ss attach 22014 -16 Town of Los Gatos Work Plan I
STRATEGIC GOALS INITIATIVES
BOARDS /COMMISSION /COMMITTEES
KEY DEPARTMENT PROJECTS /PROGRAM INTITATIVES
ATTACHMENT 2
2
Strategic Goals Initiatives Adopted Council Strategic Goals to be implemented in FY 2014 -16
Town Manager's Office
Strategic Goal
Project
Other
Project Milestones
Status and Comments
Lead/Team
DeptsJPartners
Update Town Website to
Gilmore
All Departments
1. Phase II Usability and Updates
• Phase II Usability Study scheduled to occur in
provide timely, easy to
(August- December 2015)
summer -fall 2015.
access and important
information for the public
Adopt the use of tools to
Murphy
TMO
1. Draft policy
• Draft social media policy scheduled for Council
increase communication
PD
2. Draft procedures and best practices
review and discussion in August 2015.
with the public including
Library
3. Create list of potential social
. Civic Send newsletter feature will launch in fall
social media and citizen
media /community engagement sites
2015.
engagement technology
and uses as well as pros and cons
4. Draft Civic Send newsletter editorial
procedures
Partner with the Veterans
Gilmore
J. Rose
1. Assist the Veterans in drafting an
• A draft RFP and artist review and selection
Committee to develop a
Veterans
RFP for a memorial in the two
process has been created.
Veterans Memorial in Los
Foundation
locations approved by TC at the
• The Veterans have contracted with a
Gatos
January 20 Council meeting.
landscape architect to draft conceptual site
2. Include community stakeholders in
design plans for the Redwood Grove area.
review of draft memorial proposals.
. Staff will be providing an update on the
3. Provide Council with
project including an identification of preferred
recommendations for preferred
location and next steps for Council review and
memorial proposals
direction in August.
• RFP scheduled to be released after Council
approval on August 18.
Develop plan to enhance the
Gilmore
Library
1. Identify existing policies and
• Staff received direction from the Policy
aesthetics and use of the
procedures for the use of Civic
Committee regarding proposed scope of work
Civic Center as a community
Center Facilities
for inclusion in a comprehensive Civic Center
resource
2. Create work plan and develop draft
Use Policy. These include:
policy
o Civic Center Master Plan
Strategic Goal
Project
Lead/Team
Other
Depts./Partners
Project Milestones
Status and Comments
3. Review and receive
0 Library
recommendations /comment from
0 Special Event Permits
Library Board and Parks Commission
• Staff has met with the Library Board to solicit
on proposed policy
their feedback on the development of a
4. Finalize draft policy with Policy
comprehensive Library use policy and will
Committee for recommendations to
work with the Board through the summer and
go to Council for review and
early fall in its development.
approval
• Staff received direction from the Policy
Committee on July 30 to provide the following
information:
o Criteria standardization
• Determine how special events are funded
• What are the ongoing SEP requirements
• What triggers Council approval
• How to move forward with proposed events
Facilitate privately led effort
Morley/
Prevetti
1. Lead a series of meetings with
• Meetings were conducted by Economic Vitality
to address options for
Renn
Commercial property owners and
staff and later the Council appointed an Ad-
Downtown Parking Supply
business owners to explore options
Hoc committee to explore other options with
for parking in Downtown and learn if
primary staff support from PPW.
there is private sector interest in
• At the request of Town Council, the Chamber
financing.
of Commerce assisted Town Staff with
2. Issue Request for Information (RFI)
conducting meetings with Commercial
3. Receive and review responses from
property owners to explore options for
RFI
financing new parking options.
• Meeting participants were not interested in
providing any funds or forming a new
assessment district.
• Year round employee valet parking was
explored; however, the business and property
owners at the meetings were not supportive of
the effort if the cost was not fully absorbed by
the Town.
Strategic Goal
Project
Lead/Team
Other
Depts. /Partners
Project Milestones
Status and Comments
Develop a policy to ensure
Renn/
Prevetti
1. Benchmark other communities
• Staff has started to benchmark Formula Retail,
the continued diversity of
Paulson
Schultz
2. Identify options
Specialty Retail, and related policies in other
independent and national
Paulson
3. Receive direction from Council
communities
businesses in the
2. Discuss PD, CUP, and other elements
• Staff is identifying options
Downtown.
with Committee, leading to
• Targeting report to Council in March 2016
Community Development
Strategic Goal
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Planned Development (PD)
Prevetti and
Schultz
1. Convene Study Committee (includes
• Collecting background information per scope
Paulson
the Town's General Plan Committee)
provided by TC
2. Discuss PD, CUP, and other elements
. Expecting first meeting in September 2015
with Committee, leading to
• Targeting report to Council in March 2016
recommendations
3. Provide status update on
recommendations to TC
1. If acceptable, proceed with Code
amendments
Home Occupation
Paulson and
Schultz
1. Draft revisions
• Start in September
Management
2. Public hearings before PC and TC
• Possibly combine with other Code
Intern
amendments to align with State law
• Target October PC hearing
Alcohol and Entertainment
Prevetti and
Schultz
1. Review by Policy Committee
• Return to Policy Committee in August with an
Paulson
2. Discuss the issues with Planning
outline of issues for Planning Commission
Commission
consideration
3. Proceed according to direction by
Policy Committee
Finance Department I
Strategic Goal
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts./Partners
Revenue Sources
Conway/
Schultz/
• Study Session in August to define
in
• Can be added to strategic goals during August
• Compare Town's tax
Callaway/
Renn
various taxing
Council discussion
rates to surrounding
Ungvari
• Based on Direction provided return
jurisdictions rates
in September with more detailed
• Identify ways to
analysis for Council review and
enhance existing
direction
revenues
• TBD based on Council Direction
• Identify potential
new revenues
• Identify legal
requirements of
implementation
• Identify amount of
additional revenue
expected to be
generated
• Updated User Fee
Study
Dedicated Capital Projects
Conway/
Morley
• Can be added to strategic goals during August
Funding
Callaway/
Council discussion
• Identify dedicated
Ungvari
revenue options
• Identify any needed
changes to current
Town Policy
Business License Amnesty
Conway
Renn
• Notify business of amnesty program
• Can be added to strategic goals during August
Program /Audit
Callaway
• Provide compliance period in which
Council discussion
• Identify terms and
Ungvari
business can pay business license
conditions and time
with no penalty
frame
• Contract with vendor to audit
• Notify businesses
Project
Lead/Team
Other
Depts./Partners
outstanding businesses
Status and Comments
and residents
Gjerde/
All
1. Obtain sample technology plans
Milestone 1 and 2 complete
• Track and quantify
Portillo
from organizations of similar scope
Milestone 3 and 4 in progress
number of
to Los Gatos
businesses
2. Inventory major existing and
registered and
upcoming /planned technology
additional revenue
projects
• Contract with
3. Inventory known but not -yet-
agency to provide
planned technology needs
audit of outstanding
4. Identify a Technology Steering
businesses
Group to provide input /feedback to
Human Resources /IT
Strategic Goal
Project
Lead/Team
Other
Depts./Partners
Project Milestones
Status and Comments
Develop technologies
Gjerde/
All
1. Obtain sample technology plans
Milestone 1 and 2 complete
priorities plan
Portillo
from organizations of similar scope
Milestone 3 and 4 in progress
to Los Gatos
2. Inventory major existing and
upcoming /planned technology
projects
3. Inventory known but not -yet-
planned technology needs
4. Identify a Technology Steering
Group to provide input /feedback to
the Priorities Plan
5. Draft a 2 -3 year Priorities Plan
6. Identify budget needs and strategy
7. Adopt the Priorities Plan and budget
Library
Strategic Goal
Project
Lead/Team
I Other
I Depts./Partners
Project Milestones Status and Comments
Develop Library Strategic
Murphy
Library Board
• Feedback session w Friends Board Completion Late Fall 2015
Plan
Bicycle and Pedestrian
• Feedback Session w Library Board
PD
Work with new BPAC to develop plan
The newly formed BPAC has identified a Bicycle
• Feedback session with Youth
Commission
• Key Informant Interviews
Parks and Public Works
Strategic Goal
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Bicycle and Pedestrian
Morley
PD
Work with new BPAC to develop plan
The newly formed BPAC has identified a Bicycle
Master Plan
and Pedestrian Master Plan as the number one
priority. A plan will provide guidance for future
projects and provide greater opportunity for
grants.
Grading Ordinance
Petersen
CDD
1. Initial draft in preparation, including
Milestone 1 in progress
outreach to stakeholders
2. Draft ordinance for internal review
and determination of CEQA analysis
3. Stakeholder outreach
4. Planning Commission hearing and
recommendation
S. Council consideration and action
(est. Fall 2015)
Traffic Review around
Pu
School Districts
Bring Proposal to Council in fall 2015
Conduct a Town -wide traffic study with a focus on
Schools
school traffic to identify actions to reduce vehicle
traffic and increase multi -modal transportation.
Police
Strategic Goal
Project
Lead/Team
Other
Depts. /Partners
Project Milestones
Status and Comments
Implement migration to
Lt. Langer/
Silicon Valley
• 1s` phase purchase and installation
• 3 Phase project - V phase completed
regional communications
Gadd
Regional
of radio consoles completed
November 2014 with Dispatch Console
and interoperability
Interoperability
. Coordinate with other County Law
installation
Authority (SYRIA)
Enforcement Agencies to obtain
• Phase 2 projected purchase of mobile and
best pricing for replacement
portable radio equipment scheduled for
equipment.
Winter 2015/2016
In conjunction with County
Lt. Langer
PPW /Santa Clara
. Participate in regional training
• Flood routes are completed. Fire signs need to
Fire, implement evacuation
County Fire /
exercises
be posted along designated route by PPW -
plans for areas subject to
Office of
. Identify local training needs
Fall 2015
flooding and fires
Emergency
. Implement EDP changes as needed
Services (DES)
. Attend DES meetings
BOARDS /COMMISSION /COMMITTEES
10
Boards /Commissions /Committees — Board/Commissions /Committee projects /work plan items to be
implemented by the department during the fiscal year.
Town Manazer's Office
Board/Commission/
Project
Other
Project Milestones
Status and Comments
Committee Project
Lead/Team
Depts./Partners
Arts & Culture Commission
Gilmore
LGS Recreation
. Install art panels in Spring 2015
• Phase III of the Forbes Mill Footbridge Art
• Forbes Mill
• Develop proposed Call for Artists for
Installation Completed
Footbridge Art
Cat Walk Phase II
o Celebration ceremony for Council and
Installation
o Summer -Fall 2015
community was held on May 21, 2015
• Cat Walk Phase II
• Commission to meet to devise Art
o Summer art class session to
Public Art
Plan Strategic Plan
commence in June.
Installation
o Spring/Summer 2015
• Funding for the FY 15/16 Art Grants were
• Art Plan Strategic
• Commission to hold public hearings
approved by the Town Council on June 16.
Plan
to review Arts Grants proposals and
• The Art Commission will begin the Art Plan
FY 2016 -17
formulate recommendations for
Strategic planning process in August.
Community Grants
Council consideration March 2016
• Council review of Community Grant process
Allocation
scheduled for fall 2015.
Community and Senior
Gilmore
LGS Recreation
• Complete Senior Needs Assessment,
• Survey, summary of results and
Services Commission
review data and compose
recommendations /conclusions completed.
• Senior Needs
recommendations
o Tentatively scheduled for Council
Assessment
• Commission to hold public hearings
review on August 18
FY 2016 -17
to review Human Services Grants
• Funding recommendations for the FY 15/16
Community Grants
proposals and formulate
Human Services grants were approved on June
Allocation
recommendations for Council
16.
Consideration in April 2015
Policy Committee
Gilmore/
TMO /CDD
• Committee overview of current
• The Policy Committee has begun to work
• Comprehensive
Prevetti
policies and prioritization of policies
through a set of land use policies to review.
review of Land Use
for review
Thirty remain to be discussed by the
and Administrative
• Identify existing policies and
Committee.
11
Board/Commission/
Committee Project
Project
Lead/Team
Other
Depts./Partners
Project Milestones
Status and Comments
Policies
Lead/Team
Depts./Partners
procedures for the use of Civic
• Staff received direction from the Policy
• Civic Center
J. Savage
R. Schultz
Center Facilities
Committee regarding proposed scope of work
Facilities Use Policy
marketing/
• Create work plan and develop draft
for inclusion in a comprehensive Civic Center
Evaluation of Special
policy
Use Policy. These include:
Event Process
• Review and receive
o Civic Center Master Plan
recommendations /comment from
o Library
Library Board and Parks Commission
o Special Events
on proposed policy
• The Policy Committee reviewed the policies,
Finalize draft policy with Policy
practices and procedures for the review and
Committee for recommendations to
approval of Town sponsored and co-
go to Council for review and
sponsored special events on July 30 and
approval
provided staff with direction on next steps
(see above).
Community Development Department
Board/Commission/
Project
Other
Project Milestones
Status and Comments
Committee Project
Lead/Team
Depts./Partners
Historic Preservation
J. Savage
R. Schultz
1. Continuing to discuss historic
• Expected report to TC in October 2015.
Committee
marketing/
demolition penalties with possible
September 2015
recommendation for Code changes
to Planning Commission and Council
Library
Board/Commission/
Project
Other
Project Milestones
Status and Comments
Committee Project
Lead/Team
Depts./Partners
Library Board
Murphy
TMO for
Operating Procedures Review Project
Target completion date for Operating Procedures -
marketing/
• Team meetings to decide what we
September 2015
12
Parks and Public Works
Board/Commission/
Project
outreach
are enforcing and how
Status and Comments
Committee Project
Lead/Team
Depts./Partners
• Create buy -in and consistency
BPAC
Morley/
PD
Marketing /Outreach
Marketing plan by late Fall 2015
Petersen
• Design marketing to the community
in August 2015
Transportation and Parking
Morley/
PD
to tell the story of library services
• Work plan complete
Commission
Petersen
and resources
. Next Step —Combine with other PPW
• Print e- newsletter for distribution at
Commissions and transmit to Council
Parks Commission
Morley
Terraces and Meadows
In progress. Should finalize work plan at August
• Column in newspaper
Commission meeting
Council Parking and
Morley
TMO
• Library budget
• Council accepted report in August.
Infrastructure Ad Hoc
• Infographics
• Next step: Issue RFI
Parks and Public Works
Board/Commission/
Project
Other
Project Milestones
Status and Comments
Committee Project
Lead/Team
Depts./Partners
BPAC
Morley/
PD
• Deliver BPAC work plan to Council in
Work plan is in progress with completion expected
Petersen
the fall 2015
in August 2015
Transportation and Parking
Morley/
PD
• Deliver T &P work plan to Council in
• Work plan complete
Commission
Petersen
the fall 2015
. Next Step —Combine with other PPW
Commissions and transmit to Council
Parks Commission
Morley
• Deliver Parks Commission work plan
In progress. Should finalize work plan at August
to Council in the fall of 2015
Commission meeting
Council Parking and
Morley
TMO
. Deliver parking garage report to
• Council accepted report in August.
Infrastructure Ad Hoc
Council in August 2015
• Next step: Issue RFI
Committee
• Issue RFI
• Receive and review RFI responses
Holiday Parade
Steve Regan
PD
• Coordination meetings monthly thru
On target for another successful parade.
January
13
Police Department
Board/Commission/
Project
Other
Project Milestones
Status and Comments
Committee Project
Lead/Team
Depts./Partners
Youth Commission
Chief Frisby
• Select new commissioners —May
• Continue work with members of Youth
2015
Commission on their project and commission
• E- cigarettes — Council final approval
goals
May 19, 2015 meeting
14
KEY DEPARTMENT PROJECTS /PROGRAM INTITATIVES
TOWN MANAGER'S OFFICE
15
Department Projects /Program Initiatives — Town Manager's Office I:
Key Department Projects — Project programs initiatives to be implemented by the department during the fiscal year.
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Los Gatos Music & Arts
White/
Attorney
1. Extend current agreement to go
• An amendment to the existing agreement that
Annual Agreement
Gilmore
Finance
through current calendar /concert
would extend the current terms through
Clerk
series year
October 2015 was approved by the Council on
2. Enter into negotiations with LGMA
May 19, 2015.
for new 5 year agreement
• Staff met with the LGM &A Board on May 26
and discussed new terms for an agreement. A
new agreement is tentatively scheduled for
Council consideration and approval at an
August TC meeting.
New Museums of Los Gatos
White/
Library
1. Meet with NUMU on an event by
• Staff approved NUMU's Museum opening
Lease Implementation
Gilmore
LGS Recreation
event basis to discuss events or
dates for May 28 & June 6.
activities planned by NUMU that are
• Staff communicated proposed dates to the
covered in the current CUP.
Council in the March 201h Manager's Update.
2. Serve as Town's point of contact for
lease and CUP.
Review of Police service
White
Finance/
Draft in progress
levels, costs, and other
PD
information
KCAT Agreement
White/
Attorney
1. Enter into negotiations for an
• Staff met with KCAT board members in May
Gilmore
IT
amendment or new 5 year
and June to discuss terms for a new and /or
Finance
agreement with KCAT for the
amended agreement for the broadcast of
Clerk
recording and broadcast of Council
Planning Commission and Town Council
& Planning Commission Meetings
meetings. A new agreement is tentatively
prior to agreement expiration of
scheduled for Council review and
June 2015
consideration at the August 18 TC Closed
2. Negotiate terms for the lease of the
session meeting.
Venue property
• IT staff met with KCAT staff to discuss
16
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts./Partners
equipment replacement and future
maintenance on April 10 and identified the
replacement of a sound board in the television
control room. The sound board was replaced
and installed in June.
Department Work Plans
Gilmore
Attorney
1. Develop draft work plan reporting
• A draft work plan format was provided to the
HR
format for semi - annual department
Town Council for review and comment in May.
IT
updates on strategic goal process,
• Staff will be presenting the final work plan
Econ Vitality
boards, commissions and committee
format and key department updates to the
Clerk
projects and key department
Town Council at the August 18 meeting.
PPW
programs and initiatives.
PD
Library
Community Grant Process
Gilmore
1. Review current Community
• Staff will be scheduling this item for Council
Review
Grant process and make
review and consideration in fall of 2015.
recommendations for
changing/updating grant
application, Commission review and
recommendations and grant
administration.
2. Provide a report to Council that
outlines Community Grant history of
allocations.
3. Make recommendations for Council
consideration to increase
community grant funding allocation
for FY 16/17 budget year.
17
Division Projects /Program Initiatives — Clerk Administrator I'
Key Division Projects — Project/programs initiatives to be implemented by the division during the fiscal year.
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead ream
DeptsJPartners
Digitization of essential
Neis
1. Scan Resolutions, Ordinances and
• Scanning of Ordinances is 100% complete
Town records
Minutes to Laserfiche
. Scanning of Resolutions is 60% complete
2. Name documents once they are
. Scanning of Minutes is 10% complete
scanned
. Naming of the documents is 10% complete
Web access to Laserfiche for
Neis
MIS/TMO
Purchase appropriate software to
• In December 2014 /January 2015 investigated
Council approved
enable public access.
costs and staff time to implement.
documents (e.g. resolutions,
ordinances, minutes)
Update Retention
Neis/
All Departments
Review and update destruction schedule
• The Retention Policy was last reviewed and
Procedures and Policies
Schultz
as necessary for each department
updated in 2009
Management of storage and
Neis
1. Review documents currently in
. Limited progress due to staff constraints
destruction of paper records
retention in the Clerk Department
per Retention Policy
vault and the onsite retention room
2. Destroy records as necessary per the
Retention policy
3. Move applicable documents to the
offsite retention location
Cross training of all Clerk
Neis
1. Council agenda management
• New Office Assistant started May 20 and
Department personnel
2. Council packet preparation
training and assignment of duties has begun
3. All other responsibilities and duties
Preservation of original and
Neis
Replace current storage method for
• Not started
essential Town records
original records (e.g., resolutions and
. Will protect critical Town records for another
ordinances) with a de- acidification
200 -300 years
process
a]
Division Projects /Program Initiatives — Economic
Key Division Projects — Project /programs initiatives to be implemented by the division during the fiscal year.
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts./Partners
Economic Vitality Strategic
Renn
TMO /Finance/
• Conduct benchmarking of other
Council to consider this as a new strategic goal
Plan
PPW /PD
Economic Development Strategies
• Work with Los Gatos stakeholders to
consider recommendations for the
Town's Economic Vitality Plan.
• Draft an Economic Vitality Plan for
the Town
• Review the Town's plan
• Adoption of plan by Town Council
Special Events Process
Renn
TMO /PD /PPW
• Create an inventory of events in Los
• Inventory and benchmarking being compiled
Assessment
Gatos
for presentation at the July 30, 2015 Policy
• Benchmark events, funding sources,
Committee Meeting.
etc. from similar jurisdictions
• Evaluate Special Event Permit Process
• Present initial research to the Policy
Committee for further direction
Farmers Market Redesign
Renn/
TMO /PPW
• Benchmark Farmers' Market
• Benchmarking has been completed, and
Hammack
operations in other cities and
information form the best practices collected
consider best practices of the
was considered and included as appropriate in
Farmers' Market industry.
the draft RFQ for the Town. (March 2015)
• Analyze Town staff time and costs to
• RFQ has been drafted and is awaiting staff costs
support a Farmers' Market in
for inclusion in the document. (June 2015)
Downtown
19
Project/Program
Project
Other
Project Milestones Status and Comments
Lead/Team
Depts./Partners
• Draft and release an RFQ for a
Farmers' Market operator
• Consider expansion and redesign
opportunities
• Evaluate submissions
• Award Farmers' Market with contract
and implement an agreement
Valet Parking Code
Renn
TMO /TAO /CDD
• Prepare draft amendments to the
• To be started in late August 2015.
Amendments
Town Code that allow for charged
valet parking on private lots.
• Go through the approval process.
OpenCounter to enhance
Renn
TMO /CDD /IT /PPW
• Collaborate with other departments
• Work underway for the first two steps
existing and anticipated
as we assess which services we
online customer services.
currently offer online, how we can
improve these services, which if any
services may be added online.
• Evaluate if OpenCounter is the
correct service for Los Gatos to use,
and proceed with marketing it to the
Town if it is.
• Implement technology at the CCD
counter for the use of OpenCounter
should it be deemed as an efficient
mechanism for businesses to learn
about the Town and apply for over
the counter type permits.
Update Commercial
Renn
TMO /CDD /Financ
• Complete a Town wide commercial
• Downtown inventory completed (spring 2015)
Inventory
a
inventory that includes data on
EV intern assisting with completion of data
current businesses, square footage,
collection (August 2015)
use codes and property owners.
• Collaborate with Finance to ensure
business licenses are on file for
current businesses.
20
11 Town Manager's Office — Ongoing Activities I
Ongoing Activities
1.
Coordination and preparation of Town Council agendas and packets.
2.
Oversee the agenda process for the Town Council, Policy Committee, Arts and Culture Commission, and Community and Senior Services Commission.
3.
Provide grant administration for thirteen Human Services and Arts and Culture Community Grants.
4.
Provide customer service support and timely response to resident inquiries, complaints and requests.
5.
Track and oversee follow up items from Town Council meetings, Council referrals, and Manager referrals.
6.
Oversee Clerk Administrator and Economic Vitality functions
Town Manager's Office —Clerk Administrator -- Ongoing Activities
Ongoing Activities
1.
Coordination of the recruitment and appointment process for Town boards, commissions and committees.
2.
Coordination of cross - departmental response for public record requests.
3.
Prepare Town Council meeting minutes.
4.
Process resolutions, ordinances, and policies in coordination with other departments.
5.
Coordination and processing of agreements.
6.
Review and process insurance certificates for agreements.
7.
Coordination of Fair Political Practices Commission filings.
8.
Coordination of bid openings and bonds with PPW.
9.
Coordinate the submittal of legal ads for all departments.
10.
Coordination of Town Code updates.
11.
Manage Town elections and any ballot measures
21
Town Manager's Office— Economic Vitality -- Ongoing Activities
Ongoing Activities
1.
Provide liaison services to current and perspective businesses by assisting with general use questions and providing support on the Town's planning, building
and code compliance processes.
2.
Develop and maintain relationships with property owners, business owners, and industry commercial real estate professionals in Los Gatos.
3.
Business outreach, retention and attraction through meetings, recognition programs, and education opportunities.
4.
Manage Chamber of Commerce relationship and annual contract; and, participate on the Visitors' Bureau assisting with event coordination for the purpose of
visitor attraction and business promotion in Downtown Los Gatos.
5.
Participate in regional committees and professional groups as they relate to economic vitality, industry trends, and land use.
6.
Participate in bi- weekly Community Development Department meetings to maintain communication and enhance cohesiveness to ensure a better customer
experience for businesses and property owners.
zz
KEY DEPARTMENT PROJECTS /PROGRAM INTITATIVES
TOWN ATTORNEY'S OFFICE
Department Projects /Program Initiatives — Town Attorney's Office
y Department Projects —
initiatives to be
ted by the department during the
23
Project/Program
Project
Lead/Team.
Other
Depts. /Partners
Project Milestones
Status and Comments
Smoking Ordinance
Schultz
Police /CDD
1" Reading and Adoption- March 2016
Per Council direction
Massage Ordinance
Schultz
Police /CDD
1st Reading and Adoption- January 2016
Per State Law
Solar Ordinance
Schultz
CDD
1" Reading and Adoption - September
2015
Per State Law
Cellular Ordinance
Schultz
CDD
1" Reading and Adoption November
2015
Per State Law
Public Nuisance Ordinance
Schultz
CDD /CD
1" Reading and Adoption -April 2016
Clarify Current Code
Town Manager Ordinance
Schultz
Clerk
1" Reading and Adoption- August 2015
Per Council direction
Town Attorney's Office — Ongoing Activities
Ongoing Activities
1.
Represents the Town regarding litigation matters, including criminal prosecutions of code violations.
2.
Serves as the legal advisor for the Town Council, Town staff, and Successor Agency to the Redevelopment Agency.
3.
Processes and evaluated all personal injury, property damage, and other monetary claims against the Town and manages all litigation involving the Town.
4.
Drafts and /or reviews all proposed ordinances and resolutions.
5.
Supervises personal injury and property damage claims and related claims litigation.
6.
Reviews and /or drafts Town staff reports and contracts.
7.
Assists in the administration of the Town's liability insurance and risk management program.
8.
Negotiates key transactions such as property acquisitions.
9.
Provides legal advice and support to Town boards and commissions.
za
KEY DEPARTMENT PROJECTS /PROGRAM INTITATIVES
COMMUNITY DEVELOPMENT
25
Department Projects /Program Initiatives — Community Development Department
Key Department Projects — Projealprograms initiatives to be implemented by the department during the fiscal year. E
Project /Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
DeptsJPartners
Hillside Guidelines Update
Paulson
Schultz
1. Determine if the proposed revisions
1. Discussions with some hillside homeowners
Regarding Color Averaging
are required to go to General Plan
and developers underway
and Visibility Analysis
Committee for recommendation
2. Conduct PC and TC public hearings
Housing Element Action
Prevetti and
Schultz
1. To the extent possible, bundle
'. Housing Element identifies deadlines for
Items (40 items)
Paulson
related Code amendments together
specific action items over the next seven
2. Some items will need to go before
years.
the General Plan Committee for
2. North 40 is a Housing Element action item (see
recommendation before PC and TC
Strategic Goals)
public hearings
General Plan Action Items
Prevetti and
Schultz and
1. Develop work plan for these items
Present work plan to TC to determine priority
(139 items yet to implement
Paulson
Morley
a. Compare Action Items with
items (estimated November 2015).
and these do not include the
Sustainability Plan Action Items
Housing Element of the
to identify duplications (see
General Plan)
below for related topic)
b. Identify ongoing items and /or
measures that can be
incorporated into Town practices,
communicate outcomes to
Council and public
c. Determine roles, responsibilities,
and timelines between CDD,
PPW, TAO, and TMO
1. Implement two to three per year
Sustainability Plan (97 items
Paulson and
Morley and
1. Develop work plan for these items
Present work plan to TC to determine priority
yet to implement)
Armer
Schultz
c. Compare Action Items with
items (estimated October 2015).
M.
Project /Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
General Plan Action Items to
identify duplications (see above
for related topic)
d. Identify ongoing items and /or
measures that can be
incorporated into Town practices,
communicate outcomes to
Council and public
e. Determine roles, responsibilities,
and timelines between CDD,
PPW, TAO, and TMO
1. Implement two to three per year
Ordinances needed to
Prevetti and
Schultz
1. Bundle one or more together, as
1. Short Term Stay (memo to TC in August 2015
address emerging issues
Paulson
appropriate
with options)
2. Stakeholder outreach
2. Food Trucks (identify options in October2015)
3. Planning Commission hearing
3. Valet Parking (Economic Vitality lead: PC in
1. Council hearing and action
September 2015)
4. Detached Condo (package with PD Study
Committee work)
5. Overall alignment with General Plan (legal
resources needed)
6. Changes required due to State or federal law
a. Solar (TC in Sept. 2015)
b. Wireless (PC in Oct. and TC in Nov. 2015)
c. Water efficient landscaping, depends on
State model ordinance update
Update General Plan
Paulson and
Schultz
1. Officially modify map to incorporate
Target PC in Nov. 2015 and TC in Dec. 2015
Diagram and Zoning Map
Chung
past TC approvals
Albright General Plan
Paulson
Schultz
1. TC action only due to ballot measure
Target TC in Sept. 2015
amendments based on voter
approved ballot measure
Updates to Guidelines /Other
Prevetti and
Schultz
1. Work with General Plan Committee
TC should provide direction and identify the
27
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
guiding documents to
Paulson
on each
priority of one or more of these items within
improve Planning review
2. Stakeholder outreach
Strategic Goals
and service:
3. Planning Commission hearing
• Residential Design
4. Council hearing and action
• Commercial Design
• Los Gatos Blvd Plan
Determine what to do with
Prevetti
Schultz
1. Review against General Plan and
TC should provide direction and determine if this
Hillside Specific Plan
Hillside Guidelines
is higher priority than any of the Guideline
2. Coordinate with County Planning
updates mentioned above
3. Work with General Plan Committee
4. Stakeholder outreach
5. Planning Commission hearing
5. Council hearing and action
Annual Housing Element and
Prevetti and
Due to State HCD and OPR by 3/31 every
General Plan Report
Paulson
year
Bi- Annual Code Compliance
Prevetti,
1. Reported Jan -June 2015 data in
Begin to compile next data set
Report
Machado,
August 2015
and Meyer
Evaluate pilot after hours
Prevetti,
Frisby and Schultz
Compile data
Report to TC in October 2015 with
Code Compliance
Machado,
recommendation whether or not to continue the
and Meyer
program
Complete Code Compliance
Meyer
Schultz
Update draft from August 2014
Transmit to TC in October 2015
Handbook
Community Development
Prevetti
Meet and greet with Planning, Building,
Organize for September 2015
Open House
and Code staff and Town residents
m
Activities
Ongoing Activities
1.
Prepare reports and administer Planning Commission, Conceptual Development Committee, General Plan Committee, Historic Preservation Committee,
Development Review Committee
2.
Prepare Council reports and participate in Council meetings
3.
Review and analyze all Planning applications, working with applicants, other departments, interested residents, outside agencies, and others
4.
Review and analyze all Building applications, working with applicants, other departments, interested residents, outside agencies, and others
S.
Inspect all construction projects for Planning and Building compliance
6.
Respond and resolve Code compliance cases
7.
Respond to resident and business inquiries regarding allowable uses and development options
8.
Evaluate proposed business use prior to Business License issuance and Certificates of Occupancy
9.
Prepare land use data for annual Joint Venture Silicon Valley survey, Valley Transportation Authority Survey, Department of Finance population estimates,
Association of Bay Area Governments and Metropolitan Transportation Commission surveys, and other data requests
10.
Monitor and participate as appropriate in Plan Bay Area Update, State legislation (e.g., Water Efficient Landscape Model Ordinance Update)
11. Respond to Council and Manager Referrals
12.
Oversee the Below Market Price housing program
13.
Oversee and manage Town consultants providing arborist, architecture, environmental review, housing, and other services
14.
Oversee and manage Building Plan Review consultant
29
KEY DEPARTMENT PROJECTS /PROGRAM INTITATIVES
FINANCE
30
Department Projects /Program Initiatives — Finance Department
Key Department Projects — Project/programs initiatives to be implemented by the department during the fiscal year. I
Project /Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
FY 2014/15 Finance and
Conway
All
Interim Audit: June 15 —June 19, 2015
• Interim Audit complete — Audit discussion
Compliance Audit
Lee
Year -end Audit
being scheduled for end of July
The FY 2014/15 audit will
begin with an interim audit
Year -End Audit: October 26 -30, 2015
review the week of June 15,
2015 —June 19, 2015.
Auditors will be on -site for a
week do interim testing of
controls. Final year -end
audit has been scheduled for
the last week of October
Transitioning Investments
Conway
Cross Train with current Treasurer
The Director of Finance is training with the
to In -house
Callaway
(summer 2015)
contract treasurer to complete the investment
Current Treasurer would like
Lee
reports
to transition out of the
Issue Broker Questionnaire (TBD)
position summer 2015. Staff
will be cross training and
Develop internal procedures
determining how to
(Summer /Fall 2015)
proceed.
Business License Audit
Callaway
Renn
Hire/Train Intern (End of June /Early July)
Finance Intern was hired on June 30`h and is
Will begin with random
Ungvari
CDD
currently training with staff. Intern will begin
sampling of business parks
Packer
Sample testing of Business Parks (July
sampling week of July 13`h
within the community to
13- August 14)
assess exposure to business
operating in town without a
Report on Findings (September)
license.
Electronic Accounts Payable
Ynegas
MIS
Purchase scanner (August 2015)
Finance is working with staff from MIS to identify
(AP) Files
the proper device and IT mapping route.
31
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts./Partners
To provide better service to
Set -up IT mapping (August 2015)
departments and more
efficient records storage,
Scan invoices on- oin
( g g —will begin with
Finance will begin to scan AP
FY 2015/16)
invoices to store
electronically. This will
allow departments to access
invoices from their desktops
rather than having to
retrieve copies from the
Finance paper storage files.
On -Line Timekeeping
Tram
MIS
Identify software programs (summer
Finance expects to begin identifying software
Identify software that will
Conway
HR
2015)
during the summer of 2015.
interface with our Finance
Callaway
System and meet the Town's
Consult with other agencies using
needs in terms of our
programs (fall 2015)
MOD's, various pay rates,
etc.
RFP for product (late Fall 2015)
Evaluate RFP proposals (winter 2015/16)
Determine product, if any (later winter
2016 /Spring 2016)
FY 2014/15 Comprehensive
Conway
Due December 31, 2015
Staff begins preparing the CAFR report in
Annual Financial Report
Lee
November when final audit has been completed.
Set of government financial
statements comprising the
financial report of the Town.
These reports comply with
Governmental Accounting
Standards Board (GASB) and
are required to be
completed and filed by the
32
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
end of the calendar year.
Department Cross- Training
All
Summer - Winter 2015
K Lee has started to cross train M Ynegas on
in key functional areas.
interfacing and Daily Cash Reconciliations
With position changes and
new Finance team members
G Ungvari has started to cross train M Ynegas on
all staff have been assigned
business licenses and accounts receivable.
cross- training duties for the
summer of 2015. The
assignments are as follows:
Tram —Train Ungvari in
Payroll
Lee —Train Ynegas in
interfacing and Daily Cash
Reconciliations
Ungvari —Train Ynegas in
Business Licenses
This is a high priority for the
Department for 2015.
State Controller's Report
Conway
Due October 1, 2015
Staff begins working on this report in September
Provides financial date to
Lee
each year when year -end close wrap up has
the State Controller on a
Tram
finished.
basis as uniform and
comparable as possible
which is then compiled and
published into a financial
report entitled "Cities
Annual Report" which is
used by the State
Legislature, cities and the
public.
33
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
State Controller's Streets
Conway
Due October 1, 2015
Staff begins working on this report in September
Report
Lee
each year when year -end close wrap up has
California Streets and
finished.
Highways Code Section 2151
requires cities to submit an
annual Street Report to the
State Controller on or before
October 1 of each year. This
report summarizes the
money made available to
and expended by local
agencies for construction,
maintenance, and other
street -and road - related
activities within the state
each year.
FY 2016/17 Operating and
Conway
All
January 2016: Budget Kick -off
FY 2016/17 Operating and Capital Budget process
Capital Improvement
Callaway
February 2016: Mid -Year Update
may change depending on the direction of the
Program Budgets
Lee
(moved to March 2014)
New Town Manager
Ungvari
February —March 2016: Departmental
Tram
Budget meetings and proposal
Ynegas
development
Morley
March 2016: Director's Budget Meeting
and Recommendations and Town
Manager's Budget Recommendation
review and final determination
April 2016: Budget Narratives,
accomplishments, performance
measures and key projects written
May 2016: Proposed Budget presented
to Council
Review Purchasing
Conway
Schultz
Winter 2015 /Spring 2016
Finance and the Town Attorney have met with
34
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Process /Policy
Callaway
staff from PPW and the Town's Manager's Office
- Emergency Purchases
Ynegas
to identify issues departments are having with the
- Bid /Quote
existing purchasing policy.
requirements
- Defining processes
Staff will meet with other departments to identify
Purchase level restrictions
similar issues
Staff will benchmark best practices of other
jurisdictions
Propose policy revisions, if any
Parking Assessment District
Conway
Summer /Fall 2015: Work with county to
Staff has been in contact with Santa Clara County
Refunds
determine property owners and refund
to determine amounts that should be refunded to
The Town's Parking
amounts
property owners.
Assessment District expired
in late 2013. With
Winter 2015: Refund property owners
expiration of the assessment
the excess funds
District staff has been
working with Santa Clara
county and will refund
property owners any excess
funds.
1" Qtr & Mid -Year Budget
Conway
October /November 2015 —1" quarter
Staff will analyze first quarter data early October
Status Reports
Callaway
review
and bring forth the First quarter status report in
• Completed in
Lee
November for Council review and approval
October for the 1`
Ungvari
February 2016— Mid-year budget review
quarter review and
Staff begins analyzing the Town's mid -year results
update on the
in January to assess status of revenues and
annual budget
expenditures. At this time, budget adjustments
Completed in February for
will be considered and a complete status report
the mid -year budget review
along with recommended budget adjustments is
to update revenue and
presented to Council in February.
expense estimates
35
Project/Program
Project
Lead/Team
Other Project Milestones
Depts. /Partners
Status and Comments
Legal Mandate:
Conway
HR Develop a Town procedure to track
Completed initial research in June 2015
Affordable Care Act (ACA)
Callaway
hours and notify employees of eligibility
6.
Requires health care
Tram
(HR)
In Progress with developing a Town procedure
coverage for all employees
9.
Treasury Administration: Oversee the Town's investments and provide quarterly investment report for Town Council.
10.
who work over 130 hours in
Identify systems for tracking and
In Progress with identifying tracking and reporting
a month.
reporting
systems
Issue year -end mandated reports to
Federal Government and Employees
I Finance Department — Ongoing Activities
Ongoing Activities
1.
Payroll Services: Bi- weekly payroll processing, personnel master file maintenance, filing quarterly and year -end state and federal reports, W -2 processing,
update employee master files as required which includes pay adjustments, benefit adjustments and rate updates.
2.
Accounts Payable: upon validating proper authorization and purchase order, prepare and distribute weekly vendor checks to pay for Town services.
Update vendor check files as required, quarterly and year -end reports are prepared and submitted to federal and state agencies for 1099 information and
independent contractor payments. Prepare quarterly accounts payable report for Town Council.
3.
Accounts Receivable /Cashiering: Staff invoices for amounts due to the Town. Staff manages receivables, administers the collection process and provides
check reconcilement services for internal control purposes.
4.
Business License Services: Administers Town's Business Tax & License ordinance to businesses in Town limits.
5.
Financial Records Maintenance & Internal Controls: Record all Town Financial activities in accordance with generally accepted accounting principles,
including monthly bank and cash reconciliations.
6.
Procurement Oversight: Administer the Town's purchasing and procurement processes.
7.
Maintain /Update Town's Five -year Financial Plan: Develop, maintain, track and report on the Town's 5 year Operating and Capital Financial Plan
8.
Fixed Asset Administration: Account & maintain records on all Town equipment and infrastructure.
9.
Treasury Administration: Oversee the Town's investments and provide quarterly investment report for Town Council.
10.
Successor Agency to the Redevelopment Agency Finance Administration: Preparation of bi- annual Recognized Obligation Schedules (ROPS), coordination
of Oversight Board Meetings and approval, submission of (ROPS) to the County and State for approval.
911
KEY DEPARTMENT PROJECTS /PROGRAM INTITATIVES
HUMAN RESOURCES/IT DEPARTMENT
37
artment Projects /Program Initiatives — Human Resources/IT
Key Department Projects — Projectlprograms initiatives to be implemented by the department during the fiscal year.
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Windows Servers (Main
IT:
PD
1. Server specifications and order
Virtual Hosts Running
Virtual Hosts) Replacements
Gjerde
1. Setup and transfer of virtual
1/2 of Virtual Machines Moved
machines by August 2015
Desktop Battery
IT:
1. Research quantities and types
First two milestones complete
Replacements
Gjerde
needed for our "uninterruptable
Installation 60% complete
power supply" units
2. Quotes and PO for batteries (May
2015)
1. Installation (August 2015)
Phone Upgrades
IT:
PPW, PD, Verizon
1. Install new phone trunk to street
Trunk Complete
Gjerde
(May 2015)
Waiting for Verizon for upgrade plan dates
1. Upgrade back end of VoIP system
(September 2015)
Police In -Car Cameras and
IT:
PD
1. System specifications and
Statement of Work approved
Wireless Uploading of Video
Gjerde
comparisons
Installation of Demo Test Unit is complete and
2. Approval by Town Council (May
evaluating results.
2015)
3. Demo test unit (June 2015)
4. Network storage increase
1. Full install 90 day trial (August 2015)
Improve Mobile Remote
IT:
1. Approve Terms and Conditions
Milestones complete
Login Experience for Staff
Gjerde
1. Implementation
Consider increasing license for more users
Mandated Reporter Policy
HR:
Town Attorney,
1. September 2015: Conduct initial
State law requires that certain professionals
for Reporting of Child and
Rodriguez
PD
research
report suspected child and elder abuse and
Elder Abuse
Portillo
2. November 2015: Develop a work
neglect. These people are called "mandatory
38
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts./Partners
plan to identify milestone dates for
reporters."
items #3 and #4
3. Winter 2015: Develop a draft policy
HR will coordinate with the Police Department and
for review and approval.
the Town Attorney's Office to develop and
4. Spring 2016: Implement the policy
implement a policy, and conduct employee
and conduct employee training
training.
1. Ongoing: Evaluation and monitoring
Town -wide Training Program
HR:
Health and Safety
1. August 2015: Conduct initial
HR is working with a contracted OSHA specialist to
Rodriguez
Committee
research to identify legal mandates
identify legally- mandated health and safety
Some departments are
Portillo
and prioritize employee mandated
training requirements to develop a Town -wide
providing OSHA- mandated
training
annual work plan. Hazardous materials handling,
and other legally required
2. Spring 2016: Develop and conduct
back -care, hearing conservation, respiratory fit-
trainings; however, it is
employee training for high priority
testing, workplace violence protection, and anti -
desirable to centralize the
mandated training
harassment are of the mandated trainings.
oversight of these trainings.
3. Develop an annual work plan for
review and approval during the FY
2016 -17 Budget Cycle
1. Ongoing: Evaluation and monitoring
Update Town -wide Outside
HR:
Town Attorney
1. July 2015: Research and prepare
Update the Town Outside Work Permit Policy.
Work Permit Policy
Rodriguez
draft policy
Portillo
2. August 2015: Present the draft
Milestone 1 in progress
policy to the Policy Committee
L December 2015: Complete the
policy and procedures.
Retirement Information Kit
HR:
1. Research best - practices; review
Researching the feasibility of using an intern to do
to Assist with Retirement
St. John
CalPERS materials
this project. If resources don't become available in
Consultations
Rodriguez
1. Develop toolkit
FY 2015/16, this project will be pushed to FY
2016/17.
39
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Employee Recognition
HR:
White (TMO)
1. Establish a recognition committee
A recognition committee has been established and
Program
Portillo
Murphy (Library)
2. Provide draft recognition program
is meeting to develop the recognition plan. A
St. John
for feedback from committee and
policy has been drafted with committee input. The
Rodriguez
exec team
policy will be reviewed with the Exec Team in A
1. Approve and implement program
Negotiate New Labor
HR:
White (TMO)
1. Research Issues
Preparation will begin in the Fall, 2015.
Agreements for TEA,
Portillo
Callaway (Finance)
2. Conduct salary surveys of
Closed session should be scheduled in Jan /Feb
AFSCME and POA
Rodriguez
Town Attorney or
benchmark classifications
2016.
Outside Counsel
3. Select the bargaining teams
TEA and AFSCME negotiating teams will begin
4. Request parameters from Council
meeting in the Spring 2016. POA will begin
S. Negotiate and reach agreement.
meeting in Summer 2016.
1. Ratify and implement the MOU's.
Identify Talent
HR:
White
1. Identify turnover, retention issues
HR will scope this project with the new Town
Attraction /Retention
Portillo
2. Conduct salary studies for hard -to-
Manager.
Challenges
recruit or at -risk positions
3. Provide recommendations to TMO
40
Project/Program
Project
Lead /Team
Other
Depts./Partners
Project Milestones
Status and Comments
Support New Town Manager
HR:
TMO: White
1. Provide support for Council Closed
The recruitment period has closed and applicants
Recruitment and
Portillo
Performance Management, including the annual evaluation system.
Sessions to develop a recruitment
are under review. It is anticipated that a new
Onboarding
plan and select the recruiter
Town Manager will be on board in October 2015.
2. Execute a contract with the
Executive Recruitment firm
3. Facilitate completion of the
recruitment brochure
4. Provide support for the recruitment
process as needed
5. Provide support for new TM
employment agreement
6. Complete the onboarding process in
accordance with the TM contract
terms
Human Resources /IT Department— Ongoing Activities
Ongoing Activities
1.
Employee recruitment and retention — recent workload measures indicate that approximately 35 new hires and 35 separations are processed per year, for
roughly 5 -6 employee on- boarding or off - boarding handled per month.
2.
Compensation and Classification administration, including the processing of Personnel Action Forms for all employee status changes.
3.
Benefits Administration, including coordination with CalPERS and industry brokers for maintenance and implementation of all benefit plans (medical,
dental, vision, life and supplemental insurances.)
4.
Employee Relations, including the informal and formal resolution of employee /management concerns related to work rules and working conditions.
S.
Employment Policy Administration, including the oversight of legal mandates for the workplace.
6.
Performance Management, including the annual evaluation system.
7.
Safety Program Administration and Workers' Compensation
41
Ongoing Activities
8.
Deferred Compensation Administration
9.
COBRA Administration
10.
Training and Professional Development.
11.
Complete contracting, purchasing, and payments for HR /IT related consultants, contractors, and supplies
12.
Provide technical support to staff for various issues
13. Maintain user accounts and associated security permissions for folders and systems
14.
Replace PCs, laptops, servers reaching end of useful life
15.
Maintain hosted voice over IP phone system
16.
Coordinate geographical information systems (mapping) data and online system improvements and maintenance
17.
Maintain security updates and health of 74 network servers and 204 network computers
18.
Support network applications such as dispatch and other law enforcement, finance, permitting, public works, document imaging, antivirus, online access
and more
19.
Research and planning for potential productivity enhancements and other systems upgrades town -wide
20.
Maintain email system with 311 recipients, 44 distribution groups, 100,000 messages per month, cloud antispam, and Public Record searches
21.
Maintain internet service connections, firewalls, routers, switches, cabling, microwave and wireless access points
22.
Support technology in patrol vehicles including vehicle and officer worn cameras, laptops, wireless connections and network security
42
KEY DEPARTMENT PROJECTS /PROGRAM INTITATIVES
LIBRARY
43
Department Projects /Program Initiatives - Library
Key Department Projects — Project/programs initiatives to be implemented by the department during the fiscal year.
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Passive Sound Reduction —
Murphy
PPW
• Consulted with sound engineer to
I Final construction drawings August 2015
Install acoustical materials
provide conceptual design
RFP for general contractor August 2015
to the drywall portion of the
• Consulting with architect to
Construction during December 2015 holiday
lobby ceiling and extend the
provide construction design
closure (ideally)
wall in the teen room to
documents
reduce overall noise in the
library
Major Donor Wall
Murphy
Friends of
• Re -etch existing donor plaques to
Target December 2015
Modifications
Library/PPW
be legible
• Remove blank donor plaques
• Add digital donor display for
existing donors and future donors
Online Payments — Enhance
Corrales
Finance
• PayPal development slated to be
Delay due to accounting rewrite dependency,
our integrated library
released in Koha version 3.22
Spring 2016
system to accept online
payments for fines & fees
Local Newspaper Digitization
Maglio
• Copyright permission search
Target Late Spring 2016
started May 2015 Permission
request letters sent out by June
2016
Be a Book Family Program:
Laredo
LGUSD, LGSUHSD
. Establish distinct target age groups
Launch date Fall 2015
This program will market
family literacy and
• Choose first quarterly theme
community support of
reading, getting parents,
44
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
children and community
• Select materials to highlight
members to read and to talk
about reading
• Create promotional materials and
online content
• Market through school and
storytime groups
Ender's Game Readalong:
Laredo
LGUSD, Los Gatos
• Develop book related
Launched May 2015
This community read -along
History Club
programming
is in conjunction with the
• Create online bookcast content
Freshman Required
• Engage local adults (local officials,
Reading for Los Gatos High
teachers, service groups, etc.) in
School. As a way to create
program to support teens
a community of readers
and support our new high
schoolers, this programs
targets teens, parents, and
community members to
read and engage with
Ender's Game
Interactive Summer Reading
Gildea
Friends, Local
. Work with vendor to transfer
Launch date May 27, 2015
Schools
online summer reading program to
Recurring, annual event
mobile, interactive interface
• Update program information
Museum Library
Maglio/
Museums of Los
• Meet with curators to discuss
• Collaborative Inventory of objects July 2015
Collaboration
Murphy
Gatos
focus areas and areas of
Collaborate for shared program at History
collaboration
Museum opening — November 2015
Local History Volunteer
Murphy/
History Museum
• Create timeline and scope /goals
Target - December 2015
Recruitment and Training
Maglio
for local history collections and
services in the library
• Build history services and team
through strategic volunteer
45
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
recruitment for technology skills
and historical knowledge
• Create documented training guide
for all history volunteers and
library staff
Automated Materials
Murphy/
Friends of Library
Site Visit Bascom Branch SJPL July
Target Installation - December 2015
Handling
Corrales
2014
Initial contacts w consultants and
vendors — MK Sorting, Techlogic, 3M
California Public Library
Corrales
MIS /Gjerde
Grant Application
Target Installation - Late Fall 2015
Broadband Project: This
Questionnaires and Surveys for
collaborative, state -wide
CALREN and CENIC
initiative allows the Los
Purchase of Equipment
Gatos Library to connect to
• AT &T survey of Fiber line
broadband services
• July 1, 2015 begin installation of
through the state higher
equipment
education network, with
August 1, 2015 - -new 1G13 internet
20x the bandwidth. Grant
speed up and running
funding has been provided
August 31, 2015 -- end contract
through the state as well as
with Comcast for internet at the
our local consortium PLP to
Library.
help facilitate the
conversion. This
conversion will allow
faster, more robust
internet access for both
library customers and staff.
LGL Literary Fair 2015
Maglio
Friends of
Planning beginning June 2015
August 2015 & Annually every August
Library, local
Coordinate with Friends
businesses
Bookstore, Village House of Books,
publishers and local authors
Wireless Printing
Corrales
• Work with Envisionware (print
Target Installation - August 2015
46
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Install wireless printing
management software program)
capabilities for Library
to install wireless printing
Patrons
capabilities to work with our
current computer and print
systems
Operating Procedures
Murphy
Library Team
• Divide up procedures for review by
Target completion -September 2015
Review
Library team for 3 things:
1) Relevance
2) Modifications /Updates
3) Implementation /Enforcement
Consistency
Integrated Library System
Corrales
Library Team
• Schedule presentations by vendors
Spring 2016
Evaluation (System that
• Identify pros /cons of various
runs acquisitions,
systems
cataloging, circulation, and
• Issue RFP for ILS system
all searching capabilities for
the library)
Volunteer Appreciation
Murphy,
• Create annual volunteer
First Annual Event — August 3, 2015
Gildea,
appreciation event for all library
Maglio
volunteers
Customer Service /Desk
Murphy/
• Evaluate current public desk
Target completion date - Spring 2016
Rotation Evaluation
Laredo/
rotations for all three public desks
O'Brien
. Evaluate project /workload
distribution
• Establish most efficient, highest
customer service combination of
projects and desk hours
Establish Library
Murphy/
• Identify most efficient
Target completion date - September 2015
Management Team
White
management structure for Library
and recruit accordingly
47
Library— Ongoing Activities
Ongoing Activities
1.
Children's & Teen programming (including storytimes, special family programs, Summer Reading, etc.)
2.
Adult programming (including bookclubs, technology trainings, special presenters, etc.)
3.
Friends programming (quarterly support of Friends programs including Silicon Valley Reads, Annual Meeting, and holiday music)
4.
Reference & reader's advisory services (in- person, via email, via instant message, and via telephone)
5.
Check -in, check -out and collect fines for materials
6.
Shelve materials
7.
Collection development (including selection, deselection, and maintenance of existing collections)
8.
Outreach (including field trips, visits to preschools, elementary schools, high school and senior centers)
Ed
9.
Seven Day, 54 Hour Per Week Public Service
m
KEY DEPARTMENT PROJECTS /PROGRAM INTITATIVES
PARKS AND PUBLIC WORKS
49
Department Projects /Program Initiatives — Parks and Public Works
li Key Department Projects — Prolectlprograms initiatives to be implemented by the department during thefiscal year.
Project /Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Property sales
Morley
TMO
Fall 2015 Review by Council for direction
Future use of
Assessment Program
to staff
- Winchester Lark property
Receive Consultant Report —
-Venue
- Forbes Mill
-Tait Avenue (former museum)
Dittos Lane
- Parking Lot 6
Farmers Market
Harbin
Renn
Fall 2015 RFP
Current agreement has expired. No RFP has been
Spring 2016 Award of contract
done for this service previously.
Landscape and Lighting
Morley
December 2015 — Review of program,
Review program to look at level of service,
District Review
including assessments
condition of assessment districts, level of
assessment. Align services to needs and funding
at each district. Report to Council.
Division Projects /Program Initiatives — Engineering Services �1
Key Division Projects — Projectlprograms initiatives to be implemented by the division during the fiscal year.
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Street Saver Condition
Petersen
Conduct field observations —
This grant funded project will complete a full
Assessment Program
September 2015
condition assessment of Town streets and fully
Receive Consultant Report —
revise the Street Saver data. These reports drive
50
Division Projects /Program Initiatives — Capital Improvement Program
Key Division Projects — Proiect/pro- rams initiatives to be implemented by the division during the fiscal vear.
Project /Program
Project
Lead/Team
Other
Depts. /Partners
November 2015
prioritization of future capital maintenance
Capital projects — between
Morley
Petersen
Review status with Council —
projects.
12 and 30 capital projects
January 2016
multiple council meetings for each project. Will
Review and update land
Petersen
CDD
Complete June 2016, dependent on
Current procedures need review and updating to
development procedures
staffing levels given high turnover
allow for consistency on development review over
project.
time.
Highway 85 Litigation
Schultz
Morley
Review direction with Council — August
This project challenges the environmental study
Prevetti
2015
for the Highway 85 Express Lane project.
Valley Transportation Plan
Morley
Petersen
Submit a project list for the VTP 2040 by
This project defines local and regional
2040
August 31, 2015
transportation plans for the next 25 years.
The project list is in progress. Placeholder item on
Council Agenda for August 18, should there be a
need for the Council to hear the item again.
2016 Transportation
Matt Morley
Petersen
Submit a project list through the VTP
This effort is to bring a ballot initiative in the fall of
Funding Ballot Initiative
2040 effort. Monitor progress of
2016 for transportation needs.
initiative to represent the Town's
interest.
Division Projects /Program Initiatives — Capital Improvement Program
Key Division Projects — Proiect/pro- rams initiatives to be implemented by the division during the fiscal vear.
Project /Program
Project
Lead/Team
Other
Depts. /Partners
Project Milestones
Status and Comments
Capital projects — between
Morley
Petersen
Tracking in MS Project for schedule and
Tracking will allow for milestone tracking including
12 and 30 capital projects
major milestones.
multiple council meetings for each project. Will
delivered town wide.
Many projects are on hold pending a
distribute when complete
council discussion on the Almond Grove
project.
Almond Grove Project
Petersen
I
Council discussion on funding
I Staff expects to provide a full project overview in
51
Division Projects /Program Initiatives — Park Services
Key Division Projects — Project/programs initiatives to be implemented by the division during the fscalyear.
Project/Program
Project
Other
alternatives for the fall.
the fall of 2015 with project scope options and
Lead/Team
Depts. /Partners
Bid Phase IA— winter 2015
funding options.
Drought Management
Morley
Harbin
Build Phase 1A — Spring/ Summer 2016
Staff continues to manage water usage and will
Division Projects /Program Initiatives — Park Services
Key Division Projects — Project/programs initiatives to be implemented by the division during the fscalyear.
Project/Program
Project
Other
Milestones
Status and Comments
Lead/Team
Depts. /Partners
Ti;roject
Drought Management
Morley
Harbin
Report to Council in Fall 2015
Staff continues to manage water usage and will
provide ongoing reports to the Council on
progress.
Vegetation Management
Regan
Winter 2016
Manage use of herbicides to ensure appropriate
Plan
use, balancing the need for fire breaks with the
need to ensure natural habitat remains intact.
4th of July Celebration
Hammack
July 4, 2016
Coordination of the annual 4th of July celebration
at Oak Meadow Park
Arbor Day
Hammack
Spring 2016
Preparation of the annual arbor day event. In
2015 this event took place at the Town Plaza as
part of the Spring into Green event, a larger effort
to inform the community about "Green"
opportunities in the Town.
Public Works Week
Hammack
Spring 2016
Annual open house that includes tours of the
department by local schools. This is an
opportunity to provide outreach to the community
on services provided by the Town.
Screen on the Green
Hammack
Summer 2015
Annual event providing a movie for families in a
Town Park. This hugely successful event provides
an opportunity for the community to come
together for a relaxing kid friendly evening.
52
Division Projects /Program Initiatives — Environmental Services
Key Division Projects — Project/programs initiatives to be implemented by the division during the fiscal year.
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts. /Partners
Develop sustainable funding
Harbin
Finance
Provide solutions for including in 2016-
The NPDES program manages the flow of
plan for National Pollutant
Petersen
17 budget
contaminants into the local waterways. The
Discharge Elimination
program is currently not self- supporting.
System ( NPDES) permit
Solutions will look to take advantage of other
activities
funding opportunities to create a cost
recovery program.
Increase municipal recycling
Harbin
Report in June 2016
Recycling efforts at town facilities are
sporadic in the distribution of recycling
containers as well as in the collection of
material. This project will correct these
inefficiencies and result in greater overall
recycling at municipal facilities.
Downtown Trash and
Harbin
Implement solution Dec 2016
Resolve ongoing issue of overflowing trash
Recycling
cans with new service delivery model
Sustainability Plan
Harbin
Gilmore /CDD
Report on status of plan in January
The Sustainability Plan review will document
2016.
achievements and align next steps with
Council designated priorities.
Custodial Contract
Harbin
RFP — August 2015
The current custodial contract has expired
Award —October 2015 1
and needs to be re -bid.
53
Division Projects /Program Initiatives— Streets & Trees
Key Division Projects — Project /programs initiatives to be implemented by the division during the fiscal year.
Project/Program
Project
Other
Project Milestones
Status and Comments
Lead/Team
Depts./Partners
Street Tree Inventory
Regan
Report to Council — Fall 2015
The Town's street tree pruning contract included a
provision to inventory street trees. This inventory
will help to ensure a balanced urban forest as
trees of varied species can be planted and tracked.
Sidewalk Inventory
Petersen
Preliminary data collection Fall 2015.
This is a multiyear project to collect data with a
kickoff in Summer 2015. The project will inventory
the condition of sidewalks and provide data to
program future replacements. This is a project
that the Towns risk manager has been
encouraging to minimize claims related to
sidewalk trip and falls.
Implement street sign
Regan
June 2016
Implement program to obtain compliance with
assessment and
federal sign mandates. The mandates require
replacement.
regulatory signs meet reflectivity standards.
Relight plaza holiday tree
Harbin
November 2015
This project will re- string the plaza holiday tree
with new lights to ensure continued functionality
of the tree.
Cut Through Traffic
Morley
Petersen
Summer 2015
Cut through traffic impacts have grown this
summer. This project will identify potential
solutions for Council direction on implementation.
54
Parks and Public Works— Ongoing Activities
Ongoing Activities
1.
Represent Town with Los Gatos Saratoga Recreation
2.
Represent Town with Los Gatos Safe Routes to School
3.
VTA Technical Advisory Committee Liaison
4.
Lead Parking and Transportation Commission
S.
Lead Parks Commission
6.
Lead Bicycle and Pedestrian Advisory Commission
7.
Respond to Council and Manager Referrals
8.
Support efforts of the Beautification Committee
9.
Conduct maintenance activities and emergency repairs for Town facilities
10.
Evaluate all engineering, stormwater, and traffic issues for private development applications
11.
Approve and inspect public improvements constructed by developers as required by their permits
12.
Coordinate with outside agencies and utilities regarding construction activities in Town rights -of -ways
13. Manage all park reservations
14.
Coordinate with West Valley Sanitation
55
KEY DEPARTMENT PROJECTS /PROGRAM INTITATIVES
POLICE DEPARTMENT
56
I Department Projects /Program Initiatives — Police Department I
Key Department Projects — Project/ programs initiatives to be implemented by the department during the fiscal year
Project /Program
Project
Other
Project Milestones
Status and Comments
Lead /Team
Depts. /Partners
Mobile Audio Video (MAV)
Sgt.
IT
• Demo Unit installed for initial testing
• Tentatively scheduled for full installation in
This system provides in car
Kauweloa
of server and vehicle installation
July /August 2015
camera system in the patrol
• Process agreement with L -3 for
vehicles as well as the motor
Product & Services
units.
• Order equipment
• Full Installation of MAV system
• 90 day system test
Taser Replacement
Lt. Langer
Finance
• Submit budget costs to Finance for
• Tentatively scheduled for completion by
FY 15/16
October 1, 2015
• Present project to Town Council for
approval
• Purchase and Distribute Equipment
Records Management
Lt. Langer
IT
• Continue upgrade plans with the
• New upgrade has been identified and
System (RMS) Upgrade
City of Sunnyvale
approved with both agencies
• Ensure data transfer is complete
• Upgrade tentatively scheduled for Spring 2016
• Training for Staff on new updates
completion
Mobile Data Computer
Sgt.
PPW & IT
• Coordinate with PPW and IT for
• Project scheduled for completion by October
Replacement
Kauweloa
moving of MDC in Patrol Vehicles
2015
from the rear of vehicle to front of
vehicle
Alcoholic Beverage Control
Lt. Tada /
Community
• Obtained grant in October 2014 and
• Projected July 2015 — 2 additional ABC decoy
(ABC )Mini Grant
Cpl. Field
Development /
attend ABC grant training
operations and IMPACT inspections with Code
This grant covers overtime
Code Compliance
• First field operation March 2015
Compliance CSO.
S7
Project /Program
Project
Lead /Team
Other
Depts. /Partners
Project Milestones Comments
costs for personnel assigned
Lead /Team
Officer / Los Gatos
resulted in 3 ABC violations closes September 30, 2015
TLEADS
to enforcing alcoholic
CSO Mosunic
Chamber /Alcohol
• Coordinated with Community
beverage code violations at
Beverage Control
Development and Chamber f
locations serving and selling
outreach and participation in
alcohol including selling
training education for alcohol
alcohol to minors.
business licensed owners in Town
citizens
• Hosted LEADS Training / Education
Social Media Launch
Cpt.
TMO / IT
class March 2015 (Completed)
D'Antonio /
• Coordinated with Code Compliance
CSO Mosunic
during IMPACT ABC inspections of
Juvenile Traffic Diversion
Larry Brown
Traffic Court,
businesses (Completed)
Division Projects /Program Initiatives — Community Services
Key Division Projects — Project/programs initiatives to be implemented by the division during the fiscal year C'
Project/Program
Project
Other
Project Milestones and Comments
Lead /Team
Depts. /Partners
Cloudspace Mobile App —
CSO Mosunic
IT
• Develop Menu Items and Dtatively scheduled for launch in July 2015
t
Mobile app that will be
(Completed)
available to the public for up
• Add content and links to th
to date Police information
• Launch app for public use
and contact ability for
citizens
Social Media Launch
Cpt.
TMO / IT
• Set up Social Media Platform within • Working with TMO and Council on finalizing
D'Antonio /
Town policy Social Media Policy prior to implementation in
CSO Mosunic
Fall 2015
Juvenile Traffic Diversion
Larry Brown
Traffic Court,
• Research program • Classes to begin in September 2015
Program
SVDPS, MHPD,
• Develop citation review
and CPD
• Identify instructors
58
Obtain Class Outline
Division Projects /Program Initiatives — Parking & Traffic
Key Division Projects — Project/programs initiatives to be implemented by the division during the fiscal year
Project/Program
Project
Other
Project Milestones
Status and Comments
Emergency Operation Plan
Lead/Team
Depts. /Partners
• Final Safety Plan presentation,
• Implementation and drills scheduled for
Electric Vehicle Parking
U. Langer
PPW / Town
• Research current ordinance
• Fall 2015 target completion date
Ordinance
Attorney
• Identify changes /updates necessary
LGS Recreation -
• Update ordinance
The Emergency Plan will
Submit for approval
Division Projects /Program Initiatives — Emergency Preparedness
Key Division Projects — Project/programs initiatives to be implemented by the division during the fiscal year
Project/Program
Project
Lead/Team
Other
Depts. /Partners
Project Milestones
Status and Comments
Emergency Operation Plan
Lt. Tada /
Los Gatos School
• Final Safety Plan presentation,
• Implementation and drills scheduled for
Unification for all schools
CSO Mosunic
Districts / LGS
dissemination, and signoff (July
August 2015 — Back to School
within Los Gatos including
Recreation
2015)
LGS Recreation -
• Committee to facilitate school staff
The Emergency Plan will
training (August 2015)
cover topics such and
• Back to School safety drills
evacuation plans during
(September 2015)
emergencies, making
emergency notifications,
and safety precautions.
59
Police Department—Ongoing Activities
Ongoing Activities
1.
Patrol Burglary Suppression Plans integrated with PredPol Crime Prediction Software
2.
Cyberbullying & Digital Safety Awareness Education
3.
Safe Routes to Schools
4.
Neighborhood Watch Programs and Meetings
5.
Los Gatos On Watch Program
6.
Coffee with A Cop
7.
Youth Commission
8.
Drug Free Community Monthly Meetings
9.
Santa Clara County Fire Liaison / Emergency Operations
10.
Traffic Awareness and Enforcement Campaigns