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HomeMy WebLinkAbout11-27-1990 City Council Minutes MINUTE8 SARATOGA CITY COUNCIL TIME: Tuesday, November 27, 1990 - 7:30 p.m. PLACE: Senior Center Large Room, 19655 Allendale Ave. TYPE: Adjourned Regular Meeting 1. Roll Call The meeting was called to order by Mayor Stutzman at 7:30 p.m. Councilmembers Anderson, Clevenger, Kohler~ Monia and Mayor Stutzman were present. 2. Report of city Clerk on Posting of Agenda city Manager Peacock announced that pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on November 21. The notice of adjournment from the November 20 Council meeting was properly posted on November 21. 3. Oral Communications from the Public - None. 4. Master Plan for Civio center, includlng Warnet Hutton House Renovation and Skateboard Ramp Facility The city Manager presented the staff report on proposed improvements for the Civic Center complex, including proposed restoration of the Warher Hutton HOuse and the skateboard ramp facility. Mayor Stutzman declared the public hearing open at 8:10 pm. Jeff Schwartz testified that the Council should not make decisions on this matter tonight, that the financial forecast model used by the City should be examined, questioned the reserve policy of the City and the need for the utility users tax. Chris Kummerer testified that ~he Warher Hutton House is a great opportunity for the Youth Commission to plan at least a part of the House for use as a teen center. There being no more testimony, the Mayor closed the public hearing at 8:20 p.m. Councilmember Clevenger presented a petition signed by fifty persons. asking that the dance studio at the Community center be enlarged and that provision be made for an observation area for parents. Following extensive discussion on the various, options and components of the improvement plan the City Council adopted the following motions: ANDERSON/MONIA MOVED TO APPROVE LEASE OF A 24 X 60 FOOT MOBILE OFFICE TRAILER FOR THREE YEARS TO PROVIDE TEMPORARY STAFF OFFICE SPACE. Passed 5-0. CLEVENGER/ANDERSON MOVED TO REAFFIRM THE BUILDING OF THE SKATEBOARD RAMP AT THE CIVIC CENTER, THE REMODELING OF THE COMMUNITY AND SENIOR CENTER, THE REMODELING AND ADDITION TO THE MAINTENANCE YARD BUILDING AND PARKING AND LANDSCAPING SITE IMPROVEMENTS BETWEEN THE COMMUNITY CENTER AND THE CORPORATION YARD. Passed 5-0. MONIA/KOHLER MOVED TO PLAN TO EARMARK ALL OR PART OF THE WARNER HUTTON HOUSE FOR A TEEN CENTER AND TO AUTHORIZE EXPENDITURES NOT TO EXCEED $70,000 TO RENOVATE THE HOUSE TO A HABITABLE CONDITION FOR COMMUNITY OCCUPANCY. Passed 5-0. It was the intent of the council that a plan for use be prepared by staff for further review by the City Council, including use of the House by the Senior Coordinating Council in exchange for a portion of the senior center being turned over for use as a teen center. CLEVENGER/ANDERSON MOVED TO PROCEED WITH DESIGN AND CONSTRUCTION TO REMODEL THE EXISTING CITY HALL OFFICES. Passed 3-2 (Kohler and Monia opposed). City Council Minutes 2 November 27~ 1990 CLEVENGER/ANDERSON MOVED TO PROCEED TO DESIGN AND CONSTRUCT A NEW WING TO THE EXISTING CITY OFFICES. Passed 3-2 (Kohler and Monia opposed). CLEVENGER/ANDERSON MOVED TO IMPROVE THE PANKING AREAS ALONG ALLENDALE BY IMPROVING THE CURRENT UNIMPROVED AREA BETWEEN THE THEATRE AND COMMUNITY CENTER PARKING LOTS, WITH THE COST ESTIMATE FOR THIS PART OF THE PROJECT TO BE BROUGHT BACK TO THE CITY COUNCIL FOR RATIFICATION. Passed 4-0 (Monia abstaining). MONIA/KOHLER MOVED NOT TO APPROVE PROCEEDING WITH THE MEETING CHAMBERS, THE REAR YARD AND OTHER SITE IMPROVEMENTS, NOR THE THEATRE REMODEL AND ADDITION. Passed 5-0. Planning Commissioner Burger suggested that the plans for the approved improvements be presented to the Commission for review once they are prepared. 5. Business Plan and Construction' Loan for the Hakone Foundation Don Miller, President of the Hakone Foundation Board, presented the loan proposal and business plan developed by the Foundation to provide for ongoing operation of the Foundation and to repay interest .and principal on the proposed $400,000 construction loan being sought by the Foundation from the City. Mr. Miller indicated the Foundation would intend to complete the income-producing portion of the Cultural Exchange Center before other portions of the building are completed. Mr. Miller indicated that the original cost overrun was known in March 1990 and that the Council liaison member was aware of the overrun and was present when the contracts were signed. Councilmember Anderson expressed concern that the entire City Council was not approached by the Foundation when this problem was first discovered. Councilmember Monia inquired as to what had transpired since September to further escalate the cost overrun to its current amount. Mr. Miller responded that the actual construction costs, particularly those associated with preparing the foundation for the building, significantly exceeded prior estimates. Mr. Miller indicated that as of 11/26/90 the outstanding invoices for the building total $85,787.29. The total cost to take the construction through the next stage, which will end on 12/26/90, is'$279,259. To finish the building completely by next May will cost an additional $217,000. Mr. Miller presented a proposed budget for the fiscal year. starting July 1, 1991, explaining that such a budget cannot be implemented sooner because of a lack of rentals until April and scheduled completion of the building not occurring until next May. Mr. Miller also reviewed the fundraising plan for the next three-five years. Councilmember Monia suggested developing a funding expectation time line to judge progress in fund raising efforts. Mr. Miller agreed this would be the next logical step for the Board to take. Mayor Stutzman stated he felt the City had been backed into a corner, but to protect the building it must be completed. He Can only conclude that to date this matter has not been handled in a businesslike manner, but it must be in the future. Vice Mayor Kohler restated his opposition to a loan, having voted against granting same last week. He feels the project should be frozen until the needed money is raised. This would be the proper business approach. Councilmember Monia agreed the City is in a difficult situation, but something must be done. The options range from $100,000 to $500,000 to take the project through various stages to completion. He criticized the structure of the Foundation's relationship with the City as set up in 1984, but not the current Board which, like the City Council, has inherited this problem. He would support completion of the building provided the nature of the business relationship is City Council Minutes 3 November 27~ 1990 satisfactorily changed before the loan is actually approved. Responsibility for the project must be turned over to the City until the loan is repaid. Since the City is held politically responsible, it must have the authority to control the future of the project, and he hoped the Board members understood this and are not offended, as no offense is intended. CLEVENGER/ANDERSON MOVED TO ADOPT RESOLUTION 2575.28 APPROPRIATING $100,000 FORAN EMERGENCY CONSTRUCTION LOAN SUBJECT TO THE PREPARATION OF AN AMENDED CONSTRUCTION LOAN AGREEMENT TO BE PREPARED BY THE CITY ATTORNEY AND EXECUTED BY THE MAYOR AS DISCUSSED BY THE CITY COUNCIL; NO FUNDS ARE TO BE DISBURSED UNTIL THE AGREEMENT IS EXECUTED BY THE FOUNDATION. Passed 4-1 (Kohler opposed). CLEVENGER/ANDERSON MOVED TO ADOPT RESOLUTION 2575.29 APPROPRIATING $300,000 FOR A CONSTRUCTION LOAN TO COMPLETE THE MAKONE GARDENS CULTURAL EXCHANGE CENTER; DISBURSEMENT OF THE LOAN PROCEEDS TO BE SUBJECT TO AN AGREEMENT TO BE RATIFIED BY THE CITY COUNCIL AT ITS DECEMBER 5, 1990, MEETING. Passed 4-1 (Kohler opposed). Councilmember Anderson expressed her appreciation for the work of.the Hakone Foundation Board. Councilmembers Reports Mayor Stutzman suggested extending the filing date for Planning Commission applications and rescheduling interviews to January 1991. There was no objection. Councilmember Monia reported that the scheduled televising of Council meetings would be delayed a few weeks from the anticipated February 1991 startup date to allow Mr. Argow, PUblic Services Director, time to work out further equipment donations from South Bay Cable. 6. Adjournment The meeting was adjourned at 11:42 p.m. Respectfully submitted,. Harry R. Peacock City Clerk