,952$ 139,489$ 175,906$
Operating Expenditures 8,371 11,945 24,662 28,456 21,456 23,456
Fixed Assets - - - - - -
Internal Service Charges 4,156 4,241 4,359 3,149 3,088 3,058
TOTAL EXPENDITURES 185,084$ 188,110$ 208,491$ 184,557$ 164,033$ 202,420$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D – 9
TOWN COUNCIL
Full Time Equivalents (FTE)
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Executive Asst. to the Town Mgr.0.50 0.50 0.50 0.50 0.50
Office Assistant 0.35 0.35 0.35 - -
TOTAL PROGRAM FTEs 0.85 0.85 0.85 0.50 0.50
Elected Officials
Councilmembers 5.00 5.00 5.00 5.00 5.00
TOTAL ELECTED OFFICIALS 5.00 5.00 5.00 5.00 5.00
Temporary Staff Hours
Intern 175 175 175 175 175
TOTAL ANNUAL HOURS 175 175 175 175 175
TOWN COUNCIL STAFFING
PROPOSED
D – 10
PROPOSED
D – 11
Town Attorney
TOWN ATTORNEY ADMINISTRATION
PROGRAM 1301
PROGRAM PURPOSE
The Town Attorney is the legal advisor to the Town Council, Successor Agency to the former
Redevelopment Agency, and Town staff. In this capacity, the Office of the Town Attorney provides a
wide range of legal services to ensure that Town actions and activities are legally sound. The core
services of the Town Attorney’s Office include, but are not limited to: providing timely legal advice to the
Town Council, Town advisory bodies, and staff; drafting contracts, opinions, resolutions, and ordinances;
reviewing, processing, and settling claims against the Town; and prosecuting and defending civil lawsuits
against the Town.
BUDGET OVERVIEW
The FY 2016/17 budget for the Town Attorney’s Office includes minor changes in operating expenditures
and an increase in salary and benefits attributed increasing the Deputy Town Attorney position from 0.25
FTE to 0.3125 FTE to provide a workload relief in the Attorney office. The 0.0625 FTE increase is
funded from one-time funding. Staff expects to bring forward an ongoing funding source for this FTE
increase at the FY 2016/17 mid-year review for Council consideration after the completion of the
bargaining unit agreements and other fiscal decisions. Funding for outside legal services are increased to
provide services regarding Town property, land use, and Highway 85 matters.
PROPOSED
D – 12
TOWN ATTORNEY
ACCOMPLISHMENTS
Core Goals Accomplishments
Community
Character
Preserve and
enhance the
appearance
character and
environment quality
of the community
• Advised on a significant number of resolutions, ordinances, policies, and
development projects in furtherance of implementation of the 2020 General
Plan.
Good Governance
Ensure responsive,
accountable and
collaborate
government
• Prepared for and supported 28 Council Meetings and 22 Planning
Commission meetings.
• Prepared for and supported various Committee, Commission, and Board
meetings as requested by staff and/or Council
Fiscal Stability
Maintain ongoing
fiscal stability to
provide cost
effective core
services that meet
the needs of the
community
• Advised on the legal and financial matters associated with the dissolution of
the former Town of Los Gatos Redevelopment Agency.
• Provided administrative and analytical support in the area of staff report
development and review.
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Service Charge -$ 168$ 801$ -$ -$ -$
Interest - - - - - -
Fines & Forfeitures 4,385 4,083 955 18,000 100 -
Other Revenues - - 17,980 - - -
TOTAL REVENUES 4,385$ 4,251$ 19,736$ 18,000$ 100$ -$
EXPENDITURES
Salaries and Benefits 174,024$ 197,787$ 203,112$ 206,975$ 215,326$ 239,026$
Operating Expenditures 11,650 20,455 33,462 36,856 86,856 78,356
Fixed Assets - - - - - -
Internal Service Charges 22,072 20,011 24,166 24,760 22,459 29,624
TOTAL EXPENDITURES 207,746$ 238,253$ 260,740$ 268,591$ 324,641$ 347,006$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D – 13
TOWN ATTORNEY
FY 2016/17 KEY PROJECTS
Core Goals Key Projects
Community
Character
Preserve and
enhance the
appearance
character and
environment quality
of the community
Policy Development
Assist and advise on the review and revision of numerous policies including but not
limited to Entertainment, Alcohol, Planned Development Ordinance, North 40 Specific
Plan, implementation of the General Plan, and environmental issues related to
development proposals.
Good Governance
Ensure responsive,
accountable and
collaborate
government
Process Improvements
Respond to the needs of the Town Council and Town staff. Without compromising this
key focus, the Town Attorney will continue to assist in streamlining administrative
functions, including contract management, Council action, and code enforcement.
Continue to explore and implement measures to reduce the cost of legal services and
overall Town liability.
Fiscal Stability
Maintain ongoing
fiscal stability to
provide cost
effective core
services that meet
the needs of the
community
Improved Efficiencies
Continue to seek improved efficiencies in providing legal services as necessary to meet
budget constraints.
KEY PROGRAM SERVICES
• Represents the Town regarding litigation matters, including criminal prosecutions of code
violations
• Serves as the legal advisor for the Town Council, Town staff, and Successor Agency to the
Redevelopment Agency
• Processes and evaluates all personal injury, property damage, and other monetary claims against
the Town and manages all litigation involving the Town
• Drafts and/or reviews all proposed ordinances and resolutions
• Supervises personal injury and property damage claims and related claims litigation
• Drafts and/or reviews Town staff reports and contracts
• Assists in the administration of the Town’s liability insurance and risk management program
• Negotiates key transactions such as property matters
• Provides legal advice and support to Town Boards, Committees, and Commissions
PROPOSED
D – 14
TOWN ATTORNEY
Full Time Equivalents (FTE)
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Town Attorney 0.60 0.60 0.60 0.60 0.60
Deputy Town Attorney 0.25 0.25 0.25 0.25 0.31
Office Assistant - - - - 0.13
TOTAL PROGRAM FTEs 0.85 0.85 0.85 0.85 1.04
TOWN ATTORNEY STAFFING
Performance Objectives and Measures
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.
a.Claims for denial or approval processed within 45
days of filing:
98% 98% 90% 90% 90%
2.
a.Staff reports reviewed within 24 hours of receipt:95% 90% 90% 90% 90%
b.Contracts reviewed and signed within 48 hours of
receipt:*
Data Not
Available
Data Not
Available
Data Not
Available
Data Not
Available
90%
c.Staff questions and referrals responded to within 3
working days:
95% 90% 90% 90% 90%
Activity and Workload Highlights
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.8 8 8 8 8
2.30 15 14 15 15
3.10 10 7 10 10
4.87 92 See Clerk
Department
See Clerk
Department
See Clerk
Department
5.45 87 82 85 85
6.191 200 219 200 200
7.6 5 5 5 5
8.24 16 Measure
Discontinued
Measure
Discontinued
Measure
Discontinued
9.Data Not
Available
Data Not
Available
Data Not
Available
60 60
10. 6 9 Measure
Discontinued
Measure
Discontinued
Measure
Discontinued
* New measure effective FY 2016/17.
** This meaure moved to Clerk Department during FY 2014/15.
*** New measure effective FY 2015/16.
Number of Administrative cases (weapons, pitchess
motions, code enfocement):
Number of claims:
Number of cases handled:
Number of property loss reports processed:
Number of subpoenas handled:
Number of incident reports processed:
To reduce the legal and financial consequences of
claims and lawsuits against the Town.
To protect the Town from legal exposure through the
timely review of contracts, staff reports, and Town
policies and practices.
Number of Public Records Act requests processed:**
Number of resolutions and ordinances developed:
Number of contracts reviewed:
Number of City Council and Advisory Body meetings
attended:***
PROPOSED
D – 15
Town Attorney
LIABILITY SELF-INSURANCE FUND
PROGRAM 1302
FUND PURPOSE
The Town is a member of the Association of Bay Area Governments (ABAG) insurance pool, a self-
insurance program established in 1986 to provide general liability, property insurance, and risk
management services to 30 cities within the Bay Area. This coverage minimizes the Town’s exposure to
losses.
The annual premium paid by the Town allows for $10 million total coverage with a $50,000 deductible
per occurrence. Self-Insurance rates have been established to allocate the cost of this internal service fund
accurately to all programs based on staffing levels, thus more accurately distributing and reflecting actual
costs of services.
BUDGET OVERVIEW
The Self-Insurance Program is funded through departmental charges based on established assessment
rates per labor dollar expended. Service rates are established to maintain fund balance capacity at a
minimum of three times the annual operating expense. This rule of thumb provides a funding source for
potential claims against the Town. Excess funding is reduced through lower service rates and transfers
back to the General Fund. The Town continues to receive grant funding and to make strides in the area of
Risk Management.
FY 2016/17 operating expenditures for the Self-Insurance Liability Program are anticipated to increase
due to adjustments in insurance premiums and claim history. The FY 2016/17 budget for the Town
Attorney’s Office includes an increase in salary and benefits attributed increasing the Deputy Town
Attorney position form 0.25 FTE to 0.3125 FTE to provide a workload relief in the Attorney office. The
0.0625 FTE increase is funded from one-time funding. Staff anticipates bringing forward an ongoing
funding source for this FTE increase at the FY 2016/17 mid-year review for Council consideration after
the completion of the bargaining unit agreements and other fiscal decisions. The program’s fund balance
is declining due to adverse claims against the Town from prior years. Staff is currently exploring
alternative insurance and liability fund structures and providers to reduce costs while maintaining
appropriate risk coverage.
PROPOSED
D – 16
TOWN ATTORNEY
Liability Self-Insurance Program
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignated 1,595,140 1,352,034 1,056,559 1,567,161 1,567,161 1,258,799
Total Beginning Fund Balance 1,595,140 1,352,034 1,056,559 1,567,161 1,567,161 1,258,799
Revenues
Service Charge 486,986$ 497,185$ 485,397$ 529,575$ 489,856$ 535,398$
Interest - - - - - -
Other Revenues - - - - - -
Total Revenues 486,986$ 497,185$ 485,397$ 529,575$ 489,856$ 535,398$
TRANSFERS IN
Transfer from Eqiupment Replacement -$ -$ 500,000$ -$ -$ -$
TOTALTRANSFERS IN -$ -$ 500,000$ -$ -$ -$
TOTAL REVENUES & TRANSFERS 486,986 497,185 985,397 529,575 489,856 535,398
TOTAL SOURCE OF FUNDS 2,082,126$ 1,849,219$ 2,041,956$ 2,096,736$ 2,057,017$ 1,794,197$
USES OF FUNDS
Expenditures
Salaries and Benefits 122,152$ 143,723$ 146,881$ 149,424$ 157,548$ 167,691$
Operating Expenditures 607,940 648,483 327,914 640,670 640,670 640,670
Fixed Assets - - - - - -
Internal Service Charges - 454 - - - -
Total Expenditures 730,092$ 792,660$ 474,795$ 790,094$ 798,218$ 808,361$
Ending Fund Balance
Designated - - - - - -
Undesignated 1,352,034 1,056,559 1,567,161 1,306,642 1,258,799 985,836
Total Ending Fund Balance 1,352,034 1,056,559 1,567,161 1,306,642 1,258,799 985,836
TOTAL USE OF FUNDS 2,082,126$ 1,849,219$ 2,041,956$ 2,096,736$ 2,057,017$ 1,794,197$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D – 17
TOWN ATTORNEY
Liability Self-Insurance Program
FY 2016/17 KEY PROJECTS
Core Goals Key Projects
Good Governance
Ensure responsive,
accountable and
collaborate
government
Premium Management
Emphasize the improvement of safety concerns by actively pursuing ABAG training
programs. In an effort to minimize insurance claims, the insurance pool offers safety
training in areas which produce a high liability risk.
Resolve claims favorable to the Town.
KEY PROGRAM SERVICES
• Acts as liaison with the Town’s Liability Insurance administration
• Informs Town Council and Town management of potential claims and results
Full Time Equivalent (FTE)
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Town Attorney 0.35 0.35 0.35 0.35 0.35
Deputy Town Attorney 0.25 0.25 0.25 0.25 0.31
Administrative Analyst - - - - 0.10
Account Technician 0.10 - - - -
Administrative Technician - 0.10 0.10 0.10 -
Total Liability FTEs 0.70 0.70 0.70 0.70 0.76
LIABILITY SELF-INSURANCE PROGRAM STAFFING
PROPOSED
D – 18