Study Session�owx o0
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COUNCIL AGENDA REPORT
DATE: April 21, 2014
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 05/19/14
STUDY SESSION
A� A�
SUBJECT: LOS GATOS/MONTE SERENO POLICE DEPARTMENT BUDGET
RECOMMENDATION:
Review the Police Department budget materials as provided, as well as responses to any questions
submitted in advance or addressed during the Study Session.
BACKGROUND:
At the February 10, 2014 Special Council meeting on the 2014 -16 Strategic Goals, the Town Council
considered a number of possible proposals regarding analysis of the Police Department budget,
including:
1) Expanded budget presentation,
2) Historical comparisons,
3) Comparisons to other comparable police agencies; and/or
4) Consideration of police services outsourcing/contracting out options (i.e., Sheriff).
In addition, a suggestion was made during the Council discussion to consider engaging a consultant to
review the Police Department budget.
As reflected in the February 18, 2014 Council meeting staff report, there was no Council majority for
any action other than for the first item above, an expanded budget presentation of the Police Department
(or other departments).
PREPARED BY:
Reviewed by:
GREG LARSON
Town Manager
Assistant Town Manager Town Attorney Finance
NAMGRWdminWorkFi1esi2014 Council ReportsWay 19\55 -19 -14 PD Budget Study Session Report.doc
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: LOS GATOS/MONTE SERENO POLICE DEPARTMENT BUDGET
May 9, 2014
DISCUSSION:
An extensive description of the proposed Police Department budget is included in the Proposed Budget
document previously provided to the Town Council.
In addition, the Police Department has provided the attached document which provides additional
readily available information on the budget of the Police Department over the last 12 years, as well as
the level of services and recognition achieved during that same time period.
If the Council has any additional information or requests for the May 19 Study Session, please submit
them prior to the Council Study session to ensure the questions or additional information can be
considered during the Police Budget Study Session agenda.
Attachment:
Police Department Historical Budget Report
Los Gatos
POLICE DEPARTMENT
Monte Sereno
TO: Greg Larson, Town Manager
DATE: May 8, 2014
FROM: Scott R. Seaman, Chief of Police
SUBJECT: Historical Budget Report
-ra
The attached document provides historical budgetary information to provide context for the
upcoming Police Department budget presentation. The historical data intends to show
where the Police Department has dedicated budget funding over the past twelve years.
During this time period the Police Department has experienced staffing changes due to
budget constraints and made operational expenditure modifications and/or cuts as
necessary. The Police Department has been able to maintain and implement new key
programs that have been beneficial to the community and has been formally recognized for
many of these programs.
Staff has compiled data from the past twelve years, where available, comparing the Police
Department budget against the total Town general fund budget overall and for the
department itself in the following categories:
• Expenditures
• Revenues
• Staffing Levels
The department's budget presentation on May 19th will focus on the FY 2014/15 budget and
will reference the information contained in this report.
Scott R. Seaman
Chief of Police
THIS PAGE
INTENTIONALLY
LEFT BLANK
OVERALL BUDGET
The Police Department budget in 2002/03 was $10,162,626.00 and comprised 42% of the Town
general fund budget of $24,362,761.00. Similarly in 2013/14 the adopted Police Department
budget is $13,492,116.00 which also comprises 42% of the Town general fund budget of
$31,834,945.00.
The data below charts and graphs FY 2002/03 through FY 2013/14 and shows the total Town
general fund budget in relation to the total Police Department budget.
% of
FY Town General Fund Budget Police Department Budget Budget
2002/03
$24,362,761.00
$10,162,626.00
42%
2003/04
$24,119,916.00
$9,926,446.00
41%
2004/05
$25,112,458.00
$10,589,977.00
42%
2005/06
$26,178,445.00
$11,368,160.00
43%
2006/07
$26,887,046.00
$11,620,650.00
43%
2007/08
$27,661,579.00
$12,232,467.00
44%
2008/09
$30,073,354.00
$13,055,757.00
43%
2009/10
$31,907,734.00
$12,784,152.00
40%
2010111
$28,624,038.00
$13,103,808.00
46%
2011/12
$29,892,358.00
$13,441,193.00
45%
2012/13
$31,403,893.00
$13,403,435.00
43%
2013/14*
$31,834,945.00
$13,492,115.00
42%
*Based on adopted budget
$35,000,000.00 Town General Fund Budget vs Police Bud et
$30,000,000.00 - - - -
$25,000,000.00
$20,000,000.00
$15,000,000.00 - 3% 46%145%143%142%
42 1% 2%
3%[[4 40%
$10,000,000.00
$5,000,000.00
$0.00
^ �e %0
ti8 ti� ��° rybs tia' -VIP -sp of -0;
■ Town General Fund Budget P . Total Police Budget
EXPENDITURES
Police Department general fund expenditures are comprised of:
• Salaries and Benefits
• Operating Expenditures
• Internal Service Charges (Workers Compensation, Liability Insurance, Office Equipment,
Management Information Services, Vehicle Maintenance, and Building Maintenance)
The increase in Salaries and Benefits are due to salary increases and PERS /medical benefit
increases.
Internal
Service Total Police
Charges % Expenditures
7% $1,272,818.00 13% $9,370,409.00
7% $1,167,859.00 13% $9,160,567.00
7% $1,065,280.00 11% $9,971,461.00
8% $1,332,502.00 12% $11,368,160.00
7% $1,239,758.00 11% $11,620,650.00
7% $1,408,262.00 12% $12,232,467.00
7% $1,512,782.00 12% $13,055,757.00
Salaries and
Operating
FY
Benefits
%
Expenditures
2002/03
$7,466,054.00
80%
$631,537.00
2003/04
$7,396,320.00
81%
$596,388.00
2004/05
$8,211,494.00
82%
$694,687.00
2005/06
$9,172,187.00
81%
$863,471.00
2006/07
$9,551,499.00
82%
$829,393.00
2007/08
$9,985,592.00
82%
$838,613.00
2008/09
$10,587,712.00
81%
$955,263.00
Internal
Service Total Police
Charges % Expenditures
7% $1,272,818.00 13% $9,370,409.00
7% $1,167,859.00 13% $9,160,567.00
7% $1,065,280.00 11% $9,971,461.00
8% $1,332,502.00 12% $11,368,160.00
7% $1,239,758.00 11% $11,620,650.00
7% $1,408,262.00 12% $12,232,467.00
7% $1,512,782.00 12% $13,055,757.00
2009/10
$10,306,221.00
82%
$999,909.00
2010/11
$10,485,903.00
80%
$1,100,202.00
2011/12
$10,774,402.00
80%
$1,051,599.00
2012/13
$10,754,371.00
80%
$995,782.00
2013/14*
$10,871,484.00
81%
$1,031,910.00
* Based on Adopted Budget
r
$16,000,000.00
$14,000,000.00
$12,000,000.00
$10,000,000.00
$8,000,000.00
$6,000,000.00
$4,000,000.00
$2,000,000.00
8% $1,478,022.00 12% $12,784,152.00
8% $1,517,703.00 12% $13,103,808.00
8% $1,572,581.00 12% $13,398,583.00
8% $1,622,654.00 12% $13.372.807.00
8% $1,588,722.00 12% $13,492,117.01
Police Department Expenditures
■ Salaries and Benefits
Internal Service Charges
& Operating Expenditures
t Total Police Expenditures
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■ Salaries and Benefits
Internal Service Charges
& Operating Expenditures
t Total Police Expenditures
$12,000,000.00
$10,000,000.00
$8,000,000.00
$6,000,000.00
$4,000,000.00
$2,000,000.00
$1,200,000.00
$1,000,000.00
$800,000.00
$600,000.00
$400,000.00
$200,000.00
$-
Salaries and Benefits
81% 82% 80% 80% 80% 81%
82% 82%
Sz%
80% 81% _ = ---- ,--- 1 - - -- -- - -- __.
■Salaries and Benefits
Operating Expenditures
0. 141 bP , e �R Ae , \ °9
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t Operating Expenditures
8%
ti
0. 141 bP , e �R Ae , \ °9
ti� tie tie O� ti� ti�
t Operating Expenditures
8%
8%
8%
s%
a%
z%
8%
2%
7%
7%
2%
0. 141 bP , e �R Ae , \ °9
ti� tie tie O� ti� ti�
t Operating Expenditures
Internal Service Charges
$1,800,000.00
$1,600,000.00 1-2%-12% 12% 12% 12% 12%
12%
$1,400,000.00 �13 -%... - 12% - .
$1,200,000.00 - 13 %- - - — —
SS%
$1,000,000.00 - - - . -
$800,000.00 - - -- - - --
$600,000.00 - - - - - -- - --
$400,000.00 -- - -- - - - - --
$200,000.00 - - —
If ti9
•: Internal Service Charges
REVENUES
The Police Department revenues in 2002/03 were $2,168,130.00 and comprised 9% of the Town
general fund revenues of $23,678,147.00. Comparatively in the 2013/14 adopted budget, the Police
Department revenues are $2,315,357.00 which comprises 7% of the Town general fund revenues
totaling $30,974,424.00.
Police Department revenues are comprised of
• Licenses and Permits (Parking permits, alarm registration, booking fees, special event permits)
• Intergovernmental Revenues (Prop 172, AB 109, POST reimbursement, SLESF funds, traffic safety,
abandoned vehicles)
• Service Charges (Monte Sereno agreement, hourly staffing charges, fingerprint fees, SRO, crossing
guards, vehicle release, miscellaneous)
• Fines and Forfeitures (False alarms, Santa Clara County municipal court fees, parking citations,
Santa Clara County citations)
• Other Revenues (Foundation funds, donations, ABAG reimbursement, miscellaneous)
2006/07 $46,363.00 $559,438.00
2007/08 $44,446.00 $609,216.00
2008/09 $49,123.00 $474,128.00
2009/10 $61,385.00 $720,792.00
2010/11 $80,861.00 $627,427.00
2011/12 $77,787.00 $712,871.00
2012/13 $79,736.00 $819,726.00
2013/14 $50,700.00 $677,450.00
$604,145.00 $503,981.00 $23,783.00 $1,737,710.00
$561,696.00 $314,384.00
$685,792.00 $564,657.00
$718,090.00 $571,245.00
$734,964.00 $615,529.00
$747,877.00 $742,501.00
$967,538.00 $601,248.00
$808,517.00 $666,350.00
$54,116.00 $1,583,858.00
$103,528.00 $1,877,228.00
$62,954.00 $2,134,466.00
$98,859.00 $2,157,640.00
$141,660.00 $2,422,696.00
$55,065.00 $2,523,313.00
$112,340.00 $2,315,357.00
*No license & permit revenues reported during these years. Funds were reassigned from other
revenue categories to this item beginning in FY 2004/05.
STAFFING
Police Department staffing levels have shown a continual decrease since FY 2002/03. Overall
Police Department staffing has decreased from FY 2002/03 to FY 2013/14 by 10% with a total
staffing level of 65 in FY 2002/03 to 56.5 in FY 2013/14. Both sworn positions and civilian
positions have decreased over this period with sworn positions being the largest reduction with a
total decrease of 8 positions during the 12 year period and civilian staff reducing by 1 position.
Within the civilian staffing ranks, positions have been reallocated with some positions being
eliminated with others added.
As a result of budget constraints, multiple organizational restructuring changes have occurred
throughout the Police Department. These changes have shifted the level and responsibilities of
Licenses &
Intergovernmental
Service
Fines &
Other
Total Police
FY
Permits
Revenues
Charge
Forfeitures
Revenues
Revenues
2002/03*
$902,565.00
$316,572.00
$132,891.00
$23,885.00
$1,375,913.00
2003/04*
$912,307.00
$306,869.00
$132,951.00
$8,113.00
$1,360,240.00
2004/05
$5,112.00
$957,820.00
$333,941.00
$131,649.00
$15,603.00
$1,444,125.00
2005/06
$7,989.00
$1,053,911.00
$324,296.00
$149,854.00
$42,718.00
$1,578,768.00
2006/07 $46,363.00 $559,438.00
2007/08 $44,446.00 $609,216.00
2008/09 $49,123.00 $474,128.00
2009/10 $61,385.00 $720,792.00
2010/11 $80,861.00 $627,427.00
2011/12 $77,787.00 $712,871.00
2012/13 $79,736.00 $819,726.00
2013/14 $50,700.00 $677,450.00
$604,145.00 $503,981.00 $23,783.00 $1,737,710.00
$561,696.00 $314,384.00
$685,792.00 $564,657.00
$718,090.00 $571,245.00
$734,964.00 $615,529.00
$747,877.00 $742,501.00
$967,538.00 $601,248.00
$808,517.00 $666,350.00
$54,116.00 $1,583,858.00
$103,528.00 $1,877,228.00
$62,954.00 $2,134,466.00
$98,859.00 $2,157,640.00
$141,660.00 $2,422,696.00
$55,065.00 $2,523,313.00
$112,340.00 $2,315,357.00
*No license & permit revenues reported during these years. Funds were reassigned from other
revenue categories to this item beginning in FY 2004/05.
STAFFING
Police Department staffing levels have shown a continual decrease since FY 2002/03. Overall
Police Department staffing has decreased from FY 2002/03 to FY 2013/14 by 10% with a total
staffing level of 65 in FY 2002/03 to 56.5 in FY 2013/14. Both sworn positions and civilian
positions have decreased over this period with sworn positions being the largest reduction with a
total decrease of 8 positions during the 12 year period and civilian staff reducing by 1 position.
Within the civilian staffing ranks, positions have been reallocated with some positions being
eliminated with others added.
As a result of budget constraints, multiple organizational restructuring changes have occurred
throughout the Police Department. These changes have shifted the level and responsibilities of
staff throughout the department ensuring that core services are being met, while implementing new
key programs to benefit the community. Organizational restructuring changes include:
• FY 2002/03 to FY2013/14 — Elimination of 5 Police Officer positions from 34 total officers
to 29 total officers.
• FY 2002/03 to FY 2013/14 — Elimination of 3 Sergeant positions from 9 total Sergeants to 6
total Sergeants. This created a need for shift restructuring and the combining of Traffic and
Personnel & Community Services.
• FY 2003/04 — Reduction of Dispatch staffing from 8 positions to 7 positions
• FY 2004/05 — Elimination of Administrative Analyst position (restored late 2013/14)
• FY 2005/06 — Consolidation of Records /Communications/Fiscal responsibilities into an
Administrative Services Manager position.
• FY 2006/07 — Elimination of Parking Control Manager and reduction of Parking Control
Officers
• FY 2007/08 - Creation of Corporal position
With the changes made to staffing levels and the elimination of Sergeant positions, the patrol
schedule has changed twice since FY 2002 /03. The model used during FY 2002/03 was a 6 team
10 hour shift plan with a team of Officers /Corporals working with a specific Patrol Sergeant. The
department was faced with reduction in staff that resulted in the deployment of a hybrid schedule.
The hybrid schedule was a five team schedule with a combination of 10 hour shifts and 12 hour
shifts that was necessary to ensure proper coverage of the town. Subsequent vacancies, patrol
needs, and staffing reductions caused the department to implement a four team schedule with
officers working 12:20 shifts.
Patrol staffing as a ratio to population has decreased from 1:46 in FY 2002/03 to a ratio of 1:14
based on the adopted FY 2013/14 budget.
Police Department Staffing Levels
Civilian
Sworn Positions
Sworn
Position
Total Police
to Population
FY
Positions
%
s
%
FTE
Ratio
2002/03
46
71%
19
29%
65
1:46
2003/04
44
72%
17
28%
61
1:41
2004/05
44
74%
15.5
26%
59.5
1:42
2005/06
42
72%
16
28%
58
1:35
2006/07
42
69%
19
31%
61
1:35
2007/08
42
69%
19
31%
61
1:31
2008/09
42
69%
19
31%
61
1:29
2009/10
42
70%
18
30%
60
1:28
2010/11
41
69%
18.5
31%
59.5
1:25
2011/12
41
69%
18.5
31%
59.5
1:25
2012/13
38.5
68%
18.5
32%
57
1:15
2013/14*
38
67%
18.5
33%
56.5
1:14
50
45
40
35
30
25
20
15
10
5
0
-V ti °~ ti °~ -e' ti °tip\
Sworn Positions vs Civilian Positions
■ Sworn Positions ■ Civilian Positions
Town FTE General Fund Positions vs. FTE Police Positions
Town GF
Police
FY
Position
Positions
Percentage
2002/03
154.09
65
42%
2003/04
143.6
61
42%
2004/05
137.11
59.5
43%
2005/06
136.9
62
45%
2006/07
138.23
62
45%
2007/08
137.45
61
44%
2008/09
141.5
61
43%
2009/10
136.25
60
44%
2010/11
127.15
59.5
47%
2011/12
126.65
59.5
47%
2012/13
126.1
57
45%
2013/14
128.23
56.5
44%
Attachment A: Key Programs and Awards
THIS PAGE
INTENTIONALLY
LEFT BLANK
Attachment A
Key Programs & Awards
The Los Gatos Police Department has implemented many new programs and received numerous
awards over the past 12 years even while being challenged due to budget and staffing level
changes. The department has strived to maintain, restore, and add to or expand key programs to
make certain that core services are being met. The Police Department key programs are intended to
ensure safety, provide education, and work towards the Police Department's ultimate goal to know
everyone in the community.
Key Programs Implemented 2002 through 2014:
• 2003 - Alive and Loving Life — Community collaboration addressing youth high risk
behavior following a teen alcohol- related death. This program prompted the creation of
Youth Party Guidelines and a Social Host Policy.
• 2004 - CERT Program implemented
• 2004 — Creation of the Police Department's vision and ultimate goal of knowing everyone
in the community.
• 2005 - Youth Commission created
• 2007 - Corporal Program created to provide stronger level of supervision and to continue
the development of department leadership.
• 2007 - Los Gatos Police Foundation restructured and the Taste of Los Gatos event created
• 2008 - Los Gatos Prepared Program created
• 2008 - Bicycle and Helmet Safety Incentive Program gives ice cream/pizza coupons to
juveniles who comply with safety laws and codes.
• 2008 - New Resident Outreach Program created. Since the inception of the program, over
2,000 new homeowners have been personally visited and welcomed to the community by a
member of the Police Department.
• 2008 — SWAT regionalization with Campbell Police Department implemented
• 2009 - Cost sharing agreement with school districts implemented to reestablish the
previously eliminated School Resource Officer Program.
• 2009 — Homeless Outreach Program implemented
• 2010 - Parent Project created
• 2011 — Victim Services Unit created
• 2012 - Predictive Police Program implemented (PredPol) which uses intelligence -based
policing to predict future crime and to show crime trends. This program was implemented
in partnership with Campbell Police Department.
• 2013 — Implementation of Police Department Strategic Plan.
• 2013 - Regionalization of CAD/RMS with Sunnyvale. This was implemented as a cost
saving and operational efficiency upgrade for the department.
• 2013 - Juvenile Diversion Program created
• 2013 - Cyber Bullying education at LGHS implemented
• 2014 — Los Gatos On Watch program created
Along with the above programs that have been created over the past 12 years, the Los Gatos Police
Department has been recognized for many of these programs as well as receiving awards for
excellence in policing activities.
Awards Received 2002 — 2014:
• 2004 - League of California Cities — Helen Putnam Award
• 2004 - IACP Community Policing Award
• 2006 - James Q Wilson Community Policing Award
• 2009 - POST Investigative Excellence Award for the Achilli homicide
• 2009 - IACP Investigative Excellence Award for the Achilli homicide
2009 - Governor's Public Safety Officer Medal of Valor — Officers Joe Romeo and Bryan
Paul
• 2012 - Domestic Violence Response Team 2 -Year Grant Awarded
• 2013 - IACP Victim Services Award of Excellence
• Crime Stoppers Award — multiple department and individual awards received