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HomeMy WebLinkAbout04-23-1996 City Council Minutes MINUTES SARATOGA CITY COUNCIL TIME: Tuesday, April 23, 1996 - 6:00 p.m. PLACE2 City Hall Administration Meeting Room, 13777 Fruitvale Ave. TYPE: Adjourned Regular Meeting/Joint Meeting with Hakone FOundation Closed Session pursuant to Government Code Section 549572 6200 p.m. PUBLIC EMPLOYEE PERFORMANCE EVALUATION Title: City Attorney and Closed Session pursuant to Government Code Section 54956.9(a): CONFERENCE WITH LEGAL COUNSEL-EXISTING LITIGATION Name of cases: Harrison v. Saratoga~ Guadalupe Rubbish Co. v. Saratoga~ Warfel v. Saratoga~ Green Valley Disposal v. Saratoga~ Bloxham v. 8aratoga~ San Fr&ncisco~Baykeepers v. Saratoga~ Friends of Nelson Gardens v. Saratoga~ West Valley community College v. Saratoga 1. Roll Call Mayor Jacobs calls the meeting to order at 7:00 PM. Councilmembers Present-Mayor Jacobs, Vice Mayor Moran, Councilmembers Burger, Tucker and Wolfe. Staff Present-City Manager Peacock 2. Report of City Clerk on Posting of Agenda Mr. Peacock reports that pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on April 19. The notice of adjournment from the April 17 Council meeting was properly posted on April 18. 3. Joint Meeting with Hakone Foundation President Duffy presents a review of the Hakone Foundation year. Many things were new for 1995 including a new president and a new staff. A wedding brochure has been created and the gate brochure has been updated. The Foundation is planning a business meeting initiative using the existing facilities. The working title for the conference center is the Pacific Rim Conference Center. The library on Japanese culture is being updated. Parking fees are being collected on an all- year basis, and the gift shop is being kept open on an all-year basis as well. The Foundation also developed its first annual volunteer work day at Hakone Gardens for the community. Bruce Parkinson reviews with the City Council the projects taking place at the Gardens, past, present and future. He notes that the docent room has now been converted into a bridal changing room. Gladys Armstrong requests the City place $50,000 into its park development capital budget for improvement of the access road into the Gardens and also requests that funds be set aside for improvement or replacement of the existing restroom facilities, which are proving to be inadequate as use of the Gardens increases. The City Council requests that the Foundation prioritize its projects for City funding and to submit those to Vice Mayor Moran for consideration by the Parks Priorities Task Force for recommendation to the City Council. := President Duffy reports on the gift shop and docent program and states that more volunteers are needed. She indicates that 3 or 4 cultural exchange programs have occurred over the past year, and another program is now set for the June 8-11 time frame to coincide with a visit from citizens of Saratoga's Sister City, Muko. She notes that Dr. Nagai has donated 100 tea plants which have now been planted in the Gardens. Mr. Parkinson discusses the plan for the next artist in residence, a worker in porcelain. Marge Bunyard reports on membership efforts and indicates there are currently 272 Hakone Foundation Memberships active; She also reports that the Foundation is choosing to have a number of small fund raising events, each of which produces net income of about $800. The next City Council Minutes 2 April 23, 1996 event is the Hakone Festival which is cc ing up this weekend. An event in the planning stages for May 18, 1997, !s an abbreviated presentation of Madam Butterfly at the Gardens. Th will be a major fund raiser for next year. Alan Breed reviews the operating statem, ts for the Foundation through the first 9 months of the current b~ liness year and presents the revised budget for the 1996-97 business ,ear. Wolfe thanked Mr. Breed, for as a m, ~er of the Hakone board he faithfully served on the signage commj ~ee of the Saratoga Business Development Council and was thereby ~ ~ponsible for the placing of directional signs that benefit Hakone tendance and finances. to 1994 had an effect, as did the loss~ ~f facility rental personnel. 'However, the new staff person now ha~ things on track and rental revenue in 1996 should exceed that of ~ 94. President Duffy notes that the City has ] aced information about Hakone events and classes in the newsletter ini ae past and with the Saratogan now being combined with the recreatiu I brochure she requests that Hakone information be included. She i~ requested to discuss Hakone's needs with Jennifer Britton-Hanlon in i le City Manager's office, who cooreina es the layout and publicatien o Q c% %h%%%% portion of the publication as to how those needs will continued success of Hakone Mayor Jacobs presents a commendation t~ Bruce Parkinson for his many contributions of time and talent to Gardens. 4. Third Quarter Program and Budget ~iew A. Budget Results through March 1st for FY 1995-96 Finance Director Fil reports that the r~ ults of the 1st nine months of operations are on course with the ove~ 11 budget plan. There is no need to revise the c rent budget or tH proposed budgets as a result ur of the results of the first nine month~ 0f the fiscal year. B. Status of the Technology Mas~ Plan. Mr. Fil reports that the development o~ he implementations steps for . the plan are on track and that selection ~f the vendor for the software systems should occur in July. C. Status of Community Developme~ Department Planning Projects Work Plan. Community Development Director Curtis re orts on the status of the Work Plan and notes that all items are on { ack. However, he notes that with the passage of Measure G the ali ~tted number of general plan amendments under State law have been ex~ ~sted for the current calendar year. As a result, although the Circ~ ation Element of the General Plan is now complete and ready to go t~ mblic hearing, it can not go forward and be adopted by the City Coun .1 until next January. D. Status of Informational/Direa ional Signs for the City. Mr. Curtis reports that all twelvenew s ins are now installed and that the SBDC committee is working on phaseJ [I of the program. Right now they have developed a concept for a di~ ctional and information kiosk to be located in Blaney Plaza, with poI ~ible supporting signs of the same design located at the various poin~ of interest around the City. The SBDC has favorably received this co~ :ept and the committee will be developing it further in terms of desi~ as its next step. E. Status of Development Standar~ ~n Review Process Review. Mr. Curtis notes that the Planning Com~ ~s~on has been meeting twice a month as an architectural review co~ ittee to discuss plans with builders prior to formal application's~ ~mittal. This process will be City council Minutes 3 April 23, 1996 evaluated after a few months. This approach and the other recommendations of the Design Review and Development Standards Task Force will be discussed at the next joint meeting on July 9th. F. Status of Economic Development Plan. Councilmember Wolfe and Mr. Curtis report on the progress of the work of the consultant and indicate that the draft plan should be complete within the next two to three weeks and be available for initial review. The City Council requests that it be furnished with information on the formation of Business Improvement Districts, including the process of formation, and the functioning and administration of such a District once it is created. It was noted that the formation of a BID must be initiated by the merchants in the City who must support it or it can not be created. G. Status of Youth Services Planning Effort. Councilmember Tucker and Assistant to the City Manager Britton-Hanlon report on the progress being made to create an inventory and directory of youth resources in the community and the new programs, such as the Boneyard, which the City is undertaking. In response to questions, Recreation Director Pisani indicates that the Boneyard is scheduled to continue through the end of the school year. Mayor Jacobs indicates he feels that City should seek volunteers to raise funds or in kind services to support programs for youth. H. Status of Public Relations Efforts In General. Ms. Britton-Hanlon presents her report on the public relations function now being focused through the City Manager's Office under her direction. She outlines what she is doing to make the community more aware of what is going on in relation to city government. The City Council notes, with approval, the effort being made. Mayor Jacobs requests that media contact be expanded to include both local television channels, 11 and 36, and local radio stations as well, noting that the announcement of the resignation of the Monte Sereno city manager was recently reported on KLIV, for example. I. Status of Tree Planting Efforts through March 31st. Councilmember Burger and Parks and Building Superintendent Rizzo report on tree planting. They note that last Friday there was another planting through the Tree Amigo Program. Vice Mayor Moran indicates she would like to join this program and adopt a tree and asks Mr. Rizzo to place her on the list for future tree planting (a memo to that effect has been sent to Mr. Rizzo). Councilmember Burger reports that efforts to secure a grant to purchase trees through the Our City Forest Group are not proceeding well. Apparently, they are more focused on providing technical assistance through the Tree Amigos than in providing either money or trees to plant. However, she notes that a list of future tree planting sites has been identified and as money and time allows, these areas will be planted with new trees. She indicates there is a need to help publicize the Adopt A Tree Program since planting a tree is just the start and the real need is to find property owners who will commit to properly caring for the three during its first three years of growth to assure it is well established. J. Creating a New Undergrounding District for Saratoga/Sunnyvale Road from the Village north to Cox Avenue. Public Works Director Perlin reviews his report on preparations for the next undergrounding district and recommends that the City Council consider either Saratoga Avenue south of Fruitvale or Saratoga/Sunnyvale Road north of Reid as the best candidate locations. The City Council requests that he secure order of magnitude costs from PG&E for both areas, consider doing that portion of Saratoga Avenue between Fruitvale and Sacred Heart Church and Saratoga-Sunnyvale Road north of Reid Lane and to report back as to his findings at the next quarterly review session. K. Capital Projects Status through March 31st. Mr. Perlin reviews his report on the status of various capital projects City Council Minutes 4 April 23, 1996 and notes that design for the signal at =otland and Saratoga Avenue is proceeding ahead of schedule and the the landscape architect to complete the median landscaping desi~ I for the Saratoga-Sunnyvale median between the Village and Via Verd~ should be on board in the next few weeks. L. Status of Park and Recreatio~ Facilities Priority Plan. Vice Mayor Moran reports on the status .f the Task Force's work. The Task Force members have been chosen and ave met to develop its Mission Statement. She indicates that there ~ L1 be two Task Force meetings with Mr. Hughes, the City's consultant, hich will be planning sessions for the focus group workshop. The mee~ ngs are set for May 3 and May 10 and the focus group workshop is set or June 8. M. Update on SFD Building Commlt ee councilmember Burger reports that n~ 'otiations between the Fire District and the Postal Service are onc .ing. She also indicates that the Sheriff now seems to be on board wi{ the idea of creating a shared public safety facility. She indicat~ the Fire District Board is inviting the City Council to meet in )oint session to discuss the status of the project and the concept w hch has been developed for the new facility. The City Council expre~ es interest in having such a meeting. Ms. Burger agrees to arrange~Iame between the District and the City Council. N. Status of Indepen ence Day Ce ebrati . d on fort Mayor Jacobs and City Manager Peacock re oft on the ef s to organize an Independence Day Celebration at Vil~ Montalvo for the entire City. to defray the facilities costs to put n the event. 5. Other Items A. Actions Concerning -Saratog.~arket Days" 1. Resolution waiving Zoning Ordinance Standards, includlng Sign Fee, in conjunction with the conduct of "Saratoga Market Days" An extensive discussion takes place as to the appropriateness for Saratoga of the banners, flags, balloons, etc., which businesses want to place in the various shopping areas from May 4th through October 26th. Councilmember Tucker indicates she is not in favor of allowing the area banners. Vice Mayor Moran indicates she feels that there needs to be a limit placed on the number of individual banners allowed. She feels that Mr. Curtis should have the authority to control and approve locations and would prefer that balloons not be allowed at all for environmental reasons. Mayor Jacobs indicates he is opposed to these special displays completely as he believes the residents will be critical of how they make the City look. He feels there are other ways to accomplish the same purpose. Councilmembers Wolfe and Burger indicate that they will support the request, that they do not believe it will adversely impact the appearance of the City and point out that the City Council can withdraw its consent at any time. They urge that the City Council take a chance on this and see what the results are. It may be that this is not a success and this will be the only year it occurs. Mr. Curtis indicates that the resolution can be amended to develop restrictions on the display and use of special signs, balloons, etc. so they may not be placed on or extend beyond the height of the roof of the building. The Saratoga Market Days Committee indicates that as of this evening they have commitments for participation from 37 merchants and pledges of $5,000 to promote the events. They outline the events they are planning with a different theme for each Saturday each month. They indicate that unless the City Council acts to approve this request in all or most of its current form the businesses will withdraw their support. It is moved by Councilmember Wolfe and seconded by Councilmember Burger City Council Minutes 5 April 23, 1996 to approve the resolution as presented. It is moved by Councilmember Tucker and seconded by Councilmember Burger to amend the motion to do away with area banners, add the display restrictions as proposed by the Community Development Director and limit balloons to extending only below the roof line of buildings. The amendments are accepted by the maker of the original motion and the second. The motion is approved as amended by a vote of 4-1 with Mayor Jacobs voting NO and Resolution 96-19 is adopted, as amended. 2. ResolutlonAmendlng Budget to Provide Funding for Above It is moved by Councilmember Burger, seconded by Vice Mayor Moran and passed 5-0 to approve Resolution 95-30.13. B. Resolution declaring results of Election concerning Measure G on March 26, 1996 and acknowledging insertion of Measure G in City of Saratoga General Plan Mr. Peacock presents the certification of the election results and Measure G and indicates that the result of the election is that Measure G received a majority of the votes cast and has passed. It was moved by Councilmember Moran, seconded by Councilmember Wolfe and passed 5-0 to adopt Resolution 96-20 declaring the results of the election, adopting the ordinance and amending the general plan. C. Self-Evaluation of Previous Meeting The members of the City Council felt that they had focused on the right issues relating to the Kolotouros appeal. D. Agency Assignment Reports Councilmember Tucker reports on her attendance at the ABAG General Assembly meeting. She indicates that the dues for Saratoga's membership in ABAG are scheduled to increase by about $200 for the coming year. 6. Adjournment The meeting was adjourned at 11:00 PM to April 24 at 6:00 p.m. for a closed session on meet and confer matters. Respectfully submitted, Harry R. ~ City Clerk