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HomeMy WebLinkAbout01-24-2003 COUNCIL RETREAT AGENDA6� x: J AGENDA COUNCIL RETREAT HAKONE GARDENS SATURDAY JANUARY 24, 2004 CITY COUNCIL RETREAT — HAKONE GARDENS —21000 BIG BASIN WAY - CALL MEETING TO ORDER — 9:00 A.M. REPORT OF CITY CLERK ON POSTING OF AGENDA . (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on January 21, 2004) 8:50 a.m. Continental Breakfast 1. /AFCO XSice 2. Review 10:30 — 10:40 a.m. Morning Break ons- Community Participation Model 3. AdHoc- Commis 4, Swenson Project 12:30 —1:00 p.m. Lunch 5, Land Use Element 6, Village Vision - Economic Development and Historic Preservation 7. Creek Pollution/Sewer Issues 3:00 p.m. Adjournment In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the City Clerk at (408) 868 -1269 or ctclerk@saratoga.ca.us. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR 35.102- 35.104 ADA Title II). Certificate of Posing of Agenda: I, Cathleen Boyer, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council of the City of Saratoga was posted on January 20, 2004 at the office of the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for public review at that location. T4ndla o available on the City' s website at www.saratoga.ca.us Sday of January 2004 at Saratoga, California. CC City Clerk SARATOGA CITY COUNCIL MEETING DATE: February 4, 2004 ORIGINATING DEPT: City Manager's Office PREPARED BY: Cathleen Boye ity Clerk SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: AGENDA ITEM: CITY MANAGER: _ DEPT HEAD: Approve minutes as submitted for the following City Council Meeting: Council Retreat — January 24, 2004 FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A — Minutes January 24, 2004 MINUTES SARATOGA CITY COUNCIL RETREAT JANUARY 24, 2004 Mayor Waltonsmith called the Council retreat order at 9:00 a.m. ROLL CALL PRESENT: Mayor Ann Waltonsmith, Vice Mayor Kathleen King, Councilmembers Stan Bogosian, Norman Kline, Nick Streit ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Jesse Baloca, Administrative Services Director Cathleen Boyer, City Clerk John Cherbone, Director of Public Works John Livingstone, Associate Planner Christy Oosterhous, Associate Planner Joan Pisani, Recreation Director Tom Sullivan, Community Development Director Danielle Surdin, Administrative Analyst Richard Taylor, City Attorney Lorie Tinfow, Assistant City Manager REPORT OF CITY CLERK ON POSTING OF AGENDA FOR JANUARY 24, 2004 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of January 24, 2004 was properly posted on January 20, 2004. BUDGET • Vision AdHoc Committee created to educate community on budget problems • Revised current fiscal crisis- operational and fund balance projections • Compared Saratoga's dependency on the VLF revenue with other cities • Open discussion on alternative solutions based on magnitude of duration of fiscal crisis COUNCIL DIRECTION • Review options for raising revenue • Develop Expenditure reduction plans based on worse case scenario • Educate the community, focus on communication • Discuss consequence of loosing VLF with outside agencies (ie: Friends, SASCC) • Do not sell North Campus but may be on the table a year from now 2. LAFCO SERVICE REVIEW • LAFCO hearing on Fire Service Review -February 11, 2004 • Final report due out in 2nd quarter 2004 COUNCIL DIRECTION • Work toward long term Boundary Drop — 2006 -2016 • City Council resolution in support of long term Boundary Drop • Work towards single system to cover all of Saratoga • Involve Saratoga Fire Protection District in process • Council does not desire to be lead agency in annexation or consolidation effort 3. ADHOC- COMMISSIONS - COMMUNITY PARTICIPATION MODEL • In the past needed Council liaisons to connect to the Commissions • Today many opportunities for Commissioners to communicate with Council o Staff liaison o Direct conversation with Council o Yearly meeting with between City Council and each Commission o Utilize "Commission Communications" on City Council agenda • Not enough staff to work with all these groups COUNCIL DIRECTION • As of July 1, 2004 the following should be accomplished in regards to City Commissions: 1) Establish Commission Policies 2) Eliminate City Council liaisons 3) Hold yearly Commission "Goal Setting Retreat "; Commission work plans to be approved by the City Council 4) Action only minutes 5) Email action minutes to City Council • Continue training staff liaisons • Continue consolidated annual Commission budget • New Projects require Council approval 4. SWENSON PROJECT • Sixty —unit residential condominium development and flood plan improvement • Target purchasers for the condominium units are to be municipal employees and teachers • Applicant proposes to sponsor a grant program to qualified applicants to assist in purchasing 30 of the units • If a unit is re -sold to a target -group buyer the grant is rolled over to the new buyer 2 • Current General Plan density designation for site is Medium Density Residential with a maximum density of 4.35 dwellings per acre. The zoning for the property is R -1, 10,000 o Project proposes 36 unites per acre • General Plan amendment and zone change is required • City staff currently in the process of reviewing the responses to the Request for Proposals to prepare an EIR • All costs associated with the EIR are passed through to the developer • Due to Measure G passed in March 1996 — the proposed changes to the density of this site must go to the voters • Saratoga Union School Districts — parent support because of proposed increase of affordable hosing for teachers • If project is approved City would have a new land use designation — could pose future problems COUNCIL DIRECTION • School Ad Hoc Committee: o Work with schools to educate the parents and school officials on the Swenson Project o Find other options for affordable housing for teachers • City Council to communicate concerns to constituents 5. LAND USE ELEMENT • General Plan is a guiding policy document that lays out the future of the city's development in general terms through a series of policy statements • State Law — General Plan must include 7 elements: o Land use o' Circulation • Housing • Conservation • Open -space • Noise • Safety • Saratoga's Land Use Element was last revised in 1983 • Current Land Use Element difficult for staff and Planning Commission to use COUNCIL DIRECTION • Move forward with "In House" update of Land Use Element o Form a publicly appointed group to assist in process • Aggressive annexation • Increase Urban Service Boundary • Incorporate polices regarding Hillside Preservation • In regards to Hillside Preservation – Vice Mayor King volunteered to talk to Board of Supervisors 6. VILLAGE VISION - ECONOMIC DEVELOPMENT • Village Ad -Hoc Committee formed to improve the vitality of the Village Commercial District by focusing on historical significances, invigorating commercial district and to create a high quality of life for Saragoans • Discussion on forming a Redevelopment Agency – does not require a city —wide election • City would have to hire consultant to determine feasibility and develop formal plan, community education/outreach • 20% of the total funds gathered must be spent on affordable housing in Saratoga, but does not have to be only concentrated in a Saratoga commercial area. (i.e., it can include a residential area in Saratoga) HISTORIC PRESERVATION • Creation of a Historic District – local business community should take the lead in order to avoid City process • Historic District status would enable property owners to receive Federal Rehabilitation Tax Credits • Would not interfere with proposed RDA • Existing Preservation incentive – Mills Act COUNCIL DIRECTION • Move forward with formation of a RDA o Free up to $200k in CIP to hire consultant • Village Ad -Hoc renamed to Redevelopment Agency Ad -Hoc • School Ad -Hoc Committee to talk to school officials about proposed RDA • If merchants would like to move forward with "Historic District" designation they should hire a consultant. 7. CREEK POLLUTION /SEWER ISSUES • Several ongoing programs targeting monitoring of creeks and identification of sources of bacterial contamination: • Creek testing • Septic tank abatement program • Chemical marker system • City has met all testing obligations required by the terms of the Settlement Agreement • No other city in the county test for fecal coliform levels in their creeks • Takes up approximately 25% of City Engineers time • Regularly meet with Mr. Don Whetstone and SC Water District • Discussion of Saratoga Spring holding tank and possible illegal septic tanks above 4th Street F. COUNCIL DIRECTION 0 Continue proactive creek testing ADJOURNMENT There being no further business Mayor Waltonsmith adjourned the meeting at 3:15 p.m. and thanked everyone for attending the retreat. Respectfully submitted, Cathleen Boyer, CMC City Clerk 5 SARATOGA CITY COUNCIL RETREAT Retreat Topic: Village Vision – Economic Development Historic Preservation Economic Development – Village Ad -hoc Mission Statement: Village Ad -hoc Committee Mission Statement: Improve the vitality of the Village Commercial District by focusing on our historical significance, invigorating our commercial districts, and create a high quality of life for Saratogans' Village– Goals and Objectives: Consider creation of a Redevelopment Agency • Additional Special Events in Downtown Saratoga • Revise Village Design Guidelines • Provide Policy Assistance: o - Streetscape Improvements o Facade Improvements o Historic Designation o Redevelopment Agency • Help Prioritize Projects of Economic Development Coordinator Redevelopment Information Gathering 'Field trip to Morgan Hill generated by San Jose Mercury News article (attached) Redevelopment Basics: o Base year set o City Councils often serve as Redevelopment Agencies o Tax collected in excess of the amount assessed in base year, called the Tax Increment, comes to the Redevelopment Agency for use: 20% must be used for affordable housing; remainder can be used for economic development activities, construction of community buildings (community center, yes, City Hall, no), etc. o Dedicated cash flow allows financing of projects —in fact, agency must carry debt o Will likely require preliminary activities: hiring a consultant to determine feasibility and to develop a formal plan (approx. $100,000); possibly community outreach activities to educate public (approx. $50,000) o Does not require a vote o Does require specific activities and procedures outlined in the attached Timeline Historic Preservation: • Create a Historic District o Recommend that the local business community hire a consultant and submit to the State a request for a Historic District. Advantages of this are Historic Preservation and the possibility of receiving Federal Rehabilitation Tax Credits. • Existing Preservation Procedures as stated in the City of Saratoga Municipal Code Chapter 13 Heritage Preservation. • Existing Preservation Incentives o Mills Act NewsLibrary Document Delivery rage i ui cum News I Business I Sports I Entertainment I Lifestyles I Opinion I Classifieds I Jobs I Cara Archives Note: Searching is always free. There is a $2.95 fee to view the full -text of any article. Check out our Pricing Options. San Jose Mercury News (CA) November 8, 2003 Section: Local Edition: Morning Final Page: 1 B Memo:CITY UNDERTAKINGS Redevelopment in Morgan Hill is a major success, with large projects already completed and more ambitious projects on the way. (box) Community and Cultural Center: Completed 2002 (box) Community Playhouse: Completed 2002 (box) Sports Complex: Estimated completion January 2005 (box) Library: Estimated completion 2006 or later Source: Morgan Hill Redevelopment Agency REVITALIZED CITY INVOLVEMENT OF RESIDENTS HAS HELPED STEER PROJECTS NERISSA PACIO, Mercury News In San Jose's recent history, redevelopment has sparked lawsuits, property seizures and battles with mom and pop merchants, as happened most recently with the fight over the Tropicana Shopping Center on the East Side. South in tiny Morgan Hill, redevelopment is thriving. There's a new community center and playhouse; a regional aquatics center is set to open next spring; and plans are under way for an outdoor sports complex, an indoor recreational facility, and a library. That's at least $106 million in construction — in a town with a population of 33,500. "Redevelopment has been an overwhelming success in Morgan Hill," said http: / /nI .newsbank. com /nl- search /we /Archives ?p_acti on= doc &p_doci d =OFFS 82.5417069... 1/22/2004 r NewsLibrary Document Delivery Dennis Kennedy, Morgan Hill mayor and a member of the redevelopment agency board. "It's been a wonderful program to keep local tax dollars at home, to build and rehabilitate blighted areas, and build a healthy economy and much - needed community projects." Comparing San Jose, which has the largest and most powerful redevelopment agency in California, to Morgan Hill, which barely ranks among the state's Top 40, is like comparing a supertanker to a dinghy. But this town has approached redevelopment differently. It has encouraged economic development and urban revitalization in a way that has built consensus and proved that redevelopment doesn't have to be an adversary to a segment of the population. When some residents see a new building like the community and cultural center on Monterey Street, they feel more than pride. They get a positive feeling remembering how the building and its grassy grounds came.to be. "It feels very good," said Lou Mirviss, a Morgan Hill resident who participated in a yearlong redevelopment agency community visioning process in 1995, which asked the public what projects they wanted. "The process went marvelously smooth and we had unbelievable turnout. The center is just a beautiful building." Created in 1981, Morgan Hill's redevelopment program was authorized to collect $100 million to revitalize 2,200 acres in the city, including a blighted downtown, through public improvements, economic incentives for commercial and industrial projects, and the creation and renovation of housing. By the mid- 1990s, the agency had less than two years left and $20 million in funds remaining. But the city created a steering committee of about 30 citizens and community leaders to guide a yearlong "visioning" process of public forums to prioritize how the remaining money should be spent. "We went to the citizens themselves and asked them 'What type of city do you want to become?'" said Ed Tewes, city manager and executive director of the redevelopment agency. Highest on the wish list was a community center, followed by a new library, ar aquatics center, senior and youth centers, playing fields, and infrastructure improvements such as repairs to Butterfield Road, which are being completed this month, Tewes said. About the same time, the city council also took a voluntary advisory vote, an "unusually bold move," according to California Redevelopment Association director John Shirley. The vote asked whether residents wanted to extend the redevelopment program into the future and, if so, what projects they'd like to see. The results showed almost 71 percent of residents in favor of an extension. rage 4 ui The extension was approved in 1999 and was designed to collect $147 million during the next decade, or until fiscal year 2007 -08. http: / /nl .newsbank. com /nl- search /we/ Archives ?p_action= doc &p_docid =OFEB 82B417069... 1/22/2004 NewsLibrary Document Delivery rage -i or When a redevelopment program is approved, the tax rate in the area targeted for upgrading is frozen. This means that the public agencies that get a share of property taxes in Morgan Hill continue to receive the same amount of revenue. But as the value of the property increases, the redevelopment program collects the difference between the revenue from the old valuation and the new valuation. In 1996 and again in 1999, the program faced a public vote after a group of anti - redevelopment foes gathered enough signatures to put the issue on the ballot. Again, the. vote for redevelopment each time was about 70 percent. "It passed with such overwhelming support," Kennedy said, "and we took that as a mandate that the community wanted to proceed." Critical issues kept arising. and the city kept responding. When merchants and property owners were fearful that redevelopment could empower the city to seize their properties by eminent domain, the redevelopment agency was stripped of that power. When residents worried about the city going. into long - term. debt to finance public projects, the agency reacted by extending the program on the unusual condition that the city would only use pay- as- you-go or short-term financing, Kennedy said. "It's been citizen driven since the mid '90s," Councilman Steve Tate said. "What we're seeing now is what the community wanted." Illustration: Photos (2) PHOTO: GARY REYES- MERCURY. NEWS : Penny McCann, left, and Katie Paulson were among parents participating in a class at Morgan Hill's new community center, built with redevelopment agency funds. PHOTO: GARY REYES- MERCURY NEWS Morgan Hill's community and cultural center, which features a rose garden, opened in 2002. It was tops on a community wish list of redevelopment projects. Copyright (c) 2003 San Jose Mercury News http: / /nl .newsbank. com /nl- searchlwe /Archives ?p_acti on= doc &p_docid =OFBB 82B417069... 1/22/2004 01/22/2004 12:13 4087787869 BAHS PAGE 02 Appendix S mu"rative mme - tehedule and 1ProceduRml Guide for the Adoption of a Redevelopment Plan* (Effecdve,T —uasy 1, 1994) Sc4e&,W bate =d Actwn mnth I, Day I CITY COUNCIL designates survey area- Id&SC § 33310.** Jr6on or dncurnent required Council Resolution No. ffer Month 1, Day 1 AGENCY staff and consultants review General Plan for compliance with state law. Fiter Mouth 1, Day 1 A prior to Item No. 5 AGENCY staff and consultants identify property ownership and business interests, if any, of Agency, Council and Planning Commission members and other City officials in the proposed Project Area and determine whether any conflicts exist, Actwn or document eyuired Letter to Council and Agency regarding disclosure and disclosure forms. Review by City Attorney or Special Counsel of economic interests and identifi- cation of conflicts. After Month 1, Day 1 4- AGENCY staff and consultants commence prepara- tion of Preliminary Plan; Section 33344.5 PrelaAni- nary Report; Redevelopment Plan; and Section 33352 Report (which includes reasons for selection of the For the purposes of thin illustration, the following anump- tiom have been made: (1) Month 1, Day 1 is a Monday and all months have 30 days; (2) the Council and the Redevel- opment Agency hold their regular meetings on the first nod third Mondays of each month; (3) the Planning Commis- sion holds its regular meetings on the first and third Tues- days of each month; and (4) the City is a general law city. All references are to the Health and Safety Code unless otherwise, noted. Project Area, description of Project Area conditions, a five -year implementation plan, financing methods, relocation plan, neighborhood impact report, report of the County Fiscal Of m, analysis of same by the Agency, etc.); and determine whether a Project Area Committee will be formed, Action or document reguiy+ed Preliminary Plan.; Section 33344.5 Preliminary Re- port; Redevelopment Plan; Section 33352 Report; and, if applicable- PAC formation procedures, no- tices, etc Month 1, Day 16 5. PLANNING COMMISSION selects Project Area boundaries, appyrwes Preliminary Plan, and forwards Preliminary Plan to Agency. H&SC §§ 33322 and 33325, Action or document regubvd Planning Commission Resolution. Nom Mouth 2, Day 6 6_ AGENCY accepts Preliminary Plan, directs prepara- tion of Redevelopment Plan and authorizes trans- mittal of information to taxing agencies and officials, Action or documpv re pdred Agency Resolution No Mouth 2, Day 6 7. C17'Y COUNCIL determines whether it is necessary to form a project Area Committee, and if so, adopts a procedure for formation of the Project Area Com- mittee. I3&SC § 3.3385. Action or doctment required Council Resolution No. Procedures for Formation of PAC, if applicable. 397 01/22/2004 12:13 4087787869 BAHS PAGE 03 NOTES • Election of a Project Area Committee must be held within 100 days after the Project Area is selected if the Project includes a substantial number of low- and moderate - income families and the Redevelopment Plan contains eminent domain, authority to acquire residences, or contains public projects that will dis- place a substantial number of low- and moderate - income persons. If a -Project Area Committee is to be farmed, pro- cedures must be adopted and followed for such for- mation, including publication and mailing of notices, holding of public meetings, distribution of infornma- tion, City Council public hearing on adoption of election procedures, etc. • If no Project Area Committee is created, the Agency must consult with and obtain the advice of residents and community organizations, and pro - vide such persons with the Redevelopment Plan prior to submitting it for adoption. Month 2, ]Day 7 8. AGENCY staff transmits (a) legal description and map of boundaries of Project Area, (b) statement that Redevelopment flan is being prepared, and (c) indi- cation of the last equalized assessment roll proposed to be used for tax allocations, to the County Auditor, Assessor and Tax Collector, the State Board of Equal- ization and the governing bodies of all taxing agen- cies, in the Project Area H&SC §§ 33327 and 33328. �4cuon or doewnenz required Letter and Statement of Preparation of Redevelop- ment Plan, Filing Fee (to State Board of Equalization). Optional actions or documents j4gruy mar/ alto request County Auditor m include in its report assessed valuation data fir die past five years (instead of the standard prete&ng one year dam only), NOTES • UFon seceOt of this wi$rma4on, COUMT HSCIL OFFICER s pr�epanution of report ider,4ir,g rital assented vahzatian of all taxable property wkAin Project ,41'Va16r dw,P y+gyear (or, of red afud by the *&,y, for the p"cedmg five years), each taxvW agency remv- mg taxes, estl»,ated taxer available to the Agmcy, etc. H &SC § 33328. 398 RMEVxt on(ENT �' subsequent to receiving the r 9wr of Me County Fiscad Officer a dffrent assessment roll will be used there are additional sped c procedures rwyuired under H &S'C 9 35328.5. Month 2, Day 7 9. AGENCY staff mails, certified mail, return receipt requested, Notice of Preparation of Draft .I:IR to: (a) Responsible agencies [CEQA Guidelines § 15082(a)]; (b) Federal agencies [CEQA. Guidelines § 15082(a)]; (c) Trustee agencies [CEQA Guidelines § 15082(a)]; (d) Affected taxing entities [H &SC § 33333.3]; (e) Cities and counties which border the City [Pub. lie Resources Code § 21153]; and (f) If the Project has statewide, regional or area - wide significance, transportation planning agencies or public agencies with potentially affected transporm- tion facilities, Public Resources Code § 21092.4. If any of the above ageneaes are state agencies. a copy of the Notice trust be Bent to the State Clearing -. house. [CEQA Guidelines § 15082(d)] AGENCY staff posts the Notice with the Count) Clerk for 30 days. [Public Resources Code § 21092.3] The Notice: must state whether any portion of the Project Area is' -= on the hazardous waste lists compiled under Gov ernment Code § 65962.5. Public Resources Code.' § 21092.6. .fiction or document required Notice of Preparation. After Mamth 2, Day 7 10. AGENCY staff and consultants commence prepari;; lion of a Draft Environmental impact Report !fiction or document required Draft EIR .After Mom* 2, Day 7 11. dddidmaI F,,M Co wu4a ors (a) AGENCY staff may consult with Project Opp nenes for the purpose of securing all coafli 01/22/2004 12:13 4087787869 views prior to final preparation of a Draft EIR. [Woodland Hills Residentr Assn, Inc. V. City Council (1980) 26 Cal3d 938] Optional actions or documents Notice in local newspaper ofgeneral cirralation adi ioinl;' community that an EZR is beLy prepared for the pro- posed Project and inviting- comments; leaers to ,Project Area oumerr and businesses, letters to other persons and grot9w, and/or staff and cetrsulmnts hold community meeting for the purwe of providing a public forum for discussion Of the proposed Project in terms of Community concerns, Project alternatives and environmental issuer related to the Projjecx (b) If requested by the State Department of Trans- portation, AGENCY shall call at least one scoping meeting for a proposed Project which. may affect highways or other facilities under the jurisdiction of the State Department of Transportation. public Re- sources Code § 21083.9. NOTES • ne AGENCYshall call the scaping meeting as soon as possible, bur not later than 30 days after receiving the request froth the State Department of Trampormtion. (e) Prior to completion of the Draft M the Agency shall consult with and obtain comments from any city or county which borders on the City within which the Project is located. Public Resources Code § 21153. (d) If a Project has statewide, regional or areawide signifaeance, the AGENCY must consult with trans- portation planning agencies and public agencies which have transportation facilities within the pro- posed project Area which could be affected by the Project. Public Resources Code § 21092.4. Month 3, pay 11 12. All comments due in response to Notice of Prepa- ration of Draft EIR (30 days from receipt of NOP). Public Resources Code § 21080.4; CTQA Guide- lines § 15082(b). I:IN61 Month 4, Day 9 or Month 5, Day 9 13_ County Fiscal Report due witbin 60 days (or, if Agency requests information for preceding five years, 90 days) of the date of filing by the Agency with the State Board pursuant to Section 33327, and is sub- mitted to the Agency and all affected taxing agen- cies. H&SC 5 33328. Action or document rrp red County Fiscal Report. NOTES • f the proposed base year assessment roll has not been equalized at the time the filing by the AGENCY rs receive4 the County 1£raalAt pon r r not due untW 60 (or 90) days afar the ep alizarion dnie (August z0). After receipt of report in Item 13 14. AGENCY staff consults with each taxing agency that receives taxes from property in the project Area and prepares a summary of the consultation. H &SC §§ 33328 and 33352. PAGE 04 NOTES - This must occur prior to publication of the notice of pub- lic hearing on adoption of the Redevelopment Plant. The summary of this cott.wltadon must be included as part of the Agency's Section 3333,52 Report to the City Council Month. 4, Day 16 15. AGENCY approves Preliminary Report and refers it to each affected taxing agency. H&SC § 33344.5. .Action or document required Agency Resolution No. preliminary Report; Transmittal Letter Month. 4, Day 26 16. If applicable, election of project Area Committee must be held. H&SC § 33385(d)(1). Action or document required Forms and materials required for election. Appendix ]3 Schedule for Redevelopment Plan Adoption 399 01/22/2004 12:13 4087787869 BAHS PAGE 05 Promptly ms's election in Item 16 17. AGENCY staff transmits to City Council information concerning the actions taken to Form the Project Area Committee, including the election results. CTTY COUNCM adopts ;finding that its adopted proce- dures were followed in the election of the Project Area Committee. R&SC g 33385(d)(2). Month 5, Day 7 .18. AGENCY determines adequacy of Draft EIR and approves Draft E1R for circulation. CEQA Guide- lines § 15084. Acrum or document requited Agency Resolution No.— Month 5, Day 7 19. AGENCY refers proposed Redevelopment Plan to Planning Commission and to the Project Area Com- mittee, if applicahle, or provides it to residents and community organizations with whom it has consult, ed. H&SC §§ 33346 and 33385. Action or document requmd Agency Resolution No, Redevelopment Plan, Month 5, Day 8 20. AGENCY star]' files Notice of Completion with the Office of Planning and Research [Public Resources Code § 21.161.1 and circulates Draft EIR to con- cerned agencies and judividuals and to each affect- ed taking agency for minimum 30 -day review peri- od- AGENCY staff' publishes notice inviting public comments on Draft EIR, and posts such notice with the County Clerk for 30 days. Public Resources Code §§ 21.092, 21092.3 and 21.153; CFQA Guide- lines § 15087; H&SC § 333333. (If State Clearing- house is used, the review period is 45 days and the cover form required by the State Clearinghouse is used instead of the Notice of Completion form.) Action o, document repir+ed Notice of Completion (or State Clearinghouse Form); Public Notice_ 400 REDEVFLOPMENT. Month 6, Day 6 21. PLANNING, COMMISSION reviews propose #f Redevelopment Plan and Draft EIR and submit' report and recommendations concerning Redc*e opment Plain to Agency with in 30 days of refeft.i H&SC § 33347. Action or d&mment tryuired Planning Commission Resolution, No Month 6,.Day 12 (Month 6, Day 26, if State Cleariingbionee is required) 22. Last day for receipt of public comments on Draft UR....;; AGENCY staff evaluates comments received from agencies and persons reviewing Draft EIR and pre.:,'. pares Final RIR [Public Resources Code §§ 21092 and 21153; CFQA Guidelines §§ 15087, 15088 and 15089] Action or donmem rewired Final EIR. Month 7, Day 1.0 23. AGENCY staff and eonsult2nts complete prepare- tion of Final EIR. and Section 33352 Report to the City Council, ,and either mail responses to public ' 1 agencies who commented on the Draft EIR or send the Final EIR to those commentors at least 10 days prior to the joint public hearing. Public Resources Code § 21092.5. .fiction or document required Final EIR; Section 33352 Report; Send either Written. Responses or Final OR to commentors. Month 7, Day 17 24. AGENCY adopts its Report to the City Council on the Redevelopment Plan, submits Report, proposed Redevelopment Plan and Final EIR to City Council, and requests holding joint public hearing on Rede- velopment Plan and Final EM H&SC §§ 33351, 33352 and 33355. Action or documeru repined Agency Resolution No. 01/22/2004 12:13 4087787869 Month 7, Day 17 25. AGENCY adopts Rules for Owner Participation and Extension of Reasonable Preferences to businesses_ H&SC §§ 33339.5 and 33345. Action or document required Agency Resolution No. Op Rules, Month 7, Day 17 26. CITY COUNCIL receives documents from Agency and calls joint public hearing on Redevelopment Plan and Final EM H &SC § 33355. A02on or document required Council Resolution No. Month 7, Day 17 27. CM COUNCIL elects to receive all or a portion of the tax revenues allocated to the Agency and attrib- utable to tax rate increases imposed for the City. H &SC § 33676. Action or document required Council Resolution No._ Month 7, Day 18 28. AGENCY staff sends to newspaper notice of joint public hearing on Redevelopment Platt and Final EIR. The notice must contain a legal description of the boundaries of the Project Area and a general statement of the scope and objectives of the Rede- velopment Plan. Newspaper publishes notice once a week for four successive weeks on Month 8, Day 8; Month 8, Day 15; Month 8, Day 22; and Month 8, Day 29. H &SC §§ 33349 and 33361. Action or document required Notice of Joint Public Hearing, Month 7, Day 18 29. AGENCY staff mails copies of notices of joint public hearing and statement regarding property acquisition to property owners in Project Area by fiat class email. Notice and statement are mailed to last ]mown assessee of each parcel of land at his last known address as shown on the last equalized assessment roll of the county, or to the owner of each parcel of BAHS land as shown on the records of the County Recorder 30 days prior to the date the notice is published. H&SC §§ 33349 and 33350. Radon or document "quimd Notice; Statement; Affidavit of Mailing. Month 7, Day 1.8 30. AGENCY staff mails, certified mail, return receipt requested, copies of the notice of joint public bear- ing to the governing body of each of the taxing agencies which receives taxes froth property in the Project Area. H &SC § 33349. Action or document required Notice; Affidavit of Mailing. Month, 7, Day l8 or no later than Month 8, Day 6 31. AGENCY staff mails, by first class waif, copies of notice of joint public hearing to all residents and businesses in the Project Area at least thirty (30) days prior to hearing (if cost of obtaining mailing addresses it reasonable). H&.SC § 33349(c). Action or document required Notice. NOTES • Notice may be addrrrsed to "oaeC ° By Month 8, Day 19 32. AGENCY obtains court reporter for public bearing transcript. By Month S. Day 26 33. AGENCY staff prepares Procedural Outline and attaches certified copies of exhibits for the joint pub- lic hearing, including, Affidavit of Publication, Affi- davit of Mailing Notice to Property Owners, Affidavit of Mailing Notice to Taxing Agencies, Certification of Certain Official. Actions, Report of the Agency, Final EIR, Redevelopment Plan, Owner Participation Rules and Written Comments Received. Action or document required Procedural Outline with exhibits listed above- . ppendix B Schedule for Redevelopment Plme Adoption 40) PAGE 1/22/2664 12:13 4087787869 By Month 8, Day 26 l:r0 34. AGENCY staff reminds all scheduled speakers of hearing and sends them copies of the Procedural Outline By Month 8, Day 26 35. AGENCY staff prepares agenda and form for speak- ers at hearing. Aedon or document requimd Agenda; Speaker Form. Prior to Month 9, Day 6 36. if applicable, PROJECT AREA COMIVIITI'EE re- views proposed Redevelopment Plan and may sub- mit report and recommendations to the Agency. H &8C § 33347-5. Action or document required Project Area Committee report and recommendations, if any. Month 9, Day 6 37. CITY COUNCIL and AGENCY hold joint public hearing on Redevelopment Plan and Final EIR and hear all evidence and testimony for and against adoption of Redevelopment Plan and certification of Final EUL NOTE ALTERNAIE DATE'S ARE GIVEN FOR ACTIONS 38-48, IF WR17'7TEN OBJECTIONS TO THE PRO - POSED REDEVELOPMENT PLANARE RECEIVED AT OR PRIOR TO 77IE JOINT PUBLIC HEARING, THE .dL7TRN,d 2T DA7ES APPLY, Month 9, Day 6 or Month 9, Day 20 38. AGENCY acts on adoption of Redevelopment Plan and certification of Final EM (a) AGENCY adopts resolution certifying comple- tion of the Final EIR and making findings based upon its consideration. CEQA Guidelines §g IW90, 15091, 15092 and 15093, Action or doawwna regtared Agency Resolution No.— 402 REDEVELOPMENT a (b) AGENCY adopts resolutiola V of taxes allocated from the ProjeecOg of improving and increasing the coin' ply of low- and moderate - income,:* the Project Area will be of benefit to. quired if the project Area does not; for low- and moderate - income hot § 333342(g), Action ordocusnerurequired ti Agency Resolution No •h ;x * ** (c) AGENCY adopts resolution Approving. ,.., opment Plan. Action or dowmmu required ' Agency Resolution No. Monde 9, Day 6 or Montle 9, Day 20 39. CITY COUNCIL, acts on adoption of Redevel opment Plan and consideration of Final EIEL : R (a) CITY COUNCIL, considers Report of Agency;;;- Final EIR,• report and recommendations of Planni4gs` Commission, report and recommendations Area Committee, if any, and all evidettoe . mony for and against the proposed Plan, and adopts written findings in response co f written objection to•the Redevelopment Plan from a$ fected taxing entities and property owners. H&SC g 33363. Action or document re wee Council Resolution No Written Findings. (b) CITY COUNCIL adopts resolution finding that the use of taxes allocated from the Project for the purpose of improving and increasing the communi- ty's supply of low- and moderate - income housing outside the Project Area will be of benefit to the Project (required if the Project Area does not include siteei for low- and moderate- income housing). Hi&SC § 333342(g). .Acton or document required Council Resolution No. — Not required if Agency and Councd are d-ke same. 01/22/2004 12:13 4087787869 BAHS PAGE 08. (c) CITY COUNCIL adopts resolution making find - ings based upon consideration of the Final Mk CEQA. Guidelines § 15096(e), (f), (g) and (h). Action or document required Council Resolution No._ (d) After consideration of all objections and adoption Of written findings in response to written objections from property owners and affected taxing entities, if any, CITY COUNCIL introduces Ordinance adopt- ing the proposed Redevelopment Plan for first read- ing. H&SC � 33364. Action or docwncr t rep red Ordinance No. Month 9, Day 20 or Mouth 10, Day 4 40. CM COUNCIL has second reading and adopts Ordinance adopting Redevelopment Plan. H &SC §§ 33365 and 33366. Action or document required Ordinance No Month 9, Day 21 (No later than Month 9, Day 27) or Month 10, Day 5 (No latex than Month 10, Dap 11) 41. AGENCY Secretary/City Clerk file Notice of Deter- mination re Final EM with County Clerk and, if nec- essary, the Office of Planning and Research within 5 working days (Public Resources Code § 21152; CEQA Guidelines §§ 15094 and 15096(1)], with payment of Department of Fish and Game fees required, if any. Public Resources Code § 21089. Action or &wument required Notice of Determination. NODS - Make sra a Notice of.DeMrwt0wdon kW on behalf of both die Agency (as the lead agency) and the City (at a responsible agency)_ • Make sure the Cowavy Clerk posts this Notice (Athlic Amur= Code as the 30-day statum o, f'lim- irations doem1k , w unless and untl it is pasted in dta Count Clerk's offibe- Moth 9, Day 2.1 or Mouth 10, Day ,5 42. CITY CLERIC sends Ordinance to newspaper for publication. Month 9, Day 21 or . Mouth 101 Day 5 43. CI'T'Y CLERK sends copy of Ordinance adopting Redevelopmeut Plan to the ,Agency. H&SC § 33372. Action or dommeru requvvd Letter from Clerk transmitting Ordinance. Month 9, Day 21 or Month 10, Day 5 4.4. CITY CLERK records, with County Recorder, description of land in Project Area and statement that redevelopment activities have been com- menced. H &SC § 33373. Action or domnum required Fetter from Clerk filing,documents; Notice of adoption of Redevelopment Plan to be recorded. Month 9, Day 21 or Month 1.0, Day 5 45. CITY CLERIC notifies the Building Department of the adoption of the Redevelopment Plan and its effect upon their operations. H&SC § 33374. Action or document required Cover Letter, Redevelopment Plan. By Month 10, Day 5 or Mouth 10, Day 19 46. Ordinance is published. Government Code § 36933. By Mouth 10, Day 20 or Month 11, Day 4 47. CITY CLERK transmits, by certified mail, return receipt requested, a copy of Ordinance adopting the Redevelopment Plan, legal description of land with- in the Project Area and map or plat indicating boundaries of project Area to County Auditor and Appendix B Schedule for Redevelopment Plan Adoption 403 01/22/2004 12 :13 4087787869, Tax Assessor, mState Board of Equalization and to < all taxing agencies m Project Area. CSC §3& karian or acwnent requimd: > Letter from Oe& transmitting documents. Month 10, Da 20 or Month 11 Da 4 ( 4a Ordinance adop tin§ Redevelopment aa become § effective 30 days after adoption Mo days for cities \. over .50E000 population). 2 &Sc §333 and : 33378. 404 REDEEwi?mzA B H PAGE / � /k «& ©� § ... City of Saratoga City Manager's Office 13777 Fruitvale Ave. Saratoga, CA 945050 Tel: 408/868 -1215 fax: 408/867 -8559 Memo To: Mayor Ann Waltonsmith Vice Mayor Kathleen King Council Members: Norman Kline Nick Streit Stan Bogosian From: Dave Anderson, City Manager Date: January 22, 2004 Subject: LAFCO Fire Service Review: Next Steps The City Manager and City Attorney have developed a short outline to facilitate City Council discussion on the topic of the LAFCO Fire Service Review below: ■ Boundary Drop o Evaluation of "Equivalency" o Status of Current Agreement o Prospects for Permanent Agreement • Priority of issue for City Council and staff • Steps and timeline for further action ■ Role of the LAFCO AdHoc Committee BUDGET PREPARATION CALENDAR Developing the Operating Budget for Fiscal Year 2004 -2005 1/20/04 Finance Commission reviews budget calendar for FY 04 -05. 2/04/04 City Council reviews budget calendar for FY 04 -05. 2/04/04 City Council initiates LLA -1 renewal process for FY 04 -05, orders preparation of Engineer's Report and appoints Attorneys. City Council provides initial direction to begin the employee agreement negotiation process. 3/02/04 (FYI — March election, includes Governor's proposed deficit bond measure). 4/.1/04 (FYI — Proposed adjustments to the State budget, excluding capital and May Revision items, to the Legislature). 4/21/04 City Council preliminarily approves LLA -1 Engineer's Report, schedules public hearing, and adopts Resolution of Intention. 4/28/04 or City Council receives third quarter financial report from staff. 5/5/04 5/5/04 Staff presents draft FY 04 -05 budget document to City Council, and reviews format, assumptions, summary schedules, recommended staffing changes, and revenue projections. Preliminary instructions to staff on desired changes. Council reviews draft SEA and MOU agreements. Council provides direction on Employee Agreements.for preparation of final budget to be adopted. 5/5/04 All Commissions review draft FY 04 -05 budget document during their regular to monthly Commission meetings. (Finance Commission reviews the preliminary 5/18/04 document on 5/3 and 5/17). 5/14/04 (FYI — Governor's May Revised budget is released). 5/19/04 City Council holds second FY 04 -05 budget workshop. Staff makes budget presentation to City Council focusing on expenditures and capital improvements. Final instructions to staff on changes. Council approves employee agreements. 6/2/04 City Council conducts budget hearing and LLA hearing, and adopts FY 04 -05 operating budget. Date may also be reserved for third budget workshop, if necessary. Budget adoption would then be moved to June 16, 2004. 6/15/04 (FYI - State constitution requiring the Legislature to pass the Budget bill). City of Saratoga Actual or Claim State Mandate Full Name Claim Year Estimate Amount Payment Animal Adoption 2000/01 Actual $5,515.00 $0.00 Business Tax Reporting 1998/99 Actual $16,167.00 $13,780.00 Investment Reports 1998/99 Actual $9,048.00 $7,506.00 Investment Reports 1999/00 Estimate $8,000.00 $8,000.00 Investment Reports 1999/00 Actual $12,870.00 $4,870.00 Investment Reports 2000/01 Estimate $8,000.00 $7,276.00 Investment Reports 2000/01 Actual $11,648.00 $4,372.00 Investment Reports 2001/02 Estimate $9,000.00 $6,969.00 Investment Reports 2001/02 Actual $14,746.00 $0.00 Investment Reports 2002/03 Estimate $9,200.00 $0.00 Mandate Reimbursement Process 1998/99 Actual $3,912.00 $412.00 Mandate Reimbursement Process 1999/00 Actual $3,833.00 $882.00 Mandate Reimbursement Process 1999/00 Estimate $3,500.00 $2,951.00 Mandate Reimbursement Process 2000/01 Actual $4,929.00 $0.00 Mandate Reimbursement Process 2000/01 Estimate. $3,500.00 $2,608.00 Mandate Reimbursement Process 2001/02 Actual $446.00 .$0.00 Mandate Reimbursement Process 2001/02 Estimate $3,500.00 $2,066.00 Mandate Reimbursement Process 2002/03 Estimate $1,001.00 $0.00 Open Meetings Act 1997/98 Actual $19,098.00 Open Meetings Act 1998/99 Actual $21,352.00 $0.00 Open Meetings Act 1998/99 Actual $11,628.00. $7,737.00 Open Meetings Act 1999/00 Actual $22,603.00 $0.00 Open Meetings Act 1999/00 Estimate $10,000.00 $8,471.00 Open Meetings Act 2000/01 Estimate $11,544.00 $11,544.00 Open Meetings Act 2000/01 Estimate $20,000.00 $0.00 Open Meetings Act 2000/01 Actual $21,914.00 $0.00 Open Meetings Act 2001/02 Estimate $20,000.00 $6,372.00 Open Meetings Act/Brown Act Reform 2001/02 Actual $25,256.00 $0.00 Open Meetings Act/Brown Act Reform 2002/03 Estimate $20,000.00 $0.00 Regional Housing Need Determination 1998/99 Actual $802.00 $802.00 Regional Housing Need Determination 1999/00 Actual $6,567.00 $211.00 Regional Housing Need Determination 2000/01 Estimate $6,000.00 $3,605.00 Regional Housing Need Determination 2000/01 Actual $37,000.00 $33,395.00 Regional Housing Need Determination 2001/02 Estimate $6,500.00 $4,508.00 SARATOGA CITY COUNCIL MEETING DATE: June 28, 2003 ORIGINATING DEPTv City Manager PREPARED BY- ii AGENDA ITEM- LU CITY MANAGER: DEPT HEAD: SUBJECT: Response to Governor's Proposal to Suspend State Mandate RECOMMENDED ACTION:. Informational only. REPORT SUMMARY: Governor Davis has proposed repealing a key portion of California's open meeting law, a money savings move that would scrap the state requirements that city councils, county boards of supervisors, school districts and other local bodies inform the public about upcoming meetings. In 2001 -02 the state reimbursed local agencies $9.3 million for costs associated with postings agendas. Governor Davis stated that any responsible public agency should perform such public notification without being ordered to do so. Amy Brown, League Legislative Representative, stated that no new information has.been received in regards to the proposed cut of the open meeting law. The Governor's Office is going through each of the 33 proposed mandates to be cut one by one. FISCAL IMPACTS: The City would not be reimbursed approximately $ a year for complying with the Open Meeting Act. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: lHNI ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A — Governor's Budget. May Revision 2003 -04 Attachment B — Email from Amy Brown, League Legislative Representative Attachment C — Report of the State's payments to the City of Saratoga from 1999 -2002 2 of 2 California State Controller's Office - Local Reimbursements State Cnntroller's Home Page 1 of L Thursday, Ja Welcome Local Reimbursements News Releases Documents provided in PDF (Portable Document Format) require the free Adobe Acrobat Reader software. Get Acrobat Reader button to download and install the Reader to integrate with your web browser. Publications * Manuals are now available through the web site. To request a hard copy, call the Local Career Opportunities Reimbursements Section at (916) 324 -5729, or fax to (916) 323 -6527. STATE MANDATED COST MANUALS Search Contact Us o Local Agencies _ September 2003 o School Districts - _September 2003. Local Govt Reporting o Community Collies - September 2003 State /Local Govt STATE MANDATED COSTS CLAIMING INSTRUCTIONS AND CLAIM FORMS 0 Cl 03 -30 - Redevelopment Agencies - Tax Disbursement Reporting o Cl 03 -29 - Pupil Promotion and Retention 0 Cl 03 -28 - Mandate Reimbursement Process - Community Colleges 0 Cl 03 -27 - Mandate Reimbursement Process - Local Agencies 41 Cl 03 -26 - Mandate Reimbursement Process - Schools 0 CI 03 -22A - Annual Revisions for Community Colleges 4 Cl 03 -21A - Grand Jury Proceedings (Community Colleges) 0 Cl 03 -20 - School District Reorganization ■ 0 Cl 03 -19 - Attendance Accounting 4, CI 03 -18 - Immunization Records: Hepatitis B urthe 4 Cl 03 -17 - Emergency Procedures /Comprehensive School Safety Plans 0 Cl 03 -16 - Grand Jury Proceedings (Local Agencies) 0 Cl 03 -15 - Grand Jury Proceedings (Schools) 0 Cl 03 -14A - Annual Revisions for Local Agencies ® CI 03 -13A - Annual Revisions for Schools 0 CI 03 -12 - Voters Registration Procedures o Cl 03 -11 - Standards Based Accountability 0 Cl 03_10 - Comprehensive School Safety Plans ip CI 03_09 - Emergency Procedures, Earthquake Procedures, and Disasters 0 CI 03 -08 - Absentee Ballots (Schools) o Cl 03 -07 - Absentee Ballots (Locals) 0 CI Q306 - Investment Reports (Schools) 4 CI 03 -05 - Investment Reports (Locals) 0 CI 03 -04 - Mandate Reimbursement Process (Schools) 0 Cl 03 -03 - Mandate Reimbursement Process (Locals) 0 Cl 03 -02A - Presidential Primaries 2000 0 Cl 03 -01 - School Bus Safety I & II 0 Cl 02 -18 - Annual Revisions (Locals) 3 CI 02 -17 - Annual Revisions (Schools) 0 CI 02 -16 - Voters Registration Procedures Cl 02 -15A - Annual Parent Notification III (2001 -2002 & Subsequent Fiscal Years) Go Cl 02 -14 - Annual Parent Notification III (1998 -2000 Statutes) * CI 02-13 - Sex Crime Confidentiality Cl 02 -12 - Open Meetings Act/Brown Act Reform (Locals) CI 02 -11 - Open Meetings Act/Brown Act Reform (Schools) Back to Top of Page Privacy Policy I E -mail Webmaster http: / /www.sco.ca.gov /ard /local /locreim/index.shtml 1/22/2004 EXPENDITURES 82 a highly contagious disease that affects poultry food production, infects most bird species, has the ability to spread rapidly, and has a high fatality. rate.. ..................... ... California Arts Council 2002 -03 — 2003 -04 -$5.5 million Due to the continuing deterioration of the State's fiscal outlook, the May Revision proposes reductions totaling $5.5 million in General Fund for the California Arts Council, bringing total reductions to the Arts Council to $14 million, including:. State Operations— $532,000 and 18 positions for state operations. This reduction would retain $317,000 for the. Arts in Education Program, $227,000 in the Performing Arts Program, and $956,000 for the Organizational Support Grants Program. Local Assistance —$5 million for local assistance projects and grant programs. This reduction would retain $1.6 million for the Arts in Education Program, $1.6 million for the Organizational Support Grants Program, .$300,000 for the Performing Arts Program, and $1.5 million for the Cultural Institutions Program. Reimbursable State Mandated Local Programs (Non- Education) 2002 -03 2003 =04 - $5,000 The Budget Act of 2002 deferred payment for non - education mandate obligations from prior years as well as the 2002 -03 costs of those mandates. The 2003 -04 Governor's Budget proposed to continue the deferral of mandates payments, preserving the obligation of local governments to provide the mandated activities as well as the obligation of the. State to reimburse those entities in the future, with interest. The May Revision proposes the suspension of 34 mandates and the repeal of one mandate. The mandate proposed for repeal, related. to the. Open Meetings Act (Chapter 641, Statutes Of 1986), requires local entities to post agendas regarding items to be considered at meetings, as. well as the time and location of the meetings. This mandate requires local governments to perform activities that any responsible public agency should perform without being mandated to do so, and retaining it would continue the State's obligation to pay the cost. Mandates such as this result in additional General Fund costs without producing a significant benefit to the State. GOVERNORS BUDGET MAY REVISION 1 2005 -04 Attachment 1 83 EXPENDITURES This action would reduce the annual obligation for non - education mandates by approximately $32.9 million. The State's total estimated obligation for non- education mandates through 2003 -04 would be reduced to approximately $876.3 million. The estimated deferred obligation in 2003 -04 alone for non- education mandates would be reduced to approximately $162.6 million. It is the Adrninistratior's intention to draft the statutory changes necessary to repeal 27 of the 34 mandates proposed for suspension in this proposal during the development of the 2004 -05 Governor's Budget. Mate Retirement Contributions Suppleniental Benefits Maintenance Account 2002 -03 — 2003 -04 $3.5 million General Fund contributions to the State Account hSBMA) Retirement for purchasing pow RS') Supplemental Benefits Maintenance protection will increase by $3.5 million for 2003 -04 (from $55.4 million to $58.9 million). This is due to a recalculation of 2001 -02 fiscal year teacher payroll, which is the basis for the statutory formula. Normally, this would result in a total contribution of $558.9 million, but for the 2003 -04 fiscal year only, the contribution to the SBMA is reduced by $500 million pursuant to the enactment of Chapter 6, Statutes of 2003, First Extraordinary Session (SB 20X). This results in no reduction to benefits for retired teachers. Judges' Retirement System 2002 -03 -' 2003 -04 -$10.3 million The May Revision includes a decrease of approximately $10.3 million General Fund .(from $97.7 million to $87.4 million) to reduce the Judges Retirement System i fund balance for benefit payments to retired Judges from two months to one month. 2003 -04 GOVERNORS BUDGET MAY REVISION PROPOSED BARRY SWENSON PROJECT Sixty -Unit Residential Condominium Development and Flood Plain Improvement The applicant proposes to construct 60 condominium units, in four separate structures. Two existing garages on the site are proposed to remain and be converted to social and recreational use. One hundred and fifty parking spaces are proposed to be provided. The maximum height of the buildings would be 30 feet. Total lot coverage would be 24 percent. Landscape buffers, interior landscaping and riparian enhancement landscaping are also proposed. One site access off of Quito Road is proposed. The applicant proposes alterations to Wildcat Creek designed to remove the site from the 100-. year flood plain designation. The applicant proposes to amend the Flood Insurance Rate Map (FIRM) as a result of the improvements. Therefore an EIS is being requested in order to provide federal -level environmental documentation for the FIRM Amendment. The target purchasers for the condominiums units are to be municipal employees and teachers. The applicant proposes to sponsor a grant program to qualified applicants (very low income, low income and median income) to assist in purchasing 30 of the units. The remaining 30 units would be sold at market rate. A portion of the purchase price would be granted to qualifying target -group applicants. The repayment program provides incentives to keep the units in affordable housing stock without placing deed restrictions on the units. If a unit is re -sold to a target -group buyer the grant is rolled over to the new buyer. The seller benefits from the equity accrued and a new buyer enjoys the benefit of the grant. If a unit is not sold to a target -group buyer then the grant is repaid on a profit- sharing basis whereby the grant plus a portion of the equity is repaid and returned to the pool of available funds for other qualified target -group buyers. City Staff has not been convinced this scheme is legal under the Jess Unruh Fair. Housing Act or subsequent acts. General Plan Amendment, Zone Change and Measure G Election The General Plan density designation for the site is Medium Density Residential with a maximum density of 4.35 dwelling units per acre. The zoning for the property is R -1, 10,000. The project proposes 36 dwelling units per acre. The maximum density designation in the City's General Plan Land Use Element is 14.5 units /acre. A general plan amendment and accompanying zone change is required. On March 26, 1996 the voters of the City of Saratoga approved Measure G, which required a change to the text of the Land Use Element of Saratoga General Plan. Measure G requires that certain amendments to the Land Use Element may only be made by voter approval. Among the voter required amendments is and increase of densities or intensities of residential land use. When a developer wishes to take a project to the voters in order to increase the allowable density of a residential project the proposed project must first receive Design Review approval from the City's Planning Commission. Subsequently, the project goes before the City Council for review. The City Council has the authority to place the proposed project on the next available General or Special Election. Environmental Impact Report The City Staff is in the process of reviewing the responses to the Request for Proposals to prepare an EIR. Once the Technical Review is complete contractual documents will be prepared and a cash deposit will be requested from Barry Swenson. The contract will come to the City Council for award and authorization for the City Manager to sign the contract on behalf on the City. All cost associated with processing the EIR are a pass through to the developer. From the date that the consultant is given Notice to Proceed it is estimated that it will about take 30 -weeks to complete the process. SARATOGA CITY COUNCIL RETREAT Hakone Gardens Saturday, January 24, 2004 Prepared By: Danielle Surdin, Economic Development Coordinator John Livingstone, Associate Planner Retreat Topic: Village Vision — Economic Development Historic Preservation Economic Development — Village Ad -hoc Mission Statement: Village Ad -hoc Committee Mission Statement: Improve the vitality of the Village Commercial District by focusing on our historical significance, invigorating our commercial districts, and create a high quality of life for Saratogans. Village — Goals and Objectives: • Consider creation of a Redevelopment Agency • Additional Special Events in Downtown Saratoga o Blossom Festival (new) o Tree Lighting Ceremony o Celebrate Saratoga! o Art in the Park • Revise Village Design Guidelines • Provide Policy Assistance: o Streetscape Improvements o Fagade Improvements o Historic Designation o Redevelopment Agency • Help Prioritize Projects of Economic Development Coordinator Historic Preservation: • Create a Historic District o Recommend that the local business community hire a consultant and submit to the State a request for a Historic District. Advantages of this are Historic Preservation and the possibility of receiving Federal Rehabilitation Tax Credits. . • Existing Preservation Procedures as stated in the City of Saratoga Municipal Code Chapter 13 Heritage Preservation. • Existing Preservation Incentives o Mills Act SARATOGA CITY COUNCIL RETREAT Retreat Topic: Village Vision – Economic Development Historic Preservation Economic Development – Village Ad -hoc Mission Statement: Village Ad -hoc Committee Mission Statement: Improve the vitality of the Village Commercial District by focusing on our historical significance, invigorating our commercial districts, and create a high quality of life for Saratogans. Village– Goals and Objectives: • Consider creation of a Redevelopment Agency • Additional Special Events in Downtown Saratoga • Revise Village Design Guidelines • Provide Policy Assistance: • Streetscape Improvements • Fagade Improvements • Historic Designation o Redevelopment Agency • Help Prioritize Projects of Economic Development Coordinator Redevelopment Information Gathering Field trip to Morgan Hill generated by San Jose Mercury News article (attached) Redevelopment Basics: o Base year set o City Councils often serve as Redevelopment Agencies o Tax collected in excess of the amount assessed in base year, called the Tax Increment, comes to the Redevelopment Agency for use: 20% must be used for affordable housing; remainder can be used for economic development activities, construction of community buildings (community center, yes, City Hall, no), etc. o Dedicated cash flow allows financing of projects —in fact, agency must carry debt • Will likely require preliminary activities: hiring a consultant to determine feasibility and to develop a formal plan (approx. $100,000); possibly community outreach activities to educate public (approx. $50,000) • Does not require a vote • Does require specific activities and procedures outlined in the attached Timeline Historic Preservation: Create a Historic District o Recommend that the local business community hire a consultant and submit to the State a request for a Historic District. Advantages of this are Historic Preservation and the possibility of receiving Federal Rehabilitation Tax Credits. Existing Preservation Procedures as stated in the City of Saratoga Municipal Code Chapter 13 Heritage Preservation. Existing Preservation Incentives o Mills Act NewsLibrary Document Delivery rage i ui .3 News I Business I Sports I Entertainment I Lifestyles I Opinion I Classifieds I Jobs I Cars Archives Note: Searching is always free. There is a $2.95 fee to view the full -text of any article. Check out our Pricing Options. San Jose Mercury News (CA) November 8, 2003 Section: Local Edition: Morning Final Page: 1 B Memo:CITY UNDERTAKINGS Redevelopment in Morgan Hill is a major success, with large projects already completed and more ambitious projects on the way. (box) Community and Cultural Center: Completed 2002 (box) Community Playhouse: Completed 2002 (box) Sports Complex: Estimated completion January 2005 (box) Library: Estimated completion 2006 or later Source: Morgan Hill Redevelopment Agency REVITALIZED CITY INVOLVEMENT OF RESIDENTS HAS HELPED STEER PROJECTS NERISSA PA CIO, Mercury News In San Jose's recent history, redevelopment has sparked lawsuits, property seizures and battles with mom and pop merchants, as happened most recently with the fight over the Tropicana Shopping Center on the East Side. South in tiny Morgan Hill, redevelopment is thriving. There's a new community center and playhouse; a regional aquatics center is set to open next spring; and plans are underway for an outdoor sports complex, an indoor recreational facility, and a library. That's at least $106 million in construction — in a town with a population of 33,500. "Redevelopment has been an overwhelming success in Morgan Hill," said http: / /ni .newsbank. com /ni- search /we /Arcbives ?p_ action= doc &p_docid= OFEB82B417069... 1/22/2004 NewsLibrary Document Delivery Dennis Kennedy, Morgan Hill mayor and a member of the redevelopment agency board. "It's been a wonderful program to keep local tax dollars at home, to build and rehabilitate blighted areas, and build a healthy economy and much - needed community projects." Comparing San Jose, which has the largest and most powerful redevelopment agency in California, to Morgan Hill, which barely ranks among the state's Top 40, is like comparing a supertanker to a dinghy. But this town has approached redevelopment differently. It has encouraged economic development and urban revitalization in a way that has built consensus and proved that redevelopment doesn't have to be an adversary to a segment of the population. When some residents see a new building like the community and cultural center on Monterey Street, they feel more than pride. They get a positive feeling remembering how the building and its grassy grounds came to be. "It feels very good," said Lou Mirviss, a Morgan Hill resident who participated in a yearlong redevelopment agency community visioning process in 1995, which asked the public what projects they wanted. "The process went marvelously smooth and we had unbelievable turnout. The center is just a beautiful building." Created in 1981, Morgan Hill's redevelopment program was authorized to collect $100 million to revitalize 2,200 acres in the city, including a blighted downtown, through public improvements, economic incentives for commercial and industrial projects, and the creation and renovation of housing. By the mid- 1990s, the agency had less than two years left and $20 million in funds remaining. But the city created a steering committee of about 30 citizens and community leaders to guide a yearlong "visioning" process of public forums to prioritize how the remaining money should be spent. "We went to the citizens themselves and asked them 'What type of city do you want to become?'" said Ed Tewes, city manager and executive director of the redevelopment agency. Highest on the wish list was a community center, followed by a new library, an aquatics center, senior and youth centers, playing fields, and infrastructure improvements such as repairs to Butterfield Road, which are being completed this month, Tewes said. About the same time, the city council also took a voluntary advisory vote, an "unusually bold move," according to California Redevelopment Association director John Shirley. The vote asked whether residents wanted to extend the redevelopment program into the future and, if so, what projects they'd. like to see. The results showed almost 71 percent of residents in favor of an extension. rage /, ui The extension was approved in 1999 and was designed to collect $147 million during the next decade, or until fiscal year 2007 -08. http://nI.newsbank.com/nl-search/we/Archives?p action=doc&p_Ooci d =OFEB 82B417069... 1/22/2004 NewsLibrary Document Delivery rage s or When a redevelopment program is approved, the tax rate in the area targeted for upgrading is frozen. This means that the public agencies that get a share of property taxes in Morgan Hill continue to receive the same amount of revenue. But as the value of the property increases, the redevelopment program collects the difference between the revenue from the old valuation and the new valuation. In 1996 and again in 1999, the program faced a public vote after a group of anti- redevelopment foes gathered enough signatures to put the issue on the ballot. Again, the. vote for redevelopment each time was about 70 percent. "It passed with such overwhelming support," Kennedy said, "and we took that as a mandate that the community wanted to proceed." Critical issues kept arising. and the city kept responding. When merchants and property owners were fearful that redevelopment could empower the city to seize their properties by eminent domain, the redevelopment agency was stripped of that power. When residents - worried about the city going into long - term debt to- finance public projects, the agency reacted by extending the program on the unusual condition that the city would only use pay- as- you-go or short-term financing, Kennedy said. "It's been citizen driven since the mid '90s," Councilman Steve Tate said. "What we're seeing now is what the community wanted." Illustration: Photos (2) PHOTO: GARY REYES- MERCURY NEWS : Penny McCann, left, and Katie Paulson were among parents participating in a class at Morgan Hill's new community center, built with redevelopment agency funds. PHOTO: GARY REYES- MERCURY NEWS Morgan Hill's community and cultural center, which features a rose garden, opened in 2002. It was tops on a community wish list of redevelopment projects. Copyright (c) 2003 San Jose Mercury News http: / /nl .newsbank. com /nl - search /we /Archives ?p_acti on= doc &p_doci d =OFFB 82B417069... 1/22/2004 22/2004 12:13 onth 1, Day 1 CITY COUNCIL, § 33310. ** 4087787869 BAHS Appemdix B 1Mtutttirat1ve MWO Sehedule and Procedural Guide for the Adoption of a Hedevelepmemt Plan* (E., ftca'ive January 1, 1994) Schedacled Date and Action designates survey area. H&SC Action or document regained Council Resolution No. 'ter Month 1, Day 1 AGENCY staff and consultants review General Plan for compliance with state law. ter Mouth 1, Day 1 d prior to Item No, 5 AGENCY staff and consultants identify property ownership and business interests, if any, of Agency, Council and Planning Commission members and other City officials in the proposed Project Area and determine whether any conflicts exist Acdon or doo=mt.requireol Letter.to Council and Agency regarding disclosure and disclosure forms. Review by City Attorney or Special Counsel of economic interests and identifr- eAtioZn of conflicts. After Month 1, Day 1 4. AGENCY staff and consultants commence prepara- tion of Preliminary Plan; Section 33344.5 Prehmi- nary Report; Redevelopment Plan; and Section 33352 Report (which includes reasons for selection of the For the purposes of this illustration. the following asaunp- tiow have been, uaade_ (1) Month 1, Day 1 is a Monday and all months have 30 days; (2) the Council and the Redevel- (parent Agency hold their regular meetings on the first and third Mondays of each mon$r; (3) the Planning Commis - sion holds its regular meetings on the first and third Tues- days of each month. and (4) the City is a general law city. All references are to the Health and Safety Code unless otherwise, noted. PAGE 02 Project Area, description of Project Area conditions, a five -year implfrnimtation plan, financing methods, relocation plan, neighborhood impact report, report Of the County FISCal Officer, analysis of same by the Agency, etc); and determine whether a Project Area Committee will be formed. Action or document required Preliminary Plan; Section 33344.5 Preliminary Re- port; Redevelopment Plan; Section 33352 Report; and, if applicable, PAC formation procedures, no- tices, etc Month 1, Day 16 5. PLANNING COMMISSION selects Project Area boundaries, approves Preliminary Plan, and forwards Preliminary Plan to Agency. H&SC g§ 33322 and 33325. Action or documeza required Planning Commission Resolution_ No Month 2, Day 6 6. AGENCY accepts Preliminary Plan, directs prepara- tion of Redevelopment Plan and authorizes trans- mittal of information to taxing agencies and officials: Action or document.' rer red Agency Resolution NO, _,_ Month 2, Day 6 7. CITY COUNCIL determines whether it is necessary to form a project Area Committee, and if so, adopts a procedure for formation of the Project Area Com- mittee. H&SC § 33385. Action or document requirea' Council Resolution No. Procedures for Formation of PAC, if applicable. 397 gat 01/22/2004 12:13 4087787869 BAHS PAGE 03 NOTES • Election of a Project Area Committee must be held within 100 days after the Project Area is selected if the Project includes a substantial number of low- and moderate - income faurilies and the Redevelopment Plan contains eminent domain, authority to acquire residences, or contains public projects that will dis- place a substantial number of low- and moderate - income persons. If a Project Area Committee is to be formed, pro- cedures must be adopted and followed for such for- mation, including publication and mailing of notices, holding of public meetings, distribution of informa- tion, City Council public hearing on adoption of election procedures, etc. • If no Project Area Committee is created, the Agency must consult with and obtain the advice of residents and community organizations, and pro- vide such persons with the Redevelopment Plan prior to submitting it for adoption. Month 2, Day 7 8. AGENCY staff transmits (a) legal description and map of boundaries of Project Area, (b) statement that Redevelopment Plan is being prepared, and (c) indi- cation of the last equalized assessment roll proposed to be used for tax allocations, to the County Auditor, Assessor and Tax Collector, the State Board of Equal- ization and the governing bodies of all taxing agen- des. m the Project Area_ H&SC 9§ 33327 and 33328. �Icu'on or document rep&vd Letter and Statement of Preparation of Redevelop- ment Plan; Filing Fee (to State Board of Equalization). Optional actions or documents -48Mcy may alto reguea County.,9udttor to include in its report awessed valuation data for the part five years (in stead efMe Standardpracedine one year dauz onAr). NOTES • Upon receot of this infiirmatron, C0UN7YHSG4L OFF I= bgim preparation of repor t idsn4i g total wmred valuation of all tttxable properly within Project ArwforGeeprecedingy"Ar (or, fm9uested by theAgwtcy, for t%e preceding five years), each taring agency rev_ iv taxes, estimated tuxes available to the Agency, etc; H &SC S 33328 398 RZDEvaorrvztvT • �V subseQuent to receiving the repora of the County Frsccrl Over a dierent assessment roll will be used; there are additional specific procedures reywred under H &SC 9 33328.5: Month 2, Day 7 9. AGENCY staff' mail,, certified mail, return receipt requested, Notice of Preparation of Draft .EIR to.. (a) Responsible agencies [CEQA Guidelines 15082(a)]; (b) federal agencies [CEQA. Guidelines 15082(a)]; (c) Trustee agencies [CEQA Guidelines § I5082(a)]; (d) Affected taxing entities [H&SC § 33333.3]; (e) Cities and counties which border the City [Pub. lie Resources Code § 21153]; and (f) if the Project bu statewide, regional or area- wide significance, transportation planning agencies or public agencies with potentially affected transporta- tion fr.{cilities. Public Resources Code 9 21092.4. 1£ any of the above agencies are state agencies, a copy of the Notice must be aent to the State Clearing -. . house, [CEQA Guidelines 9 15082(d)] AGENCY staff' posts the Notice with the County Clerk for 30 days. (Public Resources Code § 21092.3] The Notice must state whether any portion of the Project Area on the hazardous waste lists compiled ender Gov ernmelo.t Code 9 659625. Public Resources Code. > F § 21092.6. Action or document required Notice of preparation. After Mom& 2, Day 7 10. AGENCY staff' and consultants commence prepare.. tion of a Draft Environmental Impact Report. Action or document required Draft EIR. After Momuh 2, Day 7 11. Add:'tiortal FAR Consul�ztions (a) AGI,vCY staff may consult with Project Oppt nenfs for the purpose of securing all coufliedR 01/22/2004 12:13 4087787869 views prior to final preparation of a Draft EIR.. [Woodland Hills Residents Assn., ,Inc. V. City Council (1980) 26 Cal.3d 9381 Optional actions or documents Nodee in local newspaper ofgeneral circular m advising community that an EiR is being prepared for the pro- posed Project and inviting comments; leaers to Project Area owners and businesses; l avn to other persons and groups; and/or staff and conrtdtanu hold community meeting for the purowe of providing a public forum for d4cwtsion of the proposed Project in terms of community concerns, Project alternatives and environmental issuer related to the Project (b) If requested by the State Department of Trans- portation, AGENCY shall call at least one scoping meeting for a proposed Project which may affect highways or other facilities under the jurisdiction of the State Department of Transportation. public Re- sources Code § 21083.9. NOTES - The AGENCY shall call the scoping meeting as soon as possible, but not later dhan 30 days after receiving the request fmm the State Department of Transportation (e) Prior to completion of the Draft )1tR, the Agency shall consult with and obtain comments from any city or county which borders on the City within which the Project is located, Public Resources Code § 21153. (d) If a Project has statewide, regional or areawide significance, the AGENCY must consult with trans- portation planning agencies and public agencies which have transportation facilities within the pro- posed Project Area which could be affected by the Project. Public Resources Code § 21092.4. Month s, Day 11 12. All comments due in response to Notice of Prepa- ration of Draft EIR (30 days from receipt of NOP). Public Resources Code § 21080.4; CEQA Guide- lines § 15082(b). BAHS Mouth 4, Day 9 or Month 5, Day 9 13_ County Fiscal Report due within 60 days (or, if Agency requests information for preceding five years, 90 days) of the date of filing by the Agency with the State Board pursuai -A to Section 33327, and is sub- mitted to the Agency and all affected taxing agen- cies. H&SC § 33328. Action or document rrjuired County Fiscal Report NO'T'ES • If the proposed base year assessment roll has not been equalized at the tame the filing by the AGENCY is receive4 the Coun y xLwl Report is not due wmU 60 (or 90) days otter the eq«lization date (August 20). Alter receipt of report in Item 13 14. AGENCY staff consults with each taxing agency that receives taxes from property in the Project Area and prepares a summary of the consultation. H &SC %§ 33328 and 33352. PAGE 04 NOTES • This must occur- prior to publication of the notice of pub- lic hearing on adoption of the Redevelopment Plan. The summary of this cort.;ultation must be included as part of the Agencys Section 3333,521teport to the City CounciX Month. 4, Day 16 15. AGENCY approves Preliminary Report and refers it to each affected taxing agency. H&SC § 33344.5. .Action or document required Agency Resolution No. Preliminary Report; Trans nitml Letter Month 4, Day 26 ]6. If applicable, election of Project Area Committee must be held. IMSC § 33385(d)(1). Action or document mqubvd Forms and materials required for election. ,A,ppendix B Schedule for Redevelopment Plan Adopfim 399 01/22/2004 12:13 4087787869 Promptly after election in Item 16 17. AGENCY staff transmits to City Council information concerning the actions taken to form the Project Area Committee, including the election results. CITX COUNCIL adopts finding that its adopted proce- dures were followed in the election of the Project Area Committee. H&SC § 33385(d)(2). ]Month S, :pay 7 1.8. AGENCY determines adequacy of Draft EIR and approves Draft EIR for circulation. CEQA Guide- lines § 15084. .Action or document required Agency Resolution No. Month 5, Day 7 19. AGENCY refers proposed Redevelopment Plan to Planning Commission and to the Project Area Com- mittee, if applicable, or provides it to residents and community organizations with wbom it has consult- ed. H&SC §§ 33346 and 33385. .Action or dooment wired Agency Resolution No._ Redevelopment Plan, Month 5, Day 8 20. AGENCY staff files Notice of Completion with the Office of Planning and Research [Public Resources Code § 21161.1 and circulates Draft EIR to con- cerned agencies and individuals and to each affect- ed taxing agency for minimum 30 -day review pen - od. AGENCY staff publishes notice inviting public eorgments on Draft FIR, and posts suety notice with the County Clerk for 30 days. Public Resources Code §§ 21,092, 21092.3 and 21.153; CEQA Guide- lines § 15087; H&SC § 33333.3. (If State Clearing- house is used, the review period is 45 days and the cover form required by the State Clearinghouse is used instead of the Notice of Completion form.) Jction or document regui,,d Notice of Completion (or State Clearinghouse Form); Public Notice_ 400 XEDLVFLOPMENT. BAHS Month 6, Dayr 6 21 PLANNING; COMBffSSION reviews p: Redevelopxrtent Plan and Draft EIR and report and recommendation concerning 1 opment Plain to Agency with in 30 days of H&SC §.33347. . 4mon or doe7munt nrquwed Planning Commission Resolution, No. Month 6, Day 12 (Month 6, Day 26, if State Clearinghonse is regwlred) PAGE 05 22. Last day for receipt of public comments on Draft Im AGENCY staff evaluates comments received from agencies and persons reviewing Draft EIR and pre-,:`; pares Final EIR [Public Resources Codc §§ 21M and 21153; CEQA Guidelines §§ 15087, 15088 and 150891 -4al In or document repdred Final EIR, Month 7, Day 10 23. AGENCY staff and consultants complete prepara- tion of Final FIR and Section 33,352 Report to the City Council, .and either mail responses to public agencies who commented on-the Draft EIR or send the Final EIR. to those commeutors at least 10 days prior to the joint public bearing. Public Resources Code § 21092.5. Action or document regukq Final EIR; Section 33352 Report; Send either Written. Responses or Final EIR to commentors. Month 7, Day 17 24. AGENCY adopts its Report to the City Council on the Redevelopment Plan, submits Report, proposed Redevelopment Plan and Final EIR. to City Council, and requests bolding joint public hearing on Rede, velopment Plan and Final EIR. H&SC §§ 33351, 33352 and 33355. Action or document repzmd Agency Resolution No- I. 01/22/2004 12:13 Month 7, Day 17 4087787869 25. ACMCY adopts Rules for Owner Participation and Extension of Reasonable Preferences to Businesses. H&SC . §§ 33339.5 and 33345. .fiction or document required Agency Resolution No. OP Rules, Month 7, Day 17 26. CITY COUNCIL receives documents from Agency and calls joint public hearing on Redevelopment Plan and Final EM H&SC § 33355. Action or document required Council Re,Rolution No Month 7, Day 17 27. CITY COUNCIL elects to receive all or a portion of the tax revenues allocated to the Agency and attrib- utable to tax rate increases imposed for the City. H &SC § 33676. Action or document required Council Resolution No. Month 7, Day 18 28. AGENCY staff sends to newspaper notice of joint public hearing on Redevelopment Plan. and Final EM The notice must contain a legal description of the boundaries of the Project Area and a general statement of the scope and objectives of the Rede- velopment Plan. Newspaper publishes notice once a week for four successive weeks on Month 8, Day 8; Month 8, Day 15; Month 8, Day 22; and Month 8, Day 29. H &SC F§ 33349 and 33361. Action or document required Notice of Joint Public Hearing. Month 7, Day 18 29. AGENCY staff mails copies of notices of joint public hearing and statement regarding property acquisition to property owners in Project Area by fast class mail. Notice and statement are mailed to last known assessee of each parcel of land at his last known address as shown on the last equalized assessment roll of the county, or to the owner of each parcel of BAHS land as shown on the records of the County Recorder 30 days prior to the date the notice is published. H &SC §§ 33349 an.d 33350. Action or document n yimrd Notice; Statement; Affidavit of Mailing. Month 7, Day 1.8 30. AGENCY staff mail:, certified mail, return receipt requested, copies of the, notice of joint public hear- ing to the governing body of each of the taxing agencies which receives taxes from property in. the Project Area. H &SC 4 33349. Attdon or document required Notice; Affidavit of Mailing. Month. 7, Day 18 or no later than Month 8, Day 6 31. AGENCY staff mails, by first class mail, copies of notice of joint public bearing to all residents and businesses in the Project Area at least thirty (30) days prior to hearing (if cast of obtaining' mailing ad4wses 4r reafonable). H &SC § 33349(c). Action or document required Notice. NOTES Notice may be addmrsed to "oauparz4 Dy Month 8, )say 1.9 32. AGENCY obtains court reporter for public hearing transcript By Month 8, Day 26 33. AGENCY staff prepares Procedural Outline and attaches certified copies of exhibits for the joint pub- lic hearing, including, Affidavit of Publication, Affi- davit of Mailing Notice to Property Owners, Affidavit of Mailing Notice to 'faxing Agencies, Certification of Certain Official. Ae ions, Report of the Agency, Final MR, Redevelopment Plan, Owner Participation Rules and Written Comments Received. Action or document re Aired Procedural Outline with exhibits listed above_ AppendixB Schedu.leforRedevelopmmtPlan Adoption 40) PAGE 06 1/22/2004 12:13 4087787869, BAHS PAGE 0 By Mouth 8, Day 26 34. AGENCY staff reminds all scheduled speakers of hearing and sends them copies of the Procedural Outline. By Month 8, Day 26 35_ AGENCY staff prepares agenda and form for speak- ers at hearing. Action or document regAdmd Agenda; Speaker Form. Prior to Month 9, Day 6 36. if applicable, PROJECT AREA CO14i1VII'I'TEE re- views proposed Redevelopment ,Plan and may sub- mit report and recommendations to the Agency. H &SC 9 333+7.5. Action or document required Project Area Committee report and recommendations, if any. Mouth 9, Day 6 37_ CITY COUNCIL and AGENCY' hold joint public hearing on Redevelopment Plan and Final EIR and hear all evidence and testimony for and against adoption of Redevelopment. Plan and certification of Final EIR. NO'T'E ALTERNATE ,DATES ARE GIVEN FOR ACTIONS 38-48, IF 9W7TEN OBJECTIONS TO T,flk% PRO- POSED REDEVELOPMENTPLANARE RECAIVED AT OR PRIOR TO T7E JOEVT PUBLIC HEARING, THE -tL ZERNAT,E DATES APPLY. Montt 9, Day 6 or Month 9, Day 20 38. AGENCY acts on adoption of Redevelopment Plan and certification of Final EIR. (a) AGENCY adopts resolution cetufying comple- don of the Final EIR and making findings .based upon its consideration. CEQA Guidelines §S 15090, 15091, 15092 and 15093, Anion or doatment reed ,Agency Resolution No.— 402 REDEVELOPMENT (b) AGENCY adopts resolution of taxes allocated from the Project of improving and increasing the., ply of low- and moderate- inwme.• h' the Project Area will be of benefit tdit quired if the project Area does not�ii:,. for low- and moderate-income h § 333342(g). Action or document rvgz&ad Agency Resolution No. (c) AGENCY adopts resolution, approving opment Plan. Actuon'or document required Agency Resolution No. Month 9, Day 6 or Monde 9, Day 20 39. CI'T'Y COUNCIL acts on adoption of R oprnent Plan and consideration of Final III;_ ..�;M (a) Cam. COUNCIL. considers Report of Agency;:•< Final FIR, report and recommendations of Plannity� Commission, report and recommendations of , Area Committee, if any, and all evidence: ° moray for and against the proposed Redca' Plan, and adopts written findings in response �o f written objection to the Redevelopment Plan from ai fectcd taxing entities and property owners. H&SC 633363. Acacw or document requiaz?d Council Resolution No Written Findings. (b) CITY COUNCIL adopts resolution finding that the use of taxes allocated from the project for the purpose of improving and increasing the communi- ty's supply of low- and moderate - income housing outside the Project Area will be of benefit to the Project (required if the Project Area does not include sites for low- and moderate- income housing) - H&SC § 33334.2(g). Action or documenl required Council Resolution No._ — Not required, if Agency and Council are the same. 01/22/2004 12:13 4087787869 BAHS PAGE 08 (c) CITY COUNCIL adopts resolution making find - ings based upon consideration of the final Mk CEQA Guidelines § 15096(e), (f), (g) and (h). Action or document rTzimd Council Resolution No- (d) .After consideration of all objections and adoption of written findings in response to written objections from property owners and affected taxing entities, if any, CITY COUNCIL introduces Ordinance adopt- ing the proposed Redevelopment Plan for first read. i ng. H&SC § 33364. Action or document regeci vd Chdinance No. Month 9, Day 2C or Mouth 10, Day 4 40. CM COUNCIL has second reading and adopts Ordinance adopting Redevelopment Plan. H &SC 6B 33365 and 33366. Action or doatment required Ordinance No Month 9, Day 21 (No later than Month 9, Day 27) or Month 10, Day 5 (No later than Month 10, Day 11) 41. AGENCY Secretary/City Clerk file Notice of Deter- mination re Final EM with County Clerk and, if nec- essary, the Office of Planning and Research within 5 working days (Public Resources Code § 21152; CEQA Guidelines §§ 15094 and 15096(i)], with payment of Department of Fish and Game fees required, if any. Public Resources Code § 21089. Action or documenr required Notice of Determination. NMS Mafia sure Notice of.Detemnirration is filed on behalf of both the toency (as the lead agency) and the City (act a "a)onsible agency)_ • Mahe sure the County Clerk posts this Notice (Public R.aour es Code § 21152), ar the 50-day statute o, f lim- x=onr doer z t run unlem and until it is pasted in the Coin Clerk:( office. Month 9, Day 2.1 or Month 10, pay 5 42. CITY CLM. sends Ordinance to newspaper for publication. Month 9, Day 21 or Month 10, ]flay 5 43. CITY CLERK sends copy of Ordinance adopting Redevelopment Plan to the ,Agency. H&SC § 33372. Action or document requovd Letter from Clerk transmitting Ordinance. Month 9, Day 21 or Month 10, Day 5 44. CITY CLERK records, with County Recorder, description of land in Project Area and statement that redevelopment activities have been com- menced- H &SC S 33373. Action or docutmme requsred Letter from Clerk Filing,documents; Notice of adoption of Redevelopment Plan to be recorded. Month 9, Day 21 or Month 1. 0, Day 5 45. CITY CLERIC notifies the Building Department of the adoption of the Redevelopment Plan and its effect upon their operations. H&SC § 33374. Action or document required Cover Letter; Redevelopment Plan. By Month 10, Day 5 or Mouth 10, )pay 19 46. Ordinance is published. Government Code § 36933. By Month 10, Day 20 or Month 11, Day 4 47. CITY CLERK transmits, by certified ;mail, return receipt requested, a copy of Ordinance adopting the Redevelopment Plan, legal description of land with- in the Project Area and map or plat indicating boundaries of Project Area to County Auditor and Appendix B Schedule, for Redevelopment .Plan Adoption 403 01/22/2004 12:13 4087787869 BAHS PAGE 09 Tax Assessor, to State Board of Equalization and to all taxing agencies in Project Area. IiBcSC § 33375. Artwn or document requ&vd Letter from Clerk transmitting documents. Month 10, pay 20 or Mouth 11, Day 4 48. Ordinance adopting Redevelopment Plan becomes effective 30 days after adoption (90 days for cities over 500,000 population). H&SC § 33365 and 33378. c : :N �'Pt! 404 RED vEwmENT . �4} svF `05 a. City of Saratoga Community Development Department MEMORANDUM TO: Mayor and City Council d FROM: Christy Oosterhous. AICP 1, Associate Planner VIA: Thomas Sullivan, AICP Community Development Director DATE: January 24, 2004 RE: Outline of Land Use Element Update for Discussion As you may know, the Saratoga General Plan is a guiding policy document that lays out the future of the city's development in general terms through a series of policy statements (in text and map form). Under state law every local general plan must include seven "elements" or sections. These include the following: land use, circulation, housing, conservation, open- space, noise, and safety. The land use element of the Saratoga General Plan requires updating. The land use element was last revised in 1983. The housing and circulation elements have been updated more recently and the open space and conservation elements are currently being revised. Attached is an outline of topics prepared by staff which are to be expanded upon in the updated land use element. Staff welcomes any direction the Council wishes to provide on the topics listed, as well as, any additional topics the Council may like to add to the outline. ti 1 DRAFT OUTLINE GENERAL PLAN LAND USE ELEMENT UPDATE FOR COUNCIL CITY REVIEW I. Introduction A) Define Land Use Element B) Relationship to other General Plan Elements C) Semi Rural Philosophy of City of Saratoga D) History of Land Use Planning in Saratoga E) Public Participation in General Plan Land Use Element Update II. Goals, Policies, Objectives and Implementations (to be incorporated throughout element) III. Land Use Density Update: population and building density update from Dept. of Finance current estimates for persons per household for Saratoga. IV. Citizen Initiatives Affecting Planning A) Measure A - Hillside Specific Plan B) Measure G - Density V. Single Story Overlay in Saratoga Woods (text and map of affected area) VI. Existing Land Uses: include data on existing land use categories in city by percent of total and acreage (include vacant lands). VII. Development Potential A) Abrams Property B) Gateway VIII. Annexation A) Annexation Policy B) Annexation History (include list of annexations since incorporation by area/location/parcel #, date, acreage) C) Development Potential and Annexation D) Unincorporated (county) Properties E) Urban Service Boundary and Sphere of Influence IX. Hillside Development A) West Valley Hillside Preservation Strategies B) Hillside Specific Plan and Preferred Density 1/22/2004 X. Design Review A) Findings: Mass, Bulk, View, and Privacy B) Design compatibility, architectural styles, and colors XI. Public Participation in Development Review Process XII. Quasi- Public Facilities and Public Facilities XIII. Economic Vitality and Community Character of Commercial Areas A) Downtown Big Basin B) Gateway C) Argonaut D) Quito Village E) Prospect and Lawrence XIV. Professional Office Development Outside Commercial Districts A) Medical Village B) Saratoga Office,Center XV. Land Use and Fiscal Policy XVI. Land Use Map Categories and Standards XVII. Area Plans A) Description of Area Locations in the City B) Guidelines for Area development C) Map 1. Mt. Eden Road 2. Congress Springs Pierce Road 3. Blue Hills 4. Triangle North 5. Triangle South 6. Quito 7. Fruitvale Sobey Rd 8. Fruitvale West 9. Glen Una 10. The Village 11. Sunland Park 12. Kentfield XVIII. Cellular Wireless Facilities A) Future cellular facilities shall be designed underground. B) Proposed facilities at existing sites shall match existing facilities in design and construction. C) Extensive landscaping shall be required. 1/22/2004 XIX. Historic Resources A) Heritage Orchard B) Historic District Downtown Big Basin C) Historic Residences XXI. Arbor Resources A) Urban Forest Plan B) Tree Protection and Removals during Construction C) Tree Removal Permits not related to Development XXII. Second Dwelling Units XXIII. Mixed Use XXIV. Williamson Act A) Policy on Renewal and Termination of Contracts B) Map of Williamson Act Properties C) List of Parcels Under Contract XXV. Code Enforcement XXVI. Limit Nonconforming Structures and Uses A) Amending Ordinance to quantify routine maintenance and repair (% demo new construction shall meet current regulations); and B) Amend Ordinance to quantify nonconforming off - street parking situations (% demo applicant shall provide two -car garage minimum). 1/22/2004 %1 rt Community Participation Model of Local Government Model Elements: • Volunteer participation • May bring out reactive people • Reliance upon volunteers to advise and help in decision process • Group takes pride in doing work on a shoestring • Volunteers may have good government skills, or not • Continued outreach for new volunteers / participants required • Because Council is always accessible to community, Council expects same accessibility to Staff • What may be a sense of giving or altruism in one person or entity may be interpreted by others with suspicion • Core belief in building community (i.e., Building Bridges) • Requires trust building/relationship building between city and various groups /individuals • Requires lots of education • Characteristic of process is open and slow • Vulnerable to citizen extremists • Requires time and patience Purpose: Trying to find balance between "what's best" and what the community wants, which may or may not be the same Framework for Council discussion: 1. How do we establish and nurture relationships with important organizations and with individuals? 2. How to do this in times of dwindling resources? 3. How to prioritize? 4. Is there a time component? Do relationships have a beginning, middle and end? 5. Where do we need to develop new relationships? Where do we need to reorganize existing relationships? 6. Great model, but we're running out of resources to support it as it grows in scope and scale 7. How much attention does each relationship need? What is the difference between established versus new relationships? 8. Model needs to be followed by Council/Commissions /staff all of the time. Example of where not followed: CIP was Council driven and didn't use Commissions for review and input as described by the model. Alternate example: the PRC was directed to revise fee schedule as part of the budget process, but didn't. (They did not understand the process) Retreat outcome: b work plan for the next year for entire network b set model for Council / Staff / Commission use for 2004 b educate the Commissions on model DRAFT SUMMARY TABLE OF COMMISSION /COMMUNITY GROUP ASSIGNMENTS 1/22/04 Commission Councilmember/ Alternate Staff Time Arts Commission King/Waltonsmith Saxton - Hienrichs Monthly + events + subcommittees Bicycle Advisory Committee PSC /PRC/Planning Cherbone As needed Finance Commission Waltonsmith/King Baloca/Gong Monthly + subcommittees Heritage Preservation Commission Bogosian/Kline Livingstone Monthly + events + subcommittees Library Commission Parks and Recreation Commission Kline /Bogosian King /Streit Burns Bloomquist/ Cherbone/Pisani Monthly + Monthly + Planning Commission Public Safety Commission Kline/King Streit/Waltonsmith I T. Sullivan Surdin/Tinfow /Kessler Monthly + Monthly + subcommittees Trails Subcommittee Waltonsmith none Monthly Youth Commission Streit/Kline Henig Monthly + events Community Groups — Dependent on City Council/Alternate Staff Time Saratoga Historical Foundation SASCC Liaison Waltonsmith/Streit King/Waltonsmith none Lam shire Monthly + Monthly + Sister City Liaison Waltonsmith/Streit A. Sullivan ? Community Groups — Independent of City Chamber of Commerce King/Kline Anderson Monthly + KSAR Community Access TV Bd Bogosian/Streit Anderson Monthly + Ad -Hoc Committees Council Staff Time Boundary Drop Oversight Committee Streit/CM/Add'l City members /Safe Com Anderson As needed City /School Ad -Hoc Committee Council Policies Ad -Hoc Committee King /Streit Kline/Bogosian Anderson Boyer Monthly + As needed De Anza Trail Committee Cherbone As needed LAFCO Ad -Hoc Committee Kline/Waltonsmith Anderson As needed Mt. Winery Ad -Hoc Committee Norton Road Ad -Hoc Committee Kline/King Bogosian/King T. Sullivan Cherbone As needed As needed VTA Restroom Ad -Hoc Committee Waltonsmith/Kline Cherbone As needed Village Ad -Hoc Committee Kline/King Surdin/Tinfow/ Cherbone As needed Vision for Saratoga Ad Hoc West Valley College Ad -Hoc Committee Streit/King Waltonsmith/Streit Anderson Anderson As needed As needed Other Community-Based Groups Blue Hills School Traffic Council Waltonsmith/King /PSC Staff Tinfow Time As needed Marshall Lane School Traffic NTMP /El Quito South PSC Cherbone/Tinfow Tinfow As needed As needed NTMP (3 others waiting) Redwood School Traffic Saratoga High School Traffic/Parkng PSC I PSC Tinfow Tinfow Tinfow As needed As needed Task Forces Council Staff Time Brookglen Park Task Force CherboneBloomquist As needed El Quito Park Bloomquist/Cherbone/Pis As needed am Gateway Task Force Streit/Kline Cherbone As needed Gardner Park Task Force CherboneBloom uist As needed Kevin Moran Park Task Force Cherbone /T. Sullivan As needed Odd Fellows Trail Task Force Cherbone As needed Wildwood Park Task Force CherboneBloomquist As needed Other Staff Commitments Council Staff Time Pisani Weekly + committee work Rotary Foothill Club Pisani monthly Redwood Sports Boosters & Rec Staff occasional staff attendance Redwood PTA meetings: Rec Staff occasional staff attendance Youth Theater & On Your Toes Parent meetings Theater User Groups annual meeting Rec Staff annual Friends of the Warner Hutton House Pisani Board member League/Housing, Economic and T. Sullivan Community Dev. Policy Committee HCED List Serve T. Sullivan APA/AICP T. Sullivan San Clara County Planning Directors T. Sullivan ABAG K1ineBogosian T. Sullivan VTA TAC Cherbone VTA Improvement Subcom Cherbone West Valley Clean Water Cherbone Hakone Gardens Cherbone Municipal Public Works Cherbone Organization SVACA TAC Tinfow Santa Clara County Assistant Tinfow City /County Managers Assoc. Management Talent Exchange Tinfow Progrm Fire Chief SFPD Anderson Fire Chief SCFPD Anderson SCC Sheriffs Office Anderson West Valley Mayors & Managers Waltonsmith/King Anderson Monthly SCC City Managers Assoc Anderson Emergency Managers Association Tinfow Outside Agencies List Council Staff Time Association of Bay Area Government K1ineBogosian County Cities Assoc Leg Task Force King/Kline County HCD Policy Committee Bogosian/King Emergency Planning Council Bogosian/Streit Hakone Foundation Liaison Waltonsmith/King Library Joint Powers Association Kline/Bogosian Northern Central Flood Control Zone Advisory Board Bogosian/Waltonsmith League of California Cities, Peninsula Division Kline/Waltonsmith SCC Valley Water Commission Streit/Kline SCC Cities Association Waltonsmith/King West Valley Solid Waste.Joint Powers Association Streit/Waltonsmith Valley Transportation Authority PAC King/Kline Silicon Valley Animal Control JPA Streit/Kline LIBRARY LORI B.\ LORIE T. DAVE HERITAGE PRESERVATION 11 JOHN L. COQ JOHN C. FINANCE JESSE DAVE 1 �ARKS JOHN C. ARY AND / RECREATION PLANNI 7 n CITY COUNCIL ze U j JOHN O DAVE DAVE TOM SOHRA MORGAN LORIE T. PUBLIC I YOUTH SAFETY SISTER CITY SASSC W T-11 i Q I ARTS NOTE: �1 5 Non - profits Less Contact Options �2 Little Interaction between Commission FRIENDS OF SARATOGA r yF qq� LIBRARIES y c�Gtcr��rgSDFlrNC (BOOK - &O- ROUND) N LIBRARY SUPPORT �9 f 49� 'ti c soy HISTORICAL FOUNDATION (MUSEUM) KIM JOAN DAVE ARTS NOTE: �1 5 Non - profits Less Contact Options �2 Little Interaction between Commission City Council Retreat Discussion on Budget January 24, 2004 a r City Council Retreat Discussion on Budget January 24, 2004 Fiscal Year 2003 -04 Analysis of Current Operations: General Fund (in thousands) Operating Surplus - Adopted June 2003 Current Year Adjustments: VLF Gap Loss (loan till 2006) Legal Settlement Net Adjustment to Operations $427 (576) (97) ($673) Revised FY 2003 -04 Operations ($246) June 30, 2004 Projected Fund Balance: General Fund Undesignated Resources (in thousands) Beginning Resources, July 1, 2003 $484 0 Projected 2003/04 Operations 427 VLF Gap Loss (loan till 2006) (576) Legal Settlement 97 Net Adjusted Operations ($246 Revised Resource Reduction, June 30, 2004 $238 O O $1,000,000 $750,000 $500,000 $250,000 .1 Population Cities Dependency on VLF Los Altos Los Gatos Saratoga Campbell ! Cupertino � The VLF backfill gap is a reduction from FY 2003 -04 revenues to be paid in 2006. --�— The 2002 -03 percentage of total VLF from total revenues of the General Fund. 20% 18% 16% 14% 12% 10% 8% 6% 4% 2% 0% O D O O a City Comparisons • Saratoga's greater reliance (18 %) on the VLF revenue stream is primarily reflective of 1) not having a UUT and 2) being a No and Low property tax City. Campbell Cupertino Los Altos ° Los Gatos Saratoga Population Budget 38,672 52,235 28,093 29,083 30,482 $25 mill $29.8 mill $16.3 mill $24.1 mill $8.7 mill a) utility user tax b) no & low City, less than 7% property tax received (55% of 7 %) c) own police department d) contract fire services 2002 -03 % General 2003 -04 2004 -05 Employees $'s from VLF BackfillGap Addit. ERAF (in thousands) 220.0 8% ($701) ($349) c 150.0 10% ($989) ($133) a, b 110.0 10% ($509) ($475) a, c, d 189.0 8% ($527) ($385) c 59.5 18% ($576) ($160) b a) utility user tax b) no & low City, less than 7% property tax received (55% of 7 %) c) own police department d) contract fire services Fiscal Year 2004 -OS • Governor's Proposal — ERAF Shift $156k - • PERS Impact - $200k •Employee Agreements (tbd) * Continuation of •Declining revenues —taxes and interest earnings • Hiring freeze • Equipment &maintenance deferral SARATOGA CITY COUNCIL RETREAT CREEK MONITORING AND CLEAN WATER ACTIVITIES HANDOUT INTRODUCTION One of the environmental challenges of the City of Saratoga is to keep our local creeks clean. Many different sources of pollution can contribute to water quality problems, making it difficult to identify and eliminate them. Possible contamination sources include, but are not limited to, sewer system leaks, unknown direct connections of sanitary laterals to storm system, existing or recently abandoned septic tanks, pollution from restaurants and businesses, construction activities, illegal dumping to storm drains and pets and wildlife. The focus of this report is on bacterial contamination, sources of which are not easy to detect because they are usually hidden from view. It is extremely difficult to develop techniques for detection of slow underground seepage from a sanitary sewer pipe or a septic tank to underground body of water or a creek. Currently, there are several ongoing programs targeting monitoring of creeks and identification of sources of bacterial contamination. Each program is summarized below. 1. Saratoga Creeks Testing The City of Saratoga in cooperation with the Santa Clara Valley Water District (District) has been conducting tests to measure bacterial levels in Saratoga Creek for over eight years. The testing was initiated as part of the Urban Creek Assessment Project (UCAP) under the terms of the June 26, 1995 Settlement Agreement between the District and two environmental groups: San Francisco Baykeeper and Friends of Santa Clara County Creeks. The tests were usually performed quarterly and each test event included collection of samples from various points along Saratoga Creek, later expanded to all creeks in the City. Bacterial analysis included total coliform, fecal coliform and E -coli concentration determination. t Originally, the samples were delivered to the District's analytical laboratory, which completed the analysis and provided the results to the City. Under the new two -year agreement between the City and the District approved by the Council August 6, 2003, the City sends creek samples to the independent reliable laboratory to perform the analysis and the District reimburses the City for laboratory services. Since the execution of the new agreement, the City staff performed one test in September 2003. Ten samples were collected from Saratoga creeks and analyzed by Scientific Environmental Laboratory, Inc. of Palo Alto. More testing will be conducted as soon as the rainy season is over. Since the commencement of creek water testing, the results indicate fecal coliform concentration level, at some locations, exceed national standards developed by the EPA. EPA standards are as follow: • No more that 200 fecal coliforms per 100 ml of water on a sustained day -in, day -out basis; and • No more than 400 fecal coliforms per 100 ml of water more than 10 percent of the time. The most recent analysis of a sample taken from Saratoga Creek at Wildwood Park on September 17, 2003 indicates 24,000 fecal coliforms per 100 ml. City staff conducted numerous projects to find out the sources of fecal coliform contamination including dye- testing, TV inspections of storm drain lines and storm drain system mapping. Two significant sources of pollution were identified and eliminated: 1) a leak from sewer pipe directly to storm drain pipe located at the intersection of Big Basin Way and Saratoga - Sunnyvale Road was repaired, and 2) a sewer lateral connected directly to storm drain near 4`h Street was connected to sanitary sewer. In addition, City supports West Valley Sanitation District in their current sewer main rehabilitation projects in Saratoga Village area. Old sanitary sewer main lines are being relined or replaced. These projects hopefully will be a significant step to positive change in water quality. Although some sources are being successfully eliminated, recent creek water testing results indicate that water quality problems have riot been eliminated from Saratoga creeks. 2. Septic Tank Abatement Program In 1999 Saratoga City Council adopted a new sewage disposal ordinance requiring abandoning of septic tanks in the City and connecting properties directly to public sanitary sewer when a public sewer line is available within 200 feet from the property line. A public sewer line is not considered "available" if existing grades do not permit gravity flow connection, or if a legal easement or right -of -way to the sewer line does not exist. As a result of the new ordinance, approximately 200 properties were connected to the sanitary sewer system. At present, approximately 15 properties are exempt from the sewage disposal ordinance since the existing grades do not allow gravity flow connection, see Attachment 1. The "below grade exemption" was based on the concept, that the cost of installing pumping system, storage tank and piping necessary for sewer service connection would be prohibitively expensive. Research shows that although the connection costs are high, they are comparable to regular gravity flow connections. It is generally believed that septic tanks, especially when they are located next to creeks, are contributing to underground and creek water pollution. Eight out of these 15 exempt properties are located next to a creek. The option of including below grade properties to the sewage disposal ordinance was discussed previously at several Council meetings. Per Council direction, City staff contacted all owners of below grade properties and summarized their concerns at September 6, 2003 meeting. Major concern of affected residents was the cost of connection to public sewer system followed by damage to trees, landscape and improvements, maintenance and reliability during power outage. Although these concerns are legitimate, again they do not differ significantly from the concerns of property owners that were subject to the current sewage disposal ordinance. Council directed staff to further investigate septic tank contribution to creek water pollution. Staff intends to test creek water above and below properties with existing septic tanks. Attachment 2 shows proposed sample collection points A, B and C from Calabazas Creek in the vicinity of two septic tanks. Collected samples shall be analyzed for total coliform, fecal coliform and E -coli bacteria concentration. Testing results will be summarized and forwarded to the Council in the near future. 3. Chemical Marker System The type of bacteria (fecal coliform) indicate that one probable source of underground and creek water contamination is the sanitary sewer system. Unfortunately, it is also one of the hardest to detect. Traditional methods like dye testing and TV inspections have not brought any definitive results. On May 1, 2002, City Council approved proposal from Bay Bioanalytical Laboratory, Inc. to implement a chemical marker system to trace sources of storm drain pollutants. The idea is to introduce one or more unique chemical markers at different potential sources of pollution and to collect samples downstream from a creek or storm drain at prescribed time intervals. Since the movement of liquid in the soil might be very slow, collection over longer period of time is required. The laboratory analysis for presence of introduced markers should determine sources of pollution. The entire process can be repeated to further identify actual sources. Two field studies have been conducted thus far. Polyethylene glycol (PEG) solutions with various molecular weights were used as the chemical markers. PEGs are safe, water - soluble and relatively stable chemicals. The solutions were inserted to sanitary sewer manholes and samples collected from storm drain outfall under the Saratoga - Sunnyvale Road bridge across Rodeo Creek. Please refer to Attachment 3 for the partial City plan. The first field study, conducted in July 2003, consisted of insertion of two different PEGs in sanitary sewer manholes at points A and B (Attachment 3) and manual sample collection at storm drain pipe outfall (point C) hourly for three days during regular work hours. The samples were analyzed for PEG presence in the laboratory. Technology used for analysis made it possible to estimate the amount of PEG present down to one part- per - billion. Sample collected 33 hours after introducing chemical marker indicated possible leak from branch B. Unfortunately, it was the last collection of the day and there was a 14 -hour gap before the next collection. Limitations of this experiment alongside with recommendations are summarized in the report, enclosed as Attachment 4. In October 2003, City staff conducted a second field study with an automated collection device (Attachments 5 and 6). Similarly as in the first experiment, two different PEGS were introduced to sanitary sewer pipes at points B and D (Attachment 3) and samples collected hourly by automated sampling device at point C for three full days. This time the samples were taken every 15 minutes and pooled in a 24- bottle device, four samples to a bottle. This device eliminated the limitation of the first field study and greatly reduced staff time. The results of the analysis indicate that there may be a small leak in sanitary sewer branch B as described in the report prepared by the laboratory, Attachment 6. City staff plans to conduct additional field study to confirm indicated leak. In case of positive leak, the City will require Cupertino Sanitary District to eliminate the problem. Staff will inform the Council about the outcome of the future field study. ATTACHMENTS: 1. 15 properties within 200 feet from the public sewer system, pumping required for connection 2. Proposed septic tank seepage determination field testing 3. Chemical marker system project site map 4. Chemical marker system — First field study report 5., 6. Chemical marker system — Automated collection device 7. Chemical marker system — Second field study report ai: �. ;. ;� ATTACHMENT 3 City of Saratoga- Partial Plan N l "= 500' -i3 1 ' '�• 'i''I "', f �� dS .ir t io t I�•la Vrl' 1 .7 �.1 «,I d�° S U � i E- �.0 S T'r 5 421 "•3 ° + - -It � / '� .; ',.1 \. Ste` ' ■y ^�� 'Kb I ; .� 1 +._ .,�rnef J, s 'I, I _.. i• 1 �( -y '.S- Y y- t - I i 7 'afl . 'fiS1, f { �. � jar C 93 .; -- IO LIIOf� p �-? _ r PI rrx � f (�• I � . ` w• L dD { 1 Cupertino _ Sanitary District to >,_!'d�at �.y e �;wL� u jf >.•..� � -..J 1 1 -�.i � I I. , `r_` IF {J1 E ; �. .+�6 R } 1 �.._J., 1 yal .s•y+ t - f��' I I �.r, .._ —. - r ce� :f=r'3 „�e•4 I111uur.r� I ._.I \ ,y � ., ;C !` 5 : . " ' 1�. 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M � I n _. / � ` ' r, r, I` , 9 � ' / • n •Inn (.I r - _ — rll 1 ii�ISt rlr� - -•I- I - L}-' -. {'ll ., tt Ss.z. ._. �'.�" I G/ , . ..I • -' , I - I I � r�'al,ntl r -; rival I� I I y " �I ! e7 �.� 1.. a+..z I a>•,e ,� ?elln .yf � tl. _- I-r-- I � -r I -F- I - ►1 ►+ir- ,,1_�.� I I ' �� , I_. -.I� � ..-_ C • =e .525!!.µ 1 I � 1 t i � I - � ..7_� ... r14z.li .. � 1 '. - 1 r— ►-•_rte . -1 �. ,� t AL _..�• _ �ql +� Ejd Ill —^' __ l._ i,ljl I ��l I ; I� z - Q I 6. 4 rr1[ f y� s• 'I •� I �.• I I ' I I — - =�1H• •+ � I � Y >I f,^ - I I I -�— f I ..I c'Ih` --_`e If I FI I � I .;, .. ,. �� ,;.G•+ �` _- .,`�(,4.yrfr I t .... 1 � I I �. - -`{+j I' J l�k I I I I I 1f II ts)0`,i~ West Valle Y {a Sanitation District f Ii \ , Legend ATTACHMENT 4 Results of First Field Experiment Implementation of a Chemical Marker System to Trace Sources of Storm Drain Pollutants, Using Analysis of PEG400 and PEG600 by LC/MS/MS Prepared for: City of Saratoga, California Prepared by: Bay Bioanalytical Laboratory, Inc., Hercules, California Summary Results of the first field study using PEG600 in branch A and PEG400 in branch B of the City of Saratoga sewer system indicate that there may be a small leak in Sewer system B. There was no evidence of a leak from Sewer system A. Samples for analysis were collected for 71 hours after insertion of PEGS. The sample collection point was a storm drain outfall marked as C on the attached City of Saratoga - Partial Plan. Only one sample, collected at 33 hours, showed PEG400 above the background level. Purpose and Background This marker system was developed by BBL under contract to the City of Saratoga. Details can be found in a previous report (Reference Meth_dev.doc). The first field test of the new chemical marker system was an attempt to trace the source of pollutants in Rodeo Creek by measuring introduced chemical markers, PEG400 and PEG600, in water samples from a storm drain outfall using LC/MS/MS. Equipment/Materials and Conditions: About 2.5 L of PEG600 was inserted in the sewer system at point A (Sanitary sewer manhole number 7495 -2) at approximately 8:50 AM on July 21, 2003 along with 50 gallons of water to flush due to the low flow. About 2.5 L of PEG400 was inserted in the sewer system at point B (Sanitary sewer manhole number L- 10 -13) at approximately 8:30 AM on July 21, 2003. See Appendix 1 for information on flow rate in sewer pipes determined by City of Saratoga prior to this experiment. Eighteen 100 mL bottles of water were collected from storm drain outfall C that flows into Rodeo creek, at 0 -4 hours after insertion of PEGS. These eighteen samples were received from the City of Saratoga on July 21, 2003, assigned BBL tracking numbers Saratoga 1A- 1R, and stored at —20 °C until analysis. An additional twenty five 100 mL bottles collected 4 -71 hours after insertion were received from the City of Saratoga on July 24, 2003, assigned BBL tracking numbers Saratoga 2A -2Y; and stored at —20 °C until analysis. PEG400 and PEG600, used as chemical makers and received from City of Saratoga, were used as standards. Standards and Chemical Markers: PEG400: Spectrum, Lot QK1349 PEG600: Spectrum, Lot OE0544 LC/MS/MS conditions: Pump: Injector: Column: Mobile phase: Gradient : Flow rate: Injection Volume MS: Mode: MRM method: Varian ProStar Varian ProStar 400 series Ominspher -C 18 2.1 X50 mm A: 0.1 % HCOOH in H20, B 2% B for 2 mins. 90% B in 1 min. 2% B for 4 mins. 0.1 % HCOOH in Acetonitrile 200 µL /min. 40 µL Varian 1200 Electrospray positive Q1: Parent ions at 371.3, 415.3, 459.3, 503.3, 591.3, 635.4, 679.4 and 723.4 m/z Q3: Fragment of the parent ions at 133 m/z Saratogal -2sum Page 1 of 5 Reversed Phase Cartridges: Bond Elut LRC -C18 OH ( Varian, Part# 12113 019) Sep -Pak Light T C18 (Waters, Part# WAT036805) Results: A mixed standard was prepared containing 200 ng /mL each of PEG400 and PEG600 in H2O. A second standard was prepared by diluting this mixture 1 in 5, to 40 ng /mL. The PEG concentration in each sample was calculated using these two standard solutions as a two point standard curve. All samples were initially analyzed as received. PEG was observed at a background level of 5 -20 ng /mL in all the samples and in the blanks. This background level is present in HPLC mobile phase, so it is difficult to eliminate. In order to determine if PEG was present at low levels (less than 20 ng/ mL) in samples Saratoga 1A -1R, the samples were concentrated by -100 fold by passing them through reversed. phase Bond -Elut cartridges using the following procedure: Each cartridge was activated with 2 mL of methanol, then washed with 2 mL of pure laboratory H2O . Ten mL of each sample was passed through a cartridge. PEGS were then eluted with 2 mL methanol. Each sample was evaporated to dryness, then reconstituted with 100 µL H2O. (Previous experiments indicate that recovery of PEGs using this concentration procedure is at least 50 %, which is more than adequate for the purposes of this experiment). After concentration, PEGs in the samples were detected above the background level, making it possible to estimate the amount of PEG present down to one part- per - billion ( -1 ng /mL). Less than 1 ng /mL PEG was present in all (IA-lR) samples. When Saratoga 2A -2K samples were analyzed as received, no evidence of PEG was observed above the background level in any samples except Saratoga 2U (See Figure 1). Figure 1. Approximately 5 -20 ng /mL PEG was observed in the background. No background subtraction was performed. Detection of PEG400 and PEG600 in Saratoga 1A -2Y 35 30 Saratoga 2U-+ 0 25 ♦ Saratoga 1A -2Y W Ave. Background IL 20 J E 15 c 10 ♦ ♦• 5 0 0 10 20 30 40 50 60 70 Hours To confirm the presence of PEG in sample 2U, this sample was reanalyzed along with the two samples collected before (Saratoga 2S & 2T) and after (Saratoga 2V & 2W). These five samples were concentrated using reversed phase Bond -Elut cartridges as described above. Cartridges from two different manufactures, Bond -Elut and Sep -Pak were used to test the reproducibility of this procedure. . Table 1 below shows the results for Saratoga samples 2S thru 2W. These experiments confirmed the presence of PEG in sample 2U at approximately 15 ng /mL. Since this result is about 15 -40 fold higher than the PEG concentration found in the four other samples in this set, there is strong evidence that PEG concentration is elevated in this particular sample. Saratoga 1 -2sum Page 2 of 5 Table 1. Detection of PEG in Saratoga 2S -2W BBL # Collection time (Hours) Time relative to Saratoga 2U Estimated conc. based on 100x conc. Bond -Elut (ng /mL) Sep -Pak (ng /mL) Saratoga 2S 29 -4 hrs. 0.7 0.4 Saratoga 2T 31 -2 hrs. 1.1 0.6 Saratoga 2U 33 t=0 15.0 20.6 Saratoga 2V 47 +14 hrs. 0.3 0.4 Saratoga 2W 53 +20 hrs. 0.2 0.6 To determine if the PEG found in Saratoga 2U was PEG400 or PEG600, the specific ions found in Saratoga 2U were compared to the ions found in PEG400 and PEG600 standards (See Table 2). The distribution of ions in unknown PEG in Saratoga 2U matches the PEG400 standard. Therefore, if this PEG is from the chemical marker, it must have come from sewer branch B. Table 2. Identification of PEG in Saratoga 2U Selected Parent ions (m/z) % of total selected ions in PEG400 standard b area counts % of total selected ions in PEG600 standard b area counts % of total selected ions in Saratoga 2U area counts 371.3 32 10 40 415.3 27 15 27 459.3 23 22 19 503.3 14 24 11 591.3 3 14 2 635.4 0.8 8 0.8 679.4 0.3 5 0.5 723.4 0.2 2 0.2 Comments: Unfortunately, the sample collected at 33 hours (Saratoga 2U) was the last collection of the day. There was a gap of approximately 14 hours before the next collection. It is possible that sample Saratoga 2U, collected at 33 hours was the beginning of PEG marker flow into the stream and that the peak . concentration was missed since the next sample was collected 14 hours after Saratoga 2U. It is also possible that a flow of PEG from branch A might have occurred during the gap and passed by without being included in any of the collected samples. PEG400 (1 g /mL originally) from sewer branch B was detected at 15 -20 ng /mL in Rodeo Creek (See table 1). If 15 ng /mL represents the peak concentration, the dilution was about one in 60 million . It is not possible to calculate the magnitude of the leak from this single data point. To determine the amount of PEG that moved from sewer to storm drain, we need to know both the quantity of PEG in several consecutive samples and the times those samples were collected. Future studies could include automated, more frequent collection in order to obtain the time vs. PEG concentration data that is needed to produce useful results. To get a very rough idea of the amount of PEG that moved from the sewer to the storm drain in the course of this experiment, one could assume constant flow rate of 5 gal/min. (20 L /min.) containing 15 ng /mL PEG for two hours. A calculation of the total weight of PEG recovered from the storm drain would then be as follows: 120 minutes x 20 L /min x 15 ng /mL PEG = 0.036 g PEG Since about 2500 g was inserted in branch B, this represents about 0.0014 % of the original PEG. Saratogal -2sum Page 3 of 5 Assuming the PEG present in the stream at 33 hours is the chemical marker, PEG400, it was diluted by approximately 50 -70 parts- per - million. If the detected PEG400 was introduced by this experiment, and not from the environment, there is a detectable leak in the sewer system in branch B, but it does not appear to be very large. There were several difficulties in this experiment. First, an irregular sample collection schedule resulted in the loss of potentially useful data. Second, due to high background from mobile phase (5 -20 ng /mL), low levels of PEG in samples could not be detected unless an added concentration step was performed. Third, it was difficult to distinguish between PEG400 and PEG600 by MS/MS because the composition of these two PEGs is so similar, differing only by the distribution of component ions. Since this is a semi - quantitative assay, the reported PEG concentration of samples may be approximately 50 -200 % of the actual values. Recommendations for future work: To overcome the difficulty presented by irregular sample collection, an automated sample collection device should be used. One such collection device that should work well is the Isco 3700c, a compact portable water sampler. This item was designed for exactly the task at hand. The device specifications can be found on the Isco website at www.Isco.com. The local Isco representative may supply a demonstration unit or, perhaps, one could be borrowed from a nearby water or wastewater utility. The high background in mobile phase can be reduced or eliminated by choosing higher molecular weight PEGs and/or selecting other vendors for BPLC mobile phase solvents. (Note: Although the background measurement in this study was somewhat high, it was still acceptable). Larger PEGS such as Polyethylene Glycol 1000 and Polyethylene Glycol 1500 are recommended for the next study. These PEGs are solids at ambient temperature and should be dissolved before use. In addition to reducing background, these two PEGs will be much easier to tell apart in the HPLC assay, resulting in more useable data. Ultimately, PEGs that are well separated by molecular weight, with very narrow molecular weight distributions, should be used to realize the full potential of this method. All of these recommendations are easily implemented, and future studies can be expected to yield quantitative results of real practical value. Analyst: Jayoung Moon Reviewed by: Robert L. Cunico NB: City of Saratoga 001, 5 -19 Analysis Date: July 21 -25, 29 -30 Saratogal -2sum Page 4 of 5 Appendix 1 The following is a summary of the red dye experiment conducted on June 25, 2003 and reported by Iveta Harvancik from City of Saratoga. Branch B Red dye was inserted in the sewer system at point B (Sanitary sewer manhole number L- 10 -13) on June 25, 2003, at 8:00 am. Distance B to B': 3,250 lineal feet measured along sewer pipes Time of flow: 33 minutes Average speed: 98 feet/min or 1.64 ft/sec Average flow height in 8 inch pipe: 2.5 inch Average flow volume: 68 gal /min Flow volumes for B -B' are as follows: Flow Height in 8" pine Flow volume 1" flow - 18 gal /min 2" flow - 50 gal/min 2.5" flow - 68 gal/min 3" flow - 88 gal/min 4" flow - 128 gal/min Branch A For A to A' sewer line segment, red dye was inserted in the sewer system at point A (Sanitary sewer manhole number 7495 -2) with aid of 100 gallons of water to flush the dye, because the flow was very low. The time of insertion was not stated. From this point, sewage flows both directions. Distance A to A': 1,1750 lineal feet measured along sewer pipes Time of flow: 26 minutes Average speed: 67 feet/min or 1.12 ft/sec. Average flow height in 8 inch pipe: 2.0 inch (rough estimate) Flow volumes for A -A' are as follows: Flow Height in 8" pipe Flow volume 1" flow - 13 gal/min 2" flow - 34 gal/min 2.5" flow - 46 gal/min 3" flow - 60 gal/min 4" flow - 87 gal/min Note: The flow in sanitary sewer pipes varies greatly with the time of the day. All pipes are 8" pipes; slope for each section unknown, varies. 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L�61:41 4L ATTACHMENT 7 Results of Second Field Experiment - 10/28/03 Implementation of a Chemical Marker System to Trace Sources of Storm Drain Pollutants Analysis of PEG 400 and 1000 by LC /MS /MS Prepared for: City of Saratoga, California Prepared by: Bay Bioanalytical Laboratory, Inc., Hercules, California Summary Results of the second field study using PEG 400 in branch D and PEG 1000 in branch B of the City of Saratoga sewer system indicate that there may be a small leak in branch B but no detectable leak in branch D. Samples for analysis were collected automatically for 71 hours after insertion of PEGs, at a storm drain outfall marked as C on the attached City of Saratoga - Partial Plan. The samples collected at 3, 5, 8, and 13 hours showed PEG 1000 above the background level. Purpose and Background This analytical approach was developed by BBL under contract with the City of Saratoga. Using new chemical markers, PEG 400 and PEG 1000, this second field test is intended to trace the source of pollutants in Rodeo Creek. LC/MS/MS is used to detect and measure these chemical markers in water samples collected from a storm drain outfall over a 71 hour period. Equipment/Materials and Conditions: Approximately 2.5 L of PEG 400 was inserted in the sewer system at point D (manhole No. 4/113/5) at 8:50 AM on October 28, 2003. Ten minutes later, at 9:00 AM, 2.5 Kg of PEG 1000 dissolved in 5 gallons of hot water was inserted in the sewer system at point B (manhole L -10- 13). An automated collection device was used to collect the samples. Samples were taken every 15 minutes, then pooled - 4 samples to a bottle - in a 24 -bottle device (See the attached document prepared by City of Saratoga, "test2- description.doc ", for details). Seventy two bottles of water collected from a storm drain outfall that flows into Rodeo creek, at 0 -71 hours after insertion of PEGs, were received from City of Saratoga on October 31, 2003, assigned BBL tracking number Saratoga 3, # 0 -71, and stored at —20 °C until analysis. PEG400 and PEG 1000, used as chemical makers and received from City of Saratoga, were used as standards. Standards and Chemical Markers: PEG400: 1 g /mL solution. - PEG1000: —0.11 g /mL solution. LC/MS/MS conditions: Pump: Varian ProStar Injector: Varian ProStar 400 series Column: Ominspher -C18 2.1X50 mm Mobile phase: A: 0.1% HCOOH in H2O B: 0.1% HCOOH in Acetonitrile Gradient : 2% B for 2 mins. 90% B in 1 min. 2% B for 4 mins. Flow rate: 200 µL /min. Saratoga3sum.doc Page 1 of 7 Injection Volume: 40 4L MS: Varian 1200 Mode: Electrospray positive MRM method: Q1: Parent ions at 371.3, 415.3, 459.3, 503.3 m/z (singly charged ions used for PEG 400 detection) Parent ions at 494.4, 516.4, 538.4, 560.4, 582.3, 472.3, 604.6 m/z (doubly charged ions used for PEG 1000 detection) Q3: Fragment of the parent ions at 133 m/z Reversed Phase Cartridge: Bond Elut LRC -C18 OH ( Varian, Part# 12113019) Results: The PEG 400 standards were prepared at 0. 5, 1, and 5 µg /mL in H2O. The PEG 1000 standards were prepared approximately at 0. 11 and 0.55 µg /mL in H2O. All samples were analyzed as received. No injected PEG 400 was detected above the background level in any samples. In several samples collected between 3 -8 hours, PEG 1000 was detected at concentrations about 3 -4 times higher than the background level (see Figure l). This background level originates from HPLC mobile phase, so it is difficult to reduce the background level. Figure 1 Approximately 30 -70 ng /mL PEG 1000 and 10 -40 ng/mL PEG 400 was observed as a background. No background subtraction was performed. To verify the presence of PEG in the 3 -8 hour time point samples, those samples were reanalyzed along with other samples collected at 0 -20 hours after concentration. The standards and the samples concentrated by -100 fold. Ten mL of each sample and PEG standards were passed through a reversed phase Bond -Elut cartridge, and PEGS were eluted with 1 mL Methanol. After removing the methanol by drying, samples were reconstituted with 100 µL H2O. In the concentrated samples, PEGS were detected above the background level so that it was Saratoga3 sum.doc Page 2 of 7 Saratoga 3, # 0 -71 200 d • 0 150 .• FPEGI (U J e. backgr ound W a E 100 ♦ M • C Cc • ♦ ♦ • ♦ • ♦ • •• ♦ PEG400 X50 p • ♦ ♦♦ A,, ♦_ ♦ »♦w.... ♦••.. • ♦ •�► u ♦ A, • 1... .� �� ~ ♦ . PEG400 ave. background 0. CL 0 0 5 10 15 20 25 30 35 40 45 50 55 60 65 70 Time point (Hours) Approximately 30 -70 ng /mL PEG 1000 and 10 -40 ng/mL PEG 400 was observed as a background. No background subtraction was performed. To verify the presence of PEG in the 3 -8 hour time point samples, those samples were reanalyzed along with other samples collected at 0 -20 hours after concentration. The standards and the samples concentrated by -100 fold. Ten mL of each sample and PEG standards were passed through a reversed phase Bond -Elut cartridge, and PEGS were eluted with 1 mL Methanol. After removing the methanol by drying, samples were reconstituted with 100 µL H2O. In the concentrated samples, PEGS were detected above the background level so that it was Saratoga3 sum.doc Page 2 of 7 possible to estimate the amount of PEG present. The results are presented in table 1 and figure 2. PEG 1000 was detected above background levels in the samples collected at 3, 5, 8, and 13 hours. PEG 400 was also present in the samples containing PEG 1000. This is due to the fact that PEG 400 ions are present in the PEG 1000 standard as - 20 % of a total of 11 ions monitored. Table 1. Detection of PEG 1000 in # 0 -20 hour samples ,,,-- ramantc nt 100 X conc. 1JSUmd6GU WlluznuaLivu vuay.,. =..- Conc. PEG 1000 -- - -- - -- - - Time point Conc. PEG 1000 Time point n /mL (Hour) n /mL our 0 0.3 11 0.3 1 0.4 12 0.3 2 0.7 13 11.7 3 3.9 14 1.6 4 0.6 15 0.4 5 37.8 16 0.4 6 1.6 17 0.3 7 0.8 18 0.2 8 12.0 19 0.2 9 0.5 20 0.2 10 0.3 Figure 2 #0 -20 (100 x conc.) 40.0 35.0 30.0 E 25.0 +PEG1000 c 20.0 -f- PEG400 W 15.0 CL 10.0 5.0 0.0 0 1 2 3 4 5 6 7 8 91011121314151617181920 Time point (Hour) To determine if the PEG found in Saratoga 3 #5 was from the injected PEG 400 or the injected PEG 1000, the specific ions found in Saratoga 3 #5 were compared to the ions found in standard PEG 400 and PEG 1000 (See Table 2). The unknown PEG in Saratoga 3, #5 matches the PEG 1000 standard. Thus, this PEG is most likely from the chemical marker and must come from sewer branch B. Saratoga3sum.doc Page 3 of 7 Takla I TrlPntification of PFG in Samnle #5 Parent ions (m/z) Parent ionsv (Molecular weight) % of total selected ions PEG400 standard (by area counts ) PEG1000 standard (by area counts Saratoga3, #5 area counts 604.6 1206 0 2 2 494.4 986 1 19 18 516.4 1030 1 18 14 538.3 1074 0 . 7 6 560.4 1118 1 5 4 582.3 1162 0 3 3 472.3 942 0 24 24 371.3 370 40 7 14 415.3 414 24 5 8 459.3 458 19 5 8 503.3 502 13 5 6 Comments: PEG 1000 at 0.11 g /mL that was inserted into sewer branch B was detected at four different time points at approximately 5 -40 ng /mL in water from the storm drain outfall (See table 1). If we assume that the average concentration during each hour is equal to the measured concentration of each sample, and that all the detected material was from injected PEG 1000 and not from elsewhwere in the environment, then we can conclude that there is some leakage in the sewer system branch B. However, the transfer of PEG 1000 from the sewer system to the storm drain is so low that it does not suggest that there is a significant flow of pollutants into Rodeo Creek from this branch of the sewer system. To get a very rough idea of the amount of PEG that moved from the sewer to the storm drain in the course of this experiment, one could assume constant flow rate of 5 gal/min. ( -20 L /min.) containing 3.9, 37.8, 12.0, 11.7 ng /mL PEG 1000 for one hour each. A calculation of the total weight of PEG recovered from the storm drain would then be as follows: Calculations: 20 L /min x 60 minutes x (3.9 +37.8 +12.0 +11.7) ng /mL = 0.0785 g Since about 2500 g was inserted in branch B, this represents about 0.003 % of the original PEG 1000. Thus, only a very small fraction, — 0.003 %, of the original amount inserted into the sewer system was detected at the outfall entering Rodeo Creek Note: In several samples collected during 21 -71 hours, for example at 22, 23, and 57 hour time points, PEG 1000 was detected — 2 times higher than the background level. Due to the high background level it is difficult to determine if these samples actually contain PEG 1000 from the inserted material. The 21 -71 hour samples are still in storage. These samples can be concentrated and reanalyzed if desired. Since this is limit assay, not a quantitation assay, the reported PEG concentration could be approximately 50 -200% of the actual values. This is suitable for a limit assay. Analyst: Jayoung Moon Reviewed by: Robert L. Cunico Saratoga3sum.doc Page 4 of 7 NB ref.: City of Saratoga 001, p. 22 -27 Analysis Date: November 4 -5, 2003 Saratoga3sum.doc Page 5 of 7 y J'- � V October 31, 2003 Robert L. Cunico, President and Principal Scientist Bay Bioanalytical Laboratory, Inc. 551A Linus Pauling Drive Hercules, CA 94547 RE: Implementation of a Chemical Marker System to Trace Sources of Storm Drain Pollutants, Test No. 2 Dear Mr. Cunico: Following is a summary of our second field study. The study was based on the same method of inserting chemical marker into the sewer system and analysis of samples taken downstream from the storm drain system to see if there is any direct path from one system to the other. The experiment started in the morning hours October 28, 2003 and was completed October 31, 2003. Two different PEG markers, PEG 1000 and PEG 400, were inserted into two different sanitary sewer manholes. The manholes are parts of different lines and belong to two separate sanitation districts. Samples were taken from the four feet diameter corrugated metal storm drain outfall of a long storm drain line running in several places parallel to the both referenced sanitary sewer lines. Automated collection device was used to collect the samples. Samples were taken every 15 minutes, collected 4 samples per bottle in a 24 -bottle device. Every morning the set of bottles were replaced with the empty set and samples were stored in the freezer. Packs of blue ice were used in the middle of the sampler during the sampling process. Following are the chronological events of the field study. 8:35 AM, 10 -28 -03 — unspiked sample taken from the storm drain outfall 8:45 AM, 10 -28 -03 — first sample taken by the automatic collection device from the storm drain outfall pipe — point C 8:50 AM, 10 -28 -03 — 2.5 liters of PEG 400 inserted in manhole No. 4/113/5 at intersection of Verde Vista Lane and Tamworth Avenue (West Valley Sanitation District) — point D 9:00 AM, 10 -28 -03 — 2.5 kg of PEG 1000 dissolved in 5 gallons of hot water inserted in the manhole L -10- 13located at the end of Rice Court (Cupertino Sanitary District) — point B From 8:45 AM, 10 -28 -03 till 7:45 AM, 10 -31 -03 samples taken automatically every 15 minutes, 4 samples per bottle. 71 samples collected altogether during three days. Field conditions changed along the duration of the study. Day temperature during the first day of testing was in upper 80s during the day and was gradually dropping to low sixties during the third day. In early morning of the third day there was a very light rain with very minimal storm run -off. Our previous monitoring of flow rate in the storm drain was confirmed during the experiment. The flow was constant and mostly steady with some slight increases. Brownish foam coming out of storm drain was observed several times during the field study. Saratoga3sum.doc Page 6 of 7 Attached is a map of the field study area showing points of insertion B and D and the collection point C. Please note that sanitary sewer lines are not all shown, refer to the map from previous field study for more information on sewer lines. In addition, attached are photographs of the collection device. I am looking forward to hearing from you regarding the analysis results. Meanwhile, please do not hesitate to call me with questions at (408) 868 -1274. Thank you. Sincerely, Iveta Harvancik, Associate Engineer Public Works Department Saratoga3sum.doc Page 7 of 7 Magnitude V. Duration • Possible alternatives for dealing with the local government impacts as a result of the States budget process: $2,000,000 $1,500,000 $1,000,000 $500,000 $0 Year Temporary /High Impact: Permanent /High Impact: - utilize reserves or unobligated fund balance - restructure to decrease expenditures - reduce general fund CIP to current expenditure - utilize reserves to assist w ith tr ion to - one -time program deferrals or reductions permanent restructurin - possible sale of assets - evaluate new fee xes to increase - alternative financing (COPS) permanen enue base Permanent /Low Impact: - restructure to decrease expenditures - utilize reserves to assist w ith transition to Temporary /Lo pact: permanent restructuring - utilize re es or unobligated fund balance - evaluate existing fee and tax structure to increase - o - ime deferrals or reductions permanent revenue base N 1 2 3 51 5 Worse Case Scenario — Options for Balancing the City's Budget In developing possible alternatives for the worse -case scenario presented above, Staff needs the City Council to weigh all current and available information in determining whether the alternatives should be based on an assumption of temporary or permanent reduction of the VLF revenue stream. It is recommended that a combination of the alternatives be used to develop both a short-term and long -term strategy. Alternative #1— Utilize Available Assets: This alternative assumes that the VLF shortfall is a temporary situation and either the economy will recover to offset the temporary reduction or that the State will resolve their budget issues without affecting City finances. If the fiscal crisis is viewed as temporary, this alternative could utilize the remaining undesignated reserve of $484k and assume that Governor Schwarzenegger would be successful in his negotiations and the Legislature appropriates money to backfill revenues lost by local governments. If this occurs, the City's loss will be reduced to the amount of interest that could have been earned through investments. Alternative #2 — Structural Adjustments: This alternative proposes expenditure reductions by reducing the ongoing obligation of rising personnel costs. Current cost for City personnel services is $5.2 million. $2.8 million of that amount is designated for general fund services, $675k for streets and roads, $970k for development services. Possible views for consideration are 1) replacement, which assumes that - service can be sustained by outsourcing current personnel services at a lower cost; 2) efficiency, which assumes service can be sustained by the consolidation of positions; 3) elimination, which assumes service reduction or the elimination of a non - essential personnel service; 4) reductions in salary or benefits to lower personnel costs to fill a specific budget gap in whole or in part. A 1% reduction in salaries is approximately $42k. Alternative #3 — Program Reductions This alternative consists of a comprehensive review of each City program for cost savings. Two common approaches include the reduction of least - essential or non - revenue producing services or by the application of percentage reduction, whereby departmental budgets are reduced by a common percentage. Program reductions are based upon policy decisions made by the City Council. A 1% reduction to the general fund budget is approximately $87k. Although percentage reduction is commonly applied its problematic in that its application often fails to focus on non - essential services and /or service inefficiencies. Alternative #4 — Utilize the Economic Uncertainty Reserve The economic uncertainty reserve of $1.5 million was originally approved by City Council in June 2001 with the provision that it "shall be carried forward and continued with the purpose of providing for future security in the event of an economic downturn or reductions in revenues from the State of California." The economic uncertainty reserve can be utilized to buy additional time to allow the State's continuing budget process to fully play out and /or to support current or reduced services till a new revenue source has been identified and is made available. Developed from a Brainstorm Session with department Directors and the City Manager: Revenue Enhancements 1. Priority for City functions that pay for themselves or are grant funded. 2. Outside agencies pay market rate rent: Friends of Library Museum Senior Center Adult Care 3. Fees /Taxes: Requires Election: Parcel — flat tax ($100 x 12k parcels), graduated basis, zoning, assessed value Development Utility Impact fees Sales tax — local option sales tax at $.05 = $550k (does triple -flip preclude) Bonds Redevelopment Agency Downtown improvement Special districts (i.e. LLD) — citywide for park maintenance and medians Franchise Business License Appeal fees — set low to encourage appeals Building permit valuation increases — in process 911 fee Photocopy & publication fees 4. Warner Hutton House — private rentals (est. $20k to fix up) 3 yrs for payback 5. CIP — focus on revenue generating or cost reduction projects 6. Aggressive grant writing 7. Allocate salaries to other funding sources (ex: Engineer to CIP) 8. Rental of vacant offices 9. City credit card rebate programs 10. Discontinue credit card payments Expenditure Reductions Amount 1. Variable costs: training $18k, travel $20k, food, newspaper, cell phones 2. Eliminate functions that don't have cost recovery 3. Eliminate City events: Commission Recognition dinner Employee Recognition/Holiday event 4. Eliminate Saratogan 5. Eliminate special mailings 6. Suspend NTMP 7. Contract functions: IT Coordinator - $92k (s, b, c); $50k to contract Maintenance (parks) - $206k saved $270k to contract plus supervisor, 1 staff, 1 gardener Custodial services - $199k (s, b); 75k to contract 8. Reduce existing contracts services: Sheriff's Office: current budget $2,979,716 basic service $2,251,586 STO $605,196 day /night SRO $116,085 Crossing guard (mandated ?) budget $40,500 City attorney: Legal Services - $238k Litigation — $102k Total $341k 9. Suspend advance planning - $2,500 to $130k 10. Suspend special studies and ordinance development 11. Eliminate subsidies to other agencies: KSAR $85k Hakone $50k, plus $50k for 3 years Project match $20k Chamber $1Ok 12. Sidewalk maintenance to owner responsibility - $50k 13. Continue to defer maint. & equip. - $200k 14. Commissions /Committee's Library Public Safety Finance Arts Heritage Preservation Youth Planning 15. Employee Expenses: Benefits: $269k PERS $356 med $55k dental $13,500 or $1,500 each LCIF Committee Trails Sub - Committee Village Ad -Hoc School Ad -Hoc Vision for Saratoga VTA Restroom Ad -Hoc Mountain Winery Layoffs —.temporary or permanent - in relation to a reduced program/service or based on position, seniority, etc Salary reductions - $42k for every I% Mandatory, unpaid furloughs - $72k (5 days) Payroll correction (hourly to salary) - $29k (2 days) Reduction of the work week: 36 hour work week - $377k Cap leave accrual severely Eliminate dual coverage health benefits 16. Other Program Cuts /Reductions Recreation: Teens — direct $151 k, rev $41 k Senior — direct $42k Code enforcement - $31k Economic development - $120k Special Events: Mustard Walk $4k Tree Lighting $2,500 Celebrate Saratoga Cultural diversity Sister Cities Live telephone reception - $56k (s, b) Pavement Management - $600k Expenditure Reductions Amount 1. Variable costs: training $18k, travel $20k, food, newspaper, cell phones 2. Eliminate functions that don't have cost recovery 3. Eliminate City events: Commission Recognition dinner Employee Recognition/Holiday event 4. Eliminate Saratogan 5. Eliminate special mailings 6. Suspend NTMP 7. Contract functions: IT Coordinator - $92k (s, b, c); $50k to contract Maintenance (parks) - $206k saved $270k to contract plus supervisor, 1 staff, 1 gardener Custodial services - $199k (s, b); 75k to contract 8. Reduce existing contracts services: Sheriff's Office: current budget $2,979,716 basic service $2,251,586 STO $605,196 day /night SRO $116,085 Crossing guard (mandated ?) budget $40,500 City attorney: Legal Services - $238k Litigation — $102k Total $341k 9. Suspend advance planning - $2,500 to $130k 10. Suspend special studies and ordinance development 11. Eliminate subsidies to other agencies: KSAR $85k Hakone $50k, plus $50k for 3 years Project match $20k Chamber $1Ok 12. Sidewalk maintenance to owner responsibility - $50k 13. Continue to defer maint. & equip. - $200k 14. Commissions /Committee's Library Public Safety Finance Arts Heritage Preservation Youth Planning $13,500 or $1,500 each LCIF Committee Trails Sub - Committee Village Ad -Hoc School Ad -Hoc Vision for Saratoga VTA Restroom Ad -Hoc Mountain Winery 15. Employee Expenses: Benefits: $269k PERS $356 med $55k dental Layoffs —.temporary or permanent - in relation to a reduced program/service or based on position, seniority, etc Salary reductions - $42k for every 1% Mandatory, unpaid furloughs - $72k (5 days) Payroll correction (hourly to salary) - $29k (2 days) Reduction of the work week: 36 hour work week - $377k Cap leave accrual severely Eliminate dual coverage health benefits 16. Other Program Cuts /Reductions Recreation: Teens — direct $151 k, rev $41 k Senior — direct $42k Code enforcement - $31k Economic development - $120k Special Events: Mustard Walk $4k Tree Lighting $2,500 Celebrate Saratoga Cultural diversity Sister Cities Live telephone reception - $56k (s, b) Pavement Management - $600k Developed from a Brainstorm Session with department Directors and the City Manager: Revenue Enhancements 1. Priority for City functions that pay for themselves or are grant funded. 2. Outside agencies pay market rate rent: Friends of Library Museum Senior Center Adult Care 3. Fees /Taxes: Requires Election: Parcel — flat tax ($100 x 12k parcels), graduated basis, zoning, assessed value Development Utility Impact fees Sales tax — local option sales tax at $.05 = $550k (does triple -flip preclude) Bonds Redevelopment Agency Downtown improvement Special districts (i.e. LLD) — citywide for park maintenance and medians Franchise Business License Appeal fees — set low to encourage appeals Building permit valuation increases — in process 911 fee Photocopy & publication fees 4. Warner Hutton House — private rentals (est. $20k to fix up) 3 yrs for payback 5. CIP — focus on revenue generating or cost reduction projects 6. Aggressive grant writing 7. Allocate salaries to other funding sources (ex: Engineer to CIP) 8. Rental of vacant offices 9. City credit card rebate programs 10. Discontinue credit card payments Worse Case Scenario — Options for Balancing the City's Budget In developing possible alternatives for the worse -case scenario presented above, Staff needs the City Council to weigh all current and available information in determining whether the alternatives should be based on an assumption of temporary or permanent reduction of the VLF revenue stream. It is recommended that a combination of the alternatives be used to develop both a short-term and long -term strategy. Alternative #1— Utilize Available Assets: This alternative assumes that the VLF shortfall is a temporary situation and either the economy will recover to offset the temporary reduction or that the State will resolve their budget issues without affecting City finances. If the fiscal crisis is viewed as temporary, this alternative could utilize the remaining undesignated reserve of $484k and assume that Governor Schwarzenegger would be successful in his negotiations and the Legislature appropriates money to backfill revenues lost by local governments. If this occurs, the City's loss will be reduced to the amount of interest that could have been earned through investments. Alternative 92 — Structural Adjustments: This alternative proposes expenditure reductions by reducing the ongoing obligation of rising personnel costs. Current cost for City personnel services is $5.2 million. $2.8 million of that amount is designated for general fund services, $675k for streets and roads, $970k for development services. Possible views for consideration are 1) replacement, which assumes that service can be sustained by outsourcing current personnel services at a lower cost; 2) efficiency, which assumes service can be sustained by the consolidation of positions; 3) elimination, which assumes service reduction or the elimination of a non - essential personnel service; 4) reductions in salary or benefits to lower personnel costs to fill a specific budget gap in whole or in part. A 1% reduction in salaries is approximately $42k. Alternative 43 — Program Reductions This alternative consists of a comprehensive review of each City program for cost savings. Two common approaches include the reduction of least - essential or non - revenue producing services or by the application of percentage reduction, whereby departmental budgets are reduced by a common percentage. Program reductions are based upon policy decisions made by the City Council. A 1% reduction to the general fund budget is approximately $87k. Although percentage reduction is commonly applied its problematic in that its application often fails to focus on non - essential services and/or service inefficiencies. Alternative #4 — Utilize the Economic Uncertainty Reserve The economic uncertainty reserve of $1.5 million was originally approved by City Council in June 2001 with the provision that it "shall be carried forward and continued with the purpose of providing for future security in the event of an economic downturn or reductions in revenues from the State of California." The economic uncertainty reserve can be utilized to buy additional time to allow the State's continuing budget process to fully play out and/or to support current or reduced services till a new revenue source has been identified and is made available.