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HomeMy WebLinkAbout10-21-1997 City Council Minutes MINUTES SARATOGA CITY COUNCIL TIME: Tuesday, October 21, 1997 - 4:00 p.m. PLACE: Adult Care Center, 19655 Allendale Avenue TYPE: Adjourned Regular Meeting/Quarterly Program and Major Project Review Closed Sessions in Administration Conference Room, 13777 Fruitvale Ave. 4:00 p.m. - Pursuant to Government Code Section 54957: PUBLIC EMPLOYMENT Title: City Manager 4:00-4:30 Preparation for Interviews 4:30-5:30 Candidate #1 5:30-6:30 Candidate #2 6:30 p.m. - Pursuant to Government Code Section 54957.6: CONFERENCE WITH LABOR NEGOTIATOR Agency negotiator: Liebert, Cassidy & Frierson Employee organization: Saratoga Employees Association Mayor's Report on Closed Session: The Mayor reported that the Council had provided direction to staff. 1. Roll Call - 7:00 p.m. (Adult care Center, 19655 Allendale Ave.) Councilmembers Bogosian, Jacobs, Shaw, Wolfe and Mayor Moran were present. Also present were Interim City Manager Perlin, Administrative Services Director Fil, Community Development Manager Walgren, Public Works Services Manager Enriguez, Recreation Director Pisani, Administrative Analyst Jacobs, AdministrativeAnalyst Loft, and Deputy City Clerk Cory. 2. Report of City Clerk on Posting of Agenda Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on October 17. The notice of adjournment from the October 15 Council meeting was properly posted on October 16. 3. Oral Communications from the Public on Non-Agendized Items - None. 4. Budget Review 1) FY96/97 Prelimlnar~ Audit Results 2) FY97/98 1st Quarter Results Administrative Services Director Fil reviewed the results, presented overhead projections, and answered Councilmembers' questions. 5. Quarterly Program and Major Project Review In order to have reports from each individual in sequence, the next item taken up was Mr. Fil's quarterly reports. B. Administrative Services Director: 1) Computer Systems Upgrade Mr. Fil reported that the contractor for the upgrade had predicted a delay of four to six months in staff training because of backlogs. They had therefore requested that staff training take place in Florida, where it could be accomplished without delay, rather than on site. He stated that the cost would be "a wash" because the contractor would discount their fees. In addition, the staff time required for training in Florida would be no greater than that which would have been used on site. 2) Financial Reporting System Mr. Fil noted that staff was beginning to use the new system, which could be configured to generate whatever information was needed. 3) Hillside Road Repair FUnd Reserve Requirement City Council Minutes 2 October21, 1997 Mr. Fil reported that transferring $500,000 to $750,000 to the fund would probably be satisfactory. The interest earned on the amount should adequately fund future repairs. · Mr. Perlin stated that the staff is tracking several hillside areas to ensure that any problems are found immediately. He believed that although the amount of money recommended for reserve could not take care of all possible problems, it was a reasonable amount. Mayor Moran requested a staff report giving further details on frequency of such events, the cost of each, total amount of money needed, etc. 4) Discussion of Warrant List Mr. Fil explained that the Warrant List is an after-the-fact compilation of payments made. He noted that it may be possible to use two lines to describe expenditures rather than one line. Councilmembers discussed the need to have prior notice of large, unexpected expenditures such as the removal of trees at Hakone Gardens. Mayor Moran asked that this subject be agendized for an adjourned meeting soon~ both a more descriptive warrant list and a means of more timely notification of Council are to be discussed. A. City Managers Consensus to postpone. Since the hour set for Item 6 had passed, Mayor Moran proceeded to that item on the agenda. 6. Traffic Calming Proposal for Miller Avenue Interim City Manager Perlin reviewed the history of this item, including the proposal from CCS solicited by the City and that from Genesis Group solicited by Elmer Szanto. Councilmembers discussed various ways of proceeding, including what data might need to be collected and by whom. In response to the suggestion of using a radar trailer to collect speed data, Mr. Perlin stated that such data would not be representative because drivers slow when the see the trailer, which was one reason he had recommended against buying the data collection computer. A radar trailer would, however, be useful to collect volume data. Paul Click, Titus Ct., felt that if traffic problems on Miller were addressed, the problems would simply move to other streets because the volume of traffic would not change. Mark Stein, Candy Court, wished to see some action taken and suggested that the Council set a date by which this would be done. Fred Stanford, Miller Avenue, favored traffic calming measures such as barricades on Miller. Elmer Szanto, Miller Avenue, believed that no further data collection or policy setting were needed. He wished to proceed with policies adopted in Westlake Village and Agoura Hills. He noted that if Genesis Group were hired, they would consult with the neighborhood, and the residents would decide on the particular measures to be taken. Betty Jo Stewart stated that the Christa McAuliffe School is a magnet school and brings traffic from out of town. Mr. Perlin stated accurate baseline data is important to measure the success of any measures taken. Furthermore, baseline data would assist in designing the goals to be met--for example cutting the traffic volume in a given area in half. Discussion followed as to the area where data was to be gathered. Councilmember Jacobs felt any measures would affect the entire area north of Cox Avenue. Mr. Perlin believed the area would be bounded by City Council Minutes 3 October 21, 1997 Highway 85, Saratoga Creek, Cox Avenue, and Prospect Road. Mr. Stein believed the Miller residents did not want the problem solved in isolation; he felt the goal should be to direct traffic to larger streets such as the Lawrence Expressway. Councilmember Wolfe questioned whether there was a need for further measures. In many drives he has taken through the area he has not seen significant traffic problems, and there are already many metal signs and painted devices controlling traffic. Mr. Stein brought up the possibility of using a video ticket machine to control traffic and raise revenue. Mr. Perlin stated that such machines actually lose significant amounts of money. There was consensus to direct the Interim City Manager to present a Request for Proposals for a consultant to perform a traffic study at the December 9 adjourned Council meeting. C. Community Environment Directors 1) Capital Projects Update - Consensus to postpone, with the following exceptions: d. Villa Oaks Landslide (Project 9703) - Mr. Perlin reported that the repair project was proceeding satisfactorily. g. LibraryExpansion - AdministrativeAnalyst Jacobs reported that the contract with Mr. Stypula had been signed. 2) Park Development Projects - Consensus to postpone. 3) Winter Preparedness Measures - Public Works Services Manager Enriquez reported on a number of measures being taken by the City and the Santa Clara Valley Water District. 4) Pavement Management Program- Mr. Perlin reported that rough spots were being ground down. Councilmember Bogosian suggested that the contractor~s poor record on this job be remembered when it was time to evaluate future bids. 5) Code Enforcement Program- Mr. Perlin reported on the status of the Sherlff~s Technician, who was going to work in conjunction with the Code Enforcement Officer to provide seven-day coverage. 6) Zoning Ordinance amendments - Mr. Walgren reported on the ongoing process of amending the Zoning Ordinance. S) ALTRANS Project update - AdministrativeAnalyst Jacobs reported success in 'publicizing the program at assemblies and a decrease in trips per day. 9) cATvServices to CommUnity Center - Nothing to report. 10) TETAP Project update - Consensus to postpone. 11) Hakone caretakers house rehabilitation - Mr. Perlin reported that work would start after the new year began. 12) Feasibility of preferred hours at Planning counter for commercial project appllcants - Mr. Walgren reported that for large projects it is probably best for the applicant to make an appointment; thus preferred hours would probably not be necessary. 13) Tree removals at Hakone Gardens - Mr. Perlln reported that there were three proposals for removing the trees using a crane at a cost of about $30,000, but the City Councll Minutes 4 October 21, 1997 Hakone road was problematic for a crane to traverse. Other accesses and other equipment may not be satisfactory. 14) Creek setback regulations survey - Mr. Walgren reported on results of the survey so far. 15) Televising Planning Commission meetings - Mr. Perlin reported that televising Planning Commission meetings in the Theater should start in January. 16) Amendments to appeal fees - Mr. Walgren reviewed his report. BOGOSIAN/WOLFE MOVED TO DIRECT STAFF TO PREPARE A RESOLUTION FOR CONSIDERATION AT THE NOVEMBER 5 MEETING REDUCING APPEAL FEES TO $250 AND $150 IN ACCORDANCE WITH THE STAFF RECOMMENDATION. Passed 5-0. 17) Relocatlon of Council and Planning COmmission to Community Center Multi-Purpose Room - No progress; extending transmission cable to the room is the sticking point. D. Recreation Director~ 1) Multi-Year Cost Recovery Plan Recreation Director Pisani reviewed her report. After discussion, Councilmembers stated that further information was needed on the plan. Concerning dates for adjourned meetings in November, it was noted that November 11 was a holiday, and November 25 was close to the Thanksgiving holiday, so neither date would be appropriate. There was consensus to direct the Recreation Director to present a plan at the December 9 adjourned Council meeting showing quicker cost recovery by means of a 15% fee increase and cost cutting measures. 2) Friends of Warner Hutton House Non-Profit Organization - Recreation Director Pisani reported on the excellent progress of the organization. Mayor Moran stated that the report due December 9 should look at the direct costs for teen programs and the allocation of indirect costs. E. City Council Items 1) Orchids and Onions Tour - Consensus to add to Planning Commission Retreat, with Council participation. 2) Commissioners Forum - Feedback from CommisSions - Feedback is favorable. 7. Self-Evaluatlon of Previous Meeting (October 15) - No significant concerns. S. Agency Assignment Reports No. Cent. Flood Control Adv. Bd. - Bogosian reported that he would attend a meeting on Friday. Librarv Joint Powers Aqency - Bogosian requested the Council's response to the ~arkkula report on Internet access. Councilmembers Jacobs and Wolfe favored limiting access; Councilmembers Shaw and Moran favored open access. West Valley Sanitation District - Moran reported the planned sewer rehabilitation would benefit Saratoga. Emerqency Planninq Council - Moran also reported Saratoga would receive some money for projects such as updating the Emergency Plan. 9. Resolution making Appointment and Reappointment to Parks and Recreation Commission WOLFE/SHAW MOVED TO ADOPT RESOLUTION 97-41. Passed 4-0. City Council Minutes $ October 21, 1997 lO. Other Interim City Manager Perlin reported that staff training to deal with changes in the workplace was scheduled for October 25 and invited Councilmembers to attend. He further reported that he was planning to hire an Interim Administrative Services Director and another financial professional in the near future. He requested that the Council authorize him to hire Deborah Earsen for the Interim Administrative Services Director position. There was consensus to do so. Mayor Moran asked if Councilmembers would like to meet with the Sheriff. There was consensus to direct staff to arrange for the Sheriff to come to a Council meeting for a free-ranging discussion. 11. Adjournment The meeting was adjourned at 10:35 p.m. to 9:00 a.m. on Thursday, October 23, for a closed session in the Administration Conference Room, 13777 Fruitvale Avenue. Respectfully submitted, Grace E. Cory Deputy City Clerk