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HomeMy WebLinkAbout05-02-2001 City Council Minutes MINUTES SARATOGA CITY COUNCIL MAY 2, 2001 The City Council of the City of Saratoga met in Closed Session, Administrative Conference Room, 13777 Fruitvale Avenue at 6:00 p.m. Conference With Legal Counsel - Existing Litigation (Government Code section 54956.9(a)): Name of case: City of Saratoga v. Hinz (Santa Clara County Superior Court Doc. No. CV-784560) Conference With Labor Negotiator: Agency designated representative: Dave Anderson, City Manager Employee organization: Saratoga Employees Association MAYOR'S REPORT ON CLOSED SESSION - 7:02 p.m. Mayor Mehaffey reported there was Council discussion but no reportable action was taken. Mayor Mehaffey called the Regular City Council meeting to order at 7:03 p.m. and requested Deputy City Clerk Ann Sullivan to lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Evan Baker, Stan Bogosian, Ann Waltonsmith, Vice Mayor Nick Streit, Mayor John Mehaffey ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Ann Sullivan, Deputy City Clerk Mary Jo Walker, Director of Administrative Services John Cherbone, Director of Public Works Irwin Kaplan, Interim Community Development Director Phil Block, Associate Planner REPORT OF CITY CLERK ON POSTING OF AGENDA FOR MAY 2, 2001. Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of May 2, 2001 was properly posted on April 27, 2001. City Cotmcil Minutes 1 May 2, 2001 COMMUNICATIONS FROM BOARDS AND COMMISSIONS WRITTEN COMMUNICATIONS None ORAL COMMUNICATIONS The following people spoke: Clay Leander, Saratoga Community Television, apologized for last week's technical difficulties during the broadcast of the Adjourned Meeting on April 27, 2001. Mr. Leander noted that as of midnight his contract as acting Community Access Director expires. He thanked the City Council for all of their support and noted that he enjoyed working with the staff and the City Council. Beverly Phipps, 15270 Norton Road, requested that the City Council support construction of a second access trail on Bohlman Road. David Dolloff, 20685 Sigal Drive, requested that the City Council not accept the Public SafetY Commission's report on fire protection services in Saratoga. Ed Farrell, 20877 Kittridge Road, expressed dissatisfaction with the Council not allowing all the members of the FACT committee adequate time to speak at the adjourned meeting on April 24, 2001. K.B. Walter, ~20281 Blauer Ave, requested that the City Council delay the building of the new fire station until the current fire service issues are resolved. Ms. Walter strongly stated that the citizens of Saratoga would benefit if Santa Clara County Fire served the entire city. Art Marshall, President/SCC Firefighter Association, noted that ChiefKraule reported inaccurate information to the City Council at the Joint Meeting on April 24, 2001. Mr. Morrison explained that when Chief Kraule discussed the recent fire on Mendelsohn Lane and stated that he dismissed County Fire from the scene, because their assistance was not needed, was an inaccurate statement. Mr. Morrison stated that one of the County trucks stayed and assisted the Saratoga Fire District for a significant amount of time. COUNCIL DIRECTION TO STAFF Councilmember Waltonsmith requested a status report on the issues Mr. Phipps discussed conceming Bohlman Road. In response, City Manager Anderson noted that the Public Safety Commission is currently reviewing this issue. City Council Minutes 2 May 2, 2001 CEREMONIAL ITEMS lA. PROCLAMATION - DECLARING APRIL 29 - MAY 5, 2001 "MUNICIPAL CLERK WEEK" STAFF RECOMMENDATION: Read proclamation. Mayor Mehaffey read the proclamation and presented it to City Clerk Boyer and Deputy City Clerk Sullivan. 1B. PROCLAMATION - DECLARING MAY 20-26, 2001 "SAVE A LIFE WEEK" STAFF RECOMMENDATION: Read proclamation. Mayor Mehaffey read the proclamation. 1C. APPOINTMENT OF PLANNING COMMISSION MEMBER STAFF RECOMMENDATION Approve Resolution of Appointment and Administer Oath of Office. TITLE OF RESOLUTION: 01- 026 RESOLUTION OF THE CITY COUNCIL APPOINTING MIKE GARAKANI TO THE PLANNING COMMISSION BAKER/BOGOSIAN MOVE TO ADOPT RESOLUTION APPOINTING MIKE GARAKANI TO THE PLANNING COMMISSION. MOTION PASSES 5-0. City Clerk Boyer administered the Oath of Office to Mike Garakani. 1D. APPOINTMENT OF PUBLIC SAFETY COMMISSION MEMBER STAFF RECOMMENDATION Approve Resolution of Appointment and Administer Oath of Office. TITLE OF RESOLUTION: 01- 027 RESOLUTION OF THE CITY COUNCIL APPOINTING CAROLYN GALVIN TO THE PUBLIC SAFETY COMMISSION. BAKER/STREIT MOVE TO ADOPT RESOLUTION APPOINTING CAROLYN GALVIN TO THE PUBLIC SAFETY COMMISSION. MOTION PASSED 5-0. City Clerk Boyer administered the Oath of Office to Carolyn Galvin. City Council Minutes 3 May 2, 2001 Mayor Mehaffey noted that it was the appropriate time to begin the Public Hearings. PUBLIC HEARINGS SARATOGA COMMUNITY LIBRARY RENOVATION AND EXPANSION PROJECT - ENVIRONMENTAL REVIEW: APN: 397-301- 053; 13724 SARATOGA AVENUE (TEMPORARY RELOCATION SITE); APN: 397-301-047 STAFF RECOMMENDATION: Open Public Hearing, hear public testimony and adopt Negative Declaration. Mary Jo Walker, Director of Administrative Services, presented staff report. Director Walker explained that the California Environmental Quality Act (CEQA) requires that an environmental analysis be done before the Saratoga Community Library Renovation and Expansion Project begins. The City prepared an RFQ and sent it out to thirteen firms that perform this service in the Bay Area. Maureen Owens Hill Consulting was selected to perform the environmental review, subcontracting to Fehr Peers to perform the traffic study. Director Walker noted the following environmental factors that were given the most attention in the Initial Study: 1. Traffic 2. Cultural resources 3. Visual resources 4. Temporary impact on the Heritage Orchard during construction Director Walker reported that the Initial Study concludes that the project will not have a significant effect on the environment because revisions in the project have been made or agreed to by the City. Councilmember Bogosian asked the cost to perform the Environmental Review. Director Walker responded the total cost to perform this report was $22,000.00. Vice Mayor Streit asked the status on a new left turn lane, off of Saratoga Avenue, in front of Sacred Heart Church. Director Cherbone noted that the Public Works Department is currently working on the design of the new lane. Mayor Mehaffey opened the Public Hearing at 7:40 p.m. and invited any pubic testimony. No one requested to speak at this time. Mayor Mehaffey closed the public Hearing at 7:41 p.m. City Council Minutes 4 May2,2001 BOGOSIAN/STREIT MOVED TO ADOPT THE NEGATIVE DECLARATION IMPACT REPORT FOR THE SARATOGA COMMUNITY LIBRARY EXPANSION AND RENOVATION PROJECT. MOTION PASSED 5-0. APPEAL OF PLANNING COMMISSION DENIAL OF A TENTATIVE SUBDIVISION MAP, DESIGN REVIEW, AND REAR YARD SETBACK VARIANCE FOR A 22,582 SQUARE FOOT SITE, LOCATED ON BIG BASIN WAY AND ST. CHARLES STREET -DR- 00-011, SD-00-001, V-00-018 AND V-01-004 (517-08-005 & 016) - TRAFALGAR INC., 14612 BIG BASIN WAY & 20717 ST. CHARLES STREET STAFF RECOMMENDATION: Deny the appeal and uphold the Planning Commission's decision. Irwin Kaplan, Interim Community Development Director, presented staff report. Director Kaplan explained that the Planning Commission held an initial pubhc heating on January 24, 2001, a study session on February 14, 2001, and took action on this project following a final public hearing on March 28, 2001. Staff recommended approval of the Design Review, the Vesting Tentative Subdivision Map, and the 32.5-foot rear yard setback variance. Approval of all four requests was necessary for the Planning Commission to approve the project. Director Kaplan noted that the Planning Commission voted (5-0) to approve the proposed parking variance, but denied the other three requests on a 2-3 vote. Director Kaplan explained that the applicant has appealed the part of request that the Planning Commission denied. The appellant has submitted the following changes to the proposed development: · Reduce the number oftownhouses off St. Charles Street from three to two in order to save a Cork Oak Tree. · Increase the amount of retail commercial space on Big Basin Way from the original proposal. · Offered to designate the second floor above the retail as office for five years to give the City the oppommity .to create an expanded parking district or some other mechanism to increase off street parking near the site. Director Kaplan explained the half of the site is on Big Basin Way and is zoned CH-2 (Historical Commercial), and the rear portion of the site fronts St. Charles Street and is zoned RM-3000 (multiple-family residential). Without a rear yard variance, a 36-foot setback is required between these two zone districts. The purpose of the setback is to provide a wide separation between commercial (CH- 2) and multiple-family residential (R-M-3,000) zone districts in order to buffer residences f~om commercial uses. Because the applicant was proposing townhouses next to townhouses, staff felt such a buffer served no propose and that the findings necessary to grant the rear yard setback variance could be made. Director Kaplan noted that without this variance the project could not proceed. City Council Minutes 5 May 2, 2001 Director Kaplan explained that subsequent to the Commission's action, the applicant requested Planning Commission reconsideration, proposing to delete the lot line between the two lots, in effect merging them. This would eliminate the need for the rear yard setback variance. The applicant requested Planning Commission reconsideration of the project without the variance at its April 25, 2001 meeting, but the Planning Commission declined to reconsider the request. Director Kaplan explained that the Zoning Ordinance {15-19.0250(2)}allows single-family and multi-family residential units as permitted uses when located above the street level or at street level if separated fi.om the street frontage by a retail service establishment. The applicant's proposal is consistent with this requirement. This application is exempt fi.om the City's commercial moratorium since it was filed prior to the March 15, 2000 effective date. Director Kaplan noted that four new 3,505 to 4,475 square foot townhouses, including garages and basements, would be constructed if the Design Review request were approved. Additionally 1,316 square feet of retail space with a 2,688 square foot second story office or residential condominium would face Big Basin Way. The fi.ont portion of the project would have access fi.om Big Basin Way and the rear townhouses fi.om St. Charles Street. Referring to the fi:ont lot which has a CH designation, Councilmember Baker asked if the City's Code specifically states the amount of space that has to be commercial and retail. Director Kaplan responded that the Code does not specifically state specific square footage of commercial and retail space,, however it does state that the ground floor frontage has to be retail. Referring to the request of parking variance, Mayor Mehaffey asked if there currently is adequate on street parking. Director Kaplan responded that the Developer did his own parking study and found the study indicated that there is adequate parking on the street. Director Kaplan noted that in Mr. Gamble's recent proposal he suggested that in five years, if the City has not provided reasonable parking alternatives and if the parking deteriorates, the commercial space converts to retail space. Vice Mayor Streit asked what would be more appropriate merge the two lots or keep them separate. Director Kaplan noted that staff recommends that the two lots remain separate parcels. Mayor Mehaffey opened the public hearing at 7:50 p.m. and invited any public comments. Stan Gamble, President/Trafalger, presented a brief history of the project. Mr. Gamble noted that when he presented his first design he was told by the Planning Department that for every 200 square feet of retail he must provide one parking space. After taking the Planning Commission's and the City's recommendations City Council Minutes 6 May 2, 2001 he modified the original design, even though the project is exempt from Measure G, and increased the retail space fi.om 900 square feet tol,300 square feet. Mr. Gamble noted that the design went to the Planning Commission in January 2001, and included 6 townhouses and 1,300 square feet of retail. The Planning Commission recommended more commercial space and recommended that the cork oak tree located on St. Charles Street be preserved. In order to preserve the tree, Mr. Gamble noted that he had to delete one of townhouses on St. Charles Street. Mr. Gamble noted that he has tried very hard to comply with all the Planning Commissions recommendations even though this project is exempt fi.om Measure G. Mr. Gamble noted that since the parking study indicated that there was adequate parking, he requested that the retail space on Big Basin Way be converted to office space. Betty Feldheym, 20184 Franklin Avenue, noted that because of her interest in affordable housing, she followed the Trafalger project fi.om the beginning. Ms. Feldhym noted that she supported Trafalger's original design of residential space above commercial space. Ms. Feldhym noted that although the proposed townhouses were not going to help with providing affordable housing in Saratoga, she supports the project. Srini Srinivasan, 14598 Big Basin Way, noted that he owns the property next door to the Traflager project and lives above one of the retail spaces. Mr. Srinivasan noted that he supports the design with two exceptions 1) the residential units in fi.ont need yards 2) there needs to be significant space between the residential space and the retail space. Mr. Srinivasan recommended the following in regards to the proposed project: · St. Charles Street - two townhouses instead of three. · Big Basin Way - one townhouse in the rear with commercial in fi.ont and residential above. Councilmember Waltonsmith asked what type of commercial use is in his building. Mr. Sfinivasan responded that in one space he runs a dance and yoga studio and the other would soon be a gallery. Chuck Page, 20790 Norada Court, noted that he was a Planning Commissioner when this project came before the Planning Commission and he voted to support the project. Mr. Page noted that the Planning Commission held several public heatings and one study session. Mr. Page noted that the Developers concession to convert the retail over to commercial in five years if the parking problem continued was a good idea. Mr. Page noted that the same Commissioners that rejected the variance also requested that the three townhouses on St. Charles Street be reduced to two, which in mm allowed the Developer to increase the size of the two townhouses. Mr. Page pointed out that at the study session Cotmcilmember Bogosian was coaching Commissioner Jackman on how to interpret the City Code. Mr. Page indicated that because of this conversation Councilmember Bogosian should recuse himself from this discussion. Mr. Page also noted that during his interview to be reappointed to the Planning City Council Minutes 7 May 2, 2001 Commission, he felt that Councilmember Waltonsmith continually asked him questions in regards to the Trafalger project using references to Measure G, even though this project is exempt from Measure G. Councilmember Bogosian interjected and noted that Mr. Page's statements were false. Councilmember Bogosian stated that Commissioner Jaclanan just asked him if he wanted half of her sandwich. Mayor Mehaffey requested that both Councilmember Bogosian and Mr. Page refrain from this type of discussion. Peter Palmer, 14473 Oak Place, noted that he and his wife were investors in the proposed Trafalger project. Mr. Palmer briefly summarized the project and reminded Council that this property is exempt from the Measure "G" moratorium. Because of this exemption, Mr. Palmer explained, this property would be allowed to be developed in accordance with it's zoning and within the intent of the Village Plan. Mr. Palmer noted that when this project went to the Planning Commission, knowing this project is excluded from Measure "G", three Commissioners still felt that this project did not meet the zoning or the intent of the Village Plan. Mr. Palmer noted that he agrees that the Village needs to be improved and more destination type retailers and services need to open but this in turn would bring more people to the Village and cause more of a parking shortage. Mr. Palmer pointed out the Village is currently short a few hundred parking spaces. In an effort to compromise, Mr. Palmer noted that Trafalger is willing to increase the commercial space on a temporary five-year basis. If a viable parking plan was developed and executed within five years, then the property would remain conunercial. If no viable plan was developed then the property could be converted to a residential flat. Mr. Palmer stated that he believes Trafalger has meet the zoning and intent of the Village Plan and he request that the City Council grant their appeal of the Planning Commission's decision. Cynthia Barry, Chair/Planning Commission, noted that tkis project has had two public heatings and one study session on whether or not to merge the lots together or keep them separate. Staff's recommendation was to keep the lots separate in order to keep a clear definition of use in the future. Chair Barry noted that in regards to the St. Charles lot, the proposal went from three units to two in order to save a cork oak tree. Chair Barry pointed out that there are now two driveways on St. Charles Street, which have upset a few of the neighbors, even though it does provide more offstreet parking. The heritage oak tree on the Hemandez property is still a concern of the Planning Commission. Chair Barry noted that the Commission felt the roots were not protected enough. The Developer is willing to forego the basement on unit two if the Council accepts his appeal. Chair Barry stated that the Commission approved (5-0) the parking variance but denied the set back variance with a 3-2 vote. In regards to the parking variance, Chair Barry noted that five Planning Commissioners approved it. city Council Minutes 8 May 2, 2001 Chair Ban'y noted that the story poles were not erected at the project site. Chair Barry reported that the issue of height and bulk of the roof was brought to the attention of the Commission and is still a concern because the proposed design is very large and boxy. Chair Barry noted that the Commission did not specifically address design issues but agreed that the ground floor needs retail size windows, which the design does not have. In regards to the impervious coverage, there is no limit to the coverage in the CH-2 zoning lot so this proposed design can be built within the set backs specified in the code. In regards to the set back variance, Chair Barry explained that the Developer knew early on the Planning Commission's concerns, which were discussed at the February 14th Planning Commission, the Developer was asked to justify the need for the variance and he did not provide a valid reason. Chair Barry noted that the 30-foot set back is not in this design. Staff did not justify this request so the Planning Commission denied the request (3-2). Chair Barry noted that the Planning Commission had to decide what type of residential use fit into the Ch-2 zone. Smaller houses in a commercial district would be more affordable. Chair Barry stated that three of the Commissioners requested greater retail and more affordable housing. In regards to the zoning interpretation of the Village Plan. Chair Ban'y noted that the Planning Commission was advised early on that they had the discretion in deciding what was the best combination of multiple residential and commercial rises. Anastasia Palmer, 14473 Oak Place, noted that the Trafalger project is their first project she and her husband have been involved with. Mrs. Palmer noted that they have had many obstacles standing in the way of their project. Mrs. Palmer noted that Measure G and affordable housing has gotten in the middle of their project. Mrs. Palmer requested that the City Council grant their appeal. Paul Rodriguez, 13020 La Vista Drive, requested that the large oak tree that is on his property be protected. Mr. Rodriguez commented that when his project came before staff, Mr. Walgren instructed him that he had to have a 26 foot rear yard set back, even though the code allows a 23 foot set back. Mr. Rodrignez requested that the Council be consistent with their decisions tonight. Mr. Gamble noted that there might be some confusions of what is a permitted use in the CH-2 zone. Mr. Gamble noted that when he started this project he read the Village Plan and reviewed the CH-2 zoning standard which specifically states that retail and commercial be in the front and residential in the back. Mr. Gamble noted that the residential use is required to be placed in the back on St. Charles Street. City Council Minutes 9 May 2, 2001 Mr. Gamble noted that the St. Charles Homeowners Association supports the homes and do not want a parking lot. Mr. Gamble noted that he made sure that this project was in comphance with all of the requirements for CH-2 zoned lot. In regards to affordable housing, Mr. Gamble stated that building affordable housing in the Village is hnpractical due to the high cost of the land. Vice Mayor Streit asked Mr. Gamble if he would be wilhng to install retail windows on the front of the building that faces Big Basin Way and would he consider designating the upstairs unit as permanent office space if the Council granted the parking variance. In Response, Mr. Gamble said that retail windows could be installed and the designation of a permanent office space could he an option to consider. Councilmember Baker noted that the front elevation of the commercial space looks more like a multi unit row homes. Mayor Mehaffey closed the public hearing at 8:41 p.m. Mayor Mehaffey asked if the two lots were merged would the lots have separate zoning requirements. Director Kaplan responded yes. In response to Director Kaplan, Mayor Mehaffey asked if the two buildings would have to be built under two separate sets of zoning requirements. Director Kaplan responded yes and explained that the zoning line would stay in the same place and both buildings would still have to abide by the zoning in each area. Mayor Mehaffey noted that he supports keeping the lots separate, Mayor Mehaffey noted that he has concerns in regards to the limited parking in the Village. Councilmember Waltonsmith noted that this proposed project looks more like a two-story home rather than a retail/commercial building. Councilmember Waltonsmith noted that she does not support this project and would vote to deny the appeal. Councilmember Bogosian supported Vice Mayor Streit's suggestion on the permanent designation of office space and removal of the five-year stipulation. Councilmember Bogosian noted he agreeed with his colleagues that the design of the commercial building should look like a commercial building, and suggested adding showcase windows and a glass front door. Councilmember Bogosian noted that his main concem is safety and supports the need for a buffer between the residential units and the commercial units. Councilmember Baker asked what separates the commercial/retail building (Unit 1) from Unit 2 (resident/al). city Council Minutes 10 May 2, 2001 Mr. Gamble responded that a parking lot separates the two units. Mr. Gamble explained that a fence encloses the backyard of Unit 2 (residential unit), which abuts up against the parking lot. Vice Mayor Streit asked if the Council requires the permanent office designation on the second story, would there still be a garage or would it be eliminated. Vice Mayor Streit noted that this would eliminate the need for a parking variance. If the residential space is eliminated those spaces would be needed to provide more parking. Councilmember Bogosain asked if Mr. Gamble ever considered a different configuration of Units 2 & 3. Mr. Gamble responded no. Councilmember Bogosian requested that the City Attomey briefly explain the Council's options in regards to the direction they could go with this proposed project. Richard Taylor, City Attomey, explained that the City Council has three options 1) deny the appeal 2) remm the project to the Planning Commission with specific direction 3) grant the appeal and approve the project. Vice Mayor Streit asked Chair Barry why the Planning Commission approved the parking variance. Chair Barry noted that the parking study provided by the Developer answered the questions the Commission had and also the Commission hoped that in the near future the City would develop viable solutions to increase parking in the Village. Vice Mayor Streit commented that he could support sending this project back to the Planning Commission with the following direction: · Supports the parking variance · Redesign the commercial/retail building · Permanent designation of office space on the second floor · The fence between the residential units and the parking lot be made out of a more study and permanent material · Make it more viable retail space Councilmember Baker noted that he does not support the front building because it could be easily converted into two homes. Councilmernber Baker noted that he supports sending this project back to the Planning Commission. Councilmember Bogosian concurred with his colleagues to send this project back to the Planning Commission. Councilmember Bogosian agreed with keeping the two lots separate, permanent designation as office space on the second floor, and a higher and stronger wall separat'mg the residential units and the parking lot. Councilmember Bogosian also supports the need conducting a parking study. City Council Minutes 11 May 2, 2001 Mayor Mehaffey noted that he concurred with Councilmember Bogosian and Vice Mayor Streit's suggestions on the direction to the Planning Commission. Mayor Mehaffey noted that he supports the idea of conducting a parking study in the Village. BOGOSIAN/STREIT MOVED TO SEND THE TRAFALGER PROJECT BACK TO THE PLANNING COMMISSION WITH SPECIFIC DIRECTION FROM THE CITY COUNCIL. MOTION PASSED 4-1 WITH WALTONSMITH OPPOSING. Mayor Mehaffey declared a fifteen-minute recess at 9:35 p.m. Mayor Mehaffey reconvened the meeting at 9:50 p.m. Mayor Mehaffey reported that Attorney Taylor has requested to be dismissed. Consensus of the City Council to dismiss City Attorney Taylor. CONSENT ITEMS 2A. APPROVAL OF COUNCIL MINUTES OF: ADJOURNED MEETING - MARCH 27, 2001 REGULAR MEETING - MARCH 21, 2001 STAFF RECOMMENDATION: That Council approve minutes as submitted. BOGOSIAN/BAKER MOVED TO APPROVE THE MINUTES OF MARCH 21, 2001 AND MARCH 27, 2001. MOTION PASSED 5-0. 2B. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve the check register. BOGOSIAN/BAKER MOVED TO APPROVE THE CHECK REGISTER. MOTION PASSED 5-0. 2C. MARCH FINANCIAL STATEMENTS STAFF RECOMMENDATION: Note and file. BOGOSIAN/BAKER MOVED TO NOTE AND FILE FEBRUARY FINANCIAL STATEMENTS. MOTION PASSED 5-0. 2D. REVIEW PLANNING COMMISSION ACTION MINUTES - APRIL 25, 2001 STAFF RECOMMENDATION: Note and file. City Council Minutes 12 May 2, 2001 BOGOSIAN/BAKER MOVED TO NOTE AND FILE PLANNING ACTION MINUTES. MOTION PASSED 5-0. OLD BUSINESS None NEW BUSINESS 5. FISCAL YEARS 2001/02 AND 2002/03 DRAFT BUDGET PRESENTATION STAFF RECOMMENDATION: Accept draft budget for Fiscal Years 2001/02 and 2002/03, and begin budget study sessions. Mary Jo Walker, Director of Administrative Services, presented staff report. Director Walker noted that tonight's presentation would concentrate on expenditures. Director Walker briefly described the budget format noting the following: · Budget Message · Overview (process, calendar, policies) · Summaries (funds, personnel, revenues, expenditures) · Programs grouped by functional area · Debt Services · Capital Improvements · Five-Year Forecast Director Walker noted that within the General Fund she assumed the following increases to specific fimds: · Property tax - 3% · Water & Garbage - 2% · Business License Fee - 1.5% · Motor Vehicle License Fee - 1.5% · Street & Roads/Refunds and Reimburses - 2.5% Director Walker explained that the fund balances remain fairly constant throughout the three-year budget cycle. Director Walker stated the following audited figures for the General Fund: · 6/20/00- $9,085,620 · 6/30/01 - $10,411,616 · 6/30/02- $9,043,779 · 6/30/03 - $10,497,528 Director Walker noted that at a recent the Finance Committee meeting, the Commission discussed the amount of funds they would feel comfortable allocating to the CIP project fund. Conncilmember Waltonsmith questioned if the public would have the opportunity to make suggestions on budget allocations for the CIP program. City Council Minutes 13 May 2, 2001 City Manger Anderson noted that in July the public would be allowed to comment on the CIP program budget. Vice Mayor Streit noted that before the CIP process starts he would like to designate a reserve fund to avoid cut backs in the City of Saratoga if the state has short falls in the years 2002-2003. Vice Mayor Streit noted that if the City does not use the reserve fimds during those years; then allow the City to spend the funds. Consensus of the City Council that the City should designate a reserve fund. Director Walker briefly described staffing changes, noting that the total requested full time positions as of July are 58.0. Director Walker noted that the following positions are being requested in the proposed budget are Leadworker, Office Specialist III (to bring .75 to full-time in HR), Facility Maintenance Worker (to replace contract maintenance). Director Walker noted that the contract for the MIS Assistant, Recreation Program Coordinator, and Public Safety Officer (funded by the CLEEP grant), which are limited term positions, expire on June 30, 2002. Director Walker requested that the City Council extend the contracts for those positions to June 30, 2003. Director Walker noted the other limited term position, Economic Development Coordinator, does not expire until June 30, 2003. Mayor Mehaffey asked if these four positions were included on the City's organizational chart. Director Walker responded that limited term positions have never been included on the organizational chart because they are considered contract employees. Mayor Mehaffey asked why the MIS Assistant and the Recreation Program Coordinator were contract employees. Joan Pisani, Recreation Director, responded that the Recreation Program Coordinator was cut a few years ago when the City was going through difficult financial times. Director Pisani explained that the Youth Commission lobbied the City Council not to cut the Recreation Program Coordinator position and the Warner Hutton Foundation offered to pay the City $10,000 a year to help offset the salary of that position. Director Pisani reminded the City Council that the Recreation Program Coordinator position was reinstated on limited term basis. Director Pisani noted that she would not object if Council supported changing the status of the Recreation Program Coordinator to a full time position. In regards to the MIS Assistant, Director Walker noted that position was added to meet the needs of the staff. city Council Minutes 14 May 2, 2001 City Manager Anderson noted that the MIS Assistant, Ben Cheng, has been a valuable asset to the City of Saratoga and plays a major role in the City's website development and maintenance. Mayor Mehaffey noted that he fully supports changing the status of the Recreation Program Coordinator and the MIS Assistant to full time employees. Consensus of the City Council to change the status of the Recreation Program Coordinator and the MIS Assistant from limited term positions to full time employees. Director Walker explained the City's revenues summary by fund as follows: · General Fund - 50% · Streets and Roads - 30% · Other Funds -12% · Development Fund - 10% · Recreation Fund - 5% · Environmental Fund - 3% Director Walker explained the City's fund revenues by category as follows: · Property Taxes - 25% · Sales Tax - 5% · Other Local Taxes - 14% · Franchise Fees - 10% · Motor Vehicle Fees- 20% · Refunds/Reimbursements - 4% · Interest - 5% · Other- 7% Director Walker e,xplained the next step would be to hold a public hearing on June 6, 2001 and adopt the budget. Mayor Mehaffey thanked Director Walker for her presentation. COMMISSION ASSIGNMENT REPORTS Vice Mayor Streit reported the following information in regards to the Parks and Recreation Commission: · Congress Springs Task Fome - unanimous approval of the park design. Councilmember Baker reported the following information in regards to the Planning Commission: · E-Mail message received from Commissioner Roupe noting that he would be absent from the Commission three months this summer. Councilmember Bogosian reported the following information in regards to the Library Expansion Committee: · $318,000.00 would be received from Santa Clara County Library that will be used to buy new furniture. City Council Minutes 15 May 2, 2001 Councilmember Waltonsmith reported the following information on the HPC and Youth Commission: · Heritage Preservation Commission - working on an overview of the Commission. · Youth Commission - would be getting new members in July 2001. CITY COUNCIL ITEMS Vice Mayor Streit reported that construction has begun at Marshal Lane School. Vice Mayor Streit noted that the Campbell Union School District never notified the surrounding neighborhoods. The construction has caused an increase in traffic around the school. Vice Mayor Streit noted that City should try to establish better communications between the other school districts that serve the City of Saratoga to prevent future problems. A discussion took place regarding action the City Council could take to enhance communications between the various school districts and the Saratoga City Council. Consensus of the City Council to assign one member of the Council to each school district that serves the City of Saratoga. OTHER None. CITY MANAGER'S REPORT City Manager Anderson announced that Tom Sullivan accepted the position of Community Development Director. Mr. Sullivan is scheduled to start on May 14, 2001. City Manager Anderson noted that Mr. Sullivan has over 20 years of experience in community development, ADJOURNMENT There being no further business Mayor Mehaffey adjourned the meeting at 11:10 p.m. iCity~.' Clerk city Council Minutes 16 May 2, 2001