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HomeMy WebLinkAbout07-10-1967 City Council Minutes SARATOGA CITY COUNCIL j. SUMMARY OF MINUTES TIME: Monday, July iO, 1967 - 7:00 P. M. PLACE~ Saratoga City Hall Conference Room, 13777 Fruitvale Ave~, Saratoga,Calif. TYPE~ Special Meetihg I ORGANIZATION Mayor Glennon called the m&eting to order at 7:00 P~ M. and announced that this special meeting had been called to consider the adoptibn of the preliminary budget for 1967-68. A. ROLL CALL Present: CoUncilmen Giennon, Hartman, Tyler, Robbins Absent: Councilman Burry II ORDINANCE 44 - Adopting Preliminary Budget for 1967-68 The Council reviewed a memorandum dated June 302 1967, from the City. -- Administrator outlining items proposed for the 1967-68 budget which the Management Committee recommended for special consideration becauee analysis of the projected June 30, 1968 fund balances indicated the need to discover alternate financing for these items or to eliminate them from the budget. These items and Council action regarding them were as follows: 302 ENGINEERING PUBLIC WORKS INSPECTOR - $8520. The Council discussed the cost of County Contract Service for subdivision engineering as contrasted with the fees collected and concluded that one additional staff member should be sufficient for city assumption of this function provided extra work occasioned by peak seasons would be contracted with private engineering firms~ The Council approved this item and agreed to postpone filling the position until the new Director of Public Works is on the Job, ASSISTANT CIVIL ENGINEER - $9384. This position was designed to provide more effective control of grading and excavation work in the hill areas of the City. The Councilsfelt that an additional staff member for this purpose was not.justified ~t ~h~s time ~Othe item was del~ea~ from ~e k967-68.prelimina~y bUC'~e!. ~.a~ ~l~ernate solution, $10i00? was a~p~oVed for {n~l~sio~ i~ t~ ~l~i~ ~egnlations bddget (190) ~ pa~ f~t c0n~ra~tual s~i~ 6~ ~ ~ot~s engin~eri~g consultant~ The Council also instructed the City Administrator to review the fee schedule for soil analysis and revise its if needed, to assure that fees fully compensate for the services provided. 303 ENGINEERING SERVICES - The sum of $10~000 was approved to handle the transition between the period of County Contract Service for subdivision engineerin~ and city assumption of this work. 3~3 STORM DRAiNAGE - $52,600. and - Komina-Oak Street cooperative 46 GAS TAX bt~TCHING - $101,000. assessment project. The City Administrator advised that both these items are contingent upon support of assessment proceedings by residents of the area and that storm drainage funds (313) can be used as matching funds pro- vided the project is tied with improvement to a street that is part of the approved select street system. The Council discussed policy concerning cooperative projects and Councilman Robbins expressed concern regarding use of public funds on private streets. The pro- blem of sub-standards' private streets which are used as public thoroughfares, particularly in older residential areas, was discussea. The Council concurred that the City Attorney be requested to research this matter and submit an opinion as to whether or not the City cans by some method, accomplish the routine maintenance of these streets without requiring them to meet city standards and without incurring any liability for their condition. SARATOGA CI~ COUNCIL ~PECIAL MEETING MINUTES - JHLY 10, 1967 - Con~inued The City Administrator stated that the drainage problems on Lomita and Komina Avenues can be eliminated and Lomita Avenue improved at a cost of approximately $50,000° After considerable discussion, Council.- man Robbins stated that he would not object to budgeting $50,000 for this purpose, subject to Council review and resolution of the question of spending public funds on private streets prior to actual commitment of the funds~ $10!,000 in Gas Tax Matching Funds was deleted from the proposed budget and $50,000 of Storm Drainage Funds retained in the budget for Lomita-Komina improvements, in accord with the conditions outlined above. 91 ~IVTC CENTER I~R0VE~,mN~ COUNCIL CHAMBERS ADDITION - $55,000 - The Council discussed the need ' for additional office and conference room space at City hall and agreed to budget $55,000 for construction of a 2100 square foot wing to house a conference room and one department. Mro Huff stated that some re- arrangement of the interior of the existing office building will be needed to provide for the most efficient use. 92 ~REET IMPROVEMENT FUND HIGI~AY 85, RR TO PROSPECT - $71,000 o The Council agreed that this item was premature; if approved, it would bring development of traffic capacity for the section of Highway 85 from the railroad tracks to Prospect Avenue up to par with the bulk of the remaining portion of the highway within the city and would provide for landscaping. The $71,000 from the Street Improvement Fund was reduced to $10,000 for cost of landscaping and planting Highway 85 between Blaney Plaza and the railroad. Councilman Tyler advocated caution in planning extensive landscaping which will require continuing maintenance expense, although it was agreed that the Highway 85 landscaping would be limited mostly to trees. 99 LAND ACQUISITION AND IMPROVEMENT FUND W!L~gOOD IMPROVEMENTS - $35,500~ - Proposed improvements to Wildwood Park included a foundation for the Historical Foundation Building ($2000), new restrooms ($6000), la~n irrigation system, barbecue pits and picnic tables ($25,000) and $2,500 for preparation of a park plan. Funds for the foundation were willed to the City by Miss Florence Cunningham but it was recommended that actual construction be deferred until completion and approval of the master plan for the park. The Council agreed that no improvements involving maintenance should be constructed until after the park plan has been approved and the estimated cost of development is known. $2,000 for the foundation a~d $2,500 for the park plan were apprcved by the Council. GARDINER IMPROVEMENTS - Improvements to the Gardiner park property were also deferred until after a master park plan has been approved. The cost of the plan was estimated at $2,500 and this amount was approved for the 1967-68 budget. CIVIC CENTER EXPANSION - $30,000 - This amount was approved by the Council to provide a down payment for acquisition of additional land at the Civic Center as a hedge against future uses anticipated at the center. CORPORATION YARD IMPROVE~ZNTS - $20,300 - The Council discussed the recommendation that an equipment shed and appurtenant storage and shop facility be included in the budget and determined that this item should be deleted pending action on acquisition of additional land for Civin Center expansion. HAKONE GARDENS EXPANSION - $30~000 - After discussing the feasibility of attempting to acquire property for the expansicn of Hakone Gardens, the Council agreed to eliminate this item from the budget wifh the understanding that, should it later appear advisable, funds may be transferred into the Land Acquisition and Improvement Fund for acquisition purposes. SARATOGA CItY COUNCIL' SPECIAL MEETING MINUTE9 -JUtY i0~ i967 - Continued Mayo~ Glennon asked the City Adm~n'~zst~ator t prepare an'analysis o~ operating expenses for the past fi~cai year ~or Council information~ The Council reviewed the prelimidary budget revenue estimates and departmental expenditure estimates and commented briefly regarding increases or decreases over last years budget. Councilmen Tyler and Hartman mentioned various instances of damage eO the Council Chambers and the staff explained the difficulties of p!aci~ responsibility for damage to specific groups using the building but indicated that when responsibility can be determined the group pays for any damages. The major problem, it was state~, is the need for indivi~ dual pick-up and maintenance after each performance or use of ~he building. The Contractual maintenanae company thoroughly cleans the building Several times a week but no one is available to pick up after each use, ~lthough groups are expected to clean up,after themselves. Don BuSh of the Chamber of Commerce suggested ~hat a local semi-retire e be retained to clean up after each ~seo After discussion, it was agreed that the staff pr~pa~e.'an alalysis of repair done last year and also of the type maintenance service, eta. provided b~ other cities for similar public building Use. Councilman Tyler suggested that the Council consider establishing a three year street maintenance program instead of the present five year program. ~C0uncilman Hartman commented regarding the annual tree spraying program and Mr. Huff stated that the response to one day advertising prior to this yearns spraying had resulted in more individual calls for private property spraying (to be done at a apecial rate and at the same time as street tree spraying in the vicinity) than the tree firm could handle. It wa~ suggested by Councilman Hartman that more notice be given in the future so the tree firm could schedule spraying services, in conjunction with the public service, for private individuals. Some discussion was had relative to maintaining ~larger reserve in storm water funds but it was also deemed advisable ~to use these funds on projects where they could be used in placeof!General Fund or Motor Vehicle in Lieu funds. After complete review of the 1967-68 budget, based on a 10¢ tax rate, it was moved by Councilman Hartman, seconded by Councilman Robbins, and unanimously carried to adopt Ordinance No. 44, adopting the 1967-68 preliminary budget, as revised aud modified at this meeting. III ADMINISTRATIVE MATTERS A. DEPARTMENT HEADS AND OFFICERS (1) With Council approval, the.plan line for Fruitvale Avenue was referred to the Planning COmmittee. (2) The Council agreed thattoo'many matters of priority and community importance are presently, or will soon be, under consideration for it to concern itself with a Sister-City program. Mr. Ruff was asked to"advise Mr. MeAlpine, who suggested the program, that the Council has no objection to the idea but that time does not warrant it at this time. IV ADJOUP~NMENT It was moved by Councilman Tyler, seconded by Councilman Robbins, and unanimously carried to adjourn the meeting at 9:55 P. M. . Respectfully submitted~_, J~ R. HUFF, CII~f CLERK mdr -3.