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Home My WebLink About05-21-2008 City Council Agenda PacketAGENDA CITY OF SARATOGA CITY COUNCIL SPECIAL MEETING MAY 21, 2008 OPEN SESSION – 5:30 P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on May 15, 2008) COMMUNICATIONS FROM THE PUBLIC Oral Communications on Non-Agendized Items Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. Oral Communications -Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. LIBRARY COMMISSION INTERVIEWS The following person has been scheduled for an interview: 1. 5:30 p.m. Library Commission Javed S. Khan ANNOUNCEMENT OF CLOSED SESSION ITEMS – 5:40P.M. Conference with Legal Counse?l – Exposure to Litigation: Pursuant to Gov’t. Code (54956.9(b) – 1 case OPEN SESSION – 6:00P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. CALL MEETING TO ORDER – 6:00P.M. 1. CIP Study Session – Updated informational material will be distributed at the CIP Study Session Recommended Action: Accept report and provide direction to staff. ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269 or ctclerk@saratoga.ca.us. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II). Certificate of Posing of Agenda: I, Ann Sullivan, Acting City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council of the City of Saratoga was posted on May 15, 2008, at the office of the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at www.saratoga.ca.us Signed this 15th day of May 2008 at Saratoga, California. Ann Sullivan, CMC AGENDA REGULAR MEETING SARATOGA CITY COUNCIL Wednesday, May 21, 2008 REGULAR MEETING – 7:00 P.M. – CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on May 15, 2008) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Agendized Items Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. Oral Communications -Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. Communications from Boards and Commissions Council Direction to Staff Instruction to Staff regarding actions on current Communications from Boards & Commissions. ANNOUNCEMENTS CEREMONIAL ITEMS 1. Proclamation Declaring May 18 -24, 2008 as National Public Works Week Recommended action: Read proclamation 1 SPECIAL PRESENTATIONS 2. West Valley College Presentation – College Entrance Improvements Recommended action: Accept oral report by West Valley College and provide direction. CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council member. Any member of the public may speak to an item on the Consent Calendar at this time, or request the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 3. City Council Minutes -May 7, 2008 Recommended action: Approve minutes. 4. Review of Accounts Payable Check Registers Recommended action: That the City Council accepts the Check Registers for the following Accounts Payable payment cycles: April 24, 2008 May 1, 2008 May 8, 2008 5. Transportation Development Act (TDA) Article 3 Application for the Saratoga Avenue Walkway Project and Highway 9 Bicycle Safety Improvements-Phase 3 Design Recommended action: Adopt resolution supporting the Metropolitan Transportation Commission’s Transportation Development Act Article 3 Pedestrian/Bicycle Grant Application. PUBLIC HEARINGS Applicants/Appellants and their representatives have a total of ten minutes maximum for opening statements. Members of the public may comment on any item for up to three minutes. Applicant/Appellants and their representatives have a total of five minutes maximum for closing statements. Items requested for continuance are subject to Council’s approval at the Council meeting 6. Approval of an Ordinance Regarding Supervision by Parent or Guardian of Alcoholic Beverage Possession or Consumption by Persons Under Twenty-one and Imposing a Fee for the Costs of Providing a Second Police Response to Public Disturbances. Recommended action: Introduce and waive the first reading of the attached ordinance regarding supervision of certain social gatherings and cost recovery for public disturbances requiring a 2 second police response and direct staff to place the matter on the consent calendar at the next City Council meeting. 7. Fiscal Year 2008/09 Proposed Operating & Capital Budget Public Hearing Recommended action: Conduct a public hearing on the proposed FY 2008/09 Operating & Capital Budget, and provide direction to staff for budget adoption on June 4, 2008. OLD BUSINESS None NEW BUSINESS 8. Relocation of Coast Live Oak Tree from the Heritage Orchard to West Valley College Recommended action: Accept report and provide direction to staff. 9. Bus Shelter Feasibility Recommended action: Receive report and provide direction to staff ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Ann Waltonsmith Association of Bay Area Government Comprehensive County Expressway Planning Study Advisory Board (PAB) Hakone Foundation Executive Committee Santa Clara County Emergency Council SASCC West Valley Mayors and Mangers Association Sister City Liaison Council Finance Committee Highway 9 Safety AdHoc TEA AdHoc Vice Mayor Chuck Page Chamber of Commerce Hakone Executive Board West Valley Sanitation District West Valley Solid Waste Joint Powers Association Council Finance Committee Village AdHoc Valley Transportation Authority PAC Councilmember Kathleen King Peninsula Division, League of California Cities Santa Clara County Cities Association City School AdHoc TEA AdHoc 3 Councilmember Jill Hunter Historic Foundation KSAR Library Joint Powers Association Santa Clara County Valley Water Commission Village AdHoc Councilmember Aileen Kao County HCD Policy Committee Northern Central Flood Control Zone Advisory Board Santa Clara County Cities Association-Joint Economic Development Policy Committee (JEDPC) City School AdHoc Highway 9 Safety AdHoc CITY COUNCIL ITEMS OTHER CITY MANAGER’S REPORT ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II) Certificate of Posting of Agenda: I, Ann Sullivan, Acting City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council of the City of Saratoga was posted on May 15, 2008, of the City of Saratoga, Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at www.saratoga.ca.us Signed this 15th day of May 2008 at Saratoga, California. Ann Sullivan, CMC Acting City Clerk NOTE: To view current or previous City Council meetings anytime, go to the City Video Archives at www.saratoga.ca.us 4 CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2008 5/21 Regular Meeting – CIP Study Session 6/4 Regular Meeting – Joint Meeting with Parks and Recreation Commission 6/18 Regular Meeting – Joint Meeting with HOA Presidents 7/2 Regular Meeting – Joint meeting with Heritage Preservation Commission and Historic Foundation 7/16 Regular Meeting – Joint meeting with SASCC 8/6 Regular Meeting – Joint Meeting with Hakone Foundation 8/20 Summer Recess – No Meeting 9/3 Regular Meeting – Joint Meeting with West Valley Board of Trustees 9/17 Regular Meeting – Joint Meeting with Saratoga Union Elementary School District 10/1 Regular Meeting – Joint Meeting with Montalvo Arts 10/15 Regular Meeting – Joint Meeting with Los Gatos-Saratoga Union High School District 11/5 Regular Meeting –Joint Meeting with the Saratoga Ministerial Association 11/19 Regular Meeting – Joint Meeting with Mountain Winery 12/3 Regular Meeting – Reorganization 12/17 Regular Meeting – Traffic Safety Commission 5 SARATOGA CITY COUNCIL MEETING DATE: May 21, 2008 AGENDA ITEM: ORIGINATING DEPT: City Manager’s Office CITY MANAGER: PREPARED BY: DEPT HEAD: Ann Sullivan, Acting City Clerk Dave Anderson, City Manager SUBJECT: Proclamation Declaring May 18 -24, 2008 as National Public Works Week RECOMMENDED ACTION: Read proclamation. REPORT SUMMARY: The attached proclamation proclaims May 18 -24, 2008 as “National Public Works Week”. The services provided to the community by the Saratoga Public Works staff are an integral part of the citizens’ lives on a daily basis. The attached proclamation is a small way to say a huge “thanks” to all the members of the Public Works Department for all they do to make the community one of the most desired places to live in. Through rain or sunshine – the members of the Public Works Department will always be there to serve the citizens of Saratoga. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A – Proclamation 6 CITY OF SARATOGA PROCLAMATION DECLARING THE WEEK OF MAY 18-24, 2008 “NATIONAL PUBLIC WORKS WEEK” WHEREAS, public works services provided in our community are an integral part of our citizens’ everyday lives; and WHEREAS, the support of an understanding and informed citizenry is vital to the efficient operation of public works systems and programs such as water, sewers, streets, and highways, public buildings, and solid waste collection; and WHEREAS, the health, safety, and comfort of this community greatly depends on these facilities and services; and WHEREAS, the quality and effectiveness of these facilities, as well as their planning, design, and construction, is vitally dependent upon the efforts and skill of public works officials; and WHEREAS, the efficiency of the qualified and dedicated personnel who staff public works departments is materially influenced by the people’s attitude and understanding of the importance of the work they perform, NOW, THEREFORE, I, Ann Waltonsmith, Mayor of the City of Saratoga, do hereby proclaim the week of May 18-24, 2008 as “NATIONAL PUBLIC WORKS WEEK” in the City of Saratoga , and I call upon all citizens and civic organizations to acquaint themselves with the issues involved in providing our public works and to recognize the contributions which public works officials make every day to our health, safety, comfort, and quality of life. WITNESS OUR HAND AND THE SEAL OF THE CITY OF SARATOGA on this 21st day of May 2008. ______________________ Ann Waltonsmith, Mayor Saratoga, California 7 SARATOGA CITY COUNCIL MEETING DATE: May 21, 2008 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: John Cherbone DIRECTOR: John Cherbone Public Works Director Public Works Director SUBJECT: West Valley College Presentation – College Entrance Improvements RECOMMENDED ACTION: Accept report and provide direction to staff. REPORT SUMMARY: West Valley College will present plans to the City Council aimed at improving access to the College. The proposed improvements include modifications to their main Fruitvale and Allendale Avenue entrances, landscape median improvements on Fruitvale, and the proposed location of the Heritage Orchard oak tree, if relocation is approved. The City Council is being asked to provide direction regarding the proposed improvements. FISCAL IMPACTS: If approved, the new landscaping in the Fruitvale Median will require an incremental cost increase to the annual budget for median maintenance. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A. ALTERNATIVE ACTION: None in addition to the above. FOLLOW UP ACTION: Staff will work with the College to implement the final design. Page 1 of 2 8 Page 2 of 2 ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: None. 9 SARATOGA CITY COUNCIL MEETING DATE: May 21, 2008 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Ann Sullivan, Acting City Clerk DIRECTOR: Dave Anderson SUBJECT: City Council Minutes – May 7, 2008 RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the following City Council Meeting: Regular Meeting – May 7, 2008 FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A – Minutes from May 7, 2008 10 MINUTES SARATOGA CITY COUNCIL MEETING MAY 7, 2008 The City Council of the City of Saratoga met in Closed Session in the Administrative Conference Room at 5:30 p.m. ANNOUNCEMENT OF CLOSED SESSION Conference with Legal Counsel – Anticipated Litigation: Significant exposure to litigation pursuant to Government Code 54956.9 (b) (2 Items) MAYOR’S REPORT ON CLOSED SESSION Mayor Waltonsmith stated there was no reportable information from closed session. STUDY SESSION The City Council held a CIP Study Session at 6:00 p.m. in the Administrative Conference Room. Public Works Director John Cherbone presented the staff report. There was discussion regarding the CIP funding for: 1. Proposed Operational Efficiency Projects: Total Funding Available for Operational Efficiency Projects: $600,000 Total Cost of Identified Operational Efficiency Projects: $554,326 Balance of Available Funds: $ 45,674 These projects include: 1) City Hall Solar Project; 2) Community Development Document Imaging Project; and 3) City Website Upgrade Project. The Council discussed these projects at length. The Council briefly discussed the following: Park Development Projects – 1) De Anza Trail Phase II; 2) Lower Tank Trail (Parker Ranch) Repair Project; 3) Park Restroom Improvement Work; 4) Heritage Orchard Monument Sign; and 5) Village Creek Trail. Council directed staff to schedule a second CIP Study Session; and prior to the next Study Session have Director Cherbone meet with each Councilmember to discuss the CIP process. Council also directed that the Park Development Projects be agendized before the Parks & Recreation Commission for input on priorities. Mayor Waltonsmith adjourned the CIP Study Session at 6:58PM. Mayor Waltonsmith called the Regular City Council meeting to order at 7:05PM and led the Pledge of Allegiance. 11 ROLL CALL: PRESENT: Councilmembers Jill Hunter, Aileen Kao, Kathleen King, Vice Mayor Chuck Page, and Mayor Waltonsmith ABSENT: None ALSO Dave Anderson, City Manager PRESENT: Richard Taylor, City Attorney Assistant City Manager, Barbara Powell Ann Sullivan, Acting City Clerk Michael Taylor, Recreation Department Director Mary Furey, Administrative Services Director John Cherbone, Public Works Director John Livingstone, Community Development Director Crystal Morrow, Administrative Analyst REPORT OF CITY CLERK ON POSTING OF AGENDA FOR MAY 7, 2008. Ann Sullivan, Acting City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of May 7, 2008 was properly posted on May 1, 2008) ORAL COMMUNICATIONS – Citizen Ray – commented on the dead pines on Highway 9 in Monte Sereno, and noted the striping on Highway 9 is finished and how nice it looked. Cheriel Jensen – commented on: o The deterioration of the northern section of Quito Road; o Her opposition to the apple moth spraying that some cities are considering implementing and asked Council to join the cities that will not be spraying for apple moths; and o The type of wax that was used on the hardwood floors at the Saratoga Community Center and asked staff to consider using something with less odor. Janice Gamper – commented on the speeding traffic on Chester Avenue and suggested the use of blinking light speed signs. She also noted the upcoming bike safety training at Argonaut Elementary School. COUNCIL DIRECTION TO STAFF Councilmember King asked Public Works Director Cherbone to look into the speed monitor signs that were approved in the last budget and for staff to include an article in the weekly newsletter stating where those signs were going to be installed. Mayor Waltonsmith asked for more assistance from the Sheriff’s Office to monitor speeding on Chester Avenue, and for staff to look into the type of wax used to resurface the hardwood floors at the Community Center. Councilmember Page asked Director Cherbone to look at the condition of the pavement on Quito Road. 12 Director Cherbone stated the bad pavement sections of Quito Road are located in San Jose. ANNOUNCEMENTS Councilmember Hunter – Historic Living History Day coming up on Saturday, May 10, 2008. Mayor Waltonsmith – Announced the City has saved 5,980 pieces of paper by having a paperless Council agenda and over 50 hours of staff time; Hakone Gardens Design Center, which is open to the public, on May 9th ; Saratoga Sister City Potluck at Hakone on May 15th; and Matsuri Annual Festival on May 18, 2008 from 11:00AM to 4:0PM. CEREMONIAL ITEMS Appointment of Traffic Safety Commissioner Corinne Vita and Oath of Office. SPECIAL PRESENTATIONS 1. Presentation – California Voters First Initiative STAFF RECOMMENDATION: Adopt resolution endorsing the California Voters First Initiative. Norman Kline, Mayor of Saratoga in 2006, provided a slide show presentation on California Voters First Initiative and provided handouts. RESOLUTION: 08-027 KING/PAGE MOVED TO ADOPT RESOLUTION ENDORSING THE CALIFORNIA VOTERS FIRST INITIATIVE. INITIATIVE. MOTION PASSED 5-0. CONSENT CALENDAR 2. City Council Minutes -April 2, 2008 STAFF RECOMMENDATION: Approve minutes. PAGE/KING MOVED TO APPROVE CITY COUNCIL MINUTES FOR APRIL 2, 2008. MOTION PASSED 5-0. 3. City Council Minutes -April 16, 2008 STAFF RECOMMENDATION: Approve minutes. PAGE/KING MOVED TO APPROVE CITY COUNCIL MINUTES FOR APRIL 16, 2008. MOTION PASSED 5-0. 13 4. City Council Minutes -July 18, 2007 STAFF RECOMMENDATION: Approve minutes. PAGE/KING MOVED TO APPROVE CITY COUNCIL MINUTES FOR JULY 18, 2007. MOTION PASSED 5-0. 5. City Council Minutes -November 20, 2007 STAFF RECOMMENDATION: Approve minutes. PAGE/KING MOVED TO APPROVE CITY COUNCIL MINUTES FOR NOVEMBER 20, 2007. MOTION PASSED 5-0. 6. City Council Minutes -June 21, 2006 STAFF RECOMMENDATION: Approve minutes. PAGE/KING MOVED TO APPROVE CITY COUNCIL MINUTES FOR JUNE 21, 2006. MOTION PASSED 5-0. 7. Review of Accounts Payable Check Registers STAFF RECOMMENDATION: That the City Council accepts the Check Registers for Accounts Payable cycles: April 10, 2008 April 17, 2008 PAGE/KING MOVED TO ACCEPT CHECK REGISTERS FOR APRIL 10, 2008 AND APRIL 17, 2008. MOTION PASSED 5-0. 8. Appointment of Two Traffic Safety Commissioners and Oath of Office STAFF RECOMMENDATION: Adopt the attached resolutions appointing two members to the Traffic Safety Commission and direct the Acting City Clerk to administer the Oath of Office. Office. Acting City Clerk Ann Sullivan administered Oath of Office to new Traffic Commissioner Corinne Vita. Re-appointed Commissioner Michael Bustamante was unable to attend the meeting and will be sworn in at a later date by Acting City Clerk. RESOLUTION: 08-028 RESOLUTION: 08-029 PAGE/KING MOVED TO ADOPT THE RESOLUTIONS APPOINTING TWO MEMBERS TO THE TRAFFIC SAFETY COMMISSION AND DIRECT 14 ACTING CITY CLERK TO ADMINISTER THE OATH OF OFFICE. MOTION PASSED 5-0. 9. Amendment to Saratoga City Code to Adopt Use Restrictions for Kevin Moran Park STAFF RECOMMENDATION: Adopt Ordinance. ORDINANCE: 257 PAGE/KING MOVED TO ADOPT ORDINANCE AMENDING SARATOGA CITY CODE TO ADOPT USE RESTRICTIONS FOR KEVIN MORAN PARK. MOTION PASSED 5-0. 10. Motor Vehicle (MV) Resolution Authorizing Installation of a Stop Sign STAFF RECOMMENDATION: Move to adopt Motor Vehicle Resolution authorizing the installation of a stop sign on Shadow Mountain Drive at the intersection of Chateau Drive MV-274 PAGE/KING MOVED TO ADOPT MOTOR VEHICLE RESOLUTION AUTHORIZING THE INSTALLATION OF A STOP SIGN ON SHADOW MOUNTAIN DRIVE AT THE INTERSECTION OF CHATEAU DRIVE. MOTION PASSED 5-0. 11. Approval of Third Amendment to the Agency Agreement for the Countywide Household Hazardous Waste Collection Program STAFF RECOMMENDATION: Accept report, and authorize the City Manager to approve the Third Amendment to the Agency Agreement with the County of of Santa Clara for the Countywide Household Hazardous Waste Collection Program. PAGE/KING MOVED TO AUTHORIZE THE CITY MANAGER TO APPROVE THE THIRD AMENDMENT TO THE AGENCY AGREEMENT WITH THE COUNTY OF SANTA CLARA FOR THE COUNTYWIDE HOUSEHOLD HAZARADOUS WASTE COLLECTION PROGRAM. MOTION PASSED 5-0. 12. Approval of Second Amendment to the Agency Agreement for Countywide AB 939 Implementation Fee STAFF RECOMMENDATION: Accept report, and authorize the City Manager to approve the Second Amendment to the Agency Agreement with the County of Santa Clara for the Countywide AB 939 Implementation Fee. PAGE/KING MOVED TO AUTHORIZE THE CITY MANAGER TO APPROVE THE SECOND AMENDMENT TO THE AGENCY AGREEMENT 15 WITH THE COUNTY OF SANTA CLARA FOR THE COUNTYWIDE AB939 IMPLEMENTATION FEE. MOTION PASSED 5-0. 13. Approving Application for Clean Air and Transportation Improvement Fund, Proposition 116, Bicycle Program STAFF RECOMMENDATION: Adopt the attached resolution in support of the application for California Transportation Commission Clean Air and Transportation Improvement Fund, Proposition 116, Bicycle Program. RESOLUTION: 08-030 PAGE/KING MOVED TO ADOPT THE RESOLUTION IN SUPPORT OF THE APPLICATION FOR CALIFORNIA TRANSPORTATION COMMISSION CLEAN AIR AND TRANSPORTATION IMPROVEMENT FUND, PROPOSITION 116, BICYCLE PROGRAM. MOTION PASSED 5-0. 14. Landscaping and Lighting Assessment District LLA-1 -Amendment of Resolution of Intention STAFF RECOMMENDATION: Move to adopt Amended Resolution of Intention Ordering the Levy and Collection of Assessments for the City of Saratoga Landscaping and Lighting District LLA-1 for Fiscal Year 2008-2009. RESOLUTION: 08-031 PAGE/KING MOVED TO ADOPT AMENDED RESOLUTION OF INTENTION ORDERING THE LEVY AND COLLECTION OF ASSESSMENTS FOR THE CITY OF SARATOGA LANDSCAPINGN AND LIGHTING DISTRICT LLA-1 FOR FISCAL YEAR 2008-2009. MOTION PASSED 5-0. PUBLIC HEARINGS 15. Proposed User Fee Schedule Update for Fiscal Year 2008/09 STAFF RECOMMENDATION: Hold public hearing and adopt Proposed User Fee Schedule for FY 2008/09. Administrative Services Director Mary Furey presented staff report. Mayor Waltonsmith opened the public hearing. John Keenan – addressed the Council regarding user fees imposed on residents when experiencing emergency repairs due to natural causes – such as mud slides from heavy rains. He suggested the City consider lowering those fees. Cheriel Jensen – noted that the 20 cent cost for duplicating requested records was a little high, and since we are all trying to save paper, those documents should be provided electronically – for free, when possible. In addition, she feels that the 16 Planning Commission Appeal fee is too high, the Continuance fee is too low, and the tree removal permit fee is too high, especially when it involves a dead tree. She stated there are dead trees all over in the community; this is a fire hazard, and most people won’t pay the high permit fee to remove a dead tree. Mayor Waltonsmith closed the public hearing. Councilmember King addressed Mr. Keenan’s concern regarding user fees for emergency repairs and stated she thought the fee charged was only for actual cost. City Manager Dave Anderson asked Mary Furey if the 25% surcharge was for administrative overhead costs. Mary Furey stated it was and it helps pay the costs for the City to contract with engineers, geologists, etc. City Attorney Richard Taylor noted the City is only allowed to charge for the cost of providing a service. He stated there are no fees for which the City is making money and in many cases the cost of the fee is actually less than the cost for city staff to perform those services. There was continued discussion regarding the process of establishing the user fee schedule for Fiscal Year 2008/09. Council felt that after researching the user fees established by neighboring cities, the proposed user fees for the City of Saratoga are in line with other cities. PAGE/KING MOVED TO ADOPT PROPOSED USER FEE SCHEDULE FOR FY2008/2009. MOTION PASSED 5-0. OLD BUSINESS 16. Online Citywide Community Calendar STAFF RECOMMENDATION: Accept report and direct staff accordingly. Administrative Analyst Crystal Morrow presented staff report and noted there were presenters from the Saratoga Chamber of Commerce, Artsopolis, and KSAR. Vance Nelson, President of Saratoga Chamber of Commerce, addressed the Council regarding their proposal for a City Community Calendar. Ron Evans, Director of Local Marketing and Technology for Artsopolis, addressed the Council with their proposal regarding a City Community Calendar. Trish Cypher, KSAR Board Member, addressed the Council with their proposal for a City Community Calendar. After After lengthy discussion regarding the various options presented, Mayor Waltonsmith invited public comments. 17 Trish Cypher, KSAR presenter, noted KSAR was not trying to compete with the Saratoga Chamber of Commerce; they were interested in working jointly with the Chamber. Mayor Waltonsmith closed public comment. Council Direction to Staff: Councilmembers Page and King made a motion to move forward contracting with Artsopolis to create a Saratoga community calendar, with specific language stipulated by City Attorney Richard Taylor. PAGE/KING MADE AN AMENDED MOTION TO FUND THE ARTSOPOLIS CONTRACT WITH $5,000 FROM THE 2007/2008 COUNCIL’S DISCRETIONARY FUNDS FOR THE CURRENT FISCAL YEAR, AND TO BUDGET $3,500 IN THE BUDGET FOR FISCAL YEAR 2008/2009 THROUGH DECEMBER OF THE 2009/2010 BUDGET AND $3,500 EACH YEAR THEREAFTER TO COVER ANNUAL MAINTENANCE COSTS OF THE CALENDAR. MOTION PASSED 4-1 WITH COUNCILMEMBER HUNTER OPPOSING. The Council also directed staff to continue using the Chamber of Commerce calendar. Mayor Waltonsmith declared a 5 minute break at 9:40PM. Mayor Waltonsmith reconvened the meeting at 9:45PM. Councilmember Page made a motion to move ITEM 18 forward for discussion. Council concurred. 18.Business License Tax Compliance Audit STAFF RECOMMENDATION: Review Muniservices LLC’s audit proposals to provide the City of Saratoga with a Local License Tax Compliance Program for business license discovery and audit services, and direct staff as to whether Council would like the City to enter into a contract with MuniServices LLC for a business license audit. Administrative Director Mary Furey presented the staff report. Mayor Waltonsmith invited public comment. No one spoke on this item. PAGE/KING MOVED TO DIRECT STAFF TO ENTER INTO A CONTRACT WITH MUNISERVICES LLC TO PROVIDE THE CITY OF SARATOGA WITH A LOCAL LICENSE TAX COMPLIANCE PROGRAM FOR BUSINESS LICENSE DISCOVERY AND AUDIT. MOTION PASSED 5-0. 17. Proposed City-wide Garage Sale 18 STAFF RECOMMENDATION: Accept report and direct staff accordingly. Assistant City Manager Barbara Powell presented the staff report. Mayor Waltonsmith invited public comment. No one was present to comment on this item. There was Council discussion regarding the various garage sale options, costs involved and staff time to prepare and plan for a city-wide garage sale. Council noted the primary reason for promoting a city-wide garage sale is to encourage recycling to increase the waste diversion from landfills. Council directed staff: o To place ads in the Saratoga News, distribute a press release, and post City Website messages encouraging residents to recycle their unwanted household items by having garage sales in June and July of this year; o Contact West Valley Collection & Recycling, and if feasible given their timelines, have them place flyers in the monthly billing statements encouraging neighborhood garage sales prior to the scheduled annual cleanup day; and o Begin the process of an organized city-wide garage sale along with Los Gatos and Monte Sereno for next year (2009). WALTONSMITH/KAO MOVED TO ALLOCATE $1,500 FROM THE COUNCIL DISCRETIONARY FUND TO COVER COSTS FOR GARAGE SALE ADVERTISING FOR 2008. MOTION PASSED 5-0. NEW BUSINESS 19.Review the Retail Site Assessment Report from the Buxton Company STAFF RECOMMENDATION: Direct Staff Accordingly. Community Development Director John Livingstone presented the staff report and introduced Robert Belcher, representative from the Buxton Company. Mr. Belcher provided a presentation on the completed Retail Site Assessment Report for the Saratoga community. There was Council discussion and Council stated that this was the first step in researching the type of retailers that could successfully provide the goods and services the community uses. Council thanked Mr. Belcher for traveling to Saratoga from out of state and for his clarification of the Buxton Study results. Council concurred unanimously to place this project on hold for now. 20.City of Saratoga Website 1 9STAFF RECOMMENDATION: Accept report and direct staff accordingly. Administrative Analyst Crystal Morrow presented the staff report and provided Council with options regarding Website improvements. There was lengthy Council discussion regarding Website features and content. Council noted they felt it was important to have a top notch website. HUNTER/PAGE MOVED TO SET ASIDE $50,000 IN THE OPERATIONAL EFFICIENCIES BUDGET FOR FISCAL YEAR 2008/2009. MOTION PASSED 5-0. ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Ann Waltonsmith: SASCC – reported they are doing very well and that their annual Afternoon Tea was a great success. West Valley Mayors and Managers Association – reported the WVMMA discussed having a “recycling competition” between the 5 member cities. She stated the Town of Los Gatos will be taking the lead on the preparations for this event and she volunteered the next City of Saratoga Mayor to assist them with the competition preparations. Sister City Liaison – reported the Sister City Group had selected 3 students to participate in the annual student exchange program and will be traveling to Japan in August. Vice Mayor Chuck Page: West Valley Solid Waste Joint Powers Association – reported they had met last week and stated there may be a slight rate increase and the hard-to-serve rate will go away. Village AdHoc – met a week ago and did a walk through the Village. Water District – attended the last meeting and reported they are concerned about a $141 million dollar outstanding liability and are looking at ways to fund that liability. Councilmember Kathleen King: Peninsula Division, League of California Cities – reported they would not be taking a stand on the re-districting issue. Santa Clara County Cities Association – announced Mayor Waltonsmith would be attending the meeting on her behalf the following evening. City School AdHoc – reported the Pop Warner issue hasn’t been resolved as of this date. TEA AdHoc – reported she had met with Jim Beall and suggested scheduling a meeting with Chris Forsythe. Councilmember Jill Hunter – had nothing to report. Councilmember Aileen Kao: ABAG General Assembly – reported she attended the annual meeting in San Francisco on behalf of Ann Waltonsmith. She also noted that ABAG encouraged the South Bay cities to submit nominations for the Outstanding Awards Program for 2009. 20 CITY COUNCIL ITEMS Councilmember King requested to agendize the time duration of Council meetings and suggested stretch breaks throughout the evening during lengthy council meetings. Mayor Waltonsmith noted the Silicon Valley Realtors Association had asked her to give an informal State of the City presentation; which she did. She also noted the Association does an annual community project and for 2008 they would like to do a fundraiser and would donate half the profits to the City of Saratoga and the other half to the Town of Los Gatos. The Association purchased all the tickets for the San Jose Giants baseball game on August 3, 2008 and would like the City to participate in this fundraising event by helping with the sale of the tickets. The Mayor noted she would like to agendize this item on the next Council meeting for further disscussion. CITY MANAGER’S REPORT City Manager Dave Anderson referred to the earlier discussion regarding Highway 9 and the grant that the City received through CTC. He noted the other West Valley Mayor/Managers Association cities indicated they would like to schedule a joint meeting with the Highway 9 Committee to give a status report to the community and to prioritize future projects so they will be in the queue when monies become available for the Highway 9 project; allowing all three cities to jointly decide which segments of the project would be first, second, and third priority. ADJOURNMENT PAGE/KAOMOVED TO ADJOURN THE REGULAR MEETING AT 11:45PM. MOTION PASSED 5-0. Respectfully submitted, Ann Sullivan, CMC Acting City Clerk 21 Dave Anderson Melanie Whittaker Anil Paul RECOMMENDED ACTION: That the City Council accepts the Check Registers for the following Accounts Payable payment cycles: April 24, 2008 May 1, 2008 May 8, 2008 REPORT SUMMARY: Attached are the Check Registers for: Date Ending Check No. 04/24/08 107664 107721 58 $178,496.86 04/24/08 04/17/08 107663 05/01/08 107722 107776 55 $77,736.50 05/01/08 04/24/08 107721 05/08/08 107777 107821 45 $110,903.25 05/08/08 05/01/08 107776 Total $367,136.61 AP Date Check No. Issued to Dept. Amount 04/24/08 107668 Internal Services $54,384.78 04/24/08 107679 General Gov. Services $11,633.44 04/24/08 107681 Various $10,876.00 04/24/08 107683 CIP Activity $28,979.55 04/24/08 107700 Public Works $20,779.12 05/01/08 107740 CIP Activity $11,700.00 05/01/08 107769 Public Works $10,858.00 05/08/08 107791 CIP Activity $44,826.76 Santa Clara Valley Transp. Authority General Member Agency Fee -FY08 Quarters 1 & 2 Exterior Painting-Labor, Materials, Equip. per contract George Bianchi Construction Village Sidewlk/Curb/Gutter; Alt. Soccer Field Curb, Gutter, Sidewalk Maint.; West Valley Field Project Curb, Gutter, Sidewalk Maintenance Association of Bay Area Government Workers' Compensation Workers' Compensation Premium Quarter 2/08 Various General Gachina Landscape Management Landscape Maintenance Cell Phone Tower Lease Crown Castle Overpayment Refund Matt Novakovich General Fund Orchard Maintenance Ekim Painting-North, Inc. AGENDA ITEM: ACCOUNTING SUPERVISOR: George Bianchi Construction DEPARTMENT: PREPARED BY: Accounts Payable SUBJECT: Review of Accounts Payable Check Registers. Ending Check No. Purpose Prior Check Register Amount The following is a list of Accounts Payable checks issued for more than $10,000 and a brief description of the expenditure: Fund Type of Checks Starting Check No. Accounts Payable CITY MANAGER: SARATOGA CITY COUNCIL Finance & Administrative Services Accounts Payable Checks Released May 21, 2008 Total Checks MEETING DATE: Date Village Sidewalk/Curb/Gutter Warner Hutton House Imprv. 22 C:\DOCUME~1\cboyer\LOCALS~1\Temp\Staff Report The following is a list of Accounts Payable checks that were voided or manually issued: AP Date Check No. Issued to Amount 4/24/08 5/1/08 5/8/08 The following is a list of cash reduction by fund: Fund # AP 4/24 AP 5/01 AP 5/08 Total 001 General 68,924.52 44,905.59 51,360.57 165,190.68 201 Manor Drive Landscape 1 60.00 160.00 202 Ferdericksburg Landscape 1 32.00 132.00 203 Greenbriar Landscape 3 99.00 3 11.28 710.28 204 Quito Lighting -205 Azule Lighting -206 Sarahills Lighting -207 Village Lighting 3 38.29 338.29 209 McCartysville Landscape 2 15.00 215.00 210 Tricia Woods Landscape 7 5.00 75.00 211 Arroyo de Saratoga Landscape 8 5.00 85.00 212 Leutar Court Landscape 8 5.00 85.00 215 Bonnet Way Landscape 1 27.00 127.00 216 Beauchamps Landscape 8 5.00 85.00 217 Sunland Park Landscape 3 40.00 340.00 222 Prides Crossing Landscape 4 50.00 450.00 224 Village Commercial Landscape -225 Saratoga Legends Landscape 3 63.00 363.00 226 Bellgrove Landscape 1 ,985.00 1,985.00 227 Cunningham/Glasgow Landscp 1 45.00 145.00 228 Kerwin Ranch Landscape 3 40.00 340.00 229 Tollgate LLD 9 0.00 6 37.26 727.26 231 Horseshoe Landscape/Lighting 3 20.00 320.00 232 Gateway Landscape 2 45.00 87.58 332.58 233 Carnelian Glen 1 35.00 135.00 270 CDBG Administration -271 Saratoga Housing & Rehab.Prg. -400 Library Bond Debt Service -501 Equipment Replacement ISF -502 Information Technology -503 Facility Improvement 4 ,853.21 7 03.21 1,317.87 6,874.29 504 Facilities 6 ,413.11 2 ,606.29 4,694.71 13,714.11 505 Information Technology 5 ,488.95 7 60.92 1,404.61 7,654.48 506 Office Stores Fund 2 ,655.62 7 26.72 3,382.34 510 Liability/Risk Mgt -511 Workers' Comp 54,384.78 54,384.78 701 Traffic Safety 2 66.30 266.30 702 Highway 9 Safety -704 -706 Sidewalk Annual Project -(None to report) (None to report) Description (None to report) Fund Description Annual Street Resurfacing 23 C:\DOCUME~1\cboyer\LOCALS~1\Temp\Staff Report 708 -The following is a list of cash reduction by fund: (cont.) Fund # AP 4/24 AP 5/01 AP 5/08 Total 716 Highway 9/Oak Pedestrain -720 KSAR/CATV Agency Fund -724 Village Newsrack Enclosures 6 15.06 615.06 726 2 Solar Radar Feedbacks -727 El Quito Area Curb Replacement -731 Storm Drain Upgrades -732 Median Landscape/Irrigation -734 Civic Center Landscape -735 Village Lights (Zone 7A) -736 Village Trees Lighting -738 Cox Ave Railroad Crossing -739 220.00 220.00 744 Village Sidewalk, Curb/Gutter 28,979.55 7,181.78 36,161.33 746 Saratoga-Sunnyvale Gateway -747 -748 El Ca Grante/Monta Vista -749 Sara-Sun Gateway Sidewalk -751 Financial System Upgrade -752 -755 Warner Hutton House Improv. 3 56.54 11,993.00 12,349.54 760 Facility Projects 5 9.99 7 ,868.00 7,927.99 761 -762 North Campus/19848 Prospect 1 ,780.00 1,780.00 766 Historical Park Fire Alarm -778 -780 -783 -785 2 86.60 286.60 786 -788 4 ,542.57 4,542.57 789 -790 23.88 23.88 791 4,967.27 4,967.27 792 37,644.98 37,644.98 793 -794 -795 2,000.00 2,000.00 796 -797 San Marcos OP Space Trail -178,496.86 77,736.50 110,903.25 367,136.61 ----ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A El Quito Park Improvement Fire Alarm McWill&Book Go Prospect Road Medians Trail Segment #3 Repair Teerlink Ranch Trail Repair Carnelian Glen Footbridge UPRR/De Anza Trail Citywide Tree Replanting Kevin Moran Hakone Garden D/W Heritage Orchard Path Alternative Soccer Field TOTAL Beauchamp Park Fund Parks/Trails Repair Wildwood Park Improvement Document Imaging Project Wildwood Park -Wtr/Seat Fund Description Saratoga Sunnyvale PH 2 Sara-Sun ADA Curb Ramps 24 C:\DOCUME~1\cboyer\LOCALS~ \Temp\Staff Report ATTACHMENTS: Check Registers in the A/P Checks By Period and Year report format C:\DOCUME~1\cboyer\25 LOCALS~1\Temp\Staff Report 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 SARATOGA CITY COUNCIL MEETING DATE: May 21, 2008 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Macedonio Nunez DIRECTOR: John Cherbone SUBJECT: Transportation Development Act (TDA) Article 3 Application for the Saratoga Avenue Walkway Project and Highway 9 Bicycle Safety Improvements-Phase 3 Design RECOMMENDED ACTION: Adopt resolution supporting the Metropolitan Transportation Commission’s Transportation Development Act Article 3 Pedestrian/Bicycle Grant Application. REPORT SUMMARY: Saratoga Avenue Walkway Project: In March 2008, Public Works staff applied for a Metropolitan Transportation Commission grant titled Transportation Development Act Article 3 Pedestrian/Bicycle Grant Application (TDA Article 3 Grant) for the Saratoga Avenue Walkway Project. Under the TDA Article 3 Grant, “Guaranteed” funds are made available each year for bicycle/pedestrian projects. On January 21, 1998, a Resolution was passed by City Council in support of the Saratoga Avenue Walkway Project that that utilized the TDA allocations. This project has been ongoing since 1992, and has created new walkways along Saratoga Avenue from the City limits to Heritage Oak. The last phase on Saratoga Avenue from Heritage Oak to Park Place will be completed with a combination of last two year’s TDA funding and this year’s allocation. This year’s Guaranteed Allocation for the City of Saratoga is $19,947. These funds have also funded Pedestrian Safety Improvements at the Crestbrook Dr. and Herriman Ave intersections. Highway 9 Bicycle Safety Improvements-Phase 3 Design: In May 2008, Publics Works staff applied for a California Transportation Commission Proposition 116 grant to improve the intersection of Highway 9 and Austin Way titled Highway 9 Bicycle Safety Improvement-Phase 3. For the design phase of the Highway 9 Bicycle Safety Improvements-Phase 3, Public Works staff applied for a second TDA Article 3 Grant. The Valley Transportation Authority has provided the City of Saratoga this TDA-Article 3 Grant opportunity to help fund the design phase of this project. This allocation amount for this project is $20,000. Page 1 of 2 42 Page 2 of 2 Discussion Renewed authorization to submit the attached applications needs to be granted by the City Council. This will be accomplished by adopting the attached Resolution. FISCAL IMPACTS: No local match is required for TDA Article 3 Grants CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The project would not be approved, and the TDA Guaranteed Allocations of $49,974 would be reallocated to other cities in Santa Clara County. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Resolution will be forwarded to the MTC. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS 1. Resolution authorizing the filing of an application with the Valley Transportation Authority for the allocation of Transportation Development Act Article 3 Funds for fiscal year 2008-09. 43 Resolution No. INSERT NUMBER Re: Request to the Metropolitan Transportation Commission for the allocation of fiscal year 2008-09 Transportation Development Act Article 3 Pedestrian/Bicycle project funding WHEREAS, Article 3 of the Transportation Development Act (TDA), Public Utilities Code (PUC) Section 99200 et seq., authorizes the submission of claims to a regional transportation planning agency for the funding of projects exclusively for the benefit and/or use of pedestrians and bicyclists; and WHEREAS, the Metropolitan Transportation Commission (MTC), as the regional transportation planning agency for the San Francisco Bay region, has adopted MTC Resolution No. 875, Revised, entitled “Transportation Development Act, Article 3, Pedestrian/Bicycle Projects,” which delineates procedures and criteria for submission of requests for the allocation of “TDA Article 3” funding; and WHEREAS, MTC Resolution No. 875, Revised requires that requests for the allocation of TDA Article 3 funding be submitted as part of a single, countywide coordinated claim from each county in the San Francisco Bay region; and WHEREAS, the CITY OF SARATOGA desires to submit a request to MTC for the allocation of TDA Article 3 funds to support the projects described in Attachment B to this resolution, which are for the exclusive benefit and/or use of pedestrians and/or bicyclists; now, therefore, be it RESOLVED, that the CITY OF SARATOGA declares it is eligible to request an allocation of TDA Article 3 funds pursuant to Section 99234 of the Public Utilities Code, and furthermore, be it RESOLVED, that there is no pending or threatened litigation that might adversely affect the project or projects described in Attachment B to this resolution, or that might impair the ability of the CITY OF SARATOGA to carry out the project; and furthermore, be it RESOLVED, that the CITY OF SARATOGA attests to the accuracy of and approves the statements in Attachment A to this resolution; and furthermore, be it RESOLVED, that a certified copy of this resolution and its attachments, and any accompanying supporting materials shall be forwarded to the congestion management agency, countywide transportation planning agency, or county association of governments, as the case may be, of SANTA CLARA COUNTY for submission to MTC as part of the countywide coordinated TDA Article 3 claim. The CITY OF SARATOGA adopted this resolution on May 21, 2008. AYES: NAYS: ABSENT: ABSTAIN: Ann Waltonsmith, Mayor Attest___________________________________________ Ann Sullivan, Acting City Clerk City of Saratoga 44 Resolution No. INSERT NUMBER Attachment A Re: Request to the Metropolitan Transportation Commission for the Allocation of Fiscal Year 2008-09 Transportation Development Act Article 3 Pedestrian/Bicycle Project Funding Findings Page 1 of 1 1. That the CITY OF SARATOGA is not legally impeded from submitting a request to the Metropolitan Transportation Commission for the allocation of Transportation Development Act (TDA) Article 3 funds, nor is the CITY OF SARATOGA legally impeded from undertaking the project(s) described in “Attachment B” of this resolution. 2. That the CITY OF SARATOGA has committed adequate staffing resources to complete the project(s) described in Attachment B. 3. A review of the project(s) described in Attachment B has resulted in the consideration of all pertinent matters, including those related to environmental and right-of-way permits and clearances, attendant to the successful completion of the project(s). 4. Issues attendant to securing environmental and right-of-way permits and clearances for the projects described in Attachment B have been reviewed and will be concluded in a manner and on a schedule that will not jeopardize the deadline for the use of the TDA funds being requested. 5. That the project(s) described in Attachment B comply with the requirements of the California Environmental Quality Act (CEQA, Public Resources Code Sections 21000 et seq.). 6. That as portrayed in the budgetary description(s) of the project(s) in Attachment B, the sources of funding other than TDA are assured and adequate for completion of the project(s). 7. That the project(s) described in Attachment B are for capital construction and/or design engineering; and/or for the maintenance of a Class I bikeway which is closed to motorized traffic; and/or for the purposes of restriping Class II bicycle lanes; and/or for the development or support of a bicycle safety education program; and/or for the development of a comprehensive bicycle and/or pedestrian facilities plan, and an allocation of TDA Article 3 funding for such a plan has not been received by the CITY OF SARATOGA within the prior five fiscal years. 8. That the project(s) described in Attachment B which are bicycle projects have been included in a detailed bicycle circulation element included in an adopted general plan, or included in an adopted comprehensive bikeway plan (such as outlined in Section 2377 of the California Bikeways Act, Streets and Highways Code section 2370 et seq.). 9. That any project described in Attachment B that is a “Class I Bikeway,” meets the mandatory minimum safety design criteria published in Chapter 1000 of the California Highway Design Manual. 10. That the project(s) described in Attachment B are ready to commence implementation during the fiscal year of the requested allocation. 11. That the CITY OF SARATOGA agrees to maintain, or provide for the maintenance of, the project(s) and facilities described in Attachment B, for the benefit of and use by the public. 45 Resolution No. INSERT NUMBER Attachment B Page 1 of 2 TDA Article 3 Project Application Form Fiscal Year of this Claim: 08/09 Applicant: City of Saratoga Contact person: Macedonio Nunez Mailing Address: 13777 Fruitvale Avenue, Saratoga CA 95070 E-Mail Address: mnunez@saratoga.ca.us Telephone: (408) 868-1218 Secondary Contact (in event primary not available) John Cherbone E-Mail Address:jcherbone@saratoga.ca Telephone:(408) 868-1241 Short Title Description of Project: Saratoga Avenue Pathway Project Amount of claim: $ 19,947 Functional Description of Project: Asphalt concrete & Portland cement concrete walkway along Saratoga Avenue, between Park Place and Shadow Oaks Way. Financial Plan: List the project elements for which TDA funding is being requested (e.g., planning, environmental, engineering, right-of-way, construction, inspection, contingency, audit). Use the table below to show the project budget. Include prior and proposed future funding of the project. If the project is a segment of a larger project, include prior and proposed funding sources for the other segments. Project Elements: Final design, specification, construction and inspection Funding Source All Prior FYs Application FY Next FY Following FYs Totals TDA Article 3 $ 163,849 $19,947 $19,947 list all other sources: 1. 2. 3. 4. Totals $ 163,849 $19,947 $183,796 Project Eligibility: YES?/NO? A. Has the project been approved by the claimant's governing body? (If "NO," provide the approximate date approval is anticipated). NO 05/16/08 B. Has this project previously received TDA Article 3 funding? If "YES," provide an explanation on a separate page. YES C. For "bikeways," does the project meet Caltrans minimum safety design criteria pursuant to Chapter 1000 of the California Highway Design Manual? (Available on the internet via: http://www.dot.ca.gov). D. Has the project been reviewed by a Bicycle Advisory Committee? (If "NO," provide an explanation). YES E. Has the public availability of the environmental compliance documentation for the project (pursuant to CEQA) been evidenced by the dated stamping of the document by the county clerk or county recorder? (required only for projects that include construction). YES F. Will the project be completed before the allocation expires? Enter the anticipated completion date of project (month and year) June 2008 YES G. Have provisions been made by the claimant to maintain the project or facility, or has the claimant arranged for such maintenance by another agency? (If an agency other than the Claimant is to maintain the facility provide its name: ) YES 46 PAGE 2 OF 2 TDA ARTICLE 3 PROJECT APPLICATION FORM Project Eligibility: B. This project has been previously funded in several cycles. See the attached TDA article 3 application for fiscal year of claim 03/04. D. This project is on going and has been reviewed in the past. See the attached TDA article 3 application for fiscal year of claim 03/04. 47 Resolution No. INSERT NUMBER Attachment B page 1 of 1 TDA Article 3 Project Application Form Fiscal Year of this Claim: 03/04 Applicant: City of Saratoga Contact person: Morgan Kessler Mailing Address: 13777 Fruitvale Avenue, Saratoga CA 95070 E-Mail Address: mkessler@saratoga.ca.us Telephone: (408) 868-1218 Secondary Contact (in event primary not available) John Cherbone E-Mail Address: jcherbone@saratoga.ca.us Telephone: (408) 868-1241 Short Title Description of Project: Saratoga Avenue Pathway Project Amount of claim: $17,254.00 Functional Description of Project: Asphalt concrete & Portland cement concrete walkway along Saratoga Avenue, between Herriman Drive & Big Basin Way Financial Plan: List the project elements for which TDA funding is being requested (e.g., planning, environmental, engineering, right-of-way, construction, construction management, contingency). Use the table below to show the project budget. Include prior and proposed future funding of the project. If the project is a segment of a larger project, include prior and proposed funding sources for the other segments (make certain the use of the currently requested funding is made clear in the “Project Elements” section below, and include any other clarifying information on the next page). Project Elements: Final design, specification, construction, inspection. Funding Source All Prior FYs Application FY Next FY Following FYs Totals TDA Article 3 $103,926.00 $17,254.00 $17,254.00 list all other sources: 1. 2. 3. 4. Totals $103,926.00 $17,254.00 $121,180.00 Project Eligibility: YES?/NO? A. Has the project been approved by the claimant's governing body? (If "NO," on the next page provide the approximate date approval is anticipated). YES B. Has this project previously received TDA Article 3 funding? If "YES," provide an explanation on the next page. YES C. For "bikeways," does the project meet Caltrans minimum safety design criteria pursuant to Chapter 1000 of the California Highway Design Manual? (Available on the internet at: http://www.dot.ca.gov hq/oppd/hdm/chapters/t1001.htm). D. Has the project been reviewed by a Bicycle Advisory Committee? (If "NO," provide an explanation on the next page). YES E. Has the public availability of the environmental compliance documentation for the project (pursuant to CEQA) been evidenced by the dated stamping of the document by the county clerk or county recorder? (If “NO” provide and explanation on the next page; and note that MTC cannot allocate funds to a project which lacks environmental clearance). YES F. Will the project be completed within the three fiscal year time period (including the fiscal year of funding) after which the allocation expires? Enter the anticipated completion date of project (month and year) YES G. Have provisions been made by the claimant to maintain the project or facility, or has the claimant arranged for such maintenance by another agency? (If an agency other than the Claimant is to maintain the facility provide its name: ) YES Resolution No. INSERT NUMBER 48 Attachment B Page 1 of 1 TDA Article 3 Project Application Form Fiscal Year of this Claim: 08/09 Applicant: City of Saratoga Contact person: Macedonio Nunez Mailing Address: 13777 Fruitvale Avenue, Saratoga CA 95070 E-Mail Address: mnunez@saratoga.ca.us Telephone: (408) 868-1218 Secondary Contact (in event primary not available) John Cherbone E-Mail Address:jcherbone@saratoga.ca Telephone:(408) 868-1241 Short Title Description of Project: Highway 9 Bicycle Safety Improvements-Phase 3. Design phase to improve the intersection on Hwy 9 and Austin Way. Also design to provide loops at all intersections on Highway 9 from Saratoga to Los Gatos and spot shoulder widening as need it. Amount of claim: $ 20,000. Functional Description of Project: Design phase for Highway 9 Bicycle Safety Improvements-Phase 3. Financial Plan: List the project elements for which TDA funding is being requested (e.g., planning, environmental, engineering, right-of-way, construction, inspection, contingency, audit). Use the table below to to show the project budget. Include prior and proposed future funding of the project. If the project is a segment of a larger project, include prior and proposed funding sources for the other segments. Project Elements: Final design, specification. Funding Source All Prior FYs Application FY Next FY Following FYs Totals TDA Article 3 $183,796 $20,000 $20,000 list all other sources: 1. 2. 3. 4. Totals $183,796 $20,000 $203,796 Project Eligibility: YES?/NO? A. Has the project been approved by the claimant's governing body? (If "NO," provide the approximate date approval is anticipated). NO 05/21/08 B. Has this project previously received TDA Article 3 funding? If "YES," provide an explanation on a separate page. NO C. For "bikeways," does the project meet Caltrans minimum safety design criteria pursuant to Chapter 1000 of the California Highway Design Manual? (Available on the internet via: http://www.dot.ca.gov). YES D. Has the project been reviewed by a Bicycle Advisory Committee? (If "NO," provide an explanation). YES E. Has the public availability of the environmental compliance documentation for the project (pursuant to CEQA) been evidenced by the dated stamping of the document by the county clerk or county recorder? (required only for projects that include construction). NO F. Will the project be completed before the allocation expires? Enter the anticipated completion date of project (month and year) June 2008 YES G. Have provisions been made by the claimant to maintain the project or facility, or has the claimant arranged for such maintenance by another agency? (If an agency other than the Claimant is to maintain the facility provide its name: ) YES 49 SARATOGA CITY COUNCIL MEETING DATE: May 7, 2008 AGENDA ITEM: DEPARTMENT: Finance & Admin Services CITY MANAGER: Dave Anderson PREPARED BY: Mary Furey DIRECTOR: Mary Furey SUBJECT: Fiscal Year 2008/09 Proposed Operating & Capital Budget Public Hearing RECOMMENDED ACTION Conduct a public hearing on the proposed FY 2008/09 Operating & Capital Budget, and provide direction to staff for budget adoption on June 4, 2008. REPORT SUMMARY The FY 2008/09 Proposed Operating & Capital Budget is presented to Council for review and consideration. The budget presented to Council is balanced and takes into account the economic downturn, but defers any anticipated affect upon the City from the State budget crisis until it is adopted. A mid-year budget adjustment will be presented at that time if necessary. The City Manager’s transmittal letter in the proposed budget provides an executive summary of planned initiatives as reflected in the operating budget, and a summary of the General Fund’s financial overview. Additional financial overviews are provided in the proposed Operating & Capital Budget’s Financial Summaries section. Summary budget information will be reviewed in the Public Hearing presentation. Budget Structure The Proposed FY 2008/09 Operating & Capital Budget continues the structural changes enacted with the FY 2007/08 budget. As the City’s fund structure was not in conformance with accounting or budgeting standards, and was due to be revised with the planned implementation of the City’s new financial system, the fund structure was realigned and several programs and funds were either reclassified, eliminated, or opened effective with the FY 2007/08 budget. Closed programs appear in the budget document as unfunded, and new programs and funds are budgeted were effective as of the FY 2007/08 budget. Unfunded (closed) programs will remain in the budget document for financial reference of prior year activity for the next several years. Within the General Fund, numerous revenue and expenditure accounts were shifted between programs to improve historical reference for presentation purposes and future budgeting placement. The realignment of operational support services and pro-rated asset cost allocations from the General Fund into Internal Service Funds was another structural change effective with the FY 2007/08 budget. Isolating the internal support services and asset replacement costs provides a funding mechanism which captures these allocations as part of a department’s regular, ongoing budget, which in turn provides a more complete and accurate cost of services for use in fee recovery assessments. In essence, the internal service charge backs increase both operating revenues and expenditures overall as the charges to the General Fund departments become revenues to the Internal Service Funds. 50 Operating Budget modifications also include relocating capital expenditures to the Capital Improvement Plan budget, thereby limiting Operating Budget expenditures to ongoing services and core operations. This change was reflected in the realignment of the Gas Tax revenues and related capital project expenses into the Capital Budget. In turn, the Streets Program staffing costs were realigned into the General Fund budget as the majority of Street and Storm Drain program services are ongoing operations and maintenance, whereas capital improvement project work, such as street resurfacing, is completed by contractors. As a result, these structural changes caused a discontinuity between current year General Fund revenues and expenditures and prior year information. To fill this gap, the General Fund Budget under the former structure, with 10 years of historical information, is presented in the following schedule: General Fund 10 Year History -2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000 14,000,000 16,000,000 18,000,0001999/00 2000/012001/02 1 2002/03 2003/04 2004/05 2005/06 2006/07 2007/08 R/Est 2 2008/09 R/Bud 3 Revenues & Transfers In Expenditures & Transfers Out Fiscal Year Revenues & Transfers In Expenditures & Transfers Out Transfer Out to CIP Expenditures Net of CIP % Change from Prior Year 1999/00 8,751,181 6,794,480 -6 ,794,480 17.59% 2000/01 10,638,677 7,719,417 -7 ,719,417 13.61% 2001/02 1 11,314,033 16,489,070 7,606,869 8 ,882,201 15.06% 2002/03 11,627,322 13,391,287 4,449,410 8 ,941,877 0.67% 2003/04 9,999,693 10,585,635 2,434,621 8 ,151,014 2004/05 10,457,578 9,507,599 898,733 8 ,608,866 5.62% 2005/06 11,864,857 9,975,193 392,000 9 ,583,193 11.32% 2006/07 12,630,833 13,300,000 2,302,136 1 0,997,864 14.76% 13,280,948 11,704,433 400,000 1 1,304,433 2.79% 13,600,121 12,360,657 400,000 1 1,960,657 5.81% Note: Actuals are from audited records and include budget adjustments, fund transfers, and auditor adjustments. In years where there is a negative cash flow the City has transferred funds to to the CIP from fund balance. (1) Transfers from the General Fund to CIP Projects began in FY 2001/02 (2) FY 2007/08 amounts reflect a restructuring of estimated numbers to align with prior year funding structure. (3) FY 2008/09 numbers reflect a restructuring of budget numbers to align with prior year funding structure. 2008/09 R/Bud 3 2007/08 R/Est 2 (8.84)% 51 In addition, the following schedule portrays the General Fund 10 Year History above net of CIP Transfers to present actual operating budget financial information, as is integrated into the financial structure effective with the FY 2007/08 budget. General Fund Revenues & Expenditures (Net of CIP Transfers) -2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000 14,000,000 16,000,000 1999/00 2000/01 2001/02 2002/03 2003/04 2004/05 2005/06 2006/07 2007/08 R/Est 2008/09 R/Bud Revenues & Transfers In Expeditures Net of CIP The above presentations are used for comparison to prior year information only, and are not included in the FY 2008/09 Operating and Capital Budget document as all other financial information is presented under the current structure. Budget Policies 1) During the Mid-Year Council Retreat on February 1, 2008, Council established a Fund Balance policy which allocated year-end undesignated funds as follows: • $500,000 to Undesignated Fund Balance • One-half of the remaining fund balance amount to Designated for Capital Projects • One-half of the remaining fund balance amount to Designated for Operational Efficiencies The amount of Undesignated Fund Balance at the time was expected to be approximately $1.7 million for FY 2007/08 year end. With $500,000 remaining in Undesignated Fund Balance, the estimated amounts to be designated for capital projects and operational efficiencies was $600,000 each. Estimated Fund Balance at June 30, 2008 is now expected to be $1.55 million. As Council and staff anticipated the CIP to be developed under the original estimate of $600,000, staff would like direction as to whether Council prefers to continue with the $600,000 designations for both capital projects and operational efficiencies, and allocate the balance (expected to be approximately $350,000) to the Undesignated Fund Balance, or to apply the $500,000 to Undesignated Fund Balance and apply one-half (approximately $525,000) to each of the two other designations. 2) After the passage of AB117 in FY 2006/2006/07 which provided the City with additional property tax revenue funding, Council gave direction for budget development to annually transfer $300,000 for pavement management and $100,000 for facility improvement projects to the City’s Capital Improvement Budget, to be effective as of the FY 2007/08 budget. With the implementation of the Road Impact Fee, 52 and the shifting of the Gas Tax Revenue to the pavement management project in the CIP, there is expected to be slightly more than $1,000,000 available for pavement management each year. Staff would like direction as to Council’s preference on establishing these two revenues (Gas Tax and Road Impact Fees) as dedicated funding sources for pavement management projects. 3) In addition, staff would like direction as to whether the $300,000 in TEA revenues that were transferred to pavement management projects from the General Fund can now be allocated to the General Fund. State Budget Crisis -Regarding the State budget crisis, staff has not attempted to speculate on the final disposition of the State budget and its impact on our budget. As you know, Saratoga has a practice of responding quickly after passage of the State budget to rebalance the City budget. We have several layers of reserves for short-term impacts and will be ready to propose structural changes as necessary for permanent changes. Once the State budget impacts are revealed, the Council could revisit budget appropriations and make adjustments as needed. FY 2008/09 Budget Focus -The Proposed Operating Budget for Fiscal Year 2008/09 represents a continued focus on core city services, consistent with prior year operations. There are no significant changes in services levels or operations, however the elimination of one Engineer position and the temporary filling of a vacant IT Technician position with a temporary IT Intern for FY 2008/09 reflects a recognition of a slowing economy and an attempt to control costs. Rising costs for labor and operating expenditures continues to be offset through increasing property tax revenues and service fees and by improving the way we do business, allowing the City to maintain the community’s high quality of life. The Proposed Capital Budget portion of this document includes the current estimated status of adopted projects at FY 2007/08 year end, and additional funding to be received for these projects in FY 2008/09. Proposed projects and additional funding will be added to the Capital Budget as Council directs. REPORT DISCUSSION Staff will present an overview of the Proposed FY 2008/09 Operating & Capital Budget as part of the Public Hearing. Any changes to the proposed budget as directed by Council and/or identified by staff as a clean-up item will be included for Council consideration in the resolution adopting the budget at the following Council meeting to be held June 4, 2008. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION The City would postpone adopting an Operating and Capital Budget for FY 2008/09. ALTERNATIVE ACTION N/A FOLLOW UP ACTION Proposed budget amended with Council direction to be brought back to Council on June 4, 2008. ADVERTISING, NOTICING AND PUBLIC CONTACT Public Hearing notification published in the Saratoga Weekly on May 7, 2008 53 ATTACHMENTS FY 2008/09 Operating & Capital Summary Budget Document in electronic format. 54 CITY OF SARATOGA C A L I F O R N I A PROPOSED OPERATING & CAPITAL BUDGET FISCAL YEAR 2008/09 55 SARATOGA, CALIFORNIA Operating & Capital Summary Budget for Fiscal Year July 1, 2008 to June 30, 2009 City Council Ann Waltonsmith .................................................................... ......Mayor Chuck Page ........................................................................... Vice Mayor Kathleen King ............................................................... Council Member Jill Hunter...................................................................... Council Member Aileen Kao ................................................................... Council Member Prepared under the direction of: David Anderson .......................................................................................................... City Manager Mary Furey............................................................... Finance and Administrative Services Director 13777 Fruitvale Avenue, Saratoga, CA 95070 www.saratoga.ca.us 56 57 SARATOGA OPERATING & CAPITAL SUMMARY BUDGET FISCAL YEAR 2008/09 Table of Contents \ INTRODUCTION City Manager’s Budget Message ........................................................................ ........................................... A – 1 FINANCIAL SUMMARIES Total Revenues and Expenditures Total Fund Activity Summary...................................................................... .................................................. B– 3 Total Revenues – by Fund....................................................................................................................... ....... B– 4 Total Expenditures – by Fund .......................................................................................................................... B– 6 Total Revenues – by Category......................................................................................................................... B– 8 Total Expenditure – by Category............................ ......................................................................................... B– 9 General Fund Revenues and Expenditures General Fund Revenues – by Department ........................... ........................................................................... B–16 General Fund Expenditures – by Department............................................................................. .................... B–17 General Fund Revenues – by Category ........................................................................................................... B–18 General Fund Expenditures – by Category...................................................................................................... B–20 General Fund Tax Revenues per Capita – Cities of Santa Clara County ........................................................ B–22 General Fund Tax Revenues – 10 Year History of Key Tax Revenues ................................................... ...... B–23 General Fund – Fund Balance Activity ........................................................................................................... B–24 Operating Transfers Schedule of Interfund Transfers ...................................................................................................................... B–25 Fund Balance Total Fund Balance Activity Summary -by Fund........................................................................................... B–26 Fund Balance -5 Year Comparative Balances ................................... ........................................................... B–28 Departmental Budgets Department Revenues – by Program ................................................................................ .............................. B–30 Department Expenditures – by Program.......................................................................................................... B–32 Staffing Positions by Department................................................................................................................................. ............ B–35 Staffing by Department ................................................................................................................................. B–34 Staffing by Fund.................................. .......................................................................................................... B–36 i 58 CITY OF SARATOGA OPERATING & CAPITAL SUMMARY BUDGET FISCAL YEAR 2008/09 Table of Contents page – 2 – DEPARTMENTAL BUDGETS Department /Program List .................................................... ......................................................................... C – 1 COUNCIL & COMMISSIONS Council & Commissions Overview................................................................... ............................................. C – 3 City Council ...................................................................................................................................... ............ C – 5 City Commissions .......................................................................................................................................... C–11 CITY MANAGER’S DEPARTMENT City Manager’s Department Overview............................................................................................................ C–13 City Manager’s Office.................................................................................................................................... C–17 City Clerk ............................................ .......................................................................................................... C–21 Human Resources........................................................................ .................................................................. C–25 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT Finance & Administrative Services Department Overview............................. ................................................C-29 Finance Services.................................................................................................................................. ...........C-33 Management Information Services...................................................................................................................C-37 Information Technology Services Fund ...........................................................................................................C-41 IT Equipment Replacement Fund ........................................... ........................................................................C-45 Office Stores Fund........................................................................................................ ..................................C-49 COMMUNITY DEVELOPMENT DEPARTMENT Community Development Department Overview ..................................................................................... ......C-51 Development Services .....................................................................................................................................C-55 Advanced Planning............ .............................................................................................................................C-59 Code Compliance ..................................................... .....................................................................................C-63 Building & Inspection Services............................................................................... .......................................C-67 Pass-Through Deposits....................................................................................................................................C- 1 CDBG Program Fund......................................................................................................................................C-73 ii Saratoga Housing & Rehabilitation Program (SHARP)...................................................................................C-75 59 CITY OF SARATOGA OPERATING & CAPITAL SUMMARY BUDGET FISCAL YEAR 2008/09 Table of Contents page – 3 – PUBLIC WORKS DEPARTMENT Public Works Department Overview.......................................... .................................................................... C–77 General Engineering.......................................................................................................... ............................ C–81 Development Engineering ............................................................................................................................... C–85 Environmental Services.................................................................................................................................. C–89 Streets & Storm Drains.............. .................................................................................................................... C–93 Parks & Landscape Maintenance ............................................... .................................................................... C–97 Equipment Operations......................................................................................................... .........................C-101 Equipment Maintenance................................................................................................................................C-103 Vehicle & Equipment Replacement ...............................................................................................................C-107 Development Regulations .......................... ...................................................................................................C-111 Environmental Funds........................................................................... .........................................................C-115 Gas Tax Fund ........................................................................................................................... ....................C-119 Landscape & Lighting Districts......................................................................................................................C-123 RECREATION DEPARTMENT Recreation Department Overview ..................................................................................................................C-127 6005 Recreation Services............. ..............................................................................................................C-131 6010 Teen Services ................................................................ ....................................................................C-135 1060 Facility Rentals ....................................................................................................... ..........................C-139 6503 Building Maintenance ........................................................................................................................C-143 PUBLIC SAFETY DEPARTMENT Public Safety Department Overview ..............................................................................................................C-147 2015 Public Safety Services........................................................................................................................C-151 2005 Emergency Preparedness .............................. .....................................................................................C-155 NON-DEPARTMENTAL Non-Departmental Overview ................................................................. .......................................................C-159 1050 General Administration............................................................................................................... ......C-163 1025 Legal Services....................................................................................................................................C-167 7030 Community Grants.............................................................................................................................C-169 7030 Community Events ........................................ ....................................................................................C-173 6510 Risk Management/Liability Insurance .................................................................... ...........................C-177 6511 Workers Compensation Insurance ......................................................................................................C-181 8015 2001 Series GO Bond Debt Service Fund...........................................................................................C-185 9010 Library Capital Maintenance Trust Fund...................... .....................................................................C-189 iii 7099 KSAR Community Access Trust Fund .................................................................................. ............C-191 60 iv CITY OF SARATOGA OPERATING & CAPITAL SUMMARY BUDGET FISCAL YEAR 2008/09 Table of Contents page – 4 – CAPITAL IMPROVEMENT PLAN Capital Improvement Plan Overview .................................... ......................................................................... D – 1 Streets Program ....................................................................................................... ...................................... D – 3 Parks & Trail Program.................................................................................................................................... D – 5 Facilities Program........................................................................................................................................... D – 7 Administrative Improvement Program............................................................................................................ D – 9 Not Yet Available REFERENCE SECTION ............................. .............................................................................................................................. E–xx ................................................................... ........................................................................................ E–xx ......................................................................................................... .................................................. E–xx ............................................................................................................................................... ............ E–xx 61 CITY OF SARATOGA CI T Y HA L L 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 868-1200 June 4, 2008 Honorable Mayor and Council members: The City began the 2006/07 fiscal year with a “measure of cautious optimism”, after the Silicon Valley appeared to be experiencing a modest recovery following successive years of economic downturn – the aftermath of the dot.com bust. As fiscal year 2007/08 approached, the City’s financial pictured continued to move in an encouraging direction. In particular, the City’s revenue picture brightened with further modest improvements in the economy, the State refraining from local government takeaways and the bonus of new Tax Equity Allocation (TEA) receipts. Unfortunately, the bright economic picture has somewhat dimmed, as several years of a hot real estate market nation-wide came to a halt, fueled by unsustainable mortgage financing. In January 2008, as mid-year approached, the City initiated a more fiscally conservative approach and began to look for cost efficiencies. Staffing is one area over which the City has considerable control; therefore, a decision was made to eliminate one position, and fill another position at a lower level. Historically, Saratoga’s real estate holds its value, and the City’s revenues – primarily derived from property taxes – appear to be stable. However, the broader economic picture remains pessimistic, with State and County budgets deeply in the red. Proposition 1A placed restrictions on how and when the State could take local government revenues to help balance the State budget. Recently, various State entities have issued opinions about local revenue streams outside of Proposition 1A restrictions. Two of these are: ?? Proposition 172 funds, enacted in 1993 as partial mitigation for local property tax transfers (Saratoga’s share is $85,000); and ?? Vehicle License Fees (approximately $186,000 for Saratoga’s share). The State Legislative Analyst’s Office, the Senate Budget Committee and the Governor’s Office are exploring various options for redirecting back to the State funds customarily allocated to municipalities. These efforts currently appear to be directed toward the Citizens Option for Public Safety (COPS/SLESF) funding, customarily used by municipalities to supplement law enforcement-related costs (Saratoga’s allocation is $100,000). 62 This untimely news from the State, together with current economic conditions, further reinforces the City’s long-term focus on providing vital basic services, at current staffing levels. BUDGET HIGHLIGHTS Revenue Stabilization: In an effort to help stabilize City revenues, beginning with fiscal year 2008/09, the City Council has authorized a Heavy Vehicle Road Impact fee and a fee to support Advanced Planning. ?? Heavy Vehicle Road Impact Fee: This fee is geared toward mitigating the impacts of heavy construction vehicles on City road conditions and providing a funding source for related road maintenance. The fee was approved by the City Council during the annual update of the City’s fee schedule. ?? Revised Advanced Planning Fee: In 2005 the City Council approved a General Plan Maintenance Fee to fund required updates of the General Plan Elements. In addition to General Plan Element updates, there is a need to establish a regular process for updating the zoning ordinances in the Municipal Code. Together, the General Plan and Zoning ordinance updates fall under the category “Advanced Planning”. The revised Advanced Planning fee will provide revenues to fund these updates, relieving the burden formerly placed on the General Fund. Operational Efficiencies: The City also plans to undertake several operational efficiency projects that will deliver returns now and into the future: ?? Document Imaging: The City has already initiated several “paperless” processes that save time, resources and provide more efficient service to the public. This project would convert paper documents in the Community Development Department to electronic form, protecting vital historic development information for the public record, reducing the need for photocopying and storage, and allowing staff to more efficiently search documents for the public and project review. ?? City Website Upgrade: Upgrading the City’s website will provide better customer service and save staff time by supplying readily available, “self service” information, available at any time to the public, as well as a much more user-friendly interface. ?? Financial and Human Resources Software Implementation: The Finance & Administrative Services Department is taking the lead on implementation of a new financial and human resources software system that will provide a much-needed upgrade to the current system. The upgrade will improve financial and human resource processing, tracking, and reporting functions, allowing for more comprehensive and timely information. A – 2 63 Capital Improvement Program (CIP): There are three notable CIP projects that will be undertaken in fiscal year 2008/09: ?? Joe’s Trail at Saratoga de Anza --The planned trail is to be a 12 foot wide dual use pedestrian and bicycle trail constructed of decomposed granite bordered by redwood headers. The project also includes two bridges required in order to span Saratoga and Rodeo Creeks. Trail construction is slated to commence in fall 2008. ?? Kevin Moran Park – Planned improvements include replacing 4 acres of remnant orchard trees on the north and south ends of the park with developed park uses and the construction of new park facilities, including a tennis court, half basketball court, two bocce courts, new grass areas, picnic areas, a mediation garden, a screened area for storage of sports equipment, associated park facilities, and a restroom. Park construction is scheduled for fall 2008. ?? North Campus – Fellowship Hall Improvements: This project continues the work at North Campus to create two functional and fully accessible buildings for multi-purpose public use. The Fellowship Hall project includes the addition of two fully disabled-accessible restrooms, an updated kitchen, together with other aesthetic and acoustic improvements. Community Development: In 2008/09, the Community Development Department will be undertaking a significant update to the Housing Element of the General Plan and will also be updating up to three ordinances. California state law requires cities to update their General Plan Housing Elements every five years. Saratoga’s current update must be adopted by the City Council prior to June 30, 2009. The Housing Element: 1) Quantifies existing and projected housing needs; 2) Establishes goals, policies, objectives and programs for preserving, improving and developing housing to meet the needs of all economic sectors; and 3) Identifies how the City will provide its “fair share” of regional housing. Currently, three ordinance updates are planned for 2008/09 pertaining to signs, fences and nonconforming uses. Once updated, these ordinances are incorporated into the City’s Municipal Code. The City Council may choose to review the priority of these ordinances and may direct the Department to undertake updates to other sections of the Municipal Code. Greening Efforts: In keeping with state-wide efforts, the City is continuing efforts on two fronts to help to reduce production of Greenhouse Gases (GHG) and have a positive impact on global warming. A – 3 ?? Baseline GHG Inventory: The City will be undertaking a study to inventory baseline greenhouse gas emissions resulting from City operations. Once the inventory has been completed, the City will identify specific measures it intends to implement in order to reduce GHG emissions. 64 ?? Green-point Rated and Leadership in Energy & Environmental Design (LEED) Green Building Guidelines: The City will continue an effort initiated in FY 2007/08 to educate the public about Green Building methods by requiring all building permit applicants to complete a Green-point Rated (residential construction) or LEED (commercial construction) green building checklist. GENERAL FUND – OVERVIEW Revenues: Tax Revenues -The City’s Property Taxes growth continues to sustain the majority of the General Fund’s operational increases each fiscal year; however with the softening housing market; the growth rate is expected to decrease over the next several years. Fiscal Year 2008/09 property tax revenues were projected at a moderately conservative growth rate, with a slightly lower pace just under 4% overall. The impacts of slowing sales and lowering housing prices are not expected to become noticeable until the following fiscal year. Other tax receipts, including Sales Tax Revenues, Transient Occupancy Tax, Franchise Fees, and Business License Taxes are all expected to remain relatively flat as there is very little room for growth under the City’s business structure. Sales Tax revenue may struggle some in this softened economy; however the City’s business makeup is heavily commodity based and diverse enough to offset expected slow sales in the more tenuous industries. Services, Fees & Permits -The City also continues to assess fee-based services provided to the community to ensure fees are comparable to the costs of providing these services. While there is often a sticker shock involved in the cost of development and building related services, the City operates on the basis that the community should not bear the cost burden for individual homeowners or entire businesses wishing to build. As a result, the fee structure reflects a policy of full cost recovery for these activities. Expenditures: General Fund operational expenditures were held constant except for cost increases pursuant to negotiated Memoranda of Understanding, external fee increases for mandatory services, and operational increases primarily related to service and maintenance enhancements for new parks and facilities. Overall, the General Fund Expenditures increased only 4.4%. Internal Service Charges were also impacted by increasing operational expenditures, which in turn adds to departmental expenses. Additional maintenance costs for the North Campus, higher water, electric and fuel bills, and enhanced technology systems, services, and equipment all contribute to the rising bottom line of the Internal Services Funds. A – 4 65 CONCLUSION: In conclusion, as in past years, the City is taking a measured and prudent approach by modestly reducing staffing costs, curtailing new spending, working to stabilize revenues, and undertaking operational efficiencies to better use existing resources. Given the uncertainty of the economy, pending news from the State about their intentions to redirect monies from municipalities, and continuing problems in the housing market, the City continues its focus on the cost-effective provision of high quality, essential services to the residents of Saratoga. Even with the current economic situation, staff is presenting the Council with a balanced budget for fiscal year 2008/09. I would like to thank all of the departments for their participation in preparation of this document and, in particular Mary Furey, Finance & Administrative Services Director. Respectfully Submitted, Dave Anderson City Manager A – 5 66 A – 6 67 0 50 100 150 200 250 300 FINANCIAL SUMMARIES TOTAL REVENUES AND EXPENDITURES Summary schedules which provide a high level overview of the entire operating budget, in a fund-type summary, as well as by fund-specific and category-specific summary levels. Total Fund Activity Summary.......................................................................................................... ............ B – 3 Total Revenues – by Fund............................................................................................................................ B – 4 Total Expenditures – by Fund ....................................................................................................................... B – 6 Total Revenues – by Category................................... .................................................................................. B – 8 Total Expenditures – by Category ............................................................................. ................................... B – 9 GENERAL FUND REVENUES AND EXPENDITURES Summary schedules which identify the General Fund operating sources and uses at the department and category levels. The Fund Balance Activity summarizes the General Fund sources and uses which impact the ending fund balance. General Fund Revenues – by Department ............................................ ....................................................... B – 10 General Fund Expenditures – by Department............................................................................................... B – 11 General Fund Revenues – by Category ......................................................................................................... B – 12 General Fund Expenditures – by Category.................................................................................................... B – 13 General Fund Tax Revenues per Capita – Cities of Santa Clara County ...................................................... B – 14 General Fund Tax Revenues – 10 Year History of Key Tax Revenues ........................................................ B – 15 General Fund – Fund Balance Activity ......................................................................................................... B – 16 OPERATING TRANSFERS A schedule summarizing activity by fund, of estimated fund transfers for the prior year and budgeted for the adopted fiscal year. Schedule of Interfund Transfers ................................................ ................................................................... B – 17 FUND BALANCE Fund Balance schedules, one which summarizes activity and ending fund balances to provide a quick look at the ongoing status of the individual funds, and another which provides a 5 year trend. Total Fund Balance Activity Summary – by Fund .......................................................... ............................ B – 18 Fund Balance Reserve – 5 Year Comparative History .................................................................................. B B – 20 68 B -2 FINANCIAL SUMMARIES DEPARTMENTAL BUDGETS Department level schedules which provide an overview of funding source and expenditure use, by each program within the department. Department Revenues – by Program ............................................................................................................. B – 22 Department Expenditures – by Program........................ ............................................................................... B – 24 STAFFING The staffing schedules provide a summary level view of operational staffing assignments, funding, and trend over the prior five years. Positions by Department ............................................................................................................................... B – 26 Staffing by Department ............................................................................................................................... B – 28 Staffing by Fund .......................................................................................................................................... B – 29 69 TOTAL FUND ACTIVITY SUMMARY FY 2008/09 Revenues Expenditures Use of Estimated Fund Balance & & Carryforward /Fund Balance Fund Category 7/1/2008 Transfers In Transfers Out Fund Balance 6/30/2009 Operating Funds General Fund Primary General Fund $ 6 ,585,262 $ 1 7,124,596 $ 1 7,192,070 $ 1 25,000 $ 6 ,642,788 Development Reserve Fund 6 21,711 --(50,000) 5 71,711 Environmental Reserve Fund 6 79,917 --(75,000) 6 04,917 Special Revenue Funds Landscape & Lighting Districts 6 5,603 4 47,150 4 42,896 -6 9,857 CDBG Program Fund -1 40,203 1 40,203 --Housing & Rehabilitation Pgm 8 9,588 1 3,000 1 3,000 -8 9,588 Internal Service Funds Equipment Replacement Funds 7 5,358 2 00,000 1 36,500 -1 38,858 IT Equipment Replacement 1 2 35,973 5 1,303 5 5,400 -2 31,876 Building Maintenance 4 9,623 8 07,081 8 07,081 -4 9,623 Equipment Maintenance 1 4,229 2 64,000 2 47,905 -3 0,324 IT Services 2 9,262 4 03,946 4 03,946 -2 9,262 Office Stores Fund 1 0,000 6 7,000 6 0,000 -1 7,000 Risk Management/Liability Ins 5 4,703 3 42,468 3 36,268 -6 0,903 Workers Compensation 3 8,013 2 70,920 2 60,920 -4 8,013 Total Operating Funds $ 8 ,549,243 $ 2 0,131,667 $ 2 0,096,189 $ -$ 8 ,584,721 Debt Service 2001 Series GO Bonds 7 41,357 1 ,015,000 1 ,017,956 -7 38,401 Total Debt Service $ 7 41,357 $ 1 ,015,000 $ 1 ,017,956 $ -$ 7 38,401 Trust & Agency Funds Library Capital Improvement 2 6 42,554 1 9,500 5 0,000 -6 12,054 KSAR 3 7,362 4 2,500 4 2,500 -3 7,362 Total Trust & Agency Funds $ 6 79,916 $ 6 2,000 $ 9 2,500 $ -$ 6 49,416 Capital Funds 3 Street Projects -2 ,249,993 2 ,249,993 --Park & Trail Projects -----Facility Projects -1 23,107 1 23,107 --Administrative Projects 5,939 ---5 ,939 Total Capital Funds $ 5 ,939 $ 2 ,373,100 $ 2 ,373,100 $ -$ 5 ,939 TOTAL ALL FUNDS $ 9 ,976,455 $ 2 3,581,767 $ 2 3,579,745 $ -$ 9 ,978,476 The above Fund Summaries reflect total net changes for Fiscal Year 2008/09. Funds Balance (FB) changes of note include: 1. The IT Equipment Replacement Fund reflects a use of FB as scheduled FY 2008/09 replacements exceed annual funding 2. The Library Capital Improvement Fund will show a decrease in FB each year with the use of funds for planned projects B -3 3. Capital Project Funds reflect new revenue and expenditure amounts only. Prior year budgeted funds will be carryforward amounts that are added to the new fiscal year’s revenues and expenditures to total project budgets at year end. Full expenditure of revenue amounts in the above schedule reflects available appropriations only. Most projects are not expected to be fully expended in a fiscal year; any remaining balances will carry forward. 70 TOTAL REVENUES & TRANSFERS IN BY FUND FY 2005/06 FY 2006/07 FY 2007/08 FY 200708 FY 2008/09 Fund Fund Name Actuals Actuals Adjusted Estimated Proposed General Fund 001 City's General Fund $ 15,467,173 $ 16,212,706 $ 16,141,135 $ 16,292,337 $ 16,970,864 Total General Fund 15,467,173 16,212,706 16,141,135 16,292,337 16,970,864 Special Revenue Funds 270 CDBG Program Fund 53,581 277,271 138,090 138,090 140,203 271 Housing & Rehabilitation Program 17,646 14,301 ---420 Leonard Road Fund 10,755 9,059 ---600 Development Deposit Funds (334,462) (24,365) ---150 Gas Tax Fund 1,100,632 990,717 ---2xx Landscape & Lighting Districts 353,083 415,063 444,849 432,353 447,150 Total Special Revenue Funds 1,201,235 1,682,046 582,939 570,443 587,353 Debt Service Funds 400 2001 Series GO Bond 1,040,030 899,662 1,015,906 1,019,681 1,015,000 Total Debt Service Funds 1,040,030 899,662 1,015,906 1,019,681 1,015,000 Internal Service Funds 501 Equipment Replacement Funds 13,500 29,878 200,000 200,000 200,000 502 IT Equipment Replacement -14,000 52,103 52,103 51,303 503 Building Maintenance --724,311 724,311 807,081 504 Equipment Maintenance --201,595 210,395 264,000 505 Information Technology Services --369,808 369,808 403,946 506 Office Stores Fund --85,000 65,000 67,000 510 Risk Management/Liability Ins --307,015 318,713 342,468 511 Workers Compensation --247,000 247,000 270,920 Total Internal Service Funds 13,500 43,878 2,186,832 2,187,330 2,406,718 Trust Funds 320 Library Capital Improvement Fund 14,215 19,424 15,000 19,500 19,500 720 KSAR Community Access Trust 2,467 3,331 2,500 1,900 42,500 Total Trust Funds 16,682 22,755 17,500 21,400 62,000 Capital Project Funds * 700 Street Projects 1,489,892 226,158 6,164,578 920,571 1,893,629 700 Park & Trail Projects 112,672 236,134 2,553,697 655,339 -700 Facility Projects -1,000 -148,123 -700 Administrative Projects -----Total Capital Improvement Projects 1,602,564 463,292 8,718,275 1,724,033 1,893,629 Total Revenues $ 19,341,184 $ 19,324,339 $ 28,662,587 $ 21,815,225 $ 22,935,564 Operating Transfers In 001 General Fund 698,882 671,046 150,011 165,011 153,732 150 Gas Tax Fund 270,000 ----230 L&L Funds 214,185 43 ---270 CDBG Funds -----270 Housing & Rehabilitation Fund --13,000 13,000 13,000 501 Equipment Replacement Fund 305,000 50,000 ---502 Information Technology Fund 300,000 25,000 ---503 Building Maintenance Fund 100,000 50,000 15,000 15,000 -700 Capital Project Funds 6,483,658 2,821,205 1,713,694 -479,471 Total Operating Transfers In 8,371,725 3,617,294 1,891,705 193,011 646,203 Total Revenues & Transfers In $ 27,712,909 $ 22,941,633 $ 30,554,293 $ 22,008,236 $ 23,581,767 B -4 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 71 TOTAL REVENUES & TRANSFERS IN BY FUND TYPE FY 2008/09 REVENUES BY FUND Transfers In 2.7% General Fund 72.0% Special Revenue Funds 2.5% Debt Service Funds 4.3% Internal Service Funds 10.2% Trust Funds 0.3% Capital Project Funds 8.0% FY 2005/06 FY 2006/07 FY 2007/08 FY 200708 FY 2008/09 Actuals Actuals Adjusted Estimated Proposed General Fund $ 15,467,173 $ 16,212,706 $ 16,141,135 $ 16,292,337 $ 16,970,864 Special Revenue Funds 1,201,235 1,682,046 582,939 570,443 587,353 Debt Service Funds 1,040,030 899,662 1,015,906 1,019,681 1,015,000 Internal Service Funds 13,500 43,878 2,186,832 2,187,330 2,406,718 Trust Funds 16,682 22,755 17,500 21,400 62,000 Capital Project Funds 1,602,564 463,292 8,718,275 1,724,033 1,893,629 Total Revenues by Fund $ 19,341,184 $ 19,324,339 $ 28,662,587 $ 21,815,225 $ 22,935,564 Operating Fund Transfers 1,888,067 796,089 178,011 193,011 166,732 CIP Fund Transfers 6,483,658 2,821,205 1,713,694 -479,471 Total Revenues & Transfers In $ 27,712,909 $ 22,941,633 $ 30,554,293 $ 22,008,236 $ 23,581,767 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. B -5 72 TOTAL EXPENDITURES & TRANSFERS OUT BY FUND FY 2005/06 FY 2006/07 FY 2007/08 FY 200708 FY 2008/09 Fund Fund Name Actuals Actuals Adjusted Estimated Proposed General Fund 001 City's General Fund $ 12,032,703 $ 14,661,070 $ 16,084,287 $ 15,261,254 $ 16,792,070 Total General Fund 12,032,703 14,661,070 16,084,287 15,261,254 16,792,070 Special Revenue Funds 270 CDBG Program Fund 49,718 62,421 ---271 Housing & Rehabilitation Program 69,656 -13,000 13,000 13,000 150 Gas Tax Fund 766,123 1,156,890 ---2xx Landscape & Lighting Districts 298,074 310,287 530,562 424,056 442,896 420 Leonard Road 14,766 ----Total Special Revenue Funds 1,198,337 1,529,598 543,562 437,056 455,896 Debt Service Funds 400 2001 Series GO Bond 1,029,971 1,018,484 1,021,106 1,019,514 1,017,956 Total Debt Service Funds 1,029,971 1,018,484 1,021,106 1,019,514 1,017,956 Internal Service Funds 501 Vehicle & Equip Replacement Funds 71,351 318,454 164,000 133,215 136,500 502 IT Equipment Replacement 24,679 90,241 177,359 168,409 55,400 503 Building Maintenance 46,454 89,088 724,311 704,146 807,081 504 Equipment Maintenance --196,595 196,166 247,905 505 Information Technology Services --369,808 340,546 403,946 506 Office Stores Fund --65,000 55,000 60,000 510 Risk Management/Liability Ins --304,931 264,010 336,268 511 Workers Compensation --246,875 208,987 260,920 Total Internal Service Funds 142,484 497,783 2,248,879 2,070,479 2,308,020 Trust Funds 320 Library Capital Improvement Fund 76,355 38,874 57,000 22,782 50,000 720 KSAR Community Access Trust 15,000 --30,000 42,500 Total Trust Funds 91,355 38,874 57,000 52,782 92,500 Capital Project Funds 700 Street Projects 2,641,342 1,347,970 8,770,745 2,030,300 2,143,993 700 Park & Trail Projects 127,186 554,499 4,269,485 300,378 -700 Facility Projects 47,634 279,833 541,991 202,562 123,107 700 Administrative Projects --169,280 6,585 -Total Capital Project Funds 2,816,162 2,182,302 13,751,501 2,539,825 2,267,100 Total Expenditures $ 17,311,012 $ 19,928,111 $ 33,706,335 $ 21,380,910 $ 22,933,542 Operating Transfers Out 001 General Fund 1,250,395 2,607,834 837,257 837,257 400,000 290 General Fund ---290 Development & Environ Reserve --250 Development Funds 364,300 315,157 -(26,017) -260 Environmental Funds 60,000 94,000 ---2xx Landscape & Lighting Districts 121,294 46,706 168,000 168,000 -270 CDBG Fund 15,000 203,713 138,090 138,090 140,203 150 Gas Tax Fund --438,337 438,337 -720 Leonard Road Transfer Out 47,900 --7,742 -700 Capital Project Funds 6,512,836 222,422 310,021 310,021 106,000 Total Operating Transfers Out 8,371,725 3,489,832 1,891,705 1,873,430 646,203 Total Expenditures & Transfers Out $ 25,682,737 $ 23,417,943 $ 35,598,040 $ 23,254,340 $ 23,579,745 B -6 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 73 TOTAL EXPENDITURES & TRANSFERS OUT BY FUND TYPE FY 2008/09 EXPENDITURES BY FUND Transfers Out 2.8% CIP Funds 9.6% Trust Funds 0.4% Internal Service Funds 9.8% Debt Service Funds 4.3% Special Revenue Funds 1.9% General Fund 71.2% FY 2005/06 FY 2006/07 FY 2007/08 FY 200708 FY 2008/09 Actuals Actuals Adjusted Estimated Proposed General Fund $ 12,032,703 $ 14,661,070 $ 16,084,287 $ 15,261,254 $ 16,792,070 Special Revenue Funds 1,198,337 1,529,598 543,562 437,056 455,896 Debt Service Funds 1,029,971 1,018,484 1,021,106 1,019,514 1,017,956 Internal Service Funds 142,484 497,783 2,248,879 2,070,479 2,308,020 Trust Funds 91,355 38,874 57,000 52,782 92,500 Capital Project Funds 2,816,162 2,182,302 13,751,501 2,539,825 2,267,100 Total Expenditures by Fund $ 17,311,012 $ 19,928,111 $ 33,706,335 $ 21,380,910 $ 22,933,542 Operating Fund Transfers 1,858,889 3,267,410 1,581,684 1,563,409 540,203 CIP Fund Transfers Out 6,512,836 222,422 310,021 310,021 106,000 Total Expenditures & Transfers $ 25,682,737 $ 23,417,943 $ 35,598,040 $ 23,254,340 $ 23,579,745 B -7 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 74 TOTAL REVENUES & TRANSFERS IN BY CATEGORY FY 2008/09 Revenues by Category 646,203 934,989 337 ,400 2,406,7 18 1,981,300 2,514,532 1,832,975 500,000 170,000 1,604,000 986,000 2,400,000 7 ,267 ,650 -1,000,000 2,000,000 3,000,000 4,000,000 5,000,000 6,000,000 7,000,000 8,000,000 9,000,000 Fund Transfers In: Rentals & Interest Other Sources Internal Service Charges City Services Intergovernmental Fees, Licenses & Permits Business/Other Taxes Transient Occupancy Tax Franchise Fee Tax Sales & Use Tax Prop Tax in Lieu of VLF Property Tax FY 2005/06 FY 2006/07 FY 2007/08 FY 200708 FY 2008/09 2007/08 Revenue Category Actuals Actuals Adjusted Estimated Proposed % Property Tax 5,162,413 6,428,259 6,757,161 7,030,685 7,267,650 22.1% Property Tax in Lieu of VLF 2,124,059 2,154,998 2,200,000 2,410,475 2,400,000 7.2% Sales & Use Tax 988,132 994,680 985,900 985,900 986,000 3.2% Franchise Fee Tax 1,040,424 1,187,965 1,599,335 1,601,704 1,604,000 5.2% Transient Occupancy Tax 163,222 195,261 165,000 170,000 170,000 0.5% Business/Other Taxes 635,158 510,063 570,000 495,000 500,000 1.9% Fees, Licenses & Permits 1,580,753 1,375,253 1,416,740 1,622,975 1,832,975 4.6% Intergovernmental 3,623,052 2,205,245 8,523,135 2,326,820 2,514,532 27.9% Charge for Services 2,333,659 2,404,510 2,382,466 1,685,896 1,981,300 7.8% Internal Service Charges --2,164,653 2,144,653 2,406,718 x 7.1% Other Sources 774,246 807,909 839,181 322,827 337,400 2.7% Rentals & Interest 916,066 1,060,196 1,059,016 1,018,289 934,989 3.5% Total Revenues $ 19,341,184 $ 19,324,339 $ 28,662,587 $ 21,815,225 $ 22,935,564 93.8% Fund Transfers In: 8,371,725 3,617,294 1,891,705 193,011 646,203 x 6.2% Total Revenues & Transfers In $ 27,712,909 $ 22,941,633 $ 30,554,293 $ 22,008,236 $ 23,581,767 100.0% B -8 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 75 TOTAL EXPENDITURES & TRANSFERS OUT BY CATEGORY FY 2008/09 Expenditures by Category 646,203 2,267,100 2,319,520 1,017,956 136,500 246,200 181,396 7,064,464 1,678,829 425,425 7,596,152 -1,000,000 2,000,000 3,000,000 4,000,000 5,000,000 6,000,000 7,000,000 8,000,000 9,000,000 Fund Transfers Out: Capital Improvements Internal Service Charges Debt Service Fixed Assets Meetings, Event & Training Community Grants Consult & Contract Services Fees & Charges Materials & Supplies Salaries & Benefits FY 2005/06 FY 2006/07 FY 2007/08 FY 200708 FY 2008/09 2008/09 Expenditure Category Actuals Actuals Adjusted Estimated Proposed % Salaries & Benefits 5,532,997 6,173,494 $ 7,134,670 6,877,954 7,596,152 32.2% Materials & Supplies 760,094 990,690 960,289 415,980 425,425 1.8% Fees & Charges 843,886 1,380,877 1,290,569 1,475,521 1,678,829 7.1% Consultant & Contract Serv 5,893,080 7,210,116 6,690,567 6,270,305 7,064,464 30.0% Meetings & Training 56,906 70,431 186,500 128,308 246,200 1.0% Maintenance Projects 126,196 128,326 15,000 14,000 -Community Grants & Events 123,867 239,466 195,686 198,186 181,396 0.8% Fixed Assets 309,729 781,657 326,804 307,674 136,500 0.6% Debt Service 1,036,032 1,018,724 1,021,106 1,019,514 1,017,956 4.3% Internal Service Charges --2,133,643 2,133,643 2,319,520 9.8% Capital Improvements 2,816,162 1,934,330 13,751,501 2,539,825 2,267,100 9.6% Total Expenditures $ 17,498,949 $ 19,928,111 $ 33,706,335 $ 21,380,910 $ 22,933,542 97.3% Fund Transfers Out 8,183,788 3,489,832 1,891,705 1,873,430 646,203 2.7% Total Expenditures& Transfers $ 25,682,737 $ 23,417,943 $ 35,598,040 $ 23,254,340 $ 23,579,745 100.0% Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. B -9 Saratoga is a minimum services contract city that that utilizes consultants and contract services extensively to provide services to the community. Examples include, Sheriff Services, animal control services, street sweeping, development and engineering consultants, and landscaping maintenance services. 76 GENERAL FUND REVENUES BY DEPARTMENT Administrative Services 0.2% Community Development 15.1% Public Works 3.4% Recreation 6.0% Public Safety 2.8% Non-Departmental 71.5% Transfers In 0.9% 2005/06 2006/07 2007/08 2007/08 2008/09 % of Departments Actuals Actuals Adjusted Estimated Proposed Total Council & Commissions $ -$ 16,450 $ 1,400 $ 14,700 $ 2,000 0.0% City Manager's Department -1,678 5,000 2,858 17,000 0.1% Administrative Services 29,797 35,307 28,500 32,704 33,000 0.2% Community Development 2,359,317 1,967,748 2,192,240 2,202,586 2,580,975 15.1% Public Works 1,126,624 1,019,923 573,166 515,246 574,439 3.4% Recreation 900,050 900,731 1,058,450 922,847 1,032,000 6.0% Public Safety 523,616 683,973 437,744 474,442 482,500 2.8% Non-Departmental 10,527,769 11,586,896 11,844,635 12,126,954 12,248,950 71.5% Total General Fund Revenues $ 15,467,173 $ 16,212,706 $ 16,141,135 $ 16,292,337 $ 16,970,864 99.1% Fund Transfers In: 698,882 671,046 165,011 165,011 153,732 0.9% Total Operating Revenues $ 16,166,055 $ 16,883,752 $ 16,306,146 $ 16,457,348 $ 17,124,596 100.0% B -10 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. 77 GENERAL FUND EXPENDITURES BY DEPARTMENT Operating Transfers Out 2.3% Non-Departmental 7.1% Public Safety 24.7% Recreation 9.0% Public Works 26.3% Community Development 15.5% Administrative Services 5.7% City Manager's Department 8.1% Council & Commissions 1.3% 2005/06 2006/07 2007/08 2007/08 2008/09 % of Departments Actuals Actuals Adjusted Estimated Proposed Total Council & Commissions $ 220,506 $ 227,008 $ 255,184 $ 245,213 $ 218,431 1.3% City Manager's Department 752,867 928,743 1,291,937 1,173,075 1,391,064 8.1% Administrative Services 767,773 968,477 905,203 867,118 982,920 5.7% Community Development 1,653,702 1,932,193 2,494,673 2,333,874 2,664,580 15.5% Public Works 2,775,278 4,302,484 4,447,688 4,411,954 4,528,743 26.3% Recreation 1,599,795 1,712,212 1,526,196 1,397,244 1,544,927 9.0% Public Safety 3,439,441 3,741,410 3,964,467 3,955,834 4,241,227 24.7% Non-Departmental 823,341 848,543 1,198,938 876,941 1,220,179 7.1% $ 12,032,703 $ 14,661,070 $ 16,084,287 $ 15,261,254 $ 16,792,070 97.7% Operating Transfers Out 1,674,695 3,016,991 837,257 790,257 400,000 2.3% Total Exp & Transfers Out $ 13,707,398 $ 17,678,061 $ 16,921,544 $ 16,051,511 $ 17,192,070 100.0% Total General Fund Exp Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. B -11 78 GENERAL FUND REVENUES BY CATEGORY 1 $153,732 $257,200$908,489 $2,061,500 $480,700 $1,832,975 $500,000 $170,000 $1,604,000 $986,000 $2,400,000 $5,770,000 0 1,000,000 2,000,000 3,000,000 4,000,000 5,000,000 6,000,000 7,000,000 Fund Transfers In Other Sources Interst & Rental Charge for Intergovernment Fees/Lic/Permits Business/Other TOT Franchise Fees Sales & Use Tax PT in Lieu of Property Tax $17.12 Million FY 2005/06 FY 2006/07 FY 2007/08 FY 2007/08 FY 2008/09 2008/09 Revenue Category Actuals Actuals Adjusted Estimated Proposed % Property Tax 4,017,306 5 ,422,446 5,303,000 5,583,951 5,770,000 33.7% Property Tax in Lieu of VLF 2,124,059 2 ,154,998 2,200,000 2,410,475 2,400,000 14.0% Sales & Use Tax 988,132 9 94,680 985,900 985,900 986,000 5.8% Franchise Fee Tax 1,040,424 1 ,187,806 1,599,335 1,601,704 1,604,000 9.4% Transient Occupancy Tax 163,222 1 95,261 165,000 170,000 170,000 1.0% Business/Other Taxes 635,158 5 10,063 570,000 495,000 500,000 2.9% Fees, Licenses & Permits 1,647,702 1 ,512,578 1,418,140 1,622,975 1,832,975 10.7% Intergovernmental 1,005,157 5 46,893 428,144 464,697 480,700 2.8% Charge for Services 2,770,535 2 ,330,748 2,200,500 1,685,896 2,061,500 12.0% Interest & Rental Income 707,530 8 25,566 1,041,516 991,589 908,489 5.3% Other Sources 367,948 5 31,667 244,600 280,150 257,200 1.5% Total Revenues $ 15,467,173 $ 1 6,212,706 $ 16,156,135 $ 16,292,337 $ 16,970,864 99.1% Fund Transfers In/Use: 698,882 6 71,046 150,011 165,011 153,732 0.9% Total Revenues & Transfers In $ 16,166,055 $ 1 6,883,752 $ 16,306,146 $ 16,457,348 $ 17,124,596 100% Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. B -12 79 GENERAL FUND EXPENDITURES BY CATEGORY $400,000 $2,189,342 $-$181,396 $7,576,197 $6,845,135 0 1,000,000 2,000,000 3,000,000 4,000,000 5,000,000 6,000,0007,000... 8,000,000 9,000,000 Fund Transfers Out Internal Service Charges Fixed Assets & Projects Grants & Events Operating Expenses Salary & Benefits $17.19 Million FY 2005/06 FY 2006/07 FY 2007/08 FY 2007/08 FY 2008/09 2008/09 Expenditure Category Actuals Actuals Adjusted Estimated Proposed % Salary & Benefits $ 4 ,789,125 $ 5,498,589 $ 6,452,445 $ 6,242,201 $ 6,845,135 39.8% Operating Expenditures 6 ,736,404 7,285,857 7,350,677 6,749,938 7,576,197 44.1% Community Grants & Events 1 23,867 177,045 195,686 198,186 181,396 1.1% Infrastructure/Bldg Projects 2 96,341 1,439,066 ---0.0% Fixed Assets 1 ,366 204,913 32,000 17,450 -0.0% Internal Service Charges 8 5,600 55,600 2,053,479 2,053,479 2,189,342 12.7% Total Expenditures $ 1 2,032,703 $ 14,661,070 $ 16,084,287 $ 15,261,254 $ 16,792,070 97.7% Fund Transfers Out: 1 ,674,695 3,016,991 837,257 790,257 400,000 2.3% Total Expenditures & Transfers $ 1 3,707,398 $ 17,678,061 $ 16,921,544 $ 16,051,511 $ 17,192,070 100.0% Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, expenditures (i.e. staffing) that were previously accounted for in Special Revenue Funds (i.e. Pavement Management Fund) and internal service charge-backs are not included in General Fund history prior to FY 2007/08. B -13 80 GENERAL FUND TAX REVENUES CITIES OF SANTA CLARA COUNTY – TAX REVENUES PER CAPITA $-$50 $100 $150 $ B -14 200 $250 $300 $350 $400 $450 Sunnyvale SARATOGA Santa Clara San Jose Palo Alto Mountain View Morgan Hill Monte Sereno Milpitas Los Gatos Los Altos Hills Los Altos Gilroy Cupertino Campbell Property Tax Sales Tax Occupancy Tax Business License Tax FY 2006/07 TAX REVENUE AMOUNTS AND PER CAPITA City Population Amount Per capita Amount Per capita Amount Per capita Amount Per capita Campbell 39,748 7,568,750 1 90 10,049,828 2 53 1,463,140 3 7 203,145 5 Cupertino 52,600 6,357,000 1 21 11,252,000 2 14 2,511,000 4 8 691,000 1 3 Gilroy 49,649 3,273,898 6 6 14,540,541 2 93 908,232 1 8 610,421 1 2 Los Altos 28,104 10,902,569 3 88 2,749,964 9 8 1,469,867 5 2 380,470 1 4 Los Altos Hills 8,452 3,407,000 4 03 77,200 9 -216,700 2 6 Los Gatos 28,592 8,584,613 3 00 9,253,891 3 24 1,108,257 3 9 1,176,442 4 1 Milpitas 65,800 15,534,000 2 36 18,712,000 2 84 4,884,000 7 4 280,000 4 Monte Sereno 3,785 1,007,645 2 66 19,251 5 ---43,917 1 2 Morgan Hill 36,423 5,903,101 1 62 6,552,031 1 80 1,110,669 3 0 161,483 4 Mountain View 73,262 22,027,000 3 01 17,223,000 2 35 3,936,000 5 4 221,000 3 Palo Alto 62,615 21,466,426 3 43 22,194,818 3 54 6,780,198 1 08 --San Jose 974,000 189,683,094 1 95 149,962,080 1 54 21,400,000 2 2 12,120,167 1 2 Santa Clara 114,238 25,468,193 2 23 43,217,143 3 78 11,306,555 9 9 885,355 8 SARATOGA 31,401 7,577,444 2 40 994,680 3 2 195,261 6 339,106 1 1 Sunnyvale 135,721 40,808,000 3 01 32,053,000 2 36 6,480,000 4 8 687,000 5 Average 113,626 24,635,431 217 22,590,095 199 4,236,879 3 7 1,201,080 11 Property Tax Sales Tax Transient Occupancy Business License Property Tax amounts include the additional VLF in Lieu revenues permanently received as Property Tax Sales Tax amounts include the Sales Tax portion temporarily received as Property Tax effective with the Triple Flip 81 GENERAL FUND REVENUES 10 YEAR HISTORY OF KEY TAX REVENUES Summary of Key Change from GF Tax Revenues Prior Year 1999/00 Actuals $ 2,790,294 $ 1,158,761 $ 312,534 $ 290,897 4 ,552,486 32.8% 2000/01 Actuals $ 2,065,051 $ 1,349,381 $ 324,912 $ 398,643 4 ,137,986 (9.1%) (1.8%) 2001/02 Actuals $ 2,772,021 $ 1,165,214 $ 218,837 $ 314,669 4 ,470,740 8.0% 2002/03 Actuals $ 2,929,208 $ 1,118,394 $ 160,639 $ 304,081 4 ,512,322 0.9% 2003/04 Actuals $ 3,020,516 $ 976,899 $ 149,316 $ 282,553 4 ,429,284 2004/05 Actuals $ 5,334,406 $ 1,011,721 $ 146,607 $ 298,823 6 ,791,557 53.3% 2005/06 Actuals $ 6,141,365 $ 988,132 $ 163,222 $ 339,648 7 ,632,367 12.4% 2006/07 Actuals $ 7,577,444 $ 994,680 $ 195,261 $ 303,787 9 ,071,172 18.9% 2007/08 Estimated $ 7,994,426 $ 985,900 $ 170,000 $ 270,000 9 ,420,326 23.4% 2008/09 Budgeted $ 8,170,000 $ 986,000 $ 170,000 $ 275,000 9 ,601,000 5.8% Business License Tax Occupancy Tax Sales Tax Property Fiscal Year Tax B -15 $-$1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 $8,000,000 $9,000,000 $10,000,000 1999/00 Actuals 2000/01 Actuals 2001/02 Actuals 2002/03 Actuals 2003/04 Actuals 2004/05 Actuals 2005/06 Actuals 2006/07 Actuals 2007/08 Estimated 2008/09 Budgeted Property Tax Sales Tax Occupancy Tax Business License Tax 82 GENERAL FUND FUND BALANCE ACTIVITY Estimated Plus Less Sources Estimated 7/1/2008 Transfers Transfers (Uses) of 6/30/2009 Balance Revenues In Expenditures Out Fund Balance Balance Reserved Fund Balance Reserve for Petty Cash 1,300 -----1,300 Reserve for Retiree Medical 62,500 -----62,500 Development Deposits 604,909 -----604,909 Unreserved Fund Balance Designated Reserves Operations Reserve 2,823,036 ----80,000 2,903,036 Economic Uncertainty 1,500,000 -----1,500,000 Designated for Liab Claims 38,695 -----38,695 Development Services Reserve 624,711 ----(75,000) 549,711 Environmental Services Reserve 679,917 ----(50,000) 629,917 Capital Project Reserve 600,000 -----600,000 Operational Effecieny Reserve 600,000 -----600,000 Undesignated Reserves Undesignated Fund Balance 351,822 16,970,864 153,732 16,792,070 400,000 45,000 329,348 $ 7,886,890 $ 7,819,416 GENERAL FUND Fund Balance Activity includes: Use of /Addition to GF Reserves: Total Fund Balance Reserves Fund Balance Reserves reflects the cumulative effect effect of revenues and other financing sources over expenditures and other financing uses. Reserved Fund Balance reflect legal obligations, whereas Unreserved Fund Balance includes either 'Designated Reserves' for funding held for a specific purpose by Council direction and/or approval for a specfied use, and 'Undesignated Fund Balance reseves. 'Undesignated Fund Balance' is estimated year-end fund balance not previously identified for a specific purpose, and is therefore available to buffer unplanned operational expenditures during the fiscal year. As year-end fund balance reflects an estimate, sound finanical practices suggest retaining a sufficient amount of undesignated fund balance to offset unexpected revenue shortfalls. The General Fund Operating Reserve was established July 1, 1999 at $2,000,000 to provide a cash funding buffer for the General Fund, and is only to be used in the case of fiscal emergency. The reserve is adjusted at the end of each fiscal year by the amount of interest income earned on the balance in the reserve. The FY 2007/08 revenue includes this interest earning at an estimated 5% interest earning rate. The Economic Uncertainty Reserve was established at $1,500,000 to be used in the case of fiscal uncertainty. This reserve provides relief in the case of unanticipated revenue shortfalls when fund balance would not be sufficient to cover the deficit. The use f this reserve would require approval from the City Council. This reserve is not adjusted for interest earnings. Prior Year Carryforward Reserves reflects an estimate of funding to be set-aside for encumbered obligations that are to be paid for in the following fiscal year. The remaining reserves reflect current year funding adjustments. The Development and Environmental Services reserves reflects funding for future years operating services. These balances were established as reserves at FY 2006/07 year end, to be used as a funding source for their specific designated purpose. B -16 83 SCHEDULE OF INTERFUND TRANSFERS B -17 Estimated Estimated Proposed Proposed 2007/08 2007/08 2008/09 2008/09 Transfers In Transfers Out Transfers In Transfers Out General Funds General Fund $ 150,011 $ 837,257 $ 153,732 $ 400,000 Special Revenue Funds CDBG Program Fund 138,090 140,203 Housing & Rehabilitation Program 13,000 13,000 Gas Tax Special Revenue Fund 438,337 Landscape & Lighting Districts 168,000 Internal Service Funds Equipment Replacement Funds IT Equipment Replacement Building Maintenance 15,000 Equipment Maintenance Information Technology Services Office Stores Fund Risk Management/Liability Ins Workers Compensation Capital Project Funds Street Projects 1,168,184 265,321 372,482 106,000 Parks & Trail Projects 276,230 44,700 Facility Projects 100,000 106,989 Administrative Projects 169,280 Total Interfund Transfers $ 1,891,705 $ 1,891,705 $ 646,203 $ 646,203 $140,283 from the CDBG Fund includes: 1. $32,732 to the General Fund to fund CDBG community grants in the Grants Program 2. $15,000 to the General Fund for CDBG Administration expenses 3. $72,482 to the CIP for CDBG funded ADA Capital Improvement Projects 4. $13,000 to the HCP program to recognize the Counties charge for administering program 5. $6,969 to the CIP for Prior Year CDBG funded ADA Capital Improvement Projects $106,000 from the CIP Fund is comprised of: 1. $106,000 to the General Fund for Gas Tax Fund program administration. $13,000 to the SHARP Fund is comprised of: 1. $13,000 from the CDBG Fund for Housing & Rehabilition Program administration by the City $479,471 to the CIP Fund is comprised of: 1. $300,000 from the General Fund 2. $72,482 from CDBG for a Street Program ADA projects 3. $100,000 from the General Fund for Facility Projects 4. $6,989 from CDBG for Facility ADA projects $153,732 to the General Fund is comprised of: 1. $32,732 from the CDBG Fund for Human Services Grants 2. $15,000 from the CDBG Fund for administration of the program 3. $106,000 from the CIP Gas Tax Fund to Engineering and Administrative Services of the program $400,000 from the General Fund is comprised of: 1. $300,000 to the CIP Pavement Management Project 2. $100,000 to the CIP Facility Improvement Project FY 2008/09 Operating Transfers Out Fund Description FY 2008/09 Operating Transfers In 84 FUND BALANCE ACTIVITY FY 2008/09 B -18 7/1/2008 Plus Plus Less Less Addition to/6/30/2009 Estimated Revenues & Transfers Exp & Transfers (Use of) Estimated Balance Carryfwds In Carryfwds Out Fund Bal Balance General Fund Reserved Fund Balance Reserved for Petty Cash 1,300 -----1,300 Reserved for Retiree Medical 62,500 -----62,500 Development Deposits 604,909 -----604,909 Unreserved Fund Balance Designated Operations Reserve 2,823,036 ----135,000 2,958,036 Economic Uncertainty 1,500,000 -----1,500,000 Designated for Liab Claims 38,695 -----38,695 Development Services Reserve 624,711 ----( 75,000) 549,711 Environmental Program Reserve 679,917 ----( 50,000) 629,917 Designated for Capital Projects 600,000 -----600,000 Designated for Op Efficiencies 600,000 -----600,000 Undesignated Undesignated Fund Balance 351,822 16,970,864 153,732 16,792,070 400,000 ( 10,000) 274,348 Total General Fund $ 7,886,890 $ 16,970,864 $ 153,732 $ 16,792,070 $ 400,000 $ -$ 7,819,416 Special Revenue Funds Landscape & Lighting Districts 65,603 447,150 -442,896 --69,857 CDBG Program Fund -140,203 --140,203 --Housing & Rehabilitation Pgm 89,588 -13,000 13,000 --89,588 Pavement Mgmt Funds -------Total Special Revenue Funds $ 155,191 $ 587,353 $ 13,000 $ 455,896 $ 140,203 $ -$ 159,445 Debt Service Funds 2001 Series GO Bonds 741,357 1,015,000 -1,017,956 --738,401 Total Debt Service Funds $ 741,357 $ 1,015,000 $ -$ 1,017,956 $ -$ -$ 738,401 General Fund Undesignated Fund Balance reflects the operating budget's ongoing revenues, expenditures, carryforwards, transfers in and out, and the use of fund balance reserves. Designated Fund Balance reflects both legal requirements and Council directed reserves. The Operations Reserve grows by the annual investment rate earned by the City each year, and ensures cash availability for operations. The Economic Uncertainty reserve is stable at $1.5 million, and reflects a source for emergency funding. The Environmental and Gas Tax Special Revenue Funds were closed effective with the FY 2007/08 budget. The Gas Gas Tax Fund activity was reallocated to the Capital Improvement Plan, and the Environmental Fund activities were reallocated to the General Fund as the special franchise fee were eliminated in FY 2006/07. The Development Special Revenue Funds were closed in prior years. Transactions are to be reclassed to development activities in the General Fund in FY 2007/08, and fund balances are to be cleared out to the GF Development Reserve. Debt Service Funds reflectsCity debt. The City issued General Obligation Bonds in 2001, for the library expansion project. The Fund reflects the property tax assessment receipts and the debt principal and interest payments made during the fiscal year. Fund Balance reflects the City's reserve for this debt issuance. 85 FUND BALANCE ACTIVITY FY 2008/09 B -19 7/1/2007 Plus Plus Less Less Source & 6/30/2008 Estimated Revenues & Transfers Expenditures & Transfers (Use) of Estimated Balance Carryforwards In Carryforwards Out Reserves Balance Internal Service Funds Equipment Replacement 75,358 200,000 -136,500 --138,858 IT Equipment Replacement 235,973 51,303 -55,400 --231,876 Building Maintenance 49,623 807,081 -807,081 --49,623 Equipment Maintenance 14,229 264,000 -247,905 --30,324 IT Services 29,262 403,946 -403,946 --29,262 Office Stores Fund 10,000 67,000 -60,000 --17,000 Risk Management/Liability 54,703 342,468 -336,268 --60,903 Workers Compensation Ins 38,013 270,920 -260,920 --48,013 Total Internal Service Funds $ 507,162 $ 2,406,718 $ -$ 2,308,020 $ -$ -$ 605,860 Trust Funds Library Capital Improvement 642,554 19,500 -50,000 --612,054 KSAR Trust Fund 37,362 42,500 -42,500 --37,362 Total Trust Funds $ 679,916 $ 62,000 $ -$ 92,500 $ -$ -$ 649,416 Capital Improvement Plan Funds Street Projects -1,893,629 356,364 2,143,993 2,143,993 106,000 --Parks & Trails Projects -------Facility Projects --123,107 123,107 ---Administrative Projects 5,939 -----5,939 Total Capital Improvement Funds $ 5,939 $ 1,893,629 $ 479,471 $ 2,267,100 $ 106,000 $ -$ 5,939 FUND BALANCE TOTALS $ 9,976,455 $ 22,935,564 $ 646,203 $ 22,933,542 $ 646,203 $ -$ 9,978,476 The above CIP funds are included at a summary level. Capital revenues include all outstanding funding sources identified as a source of funds for projects as approved in the fiscal year, however not all funding will become available in the fiscal year. In addition, estimated expenditures is temporarily shown as appropriated expenditures in FY 2007/08, and will be reduced to actuals at year-end.. The City maintains Internal Service Funds to provide full operational costing for services. Three of the funds are equipment replacement sinking funds which charge back to the departments the cost of the assets, to ensure the City is setting aside funding, and to charge an apporpriate annual cost for the asset. Fund balance reflects the accumulated funding for asset replacement to date. The remaining funds provide for the cost of the services and'or insurance in a fair, allocated manner. Over time, fund balances will build up to provide a funding reserve as needed. The City holds two trust funds in a fiduciary capacity: The Library Bond's Capital Maintenance Project Reserve, and the KSAR Community Access Television Foundation Investment Funds. Both funds earn interest on their fund balance at the City's investment rates.The Leonard Road Fund was closed with the FY 2006/07 Year End and any remaining fund balance will transfer to the General Fund. 86 FUND BALANCE RESERVES 5 YEAR COMPARATIVE HISTORY 6/30/2005 6/30/2006 6/30/2007 6/30/2008 6/30/2009 Actual Actual Actual Estimated Budgeted YE Balance YE Balance YE Balance YE Balance YE Balance General Fund Reserved Reserved for Petty Cash 300 1,300 1,300 1,300 1,300 Reserve for Retiree Medical --62,500 62,500 62,500 Development Deposits 666,152 -604,909 604,909 604,909 Designated Operations Reserve 2,457,846 2,554,149 2,688,036 2,823,036 2,958,036 Economic Uncertainty 1,350,000 1,500,000 1,500,000 1,500,000 1,500,000 CIP Project Reserve -614,997 ---Designated for Liab Claims -38,695 38,695 38,695 Prior Year Encumbrances 75,180 -253,875 --Designated -Special Projects --450,000 --Reserve for Carryforwards -Op --80,000 --Reserve for Carryforwards -CIP --47,000 --Development Services Fund 342,122 1,339,563 750,175 624,711 549,711 Environmental Services Fund 898,657 909,759 710,667 679,917 629,917 Designated for Recreation (626) (31,783) (30,291) --Designated for Teen Services 12,863 (38,728) (42,654) --Undesignated Undesignated Fund Balance 1,703,555 2,825,799 1,766,534 1,551,822 1,474,348 Total General Fund Reserves 7,506,049 9,675,057 8,880,747 7,886,890 7,819,416 Special Revenue Funds Landscape & Lighting Districts 75,891 250,317 316,116 65,603 69,857 CDBG Program Fund 1,065 (11,137) ---Housing & Rehabilitation Pgm 127,298 75,287 89,588 89,588 89,588 Pavement Mgmt Closeout -604,509 438,337 --Engineering Development Funds 342,837 -4,182 --Development Deposit Funds 898,657 -(30,199) --Total Special Revenue Funds 1,445,747 918,976 818,024 155,191 159,445 Debt Service 2001 Series Library GO Bonds 855,319 865,379 746,557 741,357 738,401 Leonard Road 2,510 -7,742 --Total Debt Service 857,830 865,379 754,299 741,357 738,401 Internal Service Equipment Replacement -247,149 8,573 75,358 138,858 IT Equipment Replacement 128,198 403,520 352,279 235,973 231,876 Building Maintenance -53,546 14,458 49,623 49,623 Equipment Maintenance ---14,229 30,324 IT Services ---29,262 29,262 Office Stores Fund ---10,000 17,000 Risk Management/Liability ---54,703 60,903 Workers Compensation Ins ---38,013 48,013 Total Internal Service Reserves 128,198 704,215 375,311 507,162 605,860 Trust & Agency Library Capital Improvement 766,144 704,004 684,554 642,554 612,054 KSAR Trust Fund 74,064 61,531 64,862 37,362 37,362 Total Trust & Agency Reserves 840,208 765,535 749,416 679,916 649,416 Fund Balance Reserves B -20 87 FUND BALANCE RESERVES 5 YEAR COMPARATIVE HISTORY 6/30/2005 6/30/2006 6/30/2007 6/30/2008 6/30/2009 Actual Actual Estimated Budgeted Budgeted YE Balance YE Balance YE Balance YE Balance YE Balance Capital Project Funds Capital Improvement Funds 4,480,573 3,070,138 ---Street Project Funds --1,703,304 --Park & Trail Project Funds --1,484,258 --Facility Improvement Funds --441,991 --Administrative Project Funds --5,939 5,939 5,939 Total Capital Projects Funds 4,480,573 3,070,138 3,635,492 5,939 5,939 TOTAL RESERVES $ 15,258,605 $ 15,999,300 $ 15,213,288 $ 9,976,455 $ 9,978,476 Fund Balance Reserves GRAPHIC REPRESENTATION OF 5 YEAR GENERAL FUND AND TOTAL FUND – FUND BALANCE HISTORY WITH 5 YEAR TREND PROJECTION B -21 -2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000 14,000,000 16,000,000 18,000,000 2003/04 2004/05 2005/06 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12 2012/13 General Fund Balance Total Fund Balance 88 DEPARTMENT REVENUES BY PROGRAM FY 2005/06 FY 2006/07 FY 2007/08 FY 200708 FY 2008/09 Actuals Actuals Adjusted Estimated Proposed Council & Commissions 1005 City Council -16,450 600 13,800 1,200 1015 City Commissions --800 900 800 Total Council & Commissions $ -$ 16,450 $ 1,400 $ 14,700 $ 2,000 City Manager's Department 1020 City Manager's Office -----1030 City Clerk -1,678 5,000 2,858 17,000 1045 Human Resources -----Total City Manager's Department $ -$ 1,678 $ 5,000 $ 2,858 $ 17,000 Finance & Administrative Services Department 1040 Finance Services 29,797 35,307 28,500 32,704 33,000 6505 Information Technology Services --369,808 369,808 403,946 6502 IT Equipment Replacement -14,000 52,103 52,103 51,303 6506 Office Stores Fund --85,000 65,000 67,000 Total Finance & Administrative Services $ 29,797 $ 49,307 $ 535,411 $ 519,615 $ 555,249 Community Development 4010 Development Services 835,472 651,947 760,800 665,901 742,260 4005 Advanced Planning 51,799 47,303 80,000 70,000 200,000 2010 Code Compliance 188 1,330 21,440 21,594 13,715 4015 Building & Inspection Services 1,471,858 1,267,168 1,245,000 1,426,000 1,625,000 4099 Pass Through Deposits --85,000 19,091 -6000 Development Deposit Funds (334,462) (24,365) ---7015 CDBG Program Fund 53,581 277,271 138,090 138,090 140,203 7020 Housing & Rehabilitation Pgm Fund 17,646 14,301 ---Total Community Development $ 2,096,082 $ 2,234,955 $ 2,330,330 $ 2,340,676 $ 2,721,178 Public Works Department 3035 General Engineering 79,098 102,672 50,000 75,000 75,000 3036 Development Engineering --238,400 125,282 236,500 3037 Environmental Services --25,000 25,685 25,000 3005 Streets & Storm Drains 6,282 ----3030 Parks & Landscape Maintenance 64,919 105,540 259,766 289,279 237,939 1035 Equipment Operations * 1,745 7,321 ---6504 Equipment Maintenance --201,595 210,395 264,000 6501 Vehicle & Equipment Replacement 13,500 29,878 200,000 200,000 200,000 4020 Development Regulations * 441,214 465,769 ---5005 Integrated Waste Management * 533,366 338,621 ---3015 Gas Tax Fund * 1,100,632 990,717 ---2xxx Landscape & Lighting Districts 353,083 415,063 444,849 432,353 447,150 Total Public Works Department $ 2,593,839 $ 2,455,581 $ 1,419,610 $ 1,357,994 $ 1,485,589 Recreation Department 6005 Recreation Services 771,066 786,105 837,000 725,000 837,000 6010 Teen Services 56,236 16,012 47,100 29,142 20,000 1060 Facility Rentals 72,748 98,614 174,350 168,705 175,000 6503 Building Maintenance --724,311 724,311 807,081 Total Recreation Department $ 900,050 $ 900,731 $ 1,782,761 $ 1,647,158 $ 1,839,081 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures that were previously accounted for in Special Revenue Funds (i.e. $600,000 of staffing in the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. B -22 89 DEPARTMENT REVENUES BY PROGRAM FY 2005/06 FY 2006/07 FY 2007/08 FY 200708 FY 2008/09 Actuals Actuals Adjusted Estimated Proposed Public Safety 2015 Public Safety Services 516,292 674,170 427,200 474,442 475,000 2005 Emergency Preparedness 7,324 9,803 10,544 -7,500 Total Public Safety $ 523,616 $ 683,973 $ 437,744 $ 474,442 $ 482,500 Non-Departmental 1050 General Administration 10,514,654 11,556,126 11,689,635 12,026,911 12,173,950 1025 Legal Services -30,770 155,000 100,043 75,000 7030 Community Grants 13,115 ----7030 Community Events -----6510 Risk Management/Liability Ins --307,015 318,713 342,468 6511 Workers Compensation --247,000 247,000 270,920 7099 KSAR Community Access 2,467 3,331 2,500 1,900 42,500 8015 2001 Series Bond Debt Service Fund 1,040,030 899,662 1,015,906 1,019,681 1,015,000 8020 Leonard Road Fund 10,755 9,059 ---9010 Library Capital Improvement Fund 14,215 19,424 15,000 19,500 19,500 Total Non-Departmental $ 11,595,236 $ 12,518,372 $ 13,432,056 $ 13,733,748 $ 13,939,338 Capital Improvement Projects 4700 Street Projects 1,489,892 226,158 6,164,578 920,571 1,893,629 4700 Park & Trail Projects 112,672 236,134 2,553,697 655,339 -4700 Facility Projects -1,000 -148,123 -4700 Administrative Projects -----Total Capital Improvement Projects $ 1,602,564 $ 463,292 $ 8,718,275 $ 1,724,033 $ 1,893,629 Operating Transfers In 1050 General Fund -Non-Departmental 658,882 499,735 150,011 165,011 153,732 2900 General Fund -Recreation 40,000 171,311 ---1500 Gas Tax Fund 270,000 ----2300 L&L Funds 214,185 43 ---2701 CDBG Funds -----2701 Sharp Housing Fund --13,000 13,000 13,000 6501 Equipment Replacement Fund 305,000 50,000 ---6502 Information Technolgoy Fund 300,000 25,000 ---6503 Building Maintenance Fund 100,000 50,000 15,000 15,000 -4700 Capital Projects 6,483,658 2,821,205 1,713,694 -479,471 Total Operating Transfers In $ 8,371,725 $ 3,617,294 $ 1,891,705 $ 193,011 $ 646,203 Total Revenues and Transfers In $ 27,712,909 $ 22,941,633 $ 30,554,293 $ 22,008,236 $ 23,581,767 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures (i.e. staffing & internal service costs) that were previously accounted for in Special Revenue Funds (i.e. the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. B -23 90 DEPARTMENT EXPENDITURES BY PROGRAM FY 2005/06 FY 2006/07 FY 2007/08 FY 200708 FY 2008/09 Actuals Actuals Adjusted Estimated Proposed Council & Commissions 1005 City Council 114,155 106,939 224,069 224,291 187,316 1015 City Commissions 106,351 120,069 31,115 20,922 31,115 Total Council & Commissions $ 220,506 $ 227,008 $ 255,184 $ 245,213 $ 218,431 City Manager's Department 1020 City Manager's Office 347,241 416,435 627,937 580,024 665,851 1030 City Clerk 171,608 247,466 319,370 254,015 375,392 1045 Human Resources 234,018 264,842 344,630 339,036 349,821 Total City Manager's Department $ 752,867 $ 928,743 $ 1,291,937 $ 1,173,075 $ 1,391,064 Finance & Administrative Services Department 1040 Finance Services 544,503 715,032 905,203 867,118 982,920 1065 Management Information Systems * 223,270 253,445 ---6505 Information Technology Services --369,808 340,546 403,946 6502 IT Equipment Replacement 24,679 90,241 177,359 168,409 55,400 6506 Office Stores Fund --65,000 55,000 60,000 Total Finance & Administrative Services $ 792,452 $ 1,058,718 $ 1,517,370 $ 1,431,073 $ 1,502,266 Community Development 4010 Development Services 872,539 937,869 1,084,030 1,046,496 1,181,263 4005 Advanced Planning 95,830 103,553 143,816 54,726 199,328 2010 Code Compliance 113,533 143,900 195,792 246,801 236,968 4015 Building & Inspection Services 571,800 746,871 986,035 970,426 1,047,021 4030 Pass Through Deposits --85,000 15,425 -7015 CDBG Program Fund 49,718 62,421 ---7020 Housing & Rehabilitation Pgm Fund 69,656 -13,000 13,000 13,000 Total Community Development $ 1,773,076 $ 1,994,614 $ 2,507,673 $ 2,346,874 $ 2,677,580 Public Works Department 3035 General Engineering 322,664 341,760 613,504 584,524 539,442 3036 Development Engineering --255,712 260,477 299,638 3037 Environmental Services --505,035 462,570 498,044 3005 Streets & Storm Drains 571,197 1,893,466 1,319,323 1,319,875 1,341,301 3030 Parks & Landscape Maintenance 1,076,393 1,290,713 1,754,113 1,784,507 1,850,318 1035 Equipment Operations * 171,739 188,204 ---6504 Equipment Maintenance --196,595 196,166 247,905 6501 Vehicle & Equipment Replacement 71,351 318,454 164,000 133,215 136,500 4020 Development Regulations * 171,021 144,630 ---5005 Integrated Waste Management * 81,244 61,711 ---5015 Storm Water Management * 381,020 382,000 ---150 Gas Tax Fund * 766,123 1,156,890 ---2xxx Landscape & Lighting Districts 298,074 310,287 530,562 424,056 442,896 Total Public Works Department $ 3,910,826 $ 6,088,115 $ 5,338,845 $ 5,165,391 $ 5,356,043 * Represents Programs which were closed or realigned effective in the FY 2007/08 budget B -24 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures (i.e. staffing & internal service costs) that were previously accounted for in Special Revenue Funds (i.e. the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. 91 DEPARTMENT EXPENDITURES BY PROGRAM FY 2005/06 FY 2006/07 FY 2007/08 FY 200708 FY 2008/09 Actuals Actuals Adjusted Estimated Proposed Recreation Department 6005 Recreation Services 842,848 862,295 1,057,944 955,150 1,094,389 6010 Teen Services 94,964 113,566 141,198 129,334 131,682 1060 Facility Rentals 661,983 736,351 327,054 312,760 318,856 6503 Building Maintenance 46,454 89,088 724,311 704,146 807,081 Total Recreation Department $ 1,646,249 $ 1,801,300 $ 2,250,508 $ 2,101,390 $ 2,352,008 Public Safety 2015 Public Safety Services 3,423,045 3,588,502 3,945,267 3,944,629 4,192,918 2005 Emergency Preparedness 16,396 152,908 19,200 11,205 48,309 Total Public Safety $ 3,439,441 $ 3,741,410 $ 3,964,467 $ 3,955,834 $ 4,241,227 Non-Departmental 1050 General Administration 303,865 380,753 504,265 442,549 575,262 1025 Legal Services 394,759 276,900 498,987 236,206 463,521 7030 Community Grants 123,867 177,045 173,286 173,286 152,496 7040 Community Events 850 13,845 22,400 24,900 28,900 6510 Risk Management/Liability Ins --304,931 264,010 336,268 6511 Workers Compensation --246,875 208,987 260,920 7099 KSAR Community Access 15,000 --30,000 42,500 8015 2001 Series Bond Debt Service Fund 1,029,971 1,018,484 1,021,106 1,019,514 1,017,956 8020 Leonard Road/District 3 14,766 ----9010 Library Capital Improvement Fund 76,355 38,874 57,000 22,782 50,000 Total Non-Departmental $ 1,959,433 $ 1,905,901 $ 2,828,850 $ 2,422,235 $ 2,927,823 Capital Improvement Projects 4700 Street Projects 2,641,342 1,347,970 8,770,745 2,030,300 2,143,993 4700 Park & Trail Projects 127,186 554,499 4,269,485 300,378 -4700 Facility Projects 47,634 279,833 541,991 202,562 123,107 4700 Administrative Projects --169,280 6,585 -Total Capital Improvement Projects $ 2,816,162 $ 2,182,302 $ 13,751,501 $ 2,539,825 $ 2,267,100 Operating Transfers Out 1050 General Fund 1,250,395 2,607,834 837,257 837,257 400,000 2900 General Fund -----2900 Development & Environ Reserve -----2500 Development Dep -Fund Closeout 364,300 315,157 -(26,017) -5015 Environmental Funds to GF 60,000 94,000 ---2xxx Landscape & Lighting Districts 121,294 46,706 168,000 168,000 -7015 CDBG Fund to GF/CIP/SHARP 15,000 203,713 138,090 138,090 140,203 3015 Pavement Mgmt -Fund Closeout --438,337 438,337 -4200 Leonard Road -Fund Closeout 47,900 --7,742 -7000 Capital Project Funds 6,512,836 222,422 310,021 310,021 106,000 Total Operating Transfers Out $ 8,371,725 $ 3,489,832 $ 1,891,705 $ 1,873,430 $ 646,203 Total Expenditures and Transfers Out $ 25,682,737 $ 23,417,943 $ 35,598,040 $ 23,254,340 $ 23,579,745 Note: Revenue and expenditure Financial Summaries schedules include Recreation and Development transactions in General Fund amounts however, revenues and expenditures (i.e. staffing & internal service costs) that were previously accounted for in Special Revenue Funds (i.e. the Pavement Management Fund) are not included in General Fund history prior to FY 2007/08. B -25 92 CITY OF SARATOGA STAFF POSITIONS BY DEPARTMENT B -26 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 Funded Funded Funded Funded Funded City Manager's Department City Manager 1 .00 1 .00 1 .00 1 .00 1 .00 Assistant City Manager 1 .00 0 .80 0 .80 1 .00 1 .00 Executive Assistant to CM 1 .00 1 .00 1 .00 1 .00 1 .00 City Clerk 1 .00 1 .00 1 .00 1 .00 1 .00 Human Resources Manager 0 .75 1 .00 1 .00 1 .00 1 .00 Administrative Analyst I, II 1 .00 --1 .00 1 .00 Total FTEs 5.75 4.80 4.80 6.00 6.00 Administrative Services Department Administrative Services Director 1 .00 1 .00 1 .00 1 .00 1 .00 Supervising Accountant 1 .00 1 .00 1 .00 1 .00 1 .00 Accountant --1 .00 1 .00 1 .00 Account Technicians --2 .00 2 .00 2 .00 Office Specialists I, II, III 3 .90 2 .75 ---IT Analyst 1 .00 1 .00 1 .00 1 .00 1 .00 IT Technician ---1 .00 -Total FTEs 6.90 5.75 6.00 7 .00 6.00 Community Development Department Community Development Director 1 .00 1 .00 1 .00 1 .00 1 .00 Senior Planner -1 .00 1 .00 1 .00 1 .00 Assistant/Associate Planner 4 .00 3 .00 3 .00 3 .00 3 .00 Plan Check Examiner/Engineer 1 .00 1 .00 1 .00 1 .00 1 .00 Arborist --1 .00 1 .00 1 .00 Building Official 1 .00 1 .00 1 .00 1 .00 1 .00 Building Inspector 3 .00 3 .00 3 .00 3 .00 3 .00 Public Safety Officer 2 .00 ----Code Compliance Specialist -1 .00 1 .00 1 .00 1 .00 Office Specialist I, II, III 2 .00 2 .00 2 .00 2 .00 2 .00 Total FTEs 14.00 13.00 14.00 14.00 14.00 Public Works Department Public Works Director 1 .00 1 .00 1 .00 1 .00 1 .00 Assistant/Associate Engineer 2 .00 2 .00 3 .00 3 .00 1 .00 Administrative Analyst I, II 1 .00 1 .00 1 .00 1 .00 1 .00 Office Specialist I, II, III 1 .75 1 .75 1 .75 1 .75 1 .75 Parks Maintenance Supervisor 1 .00 1 .00 1 .00 1 .00 1 .00 Parks Maintenance Lead 1 .00 1 .00 1 .00 1 .00 1 .00 Parks Maintenance Specialist 1 .00 1 .00 1 .00 1 .00 1 .00 Parks Maintenance Worker I, II, III 6 .00 6 .00 6 .00 6 .00 6 .00 Street Maintenance Supervisor 1 .00 1 .00 1 .00 1 .00 1 .00 Street Maintenance Lead --1 .00 1 .00 1 .00 Street Maintenance Specialist --1 .00 1 .00 1 .00 Street Maintenance Worker I, II, III 5 .00 5 .00 3 .00 4 .00 4 .00 Total FTEs 20.75 20.75 21.75 22.75 21.75 TOTAL STAFF BY DEPARTMENT 93 CITY OF SARATOGA STAFF POSITIONS BY DEPARTMENT 2004/05 2005/06 2006/07 2007/08 2008/09 Funded Funded Funded Funded Funded Recreation Department Recreation Department Director 1 .00 1 .00 1 .00 1 .00 1 .00 Senior Recreation Supervisor 1 .00 1 .00 1 .00 1 .00 1 .00 Recreation Supervisor 1 .00 1 .00 2 .00 2 .00 1 .00 Recreation Program Coordinator 1 .00 1 .00 --1 .00 Facility Coordinator 0 .60 0 .60 0 .60 0 .60 0 .60 Office Specialist I, II, III 1 .75 1 .75 2 .00 2 .00 2 .00 Facility Maintenance Supervisor 1 .00 1 .00 1 .00 1 .00 1 .00 Facility Maintenance Lead --1 .00 1 .00 1 .00 Facility Maintenance Worker I, II, III 3 .00 3 .00 2 .00 2 .00 2 .00 Total FTEs 10.35 10.35 10.60 10.60 10.60 Public Safety Department Assistant City Manager -0.20 0.20 --Total FTEs -0.20 0.20 --TOTAL STAFF FTEs 57.75 54.85 57.35 60.35 58.35 2004/05 2005/06 2006/07 2007/08 2008/09 Funded Funded Funded Funded Funded City Manager's Department HR Administrative Assistants ---1,700 1,600 Student Intern ---240 -Executive Assistant ----800 800 Administrative Services Department Accountant/Budget Analyst 1,907 1,040 1,040 1,040 960 Account Technician ---1,040 2,000 Clerical 2,300 2,300 ---IT Intern 1,052 1,052 2,080 -2,000 Community Development Department Forestry Intern ---940 940 Planning Intern ---450 450 Account Clerk ----1,200 Public Works Department Engineering Inspectors --1,840 1,840 1,840 Maintenance Workers 2,080 2,080 3,080 2,080 2,080 Recreation Department Facility Attendent 2,025 1,700 1,700 1,700 1,700 Recreation Leader 8,883 5,390 4,300 4,300 4,300 Total Annual Hours 18,247 13,562 14,040 15,330 19,870 HOURLY STAFFING BY DEPARTMENT B -27 94 STAFFING SUMMARIES STAFFING BY DEPARTMENT 0 10 20 30 40 50 60 70 2004/05 2005/06 2006/07 2007/08 2008/09 Five Year Staffing Trend Public Safety Recreation Department Public Works Community Dev elopment Administrative Services City Manager's Department Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 Funded Funded Funded Funded Funded City Manager's Department 5 .75 4 .80 4 .80 6 .00 6 .00 Administrative Services 6 .90 5 .75 6 .00 7 .00 6 .00 Community Development 1 4.00 1 3.00 1 4.00 1 4.00 1 4.00 Public Works 2 0.75 2 0.75 2 1.75 2 2.75 2 1.75 Recreation Department 1 0.35 1 0.35 1 0.60 1 0.60 1 0.60 Public Safety -0 .20 0 .20 --Total Staff by Department 5 7.75 5 4.85 5 7.35 6 0.35 5 8.35 TOTAL STAFF BY DEPARTMENT B -28 95 STAFFING SUMMARIES STAFFING BY FUND 0 10 20 30 40 50 60 70 5 Year History of Department Staffing by Fund General Fund Internal Service Funds Special Revenue Funds Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 Funded Funded Funded Funded Funded General Fund City Manager's Department 5 .75 4 .80 4 .80 5 .70 5 .70 Administrative Services 5 .65 4 .55 4 .75 4 .80 4 .85 Community Development 1 4.00 1 3.00 1 4.00 1 4.00 1 4.00 Public Works 1 8.56 1 3.51 1 4.00 2 2.05 2 1.05 Recreation Department 1 0.35 1 0.35 1 0.60 6 .85 6 .65 Public Safety -0 .20 0 .20 --Total General Fund FTEs 5 4.31 4 6.41 4 8.35 5 3.40 5 2.25 Internal Service Funds City Manager's Department ---0 .30 0 .30 Administrative Services 1 .25 1 .20 1 .25 2 .20 1 .15 Public Works ---0 .70 0 .70 Recreation Department ---3 .75 3 .95 Total Internal Service Funds 1 .25 1 .20 1 .25 6 .95 6 .10 Special Revenue Funds Public Works 2 .19 7 .24 7 .75 --Total Special Revenue Funds 2 .19 7 .24 7 .75 --Total FTEs 57.75 54.85 57.35 60.35 58.35 58.35 TOTAL DEPARTMENTAL STAFF BY FUND B -29 96 FINANCIAL SUMMARIES B -30 97 DEPARTMENTAL BUDGETS BY PROGRAM COUNCIL & COMMISSIONS Council & Commissions Overview..................................................................................................................C 3 1101 City Council .........................................................................................................................................C-5 1201 City Commissions................. ..............................................................................................................C-11 CITY MANAGER’S DEPARTMENT City Manager’s Department Overview........................ ....................................................................................C-13 2101 City Manager’s Office ................................................................................... ......................................C-17 2201 City Clerk............................................................................................................................................. -21 2301 Human Resources ................................................................................................................................C-25 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT Finance & Administrative Services Department Overview..............................................................................C-29 3101 Finance Services ..................... ............................................................................................................C-33 9999 Management Information Services ................................................. .....................................................C-37 Internal Service Funds 3201 Information Technology Services Fund............................................................................. ..................C-41 3202 IT Equipment Replacement Fund ........................................................................................................C-45 3102 Office Stores Fund ...............................................................................................................................C-49 COMMUNITY DEVELOPMENT DEPARTMENT Community Development Department Overview ............................................................................................C-51 4101 Development Services......................................................... ................................................................C-55 4102 Advanced Planning ........................................................................................................... ...................C-59 4103 Code Compliance ................................................................................................................................C-63 4201 Building & Inspection Services ............................................................................................................C-67 4199 Pass-Through Deposits ............................ ............................................................................................C-71 Special Revenue Funds 4301 CDBG Program Fund.......................................................... ................................................................C-73 4302 Saratoga Housing & Rehabilitation Program (SHARP) .......................................................................C-75 PUBLIC WORKS DEPARTMENT Public Works Department Overview..............................................................................................................C-77 5101 General Engineering ...........................................................................................................................C-81 5102 Development Engineering............................... ...................................................................................C-85 C -1 98 C -2 DEPARTMENTAL BUDGETS BY PROGRAM PUBLIC WORKS DEPARTMENT -CONTINUED 5103 Environmental Services ................................................................................................... ..................C-89 5201 Streets & Storm Drains .......................................................................................................................C-93 5301 Parks & Landscape Maintenance ........................................................................................................C-97 9999 Equipment Operations......................................... ..............................................................................C-101 Internal Service Funds 5202 Equipment Maintenance ................................................................. ...................................................C-103 5203 Vehicle & Equipment Replacement....................................................................................................C-107 Special Revenue Funds 9999 Development Regulations ...................................................................................................................C-111 9999 Environmental Funds ..........................................................................................................................C-115 9999 Gas Tax Fund................................................ ....................................................................................C-119 5302 Landscape & Lighting Districts ......................................................................... ................................C-123 RECREATION DEPARTMENT Recreation Department Overview ............................................................................................................ .....C-127 6101 Recreation Services............................................................................................................................C-131 6102 Teen Services .....................................................................................................................................C-135 6201 Facility Rentals ...................................... ...........................................................................................C-139 Internal Service Funds 6202 Building Maintenance ..................................................... ..................................................................C-143 PUBLIC SAFETY DEPARTMENT Public Safety Department Overview .................................................................... .........................................C-147 7101 Public Safety Services........................................................................................................................C-151 7102 Emergency Preparedness ....................................................................................................................C-155 NON-DEPARTMENTAL Non-Departmental Overview .........................................................................................................................C-159 8101 General Administration.................................... .................................................................................C-163 8201 Legal Services............................................................................................. ......................................C-167 8301 Community Grants.............................................................................................................................C-169 8302 Community Events.............................................................................................................................C-173 Internal Service Funds 8401 Risk Management/Liability Insurance ................................................................................................C-177 8501 Workers Compensation Insurance .............................. .......................................................................C-181 Trust Funds 8701 2001 Series GO Bond Debt Service Fund.................................................................... ......................C-185 8702 Library Capital Maintenance Trust Fund............................................................................................C-189 8703 KSAR Community Access Trust Fund ...............................................................................................C-191 99 COUNCIL & COMMISSIONS DEPARTMENT The Council & Commissions Department consists of the City Council and City Commissions programs, which represents the elected and appointed officials of Saratoga. The City Council consists of elected members who act as the legislative body which represents the residents and community of the City of Saratoga. The City Council is comprised of five Council Members who serve four year terms, with elections for either two or three of the seats every two years. The Mayor and Vice-Mayor are appointed for one year terms each December by their fellow Council Members. City Commissions are advisory bodies whose members are appointed by the Council. These commissions are established to encourage residents to become involved in their community and to broaden the City’s decision-making processes. City Committees are also included in this program and differ from Commissions in that these represent a smaller advisory body with more narrowly defined duties. Active commissions and committees as of FY 2008/09 are as follows: • Finance Committee • Heritage Preservation Commission • Library Commission • Parks & Recreation Commission • Planning Commission • Traffic Safety Commission • Youth Commission C -3 100 COUNCIL AND COMMISSIONS DEPARTMENT 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -1 6,450 1 ,400 2 ,100 2 ,000 Intergovernmental Revenues -----Charge for Services -----Other Sources ---1 2,600 -TOTAL REVENUES -1 6,450 1,400 1 4,700 2 ,000 EXPENDITURES Salaries and Benefits 120,415 127,793 29,715 29,715 29,715 Operating Expenditures Materials & Supplies 18,771 7,728 13,300 9,507 9,650 Fees & Charges 22,698 22,369 115,200 121,522 80,850 Consultant & Contract Services 42,260 55,760 38,000 38,000 36,000 Meetings, Events, & Training 16,362 13,358 26,500 14,000 25,000 Total Operating Expenditures 100,091 99,215 193,000 183,029 151,500 Fixed Assets -----Internal Service Charges --32,469 32,469 37,216 TOTAL EXPENDITURES $ 2 20,506 $ 2 27,008 $ 255,184 $ 245,213 $ 218,431 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed GENERAL FUND City Council $ 114,155 $ 106,939 $ 224,069 $ 224,291 $ 187,316 City Commissions 106,351 120,069 31,115 20,922 31,115 TOTAL GENERAL FUND $ 220,506 $ 227,008 $ 255,184 $ 245,213 $ 218,431 TOTAL EXPENDITURES $ 220,506 $ 227,008 $ 255,184 $ 245,213 $ 218,431 GENERAL FUND REVENUES AND EXPENDITURES DEPARTMENTAL EXPENDITURES BY PROGRAM C -4 101 CITY COUNCIL The City Council is the legislative body that represents the residents and community of Saratoga. The City Council operates under a Council/Manager form of government that combines the policy leadership of elected officials with the managerial expertise of an appointed City Manager. The City Council holds Council meetings on the first and third Wednesday of the month that are open to the public, and actively seeks input to its decision-making from Saratoga residents. The Council sets city policy for implementation by staff, and makes decisions on legislative and community matters. Additionally, the City Council holds meetings at least annually with all City Commissions and community organizations that are closely affiliated with the City, including the Saratoga Chamber of Commerce, the Saratoga Area Senior Coordinating Council (SASCC), and the Hakone Foundation. The Council establishes Ad Hoc subcommittees to work on issues or meet with groups on emergent issues. An example is the Council’s School Ad Hoc Subcommittee which meets annually with the school districts that serve Saratoga. Council Members also serve as voting members on other governmental boards and Joint Power Authorities (JPAs) such as the West Valley Solid Waste Management Authority and the West Valley Sanitation District. BUDGET OVERVIEW Revenues in the City Council Program are limited to City Council appeal fees, for which two or three on average trickle in each year. Expenditures include $250 monthly stipends for each Council Member, funding for special events, meeting expenses, conferences, operational supplies, and a lobbying consultant service that keeps the City abreast about legislative issues, and may advocate legislative positions on priority issues. Another $50,000 is budgeted for Council discretionary funds for unplanned expenditures or events the Council may wish to support throughout the year. C -5 102 COUNCIL AND COMMISSIONS DEPARTMENT CITY COUNCIL 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -16,450 600 1,200 1,200 Intergovernmental Revenues -----Charge for Services -----Other Sources ---12,600 -TOTAL REVENUES $ -$ 1 6,450 $ 6 00 $ 1 3,800 $ 1,200 EXPENDITURES Salaries and Benefits 15,287 8 ,940 16,150 1 6,150 1 6,150 Operating Expenditures Materials & Supplies 17,548 6 ,512 5 ,750 2 ,150 2 ,100 Fees & Charges 22,698 22,369 115,200 1 21,522 8 0,850 Consultant & Contract Services 42,260 55,760 38,000 3 8,000 3 6,000 Meetings,Events & Training 16,362 13,358 16,500 1 4,000 1 5,000 Total Operating Expenditures 98,868 97,999 175,450 1 75,672 1 33,950 Fixed Assets -----Internal Service Charges --32,469 3 2,469 3 7,216 TOTAL EXPENDITURES $ 114,155 $ 1 06,939 $ 224,069 $ 2 24,291 $ 187,316 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES North Campus Use – Finalize the remodeling of these facilities, and put the remodeled facilities into community use. Community – Encourage community building and public participation in local government by providing and strengthening opportunities for residents to become involved. City Ordinances – Identify by highest priority, the City ordinances to be revised in FY 2008/09, and initiate hearings on ordinance revisions. Housing Element – Initiate the City planning process to revise the General Plan’s Housing Element, to be in compliance with the State’s requirement to update this element every five years. Kevin Moran Park – Implement improvements for Kevin Moran Park in accordance with the recommendations of the Kevin Moran Park Improvement Task Force. C -6 103 COUNCIL AND COMMISSIONS DEPARTMENT CITY COUNCIL KEY SERVICES • Represents the residents and community of Saratoga • Provides community leadership as the legislative and policy-making body • Effectively represents the City of Saratoga in coordination with other local, county, state, and federal agencies • Oversees the City’s Commissions and provides support to community organizations on emergent issues • Works with community groups to identify needs and issues and City involvement C -7 104 COUNCIL AND COMMISSIONS DEPARTMENT CITY COUNCIL C -8 105 CITY COMMISSIONS City Commissions are designated bodies that provide specialized advice or other assistance to the City Council and staff. Commissioners apply for and are appointed by the City Council to serve four-year terms. At least one City staff member is assigned to each commission to provide direction and support, and to ensure agenda preparation, posting, minutes, and other meeting elements are fulfilled as required under the Brown Act. Currently, there are seven active commissions/committees to advise the Council and staff on commission-specific issues. These include: Planning Commission –This seven member commission advises the City Council on land use matters such as the General Plan and specific plans, zoning, and subdivisions. The commission plans for the future orderly physical development of the City, and informs and educates the public on current land use and urban planning issues. In many areas, the Planning Commission also acts as a legislative body in making determinations within the framework of applicable State laws and City ordinances. The commission meets on the second and fourth Wednesday of the month. Heritage Preservation Commission –A seven member commission which meets on the second Tuesday of the month to function as a liaison with the Council and Planning Commission and City departments to implement the City’s Heritage Preservation Ordinance. The Commission’s scope includes establishing an official inventory of heritage resources and recommendations for historic landmarks, heritage lanes, or historic districts to the Council. Library Commission – A five member commission which meets six times a year, and provides counsel and recommendations on library policies, budgets, plans, and procedures to the City Council, City staff, the Santa Clara County Library staff, and the Saratoga Library Supervisor. The Library Commission has no administrative authority over the Library’s operations, but does participate in the general planning of library operations and related programs and policies, including overseeing the Library’s capital maintenance fund. Traffic Safety Commission – A five member commission which investigates, reviews, and analyzes traffic safety and related issues and makes recommendations to the City Council. The Commission increases awareness of and attention to the public safety needs of the community by improving communications and involvement among the community, City government, and public safety agencies regarding services, needs, and programs. This commission meets the second Thursday of every other month. C -9 Youth Commission – This fourteen member Commission is comprised of middle and high school students appointed by the City Council for two year terms. Youth Commissioners serve as a liaison between the teen community and the City Council to communicate youth issues to the City Council including planning, promoting, and participating in community service, fundraising, educational and fun activities for Saratoga youth. 106 COUNCIL AND COMMISSIONS DEPARTMENT CITY COMMISSIONS Parks & Recreation Commission – a five member committee which meets six times a year, to advise the Council on: design, use, and development of new parks and playground projects as they arise; and other such matters as may be requested by the Council. The Commission also advises and makes recommendations concerning the City’s recreation and leisure activity programs. Finance Committee –A Standing Council Committee comprised of two Council members, to meet monthly or as needed, for review of the financial aspects of staff reports and provide feedback to both staff and Council on financial matters. BUDGET OVERVIEW The Commission Program budget includes revenue and expenses for all the commissions and committees. Revenues from the Commission budget are limited to Planning Commission appeal fees. These fees occur when an applicant or opponent of a development project files an appeal of the Community Development Department’s decision, which brings it to the Planning Commission for review. As Planning Commissioners expend a great deal of time in providing this community service, a token stipend of $150 per month for each of the seven commissioners is included in the annual budget expenditures. The remaining expenditures for this program are limited to meeting costs and commission specific expenditures, such as $2,000 for historical plaques the Heritage Preservation Commission provides for historical landmarks. The expenses associated with other City Commissions are typically the result of meeting materials and Commissioner training. The budget also includes funding for the City’s annual Commissioner Recognition Dinner to honor the commissioner’s service to the community. C -10 City staffing costs from the various departments were removed from the Commission budget as the staff’s activities are limited to support functions. During the FY 2007/08 budget, the Council approved an Analyst position that functions as a liaison between commissions, Council, and the City Manager’s Office. While this position requires regular work with the City’s Council and Commissions, it also provides additional citywide functions and is consequently funded in the City Manager’s Office. 107 COUNCIL AND COMMISSIONS DEPARTMENT CITY COMMISSIONS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits --800 900 800 Intergovernmental Revenues -----Charge for Services -----Other Sources -----TOTAL REVENUES $ -$ -$ 800 $ 9 00 $ 800 EXPENDITURES Salaries and Benefits 105,128 118,853 13,565 1 3,565 1 3,565 Operating Expenditures Materials & Supplies 1 ,223 1 ,216 7 ,550 7 ,357 7 ,550 Fees & Charges -----Consultants & Contract Services -----Meetings, Events & Training --10,000 -10,000 Total Operating Expenditures 1,223 1 ,216 17,550 7 ,357 1 7,550 Fixed Assets -----Internal Service Charges -----TOTAL EXPENDITURES $ 106,351 $ 120,069 $ 3 1,115 $ 2 0,922 $ 31,115 GENERAL FUND REVENUES AND EXPENDITURES KEY SERVICES • Commissions provide specialized advice and assistance to Council on commission specific oversight functions. • Broadens policy and decision making to include more voices in the process • Provides opportunities for Saratoga residents to become more involved in the community and participate in activities. C -11 • Knowledgeable commissioners assist City staff in researching issues, collecting information, and providing recommendations to the Council. 108 COUNCIL AND COMMISSIONS DEPARTMENT CITY COMMISSIONS C -12 109 CITY MANAGER’S DEPARTMENT The City Manager’s Department is comprised of the City Manager’s Office, the City Clerk, and the Human Resources (HR) Division. The City Manager’s Department supports the Council’s legislative and policy interests, provides management, leadership, and direction for the City organization, supports commissions, and interacts with community groups, fostering public awareness of municipal programs, services, and goals. The Department is directly responsible for legislative analysis, numerous contract negotiations, human resources and labor negotiations, and maintaining community partnerships with the Chamber of Commerce, the Saratoga Area Senior Coordinating Council, the Hakone Foundation, and the community access television station KSAR. The department maintains good working relationships with the administrators of other agencies and service districts in the city, including the Saratoga and Santa Clara County Fire Districts and West Valley College. The department also provides oversight and coordinates with law enforcement and emergency preparedness agencies, and is actively involved in technology advances in all city functions. BUDGET OVERVIEW Beginning with the FY 2007/08 budget, the City Manager’s Department was restructured to separate Public Safety services from the organizational management functions of the City Manager’s Office. The City Manager’s Department continues to provide contract oversight and coordination of law enforcement activities with other city functions. In addition, the citywide Risk Management and Workers Compensation functions were removed from the City Manager’s Department. The program duties, staffing, and expenditures were moved into an Internal Service Fund structure to properly allocate them across the City’s programs. A portion of the City Manager’s staff time has been re-aligned to these Internal Service Fund programs to account for the operational duties associated with these functions. C -13 110 CITY MANAGER’S DEPARTMENT 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Propose REVENUES Taxes -----Fees, Licenses and Permits -1 5,150 --1 5,000 Intergovernmental Revenues -----Charge for Services -----Other Sources -1,678 5 ,000 2 ,858 2 ,000 TOTAL REVENUES -1 6,828 5 ,000 2,858 1 7,000 EXPENDITURES Salaries and Benefits 602,473 692,451 934,420 884,235 1,009,684 Operating Expenditures Materials & Supplies 15,254 13,855 17,415 7,522 7,700 Fees & Charges 60,836 62,833 61,750 61,569 37,325 Consultant & Contract Services 25,891 99,765 88,340 46,641 103,340 Meetings, Events & Training 48,413 61,339 39,600 27,601 99,550 Total Operating Expenditures 150,394 237,792 207,105 143,333 247,915 Fixed Assets --20,000 15,095 -Internal Service Charges --130,412 130,412 133,465 TOTAL EXPENDITURES $ 7 52,867 $ 9 30,243 $ 1 ,291,937 $ 1 ,173,075 $ 1 ,391,064 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Propose GENERAL FUND City Manager's Office $ 347,241 $ 416,435 $ $ 627,937 $ 580,024 $ 665,851 City Clerk 171,608 247,466 319,370 254,015 375,392 Human Resources 234,018 266,342 344,630 339,036 349,821 TOTAL GENERAL FUND $ 752,867 $ 930,243 $ 1,291,937 $ 1,173,075 $ 1,391,064 TOTAL DEPT EXPENDITURES $ 752,867 $ 930,243 $ 1,291,937 $ 1,173,075 $ 1,391,064 DEPARTMENTAL EXPENDITURES BY PROGRAM GENERAL FUND REVENUES AND EXPENDITURES d d C -14 111 CITY MANAGER’S DEPARTMENT Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded City Manager 1 .00 1 .00 1 .00 1 .00 1 .00 Assistant City Manager 1 .00 0 .80 0 .80 1 .00 1 .00 Executive Assistant to CM 1 .00 1 .00 1 .00 1 .00 1 .00 City Clerk 1 .00 1 .00 1 .00 0 .75 0 .75 Human Resources Manager 0 .75 1 .00 1 .00 0 .95 0 .95 Administrative Analyst I, II 1 .00 --1 .00 1 .00 Total FTEs 5.75 4.80 4.80 5.70 5.70 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded HR Clerk ---1 ,700 1 ,600 Student Intern ---2 40 -Executive Assistant ----8 00 Total Annual Hours ---1,940 2,400 * This schedule reflects all FTEs funded in the City Manager's Deparment. Departmental staffing assigned to Public Safety in prior years, or in Internal Service Funds in the current year, are reflected in the appropriate department's FTE schedules. However, in the Financial Summaries staff schedules will reflect staffing assigned by Home Department. CITY MANAGER'S DEPARTMENT STAFFING C -15 112 CITY MANAGER’S DEPARTMENT C -16 113 CITY MANAGER’S OFFICE The core services of the City Manager’s Office are to: • Provide leadership, oversight and direction for City functions; • Provide comprehensive information, policy analysis, and support to the City Council; • Provide support and guidance to the City’s Commissions; • Nurture community and intergovernmental relations; and • Cultivate public awareness of municipal services, programs, and activities. The City Manager has direct oversight responsibility for the City Clerk and HR Programs, and coordinates with external agencies that provide Public Safety, Animal Control and Emergency Preparedness services to the City. BUDGET OVERVIEW The City Manager’s Office provides a managerial oversight and coordination role, and thus does not generate revenues. Budget expenditures are comprised of staffing costs, which includes moving .20 FTE of the Assistant City Manager from the Public Safety Program back to the City Manager’s Office, and accounting for .25 FTE of the City Clerk’s function in the Risk Management/Liability Internal Service Fund and .05 FTE of the HR Manager in the Workers Compensation Internal Service Fund. An Administrative Analyst position was added to the City Manager’s Office in FY 2007/08 to provide support for the various City Commissions, due to the reinstatement of the Parks & Recreation Commission, and enhanced public outreach and media relations activities. C -17 114 CITY MANAGER’S DEPARTMENT CITY MANAGER’S OFFICE 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Propose REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmenta Revenues -----Charge for Services -----Other Sources -----TOTAL REVENUES $ -$ -$ -$ -$ -EXPENDITURES Salaries and Benefits 329,087 381,094 559,221 516,800 606,553 Operating Expenditures Materials & Supplies 5,868 4,819 3 ,200 3 ,197 -Fees & Charges 3,246 1 3,016 6 ,100 4 ,111 3 ,475 Consultants & Contract Services -----Meetings, Events & Training 9,040 17,506 15,650 12,150 7 ,850 Total Operating Expenditures 18,154 35,341 24,950 19,458 11,325 Fixed Assets -----Internal Service Charges --43,766 43,766 47,973 TOTAL EXPENDITURES $ 347,241 $ 416,435 $ 627,937 $ 580,024 $ 665,851 GENERAL FUND REVENUES AND EXPENDITURES d FY 2008/09 OBJECTIVES Annual Budget – The City Manager’s Office will continue to oversee the development and ongoing improvements to the City’s annual Operating and Capital budgets for presentation to the City Council and the community, ensuring City finances, services and projects are properly presented and budgeted. Staff Development – Implement ongoing training opportunities for the development of staff skills, the improvement of internal processes, and preparation of organizational transitions. Organize and facilitate an annual staff retreat to address organizational development, administrative policies, and prepare for the annual City Council retreat. Council Retreat – Organize annual City Council retreat to facilitate policy and issue development, subsequently resulting in the generation of the City’s annual work plan and, subsequently, the operating and capital budgets. C -18 Customer Service – Continuation of online Customer Relationship Management (CRM) software which logs citizen requests, inquiries and complaints, for tracking and managing of issues on a citywide basis, and allows citizens to track the city’s response to their issue. 115 CITY MANAGER’S DEPARTMENT CITY MANAGER’S OFFICE KEY SERVICES • Provide comprehensive information , policy analysis, and support to the City Council • Provide oversight, leadership, and direction of City functions • Sustain the City’s sound financial condition • Monitor state and federal legislation and effectively communicate the City’s position on legislative proposals affecting Saratoga • Nurture community and intergovernmental relations • Cultivate public awareness of municipal services, programs, and activities Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded City Manager 1 .00 1 .00 1 .00 1 .00 1 .00 Assistant City Manager 0 .80 0 .55 0 .55 0 .75 0 .75 Executive Assistant to CM 0 .75 0 .75 0 .75 0 .75 0 .75 City Clerk -----Human Resources Manager -----Administrative Analyst I, II 1 .00 --1 .00 1 .00 Total FTE's 3.55 2.30 2.30 3.50 3.50 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded HR Clerk ------Student Intern -----Executive Assistant ----8 00 Total Annual Hours ----800 * This schedule reflects all FTEs funded in the City Manager's Deparment. Departmental staffing assigned to Public Safety in prior years, or other programs in the current year, are reflected in the appropriate FTE schedules. However, in the Financial Summaries, staff schedules will reflect staffing assigned by Home Department. CITY MANAGER'S OFFICE STAFF C -19 116 CITY MANAGER’S DEPARTMENT CITY MANAGER’S OFFICE C -20 117 CITY CLERK’S OFFICE The City Clerk is responsible for facilitating the legal requirements in conducting City business, as set forth in the Government Code and City Municipal Code. The City Clerk serves the public by providing information and assistance related to maintaining City records through the timely indexing of resolutions, ordinances, and agreements, preparing City Council agendas and minutes, and maintaining an accurate record of all Council proceedings. Additional duties include: maintaining custody of the City Seal, administering oaths and affirmations, preparing and publishing legal notices, maintaining the Saratoga Municipal Code, processing board and commission recruitment applications, working with the Santa Clara County Registrar of Voters to conduct local elections in a fair and impartial manner, and receiving petitions and subpoenas on behalf of the City. BUDGET OVERVIEW The City Clerk oversees the City’s dedication program, in which the City receives funds to purchase trees, benches, or plaques in honor of Saratoga citizens. Funding for these dedications are offset with matching expenditures. The FY 2008/09 budget reflects a decrease in both the revenue and expenditures side of this program as dedications are very limited historically. As FY 2008/09 is an election year, $15,000 is budgeted for candidate filing fees. Notable program costs include: $17,000 for public noticing over the year; $20,000 for streaming video service for City Council meetings; $50,000 for records management services to microfiche City documents’ and another $5,000 for codification services (maintaining the City’s Municipal Code). As this is an election year, $70,000 is budgeted for election expenses in FY 2008/09. The remaining expenditures are ongoing costs for salary, supplies, training, operational expenses, C -21 118 CITY MANAGER’S DEPARTMENT CITY CLERK 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Propose REVENUES Taxes -----Fees, Licenses and Permits -15,150 --15,000 Intergovernmental Revenues -----Charge for Services -----Other Sources -1,678 5,000 2,858 2,000 TOTAL REVENUES $ -$ 1 6,828 $ 5,000 $ 2,858 $ 17,000 EXPENDITURES Salaries and Benefits 128,647 125,737 141,785 134,085 1 47,692 Operating Expenditures Materials & Supplies 7,130 6,621 1 2,000 2 ,835 6,000 Fees & Charges 575 6,590 1 1,250 18,365 1 7,375 Consultants & Contract Services 1,274 7 0,005 7 0,000 22,500 7 5,000 Meetings, Events & Training 3 3,982 3 8,513 5,500 2,300 7 2,800 Total Operating Expenditures 42,961 121,729 9 8,750 46,000 1 71,175 Fixed Assets --20,000 1 5,095 -Internal Service Charges --58,835 58,835 5 6,525 TOTAL EXPENDITURES $ 171,608 $ 2 47,466 $ 319,370 $ 254,015 $ 375,392 GENERAL FUND REVENUES AND EXPENDITURES d FY 2008/09 OBJECTIVES Records Retention – The City Clerk’s Office will continue to implement the the City-wide electronic records management and retrieval system project. Agenda Manager – The Laserfiche “paperless” agenda program was successfully implemented in June 2007, to integrate electronic reports and memos and provide electronic agenda packets to Council and staff, and an immediate upload to the streaming video (Granicus) system. A few technical issues remain to be addressed and resolved in the following year. C -22 119 CITY MANAGER’S DEPARTMENT CITY CLERK KEY SERVICES • Facilitate City Council meetings to meet legal requirements as set forth in the State of California Government Code and City Municipal Code; • Maintain City records through timely indexing of resolutions, ordinances, and agreements; • Prepare City Council agendas and minutes; • Maintain an accurate record of Council proceedings; • Maintain custody of the City Seal; • Administer Oaths and Affirmations; • Prepare and publish legal notices; • Maintain the Saratoga Municipal Code; • Work with the Santa Clara County Registrar of Voters to conduct local elections in a fair and impartial manner; and • Ensure Fair Political Practices Commission filings are made on a timely basis. Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded City Manager -----Assistant City Manager -----Executive Assistant to CM 0 .25 0 .25 0 .25 0 .25 0 .25 City Clerk 1 .00 1 .00 1 .00 0 .75 0 .75 Human Resources Manager -----Administrative Analyst I, II -----Total FTE's 1.25 1.25 1.25 1.00 1.00 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded HR Clerk -----Student Intern ---2 40 -Executive Assistant -----Total Annual Hours ---240 -* This schedule reflects FTEs as funded in the City Clerk's Program. Portions of FTEs assigned to Internal Service Funds or other programs are reflected in the appropriate FTE schedules. CITY CLERK STAFF C -23 120 CITY MANAGER’S DEPARTMENT CITY CLERK C -24 121 HUMAN RESOURCES The Human Resources (HR) Division is responsible for human resources policy administration and employee relations, labor relations, benefits administration, classification and compensation, employment, training, workers compensation administration and the annual employee recognition event. The HR Division is committed to providing effective customer service to all departments, employees, and constituents of the City of Saratoga through the timely delivery of human resources programs, services, support, and information. BUDGET OVERVIEW HR is minimally staffed with .95 FTE of the HR Manager (the remaining .05 FTE is included in an Internal Service Fund for Workers Compensation administration, and .25 FTE for managerial oversight and support from the Assistant City Manager. Two part-time temporary HR Technicians assist the HR Manager with clerical duties, to serve 58 full and part-time benefited employees and numerous temporary non-benefited staff. Other ongoing expenditures in HR include a $1,500 annual fee for the CalOpps.org website, a public sector job board owned and operated by member agencies that has proven to be a very effective and inexpensive venue for recruitment, and another $6,000 for other types of recruitment advertisement fees throughout the year. There is $750 budgeted for fingerprinting for new hires, and $7,500 for the Santa Clara County BAERS membership which provides essential on-line access to information specific to public sector agencies for salary and benefit, recruitment, classification, and labor relations data. The City also expects to expend in the neighborhood of $20,000 for Employment Law Attorney Services. There is additional funding budgeted for employee benefit plan administration, employee assistance and recognition programs, and assorted materials and supplies. Several expenses such as the annual employee event, employee recognition program, and some organizational staff training are administered in the HR program. C -25 122 CITY MANAGER’S DEPARTMENT HUMAN RESOURCES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services -----Other Sources -----TOTAL REVENUES $ -$ -$ -$ -$ -EXPENDITURES Salaries and Benefits 144,739 185,620 233,414 233,350 255,439 Operating Expenditures Materials & Supplies 2,256 2,415 2,215 1,490 1,700 Fees & Charges 57,015 43,227 44,400 39,093 16,475 Consultants & Contract Services 24,617 29,760 18,340 24,141 28,340 Meetings, Events & Training 5,391 5,320 18,450 13,151 18,900 Total Operating Expenditures 89,279 80,722 83,405 77,875 65,415 Fixed Assets -----Internal Service Charges --27,811 27,811 28,967 TOTAL EXPENDITURES $ 234,018 $ 2 66,342 $ 344,630 $ 3 39,036 $ 3 49,821 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES Labor Negotiations – Negotiate and complete labor negotiations with three employee bargaining groups, and implement contract changes if applicable for Memorandums of Understandings effective on July 1, 2008, and for the scheduled re-opener for the 2009/10 contract. Sungard Pentamation Implementation and Training (HRIS) – HR Department staff will implement the Human Resources segment of the City’s new financial information system in FY 2008/09, with an emphasis to efficiently process accurate and timely information for employees, retirees, and COBRA members, and to continue to seek process improvements and workflow efficiencies. C -26 Employee Training – HR department staff will continue to pursue training opportunities for staff, both optional and mandated, for various managerial, safety, and organizational skill building courses. 123 CITY MANAGER’S DEPARTMENT HUMAN RESOURCES KEY SERVICES • Develop, implement, and monitor compliance with human resources policies, monitor and maintain performance management and personnel recordkeeping systems; provide conflict resolution and performance management support services to managers and employees; • Administer employment agreements with its three collective bargaining units (Saratoga Employees Association (SEA); Northern California Carpenters Regional Council, Carpenters Forty Six Counties Conference Board and Their Affiliated Local Unions (Union); and the Saratoga Manager’s Organization (SMO), labor and compensation research and analysis; staff negotiations; resolve conflicts; foster positive communication; investigate complaints; • Administer benefits, benefit recordkeeping systems, provide customer service, and benefit contract management with third party administrators; • Maintain the City’s classification and compensation systems; • Recruit and select applicants for employment with the City City of Saratoga; and • Encourage and support employee efforts to advance educational goals through a tuition reimbursement program for eligible full-time employees, and requires employees to attend legally mandated training such as harassment in the workplace. Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded City Manager -----Assistant City Manager 0 .20 0 .25 0 .25 0 .25 0 .25 Executive Assistant to CM -----City Clerk -----Human Resources Manager 0 .75 1 .00 1 .00 0 .95 0 .95 Administrative Analyst I, II -----Total FTE's 0.95 1.25 1.25 1.20 1.20 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded HR Clerk ---1 ,700 1 ,600 Student Intern -----Executive Assistant -----Total Annual Hours ---1,700 1,600 * This schedule reflects FTEs as funded in the Human Resources Program. Portions of FTEs assigned to Internal Service Funds or other programs, are reflected in the appropriate FTE schedules. HUMAN RESOURCES STAFF C -27 124 CITY MANAGER’S DEPARTMENT HUMAN RESOURCES C -28 125 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT The Finance and Administrative Services Department provides oversight and support for the City’s financial, administrative, and technology operations. As a centralized administrative function for the City, the department’s Financial Services is a General Fund program. The department’s Information Technology Services program provides interdepartmental technology support throughout the City departments and is therefore an Internal Service program, along with the two equipment use and replacement funds: Information Technology Equipment Replacement; and Office Stores. With an emphasis on accountability on a departmental basis, the Administrative Services Department continues to reflect several budgetary changes which were effective beginning in FY 2007/08. The Financial Services program was pared down to represent financial operations, with the city based tax revenues and expenses moved to the General Administration program. The General Administration program was then realigned to the Non-Department section to function as a citywide revenue and expense non-operational program. In addition, the Legal, and Public Safety programs were realigned to the Non-Departmental section as these programs are externally staffed and managed, outside of City departments. The Administrative Service’s MIS program in the General Fund was closed and re-opened as an Internal Service Fund program under the new name of Information Technology Services, in order to properly allocate these expenses to the City’s departments. An Office Stores program was also opened as an Internal Services Fund program to allocate expenses for office support equipment and supplies to departments. BUDGET OVERVIEW The Departmental Budget reflects standard operations as established with the prior year’s budget structure. The Financial Services’ departmental operations are reflected in the General Fund, with the IT support services and the IT and office equipment funds accounted for in the Internal Service Funds. C -29 Fiscal Year 2008/09 General Fund revenues include Business License program administration fees; Internal Service Fund revenues include service charges to the other departments for allocated support. The departmental operating expenditure budget reflects predominantly status quo operations with a slight increase budgeted to improve efficiencies in core services such as revenue collection and expenditure processes, and the timeliness of financial reporting functions. The funding for six full time benefited, and two full-time and one half-time temporary positions reflects a change from the prior year’s staffing structure with the under-filling of one benefited IT Technician position with a temporary IT Intern, and the increase from a one-half time AP temporary position to a full-time AP temporary position. Both of these positions are essential to providing support for the financial system implementation and the financial process efficiencies and improvements. 126 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes $ -$ -$ -$ -$ -Fees, Licenses and Permits 29,797 3 5,307 2 8,500 3 2,704 3 3,000 Intergovernmental Revenues -----Charge for Services -----Other Sources -----TOTAL REVENUES $ 2 9,797 $ 3 5,307 $ 28,500 $ 32,704 $ 3 3,000 EXPENDITURES Salaries and Benefits 550,533 663,215 668,795 632,650 746,970 Operating Expenditures Materials & Supplies 17,561 50,367 17,500 22,208 18,310 Fees & Charges 10,822 12,334 18,800 17,185 19,475 Consultants & Contract Services 184,736 232,897 82,200 76,967 76,900 Meetings, Events & Training 4,121 9,664 3,000 3,200 4,200 Total Operating Expenditures 217,240 305,262 121,500 119,560 118,885 Fixed Assets -----Internal Service Charges --114,908 114,908 117,065 TOTAL EXPENDITURES $ 7 67,773 $ 9 68,477 $ 905,203 $ 867,118 $ 9 82,920 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed GENERAL FUND Financial Services 544,503 715,032 905,203 867,118 982,920 Mgmt Information Services 223,270 253,445 ---TOTAL GENERAL FUND 767,773 968,477 905,203 867,118 982,920 INTERNAL SERVICE FUNDS Information Technology Services --369,808 340,546 403,946 IT Replacement Fund 24,679 90,241 177,359 168,409 55,400 Office Stores Fund --65,000 55,000 60,000 TOTAL INTERNAL SERVICES 24,679 90,241 612,167 563,955 519,346 TOTAL DEPT EXPENDITURES $ 792,452 $ 1,058,718 $ 1,517,370 $ 1,431,073 $ 1,502,266 GENERAL FUND REVENUES AND EXPENDITURES DEPARTMENTAL EXPENDITURES BY PROGRAM C -30 127 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Administrative Services Director 1 .00 1 .00 1 .00 1 .00 1 .00 Supervising Accountant 1 .00 1 .00 1 .00 1 .00 1 .00 Accountant --1 .00 1 .00 1 .00 Account Technicians --2 .00 2 .00 2 .00 Office Specialists I, II, III 3 .90 2 .75 ---IT Analyst 1 .00 1 .00 1 .00 1 .00 1 .00 IT Technician * ---1 .00 -Total FTEs 6.90 5.75 6.00 7 .00 6.00 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Hours Funded Funded Funded Funded Funded Accountant/Budget Analyst 1 ,907 1 ,040 1 ,040 1 ,040 9 60 Account Technician ---1 ,040 2 ,000 IT Intern -1 ,052 2 ,080 -2 ,000 Total Annual Hours 1,907 2,092 3,120 2,080 4,960 ADMINISTRATIVE SERVICES DEPARTMENT C -31 128 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C -32 129 FINANCIAL SERVICES The Financial Services program functions to assure both legal and fiscal accountability to the public. The Finance program’s core services are to: provide financial oversight and administer accounting functions for all the City’s funds and accounts; prepare the Annual Operating and Capital Budgets for fiscal and service accountability; coordinate the annual financial audit and preparation of the Comprehensive Annual Financial Report (CAFR) to verify proper fiscal practices are maintained; ensure all Federal, State and County fiscal reporting requirements are fulfilled; administer the City’s Accounts Payable, Accounts Receivable, Payroll, and Business License functions; and oversee the City’s purchasing functions, ensuring proper practices are in place, and that fiscal and operational responsibility is upheld. BUDGET OVERVIEW The FY 2008/09 Financial Services program’s budget reflects budgeted revenues and expenditures to account for financial operations and services. Revenues in this program are comprised of the processing fees collected from providing Business License program services. The Business License Tax revenue that is collected with this process flows to the General Administration program in the Non-Departmental Section. The Financial Services expenditure budget includes an increase in the salary and benefits category with the augmentation of a half-time Accounts Payable (AP) position to a full-time AP temporary position. The impact from understaffing this position in the past created operational inefficiencies within the Finance Department, which resulted in a backlog of accurate tracking and financial information internally, and the inability to provide assistance to other City departments. The full staffing of this temporary position will allow for improved financial operations and workload timeliness, and is clearly essential over the next year with the new financial system implementation. The remainder of the program’s expenditures reflects a status quo operating budget to provide for external financial and revenue auditing services, bank fees, and general operating expenditures. C -33 130 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT FINANCIAL SERVICES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes $ -$ -$ -$ -$ -Fees, Licenses and Permits 2 9,797 3 5,307 2 8,500 32,704 33,000 Intergovernmental Revenues -----Charge for Services -----Other Sources -----TOTAL REVENUES 2 9,797 35,307 28,500 32,704 33,000 EXPENDITURES Salaries and Benefits 408,144 504,210 668,795 632,650 746,970 Operating Expenditures Materials & Supplies 8,295 13,623 17,500 22,208 18,310 Fees & Charges 9,905 11,610 18,800 17,185 19,475 Consultants & Contract Services 115,993 178,792 82,200 76,967 76,900 Meetings, Events & Training 2,166 6,797 3,000 3,200 4,200 Total Operating Expenditures 136,359 210,822 121,500 119,560 118,885 Fixed Assets -----Internal Service Charges --114,908 114,908 117,065 TOTAL EXPENDITURES $ 544,503 $ 715,032 $ 9 05,203 $ 867,118 $ 982,920 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES Financial System Upgrade – With the implementation of the City’s new Financial Information System ongoing into FY 2008/09, the Finance and Information Technology staff will continue to focus on preparing accounting data table and structure information, data input and testing, and user training in the financial system modules of the new information system. Business License Audit – An audit of the City’s businesses and current business licensees will be undertaken this year in the effort to ensure compliance and equitable treatment in Saratoga’s business community. GASB 45 Implementation – Staff will consult with the City’s auditors this year to determine the City’s responsibility and obligations for Other Post-Employment Benefit liability reporting under the new Governmental Accounting Standards Boards statement #45. C -34 Policy and Procedures Improvements – Staff time will be devoted to developing efficiencies in financial reporting functions, as well as various administrative policies and procedures, in coordination with the new financial system. Staff will emphasize financial skill building to increase organizational knowledge and coordination into the City’s financial and administrative processes. 131 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT FINANCIAL SERVICES KEY SERVICES • Develop and monitor the City’s annual operating and capital budgets in accordance with best practices and standards • Coordinate the annual audit of the City’s financial statements and preparation of the Comprehensive Annual Financial Report (CAFR) • Maintain the City’s financial information system for record-keeping and reporting of all financial transactions • Provide Accounts Payable and Payroll disbursement and reporting services; Accounts Receivable invoicing, revenue collection, and cash reconcilement; and Business License Tax processing and auditing services • Provide accounting, arbitrage reporting, and claim reimbursement services for bond issues • Provide oversight of procurement functions including Purchase Order processing, financial tracking of contracts, vendor resolution issues, and proper accounting allocations Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Administrative Services Director 0 .75 0 .80 0 .75 0 .80 0 .85 Supervising Accountant 1 .00 1 .00 1 .00 1 .00 1 .00 Accountant --1 .00 1 .00 1 .00 Account Technicians --2 .00 2 .00 2 .00 Office Specialists I, II, III 3 .00 2 .75 ---IT Analyst -----IT Technician * -----Total FTEs 4.75 4.55 4.75 4 .80 4.85 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Hours Funded Funded Funded Funded Funded Accountant/Budget Analyst 1 ,907 1 ,040 1 ,040 1 ,040 9 60 Account Technician ---1 ,040 2 ,080 IT Intern -----Total Annual Hours 1,907 1,040 1,040 2,080 3,040 FINANCIAL SERVICES STAFF C -35 132 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT FINANCIAL SERVICES C -36 133 MANAGEMENT INFORMATION SYSTEMS The Management Information Systems program was closed effective with the FY 2007/08 budget. As technology support is a citywide function, it was determined the MIS program was not a General Fund function, but an internal support function for all departments. The program was then re-established as an Internal Service Fund program under the name Information Technology Services beginning with the FY 2007/08 budget. This new program allocates service costs back to the departments on a usage basis, to properly account for this service within each department. The Management Information Systems program supported the delivery of technology based services throughout the City’s operations. Core services included the maintenance and support for the City’s information systems, voicemail, and wireless communications, as well as desktop computer and network maintenance and support. The program also supported the upgrade of existing technology, as well as new information technology initiatives. In meeting the City’s information technology needs, the IT Services program worked to continuously enhance and improve IT services, and maintain and enhance a sound and reliable IT infrastructure. BUDGET OVERVIEW As this program was closed effective with the FY 2007/08 budget, only prior year financial and staffing information is reflected in the following schedules; there are no Objectives or Key Services listed. The following Internal Service Fund program named Information Technology Services does include all ongoing program objectives and services. C -37 134 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT MANAGEMENT INFORMATION SYSTEMS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services -----Other Sources -----TOTAL REVENUES -----EXPENDITURES Salaries and Benefits 142,389 159,005 ---Operating Expenditures Materials & Supplies 9,266 36,744 ---Fees & Charges 917 724 ---Consultants & Contract Services 68,743 54,105 ---Meetings, Events & Training 1,955 2 ,867 ---Total Operating Expenditures 80,881 94,440 ---Fixed Assets -----Internal Service Charges -----TOTAL EXPENDITURES 223,270 253,445 ---GENERAL FUND REVENUES AND EXPENDITURES C -38 135 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT MANAGEMENT INFORMATION SYSTEMS Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Administrative Services Director 0 .15 0 .20 0 .25 --Accounting Manager -----Accountant -----Account Technicians -----Office Specialists I, II, III 0 .10 ----IT Analyst 1 .00 1 .00 1 .00 --IT Technician -----Total FTEs 1.25 1.20 1.25 --2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Hours Funded Funded Funded Funded Funded Accountant/Budget Analyst -----Account Clerk -----Clerical -----IT Intern -1 ,052 2 ,080 --Total Annual Hours -1,052 2,080 --MANAGEMENT INFORMATION SYSTEMS STAFF C -39 136 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT MANAGEMENT INFORMATION SYSTEMS C -40 137 INFORMATION TECHNOLOGY SERVICES Information Technology Services supports the delivery of technology based services throughout the City operations. Core services include the maintenance and support for the all the City’s information systems, voicemail, and wireless communications, as well as desktop computer and network maintenance and support. The IT Service program supports the upgrade of existing technology, as well as new information technology initiatives. In meeting the City’s information technology needs, the IT Services program strives to continuously enhance and improve IT services, and to maintain and ensure a sound, secure, and reliable IT infrastructure. BUDGET OVERVIEW C -41 The IT Services budget reflects an increase in revenues from service charge-backs as the program’s overall budgeted expenditures are anticipated to increase. Even with a slight decrease in the salary and benefit category from the IT Technician position being under-filled with a temporary IT Intern for FY 2008/09, the remainder of the program’s operating expenditures are increasing due to the addition of several consultant and annual license and support fees, including new services for the Laserfiche, Granicus, and Comcate systems, as well as telecommunication services, backup software, spam, and antivirus systems. Annual license and support fees for FY 2008/09 total $142,300, whereas $107,850 was budgeted in the prior year. Additional increases stem from rising internal service charges for insurance and building maintenance. 138 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT INFORMATION TECHNOLOGY SERVICES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated -----Undesignated -----Total Beginning Fund Balance $ -$ -$ -$ -$ -Revenues Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services --369,808 3 69,808 4 03,946 Other Sources -----Total Revenues $ -$ -$ 369,808 $ 369,808 $ 4 03,946 TOTAL SOURCE OF FUNDS $ -$ -$ 369,808 $ 369,808 $ 4 03,946 USE OF FUNDS Expenditures Salaries and Benefits --204,190 1 69,900 2 03,788 Operating Expenditures Supplies & Equipment -2 1,050 1 3,815 1 8,250 Fees & Charges -9 ,400 9 ,800 1 0,400 Consultants & Contract Services -1 07,850 1 23,319 1 42,300 Meetings, Events & Training -3 ,700 9 4 3 ,700 Total Operating Expenditures --1 42,000 1 47,028 1 74,650 Fixed Assets -----Internal Service Charges --2 3,618 2 3,618 2 5,508 Total Expenditures $ -$ -$ 369,808 $ 340,546 $ 4 03,946 Ending Fund Balance Designated -----Undesignated ---2 9,262 -Total Ending Fund Balance $ -$ -$ -$ 29,262 $ -TOTAL USE OF FUNDS $ -$ -$ 369,808 $ 369,808 $ 4 03,946 SOURCE & USE OF FUNDS C -42 139 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT INFORMATION TECHNOLOGY SERVICES FY 2008/09 OBJECTIVES Financial Software Upgrade – Oversee and support the Finance Plus upgrade in planning, coordinating, and transitioning of our current software onto an ASP solution. Disaster Recovery Project – In an event of a disaster, data recovery is crucial in maintaining functionality for our users. IT staff will be developing recovery plan procedures for the City. KEY SERVICES • Maintain and support the City’s information systems, including H.T.E. and Pentamation systems, Trak-IT, Rec-Trac, LaserFiche, Granicus, Agenda Manager, and others • Maintain and support the City’s voicemail and wireless communications systems • Maintain, support, repair, upgrade, assist and educate staff on system usage, desktop computers, printers, and technology accessories • Provide ongoing network maintenance and support • Maintain and enhance the City’s website to effectively provide public access to City information • Supports the upgrade of existing technology, as well as new information technology initiatives C -43 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Administrative Services Director ---0 .20 0 .20 Accounting Manager -----Accountant -----Account Technicians -----Office Specialists I, II, III -----IT Analyst ---1 .00 1 .00 IT Technician ---1 .00 -Total FTEs ---2 .20 1.20 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Hours Funded Funded Funded Funded Funded IT Intern ----2 ,000 Total Annual Hours ----2,000 INFORMATION TECHNOLOGY STAFF 140 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT INFORMATION TECHNOLOGY SERVICES C -44 141 INFORMATION TECHNOLOGY EQUIPMENT REPLACEMENT FUND The Information Technology Equipment Replacement Fund program provides for a consistent level of funding for the replacement of desktop computers and monitors, servers, laptops, and various types of printers, on an ongoing basis. Staff prepared a replacement schedule for the City IT equipment, with estimated life plans and calculated replacement costs to determine funding needs each year, and determined an annual funding level which will result in a smoothing of operating expenses over the years, as well as providing a more accurate cost of operations on an ongoing basis. Initially, IT equipment is purchased by the requesting department. If the equipment will be replaced on an ongoing basis, the new equipment is added to the department’s replacement schedule list, and replacement charges would be adjusted for outgoing years. With the ongoing rapid changes in technology, replacement equipment may vary considerably from original equipment. Historically however, IT equipment cost has remained fairly consistent in price with improved technology. As a result, ongoing replacement costs are not expected to increase significantly in future years. BUDGET OVERVIEW The funding schedule on the following page illustrates the annual IT Equipment Replacement charges, as calculated by tracking equipment’s costs and lifespan to determine how much is to be set aside for funding replacements each year. The charge back to the appropriate departments is reflected in this fund as revenue, and the IT equipment replaced this year is an expenditure. Over the years, the funding amount may adjust slightly as replacement equipment and projected costs are more finely determined; for FY 2008/09 it decreased by $800 from the prior year, down to $51,303. Planned replacements in the next fiscal year include $21,500 for 13 desktop computer replacements, $2,200 for a laptop replacement, $15,500 for server replacements, $2,500 for a specialty printer replacement, and $11,700 for network and UPS equipment. C -45 142 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT IT EQUIPMENT REPLACEMENT FUND 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated -----Undesignated 128,198 403,520 403,520 403,520 287,214 Total Beginning Fund Balance $ 128,198 $ 403,520 $ 403,520 $ 403,520 $ 287,214 Revenues Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services --52,103 5 2,103 51,303 Other Sources -14,000 ---Total Revenues $ -$ 1 4,000 $ 52,103 $ 52,103 $ 5 1,303 Operating Transfers In Transfer In from General Fund 300,000 25,000 ---Total Operating Transfers In $ 300,000 $ 25,000 $ -$ -$ -TOTAL SOURCE OF FUNDS $ 4 28,198 $ 442,520 $ 455,623 $ 455,623 $ 338,517 USE OF FUNDS Expenditures Salaries and Benefits -----Operating Expenditures Supplies & Equipment 20,002 20,350 1 1,400 53,400 Fees & Charges ----Consultants & Contract Services 4,677 --2,000 Meetings, Events & Training ----Total Operating Expenditures 24,679 9,354 20,350 1 1,400 55,400 Fixed Assets -8 0,887 157,009 157,009 -Internal Service Charges -----Total Expenditures $ 24,679 $ 90,241 $ 177,359 $ 168,409 $ 55,400 Operating Transfers Transfer Out to General Fund -----Transfer Out to CIP -----Total Operating Transfers $ -$ -$ -$ -$ -Ending Fund Balance Designated -----Undesignated 403,519 352,279 278,264 287,214 283,117 Total Ending Fund Balance $ 403,519 $ 352,279 $ 278,264 $ 287,214 $ 283,117 TOTAL USE OF FUNDS $ 428,198 $ 442,520 $ 455,623 $ 455,623 $ 338,517 SOURCE & USE OF FUNDS C -46 143 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT IT EQUIPMENT REPLACEMENT FUND KEY SERVICES • Accumulate and provide annual funding for asset replacement • Assess IT equipment for proper replacement timing EQUIPMENT REPLACEMENT FUNDING SCHEDULE C -47 IT Equipment Units Per Unit Total Cost Lifespan Per Year Departmental Equipment Desktop PC 55 1 ,200 66,000 4 16,500 Laptops 7 1,000 7,000 4 1,750 Monitors 59 400 23,600 4 5,900 Small Servers 2 2,000 4,000 5 800 Large Servers 4 6,500 26,000 6 4,333 Network Printers 21 1,200 25,200 4 6,300 Small Color Printer 4 2,000 8,000 5 1,600 Large Color Printer 2 4,000 8,000 5 1,600 Check Printer 1 1,500 1,500 5 300 Telecommunications Phone System 1 5 0,000 50,000 10 5 ,000 Voicemail System 1 1,800 1,800 5 360 Call Accounting 1 1,500 1,500 5 300 Voicemail Server 1 1,500 1,500 5 300 Phone Switch Battery 1 1,500 1,500 5 300 IT System Servers LF Backup 1 1 ,800 1,800 5 360 Exchange Server 1 5,000 5,000 5 1,000 Domain Controllers 2 2,000 4,000 5 800 Backup Server 1 2,000 2,000 5 400 File/Print Server 1 5,000 5,000 5 1,000 Switch (Admin/CMO Room) 2 1,000 2,000 5 400 Main Switch 1 1,800 1,800 5 360 Firewall 1 1,200 1,200 5 240 Minuteman UPS 1 1,000 1,000 5 200 Network Equipment Switch -Admin/CMO 1 2 ,000 2,000 5 400 Main Switch 1 1,800 1,800 5 360 Firewall 1 1,200 1,200 5 240 Minutemen UPS 1 1,000 1,000 5 200 Total Annual Funding Requirement 255,400 51,303 144 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT IT EQUIPMENT REPLACEMENT FUND C -48 145 OFFICE STORES The Office Stores program accounts for the photocopy equipment leases, copy supplies, postage machine lease, and postage on a centralized basis. Expenses are subsequently allocated back to the appropriate department for services and supplies utilized on a quarterly basis. There is no personnel activity in this fund, therefore there is no staffing or fiscal year objectives listed in this program. BUDGET OVERVIEW The decision to lease photocopiers and postage machines rather than purchase is based on the cost effectiveness of service contracts versus the cost of purchasing equipment, repeated breakdowns of this type of equipment, the cost of service contracts and quality issues with older machines. With the heavy usage sustained on a daily basis, as well as constant technology changes and cost reductions seen with this type of equipment, leasing provides the City with cost efficiency and better ongoing quality. This Internal Service Fund program began in FY 2007/08, therefore prior costs prior are not included in the financial summary schedule. These charges were previously included within the General Services program in the General Fund, and are consistent with prior year’s expenditures. Service charge revenues are set to bring in slightly more than expenditures initially, in order to establish a financial buffer for unplanned equipment expenses. KEY SERVICES • Provide postage and photocopy equipment and supplies for the City’s departments C -49 • Monitor service levels and performance of copier and postage machines, maintaining and replacing equipment as needed 146 FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT OFFICE STORES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated -----Undesignated -----Total Beginning Fund Balance $ -$ -$ -$ -$ -Revenues Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services --8 5,000 6 5,000 67,000 Other Sources -----Total Revenues $ -$ -$ 8 5,000 $ 6 5,000 $ 67,000 TOTAL SOURCE OF FUNDS $ -$ -$ 8 5,000 $ 6 5,000 $ 67,000 USE OF FUNDS Expenditures Salaries and Benefits -----Operating Expenditures Materials & Supplies --3 4,000 2 5,000 28,800 Fees & Charges --3 0,000 3 0,000 30,200 Consultants & Contract Service --1 ,000 -1 ,000 Meetings, Events & Training -----Total Operating Expenditures $ -$ -$ 6 5,000 $ 5 5,000 $ 60,000 Fixed Assets $ -$ -$ -$ -$ -Internal Service Charges -----Total Expenditures $ -$ -$ 6 5,000 $ 5 5,000 $ 60,000 Ending Fund Balance Designated -----Undesignated --2 0,000 1 0,000 7,000 Total Ending Fund Balance $ -$ -$ 2 0,000 $ 1 0,000 $ 7,000 TOTAL USE OF FUNDS $ -$ -$ 8 5,000 $ 6 5,000 $ 67,000 SOURCE & USE OF FUNDS C -50 147 COMMUNITY DEVELOPMENT DEPARTMENT The Community Development Department guides the physical growth of the City to preserve the quality of Saratoga’s small town residential character, through the administration of planning services and zoning regulations, code compliance, building and inspection services, and through the ongoing advanced planning activities to develop the City’s General Plan. The Saratoga community assists the Department’s activities through participation on the Planning Commission and Heritage Preservation Commission advisory boards, and through citizen involvement in Commission and Council reviews of the General Plan and specific plans. The Department’s staff supports this community participation through development review services, commission assistance and meeting preparation, community response, and public hearings. BUDGET OVERVIEW The Community Development Department’s FY 2008/09 budget reflects the realignment of all the departmental programs into one General Fund department that occurred with the FY 2007/08 budget. The department’s fee based services were previously segmented into a Special Revenue Fund, leaving the Advanced Planning and Code Compliance functions in the General Fund. This unbalanced funding structure resulted in the accumulation of a fund balance in the Development Department’s Special Revenue Fund as the department’s full costs were not being charged to the development service fees. In addition, operational costs for building maintenance, information technology services and equipment, vehicle costs, and workers compensation and liability insurance costs were not fully allocated to the departments, meaning these costs were also not accounted for in the Department’s programs. The accumulated fund balance will be used to balance development service fees over the next several years. As of FY 2008/09, the primary development review fee categories are converted back to flat fees. As a result, revenues increased slightly due to the front loading of flat fees together with the ongoing earnings of deposit accounts. C -51 148 COMMUNITY DEVELOPMENT DEPARTMENT 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Fees, Licenses and Permits 1,538,807 1 ,358,149 1 ,338,240 1 ,513,021 1 ,707,975 Intergovernmental Revenues -----Charge for Services 820,510 609,595 854,000 689,215 873,000 Other Sources -4 -350 -TOTAL REVENUES 2,359,317 1 ,967,748 2,192,240 2 ,202,586 2 ,580,975 EXPENDITURES Salaries and Benefits 1,194,304 1,361,163 1,644,345 1,618,561 1,801,535 Operating Expenditures Materials & Supplies 14,534 29,700 16,050 19,742 15,550 Fees & Charges 35,877 45,360 59,835 56,117 52,475 Consultant & Contract Services 318,337 353,189 351,900 218,163 346,350 Meetings, Events & Training 5,050 6,781 12,400 11,148 12,150 Total Operating Expenditures 373,798 435,030 440,185 305,170 426,525 Fixed Assets -80,400 ---Internal Service Charges 85,600 55,600 410,143 410,143 436,520 TOTAL EXPENDITURES $ 1,653,702 $ 1,932,193 $ 2,494,673 $ 2 ,333,874 $ 2 ,664,580 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed GENERAL FUND Development Services $ 872,539 $ 937,869 $ 1,084,030 $ 1,046,496 $ 1,181,263 Advanced Planning 95,830 103,553 143,816 54,726 199,328 Code Compliance 113,533 143,900 195,792 246,801 236,968 Building Inspection Services 571,800 746,871 986,035 970,426 1,047,021 PassThrough Services --85,000 15,425 -TOTAL GENERAL FUND $ 1,653,702 $ 1,932,193 $ 2,494,673 $ 2,333,874 $ 2,664,580 SPECIAL REVENUE FUNDS CDBG Fund 64,718 266,134 138,090 63,564 140,203 Housing & Rehabilitation Program 69,656 -13,000 13,000 13,000 TOTAL SPECIAL REV FUNDS $ 134,374 $ 266,134 $ 151,090 $ 76,564 $ 153,203 TOTAL EXPENDITURES $ 1,788,076 $ 2,198,327 $ 2,645,763 $ 2,410,438 $ 2,817,783 GENERAL FUND REVENUES AND EXPENDITURES TOTAL DEPARTMENTAL EXPENDITURES BY PROGRAM C -52 149 COMMUNITY DEVELOPMENT DEPARTMENT Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Community Development Director 1 .00 1 .00 1 .00 1 .00 1 .00 Senior Planner -1 .00 1 .00 1 .00 1 .00 Assistant/Associate Planner 4 .00 3 .00 3 .00 3 .00 3 .00 Plan Check Examiner/Engineer 1 .00 1 .00 1 .00 1 .00 1 .00 Arborist --1 .00 1 .00 1 .00 Building Official 1 .00 1 .00 1 .00 1 .00 1 .00 Building Inspector 3 .00 3 .00 3 .00 3 .00 3 .00 Public Safety Officer 2 .00 ----Code Compliance Specialist -1 .00 1 .00 1 .00 1 .00 Office Specialist I, II, III 2 .00 2 .00 2 .00 2 .00 2 .00 Total FTEs 14.00 13.00 14.00 14.00 14.00 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Forestry Intern ---9 40 9 40 Planning Intern ---4 50 4 50 Account Clerk ----1 ,200 Total Annual Hours ---1,390 2,590 COMMUNITY DEVELOPMENT DEPARTMENT STAFFING C -53 150 COMMUNITY DEVELOPMENT DEPARTMENT C -54 151 DEVELOPMENT SERVICES Development applications are required, in compliance with City codes, plans, and policies, in order to obtain the Planning Department’s approval to apply for building and other development permits. To help facilitate development projects, Development Services provides applicants with review, analysis, and project processing services. The process involves an assessment of a project’s consistency and compliance with the City’s Municipal Code, General Plan, and regulations, followed by plan checks, and inspections. Depending on the project, more extensive historical, environmental, or geological reviews or assessments may also be required. BUDGET OVERVIEW Development Services revenues reflect an estimated increase in planning fees from the prior year due to the anticipated front loading of flat fees for new projects, tempered somewhat by earnings from prior year deposit fees collected for in-process projects. The remaining related planning fees are expected to remain fairly consistent with with the prior year’s estimated revenues. Notable expenditures that are new to the Development Services budget in FY 2008/09 includes an increase in temporary staffing costs for a half-time account clerk to provide much needed assistance with the financial duties in the department, an increase in Community Development’s software licenses (TrakIt), and a share of the cost for Geographic Information Services (GIS) from County and Surveyor consultants. The remaining budgeted expenditures are for regular operational fees for supplemental contract planner services, planning minutes, noticing, records management fees, Santa Clara County parcel updates and GIS Services, dues and memberships fees, and other operational costs. Prior year’s microfiche records that are to be transferred to laserfiche will be funded as a Capital Improvement Project. C -55 152 COMMUNITY DEVELOPMENT DEPARTMENT DEVELOPMENT SERVICES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits 66,949 90,981 72,800 67,427 70,760 Intergovernmental Revenues -----Charge for Services 768,523 560,962 688,000 598,474 671,500 Other Sources -4 ---TOTAL REVENUES $ 835,472 $ 651,947 $ 760,800 $ 665,901 $ 742,260 EXPENDITURES Salaries and Benefits 518,041 606,260 699,320 660,701 791,392 Operating Expenditures Materials & Supplies 10,058 19,557 8 ,500 7 ,932 8 ,500 Fees & Charges 8,278 15,000 29,045 23,360 19,035 Consultant & Contract Services 246,891 237,011 158,900 168,238 163,500 Meetings, Events & Training 3,671 4,441 7 ,700 5 ,700 7 ,700 Total Operating Expenditures 268,898 276,009 204,145 205,230 198,735 Fixed Assets -----Internal Service Charges 85,600 55,600 1 80,565 180,565 191,136 TOTAL EXPENDITURES $ 872,539 $ 9 37,869 $ 1,084,030 $ 1 ,046,496 $ 1 ,181,263 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 BUDGET OBJECTIVES Tree Inventory Project – The City’s Arborist is working with student interns from the West Valley College Park Management program to create an inventory and map of all of the trees on City property. This information is to be input into the City’s GIS system as part of the Forestry Management Plan. The project continues to inventory trees in the City. Software Implementation – With the Trak-IT Planning and Building software system installed in June of 2007, CDD staff will continue to train and improve efficiencies during the 2008/09 fiscal year, to track project applications and assist customers with information searches. On-line Applicant Services – The City’s Trak-IT Planning and Building software has e-government features that allow project applicants the ability to view the status of their projects on-line, and allows for on-line applications of basic permits such as water heater installation, and minor electrical and plumbing projects. These on-line features will continue to be promoted to the public in FY 2008/09, to enhance customer service. C -56 Zoning Maps – The City maintains various City zoning and General Plan maps. As part of e-government efforts to provide access to pubic information online, the City’s website will be updated with links to view all city maps on the City’s web page. 153 COMMUNITY DEVELOPMENT DEPARTMENT DEVELOPMENT SERVICES KEY SERVICES Planning Services • Provide on-demand Front Counter and Telephone services in response to general questions Provide staff support to the: • Planning Commission • Heritage Preservation Commission Analyze and process the following types of applications: • General Plan and Code Amendments • Architecture and Site • Residential Development • Subdivisions • Rezoning and Planned Developments • Variances • Environmental Reviews • Certificates of Use and Occupancy • Sign, Banner, and Conditional Use Permits C -57 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Community Development Director 0 .40 0 .70 0 .70 0 .60 0 .60 Senior Planner -0 .80 0 .80 0 .70 0 .70 Assistant/Associate Planner 3 .00 2 .90 2 .90 2 .80 2 .80 Plan Check Examiner/Engineer -----Arborist --1 .00 0 .90 0 .90 Building Official -----Building Inspector -----Public Safety Officer -----Code Compliance Specialist -----Office Specialist I, II, III 1 .50 1 .20 1 .00 0 .90 0 .90 Total FTE's 4.90 5.60 6.40 5.90 5.90 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Forestry Intern ---9 40 9 40 Planning Intern ---4 50 4 50 Account Clerk ----1 ,200 Total Annual Hours ---1,390 2,590 DEVELOPMENT SERVICES STAFF 154 COMMUNITY DEVELOPMENT DEPARTMENT DEVELOPMENT SERVICES C -58 155 ADVANCED PLANNING The Advanced Planning program’s purpose is to develop and update the City’s standards, regulations, Specific Plans and General Plan to guide the physical development of the City. The City’s General Plan is an adopted statement of policy for the physical development of a community. As such, it includes the following elements: Land Use, Air Quality, Housing, Circulation, Safety, Noise, Open Space, and Conservation. A City may also establish specific plans to further identify and foster development issues and requirements. Specific Plans provide additional guidance for future land use development in the plan area with elements such as detailed land use, design guidelines, and implementation strategy. As an example, the City of Saratoga has established a Specific Plan for the hillside areas. One element of the General Plan and/or a Specific Plan will be updated each year to keep the plans current. BUDGET OVERVIEW C -59 The FY 2008/09 budget reflects estimated revenues of $200,000 collected for for General Plan Update fees, with planned expenditures for consultant services to update the General Plan’s Housing Element. The remainder of the budgeted expenditures in this program include staffing costs, office supplies, meeting expenses, printing, and internal service charges. 156 COMMUNITY DEVELOPMENT DEPARTMENT ADVANCED PLANNING 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services 51,799 47,303 80,000 70,000 200,000 Other Sources -----TOTAL REVENUES $ 5 1,799 $ 47,303 $ 80,000 $ 7 0,000 $ 200,000 EXPENDITURES Salaries and Benefits 41,307 3 7,313 5 5,030 4 6,040 5 9,026 Operating Expenditures Materials & Supplies 1,047 2,370 5 00 --Fees & Charges 1,627 892 1,000 1,592 1,500 Consultant & Contract Services 5 1,849 6 2,605 8 0,000 -131,350 Meetings, Events & Training -373 5 00 3 08 2 50 Total Operating Expenditures 54,523 6 6,240 8 2,000 1,900 133,100 Fixed Assets -----Internal Service Charges --6,786 6,786 7,202 TOTAL EXPENDITURES $ 9 5,830 $ 103,553 $ 143,816 $ 5 4,726 $ 199,328 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES General Plan Update – The Housing element is scheduled to be updated in FY 2008/09, in accordance with State Law that requires that the Housing Element be updated every five years. The City’s last Housing element was approved in 2002. Zoning Code Updates – A minimum of two ordinance updates will be completed each year. Council will provide staff with direction on which ordinances to update during FY 2008/09. C -60 157 COMMUNITY DEVELOPMENT DEPARTMENT ADVANCED PLANNING KEY SERVICES • Maintain and apply General Plan and Specific Plan updates to development processes; • Develop administrative policies, plans, ordinances and plan updates, in coordination with consultants preparing advance planning updates; and • Prepare Department of Housing and Community Development annual report on General Plan. C -61 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Community Development Director 0 .50 0 .15 0 .15 0 .10 0 .10 Senior Planner -0 .20 0 .20 0 .15 0 .15 Assistant/Associate Planner 0 .55 ----Plan Check Examiner/Engineer -----Arborist -----Building Official -----Building Inspector -----Public Safety Officer -----Code Compliance Specialist -----Office Specialist I, II, III -----Total FTE's 1.05 0.35 0.35 0.25 0.25 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Forestry Intern -----Planning Intern -----Total Annual Hours ------ADVANCED PLANNING STAFF 158 COMMUNITY DEVELOPMENT DEPARTMENT ADVANCED PLANNING C -62 159 CODE COMPLIANCE The City’s Code Compliance program functions to ensure compliance with City and State codes, ordinances, and regulations related to animal control, building and zoning, abandoned vehicles, signage, and noise abatement. Staff identifies, investigates, and abates violations, and in some cases, may require complainants and alleged violators to participate in a mediation program to resolve extensive disagreements. One of Saratoga’s highest priorities is to work with residents and businesses to preserve and maintain community values and integrity of the neighborhoods. Violations that affect life, health, and safety are given the highest priority; however, due to limited resources, the City prioritizes and responds to non-emergency compliance issues on the basis of complaints received. BUDGET OVERVIEW C -63 FY 2008/09 revenues include fees from the administration of the City’s Massage and Solicitor Ordinances, with matching expenditures for background checks and testing services. Other ongoing expenditures include staffing costs, operational supplies, an annual software license fee for legal research, and internal services charges. Newly budgeted expenditures for FY 2008/09 include increases in overtime charges occurring with the high number of call-outs for code compliance issues, and an appropriation for attorney fees charged to this program for compliance issues. Attorney fees had been charged to the program in past years, but not included in the planned budget workplan until this year. 160 COMMUNITY DEVELOPMENT DEPARTMENT CODE COMPLIANCE 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits --2 0,440 19,594 12,215 Intergovernmental Revenues -----Charge for Services 188 1,330 1,000 1,650 1,500 Other Sources ---350 -TOTAL REVENUES $ 188 $ 1,330 $ 2 1,440 $ 2 1,594 $ 13,715 EXPENDITURES Salaries and Benefits 106,576 120,324 1 45,935 170,275 161,677 Operating Expenditures Materials & Supplies 303 737 4,050 3,058 4,050 Fees & Charges 2,003 1,081 5,490 4,650 5,140 Consultant & Contract Services 4,651 20,915 3,000 32,000 26,500 Meetings, Events & Training -843 1,700 1,201 1,700 Total Operating Expenditures 6,957 23,576 1 4,240 40,909 37,390 Fixed Assets -----Internal Service Charges --3 5,617 35,617 37,901 TOTAL EXPENDITURES $ 113,533 $ 143,900 $ 1 95,792 $ 2 46,801 $ 236,968 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES Code Compliance System – Staff is continuing to transfer existing compliance data into the new Trak-IT software system during FY 2008/09, to provide a historical reference of complaints received. C -64 161 COMMUNITY DEVELOPMENT DEPARTMENT CODE COMPLIANCE KEY SERVICES • Issue Temporary Users Permits, Special Event Permits, and Block Party Permits; • Receive and maintain status on all violation complaints; • Respond to, investigate, and abate legitimate complaints; • Identify, research, and prepare ordinance information for code section updates; • Assist City Attorney with legal research, appeal hearings, and lawsuits; • Administer citation appeals; • Enforce City regulations while educating and increasing the awareness of residents, businesses, and property owners about the City’s regulations; • Administer the City’s Massage and Solicitor Ordinances; • Assist the City Arborist with non-permitted tree removals; • Resolve complex code and zoning violations; and • Assist the Public Works Department in monitoring the illegal use of City Parks. Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Community Development Director -0 .05 0 .05 0 .10 0 .10 Senior Planner -----Assistant/Associate Planner ---0 .10 0 .10 Plan Check Examiner/Engineer -----Arborist ---0 .05 0 .05 Building Official 0 .10 0 .10 0 .10 --Building Inspector -----Public Safety Officer 2 .00 ----Code Compliance Specialist -1 .00 1 .00 1 .00 1 .00 Office Specialist I, II, III 0 .20 0 .10 0 .10 0 .10 0 .10 Total FTE's 2.30 1.25 1.25 1.35 1.35 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Forestry Intern -----Planning Intern -----Total Annual Hours -----CODE COMPLIANCE STAFF C -65 162 COMMUNITY DEVELOPMENT DEPARTMENT CODE COMPLIANCE C -66 163 BUILDING & INSPECTION SERVICES The Building & Inspection Services program is a regulatory function that ensures minimum building and zoning standards are met in order to protect the community’s safety, health, and property rights. The City‘s development ordinances and standards regulate the design, construction, quality of materials, use and occupancy of buildings, as well as the location and maintenance of all buildings within the City of Saratoga. Staff assists applicants with information concerning building regulations, disability access regulations, and other State and local ordinances, and provides plan check services in compliance with Uniform Building Codes. Staff also maintains permit tracking and plan check systems, inspects commercial and residential buildings under construction, and reviews grading plans and performs grading inspections for construction projects with significant earthwork activity. BUDGET OVERVIEW The Building & Inspection Services FY 2008/09 budgeted revenues are comprised of $1,590,000 from building permits, $20,000 from grading permits, and $15,000 from document fees (used for conversion for laserfiche format). Budgeted Building Permit revenue consists of plan check fees, and building , electrical, plumbing, and mechanical permits. Building Permit fees are calculated based on the valuation of a project. For example, the valuation for a new house or habitable space addition is determined by multiplying the square footage by a cost per square foot valuation factor. Budgeted amounts are based on the level of activity over the last several years, with adjustments for additional funding if large projects are in process. Budgeted expenditures reflect annual increases in salary and benefit costs and other ongoing expenses, which includes $15,000 for the cost of sending document for laserfiche processing (equal to the amount of fees taken in for this process), $23,000 for credit card fees, $1,000 for printing services, and operational expenses for supplies, dues & memberships, cell phone phone charges, and internal service charges. C -67 164 COMMUNITY DEVELOPMENT DEPARTMENT BUILDING & INSPECTION SERVICES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits 1,471,858 1,267,168 1 ,245,000 1,426,000 1 ,625,000 Intergovernmental Revenues -----Charge for Services -----Other Sources -----TOTAL REVENUES $ 1 ,471,858 $ 1 ,267,168 $ 1 ,245,000 $ 1,426,000 $ 1 ,625,000 EXPENDITURES Salaries and Benefits 5 28,380 5 97,266 7 44,060 7 41,545 789,440 Operating Expenditures Materials & Supplies 3,126 7,036 3 ,000 8,752 3 ,000 Fees & Charges 2 3,969 2 8,387 2 4,300 2 6,515 2 6,800 Consultant & Contract Services 1 4,946 3 2,658 2 5,000 2,500 2 5,000 Meetings & Events 1,379 1,124 2 ,500 3,939 2 ,500 Total Operating Expenditures 43,420 6 9,205 5 4,800 4 1,706 5 7,300 Fixed Assets -80,400 ---Internal Service Charges --187,175 1 87,175 200,281 TOTAL EXPENDITURES $ 571,800 $ 7 46,871 $ 9 86,035 $ 970,426 $ 1 ,047,021 GENERAL FUND REVENUES AND EXPENDITURES 2008/09 OBJECTIVES Trak IT Building and Permit System – Continued training and efficiency building on the new Trak-IT system which links the Building program with Planning and Code Compliance functions and provides a mechanism for on-line permit activity and project status reference. C -68 California Building Code – The City adopted the new California Building Code through new ordinances brought to the Council in FY 2007/08, and will use it as the basis for updating the City’s building regulations. 165 COMMUNITY DEVELOPMENT DEPARTMENT BUILDING & INSPECTION SERVICES KEY SERVICES Counter Services • Provide construction and zoning code information to developers, contractors, architects, engineers, home owners, and the general public • Maintain permit tracking and building permit system information Plan Check Services • Perform residential and commercial building, structural, and site plan reviews under California Building Code guidelines, State regulations, and City ordinances • Provide building code information to applicants Inspection Services • Perform on-site inspections of buildings and structures under construction • Investigate housing code violations • Coordinate building permit applications with other departments and agencies Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Community Development Director 0 .10 0 .10 0 .10 0 .20 0 .20 Senior Planner ---0 .15 0 .15 Assistant/Associate Planner 0 .45 0 .10 0 .10 0 .10 0 .10 Plan Check Examiner/Engineer 1 .00 1 .00 1 .00 1 .00 1 .00 Arborist ---0 .05 0 .05 Building Official 0 .90 0 .90 0 .90 1 .00 1 .00 Building Inspector 3 .00 3 .00 3 .00 3 .00 3 .00 Public Safety Officer -----Code Compliance Specialist -----Office Specialist I, II, III 0 .30 0 .70 0 .90 1 .00 1 .00 Total FTE's 5.75 5.80 6.00 6.50 6.50 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Forestry Intern -----Planning Intern -----Total Annual Hours -----BUILDING & INSPECTION SERVICES STAFF C -69 166 COMMUNITY DEVELOPMENT DEPARTMENT BUILDING & INSPECTION SERVICES C -70 167 PASS THROUGH FEES The Pass-Through Fees program separates Community Development departmental activities from fees taken in for external consultant services utilized to assist applicants in development and building processes. Because this revenue will vary considerably from year to year, and reconciles to itself, moving pass-through fee revenue to its own program helps to isolate on-going operational program activity. As this program is set up as a funding mechanism, only Pass-Through revenues and expenses exist in this program; there are no projects, services, or staffing associated with this program. BUDGET OVERVIEW C -71 The Pass Through Fee revenues include fees for services the City hires out on an hourly basis. This would occur only for more complex planner and environmental services and for attorney fees for applicants that would be charged on an hourly deposit cost basis. As the revenues are earned based directly on expenditures in this program, the annual budget resolution includes an automatic budget adjustment qualifier to allow for the appropriation of pass-through revenues and expenditures in this program as needed throughout the year 168 COMMUNITY DEVELOPMENT DEPARTMENT PASS THROUGH FEES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services --8 5,000 19,091 -Other Sources -----TOTAL REVENUES $ -$ -$ 8 5,000 $ 1 9,091 $ -EXPENDITURES Salaries and Benefits -----Operating Expenditures Materials & Supplies -----Fees & Charges -----Consultant & Contract Services --8 5,000 15,425 -Meetings, Events & Training -----Total Operating Expenditures --8 5,000 15,425 -Fixed Assets -----Internal Service Charges -----TOTAL EXPENDITURES $ -$ -$ 8 5,000 $ 1 5,425 $ -GENERAL FUND REVENUES AND EXPENDITURES C -72 169 COMMUNITY DEVELOPMENT BLOCK GRANT FUND The Department of Housing and Urban Development (HUD) makes annual disbursements of Housing and Community Development Act (HCDA) funds for eligible projects and activities. Saratoga receives federal HCDA funds through the CDBG program. The Federal Government’s CDBG program seeks to improve the quality of life for low income residents, with emphasis in the areas of affordable housing, human services, and access for the disabled. Santa Clara County administers this grant program, providing allocations to the Cities, in compliance with Title I of the Federal Housing and Community Development Act of 1974. The availability of CDBG funds is advertised in local publications, and the City subsequently receives grant applications from community and non-profit groups. A portion of the funds may be spent for social or human service activities; however, the majority of the funding is reserved for ‘brick and mortar’ housing or accessibility projects. Another portion of the funding is reserved for program administration. Santa Clara County Housing and Community Development Department (HCD) administers the component of the HCDA that designates a portion of the funding to be used for low-interest loans to income-eligible homeowners, including home repairs such as new roofs and electrical upgrades. HCD charges the CDBG Fund $13,000 per year to administer the low income loan program. The City may charge the CDBG Fund up to $15,000 per year to reimburse itself for costs associated with City administration of the grant program. BUDGET OVERVIEW For FY 2008/09, the City is slated to receive $133,214 of CDBG funding. Of that amount, the social or human services component of the grant is limited to $32,732. With the HCD Program administration cost of $13,000 and the City’s administration cost of $15,000, the remaining funding available for housing or accessibility projects is $72,482. The human services grant allocation of $32,732 will be transferred to the City’s grant program for distribution to the Saratoga Area Senior Coordinating Council (SASCC), along with supplemental funding from the City in the amount of $1,268, for a total grant of $34,000. The City is also providing supplemental grants to two other organizations that had requested CDBG funding: West Valley Community Services will receive $15,164 to help support their low income assistance program; and Catholic Charities will receive $5,000 to help support their Long Term Care Ombudsman Program. The City of Saratoga will receive housing/accessibility grant funding in the amount of $55,600 to update the City’s street signals with audible signals for the visually impaired, and $16,882 to install a disabled accessible ramp at the Historic Museum. The Americans with Disabilities Act (ADA) requires access to the public right-of-way for people with disabilities. Additionally, prior year CDBG accessibility funds in the amount of $6,225 were re-allocated for the installation of ADA compliant seating in the City’s Civic Auditorium. C -73 The CDBG program functions as a funding mechanism to transfer approved grants to the appropriate program or CIP project. There are no staffing, objectives, or key services listed for this program. 170 COMMUNITY DEVELOPMENT DEPARTMENT COMMUNITY DEVELOPMENT BLOCK GRANT FUND 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated -----Undesignated -( 11,137) --7 4,526 Total Beginning Fund Balance $ -$ ( 11,137) $ -$ -$ 7 4,526 Revenues Intergovernmental Revenues 53,581 277,271 1 38,090 138,090 140,203 Charge for Services -----Total Revenues $ 53,581 $ 277,271 $ 1 38,090 $ 138,090 $ 1 40,203 Operating Transfers In Transfer In from General Fund -----Transfer In from HCP Fund -----Total Operating Transfers In $ -$ -$ -$ -$ -TOTAL SOURCE OF FUNDS $ 53,581 $ 266,134 $ 1 38,090 $ 138,090 $ 2 14,729 USE OF FUNDS Expenditures Salaries and Benefits -----Operating Expenditures Materials & Supplies -----Fees & Charges -----Consultant & Contract Services -----CDBG ADA Projects 13,037 23,810 ---Total Operating Expenditures 13,037 23,810 ---Grants 36,681 38,611 ---Fixed Assets -----Internal Service Charges -----Total Expenditures $ 49,718 $ 62,421 $ -$ -$ -Operating Transfers Transfer Out -GF Admin Fee 15,000 15,000 15,000 15,000 15,000 Transfer Out -GF Service Grants --3 5,564 35,564 32,732 Transfer Out -CIP (Access Signal) --7 4,526 -7 2,482 Transfer Out -CIP PY Project ----6 ,989 Transfer Out -SHARP --1 3,000 13,000 13,000 Transfer Out -CIP Projects -1 88,713 ---Total Operating Transfers $ 15,000 $ 203,713 $ 138,090 $ 63,564 $ 1 40,203 Ending Fund Balance Designated -----Undesignated (11,137) --7 4,526 74,526 Total Ending Fund Balance $ (11,137) $ -$ -$ 7 4,526 $ 7 4,526 TOTAL USE OF FUNDS $ 53,581 $ 266,134 $ 1 38,090 $ 138,090 $ 2 14,729 STATEMENT OF SOURCE & USE OF FUNDS C -74 171 SARATOGA HOUSING AND REHABILITATION PROGRAM Saratoga’s Housing and Rehabilitation Program, known as SHARP, offers low interest housing rehabilitation loans for low-income residents. The program provides low-interest loans to income-eligible homeowners for home repairs such as new roofs and electrical upgrades. The City entered into a Joint Powers Agreement (JPA) with Santa Clara County under the Housing and Community Development Act whereby the County’s Housing and Community Development (HCD) department now manages the lowincome housing rehabilitation program for the City. HCD charges $13,000 of Community Development Block Grant (CDBG) funds for the administration of the program each year. The cost covers processing loan applications, determining eligibility, processing loan paperwork and coordinating payments to the contractors doing the repair work. BUDGET OVERVIEW The City transferred the administration of the Housing Program to the JPA several years ago; however, the JPA did not assume the administration of the loans that were issued by the City until FY 2005/06. The County assumed all of the loans except the one issued to the Mid-Peninsula Housing Coalition, which represents the fund balance in the Housing Conservation Fund. The FY 2008/09 budget reflects the $13,000 funding transferred in from CDBG, and the $13,000 expenditure back to the County for administering the program. As the SHARP Fund functions purely as a pass through mechanism to fund the administrative costs for the loan administration program, there are no staffing, objectives, or key services in this program. C -75 172 COMMUNITY DEVELOPMENT DEPARTMENT SARATOGA HOUSING AND REHABILITATION PROGRAM 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated -----Undesignated 127,297 75,287 89,588 89,588 89,588 Total Beginning Fund Balance $ 127,297 $ 75,287 $ 89,588 $ 89,588 $ 8 9,588 Revenues Intergovernmental Revenues -----Charge for Services -----Other Sources 17,646 14,301 ---Total Revenues $ 17,646 $ 14,301 $ -$ -$ -Operating Transfers In Transfer In from General Fund -----Transfer In from CDBG Fund --1 3,000 13,000 13,000 Total Operating Transfers In $ -$ -$ 1 3,000 $ 13,000 $ 1 3,000 TOTAL SOURCE OF FUNDS $ 144,943 $ 89,588 $ 102,588 $ 1 02,588 $ 1 02,588 USE OF FUNDS Expenditures Salaries and Benefits -----Operating Expenditures Materials & Supplies -----Fees & Charges 69,656 -1 3,000 13,000 13,000 Consultant & Contract Services -----Meetings,Events & Training -----Total Operating Expenditures 69,656 -1 3,000 13,000 13,000 Grants -----Fixed Assets -----Total Expenditures $ 69,656 $ -$ 1 3,000 $ 13,000 $ 1 3,000 Operating Transfers Transfer Out to General Fund -----Transfer Out to CIP -----Total Operating Transfers $ -$ -$ -$ -$ -Ending Fund Balance Designated -----Undesignated 75,287 89,588 89,588 89,588 89,588 Total Ending Fund Balance $ 75,287 $ 89,588 $ 89,588 $ 89,588 $ 8 9,588 TOTAL USE OF FUNDS $ 144,943 $ 89,588 $ 102,588 $ 1 02,588 $ 1 02,588 STATEMENT OF SOURCE & USE OF FUNDS C -76 173 PUBLIC WORKS DEPARTMENT The Public Works Department oversees engineering and capital project functions, reviews the public’s development plans for engineering and geological oversight, maintains the City’s parks, trails, medians, right-of-ways, and landscape districts; repairs and maintains the roadway systems, including streets, signals, lighting, and storm drains; provides vehicle maintenance oversight and minor maintenance; and ensures the City’s environmental responsibilities are fulfilled. Public Works also provides information and outreach to the City’s residents, businesses, and the public concerning the department’s programs and activities that are available to them and the infrastructure projects that may affect them. The Department provides these services under five main operational programs: General Engineering, Development Engineering, Environmental Services, Streets and Storm Drains, Parks and Landscape Maintenance; two internal support programs: Equipment Maintenance and Equipment Replacement; Replacement; and 24 separate Landscape and Lighting Districts. The Public Works Department provides many of the City’s services that maintain the quality rural, neighborhood, and business community for which Saratoga is known. BUDGET OVERVIEW The FY 2008/09 departmental operating budget continues to reflect the restructuring of the Public Works programs implemented effective with the 2007/08 budget in order to isolate operating expenditures from Capital Improvement expenditures. This required shifting staff positions to operational programs within the General Fund, moving Gas Tax revenues and street improvement projects to the Capital Budget, and consolidating support expenditures and equipment costs into Internal Service Funds so these activities are properly charged back to departments. The FY 2008/09 budget includes the reduction of 1 position in the Engineering Division as a result of a position vacancy during mid-year 2007/08, and the reassignment of some capital project oversight duties to other departmental staff. C -77 While most of the department’s ongoing operational expenses were held to prior year levels, budgeted expenditures do reflect some increases in materials, fuel, and expenses directly linked to the completion of park and trail capital projects during the year. As these capital projects are to be completed during FY 2008/09, the increases reflect only partial year impacts. Further increases, reflecting full year maintenance costs are expected in subsequent years. 174 PUBLIC WORKS DEPARTMENT C -78 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Fees, Licenses and Permits 79,098 102,672 50,000 7 5,000 75,000 Intergovernmental Revenues 62,065 25,509 25,000 33,880 33,200 Charge for Services 939,508 778,881 238,400 125,282 236,500 Other Sources 9,845 72,756 600 2 00 200 Rentals Income 36,108 40,105 2 59,166 280,884 245,507 TOTAL REVENUES 1,126,624 1,019,923 573,166 515,246 590,407 EXPENDITURES Salaries and Benefits 1,331,102 1,583,902 2 ,342,685 2 ,326,020 2 ,402,565 Operating Expenditures Materials & Supplies 125,382 137,989 115,200 137,257 77,015 Fees & Charges 466,881 418,167 425,050 393,689 460,479 Consultants & Contract Services 628,057 832,770 782,550 781,835 797,910 Meetings, Events & Training 4,713 4,417 3 ,400 6 ,350 7 ,500 Total Operating Expenditures 1,225,033 1 ,393,343 1 ,326,200 1 ,319,131 1 ,342,904 Infrastructure Projects 216,599 1 ,332,540 ---Fixed Assets --1 2,000 --Internal Service Charges --7 66,803 766,803 799,274 TOTAL EXPENDITURES $ 2,772,734 $ 4,309,785 $ 4,447,688 $ 4 ,411,954 $ 4 ,544,743 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed GENERAL FUND General Engineering $ 322,664 $ 341,760 $ 613,504 $ 584,524 $ 539,442 Development Engineering --255,712 260,477 299,638 Environmental Services --505,035 462,570 498,044 Streets & Storm Drains 571,197 1,893,466 1,319,323 1,319,875 1,341,301 Parks & Landscape Maint 1,073,849 1,298,014 1,754,113 1,784,507 1,866,318 Development Regulations 1 171,021 144,630 ---Environmental Fund Programs 2 462,264 443,711 ---Equipment Operations 3 171,739 188,204 ---TOTAL GENERAL FUND $ 2,772,734 $ 4,309,785 $ 4,447,688 $ 4,411,954 $ 4,544,743 INTERNAL SERVICE FUNDS Equipment Maintenance 4 --196,595 196,166 247,905 Equipment Replacement 71,351 318,453 164,000 133,215 136,500 TOTAL INTERNAL SERVICES $ 71,351 $ 318,453 $ 360,595 $ 329,381 $ 384,405 SPECIAL REVENUE FUNDS Gas Tax Fund 5 766,123 1,156,890 438,336 438,336 -Landscape & Lighting Districts 298,074 302,649 530,562 433,818 474,060 TOTAL SPECIAL REVENUE $ 1,064,197 $ 1,459,539 $ 968,898 $ 872,154 $ 474,060 TOTAL DEPT EXPENDITURES $ 3,908,282 $ 6,087,777 $ 5,777,181 $ 5,613,489 $ 5,403,207 DEPARTMENTAL EXPENDITURES BY FUND/PROGRAM GENERAL FUND REVENUES AND EXPENDITURES 175 PUBLIC WORKS DEPARTMENT Notes to the Public Works Departmental Expenditures by Fund/Program (on prior page) 1 DevelopmentRegulations closed and moved to Development Engineering in FY 2007/08 2 Environmental Programs closed at the end of FY 2006/07 and moved to the Env Services Program in PW GF 3 The Equipment Operations program in the General Fund closed at the end of FY 2006/07 4 An Equipment Maintenace program opened as an Internal Service Fund in FY 2007/08 5 The Gas Tax Fund closed at the end of FY 2006/07 and the Gas Tax activities moved to CIP in FY 2007/08 Full Time Equivalents (FTE)* 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Public Works Director 1 .00 1 .00 1 .00 1 .00 1 .00 Senior Engineer ----1 .00 Assistant/Associate Engineer 2 .00 2 .00 3 .00 3 .00 1 .00 Administrative Analyst I, II 1 .00 1 .00 1 .00 1 .00 1 .00 Office Specialist I, II, III 1 .75 1 .75 1 .75 1 .75 1 .75 Parks Maintenance Supervisor 1 .00 1 .00 1 .00 1 .00 1 .00 Parks Maintenance Lead 1 .00 1 .00 1 .00 1 .00 1 .00 Parks Maintenance Specialist 1 .00 1 .00 1 .00 1 .00 1 .00 Parks Maintenance Worker I, II, III 6 .00 6 .00 6 .00 6 .00 6 .00 Street Maintenance Supervisor 1 .00 1 .00 1 .00 1 .00 1 .00 Street Maintenance Lead --1 .00 1 .00 1 .00 Street Maintenance Specialist --1 .00 1 .00 1 .00 Street Maintenance Worker I, II, III 5 .00 5 .00 3 .00 4 .00 4 .00 Total FTEs 20.75 20.75 21.75 22.75 21.75 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors --1 ,840 1 ,840 1 ,840 Maintenance Workers 2 ,080 2 ,080 3 ,080 2 ,080 2 ,080 Total Annual Hours 2,080 2,080 4,920 3,920 3,920 PUBLIC WORKS DEPARTMENT STAFFING C -79 176 PUBLIC WORKS DEPARTMENT C -80 177 GENERAL ENGINEERING The General Engineering program provides oversight for the City’s engineering activities not related to private development. This includes the design, management and administration of the Capital Improvement Plan to improve the City’s public infrastructure ( e.g. streets, storm drains, sidewalks, signalized intersections, parks and medians) with an emphasis on delivering capital projects within planned schedules and budgets. General Engineering operations also include traffic management, the development of Geographic Information System (GIS) data to manage the City’s infrastructure, and annexation, right-of-way, and property boundary issues. BUDGET OVERVIEW The General Engineering budget is consistent with the prior year’s budget, and continues the reallocation of 1.4 FTEs to General Engineering from the Gas Tax, Environmental Funds, and the Commission program, and additional operating expenses shifted to this program from the Gas Tax program. The most significant change in the General Engineering budget is the reduction of one Engineer position from this program connected to the capital project oversight duties now reallocated to other staff members within the department. Ongoing operating expenditures reflect consistent service levels, with the exception of the increase in the use of the Consultant City Traffic Engineer due to additional Traffic Safety Commission Meetings, requiring Traffic Engineering support. C -81 178 PUBLIC WORKS DEPARTMENT GENERAL ENGINEERING 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits 79,098 102,672 50,000 75,000 75,000 Intergovernmental Revenues -----Charge for Services -----Other Sources -----Pass-Through Accounts -----TOTAL REVENUES $ 7 9,098 $ 1 02,672 $ 5 0,000 $ 75,000 $ 7 5,000 EXPENDITURES Salaries and Benefits 2 19,869 2 45,102 4 05,715 3 76,000 3 07,866 Operating Expenditures Materials & Supplies 4,898 9,446 6 ,200 9,969 7 ,200 Fees & Charges 1 6,393 3,245 2 9,900 2 7,116 3 1,100 Consultants & Contract Services 7 8,837 8 3,161 8 0,000 8 0,000 9 0,000 Meetings, Events & Training 2,667 8 06 1 ,300 1,050 1 ,300 Total Operating Expenditures 102,795 9 6,658 1 17,400 1 18,135 1 29,600 Fixed Assets -----Internal Service Charges --9 0,389 9 0,389 1 01,976 TOTAL EXPENDITURES $ 3 22,664 $ 341,760 $ 6 13,504 $ 584,524 $ 5 39,442 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES Document Imaging Project – General Engineering staff will continue to facilitate this CIP project to transfer hard copy documents, maps, and project files into electronic imaging format which will better serve the public and city by enhancing access to City information. C -82 179 PUBLIC WORKS DEPARTMENT GENERAL ENGINEERING KEY SERVICES Capital Improvement Projects • Provide plans, specifications, estimates, right-of-way plans, coordinate consultants, and administer contracts • Design and manage Capital Improvement Plan projects, including street repaving and resurfacing, curb, gutter, and sidewalk improvements • Provide administrative and engineering support services for park improvement projects Traffic Engineering • Perform traffic engineering analyses and manage traffic concerns • Maintain current statistics on traffic accidents, traffic volumes, turning movements, speeds, and street mileage, and prepare annual reports to state and local agencies, as required Community Outreach • Provide assistance and information to the public regarding engineering services C -83 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Public Works Director 0 .35 0 .35 0 .35 0 .35 0 .35 Senior Engineer ----0 .25 Assistant/Associate Engineer 0 .80 0 .60 0 .60 2 .00 0 .75 Administrative Analyst I, II 0 .40 0 .40 0 .40 0 .50 0 .50 Office Specialist I, II, III 0 .25 0 .35 0 .35 0 .25 0 .25 Parks Maintenance Supervisor -----Parks Maintenance Lead -----Parks Maintenance Specialist -----Parks Maintenance Worker I, II, III -----Street Maintenance Supervisor -----Street Maintenance Lead -----Street Maintenance Specialist -----Street Maintenance Worker I, II, III -----Total FTE's 1.80 1.70 1.70 3.10 2.10 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors --5 20 5 20 5 20 Maintenance Workers -----Total Annual Hours --520 520 520 * FY 2007/08 FTEs include staff from the closed Gas Tax Fund GENERAL ENGINEERING STAFF FTE counts prior to FY 2007/08 include staff from Commission Support. 180 PUBLIC WORKS DEPARTMENT GENERAL ENGINEERING C -84 181 DEVELOPMENT ENGINEERING The Development Engineering Program, in coordination with the City’s Community Development Department, provides services for private development projects to ensure they are constructed in accordance with City standards. Services include reviewing plans and specifications, providing grading and drainage inspections, and controlling encroachment in the public right-of-way. This program seeks to fully recover the costs of providing development services. BUDGET OVERVIEW The FY 2008/09 Budget continues to reflect the realignment of development activities into General Fund operations within the Public Works Department first implemented in the FY 2007/08 budget. This program’s activities are consistent with the Development Regulation program in the Special Revenue Fund closed effective with the FY 2006/07 year-end. The program was realigned as part of the General Fund to be consistent with the City’s audited financial statements. Budgeted revenues and expenditures reflect the expectation that services will continue at prior year activity levels, as development activity appears to be holding steady. Notable budgeted expenditures include $80,000 for contract Geotechnical Services and $16,000 for contract Surveyor Services. These expenses are incurred as development services are needed, and paid for by revenues received from applicants. The remainder of budgeted expenses for FY 2008/09 is limited to office supplies and internal service charges. C -85 182 PUBLIC WORKS DEPARTMENT DEVELOPMENT ENGINEERING 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services --2 38,400 125,282 236,500 Other Sources -----TOTAL REVENUES $ -$ -$ 238,400 $ 125,282 $ 2 36,500 EXPENDITURES Salaries and Benefits --1 23,255 1 23,220 1 57,005 Operating Expenditures Materials & Supplies --7 00 7 50 9 00 Fees & Charges ----2,500 Consultants & Contract Services --89,900 9 4,650 9 6,250 Meetings, Events & Training -----Total Operating Expenditures --9 0,600 9 5,400 9 9,650 Fixed Assets -----Internal Service Charges --4 1,857 4 1,857 4 2,983 TOTAL EXPENDITURES $ -$ -$ 255,712 $ 260,477 $ 2 99,638 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES GIS Development Interface – Staff will continue to implement this project during FY 2008/09 to transfer development information and history to electronic format with graphical user interface. C -86 183 PUBLIC WORKS DEPARTMENT DEVELOPMENT ENGINEERING KEY SERVICES • Process all final map, lot line adjustments, and Certificates of Compliance applications • Review and comment on Design Reviews and Tentative Map applications • Review initial improvement plan submittals • Process initial submittals for Geotechnical Clearance • Perform daily inspections and reporting on all land development projects Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Public Works Director ---0 .10 0 .10 Senior Engineer ----0 .60 Assistant/Associate Engineer ---0 .55 -Administrative Analyst I, II -----Office Specialist I, II, III ---0 .25 0 .25 Parks Maintenance Supervisor -----Parks Maintenance Lead -----Parks Maintenance Specialist -----Parks Maintenance Worker I, II, III -----Street Maintenance Supervisor -----Street Maintenance Lead -----Street Maintenance Specialist -----Street Maintenance Worker I, II, III -----Total FTE's ---0.90 0.95 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors ---4 00 4 00 Maintenance Workers -----Total Annual Hours ---400 400 DEVELOPMENT ENGINEERING STAFF C -87 184 PUBLIC WORKS DEPARTMENT DEVELOPMENT ENGINEERING C -88 185 ENVIRONMENTAL SERVICES The Environmental Services program was established effective FY 2007/08 with the closure of the Environmental Services Special Revenue Fund. The Special Revenue Fund was closed as a result of the elimination of the solid waste surcharge revenues under the new waste management contract that went into effect in March of 2007. With this new contract, the Environmental Fund no longer had specific funding for these activities; however the loss of the revenue surcharge was offset by an increase in franchise fees, which is appropriated in the General Fund. Therefore, this environmental services program was opened in the General Fund to account for the staff positions, activities, and expenses to meet the City’s environmental requirements and provide environmental services to the community. This program provides staffing and services to administer the City’s Solid Waste program, promote environmental services available to City of Saratoga residents, advocate Green Business practices, and ensure the City complies with the State’s environmental requirements. BUDGET OVERVIEW The FY 2008/09 budget reflects significant increases in the Non-Point Source Pollution Prevention Program dues and fees (from $126,400 to $157,957) and the new street sweeping contract (from $95,000 to $110,000) and a decrease in last year’s one-time refuse contract expense ($20,750). Other budgeted expenditures for FY 2008/09 include $32,000 for West Valley Solid Waste Joint Powers Agreement (JPA) dues, $20,000 for West Valley Sanitation District’s storm drain cleaning, and $5,000 for storm water testing. C -89 Revenues for this program include AB939 Refuse Surcharge Fees, collected by Santa Clara County for waste disposed of at local landfills that is attributed to Saratoga addresses, The fee is used to fund County Household Hazardous Waste programs, with a portion allocated to the City for its solid waste management programs. 186 PUBLIC WORKS DEPARTMENT ENVIRONMENTAL SERVICES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmenta Revenues --2 5,000 25,685 25,000 Charge for Services -----Other Sources -----Pass-Through Accounts -----TOTAL REVENUES $ -$ -$ 2 5,000 $ 25,685 $ 2 5,000 EXPENDITURES Salaries and Benefits --1 15,325 115,700 117,600 Operating Expenditures Materials & Supplies -----Fees & Charges --2 40,150 211,110 229,957 Consultants & Contract Services --1 30,000 115,000 130,000 Meetings, Events & Training ---1,200 1,000 Total Operating Expenditures --3 70,150 327,310 360,957 Fixed Assets -----Internal Service Charges --1 9,560 19,560 19,487 TOTAL EXPENDITURES $ -$ -$ 505,035 $ 462,570 $ 4 98,044 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES City Recycling – This project will work to increase outreach to the public to provide greater awareness about recycling, and will continue the installation of recycling containers at key locations throughout the City. C -90 187 PUBLIC WORKS DEPARTMENT ENVIRONMENTAL SERVICES KEY SERVICES • Provide street sweeping services for the City’s streets and parking lots • Coordinate Non-Point Source activities with the City’s and Joint Powers Association’s programs • Participate in the West Valley Solid Waste Joint Powers Authority to keep abreast of the City’s environmental requirements and provide waste management collection service to the community • Educate and assist the community with the City’s new solid waste contract services • Participate in community “Greening” programs, such as e-waste recycling and household hazardous waste programs C -91 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Public Works Director ---0 .10 0 .10 Senior Engineer ----0 .15 Assistant/Associate Engineer ---0 .20 -Administrative Analyst I, II ---0 .50 0 .50 Office Specialist I, II, III ---0 .25 0 .25 Parks Maintenance Supervisor -----Parks Maintenance Lead -----Parks Maintenance Specialist ------Parks Maintenance Worker I, II, III -----Street Maintenance Supervisor -----Street Maintenance Lead -----Street Maintenance Specialist -----Street Maintenance Worker I, II, III -----Total FTE's ---1.05 1.00 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors -----Maintenance Workers -----Total Annual Hours -----ENVIRONMENTAL SERVICES STAFF Prior to FY 2007/08, staffing for Environmental Service program work was funded through a Special Revenue Fund. With the elimination of designated funding, staffing and expenditures were relocated to this new General Fund program, effective with the FY 2007/08 budget. 188 PUBLIC WORKS DEPARTMENT ENVIRONMENTAL SERVICES C -92 189 STREETS & STORM DRAINS The Streets and Storm Drains program provides for ongoing maintenance and minor repairs to the City’s roadways, storm drains, curbs, gutters, and sidewalks. Program activities include small pavement reconstruction, filling of potholes, maintenance of roadway signs, traffic markings (paint), signals, streetlights, and debris removal. The Street program coordinates program work with the Engineering Division for traffic and roadway projects, and with the Parks program for weed control and storm drain work. The Streets and Storm Drains program represents a collective of several programs in prior year budgets. With the realignment of capital project expenses to the Capital Improvement Plan, the focus of this program was limited to ongoing street and storm drain related activities effective with the FY 2007/08 budget. This resulted in combining the former Streets Maintenance program with the Flood Control and Storm Drain program and the Gas Tax program for maintenance services, and moving contract pavement management activity to the Capital Improvement Plan. BUDGET OVERVIEW In FY 2007/08, the Street budget went through significant structural changes. Many of the expenditures now included in the Streets & Storm Drain budget were previously budgeted in other programs, whereas the capital expenditures for street resurfacing that had sometimes appeared in the Streets budget are now included in the capital improvement budget. Additionally, in FY 2008/09, signage, striping services, and street material supplies directly connected to street resurfacing capital projects will be funded from the capital improvement budgets. Notable expenditures for this year include $25,000 for street signal and lighting electricity, and $120,500 for assorted street maintenance contract services( including estimated budgets of $30,000 for tree maintenance, $20,000 for weed abatement, $13,500 for joint traffic control services, $12,000 for street maintenance repair services, $20,000 for traffic signal maintenance, and $25,000 for traffic signal repairs). The remainder of the budget provides for operational expenses and internal service charges. C -93 190 PUBLIC WORKS DEPARTMENT STREETS & STORM DRAINS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmenta Revenues -----Charge for Services 6,282 ----Other Sources -----Pass-Through Accounts -----TOTAL REVENUES $ 6 ,282 $ -$ -$ -$ -EXPENDITURES Salaries and Benefits 213,039 355,715 7 69,460 7 80,000 8 66,915 Operating Expenditures Materials & Supplies 3 8,144 3 5,411 5 8,100 6 6,527 10,025 Fees & Charges 3 ,545 5 ,659 3 5,200 3 0,685 32,000 Consultants & Contract Services 9 9,074 1 61,380 1 55,500 1 39,600 1 20,500 Meetings, Events & Training 7 96 2 ,761 2 ,100 4 ,100 5 ,200 Total Operating Expenditures 141,559 205,211 2 50,900 2 40,912 1 67,725 Street Projects 216,599 1 ,332,540 ---Fixed Assets ----Internal Service Charges --298,963 2 98,963 3 06,661 TOTAL EXPENDITURES $ 571,197 $ 1 ,893,466 $ 1,319,323 $ 1,319,875 $ 1 ,341,301 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES Geographic Information System (GIS) Infrastructure Data Collection – Staff will continue work on integrating data collections connected to infrastructure items, such as signage, and integrate them into the City’s GIS system. C -94 191 PUBLIC WORKS DEPARTMENT STREETS & STORM DRAINS KEY SERVICES • Perform all maintenance work on roadways, storm drains, and bridges • Provide springtime roadside weed control, and conduct litter pickup and bicycle lane sweeping along arterial streets and school sites • Remove illegal signage from public right-of-ways • Resolve sight distance, obstruction and encroachment complaints • Respond to graffiti removal requests • Inspect open channel drainage facilities to ensure blockages do not impede drainage flows • Respond to emergencies impacting roadways, drainage, and other City facilities Full Time Equivalents (FTE)* 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Public Works Director 0 .20 0 .25 0 .25 0 .25 0 .25 Senior Engineer -----Assistant/Associate Engineer 0 .70 -0 .25 0 .25 0 .25 Administrative Analyst I, II -----Office Specialist I, II, III 0 .30 0 .30 0 .35 0 .40 0 .40 Parks Maintenance Supervisor 0 .05 0 .05 0 .05 --Parks Maintenance Lead 0 .05 0 .05 0 .05 --Parks Maintenance Specialist 0 .10 0 .10 0 .10 --Parks Maintenance Worker I, II, III 0 .50 0 .50 0 .50 --Street Maintenance Supervisor 0 .85 0 .20 0 .20 0 .95 0 .95 Street Maintenance Lead ---1 .00 1 .00 Street Maintenance Specialist ---1 .00 1 .00 Street Maintenance Worker I, II, III 4 .40 0 .70 0 .70 3 .75 3 .75 Total FTE's 7.15 2.15 2.45 7.60 7.60 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors --9 20 9 20 9 20 Maintenance Workers --1 ,000 --Total Annual Hours --1,920 920 920 * FY 2007/08 FTEs include staff from the closed Gas Tax Fund FTE counts prior to FY 2007/08 include staff from the closed Flood Control/Storm Drain Maintenance STREET & STORM DRAIN STAFF C -95 192 PUBLIC WORKS DEPARTMENT STREETS & STORM DRAINS C -96 193 PARKS & LANDSCAPE MAINTENANCE With the purpose of realigning functions into consolidated program budgets, the Parks & Landscape Maintenance program combines several prior year’s programs: Parks and Open Space; Median and Parkways; and portions of the Environmental Funds and Gas Tax Fund budgets. The focus of the Parks & Landscape Maintenance program is the management and maintenance of the City’s parks, trails, open space, landscaped medians and islands, and City facilities, to provide for attractive, well maintained, and water efficient landscaping. This Parks & Landscape Maintenance program manages the City’s parks, trails, and open spaces to provide safe, clean, and well-maintained recreation facilities for residents and visitors. The Parks & Landscape Maintenance Division is responsible for maintaining 13 parks and open space areas throughout the City. BUDGET OVERVIEW Budgeted revenues for this program include $99,800 of field use fees from sport user groups, and $129,734 from Landscape & Lighting District administrative fees for the staffing, engineering, legal fees, and administrative costs for district oversight and maintenance. Revenues and expenses from the City’s tree replanting project were eliminated from this operating program in FY 2007/08, and moved to a Capital Improvement Plan project. Ongoing median landscaping contract cost increases are a result of new and additional landscaped areas including Pierce Road and Highway 9 near Oak Street. Cost increases are also stemming from partial year maintenance cost increases (4 months) connected to the Kevin Moran Park Project and the De Anza Trail Project in the FY 2008/09 budget. In subsequent years, additional increases are anticipated for full-year water and maintenance service costs. C -97 Notable budgeted expenditures for FY 2008/09 include $110,000 for water, $55,000 for landscape services for the City’s medians, $85,000 for the Heritage Orchard maintenance contract, $12,000 for turf top dressing of grass areas, and $31,700 for pest control services. The remainder of budgeted expenditures consists of various repair and maintenance services, small tools and maintenance supplies, plant stock, and operational supplies. 194 PUBLIC WORKS DEPARTMENT PARKS & LANDSCAPE MAINTENANCE 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues 20,711 --8,195 8 ,200 Charge for Services -----Other Sources 8,100 6 5,435 6 00 2 00 2 00 Rentals & Interest Income 36,108 4 0,105 2 59,166 2 80,884 2 45,507 Pass-Through Accounts -----TOTAL REVENUES $ 6 4,919 $ 1 05,540 $ 259,766 $ 289,279 $ 2 53,907 EXPENDITURES Salaries and Benefits 630,186 719,864 9 28,930 9 31,100 9 53,179 Operating Expenditures Materials & Supplies 6 4,097 7 4,020 5 0,200 6 0,011 58,890 Fees & Charges 1 23,291 104,052 1 19,800 1 24,778 1 64,922 Consultants & Contract Services 2 56,275 400,078 3 27,150 3 52,585 3 61,160 Meetings, Events & Training -----Total Operating Expenditures 443,663 578,150 4 97,150 5 37,374 5 84,972 Fixed Assets --12,000 --Internal Service Charges --316,033 3 16,033 3 28,167 TOTAL EXPENDITURES $ 1 ,073,849 $ 1,298,014 $ 1,754,113 $ 1,784,507 $ 1 ,866,318 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES Water Efficiency – The Parks and Landscape Maintenance Division will further its efforts to upgrade the City’s irrigation system to increase water efficiency, through plant selection, soil management, and irrigation methods. Tree Replanting – Through the City’s Tree Replanting program, staff will plant new trees in each City park in order to re-forest the City’s green spaces. C -98 195 PUBLIC WORKS DEPARTMENT PARKS & LANDSCAPE MAINTENANCE KEY SERVICES • Maintain all parks, trails, and open space areas in a safe, useable, and presentable condition • Foster community awareness and support of the City’s parks and open space resources • Coordinate and assist sport groups with use and care of recreational facilities • Provide assistance with community events, such as the Chamber of Commerce’s Art & Wine Festival, the Mustard Walk, and the 4th of July event • Provide for attractive, well maintained landscaped areas with plant maintenance and functioning irrigation systems • Maintain trash receptacles throughout the City • Provide management and oversight of the City’s Landscape & Lighting District contract maintenance work Full Time Equivalents (FTE)* 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Public Works Director 0 .15 0 .20 0 .20 0 .20 0 .20 Assistant/Associate Engineer -----Administrative Analyst I, II -----Office Specialist I, II, III 0 .38 0 .38 0 .50 0 .50 0 .50 Parks Maintenance Supervisor 0 .90 0 .90 0 .90 0 .95 0 .95 Parks Maintenance Lead 0 .90 0 .95 0 .95 1 .00 1 .00 Parks Maintenance Specialist 0 .85 0 .85 0 .85 1 .00 1 .00 Parks Maintenance Worker I, II, III 5 .25 5 .25 5 .25 5 .75 5 .75 Street Maintenance Supervisor 0 .10 0 .10 0 .10 --Street Maintenance Lead -----Street Maintenance Specialist -----Street Maintenance Worker I, II, III 0 .35 0 .35 0 .35 --Total FTE's 8.88 8.98 9.10 9.40 9.40 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors -----Maintenance Workers 2 ,080 2 ,080 2 ,080 2 ,080 2 ,080 Total Annual Hours 2,080 2,080 2,080 2,080 2,080 * PARKS AND LANDSCAPING STAFF Park Maintenance FTE counts prior to FY 2007/08 include staff FTEs from the now closed General Fund Programs for Medians and Parkways. C -99 196 PUBLIC WORKS DEPARTMENT PARKS & LANDSCAPE MAINTENANCE C -100 197 EQUIPMENT OPERATIONS The Equipment Operations program in the General Fund was closed with the FY 2007/08 budget. This program was previously treated as part of the Public Works operations with the purpose of maintaining all City vehicles. As this effort maintained, serviced, and fueled vehicles from other departments in addition to the Public Works Department, this program was realigned to an Internal Service Fund in order to fully capture program costs in the appropriate Department. BUDGET OVERVIEW C -101 As this program was closed at the end of FY 2006/07, only prior financial and staffing information is reflected in the following schedules. There are no Objectives or Key Services in the FY 2008/09 budget; however, the following Internal Service Fund program titled Equipment Maintenance, does state all ongoing program functions and services. 198 PUBLIC WORKS DEPARTMENT EQUIPMENT OPERATIONS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services -----Other Sources 1 ,745 7 ,321 ---TOTAL REVENUES $ 1 ,745 $ 7 ,321 $ -$ -$ -EXPENDITURES Salaries and Benefits 5 1,905 61,296 ---Operating Expenditures Materials & Supplies 5 ,781 5 ,411 ---Fees & Charges 1 14,053 1 21,497 ---Consultants & Contract Services -----Meetings, Events & Training -----Total Operating Expenditures 1 19,834 1 26,908 ---Fixed Assets -----TOTAL EXPENDITURES $ 1 71,739 $ 188,204 $ -$ -$ -GENERAL FUND REVENUES AND EXPENDITURES C -102 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Public Works Director -----Assistant/Associate Engineer -----Administrative Analyst I, II -----Office Specialist I, II, III 0 .03 0 .03 0 .10 --Parks Maintenance Supervisor 0 .05 0 .05 0 .05 --Parks Maintenance Lead 0 .05 -----Parks Maintenance Specialist 0 .05 0 .05 0 .05 --Parks Maintenance Worker I, II, III 0 .25 0 .25 0 .25 --Street Maintenance Supervisor 0 .05 0 .05 0 .05 --Street Maintenance Lead -----Street Maintenance Specialist -----Street Maintenance Worker I, II, III 0 .25 0 .25 0 .25 --Total FTE's 0.73 0.68 0.75 --2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors -----Maintenance Workers -----Total Annual Hours -----EQUIPMENT OPERATIONS 199 EQUIPMENT MAINTENANCE FUND The Equipment Maintenance Fund is a new Internal Service Fund effective as of the FY 2007/08 budget, and continues with the same purpose as the prior General Fund Equipment Operations program: to maintain all City vehicles and equipment in accordance with manufacturers recommendations and requirements, and to ensure all vehicles and equipment are safe and well functioning. Staff provides preventative maintenance and repair services; maintains repair, ownership, warranty, and maintenance records of vehicle and equipment inventory; provides for regular cleaning of all vehicles in accordance with the City’s non-point source permit; maintains sufficient fuel supplies at all times; maintains records of fuel usage; and performs monthly operational tests of emergency generators. BUDGET OVERVIEW Revenues from this program reflect the allocated charges to all departments for the cost of providing maintenance and repair services, and fueling vehicles and equipment. Additional revenue is received for fuel sales to the Saratoga Fire Department. Expenditures in this program reflect an increase in budgeted fuel as the price of gasoline and diesel continues to escalate. Other notable expenditures include $3,200 for agency filing fees, $40,000 for contracted repairs and maintenance services, $80,000 for fuel, and $1500 for tools and supplies. C -103 200 PUBLIC WORKS DEPARTMENT EQUIPMENT MAINTENANCE C -104 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated -----Undesignated ----1 4,229 Total Beginning Fund Balance $ -$ -$ -$ -$ 1 4,229 Revenues Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services --196,595 1 96,595 2 50,000 Other Sources --5,000 1 3,800 1 4,000 TOTAL REVENUES $ -$ -$ 2 01,595 $ 2 10,395 $ 264,000 Operating Transfers In Transfer In -----Total Operating Transfers $ -$ -$ -$ -$ -TOTAL SOURCE OF FUNDS $ -$ -$ 2 01,595 $ 2 10,395 $ 278,229 USE OF FUNDS EXPENDITURES Salaries and Benefits --68,095 6 7,066 7 1,997 Operating Expenditures Materials & Supplies --6,500 6 ,500 6 ,500 Fees & Charges --122,000 1 22,600 129,400 Consultant & Contract Services -----Meetings & Training -----Fixed Assets -----Internal Service Charges ----4 0,008 Total Expenditures $ -$ -$ 1 96,595 $ 1 96,166 $ 247,905 Operating Transfers Transfer Out -General Fund -----Transfers Out -----Total Operating Transfers $ -$ -$ -$ -$ -Ending Fund Balance Designated -----Undesignated --5,000 1 4,229 3 0,324 Total Ending Fund Balance $ -$ -$ 5,000 $ 1 4,229 $ 30,324 TOTAL USE OF FUNDS $ -$ -$ 2 01,595 $ 2 10,395 $ 278,229 SOURCE AND USE OF FUNDS 201 PUBLIC WORKS DEPARTMENT EQUIPMENT MAINTENANCE FY 2008/09 OBJECTIVES Fleet Maintenance – The Equipment Maintenance program tracks a vehicle’s repair and maintenance history. Staff will continue to refine maintenance schedules and recordkeeping activities to include all City equipment for use in equipment replacement schedules KEY SERVICES • Provide preventative maintenance and repairs for all City owned vehicles and equipment • Comply with State and County air quality requirements • Maintain the City’s fueling system and equipment Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Public Works Director -----Senior Engineer -----Assistant/Associate Engineer -----Administrative Analyst I, II -----Office Specialist I, II, III ---0 .10 0 .10 Parks Maintenance Supervisor ---0 .05 0 .05 Parks Maintenance Lead -----Parks Maintenance Specialist -----Parks Maintenance Worker I, II, III ---0 .25 0 .25 Street Maintenance Supervisor ---0 .05 0 .05 Street Maintenance Lead -----Street Maintenance Specialist -----Street Maintenance Worker I, II, III ---0 .25 0 .25 Total FTE's ---0.70 0.70 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors -----Maintenance Workers -----Total Annual Hours -----VEHICLE & EQUIPMENT MAINTENANCE C -105 202 PUBLIC WORKS DEPARTMENT EQUIPMENT MAINTENANCE C -106 203 EQUIPMENT REPLACEMENT FUND The Equipment Replacement Fund provides for a consistent level of funding for the replacement of vehicles and equipment at the end of an asset’s life span. Staff prepared a replacement schedule for the City’s vehicles and equipment for the next twenty years with estimated life plans and calculated replacement costs to determine funding needs each year, and determined an annual funding level expected to allow for the scheduled replacement of vehicles and equipment as the asset reaches the end of its useful life. The result of this funding structure is a smoothing of operating expenses over the years, and a more accurate reflection of the actual cost of operations. With the high level of care and maintenance staff puts into the City’s vehicles, the replacement schedules reflect a longer than average life span than other agencies use. The City is using 7 years for vehicles and trucks, whereas other cities use 5 years for general purpose vehicles. In some cases a vehicle or equipment’s life span could be shorter or longer than expected, but with a replacement fund, adjustments can most often be made without severely impacting the ongoing operating budget. BUDGET OVERVIEW The FY 2008/09 budget includes allocated charges of $200,000 for the annual replacement fund, with approximately $136,500 in vehicle and equipment replacement costs planned for FY 2008/09. The FY 2008/09 planned replacements are shown in the schedule on the following pages. As this program is for funding set-aside only, there is no staffing assigned to this function. C -107 204 PUBLIC WORKS DEPARTMENT EQUIPMENT REPLACEMENT FUND 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated ----313,934 Undesignated -247,149 247,149 2 47,149 -Total Beginning Fund Balance $ -$ 2 47,149 $ 247,149 $ 2 47,149 $ 313,934 Revenues Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services --200,000 2 00,000 2 00,000 Other Sources 1 3,500 2 9,878 ---Total Revenues $ 13,500 $ 2 9,878 $ 200,000 $ 2 00,000 $ 200,000 Operating Transfers In Transfer In from General Fund 305,000 5 0,000 ---Total Operating Transfers $ 3 05,000 $ 5 0,000 $ -$ -$ -TOTAL SOURCE OF FUNDS $ 318,500 $ 3 27,027 $ 447,149 $ 4 47,149 $ 513,934 USE OF FUNDS EXPENDITURES Salaries and Benefits -----Operating Expenditures Materials & Supplies 3,297 4 ,057 ---Fees & Charges -----Consultant & Contract Services -----Meetings, Events & Training -----Fixed Assets 6 8,054 3 14,396 164,000 1 33,215 1 36,500 Internal Service Charges -----Total Expenditures $ 71,351 $ 3 18,453 $ 164,000 $ 1 33,215 $ 136,500 Operating Transfers Transfers Out -----Total Operating Transfers $ -$ -$ -$ -$ -Ending Fund Balance Designated -----Undesignated 247,149 8,574 2 83,149 3 13,934 3 77,434 Total Ending Fund Balance $ 247,149 $ 8 ,574 $ 283,149 $ 3 13,934 $ 377,434 TOTAL USE OF FUNDS $ 318,500 $ 3 27,027 $ 447,149 $ 4 47,149 $ 513,934 SOURCE AND USE OF FUNDS C -108 205 PUBLIC WORKS DEPARTMENT EQUIPMENT REPLACEMENT FUND FY 2008/09 OBJECTIVES Vehicle Replacement – Purchase replacement vehicles and equipment in accordance with the FY 2008/09 replacement schedule Equipment Assessment – Conduct an extensive review of Parks equipment to further refine asset inventory and replacement schedule Alternative Vehicle Assessment – Assess available options for fuel alternative vehicles to determine usability, advantages, and cost-effectiveness in city fleet. KEY SERVICES • Accumulate and provide annual funding for asset replacement • Assess vehicles and equipment for proper replacement timing • Construct cost effective studies for Planned 2008/09 Asset Replacement Dept Program Asset # Yr Vehicle/Equipment Life Cost CDD Code Compl 87 96 Saturn 10 2 0,000 Pool Rec 92 96 Oldsmobile 10 2 0,000 PW Streets/Park 90 96 GMC Dump 11 4 5,000 PW Streets E001 08 Graco Paint Sprayer 3500 12 7 ,000 PW Streets E002 08 Pressure Washer 10 7 ,500 PW Streets E003 08 Jack Hammer 11 7 ,000 PW Parks E022 08 Strongboy Trailer 15 1 5,000 PW Parks E023 08 John Deere Gator (CSP) 8 1 5,000 FY 2008/09 Asset Funding 136,500 VEHICLE & EQUIPMENT REPLACEMENT SCHEDULE C -109 206 PUBLIC WORKS DEPARTMENT EQUIPMENT REPLACEMENT FUND C -110 207 DEVELOPMENT REGULATIONS This Special Revenue Fund program was closed effective with the FY 2007/08 budget, and transferred to a General Fund budget which provides essentially the same services and function: to ensure development projects are constructed in accordance with City standards. This program’s services included reviewing plans and specifications, grading and drainage inspections, and encroachment in the public right-of-way, in coordination with the City’s Community Development Department. BUDGET OVERVIEW As this program closed at the end of FY 2006/07, only prior financial and staffing information is reflected in the following schedules. The Development Engineering program shown earlier in this Public Works section includes all ongoing program functions and services. C -111 208 PUBLIC WORKS DEPARTMENT DEVELOPMENT REGULATIONS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services 441,214 465,769 ---Other Sources -----TOTAL REVENUES $ 4 41,214 $ 465,769 $ -$ -$ -EXPENDITURES Salaries and Benefits 73,147 59,100 ---Operating Expenditures Materials & Supplies 503 ----Fees & Charges 81 ----Consultants & Contract Services 97,290 85,530 ---Meetings, Events & Training -----Operating Expenditures 97,874 85,530 ---Fixed Assets -----Internal Service Charges -----TOTAL EXPENDITURES $ 1 71,021 $ 144,630 $ -$ -$ -SUMMARY OF REVENUES AND EXPENDITURES C -112 209 PUBLIC WORKS DEPARTMENT DEVELOPMENT REGULATIONS Full Time Equivalents (FTE) 2003/04 2004/05 2005/06 2006/07 2007/08 City Staff Funded Funded Funded Funded Funded Public Works Director 0 .15 0 .15 0 .05 0 .05 -Assistant/Associate Engineer 0 .50 0 .50 0 .40 0 .55 -Administrative Analyst -----Office Specialist I, II, III 0 .50 0 .50 0 .40 0 .20 -Parks Maintenance Supervisor -----Parks Maintenance Lead -----Parks Maintenance Specialist -----Parks Maintenance Worker I, II, III -----Street Maintenance Supervisor -----Street Maintenance Lead -----Street Maintenance Specialist -----Street Maintenance Worker I, II, III -----Total FTE's 1.15 1.15 0.85 0.80 -2003/04 2004/05 2005/06 2006/07 2007/08 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors ---4 00 -Maintenance Workers -----Total Annual Hours ---400 -DEVELOPMENT REGULATION STAFF C -113 210 PUBLIC WORKS DEPARTMENT DEVELOPMENT REGULATIONS C -114 211 ENVIRONMENTAL FUNDS This Special Revenue Fund was closed effective with the FY 2007/08 budget, and the program’s staffing, activities, and expenses were transferred to a General Fund program titled Environmental Services which provides essentially the same services and function: to administer and manage the City’s Solid Waste programs, to promote environmental services available to City of Saratoga residents, to advocate Green Business practices, and to ensure the City complies with the State’s environmental requirements. BUDGET OVERVIEW As this program closed at the end of FY 2006/07, only prior financial and staffing information is reflected in the following schedules. The Environmental Services program shown earlier in this Public Works section includes all ongoing program functions, and services. C -115 212 PUBLIC WORKS DEPARTMENT ENVIRONMENTAL FUNDS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated 14,921 1 4,921 ---Undesignated 883,736 894,838 710,669 7 10,669 -Total Beginning Fund Balance $ 898,657 $ 9 09,759 $ 710,669 $ 710,669 $ -Revenues Fees, Licenses and Permits -----Intergovernmental Revenues 4 1,354 2 5,509 ---Charge for Services 492,012 3 13,112 ---Other Sources -----Total Revenues $ 5 33,366 $ 338,621 $ -$ -$ -TOTAL SOURCE OF FUNDS $ 1,432,023 $ 1 ,248,380 $ 710,669 $ 710,669 $ -USE OF FUNDS Expenditures Salaries and Benefits 142,956 1 42,825 ---Operating Expenditures 319,308 3 00,886 ---Fixed Assets -----Internal Service Charges -----Total Expenditures $ 4 62,264 $ 443,711 $ -$ -$ -Operating Transfers Transfer Out 60,000 9 4,000 -710,669 -Total Operating Transfers $ 60,000 $ 94,000 $ -$ 7 10,669 $ -Ending Fund Balance Designated 1 4,921 ----Undesignated 894,838 710,669 7 10,669 --Total Ending Fund Balance $ 909,759 $ 7 10,669 $ 710,669 $ -$ -TOTAL USE OF FUNDS $ 1,432,023 $ 1 ,248,380 $ 710,669 $ 710,669 $ -SOURCE AND USE OF FUNDS C -116 213 PUBLIC WORKS DEPARTMENT ENVIRONMENTAL FUNDS C -117 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Public Works Director 0 .15 0 .15 0 .15 --Assistant/Associate Engineer -0 .20 0 .30 --Administrative Analyst I, II 0 .60 0 .60 0 .60 --Office Specialist I, II, III 0 .29 0 .29 0 .25 --Parks Maintenance Supervisor -----Parks Maintenance Lead -----Parks Maintenance Specialist -----Parks Maintenance Worker I, II, III -----Street Maintenance Supervisor -----Street Maintenance Lead -----Street Maintenance Specialist -----Street Maintenance Worker I, II, III -----Total FTE's 1.04 1.24 1.30 --2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors -----Maintenance Workers -----Total Annual Hours -----ENVIRONMENTAL SERVICES FUND STAFF 214 PUBLIC WORKS DEPARTMENT ENVIRONMENTAL FUNDS C -118 215 GAS TAX FUND Gas Tax Revenue is a state provided funding source enacted by State statute for the purpose of street and highway maintenance and reconstruction. Street and Highway Code Sections 2105, 2106, 2107, and 2107.5 govern the Gas Tax Fund. Expenditures from this fund are restricted to the Gas Tax Fund definitions for street and road working activities, which are classified under construction, maintenance, or overhead. BUDGET OVERVIEW Effective with the FY 2007/08 budget, all capital improvement project activities were realigned to the Capital Improvement Plan budget. As this funding source is utilized for major street improvements, this Special Revenue fund closed with the FY 2006/07 year-end, and moved to the Capital Improvement Plan as a funding source for capital improvement projects. Prior financial and staffing information is reflected in the following schedules for historical reference only. Staffing was reallocated to various General Fund Public Works Department programs as of the FY 2007/08 budget. C -119 216 PUBLIC WORKS DEPARTMENT GAS TAX FUNDS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCE OF FUNDS Beginning Fund Balance Designated --226,663 226,663 -Undesignated -604,509 211,673 211,673 -Total Beginning Fund Balance $ -$ 6 04,509 $ 438,336 $ 438,336 $ -Revenues Intergovernmental Revenues 1,090,333 970,818 ---Charge for Services 3 ,976 822 ---Other Sources 6 ,323 19,077 ---Total Revenues $ 1 ,100,632 $ 990,717 $ -$ -$ -Operating Transfers In Transfer In from General Fund 2 70,000 ----Total Operating Transfers In $ 2 70,000 $ -$ -$ -$ -TOTAL SOURCE OF FUNDS $ 1,370,632 $ 1 ,595,226 $ 438,336 $ 438,336 $ -USE OF FUNDS Expenditures Salaries and Benefits 4 72,500 506,667 ---Operating Expenditures 2 04,230 650,223 ---Fixed Assets 89,393 ----Internal Service Charges -----Total Expenditures $ 7 66,123 $ 1 ,156,890 $ -$ -$ -Operating Transfers Transfers Out --438,336 438,336 -Total Operating Transfers $ -$ -$ 438,336 $ 438,336 $ -Ending Fund Balance Designated -226,663 ---Undesignated 6 04,509 211,673 ---Total Ending Fund Balance $ 6 04,509 $ 438,336 $ -$ -$ -TOTAL USE OF FUNDS $ 1,370,632 $ 1 ,595,226 $ 438,336 $ 438,336 $ -SOURCE & USE OF FUNDS C -120 217 PUBLIC WORKS DEPARTMENT GAS TAX FUNDS Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Public Works Director -----Assistant/Associate Engineer -0 .80 1 .30 --Administrative Analyst I, II -----Office Specialist I, II, III -----Parks Maintenance Supervisor -----Parks Maintenance Lead -----Parks Maintenance Specialist -----Parks Maintenance Worker I, II, III -----Street Maintenance Supervisor -0 .65 0 .65 --Street Maintenance Lead --1 .00 --Street Maintenance Specialist --1 .00 --Street Maintenance Worker I, II, III -3 .70 1 .70 --Total FTE's -5.15 5.65 --2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Engineering Inspectors ---Maintenance Workers -----Total Annual Hours -----GAS TAX FUND STAFFING C -121 218 PUBLIC WORKS DEPARTMENT GAS TAX FUNDS C -122 219 LANDSCAPE & LIGHTING DISTRICTS The City maintains 24 Landscape and Lighting Districts throughout the City, with the consent of property owners along or within the boundaries of the Districts. The Districts are funded through property tax assessments, or through property owner approved benefit assessments. Four of the City’s Districts are funded solely by property taxes, and another three Districts are funded by both property tax and benefit assessments. The remaining seventeen are funded solely by Benefit Assessment. Districts funded with Property Tax all existed prior to the passage of Proposition 13 in 1978, which froze district assessment formulas built into the tax rates at the time of passage. The three Districts that have benefit assessment revenues in addition to Property Tax revenues subsequently approved a benefit assessment to augment funding as the property tax funding alone was not sufficient. The benefit assessment based Landscape and Lighting Districts are exempt from Proposition 218 requirements requiring a 2/3 majority approval, unless approved assessment levels are increased. Section 5 of Proposition 218 provides that the measure does not apply to assessments existing as of November 1996 if the assessments were “imposed pursuant to a petition signed by the persons owning all of the parcels subject to the assessment at the time the assessment was initially imposed”. Consequently, the City is not required to conduct an election of the property owners unless the assessment is increased. Since the passage of Proposition 218, the City ensures annual increases are built into the assessment agreements to allow for up to 5% of assessment increases. With operational costs continuing to increase each year, an annual increase enables the City to continue to provide the same level of services. Only two of the Districts that were established prior to the passage of Prop 218 do not currently have this allowance for annual increases built into the agreement. SUMMARY BUDGET OVERVIEW The FY 2008/09 Landscape & & Lighting District budget continues to reflect the change in accounting methods implemented in FY 2007/08. Prior year expenses reflected staffing costs within the Districts for staff’s time spent on operational maintenance and oversight. These costs are now accounted for as part of the administrative service fees and the costs are included within the Operating Transfers Out charges from each district. This change eliminated the duplication of total staffing and benefits costs in the City’s Total Fund Financial Summaries. C -123 Assessment levels also reflect the continued practice of building fund balance levels for future year’s repairs and projects. This will create a level of protection to prevent the City from paying for unplanned costs up front, and waiting to be repaid in following years. 220 PUBLIC WORKS DEPARTMENT LANDSCAPE & LIGHTING DISTRICTS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCE OF FUNDS Beginning Fund Balance Designated -----Undesignated 7 5,892 2 50,317 3 16,073 3 16,073 1 88,102 Total Beginning Fund Balance $ 75,892 $ 2 50,317 $ 3 16,073 $ 3 16,073 $ 1 88,102 Revenues Taxes 1 57,301 1 66,763 1 62,696 1 50,200 1 60,100 Special Benefit Assessments 1 92,740 2 35,744 2 82,153 2 80,647 2 86,717 Other Sources 3 ,044 1 1,854 ---Total Revenues $ 353,085 $ 4 14,361 $ 4 44,849 $ 4 30,847 $ 4 46,817 Operating Transfers In Transfer from General Fund 2 13,395 7 50 ---Transfer from General Fund 7 90 ----Total Operating Transfers In $ 214,185 $ 750 $ -$ -$ -TOTAL SOURCE OF FUNDS $ 643,162 $ 6 65,428 $ 7 60,922 $ 7 46,920 $ 6 34,919 USE OF FUNDS Expenditures Salaries and Benefits 9 5,198 1 04,716 ---Operating Expenditures Materials & Supplies -----Fees & Charges -----Consultant & Contract Services 2 02,876 1 97,933 5 30,562 4 33,818 4 74,060 Meetings, Meetings, Events & Training -----Fixed Assets -----Internal Service Charges -----Total Expenditures $ 298,074 $ 3 02,649 $ 5 30,562 $ 4 33,818 $ 4 74,060 Operating Transfers Out Transfer to General Fund 9 3,980 4 6,663 ---Transfer to Other Funds 7 91 4 3 125,000 1 25,000 -Total Operating Transfers Out $ 94,771 $ 46,706 $ 125,000 $ 1 25,000 $ -Ending Fund Balance Designated -----Undesignated 2 50,317 3 16,073 1 05,360 1 88,102 1 60,859 Total Ending Fund Balance $ 250,317 $ 3 16,073 $ 1 05,360 $ 1 88,102 $ 1 60,859 TOTAL USE OF FUNDS $ 643,162 $ 6 65,428 $ 7 60,922 $ 7 46,920 $ 6 34,919 SOURCE & USE OF FUNDS C -124 221 PUBLIC WORKS DEPARTMENT LANDSCAPE & LIGHTING DISTRICT FY 2008/09 Objectives District Assessments – Staff will continue to monitor all Landscaping and Lighting District Zones next year for appropriate service and funding levels in order to make a determination on whether the City will request a vote on an assessment increase. Number of Parcel Total Total Zone # Assessment District Parcels Assessment Assessment Property Tax 1 Manor Drive Landscape District 29 106 3,061 3,200 2 Fredericksburg Landscape District 85 78 6,593 700 3 Greenbriar Landscape District 176 93 16,382 4,800 4 Quito Lighting District 698 --48,100 5 Azule LightingDistrict 120 --23,700 6 Sarahills Lighting District 64 116 7,446 -7 Village Lighting District 780 --54,396 9 McCartysville Landscape District 48 253 12,157 -10 Tricia Woods Landscape District 9 288 2,589 -11 Arroyo de Saratoga Landscape District 250 78 19,390 -12 Leutar Court Landscape District 9 387 3,483 -15 Bonnet Way Landscape District 41 127 5,219 -16 Beauchamps Landscape District 55 140 7,679 -17 Sunland Park Landscape District 200 84 16,886 -22 Prides Crossing Landscape District 863 78 66,934 -24 Village Commercial Landscape District 132 --27,800 25 Saratoga Legends Landscape District 15 504 7,562 -26 Bellgrove Landscape & Lighting District 94 737 69,267 -27 Cunningham/Glasgow Landscape District 31 211 6,543 -28 Kerwin Ranch Landscape District 16 563 9,005 -29 Tollgate Landscape & Lighting District 61 148 9,013 -31 Horseshoe Landscape & Lighting District 52 99 5,122 -32 Gateway Landscape & Lighting District 11 varies 4,622 -33 Carnelian Glen 20 160 4,622 -Total of Parcel Assessment Revenues 3,859 $ 278,953 $ 162,696 Annual District Assessments FY 2008/09 C -125 222 PUBLIC WORKS DEPARTMENT LANDSCAPE & LIGHTING DISTRICT C -126 223 RECREATION DEPARTMENT The Recreation Department offers a wide variety of diverse activities and programs for people of all ages through both the Recreation and Teen Services. In addition, the Recreation Department administers the Facility Rental program for community groups and the public at the City’s parks, Community Center, Warner Hutton House, and North Campus Buildings. The Recreation Department provides classes, camps, programs, and activities. The benefits of these programs include building self-esteem in children, adding more balance to the lives of residents, promoting physical fitness, providing opportunities for social interaction, helping to reduce stress, enhancing or learning new skills, helping to eliminate loneliness in older citizens, and promoting sensitivity to cultural diversity. By offering a variety of classes, camps, trips, a pre-school program, youth and teen activities, a comprehensive dance program, and fee-based special events, the Department helps create a sense of community and provides opportunities for residents to get to know their neighbors and live happier, healthier lives. The Recreation Department’s goal is to achieve 100% cost recovery for all direct costs of recreation services, while at the same time providing these services at rates the community will support. While there is a paradox between the two interests, the City continues to make strides in reducing service costs in relation to revenues. Staff continues to assess program and activity costs in relation to the community’s interests and needs. While some programs and activities are not cost effective, it may be determined that community need is of greater importance. This is often the case with excursions and teen programs. BUDGET OVERVIEW The Recreation Department’s FY 2008/09 budget reflects minor changes from last fiscal year. The Department’s building maintenance activities continue to be broken out from the recreation and facility rental activities and included in an Internal Service Fund program, as these functions provide citywide janitorial and building maintenance services that are now allocated to all departments. Some small reallocation of staff time was performed to better reflect actual work performed as well as time spent in individual service areas. The Recreation Supervisor position will be under filled at the Coordinator level, resulting in a budget savings in Recreation Services, while an increase in a Facilities Worker position level I to level II slightly increased the Building Maintenance staffing budget. C -127 224 RECREATION DEPARTMENT 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Intergovernmental Revenues 13,000 84,039 ---Charge for Services 816,102 801,653 875,100 745,000 857,000 Other Sources 70,948 15,039 9 ,000 9 ,142 -Rental Income --1 74,350 168,705 175,000 TOTAL REVENUES $ 900,050 $ 9 00,731 $ 1,058,450 $ 9 22,847 $ 1 ,032,000 EXPENDITURES Salaries and Benefits 944,878 996,594 792,485 744,965 789,866 Operating Expenditures Materials & Supplies 54,165 72,324 51,450 43,554 50,000 Fees & Charges 112,079 126,946 17,000 13,814 16,850 Consultants & Contract Services 367,095 356,997 350,700 296,123 347,100 Meetings, Events & Training 41,836 52,825 69,750 53,977 68,200 Building Maintenance Projects 79,742 106,526 ---Total Operating Expenditures 654,917 715,618 488,900 407,468 482,150 Fixed Assets -----Internal Service Charges --244,811 244,811 272,911 TOTAL EXPENDITURES $ 1,679,537 $ 1,818,738 $ 1,526,196 $ 1 ,397,244 $ 1 ,544,927 2005/06 2006/07 2007/08 2007/08 2008/09 09 Actuals Actuals Adjusted Estimated Proposed GENERAL FUND Recreation Services 842,848 862,295 1,057,944 955,150 1,094,389 Teen Services 94,964 113,566 141,198 129,334 131,682 Facility Rentals 661,983 736,351 327,054 312,760 318,856 TOTAL GENERAL FUNDS $ 1,599,795 $ 1,712,212 $ 1,526,196 $ 1 ,397,244 $ 1 ,544,927 INTERNAL SERVICES FUNDS Building Maintenance 46,454 89,088 724,311 704,146 807,081 TOTAL INTERNAL SERVICES $ 46,454 $ 8 9,088 $ 7 24,311 $ 704,146 $ 807,081 TOTAL EXPENDITURES $ 1,646,249 $ 1,801,300 $ 2,250,508 $ 2,101,390 $ 2,352,008 2005/06 2006/07 2007/08 2007/08 2008/09 COST RECOVERY Actuals Actuals Adjusted Estimated Proposed Program Revenues $ 900,050 $ 900,731 $ 1,058,450 $ 922,847 $ 1,032,000 Less Direct Program Costs Salary & Benefits 944,878 996,594 792,485 744,965 789,866 Operating Expenditures 654,917 715,618 488,900 407,468 482,150 Total Direct Program Costs 1,599,795 1,712,212 1,281,385 1,152,433 1,272,016 GENERAL FUND REVENUES AND EXPENDITURES DEPARTMENTAL EXPENDITURES BY PROGRAM NET COST RECOVERY $ (699,745) $ (811,481) $ (222,935) $ (229,586) $ (240,016) C -128 225 RECREATION DEPARTMENT Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Recreation Department Director 1 .00 1 .00 1 .00 1 .00 1 .00 Senior Recreation Supervisor 1 .00 1 .00 1 .00 1 .00 1 .00 Recreation Supervisor 1 .00 1 .00 2 .00 2 .00 1 .00 Recreation Program Coordinator 1 .00 1 .00 --1 .00 Facility Coordinator 0 .60 0 .60 0 .60 0 .60 0 .60 Office Specialist I, II, III 1 .75 1 .75 2 .00 2 .00 2 .00 Facility Maintenance Supervisor 1 .00 1 .00 1 .00 1 .00 1 .00 Facility Maintenance Lead --1 .00 1 .00 1 .00 Facility Maintenance Worker I, II, III 3 .00 3 .00 2 .00 2 .00 2 .00 Total FTEs 10.35 10.35 10.60 10.60 10.60 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Facility Attendent 2 ,025 1 ,700 1 ,700 1 ,700 1 ,700 Recreation Leader 8 ,883 5 ,390 4 ,300 4 ,300 4 ,300 Total Annual Hours 10,908 7,090 6,000 6,000 6,000 RECREATION DEPARTMENT STAFFING C -129 226 RECREATION DEPARTMENT C -130 227 RECREATION SERVICES Recreation Services plans, organizes, schedules, promotes, supervises, and evaluates approximately 800 classes and activities per year. This includes managing over 100 independent contractors, overseeing approximately 140 summer camps at 18 different parks and facilities, holding a holiday camp, planning 22 excursions and trips per year, conducting quarterly e-mail promotional campaigns, and publishing a quarterly recreation program brochure that is mailed to all residents and non-resident users. Recreation Services also provides a preschool program 5 days a week, works cooperatively with Redwood Middle School and Saratoga High School for use of their facilities for Department programs, and provides a Children’s Camp program with classes, workshops, demonstrations, and activities. BUDGET OVERVIEW The Recreation Services budget reflects a slight reduction in revenues, a realignment of staffing allocations, and a status quo budget for operational expenses. A Recreation Supervisor position will be under filled to a Coordinator level for a small budget savings. Staff allocations across service areas were also re-evaluated to better reflect time spent and work performed. Recreation Services has three revenue sources to support recreation services. For FY 2008/09, this includes $180,000 in camp fees, $92,000 in excursion fees, and $565,000 from classes and special program fees. The availability of the North Campus Fellowship Hall for the last half of the fiscal year is expected to generate minimal revenue growth for this budget but will allow for future increases as programming develops. C -131 Notable ongoing expenditures in the Recreation Services budget include $300,000 for instructors, $62,000 for excursions, $25,000 for materials and camp supplies, $27,100 for recreation brochure printing and $12,400 for mailing costs, $13,000 for credit card fees, $2,000 for off-site facility rentals, and $4,500 for the Recreation Department’s RecTrac system support. Class revenue is tied directly to the cost for instructors as each class contract identifies the proportion of class revenue the instructor receives. The remaining ongoing expenditures are for operational expenses and internal service charges. 228 RECREATION DEPARTMENT RECREATION SERVICES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services 771,066 786,105 837,000 725,000 837,000 Other Sources -----TOTAL REVENUES $ 771,066 $ 786,105 $ 837,000 $ 725,000 $ 837,000 EXPENDITURES Salaries and Benefits 493,982 509,908 509,540 481,500 543,281 Operating Expenditures Materials & Supplies 20,704 31,516 46,900 40,400 46,400 Fees & Charges 14,126 17,615 16,250 13,814 16,250 Consultants & Contract Services 272,328 250,531 335,000 283,486 333,900 Meetings, Events & Training 41,708 52,725 65,200 50,896 64,900 Total Operating Expenditures 348,866 352,387 463,350 388,596 461,450 Fixed Assets -----Internal Service Charges --85,054 85,054 89,658 TOTAL EXPENDITURES $ 842,848 $ 8 62,295 $ 1,057,944 $ 9 55,150 $ 1 ,094,389 COST RECOVERY Program Revenues $ 771,066 $ 786,105 $ 837,000 $ 725,000 $ 837,000 Less Direct Program Costs Salary & Benefits 493,982 509,908 509,540 481,500 543,281 Operating Expenditures 348,866 352,387 463,350 388,596 461,450 NET COST RECOVERY $ (71,782) $ (76,190) $ (135,890) $ (145,096) $ (167,731) GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES Quality of Life – The Recreation Department strives to improve the quality of Saratoga life by providing high quality, affordable, safe, and enjoyable activities that are convenient for residents and help to create community. Staff plans a continuing audit and assessment of activities in FY 2008/09 to determine the community’s desire for class offerings, inadvertent class duplication, and/or gaps in services. Economic Development – Recreation strives to contribute to the economic vitality of the community by creating a desirable environment for businesses to locate and by providing residents an opportunity to conduct revenue generating events, activities, and contract classes. With the goal of “better not bigger,” staff plans to: 1) actively recruit service providers, solicit partnerships, and develop collaborations in FY 2008/09; 2) conduct activities that serve the needs of the residents of Saratoga based on the audit and assessment of services; and 3) encourage economic development by providing facility space and promotional assistance to recreation service providers. C -132 229 RECREATION DEPARTMENT RECREATION SERVICES Public Safety – The Recreation Department acts as a partner in the public safety of Saratoga residents by offering safe and secure places and positive choice activities for the youth of the community. Staff will seek collaborations to assist in providing increased and improved after-school and school-break activities for youth and middle school students. North Campus Programs -With the availability of the North Campus Administration and Fellowship Hall buildings, staff’s goals are to: 1) diversify select Recreation Service activities to the site to increase convenience to the neighborhood; 2) accommodate overflow at the Community Center; and 3) increase exposure to the facility in order to promote rentals. KEY SERVICES • Plan, organize, schedule, promote, supervise, and evaluate program classes, activities, and events for all ages • Publish a recreation activity guide 4 times a year • Provide approximately 800 classes, 140 summer and holiday camps, and 22 excursions excursions and trips per year • Provide a preschool program 5 days a week • Provide a Children’s Camp program with age appropriate activities that build developmental assets for youth • Collaborate with local schools and community based organizations to provide activities C -133 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Recreation Department Director 0 .50 0 .45 0 .45 0 .45 0 .50 Senior Recreation Supervisor 0 .90 0 .90 0 .90 0 .90 0 .90 Recreation Supervisor 0 .90 1 .00 1 .55 1 .55 0 .80 Recreation Program Coordinator 0 .30 0 .65 --0 .75 Facility Coordinator -0 .60 0 .60 --Office Specialist I, II, III 1 .37 1 .30 1 .50 1 .50 1 .50 Facility Maintenance Supervisor 0 .30 ----Facility Maintenance Lead -----Facility Maintenance Worker I, II, III 0 .70 ----Total FTE's 4.97 4.90 5.00 4.40 4.45 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Facility Attendent -----Recreation Leader 6 ,583 5 ,160 4 ,180 4 ,180 4 ,180 Total Annual Hours 6,583 5,160 4,180 4,180 4,180 RECREATION SERVICES STAFF 230 RECREATION DEPARTMENT RECREATION SERVICES C -134 231 TEEN SERVICES The Teen Services program includes all pre-teen and teen activities sponsored by the Recreation Department. The City Council established a Youth Commission in 1988 to play a key role in all Citysponsored programs for Teens in Saratoga. The Teen Services staff and Youth Commission work together to: sponsor five to six middle school dances per year; coordinate and supervise two annual Snow trips;, sponsor three to four high school-aged concerts; oversee the Teen Scene at the Saratoga Chamber of Commerce’s annual festival; supervise two week-long Teen Xtreme Summer Camps; hold one to two Chill Nights at the Warner Hutton House; administer the Youth Commission overnight training; provide oversight to the saratogateen website; sponsor the annual Teen Inspiration Lecture Series; and sponsor three to four special events each year. The goal of the Teen Services program is to provide education, community involvement and recreation for all teens in Saratoga, regardless of school or district. The connection with the Youth Commission helps to provide an opportunity and training ground for teens to serve as positive role models in the community, to encourage teens throughout the City to become active, contributing citizens, and to develop leadership skills to train future community leaders. BUDGET OVERVIEW Revenues for the Teen Services program comes from the classes and events conducted. Due to reduced attendance at the Middle School dances in 2007-08, revenue projections were lowered for fiscal 2008/09. C -135 The FY 2008/09 Teen Services budget reflects the same staffing levels as last year, including under filling the Recreation Supervisor position as a Recreation Coordinator position thereby offsetting annual increases, resulting in a slight overall decrease in annual salary and benefit expenses. Operating expenses decreased as a result of the reduction in teen dances. The remainder of operating expenses for this program remained consistent, with $16,000 budgeted for teen excursions, dances, and special events. 232 RECREATION DEPARTMENT TEEN SERVICES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services 45,036 15,548 38,100 20,000 20,000 Other Sources 11,200 464 9,000 9,142 -TOTAL REVENUES $ 5 6,236 $ 16,012 $ 47,100 $ 29,142 $ 20,000 EXPENDITURES Salaries and Benefits 7 5,766 9 6,654 102,740 9 9,100 9 9,858 Operating Expenditures Materials & Supplies 2,856 2,573 4,100 1,500 2,000 Fees & Charges 4 3 ----Consultants & Contract Services 1 6,211 1 4,339 1 5,700 1 1,745 1 2,000 Meetings, Events & Training 8 8 -4,450 2,781 2,000 Total Operating Expenditures 1 9,198 1 6,912 2 4,250 1 6,026 1 6,000 Fixed Assets -----Internal Service Charges --14,208 1 4,208 1 5,824 TOTAL EXPENDITURES $ 9 4,964 $ 113,566 $ 141,198 $ 129,334 $ 1 31,682 COST RECOVERY Program Revenues $ 56,236 $ 16,012 $ 47,100 $ 29,142 $ 20,000 Less Direct Program Costs Salary & Benefits 75,766 96,654 102,740 99,100 99,858 Operating Expenditures 19,198 16,912 24,250 16,026 16,000 NET COST RECOVERY $ (38,728) $ (97,554) $ (79,890) $ (85,984) $ (95,858) GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES Collaboration – The Teen Services program will collaborate with the neighboring Monte Sereno and Los Gatos’ Youth Commissions during FY 2008/09 in sponsoring events such as the annual Snow Trip, dances, concerts, lectures series, etc. C -136 Expansion in Representation – Teen Services will increase efforts to reach out to young Saratogans, to bring a wider representation of schools to Youth Commission sponsored events. 233 RECREATION DEPARTMENT TEEN SERVICES KEY SERVICES • Provide classes, activities, and special events for pre-teens and teens in the community • Provide opportunities and a training ground for teens to learn leadership skills and become contributing citizens to the community • Liaison with Youth Commission to communicate the interests of the youth population to the City • Build the developmental assets of the youth of Saratoga • Evaluate and assess the needs of local teens to determine new programming Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Recreation Department Director 0 .15 0 .15 0 .15 0 .15 0 .10 Senior Recreation Supervisor 0 .10 0 .10 0 .10 0 .10 0 .10 Recreation Supervisor 0 .10 -0 .45 0 .45 0 .20 Recreation Program Coordinator 0 .70 0 .35 --0 .25 Facility Coordinator -----Office Specialist I, II, III 0 .23 0 .20 0 .25 0 .25 0 .25 Facility Maintenance Supervisor -----Facility Maintenance Lead -----Facility Maintenance Worker I, II, III -----Total FTE's 1.28 0.80 0.95 0.95 0.90 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Facility Attendent -----Recreation Leader 2 ,300 2 30 1 20 1 20 1 20 Total Annual Hours 2,300 230 120 120 120 TEEN SERVICES STAFF C -137 234 RECREATION DEPARTMENT TEEN SERVICES C -138 235 FACILITY RENTALS The Facility Rentals program provides the community with facilities for private individuals, non-profit or profit-based groups to use for receptions, parties, events, meetings, workshops, or other activities. Therefore, the Facility Rental Program reflects only those revenues and expenditures related to the cost of renting and operating City facilities. BUDGET OVERVIEW Revenues for this program are expected to bring in about $72,000 for Community Center rentals, another $22,200 for Senior Center rentals, and $9,000 for the Warner Hutton House. The Civic Center Theater will bring in approximately $45,000, and the North Campus buildings about $8,000. Revenue projections for the North Campus are expected to increase after the Fellowship Hall building becomes available for rental. Blaney Plaza banner rentals will bring in approximately $8,000, the Community Garden Plot at El Quito Park another $2,800, and rentals from the City’s parks (exclusive of sport user agreements) will bring in around $8,000 over the year. Expenditures for this program reflect staffing by the Facility Coordinator, whose function is to rent the facilities, portions of the Recreation Director and support staff to assist with facility duties and rentals, and temporary facility attendants. Salary and benefit costs decreased in FY 2008/09 as the Director’s time was reallocated to better represent the greater emphasis of duties on building maintenance and improvements. Over time, temporary staffing expenses are anticipated to increase in this program as the need for facility attendants to supervise activities at the North Campus increases. With the facility expected to be open only part of the year, and use expected to build over time, additional attendant hours were not initially built into this budget, however if shifting of attendant staffing is not sufficient for the new usage, an adjustment may be requested in the later part of the fiscal year. Direct costs for this program are minimal, with $1,600 budgeted for operational supplies. The largest expense is the internal service charge as the Facility Rentals program accounts for a large percentage of building maintenance expenses. Ongoing costs are expected to grow minimally in future years. C -139 236 RECREATION DEPARTMENT FACILITY RENTALS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Fees, Licenses and Permits -----Intergovernmental Revenues 13,000 84,039 ---Charge for Services -----Other Sources 59,748 14,575 ---Rental & Interest Income --1 74,350 168,705 175,000 Pass-Through Accounts -----TOTAL REVENUES $ 72,748 $ 98,614 $ 1 74,350 $ 1 68,705 $ 1 75,000 EXPENDITURES Salaries and Benefits 375,130 390,032 180,205 164,365 146,727 Operating Expenditures Materials & Supplies 30,605 38,235 450 1,654 1,600 Fees & Charges 97,910 109,331 750 -600 Consultants & Contract Services 78,556 92,127 -892 1,200 Meetings, Events & Training 40 100 100 300 1,300 Total Operating Expenditures 207,111 239,793 1,300 2,846 4,700 Building Maint Projects 79,742 106,526 ---Fixed Assets -----Internal Service Charges --1 45,549 145,549 167,429 TOTAL EXPENDITURES $ 6 61,983 $ 736,351 $ 3 27,054 $ 3 12,760 $ 3 18,856 COST RECOVERY Program Revenues $ 72,748 $ 98,614 $ 174,350 $ 168,705 $ 175,000 Less Direct Program Costs Salary & Benefits 375,130 390,032 180,205 164,365 146,727 Operating Expenditures 207,111 239,793 1,300 2,846 4,700 NET COST RECOVERY $ (509,493) $ (531,211) $ (7,155) $ 1,494 $ 23,573 * Prior Year Revenues and Expenditures are presented above for reference, but are not relevant for cost recovery comparisons due to program restructuring GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES North Campus Building Rentals -With the availability of the North Campus Fellowship Hall building in the third quarter of FY 2008/09, staff will focus on increasing exposure of the facility in order to promote rentals. C -140 Place to Recreate -The Recreation Department’s goal is to improve the quality of life in Saratoga by providing high quality, affordable, safe, clean, and enjoyable facilities that are convenient to residents to create community by increasing the number of rentals for meetings, parties, receptions, and gatherings at the Community Center, Senior Center, North Campus, Warner Hutton House, and City parks. 237 RECREATION DEPARTMENT FACILITY RENTALS KEY SERVICES • Provide pleasant and clean facilities for use by the general public • Support tenant needs in the leased buildings • Provide affordable and safe venues at the Saratoga Community Center, Senior Center, and North Campus for community use Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Recreation Department Director 0 .35 0 .40 0 .40 0 .40 0 .20 Senior Recreation Supervisor -----Recreation Supervisor -----Recreation Program Coordinator -----Facility Coordinator 0 .60 --0 .60 0 .60 Office Specialist I, II, III 0 .15 0 .25 0 .25 0 .25 0 .25 Facility Maintenance Supervisor 0 .70 1 .00 1 .00 --Facility Maintenance Lead --1 .00 0 .10 0 .10 Facility Maintenance Worker I, II, III 2 .30 3 .00 2 .00 0 .15 0 .15 Total FTE's 4.10 4.65 4.65 1.50 1.30 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Facility Attendent 2 ,025 1 ,700 1 ,700 1 ,700 1 ,700 Recreation Leader -----Total Annual Hours 2,025 1,700 1,700 1,700 1,700 FACILITY RENTALS STAFF C -141 238 RECREATION DEPARTMENT FACILITY RENTALS C -142 239 BUILDING MAINTENANCE FUND Building Maintenance provides services to ensure City facilities are safe and functional for the general public and employee use. This program is a citywide support function for custodial, maintenance, repair services, and building improvements for all facilities at the Civic Center and North Campus, and supports the needs of the tenants of City leased buildings as defined in lease agreements. Building Maintenance staff plan, schedule, and manage small and large building facility maintenance, repair, and improvement projects. The Building Maintenance staff ensures the City’s facilities are in a clean and usable condition at all times for employees and the general public. Custodial services such as vacuuming, trash removal, window washing, restroom cleaning, carpet cleaning, and floor stripping and sealing, are all on a regular schedule. Regular maintenance services are also on a schedule, which includes items such as painting, roof maintenance, pest control, and HVAC servicing. Other maintenance repair services such as electrical and plumbing repairs are provided, on contract, on an as needed basis. The Building Maintenance program also incorporates citywide facility expenses such as utilities, and citywide maintenance and janitorial supplies. City departments are charged an allocated amount to recognize the cost associated with the custodial and building maintenance in order to more fully account for operational expenses associated with providing these services. BUDGET OVERVIEW Effective with the FY 2007/08 budget, the Building Maintenance program incorporated the staffing and expenses associated with facility custodial and maintenance services, as well as the revenues earned from charging back to the departments. With one year of history-based data on the actual expenses, minor revisions are included in the FY 2008/09 budget to better reflect actual amounts, including improved allocation of staff time. C -143 Expenditures include ongoing facility supplies, building expenses, and contract services for maintenance and repairs. The addition of the North Campus Fellowship Hall resulted in increased maintenance costs for November through June. Continued efforts to “go green” are also reflected in the costs of maintenance supplies and equipment. Other planned facility projects are located in the Capital Improvement Plan. 240 RECREATION DEPARTMENT BUILDING MAINTENANCE FUND 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCE OF FUNDS Beginning Fund Balance Designated -----Undesignated -5 3,546 14,458 29,457 4 9,622 Total Beginning Fund Balance $ -$ 5 3,546 $ 14,458 $ 29,457 $ 49,622 Revenues Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services --724,311 724,311 807,081 Other Sources -----Total Revenues $ -$ -$ 7 24,311 $ 724,311 $ 807,081 Operating Transfers In Transfer In from General Fund 1 00,000 5 0,000 ---Transfer In from Library Deposit --15,000 --Total Operating Transfers In $ 100,000 $ 5 0,000 $ 15,000 $ -$ -TOTAL SOURCE OF FUNDS $ 100,000 $ 1 03,546 $ 753,769 $ 753,768 $ 856,703 USE OF FUNDS Expenditures Salaries and Benefits --362,115 356,100 426,719 Operating Expenditures Materials & Supplies --4 0,000 39,800 43,000 Fees & Charges -18 188,400 177,200 201,200 Consultants & Contract Services --6 0,000 59,000 69,000 Meetings, Events & Training --2,250 1,500 2,500 Building Maint Projects 46,454 2 1,800 15,000 14,000 -Fixed Assets -6 7,270 ---Internal Service Charges --5 6,546 56,546 64,662 Total Expenditures $ 46,454 $ 8 9,088 $ 724,311 $ 704,146 $ 807,081 Operating Transfers Transfer Out to General Fund -----Total Operating Transfers $ -$ -$ -$ -$ -Ending Fund Balance Designated -----Undesignated 53,546 1 4,458 29,457 49,622 4 9,622 Total Ending Fund Balance $ 53,546 $ 1 4,458 $ 29,457 $ 49,622 $ 4 9,622 TOTAL USE OF FUNDS $ 100,000 $ 1 03,546 $ 753,769 $ 753,768 $ 856,703 STATEMENT OF SOURCES & USES OF FUNDS C -144 241 RECREATION DEPARTMENT BUILDING MAINTENANCE FUND FY 2008/09 OBJECTIVES Facility Improvement Project Management – Facility staff will oversee services to undertake the planned facility improvement projects for FY 2008/09. These include installation of ADA compliant seating in the Civic Theater, replacement of the range/oven in the Senior Center, and ergonomic improvements to various workspaces throughout the City. Library Building Repairs – Staff will work with Santa Clara County Library staff to upgrade the lobby and repair the lighting in the Children’s Section of the Saratoga Library building in the summer of 2009. KEY SERVICES • Provide buildings that are clean, usable, and safe, for the general public and employees • Maintain facilities on a regular schedule to provide efficient and cost effective maintenance C -145 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Recreation Department Director ----0 .20 Senior Recreation Supervisor -----Recreation Supervisor -----Recreation Program Coordinator -----Facility Coordinator -----Office Specialist I, II, III -----Facility Maintenance Supervisor ---1 .00 1 .00 Facility Maintenance Lead ---0 .90 0 .90 Facility Maintenance Worker I, II, III ---1 .85 1 .85 Total FTE's ---3.75 3.95 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Facility Attendent -----Recreation Leader -----Total Annual Hours -----BUILDING MAINTENANCE STAFF 242 RECREATION DEPARTMENT BUILDING MAINTENANCE FUND C -146 243 PUBLIC SAFETY DEPARTMENT The Public Safety Department is comprised of the Public Safety Services Program, which focuses on providing day-to-day law enforcement services, and the Emergency Preparedness Program, which prepares the City for infrequent large-scale disaster and emergency occurrences. The Public Safety Department represents multiple agencies that protect the community and provide emergency response as needed. The City of Saratoga contracts for law enforcement services with the Santa Clara County Sheriff’s Office (Sheriff’s Office), and receives fire protection and emergency services from both the Saratoga Fire and Santa Clara County (SCC) Fire Districts. Animal control services are provided on contract by the City of San Jose Animal Care and Services Division (SJACS). As external agencies provide the operational and managerial staffing for these Public Safety programs, no city staff is assigned to this department. The City Council has identified the maintenance of basic Public Safety as their number one service priority. This includes traffic, patrol, and general law enforcement, and educating the community on crime prevention, traffic safety, and emergency response. The Public Safety Services Program supports the Council’s priorities through the Sheriff’s Office contract. The Neighborhood Resources Officer position has been included in the budget for the third year. This position works with the Neighborhood Watch Program, the schools and businesses on crime prevention, education and training. FY 2008/09 budget increases for sheriff services reflect the annual increase as allowed under the current county contract. The City is responsible for coordinating emergency response efforts in the event of a significant earthquake, fire, or other natural or man-made disaster, and coordinates with emergency services agencies to prepare the City and community for self-sufficiency and proper response to emergency events. To this end, the City plans and trains for various situations in an effort to employ best practices, by determining outstanding needs, creating awareness, and educating City staff about their emergency response duties. The Emergency Preparedness Program is supported by SCC Fire personnel who develop the City’s Emergency Operations Plan and checklists; assist with the formation of an Emergency Operations Center (EOC), and train City staff and the community in Emergency Preparedness via the planning and supervision of drills and exercises. C -147 244 PUBLIC SAFETY DEPARTMENT 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues 205,905 2 17,534 1 92,744 1 92,936 207,500 Charge for Services 2 2,456 3 ,506 15,000 2 6,506 2 0,000 Other Sources 295,255 4 62,933 2 30,000 2 55,000 255,000 TOTAL REVENUES $ 523,616 $ 6 83,973 $ 4 37,744 $ 474,442 $ 4 82,500 EXPENDITURES Salaries and Benefits 2 1,777 3 1,785 ---Operating Expenditures Materials & Supplies 482 12,132 1 4,800 5,450 2 4,500 Fees & Charges 1 7,496 1 5,265 5 ,700 8 ,062 2 1,600 Consultants & Contract Services 3,398,320 3,557,493 3 ,939,667 3,939,667 4 ,184,918 Meetings, Events & Training -2 22 4 ,300 3 00 3 00 Total Operating Expenditures 3,416,298 3,585,112 3 ,964,467 3,953,479 4 ,231,318 Fixed Assets 1,366 1 24,513 -2,355 -Internal Service Charges ----9,909 TOTAL EXPENDITURES $ 3 ,439,441 $ 3 ,741,410 $ 3 ,964,467 $ 3,955,834 $ 4 ,241,227 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed GENERAL FUND Public Safety Services $ 3,423,045 $ 3,588,502 $ 3,945,267 $ 3,944,629 $ 4,192,918 Emergency Preparedness 16,396 152,908 19,200 11,205 48,309 TOTAL GENERAL FUND $ 3,439,441 $ 3,741,410 $ 3,964,467 $ 3,955,834 $ 4,241,227 DEPARTMENTAL EXPENDITURES BY PROGRAM GENERAL FUND REVENUES AND EXPENDITURES C -148 245 PUBLIC SAFETY DEPARTMENT Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded City Manager -----Assistant City Manager -0 .20 0 .20 --Total FTE's -0.20 0.20 --2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded ----------Total Annual Hours -----* The Assistant City Manager's FTEs shown above in the FYs 2005/06 and 2006/07 Public Safety Programs are located in the City Manager's Department, effective FY 2007/08. As external agencies provide the operational and managerial staffing for these programs, futures years will not include City staff FTEs. PUBLIC SAFETY SERVICES DEPARTMENT STAFF C -149 246 PUBLIC SAFETY DEPARTMENT C -150 247 PUBLIC SAFETY SERVICES The City of Saratoga contracts for law enforcement services with the Santa Clara County Sheriff’s Office. As the City’s limited revenue base restricts the community’s service levels to minimal public safety services, the City entered into a 10-year contract with the County Sheriff’s Office in September, 2004 to provide basic patrol, traffic, and law enforcement services. With additional funding available in FY 2005/06, an enhancement to the contract added a Neighborhood Resource Officer whose functions include school traffic enforcement, support for the Neighborhood Watch program, crime prevention assistance, citizen mediation, and limited school support. With added property tax revenues from the passage of AB 117, the Council enhanced the Sheriff’s contract by increasing the current 22,903 service hours by an additional 1,046 hours, bringing total service hours to 23,949 in FY 2007/08. The proposed budget for FY 2008/09 maintains this level of service. The City also contracts with San Jose Animal Care and Services Division (SJACS) for field response, licensing, and shelter services, including picking up stray, injured, or dead animals, complaint investigations, providing shelter for abandoned, impounded, lost, or stray animals, quarantine and testing of animals, medical services, and licensing of animals. BUDGET OVERVIEW Revenues for the Public Safety Services Program stem from two statewide funding sources and several operational revenue sources. The Supplemental Law Enforcement Services Fund (SLESF) provides the City with a $100,000 grant to be used for the enhancement of public safety services. This SLESF grant currently funds the Neighborhood Resource Officer position for Public Safety. Additionally, the City receives an allocated share of the State’s Public Safety Sales Tax (Proposition 172) estimated to be $85,000 for FY 2008/09. Budgeted revenues for False Alarm Fines, Vehicle Code Bails and Fines, and Parking Citations are expected to bring in a total of approximately $255,000 for the year, and another $20,000 is expected from SJACS stemming from the agency’s charges to Saratoga residents for boarding, licenses, and fines. The majority of the Public Safety Services Program expenditures are for the Sheriff’s Office law enforcement contract. The FY 2008/09 contract amount is increasing almost $244,000 from the FY 2007/08 amount based on the Consumer Price Index (CPI) and PERS retirement rate increases, as allowed under the contract. Total maximum cost for FY 2008/09 is expected to be $3,983,281. C -151 Beginning in 2004/05, the City entered into a contract with SJACS for animal services. This contract established an annual fee of $155,000 for the first three years, which then increases every three years by the total of Bay Area Urban Wages CPI increases or the rise in personnel costs over the prior three years, whichever is less. The net increase was established at 9.75% effective with the FY 2007/08 budget, which brought the annual contract amount to $170,113 for each of the next three years. 248 PUBLIC SAFETY DEPARTMENT PUBLIC SAFETY SERVICES Budgeted expenditures also include minor operational costs for data ticket forms and supplies, a new county admin fee for parking tickets, and a $31,524 annual contract fee for the Cal ID program, which the San Jose Police Department administers. City staffing costs were eliminated from this program as City staff is limited to oversight and coordination functions only. All operational and managerial duties are performed by the Sheriff’s Office. 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues 198,581 2 07,731 1 82,200 1 92,936 200,000 Charge for Services 2 2,456 3 ,506 15,000 2 6,506 2 0,000 Other Sources 295,255 4 62,933 2 30,000 2 55,000 255,000 TOTAL REVENUES $ 516,292 $ 6 74,170 $ 4 27,200 $ 474,442 $ 4 75,000 EXPENDITURES Salaries and Benefits 1 0,888 1 5,894 ---Operating Expenditures Materials & Supplies --3,000 -3,000 Fees & Charges 1 3,837 1 5,115 2 ,600 4,962 5 ,000 Consultants & Contract Services 3,398,320 3,557,493 3 ,939,667 3,939,667 4 ,184,918 Meetings, Events & Training -----Total Operating Expenditures 3,412,157 3,572,608 3 ,945,267 3,944,629 4 ,192,918 Fixed Assets -----Internal Service Charges -----TOTAL EXPENDITURES $ 3 ,423,045 $ 3 ,588,502 $ 3 ,945,267 $ 3,944,629 $ 4 ,192,918 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES Sheriff’s Office Website – The Neighborhood Resource Officer (NRO) will continue to enhance the Sheriff’s Office – West Valley Division link on the City’s website to provide crime prevention and traffic safety information to the community. Community Partnerships – The Sheriff’s office will focus on broadening community partnerships through the Neighborhood Resource Officer’s work with the schools and neighborhood groups, the Captain’s meeting with the Traffic Safety Commission, and all deputies remaining available and building relationships with business and community groups. C -152 249 PUBLIC SAFETY DEPARTMENT PUBLIC SAFETY SERVICES KEY SERVICES • Law enforcement services including traffic management, patrol and code enforcement, response to calls for service and traffic incidents; • Public education and participation in community and neighborhood groups; • Crime prevention, deputy response, investigation, resolution of criminal cases, and subsequent participation in the prosecution of offenders; • Records management functions including processing deputy reports and citations, criminal and traffic warrants and fingerprinting services; and • Coordination of Emergency Response activities with the SCC Fire and Saratoga Fire Districts and City staff. C -153 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded City Manager -----Assistant City Manager -0 .10 0 .10 --Total FTE's -0.10 0.10 --2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded ----------Total Annual Hours -----* The Assistant City Manager's FTEs shown above in the Fys 2005/06 and 2006/07 Public Safety Programs are located in the City Manager's Department, effective FY 2007/08. As external agencies provide the operational and managerial staffing for these programs, futures years will not include City staff FTEs. PUBLIC SAFETY STAFF 250 PUBLIC SAFETY DEPARTMENT PUBLIC SAFETY SERVICES C -154 251 EMERGENCY PREPAREDNESS The City of Saratoga is responsible for coordinating emergency response efforts in the event of a significant earthquake, fire, natural or man-made disasters. To prepare for this responsibility, City staff work in conjunction with the Sheriff’s Office, Santa Clara County (SCC) Fire and Saratoga Fire Districts to plan and prepare for emergency situations. The City Emergency Operations Plan is reviewed annually and the document is updated as needed. An annual exercise is held to train staff in the activities associated with the Emergency Operations Center (EOC). Community Emergency Response Team (CERT) classes are offered through the Recreation Department with instructors from SCC Fire. The Saratoga Emergency Preparedness Committee, made up of personnel from SCC Fire, Saratoga Fire, the Sheriff’s Office, SCC Office of Emergency Services, and the City’s Mayor, City Manager, and other City staff meets once each year to discuss the City’s preparedness activities and confirm that Saratoga remains in compliance with State and Federal requirements for training and planning. To increase self-sufficiency in the communities, SCC Fire provides Saratoga and its neighboring cities of Monte Sereno and Los Gatos with a full-time Emergency Preparedness Coordinator to train City staff and community members on emergency preparedness. The Emergency Preparedness Coordinator develops the City’s Emergency Operations Plan and checklists; assists with the formation of an EOC, trains City staff and the community in emergency preparedness; and plans and supervises drills and exercises. BUDGET OVERVIEW Revenue for this program is limited to the Emergency Management Plan Grants (EMPG), which will total approximately $7,500 for FY 2008/09. The CERT grant funding that was received in prior years is now to be managed at the County level. C -155 Operational expenditures for this program are minimal as City staffing costs were reallocated back to the City Manager’s Department, and the Emergency Preparedness Coordinator managing this program is provided and fully funded by SCC Fire. Expenditures are primarily for training, meetings, and EMPG supplies. Notable EOC expenditures include a fee of approximately $3,000 per year to ensure the City EOC telephone lines are restored on a priority basis in the event of a disaster or emergency situation, and $1,500 to fund service for a County-supplied satellite telephone to sustain external emergency communications prior to cell phone or EOC telephone service restoration, and allocated internal service charges for the SCC Fire staff’s building maintenance and IT services utilized in the City. Also, beginning in FY 2008/09, $13,500 is budgeted for the City’s annual contribution to the Silicon Valley Regional Interoperability Project (SVRIP). The SVRIP is comprised of eighteen Santa Clara County jurisdictions, representing some thirty law enforcement, fire and emergency medical services agencies which have formed a partnership to enhance inter-agency coordination and communication between the public safety agencies. As part of this emergency preparedness organization, the City is required to participate in funding an executive director position effective July 1st. 252 PUBLIC SAFETY DEPARTMENT EMERGENCY PREPAREDNESS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernment l Revenues 7,324 9,803 1 0,544 -7 ,500 Charge for Services -----Other Sources -----Pass-Through Accounts -----TOTAL REVENUES $ 7,324 $ 9 ,803 $ 1 0,544 $ -$ 7 ,500 EXPENDITURES Salaries and Benefits 1 0,889 1 5,891 ---Operating Expenditures Materials & Supplies 482 12,132 1 1,800 5,450 2 1,500 Fees & Charges 3,659 1 50 3 ,100 3 ,100 1 6,600 Consultants & Contract Services -----Meetings, Events & Training -2 22 4 ,300 3 00 3 00 Total Operating Expenditures 4,141 12,504 1 9,200 8 ,850 3 8,400 Fixed Assets 1,366 1 24,513 -2,355 -Internal Service Charges ----9 ,909 TOTAL EXPENDITURES $ 16,396 $ 1 52,908 $ 1 9,200 $ 11,205 $ 4 8,309 GENERAL FUND REVENUES AND EXPENDITURES FY 2008/09 OBJECTIVES Emergency Operation Plan – The City’s Emergency Operations Plan will be revised in FY 2008/09 in order to bring the plan up to date to current standards and ensure the City is in compliance with the National Incident Management System (NIMS). Staff Training – Saratoga staff will continue to be trained in emergency operations response methods and protocol through exercises held with external partners. Development of External Partners – Emphasis on developing volunteer groups, such as Community Emergency response Team (CERT) and ARES/RACES (Amateur Radio Operator organizations) to increase the numbers of volunteers and their effectiveness for disaster response. Emergency Operations Center – Available funding will be used to further equip the City with supplies and equipment for emergency operations. C -156 253 PUBLIC SAFETY DEPARTMENT EMERGENCY PREPAREDNESS KEY SERVICES • Prepare and update Emergency Operations Plan for the City; • Train City staff and community members on emergency preparedness; • Maintain EOC, equipment, and technology to ensure Saratoga is in compliance with Federal, State, and County standards and requirements; • Plan and supervise emergency drills and exercises; and • Oversee Emergency Management Planning and Community Emergency Response Team grants for the City. Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded City Manager -----Assistant City Manager -0 .10 0 .10 --Total FTE's -0.10 0.10 --2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded ----------Total Annual Hours -----* The Assistant City Manager's FTEs shown above in the Fys 2005/06 and 2006/07 Public Safety Programs are located in the City Manager's Department, effective FY 2007/08. As external agencies provide the operational and and managerial staffing for these programs, futures years will not include City staff FTEs. EMERGENCY PREPAREDNESS STAFF C -157 254 PUBLIC SAFETY DEPARTMENT EMERGENCY PREPAREDNESS C -158 255 NON-DEPARTMENTAL The Non-Departmental Section is a collection of programs which are independent of the City’s service functions, including the General Administration program, Legal Services, Grants Program, Workers Compensation, the Risk Management/Liability program, 2001 Bond Debt Service, the Library Capital Maintenance Trust Fund, and the KSAR 15 Community Access Television Trust Fund. These are all considered non-departmental as the programs represent functions outside of established service operations. The Non-Departmental section functions represent citywide insurance (Liability Insurance and Workers Compensation), contracted legal services, non-operational funding programs for general administration purposes, grant funding to outside agencies, debt service funding for the City’s 2001 General Obligation Bond to rebuild the City’s Library, and two Trust Funds. One administers the Library 2001 Series Bond’s remaining funds set aside for capital improvement uses, and another Trust Fund which holds a portion of the Community Access Television Foundation’s money with the City’s investments. BUDGET OVERVIEW The Non-Departmental Section accounts for the majority of the City’s revenues. Property Tax, Sales Tax, Transient Occupancy Tax, Business License Tax, Franchise Fees, Vehicle License Fees, and other citybased General Fund revenues are accounted for within the General Administration Program in this section, as these revenues are allocated to the City and do not result from direct departmental activities. It should be noted that the General Fund programs in this section includes prior year revenue and expenditure history for historical reference, if the program activity occurred within the General Fund in prior years. For example, the City’s tax revenues were included in the Administrative Services Department in past years, but are shown for reference purposes in prior years as General Administration revenues. Risk Management/Liability Insurance and Workers Compensation Insurance do not include past history as these are Internal Service Fund programs, whereas they were previously included in the General Fund’s General Administration program. C -159 As the Non-Departmental programs are outside of the administrative support or departmental service operations, staffing is limited to oversight of the citywide insurance programs within the Internal Service Funds. Staffing for these programs are represented in the City Manager’s budget as the home department, but includes the FTE in the Non-Departmental insurance programs for funding. In addition, prior year staffing reflect a pooling of temporary services in the General Administration program, which was more appropriately realigned to the specific operational programs the temporary staff supports, effective as of the FY 2007/08 operating budget. 256 NON-DEPARTMENTAL SECTION 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes 8 ,968,301 10,465,254 1 0,823,235 11,247,030 11,430,000 Fees, Licenses and Permits ---150 -Intergovernmental Revenues 724,187 219,811 2 35,400 237,881 240,000 Charge for Services 1,899 31,773 155,000 99,893 75,000 Other Sources 1 48,845 82,947 18,000 --Rental & Interest Income 671,422 785,461 6 08,000 542,000 503,950 Pass-Through Accounts 13,115 1,650 5,000 --TOTAL REVENUES 10,527,769 1 1,586,896 1 1,844,635 12,126,954 12,248,950 Operating Transfers In 658,882 499,735 1 65,011 165,011 153,732 TOTAL REVENUE & TRANSFERS IN 11,186,651 1 2,086,631 1 2,009,646 12,291,965 12,402,682 EXPENDITURES Salaries and Benefits 23,643 41,686 40,000 6,055 64,800 Operating Expenditures Materials & Supplies 13,345 43,495 75,360 71,022 72,750 Fees & Charges 36,420 72,616 20,000 4,856 48,000 Consultants & Contract Services 625,741 512,221 496,960 232,752 459,750 Meetings & Training 325 1,480 17,000 10,138 10,500 Community Grants & Events 123,867 177,045 195,686 198,186 181,396 Rental & Interest Income -----Total Operating Expenditures 799,698 806,857 805,006 516,954 772,396 Fixed Assets -----Internal Service Charges --353,932 353,932 382,983 TOTAL EXPENDITURES $ 8 23,341 $ 848,543 $ 1 ,198,938 $ 8 76,941 $ 1,220,179 Operating Transfers Out 1,250,395 2,607,834 837,257 790,257 400,000 TOTAL EXP & TRANSFERS OUT $ 2,073,736 $ 3,456,377 $ 2,036,195 $ 1,667,198 $ 1,620,179 GENERAL FUND REVENUES AND EXPENDITURES C -160 257 NON-DEPARTMENTAL SECTION 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed GENERAL FUND General Administration $ 1,555,110 $ 3,002,432 $ 1,341,522 $ 1,232,806 $ 975,262 Legal Services 394,759 276,900 498,987 236,206 463,521 Community Grants 123,017 163,200 173,286 173,286 152,496 Community Events 850 13,845 22,400 24,900 28,900 TOTAL GENERAL FUND $ 2,073,736 $ 3,456,377 $ 2,036,195 $ 1,667,198 $ 1,620,179 INTERNAL SERVICES FUNDS Risk Management --304,931 264,010 336,268 Workers Compensation --246,875 208,987 260,920 TOTAL INTERNAL SERVICES $ -$ -$ 551,806 $ 472,997 $ 597,188 DEBT SERVICE FUNDS 2001 General Obligation Bond 1,029,971 1,018,484 1,021,106 1,019,514 1,017,956 TOTAL DEBT SERVICE FUNDS $ 1,029,971 $ 1,018,484 $ 1,021,106 $ 1,019,514 $ 1,017,956 TRUST FUNDS Library Capital Maintenance Fund 76,355 38,874 57,000 22,782 50,000 KSAR 15 Trust Fund 15,000 --30,000 42,500 TOTAL TRUST FUNDS $ 91,355 $ 38,874 $ 57,000 $ 52,782 $ 92,500 TOTAL DEPT EXPENDITURES $ 3,195,062 $ 4,513,735 $ 3,666,107 $ 3,212,492 $ 3,327,823 TOTAL NON-DEPARTMENTAL EXPENDITURES BY PROGRAM C -161 Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Administrative Services Director 0 .10 ----City Clerk ---0 .25 -Human Resources Manager ---0 .05 -Office Specialists I, II, III 0 .80 ----Total FTEs 0.90 --0 .30 -2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Hours Funded Funded Funded Funded Funded Clerical 2 ,300 2 ,300 2 ,300 --IT Intern 1 ,052 ----HR Administrative Assistant ---1 00 -Total Annual Hours 3,352 2,300 2,300 100 -NON-DEPARTMENTAL STAFFING 258 NON-DEPARTMENTAL SECTION C -162 259 GENERAL ADMINISTRATION The General Administration program represents revenues and expenditures that are not specifically generated as a result of departmental operations. Tax Revenues, Intergovernmental Revenues, Interest and Rental Income, and Operating Transfers-In are the primary non-service based revenue sources for the City, and accounts for approximately 70% of the City’s Total General Fund Operating Revenues each year. General Administration expenditures are minimal in comparison, as program expenditures are limited to fund citywide general expenses and internal service charges for general use areas or nondepartmental functions. BUDGET OVERVIEW The FY 2008/09 budgeted General Administration Tax Revenues include projected increases in various Property Tax revenues; relatively flat Sales Tax, Transient Occupancy Tax, VLF, and Franchise Fee Tax Revenues, and a decrease in Business License Tax revenues due to the struggling business economy. The General Administration program represents non-service functions, and as such, there are no staffing, objectives, or key services assigned to this program. In prior years however, HR, Finance, and IT temporary clerical staffing was included in the program, therefore a staffing schedule is included to tie to salary history. The budgeted expenses represent general expenses, such as retiree medical insurance reimbursements, the retiree insurance coverage and administration fees, unemployment insurance fees, printing and postage charges for the Saratogan, funding for employee termination and retirement payouts, and several Internal Services charges which account for general public usage of the building maintenance expenses, notably an allocation for the Civic Theater/Council Chambers and the Civic Center buildings. C -163 260 NON-DEPARTMENTAL SECTION GENERAL ADMINISTRATION 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes Property Tax 6,141,365 7,577,444 7,503,000 7,994,426 8,170,000 Sales Tax 988,132 994,680 985,900 985,900 986,000 Transient Occupancy Tax 163,222 195,261 165,000 170,000 170,000 Franchise Tax 1,040,424 1,187,806 1,599,335 1,601,704 1,604,000 Business License Tax 339,648 303,787 320,000 270,000 275,000 Other Taxes 295,510 206,276 250,000 225,000 225,000 Fees, Licenses and Permits -----Intergovernmental Revenues 724,187 219,811 235,400 237,881 240,000 Charge for Services 1,899 1,003 ---Other Sources 148,845 82,947 18,000 --Interest & Rental Income 671,422 785,461 608,000 542,000 503,950 Pass-Through Accounts -1,650 5,000 --TOTAL REVENUES 10,514,654 11,556,126 11,689,635 1 2,026,911 12,173,950 Operating Transfers In 658,882 499,735 165,011 165,011 153,732 TOTAL REV & TRANSFERS IN $ 1 1,173,536 $ 1 2,055,861 $ 1 1,854,646 $ 12,191,922 $ 12,327,682 EXPENDITURES Salaries and Benefits 2 3,643 39,787 40,000 6 ,055 64,800 Operating Expenditures Materials & Supplies 13,345 43,395 75,120 70,693 71,500 Fees & Charges 36,420 72,616 20,000 4 ,856 48,000 Consultants & Contract Services 231,004 237,467 ---Meetings & Training 303 1,333 17,000 8 ,800 10,000 Total Operating Expenditures 281,072 354,811 112,120 84,349 129,500 Fixed Assets -----Internal Service Charges --352,145 3 52,145 380,962 TOTAL EXPENDITURES $ 3 04,715 $ 3 94,598 $ 5 04,265 $ 442,549 $ 575,262 Operating Transfers Out 1,250,395 2,607,834 837,257 7 90,257 400,000 TOTAL OPERATING BUDGET $ 1,555,110 $ 3,002,432 $ 1,341,522 $ 1,232,806 $ 975,262 GENERAL FUND REVENUES AND EXPENDITURES C -164 261 NON-DEPARTMENTAL SECTION GENERAL ADMINISTRATION Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Administrative Services Director 0 .10 ----City Clerk -----Human Resources Manager -----Office Specialists I, II, III 0 .80 ----Total FTEs 0.90 ----2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Hours Funded Funded Funded Funded Funded Accountant/Budget Analyst 2 ,300 2 ,300 2 ,300 --Account Technician 1 ,052 ----Total Annual Hours 3,352 2,300 2,300 --GENERAL ADMINISTRATION STAFFING C -165 262 NON-DEPARTMENTAL SECTION GENERAL ADMINISTRATION C -166 263 LEGAL SERVICES The City of Saratoga contracts with the firm Shute, Mihaly & Weinberger LLP to provide City Attorney services, advice, and representation on legal matters to ensure that City actions and activities are legally sound. The City also contracts with the firm Wittwer & Parkin LLP, for land use/development attorney services. The City Attorney firms pursue or defend the City in litigation matters, as directed by the City Council, manage litigation costs, and provide the City with a monthly status report of all outstanding litigation, case updates, and potential lawsuits. The City Attorney reviews all proposed ordinances and resolutions requiring City Council action to ensure proper format and content, reviews staff reports for reasoned and sound commentary, identifies policy options and alternatives, and provides direction, recommendations, and appropriate summaries consistent with Council requirements. Additional contract city attorney services include review and recommendations on legislative issues, recommendations on environmental review requirements and preparation of environmental review documents, review of bid requests, vendor contract documents, purchase and sale agreements, code enforcement matters, and the preparation and/or review of contractual agreements with other agencies. The City Attorney, from the firm Shute, Mihaly & Weinberger LLP, attends the bi-monthly City Council meetings, and the Assistant City Attorney from the firm Wittwer & Parkin LLP, attends the bi-monthly Planning Commission meetings as needed. BUDGET OVERVIEW FY 2008/09 revenues reflect reimbursements from various sources. Applicants who have development applications in process under the former deposit fee development process will reimburse the City for legal services if the project utilizes attorney time for appeals in the Planning Commission or City Council meetings. Reimbursements may also result from applicants requesting research and information from the City, or legal services related to environmental reviews for Capital Improvement Plan projects. Budgeted revenues also reflect potential reimbursements that are linked to expenditures. Therefore, if legal services are not needed; the matching expenditures will not be incurred. C -167 Budgeted expenditures are primarily comprised of regular on-going City Attorney services as listed above. The basic contract City Attorney services amount increases each year based on the Consumer Price Index (CPI) cost of living increase from the prior year. The budget also includes substantial reserves for potential litigation expenditures, based on the City Attorney’s estimate of outstanding and future litigation. As the City Attorney occupies an office when on-site, a small allocation of building maintenance internal service charges is also included. 264 NON-DEPARTMENTAL SECTION LEGAL SERVICES 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits ---1 50 -Intergovernmental Revenues -----Charge for Services -3 0,770 1 55,000 99,893 7 5,000 Other Sources -----TOTAL REVENUES $ -$ 30,770 $ 1 55,000 $ 1 00,043 $ 75,000 EXPENDITURES Salaries and Benefits -1 ,899 ---Operating Expenditures Materials & Supplies -1 00 2 40 3 29 1,250 Fees & Charges -----Consultants & Contract Services 394,737 2 74,754 496,960 232,752 459,750 Meetings, Training, Recruitment 22 1 47 -1 ,338 500 Total Operating Expenditures 394,759 2 75,001 497,200 234,419 461,500 Fixed Assets -----Internal Service Charges --1 ,787 1 ,787 2 ,021 TOTAL EXPENDITURES $ 3 94,759 $ 2 76,900 $ 498,987 $ 236,206 $ 463,521 GENERAL FUND REVENUES AND EXPENDITURES KEY SERVICES • Provides sound legal advice for the City, and represents the City regarding litigation matters • Attends City Council and Planning Commission meetings to provide legal guidance • Drafts and/or reviews staff reports, resolutions, and proposed ordinances • Prepares and/or reviews contractual agreements with other agencies • Reviews and makes recommendations on legislative issues • Reviews bid requests, vendor contract documents, and purchase and sale agreements • Provides legal advice on code enforcement matters • Makes recommendations on environmental review requirements and preparation of environmental review documents C -168 265 COMMUNITY GRANTS The Community Grants program was established to consolidate the City’s grant support to outside agencies into one program, in order to provide a historical funding reference. The program includes funding from the City as well as from the Community Development Block Grant (CDBG) program’s allocation for Human Service grants. CDBG funding will be transferred into this General Fund program for distribution. Community Grants are determined by Council each year, subsequent to requests for funding, primarily from various local community and non-profit groups. BUDGET OVERVIEW For FY 2008/09, the City was provided with a total of $32,732 of CDBG funding for Human Service Grants, which the Council allocated to the Saratoga Area Senior Coordinating Council (SASCC) for support of adult daycare services. The City supplemented the CDBG grant allocation with a City grant to meet the full request of $34,000, along with the two other organizations requesting CDBG funding: West Valley Community Services will receive $15,164 for support of the low income assistance programs, and Catholic Charities of San Jose will receive $5,000 to support the Long Term Care Ombudsman Program. Additional Community Service Grant Funding from the City includes operational support for the Saratoga Historical Museum, the Silicon Valley Wildlife Center, and the United Way’s 211 program. The City also allocates grant funding to local organizations for services they provide to the Saratoga community, including the Saratoga Chamber of Commerce for business support, the public access television station KSAR 15 for public information, and the SASCC for operational support of the Senior Center and for additional services determined on an annual basis – which may include Blood Pressure Checks, Podiatric Checks, Tax Assistance, Vision Screening, Hearing Tests, Senior Nutrition Programs, Fifty-Five Alive Driving Program, Flu Shots, and other non-cost-recovery services that are available to the senior population. The distribution of grant funding for the both FY 2007/08 and 2008/09 is illustrated in the Grant Schedule on the following pages. The first column in each year represents the on-going amounts supported by Council. The second column represents discretionary amount added for that year only, through Council direction. C -169 266 NON-DEPARTMENTAL SECTION COMMUNITY GRANTS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services -----Other Sources -----Pass-Through Accounts 13,115 ----TOTAL REVENUES $ 13,115 $ -$ -$ -$ -EXPENDITURES Salaries and Benefits -----Operating Expenditures Materials & Supplies -----Fees & Charges -----Consultants & Contract Services -----Meetings, Training, Recruitment -----Community Grants 123,017 1 63,200 173,286 173,286 152,496 Total Operating Expenditures 123,017 1 63,200 173,286 173,286 152,496 Fixed Assets -----Internal Service Charges -----TOTAL EXPENDITURES $ 1 23,017 $ 1 63,200 $ 173,286 $ 173,286 $ 152,496 GENERAL FUND REVENUES AND EXPENDITURES C -170 267 NON-DEPARTMENTAL SECTION COMMUNITY GRANTS C -171 FY 2007/08 FY 2007/08 FY 2008/09 FY 2008/09 City Funded Community Grants Annual One Time Annual One Time Community Service Grants Catholic Charities Long Term Care Ombudsman Program 5,000 Children's Health Initiative: Healthy Kids Insurance Assistance for Low Income Children 3,326 Saratoga Foothill Club Historic Foundation Media Equipment & HVAC Improvements 8,600 Saratoga Historical Museum Operational Support 4,288 6,640 4,288 SCC -Board of Supervisors Operational Support for Spay/Neuter Program 320 United Way Operational Support for 211 Service Program 2,000 2,000 Walden West School Funding for Solar Panels Project 2,100 West Valley Community Services Operational Support 15,164 Funding for Mobile Food Panty Van 2,400 Wildlife Center Operational Support 4,212 4,212 Funding for Raptor Cage Project 1,536 Community Service Contracts Chamber of Commerce Operational Support 11,000 11,332 City Maps 5,000 Website Enhancements, IT upgrades, Memberships 6,000 KSAR 15 15 Operational Support 25,000 30,000 Supplemental Operational Support 20,700 Video to DVD Conversion 2,500 Saratoga Area Sr. Coordinating Council Operational Support 21,000 21,000 Supplemental Operational Support 18,000 18,000 Adult Daycare 1,268 Total General Fund Community Grants: $ 67,500 $ 69,622 $ 72,832 $ 46,932 CDBG Community Grants Saratoga Area Sr. Coordinating Council Operational Support 32,000 32,732 West Valley Community Services Operational Support 3,564 -Total CDBG Community Grants: $ 35,564 $ 32,732 Annual and One-Time Totals: $ 172,686 $ 152,496 COMMUNITY GRANTS 268 NON-DEPARTMENTAL SECTION COMMUNITY GRANTS C -172 269 COMMUNITY EVENTS The Community Events program was established in the FY 2008/09 budget to consolidate the City’s provisions for community events into one program. This includes transferring prior year funding for community events in the Community Grants program to this new Community Events program for historical reference. Community Events are promoted by the City in an effort to build community. This occurs at many different levels, including events to celebrate holidays, such as the Fourth of July, Memorial Day, and Arbor Day, and general festive celebrations, such as the Village Tree Lighting Ceremony, the Mustard Faire, and the Celebrate Saratoga/Taste of Saratoga events. The City also sponsors celebrations to honor segments of the community, such as Month of the Child Celebration, and to highlight such occurrences as facility openings or trail groundbreakings in order to increase awareness of a new community facility and o publicly thank supporters and contributors. BUDGET OVERVIEW For FY 2008/09, funding has been set aside for ongoing events, and for identified small events which were absorbed within departmental budgets in prior years. While funding is quantified in expenditure dollars by event, a portion of the event funding may be accounted for in staff time throughout the year. In particular, if staffing resources are utilized for the Mustard Faire and the Forth of July events, actuals may reflect staff time billings, in addition to materials, supplies, and services. As this is the initial effort to capture all community event costs, $5,000 of funding was set aside for as-yet unspecified events, to be identified throughout the year. The expenditure budget and distribution of community event funding is illustrated in the schedules on the following pages. C -173 270 NON-DEPARTMENTAL SECTION COMMUNITY EVENTS 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed REVENUES Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services -----Other Sources -----Pass-Through Accounts -----TOTAL REVENUES $ -$ -$ -$ -$ -EXPENDITURES Salaries and Benefits -----Operating Expenditures Materials & Supplies -----Fees & Charges -----Consultants & Contract Services -----Meetings, Training, Recruitment -----Community Grants & Events 850 1 3,845 2 2,400 2 4,900 2 8,900 Total Operating Expenditures 850 1 3,845 2 2,400 2 4,900 2 8,900 Fixed Assets -----Internal Service Charges -----TOTAL EXPENDITURES $ 850 $ 1 3,845 $ 2 2,400 $ 2 4,900 $ 28,900 GENERAL FUND REVENUES AND EXPENDITURES C -174 271 NON-DEPARTMENTAL SECTION COMMUNITY EVENTS FY 2007/08 FY 2007/08 FY 2008/09 FY 2008/09 City Funded Community Events Annual One Time Annual One Time Community Events -General 5,000 American Cancer Society -Relay for Life 200 Arbor Day Celebration 100 Chamber of Commerce Celebrate -Teen Scene 10,000 Celebrate -Fun Zone 4,900 Celebrate -Barricades 5,000 Banner Hanging Fee 600 600 Taste of Saratoga 9,900 de Anza Trail Opening 2,000 100 Fellowship Hall Opening 100 Fourth of July Event 2,000 2,000 Kevin Moran Park Groundbreaking 100 Kevin Moran Park Opening 100 Memorial Day Event -Banner Fee 300 300 Month of the Child Celebration 100 Mustard Faire 2,000 3,000 Neighborhood Block Party Support 2,500 Village Tree Lighting Ceremony 1,000 Total Community Event Funding: $ 23,000 $ 28,900 COMMUNITY BUILDING EVENT FUNDING C -175 272 NON-DEPARTMENTAL SECTION COMMUNITY EVENTS C -176 273 RISK MANAGEMENT /LIABILITY FUND The City is a member of the Association of Bay Area Government (ABAG) insurance pool, a selfinsurance program established in 1986 which provides general liability, auto, property insurance, and risk management services to thirty-one (31) cities within the Bay Area. Each member chooses a self-insured retention ranging from $25,000 to $250,000, which is reflected in premium rates. The insurance pool pays claims up to a limit of $5 million. To provide further protection, the association purchases another $15 million of excess insurance coverage, for a total of $20 million per occurrence limit. Coverage provides protection for Bodily Injury, Property Damage, Personal Injury, and Public Officials Errors and Omissions claims, and minimizes the City’s exposure to losses as a result of City policy or actions. The City’s annual premium allows for a self coverage retention level of $25,000 per occurrence. The City submits claim information to ABAG, and ABAG staff follows up with other parties and insurance firms, acting as the City’s insurance agent. In addition, ABAG provides risk management policy guidelines to effectively identify and analyze risks, implement best practices to minimize risks, training, and grant incentives for safety programs. BUDGET OVERVIEW The Risk Management/Liability Fund is an Internal Service Fund program which provides for the cost of the program to be fully offset with service charge-backs to the departments. The charge-backs allow for the cost of the program to be allocated to the departments in order to fully recognize operational costs. For FY 2008/09, premium costs are budgeted at $209,925, which represents an overall 4% increase from the FY 2007/08 estimated ABAG premium of $201,800. Fortunately, the City of Saratoga has an excellent claims history and lower risks, keeping premium rates low. Additional program expenses include .25 FTE staffing for program administration, and funding for attorney services, membership and dues, reimbursed training costs, claim expenditures, and one major claim deductible, totaling approximately $36,350. C -177 274 NON-DEPARTMENTAL SECTION RISK MANAGEMENT /LIABILITY 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCE OF FUNDS Beginning Fund Balance Designated -----Undesignated ---304,931 2 64,010 Total Beginning Fund Balance ---304,931 2 64,010 Revenues Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services --289,836 2 89,836 2 86,268 Other Sources --17,179 2 8,877 5 6,200 Total Revenues $ -$ -$ 3 07,015 $ 318,713 $ 3 42,468 TOTAL SOURCE OF FUNDS --307,015 6 23,644 6 06,478 USE OF FUNDS Expenditures Salaries and Benefits --37,550 3 4,700 3 9,993 Operating Expenditures --Materials & Supplies ---3,203 -Fees & Charges --246,181 2 16,107 2 85,075 Consultant & Contract Services --20,000 1 0,000 1 0,000 Meetings & Training --1,200 -1 ,200 Fixed Assets -----Internal Service Charges -----Total Expenditures $ -$ -$ 3 04,931 $ 264,010 $ 3 36,268 Operating Transfers Transfer Out -----Total Operating Transfers $ -$ -$ -$ -$ -Ending Fund Balance Designated -----Undesignated -----Total Ending Fund Balance $ -$ -$ -$ -$ -TOTAL USE OF FUNDS --304,931 2 64,010 3 36,268 SUMMARY OF REVENUES AND EXPENDITURES C -178 275 NON-DEPARTMENTAL SECTION RISK MANAGEMENT /LIABILITY FY 2008/09 OBJECTIVES Premium Management –In an effort to minimize insurance claims, ABAG offers safety training in areas which produce a high liability risk. The City will continue to pursue available training programs in an effort to emphasize safety and minimize premiums. Grant Programs – On an ongoing basis, ABAG offers grants to agencies which complete or meet specified requirements. Staff is coordinating with ABAG to identify and pursue grant opportunities. KEY SERVICES • Provide oversight of the City’s Liability Insurance program • Facilitate claim processing and reimbursements for the City, in coordination with the City Manager and City Attorney Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Administrative Services Director -----City Clerk ---0 .25 0 .25 Human Resources Manager -----Office Specialists I, II, III -----Total FTE's ---0.25 0.25 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Clerical -----IT Intern -----HR Administrative Assistant -----Total Annual Hours -----RISK MANAGEMENT /LIABILITY STAFFING C -179 276 NON-DEPARTMENTAL SECTION RISK MANAGEMENT /LIABILITY C -180 277 WORKERS COMPENSATION FUND The City is a member of the Association of Bay Area Government’s (ABAG) insurance pool for Workers’ Compensation coverage. The workers’ compensation program provides insurance benefit coverage for an employee’s work-related illness and injuries. The Workers Compensation pool allows the City to share risk with other jurisdictions, as Saratoga is too small to self-insure independently. ABAG’s shared risk pool has four members and is managed by a third party administrator, Gregory Bragg & Associates, to handle the day-to-day workers’ compensation claims administration. The City self-insures through this pool up to $250,000, and belongs to the Local Agency Workers’ Compensation Excess (LAWCX) Joint Powers Authority for the purpose of pooling for excess insurance. BUDGET OVERVIEW The annual revenue appropriation for this fund represents the service charge-back to the departments, based on the program’s operational costs and the level of risk for the various job classifications. Program costs covered in the internal service rates include $230,000 for the various Workers Compensation Insurance premium fees, such as administration, vocational rehabilitation, indemnity, medical, field investigations, and claims settlements. Another $22,400 is budgeted for attorney services, training classes, supplies, and ergonomic evaluations. There is .05 FTE of the Human Resource Manager’s position budgeted for the administration of this program. C -181 278 NON-DEPARTMENTAL SECTION WORKERS COMPENSATION 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCE OF FUNDS Beginning Fund Balance Designated -----Undesignated ---125 38,138 Total Beginning Fund Balance $ -$ -$ -$ 125 $ 3 8,138 Revenues Taxes -----Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services --2 47,000 247,000 260,920 Other Sources ----1 0,000 Total Revenues $ -$ -$ 2 47,000 $ 247,000 $ 2 70,920 TOTAL SOURCE OF FUNDS $ -$ -$ 2 47,000 $ 247,125 $ 3 09,058 USE OF FUNDS Expenditures Salaries and Benefits --1 0,275 7,987 8,520 Operating Expenditures Materials & Supplies --2 ,200 --Fees & Charges --2 20,000 200,000 230,000 Consultants & Contract Services --1 1,000 1,000 11,000 Meetings, Training, Recruitment --3 ,400 -1 1,400 Fixed Assets -----Internal Service Charges -----Total Expenditures $ -$ -$ 2 46,875 $ 208,987 $ 2 60,920 Operating Transfers Transfer Out -----Total Operating Transfers $ -$ -$ -$ -$ -Ending Fund Balance Designated Designated -----Undesignated --125 38,138 48,138 Total Ending Fund Balance $ -$ -$ 125 $ 3 8,138 $ 4 8,138 TOTAL USE OF FUNDS $ -$ -$ 2 47,000 $ 247,125 $ 3 09,058 SUMMARY OF REVENUES AND EXPENDITURES C -182 279 NON-DEPARTMENTAL SECTION WORKERS COMPENSATION FY 2008/09 OBJECTIVES Training Programs – The City will continue to pursue available opportunities to minimize Workers’ Compensation program costs through promoting safe work practices and employee wellness programs. Staff is coordinating with ABAG to identify grants and training opportunities related to safety and injury/illness prevention. KEY SERVICES • Minimize the City’s exposure to losses through work safety, employee wellness, and ergonomic programs • Coordinate the Worker Compensation Program with third party administrator • Provide timely reporting of employee injury reports • Provide information to employees regarding workers’ compensation insurance Full Time Equivalents (FTE) 2004/05 2005/06 2006/07 2007/08 2008/09 City Staff Funded Funded Funded Funded Funded Administrative Services Director -----City Clerk -----Human Resources Manager ---0 .05 0 .05 Office Specialists I, II, III -----Total FTE's ---0.05 0.05 2004/05 2005/06 2006/07 2007/08 2008/09 Temporary Staff Funded Funded Funded Funded Funded Clerical -----IT Intern -----HR Administrative Assistant ---1 00 -Total Annual Hours ---100 -RISK MANAGEMENT /LIABILITY STAFFING C -183 280 C -184 281 SERIES 2001 GENERAL OBLIGATION BOND DEBT SERVICE FUND The City of Saratoga’s General Obligation Bonds, Series 2001 (Saratoga Library Expansion Project) were issued by the City of Saratoga pursuant to Chapter 4 of Division 4 of Title 4 of the California Government Code, and a resolution of the Saratoga City Council authorizing the issuance of the Bonds. The Bonds were approved by more than two-thirds of the electors of the City voting at a general municipal election held on March 7, 2000. The Bonds were issued to improve, renovate, and expand the Saratoga Community Library and to pay costs of the issuance of the Bonds. Bonds constitute general obligations of the City, and the vote to approve the bond authorized the establishment of a property tax levy to provide funds for debt service payments. The property tax levy is added to Saratoga property owner’s annual property tax bill. The principal and interest on the bonds is payable on February 1 and August 1 of each year, commencing February 1, 2002, and ending ending August 1, 2031. Saratoga uses the Bank of New York Western Trust Company as its fiscal agent to administer the debt servicing of the bonds. To ensure compliance with IRS Code and US Treasury Obligations, NBS Government Services will provide services related to arbitrage rebate calculations and consulting services. NBS will also assist in compliance with the annual disclosure regulations of the SEC continuing disclosure Rule 15c.2-12. BUDGET OVERVIEW The FY 2008/09 budget reflects the estimated total of the Saratoga property owners’ FY 2008/09 property tax levy which is collected along with their annual property taxes. This levy is offset with a slight underfunding of the annual debt service to utilize a portion of the fund balance along the life of the loan. A reserve is maintained in this fund to provide for late or non-payments of property tax levies and to ensure cash is available in the fund for bond payments prior to tax levy receipts.. The fund balance is reduced minimally each year, and will be fully eliminated at the close of the bond debt service in 2031. C -185 282 NON-DEPARTMENTAL SECTION LIBRARY GO BOND DEBT SERVICE 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated -----Undesignated 855,320 865,379 746,556 741,356 741,524 Total Beginning Fund Balance $ 855,320 $ 865,379 $ 746,556 $ 741,356 $ 741,524 Revenues Taxes 1,027,428 883,076 1,015,906 1,014,381 1,010,000 Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services -----Other Sources -----Interest & Rental Income 12,602 16,585 -5,300 5,000 Total Revenues $ 1,040,030 $ 899,661 $ 1 ,015,906 $ 1 ,019,681 $ 1,015,000 TOTAL SOURCE OF FUNDS $ 1,895,350 $ 1,765,040 $ 1,762,462 $ 1 ,761,037 $ 1,756,524 USE OF FUNDS Expenditures Salaries and Benefits -----Operating Expenditures -----Debt Service 1,029,971 1 ,018,484 1 ,021,106 1,019,514 1 ,017,956 Fixed Assets -----Internal Service Charges -----Total Expenditures $ 1,029,971 $ 1,018,484 $ 1,021,106 $ 1 ,019,514 $ 1,017,956 Operating Transfers Transfer Out -----Total Operating Transfers $ -$ -$ -$ -$ -Ending Fund Balance Designated -----Undesignated 865,379 746,556 741,356 741,524 738,568 Total Ending Fund Balance $ 865,379 $ 746,556 $ 741,356 $ 741,524 $ 738,568 TOTAL USE OF FUNDS $ 1 ,895,350 $ 1,765,040 $ 1,762,462 $ 1 ,761,037 $ 1,756,524 SOURCE & USE OF FUNDS C -186 283 NON-DEPARTMENTAL SECTION LIBRARY GO BOND DEBT SERVICE C -187 August August February Fiscal Year Bond Fiscal Interest Annual Interest Interest Annual Debt Principal Year Rate Principal Payment Payment Interest Service Balance @YE Initial Bond Offering at May 9, 2001 --1 5,000,000 2001/02 5.000% --588,942 588,942 588,942 1 5,000,000 2002/03 5.000% 60,000 392,628 391,128 783,756 843,756 1 4,940,000 2003/04 5.000% 245,000 391,128 385,003 776,131 1,021,131 1 4,695,000 2004/05 5.000% 255,000 385,003 378,628 763,631 1,018,631 1 4,440,000 2005/06 5.000% 270,000 378,628 371,878 750,506 1,020,506 1 4,170,000 2006/07 5.000% 280,000 371,878 364,878 736,756 1,016,756 1 3,890,000 2007/08 6.000% 295,000 364,878 356,028 720,906 1,015,906 1 3,595,000 2008/09 6.000% 310,000 356,028 346,728 702,756 1,012,756 1 3,285,000 2009/10 6.000% 330,000 346,728 336,828 683,556 1,013,556 1 2,955,000 2010/11 6.000% 350,000 336,828 326,328 663,156 1,013,156 1 2,605,000 2011/12 6.000% 370,000 326,328 315,228 641,556 1,011,556 1 2,235,000 2012/13 5.000% 395,000 315,228 305,353 620,581 1,015,581 1 1,840,000 2013/14 5.000% 415,000 305,353 294,978 600,331 1,015,331 1 1,425,000 2014/15 5.000% 435,000 294,978 284,103 579,081 1,014,081 1 0,990,000 2015/16 5.000% 455,000 284,103 272,728 556,831 1,011,831 1 0,535,000 2016/17 5.000% 440,000 272,728 261,728 534,456 974,456 1 0,095,000 2017/18 5.000% 460,000 261,728 250,228 511,956 971,956 9 ,635,000 2018/19 5.000% 485,000 250,228 238,103 488,331 973,331 9 ,150,000 2019/20 5.000% 510,000 238,103 225,353 463,456 973,456 8 ,640,000 2020/21 5.125% 535,000 225,353 211,644 436,997 971,997 8 ,105,000 2021/22 5.125% 565,000 211,644 197,166 408,809 973,809 7 ,540,000 2022/23 5.125% 590,000 197,166 182,047 379,213 969,213 6 ,950,000 2023/24 5.125% 625,000 182,047 166,031 348,078 973,078 6 ,325,000 2024/25 5.250% 655,000 166,031 148,838 314,869 969,869 5 ,670,000 2025/26 5.250% 690,000 148,838 130,725 279,563 969,563 4 ,980,000 2026/27 5.250% 730,000 130,725 111,563 242,288 972,288 4 ,250,000 2027/28 5.250% 765,000 765,000 111,563 91,481 203,044 968,044 3 ,485,000 2028/29 5.250% 805,000 91,481 70,350 161,831 966,831 2 ,680,000 2029/30 5.250% 850,000 70,350 48,038 118,388 968,388 1 ,830,000 2030/31 5.250% 890,000 48,038 24,675 72,713 962,713 9 40,000 2031/32 5.250% 940,000 24,675 -24,675 964,675 -TOTALS 15,000,000 7,480,416 7,676,730 15,157,146 30,157,146 Total Bond Principal 15,000,000 Total Bond Interest 15,157,146 Total Cost of Bond 30,157,146 2001 Series General Obligation Bonds Debt Schedule 284 NON-DEPARTMENTAL SECTION LIBRARY GO BOND DEBT SERVICE C -188 285 LIBRARY CAPITAL IMPROVEMENT TRUST FUND The Library Capital Improvement Trust Fund accounts for the remaining bond proceeds from the sale of the 2001 Library General Obligation Bonds. These Trust Fund monies are not City funds; the City merely acts in a fiduciary capacity to administer the use of these funds in accordance with the bond issuance. The Library Bond passed by voters in March 2000 specified the bond’s proceeds be used to improve, renovate, and expand the Saratoga Community Library and to pay costs of the issuance of the bonds. Funds cannot be used for annual maintenance, administrative expenses, furniture, fixtures, library equipment, or staffing costs. With bond funds remaining after the Library Building renovation was completed, bond counsel clarified that the remaining funds could be used for improvements to the Library building or site with a life of more than a year. A Citizen’s Oversight Committee was required by the bond measure to ensure that Library renovation and expansion funds are used in accordance with the intention of the voters. After the building was primarily completed, the Citizen’s Oversight Committee was disbanded. In FY 2006/07, the Library Commission accepted the duties of the Citizen’s Oversight Committee as part of the Library Commission function. These duties require the review and approval of staff’s proposed capital improvement projects and contract costs, for budget approval by the City Council. BUDGET OVERVIEW The FY 2008/09 budget reflects anticipated interest earnings of $19,500, and estimated project expenditures of $50,000. The Library Commission approved staff’s recommendations to budget the following capital maintenance projects: • $20,000 for lighting improvements • $20,000 for lobby & café improvements • $10,000 for project contingency funds The City’s Facilities Manager provides project oversight and coordination of these planned projects as the Library is a City owned building, and expects to finalize the identified projects in FY 2008/09, with the contingency contingency funds utilized only on an as needed basis, with approval from the Library Commission. C -189 286 NON-DEPARTMENTAL SECTION LIBRARY CAPITAL IMPROVEMENT TRUST FUND 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated -----Undesignated 766,144 7 04,004 6 84,554 642,554 639,272 Total Beginning Fund Balance $ 766,144 $ 704,004 $ 684,554 $ 642,554 $ 639,272 Revenues Fees, Licenses and Permits -----Intergovernmental Revenues -----Charge for Services -----Other Sources -----Interest Income 14,215 19,424 1 5,000 1 9,500 19,500 Total Revenues $ 14,215 $ 19,424 $ 15,000 $ 1 9,500 $ 19,500 TOTAL SOURCE OF FUNDS $ 780,359 $ 723,428 $ 699,554 $ 6 62,054 $ 658,772 USE OF FUNDS Expenditures Salaries and Benefits -----Operating Expenditures Materials & Supplies 2,485 ----Fees & Charges -----Consultants & Contract Services 73,870 38,874 5 7,000 2 2,782 50,000 Meetings, Training, Recruitment -----Fixed Assets -----Internal Service Charges -----Total Expenditures $ 76,355 $ 38,874 $ 57,000 $ 2 2,782 $ 50,000 Operating Transfers Transfer Out ------Total Operating Transfers $ -$ -$ -$ -$ -Ending Fund Balance Designated -----Undesignated 704,004 6 84,554 6 42,554 639,272 608,772 Total Ending Fund Balance $ 7 04,004 $ 684,554 $ 642,554 $ 639,272 $ 608,772 TOTAL USE OF FUNDS $ 780,359 $ 723,428 $ 699,554 $ 6 62,054 $ 658,772 SOURCE & USE OF FUNDS C -190 287 KSAR COMMUNITY ACCESS TELEVISION TRUST FUND The KSAR Community Access Television (CATV) Trust Fund accounts for funds deposited with the City by the CATV Foundation Board, and held in trust for investment purposes. The CATV funds on deposit are included in the City’s investment portfolio, and accrue interest at the same rate as the rest of the City’s deposits, but are not considered City Funds. BUDGET OVERVIEW The FY 2008/09 budget reflects revenues received under the new State based cable contracts which allocates 1% of cable revenues to the local community public television foundation. In Saratoga, both Comcast and AT&T provide cable services to the community. AT&T is already under the State’s 1% allocation rule, whereas Comcast’s current contract does not expire until September 30, 2008. As a result, Comcast franchise fee budgeted revenues represent only ¾ of the fiscal year. Franchise Fee revenues are expected to provide almost $40,000 in FY 2008/09. In addition, KSAR receives 1% of AT&T’s Voice Over Internet Protocol (VOIP) fees, which is expected to bring in about $1,000. In addition to the revenues, interest earnings based on fund balance and current interest rates is expected to bring in approximately $2,000 over the next year. As these Franchise Fee revenues are expected to be a major funding source for KSAR over the next year, the full amount of KSAR’s revenue earnings of $42,500 is budgeted for withdrawal (as needed) in FY 2008/09, for transfer to their operations account. C -191 288 NON-DEPARTMENTAL SECTION KSAR TRUST FUND 2005/06 2006/07 2007/08 2007/08 2008/09 Actuals Actuals Adjusted Estimated Proposed SOURCES OF FUNDS Beginning Fund Balance Designated -----Undesignated 74,064 61,531 6 4,862 6 7,362 39,262 Total Beginning Fund Balance $ 74,064 $ 61,531 $ 64,862 $ 6 7,362 $ 39,262 Revenues Taxes ----40,500 Fees, Licenses and Permits -159 ---Intergovernmental Revenues -----Charge for Services -----Other Sources -----Rentals & Interest Income 2,467 3,172 2,500 1,900 2 ,000 Total Revenues $ 2,467 $ 3,331 $ 2,500 $ 1 ,900 $ 42,500 TOTAL SOURCE OF FUNDS $ 76,531 $ 64,862 $ 67,362 $ 69,262 $ 81,762 USE OF FUNDS Expenditures Salaries and Benefits -----Operating Expenditures -----Fixed Assets 15,000 ----Funds (Addition)/Withdrawal ---3 0,000 42,500 Total Expenditures $ 15,000 $ -$ -$ 30,000 $ 42,500 Operating Transfers Transfer Out -----Total Operating Transfers $ -$ -$ -$ -$ -Ending Fund Balance Designated -----Undesignated 61,531 64,862 6 7,362 3 9,262 39,262 Total Ending Fund Balance $ 61,531 $ 64,862 $ 67,362 $ 3 9,262 $ 39,262 TOTAL USE OF FUNDS $ 76,531 $ 64,862 $ 67,362 $ 69,262 $ 81,762 SOURCE & USE OF FUNDS C -192 289 Capital Improvement Plan PROGRAM PURPOSE The City of Saratoga’s FY 2008/09 – 2012/13 Capital Improvement Plan (CIP) represents an ongoing process through which the City identifies, prioritizes, and develops a multi-year plan for major capital expenditures and their associated funding sources, to improve and maintain the City of Saratoga’s roadways, parks, facilities, and other infrastructure. Generally CIP improvements are major expenditures that have a multi-year life, and result in becoming City assets. As a city is comprised of various types of infrastructure, the CIP is structured under four separate program areas, in which projects are categorized by infrastructure type. This includes a Streets Program, and Parks & Trails Program, a Facilities Program, and an Administrative Improvements Program. The discrete program areas allow for further sub-classifications of projects the City is undertaking, and the tracking of resources expended for these purposes. The four program areas are structured as follows: follows: • Streets Program – includes projects which develop and maintain the City’s roadway system to provide safe and efficient traffic flows while minimizing traffic movement and noise through residential neighborhoods; street lighting for traffic safety at intersections and throughout public streets; infrastructure development and maintenance of street surfaces, storm drain systems, curbs, gutters and sidewalks; and roadway landscaping to maintain the quality streetscapes of the Saratoga community. Gas Tax Fund revenues and Road Impact Fees are dedicated funding sources for the Streets Program, with revenues of approximately $1 million per year. Funding for projects may also come from prior year General Fund savings, from development projects requiring mitigation of impacts, from partnerships with other jurisdictions, or from federal, state, and local grants as either part of a statewide initiative or through grant applications based on specific City projects. • Parks & Trails Program -includes projects projects to develop and improve parks and sport fields, park structures, trails, the city plaza, and citywide tree planting. Dedicated funding for the Parks Program includes a Park Development Fee collected when development subdivides lots, and from Tree Fines collected from un-permitted or illegal tree removals. Funding may also come from prior year General Fund savings, from grants and park bond funds, and from donations. Park projects may, on occasion, include community volunteer services for minor construction and clean-up projects. D -1 • Facilities Program -includes projects for purchasing, constructing or making capital repairs to City buildings, structures, and equipment. City buildings include the Civic Center and Chamber/Theater Building, the Senior/Community Center and auxiliary structures, the Corporation Yard and structures, the North Campus, the Historical Buildings including the Saratoga Museum, the McWilliams House, and the Book-Go-Round. There is no designated funding for this program, and any allocations generally come from General Fund prior year savings or grant funds applied to qualified improvements, such as Community Development Block Grant funds for ADA improvements. 290 ?? CAPITAL IMPROVEMENT PLAN ?? • Administrative Improvements Program – includes projects which provide operational efficiencies and improvements in the administration of City services. Administrative Improvement projects are typically major expenditures for new systems or system upgrades, new technology equipment or services, and non-recurring operational improvement projects. Revenues for administrative projects may come from the City’s Internal Service Replacement Funds, from grants, or from prior year General Fund savings. PROGRAM PROCESS The City’s standard definition of a Capital Improvement Plan (CIP) project is for the construction, acquisition, rehabilitation, or non-routine maintenance work that generally costs $25,000 or more with a minimum useful life of 5 years at a fixed location. The CIP endeavours to identify all capital improvements needed within the next five years, with cost estimates based on current year dollars. Estimates for carryover projects are updated as necessary to a recent estimates based upon current design specifications. Equipment, operating, and maintenance costs incurred as an outcome of CIP projects are to be identified and included in the operating budget. Under direction from the City Manager, the Public Works Department took the lead in the preparation of the projects for consideration in the current Capital Improvement Plan. In coordination with other departments, proposed capital improvement projects and funding sources are reviewed to ensure the City’s priorities are addressed, and the proposed CIP budget is then presented to the Planning Commission to ensure that the projects are consistent with the City’s General Plan. Upon the Planning Commission’s approval, the CIP is presented to the City Council for direction and approval. The FY 2008/09 update of the CIP budget reflects the City’s capital projects plan and current status, with budgeted revenues and estimated unexpended fund balances at the beginning of the fiscal year. D -2 291 Streets Program The Capital Improvement Plan’s Streets Program provides for a safe and functional roadway and pedestrian street system. Projects within the Street Program are classified by their primary scope of work into five project categories: • Street Repair & Resurfacing Projects • Roadway Safety Improvements • Landscape & Beautification Improvements • Sidewalks, Curbs & Storm Drains • Bridge & Retaining Wall Projects Street Repair & Resurfacing Projects – consist of projects which primarily repave and improve roadway surfaces. Projects include a general resurfacing project that provides annual funding for neighborhood, collector, and arterial street improvements on a priority basis. Funding is added to the ongoing project each year as available. Individual Street Repair & Resurfacing projects may be set up when specific roadway grants are provided for specifically identified bodies of work. Roadway Safety Improvements – include projects that improve roadway safety factors. Projects include a general Traffic Safety project for small items directed by the Traffic Safety Commission; ADA projects for accessibility enhancements such as curb ramps and audible signals; railroad crossing improvements, radar feedback signs, and larger safety projects such as the bicycle and pedestrian safety improvements made to Highway 9. Landscape & Beautification Improvements – is a category for projects which improve the visual component of streets. This includes projects for median landscape improvements, city entrance signs, tree lighting, sidewalk furniture and accessories such as trash receptacles and news rack stands. Sidewalk, Curbs & Storm Drains – is comprised of sidewalk improvements and repair projects, curb, gutter, and storm drain improvements, and pedestrian improvement projects. These projects are both general and specific, depending on funding sources. Bridge & Retaining Wall Projects – contain projects that repair, replace, or rehabilitate a deficient bridge structure or a retaining wall structure. Bridge structures falls under the guidance of federal and state regulations, and are often funding by these regulatory agencies, such as Caltrans or the Federal Highway Bridge Replacement and Rehabilitation Program (HBBR). The schedule on the following page lists the City’s FY 2008/09 Streets Program capital projects and their currently funded status. D -3 292 ?? CAPITAL IMPROVEMENT PLAN ?? STREETS PROGRAM FY 2007/08 FY 200809 FY 2008/09 Estimated Total New Project End Balance CIP Fund Grants Gas Tax In Lieu Fees Transfers Funding Budget Annual Street Resurfacing Project 594,512 300,000 778,629 576,000 474,000 (106,000) 2,022,629 2,617,141 Annual Street Restriping & Signage ----65,000 -65,000 65,000 Traffic Safety 25,951 ------25,951 Highway 9 Safety Project (Phase I) 58,960 ------58,960 Highway 9 Safety Project (Phase II) 1,020,000 ------1,020,000 ADA Accessible Signals 74,526 -55,600 ---55,600 130,126 Saratoga Sunnyvale Rd ADA Curb Ramps 54,784 -764 ---764 55,548 Highway 9 /Oak Street Pedestrian Sign 4,309 ------4,309 Solar Radar Feedback Signs 9,964 ------9,964 Cox Avenue Railroad Crossing 69,044 ------69,044 Village News Rack Enclosures 27,536 ------27,536 Village Façade Program 19,430 ------19,430 Median Landscape & Irrigation 2,638 ------2,638 Village Side Street Tree Lighting 31,965 ------31,965 Prospect Road Medians 9,659 ------9,659 City Entrance Sign/Monument 23,788 ------23,788 --Annual Sidewalk Repair 98,980 ------98,980 El Quito Curb & Gutter 18,195 ------18,195 Sobey Road Culvert Repair 150,000 ------150,000 Village Pedestrian Enhancements 540,000 ------540,000 Village Sidewalk, Curb & Gutter Repairs 553,452 ------553,452 Saratoga Avenue Sidewalk 42,489 ------42,489 Saratoga Sunnyvale Rd Sidewalk 57,224 ------57,224 Fourth Street Bridge 587,000 ------587,000 Quito Road Bridge Replacement -Design 9,730 ------9,730 Quito Road Bridge Replacement -Construction 2,978,000 ------2,978,000 TOTALS 7,062,136 300,000 834,993 576,000 539,000 (106,000) 2,143,993 9,206,129 Street Repair & Resurfacing Projects STREET IMPROVEMENT PROJECTS Roadway Safety Improvements FY 2008/09 FUNDING Sidewalks, Curbs & Storm Drains Landscape & Beautification Improvements Bridge and Retaining Wall Projects D -4 293 Parks & Trails Program The Capital Improvement Plan’s Parks & Trail Program provides for capital improvements to the City of Saratoga’s neighborhood and city parks and plaza, sports fields, bike and pedestrian trails, and open space areas throughout the city,. Projects within the Parks & Trail Program are classified as General Repairs and Maintenance Projects, City, Neighborhood, or Sport Park Projects, or Trail and Open Space Projects. Within the project classification, the projects are sub-classified by site. This structure allows for the tracking of resources by individual park, trail, or open space area, and by specific project work completed. In summary the Parks & Trails Program categories are: • General Repairs & Maintenance • City Parks • Neighborhood Parks • Sport Parks & Facilities • Trails & Open Space General Repairs & Maintenance – this classification includes a general park and trail repair project to provide for minor projects that are not funded for specific bodies of work to an individual site. This could include fence repairs or improvements, tree removals, park furniture and equipment, lighting, irrigation enhancements, structure repairs, or any various minor improvements that arise. This category also includes the Citywide Tree Replanting project which is funded through tree fines and used for tree planting and irrigation throughout the city. City Parks – includes projects which improve the larger parks which draw the entire community. This includes Wildwood Park, Hakone Gardens, Heritage Orchard Park, Blaney Plaza and the Historical Park. Neighborhood Parks -this classification is comprised of projects for the City’s smaller parks located within neighborhoods. This includes Azule Park, Beauchamps Park, Bellgrove Park, Brookglen Park, Foothill Park, Gardiner Park, Kevin Moran Park, and Ravenswood Park. Sport Parks & Facilities Projects -is for improvement projects at the City’s larger sport fields. These sites include Congress Springs Park, El Quito Park, and West Valley Soccer Fields. Trails & Open Space Projects – At this point, City trails include Calabazas Creek Trail, Carnelian Glen Trail, San Marcos Open Space Trail, De Anza Trail, Teerlink Ranch Trail, and Trail Segment #3. The schedule on the following page lists the City’s FY 2008/09 Parks & Trails Program capital projects and their currently funded status. D -5 294 ?? CAPITAL IMPROVEMENT PLAN ?? PARKS & TRAILS FY 2007/08 FY 200809 FY 2008/09 Estimated Total New Project End Balance CIP Fund Grants Gas Tax In Lieu Fees Transfers Funding Budget Ravenswood Playground Improvements 55,000 ------55,000 Beauchamps Playground Improvements 13,362 ------13,362 Wildwood Park -Water /Seating 7,198 ------7,198 Historic Park -Landscaping 37,200 ------37,200 Hakone Gardens Driveway & Retaining Wall 142,829 ------142,829 Hakone Gardens Matching Contribution 250,000 ------250,000 Wildwood Park Improvements 7,729 ------7,729 Kevin Moran Park -Improvements 1,345,473 ------1,345,473 West Valley College Soccer Fields 169,804 ------169,804 El Quito Park Improvements 121,316 ------121,316 Carnelian Glen Trail Foot Bridge 15,097 ------15,097 De Anza Trail 1,662,381 ------1,662,381 Heritage Orchard Path 24,906 ------24,906 Trail Segment #3 Repair 7,912 ------7,912 Teerlink Ranch Trail Repair 22,242 ------22,242 San Marcos Open Space Trail 980 ------980 Calabazas Creek Trail (Unfunded $55,600) ---------Park Tax In Lieu Fund -Unallocated 1,188 ------1,188 CityWide Tree Replanting 145,889 ------145,889 Park & Trail Repairs 21,130 ------21,130 TOTALS 4,051,637 ------4,051,637 PARK & TRAIL IMPROVEMENT PROJECTS FY 2008/09 FUNDING Citywide Projects (Not-site specific) Trail Projects Park Projects D -6 295 Facility Improvement Program The Capital Improvement Plan’s Facility Improvement Program provides for capital improvements to the City of Saratoga’s buildings and structures throughout the city. Projects in the Facility Program are classified by site, to capture both funding resources and site improvement information. There are further sub-classifications by building within these sites. In summary the Facility Improvement Program categories are: • Civic Center • North Campus • Village Historical Park Civic Center – this site classification includes the Administration Building, Development /Engineering Building, Theater/Chamber Building, Recreation/Senior Center Buildings, and the Corporation Yard. North Campus – is comprised of the Administration Building, Fellowship Hall, Education Buildings, and the Sanctuary. This sub-classification also includes any grounds works associated with the site. Village Historical Park – is the collection of City owned historical buildings located downtown in the village, off Saratoga-Los Gatos Road. This includes the Saratoga Museum, the Book-Go-Round, and the McWilliams House. All three buildings are occupied by community based organizations; however the city still bears some maintenance responsibilities. The schedule below lists the City’s FY 2008/09 Facility Program capital projects and their currently funded status. FY 2007/08 FY 200809 FY 2008/09 Estimated Total New Project End Balance CIP Fund Grants Gas Tax In Lieu Fees Transfers Funding Budget Civic Center Improvements 26,179 ------26,179 Warner Hutton House Improvements 5,867 ------5,867 Annual Facility Improvement Projects 87,587 100,000 ----100,000 187,587 CDBG -ADA Compliant Theater Seating --6,225 ---6,225 6,225 -North Campus Improvements 195,446 ------195,446 North Campus Building Demolition ----------Book-Go-Round -Fire Alarm 6,262 ------6,262 Museum & McWilliams Alarm Systems 18,088 ------18,088 Saratoga Museum ADA Ramp --16,882 ---16,882 16,882 TOTALS 339,429 100,000 23,107 ---123,107 445,654 FY 2008/09 FUNDING Village Historical Buildings Civic Center Improvements FACILITY IMPROVEMENT PROJECTS North Campus Improvements D -7 296 ?? CAPITAL IMPROVEMENT PLAN ?? FACILITIES PROGRAM D -8 297 Administrative Improvements Program The Capital Improvement Plan Administrative Improvement Program provides for major capital expenditures to improve administrative systems, processes, or functions. At this point, the Administrative Improvement Program is limited to one category: • Information Technology Projects Information Technology Projects – is comprised of improvement projects which provide operational efficiencies utilizing Information Technology. Currently, projects include the Financial System upgrade, the document imaging projects, and currently proposed for FY 2008/09, the website upgrade project. The schedule below lists the City’s FY 2008/09 Facility Program capital projects and their currently funded status. FY 2007/08 FY 200809 FY 2008/09 Estimated Total New Project End Balance CIP Fund Grants Gas Tax In Lieu Fees Transfers Funding Budget Financial System Upgrade 69,964 ------69,964 Document Imaging Project -PW 92,731 ------92,731 Document Imaging Project -CDD --------Website Development Project --------TOTALS 162,695 ------162,695 Information Technology Projects ADMINISTRATIVE PROJECTS FY 2008/09 FUNDING D -9 298 ?? CAPITAL IMPROVEMENT PLAN ?? ADMINISTRATIVE IMPROVEMENTS PROGRAM D -10 299 SARATOGA CITY COUNCIL MEETING DATE: May 21, 2008 AGENDA ITEM: DEPARTMENT: City Manager CITY MANAGER: Dave Anderson PREPARED BY: Richard Taylor DIRECTOR: Dave Anderson ____________________________ SUBJECT: Approval of an ordinance regarding supervision by parent or guardian of alcoholic beverage possession or consumption by persons under twenty-one and imposing a fee for the costs of providing a second police response to public disturbances. RECOMMENDED ACTION: ?? Introduce and waive the first reading of the attached ordinance regarding supervision of certain social gatherings and cost recovery for public disturbances requiring a second police response and direct staff to place the matter on the consent calendar at the next City Council meeting. BACKGROUND: A number of jurisdictions in Santa Clara County have been reviewing and updating their codes with respect to rules applying to parental responsibility for supervision of underage drinking and cost recovery for public disturbances requiring a second police police response. These issues are currently addressed in sections 6-15.120 and 6-15.130 of the Saratoga City Code. In the interest of promoting a uniform standard in the region, this report recommends minor amendments to the City Code to ensure that it conforms to other codes in the area. DISCUSSION: The City Code contains provisions that require any person under the age of 21 to be supervised by his or her parent or guardian when possessing or consuming alcoholic beverages and prohibit social gatherings where persons under the age of 21 possessing or consuming alcoholic beverages are not supervised by their parents. In addition, the Code authorizes the City to collect the costs of a second police response to a disturbance that is a threat to the public peace, health, safety or general welfare. The attached ordinance would make minor amendments to the City Code to bring it in conformity to comparable provisions in the Los Gatos and Monte Sereno Codes. This would help avoid confusion as to the standards applicable to social gatherings in the area. 300 2 FISCAL IMPACT: Although the current code authorizes cost recovery, by adopting provisions comparable to other jurisdictions in the area the amendments could streamline efforts to collect costs incurred in connection with second police responses. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The Code would not be amended. ALTERNATIVES: Santa Clara County is considering a comparable ordinance that would address a broader array of disturbances. The ordinance is under discussion and is expected to be considered by the Board of Supervisors this summer. The City could wait and conform its ordinance to the form ultimately adopted by the County. FOLLOW-UP ACTIONS: Place ordinance on consent calendar at next regular Council meeting. ATTACHMENTS: 1. Ordinance. 301 ORDINANCE __________ An Ordinance Amending the Saratoga Municipal Code to amend and clarify existing provisions of the City Code requiring supervision by parent or guardian of alcoholic beverage possession or consumption by persons under twenty-one and imposing a fee for the costs of providing a second police response to public disturbances posing a threat to the public peace, health, safety or general welfare. THE CITY COUNCIL OF THE CITY OF SARATOGA DOES ORDAIN AS FOLLOWS: WHEREAS, the City of Saratoga wishes to discourage underage drinking and to hold the hosts of parties constituting a public disturbance who fail to respond to police directions such that a second response is required responsible for the costs to the community. THEREFORE the City Council hereby ordains as follows: Section 1. Adoption. The Saratoga City Code is hereby amended as set forth below. Words shown in bold underlined text (example) are added to the code and words shown in strikeout (example) are added to the code. Words in standard font are unchanged from the existing Code. A. Section 6-15.120 of the City Code is amended as follows: 6-15.120 Certain social gatherings unlawful. Supervision by parent or guardian of alcoholic beverage possession or consumption by persons under twenty-one. (a) No person under the age of twenty-one (21) years shall have in his or her possession possess or consume any alcoholic beverage at any place not open to the public, unless that person is being supervised by his or her the person’s parent or legal guardian. (b) No person shall suffer, permit, allow, or host a social gathering at his or her the person’s place of residence where one (1) or more persons under the age of twenty-one (21) years are present and alcoholic beverages are in the possession of, or being consumed by, any person under the age of twenty-one (21) years and there who is not being supervised no supervision by his or her the parent or legal guardian of each of the participants under the age of twenty-one (21). (c) Any violation of person violating this Section shall constitute section is guilty of a misdemeanor. B. Section 6-15.120 of the City Code is amended as follows: 6-15.130 Disturbance requiring a second police response. 1 302 (a) When Where a disturbance occurs at a premises which is determined by a police officer to constitute and a police officer at the scene determines that there is a threat to the public peace, health, safety or general welfare, and a second response by police personnel to such disturbance is made, the police personnel utilized during the second response shall be deemed to be on special security assignment over and above the services normally provided. The the person in charge of the premises and the person responsible for the event, or, if either of those persons is a minor, then the parents or legal guardians of that minor, shall will be held jointly and severally liable for the cost of providing police personnel on special security assignment, such cost to be determined according to rates and charges as established from time to time by resolution of the City Council. over and above the services normally provided by the police. The police personnel utilized during a second response after the first warning to control the threat to the public peace, health, safety or general welfare shall be deemed to be on special security assignment over and above the services normally provided. The costs of such special security assignment shall include the costs of police response, damage to City property and injuries to City personnel. (b) This section shall not impose a requirement of a second response by police to a disturbance where a determination is made that termination of the disturbance is necessary on the first response to keep the peace and ensure the health, safety and general welfare of the public. The fees imposed for a second response to such a disturbance will be established by the City Council by resolution. (c) References to “police” in this Code refer to all deputies of the County Sheriff performing police services in the City. Section 2. Publication. This ordinance or a comprehensive summary thereof shall be published in a newspaper of general circulation of the City of Saratoga within fifteen days after after its adoption. The foregoing ordinance was introduced and read at the regular meeting of the City Council of the City of Saratoga held on the 21st day of May, 2008, and was adopted by the following vote following a second reading on the 5th day of June, 2008: COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: ATTEST: _________________________________ _____________________________ Ann Waltonsmith, Ann Sullivan, MAYOR OF THE CITY OF SARATOGA ACTING CLERK OF THE CITY OF SARATOGA APPROVED AS TO FORM: 2 303 3 __________________________________ Richard Taylor, CITY ATTORNEY 304 SARATOGA CITY COUNCIL MEETING DATE: May 21, 2008 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: John Cherbone DIRECTOR: John Cherbone Public Works Director Public Works Director SUBJECT: Relocation of Coast Live Oak Tree from the Heritage Orchard to West Valley College RECOMMENDED ACTION: Accept report and provide direction to staff. REPORT SUMMARY: Background At the March 20, 2002, City Council Meeting, Council directed that a Coast Live Oak Tree be relocated from the Heritage Orchard to the Gateway to be planted at the corner of Saratoga-Sunnyvale and Prospect Roads (See Attached 2002 Staff Report and Minutes). Subsequently, when the bids were received for the Gateway Improvement Project, it was determined that relocation of the oak tree to the Gateway would be cost prohibitive due to low hanging PG&E wires at various locations along the relocation route that would have to be moved. More recently, West Valley College indicated that as part of their Campus Improvement Plan they would fund the relocation of the oak tree to the campus to be the signature tree for their new main entrance improvement project. Discussion Because a previous City Council approved the relocation of the tree, staff requests that this City Council provide direction to staff about whether relocation is still desired. The Heritage Preservation Commission discussed this issue at their last regular meeting and recommended that if the Council decided to relocate the oak tree, that a plaque be erected memorializing the tree by indicating that it came from the City’s Heritage Orchard. West Valley College has agreed to do this. Page 1 of 2 305 Page 2 of 2 West Valley College is scheduled to present plans aimed at improving access to the College to the Council during the Presentation Section of this agenda. The proposed improvements include modifications to their main Fruitvale and Allendale Avenue entrances, landscape median improvements on Fruitvale, and the proposed location of the Heritage Orchard oak tree, if relocation is approved. FISCAL IMPACTS: If the City Council decides to relocate the oak tree, new fruit trees will be planted to fill the void and irrigation will be installed. The cost for this work will be approximately $1,500, which can be funded out of the Public Works Department without any amendments to the existing budget. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A. ALTERNATIVE ACTION: None in addition to the above. FOLLOW UP ACTION: If the City Council directs staff to have the oak tree relocated to West Valley College, staff will work with the College to ensure that the tree is prepared for relocation as specified in a report prepared by Barrie Coates. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1. March 20, 2002 City Council Report and Minutes 2. Location Map of Heritage Orchard Oak Tree 306 307 308 309 310 PROPOSED OAK TREE TO BE RELOCATED Fruitvale Avenue ± 311 SARATOGA CITY COUNCIL MEETING DATE: May 21, 2008 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Kristin Borel DIRECTOR: John Cherbone Public Works Analyst SUBJECT: Bus Shelter Feasibility RECOMMENDED ACTION: Receive report and provide direction to staff. REPORT SUMMARY: The Mayor asked staff to research information pertaining to the feasibility of installing covered bus shelters in the City. The Santa Clara County Valley Transportation Authority (VTA) was contacted in an effort to obtain information for covered bus shelters with advertising versus covered bus shelters without advertising. Also contacted was Clear Vision, the advertising company the VTA has contracted with to provide the shelters. The VTA presently has a contract with Clear Vision for the installation and maintenance of the bus shelters. The contract will expire in eighteen months, and according to the company no new agreements for shelters will be accepted under this contract. VTA plans to conduct an RFP for the next contract and the City can then apply with the new company to discuss options and locations for new bus shelters, if it decides to do so. Some of the criteria for consideration in the program includes; traffic volume, bus ridership and proximity to commercial areas. VTA indicated that they did not consider locations close to schools because of the increased maintenance cost due to vandalism. If the City were to enter into the program, an assessment of possible locations would be undertaken with the new company. Under the current contract is a provision stating that 75% percent of the shelters installed in a jurisdiction are required to have advertising and 25% are not required to have advertising. Clear Vision shares the advertising revenue with the City, the minimum amount being $50.00 per month per shelter, and will be adjusted upwards with anticipated increases in exposure and traffic volume. It is important to note that the bus shelters at the Kerful Cleaners and the Argonaut Center were custom built and are not offered through the VTA program. Attachment 1 contains photos of a typical shelter with advertising. If the City were to consider applying for bus shelters under the VTA program, the City would need to make site improvements for the bus stops. Concrete pads and electricity (a proposed project in the CIP) would need to be brought to the site before VTA would consider the stops Page 1 of 2 312 Page 2 of 2 eligible for their program. In addition, ADA improvements would need to be incorporated into the plan. A schematic of typical bus stop configurations are shown in Attachment 4. Staff requests direction from the City Council on the following: ?? What is the Council’s direction about allowing advertising on bus shelters in the City? ?? Is the City willing to fund site improvements at bus stops so that they could receive free shelters that contain advertising from VTA? FISCAL IMPACTS: Dependant upon Council direction. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): None. ALTERNATIVE ACTION (S): None in addition to the above. FOLLOW UP ACTION(S): None. ADVERTISING, NOTICING AND PUBLIC CONTACT: None. ATTACHMENTS: 1. Photo of typical shelters with advertising 2. Bus stop map of Saratoga 3. List of Saratoga bus stops and rider information 4. Bus stop specifications 313 314 $$ $ $$$$ $$$$ $ $$$ $$ $$ $ $$ $$ $$ $$ $$$ $$ $$ $$ $ $ $ $ $$ $$ $ $ $ $ $ $$$$ $$ $ $ $ $ $ $ 85 (WEST VALLEY) UP UNNAMED ROAD VINEYARD FARR RANCH SARAHILLS MAURICE CHESTER SARAGLEN ALTURA VIST ON-RAMP CARNIEL FRUITVALE SARATOGA HILLS SHADOW OAKS LANARK OFF-RAMP MERRIBROOK MORE BROOKVALE PURDUE SWARTHMORE VANDERBILT BROOK GLEN COX ALEX CRAYSIDE SCULLY WILLIAMSBURG OBRAD PRINCE BLAUER ENGLISH KINGSTON LEONARD MELLOWOOD CABERNET THELMA BONNIE RIDGE CHALET MARILLA OKANOGAN CAMBRIDGE DUVALL CANYON VIEW LADO MOSSBROOK BANNOCK EDINBURGH MONTROSE HAYFIELD CLEMSON LUTHERIA DOUGLASS BAYLOR DEER CANYON AFTON MILLER MARTHA HALIFAX MICHAELS RAVENWOOD LANTANA MCFARLAND TISDALE KILBRIDE GLEN BRAE ELVA BERWICK PARAMOUNT DANROMAS PROSPECT CASITAS BULEVAR BROOKWOOD CHIQUITA SAN MARCOS MATTSON MARSHALL DEVON ATHERTON ARCADIA PALMS SARATOGA VISTA BEAUMONT GRIMSBY LYLE TILBURY MADOC STELLING QUITO EVANS NORTHAMPTON NORWICH SHORT HILL PUEBLO CANDY GOLETA MILJEVICH BONNET CRAIGEN PALO SANTO VIEWOAK PAUL MEADOW OAK TITUS WOODSIDE BEAUCHAMPS MARGUERITA ARROYO DE ARGUELLO SOBEY MEADOWS MCCOY SARATOGA HERRIMAN CAMEO OLD WOOD BUCKHAVEN SURREY MYREN PIERCE MELINDA SARATOGA SUNNYVALE SOBEY CASA BLANCA ARROYO SPAICH DONEGAL MADRONAS FALLBROOK BOYCE CAMPBELL GLASGOW TIERRA WESTON TAOS VERWOOD HAMILTON TRICIA RONNIE PINEMONT WESTMONT CAMROSE CHARTERS KNOLLWOOD OAKHAVEN FOOTHILL ARGONAUT CHERRY DATORO RIORDAN DEHAVILLAND MAROEL TAMIE HARVEST CERRO ARLEEN FLORES ALLENDALE LARGA COLUSA TERRENCE VIEWRIDGE CLARKSPUR OLD TREE SARATOGA GLEN CHAPARRAL ELWOOD ELMAR BARCO ALTA VISTA RUSSELL BLANEY RADOYKA MCCULLOCH BROOKVIEW TIBERAN DEBBIE HILLMOOR REAL ARRIBA TACUBA BUCKNALL MCDOLE VILLARITA IVY HEATH HARLEIGH CASTRO YORKTON WEST VIEW PORTOS TESORO ALTO OLIVOS WARDELL SQUIREDELL BEARDEN MARION OAK HOLLOW BROOKGLEN RANCHERO KIRKMONT DE SANKA ZORKA LOS OLIVOS LOS FELICE REGINA FREDERICKSBURG DAGMAR ORCHARD PALMTAG ASTER DE ANZA VAN DUSEN SARATOGA CREEK WENDY PARKWEST BIG BASIN TRACEL GRANDE WOODGLEN REID LAGO ATRIUM SQUIRREL HOLLOW LOS PATIOS CHATEAU SEVILLA MALCOM PARK EL OSO PADERO BARNHART MONTREAL GRANADA LJEPAVA SARATOGA VILLA HOLIDAY SEA GULL VERONICA META BLACK WALNUT LEEDS WEDGEWOOD LE BAIN PINE GROV MONTPERE TRINITY OTTAWA GRANDBY BRANDYWINE HILLTOP WARD PILGRIM NEVILLE SOLANA ASHLAND MELVILLE TERESITA SERGE HARPER HYDE POLLARD SPRINGER KENOSHA KEVIN STAUFFER COMER NORTHLAWN KREISLER CHRISTIE HAMMONS PONTIAC PARKVIEW TONI ANN MERRICK SILACCI DORSEY SULLIVAN EL PADRE HOMES ESCUELA SCOTLANDMONTE DUCKETT JERRIES LONDON JUNIPERO MANITOBA SOL SUMNER LARKIN PETERSEN NORADA MAYFIELD ASPESI RANFRE MARILYN BROOK MONTAUK GLENBRIER BRAEMAR WALBROOK BELLGROVE FRANKLIN DOLPHIN PRESADA VALLEJO ASHLEY SERRAOAKS SEVEN SPRINGS SAINT JOAN HOWEN CUNNINGHAM EDDINGTON WOODWARD CYLINDA MORAN FORTUNA RRA SPRING CARRICK PEREGO WOODMONT ELMWOOD DEERFIELD VERDE VISTA ELISA CALADO KIRKBROOK JUNE CAPISTRANO SEATON PUENTE HOUSTON MCKELLAR LYNDE BURNETT GUNTHER KARN NATOMA NEWVILLE QUAIL ACRES LOLLY SIERRA LINDA LOWENA COLBY LEUTAR OAHU VILLAGE CUMBERLAND LAGE EL PORTON INGRID LAWRENCE LARCHMONT JULIE HACIENDA SHALEN MELLON CYRIL ANGUS YERBA SANTA SARAVIEW SOUSA APRICOT HILL BETLO DONNA TEN OAK EASTON ORELLA BROCKTON FERNBROOK GRAVES RALEIGH RIVERDALE KOSICH VICTOR SARA PARK MALLORY ERIC BLYTHE HARRIET REGAN COVINA CONSTANS ELVIRA 4TH RICE LELAND SHASTA SPRING BOWHILL SARATOGA-SUNNYVALE ELMGROVE MANOR PLYMOUTH OAK LA VISTA EMANUEL CALLECITA JUNIPER FULTON LAS PIEDRAS WORDEN FALMOUTH KERWIN RANCH TWEED MABEL HILTON PROVINCETOWN ALDER RICHELIEU RONCOLE JACCARANDA BRIAR LAPAZ LACEY PICO ROSSMERE KANE MANTECA COUNTRY SQUIRE ARROWOOD ROXBURY WALDEN ANSLEY LAS ENCANTOS KINMAN BELLA VINA LATIMER VILLANOVA NUTWOOD CHESLEY SHUBERT JOLENE CHARDONNAY JANARY JAMES TOWN FIELDS BIBEL YUBA DEL LOMA METLER POPLAR ESTERLEE KAHALA HERITAGE CREEK CHALET CLOTILDE DOVER NEWPORT MANOA JEPSEN ROBLE PRUNE BLOSSOM UPPER HILL DARIEN NE BROOK ASHLOCK RIO VISTA YOLO GLEN ARBOR SAGE FERNCREST IONE PALERMO KULLEN RAVEN BARKSDALE LIKA ESPADA BARONI MILL LUIKA SARATOGA LOS GA KILT PEACH BIARRITZ BASS KENYON MASSIH STA DEL SOL WESTCO OMEGA CARNEL SUMMER MAN LA PRADER D ADOBE SINGING POPPY GREEN LAMOR CRESPI RINC HILLS MARIA CREEK FAW NAR EBBETT DAPHNE ENSENAD ARDENWOOD PETAST ADRI KE CONTINENTAL CREEK 3R CIDA SUNL UP West Valley College Prospect High Saratoga High ?? ??85 VTA Stops Saratoga Boardings Saratoga UP Tracks $ Zero Ons $ 1 to 5 On $ 6 to 10 On $11 or More On ?? 315 VTA Stops City of Saratoga Stop Name Street Direction Street Name at Stop Cross Street AvgWkyOn AvgWkyOff 1 WEST VALLEY COLLEGE S WEST VALLEY COLLEGE 133 102 2 WEST VALLEY COLLEGE S WEST VALLEY COLLEGE 109 82 3 WEST VALLEY COLLEGE S WEST VALLEY COLLEGE 53 33 4 WEST VALLEY COLLEGE S WEST VALLEY COLLEGE 43 35 5 PROSPECT & LYLE E PROSPECT LYLE 24 3 6 QUITO & MCCOY N QUITO MCCOY 7 0 7 SARATOGA & SARATOGALOS GATOS E SARATOGA SARATOGALOS GATOS 7 8 8 SARATOGA & ST ANDREWS S SARATOGA ST ANDREWS 6 0 9 FRUITVALE & ALLENDALE N FRUITVALE ALLENDLE 6 17 10 QUITO & SOUSA S QUITO SOUSA 6 14 11 SARATOGA & SARATOGASUNNYVALE W SARATOGA PARK 6 11 12 SARATOGASUNNYVALE & GERALD ZAPELLI N SARATOGASUNNYVALE GERALD ZAPELLI 4 0 13 SARATOGASUNNYVALE & BLAUER N SARATOGASUNNYVALE BLAUER 4 1 14 PROSPECT & JOHNSON E PROSPECT JOHNSON 4 2 15 QUITO & MONTPERE N QUITO MONTPERE 3 0 16 SARATOGA & KERWIN RANCH CT N SARATOGA KERWIN RANCH CT 3 0 17 SARATOGASUNNYVALE & SEAGULL N SARATOGASUNNYVALE SEAGULL 3 0 18 PROSPECT & ENGLISH E PROSPECT ENGLISH 3 2 19 SARATOGA & COX N SARATOGA COX 3 0 20 SARATOGA & SEAGRAVES S SARATOGA SEAGRAVES 2 0 21 SARATOGA & BUCKNALL N SARATOGA BUCKNALL 2 0 22 ALLENDALE & CHESTER E ALLENDALE CHESTER 2 0 23 SARATOGASUNNYVALE & PROSPECT S SARATOGASUNNYVALE PROSPECT 1 11 24 PROSPECT & MILLER E PROSPECT MILLER 1 4 25 SARATOGASUNNYVALE & WALNUT N SARATOGASUNNYVALE WALNUT 1 1 26 ALLENDALE & PORTOS E ALLENDALE PORTOS 1 0 27 PROSPECT & PROVINCETOWN E PROSPECT PROVINCETOWN 1 0 28 QUITO & CLEMSON S QUITO CLEMSON 1 4 29 SARATOGASUNNYVALE & WARDELL S SARATOGASUNNYVALE WARDELL 1 1 30 SARATOGA & LA PALOMA N SARATOGA LA PALOMA 1 0 31 SARATOGASUNNYVALE & BLAUER S SARATOGASUNNYVALE BLAUER 1 5 32 SARATOGASUNNYVALE & HERRIMAN N SARATOGASUNNYVALE HERRIMAN 1 0 Saratoga Bus Stops Page 1 of 2 316 VTA Stops City of Saratoga Stop Name Street Direction Street Name at Stop Cross Street AvgWkyOn AvgWkyOff 33 SARATOGASUNNYVALE & HERRIMAN S SARATOGASUNNYVALE HERRIMAN 1 1 34 SARATOGASUNNYVALE & COX N SARATOGASUNNYVALE COX 0 0 35 SARATOGASUNNYVALE & LEONARD S SARATOGASUNNYVALE LEONARD 0 1 36 SARATOGASUNNYVALE & MARION S SARATOGASUNNYVALE MARION 0 1 37 SARATOGASUNNYVALE & RRXING S SARATOGASUNNYVALE RRXING 0 3 38 SARATOGASUNNYVALE & MILJEVICH N SARATOGASUNNYVALE MILJEVICH 0 0 39 SARATOGASUNNYVALE & THELMA S SARATOGASUNNYVALE THELMA 0 1 40 SARATOGA & HERRIMAN S SARATOGA HERRIMAN 0 1 41 SARATOGA & JUNIPER N SARATOGA JUNIPER 0 1 42 SARATOGASUNNYVALE & REID S SARATOGASUNNYVALE REID 0 2 43 SARATOGASUNNYVALE & THELMA N SARATOGASUNNYVALE THELMA 0 0 44 SARATOGA & DAGMAR N SARATOGA DAGMAR 0 0 45 QUITO & PASEO TIERRA S QUITO PASEO TIERRA 0 1 46 QUITO & PASEO OLIVOS S QUITO PASEO OLIVOS 0 1 47 QUITO & PASEO FLORES S QUITO PASEO FLORES 0 1 48 QUITO & MONTPERE S QUITO MONTPERE 0 3 49 QUITO & ASPESI S QUITO ASPESI 0 2 50 SARATOGA & KOSICH S SARATOGA KOSICH 0 1 51 PROSPECT & BROOKGLEN W PROSPECT BROOKGLEN 0 2 52 SARATOGA & COX S SARATOGA COX 0 5 53 SARATOGA & WOODDELL S SARATOGA WOODDELL 0 1 54 SARATOGA & VIA MONTE S SARATOGA VIA MONTE 0 2 55 SARATOGA & HIGHWAY 85 N SARATOGA HWY 85 0 0 56 SARATOGA & HERRIMAN N SARATOGA HERRIMAN 0 0 57 SARATOGA & HIGHWAY 85 S SARATOGA HWY 85 0 0 58 SARATOGA & VINEYARD S SARATOGA VINEYARD 0 0 59 SARATOGA & LAWRENCE S SARATOGA LAWRENCE 0 3 60 ALLENDALE & PORTOS W ALLENDALE PORTOS 0 1 61 SARATOGA & ROSSMERE N SARATOGA ROSSMERE 0 1 62 SARATOGA & ROSSMERE S SARATOGA ROSSMERE 0 0 63 FRUITVALE & ALLENDALE S FRUITVALE ALLENDLE 0 0 64 FRUITVALE & SARATOGA S FRUITVALE SARATOGA 0 3 65 SARATOGA & FRUITVALE N SARATOGA FRUITVALE 0 3 66 ALLENDALE & CHESTER W ALLENDALE CHESTER 0 4 Page 2 of 2 317 318