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HomeMy WebLinkAboutSanta Clara County Sheriff (16)TOWN OF LOS ALTOS HILLS September 16, 2004 Staff Report to the Town Council SUBJECT: Proposed Amendment and Extension of Law Enforcement Services Contract with Santa Clara County FROM: Maureen Cassingham, City Manager )�' Recommendation: That the City Council approve the amended, extended contract for law enforcement services between the County of Santa Clara and the Town of Los Altos Hills. Background: The Town approved the most recent amendment and extension of the contract for law enforcement services with the County in June, 2002 for a period ending June 30, 2005. The County has approached its contract cities (Los Altos Hills, Cupertino and Saratoga) with a proposed amended and extended agreement which reflects the need for the County to (1) recover the increase in PERS retirement costs associated with 3% at 50 pension formula for its safety personnel and (2) recover the increased expense necessitated by the relocation of the West Valley Substation to the former AAA offices at 1601 South De Anza Boulevard, Cupertino. The improved PERS retirement package approved in 2002 keeps the County competitive with other law enforcement agencies in the Bay Area, and the new substation facility addresses the overcrowded, sub -standard, parking challenged quarters within the old U.S. Post Office building in Saratoga which has housed the Sheriff's Department since 1984. The new Cupertino substation is scheduled to open in November, 2004. Contract cities representatives have been meeting with the Sheriff, her designees and representatives of the County Chief Executive's Office office on these matters since October, 2003. The major changes in the proposed agreement are as follows: 1) The base year changes from FY 97-98 to FY 04-05 and compensation includes the Sheriff's actual costs of salaries and benefits, including the 3% at 50 PERS retirement formula. The Town agrees to accept its percentage share of the actual costs of the new formula, adjusted by PERS for averaging. 2) Each subsequent year, the increase in compensation (salaries plus benefits) is limited to total projected salary and benefit increases over the remaining nine years of the agreement divided by nine to achieve predictable annual increases for the contract cities. Non -PERS compensation (salaries and benefits other than PERS retirement) has been capped at the Consumer Price Index (CPI) plus 2%, as is the case in the current contract. The CPI has averaged 3.395% over the last twenty-one years. Exhibit B sets forth the calculation formula for these costs. Annual increases are limited to the results obtained by using the calculation formula - multiplying the base rate times the percentage increase in total compensation, excluding PERS - or to the February CPI plus 2%, whichever is less. The increase in compensation costs over the life of the agreement will not exceed the actual cumulative average of CPI plus 2% for the ten year term. 3) The County has received authorization from PERS to "finance" the 3% at 50 benefit. Any deferred PERS reimbursement will be charged 8.25% interest which is identical to the interest charged to the County by PERS. 4) The term of the agreement which had previously been five years is now ten (10) years (with a mutually agreeable five-year extension) which coincides with the term of the County's new substation lease. A city terminating early must still pay its pro -rata share of the full cost of tenant improvements and remaining lease payments since the County will be obligated for those substation costs through the term of the contract. Estimated annual expense for the Town's share of the new substation and operating costs attributable to Los Altos Hills is $15,765 plus the Town's share of a 3% annual cap adjustment to the base rent, annual pro rata share of insurance and taxes, and 5% annual cap on controllable operating expenses (i.e., janitorial services, minor repairs, utilities, etc.). 5) The termination notice period has been increased from 90 days to 180 days. 6) The new fiscal year law enforcement services plan will assure the contract cities that there will be no extra costs for catastrophic event(s) response, per mutual aid protocol. This "side bar" document is developed by the Sheriff and City Manager each April for the upcoming fiscal year. The dollar amount of the increased costs over FY 03-04 for law enforcement services and the Town's pro -rata share of the new substation lease and tenant improvements is $40,565 for fiscal year 04-05. The new facility costs represents $10,401 of that increase. It should be noted that $10,836 in annual expense was saved with the elimination of the Town's share of the two DARE (Drug Abuse Resistance Education) officers who had been assigned to work with the contract cities schools. No other changes in law enforcement services are proposed at this time. Discussion: The County's law enforcement services continue to be responsive, excellent quality and cost effective for the Town's needs. While there are service options with other agencies, there are no compelling reasons at this time to request proposals. Town staff will present a 911 fee proposal to Council later this year that could wholly or partially offset the Town's annual County communications costs of $121,000. As reported to the Council on July 15, 2004, the Council could enact an ordinance establishing a 911 fee on telephone subscribers to defray 911 operating costs and upgrade 911 communications. To enact an ordinance, the following actions must be taken: 14 • make the necessary findings as to the objective of the proposed fee and how goals will be met • identify service suppliers and their respective lines subject to the fee • compute eligible operating and project costs • calculate the rate to recover eligible costs • publicly notice the public and vendors of the proposed fee Staff will continue to monitor actions taken by other public agencies. Tentative timing to agendize this matter for future City Council deliberation is late 2004. attachments: Resolution Authorizing City Manager to Enter into an Agreement with the County of Santa Clara for Law Enforcement Services Law Enforcement Contract 3 RESOLUTION NO. 2'-05 RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS APPROVING AND AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE TOWN OF LOS ALTOS HILLS AND LANDS OF CROZIER HOGLE WHEREAS, the City Council of the Town of Los Altos Hills has read and considered that certain Agreement for Conservation Easement ("Agreement") between the Town and Lois Crozier Hogle (collectively, "Owner"). NOW, THEREFORE, the City Council of the Town does RESOLVE as follows: 1. Public interest and convenience require the Town of Los Altos Hills to enter into the Agreement described above. 2. The Town of Los Altos Hills hereby approves the Agreement and the Mayor is hereby authorized on behalf of the Town to execute the Agreement between the Town of Los Altos Hills and Owner. PASSED AND ADOPTED this 20 day of , 2005. C By: Mayor ATTEST City Clerk Cerlified as a true copy By /— City Clerk of a To n of Los Altos Hills