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HomeMy WebLinkAbout05-16-2001 City Council Minutes MINUTES SARATOGA CITY COUNCIL MAY 16, 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 re: Existing Litigation (Gov't Code 54956.9(a)). Name of Case: City of Saratoga v. West Valley College Santa Clara County Superior Court No. Doc. CIV756340. 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 Legal Counsel - Existing Litigation (Government Code section 54956.9(a)): Name of case: City of Saratoga v. Bunch (Santa Clara County Superior Court Doc. No. AS-92021676) Significant exposure to litigation pursuant to Government Code section 54956.9(b): (1 potential case.) MAYOR'S REPORT ON CLOSED SESSION - 7:00 p.m. Mayor Mehaffey reported there was Council discussion but no action was taken. Mayor Mehaffey called the Regular City Council meeting to order at 7:02 p.m. and requested Tom Sullivan, Community Development Director, to lead the Pledge of Allegiance. ROLL CALL PRESENT: Evan Baker, Stan Bogosian, Nick Streit, Ann Waltonsmith, Mayor John Mehaffey ABSENT: None ALSO PRESENT: City Council Minutes Dave Anderson, City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Mary Jo Walker, Director of Administrative Services John Cherbone, Director of Public Works Tom Sullivan, Community Development Director Joan Pisani, Recreation Director Paula Reeve, Administrative Analyst 1 May 16, 2001 REPORT OF CITY CLERK ON POSTING OF AGENDA FOR MAY 16, 2001 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of May 16, 2001 was properly posted on May 11, 2001. COMMUNICATIONS FROM COMMISSIONS & PUBLIC None COMMUNICATIONS FROM BOARDS AND COMMISSIONS None WRITTEN COMMUNICATIONS None ORAL COMMUNICATIONS The following people spoke: Bill Morrison, 20135 Chateau Drive, noted that the Saratoga Fire Department accepted proposals last week and requested that the City be involved in the final process. David Dolloff, 20685 Sigal Drive, reported that the Saratoga Fire District received three proposals. The FACT committee supports the proposal from Santa Clara County Fire. Mr. Dolloff noted that Chief Doug Sporeleader would be Willing to present and explain the County's RFP at the next City Council meeting. Mr. Dolloffnoted that the proposal from Califomia Department of Fire (CDF) was unacceptable for the following reasons: 1) proposed a separate communication system 2) dependent on mutual aid fi'om County Fire 3) State controlled entity in local municipality. Mr. Dolloffnoted that the next Fire Commission meeting is on May 24th at 8:00 a.m. and requested that the City Council attend. Jan Birenbaum, 20052 Sunset Drive, reported that other cities around the Bay Area have set up funds for teacher housing. Ms. Birenbaum noted that the City of Redwood City has set aside $1.5 million dollars in housing funds, giving priority to teachers and city employees. Ms. Birenbaum noted that the City of Morgan Hill recently donated $100,000.00 to the Housing Trust Fund. Ms. Birenbaum requested that the City Council support setting aside funds for teacher housing. Lisa Liu, 20291 Men'ick Drive, requested that her three minutes be given to Bette Cruikshank. Bette Cruikshank, 20303 Calle Montalvo, reported that the Teachers Housing Initiative has over 30 active members. Recently they have been able to find a few homeowners willing to rent at a lower rate to Saratoga teachers. Ms. Cruikshank requested that the City Council allocate $2 million dollars to implement a housing loan program for teachers. Chin Le Chang, 19486 Burgundy Way, requested that the City Council allocated $2 million dollars to implement a housing loan program for teachers. City Council Minutes 2 May 16, 2001 Ed Farrell, 20877 Kittridge Road, reported that at the Joint Meeting with the Public Safety Commission two individuals opposed the Saratoga Fire District merging with County Fire. Mr. Farrell noted that he does not share their feelings when they stated that the Saratoga Fire house was adequate and should be appreciated and viewed as part of Saratoga's history. Mr. Farrell stated that the Fire District is not up to today's standards and lacks adequate staffing. COUNCIL DIRECTION TO STAFF None CEREMONIAL ITEMS lA. PRESENTATION BY GOVERNMENT FINANCE OFFICERS ASSOCIATION TO MARY JO WALKER, DIRECTOR OF ADMINISTRATIVE SERVICES AND RAY GALINDO, ACCOUNTING SUPERVISOR FOR "CERTIFICATE OF ACHIEVEMENT FOR EXCELLENCE IN FINANCIAL REPORTING" STAFF RECOMMENDATION: Accept certificate. Mr. Rich Avery, Director of Finance/City of San Carlos, on behalf of GFOA, presented Mary Jo Walker, Director of Administrative Services, and Ray Galindo, Accounting Supervisor, with the Certificate of Achievement For Excellence In Financial Reporting. Supervisor Galindo thanked Mr. Avery and noted that he was honored to receive this award on behalf of the City of Saratoga. Supervisor Galindo thanked Director Walker for her professional standards that have encouraged him to maintain a high level of financial reporting. lB. PROCLAMATION - DECLARING JUNE 2, 2001 "YMCA DAY" STAFF RECOMMENDATION: Read proclamation. Mayor Mehaffey read the proclamation and presented it to Mr. Marlo Vargas/Southwest YMCA. Mr. Vargas thanked the City of Saratoga for the proclamation and presented the Mayor with copies of the YMCA's Commemorative Book celebrating 150 years. City Council Minutes 3 May 16, 2001 lC. COMMENDATION FOR VENISE TAAFFE, ON YOUR TOES STAFF RECOMMENDATION: Present commendation. Mayor Mehaffey read the proclamation and presented it to Venise Taaffe. 1D. COMMENDATION FOR CHUCK PAGE, PLANNING COMMISSION STAFF RECOMMENDATION: Present commendation. Mayor Mehaffey directed staff to mail Mr. Page his conunendation. 1E. COMMENDATION FOR MARY-LYNNE BERNALD, PLANNING COMMISSION STAFF RECOMMENDATION: Present commendation. Mayor Mehaffey directed staff to mail Ms. Bemald'her commendation. 1F. COMMENDATION FOR MARGARET PATRICK, PLANNING COMMISSION STAFF RECOMMENDATION: Present commendation. Mayor Mehaffey directed staff to mail Ms. Patrick her commendation. Mayor Mehaffey noted that it was the appropriate time to begin the public hearings. PUBLIC HEARINGS 3. APPEAL OF PLANNING COMMISSION DENIAL OF DR-00-054 & V-01- 002 (517-14-087) -MARTIN/ROSE, KITTRIDGE ROAD STAFF RECOMMENDATION: Continue Public Hearing at the request of the Appellant. Tom Sullivan, Director of Community Development, presented staff report. Director Sullivan explained that the applicant has requested Design Review and Variance approval to construct a new 7,272 square foot two story residence on a 347,173 square foot vacant parcel. The Variance is necessary for the retaining walls to exceed five feet in height and possibly closer than 10 feet for parallel walls. The Variance is also necessary to exceed 15,000 square feet of impervious surface due to a long driveway. On March 28, 2001 the Planning Commission approved the item (4-1). 4 May 16, 2001 City Council Minutes Director Sullivan reported Mr. & Mrs. Samel filed an appeal over concern of inadequate drainage affecting their property, which is located below the subject property, on Kittridge Road. Director Sullivan noted that in response the Public Works and Planning Staff visited the site to gain information and offer suggestions to the applicants Engineer to improve the drainage situation. Director Sullivan noted that a meeting was held with the Samsel's to review the progress and gain their input. The Samsel's agree to all but one of the conditions. A subsequent meeting will be held on May 15, 2001 to resolve this final matter. The applicant's have therefore requested a continuance of the City Council appeal hearing tonight in order to resolve the issues between the two parties. BOGOSIAN/STREIT MOVED TO CONTINUE THE APPEAL OF THE PLANNING COMMISSION FOR THE PROPERTY LOCATED ON KITTRIDGE ROAD TO JUNE 6, 2001. MOTION PASSED 5-0. APPEAL OF PLANNING COMMISSION DENIAL OF DR-00-036 (39%05- 091) - SAN FILIPPO, SOBEY ROAD STAFF RECOMMENDATION: Deny the appeal and uphold the Planning Commission's decision. Vice Mayor Streit stated that he is recusing himself from participating in this public heating due to the fact that the applicant is a client of his firm. Director Sulhvan presented staff report. Director Sullivan explained that the applicant requested Design Review and Use Permit approval to construct a new 5,312 square foot two story residence with a 608 square foot basement and 529 square foot cabana on a vacant lot. The Use Permit approval is necessary to allow the cabana to be located within the rear yard setback. The Planning Commission held a public hearing on January 14, 2001 and continued the item for a redesign to address issues of bulk and mass as well as compatibility with the neighboring properties. The applicant remmed to the Planning Commission on March 4, 2001 with the following changes; reduction in overall height, and an emphasis on landscape screening rather than distance to buffer the proposed residence fi.om adjacent neighbors. Director Sullivan noted that there were no changes to the footprint or floor area of the design. The Planning Commission denied the project (5-0) Mayor Mehaffey opened the public hearing at 7:40 p.m. and invited the applicant to speak on behalf of their proposed project. Norm Matteoni, 1740 Technology Drive, stated that he represents the property owner, Grace San Filippo. Mr. Matteoni noted that he would address some of the issues the Planning Commission had with the proposed project. City Council Minutes 5 May 16, 2001 Mr. Matteoni stated that after observing the existing residents along Sobey Road he could not fred a unified architectural style. In regards to the height of the proposed design, Mr. Matteoni commented that the house is actually two feet lower in overall height than Mr. McNeil's house. Mr. Matteoni noted that although they did not agree with the Planning Commission's recommendations to decrease the height, the project's architect lowered the height fi:om 26 feet to 24 feet. Mr. Mateoni pointed out that the architect also changed the color of the roof tile fi:om red to earth tones. Mr. Matteoni explained that the concems of invading Mr. McNeil's privacy, is unlikely because the portion of the house in question is not intended to be a primary hving space for the owner. Mr. Matteoni concluded that the Planning Commission did have some good suggestions, which they have tried to comply with, but disagreed with the comments that this house presents bulk and mass. Mr. Matteoni explained that the Commission comments were unjustified. He explained that the proposed design fits into the natural terrain of the lot, has a low level of appearance to the road, and in overall height, is two feet lower than the McNeil house. Tim McNeil, 18450 Sobey Road, noted that his objections are very clear and simple. Mr. McNeil stated that his main request is to avoid starting the footprint of the house along the slope cascading down the hill. Mr. McNeil noted the current design of the house invades his family's privacy. Mr. McNeil noted that the Planning Commission denied the apphcation twice and urged the Council to deny the appeal and uphold the Planning Commission's decision. Dave Scott, 14269 Quito Road, noted that his house is on the eastern border of the proposed house. Mr. Scott noted that he shares a lot of the same objections that Mr. McNeil already addressed. Mr. Scott indicated that he feels that the applicant is t~ing to build too much on that size lot. Mr. Scott noted that the arbor level looks like a third level. Mr. Scott does not object to a house on the lot as long it has sufficient screening from noise and light and the water drainage issues are addressed. Mr. Scott requested that the Council deny the appeal and uphold the Planning Commission's decision. Cynthia Barry, Chair/Planning Commission, 19281 San Marcos Road, explained the four issues that concerned the Planning Commission: · Architectural Style - Applicant has addresses this concem · Total hardscape of the property - not just the house but also the amount of patio, driveways etc. The applicant has maximum use of the entire lot. This was a great concern of the Planning Commission because of the drainage issues. Applicant has reduced total coverage by 30%. · Location of house on the lot contributes to the mass and bulk. The Planning Commission was not concerned about the perception fi:om the street but the bulk and mass presented to the neighbors. The applicant has not made any changes to address this issue. · Drainage problems. City Council Minutes 6 May 16, 2001 Chair Ban'y explained that the Planning Commissioners never saw the story poles prior to either of the Planning Commission meetings in January and March 2001. Ms. Barry stated that this kind of problem could be avoided if the City implemented a policy or guidelines to follow in regards to story poles. Chair Barry noted that the applicant does not understand why the Planning Commission denied this project. The applicant feels that they have not exceeded the allowable square footage and has adhered to the set back requirements. Chair Barry indicated that she believes the applicant does not have a clear understanding of the level of scrutiny that the law mandates the Planning Commission to have. The Planning Commission has discretion over issues such as mass, bulk and compatibility with the existing neighborhood. Councilmember Waltonsmith asked if the Planning Commission viewed the site with the stoW poles. Chair Barry explained that the story poles were not erected before the January meeting and apparently erected in March, but the Commission was never notified. Councilmember Baker requested a clearer definition of the drainage issues discussed by Mr. McNeil and Mr. Scott. In response to Councilmember Baker, Chair Ban~ explained that the Commission was more concerned with the mount of impervious coverage planned on this site The Commission wanted to know how the water was going to be contained and dispersed on site. Chair Barry noted that this is a standard issue that the Planning Commission raises. The Planning Commission would rather have the water be retained on site rather than go into the storm drain and into the bay. The Commission felt the containment and distribution of water would be a problem because of the amount of coverage the property that the owner had planned. Councilmember Bogosian asked if the Planning Commission requested stoW poles to be erected. Chair Barry responded that stow poles were never requested. Director Sullivan noted that the stow poles went up after the site visit and before the hearing. Mayor Mehaffey asked if there were any study sessions with the neighbors. Chair Barry responded no. Mr. Matteoni addressed the following issues in response to Chair Barry's comments: · In regards to the drainage problems, the architect for the project has meet with the Public Works Department and they are clear in terms of the City's recommendations. · In regards to the story poles, they were voluntarily placed on the site. city Council Minutes 7 May 16, 2001 The questions raised in regards Mr. McNeil's property, The second story, of the design is approxiamtelyl,500 square feet and the 300 feet in question is over the arbor area and is the furthest away from Mr. McNeil's house. In regards to the request to push the house further down the hill in the comer. It is typical on Sobey Road the existing houses are not hidden they have some relation to the street. Ms. Rose does not want to alter her design in regards to the street line. Mayor Mehaffey closed the public heating at 8:15 p.m. Councilmember Baker stated that he does not agree with the Planning Commission's decision or the comments made by the surrounding neighbors. Councilmember Baker noted that he supports the design at fault with the house lowering the appearance of the tower in fromt of the house Councilmember Bogosian noted that he visited the site and supports the Planning Commission's decision for the following reasons: · The design is excessively bulky for the lot size · Privacy issues of the neighbors · Hillside increases in the bulk and mass Councilmember Waltonsmith noted that she visited the site today, and stated she supports the Planning Commission's decision because the design is too big for the lot. Mayor Mehaffey noted that he has concern in regards to the neighbor's privacy, but supports the placement of the house in relation to the street. Although he supports the design, Mayor Mehaffey noted that he has not heard any compelling reason to overturn the Planning Commission's decision. BOGOSIAN/WALTONSMITH MOVED TO UPHOLD THE DECISION OF TIlE PLANNING COMMISSION IN REGARDS TO THE PROPERTY LOCATED ON SOBEY ROAD. OPPOSING AND STREIT ABSTAINTNG. Mayor Mehaffey requested a ten-minute recess. Mayor Mehaffey reconvened the meeting at 8:35 p.m. CONSENT CALENDAR 2A. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. Councilmember Bogosain pulled 2A from the Consent Calendar. 8 city Council Minutes MOTION PASSED 3-1-0-1 WITH BAKER May 16, 2001 2B. 2C. 2D. Councilmember Bogosian questioned the entry on page 13, Santa Clara County Sheriff's Department for $506.94. Director Walker responded that a City employee's wages were garnished. Councilmember Bogosian questioned the entry on page 15, Vetronix Corporation, for a crash data retrieval kit. Councilmember Bogosian asked what it was and why was the City paying for it. Director Walker noted that the Sheriff' s Department purchase would be reimbursed using money from the City received from the CLEEP grant. Captain Miles explained that the device purchased hooks up to the computers in the Sheriff's Department patrol cars and tells them vehicular data. BOGOSIAN/WALTONSMITH MOVED TO APPROVE CHECK REGISTER. MOTION PASSED 5-0. APRIL FINANCIAL STATEMENTS STAFF RECOMMENDATION: Note and file. STREIT/BOGOSIAN MOVED TO NOTE AND FILE APRIL FINANCIAL STATEMENTS. MOTION PASSED 5-0. REVIEW OF PLANNING COMMISSION ACTION MINUTES OF MAY 9, 2001 STAFF RECOMMENDATION: Note and file. STREITfBOGOSIAN MOVED TO NOTE AND FILE PLANNING ACTION MINUTES. MOTION PASSED 5-0. FINAL MAP APPROVAL FOR FIVE LOTS LOCATED AT 20251 SARATOGA-LOS GATOS ROAD, SD-00-002; HOWELL & MCNEIL DEVELOPMENT, LLC STAFF RECOMMENDATION: Approve Final Map. TITLE OF RESOLUTION: 01-028 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING RESOLUTION NO. 01-001 APPROVING TENTATIVE MAP NO. SD-00-002 TITLE OF RESOLUTION: SD-00-002 city Council Minutes 9 May 16, 2001 2E. 2F. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA GRANTING FINAL MAP APPROVAL FOR FIVE LOTS LOCATED AT 20251 SARATOGA-LOS GATOS ROAD, SD-00-002; HOWELL & MCNEIL DEVELOPMENT, LLC Vice Mayor Streit pulled Item 2D from the Consent Calendar. Vice Mayor Streit noted that when the City Council approved the project in January 2001 one of the conditions was that the Developers plant sufficient landscaping in front of the flag lot to prevent noise and headlights from disturbing Mr.& Mrs. Lee, and he did not read that in the resolution. John Cherbone, Public Works Director, responded that the condition he mentioned was inadvertently left out of the resolution that was in the staff report to Council. Director Cherbone explained that the condition has been added in the revised resolution, which is before the Council tonight. WALTONSMITH/STREIT MOVED TO APPROVE RESOLUTION 01-028 AMENDING RESOLUTION 00-001. MOTION PASSED 5-0. WALTONSMITH/STREIT MOVED TO ADOPT RESOLUTION SD-00- 002 GRANTING FINAL MAP APPROVAL. MOTION PASSED 5-0. STREIT/BOGOSIAN MOVED TO AUTHORIZE THE MAYOR TO EXECUTE SUBDIVISION IMPROVEMENT AGREEMENT. MOTION PASSED 5-0. ACCEPT NOTICE OF COMPLETION FOR THE PARK RESTORATION IMPROVEMENT PROJECT- CIP NO 0001 STAFF RECOMMENDATION: Accept Notice. STREIT/BOGOSIAN MOVED TO ACCEPT NOTICE OF COMPLETION FROM JENS HANSON CONSTRUCTION COMPANY. MOTION PASSED 5-0. RESOLUTION SUPPORTING THE TRANSBAY TERMINAL IMPROVEMENT PLAN STAFF RECOMMENDATION: Adopt resolution. Councilmember Bogosain pulled 2A from the Consent Calendar. Councilmember Bogosain asked why the VTA representative to the Peninsula Comdor Joint Powers Board opposed participation in the Transbay Terminal Joint Powers Authority. city Council Minutes 10 May 16, 2001 2G. 2H. Councilmember Waltonsmith noted that she is the City's liaison to the VTA Advisory Board and does not recall discussing this project. Before he could support this resolution, Councilmember Bogosian requested that staff find out the reason why VTA opposed to participate in the Transbay Terminal Joint Powers Authority. BAKER/BOGOSIAN MOVED TO CONTINUE ITEM 2F TO THE CITY COUNCIL MEETING ON JUNE 6, 2001. MOTION PASSED 5-0. AUTHORIZATION TO CITY MANAGER TO EXECUTE AGREEMENT WITH CAPORICCI, CROPPER & LARSON, LLP TO PROVIDE AUDITING SERVICES FOR FY 2001-2005 STAFF RECOMMENDATION: Authorize City Manager to execute agreement. STREIT/BOGOSIAN MOVED TO AUTHORIZE EXECUTION OF AGREEMENT WITH CAPORICCI, CROPPER & LARSON, LLP. MOTION PASSED 5-0. PURCHASE OF PROPERTY ADJACENT TO HAKONE PARK STAFF RECOMMENDATION: Adopt resolution and approve agreement with County of Santa Clara. TITLE OF RESOLUTION: 01-029 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPROVING THE PURCHASE OF TAX-DEFAULTED REAL PROPERTY ADJACENT TO HAKONE GARDENS PARK STREIT/BOGOSIAN MOVED TO ADOPT RESOLUTION AND APPROVE AGREEMENT WITH COUNTY OF SANTA CLARA. MOTION PASSED 5-0. OLD BUSINESS None NEW BUSINESS Mayor Mehaffey noted that Mr. Steve Kacuchi/Greg Lng & Associates, was present tonight and requested that Item 6 be heard before the budget presentation. Consensus of the City Council to move to Item 6. 6. AUTHORIZATION TO CITY MANAGER TO EXECUTE AGREEMENT OF A PROFESSIONAL SERVICES AGREEMENT FOR THE SARATOGA-SUNNYVALE ROAD IMPROVEMENT PROJECT 11 May 16, 2001 City Council Minutes STAFF RECOMMENDATION: Authorize City Manager to execute agreement. John Cherbone, Director of Public Works, presented staff report. Director Cherbone explained that when Highway 85 was completed in 1994, Caltrans pursued relinquishment of Saratoga-Sunnyvale Road from Highway 9 to Prospect Road. After lengthy negotiations, the City agreed to accept responsibility for the road including $2 million dollars from the state to perform needed infrastructure improvements. Director Cherbone reported that after several Gateway Task Force meetings consensus was reached to use the original ideas developed in 1996 Specific Plan for that area as a template for the nature and type of improvements for the project. The Task Fome decided to move separately with the design of the public improvements, while continuing to work with the Community Development Department to complete the business/residential design guidelines for the Gateway Specific Plan. Director Cherbone explained that over the past few months, staffhas been working on the retention ora qualified design consultant for this project. Three qualified firms were chosen and asked to submit cost proposals. Director Cherbone explained the following cost proposals: · Greglng & Associates: $226,375 · Mark Thomas & Co., Inc.: $261,132 · A-NWest Inc.: $521,000 Director Cherbone noted that Greg lng & Associates, who submitted the lowest cost proposal, has assembled a team which includes Design Studio West, a nationally recognized planning and engineering design firm, as well as a local engineering firm, Allied Engineering Inc. Director Cherbone noted that Greg lng & Associates is currently the City's landscape architect for the Congress Springs Park Improvement Project and who are developing the Azule Park Conceptual Plan. Director Cherbone explained that design work is scheduled to commence as soon as an agreement is executed and the project will be ready for bid by spring of 2002 with construction commencing soon after. A Gateway Task Fome meeting will be scheduled towards the end of the month to introduce the design consultant and to move forward with the public input process. Director Cherbone noted that Steve Kachuci was present tonight to answer questions that the Council might have. Councilmember Baker asked if Seagull Way was included in this proposal. Director Cherbone responded that Seagull Way is a separate project and would soon be brought to Council to approve a contract with Fehr & Peers. City Council Minutes 12 May 16, 2001 Vice Mayor Streit asked Mr. Kachuci how Greg Ing& Associates were affiliated with Design Studio West. Steve Kachuci, Landscape Architect/Greg Ing& Associates, responded that the two companies have been working together for the past ten years. Mr. Kachuci noted that Design Studio West is known for their downtown improvement projects. Mr. Kachuci noted that Design West Studio would help identify the character and theme for the Gateway area. Councilmember Waltonsmith noted that the railroad crossing at Seagull Way is part of the proposed Union Pacific Raikoad Trail Project. Councilmember Waltonsmith suggested that Greg lng & Associates contact the Alta Consulting. Mr. Kachuci responded that he would contact Alta Consulting. Councilmember Bogosian noted that he has been very pleased with the work Greg lng & Associates have done for the City and fully supports this contract. Councilmember Bogosian asked if public meetings were going to be held. Director Cherbone responded that everyone along Saratoga~Sunnyvale Road would be noticed and article placed in the Saratoga News. BOGOSIAN/STREIT MOVED TO APPROVE ACCEPT PROPOSAL FROM GREG ING & ASSOCIATES FOR DESIGN AND ENGINEERING SERVICES FOR SARATOGA-SUNNYVALE ROAD IN THE AMOUNT OF $226,375. MOTION PASSED 5-0. FISCAL YEARS 2001/02 AND 2002/03 DRAFT BUDGET PRESENTATION STAFF RECOMMENDATION: Continue the budget study sessions. Mary Walker, Director of Administrative Services, presented staff report. Director Walker noted that she would be explaining the following components of the City's proposed budget for FY 2001-02 and 2002-03: · Expenditures · Capital Projects · Five Year Projections · Fund Balances Reserves · Next Steps Director Walker explained the FY 01-02 expenditure summary by function as follows: · Library Project 41% · Capital Improvements 17% · Public Works 10% city Council Minutes 13 May l6,2001 · General Government 9% · Public Safety 9% · Debt Services 3% · Environmental Services 3% · Recreation Services 2% · Community Services 2% Director Walker explained the FY 01-02 fund expenditure summary by function as follows: · General Government 39% · Public Safety 39% · Public Works 12% · Other Functions 8% · Community Development 2% Director Walker noted that the Finance Commission met on Monday and reviewed the 5-year balance projections. The Finance Commission also suggested that the City allocate $2 million dollars in a reserve fund although staff recommended $4 million. A discussion took place and a consensus of the City Council to allocated $1.5 million dollars in a reserve fund. Director Walker noted that in a recent memorandum from ABAG Power regarding the suspension of the program because they feel they no longer can compete with PG&E rates which are supported by the State of California. ABAG Power estimates that electricity costs will increase by approximately 50% next year, rather than the 30% they previously recommended to their members. This increase represents a $26,000 increase in FY01-02. Director Walker explained some general assumptions for FY01-02 & 02-03: · New positions have been added · Wage and benefits adjustments still being negotiated with employee bargaining units - assumed 4% · Generally assumed a 3% increase in other expenses, with exceptions Director Walker highlighted several budget expenditures: GENERAL GOVERNMENT · Commission recognition event in City Council budget · Support for 4th of July parade · $200,000 contingency · Replacement vehicles - per replacement schedule, plus dump truck · Financial Management includes $25,000 for GASB 34 implementation · Postage machine replacement · MIS includes funding for Recreation software · Citywide newsletter city Council Minutes 14 May 16, 2001 PUBLIC SAFETY · Sheriff's Office contract increased by 5%. Includes the two new patrol officers · Animal Control JPA for sheltering in Animal Control budget ($108,150). Field services in Integrated Waste Budget ($82,347) due to funding sources PUBLIC WORKS · Street Maintenance - Pavement Management Program is accelerated, resulting from additional Measure B sales tax and TEA-21 revenues COMMUNITY DEVELOPMENT · Includes new positions added at mid-year · General Advanced planning study funded for $10,000 ENVIRONMENTAL SERVICES · Environmental spring clean-up day budgeted for $45,000 in integrated Waste · Animal field services with Animal Control JPA · Storm Water Management includes $10;300 for Saratoga Creek work, per Baykeeper agreement RECREATION SERVICES · Revenues and expenditures in Recreation Services and Teen Services are budgeted at a higher level, by assuming a greater level of demand for recreation services · If the demand does not materialize, classes and trips will not take place, and expenses will be lower COMMUNITY SUPPORT · $25,000 of improvements for the Community Theater · $15,000 in support to SASCC and $3,000 for facility maintenance of the Senior Center · Community Access AT&T represents 40% ofAT&T fxanchise fees, per agreement · Economic Development program · Hakone Gardens park program. Costs per agreement DEBT SERVICES · Library bond paid off in FY 01-02, and new bonds begin in the same year CAPITAL IMPROVEMENTS · Quito Road bridges · Saratoga-Sunnyvale Road · Park Development · Saratoga Library city Council Minutes 15 May 16, 2001 Director Walker briefly explained the five-year fund balance projections and fund balance reserves. Director Walker noted that the next steps are: ,, Incorporate any City Council Changes · Adopt budget and resolution on June 6th · Prepare budget summary brochure · Distribute final budget document in July · Capital Improvement Program in fall A discussion took place in regards to the amount of money to allocate to the CIP program. In regards to the C1P program, Councilmember Waltonsmith requested that staff provide the City Council with a list of all the projects that might be on the project list. Director Walker explained that two request have came in that were not in their packet: 1) Joint Venture Silicon Valley Network for $2,500.00 2) Saratoga Chamber of Commerce for $33,404.00 ($3,400.00 in the proposed budget). Consensus of the Council: · Joint Venture - do not grant request · Chamber of Commerce - only allocate $3,400.00 Mayor Mehaffey thanked Director Walker for her report. Mayor Mehaffey declared a fifteen (15) minute recess at 9:27 p.m. Mayor Mehaffey reconvened the meeting at 9:42 p.m. AGENCY ASSIGNMENT REPORTS Mayor Mehaffey reported the following information: Hakone Board - raised over $100,000.00 from Japanese corporations. Next week the Executive Committee would be bring the Articles of Incorporation to the Board for approval. Vice Mayor Streit had reported that the Legislative Task Force meets next week and Santa Clara Valley Water and the Santa Clara County Valley Water Commission meet quarterly. City Council Minutes 16 May 16, 2001 Councilmember Bogosian reported the following information: Silicon Valley Animal Control JPA - Debra Briggs was hired as the new Director. The first public hearing will be held next Monday at 6 p.m. to discuss fees for licensing. Councilmember Waltonsmith reported the following information: · SASCC - selected a new Senior Center Director. Councilmember Baker reported the following information: · KSAR - Carolyn de los Santos was recently hired as the new director. CITY COUNCIL ITEMS Councilmember Waltonsmith requested that the Community Development Department draft a policy in regards to the use of story poles and bring it back to Council for discussion. Councilmember Bogosian noted he supported Councilmember Waltonsmith's request. OTHER Mayor Mehaffey requested that the City of Saratoga draft a letter to our elected official supporting the retention of the VLF. CITY MANAGER'S REPORT City Manager Anderson reported that he accompanied a group of Saratoga residents to Sacramento for a heating on AB613. The Committee imposed an amendment and made the bill perspective only. City Manager Anderson reported that he has made an offer to one of the candidates interviewed for the Assistant Manager position. City Manager Anderson reported that the staff Engineer at KSAR would be checking the sound system in the Adult Day Care Center within the next of days. ADJOURNMENT Mayor Meha~eY.a_djoumed the meeting at 11:25 p.m. City Council Minutes 17 May 16, 2001