HomeMy WebLinkAbout03-02-2011 Agenda Packet
Table of Contents Agenda 3 City Council Retreat Minutes – January 28, 2011 Staff Report 9
Minutes 10 City Council Regular Meeting Minutes – February 16, 2011 Staff Report 42
Minutes
43 Review of Accounts Payable Check Register Check Register Report 50 Feb 10, 2011
Check Register 52 Feb 17, 2011 Check Register 57 Treasurer’s Report for the Month Ended
January 31,
2011 Treasurer’s Report for the Month Ended January 31, 2011 61 Letters of Support for
West Valley College Clean Safe Creeks Grant Applications staff report 66 Watershed Grant
Letter
of Support 68 Trails Grant Letter of Support 69 Letter of Support for Children’s Heritage Trail,
Farm, and Garden Clean Safe Creeks Grant Application Staff report 70 Letter of support
72 Santa Clara Valley Water District Clean Safe Creeks Grant Program Applications Staff
report 73 Watershed Grant Resolution 75 Trails Grant Resolution 76 Clatrans State Route 9
Safety
Improvement Project -Final Section 4(f) De Minimis Finding Staff Report 77 Caltrans Letter
and Project Information 79 Highway 9 Safety Improvement Project – Budget Adjustment Staff
Report
91 Resolution 93 Final map approval for twenty residential lots located at 14234 Saratoga-
Sunnyvale Road. Owner: SummerHill Creekside LLC Staff Report 95 1. Site Map 97 2. Tract
Map
98 3. Resolution Granting Final Map Approval 101 4. Planning Commission Resolution No. 09-
029 102 5. Planning Commission Resolution No. 10-022 119 6. Subdivision Improvement
Agreement
125 1
7. Landscape Maintenance Agreement 156 Motor Vehicle (MV) Resolution Restricting Parking
on Prospect Road Staff Report 166 1. Memo from Fehr & Peers 168 2. Map 172 3. MV
Resolution 173
Landscaping & Lighting Assessment District LLA-1; Resolutions initiating renewal of the
District for FY 11-12. Staff Report 175 1. Resolution describing improvements and directing
preparation
of the Engineers Report. 178 2. Resolution appointing Attorneys. 181 FY 2011/12
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND COMMUNITY GRANT
FUNDING APPLICATIONS Staff Report 182 Grant
Request Worksheet 187 SHARP Transfer Request 188 Proposals 189 2
WEDNESDAY, MARCH 2, 2011 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
February 25, 2011) REPORT FROM CLOSED SESSION COMMUNICATIONS FROM
COMMISSIONS & PUBLIC Oral Communications
on Non-Agendized Items Any member of the public will be allowed to address the City Council
for up to three (3) minutes on matters not on this agenda. The law generally prohibits the
council from discussing or taking action on such items. However, the Council may instruct staff
accordingly regarding Oral Communications under Council Direction to Staff. Oral
Communications
-Council Direction to Staff Instruction to Staff regarding actions on current Oral
Communications. Communications from Boards and Commissions Council Direction to Staff
Instruction to
Staff regarding actions on current Communications from Boards & Commissions.
ANNOUNCEMENTS CEREMONIAL ITEMS None SPECIAL PRESENTATIONS None
AGENDA REGULAR MEETING SARATOGA CITY COUNCIL
3
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. 1. City Council Retreat Minutes – January 28, 2011 Recommended action:
Approve minutes. 2. City Council Regular Meeting Minutes – February 16, 2011
Recommended action:
Approve minutes. 3. Review of Accounts Payable Check Register Recommended action: That
the City Council review and accept the check registers for the following Accounts Payable
payment
cycles: February 20, 2011 February 17, 2011 4. Treasurer’s Report for the Month Ended
January 31, 2011 Recommended action: Review and accept the Treasurer’s Report for the
month ended
January 31, 2011. 5. Letters of Support for West Valley College Clean Safe Creeks Grant
Applications Recommended action: Accept report and determine whether or not to approve
attached
letters of support for West Valley College’s applications for Santa Clara Valley Water District
Clean Safe Creeks grant funding. 6. Letter of Support for Children’s Heritage Trail, Farm,
and Garden Clean Safe Creeks Grant Application Recommended action: Accept report and
determine whether or not to approve attached letter of support for the Children’s Heritage
Trail,
Farm, and Garden’s application for Santa Clara Valley Water District Clean Safe Creeks grant
funding. 7. Santa Clara Valley Water District Clean Safe Creeks Grant Program Applications
Recommended action: Accept report and determine whether or not to approve attached
resolutions authorizing the City to submit applications for Santa Clara Valley Water District
Clean
Safe Creeks grant programs. 8. Caltrans State Route 9 Safety Improvement Project -Final
Section 4(f) De Minimis Finding Recommended action: 1. Approve the State’s use of a small
strip
of City property ((4,792 square feet) at Hakone Gardens to accommodate roadway safety
improvements on Highway 9. 4
2. Approve final De Minimis Finding for roadway safety improvements located on Highway 9
adjacent to Hakone Gardens and authorize the City Manager to sign a concurrence letter for
the
same. 9. Highway 9 Safety Improvement Project – Budget Adjustment Recommended action:
Approve budget adjustment. 10. Final map approval for twenty residential lots located at
14234 Saratoga-Sunnyvale
Road. Owner: SummerHill Creekside LLC Recommended action: 1. Move to adopt Resolution
granting final map approval of tentative map application No. 06-017, and consequent
applications
EXT09-0002 and MOD10-0002 for twenty residential lots located at 14234 Saratoga-
Sunnyvale Road. 2. Move to authorize the City Manager to execute the Subdivision
Improvement Agreement
and the Landscape Maintenance Agreement. 11. Motor Vehicle (MV) Resolution Restricting
Parking on Prospect Road Recommended action: Move to adopt MV Resolution restricting
parking on
a portion of Prospect Road 12. Landscaping & Lighting Assessment District LLA-1;
Resolutions initiating renewal of the District for FY 11-12. Recommended action: 1. Move to
adopt the
Resolution describing improvements and directing preparation of the Engineer’s Report. 2.
Move to adopt the Resolution appointing the Attorney’s for the District. PUBLIC HEARINGS
Members
of the public may comment on any item for up to three minutes. Items requested for
continuance are subject to Council’s approval at the Council meeting 13. FY 2011/12
Community Development
Block Grant (CDBG) and Community Grant Funding Applications Recommended action: 1.
Conduct the Public Hearing and accept public testimony presentations from applicants. 2.
Make a decision
regarding CDBG recommendations and Community Grant allocations. 3. Approve a transfer of
$118,172.77 in unused SHARP funds and $26,000 in unused SHARP administration funds to
the Unincorporated
Housing Rehabilitation Program. OLD BUSINESS None NEW BUSINESS None 5
ADHOC & AGENCY ASSIGNMENT REPORTS Mayor Howard Miller City School Ad-Hoc
Council Finance Committee Hakone Foundation Executive Committee Santa Clara County
Cities Association SCC Cities
Association Selection Committee Valley Transportation Authority PAC West Valley Mayors
and Managers Association West Valley Solid Waste Management Joint Powers Association
Vice Mayor
Chuck Page City School AdHoc Council Finance Committee Hakone Foundation Board
Mayor/Vice Mayor Oath of Office Santa Clara Valley Water District Commission Saratoga
Ministerial Association
TEA AdHoc West Valley Sanitation District Councilmember Jill Hunter Historical Foundation
KSAR Community Access TV Board SASCC Tree AdHoc Village AdHoc West Valley Flood
Control & Watershed
Advisory Committee Councilmember Emily Lo Association of Bay Area Government Carlson
House Restoration AdHoc Electric Vehicle Charging Stations AdHoc Highway 9 AdHoc Library
Joint Powers
Association Sister City Liaison Village AdHoc Councilmember Manny Cappello Carlson House
Restoration AdHoc Chamber of Commerce County HCD Policy Committee Electric Vehicle
Charging Stations
AdHoc Highway 9 AdHoc Mayor/Vice Mayor Oath of Office Santa Clara County Emergency
Council TEA AdHoc Tree AdHoc 6
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 City Clerk 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, City Clerk for the City of Saratoga, declare
that the foregoing agenda for the meeting of the City Council for the City of Saratoga was
posted on February 25, 2011, 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 Signed this 25th day of February 2011 at Saratoga, California.
Ann Sullivan, CMC City Clerk 7
NOTE: To view current or previous City Council meetings anytime, go to the City Video
Archives at www.saratoga.ca.us 3/2 Regular meeting – Joint meeting with Sheriff and County
Fire
3/16 Regular Meeting – Joint meeting (5:30 pm) 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; Sacred
Heart; St. Andrews, and Campbell Union High School District 4/6 Regular Meeting –Joint
meeting
with SASCC 4/20 Regular Meeting –Joint meeting with Montalvo Arts 5/4 Regular Meeting
–Joint meeting with Youth Commission 5/18 Regular Meeting –Joint meeting with Parks and
Recreation
Commission/PEBTAC 6/1 Regular meeting –Joint meeting (5:30 pm) with HOA presidents
6/15 Regular meeting –Joint meeting with Library Commission and Friends of the Library 7/6
Regular
Meeting --Joint meeting with Planning Commission 7/20 Regular Meeting 8/3 SUMMER
RECESS 8/17 Regular Meeting 9/7 Regular Meeting –Joint meeting with West Valley Board of
Trustees 9/21
Regular Meeting –Joint meeting with Heritage Preservation Commission and Historical
Foundation 10/5 Regular Meeting –Joint meeting with Traffic Safety Commission 10/19
Regular Meeting
–Joint meeting with Assemblymember Jim Beall, Jr. 11/2 Regular Meeting –Joint meeting with
Saratoga Ministerial Association 11/16 Regular Meeting –Joint meeting with Hakone
Foundation
12/6 Council Reorganization 12/7 Regular Meeting 12/21 Regular Meeting CITY OF
SARATOGA CITY COUNCIL MEETING CALENDAR 2011 8
SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY:Ann
Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council Retreat Minutes – January 28, 2011 RECOMMENDED ACTION:
Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the January 28,
2011, City Council Retreat.
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: Pursuant to Government Code 54954.2, this item was properly posted as
a City Council agenda item and was included in the packet made available on the City’s web
site
in advance of the meeting. A copy of the agenda packet is also made available at the
Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS:
Attachment A
– Minutes from the January 28, 2011, City Council Retreat. 9
1 MINUTES SARATOGA CITY COUNCIL RETREAT SARATOGA PROSPECT CENTER
JANUARY 28, 2011 Mayor Miller called the meeting to order at 9:10 a.m. ROLL CALL
PRESENT: Mayor Howard Miller, Vice Mayor
Chuck Page, Councilmembers Manny Cappello, Jill Hunter, Emily Lo ABSENT: None ALSO
PRESENT: Dave Anderson, City Manager Barbara Powell, Assistant City Manager Richard
Taylor, City Attorney
Ann Sullivan, City Clerk Mary Furey, Administrative Director John Cherbone, Public Works
Director Michael Taylor, Recreation Director Chris Riordan, Interim Community Development
Director
Michael Fossati, Assistant Planner Kate Bear, City Arborist Cynthia McCormick, Assistant
Planner REPORT OF CITY CLERK ON POSTING OF AGENDA FOR JANUARY 28, 2011.
Ann Sullivan, City Clerk,
reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of
January 28, 2011, was properly posted on January 24, 2011. ORAL COMMUNICATIONS No
one requested
to speak at this time. COMMUNICATIONS ON NON-AGENDIZED ITEMS Chris Riordan,
Interim Community Development Director, provided a brief report on a letter the City received
from Saratoga
resident Ron Hills regarding the interpretation of Artificial Turf/gravel as Impervious Coverage
(code 15-06.370) and its impact on Saratoga Building Permit 09-0344. COUNCIL DIRECTION:
Council agreed to discuss this issue further during the discussion of Agenda Item 3 on today’s
agenda – Community Development Department Work Plan. 10
2 1. ICE BREAKER – 9:15 AM Council and staff participated in a short “Ice Breaker” exercise
facilitated by City Clerk Ann Sullivan. 2. HERITAGE TREES – 9:25 AM City Arborist Kate Bear
presented the staff report. City Arborist Kate Bear noted that at the November 3, 2010 City
Council meeting, Council directed staff to bring the topic of heritage trees to the Council
Retreat in January 2011. She added that in 2006 the City Council proclaimed a list of 20 large,
old and majestic trees as a significant contribution to the City’s heritage; adding these
trees are suggested for consideration as candidates for the City’s first heritage trees. She
provided Council with a copy of the list of trees and suggested certain criteria be implemented
when establishing heritage tree status. She concluded by noting that Council should decide
who will determine how heritage trees get on the list and which city commission will oversee
this list. PUBLIC COMMENT Jeff Schwartz: o This is a great idea. o Supports identifying and
protecting heritage trees. o There are two fees involved in this process and recommends
council
look at both; fee for removing tree and the appeal fee. The appeal fee is too high a price to
appeal to the Council and in order to protect trees, Council should consider reducing this
fee. Citizen Allen: o When I moved here in the 80’s the fee was much higher to remove a tree
than it is currently. Denise Goldberg, Vice Chair of Parks & Recreation Commission: o
Recommends
Council look at current fees in comparison to other cities. Mark Johnson, Chair of Parks &
Recreation Commission: o Supports the initiative to have a heritage tree preservation
program.
o Currently there is nothing in place to protect our trees. o Saratoga is defined by our trees. o
Parks & Recreation Commission is looking at acquiring trees for future generations in
our community. COUNCIL DISCUSSION Councilmember Manny Cappello: Need to
establish something regarding heritage trees. This will require a significant amount of
discussion regarding
the protection of designated heritage trees. 11
3 Currently no one is in charge of heritage trees because as a City, we currently don’t
recognize heritage trees. Would like this issue placed on the priorities list for this year.
Current fee structure is mismatched and doesn’t’ provide for cost recovery in terms of tree
removal permit and the appeal process. Look at fee structure as it applies to heritage
protection; additional scrutiny may involve additional costs for tree removal permit process.
Determine the benefits for having a tree designated a heritage tree. If you designate
a tree to be a heritage tree on private property, property owner may not want to acknowledge
this. Which commission would be best to handle this – Heritage Preservation or Planning
Commission or combination of both? Some of the heritage trees are on private property and
some are on public right-ofway. Would heritage tree designation carry over if property
is sold? Councilmember Jill Hunter: Thanked the Tree Adhoc committee for their hours of
volunteer efforts regarding the heritage tree list. A study was conducted regarding heritage
trees in the surrounding communities and Saratoga is slow in pursuing this project. Supports
the Heritage Tree program and the city should move forward with this. Consider a fee
change during the master fee schedule update; we are on a different level compared to other
communities. Who is going to determine how trees get placed on the heritage list? Would
this be a Heritage Preservation Commission task? Heritage Preservation Commission has
always handled heritage trees in the past. 50% of the existing heritage trees are on private
property. The Tree Adhoc Committee contacted each home owner that currently has a
heritage tree on their property. Has no problem with removing a Bunya-Bunya tree as it is
not
a native tree. Councilmember Emily Lo: Clear communication is very important to property
owners that have a heritage tree on their property. Determine if heritage tree status remains
with the property if the property is sold. The list of 20 large, old majestic trees could
increase. Consider assigning this task to Parks and Recreation Commission. Vice Mayor
Chuck Page: It is important to move forward with this project. Recommends Heritage
Preservation Commission be in charge of creating and maintaining a Historical Tree list.
Care
must be taken when creating the Historical Tree list and that no un-due requirements be
placed on property owners with heritage trees on their property; especially if a heritage tree
begins to show signs of failure. Re-evaluate current fee schedule to reflect actual cost.
Fees may be affected by Proposition 26. Move forward with an ordinance to protect
historical
trees. 12
4 Mayor Howard Miller: There is a possibility that the current heritage tree list may be
updated, such as trees in Kevin Moran Park. Important to identify heritage trees.
Expressed
concerns about taking too many steps all at once. Should document heritage tree list by
taking photos of the trees. Use caution with Bunya-bunya trees. Determine “heritage”
versus “historical” trees. Would be comfortable with the Heritage Preservation Commission
starting the process to work on a heritage tree list. Concerns about imposing requirements
upon property owners at this time. Should be voluntary input from property owner. Has
fee concerns and recommends reassessing current fee schedule to be in line with actual
costs;
fees may be affected by Proposition 26. COUNCIL DIRECTION Assign the Heritage Tree
project to the Heritage Preservation Commission (HPC). Hold public hearings in order to
receive
input from the public. HPC to create a Heritage Tree list for voluntary designation. Staff to
conduct a fee assessment to establish actual costs for fees and bring back to Council.
Tree Fee structure should be reconciled to be in alignment with actual cost via the Master
Fee process. Tree Adhoc Committee and City Arborist Kate Bear will bring back a staff
report in March for Council to consider an improved process for tree permits, appeals, and
fees. Councilmember Emily Lo doesn’t support assigning this project to a specific commission.
Councilmember Jill Hunter supports Park & Recreation Commission to continue planting trees.
Supports HPC creating a list; however, prefers a heritage tree designation list rather than
voluntary list so the homeowner understands the value and importance of a heritage tree on
their property. 3. COMMUNITY DEVELOPMENT DEPARTMENT WORK PLAN – 10:05a.m.
Mayor Miller noted
that as a result of the public comments on non-agendized items today, Council added one
additional item to this presentation for discussion – Impervious Coverage. Interim Community
Development
Development Director Chris Riordan presented the staff report. Mr. Riordan noted the
Community Development Department (CDD) has four specific city ordinances they would like
to update
this year in their work plan, including the item Impervious Coverage that was added earlier
today as a result of resident Ron Hills’ letter. The following ordinances were presented by
specific staff members as follows: 13
5 Sign ordinance – by City Attorney Richard Taylor: City Attorney Richard Taylor noted our
sign ordinance was established many years ago and hasn’t been updated to reflect recent
court
decisions. He added the City can’t enforce their current sign ordinance as it is inadequate and
we need to implement a comprehensive update reflecting a new approach. He added it will
require a high level of effort to educate and work with the community to determine what we
can and cannot do within the perimeters. Miscellaneous Zoning Code Update – by Interim
CDD
Director Chris Riordan Interim CDD Director Chris Riordan noted this is a minor update to
correct inconsistencies in the code and confusing language. Specific areas include: Solar
Panels
– Section 15-80.030(f) states that with the approval of the CDD Director, solar panels not
exceeding six feet in height may be located within a rear setback. Staff is proposing to remove
this restriction as recent changes to State Law preempt City Code requirements limiting the
installation of solar panels with respect to placement, height, and counting as site coverage.
Change the Word “Adjacent” to “Abutting” – Recent case law has determined that the word
“adjacent” means “nearby” but not necessarily having a common property line. There are
frequent
uses of the word “adjacent” in the City Code when referring to properties sharing a common
property line. The word “adjacent” is not defined in Article 15-56 (Definitions). In the code
sections where the use of the word “adjacent” does refer to a property sharing a common
property line, staff is proposing that this word be replaced with the word “abutting” which is
defined in Article 15-56. As defined in the City Code, “Abutting” means having a property line
or district lines in common. Change QPF (Quasi-Public Facility) to CFS (Commercial Facilities)
– During the 2007 update to the City’s Land Use Element of the General Plan, the Quasi-
Public Facilities (QPF) General Plan designation was changed to Community Facilities (CFS).
References
to the QPF designation still exist in the Zoning Code. Staff is proposing to replace QPF with
CFS in the various codes sections where QPF is still referenced. Appeal Time Limits – City
Code Section 15-90.050 (Appeals) states that ten (10) calendar days is the time limit for filing
an appeal to the Planning Commission decision. However, City Code Section 15-45.065(c)
states that a decision of the Community Development Director is appealable to the Planning
Commission within fifteen (15) calendar days. Staff is proposing to correct this inconsistency
by modifying City Code Section 15-90.050 from 10 days to 15 days. Location of Enclosed
Accessory Structures – City Code Section 15-80.030(d)(1) allows, upon the granting of a
conditional
use permit from the Planning Commission, for eight foot tall enclosed accessory structures to
be located six feet from the rear property line. This section does not include a required
setback from a side property line. The absence of a required setback from a side property line
could allow an accessory structure (such as a garage) to be constructed with no side setback.
Staff is proposing a six foot side 14
6 setback for accessory structures so as to be consistent with the required six foot rear
setback. Large Project Signs – by Assistant Planner Cynthia McCormick Assistant Planner
Cynthia
McCormick noted in 2009 the Council considered creating a new requirement to place large
signs on properties with pending projects. At that time the Council prioritized the Story Pole
Ordinance and placed the project sign ordinance proposal on the list of potential future
updates. The Planning Commission has recommended that project signs contain a description
of
the project and a copy of the plans. The purpose of an ordinance requiring signs on properties
with a pending project would be to provide a more evident notification to neighbors of
a proposed project. This item would be assigned to the Planning Commission to determine the
size of the sign, verbiage on the sign, sign material, and when to place the sign on the
property.
2010 Carry over Items – by Richard Taylor City Attorney Richard Taylor noted this is a follow
up to last summer’s discussion regarding the proposed ballot measure and some policy issues
that were not included in the ballot measure. Council directed the Planning Commission to
address those issues. They were to consider ordinance changes that would specify that mixed
use projects may include less than 50% commercial space (if authorized by the Planning
Commission) only if the project is less than five residential units and to specify that mixed use
projects may use shared parking (if authorized by the Planning Commission) only if the project
includes fewer than five residential units. Council also directed the Commission to consider
a General Plan amendment to clarify the General Plan to provide that the higher densities
currently allowed in the CN(RHD) district at Prospect and Lawrence Avenue are allowed only
at
that site and not elsewhere in the City. Impervious Coverage – Determine the interpretation of
Artificial Turf/Gravel as Impervious Coverage (code 15-06.370). PUBLIC COMMENT Jeff
Schwartz:
o Carryover items are important due to agreement with Council last year that they would be
discussed this year. o Not contingent with the ballot measure. Mary-Lynne Bernald: o Planning
Commission would like impervious coverage discussion. o Planning Commission needs
direction on impervious coverage in HR zoning. o Driveways sometimes take up majority of
impervious
coverage. o Exceptions for height in commercial areas on Saratoga/Sunnyvale Road. Jeff
Schwartz: If you move forward with impervious coverage, you might want to include input
from
the community. 15
7 COUNCIL DISCUSSION Councilmember Jill Hunter: Tough economic times for business
owners and they are doing everything they can to bring attention to their specific situation.
City is facing tough economic times as well. Address number of sidewalk signs. Biggest
concern with signs is the size; we can regulate the size of signs.Neon signs are a concern.
Saratoga is a big “walking” city and she supports the Large Project Signs in addition to the
story poles. The City has typically held firm with the “no variance” requests. Doesn’t
feel the Planning Commission should go through each specific variance request to come up
with the best decision, along with public input, for each specific request. Councilmember
Manny
Cappello: Sign ordinance should be a priority for Council even though it is controversial and
will take a lot of staff and attorney time; however, it is critical more so now than
ever, and will be costly. We should make this the highest priority2010 Carry over items is
something Council committed to. We should address this and make this a high priority.
All the items on the list are important and the Large Project Sign issue is nice; however, it
should be the lowest priority. Story Poles alert the community that there is something
more happening than just a single-story project and suggests using the criteria for story poles
for a large development project to inform the community and that would not require a code
change. Planning
Commission can decide if the large sign is necessary for a specific project if property owner is
in agreement. Agrees that with respect to variance requests, there are some areas
in our Code that may need to be revisited. If we could address some of the Code issues
surrounding variance issues, particularly in the area of site coverage, this would have to be
brought
before the public in the form of a ballot measure. The other item pertains to the height issue.
Would like to see that item added to the list if we could as there are areas in the city
where we allow two stories, such as in the commercial areas; yet we have a 20 foot limit,
which is ambiguous. Which do we want to adhere to – the two-story or the 20 foot height limit?
Would like to work it in our work plan this year, if we can, so that we can get the public input in
that area. Impervious Coverage – If we make a change to our definition of impervious
coverage, it will create other concerns regarding driveway material. This will require significant
staff time and public input. If we address impervious coverage we need to address all
potential areas for impervious coverage at the same time. The only area we can address at
this time without impacting Measure G would be the definition of “impervious”. 16
8 Councilmember Emily Lo: Feels all four of the listed items are important. Feels the sign
ordinance update is long overdue and considers this a top priority. Carry over items
should be addressed if this is what Council committed to. Addressing the impervious
coverage at this time may create more ambiguity. There are many possibilities when it
comes
to considering the different types of material. Vice Mayor Chuck Page: Considers the sign
ordinance the number 1 priority. As a representative of the water commission the
Impervious
Coverage item should be addressed and considers this number 2 priority. 2010 Carry over
items need to be addressed and rates these as priority 3 and 4. Planning Commission
should
look at the three separate carryover items and address them as to which one has more priority
over the other. Not a fan of large project signs and considers this to be the lowest
priority on the list. Rates Large Project Signs as number 5 on the priority list. Suggests not
changing height limits. Allow Planning Commission to go through each specific instance
and allow them to come up with the best decision based upon their varying knowledge and on
public input. The public process is what gives the Planning Commission the direction and
clarity. This is not something five people on the Council should dictate. Mayor Howard Miller:
Continually hears a lot of frustration regarding the sign ordinance. Business owners
need to advertise more in a down economy. Sign ordinance will be challenging – will require
public hearing and outreach and should get as much done as we can this year. Impervious
coverage – we must address the water shortage issue. New materials are far more
permeable than grass. We have an issue with respect to a specific type of synthetic
material.
If possible, would try to focus us down to the one issue, which is the water usage for
landscape material choices rather than trying to address if you can build driveways out of high
tech impervious material and whether inter-locking pavers are pervious or impervious.
Miscellaneous Zoning Code Update should be updated every year with regard to ministerial
updates.
Take out the one issue that we identified – setback changes. Supports staff’s proposals
regarding solar and confusing words. 2010 Carry over items – Council did promise to make
them an item of Council priority and they have been assigned to the Planning Commission for
their consideration and recommendation. There is a policy decision to be made. However, in
the process of considering these three items, it doesn’t mean that the end result will be what
everyone would like it to be. They are not “pre-agreed” to; they are items the Council
agreed to look at in detail and will be addressed in the full process. The Planning Commission
will see if they can make the findings or come up with reasonable solutions and then those
items will come back to Council. 17
9 Agrees with the concept that if the Planning Commission is always making the findings
regarding variances and is granting the variance, then perhaps our Code is wrong. The
philosophy
is the Code is the law with regard to variances. If we wanted to change the height in the CV
area that process could probably be done through the Planning Commission and City Council,
which would be a long and arduous process. It would be best to put it to the voters in the form
of an Initiative. COUNCIL DIRECTION The following ordinance priorities will be added to
the Planning Commission 2011 Community Development Work Plan. The variance issue,
including height limitations, won’t be added to the work plan at this time. PRIORITY
NUMBER 1: A.
SIGN ORDINANCE UPDATE – With the exception of Councilmember Hunter, Council rated
the Sign Ordinance Update as their highest priority. B. MEDICAL MARIJUANA MORATORIUM
ORDINANCE – expires
October 2011; will be addressed in July 2011. PRIORITY NUMBER 2: MISCELLANEOUS
ZONING CODE CODE UPDATE – Excluding the Accessory Structure Set Back Change; this
portion will be addressed
separately by the Planning Commission. PRIORITY NUMBER 3: 2010 CARRY –
FORWARD ITEMS – Council agreement that this item should proceed through the normal
process and go through the
Planning Commission and ultimately come back to the Council. PRIORITY NUMBER 4:
LARGE PROJECT SIGNS – Council agreed they would not be addressing a large project sign
ordinance as
a top priority at this time and if the Planning Commission wants to take the initiative to see
project sign examples from another city or cities they could. Council recommended this
item as an advisory/option item for the Planning Commission. PRIORITY NUMBER 5:
IMPERVIOUS COVERAGE – Council agreed they couldn’t address the Impervious Coverage
item in this year’s
work plan, however, they agreed the Planning Commission could address the “definition” of
impervious coverage. Mayor Miller declared a break at 11:25 a.m. Mayor Miller reconvened
the
meeting at 11:40 a.m. 4. SINGLE USE, DISPOSABLE BAGS – 11:40 a.m. 18
10 City Attorney Richard Taylor presented the staff report. City Attorney Richard Taylor noted
many local governments are trying to find ways to reduce the use of single-use bags. Each
time they attempt to proceed with the issue, they incur litigation from the bag industry and one
of the big litigation issues has been the failure to comply with CEQA – California Environment
Quality Act. He added the City of San Jose has done a full environmental impact review and
their ordinance will take effect January 1, 2012. Their ordinance prohibits the use of plastic
bags and requires merchants to charge for paper bags. (There are some exceptions to the use
of plastic bag use, such as restaurants.) He noted the City of Saratoga could pursue the same
process/procedure for our City that the City of San Jose did. He also stated the issue is
changing so quickly and does carry with it some litigation risk if the City chooses to pursue
this issue. Mayor Miller stated the position the Council for the City of Saratoga has taken is
that we would wait and track all that is happening regarding this issue. This item was
added primarily as an informational/update regarding the single-use plastic bag issue. PUBLIC
COMMENT Joyce Hlava: Stated she is nervous about passing laws which we have no ability
to enforce and that we need to look at what our resources are. We have one code
enforcement person. How is Saratoga in a position to enforce this kind of regulation?
COUNCIL DISCUSSION
Vice Mayor Chuck Page: Recommends that our stand/policy is that we continue to wait until
the State takes action. Many of our residents reuse plastic bags for other uses and so
it really isn’t a “single-use bag” for many people. You can also recycle plastic and paper
bags by recycling them at the grocery store or placing them in the recycle bins curbside.
The recycling company asks that you place all plastic bags in one bag and all paper bags in
one bag before placing them in the recycle bins curbside. Councilmember Jill Hunter: Adopt
a wait and see attitude. Councilmember Emily Lo: Not a priority at this time. Our community
is environmentally conscious. The City of San Jose has many exceptions and it doesn’t
really change the shopping habit. Leave it as it is and not allocate any money for this issue.
Councilmember Manny Cappello: Prefers to leave it alone and not put money and resources
into this, especially if it has potential litigation. Everything could change when the State
takes their action. 19
11 COUNCIL DIRECTION Continue to wait and monitor state, county, and regional efforts with
respect to single-use disposable bags. 5. PROPOSITION 26 OVERVIEW– 12:00 noon City
Attorney
Richard Taylor presented the staff report. City Attorney Taylor noted this was an opportunity to
provide Council a general sense of what this proposition is about. He noted Propositions
13 and 218 focused on the government’s ability to impose and raise taxes. These propositions
required a fifty percent voter approval for general taxes and a two thirds voter approval
for special taxes. Proposition 26 changed the definition of taxes to include “fees” collected by
local governments and it exempted a number of fees. Any fee that is not exempt is now
subject to voter approval and applies to new fees and increases in existing fees. Much of this
may be subject to litigation. He explained that Proposition 26 does not affect existing
fees, only new fees and increases to existing fees. Even so, it is good to know that all of the
City’s existing fees appear to fall under one or more of the exceptions in Proposition
26. Increases to existing fees based on increased costs to the City will not be affected by
Proposition 26. Even before Proposition 26 the City was subject to a general rule that you
can’t charge more for a city service than what that service costs us and the City has always
followed that requirement. There is an exception for fees for use of City property such as
parks and meeting rooms, you can charge more than the basic cost of service for these
use/entrance fees. Proposition 26 maintains that exception for parks and other city property.
He
also noted that Proposition 26 makes it more difficult to charge different people different
amounts for the same service (such as offering a discount for seniors or low-income families).
City Attorney Taylor noted that while Proposition 26 allows fees providing for full cost recovery,
it does not require fees to be set that high. The portion of costs to be recovered
by fees is at the discretion of Council. City Manager Dave Anderson: In 2003 or 2005
Council asked staff to do a cost recovery study and establish a fee schedule. Council
declined
to implement full cost recovery for some fees. We have no fees that are above our costs.
The City has an established methodology for proposed fees; we rely on the council to adjust
the fee downward from full cost recovery if they feel that there are other values they need to
balance. An example is appeal fees which are lower so that appeals are not precluded due
to cost. PUBLIC COMMENT 20
12 Jeff Schwartz: o The City is good about identifying things and providing an incentive, like
the solar projects. o City isn’t as good about subsidizing low cost items that would matter
to residents, such as appeal costs for removing a tree. Residents shouldn’t face a hardship in
getting their voice heard in the City. o Same kind of sensitivity we show to businesses
should be applied to residents. COUNCIL DISCUSSION Vice Mayor Chuck Page: We do
need to look at our fee structure. Staff could look at the tree appeal to see if it can be made
more efficient; however, we shouldn’t lower fees and incur additional costs. Councilmember
Manny Cappello: Our approach to establishing fees in terms of a balance between cost
recovery
and overall vision is good. As we move forward and look at our fees as a whole we will have
further adjustments. Maybe some areas could be streamlined. Councilmember Emily Lo:
I believe we will be adequately informed if the City is affected by Proposition 26.
Councilmember Jill Hunter: Thanked staff for the informational update. Agrees with
Councilmember
Manny Cappello’s comments. Mayor Howard Miller: If Proposition 26 continues in its current
form, the future of California will be one in which there are fewer and fewer places where
the local jurisdiction can use the general fund to subsidize a service and all cities will be
charging full recovery costs. COUNCIL DIRECTION No additional direction to staff at this
time. The City is currently doing the right thing. Mayor Miller declared a break at 12:25 p.m.
Mayor Miller reconvened the meeting at 12:30 p.m. 6. BUDGET OVERVIEW – 12:30 p.m.
Administrative
Services Director Mary Furey presented the staff report. She proceeded to provide an
overview on the following items: 1. Mid-Year Budget Status – 21
13 the budget continues to be a work in progress. She added the revenues are good in terms
of our projections, the economy has impacted interest rates, and expenses are holding except
for a few items, which will require a budget adjustment. 2. Forecast Highlights – The future
looks stable without major cuts to core services; however, we may need to dip into the
Reserve
Fund to balance the budget. She noted the rates will increase for PERS – 1%, medical, and
insurance; adding the PERS cost for the City is low compared to most cities. 3. 2011 Budget
Calendar: o April 25 – Council Budget Study Session o May 18 – Public Hearing for proposed
budget o June 15, 2011 Budget brought back for adoption 4. Budget Policies and Practices –
Purpose of budget policies and practices is to improve the financial processes. PUBLIC
COMMENT None COUNCIL DISCUSSION Councilmember Jill Hunter: Voiced a concern
that the Finance
Committee consists of two people. They do a great job; however, they are essentially deciding
what happens before the proposed budget is brought before the Council at a public hearing.
Those council members that aren’t on the Finance Committee aren’t as well informed about
the budget. Would like to have a study session where the finance situation, including fees,
is discussed prior to the proposed budget public hearing. Wants to bring in the value system
for the City of Saratoga. Should be more study sessions regarding the fee schedule.
Councilmember Emily Lo: Understands there is a budget study session to discuss the
budget prior to the public hearing. Feels neutral on the budget process and must experience
one
budget cycle to see if additional public hearings prior to budget public hearing are necessary.
Councilmember Manny Cappello: Feels a budget study session prior to the budget public
hearing is invaluable. Learns a lot from an informal discussion, such as in a study session.
Would like to see more Council study sessions for various topics. Would like to
see a study session scheduled regarding the fee schedule. City Manager Dave Anderson:
Staff is always available to discuss the budget with all council members at any time and
recommends
council members meet with staff whenever they have 22
14 questions regarding specific budget concerns and questions regarding the fee schedule to
receive additional clarity on these items. He noted the Finance Committee does not establish
budget policy; they make recommendations to the Council. The recommendation would be
included in a staff report for Council’s discussion and decision at a scheduled council meeting.
Vice Mayor Chuck Page: Doesn’t feel a study session is needed to discuss the fee
schedule. The budget study session is an opportunity for Council to discuss the budget,
define
or refine budget policies, and provide staff with the information needed to create the budget.
Feels a public hearing at a Council meeting is the best method to discuss the budget,
including fees, as it is a televised meeting and anyone from the public can speak at this
meeting and give their input to the budget process. Finance Committee doesn’t create the
budget. Most items discussed during the Finance Committee meeting are on the regular
Council meeting agenda for Council discussion that same evening. Mayor Howard Miller:
Finance
Committee does very little decision making on the level that has been expressed regarding
budget issues. The meeting is usually held prior to a council meeting and is open to anyone
that is interested in attending. Feels Council Study Sessions are not an opportunity to learn.
Council members should meet with staff individually to learn about issues. A study session
by its very nature has an obscuring factor on the transparency of government as opposed to
discussion at a regular council meeting. Prefers to be as transparent as possible and opposes
study sessions because this removes the council from public view. Recommends all council
members read the finance policies attached to this staff report as it is very informative.
Tree fee, tree removal process, and appeal process should be agendized as a separate
item for discussion at a council meeting. The mid-year budget adjustment is scheduled on
the
February 2, 2011 Council meeting. There are some policies Council should look at
regarding Economic Uncertainty Fund and Hillside Reserve Fund. COUNCIL DIRECTION
Council decided a
separate Study Session to discuss the fee schedule was not necessary at this time. Council
directed staff to: o Prepare a staff report addressing the Mid-Year budget adjustment at the
first meeting in February – February 2, 2011. o Tree Adhoc Committee and City Arborist Kate
Bear bring back a staff report in March for Council to consider an improved process for tree
permits, appeals, and fees. The tree fees will be addressed during the annual User Fee
review. o Mid-Year Budget Status – No direction. 23
15 o Forecast Highlights – No direction o Budget Calendar – No direction o Budget Policies &
Practices – No direction 5. DETERMINE ECONOMIC VITALITY PROCESS – 1:20 p.m. Mayor
Miller
stated that over the years there have been blue ribbon commissions, panels, and items all
related to “what do we want the future of our city to look like”. That is what this item is
intended to be – how we go through a process to decide what the future is going to be.
Discussion has occurred about economic vitality, the Village vision, zoning ordinances, and
economic
incentives. How do we unify that and how do we put together a process that lets us move
through public input and policy decisions to a point where we can move forward on a vision for
our future that we all support and that the citizens support. The goal today is the “process” –
not necessarily the “ends”. City Manager Dave Anderson presented the staff report. He
noted that in the area of economic development over the last year, we had two issues that
were deferred until after the November election, to be addressed at the Council Retreat. The
first issue was presented to the Council on June 16, 2010. The focus of this report was the
Village Vision and it suggested a village engagement process. The decision was to defer this
until after the November election due to a number of economic development initiatives moving
forward and Measure Q. The second issue was presented to the Council on October 6, 2010.
Earlier in the year residents asked the Council to form a committee to promote new business
development in the Village. In addition to these issues they had some concerns over the low
occupancies in shopping centers city wide. This turned out to be caused by the purchases of
some shopping centers, termination of leases, and the affects of a long recession. Some of
the issues presented in the October 6, 2010 report were: vision for the future, economic
vitality, building height and number of stories, parking, business attraction and retention.
Some of the methods suggested suggested for this process included: use of a consultant,
citizen engagement process through Common Sense California, and a Community Advisory
Committee.
City Manager Dave Anderson referred to a handout reflecting Saratoga sales tax from 1989 –
2010. He noted that overall for all shopping centers, except the Village, business sales tax
numbers have been quite level even through the period of the economic recession. He added
this indicates that predominant sales in these districts are inelastic and they indicate a large
percentage of sales for staples, such as groceries. The Village has gone from more general
merchandise to leisure oriented business over the last 20 years. If you look at the wider
community
you have Big Basin State Park, Hakone Gardens, Mountain Winery, and Montalvo. In the
Village you have restaurants, day spas, service businesses, and a cluster of wine tasting
establishments
– all of which are “leisure”. A consultant would say that the City has one of the best 24
16 clusters of leisure service businesses in the nation. Businesses moving into the Village are
catering to this segment of the market. PUBLIC COMMENT Jeff Schwartz: Economic vitality
and Village are two levels – one more specific than the other. Economic vitality is a city issue;
the Village and its economic vitality are much more specific. There is another level
– what is our Vision? Discussion of economic vitality and not recognizing that you are throwing
in the vision of the city is a part of the vision of the city. Those are reflected in
the value statement. If there is discussion about where is the City going, it has to be much
broader than vitality, economic vitality, and it should start with values, mission and vision.
Start from the top down if we are going to be broad. If we aren’t going to be very broad we as
a city should at least acknowledge and refer to the values and see if we are well founded
in what we are pointing to. If it’s economic vitality, can we be clear when we talk about the
Village vs. the city’s economic overview and when we talk about where the City is going.
Marilyn Marchetti: I notice the Adhocs are basically city council members. We should have
some balance and diversity and have a couple business owners and residents on them. I like
the
reference to “grand new marketing theme on leisure” – this is very good. Also, I would like to
bring back the Arts Commission; they were instrumental in bringing those leisure packages
together. Setting precedence and making exceptions to our rules on height limits does have
something to do with vitality issues. People are asking for exceptions regarding height limits
ever since the ballot measure and once we set precedence it is going to cause issues and that
is a huge concern of mine. Ron Fugal: I would like to talk about the process. How do you
get to a point of understanding what our vision is? There hasn’t been a fair cross section
drawn as to the diversity of the city. It doesn’t always get reflected in the elected
representatives
that we have. There is a lot to be learned. You’ve mentioned public forums, ad hoc sessions,
study sessions – all good things; however, they don’t bring things together. Need to look
at vision statement that embraces the majority of the citizen’s views as to why we came to
Saratoga, why we live here, and why we want to maintain a specific decorum in the city. We
need to understand the sustaining value systems and why people want to stay here. A
community that is supportive fits with my economic values and life style. Planning
Commissioner Linda
Rodgers: When conducting the housing element study session there was a public meeting
where people came to talk about what they wanted to see in the Village and how they would
like to
see it developed. We had a professional facilitator at that meeting and we came away with a
lot of recommendations. The process worked well once and it may be the way to go for the
future.
In terms of what kinds of things we should look at, we can’t really look at policy and values
without looking at some of the basic economics of today. According to economists, people
are spending the highest percentage of their budget on recreational leisure activities. We need
to take advantage of that. We should consider public meetings with facilitators. 25
17 Planning Commissioner Mary-Lynne Bernald: It is important that our children be included in
some manner when this topic is discussed; they are our future. Gene Zambetti: To dove tail
on the comments of \[Linda Rodgers\] the commissioner, we met at the fire station and
discussed the housing element one time. Prior to that we discussed the parking requirement –
relief
of excess parking spaces, and I believe the only thing missing from these discussions was
input from people coming and going to schools. People that live in and around the Village
really
want to have another grocery store or hardware store; however, with the economic trends I
don’t think you will get that to happen. It could be a group that meets and talk about getting
Hakone and Montalvo, when that destination point is reached by the customer or the citizen,
there should be some incentive for them to spend some money in the Village, such as some
type
of service provided or product sold. Planning Commissioner Joyce Hlava: I would like to see
the the City hire someone on a part time or full time basis to get the job done – economic
development. Until you decide exactly what you want the future to be there is no point in hiring
someone to do anything to get there. This is not just the Council’s responsibility; it
is the entire city’s responsibility. Saratoga does and always has had a real vision for what the
city is and how it should be developed. We all have a shared consensus on residential
development and how that was done. What we don’t have shared consensus on is “what do
we want” because it is seldom discussed. The easiest thing to do would be to make this an all
residential
community; rezone all the commercial areas and make them all residential. Everyone would
have to go to Cupertino or Los Gatos to buy things. That is obviously an extreme. The other
extreme
is everyone in our city will be self-sufficient; we will have grocery stores and hardware stores,
etc. We don’t have a defined consensus on what we want commercial areas to be, or do,
or provide for us. We’ve talked about the visioning process, hiring a consultant, having a
series of public meetings, or the Blue Ribbon Commission. Merchants always attend these
meetings;
how do we keep the residents’ interests high and engaged in discussions? It is difficult to get
residents to come out and talk about commercial areas of the city when they are focused
on their neighborhood and schools. Get a consensus on what the Village needs. Patrick,
Business owner of Uncorked: Agrees with having a plan for the Village. Most of my customers
are
concerned about what is not happening in the Village. They are beginning to think the Council
feels it is more acceptable to have empty buildings in the Village than to have retail.
I need to know what the Council’s direction is going to be so that I can make a choice about
staying or leaving. We need to have public discussion as to what is the direction going to
be for the Village. Saratoga Chamber of Commerce President Vicki Seelig: I believe the
visioning process process needs to include lots of people including the youth. The economic
vitality
of the Village is important and it is also important for all the other business districts. 26
18 Jeff Schwartz: I have some disagreement with Commissioner Joyce Hlava. I don’t feel
residents are in as much agreement when it comes to cutting edge decisions. There are some
disagreements
with specific issues regarding economic development and economic vitality. The larger the
scope, the more difficult it is to develop specific plans; have some combination of economic
realities; recognize realistic constraints in the Village. The Village isn’t dying, it is tracking the
economy. We do have a unique combination of arts and history in Saratoga – Montalvo,
Mountain Winery – combined with a turn of the century history that Saratoga represents. If we
could find a way to package that we could be a “destination”. It will take effort and that
is something the City could do. People who like wine, performing arts, beauty,
and our history – they will help the vision in bringing together the assets we have. Planning
Commissioner Tina Walia: We are a small city with unique character. I agree with
Councilmember
Page’s Page’s suggestion that we need a visioning study. We are addressing a multi-
dimensional problem in the Village. We are looking at the economic vitality and yet we are
trying to
look at the historic character and wanting to maintain that. I believe a cohesive approach –
looking at the architecture and the economic perspective and tying that together. A better
approach for the long-term vision would be to break this all down into smaller short-term
pieces. We have an opportunity to bring more tourism to our community compared to
neighboring
communities. Pragati Grover: I think it is easy to believe the Village is suffering due to the
economy. On the school side, a lot of families are moving out of the community due to
unemployment,
and they can’t afford to live in Saratoga. During the recent council campaign I always heard
people say that it is a great place to live because the Village has wine tasting bars and
high-end restaurants; however, people would like to see more family-oriented restaurants that
are less expensive. Also, we need to remember the other areas in the community – not just
the Village. End of public comment – 2:04 p.m. COUNCIL DISCUSSION Mayor Howard Miller:
The economic vitality of the Village is the economic vitality of the entire City. Citizens have
asked “what is our master plan for how we want to see the city or the Village preserved or
developed”? The Council has done some things to help the Village. We have the Façade
Program
and we have created an AdHoc Committee that oversees that program. We have tried little
things and I think the goal for today would be about what we can do in terms of stepping back
and reengaging the public, and moving forward with concrete policies and programs – some of
which could be large and extensive that will move us out of a mode of everyone complaining
about the Village into a mode of everyone looking forward to and working towards the future
goal of the Village. We have to decide to today if we are going to address the entire city
or just the Village. Village. Within those contexts are we going to address purely the economic,
or what has been mentioned – both architectural and economic input. Or, there is the
other multitude of areas that we 27
19 could address. I don’t want to engage in another Blue Ribbon commission/panel public
input process to decide what to do. We have been through a lot, this won’t be easy, and it may
take quite a while; however, we need to see if we can get past rhetoric and see if we can
achieve a real vision. What is it going to be for us and for the citizens for the future of
the City? Vice Mayor Chuck Page: From the visioning standpoint it was the Village vision; it
wasn’t the city visioning. We have a great value statement – we should believe in that.
If it’s wrong – then we start all over. We reset our values; let’s come up with a new vision. A
vision is – what do you want this community to be in 10 years? If we do that process,
get an outside group like Common Sense California who have done this process before. A
consultant wouldn’t tell us what to do; it is a facilitator to help us determine what we need to
do in order to develop and grow. Go out into the community, to neighborhood associations,
to churches, to tennis clubs, and golf courses; go into their environment and gather their
input. Part of that would require some semblance of education. Find out what would make
you want to go to the Village and what would you like to see in the Village, etc. You have
to go out to the public to get this information. If we attempt this, it should be a specific area,
not the entire city. From an economic development aspect – there are some entities
that go out and find businesses. If you hire a city staff person, you’ve spent more money to get
results, which is not cost effective. It’s never been about the economics of bringing
in sales tax revenue; it’s about bringing in vitality in terms of foot traffic. It isn’t a function of
the City to bring in businesses. What we need is something like a tour director/travel
agent; someone who can put together tour packages. I wouldn’t mind seeing a group of
interested citizens who have said they would like to see specific things in the Village get
together
and learn what works and what doesn’t work and then try to make it a reality. This is a leisure
destiny community, not a grocery store community. I would also like to see the businesses
get together and tell us what they would like to see in the Village; these are the kinds of
businesses that would compliment us and help us bring in a good mix of people. It isn’t
about what we want; it is about what you would want. If we have the funds, go out and do
that visioning exercise for the Village. I did envision going out to the schools to gather
their input. Parking concerns – possibly a parking garage between Fourth and Fifth Streets.
Sensors in parking garage/areas that will tell people where available parking spaces
are. City sponsored – not City funded, valet parking in specific areas in Village.
Councilmember Jill Hunter: Thinks most people agree that they don’t like traffic in Saratoga.
It’s an education process and great to have citizens as a part of that process. We’ve met
with business owners and merchants. The last five new stores in Saratoga are owned
by residents of Saratoga. We have lots of tourists visiting Saratoga and we need to develop
that more. We need to make Saratoga a “destination”. 28
20 We have wine tasting places, pampering places, great restaurants. It is already going
that direction. Education is very important. Should be able to go to City website to
see what is happening in Saratoga. Not in favor of bringing in a consultant to handle this
situation other than “Main-Street” people. Has seen a big improvement since December.
Most residents don’t like a lot of congestion and traffic in Village. Concerned about seeing
the “glass half empty” rather than “half full”. Would like to have a citizen group
that gives Council recommendations. I have already seen improvements in the Village.
Councilmember Manny Cappello: From a process standpoint we should focus our efforts as
narrowly
as we can and that would be on the Village. Likes the visioning aspect; has concerns that it
could be an effort resulting in diverging opinions. Supports a dialog that encompasses
a diverse group of citizens on a regular basis as this may be a long process. Start that
dialog and get it in place; there will be some areas of consensus.Focus on two areas:
what do we envision our Village to look like – both in terms of its appearance as well as its
feel, pedestrians, and types of businesses. What type of Village serves the needs of
our community the best; what is going to draw our citizens to the Village on a regular basis? If
we can answer that in terms of a “vision” we will have served our community the best
that we can. Many of our citizens don’t go into the Village because it doesn’t serve their
needs. We need to make an effort to engage as much of the citizenry as possible. Would
like to see at least one councilmember take part in the outreach sessions – in a revolving
fashion. Councilmember Emily Lo: We need to do something about the economic vitality
issue.
My hope is that we can come up with an objective during this entire exercise. What are
the deliverables? Would like to see more value added to this exercise. What is the
definition of economic vitality? What is the occupancy rate benchmark in our Commercial
District? Is hopeful that we can arrive at some long term and short term solutions. In
favor of bringing in a facilitator who can incorporate ideas from different stake holders.
Supports Saratoga Creek development as long as it is in the context of economic vitality.
Mayor Howard Miller: Concerns that many of these processes create contentious issues.
Circulation on Big Basin is a difficult issue – Round-About concept at end of street. We
spend a lot of time looking at projects and have used a piecemeal approach. Need
connectivity. 29
21 The Village has a great natural resource – Saratoga Creek frontage area;
Saratoga/Sunnyvale Road through Fourth Street, Wildwood Park and beyond. We should
come up with a visioning
process that will encompass large, long-term change. Conviction and goals are necessary.
It isn’t necessarily about how many sales tax dollars are generated; it is about how we
provide something that all of our citizens feel good about. COUNCIL CONSENSUS Village
vision – not city-wide vision. Organization/Consultant/Facilitator to assist. Approaches:
Main Street Commonsense California Involve as many stakeholders as possible
including: Youth, merchants, building owners, church groups. Engage long-term vacant
property
owners in process. Will involve considerable educational process for citizens and business
owners. 10-year goal with short-term and long-term. Saratoga Creek development as
potential component to promote economic vitality. Parking and circulation Turn-
around/Round-about about Consolidated municipal lot between Third Street and Highway 9
Parking
structure COUNCIL DIRECTION Staff should prepare a detailed staff report on this item for
a Council meeting or a Study Session by the end of June. Include several third party
presentations
on approaches to the economic vitality concern. If only two presenters, schedule it for a
regular council meeting; if there are 3 to 5 presenters, schedule a study session. Presenters
should be prepared to give at least a five minute presentation. Presenters should include:
Main Street Common Sense California Publicize/public notices, outreach to schools,
citizens, businesses. 6. PUBLIC WORKS UPDATE – 3:00 p.m. Public Works Director John
Cherbone presented the staff report. Highway 9 Safety Improvement Project – 30
22 Public Works Director Cherbone noted currently there are three phases to this project and
there may be Phase IV and Phase V in order to complete the more difficult phases of the
project
which may include right-of-ways from different parties. Phase I, a multi-jurisdictional project
with Monte Sereno – lead agency on the grant application, Los Gatos – lead agency in terms
of construction procedures, and Saratoga completing their section. The bicycle lanes were
completed from Saratoga to Los Gatos. This phase was completed in 2009. We are currently
working
on Phase II, which is the first phase of the pedestrian improvements and should be completed
towards the end of 2011. The grant for this phase was secured by the City of Saratoga. We
are currently designing Phase III and funding for this project came from Caltrans. This phase
will focus on road and bicycle safety improvements at the Austin Way and Highway 9
intersection.
This phase should also be completed towards the end of 2011 and by then we will know if we
will receive a grant to begin Phase IV. City Manager Dave Anderson added that this has been
a very high profile three or four jurisdiction project that included council liaisons from the other
jurisdictions as well as seeking input from the public by noticing numerous public
meetings. PUBLIC COMMENT No one requested to speak on this item. Village – Phase II –
Public Works Director Cherbone noted the City received two grants for improvements on Big
Basin
in the Village. The first grant was applied to intersection improvements such as the bulb-out at
Fourth Street. The bulb-out improvements at the major intersections were done in order
to enhance pedestrian safety. There are a few items remaining to be completed in Phase I of
this project including the completion of the improvements at Third Street. We received a 1.2
million dollar grant for Phase II which will be used to begin bulbout improvements on Fifth and
Sixth Streets. This phase will begin in late spring or early summer of 2011 and will include
all new energy efficient street lights and poles, installation of the mid-block crosswalk with
lights, enhancement of the spur on Highway 9 including the removal of damaged sidewalks
and replacement with decorative paving. Kiosks will be placed at different key locations, not
just at Blaney Plaza. There will be improved signage directing people to parking areas and
other areas of interest. PUBLIC COMMENT Marilyn Marchetti: Inquired if the bulb-out curbs
could be painted red to prevent parking? 31
23 \[Public Works Director Cherbone responded they would not be painted red as there are “no
parking” signs posted\]. Planning Commissioner Joyce Hlava: Voiced concerns about the
length
of time the Fourth Street construction took to complete the improvements and the impact to
businesses. Paul Hernandez: Noted that if a turnaround/round-about is constructed it be
located
at 6th Street. (Public Works Director Cherbone responded the only potential location for a
turnaround/round-about would be at the end of Big Basin.\] No one else requested to speak on
this item. Quarry Property Acquisition – Public Works Director Cherbone noted the City is
considering purchasing the quarry property from the Mid Peninsula Open Space District,
adding
this property is located very close to Hakone and has great trail options. He added the City is
in the process of conducting the environmental study process and negotiating the contract
documents with the County and the Open Space District. In addition, with the acquisition of
this property, trails can be connected from Hakone through this property, through Skyline
Park and on to the Pacific Ocean. This is a long term plan and both the County and the City
are involved in discussions of this trail. City Attorney Richard Taylor added the environmental
review and the negotiated contract will allow for a 30-day public review process by next
January. PUBLIC COMMENT Marilyn Marchetti: Asked what the completion date would be for
the quarry
property acquisition. \[City Attorney Richard Taylor responded that after the environmental
review process is completed it could be presented to the Saratoga City Council in April. It
will also be presented to the Mid Peninsula Open Space District Board of Directors, and to the
County for approval. The property acquisition process could be completed by June.\] Paul
Hernandez: Asked if there is another piece of private property involved between Hakone and
the quarry property? \[Public Works Director Cherbone noted that there are conditions in the
general plan that whoever purchases that specific property between Hakone and the quarry
property must support an easement allowing trail connection of the Hakone property and the
quarry
property. No one else requested to speak on this item. 32
24 COUNCIL DIRECTION None. Mayor Miller declared a break at 3:28 p.m. Mayor Miller
reconvened the meeting at 3:40 p.m. Facilities Update – by Recreation Director Michael Taylor
Director
Taylor noted there are two current projects. The key-less access to city hall buildings project
which will begin the first week in February. He added this project is funded, has been
approved by Council, and is a Phase I CIP project from 2010. If that project is satisfactory staff
will begin Phase II. The second current project is the Saratoga Library Book Drop Overhang
which is funded and approved by Council. The original low bidder withdrew their bid and that
item will be on the February 2, 2011 Council meeting agenda for Council’s approval to
reassign
the contract. The facilities department has been focusing on safety, security, and compliance
this past year. Staff has recently completed the Americans with Disabilities Act (ADA)
compliance
audit with the help of an ABAG risk assessment. We are in the final stages of prioritizing all of
our ADA compliance issues and the next round of our facilities projects will focus on
safety, security, and ADA compliance. Director Taylor referred Council to a table of prioritized
projects that was provided to them. He noted that historically Council allocates $100K
to the facilities department to complete necessary projects. He stated one of the requirements
of the ADA audit is that staff has to have a plan in place to address the ADA noncompliance
issues within five years. The projects don’t have to be completed within those five years;
however, we are required to have a plan in place and many of the items on the referenced
table
are noted on that list. In addition, he referred to potential CDBG projects. He noted staff
prioritizes the projects regarding handicap access in different phases and submits applications
for grants. The completion goal is 2015. The next list of projects is funded through the theater
ticket surcharge. This list includes replacing and upgrading the HVAC system. They are
considering moving the audio system. The last list -Saratoga Library Maintenance Fund
provides for annual exterior maintenance to the library. Mayor Miller inquired about the status
of the approved solar installation. Public Works Director Cherbone noted his department is
drawing up plans for the parking structure which will be located in the Corporation Yard and
once that is 33
25 completed the entire project should be completed by the end of summer 2011. He added
one company has already submitted plans for the proposed parking structure. PUBLIC
COMMENT No
one requested to speak on this item. COUNCIL DIRECTION None. 7. SB 375 – 4:00 p.m. City
Attorney Richard Taylor presented the staff report. Attorney Richard Taylor noted the State
legislature
passed SB 375 in 2008 requiring preparation of integrated land use and transportation plans
on a regional level. The plans, known as Sustainable Communities Strategies (SCS), are to
lay out a framework designed to reduce greenhouse gas emissions from cars and light trucks.
Among other requirements, the SCS must identify residential areas sufficient to accommodate
all the region’s housing needs for the next 25 years. He stated it is a complicated process;
however, the regional plans that are developed will be the basis for allocating fair share
housing numbers to cities and counties in the SCS planning area. One of the goals of SB 375
is to have housing near transit and the job market. It isn’t very prudent to put high density
housing in Saratoga because we don’t have public transit in Saratoga or a large job market.
Historically, the City of Saratoga has taken a “wait and see” approach and let other cities
take the lead. The question for Council is what level of involvement does Council want the City
to have in these planning processes. A number of entities in Santa Clara County are
considering
doing a sub-regional housing allocation process. Jurisdictions in Santa Clara County are
currently considering whether they should work together in developing a methodology for
allocating
housing targets within the County rather that deferring to the default ABAG process. This
method will take more staff time and more engagement. Another suggestion would be that we
create
something like our Clean Water Joint Powers Agency before West Valley cities collaborate
and we hire a consultant or agree that a one-person staff will take the lead and we all
contribute.
Attorney Richard Taylor noted that Council should think about the level of effort the City wants
to engage in and does recommend the City have more vigilance on this process than we
have in the past. Staff could come back with suggestions as to what the City should do based
on that level of effort. City Manager Dave Anderson noted that Santa Clara County would have
to be in agreement to this new methodology and they have indicated they will use the ABAG
model for the first cycle as we don’t have the ability to do our own calculations within the
prescribed time frame. He also noted this will require a certain amount of vigilance on our part
and we should not be passive, we have to be engaged in the process on an ongoing basis.
34
26 PUBLIC COMMENT Planning Commissioner Tina Walia: Noted she would be looking for
guidance from the Council. No one else requested to speak on this item. COUNCIL
DISCUSSION Mayor Howard
Miller: Not quite sure how Santa Clara County, VTA and ABAG will proceed at this time.
Believes every city has legitimate reasons why the numbers that have been presented do not
apply to them individually; we have to be an equal to them. Do we want to pursue the
regional or non-regional – ABAG approach? City Attorney Richard Taylor: The cities that are
actively involved will have an incentive to promote things that they do not want to the cities that
are not actively participating. City Manager Dave Anderson: If the majority of
the cities in our county are participating it would be in our best interest to be actively involved.
If they are not, then it is a moot point. At this time it seems like it is 50-50.
We have agendized the Sub-regional Housing Allocation item for the February 16, 2011
Council meeting and we could use that opportunity to bring a current status to Council
regarding
the involvement of the County and individual cities. Vice Mayor Chuck Page: What is the
level of commitment? Who would be recommended to participate – staff or council
members?
Would need to know the meeting commitment prior to making a decision. Prefers to be on
the SB 375 side as a leader in the process, not at the end of the process. Mayor Howard
Miller:
There are two decisions; one is the Sub-regional decision which Council will make at the
February 16, 2011 Council meeting and the second decision is how involved our city should
be regarding the two processes. VTA seems to have a role in this. Will need to make a
decision regarding how much effort we will want to put into this: a Council adhoc, staff
participation,
or volunteer involvement. COUNCIL DIRECTION 35
27 Council agreed they will need to make a decision regarding how much effort the City is
willing to invest in this project. Bring this item back for discussion at the February 16,
2011 Council meeting. Include two approaches to this issue in the staff report: Regional
Allocation process. Non-regional – ABAG approach. 8. ALCOHOLIC BEVERAGES IN
PARKS –
4:20 p.m. Recreation Director Michael Taylor presented the staff report. Director Taylor noted
there are a number of issues regarding the use of alcohol in city parks. Staff, with the
approval of Council, has developed an administrative policy whereby any time alcohol is
provided the Recreation Department requires an alcoholic beverage permit. If alcohol is sold,
County ABC Guidelines must be followed along with a certificate of insurance. He added
alcohol is allowed in all city parks with the exception of two parks – Wildwood Park during
certain
hours requires a use permit and alcohol at El Quito Park is expressly forbidden at any time
without a permit. In addition, there is no ordinance and no regulation governing the use of
alcohol in city facilities. Director Taylor concluded by noting that staff has prepared five varying
options that Council may consider which are: 1. Make no changes and leave existing
policy in place. 2. Create a Council AdHoc Committee to discuss alcohol in parks and facilities
with the goal to return to Council by April 20 with recommendations. 3. Assign this ordinance
for review in the regular Community Development Department Work Plan. 4. Assign this
ordinance for review in the regular Parks and Recreation Commission Work Plan. 5. Take
some other
action not listed and provide direction to staff accordingly. PUBLIC COMMENT Parks and
Recreation Commissioner Denise Goldberg: It would be nice for staff to be consistent with all
the
parks. COUNCIL DISCUSSION Councilmember Jill Hunter: Would be supportive of
removing the restrictions on Wildwood Park and El Quito Park. Councilmember Emily Lo:
Inquired about
the park rental policies of neighboring cities. 36
28 \[Director Taylor noted staff has not done a comparable neighboring city comparison and
could do so if Council directs staff to do so\]. Councilmember Manny Cappello: Policies
should
be consistent with all city parks. Asked if this project should be addressed by the Parks &
Recreation Commission to see what best suits the City of Saratoga. Vice Mayor Chuck Page:
Suggests the Parks & Recreation Commission look at what other cities do and come back to
Council with a recommendation. Mayor Howard Miller: Inquired about the Information
Technology
Department providing a box on the on-line application for applicants to check if they plan to
serve alcohol or not. (RecTrak capability). Vast majority of our parks don’t have any
issues. Voiced a concern that past Councils implemented specific rules on these specific
parks to solve real problems. Uncomfortable about imposing additional restrictions on parks
where there haven’t been any restrictions. Wouldn’t mind reassessing these two parks to
see if the restrictions should be removed or unify them so they are consistent with the other
parks. Would support surveying other communities to see what they do. COUNCIL
DIRECTION; Council directed staff to assign this project to the Parks and Recreation
Commission
The Commission should see what other cities do and bring their recommendations back to
Council at a future Council meeting. Parks and Recreation Commission will recommend the
Council
either remove the restrictions or make no changes and leave existing policies in place.
Information Technology Department to look into “vetting” options on the online application
through RecTrack. 9. WRAP UP – RECONCILE PRIORITIES – 4:40 p.m. Council members
and staff addressed each agenda item for clarification and confirmation regarding Council’s
consensus
and direction to staff on each agendized item. COUNCIL DIRECTION SUMMARY: 1.
HERITAGE TREES – Council Direction: 37
29 Council agreed this was an important item that needs to be addressed now and directed
staff to: Assign the Heritage Tree project to the Heritage Preservation Commission (HPC).
Hold public hearings in order to receive input from the public. HPC to create a Heritage
Tree list for voluntary designation. Staff to conduct a fee assessment to establish
actual costs for fees and bring back to Council. Tree Fee structure should be reconciled to
be in alignment with actual cost via the Master Fee process. Tree Adhoc Committee and
City Arborist Kate Bear will bring back a staff report in March for Council to consider an
improved process for tree permits, appeals, and fees. 2. COMMUNITY DEVELOPMENT
WORK PLAN –
Council noted the proposed ordinance updates would be addressed by the Planning
Commission and directed staff to add the following ordinance priorities to the Planning
Commission 2011
Community Development Work Plan. The variance issue, including height limitations, won’t be
added to the work plan at this time. PRIORITY NUMBER 1: A. SIGN ORDINANCE UPDATE
B. MEDICAL
MARIJUANA MORATORIUM ORDINANCE – Moratorium expires October 2011; will be
addressed in July 2011. PRIORITY NUMBER 2: MISCELLANEOUS ZONING CODE
UPDATE – Excluding the Accessory Structure
Set Back Change; this portion will be addressed separately by the Planning Commission.
PRIORITY NUMBER 3: 2010 CARRY – OVER ITEMS – Council agreement that this item
should proceed
through the normal process and go through the Planning Commission and ultimately come
back to the Council. PRIORITY NUMBER 4: LARGE PROJECT SIGNS – Council agreed
they would not be
addressing a large project sign ordinance as a top priority at this time and if the Planning
Commission wants to take the initiative to see project sign examples from another city or
cities they could. Council recommended this item as an advisory/option item for the Planning
Commission. PRIORITY NUMBER 5: IMPERVIOUS COVERAGE – Council agreed they
couldn’t address
the Impervious Coverage item in this year’s work plan, however, they agreed the Planning
Commission could address the “definition” of impervious coverage. 38
30 3. SINGLE USE, DISPOSABLE BAGS – Council directed staff to continue to wait and
monitor state, county, and regional efforts with respect to single-use disposable bags. 4.
PROPOSITION
26 OVERVIEW – No additional direction to staff. 5. BUDGET OVERVIEW – Council decided a
separate Study Session to discuss the fee schedule
was not necessary at this time. Council Direction: o Prepare a staff report addressing the Mid-
Year budget adjustment at the first meeting in February – February 2, 2011. o Tree Adhoc
Committee and City Arborist Kate Bear bring back a staff report in March for Council to
consider an improved process for tree permits, appeals, and fees. The tree fees will be
addressed
during the annual User Fee review. Regarding specific budget items, Council noted the
following: o Mid-Year Budget Status – No direction. o Forecast Highlights – No direction o
Budget
Calendar – No direction o Budget Policies & Practices – No direction 6. DETERMINE
ECONOMIC VITALITY PROCESS – Council Consensus: o Focus on Village vision, not a city-
wide vision; o
Utilize an organization/consultant/facilitator to assist, such as: Main Street and/or
Commonsense California; o Stakeholder involvement including; youth, merchants, building
owners,
church groups; o Engage long-term vacant property owners in the process; o Vision process
will involve considerable educational process for citizens and business owners; o 10 Year goal
with short-term and long-term; o Saratoga Creek development as potential component to
promote economic vitality; o Parking & Circulation: Turn-around/Round-about, consolidated
municipal
lot between Third Street and Highway 9 39
31 Council Direction: Staff should prepare a detailed staff report on this item for a Council
meeting or a Study Session by the end of June. Include several third party presentations
on approaches to the economic vitality concern. If only two presenters, schedule it for a
regular council meeting; if there are 3 to 5 presenters, schedule a study session. Presenters
should be prepared to give at least a five minute presentation. Presenters should include:
Main Street Common Sense California Publicize/public notices, outreach to schools,
citizens, businesses. 7. PUBLIC WORKS UPDATE – No direction given to staff. 8. SB 375 –
Council Direction: Council agreed they will need to make a decision regarding how much effort
the City is willing to invest in this project. Staff should bring this item back for discussion at
the February 16, 2011 Council meeting. The staff report should include two approaches
to this issue: Regional Allocation process. Non-regional – ABAG approach. 9.
ALCOHOLIC BEVERAGES IN PARKS – Council Direction: Staff should assign this project
to the Parks
and Recreation Commission. The Commission should see what other cities do and bring
their recommendations back to Council at a future Council meeting.Parks and Recreation
Commission
will recommend the Council either remove the restrictions or make no changes and leave
existing policies in place. Information Technology Department to look into “vetting” options
on the on-line application through RecTrack. 40
32 PUBLIC COMMENT None 10. ADJOURNMENT – 5:00 p.m. Mayor Miller thanked
everyone for coming and he thanked staff for all their efforts in preparing for the 2011 Council
Retreat. There
being no additional business Mayor Miller asked for a motion to adjourn. PAGE/CAPPELLO
MOVED TO ADJOURN THE COUNCIL RETREAT AT 5:00PM. MOTION PASSED 5-0-0.41
SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY:Ann
Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council Regular Meeting Minutes – February 16, 2011 RECOMMENDED
ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the
February 16, 2011, City Council
Regular Meeting. 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: Pursuant to Government Code 54954.2, this item was
properly posted as a City Council agenda item and was included in the packet made available
on the City’s
web site in advance of the meeting. A copy of the agenda packet is also made available at the
Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS:
Attachment
A – Minutes from the February 16, 2011, City Council Regular Meeting. 42
1 MINUTES SARATOGA REGULAR CITY COUNCIL MEETING FEBRUARY 16, 2011 The
City Council held a Joint Meeting with board members of the Mountain Winery in the
Administrative Conference Room
at 6:00 p.m. Mayor Miller called the Regular City Council meeting to order at 7:00 p.m. and
lead the Pledge of Allegiance. REPORT FROM CLOSED SESSION No Closed Session
Scheduled ROLL
CALL PRESENT: Councilmembers Manny Cappello, Emily Lo, Jill Hunter, Vice Mayor Chuck
Page and Mayor Howard Miller ABSENT: None ALSO Dave Anderson, City Manager
PRESENT: Richard Taylor,
City Attorney Ann Sullivan, City Clerk Barbara Powell, Assistant City Manager Mary Furey,
Administrative Services Director Chris Riordan, Interim Community Development Director John
Cherbone, Public Works Director Michael Taylor, Recreation Director Crystal Morrow,
Administrative Assistant II REPORT OF CITY CLERK ON POSTING OF AGENDA City Clerk
Ann Sullivan reported
that pursuant to Government Code 54954.2, the agenda for the meeting of February 16, 2011
was properly posted on February 11, 2011. COMMUNICATIONS FROM COMMISSIONS &
PUBLIC Carl Guardino,
CEO of Silicon Valley Leadership Group, addressed the Council regarding the efforts of
members of the Silicon Valley Leadership Group to meet with leaders in Washington D.C on
March
15 – 17 and in Sacramento April 12 and 13th to bring awareness to the innovative economy in
Silicon Valley. He extended an invitation to the Council to join him and other community
leaders
to help build better “bridges” between the state and nation’s leaders. 43
2 COUNCIL DIRECTION TO STAFF None ORAL COMMUNICATIONS ON NON-
AGENDIZED ITEMS Dave House, owner of Mountain Winery, provided a brief report on the
joint meeting held with the Council
prior to the regular meeting. Mr. House thanked the Council and City staff for their continued
support of the Mountain Winery and open communications. He encouraged the City to
continue
promoting the great institutions in the community such as: Villa Montalvo, the Mountain
Winery, and Hakone Gardens. He noted the community should celebrate the history of wine
making
in Saratoga which goes back as far as the middle 1800’s. He added this history compliments
many of the businesses that are in Saratoga. COUNCIL DIRECTION TO STAFF Council
thanked Mr.
House and the Mountain Winery staff for their efforts to work with their neighbors and the
community. ANNOUNCEMENTS Councilmember Hunter encouraged people to attend the
Mustard Faire
on Sunday, March 6th from 10:00 a.m. to 4:00 p.m. at City Hall and the Heritage Orchard. She
also invited invited everyone to the St. Paddy’s party on Saturday, March 12th from 3:00
to 5:00 p.m. in the Saratoga Village. Councilmember Cappello noted Jim Yoke, Saratoga’s
Emergency Response Coordinator, has scheduled a CERT (Community Emergency
Response Team) training
academy starting the end of February. Interested residents can register on line by visiting the
recreation and facilities link at www.saratoga.ca.us . Councilmember Lo announced the
“Reading Goes ‘Round” event for sixth graders and their families at the Saratoga Library on
February 23rd at 6:30 p.m. There will be a special presentation on “How to Buy a Love for
Reading” for the adults that evening. CEREMONIAL ITEMS None SPECIAL
PRESENTATIONS None CONSENT CALENDAR 1. CITY COUNCIL REGULAR MEETING
MINUTES – FEBRUARY 2, 2011 STAFF RECOMMENDATION:
44
3 Approve minutes. PAGE/CAPPELLO MOVED TO APPROVE CITY COUNCIL REGULAR
MEETING MINUTES – FEBRUARY 2, 2011. MOTION PASSED 5-0-0. 2. TREASURER’S
REPORT FOR THE MONTH ENDED DECEMBER 31,
2010 STAFF RECOMMENDATION: Review and accept the Treasurer’s Report for the month
ended December 31, 2010. PAGE/CAPPELLO MOVED TO ACCEPT THE TREASURER’S
REPORT FOR THE MONTH ENDED DECEMBER
31, 2010. MOTION PASSED 5-0-0. 3. REVIEW OF ACCOUNTS PAYABLE CHECK
REGISTERS STAFF RECOMMENDATION: That the City Council review and accept the
Check Registers for the following Accounts
Payable payment cycles: January 28, 2011 February 3, 2011 PAGE/CAPPELLO MOVED TO
ACCEPT THE CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE
PAYMENT CYCLES: JANUARY 28, 2011 AND FEBRUARY
3, 2011. MOTION PASSED 5-0-0. 4. RESOLUTION TO JOIN LET’S MOVE CITIES
CAMPAIGN STAFF RECOMMENDATION: Accept report and determine whether or not to
approve the attached resolution to
join the Let’s Move Cities campaign. Mayor Miller removed this item for comment. He invited
Susan Stewart, representative from the Chronic Disease and Injury Prevention Division of the
Santa Clara County Public Health Department, up on stage to explain the “Let’s Move”
campaign. RESOLUTION NO: 11 – 004 MILLER/PAGE MOVED TO APPROVE THE
RESOLUTION TO JOIN THE LET’S MOVE
CITIES CAMPAIGN. MOTION PASSED 5-0-0. 5. BUDGET ADJUSTMENT FOR
SECONDHAND SMOKE PREVENTION GRANTS STAFF RECOMMENDATION: Accept
report and approve the attached budget adjustment resolution.
45
4 Councilmember Cappello removed this item for correction regarding the year the grant was
finalized between the City and the County. RESOLUTION NO: 11 – 005 CAPPELLO/PAGE
MOVED TO APPROVE
THE BUDGET ADJUSTMENT RESOLUTION FOR SECONDHAND SMOKE PREVENTION
GRANTS. MOTION PASSED 5-0-0. PUBLIC HEARINGS None OLD BUSINESS 6.
ELECTRIC VEHICLE CHARGING STATIONS -UPDATE STAFF RECOMMENDATION:
Receive Report and Provide Direction to Staff. Public Works Director John Cherbone
presented the staff report. Mayor Miller invited public comment. No one requested to speak on
this
item. COUNCIL DIRECTION: Council directed staff to seek public engagement from the
Village merchants and members of the community regarding the recommendation to install all
10 electric
vehicle charging stations at the following locations: o 3 at City Hall – Allendale Avenue parking
lot (spaces adjacent to Civic Theater). o 5 at Parking District #3 – (creek side spaces
behind The Bank). o 2 at Turkey Trot Lane/3rd Street – (spaces adjacent to Cleaners) with the
two 15-minute parking on the street moved to this location if feasible. This item will be
agendized on a future council meeting agenda for further discussion. NEW BUSINESS 7.
SANTA CLARA COUNTY SUB-REGIONAL HOUSING NEEDS ALLOCATION PROCESS
STAFF RECOMMENDATION: Review report
and provide direction to staff. Interim Community Development Director Chris Riordan
presented the staff report. Mayor Miller invited public comment. 46
5 No one requested to speak on this item. HUNTER/CAPPELLO MOVED TO DIRECT STAFF
TO HAVE AN ENHANCED COLLABORATIONWITH JURISDICTIONS IN SANTA CLARA
COUNTY IN ORDER TO BUILD A COOPERATIVE
RELATIONSHIP TO FOSTER AN APPROPRIATE STRUCTURE THAT MAY BE USED IN
EIGHT YEARS (THE NEXT HOUSING CYCLE) TO DEVELOP A FORMAL SUB-REGIONAL
RHNA, RATHER THAN RECEIVE ITS ALLOCATION DIRECTLY
FROM ABAG. MOTION PASSED 5-0-0. 8. CITY COUNCIL SUMMER RECESS -2011 STAFF
RECOMMENDATION: Accept report and direct staff accordingly regarding the 2011 City
Council summer recess. Summer
recess options include: 1. Cancel the second meeting in July – July 20, 2011. 2. Cancel the
first meeting in August – August 3, 2011. 3. Cancel the second meeting in July and the first
meeting in August – July 20th and August 3, 2011. City Clerk Ann Sullivan presented the staff
report. Mayor Miller invited public comment. No one requested to speak on this item.
HUNTER/PAGE
MOVED TO: 1) CANCEL THE AUGUST 3, 2011 CITY COUNCIL MEETING; AND 2) BRING
THIS ITEM BACK ON APRIL 20, 2011, TO CONSIDER CANCELLING AN ADDITIONAL
CONTIGUOUS CITY COUNCIL MEETING ON JULY
20, 2011 OR AUGUST 17, 2011. MOTION PASSED 5-0-0. ADHOC & AGENCY
ASSIGNMENT REPORTS Mayor Howard Miller – reported: Santa Clara County Cities
Association – met recently and attending
members received a presentation from the county assessor. Valley Transportation Authority
PAC – met and received an update from the VTA PAC director. Santa Clara County pays the
largest
portion of Caltrains’ cost. Caltrain ridership has been increasing; however, Caltrain is
experiencing a number of difficulties. Their plan is to close 16 stations and 11 of those stations
are in Santa Clara County including all of the South County stations and the potential
connection between high speed rails. There are two efforts being considered – one is
organized
by VTA, which is to solve a short term issue and the other effort is by groups who are looking
at long term viability. Each county has contractually agreed to cover a certain amount
of of Caltrains’ costs; however San Mateo County is opting out. Caltrain’s officials feel their
budget is stable. They are beginning the final design phase for the BART extension and
Saratoga has fully funded their portion of this project. Caltrain is installing solar energy in their
main depot, which will provide power to all their garages resulting in a 5 million
dollar savings per year. 47
6 West Valley Solid Waste Management Joint Powers Association – met and they re-elected
Mayor Miller as the chair. The association received an update on the City of San Jose
disposable
bag issue and the consensus is the JPA will continue to wait before making a recommendation
on the use or ban of disposable bags. Vice Mayor Chuck Page – reported: Hakone Foundation
Board – meets next week. Santa Clara Valley Water District Commission – met in January and
had nothing new to report. West Valley Sanitation District – met and they discussed plans for
a new Quito based project. They have set objectives and goals around the expected
retirement of the executive assistant and director Bob Reed and the transition/succession
plan. Councilmember
Jill Hunter – reported: Historical Foundation – attended the last meeting and discussion
occurred regarding a ramp for the building behind the Historical Museum. The current exhibit
at the museum focuses on the history of prominent women in the Saratoga community.
SASCC – met recently and noted SASCC received a $50,000 donation for the adult day care
center. The
board members are looking forward to meeting with the Council in a Joint Meeting on April 6,
2011. Tree AdHoc – she attended an El Quito Neighborhood Association meeting in January,
and through their tree planting project,112 families have signed up to plant trees in the Quito
neighborhood. She, along with members of the Heritage Preservation Commission and the
Heritage Tree Society of Saratoga, participated in a tour of prospective Heritage Trees on
February 15th. West Valley Flood Control & Watershed Advisory Committee – met and noted
the
current bond expires in 2016. The committee has expressed concerns regarding future
funding. Committee members are very proud of the water usage and flood control education
they have
provided to schools in the West Valley community. Councilmember Hunter noted she attended
the recent Ministerial Association meeting for Vice Mayor Page. She noted members of the
Association
are participating in the Saratoga Serves program during the month of March and encouraged
everyone to participate in this community program. Councilmember Emily Lo – reported:
Library
Joint Powers Association – in preparation for next week’s meeting she had a oneon-one
orientation meeting with the county librarian to gain a better understanding of the county
libraries,
the budget, and library priorities. Councilmember Manny Cappello – reported: Carlson House
Restoration AdHoc – met recently and they engaged in a discussion to form a vision for the
restoration project. The next step is for the user groups to provide input for a preliminary
business plan to determine feasibility and sustainability. Chamber of Commerce – met and
noted that Genes Market has submitted a permit request for a full liquor license which will
expand their services in the community. This item will be discussed at next week’s Planning
Commission meeting. St. Stan’s Brewing company continues to proceed with their plans to
move into the Village. County HCD Policy Committee – meets Thursday, February 17th and
presentations
will be made on all considered projects. Santa Clara County Emergency Council – met and
they continue to encourage citizens to sign up for Alert SCC, an electronic alert process for
community emergencies, by visiting 48
7 www.alertscc.com. He added the group received several emergency preparedness
presentations including a presentation from Jim Yoke, Emergency Preparedness Coordinator
for the City of
Saratoga. CITY COUNCIL ITEMS None CITY MANAGER’S REPORT City Manager Dave
Anderson noted he received permission from Mayor Miller to be out of the office February 18,
2011 through February
25, 2011 for a planned vacation. He noted Assistant City Manager Barbara Powell would be
the acting city manager during his absence. ADJOURNMENT PAGE/CAPPELLO MOVED TO
ADJOURN THE REGULAR
CITY COUNCIL MEETING AT 9:45 P.M. MOTION PASSED 5-0-0. Respectfully submitted:
Ann Sullivan, CMC City Clerk 49
Dave Anderson Mary Furey Mary 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: REPORT SUMMARY: Attached are the Check Registers
for: Date Ending Check No. 02/10/11 117141 117199 59 449,499.65 02/10/11 02/10/11
117140 02/17/11 117200
117243 44 87,719.65 02/17/11 02/17/11 117199 AP Date Check No. Issued to Dept. Amount
02/10/11 117180 Public Safety 354,429.00 02/17/11 117226 PW -CIP 24,576.93 The
following are Accounts
Payable checks that were voided: AP Date Check No. Amount 01/28/11 117017 1,117.50
PREPARED BY: DEPT. DIRECTOR: Prior Check Register Accounts Payable Accounts
Payable Checks Released
February 10, 2011 February 17, 2011 SARATOGA CITY COUNCIL MEETING DATE: March
2, 2011 AGENDA ITEM: DEPARTMENT: Finance & Administrative Services CITY MANAGER:
Northern Underground CIP
Streets Monte Vista Storm Drain Issued to Description Saratoga Recreation Dept Void -
reissued Type of Checks Date Total Checks Amount Starting Check No. Ending Check No.
The following
is a list of Accounts Payable checks issued for more than $20,000: Fund Purpose Office of
Sheriff General Fund Law Enforcement -Feb 50
The following is a list of cash reduction by fund: Fund # 02/10/11 02/17/11 Total 111 General
400,731.35 14,896.50 415,627.85 211 CDBG Administration -231 Village Lighting -232 Azule
Lighting -233 Sarahills Lighting -241 Arroyo de Saratoga Landscape 57.88 57.88 242 Bonnet
Way Landscape 150.54 150.54 243 Carnelian Glen -244 Cunningham/Glasgow Landscape
34.88 34.88
245 Fredericksburg Landscape 34.87 34.87 246 Greenbriar Landscape 160.99 160.99 247
Kerwin Ranch Landscape -248 Leutar Court Landscape 128.12 128.12 249 Manor Drive
Landscape -251 McCartysville
Landscape 230.72 230.72 252 Prides Crossing Landscape 173.26 173.26 253 Saratoga
Legends Landscape 363.50 363.50 254 Sunland Park Landscape -255 Tricia Woods
Landscape 115.38 115.38
271 Beauchamps Landscape -272 Bellgrove Landscape 939.46 939.46 273 Gateway
Landscape 212.96 212.96 274 Horseshoe Landscape/Lighting -275 Quito Lighting -276
Tollgate LLD 89.39 89.39
277 Village Commercial Landscape -311 Library Bond Debt Service -411 CIP Street Projects
15,635.67 46,922.99 62,558.66 412 CIP Parks Projects 1,800.00 8,887.50 10,687.50 413 CIP
Facility
Projects 679.54 850.16 1,529.70 414 CIP Admin Projects -421 Tree Fine Fund 762.16 762.16
431 Grant Fund -CIP Streets -432 Grant Fund -Parks & Trails -481 Gas Tax Fund 390.00
5,000.00
5,390.00 611 Liability/Risk Mgt 16,342.00 4,400.00 20,742.00 612 Workers' Comp 431.25
431.25 621 Office Support Services Fund 559.64 2,217.95 2,777.59 622 Information
Technology 907.50
164.86 1,072.36 623 Vehicle & Equipment Maint 2,806.27 2,806.27 624 Building Maintenance
8,090.77 1,847.24 9,938.01 631 -632 204.00 204.00 712 KSAR Trust Fund -449,499.65
87,719.65 -537,219.30
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 TOTAL Fund
Description Vehicle & Equipment Replacement IT Equipment Replacement 51
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 02/11/2011 CITY OF SARATOGA
ACCTPA21 TIME: 13:46:08 CHECK REGISTER − DISBURSEMENT FUND SELECTION
CRITERIA: transact.ck_date=’20110210 00:00:00.000’
ACCOUNTING PERIOD: 8/11 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK
NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT
−−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 117141
02/10/11 546 ABAG POWER PURCHASING PO 6246202 GAS SRV 01/11&TRUE UP 0.00
1,531.18 11111 117142 02/10/11 730 AYENDE, ABBY 1114101 MILEAGE− 2/3 WORKSHOP
0.00 23.71 11111 117143 02/10/11
500 BAY 101 ROOFING 1114201 CREDIT CARD FEE−REFND 0.00 7.99 11111 117144
02/10/11 369 BORTZ, SHERI L 1116101 INSTRUCTOR − YOGA 0.00 301.50 11111 117144
02/10/11 369 BORTZ, SHERI L 1116101
INSTRUCTOR − YOGA 0.00 167.50 11111 117144 02/10/11 369 BORTZ, SHERI L 1116101
INSTRUCTOR − YOGA 0.00 469.00 TOTAL CHECK 0.00 938.00 11111 117145 02/10/11 90
CALSENSE 1115301 STATION
UPGRADE 0.00 280.95 11111 117146 02/10/11 95 CAL−WEST LIGHTING & SIGN 1115301
LIBRARY LIGHT REPAIR 0.00 1,439.94 11111 117147 02/10/11 825 CANDACE TROY
1116101 INSTRUCTOR−PAINTING 0.00
722.15 11111 117148 02/10/11 179 CIM AIR, INC 6246202 HVAC RPR−COM. CENTER 0.00
1,393.48 11111 117148 02/10/11 179 CIM AIR, INC 6246202 RPR−PROSPECT CENTER
0.00 1,069.40 TOTAL CHECK
0.00 2,462.88 11111 117149 02/10/11 500 CINDY ZUCCARINO 111 REFUND − FACILITY
0.00 270.00 11111 117150 02/10/11 922 CITY OF SARATOGA RECREAT 1111101
MUSTARD FAIRE 3/5−3/6 0.00 517.50
11111 117151 02/10/11 922 CITY OF SARATOGA RECREAT 1118302 MUSTARD
FAIRE2/21−3/7 0.00 600.00 11111 117152 02/10/11 229 COAST OIL COMPANY LLC
6235202 UNLEADED/DIESEL 0.00 2,039.81 11111
117153 02/10/11 930 COLE SUPPLY COMPANY, INC 6246202 JANITORIAL SUUPLIES
0.00 897.47 11111 117153 02/10/11 930 COLE SUPPLY COMPANY, INC 6246202
JANITORIAL SUPPLIES 0.00 74.53 11111 117153
02/10/11 930 COLE SUPPLY COMPANY, INC 6246202 JANITORIAL SUPPLIES 0.00 247.52
11111 117153 02/10/11 930 COLE SUPPLY COMPANY, INC 6246202 JANITORIAL
SUPPLIES 0.00 430.73 TOTAL CHECK 0.00
1,650.25 1,650.25 11111 117154 02/10/11 1 DEPARTMENT OF REVENUE 1117101
PARKING CIT 01/11 0.00 350.00 11111 117155 02/10/11 274 DFM ASSOC 1112201
TAX−ELECTION CODE 0.00 3.26 11111 117156
02/10/11 415 ERGOVERA 6128501 ERGO EVAL 1/26/11 0.00 431.25 11111 117157
02/10/11 416 EVANS WEST VALLEY SPRAY 1115301 TURF SPRAY− C.SPRINGS 0.00
2,300.00 11111 117157 02/10/11 416 EVANS
WEST VALLEY SPRAY 1115301 TREE SPRAY−BASIN/VLDG 0.00 1,250.00 11111 117157
02/10/11 416 EVANS WEST VALLEY SPRAY 4129252−001 WEED CNTRL−QUITO PARK
0.00 1,800.00 TOTAL CHECK 0.00 5,350.00
11111 117158 02/10/11 419 EVENT SERVICES 1115301 MTHLY RNTL−PROSP12/10 0.00
305.90 11111 117158 02/10/11 419 EVENT SERVICES 1115301 MTHLY
RNTL−PROSP01/11 0.00 305.90 11111 117158 02/10/11
419 EVENT SERVICES 1115301 MTHLY RNTL−WVC 01/11 0.00 152.95 TOTAL CHECK
0.00 764.75 11111 117159 02/10/11 421 EWING IRRIGATION 4139351−001 SUPPLIES−N.
CAMPUS 0.00 151.68 52
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 02/11/2011 CITY OF SARATOGA
ACCTPA21 TIME: 13:46:08 CHECK REGISTER − DISBURSEMENT FUND SELECTION
CRITERIA: transact.ck_date=’20110210 00:00:00.000’
ACCOUNTING PERIOD: 8/11 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK
NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT
−−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 117160
02/10/11 542 FURLO & FURLO 4119141−002 RPR−PIERCE ROAD 0.00 970.00 11111
117160 02/10/11 542 FURLO & FURLO 6118401 JPCC DRAINAGE/RAMP 0.00 16,342.00
11111 117160 02/10/11 542 FURLO &
FURLO 6246202 JPCC DRAINAGE/RAMP 0.00 2,141.00 TOTAL CHECK 0.00 19,453.00
11111 117161 02/10/11 454 GACHINA LANDSCAPE MANAGE 4819111−001 ALOHA/HWY9
02/11 0.00 390.00 11111 117161 02/10/11
454 GACHINA LANDSCAPE MANAGE 4219212−001 TREES−WILDWOOD PARK 0.00
42.25 11111 117161 02/10/11 454 GACHINA LANDSCAPE MANAGE 1112201
TREES−WILDWOOD PARK 0.00 42.25 11111 117161 02/10/11
454 GACHINA LANDSCAPE MANAGE 4219211−002 TREES−WILDWOOD PARK 0.00
635.41 11111 117161 02/10/11 11 454 GACHINA LANDSCAPE MANAGE 4219211−002
TREES−SARATOGA AVE 0.00 84.50 TOTAL CHECK 0.00
1,194.41 11111 117162 02/10/11 455 GARDENLAND POWER EQUIPME 1115301
SUPPLIES − PARKS 0.00 22.94 11111 117162 02/10/11 455 GARDENLAND POWER
EQUIPME 1115301 MOWER PARTS−PARKS 0.00 9.90
TOTAL CHECK 0.00 32.84 11111 117163 02/10/11 742 GIULIANI & KULL, INC 111
MORRISON/SUMMER HILLS 0.00 120.00 11111 117164 02/10/11 470 GREGORIAN,
AGNES 1116101 INSTRUCTOR − DANCE 0.00
172.50 11111 117164 02/10/11 470 GREGORIAN, AGNES 1116101 INSTRUCTOR −
DANCE 0.00 138.00 11111 117164 02/10/11 470 GREGORIAN, AGNES 1116101
INSTRUCTOR − DANCE 0.00 193.50 TOTAL CHECK
0.00 504.00 11111 117165 02/10/11 478 HAWKINS TRAFFIC SAFETY 4119111−002
HARDWARE−ROAD SIGNS 0.00 2,853.68 11111 117166 02/10/11 484 HIGHWAY
TECHNOLOGIES, IN 4119111−002 SUPPLIES − VESTS
0.00 127.98 11111 117167 02/10/11 500 HONGYANG LIU 1116101 REFUND − ACTIVITY
0.00 34.00 11111 117168 02/10/11 14 HYDROTEC IRRIGATION EQUI 1115301
CONDUIT/COMM CENTER 0.00 272.26 11111
117168 02/10/11 14 HYDROTEC IRRIGATION EQUI 4139351−001 RPR LND
LINE−N.CAMPUS 0.00 527.86 TOTAL CHECK 0.00 800.12 11111 117169 02/10/11 61
INTERSTATE BATTERY SYSTE 1115301 SUPPLIES −
STREETS 0.00 56.76 11111 117170 02/10/11 63 INTERSTATE TRAFFIC CONTR 4119121−
001 SUPPLIES − STREETS 0.00 426.08 11111 117170 02/10/11 63 INTERSTATE TRAFFIC
CONTR 4119111−002 SUPPLIES
− STREETS 0.00 1,111.07 11111 117170 02/10/11 63 INTERSTATE TRAFFIC CONTR
4119111−002 SUPPLIES − STREETS 0.00 1,495.09 11111 117170 02/10/11 63
INTERSTATE TRAFFIC CONTR 4119111−002 SUPPLIES
− STREETS 0.00 369.27 TOTAL CHECK 0.00 3,401.51 11111 117171 02/10/11 525
JAMELLO, NANCY 1116101 INSTRUCTOR − YOGA 0.00 504.00 11111 117171 02/10/11
525 JAMELLO, NANCY 1116101 INSTRUCTOR
− YOGA 0.00 351.00 TOTAL CHECK 0.00 855.00 11111 117172 02/10/11 500 JON
LAZARUS 111 REFUND − FACILITY 0.00 300.00 11111 117173 02/10/11 123 KELEX
SECURITY 6246202 ALARM RPR−COMM CENTER
0.00 125.00 11111 117174 02/10/11 524 KIRK, ROBERT 111 MED REIM JULY−SEPT/10
0.00 600.00 53
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 02/11/2011 CITY OF SARATOGA
ACCTPA21 TIME: 13:46:08 CHECK REGISTER − DISBURSEMENT FUND SELECTION
CRITERIA: transact.ck_date=’20110210 00:00:00.000’
ACCOUNTING PERIOD: 8/11 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK
NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT
−−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 117175
02/10/11 221 LORAL LANDSCAPING, INC 2535302 INSTL SHRUBS−LEGENDS 0.00 363.50
11111 117176 02/10/11 500 MICHELLE CEN 1116101 REFUND − ACTIVITY 0.00 34.00
11111 117177 02/10/11 499 CARPENTERS
LOCAL 2236 (M 111 DED:3000 DUES 0.00 320.00 11111 117178 02/10/11 50 MOORE,
KAREN 1116101 INSTRUCTOR − COOKING 0.00 110.00 11111 117179 02/10/11 83
MUSICAL ME, INC 1116101 INSTRUCTOR
− MUSIC 0.00 934.50 11111 117179 02/10/11 83 MUSICAL ME, INC 1116101 INSTRUCTOR
− MUSIC 0.00 315.00 11111 117179 02/10/11 83 MUSICAL ME, INC 1116101 INSTRUCTOR
− MUSIC 0.00 1,219.62
11111 117179 02/10/11 83 MUSICAL ME, INC 1116101 INSTRUCTOR − MUSIC 0.00
1,039.50 11111 117179 117179 02/10/11 83 MUSICAL ME, INC 1116101 INSTRUCTOR −
MUSIC 0.00 945.00 11111 117179
02/10/11 83 MUSICAL ME, INC 1116101 INSTRUCTOR − MUSIC 0.00 934.50 11111 117179
02/10/11 83 MUSICAL ME, INC 1116101 INSTRUCTOR − MUSIC 0.00 1,029.00 11111
117179 02/10/11 83 MUSICAL
ME, INC 1116101 INSTRUCTOR − MUSIC 0.00 1,050.00 11111 117179 02/10/11 83
MUSICAL ME, INC 1116101 INSTRUCTOR − MUSIC 0.00 420.00 TOTAL CHECK 0.00
7,887.12 11111 117180 02/10/11 1 OFF
OF SHERIFF−FISCAL SV 1117101 LAW ENFORCEMENT 02/11 0.00 354,429.00 11111
117181 02/10/11 145 OFFICE DEPOT INC. 1114101 OFFICE SUPPLIES 0.00 134.09 11111
117181 02/10/11 145 OFFICE DEPOT
INC. 1114201 OFFICE SUPPLIES 0.00 8.47 11111 117181 02/10/11 145 OFFICE DEPOT
INC. 1116101 OFFICE SUPPLIES 0.00 73.50 11111 117181 02/10/11 145 OFFICE DEPOT
INC. 1112101 OFFICE SUPPLIES
0.00 305.75 11111 117181 02/10/11 145 OFFICE DEPOT INC. 1112101 OFFICE SUPPLIES
0.00 113.61 11111 117181 02/10/11 145 OFFICE DEPOT INC. 1113101 OFFICE SUPPLIES
0.00 157.58 11111 117181
02/10/11 145 OFFICE DEPOT INC. 1114201 OFFICE SUPPLIES 0.00 28.08 11111 117181
02/10/11 145 OFFICE DEPOT INC. 1115101 OFFICE SUPPLIES 0.00 9.21 11111 117181
02/10/11 145 OFFICE DEPOT
INC. 1114101 OFFICE SUPPLIES 0.00 31.87 TOTAL CHECK 0.00 862.16 11111 117182
02/10/11 540 ORCHARD SUPPLY 6246202 SUPPLIES − FACILITIES 0.00 180.46 11111
117183 02/10/11 168 ORCHARD SUPPLY
HARDWARE− 1115301 SUPPLIES − PARKS 0.00 564.28 11111 117183 02/10/11 168
ORCHARD SUPPLY HARDWARE− 1115201 SUPPLIES −
STREETS 0.00 38.23 TOTAL CHECK 0.00 602.51 11111 117184 02/10/11 278 PETROTEK
6235202 FUEL TESTING 01/11 0.00 200.00 11111 117185 02/10/11 296 PLANET GRANITE
1116101 INSTRUCTOR − CLIMBING
0.00 100.50 11111 117186 02/10/11 652 PTM DOCUMENT SYSTEMS 1113101 Z−FOLD
LICENSE FORMS 0.00 1,021.85 11111 117187 02/10/11 927 RADU C. MILEVSCHI 1116101
INSTRUCTOR−BADMINTON 0.00 386.75
11111 117187 02/10/11 927 RADU C. MILEVSCHI 1116101 INSTRUCTOR−BADMINTON
0.00 232.05 TOTAL CHECK 0.00 618.80 11111 117189 02/10/11 729 SARATOGA SCHOOL
OF DANCE 1116101 INSTRUCTOR − DANCE
0.00 42.00 11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101
INSTRUCTOR − DANCE 0.00 72.50 11111 117189 02/10/11 729 SARATOGA SCHOOL OF
DANCE 1116101 INSTRUCTOR − DANCE 0.00
47.60 11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101
INSTRUCTOR − DANCE 0.00 47.60 54
SUNGARD PUBLIC SECTOR PAGE NUMBER: 4 DATE: 02/11/2011 CITY OF SARATOGA
ACCTPA21 TIME: 13:46:08 CHECK REGISTER − DISBURSEMENT FUND SELECTION
CRITERIA: transact.ck_date=’20110210 00:00:00.000’
ACCOUNTING PERIOD: 8/11 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK
NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT
−−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 117189
02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00
119.00 11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101
INSTRUCTOR − DANCE 0.00 47.60 11111 117189 02/10/11
729 SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00 215.60 11111
117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE
0.00 428.40 11111 117189 02/10/11 729
SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00 226.10 11111
117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE
0.00 42.00 11111 117189 02/10/11 729 SARATOGA
SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00 327.25 11111 117189 02/10/11
729 SARATOGA SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00
77.00 11111 117189 02/10/11 729 SARATOGA
SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00 274.40 11111 117189 02/10/11
729 SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00 95.20 11111
117189 02/10/11 729 SARATOGA SCHOOL
OF DANCE 1116101 INSTRUCTOR − DANCE 0.00 499.80 11111 117189 02/10/11 729
SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00 196.00 11111
117189 02/10/11 729 SARATOGA SCHOOL OF
DANCE 1116101 INSTRUCTOR − DANCE 0.00 166.60 11111 117189 02/10/11 729
SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00 190.40 11111
117189 02/10/11 729 SARATOGA SCHOOL OF DANCE
1116101 INSTRUCTOR − DANCE 0.00 238.00 11111 117189 02/10/11 729 SARATOGA
SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00 47.60 11111 117189 02/10/11
729 SARATOGA SCHOOL OF DANCE 1116101
INSTRUCTOR − DANCE 0.00 23.80 11111 117189 02/10/11 729 SARATOGA SCHOOL OF
DANCE 1116101 INSTRUCTOR − DANCE 0.00 142.80 11111 117189 02/10/11 729
SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR
− DANCE 0.00 378.00 11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE
1116101 INSTRUCTOR − DANCE 0.00 214.20 11111 117189 02/10/11 729 SARATOGA
SCHOOL OF DANCE 1116101 INSTRUCTOR −
DANCE 0.00 95.20 11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101
INSTRUCTOR − DANCE 0.00 119.00 11111 117189 02/10/11 729 SARATOGA SCHOOL OF
DANCE 1116101 INSTRUCTOR − DANCE
0.00 142.80 11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101
INSTRUCTOR − DANCE 0.00 336.00 11111 117189 02/10/11 729 SARATOGA SCHOOL OF
DANCE 1116101 INSTRUCTOR − DANCE 0.00
142.80 11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101
INSTRUCTOR − DANCE 0.00 168.00 11111 117189 02/10/11 729 SARATOGA SCHOOL OF
DANCE 1116101 INSTRUCTOR − DANCE 0.00 168.00
11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR −
DANCE 0.00 23.80 11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101
INSTRUCTOR − DANCE 0.00 90.00 11111
117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE
0.00 56.00 11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101
INSTRUCTOR − DANCE 0.00 28.00 11111 117189
02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00
47.60 11111 117189 02/10/11 729 SARATOGA SCHOOL OF DANCE 1116101
INSTRUCTOR − DANCE 0.00 182.00 TOTAL CHECK 0.00
5,758.65 11111 117190 02/10/11 136 SCOTTY’S AUTOMOTIVE 6235202 OIL FILTER−VEH#
109 0.00 66.08 11111 117191 02/10/11 500 SPAN SYSTEMS 1118101 REFUND −
OVERCHARGED 0.00 100.00 11111 117192
02/10/11 884 STAPLES CONTRACT & COMME 6213102 COPY PAPER 0.00 559.64 11111
117192 02/10/11 884 STAPLES CONTRACT & COMME 1112301 OFFICE SUPPLIES 0.00
19.14 11111 117192 02/10/11 884 STAPLES
CONTRACT & COMME 1112301 OFFICE SUPPLIES 0.00 127.76 TOTAL CHECK 0.00
706.54 11111 117193 02/10/11 343 TMT ENTERPRISES INC 1115301 CANDLESTK
MIX−CSPRING 0.00 2,578.94 11111 117193 02/10/11
343 TMT ENTERPRISES INC 1115301 CLAY − C. SPRINGS 0.00 108.52 11111 117193
02/10/11 343 TMT ENTERPRISES INC 1115301 MOUND CLAY−C.SPRINGS 0.00 157.32
TOTAL CHECK 0.00 2,844.78 11111 117194
02/10/11 364 TOWN OF LOS GATOS 6235202 CNG GAS 06/19−12/21 0.00 500.38 11111
117195 02/10/11 385 UNIVERSAL SWEEPING SERVI 1115103 SWEEP SVC 01/11 0.00
742.92 55
SUNGARD PUBLIC SECTOR PAGE NUMBER: 5 DATE: 02/11/2011 CITY OF SARATOGA
ACCTPA21 TIME: 13:46:08 CHECK REGISTER − DISBURSEMENT FUND SELECTION
CRITERIA: transact.ck_date=’20110210 00:00:00.000’
ACCOUNTING PERIOD: 8/11 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK
NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT
−−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 117195
02/10/11 385 UNIVERSAL SWEEPING SERVI 1115103 MTHLY ST SWEEP 01/11 0.00
7,489.00 TOTAL CHECK 0.00 8,231.92 11111 117196 02/10/11 402 VISTA LANDSCAPE &
MAINTE 411 RETENTION HELD PO#87
0.00 −920.00 11111 117196 02/10/11 402 VISTA LANDSCAPE & MAINTE 4119111−001
AUSTIN WY BRICK RPR 0.00 9,202.50 TOTAL CHECK 0.00 8,282.50 11111 117197
02/10/11 902 WEST VALLEY CHARTER
LINE 1116101 EXCURSION SVC−2/23/11 0.00 896.00 11111 117198 02/10/11 198
WITTWER & PARKIN, LLP 111 PROF SVC GPA09−0002 0.00 2,033.10 11111 117198
02/10/11 198 WITTWER & PARKIN, LLP 111
PROF SVC ANX09−0002 0.00 2,448.70 TOTAL CHECK 0.00 4,481.80 11111 117199
02/10/11 696 ZAG TECHNICAL TECHNICAL SERVICES, 6223201 IT SUPPORT SERVICES
0.00 907.50 TOTAL CASH ACCOUNT 0.00
449,499.65 TOTAL FUND 0.00 449,499.65 TOTAL REPORT 0.00 449,499.65 56
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 02/17/2011 CITY OF SARATOGA
ACCTPA21 TIME: 12:58:21 CHECK REGISTER − DISBURSEMENT FUND SELECTION
CRITERIA: transact.ck_date=’20110217 00:00:00.000’
ACCOUNTING PERIOD: 8/11 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK
NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT
−−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 117200
02/17/11 234 A T & T 6246202 MTHLY CHARGES 0.00 177.77 11111 117200 02/17/11 234
A T & T 1117102 ER LINE − RECREATION 0.00 14.18 11111 117200 02/17/11 234 A T & T
1117102 ER LINE − CM
OFFICE 0.00 38.16 11111 117200 02/17/11 234 A T & T 6246202 ALARM SYSTEMS 0.00
86.79 11111 117200 02/17/11 234 A T & T 6246202 SUPERTRUNK 0.00 474.45 11111
117200 02/17/11 234 A T &
T 6246202 SR. CTR ALARMS 0.00 30.57 11111 117200 02/17/11 234 A T & T 6246202
BOOK−GO−ROUND ALARM 0.00 29.60 11111 117200 02/17/11 234 A T & T 1117102 ER
LINE−ASSIST CM OFF 0.00 15.47
11111 117200 02/17/11 234 A T & T 6246202 POSTAGE MACHINE 0.00 14.18 11111
117200 02/17/11 234 A T & T 1117102 PROSPECT CTR ALARMS 0.00 138.83 11111
117200 02/17/11 234 A T & T 1117102
AM 1610 RADIO LINE 0.00 15.47 11111 117200 02/17/11 234 A T & T 6246202 PROSPECT
CENTER 0.00 401.71 11111 117200 02/17/11 234 A T & T 1115301 GATEWAY IRRIGATION
0.00 15.17 11111 117200
02/17/11 234 A T & T 1115301 EL QUITO IRRIGATION 0.00 15.47 11111 117200 02/17/11
234 A T & T 1115301 CORP YARD−ER LINES 0.00 46.05 11111 117200 02/17/11 234 A T &
T 1115301 PHONE LINES
− PARKS 0.00 15.99 11111 117200 02/17/11 234 A T & T 1115301 BLANEY MODEM 0.00
15.34 11111 117200 02/17/11 234 A T & T 1115301 C. SPRINGS PARK 0.00 30.64 TOTAL
CHECK 0.00 1,575.84 11111
117201 02/17/11 500 ALVARO SORIA 111 REFUND − FACILITY 0.00 100.00 11111 117202
02/17/11 197 ARROWHEAD MOUNTAIN SPRIN 6246202 MTHLY SVC 02/11 0.00 131.07
11111 117203 02/17/11 553 BRETSCHNEIDER,
DEBBIE 1112101 MILEAGE REIM 0.00 24.29 11111 117203 02/17/11 553
BRETSCHNEIDER, DEBBIE 1112101 MILEAGE REIM 0.00 3.47 TOTAL CHECK 0.00 27.76
11111 117204 02/17/11 825 CANDACE TROY 1116101
INSTRUCTOR − PAINTING 0.00 438.75 11111 117205 02/17/11 500 CDD−CITY OF
SARATOGA 1111101 EVENT PERMIT−MUSTARD 0.00 100.00 11111 117206 02/17/11 130
CDW GOVERNMENT 6323202 SUPPLIES −
CARTRIDGE 0.00 204.00 11111 117207 02/17/11 235 COMCAST 6223201 MTHLY SVC
01/26−02/25 0.00 104.95 11111 117208 02/17/11 741 CPRS 1115301
DUES−RENEWAL/MEEK 0.00 140.00 11111 117209 02/17/11
342 DATA TICKET INC 1117101 CITATION FEES 12/10 0.00 100.00 11111 117210 02/17/11
934 DAVID TREE CONSULTANT IN 1115201 TREE REMOVAL−PIERCERD 0.00 450.00
11111 117211 02/17/11 564 DE
LAGE LANDEN PUBLIC FI 6213102 COPIER 01/21−02/20/11 0.00 1,413.00 11111 117212
02/17/11 452 G BORTOLOTTO & COMPANY, 411 RETENTION RELEASE #41 0.00
7,447.91 11111 117213 02/17/11 463
GRAINGER 6246202 SUPPLIES − FACILITIES 0.00 6.04 11111 117214 02/17/11 520 FUN
FUN FUNDAMENTALS 1116101 INSTRUCTOR − SPORTS 0.00 235.20 11111 117214
02/17/11 520 FUN FUN FUNDAMENTALS
1116101 INSTRUCTOR − SPORTS 0.00 153.00 11111 117214 02/17/11 520 FUN FUN
FUNDAMENTALS 1116101 INSTRUCTOR − SPORTS 0.00 306.00 11111 117214 02/17/11
520 FUN FUN FUNDAMENTALS 1116101
INSTRUCTOR − SPORTS 0.00 91.80 57
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 02/17/2011 CITY OF SARATOGA
ACCTPA21 TIME: 12:58:21 CHECK REGISTER − DISBURSEMENT FUND SELECTION
CRITERIA: transact.ck_date=’20110217 00:00:00.000’
ACCOUNTING PERIOD: 8/11 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK
NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT
−−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 117214
02/17/11 520 FUN FUN FUNDAMENTALS 1116101 INSTRUCTOR − SPORTS 0.00 244.80
11111 117214 02/17/11 520 FUN FUN FUNDAMENTALS 1116101
INSTRUCTOR−BASKETBALL 0.00 155.25 TOTAL CHECK 0.00 1,186.05
11111 117215 02/17/11 491 HUMAN BEHAVIOR ASSOCIATE 1112301 EAP SVC 01/11 0.00
1,672.00 11111 117216 02/17/11 24 ICE CENTER OF CUPERTINO 1116101
INSTRUCTOR−ICE SKTNG 0.00 48.00 11111
117216 02/17/11 24 ICE CENTER OF CUPERTINO 1116101 INSTRUCTOR−ICE SKTNG
0.00 48.00 11111 117216 02/17/11 24 ICE CENTER OF CUPERTINO 1116101
INSTRUCTOR−ICE SKTNG 0.00 144.00 11111 117216
02/17/11 24 ICE CENTER OF CUPERTINO 1116101 INSTRUCTOR−ICE SKTNG 0.00
240.00 TOTAL CHECK 0.00 480.00 11111 117217 02/17/11 500 JANET CRAWFORD
1117101 VIOLATION DISMISSED 0.00 55.00 11111
117218 02/17/11 931 KATHLEEN M. CALLAN 1116101 INSTRUCTOR−INTEGRATED 0.00
64.00 11111 117218 02/17/11 931 KATHLEEN M. CALLAN 1116101
INSTRUCTOR−INTEGRATED 0.00 64.00 11111 117218 02/17/11
931 KATHLEEN M. CALLAN 1116101 INSTRUCTOR−INTEGRATED 0.00 297.50 11111
117218 02/17/11 931 KATHLEEN M. CALLAN 1116101 INSTRUCTOR−INTEGRATED 0.00
148.00 11111 117218 02/17/11 931 KATHLEEN
M. CALLAN 1116101 INSTRUCTOR−INTEGRATED 0.00 208.50 TOTAL CHECK 0.00 782.00
11111 117219 02/17/11 159 KUHN, BRIAN 1116101 INSTRUCTOR − KARATE 0.00 135.00
11111 117219 02/17/11 159 KUHN,
BRIAN 1116101 INSTRUCTOR − KARATE 0.00 27.00 11111 117219 02/17/11 159 KUHN,
BRIAN 1116101 INSTRUCTOR − KARATE 0.00 99.00 11111 117219 02/17/11 159 KUHN,
BRIAN 1116101 INSTRUCTOR − KARATE
0.00 69.00 11111 117219 02/17/11 159 KUHN, BRIAN 1116101 INSTRUCTOR − KARATE
0.00 103.50 11111 117219 02/17/11 159 KUHN, BRIAN 1116101 INSTRUCTOR − KARATE
0.00 193.50 11111 117219 117219
02/17/11 159 KUHN, BRIAN 1116101 INSTRUCTOR − KARATE 0.00 103.50 11111 117219
02/17/11 159 KUHN, BRIAN 1116101 INSTRUCTOR − KARATE 0.00 64.50 TOTAL CHECK
0.00 795.00 11111 117220 02/17/11
183 LEXISNEXIS 1114103 MTHLY SVC 01/11 0.00 167.00 11111 117221 02/17/11 647
MAGGIORA BROTHERS DRILLI 412 RETENTION HELD #23 0.00 −987.50 11111 117221
02/17/11 647 MAGGIORA BROTHERS
DRILLI 4129222−003 HAKONE GARDENS WELL AN 0.00 9,875.00 TOTAL CHECK 0.00
8,887.50 11111 117222 02/17/11 79 MUNISERVICES LLC 1113101 SALES TAX Q3/2010
0.00 500.00 11111 117223 02/17/11
657 MY PONY PARTY & PETTING 1118302 ZOO−MUSTARD FAIRE 0.00 699.00 11111
117224 02/17/11 500 NAVEEN BISHT 1117101 VIOLATION DISMISSED 0.00 348.00 11111
117225 02/17/11 131 NORMAN PAUL
PRINT CTR 1114103 HARDSHIP WAIVER FORMS 0.00 185.58 11111 117225 02/17/11 131
NORMAN PAUL PRINT CTR 1114103 ADMIN CITATION FORMS 0.00 280.42 TOTAL
CHECK 0.00 466.00 11111 117226 02/17/11
912 NORTHERN UNDERGROUND CON 411 RETENTION HELD PO#82 0.00 −2,730.07
11111 117226 02/17/11 912 NORTHERN UNDERGROUND CON 4119142−008 STORM
DRAIN/M.VISTA 0.00 27,307.00 TOTAL CHECK 0.00
24,576.93 11111 117227 02/17/11 145 OFFICE DEPOT INC. 1111101 OFFICE SUPPLIES
0.00 43.50 58
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 02/17/2011 CITY OF SARATOGA
ACCTPA21 TIME: 12:58:21 CHECK REGISTER − DISBURSEMENT FUND SELECTION
CRITERIA: transact.ck_date=’20110217 00:00:00.000’
ACCOUNTING PERIOD: 8/11 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK
NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT
−−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 117227
02/17/11 145 OFFICE DEPOT INC. 1112101 OFFICE SUPPLIES 0.00 19.00 11111 117227
02/17/11 145 OFFICE DEPOT INC. 6213102 CARTRIDGE 0.00 215.31 11111 117227
02/17/11 145 OFFICE DEPOT INC.
1112101 OFFICE SUPPLIES 0.00 174.24 TOTAL CHECK 0.00 452.05 11111 117228
02/17/11 602 PRECISION CONCRETE CUTTI 4119141−001 TRIP HAZARD REPAIR 0.00
5,534.73 11111 117229 02/17/11 409
REPUBLIC ITS 4819111−001 EMERGENCY REPAIR 0.00 5,000.00 11111 117229 02/17/11
409 REPUBLIC ITS 6118499 EMERGENCY REPAIR 0.00 4,400.00 TOTAL CHECK 0.00
9,400.00 11111 117230 02/17/11
910 RILEY’S STRIPING, INC 411 RETENTION HELD PO#78 0.00 −1,040.38 11111 117230
02/17/11 910 RILEY’S STRIPING, INC 4119111−002 CITY WIDE STRIPING 0.00 10,403.80
TOTAL CHECK 0.00 9,363.42
11111 117231 02/17/11 87 SAN JOSE WATER COMPANY 6246202 BUILDINGS 0.00
325.62 11111 117231 02/17/11 87 SAN JOSE WATER COMPANY 1115301 PARKS/OPEN
SPACE 0.00 2,131.58 11111 117231 02/17/11
87 SAN JOSE WATER COMPANY 2455302 FREDERICKSBURG 0.00 34.87 11111 117231
02/17/11 87 SAN JOSE WATER COMPANY 2465302 GREENBRIAR 0.00 160.99 11111
117231 02/17/11 87 SAN JOSE WATER COMPANY
2515302 MCCARTYSVILLE 0.00 230.72 11111 117231 02/17/11 87 SAN JOSE WATER
COMPANY 2555302 TRICIA WOODS 0.00 115.38 11111 117231 02/17/11 87 SAN JOSE
WATER COMPANY 2415302 ARROYO DE SARATOGA
0.00 57.88 11111 117231 02/17/11 87 SAN JOSE WATER COMPANY 2485302 LEUTAR CT.
0.00 128.12 11111 117231 02/17/11 87 SAN JOSE WATER COMPANY 2425302 BONNET
WAY 0.00 150.54 11111 117231
02/17/11 87 SAN JOSE WATER COMPANY 2525302 PRIDES CROSSING 0.00 173.26
11111 117231 02/17/11 87 SAN JOSE WATER COMPANY 2725302 BELLGROVE 0.00
939.46 11111 117231 02/17/11 87 SAN JOSE
WATER COMPANY 2445302 CUNNINGHAM/GLASGOW 0.00 34.88 11111 117231 02/17/11
87 SAN JOSE WATER COMPANY 2765302 TOLLGATE 0.00 89.39 11111 117231 02/17/11
87 SAN JOSE WATER COMPANY 2735302
GATEWAY PROJECT 0.00 212.96 TOTAL CHECK 0.00 4,785.65 11111 117232 02/17/11
729 SARATOGA SCHOOL OF DANCE 1116101 INSTRUCTOR − DANCE 0.00 285.60 11111
117233 02/17/11 505 SC FIRE DEPARTMENT
1116101 INSTRUCTOR − CPR 0.00 64.50 11111 117234 02/17/11 147 SHIMODA MICHIKO
1116101 INSTRUCTOR − IKEBANA 0.00 111.00 11111 117234 02/17/11 147 SHIMODA
MICHIKO 1116101 INSTRUCTOR−IKEBANA
0.00 148.00 TOTAL CHECK 0.00 259.00 11111 117235 02/17/11 33 LIGHTSQUARED LP
1117102 MTHLY SVC 12/14−01/13 0.00 73.24 11111 117235 02/17/11 33 LIGHTSQUARED
LP 1117102 MTHLY SVC 01/14−02/13
0.00 73.91 TOTAL CHECK 0.00 147.15 11111 117236 02/17/11 884 STAPLES CONTRACT
& COMME 6213102 COPY PAPER 0.00 559.64 11111 117236 02/17/11 884 STAPLES
CONTRACT & COMME 1112101 OFFICE
SUPPLIES 0.00 81.15 TOTAL CHECK 0.00 640.79 11111 117237 02/17/11 336 TLC
ADMINISTRATORS 1112301 125 FEES 02/11 0.00 175.00 11111 117238 02/17/11 376
TRAFFIC CONTROL SUPERVIS 1115201
DUES − 01/11−12/11 0.00 50.00 11111 117239 02/17/11 933 TURF & INDUSTRIAL EQUIPM
1115301 AERATION SPIKES−PARKS 0.00 1,638.75 59
SUNGARD PUBLIC SECTOR PAGE NUMBER: 4 DATE: 02/17/2011 CITY OF SARATOGA
ACCTPA21 TIME: 12:58:21 CHECK REGISTER − DISBURSEMENT FUND SELECTION
CRITERIA: transact.ck_date=’20110217 00:00:00.000’
ACCOUNTING PERIOD: 8/11 FUND − 009 − DISBURSEMENT FUND CASH ACCT CHECK
NO ISSUE DT −−−−−−−−−−−−−−VENDOR−−−− −−−−−−−−−BUDGET UNIT
−−−−−DESCRIPTION−−−−−− SALES TAX AMOUNT 11111 117240
02/17/11 395 VERIZON WIRELESS 1112101 CTY MGR OFFICE 0.00 0.70 11111 117240
02/17/11 395 VERIZON WIRELESS 1112201 CTY CLERK OFFICE 0.00 64.55 11111 117240
02/17/11 395 VERIZON WIRELESS
1112301 HR DEPT. 0.00 63.87 11111 117240 02/17/11 395 VERIZON WIRELESS 1113101
ADMINISTRATIVE DEPT. 0.00 59.91 11111 117240 02/17/11 395 VERIZON WIRELESS
6223201 IT DEPT. 0.00 59.91
11111 117240 02/17/11 395 VERIZON WIRELESS 1114201 CDD − BUILDING 0.00 117.37
11111 117240 02/17/11 395 VERIZON WIRELESS 1114101 CDD − DEVELOPMENT 0.00
58.75 11111 117240 02/17/11 395
VERIZON WIRELESS 1114103 CDD − CODE COMPLIANCE 0.00 58.62 11111 117240
02/17/11 395 VERIZON WIRELESS 1115201 PW − STREETS DEPT. 0.00 161.49 11111
117240 02/17/11 395 VERIZON WIRELESS
1115301 PW − PARKS DEPT. 0.00 301.26 11111 117240 02/17/11 395 VERIZON
WIRELESS 1115101 PW − ENGINEERING DEPT 0.00 72.84 11111 117240 02/17/11 395
VERIZON WIRELESS 1115102 PW − DEV ENGINEERING
0.00 0.34 11111 117240 02/17/11 395 VERIZON WIRELESS 6246202 BUILDING MAINT.
DEPT. 0.00 145.68 TOTAL CHECK 0.00 1,165.29 11111 117241 02/17/11 439 XEROX
CORPORATION 6213102 RYU427159
COPIER−2/11 0.00 15.00 11111 117241 02/17/11 439 XEROX CORPORATION 6213102
RYU272971 COPIER 2/11 0.00 15.00 TOTAL CHECK 0.00 30.00 11111 117242 02/17/11
696 ZAG TECHNICAL SERVICES, 4139351−001
WIRELESS−PROSPECT 0.00 850.16 11111 117243 02/17/11 751 ZAMAR SOUND PRO
AUDIO 6246202 SUPPLIES − FACILITIES 0.00 23.76 TOTAL CASH ACCOUNT 0.00
87,719.65 TOTAL FUND 0.00 87,719.65 TOTAL
REPORT 0.00 87,719.65 60
SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Ann Xu, Accountant DEPT HEAD: Mary
Furey SUBJECT: Treasurer’s Report for the Month Ended January 31, 2011
RECOMMENDED ACTION Review and accept the Treasurer’s Report for the month ended
January 31, 2011. 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 attachment from the State Treasurer’s Office of Quarterly LAIF
rates from the 1st Quarter of 1977 to present. FISCAL IMPACT Cash and Investments
Balance
by Fund As of January 31, 2011, the City had $141,835 in cash deposit at Comerica bank, and
$12,832,225 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 January 31, 2011 is $12,974,060 and exceeds the minimum limit required.
Unrestricted Cash Comerica Bank $ 141,835 Deposit with LAIF $ 12,832,225 Total
Unrestricted
Cash $ 1 2,974,060 Cash Summary 61
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. 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 Total Unrestricted Cash $
12,974,060
Plus: Assets 723,417 Less: Liabilities (1,170,901) Ending Fund Balance $ 1 2,526,576
Adjusting Cash to Ending Fund Balance 62
ATTACHMENT A CHANGES IN TOTAL FUND BALANCE Fund Description Fund Balance
7/1/10 Increase/(Decrease) Jul-Dec Current Revenue Current Expenditure Transfers Fund
Balance 1/31/11 General
Undesignated Unreserved Balance 1,284,366 16,340 530,014 1,834,305 106,000 4 31,015
Reserved Fund Balance: Petty Cash Reserve 1,300 ----1 ,300 Designated Fund Balances:
Designated for
Operations 2,889,077 ----2 ,889,077 Designated Economic Uncertainty 1,500,000 ----1
,500,000 Designated for Development 632,380 (210,000) ---4 22,380 Designated for
Environmental 563,182
(50,000) ---5 13,182 Designated for Uncollected Deposits 44,791 ----4 4,791 Designated for
Hillside Reserve 300,000 ---(50,000) 2 50,000 Designated for Capital Project Reserve 126,983
-(126,983) -Designated for CIP Matching Grant 600,000 ---(600,000) -Designated for
Carryforward 68,600 (68,600) ----Special Revenue Landscape/Lighting Districts 440,391
(79,972) 151,743
6 7,227 -4 44,936 CDBG Federal Grants (9,621) -138,452 --1 28,831 SHARP Loan 210,034
345 ---2 10,379 Capital Project Street Projects 2,169,661 (444,360) 16,924 5 7,600 326,983 2
,011,608
Park and Trail Projects 653,881 (94,876) -2 ,547 150,000 7 06,458 Facility Improvement
Projects 525,256 (167,405) 6,066 6,158 751,360 1 ,109,118 Administrative Projects 224,773
(54,263)
-3 ,330 -1 67,181 Tree Fine Fund 16,985 (3,150) -1 ,288 25,000 37,547 CIP Grant Fund -
Street Repair (118,073) (251,733) 53,931 4 0,914 -(356,789) CIP Grant Fund -Park & Trail
(46,013)
(247,310) -1 0,052 -(303,376) Gas Tax Fund 279,470 246,779 -3 7,247 (106,000) 3 83,002
Debt Service Library Bond 892,593 (680,112) 494,100 3 27,253 -3 79,328 Internal Service
Fund Liability/Risk
Management 244,562 (156,952) 75,394 2 0,052 (50,000) 92,950 Workers Compensation
198,592 15,331 56,633 1,408 (25,000) 2 44,148 Office Stores Fund 26,830 (4,763) 8,365 7 84
-29,648 Information
Technology Services 213,940 1,452 100,000 2 8,083 -2 87,308 Equipment Maintenance
54,258 12,567 50,000 2 8,261 -88,564 Building Maintenance 202,570 38,277 181,437 8 1,128
-3 41,155 Equipment
Replacement 236,229 50,000 25,000 3,277 (25,000) 2 82,951 Technology Replacement
186,686 15,694 12,500 87 (25,000) 1 89,792 Trust/Agency Library Fund 351,360 ---(351,360)
-KSAR -Community
Access TV 109,842 (109,748) ---95 Total City 15,074,884 ( 2,226,461) 1,900,558 2,551,003 -
12,526,576 63
ATTACHMENT B FUND BALANCES BY CIP PROJECT CIP Funds/Projects Fund Balance
7/1/10 Increase/(Decrease) Jul-Dec Current Revenue Current Expenditure Transfers Fund
Balance 1/31/11 Street
Projects Traffic Safety 168,497 (54,105) -7,894 106,499 Highway 9 Safety Project 50,008
58,213 -5,113 103,107 Annual Street Resurfacing Project 529,434 (225,049) 16,924 29,416 -
291,893
Sidewalks Annual Project 87,092 ---87,092 Saratoga Sunnyvale Road Resurfacing 99,011
(1,020) -( 1,020) -99,011 Traffic Signal @Verde Vista Lane 90,000 ---90,000 Fourth Street
Bridge
100,000 ---100,000 Quito Road Bridge Replacement Design 9,730 ---9,730 Quito Road Bridge
Construction 214,470 ---214,470 Village Façade Program 978 ---978 Solar Power Radar
Feedback
Signs 24,158 ---24,158 El Quito Area Curb Replacement 37,553 ---37,553 Sobey Road
Culvert Repair 50,000 (31,994) --18,006 Annual Storm Drain Upgrade 53,883 (14,178) --
39,704 Village
Trees & Lights at Sidestreets 25,336 (25,336) ---Prospect Road Median 51,663 (972) --
(50,000) 691 City Entrance Sign/Monument 23,788 ---(5,000) 18,788 Padero Erosion
Mitigation ----50,000
50,000 Monte Vista Storm Drain -(62,449) -1,382 75,000 11,169 Canyon View/Elva Drain ----
35,000 35,000 Village-Streetscape Impv 549,952 (14,838) -14,815 221,983 742,282
Saratoga-Sunnyvale/Gateway
Sidewalk 4,107 (72,631) --(68,524) Total Street Projects 2,169,661 (444,360) 16,924 57,600
326,983 2,011,608 Parks & Trails Hakone Garden Koi Pond 15,600 ---15,600 EL Quito Park
Improvements
27,571 --47 27,524 Historical Park Landscape 50,588 (50,597) -2,500 (2,509) Hakone Garden
Retaining Wall & D/W 142,829 ---142,829 Hakone Garden Upper Moon House 125,000 ---
125,000 West
Valley Soccer Field (8,201) ---(8,201) Park/Trail Repairs 23,762 (765) --22,998 Playground
Safety Equipment ----50,000 50,000 Blaney Plaza Improvements -(18,473) --25,000 6,527
Ravenswood
Playground Improvement -(42) --75,000 74,958 Tank Trail Repair 26,731 (25,000) --1,731 Mid
Pen O/S Land Purchase 250,000 ---250,000 Total Parks & Trails 653,881 (94,876) -2,547
150,000
706,458 Facility Improvements Facility Projects 81,070 (4,197) --160,000 236,873 Civic Center
Improvement 20 ----20 Theater Improvement 71,472 8,883 6,066 220 86,201 Senior Center
Minor
Building Improvement 1,050 (1,050) ---Senior Center Furniture & Fixture -(17,631) -5,938
(23,569) Portable Building Gutters 2,460 (2,460) ---North Campus Improvements 3,920
(21,938)
--175,000 156,982 HVAC System Upgrade 117,949 (117,016) --932 Corp Yard Solar Project
93,250 ---93,250 Vehicle Structure Solar 125,000 ---125,000 Library Improvement 15,000
(2,684) --351,360
363,676 SPCC Furniture & Fixture 4,065 (3,746) --318 Electric Charging Station ----65,000
65,000 McWilliams House Improvement 10,000 (5,565) --4,435 Total Facility Improvements
525,256
(167,405) 6,066 6,158 751,360 1,109,118 Administrative Projects Financial System Upgrade
3,534 ---3,534 Document Imaging Project 85,183 ---85,183 CDD Document Imaging Project
31,989
--671 31,318 CMO Document Imaging Project 8,887 (608) -2,658 5,621 Telecommunication
System 55,000 (53,655) --1,345 IT Emergency Power Back 40,180 ---40,180 Total
Administrative Projects
224,773 (54,263) -3,330 -167,181 Tree Fine Fund Tree Fine Fund 16,985 (3,150) -1,288
25,000 37,547 CIP Fund -Street Repair CIP Grant Fund (118,073) (251,733) 53,931 40,914
(356,789)
CIP Fund -Park & Trail CIP Grant Fund (46,013) (247,310) -10,052 (303,376) Gas Fund Gas
Tax Fund 279,470 246,779 -37,247 (106,000) 383,002 Total CIP Funds 3,687,624 (1,016,318)
76,921
159,136 1,147,343 3,754,749 64
ATTACHMENT C 65
Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY:
Crystal Morrow DIRECTOR: Barbara
Powell Administrative Analyst II Assistant City Manager SUBJECT: Letters of Support for West
Valley College Clean Safe Creeks Grant Applications RECOMMENDED ACTION: Accept
report and
determine whether or not to approve attached letters of support for West Valley College’s
applications for Santa Clara Valley Water District Clean Safe Creeks grant funding.
BACKGROUND:
In 2000, voters in Santa Clara Valley approved a special tax to allow the Santa Clara Valley
Water District to establish the Clean, Safe Creeks and Natural Flood Protection (Clean Safe
Creeks) Program. Through the Clean Safe Creeks Program, the special tax funds flood
protection and stream stewardship projects. This includes grants for trail development along
creeks
in the Santa Clara Valley. West Valley College is planning to submit two applications. The first
application is for the Watershed Stewardship Grant Program to develop a trail master
plan and storm water management plan for the campus. The second application is for the
Trails and Open Space Grant Program to construct the tennis court trail, tennis court trail
observation
deck, and library observation deck. Though not required for the Clean Safe Creeks grant
application, approval of the attached letters of support will demonstrate community support for
West Valley College’s proposed projects. FISCAL IMPACTS: There are no direct fiscal
impacts associated with approval of the attached letter of support. CONSEQUENCES OF
NOT FOLLOWING
THE RECOMMENDED ACTIONS: The City will not provide letters of support for the West
Valley College Clean Safe Creeks grant applications. 66
Page 2 of 2 ALTERNATIVE ACTION(S): The Council may decide to approve one of the
attached letters, instead of both. FOLLOW UP ACTION(S): Implement Council direction.
ADVERTISING, NOTICING
AND PUBLIC CONTACT: Pursuant to Government
Code 54954.2, this item was properly posted as a City Council agenda item and was included
in the packet made available on the City’s web site in advance of the meeting. A copy of the
agenda packet is also made available at the Saratoga Branch Library each Monday in
advance of the Council meeting. ATTACHMENTS: Attachment A: Letter of Support for West
Valley College’s
Watershed Stewardship Grant application Attachment B: Letter of Support for West Valley
College’s Trails and Open Space Grant application 67
Incorporated October 22, 1956 CITY OF SARATOGA 13777 FRUITVALE AVEN
08) 868-1200 COUNCIL MEMBERS:
Jill Hunter Kathleen King Susie Nagpal Howard Miller Chuck Page March 3, 2011
Environmental Advisory Committee Santa Clara Valley Water District5757 Almaden
Expressway San Jose, CA
95118 Subject: Letter of Support for West Valley College 2011 Water Stewardship Grant
Application Dear Santa Clara Valley Water District Environmental Advisory Committee
Members: The
City Council of the City of Saratoga is pleased to express our strong and enthusiastic support
of the West Valley College applications for the 2011 Watershed Stewardship Grant. With
this grant, if awarded, the West Valley College will be able to prepare a Trail Master Plan for a
proposed trail system on the College campus. This trial system will be connected to
the existing City of Saratoga trail network and will increase hiking opportunities, promote a
healthy lifestyle lifestyle among students and residents, and enhance quality of life in
Saratoga. To support West Valley College’s project, the City is offering to provide staff time
and expertise towards development of a Trail Master Plan for the College. Additionally,
the City supports West Valley College’s grant application to establish a Storm Water
Management Plan. This plan will enhance the City’s storm drain system and reduce flooding
downstream.
The City Council heartily endorses this proposed project and urges approval of the College’s
grant application. Sincerely, Howard A. Miller, Mayor City of Saratoga City Council 68
Incorporated October 22, 1956 CITY OF SARATOGA 13777 FRUITVALE AVEN
08) 868-1200 COUNCIL MEMBERS:
Jill Hunter Kathleen King Susie Nagpal Howard Miller Chuck Page March 3, 2011
Environmental Advisory Committee Santa Clara Valley Water District5757 Almaden
Expressway San Jose, CA
95118 Subject: Letter of Support for West Valley College Trails and Open Space Grant
Application Dear Santa Clara Valley Water District Environmental Advisory Committee
Members: The
Saratoga City Council a is pleased to express our strong and enthusiastic support of the West
Valley College applications for the 2011 Trails and Open Space Program Grant. Specifically,
the City Council supports construction of the tennis court trail, tennis court trail observation
deck, and library observation deck as described in the College’s grant application. Additionally,
the City is offering to provide City staff time and expertise to support this project that will will
provide educational and recreational opportunities to West Valley College students
and City of Saratoga residents. The City Council heartily endorses the proposed project and
urges approval of the College’s grant application. Sincerely, Howard A. Miller, Mayor City
Council 69
Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY:
Crystal Morrow DIRECTOR: Barbara
Powell Administrative Analyst II Assistant City Manager SUBJECT: Letter of Support for
Children’s Heritage Trail, Farm, and Garden Clean Safe Creeks Grant Application
RECOMMENDED ACTION:
Accept report and determine whether or not to approve attached letter of support for the
Children’s Heritage Trail, Farm, and Garden’s application for Santa Clara Valley Water District
Clean Safe Creeks grant funding. BACKGROUND: In 2000, voters in Santa Clara Valley
approved a special tax to allow the Santa Clara Valley Water District to establish the Clean,
Safe
Creeks and Natural Flood Protection (Clean Safe Creeks) Program. Through the Clean Safe
Creeks Program, the special tax funds flood protection and stream stewardship projects. This
includes
grants for trail development along creeks in the Santa Clara Valley. Residents and interested
community members leading the effort to build the Children’s Heritage Trail, Farm, and
Garden
are planning to submit an application for a Watershed Stewardship Grant, funded through the
Clean Safe Creeks Program. The group is seeking funds to construct a trail from Walnut
Avenue
along Saratoga Creek to Saratoga-Sunnyvale Road. The proposed trail is approximately .25
miles long and is part of the City’s Existing and Proposed Trail Master Plan. Though not
required
for the Clean Safe Creeks grant application, approval of the attached letter of support will
demonstrate community support for construction of the trail. FISCAL IMPACTS: There are no
direct fiscal impacts associated with approval of the attached letter of support. 70
Page 2 of 2 CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City will not provide a letter of support for the Children’s Heritage Trail, Farm, and Garden
Clean Safe Creeks
grant applications. ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): Implement
Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to
Government Code 54954.2, this item
was properly posted as a City Council agenda item and was included in the packet made
available on the City’s web site in advance of the meeting. A copy of the agenda packet is also
made available at the Saratoga Branch Library each Monday in advance of the Council
meeting. ATTACHMENTS: Attachment A: Letter of Support for Children’s Heritage Trail, Farm,
and Garden
Watershed Stewardship Grant application 71
Incorporated October 22, 1956 CITY OF SARATOGA 13777 FRUITVALE AVEN
08) 868-1200 COUNCIL MEMBERS:
Jill Hunter Kathleen King Susie Nagpal Howard Miller Chuck Page March 3, 2011
Environmental Advisory Committee Santa Clara Valley Water District5757 Almaden
Expressway San Jose, CA
95118 Subject: Letter of Support for Children’s Heritage Trail, Farm, and Garden 2011 Water
Stewardship Grant Application Dear Santa Clara Valley Water District Environmental Advisory
Committee Members: The Saratoga City Council is pleased to express our strong and
enthusiastic support of the Children’s Heritage Trail, Farm and Garden application for the 2011
Watershed
Stewardship Grant. With this grant, if awarded, the residents and interested community
members leading the effort to establish the Children’s Heritage Trail, Farm, and Garden will be
able to build a trail along Saratoga Creek from Walnut Avenue to Saratoga-Sunnyvale Road.
This effort, led my members of the Saratoga community, will undoubtedly add to the quality of
life in Saratoga and help teach residents about the value of Santa Clara Valley’s watersheds
and creeks. Consequently, the City Council endorses this project and urges approval of this
grant application. Sincerely, Howard A. Miller, Mayor City of Saratoga City Council 72
Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY:
Crystal Morrow DIRECTOR: Barbara
Powell Administrative Analyst II Assistant City Manager SUBJECT: Santa Clara Valley Water
District Clean Safe Creeks Grant Program Applications RECOMMENDED ACTION: Accept
report and
determine whether or not to approve attached resolutions authorizing the City to submit
applications for Santa Clara Valley Water District Clean Safe Creeks grant programs.
BACKGROUND:
In 2000, voters in Santa Clara Valley approved a special tax to allow the Santa Clara Valley
Water District to establish the Clean, Safe Creeks and Natural Flood Protection (Clean Safe
Creeks) Program. Through the Clean Safe Creeks Program, the special tax funds flood
protection and stream stewardship projects. This includes grants for trail development along
creeks
in the Santa Clara Valley. The City is seeking Council approval to apply for two grants funded
by the Clean Safe Creeks Program. To submit applications, the Council must approve the
attached resolutions. Watershed Stewardship Grant Program A portion of the Watershed
Stewardship Grant is dedicated to trail planning and mapping. If approved, the attached
resolution
for the Watershed Stewardship Grant would allow the City to submit a grant application to
design the Village Creek Trail. This trail, which is already part of the Existing and Proposed
Trails Master Plan in the City’s General Plan, would be just under half a mile long and would
stretch from Saratoga-Sunnyvale Road to just past Sixth Street along Saratoga Creek. If
the Watershed Stewardship Grant application resolution is approved, the City’s grant request
would be $39,000. While no matching contribution is required, the City’s application would
include contribution of staff time and noticing expenses toward the project. Trail and Open
Space Grant Program The purpose of the Trail and Open Space Grant is to fund construction
of trails and access to open space along creeks. Approval of the resolution authorizing
submittal of a Trail and Open Space Grant would allow the City to submit an application to
build
a 150 foot segment of the Village Creek Trail. This short trail would be located behind the
Village, beginning with a trailhead at the City parking lot on the western side of the Village,
just past Saratoga-Sunnyvale Road. The trail would end at a 60 square foot seating area
overlooking Saratoga Creek. In 73
Page 2 of 2 addition to construction of the trail and seating area, the City’s application would
include some habitat restoration. More specifically, restoration efforts will include
removal of non-native invasive plant species and revegetation of native plant species near the
trail and seating area. The project cost is estimated at $36,000, including staff time.
If the Trail and Open Space Grant resolution is approved, the City’s grant request would be
$27,000. The remaining $9,000, primarily staff time needed to oversee the project, would
constitute
the City’s required 25% matching contribution. FISCAL IMPACTS: Aside from staff time spent
preparing the Clean Safe Creeks Program grant applications, there are no direct fiscal impacts
associated with approval of the attached resolutions. However, if the City’s applications are
approved the City will be required to provide a $9,000 matching contribution in staff time
towards the Trail and Open Space Grant. Additionally, the City’s Watershed Stewardship
Grant application includes contribution of staff time and noticing expenses. CONSEQUENCES
OF NOT
FOLLOWING THE RECOMMENDED ACTIONS: The City will not submit Clean Safe Creeks
Program applications. ALTERNATIVE ACTION(S): The Council may decide to approve one of
the attached resolutions,
instead of both. FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING,
NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item was
properly posted as a City
Council agenda item and was included in the packet made available on the City’s web site in
advance of the meeting. A copy of the agenda packet is also made available at the Saratoga
Branch Library each Monday in advance of the Council meeting. ATTACHMENTS: Attachment
A: Resolution authorizing the City to submit a Watershed Stewardship Grant application
Attachment
B: Resolution authorizing the City to submit a Trails and Open Space Grant application 74
RESOLUTION NO._______ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SARATOGA AUTHORIZING SUBMITTAL OF A WATERSHED STEWARDSHIP GRANT
PROGRAM APPLICATION WHEREAS, the Santa Clara Valley
Water district has enacted the Watershed Stewardship Grant Program, which provides funds
for the implementation of watershed stewardship activities per the goals and objectives
described
in the Grant Request for Proposals; and WHEREAS, the Santa Clara Valley Water District’s
Stream Stewardship Unit has been delegated the responsibility for administration of the grant
program and setting up necessary procedures; and WHEREAS, said procedures established
by the Santa Clara Valley Water District require the Saratoga City Council to certify, by
resolution,
the approval of the City of Saratoga to apply for and accept Watershed Stewardship Grant
Program funds; and WHEREAS, if the City of Saratoga grant application is approved, the City
will
enter into an agreement with the Santa Clara Valley Water District to carry out the project
described in the City’s grant application; NOW, THEREFORE, BE IT RESOLVED, that the City
Council
of Saratoga hereby: 1. Approves the filing of an application for local assistance funds from the
Watershed Stewardship Grant Program under the Clean, Safe Creeks and Natural Flood
Protection
Program of 2000; and 2. Certifies that the City has or will have sufficient funds to operate and
maintain the project described in the City’s grant application; and 3. Certifies that
the City has reviewed, understands, and agrees to the Special Provisions, General Provisions,
and Financial Provisions contained in the agreement; and 4. Appoints Dave Anderson,
Saratoga
City Manager, as agent to conduct all negotiations, execute and submit all documents
including, but not limited to applications, agreements, payment request and so on, which may
be necessary
for the completion of the project detailed in the City’s grant application. The above and
foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council
held on the 2nd day of March 2011 by the following vote: AYES: NOES: ABSENT: ABSTAIN:
______________________________ Howard A. Miller, Mayor ATTEST:
_____________________________ Ann
Sullivan, City Clerk 75
RESOLUTION NO._______ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SARATOGA AUTHORIZING SUBMITTAL OF A TRAIL AND OPEN SPACE GRANT
PROGRAM APPLICATION WHEREAS, the Santa Clara Valley
Water district has enacted the Trail and Open Space Grant Program, which provides funds for
the acquisition and development of neighborhood, community, and regional trail and open
space
facilities; and WHEREAS, the Santa Clara Valley Water District’s Stream Stewardship Unit
has been delegated the responsibility for administration of the grant program and setting up
necessary procedures; and WHEREAS, said procedures established by the Santa Clara
Valley Water District require the Saratoga City Council to certify, by resolution, the approval of
the
City of Saratoga to apply for and accept Trail and Open Space Grant Program funds; and
WHEREAS, if the City of Saratoga grant application is approved, the City will enter into an
agreement
with the Santa Clara Valley Water District to carry out the project described in the City’s grant
application; NOW, THEREFORE, BE IT RESOLVED, that the City Council of Saratoga
hereby:
1. Approves the filing of an application for local assistance funds from the Trails and Open
Space Grant Program under the Clean, Safe Creeks and Natural Flood Protection Program of
2000; and 2. Certifies that the City has or will have sufficient funds to operate and maintain the
project described in the City’s grant application; and 3. Certifies that the City has
reviewed, understands, and agrees to the Special Provisions, General Provisions, and
Financial Provisions contained in the agreement; and 4. Appoints Dave Anderson, Saratoga
City Manager,
as agent to conduct all negotiations, execute and submit all documents including, but not
limited to applications, agreements, payment request and so on, which may be necessary for
the
completion of the project detailed in the City’s grant application. The above and foregoing
resolution was passed and adopted at a regular meeting of the Saratoga City Council held on
the 2nd day of March 2011 by the following vote: AYES: NOES: ABSENT: ABSTAIN:
______________________________ Howard A. Miller, Mayor ATTEST:
_____________________________ Ann Sullivan,
City Clerk 76
Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: John
Cherbone DIRECTOR: John Cherbone Public
Works Director Public Works Director SUBJECT: Clatrans State Route9 Safety Improvement
Project -Final Section 4(f) De Minimis Finding RECOMMENDED ACTIONS: 1. Approve the
State’s use
of a small strip of City property (4,792 square feet) at Hakone Gardens to accommodate
roadway safety improvements on Highway 9. 2. Approve final De Minimis Finding for roadway
safety
improvements located on Highway 9 adjacent to Hakone Gardens and authorize the City
Manager to sign a concurrence letter for the same. REPORT SUMMARY: Caltrans is
proposing safety improvements
on Highway 9 at three spot locations. Attached is a letter from Caltrans and accompanying
report that discusses the improvements (Attachment 1). The current request from Caltrans is
for approval of the Hakone location only (Location 3). Approval of the location near Congress
Springs Lane (Location 2) will occur separately. Location 1 is outside of the City limits
and will require County approval. Improvements to be made at Location 3 are the construction
of a retaining wall and widen the shoulder to improve sight distance and reduce accidents.
FISCAL IMPACTS: No direct costs to the City. CONSEQUENCES OF NOT FOLLOWING
RECOMMENDED ACTION: The environmental report would not be approved therefore the
City would not concur with
the project. ALTERNATIVE ACTION: None. 77
Page 2 of 2 FOLLOW UP ACTION: If approved the City will send a concurrence letter to
Caltrans. ADVERTISING, NOTICING AND PUBLIC CONTACT: This item was posted as a
City Council agenda
item and was included in the packet made available on the City’s web site in advance of the
meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library
each Monday in advance of the Council meeting and residents may subscribe to the agenda
on-line by opting in at www.saratoga.ca.us. ATTACHMENTS: 1. Caltrans Letter and Project
Information.
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SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Iveta
Harvancik DIRECTOR: John Cherbone Senior Engineer
Public Works Director SUBJECT: Highway 9 Safety Improvement Project – Budget
Adjustment RECOMMENDED ACTIONS: Approve budget adjustment. REPORT SUMMARY:
The Highway 9 Safety Improvement
Project is a multi-jurisdiction multimillion-dollar project requiring phasing. Each phase is funded
by a separate grant, which require a local share. Phase III of the Project includes
local match shares from City of Monte Sereno, Town of Los Gatos, County of Santa Clara,
and VTA as part of its funding. There is adequate funding for the City’s local match for Phase
III in the adopted budget for Highway 9 Safety Project. The attached Budget Resolution is
needed to categorize each funding source in the budget. When the budget resolution is
approved,
the Phase III design work can move forward. It is therefore recommended the Council approve
the attached resolution. FISCAL IMPACTS: Funding for Phase III is available in Highway 9
Safety
Improvement budget. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The design work on the Highway 9 Safety improvement Project Phase III will not move
forward. ALTERNATIVE ACTION:
None in addition to the above. 91
FOLLOW UP ACTION: Budget will be adjusted and the design work will begin.
ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code
54954.2, this item was properly posted
as a City Council agenda item and was included in the packet made available on the City’s
web site in advance of the meeting. A copy of the agenda packet is also made available at the
Saratoga Branch Library each Monday in advance of the Council meeting. ATTACHMENTS:
1. Budget Resolution 92
RESOLUTION NO.__________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SARATOGA AMENDING THE FY 2010-2011 BUDGET TO REFLECT CURRENT FUND
SOURCES FOR THE HIGWAY 9 SAFETY IMPROVEMENTS
PHASE III CIP WHEREAS, the City Council desires to continue to improve safety
improvements on Highway 9 with Phase III of the project; WHEREAS, the various current
funding sources for
the project need to be reflected in the budget;WHEREAS, it is necessary to make adjustments
to the Fiscal Year 2010/11 CIP Budget as follows: Account Description Account Amount To
transfer
MTC/TDS Article 3 Grant Funds from the Highway 9 Safety Improvements Phase II CIP to the
Highway 9 Safety Improvements Phase III CIP: Highway 9 Safety Improvements Phase II
Transfer
OUT 431.9122-001.42561 $ (20,000.00) Highway 9 Safety Improvements Phase III Transfer
IN 431.9122-004.42561 $ 20,000.00 To transfer the City's Local Match from the Highway 9
Safety Improvements
Phase II CIP to the Highway 9 Safety Improvements Phase III CIP: Highway 9 Safety
Improvements Phase II Transfer OUT 431.9122-001.99999 $ 21,154.00 Highway 9 Safety
Improvements Phase
III Transfer IN 431.9122-004.49999 $ 21,154.00 To adjust the actual HSIP grant allocated for
Highway 9 Safety Improvements Phase III CIP from 462,000 to 460,851 Highway 9 Safety
Improvements
Phase III 431.9122-004.42264 $ (1,149.00) To appropriate revenue from local contributions
from City of Monte Sereno and Town of Los Gatos for Highway 9 Safety Improvements Phase
III
CIP: Contribution from Monte Sereno 411.9122-004.46441 $ 11,551.00 Contribution from Los
Gatos 411.9122-004.46441 $ 27,761.00 To appropriate expenditures for Highway 9 Safety
Improvements
Phase II CIP: 431.9122-001.81161 $ (20,000.00) 411.9122-001.81161 $ (21,154.00) 93
To appropriate expenditures for Highway 9 Safety Improvements Phase III CIP: 431.9122-
004.81161 $ (1,149.00) 411.9122-004.81161 $ 39,312.00 NOW, THEREFORE, BE IT
RESOLVED that the City
Council of the City of Saratoga hereby approves the above adjustments to the Fiscal Year
2010/11 Capital Improvement budget. BE IT FURTHER RESOLVED, the above and foregoing
resolution
was passed and adopted at a regular meeting of the Saratoga City Council held on 2nd day of
March, 2011 by the following vote: AYES: NOES: ABSENT: ABSTAIN:
______________________ Howard
A. Miller, Mayor City of Saratoga Attest: _______________________ Ann Sullivan, City Clerk
94
SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Iveta
Harvancik DIRECTOR: John Cherbone Senior Engineer
Public Works Director SUBJECT: Final map approval for twenty residential lots located at
14234 Saratoga-Sunnyvale Road. Owner: SummerHill Creekside LLC RECOMMENDED
ACTION: 1. Move to
adopt Resolution granting final map approval of tentative map application No. 06-017, and
consequent applications EXT09-0002 and MOD10-0002 for twenty residential lots located at
14234
Saratoga-Sunnyvale Road. 2. Move to authorize the City Manager to execute the Subdivision
Improvement Agreement and the Landscape Maintenance Agreement. REPORT SUMMARY:
Attached is a
Resolution, which, if adopted, will grant final map approval for twenty residential lots located at
14234 Saratoga-Sunnyvale Road (APN 397-27-030). The City Engineer and the City Surveyor
have examined the final map and related documents submitted to the City in accordance with
the provisions of Section 14.40.020 of the Municipal Code and it was determined that: 1. The
final map substantially complies with the approved tentative map. 2. All conditions of the
approved tentative map, as contained in Planning Commission Resolutions No. 09-029 and
No.
10-022, have been completed or will be completed concurrent with development of the twenty
residential lots. 3. The Subdivision Map Act, the City's Subdivision Ordinance and all other
applicable provisions of law have been complied with. 4. The final map is technically correct.
Consequently, the City Engineer’s and the City Surveyor’s certificate have been executed
on the final map and the final map has been filed with the City Clerk pursuant to Section
14.40.040 of the Municipal Code for action by the City Council. FISCAL IMPACTS: 95
The subdivider has paid $96,450 in Engineering Fees and $393,300 in Park Development
Fees. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The final map
must either be approved or
rejected by the City Council. If the map is rejected, it would be returned to the subdivider with
findings as to why the map was rejected. ALTERNATIVE ACTION: None in addition to the
above. FOLLOW UP ACTION: The signed map will be released to the subdivider's Title
Company for recordation along with recording instructions. ADVERTISING, NOTICING AND
PUBLIC CONTACT:
Nothing additional. ATTACHMENTS: 1. Site Map. 2. Tract Map. 3. Resolution granting final
map approval. 4. Planning Commission Resolution No. 09-029 approving a three-year
extension for
tentative subdivision map approval with an all-inclusive list of conditions of approval. 5.
Planning Commission Resolution No. 10-022 for modification of building plans and
development
conditions. 6. Subdivision Improvement Agreement. 7. Landscape Maintenance Agreement.
96
Victor Pl. Saratoga-Sunnyvale Road Saratoga Avenue Brookwood Lane Arbeleche Lane SITE
MAP Application Number: Location: APN: Owner: Date: 06-017, EXT09-0002, MOD10-0002
14234 Saratoga-Sunnyvale
Road 397-27-030 SummerHill Creekside LLC March 2, 2011 0 125 250 500 750 1,000 ± Feet
SITE97
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RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPROVING THE FINAL MAP OF APPLICATIONS NO. 06-017, EXT09-0002 AND MOD10-
0002 14234 SARATOGA-SUNNYVALE ROAD The
City Council of the City of Saratoga hereby resolves as follows: SECTION 1: Twenty lots as
shown on that certain Parcel Map prepared by HMH, dated August 2010, and filed with the
City
Clerk of the City of Saratoga on March 2, 2011, are approved as TWENTY (20) individual
residential lots. SECTION 2: All streets and easements shown on said map and offered for
dedication
to public use are hereby rejected on behalf of the public, save and except for public service
easements; and to the limited extent that any offers for public street purposes either expressly
or implicitly include offers for easements for utility purposes along or beneath said street rights
of way, then as to such express or implied offers of easements for public utility
purposes, the same are hereby accepted on behalf of the public. NOW, THEREFORE, BE IT
RESOLVED RESOLVED that the City Council of the City of Saratoga hereby approves the
above Final
Map. BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and
adopted at a regular meeting of the Saratoga City Council held on 2nd day of March, 2011 by
the following
vote: AYES: NOES: ABSENT: ABSTAIN: ______________________ Howard A. Miller, Mayor
City of Saratoga Attest: _______________________ Ann Sullivan, City Clerk 101
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
RESOLUTION NO: 09-029 Application No: EXT09-0002 RESOLUTION OF THE PLANNING
COMMISSION OF THE CITY OF
SARATOGA APPROVING A THREE YEAR EXTENSION FOR TENTATIVE SUBDIVISION
MAP APPROVAL WITH AN ALL-INCLUSIVE LIST OF CONDITIONS OF APPROVAL
WHEREAS, an application has been submitted by property
owner David Morrison for a three (3) year time extension of a Tentative Map approval originally
granted by the Planning Commission on April 25, 2007 in Resolution 07-047 and extended
by the Planning Commission on June 10, 2009 for a three (3) year period that expired on April
25, 2009. Tentative Map approval was granted to subdivide a 2.35 acre (gross), RM-3000
zoned
parcel located at 14234 Saratoga-Sunnyvale Road into 20 townhome lots, or as more
particularly set forth in Community Development Department File No. 06-017 of this City; and
WHEREAS,
the approval for aforesaid Tentative Map would have expired on April 25, 2009. However, the
property owner submitted an application for a three year extension prior to the expiration
date pursuant to City Code Section 14-20.080(b); and WHEREAS, the Advisory Agency,
herein known as the Planning Commission, held a duly noticed Public Hearing on June 10,
2009 and at
which time all interested parties were given a full opportunity to be heard and to present
evidence granted a three (3) year extension to the aforesaid Tentative Map approval; and;
NOW,
THEREFORE, the Planning Commission of the City of Saratoga does hereby resolve as
follows: Section 1. After careful consideration of the tentative map and other exhibits
submitted in
connection with this matter, the Planning Commission of the City of Saratoga does hereby
grant a three (3) year extension to Tentative Subdivision Map dated November 11, 2005, date
stamped
May 12, 2009 prepared by Lea & Sung Engineering, Incorporated for the Lands of David and
Terri Morrison APN 397-27-030 and marked Exhibit A in the hereinafter file. Said Tentative
Map
approval shall expire on June 10, 2012. The same is hereby approved subject to the following
conditions reflecting all the initial conditions of approval stated in Resolution 07-047.
WHEREAS, the City of Saratoga has prepared an Initial Study and Amended Initial Study and
Mitigated Negative Declaration which was approved by the Planning Commission pursuant to
the
requirements of the California Environmental Quality Act (CEQA); and, WHEREAS, The
Planning Commission shall not approve any tentative map or building site if it makes any of
the nine
findings listed in Municipal Code Section 14-102
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
20.070(b). The Subdivision Map as proposed can be approved because the findings for denial
were not
supported based on the following evidence: (1) That the proposed map is not consistent with
the General Plan and any applicable specific plans. The proposed map is consistent with the
General Plan designation of Residential Multi-Family 3000, which allows up to 14 dwelling
units per acre. The proposed map meets and exceeds the minimum lot size required by the
municipal
code. Proposed lot dimensions including width, depth and frontage meet or exceed the
minimums required by the municipal code. (2) That the design or improvement of the
proposed subdivision
is not consistent with the General Plan and any applicable specific plan. The design and
improvements of the proposed subdivision are consistent with the General Plan. The proposed
configuration,
access and building envelopes are consistent with the code and are compatible with the
existing density in the project vicinity. The proposed building coverage meets the maximum
allowable
coverage for the site. The building setbacks meet or exceed the development regulations.
Design review approval is being considered concurrently with the Subdivision Map application,
as applicable in the municipal code, for a new multi-family developments. The project meets
the required design review finding addressing appropriate mass, bulk, view, privacy and
compatibility
issues with the existing adjacent neighborhoods. (3) That the site is not physically suitable for
the type of development proposed. The site is suitable for the type of development proposed.
The average grade of the site is a 7% slope. The subdivision and townhome project has
received geotechnical clearance. The existing conditions including topography, location, and
surroundings
will not hinder the proposed development on the site. (4) That the site is not physically suitable
for the proposed density of development. The site meets or exceeds the minimum required
area for development at the 9.6 unit per acre density proposed by the project. The townhome
development meets or exceed the the zoning district standards for the development of
townhome
units as proposed by this subdivision. Development of the immediate surrounding area to the
east and south is characterized by multifamily residential uses. The project is compatible
with surrounding density of development. (5) That the design of the subdivision are likely to
cause substantial environmental damage or substantially and avoidable injure fish or wildlife
or their habitat. An Initial Study (IS) was prepared for the Project by the City of Saratoga,
pursuant to the requirements of the California Environmental Quality Act (CEQA, Public
Resources
Code sections 21000-21177), CEQA Guidelines, and City CEQA requirements. The Initial
Study evaluated the potential for this 103
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
project to cause an adverse effect, either individually or cumulatively, on the environment.
Issues
discussed for which mitigation measures are proposed included noise, aesthetics, cultural
resources, biological resources, geology and soils, hazards, and hydrology. There is no
evidence
that, with mitigations as outlined in the IS, that the proposed project would have any potential
for an adverse effect on the environment. A Mitigated Negative Declaration (MND) and
Mitigation Monitoring Plan were prepared for the project. (6) That the design of the subdivision
is likely to cause serious health or safety problems. The proposed project is consistent
with the zoning and subdivision regulations in the Municipal Code and general plan. The
Tentative Map has been reviewed and conditioned by the Sanitation District, Saratoga Fire
Department,
Santa Clara Valley Water District, the Arborist, Planning Department and Public Works
Engineers. All structural improvements to the property will be reviewed by the Community
Development
Department. The project site is located in Zone X on the Flood Insurance Maps by FEMA. This
designation incorporates the vast majority of properties within the City. Floodway areas of
Zone AE are located along the City’s major creeks and require certain construction
techniques; however, the project site is designated as Zone X. (7) That the design of the
subdivision
will conflict with easements for access or use. The existing site contains subdivision contains
several access and utility easements. The subdivision does not conflict with any of the
above-mentioned easements. Any such easements are being retained and/or relocated, as
required by the utility companies. (8) That a proposed subdivision of land which is subject to a
contract executed pursuant to the Williamson Act. Not Applicable. The project site is not under
a Williamson Act contract. (9) That the discharge of waste from the proposed subdivision
into an existing community sewer system would result in violation of existing requirements.
The West Valley Sanitation District of Santa Clara County has reviewed the proposed
subdivision
reference correspondence dated July 8, 2006. The applicant will be required to provide a
private sewer system designed in accordance with District standards or connect to the existing
sewer system, as required by the District. NOW THEREFORE BE IT RESOLVED: that the
Tentative Subdivision Map for the hereinafter described subdivision, which map is date
stamped May 12,
2009 is marked Exhibit “A” in the hereinafter file, be and the same is hereby approved subject
to the following conditions. COMMUNITY DEVELOPMENT 104
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
Acknowledged. 1) The subdivision and development shall be located and constructed as
shown on Exhibit
“A” (incorporated by reference and date stamped May 12, 2009) and as presented to the
Planning Commission on April 25, 2007 and in compliance with the conditions stated in the
Resolution
of Approval of Design Review. The subdivision and development will incorporate a direct
access to Saratoga-Sunnyvale Road as shown on Exhibit “B.” Acknowledged. 2) The following
mitigations
are required in accordance with the Mitigated Negative Declaration and Mitigation Monitoring
Plan prepared for the project: a) The project shall implement all recommendations of the
City Arborist Report dated June 15, 2006 and supplemented by the letter of the City Arborist
dated April 16, 2007 and her testimony to the Planning Commission on April 25, 2007,
regarding
recommended replacement tree sizes for the project (Mitigation 1). b) All lighting for the project
shall be cast “cut-off” type lighting that will not cast glare on adjoining properties.
(Mitigation 2). c) Short-term construction emissions will be controlled through the
implementation of Feasible Control Measure for Construction Emission, Table 2, including
Basic Enhanced
and Optional Control Measures of the BAAQMD Guidelines. (Mitigation 3). d) California Red-
Legged Frogs (if any) and their habitat shall be protected as follows (Mitigation 4): 1) Work
within the banks of Saratoga Creek shall occur only during the dry season of April 15th to
October 15th work will cease when rain occurs. 2) Installation of a temporary exclusion barrier
along the limits of disturbance prior to any ground disturbance on the project site. A qualified
biologist will inspect this area prior to installation of this barrier. The barrier will
remain in place until all development activities have been completed, and will be inspected
daily by construction personnel, and maintained and repaired as necessary, to ensure that
it is functional and is not a hazard to California red-legged frogs located on the outer side of
the fence. Any California redlegged frogs found will be moved to the outer side of the
fence in consultation with the U.S. Fish and 105
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
Wildlife Service. 3) After the barrier fence has been installed, preconstruction surveys will be
conducted
by a qualified biologist prior to any construction activities that occur in riparian or aquatic
habitats. This biologist will conduct preconstruction surveys for two days and to nights
within 14 days prior to the initiation of any construction activities within the banks of Saratoga
Creek. The final nighttime survey will occur the evening preceding the beginning of
construction activities in a given area. If California red-legged frogs are found inside the
exclusion barrier during preconstruction surveys, they will be moved to the outer side of
the fence in consultation with the U.S. Fish and Wildlife Service, and surveys will continue until
no California red-legged frogs are found for two consecutive days. 4) All vegetation
to be impacted within the banks of Saratoga Creek will be completely removed by hand just
prior to to the initiation of outfall construction grading to remove cover that might be used
by California red-legged frogs, thus facilitating the detection of individuals of these species. 5)
An employee education program will be conducted for contractors and their employees
involved in the project. The program will consist of a brief presentation by a qualified biologist
concerning the following: a description of the red-legged frog and its habitat needs;
photographs of this species; an explanation of the red-legged frogs legal status and its
protection under the endangered Species Act; and a list of measures being taken to reduce
effect
to this species during project construction. A fact sheet conveying this information would be
prepared for distribution to the above-mentioned people and anyone else who may enter the
Project site. 6) A representative will be appointed by the project proponent who will be the
contact source for any employee, contractor or agency personnel who might inadvertently kill
or injure a red-legged frog or who finds a dead, injured, or entrapped individual. The
representative will be identified during the employee education program. If a California red-
legged
frog, or any animal that construction personnel believes may be this species, is encountered
during project construction the following protocol shall be followed: 106
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002 7) All
work that could result in direct injury, disturbance, or harassment of the individual animal
will immediately cease. 8) The foreman and a qualified biologist will be immediately notified. 9)
The onsite biologist will immediately notify the Service via telephone or electronic
mail when a California red-legged frog is encountered that may be in harm’s way. 10) In
consultation with the USFWS, a qualified biologist will move the frog to the outer side of the
exclusion barrier and monitor it until he/she determines that the frog is not imperiled by
predators, or other dangers. 11) Tightly woven fiber netting or similar material will be used
for erosion control or other purposes at the project to ensure that California red-legged frogs
do not get trapped. This limitation will be communicated to the contractor through use
of Special Provisions included in the bid solicitation package. Plastic monofilament netting
(erosion control matting), rolled erosion control products or similar material shall not
be used at the Project site because California redlegged frogs may become entangled or
trapped in it. 12)Use of pesticides, rodenticides, and herbicides in the action area shall be
utilized
in such a manner as to prevent primary or secondary poisoning of the California red-legged
frog, and the depletion of prey populations on which they depend. All uses of such compounds
shall observe label and other restrictions mandated by the U.S. Environmental Protection
Agency, California Department of Food and Agriculture, and other appropriate State and
Federal
regulations, as well as additional project-related restrictions deemed necessary by the Service.
13)During all construction mitigation implementation I and along streams, Best Management
Practices will be used to minimize erosion and impacts to water quality to protect water quality
in downstream areas that might be used by the California red-legged frog. e) A riparian
setback of 50 feet with no structural elements shall occur within 30 feet of the riparian corridor
boundary (top of bank fence), as recommended in the Riparian Corridor Studies by H.T.
Harvey & Associates. Any encroachment of hardscape and storm drainage system features
within the 50-foot riparian setback shall be 107
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
mitigated by planting native vegetation within nondisturbed areas of the setback at a 1:1 (area
of mitigation:
area of encroachment) ratio. Mitigation planting within the setback area should include native
tree species as specified Riparian Corridor Studies for the project. In addition, non-native
species must be removed within the mitigation planting area. (Mitigation 5). A letter prepared
by H.T. Harvey Associates shall be submitted prior to issuance of building permits which
states that the landscape plan has complied with mitigation measures identified in the Riparian
Corridor Study for this project. f) All conditions of the reports prepared by the City
Arborist for the project (November 29, 2005, December 14, 2005, April 26, 2006 & June 15,
2006 and supplemented by the letter of the City Arborist dated April 16, 2007 and her
testimony
to the Planning Commission on April 25, 2007) shall be included as conditions of approval of
the project (design review and tentative map) and shall be implemented prior to final
occupancy
of all units. (Mitigation 6). g) If archaeological resources or human remains are discovered
during construction, work shall be halted within a 50-meter radius of the find until it can
be evaluated by a qualified professional archaeologist. If the find is determined to be
significant, appropriate mitigation measures shall be formulated and implemented. (Mitigation
7) h) The project shall conform to geotechnical conditions as described in the Geotechnical
Clearance for the project (May 15, 2006, City of Saratoga Associate Engineer) (Mitigation
8). i) A grading and drainage permit shall be obtained from the City Engineer. All conditions of
the grading and drainage permit shall be implemented. Short term soil erosion and sediment
control resulting from construction activity will be controlled through the implementation of
Feasible Control Measures for Construction Emission, Table 2 including Basic, Enhanced and
Optional Control Measure of the BAAQMD CEQA Guidelines. (Mitigation 9): j) Demolition
activities and removal of all building materials and fluorescent lights shall conform to the 108
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
recommendations of the Phase I report by Lowney Associates – January 11, 2001. (Mitigation
10) k) All
conditions of the grading and drainage permit shall be met. A storm water retention plan
indicating how all storm water will be retained on site shall be submitted and reviewed by staff.
All conditions of the Santa Clara Valley Water District shall be met. (Mitigation 11) l) The noise
assessment study prescribes several mitigations to keep the noise on the site from
exceeding the noise standards for residential of the upper story units adjacent to Saratoga-
Sunnyvale Road. The project design shall incorporate all mitigation measures recommended
in
the Noise Study by H. Stanton Shelly, Environmental Consulting Services, Acoustical
Consultant dated October 26 2005. (Mitigation 12) m) Hours of construction shall be limited to
7:30
a.m. to 6 p.m. Monday through Friday, and 9 a.m. to 5 p.m. Saturday. No construction shall be
permitted on Sundays and on weekday holidays. (Mitigation 13) n) The applicant shall be
required to install the following offsite improvements as recommended by the Public Works
Department, city traffic engineer, and project traffic consultant:1) repair and/or resurface
sidewalks along frontage of street and pedestrian pathway from edge of property limits to
Walnut Avenue (north) and bridge (south). (Mitigation 14) o) Prior to issuance of city permits,
the developer must present evidence of permit approval by from Santa Clara Valley Water
District, and from U.S. Army Corps of Engineers, California Department of Fish and Game, as
required
for any activities within jurisdictional areas of said agencies. (Mitigation 15) Acknowledged. 3.
All fireplaces shall be gas-fired fireplaces with gas jets, direct venting, dffffffconvection
chambers, heat exchanger, variable heat output, and flame ssssssscontrol, and permanently
affixed artificial logs. Note included. 4. The site plan shall contain a note with the following
language: “Prior to foundation inspection by the City, the LLS of record shall provide a written
certification that all building setbacks are per the approved plans.” 109
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
Acknowledged. 5. Conditions 2(k) and 12 require all water runoff from the project site to be
retained
on site through the use of appropriate storm water control measures and in no event may any
water runoff be directed toward the adjacent properties. Acknowledged. 6. The
owner/applicant
is responsible for all damages to curb, gutter and public street caused during the project
construction by project construction vehicles at the public right away areas at/near the property
frontage. Public Works Inspector will determine if any repair is required prior to Final
Occupancy Approval. Acknowledged. 7. Applicant shall obtain an Encroachment Permit from
the City
Public Works Department for any work in the public right-of-way including construction and
curb, gutter and street repair. Permit obtained. 8. Prior to issuance of building permits,
the applicant shall obtain approval of the Santa Clara Valley Water District for design of the
outfall structure for the project and landscape plan for areas within the riparian corridor.
Acknowledged. 9. Pest resistant landscaping plants shall be considered for use throughout the
landscaped areas especially along any hardscaped area. Acknowledged. 10. Proper
maintenance
of landscaping with minimal pesticide use shall be the responsibility of the property owner.
Acknowledged. 11. The development shall be located and constructed as shown on Exhibit
“A”
(incorporated by reference, date stamped September 1, 2006) and in compliance with the
conditions stated in the Resolution of Approval of Design Review. Any proposed changes, -
including
but not limited to façade design and materials -to the approved plans shall be submitted in
writing with a clouded set of plans highlighting the changes. Proposed changes to the
approved
plans are subject to the approval of the Community Development Director. Acknowledged. 12.
A storm water retention plan shall be provided indicating how all storm water will be retained
on-site, and incorporating the New Development and Construction -Best Management
Practices. An explanatory note shall be provided if all storm water cannot be maintained on
site. The
storm water management plan shall comply with all design requirements mandated by the
current National Pollution Discharge Elimination (NPDES) permit. 110
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002 Plans
submitted. 13. A grading and drainage plan shall be submitted and this plan shall be reviewed
and approved by the City Arborist and the Community Development Department. Plans
submitted. 14. The applicant should submit a soil and erosion control plan, which identifies the
techniques
for minimizing the impact of disturbance on adjacent properties. Plans submitted. 15. A
landscape plan shall be submitted which identifies the proposed landscaping and wall within
the
right-of-way along Saratoga-Sunnyvale Road. This plan shall be reviewed by the City Arborist.
CC&R’s provided. 16. A statement of covenant, conditions and restrictions (CC&R’s) shall
be provided which addresses the long term maintenance of structures and landscaping on-site
and along Saratoga-Sunnyvale Road, including the wall. Acknowledged. 17. The applicant
shall
furnish a staging plan and construction schedule plan at the same time as the above noted
landscape plan. This schedule shall identify the various phases of development, including
demolition
of existing structures, construction of roadway improvements, phasing of development of each
building lot. The approximate number and size of vehicles involved in each phase of the
development
and staging areas shall be identified in this construction schedule plan. Acknowledged. 18. All
processing fees, in the form of deposit accounts on file with the community development
department, shall be reconciled with a minimum $500 surplus balance prior to building permit
issuance until final occupancy is granted. Plans submitted. 19. The applicant shall prepare
and submit a revised landscape plan with regard to the direct access and also with regard to
the screening in the area between the road and the Victor Lane properties. The revised
landscape
plan shall be subject to review and approval by the Community Development Director prior to
issuance of any permit for construction and shall include at minimum: appropriate fencing
and screening adjacent to the properties on Victor Lane, modification to the proposed wall
along Saratoga-Sunnyvale Road to allow visibility from the new access, any other
improvements
related to the direct access, and the proposed sign for the development. 111
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002 City
Arborist Plans submitted. 20. A landscape plan shall be submitted for review by the City
Arborist
that is in conformance with requirements of the Santa Clara Valley Water District for plants
located within or in immediate proximity of the riparian corridor. No invasive species shall
be used. Approval by the SCWWD is required prior to final approval of the landscape plan and
prior to issuance of building permits Acknowledged. 25. Prior to issuance of City Permits,
the applicant shall submit to the City, in a form acceptable to the Community Development
Director, security in the amount of as determine appropriate by the City Arborist to guarantee
the maintenance and preservation of all trees recommended for preservation by the City
Arborist. Acknowledged. 26. Building Inspection approval, the City Arborist shall inspect the
site
to verify compliance with tree protective measures. The bond shall be released after the
planting of required replacement trees, a favorable site inspection by the City Arborist, and
the payment of any outstanding Arborist fees. Acknowledged. 27. Trees #40 and #42 shall not
be removed from the neighboring property on Victor Lane. Fire District Acknowledged. 27.
Applicant
shall comply with all Fire District conditions, as required. PUBLIC WORKS Survey completed.
28. Prior to submittal of the Final Map to the Public Works Department for examination, the
owner (applicant) shall cause the property to be surveyed by a Licensed Land Surveyor or an
authorized Civil Engineer. The submitted map shall show the existence of a monument at all
external property corner locations, either found or set. The submitted map shall also show
monuments set at each new corner location, angle point, or as directed by the Public Works
Department, all in conformity with the Subdivision Map Act and the Professional Land
Surveyors Act. Map submitted and approved. 29. The owner (applicant) shall submit four (4)
copies
of a Final Map in substantial conformance with the approved Tentative Map, along with the
additional documents required by Section 14-40.020 of the 112
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
Municipal Code, to the Public Works Department for examination. The Final Map shall contain
all of the
information required in Section 14-40.030 of the Municipal Code and shall be accompanied by
the following items: a. One copy of map checking calculations. b. Preliminary Title Report
for the property dated within ninety (90) days of the date of submittal for the Final Map. c. One
copy of each map referenced on the Final Map. d. One copy of each document/deed
referenced
on the Final Map. e. One copy of any other map, document, deed, easement or other resource
that will facilitate the examination process as requested by the Public Works Department.
Fees
paid. 30. The owner (applicant) shall pay a Map Checking fee, as determined by the Public
Works Director, at the time of submittal of the Final Map for examination. Bond posted. 31.
Interior monuments shall be set at each lot corner either prior to recordation of the Final Map
or some later date to be specified on the Final Map. If the owner (applicant) chooses
to defer the setting of interior monuments to a specified later date, then sufficient security as
determined by the Public Works Director shall be furnished prior to Final Map approval,
to guarantee the setting of interior monuments. Shown on final map. 32. The owner (applicant)
shall provide Irrevocable Offers of Dedication for all required easements and/or rights-of-way
on the Final Map, in substantial conformance with the approved Tentative Map, prior to Final
Map approval. Acknowledged. 33. An Encroachment Permit issued by the Public Works
Department
is required for improvements in any portion of the public right-of-way. Plans submitted. 34. The
owner (applicant) shall submit engineered improvement plans to the Public Works Department
in conformance with the approved Tentative Map and in accordance with the design and
improvement requirements of Chapter 14 of the Municipal Code. The improvement plans shall
be reviewed
and approved by the Public Works Department and the appropriate officials from other public
agencies having jurisdictional authority, including public and private 113
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002 utility
providers, prior to approval of the Final Map. The following specific conditions shall be
included
on the improvement plans: a) The owner (applicant) shall replace the existing sidewalk along
easterly side of Saratoga-Sunnyvale Road from the north-west property corner to the bridge
over Saratoga Creek. In addition, the applicant shall replace damaged curb and gutter as
needed. The extent of curb and gutter replacement shall be determined by the Public Works
Engineer
in the field at the time of Encroachment Permit issuance. b) The owner (applicant) shall
underground all existing overhead utilities along northerly and easterly side of the proposed
subdivision and remove utility poles. c) Pedestrian pathway along Saratoga-Sunnyvale Road
from the northwest corner of the property to Gerald Zapelli Court shall be overlaid with asphalt
to create 6-foot wide pathway. If possible, the pathway shall be re-graded as necessary to
comply with ADA specifications. d) The final location of the wall along Saratoga-Sunnyvale
Road shall be determined by the Public Works Director at the time of Improvement Plan
examining. The approval of wall location within the existing public right of way/utility easement
is subject to written authorization from all utility companies
that have jurisdiction over the easement. Minimum setback distance from the sidewalk might
be required to provide area for landscaping. Fees paid. 35. The owner (applicant) shall pay
a Subdivision Improvement Plan Checking fee, as determined by the Public Works Director, at
the time Improvement Plans are submitted for review. Agreement executed. 36. The owner
(applicant)
shall enter into an Improvement Agreement with the City in accordance with Section 14-60.010
of the Municipal Code prior to Final Map approval. Bond posted. 37. The owner (applicant)
shall furnish Improvement Securities in accordance with Section 14-60.020 of the Municipal
Code in the manner and amounts determined by the Public Works Director prior to Final Map
approval.
Insurance provided. 38. The owner (applicant) shall furnish a written indemnity agreement and
proof of insurance coverage, in accordance with Section 14-05.050 of the Municipal Code,
prior to Final Map approval. 114
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002 Will-
serve letters provided. 39. Prior to Final Map approval, the owner (applicant) shall furnish the
Public Works Department with satisfactory written commitments from all public and private
utility providers serving the subdivision guaranteeing the completion of all required utility
improvements to serve the subdivision. Acknowledged. 40. The owner (applicant) shall secure
all necessary permits from the City and any other public agencies, including public and private
utility providers and SCVWD prior to commencement of subdivision improvement construction.
Copies of permits other than those issued by the City shall be provided to the Public Works
Department. Fees paid. 41. The owner (applicant) shall pay the applicable Park and
Recreation fee prior to Final Map approval. NOI filed, SWPPP submitted. 42. Prior to approval
of the
Final Map, the applicant shall file a Notice of Intent (NOI) with the Regional Water Quality
Control Board to obtain coverage under the State General Construction Activity National
Pollutants
Discharge Elimination System (NPDES) Permit. Satisfactory evidence of the filing of the NOI
shall be furnished to the City Engineer. The applicant shall comply with all provisions and
conditions of the State Permit, including preparation and implementation of a Storm Water
Pollution Prevention Plan (SWPPP). Copies of the SWPPP shall be submitted to the City
Engineer
prior to Final Map Approval and maintained on site at all times during construction of the
subdivision improvements. Acknowledged. 43. The applicant shall comply with requirements of
Provision C.3 of the NPDES Permit for Santa Clara Basin. Post-construction operation and
maintenance of storm water treatment Best Management Practices (BMP’s) shall be the
responsibility
of individual homeowners or Homeowner’s Association, if applicable. Stormwater Treatment
Measures Maintenance Agreement between the City and homeowners or Homeowners
Association shall
be executed and recorded prior to issuance of a Final Occupancy Certificate. Plan submitted.
44. Hydro-modification Management Plan to control volume and duration of the stormwater
runoff
to prevent erosion of creeks shall be prepared for review and approval by the City prior to Final
Map approval. Acknowledged. 45. All building and construction related activities shall
adhere to New 115
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
Development and Construction -Best Management Practices as adopted by the City for the
purpose of preventing
storm water pollution. Geotechnical Clearance: Acknowledged. 46. The Project Geotechnical
Consultant shall review and approve all geotechnical aspects of the project construction plans
(i.e., site preparation and grading, site drainage improvements and design parameters for
foundations and retaining walls) to ensure that their recommendations have been properly
incorporated.
The Project Geotechnical Consultant shall specifically review and approve subsurface
drainage systems around the basement walls with added attention to subsurface drainage
systems and
basement waterproofing measures in units located between Saratoga Creek and the road
where winter groundwater levels may rise within 5 feet of the bottom of basement slabs
(Building
5) for extended periods. Such conditions will likely result in some basement dampness due to
capillary moisture rise (unless waterproofing measures are entirely effective). The results
of the plan review shall be summarized by the Project Geotechnical Consultant in a letter and
submitted to the City Engineer prior to issuance of permits for project construction.
Acknowledged.
47. The Project Geotechnical Consultant shall inspect, test (as needed), and approve all
geotechnical aspects of the project construction. The inspection shall include, but not
necessarily
be limited to: site preparation and grading, site surface and subsurface drainage
improvements, and excavation for retaining walls prior to the placement of steel and concrete.
The results
of these inspections and the as-built conditions of the project shall be described by the
geotechnical consultant in a letter and submitted to the City Engineer for review and approval
prior to final project approval. The owner (applicant) shall pay any outstanding fees associated
with the City Geotechnical Consultant’s review of the project prior to Zone Clearance.
Acknowledged. 48. The owner (applicant) shall enter into agreement holding the City of
Saratoga harmless from any claims or liabilities caused by or arising out of soil or slope
instability,
slides, slope failure or other soil related and/or erosion related conditions. 116
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002
Santa Clara Valley Water District: Outfall completed. 49. The applicant shall submit a drainage
improvement
plan, which includes the size of the rock slope protection proposed for the upgraded outfall
design. The applicant shall be advised that the installation of an outfall into the creek
will also require permits from the State Department of Fish and Game, the Regional Water
Quality Control Board and the U.S. Army Corps of Engineers. Acknowledged. 50. The
applicant shall
submit a submit a landscape plan for approval to the Santa Clara Valley Water District that: a.
Clearly defines the 50-foot riparian setback area and includes planting of native vegetation
and removal of non-native species within the disturbed areas of the 50-riparian setback areas
previously defined in the report by H.T. Harvey & Associates; and b. Limit aggressive invasive
species to a minimum of 100 feet from the riparian corridor, or eliminate them from the plant
list for or adjacent to Lots 19 and 20. c. Suggested plan materials list and tree key indicate
that two species found in the surrounding watershed, mitigation oak trees and California
Toyon, are proposed for use. To prevent hybridization of the native grown species in the area.
the District suggest the propagules be grown from a watershed specific parent. If this
alternative is not feasible at this time, non-native, drought tolerant, non-invasive species shall
be planted instead West Valley Sanitation District: Acknowledged. 51. The applicant shall
comply with requirements of the West Valley Sanitation District for sanitary sewer service for
the 20-unit townhome project. CITY ATTORNEY Acknowledged. 52. Owner and Applicant
shall indemnify, hold harmless and defend the City, its employees, agents, independent
contractors and
volunteers (collectively “City”) from any and all costs and expenses, including but not limited to
attorney's fees incurred by the City or held to be the liability of City in connection
with City's defense in any proceeding 117
Extension of Tentative Map 14234 Saratoga Sunnyvale Road Application # EXT09-0002 118
CITY OF SARATOGA PLANNING COMMISSION RESOLUTION NO. 10-022 FOR
MODIFICATION OF BUILDING PLANS AND DEVELOPMENT CONDITIONS Application #
MOD 10-0002 /SummerHill Homes 14234 Saratoga-Sunnyvale
Road The City of Saratoga Planning Commission finds and determines as follows with respect
to the abovedescribed application: I. Project Summary The City of Saratoga Planning
Commission
has received an application for Modification of Building Plans and Development Conditions
granted by Planning Commission Resolution No. 07-048 adopted April 25, 2007 (Application
No.
06-017) for the Townhome Project shown in Exhibit "A" date stamped August 2, 2010,
incorporated by this reference. The applicant is requesting modifications to an approved plan
to construct
twenty townhome units. The proposed changes include eliminating the approved basements,
modifying the interior layout, and modifying the exterior façade and patio areas. Also included
in the application for modification are minor changes specified in the four letter packet packet
distributed by staff to the Planning Commission as follows: letter dated May 23, 2007
from JSM Enterprises to John Livingstone; two letters dated August4, 2010 and August 9,
2010 from SummerHill Homes to Daniel Kaypaghian; and letter dated August 11, 2010 from
SummerHill
Homes to Executive Townhome Owners. The maximum height of the proposed buildings is 30
feet, as previously approved. The lot size is approximately 2.08 net acres and the site is zoned
RM-3000.The modifications will be described as the “Project” in this Resolution. II.
Modification of Building Plans and Development Conditions Requirement City Code Section
15-80.120(b)
requires approval by the Planning Commission for any modification to plans approved
pursuant to Design Review Approval. The 20-unit Townhome Project was approved pursuant
to City Code
Section 15-46.020 which requires Design Review Approval for any new main structure in an R-
M district. This Design Review Approval requirement implements the Saratoga General Plan,
including
but not limited to: Land Use Goal 13 which provides that the City shall use the Design Review
process to assure that new construction and major additions thereto are compatible with
the site and the adjacent surrounding. III. Planning Commission Review On August 11, 2010
the Planning Commission held a duly noticed Public Hearing on the SummerHill Homes
Modification
Project at which time all interested parties were given a full opportunity to be heard and to
present evidence and argument. The Planning Commission considered the Project, the staff
report on the Project, CEQA documentation, correspondence, presentation from the Applicant
and the public, and all testimony and other evidence presented at the Public Hearing. IV.
Environmental
Review 119
2 Application No. MOD 10-0002; 14234 Saratoga-Sunnyvale Road For the initial 20-unit
Townhome Project approval. an Initial Study (IS) and a Mitigated Negative Declaration (MND)
were
prepared for the Project by the City of Saratoga, pursuant to the requirements of the California
Environmental Quality Act (CEQA, Public Resources Code sections 21000-21177), CEQA
Guidelines,
and City CEQA requirements. The IS and notice of intent to adopt a MND were circulated for
public review from July 7, 2006 through August 7, 2006 and the Amended IS and notice of
intent
to adopt a MND were re-circulated for public review from March 14, 2007 through April 14,
2007. Comments received and responses to comments are included as part of the Initial Study
and Mitigated Negative Declaration. A Mitigation Monitoring Plan has also been prepared for
this project. The modifications to the previously approved Townhome Project are minor
alterations
to previously established land use limitations and hence the SummerHill Homes Modification
Modification Project is categorically exempt from the California Environmental Quality Act
(CEQA) pursuant to CEQA Guidelines (14 C.C.R. Section 15305 Class 5 of Title 14, Division
6, Chapter 3 (“CEQA Guidelines”). No exception to that exemption applies. Furthermore, the
modifications
are exempt from CEQA pursuant to CEQA Guideline 15061 in that the modifications can be
seen with certainty to have no possibility of having a significant effect on the environment. V.
Design Review Findings The findings required for issuance of a Design Review Approval
pursuant to City Code Section 15-46.040 are set forth below and the Applicant has previously
met
the burden of proof to support making all of those required findings for the approved
Townhome Project and also meets such burden as to the Townhome Project as modified: (a)
Where more
than one building or structure will be constructed, the architectural features and landscaping
thereof shall be harmonious. Such features include height, elevations, roofs, material,
color, and appurtenances. This finding can be made in the affirmative. The proposed
townhomes are designed in the Craftsman style of architecture with three distinct yet
compatible facades
of similar height. Roof materials, exterior colors, and architectural details are complimentary
throughout the entire project. The development includes a common open space area which
incorporates a cluster of three redwood trees and a pedestrian pathway that connects to most
areas of the site and a pedestrian pathway along Saratoga-Sunnyvale Road. (b) Where more
than one sign will be erected or displayed on the site, the sign shall have a common or
compatible design theme and locational positions and shall be harmonious in appearance.
This finding
can be made in the affirmative. All signs on the property will be of high quality and design and
have a unifying theme and appearance. (c) Landscaping shall integrate and accommodate
existing trees and vegetation to be preserved; it shall make use of water-conserving plants,
materials and irrigation systems to the maximum extent feasible; and, to the maximum extent
feasible, it shall be clustered in natural appearing groups, as opposed to being placed in rows
or regularly spaced. This finding can be made in the 120
3 Application No. MOD 10-0002; 14234 Saratoga-Sunnyvale Road affirmative. The site is
adjacent to Saratoga Creek and the location of structural and landscape elements will conform
to
requirements of the Biotic Study for the project and the Santa Clara Valley Water District for
use of native materials in the landscape. Most of the existing trees and vegetation will
remain along the perimeter of the site. The applicant is proposing to remove 45 trees including
seven (7) oak trees. Where removing existing native vegetation, it will be replaced with
native specimen trees so that the landscape elements will enhance the existing vegetation of
the site. (d) Colors of wall and roofing materials shall blend with the natural landscape
and be nonreflective. This finding can be made in the affirmative. Roofing materials are
compositional tile in earthtone colors. Exterior colors include browns, tans, and greens. (e)
Roofing materials shall be wood shingles, wood shakes, tile, or other materials such as
composition as approved by the Planning Commission. No mechanical equipment shall be
located upon
a roof unless it is appropriately screened. This finding can be made in the affirmative. Roofing
materials are composition. No equipment will be located on any roof. (f) The proposed
development shall be compatible in terms of height, bulk, and design with other structures in
the immediate area. This finding can be made in the affirmative. The townhomes will be
compatible
with surrounding residences, which includes a mix of older and newer single-family homes,
two-story townhomes and apartments. The project has been designed in a manner that
minimizes
the appearance of excessive height and bulk in relation to other residences in the
neighborhood. VI. Project Approval After careful consideration of the application, site plan,
architectural
drawings, and other materials and exhibits and evidence submitted to the City in connection
with this matter, Application No. MOD 10-0002 (Modification of Planning Commission Design
Review approval) is approved subject to the conditions set forth below. CONDITIONS OF
APPROVAL A. GENERAL Acknowledged. 1. The Planning Commission shall retain continuing
jurisdiction
over the Design Review and may, at any time, modify, delete, or impose any new conditions of
the permit to preserve the public health, safety, and welfare. Acknowledged. 2. Conditions
may be modified only by the Planning Commission unless modification is expressly otherwise
allowed by the City Code including but not limited to sections 15-80.120 and/or 16-05.035,
as applicable. Acknowledged. 3. The Community Development Director shall mail to the
Owner/Applicant a notice in writing, on or after the time this Resolution of Approval is duly
executed
by the City, containing a statement of all amounts due to the City in connection with this 121
4 Application No. MOD 10-0002; 14234 Saratoga-Sunnyvale Road application, including all
consultant fees (collectively “processing fees”). This approval or permit shall expire sixty (60)
days after the date said notice is mailed if all processing fees contained in the notice have not
been paid in full. No Zoning Clearance or Demolition, Grading, or Building Permit may
be issued until the Community Development Director certifies that all processing fees have
been paid in full (and, for deposit accounts, a surplus balance of $500 is maintained).
Acknowledged.
4. A Building Permit must be issued and construction commenced within 24 months from the
date of adoption of this Resolution and the Design Review will expire unless extended in
accordance
with the City Code. Acknowledged. 5. The Project shall at all times be constructed and operate
in compliance with all applicable regulations of the State, County, City and/or other
governmental
agencies having jurisdictional authority over the facility pertaining to, but not limited to, health,
sanitation, safety, and water quality issues. The Project shall maintain compliance
with all applicable requirements of the State, County, City and other governmental entities
having jurisdiction. Acknowledged. 6. Prior to issuance of any demolition, grading, or building
permit to implement this Design Review approval the Applicant shall obtain a “Zoning
Clearance” from the Community Development Director by submitting final plans for the
requested permit
to the Community Development Department for review to ascertain compliance with the
requirements of this Resolution. Acknowledged. 7. Agreement to Indemnify, Hold Harmless
and Defend
City as to Action Challenging Approval of Application and as to Damage from Performance of
Work Authorized by Design Review Approval. As a condition of this Approval, Owner and
Applicant
hereby agree to defend, indemnify and hold the City and its officers, officials, boards,
commissions, employees, agents and volunteers harmless from and against: a. any any and
all claims,
actions or proceedings to attack, set aside, void or annul any action on the subject application,
or any of the proceedings, acts or determinations taken, done or made prior to said
action; and b. any and all claims, demands, actions, expenses or liabilities arising from or in
any manner relating to the performance of such construction, installation, alteration
or grading work by the Owner and/or Applicant, their successors, or by any person acting on
their behalf. In addition, prior to any Zoning Clearance from the Community Development
Director,
Owner and Applicant shall execute a separate agreement containing the details of this
required Agreement to Indemnify, Hold harmless and Defend, which shall be subject to prior
approval
as to form and content by the Community Development Director. 122
5 Application No. MOD 10-0002; 14234 Saratoga-Sunnyvale Road B. COMMUNITY
DEVELOPMENT Acknowledged. 8. Previous conditions of approval, mitigation measures. This
resolution of approval
shall be considered an amendment to Planning Commission Resolution07-048 for those
changes and only those changes shown in Exhibit A and Exhibit B date stamped August 2,
2010.Except
as expressly modified in those Exhibits or in these Conditions of Approval, the Conditions of
Approval contained in Planning Commission Resolutions No. 07-048 and 09-029 shall remain
in full force and effect and the applicant shall comply with all such previously imposed
Conditions of Approval and environmental mitigation measures contained in the previously
approved
Mitigated Negative Declaration pursuant to Planning Commission Resolution No. 07-046.
Acknowledged. 9. Compliance with Plans. The facility shall be operated, located and
constructed
to include those features, and only those features, as shown on the Approved Plans
denominated Exhibit Exhibit "A" (with wainscoting added for street facing elevations of
buildings 2,
3, and 4 to match wainscoting materials on the adjacent side elevation), and color board
denominated Exhibit “B” date stamped August 2, 2010, incorporated by this reference,
together
with the minor changes specified in the four letter packet distributed by staff to the Planning
Commission as follows: letter dated May 23, 2007 from JSM Enterprises to John Livingstone;
two letters dated August 4, 2010 and August 9, 2010 from SummerHill Homes to Daniel
Kaypaghian; and letter dated August 11, 2010 from SummerHill Homes to Executive
Townhome Owners. All
proposed changes to the Approved Plans must be submitted in writing with plans showing the
changes, including a clouded set of plans highlighting the changes. Such changes shall be
subject
to the requisite prior City approval. Acknowledged. 10. Governmental entities. All applicable
requirements of the State, County, City and other Governmental entities must be met.
Acknowledged.
11. Building Department. Applicant shall comply with all building standards including any
improvements necessary to comply with the building code. Acknowledged. 12. City Arborist
Conditions.
Applicant shall comply with all City Arborist Conditions. Acknowledged. 13. Fire Agency
Conditions. Applicant shall comply with all Fire Agency Conditions. Acknowledged. 14. Santa
Clara
Valley Water District. Applicant shall work with the City Arborist, Public Works Department,
and Community Development Director to incorporate and comply with applicable SCVWD
standards
including Guidelines and Standards for Land Use near Streams and the SCVWD letter dated
August 3, 2010. 123
6 Application No. MOD 10-0002; 14234 Saratoga-Sunnyvale Road 124
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Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: March 3, 2011 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Kristin
Borel DIRECTOR: John Cherbone Public
Works Analyst SUBJECT: Motor Vehicle (MV) Resolution Restricting Parking on Prospect
Road RECOMMENDED ACTION: Move to adopt MV Resolution restricting parking on a
portion of Prospect
Road REPORT SUMMARY: The City was contacted by residents on Scully Avenue concerned
when making turns out of their street onto Prospect Road. Cars parked along Prospect at the
intersection
block the sight distance needed to make a safe turn from Scully onto Prospect. The Traffic
Safety Commission and Traffic Engineer reviewed the request at the January 13, 2011
meeting
and they determined that when cars are parked along Prospect it does not provide adequate
site distance needed to exit Scully Avenue safely. They recommend that 40 feet of “No
Parking”
be implemented on both the east and west sides of Prospect where it intersects with Scully
Avenue. In order to enforce the new No Parking restriction, it is necessary that the attached
Motor Vehicle Resolution be adopted by City Council. FISCAL IMPACTS: Approximately $250
in labor and materials is required for the City to post the sign. These improvements are paid
through the CIP which has a fund devoted to Traffic Safety. CONSEQUENCES OF NOT
FOLLOWING RECOMMENDED ACTION(S): The MV Resolution would not be adopted and
traffic conditions would continue
as is. ALTERNATIVE ACTION (S): None in addition to the above. 166
Page 2 of 2 FOLLOW UP ACTION(S): The sign will be installed and the Sheriff’s Department
will be notified of the new restriction. ADVERTISING, NOTICING AND PUBLIC CONTACT:
This item
was posted as a City Council agenda item and was included in the packet made available on
the City’s web site in advance of the meeting. A copy of the agenda packet is also made
available
at the Saratoga Branch Library each Monday in advance of the Council meeting and residents
may subscribe to the agenda on-line by opting in at www.saratoga.ca.us ATTACHMENTS: 1.
Memo
from Fehr & Peers 2. Map 3. MV Resolution 167
160 West Santa Clara Street, Suite 675, San Jose CA 95113 (408) 278-1700 Fax (408) 278-
1717 www.fehrandpeers.com MEMORANDUM Date: February 23, 2010 To: John Cherbone,
City of Saratoga,
Public Works Director From: Franziska Church/Sohrab Rashid Subject: Prospect Road/Scully
Avenue Intersection-Sight Distance Evaluation 1025-446-1 Fehr & Peers has completed an
evaluation
of sight distance at the Prospect Road/Scully Avenue intersection in Saratoga, California. A
resident brought this item to the attention of the Saratoga Traffic Safety Commission (TSC)
at the January 13, 2011 meeting. The resident indicated that when vehicles park on the south
side of the west leg of Prospect Road, they restrict visibility for vehicles turning left
out of Scully Avenue. After review of this issue, Fehr & Peers determined that looking to the
west, parking should be restricted on Prospect Road for 40 feet west of Scully Avenue to
improve the sight distance to meet minimum sight distance requirements based on industry
standards. standards. This memorandum summarizes the sight distance analysis at the
Prospect
Road/Scully Avenue intersection. BACKGROUND Prospect Road is an east-west, four-lane
major arterial that traverses the northern border of the City of Saratoga and connects Saratoga
Avenue
and Stelling Road. The posted speed limit near the Scully Avenue intersection is 40 miles per
hour (mph). Scully Avenue is a local street that connects Prospect Road to Larchmont
Avenue,
where it terminates. The Prospect Road/Scully Avenue intersection is a full access, side-street
stop-controlled intersection (i.e. Scully Avenue is stop-controlled). The Prospect Road/Scully
Avenue intersection is off-set from the Prospect Road/Larkin
A painted median island exists on Prospect Road between Clarkspur Lane
and Scully Avenue (west of the Prospect Road/Scully Avenue intersection). A short, 150-foot
two-way left-turn lane exists on Prospect Road between Scully Avenue and Larkin Avenue to
the east of Scully Avenue intersection. Bicycle lanes are striped along Prospect Road. On-
street
parking is permitted on both sides of the Prospect Road/Scully Avenue intersection.. The two-
way left-turn lane east of Scully Avenue provides westbound left-turn access from Prospect
Road for vehicles turning onto Scully Avenue. Additionally, there is an eastbound leftturn lane
to provide U-turn access to the homes on the north side of Prospect Road for the
approximately
700 feet between Clarkspur Lane and Scully Avenue. At the January TSC meeting, a resident
pointed out that sight distance is limited for drivers in vehicles turning left from Scully
Avenue when vehicles are parked on the south side of the west leg of the Prospect
Road/Scully Road intersection . Fehr & Peers conducted an evaluation to determine if the
intersection
meets industry design standards, with and without vehicles parked on the south side of
Prospect Road. 168
John Cherbone February 23, 2011 Page 2 of 4 SIGHT DISTANCE EVALUATION Sight
distance is evaluated to determine if a driver will have adequate visibility to enter a roadway
without resulting
in a conflict with traffic already on that roadway. In this case, adequate visibility should be
provided so that a vehicle traveling northbound on Scully Avenue and turning left onto
Prospect Road will not conflict with through traffic traveling eastbound or westbound on
Prospect Road. Additionally, a vehicle traveling eastbound or westbound on Prospect Road
should
be able to see a vehicle exiting Scully Avenue so that adequate time is available for the driver
to react and stop his or her vehicle, if needed. In accordance with Highway
Design Manual
(HDM, 2007) the minimum stopping sight distance required for vehicles turning left from Scully
Avenue to Prospect Road is 360 feet based on a design speed of 45 mph. Design speed is
typically five (5) mph hour higher than the posted limit, which is 40 mph on Prospect Road.
During a field visit, the sight distance was measured at the northbound approach of Scully
Avenue approximately nine (9) feet behind the stop bar for both the eastbound and westbound
directions. This distance from the stop bar is approximately where a driver would be located
when stopped and deciding when to turn. The available sight distance was measured to be at
least 440 feet for vehicles traveling eastbound on Prospect Road (see Figure1) when no
vehicles
are parked on the south side of Prospect Road. With a vehicle parked on the south side of
Prospect Road at the corner of the Scully Avenue intersection, the available sight distance
was measured to be 250 feet for vehicles traveling eastbound, as shown on Figure 2.
Therefore, the existing sight distance when cars are parked on Prospect Road is less than the
minimum
sight distance of 360 feet. Restricting parking for 40 feet from Scully Avenue (approximately
two car lengths) will improve the sight distance to more than the required 360 feet. As
shown on Figure 3, when no cars are parked on the south side of Prospect Road, the sight
distance to the east was measured to be at least 580 feet as vehicles travel westbound on
Prospect
Road. When a car is parked on the south side of Prospect Road, the sight distance to the east
was measured to be approximately 330 feet (as shown in Figure 4) and is less than the
minimum
sight distance of 360 feet. Restricting parking on the south-east side of the Prospect
Road/Scully Avenue intersection for 40 feet from Scully Avenue (approximately two car
lengths)
will improve the sight distance to more than the required 360 feet. CONCLUSIONS The 250-
foot sight distance for drivers on Scully Avenue looking to the west on Prospect Road when
vehicles
are parked on the south side of Prospect Road does not meet the minimum sight distance of
360 feet required by industry design standards. Restricting parking for 40 feet from Scully
Avenue (approximately two car lengths) will improve the sight distance to more than the the
required 360 feet.. Looking to the east, when vehicles are parked on the south side of
Prospect
Road, the 330-foot sight distance does not meet minimum required sight distance. Restricting
parking for 40 feet from Scully Avenue (approximately two car lengths) will improve the sight
distance to more than the required 360 feet. 169
John Cherbone February 23, 2011 Page 3 of 4 Figure 1: Prospect Road/Scully Avenue
Intersection Looking West (towards Clarkspur Lane Avenue) from Scully Avenue with no
parked vehicles
on the street Figure 2: Prospect Road/Scully Avenue Intersection Looking West (towards
Clarkspur Lane Avenue) from Scully Avenue with parked vehicles on the street 170
John Cherbone February 23, 2011 Page 4 of 4 Figure 3: Prospect Road/Scully Avenue
Intersection Looking East (towards Larkin Avenue) from Scully Avenue with no parked
vehicles on the
street Figure 4: Prospect Road/Scully Avenue Intersection Looking East (towards Larkin
Avenue) from Scully Avenue with parked vehicle on the street 171
0 30 60 120 180 240Feet Prospect Road Parking Restriction ± No Parking or Stopping
Anytime Prospect Road Scully Avenue Colby Avenue Viewridge Drive 172
RESOLUTION NO. MV-______ RESOLUTION IMPLEMENTING A NO PARKING OR
STOPPING RESTRICTION ON PROSPECT ROAD The City Council of the City of Saratoga
hereby resolves as follows: I. Based upon
an engineering and traffic study, the following parking restrictions shall be designated on
Prospect Road in the location specified below: NAME OF STREET LOCATION
RESTRICTION Prospect
Road Starting at the south west corner of Prospect where it intersects with Scully Avenue and
traveling west for forty feet (40’); and starting at the south east corner of Prospect where
it intersects Scully Avenue and traveling east for forty feet (40’). No Parking or Stopping
Anytime II. All prior resolutions and other enactments imposing a parking restriction at the
location specified above are hereby repealed to the extent of their inconsistency with the
restriction specified above. III. This resolution shall become effective at such time as the
signs and/or markings are installed. The above and foregoing resolution was passed and
adopted by the City Council of the City of Saratoga at a regular meeting held on the 3rd day of
March, 2011, by the following vote: AYES: NOES: ABSTAIN: ABSENT:
______________________________ Howard Miller, Mayor ATTEST:
____________________________ Ann Sullivan, City Clerk 173
174
Page 1 of 3 SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: John
Cherbone DIRECTOR: John Cherbone Public
Works Director Public Works Director SUBJECT: Landscaping & Lighting Assessment District
LLA-1; Resolutions initiating renewal of the District for FY 11-12. RECOMMENDED ACTION
(S): 1.
Move to adopt the Resolution describing improvements and directing preparation of the
Engineer’s Report. 2. Move to adopt the Resolution appointing the Attorney’s for the District.
REPORT
SUMMARY: Attached are two Resolutions the City Council must adopt to initiate the annual
process of renewing the Landscaping & Lighting Assessment District LLA-1 for the upcoming
fiscal
year beginning on July 1. A brief summary of each Resolution is as follows: 1. Resolution
describing improvements and directing preparation of the Engineer’s Report -This is the
Resolution
required under Streets & Highways Code Section 22622 to initiate the annual renewal process
for the existing assessment district for the ensuing fiscal year. The Resolution references
the proposed improvements to be provided by the district (Exhibit A), and directs the
preparation of the Engineer’s Report required under S&H Code Section 22565. 2. Resolution
appointing
Attorneys -This Resolution appoints the City Attorney’s office as the attorneys for the District
throughout the renewal process, and limits their fees in connection with this work to
$500. The provisions of SB 919 (The Proposition 218 Omnibus Implementation Act) adopted
by the State legislature in 1997, (Chapter 38, Stats. 1997), and which became effective on
July
1, 1997, will be implemented during the renewal process if necessary. Procedurally this means
that assessment ballots will be mailed to those property owners within the District whose
initial proposed assessments are either 1) higher than in any previous year and 175
Page 2 of 3 who have not previously voted on their assessments, or 2) higher than what was
authorized via balloting conducted in a previous year. As in previous years, ballots will be
separately tabulated at the close of the Protest Hearing for each Zone that may be voting.
Only those ballots returned by the close of the Protest Hearing will count towards determining
whether a majority protest exists. The following sets forth the tentative schedule for renewing
the District for FY 11-12: March 2 -Council adopts Resolutions directing preparation of
Engineer’s Report and appointing Attorneys. April 20 -Council receives Engineer’s Report.
Council adopts Resolution of Intention preliminarily approving Engineer’s Report and
assessments
and setting date and time for Protest Hearing. April 29 -Notices with Proposition 218 ballots
mailed to property owners, if required. May 4 -Notice of Protest Hearing published in Saratoga
News. May 18 -Notice of Protest Hearing published in Saratoga News. June 1 -Council
conducts conducts Protest Hearing per Gov’t. Code Sec. 53753. Ballots are tabulated at the
close of
the Hearing. If appropriate, Council adopts Resolution confirming assessments for FY 10-11.
June 25 -Backup date if needed. August 10 -Deadline for Engineer to transmit Assessment
Roll
to County Auditor. FISCAL IMPACTS: The costs associated with administering the
Landscaping & Lighting Assessment District are recovered via the assessments levied against
the properties,
which receive special benefit from the services provided through the District. A detailed
analysis of the proposed financing for the District in FY 11-12 will be provided in the
Engineer’s
Report. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): One or
both of the Resolutions would not be adopted. This would delay initiating the process to renew
the District for FY
11-12. 176
Page 3 of 3 ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION
(S): Work on the Engineer’s Report will begin. ADVERTISING, NOTICING AND PUBLIC
CONTACT: Nothing additional
at this time. Eventually, notices and ballots will be mailed to certain property owners as
required by law. Additionally, notices will be published in the Saratoga News as required.
ATTACHMENTS: 1. Resolution describing improvements and directing preparation of the
Engineer’s Report. 2. Resolution appointing Attorneys. 177
1 RESOLUTION NO. A RESOLUTION DESCRIBING IMPROVEMENTS AND DIRECTING
PREPARATION OF ENGINEER'S REPORT FOR FISCAL YEAR 2011-2012 CITY OF
SARATOGA LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT
LLA-1 RESOLVED, by the City Council of the City of Saratoga, California, as follows: 1. The
City Council did, pursuant to the provisions of the Landscaping and Lighting Act of 1972,
Part 2, Division 15 of the Streets and Highways Code of the State of California, conduct
proceedings for the formation of the City of Saratoga Landscaping and Lighting Assessment
District
LLA-1 and for the levy and collection of assessments for fiscal year 1980 -1981, and did, on
June 18, 1980, pursuant to proceedings duly had, adopt its Resolution No. 950-D, a
Resolution
Overruling Protests and Ordering the Formation of an Assessment District and the
Improvements and Confirming the Diagram and Assessments; 2. The public interest,
convenience and necessity
require, and it is the intention of said Council to undertake proceedings for the levy and
collection of assessments upon the several lots or parcels of land in said District, for the
construction or installation of improvements, including the maintenance or servicing, or both,
thereof, for the fiscal year 2011-2012. 3. The improvements to be constructed or installed,
including the maintenance or servicing, or both, thereof, are more particularly described in
Exhibit "A" hereto attached and by reference incorporated herein. 4. The costs and expenses
of said improvements, including the maintenance or servicing, or both, thereof, are to be made
chargeable upon said District, the exterior boundaries of which District are the composite
and consolidated area as more particularly shown on a map thereof on file in the office of the
Clerk of the City of Saratoga to which reference is hereby made for further particulars.
Said map indicates by a boundary line the extent of the territory included in said District and of
any zone thereof and shall govern for all details as to the extent of the assessment
district. 5. The Engineer of said City be, and is hereby, directed to prepare and file with said
Clerk a report, in writing, referring to the assessment district by its distinctive designation,
specifying the fiscal year to which the report applies, and, with respect to that year, presenting
the following: 178
2 a) plans and specification of the existing improvements and for proposed new
improvements, if any, to be made within the assessment district or within any zone thereof; b)
an estimate
of the costs of said proposed new improvements, if any, to be made, the costs of maintenance
or servicing, or both, thereof, and of any existing improvements, together with the incidental
expenses in connection therewith; c) a diagram showing the exterior boundaries of the
assessment district and of any zones within said district and the lines and dimensions of each
lot
or parcel of land within the district as such lot or parcel of land is shown on the County
Assessor's map for the fiscal year to which the report applies, each of which lots or parcels
of land shall be identified by a distinctive number or letter on said diagram; and d) a proposed
assessment of the total amount of the estimated costs and expenses of the proposed new
improvements, including the maintenance or servicing, or both, thereof, and of any existing
improvements upon the several lots or parcels of land in said district in proportion to the
estimated particular and distinct benefits to be received by each of such lots or parcels of land,
respectively, from said improvements, including the maintenance or servicing, or both,
thereof, and of the expenses incidental thereto. 6. The Office of the Public Works Director of
said City be, and is hereby, designated as the office to answer inquiries regarding any
protest proceedings to be had herein, and may be contacted during regular office hours at the
City Hall, 13777 Fruitvale Avenue, Saratoga, California 95070 or by calling (408) 868-1241.
* * * * * * * * The above and foregoing resolution was passed and adopted at an adjourned
meeting of the Saratoga City Council held on the 2nd day of March, 2011 by the following
vote:
AYES: NOES: ABSENT: ABSTAIN: ______________________________ Howard Miller,
Mayor ATTEST: ____________________________ Ann Sullivan, City Clerk 179
3 Exhibit A DESCRIPTION OF IMPROVEMENTS The design, construction or installation,
including the maintenance or servicing, or both, thereof, of landscaping, including trees,
shrubs, grass
or other ornamental vegetation, statuary, fountains and other ornamental structures and
facilities, and public lighting facilities for the lighting of any public places, including traffic
signals, ornamental standards, luminaries, poles, supports, tunnels, manholes, vaults,
conduits, pipes, wires, conductors, guys, stubs, platforms, braces, transformers, insulators,
contacts,
switches, capacitors, meters, communication circuits, appliances, attachments and
appurtenances, including the cost of repair, removal or replacement of all or any part thereof,
providing
for the life, growth, health and beauty of landscaping, including cultivation, irrigation, trimming,
spraying, fertilizing and treating for disease or injury; the removal of trimmings,
rubbish, debris and other solid waste; electric current or energy, gas or other illuminating agent
for any public lighting facilities or for the lighting or operation of any other improvements;
and the operation of any fountains or the maintenance of any other improvements. 180
RESOLUTION NO. A RESOLUTION APPOINTING ATTORNEYS FOR FISCAL YEAR 2011-
2012 CITY OF SARATOGA LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT LLA-
1 RESOLVED, by the City Council of the City
of Saratoga, California, that WHEREAS, the City Council has determined to undertake
proceedings for the levy and collection of assessments upon the parcels of land in the City of
Saratoga
Landscaping and Lighting Assessment District LLA-1 pursuant to the Landscaping and
Lighting Act of 1972 for the construction or installation of improvements, including the
maintenance
or servicing, or both, thereof for the fiscal year 2011-2012; and WHEREAS, the public interest
and general welfare will be served by appointing and employing attorneys for the preparation
and conduct of said proceedings; NOW, THEREFORE, IT IS ORDERED, as follows: 1. That
the law firm of Shute, Mihaly & Weinberger be, and it is hereby appointed and employed to do
and perform
all legal services required in the conduct of said proceedings, and that its compensation be,
and it hereby is fixed at not to exceed $500.00. * * * * * * * The above and foregoing resolution
was passed and adopted at an adjourned meeting of the Saratoga City Council held on the
2nd day of March, 2011 by the following vote: AYES: NOES: ABSENT: ABSTAIN:
______________________________
Howard Miller, Mayor ATTEST: ____________________________ Ann Sullivan, City Clerk
181
SARATOGA CITY COUNCIL MEETING DATE: March 2, 2011 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson PREPARED BY:
Cynthia McCormick, AICP DIRECTOR: Chris Riordan,
AICP SUBJECT: FY 2011/12 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND
COMMUNITY GRANT FUNDING APPLICATIONS RECOMMENDED ACTION: 1. Conduct the
Public Hearing and accept public testimony
presentations from applicants. 2. Make a decision regarding CDBG recommendations and
Community Grant allocations. 3. Approve a transfer of $118,172.77 in unused SHARP funds
and $26,000
in unused SHARP administration funds to the Unincorporated Housing Rehabilitation
Program. REPORT SUMMARY: Each year the City allocates Community Development Block
Grant (CDBG) and Community
Grant funding to community services and programs. CDBG proposals must comply with
federal and county requirements with priority given to projects that provide affordable housing,
rehabilitation
of affordable housing, and public services which primarily serve lower income clients. CDBG
funding has also been available for public improvements to ensure compliance with the
Americans
with Disabilities Act (ADA). The availability of 2011-2012 fiscal year CDBG funds was
publicized on the City Website and in the Saratoga News. As in past years, CDBG funding is
subject
to change and the final amount is expected to be announced prior to the beginning of FY
11/12 (July 1, 2011). The Council should recommend a contingency plan if the funding levels
change,
as expected. Last year, the funds increased. At that time, the Council decided to give the
additional public service funds to Saratoga Area Senior Coordinating Council (SASCC) and
allocate
the additional capital improvements funds to the ADA Accessible Signals program.
DISCUSSION: CDBG ADA Public Improvement Funding The total amount available for
affordable housing and/or
ADA projects is expected to be $85,697. Staff received an application from the Saratoga
Historical Foundation for $6,200 to design and install an ADA compliant ramp for the Saratoga
Museum Storage Building. The City of Saratoga Facilities Department is requesting $79,497
for ADA Compliance Program. The first phase of the project covers the cost of designing,
creating,
and installing ADA compliant signs in City of Saratoga buildings and facilities. The second
phase covers the cost of design, construction, and installation of ADA compliant public service
counters signs in City of Saratoga buildings and facilities. 182
Community Service Programs Overview Prior to the writing of this staff report, staff received
seven (7) applications for community service programs, for a total request of $73,677.85.
The City expects to receive approximately $31,900 for CDBG public service projects. Council
policy for Community Grant funding is to match CDBG Public Service funding. Thus, the total
amount available for community service programs would be approximately $63,800.00 and the
total funding shortfall would be $9,877.85. CDBG Public Service Funding Three applications,
totaling $54,164, are eligible for CDBG Public Service funding. The Saratoga Area Senior
Coordinating Council requested $34,000; West Valley Community Services (WVCS)
requested $15,164;
and Catholic Charities requested $5,000. The total amount estimated to be available for
CDBG public service projects is $31,900. In past years, the Council has distributed the entire
amount to one program while funding the other public service applicants with Community
Grant funds. This approach eliminates the cumbersome CDBG reporting requirements for the
other
applicants and decreases the amount of administration required by City staff to distribute
CDBG funds. The requested amount remaining to be carried over to the Community Grant
funding
program would be $22,264. Saratoga Community Grant Funding Saratoga’s Community Grant
funding helps programs that benefit Saratoga residents whether or not they meet CDBG
income requirements.
The four applications that are not CDBG eligible include requests for $9,288 from the Santa
Clara Family Health Foundation; $3,100 from KSAR; $2,125.85 from the Wildlife Center of
Silicon
Valley; and $5,000 from the Shady Shakespeare Theater Company. The total amount
requested from these four applications is $19,513.85. The total amount requested, including
the $22,264
carried over from CDBG public services project, is $41,777.85. The total amount available for
community grants would be $31,900.00 and the total shortfall would be $9,877.85. SUMMARY
OF APPLICATIONS Summaries of each application are listed below. Applications are
provided in Attachment 3. Additional information (e.g., audit, financial statements) is available
upon
request. Catholic Charities – Long Term Ombudsman Program Catholic Charities submitted a
proposal for continued support of the Long Term Ombudsman Program which provides
advocacy for
the rights of residents in long term care. The program serves 11,000 clients annually including
a minimum of 288 Saratoga residents which represent 2.6% of the total clients served.
The total cost of the program is $342,614. The requested funding is $5,000 which is 1.5% of
the total budget to operate the program. Catholic Charities has successfully leveraged funding
through donations and funding at the federal and local level. Catholic Charities continues to
apply for CDBG funding from the several other cities it serves. This program received grant
funding from Saratoga for the last 3 years. This program is eligible for both Community Grant
and CDBG Public Service funding. 183
SASCC -Adult Day Care Program Saratoga Area Senior Coordinating Council (SASCC)
submitted its annual proposal for continued support of the SASCC Adult Day Care Center
Program which provides
respite care and social activities for frail elders and their caregivers. The program serves 50
unduplicated clients annually including 25 Saratoga residents which represent 50% of the
total clients served. The total cost of the program is $256,000. The requested funding is
$34,000 which is 13.3% of the total budget to operate the Adult Care Center. SASCC has
successfully
leveraged funding through donations and annual fundraising efforts in addition to sliding-scale
fees. Last year, SASCC also received CDBG funding from the City of Campbell. This program
has received CDBG funding from Saratoga for the past 10 years. This program is eligible for
both Community Grant and CDBG Public Service funding. West Valley Community Services –
Food
Pantry and Emergency Rental/Utility Assistance West Valley Community Services (WVCS)
submitted a proposal for support of its Comprehensive Emergency Assistance Program which
helps clients
manage a financial crisis, maintain self-sufficiency, and find suitable housing and/or
employment, among other services. The program serves 611 clients annually including
approximately
67 Saratoga residents which represent 11% of the total clients served. The total cost of the
program is $214,349. The requested funding is $15,164 which is 7.1% of the total budget to
operate the program. WVCS has successfully leveraged funding through donations and
funding at the federal, county and local level. WVCS continues to apply for CDBG funding
from the several
other cities it serves. This program has received grant funding from Saratoga for the past 3
years. KSAR – Saratoga High School Media Arts Mentoring Program This program is eligible
for both Community Grant and CDBG Public Service funding. KSAR15, Saratoga Community
Access Cable TV Foundation submitted a proposal for continued support of the Saratoga High
School
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. The program will support 22 Saratoga students which is equal to 100% of the
students in the program. The estimated cost for student internship salaries is $5,600. The
requested
funding is $3,100 which is approximately 55% of the cost to fund student salaries. In-kind
donations include volunteer participation by KSAR board members and the time and costs
associated
with planning, review and coordination by Saratoga High School teachers. The program has
also received a grant from West Valley Solid Waste. This project is being considered under
the
Community Grant program. It is not eligible for CDBG funding since it does not primarily serve
low-income participants. Santa Clara Family Health Foundation Healthy Kids Program The
Healthy Kids Program provides comprehensive health coverage (medical, dental, vision, and
mental health) for children with immigration issues or those who are not eligible for Medi-Cal
or Healthy Families because their family income is too high to qualify, yet too low to pay for
health care or insurance. The program serves 6,155 clients annually including approximately
10 Saratoga residents which represent 0.16% of the total clients served. The total cost of the
program is $7,326,014. The requested funding is $9,288 which is 0.13% of the total budget
to operate the program. The Healthy Kids Program has applied for funding from various
sources including foundations and governmental agencies/programs. The program has also
applied for
funding from the several other cities it serves. This project is being considered under the
Community Grant program. It is not eligible for CDBG funding because health care premiums
are not an allowed expense. 184
Shady Shakespeare Theater Company The Shady Shakespeare Theater Company (SSTC)
submitted a proposal to help fund performances held in Sanborn-Skyline County Park. SSTC’s
2010 productions
of Much Ado About Nothing and The Merchant of Venice were attended by approximately
5,000 people including approximately 500 Saratoga residents which represent an estimated
10% of the
total guests. The total cost of the program is $90,000. The requested funding is $5,000 which
is 5.6% of the total cost of the program. This project is being considered under the Community
Grant program. It is not eligible for CDBG funding since it does not primarily serve low-income
participants. In addition to receiving funding from grants and future ticket sales, the
program has requested $18,000 from 4 organizations (including Saratoga). Wildlife Center of
Silicon Valley The Wildlife Center of Silicon Valley (WCSV) submitted a proposal for wildlife
care, rehabilitation and release, and wildlife education and outreach. Last year, Saratoga
residents brought in approximately 100 animals for WCSV services. This represents 2.5% of
the
approximately 4,000 injured, sick and orphaned local birds and mammals brought in annually.
The total cost of the program is $283,446. The requested funding is $2,125.85 which is 0.86%
of the total cost of the program. This does not include the cost associated with approximately
225 phone calls from Saratoga residents. This project is being considered under the
Community
Grant program. It is not eligible for CDBG funding since it does not primarily serve low-income
participants. Leveraging for the program includes grants, donations, fees, and investments.
CDBG Administrative Funding In past years, the City of Saratoga received $15,000 to
administer the CDBG program; however, the City will no longer receive this money. As
discussed at
the March 3 and April 7, 2010 City Council meetings, the Santa Clara County Executive’s
Office is retaining $75,000 in administrative funds that was previously dispersed to the Urban
County cities1 . Saratoga Housing Rehabilitation Program (SHARP) In the past few years the
City has not received any applications for SHARP funding despite outreach efforts at the West
Valley Community Services Center, the Saratoga Senior Center, the Saratogan Newsletter,
and the Saratoga Newspaper. Because no applications have been received, the City of
Saratoga has
retained $118,172.77 in SHARP funding since 2004 and 2005. HUD requires that CDBG
funding be spent in a timely matter and only allows communities to retain 150% of its annual
CDBG allocation.
The City currently maintains 232% of its annual allocation and is in jeopardy of losing future
funding in order to meet the HUD timeliness ratio. Staff recommends the City Council approve
a transfer of $118,172.77 in SHARP funds as well as $26,000 in SHARP administration funds
that has accumulated over the past several years. The SHARP program is currently
administered
by the Santa Clara County Housing and Community Development Department (HCD). The
funds would be transferred to the Unincorporated Housing Rehabilitation Program and be
available
for applicants to that program. However, any applications for housing rehabilitation in the City
of Saratoga would have priority, until the funds are expended. 1 Cities of Campbell,
Los Altos, Los Gatos, Morgan Hill, Saratoga, and the Unincorporated Area of Santa Clara
County 185
FISCAL IMPACTS: The CDBG funds for FY 2011/12 are federal Housing and Urban
Development funds administered by Santa Clara County and allocated to participating cities.
Under the Community
Grants program, Council policy is to match CDBG public service funds, which is estimated to
be $31,900 this year. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City’s FY 2011/12
CDBG allocation will remain with the County. ALTERNATIVE ACTION: NA FOLLOW UP
ACTION: 1. Forward Council’s CDBG recommendations to the County of Santa Clara and
execute contracts with
agencies receiving funding. 2. Approve a transfer of $118,172.77 in unused SHARP funds and
$26,000 in unused SHARP administration funds Unincorporated Housing Rehabilitation
Program.
ADVERTISING, NOTICING AND PUBLIC CONTACT: Staff sent a copy of the application to
past applicants and interested individuals in December 2010. The availability of grant funds
was publicized
on the City Website and in the Saratoga News in January 2011. Notice of the Public Hearing
was properly posted and published in the Saratoga News on February15, 2011. This item was
also posted as a City Council agenda item and was included in the packet made available on
the City’s web site in advance of the meeting. A copy of the agenda packet is also made
available
at the Saratoga Branch Library each Monday in advance of the Council meeting and residents
may subscribe to the agenda on-line by opting in at www.saratoga.ca.us. ATTACHMENTS:
Attachment
1 – Grant Request Worksheet Attachment 2 – Transfer Request Attachment 3 – Applications
186
Grant /Organization Grant Req. Chuck Emily Howard Jill Manny Concensus CDBG Public
Service Grants Grant Req Grant Recv Grant Req Grant Recv Grant /Organization SASCC
Adult Daycare $
34,000.00 ------35,000 $ 27,859.00 37,000 $ 28,550.00 SASCC Adult Daycare Catholic
Charities (see below) $ 5,000.00 ------5,000 $ -5,000 $ -Catholic Charities (see below) WVCS
(see below)
$ 15,164.00 ------15,164 $ -20,000 $ -WVCS (see below) TOTAL Requested/Allocated $
54,164.00 ------55,164 $ 27,859.00 62,000 $ 28,550.00 Total TOTAL Available $ 31,900.00
31,900 31,900
31,900 31,900 31,900 31,900 (Shortfall) /Excess $ (22,264.00) 31,900 31,900 31,900 31,900
31,900 31,900 2009/10 2009/10 2010/11 2010/11 Saratoga Community Grants Grant Req
Grant Recv
Grant Req Grant Recv Grant /Organization KSAR $ 3,100.00 -----4,617 $ 4,617.00 4,617 $
1,312.50 KSAR SCFHF Healthy Kids Program $ 9,288.00 ----SCFHF Healthy Kids Program
Shady Shakespeare
$ 5,000.00 -----2,500 $ 2,500.00 3,500 $ 687.50 Shady Shakespeare Wildlife Center $
2,125.85 --------4,212 $ 1,275.00 Wildlife Center SASCC ADC (carried over) $ 2,100.00 -----
7,141 $
7,141.00 8,450 $ 3,937.50 SASCC ADC (carried over) Catholic Charities (carried over) $
5,000.00 -----5,000 $ 5,000.00 5,000 $ 4,000.00 Catholic Charities (carried over) WVCS
(carried
over) $ 15,164.00 -----15,164 $ 15,164.00 20,000 $ 14,912.50 WVCS (carried over) 13,500 $
13,500.00 4,500 $ 687.50 Saratoga Foothill Club TOTAL Requested/Allocated $ 41,777.85 ----
--47,922
47,922 50,279 26,813 Total TOTAL Available $ 31,900.00 31,900 31,900 31,900 31,900
31,900 31,900 (Shortfall) /Excess $ (9,877.85) 31,900 31,900 31,900 31,900 31,900 31,900
TOTALS $ 73,677.85
------2011/12 Community Grant Requests 2009/10 2010/11 2011/12 187
CITY OF SARATOGA 13777 FRUITVALE AVEN
March 2, 2011 Judy Borah Office of Affordable Housing
Housing and Community Development 2310 North First Street San Jose, CA 95112 Re:
Transfer Request of SHARP Funds Dear Ms. Borah: Despite outreach efforts to various
community organizations
and media outlets, the City has not received any requests for SHARP funds in the past few
years. The City is aware of the HUD requirement to expend CDBG funding in a timely matter.
In
order to reduce the City’s CDBG timeliness ratio to an acceptable amount, it is necessary to
transfer these unexpended funds. I am writing to inform you that the City Council has
authorized
a request to transfer $118,172.77 in SHARP funds and $26,000 in unused SHARP
administration funds to the Unincorporated Housing Rehabilitation Program. The effect of this
transfer would
zero out accounts SA04-51 ($77,020.77), SA05-51 ($41,152.00), SA10-53 ($13,000), and
SA11-53 ($13,000). Please find attached the required form to process this transfer request. If
you
have any questions, please contact Cynthia McCormick at (408) 868-1230. Sincerely, Dave
Anderson City Manager Attachment: Cities/Towns Transfer Control Record 188
189
190
191
192
193
194
195
196
197
198
199
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION DATE: February 11, 2011 Please refer to the Application Instructions Sheet for
details on the following questions.
Please expand the form as needed. However, please limit your answers to one paragraph per
question. 1) Applicant Organization/Agency Name: KSAR15, Saratoga Community Access
Cable TV
Foundation Agency Address: 14000 Fruitvale Avenue, Saratoga, California, 95070 Executive
Director: Tom Moran, Chairman of the Board Phone: 408-741-2108 Fax: 408-867-9207 E-
Mail: ksar@ksar15.org
Agency is a Faith Based Organization: ____ Yes __X_ No 2) Program Title: KSAR -Saratoga
High School Media Arts Mentoring Program Program Address: 14000 Fruitvale Avenue,
Saratoga, California,
95070 Contact Person/Title: Bryan Knysh, Vice Chairman of the Board Phone: 408-205-4045
Fax: 408-867-9207 E-Mail: bryan@kidport.com 3) Amount requested for FY11/12: $3,100 4)
City of
Saratoga grant funds requested in the past: $8,716 City of Saratoga grant funds received in
the past: $6,209 5) Program description and number of unduplicated clients served: The
KSAR15
Saratoga High School Media Arts Mentoring Program will provide two activities for the 2011-12
school year: 1) Coordinate student volunteer and internship activities at KSAR: getting
students involved at KSAR and with KSAR programming (e.g., interviewing and camera work
at Saratoga community events, film editing, etc.). 2) Media careers: review resumes, video
reels/portfolios,
mock interviews and KSAR shadowing program for students to see studio operations.
Volunteer and Internship programs will support 10 students in the summer. Career support will
be provided
to 12 students per year. This is a comprehensive program in that it provides real world
experience through shadowing, volunteer activities and internships, and assists students in TV
career counseling through resume reviews, video reel reviews and mock interviews. 6)
Program purpose and objectives: This program will be designed to provide the Saratoga High
School
Media Arts Program students with real world television and broadcast experience. The
program will teach students key skills in TV production and give students the opportunity to get
involved in TV production through a volunteer and Internship program. Lastly, the program will
assist students in developing effective resumes and interview techniques to start a TV
broadcasting career. 200
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION 7) Program management: This program will be managed by Bryan Knysh, Vice
Chairman – KSAR Board of Directors
and KSAR staff member David Lee, Station Manager. Currently, all KSAR staff are part-time
employees. A KSAR staff member will coordinate the volunteer and internship programs. 8)
Agency
description and experience: KSAR15 Saratoga Community Access Television is a non-profit
organization responsible for operating the Public, Educational, and Government Access
channels
for the community of Saratoga. Under the guidance of the Saratoga Community Access Cable
Television Foundation, KSAR15 provides facilities, training, and support to members of the
community
who wish to use this medium for the free expression of ideas. KSAR seeks to inform, educate,
and entertain, and be available to all for the free expression of opinion. KSAR15’s mission
is to provide an energetic medium of communication for Saratogans to express and view the
diversified talents and interests within the community, being freely available to the Public,
their schools, and their Government. 9) Audit information: See attached. 10) Sources of funds
anticipated for this project: KSAR board involvement will be provided on a volunteer basis.
Saratoga High School teacher involvement will be covered by the Saratoga High School as
part of normal MAP activities. KSAR staff costs will be funded through this Saratoga
Community
Grant. KSAR has also received a grant from the West Valley Solid Waste JPA to create
recycling Public Service Announcements utilizing the interns. 11) Budget: Please use the
attached
worksheet. 12) Performance Measurements: Please use the attached worksheet. 13)
Outreach: KSAR is a community television station largely operated through the volunteer
efforts of Saratoga
residents. Volunteer efforts will continue to be a significant part of this program. In addition,
KSAR has direct support of the Saratoga High School Media Arts Program teachers. These
teachers will be involved in reviewing and approving all student programs developed and
delivered by KSAR. The teachers will also be involved in scheduling and coordinating MAP
student
involvement in the program. The program activities will be promoted by both KSAR15 and
Saratoga High School MAP, including publicity through Saratoga News. Several Saratoga
News and
Mercury News articles have highlighted the MAP program already, and we expect to get
continued coverage of the program. In addition, KSAR runs a weekly advertisement in the
Saratoga
News to promote its activities. This advertisement will on occasion 201
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION highlight this program. This promotion will benefit KSAR, Saratoga High
School, its students and the Saratoga
community at large through developing and maintaining a strong community access television
program. 14) Leveraging: This program is an extension of the KSAR video production and
volunteer
program in place today which is used to train and coordinate volunteer activities in the
production of KSAR television programming. As a community operated, non-profit
organization,
the majority of Saratoga programming on KSAR is developed through these volunteer
activities. KSAR board member participation in this project will be provided as volunteer work.
Saratoga
High School teacher time and costs in terms of planning, review and coordination with KSAR
will be covered by Saratoga High School as part of normal MAP activities. KSAR staff salaries
will be funded partially by this Saratoga Community Grant. A grant from the West Valley Solid
Waste JPA will also let the interns create high production value Public Service
Announcements
for wider distribution. 15) Cost /Benefit Analysis: Career counseling for 12 students, 160 hours
of summer internship for 10 students. 16) Target Beneficiaries: The target beneficiaries
of this program are the Saratoga High School Media Arts Program students. These students
are all Saratoga residents based on the Saratoga High School residency requirement. This
program
does not target any specific income level or social demographic, nor are we planning to solicit
such information from students involved in the program. 202
BUDGET AGENCY NAME: KSAR Date Prepared: 2/7/2011 PROGRAM NAME: Saratoga
High School Media Arts Mentoring Program The following budget covers KSAR staff hour
costs estimated for this
grant. It does not include volunteer or teacher effort associated with this program since these
costs are not covered by this grant. SPECIFIC ACTIVITIES BUDGET AMOUNT Can be
broken down
quarterly or annually (please specify) Media careers: Review resumes, review video
reel/portfolio, mock interviews during the 2011-2012 school year. volunteer Student volunteer
and internship
program – activity planning, coordinating and supervision. 16 hrs x 10 weeks x $35/hr summer
2011 = $5,600 less West Valley Solid Waste JPA grant of $2,500 $3,100 203
PERFORMANCE MEASUREMENTS AGENCY NAME: KSAR Date Prepared: 2/7/11
PROGRAM NAME: Saratoga High School Media Arts Mentoring Program PERFORMANCE
MEASUREMENT WORKSHEET GOAL: Prepare students
in the Saratoga High School Media Arts Program for a career in Television Production
OBJECTIVE (1): Assist students in preparing for job applications including: reviewing and
critiquing
resumes, reviewing and critiquing video reels/portfolios, mock interviews and KSAR
shadowing program for students to see studio operations. OUTCOME (1): Provide verbal and
written reviews
and critiques of student resumes, video reels and mock interviews for 12 students in preparing
job applications and interviewing for careers in television production. OBJECTIVE (2):
Establish volunteer and internship programs to provide students with hands on experience in
aspects of running a community access television station. Teach students the basics of
Community
Access programming including program scheduling, loading and timing shows and dealing
with producer’s questions. Teach students how to broadcast a new show OUTCOME (2):
Student made
video on the air. 204
PERFORMANCE MEASUREMENTS including the required paperwork and assisting new
producers. Students will learn how the KSAR Bulletin Board works, and how to design a
Power Point slide, convert
it to a JPEG file, and then convert the JPEG into a WMV file, and then load it onto the KSAR
video server for broadcast. The students will be shown all aspects of shooting a live show
in the KSAR Studio. The students will learn about three point lighting, how to program and run
the character generator, mike the talent, run the soundboard, operate a camera, and finally
how to direct the entire production. This will also include having the students shoot a KSAR
production of a local Saratoga event. The students will learn about the pre-production (writing
questions for the interviews, designing a story), production (shooting the event), and
postproduction (editing the event). 205
FY 2011-2012 CITY OF SARATOGA CDBG SUPPLEMENTAL Name of Applicant
Organization: Saratoga Area Senior Coordinating Council Name of Program: Saratoga Adult
Care Center Please complete
the following questions in addition to the Standard Application to determine additional
requirements for CDBG eligibility: 1. Please complete the following tables with the number of
recipients for each category: 2. How does the purpose and objectives of the proposed
program meet the Urban County’s CDBG funding objectives with regard to either the Urban
County Priority
Needs or the Urban County Non-Housing Community Development Needs as described in the
Consolidated Plan3? The purposes and objectives of SASCC’s Adult Care Program are
directly related
to the Urban County Non-Housing Community Development Needs which specify that there
are needs for supporting the operating expenses of organizations which provide supportive
services
“which address the needs of the frail elderly or persons with disabilities.” The critical need for
these aging focused services is discussed in the “Community for a Lifetime” Executive
Summary of the strategic plan co-sponsored by the City of San Jose and the County of Santa
Clara in February 2005: “In 2005, there were more than 200,000 older adults living in Santa
1 The Urban County includes the unincorporated portions of the County of Santa Clara and
the cities of Campbell, Los Altos, Los Altos Hills, Los Gatos, Monte Sereno, Morgan Hill, and
Saratoga. 2 Based on the attached FY 2010 HUD Income Limits for Santa Clara County 3 The
2005-2010 Urban County Consolidated Plan is available online at
http://www.saratoga.ca.us/by
clicking on the CDBG grant link under In The Spotlight on the right hand side of the webpage
Number of Unduplicated Beneficiaries City No. Campbell 5 San Jose 5 Sunnyvale 5 Los
Gatos
3 Monte Sereno 1 Santa Clara 2 Saratoga 25 Unincorporated Santa Clara County Outside the
Urban County1 Total unduplicated beneficiaries 46 Number of Urban County unduplicated
beneficiaries
at or below current county-wide median income2 Income Category No. 0-30% (Extremely low)
15 31-50% (Very Low) 8 51-80% (Low) 9 206
FY 2011-2012 CITY OF SARATOGA CDBG SUPPLEMENTAL Clara County. By 2020, this
number will double and older adults will represent more than 1 out of every 5 individuals in
SCC. By 2050
the average life expectancy is projected to be 87 years for women (currently 80) and 81 for
men (currently 74). SCC Supervisor Don Gage, in a 2007 community assessment, stated that
“By
2020, the number of people…who are 60 and older will have almost doubled….a growth rate 3
to 4 times faster than the county’s overall population. It’s important to determine the
needs…now
so we can ensure effective aging services are in place in the future.” Through our program we
work to prevent or delay institutionalization of the frail elderly, to enable them to remain
in their homes for as long as possible and to improve the quality of life for the participants and
their caregivers. The purpose of the Center is to meet the growing need for this service
which will only accelerate as the population ages. Independent studies show that by the year
year 2010, Santa Clara County’s population of individuals 85 years of age and over is
expected
to double resulting in an increased need for services such as ours. Our services apply to the
HUD Development Community Needs categories of Public Facility Senior Centers as our
program
is open to all and housed in a public Saratoga City public building and also to Public Senior
Services which is ranked as a “High” priority need. 207
FY 2011-2012 CITY OF SARATOGA CDBG SUPPLEMENTAL 208
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION DATE: 10 February, 2011 Please refer to the Application Instructions Sheet for
details on the following questions.
Please expand the form as needed. However, please limit your answers to one paragraph per
question. 1) Applicant Organization/Agency Name: Saratoga Area Senior Coordinating Council
Agency
Address: 19655 Allendale Ave. Saratoga, CA, 95070 Executive Director: Susan Huff Phone:
408-868-1255 Fax: 408-868-9546 E-Mail: shuff@sascc.org Agency is a Faith Based
Organization: No
2) Program Title: Saratoga Adult Care Center Program Address: 19655 Allendale Ave.
Saratoga, CA 95070 Contact Person/Title: Susan Huff, Executive Director Phone: 408-868-
1255 Fax: 408-868-9546
E-Mail: shuff@sascc.org 3) Amount requested for FY11/12: $34,000 4) City of Saratoga grant
funds requested in the past: $37,000 in 10-11; $35,000 in 09/10; $34,000 in 08/09; $33,000
in 07/08; $37,284 in 06/07; $36,288 in 05/06; $36,288 in 04/05; 36,737 in 03/04; $35,667 in
02/03; $35,500 in 01/02 City of Saratoga grant funds received in the past: $33,487 in 10/11;
$ 36,203 in 09/10; $32,000 in 08/09; $32,000 in 07/08; $33,000 in 06/07; $36,681 in 05/06;
$36,288 in 04/05; $35,366 in 03/04; $35,667 in 02/03; $34,500 in 01/02 5) Program
description
and number of unduplicated clients served: Saratoga Adult Care Center is a Social Adult Day
Program, which seeks to enhance the quality of life for area seniors via specific, ongoing
supportive services, made available to lower-income participants. The program serves
residents of Saratoga and the surrounding communities of Campbell, West San Jose and
Santa Clara.
Program participants require assistance to complete ADLs and IADLs (activities of daily living
and instrumental activities of daily living) in addition to supervision and care management
to promote safety, well-being, and longevity in their home environment. Participation in our
program promotes expanded opportunity for individualized socialization, structured activities,
physical activity and adaptive exercise, and care management and resources in regards to
difficult behaviors, nutrition, and personal care. Individual care plans are created for each
participant to optimize their benefits from participating in our program. In addition to these core
services, we provide support, respite, and resources to families and caregivers. The
program is open Monday through Friday from 8:30 a.m. to 5:30 p.m. to meet the needs of
caregivers who work outside the home or need respite for other reasons. Requests to help
fund this
program are made because it serves mostly very low to moderate-income seniors. Fees are
determined by an individual’s ability to pay, (i.e. a sliding scale), requiring supplemental funds
from outside sources. Adult Day Care Services are an ideal way to care for the needs of frail
209
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION seniors, often eliminating the need for institutionalized care, which can
substantially reduce the cost for
families and the community as a whole. On an average year the Saratoga ACC will serve 50
unduplicated clients and their families. An average of 50% reside in Saratoga. Additionally,
through our caregiver support meetings, resource visits, calls and emails we serve an
additional average of 300 community members each month with information, referrals and
resources.
6) Program purpose and objectives: The purpose of the Saratoga Adult Care Center is to
enhance the quality of life for Saratoga and surrounding area seniors via specific, ongoing
supportive
services, made available to lowerincome participants. The overall goal is to prevent or delay
the institutionalization of severely disabled adults & seniors, enable them to remain in
their homes for as long as possible, improve the quality of life for the participants; and to
improve improve the quality of life for caregivers via support and respite. These services
incorporate the following objectives: (1) Provide daily respite care to up to 22 frail and less
independent participants from the West Valley Area of Santa Clara County. (2) Prevent
or delay institutionalization of individuals who require considerable personal assistance. (3)
Provide socialization, instruction and structured activities such as exercise, crafts,
skill development and nutritious meals daily for the less independent elderly in a licensed care
facility. (4) Continue to facilitate caregiver support groups at a minimum of once monthly
in cooperation with the Alzheimer’s Association and provide similar support services to local
churches and civic organizations of the West Valley area. (5) Provide respite and improve
quality of life for caregivers and eliminate or delay the high emotional and financial cost of
custodial care. (6) Continue utilizing volunteer services to help contain Center costs.
(7) Maintain minimum minimum enrollment of approximately 380 participant days each month.
(8) Increase funding base through local resources, participant fees and fund raising events
in an effort to reduce dependence on City and county funding. Due to the low-income status of
the population served and the service-intensive nature of the program, becoming self-
supporting
is not feasible at this time. As stated above, the overall goal is to prevent or delay the
institutionalization of the frail elderly, enable them to remain in their homes for as long
as possible and improve the quality of life for the participants and their caregivers. This has
remained our goal throughout our programs history and previous Saratoga CBDG funds have
helped us 210
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION achieve and maintain that goal along with the high quality of service that we
provide to our clients. Our utilization
demonstrates and validates the need and demand for our unique services. Our
accomplishments over the past year, reached with the help of Saratoga CBDG funds are:
Supported all of
the Adult Care’s ongoing efforts mentioned above to support families and participants
Allowed for the continuous operation of all of our programs, including our exercise and music
programs, which are no longer subsidized by West Valley College. Helped us to avoid
further draws from our investment account. This will enable our funds to further grow to help
sustain
SASCC for the future. Helped us to maintain our social worker and support groups to further
assist families of Adult Care. Prevented any reduction of staff or staff hours, so we
could continue all of the programs and services for our clients. Allowed us to host more
social events for our members. 7) Program management: Both divisions, the Saratoga Adult
Care
Center and The Saratoga Senior Center are governed by the SASCC Board of Directors.
Additionally, the Executive Director is responsible for and works closely with both division
managers
and staff. A Program Manager and Assistant Program Manager/Social Worker are responsible
for the dayto-day operations of the Adult Care Center and report directly to the Executive
Director.
The Center employs two full-time and five part-time employees, (Program Manager/Social
Worker, Program Assistants, Assistant Program Manager) providing services of approximately
8,000
hours per year. The Program Management team oversees activities; the intake, care-planning,
and evaluation components, entertainment and projects. They are responsible for scheduling
all activities, special events and classes for the participants. They direct the center, lead many
of the activities and oversee the Administrative Assistant, Social Worker, and the
Program Assistants who also run activities and assist participants with projects, meals,
toileting and any other special needs that may arise. Along with the Executive Director and the
Social Worker, the Program Manager evaluates the needs of new potential clients, develops
care plans, maintains ongoing progress reports, and works with families. The program
provides
exercise routines, memory training and stimulation through travelogues, crafts, music, a
variety of entertainment, current events, discussions and directed conversation. Special
adaptive
exercises and physical skill training are focused on participants who need help with any
disabilities (e.g. stroke, aphasia, Parkinson’s). Healthy 211
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION snacks are provided and full nutritious meals are served daily prepared by the
Saratoga-Los Gatos Assistance
League. Volunteers and instructors assigned by West Valley College augment the activities
and help keep expenses at a minimum. All of the staff at the Saratoga Adult Care Center are
highly trained, each with many years of experience working with frail elders. Twenty volunteers
supplement the seven paid staff and provide between 600 to 800 hours of service annually.
The Executive Director, Program Manager, and Social Worker also maintain strong public
relations with local, county and state senior organizations and participate in required trainings.
They are involved with public speaking engagements, organizational networking and other
important community events. These efforts have resulted in a highly visible program where
there
is frequently a waiting list for prospective participants. 8) Agency description and experience:
The Saratoga Adult Care Center (ACC) is a major program component of the Saratoga Area
Senior Coordinating Council (SASCC) incorporated as a non-profit organization in 1979.
SASCC also operates the Saratoga Senior Center for more active, independent older adults.
Recognizing
the needs of the aging population, supported by a community assessment, SASCC opened
the Saratoga Adult Care Center in January of 1988 as the first facility in Santa Clara County
designed
and built specifically as an adult day care center. It provides much needed respite for
caregivers and promotes a higher quality of life for the participants at much less cost to both
family members and public agencies. The Saratoga Adult Care Center has steadily increased
in number of days open from two at the onset to five full days weekly by February 1994.
During
this time, the average number of families served monthly increased from 9 to 42 at any one
time, with well over 350 visits by participants each month. This increased utilization validates
the need and demand for the service. The center serves approximately 18 participants per
day. This assures each participant ample one-on-one time with our assistants and volunteers.
Participants come from
the surrounding areas of the West Valley Corridor, including Saratoga, Los Gatos, Santa
Clara, Campbell, San Jose, Mt. View, Sunnyvale and Cupertino. The Adult Care Center
provides licensed,
direct care and social adult daycare activities for severely disabled adults and less
independent seniors as well as resources, support and referrals to their caregivers. The
daily
program offers individualized and structured activities, adaptive exercise and movement taught
by West Valley College instructors and a retired physical therapist, entertainment and
education opportunities, basic health monitoring, assistance with daily tasks, and assistance
with personal care and hygiene. The nutrition program includes a lunch meal and two snacks.
Meals are prepared on-site with fresh, seasonal ingredients. We are able to provide low-sugar,
low-fat, and portion-controlled meals as necessary. Providing a nutrition program supports
health maintenance and a participant’s ability to 212
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION “age in place”; providing one meal during the day can reduce the burden
caregivers may feel in planning and
preparing meals. Individual care planning, family support and collaboration with healthcare
professionals and/or social service professionals is provided for participants and family
caregivers (“caretakers”). Additional services include family counseling through care plan
meetings, community resource referrals, and a monthly caregiver meeting to discuss care
strategies,
provide a forum for discussion about care-giving issues, and support caregivers in being
informed about care options. Collaboration with other community-based organizations, and
transportation
services through Outreach Para-transit maximize the benefit to our clients, family caregivers,
and community members. MISSION STATEMENT The purpose of the Saratoga Area Senior
Coordinating
Council is to provide quality services to local seniors of all ages, abilities, religions, social and
economic backgrounds. Our primary objective is to involve community groups and individuals
in senior related issues, to develop community responsibility, advocacy for problems facing our
aging population, to assure that the needs of older adults are met and to improve the
overall quality of their lives. 9) Audit information: The firm of LMGW, Certified Public
Accountants, performs annual audits and reviews (every other year) at a cost to our
organization.
Please find attached a copy of our last Reviewed Financial Statements for the year ending
June 30, 2010. 10) Sources of funds anticipated for this project:
_________________________________
SOURCE ESTIMATE STATUS Saratoga CDBG Grant $34,000 Submitted and Pending
Campbell CDBG Grant $ 4,000 Submitted January 28, 2011 Business Alliance Program
$10,000 Ongoing Fees $166,000
Ongoing St. Andrews $ 4,200 Receiving monthly checks Donations, Appeals $ 15,000
Ongoing Fundraising Events $ 17,000 Ongoing Total: $250,200213
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION 11) Budget: Please see the attached worksheet. 12) Performance
Measurements: Please use the attached worksheet.
13) Outreach: a) How SASCC informs Saratoga residents about its ACC program: To fulfill
SASCC’s Community Outreach Initiative the agency informs Saratoga residents about its
programs
through several different outreach methods. Approximately 750 copies of the agency’s
newsletter that details all of the activities and programs at SASCC is sent out 12 times
(monthly)
per year to each member household and an additional resource list of 100, including churches,
other senior centers, the local Chamber of Commerce, retirement communities and assisted
living centers, libraries, local businesses, and other nonprofits supporting seniors. The agency
also promotes its activities, programs and events through articles in the City Newsletter,
email and mail splashes, Saratoga Village Community Network, KSAR, the Saratoga News,
SASCC’s continually updated website at www.sascc.org, the Saratoga Recreation guide, and
Facebook.
SASCC has also updated and expanded its brochures (both divisions) for the public, which
describe its programs and outlines its history, mission and volunteer opportunities. The
brochure
is given out in response to all new inquiries. The Executive Director and members of our Board
of Directors and Advisory Committee also advocate and conduct outreach through networking
to a broad range of community organizations including Asian-American groups, Indian-
American groups, the Rotary Club, Kiwanis, Lions, the Saratoga Chamber of Commerce,
Healthcare libraries,
area recreation centers and retirement communities. In addition, our Director has aligned with
several peer organizations with the intention of collaborating for the benefit of seniors.
She is also reaches out to local schools to establish and grow inter-generational relationships.
SASCC as a whole and the ACC have been “adopted” many times by youth groups. The
target
groups for outreach include: Asian-American and Indian-American families which constitute
approximately 30% of the population of Saratoga are increasingly participating in the Senior
Center which provides the exposure that we need for ACC. Other elders in Saratoga that
are not SASCC members; Seniors that have joined SASCC but seldom participate in
activities
Family members of participants or potential participants. 214
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION Other senior-oriented organizations Schools Our staff works closely with
other like-agencies for referrals,
which is mutually beneficial. Local churches Another important method of outreach is the
many health screenings, free workshops and seminars that we host on a range of issues
including
legal matters, nutrition, flu shots, Eastern Medicine, vision and hearing screenings, insurance
matters, etc. In addition the agency hosts many social activities to appeal to a broad
range of interests. b) Additional outreach efforts SASCC will use to attract new Saratoga
residents and sources drawn on to implement this outreach: SASCC will continue to focus
on
reaching out to all prevalent ethnicities in the community. We have built a good relationship
with Indian-American community leaders and continue with our plans to better reach their
constituent elders. We will continue to distribute mailings to every household in Saratoga
Saratoga at least once per year. Through the funding from a generous restricted donation,
we have been able to develop a Marketing Plan which is allowing us to redesign our
brochures, flyers, and increase our mailings; therefore increased outreach. The agency
continues
to update the Member Resource Services program which provides a broader range of
assistance to seniors and their caregivers. Blue Ribbon Task Force: This is a group of 15
highly proven,
talented community leaders from a variety of backgrounds who are committed to help us in
special projects, fundraising and outreach. Last year we launched the Business Alliance
Program
(BAP). With this project we identify and align with local area businesses who are interested in
the welfare of the area seniors. The program is multi-leveled where a business owner may
choose to sponsor SASCC, offer discounts to its members, or both. We anticipate that the
efforts put into this program will grow over time into something of tremendous mutual benefit
to SASCC members and our business community. The added benefit will of course be a
growth in membership which will provide additional fees and exposure. Thus far, we have also
gained
$12,000 from this program. We will continue to focus on fewer but larger and more efficient
fund-raising events in 2011. c) The number of additional Saratoga residents ACC has served
since SASCC 215
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION applied for previous funding in 2008-2009: Nine new families from Saratoga
have been served since the application
for previous funding, along with the 12 that we continue to serve for a total of 21. 14)
Leveraging: a) Total Amount of Funding Requested from All Organizations This Year:
Organization
Date Funds Requested Amount Requested Percentage of Total Cost Saratoga CDBG
February 11, 2011 $34,000 12% Campbell CDBG January 28, 2011 $4,000 2% Health Trust
event September 2011
$1,000 1% Health Trust Care support* March 2011 $45,000 * 4% St. Andrews July 2011
$4,200 2% Dorothy Fund TBA $4,700 2% Rotary & Kiwanis TBA $6,000 2.5% These figures
do not include
letters of appeal or business sponsorships *this request will be very specific for program
expansion, and should it be granted, will not support overall operations, but will offset a
percentage of labor TBD. Estimate $10,000 b) Total Amount of Funding Received from All
Organizations Last Year: Organization Type of Funding Amount Received Percentage of Total
Cost
Saratoga CDBG Federal Grant $33,487 12% Matched Grant City of Saratoga $15,000(50%of
$30K) 6% Campbell CDBG Federal Grant $4,000 1.5% Lion’s Club Donation $800 < 1%
Deanza Kiwanis Donation
$600 < 1% St Andrews Donation $4,200 2% Health Trust Grant $1000 < 1% Dorothy Fund
Private donor Fund $6,500 2.5% These figures do not include letters of appeal or business
sponsorships
15) Cost /Benefit Analysis: We are requesting $34,000 to support a portion of the total
operating costs of the Saratoga Adult Care Center program. Per the attached budget,
operating
costs include salaries, benefits, member programs and classes, food, supplies, training,
audits, insurance, and 216
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION necessary licenses and memberships. With intensive volunteer and
fundraising efforts, this program creatively
stretches its revenues. The budget is tightly controlled and the Finance Committee, the Board
of Directors and the Executive Director review expenses monthly. Rent, utilities, and janitorial
services are provided in-kind by the City of Saratoga. The City’s support remains as a
significant factor in our organization’s success. In year 2009-10, 70% of the participants in the
Adult Care Center had low or very-low incomes. On average, their daily payments were
subsidized by $25.00. With the efficient use of limited resources, the cost of the program is
factored
at $12.30 per hour per participant. This is considerably less than in-home or nursing care ($22
per hour) for an individual who might otherwise require public support. Funds are requested
from the City of Saratoga to partially underwrite the programs ad services to our participants.
16) Target Beneficiaries: Saratoga Residents Served* Percentage of Total Clientele Low-
Income
Clients Served Percentage of Total Clientele 25 54% Saratoga: 17 Total : 32 Sarat: 53 % of
32 low income total Sarat: 68% of Total Saratoga clients *2009-10 The number of Saratoga
residents served was 25 out of a total of 46 clients or 54% of our total number of clients.
The total number of Low Income clients that we serve from all locations is 32 out of 46
or 70%. The total number of Low Income clients from Saratoga was 17 or 68% of our
Saratoga resident clientele, 53% of our total low income clients and 37% of our total clients.
Total
Program Cost projection Total Clients Served Cost Per Client Funding Requested Percentage
of Total Cost $256,000 (50 families unduplicated per year) $5,120.00 $34,000 12% 217
BUDGET AGENCY NAME: SASCC Date Prepared: 11 Feb. 2011 PROGRAM NAME:
Saratoga Adult Care Center SPECIFIC ACTIVITIES BUDGET AMOUNT PROPOSED
PROJECT ANNUAL OPERATING EXPENSES Personnel
$195,500 Fringe $5,400 Fundraising $4,700 Office Supplies $2,600
Communications/marketing $1,200 Printing and Advertising $1,000 Program instruction and
events $750 Program Supplies
$1,850 Program Food $22,050 Administration $3,900 Insurance $6,750 Audit $6,000
Equipment Maintenance & rental $800 Continuing Education/licensing $1,700 $254,200
PROPOSED PROJECT ANNUAL
OPERATING REVENUES CDBG funds $38,000 Program fees $166,000 Fundraising $17,000
Donations $25,000 St Andrews $4,200 Other TBDeveloped $4,000 $254,200 218
PERFORMANCE MEASUREMENTS AGENCY NAME: __SASCC______________ Date
Prepared: _11 Feb. 2011_______ PROGRAM NAME: _______Saratoga Adult Care
Center_____________ PERFORMANCE MEASUREMENT WORKSHEET
GOAL: The Adult Care Center seeks to enhance the quality of life for Saratoga Area Seniors
via specific, ongoing supportive services, made available to lower-income participants, to
help keep the frail adult in his/her home & community and to provide respite to caregivers,
regardless of income. OBJECTIVE (1): For FY 2010-2011 the Adult Care Center will provide
over
8,000 hours of paid services to a minimum of 50 participants (clients) over a one year period.
OUTCOME (1): To serve and improve the quality of life on a day to day basis for 50
unduplicated
clients and their families. OBJECTIVE (2): For FY 2011-2012 the Adult Care Center will
maintain a realistic balance of client days in each quarter to support programs. OUTCOME (2):
Maintain
client days at a minimum of 380 in each quarter. 219
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION DATE: February 10, 2011 Please refer to the Application Instructions Sheet for
details on the following questions.
Please expand the form as needed. However, please limit your answers to one paragraph per
question. 1) Applicant Organization/Agency Name: Santa Clara Family Health Foundation
Agency
Address: 210 East Hacienda Avenue, Campbell, CA, 95008 Executive Director: Kathleen M.
King Phone: 408.874.1998 Fax: 408.874.1995 E-Mail: kking@scfhp.com Agency is a Faith
Based Organization:
____ Yes _X__ No 2) Program Title: Healthy Kids Program Program Address: 210 East
Hacienda Avenue, Campbell, CA, 95008 Contact Person/Title: Emily M. Hennessy, Director of
Finance Phone:
408.874.1912 Fax: 408.874.1995 E-Mail: ehennessy@scfhp.com 3) Amount requested for
FY11/12: $9,288 4) City of Saratoga grant funds requested in the past: $7,264 City of
Saratoga grant
funds received in the past: $3,632 5) Program description and number of unduplicated clients
served: Healthy Kids enables low-income children in Santa Clara County to receive health
services they need for healthy development. Funded entirely through local public and private
sources, the program provides comprehensive health coverage (medical, dental, vision, and
mental health) for a population generally underserved – specifically, children with immigration
issues or those who are not eligible for Medi-Cal or Healthy Families because their family
income is too high to qualify, yet too low to pay for health care or insurance. In Santa Clara
County, there are roughly 7,300 children enrolled in Healthy Kids. Of these children, 10
children reside in Saratoga. Funds awarded from the City of Saratoga, would provide much-
needed health coverage to the uninsured children in its community.6) Program purpose and
objectives:
The purpose of the Healthy Kids program is to provide low-income, uninsured children with
health coverage. When Healthy Kids program and the Children's Health Initiative (outreach
and
and enrollment effort targeting uninsured children) began in January 2001, one in eight
children in Santa Clara County (13%) were uninsured. Now, this number has been reduced to
one
in 33 or 3%. Because of our success, other counties have replicated our program. Twenty-
three other counties within California have implemented some form of the Children’s Health
Initiative
and Healthy Kids program models. In essence, our primary objective is to raise as much funds
as possible to provide coverage to the children currently enrolled in the program. When we
were previously funded by the City of Saratoga, our objective was to keep as many Saratoga
children in the program. 7) Program management: 220
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION The Healthy Kids program is administered by Santa Clara Family Health Plan,
a community-based health plan that
administers health benefits for Medi-Cal and Healthy Families recipients. They have been
working in this capacity since 1996 and are well respected within the health community. Santa
Clara Family Health Foundation functions as a separate 501(c)(3) nonprofit organization that
raises funds for the Healthy Kids program, as well as other projects and programs of Santa
Clara Family Health Plan. The Foundation works closely with the Health plan to ensure proper
management and oversight of Healthy Kids as it relates to benefits, customer service, program
evaluation, and resource development. 8) Agency description and experience: The mission of
Santa Clara Family Health Foundation is to promote access to affordable, high quality health
care through resource development and outreach on behalf of the underserved members of
our community. In 2001, Santa Clara Family Health Plan (SCFHP), along with community
partners,
established Healthy Kids with core funding from public tobacco funds and funding from
SCFHP. The Foundation's primary focus for the past nine years has been on raising funds to
support
the Healthy Kids program and the Children’s Health Initiative in Santa Clara County. Note: The
Children’s Health Initiative is the extensive outreach effort throughout the County to
identify and assist parents of uninsured children in applying for health coverage for their
children through Medi-Cal, Healthy Families, or Healthy Kids. 9) Audit information: Please
find attached a copy of the Foundation’s management letter and audited financials for fiscal
year ending June 30, 2010. 10) Sources of funds anticipated for this project: FY 11-12 AB
495 $ 75,000 City of Cupertino 3,987 City of Mountain View 12,120 City of San Jose
1,000,000 County of Santa Clara 3,000,000 El Camino Hospital 75,000 FIRST 5 Santa Clara
County 1,622,718
The Health Trust 200,000 Lifeguard Charitable Fund 20,000 Lucile Packard Children’s
Hospital 50,000 Mission Community Fund -Santa Clara Family Health Plan Reserve 1,233,296
33,893 Total
Funding 7,326,014 Funding Source Individual Contributions 11) Budget: Please use the
attached worksheet. 12) Performance Measurements: Please use the attached worksheet.
221
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION 13) Outreach: Santa Clara Family Health Foundation’s School Outreach
Program coordinates outreach and enrollment
efforts within schools throughout Santa Clara County, including Saratoga. A regional
collaborative of school district staff, nurses, and administrators, along with community-based
organizations
serving families in Saratoga convene monthly to coordinate the hosting of school enrollment
events where parents of uninsured children can apply for health coverage through Medi-Cal,
Healthy Families, Healthy Kids, or Kaiser Child Health Plan. These outreach efforts are
ongoing and occur two to three times a year in and around the City of Saratoga. Since
applying
in 2007, the Healthy Kids program has served an additional 40 Saratoga children. 14)
Leveraging: FY 10-11 % of Total Date Requested AB 495 100,000 1.2% Ongoing Blue Shield
of California
Foundation 189,200 2.2% Apr 09 The California Endowment 250,000 2.9% May 09 City of
Cupertino 3,987 0.0% Jan 10 City of Milpitas 10,000 0.1% Jan 09 City of Mountain View
12,120 0.1%
Feb 09 City of San Jose 2,100,000 24.7% Jun 10 County of Santa Clara 3,000,000 35.2% Jun
10 The David & Lucile Packard Foundation 386,862 4.5% Jun 09 El Camino Hospital 75,000
0.9% Jul
10 FIRST 5 Santa Clara County 2,043,223 24.0% Jun 10 The Health Trust 200,000 2.3% Jun
10 Lifeguard Charitable Fund 20,000 0.2% May 09 Lucile Packard Children’s Hospital 50,000
0.6%
Jul 10 Mission Community Fund 8,000 0.1% Feb 10 SanDisk Corporation 20,000 0.2% Jul 10
Westly Foundation 25,000 0.3% May 09 20,000 0.2% ongoing Total Funding 8,513,392
Funding Source
Individual Contributions 222
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION Funding Source FY 09-10 % of Total Type of Funding AB 495 240,652 2.3%
Reimbursement Blue Shield of California
Foundation 567,600 5.3% Grant The California Endowment 500,000 4.7% Grant City of
Milpitas 10,000 0.1% CDBG City of Mountain View 12,120 0.1% CDBG City of San Jose
1,815,288 17.1% HNVF
Contract County of Santa Clara 3,000,000 28.2% Grant The David & Lucile Packard
Foundation 194,402 1.8% Grant El Camino Hospital 150,000 1.4% Grant FIRST 5 Santa Clara
County 2,888,027
27.1% Contract The Health Trust 500,000 4.7% Grant Lifeguard Charitable Fund 25,000 0.2%
Grant Lucile Packard Children’s Hospital 50,000 0.5% Grant Palo Alto Medical Foundation
600,000
5.6% Grant SanDisk Corporation 5,000 0.0% Grant Westly Foundation 10,000 0.1% Grant
Individual Contributions 27,000 0.3% Fundraising Fundraising Events 47,051 0.4%
Fundraising Total
Funding 10,642,140 15) Cost /Benefit Analysis: Total Program Cost Total Clients Served Cost
per Client Funding Request % of Total Cost $7,326,014 6,155 $1,190 $7,264 0.01% 16)
Target
Beneficiaries: Saratoga Residents Served % of Total Clientele Low-Income Clients Served %
of Total Clientele 10 1.6% 10 1.6% 223
BUDGET AGENCY NAME: Santa Clara Family Health Foundation Date Prepared: February
10, 2011 PROGRAM NAME: Healthy Kids Program SPECIFIC ACTIVITIES BUDGET
AMOUNT Healthy Kids Coverage (Ages
0-5) $1,622,718 Healthy Kids Coverage (Ages 6-18) 5,703,296 Total Healthy Kid Program
7,326,014 224
PERFORMANCE MEASUREMENTS AGENCY NAME: Santa Clara Family Health Foundation
Date Prepared: February 10, 2011 PROGRAM NAME: Healthy Kids Program
PERFORMANCE MEASUREMENT WORKSHEET GOAL:
Improve access to affordable health coverage for children so they are healthier and perform
better in school OBJECTIVE (1): Maintain 6,000 children (ages 0-18) enrolled in Healthy Kids
each month for the year (includes the 10 children residing in Morgan Hill that are enrolled in
Healthy Kids) OUTCOME (1): 6,000 extremely low-, very low-, and lowincome, uninsured
children
will receive access to health coverage through Healthy Kids. As a result, participants will have
improved access to affordable health coverage, which will enable them to improve their
overall health and miss fewer days of school. OBJECTIVE (2): Secure funding to provide
coverage to the children (ages 0-18) enrolled in Healthy Kids each month for the year
OUTCOME (2):
6,000 extremely low-, very low-, and lowincome, uninsured children will receive access to
health coverage through Healthy Kids, as determined by funding. As a result, participants will
have improved access to affordable, comprehensive health services. OBJECTIVE (3):
Conduct appropriate, effective outreach in the community to enable children currently enrolled
in Healthy
Kids maintain their coverage OUTCOME (3): 70% of Healthy Kids members retain their
coverage after the initial one-year period. As a result, participants will continue to have access
to health services. OBJECTIVE (4): Conduct appropriate outreach to identify uninsured
children and assist their parents in applying for health coverage OUTCOME (4): 3,000
uninsured children
apply for health coverage. As a result, children have access to health services that enable
them to become healthier. 225
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION DATE: February 11, 2011 Please refer to the Application Instructions Sheet for
details on the following questions.
Please expand the form as needed. However, please limit your answers to one paragraph per
question. 1) Applicant Organization/Agency Name: Shady Shakespeare Theatre Company
Agency Address:
PO BOX 520, Santa Clara, Ca 95052 Executive Director: Dinna Myers Phone: 408-569-0360
Fax: 408-986-9552 E-Mail: Dinna@shadyshakes.org Agency is a Faith Based Organization:
____ Yes __X__
No 2) Program Title: Shakespeare in Sanborn Park Program Address: 16055 Sanborn Road,
Saratoga, CA 95070 Contact Person/Title: Dinna Myers, Managing Director Phone: 408-569-
0360 Fax:
408-986-9552 E-Mail: Dinna@shadyshakes.org 3) Amount requested for FY11/12: $5,000.00
4) City of Saratoga grant funds requested in the past: Shady Shakespeare requested $2,500
in 2009
and $3,000.00 in 2010. City of Saratoga grant funds received in the past: Shady Shakespeare
was grateful to receive $2,500.00 in 2009 and $375.00 in 2010. 5) Program description and
number of unduplicated clients served: For the last 10 years, Shady Shakespeare Theatre
Company (SSTC) has produced performances of Shakespeare’s plays in the summer months
in Sanborn-Skyline
County Park in Saratoga. In 2011 we will be producing 22 performances of The Life and Times
of Henry V and A Midsummer Night’s Dream from July 29th – September 4th, Thursday
through
Sunday evenings at 7pm. Due to a critical lack of available funding from a broad spectrum of
sources, for the first time since 2001, we will be charging for tickets for adults 18 and
over to attend our performances. Adult ticket prices will range from $6.00 to $18.00 each.
However, kids 17 and under will continue to receive free admission. So a family of four can
still enjoy an evening of live theatre for as little as $12.00. While our core audience comes
primarily from Saratoga, Monte Sereno, Los Gatos, Cupertino, Campbell, Sunnyvale, and San
Jose, there are also a number of people who travel in from the East Bay, the Peninsula, Santa
Cruz County, and San Francisco. Many of these people come to Saratoga to shop or enjoy
dinner
at a local restaurant before making their way to Sanborn Park. Because SSTC strives to make
its work attainable to persons of all educational and cultural backgrounds, our audiences
mirror the diversity of the Silicon Valley itself. 30% of our audience are people of color. Our
services are of special interest to families who would not ordinarily be able to expose
their children to the magic of live theatre without our summer program. SSTC’s 2010
productions of Much Ado About Nothing and The Merchant of Venice were attended by
approximately 5,476
people, 812 of who were children under the age of 18. Since an unknown number of these
people see both productions, we estimate that the unduplicated number is approximately
4,500. 226
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION 6) Program purpose and objectives: Shady Shakespeare Theatre Company
seeks financial support from the City of
Saratoga in order to continue to offer FREE admission to our summer productions to youth
aged 17 and under in 2011. Our objective is to add to the cultural diversity of the city of
Saratoga
and offer its residents, and those of surrounding cities, affordable access to live theatre. In this
dismal economy, thousands of families will be counting on programs like ours to keep
art and culture affordable in our community. Previous funding from the City of Saratoga, and
other funders, has permitted us to focus energy on audience development. Last year SSTC
increased
its audience by 37%. We feel this shows both need and desire for our program in Saratoga.
Your support will allow us to continue to offer free admission to the more than 800 kids that
come and see our plays each summer and to continue to grow awareness of our programs
among the residents of Saratoga and bring people from other cities to discover or rediscover
The
Village and surrounding businesses. Our research shows that theatre companies that are able
to offer free or affordable arts access are either tied to a major university or supported,
in part, by the city in which they perform. We are asking the City of Saratoga to recognize that
the arts are part of a healthy cultural ecology and to embrace Shady Shakespeare as a
premier provider of performing arts experiences in Saratoga. 7) Program management:
Although SSTC continues to pay its artists and core staff members an honorarium for their
work, the
company is managed by a committed group of professionals who work far and beyond their
compensation to bring high-quality and innovative theatrical productions to the City of
Saratoga
each summer. The administrative staff are independent contractors who contribute of 10 – 20
hours per week of their time. The Artistic Director, Larry Barrott, is responsible for maintaining
artistic integrity and the quality of the experience for both the participants and the public. The
Artistic Director selects programming, chooses artistic staff, and oversees the artistic
ensemble. The Managing Director, Dinna Myers, is responsible for the business aspects of the
organization such as marketing and public relations, fundraising, grant writing,
volunteer development, and organizational development. The Membership Director, Vera
Sloan, is responsible for developing our membership program and providing benefits and
exceptional
experiences to our members and high-level donors. Fiscal and program oversight is provided
by the Board of Directors. In 2010, we were pleased to engage approximately 40 community
volunteers.
Their duties included set, prop, and costume construction, technical operation, fundraising,
marketing, concession sales, ushering, graphic and website design, and event management.
8) Agency description and experience: SSTC is a 501(c)3 nonprofit corporation committed to
providing Silicon Valley residents the opportunity to experience the performing arts and to
building community relationships through cultural participation. Our particular brand of theatre
demystifies the rich and challenging language of Shakespeare without dumbing it down,
bringing people from all walks of life together to enjoy one of the most significant playwrights
of all time. In addition to our summer Shakespeare Festival in Saratoga, SSTC also offers
experiential arts education through our Summer Shakespeare Camp for Youth and Teens, and
by bringing programs to the public schools. Dinna Myers and Sara Betts founded Shady
Shakespeare
in 1999. For the first three years, the company performed one play each summer in 227
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION a variety of locations in the South Bay and Peninsula and we charged for
tickets. In 2002, SSTC moved to Sanborn-Skyline
County Park in Saratoga and began making performances free to the public. Hats were
passed at the conclusion of each performance and giving has always been equal to $3.00 per
capita.
In 2005, SSTC expanded its programming to performing two plays in repertory. SSTC’s
mission is as follows. • Shakespeare: To be a proponent of the works of William Shakespeare
and to
make these works accessible to people from all walks of life. To be the voice of Shakespeare
in a modern society, and to bring the universal messages of his work to the people of the
Silicon Valley. • Artistry: To provide an environment that nurtures, fulfills, educates, and
excites theatrical artists while allowing them to further their artistic and personal goals.
To create experiences that push the envelope of theatrical performance, inspire audiences,
incite personal reflection, and challenge paradigms. • Strength: To maintain an artistic
organization
that enhances the quality of life in the Bay Area, is an asset to the community it serves, and is
valued by that community. To be the kind of organization that compels people to become
involved in and contribute to its workings. • Diversity: To encourage and demonstrate cultural
diversity by providing opportunities to all artists and volunteers without regard to race,
creed, or gender. To support economic diversity by making art available to people of all
economic and sociological backgrounds. 9) Audit information: Shady Shakespeare does not
have
a professionally prepared or audited Financial Statement. We have attached a Standard Profit
Loss Report and Balance Sheet for 2010 and an Annual Report produced by the California
Cultural
Data Project. 10) Sources of funds anticipated for this project: SOURCE AMOUNT STATUS
Individual Giving $20,000.00 $15,000 already received $5,000 uncommitted Corporate Giving
$7,000.00
$5,000 from SanDisk Corporation uncommitted. $2,000 in matching funds from employee
giving programs, committed. Government Support $5,000.00 City of Saratoga Community
Grant, uncommitted.
Foundation Support $8,000.00 $3,000 from Saratoga Rotary, uncommitted. $5,000 from Arts
Council Silicon Valley, uncommitted Earned Income from Special Events $6,000.00 Events
occur in
June, September, and November. Earned Income from Ticket Sales and Merchandising
$44,000.00 Related to our Spring Production of The Imaginary Invalid in San Jose and our
Shakespeare
in the Park Program in Sanborn Park in July – September. Total: $90,000 228
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION 11) Budget: Please see the attached worksheet. 12) Performance
Measurements: Please see the attached worksheet.
13) Outreach: SSTC markets its productions to Saratoga residents and to the entire Silicon
Valley in a variety of media. • SSTC website at http://www.shadyshakes.org, • Local event
websites
such as with Artsopolis, Gold Star, Eventbee, and online calendars with the Mercury News,
Metro, and Wave Magazines. • SSTC leverages Social Media such as Twitter and Facebook.
We have
1176 followers on Facebook and will be using their highly targeted paid advertising to
specifically attract Saratoga residents by zip code. • Monthly e-mail newsletters to our own list
using Constant Contact as our e-provider. • Print advertisements in Saratoga Community
News and other Community Newspapers • Direct mail campaign consisting of an oversized
postcard
to past attendees, proven arts buyers from other organizations, and random households in
Saratoga totaling 7,500 pieces. • Flyers are distributed by company members, volunteers and
various
organizations that support the arts. • Every attempt is made to engage the broadcast and print
media where possible through press releases and PSA’s to 288 media sources in a complex
database. 14) Leveraging: Thus far in 2011, SSTC has requested a total of $18,000 from 4
organizations (including this grant request), which is approximately 20% of our budget. In
addition
to this request for $5,000 from the City of Saratoga, we have completed the following
applications: • We applied to the Arts Council Silicon Valley on February 7th and expect to
receive
around $5,000.00 in June. • We applied to the SanDisk Corporation in January and hope to
receive $5,000 in March. • We have submitted a request to the Saratoga Rotary Foundation
for
$3,000.00, and expect to have announcement of award in March. The grants above are for
this program only. We also have applications pending with the Packard Foundation for a new
website,
US Bank Corp and Union Bank for funding for our education programs, and Seagate
Technologies for operational support. In 2010, only 12% of SSTC’s income was from grants
totaling $10,730.00.
We received $2,855.00 from the Arts Council Silicon Valley, $5,000.00 from SanDisk
Corporation, $375.00 from the City of Saratoga, and $2,500.00 from Applied Materials. 15)
Cost /Benefit
Analysis: Total Program Cost Total Clients Served Cost per client Funding Requested % Total
Cost $90,000 5,000 $18.00 $5000 5.6% 229
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION 16) Target Beneficiaries: Since we have not typically sold tickets, we have no
record of who attends our production
or where they live. We are only able to count people as they enter the theatre. We estimate,
based on our email and postal mailing lists, that approximately 5% of our unduplicated clients
served are Saratoga residents. Saratoga Residents Served % Total Clientele Low-Income
Clients Served % Total Clientele Estimated 500 5% 230
BUDGET AGENCY NAME: Shady Shakespeare Theatre Company Date Prepared: 1/1/11
PROGRAM NAME: Shakespeare in Sanborn Park SPECIFIC ACTIVITIES BUDGET
AMOUNT Can be broken down quarterly or
annually (please specify) Annual Artist Stipends -$20,000.00 Production Expenses -scenery,
costumes, lighting, props, sound, etc. -$27,000.00 Marketing and Publicity -$10,000.00 Rent
-$4,000.00 Insurance -$5,000.00 Administrative -$17,000.00 Fundraising -$7,000.00 TOTAL
EXPENSES -90,000.00 Grants and Corporate Giving and Sponsorships +20,000.00 Individual
Giving
+20,000.00 Special Event Fundraising – Gala, Poker Tournament, ArtsWalk +6,000.00
Earned Income – Concession Sales, Merchandising, Advertising Sales, Ticket Sales, +
44,000.00 TOTAL INCOME
+90,000.00 231
PERFORMANCE MEASUREMENTS AGENCY NAME: Shady Shakespeare Theatre
Company Date Prepared: 2/8/11 PROGRAM NAME: Shakespeare in Sanborn Park
PERFORMANCE MEASUREMENT WORKSHEET GOAL: SSTC’s
goal is to enhance the quality of life in Saratoga by providing low cost access to the performing
arts to its residents and residents of the Silicon Valley. OBJECTIVE (1): Our objective
is to provide 22 performances of two of Shakespeare’s plays free to the public in Sanborn
Park from July 29th – September 4th, 2011 for over 5,000 Silicon Valley Residents.
OUTCOME (1):
It is difficult to measure the intrinsic impact of the arts on the lives of our neighbors. How can
we quantify the effect on quality of life that comes from sitting under the stars with
one’s family and friends and sharing a cultural experience? How do we measure the value of
the arts in the lives of our kids and the impact they have on their future as students and
professionals and community members? We primarily gauge our success by the ever-growing
audience numbers, letters we receive from the public, and public reviews on Guidestar.com,
Artsopolis.com,
Facebook, and Yelp. OBJECTIVE (2): One of our strategic goals is to make Saratoga
residents aware of our programs and engage them as audience members and potential
volunteers. We expect
to lose some audience as a result of having to sell tickets. We hope to minimize loss and even
possibly grow overall attendance at our performances in 2011. OUTCOME (2): We are
seeking
to specifically increase the Saratoga and Monte Sereno segment of our audience by 10%.
Other indicators of success are an increase in volunteerism and donations by Saratoga
community
members, and increased support from local businesses in the form of advertising revenue and
in-kind donations. 232
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION DATE: February 7, 2011 Please refer to the Application Instructions Sheet for
details on the following questions.
Please expand the form as needed. However, please limit your answers to one paragraph per
question. 1) Applicant Organization/Agency Name: Wildlife Center of Silicon Valley Agency
Address:
3027 Penitencia Creek Road, San Jose, CA 95132 Executive Director: Anita Templer Phone:
408-929-9453 Fax: 408-928-5853 E-Mail: atempler@wcsv.org Agency is a Faith Based
Organization:
____ Yes X No 2) Program Title: Urban Wildlife Hospital and Rehabilitation; Environmental
Urban Wildlife Education Program Address: 3027 Penitencia Creek Road, San Jose, CA
95132 Contact
Person/Title: Anita Templer, Executive Director Phone: 408-929-9453 Fax: 408-928-5853 E-
Mail: atempler@wcsv.org 3) Amount requested for FY11/12: $2,125.85 4) City of Saratoga
grant funds
requested in the past: $4,000 in FY05/06, $4,000 in FY06/07, $4,212 in FY07/08, $4,212 in FY
08/09, $4,212 in FY 09/10, $4,212 in FY 10/11 City of Saratoga grant funds received in the
past: As requested in FY05/06 through FY09/10; $1,275 in FY10/11. 5) Program description
and number of unduplicated clients served: Each year, the Wildlife Center of Silicon Valley
(WCSV)
provides high quality hospital care and rehabilitation for more than 4,000 injured, sick, or
orphaned urban wildlife from throughout the South Bay. In 2010, Saratoga residents brought
100 animals, including three hawks, a deer, a Canada Goose, and two owls, to WCSV for
care. Additionally, WCSV responded to 225 telephone inquiries from Saratoga residents,
providing
them with pertinent information that helped to foster a healthy coexistence between the public
and the urban wildlife in their neighborhoods and served to increase the safety and well-being,
and improve the quality of life, of human and animal alike. 6) Program purpose and objectives:
The Wildlife Center of Silicon Valley (WCSV) is the only hospital facility in the South
Bay that provides hospital care, rehabilitation and, whenever possible, release for more than
150 species of sick, injured, or orphaned birds and small mammals. Environmental education
and assistance is provided by trained individuals who respond to telephone and e-mail
inquiries and also give age-appropriate presentations throughout the South Bay on a variety of
questions
and concerns related to urban wildlife. When wildlife issues are not appropriately addressed
and/or wildlife are removed from their natural habitat, it causes an unnatural imbalance
in the ecosystem and often results in additional problems for residential neighborhoods, such
as an overabundance or mice, rats and cockroaches. 233
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION 7) Program management: The Wildlife Center of Silicon Valley currently has
three full-time employees – an Education
and Outreach Coordinator who is responsible for responding to all phone, electronic and in-
person enquiries, off-site educational presentations, and volunteer recruitment; a Wildlife
Rehabilitation Supervisor who oversees all hospital care and rehabilitation activities; and an
Executive Director who manages day-to-day business operations. Additionally, WCSV
employs
two part-time animal care staff and a part-time administrative assistant who is also responsible
for animal intake which, during the peak season of March through September, numbers
between
60 and 100 animals per day. During the busy season, the hospital adds one additional part-
time staff person to its roster. Animal care is heavily dependent on more than 150 volunteers
who contribute over 30,000 hours each year. 8) Agency description and experience: The
Wildlife Center of Silicon Valley has been providing high quality care and rehabilitation for
urban
wildlife in the South Bay since 1993, specifically to the City of Saratoga since 1999, and is the
only wildlife hospital and rehabilitation facility available to more than 150 animal
species that share our communities. The Mission Statement of the Wildlife Center of Silicon
Valley is: “To provide high quality care and rehabilitation of injured, sick, and orphaned
wildlife within the Silicon Valley and surrounding communities.” 9) Audit information: The
Wildlife Center of Silicon Valley is not required to nor does it currently conduct an annual
audit. 10) Sources of funds anticipated for this project: The Wildlife Center of Silicon Valley is
primarily funded by individual donations and income from special events. We also receive
service fees from the nine cities whose residents avail themselves of and benefit from the
services we provide. Please see attached schedule. 11) Budget: Please see the attached
worksheet.
12) Performance Measurements: Please see the attached worksheet. 13) Outreach: The
Wildlife Center of Silicon Valley issues an informational magazine twice a year that is free of
charge
to the public; environmental education that often includes a non-releasable education animal,
is also provided through age-appropriate presentations in schools, community centers, fairs
and other public arenas. One such presentation, paired with a bird release, was made in 2010
at West Valley College. 14) Leveraging: The attached schedule shows actual sources of
funding
in 2010 and projected sources in 2011. 234
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION 15) Cost /Benefit Analysis: Saratoga Residents Served and % of total intake in
2010 Saratoga Telephone Inquiries
and % of total in 2010 2010 cost of total program Average cost per intake Saratoga benefit
received 2010/2011 Saratoga Funding 100 – 2% of total 225 – 4% of total $283,446 $55
$5,500
(not including outreach and telephone calls $1,275 (23% of intake benefit) 16) Target
Beneficiaries: We anticipate that at least 325 unduplicated Saratoga residents will receive
direct
benefit from our programs. 235
BUDGET AGENCY NAME: Wildlife Center of Silicon Valley Date Prepared: February 7, 2011
PROGRAM NAME: Urban Wildlife Hospital and Rehabilitation; Environmental Urban Wildlife
Education
SPECIFIC ACTIVITIES BUDGET AMOUNT Hospital and Rehabilitation Food, medicine,
enclosures, supplies 53,800 Facilities maintenance and security 11,200 Personnel 117,329
Education and Outreach
Tracks Magazine and other education materials 10,000 Personnel 80,503 Program Support
Personnel 41,282 Utilities 21,300 Other program support 54,411 TOTAL PROGRAM
EXPENSES (2011) $389,825
236
PERFORMANCE MEASUREMENTS AGENCY NAME: Wildlife Center of Silicon Valley Date
Prepared: February 7, 2011 PROGRAM NAME: Urban Wildlife Hospital and Rehabilitation;
Environmental Urban
Wildlife Education PERFORMANCE MEASUREMENT WORKSHEET GOAL: To provide
highest quality hospital care and rehabilitation to the injured, sick, and orphaned wildlife that
are brought to
the Wildlife Center of Silicon Valley. To conduct environmental urban wildlife education
programs that help area residents avoid and/or resolve potential human/wildlife conflicts and
develop an understanding of and respect for urban wildlife. OBJECTIVE (1): To provide
appropriate, humane, and effective hospital care and rehabilitation to at least 4,000 injured,
sick,
and orphaned wildlife that will be brought to our facility in 2011. OUTCOME (1): The rate of
return by wildlife patients to their natural habitat will be increased by 15%. OBJECTIVE
(2): To develop and train an education team that will provide informational presentations
throughout the South Bay, including Saratoga, serving to improve the relationship between
humans
and wildlife that helps to maintain a balanced ecosystem. OUTCOME (2): The number of
community events, school presentations, etc., will be increased by at least 15%, thereby
significantly
increasing the number of residents reached to 1,500. 237
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION DATE: January 31, 2011 Please refer to the Application Instructions Sheet for
details on the following questions.
Please expand the form as needed. However, please limit your answers to one paragraph per
question. 1) Applicant Organization/Agency Name: West Valley Community Services Agency
Address:
10104 Vista Drive Cupertino CA 95014 Executive Director: Naomi Nakano Matsumoto Phone:
408-255-8033x 301 Fax: 408-366-6090 E-Mail: naomin@wvcommunityservices.org Agency is
a Faith Based
Organization: ____ Yes X No 2) Program Title: Comprehensive Emergency Assistance
Program (CEAP) Program Address: 10104 Vista Drive Cupertino CA 95014 Contact
Person/Title: Sujatha Venkatraman,
Director Stability Support Services Phone: 408-255-8033 x 301 Fax: 408-366-6090 E-Mail:
sujathav@wvcommunityservices.org 3) Amount requested for FY11/12: $15,164 4) City of
Saratoga
grant funds requested in the past: $15,164 City of Saratoga grant funds received in the the
past: $15,164 5) Program description and number of unduplicated clients served: The
Comprehensive
Emergency Assistance Program (CEAP) provides Saratoga residents with lifeline case
management and emergency assistance services that help them manage their financial crisis;
enhance
and/or maintain their self-sufficiency status. In addition, wrap-around case management helps
access services they need in order to find suitable housing and employment
as well as community resources that help them address specific needs. CEAP will help protect
the most vulnerable citizens from food instability by ensuring lifeline access to nutritional
support that maintains their health and well being, which is instrumental for employment and
maintaining overall self sufficiency. The components of the CEAP are intended to provide
wrap-around services that clients can access at one location. Case Management: Case
management services are available to help link clients to various community resources and
providing
providing translation if needed. Case Managers complete the intake and assessment of
household needs, give referrals to appropriate services to meet such needs if they are not
available
in-house, and recertify clients as necessary (a minimum one recertification is needed per
year). As the case manager conducts the intake, additional programs such as food stamps,
discount
utilities and child care are discussed. If a client does not qualify for cash assistance, the case
manager makes appropriate referrals and helps the client consider other options as
necessary. Food Pantry: WVCS works to alleviate hunger by distributing more than 250,000
pounds of food each year to more than 4,000 individuals and families. All qualified clients will
have 238
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION access to the food pantry in order to supplement their needs and reduce
grocery expenses. Every visit to the
food pantry includes fresh fruit and vegetables, fresh bread, eggs, a source of protein, and
milk, sourced from Second Harvest Food Bank and generous donations from local grocery
stores
such as Safeway and Whole Foods. Emergency Cash Assistance: WVCS provides one-time
Emergency Financial Assistance to prevent evictions, and utility cutoffs. The goal is to stabilize
individuals and families during times of trouble and help them return to self-sufficiency. Rent
and utility assistance is provided 24 to 48 hours after approval, payable directly to
the vendor. Checks are never made payable to the client. Emergency cash assistance
qualification includes: proof of residency, income, identification, childrens birth certificates,
rental agreement and proof of emergency. Volunteer Income Tax Assistance (VITA): The
EITC/VITA Case Manager coordinates certified volunteers and on-site facilities to assist
clients
with preparing and filing their taxes. VITA works to ensure everyone in the community receives
all of the tax credits and deductions for which they are eligible. VITA helps taxpayers
obtain eligible tax credits and deductions, especially EITC, Child Tax Credit, Education Tax
Credits and Child Care tax deductions. Financial Education & Counseling: Because of the
neighborhood
they live in, credit history, or lack of access to transportation, low-income working families
often pay more for basic goods and services, including groceries, healthcare, financial
services, credit products, and insurance than families with higher incomes. Financial education
workshops and counseling are offered periodically to connect low-income working families
to targeted financial education on budgeting, spending, and credit that can help them to stay
within their monthly budgets. Mental Health Counseling: Research indicates that the
availability,
utilization, and quality of mental health services is particularly disproportionate among minority
and low-income people due to issues such as inadequate or no insurance, social stigma,
lack of or incorrect diagnosis by medical professionals, and limited access to care. Mental
health counseling is offered to clients with the focus on crisis management and emotional
stabilization. These services are offered on-site by a partner mental health agency. Raising A
Healthy Eater (RAHE): The RAHE program addresses the public health concern linking
poverty
to obesity and poor health. Through the RAHE program, parents and their children who
access the WVCS Food Pantry learn to plan for, shop for, and prepare healthy meals based
on the resources
available to them. The RAHE program teaches families the basic skills needed to make
healthy food choices for their families. Parent Workshops: In all communities, parents face
multiple
challenges that may inhibit their ability to effectively raise and support their children. To meet
their responsibilities, all parents need support from individuals, family-friendly
institutions, and caring communities. Free parent workshops are offered at WVCS to help
strengthen parents' capability to draw upon available resources for their own and their
children's
well-being. 6) Program purpose and objectives: For many individuals and families already
struggling, higher prices stretch budgets even more, and result in increasing requests for basic
human needs such as food, clothing, shelter, emergency financial aid, housing assistance,
and family support services. WVCS provides a variety of 239
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION services to prevent homelessness and hunger and serves as the only safety-
net agency in the West Valley for
individuals and families facing eviction, utility disconnections, and hunger. The CEAP provides
lifeline services to low-income families, seniors, and single adults living in Saratoga
by preventing hunger, eviction, and utility shut-offs. Qualified clients receive services as-
needed, resulting in more stable monthly situations and more stable lives. Wrap-around
services
are available to all WVCS qualified clients, which include mental health services, nutrition
classes, and special seasonal programs, incorporating an integrated approach to nutritional
and financial well-being. The -income
seniors, single adults, and families in the West Valley community have continued
access to basic human needs services, including access to an adequate quantity of quality
food and assistance with rent, deposit, or utility payment, and intends to improve the overall
community condition by providing outreach, direct services and case management through a
planned course of action. To meet the goal, major program provisions will ensure those
qualified
will receive: Utility and financial management assistance Rent and financial management
assistance Security deposits and financial management assistance Food and nutrition
information
�
�earn. This is measured by the elimination and/or reduction of requests by clients who
received financial assistance, and is tracked by case notes and phone call logs. Annual
budget
reviews
�
�and asset-building programs will be encouraged to assist with further savings.
-sufficiency components
�
�to long-term stability for each household and the
community overall. Food is a basic need and all CEAP clients qualify for food pantry
services, which can save a family of four, $200 to $300 per month in food costs. WVCS data
suggests that an increase in food pantry usage correlates with a decrease in financial
assistance
requests, as measured by daily food logs, case management, and client case notes for cash
assistance requests. WVCS created the Raising-A-Healthy Eater program as one way to
ensure our
clients regularly access the food pantry, thus thus decreasing financial hardship. Healthy and
kid friendly recipes and cooking demonstrations are focused on how to best prepare food
received from the food pantry, with each recipe and food tasting created from only ingredients
found in the food pantry.
-working
neighbors survive this economic crisis. 240
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION 7) Program management: To ensure thorough and comprehensive services to
extremely-low to low-income residents,
the
and identification for all adults, rental agreement, and
birth certificates for any children. Recertification is conducted annually. The management of
the CEAP is integrated and each staff member is cross-trained to ensure consistent and
quality
services. Employees and volunteers represent the clientele served and speak many of the
client languages. Three positions staff this project: Case Manager; Operations Manager; and
Program
Director. In-kind positions include San Jose State University Social Work Interns and
community volunteers. 8) Agency description and experience: WVCS provides a continuum of
basic needs,
family support and housing services through three different areas -Health, Home, and Heart.
Health -Provides Food, Clothing, & Nutrition Services WVCS works to alleviate hunger by
distributing
approximately 400,000
pounds of food each year to more than 4,000 individuals and families. WVCS receives
donations of food from Second Harvest Food Bank, local grocery stores and the community.
The Food
Pantry is staffed primarily by volunteers who bag and distribute more than $600,000 worth of
food to more than 2,000 families every year. Every week, income eligible households have
access to the WVCS Food Pantry at two locations in Cupertino and Los Gatos. Our
Community Access to Resources and Education (CARE) project is available to provide access
to valuable
health and nutrition resources during times of need. WVCS provides SNAP Food Stamps
eligibility pre-screening, cooking on a budget classes, one-on-one nutrition consultation and
other
services. Home -Provides Housing Assistance The Transitional Housing Program provides
supportive services and stable housing to 12 homeless men and 6 single mothers with a child.
Tenants
also receive budget coaching, case management and assistance to secure permanent
housing. Our Below Market Rate Housing (BMR) Program places over 200 low-income
households into affordable
rental housing units in Cupertino. The BMR program administers the affordable housing sales
program for the City of �
�Vista
Village Apartment Complex, permanent housing for low-income households. Heart
-Provides Family Support & Emergency Assistance Unexpected situations have the potential
to cause deep financial instability. WVCS provides onetime Emergency Financial Assistance
to
prevent evictions, utility cutoffs, transportation needs, 241
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION clothing vouchers and other basic needs. Case managers work closely with
families and individuals to determine
qualifications, needs and capability to stabilize. The goal is to stabilize individuals and families
during times of trouble and help them return to self-sufficiency. Ongoing financial
workshops are offered free of charge and provide valuable information on budgeting, credit,
and more. In addition, counseling services and legal consultation are provided from qualified
volunteer specialists and partner agencies. WVCS also coordinates special programs that
provide the distribution of Thanksgiving, spring, and holiday food baskets, back-to-
�
�
-a-rogram during December in collaboration
with various faithbased and community-based organizations. These special programs offer
families the
9) Audit information: The
date of the most recent audit is for the fiscal year ending June 30, 2010.
The following items were noted in the Management Letter: During out tests of indirect expense
allocations we found that some expenses were not allocated across functional areas/classes
in accordance with .
Expense allocations are being monitored �
�
During our tests of cost reimbursement invoices, billing to various grantors,
we noted that costs had been over-claimed, and in some cases costs were under-claimed.
A review/approval step has been added to the billing
process to ensure all invoices that are sent out to grantors reflect actual costs incurred. 10)
Sources of funds anticipated for this project: SOURCE AMOUNT STATUS City of Saratoga
15,164
Application Pending Other Cities 82,335 Application Pending Foundation 78,750 Committed
Community Donations 38,000 Secured Total: 214,249 11) Budget: Please see the attached
worksheet.
12) Performance Measurements: Please see the attached worksheet. 13) Outreach: WVCS
works closely with other community-based organizations serving Saratoga residents to provide
information
on WVCS programs and services. WVCS has long-standing relationships with United Way
Silicon Valley, Second Harvest Food Bank, local Rotaries, Kiwanis, Lions 242
FY 2011-2012 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD
APPLICATION clubs, Saratoga Ministerial Association and other services groups who assist
us in providing outreach for our
programs and services. WVCS also plans to engage our localFaith in Action (FIA) network, a
group of synagogues and churches in the community. We are working with MidPen Housing
and are
conducting workshops at their low income housing units in Saratoga through our Community
Access to Resources and Education (CARE) project. In addition, our CEAP information is
available
via 2-1-1 Santa Clara County, a free health and human service information and referral
number. Program information is also available on our website. WVCS also plans to work with
the
City of Saratoga to ensure that program information
�
�and schools. WVCS is also currently working
with West Valley College in developing a partnership that will allow us to promote our
services on their college campus. 14) Leveraging: SOURCE AMOUNT STATUS Saratoga
15,164 Application Pending Other Cities 82,335 Application Pending Foundation 78,750
Committed Community
Donations 38,000 Secured Total: 214,249 15) Cost /Benefit Analysis: 16) Target Beneficiaries:
Saratoga Residents served % Total Clientele Low-Income Clients Served % Total Clientele
67 11% 611 100% Total Program Cost Total Clients Served Cost per client Funding
Requested % Total Cost $214,249 611 $351 $15,164 2% 243
BUDGET AGENCY NAME: West Valley Community Services Date Prepared: January 25,
2010 PROGRAM NAME: Comprehensive Emergency Assistance Program (CEAP) SPECIFIC
ACTIVITIES BUDGET AMOUNT ANNUALLY
Can be broken down quarterly or annually (please specify) SALARIES Personnel Payroll Tax
and Benefits 7,488.00 1,800.00 OFFICE EXPENSE Telephone/Fax Travel Utilities 1,496.00
720.00
2,460.00 PROJECT EXPENSES Accounting 1,200.00 $15,164.00 244
PERFORMANCE MEASUREMENTS AGENCY NAME: West Valley Community Services Date
Prepared: January 25, 2011 PROGRAM NAME: Comprehensive Emergency Assistance
Program (CEAP) PERFORMANCE MEASUREMENT
WORKSHEET GOAL: To increase the self sufficiency for lower income Saratoga residents by
creating and/or maintaining household stability including preventing hunger, evictions, utility
shut-offs and homelessness and by providing information and referrals to public assistance
programs such as Food Stamps, SSI, SSID, Cal Works, and others. OBJECTIVE (1): Provide
food
on a weekly basis. OUTCOME (1): By June 30, 2012, 100% of qualified Saratoga residents
receiving food assistance will have food stability. 40 individuals will be served. OBJECTIVE
(2):
Provide rental and/or utility assistance on a onetime only basis. OUTCOME (2): By June 30,
2012, 80% of recipients will state that the assistance provided prevented eviction and/or utility
shut-off. 10 individuals will be served. 245