HomeMy WebLinkAbout06-07-2000 City Council Agenda Packet AGENDA
REGULAR MEETZN&
SARATOGA crry COUNCT_L
KEEP ONE YEAR
,TUNE 7, 2000
ADJOURNED TO CLOSED SESSZON - 6:30 P.M.
Conference with Legal Counsel - Anticipated Litigation - Znitiation of
Litigation Pursuant to Gov't. Code Sec. 54956.9(cc) (Four Potential
CaseS)
MAVOR"S REPORT ON CLOSED SESSZON
REGULAR MEETZNG - 7:00 P.M.. - C3:V~C THEATER/COUNC3:L
CHAMBERS AT 13777 FR~ALE AVENUE.
PLEDGE OF ALLEGTANCE
ROLL CALL
REPORT OF crry CLERK ON POSTZNG OF AGENDA
(Pursuant to Gov't. Code §49§4.2, the agenda for.this meeting was properly
posted on ~Tune 2, 2000)
COMMUNiCATiONS FROM COMM~:SSTONS & PUBI_I:C
Oral Communications on Non-Agendized Trams
Any member of the public will be allowed to address the City Council for up
to 3 minutes on matters not on this agenda.
Communications from Boards and Commissions - No~.e
Written Communications - None
Oral Communications - Council Direction to Staff
];nstruction to Staff regarding actions on Current Oral Communications
CEREMONZAL 1-rEMS
Appointment of Youth Commissioners.
Recommended Action: Approve Resolution of Appointment and
Administer Oath of Office.
CONSENT CALENDAR
2A. Review of Check Register.
Recommended Action: Note and file.
2B.
2C.
Approval of Council Minutes of:
May 9, 2000 & May 17, 2000.
Recommended Action: Approval of submitted minutes.
Approval of Planning Commission Actions Minutes of:
May 24, 2000.
Recommended Action: Note and File.
2E.
21:.
2H.
Approval of RFP for ProJect Management of Library Expansion
ProJect.
Recommended Action: Approve RFP.
Approve final map for two lots located at 20520 Verde Vista Lane.
Recommended Action: Approve map.
Authorization to purchase Brush Bandit wood chipper.
Recommended Action: Authorize purchase.
Declaration of surplus property and authorization to dispose of
same.
Recommended Action: Approve declaration and disposal.
Acceptance of Givens Family donation of $10,000.00 to Friends of
the Saratoga Libraries.
Recommended Action: Accept donation.
2
2T.
2,T.
21(.
PUBLIC
Approve request for waiver of Park Use Permit Fee of Wildwood
Park for the Saratoga Community Band Concert in the Park.
Recommended Action: Approve request.
Approval of Resolution authorizing the destruction of certain City
Records.
Recommended Action: Approve resolution.
B & N Development Company, Claimant; Claim No. 99-004.
Recommended Action: Reject claim.
HEAI~N&S
OLD
No public hearings scheduled for tonight's meeting.
BUSZNESS
J
Approval of Short Term Community Center and Senior Center
]:mprovements.
Recommended Action: Approve ]:mprovements.
Discussion of Saratoga Union School District compliance with ~une
4, :1999 cOrporative agreement.
Recommended action: Discuss compliance and direct staff to follow
up with outstanding issues with the school board.
Approve modifications to the RFP for architectural services for the
Saratoga Community Library expansion & renovation project.
Recommended action: Approve modifications to the RFP.
Discussion of Conditional Use Permit for Mountain Winery.
Recommended action: None.
NEW BLr~SNESS
7. WW~ Memorial - Request for $25,000.00 to fund memorial.
Recommended Action: Approve funding up to $3,000.00.
J
:tO.
City of 5oratoga Spring 2000 Cleanup Event Report Summary - Phil
Couchee, General Manager~Green Valley.
Recommended Action: Tnformational only.
Approval of a Professional Services Agreement with Greg G. ];ng &
Associates for landscape architecture services for Congress
Springs Park Tmprovement. Project, CZP No. 0002.
Recommended Action: Approve agreement.
Approval of additional Capital Projects for FY 00/0! Budget.
Recommended Action: Approve projects.
Approval of request from Lion's Club to Fund Two Sheriff's
Deputies for the ,Tuly 4th Saratoga Hometown Celebration.
Recommended Action: Approve request.
Consideration of request submitted by Saratoga Parent Nursery
School for Fee Waiver for :t0k run fund raiser.
Recommended Action: Deny Request.
CZ'TY ¢OUNCZL Z-rEMS
OTHER
cz-ry. MANA&ER'S REPORT
Ab~TOURNMENT
Tn 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 3§.~02-35.~04 ADA Title
4
~HEt)ULED ~ COUN~L MEE'T~NGS
~Tune 21, 2000
Special Closed Session
Administrative Conference Room
13777 Fruitvale
Avenue
8:30 a.m.-
12:30 p.m.
~Tune 21, 2000
Regular Meeting
Council Chambers
13777 Fruitvale Avenue
7:00 P.M.
,Tuly 5, 2000
Regular Meeting
Council Chambers
13777 Fruitvale Avenue
7:00 P.M.
~Tuly 6, 2000
Special Closed Session
Administrative Conference Room
13777 Fruitvale Avenue
8:30 a.m.-
4:30 p.m.
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: June 7, 2000
ORIGINATING DEPT.: City Manager
AGENDA ITEM
CITY MANAGER:~
PREPARED BY: City Clerk
SUBJECT: CEREMONIAL ITEM: APPOINTMENT OF YOUTH COMMISSION AND
OATH OF OFFICE
RECOMMENDED MOTION:
REPORT SUMMARY:
FISCAL IMPACT:
ADVERTISING, NOTICING
AND PUBLIC CONTACT:
CONSEQUENCES OF NOT
ACTING ON MOTION:
FOLLOW UP ACTIONS:
ATTACHMENTS:
That Council approve the attach resolution appointing the
following to the Youth Commission
Tannaz Altafi - Term ending October 1, 2001
James Ballingall - Term ending October 1, 2002
Valerie Farnum - Term ending October 1, 2002
Christina Siadat - Term ending October 1, 2002
Dan'ell Wu - Term ending October 1, 2002
Attached is the resolution appointing Tannaz Altafi, James
Ballingall, Valerie Famum, Christina Siadat, and Darrell Wu
to the Youth Commission. The Oath of Office will be
administered and signed by Commissioners.
None
Posting of the Council agenda.
Appointments will not be made to the Youth Commission.
Update Commissioner roster
A. Resolution of Appointment
B. Oath of Office
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPOINTING FIVE MEMBERS TO THE YOUTH COMMISSION
WHEREAS, four vacancies have been created in the Youth Commisison
resulting from the expiration of the terms of office of Tannaz Altafi, Valerie Farnum,
Kristi Kirwan, and Mark Weiner;
WHEREAS, a notice of vacancy was posted, applications were received,
interviews have been conducted, and it is now appropriate to fill those vacancies;
NOW, THEREFORE, BE IT RESOLVED, that the following appointments are
made for a term expiring October 2002:
Tannaz Altafi, Youth Commissioner (term expires 10/01)
James Ballingall, Youth Commissioner
Valarie Farnum, Youth Commissioner
Christina Siadat, Youth Commissioner
Darrell Wu, Youth Commissioner
The above and foregoing Resolution was passed and adopted at a regular meeting of
the Saratoga City Council held on the 7th day of June, 2000 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST:
Mayor
Cathleen Boyer, City Clerk
STATE OF CALZFORNI'A
COUNTY OF SANTA CLARA
I, Tannaz Altafi, do solemnly swear (or affirm) that ! will support and
defend the Constitution of the United States and the Constitution of the State of
California against all enemies, foreign and domestic; that ! will bear true faith
and allegiance to the Constitution of the United States and the Constitution of
the State of California; that ! take this obligation freely, without any mental
reservation or purpose of evasion; and that ! will well and faithfully discharge the
duties upon which ! am about to enter.
Tannaz Altafi, Youth Commission
Council Appointed: May 17, 2000
Subscribed and sworn to before me
this day of
,2000.
Cathleen Boyer, City Clerk
City of Saratoga
STATE OF CALZFORNZA
COUNTY OF SANTA CLARA
I, 3ames 8allingall, do solemnly swear (or affirm) that ! will support and
defend the Constitution of the United States and the Constitution of the State of
California against all enemies, foreign and domestic; that ! will bear true faith
and allegiance to the Constitution of the United States and the Constitution of
the State of California; that ! take this obligation freely, without any mental
reservation or purpose of evasion; and that ! will well and faithfully discharge the
duties upon which ! am about to enter.
.lames Ballingal, Youth Commission
Council Appointed: May 17, 2000
Subscribed and sworn to before me
this day of
,2000.
Cathleen Boyer, City Clerk
City of Saratoga
STATE OF CALI'FORNZA
COUNTY OF SANTA CLARA
I, Valerie Farnum, do solemnly swear (or affirm) that ! will support and
defend the Constitution of the United States and the Constitution of the State of
California against all enemies, foreign and domestic; that ! will bear true faith
and allegiance to the Constitution of the United States and the Constitution of
the State of Califom. ia; that ! take this obligation freely, without any mental
reservation or purpose of evasion; and that ! will well and faithfully discharge the
duties upon which ! am about to enter.
Valerie Farnum, Youth Commission
Council Appointed: May 17, 2000
Subscribed and sworn to before me
this day of
,2000.
Cathleen Boyer, City Clerk
City of Saratoga
STATE OF CALI'FORN1'A
COUNTY OF SANTA CLARA
]~, Christina Siadat, do solemnly swear (or affirm) that ! will support and
defend the Constitution of the United States and the Constitution of the State of
California against all enemies, foreign and domestic; that ! will bear true faith
and allegiance to the Constitution of the United States and the Constitution of
the State of California; that ! take this obligation freely, without any mental
reservation or purpose of evasion; and that ! will well and faithfully discharge the
duties upon which ! 'am about to enter.
Christina Siadat, Youth Commission
Council Appointed: May 17, 2000
Subscribed and sworn to before me
this day of
,2000.
Cathleen Boyer, City Clerk
City of Saratoga
STATE OF CALI~FORNZA
COUNTY OF SANTA CLARA
I, Darrell Wu, do solemnly swear (or affirm) that ! will sUpport and defend
the Constitution of the United States and the Constitution of the State of
California against all enemies, foreign and domestic; that ! will bear true faith
and allegiance to the Constitution of the United States and the Constitution of
the State of California; that ! take this obligation freely, without any mental
reservation or purpose of evasion; and that ! will well and faithfully discharge the
duties upon which ! am about to enter.
Darrell Wu, Youth Commission
Council Appointed: May 17, 2000
Subscribed and sworn to before me
this day of
,2000.
Cathleen Boyer, City Clerk
City of Saratoga
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: June 7, 2000
ORIGINATING DEPT: Administrative Services
AGENDA ITEM
CITY MANAGER: ~_~._~_Qa_~_ (4 ~,~~
SUBJECT: Approval of Check Register
RECOMMENDED ACTION(S): Note and file.
REPORT SUMMARY: Attached is the check register.
FISCAL IMPACTS: None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): None
ALTERNATIVE ACTION(S): None
FOLLOW UP ACTION(S): None
ADVERTISING, NOTICING AND PUBLIC CONTACT: None
ATTACHMENTS: Check Register Certification.
IFund# Fund Name Date Manual Void Total
116100 Checks Checks
A81762 - 81875
1 GENERAL 93,383.01
100 COPS-SLESF
110 Traffic Safety
150 Streets & Roads 243,821.98
160 Transit Dev
170 Hillside Repair
180 LLA Districts 4,198.82
250 Dev Services 7,365.15
260 Environmental 34,051.26
270 Housing & Comm
290 Recreation 10,069.37
292 Facility Ops 1,054.50
293 Theatre Surcharge
300 State Park
310 Park Develpmt
400 Library Debt
410 Civic Cntr COP
420 Leonard Creek
700 Quarry Creek
710 Heritage Prsvn
720 Cable TV
730 PD fr2
740 PD #3
800 Deposit Agency 3,596.70
810 Deferred Comp
830 Payroll Agency
990 SPFA
ISubtotal 397,540.79
PAYROLL CHECKS: B25529 - 25567
TOTAL
Prepared by:
53.59 (1,568.44)
53.59
Date:
(1,560.44)
Approved by:
Apr-99
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EXECUTIVE SUMMARY NO.
MEETING DATE: June 7, 2000
ORIGINATING DEPT.: City Manager
SARATOGA CITY COUNCIL
AGENDA ITEM:
CITY MANAGER:
PREPARED BY: City Clerk
SUBJECT: APPROVAL OF COUNCIL MEETING MINUTES
RECOMMENDED MOTION: That Council approve the minutes as submitted.
REPORT SUMMARY:
Attached are the draft minutes of the adjourned Council
meeting of May 9, 2000 and regular Council meeting of May
17, 2000.
FISCAL IMPACT:
None
ADVERTISING, NOTICING Posting of the Council agenda.
AND PUBLIC CONTACT: None
CONSEQUENCES OF NOT
ACTING ON MOTION:
None
FOLLOW UP ACTIONS:
Retain for original record.
ATTACHMENTS: Draft Minutes.
M]:NUTE5
SARATOGA c'r'l-y COUNC'rL
AD,TOURNED MEET]:N6
MAY 9, 2000 .
The City Council of the City of Saratoga met in a scheduled adjourned Council
meeting on May 9, 2000 at the Adult Care Center, 19655 Allendale Avenue.
The meeting was called to order at 7:00 p.m. and Councilmember 5trait led the
Pledge of Allegiance.
BAKER moved Councilmember Strait be appointed Mayor Pro Tern,
seconded by- Waltonsmith and carried with MEHAFFEY and BOGOSIAN
absent.
ROLL CALL
PRESENT:
ABSENT:
ALSO PRESENT:
Ann Waltonsmith, Evan Baker, Nick Strait
`Tohn Mehaffey & 5tan Bogosian
Bill Norton; Interim City Manager
Cathleen Bayer, City Clerk
Carol Ann Butler, Interim City Clerk
Mary ,To Walker, bit. of Administrative Services
,Toan Pisani, Director of Recreation
Paula Reeve, Administrative Analyst
Greg Mibno, Teen Coordinator
REPORT OF crl-y CLERK ON POST~NG OF AGENDA FOR MAY 9, ZOO0.
Cathleen Bayer, City Clerk reported that pursuant to Government Code Section
54954.2, the agenda for the meeting of May 9, 2000 was properly posted on May 5,
2000.
COMMUNICATIONS FROM COMMISSIONS & PUBL]:C
No items received.
City Council Minutes
May 9, 2000
CEREMONIAL ITEM5 - 7:10 P.M.
1. APPOINTMENT OF PUBI.IC SAFTEY COMMISSIONERS AND LIBRABRY
EXPANSION COMMITTEE MEMBER AND OATH OF OFFICE.
T~'I'LE OF RESOLUTION 00-026:
RESOLUTION OF APPOINTMENT AND ADMINISTER OATH OF
OFFICE TO THE PUBLIC SAFTEY COMM[$SlON.
STAFF RECOMMENDATION
That Council approve the Resolution of the City Council of' the City
Saratoga Appointing Four Members to the Public Safety Commission.
of
BAKER moved adoption of Resolution 00-026, seconded by WALTONSMITH
and carried with Mehaffey and Bogosian absent
Cathleen Bayer, City Clerk, administered the Oath of Office to the following
newly appointed commissioners:
Francis Anderson
Thomas Edel
Paige McClellan
TTTLE OF RESOLUTION 00-027:
RESOLUTION OF APPOINTMENT AND ADNLINISTER OATH OF
OFFICE TO THE LIBRABRY EXPANSION COMMITTEE MEMBER5
STAFF RECOMMENDA'I'ZON:
That Council approve the Resolution of the City Council of the City of
Saratoga Appointing Four Members to the Library Expansion Committee.
BAKER moved adoption of Resolution 00-027, seconded by WALTONSMITH
and carried with Mehaffey and Bogosian absent.
Cathleen Bayer, City Clerk, administered Oath of Office to the Library
Expansion Committee at the Committee meeting earlier that evening.
2
City Council Minutes
2. COMMENDATION FOR bR. MARZANNE
SARATOGA COMMUNZTY PRESCHOOL.
o
MaY 9, 2000
$WAN, DTRECTOR OF
STAFF RECOMMENbA TT. ON
That Council approve the commendation..
Mayor Pro Tern 5trait read the commendation.
Dr. 5wan was not present at this time, however Vice Mayor Mehaffey will
present the commendation to Dr. 5wan on May 3Z't, at a honorary luncheon.
COMMENDATION FOR GARY WOLF, OUTGOZNG FTNANCE
COMM]~SS]:ONER.
STAFF RECOMMENDA'IZ[ON:
That Council approve the commendation.
BAKER moved approval of the commendation, seconded by WALTONSM];TH
and carNed with Mehaffey and Bogosian absent.
Mr. Wolf was not present to receive his commendation.
PROCLAMATION RECOGNZZING "MTLLZON MOM MARCH".
STAFF RECOMMENDA TT. ON:
That Council approve the commendation.
BAKER moved approval of the proclamation, seconded by WALTONSMITH
and carried with Mehaffey and Bogosian absent.
Mayor Pro Tern Strait presented the proclamation to Cyndy Thomas
who read the purpose of the "Million Mom March".
City Council Minutes
NEW BUISNE$$ .
5. SALES TAX BU$];NE$$ D:ESTRICT
Moy 9, 2000
STAFF RECOMMENDATION:
Accept and file report.
Bill Norton, Interim City Manager, presented staff report explaining sales
tax by gao area.
BAKER moved approval to accept report and file, Seconded by
WALTONSMITH and carried with Mehaffey and Bogosain absent.
JOINT MEETING WITH YOUTH COMMISSION
PRESENT:
`Toan Pisani, Recreation Director
Greg Milano, Teen Coordinator
Youth Commissioners (See overview list)
Members of the Youth Commission introduced themselves including
name of school and grade they represented. The following
commissioners spoke about a brief overview of the year:
.Ten Levin
After School Programs at the Warner Hutton
House. Described various activities and
attendance.
Mieka 5ywak
Tannaz Altafi
Volerie Fornum
Abhik Pramanik
Described various promotions and publicity.
Talked about the dances that they have
sponsored and upcoming events.
Talked about the day trips they have sponsored
to Sugar Bowl and Bear Valley Ski Resort.
Talked about the Warriors and 49er Trips.
City Council Minutes
,Tackle Luskey
Kristi Kirwan
,Tomes Atkin
Kristi Kirwan
May 9, 2000
Described the restaurant fundraisers. They
have averaged about $.500.00 per event and will
continue to hold them next year.
Talked about the concerts they have sponsored.
Attendance has been average of 100 people of
various ages and schools.
Described the "Safe Ride" program.
Represented Saratoga Youth .Commission at a
.School Resource Officer conference.
Lee Blair
Talked about the scheduled car wash that was
cancelled due to the Commission's environmental
concerns. Also he mentioned ,their fundraising
events in which the Chamber of Commerce
assisted. To date their nonprofit account has
$20,305.
Elliot ann
Sheeva
Ghassemi
,Tames Atkin
Described the YAK Attack, which was an annual
Youth Conference. About 500 Youth
Commissioners attended from 25 different
councils around the bay area.
Described the Summer Teen Camps. A nine-week
program of various activities for all ages.
Talked about the three grants the Youth
Commission has applied for. Unfortunately all
three were rejected.
Mayor Pro Tern Strait suggested that the Youth Commission seek assistance in
grant writing, however, commended the Commission on their efforts.
Councilmember Waltonsmith expressed her appreciation to the Youth Commission
and all their efforts.
City Council Minutes
Moy 9, 2000
Councilmember Baker commended the Youth Commission and indicated how was
impressed he was with the "Safe Ride" program. He also asked the Youth
Commission if they had heard of the graffiti removal program sponsored by the
Santa Clara County Cities Association and wanted their opinion on the subject.
Lee Blair, Youth Commissioner, in response to Councilmember Baker's question
regarding graffiti, indicated that graffiti was not a serious problem in Saratoga
and what few cases of graffiti he has heard of have been isolated cases.
Elliott Onn and Valerie Farnum, Youth Commissioners, both expressed the same
opinion on graffiti.
Mayor Pro Tem 5treit commended the members of the Youth Commission and
thanked them for participating in the meeting.
Mayor Pro Tern Strait declared a recess at 7:§0 P.M., reconvening at 8:00 P.M.
with Mehaffey and Bogosian absent.
,TOINT MEETING WITH SARATOGA CHAMBER OF COMMERCE
Bill Norton, Interim City Manger introduced members of the Chamber of
Commerce.
Representing the Chamber of Commerce:
Pearl Madeiras, Chair of the Board of Directors
Abby Krimotat, Executive Director
,Tudy Coulter, Board Member
Dr. Preston Wisher, Board Member
Pearl Mederios reviewed key points of the Chamber's Annual Report. 5he explained
the purpose, goals, and membership benefits that are offered by the Chamber of
Commerce. New benefits include medical, dental, membership in credit unions, and
invitations to special events. 5he also mentioned their on-going projects such as
the map of the city and resource directory.
Councilmember Waltonsmith asked the Chamber if they have considered an
outreach program to promote new businesses coming to Saratoga.
6
City Council Minutes
May 9, 2000
Abby Krimotat responded to Councilmember Waltonsmith inquiry and indicated she
is very interested in starting an outreach program. She also mentioned that a few
businesses are concerned of huge rent increases and the poss!bility of not being
able to renew their lease.
Councilmember Waltonsmith explained that the Council is unable to approve the
proposed agreement between the City of Saratoga and the Chamber of Commerce
until after the coming budget hearings. This will be placed on the agenda at a later
date.
JOINT MEET'~NG WITH THE SARATOGA BUISNESS DEVELOPMENT
COUNCIL (SBDC)
Representing the 5BDC:
Marilyn White, Temporary Chair
Bill Cooper, Owner/Mgr Bella Saratoga
Marilyn White commented on the average attendance per meeting. She explained
to the Council that most of the money given to them from theCity of Saratoga was
used for advertising and installation of the brown directional signs. Ms. White also
pointed out that most members of SBbC members are Chamber of Commerce
members.
Councilmember Waltonsmith inquired about the use of the buSsystem in the
downtown area.
Marilyn White said she has no statistics on the use of the bus system but went on
to describe the lack of carpools in this city. 5he added there is a noticeable
increase in traffic congestion by most schools.
Councilmember Baker responded that the Saratoga Union School bistrict might
implement a bus system.
City Council Minutes
Mcy 9, 2000
CONSENT CALENDAR
APPROVAL OF CHECK REG]:STER
STAFF RECOMMENDA TT. ON:
Note and file.
o
BAKER moved check register be noted and filed, seconded by
WALTONSM][TH and carried with Mehaffey and Bogosian absent.
APPROVAL OF FTNANCI~AL STATEMENT AND TREASURER'S REPORT
STAFF RECOMMENDA'I'T. ON:
Note and file.
BAKER moved financial statement and treasurer's report be noted and
filed, seconded by WALTONSMZTH ,carried with Mehaffey and Bogosian
absent.
o
HOUSEHOLD HAZARDOUS WASTE AB939
STAFF RECOMMENbA'I'T. ON:
Authorize the City Manager to execute the annual renewal of the Agency
Agreements for the Countywide AB939 ]~mplementation Fee and the
Household Hazardous Waste Collection Program.
Councilmember Baker removed Consent Calendar Ztem# 8 for discussion.
· Councilmember Baker questioned the increased amount of the tipping fee
and requested staff to explain.
Paula Reeve, Administrative Analyst, explained to Councilmember Baker
that the increase is due to the added fee for household hazardous waste
dumping, but there is a sufficient fund balance in the Environmental Fund
to cover it.
BAKER moved to authorize the City Manager to execute the annual
renewal aqreement, and seconded by WALTONSMITH carried with
Mehaffey and Bogosian absent.
City Council Minutes
Mcy 9, 2000
10.
APPROVAL OF PLANNING COMMISSION ACq-J:ON - API~L 26, 2000
STAFF RECOMMENDA'I-ZON:
Note and file.
BAKER moved Planninq Commission action-April 26, 2000, be noted and
filed, seconded by WALTONSM]:TH carried with MehaffeY and Bogosian
absent.
APPROVAL OF COUNC'J:L MEETING MINUTE5 - APRIL 19 & API:~L
25, 2000
STAFF RECOMMENDAT'~ON:
That Council approve minutes as submitted.
Councilmember Baker removed Consent Calendar item# 10 for
corrections.
Note corrections as followed: Pg.2 April 5, 2000
Add to Council directions to Staff
Council directed staff to inquire more information and report
back to Council on the potholes on Woodside/Brookglen and Titus.
Pg. 6 April 5, 2000
Is* paragraph: delete "comented" and insert "commented"
Pg. 7 April 25, 2000
Ist paragraph: delete "property" and insert "properly"
Instructed - should read requested that
BAKER moved approval of the April 19 & April 2§th minutes as
corrected, and seconded by WALTONSMTTH carried with Mehaffey and
Bogosian absent.
City Council Minutes
May 9, 2000
OTHER
Councilmember Waltonsmith read an invitation from the Santa Clara County Water
District. 5he noted it would be a one-day event being held on May 25, 2000, on
the subject of the Urban Runoff Prevention Program. 5he recommended that a
member of staff should attend.
Councilmember Waltonsmith also mentioned that the Council was thanked by the
Campaign to save Laguna 5an Ignacio. 5he also received a letter from Mitsubishi
Corp. stating that the program was over and to call off any further boycotts.
Councilmember Waltonsmith also asked the status on the heritage tree that was
cut down at the Saratoga Union School District.
Bill Norton, Interim City Manager, responded that Vice Mayor Mehaffey wrote a
letter to'the district. Also, Mr. Norton stated that he received a call today from
the District's attorney indicating that the District forgot they had an agreement
with the City.
Councilmember Baker read an invitation from the California Cities Association
inviting teams to participate in the Annual Bocce Ball Tournament on ,Tune 22,
2000.
AD3'OURNMENT
There being no further business, the Mayor Pro Tern declared the meeting
adjourned at 9:20 P.M.
Respectfully submitted,
Cathleen Bayer
City Clerk
lo
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: June 7, 2000
ORIGINATING DEPT.: City Manager
AGENDA ITEM:
CITY MANAGER:
PREPARED BY: City Clerk
SUBJECT: APPROVAL OF COUNCIL MEETING MINUTES
RECOMMENDED MOTION: That Council approve the minutes as submitted.
REPORT SUMMARY:
FISCAL IMPACT:
Attached are the draft minutes of the adjourned Council
meeting of May 9, 2000 and regular Council meeting of May
17, 2000.
None
ADVERTISING, NOTICING Posting of the Council agenda.
AND PUBLIC CONTACT: None
CONSEQUENCES OF NOT
ACTING ON MOTION:
FOLLOW UP ACTIONS:
None
Retain for original record.
ATTACHMENTS: Draft Minutes.
ALTJqUTE5
SARATOGA CZT'V ¢OUNCT_L
MAV 17, 2000
The City Council of the City of~ Saratoga .met in open session in the
Administrative Conference Room at 5:45 p.m. to interview five applicants
for the Youth Commission.
Vice Mayor Mehaffey called the regular City Council meeting to order at
7:0~ p.m. and requested Interim City Clerk Carol Ann Butler to lead the
Pledge of Allegiance.
ROLL CALL
PRESENT:
ABSENT:
ALSO PRESENT:
Even Baker, NiCk Strait, ,Tohn Mehaffay.
5tan Bagasian, Ann Waltonsmith
Bill Norton, Interim City Manager
Richard Taylor, City Attorney
Cathleen Bayer, City Clerk
Carol Ann Butler, Interim City Clerk
~Tames Walgren, Dir. of Community Development
Mary ~To Walker, bit. of Administrative Services
~Tohn Cherbone, bit. of Public Works
~Toan Pisani, Dir. of Recreation
REPORT .OF CZTY CLERK ON POST]:NG OF A&ENbA FOR MAY 17, 2000.
Cathleen Bayer, City Clerk reported that pursuant to Government Code SectiOn
§54954.2, the agenda for the meeting of May 17, 2000 was properly posted on May
12, 2000.
¢OMMUNTCAT~ONS FROM ¢OMMZ:SSIONS & PUBI.I:¢
No items received.
Written ~.ommunications
No items received.
City Council Minutes
. May 17, 2000
Oral Communications - ~uncil Direction to Staff=
CEREMONZAL ZTEM$ - 7:10 P.M.
PROCLAMATZON - ,$CLERODERMA AWARENESS MONTH - dUNE 2000
STAFF RECOMMENbA'I-ZON
That Council approve the subject proclamation.
Mayor Pro Tern Mehaffey read the Proclamation. The proclamation will be
forwarded to Mary Lou Hughes, Co-Chairman of the Lions Club of Pleasonton.
5TRE~T moved approval of the peoclamation as submitted, seconded by
BAKER and caeeied with BOGOSIAN and WALTON SMITH absent.
CONSENT CALENDAR
SA. APPROVAL OF CHECK RE&ZSTER.
STAFF RECOMMENbA'I-ZON:
Note and file.
STREET moved approval of the check register be noted and filed as
submitted, seconded by BAKER and carried with BOGOSZAN and
WALTONSMiZTH absent.
3B. APRZL I~NANC~AL ,STATEMENT AND TREASURER'S REPORT
STAFF RECOMMENDA TT. ON:
That Council accept report.
5TREI;T moved 'accept financial statement and Treasurer's report as
submitted, seconded by BAKER and careied with BOGOSZAN and
WALTONSM~ZTH absent.
2
City Council Minutes . May 1'7, 2000
$C. CALIFORNIA WINE TRANSPORT, CLAIMANT, CLAIM No. 99-003
STAFF RECOMMENDATION:
That Council reject claim.
5TREIT moved reject Claim No 99-003, seconded by BAKER and carried
with BOgO5IAN and WALTONSMITH absent.
¸SD.
RESOLUTION TO UPHOLD PLANNINg COMMISSZON DECJ:S]:ON TO
APPROVE A Z-STORY, 6500 -~1. Ft. RESZDENCE LOCATED AT 14805
MAS,~::)N COURT
STAFF RECOMMENt)A'I"~ON:
That Council adopt resolution.
TITLE OF RESOLUTION 00-0Zg:
RE,~::)LUTJ:ON DENYINg AN APPEAL FROM THE bECZSZON OF THE
PLANNINg COMMISSrON; APPLICANT-LIU/APPELLANTS-KWON~,
PARK, SZE; 14805 MASSON COURT; bR-8-061
5TREIT moved adoption of Resolution 00-0zg, seconded by BAKER and
carried with BOGOSIAN end WALTONSMITH absent.
SE.
· RE5OLUIOTN TO uPHOLD PLANNINg COMMISS'rON bECZS:I:ON TO
APPROVE A :~- STORY, 4Z58 Sq. Ft. RESZDENCE LOCATED AT Z0550
LOMITA AVENUE.
STAFF RECOMMENDATION:
Adopt resolution.
TITLE OF RESOLUTZON 00-030:
RESOLUTION bENYlN~ AN APPEAL FROM THE DECISION OF THE
PLANNIN~ COMMISSION: APPLICANT-SAUNDERS/APPELLANT-
PURVIS; Z0550 LOMITA AVENUE; DR-00-064
City Council Minutes May 17, 2000
STriCT moved adoption of Resolution 00-030, seconded by BAKER and
carried with BOGOSIAN and WALTONSMITH absent.-
3F.
PLANNZNG COMMZSSZON ACT/ON MZNUTES - MAY 10, 2000.
STAFF RECOMMENDATION:
That Council note and file.
STRAIT moved Planning Commission minutes of May 10, 2000 be noted
and filed as submitted, seconded by BAKER and carried with BOGOSIAN
and WALTONSMITH absent. ~
NEW Bus'rNESS
e
BUDGET PRESENTATZON BY D1'RECTOR OF ADM.T. NZSTA'I'IVE
SERVZCES
Mary ~To Walker, Director of Administrative Services presented a preview
of the FY 2000/01 and 2001/02 Budget.
The following topics were covered: · REVENUES
· EXPENDITURES
· CAPITAL
PRO~ECT5
· FIVE YEAR
PRO~ECTION5
· NEXT STEPS
Mary ~To Walker went through general fund revenues by category pointing
out that property owners in the City of Saratoga paid $47 million dollars in
property taxes and the City only received $2 million dollars that is 3% of
the total taxes paid.
She also reviewed .the General Fund Expenditure summary by function,
noting that Public Safety will be increased by 6.1% due to a 6.3 % pay
increase negotiated in the Sheriff's Departments recent contract.
Captain Miles, representing Sheriff's Department was available to respond
City Council Minutes
May 1'7, 2O00
to Council's questions regarding the increase in the public safety costs.
Mary ,To Walker went through the proposed Capital Improvement
Expenditures.
Councilmember 5trait indicated that there is sufficient funding currently.
in the Park Development Fund so $600,000 should be removed from that
fund and if funding is needed at a later time, it should come out of the
General Fund.
Councilmember Strait asked that the Chamber of Commerce current
funding of $3400.00 be increased by $6600.00
Bill Norton, Interim City Manager, indicated that the City of Saratoga does
not have a current contract with the Chamber of Commerce and suggested
that the City should implement performance measurements to monitor the
Chamber of Commerce
Councilmember Baker expressed his desire to put this matter on the agenda
for a future meeting when all the Councilmembers are present.
Councilmember Mahaffey supports the budget increase to the Chamber of
Commerce budget and agrees that it should be continued to a future council
meeting.
Vice Mayor Mehaffey thanked Mary ,To Walker for her presentation on the
budget. No action was taken at this time.
APPROVAL OF RFP FOR ARCH~ECTURAL SERVICES FOR I.I:BRARY
EXPANS1'ON PRO,3'ECT
STAFF RECOMMENDA"IT. ON:
That Council approve the Request for Proposals for architectural services;
approve the charge of the Library Expansion Committee and Citizen's
Oversight Committee; and authorize the City Clerk to advertise for
applicants for the Citizens Oversight Committee.
5
City Council Minutes
May 17, 2000
Bill Norton, Znterim City Manager reported that the Library Expansion
Committee has had two meetings and has prepared a request for proposals
for architectural design services for the library renovation and expansion
project. He noted that the RFP is being presented to the Council tonight
for approval.
Marcia Manzo - Chair, Library Expansion Committee, welcomed input from
the Council.
Councilmember Strait appreciated the detail of the proposal but feels that
it does not address the increase in required parking spaces, which would
take up more of the orchard.
Bill Norton, Tnterim City Manager, suggested that the parking issue be
added to page 2 of the RFP under ProJect Description and under Scope of
work add a #19 asking for plans for additional parking.
Marcia Manzo suggested that the Council approve the RFP with the
exception to odd the wording regarding parking. She stressed the need to
expedite this process to meet the project timeline.
Councilmember Mohaffey would like the project description to also include
wording that the parking should have minimal impact on the orchard.
Councilmember 5trait would like to have the Council be involved in the
interview process once the RFP has been accepted.
Bill Norton, Interim City Manager, suggested that the Library Expansion
Committee present the top three architects to the Council. He also noted
that Notice of Special Meeting must be posted if Council meets with the
Library Expansion Committee.
BAKER moved approval of RFP for architectural services for library
expansion p~oject with added word changes to minimize the impact on
the orchard, seconded by $TREIT and carried with BOGO$IAN and
W AL TONSMITH absent.
BAKER moved to establish Citizen Oversight Committee, seconded by
5TRE~T and carried with BOGOSIAN and WALTONSMITH absent.
6
City Council Minutes
May 17, 2000
BAKER moved direct the City Clerk to advertise "Notice of Vacancies"
for the Citizen Oversight Committee, seconded by STi~EZT and carried
with BOGOSA~N and WALTONSMT. TH absent.
crFY MANAGERS REPORT
Bill Norton, Znterim City Manager, reported the following items:
· Prides Crossing report will be presented to the residents on June 10, 2000
at 9:00 a.m.
° Parks & Recreation is sponsoring a creek clean up Saturday, May 20, 2000
at 8:30 a.m.
.° Spring Clean Up was very successful. Green Valley picked up 300 tons of
wastes. The City has received several positive comments from residents.
Phil Couchee, General Manager/Green-Valley will report to the City Council
at the ~Tune 7*h Council meeting.
CITY COUNCIL ITEMS
Coucilmember Strait noted that he has trouble seeing the projection screen.
Councilmember Baker would like the audio system at the podium checked.
Vice. Mayor Mehaffey wanted to point out that the deadline for written respond to
the San Francisco Over Flight issue was due June 7, 2000.
Vice Mayor Mehaffey also thanked Carol Ann Butler, ]:nterim City Clerk, for all her
help while she has been with the City of Saratoga.
AD~TOURNMENT TO CLOSED SESS'roN AT 8:50p.m.
There being no further business, the Mayor declared the meeting adjourned at
8:50 p.m. and announced that they would reconvene in closed session.
I~espectfully submitted,
Cathleen Bayer,
City Clerk
EXECUTIVE SUMMARY NO.
MEETING DATE: June 7, 2000
SARATOGA CITY COUNCIL
AGENDA ITEM:
CITY MANAGER:
Planning Commission Actions, May 24, 2000
ORIGINATING DEPT.: Community Development
SUBJECT:
RECOMMENDED MOTION: Note and file.
REPORT suMMARy:
Attached are the Planning Commission action minutes of
May 24, 2000.
FISCAL IMPACT:
N/A
ADVERTISING, NOTICING N/A
AND PUBLIC CONTACT: N/A
CONSEQUENCES OF NOT
ACTING ON MOTION:
N/A
FOLLOW UP ACTIONS: N/A
ATTACHMENTS: N/A
DATE:
PLACE:
TYPE:
CITY OF SARATOGA PLANNING COMMISSION
AGENDA
Wednesday, May 24, 2000 - 7:30 p.m.
Council Chambers/Civic Theater, 13777 Fruitvale Avenue, Saratoga, CA
Regular Meeting
ROLL CALL
PLEDGE OF ALLEGIANCE
MINUTES - May 10, 2000
ORAL COMMUNICATIONS
REPORT OF POSTING AGENDA
Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on May 19, 2000.
TECHNICAL CORRECTIONS TO PACKET
CONSENT CAI FNDAR
SD-99-003 8r UP-00-001 (517-13-018, 517-13-019 ~r 517-12-001) - SOBRATO
DEVELOPMENT COMPANY and the SARATOGA CEMETERY DISTRICT, 14800
Bohlman Road (site of the former Sisters of Notre Dame de Namur) and 14766 Oak Street
(Madronia Cemetery); Request for Tentative Map approval for the subdivision of the 23.5 acre
site into 11 lots ranging in size from 6.3 acres to 40,200 square feet. Minor road widening and the
development of a sidewalk along Bohlman Road are proposed. Two acres (the 11th lot of the
subdivision) will be transferred to the Saratoga Cemetery District for the expansion of the
Madronia Cemetery. The site is located within an R-i-40,000 zoning district. (CONTINUED
7-0 TO 6/28/00 TO BE RE-NOTICED)
pUBLIc HEARINGS
If you challenge a decision of the Planning Commission pursuant to a public hearing in court, you
may be liinited to raising only those issues you or someone else raised at the public hearing(s)
described in this agenda, or in written correspondence delivered to the Saratoga Planning
Commission at, or prior to, the public hearing.
UP-00-006 (366-22-002) - PUN, 20684 Ritanna Court; Request for Use Permit approval for
the demolition of an existing 251 square foot garage and construction of a new 769 square foot
pool house within the rear setback of the property. The 20,976 square foot site is located within
an R-l-10,000 zoning district. (APPROVED 7-0)
DR-99-058 (397-02-110 8z -Ill) - BELLICITTI, 18500 Marshall Lane; Request for Design
Review approval for the demolition of a residence listed on the City's Heritage Resource
Inventory, known as the Bellicitti Ranch, and the placement of a new 2,595 square foot pre-
manufactured home. The 9.4-acre site is located within an Agricultural zoning district.
(APPROVED 4-3: BERNALD, KURASCH ~sz PATRICK OPPOSED)
PLANNING COMMISSION AGENDA
MAY 24, 2000 '
PAGE2
DR-99-016 8r V-99-003 (503-72-033) - ASHER, 14754 Pierce Road; Application for Design
Review approval to add 1,922 square feet to an existing 4,983 square foot residence. Variance
approval is also necessary to allow the expansion of an existing non-conforming three-story
element. Variance approval is also necessary to allow a portion of the addition to be 29 feet in
height when 26 feet is the maximum. The structure is listed on the City's Heritage Resource
Inventory, and is known as the Paul Masson Mountain Lodge. The parcel is 3.12 acres and is
located within a Hillside Residential zoning district. (APPROVED 7-0)
GPA-00-001 - CITY OF SARATOGA; Saratoga Community Development Department staff is
updating the Circulation and Scenic Highway Element of the City's General Plan. The document
will act as the City's long-range traffic management plan. The update is intended to assess existing
traffic conditions and to develop a goals and policies document to address changed conditions. The
Planning Commission will hear the Element study objectives, findings and recommendations and
solicit public input. A recommendation towards adopting the Element will then be forwarded to the
City Council for final consideration.
An environmental initial study and subsequent Negative Declaration have been prepared for the
project pursuant to the requirements of the California Environmental Quality Act. (CONTINUED
7-0 TO JUNE 14 FOR FURTHER PUBLIC MEETINGS)
DIRECTOR ITEMS
- Housing Element update
- Library / Heritage Orchard / FY00/01 and 01/02 Budget updates
COMMISSION ITEMS
COMMUNICATIONS
WRITTEN
City Council minutes for regular meetings of April 5 and April 19, and adjourned meeting of
April 25, 2000
Correspondence to Community Development Director from Richard Taylor, City Attorney,
clarifying the renn "denial with prejudice"
ADJOURNMENT AT 12 MIDNIGHT TO NEXT MEETING
Wednesday, June 14, 2000, Council Chambers/Civic Theater
13777 Fruitvale Avenue, Saratoga, CA
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: June 7, 2000
ORIGINATING DEPT: Administrative Services
AGENDA ITEM
DEPT. HEAD: ..~.
SUBJECT: Request for Proposals for Project Management and Construction Management
Services for Library Expansion and Renovation Project
RECOMMENDED ACTION(S):
Approve the Request for Proposals for project management and construction management
services for the Saratoga Community Library expansion and renovation project.
REPORT SUMMARY:
As the Library expansion and renovation project progresses, it is necessary to hire a professional
project manager/construction manager to assist and advise the City in the planning, design and
construction of this project. The project manager will act as the City's agent in implementing
schedules, budgets and procedures during the design phase of this project. The construction
manager will monitor and coordinate the work of the contractors and design team during the
construction phase of the project. It is recommended that a project management/construction
management firm be brought into the project as early as possible to augment City staff, provide
professional oversight, and provide continuity between the design and construction phases of the
project..
The Library Expansion Committee drafted a Request for Proposal (RFP) for project management
and construction management services. It is recommended that the City Council review and
approve the attached RFP. Once approved, the Committee will solicit proposals from qualified
firms in the area. Responses to the RFP are due June 28, with interviews of the finalists
scheduled for July 13, and final selection by the City Council on August 2.
FISCAL IMPACTS:
No immediate fiscal impacts. The RFP requires the project management/construction
management firm to provide the estimated cost for their services. Previous to the Library bond
being sold, the General Fund will carry the cost for these services, and will be reimbursed from
the Library bond proceeds once the bond is sold. ..
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
Critical deadlines for the completion of this project may be delayed.
ALTERNATIVE ACTION(S):
Direct staff to return at the June 21 City Council meeting with a revised RFP, or hire a City
employee to perform the required tasks.
FOLLOW UP ACTION(S):
Staff to the Library Expansion Committee to distribute the RFP to project management/
construction management firms.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Request for Proposals for Project Management and Construction Management Services
Request For Proposals
For
Project Management and Construction Management Services
For The
Saratoga Community Library Renovation and Expansion Project
JUNE 2000
CITYOF SARATOGA
REQUEST FOR PROPOSALS
PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT SERVICES
FOR A NEW LIBRARY EXPANSION PROJECT
JUNE 2000
Introduction
The City of Saratoga is soliciting Proposals and Statements of Qualifications from qualified firms fo?
providing Project management and Construction Management services for the expansion and renovation of
the existing public library.
Background
The Saratoga Community Library is a branch of the Santa Clara County Library. The building is owned by
the City of Saratoga, and library services are provided through the County system. The existing facility
opened in early 1978, is 18,000 square feet, and serves Saratoga, Monte Sereno and a portion of the
unincorporated area surrounding the city. The service area population for the library has grown slightly in
the past ten years to approximately 37,700. Saratoga's population is ethnically and demographically diverse,
and makes heavy use of the library. The Library is located in a Heritage Orchard, and was designed to
resemble a drying shed. Saratogans love the look of the current building and want the addition to adhere to
the existing design.
The library is inadequate to its current use and technology requirements. The building was designed to
house 100,000 volumes, and now holds over 182,000. Check-outs have reached over 80,000 volumes per
month which represents about 46% of the collection.
On March 7, 2000 the Saratoga voters approved a $15 million bond measure to renovate and expand the
current facility. No environmental, site layout and development or architectural plans have been developed
for the project.
~sistant to City Manager; Page 1 of 9
O:\.Mex\Library Expansion\Project Mgr RFP.doc
CITY oF SARATOGA
REQUEST FOR PROPOSALS
PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT SERVICES
FOR A NEW LIBRARY EXPANSION PROJECT
JUNE 2000
Library Awareness Program Findings
Significant public input was generated through a Library Awareness prOgram sponsored by the Friends of
the Saratoga Libraries. The complete findings of that effort are included in the Library Building Program.
Below are some of the major community desires for this library.
· More space for books and other materials throughout the collection
· Space for children's programs within the Children's Room
· Improved lighting and acoustics
· More seating
· Reading lounge areas
· A group study room
· A quiet study room
· A drive-through book drop
· Cutting edge technology capability
· Technical Training Center
· Community Room
Project Description
The City of Saratoga wishes to build an addition to the current 18,000 square foot library located on the
corner of Fruitvale and Saratoga Avenues. Additionally, a complete renovation of the current space is
required with improved wiring, lighting, acoustics and sight lines. The design must be functional and
efficient, while maintaining the same look and ambiance as the existing facility.
· The expansion should be targeted for 28,000 to 31,000 additional square feet making a total of 46,000 to
49,000 square feet.
· The exterior building should maintain the same "drying shed set in an orchard" look and feel like the
current b .uilding.
· The public space should incorporate natural light, improved lighting system and acoustics while
maintaining the interior ambiance of the current space.
· Views from the interior should take full advantage of the library's location in an orchard.
· There must be as little impact on the orchard as possible.
· The project must produce an efficient, functional building that requires minimal cost of operation.
· Parking may be a major issue in the historical orchard.
Assistant to City Manager; Page 2 of 9
O:\Alex\Library Expansion\Project Mgr RFP.doc
CITY OF Sfi--RATOGA
REQUEST FOR PROPOSALS
PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT SERVICES
FOR A NEW LIBRARY EXPANSION PROJECT
JUNE 2000
Scope of Work
The Project Manager/Construction Manager is to provide professional services related to the planning,
design and construction of this project in accordance with all applicable codes and ordinances and to
comply with appropriate standards of the industry. The City has recently solicited responses to a Request
for Proposal for architectural services, and proposals are due on June 28. The search for an Architect and a
Project Manager/Construction Manager will be essenhally simultaneous, with selection of the Project
Manager/Construction Manager occurring just one week prior to selection of the Architect.
A description of the services or tasks required of the Project Manager/Construction Manager is as follows:
Design Phase: During this phase of the project, the Project Manager will work closely with the City
and coordinate with the pr. oject Architect on the following tasks:
A. Program Management - Develop a Program Management Plan and serve as the City's agent in
implementing schedules, budgets and procedures during the design phase of this project.
B. Architect Selection - Assist in the final phase of selection of the City's Architect.
C. Design Review - Monitor design work, update programmatic requirements and assist with City
review of the design documents. Make recommendations to the City and the Architect regarding
the drawings and specifications. Participate in all regularly scheduled design meetings.
D. Construction Feasibility - Review schematic design, preliminary design and construction documents
for buildability and to minimize claims during the construction phase. Provide recommendations on
construction feasibility, availability of materials and labor, time requirements for installation and
construction, ~ind factors related to costs, including costs of alternatives designs or materials,
preliminary budgets and possible economies.
E. CEQA - Assist in the preparation of required reports for compliance with the California
Environmental Quality Act.
F. Cost Control Management - Review and evaluate the cost estimates developed by the Architect
during each design phase. Identify and evaluate cost trends, and recommend the appropriate action
to correct and avoid potential cost overruns. Provide value engineering, develop pricing alternatives
and assist in the preparation of documents for inclusion of the construction bid packages.
G. Scheduling - Prepare, review and monitor a program schedule for the design phase and the
construction phase of the project that integrates the City's activities with construction schedules.
Update the program schedule as needed, incorporating a detailed schedule for all activities of the
project, including realistic activity sequences and durations, allocations of labor and materials,
processing of drawings and samples, and delivery of products requiring long lead-time procurement.
H. Commissioning- Propose for the City's approval and engage a qualified, experienced
Commissioning Agent to oversee building systems activation up to performance expectations in line
with design intent.
Furniture, Fixtures, and Equipment - Consult with and advise the City on issues related to fixtures,
furniture and equipment, and manage the procurement of such items.
Construction Planning - Recommend for purchase by the City and expedite the procurement of
long-lead items to ensure their delivery by the required dates.
Pre-Qualification - Develop and implement a procedure for pre-qualification of contractors.
Schedule and conduct pre-bid conferences. Advise the City in the award of contracts.
Assistant to City Manager; Page 3 of 9
O:\?dex\Library Expansion\Projec~ Mgr RFP.doc
CITY OF SARATOGA
REQUEST FOR PROPOSALS
PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT SERVICES
FOR A NEW LIBRARY EXPANSION PROJECT
JUNE 2000
II. Construction Phase: During this phase of the project, the Construction Manager will perform the
following tasks:
A. Construction Administration - Provide administrative services required for construction
management of the project and work as 'an extension of existing City staff. Monitor and coordinate
the work of the contractors and design team to assure compliance with the City's cost, time and
quality requirements.
B. Pre-Construction Conference.- Conduct pre-construction conferences with contractors, design
personnel and appropriate City staff. Pre-construction conference services include preparation of
meeting agenda, preparation of job procedures for clarifications, change orders, shop drawings,
prOgress payments, field testing and inspection, and preparation and distribution of pre-construction
conference notes.
C. Review of Contractor's Schedule - Review general contractor's proposed cost-loaded construction
schedule and value paS, ment breakdown for logic, reas. onableness, and conformance with contract
documents.
D. Design Clarification - Coordinate and address contractor's requests for information (RFI) with the
Architect. Architect shall be responsible for interpretations and clarifications of the contract
documents, but the Construction Manger shall be responsible for managing the clarification and
interpretation process. Clarification material shall be reviewed by the Construction Manager and the
City, and when appropriate, prepare Requests for Quotes from the contractor for design changes
based upon this material.
E. Adequacy of Personnel and Equipment - Determine the adequacy of the contractor's personnel and
equipment and the availability of materials and supplies to meet the schedule. Recommend courses
of action to the City when terms of a contract are not being met.
F. Permits and Fees - Assist the City and Architect in obtaining necessary permits from the authorities
having jurisdiction
G. Field and Laboratory Testing - Perform or oversee such field and laboratory tests as required to
monitor the work and maintain records of all test results.
H. Special Consultants - If requested, coordinate and assist the City in selecting and retaining
professional services of a surveyor, testing laboratories, and other special consultants for the project,
without assuming liability for the services.
I. Document Tracking - Establish document tracking files including date, time, and comment logging
for construction documents including shop drawing submittals, requests for information, change
orders, correspondence, daily reports, requests for cost quotes, manufacturer's operating and
maintenance manuals, test results and meeting notes.
J. Weekly Construction Meetings - Conduct weekly construction meetings with contractor,
appropriate design personnel and City representatives to review scheduling and progress, coordinate
operations group interface, and resolve other construction-related issues. Prepare and distribute
meeting minutes
K. Inspections - Coordinate the work of the Inspector of Record, and observe the contractor's work,
with regard to quality and compliance with approved construction documents and percentage of
completion. In conjunction with the Inspector of Record, schedule all required testing and
inspection by testing labs, the Architect, and regulatory agencies.
Assistant to City Manager; Page 4 of 9
O:\3dex\Library Expansion\Project Mgr RFP.doc
CITY OF SARATOGA
REQUEST FOR PROPOSALS
PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT SERVICES
FOR A NEW LIBRARY EXPANSION PROJECT'
JUNE 2000
L. Progress Payments - Review contractor's monthly progress payment requests. The requested
payment will be compared to actual work completed in accordance with the schedule of values
presented by the contractor at the beginning of construction.
M. Cash Flow Projections - Provide cash flow requirement projections for each month of construction,
and update monthly.
N. Change Orders - Process all construction change orders. Recommend necessary or desirable
changes to the City and the Architect, review requests for changes as directed by the City, submit
recommendations to the City and the Architect, assist in negotiating change orders, and prepare and
issue change orders to contractor.
O. Monthly Construction Progress Report - Prepare a monthly construction progress report,
summarizing the progress of construction and key issues currently pending. The report will indicate
contractor's progress, change order status, potential claims, areas, outstanding or pending claims,
monthly cash flow updates, and other areas of significance.
P. Citizens' Oversight Committee - Meet on a quarterly basis with the five-member Citizens' Oversight
Committee to review issues related to the City's cost, time and quality requirements.
Q. Claims Management - Attempt to identify potential claims situations before they arise. Assist in
gathering information required in defending potential claims. Analyze and prepare responses for
review by the City regarding contractor's claims for additional compensation. Relevant records and
documents shall be provided to assist the City in assessing the merits of each claim.
R. Presentations - Assist the City in reporting construction progress to the Library Expansion
Committee, the City Council and other interested parties at regular intervals.
S. Start Up - With the City's maintenance personnel, direct the checkout of utilities, operating systems,
and equipment for readiness and assist in their initial start-up and testing by the contractor.
T. Final Completion - Determine final completion and provide written notice to City and Architect
that the work is ready for final inspection. Secure and transmit to the Architect required guarantees,
affidavits, releases, bonds and waivers. Turn over to the City all keys, manuals, record drawings, and
maintenance stocks.
U. Warranty - Collect and deliver to the City any specific written warranties or guarantees given by
others, including all required contractor's guarantees and warranties.
V. Construction Managers Responsibilities - It is understood and agreed that the Construction
Manager does not assume any responsibility for design, engineering surveying, or building code
inspection duties.
Assistant to City Manager; Page 5 of 9
O:\Alex\Libnu-y Expansion\Project Mgr RFP.doc
CITY OF SARATOGA
REQUEST FOR PROPOSALS
PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT SERVICES
FOR A NEW LIBRARY EXPANSION PROJECT
JUNE 2000
Selection Criteria
1. Ability in soliciting and managing public input.
2. Commitment to listening and responding to client concerns and needs.
3. Experience in project management and construction management of pubic library buildings of similar
complexity and scale.
4. Understanding of public library service.
5. Ability to work collaborafively and effectively in a team environment.
6. Understanding of project requirements, including potential challenges and opportunities.
7. Ability to provide accurate and detailed cost estimates.
8. Ability to complete project within the established budget and schedule.
9. Experience in the review of detailed architectural plans and specifications for new construction.
10. Expertise in preparing value-engineering assessments.
11. Technical skills and expertise required to manage projects of this scale and complexity.
12. Relevancy and quality of recent work, including references.
13. Fees and estimated cost of services.
14. Ability to work with an architectural firm.
Selection Process
Proposals will be evaluated by the Library Expansion Committee that is composed of representatives from
the City of Saratoga staff, the City Council, the Santa Clara County Library, the Friends of the Library, the
Library, Planning, Public Safety, and Heritage Preservation Commissions, and the community. A short-list
of selected candidates will be invited to interview with the Library Expansion Committee and the City
Council at a joint meeting.
The fee structure for the selected Project Manager/Construction Manager's proposal will be reviewed by the
Citizens Oversight Committee prior to recommendation to the City Council. The Library Expansion
Committee will make a recommendation to the City Council based on the proposal, interview, references
and Citizens Oversight Committee approval.
Cost and Method of Payment
Cost and method of payment will be negotiated with the selected candidate.
The City of Saratoga will make payments upon completed milestones to be negotiated with the successful
candidate.
Assistant to City Manager; Page 6 of 9
O:\Alex\Libra~ Expansion\Project Mgr RFP.doc
CITY OF SARATOGA
REQUEST FOR PROPOSALS
PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT SERVICES
FOR A NEW LIBRARY EXPANSION PROJECT
JUNE 2000
Tentative Schedule for Proposal Process
June 8
June 28
June 29 -July 11
July 13
July 26
August 2
August 18
Request for Proposal Issued
Proposals due
Review of proposals
Library Expansion Committee and City Council interviews selected firms
Citizens' Oversight Committee to review selection recommendation
Firm selected and notified
City of Saratoga issues contract and work is initiated
Proposal Instructions and Format
Project management and construction management firms interested in providing these services to the City
of Saratoga should prepare a proposal of no more than 20 pages that includes:
Cover Letter. Firm name, address, phone number and contact person regarding the
proposal should be clear. In addition, please provide a brief firm history including the firm's
current permanent staff size and how that staff's size has changed in the past five years.
B0
Firm Qualifications. Areas of expertise of permanent staff and the scope of services that
can be provided by the firm without the services of an outside finn under the finn's
direction. List relevant experience, including description and photograph or rendering of
each project, role of each professional for that project, scope of responsibility, and the date
completed.
Key Personnel. Proposed project management structure, including the Project Manager/
Construction Manager and individuals who will be assigned to the project and sub-
contractors (if any). There can be no change of key personnel once the proposal is submitted
without the prior approval of the City.
Consultants. Name consultants selected to assist with the project. Include firm
qualifications and key personnel for any subcontractors.
Eo
Project Workplan. A description of project understanding, detailed project approach, and.
methodology. List specific tasks and any specific considerations or options. Identify
particular challenges or opportunities associated with this project.
Fo
Project Schedule.. A timeline for completion of the project including start date, milestones
and project completion date, assuming design work will begin in August 2000.
References. At least 5 recent (within the last 3 years) client references for whom the
Project Manager and Construction Manager has performed relevant work. References
should include name, rifle, organization or agency name, phone number, address and a brief
description of the project. Also at least 3 (three) recent contractor references with whom the
Assistant to City Manager; Page 7 of 9
O:\Alex\Library Expansion\Project Mgr RFP.doc
CITY OF SARATOGA
REQUEST FOR PROPOSALS
PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT SERVICES
FOR A NEW LIBRARY EXPANSION PROJECT
JUNE 2000
managers worked on relevant projects.
Ho
Fees and Costs. Project management and construction management fees, assuming total
project cost of $15 million. Also provide a projection of total project cost if estimated at less
than $15 million.
Pre-Bid Conference
To answer questions and collect feedback, an opportunity to meet in advance of the proposal deadline has
been arranged. There will be a short introductory presentation and tours of both the inside and outside of
the current library facility. Attendance is mandatory.
When:
Where:
Who:
June 14 at 10:00 am
The Saratoga Community Library, Community Room, 13650 Saratoga Avenue
Open to all interested in submitting proposals; City and Library staff involved in the
project will be on hand.
Deadline for Proposals
Questions about this RFP and the project should be brought to the Pre-Bid Conference for discussion.
Questions after that date or about the proposal process can be directed to Mary Jo Walker, Director of
Administrative Services, at (408) 868-1212 or via email at MJWalker~saratoga.ca.us
Fifteen (15) copies of the proposal should be submitted by 4 p.m. on June 28, 2000, to:
Mary Jo Walker
Administrative Services Department
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Proposals arriving late or as a fax transmission are unacceptable, and will not be considered.
Assistant to City Manager; Page 8 of 9
. O:\Mex\lAbrary Expansion\Project Mgr RFP.doc
CITY OF S~iATOGA
REQUEST FOR PROPOSALS
PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT SERVICES
FOR A NEW LIBRARY EXPANSION PROJECT
JUNE 2000
General Terms and Conditions
1. The City reserves the right to reject any and all proposals..
The City reserves the right to modify the scope of the project at any time based on the best interests
of the City and the Library.
All documents, drawings and findings (regardless of format) that are associated with this study shall
be the property of the City of Saratoga.
4. Proposals shall remain effective for 90 days beyond the submitted date.
Project management and construction management agreement will be the City's standard Consulting
Service Agreement. Attention is directed to the liability indemnification requirements
contained in the standard form City Consulting Service Agreement.
6. Consultants shall be subject to approval by the City.
Assistant to City Manager: Page 9 of 9
O:\Mex\Library Expansion\Project Mgr RFP.doc
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: JUNE 7, 2000
ORIGINATING DEPT.: PUBLIC WORKS
AGENDA ITEM
DEPT. HEAD:
SUBJECT: Final Map Approval for two lots located at 20520 Verde Vista Lane.
Owner: Roger and Annie Wang.
Recommended Motion(s):
1. Move to adopt Resolution No. SD 99-001 granting final map approval of Tentative Map
Application No. SD 99-001 for two lots located at 20520 Verde Vista Lane.
2. Move to authorize the Mayor to execute the Subdivision Improvement Agreement.
Report ~qnmmary:
Attached is Resolution No. SD 99-001 which, if adopted, will grant final map approval for two
lots located at 20520 Verde Vista Lane. I have examined the final map and related documents
submitted to me in accordance with the provisions of Section 14.40.020 of the Municipal Code
and have 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
Resolution No. SD 99-001, have been completed or will be completed concurrent with
development of the two 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 Surveyor's certificate has 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 Impact.q:
The subdivider has paid $1,8:34.06 in Engineering Fees and $9,315 in Park Development Fees
required for this subdivision.
Conseqnence,q of Not Acting on the Recommended Motions:
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(s):
None in addition to the above.
Follow llp Action~:
The signed map will be released to the subdivider's Title Company for recordation along with
recording instructions.
Attachments:
1. Site Map.
2. Tract Map.
3. Resolution No. SD 99-001 granting final map approval.
4. Planning Commission Resolution No. SD 99-001 approving the tentative map with conditions.
SITE MAP ..
Applicant No'/L°ention: SD-99-0017 20520 Verck Vistn Lane
ApPlicant/Owner: wANG
StaffPianner:
Heather Bradley, Associate planner
I Date: April 14, 1999
:
North
Park
and School
mw)
20520 Verde Vista Lane
BOYCE L~NE
VERDE VISTA COURT (fOaMiLY ~O0~J~ COURT)
N 00'14'00' [ 220.00'
220.00'
220.00'
RESOLUTION NO. SD 99-001
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPROVING THE FINAL MAP OF SD 99-001
20520 VERDE VISTA LANE (WANG)
The City Council of the City of Saratoga hereby resolves as
follows:
SECTION 1: Two parcels as shown on that certain Parcel Map
prepared by TS Civil Engineering, Inc., dated
December, 1999, and filed with the City Clerk of the
City of Saratoga on June 7, 2000, are approved as
TWO (2) individual parcels.
SECTION 2: Ail 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.
The above and foregoing resolution was passed and adopted by the
Saratoga City Council at a meeting held on the day of
, 20 , by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
13777 FRUITVALE AVENUE . SARATOGA, CALIFORNIA 95070 · (408)
Incorporated October 22, 195~
April 9. 1999
Roger and Annie Wang
313 Endicott Court
Walnut Creek, CA 94598
COUNCIL MEMBERS
Evan Ba~e,
Section I
Your application regarding SD-99-001 has been placed on the Agenda for the Planning
Commission meeting scheduled for April 14, 1999 at 7:30 p.m. in the Cit~' Council Chambers.
13777 Fruitvale Avenue, Saratoga. California 95070.
Section II
(To be completed and mailed to the applicant following scheduled meeting)
Date: April 16. 1999
Your hpplication was presented to the Planning Commission on the above date and was:
X Approved. Enclosed is(are) Resolution(s): SD-99-001
Approved. Staff was directed to prepare a Resolution of Approval for adoption on
The public hearing has been closed and no further public testimony
will be received.
Denied. If you wish to appeal this decision, you may file an "Appeal Application" with
the City Clerk within fifteen (15) calendar days of the date of the decision. You must
resubmit eight (8) sets of 11 x 17 plans.
Continued to:
Additional comments:
X Agents to receive a copy of this letter:
James C. Chen
P.O. Box 20302
San Jose, CA 95160
Diana Hu
20375 Stevens Creek Blvd.
Cupertino, CA 95014
Eric Morley
1285 Sierra Avenue
San Jose. CA 95126
Con~ffmity Development D~p~xnent
Prlntec~ on recycled paDer
Completed.
ged.
Accomplished.
Map submitted.
RESOLUTION NO. SD-99-001
RESOLUTION APPROVING TENTATIVE PARCEL MAP OF
Wang; 20520 Verde Vista Lane
WHEREAS, application has been made to the Advisory Agency under the Subdivision
Map Act of the State of California and under the Subdivision Ordinance o{ the City of Saratoga. for
Parcel Map approval of two (2) lots, all as more particularly set forth in File No. ~D-99-001 of this
City; and
WHEREAS, this Advisory Agency hereby finds that the proposed subdivision, together
with the provisions for its design and improvement, is consistent with the Saratoga General Plan
and with all specific plans relating thereto; and the proposed subdivision and land use are
compatible with the objectives, policies and general land use and programs specified in such
General Plan, reference to the staff report dated April 14. 1999 being hereby' made for further
particulars; and
WHEREAS, none of the conditions set forth in Subsections (a) through (g) of Govemmen!
Code Section 66474 exist with respect to said subdivision, and tentative approval should be granted
in accord with conditions as hereinafter set forth; and
WHEREAS, the Planning Commission has conducted a duly noticed public hearing at
which time all interested parties were given a full opportunity to be heard and to present evidence.
NOW, THEREFORE, BE IT RESOLVED that the Tentative Parcel Map for the
hereinafter described subdivision, which map is dated March 1999 and is marked Exhibit "A" in the
herein above referred file, be and the same is hereby conditionally approved. The conditions of said
approval are as follows:
The Tentative Parcel Map shall be revised so that the property is divided down the centei of
the property with both lots being equal in size.
Upon subsequent submittal of Design Review applications a drainage plan shall be
developed that, to the extent feasible, causes the property to drain toward Verde Vista while
minimally raising the building pads.
Prior to submittal of a Final Map to the City Engineer 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 comer locations, either found or set. The submitted map shall also
show monuments set at each new comer location, angle point, or as directed by the City
Engineer, all in conformity with the Subdivision Map Act and the Professional Land
Surveyors Act.
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 in Section 14-40.020 of the Municipal Code, to the City Engineer for examination.
The Final Map shall contain all of the information required by 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 of the Final Map.
Fee paid.
Completed.
Provided.
Not applicable.
Not applicable.
Not
Not
applicable.
applicable.
Proof of insurance
provided.
Accomplished.
Acknowledged.
Feepaid.
File No. SD-99-O01; 20520 Verde Vista Lane - Wang
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 City. Engineer.
5. The owner (applicant) shall pay a Map Checking fee, as determined by the City Engineer, at
the time of submittal of the Final Map for examination. '
6. Interior monuments shall be set at each lot comer either prior to recordation of a Final Map
or some later date to be specified on a Final Map. ffthe owner (applicant) chooses to defer
the setting of interior monuments to a specified later date, then sufficient security as
determined by the City Engineer shall be furnished prior to Final Map approvai, to
guarantee the setting of interior monuments.
· The owner (applicant) shall provide Irrevocable Offers of Dedication for all required
easements and/or fights of way on the Final Map, in substantial conformance with the
approved Tentative Map, prior to Final Map approval.
The owner (applicant) shall submit engineered improvement plans to the City Engineer 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 City Engineer and the appropriate officials from
other public agencies having jurisdictional authority, including public and private utility
providers, prior to approval of the Final Map.
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.
10. 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.
11. The owner (applicant) shall furnish Improvement Securities in accordance with Section 14-
60.020 of the Municipal Code in the manner and mounts determined by the City Engineer
prior to Final Map approval.
12. The owner (applicant) shall furnish a written indemnity agreement and proof of insurance
coverage, in accordance with Section 14-05.055 of the Municipal Code, prior to Final Map
approval.
13.
14.
15.
Prior to Final Map approval, the owner (applicant) shall furnish the City Engineer with
satisfactory written commitments from all public and private utility providers serving the
subdivision guaranteeing the completion of all required utility improvements.
The owner (applicant) shall secure all necessary permits fi.om the City and any other public
agencies, including public and private utility providers, prior to commencement of
subdivision improvement construction. Copies of permits other than those issued by the
City shall be provided to the City Engineer. ~
The owner (applicant) shall pay the applicable Park and Recreation in-lieu fees prior to
Final Map approval.
File No. SD-99-001; 20520 Verde Vista Lane - Wang
~Acknowledged.
16.
All public and private improvements required for the project shall be completed and
accepted for construction by the City Engineer, Planning Director, and/or the appropriate
officials fi.om other public agencies, including public and private utility providers, prior to
issuance of building permits for any of the lots.
Acknowledged.
17.
All building and construction related activities shall adhere to New Development and
Construction - Best Management Practices as adopted by the City for the purpose of
preventing storm water pollution.
Acknowledged.
18.
Notice of construction shall be distributed to all residents within 500 ft. of the property at
least five calendar days prior to commencement of construction in such form as determined
by the City Engineer. The applicant (owner) shall reimburse the City the full cost of
providing such notice prior to receiving approval fi.om the City Engineer to commence
work on the project.
Acknowledged.
19.
All requirements of the Cupertino Sanitation District, San Jose Water Company shall be
met.
Acknowledged.
Acknowled~d.
Acknowledged.
20.
21.
22.
Future development of the lots shall require Design Review approval. The pool and tennis
court as shown on the subdivision plan are not approved. Building sites shall be consistent
with the approved building envelopes and based on current Zoning Ordinance regulations
and City policy. The location of any structures shall maximi,ze tree preservation.
Design Review approvals shall only be granted upon finding that the proposed structure is
compatible in terms of scale and design with the existing adjacent residences, that it is in
conformance with the City's Residential Design Guidelines and that all of the necessary
Design Review findings can be made.
No grading or building pad improvement work shall take place on the individual lots until
Design Review applications have been reviewed and approved by the Planning
Commission.
Acknowledged. 23.
Fencing installed.24.
Other
requirements
acknowledged.
No ordinance protected trees shall be removed without a tree removal permit until Design
Review applications are approved.
Pursuant to the City Arborist's report dated March 12, 1999, all tree preservation
requirements shall be met, prior to Final Map approval, including but not limited to:
a. Tree protective fencing shall be installed to protect retained. Fencing must be located to
protect the entire root zone, a minimum of 5 feet beyond the perimeter of the canopies
unless otherwise noted. The fence must be chainlink, a minimum height of five feet,
mounted on steel posts driven two feet into the ground. The fence must be in place
prior to the arrival of demolition materials or equipment and must remain in place until
the completion of all construction.
b. Trees to be retained must not be subjected to ripped or tom roots, broken branches, or
bark injuries. Equipment must be positioned to reduce the risk of such injuries. Debris
must not be piled outside of the canopies of trees until removal. If demolition
equipment cannot access the existing driveway without breaking branches of trees (i.e.
#6, 7, 15, if retained or 33) another access must be made. In this event, I suggest that
trees which are to be removed for one of the new driveways be sacrificed to provide
access.
An ISA certified arborist shall be retained to consult with the planning and supervision
Security deposit
posted.
Acknowledged.
Acknowledged.
Acknowledged.
25.
26.
27.
28.
File No. SD-99-001; 20520 Verde Vista Lane - Wang
of demolition process that have the potential of putting the trees at risk. This arborist
must be onsite during demolition and must have the authority to direct demolition
operations where trees will be at "risk", defined as compaction of soil beneath the
canopy, or physical damage to limbs branches or trunk. The arborist will have to
responsibility of assuring that the retained trees will not be significantly damaged. For
some trees fencing must be expanded to protect the entire root zone immediately
following demolition. .
d. Immediately following (the same day), the demolition and removal of an existine
footing, and existing concrete slab, or an existing driveway the exposed soil must b~
covered by 3 inches of coarse bark chips to prevent desiccation of the surface roots
directly beneath. This must be done for Trees #6. 7. 8, 15 (if retained). 20.32. and 33.
e. There must be no grading or surface scraping under the canopies of trees.
f. Trenches for any utilities (gas, water, phone, imgation, etc.) must be outside the
canopies of retained trees.
g. Subject to Design Review approval future replacement trees shall be native species
The owner (applicant) shall submit to the City, in a form acceptable to the Plannine
Director, security in the amount of $13,145.00 (equivalent to 15%8 of total value of all tree}
on site) pursuant to the report and recommendation by.the City Arborist to euarantee the
installation, replacement, maintenance, and/or preservation of trees on the subi~ct site. This
security deposit shall be released at the time of construction acceptance ~pon the Cin'
Arborist's finding that all tree protection measures have been adequately followed.
Subdivision construction hours shall be restricted between 7:30 a.m. and 6:00 p.m.. Monday
through Friday, except in the event of an emergency which imperils the public safen.. The
City Engineer may grant an exemption upon his/her determination of an emergency. No
construction work shall be permitted on legal holidays. '
The owner (applicant) shall, upon the Cites request, defend, indemnify and hold the City
and its officers, officials, boards, commissions, employees and volunteers harmless fro~
and against any claim, action or proceeding to attack, set aside, void or annul this approval.
or any of the proceedings, acts or determinations taken, done or made prior to such
approval, which is brought within the time specified in Sec. 14-85.060 of the Municipal
Code. If a defense is requested, the City shall give prompt notice to the applicant of an5'
such claim, action or proceeding, and shall cooperate fully in the defense thereof. Nothing
herein shall prevent the City from participating in the defense, but in such event, the City
shall pay its own attorney% fees and costs.
Noncompliance with any of the conditions of this permit shall constitute a violation of the
permit. Because it is impossible to estimate damages the City could incur due to the
violation, liquidated damages of $250 shall be payable to this i2ity per each day of the
violation.
expire. Section 1. Conditions must be completed within twenty-four (24) months or approval will
Section 2. All applicable requirements of the State, County, City and other Governmental
entities must be met.
Section 3. Unless appealed pursuant to the requirements of Article 15-90 of the Saratoga
City Code, this Resolution shall become effective fi~een (15) days from the date of adoption.
NOES:
ABSENT:
File No. SD-99-001; 20520 Verde Vista Lane - Wang
PASSED AND ADOPTED by the City of Saratoga Planning Commission. State
California, this 14 day of April, 1999, by the following vote:
AYES: Commissioners Bernald, Kaplan, Martlage and Page
Cor~missioner Murakami and Chairman Pierce
Conmissioner Patrick
Chair, P~' g/C~°/~~ssi~ --
ATTEST:
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: JUNE 7, 2000
ORIGINATING DEPT.: PUBLIC WORKS
AGENDA ITEM
CITY M GR. :"~',_~..~. ~'~~
DEPT. HEAD: ~?..~_..A~
SUBJECT: Authorization to purchase Model 95 Brush Bandit Brush Chipper
Recommended Motion(s):
1. Move to authorize the purchase of a Model 95 Brush Bandit Brush Chipper from Cai-Line
Equipment, Inc. in the amount of $20,886.84.
Report Summary:
The adopted budget contains $25,000 in Activity 1035 (Equipment Operations), Account 6004
(Equipment) for the purchase of a brush chipper. The new chipper will replace the City's 15-year-
old model, which in addition to its age has operational safety concerns. The existing chipper will
be auctioned off in the fall.
Staff solicited quotations from several equipment companies to provide a Brush Bandit Chipper.
However, Cai-Line Equipment, Inc. of Livermore was the only company in Northern California
who offers this chipper brand and model. In addition, the City's Parks Maintenance Supervisor
researched other brands of chippers including the Brush Bandit, and discovered that the Brush
Bandit by far was the most preferred manufacturer utilized by other municipalities and private tree
service companies. Consequently, it is recommended that the Council authorize the purchase of the
Model 95 Brush Bandit Brush Chipper from Cai-Line Equipment, Inc. at the quoted price.
As noted, there are sufficient funds in the adopted budget to cover the recommended purchase.
Conseqnenees of Not Acting an the Recommended Motions:
The purchase would not be authorized. Staff would then have to contract brush chipping to outside
contractors.
Alternative Aetian,q:
None in addition to the above.
Follow lip Action,s:
A purchase order for the brash chipper in the amount of $20,886.84 will be issued to Cal-Line
Equipment, Inc.
Advertising: Noticing and Public Contact:
Nothing additional.
Quotation from Cal-Line Equipment, Inc.
EXECUTIVE SUMMARY NO.
MEETING DATE: JUNE 7, 2000
ORIGINATING DEPT.: PUBLIC WORKS
SARATOGA CITY COUNCIL
AGENDA ITEM
DEPT. HEAD:
SUBJECT: Declaration of Surplus Property and Authorization to Dispose of same
Recommended Motion(s):
Move to declare the following list of property as surplus and authorize their disposal by the City
Manager as recommended:
1. Wood Chuck Chipper
2. Selma Trailer
3. Jacobson Trailer
4. Snow Co Trailer
5. Toro GM 327 Mower
6. Clark Forklift
7. Ford F350 Custom Truck
8. Toyota Skid Sweeper Attachment
9. Miscellaneous Office Furniture
Report ~qllmma l'y:
Municipal Code Section 2-45.170 requires City Council authorization to dispose of surplus
property having a value of more than $500. As all nine items have values that most likely exceed
that amount, it is recommended that the City Council declare each of the assets as surplus property.
Disposition would then occur in the manner as described below:
Item Age Reason Method Replacement
1. Wood Chuck Chipper 15 yrs Age & Operational Auction
Safety Issues
Yes, F.Y. 99/00
2. Selma Trailer 15yrs Age/Condition Auction No
3. Jacobson Trailer 15 yrs Age/Condition Auction Yes, F.Y. 00/01
Item Age Reason Method Replacement
4. Snow Co Trailer 15 yrs Age/Obsolete Auction No
5. Toro GM 327 Mower 8 yrs Age/Obsolete Auction No
6. Clark Forklift (?) Non-Operational Auction Yes, F.Y. 01/02
7. Ford F350 Custom (#66) 12 yrs Age/Condition Auction No
8. Toyota Skid Sweeper 9 yrs Age/Obsolete Auction No
9. Miscellaneous Office Various Age/Condition Surplus Replaced
Furniture Dealers
F_iar. atlmoam:
Amount of revenue from auctioned equipment and furniture sales unknown until actual sales occur.
Con~equenee,q of Not Aetin~ on the Recommended Motions:
Depends on Council's action. Some or none of the above listed items would not be declared as
surplus property.
Alternative Action~:
None in addition to the above.
Follow llp Action.~:
The above listed items would be disposed of as recommended.
Advert[qino. Noticing, and Pnblie Contact:
Nothing additional.
Allar3.ma~:
None.
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. AGENDA ITEM
MEETING DATE: June 7, 2000
ORIGINATING DEPT: Administrative Services
DEPT. HEAD:
SUBJECT: Stipulation of Givens' Family Donation to Friends of the Saratoga Libraries
RECOMMENDED ACTION(S): Agree to permanently and prominently display original oil
painting(s) of the Oak Street Village Library Building, and if the amount of the contribution
permits, a painting of the 15resent library building, prior to expansion, at the expanded and
renovated library.
REPORT SUMMARY: The family of Mary Givens Slane wishes to commission and purchase
one and possibly two oil paintings to serve as a permanent memorial to their wife, aunt, and
daughter. The family of Mary Givens Slane will transfer ownership of the painting(s) to the City
of Saratoga or to the Friends of the Saratoga Libraries. The family is prepared to fund the project
immediately if the City of Saratoga agrees to permanently and prominently display the
painting(s) at the expanded and renovated library.
FISCAL IMPACTS: Minimal. The painting(s) must be hung in a prominent location in the
expanded and renovated library. Proper lighting must be installed.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The family
of Mary Givens Slane will not commission painting(s) nor transfer ownership to City of Saratoga
or Friends of the Saratoga Libraries.
ALTERNATIVE ACTION(S): None.
FOLLOW UP ACTION(S): Inform family of Mary Givens Slane of decision. Inform Library
Expansion Committee of stipulation to insure painting(s) will be displayed appropriately.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS: Letter from Mary and Jim Givens to Mr. William J. McDonnal, President
of Friends of the Saratoga Libraries.
Mr. William J. McDonnal, President
Friends Of The Saratoga Libraries
15201 Montalvo Road
Saratoga, California 95070
March 21, 2000
Dear Bill,
Our family wants to make a contribution in the amount of $10,000 to the Friends Of The Saratoga
Libraries. The family, for this purpose, is Daniel Slane, son-in-law; Jane and Martin Davis, daughter
and son-in-law; William, James and Benjamin Davis, grandsons, and us, Mary and Jim Givens. We are
all Life Members of the Friends.
The purpose of the contribution is to create a significant, permanent memorial to Mary Givens Slane,
wife, sister, aunt, and daughter at the Saratoga Community Library.
The family stipulates that the contribution be used to commission and purchase an original oil painting
(s) of the Oak Street Village Library Building, and if the amount of the contribution permits, a painting
of the present library building, prior to expansion. The painting(s) are to be permanently and
prominently displayed at the expanded and renovated library. Ownership of the painting(s) is to be
transferred to the City of Saratoga, or maintained by the Friends, whichever is deemed most
appropriate.
An appropriate plaque is to be created which says, "CONTRIBUTED BY THE FRIENDS OF THE
SARATOGA LIBRARIES IN MEMORY OF MARY GIVENS SLANE, 1963-1996.
The family envisions that a prominent, local artist will create the painting(s), after presentation of
sketches and approval of an acquisition and selection committee. Jane Givens Davis is to be a member
of that committee.
Based on acceptance of these stipulations, the family is prepared to fund the project on an immediate
basis. Based on personal family considerations, we request prompt consideration of this proposal.
K~nuest personal regards,~
Mary ana
cc: Mrs Dolly Barnes-Community Librarian
Mrs Marcia Manzo-Chair, Saratoga Community Library Commission
Mr. Daniel T. Slane-San Rafael, California
Mrs. Jane and Mr. Martin Davis-Redlands, California
Messers William, James, 'and Benjamin Davis-Redlands, California
Subj: Family Contribution To The Friends Of The Saratoga Libraries
5/7/00 10:21:00 PM Pacific Daylight '~me
J28m29
WJMcDonnal
Bill,
This e-mail is an effort to be as clear and specific as possible about our vision of how the contribution we want to make can
be implemented and conclude in a result that is pleasing to the cit. y, the Friends, the library and our family.
We believe that the former Village Library Building located on Oak street is an important part of Saratoga's heritage. We
believe an oil painting is one way of prese~ng this piece of heritage for all time. As you know, we also have some hope that
the contribution dollars will also pumhase a painting of the current library, before it is expanded. This building is also a part of
Saratoga's history.
The building and surrounding land belongs to the City of Saratoga. The Santa Clara County Library operates the library for the
community. Our preference is that ownership of the the painting(s) reside with the city. If that cannot be worked out, it is
acceptable for the Fdends to maintain ownership. In either case, we want the picture(s) to be a permanent exhibit(s) in
Saratoga's library.
We would be.very pleased if the plaque read "Contributed By The Fdends Of The Saratoga Libraries To The City Of Saratoga,
California in memory of Mary Givens Slane. 1963-1996. In fact, those words say what we really mean.
It is our futher view that the painting(s) should be very traditional, dignified, realistic works of art. We have assumed that a
selection committee would make the decisions. A further assumption has been that the city would have a member, the
Fdends, a member and our family, a member. Your suggestion that Norm Carter sene on the committee, as an independent
consultant is very acceptable. Mary has .approached her art instructor on serving in a consulting capacity. We do believe a
committee of five people is certainly adequate for the task.
g daughter Mary in her home community is important to us. Mary went through Saratoga Schools, Foothill
through Saratoga High School. Saratoga remained very important to her throughout her life. She liked to take visiting friends to
the historical museum, Montal~o, the BGR, the Vitaphone(when it existed) and always made it her business to be in Saratoga
at Thanksgiving in order to attend the Fdday Evening Open House. She was a great Saratoga" cheer leader."
You will recall that Mary was fatally injured on February 17, 1996 as a result of the collapse of a fourth floor deck in a San
Francisco apartment house, while attending a going away party for a business colleague.
This was a difficult time for her husband, sister, nephews, and Mary and me. Members of the Fdends and the organization
through its members rose to a level of support that could not have been surpassed in any way. Our family has never forgotten
this help. In part this contribution is meant as a thank you to a large number of grand people.
Bill, this is about all there is to this project from our point of view. I want to add that we intend to cooperarte fully in making
this a rewarding project for those who are involved.
Jim
Monday, May 08, 2000 America Online: J2~q~19 Page: I
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.:
MEETING DATE: JUNE 7, 2000
ORIGINATING DEPT.: RECREATION
AGENDA ITEM:
CITY MANAGER:
PREPARED BY: ~SANI
SUBJECT: Request for Waiver of Park Use Permit Fee of Wildwood Park for the
Saratoga Community Band Concert in the Park.
RECOMMENDED MOTION(S):
Approve this year's request to waive the Park Use Permit fee normally required for the rental of
Wildwood Park and authorize staff to waive fees for future Community Band Concerts in the
Park.
REPORT SUMMARY:
The Saratoga Community Band has requested that the City waive the $51 Park Use Permit fee
($36 for stage rental and $15 processing fee) in addition to the refundable $50 deposit necessary
for the use of Wildwood Park. A Wildwood Park Use Permit has been filed by the applicant and
payment is pending the outcome of Council's decision. The Saratoga Community Band plans to
hold their Old Fashioned Sunday Afternoon Band Concert in the Park on May 20, 2001 from
3p.m. to 6p.m. The event will be free to the community.
In 1996, the City Council decided to assess fees for all group uses of Wildwood Park. The main
factor prompting this revolved around the need for the City to ensure full cost-recovery for its
services. Staff is recommending to Council to approve the applicant's request because this event
is a free concert where profits will not be made by the use permit applicant. Staff costs
associated with the processing of this Park Use Permit are nominal.
Every year the City Council has approved the request to waive fees for this Concert in the Park
event that is very well attended by the community. Staff is also recommending authorization to
waive this fee in the future so Craig Northrup does not have to come back to the Council each
year.
FISCAL IMPACTS:
The City would not collect the $51 fee for the use of Wildwood Park.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
No public notice or hearing is required for this request.
CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S):
The request to waive the Park Use Permit fee for the use of Wildwood Park will be denied and
the applicant will be required to pay the fee and deposit.
FOLLOW UP ACTION(S):
Inform Craig Northrup that the Community Band's fees are waived.
ATTACHMENTS:
1. Correspondence from Saratoga Community Band
2. Copy of the Wildwood Park Use Permit filed by the Community Band
~IAY ~ ~ 2000
SARATOGA COMM UNITY B-A-N
WEST VALLEY SYMPHONIC BAND
Craig D. Northrup, Conductor
West Valley College
14000 Fruitvale Avenue
Saratoga, CA 95070
Phone & Fax: (408) 867-2720
E-mail: Cnorthrupl @ AOL. COM
May 16, 2000
ATTN: Saratoga City Counc//
RE: Waiver of Use Fees for Wildwood Park
I request the waiver of use fees for the enclosed use of
Wildwood Park on May 20, 2001. The Saratoga Community
Band has been performing this free old fashioned Sunday
afternoon' concert in the park for the past eleven years as a
public service to the c6mmunity. We will be sure to leave the
park clean after the concert.
Y~,rs truly,.,,,
Cra/g D. Northrop
Band Director
+ TELL A FRIEND/BRING A FRIEND +
WEST VALLEY COLLEGE MUSIC DEPARTMENT
14000 FRUITVALE AVENUE, SARATOGA, CA 95070
WILDWOOD PARK USE PERMIT
Cl~ of S~rsio~ ~ Depernamt 1~655 Alloudale Ave. Ssraw~a, CA 95070
mo : ',,,,
PAGE 01/0
05/13/20a0 i4:31 40~]8G7272~, CRAIG 'NORTHRUP -7;/].~ ~[ '-'g ' /' .4 ·
ALCOtiOLSI~VED: YES ['-] NO .~,
USE OF: HORSESItOF..~ [~] VCgI,EYB~ ['-10AT~ KEY ~
All applications for use of W'ddwood Park must b~ approvcd by r~ Parks Department. Submission of
application dGe~ not ~uaranlcc usc.
I, r~e ~ed heneby cen~ ~ I will bc pc~soneny responu'blc, ~ behlI of thc epphcant, for
faolltty by the applia~.' t, Any lost equipment ~ damqe$ sustatnnd m ~ ~ s,hall I~.~
· I h ..~_. ~ th~z l.havc, rcad nd tmdcmamt thc Sar~Ioga P.~k U~. _Po~ic~__ _ and will abidc by eny
spcml conditions se~ forth. I certi~ thet thc intendcd usc is in coinpliancc with said rides and zcgulactons,
I havi mad th= ~ R,IE,EASE ami ASSUMPTION OF RISK AGREEMENT & volunlarily si~n it.
Sub l~tal $ Resident ~t $ Balanc~ Duo $.____.__
Date ,.-- Reccip~ AmountPaid $ , _
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.:
MEETING DATE:
AGENDA ITEM:
June 7,2000 CITY MANAGER: L.~t~~_-~~
O~GINATING DEPT.: CiW Manager P~P~D BY: Christoph Korn
DEP~TMENT HE~: ~_~/~
SUBJECT: Claim: B & N Development, Claimant; Claim No. 99-004
RECOMMENDED ACTION:
Reject claim.
REPORT SUMMARY:
The above referenced claim is attached. B & N Development submitted a claim asserting that
the City failed to require the original land developer to install a fire hydrant. The claimant is
now being sued by the current owners of the property for failing to install the required fire .~,
hydrant and has filed a cross-complaint against the City for breach of its duties and obligations.
The original developer proposed widening the road in lieu of installing a fire hydrant, a plan
which the City agreed to in principle. After the land was sold to another party and the claimant
was hired as the developer, the claimant then submitted the actual development plans to the City.
These plans were approved on March 26, 1997. The City amended these plans calling for a fire
hydrant to be installed instead of pursuing the widening of the road. The claimant agreed to and
signed the amended plans. During the final inspection on the home construction, the City
determined that the fire hydrant was among the various uncompleted requirements.
ABAG believes that coverage is not available under the provisions of the Memorandum of
Coverage - Liability. Therefore, the City Attorney has reviewed the case and recommends that
the City reject the claim.
FISCAL IMPACTS:
Not applicable.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The claim will not be rejected.
ALTERNATIVE ACTION:
The City Council could decide to not reject the claim.
FOLLOW UP ACTION:
Process rejection of claim and notify claimant.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Not applicable.
ATTACHMENTS:
Claim Acknowledgement Notice from ABAG.
ASSOCIATION OF BAY AREA GOVERNMENTS
Representing City and County Governments of the San Francisco Bay Area
May 24, 2000
Mary Jo Walker, Risk Manager
The City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
ABAG PLAN
C o R P O RAT I O N
ABAG
CLAIMANT(s):
DATE OF LOSS:
CITY CLAIM #:
ABAG CLAIM #:
B & N DEVELOPMENT
6-1-89
99/00 SA:99-004
GL-050435
** CLAIM ACKNOWLEDGMENT NOTICE **
Dear Ms. Walker:
FACTS ALLEGED BY THE CLAIMANT:
The claimant has submitted a claim for damages as a result of the claimant becoming a party
to a lawsuit involving land development. The claimant asserts the City failed to require the
original land developer to install the fn-e hydrant. The claimant is now being sued by the
current owners of the property for falling to install the required fire hydrant. The claimant is
looking to file a cross-complaint against the City for breach of its duties and obligations.
CITY INFORMATION:
The City reports that the original developer proposed widening the road in lieu of installing a
fn'e hydrant, a plan which the City agreed to in principle. After the land was sold to another
party and the claimant hired as the developer, the claimant then submitted the actual
development plans to the City. These plans were approved on 3/26/97. The City amended
these plans calling for a fn-e hydrant to be installed instead of pursuing the widening of the
road. The claimant agreed to and signed the amended plans. During a i'mal inspection on the
home construction, the City determined that the fire hydrant was among the various
uncompleted requirements.
COVERAGE REVIEW:
The claimant's allegations involve issues of land use are based solely upon an alleged failure to
perform in accordance with the Planning Commission Resolution. For this reason we have
determined that coverage does not appear to be available under the provisions of the
Memorandum of Coverage - Liability. Please refer to pages 30 - 32 on which this type of claim
is excluded under Public Officials Errors And Omissions Injury. Specific provisions on page 32
pertain to this claim as noted below:
2. Exclusions
This memorandum does not apply to:
t. Public Officials Errors And Omissions Injury arising out of any
failure to perform or breach of a contractual obligation
Mailing Address:
Location:
P.O. Box 2050 Oakland, California 94604-2050
Joseph P. Bott MetroCenter 101 Eighth Street
(510) 464-7900 Fax: (510) 464-798g
Oakland, California 94607-4756
plan@abag.ca.gov
City of Saratoga
B & N DEVELOPMENT
ABAG Claim #GL-050435
May 24, 2000
Page 2
/ #SA: 99-004
REMARKS:
We will take no further action on this claim
coverage under ABAG PLAN is not available.
at this time since we have determined that
If the Cit3, should be served with a summons and complaint in this matter, please fox-ward the
documents to our office so we may review the causes of action presented for coverage under the
Memorandum of Coverage. In the meantime, we will keep this file on a monitor diary for
further activity. Please forward copies of documents received for our records.
If you have any questions about this or any other matter, please contact me at 510-464-7936.
incerely,, I
Loft Hardacre.
Claims Examiner
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.:
MEETING DATE: June 7, 2000
ORIGINATING DEPT.: Recreation
AGENDA ITEM: ~
CITY MANAGER: ~,~.~ ~/~<~
PREPARED BY: Joan Pisani
SUBJECT: Improvements to Community and Senior Center
RECOMMENDED ACTION(S): Authorize staff.to proceed with improvements and at this time
approve expenditures of $127,000.
REPORT SUMMARY: In April, staff.presented to the City Council a list of needed
Community and Senior Center improvements and estimates of the cost to complete each project.
City Council reviewed the list and approved $280,560 for facility improvements. The City
Council asked staffto return with firm costs and listed below is an outline of the projects and
costs.
HVAC: Re-zoning and correcting the heating and air conditioning system should be the first
project completed. O.C.McDonald was the only company that responded to give us a bid.
They analyzed the current system and completed a needs assessment. If no other heating and
air conditioning companies will bid on this project, and also complete the work in the next two
months, then it is recommended that staffbe authorized to sole source this project. Estimated
total'cost: $19,000.
New Roof: We were able to get 3 bids on replacement of the entire Community and Senior
Center roof. The actual Iow bid was almost $50,000 but an additional $10,000 is requested
for change orders, if needed. Estimated total cost: $60,000.
Painting: Senior Center large room and kitchen; Community Center large room, reception
office, dance studio, hallways, common areas, and touchup in other areas. Estimated total
cost: $3,000.
Carpeting: Community Center hallways, common areas, some offices and stage area; Senior
Center offices, hallway, lounge and offices. Price includes pull up and disposal of old carpet,
prep of existing floor and new rubber wall base. Estimated total cost: $13,000
Window Coverings: New window coverings in Senior and Community Center multipurpose
rooms. Price includes new track system and installation. We were only able to get two bids
on this project. Estimated total cost: $2,000
Work Area Furniture and Equipment: This includes space saver modular workstations,
workroom furniture, a table, chairs, and'file cabinets. There are 3 companies bidding on this
project and we should have their submittals by June 15t~. It is expected that this expense will
not exceed $12,000.
· Computer and Printer: For additional counter workstation in front office of Community
Center. Estimated total cost: $3,200
· Cabinets: Reface cabinets in kitchen and classroom. Estimated total cost: $8800
Work Plans for Portables: The first step in preparing for placement of the 3 portables and
getting the utilities to the site, is to contract out for engineering services. A civil engineer is
needed to locate sewer and water lines and complete the working plans. An electrical
engineer is required to complete the plans with the drawing of the electrical lines. After this is
complete, we will get bids from general contractors to actually get the utilities to the sites.
Estimated total cost: $6,000
TOTAL REQUEST: $127,000
City Purchasing Policy: Municipal Code section 245.120 allows for an exception to the City's
Purchasing Policy in the case of a safety issue or emergency. The current policy requires that
projects over $20,000 need to go to formal bid. This will present a problem in moving forward
with the improvements to the Community and Senior Center. The new roof is one of the first
projects that should be done. The Public Works Director, who handles all capital projects and
formal bids, informed me that because of the number of projects already scheduled, he will not be
able to look at new projects until later in the year. If we have to go to formal bid on the roof, we
are looking at close to a year before this project would be complete. It is requested that the City
Council allow staffto proceed with the new roof by awarding the contract to the lowest informal
bidder.
NEXT STEP: There are other Community and Senior Center improvements that were a part of
the original list presented to the City Council in April. These projects are listed below and staff
will return at a later date with cost estimates.
Portables: After the engineering plans for placement of the portables are complete, staffwill
return with the cost of preparing the site and pulling the utilities to each location. After this is
complete and the exact site location is identified, Mobile Modular will give the city their cost to
place the three portables. They charge for delivery, leveling, skirting, ramps and seismic restraints.
At~er the portables are placed, the area around each site will need to be improved. This might
include walkways, fencing and some landscaping.
Phone Lines: The phone lines to the Senior and Community Center are slowly deteriorating and
many phone lines are either non-functional or causing major problems and need to be replaced.
This project was not in the original request of improvementS needed, but the city was informed
that this work needs to be done as soon as possible.
Bathrooms: At this time, staff`has been unable to find a contractor to give us a bid on this
project.
Equipment: Chairs, tables and other equipment for the new spaces.
FISCAL IMPACT: $35,660 fi.om CDBG Funds and $91,340 fi.om the General Fund. Staff`has
been informed by the City Attorney that Park Development Funds cannot be used for these
improvements.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
Improvements will not be made to the Community and Senior Center.
ALTERNATIVE ACTION(S): None.
FOLLOW UP ACTION(S): Direct staffto begin work on completing the projects.
ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional.
ATTACHMENTS:
Bid list
BID
ROOF
Renaissance Roofing Co, Inc.
Waterproofing Associates
California Roofing Co, Inc.
PAINT
Ekim Painting
Bob Morris Paiming
Central Bay Painting Co.
CARPET
Reed's Carpet
Conklin Bros
Lawrence Contract Furnishers
WINDOW COVERINGS
Drapery Productions
Louis H. Hill Co.
WORK AREA FURNITURE
Pivot Interiors
. Samclar
Boise Office Furniture
CABINETS - REFACING
A 2 Z kitchen & Bath
Segale Bros
COMPUTER & PRINTER
Per Sam Tarani, City MIS Coordinator
LIST
$73,844.00
$61,928.00
$49,962.00
$10,5000.00
$ 7,880.00
$ 3,000.00
$16,976.00
$12,758.00
$11,174.00
$3,729.21
$1,925.00
Awaiting bid/by 6/15/00
Awaiting bid/by 6/15/00
Awaiting bid/by 6/15/00
$9,962.00
$8,730.00
$3,200.00
SARATOGA CITY COUNCIL
EXECUTIVE SUMlVIARY NO.
MEETING DATE: June 7, 2000
ORIGINATING DEPT.: City Manager
CITY MANAGER:
PREPARED BY: City Clerk
SUBJECT: Saratoga Union School District
RECOMMENDED MOTION:
REPORT SUMMARY:
FISCAL IMPACT:
That Council discuss the District's compliance with June 4,
1999 corporative agreement and direct staff to follow up with
outstanding issues with the school board.
N/A
N/A
ADVERTISING, NOTICING N/A.
AND PUBLIC CONTACT: N/A
CONSEQUENCES OF NOT
ACTING ON MOTION:
N/A
FOLLOW UP ACTIONS:
ATTACHMENTS:
N/A
1.
2.
3.
4.
$.
Letter from Mary Gardner, Superintendent/Saratoga
Union School District dated May 26, 2000.
Letter from Mary Gardner, Superimendent/Saratoga
Union School District dated May 12, 2000.
Letter to Mary Gardner from Deborah Ellis, Arborist
dated April 5, 2000.
Letter to Mary Gardner from Deborah Ellis, Arborist
dated April 28, 2000.
Cooperation Agreement between the Saratoga Union
School District and the City of Saratoga dated June 4,
2000.
SARATOGA UNION SCHOOL DISTRICT
20460 FORREST HILLS DRIVE
SARATOGA, CALIFORNIA 95070
(408) 867-3424
May 26, 2000
Mr. William C. Norton
Interim City Manager
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
RE: Tree Removal at Saratoga Elementary School
Dear Mr. Norton:
Thank you for your letter dated May 18, 2000. The District appreciates the City's
willingness to continue working cooperatively with the School District. The District
believes that the residents of the City of Saratoga benefit most when the City and the
District work together. It is because of this belief and goal of the District that I deeply
regret the District's oversight with respect to the tree removal and the requirements of
our cooperation agreement. I am quite enthusiastic about a joint meeting between the
City Councilmembers and the District Board Members. I believe such a meeting will
foster cooperation and mutual understanding of each agency's goals. Because of year
end concerts and award ceremonies, the Board and I are committed to other activities
on June 7th.
The District is very.willing to meet with the Councilmembers. In order to foster
dialogue and ensure mutual understanding of City and District concerns, I believe a
specially scheduled joint meeting of the two agencies in the form of a roundtable would
be most productive. This would afford the public the opportunity to address the Board
members and allow the Councilmembers and Board members to speak amongst
themselves about future cooperative efforts. Our Board meetings have been scheduled
for June 13 and June 27. Since the Board has no regularly scheduled meetings in July,
we could plan a joint meeting on a Tuesday in July.
Several measures can be taken to assure that the meeting is both constructive
and cooperative. I believe the preparation of an agenda for the meeting will focus the
Councilmembers, Board members and the public on the issues to be discussed at the
meeting. I would be more than happy to prepare the agenda. I am preparing a matrix
of the obligations in the cooperation agreement outlining the duties of the City and the
District and estimate completion dates for those obligations. This matrix and the
discussion surrounding it should assist in addressing issues 3 and 4 raised in your May
18, 2000, letter.
ATTACH~IENT 1
Although we can address these issues in more detail at the joint meeting, I would
like to provide you with some insight into the Board's position on issues 1 and 2 raised
in your letter. The District has always intended to remove at least one of the two large
eucalyptus trees located at Saratoga Elementary School. Originally, the District was
prepared to remove both trees prior to commencement of construction; however, after
months of negotiation with a special interest group and the City, the District agreed to
monitor the trees during construction. Near the end of construction, on May 1,2000, we
would determine the impact the construction had on the trees. At that time the arborist
would evaluate the health of all eucalyptus trees to determine if we could keep our
agreement. If considerable damage occurred to both trees, both trees would be
removed. However, the District was committed to taking all reasonable steps to protect
the larger of the trees which was designated as the preferred tree. Thankfully, the
District was able to spare the preferred tree. Due to the diligence of our construction
team, only the agreed upon tree was removed. The removal of this tree was always the
preferred plan and necessary to assure the safety of our children and meet the goals of .
our playground construction project. Because we needed to begin landscaping not later
than May 1, we waited until then to follow through on our agreement
The removal of the smaller tree will be mitigated in accordance with the mitigated
negative declaration prepared for the construction project. The District will replace the
loss of that tree with other trees at a 3:1 ratio. The replacement trees will be either
coast live oaks or redwoods. This replacement was determined in the negative
declaration to adequately mitigate the removal of the smaller eucalyptus trees.
I am hopeful that our joint meeting will prove successful and demonstrate the
District's continued willingness to work with the City. Please let me know what date for
the joint meeting would be acceptable to the City. I look forward to hearing from you.
Sincerely,
Mary Gardner
Superintendent
cc: City Council
SARATOGA UNION SCHOOL DISTRICT
20460 FORREST HILLS DRIVE
SARATOGA, CALIFORNIA 95070
(408) 867-3424
May 12, 2000
William Norton, City Manager
Saratoga City Hall
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mr. Norton:
I am following up on our conversation of last Friday, Where you informed me that
the Saratoga Union School District had not complied with its commitment to the City
concerning the removal of a eucalyptus tree at Saratoga Elementary School. I am very
embarrassed that this obligation was overlooked.
I sincerely apologize for this error. It was an unfortunate oversight by mv office
and for which I assume complete responsibility. Because of the many discussions last
year creating the compromise on this issue, I deeply regret.any misunderstandings or
problems that this situation creates.
Although we failed to hold a hearing and send the report to the City prior to
removal of the tree, the District did retain a certified arborist, who monitored a variety of
eucalyptus trees during construction. She made her recommendation on which trees to
retain based on the health of the trees and on an agreement by the District and community
representatives. This recommendation balanced student needs for a safe playground while
preserving as many lxees as possible. Fortunately, the preferred tree was saved. I have
included a copy of her report for your review.
Please !et me know what, if any, appropriate next steps can be taken to assure the
City that the District understands the importance of trees and demonstrates our
commitment to working cooperatively with the City. I look forward to hearing from you.
Sincerely,
Mary Gardner
Superintendent
Enclosure
ATTACHr'IENT 2
Deborah Ellis, ASCA
Consulting Arborist & Horticulturist
Mary Gardner
Saratoga Union School District
20460 Forrest Hills Drive
Saratoga, CA 95070
April 5, 2000
Re: Saratoga School Eucalyptus trees - Row Eucs
1984
Tennis
club
field .: : jj School building
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i .e · · ·
:
· 1 2 3 4
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Nodh
Dear Mary:
In summary, my recommendation is to remove Row Euc #2 as well as #3. Whether or not you
should keep Row Euc #1 is debatable.
You asked me to re-evaluate Row Eucs # 1 & 2 again, in terms of keeping these trees. We agree
that Row Euc #3 must be removed because of its extensive trunk decay. I looked back through
my file and found that I evaluated and wrote a letter about the previous row of 8 Eucalyptus
trees on April 8, 1999. I looked at Row Eucs # 1 & 2 again today and feel the same about them as
I did back then. None of these row Eucalypfus have good structure because they were severely
topped~ in the past. They function as a grove2.
~ Toppincl is the practice of cutting back large diameter branches of a mature tree to buds, stubs or lateral
branches not large enough to assume the terminal role. Reputable arborists no longer recommend
topping because it is a particularly destructive pruning practice. It is stressful to mature trees and may result
in reduced vigor, decline and even death of trees. In addition, branches that regrow from topping cuts
are weakly attached to the tree and are in danger of splitting out.
2 Grove: a group of trees that located close together that shelter each other from wind and the elements;
having "knit" canopies. If of the same species, there is usually root grafting between trees, which lends
support from the ground, as well as water and mineral sharing. Removal of one or some grove members
could cause remaining members (particularly "edge trees") to be unstable due to a reduction of previous
shelter. Grove trees often have asymmetrical canopies when viewed as individuals.
ATTACHHE[JT 3
P.O. Box 3714, SaratOga, CA 95070-1714 · (408) 725-1357 Voice & Fax
Saratoga School Row Eucs. D. Ellis 4/5/00.
Deborah Ellis, ASCA
Conoulting Arborlot & Hortlcuituriot
~b.~ ~ 1984
Row Euc # 1 has the best structure out of all 4 of the remaining trees. It has not been topped
quite as severely as the other trees (although it has been topped), and has a more natural
shape, particularly on the West side. The majority of the canopy.of this tree (90%) is on the West
side of the trunk due to close proximity to Row Euc #2 to the East.
Row Euc #2 has very poor form and vigor and I stay with my previous recommendation to
remove this tree. Since all these trees function as a grove, there is some risk in the removal of
adjacent trees, particularly if they shelter remaining trees from the prevailing wind. Row Euc #2
(and secondarily #3 and 4) do provide some win~l shelter to Big Euc # 1. Whether or not Big Euc
# 1 would become unstable due to the removal of #2, I cannot conclusively say. Keeping Row
Euc 4 would preserve some wind shelter for Row Euc # 1, but #4 would become more of an edge
tree3 as well.
What I can say is that Row Euc 1 is a large tree in a high-use area, and this combined with the
removal of adjacent trees makes me uneasy. Big Euc # 1 (and #4 if it remains) could undergo
canopy thinning pruning to reduce their wind-sail capacity, and this may reduce chance of
blow-over or branch failures. They should also undergo general crown cleaning pruning, as did
Big Eucs # 1 and #2 last year. You could have a good tree service such as McClenahan prune
the tree(s) when Big Euc #3 is removed. McClenahan and his tree trimmer could also enlighten
us about things we may not be able to see from the ground.
By the way, Row Euc # 1 contains a red-tail hawk nest about 40 feet above the ground. I left this
information out of my Site Inspection Report today in order to avoid stirring up any additional
controversy about these trees. A construction worker on site pointed out the nest to me, and
said there were chicks in it. Apparently many workers know about the nest and have been
watching the birds. I did not see any activity in or around the nest when I was on site today
however. I cannot confirm what type of nest this is, although it does not appear to be old and
abandoned and I never noticed it before. I would have to look into this, but there may be some
regulations (perhaps Cal. Dept. of Fish & Game) regarding the pruning or removal of trees when
certain birds are nesting in them. I'll check on this only at your request. I worked on a case
before where we had to delay the removal of trees until the turkey vulture nesting season was
over.
Hard decisions as usual. Let me know what you decide to do.
Sincerely,
Deborah Ellis, MS.
Consulting Arborist & Horticulturist
W.C.I.S.A. Certified Arborist #457, ASCA Registered Consulting Arborist#305, ACFE #14370
3 Edqe tree: a tree at the edge of the grove or tree row which may have been exposed to wind and other
forces to a greater extent than neighboring trees inside the grove or row. Edge trees develop suppod
mechanisms over time. Removal of edge trees, creating new edge trees that have not been as exposed
to the elements, may cause the new edge trees to fail.
2
P.O. Box 3714, Saratoga, CA 95070-1714 · (408) 725-1357 Voice & Fax
Deborah Ellis, ASCA
Consulting Arborlst & Horticulturist
Mary Gardner
Saratoga Union School District
Saratoga School, Oak Street
Saratoga, CA 95070
~:~,~ ~ 1984
April 28, 2000
Re: Saratoga School Eucalyptus - which one of the two big Eucalyptus trees to keep
Dear Mary:
If you will only keep one of the two above trees, then it is my opinion the Eucalyptus to save is #1,
which I have referred to as "Big Euc #1" in my reports, and the landscape architect has referred
to as the "B" Eucalyptus. A sketch drawing of the two subject trees is shown below so that there
will be no confusion.
OAK STREET
~/ER°W
ucs
0
Big Eucs
I have been monitoring these two large trees since June of 1998, and at least weekly since July
of 1999. Even pdor to the beginning of site demolition and clearing, the condition (vigor and
structure) of Big Euc # 1 has been consistently better thanthat of Big Euc #2. These two trees
have been protected similarly from construction, and have endured the same degree of
construction disturbance. In my opinion these two trees have been well protected so far, and
construction damage to them has been minimal.
Yesterday I took some samples (small branch sections and increment cores) from both trees, in
order to obtain some more detailed information on how the trees have reacted to construction
ATTACHr.IE;'tT 4
P.O. Box 3714, Saratoga, CA 95070-1714 · (408) 725-1357 Voice & Fax
Saratoga School Eucalyptus. D. Ellis, 4/28/00.
Deborah Ellis, ASCA
Consulting Arborist & Horticulturist
,,.~,~ ~,,~ 1984
impocfs. I olso composed trunk diomefer meosuremenfs with the ofiginol meosuremenfs I mode
in June of 1998. I found no significont differences between the growth of the two trees in ony of
my somples or domporofive meosurements. Visuolly however, there does seem fo be o
difference between the two trees. The folioge color of Big Euc. #1 is dorlcer fhon Big Euc #2, os it
hos been since I first sow these two frees. Big Euc olso hos o denser conopy fhon Big Euc #2,
olfhough this is probobly the result of the slightly heovier thinning pruning thor Big Euc #2
received in April of 1999. When these two trees were odginolly topped, Big Euo #2 wos topped
more severely, ond ifs lesser sfructurol rofing still holds true fodoy.
J
I'll put in one more personol pitch fhof in terms of free issues only, I would still prefer fo sove the
two Big Eucs ond remove the remoining four Row Eucs. I've exploined the reosoning behind this
recommendofion in mony of my post popers ond reports. I know fhof you hove of her issues fo
consider besides frees however, ond I will cooperofe with whofever you decide fo do.
Sincerely,
Consultino ^rDorist & Horficultuds~
W.C.I.$.^. C~Hifiod ArBofist #457, ^$C^ Rogis~orod Consulting ^rborisf#305, ^CFF #14370
Cc: John Williams, Turner Construction (by fax)
P.O. Box 3714, Saratoga, CA 95070-1714 ' (408) 725-1357 Voice & Fax
2
COOPERATION AGREEMENT
THIS COOPERATION AGREEMENT ~s entered into on th~s 7- day of ~
'1999, by and between the Saratoga Union School District (hereinafter referred to a" s
"District") and the City of Saratoga (hereinafter referred to'as "City').
A, District is in the process of remodeling and renovating the Saratoga Elementary
School and the Redwood Middle School (hereinafter collectively referred to as "Projects')
located in the City.
B, District has adopted negative declarations for the Projects pursuant to the
California Environmental Quality Act and determined that the Projects will not cause a
significant impact on the environment.
C. City and residents of City have expressed concerns about Increased traffic
at the schools and the removal of eucalyptus trees on the elementary school site.
D. City and District believe it Is in the public interest to work cooperatively to
address and remedy the concerns of City and the residents.
NOW, THEREFORE, in consideration of the recitals and mutual promises contained
herein, City and District agree as follows:
1, Redwood Middle School Prelect. The District will take the following actions to
improve the existing traffic situation on the middle school site: ~
a. The District will implement the circulation plan recommended in the Apd121,
1999, Redwood Middle School Transportation Study prepared by Wilbur Smith Associates.
(A copy of the proposed circulation plan is attached hereto and incorporated herein as
b. The District will close the driveway from the middle School parking lot onto
Allendale Avenue and shall not open it again without working in cooperation with the City
to assure that It Is necessary to reopen it.
c. The District will undertake a feasibility study of adding a separate turn lane
on Fruitvale Avenue into the Redwood Middle School parking lot. If this strategy is
determined to be effective:by District, the District will implement it.
d. The District will conduct a feasibility study of each of the strategies and
actions suggested on pages 16 and 17 in the Wilbur Smith Associates Report dated April
$USD\COOI~SRATIONFNL~.3.99
ATTACHHENT 5
Distdct will implement the.strategies accordingly. The Distdct will implement bus service
if it is determined by District to be effective and economically feasible.
iv) The City will restdpe Oak Street between Komina Avenue and the
school driveway as a double-yellow line such that there is eighteen feet (18') on the
southbound direction of Oak Street and nineteen feet (19') on the northbound direction of
Oak Street pdor to August 1, 2000, to accommodate the ensuing school year. This
assumes the 2-5 foot widening of Oak Street in front of the school provided above.
Between the school driveway and Third Street, where the cross-section is only 30 feet, the
centerline should be positioned such that there is eighteen feet (18') in the southbound
direction and twelve feet (12') in northbound direction. (See item v, below.)
v) The City will establish a no parking zone between the end of the Oak
Street passenger loading zone and the entrance of the on-site parking lot to minimize
conflicts between vehicles entering and exiting the Oak Street passenger loading zone and
the parking lot.
vi) The City will initiate meetings with the affected residents to consider
restricting parking on the west side of Oak Street between 8 a.m. and 4 p.m. for the
approximately one hundred fifty feet (150') where the southbound lane is narrow and
immediately across from the entrance to the on-site parking lot.
vii) The City will post signs on Komina Avenue prohibiting passenger
loading and unloading and the District will make reasonable efforts to discourage
employees from parking on Oak Street, including, but not limited to, giving employees
notice at the beginning of each school year of the District's policy restricting employee
parking on Oak Street.
b. Trees.
i) The District has stated its intent to retain the four (4) eucalyptus trees
located closest to the Saratoga Tennis Club and to temporarily retain the two larger
eucalyptus trees located on the playground. The trees are depicted in Exhibit "C" attached
hereto and incorporated herein by reference. The District has further stated its intention
to hire a certified arborist in May 2000 to provide a written assessment of the impacts of
the construction on the trees along with any recommendations regarding the need to
remove any tree(s). When the report is received by the District, the District will forward a
copy of the report to the City. In addition, the District will be holding a hearing at a regular
meeting of the Board to discuss the recommendations presented therein. To allow the City
sufficient time to review the report, the District will not place the matter on their agenda any
earlier than three weeks following receipt of the report and the forwarding of the report to
the City. At the Board's hearing, the Board will determine whether to retain or remove any
of the trees. '
S US D\COOP£RATIONFNL6.3.99 3
4. Notices. All notices required hereunder may be given by personal delivery', U.S.
mail, courier service (e.g., Federal Express) or telecopier transmission. Notices shall be
effective upon receipt at the following addresses:
CITY OF SARATOGA
13777 Fruitvale Avenue
Saratoga, CA 95070
(408) 868-1200
FAX (408) 868-1280
Attn: City Manager
SARATOGA UNION
DISTRICT:
20460 Forrest Hills Ddve
Saratoga, CA 95070
(408) 867-3424
FAX (408) 867-7959
Attn: Superintendent
SCHOOL
If notice of any change in address, telephone number or facsimile number is given
to any Party, the other Parties shall send future notices pursuant to this Section to the
amended address, telephone number or facsimile number.
5. Inte.qrated A.qreement, This Agreement supersedes any prior agreement,
whether written or oral and shall be effective once it is fully executed by all Parties.
6. Effective-Date. This Agreement will become effective upon its execution by all the
Parties. '
7. No Admissions Made. This is an Agreement of compromise. Accordingly, the
Parties agree that none of its provisions constitute, or shall be construed as, an admission
or as evidence concerning the validity of the approval of the Negative Declarations filed by
the District. The Parties also agree that nothing contained in this Agreement shall be
admissible in any litigation other than litigation to enforce its provisions. In consideration
of the actions the District will take pursuant to this agreement, the City agrees that it will
not institute any litigation challenging the negative declarations prepared for the Redwood
Middle School or Saratoga Elementary school projects.
8. Counterpart Oriqinals. This Agreement may be executed in any number of
counterparts, and each of these executed counterparts shall have the same force and
effect as.an original instrument and as if all of the Parties to the aggregate counterparts
had signed the same instrument.
9. Further Assurances. The Parties shall execute, acknowledge, and deliver such
additional documents or instruments as may be necessary to carry out the intent of this
Agreement, including, but not limited to, those expressly referred to in this Agreement. The
Parties agree that this Agreement cannot reasonably anticipate all factors and events
which may occur in the construction of the schools and implementation of the traffic
measures. Accordingly, the Parties agree to cooperate with one another to resolve any
and all future disputes to the end that the construction occurs in a timely manner and within
budget and thatthe traffic mitigations are implemented to be as effective as possible, and
SUSD\COOPERATIONFNL6.3.99 .~
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: June 7, 2000
ORIGINATING DEPT: Administrative Services
AGENDA ITEM %
CITY MANAGER: ~',~)Q~_~ ,/0.'~/~
SUBJECT: Modifications to the Request for Proposal for Architectural Design Services
RECOMMENDED ACTION(S):
Approve a modification to the Request for Proposals for architectural services for the Saratoga
Community Library expansion and renovation project.
REPORT SUMMARY:
Staff and other members of the Library Expansion Committee conducted a pre-bid conference on
May 31 for interested architectural firms. An issue was brought up by the architects that staff
thought was worth reconsidering.
There was concern among the architects regarding the City's requir, ement to include architectural
fees and projected total cost of the project in their proposal. The architects suggested that the
City select an architect based upon their professional qualifications first, and then negotiate a
price with the selected firm. We told them that this was an issue of discussion while we were
developing the RFP, and that we really would like to see the proposed fees and costs before we
recommend an architect to the Citizens' Oversight Committee and the City Council. The
architects suggested that we require only the three or so finalists to provide their fees and costs,
and this be provided in a separate, sealed envelope.
This item will be discussed by the Library Expansion Committee at their next meeting on June 6.
During the June 7 City Council meeting, staff will be prepared to report to the City Council the
recommendation made by the Library Expansion Committee regarding this issue.
FISCAL IMPACTS:
No immediate fiscal impacts.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
Fewer architectural firms may bid on the project.
ALTERNATIVE ACTION(S):
Direct the RFP to remain unchanged.
FOLLOW UP ACTION(S):
Notify the architectural firms immediately whether or not there is a change to the RFP. The
architects appeared to agree during the pre-bid conference that notification of this change on June
7 or June 8 was an acceptable timeframe.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
None
Interoffice Memorandum
To:
From:
Date:
Re:
Library Expansion Committee
Mary Jo Walker, Administrative Services Director
May 31,2000
Modifications to Architect RFP
During the architect's .pre-bid conference on May 31, two issues were brought up by the
architects that staff thought was worth reconsidering.
There was concern among the architects regarding two of the consultants that the City
suggested be included in the proposals (page 3, item 15, of the RFP). There appeared to be
consensus that the soils investigation by a licensed ge°technical engineer and the contour
survey by a licensed civil engineer are typically managed by the City, and not the
responsibility of the architect. We said that we would bring this request to the Library
Expansion Committee at the next meeting on June 6, and get back to all the architects on
June 7. They found that timeframe acceptable.
The second issue was regarding our requirement to include architectural fees and projected
total cost of the project in their proposal. The architects suggested that we select an
architect based upon their professional qualifications first, and then negotiate a priCe with the
selected firm. We told them that this was an issue of discussion while we were developing
the RFP, and that we really would like to see the proposed fees and costs before we
recommend an architect to the Citizens' Oversight Committee and the City Council. The
architects suggested that we require only the three or so finalists to provide their fees and
costs, and this be provided in a separate, sealed envelope. We told the architects that we
would also discuss this with the Library Expansion Committee at the June 6 meeting, and get
back to them on June 7. We have subsequently determined that this change would be
significant enough that we need to receive City Council approval at the June 7 meeting, so
we would be able to respond to the architects by June 8.
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: June 7, 2000
ORIGINATING DEPT: City Manager
AGENDA ITEM t
CITY MANAGER: ~
PREPARED BY: Paula Reeve
SUBJECT: Request for the City of Saratoga to contribute to National World War II
Memorial Campaign
RECOMMENDED ACTION(S):
Support a match of up to $3,000 from the City of Saratoga for the World War II
Memorial, subject to contributions received from local citizens.
REPORT SUMMARY:
Dr. Waiton, a local Los Gatos physician and Regional Chairman of the World War II
Memorial Campaign, is asking the City Council to contribute $25,000 to build a
memorial acknowledging the men and women who served during World War II
(Attachment lA & lB).
Senator Bob Dole is the National Chairman for the World War II Memorial Campaign, a
non-profit organization based in Arlington, Virginia (Attachment 2). The Federal
government has dedicated a strip of land on the National Mall in Washington, D. C. for
the proposed project that is expected to cost $100 million (Attachment 3).
Staff made Inquiries to the Town of Los Gatos, and the Cities of Monte Sereno,
Cupertino and Campbell revealing that these jurisdictions had not received, or do not
intend to fund the request. The Town of Los Gatos, however, considered the request at
a May 22 budget heating, but subsequently failed to grant funding (Attachment 4).
FISCAL IMPACTS:
Contributions received from the public will be matched with funds from the Contingency
Reserve in the budget.
ADVERTSING, NOTICING AND PUBLIC CONTACT:
Staff will have Saratoga News run an article on the Memorial and request that
contributions be sent to the City.
CONSEQUENCES OF NOT ACTING:
N/A
ATTACHMENTS:
lA. April 4, 2000 request letter from Dr. Waiton
lB. News article about Dr. Waiton
2. Bob Dole news article
3. Proposed memorial design
4. Letter from Los Gatos Mayor Steven Blanton
any
Aphl4,2000
ATTACHMENT -iA- April
-Request Letter from Dr.
City of Saratoga, Proposal for Town Council
To Whom it May Concern:
Looking through the telephone directory, one can find public administration clearly marked
"Government Pages with Easy Reference Listings." This listing gives a frame of structure to
each public function, showing which branch of government responds to each situation. Issues
concerning Veterans Services have been delegated to county, state and U.S. City and town
governments have been omitted for too long. Veterans served our cities and towns. This letter
is a call to get involved. I petition local government for a response to an urgent need.
Tom Brokaw has written a book, The Greatest Generation, which has become a best-seller.
Descriptions are absorbing: a legacy left by a people who came through the Great Depression
and then fought the sometimes measureless, most destructive war in the history of mankind.
Subsequent wars have produced bloodshed and death, but never again an international battle of
the scope of a World War. Although the veterans of WWII may have been cheered for a safe
return, each taking a united breath for at least one day. Welcome home garlands of confetti
recognized the sacrifices made on the inside of war, yet there has not been concrete
acknowledgment of these men and women.
Walking through tho Nation's'Capitol visitors observe war memorials, but not a one for this
generation of WWII veterans. Over 14 million people have been involved in some form-of
uniform service; and it behooves a grateful nation to memorialize this risk and contribution.
WWlI veterans are in their 70s and 80s and attrition is rapidly accelerating, therefore, time is of
the essence to establish this tribute. The design concept combines two monumental memorial
arches with reflecting pools, perhaps showing the paired strength of power and hope.
It has been estimated that a memorial fitting this particular generation would cost 100 million
dollars. As a Charter Member of the World War II Memorial Fund, and a veteran of WWlI and
Korea, I have volunteered to enlighten the public. Factually, city governments have benefitted
from the courage of veterans, and recognition is overdue. Please grant $25,000 to the WWlI
Memorial Fund. Your generosity would be appreciated. Local contributions should be made
payable to Natwnal World War II Memorial. I offer my business address to expedite and verify
rush delivery of funds to American Battle Monuments Commission.
Sincerely, ,
R. O. Waiton, D.O., AOCRM,'AAPM, AAFP, QME
Board Certified in Rehabilitation Medicine, Family Practice, Pain Management
Qualified Medical Evaluator, State of California
221 Almendra Avenue; LOs Gatos, Ca. 95030
Tel~hone (408) $54-2300 Fax: (408) 354-8772 e-mail Waiton~AOL.com
4, 2000
Waiton
ATTACHMENT - 1 B-
News Article about Dr.
Waiton --
essage
the
hob/)oh'
c:'m [,,' Il,., bctrcr rime than
I)ay ',o -r~.mcmbcr why wc
milli~on; Americans willingly
~b~,'d in unifi,rm during
liberty dcser~es I~stmg
;l.ike no othcr gener~tlon
sis<c, chc cirivcn' soldici's
dc~ncd thc cr~ while disrin~
.bc.~cheq of Normandy t'o Thc
C;uad,dcanal, tl~cy f~ught.
and 'aggression re pr&eryc
Wid~ thdr hcruic a&ions
.~.x.), times included thc'
tbr dscir n,~tion ~ d~cy
,,plm(tm~iric~ and ds'cams fo'r thc
Fcn~'rations to Follow. '
,o .mother call ..... re
[~onor p,isscs forever into
i'orvicc helped &'fine. While
stridex toward rc,lchin~ .our
have much to do if we hope
by kq~crans Day 2000.
chi~ .ould bc possiblc kith-
continm' thaL support, while
ATTACHMENT - 2-
-Bob Dole News Article
R. O. Walton O.O.A.O.C.R.M.
~ Nr.~v. ~1 Almendra Avenue ,~/,4/So('//;'/'~ + l.,u, I,;'~
Los Gatos. CA 95030
- isabled American Veterhns
present memorial $500,000
Art Wilaon, nadonal adj:iranr of the Dixabled American Veteran$ (I)4 V9 a,id A,~/y Kt)der.
DA V national commander, present Senator Bob Dole, natianM rhairm.vn ~f th¢ memorml
cam?at'gm u,irh a $500,000 check. (Photo by E T Eyre)
AFL-CIO.. Executive Council
endorses memorial campaign
After an Oct, 14 presentation by Maj. Gen. John ~ lHcrrling, secretary of thc
American Battle Monuments Commission, the AFL-CIO Executive Coundl, k.d by
president John Sweeney, issued a statement supporting thc constructio'n
National World War 11 Memorial in Waflfington, D.C. :
Noting that the memorial honored nor only those who served in tl~c armed forces.
bur also rfc millions of working men and women on th~ home fi'one, thc ~ratement
encouraged AFL-CIO affiliates ro support [he campaign' "as a stirring r~inder fur
generations to come oF the commit,neat and dcccrminarifn of an entire nado ~ ~o cri-
umph over tyranny in the name of peace, freedom, and democn<y."
Thanking the Executive.Council, General Herrling i}otcd that "withodt ~bor'~
pivotal role in buildin8 America'~ arsenal of democrat),, dur fightin/l f~wco., c,mht
have prevailed in World War II.
'(~:~w. ill (~tir eC~rnpts[~gn re ~Oa(sr t}lnC heroic gcncracid,~. [.aL, c~r',:
onEe ~galn provide crucial gupporr re re~cbi,cg Our seal.' :
memorial views
III
ATTACHMENT -3-
---Proposed Memorial
Design
T,,,,, ,,e,v aerial views of the National World War II Memorial design concept depict the scale of the memori;l and its prominent..
pk(ccm'c',xt o,~ ~l~e Natiooal Mall in Washington, D.C. In the ~iew above, the relationship of the rn, emorial to the l.in~:oln Mcmoriat'.i
ant:l Rc,flccti-g Pool is clearly shown. Artist Michael Mc('%.nn has pain,ed a wares'color rendering ~fthis view. A 16 '~ x 20 p, mto
d~5 waiercolor, suitable for framing, will soon be available and will be provided as a b&nefit of ~emb=rihlp in the' World War I
Memorial Society to donors who have contributed a total of $]00 or more to the campaign.
-
'I'l~e view below provides a bird's-eye look at the memorial plaza surrounding the Rainbow P~lol,. and illustrates.how Friedrick
· x of this view was recent-~'
St. Flouan s d~'sip~ concept complements its park-like setting on the National Mall. An 8-1/2' print
ly sent'to all World War 11 Memorial Society' members. (Computer renderings by Cl~riseopherStack)~
Worm War l£ Memorial I~ewderter, Fall
-Letter
~ Steven
TOWN Los GATO$
OFFICE OF THE MAYOR ANb TOWN COUNCIL
from Los
Blanton
Gatos
Omc ~
(408) 354-6801
FAX: (408) 354-8431
110 E. M.~IN Sxt,~-r
P.O. [lox 949
Los Gains, CA 95031
Mayor-
April 26, 2000
R, O. Walton, D.O. Regional Chairman
Board Certified in Rehabilitation Medicine, Family Practice, Pain Management
Qualified Medical Evaluator, State of California
221 Almendra Avenue
Los Gato% California 95030
Dear Mr. Waiton:
This is in response to the your April 4th letter requesting $25,000 for the World War II Memorial Fund.
I have forwarded this request to the Town Manager for his consideration in putting together the
proposed budget for next fiscal year. The Manager's proposed budget will be considered by Town
Council on May 22nd at 7:30 p.m. in the Town Council Chambers.
Whatever the budget outcome, let me assure you that I have a deep appreciation for the blessings of
liberty provided by the enormous sacrifices of America's greatest generation.
SB:pg
MGR166 A:~letters\waiton.wpd
cci
Town Council
Michele Braucht, Finance Director
Post-it' Fax Note 7671 Dale ~./..%,~ I It O! ,. "
I~tcom,o~r~o Aucusr 10, 1887
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE June 7, 2000
ORIGINATING DEPT Ci.ty Manager
DEPT. HEAD: Paula Reeve ~
AGENDA ITEM ~
CITY MANAGER: ~ea~-~'~l~
PREPARED BY:Cary Bloomquist '~,~
SUBJECT: City of Saratoga Spring 2000 Clean-up Event Report Summary
RECOMMENDED MOTION(S): Informational Only.
REPORT SUMMARY:
Green Valley Disposal Company, the contracted waste hauler for Saratoga, conducted a citywide
clean-up event during the weeks of May 1, 2000 and May 8, 2000. Single-family homes were
allowed to set out unlimited amounts of "normal household waste" on regular collection days
during the two-week event. In mid April, a flyer was mailed to residents announcing the new
program, the types of materials that would be collected and proper setout procedures as outlined
in Attachment 1. Hazardous Household Waste, commercial waste, items in excess of 70
pounds, and other unacceptable materials were also listed in the flyer.
The high participation level of Saratoga residents generated 271 tons of material resulting in a
total cost of $32,428 for the clean-up. Following the event, District Manager Phil Couchee met
with staff to report that the new program was well received by Saratoga residents who generally
gave positive feedback to Green Valley's customer service center (Attachment 2).
Complaints, however, stemmed from residents who had not received their advertisements in a
timely manner, and those who were disappointed that the pick-up did not include large or bulky
items over 70 lbs. To address these issues for next year's event, Mr. Couchee recommended
using first class postage to expedite the mailing process instead of the slower bulk rate method
recently used. He also submitted a letter to staff suggesting establishing a per item fee of $15 for
bulky articles (mattresses, large pieces of furniture and large appliances), and a special handling
fee of $30 for removing objects containing freon, i.e. refrigerators, freezers, air conditioners, etc.
(Attachment 3).
Mr. Phil Couchee will be attending the meeting on June 7 to answer questions from Council
regarding the clean-up event.
FISCAL IMPACT:
Using current resident participation levels, and a per item formula to include bulky items, Mr.
Couchee estimates a 5% increase for next year's clean-up, raising the cost from $32,428 to
$34,049. Staff has included $35,000 in the proposed FY 99/00 Integrated Solid Waste
Management budget to cover the spring 2001 clean-up event.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
None at present time.
CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S):
Informational only.
FOLLOW UP ACTIONS:
None at present time.
ATTACHMENTS:
1. Informational flyer for Saratoga clean-up event.
2. Letter from Green Valley dated May 17, 2000.
3. Letter from Green Valley dated May 15, 2000.
An exciting new program for
Saratoga residents
The City of Saratoga has arranged for a Saratoga Clean-Up for residents --
your opportunity to dispose of an unlimited amount of garbage at no additional cost.
CURBSIDE on your regular collection day --
Week of May 1st or Week of May 8th (see rnBp)
Set out an unlimited amount
of garbage for Saratoga
Clean-up on your regular
collection day. Please be sure
that your containers are at
the curb by 6 a.m.
regular garbage truck will
3llect the materials set out
for Clean-Up. It is very
important that recycling bins
and yard clippings containers '
are set out in a separate area
from trash for the Clean-Up
collection so that drivers do
not get them confused.
What's acceptable
Clean-up collection is
limited to normal household
waste (no commercial
waste)
Use any or all of these
containers:
° 32 gal garbage cans
· 40 gallon plastic bags
· secured cardboard boxes
· tied bundles no larger
than 3'x3'x3'
Maximum weight of any one
item is 70 lbs.
What's not acceptable
· No dirt
· No rocks or concrete
° No tires
· No mattresses
· No large pieces of furniture
· No refrigerators
· No large appliances
· No paint
· No hazardous materials
· 'No piles of loose materials
Bulky items not included in
the Saratoga Clean-up
program can be picked up
by Green Valley for a fee.
For rate information or to
schedule a collection date,
cai Green Valley at :]54-2100.
Green Valley DiSposal
408-354-21 O0
www,greenvalley,corn
For information
on how to safely dispose
of household hazardous waste
(paint, batterJes, auto fluids,
pool chemicals, household deansers,
pesticides, fertilizers, etc.)
please call 299-7300
This side
of map,
Clean Up
on
Week of
May 1"
'~- TO:
BASIN
............ Route (Claes 3)
Pleasebe
sure that
your
containers
are at
the curb by
6 a.m.
W
SAN JOSE
SERENO
RATOGA
A special
opportunity to set
out extra garbage
for free pick-up on
your regular
collection day
Week of May 1st or
Week of May 8th
(see map)
CLEANUP
O/~POS
-,aded paloAO~-, uo pa3u!-,d
MO,~,~OmO:t a~teS '/tepo3
0C0c}6 VD 'so=,e9 SOl
lesods!o A;IleA
GREEN VALLEY DISPOSAL COMPANY. INC.
573 UNIVERSITY AVE ·
May 17, 2000
P.O. BOX 1227 · LOS GATOS, CA 95031-1227 · PH:(408) 354-2100
ATTACHMENT 2
FAX: (408) 354-210!
Cary Bloomquist
City of Saratoga
13777 Fruitvale Ave.
Saratoga, CA. 95070
Re: City-wide spring clean-up
Dear Mr. Bloomquist:
During the week of May 1, 2000.and May 8, 2000 Green Valley conducted a clean-up in
the City of Saratoga. Single family homes were allowed to set out an unlimited amount
of normal household debris on their normal collection day.
The parameters of this clean-up were discussed in September of 1999 with the City
manager and City staff. Green Valley was directed to conduct this clean-up using the
same guidelines and operating procedures used in similar clean-ups performed in other
jurisdictions served by Green Valley.
Residents were notified in February in the City of Saratoga Newsletter regarding the
upcoming clean-up. In mid April Green Valley mailed a flyer (see attached) announcing
the new program. The flyer described the types of material accepted, and the proper set-
out procedures, along with the type of materials not accepted. In addition, a map was
included informing residents which week, May 1 or May 8, they should set out material
on their normal collection day.
The level of telephone calls Green Valley received was normal for this type of program.
Common questions asked were inquiries such as what is acceptable, when is my
collection day (what week), and when is this going to happen again. Some residents
indicated they would like to have been notified earlier of the event. We targeted a three
week notification period, however due the fact the flyers were sent bulk mail, it is
possible mail delivery may have been delayed and slower than anticipated. Should
Saratoga choose to repeat this clean-up next year, flyers will be sent first class mail to
assure timely delivery.
Based upon similar clean-ups Green Valley performs in other jurisdictions, the 271 tons
of debris collected was very close to what was anticipated.
In light of the overall participation, the level and type of telephone calls, and the
comments drivers and supervisors received on the route, I feel the residents of Saratoga
received the clean-up very well. Green Valley will be happy to work with the City to
(~ Printed on Recycled Paper
make any changes in the guidelines and operating procedures should the City choose to
have a clean-up next year.
Enclosed is a breakdown of the costs of the clean-up.
Please give me a call at (408) 354-2100 if you have any questions.
Phil Couchee
District Manager
Saratoga Clean-up
Week of May 1, 2000 and May 8, 2000
Garbage Tons collected
Base fee charged per ton
Fees and taxes charged per ton
Hourly labor rate- regular
Hourly labor rate- overtime
271
$20.91
$16.64
$2O.39
$30.59
Landfill Costs
Base fees (tons X base fee per ton)
Adding factor for profit and taxes on base
(using 5 % after tax and 40.138 % tax rate)
Fees and taxes (tons X fees per ton)
Total landfill Costs
1.0911378
$5,667
$6,183
4,509
10,692
Driver Labor Costs
Overtime driver collection hours
Regular time driver collection hours
Driver salary costs
Workers comp,taxes
Net driver collection cost
Adding factor for profit and taxes
Misc. Costs
Direct mailing of informational flyer
Misc. employee/truck costs
Net Misc. costs
Adding factor for profit and taxes
Net collection and disposal costs
Total clean-up costs for
Collection and Disposal
Total
226
6--O
286
30.00%
1.0911378
1.0911378
Franchise Fee
factor
1.1111
8,136
2,441
10,576
4,372
2,000
6,372
11,540
6,953
29,185
$32,428
GREEN VALLEY DISPOSAL COMPANY, INC.
573 UNIVERSITY AVE. ·
May 15, 2000
P.O. BOX 1227 ·
LOS GATOS. CA 95031-1227 · PH:(408) 354-2100
ATTACHMENT 3
FAX: (408) 354-210',
Cary Bloomquist
City of Saratoga
13777 Fruitvale Ave.
Saratoga, CA. 95070
Re: Collection of bulky items during clean-up event
Dear Mr. Bloomquist:
Thank you for your inquiry regarding the addition of bulky item collection to the clean-
up event.
Green Valley is certainly capable of adding bulky items to the clean-up. Bulky items are
traditionally items such as mattresses, large pieces of furniture, and large appliances.
These have been excluded from the clean-up because they typically require special
handling, meaning more than one person can safely place them in the collection vehicle.
Most of our collection vehicles are designed for one driver, and may not have an
additional helper with them. Additionally, some of these items will cause severe damage
to the normal collection vehicle when compacted.
Because of the reasons stated above, a separate fiat bed truck equipped with either a
knuckle boom crane or a rear lift gate will collect these items. This truck will allow for
the safe collection of these items.
Green Valley proposes to collect these items on the regular scheduled clean-up day for a
fee of $15.00 per item. We request that these items be scheduled in advance so that we
may provide for sufficient equipment and labor. A special handling fee of $30.00 will be
charged for the proper removal and handling of any item containing freon, i.e.
refrigerator, freezer, air conditioner, etc..
If you have any questions, or would like to discuss this further, please give me a call at
(408) 354-2100, ext. 111.
Since.,~/fy,
Phil Couchee
District Manager
Printed on Recycled Paper
· SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: JUNE 7, 2000
ORIGINATING DEPT.: PUBLIC WORKS
AGENDA ITEM
SUBJECT:
APproval of a Professional Services Agreement for Landscape Architecture
services with Greg G. Ing& Associates in connection with the Congress Springs
Park Improvement Project, C.I.P. No. 0002
RECOMMENDED ACTION(S):
1. Approve a Professional Services Agreement with Greg G. lng & Associates of San Jose in the
amount of $99,500.
REPORT ,qlIMMARy:
Request for Qualifications (RFQs) were sent out in January to Landscape Architects for
professional planning and design services for the development of new athletic playfields at
Congress Springs Park. Interviews of the qualified finns were then held on March 9, 2000. A
selection panel consisting of staff, Saratoga Little League, AYSO, and Council Member Streit
interviewed a total of nine firms. Two firms emerged as the top candidates, Greg G. lng &
Associates and The Beals Group, who were subsequently asked to submit cost proposals. The Beals
Group submitted a cost proposal for the same services in the amount of $108,620. On May 4, after
thorough background checks, the selection panel chose Greg G. lng & Associates of San Jose as the
top candidate for the redesign of Congress Springs Park. The decision to choose Greg G. lng &
Associates was weighted more towards the skills and experience they could bring to the City than
the amount of their proposal.
Therefore, staff recommends that the City Council approve a Professional Services Agreement with
Greg G. lng & Associates to provide professional planning and design services for the Congress
Springs Park Playfield Improvement Project.
Design work is scheduled to commence as soon as an agreement is executed and the project will be
ready for bid by mid-fall with construction commencing soon after.
FIgCAI, IMPACT,g:.
Funding for project development work is programmed in the adopted budget in Capital Project No.
0002 - Account No. 4010 (Contract Services).
CONSEQUENCES OF NOT ACTING ON THE RECOMMENDED MOTIONS:
A Professional Services Agreement with Greg G. Ing& Associates will not be
approved. The Council may direct staff to negotiate a contract with another consultant.
However, staff does not believe that this will result in finding a more competent consultant for
this work.
AI,TERNATIVE ACTIONS(S):
None in addition to the above.
FOIJI,OW lip ACTIONS:
1. The Professional Services Agreement will be executed and work will begin immediately.
ADVERTISING; NOTICING AND PlIRIJC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Professional Services Agreement.
STANDARD
CONTRACTUAL SERVICES AGREEMENT
THIS AGREEMENT is made at Saratoga, California, as of June 7, 2000, by and
between the CITY OF SARATOGA, a municipal corporation ("City"), and Greg G..ing
Associates ("Contractor"), who agree as follows:
1. SERVICES. Subject to the terms and conditions set forth in this
Agreement, Contractor shall provide to City the services described in Exhibit A. Contractor shall
provide said services at the time, place and in the manner specified in Exhibit A.
2. PAYMENT. City shall pay Contractor for services rendered pursuant to
this Agreement at the time and in the manner set ~forth in Exhibit B. The payments specified in
Exhibit B shall be the only payments to be made to Contractor for services rendered pursuant to
this Agreement. Contractor shall submit all billings for said services to City in the manner
specified in Exhibit B; or, if no manner be specified in Exhibit B, then according to the usual and
customary procedures and.practices which Contractor uses for billing clients similar to City.
3. FACILITIES AND EQUIPMENT. Except as set forth in Exhibit C,
Contractor shall, at its sole cost and expense, furnish all facilities and equipment which may be
required for furnishing services pursuant to this Agreement. City shall furnish to Contractor only
the facilities and equipment listed in Exhibit C according to the terms and conditions set forth in
Exhibit C.
4. GENERAL PROVISIONS. The general provisions set forth in
Exhibit D are part of this Agreement. In the event of any inconsistency between said general
provisions and any other terms or conditions of this Agreement, the other term or condition shall
control insofar as it is inconsistent with the general provisions.
5. EXHIBITS. All exhibits referred to herein are attached hereto and are by
this reference incorporated herein.
6. CONTRACT ADMINISTRATION. This Agreement shall be
administered by the City ("Administrator"). All correspondence shall be directed to or through
the Administrator or his or her designee.
7. NOTICES. Any written notice to Contractor shall be sent to:
Greg G. lng Associates
Attn: Steven Kikuchi
1585 The Alameda, Suite 201
San Jose, CA 95216
Any written notice to City shall be sent to: City of Saratoga
Attn: John Cherbone, Acting Public Works Director
13777 Fruitvale Avenue
Saratoga, CA 95070
Standard Contractual Services Agreement
Executed as of the day first above stated:
CITY OF SARATOGA, a municipal' corporation
Attest:
City Clerk
Approved as to form:
By
"City"
City Attorney
Approved as to budget authority:
Finance Director
Standard Contractual Services Agreement
Exhibit A
Scope Of Services
PART A - DESCRIPTION OF PROJECT.
Congress Springs Park encompasses 9.8 acres of land along Glen Brae Drive in the City
of Saratoga. Over a 5-year period beginning in 1974, the park was developed into what
exists today (see attached site plan). Since 1979 two user groups, Saratoga Little League
and Saratoga AYSO, have exclusively used the park. Because of the limited athletic
playfield availability in Saratoga, the demands on Congress Springs Park have been high.
Because of this demand, the infrastructure of the park has been in decline. The City
desires to construct new playfields by redesigning the existing park in a way that
maximizes the available area, which will result in a high quality multi-sport facility.
PART B - SCOPE OF LANDSCAPE ARCHITECTURAL SERVICES
BASIC SERVICES
The City will require consultant services which include, but are not necessarily limited to
the preparation of: topographical, demolition, grading, drainage, playfield layout,
irrigation, electrical, and general detail plans; assistance in public outreach and
information; and construction administration and observation services.
Contractor shall perform the following detailed architectural services:
1. Provide field survey / topographical map of site.
2. Develop conceptual design plans ofplayfields and general site layout (Minimum 10).
Develop final design plans, including demolition plans, grading and drainage plans,
playfield/site layout plans, landscape plans, electrical plans, and construction details
(25 percent).
Develop final design plans including: demolition plans, grading and drainage plans,
playfield/site layout plans, landscape plans, electrical plans, and construction details
(75 percent).
Develop final design plans, including demolition plans, grading and drainage plans,
playfielcl/site layout plans, landscape plans, electrical plans, and construction details
(100 percent).
6. Develop irrigation plans, including design & construction details (50 percent).
Exhibit "A"
7. Develop irrigation plans, including design & construction details (100 percent).
8. Prepare construction specifications (50 percent).
9. Prepare construction specifications (100 percent).
10. Prepare construction cost estimate (25%, 50%, 100%).
11. Participate in public presentations (Min. 5 ~ 4 hrs. EA.).
12. Participate in project coordination meetings including cadd presentations (Min. 10 ~
2 hrs. EA.).
13. Provide construction observation (includes two weekly site visits for a period of 12
weeks, material approvals, and shop drawing approvals)
14. Construction surveying.
15. Provide project administration.
Exhibit "A"
EXHIBIT B
PAYMENT SCHEDULE
City shall pay Contractor an mount not to exceed the total sum of ($99,500) for services
to be performed and reimbursable costs incurred pursuant to this Agreement. Contractor shall
submit invoices, not more often than once a month during the term of this Agreement, based on
the cost for services performed and reimbursable costs incurred prior to the invoice date.
Invoices shall contain the following information.
1. Serial identifications of progress bills, i.e., Progress Bill No. 1.
2. The beginning and ending dates of the billing period.
3. A Task Summary containing the original contract amount, the amount of prior
billings, the total due this period, the balance available and the percentage of
completion.
4. For each work item in each task, a copy of the applicable time sheets shall be
submitted showing the name of the person doing the work, the hours spent by
each person, a brief description of the work, and each reimbursable expense.
City shall make monthly payments, based on such invoices, for services satisfactorily
performed, and for authorized reimbursable costs incurred.
City shall pay the last 10% of the total sum due pursuant to this Agreement within forty-
five (45) days after completion of the services and submittal to City, if all services due pursuant
to this Agreement have been satisfactorily performed.
The total sum stated above shall be the total which City shall pay for the services to be
rendered by Contractor pursuant to this Agreement. City shall not pay any additional sum for any
expense or cost whatsoever incurred by Contractor in rendering services pursuant to this
Agreement.
City shall make no payment for any extra, further or additional service pursuant to this
Agreement unless such extra service and the price therefore is agreed to in writing executed by
the City Manager or other designated official of City authorized to obligate City thereto prior to
the time such extra service is rendered and in no event shall such change order exceed twenty-
five (25%) of the initial contract price.
Fees for work performed by Contractor on an hourly basis shall not exceed the amounts
shown on the fee schedule of hourly billing included as Exhibit B- 1.
Exhibit "B"
Reimbursable expenses are specified on Exhibit B-l, and expenses not listed on Exhibit
B-1 are not chargeable to City.
The services to be provided under this Agreement may be terminated within 14 days by
written notice without cause at any point in time in the sole and exclusive discretion of City. In
this event, City shall compensate the Contractor for all outstanding costs incurred for work
satisfactorily completed as of the date of written notice thereof..Contractor shall maintain
adequate logs and timesheets in order to verify costs incurred to date.
The Contractor is not authorized to perform any services or incur any costs whatsoever
under the terms of this Agreement until receipt of a fullY executed Purchase Order from the City.
Exhibit "B"
EXHIBIT B-1
COST PROPOSAL
Description of Services
(As Related to our Proposal dated Feb. 16, 2000)
Based upon a Project Budget of 1 million dollars
May 1, 2000
Estimated Fees
1.0
Project Organization and Schedule
Meeting w/staff
Chart illustrating schedule/timeline
$ 2,500.OO
2.0
Design Development
Review existing information
Conduct visual analysis of the site
Identify Opportunities and Constraints
Conceptual Design Plans ($ 3,000 ea.)
Field Survey/Topographical Map
Public Presentations (Min. 5 ~ 4hrs. ea.)
Includes a total of 5 project coordination mtgs.
$ 30,000.00
$ 7,500.00
$ 5,000.00
3.0
4.0
5.0
Construction Documents
Landscape Architectural/Engineering ConstrUction Documents
All plans will be submitted to the ciO/for a review at 25%, 50% & 100%.
Along with construction cost estimates at each review.
1. Demolition Plan
2. Site Layout & Staking Plan
3. Grading & Drainage Plan
4. Electrical Plans (pathway lights, outlets & conduit locations for future field lights)
5. Irrigation Plans
6. Planting Plans
7. Construction Details (backstops, fencing, walks, etc.)
8. Specifications
Includes a total of 3 project coordination mtgs.
Bidding
Includes a total of 2 project coordination mtgs.
Site Construction Observation
$ 35,000.00
$ 2,500.00
Construction Staking
One set of rough grade stakes for new ballfields.
One set of alignment and grade stakes for storm sewer lines and inletsl
Two weekly site visits for 12 weeks
$ 5,000.00
$12~000.00
TOTAL FEE
$ 99,500.00
COST PROPOSAL CONT.
ADDITIONAL SERVICES:
Any additional services beyond the scope of this agreement and our proposal dated Feb. 16, 2000
-will be performed only under written approval by both parties, prior to proceeding with. work.
Any revisions to the final drawings, calculations or specifications will be consider additional
services and will be billed on time and material basis in accordance with the attached hourly rate
schedule.
PAYMENT SCHEDULE:
The balance will be .billed monthly, as percentage of work is completed, all invoices are
due upon receipt. Upon 14 days after invoice date, the invoice will be considered past
due and accrue interest at the rate of 1-1/2% per month or 18% annually. All work will
stop after 14 days past due.
Direct expenses are in addition to the compensation for professional services, and shall
include the actual expenditures made by GIA in the interest of the project at cost plus
30%. Direct expenses include the following: Blueprints, photocopies, postage and
shipping, fax and long distance phone calls and mileage at .36 mile.
COST PROPOSAL CONT.
SCl~EDULE:
We are available to begin work within 7 working days of a Notice to Proceed or upon signing of
a contract.
This proposal is good for 30 working days from the date of this letter.
If you have any questions regarding this cost proposal, please feel free to call upon us.
Respectfully submitted,
~//~.Associates
Landscape Architect #2066
Greg G. lng & Associates
SCHEDULE OF HOURLY RATES
Effective from January 1, thru December 31, 2000
The following rates are applicable professional services to houdy rate contracts,
extra work items, and per diem accounts:
Classification
Principal/Project Manager
Senior Landscape Architect
Associate Landscape Architect
Computer Technician
Clerical
$125.00
$115.00
$ 95.00
$ 75.00
$ 65.00
EXHIBIT C
Facilities and Equipment
City shall furnish physical facilities such as desks, filing cabinets, and conference space, as
may be reasonably necessary for Contractor's use while consulting with City employees and
reviewing records and the information in possession of City. The location, quantity, and time
of furnishing said physical facilities shall be in the sole discretion of City. In no event shall
City be obligated to furnish any facility, which may involve incurring any direct expense,
including, but not limiting the generality of this exclusion, long-distance telephone or other
communication charges, vehicles, and reproduction facilities.
Exhibit "C"
EXHIBIT D
GENERAL PROV/SIONS
1. INDEPENDENT CONTRACTOR. At all times during the term of this Agreement,
Contractor shall be an independent contractor and shall not be an employee of City. City shall
have the tight to control Contractor only insofar as the results of Contractor's services rendered
pursuant to this Agreement; however, City shall not have the right to control the means by which
Contractor accomplishes services rendered pursuant to this Agreement.
2. LICENSES; PERMITS; ETC. Contractor represents and warrants to City that it has all
licenses, permits, qualifications and approvals of whatsoever nature, which are legally required
for Contractor to practice its profession. Contractor represents and wan'ants to City that
Contractor shall, at its sole cost and expense, keep in effect at all times during the term of this
Agreement any licenses, permits, and approvals which are legally required for Contractor to
practice its profession. In addition to the foregoing, Contractor shall obtain and maintain during
the term hereof a valid City of Saratoga Business License.
3. TIME. Contractor shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary for satisfactory performance of Contractor's
obligations pursuant to this Agreement.
4. INSURANCE REQUIREMENTS. Contractor shall procure and maintain for the duration
of the contract "occurrence coverage" insurance against claims for injuries to persons or damages
to property which may arise from or in connection with the performance of the work hereunder
by the Contractor, its agents, representatives, employees or subcontractors. The cost of such
insurance shall be included in the Contractor's bid.
(a) Minimum Scope of Insurance. Coverage shall be at least as broad as:
Insurance Services Office form number GL 0002 (Ed. 1/73) coveting
comprehensive General Liability and Insurance Services Office form
number GL 0404 coveting Broad Form Comprehensive General Liability;
or Insurance Services Office Commercial General Liability coverage
("oCcurrence'' form CG 0001.)
Insurance Services Office form number CA 0001 (Ed. 1/78) coveting
Automobile Liability, code 1 "any auto" and endorsement CA 0025.
o
If applicable, Workers' Compensation Insurance as required by the Labor
Code of the State of California and Employers Liability Insurance.
Exhibit "D"
(b)
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
General Liability: $1,000,000 combined single limit per occurrence for
bodily injury, personal injury and property damage. If commercial
General Liability Insurance or other form with a general aggregate limit is
used, either the general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the required
occurrence limit.
(c)
(d)
Automobile Liability: $500,000 combined single limit per accident for
bodily injury and property damage.
o
Workers' Compensation and Employers Liability: Workers' Compensation
limits as required by the Labor Code of the State of California and
Employers Liability limits of $1,000,000 per accident.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured
retentions must be declared to and approved by the City. At the option of the
City, either the insurer shall reduce or eliminate such deductibles or self-insured
retentions as respects the City, its officers, officials and employees; or the
Contractor shall procure a bond guaranteeing payment of losses and related
investigations, claim administration and defense expenses.
Other Insurance Provisions. The policies are to Contain, or be endorsed to
contain, the following provisions:
1. General Liability and Automobile Liabilify Coverage.
The City, its officers, officials, employees and volunteers are to be
covered as insured as respects: liability arising out of activities
performed by or on behalf of the Contractor; products and
completed operations of the Contractor, premises owned, occupied
or used by the Contractor, or automobiles owned, leased, hired or
borrowed by the Contractor. The coverage shall contain no special
limitations on the scope of the protection afforded to the City, its
officers, officials, employees or volunteers.
Exhibit "D"
(e)
bo
The Contractor's insurance coverage shall be primary insurance as
respects the City, its officers, officials, employees and volunteers.
Any insurance or self-insurance maintained by the City, it's officers,
officials, employees or volunteers shall be excess of the
Contractor's insurance and shall not contribute with it.
Any failure to comply with reporting provisions of the policies
shall not affect coverage provided to the City, its officers, officials,
employees or volunteers.
do
The Contractor's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect
to the limits of the insurer's liability.
2. Workers' Compensation and Employers Liability Coverage.
The insurer shall agree to waive all rights of subrogation against the City,
its officers, officials, employees and vOlunteers for losses arising from
work performed by the Contractor for the City.
3. Professional Liability.
Contractor shall carry professional liability insurance in an amount
deemed by the City to adequately protect the Contractor against liability
caused by negligent acts, errors or omissions on the part of the Contractor
in the course of performance of the services specified in this Agreement.
4. All Coverage's.
Each insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled by either party,
reduced in coverage or in limits except after thirty (30) days' prior written
notice by certified mail, return receipt requested, has been given to the
City.
Acceptability of Insurers. Insurance is to be placed with insurers with a Bests'
rating of no less than A:VII.
Exhibit "D"
(0
Verification of Coverage. Contractor shall furnish City with certificates of
insurance and with original endorsements effecting coverage required by this
clause. The certificates and endorsements for each insurance policy are to be -
signed by a person authorized by that insurer to bind coverage on its behalf. The
certificates and endorsements are to be received and approved by the City before
work commences. The City reserves the right to require complete, certified copies
of all required insurance policies, at any time.
(g)
Subcontractors. Contractor shall include all subcontractors as insured's under its
policies or shall furnish separate certificates and endorsements for each
subcontractor. All coverage's for subcontractors shall be subject to all of the
requirements stated herein.
(h)
The Risk Manager of City may approve a variation in those insurance
requirements upon a determination that the coverage, scope, limits and forms of
such insurance are either not commercially available or that the City's interests are
otherwise fully protected.
5. CONTRACTOR NO AGENT. Except as City may specify in writing, Contractor shall
have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind
City to any obligation whatsoever.
6. ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or
obligation pursuant to this Agreement. Any attempted or purported assignment of any right or
obligation pursuant to this Agreement shall be void and of no effect.
7. PERSONNEL. Contractor shall assign only competent personnel to perform services
pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the
term of this Agreement, desires the removal of any such persons, Contractor shall, immediately
upon receiving notice from city of such desire of City, cause the removal of such perSon or
persons.
Exhibit "D"
8. STANDARD OF PERFORMANCE. Contractor shall perform all services required
pursuant to this Agreement in the manner and according to the standards observed by a
competent practitioner of the profession in which Contractor is engaged in the geographical area
in which Contractor practices its profession. All instruments of service of whatsoever nature,
which Contractor delivers to City pursuant to this Agreement, shall be prepared in a substantial,
first class and workmanlike manner and conform to the standards of quality normally observed
by a person practicing in Contractor's profession.
9. HOLD HARMLESS AND RESPONSIBILITY OF CONTRACTORS. Contractor shall
take all responsibility for the work, shall bear .all losses and damages directly or indirectly
resulting to him, to any subcontractor, to the City, to City officers and employees, or to parties
designated by the City, on account of the performance or character of the work, unforeseen
difficulties, accidents, occurrences or other causes predicated on active or passive negligence of
the Contractor or of any subcontractor. Contractor shall indemnify, defend and hold harmless the
City, its officers, officials, directors, employees and agents from and against any or all loss,
liability, expense, claim, costs (including costs of defense), suits, and damages of every kind,
nature and description directly or indirectly arising from the performance of the work. This
paragraph shall not be construed to exempt the City, its employees and officers from its own
fraud, willful injury or violation of law whether willful or negligent. For purposes of
Section 2782 of the Civil Code the parties hereto recognize and agree that this agreement is not a
construction contract. By execution of this Agreement, Contractor acknowledges and agrees that
it has read and understands the provisions hereof and that this paragraph is a material element of
consideration.
Approval of the insurance contracts does not relieve the Contractor or subcontractors from
liability under this paragraph.
10. GOVERNMENTAL REGULATIONS. To the extent that this Agreement may be funded
by fiscal assistance from another governmental entity, Contractor shall comply with all
applicable.rules and regulations to which City is bound by the terms of such fiscal assistance
program.
11. DOCUMENTS. All reports, data, maps, models, charts, studies, surveys, photographs,
memoranda or other written documents or materials prepared by ContractOr pursuant to this
Agreement shall become the property of City upon completion of the work to be performed
hereunder or upon temfination of the Agreement.
Exhibit "D"
12. COMPLIANCE WITH APPLICABLE LAWS. Contractor shall comply with all laws
applicable to the performance of the work hereunder, including, but not limited to, laws
prohibiting discrimination based on race, religious creed, color, national origin, ancestry,
physical handicap, medical condition, marital status or sex.
13. USE OF RECYCLED PRODUCTS. Contractors shall prepare and submit all reports,
written studies and other printed material on recycled paper to the extent it is available at equal or
less cost than virgin paper.
14. PROFESSIONAL SEAt.. Where applicable in the determination of the contract
administrator, the first page of a technical report, first page of design specifications, and each
page of construction drawings shall be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shall be in a block entitled "Seal
and Signature of Registered Professional with report/design responsibility" as per sample below.
Seal and Signature of Registered Professional with
report/design responsibility.
Exhibit "D"
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: JUNE 7, 2000
ORIGINATING DEPT.: PUBLIC WORKS
AGENDA ITEM
CITY MGR.:[~] _
SUBJECT: Capital Improvement Project additions to the F.Y. 00/01 Budget
Recommended Motion(s):
Approve the following Capital Improvement Project additions to the F.Y. 00/01 Budget:
1. 4th Street Storm Drain Repair
2. Lynde Avenue Drainage Improvements
.3. Saratoga-Sunnyvale Road/Seagull Way Traffic Signal
Report Snmmar~v:
As part of the annual development of the budget, Public Works identifies any additions or changes
to the current Capital Improvement Plan. This year staff recommends the addition of three Capital
Improvement Projects to the F.Y. 00/01 Budget. The following is a short description of each of the
proposed projects:
4th Street Storm Drain Repair
This project funds the repair of the sag that exists in the 4th Street storm drain line located
between Big Basin Way and the 4th Street Bridge. The completion of this project satisfies a
condition of the Creek Settlement Agreement.
Estimated Cost: $34,500
e
Saratoga-Sunnyvale Road/Seagull Way Traffic Signal
This project funds the installation of a traffic signal at the intersection of Saratoga-Sunnyvale
Road and Seagull Way in conjunction with the Azule Crossing Development. The construction
costs ($130,000) associated with the project are funded through development related fees.
Estimated Cost: $152,000
3. Lynde Avenue Drainage Improvements
This project funds the repair of a failing wooden swale that conveys storm drainage from the
end of Lynde Avenue to Saratoga-Sunnyvale Road. The existing swale will be replaced with a
concrete swale.
Estimated Cost: $34,500
Fi.seal lm.naetn:
The project expenditures will be added to the F.Y. 00/0! Budget (see attached expenditure
breakdowns).
Consequences of Not AetinE on the Recommended Motions:
The projects would not be approved.
Alternative Actions:
One or more of the projects could be funded in a future fiscal year.
Follow Il? Aetinns:
If approved, the projects will be added to the F.Y. 00/01 Budget.
AdvertisinE: NotieinE and Pnhlie Contact:
Nothing additional.
1. Project expenditure details.
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.:
MEETING DATE: June 7, 2000
ORIGINATING DEPT.: City Manager
DEPARTMENT HEAD~~/~~.._~
AGENDA ITEM:
cITY MANAGER:~ ~q., ,~ ~__~..~~--
PREPARED BY: Christoph Korn ,~
SUBJECT: Request from the Lion's Club to have the City pay for Law Enforcement and
Security Coverage for the July 4th Saratoga Hometown Celebration
RECOMMENDED ACTION:
Approve the Lion's Club request to have the City pay for law enforcement and security coverage
at the July 4th Hometown Celebration.
REPORT SUMMARY:
This year, the Lion's Club will be hosting its fifth annual July 4th Saratoga Hometown
Celebration at Villa Montalvo from noon to 5:00 p.m. The celebration provides daytime
activities and entertainment to over 3,000 families. Event participants will park at West Valley
College and be bussed to Villa Montalvo.
In the past, the Lion's Club has raised sufficient funds to cover the expenses for this event
including: bussing, port-a-potties, an Astrojump for children, miscellaneous programming, and
two Sheriff's Deputies. This year, however, the Lion's Club has been unable to raise the
necessary' funds to cover all of its expenses, and is therefore asking the City to pay for law
enforcement coverage.
Although the Lion's Club asked the Sheriff's Department for two Reserve Deputies to cover the
event, it is unlikely that the request will be filled because of the high demand for reserve
personnel during the July 4th holiday. Due to their lower levels of training and experience, the
ShefiWs Department has a standing policy that a minimum of two Reserve Deputies must be
hired to cover such events. As an alternative, if the Reserves are unavailable, the Sheriff's
Department has suggested paying overtime to induce one regular Deputy to work during this
family oriented celebration.
FISCAL IMPACTS:
Depending upon availability, two Reserve Deputies will cost approximately $450, or one regular
Deputy about $530. Sufficient reserve, or overtime hours are included in the Public Safety
section of the budget under Police Services to cover this additional expense.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The Lion's Club would have to find additional funds to pay for the Reserve Sheriff's Deputies.
ALTERNATIVE ACTION (S):
The City Council could deny or provide partial funding for the request.
FOLLOW UP ACTION:
Notify the Lion's Club and Sheriff's Department of the City Council's decision.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Not applicable.
ATTACHMENTS:
1. Request from Marlene Duffin, Saratoga Lions and Home Town Coordinator; and
2. Letter from James Froid, George Washington Bicentennial Community Support Center
Coordinator.
May 11,2000
Dear Bill,
Just received this letter from Mt. Vernon and thought the City Council might enjoy reading the
good news.
This year the Saratoga HomeTown Celebration July 4th will be featured as the City's
millennium event. We are honored to have the 561 st Air Force Band, California Air National
Guard, playing at 2pm at Montalvo. Councilman Even Baker will represent the city in
welcoming Saratogans and over 20 organizations are taking part in selling food, having
information booths, entertaining and assisting with event administration.
As we have to hire two reserve sheriff's deputies for security reasons, would the city consider
absorbing that cost? Unfortunately, we have not received many contributions to date. We do
not charge an entrance fee to the event but will, this year, charge a dollar for the shuttle to
Montalvo.
Costs incurred include the busses, Astrojump for little kids, port-a-potties, programs and
other coordinating expenses. The reserve deputies cost over $400 when we had the event
at Montalvo in t998. We have to hire two, as they do not come unless there is a pair.
Our event is family centered so the officers are not too busy but are really necessary in case
of problems.
Saratoga HomeTown Celebration and our Lions would appreciate your considering this
request. Please call if you have any questions 867-1410.
Thank you,
Marlene Duffin
Saratoga Lions and HomeTown Coordinator
21241 Canyon View Dr.
Saratoga, CA 95070
George Washington's
MOUNT VERNON
ESTATE & GARDENS
Mount Vernon, Virginia 22121
(703) 799-8687
March 29, 2000
Mrs. Marlene Duff'm
21241 Canyon View Drive
Saratoga, California 95070
Dear Mrs. Duffm
The various ite~ns you sent us in June 1999 concerning the George Washington
Bicentennial Community activities of the City of Saratoga, Califomia have been
reviewed. All the bicentennial community applications are now being bound together
and the various memorabilia are being catalogued and archived as a permanent record of
the bicentennial year. Thank you for your support during this wonderful program.
Sincerely
George Washington Bicentennial Community Support Center Coordinator
SARATOGA CITY. COUNCIL
EXECUTIVE SUMMARY NO.:
MEETING DATE: June 7, 2000
AGENDA ITEM:
CITY MANAGER:~~~"
ORIGINATING DEPT.: City Manager PREPARED BY: Christoph
SUBJECT: Request from the Saratoga Parent Nursery School (SPNS) to co-sponsor and
provide financial support for a road-race to be held at and around Saratoga
High School tentatively scheduled for Sunday September 24th at 9:00 a.m.
RECOMMENDED ACTION:
Deny the request to co-sponsor and provide financial support for this event.
REPORT SUMMARY:
SPNS, a private non-profit organization, is considering conducting a ½ K walk along with 5K
and 10K road races in conjunction with Celebrate Saratoga to raise funds toremodel their current
facility and thereby improve their academic standards. As part of this event, the SPNS is
requesting that the City co-sponsor the event by doing the following:
Waiving the $100 permit fee;
Submitting the request to the Sheriff's Department and both Fire Districts for review;
Co-sign liability insurance (includes a $25,000 deductible with ABAG);
· Apply for a Cal-Trans permit if necessary;
· Mark the course with the necessary barricades and signs to allow the event to be
promoted and allow residences to be notified via signs (30 days prior to and during the
event throughout the City at high traffic areas and along race routes) includes providing
the necessary overtime for Public Works employees on the day of the race.
The City requires all groups to pay $100 permit fee, $250 clean-up fee, and provide $1 million in
liability insurance, which must list the City of Saratoga as an additional insured. The City has
co-sponsored events in the past but has never waived any of the aforementioned requirements
including the Chamber of Commerce's Celebrate Saratoga.
FISCAL IMPACTS:
If approved, the City would waive the $100 permit fee and provide liability insurance for the
event including the $25,000 deductible per occurrence. The City would also spend staff time
submitting the Cal-Trans permit and marking the course with road barriers and signs.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City would co-sponsor the event and would waive the $100 permit fee and provide liability
insurance through ABAG for the event including the $25,000 deductible. Furthermore, it is
likely that the City would receive more requests from other groups requesting similar financial
support.
ALTERNATIVE ACTION (S):
A. The City Council could decide to co-sponsor the event but not provide financial
support; or
B. The City Council could co-sponsor the event and provide partial funding for the event.
FOLLOW UP ACTION:
Per the direction of the City Council notify SPNS and act accordingly.
ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A.
ATTACHMENTS:
1. Request from Karen Amon, Saratoga Parent Nursery School;
2. Proposed Race Course Routes (still under development); and
3. Blank Special Event Permit Application including the insurance requirements and
indemnity agreement.
May24,2000
Bill Norton - City Manager
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Dear Mr. Norton:
It was a pleasure speaking with you. As you know, Saratoga Parent Nursery School (SPNS)
approached the Saratoga Chamber of Commerce about putting on a road-race to help promote
businesses and the communi.ty during Celebrate Saratoga. Our offer was enthusiastically accepted.
Proceeds will benefit SPNS, a non-profit organization, in order to fund the remodeling of our 50 year
old facility to meet ADA guidelines, new building codes, and improve our academic standards.
To better promote the city and ensure a most successful and robust event, we are asking The City of
Saratoga to co-sponsor this event. With your support we are also seeking The City's approval to:
Waive the Permit Fee,
Submit our plan to the West Valley Sheriff's Office and other pertinent offices (code enforcement,
fire & rescue etc),
Co-sign any liability or insurance documentation,
Co-sponsor and apply for a CALTrans encroachment permit (note: a CALTrans representative told
me that events promoting the city and produced by a non-profit agency would be looked on
favorably and the fees would be waived),
n Aid in marking the course with road barriers,
Provide any sign permits necessary to promote the event (requesting up to 30 days prior to and
during the event throughout the City at High traffic locations and along the routes) and
[] Help promote the event in addition to our efforts where appropriate.
a Grass-roots community events like this add substantial value to our residence, business and city
appeal.
Please, won't you join us in this 1st Annual community event? If yes, then I will need the city's logo
right away for promotional and advertising materials.
Attached are the specifics about the race. I will call you to ensure that you received this letter. Please
do not hesitate to contact me with any questions or ideas to better promote our beautiful city of
Saratoga.
Sincerely,
Karen Amon
408-364-0302
karen~,amon.com
~ ~ 2CHgO Williams Avenue
Celebrate Saratoga 10K, 5K, and 1/2K
Run, Walk & Family Events
Sunday, September 24, 2000 (the morning following the Saturday Saratoga Street Dance),
Rain Date: Saturday, September 30, 2000.
The Events & Parking will be at Saratoga High School. (note: SHS approved the event date and rain
date and is awaiting our permit number for which I am applying now).
Expected Attendance: 1,200 with a minimum of 500 runners.
On-Site Registration: 7:30am- 10am
10K Run Start Time: 9am
5K Run/Walk Start Time: 10am
1/2K Family Events Start Time: 9am - llam
Awards & Prizes: llam- 12:30pm
Participants will also be encouraged to visit the co-sponsoring City and the restaurants by showing
their race numbers for discounts and additional prize opportunities.
On-Site Music & Entertainment / Foods Sold or Provided: TBD
The Courses: Requesting Full or Partial Closure of Right Lane & Bike Lane for Runners on the
following Streets.
10K Course, 6.2 miles: Closure of Herriman Ay. from Beaumont toward Saratoga-Sunnyvale 15
minutes prior to race start at 9am)
Start: At SHS Track
Left on Herriman Av.
Right on Saratoga - Sunnyvale Rd
Right on Cox Av.
Right on Saratoga (under 85 Freeway interchange)
Right on Saratoga- Sunnyvale Rd
Right on Herriman Av. (If this is a, traffic flow problem, an alternate would be to have runners enter on
Gerald Zeppelli Ct.at the gates.)
Finish: Right on SHS Track
5K Course, 3.1 miles: Clear Herriman Av. of Street traffic toward Saratoga-Sunnyvale 15 minutes
prior to race start at ! Oam)
Start: At SHS Track
Right on Saratoga- Sunnyvale Rd
Right on Cox Av.
Right on Cumberland
Right on Scotland Dr.
Stay Right on Glasgow Dr.
Left on Beaumont
Right on Herriman Av.
Finish: Left on SHS Track
1/2K Course, Family Run/Walk/Trike & Other Events:
No Streets needed. All events start & finish on the track or within the Athletic Field Boundaries.
Exact events and activities still in planning but would include run/walk & trike events for all ages and
would operate throughout the entire schedule of events.
Event Type: (Circle appropiate event) Parade
Name of Event:
Footrace
SPECIAL EVENT PERMIT
APPLICATION
Festival
Location of Event:
City Streets to be closed:
Name of Sponsoring Organization:
Address:
Phone No.:
Event Coordinator:
Date and Time of Event:
Phone No.:
Estimated number of participants at event:
Method to notify public of event and road closures:
Indicate whether any portion of event affects a State Highway. Caltrans Encroachment permit
required:
Proposed sanitary facilities and locations to accommodate event participants:
Identification of food and beverages available at the event. (Alcohol served?)
Description of all sales activity directly associated with event:
List all outside vendors and location of any booths and pushcarts (Saratoga Vendor Permits are
Required):
Description and locations of any loud speakers or sound system:
If private transportation to be used to shuttle participants, enclosed name of company used, route
to be used, and location of pick up and drop offzones:
The following items must be attached and submitted with this application:
a. $100.00 Non-refimdable filing fee
b. $250.00 Refundable clean-up deposit
c. Maps showing event starting and termination points, staging areas and location of
sanitary facilities and vendors.
d. General Liability insurance coverage in the amount of $1,000,000.00 or more
e. Indemnity Agreement ...
f. Flyer, brochure or any notification of event
g. Transportation route map
h. Confirmation from Sheriff's Department for Law Enforcement Request
i. Caltrans Encroachment Permit, if required.
A proposed traffic plan and map must be attached and approved by the Santa Clara County
Sheriff's Department. Your plan should indicate the following;
1. How traffic will be routed around the event.
2. Parking arrangements for those attending the event.
3. Provisions for.emergency vehicle traffic.
4. Number of law enforcement officers and locations.
Date Received:
Fees Received:
13777 FRUITVALE AVENLrE · SARATOGA. CALIFORNIA 95070
COUNCIL
C I'~. OF Si~T~A
LIABILITY INSURANCE REQUIREMENTS
FOR SPECIAL EVENTS
o
o
COVERAGE AMOUNT: Public Liability and Property Damage;
$1,000,000.00 combined single limit per occurrence.
TYPE OF COVERAGE: Policies should provide for "occurrence"
coverage. "Claims made" policies Will not be accepted unless
specifically' approved by the City Manager's Office.
INSURED PARTIES: City to be named as additional insured in
the original policy or by endorsement. The following language
should be used:
"The City of Saratoga, and its officers, officials,
boards, commissions, employees and volunteers."
A CERTIFICATE OF INSURANCE, IF PROVIDED, MUST SHOW THE CITY AS
AN ADDITIONAL INSURED UAIDER THE POLICY. DESIGNATION OF THE
CITY AS THE CERTIFICATE HOLDER ONLY WILL BE SUFFICIENT.
NOTICE: The policy shall not be cancelled or reduced in
coverage without thirty days prior written notice to the City.
PRIMARY COVERAGE: Coverage under the policy shall be primary
with respect to the City; any insurance maintained by the City
shall be excess coverage only.
THISA~P~T,~ate~ ,
-between, the CITY OF SARATOGA, a municipal corporation ("City") and
("Sponsor"), is made with
reference to the following facts:
A. Sponsor has applied, to City for a Special Event
Permit to conduct
on
B. City has agreed to issue such permit, on condition
that City is expressly indemnified against any liability arising
from Sponsor's conduct of the special event.
NOW, T~~, in consideration for the issuance by City
of a Special Event Permit to conduct the activity hereinabove
described, Sponsor does hereby agree, on'behalf of itself and its
successors and assigns, to indemnify, defend and hold City, its
officers, officials, agents, employees, boards, commissions, and
volunteers free and harmless from and against any and all claims,
demands, causes of action, damages, liabilities, costs or expenses
(including the cost of attorney's fees for defending any action
brought against City or any of its officers, officials, agents,
employees, boards, commissions or volunteers), arising out of or
in any manner relating to any form of loss, injury or damage
sustained by Sponsor or any person as a result of the special event
for which a permit has ..been issued by City.
City agrees to give prompt written notice to sponsor of
any claim asserted against City of which indemnification has been
provided to City hereunder. Such notice shall be sent to Sponsor
at the foliowing address:
IN WITNESS Ww~EOF',the parties have
Agreement the day and year first above written.
executed this
CITY OF SARATOGA, a
municipal corporation
SPONSOR: