HomeMy WebLinkAbout04-23-2004 City Council Agenda Packet~-%
AGENDA
CITY OF SARATOGA
CITY COUNCIL
SPECIAL MEETING
APRIL 23, 2004
ADMINISTRATIVE CONFERENCE ROOM -13777 FRUITVALE
AVENUE, SARATOGA CALIFORNIA
CALL MEETING TO ORDER - 8:45 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 April 15, 2004)
1. BUDGET STUDY SESSION
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).
Certif cate of Posing of Agenda:
1, Cathleen Boyer, City Clerk for the City of Saratoga, declare that the foregoing agenda
for the meeting of the City Council of the City of Saratoga was posted on April I5, 2004
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 4T www.saratoga.ca.us
April at Saratoga, California.
Clerk
SARATOGA CITY COUNCIL
MEETING DATE: Apri123, 2004 AGENDA ITEM:
ORIGINATING DEPT: Administrative Services CITY MANAGER: '~~~
PREPARED BY: Jesse Balo~ DEPT HEADY-~
i
SUBJECT: Projected FY 2004/05 Budget.
RECOMMENDED ACTION(S):
To provide staff direction on balancing the FY 2004/05 proposed budget.
REPORT SUMMARY:
Staff has currently prepared a draft FY 2004/05 budget that incorporates conservative
assumptions known to-date. Again, the budget is a lean operating budget that continues similar
assumption already incorporated in the FY 2003/04 budget. These carryover assumptions
include the following: a continued hiring freeze on vacant positions, reduction of major capital
equipment purchases, a limit to the growth of the capital improvement program, and a
continuation of across the board reductions to vazious City programs.
Revenue are anticipated to grow from $8.2 to $8.9 million or 8.6%, which primarily reflects the
full return of the motor vehicle license fee, a 6.2% growth in property taxes that is offset by the
Governor's proposed ERAF shift of $156k, the cash flow constraints of the triple-flip process,
and a flat assumption for sales tax growth.
Expenditures as conservatively prepared primarily reflect the following:
• Conservative increase of salazies and benefits that incorporates:
o Impact of PERS that reflect an added 4.35% employee contribution
o Nominal increase to reflect the current employee negotiation process
o Continued increase in medical and workers compensation
• An increase to the cost of providing current law enforcement services from $3 million to
$3.5 million, which primarily reflects a PERS cost increase of 20%, 7% rise in the cost of
health benefits, a 3.5% salary increase, and an increase to the cost of workers
compensation.
• Staff maternity leave $26k
• Elections cost of $65k
• Increase to liability insurance premiums $15k
• Increase to MIS maintenance fees $18k
• Capital purchases are significantly reduced from the prior year and include only $16k for
the cost of two A/C units.
As part of the final stages for developing the initial proposed budget, staff has developed various
options for balancing the proposed General Fund budget while again, leaving the Operating and
Economic Uncertainty Reserves intact. By July 1, 2004, the Operating Reserve is anticipated to
grow from $2.367 million to $2.4 million and the Economic Uncertainty is to remain at $1.5
million. Staff has developed the following options for balancing the City's general fund budget,
which will continue to maintain a positive to the undesignated reserve balance, and is seeking
further Council direction.
Option 1:
This assumes the full cost of the Sheriff's proposed budget to maintain the same level of service,
estimated at $3.5 million. This option provides leaves the City with an operating deficit of
$667k, which is resolved from using one-time reserves. This use of one-time reserves creates a
positive net of operations of $99k and grows the undesignated reserve from $383k to $484k
Option 2:
This provides the Sheriff s office with a 5 percent credit above the current FY 2003/04 budget
and provides for a School Resource Officer or DARE Officer and eliminates the Traffic Officer.
Without any use of reserves, net of operations would is projected at a negative $310 but with a
positive undesignated reserve of $73k.
Option 3:
This provides a 5% credit to the Sheriff s office including the provision of a Traffic Officer while
eliminating the SRO and DARE Officer. The operations are nearly balanced by utilizing one-
half ofthe available reserves plus the annual net cash flow amount for each reserve type. The
undesignated slightly falls from $383k to $341k.
Option 4:
This provides the Sheriff s office with a 5 percent credit above the current FY 2003/04 budget
and allows for the provision of a School Resource Officer or DARE Officer and eliminates the
Traffic Officer (similar to option 2) while also utilizing one-third of the available reserves plus
the annual net cash flow for each reserve type.
2 of 3
GeneralFUnd Undesignated Resources
Projected June 30, 2005
(in thousands)
Option 1 Option 2 Option 3 Option 4
Beginning Undesignated, July 1, 2004 $383 $383 $383 $383
Revenues 8,916
Expenditures (indudes Sheriffs Office) (7,609)
Operating Transfers (1,974)
Net of Operation (before adjust) (667) (667) (667) (667) (667)
Adjustments to Expenditures:
Sheriffs budget less 5% increase over 2003/04 357 217 357
Adjustment to Resources:
Transfer of COPS Fund Bal. 302 152 136
Transfer of PERS Reserve 140 70 46
Traffic Safety Reserve 324 186 139
Net of Operations 99 (310) (42) 11
Undesignated, June 30, 2005 $492 $73 $341 $394
FISCAL IMPACTS:
To be determined by above.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
N/A.
ALTERNATIVE ACTION(S):
N/A.
FOLLOW UP ACTION(S):
To be determined.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A.
ATTACHMENT(S):
3 of 3
r
. City of Saratoga Community Development Department
MEMORANDUM
TO: Thomas Sullivan, AICP
Community Development Director
FROM: Brad Lind, Building Official
DATE: April 16, 2004
SUBJECT: Building Permit Valuation
Building Permit and Plan Checking fees collected by the Building Department are based
on the value or valuation of a construction project. The California Building Code (Section
107.2) states: "The determination of value or valuation under any of the provisions of
this code shall be made by the Building Official. The value to be used in computing
the building permit and building plan review fees shall be the total value of all
construction work for which the permit is issued, as well as all finish work,
• painting, roofing, electrical, plumbing, heating, air conditioning, elevators, fire
extinguishing systems and any other permanent equipment
Typically, valuation is determined using a dollar per squaze foot multiplier. The current
dollar per square foot multiplier for new houses and habitable space additions was
recently increased from $175 per square foot to $200 per square foot. This valuation
multiplier is increased as construction costs rise, generally on asemi-annually or
quarterly basis.
Per your request, I have reviewed the `assessed improvement values' of recently
constructed single-family dwellings to determine a valuation that accurately reflects
construction within the City of Saratoga. The assessed improvement values for ten new
single-family dwellings were examined using data supplied by the County of Santa Clara
Assessor's Office. The houses were chosen at random and included projects in various
locations throughout the City. The average improvement value for the ten houses was
$250.80 per squaze foot.
Each quarter I will conduct representarive sampling and make adjustments to the
valuation multiplier as needed so that the value per squaze foot stays current.
Based on 65 new homes per year, the adjustment of the valuation up to $250 per square
foot should add approximately $162,500 in building permit fees. ,
r~
U
Supporting Data
C~
13995 Alta Vista Avenue 18907 Hayfield Court
397-28-060 397-24-089
Permit 00-2189 Permit 99-0199
Improvement Value: $1,480,000 Improvement Value: $1,500,000
Square Footage: 4804 Square Footage: 4714
Value per square foot: $308 Value per square foot: $318
13201 Montrose Avenue 18150 Rodeo Creek Hollow
389-16-015 503-82-004
Permit 00-4185 Permit 00-4072
Improvement Value: $1,200,000 Improvement Value: $1,326,000
Square Footage: 5376 Square Footage: 4827
Value per square foot: $223 Value per squaze foot: $274
14361 Paul Avenue 20199 Franklin Avenue
503-21-110 393-39-011
Permit 99-2110 Permit 00-2210
Improvement Value: $800,000 Improvement Value: $4,810,000
Square Footage: 3940 Square Footage: 2664
Value per squaze foot: $203 Value per square foot: $304
18175 Rodeo Creek Hollow 18000 Rodeo Creek Hollow
503-52-005 503-82-001
Permit 00-4056 Permit 00-2836
Improvement Value: $1,000,000 Improvement Value: $1,428,000
Square Footage: 5145 Square Footage: 5953
Value per square foot: $194 Value per squaze foot: $239
12811 Pierce Road 14351 Paul Avenue
503-18-059 503-21-111
Permit 00-4224 Permit 99-2108
Improvement Value: $1,550,000 Improvement Value: $800,000
Squaze Footage: 6387 Square Footage: 3940
Value per square foot: $242 Value per square foot: $203
Note: The Rodeo Creek Hollow homes were each built by different contractors.
•
• BUILDING PERMIT AND PLAN CHECK FEES
COMPARISONS BASED ON VALUATIONS
Example 1: 500 square foot addition to asingle-family dwelling
Valuation: $175 per square foot Plan check fee $591.34
500 x $175 = $87,500 Building Permit 909.75
$1501.09
Valuation: $200 per square foot Plan check fee $645.94
500 x $200 = $100,000 Building Permit 943.75
$1,639.69
Valuation: $250 per square foot Plan check fee $736.94
500 x $250 = $125,000 Building Permit 1133.75
$1,870.69
Valuation: $300 per square foot Plan check fee $827.94
500 x $300 = $15Q000 Building Permit 1273.75
$2,101.69
• Example 2: 5000 square foot new single-family dwelling
Valuation: $175 per square foot Plan check fee $3,259.75
5000 x $175 = $675,000 Building Permit 5 O1S.00
$8,274.75
Valuation: $200 per squaze foot Plan check fee $3,645.69
5000 x $200 = $1,000,000 Building Permit 5 608.75
$9,254.44
Valuation: $250 per square foot Plan check fee $4,238.81
5000 x $250 = $1,250,000 Building Permit 6 521.25
$10,760.06
Valuation: $300 per squaze foot Plan check fee $4,831.94
5000 x $300 =1,500,000 Building Permit 7 433 75
$12,265.69
•
Administrative Services Department
City of Saratoga
April 22, 2004
Memorandum
To: Mayor and Council Members
From: Jesse Baloca, Administrative Services Directo~
Re: Development Services Budget
In an effort to maintain fund balance of the Development Services Fund at sustainable
levels, various types of new revenues have been proposed. The attached worksheet
highlights the new fees that have been implemented and the additional options that are
proposed to maintain a fund balance level of $729k. Although net operations continue to
decline slightly, the greatest cause is that a significant amount of the development
services tasks are spent on non-billable work.
Please also refer to the attached information provided by Tom Sullivan, Community
Development Director. Thank you.
Attachments
Development Services Fund
(In Thousands)
Option 1 Option 2
Fund Balance 820 820 820
Revenue 1,572
New Revenues (*) 205
Expenses (2,070)
(293) (293) (293)
Adjust. to Revenues: 171 202
Net Operations (293) (122) (91)
Fund Balance 527 898 729
(") New Fees:
$1,500 deposit for Mill Act Application @ 3/yr = $4,500
Zone Clearance Fee - $500 x 75 = $37,500
Automatic counter work charge - 10% of initial deposit =expedites the revenue recognition process
Building permit valuation = $162,500
Option 1: Increase the amount of billable time/hours of the planning staff from 24% to 50% _ $123k
Increase the building permit valuation cost from $250 to $300 = $48k
Option 2: Includes Option 1 above, and increases the billable rate by 25% _ $31 k
City of Saratoga
Community Development Department
MEMORANDUM
T0: Jesse Baloca
Administrative Services Director
FROM: Thomas Sullivan, AICP
Community Development Director
DATE: March 9, 2004
RE: Cost Recovery
As you are aware all of the planners, myself included, have duties other than
development review. The public counter is open approximately five hours per day and
is staffed by one to two planners depending upon the demand. This equates to
approximately 135 hours per month that is not spent on billable time. We currently bill
at a rate of $41.251hour and add 32% for city overhead. This single function equates to
$7,350 per month that cannot be transferred from deposits to the Development fund.
For this fiscal year to date we have only billed an averaged about 160 hours of Staff
time per month or about 24% of the Planner's time.
Additionally, time spent attending mandatory training events, time spent going to other
meetings, time spent as Commission liaisons, updating zoning codes and General Plan
elements and general department administration. Too little of the Planner's time is
spent doing development review. The real irony is that the better the planner does in
assisting a developer in preapplication consultation the quicker the development review
goes which means fewer dollars get transferred into the Development fund from the
deposit. Close to half of the applications that are received are called "Over-the-
Counter'. No fee is currently charged for this. Clearly, this needs to change.
I propose that we establish the following:
1. An "Over the Counter" Zone Clearance Fee fixed at $500. This fee would be
collected with the submittal of the plans. Based on the past two years this fee
will generate $63,000 per year. The next level up in project size is Administrative
Design Review, which has a deposit of $1,500. If a single story addition is less
than 50% of the existing dwelling it is approved "over the counter." These are not
small projects for the most part. Even swimming pools in Saratoga are fairly
involved. Knowing that an application fee is being collected more time will be
spent and a better review accomplished.
2. A Departmental Overhead Fee that captures the cost of Administration. The add
on percentage would be adjusted annually with the adoption of the budget much
like the Citywide Overhead charge to Departments is adjusted based on the
actual budget. I need help determining this fee.
Y
3. Time spent on General Plan and Zoning Code Updates needs to be made part of
the equation also. Since we are not doing a comprehensive update of either
document the effort will be ongoing. Typically, the cost of a full time Associate
Planner can be charged to updating General Plan Elements. City and
Departmental overhead needs to be added to the salary and benefit cost. I have
taken the lead in updating the various Zoning and Subdivision sections. I spend
about one-third of my time doing this.
4. A Counter Work charge that is automatically deducted from the deposit upon
application. This fee would be equal to 10% of the deposit. There still will be
counter time (or cost) that is associated with answering questions by from the
general public.
The chart below gives you a pretty good idea how the Planners time is used.
Total Monthly Hours Available for four Planners = 667
Task Average HourslMonth As a Percent Total
Counter 135 20°°
~vorana Rillari 162 i 24%
HPC Liaison 4u o ~0
General Plan U date 100 15%
Staff Meetin sand Trainin 20 ' 3%
Review of Code U dates 20 3%
Clean Water Meetin s 15 2%
Other Non-billable Activities* 155. 24%
* Includes monitoring projects submitted prior to deposit system was pv£m place. This will go down over time as
these projecrs work their way through the system It takes three to foot yeazs to construct a dwelling in Sazatoga.
ARCHIVE COPY
AGENDA
REGULAR MEET>Iivu
SARATOGA CITY COUNCIL
MAY 5, 2004
OPEN SESSION - 5: 30 P.M. - ADMINISTRATIVE CONFERENCE ROOM,
13777 FRUITVALE AVENUE
CALL MEETING TO ORDER
JOINT MEETING WITH YOUTH COMMISSION
CLOSED SESSION- 6:30 P.M. -ADMINISTRATIVE CONFERENCE ROOM,
13777 FRUITVALE AVENUE
ANNOUNCEMENT OF CLOSED SESSION ITEMS
ADJOURN TO CLOSED SESSION
Conference with Legal Counsel -Initiation of litigation (Gov't Code section 54956.9(c):
- (2 potential cases).
Conference With Legal Counsel -Existing Litigation: (Government Code section
54956.9(a))
Name of case: Saratoga Union School District v. City of Saratoga (No.
CV803595)
Conference With Labor Negotiators (Gov't Code 54957.6):
Agency designated representatives: Lorie Tinfow, Assistant City Manager &
John Cherbone, Public Works Director
Employee organization: SEA
Conference With Labor Negotiators (Gov't Code 54957.6):
Agency designated representatives: Lorie Tinfow, Assistant City Manager &
Tom Sullivan, Community Development Director
Employee organization: Non SEA Members
Conference With Labor Negotiators (Gov't Code 54957.6):
Agency designated representatives: Dave Anderson, City Manager
Employee organization: SMO
REGULAR MEETING - 7:00 P.M. -CIVIC THEATER/COUNCIL CHAMBERS
AT 13777 FRUITVALE AVENUE
MAYOR'S REPORT ON CLOSED SESSION
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT OF CITY CLERK ON POSTING OF AGENDA
Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on
Apri130, 2004.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-A~endized Items
Any member of the public will be allowed to address the City Council for up to three (3)
minutes on matters not on this agenda. The law generally prohibits the Council from
discussing or taking action on such items. However, the Council may instruct staff
accordingly regarding Oral Communications under Council Direction to Staff.
Communications from Boards and Commissions
The City Council will receive reports from the Boards and Commissions listed below and
may provide direction regarding matters to be considered by those Boards and
Commissions. Recommendations from Boards and Commissions requiring City Council
approval are considered as independent agenda items.
Report from the Youth Commission.
Written Communications
None
Oral Communications -Council Direction to Staff
Instruction to Staff regarding actions on current Oral Communications.
ANNOUNCEMENTS
None
CEREMONIAL ITEMS
None
SPECIAL PRESENTATIONS
None
2
CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be
acted in one motion, unless removed by the Mayor or a Council member. Any member of
the public may speak to an item on the Consent Calendar at this time, or request the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
1 A. City Council Minutes -Regular Meeting Apri17, 2004
Recommended action:
Approve minutes.
1B. City Council Minutes -Special Meeting Apri123, 2004
Recommended action:
Approve minutes.
1C. Review of Check Register
Recommended action:
Approve check register.
1D. Saratoga Library Phase I -Notice of Completion
Recommended action:
T Accept Notice of Completion.
lE. Saratoga Public Library Project Telephone & Data -Notice of Completion
Recommended action:
Accept Notice of Completion.
1F. Civic Theater Lower Perimeter Roof and Book-Go-Round Roof Project-Award of
Construction
Recommended action:
1. Move to declare Califomia Roofing Company, Inc. to be lowest
responsible bidder on project.
2. Move to award a construction contract for Civic Theater Lower Perimeter
Roof and Book-Go-Round Re-Roof Project to California Company, Inc. in
amount of $73,800 and authorize City Manager to execute same.
PUBLIC HEARINGS
None
OLD BUSINESS
None
NEW BUSINESS
1. 1 s~ Review of the Proposed Budget
Recommended action:
Accept Budget Report and direct staff accordingly.
Designation of Voting Delegate for League of California Cities Annual Legislative
Action Days
Recommended action:
That Council designate a voting delegate.
Recruitment Activities Related to Four Soon-To-Be Vacant Staff
Recommended action:
Staff recommends that Council designate these four positions as "essential" and
authorize the City Manager to release the hiring freeze in order to fill the positions.
COMMISSION ASSIGNMENT REPORTS
Mater Waltonsmith
Finance Commission
VTA Restroom Ad-Hoc
Vice Mayor King
Arts Commission
City/School Ad-Hoc Committee
Parks and Recreation Commission
Councilmember Bososian
Council Policies AD-Hoc Committee
Heritage Preservation Commission
Councilmember Kline
Council Policies AD-Hoc Committee
Library Commission
Planning Commission
Village Ad-Hoc Committee
Councilmember Streit
Public Safety Commission
Vision for Saratoga AdHoc
Youth Commission
CITY MANAGER'S REPORT
OTHER
ADJOURNMENT
4
In compliance with the Americans with Disabilities Act (ADA), if you need special
assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269
or ctclerk@saratoga.ca.us. Notification 48 hours prior to the meeting will enable the
City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR
35.102-35.104 ADA Title II).
Certificate of Posting of Agenda:
I, Ann Sullivan, Deputy City Clerk for the City of Saratoga, declare that the foregoing
agenda for the meeting of the City Council of the City of Saratoga was posted on April
29, 2004 at the office of the City of Saratoga, 13777 Fruirvale 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.saratopa.ca.us
Signed this 30`" day of April 2004 at Saratoga, California.
Ann Sullivan, Deputy City Clerk
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2004
5/19 Regular Meeting - Hakone Foundation
6/2 Regular Meeting -Joint Meeting with Public Safety Commission
6/16 Regulaz Meeting -Joint Meeting with Friends of the Saratoga Library
7/7 Regular Meeting -Joint Meeting with Library Commission
7/21 Regular Meeting
8/4 Regular Meeting
8/18 Summer Recess
9/1 Regular Meeting
9/15 Regular Meeting
10/6 Regular Meeting
10/20 Regulaz Meeting
11/3 Regular Meeting
11/17 Regular Meeting
12/1 Regulaz Meeting
12/15 Regulaz Meeting - Counci] Reorganization
SARATOGA CITY COUNCIL
MEETING DATE: May 5, 2004
ORIGINATING DEP • City Manager's Office
PREPARED BY:
Cathleen Boy ,City Clerk
AGENDA ITEM:
CITY MANAGER: ~~~ ~
DEPT HEAD:
SUBJECT: City Council Minutes
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the following City Council Meeting:
Regulaz Meeting - Apri17, 2004
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A -Minutes Apri17, 2004
MINUTES
SARATOGA CITY COUNCIL
APRIL 7, 2004
The City Council of the City of Sazatoga held a Joint Session with the Saratoga Historic
Foundation in the Administrative Conference Room, 13777 Fruitvale Avenue, at 5:30
p.m.
The following Saratoga Historic Foundation members were present: Executive Director
April Halberstadt, Willys Peck, Don Armstrong, Lyn Johnston, Warren Heid, President
Bob Loudon, and Ron Hagelin.
Mr. Louden noted that he was the current president of the Historic Foundation. Mr.
Louden stated that in 2003 the Foundation completed the addition on the Museum and
have plans in process to upgrade the McWilliams House.
Mr. Louden stated that the Foundation now has a full half-time curator and an executive
director.
Mr. Louden stated that their mission is to preserve the history of Saratoga, make it
available to the public and promote it.
Mr. Armstrong stated that the Museum now has everything indexed in a computer
database, which is available for the public to use. Mr. Armstrong reported that a local
realtor is creating a series of postcazds using old photos from the Museum to promote his
business. One side of the card will be a brief history of Sazatoga and the other an
advertisement for his business. The post cazd is also free advertising for the Museum.
A discussion took place in regards to the Arthur Mintz photography studio that recently
went up for sale. The discussion continued to find ways to preserve the building by
contacting the property owners and suggesting they donate the building to the Historic
Foundation.
Councilmember Kline stated that the Heritage Preservation Commission should look into
the building and check to see if it's on the City's Historic Inventory List.
Council discussion in regards to historic landmazk designation for the five properties
owned by the City: Book-Go-Round, Wamer Hutton House, McWilliams House,
Museum and Hakone Gardens.
Ms. Halberstadt suggested that the City attend a State Historic Foundation meeting,
which are held quarterly. The Foundation might be able to help the City through the
local process
Ms. Halberstadt pointed out a few of the Museum's processions such as the diary of the
Brown family and two paintings of John Brown, which were painted by Sarah Brown.
Also, a gold nugget ring owned by the Cunningham family along with family pictures.
Seeing a change in the ethnic backgrounds in the community, Ms. Halberstadt stated that
the Foundation is looking into starting an educational program for the local schools.
Mayor Waltonsmith thanked the Saratoga Historic Foundation for participating in
tonight's joint meeting.
A discussion took place in regards to mold in the McWilliams House.
Ms. Halberstadt informed the Council that the Museum would soon be putting together a
permanent showcase for Native Americans.
The City Council met in Closed Session in the Administrative Conference Room, 13777
Fruitvale Avenue, at 6:30 p.m.
ADJOURNED TO CLOSED SESSION - 6:30 P.M.
Conference with Legal Counsel -Initiation of litigation (Gov't Code section 54956.9(c):
(1 potential case).
Conference With Legal Counsel -Existing Litigation: (Government Code section
54956.9(a))
Name of case: City of Saratoga v. Escamilla (Santa Claza County Superior Court
No. 1-03-CV-00531)
Name of case: Saratoga Union School District v. City of Saratoga (No.
CV803595)
Name of case: City of Saratoga v. Hinz (6th District Court of Appeals
No. H023549)
Name of case: Calvello Electric, Inc. v. St. Paul Fire & Marine, et al. (Santa
Claza County Superior Court No. CV 812704)
Name of case; Residential Development Group v. Saratoga (Santa Clara
County Superior Court Case No. 103CV011391)
Conference With Labor Negotiators (Gov't Code 54957.6):
Agency designated representatives: Lorie Tinfow, Assistant City Managez &
John Cherbone, Public Works Director
Employee organization: SEA
Conference With Labor Negotiators (Gov't Code 54957.6):
Agency designated representatives: Lorie Tinfow, Assistant City Manager &
Tom Sullivan, Community Development Director
Employee organization: Non SEA Members
Conference With Labor Negotiators (Gov't Code 54957.6):
Agency designated representatives: Dave Anderson, City Manager
Employee organization: SMO
MAYOR'S REPORT ON CLOSED SESSION - 7:00 a.m.
Mayor Waltonsmith reported there was Council discussion but no action was taken.
Mayor Waltonsmith called the Regulaz City Council meeting to order at 7:00 p.m. and
lead the Pledge of Allegiance.
ROLL CALL
PRESENT: Councilmembers Stan Bogosian, Norman Kline,
Nick Streit, Vice Mayor Kathleen King,
Mayor Ann Waltonsmith
ABSENT: None
ALSO PRESENT: Dave Anderson, City Manager
Lorie Tinfow, Assistant City Manager
Richazd Taylor, City Attorney
Cathleen Boyer, City Clerk
Jesse Baloca, Administrative Services Director
Tom Sullivan, Community Development Director
John Livingstone, Associate Planner
John Cherbone, Public Works Director
Cary Bloomquist, Administrative Analyst
REPORT OF CITY CLERK ON POSTING OF AGENDA FOR APRIL 7 2004
Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2,
the agenda for the meeting of Apri17, 2004 was properly posted on April 1, 2004.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
ORAL COMMUNICATIONS
None
COMMUNICATIONS FROM COMMISSIONS
Robert Louden, President/ Sazatoga Historic Foundation, stated that the Sazatoga
Historic Foundation met with the City Council prior to the meeting to discuss
accomplishments and future plans of the Foundation.
WRITTEN COMMUNICATIONS
None
COUNCIL DIRECTION TO STAFF
None
ANNOUNCEMENTS
Mayor Waltonsmith announced that the City is advertising for volunteers to participate
on a citizen advisory committee for the General Plan Land Use Element update. It is
anticipated that the committee will meet over atwo-year period with monthly or bi-
monthlymeetings. Interested persons should contact the Community Development
Department for more information
Mayor Waltonsmith announced that the Parks & Recreation Commission has two
vacancies and the Youth Commission has 10 vacancies. Deadline to turn in an
application is Apri130, 2004.
CEREMONIAL ITEMS
lA. COMMENDATIONS FOR OUTGOING COMMISSIONERS
STAFF RECOMMENDATION:
Present commendations.
Mayor Waltonsmith read the commendations and presented them to Mary Ann
Henderson, Betty Peck, Norman Koepernik, Willys Peck, and Sandra Dodge.
1B. APPOINTMENT AND OATH OF OFFICE FOR THE ARTS, HERITAGE
PRESERVATION, PLANNING, & PUBLIC SAFETY COMMISSIONS
STAFF RECOMMENDATION:
Adopt resolutions and administer Oath of Office.
TITLE OF RESOLUTION: 04-029, 30, 31, 32
MOVED TO ADOPT RESOLUTIONS APPOINTING NEW
COMMISSIONERS TO ARTS HERITAGE PRESERVATION,
PLANNING & PUBLIC SAFETY COMMISSIONS. MOTION PASSED 5-0.
City Clerk Boyer administered the Oath of Office to the new commissioners.
CONSENT CALENDAR
2A. CITY COUNCIL MINUTES -REGULAR MEETING MARCH 3, 2004
STAFF RECOMMENDATION:
Approve minutes.
KING/STREIT MOVED TO APPROVE MINUTES OF MARCH 31.2004.
MOTION PASSED 5-0.
2B. CITY COUNCIL MINUTES -REGULAR MEETING MARCH 17, 2004
STAFF RECOMMENDATION:
Approve minutes.
KING/STREIT MOVED TO APPROVE MINUTES OF MARCH 31, 2004.
MOTION PASSED 5-0.
2C. REVIEW OF CHECK REGISTER
STAFF RECOMMENDATION:
Approve check register.
KING/STREIT MOVED TO APPROVE CHECK REGISTER. MOTION
PASSED 5-0.
2D. BUILDING SITE APPROVAL FOR ONE LOT LOCATED AT 13800
PIERCE ROAD. OWNER: THOMAS WALKER
STAFF RECOMMENDATION:
Adopt resolution granting final building site approval.
TILE OF RESOLUTION: BAS 00-003
KING/STREIT MOVED TO ADOPT RESOLUTION APPROVING THE
FINAL BUILDING SITE AT 13800 PIERCE ROAD. MOTION PASSED 5-0.
2E. WILDWOOD PARK WATER FEATURE APPROVAL
STAFF RECOMMENDATION:
Authorize City Manager to enter into a Profession Design and Building
Agreement.
KING/STREIT MOVED TO AUTHORIZE THE CITY MANAGER TO
ENTER INTO AGREEMENT WITH INTERPLAY DESIGN. MOTION
PASSED 5-0.
2F. AGREEMENT AMONG SILICON VALLEY ANIMAL CONTROL
AUTHORITY (SVACA) AND ITS MEMBER CITIES REGARDING
PURCHASE OF THOMAS ROAD PROPERTY
STAFF RECOMMENDATION:
Approve and authorize City Manager to execute agreement.
KING/STREIT MOVED TO AUTHORIZE THE CITY MANAGER TO
EXECUTE AGREEMENT WITH SVACA. MOTION PASSED 5-0.
2G. REQUEST TO CHANGE LIBRARY COMMISSION MEETING TIME
STAFF RECOMMENDATION:
Approve request.
Vice Mayor King stated that her only concern in regards to changing the time is it
might rule out future candidates that could not attend afternoon meetings.
Councilmember Streit pointed out the Heritage Preservation meets in the morning.
Mayor Waltonsmith stated that the Arts Commission meets in the afternoon.
Councilmember Kline noted that the JPA and most Library Commissions
throughout the valley usually meet in the morning or afternoon. Councilmember
Kline noted that he supports the Library's request to change their meeting time.
Councilmember Bogosian noted that the time could be changed and if it doesn't
work out change it back.
Assistant City Manager Tinfow stated that the Library Commission sees the time
change as a way to draw a new audience.
KING/KLINE MOVED TO APPROVE CHANGE TO THE LIBRARY
COMMISSION'S MEETING TIME. MOTION PASSED 5-0.
2H. MILLS ACT PROPERTY TAX ABATEMENT PROGRAM CONTRACT
STAFF RECOMMENDATION:
-- Approve contact.
KING/STREIT MOVED TO APPROVE MILLS ACT CONTRACT.
MOTION PASSEDS-0.
PUBLIC HEARINGS
3. APPEAL OF THE PLANNING COMMISSION DECISION TO
CONDITIONALLY APPROVE DESIGN REVIEW APPLICATION NO. 03-
269 TO CONSTRUCT A 302.5 SQUARE FOOT ADDITION TO A HOME
AT 14403 SOBEY ROAD
STAFF RECOMMENDATION:
Conduct public hearing and adopt resolution upholding the Planning
Commission's decision.
John Livingstone, Associate Planner, presented staff report.
Planner Livingstone explained on February 25, 2004 the Planning Commission
approved a 302.5 squaze foot addition to a home with the condition that the
existing perimeter fencing -including but not limited to the stucco wall base with
wrought iron, iron gates and trellis - be brought into compliance with the City
Code Section 15-29 and other codes prior to final inspection approval.
Planner Livingstone explained that the applicant is now appealing condition of
approval #1 and would like to obtain approval for the 302.5 square foot addition,
and maintain the existing perimeter wall with wrought iron above, iron gates and
trellis.
Planner Livingstone briefly explained the background of the project.
Councilmember Streit asked if the City could prove that the fence wasn't built
prior to 1987.
Planner Livingstone replied that the City had one building permit on file that
approved a aft wall.
Councilmember Streit asked if there has been any complaints from the neighbors.
Planner Livingstone replied that there have never been any complaints regarding
the fence.
Bill Gates noted that he represented the Ashjay family located at 14403 Sobey
Road. Mr. Gates stated that he was present tonight to request that the permit be
approved with out the condition attached. Mr. Gates stated that there are three
important things to point out to the Council this evening, reasons they feel the
fence should not be changed:
14403 Sobey Road is not a reverse comer lot -the fence requirement not
exceeding 3 feet doesn't apply to this property. This is the only lot in this
area designated as a reverse comer lot -when actually all the lots are the
same.
• It is not fare to demand that the fence be changed after the property owner
received approval for the Planning Department and it has been up for many
years. The Ashjay's have spent over $100,000 on the fence.
What evidence does the City have that the fence located at 14403 Sobey
Road, isn't the same height as in 1987. (Mr. Gates submitted statements
from several neighbors stating that the fence is the same height prior to
1987).
Mayor Waltonsmith asked Director Sullivan to explain "reverse corner lots".
Director Sullivan explained "reverse comer lots" and stated that the Ashjay's
property is a reverse corner lot and so it the one across the street.
Councilmember Kline stated that comer lots are considered special lots in most
cities, most of the time variances are granted for these types of lots.
Councilmember Kline asked if this property owner has asked for any variances.
Director Sullivan replied no
Councilmember Bogosian stated that he isn't seeing the nexus between the fence
and the trigger that is requiring the fence to be removed. Councilmember
Bogosian stated that this is a beautiful piece of property and will support
overturning the Planning Commission
Councilmember Streit stated that he has a multiple of reasons to overturn the
Planning Commission:
• Beautiful piece of property, owners have done a great job of landscaping
and remodeling the property
• Several permits that show the fence is approved
• No proof that the fence wasn't the same height in 1987
Councilmember Kline stated that he would support overturning the Planning
Commission's decision.
KLINE/STREIT MOVED TO DIRECT STAFF TO BRING BACK A
RESOLUTION TO GRANT THE APPEAL. MOTION PASSED 5-0.
4. ZONING ORDINANCE TO CREATE MIXED USE STANDARDS
STAFF RECOMMENDATION:
Conduct the public hearing; Grant first reading; Direct staff to place the matter on
the next agenda; adopt resolution granting a Negative Declaration of
Enviromnental Impact.
TITLE OF RESOLUTION: 04-026
Tom Sullivan, Community Development Director, presented staff report
Director Sullivan on February 25, 2004 the Planning Commission adopted a
resolution recommending that the City Council adopt the Mixed Use Standazds
implementing Program 1.2 of the Housing Element of the General Plan.
Director Sullivan explained that the City's Housing Element contains several
housing program, one of the program is Program 1.2: Amend Zoning Code to
Implement a Mixed Use Overlay Zone. The action that is proposed would start the
formal preparation of a Zoning Ordinance Amendment to implement the Program
1.2. The areas that aze suggested to be studied relate to the development standards.
Referring to the Mixed Use Standards the Planning Commission was directed to
study, Director Sullivan pointed out that in order to accomplish the development
standards several individual amendments to the Zoning Code must be made.
Councilmember Streit asked who would have the discretion in regards to the
height of sound walls between residential and commercial properties.
Director Sullivan stated that it is mandated in the code that commercial property
owners have to build sound walls if their property abuts residential property. The
maximum height of the sound wall can be up to 10 feet. Director Sullivan stated
that he also has design authority of what those walls look like
Referring to the proposed Section 15-58.20, Councihnember Streit pointed out that
it states that smaller mixed-use project, 9 units or less, must pay an in lieu fee for
park construction, in lazger projects, 10 units or more, useable open space will be
provided. Councilmember Streit asked if a project of 10 or more units could be
given the option to either pay in lieu fees or provide open space.
Vice Mayor King stated that she supports Councilmember Streit's suggestion.
Mayor Waltonsmith opened the pubic hearing and invited public comments.
Seeing none, Mayor Waltonsmith closed the public hearing.
In regards to Councilmember Streit's request, Mayor Waltonsmith stated that she
agrees with him but would also like to add something in that section stating that
when determining the option of in lieu fees or open space that available pazk space
around the azea be considered.
Councihnember Bogosian stated that he supports Mayor Waltonsmith request
KING/BOGOSIAN MOVED TO GRANT FIRST READING AS AMENDED:
DIRECT STAFF TO PLACE THE MATTER ON THE NEXT AGENDA;
ADOPT RESOLUTION GRANTING A NEGATIVE DECLARATION OF
ENVIRONMENTAL IMPACT. MOTION PASSED 5-0.
OLD BUSINESS
5. BUDGET STATUS REPORT
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
Jesse Baloca, Administrative Services Director, presented staff report.
Director Baloca stated that the City anticipates no further adjustments to its
2003/04 budget for the remainder of the fiscal yeaz. Director Baloca explained the
City's third quarter budget adjustment reconciled he projected loss of
approximately $576k of its current year VLF revenue stream, which is considered
a backfill gap to be repaid in 2006.
Director Baloca stated that all current year adjustments have left the City's
Economic and Operating reserves intact.
9
Referring to the 2004-2005 Operating Budget process, Director Baloca stated that
it would reflect the following highlights:
• The Governor's proposed expansion of the ERAF shift of local property
taxes to support school funding where an additional $156k is permanently
lost beginning in FY 2004-OS in property taxes
• The accounting for the '/< cent triple flip
• Contribution of 4.35% for the Employee's portion of PERS ($200K)
• Negotiated employees agreements and the rising cost of benefits
• The negotiated Sheriffls Office contract
Director Baloca briefly explained the future milestones of the State's budget
process.
Mayor Waltonsmith thanked Director Baloca for his report.
6. GRANT WRITER SERVICES
STAFF RECOMMENDATION:
Authorize the City Manager to enter into a profession grant writing service
agreement with Randall Funding & Development, Inc.
Cary Bloomquist, Administrative Analyst, presented staff report.
Analyst Bloomquist explained that at the March 17, 2004 City Council meeting
staff was directed to perform reference checks on Seigler Associates and Randall
Funding & Development grant writing firms and to perform demographic analysis
on cities similaz to Saratoga in an effort to determine how similaz cities meet their
grant writing needs.
Analyst Bloomquist stated that he conducted reference checks on both firms by
contacting the references listed on the RFP. Most references responded, and the
overall level of satisfaction for each firm was high.
Analyst Bloomquist stated that staff performed a seazch of all cities in California
demographically similaz to Sazatoga utilizing data from the 2000 U.S. Census.
Analyst Bloomquist explained the results noting that in most cities staff acts as the
grant writer. Analyst Bloomquist stated that most cities contacted do very limited
grant writing. When grant funds aze solicited, they are typically non-competitive
grants for relatively small funding awards. Analyst Bloomquist stated that staff
also contacted neighboring cities and staff also acts as the grant writer.
Analyst Bloomquist concluded that each firm is nearly equally qualified, however
staff recommends Randall Funding & Development, which has a local office,
appears to be more aggressive/proactive, and has an excellent tract record of
winning competitive grant dollazs.
After reviewing the comparisons, Councilmember Bogosian stated that the City is
taking it's chance hiring a grant writer because there is no guazantee that the city
will receive any grants.
10
Analyst Bloomquist stated that Randall Funding has stated that they can design
their program to meet any cities needs.
Vice Mayor King asked if other non-profits in the city could use the grant writer.
Concerned with the lack of money for matching funds, Mayor Waltonsmith asked
if the City would have control over what grants are apply for.
Dan Randall, CEO/ Randall Funding & Development, stated that the first thing his
company would do is a needs assessment. Referring to Mayor Waltonsmith's
question, Mr. Randall stated that they do not apply for grants without their client's
written approval. Responding to Vice Mayor King's question, nonprofits can use
their services, although it's up to the City. Mr. Randall stated that his company
has 68-professional grant writers and several contract grant writers they can hire if
needed.
In regards to other groups using the City's grant writer contract, Councilmember
Kline asked who pays the fee.
Mr. Randall stated that the City should have policy guidelines regazding other
parties using the contract.
Councihnember Bogosian stated that if the City Council approves the contract,
cleaz use polices should be written.
Councilmember Kline stated that the City should have done this yeazs ago and
noted that he would support the monthly fee option.
Councilmember Bogosian requested that a status report in regards to this contract
be brought back to Council in six months.
Consensus of the City Council to direct staff to draft a set of guidelines regarding
grant writer services and return in six months with a status report.
KING/STREIT MOVED TO AUTHORIZE THE CITY MANAGER TO
ENTER INTO A PROFESSION GRANT WRITING SERVICE
AGREEMENT WITH RANDALL FUNDING & DEVELOPMENT INC
USING THE "MONTHLY FEE STRUCTURE" PROGRAM OF $3.000
FLAT MONTHLY FEE FOR THE REST OF FY 03-04 AND DIRECT
STAFF TO BUDGET THE FEE INTO THE 04-OS BUDGET. MOTION
PASSED 5-0.
11
NEW BUSINESS
7. SARATOGA-SUNNYVALE ROAD "GATEWAY" IMPROVEMENTS -
APPROVAL OF CORNER ENTRY REDESIGN
STAFF RECOMMENDATION:
Approve Gateway entry redesign plan.
John Cherbone, Public Works Director, presented staff report.
Director Cherbone presented that background of the project noting that after the
initial conceptual design was completed, it was discovered that the owner of the
Union 76 was not the owner of the real property. Director Cherbone stated that
over the past six months staff has been discussing the project with the owner of the
real property, Berto Development.
Director Cherbone noted that Berto Development indicated that in the neaz future
the current use of the property may change and that the conceptual design of the
corner entry would be too cumbersome for the small parcel.
Director Cherbone stated that basic design changes were discussed, which was
agreed to by the property owner. Director Cherbone explained the changes noting
that the requirement to reduce the size of the comer entry azea eliminated the
proposed water feature, although there is still sufficient room for all the other
amenities planned for the azea. Director Cherbone pointed out that the reduces
scope of work frees up approximately $200,000 for City Council consideration on
other improvements and amenities such as art, which has strong interest form the
Arts Commission, the Kirkmont Traffic Signal, an improvement supported by the
sun•ounding neighborhood but not in the current project budget, or additional
options as directed by City Council.
Director Cherbone explained the City's design consultant, Steve Kikuchi, began
working with the Arts Commission to develop the design for the entry. The
proposed design plan uses an arch as the main theme. As a substitute for the water
feature, the design incorporates a place for art.
Vice Mayor King asked if there's been any thought that this setting could be used
as another place for a holiday tree.
Director Cherbone noted it could be a site for another holiday tree all that would
be needed aze lights.
Councilmember Bogosian asked who came up with the azch.
Tracy Halgren, Chair/Arts Commission, stated that the Commission looked at the
original conceptual designs and comments submitted by the neighbors and
business owners. Chair Halgren stated that the arch was a feature everyone agreed
upon. The new design will allow the City to showcase a piece of art, if there aze
funds available.
12
Director Cherbone noted that this design could be mirrored to a smaller scale for
other entries of the City in the future.
Vice Mayor King asked if there would be lights on the corner.
Director Cherbone responded that the lights on the trees similaz to Blaney Plaza
and lights on the azch.
KING/KLINE MOVED TO APPROVE GATEWAY ENTRY REDESIGN
PLAN. MOTION PASSEDS-0.
8. °`GATEWAY" ANNEXATION TO LANDSCAPING AND LIGHTING
ASSESSMENT DISTRICT LLA-1 -PRELIMINARY APPROVAL OF
ENGINEER'S REPORT AND ADOPTION OF RESOLUTION OF
INTENTION
STAFF RECOMMENDATION:
Adopt resolution approving the Engineer's Report & Resolution of Intention.
TITLE OF RESOLUTION: 04-027, 28
John Cherbone, Public Works Director, presented staff report.
Director Cherbone stated that the two resolutions on tonight's agenda must be
adopted to continue the process initiated on February 4`h for annexing the
"gateway" area of Sazatoga-Sunnyvale Road to the Landscaping and Lighting
Assessment District LLA-1.
BOGOSIAN/KLiNE MOVED TO ADOPT RESOLUTION OF INTENTION
TO ORDER THE LEVY AND COLLECTION OF ASSESSMENTS FOR
LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT LLA-1
ANNEXATION 2004-1. MOTION PASSED 5-0.
BOGOSIAN/KLINE MOVED TO ADOPT RESOLUTION APPROVING THE
ENGINEER'S REPORT FOR LLA-1 ANNEXATION 2004-05. MOTION
PASSED 5-0.
9. COMMUNITY-WIDE EMERGENCY PREPAREDNESS PLAN
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
Lorie Tinfow, Assistant City Manager, presented staff report.
Assistant City Manager Tinfow explained that as part of the discussion of the new
Standazdized Emergency Management System (BEMs) Multihazazd Functional
Plan adopted by Counci] on March 17, 2004, Council expressed interest in further
discussion of community-wide emergency preparedness.
13
Assistant City Manager Tinfow briefly pointed out the related activities, which are
already underway and highlighted possible activities that could be added.
Councilmember Bogosian suggested that a list of local stores in the immediate
area be available to the public to assist them in an emergency to obtain supplies.
Councilmember Kline stated that mazketing, public relations, and the practice is
what the City should be concentrating on in regazds to emergency prepazedness.
Vice Mayor King suggested that the Public Safety Commission be directed to talk
to other cities in regards to emergency prepazedness.
Councilmember Kline noted that he's been on the Council for over a yeaz and has
never has any emergency training.
Councilmember Bogosian noted that public safely should be the Council's number
one priority. Councilmember Bogosian volunteered to prepare recommendations
to Council for emergency prepazedness.
Consensus of the City Council to support Councilmember Bogosian offer.
Councilmember Streit noted that he doesn't feel the City has done a good job to
communicate with community in regards to a major earthquake or fire.
Councilmember Streit stated that the City should develop a flyer explaining to the
public the basic plan for different types of emergencies.
COMMISSION ASSIGNMENT REPORTS
Mayor Waltonsmith had no reportable infonmation
Vice Mayor King reported the following information:
Cit~School Ad-Hoc Committee -the SUSD has been discussing changing the start and
end times of all the schools.
Pazks and Recreation Commission -preparing for the joint meeting with the City Council
on April 17, 2004.
Councilmember Bogosian reported the following information:
Heritage Preservation Commission -was successful in obtaining funding from the
County for the McWilliams House renovation.
Councilmember Kline had no reportable information.
Councilmember Streit reported the following information:
Vision for Sazatoga AdHoc -will be presenting a status report to the Council on April
17~'.
14
CITY COUNCIL ITEMS
Councilmember Bogosian requested that staff be directed to test for mold in the
McWilliams House and the Museum.
Councilmember Kline noted that he supports Councilmember Bogosian's request.
Vice Mayor King requested that an agenda item be brought back to Council in regards to
insurance and contract status of nonprofit groups who use City facilities.
Councilmember Bogosian stated he supported Vice Mayor King's request.
CITY MANAGER'S REPORT
None
OTHER
None
ADJOURNMENT
Mayor Waltonsmith adjourned the meeting at 10:15 p.m. and noted that the Council
would reconvene in the Administrative Conference Room to continue Closed Session. _
There being no further business Mayor Waltonsmith adjourned the meeting at 11:00 p.m.
Respectfully submitted,
Cathleen Boyer, CMC
City Clerk
15
SARATOGA CITY COUNCIL
MEETING DATE: May 5, 2004 AGENDA ITEM:
DEPT: City Main, anger's Office CITY MANAGER: ~~ «'-~ -`
PREPARED BY: ~l o)/~.~-9.Gc-c~~- DEPT HEAD:
Ann Sullivan Deuuty Citv Clerk
SUBJECT: City Council Minutes
RECOMMENDED ACTION(S):
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the following City Council Meeting:
Special Meeting - Apri123, 2004
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
N/A
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A -Minutes
Attachment B -Budget Options as Presented
Attachment C -Budget Options as Directed by Council
2 of 2
MINUTES
SARATOGA CITY COUNCIL
SPECIAL MEETING
APRIL 23, 2004
Mayor Waltonsmith called the Council meeting to order at 8:50 a.m.
ROLL CALL
PRESENT: Mayor Ann Waltonsmith, Vice Mayor Kathleen King,
Councilmembers Stan Bogosian, Norman Kline, Nick Streit
ALSO PRESENT: Dave Anderson, City Manager
Lorie Tinfow, Assistant City Manager
Ann Sullivan, Deputy City Clerk
Jesse Baloca, Administrative Services Director
John Cherbone, Public Works Director
Tom Sullivan, Community Development Director
Kim Saxton-Heinrichs, Supervisor -Recreation Department
Captain John Hirokawa, Sheriff's Westside Station
Lieutenant Terry Calderone, Sheriff's Westside Station
Alan Minato, Fiscal Officer -Sheriff's Office
Norman Ziegler, Finance Commission
REPORT OF DEPUTY CITY CLERK ON POSTING OF AGENDA FOR APRIL 23 2004
Ann Sullivan, Deputy City Clerk, reported that pursuant to Government Code Section 54954.2, the
agenda for the meeting of Apri123, 2004 was properly posted on April 14, 2004.
FY2003 04 Budget Background Presentation by Jesse Baloca
• City is projecting approximately $667k negative net of operations for FY2004-OS
• $667k short fall includes increase in Sheriff's Office budget, PERS increase,
increases to Workers Compensation, employees medical premiums and costs of
the November election
• City started off with an operations balance of $427k.
• Beginning Undesignated Fund balance at $383k for start of FY2004-OS
• City expects 6.4% increase in property tax revenue -less the ERAF shift for
FY2004-OS
• City anticipates sales tax revenues will remain flat
• Third year in a row City has not funded equipment replacement
2. FY2004 OS Budget Options to Balance Budget Presented by Jesse Baloca
Option 1: Assumes Sheriff's budget is estimated at $3.503 million and uses one-
time reserves to balance
Attachment - A
Option 2: Reduction to Sheriff s budget less credit for 5% increase above
2003/04 and allows for the SRO or DARE, and eliminates a Traffic
Officer
Sheriffs 2004-OS Budget $3.503 million
Sheriffs 2003-04 Budget 3.146
Net adjustment $0.357
Option 3: Reduction to Sheriff s budget less credit for 5% increase above and
credit for Traffic Officer, and eliminates either the DARE or SRO.
Also utilizes %z of the COPS Traffic Safety, and PERS reserve plus
annual cash flow.
Option 4: Utilizes Option 2, and utilizes 1/3 of the COPS Traffic, and PERS
reserves plus net annual cash flow.
More detail on each option is shown in Attachment "B".
General Discussion:
Streit: Voiced concerns about dipping into the three reserves. If we use these reserves this
year, we will be creating a problem for 2005-06. If we don't use these reserves, we
need to figure another way to decrease the $667k by looking at other aspects. Code
Enforcement and traffic are the top issues in Sazatoga and if we use the COPS Fund
now, we won't be able to add back the second Code Enforcement Officer that we
once had.
Anderson: Clarification on Code Enforcement -Currently coming out of General Fund; we can
add it back to COPS and that will decrease the $667k to approximately $600k.
Bogosian: The first thing to do is look at the total operations and determine if we aze as lean as
possible before we build any reserve assumptions into discussion.
Anderson: Noted then we need to look at Option 2); if Council were to add Code Enforcement
(approximately $67k) back to COPS Fund. This gives you a net negative of
approximately $600k. In looking at Option 2), the Sheriff s cost can be modified
continuing to reflect a positive Undesignated Fund balance, without the use of any
reserves.
Waltonsmith: Perhaps there are other options for Sheriff sContract -Such as amortization of a
portion of the increase to Sheriff s contract.
Anderson: Explained amortization of Sheriff scontract -spread increased costs with Sheriff s
contract over a longer period of time such as a 10-year contract. City of Cupertino is
also looking at this option along with some service level reductions; balance of the
two Cities would basically lower the initial cost impact and would even costs out over
the years.
Bogosian: Noting the three officer positions, Traffic Officer, SRO and DARE, asked for
clarification of duties for SRO and DARE Officer and how along-term amortized
contract with the Sheriff s Office would affect those three positions.
Hirokawa: Explained duties of each position and costs based on current proposal of Sheriffs
contract:
DARE Officer (Based on shared cost with other cities)
$47,090 (Saratoga's cost)
• Teaches 17-week program in all Saratoga public schools, plus Saint
Andrews
Provides community service requests: Child finger printing, Stranger-
Danger classes, etc.
School Resource Officer SRO
$134k (Saratoga's cost)
Full time officer assigned to Middle and High Schools and is liaison to
Elementary Schools
Responds to school related calls for service as any other deputy
Performs 911 classes, Stranger-Danger classes, Code Red (armed
intruder) Program, Youth Court (low level crimes), Anti-bullying,
Teenage Academy (mini police academy), Every 15 Minutes Program
60% of SRO's time at schools; 40% teaching academy/classes
Additional Comments:
• SRO cost is $96.50 per hour vs. $120 per hour for Traffic Officer
SRO has more contact with schools/students than Street Officer
SRO knows more about school issues, student related problems; has
more insight than Street Officer
Mayor Waltonsmith thanked Sheriff's representatives for attending the meeting and
for their presentation.
Discussion continued regarding the General Fund Budget.
Kline: Asked how much of the negative figure was due to economic decline or ERAF shift?
Anderson: Decline due to both sources -most of it from ERAF.
Bogosian: On the assumption that the proposed Utility User Tax fails, we should be looking at
something to bring down the negative $600k. He further questioned the rationale for
cutting out law enforcement services on any level and would like to see an exercise
giving other options in our General Operating Budget such as FTE reduction.
King: Noted she would prefer the City ask the Sheriff s Office to propose a workable
contract. If that is not possible, then we are faced with cutting some of these law
enforcement positions.
Streit: Agreed with Bogosian -Doesn't feel Public Safety Services should be compromised.
Of the three positions (Traffic Officer, SRO and DARE Officer) one position could
be cut, preferably not the Traffic Officer. (All were in consensus with not cutting the
Traffic Officer position.) Streit also agreed with Bogosian noting that we need to
look at other avenues within the City that should be considered. The elimination of
one FTE position could free up $ ] OOk. This exemplifies the seriousness of balancing
the budget without using Reserve Funds.
Kline: Disagreed and noted the Economic Uncertainty Reserve Funds were set up exactly for
this type of economic downturn and should be used for that reason.
Bogosian: Stated he would like to see an exercise addressing the real numbers before taking
from the Economic Uncertainty Reserve Fund. The Reserve Fund should be used for
something major -like an earthquake.
Kline: Then open up CIP -everything - if you don't want to use Economic Reserve Funds.
These are economic downtimes -use the reserve funds.
Waltonsmith: Stated she would rather give up DARE program versus SRO program, if faced with
cutting services.
After continued discussion regarding potential service cuts, FTE cuts, use of reserve funds and when
to use Economic Uncertainty funds, the budget remained $600k out of balance. In order for staff to
present a balanced budget to Council at the May 5, 2004 Council meeting, City Manager Dave
Anderson presented acost-cutting "exercise" in response to Council's request. Council reached
agreement to retain specific services/positions and cut other designated services/positions by
implementing these steps in order to balance the FY2004-OS General Fund Budget. Attachment "C"
reflects the results of the discussion.
The Council then addressed the Development Services Fund balance and proposed changes to
stabilize the fund.
Bogosian: Referring to agenda material in the Council Packet asked Director Sullivan for
clarification regarding the fee increase - is it to cover costs to provide services in
Community Development Department or simply to raise revenue?
Sullivan: Explained the need to double billable hours from 24% to 50%, and this would have an
impact on reducing the amount of time planners could spend on non-billable
activities, i.e., staff liaisons to commissions, Mustard Walk event, training, staff
meetings, etc. Tom stated that these measures were necessary to stabilize the
Development fund so that it would not have to be supported by the General Fund in
future years.
There was general agreement on the part of the Council to implement the suggested changes.
COUNCIL DIRECTION
Direct City Department Managers to meet with their staff by the following week, inform them of the
results of today's meeting and begin the process of implementing the proposed changes and cuts for
next year's budget. Additionally, staff was directed to provide the minutes of this meeting in a staff
report for the next scheduled Council meeting on May 5, 2004.
ADJOURNMENT
There being no further business Mayor Waltonsmith adjourned the meeting at 11:20 a.m.
Resp~,Gtfully subrtlitted,
An~va~1 c__~~----
Deputy City Clerk
General Fund Undesignated Resources
Projected June 30, 2005
(in thousands)
0 tp ion 1 Option 2 Option 3 O tp ion 4
Beginning Undesignated, July 1, 2004 $383 $383 $383 $383
Revenues 8,916
Expenditures (includes Sheriffs Office) (7,609)
Operating Transfers (1,974
Net of Operation (before adjust) (667)
(667)
(667)
(667)
(667)
Adjustments to Expenditures:
357
217
357
Sheriffs budget less 5% increase over 2003/04
Adjustment to Resources:
302 152 136
Transter of COPS Fund Bal. 70 46
Transfer of PERS Reserve 140 186 139
Traffic Safety Reserve 324
99 (310) (42) 11
Net of Operations
Undesignated, June 30,2005 $482 $73 $341 $394
Option 1: Assumes Sheriffs budget is estimated at $3.503 million and uses one-time reserves to balance
Option 2: Reduction to Sheriffs budget less credit for 5% increase above 2003/04 and allows for the SRO or DARE, and
and eliminates a Traffic Officer
Sheriffs 2004/05 budget $3.503 million
Sheriffs 2003/04 budget 3.146
Net adjustment $0.357 million
Option 3: Reduction to Sheriffs budget less credit for 5% increase above and credit for Traffic Officer, and eliminates
either the DARE or SRO. Also utilizes 1/2 of the COPS, Traffic Safety, and PERS reserve plus annual cash flow.
Option 4: Utlizes Option 2, and utilizes 1/3 of the COPS, Traffic, and PERS reserves plus net annual cash flow
Attachment - B
General Fund Undesignated Resources
Projected June 30, 2005
(in thousands)
Beginning Undesignated July 1, 2004
Revenues 8,916
Expenditures (includes Sheriff's Office) (7,609)
Operating Transfers 1 974
Net of Operation (shortfall) (667)
Direction provided by Council, Apri123, 2004
1. Reclass Code Enforcement to COPS fund
2. Reduce Sheriff's Contract
3. Economic Uncertainty Reserves for balancing
4. Transfer of PERS Reserve
5. Other reductions:
^ Shift sidewalk repair to community
• Automate switchboard (eliminate 1 FTE)
• Terminate Gonsalves legislative consultant contract
Eliminate spring cleanup/Assoc. Planner to Env. Fund
^ Eliminate Planning Commission stipend
^ Contract IT management (eliminate 1 FTE)
• Do not hire part-time (seasonal) streets staff
^ End subsidy of Hakone gardner (eliminate 1 FTE)
^ Eliminate Council stipend
Total Budget Cuts
$383
(667)
Estimated Cost Savings
67
100
50
140
50
56
36
50
12
40
16
40
15
672
Attachment - C
SARATOGA CITY COUNCIL
MEETING DATE: May 5, 2004 AGENDA ITEM:
ORIGINATING DEPT: Administrative Services CITY MANAGER: ~~~
PREPARED BY: Jaye Tkacl~T
DEPT HEAD• ~~--
SUBJECT: Check Register: 4/22/04
RECOMMENDED ACTION(S):
Approve the Check Register.
REPORT SUMMARY:
Attached is the Check Register.
FISCAL IMPACTS:
None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
None
ALTERNATIVE ACTION(S):
None
FOLLOW UP ACTION(S):
None
ADVERTISING, NOTICING AND PUBLIC CONTACT:
None
ATTACHMENTS:
Check Register Certification.
Fund# Fund Name Date Manual Void Total I
4/22/2004 Checks Checks
AP CHECKS A96149-96306
1 GENERAL 357,316.47 1,800.96
100 COPS-SLESF
110 Traffic Safety 551.60
150 Streets 8 Roads 11,492.27
180 LLA Districts 7,952.24
250 Dev Services 15,737.77
260 Environmental 4,391.34
270 Housing & Comm
290 Recreation 13,663.51
291 Teen Services 279.00
292 Facility Ops 1,300.00
293 Theatre Surcharge
310 Park Develpmt
320 Library Expansion 3,744.91
351 Public Safety 573.19
352 Infrastructure 33,333.45
353 Facility
354 Park and Trail 5,906.75
400 Library Debt
420 Leonard Creek
720 Cable TV 5,385.28
740 PD #3
800 Deposit Agency 6,077.72
Subtotal 467, 705.50 1, 800.96
PAYROLL CHECKS: 629863-29889
TOTAL
Prepared by: Date:
T~l~r-~ ~-a9-~~
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SARATOGA CITY COUNCIL
MEETING DATE: Mav 5, 2004 AGENDA ITEM: ~~JJ /~~
ORIGINATING DEPT: Citv Manaeer's Office CITY MANAGER: '/~~
PREPARED BY: Lorie Tinfow, Assist. City Mer. DEPT HEAD~~ ~ ~ '~^~
SUBJECT: Saratoga Public Library Project Phase I -Notice of Completion
RECOMMENDED ACTION(S):
Move to accept the Saratoga Library as complete and authorize staff to record the
Notice of Completion for the Phase I construction contract.
REPORT SUMMARY:
All work on the Saratoga Library related to Phase I has been completed by the City's contractor,
Gen-Con Inc., and has been inspected by the appropriate staff. A considerable amount of work
was performed through change orders to this contract, including the completion or correction of
Phase I work by Thompson Pacific Construction. In addition, the impacts of Gen-Con's
bankruptcy filing are now settled.
The original contract award amount and change order activity is shown below:
Ori final Contract Amount: $1,697,000
Chan e Order Activit includin bankru tc settlement ($194,797
Final Contract Amounts Includin Chan e Orders $1,502,632
Final Amount for Construction including Change Order Work: $1,502,632
In order to close out the construction contract and begin the one-yeaz maintenance/warranty
period, it is recommended that the Council accept the project as complete. Further, it is
recommended that the Council authorize staff to record the attached Notice of Completion for the
construction contract so that the requisite 30-day Stop Notice for the filing of claims by
subcontractors or material providers may commence.
FISCAL IMPACTS:
This project has been paid for through the sale ofvoter-approved bonds.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
The project would not be accepted as complete and staff would notify the contractor of any
additional work required by the City Council before the project would be accepted as complete.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S):
Staff will record the Notice of Completion for the construction contracts and release the contract
sureties and remaining retentions thirty days thereafter.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Notice of Completion for the Sazatoga Library
-- Recording requested by,
And to be returned to:
City of Sazatoga
City Manager's Office
13777 Fruitvale Avenue
Saratoga, CA 95070
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that the work agreed and performed under the contract mentioned
below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale
Ave., Sazatoga, CA 95070, as Owner of property or property rights, and the Contractor
mentioned below, on property of the Owner, was accepted as complete by the Owner on the 5th
day of May, 2004.
Contract Number: N/A
Contract Date: July 18, 2001
Contractor's Name: Gen-Con, Inc.
Contractor's Address: 800 Cristich Lane, Campbell, CA 95008
Description of Work: Saratoga Public Library Project Phase I
Notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State
of California.
The undersigned certifies that he is an officer of the City of Saratoga, that he has read the
foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same
is true of his own knowledge, except as to those matters which are therein stated on the
information or belief, as to those matters the he believes to be true.
I certify under penalty of perjury that the foregoing is true and correct. Executed at the City of
Saratoga, County of Santa Claza, State of California on , 2003.
CITY OF SARATOGA
BY:
Dave Anderson
City Manager
ATTEST:
Cathleen Boyer, City Clerk
Gov. Code 40814
SARATOGA CITY COUNCIL
MEETING DATE: May 5.2004 AGENDA ITEM:
ORIGINATING DEPT: City Manager's Office CITY MANAGER: rr/~G~-~ -_
PREPARED BY: Lorie Tinfow, Assist. City Mar. DEPT HEAD-M'1
SUBJECT: Saratoga Public Library Project Telephone & Data -Notice of Completion
RECOMMENDED ACTION(S):
Move to accept the Sazatoga Library Telecommunications contract as complete and
authorize staff to record the Notice of Completion for the construction contract.
REPORT SUMMARY:
Al] telecommunications work on the Saratoga Library has been completed by Communications
Installation Services and has been inspected by the appropriate staff. Overall, the quality and
quantity of telecommunications work completed through this contract was very favorable. The
original contract awazd amount and change order activity is shown below:
Ori final Contract Amount: $79,926
Chan e Order Activi $0
Final Contract Amounts Including
Chan e Orders $79,926
Final Amount for Construction including Change Order Work: $79,926
In order to close out the construction contract, it is recommended that the Council accept the
project as complete. Further, it is recommended that the Council authorize staff to record the
attached Notice of Completion.
FISCAL IMPACTS:
This project has been paid for through the sale ofvoter-approved bonds.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
~~ The project would not be accepted as complete and staff would notify the contractor of any
additional work required by the City Council before the project would be accepted as complete.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S):
Staff will record the Notice of Completion for the construction contracts.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional
ATTACHMENTS:
1. Notice of Completion for the Saratoga Public Library Project -Telephone & Data
Recording requested by,
And to be returned to:
City of Saratoga
City Manager's Office
13777 Fruitvale Avenue
Saratoga, CA 95070
NOTICE OF COMPLETION
NOTICE IS HEREBY GNEN that the work agreed and performed under the contract mentioned
below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale
Ave., Saratoga, CA 95070, as Owner of property or property rights, and the Contractor
mentioned below, on property of the Owner, was accepted as complete by the Owner on the 5th
day of May, 2004.
Contract Number: N/A
Contract Date: December 26, 2002
Contractor's Name: Communications Installation Services
Contractor's Address: 1005 Terminal Way Suite 258, Reno, NV 89502
Description of Work: Saratoga Public Library Project -Telephone & Data
Notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State
of California.
The undersigned certifies that he is an officer of the City of Saratoga, that he has read the
foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same
is true of his own knowledge, except as to those matters which are therein stated on the
information or belief, as to those matters the he believes to be true.
I certify under penalty of perjury that the foregoing is true and correct. Executed at the City of
Saratoga, County of Santa Claza, State of California on , 2003.
CTTY OF SARATOGA
BY:
Dave Anderson
City Manager
ATTEST:
Cathleen Boyer, City Clerk
Gov. Code 40814
SARATOGA CITY COUNCIL
MEETING DATE: May 5, 2004
ORIGINATING DEPT: Public Works,
PREPARED BY: Iveta Harvancik ~~
AGENDA ITEM: /~
CITY MANAGER: ~/~
DEPT HEAD: n ,
SUBJECT: Civic Theater Lower Perimeter Roof and Book-Go-Round Re-Roof Project -
Award of Construction
RECOMMENDED ACTION(S):
1. Move to declare California Roofing Company, Inc. to be the lowest responsible bidder on
the project.
2. Move to award a construction contract for Civic Theater Lower Perimeter Roof and
Book-Go-Round Re-Roof Project to California Roofing Company, Inc. in the amount of
$73,800 and authorize the City Manager to execute the same.
3. Move to authorize staff to execute change orders to the contract up to $700.
REPORT SUMMARY:
Background
Civic Theater Roof
In fall of 2002, the City bid a re-roof proj ect for the entire Civic Theater Building. A total of five
contractors submitted bids. The lowest bidder was 31% above the Engineer's Estimate (and
project budget). Realizing that the lowest bid was well above the available funding amount, City
staff narrowed the extent of work by removing the lower perimeter roof from the project scope.
Re-roofing work of the upper central roof was finished in December of 2002. Lower perimeter
roof remained in need of replacement.
Book-Go-Round Roof
Book-Go-Round re-roof project was presented to the Council for inclusion into the 2001-2006
- CIP in December of 2003. The roof was leaking and causing damage to the interior of the
building. The project was approved in January 2004 as a funded CIP project. Per
recommendations by the Heritage Preservation Commission, the historic character of the roof,
existing tiles and rain gutters will be saved and reinstalled a$er a new underlayment is placed.
Discussion
Sealed bids for Civic Theater Lower Roof and Book-Go-Round Re-roof Project were opened on
Wednesday, Apri128, 2004, at 10:00 a.m. Of the sixteen bid packages sent to roofing contractors
and builders' exchanges, only two contractors responded by submitting bids. The lowest bidder
was determined on the basis of the total base bid items. Please refer to the attached Bid
Summary. California Roofing Company, Inc. submitted the lowest bid, which is within the
allocated budget. Staff has carefully checked the bid documents along with the listed references
and has determined that the bid is responsive to the Notice Inviting Sealed Bids dated April 8,
2004.
The scope of work consists of supplying all materials, labor, and equipment to re-roof lower
perimeter roof of the Civic Theater and re-roof the Book-Go Round building.
It is therefore recommended that the Council declare Califomia Roofing Company, Inc to be the
lowest responsible bidder on the project and award the construction contract to this firm in the
amount of $73,800. Further, it is recommended that the Council authorize staff to execute change
orders to the contract up to $700. In case any additional change orders are needed, they will be
funded from the facility maintenance budget.
FISCAL IMPACTS:
Funding for this project is programmed in the adopted budget and contains sufficient funds to
cover the contract amount, but no construction contingency.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
California Roofing Company, Inc. will not be declared the lowest responsible bidder and a
construction contract will not be awarded to that firm. The Council may make specific findings
to declare another bidder to be the lowest responsible bidder, or reject all the bids and direct staff
to re-bid the entire project. However, staff does not believe that a lower bid will be obtained by
re-bidding the project due to the large amount of bid packages sent out to roofing companies and
builders exchanges.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S):
The contract will be executed and the contractor will be issued Notice to Proceed. Work will
begin as soon as possible and be completed within 45 calendar days.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Bid Summary
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SARATOGA CITY COUNCIL
MEETING DATE: May 5, 2004 AGENDA ITEM:
ORIGINATING DEPT: Administrative Services CITY MANAGER:
~~~
PREPARED BY: Jesse Baloca DEPT HEAD:-~~-
SUBJECT: 2004/05 Proposed Operating Budget.
RECOMMENDED ACTION(S):
Accept budget report and direct staff accordingly.
REPORT SUMMARY:
The transmittal letter summarizing the budget proposal is currently being developed and will be
presented at the Council Meeting.
FISCAL IMPACTS:
Detailed in the 2004/05 Proposed Operating Budget document provided.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
N/A.
ALTERNATIVE ACTION(S):
None recommended.
FOLLOW UP ACTION(S):
Accept and file the report. Modify the Proposed Budget according to any new direction received.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A.
ATTACHMENT(S):
A. 2004/05 Operating Budget Document.
SARATOGA CITY COUNCIL
MEETING DATE: May 5, 2004 AGENDA ITEM:
ORIGINATING DEPT: City Manager CITY MANAGER: ~`~ C~-~
PREPARED BY: DEPT HEAD:
Ann Sullian Deputy Citv Clerk
SUBJECT: Designation of Voting Delegate for League Of California Cities General
Assembly
RECOMMENDED ACTION:
That Council designate a voting delegate.
REPORT SUMMARY:
The League Board of Directors has called a special meeting of the General Assembly on
Thursday, May 13, 2004 at the Grand Ballroom at 1215 J Street beginning at 8:30 A.M. in
Sacramento.
The purpose of this meeting is to brief the membership on the status of the local Taxpayers and
Public Safety Protection Act and the proposed alternative that maybe recommended by Governor
-- Arnold Schwazzenegger. The Governor's proposal is to provide a level of protection of local
revenues similaz to or better than the Act could provide in exchange for atwo-year contribution
by local governments towards solving the state's budget crisis.
The League bylaws provide that each city is entitled to one vote in matters affecting municipal or
League policy. The deadline to return the "Voting Delegate Form" to the League of California
Cities is Tuesday, May I1, 2004.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Dave Anderson, City Manager, would represent the City of Sazatoga.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
FAX Voting Delegate Form to the League of California Cities by May 11, 2004.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A -Letter from the League of California Cities
Attachment B -Voting Delegate Fonn
2 of 2
Apr ZB 2884 12:13:29 Via Fax ->
Dave Anderson Pnge BB1 Of BB3
L E l~G U E 1400 K Street, Suite 400 • Sacramento, California 95814
Phone: 916.658.8200 Fax: 916.658.8240
OF CALIF031.NIA v~nvw.cacdies.org
CITIES
CC - C'~~'-''~
By Facsimile; Hardcopy to Follow By US Mail
April 28, 2004
To: The Honorable Mayor and City Council
From: Ron Loveridge, League President, Mayor, Riverside
Re: NOTICE OF GENERAL ASSEMBLY MEETING
Thursday ,MAY 13 , 8:30 a.m.
DURING LOCAL LEGISLATIVE ACTION DAYS (May 12-13)
Request for Designation of Voting Delegate
The League Board of Directors has called a special meeting of the General Assembly of the
League on Thursday, May 13, 2004 at the Grand Ballroom at 1215 J Street (across the
street from the Sheraton) beginning at 8:30 a.m., (breakfast will be available beginning at 8:00
a.m.) in connection with LOCAL Legislative Action Days.
The purpose of this special meeting is to brief the membership on the status of the Local
Taxpayers and Public Safety Protection Act and the proposed akernative that may be
recommended by Governor Arnold Schwarzenegger that would provide similar or better
protection of local revenues in exchange for atwo-year contribution by local governments to
solving the state's budget crisis. As details on the proposal become clearer in the weeks
ahead, the League hopes to schedule conference calls at which members can ask questions
about the proposal. At the special meeting each city's delegate will be able to vote on any items
that require formal action. At this time, there is not a proposed resolution, but one is expected to
be developed and will be sent prior to the meeting.
Each city has one vote at any League membership meeting (per the League's voting
procedures). Please let the League know who will be the designated voting delegate and
aRernate for your city, by completing the attached voting delegate form and return it to the
League's Sacramento office via fax by May 11. You may also return it personalty at Legislative
Action Days.
On Wednesday, the voting delegate table will be available in the LOCAL Legislative Action
Days registration area located in the lower lobby of the Sheraton Hotel. On Thursday, the
voting delegate table will be located at the Grand Ballroom. Any city official designated as a
voting delegate MUST check in at the voting delegates table. At that time, the voting
delegate will be given the voting card for this Gone-al Assembly.
It is not necessary to register for or attend LOCAL Legislative Action Days in order to attend
and participate in the special meeting. However, in addition to the special meeting, city oRcials
should also register for (no cost) and participate in LOCAL Legislative Action Days. If you have
not already registered, you may do so online at htt~ /lv,nvw calocal comllegdays htm.
The voting procedures to be followed at this meeting are printed on the reverse side of this
memo.
If you have any questions, please call Lorraine Okabe at 916/658-8236.
Attachment - A
r
Apr 28 2884 12:13:51 Via Fax ->
oEAIGUE
C~T1ES
Dave Anderson Page BB2 Of BB3
League of California Cities
Special Meeting of League General Assembly
Voting Procedures
1. Each member city has a right to cast one vote on matters pertaining to
League policy.
2. To cast the city's vote, a city official must have in his or her possession the
city's voting card and be registered with the Credentials Committee.
3. Prior to the special meeting, each city should designate a voting delegate
and an alternate and fax the form to the League, or bring the Voting
Delegate Form to the meeting in order to exchange it for a voting card.
4. The voting delegate, or alternate, may pick up the city's voting card at the
voting card desk in the Legislative Action Days Registration area in the
lower lobby of the Sheraton Hotel.
5. Free exchange of the voting card between the voting delegate and
alternate is permitted.
6. If neither the voting delegate nor alternate is able to attend the special
meeting, the voting delegate or alternate may pass the voting card to
another official from the same city by appearing in person before a
representative of the Credentials Committee to make the exchange. On
Wednesday, exchanges may be made at the "Voting Card" table in the
Legislative Action Days Registration area. At the special meeting,
exchanges may be made at the "Voting Card" table located in the General
Assembly room. Exchanges may not be made if a roll call vote is in
progress because the Credentials Committee will be conducting the roll
call.
7. In case of dispute, the Credentials Committee will determine the right of a
city official to vote ai the special meeting.
~• •Apr ZB 2804 12:14:14 Via Fax ->
LEAGUE
OF CALIFORNIA
C~TT ES
Daue Anderson Fage 883 Of B03
LEAGUE OF CALIFORNIA CITIES
2004 SPECIAL MEETING OF THE LEAGUE GENERAL
ASSEMBLY
VOTING DELEGATE FORM
CITY:
1. VOTING DELEGATE:
(Name).
(Title)
2. VOTING ALTERNATE:
(Name)
ATTEST: (Name)
(Title
PLEASE COMPLETE AND FAX TO:
Attachment - B
Fax: (916) 658-8240
SARATOGA CITY COUNCIL
MEETING DATE: May 5, 2004 AGENDA ITEM: /~~
ORIGINATING DEPT: City Manager's Office CITY MANAGER: ~~<.~-~-
PREPARED BY: Lorie Tinfow Assist. City M¢r. DEPT HE ~~ ~
SUBJECT: Recruitment Activities Related to Four Soon-to-be Vacant Staff Positions
RECOMMENDED ACTIONS:
Staff recommends that Council designate these four positions as "essential" and authorize the City
Manager to release the hiring freeze in order to fill the positions.
REPORT SUMMARY:
As part of the budget reductions for 2003-04, a staff hiring freeze was enacted with exceptions for
department directors and essential employees. A copy of Resolution No. 03-007 is attached for
reference. Three employees have submitted documents indicating their intent to retire with effective
dates between July 1 and October 31. In addition, the Administrative Services Director has accepted a
position with another city and will be leaving as of May 7. The four position titles and descriptions of
their duties follow:
Administrative Services Director
Responsible for all department operations including finance and information systems divisions,
risk management, contract management, and budget prepazation; provides support to the Finance
Commission, the Vision Ad Hoc Committee and the West Valley Ad Hoc Committee; reports to
the City Manager; responsible for total staff of 7; vacant May 7, 2004.
Park Maintenance Supervisor
The Pazks Maintenance Supervisor is a key position in the Public Works Department and has
direct supervision of eight regulaz employees. The Pazks Supervisor is responsible for the
maintenance of all pazks, medians, Landscape and Lighting Zones, as well as ground
maintenance of all City property. Additional duties include management of pazks and
landscaping related capital projects. The absorption of the duties of this position within the
existing framework of the Public Works Department would strain the existing staff s capacity.
The result would slow down the accomplishment of CIP projects and negatively affect pazk
maintenance quality control.
Facility Maintenance Supervisor
The Facility Maintenance Supervisor is a division head in chazge of maintenance and repair of all
City facilities, which include City Hall, the Civic Theater, Community Center, Senior Center,
three portable buildings, the Warner Hutton House, North Campus, and the three buildings at
Historical Park. Also, the Supervisor manages all facility related capital projects, which have
recently included the Civic Center fire alarm project and the upcoming re-roofing projects. The
City facilities are old and in constant need of repairs. The Facility Maintenance Supervisor
reports to the Recreation Director, supervises three employees, and the position will be vacant
July 31, 2004.
Facility Maintenance Worker II
The Facility Maintenance Worker II is primarily responsible for the daily cleaning and
maintenance of the Community Center, Senior Center and two portable buildings. The person
leaving this position works Monday thru Friday from 6:30 am to 3:30 pm. For the first 7 or 8
hours each day, this worker is the only maintenance person on staff to handle problems and
emergencies at all city facilities. This person sets up and takes down tables, chairs and equipment
for all programs at the Senior Center, and also sets up for daytime City meetings when necessary.
Additional duties include occasional cleaning projects at all other City facilities. The Facility
Maintenance Worker II reports to the Facility Maintenance Supervisor and the position will be
vacant October 9, 2004.
Staff recommends that Council designate these four positions as "essential" and authorize the City
Manager to release the hiring freeze in order to fill the positions. In order to have new staff ready to fill
the three vacant positions between now and July 31, the recruitment process must begin right away.
FISCAL IMPACTS:
If the positions aze filled, no additional staffing costs will be incuned because the positions have been
funded in the 2004-OS budget. Some cost savings maybe realized depending on starting salaries of
those newly hired.
ALTERNATIVE ACTIONS:
Authorize the City Manager to move forwazd with filling the vacant positions.
Determine the positions not to be essential and direct staff to restructure the affected departments
based on Council priorities.
FOLLOW UP ACTIONS:
Staff will implement Council's direction.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENT:
^ Copy of Resolution No. 03-007
I- .....
<BESOLUTION NQ. U3=p47
A RE$OLIITItI1V OF T$E CITY COUNC]T, OF THE CITY
OF SARAT~C9G~-: IMPLEMENTING AN ANNUAL HII2IlNG
• FRI='E~-ON VACATED CITY POSITIONS.
W$EII'EAS,-the City's ~~st, practice policy is 3o maintain s,positrve balance.betwean
cwrettt re+uenues and the cost of operations; and ,
` 'VYHER~AS, the City is otrsently experiencing revenue reductions, which wou;d regtut~e
sta~'fto implement measures Cyr e~pe~aclture reductions, and
'fi~EIAS, staff reeom~tt~ends a luring freeze on all vacant positigr#s except departmettt
item athet:,,essential persottt~el, as approved on a case=by-case basis .and suthoriz+gd ley
Citq IIt~+~ascil, a4tl
'RS'$EI~AS, the City Cotlnoil has considered the recommendations of the City Mant^ '
and b~e~s that implementing these further changes will be in the best. interest ofthc City.
W$EREAS, the City has apprised the recognized labor otganiza#ions of i)be. a{a ,
P~
IvO'vt', T$EREFORE, B~ IT RESOLVED, tha# the City Council of the City of
Sarah does la<ereby authorize flee. City Manager to implement a hiring freeze for a?i existing attd
future ~vscated positions; except For department heads and other essential postttans that are.
' approved oa a ease-by-case basis and authorized. by the City Council. This hiring freeze w
expi{S a~,er onie; year from the darte of authorization by the; City Counal and may be renewed'
aan~arlt year with adoption of the budget, as necessary.
The above and foregoing resolution was passed anti tidopted at a regular meetutg of the
Sarafoga City Cauncii held on the 19 day of February 2003; by the following vote:
AYES; Councilmembers .Kathleen King, Norman Kline, Vice Mayer Ann Wal#onsmitJh
..:..NOES: 'Nona
ABSTAIIV: Node
ABSENT:
Councihnember Stan 8ogosian, Mayor Nick Streit
Ann Waltonsntith, Vice Mayer
ATTEST
Cathleen yer, erk
~>