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Home My WebLink About02-03-2010 City Council Mtg & Council Pkt AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL FEBRUARY 3, 2010 SPECIAL MEETING –5:30 P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. CALL MEETING TO ORDER–5:30 P.M. REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on January 27, 2010) COMMUNICATIONS FROM PUBLIC OralCommunicationson 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 Instructionto Staff regarding actions on current Oral Communications. CLOSED SESSION–5:30 P.M. –ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. ANNOUNCEMENT OF CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL– Significant Exposure toLitigation: (Government Code Section 54956.9 (1case) Initiation of Litigation (Government Code Section 54956.9(c)(1case) ADJOURNED TO CLOSED SESSION OPEN SESSION –6:00 P.M. ADMINISTRATIVE CONFERENCE ROOM –13777 FRUITVALE AVENUE. CALL JOINT MEETING TO ORDER–6:00P.M. 1 1.Joint Meeting with the Saratoga Planning Commission Recommended Action: Informational only. ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Councilby City staff in connection with this agenda are available at the office of the Community Development Department Director at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us.Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerkat the time they are distributed to the City Council. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 408/868-1269. Notification 24 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, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council forthe City of Saratoga was posted on January 27, 2010, at 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 th Signed this 27day of January 2010at Saratoga, California. Ann Sullivan, CMC City Clerk 2 èÛÚÐ×ÍÖùÍÎÈ×ÎÈÉ ûÕ×ÎØÛ ñéûêìÊ×É×ÎÈÛÈÓÍÎ éÈÛÖÖê×ÌÍÊÈ ùÓÈÃùÍÇÎÙÓÐï××ÈÓÎÕïÓÎÇÈ×É¦òÛÎÇÛÊÃ éÈÛÖÖê×ÌÍÊÈ ïÓÎÇÈ×ÉÖÍÊòÛÎÇÛÊÃ èÊ×ÛÉÇÊ×ÊªÉê×ÌÍÊÈÖÍÊÈÔ×ïÍÎÈÔ÷ÎØ×Øø×Ù×ÏÚ×Ê èÊ×ÛÉÇÊ×ÊªÉê×ÌÍÊÈÖÍÊÈÔ×ïÍÎÈÔ÷ÎØ×Øø×Ù×ÏÚ×Ê ê×ÆÓ×ÅÍÖûÙÙÍÇÎÈÉìÛÃÛÚÐ×ùÔ×ÙÑê×ÕÓÉÈ×ÊÉ éÈÛÖÖê×ÌÍÊÈ ùÔ×ÙÑê×ÕÓÉÈ×Ê ê×ÉÍÐÇÈÓÍÎûÌÌÊÍÆÓÎÕûÌÌÐÓÙÛÈÓÍÎÖÍÊéÛÎÈÛùÐÛÊÛæÛÐÐ×ÃåÛÈ×Ê øÓÉÈÊÓÙÈ÷ÎÆÓÊÍÎÏ×ÎÈÛÐ÷ÎÔÛÎÙ×Ï×ÎÈìÐÛÎÎÓÎÕõÊÛÎÈöÇÎØÉ éÈÛÖÖÊ×ÌÍÊÈ éÓÈ×ÏÛÌ ê×ÉÍÐÇÈÓÍÎ çÎÙÐÛÓÏ×ØØ×ÌÍÉÓÈÉ ÉÈÛÖÖÊ×ÌÍÊÈ ûÏ×ÎØÏ×ÎÈîÇÏÚ×ÊíÎ×ÈÍÈÔ×òÍÓÎÈçÉ×ûÕÊ××Ï×ÎÈÅÓÈÔÈÔ× éÛÎÈÛùÐÛÊÛæÛÐÐ×ÃåÛÈ×ÊøÓÉÈÊÓÙÈÖÍÊåÓÐØÙÛÈùÊ××ÑÛÈõÛÊØÓÎ×Ê ìÛÊÑ éÈÛÖÖê×ÌÍÊÈ ûÈÈÛÙÔÏ×ÎÈûÏ×ÎØÏ×ÎÈ ûÈÈÛÙÔÏ×ÎÈ æÓÐÐÛÕ×÷ÎÈÊÛÎÙ×éÓÕÎ ÉÈÛÖÖÊ×ÌÍÊÈ ø×ÌÓÙÈÓÍÎÍÖÉÓÕÎ ðÍÙÛÈÓÍÎÏÛÌ éÇÌÌÍÊÈÖÍÊå×ÉÈæÛÐÐ×ÃùÍÐÐ×Õ×ùÊ××Ñê×ÉÈÍÊÛÈÓÍÎìÊÍÒ×ÙÈ éÈÛÖÖê×ÌÍÊÈ ð×ÈÈ×ÊÍÖéÇÌÌÍÊÈ ê×ËÇ×ÉÈÖÍÊÖÇÎØÓÎÕÈÍÉÇÌÌÍÊÈÈÔ× ïÇÉÈÛÊØöÛÓÊ× éÈÛÖÖê×ÌÍÊÈ ûÈÈûðÓÉÈÍÖ÷ÄÌ×ÎØÓÈÇÊ×É öã ïÓØã×ÛÊúÇØÕ×ÈéÈÛÈÇÉê×ÌÍÊÈÛÎØúÇØÕ×È ûØÒÇÉÈÏ×ÎÈê×ÉÍÐÇÈÓÍÎ ïÓØã×ÛÊê×ÌÍÊÈ AGENDA REGULAR MEETING SARATOGA CITY COUNCIL Wednesday, February 3, 2010 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 January 27, 2010) 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 CEREMONIALITEMS SPECIAL PRESENTATIONS 1.KSAR Presentation Recommended action: Listen to short presentation by Tom Moran, Chairman of KSAR Community Access Television. 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. 2.City Council Meeting Minutes –January 20, 2010 Recommended action: Approve minutes. 3.Treasurer’s Report for the Month Ended December 31, 2009 Recommended action: Review and accept the Treasurer’s Report for the month ended December 31, 2009. 4.Review of Accounts Payable Check Registers Recommended action: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: January 14, 2010 January21, 2010 5.Resolution Approving Application for Santa Clara Valley Water District Environmental Enhancement Planning Grant Funds Recommended action: Approve resolution supporting the 2010 Environmental Enhancement Planning Grant Application. 6.Unclaimed Deposits Recommended action: Direct staff accordingly. 7.Amendment Number One to the Joint Use Agreement with the Santa Clara Valley Water District for Wildcat Creek at Gardiner Park Recommended action: Authorize the City Manager to sign the Amendment Number One to the Joint Use Agreement 8.Village Entrance Sign Recommended action: Approve design and installation of Village Entrance Sign. 9.Support for West Valley College Creek Restoration Project Recommended action: Approve Letter of Support for West Valley College application for Environmental Enhancement Planning Grant. PUBLIC HEARINGS None OLD BUSINESS None NEW BUSINESS 10.Request for funding to support the 2010 Mustard Faire Recommended action: Direct Staff accordingly 11.FY 2009/10 Mid-Year Budget Status Report and Budget Adjustment Resolution Recommended action: Review FY 2009/10 Mid-Year Budget Status Report and proposed budget adjustments, and adopt resolution approving the City's FY 2009/10 Operating Budget amendments. ADHOC & AGENCY ASSIGNMENT REPORTS MayorKathleen King ABAG City SchoolAd-Hoc CountyHCD Policy Committee HakoneFoundation Executive Committee West ValleyFlood Control Zone & Watershed Advisory Committee SCC CitiesAssociation Selection Committee Santa Clara CountyEmergency Council West Valley Mayorsand Managers Association Vice MayorJill Hunter HakoneFoundation Board HistoricalFoundation LibraryJoint Powers Association SASCC Sister CityLiaison VillageAdHoc Councilmember Howard Miller Chamberof Commerce Council FinanceCommittee Highway 9Adhoc KSAR Santa Clara County Cities Association Board West Valley SolidWaste Joint Powers Association West Valley TransportationAuthority PAC Councilmember Susie Nagpal Highway 9Adhoc VillageAdHoc Councilmember Chuck Page City SchoolAd-Hoc Santa ClaraValley Water District Commission Saratoga MinisterialAssociation West Valley SanitationDistrict Council FinanceCommittee CITY COUNCIL ITEMS CITY MANAGER’S REPORT ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the Community Development Department Director at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. 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, CityClerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council forthe City of Saratoga was posted onJanuary 27, 2010, atthe 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 th Signed this 27dayof January 2010at Saratoga, California. Ann Sullivan, CMC City Clerk NOTE: To view current or previous City Council meetings anytime, go tothe City Video Archives at www.saratoga.ca.us CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2010 1/20Regular Meeting –Joint Meeting with Saratoga Chamber of Commerce 1/29City Council Retreat @ North Prospect Center 2/3Regular Meeting –Joint Meeting with Planning Commission 2/17Regular Meeting –Joint Meeting with Supervisor Liz Kniss 3/3Regular Meeting –Also Interviewing Commissioners for vacancies-- Joint Meeting with Parks and Recreation Commission 3/17Regular Meeting –Joint Meeting with Sheriff’s Office and CountyFire 4/7?Joint Meeting with Mt. Winery 4/21Regular Meeting –Regular Meeting –Joint Meeting with School Districts: Saratoga Union Elementary School District; Los Gatos-Saratoga Union High School District; Cupertino School District; Campbell School District Moreland School District; Fremont High School District; SacredHeart; St. Andrews, and Campbell Union High School District 5/5Regular Meeting –Joint Meeting with Youth Commission 5/19Regular Meeting –Joint Meeting with Montalvo Arts 6/2Regular Meeting –Interview Youth commissioners for vacancies 6/16Regular Meeting –Joint Meeting with HOA Presidents 7/7Regular Meeting –Joint Meeting with Library Commission and Friends of the Saratoga Libraries 7/21Regular Meeting –Joint Meeting with SASCC SUMMER RECESS –NO COUNCIL MEETING 8/4 SUMMER RECESS–NO COUNCIL MEETING 8/18 9/1Regular Meeting –Joint Meeting with West Valley Board of Trustees 9/15Regular Meeting –Joint meeting with Assemblymember Jim Beall 10/6Regular Meeting –Joint Meeting with Traffic Safety Commission 10/20Regular Meeting–Joint Meeting with Historical Foundation & Heritage Preservation Comm. 11/3Regular Meeting –Joint meeting with Saratoga Ministerial Association 11/17Regular Meeting -Joint Meeting with Hakone Foundation 11/30Council Reorganization 12/1Regular Meeting - 12/15Regular Meeting - SARATOGA CITY COUNCIL MEETING DATE: AGENDA ITEM: February 3, 2010 DEPARTMENT: CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Ann Sullivan, City ClerkDave Anderson SUBJECT: KSARPresentation RECOMMENDED ACTION: Listen to short presentation by Tom Moran, Chairman of KSARCommunity Access Television. REPORT SUMMARY: Each year the City Council provides Community Grants to various agencies. In 2008 KSAR15, Saratoga Community Access Cable TV Foundation submitted a proposal for support of a Saratoga High School Media Arts Mentoring Program. The program helps students start a TV broadcasting career through classes in TV production skills, internship opportunities, and resume and interview techniques. Council considered KSAR’s request for funding for this program and granted then$4,617. This presentation will show how KSAR used the funding and the interest expressed by the students involved in it. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: 1 Posting of the agenda. ATTACHMENTS: None 2 SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: February 3, 2010 DEPARTMENT:CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Ann Sullivan,City Clerk Dave Anderson SUBJECT:City CouncilMeeting Minutes–January 20,2010 RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for January 20, 2010City Councilmeeting. 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 –MinutesfromJanuary 20, 2010City Council meeting. MINUTES SARATOGA REGULAR CITY COUNCILMEETING JANUARY 20, 2010 The City Council of the City of Saratoga met in Closed Session in the Administrative Conference Room at 5:30PM. ANNOUNCEMENT OF CLOSED SESSION Conference withLegalCounsel–Existing Litigation: Pursuant to Government Code Section 54956.9 (b) (1 potential case)Castro vs. City of Saratoga MAYOR’S REPORT ON CLOSED SESSION Mayor Kingstated there was no reportable information. The City Council of the City of Saratoga held a Special Meeting with the Saratoga Chamber of Commercein the Administrative Conference Room at 6:00 p.m. Mayor Kingcalled the Regular City Council meeting to order at 7:00 p.m. and ledthe Pledge of Allegiance. ROLL CALL : PRESENTCouncilmembers Chuck Page, Howard Miller, Vice Mayor Jill Hunter, Mayor Kathleen King ABSENT:Susie Nagpal ALSODave Anderson, City Manager PRESENT:Richard Taylor, City Attorney Ann Sullivan, City Clerk Barbara Powell, Assistant City Manager John Cherbone, Public Works Director John Livingstone, Community Development Director Michael Taylor, Recreation Department Director Nina Walker, Facilities Coordinator REPORT OF CITY CLERK ON POSTING OF AGENDA Ann Sullivan, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of January 20,2010was properly posted on January 15, 2010. Mayor King asked for consensus to have the Joint Meeting report by theChamberof CommercePresident, Emily Lo at this time.[Council agreed] ORAL COMMUNICATIONS Bill Dougherty addressed the Councilregarding the recent decision on Herriman Avenue and asked Council to revisit thisissueand consider adopting Option 3. Citizen Ray addressed the Council regarding the Cupertino Cement Plant and theletter to the Air Quality Board. He noted the dust sampletestsindicatedthere is arsenic in the dust particlesthat arebeing released into the air. Councilmember Page asked who performed the study and inquired aboutthe results, adding he would like a copy. Citizen Ray stated he wouldprovide Councilmember Pagewith a copyof the test results. Ernest Brookfield asked the Council to review theTraffic Safety Commission’srecent decision to install acrosswalk on Kirkbrook Drive and Kirkmont Avenue near Blue Hills Elementary School. Ronald Hills addressed the Council regarding artificial turf as impervious coverage and its impact on Saratoga Building Permit 09-0344 and asked that Council revisit the use of artificial turf coverage. Barton Hechtman addressed the Councilregardinga Residential Hillside Conservation (RHC)parcel designation on specific propertyandaskedthatcouncil consider this zoning issue for discussion at the January 29, 2010 council retreat. Carl Dcosta addressed the Council regarding the recent decision on Herriman Avenue and asked Council to revisit this issue and consider adopting Option 3. Susan Cox addressed the Council regarding the recent decision on Herriman Avenue and asked Council to revisit this issue and consider adopting Option 3. Marilyn Foustaddressed the Council regarding the recent decision on Herriman Avenue and asked Council to revisit this issue and consider adopting Option 3. DIRECTION TO STAFF Councilmember Page recommended staff include the RHC zoning issue on theCouncil Retreat agenda. City Manager Dave Anderson noted this item is scheduled for discussion on the retreat agenda. Councilmember Page asked if staff that was present could provide some information regarding the Kirkmont crosswalk issue. Public Works Director John Cherbone was present and noted the Commission considers each issue on a case-by-casebasis. He added staff conductstraffic studies, however, they usuallydon’tnotify nearby residentswhenthey are doing street workor striping; if it is a safety issue they doconduct traffic studiesand usuallydon’t notify nearby residents. Director Cherbone noted this particulartraffic study involved a two day study in order to acquirespecific data. DIRECTION TO STAFF :Staff should notify affected neighbors of future crosswalk installation decisions in order to provide adequate opportunity for public input. 2 Councilmember Miller inquired about the request to address Impervious Coverage at the upcoming council retreat. City Manager Dave Anderson notedthistopicis scheduled for discussion at the Council retreatand would be part of the work plan prioritization process. Vice Mayor Hunter voiced concerns about the Herriman Avenue issue and asked to have this item brought back for discussion. This request received no second from a Councilmember. Councilmember Page noted the Herriman Avenue issuehas been discussed for more than a year and wasn’tsure if reopening it would solve the problem. He noted there are two upcomingvacanciesonthe Traffic Safety Commission,addingthat could be a good way to become involved in traffic calming issues. Councilmemember Miller suggested upgrading the rubber traffic poles on Herriman with some metal material, which would discourage drivers fromdriving into the poles. He also commented onthe traffic speed on Herriman Avenue and asked if a traffic study was scheduled for it. Director Cherbone notedhe would have to look into the feasibility of upgrading the traffic poles with metal and he added there is a traffic calming plan scheduled for Herriman Avenue. DIRECTION TO STAFF : Staff should work with the Traffic Safety Commission, Traffic Consultant,and Traffic Engineer regardingsome widening of the curve and striping onHerrimanAvenuenow and address the speed issue later in the year. COMMUNICATIONS FROM BOARDS AND COMMISSIONS Emily Lo, President of Saratoga Chamber Commerce reported the role of the Chamberis to serve local businesses and the community and they are hoping to build anetwork of support between the businesses andthecommunity.Shenoted they are extending their service to all commercial districts in Saratoga, including Quito Center, which will host the pumpkin decoration contest during the week of Halloween. She noted some of the upcoming events for 2010 –such as the first Annual Saratoga Classic Car Show scheduled in Julyand theTaste of Saratoga event, which willbe a two-day event in collaboration with the California Artists Association. She added the Chamber is committed to providinga quarterly report to the CityCouncil regarding services they’ve done for the communityduring the past quarter. She concluded by saying they arein the final stage oftheir audit and will deliver anofficial statement and response to the City regarding the audit. Councilmember Miller inquired about the Crab Feed. th Ms. Lo stated the Crab Feed is scheduled forFebruary 20at Sacred Heart Church; tickets are $40 for adults and are available at the Chamber of Commerce or on line. She added Councilmember Page would be theemceefor the live auction. 3 Councilmember Page suggested the Chamber look into a new company in the Saratoga Village called “Double Knot” to assist them with their ticket sales,adding they specialize in ticket sales for non-profits. DIRECTION TO STAFF None Mayor King asked for consensus to move to the Ceremonial Items at this time. [Council agreed.] ANNOUNCEMENTS Councilmember Page noted there is a Santa Clara County Valley Water District redistricting process that is occurring. This redistricting would provide for four directors tobe elected to the Board in2010 and three would be eligible for re-election in 2011; he encouraged people to consider these positions on the Water Board. Councilmember Miller noted the latest edition of the Saratoga Recreation Guide for the winter and spring session is out and that there are numerousclasses that are available;he invited citizens to sign up for some fun classes. Vice Mayor Hunter congratulated the Recreation & FacilitiesDepartment on the 2009 Award of Excellence they recently received from the California Parks and Recreation Society.She also commented on the Saratoga Website and the email feature for notification of specific meetings and topics in the City. Mayor King noted there are a number of vacancies on severalcitycommissions and invited people to apply, adding that the deadline to apply is February 18, 2010.She also commented about the recent storm updates noted on the City’s website. City Manager Dave Andersonnoted the Website reflects updates onthe recent storm activity in the community and that residents could go to the Maintenance Yard to acquire sand bags, if needed. Vice Mayor Hunter also asked if staffcould advertise commission openings to the Homeowners’Associations. CEREMONIAL ITEMS COMMENDATION HONORING THE SARATOGA HIGH SCHOOL BAND 1. STAFF RECOMMENDATION: Read and present commendation. Councilmember Miller invited the band members that were presentand their band directors on stageto receive the commendation. Prior topresentingthe commendation to the band members and band directors,he asked for a moment of silence in honor of a former band member that had just recently passed away un-expectedly. 4 PROCLAMATION DECLARING THE MONTH OF JANUARY 2010 AS 2. “NATIONAL BLOOD DONOR MONTH ” STAFF RECOMMENDATION: Read and present proclamation. Mayor King invited Mona Helmhold, American Red Cross Donor Recruitment Account Manager, up on stageto receive the proclamation and asked Ms. Helmhold to provide a synopsis of the blood donation program. SPECIAL PRESENTATIONS PRESENTATION ON LEAGUE OF CALIFORNIA CITIES (LCC) – 3. PENINSULA DIVISION STAFF RECOMMENDATION: Listen to a short presentation by Joe Pirzynski, Vice Mayor of Town of LosGatos, on the LCC and its goals for 2010. Joe Pirzynski, Vice Mayor of Town of Los Gatos,provided a short presentation on the main goals of theLeague of California Cities(LCC) and the many benefits local municipalities receive from the LCCand the Divisions. PRESENTATION ON BILLOF RIGHTS FOR CHILDREN & YOUTH AND 4. ADOPTION OF RESOLUTION ADOPTING BILL OF RIGHTS FOR CHILDREN AND YOUTH STAFF RECOMMENDATION: Listen to short presentation on the Bill of Rights for Children and Youth; authorize the Mayor to sign the Bill of Rights for Children & Youth, and adopt Bill of Rights Resolution. Dana Bunnett, Executive Director for Kids in Common, provided a short presentation on the Bill of Rights for Children and Youthand noted that Saratoga is the first city in the county to consider adopting the resolution supporting the Bill of Rights for Children and Youth. RESOLUTION NO. 10-001 AUTHORIZE THE MAYOR TO SIGN THE BILL PAGE/MILLER MOVED TO OF RIGHTS FOR CHILDREN & YOUTH, AND ADOPT BILLOF RIGHTS RESOLUTION. MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPAL ABSENT. At this point Mayor King announced the next item would be Council Announcements and asked for consensus to go to Agenda Item 16 after Council Announcements. [Council agreed.] CONSENT CALENDAR CITY COUNCIL MINUTES–DECEMBER 2, 2009 5. 5 STAFF RECOMMENDATION: Approve Minutes. APPROVE CITY COUNCIL MINUTES – MILLER/PAGE MOVED TO DECEMBER 2, 2009. MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPAL ABSENT. CITY COUNCIL SPECIALMEETING MINUTES (HOUSING ELEMENT) – 6. DECEMBER 16, 2009 STAFF RECOMMENDATION: Approve Minutes. Councilmember Miller removed this item for comment. He thanked the citizens for their input every step of the way and the Community Development for their efforts. KathleenCasey removed this item for discussion. She stated she would like to see the Housing Element correspondencefrom the State on the City website.In addition, she asked to have the cost for completing the Housing Element requirements made public. DIRECTION TO STAFF : Add Housing Element correspondence to City Website. APPROVE CITY COUNCIL SPECIAL MILLER/HUNTER MOVED TO MEETING MINUTES (HOUSING ELEMENT) DECEMBER 16, 2009. MOTION PASSED 4-0-1WITH COUNCILMEMBER NAGPAL ABSENT. CITY COUNCIL MEETINGMINUTES–DECEMBER 16, 2009 7. STAFF RECOMMENDATION: Approve minutes. Kathleen Caseyremoved this item for comment. APPROVE CITY COUNCIL MEETING MILLER/PAGE MOVED TO MINUTES –DECEMBER 16, 2009. MOTION PASSED 4-0-1WITH COUNCILMEMBER NAGPAL ABSENT. REVIEWOF ACCOUNTS PAYABLE CHECK REGISTERS 8. STAFF RECOMMENDATION: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: December 10, 2009 December 17, 2009 January 7, 2010 6 ACCEPT THE CHECK REGISTERS FOR THE MILLER/PAGE MOVED TO FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: DECEMBER 10, 2009, DECEMBER 17, 2009, JANUARY 7, 2010. MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPAL ABSET. MOTOR VEHICLE (MV) RESOLUTIONS RESTRICTING PARKING ON 9. DAGMAR DRIVE STAFF RECOMMENDATION: Move to adopt MV Resolutions restricting parking on a section of Dagmar Drive. Councilmember Miller removed this item forcomment. He thanked the Traffic Safety Commission for restricting parking at the Dagmar and Saratoga Avenue intersection and noted this should be considered for a CIP project at some time. MV RESOLUTION NO. 287 MV RESOLUTION NO. 288 ADOPT MV RESOLUTIONS RESTRICTING MILLER/PAGE MOVED TO PARKING ON A SECTION OF DAGMAR DRIVE. MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPAL ABSENT. RESOLUTION AMENDING THE CITY COUNCIL NORMS OF 10. OPERATION IMPLEMENTINGTHE MAYORAL ROTATIONPOLICY FOR THE SARATOGA CITY COUNCIL STAFF RECOMMENDATION: Adopt the Resolution amending the City Council Norms of Operation Implementing the Mayoral Rotation Policy for the Saratoga City Council. Vice Mayor Hunter removed this itemfor discussion. Vice Mayor Hunternoted that since 1956, the council rotation has been a tradition, however, it has not been part of the Norms of Operation and this policy would make Saratoga one of the few cities that relyon “vote count”. In addition, she inquired aboutthe policy regarding a three candidateracefor city councilvacancies andthe policy if there were no opponents forthose three vacancies. City Attorney Richard Taylor noted the draft policy states that if there were an equal number of votes, which would be the case if there were no votes, then seniority is determined by a coin toss administered by the City Clerk. Vice Mayor Hunter expressed other concerns and noted that one council member was missing and unable to vote on this item. KathleenCaseyremoved this item for comment. Ms. Casey stated she does not support the Council rotation policy and that it should remain as it is. 7 RESOLUTION NO 10-002 ADOPT RESOLUTION AMENDING THE CITY PAGE/KING MOVED TO COUNCIL NORMS OF OPERATION IMPLEMENTING THE MAYORAL ROTATION POLICY FOR THE SARATOGA CITY COUNCIL. MOTION PASSED3-1-1WITH VICE MAYOR HUNTER OPPOSING AND COUNCILMEMBER NAGPAL ABSENT. 2009 LIBRARY HEATINGVENTILATING, AIR CONDITIONING (HVAC) 11. RENOVATION PROJECT –BUDGET ADJUSTMENT STAFF RECOMMENDATION: Accept report and move to approve budget resolution. RESOLUTION NO. 10-003 APPROVE BUDGET ADJUSTMENT MILLER/PAGE MOVED TO RESOLUTION FOR 2009 LIBRARY HEATING VENTILATING, AIR CONDITIONING (HVAC) RENOVATION PROJECT . MOTION PASSED 4-0- 1 WITH COUNCILMEMBER NAGPAL ABSENT. RECORDS MANAGEMENT PROGRAM: RESOLUTION AUTHORIZING 12. FINAL DISPOSITION OFCERTAIN CITY RECORDS STAFF RECOMMENDATION: Adopt Resolution Authorizing Final Disposition of Certain City Records Kathleen Casey removed this item for comment. RESOLUTION NO. 10-004 ADOPT RESOLUTION AUTHORIZING FINAL MILLER/PAGE MOVED TO DISPOSITION OF CERTAIN CITY RECORDS. MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPAL ABSENT. ADOPTION OF ORDINANCE ESTABLISHING THE CITY’S ABILITY TO 13. ISSUE ADMINISTRATIVECITATIONS FOR VIOLATIONS OF THE SARATOGA CITY CODE . STAFF RECOMMENDATION: Staff recommends the City Council waive the Second Reading and adopt the Administrative Citation Ordinance. ORDINANCE NO. 276 WAIVE SECOND READING AND ADOPT THE MILLER/PAGE MOVED TO ADMINISTRATIVE CITATION ORDINANCE. MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPAL ABSENT. APPROVAL OF SPORT USERAGREEMENTS -2010 14. 8 STAFF RECOMMENDATION: Approve Sport User Agreements with American Youth Soccer Organization, Saratoga Little League, Quito Little League, De Anza Youth Soccer League, West Valley Lacrosse Club, West Valley Youth Soccer League, and Saratoga Pony League for the use of Saratoga City parks, West Valley College, and Prospect High School for organized sport use, and authorize the City Manager to execute the same. APPROVE SPORT USER AGREEMENTS WITH MILLER/PAGE MOVED TO AMERICAN YOUTH SOCCER ORGANIZATION, SARATOGA LITTLE LEAGUE, QUITO LITTLELEAGUE, DE ANZA YOUTH SOCCER LEAGUE, WEST VALLEY LACROSSE CLUB, WEST VALLEY YOUTH SOCCER LEAGUE, AND SARATOGA PONY LEAGUE FOR THE USE OF SARATOGA CITY PARKS,WEST VALLEY COLLEGE,ANDPROSPECT HIGH SCHOOL FOR ORGANIZED SPORT USE, ANDAUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME. MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPALABSENT. PROPOSED AMENDMENT TO VALLEY TRANSPORTATION 15. AUTHORITY (VTA) JOINT POWERS AGREEMENT STAFF RECOMMENDATION: Approve proposed amendment to VTA Joint Powers Agreement. CouncilmemberPage removed this item for comment. He statedwe should be proud of how well our West Valley division works. The West Valley division includes Campbell, Cupertino, Los Gatos, Monte Sereno and Saratoga and he noted this group continues to be the model of how all the division groupings should work. Kathleen Casey removed this item for comment. APPROVE PROPOSED AMENDMENT TO VTA PAGE/MILLER MOVED TO JOINT POWERS AGREEMENT. MOTION PASSED4-0-1WITH COUNCILMEMBER NAGPAL ABSENT. PUBLIC HEARINGS RESOLUTION DECLARINGA PUBLIC NUISANCE ASTO SPECIFIED 16. PROPERTIES CONTAINING HAZARDOUS VEGETATION (WEEDS) STAFF RECOMMENDATION: Conduct public hearing and adopt resolution. City Clerk Ann Sullivan presented the staff report. Moe Kumre, representative from the Office of the County Agricultural Commissioner’s Officewas present to answer questions. Councilmember Page asked if Council could allow the public to speak on this item later in the meeting since this item was heard out of sequence. 9 City Attorney Richard Taylor stated the Mayor could open the Public Hearing for comment and continue it to the last item of the meeting to accommodate individuals that may be planningtoattendthe meeting to comment on this item. Mayor King opened the Public Hearing for comment. No one was present to speak on this item. Mayor King closed the Public Hearing and noted it would be reopened again as the last item on this evening’s agenda. Mayor Kingreturned to this itemat 10:15p.m.and reopened the Public Hearing. No one was present to speak on this item. Mayor King closed the Public Hearing. RESOLUTION NO. 10-005 APPROVE THERESOLUTION DECLARING A PUBLIC PAGE/MOVED TO NUISANCE AS TO SPECIFIFED PROPERTIES CONTAINING HAZARDOUS VEGETATION (WEEDS). MOTION PASSED 4-0-1WITH COUNCILMEMBER NAGPAL ABSENT. Mayor King declared a 5 minute break at 9:35PM. Mayor King reconvened the Regular Meeting at 9:40PM. OLD BUSINESS OPTIONS FOR FACILITY RENTAL POLICY FORNON-PROFIT 17. FUNDRAISERS STAFF RECOMMENDATION: Review report and provide direction for the City’s facility rental policies and rental fees for non-profit group fundraising use. Recreation Director Michael Taylor presented the staff report. Mayor King invited public comment. No one requested to speak on this item. COUNCIL CONSENSUS : Council approved a third tier of facility rental fees for non-profit organizations to receive a reduced rental rate for one fundraising activity perfiscal year. Non-profit groups that meet the criteria of being a certified non-profit (501c3 or equivalent), having a participation level of at least 51% Saratoga residents, and holding an open event for the public good may charge an admission fee foroneevent per fiscal year for the purpose of raising funds for the organization. The reduced fee is 75% of the regular rental rate. Up to $5,000 of the City Council contingency fund was allocated to reimburse the Recreation and Facilities Department for the lost revenues due to the 10 additional discountand any leftover funds from the Contingency Fund allocation are to be replaced in the Contingency Fund. NEW BUSINESS None ADHOC & AGENCY ASSIGNMENT REPORTS MayorKathleen King –reported: SCC Cities Association –Joint Economic Development Policy Committee (JEDPC)– Mayor King asked that this agency be removed from this list as it no longer exists. West Valley Mayors and Managers Association–Meets next week. Vice MayorJill Hunter –reported: Historical Foundation–Thereare a significantnumber of speaker series scheduled. Concerns regarding the plants.They feelthe $26,000 that they gave to the City should go towards plants and this issueneedsto be resolved. Lots of excitement generated over the newHistorical Park. Sister City Liaison–committee members were very pleased with the Muko visit;the membershad a nice Christmas partyand preparations are under way for a trip to Muko this spring;aguest speaker is scheduled at the Saratoga Libraryto speakabout the history of Samurai. Councilmember Howard Miller–reported: Chamber of Commerce–the Chamber is busy preparing for a two-day Taste of Saratoga event in September. Council Finance Committee–the last meeting focused on a preview of the Council retreat topics. City staff continues to successfully find ways to curb expenses in order to stay on budget. KSAR–proceeding with equipment for editing stations;applying forpotential grant funding from solid wasteJPA to develop a “Recycling” video Santa Clara County Cities Association Board–City of Saratoga just became the first city to vote on the Bill of Rightsfor Youth;City of Gilroy is currently addressing lawsuits pertaining to the Medical Marijuana Dispensary issue; he noted he made the motion to support the City ofSan Jose movingforward on their investigation of the plastic bag ordinance allowing them to proceed with the environmental impact issue, which will benefit the City of Saratoga. West Valley Transportation Authority PAC–at the last meeting discussion took place on the express road system coming into Bay Area;can use FastPass card. Councilmember Susie Nagpal–absent Councilmember Chuck Page–reported: Santa ClaraValley Water District Commission–meets later in the month. Saratoga Ministerial Association–meets next Tuesday. West Valley SanitationDistrict–did not meet this month;however, he attended a District conference and most of the discussion focusedonthe watersituation in the State. 11 CITY COUNCIL ITEMS Councilmember Page noted there is arequest from a southern California city that is trying to prevent any more medical marijuana dispensaries from going into their city to other cities for a letter and a resolution of support. Mayor King suggested more research be done on this and suggesteda closed session discussion on this item. City Attorney Richard Taylor statedthis itemcould be scheduled for closed session. Vice Mayor King noted the League of California Cities is concerned about not receiving manyapplications from interested candidatesfor the re-districting reform in California, addinginterested candidatescannot havepreviously served in a political officeandthey arehopingthatmore women apply. CITY MANAGER’S REPORT None CITY ATTORNEY’S REPORT None ADJOURNMENT There being no additional business Mayor King asked for a motion to adjourn. ADJOURN THE REGULAR MEETING AT 10:30PM. MILLER/PAGE MOVED TO MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPAL ABSENT. Respectfully submitted, Ann Sullivan, CMC City Clerk 12 SARATOGA CITY COUNCIL MEETING DATE: AGENDA ITEM: February 3, 2010 DEPARTMENT:CITY MANAGER: Finance & Administrative Services Dave Anderson PREPARED BY:DEPT HEAD: Ann Xu, AccountantMary Furey SUBJECT: Treasurer’s Report for the Month Ended December 31, 2009 RECOMMENDED ACTION Review and accept the Treasurer’s Report for the month ended December 31, 2009. REPORT SUMMARY California government code section 41004 requires that the City Treasurer (the Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035, designates the City Manager as the City Treasurer) submit to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. Section 41004 . Regularly, at least once each month, the City Treasurer shall submit to the City Clerk a written report and accounting of all receipts, disbursements, and fund balances. He shall file a copy with the legislative body. The following attachments provide various financial transaction data for the City of Saratoga’s Funds collectively as well as specifically for the City’s General (Operating) Fund, including an st attachment from the State Treasurer’s Office of Quarterly LAIF rates from the 1 Quarter of 1977 to present. FISCAL IMPACT Cash and Investments Balance by Fund As of December 31, 2009, the City had $284,756 in cash deposit at Comerica bank, and $12,426,314 on deposit with LAIF. Council Policy on operating reserve funds, adopted on April 20, 1994, states that: for cash flow purposes, to avoid occurrence of dry period financing, pooled cash from all funds should not be allowed to fall below $2,000,000. The total pooled cash balance as of December 31, 2009 is $12,711,070 and exceeds the minimum limit required. Cash Summary Unrestricted Cash Comerica Bank284,756$ Deposit with LAIF12,426,314$ Total Unrestricted Cash12,711,070$ The Fund Balance schedule presented on the following page represents actual funding available for all funds at the end of the monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are components of the fund balance. As illustrated in the summary below, Total Unrestricted Cash is adjusted by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund Balance – which represents the actual amount of funds available. Adjusting Cash to Ending Fund Balance Total Unrestricted Cash12,711,070$ Plus: Assets359,079 Less: Liabilities (1,311,053) Ending Fund Balance11,$759,096 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION The City would not be in compliance with Government Code Section 41004. ALTERNATIVE ACTION N/A FOLLOW UP ACTION N/A ADVERTISING, NOTICING AND PUBLIC CONTACT N/A ATTACHMENTS A – Change in Total Fund Balances by Fund B – Change in Total Fund Balances by CIP Project C – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates ATTACHMENT A CHANGES IN TOTAL FUND BALANCE Fund Increase/ Fund Balance (Decrease) Current Current Balance Fund Description7/1/09 Jul-Nov Revenue Expenditure Transfers 12/31/09 General Undesignated Unreserved Balance857,524 (2,321,227) 2,221,405 1,223,067 - (465,365) Reserved Fund Balance: Petty Cash Reserve1,300 - - - - 1,300 Designated Fund Balances:- - Designated for Operations 2,870,140 - - - - 2,870,140 Designated Economic Uncertainty 1, -500,000 - - - 1,500,000 Designated for Development 707,380 - - - (75,000) 632,380 Designated for Environmental 613,182 - - - (50,000) 563,182 Designated for Uncollected Deposits182,159 - - - - 182,159 Designated for Mid Pen Open Space 250,000 - - - (250,000) - Designated for Hillside Reserve300,000 - - - - 300,000 Designated for CIP Matching Grant600,000 - - - - 600,000 Designated for CIP Transfer 300,000 - - - (300,000) - Designated for Economic Stability25,000 - - - (25,000) - Designated for Carryforward22,000 - - - (22,000) - Special Revenue Landscape/Lighting Districts359,917 (128,790) 56,049 25,198 - 261,979 CDBG Federal Grants- - - 42,859 - (42,859) SHARP Loan209,175 284 195 - - 209,655 Capital Project Street Projects1,926,230 (62,066) 41,230 103,168 - 1,802,226 Park and Trail Projects542,045 97,180 - 613 - 638,612 Facility Improvement Projects953,833 (354,623) 255,494 277,940 - 576,765 Administrative Projects163,910 17,280 - - - 181,190 Tree Fine Fund62,943 (22,076) 500 5,622 - 35,745 CIP Grant Fund(200,477) (247,307) 160,203 21,000 - (308,581) Gas Tax Fund62,495 172,129 - 106,000 - 128,625 Debt Service Library Bond (662,734)931,361 2,708 - 271,334 Internal Service Fund Liability/Risk Management202,872 (88,529) - 687 - 113,655 Workers Compensation123,034 70,509 - 1,875 - 191,668 Office Stores Fund39,633 7,757 200 1,820 - 45,770 Information Technology Services 174,838 46,404 - 28,668 - 192,574 73,746 Equipment Maintenance56,654 32,690 - 15,598 - Building Maintenance208,842 93,132 - 52,089 - 249,885 Equipment Replacement 87,655153,214 - - - 240,869 Technology Replacement (21,340)315,290 - 343 - 293,607 Trust/Agency Library Fund354,394 (3,181) 625 - - 351,838 KSAR - Community Access TV84,603 (17,706) 99 - - 66,996 Total City14,953,491 (3,304,558) 2,738,708 1,906,547 (722,000) 11,759,096 ATTACHMENT B FUND BALANCES BY CIP PROJECT Fund Increase/ Fund Balance (Decrease) Current Current Balance CIP Funds/Projects7/1/09 Jul-Nov Revenue Expenditure Transfers 12/31/09 Street Projects Traffic Safety90,472 (2,216) - 13,718 74,538 Highway 9 Safety Project45,129 - - - 45,129 Annual Street Resurfacing Project233,602 146,698 41,230 75,147 346,382 Sidewalks Annual Project18,935 (4,904) - 2,280 11,751 Saratoga Sunnyvale Road Resurfacing64,972 (1,093) - - 63,879 Traffic Signal @ Verde Vista Lane90,000 - - - 90,000 Fourth Street Bridge100,000 - - - 100,000 Quito Road Bridge Replacement Design9,730 - - - 9,730 Quito Road Bridge Construction115,726 - - - 115,726 Village Newsrack Enclosure23,307 (10,723) - - 12,584 Village Façade Program18,815 (2,837) - - 15,978 Solar Power Radar Feedback Signs24,158 - - - 24,158 El Quito Area Curb Replacement37,553 - - - 37,553 Sobey Road Culvert Repair150,000 - - - 150,000 Annual Storm Drain Upgrade246 (36,825) - 8,588 (45,167) Village Trees & Lights at Sidestreets25,336 - - - 25,336 Village Pedestrian Enhancement9,128 (146) - - 8,982 Prospect Road Median151,036 (93,415) - 3,435 54,186 City Entrance Sign/Monument23,788 - - - 23,788 Village-Streetscape Impv 517,188 - - - 517,188 Saratoga-Sunnyvale/Gateway Sidewalk4,107 (585) - - 3,522 Comer Drive Retaining Wall173,003 (56,020) - - 116,983 Total Street Projects1,926,230 (62,066) 41,230 103,168 - 1,802,226 Parks & Trails Hakone Garden Koi Pond49,150 - - 23 49,127 EL Quito Park Improvements43,905 - - - 43,905 Wildwood Park - Water Feature/Seating275 - - - 275 Historical Park Landscape33,890 (446) - - 33,444 Hakone Garden Retaining Wall & D/W142,829 - - - 142,829 Hakone Garden Upper Moon House 125,000 - - - 125,000 Kevin Moran Improvements69,083 (93,379) - 1 (24,297) West Valley Soccer Field(29,176) - - - (29,176) Park/Trail Repairs7,748 (4,288) - 590 2,870 Trail Segment #3 Repair68,606 (7,912) - - 60,694 Teerlink Ranch Trail14,850 (14,850) - - (0) Tank Trail Repair- (31,945) - - (31,945) Mid Pen O/S Land Purchase- 250,000 - - 250,000 CIP Allocation Fund15,885 - - - 15,885 Total Parks & Trails542,045 97,180 - 613 - 638,612 Facility Improvements Warner Hutton House Improvements813 - - - 813 Facility Projects108,643 (73,236) - - 35,407 Civic Center Improvement4,294 (340) - - 3,954 Theater Improvement68,518 (10,787) 494 - 58,224 Corp Yard - Men's Restroom1,829 38,291 - 17,510 22,611 Fire Alarm at McWilliams & Museum11,371 - - - 11,371 North Campus Improvements43,960 (26,711) - 11,722 5,528 North Campus - Bldg Removal73,250 (66,094) - 6,773 384 HVAC System Upgrade- - 125,000 - 125,000 Multi-Purpose Room Fund250,000 - - 250,000 - Corp Yard Solar Project93,250 - 125,000 - 218,250 Library HVAC Upgrade276,143 (215,745) - (8,065) 68,462 Library - EXT Improvement10,000 - 5,000 - 15,000 McWilliams House Improvement10,000 - - - 10,000 Historical Park Fire Alarm System1,762 - - - 1,762 Total Facility Improvements953,833 (354,623) 255,494 277,940 - 576,765 Administrative Projects Financial System Upgrade3,534 - - - 3,534 Document Imaging Project86,780 - - - 86,780 CDD Document Imaging Project36,635 (4,646) - - 31,989 Website Development Project30,959 (28,074) - - 2,885 IT Emergency Power Back- 10,000 - - 10,000 IT Server Room A/C- 40,000 - - 40,000 KSAR Equip Upgrades6,002 - - - 6,002 Total Administrative Projects163,910 17,280 - - - 181,190 Tree Fine Fund Tree Fine Fund62,943 (22,076) 500 5,622 35,745 CIP Fund CIP Grant Fund(200,477) (247,307) 160,203 21,000 (308,581) Gax Fund Gas Tax Fund62,495 172,129 - 106,000 128,625 Total CIP Funds3,510,979 (399,481) 457,427 514,343 - 3,054,582 ATTACHMENT C SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: February 3, 2010 DEPARTMENT:CITY MANAGER: Finance & Administrative ServicesDave Anderson PREPARED BY:DEPT. DIRECTOR: Melanie WhittakerMary Furey SUBJECT: Review of Accounts Payable Check Registers RECOMMENDED ACTION: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: January 14, 2010 January 21, 2010 REPORT SUMMARY: Attached are the Check Registers for: Prior Check Register Ending Starting Check Ending Total Checks DateCheck No. Type of ChecksDateNo.Check No.ChecksAmountReleased Accounts Payable01/14/1011412511416641132,533.7601/14/1001/07/10114124 Accounts Payable01/21/1011416711422053636,880.7201/21/1001/14/10114166 The following is a list of Accounts Payable checks issued for more than $20,000 and a brief description of the expenditure: AP DateCheck No. Issued toFundDept.PurposeAmount O' Grady PavingGrant Fund - CIP StreetsPublic WorksSaratoga Ave - Overlay 01/14/10114152 50,282.46 01/14/10114159Shute MihalyVariousVariousMonthly Legal Services 20,123.34 Archives & ArchitectureGeneralCDDHeritage Museum 01/21/10114168 24,280.00 Inventory 01/21/10114195County of SC - Office of GeneralPublic SafetyMonthly Service - 344,613.67 SheriffLaw Enforcement 01/21/10114197O' Grady PavingGrant Fund - CIP StreetsPublic WorksSaratoga Ave - Overlay177,885.09 The following are Accounts Payable checks that were voided or manually issued: AP DateCheck No. Issued toDescriptionAmount 01/14/10(None) City of Saratoga - 01/21/10114014RecreationVoid - Reissued (600.00) City of Saratoga - Petty 01/21/10114174CashVoid - Reissued (30.53) The following is a list of cash reduction by fund: Fund #AP 01/14AP 01/21Total Fund Description 111General 60,279.77 433,547.17 493,826.94 231Village Lighting 1,694.50 1,694.50 241Arroyo de Saratoga Landscape 85.00 85.00 242Bonnet Way Landscape 135.00 135.00 243Carnelian Glen 135.00 135.00 244Cunningham/Glasgow Landscape 150.00 150.00 245Fredericksburg Landscape 132.00 132.00 246Greenbriar Landscape 406.00 406.00 247Kerwin Ranch Landscape 311.00 311.00 248Leutar Court Landscape 85.00 85.00 249Manor Drive Landscape 160.00 160.00 251McCartysville Landscape 180.00 180.00 252Prides Crossing Landscape 448.00 448.00 253Saratoga Legends Landscape 158.00 158.00 254Sunland Park Landscape 203.00 203.00 255Tricia Woods Landscape 45.00 45.00 271Beauchamps Landscape 85.00 85.00 272Bellgrove Landscape 6,099.54 6,099.54 273Gateway Landscape 203.00 203.00 274Horseshoe Landscape/Lighting 320.00 320.00 275Quito Lighting 410.75 410.75 276Tollgate LLD 1,457.19 1,457.19 411CIP Street Projects 3,873.85 3,873.85 412CIP Parks Projects 1,120.00 1,120.00 413CIP Facility Projects 12,529.19 12,529.19 414CIP Admin Projects 1,596.66 1,596.66 431Grant Fund - CIP Streets 53,758.12 177,885.09 231,643.21 611Liability/Risk Mgt 2,018.18 2,159.86 4,178.04 612Workers' Comp 191.19 191.19 621Office Stores Fund 1,413.00 21.05 1,434.05 622Information Technology 219.95 330.00 549.95 623Vehicle & Equipment Maint 2,849.28 2,849.28 624Building Maintenance 2,315.55 233.16 2,548.71 632IT Equipment Replacement 170.43 170.43 TOTAL 132,533.76 636,880.72 769,414.48 ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Check Registers in the 'A/P Checks By Period and Year' report format SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: February 3, 2010 DEPARTMENT:CITY MANAGER: Public WorksDave Anderson PREPARED BY:DIRECTOR: Iveta HarvancikJohn Cherbone Senior Engineer SUBJECT:Resolution Approving Application for Santa Clara Valley Water District Environmental Enhancement Planning Grant Funds RECOMMENDED ACTION: Approve resolution supporting the 2010Environmental Enhancement Planning Grant Application. REPORT SUMMARY: The Santa Clara Valley Water District(District) developed aClean, Safe Creeks and Natural Flood Protection Program, which waspassed by voters as a Special Tax in 2000. The program is being carried out in part through anEnvironmental Enhancement Planning Grant.The objective of thiscompetitive grant is creation or restoration of riparian habitat, protection of endangered species and revegetation of native plant species. The Village Creek Trail, currently included in the unfunded Capital Improvement Projects,is a matching candidate for the grant application. The proposed trail is located along Saratoga Creek, running the length of the Village. The land ownership varies between the City’s property, property owned by the District, the District’s easement on a private property, and private properties with no easement. Aneasement will be needed on all parts of the trail not currently in the City’s ownership. City staff is working with the District and private owners on obtaining the easement or other form of consent for the project. The project will include only trail sections where easement(s)can be obtained. The grant funds, if awarded, would fund the environmental and planning phase of the project. This phase, when completed, will show the project readiness for the construction phase and greatly increase prospectsforsuccessfullyapplyingfor the Environmental Enhancement Implementation Grant in fiscal year 2011. The attached Resolution is required as part of the grant application. The Trails Committee discussed the project and supportsthe grant application. It is therefore recommended thattheCity Council adopt the resolutionsupporting the grant application. Page 1of2 FISCAL IMPACTS: Staff time to meet the required minimum25% cost share by the applicant. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The grant application will not be submittedand the City will not be considered for receiving Environmental Enhancement Planning Grant Program funds. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Resolution will be forwarded with the grant application to the SCVWD. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1.Village Creek Trail Map 2.Resolution Page 2of2 ¬»»®¬Í ¼®·¸Ì ¬»»®¬Í ¸¬®«±Ú RESOLUTION NO.________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPROVING THE APPLICATION FOR GRANT FUNDS FOR THE ENVIRONMENTAL ENHANCEMENT PLANNINGGRANT PROGRAM UNDER THE CLEAN, SAFE CREEKS AND NATURAL FLOOD PROTECTION PROGRAM OF 2000 WHEREAS, the Santa Clara Valley Water District(SCVWD)has enacted the Environmental Enhancement PlanningGrant Program, which provides funds for the acquisition and development of neighborhood, community, and regional parks and recreation lands and facilities; and WHEREAS, the SCVWD’s Watershed Planning Unit has been delegated the responsibility for the administration of the grant program, setting up necessary procedures; and WHEREAS, said procedures established by the SCVWD require Grantee’s Governing Body to certify by resolution the approval of Grantee to apply for the Environmental Enhancement Planning GrantProgram funds, and WHEREAS, Grantee will enter into an Agreement with the Contract with the SCVWD; NOW, THEREFORE, BE IT RESOLVED that theCITY COUNCIL of the CITY OF SARATOGAhereby: 1. Approves the filing of an Application for local assistance funds from the Environmental Enhancement PlanningGrant Programunder the Clean, Safe Creeks and Natural Flood Protection Program of 2000; and 2. Certifies that the City of Saratogahas or will have sufficient funds to operate and maintain the Project(s); and 3. Certifies that the City of Saratogahas reviewed, understands and agrees to the Special Provisions, General Provisions and Financial Provisions contained in the Agreement; and 4. Appoints the City Manager as agent to conduct all negotiations, execute and submit all documents including, but not limited to applications, agreements, payment requests and so on, which may be necessaryfor the completion of Project(s). Passed and adopted on the 3rdday ofFebruary, 2010by the CITY COUNCIL OF THE CITY OF SARATOGA by the following vote of the members thereof: AYES: NOES: ABSENT: ABSTAIN: ______________________ Kathleen King, Mayor City of Saratoga Attest: _______________________ Ann Sullivan, City Clerk SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: February 3, 2010 DEPARTMENT:CITY MANAGER: Community DevelopmentDave Anderson PREPARED BY:DIRECTOR: John F. Livingstone, AICPJohn F. Livingstone, AICP SUBJECT:Unclaimed Deposits RECOMMENDED ACTION: Direct Staff Accordingly. REPORT SUMMARY: The City of Saratogahas a total of $137,284 in unclaimed developmentdeposits. These deposits are for planning and geotechnical reviewapplications conducted fromJanuary 1996 to January 2007.Under State law, the City is authorized to transfer unclaimed funds to the general fund following publication in a newspaper notice of its intent to do so. Staff is recommending that the City supplement the legally required newspaper notice with individual notices to be sent to each person advising them of a 60day time period for funds to be claimed.The law requires a minimum of 45 days and a maximum of 60 days. After this time the City will transferany unclaimed fundsto the general fund. FISCAL IMPACTS: No budget adjustments will be required. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTIONS: The Council could recommendincreased time periods or alternative advertising techniques. FOLLOW UP ACTION: The City Clerk will publish a notice in a local newspaper once a week for two successive weeks advertising the unclaimed funds. ADVERTISING, NOTICING AND PUBLIC CONTACT: Notice of this meeting was properly posted. Each past applicant will be mailed a letter indicating the location of the project and amount of unclaimed funds with an enclosedclaim form that can be sent back to the Cityto receive the funds. The letter will advise the applicant that they have60 days to respond.The mailing will coincide with the newspaper notice. Page 1of 1 SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: February 3, 2010 DEPARTMENT:CITY MANAGER: Public WorksDave Anderson PREPARED BY:DIRECTOR: Iveta HarvancikJohn Cherbone Senior Engineer SUBJECT:Amendment Number One to the Joint Use Agreement with the Santa Clara Valley Water District for Wildcat Creek at Gardiner Park RECOMMENDED ACTION: Authorize the City Manager to sign the Amendment Number One to the Joint Use Agreement. REPORT SUMMARY: with the Santa Clara Valley Water In January of 2006, the City entered into a Joint Use Agreement District (District) to use District-owned property near Gardiner Park for recreational trail purposes. The District is proposing to extend this Agreementto adjacent land owned by the District along Wildcat Creek. Presently, apathway is installed and used by public along Wildcat Creek in the subject location.Staff believes it is in the City’s best interest to amend the existing Joint Use Agreement to include additional District propertiesand to continue using it for trail purposes. Except for including additional land in the Agreement,all other terms and conditions will remain in full force and effect. It is therefore recommended to amend the Joint Use Agreement to include additional District properties. FISCAL IMPACTS: None in addition to the adopted budget. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The Joint Use Agreement would not be executed and the City would not be permitted to use the District’s land for trailpurposes. Page 1of 2 ALTERNATIVE ACTION: None in addition to the above. FOLLOW UP ACTION: City Clerk will forward executed agreement to Santa Clara Valley Water District for their approval. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1.Amendment Number One to the Joint Use Agreement for Wildcat Creek at Gardiner Park 2.Joint Use Agreement for Wildcat Creek at Gardiner Park Page 2of 2 öÓÐ×ùÓÈÃÍÖéÛÊÛÈÍÕÛ äöÓÐ× ûï÷îøï÷îèîçïú÷êíî÷ èíèô÷òíóîèçé÷ûõê÷÷ï÷îèöíê åóðøùûèùê÷÷ñûèõûêøóî÷êìûêñ èÔÓÉûÏ×ÎØÏ×ÎÈîÇÏÚ×ÊíÎ×ÈÍÈÔ×òÍÓÎÈçÉ×ûÕÊ××Ï×ÎÈÖÍÊåÓÐØÙÛÈùÊ××ÑÛÈõÛÊØÓÎ×ÊìÛÊÑ¨ ©òÍÓÎÈçÉ×ûÕÊ××Ï×ÎÈ¨Ú×ÈÅ××ÎÈÔ×ùÓÈÃÍÖéÛÊÛÈÍÕÛ©ùÓÈÃ¨ÛÏÇÎÓÙÓÌÛÐÙÍÊÌÍÊÛÈÓÍÎÛÎØ ÈÔ×éÛÎÈÛùÐÛÊÛæÛÐÐ×ÃåÛÈ×ÊøÓÉÈÊÓÙÈ©øÓÉÈÊÓÙÈ¨ÛùÛÐÓÖÍÊÎÓÛéÌ×ÙÓÛÐøÓÉÈÊÓÙÈÓÉ×ÎÈ×Ê×ØÓÎÈÍÍÎ ÈÔÓÉÝÝÝÝØÛÃÍÖÝÝÝÝÝÝÝÝÝÝÝ ×ÙÈÓÆ×øÛÈ×¨ åô÷ê÷ûé èÔ×ÌÛÊÈÓ×É×ÎÈ×Ê×ØÓÎÈÍÈÔ×òÍÓÎÈçÉ×ûÕÊ××Ï×ÎÈ×ÖÖ×ÙÈÓÆ×òÛÎÇÛÊÃ åô÷ê÷ûé åÔ×Ê×ÛÉÇÎØ×ÊÈÔ×òÍÓÎÈçÉ×ûÕÊ××Ï×ÎÈùÓÈÃÅÛÉÌÊÍÆÓØ×ØÈÔ×ÊÓÕÔÈÈÍÇÉ×Ù×ÊÈÛÓÎ øÓÉÈÊÓÙÈÍÅÎ×ØÊ×ÛÐÌÊÍÌ×ÊÈÃØ×ÉÙÊÓÚ×ØÓÎ÷ÄÔÓÚÓÈûÍÖÈÔ×òÍÓÎÈçÉ×ûÕÊ××Ï×ÎÈÖÍÊÊ×ÙÊ×ÛÈÓÍÎÛÐ ÈÊÛÓÐÌÇÊÌÍÉ×ÉÛÎØ åô÷ê÷ûé èÔ×ÌÛÊÈÓ×ÉÎÍÅØ×ÉÓÊ×ÈÔÛÈÛØØÓÈÓÍÎÛÐøÓÉÈÊÓÙÈÍÅÎ×ØÊ×ÛÐÌÊÍÌ×ÊÈÃÛÐÍÎÕåÓÐØÙÛÈ ùÊ××ÑÕ×Î×ÊÛÐÐÃ×ÄÈ×ÎØÓÎÕÖÊÍÏõÛÊØÓÎ×ÊìÛÊÑÈÍéÌÊÓÎÕÔÓÐÐùÍÇÊÈØ×ÉÙÊÓÚ×ØÓÎ÷ÄÔÓÚÓÈûÍÖÈÔ× ûÏ×ÎØÏ×ÎÈíÎ×Ú×ÙÍÏ×ÛÌÛÊÈÍÖÈÔ×Ê×ÛÐÌÊÍÌ×ÊÈÃÈÔÛÈùÓÈÃÏÛÃÇÉ×ÇÎØ×ÊÈÔ×È×ÊÏÉÍÖÈÔ× òÍÓÎÈçÉ×ûÕÊ××Ï×ÎÈ îíåèô÷ê÷öíê÷ ÈÔ×ÌÛÊÈÓ×ÉÔ×Ê×ÚÃÛÕÊ××ÈÍÈÔ×ÖÍÐÐÍÅÓÎÕ ûÉÍÖÈÔ×ûÏ×ÎØÏ×ÎÈ÷ÖÖ×ÙÈÓÆ×øÛÈ×ÈÔ×Ê×ÛÐÌÊÍÌ×ÊÈÃØ×ÉÙÊÓÚ×ØÓÎ÷ÄÔÓÚÓÈûÍÖÈÔÓÉ ûÏ×ÎØÏ×ÎÈîÇÏÚ×ÊíÎ×Ú×ÙÍÏ×ÉÌÛÊÈÍÖÈÔ×ìÊ×ÏÓÉ×ÉÛÉÈÔÛÈÈ×ÊÏ©ìÊ×ÏÓÉ×É¨ÓÉØ×ÖÓÎ×ØÓÎ òÍÓÎÈçÉ×ûÕÊ××Ï×ÎÈÛÎØÈÔÛÈÊ×ÛÐÌÊÍÌ×ÊÈÃØ×ÉÙÊÓÚ×ØÓÎ÷ÄÔÓÚÓÈûÍÖÈÔÓÉûÏ×ÎØÏ×ÎÈîÇÏÚ×Ê íÎ×ÓÉÉÇÚÒ×ÙÈÈÍÈÔ×È×ÊÏÉÛÎØÙÍÎØÓÈÓÍÎÉÍÖÈÔ×òÍÓÎÈçÉ×ûÕÊ××Ï×ÎÈ ÷ÄÙ×ÌÈÛÉÛÏ×ÎØ×ØÚÃÈÔÓÉûÏ×ÎØÏ×ÎÈîÇÏÚ×ÊíÎ×ÛÐÐÍÈÔ×ÊÈ×ÊÏÉÍÖÈÔ×òÍÓÎÈçÉ×ûÕÊ××Ï×ÎÈ ÅÓÐÐÊ×ÏÛÓÎÓÎÖÇÐÐÖÍÊÙ×ÛÎØ×ÖÖ×ÙÈ èÔ×ÌÛÊÈÓ×ÉÛÙÑÎÍÅÐ×ØÕ×ÛÎØÛÙÙ×ÌÈÈÔ×È×ÊÏÉÛÎØÙÍÎØÓÈÓÍÎÉÍÖÈÔÓÉûÏ×ÎØÏ×ÎÈîÇÏÚ×ÊíÎ× ÛÉ×ÆÓØ×ÎÙ×ØÚÃÈÔ×ÖÍÐÐÍÅÓÎÕÉÓÕÎÛÈÇÊ×ÉÍÖÈÔ×ÓÊØÇÐÃÛÇÈÔÍÊÓÂ×ØÊ×ÌÊ×É×ÎÈÛÈÓÆ×É ùóèãíöéûêûèíõû ûììêíæ÷øûéèíöíêï úÃÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝúÃÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝ øÛÆ×ûÎØ×ÊÉÍÎêÓÙÔÛÊØèÛÃÐÍÊ ùÓÈÃïÛÎÛÕ×ÊùÓÈÃûÈÈÍÊÎ×Ã ûèè÷éè úÃÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝ ûÎÎéÇÐÐÓÆÛÎ ùÓÈÃùÐ×ÊÑ éÓÕÎÛÈÇÊ×ÉÙÍÎÈÓÎÇ×ØÍÎÉ×ÙÍÎØÌÛÕ× ìÛÕ×ÍÖ öÓÐ×ùÓÈÃÍÖéÛÊÛÈÍÕÛ äöÓÐ× éûîèûùðûêûæûðð÷ãåûè÷êøóéèêóùè ûììêíæ÷øûéèíöíêï úÃÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝúÃÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝ ú×ÛÇõÍÐØÓ×ûÎÈÔÍÎÃöÇÐÙÔ×Ê ùÔÓ×Ö÷Ä×ÙÇÈÓÆ×íÖÖÓÙ×ÊûÉÉÓÉÈÛÎÈøÓÉÈÊÓÙÈùÍÇÎÉ×Ð ûèè÷éè úÃÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝÝ ùÐ×ÊÑ úÍÛÊØÍÖøÓÊ×ÙÈÍÊÉ ìÛÕ× ÍÖ SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: February 3, 2010 DEPARTMENT:CITY MANAGER: Public WorksDave Anderson PREPARED BY:DIRECTOR: John CherboneJohn Cherbone Public Works DirectorPublic Works Director SUBJECT:Village Entrance Sign RECOMMENDED ACTION: Approve design and installation of Village Entrance Sign. REPORT SUMMARY: The Saratoga Village Development Council (SVDC) would like to fund an entrance sign to the Village that would be located in Blaney Plaza near the corner ofBig Basin Way and Highway 9. The depiction of the proposed sign is attached and is expected to cost between $3.000and $5,000. The dimension of the sign will be approximately 68incheswide by 48” inchestall and will be made of carved wood. If the sign is approved,the Public Works Department will assist the SVDC in the placement of the sign. This item was first discussed at the October 21, 2009 City Council Meeting. At that time,SVDCstated that more time was needed to refine the design of the sign. The City Council concurred and directed that the final design be brought back forCouncil approval. Please find attached the final design of the Village Entrance Sign for City Council’s review. FISCAL IMPACTS: The cost to create the sign will be funded by SVDC. Minor staff costsof approximately $250will be incurred to installthe sign. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The sign would not be approved. ALTERNATIVE ACTION: None in addition to the above. Page 1of 2 FOLLOW UP ACTION: If the sign is approved,staff will work with the SVDC to install it. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1.Depiction of Village Entrance sign 2.Location Map Page 2of 2 SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: February 3, 2010 DEPARTMENT:CITY MANAGER: Public WorksDave Anderson PREPARED BY:DIRECTOR: Iveta HarvancikJohn Cherbone Senior Engineer SUBJECT:Support for West Valley College Creek Restoration Project RECOMMENDED ACTION: Approve Letter of Support for West Valley College application for Environmental Enhancement PlanningGrant. REPORT SUMMARY: West Valley College is pursuing an applicationfor the 2010 Environmental Enhancement Planning Grant releasedby Santa Clara Valley Water District. The objective of this grant is creation or restoration of riparian habitat and revegetation of native plant species. With the grant funds, if awarded, the College representativesplanto restoreriparian ecosystem along Vasona Creek running through the campus.Their visionfor the futureis to create a new trail along the creek with areas of educational opportunities and environmental awareness connectingwith the existing City trails to create a cohesive trail system for the community. As with all competitive grants, support from local officials is a vital part of the application. In addition, one of the requirements of the grant is a minimum of 25% costshare by the applicant. The cost sharecan be met by providing staff time and services. To increase their chances to succeed, the College representatives request City’s support and collaboration in their endeavor. Specifically, they asked the City to provide technical assistance with City Arborist and Engineering Department. Trails Committee visited the site and unanimously approved to support the grant application at their regular meeting earlier this month. It is therefore recommended that City Council approve the attached Letter of Support. Page 1of 2 FISCAL IMPACTS: Staff time to assist West Valley College to accomplish the project. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): City will not support the WVCapplication with may lower the likelihood of the grant to be awarded. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Letter of Support will be forwarded to West Valley College. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Letter of Support. Page 2of 2 Ý×ÌÇ ÑÚ ÍßÎßÌÑÙß ïíééé ÚÎË×ÌÊßÔÛ ßÊÛÒðè÷ èêèóïîðð ÝÑËÒÝ×Ô ÓÛÓÞÛÎÍæ Ö·´´ Ø«²¬»® Õ¿¬¸´»»² Õ·²¹ Í«·» Ò¿¹°¿´ ×²½±®°±®¿¬»¼ Ñ½¬±¾»® îîô ïçëê Ø±©¿®¼ Ó·´´»® Ý¸«½µ Ð¿¹» February 3, 2010 Lori Gaskin, Ph.D. President West Valley College 14000 Fruitvale Ave. Saratoga, CA 95070 Subject: 2010 Environmental Enhancement Planning Grant Letter of Support Dear Ms. Gaskin: The City Council of the City of Saratoga ispleasedto express our strong and enthusiastic support of the West Valley College application for the 2010 Environmental Enhancement Planning Grant toward the goal of restoring the Vasona Creek riparian ecosystem, implementing a greenbelt along the riparian corridor, and connecting with the existing set of city trailsfor the community benefit. The City is further offering to provide time and expertise of City staff to accomplish the project that will provide educational and recreational opportunities to West Valley College students as well as the City of Saratoga residents. The City Councilheartily endorse the proposed project and urge approval of the Grant application for these important and much-needed improvements. Thank you for your consideration. Very truly yours, Kathleen King, Mayor City Council SARATOGA CITY COUNCIL MEETING DATE: AGENDA ITEM: February 3, 2010 DEPARTMENT: CITY MANAGER: Community Development Dave Anderson PREPARED BY: DIRECTOR: Michael Fossati John F. Livingstone, AICP SUBJECT: Request for funding to support the 2010 Mustard Faire RECOMMENDED ACTION: Direct Staff Accordingly REPORT SUMMARY: The Mustard Faire is an annual event celebrating the history of the Heritage Orchard and the Valley of the Heart’s delight. The event takes place on the first Sunday of March (March 7, 2010) and is located within the Heritage Orchard and the Warner Hutton House. Representatives of the Saratoga Mustard Faire Committee contacted the City to assist in funding the event. The Saratoga Mustard Faire Committee is requesting approximately $2,420 to pay for certain items for the event. A list of expenditures has been included in this report as an Attachment. FISCAL IMPACTS: City Council has access to two different mechanisms available to fund the event. The City Council has an “Unspecified City Events” fund of $1,200. The City Council also has a discretionary fund of approximately $40,000. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The Saratoga Mustard Faire would not have the required funds to operate the event. The event may not take place without the requested funding. ALTERNATIVE ACTION: The City could deny the request or request matching funds be provided. FOLLOW UP ACTION: Direct Staff to prepare a budget adjustment. ADVERTISING, NOTICING AND PUBLIC CONTACT: Notice of this meeting was properly posted. ATTACHMENTS: Att. A – List of Expenditures Â£ÐÜkúÃ ÜÆ-Ë2434 âÃ£øZªÃk ×¬»³Ê»²¼±®Ý±¬ ªªÃ±YÃY£øÂ£Ðx.44¢2_´x144 ±ªYÉ±T_´¡ Æª±£ø¬ªÃY£øÂ£Ðx/3-È/4¢/4çÃ£kªø£ ôk£ªª£ª£øÃ¡ ¼«È¸É«ÃÃY£øÂ£Ðx344 Ì±¬¿´º»»¬±¬¸»Ý·¬§üïôîïéòëð ±ºÍ¿®¿¬±¹¿ ÉÃªÐ¡££ÜYÉ£ªYÉYx éðð ÉÃªÃªÐ´ú±Y££«ªÐ¼£ªñª´x124 ÜÃÈñ«¢É£ÜÃÈx3,4 É£YËÈ¡ Ì±¬¿´½±¬º±®±«¬·¼»üïôîððòðð ª»²¼±® ÑÊÛÎßÔÔÌÑÌßÔüîôìïéòëð ûÈÈÛÙÔÏ×ÎÈû SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: February3, 2010 DEPARTMENT:CITY MANAGER: Finance & AdministrativeServicesDave Anderson PREPARED BY:DIRECTOR: Mary FureyMary Furey SUBJECT: FY 2009/10 Mid-Year Budget Status Report and Budget Adjustment Resolution RECOMMENDED ACTION: Review FY 2009/10 budget status report and proposed budget adjustments, and adopt resolution approving the City’s FY 2009/10 Operating Budgetamendments. REPORT SUMMARY: As the current economic downturn has developedinto the longest and deepest contraction in many, many decades, the City’srevenues declinedmuch further than we had anticipated last spring.For example, at budget adoption, our revenue projections reflected a 37% decline in development revenues from the prior year’s adopted budget, whereas our revised projections reflecta 52% decline. To put the economic impact intoactual dollars, we are now expecting that we will see a $650,000 drop in planning and buildingrevenuesthis year,from the high of two years ago.Overall, General Fund Revenues are expected to come in almost $758,000 (5%) less than last year, and $1,487,000 (9%) less than two years ago. While economic downturns are common cyclical events, and areexpected to occur from time to time, this one has been described as the most severe in the post-war eraand is impacting City revenues far more than we anticipated or have experienced in the past. The magnitude of the revenue shortfalls requiresthat the City’s adopted budgetbe revised to reflect the overall projected decrease. For the current year, we are projecting a shortfall of $50,000 in planning revenues, and $240,000 in building revenuesfrom budgeted revenues.Engineering’s development revenues are suffering the same economic hits with an expected $50,000shortfallfrom budgeted revenues.Recreation, while making cost recovery headway from last year, is feelingthe impact of the economic recession with fewer classes and campsofferingsdue to lower enrollment. The revised recreation class revenues showa drop of $60,000 from budget, and another $10,000 reduction in camp fees. While Sales Tax was projected at reduced levels due to the anticipation of falling retail and restaurant activity, therevenue is taking a further hit as a result of the State overpaying the City in the prior year based on pre-recession levels of estimated payments. This has resulted in the prior year’soverpayment being charged against current year revenues. Staff is recommending reducing the Sales Tax revenue appropriation by $25,000. Prop 172 Sales Tax is also coming in lower than anticipated, but it is unclear if this is due to lower sales tax receipts, or increases inState fees for administering the Prop 172 allocation program. We are also seeing increasedState administration feesin the VLF program, so these tax receipts too have been reduced. We are recommending a reduction in Prop 172 Sales Tax revenues of $25,000, and in VLF fees of $15,000. Transient Occupancy Tax earnings are also reflecting lower than anticipated receipts, and staff is recommending a $10,000 budget reduction.Construction Tax is charged as a percentage of building permits. This revenue shortfall is directly related to the reduction inbuilding activity, and staff is recommending a budget decrease of $15,000. Of particular note, is the impact this economic downturn has had on interest earnings. In FY 2006/07, the City earned $715,000 in interestwhen rates hovered around 5.1%. In FY 2007/08, the City earned $616,000as rates dropped to an average of 4.4%, and in FY 2008/09, interest earningsdropped to $341,000as rates continued to drop further to an average of 2.2%. For this year, we are now expecting approximately $170,000 inearningsas interest rates have dropped to an average of .75% as of mid-year. This extreme reductionin interest earnings is due in part to historic low rates, but it is also due to the reduction in revenuereceipts,the delays in state and county payments, and ongoing operating and capital expenditures, which all contribute to decreasingfund balances. In summaryof the above discussion,General Fund budgeted revenue are proposed to be reduced in the following categories: Revenue Shortfalls: Planning Design Review50,000 Building Permits240,000 Engineering Review10,000 Engineering Subdivision Plan Check20,000 Recreation Classes 60,000 Recreation Camps10,000 Prop 172 Sales Tax25,000 Sales Tax25,000 TOT10,000 Construction Tax15,000 VLF Fees 15,000 Interest Income150,000 Total General Fund Revenue Budget Reductions 630,000 To align budgeted expenditures with the reduction in budgeted revenues, staff assessed the current year’s departmental budgets to find appropriate areas in which cuts could be made that would not significantly affect current operations, or where expenditures could be delayed. Budget cuts includeGeneral Fund reductions in supplies, materials, fees, and services, the elimination of budgeted salary and unemployment costs that will not be used, and an overall tightening of the beltacross all departments. Internal Service Fund appropriationswere reduced where available to reduce the charge-back fees to the General Fund. For example, thebudget cuts will delayvehicle replacements, and reduce funding for some building maintenance services. The $480,000 of budget cuts are shown by category groups in the scheduleon the following page. The recommended budget adjustment also includes a $50,000 transfer from the IT Equipment Replacement Fund to the General Fund as a result of the telephone upgrade project costingsignificantly less than the funding that was available for the project. These funds were originally transferred into the IT Equipment Replacement Fund from the General Fund several years agofor the IT upgrade project, therefore it is recommended they be transferred back into the General Fund. Additionally, the FY 2009/10 budget was adopted in June with budgeted revenues appropriations exceeding budgeted expenditure appropriations by $150,000 as a buffer to offset the revenue instability we were experiencing. The recommended budget adjustment utilizes $100,000 of the budgeted offset, with $50,000of the offset remaining as a bufferthrough year-end. Expenditure Cuts: General Fund Salary / Temp43,900 General Materials & Supplies68,375 Maintenance Materials & Supplies3,000 Services Fees –bank fees, legal publications7,200 Dues & Memberships 2,270 EDD Unemployment Charges 10,000 Records Management Services 18,000 GIS Services5,500 Street Sweeping, Tree & Trail Maintenance, Turf Top54,000 Environmental Services2,000 Financial and Audit Services 12,400 Legal Services 5,000 Engineering Consultants 20,500 Meetings & Events12,450 Training & Conferences 26,995 Other Miscellaneous18,410 Total General Fund Budget Cuts310,000 Internal Service Funds Offices Stores17,000 Equipment Maintenance17,000 Building Maintenance46,000 Vehicle & Equipment Replacement90,000 Total Internal Service Fund Budget Cuts 170,000 TOTAL Expenditure Cuts480,000 Transfer to General Fund: IT Equip ReplFund Balance50,000 Reduce General Fund Budget Offset: Rev > Exp100,000 NET BUDGET ADJUSTMENT630,000 FISCAL IMPACTS: UponCouncil approval,revenue and expenditure operating budgetappropriations will be amended. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Revenue and expenditure budget appropriations will not be amended as recommended ALTERNATIVE ACTION: Council could provide alternative direction FOLLOW UP ACTION: Staff will post budget adjustment ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A –Resolution Attachment B –Budget Appropriation Details ATTACHMENT -A RESOLUTION NO. 2010-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITYOF SARATOGA AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2009/10 TOADJUST REVENUE,EXPENDITURE, AND TRANSFERAPPROPRIATIONS TO REVISED LEVELS WHEREAS , the City of Saratoga FY 2009/10 General Fund revenues were reviewed at mid-year and projected through year-end to determine estimated revenues for the fiscal year, and; WHEREAS, it was determined that a number of the revenuesreceipts would not be sufficient to meet budgeted revenue estimates, and; WHEREAS ,the City Council desires to adopt revenue, expenditure, and transfer budget appropriations at the revised projectionlevels, and; WHEREAS ,it is necessary to amend the City of SaratogaFY 2009/10 budget to reducerevenue and expenditure appropriations and to increase transfer appropriations to be in alignment with the revised projections; NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga hereby amends the Fiscal Year 2009/10 Operating & Capital Budget as shown in the following attached appropriation adjustments in the Mid-Year Budget Status Report–Attachment B; AND BE IT FURTHER RESOLVED, that the Finance and Administrative Services Director is directed to record these changes into the City’s accounting records in accordance with appropriate accounting practices. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City rd Council held on the 3day of February,2010 by the followingvote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Kathleen King, Mayor ATTEST: _____________________________ Ann Sullivan, City Clerk ATTACHMENT -B BUDGET PROGRAMACCOUNTACCOUNT TITLEREDUCTION GENERAL FUND REVENUE PROJECTED SHORTFALL 111410144443DESIGN REVIEW50,000 111420143471BUILDING PERMITS240,000 111510144511ENGINEERING REVIEW10,000 111510144515ENGINEERING SUBDIVISION PLAN CHECK20,000 111610144611CLASSES & SPECIAL PROGRAMS60,000 111610144612CAMP FEES 10,000 111710142431PROP 172 SALES TAX25,000 111810141211SALES TAX25,000 111810141311TOT10,000 111810141511CONSTRUCTION TAX15,000 111810142411VLF FEES15,000 111810146111INTEREST INCOME150,000 TOTAL GENERAL FUND REVENUE REDUCTIONS630,000 GENERAL FUND BUDGET CUTS CITY COUNCIL 111110161111OFFICE SUPPLIES500 111110162212SILICON VALLEY JOINT VENT500 111110166112COUNCIL MTG EXPENSES4,000 111110166211TRAINING & CONFERENCES3,195 111110166212TRAVEL & LODGING1,000 111110166213MILEAGE REIMBURSEMENT500 CITY COMMISSIONS 111120161162TRAFFIC SAFETY COMMITTEE350 111120161164HPC COMMITTEE2,200 111120161165YOUTH COMMITTEE500 111120166131COMM RECOGNITION DINNER600 CITY MANAGER'S OFFICE 111210151112TEMP HOURS 1,900 111210151200VACATION BUY-BACK17,000 111210161111OFFICE SUPPLIES500 111210166111MEETING EXPENSES2,500 111210166211TRAINING & CONFERENCES2,550 111210166212TRAVEL & LODGING4,000 CITY CLERK 111220161111OFFICE SUPPLIES1,000 111220164112RECORDS MANAGEMENT SVCS18,000 111220164141CODIFICATION SERVICES1,500 HUMAN RESOURCES 111230162162REPORT/STUDY FEES200 111230164161FINGERPRINTING SERVICES350 111230164162SALARY SURVEY SERVICES600 111230166111MEETING EXPENSES300 111230166121EMPLOYEE RECOGNITION PGM2,500 111230166122EMPLOYEE EVENTS2,200 111230166212TRAVEL & LODGING2,000 111230166213MILEAGE REIMBURSEMENT250 111230166311RECRUITMENT ADVERTISING2,850 111230166321ORAL BOARD EXPENSES300 111230166322TESTING MATERIALS100 ATTACHMENT -B BUDGET PROGRAMACCOUNTACCOUNT TITLEREDUCTION FINANCIAL SERVICES 111310161111OFFICE SUPPLIES1,000 111310161123PRINT STOCK-LH/FORMS/CHKS2,500 111310161172OFFICE FURNITURE < $10K10,000 111310162111BANK FEES & CHARGES3,000 111310165131FINANCIAL AUDIT SERVICES2,400 111310165133OTHER AUDIT SERVICES10,000 111310166211TRAINING & CONFERENCES2,500 111310166212TRAVEL & LODGING1,250 111310166214TUITION REIMBURSEMENT1,500 DEVELOPMENT REVIEW 111410161112POSTAGE4,000 111410161113SUBSCRIPTION/PUBLICATIONS1,000 111410161114COMPUTER SUPPLIES200 111410162132LEGAL PUBLIC NOTICES2,000 111410164341GIS SYSTEM SERVICES500 111410165254LEGAL- APPLICANT SERVICES5,000 111410165511TRAFFIC ENGINEERS500 111410166211TRAINING & CONFERENCES1,000 111410166214TUITION REIMBURSEMENT2,000 CODE COMPLIANCE 111410361111OFFICE SUPPLIES500 BUILDING & INSPECTION 111420161112POSTAGE400 111420161113SUBSCRIPTION/PUBLICATIONS1,275 111420166211TRAINING & CONFERENCES1,000 111420166212TRAVEL & LODGING500 GENERAL ENGINEERING 111510161112POSTAGE1,000 111510162233VTA CONGESTION MGMT DUES1,520 111510162251PROFESSIONAL ASSOC DUES250 111510164341GIS SYSTEM SERVICES2,500 111510165511TRAFFIC ENGINEERS20,000 111510166111MEETING EXPENSES250 111510166211TRAINING & CONFERENCES1,000 111510166212TRAVEL & LODGING50 ENGINEERING DEVELOPMENT 111510264341GIS SYSTEM SERVICES2,500 ENVIRONMENTAL 111510364531STREET SWEEPING SERVICES10,000 111510364733STORM WATER TESTING2,000 STREETS & STORM DRAINS 111520164544TREE MAINTENANCE SERVICES12,000 111520164545PEST & WEED ABATEMENT4,500 PARK & LANDSCAPE SERVICES 111530161341LANDSCAPE SUPPLIES3,000 111530162611EQUIPMENT RENTALS400 111530164532REFUSE CONTAINER SERVICES2,000 111530164542N. CAMPUS LANDSCAPE SERV2,000 111530164553TURF TOP DRESSING SERV.15,000 111530164555TRAIL MAINT. SERVICES8,500 111530166212TRAVEL & LODGING100 ATTACHMENT -B BUDGET PROGRAMACCOUNTACCOUNT TITLEREDUCTION RECREATION 111610161111OFFICE SUPPLIES2,000 111610161171OFFICE TOOLS & EQUIP < $10K1,750 111610162112CREDIT CARD FEES2,000 111610162461ASCAP FEES160 111610162621OFF-SITE FACILITY RENTAL500 111610164121PRINTING/BINDING SERVICES2,000 111610164134GRAPHIC/LAYOUT SERVICES300 111610164161FINGERPRINTING SERVICES450 111610166111MEETING EXPENSES100 111610166214TUITION REIMBURSEMENT1,000 TEEN SERVICES 111610261111OFFICE SUPPLIES250 111610261112POSTAGE50 111610266211TRAINING & CONFERENCES300 FACILITY RENTALS 111620161111OFFICE SUPPLIES200 111620161112POSTAGE100 111620161133FACILITY SUPPLIES100 111620164121PRINTING/BINDING SERVICES200 111620166211TRAINING & CONFERENCES200 111620166213MILEAGE REIMBURSEMENT100 111620166214TUITION REIMBURSEMENT1,000 GENERAL ADMINISTRATION 111810151000VACATION BUY-BACK25,000 111810161111OFFICE SUPPLIES2,000 111810161115CM GENERAL SUPPLIES25,000 111810161172OFFICE FURNITURE <$10K10,000 111810162311EDD UNEMPLOYMENT CHARGES10,000 111810164121PRINTING/BINDING SERVICES3,000 COMMUNITY BUILDING EVENTS 111830268512TASTE OF SARATOGA700 111830268521COMMUNITY EVENTS - GENL3,800 111830268525SISTER CITY CELEBRATION1,200 TOTAL GENERAL FUND BUDGET CUTS310,000 INTERNAL SERVICE FUND BUDGET CUTS OFFICE STORES PROGRAM 621310261111OFFICE SUPPLIES2,000 621310261112POSTAGE1,000 621310262613POSTAGE MACHINE LEASE14,000 EQUIPMENT MAINTENANCE 623520261362FUEL15,000 623520264611VEHICLE REPAIR & MAINT2,000 BUILDING MAINTENANCE 624620261111OFFICE SUPPLIES600 624620261133FACILITY SUPPLIES5,000 624620262614DRINKING WATER EQUIP RENT1,000 624620263111GAS & ELECTRIC2,000 624620263112WATER3,000 624620263113REFUSE COLLECTION3,000 624620263211TELEPHONE500 624620263212CELL PHONES400 ATTACHMENT -B BUDGET PROGRAMACCOUNTACCOUNT TITLEREDUCTION 624620264511JANITORIAL/CLEANING SERV5,000 624620264514HVAC MAINTENANCE2,000 624620264522ROOF REPAIR SERVICES4,000 624620264523ELECTRICAL SERVICES4,000 624620264524PLUMBING SERVICES3,000 624620264525PAINTING SERVICES5,000 624620264529MISC BLDG REPAIR SERVICES4,000 624620264545PEST & WEED ABATEMENT1,500 624620266111MEETING EXPENSES1,000 624620266214TUITION REIMBURSEMENT1,000 VEHICLE & EQUIPMENT REPLACEMENT 631520377111AUTOMOBILES90,000 TOTAL INTERNAL SERVICE FUND BUDGET CUTS170,000 BUDGET TRANSFERS 632320299999TRANSFER OUT - IT EQUIP REPLACEMENT50,000 111810149999TRANSFER IN - GENERAL FUND50,000 BUDGET TRANSFERS IN 50,000