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HomeMy WebLinkAbout12-04-2002 City Council Agenda Packet AGENDA REGULAR MEETING SARATOGA CITY COUNCIL DECEMBER 4, 2002 CLOSED SESSION- 6:00 P.M. -ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. ANNOUNCEMENT OF CLOSED SESSION ITEMS CALL MEETING TO ORDER - 6:00 P.M. ANNOUNCEMENT OF CLOSED SESSION ITEMS ADJOURNED TO CLOSED SESSION - 6:00 P.M. Conference with Legal Counsel -Threatened litigation (Gov't Code 54956.9(b): (1 potential case] Conference With Legal Counsel -Existing Litigation (1 case) (Government Code section 54956.9(a)) Name of case: City of Saratoga v. West Valley-Mission Community College District (California Court of Appeal, Sixth Appellate District No. H022365) 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 November 27, 2002) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Agendized Items . Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The Zaw 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 None Written Communications None Oral Communications -Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. None CEREMONIAL ITEMS 1 A. Appointment and Oath of Office of Library Commission Members Anne Cross, Cathy Foscato and Pragati Grover Recommended action: Adopt resolution and administer Oath of Office. SPECIAL PRESENTATIONS None 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. 2A. Approval of City Council Minutes -September 18, 2002 Recommended action: Approve minutes. 2B. Approval of City Council Minutes -October 16, 2002 Recommended action: Approve minutes. 2C. Review of Check Register Recommended action: Approve check register. 2D. 2003 Hazardous Vegetation Program Commencement Resolution Recommended action: Adopt resolution and set a public hearing date. • 2 2E. Amending Side Yard Setback Requirements Recommended action: Adopt ordinance. • 2F. Request from Saratoga Parkside Homeowners Association for Consent to Amend CC&Rs Recommended action: Adopt resolution. PUBLIC HEARINGS (Applicants/Appellants and their representatives have a total of ten minutes maximum for opening statements. Members of the public may comment on any item for up to three minutes. Applicant/Appellants and their representatives have a total of five minutes maximum for closing statements. Items requested for continuance are subject to Council's approval at the Council meeting) Issuance and Delivery of Insured Senior Living Revenue Bonds, 2002 Series a (Odd Fellows Home of California) and Authorizing the Approval of the Issuance of Such Bonds by the ABAG Finance Authority fro Nonprofit Corporations Recommended action: Open public hearing; close public hearing; adopt resolution. 4. Appeal of a Planning Commission decision to Deny Design Review Application DR-O1-044 to Construct aTwo-Story Single-Family Residence to be Located at 18360 Purdue Drive Recommended action: • Open public hearing; close public hearing; take appropriate action. OLD BUSINESS Valley Transportation Authority (VTA) Operator's Facility at the West valley College Transit Center -Cooperative Agreement Recommended action: Authorize Heritage Orchard Improvements -Project Update Recommended action: Accept report and direct staff accordingly. Saratoga Library Project Update Recommended action: Accept report and approve add services request in the amount of $4,200. 8. Status Report on Council AdHoc Committee -Chamber of Commerce Service Agree/Lease Recommended action: Informational only. 9. Review of Legislative Consultant Contract Recommended action: Informational only. NEW BUSINESS 10. El Quito School NTMP Recommended action: Accept NTMP Plan and adopt resolution. 11. Blue Hills School Traffic Improvement Plan Recommended action: Accept Traffic Improvement Plan; adopt resolution to appropriate funds; Authorize change order authority for Public Works' contract with Duran Paving in the amount of $25,000. 12. Future of Library Expansion Committee and Citizen Oversight Committee Recommended action: Accept report and direct staff accordingly. 13. Saratoga Library Plaques and Donated Paintings Recommended action: Accept report and direct staff accordingly. 14. Design And Engineering Services for the Saratoga Avenue Big Basin Way Intersection Improvement Project Recommended action: Accept proposal from Fehr & Peers Associates, and authorize City Manager to amend their existing consultant contract. 15. Santa Clara County Cities Association -Amendment to Bylaws Recommended action: Approve proposed amended bylaws. AGENCY ASSIGNMENT REPORTS A~ency Association of Bay Area Government Chamber of Commerce County Cities Association Leg. Task Force County HCD Policy Committee Emergency Planning Council Hakone Foundation Liaison KSAR Community Access TV Board Library Joint Powers Association Northern Central Flood Control Zone Advisory Brd. Peninsula Division, League of California Cities Santa Clara County Valley Water Commission Santa Clara County Cities Association SASCC Liaison SBDC Sister City Liaison West Valley Solid Waste JPA Valley Transportation Authority PAC Councilmember Alternate Bogosian Mehaffey Streit Mehaffey Bogosian Waltonsmith Mehaffey Baker Baker Waltonsmith Streit/Baker N/A Mehaffey Baker Bogosian Waltonsmith Waltonsmith Bogosian Streit Baker Mehaffey Bogosian Streit Baker Waltonsmith Bogosian Mehaffey Streit Waltonsmith Mehaffey Baker Mehaffey Waltonsmith Streit u • 4 . West Valley Sanitation District Baker Bogosian Silicon Valley Animal Control JPA Bogosian Waltonsmith Saratoga Historical Foundation Waltonsmith Policy Advisory Board Waltonsmith CITY COUNCIL ITEMS OTHER CITY MANAGER'S REPORT 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. 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) ~~ ~~~, <^ ~~ _ t ,., v ,~, 12/10 12/18 O1/Ol 01/07 O1/15 CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2002 Adjourned Meeting -Council Reorganization -Reception Regular Meeting Holiday -Meeting Cancelled Adjourned Meeting Regular Meeting **Please note that all meetings start at 7:00 p.m. unless otherwise posted. Regular Meetings are held in the Civic Theater, 13777 Fruitvale Avenue. Adjourned Meetings are held in the Adult Day Care Center, 19655 Allendale Avenue. MEETING DATE: ORIGINATING PREPARED BY: DEPT HEAD: SUBJECT: Appointment of Library Commission Members and Oath of Office RECOMMENDED ACTION: Adopt the attached resolution reappointing Anne Cross and Cathy Foscato and appointing Pragati Grover to the Library Commission. The terms for these commissions will expire as follows: • Anne Cross - 10/01/2005 • Cathy Foscato - 10/01/2005 • Pragati Grover - 10/01/2006 REPORT SUMMARY: Attached is the resolution appointing Anne Cross, Cathy Foscato and Pragati Grover to the Library Commission. The Oath of Office will be administered and signed by the Commissioners. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Appointments will not be made to the Library Commission. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Update City's Official Roster. ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the Council Agenda. i ATTACHMENTS: Attachment A -Resolution of Appointment Attachment B -Oath of Office SARATOGA CITY COUNCIL 2002 AGENDA ITEM: Manager CITY r RESOLUTION NO. 02- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING THREE MEMBERS TO THE LIIiRARY COMMISSION WHEREAS, three vacancies were created on the Library Commission resulting from the expired terms of Anne Cross; Kathy Foscato and the unexpired term of Ci Ci O'Donnell; and WHEREAS, a notice of vacancy was posted, applications were received, interviews have been conducted, and it is now appropriate to fill three vacancies: NOW, THEREFORE, the City Council of the City of Sazatoga hereby resolves that the following appointments are made for terms expiring: Anne Cross -10/01/2005 Kathy Foscato - 10/01/2005 Pragati Grover- 10/01/2006 The .above and foregoing resolution was passed and adopted at an adjourned meeting of the Saratoga City Council held on the 4th day of December 2002 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Nick Streit, Mayor Cathleen Boyer, City Clerk ti STATE OF CALIFORNIA COUNTY OF SANTA CLARA I, Anne Cross, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. Anne Cross, Member Library Commission Subscribed and sworn to before me on This 4th day of December 2002. Cathleen Boyer, CMC City Clerk t STATE OF CALIFORNIA COUNTY OF SANTA CLARA I, Kathy Foscato, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of i evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. Kathy Foscato, Member Library Commission Subscribed and sworn to before me on This 4th day of December 2002. Cathleen Boyer, CMC City Clerk ~~ STATE OF CALIFORNIA COUNTY OF SANTA CLARA I, Pragati Grover, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that 1 will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of . evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. Pragati Grover, Member Library Commission Subscribed and sworn to before me on This 4th day of December 2002. Cathleen Boyer, CMC City Clerk • SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 AGENDA ITEM: ORIGINATING DT~RT: C,i~Manager CITY MANAGE ~i PREPARED BY: DEPT HEAD: SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the following City Council Meeting: Regular meeting -- September 18, 2002 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 September 18, 2002 MINUTES SARATOGA CITY COUNCIL SEPTEMBER 18, 2002 The City Council of the City of Saratoga met in Closed Session, Administrative Conference Room; 13777 Fruitvale Avenue at 4:00 Vim. Conference With Legal Counsel -Existing Litigation (4 cases) (Government Code section 54956.9(a)) Name of case: City of Saratoga v. West Valley-Mission Community College District (California Court of Appeal, Sixth Appellate District No. H022365) Name of case: Saratoga Fire Protection District v. City of Saratoga (Santa Clara County Superior Court No. CV-803540) Name of case: Gen-Con Inc. aka Gen-Con Building Contractors, Debtor (U.S. Bankruptcy Court Case No. 02-53885) Name of case: St. Paul Fire & Marine Insurance v. Gen-Con Inc., City of Saratoga, etal. (T1.S. Bankruptcy Court Case No. 02-538885) Conference with Legal Counsel -Initiation of litigation (Gov't Code Section 54956.9(c): (3 potential cases) Conference with Legal Counsel -Threatened litigation (Gov't Code 54956.9(b): (2 potential cases) The City Council of the City of Saratoga adjourned to Open Session in the Administrative Conference Room at 6:00 p.m. to interview applicants for the Library Commission and Finance Commission. MAYOR'S REPORT ON CLOSED SESSION - 7:00 p.m. Mayor Streit reported that the City Council directed City Attorney Taylor to proceed with initiation of litigation on three cases, which will be disclosed once the cases are filed. Mayor Streit called the Regular City Council meeting to order at 7:05 p.m. and requested Karen Lorenz, Director/Saratoga Adult Day Center, to lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Stan Bogosian; John Mehaffey, Ann Waltonsmith, Vice Mayor Evan Baker, Mayor Nick Streit ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Jesse Baloca, Administrative Services Director ` John Cherbone, Director of Public Works Cary Bloomquist, Administrative Analyst REPORT OF CITY CLERK ON POSTING OF AGENDA FOR SEPTEMBER 18, 2002 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of September 18, 2002, was properly posted on September 13, 2002. COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS The following person requested to speak at tonight's meeting: Bill Breck, 20375 Saratoga-Los Gatos Road, Mr. Breck noted that Mr. Cutler still has not installed protective fences around the protected trees. Mr. Breck stated that ten neighbors that have heritage oaks have been heavily damaged. Mr. Breck sited several violations that he has noticed on Mr. Cutler's property in which the City is not enforcing: 1) Violating UBC 3307, 2) New permits are still being issued to Mr. Cutler, 3) No penalties for cutting down protected trees, 4) Project did not go through the City's Design Review process. COMMUNICATIONS FROM BOARDS AND COMMISSIONS None WRITTEN COMMUNICATIONS None COUNCIL DIRECTION TO STAFF None ANNOUNCEMENTS Mayor Streit announced the following events: • September 21, 2002 "Celebrate Saratoga" Sponsored by the Chamber of Commerce • September 28, 2002 "Art in the Park" Sponsored by the Saratoga Arts Commission SPECIAL PRESENTATIONS 2A. REBECCA ELLIOT, LEAGUE OF CALIFORNIA CITIES/GRASSROOTS NETWORK COORDINATOR -WHISTLE STOP HOUSING TOUR STAFF RECOMMENDATION: Informational only. City Council Minutes 2 September 18, 2002 Rebecca Elliot, League of California Cities/Grass Roots Network Coordinator, invited the City Council to join the Silicon Valley Manufacturing Group's Whistle Stop Housing Tour of the five West Valley cities. Coordinator Elliot noted that the tour was not just for elected officials, but open to anyone who has an interest. CEREMONIAL ITEMS 2A. PROCLAMATION DECLARING THE WEEK OF SEPTEMBER 15-21, 2002 AS "NATIONAL ADULT DAY SERVICES WEEK" STAFF RECOMMENDATION: Present proclamation. Mayor Streit read the proclamation and presented it to Karen Lorenz, Director/Saratoga Adult Day Center. CONSENT CALENDAR 3A. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. BOGOSIAN/MEHAFFEY MOVED TO APPROVE CHECK REGISTER. MOTION PASSED 5-0. 3B. FINANCIAL REPORTS FOR THE TWELVE MONTHS ENDED JUNE 2002 STAFF RECOMMENDATION: Accept reports; adopt resolutions TITLE OF RESOLUTION: 02-070 RESOLUTION OF THE CITY OF SARATOGA MAKING APPROPRIATION ADJUSTMENTS TO THE FISCAL REAR 2001/02 BUDGET TITLE OF RESOLUTION: 02-071 A RESOLUTION OF THE CITY OF SARATOGA AMENDING THE 2002/03 OPERATING BUDGET TO INCLUDE THE CARRYOVER OF AUTHORIZED PURCHASE ORDERS FROM FISCAL YEAR 2001/02 AND NEW ITEMS FOR 1sT QUARTER 2002/03 BOGOSIAN/MEHAFFEY MOVED TO ADOPT RESOLUTION MAKING APPROPRIATION ADJUSTMENTS TO THE FY 01-02. MOTION PASSED 5-0. City Council Minutes 3 September 18, 2002 • BOGOSIAN/MEHAFFEY MOVED TO ADOPT RESOLUTION AMENDING THE 02-03 BUDGET TO INCLUDE CARRYOVERS OF AUTHORIZED PURCHASE ORDERS. MOTION PASSED 5-0. 3C. REVIEW PLANNING COMMISSION ACTION MINUTES - SEPTEMBER 11, 2002 STAFF RECOMMENDATION: Note and file. BOGOSIAN/MEHAFFEY MOVED TO APPROVE PLANNING ACTION MINUTES. MOTION PASSED 5-0. 3D. POLICY ADVISORY BOARD FOR T$E COMPREHENSIVE COUNTY EXPRESSWAY PLANNING STUDY STAFF RECOMMENDATION: AUTHORIZE STAFF TO DRAFT LETTER FOR MAYOR'S SIGNATURE. BOGOSIAN/MEHAFFEY MOVED TO AUTHORIZE STAFF TO DRAFT A LETTER TO VIA. MOVED TO MOTION PASSED 5-0. 3E AMENDMENT TO THE CITY MANAGER'S CONTRACT STAFF RECOMMENDATION: Authorize mayor to execute contract. BOGOSIAN/MEHAFFEY MOVED TO AUTHORIZE THE MAYOR TO EXECUTE THE AMENDMENT TO THE CITY MANAGER'S CONTRACT. MOTION PASSED 5-0. 3F. RESOLUTION REQUESTING THAT GOVERNOR DAMS VETO AB2292 STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOLUTION: 02-068 RESOLUTION OF THE CITY OF SARATOGA OPPOSING AB 2292 (DUTRA), AND REQUESTING GOVERNOR'S VETO BOGOSIAN/MEHAFFEY MOVED TO ADOPT RESOLUTION OPPOSING AB2292. MOTION PASSED 5-0. 3G. RESOLUTION REQUESTING THAT GOVERNOR DAMS VETO AB1866 STAFF RECOMMENDATION: Adopt resolution. City Council Minutes 4 September 18, 2002 TITLE OF RESOLUTION: 02-069 RESOLUTION OF THE CITY OF SARATOGA REQUESTING THAT GOVERNOR DAVIS VETO AB 1866 . BOGOSIAN/MEHAFFEY MOVED TO ADOPT RESOLUTION OPPOSING AB1866. MOTION PASSED $-0. OLD BUSINESS $. .RECONSIDERATION OF MV-237 -PROHIBITING PARHING ALONG A PORTION OF FARWELL AVENUE STAFF RECOMMENDATION: Accept report and direct staff accordingly. Lorie Tinfow, Assistant City Manager, presented staff report. Assistant City Manager Tinfow provided a brief background on this issue stating that a resident that was involved in an accident on Farwell Avenue last fall promoted the Public Safety Commission (PSC) to review the area. After reviewing the site, Assistant City Manager Tinfow noted that the City's traffic engineer recommended no change. Assistant City Manager Tinfow explained that between the time of the first traffic engineer's review and the May PSC meeting, the City hired a new traffic engineer who recommended a "no parking" mechanism along that stretch of Farwell Avenue. City Manager Tinfow noted that in July 2002 the PSC recommended to the City Council that the curb be painted red in front of 1979$ Farwell Avenue. Assistant City Manager Tinfow explained that shortly thereafter, Ms. Chang came to the City Manager's office to ask for an explanation. She reported that sometime in May the staff liaison had contacted her to say that the traffic engineer had recommended that no action be taken. As a result Ms. Chang assumed no further attention to the matter was needed. She was extremely surprised and angry that the curb had been painted red, and requested the paint be removed. Councilmember Mehaffey noted that he noticed that the red curb is only red on one side. The side coming from Saratoga-Sunnyvale Road is not painted. Assistant City Manager Tinfow noted that there is no curb on that side. Bridgett Ballingall, Chair/Public Safety Commission, explained that the Commission did consider prohibiting parking on the other side of Farwell Avenue, but decided against because the Commissioners did not want to prohibit more parking on that street. Chair Ballingall noted that the Commission feels strongly that some type of parking prohibitions needs to be in place. Commissioner Ballingall noted that both City Traffic Engineers told the Public Safety Commission that anyone with common sense would not park along this portion of . the road. Chair Ballingall noted that the main complaint of the neighbors was that the neighborhood gardeners constantly pazked along the road. City Council Minutes $ September 18, 2002 With this complaint the Public Safety Commission asked the neighbors to tell their gardeners not to park on the road. • Vice Mayor Baker noted that the only change along Farwell Road in 30 years is the circular driveway that Mr. Cheng removed. Vice Mayor Baker noted that he objects to the red curb. Vice Mayor Baker noted that he sees no justification to support the red curb in front of this property. Ellis Change, 19795 Farwell Avenue, noted that at one time the City told him that a red curb was not necessary. Mr. Cheng noted that after the accident happened his family never parked along the road again. Mr. Cheng noted that when he first saw the red curb he was shocked. Mr. Cheng noted that the red curb is extremely unattractive. Mr. Cheng thanked Assistant City Manager Tinfow for noticing him of the past two meetings. Mr. Cheng noted that in the past he has never received any notice. Mr. Cheng noted that cut through traffic and speeding is also a problem on his road. Dr. Ronald Rossin, 19740 Farwell, noted that he has lived at this address for 26 years. Mr. Rossi noted that he feels the entire street is dangerous and the main problem is cut-through traffic. Mr. Rosin noted that the red curb in front of the Cheng's house is extremely intrusive. Assistant City Manager Tinfow read a written statement from Ms. Bailey who supports some type of parking prohibition but agrees that the red curd is intrusive. Councilmember Mehaffey noted that speeding is a problem, but speeding is not the topic of discussion this evening. Councilmember Mehaffey suggested undoing the red curb and send this issue back to the Public Safety Commission for reconsideration involving the neighborhood. Councilmember Bogosian stated that he supports sending this issue back to the Public Safety Commission and also suggested that the Sheriff's Department be contacted to do directive enforcement in this neighborhood. Councilmember Waltonsmith noted that she thinks this area clearly needs to be designated as a no parking zone. Councilmember Waltonsmith noted that the removal of the circular driveway added to the problem along this portion of the road by limiting the parking in front of the Chang's property. Vice Mayor Baker suggested considering other alternatives to prohibit parking in front of the Cheng's property. Vice Mayor Baker noted that he supports directive enforcement in this neighborhood to try and control the cut through traffic and speeding. Vice Mayor Baker suggested sending this issue back to the Public Safety Commission not to reverse their decision but ask them to come back with a different designation that isn't so obtrusive to the neighborhood but will alleviate the danger of the blind curb Mayor Streit concurred that this is a hazardous corner, but does not agree with the red curb. Mayor Streit noted that the Cheng's were left out of the process; they never got the opportunity to speak before the Public Safety Commission to discuss City Council Minutes 6 September 18, 2002 alternatives. Mayor Streit noted that he supports sending this back to the Public Safety Commission, remove the red curb, and come up with an alternative that everyone can agree with. Vice Mayor Baker noted that the red curb should not be removed until another alternate solution has been found. Commissioner Ballingall noted that the City's code dictates how red curbs are placed. Some people want red curbs other people tend to prefer no parking signs. Commissioner Ballingall noted that that particular section is currently be rewritten. On behalf of the Public Safety Commission, Commissioner Ballingall apologized to the Cheng's for not being noticed when the Public Safety Commission was discussing their property. Commissioner Ballingall noted that noticing property owners is a normal process and due to staffing problems it obviously did not happened. Councilmember Mehaffey noted he agrees that the red curb should be removed until an alternative has been found. Councilmember Bogosian stated that he feels the legal obligation to leave the red curb until an alternative is found. Mayor Streit noted that three Councilmembers agree that the red curb should stay until the Public Safety Commission finds an alternative. PUBLIC HEARINGS 4. CONSTRUCTION AND DEMOLITION DEBRIS RECYCLING ORDINANCE STAFF RECOMMENDATION: Open public hearing; close public hearing; adopt ordinance. Cary Bloomquist, Administrative Analyst, presented staff report. Analyst Bloomquist noted that recent changes have been made to the ordinance and explained that some wording was not clear so the JPA revised the ordinance to read clearer. Analyst Bloomquist explained that on September 4, 2002 the City Council waived the first reading of proposed ordinance and held the first hearing. Subsequently directing staff to hold a second public hearing at their next meeting. Staff was also directed to provide the Council with information regarding any implementation costs to the City as a result of adopting the C & D ordinance and if there are adequate processing facilities to handle additional C & D material volume that will likely result from the adoption of the ordinance. Mayor Streit opened the public hearing at 8:00 p.m. Mayor Streit closed the public hearing at 8:01 p.m. City Council Minutes '7 September 18, 2002 ` Councilmember Bogosian thanked staff for the Builders Recycling Guide, but noted that a few siteshave been closed. Councilrnember Bogosian noted that he supports this concept but requested a current recycling guide. BAKER/WALTONSMITH MOVED TO WAIVE THE FIRST READING AND PLACE AMENDED ORDINANCE THE CONSENT CALENDAR FOR ADOPTION. MOTION PASSED 5-0. OLD BUSINESS 6. SARATOGA LIBRARY PROJECT UPDATE STAFF RECOMMENDATION: Accept report and authorize increased expenditures for library project expenses. Lorie Tinfow, Assistant City Manager, presented staff report. Assistant City Manager Tinfow stated that the Council has released $14.5 million for expenditures on library expenses to date. With 35% of the project remaining, the available balance of $15,232 is clearly not likely to be adequate to meet project needs to completion. Staff is requesting the release of additional funds to provide for a realistic contingency and taking into account the substantial progress of the project. Assistant City Manager Tinfow stated that the City's construction management firm Gilbane Building Company recommends an additional contingency allocation of $282,239. Assistant City Manager Tinfow noted that construction completion date continues to be February 28, 2003, and the new library will open to the public in Spring 2003. Assistant City Manager Tinfow noted that in July 2002, the City learned that Phase I Contractor Gen-Con Inc. declared bankruptcy. Staff is working with a Construction Attorney to respond to legal requirements resulting from the bankruptcy proceedings. Currently, approximately $125,000 of Phase I work remains to be completed. Retention funds and the performance bond provided by Gen-Con will cover these costs. Norman Siegler, 20743 Seaton Avenue, noted that he is a member of the Library's Citizen Oversight Commission (COC), but would be speaking as a citizen, not for the Committee. Mr. Siegler requested that he be allowed to read a letter he prepared regarding staff's request for additional funds. Mr. Siegler stated that the document was received subsequent to a COC meeting, so the Committee did not have an opportunity to take a position on the proposal. Mr. Siegler stated that he believes Council should retain complete authority to commit any spending over the $14.5 million and should be deciding how to further control costs. A discussion took place amongst the City Council concerning staff's request for an increase in the Library's budget. City Council Minutes g September 18, 2002 Councilmember Bogosian suggested that the budget be increased $100,000. In regards to the interest income, Councilmember Mehaffey asked how much the City has earned. Assistant City Manager Tinfow responded approximately$300,000. Responding to Assistant City Manager Tinfow, Councilmember Mehaffey stated that he would not want to spend all of the funds, although the interest income does allow the City to be somewhat flexible. Councilmember Mehaffey and Councilmember Waltonsmith concurred with Councilmember Bogosian's suggested budget increase. Vice Mayor Baker stated he would agree to a budget increase of $50,000. In regards to Mr. Seigler's concerns, Mayor Streit stated that Assistant City Manager Tinfow is awaze that the Council is not ready to approve any changes for esthetic reasons, they aze there for the functionality aspects of the project. BOGOSIAN/ WALTONSMITH MOVED TO AUTHORIZE INCREASE OF $100.000 TO $14.6 MILLION FOR LIBRARY PROJECT. MOTION PASSED 4-1 WITH BAKER OPPOSING. NEW BUSINESS SILICON VALLEY ANIMAL CONTROL AUTHORITY SHELTER CONSTRUCTION APPROPRIATION STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOLUTION: 02-072 RESOLUTION OF THE CITY OF SARATOGA AMENDING THE 5-YEAR CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET FOR AN APPROPRIATION OF $710,000 FOR EXPENSES RELATED TO THE CONSTRUCTION OF THE ANIMAL SHELTER THROUGH THE SILICON VALLEY ANIMAL CONTROL AUTHORITY Lorie Tinfow, Assistant City Manager, presented staff report. Assistant City Manager Tinfow explained that in 1999, changes in animal control prompted Santa Clara County to cease its service delivery. Because the need for such services remained municipalities (including Saratoga) looked for alternatives. Seven municipalities ultimately combined to form Silicon Valley Animal Control Authority (SVACA), a Joint Power Authority representing the following: Saratoga, Los Gatos, Campbell, Santa Clara, Sunnyvale, Monte Sereno, and Cupertino. City Council Minutes 9 September 18, 2002 Assistant City Manager Tinfow noted that animal control and shelter have been • coming on-line gradually. SVACA first began to provide animal control services in June 2001 with shelter services provided under contract with the Humane Society but only on a temporary basis. Under the new legal requirements municipalities are required to shelter animals for a longer period than the Human Society's facilities could accommodate. As part of the initial JPA development, a study was perforred to determine shelter needs for the seven communities represented. The study was developed into a preliminary building program for a 24,588 square foot facility. A site in Santa Clara has been located and leasing terms have been negotiated, and construction-related activity is ready to begin. Assistant City Manager Tinfow explained that both the annual operating budget and the shelter construction costs are appropriated to each city based on a formula that includes human and animal population estimates. Saratoga's share is 7.99% and makes the City's estimated total contribution $642,066. However, this amount is based on data that has not been conceptualized by an architect and as a result is very rough. Staff recommends an appropriation of $710,000 to cover $642,066 plus a 10% contingency. Assistant City Manager Tinfow noted that no new funding source exists and as a result staff recommends considering reprioritizing the Capital Improvement program (CIP) for possible re-appropriation of fixnds. Public Works has performed analysis and identified two options that would provide sufficient funds for the City's share of the new Animal Shelter construction costs with minimal impact. • Assistant City Manager Tinfow explained that $500,000 has been reserved for the Hakone Garden Drive Way Improvement Project. This funding could be reduced to $200,000. This would leave $300,000 for re-appropriation. Assistant City Manager Tinfow explained that the remaining $410,000 could be appropriated from the Village Streetscape Improvements, which currently has funding of $850,000. BAKER/WALTONSMITH MOVED TO ADOPT RESOLUTION AMENDING THE 5-YEAR CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET FOR AN APPROPRIATION OF THE SILICON VALLEY ANIMAL CONTROL AUTHORITY. MOTION PASSED 5-0. AZULE PARK DONATION OPTIONS STAFF RECOMMENDATION: Accept report and direct staff accordingly. Cary Bloomquist, Administrative Analyst, presented staff report. City Council Minutes 1 Q September 18, 2002 Analyst Bloomquist explained that on August 13, 2002 the Azule Task Force - deliberated on donation options for Azule Park. These donations could provide the additional funding needed f or those park amenities not presently included in the • project. The Task Force set a fundraising goal of $20,000.00, which would be deposited into the Saratoga Youth Sports Fund and withdrawn as needed. Analyst Bloomquist explained the Task Force's fundraising ideas as follows: • Fundraising "Thermometer" sign at park site • Flyer box at park site with flyers requesting funds • City fundraising letter from mayor distributed to key business and organizations Analyst Bloomquist noted that on September 9, 2002 the Parks and Recreation Commission unanimously supported the fundraising recommendations of the Azule Park Task Force. Consensus of the City Council to direct the Parks and Recreation Commission to proceed with fundraising efforts for Azule Park. Mayor Streit declared afifteen-minute break at 9:00 p.m. Mayor Streit reconvened the meeting at 9:15 p.m. 9. RESOLUTION INITIATING VACATION PROCEEDINGS FOR GEORGE WHALEN WAY • STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOLUTION: 02-073 RESOLUTION OF THE CITY COUNCIL OF SARATOGA INITIATING PROCEEDINGS TO CONSIDER VACATING GEORGE WHALEN WAY BETWEEN SARATOGA AVENUE AND SARATOGA- LOS GATOS ROAD Richard Taylor, City Attorney, presented staff report. City Attorney Taylor explained that at its August 7, 2002 meeting the City Council voted to reconsider the application of the Saratoga Fire Protection District to build a new fire station at 14380 Saratoga Avenue. The revised application includes a request that the City vacate the public right-of--way in George Whalen Way, the alley immediately behind the existing fire station. ("Vacation" means abandoning and terminating the public's right to use the alley.) The Streets and Highways Code establishes procedures for vacating streets such as George Whalen Way. The vacation process is initiated by setting a hearing date to consider the proposed vacation. The attached resolution would set a hearing date of October 16, 2002. (The hearing date must be at least 15 days after the initiation of proceedings.) City Council Minutes 11 September 18, 2002 City Attorney Taylor explained that the Streets and Highways Code establishes - noticing procedures to be followed after the hearing date has been set. The notice must contain: (1) a description of the alley to be vacated (including its general location, official name, and the extent to which it will be vacated) and a reference to a map or plan that shows the portion to be vacated; and (2) a statement that the vacation proceeding is being conducted under chapter 3 of the Public Streets, Highways, and Service Easements Vacation Law. Notice of the hearing must be published for at least two successive weeks prior to the hearing. In addition, at least two weeks before the date of the hearing, the City must post conspicuous notices of the proposal to vacate along the line of alley. The notices must be not more than 300 feet apart, and at least three notices must be posted. Finally, within 10 days of initiating the vacation proceedings, the City must give written notice of the proceedings to any public body or public utility that has requested notice. City Attorney Taylor explained that the public hearing is held in accordance with the City's standard procedures. After hearing the evidence presented at the hearing the City Council may vacate the alley if it finds, from all the evidence submitted, that the alley is unnecessary for present or prospective public uses and is not useful as a nomnotorized transportation facility. Because San Jose Water Co. has a pipeline in the alley, the City Council must make a determination as to whether the public convenience and necessity require abandoning the utility easement that is included in the public right-of--way; alternatively the City Council may accept from the vacation any easement and right necessary to maintain, operate, replace, remove, or renew the public utility facilities. In this case the proposed plans would require abandoning the easement. • City Attorney Taylor explained that before acting on the proposed vacation, the City Council must receive a report from the Planning Commission on the conformity of the vacation with the City's General Plan. The Planning Commission is scheduled to consider this issue at its meetings of September 25 and October 9. Those meetings will also consider the District's various permit applications and the General Plan conformity of the proposed exchange of the Heritage Plaza property for City parking spaces and pedestrian bicycle easements. BAKER/BOGOSIAN MOVED TO ADOPT RESOLUTION INITIATING PROCEEDINGS TO CONSIDER VACATING GEORGE WHALEN WAY BETWEEN SARATOGA AVENUE AND SARATOGA-LOS GATOS ROAD. MOTION PASSED 5-0. 10. MARKET RATE LEASE OF MCWILLIAMS HOUSE STAFF RECOMMENDATION: Accept report and direct staff accordingly. Dave Anderson, City Manager, presented staff report. City Manager Anderson reported that the Chamber of Commerce has rented the McWilliams House for the past 25 years. The current lease is covered by an agreement, which expired in 1977. During the recent discussions between the City Council and the Chamber of Commerce Board regarding the renewal of a service agreement, Council articulated in open session that the Chamber needed to meet City Council Minutes 12 September ] 8, 2002 certain conditions in order to be able to remain in the McWilliams House; 1) the Chamber open its meetings to the public and 2) the Chamber put aCouncilmember - on its Boazd and Executive Committee. The Chamber Board responded that they were disinclined to do so and that this would be a violation of their bylaws. • City Manager Anderson noted that the Council subsequently appointed an AdHoc Subcommittee consisting of Mayor Streit and Councilmember Bogosian to work with the Chamber to come up with a services agreement. City Manager Anderson noted that during these discussions the Chamber explained to the members of the AdHoc Committee that they had found one or another vacant business downtown in which they could relocate, but would need a use permit in order to occupy the building due to first floor retail requirements of downtown zoning. Additionally, the Chamber has asked for consideration of a market-rate lease on the McWilliams site. The Councilmembers on the AdHoc Committee felt that this was an alternative that merited being brought to the Council's attention. City Manager Anderson explained that the AdHoc Committee members are seeking guidance from the full Council on the viability of entering into negotiations with the Chamber to develop a mazket-rate lease of the McWilliams House. If the Council favors the concept, the AdHoc Committee would meet soon after "Celebrate Saratoga" to negotiate terms of such a lease. Councilmember Waltonsmith asked City Manager Anderson if the Chamber proposed to pay full market value for the McWilliams House in order to avoid a Councilmember on their Board of Directors. City Manager Anderson noted that Councilmember Waltonsmith was correct. • Vice Mayor Baker noted that he would support ashort-term market rate lease agreement. Consensus of the City Council to direct the AdHoc Committee to continue negations with the Chamber of Commerce for a fee for service agreement and rental agreement. 11. FIVE YEAR (2001-2002) CAPITAL IMPROVEMENT PLAN -FISCAL YEAR 2002/2003 UPDATE STAFF RECOMMENDATION: Accept report and direct staff accordingly. John Cherbone, Public Works Director, presented staff report. Director Cherbone noted that tonight he would: 1. Provide the Council with a status report of current projects 2. Introduce Council to new capital projects for council consideration 3. Provide some funding options for unfounded and/or new projects City Council Minutes 13 September 18, 2002 ` Director Cherbone explained the status of currant projects in the adopted five year CIP. Director Cherbone stated that the adopted CIP contain a total of 45 projects, . 32 projects are fully or partially funded and the remaining 13 were unfounded. The total funded amount by an identified source that has been allocated or where a funding source has been identified but has not been allocated is $13,700,605. Director Cherbone explained the breakdown as follows: General Fund Park Development Fund Development Fund Streets Funds Grant Source Other Source Total $4,387,170 $875,000 $120,000 $617,539 $5,644,000 (funds not allocated identified) $1,400,000 (funds not allocated, but source identified) $304,666 (funds allocated identified) $13,773,375 Director Cherbone explained that there are 11 new CIP projects for City Council consideration. Director Cherbone explained the following proposed projects as follows: 1. 2. 3. • 4. 5. 6. 7. 8. 9. 10 11 Highway 9 & Saratoga Avenue Right Turn Lane Improvements Oak Street/Highway 9 Pedestrian and Traffic Improvements Fredericksburg Drive Pedestrian Railroad Crossing Improvements Congress Springs Park Pedestrian Railroad Crossing Improvements Kevin Moran Park ADA and Pathway Improvements Congress Springs Park Safety Net Extension Sobey Road/Quito Road Traffic Improvements Prospect Road Erosion Control Improvements Blaney Plaza Improvements -Construction Phase Park Improvements @ Quito/Pollard City Property Tennis Court Director Cherbone noted that the total cost of the new projects, if approved, is $1,205,000. Director Cherbone explained funding options for unfunded and/or new projects as follows: • Hakone Garden Drive Improvements -reduce funding to $200,000 allowing $300,000 appropriation for the Animal Shelter. • Village Streetscape Improvements -This project is programmed as 50% City and 50 %Caltrans. Due to the fact the negotiations with Caltrans are unknown at this time, postpone City funding until participation by Caltrans is resolved. Therefore $425,000 is available for re-appropriation. 4`h Street Bridge Replacement -has been moved from replacement to rehabilitation so the funding can be reduced from $1,500,000 to $500,000. The cost to the City based on 80% funding for the Highway Bridge Replacement and Rehabilitation Program (HBRR) can be reduced from $300,000 to $100,000. Therefore $200,000 is available for re-appropriation. City Council Minutes 14 September 18, 2002 El Camino Grande/Monte Vista Storm Drain Project WHH Attic Improvements -Recently the City applied for a grant for ' improvements. The City match for this grant is $60,000. Currently the City had funded $125,000 of the estimated $250,000 project cost. The City could reduce the current funding level from $125,000 to $60,000 to match grant requirements. Director Cherbone noted that the total amount of new projects is $1,205,000 and with the reallocation of the above-mentioned projects, gives the City an additional $1.2 million to fund other projects. Director Cherbone noted that Council's earlier action, Animal Control facility decreases this extra funding to $510,000. Director Cherbone explained the CIP process noting that the scheduling over time of public improvements is an essential task of CIP and is based on a series of priorities according to need, desire, importance, and to the City's ability to fund the various projects that make up the CIP. Director Cherbone recommended the following criteria when making choices on project priority: • Public Safety • Beautification • Environmental impact • Importance relative to community needs • Resources available • Operation and Maintenance Costs Director Cherbone noted that once the City Council provides direction on the draft • changes to the CIP, staff would submit new projects to the Planning Commission for review of General Plan and environmental approval and then to the Finance Commission for budgetary review. The process will include public hearings and final adoption of the new CIP projects by the City Council. Councilmember Waltonsmith noted that she would like to fund the Prospect Road Erosion Control Improvements Projects. Vice Mayor Baker noted that he supports all of the new projects except the proposed funds for the Park Improvements @ Quito/Pollard City Property. Vice Mayor Baker noted that the City's economic reserve is going to be a necessity in the months to come. Vice Mayor Baker stated that he recommends the following: • Approve the projects into the CIP but wait to fund them • Replenish hillside emergency repair fund in case of a landslide this winter • No new projects be added Mayor Streit agreed with Vice Mayor Baker to approve the proposed projects, but not fund them until after the first of the year when we see what happens with the State. Mayor Streit stated that he has one concern with the netting at Congress Springs Park. Mayor Streit noted that the far end of the park was used for small children whose foul balls would go onto Highway 85. City Council Minutes 1$ September 18, 2002 " Director Cherbone suggested that this item be removed from the CIP process and brought back as a regular funded item at the next meeting. Consensus of the Council to bring the approval of funding for netting at Congress Springs Park back to Council on November 6, 2002. Councilmember Mehaffey stated that since the City bought a portable skateboard park the $250,000 should be removed from the CIP. Also, Councilmember Mehaffey noted that the Council should consider funding the Highway 9 & Saratoga Avenue Right Turn Lane hnprovements, Kevin Moran Park ADA and Pathway Improvements, Congress Springs Park Safety Net Extension and the Prospect Road Erosion Control Improvements. In regards to the Prospect Road Erosion Control Improvements, Director Cherbone noted that staff is working with the SCC Water District who has jurisdiction in that area. The SCC Water District may not have the funding available, so the City should appropriate the funds, although it might be paid for by District. Councilmember Waltonsmith noted that she would like the Park Improvements @ Quito/Pollard City Property funded. Vice Mayor Baker stated that it is not a designated park, it is property owned by the City. Vice Mayor Baker noted that he opposes funding this project and will never support designating this property as a park. Vice Mayor Baker stated that there is no parking for a park but perfectly suited for a residence. Director Cherbone noted that the PRC would be coming to the next Council meeting to request that this property be designated as a park. Director Cherbone suggested leaving this project in the CIP until after the PRC presents their recommendations to Council. Councilmember Bogosian concurred with Director Cherbone. The City Council thanked Director Cherbone for the report. 12. FELLOWSHIP HALL RENOVATION PROJECT STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOLUTION: 02-074 RESOLUTION OF THE CITY COUNCIL AUTHORIZING A BUDGET AMENDMENT OF $10,100 FOR IMPROVEMENTS AND CONTRACT SERVICES TO BEGIN RENOVATION PROJECT AT FELLOWSHIP HALL Dave Anderson, City Manager, presented staff report. City Council Minutes 1( September 18, 2002 City Manager Anderson reported that on September 4, 2002 the City Council directed staff to move forwazd with the improvements to the Fellowship Hall at the North Campus to make it building code and ADA compliant. The City's Building Division provided the list of improvements needed before occupancy. City Manager Anderson stated that many of the repairs can be completed in-house, but other services have to be contracted out. City Manager Anderson stated that architectural services needed to provide the necessary specification and drawings for the ADA compliant restrooms and the two new exit doors. City Manager Anderson stated that Warren Heid has submitted a proposal for Council's review. City Manager Anderson stated that $10,100 would be needed to begin work on the Fellowship Hall. BOGOSIAN/MEHAFFEY MOVED TO ADOPT RESOLUTION AUTHORIZING A BUDGET AMENDMENT OF $10.100 FOR IMPROVEMENTS AND CONTRACT SERVICES FOR THE FELLOWSHIP HALL RENOVATION PROJECT. MOTION PASSED 5-0. COMMISSION ASSIGNMENT REPORTS Mayor Streit reported the following: Public Safety Commission -met with Campbell Elementary School District who are getting ready to do major renovation including trying to redo the entire traffic pattern in the neighborhood. Vice Mayor Baker reported the following: Finance Commission -working on clean up and clarify the financial reporting statement Councilmember Waltonsmith reported the following: Arts Commission -September 8, 2002 first "Art in the Park" Councilmember Mehaffey reported the following; Youth Commission -Attended first Youth Commission meeting. Holding their first dance of the year, September 28, 2002. Councilmember Bogosian had no reportable information. CITY COUNCIL ITEM5 Councilmember Waltonsmith asked if staff has ever heard back from the Monterey Bay Area Coalition. City Manager Anderson noted that he would check with staff and report back to Council. City Council Minutes p September 18, 2002 OTHER None CITY MANAGER'S REPORT None ADJOURNMENT There being no further business Mayor Streit adjourned the meeting at 10:15 p.m. Respectfully submitted, Cathleen Boyer, CMC City Clerk City Council Minutes 1$ September 18, 2002 SAP.ATOGA CITY COUNCIL MEETING DATE: December 4, 2002 AGENDA ITEM: _ ~ ,~ ORIGINATING I)~T~ity Manager CITY MANAGE PREPARED DEPT HEAD: SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for the following City Council Meeting: Regular meeting -October 16, 2002 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 October 16, 2002 MINUTES SARATOGA CITY COUNCIL OCTOBER 16, 2002 The City Council of the City of Sazatoga met in Closed Session, Administrative Conference Room, 13777 Fruitvale Avenue at 6:00 n.m. Conference With Legal Counsel -Existing Litigation (3 cases) (Government Code section 54956.9(a)) Name of case: City of Saratoga v. West Valley-Mission Community College District (California Court of Appeal, Sixth Appellate District No. H022365) Name of case: Sazatoga Fire Protection District v. City of Saratoga (Santa Claza County Superior Court No. CV-803540) Name of case: Nora v. Jhaztage et al (Santa C1aza County Superior Court No. CV 810985) Conference with Legal Counsel -Initiation of litigation (Gov't Code Section 54956.9(c): (1 potential case) MAYOR'S REPORT ON CLOSED SESSION - 7:00 p.m. Mayor Streit reported that the City Council directed City Attorney Taylor to proceed with initiation of litigation on three cases, which will be disclosed once the cases are filed. Mayor Streit called the Regulaz City Council meeting to order at 7`.05 p.m. and requested Dave Anderson, City Manager, to lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Stan Bogosian, John Mehaffey, Ann Waltonsmith, Vice Mayor Evan Baker, Mayor Nick Streit 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 John Cherbone, Director of Public Works Cary Bloomquist, Administrative Analyst REGULAR MEETING - 7:00 P.M. -CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on October 11, 2002) COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS The following person requested to speak at tonight's meeting: Bert Martell, 14420 Fruitvale Avenue, he was present tonight to update the Council on the status of the debris that has been pumped out of the sewer by West Valley Sanitation by his house. Mr. Martel stated that Mr. Reed from West Valley Sanitation District and gave him a sheet that explained what drill mud was made of and its health hazardous. Mr. Martell sited #9 in this sheet that Mr. Reed gave him and it stated that a person should avoid prolonged inhalation. Mr. Martel stated that he and his wife have been breathing this debris for weeks. Mr. Martel read a letter he prepared describing the events that took place by his home by West Valley Sanitation's subcontractor. Mr. Martel noted his concern regarding ecoli that maybe spreading into the air and into his orchard. Susan Cater, 18947 Harleigh Drive, stated that she was concerned about the trail that backs up against Gardner Park. Ms. Cater noted that she heard the trail was going to be closed. Ms. Carter requested that the City Council discuss other options. COUNCIL DIRECTION TO STAFF In regards to the comments Mr. Martel presented to Council, Vice Mayor Baker noted that he would submit Mr. Martel's letter to the West Valley Sanitation District's Board of Directors. Vice Mayor Baker noted that he visited the site and the debris had been removed. In regards to the comments made by Ms. Carter, Vice Mayor Baker requested that staff discuss this issue with the neighbors. ANNOUNCEMENTS None • 2 CEREMONIAL ITEMS lA. PROCLAMATION SUPPORTING THE FIRST "CALIFORNIA FALUN DAFA MONTH" STAFF RECOMMENDATION: Present proclamation. Mayor Streit read the proclamation and presented it to Cathy Zang. Kathy Zang, Coordinator/Falun Dafa, explained what Falun Dafa was and noted that this was the first "California Falun Dafa Month". 1B. APPOINTMENT AND OATH OF OFFICE OF LIBRARY COMMISSIONERS STAFF RECOMMENDATION: Adopt resolution and administer Oath. TITLE OF RESOLUTION: 02-087 RESOLUTION OF THE CITY COUNCIL REAPPOINTING MARCIA MANZO AND BOB CHANDRA TO THE LIBRARY COMMISSION BAKER/WALTONSMITH MOVED TO ADOPT RESOLTUION REAPPOINTING MARCIA MANZO AND BOB CHANDRA TO THE LIBRARY COMMISSION. MOTION PASSED S-0. City Clerk Boyer administered the oath of Office to Bob Chandra. Marcia Manzo was unable to attend tonight's meeting. SPECIAL PRESENTATIONS None CONSENT CALENDAR 2A. APPROVE COUNCIL MEETING MINUTES REGULAR MEETING -SEPTEMBER 4, 2002 STAFF RECOMMENDATION: Approve minutes. Vice Mayor Baker requested that Item 2A be pulled from the Consent Calendar. Vice Mayor Baker noted that on page 19, 3rd paragraph the word "fortunate" should be "unfortunately". BAKER/WASLTONSMTIH MOVED TO APPROVE MINUTES OF SEPTEMBER 4, 2002 AS AMENDED. MOTION PASSED 5-0. 2B. APPROVE COUNCIL MEETING MINUTES REGULAR MEETING -OCTOBER 2, 2002 STAFF RECOMMENDATION: Approve minutes. MEHAFFEY/WALTONSMITIH MOVED TO APPROVE MINUTES OF OCTOBER 2, 2002. MOTION PASSED 4-0-I WITH BAKER ABSTAINING. 2C. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. BAKER/WALTONSMITH MOVED TO APPROVE CHECK REGISTER. MOTION PASSED 5-0. 2D. MULTI-YEAR BUDGET AMENDMENT TO CARRYOVER 2001-02 CAPITAL IMPROVEMENT PROJECTS STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOTLUION: 02-077 RESOLTUION OF THE CITY COUNIL AMNEDING MULTI-YEAR CAPITAL IMPROVEMENT PROJECT BUDGET TO INCLUDE THE CARRYOVER OF AUTHORIZED PROJECTS EXPIRED FROM THE FISCAL YEAR 2001-02 OPERATING BUDGET BAKER/WALTONSMTIH MOVED TO ADOPT RESOLTUION AMENDING MULTI-YEAR BUDGET TO CARRYOVER 2001-02 CAPITAL IMPROVEMENT PROJECT. MOTION PASSED 5-0. 2E. REVISION TO THE 2002-2003 APPROPRIATION (GANN) LIMIT STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOLTUION: 02-078 RESOLUTION OF THE CITY COUNIL ESTABLISHING THE FISCAL YEAR 2002-03 APPROPRIATION LIMIT FOR THE CITY OF SARATOGA BAKER/WALTONSMITH MOVED TO ADOPT RESOLTION ESTABLISHING THE FISCAL YEAR 2002-2003 APPROPRIATION LIMIT. MOTION PASSED 5-0, 4 2F. PLANNING ACTION MINUTES -OCTOBER 9, 2002 STAFF RECOMMENDATION: Note and file. BAKER/WALTONSMTIH MOVED TO NOTE AND FILE PLANNING ACTION MINUTES FOR OCTOBER 9, 2002. MOTION PASSED 5-0. 2G. MINOR AMENDMENT TO TREE REGULATION STAFF RECOMMENDATION: Adopt ordinance. TITLE OF ORDLANCE: 212 ORDIANCE OF THE CITY COUNIL AMENDING THE ZONING CODE ARTICLE 15-50 TO PROVIDE AN APPROVED TREE REMOVAL PERMIT UPON REQUEST OF A CITY OFFICIAL BAKER/WALTONSMITH MOVED TO ADOPT ORDIANCE AMENDING THE TREE REGULATION ARTICLE IN THE CITY'S CODE. MOTION PASSED 5-0. 2H. MINOR AMENDMENT TO SECTION 15-19.020 REGARDING SOUND WALL REQUIREMENTS STAFF RECOMMENDATION: Adopt ordinance. TITLE OF ORDIANCE: 211 ORDIANCE OF THE CITY COUNIL AMENDING THE ZONING CODE ARTICLE 15-19.020 (F) (4) TO PROVIDE ASETHITIC REVIEW TO REQUIRED SOUND WALLS BAKER/WALTONSMITH MOVED TO ADOPT ORDINACE AMENDING THE SOUND WALL ARTICLE IN THE CITY'S ZONING CODE. MOTION PASSED 5-0. 2I. SARATOGA LIBRARY PROJECT PHASE II -ARCHITECT CONTRACT AMENDMENT STAFF RECOMMENDATION: Authorize City Manager to execute amendment to contract. BAKER/WALTONSMTIH MOVED TO AUTHORIZE CITY MANAGER TO AMEND CONTRACT WITH FIELD PAOLI FOR PHASE II OF THE SARATOGA LIBRARY PROJECT. MOTION PASSED 5-0. ~ 2J. FINAL MAP APPROVAL FOR FIVE UNITS ON TWO LOTS LOCATED AT 14612 BIG BASIN WAY AND 20717 ST. CHARLES STREET OWNER: TRAFALGER INC. STAFF RECOMMENDATION: Adopt resolutions and authorize Mayor to execute Subdivision Improvement Agreement. TITLE OF RESOTLUTION: SD-00-001 RESOTLUION OF THE CITY COUNCIL APPROVING THE FINAL MAP OF SD-00-001 14612 BIG BASIN WAY AND 20717 ST. CHARLES STREET BAKER/WALTONSMITH MOVED TO ADOPT RESOLUTION APPROVING THE FINAL MAP AND AUTHORIZE THE MAYOR TO EXECUTE SUBDIVISON IMPROVEMENT AGREEMENT. MOTION PASSED 5-0. PUBLIC HEARINGS PROPOSED VACATION OF GEORGE WHALEN WAY STAFF RECOMMENDATION: Open public hearing; close public hearing; continue public hearing until November • 6, 2002. Richard Taylor, City Attorney, presented staff report. City Attorney Taylor explained that on October 9, 2002 the Planning Commission denied the Saratoga Protection District's application for a conditional use permit, design review and lot line adjustment by a vote of 3-3. The Fire District appealed the denial on October 10, 2002. Pursuant tot City Code, the hearing on the appeal has been set for the next available City Council meeting on November 6, 2002. Because the alley vacation and the use permit and other planning approvals are interrelated, staff recommends opening the public hearing to accept any testimony that maybe offered and the continuing the public hearing on the alley vacation until November 6, 2002. Mayor Streit opened the public hearing at 7:31 p.m. Ed Farrell, 20877 Kittridge Road, suggested that the City be watchful of how the Saratoga Fire Protection District configures the parking in their proposed design. Mr. Farrell also stated that the City should watch the percentage of land the District builds on. Mayor Streit closed that pubic hearing at 7:35 p.m. BOGOSIAN/MEHAFFEY MOVED TO CONTINUE ITEM 3 TO NOVEMBER 6, 2002. MOTION PASSED S-0. 4. PROPOSED ORDINANCE TO DESIGNATE AUSTIN WAY A HERITAGE LANE STAFF RECOMMENDATION: Open public hearing; close public hearing; waive the first reading; place on next . agenda for adoption. John Livingstone, Assistant Planner, presented staff report. Planner Livingstone explained the Heritage Preservation Commission recommended to the Planning Commission that Austin Way be designated a Heritage Lane. On July 24, 2002 the Planning Commission adopt a resolution proposed ordinance will create Heritage Lane zoning overlay on the existing single-family residential district for Austin Way. Planner Livingstone explained that the intent of the ordinance is to preserve the existing brick roadway and hopefully restore the portions that have been patched with asphalt. The Heritage Lane Designation will make it possible to obtain a grant to assist with the preservation and maintenance of the existing brick roadway. In an effort to not limit improvements to the existing exposed brick portions, staff is recommending that all of Austin Way be designated as a Heritage Lane. Planner Livingstone noted that initially one of the neighbors who lives on Austin Way started a petition to have the street dedicated a Heritage Lane. The applicant obtained support from six neighbors, which started the process with the Heritage • Preservation Commission. Planner Livingstone noted that Apri130, 2002 staff mailed a notice of intent to designate Austin Way a Heritage Lane to every neighbor who has property adjacent to Austin Way. In all 16 property owners where sent letters. In order for the Heritage Preservation Commission to proceed to the Planning Commission no more than 41 % of the owners could object to the proposal. Staff received two letters of objection to the proposal within the required 45-day period and one letter after the 45-day period. The three letters would only total 18%, therefore allowing the proposal to continue *.o the Planning Commission. Planner Livingstone noted that in order to designate a roadway a heritage lane, the road must meet a minimum of two findings stated in Section 13-15.010 of the Heritage Preservation Chapter 13. In this case the proposed Heritage Lane meets all of the criteria listed in the above-mentioned section. Planner Livingstone explained the proposed ordinance stating that it would protect the aesthetics and ensure the preservation cf the road. Planner Livingstone explained the fiscal impacts on restoring and repairing the roadway. Planner Livingstone noted that due to the nature of the brick, the roadway has needed almost no maintenance compared to what is typically required of asphalt roads. However, as part of the heritage designation, areas of the brick that were patched with asphalt could be removed and the brick restored. This would constitute ashort-term increase in maintenance cost to the road. \ Planner Livingstone noted that currently there is 350 square feet of area that has been temporary patches on it. At $20 a square foot it would cost approximately • $7,000 plus a contingency of $3,000 for unexpected cost and traffic control for a total of $10,000. Planner Livingstone noted that to completely resort the roadway and repair all the patches, cracks and depressions it would cost approximately $112,000 based on repairs to 25% of the roadway. To repair everything and improve the site drainage with concrete swales it would cost approximately $118,000. On September 4, 2002, Planner Livingstone noted that Council directed staff to remove the proposed the 10-foot setback of property in front of all the houses along the roadway. Councilmember Bogosian asked if this designation would prevent a future Council from paving over the road. City Attorney Taylor suggested putting an historic easement on the road, but should discuss this with the Historic Preservation Commission. Councilmember Waltonsmith noted she would like to pursue a historic easement at a future time. Mayor Streit opened the pubic hearing at 7:40 p.m. • Tom Keebel, 19041 Austin Way, stated he fully supports the proposed designation and suggested that the Council do minimal repair on the roadway. Wanda Alexander, 15879 Ravine Road, urged the Council to move forward and adopt the ordinance. Ms. Alexander stated that Austin Way is the gateway to the mountains. Ms. Alexander noted that she is proud of the brick roadway. Mayor Streit closed the public hearing at 7:45 p.m. BOGOSIAN/WALTONSMTIH MOVED TO INTRODUCE THE ORDIANCE. WAIVE THE FIRST READING AND PLACE ITEM ON THE ON THE CONSENT CALEDAR FOR THE NEXT MEETING. MOTION PASSED 5- 0. City Attorney Taylor noted that a sentence could be added to the ordinance stating that any project proposed near the roadway would need to be heard by the Heritage Preservation Commission and a public hearing conducted by the City Council. Councilmember Waltonsmith noted that she would like to spend at least $10,000 for repairs on the road. Councilmember Mehaffey suggested adding it to the CIP. i AMENDMENT TO CITY OF SARATOGA MOTOR VEHICLE AND TRAFFIC ORDINANCE STAFF RECOMMENDATION: Open public hearing; close public hearing; waive the first reading; place on next agenda for adoption. Lorie Tinfow, Assistant City Manager, presented staff report. Assistant City Manager Tinfow explained the background of this proposed ordinance stating that the amendment would remain consistent with the California Vehicle Code, which describes parking prohibitions as signs or red curbs, and does not require both. Assistant City Manger Tinfow noted that in regards to the situation on Farwell Avenue the proposed ordinance, if adopted, would remove the red paint and the "no parking here to corner" sign would remain. Mayor Streit opened the public hearing at 7:50 p.m. Bnidgette Ballingall, Chair/Public safety Commission, noted that the proposed ordinance gives options to the Commission and to the Council in order to preserve the character of the neighborhoods. Ellis Cheng, 19785 Farwell Avenue, thanked staff for explaining the change and including them in the process. Mr. Cheng noted that he supports the proposed ordinance. Mayor Streit closed the public hearing at 7:55 p.m. MEHAFFEY/BAKER MOVED TO WAIVE THE FIRST READING OF THE PROPSOED ORDIANCE AND PLACE IT ON THE NEXT AGENDA FOR ADOPTION. MOTION PASSED 5-0. 6. ORDINANCE ADOPTING AND AMENDING THE 2001 EDITIONS OF THE CALIFORNIA BUILDING, PLUMBING, MECHANICAL, AND ELECTRICAL CODES AND RESOLUTIONS REGARDING THE NEED TO AMEND THE CALIFORNIA BUILDING CODE TO IMPOSE ADDITIONAL SEISMIC BRACING REQUIREMENTS STAFF RECOMMENDATION: Introduce and read title of Ordinance and the Codes to be indirectly adapted by reference; adopt resolution making findings regarding proposed amendments to the uniform codes; direct staff to publish notice of proposed ordinance adoption in accordance with special requirements for adopting by reference. TITLE OF RESOLUTION: 02-076 • 9 RESOLUTION OF THE CITY COUNCIL INCLUDING FINDINGS REGARDING THE NEED FOR AMENDMENTS TO PROVISIONS IN THE CALIFORNIA BUILDING STANDARDS CODE. TO BE ADOPTED BY REFERENCE IN THE SARATOGA CITY CODE • Richard Taylor, City Attorney, presented staff report. City Attorney Taylor explained that staff was recommending three actions this evening: 1) introduce and read title of ordinance and the Codes to be indirectly adopted by reference, 2) adopt resolution making findings regarding proposed amendments to the uniform codes, 3) direct staff to publish notice of proposed ordinance adoption in accordance with the special requirements for adopting codes by reference. City Attorney Taylor explained that the proposed ordinance amends the Building Regulations chapter of the Saratoga City Code. City Attorney Taylor explained that the City's Building Official has reviewed the 2001 California Building Standards Code and recommends that the City adopt the 2001 California Building, Plumbing, Mechanical, and Electrical codes by reference. The Building Official also recommends that the City adopt certain appendices to the Code. In addition, City Attorney Taylor noted that the Building Official recommends that the City amend the 2001 California Buildings Standards Code to impose additional seismic bracing requirements that are reasonably necessary because of local geological conditions. City Attorney Taylor noted that the proposed ordinance amends the Building Regulations chapter of the Saratoga City Code: City Attorney Taylor described each proposed change to the Building Regulations chapter. Mayor Streit opened the Public hearing at 8:00 p.m. Mayor Streit closed the public hearing at 8:01 p.m. MEHAFFEY/BAKER MOVED TO ADOPT BY REFERNCE THE FOLLOWING: 1. 1997 UNIFORM BUILDING CODE (ADOPTED BY REFERENCE BY THE 2001 CALIFORNIA BUILDING CODE, WITH 2. 2000 UNIFORM PLUMBING CODE (ADOPTED BY REFERENCE BY THE 2001 CALIFORNIA PLUMBING CODE, WITH AMENDMENTS) 3. 2000 UNIFORM MECHANICAL CODE (ADOPTED BY REFERENCE BY THE 2001 CALIFORNIA MECHANICAL CODE, WITH AMENDMENTS) 4. 1999 NATIONAL ELECTRICAL CODE (ADOPTED BY REFERENCE BY THE 2002 CALIFORNIA ELECTRICAL CODE, . WITH AMENDMENTS) 10 BAKER/WALTONSMITH TO ADOPT RESOLUTION MAHING FINDIGNS REGARDING PORPOSED AMENDMENTS TO THE UNIFORM CODES. MOTION PASSED 5-0. OLD BUSINESS RESPONSE TO RFP FOR CITY ARBORIST SERVICES STAFF RECOMMENDATION: Accept report and direct staff accordingly. Tom Sullivan, Community Development Director, presented staff report. Director Sullivan explained that last February the City received five proposals in response to mailing out 21 Request for Proposals (RFP). The City also advertised in the San Jose Mercury News. In response to the newspaper advertisement, six additional requests were mailed out. Of the five received, three were considered worthy of inviting the firm proposing to be interviewed. Director Sullivan noted the three firms as follows: • Barrie D. Coates and Associates • David Babby of Arbor Resources • Deborah Ellis, MS. Director Sullivan noted that since Mr. Coates indicated that he was not interested in pursuing the proposal, the City Council was reluctant to interview only the remaining two candidates. Director Sullivan explained that this past summer staff circulated the RFP for arborist services and two proposals were received from David Babby and Deborah Ellis. Councilmember Bogosian asked Director Sullivan if he made it clear when he solicited proposals that Barre Coates was not interested in submitting a proposal. Director Sullivan responded yes he did make it clear that Mr. Coates would not be submitting a proposal. Mayor Streit stated that the residents of Saratoga do not like to wait for a single source arborist. Mayor Streit rioted that projects have been put on hold because Mr. Coates is so busy. Councilmember Waltonsmith suggested that the Council form a subcommittee to interview Mr. Babby and Ms. Ellis. Councilmember Mehaffey concurred with Councilmember Waltonsmith. 11 Councilmember Bogosian noted that he would participate in the interview process and requested that staff supply a list of the past and present workload schedule of the current arborist. Councilmember Waltonsmith volunteered to interview the two applicants along with Councilmember Bogosian. Vice Mayor baker noted that allowing residents to choose their own arborist would add costs to the City. Vice Mayor baker noted that he sees no reason why the City should not select Ms. Ellis, she lives in Los Gatos, and appoint Mr. Babby as a secondary arborist. Councilmember Bogosian stated he would like the opportunity to interview the applicants. Councilmember Bogosian noted that although technical expertise is important they must also have good customer service skills. Consensus of the City Council to form a subcommittee consisting of Councilmember Bogosian and Councilmember Waltonsmith to interview the two applicants. 8. SARATOGA LIBRARY PROJECT UPDATE STAFF RECOMMENDATION: Informational only. Lorie Tinfow, Assistant City Manager, presented staff report. Assistant City Manager explained the following in regards to the Library Project: • No new change orders or change requests have been made since her last report • Construction completion date continues to be February 28, 2003, and the library will open to the public in Spring 2003 • No new information in regards to Gen-Con, Inc. bankruptcy Vice Mayor Baker asked if the roof was completed. Assistant City Manager Tinfow stated that the roof was not complete, but water tight. Mayor Streit thanked Assistant City Manager Tinfow for the update. NEW BUSINESS OPTIONS FOR REVISION OF PARKS AND TRAILS MASTER PLAN STAFF RECOMMENDATION: Accept report and direct staff accordingly. 12 Cary Bloomquist, Administrative Analyst, presented staff report. Analyst Bloomquist explained that during the summer of 1990, the City Council commissioned a study for the prepazation of a Parks and Trails Master Plan, which would define a framework for all related planning, and development of parks and trails for the upcoming decade. The Master Plan was completed by November of 1991 and has been in use since this date. Analyst Bloomquist noted that during the past two yeazs the Parks and Recreation Commission (PRC) has discussed the revision of the present Parks and Trails Master Plan. The PRC realized hat the scope and complexity of this undertaking, directed that Trails Subcommittee to explore the various trails connected with the Master Plan in an effort to identify those properties not in the trail easement requirements and to determine the various encroachments onto the trail easements. Analyst Bloomquist stated that staff was recently directed by Council to explore options for updating the Master Plan and to report these options to Council this evening. Analyst Bloomquist stated that at the PRC's October 16, 2002 meeting supported the revision of the Master Plan, but did not know the level of Master Plan revision the Council was requesting or if an outside consultant would need to be hired. Analyst Bloomquist noted that the PRC discussed the following items at their meeting on October 16, 2002: • Form a task force to review the existing Master Plan to determine what level of revision is required and if an outside consultant needed to be hired to revise the existing Master Plan • As part ofthe above process, the master Plan Task Force would continue gathering data and analyzing the existing Master Plan by comparing it to neighboring Cities' Master Plans. Once the analysis is complete, the Task Force would forwazd their recommendations back to the PRC, which would then forward their recommendations to the Council for consideration Analyst Bloomquist explained hat staff was requesting that Council consider the above course of action by the PRC and provide direction on how to proceed. Councilmember Waltonsmith noted that she supports directing the Trails Subcommittee to come back to the PRC with a time frame. Councilmember Bogosian noted that he supports directing the Subcommittee to continue gathering data. Mayor Streit noted that the Parks Master Pian also should be updated. Mayor Streit noted that hiring a consultant may have to wait for next years for another budget cycle. Vice Mayor Baker stated his concerns that the Subcommittee should consider regarding the revisions to the Trails Master Plan: • Encroachments on City property • A priority list for funding 13 Councilmember Waltonsmith noted that the PRC should be ready to present their recommendations to the Council by Spring 2003. • COMMISSION ASSIGNMENT REPORTS Vice Mayor Baker reported hat following information: Finance Commission -met last evening and are still working on a matrix of measurement. Stated that he recommendations to the Commission tYrat they present their recommendations to the City Council. The Commission reviewed Director Baloca's monitoring report and is far superior then what the Council has seen in the past. Parks and Recreation Commission - elected a Sandra Dodge as the new Chair. CITY COUNCIL ITEMS Mayor Streit noted that this was Kate Carter last meeting she would be attending. Mayor Streit wished Ms. Carter well on her new job. OTHER None CITY MANAGER'S REPORT None • ADJOURNMENT There being no further business Mayor Streit adjourned the meeting at 10:15 p.m. Respectfully submitted, Cathleen Boyer, CMC City Clerk 14 SARATOGA .CITY COUNCIL MEETING DATE: December 4, 2002 AGENDA ITEM: ~ ~Jil ORIGINATING DEPT: Administ~rat~iv~epServices CITY MANAGES--- PREPARED BY• C~ IrK~«~- DEPT HEAD: ~//~ SUBJECT: Check Register: 11/21/02 RECOMMENDED ACTION(S): Approve the Check Register. REPORT SUMMARY: Attached is the Check Register. FISCAL IMPACTS: None CONSEQUENCES OF NOT FOLLOWING None ALTERNATIVE ACTION(S): None FOLLOW UP ACTION(S): None ADVERTISING, NOTICING AND PUBLIC CONTACT: None ATTACHMENTS: Check Register Certification. ACTION(S): ~^ ~..' ~ T~SCU r. .m'.a~?". 51__W.. ~a~.w e 3~,.`ai.. ~'~a~,~c.~§~,`R'~.'~~^"~Y~13~ Fund# Fund Name Date Manual Void Total .1112112002 Checks Checks AP CHECKS A90924-91047 ' b: 1 GENERAL 309,385.85 7,692.70 100 COPS-SLESF 110 Traffic Safety 150 Streets & Roads 27,831.34 160 Trahsit Dev 170 Hillside Repair 180 LLA Districts. 12,235.21 .~ 250 Dev Services 17;734.75 3 ~;,~ 260 Environmental 7,735.10 ~ ~, 5 ~, 270 Housing 8 Comm 2,350.00 ~0 ~~, 290 Recreation 17,638.12 ~ ,;~7#&3b~ 291 Teen Services 512.13 ~~ ~ ~~51~'1~'~ 292 FacilityOps 1,080.00 ~ ~ ~,~ y,08000' 293 Theatre Surchar a ~~ 300 State Park 9 ~~~`~ 310 Park Develpmt ~''`'~r"''a~5~~ ~ s~ s 320 Library Expansion 803;384.90 ~~~$03'8849U" 352 Infrastructure 15,096.34 k ;:16096`34;. 353 Facility 180.00 ti 1,80 354 Park and Trail 162,765.97 x',,:182,765..,.,, 400 Library Debt 410 Civic Cntr COP 420 Leonard Creek , 700 Quarry Creek 710 Heritage Prsvn ~'~~ 720 Cable TV 730 PD #2 740 PD #3 800 Deposit Agency 2,500.00 ,; -2,500A0:= 810 Deferred Comp 830 Payroll Agency 990 SPFA , ~ ~-'- ~' r: Subtotal ~ 1.381.427.71 7.692.70 ' ~'1389:120.4~1 PAYROLL CHECKS: 628577-28612 TOTAL / ~ ~ //-3~-0~ Apr-99 < n A A ApAA.'4 NT:'1o o NO DDO vU] wAA ZZHOR: m m m m m m m m N '+ a O O~ O F p O ~ Z O i K 4] A ~ n n n n n n n n O ~ o N N A OY N U N w N J O O 2 C b M ~ N b a N J J n O• 'n 3 CI .-N~•m inawJ o N J m ~ O o m m Nm Nm m ab b N b N b D J PD Nan b L1 a' < Far O y b b A r r c ~ m m~ D w\ $ N ~ ~ ro O M b O H x m lov O r D n m m m n z o o~ n r\ b Z y O b O H O A~ b N 4] m O b F b C 0 y b r Z • 0000„ O 000 0 o om o4 vm o or o0H C o op ob o3 o 03 0 on ob on Oy y C3~ N N N N N N m fA ~~ m N A N x j N N N I/1 r Z n m • mmm y m Jm mb m Z WM m 02 mA OT w w N ~ x ~o m o A N r e v w m H N O m J O 0 a N ~+ N Z N $ N a K O O O y r y O r O p ~p n p C p x N r O 1'1 A St m O K b b b a vl nY y H ~ Z O O Vi ~ 00 ~ m O p A NN m • m m m £ m m r• F• a+ N / ~+ r r ~+ r ~+ r iy / N Y ~+ r ~. ~A • • ~ ~~ c~ n ~ ~~ ~~ \z ~~ Yq x ~ z m ~ ~~~~~~~~ ~ ~ ~~ mb bn vx N N N N N N N N N N N b ~ y\ O O ob imb O o ob C NNNNN N N N N N N N N N N N N N N m Z N O 00000 N Ili O D O n ~ n av o. o ~ zo 0 0 0 0 0 0 O N O O H O C N N a O Z In vi N N O y In ~P ll~ N IP N N N m N w d N O N N % ti 0 o A N d m 0 bZ (/l b o O o o O O o n o y .-rr w w w w o a a o o ~• v 0o a p me m n n S Z x x A b p b x b b ^Y In m m p ~~ m [' O O b Y b b n 5 n m b m m m n 3 3 b b ymMrrrr m 7 b K [' [' n bb r m ~Y Z^I TIr['rrA •-1 O 3 - m H H Cr D ~ 41 \'p xmm0000m p C m r b b r rr 2 ~n~ N'O m m££££ H C Z ~ ~ b ^' n A H A b v+ fn m m m m m < H < F+ < '~ < £ < P < Z < Z < n < i0 i0 < m b 3 N ~ - C C Z Z Z Z b m O m Z m n m O (0 m m m (n m 'q m M„ m b ~ H o y m 9 '~ y Z p Z n Z Z A 5 £ Z ~ Z Z m Z Z C O r V'O +Ib b'O O O O n O .'C O b b b m O 9'p b m O N r r O D b b ^1 o m O O O b O O c O O O m O ~~ O . 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Hm < mV) G oxm m HqZ Z C20 O Oa b ~yH H NCO O ~aH y rmb b ~ In C + n x m on bs H~ m0 C m n zo OC H O m n.. Hy ro3 H O Z ro b2 m0 OH ~b m ~q \ q rq \O N < ob N C C y H n m X m ro 00 c.. zH Ha m 0 N c m u u i' `~ SARATOGA CITY COUNCIL. MEETING DATE: December 4, 2002 ORIGINATING DEPT: r~Ity Manager I~I7~li AGENDA ITEM: ~~ CITY MANAGER: ~ ~14~ ~-~ DEPT HEAD: SUBJECT: 2003 Hazardous Vegetation Program Commencement Resolution RECOMMENDED ACTION: Adopt resolution. REPORT SUMMARY: The attached resolution represents the first step in Saratoga's hazardous vegetation abatement program administered by the County Fire Marshall. The County has determined that the parcels in Saratoga on the attached list have excessive weed growth which is a fire hazard or otherwise .noxious or dangerous. It would be appropriate at this time for the City Council to adopt the resolution setting the public hearing for hazazdous vegetation abatement for January 15, 2003. Debbie Carver, Program Coordinator/County Fire Marshall's Office, will be attending the meeting to answer any questions Councilmembers may have on this topic. FISCAL IMPACTS: No fiscal impact to the City of Saratoga if the resolution is adopted. Santa Clara County recovers its costs from the administrative portion of the fee charged to property owners. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The County could not .perform hazardous vegetation abatement. It would be necessary to depend upon property owners to take care of their own abatement. ALTERNATIVE ACTION: N/A FOLLOW UP ACTIONS: The County sends the property owners of the parcels notices informing them that the hazardous . vegetation must be abated, either by the owners or by the County; when County abatement will commence if work is not performed by the property owner; and how they may present any objections at the public hearing. The public hearing is noticed in the Saratoga News as well. After the public heazing, the Council passes another resolution ordering abatement on properties whose owners did not object or whose objections the Council felt were invalid. The final steps take place next summer, when the County presents the Council with a list of properties whose abatement bills have not been paid, and the Council, after hearing any objections, passes a resolution declaring liens on those properties. ADVERTISING, NOTICING AND PUBLIC CONTACT: A Notice of Public Hearing will be published iri the Sazato ag News on January I, 2003 as required by law. The County will mail out notices to all of the affected property owners. ATTACHMENTS: Attachment A -Resolution Attachment B -Notice to property owners Attachment C -List of parcels i ~+ • SENT BY: SANTA CLARA COUNTY PLANNING; 408 279 8537; County of Santa Clara Environmental Resources P.FfenGy I'irc Marstlals Otlire • s:rn[a Clara County fir[: Ue.Parlmcnl Gounry GUVCnunero Center, Cast whyl 70 West I k:<iriing Slreet. 7[h FI(x~r San Jose. r:;~B(rtn7ia ~GI 10-17oS (4US) 299S7rip FAX Z7J•8537 November 21, 2002 Ms. Cathleen Boyer Saratoga City Clerk's Offire 13777 preritvale Avenue Saratoga, CA 95070 NOV-21-02 16:25; SUBJECT: 2003 Hazardous Vegetation Program Commencement Resolution Dear Cathleen, u Our thanks to you for scheduling vur items on the City Council agenda. To confirn~ these dates, the Resoluflon is to be adopted at your December 4th Council meeting and the Comrencement Hearing to be held on January 15, 2003. We will send notices to the affected property owners to inform them of the public hearing to be held on the 15th of January, 2003. We have attached a copy of the notice we are sending out this year to the property owners. Please review and return with your approval as soon as possible. Sincerely, L~~- ~~~ Debbie Craver I'robram Coordinator Iazardous Vegetation Management Santa Clara County Firt' MarshaCs Office i LI(41 r(1 015UIJCIVi50Y5' GOfIflICt F Gagr,. Fsl;tnc;r AI\'f raC10. PCIC MCI I(IQJ'1. Jan7C5 T Br-:i 11. J[.. l.iz KrtIF_c COUOIy C:xc<:utib(L 1'ticirBr(1 \V}ttCnFJF/g PAGE 2/4 SENT BY: SANTA CLARA COUNTY PLANNING; 408 279 8537; NOV-21-02 16:25; PAGE 3/4 TRA i S Notice To Destroy Weeds NOTICE IS hIEREBY GIVEN that on December 4, 2002, pursuant to Article II of Chapter 6 of the Saratoga City Codc, the City Council passed a resolution declaring that weeds, rubbish, refuse, obstructions or other dangerous materials as hereafter described, existing upon your property, or upon the adjacent. street. constitutes a public nuisance, which must be abated by the removal and destruction thereof. NOTICE IS FiJR'1'HFR GTVEN that property owners shall, without delay, remove and destroy all such weeds or brush or rubbish or other materials from their property and the abutting one-half of the street in front and alleys, if any, behinds such property and between the lot lines thereof as extended, or in front of which, said weeds are removed and such cost will constitute a lien upon such lots or lands until paid aad will be collected upon the next tax roll upon which general municipal taxes are collected. All property owners having any objection to the proposed nuisance abatement are hereby notified [o attend a meeting of the City Council, Counci] Chambers of City Hall at 13777 Fruitvale Ave., Saratoga, California; to be held on Wednesday, January 15, 2003, at 7:30 p.m., or as soon thereafter as the matter can be heard, when their ohjections will be heard and given due consideration. (over) SENT BY: SANTA CLARA COUNTY PLANNING; 408 279 8537; NOV-25-02 11:55; PAGE 2/2 T'ItA IS SARATOGA WEED ABATEMElyT PROGRAM SCHEDCJLE ,January 15, 2003 Public hearing to consider objection to Abatement List March 15th PARCI~;L ABATEMENT DEADT,~I~ Parcel mast be f}ee from hazardous vegetation by this date or Inspector will order abatement. July/August Assessment Hearing date to be scheduled by City Council. Santa Clara County >rliazardotrs Vegetation Management Program 2003 COUNTY CONTRACTOR'S WEED ABATEMENT PRICE LIST* Disc Wvrk** Spray Work Parcel Size 1st Disc +2nd Disc =Total Discs Perimeter $00.48 Per lin. ft. 0 - 5,000 sq.ft. 25 71.90 $ 90.65 „5~ Area 00.0 Per sq. ft. 5,001 - 7,500 2 7 95.95 3$ 83.80 7,501 - 10,000 .31.1.85 . 1 3.9 $415.83 Hand Work 10,001. - 12,000 $335.83 1$ 11.95 7.7 2 person crew 181.2 Per hour 2,001 - 15,000 3 1. 117.28 4$ 69.13 15,001 - 18,000 ~~¢7.~,5 122.63 $490.48 Flail Mowing $:192.90 Per Hour 18,001 - 21,000 ~.3~1.dd $10.60 $522.43 21,001 - 25,000 sa4U7.85 13 .9 $543.80 Loader Work 197.25 Per Hour 25,001 - 30,000 45 31.83 15 43.95 575.78 30,001 - 35,000 447. $749.28 $597.08 Dump Truck 197.25 Per Hour 35,001 - 1 Acre 71.83 1 7.2 2 .'ll Per acre charge $431.83 $143.95 7 .7 Brush Work $ZQZ4~. Per Hour «* It is required t hat parcels be di sced twice a year. The cost for the first discing is higher due to additional work normally required during the first d iscing. Drop Charge $100.00 Dump Fee 1 0°0 /o Added to orders with distant or Added to orders with debris difficult access. removal at 100% of the dump site charge. Inchides County Administrative fee (over) RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING HAZARDOUS VEGETATION GROWING ON CERTAIN DESCRIBED PROPERTY TO BE A PUBLIC NUISANCE AND SETTING A PUBLIC HEARING WHEREAS, hazardous vegetation is growing in the City of Saratoga upon certain streets, sidewalks, highway, roads and private property; and WHEREAS, said vegetation attain such growth as to become a fire menace or aze otherwise noxious or dangerous; and WHEREAS, said vegetation constitute a public nuisance. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Saratoga, as follows: 1. That hazardous vegetation does now constitute a public nuisance; 2. That said nuisance exists upon all the streets, sidewalks, highways, roads and private property, more particularly described by common name or by reference to the tract, block, lot, code area and parcel number on the report prepazed by and on file in the office of the County Fire Marshal; 3. That it is ordered that Wednesday, the 15th day of January~2003, at public hearing during a regular meeting which will begin at 7:30 p.m. in the Saratoga Civic Theater, 13777 Fruitvale Avenue, is hereby fixed as the time and place where objections to the proposed destruction and removal of said vegetation shall be heard and given due consideration; 4. That the County Fire Marshal is hereby designated as the person to cause notice to be given in the manner and form provided in Article 15, Chapter 7 of the Saratoga Municipal Code, and as the person to hereafter cause abatement of such seasonal and recurring nuisance. The above and foregoing resolution was passed and adopted by the Saratoga City Council at a regular adjourned meeting held on the 4th day of December 2002, by the following vote: AYES: NOES: ABSTAIN: ABSENT: Stan Bogosian, Mayor ATTEST: Cathleen Boyer, City Clerk SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 ORIGINATING DEPT: Community Development PREPARED BY: Thomas Sullivan, AICP AGENDA ITEM: CITY MANAGE ~"KUI~-' DEPT HEAD: lll..."' SUBJECT: Adoption of an Ordinance Amending Side Yard Setback Requirements RECOMMENDED ACTION: Waive second reading and adopt the Ordinance amending side yard setback requirements. REPORT SUMMARY: On November 20, 2002 the City Council conducted a Public Hearing to consider amending the Zoning Code as it relates to Side Yard Setback requirements in the various R-1 Zoned Districts. Following the Public Hearing the City Council waived first reading and directed Staff to place the matter on the December 4, 2002 City Councff meeting Agenda for second reading and adoption. BACKGROUND: City Staff has received complaints regarding the interpretation of the side yard setback requirements for structures over 18-feet in height as it relates to existing structures and regarding on lots with substandard width. This appears to be another example of the "language of the ordinance vs. previous practice" syndrome. The imposition of the ordinance required side yard setbacks on lots with substandard widths create difficult designs. For example, a lot with a width of 50-feet would have a minimum side yard set back of 6-feet pursuant to section 15-65.160, which states, "Where the width of a site does not conform with the standard for the district, the minimum width of interior side yards shall be not less than tenpercent of the width of the site or six feet, whichever is greater, and the minimum width of an exterior side yard of a corner lot shall be not less than twenty percent of the width of the site or fifteen feet, whichever is greater." However, section 15-45.040 requires that for structures over 18-feet in height that the set backs be increased on a one for one ratio. If a design proposal for a house that is two story at 24-feet in height, the setbacks increase to 12-feet on both sides. The resulting structure could only be 26- feet wide. Apparently, the previous practice was to have the increased setback on the second floor only. Section 15-45.040 simply does not support that interpretation. 15-45.040 Setbacks. Where a new structure or an addition to an existing structure, located within an R-1- 10,00Q R-1-12,500, R-1-15,000 or R-1.20,000 district will exceed eighteen feet in height, the required setback from each property line of the site shall be increased by one foot for each one foot of height in excess of eighteen feet. (Amended by Ord. 71.99 4 26; T991; Ord. 71-178 4 2,1998) The purpose. of the increased setback is the avoidance of bulk and mass at the minimum setback. For two-story dwellings the previous practice seems to meet this goal. However, this practice does not address single story dwellings that are over 18-feet in height. In the recent past, the Planning Commission has reviewed. several single story, dwellings that approach 26-feet in height. For single story structures in excess of 18-feet Planning Commission will have to use the Design Review process and required findings to avoid mass and bulk issues. Again, the complaints that Staff has received fall into two categories; first, nonconforming lots and second, second story additions wherein the first floor was built at the minimum setback. For the both of these cases Staff would suggest that the ordinance be amended to require that the second story be setback be the minimum plus an additional five feet. With this amendment, Staff would further suggest that section 15-45.040 be deleted in its entirety. Staff has used the typical st-r4l~rrengl3 and bold italics to show sections to be-deleted or added. Amend Section 15-45.040 by deletion.'.` ^c.nnn eo.w.,,,,.,. .. i ~ cnn n i i c nnn ,.« n i ~n nnn ,t:,.«..:,,« ...:n ,,,,a •„w«o~.. r ,.« ... t, e:;.~,. «w„ .. ..,.a , Amend Sections 15-12.090 (a) (2) to read: (a) (2) Side yards of interior lots. The minimum side yard of any interior lot in each R-1 district shall be the distance indicated in the following table foreach side yard: First Floor Second Floor Individual Individual District Side Yards Side Yards R-1.10,000 10 ft. ISft. R-1-12,500 10 ft. ISft. R-1-15,000 12 ft. 17ft. R-1.20,000 15 ft. 20 ft. R-1-40,000 20 ft. ZSft. 2of5 Amend Sections 15-12.090 (a) (3) to read: 15-12.090 (a) (3) Side yards of corner lots. The minimum side yard of any corner lot in each R-I district shall be the distance indicated in the following table: First Second First Second Floor Floor Floor Floor Interior Interior Exterior Exterior District Side Yard Side Side Side Yard Yard Yard R-1-10,000 10 ft. ISft. 25 ft. 30 ft. R-1-12,500 10 ft. ISft. 25 ft. 30 ft. R-1-15,000 12 ft. 17ft. 25 ft. 30 ft. R-1-20,000 15 ft. 20 ft. 25 ft. 30 ft. R-1-40,000 20 ft. 25ft. 25 ft. 30 ft. Amend Sections 15-12.090 (b) (2) to read: 15-12.090 (b) (2) Side yards of interior lots. The minimum side yard of any interior lot in each R-1 district shall be ten percent of the lot width, or the distance indicated in the following table for each side yard, whichever is greater: First Floor Second Floor Individual Individual District Side Yards Side Yards R-1-10,000 10 ft. ISft. R-1-12,500 l0 ft. Isft. R-1-li,000 12 ft. 17ft. R-1-20,000 15 ft. 20 ft. R-1-40,000 20 ft. 25ft. 3 of 5 Amend Section 15-12.090 (b) (3) to read: 15-12.090 (b) (3) Side yards of corner lots. The minimum side yard of any corner lot in each R-1 district shall be ten percent of the lot width, or the distance indicated in the following table: First Floor Second First Second Interior Floor Floor Floor Interior Exterior Exterior District Side Side Yard Side Side Yard Xard Yard R-1-10,000 l0 ft. ISft. 15 ft. 20 ft. R-1-12,500 10 ft. ISft. 15 ft. 20 ft. R-1-15,000 12 ft. 17ft. 15 ft. 20 ft. R-1-20,000 15 ft. 20 ft. 20 ft. 25 ft. R-1-40,000 20 ft. 25ft. 25 ft. 30 ft. Amend Sections 15-65.160 (a) to read: (a) Where the width of a site does not conform with the standard for the district, the minimum width of interior side yards forfirst floors shall be not less than ten percent of the width of the site or six feet, whichever is greater, and the minimum width of an exterior side yard for first floors of a corner lot shall be not less than twenty percent of the width of the site or fifteen feet, whichever is greater. The second floor setbacks for interior and exteriorlots shall be increased an additional five (S) feet. FISCAL IMPACTS: None CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: There would be an increased number of variances processed for substandard lots and for lots where existing dwellings exist, for which the owners desire to construct additions or new dwellings with only the minimum setback. ALTERNATIVE ACTION: 1. Leave the ordinance sections as they currently exist. 2. Only amend the ordinance that address lots with substandard lot widths. 4of5 FOLLOW UP ACTION: Publish the adopted Ordinance as required by State Law. ADVERTISING, NOTICING AND PUBLIC CONTACT: The Public Hearing for this agenda item was conducted on November 20, 2002. ATTACHMENTS: 1. Ordinance 5 of 5 ORDINANCE AN ORDINANCE AMENDING THE ZONING CODE OF THE CITY OF SARATOGA AMENDING ARTICLE 15-50 TO PROVIDE AN APPROVED TREE REMOVAL PERMIT UPON REQUEST OF A CITY OFFICIAL THE CITY COUNCIL OF THE CITY OF SARATOGA DOES ORDAIN AS FOLLOWS: Section 1. Findings. The City Council finds and declares as following: A. The Planning Commission has conducted. a public hearing to consider an amendment to the zoning code with respect to side yard setbacks for the R-1- 10,000, R-1-12,500, R-1-15,000, R-1-20,000 and R-1-40,000 zoned districts B. The adoption of an ordinance is consistent with the provisions of 15-45.080 Design Review findings in that the amendment will help minimize the perception excessive bulk and mass. Section 2. Adoption. Amend Sections 15-12.090 (a) (2) to read: (a) (2) Side yards of interior lots. The minimum side yard of any interior lot in each R-1 district shall be the distance indicated in the following table for each side yard: First Floor Second Floor Individual Individual District Side Yards Side Yards R-1-10,000 l0 ft. 15 ft. R-1-12,500 l0 ft. 15 ft. R-1-15,000 12 ft. 17 ft. R-1-20,000 15 ft. 20 ft. R-1-40,000 20 ft. 25 ft. ~J r Amend Sections 15-12.090 (a) (3) to read: 15-12.090 (a) (3) Side yards of corner lots. The minimum side yard of any corner lot in each R-1 district shall be the distance indicated in the following table: First Second First Second Floor Floor Floor Floor Interior Interior Exterior Exterior District Side Yard Side Side Side Yard Yard Yard R-1-10,000 l0 ft. 15 ft. 25 ft. 30 ft. R-1-12,500 l0 ft. 15 ft. 25 ft. 3o ft. R-1-15,000 12 ft. 17 ft. 25 ft. 30 ft. R-1-20,000 15 ft. 20 ft. 25 ft. 30 ft. R-1-40,000 20 ft. 25 ft. 25 ft. 30 ft. Amend Sections 15-12.090 (b) (2) to read: 15-12.090 (b) (2) Side yards of interior lots. The minimum side yard of any interior lot in each R-1 district shall be ten percent of the lot width, or the distance indicated in the following table for each side yard, whichever is greater: First Floor Second Floor Individual Individual District Side Yards Side Yards R-1-10,000 l0 ft. 15 ft. R-1-12,500 l0 ft. 15 ft. R-1-15,000 12 ft. 17 ft. R-1-20,000 15 ft. 20 ft. R-1-40,000 20 ft. 25 ft. • Amend Section 15-12.090 (b) (3) to read: 15-12.090 (b) (3) Side yards of corner lots. The minimum side yard of any corner lot in each R-1 district shall be ten percent of the lot width, or the distance indicated in the following table: First Floor Second First Second Interior Floor Floor Floor Interior Exterior Exterior District Side Side Yard Side Side Yard Yard Yard R-1-10,000 l0 ft. 15 ft. 15 ft. 20 ft. R-I-12,500 l0 ft. 15 ft. 15 ft. 20 ft. R-1-15,000 12 ft. 17 ft. 15 ft. 20 ft. R-1-20,000 IS ft. 20 ft. 20 ft. 25 ft. R-1-40,000 20 ft. 25 ft. 25 ft. 30 ft. Amend Sections 15-65.160 (a) to read: (a) Where the width of a site does not conform with the standard for the district, the minimum width of interior side yards for first floors shall be not less than ten percent of the width of the site or six feet, whichever is greater, and the minimum width of an exterior side yard for first floors of a corner lot shall be not less than twenty percent of the v~idth of the site or fifteen feet, whichever is greater. The second floor setbacks for interior and exterior lots shall be increased an additional five (5) feet. Section 3. Severance Clause. The City Council declares that each section, sub-section, paragraph, sub- paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub-section, sentence, clause and phrase of this ordinance. If any section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase are held invalid, the Ciry Council declares that it would have adopted the remaining provisions of this ordinance irrespective of the portion held invalid, and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. Section 4. Publication. This ordinance or a comprehensive summary thereof shall be published in a newspaper of general circulation of the City of Saratoga within fifteen days after its . adoption. The foregoing ordinance was introduced and read at the regular meeting of the Ciry Council of the Ciry of Saratoga held on the day of _, 2002, and was adopted by the following vote following a second reading on the _ day of ^, 2002: AYES: NOES: ABSENT: ABSTAIN: NICK STREIT, MAYOR ATTEST: CATHLEEN BOYER, CITY CLERK • APPROVED AS TO FORM: RICHARD TAYLOR, CITY ATTORNEY SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. MEETING DATE: December 4, 2002 AGENDA ITEM CITY MANAGE Q(. ~y ORIGINATING DEPT: City Attorney PREPARED BY: Richard Taylor SUBJECT: Request from Saratoga Parkside Homeowners Association for consent to amended CC&Rs. RECOMMENDED ACTION: Approve resolution consenting to a CC&R amendment approved by the Saratoga Pazkside Homeowners Association. REPORT: The Saratoga Pazkside Homeowners Association is responsible for managing a condominium project at 12700 Sazatoga Avenue. The condominium project was approved by the City in 1979. The use permit for the project required that all units in the project be set aside for senior housing (where at least one family member is at least 55 years of age) for not less than 20 yeazs from the time that the CC&Rs for the project were recorded. The CC&Rs for the project are contained in the "Saratoga Pazkside Enabling Declaration Establis}ung a Plan for Condominium Ownership." The senior housing restriction was included in the CC&Rs recorded by the Homeowners Association on November 24, 1980. The restriction also included a provision stating that it could not be amended without. the consent of the City of Sazatoga. The consent requirement was not required by the use permit. The CC& Rs have now included the restriction for the more than the 20 yeaz period required by the use permit. The Homeowners Association has accordingly acted to remove the age restriction from the CC&Rs. Because the CC&Rs require the City's consent to remove. or otherwise amend the age restriction, the Homeowners Association has asked for the City's consent. Because. the use permit requirement has been satisfied and the requirement for. City consent was not required by the use permit, staff recommends that consent be granted. The Community Development Department has indicated that removal of the restriction would not be inconsistent with the City's r Housing Element or frustrate the City's ability to achieve the Housing Element's affordable housing goals. ALTERNATIVES: The City Council could refuse consent. This would mean that the restriction would remain in the CC&Rs. The Homeowners Association has indicated its view that the restriction maybe invalid due to changes in state and federal fair housing laws since the use permit was approved. Thus it is possible that the Homeowner's Association could take legal action to ascertain the validity of the restriction. FISCAL IMPACTS: Not applicable. ADVERTISING, NOTICING AND PUBLIC CONTACT: Notice for this meeting. ATTACHMENTS: Resolution consenting to CC&R Amendment 2 AN RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA CONSENTING TO AN AMENDMENT TO THE SARATOGA PARKSIDE ENABLING DECLARATION ESTABLISHING A PLAN FOR CONDOMINIUM OWNERSHII' WHEREAS, the City of Saratoga approved a use permit for the Saratoga Parkside planned development by Planning Commission Resolution UP-353(a)-1 on October 24, 1979 upon several conditions including a requirement that the covenants, conditions, and restrictions (CCistRs) for the project include for at least 20 years a restriction requiring at least one family member residing in each dwelling unit to beat least 55 years of age. WHEREAS, the Saratoga Parkside Enabling Declaration Establishing a Plan for Condominium Ownership was initially recorded on November 24, 1980. It included and has continued to include the following provision: Residents shall be limited as follows: At least one owner/resident of each unit must be fifty-five (55) years of age or older. In the event that a unit is rented out, at least one of the tenants who sign the rental agreement and who is obligated thereunder and who resides in the unit shall be fifty-five (55) years of age or older. Age shall be established by presentation of a birth certificate and shall he determined as of the date of occupancy of the unit by the owner or tenant. This Section inay not be amended without the consent of the Ciry of Saratoga. WHERE:IS, the Saratoga Parkside Homeowners Association has requested that the City consent to remo~ al of the foregoing provision in light of the fact that the restriction has been in effect for more than the 20 years required by the use permit. NOS' 1lIEREFORE BE IT RESOLVED that the City Council of the City of Saratoga does hereby consent to an amendment to the Saratoga Parkside Enabling Declaration Establishing a flan for Condominium Ownership to remove the provision quoted above requiring at least one family member residing in each dwelling unit to be at least 55 years of age The foregoing resolution was adopted by the following vote on the 4'~ day of December, 2002. 1YCS \OES: :1EiSE~T: :1I3STAI'\ Nick Streit, Mayor ATTEST: Cathleen Boyer, City Clerk SARATOGA-CITY COUNCIL. MEETING DATE: December 4, 2002 ORIGINATING DEPT: Community Development PREPARED BY: Thomas Sullivan, AICP AGENDA ITEM: CITY MANAGE ~ : `~ ~ T vl,~~-v~ DEPT HEAD: UU SUBJECT: ISSUANCE AND DELIVERY OF INSURED SENIOR LIVING REVENUE BONDS, 2002 SERIES A (ODD FELLOWS HOME OF CALIFORNIA) AND AUTHORIZING THE APPROVAL OF THE ISSUANCE OF SUCH BONDS BY THE ABAG FINANCE AUTHORITY FOR NONPROFIT CORPORATIONS RECOMMENDED ACTION: Staff recommends approval of the attached Resolution authorizing this financing contingent upon compliance by the Borrower and its advisors with the Association of Bay Area Government's (ABAG) Guidelines for Issuance: REPORT SUMMARY: The Executive Committee of the Board of Directors of the ABAG Finance Authority for Nonprofit Corporations has considered a final application, approving a bond financing for The Odd Fellows Home of California, dba Saratoga Retirement Community in Saratoga and dba The Meadows in Napa (The "Borrower"). The Borrower is a nonprofit corporation that owns a retirement communities in Saratoga, California and Napa, California. The Ciry of Saratoga has been requested to hold a public hearing and make its determination of this matter at its regular meeting on December 4, 2002. Saratoga Retirement Community Location of Properties: Saratoga Retirement Community 14500 Fruitvale Avenue Saratoga, CA Use of Funds: The proceeds will be used to construct the second phase of an expansion of the Saratoga campus consisting of the construction of 104 apartment units and 39 cottage living units and related common areas, reimburse the Borrower for certain prepaid pre- financing costs, refinance a loan for certain other prepaid costs, fund a debt service reserve fund, fund capitalized interest costs and certain costs of issuance. Financing Amount: Insured Senior Living Revenue Bonds, Series 2002 (Odd Fellows Home of California), to be issued in December 2002, in a principal amount not to exceed $82,000,000 (the "Bonds"). Security: First Mortgage Lien on the Saratoga facility and Gross Revenue Pledge, second mortgage lien on the Napa facility. Rating: Expected rating of `A+' from Standard &t Poor's The Borrower The Odd Fellows Home of California, dba the Saratoga Retirement Community in Saratoga and dba The Meadows in Napa (the "Borrower"), was established in 1912 and first incorporated as a 501(c)(3) nonprofit organization in 1954 to develop and operate a retirement community for senior citizens of the general community and the membership of the Independent Order of Odd Fellows and Rebekkahs. The Borrower was formed with the approval of the California Grand Lodge of the Independent Order of Odd Fellows (the. °Grand Lodge°). The Borrower, incorporated under its current name in 1995, is a California nonprofit public benefit corporation that is separate from the Grand Lodge and is exempt from federal income tax as an organization described in Section 501(c)(3) of the Internal Revenue Code of 1986 (the "Code"). Since 1996 the Facility has been open to all members of the general community. The Borrower currently owns 122 assisted living and dementia units, and a 94-bed skilled nursing facility located in Saratoga, California. The first phase of this development was funded with proceeds from ABAG Finance Authority for Nonprofit Corporations Insured Revenue Certificates of Participation, Series 1999 (Odd Fellows Home of California). In \1a}' 2001, the respective boards voted to merge The Odd Fellows Home of California, Inc. with California Odd. Fellows Housing of Napa, Incorporated ("NAPA"). The mergerwas completed in August 2002. The merger benefits the organizations through combined financial strength, operating consistency and efficiencies, cross-training of staff, standardization of systems and programs, and expanded marketing. NAPA, which is also affiliated with the Grand Lodge, opcritcs The \lcadows, located in Napa, California, which consists of 174 independent li~~ing units, 68 assisted luring units and a 69-bed skilled nursing facility. The facility was origin.ill}• huih in 1938, as the Meadows Retirement Apartments, and was incorporated by the California Odd Fellows Housing of Napa as "the Meadows of Napa Valley" in August 1992 (the Grand Lod~c of California assumed ownership on September 1,1992).'A year later, a portion of the original residential units was converted to assisted living accommodations, and in July 1994, the first resident moved into the assisted li~dng wing. The Meadows Care Center (the skilled nursing facility) was completed in June 1995. The Meadows is not a continuing care retirement community (CCRC), but offers three levels of care. All accommodations at the Meadows are offered as monthly rentals. Residents do not have to be members of the Order of Odd Fellows to live at either of the facilities. The Project The 2002 Bonds are to be issued to finance the second phase of an expansion of the Saratoga campus consisting of the construction of 104 apartment units and 39 cottage living units and related common areas, a111ocated on a 37-acre campus with the existing facilities from the first phase. The common areas will include arestaurant-style dining room, computer learning center, 2 of 6 • fitness center, library, woodworking shop, arts and crafts studio, auditorium, pool and spa. The Project's independent living configuration includes 24 one-bedroom units, 73 two-bedroom units and 7three-bedroom units. Together with the 39 cottages and common areas, the complex will total 310,836 square feet, which includes renovating the historic main building. Construction of the Project is expected to begin in January 2003. Move-ins are expected to begin on August 1, 2004. Upon completion of the Project, the Borrower will own 317 independent living units, 190 assisted living units and 163 nursing care beds, located on its two campuses. As part of the 189 assisted living units, 12 beds care for the specific needs of residents diagnosed with Alzheimer's disease and/or related dementia. The facility will not discriminate against applicants based on religious affiliation and/or membership in the Independent Order of Odd Fellows. The new facility will also be affiliated with the Saratoga Home Endowment Fund that will be available to subsidize low and moderate-income residents of the facility. The Project has received all necessary land use and site approvals from the City of Saratoga. Building permits for the final phase are pending. The Ciry Council will recall that this project played a prominent role in meeting the requirements for the recently adopted Housing Element. Residence and Care Agreement Upon completion of the Project, the Borrower will provide continuing care for a resident through his/her remaining life. A resident who desires to occupy an independent living unit of the Project is required to execute a Residence and Care Agreement and to pay an entrance fee and a monthly sen~ice fee for access to the services, including care in assisted living or the nursing center. In exchange for these fees, independent living residents receive the use of an apartment or cottage unit, one meal per day, certain housekeeping services, use of all common areas, participation in various activities, and certain transportation services. Residents also receive up to ten days of temporary care in the health center annually and an additional ten lifetime days at no additional charge. Residents who require healthcare may be transferred to an assisted living unit and/or nursing center bed to the extent allowed by licensure, law, and availability of space. In the event space is not available, all efforts will be made to place the resident at another licensed facility on a temporary basis, until such time as space is available in assisted living or nursing care on campus. Upon permanent transfer to assisted living or the nursing care center, residents will be charged rates, which are charged to the general public. In addition to the services which are covered under the monthly service fee, a resident may purchase optional sen~ices, including, but not limited to, additional housekeeping, laundry sen~ice for personal items, catering for special occasions, tray service when medically advisable, additional resident/guest meals, and surface garage parking. Public Benefit The Independent Order of Odd Fellows and Rebekkahs have a long history of service and charity to the communities they serve. As a facility sponsored by the Odd Fellows, the Saratoga Retirement Community will continue this long tradition. The new Alzheimer's facilities will be available to residents needing such care as well as to the surrounding community. In addition, the Saratoga Home Endowment Fund will be used to assure that residents who deplete their resources are not forced to move off the campus. The Saratoga campus serves a number of SSI residents and Medi-Cal patients. The proposed expansion will allow these vital services and the 3 of 6 community services provided by the Odd Fellows to continue and grow, as the campus grows. Financing Structure and Security Provisions A first mortgage lien on the Saratoga campus and a security interest in Borrower's gross revenues will secure the 2002 Bonds. The Office, but not the bondholders, will be secured by a second mortgage on the Meadows of Napa facilities and campus. A first mortgage hen secures the Office and holders of Certificates of Participation issued for the Meadows of Napa in 1993 and insured by the State of California under its Cal Mortgage Program. In addition, the Bonds will be insured by the State of California under its Cal-Mortgage Loan Guarantee Program, resulting in an "A+" rating on the debt from Standard &t Poor's. The Bonds will be outstanding for 30 years with repayment of principal occurring over the last 27 years. Debt service will be structured to be essentially level over the principal amortization period. In addition to funding the cost of the project, proceeds of the new issue will be used to fund a Debt Service Reserve Fund in the amount of Maximum Annual Debt Service, Capitalized Interest for approximately 24 months, and to pay certain costs of issuance. Estimated Sources and Uses of Funds for the financing appear in the table on the following page. Sources and Uses ABAGTax-exempt Bond Proceeds (not to exceed amount) $82,000,000 Cash and Prepaid Expenses not reimbursed 1,000,000 Total Sources $83,000,000 Usrs of Funns Project Fund $59,930,000 Start-up expenses 1,000,000 Funded Capitalized Interest, net of investment earnings .9,350,000 Drbt Scn~ice Resen~e fund 5,815,000 Cal \4ortgage Insurance Premium and fees 5,435,000 Cost of issuance 1,470,000 Total Uses $83,000,000 Under the Authority's current guidelines, the Authority's fees in connection with the bond financing would equate to approximately $41,000 (.OS%) at delivery of the 2002 Bonds and an annual fee of .02% of the face amount of the Bonds then outstanding. 4of6 The obligation of the Authority to make payments on the 2002 Bonds (such obligation to be assigned to the Authority's Trustee) would be strictly limited to payments made by the Borrower. The Authority would function solely as a conduit for funds being lent to the applicant. The Authority would accept no financial risk in the transaction. The financing documentation and official statement would contain statements having the same effect as the following: Neither the faith and credit of the Authority or the Association of Bay Area Governments nor the faith and credit or taxing power of any member of the Authority, the Association of Bay Area Governments, the State of California, or any political subdivision thereof, is pledged to the payment of the principal of premium, if any, or purchase price of, or interest on these securities or other costs incident thereto except from the specific revenues and funds pledged therefore. These securities are not a debt of the City of Saratoga, the Authority, the Association of Bay Area Governments or the State of California or any political subdivision thereof, and neither the City of Saratoga, Authority, the Association of Bay Area Governments nor the State of California, nor any political subdivision thereof liable for the payment thereof. The Authority must also receive indemnification from the Borrower and a comprehensive opinion with respect to disclosure information. The Preliminary Official Statement was circulated in mid-November 2002, and the 2002 Bonds are estimated to be sold on December 11, 2002. Financing Team The Borrower has requested that Cain Brothers b2 Company, LLC, San Francisco, serve as Undcnvriter on the Authority's Bonds and that Ater Wynne LLP serve as Bond Counsel. Saratoga Retirement Community is being represented by Hanson, Bridgett, Marcus, Vlahos b: Rud}' and Cain Brothers is being represented by Katten Muchin Zavis Rosenman. The Authority's interests would be represented generally in this matter by ABAG Counsel, Jones Hall. U.S. Bank National Association will sense as Trustee for the Bonds. Enclosures and Other Documentation The &xmwcr's financial feasibility study, interim financial statements for Saratoga Retirement Community as well as the last two annual audits will be sent via messenger to the Authority. The Preliminary Official Statement with respect to the Bonds; and the other documents referred to in the Resolution before the Board, are available upon request. FISCAL IMPACTS: There will be no fiscal impacts to the City of Saratoga. 5 of 6 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Phase 2 of the project may not be constructed. ALTERNATIVE ACTION: The City Council could decline to adopt the attached Resolution. FOLLOW UP ACTION: Sign and transmit the adopted Resolution to the appropriate authorities. ADVERTISING, NOTICING AND PUBLIC CONTACT: The Applicant provided noticing for this Public Hearing. The notice was in the November 20, 2002 edition of the Saratoga News and was posted on the same day. ATTACHMENTS: 1. Draft Resolution 6 of 6 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA, CALIFORNIA, REGARDING THE HOLDING OF A PUBLIC HEARING IN CONNECTION WITH THE PROPOSED ISSUANCE AND DELIVERY OF INSURED SENIOR LIVING REVENUE BONDS, 2002 SERIES A (ODD FELLOWS HOME OF CALIFORNIA) AND AUTHORIZING THE APPROVAL OF THE ISSUANCE OF SUCH BONDS BY THE ABAG FINANCE AUTHORITY FOR NONPROFIT CORPORATIONS WHEREAS, to finance the second phase of an expansion of the Saratoga Retirement Community campus consisting of the construction of approximately 143 independent/assisted living units and related common areas (the "Project") by Odd Fellows Home of California (the "Borrower"), a California nonprofit public benefit cotporation, located at 14500 Fruitvale Avenue, Saratoga, California, the Borrower has filed an application with the ABAG Finance Authority for Nonprofit Corporations (the "Authority") requesting the Authority to issue insured revenue bonds in the aggregate principal amount of not to exceed $82,000,000 (the "Bonds") that would finance the Project; and WHEREAS, this City Council is the elected legislative body of the Ciry of Saratoga (the "City"); and WHEREAS, in accordance with Section 147(f) of the Internal Revenue Code of 1986, as amended (the "Code'), the Clerk of the City Council provided for the timely publication of a Notice of Public Hearing, to the effect that a public hearing would be held by this City Council on December 4, 2002, regarding the execution and delivery of the Bonds and the nature and the location of the Project, a copy of which is attached hereto; NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SARATOGA DOES RESOLVE AS FOLLOWS: Section 1. This Ciry Council does hereby find and declare that the foregoing recitals are true and correct. Section 2. Pursuant to Section 147(f) of the Code, this City Council held a public hearing on this day and provided an opportunity to present arguments both for and against the execution and delivery of the Bonds and the nature and location of the Project. This City Council has further considered all testimony and comments submitted in connection with the issuance of the Bonds and the nature and location of the Project at the public hearing. Section 3. After consideration of comments received at the public hearing, the City Council of the Ciry hereby approves the issuance of the Bonds. Section 4. It is the purpose and intent of the City that this Resolution constitutes approval by the applicable elected representatives in accordance with the terms of Section 147(f) of the Code. Page I -Resolution Section 5. This Resolution shall take effect from and after the date of its passage and adoption. Section 6. The Clerk of the Ciry Council shall certify to the adoption of this Resolution. I, the undersigned City Clerk of the City of Saratoga, hereby certify that the foregoing is a full, true and correct copy of a resolution duly adopted by the Ciry Council of the City at a meeting thereof on the 4`h day of December, 2002, by the following vote of the members thereof: AYES: NOES: ABSENT: ABSTAIN: Nick Streit, Mayor ATTEST: Cathleen Boyer, City Clerk ~._.J Paec 2 -Resolution A .s SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 AGENDA ORIGINATING DEPT: Community Development CITY MANAGE~v Jlt.'l~-i.~~l ~/ PREPARED BY: Christine Oosterhous, AIDEPT HEAD: ~~ SUBJECT: Appeal of a Planning Commission decision to deny Design Review Application No. DR-01-044 to construct atwo-story single-family residence located at 18360 Purdue Drive. APPELLANT/APPLICANT: Maryam & Siamak Azizi, property owners 18360 Purdue Drive. RECOMMENDED ACTION: Hold public hearing and take appropriate action. REPORT SUMMARY: The subject of the appeal is the construction of first and second-story additions to an existing one- story single-family residence. At a public hearing held on October 23, 2003 the Planning Commisston considered Design Review Application No. 01-044 before denytng the application. The Planning Commission could not support the design review application because the project did not meet the City's design review findings as sited in the resolution of denial dated November 13, ?002 (Attachment A). In brief, the Planning Commission was concerned with setting aprecedent oftwo-story homes in a predom inatel v one-story neighborhood, infringing upon the privacy of adjacent one-story residences, and tlu lack ofarchitectural compat:bilityofthepmposed residence in style, mass and bulk with the nci~~hhorhood. Relevant background documents, including the resolution ofdenial and staff report are included in the packet materials. Pursuant to Municipal Code Section 15-45.080 the City Council must find the project complies with the following design review findings in order to support the design review application and grant the appeal (a) Avoid unreasonable interference with views and privacy. The height, elevations and placement on the site of the proposed main or accessory structure, when considered with reference to: (i) the nature and location of residential structures on adjacent lots and within the neighborhoods; and (ii) community viewshed will avoid unreasonable interference with views and privacy. C J e, (b) Preserve natural landscape. The natural landscape will be preserved insofaz as practicable ' by designing structures. to follow the natural contours of the site and minimizing tree and soil removal; grade changes will be minimized and will be in keeping with the general appearance of neighboring developed areas and undeveloped areas. (c) Minimize perception of excessive bulk. The proposed main or accessory structure in relation to structures on adjacent lots, and to the surrounding region, will minimize the perception of excessive bulk and will be integrated into the natural environment. (d) Compatible bulk and height. The proposed main or accessory structure will be compatible in terms of bulk and height with (i) existing residential structures on adjacent lots and those within the immediate neighborhood and within the same zoning district, and (ii) the natural environment; and shall not (i) ttnreasonably impair the light and air of adjacent properties nor (ii) unreasonable impair the ability of adjacent properties to utilize solar energy. (e) Current grading and erosion control methods. The. proposed site development or a ading plan incorporates current grading and erosion control standazds used by the City. (f) Design policies and techniques. The proposed main or accessory structure will conform to each of the applicable design policies and techniques. set-forth in the Residential Design Handbook (Attachment C). ALTERNATIVES: Deny the appeal and uphold the Planning Commission's denial of the Design Review • Application. Grant the appeal and overturn the Planning Commission's denial. of the proposed project, thus approving the Design Review Application with ftndings. Continue the public hearing to allow the applicant an opportunity to restudy project-related issues raised by the City Council FISCAL IMPACTS: \ot applicable. AD\'ERTISING, NOTICING AND PUBLIC CONTACT: \lailed notice to property owners within 500 feet, posted notice, and advertised the notice in the nc~~ spaper. ATTACHMENTS: A. Resolution ofDenia102-053. 2 B. Staff Report including attachments from the October 23, 2002 Planning Commission meeting, 1. Resolution of approval. 2. Fire department comments. 3. Arborist report. 4. Eight letters in support of the proposed project. C. Residential Design Handbook. D. Draft minutes from the October 23, 2002 Planning Commission meeting. E. Applicant's appeal statement. F. Letter in support of the denial. G. Reduced plans. 3 i ATTACHMENT A RESOLUTION No. 02-053 A RESOLUTION OF THE CITY OF SARATOGA • PLANNING COMMISSION DENIAL OF DESIGN REVIEW APPLICATION NO. DR-O1-044 18360 Purdue Drive, Maryam and Siamak Azizi WHEREAS, an application was made to the Planning Commission for Design Review approval to construct first and second-story additions to an existing one-story residence at 18360 Purdue Drive; presented at the Planning Commission meeting of October 23, 2002; and WHEREAS, the Planning Commission held a duly noticed Public Hearing at which time all interested parties were given a full opportunity to be heard and to present evidence; and WHEREAS, the Planning Commission reviewed and considered the staff report, attachments, and evidence presented in support and in opposition to the application; and Now, THEREFORE, the Planning Commission of the City of Saratoga does hereby resolve as follows: Section 1. The Planning Commission of the City of Saratoga hereby finds that the proposed project does not support the following design review findings Municipal Code Section ] ~-45.080(a)(d)(f) as detailed below: • The proposed two-story residence will not avoid unreasonable interference with views and privacy for an adjacent residence diagonally behind the subject property as the property owner for 18373 Vanderbilt verbally testified at the Planning Commission meeting on October 23, 2002. • The proposed two-story residence will not be compatible in ternls of bulk and h~i~sht ~~ith the existing residential structures on adjacent lots and those within the inunediate neighborhood because the overwhelming majority of residences are simzle-story. • The proposed main structure does not conform to the Residential Design Handbook as required because the proposed architectural elements and style including, but not limited to, the turret on the facade are not compatible with the existing modest one- story ranch bungalows with wood siding and shake roofs in the surrounding neighborhood. v Section 2. After careful consideration of the site plan, azchitectural drawings, plans and other exhibits submitted in connection with this matter, Design Review Application No. DR-O1-044 is hereby denied. PASSED AND ADOPTED, The above and foregoing resolution was passed and adopted at an adjourned meeting of the Saratoga Planning Commission, State of California, held on the 13`h day of November 2002 by the following vote: AYES: HUNTER, ROUPE, ZUTSHI NOES: GARAKANI ABSENT: BARRY, JACK:MAN, KURASCH ABSTAIN: NONE Acting Chair, Planning Commission ATTEST: Secretary, Planning Commission J ATTACHMENT B REPORT TO THE PLANNING COMMISSION Application No./Location: DR-O1-044;18360 Purdue Drive Applicant/Owner: Cove Britton, Architect / Maryam and SiamakAzizi Staff Planner: Christine Oosterhous AICP, Associate Planne~~C~ Date: October 23, 2002 APN: 403-28-034 Depaztment Head: 18360 Purdue Drive. 000001 r1 l~ File No. DR-01-044; 1 d J Purdue Avenue Proposed Code Requirements Lot Maximum Allowable Coverage: 42% 60% Building 2,090 sq. ft. Paving 1,261 sq. ft. TOTAL 3,351 sq. ft. (Impervious Surface) Floor Area: First Floor 2,081 sq. ft. Maximum Allowable Second Floer 841 sq. ft. TOTAL 2,922 sq. ft. 2,949 sq. ft Setbacks: Minimum Requirement Front 28 fr. 27 ft. Rear 47 ft. 37 fr. Left Side 8 ft 8 inches 8 ft 8 inches Right Side 8 ft 8 inches 8 ft 8 inches }~{eight: Maximum Allo~~~ahle Residence 20 fr. 26 ft. 000002 File No. DR-O1-041,18360. iueDrive PROJECT DISCUSSION The applicant requests design review approval to construct first and second-story additions to an existing single-story residence. The floor area of the proposed two-story residence and attached garage is 2,922 squaze feet. Additions to the first story are less than 18 feet in height and total 245 square feet. The partial second-story additions total 842 square feet. The maximum height of the proposed residence is 20 feet. The lot size is approximately 8,040 square feet and the site is zoned R-1-10,000. A contemporary style residence is proposed. Residences in the surrounding neighborhood are predominately modest one-story ranch bungalows with wood siding and shake roofs. No trees are proposed for removal. The Arborist Report dated June 5, 2002 requires tree protective fencing and a tree preservation bond. The proposed project implements the following Residential Design Policies: Policy #1: Minimize Perception of Bulk Building heights are minimized. The maximum height of the two-story residence is 20 feet. A partial second-story addition, located over the gazage, is proposed. The proposed two-tone colors reduce mass and bulk of the proposed residence because the second-story addition will be a lighter shade of green than the one-story portions of the residence. Prominent architectural features which break up massing include gabled dormers, columns, a boxed bay window, a glass rotunda located on the facade, and variety of window shapes and sizes. Policy #2: Integrate Structures with the Environment \atural materials and colors are proposed. Materials and colors include pale and dark ~*reen stucco exterior finish with white trim, oatmeal colored ledger stone accents, and grey composition shingle. Police #3: Avoid Interference with Privacy and Views The applicant has provided overwhelming evidence that the immediate and surrounding neighbors support the project. Eight property owners in the area have submitted letters in stippon of the application. These property owners include the parcels immediately adjacent, across. and behind the project site as well as additional neighbors on Purdue Dm~e. These Icuers are attached Cor your reference. Policy #4: Preserve Views and Access to Views Tlic liei~~ht of the second story addition has been minimized at 20 feet. Additions to the second-story are partial and do not extend over the entire footprint of the first floor. Please refer to Policy #3 above. • 000003 FileNo. DR-O1-0,18360. :ueDrive • Policy #5: Design for Energy Efficiency The proposed residence shall have new insulation, which exceeds State requirements. The new windows shall be low emissive glass with low U-factor and low solaz heat gain coefficient to realize significant benefits in heating and cooling. High efficiency room conditioning, heat equipment, and water heating shall be installed. Conclusion The proposed residence conforms to the policies set forth in the City's Residential Design Handbook. The residence does not interfere with viewsheds or privacy, it preserves the natural landscape, and minimizes the perception of bulk so that it is compatible with the neighborhood. The proposed project supports the findings required for design review as detailed in the staff report. STAFF RECOMMENDATION: Staff recommends the Planning Comtnission conditionally approve design review application DR-O1-044 by adopting the attached Resolution. ATTACHMENTS: ]. Resolution for DR-O1-044. 2. Fire Department comments, dated December 10, 2001. 3. Arborist Report, dated June 5, 2002. 4. Eight letters in support of the project from neighboring property owners. u oooao4 Attachment 1 - APPROVAL OF RESOLUTION NO. CITY OF SARATOGA PLANNING COMMISSION STATE OF CALIFORNIA Azizi; 18360 Purdue Drive WHEREAS, the City of Saratoga Planning Commission has received an application for Design Review approval to construct first and second-story additions to an existing one-story residence; and WHEREAS, the Planning Commission held a duly noticed Public Hearing at which time all interested parties were given a full opportunity to be heard and to present evidence: and WHEREAS, the applicant has met the burden of proof required to support said application, and the following Design Review findings pursuant to Section 1~-4~ of the Municipal Code have been determined: Police #1: Minimize Perception of Bulk Building heights are minimized. The maximum height of the two-story residence is 20 feet. A ~tc~rrial second-story addition, located over the garage, is proposed. The proposed t~vo-tone colors reduce mass and bulk of the proposed residence because the second-story addition will be a lighter shade of green than the one-story portions of the residence. Prominent architectural features which break up massing include gabled dormers, columns. a hosed bay svindov~, a glass rotunda located on the fapade, and variety of window shapes and sizes. Police #': Integrate Structures with the Environment \atural materials and colors are proposed. Materials and colors include pale and dark ~~r~~n stucco uterior finish with white trim, oatmeal colored ledger stone accents. and grey composition shingle. Police #3:.-~.oid Interference with Privacy and Views 1'hc applicant has provided overvvhehning evidence that the inmtediate and surrounding neighbors support the project. Eight property owners in the area have submitted letters in suppon of the application. These property owners include the parcels immediately adjacent, across. and behind the project site as well as additional neighbors on Purdue Drive. These letters arr attached for your reference. Policy #4: Preserve Views and Access to Views The height of the second story addition has been minimized at 20 feet. Additions to the second-story are partial and do not extend over the entire footprint of the first floor. Please refer to Policy #3 above. 000005 r~ U Policy #5: Design for Energy Efficiency The proposed residence shall have new insulation, which exceeds State requirements. The new windows shall be low emissive glass with low U-factor and low solar heat gain coefficient to realize significant benefits in heating and cooling. High efficiency room conditioning, heat equipment, and water heating shall be installed. Now, THEREFORE, the Planning Commission of the City of Saratoga does hereby resolve as follows: Section 1. After careful consideration of the site plan, architectural drawings, plans and other exhibits submitted in connection with this matter, the application of Azizi for Design Review approval and the same is hereby granted subject to the following conditions: COMMTiNITY DEVELOPMENT I. The development shall be located and constructed as shown on Exhibit "A", incorporated by reference. '. FENCING REGULATIONS - No fence or wall shalt exceed six feet in height and no fence or wall located within any required front yard shall exceed three feet in height. ~. FIREPLACES: Only one wood burning fireplace shall be permitted ~. A storn~ water retention plan indicating how all storm water will be retained on-site, and incorporatin« the New Development and Construction -Best Mana,ement Practices. If all storm water cannot be retained on-site due to topographic, soils or other constraints, an explanatory note shall be provided on the plan. >. All recommendations in the City Arborist's Report dated June 5, 2002 shall apply. Prior [o issuance of a building perntit, the applicant shall install tree protective fencing and submit to the planning department security in the amount ofS1762. FIRE PROTECTION DISTRICT 6. See attachment 2. 000006 CITY ATTORNEY 6. Applicant agrees to hold City harmless from all costs and expenses, including attorney's fees, incurred by the City or held to be the liability of City in connection with City's defense of its actions in any proceeding brought in any State or Federal Court, challeneing the City's action with respect to the applicant's project. 7. Noncompliance with any of the conditions of this permit shall constitute a violation of the permit. Because it is impossible to estimate damages the City could incur due to the violation, liquidated damages of $250 shall be payable to this City per each day of the violation. Section 2. Construction must be commenced within 24 months or approval will expire. Section 3. All applicable requirements of the State, County, City and other Governmental entities must be met. Section 4. Unless appealed pursuant to the requirements of Article IS-90 of the Saratoga City Code, this Resolution shall become effective fifteen (15) days from the date of adoption. P.assen Axn ADOPTED by the City of Saratoga Planning Commission, State of California, this 23rd day of October 2002 by the following roll call vote: ~YF:S: \oes: Vsst:~ r: Vttir V~: Chair, Planning Commission ATTEST: Secretary, Planning Commission 0~~®©7 SECRETARY OF THE PLANNING COMMISSION This permit is hereby accepted upon the express terms and conditions hereof, and shall have no force or effect unless and until agreed to, in writing, by the Applicant, and Property Owner or Authorized Agent. The undersigned hereby acknowledges the approved terms and conditions and agrees to fully conform to and comply with said terms and conditions within the recommended time frames approved by the City Planning Commission. Property Owner or Authorized Agent Date ~D~OdB ~~P CLABA `,OG ~a FIRE '` FI. ~ DEPARTMEI\'T SANTA CLARA COUNTY 14700 Winchester Blvd.. Los Gatos. CA 95032-1818 (408) 378-4010 • (408) 378-9342 (fax) • wuwsccfd.org ,Rc,~~,...,,,,.cvc 01 3013 BLDG i Attachment cro FlLE NUMBER DR 01-044 DEVELOPMENT REVIEW COMMENTS CODE/SEC. j SHEET NO. REQUIREMENT Review of a proposed 1,064.74 sq. ft. addition to an existing 1,836.40 sq. ft. single family residence. Total new square footage will be 2,901.14. 1~ Review of this Developmental proposal is limited to acceptability of site access and ', water supply as they pertain to fire department operations, and shall not be construed as a substitute for formal plan review to determine compliance with j adopted model codes. Prior to performing any work the applicant shall make application to, and receive from, the Building Department all applicable construction permits. L'FC ~~ 2. Required Fire Flow: The fire flow for this project is 1,000 gpm at 20 psi residual ~ppenaix i pressure. The fire flow is available from area water mains and fire hydrant(s) ftl-A which are spaced at the required spacing. I i s~tC 13, ~IGarage Fire Sprinkler System Required: An approved, automatic fire sprinkler to-is.no isystem designed per National Fire Protection Association Standard #13D and local '•.ordinances, shall be provided for the garage. To ensure proper sprinkler ',operation, the garage shall have a smooth, flat, horizontal ceiling. STG ^ ^ ^ ^ ^ R-3/ U V-N MATSON BRITTON ARCHITECTS 12/10/2001 1 DR 1 SECJFLOOR AREA LOAD DEBCRIPfION BY 1,064 sq. ft. I Residential Development Chase, Melanie E OF PROJECT LOCATION SFR-AZIZI 18360 Purdue Dr Organized as the Santa Clara County Central Fire Protection District _ _ _ _ Serving Santa Ciara County and the communities of Campbell. Cupertino. Los Altos. Los Altos Hills. Los Ga[os. Monte Sereno. Morgan Hill. and Saratoga 000~~9 THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK 00000 BARRIE D. CC ~ TE TREE SURVEY AND PRESERVATION RECOMMENDATIONS AT TIC AZIZI PROPERTY 18360 PURDUE DRIVE SARATOGA and ASSOCIATES Horticutural Consultants 23535 Summit Road Los Gros, CA 95033 40&3531052 Prepared at the Request o£ Kristin Borel Community Planning Dept City of Saratoga 13777 Fruitvale Ave. Saratoga, CA 95070 Site Visit by: Michael L. Bench Consulting Arborist June S, 2002 Job # OS-02-089 Plan Received: 5.20.02 Plan Due: 6.20:02 Attachment 3 JUN 2 6 Zpp2 D CITY' 0(J.AltAlO(,A ~OMMUNI7'Y DEVELOPMENT 000011 TREE SURVEY AND PRESER' 'ON RECOMMENDATIONS AT THE AZIZT PROPER 18360 PURDUE DR1YE, SARA. .A Assignment At the request of the Community Development Department, Planning Division, City of Saratoga, this report reviews the proposal to remodel an existing residence in the context of potential damage to or the removal of existing trees. This report rates the condition of the trees on site that are protected by City of Saratoga ordinance. Recommendations are included to mitigate damage to these trees during construction. The plans reviewed for this report are the construction plans prepared by Britton Matson, Architects, Santa Cruz, Sheets Al-A9, dated 3-27-02, and the Survey Plan prepared by Ward Surveying, Santa Cruz, Sheet 1, dated 4-OI-OL Summary This proposal may expose 2 trees to some level of risk by construction. No trees are to be removed by implementation of this design, and no trees would be severely damaged provided all of the mitigation suggestions are complied with. Procedures are suggested to mitigate the damage that would be expected to the retained trees. A bond equal to 50% the value of the retained trees is suggested in accordance with the levels of the expected risks. Observations There are 6 trees on this site, but only 1 of these trees (Tree # 1) is large enough to be governed by the city ordinance. In addition, there are 3 neighboring trees within a few feet of the east property that may be exposed to damage by proposed construction, but only 1 of these three trees (Tree #2) is large enough to be regulated by the city ordinance. Also, there is a large multi-stem fruitless mulberry tree (Mores albu) located on the neighboring property toward the south. A small portion of the canopy and no doubt a portion the root system of this fruitless mulberry extend onto this property. The root systems of this species (Mores alba) are tolerant of construction and the specimen is far enough from the property boundary that it is unlikely that construction on this property would cause it damage. The attached map shows the location of these trees and their approximate canopy dimensions. Only Tree #1 was shown on the maps provided by the architect and the surveyor. I have added the other trees, whose locations are estimated. Mrs. Azizi, who was on site at the time of the site visit, questioned the trunk diameter measurement of Tree #2. To assure accuracy, I used a Luflcin diameter tape. Measurements were made at 2 feet above grade to meet the City of Saratoga requiremerrt and at 4 '/z feet above grade according to the International Society of Arboriculture (IBA) standard. The 2 trees are classified as follows: Tree # 1 -Modesto ash (Fraxinus velutina'Glabra') Tree # 2 -European white birch (Betula pendula) PREPARL•D HY: MICHAEL L. BENCH, CONSULTING ARBORIS7 JUNE 5.2002 000012 TREE SURVEY AND PRESER` 'ON IffiCOMMENDA71ONS AT THE AZIZI PROPER' 18360 PURDUE DRIVE, SARA. A The particulars. regarding these trees (species, trunk diameter, height, spread, health, and , structure) are provided in the attachments that follow this text. The health and structure of each specimen is rated on a scale of 1 to 5 (Excellent - Extremely Poor) on the data sheets that follow this text. The combination of health and structure ratings for the 2 trees are converted to descriptive ratings as follows: Fine Specimens 1, 2 Fine specimens must be retained if possible but without major design revisions. Mitigation procedures recommended here are intended to limit damage within accepted horticultural standards in order to prevent decline. Because Tree #2 is located on neighboring property, I recommend that it must be treated as Exceptional regardless of its condition. Risks to Trees by Proposed Construction It appears that Trees #1 and 2 would likely be at risk of damage by construction activity and construction procedures that are typical at most construction sites. These procedures may include the dumping or the stockpiling of materials over the root systems, may include the trenching across root zones for drainage, for new utilities, or for landscape . irrigation, and may include frequent construction traffic, including foot traffic, across the root systems resulting in soil compaction. If any underground utilities must be replaced or upgraded, it will be essential that the trench locations must be planned prior to construction and that the trenches are installed exactly as planned. This must not be left up to contractors or to the utility providers. Recommendations Trees often cannot be repaired adequately after being damaged. Construction period protective fencing provides the first line of defense at construction sites. i recommend that construction period fencing be provided and located as noted on the attached map. Fencing must be of chainlink, a minimum height of 5 feet mourned on steel pose driven ? .feet (minimum) into the ground. In my experience, less substantial fencing is not respected at construction sites. The fence must be in place prior to the arrival of any other materials or equipment and must remain in place unfit all construction is completed and given final approval. The protective fencing must not be temporarily moved during construction. Fencing must be located exactly as shown on the attached map. The contractor(s) and the owner must be made aware that return of the tree protection bonds are based on the correct location and dedicated maintenance of these fences. 2. If construction access through the side yard on the east side of this residence is used, I . recommend that a root buffer be required between the footing of this residence and PREPARED BY: MICHAEL L. BENCH, CONSULTING ARBORIST JUNE 3, 200? 000013 TREE SURVEY AND PRESER' '~N RECOMtdENDATIONS AT THE AZIZI PROPER'. 18360 PtJRDIIE DRIVE, SARA'. .A the property boundary as shown on the attached map. A root buffer consists of 6 full inches of coarse bark chips (shredded redwood is not acceptable for this purpose due its compressibility) spread over the existing grade, which must immediately be covered by t inch plywood (full sheets), tied together, and secured to prevent slippage. I recommend that the buffer be 8 foot wide (the length of plywood sheets} adjacent to the foundation. This atiows for an 8 foot work space on top of the chips. Protective fencing must be in contact with the root buffer on the side opposite the foundation. This buffer is sufficient.for workers on foot using hand carsied tools. This buffer must be installed in conjunction with the protective fencing and must remain in place until ail construction is completed and given final approval. At the time of the construction of the drain adjacent to fire foundation, two feet of the root buffer nearest the foundation may be removed, but the remainder of the buffer must remain until given final approval. 3. Trenches for any uti]ities (gas, electricity, water, phone, TV cable, etc.) must be located outside the canopy driplines of retained trees. For any tree where this cannot be achieved, I suggest that the city arborist be consulted. A 2-foot section of each trench adjacent to any tree must be left exposed for final inspection by the city arborist. 4. There must be no grading, trenching, or surface scraping inside the driplines of retained trees (either before or after the constntction period fencing is installed or removed). Where this may conflict with drainage or other requirements, the city arborist must be consulted. 5. Any old irrigation lines, sewer lines, drain lines, etc., under the canopies of the existing trees, if unused, must be cut off at grade and left in the ground. 6. if the existing front yard irrigation system is disabled or turned off during construction, supplemental imgation must be provided to retained Trees #1 and 2 during the dry months (any month receiving less than 1 inch of rainfall). Irrigate with 10 gallons for each inch of trunk diameter every 2 weeks throughout the construction period. This can be achieved with a soaker hose, which must be located near the dripline for the entire canopy circumference where feasible. 7. Excavated soil must not be piled or drnnped (even temporarily) under the canopies of trees. 8. Trenches for a drainage system must be located beyond the driplines of Trees # 1 or 2. For any tree where this cannot be achieved, the city arborist must be consulted prior to trenching. 9. Any pruning must be done by an ISA certified arborist and according to ISA, Western Chapter Standards, 1998. i PRr:PARED BY: MICHAEL L. BENCH, CONSULTING ARBORiST JUNE 5, 2002 000014 TREE SURVEY AND PREBER~ NI RECOMMEhIDAT[ONS AT 7HE A7d2I PROPER". 18360 PURDUE DRIVE, SARA1...n 0. Landscape pathways and other amenities constructed under the canopies of trees must be installed completely on grade without excavation. 1 I . Landscape irrigation trenches (or any other excavations), inside tbe driplines of trees, must be no closer to the trunk than 15 times the trunk diameter, if the trenching direction is across the root cone. However, radial trenches (i.e., like the spokes of a wheel) may be done closer if the trenches reach no closer than 5 times the tnmk diameter to the tree's trunk, and if the spokes are at least 2 0 feet apart at the perimeter. 12. Sprinkler irrigation must be designed not to strike the trunks of trees. Further, spray irrigation must not be designed to strike inside the driplines of oak trees. 13. Bender board or similar edging material must not be used inside the canopy driplines of existing trees, because its installation requires trenching of 46 inches, which may result in significant root damage. 14. Landscape materials (cobbles, decorative bark, stones, fencing, etc.) must not be installed dvectly in contact with the bark of trees because of the risk of serious disease infection. 15. Materials or equipment must not be stored, stockpiled, dumped inside the driplines of trees, or buried on site. Any excess materials (including mortar, concrete, paint . products, etc.) must be removed from site. Value Assessment The values of the trees are addressed here according to ISA standards, Seventh Edition. No trees are to be removed. The combined value of the two trees is $3,525. I suggest a bond equal to 50% of the total value of these trees to assure their protection. Respectfully submitt Michael L. Bench, Associate Barn .. Coa~~pal~ MLBls Enclosures: Glossary of Terms Tree Data Accwnulation Charts PREPARED BY: MICHAEL L. BENCH, CONSULTING ARHORIST JUNE 5, 2002 000015 TREE SURVEY AND PRESERV N RfiCOMMEPIDATtON3 AT THE AZIZI PROPERT 15360 PURDUF. DRIVE, SARATG..n Tree Protection Before, During and After Construction Protective Fencing Radial Trenching Beneath Tree Canopies PSatform Buffer Map \J PREPARED BY: MICHAEL L. BINCH, CONSULTING ARBORIST JUNE 5, 2002 000~1~ o~Q OI N ~ ~ ~ 3k A O wi Q d ^O 41~ W iA d iy a L O .y ~N Q CJ N A ti (r~) ulaaaa lrnw~a d ItlAOW3a ON3WWOO3N N ' ~ a3ZIlLLa33 SO33N p o p o ,y o y_ (S•L)a31VM SO33N n n a (4l) 3Stl3SiO aV'11OO lO0a N ~ u (S-U O3a3nOO avnoo lOOa x x x a X X X 0 ___-_____________ __ a` (S-G)AVO34 NNnal a H _ M~__ , (Sl)OOCYNOV3O m M Q __ -_ ~~__ N ~ A .___ ~ __ y (S-U 3SV3SI0 NMOaO 33x1 w w h (S-l)S1O3SNI u ~~ ~~ (S-t) AllaOlad `JNINnad ~ n g m ~ N'O3O33N 5318VO ____ ____~__ 'a a a ______ ___ ~ Z 1HO13M-ON33nOW3a $ a X X X m ONISIVa NMOaO a ------------------------- - -- --- = Nouvaols3aNMOao - -- -- ---------- ----- ----- -- --- - g a ONINNIHL NMOaO e o M N N 'JNINV3l0 NMOaO ~~ ~~ ~~ (sue) oNUVa aavzvH o ~ _ (Ol-Z) °JNLLVa NOLLIONOO `+ m "~ ~ ~ _________________________ __ C U V _ U ° (s-I) 3anlonrus U ~ ~ N ~, ______________________ ______________ ____ X __ X ____ X (S-U HLlV3H Ob'3adS e ~ °u `B m 1H913H e w $ p p c 1333 Z~ a313WV1O ~ m u ~ x u E __________________________ ________ ____ c _ ____ c -` c v ~ H8O _ N N N A ° ~ _ H9Q 1~ N n N A N X X X w3lstisulnw ~ -------------------- ----------- -- ---- ------ eDeiB anoge ,LL-b (al HeO ~ A rv ~ ~ v o c c c W V~ F~ W Q H ~ < ~ ~ m V U ~ ~° ~ A 9 s ~ ~ ^ '^ _ c W V) M ~ m ~ ' = 3 q ~ 4 _ r s a Or 'O t 4 ~ U ~ = C m ~O ~ _ ~ ~ ~ -~. ~ 3 NS w ~~~~ m %/ ~ N lh Y F '~ ~ o F4 O '" ~m Phi w N '+ N 8 0 Q r rn ~ ~ N 0 '~ N x X NW SOD .~O L y--~ ~ ~ N c-~ 'r ~n 'Wei N W V ~ N W rA ~ .O 11 Ri 1f N ~ n 000017 ( Tre^ "~ ~rvey and Preservation Recommendations at the ~j BARRtf D. COATf - `9' and ASSOCIATES Azizi Property, 16360 Purdue Drive 140BU5}ta5t pnfs~°•aawa Prepared for: .______-_.-ln GVa.G 95x)0 - City of Saratoga, Planning Department Tree numbers cortespond [o evaluation chars All dimensions and tree locations ~ .~~,_ , are approximate. ~1(gPG DSLPLINE CJ 'Rv1YTNG YRCZ ~\ TEnVOM4{ (,yW1w LINK C F+~IS11ry4 :~~ fOF Or FOLL-bVRCR I IY ~~ iii. _•G• L .. , I ' Y I- 1 0 NI` f 1 n .I t --. "~ ~% I K '/ c r. I r 4 V~ II{~ `-I ^2 j. ~( I x~~ J rv DCIVGMIAI / '. -I .'•/ ~/ i 1 I 5 88'2'201 q L: /p' I ~-. .a ---- --- ~-- r Protective Fe~ ing 4 ~_ uOTE; EXI9TI NG I ~~ ~~ V ~~ 40P,APYK ~~ r n[rc% 5" Chilban Mapen 3" Dia. Chilean MaySen ~ I II Al~rc: v~i~~ ' ~/ 151E faLE G{i Ll_S CF I I ~5~1wwYEN GF2'n = t ,'m Platform Butler I ~ ~yn-t ay r,m~. ' .u ,.. `h _/ ~.. ~O. ~ - G • ~ /~ S , /f j~ 1 _~} R. ~...._ ___ ~~P.'V KJ'w.V V 1 tuuF. fEuLf. 360 PtIRDUE DRNE `4 ' ~~ hue Uvcn ~ i °' D1a U `_ECLnD ~ NR PWR'On > i 1 I cam. ~c eE - _J .nC ~ !aJ'T°_' EXIbTIN4 nNpSr/rPe TD RE1v+ln. ~ /1 / I DEG~I I ~~ ~ Vo~~& °j 4 I n.,M ~ 9 _ ~ _ _ __ ` ~ '_' __ - 5'ruw,c uralrv P..bcneNr • ° rina9lnW ssapm,j gintV a31 e't y' I 1 .~~ Fia I sI. 1 .`Ih I ..m n O~Y OPI (II (i Pg I ~I i I r 1 ( ( .:'--- ~ i I - Vdl-__ ooools ____--___ Attachment 4 _ ~ r~'_~u~-~v -cam _ 7?2s~- .: '`~ i r-il2/_ i::...Gi2~ ~~"/L,QLL~A[ ~ . ~C.: ~`_'~ ~_Cc'.:3~Ln~l,L~2 ~7/ `[ ~ ~ ,C~'L~, /hYJ ~ ~. ~li~_.~lZs.'_rY3'.t.-2~.-!~!x-~ //'/~-fl ~~: i[~~ Q~o-'Z G~ /.~2:'r~'Llt~°v_._'~ %____~{_~L d~i!O //-~.f~.:`LGC'LG- `Cr"~.G<c~_._..._. !/ Lr+C-- `,' v~clci~--. i~~z-Cr /~Lc/iY.v_1~ ~ ~G- i~;2:ri_ _.LL ~ ~'l.~ ... ~ C.i 2 1-.'L.,/ --- ~`-C'~, .~.i:-c~~[~-xn~O~__,~' -Gi-~C_-O/l. a~='-'-LdiG.-.. S ~1:Y.-- C.2~L~/.'7'/-C'r / / ~ ~ ~ f-' ~~~.-~'_f!ic_G_![iliL?ZC ii l ~ ~ ~~ .. _/GG~. - __ _. // :/ A lip _--. / ~. /' -. .., G.~ ice,;. ~.,L' ~'Y~~'~G~L ~Z~ -~ _ ._ _ `1' J 000019 ' To: whom i# may concern ~ ............~c ............................................................................. ................................................................................................. Subjac#: the a~ldi#ion #o the house on 183fi4 Purdue Qrive ................................................................................................. I have reviewed the plans for the addi#ion #ha# Maryam and Siamak Azizi have for #heir house. I think i# will make a nice addi#ion #o the nieghborhood. I have no objet#ion. Ctrs Edwin Qlson 18349 Purdue Drive Saratoga, Ca ~i ~, ~~ ~L~ ~l ~ ~ ~r ~7 ~. ~i~ QQ~~ti~ t r r iVlemorandum To: Siantak and Maryam Viii CC: Saratoga City co.l~~~ tdin~ts From: RobMcCorntick Ditto: 114102 Rw: Opnion Pcrtsiaiag to Prc+poecd 6tNCtutgl Modifiwtioa • I arty a ne#•door neighpar of the Azizi'a, n>,idirg at 18348 Purdue Dr, Saremga, CA ana was recently apprc>aclietl Dy tMm when they sdiatel my opinion U the proposal modificatwn ro add a second floor and square faotape to their resiaerwe. I d<ecuased vrriNl them tlreir irderd, reviewed the DluepnrKS of the proposed modi(ieetbn and cansidcrcci the Impact on local acaihetics, property values and from a portly self• itKarestad pcspective, the disruption to my life during Ate cousvuction proxss. ryNph a(cur neghbahwd is axnprlsel d single lamay, ranYf slyfa tAWilYlgs and therefore the Azizi's improverrwrts wau>d represent a dun from the more usttd oonWuction. Flovrever, m our Wxfc apepiRaally, there are drealy a awpk of houses which have rnolMlsd their ncuses to Mt) level structures. 7trorofu!re; ptsn the immealsap lteiphbortrocd,the Aaxi's improvdnerds wouw fd quite nicely and 1 believe wgrldls~rresertt art impfovemarrt to the nagnborlmd, consistent vnm an alrs~ty esDaDl~s,hed Prated®nt t haue tattrid their stnictund intent b aid to the properly vasres of the nw9hbanooa as weN. K yrx, fRrve any quastlorts, please do tqt nesimte to call My home number rb 4080345. ,,. , i~ ',~ ~ :`~ ' .q .~.. ,.t 1. „ itt r r. -. ~ '\. , ~. c. 1 ~i^ 1 s~ Asa l oooazs 18377 Purdue Drive . Saratoga, CA 95070 October 27, 2001 To Whom It May Concern: I am writing regarding the application of my neighbors, Maryarn and Siamak Azizi, for approval of their addition to their property at 18360 Purdue Drive. I would strongly urge the approval of their addition as presented. I have seen the plans for their second story addition, and I believe that this addition will be compatible with our existing neighborhood. I have another second story addition across the street from me, and it has added to the beauty of the . neighborhood. In addition, Maryam and Siamak are wonderful neighbors, always considerate, and valued homeowners by myself and others in this area. I have lived in my home on Purdue for over 40 years, andI hope that their plans will be approved as their house will beautify the neighborhood, add value to the properties in this neighborhood, and keep a wonderful family as neighbors. Thank vou. Sincerely, ~,. / Mrs. An~rie Fredrick 00002 Sue and Dave Johnson Oct.31, 2001 . 18403 Purdue Dr. Saratoga, Calif. 95070 Re: Azizi home To Whom it May Concern: We have lived in our house for over 30 years and in that time we have seen many changes. Most have been for the betterment of the neighborhood and for the City of Saratoga. In walking around adjacent neighborhoods,in Saratoga, I have noticed that many houses have upgraded either by enlarging their home or by making modern improvements. This has beautified our entire neighborhoods. Across the street from us stands a beautiful two story home that once was a one story homelike our own. I believe this house adds value to all homes on our street. Maryan and Siamak Azizi wish to improve and . update their home by adding square footage. We have reviewed their plan and we are pleased with the design and how compatible it will fit in Sunland Park. We believe also that it to can only enhance our neighborhood and add value to our home. We would like to have our letter documented that we have no objections to the design and in fact, feel it will help increase the price of our home if some day we wish to sell Sincerely, ,, _ v. ~ C r Dave and Sue Johnson 18403 Purdue Dr. Saratoga, Calif. 95070 378-801 1 000023 'VIR. A.\D AIRS. C. CFIRISTL~\ "CHRIS" ~i'ILES • IS3G3 PiTRDUE DRIVE SAR.~iTOC=A, CA 9•vO7O 4OS.374.2384 November 7, 2001 City of Saratoga Pianning Department 13777 Fruitvale Avenue Saratoga, CA 95070 RE: Azizi Family Remodel/Addition Dear Planning Department: Mr. and Mrs. Azizi have shazed with us their plans for a remodel and addition to their home. VJe have reviewed the plans and are impressed with the thought and detail that have none into the design. We feel it would be a welcome improvement to the . neighborhood. V en' truly yours. Chris and Georgeann ~T,%iles 00004 (o wvla n~ ~ ~yy~~fA ~n~ . w`e ~ ~--d~,' o f l g~ f ~a~c1~ ~i 6~ ~ . ~~ lei ~w~- ~ d r.~ ~ ~' l ~ 3Go l~~d~ ~Jv . jv~~.l~ avt --- --~~ u ~~ 000025 August 28, 2002 City of Saratoga, Planning Department Re: Opinion on the proposed addition to 18380 Purdue Drive To whom d may concern, We reside al 18372 Purdue Drive, which is next to the Azizi's, Saratoga. We have been asked to address any concerns we may have to the proposed modification to their existing one story home. We have reviewed the plans, which indicate addition of a second story to their residence. We believe the modifications to the Azizi's residence would improve our neighborhood aesthetically and impact our property values positively. We tlo not have any opposition to their proposed plans. Thank you, c_ -~. Bonwan and Tracy Koo 000026 ....' 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Chair Jackman said that St. Andrew's has a wonderful reputation and the security improvements for its • students is important. Commissioner Zutshi: • Said that she looked at the school today and found that it looks subdued and like a nice village school. • Expressed a problem with the proposed three-story buildings and bell tower. • Said that she is trying to visualize this big project on this site. • Stated a need to reduce bulk. • Agreed that she too understands the need for proper classrooms for children. Commissioner Garakani: • Stated that he takes issue with the bell tower. • Said he could not understand why neighbors have not been taken more into consideration. • Said he basically would go with the staff recommendations. Director Tom Sullivan advised the Commission that it has achieved what was desired this evening. Chair Jackman called for a break at 8:50 p.m. Chair Jackman reconvened the meeting at 9:01 p.m. *** - PUBLIC HEARING-ITEM N0.2 ~% "'" ~~! ~ ~ l APPLICATION #O1-044 (403-28-034) - AZIZI, 18360 Purdue: Request for Design Review Appm~ al to construct atwo-story single-family residence on a 8,040 square foot ]ot. The floor area of the proposed residence and attached two-car garage is 2,923 square .feet. The maximum height of the residence could he 30 feet. The site is zoned R-I-10,000 (OOSTERHOUS) Pl;uuier Christi Oosterhous presented the staff report as follows: • Advised that Sheet .4-8 indicates a height of 21 feet but is actually 20 feet. • Suued that the applicant is seeking Design Review Approval for a first and second story addition to an existing sin~~le-family for a residence totaling 2,923 square feet. The first floor would be increased by 34~ square feet and the second floor by 842 square feet. The maximum height would he '0 feet. • Dcscrihed the lot as being 8,040 square feet within an R-1-10,000 Zoning District. • Said that staff finds that design policies have been met, that use of earthtones reduce the appearance of mass and bulk. • Informed that the applicant has provided evidence that their neighbors do not object with eight letters of support. • Recommended approval. Saratoga Planning Commission Minutes of October 23, 2002 Pase 13 Commissioner Kurasch asked whether this home could be brought back at a future date to increase the height of the second story. Planner Christy Oosterhous replied yes. Mr. Cove Britton, Architect: • Explained the decision to go with a second story was made in order to preserve open space in the yard for the two young children in the family. • Said that the expansion to this smaller home is necessary to provide room for extended family members to visit. • Said that the interior height of the garage and guestroom would be the minimum allowed or 7 feet, 6 inches. • Said that they have worked with neighbors to address any concerns. • Pointed out that the windows along the property line are high to avoid any privacy impacts. • Said that they have carefully tied the new construction with the existing residence. • Made himself available for questions. Commissioner Hunter asked Mr. Britton about the front glass feature. Mr. Cove Britton described it as a bow window. Commissioner Kurasch asked what the purpose was for the slab at the side of the property. Mr. Cove Britton replied a service area for maintenance of trash and recycle barrels. Commissioner Hunter said that she did not believe there were any windows next door to be impacted but rather a blank wall. Commissioner Kurasch said that one does not see second story additions over garaees much these days. Mr. Cove Britton explained that actually only the Craftsman style architecture locates the largest mass at the center of a house while other traditional styles do not. Commissioner Zutshi said that she is impressed with the reason expressed for placing the second story o~~er the garage but said that it appears there is kind of a straight wall on the side elevation. tilr. Cove Britton replied that the second story is moved back three feet from the first story. Coiiunissioner Zutshi said that three feet is not a lot of clearance. Mr. Cove Britton said that they wanted a 4 and 12 pitch roof and that required windows to provide egress from the bedrooms also impacted the need for this roof pitch. Commissioner Hunter stated that this does not look like any other home in the neighborhood. Mr. Cove Britton pointed out that this was not an issue for the neighbors who gave their support. Chair Jackman said that it is different but fits in. Saratoga Planning Commission Minutes of October 23, 200^_ Paee 14 Mr. Cove Britton said that it is a tradition northern European style. • Commissioner Hunter pointed out that only two two-story homes are found among the approximately 160 homes in the immediate area. Mr. Cove Britton said that he felt it could be supported ifneighbors don't object. Commissioner Kurasch expressed concern over the facade of the two-story addition, which creates a long mass. Additionally, the potential of this home being pushed up to 26 feet in height in the future, without Commission review, is a problem for her. Director Tom Sullivan advised that there is a penalty for building height above 15 feet, which would require a reduction in the total square footage of house allowed. Added that the Commission has the authority to place a Condition of Approval that would require any change in the site plan, elevation or ridgeline be brought back to the Planning Commission for approval. Chair Jackman opened the Public Hearing for Agenda Item No. 2 at 9:22 p.m. Ms. Suzanne Salehpour, 18421 Vanderbilt Drive, Saratoga: • Said that the single-story ranch style character of her neighborhood is a key reason for her purchase of a home in this neighborhood. • Said that she wants to see the neighborhood retain its charm. • Pointed out that most additions in the area are accomplished without going up into a second story. • Said she would hate to see the neighborhood change in this way. • asked that the Commission not allow atwo-story. L1r..anjan Lukkoor, 18373 Vanderbilt Drive, Saratoga: • Said that he resides behind this property, which he purchased eight years ago. • Said that there are only three two-story homes. • Said that a single-story neighborhood offers a lot of privacy. • E~presscd his objection to a second story addition. • Puinted out that there are a number of ways to add on without needing a second story as these are fairy hips lots. • .-ldded that he would not object to a basement addition. `L. Chris ~~"files, 18363 Purdue Drive, Saratoga: • Advised that his home is directly across the street and that he is here to support this request. • Said that he was contacted early in the design phase and asked for his input. • Said he is impressed with the work and design put into this project. • Infom~ed that he grew up in this neighborhood. • Stated that-this project's design will greatly improve the neighborhood, offering some style and flare. Commissioner Zutshi asked Mr. Wiles if his home is the one that had been removed. Mr. Chris Wiles replied yes. His home had asingle-story 1,024 square foot addition. Saratoga Planning Commission Minutes of October 23, 2002 .Pace 15 . Ms. Maureen Williams, 18396 Purdue Drive, Saratoga: • Said she is very much in support and finds this to be a gr • Identified her home as the other second story on the blo • Said she has three small children and asingle-story add from their lot. They remodeled about 10 to 12 years ago Chair Jackman asked how much squaze footage was added. eat design. ck. ition would have taken too much open space with a second story addition. Ms. Maureen Williams replied 1,100 square feet. Said that since she did not get a letter of support in on time she elected to come this evening to support the applicant's request. Commissioner Hunter asked Ms. Williams if she had trouble getting her second story addition approved. Ms. Maureen Williams said that she installed a high fence with lattice as recommended by the Commission to help screen the addition from the neighbor's home. There have been no complaints. Commissioner Gazakani asked Ms. Williams if she has a number of trees in her backyard. Ms. Maureen Williams replied that she has just one tree in the back comer of her backyard. Mr. Cove Britton stated that he believed this project could be approved with the impacted neighbors • expressing support. Added that additional landscaping could be installed if necessary. Commissioner Garakani pointed out that the concern is over future two-story home additions in the neighborhood. Mr. Cove Britton said that those applicants would also have to obtain Commission approval. Commissioner Garakani advised that this approval would establish a precedent for two story additions in this neighborhood. Chair Jackman closed the Public Hearing for Agenda Item No. 2 at 9:30 p.m. Commissioner Hunter: • Stated that her main objection is that this house design does not look like any other house around and that she does not understand the turret type element. • Added that the home is not in keeping with the neighborhood. • Said that while it is fine for neighbors to express support, there is a reason for having a Planning Commission to review these proposals. If not, in the future, someone would look at this and question "how did that get through." • Said that her main objection is not the fact that this is a two-story but mostly because of the proposed glass bow window feature. Chair Jackman said that this home is not like the neighborhood and that asingle-story addition could be accommodated while still leaving a fair amount of open space available. Saratoga Planning Commission. Minutes of October 23, 2002 Page 16 Commissioner Kurasch: • Agreed with the comments of Commission Hunter. • Said that the larger and most important issue is lessening the impacts for everyone else including the precedent for second stories. • Stated that she cannot support atwo-story home in an area with a predominately single-story character particularly since there are options available for a single-story addition to the home. • Suggested that the applicant try again with a smaller one story, Commissioner Zutshi said she saw a lot of homes in this area with additions, one-story additions. There are just two two-story homes. Suggested the applicant go for asingle-story design to in keeping with the style of the neighborhood. Commissioner Garakani: • Stated that this neighborhood was built 50 years ago and is about to change. • Questioned what if three years t}om now others get to build atwo-story. How will this applicant feel then. • Said that overall, this home would look better than the rest of the houses over there. • Suggested going to a basement addition, which he could support, or providing better articulation. Commissioner Hunter said that she could support this second story because it is only 20 feet high but the design would need to match the neighborhood better. Chair Jackman said that this is a nice proposed addition but that she has to say no to having it placed in • a traditional one-story neighborhood as it would change that neighborhood. Director Tom Sullivan advised that staff has prepared a Resolution for approval. The Commission can prepare denial findings this evening and staff could bring the revised Resolution to the next meeting on Consent for final approval Commissioner Kurasch asked how the applicant wou]d fee] about a request for redesign. Chair I;ICklnan reopened the Public Hearing for Agenda Item No. 2 at 9:40 p.m. dlr. Corr Britton reminded the Commission that without a second story; this request would not require Commission rc~~icw. Director Tom Sullivan advised that this statement is correct. `]r. Cmr Britton continued to say that if the project is denied, it won't need to come back and they also would have the option to appeal the denial to Council. Chair Jackman reclosed the Public Hearing for Agenda Item No. 2 at 9:45 p.m. Commissioner Kurasch asked if the Commission has the authority to require the single-story redesign to come back to the Commission. Director Tom Sullivan replied that the Director has the option per Code to bring it back to the Planning • Commission if he or she finds it necessary. Saratoga Planning Commission Minutes of October 23, 2002 Page 17 Commissioner Garakani said he cannot outright say only single-story but rather he would like to see more articulation in the design. Motion: Upon motion of Commissioner Kurasch, seconded by Commissioner Zutshi, the Planning Commission denied a Design Review Approval to allow an addition to a residence located at 18360 Purdue with the findings that there is a lack of neighborhood compatibility, which is overwhelmingly single-story in character; due to the design of the. front window; and due to a conflict with potential privacy issues as stated, by the following roll call vote: AYES: Hunter, Jackman, Kurasch and Zutshi NOES: Garakani ABSENT: Barry and Roupe ABSTAIN: None Director Tom Sullivan advised that the Resolution would be added to the Consent Calendar for the next meeting. *** PUBLIC HEARING -ITEM N0.3 APPLICATION #02-197 (CITYWIDE) -CITY OF SARATOGA: The proposed Zoning Ordinance • Amendment would revise side yard setback requirements for structures over 18 feet in height in the R- 1-10,000, R-1-12.500, R-1-15,000 and the R-1-20,000 Districts. (SULLIVAN) (CONTINUED FROM 10/9/02) Director Tom Sullivan presented the staff report as follows: • Ads ised that this amendment is the result of complaints regarding the interpretation of side yard setback requirements, particularl}' as they relate to substandard lots. • Said that the letter of the law requires the entire building setback to be moved in by one foot for e~ erv foot above 18-feet in height. • Added that typically staff recommends that applicants apply for a Variance. • Stated that staff has prepared an Ordinance Amendment to address how to handle substandard lots. Another alternative would be to get rid of the 18-foot setback penalty for height altogether. • Ads iscd that frankly the Ordinance as currently written is not working. • Explained that for non-conforming lots, the first floor must meet the minimum standard and the second floor must be moved in another five feet. • Infornled that this issue did rise up to the Council, who instructed staff to prepare and bring forward this Ordinance Amendment. Commissioner Zutshi asked for clarification regarding interior and exterior lots. Director Tom Sullivan explained that an interior lot is located between two other lots while an exterior lot would be found on a corner: • Commissioner Kurasch sought clarification that most complaints have been based upon non- conforming lots. NHISON October 30, 2002 City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 RE: DR-O1-044; 18360 Purdue Drive Dear City Council members, ocr 3 o zooz As agents for the Owner we are appealing the decision of denial made by the Planning Commission. The following aze a list of relevant facts. 1. A large majority of neighbors support this project, and ALL of the neighbors that aze directly "impacted" by this project, support it. The proposed project follows all current ordinances and policies. The planning staff had recommended approval. W e are aware planning staff is now required to make/support findings for denial that somehow relate to City requirements. But what appeazs clear from the hearing, the associated video, staff, recall of neighbors present, and my personal memory is that the Planning Commission voiced two primary reasons for denial: Reason .A: The proposed project style does not match that of other residences in the neighborhood. Response .4: Per Policy 1 Technique #5 "DO'S" "Architectural style is not restricted to existing pattern, but should be compatible ". I960's tract homes may have a place in history as a response by developers for the area's need for economical housing, but they are generally not thought of as a style that is in need of mimicry or preservation. Per "A Field Guide to American Houses" the ranch style tract home is an eclectic style home with "loosely based" traditional references. As a professional,and based on sound architectural theory, the proposed remodel could not legitimately be considered incompatible with the existing neighborhood's architectural style. It is important to note that none of the neighbors or planning staff raised any objections to the "style" of the design. a7i (uxrox sAxrA (xuz ( A 9 5 0 6 4 !77'677-7797 ATTACHMENT E • Reason B: The proposed second floor addition establishes a precedent for second floor additions in the azea. Response B: Our office has been unable to locate a basis in ordinance or policy for basing a denial on precedent. We are aware that variances aze often denied on precedent, but the proposed project meets the ordinances and policies (per staff). Denial based on precedent for a project that meets the ordinances and policies appears quite contradictory to the objective of ordinances and policies. Though there maybe political reasons, and personal preferences of the planning commissioners, to override staff and the ordinances, (though questionable legally and ethically) it is very odd in this case because an overwhelming majority of the neighborhood support the second floor addition. Ultimately we are appealing the decision of the Planning Commission as it appears to be a capricious and unreasonable decision, not based in ordinance, policy, sound architectural theory, planning staff recommendations, or the majority of the neighborhood's wishes. Sincerely, C/ Cove Britton Architect ti1ATSON BRITTON ARCHITECTS Nov. 6, 2002 ATTACHMENT F Anita Hunter Muniz 12772 Saratoga-Sunnyvale Rd. Saratoga, CA 95070 Saratoga City Council City of Saratoga ] 3777 Fruitvale Ave. Saratoga, CA 95070 U i,t~',~ 1 2 2002 CITY U4 iARA'1~0 pr,er^•~ ~MMIINI1'Y D6VEI ~ Re: ] 8630 Purdue Dr. Saratoga Dear Honorable Council Members, I lived next door to the applicants, the Azizi's on Purdue Dr. I remodeled and added square footage to my house at 18327 Purdue from April 2001 to August 2001. I am very familiar with the City of Sazatoga and their ordinances. I have multiple houses in Saratoga that would be effected by this decision. The reason that I write is to commend the Planning Commission for denying the applicant and to voice my objection to the project and clarify this project DOES NOT have neighbor support. ISSUE ONE: Neighbor support. During the Public Hearing, the Azizi's stated they had the neighbor's approval. That is no[ true at all. Before the Azizi's started drawing, Mrs Azizi asked me for my architect's name (who was not used on the Azizi project) and other construction contacts because she was thinking about a remodel. When Mrs. Azizi told me of her desire fora 2-story house, I told her that I personally would not like a two story overlooking my backyard. Because [have been through the process before, I believed I was saving her architecture fees. planning f ees and a lot of wasted time by telling her in advance. I vowed never to do that again because it made for bad feelings among neighbors. There are other neighbors that are upset about a proposed two-story; but they are afraid to come forward. I speak boldly for them. ISSUE TWO: The lack of "Preponderance of 2-story houses". Attached is a map that Christine Oosterhous gave to me regarding the Saratoga Wood<. neighborhood. This neighborhood is designated ONE STORY only with 33 two-story houses out of 393 total houses in this neighborhood. That is 8.4% two-stories. The Purdue neighborhood "Sundland Park" has approximately 175 homes with only 1 or 2 two-story houses. ThaC is 99.43% ONE STORY. I can't think of a more homogeneous ONE story neighborhood in ALL of Sazatoga. ff any neighborhood should be designated ONE story, it's this one. ISSUE THREE: The design is inconsistent with the neighborhood and ugly. The turret-style is certainly inconsistent with anything in Saratoga. The living space over the garage with ski-slope roofline is unappealing. The side of the house with the second story appears like a wall straight up and is massive and intrusive. ISSUE FOUR: This will set a Precedent for other 2 stories. Commisioner Gazakani commented of this might set a Precedent for other 2 story houses in the neighborhood. In addition, one companionate Commissioner wondered how the applicants would feel being denied and another 2 story being approved in the future. Well, yes, all of us that previously stayed within the guidelines would be upset. I consider the planning commission's guidelines as somewhat sacred. With out the guidelines, hundreds of applicants will do what ever they want and create MORE of a backlog in the planning department based on frivolous appeals. If your guidelines aze ignored, think of how much more the backlog of Public hearings will be and the number of appeals you will have to endure. ISSUE FIVE: The other lone 2-story neighbor, Ms. Williams was asked in the public hearing how she ever was approved fora 2 story house in that neighborhood (the lone 2- story). Ms. Williams made is sound like it was a piece of cake. Actually she was denied and redesigned many times during a long 18 month process. It was quite a fight and quite frankly, many neighbors aze still upset over the William's 2 story house that is way out of place They are trying to be good neighbors and not complain. Hopefully you will not put the applicants through another long process and inevitable neighborhood jeers for a two story. Thank you for your consideration to my concerns and for your wonderful.process of keeping consistency in Saratoga. I remain a big fan of the process. Sincerely, Anita Hunter Muniz .: . Saratoga Woods CIE 2-Story Original ~ 2-Story Over Garage + 2nd Stotti.Gddition ii ~~ ~.`~--g,-~--,f 900 0 900 1800 Feet N W E S SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 AGENDA ITEM: ORIGINATING DEPT: Public Works CITY PREPARED BY: ~~S ~~ DEPT HEAD: SUBJECT: Valley Transportation Authority (VTA) Operator's Facility at the West Valley College Transit Center -Cooperative Agreement RECOMMENDED ACTION(S): 1. Authorize staff and the City Attorney to develop a cooperative agreement between the City and VTA for construction ofan Operator's Facility at West Valley College.. 2. Authorize the City Manager to execute a cooperative agreement with VTA for the construction of an Operator's Facility at West Valley College. REPORT SUMMARY: Backe~ound In early 2000, the Valley Transportation Authority (VTA) transmitted improvement plans for the West Valley Transit Center Project in order to solicit comments from the City on their proposed improvements. The City's only comments at that time were in regard to the removal of the large trees along the knoll above the existing transit center. A volley of written correspondence ensued between the Community Development Director and VTA regarding the tree removal issue, with VTA in the end agreeing to provide additional trees. After the completion of the transit improvements at the College, it was discovered that there were plans to build an Operator's Facility (restroom) at the corner of Allendale and the ingress to the Transit Center. The plans transmitted to the City for review were absent of any details regazding the Operator's Facility or its purpose, nor was the City given the opportunity review specific architectural plans for the facility. Concerned nearby residents asked the City to help facilitate a dialog with VTA and the College regarding the location of the restroom. A site meeting was held between neazby residents, VTA representatives, College representatives, City staff, and Council Member Ann Waltonsmith. VTA agreed to delay the completion of the restroom until alternative locations, which were identified at the site meeting, were investigated. A subsequent site meeting between the same parties was held to discuss the alternative locations and their associated costs. Six alternative locations were identified, and VTA and the College identified two as being viable: 1) in the pazking lot below the transit center, and 2) in the hillside between the bus shelters. The cost estimates developed by VTA for these alternative locations ran as high as $600,000. ' At your July 17, 2002, City Council meeting staff and VTA representatives provided a report on the issue. Staff recommended that the City take over responsibility. of the project because of lower overhead. Council appointed Evan Baker and Ann Waltonsmith as Council representatives to an Ad Hoc committee consisting of interested Sazatoga residents, VTA representatives, and City staff. Council directed the Ad Hoc to explore the possibilities of a cooperative effort with VTA to relocate the restroom. hi September, the Ad Hoc committee met to discuss the project. VTA offered $225,000 towards the relocation effort if the City took responsibility for admiiustration of the project. Discussion: Staff has researched the feasibility of performing the project with the funds offered by VTA and has detemuned that the City can accomplish this task. The relocation of the restroom in the lower pazking lot has been determined to be more cost effective than relocation into the hillside. Staff recommends moving forwazd with the redesign of the restroom in both locations and subsequently bid both simultaneously to determine if the hillside option, which is preferable to the neighborhood, can be accomplished with the available VTA funds. Please find attached a draft cooperative agreement prepazed by VTA that outlines the relationship between the City and VTA imregard to the. project. Staff received the draft agreement from VTA on Tuesday therefore the City Attorney has not had an opportunity to review it in detail. Staff would like to negotiate with VTA to add language to the agreement which allows the City to terminate the agreement if in the unlikely event the project cannot be relocated in either proposed locations for the funds provided. Once the cooperative agreement is finalized and executed, staff will solicit proposals for the redesign work. The project schedule will then call. for formal construction bidding followed by awazd of contract by the City Council. Weather permitting the relocation of the restroom will be completed by the end of June 2003. FISCAL IMPACTS: According to the draft cooperative agreement the City would be responsible for any costs above $225,000 in addition to in house resources. 2of3 • CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The City will not enter into a cooperative agreement with VTA and most likely the restroom will be constructed at the original location. ALTERNATIVE ACTION(S): Submit the cooperative agreement to the City Council for final approval prior. to its execution by the City Manager. FOLLOW UP ACTION(S): Staff will work with the City Attorney and VTA to finalize the cooperative agreement. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. • ATTACHMENTS: Cooperative Agreement. 3 of 3 West Valley College Transit Center Operators Facility DRAFT 2 - COOPERATIVE AGREEMENT FOR FUNDING, DESIGN, AND CONSTRUCTION OF WEST VALLEY COLLEGE TRANSIT CENTER OPERATORS FACILITY This Cooperative Agreement for funding, design, construction and improvement of the west Valley College Transit Center operators Facility (Agreement) is entered into as of this day of 2002, between the City of Saratoga (CITY) and the Santa Clara Valley Transportation Authority (VTA). RECITALS WHEREAS, CITY is a duly established municipal corporation or anized and existing under the laws of the State of California; and WHEREAS, VTA is a special district created pursuant to the California Public Utilities Code Section 100,000 et seq.; and WHEREAS, the parties hereto desire to fund, design, and construct west Valley College Transit Center Operators Facility (PROJECT); NOW THEREFORE, in consideration of the mutual benefits and obligations herein, CITY, and VTA agree as follows: I. SCOPE OF AGREEMENT This Cooperative Agreement sets forth the general provisions for the project management, funding and construction of PROJECT II. DESCRIPTION OF PROJECT AND PROJECT SITE A: PROJECT will provide a rest room facility for vTA employees who use the Transit Center. PROJECT site includes the current Transit Center property, which is owned by west Valley College. III. SCOPE OF WORK A. Project Management. CITY shall manage the design and construction of PROJECT. B. 1) CITY shall provide PROJECT plans, design and construction schedules, and specifications to vTA for its review and its reasonable approval. VTA shall provide its comments and/or objections to CITY within • 30 days of its receipt of the plans, schedules, and 1 s ecifications. If CITY receives no comments or objections within 30 days, the submittals shall be deemed approved by vTA. Any approvals by VTA of contract plans, specifications, schedules or similar items are for its own internal purposes and shall not constitute any representation or warranty, expressed or implied, to CITY or to others as to code compliance, suitability, fitness, freedom from defect or safety. vTA approvals shall in no way relieve CITY of other responsibilities assumed pursuant to this Agreement. 2) CITY shall keep VTA staff aware of the progress of the work by submitting monthly status reports. 3) CITY shall allow VTA to provide oversight inspection during construction. 4) Prior to final acceptance by CITY of its contractor's work, the parties shall conduct a joint inspection of the work for VTA acceptance of the facility. 5) After final acceptance by CITY and VTA, CITY shall deliver to vTA the as-built plans (a hardcopy and on disk in AutoCAO Release 14). 6) City shall name VTA as the owner of PROJECT in any warranties and will forward all warranties and Operation and Maintenance manuals to VTA upon completion and acceptance of PROJECT. IV. DETAILS OF CITY RESPONSIBILITIES. 1) Obtain all required permits, approvals, and fees. 2) Remove the existing Operators Facility foundation and install replacement landscaping and irrigation. 3) Extend existing utilities to the new facility location. 4) Provide project management, construction inspection and other project related requirements. 5) Provide all consultants (survey, design, testing, etc.) used for PROJECT. 6) The bus driveway may not be altered/damaged or reconstructed as a result of the construction of PROJECT. All utilities required to cross the new bus driveway must be bored and jacked (no saw-cutting of . the driveway will be allowed). 2 7) Bus service to the Transit Center must not be interrupted during construction 8) All improvements shall meet title 24 and ADA requirements. V. DETAILS OF VTA RESPONSIBILITIES 1) vTA will contribute $225,000.00 to PROJECT. 2) Upon completion and final acceptance of PROJECT, VTA shall retain the ownership and .assume maintenance the Facility. VI. SHARING OF COST5 A. Cost sharin VTA will contribute $225,000.00 to PROJECT. All costs over and above vTA's contribution of $225,000.00 will be borne solely by CITY. B. Pavment. CITY shall be responsible for paying PROJECT contractors and all related costs and to invoice VTA for its $225,000.00 share of the cost. It is vTA's responsibility to promptly reimburse CITY for its share of the cost. 1) once a month, CITY shall submit written invoices to vTA for 100% of vTA's share of the CITY's actual construction expenditures and other expenses. Invoices shall be submitted with appropriate supporting documentation and shall indicate the total construction expenditures to date, the total construction expenditures since the last invoice, and the total amount paid to CITY by vTA pursuant to previous invoices.. The supporting documentation shall be in detail and in a form mutually agreeable to vTA and CITY. Invoices shall be signed and certified by a person authorized by CITY and whose signature is on file with VTA. 2) Upon completion of PROJECT, or within a reasonable time thereafter, the CITY shall provide vTA with a detailed statement of the total actual costs of construction for the PROJECT, including the costs for any contract claims that have been allowed to the construction contractor. within thirty days after providing this statement to vTA, the CITY shall submit 3 to VTA a final invoice and an accounting of the remaining amount, not to exceed $225,000.00. VII. RECORDS The CITY shall maintain full and adequate records to memorialize the actual costs incurred by CITY in the performance of this Agreement. CITY shall permit the authorized representatives of vTA to inspect and examine the CITY's books, records, accounts, documents, reports, contracts and any and all data relevant to this Agreement (collectively "Records"), at any reasonable time. All such examinations shall be for the purpose of auditing and verifying quality assurance records, statements, invoices, or bills submitted by the CITY pursuant to this Agreement. CITY shall provide such assistance as may be reasonably required in the course of such inspection. vTA further reserves the right to examine and re-examine said Records during the three-year period following completion of the PROJECT construction. The CITY shall in no event dispose of, destroy, alter, or mutilate said Records in any manner whatsoever for three years after the termination of PROJECT construction. A. AUDIT AND RECORDS. CITY shall maintain, and shall require its subcontractors to maintain, in accordance with generally accepted accounting principals and practices, complete books, accounts, records and data pertaining to Services under this Agreement, including the costs of contract administration. Such documentation shall be supported by properly executed payrolls, invoices, contracts and vouchers evidencing in detail the nature of the propriety of any charges and sufficient to allow a proper audit of services. All checks, payrolls, invoices, contracts and other accounting documents pertaining in whole or in part to the Services shall be clearly identified and readily accessible. For the duration of the Agreement, and for a period of three years after final payment, vTA, and the state auditor shall have access during normal business hours to any books, accounts, records, data and other relevant documents that are pertinent to this Agreement for audits, examinations, excerpts, and transactions and copies thereof shall be furnished upon request. E. Compliance with Applicable haw. In the performance of Services hereunder, CITY and its subcontractors shall comply with all applicable requirements of state, federal and local law. 4 VIII.INDEMNIFICATION Pursuant to Government Code Section 895.4, each of the parties hereto shall fully indemnify and hold each of the other parties, their officers, employees and agents, harmless from any damage or liability imposed for injury (as defined by Government Code section 810.8) occurring by reason of the negligent acts or omissions or willful misconduct of the indemnifying party, its officers, employees or agents, under or in connection with any work, authority or jurisdiction delegated to such party under this Agreement. Neither party, nor any officer, employee or agent thereof .shall be responsible for any damage or lability occurring by reason of the negligent acts or omissions or willful misconduct of the other parties hereto, their officers, employees or agents, under or in connection with any work, authority or jurisdiction delegated to such other parties under this Agreement. IX. NOTICES All notices with respect to this Agreement shall be given by first class mail to the parties as follows: CITY: City of Saratoga Public Works Department 13777 Fruitvale Ave. Saratoga, CA 95070 Attn: john Cherbone, Public works Director vTA: Santa Clara valley Transportation Authority 3331 North First Street,, Building e San lose, CA 95134-1906 Attn: Peter M. Cipolla, General Manager or to such other person, addresses or telephone numbers as the parties may designate in writing from time to time. X. MISCELLANEOUS PROVISIONS A. Entire Aareement. This Agreement constitutes the entire agreement between the parties pertaining to the subject matter contained therein and supersedes all prior or contemporaneous agreements, representation and understandings of the parties' relative thereto. B. Amending Agreement. This Agreement may be amended from time to time only with the mutual written consent of the two parties. 5 4 C. Headings. The subject headings of the articles and paragraphs in this A reement are included for convenience only and shall not affect the construction or interpretation of any of its provisions. ~. 5everability. If any term, provision, covenant, or condition of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the rest of the Agreement shall remain in full force and effect. E. Construction and Interpretation of Agreement. This Agreement, and each of its provisions, terms and conditions, has been reached as a result of negotiations between the parties. Accordingly, each of the parties expressly acknowledges and agrees that this Aggreement shall not be deemed to have been authored by, prepared by, or drafted by, any particular party, and that the rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or in the resolution of disputes. F. Successors. This Agreement shall be binding upon and shall inure to the benefit of the respective successors and assigns of the parties hereto. This Agreement is signed by or on behalf of all parties, in duplicate. IN WITNESS WHEREOF, CITY, and VTA have entered into this Agreement as of 2002. CITY OF SARATOGA SANTA CLARA VALLEY TRANSPORTATION AUTHORITY By: By: 6 Peter M. Cipolla General Manager APPROVED AS TO FORM: APPROVED AS TO FORM: legal Counse Attorney for CITY APPROVED: Thomas B. Smith Purchasing and Materials Manager 7 ;;~ `~ SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 AGENDA ITEM: ORIGINATING-DEPT: Public Works CITY MANAI PREPARED BY: ~ DEPT HEAD: SUBJECT: Heritage Orchard Improvements -Project Update _ _:$ - RECOMMENDED ACTION(S): Accept report and direct staff. REPORT SUMMARY: Background In order to ensure the long-term health and character of the Heritage Orchard, the City Council The implementation of the Heritage Orchard Master Plan is planned to occur in phases over a number of yeazs. approved an Orchard Master Plan in September of last year and subsequently approved the funding of its implementation the following December in the five-year Capital Improvement Plan: The master Plan provides guidelines for renovation of the existing orchard and for well and irrigation improvements. _. F_ _ - .. Phase I Capital Improvements include: • Remove existing dead orchard trees • Plant new orchard trees (665 trees total, including approx: 165 trees around new library) • Irrigation System • WelUBooster Pump • Electrical Work • Orchard Monument Sign. Discussion City Council has asked for an update oI'the Heritage Orchard Improvement Project in conirection with the replanting phase of the project. Staff is looking for direction from Council because of differing views regarding how and when this work moves forward. R The following options for implementation of the replanting phase, including pros and cons, are a ` based on information. obtained from the City's orchard consultant and Orchardist, Matt Novakovich: 1. Replant the entire orchard (including around the new library) next falUwinter (665 trees). Pros: -Higher quality rootstock availability. - Lower rate of tree loss. - Well and imgation construction will be complete. -Possible savings in per tree purchase cost (advance ordering). Cons: -Aesthetically the orchard would remain status quo for an additional year. - Library landscaping will look unfinished with absence of replanting. 2. Replant the entire orchard (including azound the new library) this winter (665 trees). Pros:. -Aesthetically the orchazd will look better to the public from the street. - Replanted trees around new librarycan be irrigated by library irrigation system. Cons: -Probable substandard root stock availability for a majority of the trees. - Probable high rate of tree loss. -Higher maintenance-costs (young trees will require additional hand watering until welUirrigation phase completed). 3. Replant around the new library and perimeter. of orchard (first three rows along Fruitvale and Saratoga Avenues) this winter (250 trees). Pros: -Aesthetically the orchard will look better from the public view. - Replanted trees azound new library can be irrigated by library irrigation system. - Well and irrigation construction completed prior to the majority of the planting. Cons: -Higher maintenance costs for perimeter trees (young trees will require additional hand watering until welUirrigation phase completed). -Possible lower quality of root stock availability for a minority of the trees. 4. Replant around the new library this winter (165 trees). Pros: -Aesthetically the orchard will look better from the public view (around library). - Replanted trees around new library can be irrigated by library irrigation system. - Well and irrigation construction completed prior to the majority of theplanting. - Probable availability of good rootstock for this quantity. Cons: -Highest quality rootstock not available this late in the season. 2 of 3 At a recent meeting, the Heritage Preservation Commission recommended Option 3 as the best course of action for replanting the orchard. The City's orchard consultant who is assisting the City in the replanting effort, Matt Novakovich the City's orchardist, and a member of the Heritage Preservation Commission will be present at the City Council meeting to provide Council with additional information. The following is a summary status of the other major components of the Orchard Project: • Remove existing dead orchard trees: Work started in mid=November with completion estimated by the end of January (weather permitting). We1lBooster Pump, Irrigation System and Electrical Improvements: Design currently underway including investigation of permit requirements and soil testing. This phase of the project is schedule to go out bid in February with construction completed by the end of May. FISCAL IMPACTS: The adopted budget contains sufficient funds to implement any one of the above options. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N/A. ALTERNATIVE ACTION(S): None. FOLLOW UP ACTION(S): The prof ect will move forward per Council's direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: None. 3 of 3 SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 ORIGINATING DEPT: City Manager's Office AGENDA ITEM: CITY MANAG ~ ~ ti _; PREPARED BY: Lorie Tinfow DEPT READ: SUBJECT: Saratoga Library Project Update RECOMMENDED ACTION(S): Accept report and approve add services request from Field Paoli for landscape architect services related to the design work associated with parking lot drainage-and curbing, and aggregate sidewalks at a total cost of $4,200. REPORT SUMMARY: Budget Summary Report. The budget summary is updated at the beginning of the month for the Citizen's Oversight Committee. My next report will include the December update. Construction schedule. The substantial completion date continues to be February 28, 2003, and Gilbane continues their review of Thompson Pacific's request for delay days. Gen-Con, Inc., Bankruptcy. Staff and Gilbane have submitted an updated statement of Phase I correction or completion tasks and corresponding costs to the Surety. FISCAL IMPACTS: The add services will be shown on the budget summary as an architect change order. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): Not applicable. ALTERNATIVE ACTION(S): None. FOLLOW UP ACTION(S): Staff will continue to bring budget updates to Council at each meeting until further direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: None. L...J °~ SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 AGENDA ITEM ORIGINATING DEPT: City Manager CITY MANAGER: ~~ G-~-<~ PREPARED BY: DEPT. HEAD: SUBJECT: Status Report of Council Ad Hoc Committee - Chamber Service Agreement/Lease RECOMMENDED ACTION(S): Informational only. BACKGROUND: In April of this year the Mayor appointed an Ad Hoc Council subcommittee to work with the Lease Agreement- The Chamber of Commerce has rented the McWilliams house on Highway 9 in the City's Historical District for the past 25 years. The current lease is covered by an agreement, which expired in 1977. The Council gave direction to the subcommittee in May of this year to negotiate a market rate lease for this site with the Chamber. Chamber to develop a market rate lease and an updated services agreement.. The Council subcommittee consisted of Mayor Nick Streit, Council Member Stan Bogosian, the Chamber Executive Director, two Chamber Board members, and the City Manager. The subcommittee has worked through a number of issues during the year. The~status of each agreement is outlined below. A survey of downtown businesses has been conducted by city staff to determine an average market rate lease for the McWilliams house. Several small business locations were surveyed (Attachment A). It was determined that an average market rate rent was $2.64 per square foot. The.McWilliams house. use as a commercial building is constrained by being located in a historic park, which shares limited parking with the Historical Museum, and cannot be wholly modernized with tenant improvements without compromising its value as a historic building. Therefore, the average market rate rent has been discounted by $1.00 per square foot. Thus a monthly market rent that could be reasonably applied to the historical McWilliams house for this purpose is $1.64 per month. The McWilliams house is 480 square feet in size; therefore the monthly rental rate would be $787. The McWilliams house is a historic dwelling that is in need of some maintenance by the City. To that end, the City has met with the Chamber to determine maintenance needs for continued occupancy. The Chamber in turn, is willing to occupy the building in its existing condition without major tenant improvements, renovation or repairs. t The Chamber commissioned a mazket-rate appraisal of the site and came up with a lease rate of between $ .80 and $1.00 per square foot: This is'as close as the two sides have been able to come together on this issue to date. Services Agreement - The subcommittee met with Chamber representatives several times over the course of the year to negotiate a services agreement. The current agreement was executed in 1996 and expired in 1998. It calls for payment of $3,245 per year for the Chamber to act "as a general resource for the City in providing literature, information and assistance to people wishing to establish businesses in Saratoga and to attract potential customers to Saratoga to frequent existing businesses." The subcommittee looked at refining the scope of services that the Chamber would perform for the City. -The menu included: 1) Tourism and Information, 2) Display of City information/materials, 3) Community related activities, 4) Business attraction and promotion. Each activity was costed out by the Chamber and evaluated by the subcommittee. City Council members indicated a preference for limiting the scope of work to 1) Tourism and Information, 2) Display of City information and materials. Additionally, the Chamber agreed that it would refer calls that pertained to city services to the City. The Chamber costed out its service offerings in each of the areas detailed in the scope of work. The cost of providing Tourism and Information services was stated at $16,785 and for distributing city information at $4,395 for a total of $21,180 per year. City support for Celebrate Saratoga was to be covered in a separate agreement,: which was to be developed after the services agreement. Additionally, the costs for providing services is dependent upon the cost of a lease for the Chamber offices. (cost for service formula provided by the Chamber assumed $36,000 in annual rent) A draft services agreement has been circulated based upon the limited scope. of work and cost formula. The subcommittee felt that the services agreement .should be brought to the City Council for review at the same time as the proposed lease agreement. Since no agreement has been forthcoming on the lease agreement, progress on the services agreement has come to a halt as well. A great deal of progress has been made to date in developing a draft agreement for services and a market rate lease with the Chamber. Additional meetings of the subcommittee in the near future are likely to produce agreement on the lease rate allowing both agreements to be presented to the City Council for consideration. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):. i . ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): ADVERTISING, NOTICING-AND PUBLIC CONTACT: ATTACHMENTS: Attachment A -Saratoga Leasing Comps Saratoga Leasing Comps Building Site Lease Rate -Per Square Foot Pollack Building $3.00 s ft. Saratoga Villa e Center $3.10 s ft. (Tri le net included) Vacancy -Next to Aegis Gallery $2.82 sgft. Saratoga Oaks $2.50 s ft. Park Saratoga $2.50 s ft. Argonaut Center $1.90 s ft. Avera e Market Rate: $2.64 s ft. Discount -Historic Bldg., Commercial Use limitations, and no tenant im rovements (-)$1.00 sgft. New Leasin Rate: $1.64 ** Calls were placed to the Commercial Center Neales Hollow, staff was unable to obtain leasing information. • Attachment A ~ .,: ~~ SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 DEPT: City Manager's Office PREPARED BY: AGENDA ITEM: CITY MANAGER: ~~ DEPT HEAD: SUBJECT: Review of Legislative Consultant Contract RECOMMENDED ACTION(S): Informational only. REPORT SUMMARY: Background On April 4, 2000 the City of Saratoga contracted with Gonsalves & Son (Gonsalves) to provide services in the areas of legislative advocacy and governmental affairs. The City was particularly interested in the passage of City sponsored special legislation, SB 1883 and the assistance Gonsalves could provide in that matter. SB 1883 was approved by the State Legislature and signed by the. Governor, in September 20 0. This legislation restored the eligibility of (four) cities in Santa Clara County to receive T Equity Allocation (TEA) funds subsequent to a vote of the people reinstating, increasing or imposing a new tax. This restored a measure of property tax revenue due to the passage of the new library bond issue. After the passage of the City's special interest legislation, and in the interest of fiscal control, the City ceased the services of the firm effective November 30, 2000. The City Council requested a review of the contract at that time, and subsequently renewed the contract in December 2000. During the 2001 legislative session the City once again sponsored special legislation, AB 613, which would have had the practical effect of eliminating West Valley College's exemption from the City's oversight regarding a football stadium. The City also pursued drafr legislation that would have had the effect of restoring the City's full TEA allocation, normalizing the City's property tax receipts with those of all other low-no property tax cities in the state. At the end of the 2001 legislative session AB 613 was. converted into a two-year bill at the request of it's sponsor (Cohn) and was not acted upon in that legislative session. The TEA legislation was not introduced because of opposition from the County. During the 20021egislative session Gonsalves assisted the City by lobbying in behalf of AB 2515(Keeley), which would have restricted West Valley College from constructing a stadium. f~ Competing Legislation was introduced at the same time, which would have permitted such a use. Gonsalves was of help in halting the passage of that legislation. The City's experience with Gonsalves has been positive. The firmhasbeen supportive and professional. Contracting with Gonsalves has provided an opportunity for the City to pursue an active legislative agenda during the past three legislative sessions: The services provided by Gonsalves related to SB 1883 in 2000; AB 613 in 2001, and AB 2515 in 2002 were invaluable and could not have been performed by City or League of California Cities staff. Additionally, the League of California Cities has established the California Cities Grassroots Network over the last year. The League has focused on building a local network of 15 legislative advocates located statewide to take issues of importance: to Cities fo legislator's home turf. Rebecca Elliot, our local League representative provides Bay Area cities with services related to legislation of concern to California cities. Those services may include: alerting cities to Legislation affecting cities' vital interests, providing staff with legislative background, sample resolutions and response letters, advising the City on the timing of responses, who to contact on specific legislation, and coordinating meetings with legislators.. The Grass Roots coordinators are also tasked with building bridges to community business, and labor groups to help educate the public as to how their cities function and their tax dollazs are spent. Both the .League and Gonsalves have played valuable, but different .roles in protecting and projecting the city's legislative interests. The 2003 legislative session will be difficult for all California cities, because of the State's large budget deficit. Cities will be on the defensive and will put the League's new grassroots lobbying efforts to the test. In the 20.03 legislative session, the Gonsalves firm can be counted on to be an effective Legislative Consultant representing Sazatoga's interests collectively with their other 30 plus client cities, and individually, supporting Saratoga's separate legislative agenda. FISCAL IMPACTS: Gonsalves' standard retainer is $3,000 per month. Funds have been appropriated in the Fiscal Yeaz 2002-03 budget for this expense. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): ALTERNATIVE ACTION(S): FOLLOW IIP ACTION(S): 2 of 2 ADVERTISING, NOTICING AND PU$LIC CONTACT: N/A ATTACHMENTS: 3 of 3 SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 AGENDA ITEM• \~ ~ ORIGINATING DEPT: City Manager's Office CITY MANAGER• ~, ~C ' rti ^- PREPARED BY: Lorie Tinfow DEPT HEAD: SUBJECT: El Quito Neighborhood Traffic Management Program (NTMP) ACTION(S): Accept the El Quito NTMP plan and adopt the attached resolution for $39,600 for speed limit signs, speed humps and medians. DISCUSSION: The residents on Paseo Lado submitted a petition to the Public Safety Commission in June 2001 requesting assistance with traffic problems on their street. At that time the Neighborhood Traffic Management Program (NTMP) was not complete and the residents were asked to wait until the program was finalized. Council approved NTMP in September 2001., Paseo Lado residents complained of high numbers of vehicles traveling on their street heading to either Quito Village or to access Highway 85 at what seems to be excessive speeds. They acknowledged that any traffic management efforts on their street alone would create implications for other nearby streets. However, because of the delay in responding to their concerns and that they have petitions that meet the 50% + 1 criteria for their area, staff encouraged Paseo Lado to initiate NTMP as a way to get started. The residents were more than willing to share information and include neighbors from other streets in the process. Of course, those streets were eligible for NTMP funds only by submitting the required petitions and going through the prescribed process. When the Public Safety Commission approved Paseo Lado's participation in NTMP, staff was directed to reach out to a traffic engineer-defined area potentially affected by any change on Paseo Lado. Sohrab Rashid from Fehr & Peers reviewed the area and recommended the area shown on the map included as Attachment A. Staff mailed letters to residents and businesses in that area on April 15 (see Attachment B). The kickoff meeting was held on May 14 at Prince of Peace Church and 15 residents from throughout the area attended. At the meeting, a number of residents from other streets expressed interest in organizing their areas. In addition, Staff agreed to collect traffic data for Paseo Lado between the May 14 and the June 18 meetings, and bring the data back to the group. A meeting summary was emailed to everyone who expressed interest initially. After the May kickoff meeting, resident Emma Wyckoff was concerned that many residents still may not be aware of activity related to traffic calming on Paseo Lado and asked that I do a second mailing to the same azea to announce the. second meeting scheduled for June 18. That mailing went out on May 28 and a copy of the letter is included as Attachment C. The Public Safety Commission approved Devon, Martha and McCoy's participation in NTMP.in subsequent months and traffic data was collected for all participating streets (see Attachment D). The data showed clearly that speed was a significant issue but that traffic volumes-even though problematic for residents-were not unreasonable based on traffic engineering standards. Staff facilitated additional meetings with residents on July 16, August 13 and. September 5. In between, resident representatives worked together to reach a compromise that was presented to the Public Safety Commission. At their September 16 meeting, the Public Safety Commission decided that they could not support turn restrictions because the restriction would preclude use of the streets during peak times and likely force traffic that must go somewhere onto other streets. Commissioners further agreed that residents should have some control over driver behavior and approved speed humps to slow traffic and medians to force slower turns at particular points. They reasoned that while speed humps could have a similaz displacement. effect, humps do not preclude street use.. The Commission left the exact number of signs, humps and medians to the neighbors and staff to determine based on engineering recommendations and neighbor approvals. The final plan that reflects the Public Safety Commission's recommendations is included as Attachment E. The placement of the speed humps should be considered approximate. In addition,. staff is still confirming adjacent neighbor approval of the locations of McCoy's speed humps (an NTMP requirement), and Devon residents submitted a last minute request for an additional speed hump which is under staff review. The total funds requested include all possible speed humps mentioned in this report. Residents from McFarland Avenue have continued to be involved in meetings and email announcements but have not organized in the way other streets have. Similarly, Cox Avenues residents have attended some of the meetings but not taken steps to organize. Should residents from these streets wish to organize in the future, staff will work with them through a separate NTMP process. FISCAL IMPACTS: NTMP Program funds are budgeted in the Public Safety Traffic Engineering budget as part of the five-year CIP budget. Each yeaz $50,000 is allocated for traffic calming measures. No funds were used in 2001-02 and therefore a total of $100,000 remains available. Total Requests: 3 medians @ $3500 each = $10,500 10 speed limit signs @ $300 each = $3,000 8 speed humps shown on the plan plus 1 requested at the last minute = 9 @$2,500 = $22,500 Total funds requested $36,000 plus $3,600 (10%) contingency for grand total of $39,600. FOLLOW UP ACTION(S): The cost of the requested and recommended measures totals more than $5000, so City Council must approve the plan. If approved, Public Works will implement the installation of the signs, speed humps and medians. Staff will work with neighbors to confirm exact placement of speed humps and medians that meet the NTMP approval requirements before proceeding with installation. Staff will collect traffic data in the area again six months after installation of the devices to measure change and report to the neighborhood and Public Safety Commission, and to the City Council if desired. ADVERTISING, NOTICING AND PUBLIC CONTACT: The residents of EI Quito who worked through this process were notified via email that this report would appear on this agenda. ATTACHMENTS: ^ Attachment A: Map of area included in NTMP • Attachment B: Letter #1 dated April 15 inviting residents to participate in NTMP process Attachment C: Letter #2 dated May 28 inviting residents to participate in NTMP process Attachment D: Copy of traffic data report prepared by Fehr & Peers Attachment E: Final EI Quito NTMP plan Attachment F: Resolution to appropriate funds i - f ~ ~ ~ --- ./-J J I ~1q-~ B April ls, zoo3 Dear Paseo Lado neighbor, "['he residents on Paseo Lado have contacted the City of Saratoga about speeding and cut-tlu~ough traffic issues on their street. The City has a new program called the Neighborhood Traffic >Vlauagement Program designed to help neighborhoods with these exact issues and Paseo Lado residents have started the process. However, any traffic calming changes made on their street wi]! very likely shift the cars to other streets nearby. We have identified the shaded area shown on the attached map as the area potentially affected and it includes your property. As a result, you are invited to learn about the process and participate in a kickoff meeting. If you are interested in being notified of the kickoff meeting, please email (preferredl, fax or mail your name, address and contact iuforn~ation by April 30, 2003, to: 1-orie Tinfow Assistant City Manager Ii.mail: ltinfow~saratoQa.ca.us Fa~•:: =108/&67-8559 \•l~il: 13777 [~ruitvale Ave., Saratoga, 95070 "i'o : ieu or do~cnload a copy of the Neighborhood Traffic lvtanagement Program, please visit our ~~. rhsitc at httg_%~y~_ev.saratoga.ca.us/publications.htm or request a paper copy when submitting your contact information. l~hanl<s. Sincerely, --~, ~ 'Lone Tinfow _~}' Assistant City Manager i ~-~ J~1 ~ard~u~ev~F ~ M:ay 28, 2002 KB: Meeting ~2 for Neighborhood Traffic Management Program at Paseo Lacio Dear Paseo Lado neighbor, The kickoff meeting to discuss speeding and cut-through traffic issues on Paseo Lado was held on May 14. Approximately 20 people attended. Traffic data for Paseo Lado is being collected now and will be presented at a second meeting scheduled for Tuesday, June 18, at 7:00 pm, again at Prince of Peace Church. Tlus letter is your second chance at being included, at least for informational purposes, in the discussion of possible traffic calming measures under consideration for Paseo Lado. If you are interested in attending, please email (preferred), fax or mail your name, address and contact nfonmation by June 12, 2002, to: Lane Tinfow Assistant City Manager Email: Itinfo~,c7r sarato~a.ca.us Fax: 408/867-859 1VtaiL' 13717 Fruitvale Ave., Saratoga, 95070 Everyone is welcome; the RSVP is simply to ensure adequate room for all attendees. Tc. view or download a copy of the Neighborhood Traffic Management Program, please visit our website at httu:i/wwwsaratoga.ca.us/publications.htm or request a paper copy when submitting vour contact information. Thanks. Sincerely, ~. `~ ~~~~' Lorie Tinfow Assistant City Manager • C~~ c~~e~~ El Quito (Paseo Lado) Traffic Data Table REVISED u Table 1 Existin Roadwa Volumes and S eeds Average/ Average Mid-Week Saturday/ Median Percent ~~ Weekday Average Sunday Speed 85'" Percentile Traveling ', Location Dir. Volumes VolumeZ Volumes' m h " Seeds > 25 m h Paseo Lado (Paseo EB 420 423 353/285 27/28 33 68% Presado to Quito) WB 285 - 292 270/215 27/27 33 59% Total 705 715 623/500 Devon w/o Paseo EB 314 300 345/275 29/29 35 75% Presado WB 212 207 179/158 28/28 34 67% Total 526 507 524/433 ~ a` Devon e/o Paseo EB 475 462 440/328 29/29 34 77% Presado WB 163 167 123/123 27/27 33 60% Paseo Presado WB ~ 227 ~ 225232/192 ~ 26/26 31 ~ 53% Total 464 447 499/433 ,._ :~,~ ` 9 ~ McFarland e/o EB 73 72 79/51 23/23 30 38% Paseo Presado WB 62 65 51/37 21/22 27 22% Total 135 137 130/88 ~ Martha: (Paseo EB 294 296 246/206 30/30 36 78% Presado to Quito) WB 322 321 283/233 27/27 32 61 Total 616 617 529/439 McCoy: (Berwick EB N/A 370 N/A 28/28 34 68% to McCulloch) WB N/A 442 N/A 27/27 32 6l% Total N/A 812 N/A ~ ~ ~~; Cox (Paseo EB 3,054 3,018 2,692/2,332 3t/31 36 89% Presado to Quito) WB 3,493 2,692 2,927/2,380 30/30 34 86% Total 6,547 5,710 5,619/4,712 _ - No[es: ' Monday through Friday average volume. - Average of Tuesday, Wednesday, and Thursday data only. These are the typical days studied for traffic studies. ' Saturday and Sunday volumes only. ° Average (mean) speed of vehicles. Median speed is that speed at which SO percent of vehicles are traveling below a nd 50 percent above. Includes speed measurements on all days. ' 85'" percentile speed. This is the speed that 85-percent of [he vehicles travel al or below and is typically used to enforce the speed limit. The defacto or prima facie speed limit on a typical residential street is 25 mph. ° Percentage of total vehicles exceeding 25 mph during entire one week survey period. ' A person(s) removed the tubes from the mechanical counter on three separate occasions, which dismpted the counts . Data tirom several days was combined. N/A =Not available due to [am erin with mechanical counter. 1 / ... El Quito NTMP Existing Conditions Report (July 16, 2002) Key Findings: • • Average weekday volume on local streets is 135 vehicles per day (vpd) on McFarland East to 705 vpd on Paseo Lado -McCoy data missing . Average mid-weekday volume is 137 vpd (McFarland East) to 812 vpd (Paseo Lado) • Weekend daily volume is 88 vpd (McFarland East) to 623 vpd (Paseo Lado) • Congestion at Cox Avenue/Paseo Presado appears to cause diversion to local streets • "No Left Turn" sign on Devon appears to reduce westbound volume by 50% to 60% .Average speed is 26 to 31 rniles per hour (mph) on all but one segment • 85th percentile speed varies between 31 and 36 mph on all but one segment -fastest speeds on eastbound Martha and Devon • Between 60% and 75% of traffic on all streets travels faster than 25 mph • Vehicles cut the comer when making southbound turns from Paseo Presado • Cox Avenue has highest volume (4,700 to 6,500 vpd) and speeds and more than 85 percent exceed 25 mph • Landscaping needs trimming to improve sight distance at Gene's Market driveway Potential Improvements: • Request directed enforcement to discourage speeders and possibly through traffic • Volume measures not needed based on standard engineering/planning practice • City can consider issues regarding through traffic on a local street • Speed control measures are warranted based on surveys -horizontal vs. vertical -could include set of three raised medians at two or three locations along street Raised median island at Paseo Presado intersections would eliminate cutting of corner - need to evaluate based on turning radii Trim landscaping at Quito Village driveway opposite Paseo Lado and other locations as • needed -7-Z ~14-~cl~,,ueu~l- ~ i y? COX K 1 ' PASEO TIERRA oe ye 2 PASEO _ PUEBLO ~~ S'.ni ~PASEO LADO N5d d=N AVE N'• N~^ l'i ~1 t1 1 Traffic Control Measure O Existing Control zs Speed Limit Sign Raised Median 0 Speed Hump J Nom" ~ e City of Saratoga Conceptual Plan EI Quito NTMP Figure 1 November 22, 2002 O F O Q FEHR & PEERS TRANSPORTATION CONSU4TANTS RESOLUTION NO. 02- ~4larWv~-f F A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING THE CAPITAL IMPROVEMENT PROGRAM BUDGET FOR AN APPROPRIATION OF FUNDS FOR IMPLEMENTATION OF THE EL QUITO NEIGHBORHOOD TRAFFIC MANAGEMENT PROGRAM WHEREAS, the residents of Paseo Lado initiated a Neighborhood Traffic Management Program (NTMP) for their street; WHEREAS, the City of Saratoga has set aside $50,000 per year for five years starting in 2001- 02; WHEREAS, the area bounded by Quito Road, McCoy Avenue, Paseo Presada, McFarland Avenue, Saratoga Avenue and Cox Avenue that has come to be known as EI Quito NTMP; WHEREAS, the City of Saratoga wishes to accept the Public Safety Commission's recommendation; NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows: To allocate $39,600 for signs, speed humps and medians as shown on the El Quito NTMP Plan; AND BE IT FURTHER RESOLVED, to adjust the City of Saratoga's Fiscal Year 2001-2002 budget for the appropriation of $39,600 for this project according to the following entry: 351-0201-622-40-10 Public Safety Traffic Calming $39,600 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the Ath day of December 2002 by the following vote: AYES: NOES: ABSENT: ABSTAIN Nick Streit, Mayor ATTEST: Cathleen Boyer, City Clerk ~~I -._J SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 ORIGINATING DEPT: City Manager's Office AGENDA ITEM: ~ I CITY MANAGE ~ ~ ,lv ~- vv PREPARED BY: Lorie Tinfow DEPT HEAD: SUBJECT: Blue Hills School Traffic Improvement Plan RECOMMENDED ACTION(S):. Accept Blue Hills Traffic Improvement Plan and adopt a resolution to appropriate $32,120 for signs, landscaping needs, and bike path construction, and $1,750 for ahalf--year crossing guard. Authorize change order authority for Public Works' contract with Duran Paving in the amount of $25,000 to complete the bike path, landscaping and irrigatjon portions of the work. DISCUSSION: In spring 2002, the City received 13 letters and emails that described traffic concerns and complaints associated with pick up and drop off of students at Blue Hills School (see Attachment A). Those letters prompted the following to meet throughout the spring: • Brigitte Ballingall, Chair, Public Safety Commission • Nick Streit, Mayor; City of Saratoga • Rick Hausman, Assistant Superintendent, Cupertino Unified School District • Steve Grisenti, Deputy, Santa Clara County Sheriff's Office • Toby Smith, Director of Facilities, Cupertino Unified School District • Randy Karel, Principal, Blue Hills School • Ann Waltonsmith, Councilmember, City of Saratoga • Sorhab Rashid, Traffic Engineer, Fehr & Peers • Lorie Tinfow, Assistant City Manager, City of Saratoga Fehr & Peers visited the site and prepared a report included as Attachment B. The group divided possible actions into Phase I, Phase II and Phase III. Phase I included modifications that could be made at relatively small expense and that did not require major infrastructure changes. Phase II called out the bike path addition. Phase III options were dependent on school funding sources and included changes such as enlarging the existing parking lot or constructing a second lot off of Goleta. (See Attachment C.) • The first community meeting was held on June 27 and the letter included as Attachment D was sent to residents of the area bounded by Sunnyvale-Saratoga Road, Cox Avenue and Highway 85. In addition, a notice was placed in the Blue Hills School newsletter to invite parents and an email sent to the original letter/emai]-writers and PTA representatives (see Attachment E). A second.communityrneeting was held on August 12 to further discuss the issues and feedback. However, only about 15 participants attended each meeting.. A traffic improvement plan that combined Phase I and II was subsequently developed by Fehr & Peers, and presented to the Public Safety Commission (PSC) on September 16, 2002. (As a iesult, the major infrastructure changes labeled "Phase III" has now become "Phase IP'.) Community members were notified, and many attended and participated in the Commission's discussion.. The Commission approved the plan for recommendation to City Council with minor changes, i.e., leaving the choice of red curbing or signs up to the property owner after adoption of the parking prohibition amendments to the Municipal Code.. The plan (Attachment F) includes all PSC changes. Major plan components include the following: Prohibiting parking via signs or red curbs to better distribute cars and improve pedestrian safety on both Desanka and Goleta (determination of which parking prohibition is put in place; including possible time restrictions for signs, to be determined by affected neighbors) Installing a bike path to connect the Highway 85 over-crossing to Blue Hills School and facilitate biking to school (includes landscaping) Providing funds for a school crossing guard for the crosswalk. at Knollwood near Desanka to improve pedestrian safety The plan has been circulated via email to various neighbors. Most support the plan although some do not. Concerns about moving the problems from one street to another have been voiced. In addition, some neighbors fear that if the changes make the problems worse, they will have no recourse. Staff has explained that the parking prohibitions could be undone with Council approval.. Other concerns expressed include questions about how to measure success and how long the trial period should be: Staff will consult affected neighbors on-the exact placement of signage. FISCAL IMPACTS: School traffic improvement-funds are budgeted in the five-year CIP budget under Public Safety Safe Routes to School.- Starting in 2001-02, $50,000 per year for five years was allocated. No funds have been used to date and therefore $100,000 (from FY 2001-02 and 2002-03) remains available. Public Works provided the following cost estimates: ^ Signs cost $150-each; 28 signs are shown on the plan for a maximum of $4200. Paint cost would be minimal. ^ Bike path construction will cost approximately $10,000. ^ Landscaping and irrigation along bike path and installation of decomposed granite along front of school as shown on plan will cost approximately $15,000, These costs would be funded from CIP 351-0201-622-AO-10. The City applied for but was not selected to receive Caltrans grant funds for the bike path. The School District has offered to pay costs of moving the existing fence should that be required. The current crossing guard budget includes funding for an additional crossing guard in anticipation of need at Highway 9. However, action on Highway 9 before the end of the budget year is unlikely so staff recommends assigning those funds to Blue Hills in the short term. If approved, additional fiznds for fixture fiscal years would be budgeted. One crossing guard will cost approximately $3500 per year. FOLLOW UP ACTION(S): • A follow up meeting of the original participants will be organized to coordinate timing of implementation and discuss possible school-funding infrastructure options for the longer term. • Once decisions have been made about signage, red curbs and the like, Staff will prepare Motor Vehicle Ordinance Amendments to codify the parking prohibitions as required. Staff will initiate a change order to work currently underway related to Azule Park construction to add construction of the bike path including landscaping and irrigation as needed. ADVERTISING, NOTICING AND PUBLIC CONTACT: The neighbors who have been in contact via email were notified that this report would be on this agenda. ATTACHMENTS: • Attachment A: Copies of letters and emails received • Attachment B: Copy of traffic report prepared by Fehr & Peers • Attachment C: Phase I, II, III Traffic Improvement Options ^ Attachment D: Letter sent to residents living in area bounded by Saratoga-Sunnyvale Road, Cox Avenue and Highway 85 inviting them to first community meeting • Attaclmient E: Email sent to original writers and others including PTA representatives inviting them to attend the first community meeting • Attachment F: Blue Hills Traffic Improvement Plan recommended by Public Safety Commission ^ Attachment G: Resolution to appropriate funds Page 1 of 2 Paula Reeve From: Ann Sullivan Sent: Thursday, February 28, 2002 2:11 PM To: Paula Reeve Subject: FW: Blue Hills elementary school traffic problems Paula: FYI Ann ----Original Message----- From: Lori-Ann Tarter [mailto:tarter@pacbell.net] ~~ _ Z ~ c~l~- 3'/J- -7 Sent: Thursday, February 28, 2002 1:07 PM To: cityhall@saratoga.ca.us Subject: Blue Hills elementary school traffic problems To: Brigitte Ballingall Chair of Public Safety Commission Attn: Paula Reeve, City Analyst From: Lori-Ann Tarter 20198 Knollwood Drive Saratoga, CA 95070 (408) 252-4131 email: tartenrcpacbell.net i~.~ C~?r' x-~~ rTw Re: Traffic Problems surrounding Blue Hills Elementary School, 12300 DeSanka Avenue, Saratoga CA 95070 Dear Ms. Etallin~all and Ms. Reeve: The purpose of this letter is to bring to your attention some safety concerns 1 have regarding the traffic surrounding Blue Hills Elementary school in the morning when children are taken to school. 1 live on ICnollwood Drive, three houses from the comer o:`DeSanka and Knollwood Drive. I walk both of my children to and from school everyday. This has become a very hazardous activity due to the following reasons: hurried parents drive too fast while trying to get their children to school by the 8:00 AM start time, cars do not yield to pedestrians, cars turn right (through the crosswalk) while pedestrians are in the crossv,•alk trying to cross the stteet. In addition, there is no sidewalk on our side of the street, so we are constantly dodging opening doors and rear view mirrors, which forces us to walk quite a distance into the street. My eight-y~°ar-old son, who is very responsible and cautious, is not allowed to walk to school by himself due to the unsafe traffic conditions surrounding the school. Twice, we have almost been hit by a car while walking in the crosswalk, and once we were almost hit while waiting at the corner to cross the street. It is only a matter of time before someone is seriously injured as a result of these unsafe traffic conditions. It is my belief that by having a crossing guazd posted at the corner oFlCnollwood Drive and DeSanka Avenue, the drivers would be forced to slow down, and the pedestrians would be assured safe passage across the street, The traffic slows down considerably when the motorcycle sheriff is parked around the school. Since it is not possible to have the sheriff available every day, a crossing guard would be the next best thing. People need to see that big red "STOP" sign and see someone physically standing in the street to make them more accountable for their driving actions. At Blue Hills, we have three parents who stand outside every morning and afternoon to wave cars through the drop- off/pickup area in the parking lot. This has made the flow of traffic on DeSanka move much more smoothly. When someone is standing outside looking ai each driver and waving at them to drive their cars to the very front of the line before dropping off their children, they do it. Otherwise cars would pull in to the driveway and drop off their child--thereby causing a huge backup onto the street. Our school has addressed the problems of traffic safety in our weekly school bulletins, but it is not making parents slow down when they are quickly trying to get their children to school on time. We need someone to stand on the corner for a mere 20 3/4/02 T'~ Page 2 of 2 ' minutes in the morning to assure the safety of our children en route to school. If the streets aze made safer, those who live within walking distance will feel more comfortable letting their children walk and ride their bikes to school. In addition, the number of cars driving to the school would decrease. While it would be wonderful to have a crossing guazd posted after school as well, the problem is not neazly as severe after school as it is in the morning. Pazents are not in a rush to pick their children up like they aze in the morning to drop them off. It is my desire to have a safe environment for our children en route to and from school. I would like to be a part of a constructive solution to this problem, and would be happy to discuss this issue at your convenience. Please let me know what more I can do to help this issue get the attention and resolution it deserves. Thank you very much for your consideration. Sincerely, Lori-Ann Tarter s 3/4/C2 ~ -~ Page I of 5 Paula Reeve From: Ann Sullivan _ Sent: Monday, February 25, 2002 1:43 PM To: Paula Reeve Subject: FW: Traffic problems at Blue Hills School- PubliaSafety Committee c/o Paula Reeve Paula: Very informative message from a "Blue Hills School" parent. Ann -----Original Message----- From: Katie Alexander [mailto:katie@alexander.org] Sent: Monday, February 25, 2002 11:38 AM To: cityhall@saratoga.ca.us Cc: jim Schindler; beml@uscsw.com Subject: Traffic problems at Blue Hills School-- Public Safety Committee c/o Paula Reeve Brigitte Ballingall, Chair of Public Safety Commission CC: Public safety commission c/o Paula Reeve, City Analyst 13777 Fruitvale Ave. Saratoga, Ca 95070 Dear Brigitte Ballingall, I wanted to thank you for spending a few minutes with the Blue Hills neighbors after your joint City Council meeting on 12 Feb. I would like to provide a little background on myself. I am the mother of a Blue Hill's first grader, as well as a Miller Middle school student. I live on Goleta Ave near the YMCA daycare building and side "pedestrian" entrance to Blue Hills School. Also I am the Chair for the Azule Park Neighbors Association (APNA), which has advocated the developrnent of nearby Azule Park for the past few years. And like you, f volunteer my time to the city as a member of the Citizens Oversight Committee for the Library Expansion Project, as well as various citizen task forces. Due to my interest in community affairs, I have taken it upon myself tc ask my neighbors to write letters describing their problems with Blue Hills School traffic to you c/o Paula Reeve. I hope that these accounts will be enough for the Commission to realize that it is a significant safety problem that must be addressed. I only hope you can gain the co-operation of the school district, since they seem to have ignored the situation thus far. I'd like to describe some of the problems I currently observe by category: 1. Cars queuing up blocking thru-passage: Of all the problems surrounding the school, f feel this is the most hazardous situation of all. Every day in morning but especially in the afternoon, cars are queued for entering the school parking lot on DeSanka. Every school day cars block any passage through DeSanka Ave. and often times block the intersection of DeSanka and Seagull Way, even for through traffic on Seagull. Of course all nearby driveways are inaccessible. The queuing cars block the passage of any safety vehicles through DeSanka, as well as the neighborhood traffic. It is important to note that due to Hwy 85, DeSanka is the only residential street connecting 3/4/02 ~' 2 Page 2 of 5 the neighborhood north of the school to that south of the school. Please see this map BFCat=&Pyt=Tmao&addr=12300+De+Sanka&city=Saratoga&state=CA&s1t=37.289900&; -122.025900&zip=95070- 3151 &country=us&mag=9&cs=9&BFClient=&BFKey=&poi=&poititle=&map.x=212&map.y AI;>o please note that the nearest fire station is located at Cox and Seagull. If a serious accident occurred at the school or on DeSanka at those times paramedic response would certainly be delayed. Also I feel that blocking DeSanka would probably delay response time to the entire north side neighborhood of a few hundred homes. I feel that for this reason alone, the traffic situation on DeSanka Ave. must be addressed. 2. Parking: Of course all the traffic problems are related to the parking issues. The school district will need to participate in the solution to this problem. Basically over the ye<~rs the school has added classrooms and school daycare, as well as increased parent participation, but has not provided adequate parking space. The Blue Hills school office told me that they currently have a staff of about 40. Also, the YMCA school daycare has a staff of about 4 young adults. I counted the names in the school volunteer logbook for Feb 11, and I estimate that the school has about 25 parent volunteers everyday. This does not include parents who may be at the school for other activities, such as parent- teacher conferences, registration, holiday parties or special events (i.e. award presentations, choir, etc). The Blue Hills parking lot has space for 41 vehicles and 2 handicap spots. According to City Code (section 15-35.030(f)) schools must provide "One space for each employee, including teachers and administrators, plus such additional spaces as determined by the Planning Commission to be adequate for student anti visitor parking." With 44 staff plus 25-parent volunteers daily, there is insufficient parking for all workers let alone extra for visitor parking. Clearly, Blue Hills is in violation of City Code. As a neighbor and parent, I hate the thought of removing playground space for parking, but I see no other good alternative. The: School District also has a role to play in solving the afternoon parking problems. Blu? Hills has a staggered class end time. Grades 1-3 end class at 2:10pm (except Tuesdays) while grades 4-6 end class at 2:35pm (except Tuesdays). On Tuesdays all classes end at 1:35pm. (Kindergartners are on half-day schedules, which are yet again different than above times.) Every afternoon we have parents parked along the streets and waiting to enter the parking lot for 30 minutes or more. By changing the end times to 2:3:>pm for all students, less street parking would be needed, traffic would flow more smoothly, and it would be more convenient for the parents to collect all their children at once. In addition I often observe younger kids waiting alone for older siblings and parents on the side streets of the school (Knollwood and Goleta). Of course the school advises against this dangerous practice, but can't stop it. Consolidating the class end times would improve their safety too. On Goleta Ave, there are many parking issues that are probably the same as at other schools in town. Parents park in the red zone. They park in the fire lane. They park in front of mailboxes, so we don't receive mail. They park in front of the pedestrian entrance gate:, so it is difficult to walk by. They park directly across the entire 8-10 ft opening of my or my neighbors' driveways. I have even seen parents park directly in the red zone, even with a Sheriffs car directly behind and clearly visible. There seems to be no regard for ~~~ 3/4/02 Page 3 of 5 traffic safety rules. And even though the sheriff has been patrolling this area weekly or mare, they cannot be present all the time. I feel that much of the problem on the street could be solved by the school district moving the pedestrian gate further east on Goleta Aveespecially east of the red zone. There is a relatively tong, straight section of street directly accessible to the side of the school yard. By moving the gate there, the parents would be less tempted to park in the red zones and fire lane or even block our nearby driveways. Also by moving the pedestrian gate away from the fire lane, drivers would not black the pedestrian path. Due to the school and the adjacent park, there would be much mare street space convenient to the entrance. The cost of adjusting the chain link fence to move the gate could not be very much, considering the safety improvement. 3. Using private driveways for school drop-off and turn-a-rounds: I can not express my true outrage, when I walked out my drive one morning to find 3 cars lined up in my neighbor's semi-circular driveway to drop off their children. My neighbor happened to be on vacation, so I approached to remind the drivers this was a private driveway. Just as I knocked on the window of the last car, the driver floored it to exit the driveway and enter the street amongst all the car and pedestrian traffic. Apparently, the drivers know they area doing wrong but they are desperate and ignoring all common sense and courtesy. They are dangerous to us alli We need to provide a reasonably usable drop off zone either in school parking lot, on adjacent streets. Since much of the traffic comes from the north side of the school, at least one Knollwood neighbor suggested adrop-off to the sidewalk on Knollwood, with adult crossing guards to ensure the children get to school. Since the residential streets loop around on the north side of the school, it would allow a continuous flow of traffic. This also might reduce the traffic passing southward on DeSanka, thus assisting with the congestion there. Another solution would be to increase the drop-off zone when altering the parking lot in front of the school. 4. Speeding /poor visibility on curvy sections of Goleta and DeSanka: My home is loc;~ted near the S-curve on the west side of Goleta Ave, not far from the pedestrian entrance to the school. My first grader and I have been nearly hit three times this year, due: to the SUVs and minivans forming a tall barricade around the front of my house and around the curves. Cars speeding down the curvy section of Goleta are surprised by peclestrians. They are traveling too fast for the poor visibility. And as a pedestrian I canno4 see around the tall vehicles and around the curve for on-coming traffic. The neic3hbors on DeSanka have a similar problem, because the neighborhood streets are deceptively curvy, drivers feel that they have more visibility than they really do. For Goleta Ave., moving the pedestrian gate further east will assist with this problem. Since other accidents have occurred here, my neighbors and I are very interested in having restricted parking hours and speed bumps (or other passive speed restriction) for Goleta Ave. for safety reasons. On Goleta Ave, we have outside traffic all afternoon. Due to the YM~:.A daycare, we have cars coming and going for pick-ups all afternoon until 6pm. 5. Not stopping at Stop signs: Usually more of a morning problem. Usually happens at Goleta and Seagull way (3 way stop), Seagull and DeSanka (4 way stop) and DeSanka and Knollwood (1 stop). Often drivers do not look in both directions at the DeSanka-Knollwood intersection. This is ripe for an accident. _/4/02 ~~ Page 4 of .Here are some solution we should consider, but I don't know how well these would be ~. accepted by all parties--- Overall --- • Schools must do more to encourage carpool program and bus program. • Change school end times for all grades to be the same. It would minimize the parking needs along the streets in the afternoons. • Add adult crossing guards at the intersection of DeSanka and Knollwood, and perhaps DeSanka and Seagull. • Create safe drop off zones a block or two away from the school, so kids can walk the last bit. (Perhaps on Knollwood sidewalk area.) • Red zone the mailboxes that are near the entrances (like mine!) For Goleta Ave: • Move pedestrian gate on Goleta further east on property, so cars would park further down the street in front of school or park. This would be more convenient for park users too. Cars could park in front of school or the new Azule park area to access the school- no impact on residences. Very low cost. • Speed bumps or physical restrictors of some sort on S-curve section of Goleta (Due to the new park at the east end of Goleta, we should consider something similar there too.) • Re;>trict parking on Goleta during drop-off/pick-up hours for safety. Every neighbor of mine that: I've talked to would love to have this. • Repaint "No Parking Fire Lane" on the fire lane driveway for the school. • Trirn trees that block the "No Parking" signs by the school red zone. For DeSanka Ave.: • Adcl parking spaces at school to be up to code. Perhaps the bicycle area could be moved. and the parking lot extended back. This would have little impact to neighborhood aesthetics yet provide more parking. • Modify school lot to include turn-out for drop-off • Rec Zone the entire west-side ;residential side) of DeSanka to allow space to move in case emergency vehicles need to pass. It would also allow the residents to back out of their driveway: safely. I regret that this initial letter is so long, but I think it explains many of the problems and offers suggestions. For some unknown reason, it seems that the traffic situation is much worse this year than in previous school years. I would also like to mention that I've seen a Sheriffs deputy here at least once a week, since early January. I feel that are doing a fine job of patrolling. Also when I've spoken to Principal Randy Karel, she has always communicated to the parents and tried to address the problems. I feel she's taken many reasonable actions to improve traffic flow in the parking lot and along DeSanka Ave. These efforts have resulted in improvements, but not to an acceptable level. I feel we need to make physical alterations to the . streets/parking lot/school facilities for further improvements. I am not sure how you would like to proceed. Perhaps the Public Safety Commission could set- 3/4/02 ~ ~ Page 5 of 5 up some type of working group for the neighbors and school district. Perhaps the City Traffic .Engineer should review the situation to review the suggested solutions, and offer further ideas. In particular, my neighbors on Goleta are very interested in settirig parking restrictions. Perhaps that is something that could proceed without the school district. Please let me know how you would like to continue. And of course, the members of the Public Safety Commission are always welcome to meet with us one morning for coffee and observe our problems first hand. Thank you.for your time and consideration, Sincerely, Katie Alexander 12340 Galeta Ave. Saratoga, Ca 95070 katiela~alexander.org 257-6692 3/4/0'? ~ ~~ Paula Reeve From: Ann Sullivan ~ent: Wednesday, March O6, 2002 8:37 AM o; Paula Reeve; 'Brigitte Ballingall (E-mail)' Subject: FW: Traffic-Blue Hills School Paula, Brigitte: More info for you. Ann -----Original Message----- crom: Connie [mailto:connie@burdickpainting.com] Se rt: Monday, March 04, 20021:19 PM Tc: ci*_yhall@saratoga.ca.us Subject: Traffic-Blue Hills School Te: Brigitte Ballingall Chair of Public Safety Paula Reeve City ;4nalyst RE: Bluer..als School Traffic I wanted to send a note with my concerns about the increase in traffic during the :school hours at Blue Hills Elementary on DeSanka Ave in Saratoga. I live at 20170 Seagull Way between Goleta and DeSanka and the morning traffic has increased considerably. I know parents are dropping their children of at school but there must be a better way. I am not only oncerned with my situation, which is not being able to get out or come into ~y dr_veway during these peak times, but the safety of the children. In the past iew wec>_ks I have seen some safety issues that Z think need addressing. I am concerned about the young people walking to school and also the older folks who walk in the morning. I have noticed several cars that do not sto_n a~ the sLCp sigr. on Goleta and Seagull Way and young children are running dowr. toward the school and I am so afraid one of them is going to get hit. Other parenea in the neighborhood have concerns about even letting their ...niidrer. wa:.k to school because of the traffic issue. I am sure you have heard these concer.^.s before but I feel I should mentior. them again before S O.T,e One gEL;t Y1l:rt. 1 ~ !, Ux Paula Reeve From: Ann Sullivan Sent: Wednesday, March O6, 2002 834 AM To: Paula Reeve; 'Brigitte Ballingall (E-mail)' Subject: FW: Blue Hills Brigitte, Pauia -- More info for you Ann -----Original Message---•- From: Jeannie ApOStole [mailto:jeannie@best.com] Sent: Monday, March D4, 2002 11:24 AM To: cityhall@saratoga.ca.us Subject: Blue Hills Ta: Brigitte Ballingall and Paula Reeve Re: Blue Hills Traffic Safety From: Jeannie Apostole-Holden Address:20132 Knollwood Drive 253-3388 I am writing to address some of the issues regarding traffic safety at Blue Hills . Elementary. I live at the corner of DeSanka and Knollwood. I have witnessed many near accidents because children are running and biking everywhere when school starts and lets out. I believe with all my heart that regular sidewalks need to be implemented around schools for' safety. I saw one youngster actually get knocked by a car pulling out of parking. Had there been a sidewalk on both sides of Knollwood toward the exit of the subdivision(out toward Prospect and that way)...the child could have been riding on the sidewalk, which is where children SHOULD be riding. Furthermore, I believe there should be crossing guards. Children scatter everywhere and with more and more parents having to drive their children to school(in order to, protect them from the dangers of walking alone) and with more and more parents having to ~nrork in order to make ends meet, there is an increase in traffic......ANDtheve is an increase in frenzied parents having to hurry to work themselves. All of the policing in the world will not stop people from hurrying around. I am shocked at the schools here, anyway, not having crossing guards and a more child safe . enviornment. Crossing guards would not only help children know when and where to cross stgreets, 1 ~~ I but they would also help keep an eye out for "stranger dangers." I find that many parents run the stop sign at DeSanka and Knollwood. Again, I think a crossing guard would force them to pay attention, making it inconvenient for them to boogie through that stop. It is clear thiat people around the neighborhood will always have the irritation of the school traffic. However, it is sad that parents feel that it is ok to park in front of our driveways. Overall, perhaps we need to have more busses so that parents do not have to drive the kids. Somewhere, the price is paid.....would purchasing and maintaining busses be the answer? These are just some ideas. These problems will not diminish because this subdivision and many others have a new influx of young families. The numbers of children will most likely increase dramatically. Sincerely, Jeannie Apostole Jeannie ~4postole,EPRO,sRES,GRI,cRs Broker Associate USAA certifiecl,relocation certified International Pres.Elite, fop 2% nationwide 408) 253-3388 Direct Line (408) 252-0538 Fax Jeannie@best.c:om E-MAIL www.sil iconva Ileyhomes4sale.com `GRI=Graduate Realtors Institute `CRS=Certified Residential Specialist `SRES=Seniors Residential Specialist `EPRO=Certified "E" Professional z /~ , ~ ti Page 1 oI 3 Lorie Tinfow From: Brigitte Ballingall [brige26@hotmail.com] Sent: Monday, March 25, 2002 9:51 PM To: Katie@alexander.org Cc: evanbaker@aol.com; sbogosian@aol.com; bragg_bill@cupertino.kl2.ca.us; karel_randy@cupertino.k12.ca.us; mehaf@gedanken.com; Paula Reeve; Dave Anderson; Lorie Tinfow; jefferyiii@saratoga.ca.us; laura lorman@wvmccd.cc.ca.us; malcolm brodrick@westvalley.edu; keviri.skelly@saratogahigh.org; martin.nichols@saratogahigh.org; rmatthew@cuhsd.org; kermit.cuff@vta.org; sblaylock@altrans.net; cvankessel@altrans.net; jmeyers@aftrans.net; j.daigle@sacredheartsaratoga.org; hmckay@st-andrews.org; cmckay@st-andrews.org; mgardner@susd.k12.ca.us; deputyb@hotmail.com; jlmiles@garlic.com; ehsmed@aol.com; jones_dale@cupertino.k12.ca.us; dale_thurston@campbellusd.kl2.ca.us; smith toby@cupertino.kl2.ca.us; jnolen@cuhsd.org; nstreit@cpa-online.com; waltonsm ith@attbi.com Subject: Fwd: FW: Blue Hills Traffic --ATTN: Paula Reeve Dear Katie, Thank you for having this infonrtation forwarded to me. I would like to assure you that the PSC, Saratoga City Schools Traffic Task Force and the city managers office are very eager to meet with you as well as with all the other community members that we have received letters and emails on this and related issues involving Blue Hills school. I have only been involved with this process for the past four years but it has been my experience that both the school and the city would be eager to work togther to solve many of the safety and quality of life issues involving the problems related to school traffic. Lorie Tinfow, the assistant city manager is working now to coordinate schedules so that all involved parties including community members, school representatives, law enforcement and city representatives can come to the table and discuss the traffic and parking issues in your neighborhood. We will make sure that you !are contacted so you can be a part of this problem solving team. Please feel free to email me or call me at 408-867-1849 or 408-867-0277 to discuss some of the issues you have brought up prior to the meeting. I look fottivard to talking with you. Brigitte Ballingall Public Safety Commissioner, Saratoga City Schools Traffic Task Force >From: "Ann Sullivan" >Reply-To: >To: "Paula Reeve" , "Brigitte Ballingall \(E-mail\)" >Subject: FW: Blue Hills Traffic --ATTN: Paula Reeve >Date: Mon, 25 Mar 2002 09:11:47 -0800 >MIME-Version: 1.0 ?Received`. from [205.252.14.76] by hotmail.com (3.2) with ESMTP id MHotMaiIBE68A4E90006400438DFCDFC0E4C04D20; Mon, 25 Mar 2002 09:10:06 -0800 >Received: from citysecretary ([63.220.238.130])by ren-l.cais.net (8.11.1/8.11.1) with SMTP id g2PH9fN24337for ;Mon, 25 Mar 2002 12:09:41 -0500 (EST) >From asullivan@saratoga.ca.us Mon, 25 Mar 2002 09:11:08 -0$00 11---~ 3/25/02 Page 2 of 3 - >Message-ID: <80FCDFB640CEDS11BE2B00010285A39002118E@mis_xchng5.cos.nt> >X-Priority: 3 (Normal) >X-MSMaiI-Priority: Normal >X-Mailer: Microsoft Outlook CWS, Build 9.0.2416 (9.0.2911.0) >X-MimeOLE: Produced By Microsoft MimeOLE V6.00.2600.0000 >Importance: Normal >Paula: >FYI and I've forwarded this to Brigitte. >Ann >-----Original Message----- >From: Katie Alexander [mailto:katie@alexander.org] >Sent: Friday, Mazch 22, 2002 6:49 PM >To: cityhall@sazatoga.ca.us >Cc: Katie Alexander >Subject: Blue Hills Traffic --ATTN: Paula Reeve >Hi Paula, > I collected some background inforrnation on Blue Hills School that >Brigitte Ballingall and the Public Safety Commission might find helpful. >Could you please forward this to her and whoever else might be interested? >I plan to send to Evan Baker because I heard he is interested in unifying >Saratoga into 1 school district and this might be useful for that effort. >Thanks, Katie > >1)Attached to this e-mail is a map of the assigrunent area for Blue Hills >School, per Shirleen Carmichael, the student assignment analyst for the >Cupertino Union School District (CUSD). (I highlighted the boundary myself) >She says that there may be a few out of area students to accommodate >district staffs needs. Also Blue Hills is currently topped out in >enrollment (approximately 510 students). The northern boundary is Prospect >Ave., with a triangle of San Jose south of Hwy 85 added. The other >boundaries are the edges of the Saratoga, and Moreland School Districts. >Blue Hills School is #21 on the map. Christa McAuliffe School, a district >wide alternate program school, is #22 on the map. >2)Pleasc note that even though we are in the CUSD area, the vast majority of >the assignment area is in Sazatoga. And of Course Blue Hills is located in >Saratoga. >3)Each year the PTA publishes a student directory. I counted the number of >families listed as 356 families. Of those I only count 26 with non-Saratoga >addresses. I realize that there may be some human error in counting and the >address listings, but it is probably safe to say that over 90% of Blue Hills >families are Saratoga residents. >4)Traffic Flow: I would like to point out that the Blue Hills-Azule >neighborhood is somewhat isolated by the major streets, Hwy 85 and the RR >tracks. Many families who attend Blue Hills need to drive/carpool to the >school due to these physical bamers. There aze only 4 access points to 3/25/02 ~ ~ I~ Yage 3 of 3 >this neighborhood: Seagull Way at-Cox, Seagull Way at Sazatoga-Sunnyvale >Rd., Kirkmont at Saratoga-Sunnyvale Rd., and Covina Ct at Prospect. Also I >suspect that most traffic enters from Covina Ct-Prospect due to the layout >of the of the other neighborhood streets. >This data would suggest 2 conclusions. First, since Blue Hills is primarily >serving Saratoga residents, the PSC and the City should treat our situation >like any in the rest of Saratoga. Our affiliation with CUSD should not >hinder the City's efforts. (And I don't think it has so faz.) Second, due >to the physical barriers of our neighborhood, Blue Hills will probably have >less pedestrian traffic and more street traffic than similar schools in >Saratoga. Send and receive Hotmail on your mobile device: Click Here f~ i 3/25/02 ~~ I~ Page 1 of 1 Paula Reeve From: Ann Sullivan Sent: Thursday, February 28, 2002 8:44 AM To: Paula Reeve Cc: Lorie Tinfow Subject: FW: Blue Hills School traffic -----Original Message----- From: Snowyowl7@aol.com [mailto:5nowyowl7@aol.com] Sent: Wednesday, February 27, 2002 11:18 PM To: cityhall@saratoga.ca.us Subject: Blue Hills School traffic Brigitte Ballingall, Chair of Public Safety Commission clo Paula Reeve, City Analyst Dear Brigitte Ballingall, My a-mail concerns the traffic generated by Blue Hills School. In the time before and after school, DeSanka Ave in front of the school is clogged and we avoid it like the plague. I live at 12350 Goleta Ave which becomes a one way street from curve to curve before school and until about 5PM in the evening. In addition, the curve coming from Seagull to the park area, before the playground, blocks the view to the rest of Goleta. Driving on either street you find car doors opening in front of you with adults and children exiting the vechicle. Cars park in front of curb side mail boxes and everywhere and anywhere. The school district invited the neighbors to view a plan of the addition of the before and after facilities. At that time, we related parking was not provided for increased traffic. I understand there is not enough parking in the area designed. for the staff! I feel gas usual the neighbors were ignored and the unit was installed making a hazardous situation for both DeSanka and Goleta Ave. Was this plan reviewed by the City of Saratoga? Sincerely, Joan F. Greene Please bring this letter to the attention of the entire committee Thank You 3/4/02 ~ J ~~ Paula Reeve From: Ann Sullivan Sent: Friday, March 01, 2002 8:20 AM To: 'Brigitte Ballingall (E-mail)'; Paula Reeve Subject: FW: Blue Hills Elementary School Traffic, Go Pauia Reeve Brigitte, Paula: Info for you Ann -----original Message----- From: venturi@telocity.com [mailto:venturi@telocity.com) Sent: Thursday, February 28, 2002 5:59 PM To: cityhall@saratoga.ca.us Subject: B1ueHills Elementary Dear Brigitte Ballingall, School Traffic, c/o Paula Reeve c/o Paula Reeve This is in reference to Blue Hills Elementary School traffic issues. My name is Carol Wright. I live on Goleta Avenue and do parking lot parking lot with two other volunteers. This is my second year as a been told not to stop traffic on DeSanka in order to get cars out of to safety issues. I know both streets and will list for you the iss some possible solutions. Issues: i traffic in the school volunteer. We have the parking lot due ues that I see and Goleta 1) Cars speed at 40 mph around bend in front of my house. 2) Pedestrians and bicyclists must ride down street due to no sidewalk until A zule Par Street narrows close to bend. 3) Parents drop off children in the red zone located in front of the school. 9) Parents pull into the driveway for the school located at the YWCA day care. 5) Parents do U-turns all along this area. 6) Many children ride their bicycles in the street and the children sometimes stay in the street wal):ing until they get to the back fence of the school. 7) Many of the parents dropping off disregard the pedestrians and bicyclists. e) Parents park across street and let their children cross the street without them, sometimes apt the bend located in front of the Popovich's house where there is a blind curve. 9) Parents park in the local residents driveways and in front of mailboxes (th is prevents delivery of mail by the post office). Suggestions: i) Bumps in the c) Red striping pulling in and 3) Bike lane on pedestrians. 9) Crosswalk on S) Red striping red zone in front pitting b one side Goleta. in front DeSanka/Knollwood to discourage parking. of the driveway entering icyclists or pedestrians. of the road (preferably of mailboxes. the school to discourage parents from on the school side) for bikes or ?) One street to enter school parking lot connects two different housing areas. 2) Ability to enter or exit parking lot .difficult when traffic backs up from Knollwood t~ the school parking lot. Cars do not let those making left turns out of parking lot into the traffic especially when they are trying to enter to drop off children. 3) The largest problem is the number of vehicles handled in the 15 minute period before school sometimes exceeds 250 cars. There are some carpools but there are a lot of single passenger vehicles. Traffic is two to three times as bad when it rains. ~~15 9) Parent_ dropping off park in neighbors drivew?ys (sometimes stealing fruit off their trees) or block driveways and mailboxes. " 5) Today parents drop off and leave for work or they just don't let their children walk or ride their bikes to school due to safety issues. ' 6) Crosswalk on Knollwood is not safe without a crossing guard. 7) Crossirg Seagull is also unsafe unless with adults. A lotof the drivers don't pay attention to the pedestrians or bicyclists. 8) Pedestrians crossing school parking lot driveway during drop off. (They take their life into their own hands.) This also delays cars entering or exiting. 9) Parents will drop off their children in the middle of the parking lot as well as in front o` the parked cars and walk between cars in the drop off zone or down the driveway whey. the cars are moving. Where to drop off children on crutches is a difficult problem as they usually need help exiting cars. Backpacks in trunks are a problem when parents get ou*_ of their cars and block drop off traffic. 1C)Pickup on DeSanka closes down the street every afternoon, especially on Tuesdays when all children get out at the same time. Suggestions: Stop sign on Knollwood at DeSanka. This is for the safety of bicylists and aedestrians. This would also help the traffic exiting off of DeSanka onto Knollwood. 2) If you do not put in a stop sign please provide crossing guards first at Knollwood, second at Seagull. 3) Pair.t all driveways red, especially the one at the corner of Seagull and DeSanka since this owner uses this driveway to access his cars. (People park in front of his gate.) 9) Possibly right turn only out of parking lot to discourage long wait for left turn. (Maybe only during drop off in the morning.) I'm very concerned about the traffic problems on both Goleta and Seagull as I've seen too many hear misses of children being hit. The parents become desperate to drop off their children on time and frequently leave their houses late. Some will peal out of and through the parking lot at 35 mph or greater. When .they are in a bad mood it is even worse. Rain compounds all traffic problems. Children are dropped off that are still eating their breakfasts: I've even had to tie kindergarten shoelaces that "siblings" have not tied. I've seen cars almost hit my daughter when she rides her bike to school. Many speeders go down Goleta and cause a big safety issue. They have,come close to hitting both pedes~_rians and bicyclists as well as cars. If even one or two of the issues are addressee it would make for a safer drop off and pick up of our children. Si;,cerel}~, carol P.. G:.-fight 12293 Goleta Ave. Saratoga, CA 95070 (908) 393-1.365 cc~~ Wricht Z ~.1t~ Date: February 28, 2002 To: Brigitte Ballingall Chair of Public Safety Commission c/o Paula Reeve, City Analyst City of Sazatoga 13777 Fruitvale Ave. Saratoga, CA 95070 From: Subject: William Estes 12301 DeSanka Avenue Saratoga, CA95070 e-mail: bemina.uscsw.com Traffic Problems at Blue Hills School -Public Safety Commission c/o Paula Reeve Dear Brigitte Ballingall: The draft of the memo to follow, was written before I received a copy of the fine memo to you, dated February 25, from Katie Alexander. Now, I am modifying my memo to you to serve as a supplement to Katie's excellent presentation. The problems she cites so well confront the City, and particulazly, the residents and drivers who use Df:Sanka Avenue and Goleta Avenue which front and side the school. I had divided the problems into three categories: Risk of Personal Injury or Death Risk of Property Damage Existing Every School Day Inconveniences to Residents and Drivers Now, Katie has added a fourth category of equal importance: Risk of Blockage to Emergency Vehicles. Let me elaborate on that one: Do we as a society really want to continue to trust to luck that no major fires, collisions, strokes, or other emergencies will occur in this jammed traffic which will block fire vehicles, police, doctors and other emergency personnel? I submit that we have been and are living on borrowed time. This traffic situation is a serious accident waiting to happen. Now, to my memo which I drafted eazlier: It is now time to correct a longstanding problem before a serious accident, or even a death, occurs in a very crowded car and pedestrian traffic situation. 1 speak mainly of the curved block on DeSanka which fronts the school. The situation on Goleta may be similar. On DeSanka, parallel parking is permitted on both sides, and two way traffic is permitted in between. It is not uncommon to find four SiJV's side by side across the ~~ (~ • street. Picture, if you will, young grade school children with or without their adult guides, trying to weave across this traffic to get to cazs pazked on the-west side, across from the school.. The problem has these three aspects: (besides the Blockage of Emergency Vehicles cited above) Risk of Personal Injury or Death: To the small children who rush across the traffic to their-cazs: To the adults who accompany the children. To the residents who live on DeSanka and neazby streets who have to "creep" with feaz as they try to drive into or out of their driveways. Risk of Property Damage: To the numerous cazs (many large SLJV's and Minivans) which thread their way in both directions, the potential for collisions is great, especially since some travel too fast. To the driveways and curbside plantings of residents. Existing Every School Day Inconveniences to Residents: Blocked driveways can make residents feel like prisoners in their own . homes. Blocked mail boxes can prevent or delay mail delivery. Numerous turnazounds aze made in residentdriveways. This can damage or maz driveways. Resident, school and non-school traffic are blocked from passing through DeSanka . (See Katie's comment on her Pg. 1 of the important role that DeSanka now plays to connect neighborhoods north and south of the school.) These aggravations can arouse residents to the point of causing confrontations between residents and drivers. Although I agree with some of Katie's suggested solutions, you can see that I have emphasized the risks here, even more strongly than Katie. Effective action by our community is long overdue. Please take full advantage of the attention which is now being placed on this problem and create a real solution where past efforts have failed. • Thank You, p,~ cc: Katie Alexander and Jim Schindler A-l~ Paula Reeve From: Ann Sullivan Sent: Tuesday, February 26, 2002 1:46 PM To: Paula Reeve Subject: FW: New Traffic Safety Issues on Forrest Hilis Drive (Aloha Avenue -----Original Message----- From: Ann Sullivan [mailto:asullivan@saratoga.ca.us] Sent: Tuesday, February 26, 2002 1;45 PM To: 'Jacobs, Janis' Subject: RE: New Traffic Safety Issues on Forrest Hills prive /Aloha Avenue Hello Janis: Thank you for your email concern. I will forward this on to Public Safety Analyst Paula Reeve. You will be hearing from Paula shortly. In the meantime, if you have any other questions or concerns, please do not hesitate to write via this email address or my direct line 908-868-1216. Thank you. Ann Sullivan Secretary to City Manager -----Original Message----- From: Jacobs, Janis [mailto: Janis. Jacobs@pahv.xerox.com) Sent: Tuesday, February 26, 2002 1:29 PM To: '-cityhall@saratoga.ca.us' Cc: 'jacobs82@attbi.com' Subject: FW: New Traffic Safety Issues on Forrest Hills Drive /Aloha Avenue Dear Saratoga Traffic Department, I am forwaz-ding the letter below which I sent in September and perhaps went to the wrong address as I never heard back. In addition, I also have not actively pursued the issue until. now but the issues continue and I remain concernetl «bout the safety danger posed to walkers and drivers in the "cul-de-sac of Forrest Hills Dirve/Aloha Avenue. ~ am forwardinc this email in hopes that it will reach the individuals responsible for evaluating traffic flow/safety situations and determining the corrective .actions. I am also hoping the outcome will result in a revised traffic flow implementation at Saratoga Elementary that advises parents that Forrest Hills is not an approved or supervised drop-off and/or pick-up location. i realize you will need to evaluate the situation and make your suggestions that support both safety and access. i appreciate your review and look forwardto hearing back from you in the near future. Best Regards, Janis Jacobs //// ~~~ //.~ F_ ~~ ` j14651 Aloha Avenue,JSaratoga, CA 95070 ~ Zi /'jt .^%C. Home: Email: Jacob~B2@attbi.com <mailto:jacobs82@at~ISi,com~/ ~~ ~~ ~ Tel: 908-741-0633 ~ - Work: Email: Janis.Jacobs@paho.xerQx.com--- <mailto:jahis.Jacobs@pahv.xerox.com>, Tel: 650-813-7443 ~~~ `~ -----___ Paula Reeve From: Sent: To: Subject: Brigitte, Paula: ~xxxxx FYI Ann Ann Sullivan Wednesday, March 06, 2002 8:29 AM 'Brigitte Ballingall (E-mail)'; Paula Reeve FW: Tragic at Blue Hills school -----Original Message----- ~~ ...._._ From: Patricia Sweeney (mail'totbigsis28@hotmail.comj Sent: Monday, March 04, 2002 6:17 PM To: cityhall@saratoga.ca.us Subject: Traffic at Blue Hills school Dear Ms. Ballingall, my name is Patricia Sweeney and I live at 200018 KnollwoodDr.~in the cul-de-sac behind Blue Hills school. In the~past I have phoned my complaints about careless driving and congestion to the school and hoped that somehow the parents would heed the rules of the principal, if not the rules of the road, but the problems still exist. I choose my route to and from the stores and my childrens schools depending on the time of day or whether there's a school vacation. Zf you have ever tried to navigate through the traffic on De Sanka to get onto Seagull in order to carry on with your daily business you would know how frustrating it is. Add to this harried parents who are also in a hurry to pick up ch_ldren for appointments etc., and a lack of adequate parking and you have a recipe for carelessness and danger as they find ANY place to stop and retrieve children. This includes the dangerous practice of actually parking ON the crosswalk on Knollwood which makes it difficult for anyone coming dowr, Knollwood to see if children are crossing. There also seems to be two blind spots on Knollwood in the eyes of some parents; they don't see anystop sign on De Sanka& Knollwood and, if there is a cursory stop on their part, _t hey fail to look right and Z have lost count of the near misses I have had while legally driving down my own street, and the second blind spot is on Kirkmort & Knollwood where they again do not look right and I've had as many near misses there too, despite the fact that there is yet another crosswalk there.It's not. just the parents, though. My last phone call was to inform the principal that I had almost collided with a child on a bike. He had started riding his bike on the sidewalk, and flew right into the crosswalk while I was driving. Luckily, I saw a blur of movement and ' screeched to a halt missing him by inches. They perhaps misunderstand how crosswalks work and assume that they have the right of way without pausing at the edge and making sure its safe. I am not unsympathetic to the plight o£ the parents as 1 have similar problems when I go to pick up my own children at Mitty and at Miller, both in neighborhoods one with a lot of construction going on at the moment. Perhaps I am more considerate because I know what its like to live beside a school and perhaps parents who do not have that insight need to be told what the proper etiquette is. Maybe as well as enforcement by existing laws, part of the back-to-school night could include reinforcement of what the law is and an awareness of what good manners are in the neighborhood and stress that we are ALL concerned for the safety of their/our children; those who live here and those who visit. Thank you for your time. I understand that it is a difficult problem for both the parents and the residents. However, the parents will graduate to other areas while we will have this for our lifetime.Yours sincerelt, Tricia ~weeney. 1 ~~ vv Car Accidents near Blue HiI1s School • Compiled by Jackie Wescoat 21 May 1999 These aze based on interviews ofa few long time residems that we know have had accidents on their property. It is not a complete list by a~ means. All accidents have occurred within a block or so of Blue Hills Elementary School 20165 Seagull • .Car came down Goleta Ave. from Cox and went into their driveway sideways. It knocked down their peach tree. The car was damaged so that the driver could not get out of caz. Car came down Seagull from Cox and wed i~o their circular driveway. It somehow missed the car parked in the driveway, but weal out across the street and hit the curb. A V W went into the yard and just missed hitting the bedroom The driver backed into the street, hit he curb, and flipped the caz over. Caz was still running. Another car of .people arrived. and turned the car over, then all drove ofl; 20140 Seagull • Car coming down Seagull from Cox lost control It went through the driveway and across the yard, knocking down a tree, ruined the landscaping, and sprinklers, The caz hit the side of the bedroom. . • Caz going fast hit a tree. Car was totaled. Driver could not get out of the car until Police arrived with equipment. Bomber House -corner of Seagull and De Sanka Car knocked down a tree on Seagull side of house. 12365 Goleta Ave Car came down Goleta from Cox The driver lost control and hit he truck parked in frotrt of the house. Car went under truck and peeled hood back to the windshield. Car was totaled. Corner of Knollwood and De Sanka • Caz driving down De Sanka lost control and went into house with such force that the baby's room was destroyed. Luckily no one was in the bedroom 12350 Goleta (house on double curve) • Twice cars have come over the curve from Sunnyvale Saratoga Road and Seagull into the first driveway and took up the lawn. . Corner of Seagull and Ted • Two motorcycles coming down Ted and a car coming down Seagull collided. One motorcyclist died and the outer broke his back. ~ ,til 20150 Seagull • Car went into driveway and knocked down mailbox and went into tbeir bushes. • Car came from Sunnyvale-Sazatoga Rd., went over the curb and hit the 'city tree'. It went up the tree, was offthe ground balanced on the tree. The driver was able to get out, but fell from the tree. 20151 Seagull • Car coming from Sunnyvale-Saratoga Rd. went over the curb, hit tree and totaled the caz. 12301 De Sanka • A caz from Knollwood lost control went over the curb and into their yazd. It took down a tree and lots of foliage. • A brand new car, pazked in front of their home, was hit and driver and caz left the scene. The new caz had been smacked in the back with enough-force to crumple rear and break rear window. Car -pedestrian neaz accident at the stop sign of Goleta and Seagull (Cox side) • A caz coming from Saratoga-Sunnyvale Rd, on Seagull stopped but could not see people crossing the street after he started. The sun caused a complete blind spot at this location. (I have noticed this myself.) The pedestrians were able to move out of the way and make noise to stop the driver. ~~v Paula Reeve - From: Ann Sullivan Sent: Thursday, March 07, 2002 8:13 AM To: Paula Reeve; 'Brigitte Ballingall (E-mail)' Subject: FW: Concems About Safety at Blue Hills School ----=Original Message----- Erom: Jim Schindler [mailto:jimschin@pacbell.net] Sent: Wednesday, March 06, 2002 ].2:00 PM To: cityhall@Saratoga.ca.us; bridge26@hotmail.com; Paula Reeve Cc: 'jimschin@pacbell.net' Subject: Concerns About Safety at Blue Hills School To: Brigitte Ballingall, Chair of Public Safety Commission Paula Reeve, City Analyst 13777 Fruitvale Ave Saratoga, CA 97070 i am EXTREMELY concerned about the safety of our children at Blue Hills Elementary School and the associated YMCA Day Care Center on Goleta Avenue. The traffic in the morning around 7:45 A.M. and in the afternoon between 2:00 P.M. and 3:00 P.M. is very dangerous with drivers ignoring 'NO PARKING' signs, curbs painted red, and 'passenger loading and unloading only' signs. It is almost impossible, for example, to use De Sanka or Goleta as a normal 'street' during common drop-off or pick-up times. Failure to address the traffic and congestion problems will result (I fear!) ir. a child cr adult being seriously injured by a vehicle as they dart ir. and out of parked/grid locked cars getting to and from the school/day care center. Several cf the problems that need to be addressed are: 1. School policy: When the 'Day Care'center was put in we were 'assured' by the Cupertino School District Yvette Del Prado that it wou1:9 ALWAYS be the policy of Blue Hills School and of the Cupertino School District that children were to be dropped off in front of the school and to be walked to the Day Care Center. Th_s doE~s NOT appear to be the case OR if it is it is NOT enforced! SOLUTION7: Create, communicate, and enforce the Policy! 2-. There is NOT enough parking at Blue Hills School for the teachers, aaministrators, aides, and Day Care people. The lack of parking is a major contributing factor to the traffic congestion on both Goleta Avenue ar.d De Sanka. SOLUTION: Enlarge the parking lot making more parking spaces AND making a 'double wide' pick-up/drop off zone. 3. The Cupertino School District has NO accountability to the neighbors in,the vicinity of Blue Hills School or the Day Care Center. They ignore the pleas and requests of the neighbors to ease the traffic 1 A -Z3 congestion problem. SOLUTION: The Cupertino School District to stay in touch with the community! They need to have regular meetings (perhaps quarterly?) with each of the neighborhoods in the vicinity of each of the schools in their district. Let me know if you have any questions or need further information. Best regards, Jim Schindler 12302 Goleta Court Saratoga, CA 95070 Voice: (9081 496-4481 Email: jimschin@pacbell.net 2 v~ a~ v ,~ ~ I/ U!7~+ ~.l C~i A ~ ~~=ir_~„a.i ~2L~ yfZet~. ~t~J .G~c.-La.. 9~- ~`~.J ~/,.L~/ -C'!L`-~J~e~-ec7,.~ ~~e~/ . ~~~:-,~. ..Gch~a-,/ -~/~c~y. F_!"ntc~i C+-rc~ `J'r" -c~,7,L C /.~~.v ~J~il'~e.-~ •-~Z~-z/ .62-C,Z.C-7~-~. /"- ~ ~ ~ ; ~~~~ ~ -2~ February 26, 2002 Brigette Ballingall, Chair of Public Safety Commission c!o Pauia Reeve, City Analyst . . ~'- ~ruitvaie Avenue ~aratUaa, Ca. X5074 ..~. -ra`fc croblems. Blue Hills School nave resided adjacent to Blue Hills School since its construc:~o~. Tear°:; has :o~?stantly been a problem. ~~nmari?y, they block my driveway when they drop aff pr pick ~~. , h;ptr ~"^ ~!~"erg .hey constantly use tl?? driveway as a turnino spot anu z= ~ ng~'c a ,:.rca;ar driveway, many times they just drive through it. Thev pay-;. in nay :.rweway and leave their cars there while they escort their cnildre; to the n,-~ s_~:oci. On one occasion a parent parked behind my car in the drveway, wit`, ~r ~ t":= motcr running and another child in the car. Needless to say i l::.tured ^.e' or her reiurn, not SO much for parking but for leaving her mot^~ running ~I~~ arc z.^. ur.~attended child in the car. l~:ct only do I have a problem on Goleta, but if I have to depart fen some reason at school closing time, I cannot exit from voleta onto Seagul i Way ` because cars are lined up waiting to turn onto Desanka and enter the school ~,a; ,..,nq lot They have utter disregard for others at this time. Not only that ~:i; they park in the street awaiting their Children eitiler t6 drUC'~ tl'iam Gff Gr 'c ~?Ck. them..up blocking the Street so that no.one can Nas; in ei`he1 d;r«*1nn. ,'_ ^a=_ been brought to the attention pf OUr nUhjir Sa'er~~ po0' to `'Ut they may have a patrol car there for a day or so after a r_omplaint but then they seem to disappear. A solution to the problem possibly is a staggered class ttme, or school cusses. If this is impossible r7aybe we Can have better control by our local aclice acrd the issuance pf citations which will ca; for a substantial fine a^,~ Lhese individuals may have to learn the hard way tc give some coraideration to those who live next to the school. After ail, t was a resident in m home long before the school was constructed. ~~~~~ ,,~an~1.Popo cn i %335 Goleta Avenue aratoga, Ca. 95070 tel: 4G8-252-3866 l~ -2~ ~chw,avt~ B MEMORANDUM Date: April 19, 2002 To: Lorie Tinfow, City of Saratoga From: D. Sohrab F.ashid, P.E., Fehr & Peers Associates, Inc. Subject: Blue Hills School Traffic Issues and luitial Recommendations ~ozs-aac-z This memorandum summarizes my observations conducted at Blue Hills Elementary School in Saratoga on Apri12, 2002 between 1:15 pm and 2:00 pm. Observations are presented followed by some preliminary recommendations to improve circulation. Site Location and Access Blue Hills School is located on DeSanka Avenue north of Seagull Way in the City of Saratoga. The intersection of Seagull Way is controlled by stop signs on all four approaches. Access to the school from major streets includes the following: • From Prospect to the north via Covina Court, Merida Drive, Kirkbrook Drive, Knollwood Drive, • From Saratoga-Sunnyvale Road to the west via Kirkmont Drive, Kirkbrook Drive, Knollwood Drive, • From Saratoga-Sunnyvale Road to the west via Seagull Way • From Cox Avenue to the south via Seagull Way Students can be picked up or dropped off in the designated on-site passenger loading area located in the on-site parking lot (on DeSanka Avenue) or on DeSanka Avenue itself along the east curb, which is painted white between Knollwood Drive and just north of the parking lot exit driveway. School staff have posted signs in the landscaping strip along DeSanka that indicate "Passenger Loading 7:30 am to 8:30 am". Signage does not indicate any restrictions for the afternoon dismissal period. Pedestrian access is also provided on Goleta Avenue along the south side of the school. Accordingly vehicles can park on the north side of Goleta Avenue to allow students to ~~~ . load/unload; however, the curb is painted red for approximately 150 feet from the pedestrian gate to the east. No other pedestrian access is provided to the campus. Observation of Afternoon Pick-up Activities The afternoon.period was observed because vehicle activities at this time are typically more congested. More drivers park their vehicles to wait for dismissed students and students arrive at their vehicles randomly. Tuesday Apri12 was selected because of the combined dismissal time at 1:30 pm illustrated worst-case conditions. At 1:25 pm prior to the 1:30 dismissal bell, the white curb on the east side of DeSanka was almost entirely occupied by parked cars with no drivers in attendance. At the loading zone in the parking lot, approximately 10 vehicles were pazked and most drivers were standing by or sitting in their vehicles. No congestion was evident at this time or for the next ten minutes. By 1:35 pm, a short queue of between two and three cars formed on southbound DeSanka Avenue as they waited to enter the parking lot at the southern driveway. The queue in the lot extended back to the street and a queue of about four or five cazs turning right into the site had formed on northbound DeSanka Avenue between the driveway and Seagull Way. These queues and the parked cars on DeSanka essentially shut the street down and required through vehicles to pass queued cars and "snake" their way through. Operations with the on-site parking lot appeared to be generally acceptable as circulating vehicles used the bypass lane next to the loading lane to exit the site. The random arrival of students over the 10 to 15 minutes after the bell rang did not make for an efficient use of the loading lane. Cars exited randomly and the queue back to DeSanka moved forward intermittently. In addition, only one adult volunteer was observed directing vehicles and supervising loading activities. Over the next several minutes, the queues on northbound DeSanka extended back to Seagull Way and in both directions on Seagull Way. This caused a substantial safety problem by blocking the Seagull Way approaches and the southbound DeSanka approach. Given the street width and on-street parking, through vehicles on Seagull Way passed the stopped vehicles illegally and traveled on the wrong side of the street through the intersection. In some cases, vehicles were "trapped" and delayed for a minute or more until the queue moved forwazd. Extended delays can increase driver frustration (exhibited in this case by car horns) and can compromise the safety of students and their families walking and biking near this intersection. This congestion continued at varying levels for approximately 10 minutes until 1:45 pm when all of the queues dissipated. During the same 10-minute period on Goleta Avenue, no substantial congestion was observed. Approximately eight (8) vehicles pazked on the north side of the street to wait for students. One vehicle was observed parking in the red zone for an extended period while the driver waited for a student. However, vehicles were also parked on the south side of the street, which is also painted red from the curve to the west to Goleta Court. ~-Z This is not a desirable condition because it forces students with or without parents to . cross the street and conflict with vehicles. All drop-off/pick-up activities should preclude conflicts wherever possible to maximize safety. The overall assessment of traffic operations at Blue Hills School is that the existing facilities are being used inefficiently. Key issues include the relatively slow movement of students from their classrooms to their vehicles, unoccupied vehicles at the white curb on DeSanka after dismissal, vehicles turning against one another on DeSanka and competing for space, and the limited use of Goleta Avenue as a viable curbside loading/unloading location. Normally, increased congestion around a school fora 10- to 15-minute period is not considered a major problem; however, the gridlock at the DeSanka Avenue/Seagull Way intersection is a primary safety concern for both school- related and non-school-related traffic, and more importantly pedestrian and bicyclist Preliminary Recommended Changes to Improve Circulation: • Encourage students and parents to meet as rapidly as possible to depart the site. • Post additional or modified signs at the white curb on DeSanka permitting drop-off/pick-up activities only (i.e., no parking and leaving your vehicle) between 1:30 pm and 3:00 pm. • Provide additional volunteers to direct traffic by waving drivers forward and assisting with student loading activities in the parking lot, at the white curb on DeSanka Avenue, and on Goleta Avenue • Prohibit left-turns into the parking lot from DeSanka during peak periods • Reduce/remove the red curb on the north side of Goleta Avenue loading area by near the pedestrian gate • Encourage the use of Goleta Avenue as an alternative to DeSanka Avenue • Assign certain grade levels to be picked up at either DeSanka or Goleta if necessary to better distribute vehicle demand • Request increased and periodic directed enforcement by Sheriff s Department to cite illegal parking in red zones and illegal U-turns, as well as to warn parents of crossing hazards • Provide maps to parents showing preferred circulation routes to school (north on DeSanka and west on Goleta only) • Reinforce to parents that circulation changes are designed to enhance safety for the students and drivers and not to inconvenience or burden parents Saratoga Elementary School on Oak Street near the Village has successfully implemented a peak period turn restriction into their small parking lot and uses radios to increase the efficiency of pick-up activities. That campus has only one main loading area. Blue Hills has two options with DeSanka and Goleta. Provision of a new loop road in front of the main entrance to the school has been suggested as a means to increase the available loading area. The existing white curb can serve more vehicles than a new loop road and also limits potential conflicts between t~ -3 vehicles and pedestrians and bicyclists. If additional off-street pazking is ultimately needed, then a new lot could be considered for the area in front of the main entrance. However, this lot should be designated for staff members only to minimize the number of vehicles moving in and out during the peak drop-off/pick-up periods. Please call me to discuss these findings or if you have any questions. I am looking forwazd to meeting with interested individuals next week and discussing potential solutions. L__J ~-4 4 ~adu~~"~ POTENTIAL IMPROVEMENTS AT BLUE HILLS SCHOOL ' (June 27, 2002) Phase INear-Term Improvements (see Figure 1) 1. Install permanent signs on east side of DeSanka along. existing white curb prohibiting parking from 7:30 AM to 8:30 AM and from 1:30 PM to 3:00 PM. 2. Install signs on west side of DeSanka (residential side) prohibiting parking during peak periods (will require neighborhood input). 3. Install decomposed granite or other solid material to provide all-weather surface for passenger loading. 4. Prohibit left-turns into the pazking lot from DeSanka during peak periods (see Item 1). 5. Install "Do Not Block Driveway" sign at exit driveway and "KEEP CLEAR" pavement legend for northbound traffic on DeSanka as required. 6. Remove 125 feet of existing red curb on north side of Goleta near gate and paint curb white for 250 feet from end of narrow driveway to the east. 7. Install signs on new white curb on Goleta prohibiting parking during peak periods (see Item 1) -Parking (i.e., where the driver leaves the vehicle) would be prohibited within 15 feet of fire hydrant at all times. 8. Install "No Stopping" signs and paint curb red on south side of Goleta Avenue for at least 175 feet west of Goleta Court. 9. Notify parents via a map and on the website of the circulation changes and the available drop-off/pick-up locations. 10. increase volunteer presence to expedite drop-off/pick-up efficiency. 11. During implementation, cite drivers making illegal U-turns, pazking illegally, blocking driveways, etc.. on all streets azound school Phase II Improvements Relocate school fence on Goleta to allow for existing path/sidewalk (5-foot minimum), landscaped barrier plus side clearance (2-foot clearance minimum), and exclusive two- way bicycle path (8-foot minimum), side clearance to fence (2-foot minimum). The exclusive path will encourage bicycling using SR 85 overpass and better separate bicyclists and pedestrians. Implementation should be timed with Goleta Park improvements (see Figure 1 for location and cross-section). Phase TII Improvements 1. Construct a new on-site drop-off/pick-up lane along front of school north of existing parking lot (see Option A figure). 2. Construct a new on-site drop-off/pick-up lane azound existing parking lot and extend along front of school. Parking lot access would be restricted to existing north driveway (see Option B figure). 3. Extend existing parking lot and drop-off/pick-up lane onto campus to the east. This would require relocation of two portables, the mechanical equipment building, the bicycle corral and one basketball court (see Option C figure). ~~' w ez~ ~ 0 a d U N ~ ~ /+ L ~9 ~, ,~ Cj 'E d / ~ ory s cV a0 c~ E•c Z tJ ..s •'~ iva 3 ` ~ "~ ~ E w cn O 'min ~ C~ 0 U W J a ~ ~ ~ , O ~ ~ o ~ ~(~~( _ 2 ~ ~ c ~ ~ mN QN rcN L/ W (n J 30 o O ~ U i ~ rn ~z U ~ J ^~ JI I 1¢J Fp S. ~ Q ]C ~2 S W w= io a o ~w m ac otwi o~ ~ o m a.. ~ Q ~E y~ o ~ n w ~ ty y~ r U S x m (x~ 8 ~ ~ Z w~. ~~ W Q Y ZU m C C o ~.;{ J J 4 F N z~ z~ oa a ? a Q ww °5 a ~m a ~ s ~ ~ ~ Z c ~ E ~ ° Eg Q Q - W J 1 I MI 1 1 I ~ W ~a~ O N n ~\ ~ ~Q ~\ Q ~ o r r I ~ ~~~ ~ LLZ o ~~ ~ Ua Y i ~ N G ~ ~/ R (3 Z p Y p0 T Q dQ ~ ~ E Z~n / ~ ~ ' Il # g 1 ao Inc ~ C--~ A .8 R 3 ? % a 1 ~ C-3 o ~~4 l_ J O C'r7 ~a~~k~ • June 13, 2002 RE: Meeting to Discuss Traffic in and around Blue Hills School Dear Blue Hills School neighbor, • Residents of Goleta, DeSanka, Seagull and Knollwood recently contacted the City of Saratoga about traffic issues related to drop off and pick up of Blue Hills School students. They raised a number of safety and traffic flow concerns. City and school officials met several times to determine how the issues could be resolved. We are now ready to share our ideas for improvement with those who raised the issues and want to include PTA members and residents of the larger area as well. A meeting to bring everyone together and collect input is scheduled for 7:00 pm on Thursday, June 27, 2002 at the Adult Care Center, 19655 Allendale, Saratoga. Please join us! Thanks. Sincerely, Lorie Tinfow Assistant City Manager V r To: tarter@pacbell.net; katie@alexander.org; Connie@burdickpainting.com; Jeannie@best.com;~ bigsis@hotmail.com; jimschin@pacbell.net; snowyowl7@aol.com; Venturi@telocity.com; beml@uscsw.com Cc: Sohrab Rashid (E-mail); Brigitte Ballingall (E-mail); Jim Schindler (E-mail); Isabel Tennebaum (E-mail); Tom Edel (E-mail); Fran Andresen (E-mail); Mitch Kane (E-mail); Paula Reeve; Dave Anderson (E-mail); Nick Streit (E-mail); Ann Waltonsmith (E-mail); Randy Karel (E-mail); Rick Hausman (E-mail); Toby Smith (E-mail); Karen Seroff (E-mail) Subject: Blue Hills School Traffic Meeting: June 27 at 7:00 pm Hi all, The long-awaited response to your emails and letters about traffic in and around Blue Hills School is finally ready. As you know, City and School officials have been meeting to come up with some ideas to respond to the safety and traffic flow concerns that you raised. We have identified changes that can be made right away (launched at the beginning of the new school year) and others that will take more time and money. We want to share all the ideas with you and get your input. We hope you can attend a meeting on Thursday, June 27 at 7:00 pm at the Adult Care Centex, 19655 Allendale, Saratoga (located in the City Hall Civic Center). We have also invited the PTA, parents of students who attend Blue Hills, and others who live in your area to the meeting Attached is a copy of the letter that has been sent out to the area roughly bounded by Cox, Sunnyvale-Saratoga and Highway 85. Please let me know if you have questions. In addition to email, you can reach me by phone at 868-1215. Thanks. Lorie cc by mail: J. Wescoat M. Popavich Public Safety Commissioner Ronny Santana • ~~I • • ° o,. ~ w on w Z W K p0 a0 > Q ~ ~ri 1 a ¢ Z O p R' 2 U~ 2.- ~ 7 N N' ¢ U' 2 ~Q W J U Z K ~ t Z ~ O R' ~ 7 ~ Zp Qq p V 2~ Y U p .~M p r0 t~ o > z wm n y~~a o it u a J a o J m W ~° i a G Fo - r o~a~ Z NM U y~0 I v OSO W ( j o F nd N O N ZI+~ 1 N a ~E N ~ 2 ~~ O n O O 2 n J~ m ~~ H O ZO Z KQ K O J LLO F ~ nGj N ~£ a U NW ~~ d'N >y oW YW Zd] J O~ 6~ YN m ~O zi JN ~~ Z~ J N J Z ~o m z~ ~U WW C ~3 S~ K2 l l ~ l T ~' o n~ubsaQ ~ ~~ r ~ O g ~ o Y ~ ~ ~ N ~, a ~z z "c> a Eo oyz ao 00 :~ rc~0 ~M~ Z V Z N' 4 o rc E N ~r^r~ <° ~o- ~~o ~~~< ~c.< z u u, ~ o~ ?o oM _. i W a U~ W' D ~Q ~o ZU M! KN a~ .~ o FO n K ~w og m¢ ~LL V4 O F~ K Z ~~ ZLL N ~ E r ~ 0 ~ 00 ~~ri z ro n ' E ~^ J O~ ~o` Nno a C< =1~1 ~)1 / N N z n i o~ ~ ion ~ n n i9~ 0 n o j ^ z~i ~ ,., a ~ ~ ~~ L I K 1' ~O mW ~ N 7 Z U V. / w N rcV Z n ~2^ z oa` JO Q N J O m Z~¢ m y 3W a o~W y UO o t' z~ J UO ~_ J J_ = W U~ ~ J /m O V ~~ Ow F- W wp a~ ~_~ z ~ Q W ~ ~ ~~ H W ~ Z J ~ Q wz ~w ~O Ua c y 7 ~ C ~ g c LL ~ . 4 ~-I ~~' RESOLUT?ONN0.02-_ J~~%~~~"~' ~" "" "' A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING THE CAPITAL IMPROVEMENT PROGRAM BUDGET AND THE 2002-03 BUDGET FOR AN APPROPRIATION OF FUND5 FOR IMPLEMENTATION OF THE BLUE HILLS SCHOOL TRAFFIC IMPROVEMENT PLAN WHEREAS, the neighbors of Blue Hills School contacted the City of Saratoga with concerns about traffic and pedestrian safety associate with drop off and pick up of school children; WHEREAS, the City of Saratoga has set aside in the Capital Improvement Program $50,000 per year for five years starting in 2001-02 for school traffic safety improvements; WHEREAS, the City of Saratoga wishes to accept the Public Safety Commission's recommendation; NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows: To allocate $32,120 for signs, and bike path construction, landscaping and irrigation as shown on the Blue Hills Traffic Improvement Plan; AND BE IT FURTHER RESOLVED, to adjust the City of Saratoga's Fiscal Year 2001-2002 CIP budget for the appropriation of $32,120 and the Public Safety Budget for the appropriation of $1,750 for this project according to the following entry: 351-0201-622-40-10 Public Safety Traffic Calming $32,120 001-2020-523-40-70 Public Safety Crossing Guards $1,750 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 4th day cf December 2002 by the following vote: AYES: NOES: ABSENT: ABSTAIN Nick Streit, Mayor ATTEST: Cathleen Boyer, City Clerk ~$ SARATOGA CITY COUNCIL ~2 MEETING DATE: December 4, 2002 AGENDA ITEM: f ORIGINATING DEPT: City Manager's Office CITY MANAG ~ ; ~ PREPARED BY: Lorie Tinfow DEPT HEAD: SUBJECT: Library Expansion Committee and Citizen's Oversight Committee Requests for Direction on Future Activities RECOMMENDED ACTION(S):. Accept report and direct staff accordingly. REPORT SUMMARY: The $15 million Library Bond was passed by the voters in March 2000. By May 2000, the Library Expansion Committee (LEC) had been reconvened by City Council and began meeting. A copy of the agenda report dated April 5, 2000, is attached for your review (Attachment A) as well as additional initial materials (Attachment B). In addition, the. Citizen's Oversight Committee (COC) was a condition of voter approval and they began meeting in March 2001. A copy of the advertisement for members is also attached (Attachment C). With the completion of the library construction a few months away, both Committees have requested Council direction about the expected timeline for their activities and possible continued purpose beyond Spring 2003. Some suggestions follow: • Direct LEC to continue until library opens to the public and then disband; Direct the LEC to oversee warranty issues that may occur in the first year of operation and make recommendations to City Council; ^ Direct the COC to continue to exist until all bond funds are disbursed including overseeing the activity and costs associated with the Phase I bankruptcy Direct the COC to recommend use of interest income from the bond funds. FISCAL IMPACTS: None. C~, A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): No action recommended. ALTERNATIVE ACTION(S): Define the committees' term and purpose in some other way or by some other criteria, FOLLOW UP ACTION(S): Staff will notify both Committees of Council's direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Copies of this report were emailed to members of both the LEC and COC. ATTACHMENTS: ^ Attachment A: Agenda Report dated Apri15, 2000; that reconvened the Library Expansion Committee ^ Attachment B: Additional LEC documents that outline their role ^ Attachment C; Citizen's Oversight Committee member advertisement 2 of 2 'i~ ,~c~C'h~'~ti1~ vt. ~ARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. MEETING DATE: April 5, 2000 ORIGINATING DEPT.: City Manager AGENDA ITEM ( 3 t~ 1 CITY MANAGE}Z:l. )('~, ,~J PREPARED BY: City A:lanager ` SUBJECT: Reconvening the Community Library Expansion Committee RECOMMENDED MOTION(S): Approve reconvening the Commuxtity Library Expansion Committee. REPORT SUMMARY: On March 30, 2000 the Library Commission approved a recommendation to the City Council to reconvene the Library Expansion Committee. 'Che purpose of the committee is to help prepare an RFT' for architectural design services for Council approval review, recommend an architect i:o the Council, and monitor the design and construction of the library expansion. The members of the committee would be the same as the prior expansion committee with the exception of members who have moved or aa•e no longer available. FISCAL IN[PACTS: None C~ ADVE72'TISING, NOTICING ANA PUBLIC CON7CACT: None CONSEQUENCES OF NOT ACTING ON RECOMML+'NDED MOTION(S): Contact committee members to notify them of their reinstatement expansion. Committee will not. be formed and expansion process will not proceed with their guidance. FOLLOR' lJP ACTIONS: None ATTACHMENTS: A. Proposed Community Library Expansion Committee Roster B. Library Expansion process and project timeline -~ • ATTACHMENT A Saratoga Community Library Expansion Committee - 2000 Reconstituting the 1997 Committee l . Stan Bogosian, City Council Representative 2. Marcia Manzo, Library Commission 3. Cathy Foscato, Library Commission 4. Ruth Gipstein, Library Commission 5. ) id Sessler, Community Representative 6. Jack Grantham, Coinmunity Representative:, (former expansion community representative) 7. Saratoga City Manager 8. Friends of the Saratoga Libraries Representative 9. Planning Commission Representative 10. Heritage Preservation Commission Representative 11. Julie Farnsworth, Santa Clara Library Representative Dolly. Barnes, Saratoga Librarian, (nori voting) City Staff support (non voting) i ~~Z ATTACHMENT B Saratoga Gommunifiy Library Expansion Process March 30, 2000 Library Expansion Committee -Options A. City Council reconvenes 1997 Library Expansion Committee B. City Council appoints a new Libran~ Expansion Committee Role of the Library Expansion Committee A. Create aexpansion/renovation project timeline B. Define objectives in "Renovation of the Current Facility" phase of architectural work to be performed C. Define objectives of "exterior facade and orchard protection" directives for architectural work to be pertormed D. Define objectives of "interior library features" as a directive for architectural work to be performed E. Collect data pertinent for distribution to architect: updated Building Program, Needs Assessment etc. F. Review and approve RFP under guidance of Acting City IVlanager G. City to advertise RFP in appropriate journals and send to appropriate architectural firms H. Review proposals from architectural firms 1. check references on firms 2. discuss each firm -make appropriate visits to see work 3. disqualify firms not acceptable 4. narrow list to 4 or less firms and conduct interviews 5. make recommendation of architectural firm to the City Council I. Review and approve architects preliminary drawings J. Review and approve architects construction documents III. Selection of the Citizens Oversight Committee A. City to advertise for citizens to serve B. City Council to interview and select the committee from Saratoga residents IV. Role and functions of fhe Citizens Oversight Committee A. To ensure that a!I bond monies are being appropriately spent B. To ensure that the orchard is protected and enhanced as best possible C. To approve architect selection prior to presentation to City Council; ensuring that bond dollars are beincl spent wisely V. Public Information Conduit - Now to Project Completion -Options A. Library Commission B. City Staff ~-3 April April 7 April 21 May 3 May 5 June 2 June 6-16 June 24 June 28 July 5 July 5-21 Nov 20 Dec 6 May 6 May 9 May 10-31 June 6 June 7- July 17 July 18 July 23 August ~ Saratoga Community Library Expansion project Timeline City Council approves reconvening Library Expansion Committee Reconvene Library Expansion Committee Final revisions to RFP City Council approves RF-P City to Send RFP to Architects and advertisers Deadline for RFP's Expansion Committee meets to review architect proposals Architect Interviews Citizens Oversight Committee to review Architect recommendation Recommendation fo City Council of architectural firm City negotiations with Architect -sign contract Preliminary Architectural Drawings due City Council approves Preliminary Architectural Drawings Construction Documents due from architect City Council approves Construction documents City interviews and hires (:onstruction Project Manager City Council approves Construction Project Manager Constructicn firm interviews and negotiations City Council approves Construction Firm Construction contract let Ground Breaking Ceremony i ~-~ ('~~~,1~ti~--f' . Library Expansion Committee Working Session with City Council October 23, 2000 The Mayor set the tone for the process beginning with the November Council meeting where you voted to put Measure N on the ballot. His and the Committee's desire has been to be as open and up front with the community as possible through this entire process. The feeling has always been that facing issues openly will in the end resolve conflict before it becomes a problem. To that end, the following steps have been followed: Library Expansion Committee Formation Makeup and responsibility City Council voted to create the LEC with the following members. The charge of the committee is to give input and direction to the architect. These representatives additional responsibility is to keep their respective Commissions/organizations informed and abreast of the decisions being made. The eleven voting members represent: City Council Planning Commission Heritage Preservation Commission Public Safety Commission Library Commission City Manager Friends of the Saratoga Libraries Representative 3 Members at Large from the Community Santa Clara Library Representative Saratoga Librarian, non voting Two Staff liaison, non voting RFP preparation specified in part: • There must be as little impact on the orchard as possible • The project must produce an efficient, functional building that requires minimal cost of operation Architect selection was based largely, but not solely on: • Demonstrated experience in building public libraries, meaning that the arch. understood public library program as well as how to adapt libraries for current and future technology needs • Strength in listening to public input and applying that information to improving building plans ~~ Developing Site and Building Options • Site planning - On Grade Parking, Underground parking, and a Parking Structure • Building planning -One story, moving only into orchard, One story moving partially toward Saratoga Ave, and partially into orchard, and Two story options Public Input September 18 Public Meeting: Site Options • Underground parking cost was prohibitive, and would result in too significant a loss of square footage in the library. Might support it if extra funding were found, but public safety. issues were a concern • Participants requested the arch to design tighter on-grade parking scheme • Maintaining as much contiguous orchard as possible was a prime concern • A split-level parking structure was suggested October 16 Public Meeting: Building and Site Options • A single story building was favored over atwo-story library • An on grade, single parking lot was favored with the caveat that it sits at least 100 feet back from Saratoga Avenue October 17: Meeting of City Council with Four City Commissions • Much discussion about the number of parking spaces required, and the city's parking survey. Suggestion and approval that the city hire an independent parking survey be done. It will be completed before the last of the public hearings on November 20. The architect was instructed to design using a basis of 175 spaces until the new survey is completed • Underground parking and a parking structure were voted down by a large majority due to concerns voiced by the Public Safety Commission • A-one story library was approved by a majority over the two story concept • To design an on grade parking lot with at least a 100 foot set-back from Saratoga Avenue, with entrance only from Saratoga Avenue. • Mark is to continue working on Scheme D which came about as a result of public input about their likes from Schemes A & C presented at the 10/17 meeting, incorporating the ideas of the LEC presented at their 10/19 meeting. Further definition is to design a one story building with portions on the expansion extending into the land in front of the building (moving toward Saratoga Avenue), and portions moving into the current orchard and upper portion of the current parking lot. • ~~~ O O N }J U a .~ L_ (~_ U 'ui C RS C2, ~ L11 o O O ~~ ^L. yi ! r ~, 4U 1/ • O i-' +J U t0 ~ N ~ Q m a T -~ C T IG 4 _ L C._ Q :3K 9 ~M ~i. . ~ , . LL C '~ i~ U yg= w., ~4~y1' 1•~~t~'~ Z Y U _ -: O - a -~ n ` c f m a T C ? i ~ ~ ~ , ~ Q ~=<xv N UI U ~ >- N Y N Y ~ E ~ t6 E ~ !~ ~ ~' ~ ~ ~ Q ~ 3 o ~ f E ~ ~ ~ F o c a> ~ O m ~ t> 1 ~ ~.= O O U N E Q '6 L O Y "-' O> Q C O O p ,~, U O r- ~ Y U U ` U O ~ O ~ i ~ O . Y ' ~ Q a ~ ~ ~ C d C y i . d LL w . , N V ~ ~ ' - ~ ~ O O U C O t9 O ~ ~ ~ ~ Q m Y I i N ~ v _ ~ N . ~ ~ d N ~ N C d O U N ~ O ~ N ~ N w U > ~ U > ~ Y ~ 1 (/1 N 7 f6 Y > ++ U d U ~ O N L n C t0 Y N N ~ U ~ ~p R ~ y.a a' Ul (0 (0 S7- N ~ ~' Y C .L] ~ ~ ~ ~ ~ ~ A N N ~ ~ y : N 00 m J ~ ~ X C - O C Y N Y Y C ~ N !- '. yU ' y W ~ O C U N 7 U ? U U ~ ~ to 7 N m ' ~ O O N ~ O O ~ O O a ~ i-+ OC m U `n W ~ U +' ~ '" + ' U Y ~ V ~~ U U ~ Y .. ~ '.~ Y V .O. V U i .+ -p Y H O Q ~ J U U _1 U U Q (A 4 ' Q U U Q U U C7 ... ~ ~J Saratoga Community Library Expansion Committee - 2000 l.. Stan Bogosian, City Council Representative 2. Marcia Manzo, Library Commission 3. Ruth Giptsein; Community Representative 4. .Tack Grantham, Community Representative 5. Edward Sessler, Community Representative 6. Bill Norton, Acting City Manager 7. Bill McDonnal and Mary Jeanne Fenn -one vote 8. Mary Lynne Bernald, Planning Commission 9. .Bob Peepari, Heritage Preservation Commission 10. Public Safety Commission Representative 11. Julie Farnsworth, Santa Clara Library Representative Dolly Barnes, Saratoga Librarian, non voting Mary Jo Walker and Alex Khasin, City Staff support, non voting ~' `~! ~~~ti~~a~~-1,~ ~, CITY OF SARATOGA NOTICE OF VACANCIES CITIZEN5 OVERSIGHT COMMITTEE FOR MEASURE N NO'T'ICE IS HEREBY GIVEN that: the City Clerk of the City of Saratoga declares that these: are I+'IVE VACANCIES available on the Citizens Oversight Committee The Citizens Oversight Committee is charged with ensuring that Measure N funds are used in accordance with the intention of the voters. By monitoring all phases of the project, the Committee will ensure that appropriate expenditures of funds, the highest possible level of efficiency, and the maintenance of building schedules and projected budgets, so that the Saratoga Community Library is fully renovated and expanded to better service the needs of the community. The Committee will validate to the Community and to the City Council that library bond monies are expended as stated in the bond language approved by the voters on March 7, 2c~ati.. The Committee shall consist of five members from the Saratoga community. They shall have no affiliation with the Saratoga City Council, it's Commissions, or staff. Every effort shah be made to have a Committee with a diverse range of age and culture to reflect the make-up of our community. T{nowledge of building construction and financial aptitude wnuld be beneficfial to the committee. The Committee will have staff support aad a liaison frornr the Library Expansion Committee. The City welcomes applications for these positions from interested residents of the City of Saraatoga. Applications and information regarding this Committee is available in the Office of the City Clerk, 13777 Fruitvale Avo, Saratoga, (408) 86R-1269. 'T'he deadline for filling an application is'bVednesday, June 14, 2000 by 5:00 p.m. Interviews will be held prior to the June 21, 2000 City Council MCeeting in the Civic Center Council Chambers, 13777 Fruitvale Ave., Saratoga. /s/Cathieen Boyer Cih; Clerk PUI3:05/24/00 SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 ORIGINATING DEPT: City Manager's Office AGENDA ITEM: CITY MANAG "ti PREPARED BY: Lorie Tinfow DEPT HEAD: SUBJECT: Saratoga Library Plaques and Donated Paintings RECOMMENDED ACTION(S): Accept report and direct staff accordingly. REPORT SUMMARY: The new Saratoga Library will be complete in Spring 2003. Many people have been involved in every aspect of the project-from campaigning for the library bond that passed in March 2000, to working on the design and planning of the building, to fundraising for furniture and other materials ineligible for purchase with bond funds. Three plaques have been proposed to thank the various groups. Plaque #1: The Friends of the Saratoga Libraries "Famishing the Future" campaign wants to memorialize the names of large donors (defined as those who give $5000 and above) on a plaque that the Friends design and purchase. They expect the plaque to honor approximately 24 donors initially and have chosen the "drill and tap" style plaque that will allow the addition of 4-6 names after installation in the building. An example of the plaque face (not to scale) with expected wording is included as Attachment A. The size will be approximately 40 inches wide by 36 inches tall with each donor honored in a 3 inch by 9 inch individual section. Other design details include the selection of a "leatherette" texture and "double line" border (see Attachment 13). The plaque would likely hang in the main. entry, on the left wall, between the book drops. Plaque #2: The City may want to honor individual members of the Friends of the Saratoga Libraries on a second plaque. Approximately 21 particularly active members have been suggested to have their names included. Staff suggests that the same simple, elegant style of plaque selected by the Friends be used for Plaque #2. A samp]e of how the wording might appear is included as Attachment C. Placement has not been determined but would likely be in a prominent location within the central corridor. Plaque #3: A dedication plaque is usually affixed to new public buildings and could be placed inside or outside the building. Current and past City Councilmembers who have been involved in the library construction would be included. A photo of the plaque that is currently affixed to the Council Chambers is included as Attachment D. An example library dedication plaque is shown in Attachment E. 1~ J Donated Artwork: Some time ago, two paintings were commissioned from artist Marianne Henderson by the Givens family. One is a painting of the original "Village" library (now the Book-go-Round) and the second painting of the "Comrnunit}~' library (the building as it was before renovation). They aze scheduled to be finished in time for the library grand opening and aze proposed to be hung within the main corridor on the right, on either side of the entrance to the Community Room. Identification plaques will hang below the. . paintings. The plaques will be approximately 10 inches by 8 inches in the same style as Plaque #1 and will be ordered and purchased by the Friends of the Sazatoga Libraries as well. The wording proposed is included as Attachment F. FISCAL IMPACTS: Plaque #1 and the painting idenfication plaques would be at no cost to the. City of Saratoga. Plaques #2 and #3 are estimated to cost roughly $4000 each and would be paid for with bond funds. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): Not applicable. ALTERNATIVE ACTION(S): Change the locations. FOLLOW UP ACTION(S): .Staff will. notify the Friends of the Saratoga Libraries to move forward with their Donor Plaque. Staff will proceed with the purchase of one, two or no plaques depending on Council direction. ADVERTISING,. NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACIIMENTS: ^ Attachment A: Plaque text example • Attachment B: Copies of catalog pages that show features ^ Attachment C: Sample Friends Appreciation plaque ^ Attachment D: Photo of Council Chamber Dedication Plaque ^ Attachment E: Copy of catalog page with proposed style Attachment F: Text for painting identification plaques i i ~. ~ 1' i; I -- '. Y ' 1 l 1 m p wm 1; tD a°g ~ ~, i' y.0 w ~; pa~~ E"" del . a J'. ~aoa ~ ~~ a2V~ ' m m Z ~Np mZW~ i ~ J ~aw 'I d 0 a ~ 0 W ----c,- -- ----- --- k _ _-- - - Q~ W Q O `- N _ ; F d (~ !! N aO p ,4 ~ F Vpa ti. Z ; i ~ NN ~LCI ZO I O~O~ Z Z ZwyO ` ! O(7~ '! Z m WOp LL i ':~ A= ? 3 i 'I `I ;, I-- - -t __.. _ .. ____ ~, ! I i ~ ! ~1 I i Matthews Cast Metal Plaques How to Specify Cast Plaques Background Texture: Material' _ Leatherette, Sculptured, Pebbled or Travertine Mounting Method: Cast Bronze, Aluminum or Brass Seiect from standards pictured on page 16 or describe any Size: - special mounting requirements. Select from 50 standard styles or insert custom dimension: ' BS - Bossesand Studs width x height *RT -Rosettes and Toggle Bolts Letterstyle: •RM -Rosettes, Machine Screws and Exp. Sleeves Select from 64 standards pictured on pages 12-13, or specify • WS -Wood Screws custom style. ~ IF -Invisible Frame Inot standard) Background Color: Border Style: Select from finishes shown on pages 14-15 or any standard *Straight Edge INo border) Adam Lamb's Tongue ~ baked enamel color on Page 6. *Single Line Beaded Bevel Laurel Copy: *Bevel Edge Egg & Dart Oak Leaf *Single Line/Bevel Edge Floral Stencil Ogee Ilnside curve) Type complete copy as it Is to appear on plaque. *Double Line ~ Greek Key Reed & Ribbon. Logos or Emblems: Special (Show cross-seaionl Ivy Leaf Union ~ Select any standardemblems or provide artwork for custom Water Leaf •nvaaame s stenaem on an s.:o:. logos or bas reliefs. Materials Background Textures Cast Bronze: All Matthews cast plaques are produced with a texture on the Copper Development Association Alloy C92700; background. When none is specified, we will use leatherette. 88% copper, 10% tin, 2% lead. i . ~ t ~~" Cast Aluminum: I~ Aluminum Association Alloy Designation C443.2. Cast Brass: ~ Copper Development Association Designation Alloy C85200; 1 72% copper, 3% lead; 1 % tin, 24% zinc. ~ Not recommended for outdoor installations. Leatherette Pebbled Isize limit is 30' x 40') Plaque Size - Standard sizes for plaques over 720 square inches are shown below. Custom shapes and sizes up to 96" x 96" in one piece are available. Larger sizes can be fabricated. 12x10 16x12 "20x6 20x20 24x20 30x8 36x6 12x12 16x16 20x8' 24 ~x6 24x24 30x 12. 36x8 1ax70 18x8 20x10 2ax8 26x34 30x18 36x20 14x72 18x10 20x12 24x70 28x18 30x20 36x24 74 x 14 78 * '2 20 x 14 24 x 12 28 x 40 30 x 24 36 x 30 Sculptured Travertine 16x8 18x15 20x16 24x16 30x4 30x30 36x36 76x10 18x78 20x78 24x18 30x6 36x4 36.x 42 - ,. 3fi x 48 Standard round s¢es: 12", 18". 24", 30". 36". 48" Portraits Bas-Relief Process A bas-relief portrait is'a round, low-sculptured image, three dimensional m appearance. Flat Belief ' Flat Relief Process This portrait is produced as aflat-surfaced, two dimensional image. It is an economical alternative to~ bas-relief sculpting. Etched Halftone Etching Process Bas Belief The halftone portrait Is an etched dot pattern on 1/8' bronze plate. Recessed dots are infilled with color to contrast with the satin-finished background. The etched plate is mechanically fastened to the cast plaque background. Halftone portraits are not suitable for outdoor installatrons. 10 J~, c y,. .. J.~ ~ `^ 1 ( ~ j b .fir 4 ~` 1 y ~,. : ® ' " a '1 •! rJ V ~~ 'i C `/ ~ - !~. ~!::'~. N:. y!~ .u.~:L„ ar . !'f1x ti!f )!i liT. 11 D. ~. t ~. , ». ~,: _ Ji- i>r[w' •b CV -i'L l>r!-!"aEC¢i: y ~- I 70420/MAT BuyLine 0143 Straight Edge ISE) Ino border) Single Line ISLI --- Bevel Edge (BE) Ornamental Borders Cast Plaque Border Styles Five standard border styles are shown below. Ornamental borders Ishown to the right) and Flat-Relief decorative bor- ders Ishown at bottom) are available as non-standard op- tions, for an additional charge, along with custom styles made from your camera-ready artwork. Standard Borders Egg & Dart Iwith optional corner detail) lamb's Tongue Oak Leaf Reed & Ribbon Water Leaf (with optional corner projections) Beaded Bevel Ivy Leaf Ogee (Inside Curve) Union ~/ ~~ floral St~encril~('/.^mini~mfum..wrirdt~h) ~+7 ~r r..~ ^ r~ ~'IC'[r'1'7E`7Vr'f r'~7lr 7nr'f r''f'~71r~ Greek Key (~ "minimum width) ~ ~ ~ t t These three borders are created from black & white line art. Borders are raised the same height as the plaque lettering. Adam ('/: "minimum width) Flat-Relief Decorative Borders t ~-1z,c~~~~~ti~l C ; THE CITY OF SARATOGA Honors the FRIENDS OF THE SARATOGA LIBRARIES An organization that has long supported the Saratoga Libraries both financially and with heart In particular, the City of Saratoga recognizes and applauds the commitment and dedication of the following FSL members: Bill McDonnal, Chairman Jeanne Alexander Dolly Barnes Sue Barrera Tom Blaisdell Tat Blesch Mary Jeanne & Al Fenn Ruth Gipstein James Givens Alan & Carolyn King Cynthia Lee Marcia M. Manzo Chuck Page Virginia Parker, Peggy Patrick Jari Pemberton Cindy Ruby Sally Townse & Bert Kendall ~---i /,~ (~~/~/~ Or~~ y 10420/MAT r .~" I ( ~~~4. It;' llliii BuyLine 0143 ~/ ;. ~~ Q4d9 ~ f~i; ...;. .,. ~.'_ r 3 ?~cnroi[S or'.ieE xx~ iao oaro+ri.~~ m.;<~ X. ~ ~_.~ ..._~ _~. ~~ ? p~p~. fi q M 4. ~ _ ~^ ~ r^, ~j ;~ ~~I 3. 36" x 24" east bronze; high polished face 1. 36" x 40" cast bronze; individual 8" x Y." nameplates d. 36" x 30" cast bronze; spatial "Adam" design border 5. 36" x 18" cast aluminum; raised and recessed copy 6. 40" x 24" cast bronze; etched Muntz metal artwork 2. 108"x60" cast bronze plaques; custom cut-out letters ~'~Ci~~u'~,E''~ `-~ SARATOGA VILLAGE LIBRARY 1927.1981 . -CONTRIBUTED BY- THE FRIENDS OF THE SARATOGA LIBRARIES -TO- THE CITY OF SARATOGA, CALIFORNIA - IN MEMORY OF - MARY GIVENS SLANE 1963-1996 SARATOGA COMMUNITY LIBRARY 1978.2001 -CONTRIBUTED BY - THE FRIENDS OF THE SARATOGA LIBRARIES -TO- THE CITY OF SARATOGA, CALIFORNIA - IN MEMORY OF - MARYGIVENS SLANE i 963- i 996 ~~~ SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 AGENDA I'. ORIGINATING DEPT: Public Works CITY MAN PREPARED BX: John Cherbone DEPT HEAD: SUBJECT: Design and Engineering Services for the Saratoga Avenue Big Basin Way Intersection Improvement Project RECOMMENDED ACTION(S): 1. Accept proposal from Fehr & Peers Associates, Inc. and authorize the City Manager to amend their existing consultant contract with the City in the amount of $20,000 for design and engineering services for the Saratoga Avenue Big Basin Way Intersection Improvement Project. REPORT SUMMARY: The City has agreed to develop engineering plans and specifications for the intersection improvements at Saratoga Avenue and Big Basin Way in connection with the approval of the Saratoga Fire District's new station. Attached to this report is a proposal for work that will allow the City to prepare plans, specifications and estimates for the traffic signal, signing and striping improvements at the intersection. The proposal is from Fehr & Peers Associates, Inc., the City's Traffic Engineers, in the amount of $20,000. Their main task will be to design the traffic signal modifications utilizing the base plans prepazed separately. Staff proposes that the existing consulting contract between the City and Fehr & Peers be amended for performance of the signal design work. The Saratoga Fire District plans to begin construction next fall, which will allow sufficient time for design development and pemut approval from Caltrans. Included in the design work will be interconnecting improvements connecting the intersections at Oak Street and Big Basin Way in the event that Oak Street receives future intersection improvements such as a pedestrian signal. FISCAL IMPACTS: Sufficient funding for this work is programmed in the adopted budget in the five-year Capital Improvement Plan -Highway 9 traffic Signal Modifications. f CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The proposals would not be approved and the design work for the intersection improvements would not go forward at this time. ALTERNATIVE ACTION(S): Direct staff to solicit design proposals from fums other than Fehr & Peers. FOLLOW UP ACTION(S): Staff will prepare a contract amendment that addressed the additional work. Fehr & Peers will be given approval to move forward with the above-recommended actions. Staff will coordinate with the Saratoga Fire District to insure that the project coincides with the new fire station work. ADVERTISING; NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: 1. Proposal from Fehr & Peers Associates, Inc. 1'"1 2 of 2 November 22, 2002 Mr. John Cherbone Director of Public Works City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 Subject: Traffic Engineering Design Services -Saratoga-Los Gatos RoadlBig Basin Way Dear John: Fehr. & Peers Associates, Inc. is pleased to submit this proposal to prepare plans, specifications and estimates for the traffic signal, signing and striping improvements at the intersection of Saratoga-Los Gatos Road/Big Basin Way in Saratoga, California. This intersection improvement is in conjunction with the expansion of the Saratoga Fire Station on Saratoga Avenue. All work as shown in the attached scope of work (Attachment A) is included as part of this project. Charges incurred on this project will be billed at our standard hourly rates with an estimated total fee of $20,000. A breakdown of our design fee is shown on Attachment B. Invoices will be submitted monthly and are due upon receipt. Thank you for your consideration of Fehr & Peers Associates and please let us know if you have any questions. We look forward to continuing our work with you on this project. Sincerely, FEHR & PEERS ASSOCIATES, INC. D. Sohrab Rashid, P.E. Senior Associate M. Frank Aochi Senior Traffic Designer P2688-5 s Attachment A SCOPE OF WORK Saratoga-Los Gatos Road Traffic Engineering Design The following scope of work outlines the anticipated work effort to prepare plans, technical specifications and construction cost estimates for the traffic signal, roadway signing and pavement striping modifications at the intersection of Saratoga-Los Gatos Road and Big Basin Way and the installation of a signal interconnect conduit system for future use. This scope of work was prepared based on a preliminary site review and the traffic report for the Saratoga Fire Station upgrade prepared by Fehr & Peers. This scope provides for project initiation, design, review and attendance to three (3) meetings. It is our understanding that the traffic signals on Saratoga-Los Gatos Road (State Route 9) are maintained and operated by Caltrans. The traffic signal improvements are in conjunction with the Saratoga Fire Station upgrade project. Improvements at the intersection of Saratoga-Los Gatos Road and Big Basin Way include modifications to the lane geometry on the east approach and removing the traffic island on the southeast corner. A traffic signal interconnect conduit and pull boxes will be installed on Saratoga-Los Gatos Road between Big Basin Way and Oak Street with this project to accommodate a future traffic signal installation at Oak Street. Saratoga-Los Gatos Road is a State Route (S.R. 9) and an encroachment permit from Caltrans will be required for the construction of the proposed improvements on this roadway. The traffic signal plans, signing plans and pavement delineation plans must be reviewed and approved by Caltrans. The traffic plans will be prepared using AutoCAD 2002 in Caltrans' format using metric units and base map data provided by the City. The technical specifications for the traffic signals, signing and striping will also be in Caltrans' metric format and will be prepared using Microsoft Word. The traffic plans, technical specifications and construction cost estimates will be submitted to the City of Saratoga for review and subsequent submittal to Caltrans. Task A -Project Initiation and Data Collection We will attend a project initiation meeting with you and your review staff to discuss the project's objectives and to collect available data relevant to the signal, signing and striping design. Data to be provided to Fehr & Peers includes: • "As-built" plans of the existing traffic signal, signing, striping, utilities and lighting system. • Proposed roadway improvement plans of the project area. Saratoga-Los Gatos Road Page 1 • Aerial photos of the project area, if available. • Pertinent traffic studies. • Utility data. • Right-of--way data. We will also contact the City to determine if any special signal design features are required for this project. These special features may include such items as: • Special signal phasing requirements. • Special signal equipment requirements including battery backup systems. • Special detector locations and types including video detection systems. • Pedestrian and bicycle facilities. • Emergency Preemption. • Signal interconnect equipment including wireless communications systems. • Special equipment for the handicapped including audible pedestrian signals. • Other relevant issues. Existing survey information and improvement plans shall include existing and proposed geometric, utilities and right-of--way. A detailed field reconnaissance of the project site will be conducted noting pertinent features such as existing lane geometry, utilities, adjacent land uses, pedestrian/bicycle facilities, bus stops, landscaping, irrigation systems, and traffic operation. An inventory of the existing traffic signal equipment and roadway signing will also be taken. Photographs of the intersections will betaken for reference during the design. Task B - 65% Preliminary Design Based on the data obtained in Task A, we will develop the preliminary traffic plans. The signal plans will be prepared at 200-scale metric in Caltrans format. The plans will depict the following for the proposed and existing conditions at the intersection: • Location and type of the signal controller cabinet, service enclosure, signal poles, detectors, signal heads, conduits and pull boxes. • Signal phasing diagram. • Emergency preemption system. • Pedestrian facilities. • Intersection safety lighting. • Intersection lane geometry. Saratoga-Los Gatos Road Page 2 The installation of the traffic signal interconnect conduit on Saratoga-Los Gatos Road will be shown on a separate 500-scale metric plan. The signal interconnect conduit plan will illustrate the installation of the interconnect conduit, pull boxes and pull wire between Big Basin Way and Oak Street. The signing and pavement delineation modification plans will be prepared at 500-scale metric in Caltrans format using the base map data obtained in Task A. The plans will illustrate the existing and proposed conditions. Our design work will be limited to the modification of the traffic signal, roadway signing and pavement striping at the intersection of Saratoga-Los Gatos Road and Big Basin Way. Others will provide the design of the street lighting system, curb, sidewalk, wheelchair ramps, landscaping, roadway and utility improvements. The plans will conform to the City of Saratoga's and Caltrans design standards for traffic signals, intersection lighting, signing and striping. We will prepare electrical load calculations for the existing and proposed traffic signals and intersection lighting to provide to Caltrans and PG&E. The preliminary technical special provision for the traffic signal, signal interconnect, signing and striping will be prepared in Caltrans' format. We will prepare separate estimates for the cost of construction for the signal modification, the signal interconnect conduit installation, signing and striping modifications based on the preliminary plans. Deliverables: 65%Preliminary traffic signal plans 65% Preliminary signal interconnect plan 65% Preliminary sign plans 65% Preliminary pavement delineation plans 65%Preliminary special provisions Preliminary. construction cost estimates Preliminary electrical load calculations Task C- 95% Final Design Documents The design staff will be available to attend a meeting with the City of Saratoga's and Caltrans' review staff, if necessary, to go over the review comments received from the preliminary design submittal. Following concurrence of these comments, we will prepare the 95% final design traffic signal plans, signal interconnect plan, sign plan, pavement delineation plan, specifications and estimates for submittal. Saratoga-Los Gatos Road Page 3 Elements of the final design will include: • Incorporating the review comments received from Caltrans and the City into the traffic signal plans, interconnect plans, sign plans, pavement delineation plans and specifications. • Preparing a detailed signal design including complete equipment and conduit/conductor schedules. • Preparing a detailed sign plan including sign quantities table. • Updating the engineer's estimate of the traffic signal modification, signing and striping modification, and interconnect installation construction costs. • Conducting a final quality assurance review. Deliverables: 95% Final traffic signal plans 95%Final signal interconnect plan 95% Final sign plans 95% Final pavement delineation plans 95% Final traffic special provisions Final construction cost estimates Written response to 65% review comments from Caltrans Task D -100% Final Design Documents Upon receipt of all 95% review comments, we will prepare 100% final plans, specifications and estimates for the traffic signal modification, signing and striping modifications, and signal interconnect conduit installation. All 100% final plans and documents will be reviewed and signed by a California registered civil engineer. The 100% final traffic plans will be submitted on Mylar for Caltrans' approval. Deliverables: One set of full size, reproducible traffic plans Final specifications for traffic equipment Final engineer's estimate of construction costs Final quantities for bidding Written response to 95% review comments from Caltrans Task E -Contracting and Construction Support Services We will provide a total of 3 staff hours for the following services during bidding and construction: • Answer inquiries from bidders. Saratoga-Los Gatos Road Page 4 • Review shop drawings and vendor submittals of the traffic signal equipment and signing and striping material proposed for use on this project by the Contractor. • Evaluate any proposed change orders for the traffic signal, signing and striping modifications made by the Contractor. • Review "as-built" plans for this project prepared by others at the end of construction. Additional Services The following additional services are available at our standard billing rates at the time of service: • Printing and assembling project documents for bidding and construction. • Attendance to pre-bid, pre-construction and progress meetings. • Redesigning the traffic signal plans or sign plans or pavement delineation plans as required by contract change orders. • Locating traffic signal equipment in the field for the Contractor. • Providing traffic signal timing plans. • Preparing "as-built" traffic plans at the end of the construction project. • Redesigning the signal plans or sign plans or pavement delineation plans due to late revisions to the roadway improvement plans. • Producing detailed field records of the City's and Caltrans' existing signal and lighting equipment in absence of any existing, accurate "as-built" plans or documentation. • Preparing interim traffic signal plans. • Preparing separate street lighting plans. • Preparing construction traffic handling/detour plans. • Conducting a geometric design study and developing design alternatives Saratoga-Los Gatos Road Page 5 n u' Attachment B SCHEDULE AND FEE Saratoga-Los Gatos Road Traffic Engineering Design Fehr & Peers recognizes the importance of the project and the adherence to a set schedule. We propose the following schedule, which maybe adjusted to fit the client's need. PROPOSED PROJECT SCHEDULE 65% Preliminary Design Submittal Three (3) weeks after receipt of all base map materials and the notice to proceed. 95% Final Design Submittal Two (2) weeks after receipt of a1165% review comments. 100% Final Design Submittal One (1) week after receipt of a1195% review comments. PROPOSED FEE Fehr & Peers design fee to complete the scope of work as described in Attachment A is broken down as follows: Saratoga-Los Gatos Road/Big Basin Way Signal Modification $12,500 Traffic Signal Interconnect Installation $3,500 Signing and Striping Modifications $4,000 TOTAL FEE $20,000 Any additional work not within the outlined scope of work would be performed and billed on a time-and-material basis based on our hourly rates at the time of service. Our current billing rates are attached for your information. Any additional work required will only be performed after receipt of a written approval to proceed. Saratoga-Los Gatos Road Page 6 r Attachment C FEHR & PEERS ASSOCIATES, INC. Hourly Billing Rates Classification Senior Principal Principal Senior Associate Associate Senior Engineer/Planner Engineer/Planner Senior Technical Support Administrative Support T ohn~cian Intern Hourly Rate $180. 00 - $195. 00 $135. 00 - $195. 00 $130 .00 - $170. 00 $120 .00 - $160. 00 $75 .00 - $145. 00 $75 .00 - $115. 00 $75 .00 - $105 .00 $45 .00 - $80 .00 $50 .00 - $85 .00 $50 .00 - $70 .00 Note: Reimbursable expenses are invoiced at cost plus 10% for handling including the following: Reproduction work at $.07 per sheet Plotter use at $10 per sheet Personal auto mileage at $.365 per mile Communication Expense (Telephone, fax, E-mail, etc.) .J • Saratoga-Los Gatos Road Page 7 LJ SARATOGA CITY COUNCIL MEETING DATE: December 4, 2002 ORIGINATING PREPARED BY SUBJECT: App Manager AGENDA ITEM: `~ CITY MANAGER (~ DEPT HEAD: County Cities Association (SCCCA) Bylaws RECOMMENDED ACTION: Accept report and direct staff accordingly. REPORT SUMMARY: At its November 14, 2002 meeting the Cities Association Board approved several relatively minor amendments to the Cities Association Bylaws. These changes must be considered for ratification by the fifteen member cities. The Board recommends approval. The proposed changes to the Bylaws, and a cover memo are attached. FISCAL IMPACTS: None CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The proposed Bylaws might not be approved. __ ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: City Clerk will notify Gillian Moran, Executive Director, of the City's decision. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A -Memo from Kris Castro, PresidenUSCCCA Attachment B -Proposed Amended Bylaws M November 7, 2002 To: Cities Association Board From: Kris Casto, President Subject: Proposed Bylaws Changes The Executive Committee has considered several relatively minor amendments to the bylaws. One of these changes are aimed at enhancing' Legislative Action Committee communication with the Executive Committee by having the LAC Vice Chair attend Executive meetings when the Chair of the LAC is unable to attend.. The purpose of the other changes is having the bylaws more closely reflect current Cities Association practices. The Executive Committee recommends that the Board approve these bylaw changes. They will then be submitted to the cities fior their approval. A summary below is followed by a draft of the proposed amended bylaws. Summary ofthe changes: a. Name change:. Executive Committee name is changed to Executive Board. (Article VI; Section 1.a.) b. Name change: Legislative Task Force name is changed to Legislative Action Committee. (Article VI, Section 1.cJ c. Name change: Administrator name is changed to Executive Director. (Article IV, Section 4.) d. LAC representative to the Executive Board: The proposed change is to add that the Vice Chair of Legislative Action Committee serves on the Executive Board in the absence of the_ Chair of the. Legislative Action Committee: (Article VI, Section 1.a.) e. Date of election ofofficers: Bylaws don't reflect our current practice of voting for new officers in November and having ho business transacted in December at the Board/General Membership meeting/Holiday party. Proposed change reflects what we did in 2001 and 2002 -elect officers in November. (Article IV, Section 2.b.) f. Signing checks: Bylaws don't reflect the current practice established by the Executive Board: that one person (either the President, the First Vice President or the Executive Director) can sign checks under $1000 and that two of these people must sign if the amount is-over $1000. The proposed .bylaws change would change references to check writing to allow the Executive Board to do what it does now -adjust check-writing rules without changing the bylaws. (Article VII, Section 3.) g. Email and Website: Bylaws don't encourage our plan to distribute meeting notices, and materials via email, fax, and posting to our web site. The proposed change acknowledges email, fax and electronic dissemination of meeting information as sufficient. (Article V, Section 2) BYLAWS of the SANTA CLARA COUNTY CITIES ASSOCIATION A SECTION OF THE PENINSULA DIVISION LEAGUE OF CALIFORNIA CITIES (Amended Fetn-aat'~-;Novemher 2002) PREAMBLE For the purpose of improving cooperation among city governments in addressing issues of common interest, the cities of Santa Clara County have established the Santa Clara County Cities Association. The intention of this association is to consolidate and maintain the functions and purposes of the Intercity Council (ICC), Santa Clara County Mayor's Conference, and the City Selection Committee for Santa Clara County. Organized as a section of the Peninsula Division, League of California Cities, this association is also intended to maximize the influence of Santa Clara County cities in the establishment of League policy and state-wide legislation. The approvers of these bylaws recognize the vital roles played by the ICC, Mayor's Conference, and the City Selection Committee and further recognize the strengthening of these roles, which can be accomplished through consolidation into a single umbrella organization for Santa Clara County cities. ARTICLE I NAME, PURPOSE AND POWERS SPCtinn 1. ]dame. The name of this unincorporated association shall be the Santa Clara County Cities Association, a Section of the Peninsula Division of the League of California Cities, hereinafter referred to as the "Section." Sertinn Principal Place ~f Rnsinecc. The principal place of business of this Section shall be such place within the County of Santa Clara as maybe designated from time to time by the Board of Directors of this Section; and if none has been so designated, such place of business shal I be the City Hall of the City of which the Section President is a member of the legislative body. Section3. Pnm~se. The purposes and functions of this Section shall be as follows: a. To review, study, develop consensus positions, and recommend on issues of interest to Santa Clara County cities; b. To develop a common agenda for Santa Clara County cities; c. To serve as a unified voice for Santa Clara County cities in relationship to other agencies, organizations, and levels of government, including the Peninsula Division of the League of California Cities; d. To serve as the City Selection Committee pursuant to Government Code section 50270 et seq. and make appointments to regional and local bodies as provided by law; e. To assist in development of state-wide legislative policy through the structure of the League of California Cities; f. To serve as a source of education, information and networking for officials from all cities in Santa Clara County; g. To provide a forum for non-city individuals, groups and organizations and the private sector to address items of interest to Santa Claza County cities. Section 4. Pnw~rc. The Section may exercise any lawful power in the furtherance of its purposes as determined by the Boazd of Directors except that it may not incur any liability binding upon its members nor levy any assessment against its members other than the normal dues established under Article VII of these Bylaws. ARTICLE II MEMBERSHIP Section 1, Memherc~ . Each City in Santa Claza County which is a member of the . League of California Cities and which has paid in full the Section dues required under Article VII of these Bylaws shall be a member of the Section. Section 2. ~spPns;c,n. Any City which is delinquent in payment of its dues shall automatically be deemed suspended from membership sixty (60) days after the date on which payment is due if the full payment has not been received, and it shall-be the duty of the Secretary/Treasurer to promptly notify the City of its delinquency. A suspended member City shall not be permitted to participate in any Section proceedings except the City Selection Committee representation. A suspended member City shall be restored to full membership upon its payment of the total dues assessment then due and payable in accordance with Article VII, Section 2. ARTICLE III BOARD OF DIRECTORS Section t. Selection and Tenure. The Board of Directors of this Section shall be composed of a representative from each member city, selected by and from the legislative body thereof. Each Board member shall hold office at the pleasure of his or her City's legislative body, and selection shall be made in such manner as the respective legislative bodies of member Cities may themselves determine. Section 2. AlrernatPS. The legislative body of a member City may, in its discretion, select from among its members an alternate to represent that City on the Board of Directors and vote in the absence of the member from that City. 4err;on 't. Notice of A,nnnintment. The legislative body of each member City shall, immediately upon the selection of one of its members as a member of Board of Directors, or as alternate, advise the Section Secretary/Treasurer of such appointment. 4 tPr inn 4. F.x Clfficio Mernher. The City Managers' Committee of the Section may appoint one of its members to serve as an ex officio member of the Board of Directors. The ex officio member may participate in deliberations but shall not participate in voting or in any of the privileges of membership, and shall not be counted for the purpose of determining whether a quorum of the Board is present. Rert;on 5. Comnencatinn. No member of the Boazd of Directors, including officers, shall receive any compensation from the Section for his or her services as a member of the Board. No member of the Board, including officers, shall be entitled to reimbursement from the Section for expenses incurred on Section business unless such reimbursement shall be authorized in advance by the Board of Directors. Section F. T>>,ties. It is the responsibility of the members of the Board to report to and solicit comments from their fellow City Council members on major issues and to keep their City Councils informed on the business of the Section. ARTICLE IV OFFICERS Section t , nffirerc t~ecig an ted. The following officers of this Section shall be elected by the Board of Directors: President, First Vice President, Second Vice President and Secretary/Treasurer. a. The regular term of office for all officers shall commence upon election and shall be for a period of one (1) year. No person shall hold the same office for more than two (2) consecutive full terms. b. Election of officers shall take place at the first meeting of the Board of Directors and annually thereafter at the regular meeting of the Board of Directors in I~embtr Nnvemher, a In the event a vacancy occurs during any officer's term of office, the Board of Directors shall determine whether to fill the unexpired portion of the term at a regu- lar or a special meeting. If such a determination is made, the then presiding officer shall appoint a nominating committee consisting of three (3) Board members which shall present its recommendations for filling the vacancy to the Board of Directors at the earliest practicable time and in accordance with the notice provisions set forth in Article V, Section 2. A person who is appointed to fill the unexpired portion of the term is not rendered ineligible to hold the same office in accordance with the provisions of Article IV, Section 2(a). 4eetinn ~, Duties. a. Pr cid .nt. It shall be the duty of the President to preside at the meetings of the Board of Directors and to perform such other duties as ordinarily pertains to the office of President of like types of organizations. b. Vice Precidentc. It shall be the duty of the First and Second Vice Presidents, in that order, to act in the place and stead of the President during the President's absence or inability to act. c. Se .rem tom/Treasurer. The Secretary/Treasurer shall review all financial accounts and records to determine that they are in accordance with these Bylaws and the directions of the Board of Directors. The Secretary/Treasurer shall see that minutes of all Board and Committee meetings are recorded, notice of meetings of the Board aze posted, and that all receipts and disbursal of funds by the Section are done in accordance with these Bylaws and the direction of the Boazd of Directors. The day-to-day operation of the office of Secretary/Treasurer maybe delegated to an Administrator for the Section, which position shall be nonvoting. Sect;nn 4. ~ccimini~nainrFxecntiye D;rectnr . The Board of Directors may appoint an ?~atmi,ristr,trn-Fx .cnt;ve D;recror who shall hold office until he or she resigns or is removed by the Board of Directors. The AtiministratorFz - utiv . Tire torshall have such duties as maybe determined by the Board of Directors. Section 5. Nnm;nating Committee. A nominating committee consisting of three (3) Board members shall be appointed by the President no later than two (2) meetings before the meeting at which officers for the following year will be elected. At the meeting immediately preceding the meeting for the election of officers, this committee shall present its nominations for officers for the following year. Additional nominations may be made from the floor at the meeting where the election is to be conducted, providing the consent of the nominee has been secured. ARTICLE V MEETINGS Section 1. Schedule and T ocationc. Regular meetings of the Board of Directors shall beheld, at a minimum, every other month at a time and location determined by the Board of Directors. The Board of Directors shall schedule periodic meetings of the general membership, to include all members of legislative bodies of member Cities. Section 7. Notice. Notice of the time and place of all regular meetings shall be given in writing by the Secretary/Treasurer or a designee to all members of the Board at least seven-days prio,- five days l,pnrto the meeting. Such notices shall be sent by United States mail, postage prepaid, or by elerrron;c ma; I, nr by the Tnterner_ shall be personally delivered. Notice of special meetings shall be given by the Secretary/Treasurer or a designee to all Board members in the manner required by Government Code section 54956. The Secretary/Treasurer shall be responsible for preparing and posting agendas of Board meetings in compliance with 4 Government Code section 54954.2. Se .tin ~. Q1ro11rll1. A majority of the members of the Board of Directors shall constitute a quorum to do business at any such regular or special meeting. For the purposes of a quorum and all matters requiring a vote of the Boazd of Directors, the presiding officer may serve as his or her City's representative or designate his or her City's attending alternate to serve as that City's representative. Section 4. Vnting. The affirmative vote of a majority of the members of the Board of Directors present shall be necessary for the Board of Directors to take action. Section 5. Rules of Order. Subject to the provisions of these By-Laws, the meetings of the Board of Directors shall be governed by Robert's Rnlea of order, Newly Revised, ARTICLE VI COMMITTEES f•J a. Fxeontive RQatd. The E~erlltLVe_ Boardshall act to accomplish, administer and facilitate the goals and the purposes of the Section at the direction of the Board of Directors. The Executive Roard shall consist of the officers of this Section; the Immediate Past President, if still a Board member; the Chair of the E c~c:islative-Taslc f~orcei egislative Action Committee; and a lirector at T.arop who may he appointed i f the Tmmediate Aas President is no longer a f itiee Accnciation member. ;-attd-~t- ftin:c;torat-Large: The Director at Large shall be a Board member appointed by the President upon approval of the Board. , ~ c rrrcrrrl7crThe Vice Chair ofthe T.egislative Actinn Committee shall he a~nnintad to carve nn the Executive Cnmmittae in the ahsenr.P of the Chair of the I PgislativP Actinn t.nmmlttPP, b. City Selection Committee. There shall be a City Selection Committee of this Section which shall have the membership and purposes set forth in Government Code sections 50270-50279.4 and which shall be governed by the requirements of such sections. The membership of the City Selection Committee shall consist of the Mayor or Mayor's designee of each City in the County, whether or not any such City is a member of the Section. The County Clerk or the County Clerk's deputy shall act as the permanent secretary and recording officer of the City Selection Committee. c. o T.e~jslative Action C'nmmittee .There shall be a ` T,egislative Actinn inmmitteeofthis Section, which shall have the membership and purpose as follows. The membership of the T ~giclative Action f'ommitteashall Consist of one representative from each City in the County. The representative shall be a City Council Member or the Mayor. Each City shall also appoint an alternate to serve on the Committee in the. absence of the representative. The alternate may be a City Council Member or the Mayor or an appointed Staff person. Each City, represented by either the representative or the alternate, shall have one vote. The purpose of the . Sgiclative Action Cnmmitteais threefold. First, the Tall. F,7rce-f nmmitreP would enable the Cities Association to advocate on issues of interest to Santa Claza County cities in an organized, effective manner. Second, the ~ask~arce-Cnmm;tree. would provide basic legislative information to cities with little or no legislative staff. Third, the Task-Furce-Commit e .would organize emergency responses to urgent issues. dr-City Manager's Committee The ~ a Santa Clara Co,mty City/~'onn y Man ger's Accociar;o„ shall serve as an advisory committee to the Section. The City Managers' Committee may choose an ex officio representative to the Board of Directors. a. A nominating committee will be appointed as required and in accordance with the provisions of Article IV. b. The President, with the consent and approval of the Board of Directors, may appoint such committees as may be necessary from time to time, and designate the chair and the purpose of each such committee. Any officer or employee of any member City shall be eligible to serve upon any such committee. S.ecti9tt3. Quonun. The quorum for each committee except the City Selection Committee shall be determined by the Board at such time as the committee is created. ARTICLE VII FINANCES Cect;on t . Budget. On or before April 15 of each calendar year, the Board of Directors shall approve a preliminary budget for the Section for the fiscal year commencing with July 1 of the same calendar yeaz. The Board of Directors shall adopt a final budget no later than June 15 of each year. A copy of the preliminary budget when approved and a copy of the final budget when adopted shall be transmitted to each member City. `; .ctinn Dues. Each member City shall pay to this Section annual dues in accordance with a dues schedule adopted by the Board of Directors on or before June 1 of each year. Dues shall be for the fiscal yeaz commencing July 1 and shall be an equal amount for each member 6 City based upon the approved budget. The full amount shall be due and payable before July 1 of each-year. Any City becoming a member of this Section during a fiscal year shall pay the full dues for that year prior to exercising any rights of membership. • Sectinn '~. Funds. All funds received by the Section from the membership or any other source shall be deposited in a financial institution or institutions determined by the Secre- tary/Treasurer and disbursed only by check signed by any f~ofthose~rnnit any twn _ofl persons designated by the Board of Directors as signers on the account including the ~rc3~arimstratarFxccntive Dirertnr ,the Secretary/Treasurer and the President. Section 4. Accc»,n inn. Annually, a complete written account of all receipts and disbursements during the previous year, showing the opening and closing balances shall be prepared by the Secretary/Treasurer or a designee. Copies thereof shall be filed with the Board of Directors. ARTICLE VIII ADOPTION AND AMENDMENTS Section 1. A tinn. These Bylaws shall become effective upon the affirmative vote of the legislative bodies oftwo-thirds of the cities in Santa Clara County. Section ~. Amendments. These Bylaws maybe amended only in the following manner: Proposed amendments shall be submitted in writing to the Board of Directors for approval, and if approved, shall thereafter be submitted in writing to each member City of the Section at least thirty (30) days before action thereon is required by the membership. An . affirmative vote oftwo-thirds of the legislative bodies of the member Cities shall be required for approval. 7