Attachment 1JPROPOSED
D –161
Parks & Public Works Department
DEPARTMENT PURPOSE
The Parks and Public Works Department (PPW) constructs and maintains the Town’s public parks,
facilities, roadways, rights-of-way, and other infrastructure. Six organizational units (the Administration,
Park Services, Engineering Development Services, Engineering Program Services, Streets and Signals,
and Environmental Services Program) work in coordination to achieve the Department’s overarching goal
of ensuring the Town’s facilities are safe, functional, and attractive. Additional departmental services that
support these objectives include the Facilities Maintenance, Vehicle Maintenance, and Non-Point Source
Program. PPW is also responsible for several Landscape and Lighting Districts. In addition to providing
ongoing maintenance activities, the Parks and Public Works Department staff provides information and
outreach to Town residents, businesses, and the public concerning the Department’s programs, activities,
and projects.
BUDGET OVERVIEW
In a year where the Parks and Public Works Department faces an increasing workload in the area of
property management, traffic, and special studies, the Department will work within a personnel budget
that is approximately $42,000 higher than the FY 2015/16 personnel budget, which accounts for a slight
increase in salaries and benefits attributed to PERS, benefits, and workers’ compensation rates, and a
decrease in total temporary hours. The operating expenditures have been augmented by an increase of
approximately $32,000 in non-discretionary base additions, and a one-time allocation of approximately
$38,000 to continue contractual services for downtown trash and recycling pickup on Wednesdays,
Saturdays, and Sundays.
In FY 2015/16, the Department received a one-time allocation of $50,000 ($30,000 for temporary staff
hours, $10,000 for specialized equipment, and $10,000 for replacement signs) to address the
implementation of a federal mandate that requires a minimum retro reflectivity level for regulatory and
warning street signs with compliance beginning in June of 2014. Staff purchased the equipment and will
start the remaining work in FY 2016/2017. A one-time augmentation of $30,000 ($20,000 for temporary
staff hours and $10,000 for replacement signs) has been carried forward to the FY 2016/17 budget from
the savings associated with the work not being done in FY 2015/16 to address this mandate. The next
phase of this mandate, regulating street name signs and overhead guide signs, takes effect in January
2018. In FY 2016/17, staff will conduct a detailed assessment of the Townwide need and initial
replacement of signage will begin.
An additional $20,000 in one-time monies, for temporary staff hours, has been allocated to fulfill storm
water debris and cleaning requirements associated with the National Pollution Discharge Elimination
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
System (NPDES) permit. Staff from the Parks and Public Works Department will continue to work with
outside agency staff, including those from the West Valley Clean Water Program and the Santa Clara
Valley Urban Runoff Pollution Prevention Program, to assess the permit impacts and pending increased
regulations. The proposed permit will mandate increased requirements in several key areas, including
development projects. Increased inspection mandates will require additional staff time both for the
inspection and the associated reporting. Additionally, the new permit will require staff to implement new
trash load reduction measures to meet increasingly higher standards, reaching 100% reduction by 2022.
The Regional Board has emphasized the need to begin early implementation of the requirements of the
permit and many jurisdictions have already done so. The additional storm water funding added to this
year’s budget will help address unfunded mandates for Los Gatos, allowing for incremental steps towards
compliance with the increased permit requirements.
The Department will continue to monitor and minimize personnel overtime costs by limiting the period of
the “Stand-by Program” hours to the heavy winter months (November to March). This program makes
staff available on-call to address unforeseen emergencies. This approach has been successful because it
has both reduced the Department’s personnel costs and had minimal impact on service delivery. Calls for
service outside of the service timeframe go to management staff for resolution or wait until the next
business day.
During this fiscal year, the Department will advance or complete many major Capital Improvement
Projects. Some projects include: Almond Grove Street Rehabilitation, Pavement Rehabilitation, Crack
Seal, Guardrail Replacement, multiple improvements to crosswalks, as well as Los Gatos
Boulevard/Shannon Road Improvements. Additionally, staff will replace Town streetlights with LED
fixtures, which will result in energy savings, decreasing utility costs to the General Fund immediately.
The Department continues to recruit for a Construction Project Manager, which will assist in delivering
projects that are funded in the Capital Improvement Program.
The Department will continue work on several other projects, including the implementation of various
measures to mitigate summer cut-through traffic and the study of traffic around schools throughout the
Town. In addition to these, staff will continue to support the Community Choice Energy (CCE) program
and the development of the Town’s first Bicycle and Pedestrian Master Plan.
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
ACCOMPLISHMENTS
Core Goals Accomplishments
Community
Character
Preserve and enhance
the appearance
character and
environment quality
of the community
• Piloted a new downtown trash service delivery model to resolve
ongoing issue of overflowing trash cans and installed an additional 15
recycling cans in the downtown area.
• Completed the re-stringing of the Plaza Holiday tree with new lights.
Civic Enrichment
Foster opportunities
for citizen
involvement, and
cultural recreational
and individual
enrichment
• Supported Town sponsored special events including 4th of July, Screen
on the Green, Holiday Tree Lighting, Children’s Holiday Parade, and
National Arbor Day event.
• Processed approximately 600 park reservations over the last fiscal year.
• Selected a new vendor to continue providing the Town with a regularly
occurring Farmer’s Market.
Quality Public
Infrastructure
Maintain the condition
and availability of
public facilities,
transportation
systems, and other
public infrastructure
• Awarded a contract to reconstruct the first two streets in the Almond
Grove.
• Added electric vehicle charging stations.
• Collaborated with the Police Department to implement various
measures to deter cut-through traffic during the summer months and
contracted with a consultant to explore long term solutions.
• Installed a storm drain line and inlet on Frank Avenue to prevent
flooding during storms.
• Replaced and updated the audio and video systems at the Adult
Recreation Center to increase usability with modern technology.
• Secured grant funding to partially fund the prepartion of a Bike and
Pedestrian Master Plan.
Good Governance
Ensure responsive,
accountable and
collaborate
government
• Informed the public of drought conservation efforts, monitored, and
managed Town usage.
• Joined the region wide Community Choice Energy effort to provide
affordable green energy options to the community.
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
The above totals reflect General Fund programs. Additional Parks and Public Works programs are reflected in
separate Special Revenue and Internal Service Funds following the General Fund portion of this section. Staffing
assignments to the Capital Program and Redevelopment Agency are reflected outside of the department’s budget.
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Other Taxes 11,966$ 25,782$ 30,213$ 7,000$ 7,000$ 7,000$
Licenses and Permits 583,502 775,666 803,022 722,900 806,294 762,113
Intergovernmental 65,374 59,087 49,706 30,000 38,304 38,200
Service Charges 726,125 484,014 722,126 574,270 572,001 547,710
Fines & Forfeitures 50 615 - - - -
Other Revenues 345,174 273,272 168,448 173,753 415,705 178,753
TOTAL REVENUES 1,732,191$ 1,618,436$ 1,773,515$ 1,507,923$ 1,839,304$ 1,533,776$
Transfers In
Transfer from GFAR - - - 97,808 24,452 97,808
Total Transfers In - - - 97,808 24,452 97,808
TOTAL REVENUES & TRANSFERS IN 1,732,191$ 1,618,436$ 1,773,515$ 1,605,731$ 1,863,756$ 1,631,584$
EXPENDITURES
Salaries and Benefits 3,423,561$ 3,398,550$ 3,655,552$ 4,142,339$ 3,869,716$ 4,191,548$
Operating Expenditures 1,117,097 1,186,805 1,180,161 1,285,219 1,404,658 1,343,363
Fixed Assets 232,755 184,242 125,195 165,000 383,974 165,000
Internal Service Charges 792,118 811,172 729,448 777,663 774,070 752,607
TOTAL EXPENDITURES 5,565,531$ 5,580,769$ 5,690,356$ 6,370,221$ 6,432,418$ 6,452,518$
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
PROGRAM
Administration 253,326$ 264,694$ 307,031$ 296,610$ 328,281$ 313,250$
Engineering Prog Srvcs 829,061 739,658 902,915 997,500 1,027,524 1,031,612
Engineering Dev Srvcs 658,729 638,721 640,975 719,984 664,421 753,496
Park Services 1,497,243 1,561,076 1,496,032 1,743,910 1,620,655 1,739,562
Environmental Services 167,878 171,123 280,035 387,699 405,783 428,674
Streets Signals & Sidewalks 1,853,340 2,016,963 1,920,447 2,034,518 1,946,642 1,995,924
Property Damage 73,199 10,442 17,726 25,000 55,138 25,000
Pass Through 232,755 178,092 125,195 165,000 383,974 165,000
TOTAL EXPENDITURES 5,565,531$ 5,580,769$ 5,690,356$ 6,370,221$ 6,432,418$ 6,452,518$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D –165
PARKS & PUBLIC WORKS DEPARTMENT
2012/13 2013/14 2014/15 2015/16 2016/17
General Fund Funded Funded Funded Funded Funded
Parks & Public Works Director 1.00 1.00 1.00 1.00 1.00
Asst PPW Dir/Town Engineer 1.00 1.00 - - -
Town Engineer - - 1.00 1.00 1.00
Superintendent 1.30 0.80 0.80 0.80 0.80
Facilities & Environmental Services Mgr - 0.50 0.50 0.50 0.50
Senior Civil Enginneer - - - 1.00 1.00
Administrative Analyst 1.00 0.75 0.75 0.75 0.75
Executive Assistant 1.00 1.00 1.00 2.00 2.00
Administrative Specialist - - - - -
Administrative Assistant 1.80 1.80 1.80 1.80 1.80
Administrative Secretary - - - - -
Secretary III - - - - -
Office Assitant - - - 0.30 0.30
Environmental Service Coordinator 0.50 0.50 1.00 - -
Associate Engineer 3.00 3.00 3.00 2.00 2.00
Assistant Engineer 1.00 1.00 1.00 1.00 1.00
Capital Projects Manager - - - 1.00 1.00
Engineering Technician 1.00 1.00 1.00 1.00 1.00
Sr Engineering Inspector 1.00 1.00 1.00 1.00 1.00
Engineering Inspector - 0.50 0.50 0.50 0.50
Building Inspector 0.50 - - - -
Parks Service Officer 1.00 1.00 1.00 1.00 1.00
Town Arborist 1.00 1.00 1.00 1.00 1.00
Tree Trimmer/High Climber 1.00 1.00 1.00 1.00 1.00
Lead Parks & Maint. Worker 2.00 2.00 2.00 2.00 2.00
Sweeper Operator - 0.75 0.75 - -
Parks & Maintenance Worker 7.00 7.00 7.00 7.75 7.75
Total General Fund FTEs 26.10 26.60 27.10 28.40 28.40
Non-General Fund FTEs (in Parks & Public Works Department programs unless otherwise noted)
Non-Point Source
Sweeper Operator 1.00 0.25 0.25 - -
Parks & Maint Worker - - - 0.25 0.25
Engineering Inspector - 0.50 0.50 0.50 0.50
Administrative Analyst - 0.25 0.25 0.25 0.25
Total Non-Point Source FTEs 1.00 1.00 1.00 1.00 1.00
Vehicle Maintenance
Superintendent 0.30 0.20 0.20 0.20 0.20
Administrative Assistant 0.20 0.20 0.20 0.20 0.20
Administrative Secretary - - - - -
Office Assistant - - - 0.20 0.20
Equipment Mechanic 1.00 1.00 1.00 1.00 1.00
Total Vehicle Maint. FTEs 1.50 1.40 1.40 1.60 1.60
DEPARTMENT STAFFING
Full Time Equivalent (FTE)
PROPOSED
D –166
PARKS & PUBLIC WORKS DEPARTMENT
2012/13 2013/14 2014/15 2015/16 2016/17
Funded Funded Funded Funded Funded
Facilities Maintenance
Superintendent 0.40 - - - -
Facilities & Environmental Services Mgr - 0.50 0.50 0.50 0.50
Lead Parks & Maint. Worker 1.00 1.00 1.00 1.00 1.00
Parks & Maintenance Worker 1.00 1.00 1.00 1.00 1.00
Total Facilities Maint. FTEs 2.40 2.50 2.50 2.50 2.50
Total PPW Department FTE's 31.00 31.50 32.00 33.50 33.50
Temporary Staff Hours
Office Clerk 1,000 - - - -
Office Assistant - 1,000 1,455 - -
Park Service Officer 1,000 1,000 1,000 1,000 1,000
Maintenance Worker - - - 1,975 976
Maintenance Assistant 6,791 6,791 8,299 6,591 6,591
Total Annual Hours 8,791 8,791 10,754 9,566 8,567
Full Time Equivalent (FTE)
DEPARTMENT STAFFING
PROPOSED
D –167
Parks & Public Works Department
PARKS & PUBLIC WORKS ADMINISTRATION
P ROGRAM 5101
PROGRAM PURPOSE
The Administration Program supports the delivery of services throughout the Department. Its primary
responsibilities include managing and coordinating the efforts of the Department’s programs; organizing
meetings with citizens, contractors, and other agencies; preparing and developing budget documents;
administering the traffic calming program; processing and managing grants; and preparing reports to the
Town Council, Commissions, and Town Manager.
BUDGET OVERVIEW
The FY 2016/17 budget includes additional funding of $5,680 for higher Cartegraph software costs,
which is the Department’s asset management and workload tracking system. Staff will continue to
manage the complex federal and state grant fund documentation and reimbursement processes with an
emphasis on pursuing new grant opportunities. Staff from this program also supports the administrative
management and oversight of the Municipal Regional Storm Water Permit (MRP) along with assistance
from Community Development Department staff. A portion of the Administrative Analyst’s position is
funded through the Non-Point Source fund to offset personnel costs to this program’s budget.
Program staff will continue to manage the online parks reservation system. The system allows for more
advanced program applications, such as report and data analysis tools, and gives the customers an
enhanced user interface when making online reservations. Demand for reserved space at Los Gatos parks
remains high.
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Administration
FY 2016/17 KEY PROJECTS
Core Goals Key Projects
Community
Character
Preserve and
enhance the
appearance
character and
environment quality
of the community
Park Reservation System Management
Staff continues to manage the online parks reservation system for resident and
non-resident use of Town park facilities. Staff forecasts that 90% of the 500
expected reservations in the coming year will be made online via the parks
reservation system.
Customer Service Efficiency
The Administration Program staff will focus on evaluating processes, procedures
and systems to obtain input and feedback from customers to continuously
improve the delivery of service to both internal and external customers.
KEY PROGRAM SERVICES
• Provides walk-in and telephone customer service for departmental programs and services
• Provides internal clerical and program support for departmental services
• Oversees regulatory and project operations
• Manages the Department’s budget
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Other Taxes -$ -$ -$ -$ -$ -$
Licenses and Permits - - - - - -
Intergovernmental - - - - - -
Service Charges - - - - - -
Fines & Forfeitures - - - - - -
Other Revenues - 1,322 1,931 1,200 1,200 1,200
TOTAL REVENUES -$ 1,322$ 1,931$ 1,200$ 1,200$ 1,200$
EXPENDITURES
Salaries and Benefits 193,281$ 206,365$ 244,939$ 229,883$ 262,172$ 238,407$
Operating Expenditures 15,940 15,985 21,624 27,444 24,223 32,044
Fixed Assets - - - - - -
Internal Service Charges 44,105 42,344 40,468 39,283 41,886 42,799
TOTAL EXPENDITURES 253,326$ 264,694$ 307,031$ 296,610$ 328,281$ 313,250$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Administration
KEY PROGRAM SERVICES
• Pursues grant funding to enable the Town to implement key projects
• Prepares and tracks construction and maintenance contracts
• Facilitates neighborhood meetings to discuss concerns related to traffic calming, street
improvements, and other parks and public works-related issues
• Provides staff support to the Parks Commission, Transportation and Parking Commission,
Bicycle & Pedestrian Advisory Commission, and Parks Commission; and assists in coordination
of Commission-sponsored projects
• Provides support for Townwide committees, such as Townwide Health & Safety Committee,
Beautification Committee, Town Outreach Team, Safe Routes to School, and Los Gatos Town
Employees Foundation
• Administers the processing of permits and Town park reservations
• Oversees Department employee training and safety programs
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Parks & Public Works Director 0.40 0.40 0.40 0.40 0.40
Administrative Analyst 0.25 0.30 0.30 0.30 0.30
Executive Assistant 0.25 0.25 0.25 0.25 0.25
Administrative Specialist - - - - -
Administrative Assistant 0.50 0.50 0.50 0.50 0.50
Administrative Secretary - - - - -
Secretary III - - - - -
Office Assistant - - - 0.30 0.30
TOTAL PROGRAM FTE's 1.40 1.45 1.45 1.75 1.75
2012/13 2013/14 2014/15 2015/16 2016/17
Temporary Staff Hours Funded Funded Funded Funded Funded
Office Clerk 650 - - - -
Office Assistant - 650 1,105 - -
TOTAL ANNUAL HOURS 650 650 1,105 - -
Full Time Equivalent (FTE)
PPW ADMINISTRATION PROGRAM STAFFING
PROPOSED
D –170
PROPOSED
D –171
Parks & Public Works Department
ENGINEERING PROGRAM SERVICES
PROGRAM 5201
PROGRAM PURPOSE
Engineering Program Services provides Town engineering services not related to private development.
This includes the design, construction management, and administration of the Capital Improvement
Program (CIP) to improve the Town’s public infrastructure (such as streets, sidewalks, storm drains,
parks, retaining walls, buildings, and traffic signals) with an emphasis on delivering capital projects
within their planned schedules and approved budgets. Engineering operations effectively manages
Townwide and neighborhood traffic issues such as the Town’s traffic calming policy, engineering
inspection services to ensure the Town’s project contractors are meeting contract standards and
requirements, development of GIS data to manage Town infrastructure, right-of-way and property
boundary issues, and the administration of the asset management and workload tracking software.
BUDGET OVERVIEW
Engineering Program Services provides non-fee-related engineering services and activities. Budgeted
staffing supports engineering design, review, and construction oversight of the Town’s CIP projects and
inspection activities to ensure the completion of construction projects as designed. The Engineering
Program Services staff oversees grant fund applications and reimbursements, public information meetings
and notifications, and traffic calming requests. Additionally, this program houses traffic engineering
management for traffic control, signalization, daily operations, and inter-agency coordination of shared
intersections and roadways.
For FY 2016/17, staff will manage the design and construction of several key projects including: the
Almond Grove Street Reconstruction project, the Los Gatos Boulevard/Shannon Road Improvements
project, and the Annual Street Rehabilitation project. Additionally, staff is working on the design of the
Stonybrook/Kennedy Sidewalk project and will design and construct the Annual Curb, Gutter, and
Sidewalk maintenance project. Traffic Engineering is working on several important studies regarding
Town Cut-Through traffic and Traffic Around Schools.
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
In the FY 2015/16 budget, funding was allocated for the addition of a 0.60 FTE project manager position
in this program to complete and manage capital projects, and the Department continues its recruitment
efforts to fill this position. This position will perform capital project work across the Department,
allocating time directly to the CIP projects. The cost of this 0.60 FTE position is directly offset by a
transfer in from the Town’s Capital Improvement Program project funds, having no net impact on the
General Fund. The FY 2016/17 budget includes additional funding of $4,980 for higher Cartegraph
software costs, which is the Department’s asset management and workload tracking system. The FY
2016/17 budget reflects a slight increase in salaries and benefits attributed to increased PERS, benefit and
worker’s compensation rates. Salary increases are not reflected in the proposed budget and labor
negotiations with the Town’s unions are pending.
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Other Taxes -$ -$ -$ -$ -$ -$
Licenses and Permits - - - - - -
Intergovernmental - - - - - -
Service Charges - - - - - -
Other Revenues - - - - - -
TOTAL REVENUES -$ -$ -$ -$ -$ -$
Transfers In
Transfer from GFAR - - - 97,808 24,452 97,808
Total Transfers In - - - 97,808 24,452 97,808
TOTAL REVENUES & TRANSFERS IN -$ -$ -$ 97,808$ 24,452$ 97,808$
EXPENDITURES
Salaries and Benefits 749,179$ 651,780$ 829,927$ 912,606$ 921,593$ 933,245$
Operating Expenditures 15,020 29,821 17,927 22,800 45,980 30,740
Fixed Assets - - - - - -
Internal Service Charges 64,862 58,057 55,061 62,094 59,951 67,627
TOTAL EXPENDITURES 829,061$ 739,658$ 902,915$ 997,500$ 1,027,524$ 1,031,612$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
FY 2016/17 KEY PROJECTS
Core Values Key Projects
Community
Character
Preserve and
enhance the
appearance
character and
environment quality
of the community
Almond Grove Street Rehabilitation Project
The program staff will begin to oversee the construction of Broadway and
Bachman this summer with completion anticipated during the winter months.
Design of the remaining 8 concrete streets is anticipated to begin in May 2016
and be completed by December 2016. Staff will continue a high level of outreach
to residents in this neighborhood as this project moves forward from design to
construction.
Crosswalk Lighting Upgrades
The program staff will provide technical assistance with the design and
construction of this project. Staff identified roadways that have moderate to high
levels of pedestrian traffic that lack safe crosswalk areas. A total of five
crosswalk lighting upgrades will be constructed as part of this project. The areas
include: Blossom Hill and Santa Cruz, and Los Gatos Almaden and Cherry
Blossom.
Quality Public
Infrastructure
Maintain the
condition and
availability of
public facilities,
transportation
systems, and other
public infrastructure
LED Streetlights
In alignment with the Town Sustainability Plan, staff has identified a project to
replace streetlights with new LED Streetlights. This project will take advantage
of PG&E rebates to achieve a payback of approximately five years. The project
will generate over $50,000 in annual savings in energy use alone. Additional
maintenance savings and increased quality of light are further benefits.
Additional Capital Improvement Program Projects
The program staff will continue to work on the design and construction of
currently programmed capital projects and the preparation of construction
documents for future capital projects. Due to capacity issues and project funding,
staff prioritizes projects in the five-year Capital Improvement Program (CIP) for
Council consideration. Program staff will pursue grant opportunities where
applicable for capital projects. Some planned CIP projects include: crosswalk
lighting upgrades and Stonybrook/Kennedy Sidewalk project. Additionally,
program staff will continue to work on the Town’s annual street resurfacing;
curb, gutter, and sidewalk; and guardrail replacement projects. Continued
collaboration with the Police Department on pending on-street parking restriction
requests.
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
KEY PROGRAM SERVICES
Capital Improvement Projects
• Provides plans, specifications, estimates, right-of-way plans, and property descriptions for Town
projects; coordinates consultants; and administers contracts
• Designs and administers projects for the annual Capital Improvement Program, including street
resurfacing and curb, gutter, and sidewalk improvement analysis
Traffic Engineering
• Performs traffic engineering analysis
• Manages neighborhood traffic concerns and requests, including the traffic calming program
Community Information
• Provides assistance to the public regarding engineering services
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Asst PPW Dir/Town Engineer 0.80 0.80 - - -
Town Engineer - - 0.80 0.80 0.80
CIP Project Coordinator - - - 0.60 0.60
Senior Civil Engineer - - - 0.20 0.20
Administrative Analyst 0.25 0.15 0.15 0.15 0.15
Executive Assistant 0.20 0.20 0.20 0.20 0.20
Administrative Specialist - - - - -
Administrative Assistant 0.50 0.50 0.50 0.50 0.50
Secretary III - - - - -
Associate Engineer 1.60 1.60 1.00 0.80 0.80
Assistant Engineer 0.20 0.20 0.80 0.80 0.80
Engineering Technician 1.00 1.00 1.00 1.00 1.00
Sr. Engineering Inspector 0.70 0.70 0.70 0.70 0.70
Engineering Inspector - 0.15 0.15 0.15 0.15
Building Inspector 0.15 - - - -
TOTAL PROGRAM FTEs 5.40 5.30 5.30 5.90 5.90
Full Time Equivalent (FTE)
ENGINEERING PROGRAM SERVICES STAFFING
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Program Services
Performance Objectives and Measures
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.
a.Percentage of CIP projects completed within budget:*100% 100% 100% 100% 100%
b.Percentage of CIP projects completed within
schedule:*
100% 100% 100%Data Not
Available
100%
Activity and Workload Highlights
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.3 1 0 2 1
2.4 1 1 2 1
3.4 0 1 0 1
4.
80%Data Not
Available 91%Data Not
Available 80%
5.15 7 8 4 12
* This measure has been moved to Performance Objectives and Measures from Activity and Workload Highlights. The
Department is changing the methodology related item b and will report actuals in next budget cycle.
** This measure has been moved to Activity and Workload Highlights from Performance Objectives and Measures.
Percentage of residential households approving the final
traffic calming proposal developed by Town staff (67%
approval required):**
Number of CIP projects completed:
To effectively manage Capital Projects
Number of traffic calming projects closed:
Number of traffic calming projects:
Number of traffic calming requests received:
PROPOSED
D –176
PROPOSED
D –177
Parks & Public Works Department
ENGINEERING DEVELOPMENT SERVICES
PROGRAM 5202
PROGRAM PURPOSE
The Engineering Development Services Program, in coordination with the Community Development
Department, provides services to ensure private development project construction is in accordance with
Town standards. Engineering functions include reviewing plans and specifications, and providing
inspection services for grading, drainage, and issues of encroachment in the public right-of-way. The
program is cost recovery such that staff costs and expenditures related to private development oversight
are paid by the applicant.
BUDGET OVERVIEW
There are a couple of major development projects (e.g., North 40) that may occur in FY 2016/17, which
would augment revenues if completed, and thereby reduce personnel expenditures to the program’s
budget. To achieve this, staff tracks labor hours for reimbursement by the developers.
In addition, the FY 2016/17 budget reflects the continuation of 0.14 FTE for the project manager position,
which the Department is continuing its recruitment efforts to fill. The FY 2016/17 budget also adds an
additional $5,000 for mandated utility location services associated with the issuance of encroachment
permits as the Department has seen an increase in activity in recent years.
The Engineering Development Services Program’s public counter hours will continue to operate from
8:00 am to 1:00 pm Monday through Friday. Services continue to be provided in the afternoon by phone
and appointment. These hours mirror the public counter hours offered by the Finance and Community
Development Departments. Additionally, Engineering staff members each have assigned counter days
and these schedules are made available to the public to facilitate connecting the public with the Engineer
assigned to their project. The program has utilized flex-hour work schedules to reduce overtime pay and
to manage effectively the community's service demands.
PROPOSED
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PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
FY 2016/17 KEY PROJECTS
Core Goals Key Projects
Good
Governance
Ensure
responsive,
accountable
and
collaborate
government
Development Projects
The Development Team (Community Development, Parks & Public Works, County
Fire, and the Police Departments) will continue to work on several key private
development projects in Los Gatos. These projects include: development of the North
40 site and construction of the Albright site. Staff will continue to provide technical
support and work collaboratively with residents and private developers through the
development process so that these projects are in compliance with Town regulations.
There will also be an increased staff role in the monitoring of development projects for
their compliance with the new storm water permit.
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Other Taxes -$ -$ -$ -$ -$ -$
Licenses and Permits 147,314 252,084 285,862 193,590 240,830 219,000
Intergovernmental 3,839 15,434 - - - -
Service Charges 705,521 465,666 662,978 536,000 529,422 508,700
Other Revenues 1,108 1,706 3,298 160 218 160
TOTAL REVENUES 857,782$ 734,890$ 952,138$ 729,750$ 770,470$ 727,860$
EXPENDITURES
Salaries and Benefits 561,041$ 521,787$ 531,657$ 595,696$ 536,625$ 621,447$
Operating Expenditures 14,628 23,647 16,082 12,600 17,536 18,550
Fixed Assets - 6,150 - - - -
Internal Service Charges 83,060 87,137 93,236 111,688 110,260 113,499
TOTAL EXPENDITURES 658,729$ 638,721$ 640,975$ 719,984$ 664,421$ 753,496$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D –179
PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
KEY PROGRAM SERVICES
Development Projects
• Reviews development applications for compliance with Town grading and engineering standards
• Reviews plans and approves final tract maps and parcel maps as required by state law
• Conducts inspections of work within public right-of-way through the encroachment permit
process
Traffic Engineering
• Performs traffic engineering analysis for proposed development projects
• Responds to citizen traffic concerns
• Maintains the traffic signal network to ensure efficient operation
Community Information
• Provides assistance to the public regarding right-of-way issues
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Parks & Public Works Director 0.20 0.20 0.20 0.20 0.20
Asst PPW Dir/Town Engineer 0.20 0.20 - - -
Town Engineer - - 0.20 0.20 0.20
CIP Project Coordinator - - - 0.14 0.14
Senior Civil Engineer - - - 0.80 0.80
Executive Assistant 0.05 0.05 0.05 0.05 0.05
Administrative Specialist - - - - -
Administrative Assistant 0.10 0.10 0.10 0.10 0.10
Secretary III - - - - -
Associate Engineer 1.40 1.40 2.00 1.20 1.20
Assistant Engineer 0.80 0.80 0.20 0.20 0.20
Sr. Engineering Inspector 0.30 0.30 0.30 0.30 0.30
Engineering Inspector - 0.35 0.35 0.35 0.35
Building Inspector 0.35 - - - -
TOTAL PROGRAM FTEs 3.40 3.40 3.40 3.54 3.54
Full Time Equivalent (FTE)
ENGINEERING DEVELOPMENT SERVICES STAFFING
PROPOSED
D –180
PARKS & PUBLIC WORKS DEPARTMENT
Engineering Development Services
Performance Objectives and Measures
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.
a.Percentage of conventional encroachment permits
that are processed by Engineering staff within 5
business days:
90%90% 90% 90% 90%
b.Percentage of conventional grading/improvement
permits that are reviewed by Engineering staff within
10 business days:*90%90% 90% 90% 90%
Activity and Workload Highlights
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.269 218 310 360 300
2.23 24 25 5 20
3.128,552$ 231,759$ 261,569$ 220,000$ 200,000$
4.166,203$ 71,750$ 133,535$ 86,700$ 86,700$
** New measure in FY 2016/17, historical data provided when available.
* Due to multiple variables, the review process can vary.
To provide an effective and efficient encroachment and
grading/improvement permit approval process:
Number of encroachment permits processed:
Total grading permit revenue:**
Number of grading permits processed:
Total encroachment permit revenue:**
PROPOSED
D –181
Parks & Public Works Department
PARK SERVICES
PROGRAM 5301
PROGRAM PURPOSE
The Park Services Program provides maintenance of the Town’s parks, trails, open spaces, facility
grounds, median islands, parking lot landscaping, downtown planters, and the urban forest. In addition,
Park Services staff maintains recreational areas for residents and visitors, beautifies the cityscape, and
takes care of functional public areas throughout the community. Additional services include
administering park use fees and reservations, implementing Town regulations in the Town’s parks and
open space areas, managing vegetation and pest control, the pesticide use program, and ensuring the
safety of parks’ playground equipment.
BUDGET OVERVIEW
The FY 2016/17 budget reflects the continuation of 0.13 FTE for the project manager position, which the
Department is continuing its recruitment efforts to fill. In FY 2016/17, the use of outside vendors for
certain parks maintenance services will continue, including turf mowing, tree trimming, median island
maintenance, and weed abatement. The use of external vendors allows the Town’s internal resources to
focus on higher priority projects and allows for the most effective management of maintenance
operations. The Program also includes an increase of $3,330 for higher Cartegraph software costs, which
is the Department’s asset management and workload tracking system.
The drought is also driving activities in this program over the next several years. With the establishment
of reduced watering standards, management of watering systems requires additional staff focus and dying
vegetation requires removal. This is creating a change in the appearance of parks, work priorities, and
outreach efforts.
The Park Services Program is continuing the cost-saving strategy of limiting the use of program staff
overtime. This decrease in overtime involves the reduction of the after-hours “Stand-by Program.” Stand-
by will only be available during the months of November through March, instead of year-round.
PROPOSED
D –182
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
Park Services Program staff continues to combine resources with Streets and Signals Program staff to
complete several large in-house maintenance projects. Because the Maintenance Superintendent
continues to oversee the Park Services Program staff, combined projects are more efficient to manage.
Some examples of combined large-scale maintenance projects include brush removal, median
maintenance, paving, and graffiti abatement that were previously unachievable by either program
independently.
Additionally, staff continues to be involved with the implementation of the Long Term Trash Plan, which
is a requirement of the storm water permit.
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Other Taxes 11,966$ 25,782$ 30,213$ 7,000$ 7,000$ 7,000$
Licenses and Permits 215,095 245,325 229,498 222,400 256,300 231,300
Intergovernmental - - - - - -
Service Charges 12,800 16,256 50,553 35,010 36,279 35,010
Fines & Forfeitures 50 615 - - - -
Other Revenues 11,696 10,336 12,995 7,393 12,861 12,393
TOTAL REVENUES 251,607$ 298,314$ 323,259$ 271,803$ 312,440$ 285,703$
EXPENDITURES
Salaries and Benefits 953,225$ 970,618$ 906,955$ 1,131,090$ 1,019,391$ 1,125,156$
Operating Expenditures 391,227 427,666 404,129 400,805 392,587 409,955
Fixed Assets - - - - - -
Internal Service Charges 152,791 162,792 184,948 212,015 208,677 204,451
TOTAL EXPENDITURES 1,497,243$ 1,561,076$ 1,496,032$ 1,743,910$ 1,620,655$ 1,739,562$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D –183
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
FY 2016/17 KEY PROJECTS
Core Goals Key Projects
Quality Public
Infrastructure
Maintain the
condition and
availability of
public
facilities,
transportation
systems, and
other public
infrastructure
Park Upgrades and Improvements
Park Services staff will complete several park improvement projects as proposed in the
Capital Improvement Program budget. These proposed projects include improvements
at Blossom Hill and Worcester Parks, park restroom upgrades at Blossom Hill Park,
tennis court resurfacing at Blossom Hill and La Rinconada Parks, and the installation of
a new baseball backstop at Blossom Hill Park in partnership with Los Gatos Little
League. These projects will improve the park facilities for local residents.
Open Space Trail Upgrades
Park Services staff will begin to rehabilitate Heinz and Santa Rosa Open Space areas to
improve the trail infrastructure. These two preserves are under the Town’s jurisdiction.
These projects will rebuild retaining walls along the trails and improve the drainage
along the trail to prevent future erosion.
KEY PROGRAM SERVICES
Maintenance Services
• Maintains 62 public sites, including 75.3 acres of landscaped space located in 15 Town parks;
12.09 miles of trails and pathways; 246 acres of open space located in three open space areas;
19.15 acres of landscaping for medians, roadside banks, triangles, and nine community parking
lots; 33 Downtown streetscape planters; and grounds maintenance for five Town-owned public
buildings with 6.81 acres of landscaped area
• Maintains trees and plants in all parks, on all median islands, along all streets, and on public
property, including State Route 9, per agreement with Caltrans
• Conducts ongoing maintenance and improvement projects, as needed, to ensure parks and trails
equipment and facilities are functional and in safe operating condition
• Maintains the downtown tree lights on Santa Cruz Avenue and Main Street
• Coordinates the tree removal permit process to protect trees and manage tree inspection services
• Oversees contract services for six Landscaping and Lighting Assessment Districts
• Supervises the state Department of Corrections Work Furlough Program for clean-up projects
Park Use Fees and Reservation System
• Manages the online park reservation system and user fee process
• Implements Town regulations in the Town’s parks and trails system
PROPOSED
D –184
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
KEY PROGRAM SERVICES
Volunteer Projects
• Manages the Downtown Adopt-a-Planter program
• Coordinates volunteers (individuals and groups) who maintain or construct park-related projects,
including parks and trails system improvements and debris removal
• Oversees the Adopt A Highway – Highway 9 Clover Leaves project
Special Events
• Provides support services for Town events, including but not limited to, 4th of July, Screen on the
Green, and the holiday tree lighting ceremony in Town Plaza Park
• Provides services for non-Town sponsored events on a cost-recovery basis, for events such as
Fiesta de Artes
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Parks & Public Works Director 0.20 0.20 0.20 0.20 0.20
Superintendent 0.50 0.40 0.40 0.40 0.40
CIP Project Coordinator - - - 0.13 0.13
Facilities & Environmental Services Mgr - 0.10 0.10 0.10 0.10
Administrative Analyst 0.25 0.15 0.15 0.15 0.15
Executive Assistant 0.25 0.25 0.25 0.25 0.25
Administrative Specialist - - - - -
Administrative Assistant 0.40 0.40 0.40 0.40 0.40
Administrative Secretary - - - - -
Parks Service Officer 1.00 1.00 1.00 1.00 1.00
Tree Trimmer/High Climber 1.00 1.00 1.00 1.00 1.00
Lead Parks & Maint Worker 1.00 1.00 1.00 1.00 1.00
Parks & Maint Worker 3.00 3.00 3.00 3.00 3.00
TOTAL PROGRAM FTE's 7.60 7.50 7.50 7.63 7.63
2012/13 2013/14 2014/15 2015/16 2016/17
Temporary Staff Hours Funded Funded Funded Funded Funded
Parks Service Officer 1,000 1,000 1,000 1,000 1,000
Maintenance Assistant 5,963 5,963 5,963 5,963 5,963
TOTAL ANNUAL HOURS 6,963 6,963 6,963 6,963 6,963
Full Time Equivalent (FTE)
PARK SERVICES PROGRAM STAFFING
PROPOSED
D –185
PARKS & PUBLIC WORKS DEPARTMENT
Park Services
Performance Objectives and Measures
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.
a.Percentage of parks with playground equipment receiving
weekly safety inspections:90% 90% 90% 90% 90%
Activity and Workload Highlights
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.348.2 350.9 350.9 350.9 350.9
2.14.9 14.9 14.9 14.9 14.9
3.510 500 613 550 500
4.67 56 47 50 50
5.38 35 40 60 50Total number of parks service requests within Town parks
received and completed:
Total number of special use permits for parks issued annually:
To ensure the park's playground equipment is functional
and in safe operating condition.
Total number of acres of Town parks, open space, and median
islands maintained:
Total number of park reservations issued annually:
Total miles of parks and open space trails maintained:
PROPOSED
D –186
PROPOSED
D –187
Parks & Public Works Department
ENVIRONMENTAL SERVICES
PROGRAM 5302
PROGRAM PURPOSE
The purpose of the Environmental Services Program is to implement initiatives that protect public health
and safety and the environment, and promote programs to encourage a sustainable future. Staff works to
encourage:
1) Sustainability initiatives
2) Water conservation
3) Energy reduction
4) Recycling and composting of materials
The Environmental Services Program staff ensures the Town is in compliance with environmental
regulations, including air quality permits and statewide policies on solid waste disposal and recycling.
Staff also provides management oversight with compliance reports, such as the annual report for the
NPDES storm water permit. Additionally, program staff educates and raises awareness about
environmental issues through various community education activities and events. Staff continues to work
with its partners, such as the West Valley Clean Water Program, Pacific Gas & Electric and West Valley
Collection & Recycling to raise community awareness about environmental sustainability, waste
prevention, and resource conservation.
As required by the California Integrated Waste Management Act of 1989 (AB 939), the Town must divert
a minimum of 50% of its waste from the landfill. In 2011, the California Integrated Waste Management
Act (AB 341) was approved that establishes a statewide diversion goal of 75%, and also requires several
solid waste disposal policies. Staff manages compliance with AB 939 and AB 341 requirements,
monitors and evaluates existing waste collection and recycling programs, and recommends new programs
to meet diversion objectives. Staff also actively participates in the West Valley Solid Waste Management
Authority, the local joint powers authority for managing the solid waste vendor contracts.
BUDGET OVERVIEW
The FY 2016/17 budget reflects a one-time increase of approximately $38,000 to cover the annual cost of
trash and recycling pickup in the downtown area on Wednesdays, Saturdays, and Sundays. The
PROPOSED
D –188
PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
Department piloted this service in FY 2015/16 and proposes to continue this level of service.
Program staff will prioritize energy efficiency projects, such as energy management systems and energy
efficiency upgrades in Town owned facilities. These projects will focus on energy reduction and reduce
operational costs over the long term. The program also includes the implementation of water
conservation measures.
Town staff will continue to assist with the West Valley Solid Waste Management Authority (WVSWMA)
and Household Hazardous Waste Program with a goal of increasing waste diversion and minimization.
The Joint Powers Authority approved new solid waste administrative related fees in FY 2016/17. The
revenues collected from the Authority are also being used to offset Department expenditures related to the
management of the Household Hazardous Waste Program, street sweeping, and contract administration.
The Town provides for two community events each year. Spring into Green is an annual sustainability
event that provides the opportunity for the Town to conduct education and outreach on environmental
topics. This aligns with and supports the Town’s Sustainability Plan and obligations under the Regional
Stormwater Permit, especially around trash reduction in the storm system. The Spring into Green event
requires annual staff and non-staff resources equivalent to approximately $12,000. This event is funded
through the Parks and Public Works Operating Budget.
The second event is the 4th of July event. This longstanding event has been held at Oak Meadow Park for
the last two years which eliminates the need for street closures while providing an expansive area for the
event. The event has been very well received by the community as a family friendly event. The 4th of
July event requires staff and non-staff resources equivalent to $50,000. This event is funded through the
Parks and Public Works Operating Budget.
PROPOSED
D –189
PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Other Taxes -$ -$ -$ -$ -$ -$
Licenses and Permits 84,494 117,022 107,687 120,270 121,192 120,270
Intergovernmental 61,535 43,653 49,706 30,000 38,304 38,200
Service Charges 792 812 916 660 - -
Other Revenues 1,000 1,000 1,000 - - -
TOTAL REVENUES 147,821$ 162,487$ 159,309$ 150,930$ 159,496$ 158,470$
Transfers In
Transfer from General Fund - - - - - -
Total Transfers In - - - - - -
TOTAL REVENUES & TRANFERS IN 147,821$ 162,487$ 159,309$ 150,930$ 159,496$ 158,470$
EXPENDITURES
Salaries and Benefits 56,847$ 68,812$ 154,554$ 174,615$ 181,608$ 180,034$
Operating Expenditures 108,243 99,073 118,944 206,141 216,105 241,365
Fixed Assets - - - - - -
Internal Service Charges 2,788 3,238 6,537 6,943 8,070 7,275
TOTAL EXPENDITURES 167,878$ 171,123$ 280,035$ 387,699$ 405,783$ 428,674$
Transfers Out
Transfer to General Fund - - - - - -
Total Transfers Out - - - - - -
TOTAL EXPENDITURES & TRANSFERS OUT 167,878$ 171,123$ 280,035$ 387,699$ 405,783$ 428,674$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D –190
PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
FY 2016/17 KEY PROJECTS
Core Goals Key Projects
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
Collection Services
The Town is an active member of the West Valley Solid Waste Management Authority, a
joint powers authority (JPA) that contracts for solid waste collection, recycling, and
disposal services for residential and commercial customers in Los Gatos, Campbell,
Monte Sereno, and Saratoga. During FY 2016/17, staff will continue to work actively
with the JPA and West Valley Collection and Recycling as it enters its tenth year of
providing service to West Valley cities.
Keep Los Gatos Beautiful
April is “Keep Los Gatos Beautiful” month, and multiple major events are planned during
this month. The campaign celebrates National Earth Day, National Arbor Day, and
National Volunteer Recognition Week, all of which occur during April. Keep Los Gatos
Beautiful events are funded in part by state Beverage Container Grant funds. “Spring into
Green” is a sustainability focused event that combines National Earth Day, National Arbor
Day, and “Keep Los Gatos Beautiful” month into one community celebration.
Community Outreach and Awareness
Program staff will coordinate a variety of waste prevention and resource conservation
community outreach activities, to promote recycling, environmental sustainability, and
environmental protection. Staff continues to work with partners, such as the West Valley
Clean Water Program, Pacific Gas & Electric, and West Valley Collection & Recycling, to
raise community awareness of these issues. Staff will also focus on helping Los Gatos
businesses achieve a Green Business certification. Additionally, staff will complete
another phase of the Utility Box Art Program this fiscal year, which aims to raise
awareness of environmental sustainability issues in Los Gatos.
Green Business Certification
Staff will continue to work on and maintain its Green Business Certification through the
Santa Clara County Green Business Program. This fiscal year, staff will complete the
recertification of the Civic Center building. As part of this certification process, staff will
coordinate green business education programs including the award-winning “Los Gatos:
Growing Greener Together” campaign.
Household Hazardous Waste
The Town contracts with the County of Santa Clara Household Hazardous Waste Program
to provide free and safe disposal of household hazardous wastes. Throughout the year, the
program will continue to monitor the work performed under this contract, which allows
residents to dispose of potentially hazardous wastes such as used motor oil and filters,
pesticides, herbicides, corrosives, flammables, and household medical waste.
PROPOSED
D –191
PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
KEY PROGRAM SERVICES
• Maintains Town’s compliance with California Integrated Waste Management Act of 1989 (AB 939)
solid waste diversion requirements, including initiating and implementing programs to increase
diversion
• Participates in West Valley Solid Waste Management Authority JPA activities, including rate and
service reviews
• Provides safe household hazardous waste disposal options
• Implements the Town’s Climate Action Plan, contained within the Los Gatos Sustainability Plan,
including strategies to reduce the Town’s carbon footprint
• Promote sustainability initiatives and educational awareness through partnerships and activities, such
as the “Spring into Green” event and the Green Business Certification Program.
Full Time Equivalent (FTE)
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Superintendent 0.10 - - - -
Facilities & Environmental Services Mgr - 0.40 0.40 0.40 0.40
Executive Assistant - - - 1.00 1.00
Environmental Service Coordinator 0.50 0.50 1.00 - -
Total General Fund FTE 0.60 0.90 1.40 1.40 1.40
ENVIRONMENTAL SERVICES PROGRAM STAFFING
PROPOSED
D –192
PARKS AND PUBLIC WORKS DEPARTMENT
Environmental Services
Performance Objectives and Measures
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.
a.Disposal per capita by calendar year (target is < 5.2
lbs./person/day): *3.7 1.6 2.3 2.3 2.3
2012 2013 2014 2015 2016
2.
a.Percentage of solid waste collection calls received
and resolved within 2 days:100% 100% 100% 100% 100%
b.Diversion Rate: **Data Not
Available
Data Not
Available 42% 42% 42%
Activity and Workload Highlights
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.120 87 Measure
Discontined
Measure
Discontinued
Measure
Discontinued
2.
791 687 670 670 685
3.Data Not
Available
Data Not
Available
182 182 182
4.4 4 4 8 8
5.Data Not
Available 32,727 61,196 65,000 65,000
* Target is provided by the California Department of resources Recycling and Recovery (CalRecycle).
** New measure effective FY 2015/16, historical data provided when available.
Maximize diversion from landfills in order to protect
public health and safety, and the environment.
Monitor and evaluate existing waste collection and
recycling programs.
Number of Electric Vehicle Charging Stations: **
Total kWh used by Electric Vehicle Chargers: **
Number of households participating in the Community
Garage Sale event:
Town solar usage (Megawatts generated): **
Number of Los Gatos households participating in the
Household Hazardous Waste Disposal Program:
PROPOSED
D –193
Parks & Public Works Department
STREETS and SIGNALS PROGRAM
PROGRAM 5401
PROGRAM PURPOSE
The Streets and Signals Program provides safe and functional roadways, retaining walls, bridges, and
curb and sidewalk systems through the ongoing maintenance of the Town’s roadway network. Objectives
include small pavement reconstruction, minor street repairs, the filling of potholes, maintenance of
roadway signs, traffic pavement markings, signals, streetlights, storm drain maintenance, and debris
removal. Program staff collaborates with other Department programs, such as the Park Services Program,
and neighboring agencies to perform roadside cleanup projects. Additional project coordination is
conducted with the Engineering Program Services for traffic calming device installation and roadway
improvements in the Capital Improvement Program.
BUDGET OVERVIEW
In FY 2016/17, the Streets and Signals Program will continue to provide tree maintenance as a contractual
service. This has been done for the last three years as a cost savings measure. It allows staff to focus on
other day-to-day operational responsibilities. In addition, the FY 2016/17 budget reflects the continuation
of 0.13 FTE for the project manager position, which the Department is continuing its recruitment efforts
to fill.
A new mandate, adopted by the Federal Highway Administration, requires a minimum retro reflectivity
level for regulatory and warning street signs in local jurisdictions, effective June 2014. The next phase,
regulating street name signs and overhead guide signs, takes effect in January 2018. The department was
budgeted $30,000 in one-time funding for temporary hours, $10,000 for specialized equipment, and
$10,000 for replacement signs in FY 2015/16 to begin the initial assessment process of existing signs
throughout Town and to begin replacements. Approximately $10,000 of these previously allocated funds
have already been used to purchase a specialized tool that can assess a sign’s retro reflectivity levels. Of
the remaining $40,000, the FY 2016/17 budget includes $30,000 for the remaining work which includes a
part-time position to conduct field assessment and inventory work and begin replacements associated with
this program. This is reflected as the continuation of temporary Maintenance Worker hours in the FY
2016/17 budget and it is offset by savings from the work not being started in 2015/16. Essential to the
PROPOSED
D –194
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
requirements of the mandate is a plan to assess and inventory existing signage. This work will also
provide accurate data for understanding the compliance level and costs associated with full compliance.
As an initial estimate, at this fund level, staff expects a seven-year cycle of ongoing sign replacement to
satisfy the mandate.
The Town Arborist will continue to manage the Town’s urban forest and will take a more active role in
managing the contractual services component of this work. Additionally, the Arborist will perform
landscape review for small to medium private development projects. The Arborist also reviews private
property tree removal applications and ensures compliance with Town codes and appropriate mitigation.
Downtown trash can removal service will be performed through contractual services. Additionally,
overtime costs will be contained by only operating the “Stand-by Program” during November through
March, instead of year-round. Street sweeping services will continue in the Town and be carried out by
the Parks and Maintenance Workers.
Streets and Signals staff will continue to be responsible for the maintenance and operations of the trash
capture devices, which were installed in FY 2012/13 to meet a requirement of the San Francisco Bay Area
Storm Water Municipal Regional Permit. This is an ongoing maintenance responsibility for the Town.
The FY 2016/17 budget reflects a slight increase in salaries and benefits attributed to increased PERS,
benefit and worker’s compensation rates. Salary increases are not reflected in the proposed budget and
labor negotiations with the Town’s unions are pending.
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Other Taxes -$ -$ -$ -$ -$ -$
Licenses and Permits 136,599 161,235 179,975 186,640 187,972 191,543
Intergovernmental - - - - - -
Service Charges 7,012 1,280 7,679 2,600 6,300 4,000
Other Revenues - 28,572 - - - -
TOTAL REVENUES 143,611$ 191,087$ 187,654$ 189,240$ 194,272$ 195,543$
EXPENDITURES
Salaries and Benefits 909,988$ 979,188$ 987,520$ 1,098,449$ 948,327$ 1,093,259$
Operating Expenditures 498,840 580,171 583,729 590,429 653,089 585,709
Fixed Assets - - - - - -
Internal Service Charges 444,512 457,604 349,198 345,640 345,226 316,956
TOTAL EXPENDITURES 1,853,340$ 2,016,963$ 1,920,447$ 2,034,518$ 1,946,642$ 1,995,924$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D –195
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
FY 2016/17 KEY PROJECTS
Core Goals Key Projects
Good
Governance
Ensure
responsive,
accountable
and
collaborate
government
Ongoing Maintenance
Ongoing maintenance of the Town’s infrastructure ensures year round functionality for
the Town. This work includes roadway repair, storm drain cleaning, street sign
replacements, and other routine maintenance activities.
Inter-Program Work Projects
Program staff will continue to plan and coordinate work projects, such as roadside
clean-ups, that use department-wide resources to increase efficiency and address large
scale maintenance issues.
Partnership with Other Municipalities
Staff will continue to pursue opportunities with local agencies that have similar service
needs in an effort to reduce program expenditures. Successful ongoing coordinated
efforts include graffiti removal, paving operations, and brush removal activities.
Quality Public
Infrastructure
Maintain the
condition and
availability of
public
facilities,
transportation
systems, and
other public
infrastructure
Capital Improvement Program Projects
Streets program staff will perform minor pavement repairs in advance of contractor
work to enhance efficiency and management of Capital Improvement Program projects.
KEY PROGRAM SERVICES
Street Maintenance/Traffic Signal Program
• Maintains traffic signs and street signs along public streets
• Maintains visibility of pavement markings, including crosswalks, red curbs, and roadway striping
• Maintains 30 signalized intersections and 1,580 streetlights in the public right-of-way
• Maintains downtown tree lights along North Santa Cruz Avenue and Main Street
• Installs LED Streetlights
Tree Maintenance
• Oversees the tree trimming contract
• Manages private tree removal application process and implementation of mitigation measures
Street Maintenance/Pavement
• Maintains and repairs over 106 miles of public streets and 22 parking lots
• Maintains storm drain basins, ditches, and culverts
PROPOSED
D –196
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
KEY PROGRAM SERVICES
Sidewalk Maintenance Program
• Coordinates concrete sidewalk, curb, and gutter replacement program with CIP
Sidewalk Maintenance Program
• Coordinates concrete sidewalk, curb, and gutter replacement program with CIP
• Maintains the cleanliness of sidewalks, benches, and waste receptacles in the business districts
using pressure washing equipment
Special Events
• Provides support services to Town-sponsored events
• Installs banners and flags throughout town at various times during the year to celebrate national
and local events, such as Flag Day, the 4th of July, Memorial Day, and Veteran’s Day
PROPOSED
D –197
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Parks & Public Works Director 0.20 0.20 0.20 0.20 0.20
Asst PPW Dir/Town Engineer - - - - -
Superintendent 0.70 0.40 0.40 0.40 0.40
CIP Project Coordinator - - - 0.13 0.13
PPW Supervisor - - - - -
Administrative Analyst 0.25 0.15 0.15 0.15 0.15
Executive Assistant 0.25 0.25 0.25 0.25 0.25
Administrative Specialist - - - - -
Administrative Assistant 0.30 0.30 0.30 0.30 0.30
Administrative Secretary - - - - -
Town Arborist 1.00 1.00 1.00 1.00 1.00
Lead Parks & Maint Worker 1.00 1.00 1.00 1.00 1.00
Sweeper Operator - 0.75 0.75 - -
Parks & Maint Worker 4.00 4.00 4.00 4.75 4.75
TOTAL PROGRAM FTEs 7.70 8.05 8.05 8.18 8.18
2012/13 2013/14 2014/15 2015/16 2016/17
Temporary Staff Hours Funded Funded Funded Funded Funded
Maintenance Worker - - - 741 488
Maintenance Assistant 200 200 1,062 - -
TOTAL ANNUAL HOURS 200 200 1,062 741 488
Full Time Equivalent (FTE)
STREETS & SIGNALS PROGRAM STAFFING
PROPOSED
D –198
PARKS & PUBLIC WORKS DEPARTMENT
Streets & Signals Program
Performance Objectives and Measures
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.
a.Percentage of streetlight malfunctions repaired within 5
days of notification:100% 100% 100% 100% 100%
b.Percentage of traffic signals meeting visibility and
operational state guidelines:100% 100%Measure
Discontinued
Measure
Discontinued
Measure
Discontinued
2.
a.Percentage of traffic signal malfunctions repaired within
three hours of notification:100% 100%Measure
Discontinued
Measure
Discontinued
Measure
Discontinued
b.Percentage of stop signs repaired and replaced within 24
hours of notification:95% 95%Measure
Discontinued
Measure
Discontinued
Measure
Discontinued
c.Pavement Condition Index (PCI):71 72 67 66 67
Activity and Workload Highlights
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.1977 1980 1980 1980 1980
2.397 397 Measure
Discontinued
Measure
Discontinued
Measure
Discontinued
3.Number of street light malfunctions reported:**Data Not
Available
Data Not
Available
136 195 25
4.150 150 151 195 25
5.28 29 30 30 30
6.106 106 147 147 147
7.431 456 568 485 500
8.220 242 238 170 221
9.153 139 198 211 190
10.282 229 357 450 450
11.Data Not
Available
Data Not
Available
304 360 330
12.Data Not
Available
Data Not
Available
7,450 3,900 8,000
13.Data Not
Available
Data Not
Available
82,220 82,220 82,220
** New measure effective FY 2015/16, historical data provided when available.
To provide safe and functional roadway systems throughout
Town.
To ensure streetlights and traffic signals are working in
effective operating order.
Number of Town street lights:
Annual number of Town street lights repaired:
Total number of traffic related work orders received and
completed:
Number of signalized intersections maintained:
Miles of street maintained:
Number of PG&E street lights monitored by Town staff for
functionality:
Number of traffic signs repaired/replaced:
Square feet of sidewalks removed and replaced:**
Linear feet of bike lanes:**
Number of public trees pruned or maintained at industry
standard:**
Total number of tree-related maintenance requests received,
requiring inspection by staff:
Total number of staff hours to conduct tree inspections and/or
pruning, including tree removal permit inspections
PROPOSED
D –199
Parks & Public Works Department
PROPERTY DAMAGE
PROGRAM 5405
PROGRAM PURPOSE
The Property Damage Program is an operating program designed to monitor financial activity related the
damage of Town property and public infrastructure, such as sidewalks, streets, Town vehicles, parks, and
other public facilities. In particular, this program tracks revenue/reimbursements received by applicable
parties and expenses incurred as the result of damage to Town property.
BUDGET OVERVIEW
The FY 2016/17 budget reflects a net zero impact to the General Fund budget, as it is difficult to
anticipate potential damage to Town property. A placeholder of $25,000 in expenditures was budgeted;
budget adjustments, if necessary, will be brought forward for Council consideration during the mid-year
budget review process. Due to the timing of the receipt of reimbursements, prior year revenue actuals are
initially higher than expenditures. As this program includes no staff activity, it does not have Key
Projects or Performance Measures.
PROPOSED
D –200
PARKS & PUBLIC WORKS DEPARTMENT
Property Damage
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Other Taxes -$ -$ -$ -$ -$ -$
Licenses and Permits - - - - - -
Intergovernmental - - - - - -
Service Charges - - - - - -
Other Revenues 98,615 52,244 24,029 - 17,452 -
TOTAL REVENUES 98,615$ 52,244$ 24,029$ -$ 17,452$ -$
EXPENDITURES
Salaries and Benefits -$ -$ -$ -$ -$ -$
Operating Expenditures 73,199 10,442 17,726 25,000 55,138 25,000
Fixed Assets - - - - - -
Internal Service Charges - - - - - -
TOTAL EXPENDITURES 73,199$ 10,442$ 17,726$ 25,000$ 55,138$ 25,000$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D –201
Parks & Public Works Department
PASS-THROUGH ACCOUNTS
PROGRAM 5999
PROGRAM PURPOSE
The Pass-Through Accounts Program provides an accounting structure to separate ongoing Parks and
Public Works program activities from applicant funding utilized for external engineering services
consultants, such as traffic study engineering, subdivision map checking, and geotechnical reviews. Fees
for these external development services are paid for in advance by the applicant, with the funds then
applied to a purchase order. All invoices from the consultants are subsequently paid out of the applicant’s
account until they zero out. Any remaining balance is returned to the applicant. Accounting for these
activities in a separate accounting structure allows the true cost of operations to remain intact within a
program, eliminating unrelated funding fluctuations from year to year. This pass-through approach is
also used in the Community Development Department for similar projects.
BUDGET OVERVIEW
There is no budgetary impact to this program as revenues will equal expenditures. The revenues and
expenditures reflect estimates based on prior year trends and known departmental operations. At fiscal
year-end, actuals may differ substantially from original budgeted numbers as the quantity and size of
engineering fees within the community in any given year is not known or determinable in advance. This
budget reflects a reasonable estimate only. As this program includes no staff activity, it does not have
Key Projects or Performance Measures.
PROPOSED
D –202
PARKS & PUBLIC WORKS DEPARTMENT
Pass-Through Accounts
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
REVENUES
Other Taxes -$ -$ -$ -$ -$ -$
Licenses and Permits - - - - - -
Intergovernmental - - - - - -
Service Charges - - - - - -
Other Revenues 232,755 178,092 125,195 165,000 383,974 165,000
TOTAL REVENUES 232,755$ 178,092$ 125,195$ 165,000$ 383,974$ 165,000$
EXPENDITURES
Salaries and Benefits -$ -$ -$ -$ -$ -$
Operating Expenditures - - - - - -
Pass Thru Account 232,755 178,092 125,195 165,000 383,974 165,000
Internal Service Charges - - - - - -
TOTAL EXPENDITURES 232,755$ 178,092$ 125,195$ 165,000$ 383,974$ 165,000$
SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D –203
Parks & Public Works Department
EQUIPMENT REPLACEMENT FUND
FUND 631
PROGRAM PURPOSE
The Equipment Replacement Program provides funding for the replacement of Town vehicles,
equipment, and information technology with a value greater than $10,000. The initial capital costs
associated with an asset are charged to the program budget where the asset exists. The program having
custody and utilizing the asset pays the replacement cost amortized over the life of the asset through
internal service charges. These internal service charges accumulate the needed funding to replace the
Town’s vehicle and equipment assets at the end of their useful lives. The result of this funding structure
is a smoothing of operating expenditures and a more accurate reflection of the actual cost of operations.
Town vehicles and equipment purchased and maintained by a separate Vehicle Maintenance Program.
Replacement is based on the vehicle meeting predetermined age and/or mileage criteria as set forth in the
Equipment Replacement Policy. Vehicle Maintenance personnel evaluate vehicles scheduled for
replacement before a final determination is made.
BUDGET OVERVIEW
This program’s budget includes funding for replacement vehicles and equipment. Program expenditures
change significantly each year due to the timing of major purchases of equipment. A combination of
deferred replacement, upgrades, replacements, and the refurbishment of vehicles and equipment is
proposed, based on the condition of each vehicle or piece of equipment and its cost effectiveness. The FY
2016/17 replacement schedule identifies five vehicles for replacement as determined by the Town’s
Equipment Replacement Policy. The vehicles scheduled for replacement are in the Police Department
fleet.
Although the costs to replace police vehicles were expected to increase because Ford Motor Company has
discontinued production of the current Crown Victoria police model, staff has procured and outfitted Ford
Explorers with no additional costs.
Program staff will continue to evaluate the current fleet inventory and evaluate each vehicle’s
replacement schedule along with the Department’s needs and the Equipment Maintenance and
Replacement Policy. Vehicles removed from the replacement schedule will not be replaced once they are
PROPOSED
D –204
PARKS & PUBLIC WORKS DEPARTMENT
Equipment Replacement Fund
no longer operational. In the long term, this will reduce the size of the Town vehicle fleet and reduce the
amount of money held in the fund balance.
In FY 2013/14, the Town entered into an equipment cost sharing agreement with the cities of Campbell
and Cupertino. The purpose of this agreement is to help generate revenue for the Town by loaning out the
use of the sewer vehicle truck when Town staff does not need it. The revenues collected from this
agreement are deposited back into the Equipment Replacement Fund for this specific asset. Over time,
this will help offset replacement costs for the Town when that vehicle needs to be replaced.
Staff will also explore replacement costs versus rental of equipment to reduce ongoing program operation
expenditures. Assessments between internal and external diagnostic and repair facility costs will be
conducted to determine the most cost-effective approach. As this program includes minimal staff activity,
it does not have Key Projects or Performance Measures. In FY 2016/17, staff has programmed the
replacement of the Town’s fuel system at an estimated cost of $75,000.
In FY 2015/16, Council approved the establishment of an Almond Grove Reserve. A transfer out of the
Equipment Replacement Fund of $1.5 million has been made to fund a portion of the CIP project. Future
budget years anticipate increased contribution to the Equipment Replacement Fund through internal
service charges to ensure adequate resources for future Town equipment needs.
PROPOSED
D –205
PARKS & PUBLIC WORKS DEPARTMENT
Equipment Replacement Fund
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated - Gas Tax Assets -$ -$ -$ -$ -$ -$
Designated - Non-Point Assets 207,831 207,831 207,831 207,831 207,831 207,831
Designated - General Fund Assets 2,925,569 3,052,701 3,221,813 3,467,198 3,467,198 1,651,394
Total Beginning Fund Balance 3,133,400 3,260,532 3,429,644 3,675,029 3,675,029 1,859,225
Revenues
Service Charge 439,532 473,929 369,953 490,826 490,826 381,322
Interest - - - - - -
Other Revenues 89,243 33,050 134,999 - 10,267 -
Total Revenues 528,775 506,979 504,952 490,826 501,093 381,322
Transfers In
Transfer from Capital Projects - - - - - -
Transfer from General Fund - - 15,000 - - -
Transfer from MIS - - 16,066 - - -
Total Transfers In - - 31,066 - - -
Total Revenues & Transfers In 528,775 506,979 536,018 490,826 501,093 381,322
TOTAL SOURCE OF FUNDS 3,662,175$ 3,767,511$ 3,965,662$ 4,165,855$ 4,176,122$ 2,240,547$
USES OF FUNDS
Expenditures
Salaries and Benefits 9,411$ 7,245$ 6,932$ 10,646$ 8,732$ 10,804$
Operating Expenditures 7,656 2,099 3,344 - - -
Fixed Assets 384,576 328,507 280,357 728,575 819,478 325,565
Internal Service Charges - 16 - - - -
Total Expenditures 401,643 337,867 290,633 739,221 828,210 336,369
Transfers Out
Transfer to General Fund - - - - 1,488,687 -
Transfer to Capital Projects - - - - - -
Transfer to Office Stores - - - - - -
Total Transfers Out - - - - 1,488,687 -
Total Expenditures & Transfers Out 401,643 337,867 290,633 739,221 2,316,897 336,369
Ending Fund Balance
Designated - Gas Tax Assets - - - - - -
Designated - Non-Point Assets 207,831 207,831 207,831 207,831 207,831 207,831
Designated - General Fund Assets 3,052,701 3,221,813 3,467,198 3,218,803 1,651,394 1,696,347
Total Ending Fund Balance 3,260,532 3,429,644 3,675,029 3,426,634 1,859,225 1,904,178
TOTAL USE OF FUNDS 3,662,175$ 3,767,511$ 3,965,662$ 4,165,855$ 4,176,122$ 2,240,547$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D –206
PARKS & PUBLIC WORKS DEPARTMENT
Equipment Replacement Fund
FY 2016/17 KEY PROJECTS
Core Goals Key Projects
Quality Public
Infrastructure
Maintain the
condition and
availability of
public
facilities,
transportation
systems, and
other public
infrastructure
Fuel System Enhancements
Staff will replace the existing fuel system to a new modern system. The new
technology system will automatically track and transmit vehicle usage data, which will
ensure data integrity and eliminate the need to input data manually.
KEY PROGRAM SERVICES
• Assesses vehicles and equipment for proper replacement timing and for fuel efficiency and
functionality
• Performs cost effectiveness studies for asset cost and replacements
• Accumulates appropriate internal service charges for asset replacement funding
• Coordinates with Town Departments for the smooth placement into service of new vehicles and
equipment
Full Time Equivalent (FTE)
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Account Technician 0.10 0.10 0.10 0.10 0.10
Total Equipment Replacement FTEs 0.10 0.10 0.10 0.10 0.10
EQUIPMENT REPLACEMENT PROGRAM STAFFING
PROPOSED
D –207
Parks & Public Works Department
VEHICLE MAINTENANCE PROGRAM
FUND 632
PROGRAM PURPOSE
The Vehicle Maintenance Program maintains the Town’s vehicles and equipment to ensure each piece is
safe and functional. Program staff provides preventive maintenance and repair for the Town’s fleet and
light to heavy duty construction equipment. The total number of vehicles and light and heavy equipment
maintained by the Town is 150. A combination of in-house personnel and outside contractors provide
maintenance and repair services for the Town’s vehicles and equipment.
BUDGET OVERVIEW
This program continues to evaluate vehicle maintenance costs and repairs to determine cost saving
strategies. This program will continue to evaluate the purchase of hybrid and alternative fuel vehicles, as
the budget permits, to reduce fuel consumption over the short and long terms. In FY 2013/14, the Town
added five electric vehicles to its fleet through a lease agreement from Mitsubishi Motors. Staff evaluated
the usage of these vehicles, and will renew a lease agreement for four of the electric vehicles. In FY
2014/15, at Council’s direction, the Town built four new electrical vehicle charging stations to help fuel
these vehicles, and also provide additional charging stations for public use.
Over the last fiscal year, this program has shifted to performing more in-house vehicle maintenance
services with the assistance of temporary personnel, thereby reducing the amount of outside contractual
work. While this is a cheaper alternative overall, staff recommends the adjustment of funds to the auto
parts line item to align the budget with actual costs, which reflects this shift in service delivery. The
program will continue to provide service through a combination of delivery methods to minimize costs to
the Town.
Fuel prices have been low this fiscal year, although costs can vary significantly, making forecasting fuel
prices for the fiscal year difficult. Due to market variations, cost projections remain conservative;
however, any fuel prices over and above the established budget would be brought forth in the mid-year
budget report.
In FY 2014/15 a transfer of $500,000 was made to the ABAG Self Insurance Fund to restore funding
levels that were less than recommended.
PROPOSED
D –208
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
.
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignated 438,817 518,902 657,968 739,972 739,972 778,964
Total Beginning Fund Balance 438,817 518,902 657,968 739,972 739,972 778,964
Revenues
Service Charge 537,448 528,600 569,300 571,670 571,670 573,865
Interest - - - - - -
Other Revenues - 287 703 - - -
Total Revenues 537,448 528,887 570,003 571,670 571,670 573,865
TOTAL SOURCE OF FUNDS 976,265$ 1,047,789$ 1,227,971$ 1,311,642$ 1,311,642$ 1,352,829$
USES OF FUNDS
Expenditures
Salaries and Benefits 189,157$ 148,657$ 188,580$ 195,015$ 225,519$ 197,211$
Operating Expenditures 268,206 240,408 299,419 376,655 307,159 376,655
Fixed Assets - 544 - - - -
Internal Service Charges - 212 - - - -
Total Expenditures 457,363 389,821 487,999 571,670 532,678 573,866
Transfers Out
Transfer to ABAG Liability -$ -$ 500,000$ -$ -$ -$
Total Transfers Out - - 500,000 - - -
Total Expenditures & Transfers Out 457,363 389,821 987,999 571,670 532,678 573,866$
Ending Fund Balance
Designated - - - - - -
Undesignated 518,902 657,968 739,972 739,972 778,964 778,963
Total Ending Fund Balance 518,902 657,968 739,972 739,972 778,964 778,963
TOTAL USE OF FUNDS 976,265$ 1,047,789$ 1,727,971$ 1,311,642$ 1,311,642$ 1,352,829$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D –209
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
FY 2016/17 KEY PROJECTS
Core Goals Key Projects
Community
Character
Preserve and
enhance the
appearance
character and
environment
quality of the
community
Alternate Fuel Vehicles
The program will continue to pursue alternate fuel vehicles as the replacement schedule,
Town budget, and functionality requirements allow. The Town has added four electric
vehicles to its fleet through an extended lease program, which has reduced fuel
consumption and saved in fuel efficiency costs overall.
Alternative Fuel Station
The program provides Compressed Natural Gas (CNG) for the Town’s fleet and the
installation of four additional electric vehicle charging stations will serve both the
Town’s fleet and the public.
Good
Governance
Ensure
responsive,
accountable
and
collaborate
government
Repair Schedules
Staff will continue to actively manage maintenance schedules to maximize vehicle and
equipment life cycles. Ongoing efforts at selective in-sourcing and out-sourcing of
work ensure the program provides quality and cost efficient service.
Fleet Management
The program’s asset management system tracks a vehicle’s total repair, maintenance
schedule, and fuel costs. This system provides reliable quantitative information to assist
with replacement decisions and conduct operational efficiencies. Staff will continue to
analyze fleet usage and repair cost information and adjust the fleet size as appropriate.
Department Joint Projects
Staff will continue to participate in Department joint projects on an as needed basis,
which provides additional departmental flexibility for major projects. Winter storms
require action Department wide with all program staff participating.
KEY PROGRAM SERVICES
• Provides preventive maintenance and repairs for all Town-owned vehicles and equipment
• Maintains the Town’s fueling system infrastructure for CNG, gasoline, and diesel fuel
PROPOSED
D –210
PARKS & PUBLIC WORKS DEPARTMENT
Vehicle Maintenance Program
Full Time Equivalent (FTE)
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Superintendent 0.30 0.20 0.20 0.20 0.20
Administrative Assistant 0.20 0.20 0.20 0.20 0.20
Administrative Secretary - - - - -
Office Assistant - - - 0.20 0.20
Equipment Mechanic 1.00 1.00 1.00 1.00 1.00
Total Vehicle Maint. FTEs 1.50 1.40 1.40 1.60 1.60
Temporary Staff Hours
Office Clerk 350 - - - -
Office Assistant - 350 350 - -
Maintenance Assistant - - 646 - -
TOTAL ANNUAL HOURS 350 350 996 - -
VEHICLE MAINTENANCE PROGRAM STAFFING
Performance Objectives and Measures
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.
a.Percentage of fleet in compliance with maintenance
schedule:100% 100% 100% 100% 100%
b.Cost per mile, by class of equipment (Life,
cost/replacement cost=annual cost per mile)
Police:$0.73 $0.44 $0.44 $0.52 $0.52
General Fleet - light:$1.86 $1.69 $1.50 $1.00 $1.43
General Fleet - heavy:$5.83 $2.32 $1.90 $2.00 $2.44
c.Percentage of fleet that is alternate fuel vehicles:*Data Not
Available
Data Not
Available 24% 24% 24%
Activity and Workload Highlights
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.47 47 49 50 49
2.4 4 4 4 4
3.36 37 38 38 38
4.47 47 45 45 47
5.7 7 7 7 7
6.Data Not
Available
5 5 5 5
* New measure effective FY 2015/16, historical data provided when available.
Electric vehicles:
Hybrid vehicles:
Pieces of equipment maintained (light and heavy duty):
Number of heavy-duty vehicles maintained:
Number of light-duty (non-police) vehicles maintained:
Number of police vehicles maintained:
To provide safe and functional vehicles and equipment.
PROPOSED
D –211
Parks & Public Works Department
FACILITIES MAINTENANCE PROGRAM
FUND 633
PROGRAM PURPOSE
The Facilities Maintenance Program provides services to ensure Town facilities are safe and functional
for public and employee use. Maintenance services include custodial services, elevator maintenance, cell
phone services, heating and ventilation air systems, building improvements, facility security, and lighting
systems. Facilities Program staff also plan, schedule, and manage small and large building facility
projects such as building remodeling, public access infrastructure improvements, recarpeting, work space
reconfigurations, roof repairs, heating and air conditioning system improvements, electrical services, and
all other aspects required to keep the Town’s facilities well-functioning and safe.
BUDGET OVERVIEW
Revenues for this fund are obtained through assessment chargebacks to Town Departments, based upon a
percentage of square footage assigned to each Department. The Facilities Maintenance Program pays for
all operating expenditures, including utilities, repairs, and maintenance and the Departments in turn fund
the program’s expenditures through these chargebacks.
In FY 2016/17, this program budget reflects an increase in expenditures attributed to additional services
in the Civic Center basement and restroom, the temporary office trailer at the Corporation Yard, Library
porter service hours, and the Police Department sally port powerwash. An increase of $14,000 is also
recommended for higher laundry service costs due to the frequency that the Town mechanics use the
service.
Additionally this fiscal year, program staff will continue to assess energy efficiency measures and
upgrades in Town-owned facilities. In collaboration with staff from the Environmental Services Program,
Facilities Maintenance staff will replace outdated fixtures and appliances with energy efficient upgrades
saving the Town energy costs over the long term.
This program will continue the cost-saving strategy by limiting the use of program staff overtime. The
decrease in overtime involves the reduction of the after-hours “Stand-by Program.” Stand-by will be
available during the months of November through March, instead of year-round.
PROPOSED
D –212
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignated 1,020,686 1,255,710 1,319,866 981,784 484,032 273,810
Total Beginning Fund Balance 1,020,686 1,255,710 1,319,866 981,784 484,032 273,810
Revenues
Other Taxes 53,755 116,020 135,959 40,000 40,000 40,000
Service Charge 991,682 1,007,014 974,404 1,019,164 1,019,164 1,124,537
Service Charges - - - - - -
Other Revenues 194,901 196,989 227,270 206,054 212,054 217,338
Total Revenues 1,240,338 1,320,023 1,337,633 1,265,218 1,271,218 1,381,875
Transfers In
Transfer from General Fund - - - - - -
Total Transfers In - - - - - -
Total Revenues & Transfers In 1,240,338 1,320,023 1,337,633 1,265,218 1,271,218 1,381,875
TOTAL SOURCE OF FUNDS 2,261,024$ 2,575,733$ 2,657,499$ 2,247,002$ 1,755,250$ 1,655,685$
USES OF FUNDS
Expenditures
Salaries and Benefits 206,500$ 214,868$ 333,146$ 344,621$ 355,949$ 351,180$
Operating Expenditures 792,956 864,097 915,673 956,657 925,491 1,030,695
Fixed Assets - 7,658 - 30,000 - -
Internal Service Charges 38 288 - - - -
Total Expenditures 999,494 1,086,911 1,248,819 1,331,278 1,281,440 1,381,875
Transfers Out
Transfer to General Fund - - - - - -
Transfer to Capital Projects 5,820 168,956 924,648 200,000 200,000 -
Transfer to Office Stores - - - - - -
Total Transfers Out 5,820 168,956 924,648 200,000 200,000 -
Total Expenditures & Transfers Out 1,005,314 1,255,867 2,173,467 1,531,278 1,481,440 1,381,875
Ending Fund Balance
Designated - - - - - -
Undesignated 1,255,710 1,319,866 484,032 715,724 273,810 273,810
Total Ending Fund Balance 1,255,710 1,319,866 484,032 715,724 273,810 273,810
TOTAL USE OF FUNDS 2,261,024$ 2,575,733$ 2,657,499$ 2,247,002$ 1,755,250$ 1,655,685$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D –213
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
FY 2015/16 KEY PROJECTS
Core Goals Key Projects
Quality Public
Infrastructure
Maintain the
condition and
availability of
public
facilities,
transportation
systems, and
other public
infrastructure
Oversight of Capital Improvement Projects
Program staff will assist in the oversight of all facility improvement projects planned
during FY 2015/16, including numerous building improvement projects at the Civic
Center and other Town facilities.
Former Library Building Roof Improvements
Program staff will complete a re-roofing project above the museum wing of the Civic
Center. During this project, lighting control and efficiencies will be addressed for the
plaza level of the museum space.
HVAC Controls Project
Program staff will complete a project to upgrade and centralize the HVAC building
management system at the Civic Center. The existing system is part of the original
building’s infrastructure.
Energy Efficiency Upgrades – Townwide
Program staff will complete various energy efficiency improvements in Town-owned
facilities, resulting in cost savings over the long term. Many of the existing fixtures and
equipment throughout Town buildings are functional, yet outdated, and are not the most
energy efficient options at the current time. A sample of improvements will include low
flow water fixtures, light motion sensors, and energy efficient equipment.
Electric Vehicle Charging Stations
Staff will monitor and manage the eight electrical vehicle charging stations in Town.
KEY PROGRAM SERVICES
• Administers custodial, telephone, heating, ventilating, and air conditioning system maintenance
agreements
• Manages preventive maintenance contracts for elevator, fire, and building alarms
• Administers facilities capital improvement contracts
• Administers repairs and improvements to The New Museum of Los Gatos and the Friends of the
Library as well as the vacant buildings on Tait and at Forbes Mill
• Manages interdepartmental service requests
• Manages lighting for public parking garages and public parking lots
• Maintains downtown tree lights along North Santa Cruz Avenue and Main Street
PROPOSED
D –214
PARKS & PUBLIC WORKS DEPARTMENT
Facilities Maintenance Program
Full Time Equivalent (FTE)
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Superintendent 0.40 - - - -
Facilities & Environmental Services Mgr - 0.50 0.50 0.50 0.50
Lead Parks & Maint Worker 1.00 1.00 1.00 1.00 1.00
Parks & Maint Worker 1.00 1.00 1.00 1.00 1.00
Total Building Maint. FTEs 2.40 2.50 2.50 2.50 2.50
2012/13 2013/14 2014/15 2015/16 2016/17
Temporary Staff Hours Funded Funded Funded Funded Funded
Maintenance Assistant 628 628 628 628 628
TOTAL ANNUAL HOURS 628 628 628 628 628
FACILITIES MAINTENANCE PROGRAM STAFFING
Performance Objectives and Measures
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.
a.Percentage of high priority (safety or service
interruption) requests completed within 3 days:80% 92% 90% 90% 90%
b.Percentage of facilities requests completed within 14
days:84% 92% 93% 85% 90%
Activity and Workload Highlights
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.155,089 155,089 115,642 115,642 115,642
2.Data Not
Available
Data Not
Available 46,257 46,257 46,257
3.Data Not
Available
Data Not
Available 2.9 3.0 3.0
4.60 78 199 225 175
5.102 138 91 90 105
* New measure effective FY 2015/16, historical data provided when available.
Total number of facility repairs requests received and
completed:
Cost per square foot:*
To ensure Town facilities are safe and functional for
public and employee use.
Total number of facility service requests received and
completed:
Total square footage of facilities maintained:
Total square footage of facilities maintained per FTE:*
PROPOSED
D –215
Parks & Public Works Department
NON-POINT SOURCE PROGRAM
FUND 222
PROGRAM PURPOSE
The principal objective of the Non-Point Source Program is to keep debris and pollution from entering the
Town’s storm drain system, which drains directly into local creeks and ultimately the San Francisco Bay.
This objective is accomplished by providing street sweeping services, maintaining trash capture devices
inside storm drains, and inspecting private development projects to ensure compliance with storm water
requirements. To meet the National Pollutant Discharge Elimination System (NPDES) Permit
requirements, Engineering Development Program staff, in coordination with Community Development
Department staff, will continue to review the regulations to evaluate the staff and budget impacts
associated with implementation of this permit.
BUDGET OVERVIEW
The West Valley Sanitation District receives funding collected through the County of Santa Clara
property tax rolls for non-point source functions. These receipts are then distributed to three local
agencies that support this function: to the Town for operating expenditures incurred through this
program’s activities; to the West Valley Clean Water Program (WVCWP); and to the West Valley
Sanitation District (WVSD) to reimburse the District for the NPDES permit fee, the Santa Clara Valley
Urban Runoff Pollution Prevention Program (SCVURPPP), and WVSD annual storm drain maintenance
work. These programs perform various functions required under the Federal Clean Water Act,
Environmental Protection Agency regulations, and respective NPDES permits. The West Valley cities of
Saratoga, Monte Sereno, Campbell, and Los Gatos are participants in the WVCWP, which represents
these cities’ at the County and regional level on policy permit issues. Additionally, the WVCWP
manages permit and fee administration, collection of revenue through tax assessments and data
aggregation and reporting for the West Valley cities. Each year, the Town and the three other
municipalities cooperatively prepare an outline of the annual work plan and the associated budget for
approval prior to the establishment of the annual user fees, and prior to the WVSD transmitting those fees
to the County for collection on the property tax roll.
The NPDES permit which regulates each of these programs is issued by the San Francisco Regional
Water Quality Control Board (RWQCB). An initial permit went into effect in 1990s. A next generation
of the NPDES storm water permit, called the Municipal Regional Storm water Permit (MRP), was
PROPOSED
D –216
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
adopted by the California Regional Water Quality Control Board in October 2009, for an approximate
five year cycle. The RWQCB is expected to issue a new permit later this calendar year with a tentatively
scheduled effective date of winter 2016. The new permit is anticipated to have more stringent regulations
in certain sections of the permit – municipal operations, new development and redevelopment, and trash
load reduction - which will require Town staff to have increasingly greater responsibilities over the long
term.
As a result of these new proposed permit regulations, staff will be required to perform more construction
inspections on new development and redevelopment projects to ensure permit requirements, such as Low
Impact Development (LID) features, are met. Additionally, requirements to meet trash load reduction
impacts to creeks will be increased from 40% by 2014, 70% by 2017, and 100% by 2022. Each of these
items has associated costs and workloads and as the requirements increase, incremental gains become
more difficult and more expensive, with no direct cost recovery option. Staff from the Parks and Public
Works Department continues to implement requirements within the Long Term Trash Plan, as part of the
NPDES permit requirements.
The FY 2016/17 budget reflects a one-time allocation of $20,000 for temporary hours, shows a decrease
from the FY 2015/16 allocation of $50,000, to fulfill storm water debris and cleaning requirements
associated with the NPDES permit. This reduced funding level will present operational challenges for
staff to fulfill these storm water debris and cleaning requirements. Ongoing regular maintenance of the
Town’s storm drain system is regulated through this permit and compliance requirements have increased.
The Town’s NPDES program will continue to conduct monthly sweeping of streets and parking lots; clear
storm drains, ditches, and culverts; and dispose of collected material in a safe manner. The frequency of
street sweeping in residential and commercial areas may be increased as a result of increased permit
regulations in the long term, budget permitting. Staff is currently evaluating costs and strategies to
implement these additional regulations. The Town’s NPDES program activities also include volunteer
groups that regularly pick up debris along the Los Gatos Creek Trail. Town staff track and report the
amount of debris collected by all these activities to WVCWP.
The Town’s Non-Point Source Program will experience a reduction in service levels in FY 2016/17;
however, there is an increase in program expenditures, salaries and benefits attributed to PERS, benefits,
and worker’s compensation rates, and additional funding of $5,680 for higher Cartegraph software costs,
which is the Department’s asset management and workload tracking system. The FY 2016/17 budget
reflects a decrease in one-time temporary hours to address previously discussed state unfunded mandates
for storm drain water regulations. The cost of this program currently exceeds available annual revenues
and the Town is offsetting these costs by using the program’s fund balance and a transfer from the
General Fund to pay for these expenditures. In FY 2016/17 staff intends to use the same funding strategy
to address the negative fund balance, and will request a budget adjustment when FY 2015/16 year-end
savings are identified.
PROPOSED
D –217
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
The Town, with the assistance from WVCWP, is currently pursuing an analysis of the collections to
ensure fees are levied at the appropriate level. This effort may increase the program revenue once
complete later this year. Funding increases through basic fee increases could trigger requirements of
Proposition 218, specifically requiring voter approval, so it could be more difficult to implement. Similar
to the area of inspection, staff continues to look for alternative funding solutions for this portion of the
program that will move it back to a full cost recovery status. Staff will bring additional information to
Council as the new permit becomes finalized and projected expenditure increases become clear.
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignated 76,534 120,100 125,935 142,943 142,943 89,692
Total Beginning Fund Balance 76,534 120,100 125,935 142,943 142,943 89,692
Revenues
Licenses and Permits - - - 30,000 30,000 30,780
Intergovernmental - - - - - -
Service Charge - - - - - -
Other Revenues 403,294 328,648 328,868 336,684 336,684 336,684
Total Revenues 403,294 328,648 328,868 366,684 366,684 367,464
Transfers In
Transfer from General Fund - - 100,000 50,000 50,000 -
Total Transfers In - - 100,000 50,000 50,000 -
Total Revenues & Transfers In 403,294 328,648 428,868 416,684 416,684 367,464
TOTAL SOURCE OF FUNDS 479,828$ 448,748$ 554,803$ 559,627$ 559,627$ 457,156$
USES OF FUNDS
Expenditures
Salaries and Benefits 93,101$ 65,163$ 108,556$ 178,340$ 109,161$ 154,256$
Operating Expenditures 261,211 254,511 298,437 311,806 355,149 371,471
Fixed Assets - - - - - -
Internal Service Charges 5,416 3,139 4,867 8,907 5,625 8,208
Total Expenditures 359,728 322,813 411,860 499,053 469,935 533,935
Transfers Out
Transfer to General Fund - - - - - -
Total Transfers Out - - - - - -
Total Expenditures & Transfers Out 359,728 322,813 411,860 499,053 469,935 533,935
Ending Fund Balance
Designated - - - - - -
Undesignated 120,100 125,935 142,943 60,574 89,692 (76,779)
Total Ending Fund Balance 120,100 125,935 142,943 60,574 89,692 (76,779)
TOTAL USE OF FUNDS 479,828$ 448,748$ 554,803$ 559,627$ 559,627$ 457,156$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D –218
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
FY 2016/17 KEY PROJECTS
KEY PROGRAM SERVICES
• Sweeps Town streets and parking lots and steam-cleans business area sidewalks
• Coordinates Integrated Pest Management with Park Services Program to reduce pesticides from
entering waterways due to Town pest management activities
• Monitors storm water permit issues and implements strategies in collaboration with other Town
departments, to meet permit requirements
• Coordinates education and awareness programs related to storm water issues with partners and
volunteers
Core Goals Key Projects
Community
Character
Preserve and
enhance the
appearance,
character, and
environmental
quality of the
community
Expanded Trail Volunteerism
The program will continue to increase volunteerism to reduce debris from
entering the waterways alongside trails and walkways in Los Gatos. In addition,
program staff will continue to partner with the West Valley Clean Water Program
to raise awareness about storm water and pollution prevention to residents in the
community.
Good Governance
Ensure responsive,
accountable, and
collaborative
government
Municipal Regional Permit
Program staff will continue to take on an increased role in implementing
regulations related to the San Francisco Bay Area Storm water Municipal
Regional Permit. The new proposed permit will require additional staff
involvement in areas such as oversight of new private development stormwater
treatment measures, trash load reduction, inspections, and maintenance and
operations. Staff will continue to monitor and implement strategies with other
Town Departments to ensure permit compliance issues are met.
PROPOSED
D –219
PARKS & PUBLIC WORKS DEPARTMENT
Non-Point Source Program
Full Time Equivalent (FTE)
2012/13 2013/14 2014/15 2015/16 2016/17
Town Staff Funded Funded Funded Funded Funded
Sweeper Operator 1.00 0.25 0.25 - -
Parks & Maint Worker - - - 0.25 0.25
Engineering Inspector - 0.50 0.50 0.50 0.50
Administrative Analyst - 0.25 0.25 0.25 0.25
Total Non-Point Source FTEs 1.00 1.00 1.00 1.00 1.00
2012/13 2013/14 2014/15 2015/16 2016/17
Temporary Staff Hours Funded Funded Funded Funded Funded
Maintenance Worker - - - 1,234 488
TOTAL ANNUAL HOURS - - - 1,234 488
NON-POINT SOURCE PROGRAM STAFFING
Performance Objectives and Measures
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.
2,260 2,391 2,135 2,000 2,200
Activity and Workload Highlights
2012/13
Actual
2013/14
Actual
2014/15
Actual
2015/16
Estimated
2016/17
Budget
1.8,100 6,270 6,000 6,500 6,500
2.200 200 Data Not
Available
Data Not
Available
Data Not
Available
3.Data Not
Available
Data Not
Available
Data Not
Available
100 100
* This measure was discontinued during FY 2014/15.
** New measure effective FY 2015/16.
Number of stormwater inspections:**
Number of volunteers participating in clean-up activities
to remove debris from entering creeks:*
Number of Los Gatos curb and parking lot miles swept
annually:
Prevent street debris from entering the storm drain
system.
a. Number of cubic yards of debris removed annually:
PROPOSED
D –220
PROPOSED
D –221
Parks & Public Works Department
ASSESSMENT DISTRICTS
FUNDS 231 – 236
ASSESSMENT DISTRICT PURPOSE
In the early 1990s, the Town formed six Landscape and Lighting District Funds with the written consent
of all property owners within the boundaries of the districts. There are two Landscape and Lighting
Districts, which cover six neighborhood areas. The districts are funded through tax assessments to
reimburse the Town for the payment of water and electricity; district improvements and upgrades; and the
regular maintenance of trees, landscaping, trails, irrigation systems, and lighting. There are six program
funds that have been established to maintain these neighborhood areas.
The Landscape and Lighting Districts are exempt from Proposition 218 requirements requiring a 2/3
majority approval, unless the assessments are increased. Section 5 of Proposition 218 provides that the
measure does not apply to assessments existing on November 1996 if the assessments were “imposed
pursuant to a petition signed by the persons owning all of the parcels subject to the assessment at the time
the assessment was initially imposed.” As long as the assessments were imposed by request or with the
consent of all the property owners, the Town Attorney is of the opinion that this provision has been met,
even without a formal petition. Consequently, the Town is not required to conduct an election of the
property owners unless the assessment is increased. The fund balances for each of the assessment
districts has proven to be adequate to fund routine maintenance needs; however, in previous years when
maintenance requirements for large repairs have arisen, the Town has been required to step in to offset
these one-time costs. The table on the next page provides an overview of the annual assessments.
PROPOSED
D –222
PARKS & PUBLIC WORKS DEPARTMENT
Landscape & Lighting Districts
Number Rate in effect
of Parcel Total prior to
Fund #Assessment Districts Parcels Assessment Assessment Prop 218
231 Blackwell Drive 5 632$ 3,160$ Yes
232 Kennedy Meadows 15 685 10,275$ Yes
233 Gemini Court 18 230 4,140 Yes
234 Santa Rosa 15 300 4,500 Yes
235 Vasona Heights 33 295 9,735 Yes
236 Hillbrook 34 50 5,950 Yes
Total Landscape & Lighting Assessment:37,760$
Fiscal Year 2016/17
Annual Special District Assessments
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 129,923 149,853 169,266 180,216 180,216 183,622
Total Beginning Fund Balance 129,923 149,853 169,266 180,216 180,216 183,622
REVENUES
Property Tax Assessments 41,238 38,143 37,723 27,485 27,485 37,775
Interest 772 3,222 (839) 914 1,091 641
Other Revenues 15 36 17 - - -
Total Revenues 42,025 41,401 36,901 28,399 28,576 38,416
TOTAL SOURCE OF FUNDS 171,948$ 191,254$ 206,167$ 208,615$ 208,792$ 222,038$
EXPENDITURES
Salaries and Benefits -$ -$ -$ -$ -$ -$
Operating Expenditures 17,175 17,068 21,031 17,891 20,250 22,050
TOTAL EXPENDITURES 17,175$ 17,068$ 21,031$ 17,891$ 20,250$ 22,050$
Transfers Out
Transfer to General Fund 4,920 4,920 4,920 4,920 4,920 4,920
Total Transfers Out 4,920 4,920 4,920 4,920 4,920 4,920
Total Expenditures & Transfers Out 22,095 21,988 25,951 22,811 25,170 26,970
Ending Fund Balance
Designated - - - - - -
Undesignated 149,853 169,266 180,216 185,804 183,622 195,068
Total Ending Fund Balance 149,853 169,266 180,216 185,804 183,622 195,068
TOTAL USE OF FUNDS 171,948$ 191,254$ 206,167$ 208,615$ 208,792$ 222,038$
DEPARTMENTAL SUMMARY OF REVENUES AND EXPENDITURES
PROPOSED
D –223
Parks & Public Works Department
BLACKWELL DRIVE ASSESSMENT DISTRICT
FUND 231
FUND PURPOSE
This assessment district incorporates five homes and a median island along Blackwell Drive at National
Avenue constructed as part of Tract 8306, Blackwell Development. Assessments to maintain the
landscaping and irrigation in the median island and for street light maintenance on National Avenue
remain constant for the five parcels at $632 each annually.
The median island landscaping and irrigation are maintained by contract. The street trees and lighting are
also part of the district. The contractor clears trash and weeds from the median island biweekly.
Landscaping plants and irrigation are replaced and repaired as necessary.
BUDGET OVERVIEW
During FY 2016/17, maintenance expenditures are anticipated to remain constant. A portion of the fund
balance surplus will be recommended for use for improvements such as drought tolerant plants, pruning,
and renovation of the irrigation system.
PROPOSED
D –224
PARKS & PUBLIC WORKS DEPARTMENT
Blackwell Drive Assessment District
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignated 5,747 6,623 7,522 8,648 8,648 9,836
Total Beginning Fund Balance 5,747 6,623 7,522 8,648 8,648 9,836
Revenues
Property Tax Assessments 3,160 3,160 3,160 3,160 3,160 3,160
Interest 32 150 (47) 50 50 50
Other Revenues - - - - - -
Total Revenues 3,192 3,310 3,113 3,210 3,210 3,210
TOTAL SOURCE OF FUNDS 8,939$ 9,933$ 10,635$ 11,858$ 11,858$ 13,046$
USES OF FUNDS
Expenditures
Salaries and Benefits -$ -$ -$ -$ -$ -$
Operating Expenditures 1,856 1,951 1,527 2,006 1,562 1,892
Fixed Asset - - - - - 7,500
Total Expenditures 1,856 1,951 1,527 2,006 1,562 9,392
Transfers Out
Transfer to General Fund 460 460 460 460 460 460
Total Transfers Out 460 460 460 460 460 460
Total Expenditures & Transfers Out 2,316 2,411 1,987 2,466 2,022 9,852
Ending Fund Balance
Designated - - - - - -
Undesignated 6,623 7,522 8,648 9,392 9,836 3,194
Total Ending Fund Balance 6,623 7,522 8,648 9,392 9,836 3,194
TOTAL USE OF FUNDS 8,479$ 9,473$ 10,175$ 11,398$ 11,398$ 12,586$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D –225
Parks & Public Works Department
KENNEDY MEADOWS ASSESSMENT DISTRICT
FUND 232
FUND PURPOSE
The Kennedy Meadows Assessment District consists of 8 acres of open space area surrounding 15 homes.
The open space area contains a paved trail, wetlands area, and a portion of Ross Creek. Streetlights on
Forrester Court and Kennedy Court are also maintained by the district. Annual assessments for district
upkeep remain constant at $685 per parcel.
As part of the development of the subdivision, this district was required by the Army Corps of Engineers
to reinstate the open space riparian and wetlands area back into its natural habitat under a ten-year plan,
which ended June 30, 2005. The trees, landscaping, irrigation system, trail, and streetlights within the
open space area are maintained by contract. The district, including the paved trail, is cleaned and cleared
of trash biweekly. Irrigation repair and tree replacement are completed as necessary.
BUDGET OVERVIEW
During FY 2016/17, maintenance expenditures are anticipated to remain constant. The fund balance
surplus is held for current or future repair/replacement costs related to the median island irrigation system
or streetlights. In FY 2015/16 The Town Council directed staff to lower the assessment to $0 for the FY
2015/16 budget year for the Kennedy Meadow assessment district as the fund balance for the fund was
sufficient to cover the associated maintenance costs. The assessment will resume at the previous
assessment level in FY 2016/17.
A portion of the fund balance surplus was approved for use in FY 2015/16, and depending on timing, may
carry into FY 2016/17. The approved project includes repairing and resurfacing the pathways and
renovating the pedestrian bridge across Ross Creek.
PROPOSED
D –226
PARKS & PUBLIC WORKS DEPARTMENT
Kennedy Meadows Assessment District
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignated 26,214 34,836 41,411 48,152 48,152 9,645
Total Beginning Fund Balance 26,214 34,836 41,411 48,152 48,152 9,645
Revenues
Property Tax Assessments 13,015 10,378 10,290 - - 10,290
Interest 159 754 (201) - 276 47
Other Revenues - - - - - -
Total Revenues 13,174 11,132 10,089 - 276 10,337
TOTAL SOURCE OF FUNDS 39,388$ 45,968$ 51,500$ 48,152$ 48,428$ 19,982$
USES OF FUNDS
Expenditures
Salaries and Benefits -$ -$ -$ -$ -$ -$
Operating Expenditures 3,042 3,047 1,838 3,209 7,273 7,124
Fixed Assets - - - - 30,000 -
Total Expenditures 3,042 3,047 1,838 3,209 37,273 7,124
Transfers Out
Transfer to General Fund 1,510 1,510 1,510 1,510 1,510 1,510
Total Transfers Out 1,510 1,510 1,510 1,510 1,510 1,510
Total Expenditures & Transfers Out 4,552 4,557 3,348 4,719 38,783 8,634
Ending Fund Balance
Designated - - - - - -
Undesignated 34,836 41,411 48,152 43,433 9,645 11,348
Total Ending Fund Balance 34,836 41,411 48,152 43,433 9,645 11,348
TOTAL USE OF FUNDS 37,878$ 44,458$ 49,990$ 46,642$ 46,918$ 18,472$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D –227
Parks & Public Works Department
GEMINI COURT ASSESSMENT DISTRICT
FUND 233
FUND PURPOSE
This assessment district, located on Blossom Hill Road and Gemini Court, is made up of 18 residences
with a public right-of-way within the boundaries of the Gemini subdivision, Tract No. 8439. The
assessment district provides for the maintenance of trees, landscaping, irrigation systems, lighting, sound
wall, and fences along the walkway.
Landscaping and irrigation are maintained by contract. The contractor clears trash and weeds in the
median island biweekly. Landscaping plants and irrigation are replaced and repaired as necessary.
Annual assessments remain constant for the 18 parcels at $230 each.
BUDGET OVERVIEW
During FY 2016/17, maintenance expenditures are anticipated to remain constant. A portion of the fund
balance surplus will be recommended for improvements such as irrigation, tree work, lighting repair,
landscaping, and repainting the sound wall.
PROPOSED
D –228
PARKS & PUBLIC WORKS DEPARTMENT
Gemini Court Assessment District
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignated 14,717 17,038 19,782 16,951 16,951 19,811
Total Beginning Fund Balance 14,717 17,038 19,782 16,951 16,951 19,811
Revenues
Property Tax Assessments 4,140 4,201 4,047 4,140 4,140 4,140
Interest 86 377 (111) 136 121 47
Other Revenues - 17 - - - -
Total Revenues 4,226 4,595 3,936 4,276 4,261 4,187
TOTAL SOURCE OF FUNDS 18,943$ 21,633$ 23,718$ 21,227$ 21,212$ 23,998$
USES OF FUNDS
Expenditures
Salaries and Benefits -$ -$ -$ -$ -$ -$
Operating Expenditures 1,295 1,241 6,157 1,556 791 1,091
Fixed Assets - - - - - 10,000
Total Expenditures 1,295 1,241 6,157 1,556 791 11,091
Transfers Out
Transfer to General Fund 610 610 610 610 610 610
Total Transfers Out 610 610 610 610 610 610
Total Expenditures & Transfers Out 1,905 1,851 6,767 2,166 1,401 11,701
Ending Fund Balance
Designated - - - - - -
Undesignated 17,038 19,782 16,951 19,061 19,811 12,297
Total Ending Fund Balance 17,038 19,782 16,951 19,061 19,811 12,297
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D –229
Parks & Public Works Department
SANTA ROSA HEIGHTS ASSESSMENT DISTRICT
FUND 234
FUND PURPOSE
This assessment district provides maintenance and upkeep within designated Open Space Areas A, B, C,
and D of Tract No. 8400, Santa Rosa Heights Subdivision. There are 15 residences in this district. The
open space area to be maintained by the Town lies north of Shannon Road up to the ridgeline of Blossom
Hill Road, adjacent to the subdivision. This area includes a pedestrian/equestrian trail through the
subdivision from Shannon Road to Belgatos Park, street trees, and lighting. The trail is pruned, sprayed,
and cleared of trash biweekly by the contractor. Annual assessments for the fifteen parcels were
decreased from $540 each, to $300 each, effective FY 2006/07.
BUDGET OVERVIEW
During FY 2016/17, maintenance expenditures are anticipated to remain constant. A portion of the fund
balance surplus will be recommended for improvements such as brushing, tree work, and repairs to the
various trails and retaining walls in the district.
PROPOSED
D –230
PARKS & PUBLIC WORKS DEPARTMENT
Santa Rosa Heights Assessment District
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignated 54,284 `55,237 56,885 58,084 58,084 59,741
Total Beginning Fund Balance 54,284 55,237 56,885 58,084 58,084 59,741
Revenues
Property Tax Assessments 4,500 4,380 4,500 4,500 4,500 4,500
Interest 329 1,105 (211) 460 412 300
Other Revenues 15 - 17 - - -
Total Revenues 4,844 5,485 4,306 4,960 4,912 4,800
TOTAL SOURCE OF FUNDS 59,128$ 60,722$ 61,191$ 63,044$ 62,996$ 64,541$
USES OF FUNDS
Expenditures
Salaries and Benefits -$ -$ -$ -$ -$ -$
Operating Expenditures 3,231 3,177 2,447 3,540 2,595 2,595
Fixed Assets - - - - - 10,000
Total Expenditures 3,231 3,177 2,447 3,540 2,595 12,595
Transfers Out
Transfer to General Fund 660 660 660 660 660 660
Total Transfers Out 660 660 660 660 660 660
Total Expenditures & Transfers Out 3,891 3,837 3,107 4,200 3,255 13,255
Ending Fund Balance
Designated - - - - - -
Undesignated 55,237 56,885 58,084 58,844 59,741 51,286
Total Ending Fund Balance 55,237 56,885 58,084 58,844 59,741 51,286
TOTAL USE OF FUNDS 58,468$ 60,062$ 60,531$ 62,384$ 62,336$ 63,881$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D –231
Parks & Public Works Department
VASONA HEIGHTS ASSESSMENT DISTRICT
FUND 235
FUND PURPOSE
This assessment district is adjacent to Blossom Hill and Roberts Roads, with open space running between
the subdivision and the Los Gatos Creek Trail. The district was created to provide maintenance and
upkeep within the designated Open Space Areas A, B, and C of Tract No. 8280, of the Vasona Heights
Subdivision. All 32 residences are assessed an annual charge of $295 per parcel, continuing the decrease
in original property assessments as agreed to by the property owners and the Town Council in FY
2001/02.
The district upkeep includes, trees, landscaping, irrigation systems, trail, emergency access, and a
retaining wall along Blossom Hill Road. The open space areas are maintained by contract, with cleanup,
trash control, irrigation maintenance, and landscape maintenance completed biweekly.
BUDGET OVERVIEW
During FY 2016/17 maintenance expenditures are anticipated to remain constant. A portion of the fund
balance surplus will be recommended for improvements such as landscaping, irrigation, and pathway
lighting.
PROPOSED
D –232
PARKS & PUBLIC WORKS DEPARTMENT
Vasona Heights Assessment District
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignated 24,201 29,147 34,497 39,563 39,563 42,205
Total Beginning Fund Balance 24,201 29,147 34,497 39,563 39,563 42,205
Revenues
Property Tax Assessments 10,473 9,986 9,750 9,735 9,735 9,735
Interest 143 651 (180) 224 232 150
Other Revenues - 19 - - - -
Total Revenues 10,616 10,656 9,570 9,959 9,967 9,885
TOTAL SOURCE OF FUNDS 34,817$ 39,803$ 44,067$ 49,522$ 49,530$ 52,090$
USES OF FUNDS
Expenditures
Salaries and Benefits -$ -$ -$ -$ -$ -$
Operating Expenditures 4,240 3,876 3,074 4,036 5,895 7,214
Fixed Assets - - - - - 10,000
Total Expenditures 4,240 3,876 3,074 4,036 5,895 17,214
Transfers Out
Transfer to General Fund 1,430 1,430 1,430 1,430 1,430 1,430
Total Transfers Out 1,430 1,430 1,430 1,430 1,430 1,430
Total Expenditures & Transfers Out 5,670 5,306 4,504 5,466 7,325 18,644
Ending Fund Balance
Designated - - - - - -
Undesignated 29,147 34,497 39,563 44,056 42,205 33,446
Total Ending Fund Balance 29,147 34,497 39,563 44,056 42,205 33,446
TOTAL USE OF FUNDS 33,387$ 38,373$ 42,637$ 48,092$ 48,100$ 50,660$
STATEMENT OF SOURCE AND USE OF FUNDS
PROPOSED
D –233
Parks & Public Works Department
HILLBROOK DRIVE ASSESSMENT DISTRICT
FUND 236
FUND PURPOSE
This assessment district, encompassing the designated open space area within Tract No. 3026 at the
corner of Blossom Hill Road and Hillbrook Drive, provides maintenance services for the trees,
landscaping, irrigation system, and hardscape for the improved area in parcel #523-11-28 of the Hillbrook
Benefit Zone. Annual assessments for the thirty-four parcels were increased from $50 to $175 each,
effective FY 2010/11.
The district comprises 34 residences and a small park of approximately 0.26 acres. The landscape
contract for this assessment district includes maintenance of the lawn, trees, shrubs, and irrigation system.
The park is cleared of trash, mowed, and cleaned weekly.
BUDGET OVERVIEW
During FY 2016/17, maintenance expenditures are anticipated to remain constant. A portion of the fund
balance surplus will be recommended for improvements such as benches, turf replacement, and drought-
resistant landscaping.
PROPOSED
D –234
PARKS & PUBLIC WORKS DEPARTMENT
Hillbrook Drive Assessment District
2012/13 2013/14 2014/15 2015/16 2015/16 2016/17
Actuals Actuals Actuals Adopted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated -$ -$ -$ -$ -$ -$
Undesignatged 4,760 6,972 9,169 8,818 8,818 12,384
Total Beginning Fund Balance 4,760 6,972 9,169 8,818 8,818 12,384
Revenues
Property Tax Assessments 5,950 6,038 5,976 5,950 5,950 5,950
Interest 23 185 (89) 44 - 47
Other Revenues - - - - - -
Total Revenues 5,973 6,223 5,887 5,994 5,950 5,997
TOTAL SOURCE OF FUNDS 10,733$ 13,195$ 15,056$ 14,812$ 14,768$ 18,381$
USES OF FUNDS
Expenditures
Salaries and Benefits -$ -$ -$ -$ -$ -$
Operating Expenditures 3,511 3,776 5,988 3,544 2,134 2,134
Fixed Assets - - - - - 15,000
Total Expenditures 3,511 3,776 5,988 3,544 2,134 17,134
Transfers Out
Transfer to General Fund 250 250 250 250 250 250
Total Transfers Out 250 250 250 250 250 250
Total Expenditures & Transfers Out 3,761 4,026 6,238 3,794 2,384 17,384
Ending Fund Balance
Designated - - - - - -
Undesignated 6,972 9,169 8,818 11,018 12,384 997
Total Ending Fund Balance 6,972 9,169 8,818 11,018 12,384 997
TOTAL USE OF FUNDS 10,483$ 12,945$ 14,806$ 14,562$ 14,518$ 18,131$
STATEMENT OF SOURCE AND USE OF FUNDS