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HomeMy WebLinkAbout02-10-2006 CITY COUNCIL RETREAT AGENDAAGENDA 16c �N COUNCIL RETREAT HAKONE GARDENS FRIDAY FEBRUARY 10, 2006 CITY COUNCIL RETREAT — HAKONE GARDENS — 21000 BIG BASIN WAY 8:30 A.M. CONTINENTAL BREAKFAST 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 February 7, 2006) 1. How to Spend North Campus Funds Council Goals — Status Report Planning Commission Issues • Background /Power /Limits • Upcoming Appointments • Legal Support • Council Direction/Changes to the Planning Commission? Lunch Special Presentation — Paul Conrado 50 'h Anniversary 4. E- Government Citizen Involvement Commissions Options Leadership Program Citizen Academy 6. General Plan 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 ofPostink ofAaenda: I, Cathleen Boyer, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of February 10, 2006, the City Council of the City of Saratoga was posted on February 7, 2006 at the office of the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City's website at www.saratoga.ca.us Signed this 7`" day of February 2006 at Saratoga, California. Cathleen Boyer, CMC, City Clerk Memo To: City Council From: John Cherbone, Public works Director Date: February 7, 2006 Re: Use of North Campus Funds Priority Setting Exercise: To determine the use of the proceeds from the sale of the "North Campus" property a priority setting exercise will be used. This exercise follows the same principles as used before by City Council to determine priority on various issues. Process: 1. Each Council Member will be asked to submit a project for funding consideration. This process will continue until Council has submitted all proj ects. 2. City Council will take a 5 minute break while staff assigns costs to each project. 3. Each Council Member assigns one priority ranking sticker to each project (Green, Yellow, or Red). 4. Ranking is determined by highest to lowest score. 5. Projects are funded according to priority ranking until available funds are used. Notes: • Each member of City Council will be given personalized color stickers. The stickers will be in three colors with the following values: Green = 3, Yellow = 2, and Red = 1. • If the project is a reserve or sinking fund please indicate level of funding. Saratoga Civic Center Master Plan Program Summary February 2006 2 Construction Cost Item Facility Program Area (SF) Cost / SF (2006 Dollars) 1a Community Room New Freestanding Community Room in Existing Landscaped 1 5000 $325 $1,625,000 Area lb Community Room ;Community Room Plaza 5000 $40 $200,000 1 C Community Room Enclosed Outdoor Garden 2275 $35 $80,000 2a Civic Theater Renovate Existing Theater for Community Room 8,640 $275 $2,376,000 2b Civic Theater Enclosed Outdoor Garden 1,375 $35 $49,000 ­r"�'Nr 3a Community Center/ Senior New Construction for Senior Center 2,800 $300 $840,000 Center 3b Community Center/ Senior Interior Circulation Renovation 1,500 $110 $165,000 Center 3C Community Center/ Senior Center Drop Off Zone /Landscaping 8,000 $20 $160,000 4 Community Center Renovate Multi- Purpose Room to Fitness / Sports Room 3,500 $150 $525,000 5 Community Center Classroom 1,100 $250 $275,000 NOTES: 1. Program includes 3,000 sf Community Room, Lobby, Restrooms, Kitchen, Storage, Office, and Circulation. 2. Construction costs only. The following soft costs will need to be allowed for in calculating total project costs: Architectural / Engineering Fees (10 -15% of construction costs) Surveys, soils reports, testing, inspections, fees, permits (2 -3% of construction costs) Fixtures, furnishings, equipment and technology (10 -15% of construction costs) Temporary facilities / moving expenses (varies) Hazardous materials abatement (varies) Project / Construction Management (0 -6% of construction costs, depending on City's capacity to staff internally) Cost escalation (4 -6% per year) Project contingencies (5 -10 %) 3. Basketball court layout will not fit in the existing room. Area calculation assumes storage remains as is. Z Council Retreat - 2005/2006 Work Plan SixrMonth Status Report Council Projects Status FIX VILLAGE PARKING This item resulted in a change to the Parking Ordinance in the Village eliminating parking requirements for new occupancies within limits of existing parking districts capacity for a 3 -year period. The Ordinance was adopted by Council on January 18, 2006 and will go into effect February 17, 2006. SALE OF PROSPECT ROAD General Plan, Zoning and Sub - division Plan approved by Council. Bids PROPERTY for purchase solicited and 7 bids received. Council authorized staff on February 1, 2006 Council meeting to negotiate with high bidder. Sale documents scheduled for Council consideration scheduled for March 1, 2006 Council meeting. . REVIEW FLOOR AREA SITE Council discussed this issue in several Joint meetings with the COVERAGE VS. BULK + DESIGN Planning Commission. Staff brought to Council a list of planning related ordinances for prioritization. An ordinance dealing with this topic was not selected by the City Council for further action at that time. UPDATE GP General Plan consultant hired in December 2005. Citizen Advisory Committees on land use and parks and trails re- activated. First meeting with each committee held in January. General Plan issues brought to Council Retreat for discussion February 2006. UPDATE VILLAGE PLAN Village Adhoc Committee focused on amending Village Guidelines and Village Parking between July and December 2005. Final changes to both documents developed in December 2005 awaiting additional staff support (ACM) for further progress. Starting January of 2006 Adhoc Committee has been focusing on development priorities for the Village and is scheduling a field trip to the City of Pleasanton on February 15, 2006. BACK LOG ROAD Pavement Management Program funding increased in FY 2005/06 by MAINTENANCE (PMP) $530,000 via Federal Surface Transportation Program Funds. $367,000 is expected in FY 2006/07 via the same source. DE ANZA TRAIL Currently the project is in the environmental /design phase, which is expected to be completed by fall. INCREASE SHARE Discussion ongoing between Public Works staff and school districts to SCHOOL FACILITIES arrange for possible field use at Prospect High in exchange for easement. Discussions ongoing with West Valley College between City Manager and College President. FUND COMMUNITY ROOM, IMPROVEMENTS TO COMMUNITY CENTER AND SENIOR CENTER Noll & Tam Architects commissioned to develop site plans and preliminary scoping for net 3,000 sq. ft. community room plus 2,000 sq. ft. auxiliary space (lobby, kitchen, anteroom, restrooms.) & conversion of existing large room @ community center to multi - purpose room, adding 2,800 sq. feet onto Senior Center & replacing Recreation Portable with permanent classroom. Cost matrix and site layout options will be made available at Retreat. KMP ISSUE Kevin Moran Task Force finished Phase I process in December 2005. Public Hearing held on January 4, 2006; Council decision to go forward with recommendations to develop park with one full size soccer'field, parking and restrooms. Architect commissioned to provide conceptual alternatives for park. KMP Task Force Phase II meeting scheduled for February 27 — Task Force comments due back to Council March 15. (Pending Council approval of two week extension.) SURVEY BUDGET EDUCATION City Survey conducted between November 30 and December 5, 2005. Survey presented to Council at the January 18, 2006 Council meeting., UPDATE PD (VILLAGE PLAN) Council discussed this issue in several Joint meetings with the Planning Commission. Staff brought to Council a list of planning related ordinances for prioritization. An ordinance dealing with this topic was not selected by the City Council for further action at that time. FUND INFRASTRUCTURE Improvements funded through the CIP. Maintenance funded through the adopted Operating Budget. SASCC -REC Council has given direction to add a Scope of Work element to the new contract with SASCC scheduled for June 2006. LEASE FLAT GRASS Discussions ongoing between city manager and college president. @ WVC SINKING FUND FOR CITY OWNED PROPERTY Council has given direction to add a provision to all future contracts subleasing city property to address this issue. Hakone. and library already addressed. City Council Retreat - June 24, 2005 Work Plan July 2005 - December 2006 Aug '05 Oct 105 Dec'05 Feb'06 Apr'06 June'06 Aug '06 Oct'06 Dec'06 July '05 Sep '05 Nov '05 Jan '06 March '06 May '06 July '06 Sep '06 Nov '06 FIX VILLAGE PARKING CD /CMO FUND 6,000 SQ FT ROOM I I i I I I_ I i I I I I I I I I I Rec, PW, CD OR CHANGE THEATER I I I I I I I T I SALE OF PROSPECT RD PROPERTY PW, CD KMP ISSUE PW REVIEW ERE E OVAG CD VS. BULK + DESIGN SURVEY BUDGET CMO EDUCATION UPDATE GP I I I �� Ir �_ CD UPDATE PD I I I I I I _ I I I I I 1 I I I I I I CD (VILLAGE PLAN) I I UPDATE VILLAGE PLAN I I I I I I I 1 I I I I I I I I I I CD /CMO I FUNDINFRASTRUCTURE I I I I I I I I I I I I PW I I I I $2MIL BACK LOG RDS�� I PW T I 1 I SASCC -REC REC DE ANZA TRAIL PW LEASE FLAT GRASS PW @ WVC INCREASE SHARE REC SCHOOL FACILITIES SINKING FUND FOR REC CITY OWNED PROPERTY FENCES CD ONGOING Planning Commission Issues Oral Presentation By Richard Taylor 50TH ANNIVERSARY LUNCH PRESENTATION Saratoga 50th Anniversary Committee (50 -SAC) Report to Saratoga City Council Date: Feb. 10, 2006 From: Paul R. Conrado, Chairman Committee members: Paul Conrado, Chair Marlaine Griffin Joan Pisani, Asst. Chair Priscilla Ho Brigitte Ballingall Yvonne Lampshire Ernie Brookfield Mark Linsky Ann Marie Burger, Secretary Lee Murray Dr. Arvin Engelson Geetanjali Arunkumar Chuck Page, Fundraising Sheri Benjamin, Marketing/PR Schedule: 50 -SAC Committee has met eight (8) times since our initial meeting on July 12, 2005. We have identified and obtained commitments from local organizations to stage the nineteen events we have planned for September, 2006. First event will take place on Saturday, Sept.2, and last event on Saturday, Sept. 30. Attached is a calendar with a tentative schedule of events. Organizations involved: 50 -SAC Committee is acting as an oversight committee responsible for overall marketing and public relations for the month's events. Each committee member is acting as a liaison for one or more events, helping the participating organization plan and carryout their event. To date, participating organizations are: AYSO Soccer Saratoga Fire Department West Valley College Saratoga Youth Commission Hakone Gardens Saratoga Trail Committee Saratoga Museum Saratoga Recreation Department SASCC Faith Community Saratoga Chamber of Commerce Shady Shakespeare Theater Saratoga Sister City Sheriff s Department Saratoga Historic Foundation SVDC Garrod Farms Kiwanis Club Saratoga Rotary Foothill Club Lions Club Financing: It is my understanding that the Saratoga City Council has allocated $20,000 to fund this event. We anticipate that our marketing efforts will cost in the neighborhood of $20,000. It is the goal of the 50 -SAC Committee to raise $20,000 from private enterprises, individuals, and grants so that the City of Saratoga will be reimbursed fully for the cost of this celebration. To date, no funds have been raised. Committee needs: We request the following from Saratoga City Council: • Ability to sign-up volunteers: we want the City to act as a clearinghouse for volunteers, collecting names and disseminating to participating organizations. • Liability insurance coverage for events: we want the City to provide umbrella insurance coverage for all events, organizations, and individuals. • In -kind services: we want the City to waive all permit and rental fees to organizations staging events, and all charges for City facilities. In addition, we need City Public Works support for parade, street dance, and car show. • Support of City staff.- we need Joan Pisani's support as asst. chair to help coordinate the events planned. To a lesser degree, Rec. Dept. and Public Works as outlined above. City of Saratoga 50th Anniversary Celebration SEPTEMBER, 2006 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 " Other non - scheduled events: Historical museum open house, School events, Saratoga Library events. AYSO Soccer Items in red bold may.require fundraising efforts. Tournament City trail hikes 3 4 5 6 7 8 9 AYSO Soccer Labor day SASCC High Tea @ Neighborhood block Tournament Firemen pancake Senior Center. parties breakfast City trail hikes Heritage Family bike ride and walk 10 11 12 13 14 15 16 Car Show /Taste of West Valley College West Valley College West Valley College Saratoga Day @ WVC. West Valley College Tennis Tournament Saratoga events events events events @ WVC Street Dance. Battle of the Bands 17 18 19 20 21 22 23 Tennis Tournament Hakone Gardens Sister City event at @ WVC Moon Viewing event. Community center Shady Shakespeare Theater @ Wildwood Park 24 25 26 27 28 29 30 Saratoga Parade Former Mayor and Garrod Farms Wildwood Park BBQ Council reception. Hoedown Dance Foothill Club open house. City of Saratoga 50th Anniversary Celebration SEPTEMBER, 2006 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 * Other non - scheduled events: Historical museum open house, School events, Saratoga Library events. * Garrod Farms Dance AYSO Soccer Items in red bold may require fundraising efforts. Tournament City trail hikes 3 4 5 6 7 8( it,& Comm AYSO Soccer Labor day SASCC High Tea @ Neighborhood blo Tournament Firemen pancake Senior Center. parties breakfast City trail hikes Heritage Family bike ride and walk (b,lka }sac( s� 10 11 12 13 14 15 16 Car Show/Taste of West Valley College West Valley College West Valley College Saratoga Day @ WVC. West Valley College Tennis Tournament Saratoga events events events events @ WVC Street Dance e the Bands aft of CbccX%eA l) coc fVIAi" n) 17 18 19 20 21 22 23 Tennis Tournament Hakone Gardens Sister City event at @ WVC Moon Viewing event. Community center Shady Shakespeare Theater @ Wildwood Park �C061I1�L� 24 25 26 27 28 29 30 Saratoga Parade Former Mayor and Wildwood Park BBQ Council reception. Foothill Club open house. E- Government Transition Plan OBJECTIVE: Create a short term and long term plan for leveraging technology to make the City more efficient and more open to citizens. GOALS: To provide ease of access to an actively managed website that provides real time information and e- government solutions for Saratoga residents. • Develop a new look and feel for City internet presence (i.e. website makeover) • Develop vertical application for each City Department that will facilitate online access creating data of value to our residents. • Integrate data from vertical applications which will enhance the value of data over that of each application as a standalone. Phase I 6,1W/0i5 • Implement template for website make -over. • Transferring the content from our current website onto Palo Alto's template. • Create a management tool for the website to allow each department to update contents. • Create calendar of city events, community calendar • Search engine capacity for the website • Human Resource page for online job announcements and application process, job descriptions, MOU. • Polling for issues or opinions at discretion of City Council. • Public Works page for road closure, maintenance, and upcoming projects. • Economic development page for demographics, dining guides, lodging, events, etc. • Departmental or Functional FAQ's (i.e. New Planning Department FAQ's) • Website tracker (hits, types of browsers used, time, etc...) Phase II • Streaming video or web casting of City Council / planning commission meetings. • Virtual tour of Saratoga Phase III • Group -list software for coordinating projects with citizen involvement. • Online planning process / status integration. • Online permits. • Online business licenses. • Online GIS. • Online City records and documents. • Paperless Council agendas. • Wi -Fi linkage to staff reports and supporting documents during Council meetings. • Intranet for employees. 'T CURRENT WEBSITE Welcome to the City of Saratoga —About Saratoga City Council City Commissions City Departments Apps /Permits /Forms Munidpal Code Employment volunteering Publications Resource Links Buslnes5 What's New? Contact Us current Projects Emergency Preparedness CA L IF O R N IA ®. PIP IiN Incorporated October 22. 1 NO New Information Holiday Season Crime Prevention Tips IM Emergency Response Exercise 92 Special Election - November 8th Information 92 Community Awareness Emergency Prepareness Tree and Bench dedication program guideline and application ` Preferred Language Survey Complete Winter Activity Guide h „`ya rilt'� MEMORIAL ARCH - SARATOGA, CALIFORNIA Shortly after World War I, the Arch was built in memory of Saratogans who died in the conflict. It was moved from the Blaney Plaza across the street and designated as a state registered landmark No. 435 in 1950. With the construction of the new fire station in 2004, the Arch was relocated near it's original location in Blaney Plaza. Questions/Comments Email: Ben Cheng Announcements The City of Saratoga Office Hours City of Saratoga survey results - Smart Permit - Key findings memo Sand bags will be available thru April 1st, 2006 at the corporation yard on 19700 Allendale Ave. Saratoga Recognized as - number 26 in "Best Places to Live 2005 _ Household Hazardous Waste Info Free Home Composting Classes Offered by the County Street sweeping schedule Saratoga, CA 72 of Partly Cloudy at 3:53 PM A— Click for Forecast • Bay Area Traffic http://www.saratoga.ca.us/ 1 of 2 2/7/2006 4:56 PM Council Members http:// www .saratoga.ca.us /cmo /elected.htm Saratoga Council Commissions Depts Apps/Forms/Permits Municipal Code Misc Contact Us Norman Kline, Mayor Term Ending: 11/06 (408) 867 -0743 - Home (408) 741 -2320 Ext. 204 kline(aD_caspr.com Ann Waltonsmith Term Ending: 11/08 (408) 867 -9723 - Home awaltonsmithcJD_saratoga.ca. us 1 - tIAOH�i Aileen Kao, Vice Mayor Term Ending: 11/08 (408) 868 -9371 - Home a kaoasa ratoga. ca. us Kathleen King Term Ending: 11/06 (408) 605 -5251 (408) 867 -7586 - FAX kk2king(c�saratoga.ca.us To send e-mail to the entire City Council, click here Nick Streit Term Ending: 11/06 (408) 741 -5544 Home (408) 983 -1040 Work (408) 983 -1080 FAX nstreit(a)cpa- online.com To send e-mail to the entire City Council, click here (If you are using MS Outlook) of 1 2/7/2006 5:19 PM FUTURE. WEBSIITE-. Welcome to the Official City of Palo Alto Website file: / / /C:/ Documents% 20and %2OSettings /ben.COS.NT/Desktop /city... the city of california C4tlFOa�sr Incorporated October 22 195c Search: iei Advanced Browse By Topic - Pr ! a Information Desk: Emergency Services 650- 329 -2100 SPOTLIGHT Flood Information City Services Phone List 41� G GHT Earth Day Film Festival Festival Creek Monitor 1110 Apply for Storm Drain About Saratoga / Welcome ��R�, �� � Committee f Photos,Videos,Maps iii 0 2006 -2016 Long Range Contact the City - Financial Plan Community Links 1110 2005 -06 Budget -in -Brief Agendas /Minutes /Report s 1110 Children's Library Set to Close for Remodeling Job Opportunities - 1110 Available Commercial Property City Calendar Special Events 1110 Police Department 5 -Year O I Strategic Plan Survey h, M* Winter 2005 -06 Enjoy! - Featured Sites Classes and Activities select a site.. '�' wu, Learn more about the Leaf r . Blower Ordinance (select featured site from list and click . 'Go' button) iii 0 Press Releases 260 m* Planning Division posts Palo Alto Community Profile to the web. Copyright © 2003, City of Saratoga. Please read our AcceptableUse Policy This page was last reviewed: February 7, 2006 1 of 1 2/7/2006 5:02 PM City of Palo Alto - Meet Your Mayor and City Council file: / / /C:/ Documents% 20and %2OSettings /ben.COS.NT/Desktop /city... the city of ' Incorporated October 22, 1956 Search: Advanced Browse By Topic Home > City Council Council Agenda Emails Agendas /Minutes Meeting Schedule Redevelopment Agency Finance Committee Policy & Services Committee Municipal Code Procedural Rules How To Contact City Roster Top '5' Priorities Boards & Commissions Minutes Archive Council Protocols State of the City Address 2005 State of the City Address Archives: 2004, 2003, 2002 Meet Your Mayor & City Council citv.council @citvofpaloalto.org Current agendas are posted at the Downtown Library. NOTICE: VIDEOTAPES OF COUNCIL MEETINGS Effective Julv 1. 2003 Government Channel Programming, Channels 26 and 29, PDF 43k Committee E -mail Addresses: You can send e-mail to members of each committee using the following e-mail addresses: Finance Committee, Policy Committee, City - School Liaison Committee. The terms of the Mayor and Vice Mayor are for one year and expire at the first meeting in January. Kathleen King Council Member Norm Kline Mayor Aileen Kao Vice Mayor Ann Waltonsmith Council Member id, % Nick Streit Council Member Copyright © 2004, City of Saratoga. Please read our Acceptable Use Policy This page last reviewed: February 3, 2006 1 of 1 2/7/2006 5:08 PM I� City of Saratoga Community Development Department MEMORANDUM TO: Mayor and City Councilmember's FROM:, John F. Livingstone, Community Development Director fi DATE: February 10, 2006 RE: City Council Retreat- General Plan Update REPORT BACKGROUND:. The Planning Department is in the process of updating three Elements of the City's General Plan: the Land Use Element, Conservation Element and the Open Space, Recreation and Trails Element. The Land Use Element was last updated in 1983, the Conservation Element in 1988, and the Open Space Element in 1993. Staff initially attempted to update the Elements; however, they have been unable to meet performance expectations due to limited staffing and permit processing obligations. In August staff sent Requests for Qualifications /Interest (RFQ) to fourteen (14) consulting firms located throughout the Bay Area to update the three (3) Elements. Staff received six (6) responses and sent out a Request for Proposal (RFP) to all responding firms. Of the six (6), only three (3) submitted a formal proposal. Staff invited all three (3) firms.to participate in a panel interview consisting of two (2) members of staff, a Land Use Advisory Committee representative, a Trails and Parks representative, and a Planning Commissioner. One (1) firm declined an interview. The consulting firm of Ungo - McCormick Consulting was selected. Ms. Ungo - McCormick is currently providing planning consultant services to the City. Ms. Ungo - McCormick submitted a bid with a projected completion date of December 2006. COUNCIL DISCUSSION: Staff met with both the Land Use Advisory Committee and the Trails Committee in January. Both committees had been put on hold until the new process could start. The committees were originally going to conduct major updates of each General Plan Element (see attachment #1 list of sections). It is important for the Council to provide staff with direction on their preference for the scope and size of the project for the three General Plan Elements. The City Council has expressed interest in a number of policies covered by the General Plan. The following is a list of these policies: City Council Retreat February 10, 2006 a. Page2 Land Use Policy Issues 1. Village Development 2. New two story structures in transitional neighborhoods 3. Floor Area Ratios Intent (Entitlement vs. Limits) 4. Create a PD designation 5. Housing Element - currently limited to rental units of a small size in the mixed use zone 6. Change the Professional Office designation on the property on Saratoga Avenue at Hwy 85 to a Commercial Mixed Use designation 7. Wireless /Cellular Sites 8. Bed and Breakfast 9. Review GP and Zoning on 11 parcels of land with inconsistent designations Conservation, Trails and Open Space Issues 1. Should future trails that may never go anywhere be designated on the trails map? 2. Review how parks are designated as either a Community park or Neighborhood Park; or should we drop the designation altogether? 3. Incorporate the Trails Master Plan in the update FISCAL IMPACTS: The budget for this fiscal year includes a 1% General Plan Maintenance Fee on building permits. Based on average building permit fees generated in past years the Planning Department is estimating available revenue to be approximately $70,000.00 for Fiscal Year 05/06 which will be able to provide the update of the three elements. FOLLOW UP ACTIONS: As directed by the Council. The Council may request that a Joint Study Session be provided with the General Plan Update Committees. ATTACHMENTS: 1. Minutes from the January 9, 2006 Land Use Advisory Committee meeting 2. Minutes from the January 17, 2006 Open Space Conservation Element Committee 3. March 3, 2004 Staff Report for the Citizen Advisory Group 4. Minutes and Staff Report on the 11 parcels of land 5. Parks Map Attachment..1 Land Use Element Update Land Use Advisory Committee Meeting January 9, 2006 (5:30 p.m.) In attendance: Land Use Advisory Committee: Cynthia Barry, Trish Cypher, Tom Marantette, Mark Weisler (present) Wanda Kownacki, Doug Robertson (absent) Staff: Therese Schmidt Consultants: Deborah Ungo- McCormick, Jerry Haag. Introduction: Therese Schmidt introduced herself as staff liaison and project manager for the Land Use Element/Conservation and Open Space Element Update. She briefed Committee on changes in staff and RFP process and consultant selection process to complete the update of elements. In addition, discussed limited scope as an update to bring in conformance with current State Guidelines and need to meet tight timeframe of approval by December 20.06. Deborah Ungo- McCormick and Jerry Haag introduced themselves as new consultant team and described experience, work scope and anticipated timeline. Review of work by Committee: Therese provided copy of the most recent Land Use Element Draft as provided by Christy Oosterhous (8/31/05) and asked direction from Committee on where they left off and potential issues or hot points. Work review was divided among Advisory Committee members (see list). Therese noted that it was staff's understanding that Christy had incorporated most changes /revisions, except where identified in bold. Committee had not had a chance to review "final" version. Cynthia noted that during the RFP interview process she was made aware of the fact that Area Plans are not requirements of the General Plan Guidelines and could potentially be consolidated or eliminated. The rest of the Committee was not comfortable in doing either and felt it was well beyond the scope of work. What was envisioned was to consolidate Areas for Public Outreach Meetings. Trish noted that the Area Plans still need work and verification to determine where action items have been completed since they were adopted, and where need to remain as policies /action item. Mark noted that he worked on telecommunication section but was reduced down to mainly cellular policies and questioned why. Committee also discussed potential 'visioning' discussions during Public Outreach component to allow where the vision of the City is as compared to 1980' when the original General Plan was adopted. Therese emphasized that scope is primarily to update the existing document and make it more user friendly. Scope and budget does not allow for major modifications to the document. Trish noted survey to determine how City is doing was conducted by a consultant and is online. Discussion of Issues: Issues identified by Committee members were: • Potential consideration of 2 "d story restrictions in single - family districts (Tom) Rezoning of 11 properties identified where zoning in conflict with general plan designation (Mark) • Cellular communication discussion /policies should be expanded to cover all telecommunication facilities (Mark/Trish) Discussion of Schedule: • Background Sections and draft policy review — January, Feb. • Outreach Program (consolidated Areas) — target April — May • Recommended public hearings after Summer (Sept — November) to make sure folks are back from vacations. Next steps: As part of Background /Compile Data, staff will meet With Trish to go over files and check back on where they left off since last meeting (early 2005). Committee concurred that at this point it does not appear that they would need every two weeks as most work has been done. Meetings should be scheduled according to need for input by the Committee. Will schedule 2nd meeting with Citizen Advisory Committee (potentially end of Feb.) to bring back what has been done and see where we are lacking. DRAFT TIMELINES FOR COMPLETING SECTIONS SECTION L'ECER$e� �74v " 7.v` N. C TM �QtLIS VL.V/ ISIaVIp \V T WVG Development potential vacant Oarcels dr, tc, staff X Changing GP designations (forMerly rezoning) mw, staff X Design Review wk, dr, staff X Existing land use data staff Dbase research onl Watersheds tc, staff X Sustainability tc, dr, staff X Cellular mw, tc, staff X Annexation wk, staff X Hillside Development cb, wk, staff X Williamson Act tc, staff X Arbor Resources mw, wk, staff X Professional Office tm, staff X Area Plans staff & all X Introduction to Land Use Plan staff X Land Use Density Update DOF staff X Citizen Initiatives cb, tc, staff X - Single story overlay cb, staff X Quasi Public Facilities tm, staff X _ Economic Vitality dr, tm, staff . X Historic Resources dr, tm, staff X Second Dwelling Units cb, staff X Mixed Use Standards cb, staff X Code Enforcement cb, dr, staff X Land Use Map and Categories tc, staff X cb= cynthia, wk= Wanda, tm= tom, dr =doug mw= mark, tc =trish date revised 121812004 Legend: Bold:Staff drafted and committee will need to review Italic: Committee has worked on these sections r I Advisory Committee for the General Plan Land Use Element Update Cynthia Barry 19,281 San Marcos Road Saratoga, CA 95070 Phone (408) 867 -3877 ~ Email: DrcbarryOu aol com . Trish Cypher P.: Box 3.325 Saratoga, CA 95070 Phone: (408) 871 -1846 Email sch.istneartlink net Wanda Kownacki 19280 Bain-ter Avenue Los Gatos, CA 95030 Phone: (408) 354 =6651 Einaii: wkn.ownacki @,,aol.com Tom Marantette 13654A nni e Way .Saratoga, CA 95070 _ Phone: (4`08) 741 -8765 Email: hnar_antettencomcastaet Doug Robertson 19172 DeHavilland Drive :Saratoga, .:CA: 95 0 7 0 Phone: (40:8) 996 =8363 Email: dougrobertson(a?yahoo cons Mark Weisler 20161 Hill Ave .Saratoga, CA 95070 Phone: (408) 867 -9377 Emailmark:weslerr�comcasi net Christy Obsterhous, staff Planning Department 13777 Fruitvale Avenue Saratoga, CA 95070 Phone: (408) 868 -1286 direct line Email: coosterhousnsai atova ca ns i Confidential.- Not for Distribution Please advise staff if any of the above information needs updating, correcting, or revising. S /7G /�nnA Attachment 2 Open Space and Conservation Element Update Advisory Committee Meeting January 17, 2006 In attendance: Trails Committee: Anne Sanquini, Bill Brooks Staff: Therese Schmidt, Associate Planner Consultants: Deborah Ungo - McCormick, Introduction: Therese Schmidt introduced herself as staff liason and project manager for the Land Use Element/Conservation and Open Space Element Update. She briefed the Committee on changes in staff and RFP process and consultant selection process to complete the update of elements. Deborah Ungo McCormick introduced herself as the consultant and described her experience, work scope and anticipated timeline. Review of work by Committee: Reviewed map prepared by Anne Welsh and work prepared by Terri Baron to determine the extent of the changes needed to bring the Trails Map up -to -date. Discussion of Issues: Concerns from group that the existing map doesn't contain correct information. Discussion of Schedule: Staff will return to the Committee in February with Anne Welsh's information incorporated into the existing Trails Map for review and discussion by the Committee. di Attachment3' w' 10 MEETING DATE: • SARATOGA CITY COUNCIL March 3, 2004 AGENDA ITEM: ORIGINATING DEPT: Community Development CITY MANAGER: PREPARED BY: Christy Oosterhous, AICPKDEPT HEAD: Associate Planner SUBJECT: Citizen advisory committee for the General Plan, Land Use Element Update. RECOMMENDED ACTION: Direct staff to advertise for volunteers to participate on a citizen advisory committee for the General Plan Land Use Element Update. REPORT SUMMARY: Public participation will play an important role in updating the Land Use Element of Saratoga's General Plan, which was last adopted in 1983. At the direction of the Council, .staff will advertise for volunteers to participate on a citizen advisory committee for the Land Use Element Update. Staff will organize interviews to be conducted by the Council with interested persons. The Council will appoint approximately five citizens to work with staff on the advisory committee. State law specifies during the preparation or amendment of the general plan, the planning agency shall provide opportunities for the involvement of citizens, public agencies, public utility companies, and civic, education, and other community groups, through public hearings and any other means the city or county deems appropriate. While there is no legal requirement that an advisory committee be formed some cities and counties have found them useful to help identify issues, as well as to encourage public participation. Staff will work closely with the advisory committee to ensure a well - design public participation program is implemented to achieve the following: • Inform the public of the ongoing general plan update. • Obtain public input regarding major issues, community objectives, and plan policies. • Provide the public with opportunities 'to evaluate alternative plans and to participate in choosing the preferred alternative, as needed. • Inform decision makers of public opinion. • Work towards community consensus. 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 F) Environmental Review of the 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 2/19/2004 1 C) Extensive landscaping shall be required. 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) Amend 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). 2/19/2004 ttachmen Page 10 of 13 the proposed safety improvements on Highway 9. Citizen Ray requested that the neighboring cities bring Highway 9 up to modern highway safety standards. Anne Sanquini stated that she was a member of the Citizens for Highway 9 Safety Group. Ms Sanquini stated that the group fully supported the proposed plans and requested that the Sheriff's Office permanently place the radar trailer back on Highway 9. Denise Michel noted that she was the Vice President of the Village Green Neighborhood Association. Ms. Michele noted that she fully supported the proposed improvements at Oak Street. Ms. Michele suggested that Saratoga investigate ways to gain control over Highway 9. Joanne Peth noted that she is a Monte Sereno and fully supported the proposed safety improvements. Ms. Peth thanked Director Cherbone and Mr. Rashid for their work and complimented them on working with the community. BOGOSIAN /STREIT MOVED TO APPROVE A PROFESSIONAL SERVICE CONTRACT WITH ALLIED ENTERPRISES IN THE AMOUNT OF $12,000; AUTHORIZE CHANGE ORDERS UP TO $1,000; ADOPT RESOLUTION APPROVING BUDGET AMENDMENT; CONTACT THE SHERIFF'S OFFICE AND DIRECT THEM TO DO AGGRESSIVE ENFORCEMENT ON HIGHWAY 9. MOTION PASSED 5 -0. NEW BUSINESS 5. INSTALLATION OF TWO (2) EXTERIOR WALL PLAQUES AT SARATOGA LIBRARY STAFF RECOMMENDATION: Accept report and direct staff accordingly. Lori Burns, Human Resource Analyst/Library Commission Liaison, presented staff report. Analyst Bums explained that the Library Commission would like the City Council to .------accept- their -recommendati -on-to-instali- two - exterior -+all pl- aques -at- the- S- ar- atoga - - - -- -- - - Library to explain how and why names are displayed on book spines, bricks and tiles. Consensus of the City Council to accept report and accept the Library Commission's request to place exterior plaques at the Saratoga Library. 6. GENERAL PLAN MAP /ZONING MAP INCONSISTENCIES STAFF RECOMMENDATION: Accept report and direct staff accordingly. Page 11 of 13 Councilmember Kline noted that he would recuse himself from the discussion of this item due to the fact that it could affect his property. Tom Sullivan, Community Development Director, presented staff report. Director Sullivan explained that a Zoning Ordinance Amendment was proposed for several parcels to conform with the zoning to the maximum density permitted under the General Plan land use map. These particular parcels are designated Residential Low Density (RLD) in the general Plan map, which was adopted by the City in. 1987. These parcels are currently zoned r -1, 40,000, which requires a maximum lot size of 40,000 square feet. The RLD designation in the' General Plan translates to a minimum lot size of 20,000 square feet. Parcels in a particular area of Saratoga are zoned R -1, 30,000 and have a general Plan designation of RLD, which allows 20,000 square foot lots. Director Sullivan explained that Section 65300 of the California Government Code requires cities to adopt a comprehensive, long -term General Plan for the development of the city and any land outside the city, which bears relationship to the city's planning. Section 65860 of the California Code requires the Zoning Ordinance to be consistent with the adopted General Plan. The State General.plan Guidelines state the "an action, program, or project is consistent with the general plan if, considering all its aspects, it will further the objectives and policies of the general plan and not obstruct their attainment ". Because of the General:Plan specifies only a minimum permissible parcel size, it does not preclude larger parcel sizes or zoning requiring larger parcel sizes. Director Sullivan stated that to promote conformity between the General Plan land use map and the zooming map, however, staff had proposed to the Planning Commission the adoption of a resolution recommending that the City Council rezone the properties to specify the same minimum parcel size as established by the General Plan land use map. Director Sullivan stated that on February 25, 2004 the Planning Commission determined that the current zoning best reflected the conditions in the area and General Plan and related polices other than the land use map. It was also discussed that an effort was already in place to update the Land Use Element of the General Plan and that the General Plan land use map should be considered for amendment as part.ofthat update. Director - Sullivan- stated - that- thePlmming- Commission - favor-ed - - - -- - -. - -- - -.. the lower density solution in all cases. Director Sullivan stated that there are 11 parcels subject to rezoning in terms of address, lot size and maximum allowable floor area. Director Sullivan described the subdivision potential and maximum floor area Director Sullivan explained the City Council options as follows: 1) Endorse the Planning Commission's direction 2) Direct staff to prepare General Plan amendments in advance of the current update process. Page 12 of 13 Councilmember Bogosian stated that the 11 parcels should go back the Planning Commission and be looked at on a case -by -case basis for possible zoning amendments. Councilmember Bogosian also requested site visits be scheduled for each parcel for the Planning Commission and City Council. Councilmember Streit concurred with Councilmember Bogosian. AI Sturla noted that his mother owns property on Bonnie Brae. Mr. Sturla stated that her lot is approximately 43,000 square feet and her plan is to split the lot into two 20,000 square foot lots. Mr. Sturla requested that the City changed the zoning of this area to conform to the General Plan, which would allow his mother to split her property into two parcels. Mr. Sturla stated his mother feels the City is denying her property rights. Gary Stokes noted that he is a Civil Engineer who has been recently been retained by Mrs. Sturla to look into the possibility of splitting her lots. Mr. Stokes explained that without the zoning change Mrs. Sturla would not be able to split her lot. Gary Smith noted that he supported changing the zoning map. STREIT/KING MOVED TO DIRECT THE PLANNING COMMISSION TO EVALUATE THE GENERAL PLAN AMENDMENTS FOR THE 11 PARCELS LISTED IN THE STAFF REPORT. PASSED 4 -0 -1 WITH KLINE ABSTAINING. 7. VTPDE COMMITTEE APPOINTMENT STAFF RECOMMENDATION: Assign representatives from the City of Saratoga to the Committee. Cathleen Boyer, City Clerk, presented staff report. City Clerk Boyer stated that the Valley Transportation Authority (VTA) has requested the City of Saratoga appoint three representatives to the VTPDE Committee. This Committee will include three representatives form each city in Santa Clara County and will oversee the design enhancements process in projects - - - -- within- VTACs-V-alley"Transpo— ti--ation Plan (VTP): -_ -_— _._..---- .------ .- .--- - - - - -. BOGOSIAN VKLINE MOVED TO DIRECT THE ARTS COMMISSION TO APPOINT MEMBERS TO THIS COMMITTEE. MOTION PASSED 5 -0. AGENCY ASSIGNMENTS Mayor Ann Waltonsmith Sister City Liaison - reported that 65 from this area would travel to Muko, Japan in November to celebrate the 20th anniversary of the relation between Muko and Saratoga. SARATOGA CITY COUNCIL MEETING DATE: October 6, 2004 AGENDA ITEM: ORIGINATING DEPT: Community Development CITY MANAGER: PREPARED BY: Thomas Sullivan, AICP DEPT HEAD: SUBJECT: General Plan Map /Zoning Map Inconsistencies RECOMMENDED ACTION: Provide direction to Staff.. REPORT SUMMARY: Shaded Parcels are zoned R -1, 40,000 and have a General Plan Designation of RLD The RLD General Plan designation could allow 2.18 DU per acre or a 20,000 square foot lot. A Zoning Ordinance amendment was proposed for the above referenced parcels to conform the zoning to the maximum density permitted under the General Plan land use map. The above referenced parcels are designated as RLD Residential Low Density (allowing a maximum of 2.18 dwelling units per acre) in the General Plan map, which was adopted by the City in 1987. These parcels are currently zoned R -1, 40,000, which requires a minimum lot size of .40,000 square feet. The RLD designation in the General Plan translates to a minimum lot size of 20,000 square feet. Section 65300 of the California Government Code requires cities to adopt a comprehensive, long -term General Plan for the development of the city and any land outside the city, which bears. relationship to the city's planning. Section 65860 of the California Government Code requires the Zoning Ordinances to be consistent with the adopted General Plan. The State General Plan Guidelines state that "an action, program, or project is consistent with the general plan if, considering all its aspects, it will further the objectives and policies of the general plan and not obstruct their attainment." Because the General Plan specifies only a minimum permissible parcel size, it does not preclude larger parcel sizes. or zoning requiring larger parcel . sizes. To promote conformity between the General Plan land use map and the zoning map, however, staff had proposed to the Planning Commission the adoption of a Resolution recommending that the City Council rezone the properties to specify the same minimum parcel size as established by the General Plan land use map. As can be seen from the attached Planning Commission minutes for the February 25, 2004 meeting the Commission was of a mind that the current zoning best reflected the conditions in the area and General Plan and related policies other than the land use map. It was also discussed that an effort was already in place to update the Land Use Element of the General Plan and that the General Plan land use map should be considered for amendment as part of that update. The Commission favored the lower density solution in all cases. Parcel Specific Analysis of Impact of Rezoning The following list depicts the parcels subject to rezoning in terms of address, lot size and maximum allowable floor area. Address . Lot Size Maximum Floor Area A. P.N. R -1- 40,000 R -1, 20,000 20550 Lomita Ave. 23,450 sf. 4752 4752 517 -12 -022 20568 Lomita Ave. 20,744 sf. 4518 4518 517 -12 -021 20500 Lomita Ave. 29,199 sf. 5220 5220 517 -12 -020 14931 Vickery La. 35,107 sf. 5688 5688 517 -18 -018 28011 Audrey Smith La. 40,002 sf. 6,020 6000 517 -19 -085 28021 Audrey Smith La. 44,892 sf. 6,100 6000 517- 19-084 28020 Audrey Smith La. 48,362 sf. 6,180 6000 517 -19 -083 28010 Audrey Smith La. 51,946 sf. 6,240 6000 517 -19 -082 20170 Bonnie Brae La. 42,837 sf. 6060 6000 517 -20 -021 20161 Hill Ave. 42,803 sf. 6060 6000 517 -20 -016 20152 Hill Ave. 74,033 sf. 6700 6000 517 -22 -004 Subdivision Potential The zoning ordinance requires 20,000 square foot "net area" for parcels in the R -1, 207000 - zoning district. As the above table illustrates, seven of the subject parcels could be subdivided under the R -1, 20,000 zoning designation. Six of these parcels are currently developed with little area for subdividing with the exception of 20152 Hill Ave. Maximum Floor Area Since the maximum floor area for parcels in the R -1, 20,000 zoning district is 6,000 square feet, and the maximum floor area for parcels in R -1, 40,000 zoning district is 7,200 square feet, seven parcels will lose allowable floor area (Section 15- 45.030 (d) and (e)] with the proposed rezoning. -rl Since seven of the parcels exceed 20,000 square feet, the floor area calculations render their allowable floor area over the threshold allowable for the R -1, 20,000 zoning district and those seven parcels have a reduction in allowable floor area. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTIONS: 1. Endorse the Planning Commission's direction. 2. Direct staff to prepare General Plan amendments in advance of the current update .process. FOLLOW UP ACTION: As directed. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: 1. Letter from Mr. Weisler 2. February 25, 2004 Planning Commission minutes. n _rte ITEM 3 REPORT TO THE PLANNING COMMISSION Application No. #04 -002 - Rezone various parcels from R -1- 40,000 to R -1- 20,000 for General Plan consistency Location: 20152, 20161 Hill Avenue, 20170 Bonnie Brae, 28010, 28020, 28021, 28011, Audrey Smith Lane, 14931 Vickery Ave., 20500, 20550, 20568 Lomita Ave Applicant /Owner: Initiated by the City of Saratoga/ Various Owners Staff Planner: Ann Welsh, Associate Planner, AICP Date: February 25, 2004 Department Head: APN: 517 -22 -004, 517 -20 -016, 517 -20 -0217 517 -19 -082, 517 -19 -083, 517 -19- 084, 517-19-085,517,18-018,517-12-020,517-12-022,517-12-021 Shaded Parcels are zoned R -1, 40,000 but have a General Plan Designation of RLD The RLD General Plan designation allows 2.18 DU per acre or a 20,000 square foot lot, which is consistent with R -1, 20,000 zoning. Rezoning R -1, 40,000 to R -1, 20,000 Discussion A Zoning Ordinance amendment is proposed for the above referenced. parcels to maintain consistency between the General Plan and the Zoning Ordinance. The above referenced parcels are designated as RLD Residential Low Density, 2.18 dwelling units per acre in the General Plan map, which was adopted by the City in 1987. These parcels are currently zoned R -1, 40,000, which requires a minimum lot size of 40,000 square feet. The RLD designation in the General Plan dictates a minimum lot size of 20,000 square feet. Rezoning these parcels to R -1, 20,000 will restore consistency with the General Plan. Consistency between the General Plan and Zoning Ordinance is mandated by Section 65860 of the California Government Code, which requires Zoning Ordinances to be consistent with the adopted General Plan. In addition, the California Constitution and Section 65800 of the California Government Code gives to cities the power to adopt and administer zoning laws, ordinances, rules, and regulations. Section 65300 of the California Government Code requires cities to adopt a comprehensive, long -term General Plan for the development of the city and any land outside the city, which bears relationship to the city's planning. In terms of CEQA, the proposed zoning map amendments are not exempt from CEQA. If the Planning Commission approves the proposed rezoning, an Initial Study and Negative Declaration will be prepared prior to review by City Council. Parcel Specific Analysis of Impact of Rezoning The following list depicts the parcels subject to rezoning in. terms of address, lot size and maximum allowable floor area. Address Lot Size Maximum Floor Area A. P.N. R -1- 40,000 R -1, 20,000 20550 Lomita Ave. 23,450 sf. 4752 4752 517- 12-022 20568 Lomita Ave. 20,744 sf. 4518 4518 517 -12 -021 20500 Lomita Ave. 29,199 sf. 5220 5220 517 -12 -020 14931 Vickery La. 35,107 sf. 5688 5,688 517 -18 -018 - 28011 Audrey Smith La. 40,002 002s. 6000 517'1-9--D85- - 28021 Audrey Smith La. 44,892 sf. 6,100 6000 517 -19 -084 28020 Audrey Smith La. 48,362 sf. 6,180 6000 517 -19 -083 28010 Audrey Smith La. 51,946 sf. 6,240 6000 517 -19 -082 20170 Bonnie Brae La. .42,837 s£ 6060 6000 517 -20 -021 20161 Hill Ave. 42,803 sf. 6060 6000 517 -20 -016 20152 Hill Ave. 74,033 sf. 6700 6000 517 -22 -004 Subdivision Potential The zoning ordinance requires 20,000 square foot minimum lot size for parcels in the R- 1, 20,000 zoning district. As the above table illustrates, seven of the subject parcels could Rezoning R -1, 40,000 to R -1, 20,000 an. be subdivided under the R- 1,20,000 zoning designation. Six of these parcels are currently developed with little area for subdividing with the exception of 20.152 Hill Ave. Maximum Floor Area Since the. maximum floor area for parcels in. the R -i; '20,000 zoning district is 6,000 square feet, and the maximum floor area for parcels in R -1, 40,000 zoning district is 7,200 square feet, seven parcels will lose allowable floor area [Section 15- 45.030 (d) and (e)] with the proposed rezoning. Since seven of the parcels exceed 20,000 square feet, the floor area calculations render their allowable floor area over the threshold allowable for the R -1, 20,000 zoning district and those seven parcels have a reduction in allowable floor area. Staff Recommendation Staff recommends adoption of the Resolution for Application # 04-002 in order to comply with the state mandate that the Zoning Ordinance follow the dictates of the General Plan. Enclosures: 1. Adopted General Plan Map (June 1987) 2. Adopted Zoning Map (June 1987 with revisions to October 1996) Rezoning R -1, 40,000 to R -1, 20,000 RESOLUTION NO. APPLICATION # 04 -002 RESOLUTION.OF THE PLANNING COMMISSION OF THE CITY OF SARATOGA RECOMMENDING THAT CITY COUNCIL AMEND CHAPTER 15 OF THE CITY CODE To REZONE VARIOUS R -1, 40,000 PARCELS TO R -1, 20,000 WHEREAS, the Planning Commission of the City of Saratoga is responsible for making recommendations to the City Council of the City of Saratoga with respect to the proposed amendments to the Zoning Ordinance of the City of Saratoga; and WHEREAS, the Planning Commission has conducted a public hearing to consider amendments to the Zoning Ordinance with respect to rezoning the following Assessor's Parcels: 517 -22 -004 517 -19 -083 517 -12 -020 517 -20 -016 517 -19 -084 517 -12 -022 517 -20 -021 517 -18 -018 517 -12 -021 517 -19 -085 517 -19 -082 WHEREAS, the above noted Assessor's Parcels are located at the following addresses. • 20152, 20161 Hill Avenue • 20170 Bonnie Brae • 28010, 28020, 28021, 28011, Audrey Smith Lane • 14931 Vickery Avenue 20500, 20550, 20568 Lomita Avenue WHEREAS, the California Constitution and Section 65800 of the California Government Code gives to cities the power to adopt and administer zoning laws, _ ordinances, rules, and regu anions.- -- .- - -- _ - - - - - -. - -- -- —.. - - _.... WHEREAS, Section 65300 of the California Government Code requires cities to adopt a comprehensive, long -term General Plan for the development of the City and any land. outside the City, which bears relationship to the City's planning. WHEREAS, Section 65860 of the California Government Code requires that a Zoning. Ordinance be consistent with the adopted General Plan. WHEREAS, the matter was considered at a duly noticed public hearing on February 11th 2004 at which time all members of the public were afforded an opportunity to comment on the proposed changes Rezoning R -1, 40,000 to R -1, 20,000 ii THEREFORE, BE IT RESOLVED that the Planning Commission hereby recommends 40,000 he Zoning Ordinance Map for the City of Saratoga be amended to change from R =1, to R -1, 20,000 the zoning designation of following assessor's parcels: 517 -22 -004. 517 -20 -016. , 517 -20 -021 517 -19 -082 517 -19 -083 517 -19 -084 517 -19 -085 517 -18 -018 517 -12 -020 517 -12 -022 517 -12 -021 PASSED AND ADOPTED by the Planning Commission of the City of Saratoga, State of California this 25th day of February 2004, by the following vote. AYES; NOS: ABSENT: ABSTAIN: Chair, Planning Commission ATTEST: Secretary, Planning Commission Rezoning R -1, 40,000 to R -1, 20,000 Attachment'l 0 ii oPJfha�'J�F /`;: J`` j� �j i i• _ Jt. OPF CFS IN OPF All i ri � % //`,' fir- :. /�,` '', �' � '�: • ; r• / �. , / : •, J s , +.� j � ,, �,`~�� .y ., /= r ^, ='� `•, / �l•��t�'� `t \` •',.�: 1. ref �. % ! ,,� �� . jai \_.�` i �'` ..- i'•• �{` .� ' ' y�y, \ _ ,. • "�. ._ _ , �` .. ., .•' :�`;. Sit 1 General Plan Map June 1987 Attachment 2 0 • a� R -1- 2 0,'400 -- Zoning Map June 1987 with amendments to October 1996 Attachment 5 -PROSPECT ROAD SPRING W Ft R S �-Y , MV-0-1kUl 9 617 Legend: Aa ZE' B ,FRBvUqT CLDBZJ:. UEN SPACE ' co LU EBQ 0�: - ------ 0 BarbeWe (PA BEAMU URA MPS] IC Agile Park 12777 Goleta Ave. LTI H Horseshoes Beaucharrips Park Beaucharrips Lane . Rcnic Tables Ballgrove Park I Bellgrove CArde Pastroonr. S Bmolglenpark 12734 Brcokglen Dr. T Tennis Congress Springs Pk. 12970 Gen Brae Dr. V Vollevball B CuitoPark 12855 Paseo Presada Seaton Ave. Foothill Park 20654 Gardiner Park 19085 Portos Drive Kevin Moran Park 12415 Sail ly Ave. Raven wood Park 13830 RavenvA)od Dr. D WbVDod park 23764 4th Street V) Blaney pL-m, Historical Park 2[)450 Saratoga-Los Gatos Road Q GdL FWftage Orchard: Corner of Saratoga & Fruitvale Ln Civic Center: ISM Fruitvale Avenue VERCE VISTA Warricir Huttcn Houser 13777A Fruitvale Avenue Ocimmiunity Cents: 19655 Allendale Ave Nxth Campus- 19848 Prospect Pbad Filakone Gardens: 21000 Big Basin Way Road Wuntain Winery: 14831 Pierce Villa Mxdatvo, Sanbxn-Skyline and Stevens Creek Park: www parkhere-org WUDUWD Fremont Older, Saratoga Gap, El Sereno, ERCRUFAY and Write Bello: wvm.openspace.org -PROSPECT ROAD SPRING W Ft R S �-Y , MV-0-1kUl 9 617 Legend: B Basketball 1/2 Court M Baseball/Softball 0 BarbeWe (PA Children's Play Area IC FMess Course H Horseshoes PT Rcnic Tables R Pastroonr. S Soccer T Tennis V Vollevball qsl , , Maullin Associates Opinion .Research & Public Policy ,=3n(147sis TO: All Interested Parties FROM: Sueanne McNeil Biotti Fairbank, Maslin, Maullin & Associates RE: City of Saratoga Community Satisfaction Survey DATE: December 13, 2005 In reviewing the results from the City of Saratoga Community Satisfaction survey', we've found residents are overwhelmingly pleased with Saratoga as a place to live, would like to revitalize the downtown area and support new economic development as a means to raise revenue for the City. Below are the key findings of the survey: Key Findings: ➢ Residents like living in Saratoga. Over half (57 %) said things in Saratoga are generally headed in the right direction while only 22% felt things were pretty seriously off on the wrong track. Virtually all rated Saratoga as an excellent or good place to live with 94% while only 6% rated Saratoga as only fair or poor as shown in FIGURE A on the next page. FIGURE A: LIVING IN SARATOGA RATING 1 Methodology: From November 30- December 5, 2005, FMM&A completed 500 interviews with Saratoga residents. The margin of error for the full sample is +/- 4.4 %. 2425 Colorado Ave. Suite 180 Santa Monica, CA 90404 Phone: (310) 828 -1183 Fax: (310) 453 -6562 1999 Harrison Street Suite 1290 Oakland, CA 94612 Phone: (510) 451 -9521 Fax: (510) 451 -0384 Excellent Good Only fair Poor D KlNA City ofSaratooa Community SPltisfaction Survey KeV Findings Page 2 0% 20% 40% 60% 00% 6. Generdly speaking how wouldyou rate the City ofSaratoga as a pl ace to 8m: is it an ezcell entplace to lim, a good pl ae b lira, only,fiir, or apoor place to live This strong favorability rating makes Saratoga one of the highest rated cities in California as compared to. other cities with comparable and non - comparable characteristics. . ➢ Residents are generally satisfied with their city services. Residents were asked their satisfaction on wide array of city services and are generally satisfied with each service. Residents also give the City a fairly high job approval rating on three of the five primary city services: public policy (78 %), road and infrastructure maintenance (49 %), and recreation (52 %). The city services not rated highly were business development (25 %) and planning (39 %), this can best be attributed to the fact that residents would like more economic development generally —since residents are overwhelmingly satisfied with living in Saratoga. Residents are generally satisfied with the following specific city services: police protection in local neighborhoods; garbage and recycling pick -up; flood protection and the condition of their storm drains; supporting local arts and cultural organizations; the maintenance of public parks; and the protection of open space. Fairbank, :Liaslcn, MOUMA, Associates Citp of Saratoga Community Satisfaction Survey Kep Findings Page 3 Residents are generally neutral about the following specific city services: the amount of indoor and outdoor recreation space; having enough fields for organized sports activities; recreation opportunities and programs; traffic management to reduce congestion; street repairs and maintenance including fixing potholes; and managing growth and development. The two areas residents felt there could be improvement with are: revitalizing the Village, and encouraging economic development—which are both discussed in further detail below. ➢ Residents are concerned about the current state of the downtown Village and would like to see it revitalized. When asked to say in a few words of their own what was the most serious problem that they would like their city government to do something about, one in four participants said the downtown area with 15% specifically saying, `heed more business downtown" and 12% specifically saying, `revitalize the downtown area." They were then read a list of potential problems and asked to rate each them based on the seriousness of the problem. "A need for revitalization on the downtown Village of Saratoga" ranked as the second most serious problem with 48% rating it as an extremely serious or very serious problem. (The number one problem was the cost of the average home in Saratoga —a problem facing virtually every community in California.) In addition, three- quarters of residents (75 %) say the Village is the heart of Saratoga and two- thirds (67 %) support revitalizing the Village with capital improvements like new sidewalks, better parking and updated storefronts while nearly half (46 %) support revitalizing the Village of Saratoga by converting it to a mixed -use community that would include three -story buildings with residential and retail space. However, 31 % strongly oppose converting the Village t6 a mixed -use community. ➢ In addition to revitalizing the Village, residents support two other specific proiects: rezoning parts of Saratoga near and around the Village to allow bed and breakfast inns (74 %) and turning the 10 acres near highwav 85 and Saratoga Avenue into commercial space 68%o . These two options present specific opportunities for the City to make improvements to Saratoga that at least two- thirds of residents would support. See FIGURE B for the full list of proposed improvements. FIGURE B: PROPOSED IMPROVEMENTS Farrbank, A-hislrlr, Mau lin Associates City ofSaratoea Community Sd&faction Survey Key Findings Page 4 u 1WL41 .7upl VII u 1-1 wFF... uw"'- Rezoning parts of Saratoga near and around the Village to allow bed and breakfast inns Rezoning 10 acres located near highway 85 and Saratoga Avenue and currently zoned for medical offices to bring in more businesses, shops and restaurants that will generate sales tax revenue to be used for city services Revitalizing the Village of Saratoga with capital improvements like . new sidewalks, better parking and updated storefronts Establishing a local parcel tax to be used specifically for public safety improvements including increasing sheriff deputies on the streets, after school programs and funding the City's Emergency Preparedness program Establishing a local parcel tax to be used specifically for road repair and maintenance including pothole repair Revitalizing the Village of Saratoga by converting it to a mixed -use community that would include three -story buildings with residential and retail space Contractingwith an internet provider to establish wireless in tanet fa "a access for Saratoga to provide residents with internet access whether 36 %• they were at home, in a park, or in a cafe and charging residents a - small monthly fee 0% 20% 40% 60% 80% 100% !6. 7 am going to readyou a list of ideas that have been proposed as things that City government could do to improve the quably of life in Saratogr. Please tell me whether it sounds like somethingyou would surport or typos¢. ➢ Residents support new economic development as a means to raise revenue. Throughout the survey, it is demonstrated that residents know there is little commercial space in Saratoga and that they favor additional commercial space. Fully78% said the statement "Very little of Saratoga is zoned for commercial use" was accurate and 44% said it was a very accurate statement. Residents were read the following about the City's current financial situation and then asked if they would support three different options and then which option would be their first choice: "As you know, while costs for operating the city of Saratoga continue to rise, revenue sources have become stagnant. The City can no longer continue to provide the level of city services that residents need and want. " A majority of residents (60 %) support the City generating additional revenue while more than two- thirds (70 %) oppose additional cuts in City services. Residents have mixed feelings on an increase in taxes with 45% supporting a small increase and 47% opposing a small increase. See FIGURE C for language and support/opposition percentages. FIGURE C: OPTIONS FACING SARATOGA Fairbank, Atasiirr, MauXiin Associates I City of Saratoga Community Satisfaction Survey $ey Findings Page S The City should generate additional revenue with economic development that would include rezoning City parcels to bring more businesses into Saratoga The City should support a small increase in local taxes The City should continue to cut city services o Total Support © Total Oppose ❑ DKINA 9 %j 0% 20% 40% 60% 80% 100% 12. As you kww, while casts for operating the city of Saratoga cortirue to rise, revenue sauces have become stagnant The aty can no longer confi ue to provide the level of city services that residents need and wart" I'm going to readyou a list of ophbns currentlyfacing the a'ty. Please tell me ifyou would s eppa7 or oppose the followi ng cp5'om. Residents were then asked for their first choice of the three options. More than half (53 %) thought the City should generate additional revenue with economic development that would include rezoning City parcels to bring more businesses into Saratoga, while 19% thought the City should support a small increase in local taxes, and 10% thought the City should continue to cut City services. After hearing more information about the City's financial situation and hearing options for what additional revenue could be spent on, 71% supported generating additional revenue, 55% supported a small tax increase in local taxes, and only 30% thought the City should continue to cut city services with more than a third (34 %) still opposed to additional cuts. Also, it is important to note, while residents favor economic development over tax increases as a means to raise revenue to pay for City services, a majority of residents are willing to pay up to 150 dollars per year (62 %), 100 dollars per year (67 %), 50 dollars per year (73 %). ➢ Residents are aware of cuts to current services but are unaware of the City's constraints in raising revenue. Residents were read a series of statements about the city of Saratoga and asked to say whether the statements were accurate or inaccurate. While 73% ofresidents said the statement "Saratoga has had to cut back on city services like public safety, road maintenance, youth services and recreation'services" was accurate, only 39% said the statement "Saratoga receives a smaller share of its Fa rbank, hlastirt, Maullin Assoriate Vi City of Saratoga Consmunity Sd& faction Survey Key Findings Page 6 residents' property taxes than most other California cities was accurate and only 35% said "The City of Saratoga only receives a small percentage of the proceeds from Saratoga's sales tax" was accurate. ➢ When informed, residents are deeply concerned about the financial state of the City of Saratoga. Initially, residents are unaware of the scarcity of revenue from sales and property taxes. Yet when informed with specific examples, they were concerned. Residents were most concerned with the following statement with three - quarters (78 %) concerned and 43% very concerned: "Saratoga receives less sales tax and property tax than virtually every other city in the State of California because the'Countyand State take more ofour revenues" Residents were also concerned to lease that the State had taken more than 18 million dollars from Saratoga over the past 12 years (76 %); the City has faced budget shortfalls because of cost increases and funding takeaways from the State (80 %); and that road maintenance in Saratoga has been deferred due to lack of funding (80 %). While the final two statements have a total of more people concerned, the number of people very concerned about any of the statements is strongest amongst the statement regarding lost sales and property taxes. In addition to encouraging economic development and revitalizing the downtown Village, residents want new revenue to go towards emergency preparedness and after - school teen programs. Fully 76% thought new revenue should go towards enhancing emergency preparedness programs and 78% thought it should go towards restoring after- school teen programs. Residents also favor street maintenance (75 %), restoring the sheriffs DARE program (59 %), restoring facility maintenance for City buildings including new roofs, air conditioning and parking lots (57 %), extending and connecting park trails (54 %), adding additional sheriffs deputies to patrol City streets (50 %), and restoring the Neighborhood Traffic Management program (50 %). Fair&tnk, Jlitn&t, Maullitt & Associates FAIRBANK, MASLIN, MAULLIN & ASSOCIATES i NOVEMBER 30- DECEMBER 5, 2005 Interviewer Time Began Station Time Finished CITY OF SARATOGA SURVEY 220 -1931 WFT N=500 Total Time Hello, I'm from FMA, a public opinion research company. We're conducting a public opinion survey about issues that concern the citizens of the city of Saratoga. We are not selling anything, and we will not ask for a donation or contribution of any kind. May I please speak with the adult member of your household who celebrated a birthday most recently? (IF NOT AVAILABLE, ASK) May I speak to another adult in your household who is 18 years or older? 1. Are you registered to vote in the City of Saratoga? Yes----------------------------- - - - - -- (ASK Q2) - -91 No -------------------------- - - - - -- - (SKIP TO Q3) - -8% (DON'T READ) DK /NA - - - -- -(SKIP TO Q3) - -0 %. (IF YES IN Q1, ASK Q2) 2. I'm going to describe several different types of elections. After I describe each one, please tell me if you vote in every election of that type, most of them, some, a few or if you do not vote in that type of election. (DO NOT ROTATE) EVERY MOST SOME FEW NONE (DK /NA) (DO NOT ROTATE) a. Statewide November general elections-------------------------- 83 %- - - - - -- 10 %---- - - - -3% -- - - - - -- 1 %--------- 3 %-- - - - - -- 0% b. Statewide primary elections------------------------------- - - - - -- 77% ------- 13% -- - - - - -- 5% -- - - - - -- 1 % --- - - - - -- 5% -- - - - - -- 0% (RESUME ASKING ALL RESPONDENTS) 3. Do you own or rent your place of residence in Saratoga? rOwn --------------------------- - - - - -- (ASK Q4)- -92% Rent----------------=- ----- - - - --- --(SKIP TO 05)--5% (DON'T READ) Refused - - -- -(SKIP TO Q5) - -4% (IF "OWN" IN Q3, ASK Q4) 4. From time to time, local governments send ballots to residential and commercial property owners and ask them to vote by mail on issues that concern their property. If such an election were held in Saratoga, would you definitely vote in the election, probably vote in the election, are the chances 50 -50 that you would vote, would you probably not vote, or would you definitely not vote? I Definitely vote------------------- ------- --- -- -- -- 57% Probably vote------------------------------ - - - - -- 29% 50 -50 ------------------------------------------ - - - - -- 7% I Probably not vote--------------------------- - - - --- 3% Definitely not vote ------------------------- - - - - -- 2% FAIRBANK, MASLIN, MAULLIN & ASSOCIATES 220 -1931 WT PAGE 2 RESPONDENTS MUST BE: • CODE 1 -2 IN Q1 AND CODE 1 -3 IN Q2A, OR • CODE 1 IN Q3 AND CODE 1 -3 IN Q4, OR • BOTH. OTHERWISE TERMINATE. 1 (RESUME ASKING ALL RESPONDENTS) 5. Do you think things in Saratoga are generally headed in the right direction, or are they pretty seriously off on the wrong track? Right direction ------------------------ - - - - -- 57% Wrong track --------------------------- - - - - -- 22% (DON'T KNOW /NA) ----------------- - - - - -- 21% 6. Generally speaking, how would you rate the City of Saratoga as a place to live: is it an excellent place to live, a good place to live, only fair, or a poor place to live? Excellent ------- - ------------------------ - - - - -- 53% Good------------------------------------- - - - - -- 41% Only fair --------------- - - - - -- ------------- - - - - -- 5.% Poor------------------------=--------------- - - - - -- 1 % (DON'T READ /DK /NA) --------------- - - - - -- 0% 7. In a few words of your own, what is the most serious problem that you would like your city government to do something about? (OPEN -END, DO NOT READ CODES, RECORD VERBATIM ANSWER BELOW AND CODE AFTERWARDS) Needmore businesses downtown ------------------------------------ =------------------------- 15% Revitalize downtown area------------------------------------------------------------------- - - - - -- 12% Spend tax dollars more responsibly -------------------------------------------- --- ------- - - - - -- 12% Reduce traffic congestion --------------- ------------------------------------------------------ - - - - -- 9% Stop taking Saratoga in the wrong direction------------------------------ ----- ---- ----- -- - - -- 8% Addmore street lights --------=---------------------------------------------------------------- - - - - -- 5% Add more parks to the city ---------=--------------------------------------------------------- - - - - -- 4% �. Turn Scull Park into a soccer field----------------------------------------------------- -- -- - - - ---- 3% Noisecontrol-------------------------------------------------------------------------------------- - - - - -- 3% Wildlifecontrol ----------------------------------,------------------------------------------------ - - - - -- 3% Houses are .too big ---------------------------------------------------------------------------- - - - - -- 2% Reduceair pollution ----------------------------------------------------------------------------- - - - - -- 1 % Addmore stop signs---------------------------------------------------------------------------- - - - - -- 1 % Stop promoting big companies -------------------------------------------------------------- - - - - -- 1 % Don't sell the North Campus ----------------------------------------------------------------- - - - - -- 1 % Don't know-------------------------------------------------------------------------------------- - - - - -- 20% FAIRBANK, MASLIN, MAULLIN & ASSOCIATES 220 -1931 WT PAGE 3 8. Now I'd like to read you a list of things that some people say may be problems facing residents of the City of Saratoga. For each one I read, please tell me whether you think it is an extremely 2 %---- - - - serious problem, a very serious problem, somewhat serious problem or not a problem. at all for 8 %---- - - - Saratoga residents. (ROTATE). ( ]k. Traffic congestion on local (DON'T -15 % -- - - - - -- 17%- EXT VERY SW NOT A READ) SER SER SER. PROB DK /NA (ASK OF EVERYONE) ]m. A lack of opportunities for [ ]a. State budget cuts that reduce the money available for city 17 % 2 5 % 30% ----- - - - -19 % ------- - - - - -- 8 % services------------------------------------------ - - - - -- -- - - - - -- - - - - - -- ' [ ]b. Too much growth and development------------------------------------ - - - - -- 8 %--- - - - - -- 13 %------- 35 %----- - - - -41 %--------- - - - -4% [ ]c. City streets in need of repair -------------------- 16% -------- 21% ------- 33 %--------- 27 %---------- - - -2ok f [ ]d. A loss of Saratoga's historical community character ------------------------------ 11 % -------- 13%------- 36 %--------- 34 %----- ---- - - - -6% [le. A need for revitalization of the downtown Village of Saratoga ---------------- -24 %-- - - - - -- 24% ------- 25 %--------- 23 %-----=--- - - - -4% [ ]f. Traffic congestion on local streets and roads -------------------------------- --- 10 %-- - - - - -- 13%------- 37 %--------- 37 %--------- - - - -2% [ ]g. A lack of open space, indoor and outdoor recreational activities and public parks ------------------------ 13 %-------- 13 %--=---- 34 % - - - - -- 37 %--------- - - - -3% [ ]h. Too many small, single - family homes being turned into mansions------------------------------------------ - - - -12 % -- - - - - -- 13% - - - - - -- 32% --- - - - - -- 37% ------- - - - - -- 7% (SPLIT SAMPLE A) [ ]i. Crime in general--------------=---------------- - - - - -- 2 %---- - - - - -- 5 % -- [ ]j. The quality of public education----------- - - - - -- 8 %---- - - - - -- 8 % -- ( ]k. Traffic congestion on local freeways------------------------------------------- - - - -15 % -- - - - - -- 17%- ]I. The amount you pay in local property taxes ----------------------------------- - - - -18 % -- - - - - -- 19%- ]m. A lack of opportunities for 42% --------- 48 % ------- - - - - -- 3% 32% --------- 3 8 % -------- - - - -13 % 32% --------- 2 9 %------- - - - - -- 6% -29% --- - - - - -- 30% ------- - - - - -- 5% small businesses in Saratoga-------------- - - - - -- 9 %--- - - - - -- 15 %------ -27 % -- 26% ------ - - - - -- 23% [ ]n. A lack of housing that is affordable for working families ----------------- 17% -------- 22%------- 28 %--------- 24 %--------- - - - -8% [ ]o. Too many restrictions on building and renovating homes in Saratoga-----=---------------------------------- - - - -14 % -- - - - - -- 14% - - - - - -- 27% --- - - - - -- 31% [ ]p. A lack of recreational opportunities for children------------------- - - - - -- 9 %---- - - - - -- 5 %---- - - - -31 %------ - - -39% 13% 16% v FAIRBANK, MASLIN, MAULLIN & ASSOCIATES 220 -1931 WT PAGE 4 (DON'T .1 EXT VERY SW NOT A READ) SER SER SER. PROB DK /NA . (SPLIT SAMPLE B) [ ]q• Drug use and drug abuse------------------- - - - - -- 7 %---- - - - - -- 9%-------- 30 %--------- 34 %------- -- - - -21 % [ ]r. Waste and inefficiency in city government-------------------------------------------- 13 %-------- 12%------- 23 %--------- 25 %--------- - - -28% [ ]s. The time it takes for the sheriff to respond to 9 -1 -1 emergency calls----------------------------------------------- - - - - -- 4% ---- - - - - -- 4% -- - - - - -- 22% --- - - - - -- 24% ------ - - - - -- 46% [ ]t. A lack of restrictions on building and renovating homes in Saratoga-------------------------------------- - - - - -- 7 %--- - - - - -- 1 1 % ------- 32 %--------- 36 %--------- - - -15% 1 [ ]u. A lack of recreational opportunities for adults --------------------- - - - - -- 7 %--- - - - - -- 11% ------- 32 %--------- 43 %--------- - - - -7% [ ]v. The amount you pay in local taxes------------------------------------------------ - - - -16 % -- - - - - -- 1 6% - - - - - -- 29%-- ------- 3 3 % ------- - - - - -- 7% [ ]w. The business climate of Saratoga ------------- 14 %-- - - - - -- 15% ------- 27 %--------- 29 %--------- - - -15% [ ]x. The cost of the average home ' inSaratoga ---- - --------------------------------------- 26 %-------- 25 %------- 24 %----- - - - -21 %--------- - - - -5% (RESUME ASKING ALL RESPONDENTS) 9. Next, I'm going to read you a list of statements about the City of Saratoga. After I read each statement, I'd like you to tell me whether, based on what you know, the statement is accurate or inaccurate. (IF ACCURATE /INACCURATE, ASK: "Is that very ACCURATE/ INACCURATE. or just somewhat ? ") VERY S.W. S.W. VERY (DK /1 ACC. ACC. INACC. INACC. NA) (ROTATE) [ ]a. Saratoga receives a smaller share of its residents' property taxes than most other California cities ------------------------------------------=--- - - - - -- 21% ------ 18 %--- - - - - -- 8% -------- 9 %- - - - - -- 44% [ ]b. The City of Saratoga is a full service city, providing your water, electric, sewer and all other utility services ----------------------------------- - - - - -- 17% ------ 17 %-- - - - - -- 24% ------ 33 %- - - - - -- 9% [ ]c. Saratoga only receives a small percentage of the proceeds from Saratoga's sales tax---------- - - - - -- 17% ------ 18 %--------- 7 %-------- 7 %- - - - - -- 52% [ ]d. The City of Saratoga contracts with the County for its sheriff services -------------------------- - - - - -- 39% ------ 35 %--- - - - - -- 3% -------- 2 %- - - - - -- 21 %.� [ ]e. Saratoga has had to cut back city services like public safety, road maintenance, youth services and recreation services ----------------------------=------------ - - - - -- 37% ------ 36 %--- - - - - -= 5% -------- 5 %- - - - - -- 17% [ ]f. Very little of Saratoga is zoned for commercial use---------------------------------------------- - - - - -- 44% ------ 34 %--- - - - - -- 5% -------- 6 %- - - - - -- 11 A [ ]g. Saratoga's population has grown substantially over the past 10 years------------------ - - - - -- 29% ------ 28 %-- - - - - -- 13% ------ 18 % - - - - -- 12% [ ]h. There are enough good family restaurants to go to in Saratoga---------------------------------------- - - - - -- 28% ------ 23 %-- - - - - -- 19% ------ 25 %- - - - - -- 4% f l: TL- \/711 --- :- +4.- k­+ --F C - +- --------------- -- ----- - -a9°/ ---- -- 33 %-- - - - - -- 19% - --- --13 %- - -- - -- 1 % FAIRBANK, MASLIN, MAULLIN & ASSOCIATES 220 -1931 WT PAGE 5 VERY S.W. S.W. VERY (DK/ ACC. ACC. INACC. INACC. NA) (SPLIT SAMPLE A) [ ]j. The City of Saratoga needs additional revenue sources to fund city services------------- ---- -- ---35% ------ 29 %-- - - - - -- 10 %------ 12 % - - - - -- 14% (SPLIT SAMPLE B) [ ]k. The City of Saratoga needs additional sales tax and property tax revenue to fund city services-------------------- ---- --- -- -------------- - - - - -- 24% ------ 18 %-- - - - - -- 16% ------ 26 % - - - - -- 15% (RESUME ASKING ALL RESPONDENTS) 10. Now I want you to rate the job being done by Saratoga city government in providing the following city services. After I read each city service, please tell me if you would rate the city's job performance as excellent, good, only fair, or poor. (READ EACH AND RECORD) 11. Now I am going to ask you about specific services provided by City government to the residents of Saratoga. For each one I mention, please tell me how satisfied you are with that service. Please use a scale from one to seven, where one means you are NOT AT ALL SATISFIED and seven means you are VERY SATISFIED. Remember, you can use any number from one to seven. If you have no opinion or don't know about a service I mention to you, you can tell me that too. Here is the first one... (REPEAT SCALE AS NECESSARY. ROTATE START) NOT AT ONLY (DK/ EXC. GOOD. FAIR POOR NA) (ROTATE) =- (NO - - - - - o [ ]a. [ ]b. Public Safety ----- - --- -- Road and Infrastructure Maintenance -------------- --- --20 %- - - - - -- 29% -------29 %- - - - - -- 19% - - - - -- 3% MEAN (SPLIT SAMPLE A) 15 %- - - - - -- 24 %------- 27 %- - - - - -- 20 % - - -- 14% [ ]c. - -- Planning ------------------------------------ °-- °- - - 9% - - - ---- 16 % - - - - - -- 33% - - - -- -- 29 % - - -- 13 % [ ]d. --------------- ---- --- -- ------- Business Development ----------------------------------------- - - - -21% ------- 31% ------- 23 %- - - - - -- 20% - - - - -- 5% [ ]e. Recreation ------------=-------------------------------------- 11. Now I am going to ask you about specific services provided by City government to the residents of Saratoga. For each one I mention, please tell me how satisfied you are with that service. Please use a scale from one to seven, where one means you are NOT AT ALL SATISFIED and seven means you are VERY SATISFIED. Remember, you can use any number from one to seven. If you have no opinion or don't know about a service I mention to you, you can tell me that too. Here is the first one... (REPEAT SCALE AS NECESSARY. ROTATE START) NOT AT VERY ALL SATISFIED SATISFIED (NO 1 2 3 4 5 6 7 OP.) MEAN (SPLIT SAMPLE A) [ ]a. Traffic management to --- -5% -- - - - -6% --- -8 % - -- 20 % - -26% -- 17 % - -- 8 % - - - -9% 4.5 reduce congestion--------------------- [ ]b. Recreation opportunities --- ------ ----- ---- -4% - -- 5 % - - -- 8% - -- 22% - -23 % -- 19% - -11 % - - -8% 4.7 [ ]c. and programs ------ -- ---- Maintenance of sidewalks ---------- --- -8% - -- 8%---12%--23% - -19 % -- 10 % - - -6%-- . -13% 4.0 [ ]d. Supporting local arts and --- 4 % - - -- 4% - - -17% - -24 % -- 22% - -15% --11 % 5.0 [ ]e. cultural organizations--------- ----- -- - ----3% Revitalizing the Village ------------ -- ---- 12 % - - -1 1 % -- 11 % -- 24% -- 18 % - -- 9 % - - - -6% - - - -9% 3.9 [ ]f. Street repairs and maintenance including fixing potholes------------- - - - -8% -- -10 % -- 11 % - -22% - -21 % -- 14% - - -9% - - - -4% 4.2 [ ]g. Maintenance of public parks ------- - - - -2% - -- 2 % - - -- 4% - -- 16% - -27 % -- 27% --12%--11% 5.2 [ ]h. Protection of open space------------ - - - -5% - -- 6 % - - -- 5 % - - -14% - -20 % -- 22 % - -13% - -14% 4.9 [ ]i. Flood protection and the condition of your storm drains----- - - - -4% - -- 4 % - - -- 6% - -- 19% - -23 % -- 17% --12% - -16% 4.8 FAIRBANK, MASLIN, MAULLIN & ASSOCIATES 220 -1931 WT PAGE 6 NOT AT VERY ALL SATISFIED SATISFIED (NO 1 2 3 4 5 6 7 OP.) MEA (SPLIT SAMPLE B) [ ]j. Encouraging economic development---------------------------- - - - -13 % - - -13%-- 10% - -17 % - -18 % - -- 9% - - -- 3% - - -18 % 3.6 [ ]k. Police protection in local neighborhoods-------------------------- - - - -3% - -- 4 % - - -- 2 % - - - -9% --- 1.9 % -- 36 % -- 22.°10 - - -5% 5.4 [ ]I. Building and safety code enforcement --------------------------- - - - - -- 5% - -- 6% - - -- 3% - - -13 % --19%-- 21% - -13 % - -19 % 4.9 [ ]m. Garbage and recycling pick- up----- - - - -4% - -- 3 % - - -- 2 % - - -12% - -20 % -- 29 % - - -3% 5.4 [ ]n. Managing growth and development--------------------------- - - - - -- 9% - -- 9% ---- 8 % - -- 23% --23%--10% - -- 7% - - -12 % 4.1 [ ]o. Amount of indoor and outdoor recreation space ---------- - - - - -- 7% - -- 8% ---- 9 % - -- 26% --23%--14% - -- 8% - - - -5 % 4.3 , [ ]p. Emergency preparedness ---------- - - - = -- 4% - -- 4% ---- 5 % - - -15 % --15%-- 1 1 % - -- 7% - - -40% 4.6 [ ]q. Having enough fields for organized sports activities ---------=--- 10 % - -- 8 % - - -- 8 % - - -19% - -15 % -- 16 % -- 10% - -14% 4.3, (RESUME ASKING ALL RESPONDENTS) 12. As you know, while costs for operating the city of Saratoga continue to rise, revenue sources have become stagnant. The City can no longer continue to provide the level of city services that residents need and want. I'm going to read you a list of options currently facing the City. Please tell me if you would support or oppose the following options. (FOR SUPPORT /OPPOSE, ASK) "Is that strongly SUPPORT /OPPOSE or just somewhat ?" STRNG. S.W. S.W. STRNG. (DK /� SUPP. SUPP. OPPOSE OPPOSE NA) .(ROTATE) [ ]a. The City should continue to cut city services-------------------------------------------------------- - - - - -- 11 % --- - - - -10 % - - - - - -- 33% --- - - - -37 % - - - - -- 9% [ ]b. The City should support a small increase in local taxes------------------------------------- - - - - -- 23% ------- 22 %- - - - - -- 21% ------- 26 % - - - - -- 8% [ ]c. The City should generate additional revenue with economic development that would include rezoning City parcels to bring more businesses into Saratoga ------------- - - - - -- 31% ------- 29 %- - - - - -- 16% ------- 17 % - - - - -- 6% 13. Of the options that I just read you, which one is your first choice ?(READ LIST ONLY IF ASKED) Continue to cut----------------------- - - - - -- 10% Small local tax increase------------ - - - - -- 19% Generate additional revenue------ - - - - -- 53% (DON'T READ) ALL ------------------- - - - - -- 2% (DON'T READ) NONE--------------- - - - - -- 11 % (DON'T READ) DK /NA /REFUSED - - - - - -- 4% ' FAIRBANK, MASLIN, MAULLIN & ASSOCIATES 220 -1931 WT PAGE 7 ' 14. Now I am. going to read you a list of ideas that have been proposed as things that City government could do to improve the quality of life in Saratoga. After I read each one, please tell me whether it sounds like something you would support or oppose. (IF SUPPORT /OPPOSE, ASK: "Is that strongly (SUPPORT /OPPOSE) or just somewhat?") I STRNG. S.W. S.W. STRNG. (DK/ SUPP. SUPP. OPPOSE OPPOSE NA) (ROTATE) [ ]a. Revitalizing the Village of Saratoga by converting it to a mixed -use community that would include three -story buildings with residential and retail space------------------------------ - - --- -- 23% ------ '23 % ------ 1.9 % --------- 31 %--- - - - -4% [ ]b. Establishing a local parcel tax to be used specifically for public safety r` improvements including increasing sheriff deputies on the streets, after school programs and funding the ' City's Emergency Preparedness program-------------------------------------------------------- - - - - -- 25% - - - - -- 27% - - - - -- 20% --- - - - - -- 21% - - - - - -- 7% [ ]c. Contracting with an internet provider �.. to establish wireless internet access for Saratoga to provide residents with internet access whether they were at home, in a park, or in a cafe and charging residents a small monthly fee-------------- - - - - -- 18% ------ 18 %------ 27 %-=------- 30 %--- - - - -6% [ ]d. Revitalizing the Village of Saratoga r' with capital improvements like new sidewalks, better parking and updated storefronts---------------------------------------------------- - - - - -- 35% ------ 32 %------ 14 %--------- 14 %- - - - - -- 5% ' [ ]e. Rezoning 10 acres located near highway 85 and Saratoga Avenue and currently zoned for medical offices to bring.in more businesses, shops and restaurants that will generate sales tax revenue to be used for city services-------------------------------------------------- - - - - -- 36% ------ 32 %- - - - - -1 1 %--------- 14 %- - - - - -- 7% [ ]f. Rezoning parts of Saratoga near and around the Village to allow bed and breakfast inns-----------------------------------=------------ - - - - -- 40% ------ 34 %--- - - - -9% [ ]g. Establishing a local parcel tax to be used specifically for road repair and maintenance including pothole repair--------- - 11 % - - - - - -- 7%. - -- 26% - - - - -- 22% - - - - - -18% --- - - - - -- 28% - - - - - -- 6% It FAIRBANK, MASLIN, MAULLIN & ASSOCIATES 220 -1931 WT PAGE 8 to read you a list of specific City projects and services that could be funded b 15. Next, I am going y p Y P 1 Y new revenue sources. As I read each one, please tell me if you think it is very important, somewhat important, not too important or not important at all. (ROTATE) NOT NOT (DON'T VERY SW TOO IMPORT. READ) IMPORT. IMPORT. IMPORT. AT ALL DK /NA (SPLIT SAMPLE A) [ ]a. . Increasing open space in existing parks-------------------------------------------=-- 22%-------- 24 %------- 20 %------ 29 %----- - - - -5% ( ] b. Creating new parks -------------------------------- - - - - -- 20% -- - - - - -- 20% - - - - - -- 24% ------- 32% --- - - - - -- 4% [ ]c. Adding additional sheriff's deputies to patrol City streets ------------------------ 26 %-- - - - - -- 24 %------- 23 % - - - - -- 21% ----- - - - -6% , [ ]d. Improving the downtown Village with capital improvements --------------------------- = -34 %-------- 32 %------- 14 % - - - - -- 13 %----- - - - -7% [ ]e. Encouraging business and economic development within Saratoga------------------------------------------------- - - - -40 % -- - - - - -- 39% -- - - - - -- 7% - - - - - -- 8% ---- - - - - -- 7% [ ]f. Restoring the sheriff's DARE , program ------------------------ ------------------------ - - - - -- 27% -- - - - - -- 32% --- - - - -14% ------ 14% ---- - - - -14 % . [ ]g. Street maintenance and pothole repair ---------------------------------------------- 32 %-- - - - - -- 43 %---- - - - -9% - - - - -- 10% ----- - - - -6% (SPLIT SAMPLE B) [ ]h. Restoring after - school teen ' programs---------------------------------------------- - - - - -- 39% -- - - - - -- 39% -- - - - - -- 9% - - - - -- 10% --- - - - - -- 3% ( ]i. Restoring the Neighborhood Traffic Management program --------------------- - - - -25% -------- 25% - - - - - -- 18 % - - - - -- 20% --- - - - - -1 1 % [ ]j. Restoring facility maintenance for City buildings including new roofs, air conditioning and parking lots ------------------------------------------------- 27 %-- - - - - -- 30% ------- 15 % - - - - -- 20% ----- - - - -7% [ ]k. Enhancing Emergency Preparedness programs --------------------------------- 38 %-- - - - - -- 38 %---- - - - -8% - - - - - -- 8% ------ - - - -8% [ ]I. Extending and connecting park trails---------------------------------------------------- - - - - -- 20% -- - - - - -- 26% --- - - - -17% ------ 19% ---- - - - -10 % (RESUME ASKING ALL RESPONDENTS) 16. Now I want to ask you how much you would personally be willing to pay to restore vital city services that have been cut and to ensure that additional city services will not be cut. Would you be willing to pay (READ EACH, RECORD) (IF YES /NO, ASK:) "Is that definitely (YES /NO) or just probably ?" (IF UNDECIDED, ASK:) Well, do you lean towards yes or no? DEF PROB LEAN LEAN PROB DEF (DK/ YES YES YES NO NO NO NA) (DO NOT ROTATE) a. 150 dollars per year---------- 40 %- - - - - -- 18 %---- - - - -4% -- - - - - -- 2 %----- - - - -6% -- - - -24% -- - - - -7% b. 100 dollars per year---------- 45 %- - - - - -- 19 %---- - - - -3% -- - - - - -- 2 %----- - - - -4% -- - - -23% -- - - - -4% C. 50 dollars per year ----- - - - - -- 57% ------- 13 % -- - - - - -- 3% -- - - - - -- 2% ---- - - - - -1 % - - - -- 20% - - - - -- 4% FAIRBANK, MASLIN, MAULLIN &ASSOCIATES 220 -1931 WT PAGE 9 ' 17. Now I want to ask you about some statements about Saratoga. Assuming that these statements are true, please tell me how concerned you are about the following statements. Are. you very concerned, somewhat concerned, not too concerned, not concerned at all? If, you have no opinion of a statement, please tell me that too. NOT NOT VERY SMWT TOO CONC. NO .(NO CONC. CONC. CONC AT ALL. EFFECT OPIN.) (ROTATE) [ ]a. The State has taken more than 18 million dollars from ' the City of Saratoga over the past 12 years that otherwise would be spent on essential City services. Saratoga needs additional funding to make up for the money that the State has taken ------=-------- -- [ ]b. Over the past three years, the City has faced budget �. shortfalls resulting from, costs increases that outpace revenue growth ' and funding takeaways by the State. Because of this, the City has had to make cuts to vital city services - - - -- [ ]c. For the past 5 years, the City has deferred road maintenance because it did not have the funds. Now,the amount needed ' to fix existing roads is more than 17 million. And, if nothing is done, the cost for these repairs will increase 25 times in the next.five years -------- - - - - -- [ ]d. Saratoga receives less sales tax and property tax than virtually every other city in the State of California because the County and State take more of our revenue ------ - - - - -- 38% ----- 3 8 %- - - - - -- 6 % - -- 39% - - - -- 41% - - - - - -- 5% .--8% - - - - -1 %- - - - - -- 10% .--6% ---- - - - - -1 %--- - - - - -- 8% - - - -- 41% - - - -- 39% - - - - - -- 5% --------- 6 % ---- - - - - -1 %--- - - - - -- 7% 43% - - - -- 35% -- - - - - -4% --------- 5 % --- - - - - -- 2% -------- 1 1 % FAIRBANK, MASLIN, MAULLIN & ASSOCIATES 1. 220 -1931 WT 18. PAGE 10 Now that you've heard more about the issues, let me ask you again about options facing the I City of Saratoga. Please tell me if you would support or oppose the following options. (FOR SUPPORT /OPPOSE, ASK) "Is that strongly SUPPORT /OPPOSE or just somewhat ?" STRNG. S.W. S.W. STRNG. (DK/ SUPP. SUPP. OPPOSE OPPOSE NA) j (ROTATE) 1 [ ]a.. The City should continue to cut city services------------------------------------------------- - - - - -- 15% ------ 15 %------ 29 %--------- 34 %- - - - -7% [ 7b. The City should support a small increase in local taxes------------------------------------- - - - - -- 26% ------ 29 %------ 16 %--------- 25 %- - - - -4% [ ]c. The City should generate additional revenue that would include rezoning City land to bring more businesses into Saratoga------------------------------------------------------------ 38%------ 33 %------ 10 %--------- 12 %- - - - -7% HERE ARE MY LAST QUESTIONS, AND THEY ARE FOR STATISTICAL PURPOSES ONLY. ' 19. In the last two years, have you contacted the City with a question, concern, request for a permit, or other city service? Yes (ASK Q20 ) ----------------------- - - - - -- 40% No (SKIP TO 021) ------------------- - - - - -- 59% (DON'T READ) DK /NA /REFUSED (SKIP TO Q21 ) ------------------------ - - - - -- 1 % (IF YES IN Q19 ASK Q20) 20. Were you satisfied with the answer or result you received from the City? (READ OPTIONS) Extremely satisfied------------------ - - - - -- 23% Very satisfied ------------------------- - - - - -- 22% Somewhat satisfied----------------- - - - - -- 17% Not satisfied at all ------------------- - - - - -- 31% (DON'T READ) DK /NA /REFUSED - - - - - -- 7% (RESUME ASKING ALL RESPONDENTS) 21. About how long have you lived in Saratoga? (READ LIST) Less than two years ---------------- - - - - -- 10% Three to four years-------------------- - - - - -- 9% Five to six years------------------------ - - - - -- 6% Seven to ten years -------------------- - - - - -- 8% 11 to 15 years------------------------ - - - - -- 10% 16 to 20 years------------------------ - - - - -- 15% 21 to 25 years-------------------------- - - - - -- 6% 26 years or more -------------------- - - - - -- 35% (DON'T READ) Don't know /Refused - -- 2% rFAIRBANK, MASLIN, MAULLIN & ASSOCIATES 220 -1931 WT PAGE 11 22. Generally speaking, do you think of yourself as a Democrat, a Republican, or what? (IF "DEMOCRAT" OR "REPUBLICAN ", ASK:) Would you call yourself a strong Democrat /Republican or a not very strong Democrat /Republican? (IF "INDEPENDENT" IS VOLUNTEERED, ASK:) Well, do you think of yourself as closer to the Democratic or Republican party? Strong Democrat--------------------- - - - - -- 19% Not strong Democrat --------------- - - - - -- 12% Independent /Democrat-------=------- - - - - -- 6% Independent --------------------------- - - - - -- 19% ' Independent /Republican ------=------ - - - - -- 7% Not strong Republican-------------- - - - - -- 12% Strong Republican -----------=--=---- - - - - -- 15% (DON'T KNOW /NA) ------------------- - - - - -- 9% 23. Do you have any school -age children under age 19 living at home? Yes--------------------------------------- - - - - -- 35% No---------------------------------------- - - - - -- 63% ' (DON'T READ) DK /NA /REFUSED - - - - - -- 2% 24. What was the last level of school you completed? Grades 1 -1 1 ----------------------------- - - - - -- 0% High School Graduate (12) --------- - - - - -- 6% ' Some College /Business/ Vocational School ----------------- - - - - -- 15% College Graduate (4) ---------------- - - - - -- 37% Post- Graduate Work/ Professional School --------------- - - - - -- 33% (DON'T READ) Refused-------------- - - - - -- 8% 25 . What is your current employment status? Are you... (READ LIST) Employed full -time ------------------ - - - - -- 49% Employed part-time --------- ---------- - - - - -- 9% Homemaker who does not work outside the home ------------ - - - - -- 7% Retired ---------------------------------- - - - - -- 31% A student -------------------------------- - - - - -- 0% Unemployed ---------------------------- r - - - - -- 2% (DON'T READ) Refused ------------- G� 1 - - - - -- 2% FAIRBANK, MASLIN, MAULLIN & ASSOCIATES 220 -1931 WT PAGE 12 26. 'In what year were you born? 1987 -1981 ( 18- 24) ------------------- - - - - -- 1 % 1980- 1976 (25 -29) ------------------- - - - - -- 1 % 1975 -1971, ( 30- 34) ------------------- - - - - -- 1% 1970 -1966 ( 35- 39) ------------------- - - - - -- 7% 1965 -1961 (40- 44) ----------------- - - - - -- 13% 1960 -1956 (45- 49) ----------------- - - - - -- 15% 1955 -1951 (50- 54)----------------- - - - - -- 12% 1950-1946 (55-59) ----------------- - - - --- 11% 1945 -1941 (60 -64) ------------------- - - - - -- 7% 1940 -1931 (65- 74) ---------------- - - - - -- 12% 1930 or earlier (75 +) -------------- - - - - -- 13% (REFUSED) ------------------------------- - - - - -- 8% 27. With which racial or ethnic group do you identify yourself? (READ RESPONSES) Hispanic or Latino --------------------- - - - - -- 4% African- American or Black ---------- - - - - -- 0% Anglo/ White--------------------------- - - - - -- 77% Asian------------------------------------ - - - - -- 13% Native American /Indian -------------- - - - - -- 0% Other-------------------------------------- - - - - -- 0% (DON'T READ) Refused /NA--------- - - - - -- 6% I THANK AND TERMINATE Gender by observation: Male --------------------- -- --- --- -- ---- -- -- -- -- 47% Female---------------------------------- - - - - -- 53% Phone # Date City Interviewer Cluster # Page # Verified by COUNCIL RETREAT AGENDA ITEMS &r FOLLOW UP February 10, 2006 Agenda Item Council Direction to Staff Designated Staff Member I. How to 3.5M — Pavement Management (gutters, sidewalks, curbs, Assistant Engineer Program Spend North street pavement Campus Funds 750K — Village Sidewalks John Cherbone 750K — Community /Senior Center Improvements Joan Pisani 2M — New City space at Civic Center Joan Pisani o All -City Notice (postcards reviewed by Mayor) o Public Input Meeting Alternatives: • Addition to Community Center • New stand -alone building • Civic Theater to Community Room rehabilitation II. Council Substitute for Council Priorities List. Dave Anderson Goals Status o Update as needed Report o Bring back to annual Council Retreat III. Planning Attorney present at each Planning Commission meeting — John Livingstone Commission effective first or second meeting in March. Issues IV. City's 50'h o Determine in -kind expenses Joan Pisani Anniversary o Insurance coverage for city events o Permit fees V. E- Government Proposal on Phase I — including on -going maintenance Michele Braucht with City of Palo Alto. Phase II — parallel with Phase I. o Planning o Plans VI. Citizen Commissions — continue current status for one additional Cathleen Boyer Involvement year. Citizen Academy — one per year trial. VII. General Plan Report back to Council with staff report on Village John Livingstone development. Housing Element (changing limitations for affordable housing /mixed use areas. Abrahams Site (General Plan amendment & up- zoning to mixed use). Bed & Breakfast. • Support in General Plan update • Limit General Plan update to technical issues excluding those mentioned above • Parks: No specific designation for parks �5 Memo To: Mayor and City Councilmembers From: Cathleen Boyer, City Clerk Date: February 10, 2006 Re: City Council Retreat - Citizen Involvement Summary CITY COMNIISSIONS For many years the City of Saratoga has had several City Commissions promoting citizen participation which provided the Council with advice. These commissions were Finance, Heritage Preservation, Library, Parks and Recreation, Planning, Public Safety, and Youth. The Planning and Heritage Preservation Commissions are mandated in the City Code. In 2001, Council passed a resolution establishing an Arts Commission. Due to budget cutbacks Council passed Resolution 05 -032. This resolution amended the structure and operation of the commissions at that time in the following manner: • Arts - suspended until July 1, 2006. • Finance - would only meet once per year or when City Council or City Manager deems necessary. • Library - would meet quarterly and membership would go from seven to five. • Parks and Recreation - was suspended until September 1, 2006. • Public Safety - renamed the Traffic Safety Commission, meets quarterly and membership would go from seven to five. • A Saratoga Pedestrian, Bicycle, and Equestrian Trails Advisory Committee was formed. Each Commission had at least one staff liaison assigned to it. Staff's duties included but, not limited to, preparing the agenda, taking minutes, following up on actions taken at the various meetings and guiding the members to implement their work plans. Staff estimated that it takes at least ' /o of a Full Time Employee (FTE), or 500 hours, to support a single commission. If Council desires to increase community involvement through the use of commissions several options could be implemented such as: • Reestablish all suspended City Commissions • Establish a Cultural Commission • Combine similar commissions together (i.e. Parks and Recreation could be combined with the Trails Committee to form a Parks and Trails Committee) • Reduce the scope of responsibilities of various commissions to limit self generated projects. • Reduce frequency of meetings and make them less dependent on staff support (appoint a secretary to be responsible for minutes, etc.). COMMUNITY LEADERSHIP PROGRAM The direction and success of a community is determined by the effectiveness of its leaders and informed citizenry. Most community leadership programs throughout California have the same goal — to engage, educate and develop citizens for leadership roles in their community, neighborhood organizations, schools, churches, and local government. Community Leadership programs provide its citizens the knowledge and skills to address community issues, to work together for the enhancement of the community, and develop future community leaders. Staff surveyed California cities and discovered that most leadership programs generally focus on the following themes: • General Government — an overview of the City, History, financial position, general government responsibilities, and public policy decision making process. • Finance & Administrative Services — an overview of the budget, long term financial plan, accounting procedures and other administrative related processes. • Community Development — a discussion of land use issues such as planning, zoning, building and how decisions on these issues impact the community. • Public Works - provide an overview of the City's infrastructure and current and future projects. • Recreation — a look at the recreational facilities and programs offered that enhance the quality of life in the City. • Law Enforcement and Fire Services — an overview of law enforcement and fire services in the community and related roles and responsibilities. Staff found various options in regards described the most widely used methods: • Dedicated city employee • Chamber of Commerce • Co -op between City and Chamber • Outside contractor to staffing leadership programs. The following 2 :he Los Gatos CA Site! http://www.tow-n.los-gatos.ca.us/index.asp?NID=231 Boards, Commissions, You are here: Home > Living in Los Gatos > Town Services > Community Services > Volunteer Services > Committees Leadership Los Gatos Leadership Los Gatos Community Unity Volunteer Opportunities Police Volunteer Opp. Leadership Los Gatos_ The Town of Los Gatos, in cooperation with the Town of Los Gatos Chamber of Commerce, presents Leadership Los Gatos, a program for people of all backgrounds and interests who wish to become more involved in the community. The mission of Leadership Los Gatos is to engage, educate and develop Los Gatos citizens for leadership roles in community and neighborhood organizations, schools, churches, and Town government. The Program Leadership Los Gatos includes 10 half -day sessions starting in the fall and ending in early June. Participants gather once a month to learn about the Town of Los Gatos and to gain hands -on experience and leadership skills. Specific topics include: § What is leadership? § History of Los Gatos § The role of the Town Council, Commissions, and Town staff § Behind - the - scenes tours of Town Hall and other public and private facilities, including a hospital, school, landfill, police and fire stations, parks and more § Business and economic development § Presentation and communication skills ' § Local healthcare and education issues § Working with the media § Ethical decision - making § Regional issues Graduation Objectives Leadership Los Gatos will: § Familiarize participants with local government and other institutions and organizations in the community. § Introduce participants to a wide spectrum of community needs and concerns. § Teach participants about the process for public policy decision - making. § Build leadership and communication skills. § Prepare participants for positions on Town commissions and committees, neighborhood associations, school boards, nonprofit organization boards, Town Council, and other leadership roles in the community. Graduates of Leadership Los Gatos will receive a Certificate of Completion from the 7 /'2 /)OAA A.G7 DAR he Los Gatos CA Site! http://www.town.los-gatos.ca.us/index:asp?NID=-231 Town of Los Gatos, special acknowledgment.at a graduation ceremony and in a news release sent to local media, a graduation gift, ,and recognition in the Chamber of Commerce and Town - published newsletters. How to Apply If you are interested in becoming a class member in Leadership Los Gatos in the coming year, please complete the Leadership Los Gatos Application. Applications should be returned to the Chamber of Commerce. For more information, you can email the Chamber at info(cDlosgatoschamber.com or contact them by calling (408) 354 - 9300. TOWN SERVICE,(CO, MMUNITY $TEVIARDSHIP AND LTTURE FOCUS I/IAnnM d•5? PM dv.. CITY OF CLOVIS CITY HALL • 1033 FIFTH STREET • CLOVIS, CA 93612 Immediate Release Press Release: Date: September 8, 2005 Contact: Jac.quie Pronovost, Executive Assistant (Tel: 324 -2063) Clovis Citizens' Academy Sign Up Now to Learn More about Your City The City of Clovis invites your participation in the fourth Academy. The first three academies were well received by considered a great success! Clovis Citizens' participants and The next Citizens' Academy will run for five consecutive Wednesdays, beginning October 12, 2005, from 5:30 -8:30 p.m., with a city tour on November 5 from 9:00 a.m. to 12:00 noon. Community leaders and city staff will present information in an informal setting to encourage discussion and questions. The sessions will cover Clovis history, land use planning, public safety, public services, and the vision for the future. Application materials are available through the City Manager's office at 324 -2060. The deadline for submitting applications is 5:00 p.m. on Friday, September 16, 2005. City Manager (559) 324 -2060 • Community Services 324 -2750 • Engineering 324 -2350 • Finance 324 -2101 • Fire 324 -2200 • General Services 324 -2060 • Personnel/Risk Management 324 -2735 o_ C- - ;— 17A 11A0. V. 1;— 1)A - ')A00 . P,,hlir ITtilitiPC AId- 9600 Citizens' Academy The next Citizens' Academy will run for five consecutive Wednesdays, beginning October 12, 2005, from 5:30 -8:30 p.m., with a city tour on November 5 from 9:00 a.m. to 12:00 noon. Staff is hoping to have a Councilmember participate in each of the evenings. Please contact John Holt at 324 -2070 to let him know which evening you would be interested in participating. Session 1 - Wednesday, October 1.2, 2005, 5:30 - 8:30, Introductions, History, and Strategic Vision - City Hall Foyer / Council Chambers Presenters - Council Member Ashbeck, Peg Bos, Kathy Millison Session 2 - Wednesday, October 19, 2005, 5:30 - 8:30, Land Use Planning - City Hall Foyer / Council Chambers Presenters - Council Member Ashbeck,.John Wright / Dwight Kroll Session 3 - Wednesday, October 26, 2005, 5:30 -8:30, Public Safety, EOC Room in Police / Fire Headquarters Presenters - Council Member Ashbeck, Chiefs Zulim and Aston Session 4 - Wednesday, November 2, 2005, 5:30 - 8:30, CUSD, City Budget & Economic Development, CART Presenters - Council Member Ashbeck, Kathy Millison, Mike Dozier, Terry Bradley Tour - Saturday, November 5, 2005, 8:00 - 12:00, leave from City Hall, Council Member Ashbeck, Kathy Millison, Jeff Witte Session 5 - Wednesday, November 9, 2005, 5:30 - 8:30, Infrastructure, How Clovis Works,. Corporation Yard Presenters - Council Member Ashbeck, Jeff Witte, Lisa Koehn, Luke Serpa, Robert Ford SARATOGA CITY COUNCIL MEETING DATE: September 20, 2006 AGENDA ORIGINATING DEPT: City Manager CITY MANA PREPARED BY: Barbara Powell DEPT HEAD Assistant City Manager SUBJECT: City Commissions — Status and Future Options RECOMMENDED ACTION(S): Accept report and direct staff accordingly. REPORT SUMMARY: At its May 18, 2005 meeting, the City Council adopted Resolution 05 -032 pertaining to the structure and operations of City Commissions. In recognition of significant budget cuts sustained by the City over several years, a corresponding reduction in City staff, and staffing requirements of City Commissions, the Council, through the above resolution, made the following decisions regarding commissions: Arts: Suspended until July 1, 2006; extended member terms for one year Finance: Meeting frequency changed from monthly to once /year and as needed; reduced the number of members from .7 to 5 Library: Meeting frequency changed from monthly to quarterly; reduced the number of members from 7 to 5 Parks & Recreation: Suspended until September 1, 2006; extended member terms for one year Public Safety: Renamed as Traffic Safety Commission; defined mission as investigation,- review .and analysis of issues regarding traffic safety; reduced the number of members from 7 to 5 The Council left unchanged the Heritage Preservation, Planning and Youth Commissions. 1 of 6 Through the same resolution, the Council also formed the Saratoga Pedestrian, Bicycle & Equestrian Trails Committee to advise the Public Works Director about planning, acquisition, development and maintenance of trails in Saratoga. The number of members is determined by the Public Works Director. At its February 10, 2006 Retreat, the City Council received a report from Cathleen Boyer, City Clerk, about options for citizen involvement. Included in Ms. Boyer's report was a review of the above decisions concerning Commissions, as well as an estimate that it takes at least one - quarter of a full - time employee (approximately 500 hours) to appropriately staff each Commission. Ms. Boyer's report included several options for Council consideration: ➢ Reestablish the Arts and Parks & Recreation Commissions; ➢ Establish a Cultural Commission (possibly the Arts, Library and Heritage Preservation Commissions combined); ➢ Combine commissions /committees together (Parks & Recreation could be combined with the Pedestrian, Bicycle & Equestrian Trails Committee); ➢ Reduce the scope of commissions to limit self - generated projects; and/or ➢ Reduce meeting frequency to limit needed staff support. At the retreat, Council members affirmed the decisions they had made through Resolution 05 -032 and did not make any additional decisions regarding Commissions /Committees. In light of the suspension until September 1, 2006 of the Parks & Recreation Commission, and recent discussions during Oral Communications at City Council meetings, staff is bringing this issue to the Council for further direction. OPTIONS: 1. Extend the current Commission status until the next Council retreat, slated for February 2007. At that time the new City Council could determine the level of involvement of Commissions in Saratoga city government. 2. Reactivate some or all City Commissions, with less frequent meetings, fewer members and/or reduced scope of duties. 3. Fully reactivate Commissions to their previous status. 2 of 4 SARATOGA CITY COUNCIL MEETING DATE: September 20, 2006 AGENDA ITEM: ORIGINATING DEPT: City Manager CITY MANAGER: PREPARED BY: Barbara Powell DEPT HEAD: - Assistant City Manager SUBJECT: City Commissions — Status and Future Options RECOMMENDED ACTION(S): Accept report and direct staff accordingly. REPORT SUMMARY: At its May 18, 2005 meeting, the City Council adopted Resolution 05 -032 pertaining to the structure and operations. of City Commissions. In recognition of significant budget cuts sustained by the City over several years, a corresponding reduction in City staff, and staffing requirements of City Commissions, the Council, through the above resolution, made the following decisions regarding commissions: Arts: Suspended until July 1, 2006; extended member terms for one year Finance: Meeting frequency changed from monthly to once /year and as needed; reduced the number of members from.7 to 5 Library: Meeting frequency changed from monthly to quarterly; reduced the number of members from 7 to 5 Parks& Recreation: Suspended until September 1, 2006; extended member terms for one year Public Safety: Renamed as Traffic Safety Commission; defined . mission as investigation, review and analysis of issues regarding traffic safety; reduced the number of members from 7 to 5 The Council left unchanged the Heritage Preservation, Planning and Youth Commissions. 1 of 4 ANALYSIS: The limiting factor in reinstituting City Commissions is a lack of staff support capacity. As previously constituted, each Commission had a full agenda of self - initiated activities and.relied heavily upon staff for the development of agendas, preparation of minutes, meeting noticing, staff reports and pre - meeting research and follow -up after meetings. These tasks are quite time . intensive and may constitute up to one - quarter of the time of the staff assigned to support the Commission. Further, the City Manager's Office previously had one additional employee devoted largely to Commission support. Additional Commission support was provided by department head or division head level staff members. Currently, the Administrative Services Director position is vacant, limiting the support that department could provide to a reconstituted Finance Commission. As well, the Recreation Director is on medical leave and is not available to provide Commission support. The Public Works Director already supports the Traffic Safety Commission and the Pedestrian, Bicycle & Equestrian Trails Committee and, with his many other responsibilities, could not support another Commission assignment. If the City Council desires to reengage citizen participation, through Commissions and to restore enhanced customer and community relations, it is recommened that a position be established in the City Manager's office to provide. for Commission support, preparation of a community newsletter and public /media relations services. FISCAL IMPACTS: Potential fiscal impacts related to reinstatement of Commissions are illustrated in Attachment `B ". CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The decisions made by the Council through Resolution 05 -032 would remain in effect. ALTERNATIVE ACTION(S): Council can choose to adopt any of the options listed above, or other options at its discretion. FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda according to the Brown Act. ATTACHMENTS: Attachment A — Resolution 05 -032 Attachment B — Potential Fiscal Impacts 3 of 4 c M RESOLUTION NO. 05 -032 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA REGARDING THE STRUCTURE AND OPERATION OF CITY - -- - - - - - - - -- - - COMMISSIONS WHEREAS, the City of Saratoga has a strong tradition. of community participation in City administration; and WHEREAS, Commissioners and volunteers assist the City in administration of many programs and provide valuable policy recommendations to the City Council; and WHEREAS, severe budgetary limitations arising�,from the State legislature's reallocation of property -tax and other revenue sources away from local governments have required significant reductions in City staff and programs; and WHEREAS, reductions in staff interfere with the City's ability to effectively support the work of City Commissions and reductions in programs reduce the need for Commission policy guidance; and WHEREAS, the City is working with other local governments and. state officials to increase the City's share of local property tax and other revenue sources to restore important City programs and staffing levels and, expects that when this occurs there will be an increased need for Commission policy advice; and WHEREAS, in light of these circumstances it is prudent to reduce the obligations of the Commissions commensurate with the reductions in City staff and programs and to retain a Commission structure that will readily allow restoration of Commission activities to their prior levels as increased funding becomes available. NOW, THEREFORE, the City Council of the City of Saratoga hereby. resolves as follows: 1. The Arts Commission shall suspend all operations and not have any meetings until at July 1, 2006. In light of this suspension, the term of each member of the Arts Commission shall be extended by one year and that year shall not be considered in determining the length of a term for the purposes of determining compliance with the Commissioner term limits established in the City Code. 2. The Finance Commission shall meet once each year and at such other times as the City Council or City Manager (or his designee) deems necessary. The mission of the Finance Commission shall be to respond to specific requests for F/ a advice from the City Council and City Manager. (or his designee) with respect to financial. matters, the use of fiscal resources, and the development of technology for the City. The Finance Commission is currently defined as consisting of seven members; effective June 1, 2005 the Finance Commission shall consist of five members. 3. The Library Commission_ shall meet once each quarter. The Library Commission is currently defined as consisting of seven members; effective November 1, 2005 the Library Commission shall consist of five members. 4. The Parks and Recreation Commission shall suspend all operations and not have any meetings until September 1, 2006. In light of this suspension, the term of each member of the Parks and Recreation Commission shall be extended by one year and that year shall not be considered in determining the length of a term for the purposes of determining compliance with the Commissioner term limits established in the City Code. 5. The Public Safety Commission shall be renamed as the Traffic Safety Commission. The exclusive mission of the Traffic Safety Commission shall be to investigate, review and analyze issues, and make recommendations to the City Council and City staff regarding traffic safety. The Commission shall work to increase awareness of, and attention to, the traffic safety needs of the community by improving communications and involvement between the community, and the City government on services, needs and programs. The Traffic Safety Commission is currently defined as consisting of seven members; effective June 1, 2005 the Traffic Safety Commission shall consist of five members. 6. There is hereby established the Saratoga Pedestrian, Bicycle, and Equestrian Trails Advisory Committee. The number of Committee members and their terms shall be determined by the Public Works Director. Committee members shall be appointed by the Public Works Director. The Pedestrian, Bicycle, and Equestrian Trails Advisory Committee shall advise the Public Works Director with respect to the planning, acquisition, development, and maintenance of trails in Saratoga. 7. All City Commissions except the Planning' Commission shall plan their agendas in a manner designed to limit the expected duration of Commission meetings to two hours or less. Agendas, staff reports, and other materials shall be distributed electronically except in those cases where it is not practical to do so and where distribution of physical copies is required by law. g. The provisions of this resolution shall supersede any provisions of any prior resolution that are in conflict with this resolution This resolution was passed and adopted at an adjourned meeting of the Saratoga City Council held on the 18`h day of May, 2005 by the following vote: AYES: Councilmembers Aileen Kao, Nick Streit, Ann Waltonsmith, Vice Mayor Norman Kline, Mayor Kathleen King NOES: None ABSENT:.. None ABSTAIN: None Kathleen M. King, Mayor Attachment "B" Potential Fiscal Impacts of Reinstituting City Commissions Assignment of existing staff onl Arts Commission: Approximately $27,125 (1/4 of a Senior Recreation Supervisor's time, including benefits) Finance Commission: Approximately $41,190 (1/4 of the Administrative Services Director's - -- time, including benefits) Library Commission Parks & Recreation Commission: Reinstatement of Commission Dinner Sub -total Approximately $30,400 (1/4 of the City Clerk's time, including benefits Approximately $41,190 (1/4 of a Director's time, including benefits) Approximately $7,5.00 .. $147,405 Assignment of some existing staff together with new Management Analyst position: Arts Commission: Approximately $27,125 (1/4 of a Senior Recreation Supervisor's time, including benefits) Finance Commission: Approximately $41,190 (1/4 of the Administrative Services Director's time, including benefits) ° Library Commission: Approximately $25,300. *(1/4 of a Management Analyst's time, including benefits) Parks & Recreation Approximately $25,300 *(1/4 of a Management Analyst's time, Commission including benefits) Reinstatement of . Commission Dinner Sub -total Approximately $7,500 $126,415 4 of 4 City Manager's Office 13777 Fruitvale Ave. Saratoga, CA 945050 Tel: 408/868 -1215 fax: 408/867 -8559 Memo To: City Council From: City Manager's Office and Department Directors Date: February 5, 2005 Re: City Commissions With considerable focus on how to reduce City expenditures and redefining Saratoga's mission as a minimum services city, staff has revisited the use and purpose of the City's Commissions. Resources Each year for the past several, total resources appropriated to support Commissions have been reduced. In 2004 -05, total direct funds for Commission- specific activities such as supplies, training, membership fees, etc., were budgeted at $10,505. Staff support is the largest cost to the City at a conservative estimate of $167,800 (1.63 FTEs). Other costs such as advertising for commission candidates, and staff time required for processing those applications and meeting state FPPC requirements would also be saved. We have the following Commissions: • Arts • Finance • Library • Heritage Preservation • Planning • Public Safety • Parks & Recreation • Youth Numbers and types of Commissions among other cities vanes and the attached list illustrates the variety. Points for Council Consideration Commissions involve a large number of community members in City activities and as a result create a knowledge network for disseminating information or providing feedback. The meetings held by the Revenue Review Committee last spring and summer to gather feedback on their ideas is an example of how Commissioners were used a focus group of sorts. In addition, the Commissioners take their work very seriously and have often become the City's "experts" in various areas. For example, [fill in here]. Commission often serve as the first point of contact for other community members and have been asked by City Council to hold community input meetings on topics such as school traffic, dog park needs, etc. Sometimes the Commissions' good intentions backfire. They have ideas that require more staff time and/or funds to implement than are available. In addition, fundraising is not an activity that can easily be supported by the City because of conflict of interest concerns and the level of City oversight needed. Both the Heritage Preservation Commission and the Arts Commission in particular have struggled with resource limitations and activity restrictions. Further, effective Commission activities require a level of attention from and communication with the City Council that exceeds what is currently provided. The current practice is for each Commission to meet once a year with the City Council for discussion. Realistically, each Commission needs 2 -3 opportunities each year to meet with the City Council for discussion, development of objectives and then reporting of accomplishments. Moreover, without clear direction about their purpose, Commissioners sometimes start defining their purpose and resulting activities for themselves. Written workplans were introduced last spring in an attempt to improve communication between Council members and Commissioners, and as a tool for staff to use in supporting Commission activities. Alternatives to the Existing Commission Structure Council has a number of options for changing the status quo related to Commissions — everything from eliminating all but the Planning Commission to reducing the frequency of their meetings. The attached table presents options for how the groups might be reorganized. In addition, several Commissions could be combined into one with a broader and more generic mission. For example, the Library, Arts and HPC could evolve into a "Cultural Commission" with no regulatory duties. Council could develop a mission focused on improving the quality of life in Saratoga through education and community building activities, and permit appropriate fundraising activities (as defined by the City Attorney and staff). Staff support would be reduced from three to one. Replace standing Commissions with Ad Hoc Committees on an as needed basis. These committees have been used effectively on a project basis. Many Commission activities could be addressed in this manner, i.e., Parks & Recreation Commission trail and dog park activities. They have fewer constraints (Brown Act doesn't apply) and more flexibility. Savings Opportunities Preliminary budget estimates show that further expenditure reductions are likely to be needed. The vacant Administrative Analyst II /Economic Development Coordinator and Administrative Analyst (Public Works) positions offer an opportunity for budget savings by not filling the positions. To do so would require reallocating their job duties which include support to the two commissions —the Public Safety Commission and the Parks & Recreation Commission. Their other duties include cable franchise administration, solid waste and recycling franchise administration, grants administration, task force coordination, fagade improvement program management, economic development activities, traffic concern management, some of which must continue and would have to be reassigned. • Page 2 Eliminating or reducing the number and/or scope of existing Commissions could free up staff time to take on responsibilities currently linked to vacant positions. • Page 3 City Commission Option Summary Table Commission Current Alternative 1 Alternative 2 Name Arts Meets monthly; Meet alternate months; Transition the Arts oversees art wall in narrow scope to arranging Commission into a library and selecting art exhibits for library non - profit Arts Council public art for projects and/or advising on public that operates separately like the Gateway; art as needed. from the City. Link interested in promoting Arts Council with public art and library staff to manage fundraising the art wall exhibits. Finance Meets monthly; Convene less frequently, Suspend commission provides policy advice i.e., quarterly and ask until financial records to Council on budget, them to focus on specific are current and well reserves, metrics, etc.; tasks such as audit review. documented, and staff reviews and is fully trained. recommends fee adjustments to Council Library Meets monthly; Transfer library Merges with other provides advice and commission support to Commissions with serves as an info conduit library staff and advisory combined purpose, i.e., for library operations function to Library JPA. Cultural Commission. between JPA and Council decides bond fund community; provides use. recommendation on use of remaining bond funds Heritage Activities dictated by Meet quarterly and reduce Suspend HPC and Preservation city ordinance scope to plan review; transition historical ordinance would be review needs to changed to reflect new Planning Commission scope. or to possible new Design Review Commission. Planning Activities dictated by Assign design review state activities to new Design Review Commission. Refocus Planning commission on zoning, general plan, etc. Meet only once per month. Public Meets monthly; handles Rename "Traffic Disband commission Safety routine traffic issues; Commission" and reduce and establish a staff - oversees NTMP and scope to only traffic issues based traffic committee School Traffic; provide and programs. Change comprised of Public policy advice on meetings to alternating Works and Community emergency preparedness months or quarterly. Development staff, and and receives reports Traffic Engineer. from Sheriff's Office and two Fire Depts. Parks & Rec Meets monthly; Change meetings to Suspend due to limited oversees parks projects, quarterly or as needed; staff resources. conduct community narrow scope of their input processes for park- activities, i.e., related activities such as recommendation of fee the dog park project; adjustments and reviews and community input on recommends fee activities or projects as adjustments to Council directed by Council. Youth Full Commission meets Reduce number of Suspend due to limited monthly during school participating students; meet staff resources. year plus 8 less frequently; discontinue subcommittees meet, subcommittees or limit i.e., Dances, Publicity, only to those that generate Concerts, Snow Trips, revenue (i.e., dances). etc.; staff must be highly involved with Commissioners ALTERNATIVES TO THE EXISTING COMMISSION STRUCTURE Council has a number of options for changing the status quo related to Commissions — everything from eliminating all but the Planning Commission to reducing the frequency of Commission meetings. The following table presents a recommendation for how each group might be reorganized. Commission Current Structure Recommended Alternative Name Arts Meets monthly; oversees art wall in library Transition the Arts Commission into a and selecting public art for projects like the non -profit Arts Council that operates Gateway; interested in promoting public art separately from the City. The Arts and fundraising, Council would work directly with library staff to manage the art wall exhibits. Finance Meets monthly; provides policy advice to Establish a Council Finance Committee Council on budget, reserves, metrics, etc.; to work with staff on finance issues; the reviews and recommends fee adjustments to committee could meet as needed or on a Council regular basis. Library Meets monthly; provides advice and serves Transfer library commission support to as an info conduit for library operations library staff and advisory function to between JPA and community; makes Library JPA. Reassign responsibility for recommendations on use of remaining bond bond fund use recommendations to new funds Council Finance Committee. Heritage Meets monthly; activities dictated by city Transition historical review needs to Preservation ordinance Planning Commission or future Design Review Committee; designate a "historical professional" position on the Planning Commission; change ordinance. Planning Meets twice a month; activities dictated by Retain as -is or spin -off a Design Review state Committee; if a Design Review Committee is created, the Planning Commission could meet less frequently Public Meets monthly; handles routine traffic Establish a Traffic Committee comprised Safety issues; oversees NTMP and School Traffic; of Traffic Engineer, Public Works and provide policy advice on emergency Community Development staff. Invite preparedness and receives reports from Sheriff's Office and Fire Dept. staff to Sheriff's Office and two Fire Depts. make presentations to Council on an as- needed basis. A separate Emergency Preparedness Committee was formed in 2004 to meet annually and oversee City