RULES COMMITTEE: 4/20/2022
Item: B.1
File ID: ROGC 22-169
TO: Honorable Mayor & FROM: Toni J. Taber, CMC
City Council City Clerk
SUBJECT: The Public Record DATE: April 20, 2022
April 7– April 14, 2022
ITEMS FILED FOR THE PUBLIC RECORD
Letters from Boards, Commissions, and Committees
Letters from the Public
1. Letter from LAFCO of Santa Clara County, dated April 7, 2022, regarding: Proposed LAFCO Budget for Fiscal Year 2023 for Distribution to Governing Bodies.
2. Letter from Martha O'Connell, dated April 11, 2022, regarding: Mobilehome Designation for all Parks.
____________________________
Toni J. Taber, CMC
City Clerk
TJT/tt
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Fw: Proposed LAFCO Budget for Fiscal Year 2023 for Distribution to Governing Bodies City Clerk <[email protected]>
Thu 4/14/2022 9:45 AM
To: Rules and Open Government Committee Agendas <[email protected]> From: Abello, Emmanuel < >
Sent: Thursday, April 7, 2022 3:40 PM
Subject: Proposed LAFCO Budget for Fiscal Year 2023 for Distribution to Governing Bodies The Clerk of the Board of Supervisors, City/Town Clerks and Special District Clerks:
Please distribute to the members of your governing bodies the Proposed LAFCO Budget for Fiscal Year 2022- 2023 (attachment).
Thank you,
Emmanuel Abello
Commission Clerk
LAFCO of Santa Clara County
Twitter: @SantaClaraLAFCO
www.SantaClaraLAFCO.org
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Public Record: 1
April 7, 2022
TO: County Executive, Santa Clara County
City Managers, Cities in Santa Clara County
District Managers, Special Districts in Santa ClaraCounty FROM: Neelima Palacherla, Executive Officer
SUBJECT: ADOPTION OF PROPOSED BUDGET FOR FISCAL YEAR 2023 & NOTICE OF JUNE 1, 2022 LAFCO PUBLIC HEARING
At its public hearing on April 6, 2022, the Local Agency Formation Commission of Santa Clara County (LAFCO) adopted a Proposed Budget for Fiscal Year 2023, as recommended in the attached staff report. The attached report reviews the status of LAFCO’s current year work plan and budget; and sets forth the proposed work plan and budget for Fiscal Year 2023.
LAFCO is scheduled to consider adoption of its Final Budget at a public hearing on Wednesday, June 1, 2022 at 1:15 PM. The County Auditor will apportion LAFCO costs and invoice the cities, independent special districts and the County based on the Final Budget adopted by LAFCO.
The meeting agenda, staff reports and related meeting material will be available on the LAFCO website by May 27, 2022. All interested persons may attend the meeting as provided for on the agenda. Written public comments may be submitted by email to [email protected] prior to the date of the hearing.
Attachment:
Staff Report on the Proposed Work Plan and Budget for FY 2023 (April 6, 2022) cc: Board of Supervisors, Santa Clara County
City Council Members, Cities in Santa Clara County
Board of Directors, Special Districts in Santa Clara County Santa Clara County Cities Association
Santa Clara County Special Districts Association
PAGE 1 OF 13
LAFCO MEETING: April 6, 2022
TO: LAFCO
FROM: Neelima Palacherla, Executive Officer
Dunia Noel, Asst. Executive Officer
SUBJECT: PROPOSED WORK PLAN AND BUDGET FOR FY 2023
FINANCE COMMITTEE / STAFF RECOMMENDATIONS
1. Adopt the Proposed Work Plan for Fiscal Year 2022-2023.
2. Adopt the Proposed Budget for Fiscal Year 2022-2023.
3. Find that the Proposed Budget for Fiscal Year 2023 is expected to be adequate to allow the Commission to fulfill its statutory responsibilities.
4. Authorize staff to transmit the Proposed Budget adopted by the Commission including the estimated agency costs as well as the LAFCO public hearing notice for the adoption of the Fiscal Year 2023 Final Budget to the cities, the special districts, the County, the Cities Association of Santa Clara County and the Santa Clara County Special Districts Association.
ANNUAL BUDGET PROCESS REQUIREMENTS
The Cortese Knox Hertzberg Local Government Reorganization Act of 2000 (CKH Act) which became effective on January 1, 2001, requires LAFCO, as an independent agency, to annually adopt a proposed budget by May 1 and a final budget by June 15 at noticed public hearings. Both the proposed and the final budgets are required to be transmitted to the cities, the special districts and the County. Government Code §56381(a) establishes that at a minimum, the budget must be equal to that of the previous year unless the Commission finds that reduced staffing or program costs will nevertheless allow it to fulfill its statutory responsibilities. Any unspent funds at the end of the year may be rolled over into the next fiscal year budget. After adoption of the final budget by LAFCO, the County Auditor is required to apportion the net operating expenses of the Commission to the agencies represented on LAFCO.
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FISCAL YEAR 2022-2023 BUDGET DEVELOPMENT TIMELINE
Dates Staff Tasks / LAFCO Action
March 14 -
April 6
Notice of this public hearing was advertised in a local newspaper, posted on the LAFCO website and distributed to local agencies. The agenda and a link to the posted agenda packet are also distributed to local agencies, interested persons and organizations. The proposed Workplan and Budget are posted on the LAFCO website and available for public review and comment.
April 6 LAFCO public hearing on adoption of Proposed Workplan and Budget
April 7 Proposed Work Plan and Budget, preliminary apportionments and LAFCO public hearing notice for Final Budget Hearing transmitted to agencies
June 1 LAFCO public hearing and adoption of Final Budget June 1 -
July 1
Final Budget transmitted to agencies; Auditor requests payment from agencies
LAFCO FINANCE COMMITTEE
At its February 2, 2022 LAFCO meeting, the Commission reappointed Commissioner Jimenez, Commissioner Kremen and Alternate Commissioner Melton to serve on the Finance Committee for FY 2023.
At its special meeting held on March 14, 2022, the Finance Committee discussed the progress on the current year work plan and the status of the current year budget; and recommended the proposed FY 2023 work plan and budget for consideration and adoption by the full commission.
CURRENT YEAR IN REVIEW
PROGRESS REPORT ON FY 2021-2022 WORK PLAN
LAFCO’s current fiscal year workplan was adopted at a noticed public hearing held on April 7, 2021. Attachment A depicts the current status (through the third quarter of the year) of the 2021-2022 Work Program.
A major work focus during the past year has centered on the Countywide Fire Service Review including project kick-off and management, and stakeholder and public outreach. Staff prepared outreach material and coordinated with the Technical Advisory Committee and partner agencies to conduct three community meetings and a community survey to gather feedback on fire issues. The project has been on hold since January 2022 when LAFCO’s consultant contract was terminated.
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Staff is working on a process to retain a new consultant and proceed with the service review.
LAFCO has seen a relatively higher application workload during this period – staff is currently processing three major applications and an inactive district dissolution; and has held several other pre-application meetings with local agencies and entities.
Staff has also received and responded to many requests for assistance and expertise from local and regional agencies on a variety of matters in support of local or shared goals such as island annexations, environmental review activities, regional plans, housing needs allocations, city general plan updates and other topics that affect local agency boundaries and services. Similarly, responding to public inquiries is another significant and growing area of the workplan and staff has seen an increase in the volume and complexity of such inquiries particularly requests for information under the Public Records Act.
In accordance with the Commission’s directive, as opportunities arise and time permits, staff has conducted targeted outreach to various local entities (special districts, County, cities and other community organizations/individuals) on LAFCO’s role in promoting sustainable growth and good governance.
Other notable administrative activities and projects that have been completed or are underway include among others, the annual financial audit, the annual report, new commissioners onboarding, required staff training, bylaws revision, and office space lease negotiation and extension.
Notwithstanding the preceding progress on various work plan items, some important, high priority projects such as the comprehensive review and update of LAFCO policies and scanning of LAFCO records have fallen behind and will not be completed by the end of the fiscal year. The delays are partly due to the application workload, increased demand for LAFCO services and staff’s efforts to prioritize and meet the needs of the local agencies and the public; and staffing issues including a vacant analyst position since January 2021. The projects in the current workplan that will not be completed by the end of the fiscal year have been added to the proposed FY 2023 workplan.
The Finance Committee discussed this situation and its impact on the accomplishment of the work plan items and recommended that staff consider the option of recruiting temporary staff or an intern to assist with certain work plan items such as the scanning of LAFCO records.
The LAFCO Annual Report for FY 2022 will be published at the end of the current fiscal year and will document all the applications reviewed and processed by LAFCO in Fiscal Year 2022; and will summarize the various accomplishments, activities/projects that LAFCO has engaged in or completed during the period.
STATUS OF FY 2021-2022 ADOPTED BUDGET
Attachment D includes the FY 2022 final budget adopted by the Commission at a noticed public hearing on June 2, 2021, the status of LAFCO’s expenditures and revenues as of February 28, 2022 and expenditure and revenue projections for FY PAGE 4 OF 13
2022 year end. The adopted LAFCO budget for FY 2022 is $886,330 and reflects a 10% reduction compared to the previous fiscal year’s (FY 2021) budgeted operating expenses. It is estimated that the total year-end projected expenditures for FY 2022 would be approximately 22% lower than the adopted budget primarily due to salary savings from the vacant analyst position and unspent Business Travel (due to the pandemic) and Consultant Services line items (due to the fire service review consultant termination, although it is expected that a portion of the Consultant Services line item amount will be encumbered for the new consultant). Staff anticipates that year end revenue for FY 2022 will tally with the amount budgeted.
LAFCO has received the respective FY 2022 cost shares from the County, the cities and the independent special districts. The actual fund balance rolled over at the end of FY 2021 was higher at $312,351, compared to the amount estimated ($288,660) in the FY 2022 budget. The excess fund balance and the unspent FY 2022 expenditure amounts will carry over into FY 2023 and will be used to reduce net operating expenses that would in turn translate to reduced FY 2023 costs for contributing agencies.
PROPOSED WORK PLAN FOR FISCAL YEAR 2023
Attachment C includes the proposed work plan for FY 2023, as recommended by the Finance Committee, for consideration and adoption by the full commission.
The proposed workplan includes ongoing as well as new projects and outlines detailed projects/activities organized under six broad areas: (1.) LAFCO application processing; (2.) island annexations; (3.) outreach, government/community relations and customer service; (4.) service reviews, special studies and sphere of influence updates; (5.) commission support; and (6.) administrative projects. The work plan assigns priority levels (high, moderate, low); and designates whether the work is to be conducted by staff or outside consultants.
The proposed work plan includes a broad spectrum of responsibilities that LAFCO, as an independent local agency and as a regulatory body of the state, is expected to fulfil in its role of promoting sustainable growth and good governance in Santa Clara County. It incorporates the Commission’s legislative functions and mandates and also the Commission’s proactive local initiatives and priorities such as its directives for ongoing public outreach and communications, comprehensive organizational assessment and its proactive service review and implementation program.
Reduced staffing levels due to a vacant analyst position since January 2021 will continue to affect work plan priorities and the accomplishment of the work plan.
Recruitment for the vacant position is pending completion of the County’s classification study for LAFCO which is expected to be completed in the next few months at which time LAFCO can begin recruitment. However, actual professional staffing capabilities will be below 4.0 FTE for at least half of the upcoming fiscal year, and possibly longer considering the onboarding and training period for the new staff person.
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According to the Comprehensive Organizational Assessment report prepared by LAFCO’s consultant, even the 4.0 FTE staffing level is lower than other LAFCOs with comparable operations. However, in August 2020, the Commission voted to maintain the current 4.0 FTE staffing level given uncertain economic conditions related to the COVID-19 pandemic but kept open the option to consider the potential addition of 1.0 FTE in the future.
To address this reduced staffing situation, staff must actively manage the workload in order to focus on accomplishing essential activities such as processing applications, completing projects currently underway such as the Countywide Fire Service Review, maintaining core administrative functions, tracking on-going projects and studies, supporting the commission and responding to local agency and public requests for assistance. Non-essential activities and other proactive initiatives will need to be deferred until staffing levels/expertise are restored. This is consistent with past practice where LAFCO’s statutorily mandated activities take priority over administrative projects that are not statutorily required, and over proactive commission-initiated projects which are discretionary but support LAFCO’s mission and statutory requirements.
PROPOSED BUDGET FOR FISCAL YEAR 2023
Attachment D includes the proposed Budget for FY 2022-2023 as recommended by the Finance Committee, for consideration and adoption by the full commission. The Finance Committee conducted a thorough review of the work plan and budget and recognized the public benefit of LAFCO’s work and the high demand for LAFCO’s services from local agencies and the public. The Committee maintained its commitment to ensure adequate resources that allow the Commission to fulfill its statutory responsibilities and accomplish its work plan while also limiting costs for LAFCO’s funding agencies As a result, the proposed budget maintains the overall expenditure for FY 2023 ($1,222,980) at a substantially similar level to the current year budget ($1,210,990).
In addition to managing expenses to limit net operating expenses, projected current year cost savings (from salary savings, unspent travel, and other reduced operational costs), and a larger than estimated fund balance from FY 2021 are expected to result in a $312,351 fund balance at the end of the current year – and will be used to further reduce net operating expenses in FY 2023.
LAFCO’s proposed net operating expense for FY 2023 is 11% higher than the current year budgeted amount which was 10% lower than FY 2021 which in turn was 14% lower than the FY 2020 operating expenses. Thus, the proposed 11% increase follows two years of reduced local agencies’ apportionments and is needed to meet state mandates and LAFCO work plan objectives.
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DESCRIPTION OF FY 2022-2023 BUDGET LINE ITEMS
LAFCO and the County of Santa Clara entered into a Memorandum of Understanding (MOU) (effective since July 2001), under the terms of which, the County provides staffing, facilities, and services to LAFCO. The associated costs are reflected in the proposed LAFCO budget. LAFCO is a stand-alone, separate fund within the County’s accounting and budget system and the LAFCO budget information is formatted using the County’s account descriptions/codes.
The following is a detailed itemization of the proposed budget.
EXPENDITURES
Expenditures are divided into two main sections: Staff Salary and Benefits (Object 1) which comprise 66% of the total expenditures, and Services and Supplies (Object 2).
OBJECT 1. SALARIES AND BENEFITS $810,419
This line item supports the salary and benefits for the 4.0 FTE positions including the Executive Officer position, the two Analyst positions and the Clerk position. One Analyst position is currently vacant. Recruitment for the position is on hold until the County’s classification study for LAFCO staff positions is completed. LAFCO contracts with the County of Santa Clara for staffing and services and in accordance with the MOU between the County and LAFCO, all four positions are staffed through the County Executive’s Office. The proposed amount is based on the best available projections from the County at this time for salary and benefits for the 4 positions.
Changes to the projections for the four positions that occur within the next couple of months will be reflected in the Final LAFCO budget.
$0
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
$1,400,000
FY 2020 FY 2021 FY 2022 FY 2023
LAFCO Net Operating Expenses
PAGE 7 OF 13
OBJECT 2. SERVICES AND SUPPLIES
5255100 Intra-County Professional $10,000
This includes the costs for services from various County agencies such as the County Surveyor’s Office, the County Assessors’ Office, and the Registrar of Voters. The County Surveyor assists with map review and approval for boundary change proposals. In addition, the Surveyor’s Office also assists with research to resolve boundary discrepancies. The County Assessor’s Office prepares reports for LAFCO and the Registrar of Voters provides data necessary for processing LAFCO applications. This item also allows LAFCO to seek GIS mapping services including maintenance and technical assistance from the County Planning Office, as necessary.
This budgeted amount has been maintained at the same level as the current year. 5255800 Legal Counsel $78,326
This item covers the cost for general legal services.
In February 2009, the Commission retained the firm of Best Best & Krieger for legal services on a monthly retainer. The contract was amended in 2010 to reduce the number of total hours required to 240 hours per year. The contract sets the hourly rate and allows for an annual automatic adjustment to the rates based on the Consumer Price Index (CPI). In 2017, the contract was once again amended to increase the monthly retainer cost and limit the CEQA work within the retainer to 24 hours annually. Any additional CEQA work above 24 hours would be charged outside the retainer at the same hourly rate.
The monthly retainer for FY 2023 increases to $6,278, based on a 3.2% increase in the Consumer Price Index for the prior calendar year (2021). This item covers the annual retainer fees and includes additional monies to cover approximately 10 hours of work outside the retainer at the current hourly rate of $299. 5255500 Consultant Services $150,000
This item is budgeted for hiring consultants to assist LAFCO with special projects such as for conducting service reviews and special studies, facilitating a strategic planning workshop, scanning LAFCO’s hardcopy records into the existing electronic document management system, meeting broadcast services for LAFCO meetings and for conducting the annual financial audit, among others. The Commission must take action to authorize such special projects prior to expending funds. This item also includes costs associated with ongoing existing contracts such as costs for maintenance and hosting of the LAFCO website by an outside provider. 5285700 Meal Claims $750
This item includes cost of food to support Commission events, workshops, meetings. 5220200 Insurance $9,237
This item is for the purpose of purchasing general liability insurance and workers’ compensation coverage for LAFCO. In 2010, LAFCO switched from the County’s coverage to the Special District Risk Management Authority (SDRMA), for the provision of general liability insurance. Additionally, LAFCO also obtains workers’ PAGE 8 OF 13
compensation coverage for its commissioners from SDRMA. Workers’ compensation for LAFCO staff is currently covered by the County and is part of the payroll charge.
SDRMA has recently provided estimated FY 2023 contribution amounts for use in the budgeting process: Property Liability ($8,137) and Workers’ Compensation ($1,100). SDRMA is in the process of negotiating rates on behalf of its program membership and expects to confirm rates in mid-May. The Final budget will reflect any major revisions to these estimates.
5270100 Rent & Lease $53,132
This item includes monthly rent for LAFCO office space during the FY 2023. The current lease term expires on May 5, 2022. At its February 2, 2022 Meeting, the Commission authorized the extension of the lease for a five year period through April 30, 2027.
5250100 Office Expenses $5,000
This item includes funds for purchase of books, subscriptions/publications necessary to keep current on laws and trends; small equipment and supplies for office operations, including printer/photocopier lease. 5255650 Data Processing Services $28,038
This item includes estimated costs associated with County Technology Solutions & Services Department (TSS) providing IT services to the LAFCO program. According to TSS, the projected costs cover Telecom services for 5 phones- VOIP/Landline ($3,300), Wireless Carrier Service ($550), MS Adobe special order, Acrobat Pro and MS Visio monthly subscription ($2,535), and other services ($21,653) comprising Enterprise Content Management services and solutions, Kronos support, Architecture and Innovation Services, Claranet services, Data Analytics and Visualizations, digital print and sccLearn. Any further revised cost estimates received from the County will be reflected in the Final LAFCO budget. 5225500 Commissioner’s Fees $10,000
This item covers the $100 per diem amount for LAFCO commissioners and alternate commissioners to attend LAFCO meetings and committee meetings. 5260100 Publications and Legal Notices $1,000
This item is for costs associated with publication of hearing notices for LAFCO applications and other projects/ studies, as required by state law. This budgeted amount has been maintained at the same level as the current year. 5245100 Membership Dues $12,887
This item includes CALAFCO – the California Association of LAFCOs membership dues. As approved at the CALAFCO Annual Membership Business meeting on October 31, 2019, the FY 2023 membership dues for Santa Clara LAFCO is $11,287.
Additionally, this item includes estimated membership dues for CSDA – the California Special Districts Association. In June 2018, CSDA informed staff that Santa Clara LAFCO as a customer of SDRMA, must be a member of CSDA pursuant to SDRMA bylaws.
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5250750 Printing and Reproduction $1,500
This covers printing expenses for reports such as service reviews or other studies and documents.
5285800 Business Travel $10,000
This item includes funding for staff and commissioners to attend conferences and workshops. It would cover costs of air travel, accommodation, conference registration and other expenses at the conferences. CALAFCO annually holds a Staff Workshop (April 2023) and an Annual Conference (October 2022) that is attended by commissioners as well as staff.
5285300 Private Automobile Mileage $1,000
This item provides for mileage reimbursement when staff travels by private car to conduct site visits and attend meetings / training sessions. This budgeted amount has been maintained at the same level as the current year. 5285200 Transportation and Travel (for use of County car) $600 This item would cover costs associated with the use of a County vehicle for travel to conferences, workshops, site visits and meetings.
5281600 Overhead $30,041
This overhead charge is established by the County Controller’s Office, for service rendered by various County departments that do not directly bill LAFCO. The overhead includes LAFCO’s share of the County’s FY 2023 Cost Allocation Plan which is based on actual overhead costs from FY 2021 – the most recent year for which actual costs are available.
The overhead amount includes the following charges from:
County Executive’s Office: $11,036
Controller-Treasurer: $10,131
Employee Services Agency: $6,550
OBA: $330
BHS-MH - Employee: $211
TSS Intragovernmental Service: $912
Technology Services & Solutions: $3,496
Procurement: $137
Further, a “roll forward” is applied which is calculated by comparing FY 2021 Cost Plan estimates with FY 2021 actuals. The FY 2021 cost estimates were lower than the actuals by $2,736; this amount is added to the FY 2023 Cost Plan. This is a state requirement.
5275200 Computer Hardware $3,000
This item is designated for any required hardware upgrades / purchases.
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5250800 Computer Software $5,000
This amount is designated for computer software purchases, and annual licenses for GIS software and records management (LaserFische) hardware/software annual maintenance agreement.
5250250 Postage $1,000
This amount covers postage costs for mailing notices, agendas, agenda packets and general correspondence. This budgeted amount has been maintained at the same level as the current year.
5252100 Training Programs $2,000
This item covers the costs associated with attendance at staff development courses and seminars. CALAFCO conducts University Courses throughout the year on topics of relevance to LAFCO.
REVENUES
4103400 Application Fees $30,000
It is anticipated that LAFCO will receive approximately $30,000 in fees from processing applications. The actual amount earned from fees depends entirely on the level of application activity.
4301100 Interest $6,000
It is estimated that LAFCO will receive an amount of approximately $6,000 from interest earned on LAFCO funds.
3400150 Fund Balance from Previous Fiscal Year (FY 2022) $201,006 It is projected that there will be a savings or fund balance of approximately $201,006 at the end of the current year, which will be carried over to reduce the proposed Fiscal Year 2023 costs for LAFCO’s funding agencies (cities, independent special districts and the County).
Projected Year-End [FY 2022] Fund Balance = (Projected Year-End [FY 22] Revenue + Actual Fund Balance from Previous Fiscal Year [FY 21] + Funds Received from Local Agencies in FY 22) - (Projected Year-End [FY 22] Expenses) = ($36,000+ $312,352 + $886,330) - $1,033,675
= $201,006
The fund balance excludes the reserves.
RESERVES
3400800 Reserves Available $200,000
This item includes reserves for two purposes: litigation reserve – for use if LAFCO is involved with any litigation; and contingency reserve – to be used for unexpected expenses. If used during the year, this account will be replenished in the following year. Since 2012, the reserves have been retained in a separate Reserves account, thus eliminating the need for LAFCO to budget each year for this purpose.
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The Reserves amount was held at $250,000 since FY 2020 to timely implement potential recommendations from the Comprehensive Organizational Assessment, and as a tentative measure in recognition that LAFCO operates in an increasingly complex and controversial environment. The implementation of the Comprehensive Organizational Assessment Study is currently pending the completion of the Classification Study by the County, which is expected soon.
In FY 2022, LAFCO reduced the Reserves to $200,000, in order to further reduce costs to local agencies given the COVID -19 related economic hardships. The Finance Committee recommends maintaining the current level of reserves for FY 2023. This places the proposed Reserve amount at approximately 16% of the total FY 2023 expenditures. LAFCO has not adopted a Reserves policy, however as an independent agency, LAFCO should maintain sufficient reserves for flexibility and stability in the event of unanticipated needs.
FY 2023 NET OPERATING EXPENSES
FY 2023 Net Operating Expenses = (Proposed FY 2023 Expenditures) - (Proposed FY 2023 Fee & Interest Revenues + Projected Fund Balance from FY 2022) = ($1,222,980) – ($36,000 + $201,006)
= $985,974
The projected operating expense for FY 2023 is based on projected expenditures and revenues as well as on estimated fund balance for the current year. Further revisions may be needed as we get a better indication of current year expenses/revenues towards the end of this fiscal year. Additionally, a more accurate projection of costs/revenues for the upcoming fiscal year could become available, particularly for employee salary and benefits. This could result in changes to the proposed net operating expenses for FY 2023 which could in turn impact the costs for each of LAFCO’s funding agencies.
COST APPORTIONMENT TO CITIES, INDEPENDENT SPECIAL DISTRICTS
AND COUNTY
In January 2013, independent special districts were seated on LAFCO. Government Code §56381(b)(1)(A) provides that when independent special districts are represented on LAFCO, the county, cities and independent special districts must each provide a one-third share of LAFCO’s operational budget.
The City of San Jose has permanent membership on LAFCO pursuant to Government Code Section 56327. As required by Government Code §56381.6(b), the City of San Jose’s share of LAFCO costs must be in the same proportion as its member bears to the total membership on the commission, excluding the public member. The remaining cities’ share must be apportioned in proportion to each city’s total revenues, as reported in the most recent edition of the Cities Annual Report published by the Controller, as a percentage of the combined city revenues within a county.
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Government Code Section 56381 provides that the independent special districts’ share shall be apportioned in proportion to each district’s total revenues as a percentage of the combined total district revenues within a county. The Santa Clara County Special Districts Association (SDA), at its August 13, 2012 meeting, adopted an alternative formula for distributing the independent special districts’ share to individual districts. The SDA’s agreement requires each district’s cost to be based on a fixed percentage of the total independent special districts’ share.
Therefore, in Santa Clara County, the County pays a third of LAFCO’s operational costs, the independent special districts pay a third, the City of San Jose pays one sixth and the remaining cities pay one sixth. Government Code §56381(c) requires the County Auditor to request payment from the cities, independent special districts and the County no later than July 1 of each year for the amount each agency owes based on the net operating expenses of the Commission and the actual administrative costs incurred by the Auditor in apportioning costs and requesting payment.
The following is a draft apportionment to the agencies based on the proposed net operating expenses for FY 2023.
Apportionment of the costs among the 14 cities and among the 17 independent special districts will be calculated by the County Controller’s Office after LAFCO adopts the final budget in June. In order to provide each of the cities and districts with a general indication of their costs in advance, Attachment E includes draft estimated apportionments, based on the proposed FY 2023 net operating expenses and the 2018/2019 Cities Annual Report. The final apportionments will be prepared by the County Controller’s Office based on the latest available Cities Annual Report. $328,658
$328,658
$164,329
$164,329
Proposed FY 2023 LAFCO Cost Apportionments
County Special Districts City of San Jose Other Cities
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ATTACHMENTS
Attachment A: Status of FY 2022 Work Plan
Attachment B: LAFCO Financials 2008-2021
Attachment C: Proposed Work Plan for Fiscal Year 2023
Attachment D: Proposed LAFCO Budget for Fiscal Year 2023 Attachment E: Estimated FY 2023 Costs to Agencies Based on the Proposed Budget
STATUS OF CURRENT YEAR WORK PLAN (FISCAL YEAR 2022)
PAGE 1 of 7
PRIORITY* H - High Priority (essential activities: state mandate, Commission directive, requirements) M - Medium Priority (important, provided resources allow or time permits) L - Low Priority (desirable provided resources allow or time permits, not urgent)
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCE
S
PRIORITY*
STATUS
LAFCO APPLICATIONS
Process applicant initiated LAFCO proposals Encourage pre-application meetings prior to application submittal
Conduct pre-agenda meetings with
County Depts to obtain Assessor &
Surveyor reports, as needed
Process applications per CKH Act
requirements: issue Notice of
Application, Certificate of Filing /
Sufficiency, Public Hearing Notice, staff
report, conduct protest proceedings, as
needed
Staff H Several preapplication
meetings held
(San Jose /
Cupertino, San
Jose / Milpitas,
NASA Moffett
Field / Mountain
View, etc.)
3 applications in
progress
Comment on potential LAFCO applications,
relevant projects & development proposals,
city General Plan updates and/ or related
environmental documents
Ongoing, as needed Staff H Ongoing
(RHNA, Coyote
Valley)
Review and update LAFCO policies for
context, clarity and consistency with State
law
In progress Staff /
Consultant
H In progress
Dissolution of inactive special districts Work with State Controller’s Office to identify County Library Services Area as
inactive
Staff M Identification
completed.
Processing
dissolution.
Prepare flowcharts for LAFCO processes and
update application packets for current
requirements and ease of public use
Upon completion of policies update Staff L Internal
application
processing
checklists’
updates
completed.
ITEM # 9
Attachment A
STATUS OF CURRENT YEAR WORK PLAN (FISCAL YEAR 2022)
PAGE 2 of 7
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCE
S
PRIORITY*
STATUS
ISLAND ANNEXATIONS
Conduct outreach to cities with islands,
follow up on responses including
review/research of city limits/ USA
boundaries, provide assistance with
annexations or necessary USA amendments
Prepare and distribute island maps to
cities
Staff L Working with
cities upon
request (Los
Gatos, Monte
Sereno)3
Facilitate interagency discussions to support
remaining island annexations
Ongoing discussion with San Jose, Los
Altos Hills
Staff H In progress
Review and finalize city-conducted island
annexations
Ongoing, as needed Staff H 3 finalized.
OUTREACH, GOVERNMENT / COMMUNITY RELATIONS &
CUSTOMER SERVICE
Conduct outreach to increase awareness of
LAFCO’s role
Presentations to cities, other agencies on
LAFCO, as relevant
Distribute LAFCO communications
material to elected officials and staff of
cities, special districts and the County
Seek exhibit opportunities at public
spaces / events
Maintain website as the primary
information resource on LAFCO
Increase social media presence (Twitter)
Staff L
M
L
H
L
Presentations
provided upon
request (Grand
Jury, Leadership
Sunnyvale, )
Website updated
Engage and establish relationships with local
(cities, districts, county), regional
(ABAG/MTC), state (SGC, OPR, DoC, SWRCB)
agencies, organizations such as SDA, SCCAPO,
CALAFCO, other stakeholder groups
Attend regular meetings of SDA
(quarterly), SCCAPO (monthly), County
Planning Dept.(quarterly)
Small water systems issues / legislation
Collaborate with agencies and entities
with goals common to LAFCO
Staff M
M
M
Ongoing
Track LAFCO related legislation EO is voting member of the CALAFCO Legislative Committee and attends
regular meetings
Staff M
M
EO served on the
Legislative
Committee until
October 2021.
STATUS OF CURRENT YEAR WORK PLAN (FISCAL YEAR 2022)
PAGE 3 of 7
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCE
S
PRIORITY*
STATUS
Commission takes positions and submit
letters on proposed legislation
Respond to public enquiries re. LAFCO
policies, procedures and application filing
requirements
Timely response to public inquiries
Update the PRA form for the website
Document research on complex inquiries
Report to Commission on complex
inquiries
Staff H
L
L
H
Ongoing.
High volume of
enquiries and
PRA requests.
SERVICE REVIEWS, SPECIAL STUDIES &
SPHERE OF INFLUENCE UPDATES
Countywide Fire Service Review Participate in consultant selection, negotiate contract
Manage consultant’s work and contract
Coordinate TAC meetings
Prepare and distribute
stakeholder/public outreach material
Coordinate stakeholder / public
engagement process
Prepare current maps of service provider
agencies
Attend stakeholder interviews with
consultant
Work with consultant on any data
collection issues
Review and comment on administrative
draft reports
Distribute Public hearing notices and
coordinate community workshops and
public hearings
Staff /
Consultant
H Retained
consultant.
Prepared stake
holder and public
outreach material
and conducted
community
meetings.
Consultant
contract
terminated in
January 2022.
Working on next
steps and
retaining a new
consultant.
STATUS OF CURRENT YEAR WORK PLAN (FISCAL YEAR 2022)
PAGE 4 of 7
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCE
S
PRIORITY*
STATUS
Prepare staff reports with
implementation recommendations
Follow up with agencies and report back
to the commission
Continue to monitor implementation of
recommendations from previous service
reviews and conduct special studies, as
necessary
RRRPD study – city took action to delay
decision on consolidation
Staff L Pending city
action
Follow up on new
issues for other
districts, upon
request (LGCSD)
Map Mutual Water companies Initial maps complete, further work through service review
Staff L -
Engage in or support grant / partnership
opportunities on issues related to enhancing
viability of agriculture, and climate smart
growth
As needed, and as opportunities arise Staff L -
Compile and post JPA filings on the LAFCO
website
Notice provided, gather JPA information
through service review process
Staff L Ongoing
COMMISSION SUPPORT
Provide ongoing support to the 12
commissioners for regularly-scheduled
Commission meetings, special meetings and
Committee meetings (Finance Committee, Ad
Hoc Committee on Organizational
Assessment and the Fire Service Review TAC)
Prepare and distribute public hearing
notices and agenda packets, provide staff
support during the meetings, record
minutes, broadcast meetings
Hold pre-agenda review meeting with
Chair
Hold pre-meeting calls with individual
commissioners to address agenda item
questions
Process commissioner per diems for
attendance at LAFCO meetings
Staff H Ongoing
Keep the Commission informed EO report Staff H Ongoing
STATUS OF CURRENT YEAR WORK PLAN (FISCAL YEAR 2022)
PAGE 5 of 7
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCE
S
PRIORITY*
STATUS
off-agenda emails, as needed
Onboarding new Commissioners Facilitate filing / completion of Form 700, commissioner pledge, ethics training.
Update LAFCO letterhead, directory, and
website
Set up vendor accounts, provide parking
permits
Conduct new Commissioner orientation
Recognize outgoing commissioners for
service on LAFCO
Staff H New
commissioner:
Linda LeZotte
Commissioners Selection Process Inform appointing bodies of any upcoming vacancies and provide
information on appointment criteria
Convene ISDSC committee meeting, as
necessary
Coordinate public member selection
process, as necessary
Staff H As needed
Conduct a Strategic Planning Workshop 2018 Workshop re. LAFCO Communications and Outreach Plan
Staff /
Consultant
L On hold
Commissioner participation in CALAFCO Support commissioner participation in CALAFCO activities / or election to the
CALAFCO Board
Staff L On hold
ADMINISTRATI
VE PROJECTS
Prepare LAFCO annual work plan March –June Staff H In progress Prepare LAFCO annual budget March –June Staff H In progress Prepare LAFCO Annual Report August 2021 Staff H Completed Prepare LAFCO Annual Financial Audit October 2021 (Contract with Chavan Associates ends after FY 2021 Audit)
Consultant /
Staff
H Completed.
STATUS OF CURRENT YEAR WORK PLAN (FISCAL YEAR 2022)
PAGE 6 of 7
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCE
S
PRIORITY*
STATUS
Contract
extended for FY
2023 and FY
2024
Office / facility management Coordinate with Building Manager on facilities issues
Coordinate with County re.
computers/network, phone, printers,
office security, procurement , installation
& maintenance
Order and manage office supplies
Make travel arrangements and process
expense reimbursements.
Process mileage reimbursements
Negotiate office space lease (current
lease ends May 5, 2022)
Staff H Ongoing
Lease extended
through April
2027
Records management Organize scan of LAFCO records to
Electronic Document Management
System (LaserFische)
Maintain LAFCO’s hard copy records
Maintain and enhance the LAFCO
Website
Maintain LAFCO database
Staff/
Consultant
Staff
H
H
H
H
On hold
Ongoing
Contracts and payments & receivables Track consultant contracts and approve invoices
Approve vendor invoices / process
annual payments for various services/
memberships
Staff H Ongoing
STATUS OF CURRENT YEAR WORK PLAN (FISCAL YEAR 2022)
PAGE 7 of 7
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCE
S
PRIORITY*
STATUS
Coordinate with County Controller’s
Office and track annual collection of
payments from member agencies
Review and update LAFCO bylaws /
administrative policies and procedures
Ongoing, as needed Staff H Ongoing
Staff training and development CALAFCO workshops, conferences, relevant courses
Staff M CALAFCO
Workshop
cancelled
Coordinate with County on administrative
issues
Attend monthly meetings with the
Deputy County Executive
Staff H Ongoing
Staff performance evaluation April - October 2021 Staff/Commi ssion
H Completed in
2021. In progress
Comprehensive Organizational Assessment
Study – implementation
As needed Staff/Commi
ssion
H Pending result of
County study in
progress
Recruitment and training of LAFCO staff One LAFCO Analyst position currently vacant –recruitment pending County
Classification study results
Staff H Pending result of
County study in
progress
Other administrative functions mandated of a
public agency (Form 806, maintaining
liability/workers comp insurance, etc.)
Ongoing Staff H Ongoing
ADMINISTRATIVE PROJECTS
FY 2008 - FY 2021 LAFCO FINANCIALS
March 2022
ITEM
NO. TITLE
ACTUALS
FY 2008
ACTUALS
FY 2009
ACTUALS
FY 2010
ACTUALS
FY 2011
ACTUALS
FY 2012
ACTUALS
FY 2013
ACTUALS
FY 2014
ACTUALS
FY 2015
ACTUALS
FY 2016
ACTUALS
FY 2017
ACTUALS
FY 2018
ACTUALS
FY 2019
ACTUALS
FY 2020
ACTUALS
FY 2021
EXPENDITURES
Salary and Benefits $356,009 $400,259 $406,650 $413,966 $393,194 $411,929 $450,751 $466,755 $484,216 $514,381 $628,534 $713,900 $744,439 $730,716 O bject 2: Services and Supplies
5255100 Intra-C ounty Professional $66,085 $57,347 $13,572 $4,532 $6,118 $5,260 $5,663 $4,379 $18,523 $1,292 $703 $3,593 $346 $201 5255800 Legal C ounsel $0 $9,158 $67,074 $52,440 $48,741 $56,791 $53,550 $52,854 $57,498 $71,131 $59,400 $72,276 $69,975 $65,791 5255500 C onsultant Services $19,372 $75,000 $76,101 $58,060 $102,349 $59,563 $35,602 $37,250 $39,625 $0 $45,000 $52,650 $106,709 $41,966 5285700 M eal C laims $0 $368 $277 $288 $379 $91 $228 $209 $367 $50 $901 $257 $166 $0 5220100 Insurance $491 $559 $550 $4,582 $4,384 $4,378 $4,231 $4,338 $4,135 $4,679 $4,893 $5,296 $5,893 $10,452 1151 O ffice Expenses $1,056 $354 $716 $639 $1,212 $536 $850 $783 $6,266 $48,632 $15,412 $4,702 $2,544 $1,151 5270100 Rent and Lease $41,120 $39,360 $44,478 $46,254
5255650 Data Processing Services $8,361 $3,692 $3,505 $1,633 $3,384 $1,663 $3,311 $9,024 $1,519 $6,869 $877 $11,894 $15,500 $21,223 5225500 C ommissioners' Fee $5,700 $5,400 $3,500 $3,400 $4,000 $4,900 $5,800 $4,900 $6,700 $5,300 $5,400 $5,000 $4,600 $6,100 5260100 Publications and Legal N otices $1,151 $563 $1,526 $363 $916 $222 $378 $2,484 $487 $191 $145 $192 $44 $90 5245100 M embership Dues $5,500 $7,000 $7,000 $7,000 $7,000 $14,473 $0 $7,428 $7,577 $8,107 $8,674 $9,615 $11,822 $12,144 5250750 Printing and Reproduction $5 $0 $0 $0 $0 $0 $9 $177 $703 $0 $0 $0 $799 $0 5285800 Business Travel $7,238 $8,415 $4,133 $8,309 $3,095 $4,777 $5,800 $4,042 $5,811 $3,877 $13,091 $4,260 $6,908 $0 5285300 Private A utomobile M ileage $1,016 $704 $832 $1,185 $615 $424 $409 $396 $1,009 $1,264 $590 $689 $696 $61 5285200 Transportation&Travel (C ounty C ar U sage) $894 $948 $629 $0 $384 $250 $371 $293 $559 $605 $0 $328 $256 $0 5281600 O verhead $42,492 $62,391 $49,077 $46,626 $60,647 $43,133 $42,192 $34,756 $49,452 $0 $28,437 $69,944 $4,505 $30,917 5275200 C omputer H ardware $0 $451 $0 $83 $2,934 $1,791 $2,492 $0 $106 $0 $0 $773 $0 $0 5250800 C omputer Software $0 $0 $626 $314 $579 $3,124 $933 $1,833 $2,079 $754 $4,505 $3,012 $1,200 $4,708 5250250 Postage $1,160 $416 $219 $568 $309 $589 $246 $597 $411 $209 $183 $117 $73 $184 5252100 Staff Training Programs $0 $665 $491 $250 $300 $0 $0 $1,431 $0 $0 $0 $350 $525 $70 5701000 Reserves $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 TOTAL EXPENDITURES $516,530 $633,691 $636,478 $604,238 $640,540 $613,895 $612,816 $633,929 $687,043 $667,342 $857,865 $998,208 $1,021,478 $972,028
REVENUES
4103400 A pplication Fees $46,559 $41,680 $35,576 $48,697 $37,426 $45,458 $63,561 $27,386 $146,168 $20,436 $29,864 $33,049 $7,587 $34,622 4301100 Interest: Deposits and Investments $24,456 $16,230 $6,688 $4,721 $4,248 $3,416 $2,674 $2,844 $6,073 $10,830 $12,620 $12,141 $18,176 $10,488 3400150 Fund Balance from Previous FY $271,033 $368,800 $334,567 $275,605 $209,987 $208,219 $160,052 $226,111 $187,310 $293,489 $331,177 $314,693 $352,123 $312,351 TOTAL REVENUE $342,048 $426,711 $376,831 $329,023 $251,661 $257,092 $226,287 $256,341 $339,551 $324,755 $373,661 $359,883 $377,886 $357,461 NET LAFCO OPERATING EXPENSES $174,482 $206,980 $259,648 $275,215 $388,879 $356,802 $386,529 $377,588 $347,492 $342,587 $484,204 $638,325 $643,592 $983,785 3400800 RESERVES AVAILABLE $100,000 $100,000 $150,000 $150,000 $150,000 $150,000 $150,000 $150,000 $150,000 $250,000 $250,000
COSTS TO AGENCIES
5440200 C ounty $271,641 $270,896 $267,657 $292,601 $298,597 $281,780 $156,002 $187,521 $220,668 $225,778 $266,298 $277,942 $381,904 $327,928 4600100 C ities (San Jose 50% +other cities 50%) $271,641 $270,896 $267,657 $292,601 $298,597 $282,625 $156,002 $187,521 $220,668 $225,778 $266,298 $277,942 $381,904 $327,928 4600100 Special Distrcits $296,892 $187,521 $220,668 $225,778 $266,298 $277,942 $381,904 $327,928 ITEM # 9
Attachment B
PROPOSED WORK PLAN FOR FISCAL YEAR 2023
PAGE 1 OF 6
PRIORITY* H - High Priority (essential activities: state mandate, Commission directive, requirements) M - Medium Priority (important, provided resources allow or time permits) L - Low Priority (desirable provided resources allow or time permits, not urgent) PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCES PRIORITY*
LAFCO APPLICATIONS
Process applicant initiated LAFCO proposals Encourage pre-application meetings prior to application submittal
Conduct pre-agenda meetings with County Depts to
obtain Assessor & Surveyor reports, as needed
Process applications per CKH Act requirements: issue
Notice of Application, Certificate of Filing /
Sufficiency, Public Hearing Notice, staff report,
conduct protest proceedings, as needed
Staff H
Comment on potential LAFCO applications,
relevant projects & development proposals, city
General Plan updates and/ or related
environmental documents
Ongoing, as needed Staff H
Review and update LAFCO policies for context,
clarity and consistency with State law
In progress Staff / Consultant H
Prepare flowcharts for LAFCO processes and
update application packets for current
requirements and ease of public use
Upon completion of policies update Staff L
ISLAND ANNEXATIONS
Conduct outreach to cities with islands, follow
up on responses including review/research of
city limits/ USA boundaries, provide assistance
with annexations or necessary USA
amendments
Prepare and distribute island maps to cities Staff L
Facilitate interagency discussions to support
remaining island annexations
Monte Sereno Staff H
Review and finalize city-conducted island
annexations
Ongoing, as needed Staff H
ITEM # 9
Attachment C
PROPOSED WORK PLAN FOR FISCAL YEAR 2023
PAGE 2 OF 6
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCES PRIORITY*
OUTREACH, GOVERNMENT / COMMUNITY RELATIONS &
CUSTOMER SERVICE
Conduct outreach to increase awareness of
LAFCO’s role
Presentations to cities, other agencies on LAFCO, as
relevant
Distribute LAFCO communications material to elected
officials and staff of cities, special districts and the County
Seek exhibit opportunities at public spaces / events
Maintain website as the primary information resource
on LAFCO
Increase social media presence (Twitter)
Staff L
M
L
H
L
Engage and establish relationships with local
(cities, districts, county), regional (ABAG/MTC),
state (SGC, OPR, DoC, SWRCB) agencies,
organizations such as SDA, SCCAPO, CALAFCO,
other stakeholder groups
Attend regular meetings of SDA (quarterly), SCCAPO
(monthly), County Planning Dept.(quarterly)
Small water systems issues / legislation
Collaborate with agencies and entities with goals
common to LAFCO
Staff M
M
M
Track LAFCO related legislation EO attends CALAFCO Legislative Committee meetings Commission takes positions and submits letters on
proposed legislation
Staff L
M
Respond to public enquiries re. LAFCO policies,
procedures and application filing requirements
Timely response to public inquiries
Update the PRA form for the website
Document research on complex inquiries
Report to Commission on complex inquiries
Staff H
L
L
H
PROPOSED WORK PLAN FOR FISCAL YEAR 2023
PAGE 3 OF 6
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCES PRIORITY*
SERVICE REVIEWS, SPECIAL STUDIES &
SPHERE OF INFLUENCE UPDATES
Countywide Fire Service Review Manage new consultant’s work and contract Coordinate TAC meetings
Attend stakeholder interviews with consultant
Work with consultant on any data collection issues
Review and comment on administrative draft reports
Distribute Public hearing notices and coordinate
community workshops and public hearings
Prepare and distribute stakeholder/public outreach
material
Coordinate stakeholder / public engagement process
Prepare staff reports with implementation
recommendations
Follow up with agencies and report back to the
commission
Staff / Consultant H
Continue to monitor implementation of
recommendations from previous service
reviews and conduct special studies, as
necessary
RRRPD study – city took action to delay decision on
consolidation
Staff L
Map Mutual Water companies Initial maps complete, further through service review Staff L Engage in or support grant / partnership
opportunities on issues related to enhancing
viability of agriculture, and climate smart
growth
As needed, and as opportunities arise Staff L
Compile and post JPA filings on the LAFCO
website
Notice provided, gather JPA information through
service review process
Staff L
PROPOSED WORK PLAN FOR FISCAL YEAR 2023
PAGE 4 OF 6
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCES PRIORITY*
COMMISSION SUPPORT
Provide ongoing support to the 12
commissioners for regularly-scheduled
Commission meetings, special meetings and
Committee meetings (Finance Committee, Ad
Hoc Committee on Organizational Assessment
and the Fire Service Review TAC)
Prepare and distribute public hearing notices and
agenda packets, provide staff support during the
meetings, record minutes, broadcast meetings
Hold pre-agenda review meeting with Chair
Hold pre-meeting calls with individual commissioners
to address agenda item questions
Process commissioner per diems for attendance at
LAFCO meetings
Staff H
Keep the Commission informed EO report
off-agenda emails, as needed
Staff H
Onboarding new Commissioners Facilitate filing / completion of Form 700, commissioner pledge, ethics training.
Update LAFCO letterhead, directory, and website
Set up vendor accounts, provide parking permits
Conduct new Commissioner orientation
Recognize outgoing commissioners for service on
LAFCO
Staff H
Commissioners Selection Process Inform appointing bodies of any upcoming vacancies and provide information on appointment criteria
Convene ISDSC committee meeting, as necessary
Coordinate public member selection process, as
necessary
Staff H
Conduct a Strategic Planning Workshop 2018 Workshop re. LAFCO Communications and Outreach Plan
Staff / Consultant L
Commissioner participation in CALAFCO Support commissioner participation in CALAFCO activities / or election to the CALAFCO Board
Staff L
PROPOSED WORK PLAN FOR FISCAL YEAR 2023
PAGE 5 OF 6
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCES PRIORITY*
ADMINISTRATIVE PROJECTS
Prepare LAFCO annual work plan March –June Staff H
Prepare LAFCO annual budget March –June Staff H
Prepare LAFCO Annual Report August 2022 Staff H
Prepare LAFCO Annual Financial Audit October 2022 (Contract with Chavan Associates extended for FY 2023 and FY 2024)
Consultant / Staff H
Office / facility management Coordinate with Building Manager on facilities issues Coordinate with County re. computers/network,
phone, printers, office security, procurement,
installation & maintenance
Order and manage office supplies
Make travel arrangements and process expense
reimbursements.
Process mileage reimbursements
Office space lease extended (lease extended through
April 30, 2027)
Staff H
Records management Organize scan of LAFCO records to Electronic Document Management System (LaserFische)
Maintain LAFCO’s hard copy records
Maintain and enhance the LAFCO Website
Maintain LAFCO database
Staff/ Consultant
Staff
H
H
H
H
Contracts and payments & receivables Track consultant contracts and approve invoices Approve vendor invoices / process annual payments
for various services/ memberships
Coordinate with County Controller’s Office and track
annual collection of payments from member agencies
Staff H
Review and update LAFCO bylaws /
administrative policies and procedures
Ongoing, as needed Staff H
PROPOSED WORK PLAN FOR FISCAL YEAR 2023
PAGE 6 OF 6
PROJECT DESCRIPTION ACTIVITIES / TIMELINE RESOURCES PRIORITY* Staff training and development CALAFCO workshops, conferences, relevant courses Staff M Coordinate with County on administrative
issues
Attend monthly meetings with the Deputy County
Executive
Staff H
Staff performance evaluation April - October 2022 Staff/Commission H Comprehensive Organizational Assessment
Study – implementation
As needed Staff/Commission H
Recruitment and training of LAFCO staff One LAFCO Analyst position currently vacant – recruitment pending County Classification study
results
Staff H
Other administrative functions mandated of a
public agency (Form 806, maintaining
liability/workers comp insurance, etc.)
Ongoing Staff H
ADMINISTRATIVE PROJECTS
PROPOSED LAFCO BUDGET
FISCAL YEAR 2022- 2023
ITEM # TITLE
APPROVED
BUDGET
FY 2022
ACTUALS
Year to Date
2/28/2022
PROJECTIONS
Year End
FY 2022
PROPOSED
BUDGET
FY 2023
EXPENDITURES
Object 1: Salary and Benefits $844,239 $412,232 $691,414 $810,419 Object 2: Services and Supplies
5255100 Intra-County Professional $10,000 $0 $10,000 $10,000 5255800 Legal Counsel $75,896 $48,562 $75,000 $78,326
5255500 Consultant Services $150,000 $25,239 $100,000 $150,000 5285700 Meal Claims $750 $56 $100 $750
5220100 Insurance $8,500 $8,590 $8,590 $9,237
5250100 Office Expenses $5,000 $1,098 $2,000 $5,000
5270100 Rent & Lease $47,784 $35,838 $47,784 $53,182
5255650 Data Processing Services $22,048 $10,665 $22,048 $28,038 5225500 Commissioners' Fee $10,000 $1,300 $7,000 $10,000 5260100 Publications and Legal Notices $1,000 $551 $1,000 $1,000 5245100 Membership Dues $12,500 $12,316 $12,316 $12,887 5250750 Printing and Reproduction $1,500 $0 $500 $1,500 5285800 Business Travel $10,000 $0 $0 $10,000
5285300 Private Automobile Mileage $1,000 $7 $150 $1,000 5285200 Transportation&Travel (County Car Usage) $600 $0 $100 $600 5281600 Overhead $49,173 $24,587 $49,173 $30,041
5275200 Computer Hardware $3,000 $0 $1,000 $3,000
5250800 Computer Software $5,000 $853 $4,000 $5,000
5250250 Postage $1,000 $3 $500 $1,000
5252100 Staff/Commissioner Training Programs $2,000 $0 $1,000 $2,000 5701000 Reserves -$50,000 $0 $0 $0
TOTAL EXPENDITURES $1,210,990 $581,897 $1,033,675 $1,222,980
REVENUES
4103400 Application Fees $30,000 $24,077 $30,000 $30,000 4301100 Interest: Deposits and Investments $6,000 $4,283 $6,000 $6,000 TOTAL REVENUE $36,000 $28,360 $36,000 $36,000
3400150 FUND BALANCE FROM PREVIOUS FY $288,660 $312,351 $312,351 $201,006 NET LAFCO OPERATING EXPENSES $886,330 $241,186 $685,324 $985,974 3400800 RESERVES Available $200,000 $200,000 $200,000 $200,000
COSTS TO AGENCIES
5440200 County $295,443 $295,443 $295,443 $328,658
4600100 Cities (San Jose 50% + Other Cities 50%) $295,443 $295,443 $295,443 $328,658 4600100 Special Districts $295,443 $295,443 $295,443 $328,658 March 14, 2022
ITEM # 9
Attachment D
$985,974
JURISD IC TIO N REV EN UE PER
2018/2019 REPO RT
PERC EN TA G E O F
TO TA L REV EN UE
A LLO C A TIO N
PERC EN TA G ES
A LLO C A TED
C O STS
C ounty N /A N /A 33.3333333% $328,658.00
C ities Total Share 33.3333333% $328,658.00
San Jose N / A N / A 50.0000000% $164,329.00
O ther cities share 50.0000000% $164,329.00
C ampbell $64,536,222 1.7980522% $2,954.72
C upertino $108,060,680 3.0106928% $4,947.44
G ilroy $125,345,516 3.4922679% $5,738.81
Los A ltos $57,463,937 1.6010103% $2,630.92
Los A ltos H ills $16,800,340 0.4680765% $769.19
Los G atos $51,214,203 1.4268856% $2,344.79
M ilpitas $216,026,300 6.0187372% $9,890.53
M onte Sereno $3,758,600 0.1047188% $172.08
M organ H ill $110,550,245 3.0800549% $5,061.42
M ountain V iew $407,506,157 11.3535827% $18,657.23
Palo A lto $701,560,301 19.5462638% $32,120.18
Santa C lara $1,078,173,133 30.0391235% $49,362.98
Saratoga $34,095,585 0.9499416% $1,561.03
Sunnyvale $614,138,449 17.1105921% $28,117.66
Total C ities (excluding San Jose) $3,589,229,668 100.0000000% $164,328.98 Total C ities (including San Jose) $328,657.98
Special D istricts Total Share (Fixed %) 33.3333333% $328,658.00 A ldercroft H eights C ounty Water D istrict 0.06233% $204.85 Burbank Sanitary D istrict 0.15593% $512.48
C upertino Sanitary D istrict 2.64110% $8,680.19
El C amino H ealthcare D istrict 4.90738% $16,128.50
G uadalupe C oyote Resource C onservation D istrict 0.04860% $159.73 Lake C anyon C ommunity Services D istrict 0.02206% $72.50 Lion's G ate C ommunity Services D istrict 0.22053% $724.79 Loma Prieta Resource C onservation D istrict 0.02020% $66.39 M idpeninsula Regional O pen Space D istrict 5.76378% $18,943.12 Purissima H ills Water D istrict 1.35427% $4,450.92
Rancho Rinconada Recreation and Park D istrict 0.15988% $525.46 San M artin C ounty Water D istrict 0.04431% $145.63
Santa C lara V alley O pen Space A uthority 1.27051% $4,175.63 Santa C lara V alley Water D istrict 81.44126% $267,663.24 Saratoga C emetery D istrict 0.32078% $1,054.27
Saratoga Fire Protection D istrict 1.52956% $5,027.02
South Santa C lara V alley M emorial D istrict 0.03752% $123.31 Total Special D istricts 100.00000% $328,658.03
Total A llocated C osts $985,974.01
LAFCO COST APPORTIONMENT: COUNTY, CITIES, SPECIAL DISTRICTS Estimated Costs to Agencies Based on the Preliminary FY 2023 LAFCO Budget Preliminary N et O perating Expenses for FY 2023
March 1, 2022
ITEM # 9
Attachment E
4/14/22, 11:14 AM Mail - Rules and Open Government Committee Agendas - Outlook https://outlook.office365.com/mail/[email protected]/inbox/id/AAQkADhhYzk3NTk1LTBmZDAtNDc4Yi1hN2Q0LTZjNmZjNTk5MT… 1/1 [External Email]
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Mobilehome Designation for all Parks
martha O'Connell < >
Mon 4/11/2022 3:49 PM
To: Rules and Open Government Committee Agendas <[email protected]>;martha O'Connell >
1 attachments (1 MB)
MH designation for all Parks .pdf;
see attached for Rules April 20, 2022
If you are neutral in situations of injustice, you have chosen the side of the oppressor. If an elephant has its foot on the tail of a mouse and you say that you are neutral, the mouse will not appreciate your neutrality. – Desmond Tutu
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