HomeMy WebLinkAbout08-22-1989 City Council Minutes MINUTES
SARATOGA CITY COUNCIL
TIME: Tuesday, August 22, 1989 - 7:30 p.m.
PLACE: Community Center Arts and Crafts Room, 19655
Allendale Ave.
TYPE: Joint Meeting with Hakone Foundation Board
Council Present: Councilmembers Anderson, Stutzman, Mayor
Clevenger.
Board Members Present: Gladys Armstrong, Ann Marie Burger, Kay
Duffy, Jack and Sue Mallory, Ralph
Metcalf, Jan Morgan, Henry Yamate
Staff Present: City Manager Peacock
Financial Report
In the absence of a quorum, Mayor Clevenger convened the meeting
for discussion purposes at 7:35 p.m. Mr. Yamate went over the
financial statement for the year ending January 31, 1989. Mayor
Clevenger called the meeting to order at 7:39 p.m. Councilwoman
Anderson, Vice-Mayor Stutzman and Mayor Clevenger being present.
Mr. Yamate continued with his presentation of the annual financial
statement. There was discussion on the $20,000 advance from the
City to develop the promotional brochure and whether it was to be
repaid. Mr. Peacock will send a copy of the agreement to Mr.
Yamate to determine whether this amount is to be repaid. Mr.
Yamate completed his explanation of the report. It was noted that
the Board has accepted the financial report. Copy attached.
Annual Report
In Don Miller's absence, Mr. Yamate presented the annual report of
the Board dated August 22, 1989, outlining the Foundation work
program for the ensuing year. Copy attached.
Question--Is Foundation considering an advisory board?
Answer--Yes.
Question--What is time line for Board expansion from 16 to 24?
Answer--January 1, 1990. Advisory Board will take longer.
Question--Has committee structure and membership been established?
Answer--Yes.
Question--What about contents of gift shop?
Answer--Items from Muko could be a possibility.
Question--Do Board members have individual fund raising goals?
Answer--Yes.
Mayor Clevenger was impressed with what the Board has set for its
goals, goals which the City could not accomplish on its own. Mayor
Clevenger further suggested that she felt that City will not be
able to make further financial contributions beyond the commitment
for rental money for fiscal 1990 and 1991.
Mr. Yamate asked for the City Council to agree to let the
Foundation retain rental and gate revenue for 1989 and 1990.
ANDERSON/STUTZMAN MOVED TO AMEND THE MAINTENANCE AGREEMENT TO WAIVE
PAYMENT OF MAINTENANCE COSTS FOR FEBRUARY 1, 1989, TO JANUARY 31,
1990, AND FOR A SECOND YEAR SUBJECT TO THE REVIEW OF THE CITY
COUNCIL. Passed 3-0.
In response to a question, Mrs. Armstrong indicated that the Board
is pursuing a further grant from the Valley Foundation in the
amount of $40 to $50 thousand.
Councilmember Anderson asked about fiscal year and budget year as
budget shows a 2/1/89 to 1/31/90 date. It was the sense of the
Board that it would amend its fiscal year to a June 30 basis and
amend the budget to cover a 17-month period ending June 30, 1990.
By consensus of the Council it was agreed to amend the maintenance
agreement to cover the period ending June 30, 1990, with a one-year
extension subject to City Council review.
Question asked about priority of Board to develop 1) office and
gift shop, 2) renovation of upper house bathroom, and 3) renovation
of lower house kitchen'. Board is just beginning to consider these
items, but they will be discussed at future board meeting. There
was further discussion concerning the office and gift shop and the
cost of converting the garage versus other space, the need to have
all plans for use and changes to facilities and/or the Master Plan
approved in advance by the City Council.
Hakone Festival
Mayor Clevenger discussed proposed opening ceremonies for the
Festival and asked for ways the Board might participate and at the
same time promote the work of the Foundation.
The meeting was adjourned at 9:25 p.m.
Respectfully submitted,
Har~ry. Peacock
City Clerk
Page - 2