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HomeMy WebLinkAbout05-11-1999 City Council Minutes MINUTES SARATOGA CITY COUNCIL TIME: Tuesday, May 11, 1999 -5:00 p.m. PLACE: Closed Session, Administration Conference Room, 13777 Fruitvale Avenue Adjourned Regular Meet'mg, Adult Care Center, 19655 Allendale Avenue TYPE: Adjourned Regular Meeting/JOint Meetings OPEN SESSION - 5:00 p.m. - Administration Conference Room 1. CLOSED SESSION A. Conference with Legal Counsel-Anticipated Litigation Initiation of litigation pursuant to subdivision (c) of Government Code Section 54956.9: (One case) B. Public Employee Performance Evaluation pursuant to Government Code Section 54957 - Title: City Manager C. Conference with Labor Negotiator pursuant to Section 54957.6 Agency negotiator: Larry I. Perlin, City Manager Employee organization: Saratoga Employees Association (SEA) and Saratoga Management Organization (SMO) MAYOR'S REPORT ON CLOSED SESSION - Mayor Shaw declared there were no reportable actions taken. CALL TO ORDER - Mayor Shaw called the meeting to order at 6:25 p.m. in the Adult Care Center at 19655 Allendale Road. ROLL CALL - Councilmembers Baker, Streit, Vice Mayor Bogosian, Mayor Shaw. Councilmember Mehaffey was absent. Staff present: City Manager Perlin, City Clerk Ramos, Director of Admin. Services Walker, Recreation Director Pisani, Recreation Supervisor Beverly Tucker and Recreation Coordinator Greg Milano. REPORT OF CITY CLERK ON POSTING OF AGENDA - City Clerk Ramos reported that pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on May 7, 1999. The Notice of Adjournment from May 5 meeting was posted on May 6, 1999. 2. ORAL COMMUNICATIONS FROM THE PUBLIC ON NON-AGENDIZED ITEMS Councilmember Baker suggested and Mayor Shaw and the rest of Council concurred to move Oral Communications to 7:00 p.m. 3. JOINT MEETING WITH YOUTH COMMISSION AND FRIENDS OF THE WARNER HUTTON HOUSE A. YOUTH COMMISSION 1. introductions 2. Report of current year activities 3. Individual Commissioner reports 4. 1999 Summer Teen Camp 5. Middle School survey 6. Safe Ride Program 7. After School Program at Wamer Hutton House 8. Recruitments for upcoming Commission vacancies The following Commissioners introduced themselves and reported on various fund raising activities of the current year: Page I of 8 Minutes for City Council May 11, 1999 Adjourned Regular Meeting/ Joint meetings with various Boards and Commissioners 1. Candice Goodman reported on the annual Saratoga Youth Parade and the local Street Dance. 2. Sheeva Ghassemi reported on Middle School various dances throughout the year held at the Community Center. 3. Allison Chang reported on McDonald's Night and the Fresh Choice Buffet Restaurant. 4. Tannaz Alta~ reported on the annual girl's overnight. ' 5. Mark Weidner reported on requests for a local skating park. A skating event was held in the Commumty Center and a survey was taken for a skating park The results of the survey showed supporting a skate park in Saratoga or holding regular skating events. 6. Kayyon Siadat reported on six teen concerts held throughout the year, held in the Wamer Hutton House and the Community Center. 7. Valefie Famum reported on a productive Youth Commission conference in Foster City focusing on team building, motivation and fund raising. 8. Laura Johnson reported on the second annual Rummage Sale. 9. Sam Kendall reported on Middle School teen trips to the Warriors game and Pier 39. Beverly Tucker, Recreation Supervisor provided a slide show of current activities of the Youth Commission. Greg Milano, Recreation Coordinator, reported on the various summer teen camps for current FitCh graders to Ninth graders, noting that this year the Recreation Department has extended the teen camps from three to ten weeks. Beverly Tucker, Recreation Supervisor, reported on a school survey taken with Redwood Middle School, Miller Junior High, St. Andrews and Sacred Heart schools to find out the volume of homework, types of activities the kids do and would like to see in Saratoga, attendance at the Wamer Hutton House and any comments thereof. Ben Morse and Scott Lewis of Saratoga High School reported on the Safe Ride Program. Mr. Morse asked Council to approve the agreement to use the Wamer Hutton House for the program. Mayor Shaw reported the Council supports and endorses the Safe Ride Program, however, Council has not reviewed the agreement. He asked the City Manager for any comments. City Manager Perlin reported that in his brief review of the agreement received this morning, the overall concept of the agreement looks acceptable, however he would like to clarify some questions and concerns with Ms. Morse. He felt that an agreement between the City and Red Cross or Safe Ride to memorialize this endorsement should be prepared and brought back to Council for review and approval at a subsequent meeting. Discussion ensued regarding timeline. In response to Councilmember Baker, City Manager Pe~in commented it is possible to utilize the program for the June 11 and June 12 grad night weekend. Subsequent to this weekend, a written understanding or agreement should be in place with Red Cross or Safe Ride to allow for the long term use of the Wamer Hutton House, the support of the City and the sponsorship of the program. Ms. Pisani commented that the Youth Commission supports the program and she will be working With Mr. Perlin and the Safe Ride representatives to move this forward. There was consensus of Council to implement the Safe Ride Program for the grad night weekend of June I 1 and 12 and staff will include appropriate funding for this program in the budget for Council approval in June. Greg Milano, Recreation Coordinator, reported on the after-school program at the Wamer Hutton House and activities thereof, including the creation of a Teen Board and a Discipline Board. Recreation Director Pisani reported on the upcoming Youth Commission nine vacancies and the scheduled interviews with City Council for June 8, 1999. B. FRIENDS OF THE WARNER HUTTON HOUSE 1. Review of past year 2. Attic Improvement Project update 3. Funding for Teen Program Coordinator 4. Grant funding possibilities Recreation Director Pisani provided an overview of the Friends of the Wamer Hutton House, its fund raising activities and the new Board. Page 2 of 8 Minutes for City Council May 11, 1999 Adjourned Regular Meeting/ Joint meetings with various Boards and Commissioners Brian Luskey, Youth Commissioner provided background on the Attic Improvement Project and the proposed opening of the Teen Ceater. Ron Adolfson provided a status report of the Attic Improvement project. He commended Joan Pisani and Brian Luskey for their efforts on this project. He invited the City Council to-appoint one of its own as a liaison to the High School in order to stay informed on the related activities for this project. Gil Bain, architect, was able to provide a detailed cost design for renovation of the attic, flee of charge. The goal is $170,000 for the proposed renovation and this fund request will be forwarded to the Park and Recreation Commission for their consideration. Alex Scordelis reported on the funding for the Teen Program Coordinator. The Friends of the Warner Hutton House would like to propose that the City pay for 500 additional hours per year ($ 1 0,000/year) to fund the Teen Program Coordinator which would enable the Youth Commission to do more weekend activities and expand their current programs. Discussion ensued. Ther~ was consensus to direct staff to look into this and to bring it back for discussion at the upcoming budget meeting. Beverly Tucker, Recreation Supervisor, reported on grant funding. Various grants have been prepared for various needs, some of which have been approve& Councilmember Baker urged the Youth Commission, in their recruitment efforts, to work towards achieving a better representation on the Commission of students who live outside of the Saratoga Union and Los Gatos-Saratoga High School Districts.. Discussion ensued regarding a recruiting drive. With permission from Council, Pearl Medeiros, President of the Chamber of Commerce commented that it is'equally important to get the message across to the parents of the students in their recruitment efforts. Mayor Shaw thanked the Commission and staff for a good presentation. He added that all of the activities and efforts are good, nevertheless he asked the students to work with their peer groups to reach out to all the students in an effort to identify those students who may have problems and need help, to prevent incidents such as the recent Columbine High School shootings from happening in our schools. Mayor Shaw declared a recess at 7:30 p.m. and convened the meeting at 7:40 p.m. 4. JOINT MEETING WITH CHAMBER OF COMMERCE AND SARATOGA BUSINESS DEVELOPMENT COMMITTEE (SBDC) A. CHAMBER OF COMMERCE 1. InlxoductionofChamberBoardMembersandOfficers 2. Report on Chamber activities 3. Executive Director search update 4. Celebrate Saratoga support Pearl Medeiros, President, introduced the Boardmembers and officers present and announced the selection of their new Executive Director, Abby Krimotat. She reported that Abbey has compiled a large packet of updated and current literature and brochures prepared and available at the Chamber office, including hundreds of e-mail inquiries about the City, for Council information. Ms. Medeiros reported on general activities of the Chamber including: · In-house printing of the various informational literature and fiyers through a cooperative effort with local schools for volunteer activities. · Update of the Chamber Directory which is mailed to all residents. She said that the Chamber 'would be happy to include an informational handout about the Youth Commission in this mailing, in an effort to get the word out. · In-house development and printing of the Chamber Newsletter · New webpage in process · Redesign of the promotional packet in process Page 3 of 8 Minutes for City Council May 11, 1999 Adjourned Regular Meeting/ Joint meetings with various Boards and Commissioners · New staff · Map distribution Vice Mayor Bogosian would like to see the Chamber and the City establish and maintain open communication with regards to the progress on the Mountain Winery. Mayor Shaw concurred and commented further the importance of maintaining open communication between the City and other groups. SBDC is a good example of keeping the communication line open with issues pertaining to the City and the business community. City Manager Pertin commented on a scheduling conflict with the new Chamber Board meeting schedule. Ms. Medeiros commented that the new meeting schedule has increased the attendance at the meetings. B. SARATOGA BUSINESS DEVELOPMENT COUNCIL (SBDC) 1. Progress and activities update 2. Funding for Phase 3 Sign Program City Manager Perlin reported on the last SBDC meeting including the status of the Performing Arts Theater, funding for a Phase 3 directional sign program, status of the Gateway improvements, Argonaut project, Mt. Winery status, July 4~ hometown celebration, Celebrate Saratoga and the parade, and neon signs. He noted that funding for the July 4th and parade festivities and the Phase 3 sign program are included in the proposed budget for Council approval. Mr. Perlin further commented on City staffing at the SDBC meetings and that a newly recruited Administrative Intern may be attending the meetings. The next meeting is on May 25 at 8:00 a.m. Discussion ensued regarding the various phases of the sign program: Mr. Perlin suggested putting the sign program on their next agenda. Mayor Shaw commented regarding the Gateway project. Discussion ensued. Mr. Perlin commented that the Gateway project is in the proposed budget for the next two year cycle. Mayor Shaw announced that this is the time to provide an opportunity for oral communications and public comments on non-agendized items since the time for Oral Communications on the agenda was scheduled earlier than normal. There being no requests from the public to speak, Mayor Shaw moved on to the next agenda item. 5. JOINT MEETING WITH HAKONE FOUNDATION A. Introduction of Boardmernbers and Officers B. Review of FY 98-99 budget C. Review of FY 99-00 budget D. Membership Report E. Cultural Activities Report 1. Upcoming Sister City visit F. Executive Director's report G. Discussion of Caretaker's Cottage/Affordable Housing Unit Daryl Becker, President, introduced the following Board members and officers who were present and who provided a brief report: 1. Marge Bunyard, Membership - reported on their newsletter and membership status. She commented on the public relation efforts of Denise Marinelli. She passed out a mailer and membership application to Council. 2. Lon Saavedra, Executive Director 3. Stewart Lenox, Tea ceremony 4. Elaine Salter, Gif~ shop, Cultural - reported on fund raising and cultural activities and events. She also provided an overview of the gift shop and its volunteer staff. 5. Bruce Parkinson, Garden, Cultural - reported on the gardener apprentice program, Garden sign installation, steel path railings, Caretaker's house and garden maintenance. He expressed concem over the entrance road that needs repair. Page 4 of 8 Minutes for City Council May 11, 1999 Adjourned Regular Meeting/ Joint meetings with various Boards and Commissioners In response to Mayor Shaw, City Manager Perlin commented that based on his recollection, the repair of the landslide under the road was allocated in the budget many years ago, however, it has not been repaired. Councilmember Bogosian requested staff bring back a status report on the condition of the entrance mad for further review. Council concurred. Kay Duffy, recognized all the volunteers who help in the garden. 6. Syd Dunton, Arts, Garden 7. Kay Duffy, past President, Arts program - reported on the arts programs nm by volunteers and distributed copies of the most recent flyer to Council and staff. 8. Cathy Foscato, Secretary, Membership 9. John Tauchi, Finance, Docent Chair 10. Charles Thompson, Treasurer and Finance Chair - reported on the financial statements and budget, noting payroll and rental items. Discussion ensued regarding the budget. John Tauchi clarified that the largest increase is the Executive Director's salary which will be funded by a Packard Foundation grant. Mr. Tauchi commented on the upcoming Sister City event and asked if consideration has been made to allow the use of the Council Chambers and Community Center for the opening ceremonies and a barbecue; and to designate a City liaison for the upcoming festivities. City Manager Perlin reported that the City Clerk, Susan Ramos, will be the City liaison for the upcoming Sister City festivities and that there is no problem using the City facilities for this event. Lon Saavedra, Executive Director, reported on his background and role and indicated he is looking forward to working with the Council and staff and would like to involve Council in Hakone's strategic planning. He commented on the mission of the Fifth Amendment to the Trust Agreement between Hakone and the City. He stated that Hakone is currently engaged in discussions with various foundation groups to assist Hakone in executing a 90 or 120 day study to develop findings for a strategic plan and report, an operating plan, a development plan and an ongonig support system in place. He referred to a letter from Hakone to the Council expressing concerns relating to the proposed CDBG funded housing unit in the Gardens and commented that a joint meeting with Council to discuss this matter further would be appropriate. Vice Mayor Bogosian expressed he would like to discuss the points raised in the letter regarding the rental of the caretaker's house this evening. He expressed support of City staff and the process that has been taken on this matter and asked for some clarification as to Hakone's position on this matter. Stewart Lenox elmfled that there is some concern of the Board members about the use of the Caretaker's cottage as a residence at this point because it may have a more useful or appropriate function later. In reviewing the Maintenance and Operations Agreement and the Hakone Board minutes he was not able to find any resolution or agreement regarding the rental of the Caretaker's cottage that ever came before the Board for a vote, therefore any action on this matter is invalid. He pointed out par. 3A in the Maintenance and Operations Agreement, which clearly states that the Hakone Foundation has the exclusive right to rent the property and there is no mention of shared rights or having to obtain an approval from the City to rent the subject facility. He commented that if Hakone is going to grow into a first class facility, through endowments from other foundations, some changes in the facilities, parking and layout of the Garden may have to be taken into consideration. Mayor Shaw commented that these are legal issues that have to be resolved. Vice Mayor Bogosian commented that this matter has been discussed in a public forum approximately over a two year period and it is certainly not a surprise to anybody with the exception of new Board members. Mr. Lenox suggested that if Hakone Gardens is to grow in the future that some of the old practices may have to be re-examined. Page5of8 Minutes for City Council May 11, 1999 Adjourned Regular Meeting/ Joint meetings with various Boards and Commissioners City Manager Perlin commented that the process to rent the Caretaker's house has begun, funds have been expended and the City has an obligation to follow through to place a tenant in the home, an agreement is in place to find a suitable tenant and manage the rental. He could have the City Attorney review this matter, however, he feels the City is in no position to stop the process at this point, particularly not in the next 30 days or 60 days. Mr. Lenox suggested putting on hold placing a tenant until possible alternatives have been discussed. Nevertheless, if a rental agreement would be entered into, that the rental be short termed. City Manager Perlin commented he would be happy to meet with the Board as soon as possible and in the meantime, he will review the provisions of the Maintenance and Operations agreement. He reiterated that the process has begun and the Housing Authority is moving forward with the tenant placement. Vice Mayor Bogosian requested an update fi'om staff on subsequent discussions between the City and the Housing Authority about the rental of the property. Councilmember Baker was astonished at the Board's reaction to the ongoing rental process which has been discussed over a significant period of time. Mr. Becker commented that there seems to be some misunderstanding on the part of the Board about having significant input in the selection of a suitable tenant for this property and any implications thereof. The immediate concerns of the Board are safety, liability and any impact of the tenant on the garden, particularly if there were children involved, etc. Mr. Perlin commented that a meeting with the Housing Authority and members of the Board could be arranged to discuss the selection criteria and process. Mr. Lenox commented that the Board would be interested in trying to fred the best way out of this for all parties concerned. The Board has expressed some strong concems that they wanted the City to know. Vice Mayor Bogosian commented that the concems raised are valid, nevertheless, as indicated by City Manager Perlin, the Housing Authority is aware of all of the laws and would select the best suited tenant acceptable under the law. Mayor Shaw commented that this discussion has provided some direction for the City Manager who will be updating the Board on the progress of this process. Mayor Shaw declared a recess at 9:15 p.m. and reconvened the meeting at 9:25 p.m. 6. FISCAL YEAR 99-00 AND 00-01 BUDGET WORKSHOP #2 Director of Administrative Services Walker presented the various fund revenues portion of the proposed budget and major assumptions. Some of the highlights included sales tax, property tax, motor vehicle fees. City Manager Perlin presented the property tax allocation chart illustrating the total property taxes paid by Saratoga residents of approximately $43 million and liom that total the City receives approximately 3.2% or $1.4 million. Discussion ensued regarding the next workshop on May 19. City Manager Perlin suggested to defer further budget presentation until the first pubhe hearing on June 2 at which all Council members will be present. Council concurred and requested that the budget materials be forwarded to Cotmcil much in advance to allow adequate time for Council review before the heating. Ms. Walker stated that all of the budget materials that have been submitted to Council will be the - same with the exception of some changes which, in the interim, will be compiled in a list and submitted to Council for their information. In the interest of time, Mayor Shaw recognized Jim Stallman, 19740 Braemar Drive, who commented on discussions at the County Housing Land Use Transportation Committee meeting regarding the Measure A - Base Implementation Plan. He commented that through the efforts of Assemblyman Cunneen, there is a demo project available to be done for noise abatement at Highway 85 and funding is available. He recommends that the City pursue obtaining this funding and working with Assemblyman Cunneen's office to help in this process. Page 6 of 8 Minutes for City Council May 1 ], 1999 Adjourned Regular Meeting/ Joint meetings with various Boards and Commissioners Councilmember Streit commented there is no funding for this program in the County's most recent report. Discussion ensued. City Manager Perlin concurred with Mr. Stallman that if there is funding available, the City should pursue it. Councilmember Streit recommended that the City write a letter to the County as soon as possible while negotiations are underway to remind them about this project and its funding. City Manager Perlin suggested that a joint letter with other West Valley Corridor cities may be more effective. 7. SELF-EVALUATION OF PREVIOUS MEETINGS: May 5, 1999 Vice Mayor Bogosian commented it was one of the most trying meetings of his tenure on the Council. 8. SELECTION OF AN ALTERNATE MEMBER TO THE VTA PAC Recommendation: Council to select one of its own as an Alternate member to the VTA PAC. STREIT/BOGOSIAN MOVED TO APPOINT MAYOR JIM SHAW AS THE ALTERNATE TO THE VTA PAC. MOTION PASSED 4-0 (Councilmember Mehaffey absent). Councilmember Streit requested that this information be forwarded to the VTA PAC as soon as possible. 9. AGENCY ASSIGNMENT REPORTS Alternate Association of Bay Area Governments Mehaffey Chamber of Commerce Board Shaw County HCD Policy Committee Mehaffey Emergency Planning Council Baker Mehaffey Hakone Foundation Liaison Shaw KSAR Community Access TV Board Mehaffey Baker Library Joint Powers Authority Board Bogosian Streit North Cent. Flood Cont. Zone Adv. Committee Bogosian Mehaffey Penin. Div., League of Cal. Cities Bogosian Shaw Santa Clara Valley Water Commission Baker Bogosian Santa Clara County Cities Assn./ City Selection Committee Baker County Cities Assn. Leg. Task Force Bogosian Baker SASCC Liaison Streit Mehaffey Samtoga Business Development Council Mehaffey Streit Sister City Liaison Shaw West Valley Solid Waste JPA Streit Bogosian Valley Transportation Authority PAC Streit West Valley Sanitation District Baker Streit Councilmember Baker reported on the Santa Clara County Cities Association meeting regarding the graffiti program. Vice Mayor Bogosian reported on the Santa Clara Valley Water Commission meeting regarding the CALFED program joint letter for the Mayor's signature and proposed water rate increases for the valley to meet mandated water purification standards. 10. OTHER Vice Mayor Bogosian requested to agendize for discussion an update on the implementation of the creek settlement and its activities at the June 2 meeting. Councilmember Streit concurred. City Manager Perlin suggested preparing a report updating its progress for the June 2 meeting. Mayor Shaw asked the status of the financing aspect of the City' s septic abatement program. Councilmember Baker reported that at the West Valley Sanitation District meeting tomorrow, there will be discussions regarding a potential rate change due to inequity in fees between those Page 7 of 8 Minutes for City Council May 11, 1999 Adjourned Regular Meeting/ Joint meetings with various Boards and Commissioners properties adjacent to sewers that were built prior to 1984 and after 1984. Because of this, the pilot program may have to be put on bold until after the rate change process moves forward. Councilmember Streit commented he would like the Council to look at the budget items of the Park Development Fund, status of the contract with Jay Beats, total expenditures of the task force since the inception of the playfields issue; and, to look at the restrictions placed by the previous City Council on the Commission inasmuch as the finances and demographics of the City are different now. One of the restrictions was the new community center and a development of a community central hub, which could be brought back for consideration. Vice Mayor Bogosian supported Councilmember Streit's comments and asked if it were possible to include Mr. Streit in these discussions in order to receive maxima input. Councilmember Streit replied that the City Attomey did not think it would be a problem as long as the discussions maintain a general point of view. Discussion ensued. Council concurred to include these items at the upcoming joint meeting with the Park and Recreation Commission. Councilmember Baker requested update on the Library Commission vacancy and letters received from Hillbrook Elementary School and Gary Wesley requesting Council information. City Clerk Ramos replied that the interviews for the Libra~ Commission vacancy will be scheduled on June 2 after the applicants have been able to attend the next Commission meeting on May 26. City Manager Perlin replied that the Hillbrook letter has bean forwarded to Community Development and will be put on a subsequent agenda under written communications; the Wesley letter does not directly affect the City.and it has been discussed with staff. City Manager Perlin confirmed Mayor Shaw's attendance at the KSAR meeting on Thursday. He added-that Community Development Director Walgren will be forming a steering committee for the Cimulation Element of the General Plan to begin meeting the week of May 24th and asked if Council would like to participate in this committee. Councilmember Slxeit replied he would like to attend if the first meeting is after May 25th. Vice Mayor Bogosian asked and City Manager Perlin replied the next meeting for the City Attomey selection process is scheduled on June 2 at 5:00 p.m. 11. ADJOURNMENT Mayor Shaw adjoumed the meeting at 10:40 p.m. Respectfully submitted, City Clerk Page 8 of 8