HomeMy WebLinkAbout05-17-2000 City Council Agenda PacketAGENDA
KEEP ONE YEAR
SARATOGA CITY COUNCIL
MAY 17, 2000
OPEN SESSION - 5:45 P.M. in the Administrative Conference Room -
13777 Fruitvale Avenue
COMMISSION INTERVIEWS
5:45 P.M.
5:55 P.M.
6:05 P.M.
6:15 P.M.
6:25 P.M.
6:35 P.M.
Volerie Farnum
Christina Siadat
Darrell Wu
Tannaz Altafi
,]'on Cha
.Tames Bollingall
Youth Commission
Youth Commission
Youth Comm~ssmn
Youth Commission
Youth Comm~ssmn
Youth Comm~ssmn
REGULAR MEETING - 7:00 P.M. - CIVIC THEATER/COUNCIL
CHAMBERS AT 13777 FRUITVALE AVENUE.
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT OF CITY CLERK ON POSTING OF AGENDA
(Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly
posted on May 12, 2000)
COMMUNICATIONS FROM COMMISSIONS & PUB_UTC
Oral Communications on Non-Aqendized Items
Any member of the public will be allowed to address the City Council for up
to 3 minutes on matte'rs not on this agenda.
Communications from Boards and Commissions - None
Written Communications - None
Oral Communications - Council Direction to Staff
Instruction to Staff regarding actions on Current Oral Communications
CEREMONIAL ITEMS
Declaring the Month of ,Tune as 5cleradoma Month.
Recommended Action: Approval.
Resolution in Support of Clean, 5ale Creeks, and Natural Flood
Protection. (Requested by Santa Clara Valley Water District)
Recommended Action: Approve resolution.
CON,GENT CALENDAR
3A.
Approval of Check Register.
Recommended Action: Note and file.
April Financial Statement and Treasurer's Report.
Recommended Action: Accept report.
3C.
California Wine Transport, Claimant; Claim No. cjc)-003.
Recommended Action: ReJect claim.
31).
Resolution to Uphold Planning Commission Decision to Approve a 2-
5tory, 6500 Sq. Ft. Residence Located at 14805 Masson Court.
(Liu).
Recommended Action: Adopt resolution.
3E.
Resolution to Uphold Planning Commission Decision to Approve
5tom/, 4258 Sq. Ft. Residence Located at 20550 Lomita
Avenue.(Saunders)
(Recommended Action: Adopt. resolution.
3F.
Planning Commission Action Minutes of May 10, ?000.
Recommended Action: Note and File.
2
NEW BUSTNE$$
Budget Presentation by Director of Administrative Services.
Approval of RFP for Architectural Services for Library Expansion
Project.
Recommended Action: Approve RFP.
CITY MANAGER'S REPORT
AD,TOURNMENT TO CLO$ED $E$$ZON
Conference with Legal Counsel - Anticipated Litigation: Initiation of
Litigation Pursuant to Government Code Section 54¢)56.¢)(c) 3 Cases.
In compliance with the Americans with Disabilities Act (ABA), if you need
special assistance to participate in this meeting, please contact the City
Clerk at (408) 868-126c2. Notification 48 hours prior to the meeting will
enable the City to make reasonable arrangements to ensure accessibility to
this meeting (28 CFR 35.102-35.104 ADA Title II)
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: May 17, 2000
ORIGINATING DEPT.: City manager
AGENDA ITEM
CITY MANAGER:~'~~ .~.~'
PREPARED BY: City Clerk
SUBJECT: Commission Interviews for Youth Commission
RECOMMENDED ACTION:
REPORT SUMMARY:
FISCAL IMPACT:
ADVERTISING NOTICING
AND PUBLIC CONTACT:
CONSEQUENCES OF NOT
ACTING ON MOTION:
FOLLOW UP ACTIONS:
That Council conduct interviews.
The following applicants have been scheduled for interviews:
5:45 P.M. - Valerie Famum *
5:55 P.M. - Christina Siadat
6:05 P.M. - Darrell Wu
6:15 P.M. - Tannaz Altafi *
6:25 P.M. -Jon Cha
6:35 P.M. - James Ballingall
* Candidates eligible for re-appointment
There are four vacancies to be filled for the Commission.
The term will be for 4 years expiring on July 1, 2004.
None
Posting of the Council Agenda.
Vacancies would not be filled.
Adopt resolution and administer Oath of Office at scheduled Council
Meeting.
ATTACHMENTS: Applications of the above named applicants.
of Saratoga
Youth Commission Application
Last Name, First Name
Street Address
Middle Initial
Schobl Attending 00-01 School Year
Phone Number
c/ ..?q, '7
City Zip Code
Grade Level in Fall 2000
Please list .your school and community activities and to which volunteer and civic organizations you belong
I am an active member of Lynbrook High School's Speech and Debate club. Last
year, I had the honor of being voted as "Best Freshman" in the club by my peers. In
addition to Speech and Debate, I am an attorney Lynbrook's Mock Trial team. Our team
was able to reach semifinals in the county competition this February. My membership in
Key Club allows me to volunteer my time in community service.
Which particular area of respOnsibility on this commission interests you'.-
I consider myself a good communicator, so I am interested in keeping my school
informed and up-to-date on Commission activities. '
References:
,9-
3. 4,-. L.
Additional information and/or comments you feel are important:
One of my hobbies includes piano, in which I have taken lessons for nearly ten
years. Occasionally I dabble in writing.
The reason I enjoy public speaking is because I enjoy the thrill of speaking in
public. Speaking, especially spontaneous speaking, gives me a "rush" which I find
exhilarating.
I have read the application information packet and understand the commitment is ten hours per month
in addition to the monthly meetings. I also understand I must attend the Youth Commission training
session and a minimum of 80% of meetings and activities. '
,
Apphcants Signature
I understand the commitment involved in the Youth Commission and approve of my son or da
applying:
ParetWs Signature
jCity of Saratoga
( °uth Commission Application
Last Name, Fh~ Name
Street Address
School Attehdf31g 00-01 gcho°l-Year
Middle Initial
y~AY 8 2000
. ('p/4hoO~e)N~(0m~e7
Zip Code
Grade Level in Fall 2000
Please list your school and community activities and to which volunteer and civic organizations you belong
Which particular area of responsibility on this commission interests you:
Additional information and/or comments you feel are important:
~ ~o ' ~ .... '~", _ voo~,~
References:
I have read the application information packet and understand the commitment is ten hours per month
in addition to the monthly meetings. I also understand I must attend the Youth Commission training
session and a minimum of 80% of meetings and activities.
:
Oderstand the commitment involved in the Youth Commission and approve of my son or daughter's
Parent's Signature//
City of Saratoga
Youth Commission Application
Last Name,' First Name Middle Initial
(4o8)
Phone Number
gtre~e~ Mn,,~,,~ ~qd: .~rae. nn~, c~ 05070
Address -
'City Zip Code
Pro.~n~.aLi nn ~li gh School
School Attending 00-01 School Year
9
Grade Level in Fall 2000
Please list your school and community activities and to which volunteer and civic organizations you belong:
-9_~_Cr~ T-~m~T'~- J'~hl]rO~'~ Ynl]~.h ~r~11n. ,qmc'r~d ~4~art School yearbook Committee,
.q~pd T~p~r~-. ~Ylllr~h Alf.~mr .qerver(4th arade-8th qrade),Sacred HEart School
Commup!ty Ser~,~ ~,~r.~ ~ng~m (~rW~rl q5 vo~unt.~_~r hours in 8th qrade)~
I _n~ay ~.h~ p~ano. T play USTA Tennis, I also play competitive CYSA soccer.
I worked this summer to babysit for the Kosovo family that our Church adopted.
W~ich particular area of responsibility on this commission interests you:
T ~m ~n~.mr~.~.~d ~n Fnndra~s~nq. especially the dances~ but I am able to work
Additional information and/or comments you feel are important:
b~y brother, Kayvon Siadat served as Youth Commissioner last year during his
sen~or year at Bellarmine Hiqh School. I was able to watch him and help him
w~h h~s duties, I 'am familier with the responsibilities and look forward to
R~g the job.
~rences:
l. Sister Aileen Donohue- Sacred HEart Church 867-2660
2. Bill Numann - De Anza Clash Girls Soccer Coach 866-2627
3. Mr. Marco Camarqo - Sacred Heart.School 8th Grade Teacher
I have read the application information packet and understand the commitment is ten hours per month
in addition to the monthly meetings. I also understand I must attend the Youth Commission training
session and a minimum of 80% of meetings and activities.
Apphcants Signature
I understand the commitment involved '
app..! ing: . in the Youth Commission and approve of my son or da
Parent's Signature/
City of Saratoga
gouth Commission Application
Last Name, First Name
Street Address ' '
School Attending 00-0'1 gCI~ol Year
Middle Initial
City
Phone Number
qsoqo
Zip Code
Grade Level in Fall 2000
Please list your school and community activities and to which volunteer and civic organizations you belong:
.~ s'htl pi~! ~Yu ?~n. ' ' -'' ' ' -
Which particular area of responsibility on this commission interests you:
· · -- '- , o , , ',~ct '~"~,D%
Additional information and/or comments you feel are important: ~'If-MYLq ~)
I ho(k/E, bcC. r'l ('~ +v~ X/o~t-Vl Comm,,q~,:~ion ,,_q~(f, '"~
I have read the application information packet and understand the commitment is ten hours per month
in addition to the monthly meetings. I also understand I must attend the Youth Commission training
session and a minimum of 80% of meetings and activities.
Applicants Sieur( ~"
lyderstand the commitment involved in the Youth Commission and approve of my son or daughter's
Parent's Si
City of Sc ratoga
Youth Commission Application
'Last Nttme,\ First Name
Street Address '
School Attending 00-01 School Year
Middle Initial
Zip Code
Grade Level in Fall 2000
Please list your school and community activities and to which volunteer and civic organizations you belong:
5-'~ cc~.,-ca~c-iv ~ Cote £e~rese~,c/-,,~ or~ ~ 12oiw. ~ ~-~q¢,~-c2o,~,'/~ 2-
,, I ' ~ , ,- - , . ..~ t~d
~ p~iml~ ~ea of respomibfli~ on ~s comsion ~terests you:
Additional information and / or comments you feel are important:
References:
I ~ve read the application information packet and undemtand ~e commitment is ten horn ~r month
in addition ~ ~e money m~fin~. I ~so ~dem~nd I mint a~end ~e Youth Commission tr~ning
session and a minimm of ~% of me~s and acfi~ties.
~AppUc~ts Si~at~
I understand the commitment involved in the Youth Commission and approve of my son or
, City of Saratoga
outh Commission Application
Last Name, First Name
Street Address
Middle Initial
City
School Attending 00~-01 School Yt~ar
Phone Number
Zip Code
Grade Level in Fall 2000
Please list your school and community activities and to which volunteer and civic organizations you belong:
Which particular area of responsibility on this commission interests you:
Additional information and / or comments you feel are important:
I have read the application information packet and understand the commitment is ten hours per month
in addition to the monthly meetings. I also understand I must attend the Youth Commission training
session and a minimum of 80% of meetings and activities.
Apphcants Signature
lyderstand the commitment involved in the Youth Commission and approve of my son or daughter's
Parent's $ign~tttr~'
EXECUTIVE SUMMARY NO.
MEETING DATE: MAY 17, 2000
ORIGINATING DEPT.: City Manager
SARATOGA CITY COUNCIL
AGENDA ITEM L
CITY MANAGER:~o~
PREPARED BY: City Clerk
SUBJECT: CEREMONIAL ITEM: PROCLAMATION - SCLERODERMA
AWARENESS MONTH - JUNE 2000.
RECOMMENDED MOTION:
REPORT SUMMARY:
That Council approve proclamation.
In an effort to increase awareness about the disease, the
Pleasanton Lions Club and the Bay Area Scleroderma
Support Group are participating in a national campaign to
proclaim the month of June as "Scleroderma Awareness
Month."
FISCAL IMPACT: None
ADVERTISING, NOTICING
AND PUBLIC CONTACT:
CONSEQUENCES OF NOT None.
ACTING ON MOTION:
Posting of the Council agenda.
FOLLOW UP ACTIONS:
ATTACHMENTS:
None
Proclamation
C]:TY OF SAI ATO A
PI OCLA]:M5
,TUNE 2000
5CLERODERMA AWARENE55 MONTH
WHEREAS, scleroderma is a chronic, degenerative disorder which leads to
the over production of collagen in the body's connective tissue, becoming
most serious when it affects internal organs causing severe damage and
serious complications to the body's digestive, respiratory, circulatory and
immune systems; and
WHEREAS. scleroderma is estimated to affect nearly 500,000 Americans,
with approximately 80% of its victims women who are usually in the prime of
their lives; and
WHEREAS, the United 5cleroderma Foundation and the 5cleroderma
P. esearch Foundation fund and direct national research centers focused
exclusively on finding a cure, the closest of which is at the University of
California at 5an Francisco;
WHEREAS, locally, the Pleasanton Club of Lions ]International and the Bay
Area 5cleroderma Support Group continue to raise money to help fund
scleroderma research efforts;
NOW, THEREFORE, BE TT RESOLVED that the City Council hereby
proclaims ~Tune 2000 as "Scleroderma Awareness Month" in the City of
Saratoga and encourages all residents to become educated about
scleroderma and to support the efforts of the foundations and those
sponsors who will contribute funds to support research to find a cure.
MAYOR
~PR--I~--~O 05:08 p~ HUGHES
RO. BOX 266 · PI, EASANTON, CALIFORNIA 94566
www. pleasantonilons · alwayaopen.com
(925) 461-5350 ('rlcket Office)
Pleasanton
LIONS CLUB
We Meet 2ncl & 4th Tues~lays -- 7:15 p,m.
FAXED TO: (408) 868. ! 280
ATTN: Bill Norton, City Manager
April 19, 2000
Mary Lou Hughes, Co-Chairman
970 Rock Canyon Circle
San Jose, CA 95127
(408) 926-4314
Mayor
City of Saratoga
Scleroderma is a disease that literally means "hard skin." It causes your skin and major internal
organs to become hard and severely limits a person's ability to live a normal life. It also affects
the vascular system and the.joints. Scleroderma is comidered a rheumatic disease as well as an
auto-immune disease. Eighty percent of the people affected by Selerodenna are women, yet
most people have never heard of seleroderma.
In an effort to increase awareness about the disease, the Pleasanton Lions Club and the Bay Area
Scleroderma Support Group are participating in a national campaign to proclaim the month of
June as "Scleroderma Awareness Month."
Attached is a copy ora Proclamation from la,st year declaring the month of.rune as "Sclerodexma
Awareness Month." We would greatly appreciate your support in providi,g a Proclamation again
this year. We would like to use it in our awareness and fund ~sing efforts.
Please mail the Proclamation to my home address in San Jose (listed above). If possible, we
would like to have the proclamation by April 30th so that we may include it with our l'und raising
documents.
Also attached are a briefthct sheet about scleroderma and information about a golf tournament
fund miser we are conducting on .Iune 23, 2000 at Los Positas Golf Course in Livermore.
You are all cordially invited to participate,
Thank you for your supporL If you have any questions, Please call me at (408) 926-4314.
Sincerely, ~
Mary I/flu Hughes
~PR--~9--2000
0~:08
P~ HUGHES
The City of
Proclaims
June 2000
SCL ER ODERM,4 ,4 WA RENES$
MONTH
WI~REAS. scleroderma is a chronic, degenerative disorder which leads to the over production
of collagen in the body's connective tissue, becoming most serious when it affects internal
organs causing severe damage and serious complications to the body's digestive, respiratory.
circulatory and immune systems; and
WHEREAS. scleroderma is estimated to affect nearly 500.000 Americans. with approximately
80% of its victims women who are usually in thc prime of their lives; and
WHEREAS. thc United Sclerodcrma Foundation and the Scleroderma Research Foundation
fund and direct national research cent. s focused exclusively on finding a cure. thc closest of
which is at thc University of California at San Francisco;
WHEREAS. locally, the Plcasanton Club of Lions International and thc Bay Area Scleroderma
Support Group continue to raise money to help fund scleroderma research efforts;
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby proclaims June 2000
as "Scleroderma Awareness Month"/n thc City of
__ and encourages ail residents to
become educated about scleroderma and to support the efforts of the foundations and those
sponsors who will contribute, funds to support research to find a cure.
Si~ature of Mayor
Scleroderma Fact Sheet
Scleroderma IS.,.
· A chronic, auto-immune connectiv~ tis,~uo disea~ generally classified as one of the rheumatic diseases
· Also known as sy~emic sclerosis f
· A disease in which the symptoms may either be visible, as in the case when the skin is affected, or invisible
when only the interne] or~ns are involved
· A highly-individualized disease
· A disease whose symptoms may range from very mild to potentially life-threatening
Scleroderma I$ NOT... · Contagious
· Cancerous or malignant in any way
· l~heritcd, as a general rule
Who has sderoderma?
There are an estimated 80,000 to 100,000 people in the United States who have the systemic form of scleroderma. If
those with P~ynaud's Phenomenon and one symptom ofscl~roderma were counted, thc figure would be closer to
150,000. Also, there are many more people with the localized form of thc disease. Since scleroderma presents with
symptoms similar to other auto-immune diseases, diagnosis is difficult and there may be many misdiagnosed or
undiagnosed cases es well. ·
What causes scleroderma? · Tho e~act cause or causes ofseleroderma are unknown.
· It is know~ that seleroderma involves over production of collagen,
Localized Seleroderma
More common in children
· Usually found in only a few places on the skin or in the muscles
· Affects development/~rowth oraffected limbs
· Rarely, if'over, do localized forms ofscleroderma develop into the systemic form of the disease.
Systemic Sclerosis · May affect the connective tissue in many pans of the body such es the skin, esophagus, gastrointestinal
tract, lungs, kidneys and heart
· It may also affect blood vessels, muscles and joints.
Row is sderoderma diagnosed?
· The diagnostic process may require consultation with rheumatolosists (arthritis specialists), and/or
dennatolo$ists (skin specialists) and require blood studies and numm'ous other specialized tests
depending upon which organs are affected.
_S¢leroderma Foundation
Support - Education - Research
89 Newbury Street, Suite 201
Danvers, MA 01923
(978) ?S0-44e9
(9?8) ?.S0-S~)02 FAX
Help Line: 1-800-722-1-IOPE (4673')
An international non-profit organization serving the needs of persons with scleroderma and related diseases.
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: May 17, 2000
ORIGINATING DEPT.: City Manager
AGENDA ITEM ~
CITY MANAGER:' ..~ ~ .
PREPARED BY: City Clerk
SUBJECT: CEREMONIAL ITEM: RESOLUTION IN SUPPORT OF CLEAN, SAFE
CREEKS AND NATURAL FLOOD PROTECTION,
RECOMMENDED MOTION:
REPORT SUMMARY:
That Council adopt the resolution.
The Santa Clara Valley Water District's Board adopted, in
concept, the proposed Clean, Safe Creeks and Natural Flood
Protection Program with a special tax as its essential funding
component. Under this program, the average county-wide
annual rate for each residential parcel would be
approximately $39/year.
These projects serve every county resident, even those who
do not live near a creek or river, by working to keep our
roads and highways, schools and shopping center safe from
flooding. In addition, the District takes its stream
stewardship role seriously and all projects strive to maintain
or enhance the natural qualities, scenic beauty and
recreational opportunities of our local riparian corridors.
FISCAL IMPACT: None
ADVERTISING, NOTICING
AND PUBLIC CONTACT:
CONSEQUENCES OF NOT None.
ACTING ON MOTION:
FOLLOW UP ACTIONS:
ATTACHMENTS:
Posting of the Council agenda.
That a copy of the adopted resolution be forwarded to the
Santa Clara Valley Water District's Board of Directors.
Resolution
Draft - Benefits for City of Saratoga
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA IN
SUPPORT OF CLEAN, SAFE CREEKS AND NATURAL FLOOD PROTECTION
WHEREAS, the Santa Clara Valley Water District works to ensure that creeks and
channels can safely carry floodwaters; that water in our creeks and bays is clean and safe;
that natural resources in our creeks and watersheds are preserved and enhanced; and that
additional open space and trails are provided; and
WHEREAS, the Water District's voter approved benefit assessment will sunset in June
2000 and the Water District is now considering submitting a special tax ballot measure to
Santa Clara County voters in November, 2000; and
WHEREAS, this ballot measure would fund the Water District's Clean, Safe Creeks and
Natural Flood Protection Program; and
WHEREAS, the Clean, Safe Creek and Natural Flood Protection Program will help
preserve and improve our quality of life by providing:
· Homes, schools, businesses and highways with protection from flooding and
erosion;
· Clean, safe water in our creeks and bays;
· Healthy creeks and bay ecosystems;
· Trails, parks and open space along creeks; and
WHEREAS, this ballot measure would require a two-thirds voter approval, which would
demonstrate overwhelming voter support; and
WHEREAS, flooding and stream protection are regional issues and this measure is
important for Saratoga in that it would provide flood and stream protection to ensure that
our creeks and channels can safely carry floodwaters away from our homes, businesses
and local roadways to San Francisco and Monterey Bays and preserve and protect the
waters and natural resources which contribute to our quality of life; and
WHEREAS, this program will provide benefits on the following creekways within
Saratoga: Construction of flood protection project on Calabazas Creek, TMDL's for
diazinon in Saratoga & Calabazas Creeks identified and managed, neighborhood creeks
free from trash, natural habitat and fisheries restoration, native plant species restoration,
Community Parmerships to identify and implement environmental restoration, vegetation
management program for Prospect, Saratoga & San Tomas Aquino Creeks, and
partnership with community to construct and maintain trail, possible trail locations
including Saratoga & San Tomas Aquinio Creeks
NOW, THEREFORE, BE IT RESOLVED, that the City Of Saratoga supports the
water District placing the proposed program for Clean, Safe Creeks and Natural
Protection on the November 2000 ballot.
The above and foregoing resolution was passed and adopted by the City Council of the
City of Saratoga at a regular meeting held on the 17th day of May, 2000, by the following
roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
MAYOR
ATTEST:
CITY CLERK
Clean Safe Creeks and Natural Flood Protection
County-wide Special Tax of $39 will provide the following benefits
for
City of Saratoga
Homes Schools & Businesses Protected from flooding
Construction of flood protection project on Calabazas
Creek
Estimated value of
services
$ 671,000
Clean Safe Water
TMDL's for diazinon in Saratoga & Calabazas Creeks
Identified & managed
Neighborhood creeks free from trash
$ 108,000
Healthy Creek & Bay Ecosystems
Natural habitat & fisheries restoration
Native plant species restoration
Community Partnerships to identify and implement
environmental restoration.
Vegetation management program for Prospect, Saratoga &
San Tomas Aquino Creeks
$ 133,000
Open Space Trails & Parks
Partnership with Community to construct and maintain
trails. Possible trail locations include Saratoga & San
Tomas Aquino Creeks
$ 33,000
Total Value of Additional Services $ 945,000
By: #;
March 21, 2000
408;
Apr-5-O0 11:56AM;
Page 1/2
Maym, City of Saratoga
Samoga City Council
13777 Fmitvnk Avenue
Saratoga, CA 95070
I am ~iting m n~qum that th~ Saratoga City Council consider ~e altach~ Resolution in Suplxan of oor Clean, Safe Wate~ and
N~ ~ ~ Prosrm duin~ the month of May.
~ homes, b~n~ses and tnmspomtion nelvork~ from the devastating etfeos of floods is one of th~ r~i,.k~ of the
Santa aarn Valley Wa~r Dimict (District). Though the years as the county's populalion and economy have grown, th~
DimM hs worked ha~d to keep pace with the ~onso'uction of appropfiat~ flood protection
Over the ia~ ~ y~an, the Dislrict has been woddng with our community stakeholders, constimems and customers to d~ign
a flood protection and sire. am stewardship Nogram that is r~l~:tiv~ ofonr comnunity's values.
TI~ average homeowner in Santa Clara County is a,tse~ ~ $17 and $$9 a year, and tl~ avernge busine~ between
$139 nd $474 per a~re a year, to fund our cum~ prolpam through benefit asses,sm~nts. In nddition to ~ funds, during the
past 20 ye.,vs the Distti-~ hs suceessf~lly pureed and s~cured mom than $200 million in state and fede~l money for local
flood ptoleoion efforts by leveraging Ilmse local revenues. As a result, completed flood protection projects have i~-soved the
danger or flooding from thousands of homes, l~inesses and transit corridors.
The~ projects se~e every county resident, ~,v.n tho~ who do not live ne, ara creek arriver, by working tokem our ro~ds and
highways, schools ri.a_ shopping ocnt~rs safe from flooding, In addilion, the Distric~ takes its roe. nm s~c'wamlnhip role seriously
and all projects mire to maintain or enhnn~ the nntural qmlities, scenic beauty nad recrentionai opportunities of our local
pn~x;tion ~-y provi~ will d~iom~, la addition, ~1~ important environmental work don~ as part of tl~ Distrkfs slxeam
s~'ward~p efforts, ~ as stt~a restoraioa, r~sh barricr rmnovai and efforts m ~duce pollmion in $an Flanclsco and
]Vlontep~ Bays. would roce.,iv¢ signi.r~anfly less fudi~.
I would b~ ple. nsed m ~ ~ ~ ~ ~ m y~ ~il ~g a ~ in ~. Mr. Rick Calknd~, o~ Local
yon for your considcmgon of my request, I look forward to working with you and the Saratoga City Council on this
important im~.
Gregory A. Zlomick
Ch~/Boanl of Directors
Auar. hm~
cc: City Manager- w/attadmznt
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: May 17, 2000
ORIGINATING DEPT: Administrative Services
AGENDA ITEM
cITY MANAGER:~ f't~.~~
DEPT. HEAD:/0/~
SUBJECT: Approval of Check Register
RECOMMENDED ACTION(S): Note and file.
REPORT SUMMARY: Attached is the check register.
FISCAL IMPACTS: None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): None
ALTERNATIVE ACTION(S): None
FOLLOW UP ACTION(S): None
ADVERTISING, NOTICING AND PUBLIC CONTACT: None
ATTACHMENTS: Check Register Certification.
IFund# Fund Name Date Manual Void Total
514100 Checks Checks
^81473 - A81610
1 GENERAL
100 COPS-SLESF
110 Traffic Safety
150 Streets & Roads
160 Transit Dev
170 Hillside Repair
180 LLA Districts
250 Dev Services
260 Environmental
270 Housing & Comm
290 Recreation
292 Facility Ops
293 Theatre Surcharge
300 State Park
310 Park Develpmt
400 Library Debt
410 Civic Cntr COP
420 Leonard Creek
700 Quarry Creek
710 Heritage Prsvn
720 Cable TV
730 PD #2
740 PD #3
800 Deposit Agency
810 Deferred Comp
830 Paymll Agency
990 SPFA
71,004.31 279.40
346.46 (692.91)
39,169.47
2,582.41
15,333.86
72.00
15,499.11
407.00
3,342.65
5,457.50
Subtotal
PAYROLL CHECKS: B25462 - 25492
TOTAL
Prepared by:
153,214.77
279.40
Date:
(692.91
Approved
ap~99
r~
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,al
~ 0
o~
o
o
0
~0
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SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: May 17, 2000
ORIGINATING DEPT: Administrative Services
AGENDA ITEM
CITY MANAGER: 6~~--~~
DEPT. HEAD: ,~-d
SUBJECT: Financial Reports for the Ten Months Ended April 2000
RECOMMENDED ACTION(S):
Accept the financial reports and the Treasurer's report for the ten months ended April 30, 2000.
REPORT SUMMARY:
The accompanying financial reports represent the revenues, expenditures and fund balances in all
City funds for the ten months ended April 30, 2000.
Summary
Overall, revenues are slightly higher than expected at this point in the annual cycle, and
expenditures are just as expected. For the ten months ended April 30, the City is in a positive
financial condition when compared to the annual budgeted revenues and expenditures.
Revenues
General Fund revenues are about $500,000 higher than expected as of April 30.
higher than anticipated sales tax, motor vehicle license fees, and interest income.
This is due to
In other funds, development revenues remain relatively high as a result of the currently active
development environment when compared to the original budget, but very close to the revised
year-end estimates. Park Development fees are lower than originally budgeted because fees from
the Azule Crossing development were anticipated when the budget was prepared, but the fees
have not been collected yet. All other funds remain approximately as anticipated.
Expenditures
General Fund expenditures are almost exactly where anticipated as of April.
expenditures are very close to where they would be expected to be.
In other funds,
Fund Balance
The General Fund balance is $8,906,489 as of April 30, 2000, and $13,703,034 for all funds
combined. At this point, it is anticipated that these fund balance figures will be about $500,000
less by June 30, 2000, assuming that capital project funds which were budgeted for the year but
not yet spent, will be spent by June 30.
FISCAL IMPACTS:
None
CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S):
None
ALTERNATIVE ACTION(S):
None
FOLLOW UP ACTION(S):
Accept and file the reports.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Financial reports for April 2000.
Treasurer's Report for April 2000.
Monthly_AprOO. doc 2
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
PERCENT OF YEAR ELAPSED -- 83,33%
FUND BALANCE
FUND FUND DESCRIPTION
301 GENERAL FUND
302 MIS REPLACEMENT FUND
PERS RETIREMENT FUND
TOTAL GENERAL FUND
AUDITED
UNAUDITED
BALANCE YEAR TO DATE ADJUSTS & BALANCE
JULY I. 1999REVENI, IEEXPENDITId'RETRANSFERS APRIL30! 2000
$ 6,872,663 $ 6,880,708 $ 3,940,020 $ (906,8611 $ 8,906,489
60,000 35,000 95,000
28.483 28,483
6,932,663 6,880,708 3,940,020 (843,378) 9,029,972
SPECIAL REVENUE FUNDS:
100 COPS SUP. LAW ENFORCEMENT 15,663 69,394
110 TRAFFIC SAFETY SRF 99,274
150 STREETS&ROADS SRF 583,682
160 TRANS DEV ACT SRF-CAP PROJ 6,348
170 HILLSIDE REPAIR SRF
180 LANDSCAPF-/LGTNG SRF 62,419 171,373
250 DEVELOPMENT SRF 887,209 1,475,875
260 ENVIRONMENTAL PRG SRF 203,034 710,345
270 HOUSING & COMM DEV SRF 42,420
290 RECREATION SRF 576,253
292 FACILITY OPS SRF 118,882
293 THEATER TCK SRCHG SRF 18,832
TOTAL SPECIAL REV. FUNDS 1,168,325 3,872,678
CAPITAL PROJECT FUNDS:
;10 PARK DEVELOPMENT
DEBT SERVICE FUND:
100 LIBRARY BONDS DEBT SVC
38,810 4,191
4,211 (95,062)
1,499,231 915,549
(6,348)
50,438
160,702 73,090
1,127,785 1,235,299
266,936 (245,232) 401,212
103,579 61,159
743,814 167,561
168,155 49,273
11,118 (7,7141
4,124,341 843378 1,760,039
2,251,983 9,315 60,957 2,200341
5,574 93,435 88,198 10,811
AGENCY FUNDS:
420 LEONARD ROAD DEBT SVC 41,153 5,899 11,182 35,870
720 C.A. TV TRUST FUND 81,630 3,099 84,729
730 PARKING DIST 142 DEBT SVC 11,871 I 1,871
740 PARKING DIST #3 DEBT SVC 9,550 88,022 168,856 (71,2841
800 DEPOSIT AGENCY FUND 395,519 395,519
990 SARATOGA PUBL FIN AGNCY 245,165 245,165
TOTAL AGENCY FUNDS 784,888 97,020 180,038 701,870
TOTAL ALL FUNDS
$ 11,143,433 $ 10,953,1~6 $ 8,393,554 $
AUDil~D PROJECTED PROJECTED PROJECTED
BALANCE YEAR TO DATE ADJUSTS & BALANCE
JULY 1. 1999REVENUE EXPENDITURE TRANSFERS JUNE 30. 2000
$ 6,872,663 $ 8,277,721 $ 4,914,147 $ (I,855.9341 $ 8,380.303
60,000 35,000 95,000
28,483 28,483
6,932,663 8.277,721 4,914,147 (1,792,4511 8,503,786
15,663 69,394 81,069 10.009 13.997
153.500 22,259 (131,2411
1,131,837 3,032.800 1,900.963
22,821 0 (22.8211
5,888 0 (5,888)
62,419 236,195 206,550 92,06,
887,209 1,823.723 1,462,549 1,248,383
203,034 871,517 513.326 (327,890) 233,335
193,862 174.177 19,685
646,170 949,684 303,514
128,000 200.487 72,487
21.500 14.818 (6.682)
1,168325 5,304,407 6,657,719 1,792,451 1,607,464
2,251,983 251,505 315,000 2,188,488
5,574 93,505 93,656 5,423
- $ 13,703,034
41,153 12,075 12,075 41,151
81,630 4,000 0 85,630
11.871 0 11.871
9,550 170,359 170,359 9,550
395,519 0 395.519
245,165 19.250 0 264,415
784,888 205,684 182,434 808,138
$ 11,143,433 $ 14,132,822
12,162,956 $ . $
fS400.xls~RECAP Page I 5/9/00
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
PERCENT OF YEAR ELAPSED = 83.33%
REVENUES
TITLE
REVENUE RECAPBYFUND
001 GENERAL FUND
FISCAL YEAR 1999-00
REVISED ESTIMATED
ORIGINAL BUDGET ACTUAL
BUDGET (if different) (if different)
$ 6,618,507 $ 7,971,349 $8,277,721
SPECIAL REVENUE FUNDS:
100 COPS-SLESF FUND 71,900 69,394
110 TRAFFIC SAFETY FUND 146,000 153,500
150 STREETS & ROADS SRF 1,336,080 1,514,574 1,131,837
160 TRANSPORT DEVELOPACT SRF 83,203 22,821
170 HILLSIDE REPAIR FUND 5,888 5,888
180 LANDSCAPE & LIGHTING FUND 236,195 236,195
250 DEVELOPMENT FUND 1,248,200 1,248,200 1,823,723
260 ENVIRONMENTAL PROGRAM FUND 876,680 871,517
270 HOUSING & COMMUNITY DEV FUND 236,313 193,862
290 RECREATION FUND 656,855 646,170
292 FACILITY OPERATIONS FUND 125,000 128,000
293 THEATERTCK SRCHG SRF 21,500 21,500
TOTAL SPECIAL REVENUE FUNDS
CAPITAL PROJECTS FUNDS:
PARK DVLPMNT CAP PRJ FND
310
400
DEBT SERVICE FUND:
LIBRARY BOND DEBT SRV FND
YEAR-TO-DATE
4/30/00
ESTIMATE
4/30/00
ACTUAL
$ 6,356,585 $ 6,880,708
69,394 69,394
103,500 99,274
600,340 583,682
6,500 6,348
500
156,555 171,373
1,484,037 1,475,875
698,940 710,345
41,500 42,420
528,760 576,253
108,667 118,882
18,500 18,832
(YTD)
ACTUAL/
4~30
ESTIMATE
8.2%
0.0%
-4.1%
-2.8%
-2.3%
0%
9.5%
-0.5%
1.6%
2.2%
9.0%
9.4%
1.8%
5,043,814 5,222,308 5,304,407 3,817,192 3,872,678 1.5%
111,780 251,505
94,262 93,5O5
9,315 9,315 0.0%
94,262 93,435 -0.9%
6,038 5,899
3,000 3,099
85,180 88,022
-2.3%
3.3%
TOTAL AGENCY FUNDS
420 LEONARD RD DEBT SER FUND 11,938 12,075
720 CA TV TRUST FUND 4,000 4,000
730 PRK DST#2 DBT SR/AGNCY FD 0
740 PRK DST#3 DBT SR/AGNCY FD 163,203 170,359
800 DEPOSITS AGENCY FUND 0
990 SARATOGA PFA AGENCY FUND 19,250 19,250
TOTAL AGENCY FUNDS 198,391 205,684
TOTAL ALL FUNDS $ 12,066,754 $ 13,598,090 $14,132,822
3.3%
94,217 97,020 3.0%
$ 10,371,571 $ 10,953,156 5.6%
fs400.xls~.EVE3YOE Page 2 5/9/00
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
PERCENT OF YEAR ELAPSED = 83.33 %
REVENUES
TITLE
GENERAL FUND
001 PROP TAX SECURED/UNSECURED
TEA ALLOCATION
SALES TAX 1%
SALES TAX PROP 172
TRANSFER TAX
CONSTRUCTION TAX
TRANS OCCUP TAX
FRANCHISE FEES - PG&E
FRANCHISE FEES - TCI
FRANCHISE FEES - SJ WATER
FRANCHISE FEES - GREEN VALLEY
BUSINESS LICENSES
MOTOR VEHICLE LICENSE FEE
OFF HIGHWAY MV FEE
HOPTR
DISASTER RECOVERY
OTHER REFUNDS & REIMBURSES
FINES-FALSE ALARM
FORFEITURES
INTEREST
RENTALS-CELL PHONE
HAKONE RENT PASS THROUGH
SALE OF ASSETS
MISC.
VEHICLE ABATEMENT
ANIMAL LICENSES
FUEL SALES
GROUND MAINT
PERMIT-ENCRMT.
TOTAL GENERAL FUND
FISCAL YEAR 1999-00
REVISED ESTIMATED
ORIGINAL BUDGET ACTUAL
BUDGET (if different) (if different)
$ 1,192,200 $1,194,487
244,712 1,497,231
YEAR-TO-DATE
4/30/00 4/30/00
ESTIMATE ACTUAL
$ 1,045,406 $ 1,109,723
605,867 605,867
(YTD)
ACTUAL/
4~30
ESTIMATE
6.2%
0.0%
1,497,231
1,436,912 2,691,718 1,651,273 1,715,590 3.9%
1,013,100 980,000 816,667 864,449 5.9%
76,500 80,000 66,667 65,744 -1.4%
1,089,600 1,060,000 883,333 930,193 5.3%
288,800 286,000 238,333 339,232 42.3%
350,000 466,219 388,516 352,493 -9.3%
264,000 277,065 230,888 217,074 -6.0%
902,800 1,029,284 857,737 908,800 6.0%
235,000 236,859 236,860 236,860 0.0%
173,500 175,000 131,250 135,772 3.4%
85,900 90,204 90,204 90,204 0.0%
286,800 282,296 211,722 224,567 6.1%
781,200 784,359 670,036 687,403 2.6%
278,161 278,161 231,801 243,222 4.9%
1,320,100 1,385,552 1,154,627 1,307,234 13.2%
170 560 500 560 12.0%
16,000 15,632 12,000 7,816 -34.9%
1,336,270 t,401,744 1,167,127 1,315,610 12.7%
28,869 35,504
336,308 328,754
13,856 12,735
37,500 42,350
333,333 479,184
46,417 54,594
7,894 7,571
34,643
234,564 325,414 358,690
25,000 16,627
40,000 45,000
350,000 400,000
52,000 55,700
9,473 9,473
5,000 5,000
5,000 10,000
5,000 14,000
8,000 9,322
10,000 9,000
5,000 5,000
54,000 60,000
10,000 10,363
11,667 14,283
7,768 6,816
7,500 7,126
4,167 4,000
50,000 76,610
23.0%
-2.2%
-8.1%
12.9%
43.8%
17.6%
-4.1%
3.6%
22.4%
-12.3%
-5.0%
-4.0%
53.2%
793,564 1,032,455 895,278 1,079,890 20.6%
6,618,507 7,971,349 8,277,721 6,356,585 6,880,708 8.2%
(1)
(2)
(3)
(4)
(5)
(5)
(6)
(7)
(8)
(9)
fs400.xls ~REX/'F_aN~5 Page 3 5/9~00
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
PERCENT OF YEAR ELAPSED = 83.33 %
REVENUES
TITLE
SPECIAL REVENUE FUNDS:
COPS-SLESF SP REV FD
100 SUPPL LAW ENFORCE
TRAFFIC SAFETY SRF
110 REFUNDS & REIMB.
CROSSING GUARD MATCH
FINES-VEHICLE CODE
TOTAL TRAFFIC SAFETY SRF
STREETS & ROADS SRF
150 REFUNDS & REIMB.
ST HIGHWAY USER 2107.5
ST HIGHWAY USER 2106
ST HIGHWAY USER 2107
ST FHWA REIMB.
ST 2105 S&H CODE
TEA-21
MEASURE B
TOTAL ST&RDS SRF
TRANSPORT DEVELOP ACT SRF-CAP PROJ
160 TOTAL TDA
HILLSIDE REPAIR SRF
170 INTEREST
HILLSIDE STREET REPAIR
TOTAL HILLSIDE REPAIR SRF
LANDSCAPEFLGTNG SRF
180 PROP. TAX
SPECIAL ASSESSMENT
INTEREST
CONTRIBUTIONS
TOTAL LANDSCAPE/LGTNG SRF
DEVELOPMENT SRF
250 GEOLOGY REVIEW FEES
ENGINEERING FEES
PLANNlNG FEES
ARBORIST FEE
MAP/PUB/OTHER SALES
DOCUMENT STRG FEES
PERMITS-BUILDING
PERMITS-GRADING
INTEREST
TOTAL DEVELOPMENT SRF
FISCAL YEAR 1999-00
REVISED ESTIMATED
ORIGINAL BUDGET ACTUAL
BUDGET (if different) (if different)
71,900 69,394
6,000 3,500
140,000 150,000
146,000 153,500
39,060 64,554 26,560
6,000 6,000
153,523 146,353
267,994 262,451
75,000 228,000 0
193,169 187,471
224,082 0
377,252 503,002
1,336,080 1,514,574 1,131,837
83,203 22,821
600 600
5,288 5,288
5,888 5,888
73,750 73,750
160,445 157,645
2,000 2,000
2,800
236,195 236,195
60,000 100,000
54,000 54,000 150,000
320,000 338,400 371,100
50,000 61,500 65,000
200 200
7,000 12,000 16,125
725,000 1,040,019
32,000 81,279
1,248,200 1,283,100 1,823,723
YEAR-TO-DATE
4/30100
ESTIMATE
4~30~00
ACTUAL
69,394 69,394
3,500 3,500
100,000 95,774
103,500 99,274
22,133 18,227
6,000 6,000
109,765 107,246
196,838 186,187
140,603 140,271
125,000 125,751
600,340 583,682
6,500 6,348
500
50O
61,458 75,806
95,097 95,567
156,555 171,373
83,333 90,934
125,000 113,458
309,250 297,564
54,167 80,221
167
13,438 13,551
866,683 848,017
32,000 32,130
1,484,037
(YTD)
ACTUAL/
4/30
ESTIMATE
0.0%
0.0%
-4.2%
-4.1%
-17.6% 0.0%
-2.3% -5.4%
-0.2%
-2.8~
-2.3%
0%
23.3% (1)
0.5% (10)
9.5%
9.1%
-9.2%
-3.8%
48.1% (9)
0%
0.8%
-2.2%
0.4%
fS400.xls~EVENUE Page 4 5/9/00
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
PERCENT OF YEAR ELAPSED = 83.33%
REVENUES
TITLE
ENVIRNMNTAL PRG SRF
ST REFUSE SURCHG AB939
ENVIRONMENTAL FEES
260 CLEAN AIR GRANT
INTEREST
TOTAL ENVIRON PRG SRF
HOUSING&COMM DEV SRF
270 HCDA/CDBG/SHARP GRANTS
INTEREST
SHARP LOAN REPAYMENT
TOTAL HOUSING/COMM DEV SRF
RECREATION SRF
290 FRIENDS OF WARNER HUTTON HOUSi
SPORTS LEAGUE FEES
CAMP FEES
EXCURSION FEES
CLASS/SPECIAL EVENT
SNACK BAR SALES
REDWOOD SPORTS PRGM.
TEEN SERVICES
SNACK BAR SALES
WARNER HUTTON CONTRIBUTIONS
TOTAL RECREATION SRF
FACILITY OPS SRF
292 BUILDING RENT
PARKS RENT
TOTAL FACILITY OPS SRF
THEATER TCK SRCHG SRF
293 THEATER TCKSRCHG
TOTAL SPECIAL REVENUE FUNDS
CAPITAL PROJECTS FUNDS
PARK DVLPMNT CAP PRJ FND
310 PARK DEVELOPMENT
FISCAL YEAR 1999-00
REVISED ESTIMATED
ORIGINAL BUDGET ACTUAL
BUDGET (if different) (if different)
20,000 26,560
527,290 517,067
329,390 327,890
876,680 871,517
234,313 152,842
2,000 3,000
38,02O
YEAR-TO-DATE
4/30/00 4/30/00
ESTIMATE ACTUAL
22,133 20,441
430,889 444,672
245,918 245,232
698,940 710,345
2,500 3,149
39,000 39,271
236,313 193,862
9,655 9,655
47,500 32,000
104,000 104,000
89,000 89,000
350,000 350,000
1,200 1,200
28,000 28,000
24,500 24,500
1,000 1,500
2,000 6,315
656,855 646,170
120,000 120,000
5,000 8,000
125,000 128,000
21,500 21,500
5,043,814 5,257,208 5,304,407
1~1,780' 251,505
41,500 42,420
4,828 4,828
26,666 25,225
86,666 102,484
74,167 94,852
291,667 303,588
1,000 1,199
22,000 21,741
20,417 21,121
1,250 1,147
100 69
528,760 576,253
102,000 111,184
6,667 7,698
108,667 118,882
18,500 18,832
3,792,192 3,847,498
9,315 9,315
(YTD)
ACTUAL/
4/30
ESTIMATE
-7.6%
3.2%
-0.3%
1.6%
25.9%
O.7%
2.2%
0.0%
-5.4%
18.3% (11)
27.9% ~/
4.1%
19.9%
-1.2%
3.4%
-8.2%
-31.3%
9.0%
9.0%
15.5%
9.4%
1.8%
1.5%
o.o% (I2)
fS400.xlsLREXfElXlUE Page 5 5/9/00
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
PERCENT OF YEAR ELAPSED = 83~33%
REVENUES
TITLE
FISCAL YEAR 1999-00
REVISED ESTIMATED
ORIGINAL BUDGET ACTUAL
BUDGET (if different) (if different)
DEBT SERVICE FUND:
LIBRARY BOND DEBT SRV FND
400 PRINCIPAL
INTEREST
OTHER
TOTAL LIBRARY BOND DEBT
80,000 80,000
14,062 13,235
200 270
YEAR-TO-DATE
AGENCY FUNDS:
LEONARD RD DEBT SER FUND
420 SERVICES (ASSESS DISTRICTS)
CA TV TRUST FUND
720 INTEREST INCOME
PRK DST#2 DBT SR/AGNCY FD
730 SERVICES (ASSESS DISTRICTS)
PRK DST#3 DBT SR/AGNCY FD
740 SERVICES (ASSESS DISTRICTS)
DEPOSITS AGENCY FUND
800 DEPOSITS
SARATOGA PFA AGENCY FUND
990 INTEREST INCOME
TOTAL AGENCY FUNDS
GRAND TOTAL
4/30/00 4/30/00
ESTIMATE ACTUAL
80,000 80,000
14,062 13,235
200 200
(YTD)
ACTUAL/
4/30
ESTIMATE
0.0%
-5.9%
0.0%
94,262 93,505 94,262 93,435 -0.9 %
11,938 12,075 6,038 5,899 -2.3 %
4,000 4,000 3,000 3,099 3.3 %
163,203 170,359 85,180 88,022 3.3 %
0
19,250 19,250 -
198,391 205,684 94,217 97,020 3.0 %
$ 12,066,754 $ 13,632,990 $14,132,822 $ 10,371,571 $ 10,953,156 5.6%
(1)
(1)
(10)
(10)
REVENUE NOTES:
(1) Property Taxes - Secured property tax paid in December/January and April/May. Some taxpayers paid their April payment in December.
(2) TEA per arbitration agreement for FY 97/98 and 98/99.
(3) Sales Tax higher because it includes the holiday season.
(4) Transfer Tax - Real estate transfers are very active, particularly in March and April.
(5) Franchise Fees from PG&E and SJ Water received in April and February respectively.
(6) Business Licenses - most business licenses renewed in January.
(7) MVL Fees are higher than anticipated.
(8) lnterest Income is higher than anticipated, but a portion of general fund interest will be allocated to other funds at year-end
(9) Development Fees - Development activity remains higher than originally budgeted.
(10) Assessment Revenues - January and May.
(11) Recreation Fees - Sports, Camps, Trips and Classes revenues in early summer.
(12) Park Development Fees - Azule Crossing was included in estimated revenues, but not collected yet.
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
PERCENT OF YEAR ELAPSED = 83,33%
EXPENDITURES
001
100
110
150
160
170
180
250
260
270
290
292
293
710
310
400
420
700
720
730
740
800
990
ORIGINAL
TITLE BUDGET
FISCAL YEAR 1999-00
REVISED
BUDGET
(if different)
ESTIMATED i
ACTUAL
(if different)
EXPENDITURE RECAP BY FUND
GENERAL FUND
$ 4,708,717 5,327,655 $4,914,147
SPECIAL REVENUE FUNDS
COPS SUP. LAW ENFORCEMENT
TRAFFIC SAFETY SRF
STREETS&ROADS SRF
TRANS DEV ACT SRF-CAP PROJ
HILLSIDE REPAIR SRF
LANDSCAPE/LGTNG SRF
DEVELOPMENT SRF
ENVIRONMENTAL PRG SRF
HOUSING & COMM DEV SRF
RECREATION SRF
FACILITY OPS SRF
THEATER TCK SRCHG SRF
HERITAGE PRSRVTN TRST FND
TOTAL SPECIAL REVENUE FUN
CAPITAL PROJECTS FUNDS:
PARK DEVELOPMENT
DEBT SERVICE FUND:
LIBRARY BONDS DEBT SVC
TOTAL AGENCY FUNDS
LEONARD ROAD DEBT SVC
QUARRY CREEK PROJ ADM
C.A. TV TRUST FUND
PARKING DIST g2 DEBT SVC
PARKING DIST #3 DEBT SVC
DEPOSIT AGENCY FUND
SARATOGA PUBL FIN AGNCY
TOTAL AGENCY FUNDS
TOTAL ALL FUNDS
78,888
22,311
3,095,022
98,103
179,478
1,348,266
514,129
315,529
894,878
188,701
13,922
3,275,600
198,840
1,406,272
897,060
81,069
22,259
3,032,800
0
0
206,550
1,462,549
513,326
174,177
949,684
200,487
14,818
0
6~749~227
567z000
93~505
11,938
170,203
7t029z355
603,714
6~657~719
315~00~
93~656
12,075
0
0
0
170,359
0
0
182~141
$ 12~300~590
182~434
13~236~370 $12~162~956
YEAR-TO-DATE
4/30/00 4/30/00
ESTIMATE ACTUAL
$ 3,958,808 $ 3,940,020
45,376 38,810
4,132 4,211
1,543,215 1,499,231
168,958 160,702
1,171,246 1,127,785
· 290,677 266,936
103,325 103,579
751,382 743,814
166,107 168,155
11,904 11,118
4~256~322 4z124~341
60z000 60~957
88z000 88~198
11,750 11,182
169,000 168,856
180~750 180~038
8z543~880 $ 8~393~554
(YTD)
ACTUAL/
4/30
ESTIMATE
-0.5 %
-14.5% 1.9% (13)
-2.9%
-4.9%
-3.7%
-8.2%
0.2%
-1.0%
1.2%
-6.6%
-3.1%
1.6%
0.2%
-4.8%
-0.1%
-0.4%
-1.8%
fs400.xls~EXPEND. Page 7
5/9/00
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
PERCENT OF YEAR ELAPSED = 83.33%
EXPENDITURES
TITLE
FISCAL YEAR 1999-00
REVISED ESTIMATED
ORIGINAL BUDGET ACTUAL
BUDGET (if different) (if different)
oo1 GENERAL FUND
1005 CITY COUNCIL
1010 CONTINGENCY
1015 CITY COMMISSIONS
1020 CITY MANAGER'S OFFICE
1025 CITY ATTORNEY
1030 CITY CLERK
1035 EQUIPMENT OPERATIONS
1040 FINANCIAL MANAGEMENT
1045 HUMAN RESOURCES
1050 GENERAL SERVICES
1060 FACILITIES MAINTENANCE
1065 MANAGEMENT INFORMATION SYS
2005 EMERGENCY PREPAREDNESS
2010 CODE ENFORCEMENT
2015 POLICE SERVICES
2025 ANIMAL CONTROL
3030 PARKS/OPEN SPACE
3035 GENERAL ENGINEERING
4005 ADVANCED PLANNING
7005 SENIOR SERVICES
7010 COMMUNITY SUPPORT
9010 CAPITALPROJECTS-VESSING RD
SUBTOTAL
LESS OVERHEAD
TOTAL GENERAL FUND
$44,350 $51,450 $51,595
200,000 76,700 150,000
68,909 71,709 70,211
274,945 347,494 354,156
283,265 378,265 375,620
76,638 97,738 92,129
171,444 175,268
353,742 371,867 334,694
149,876 159,927 146,787
112,797 118,917
452,541 454,541 456,374
142,809 223,325 209,212
56,828 59,340 59,728
47,748 40,151
2,664,456 2,666,968 2,407,638
28,843 25,469
488,705 498,178 503,009
190,096 199,426
104,737 154,737 121,963
31,980 32,335
66,200 70,000
368,500 368.500
6,010,909 6,629,847 6,363,182
(1,302,192) (1,302,192) (1,449,035
4z708z717 5~327~655 4~914~147
YEAR-TO-DATE
4/30100 4/30/00
ESTIMATE ACTUAL
$42,996
58,509
295,130
313,017
76,774
81,890
278,912
122,323
99,098
380,312
150,512
49,773
33,459
(YTD)
ACTUAL/
4/30
ESTIMATE
$44,851 4.3%
51,797 -11.5%
262,173 -11.2%
323,410 3.3%
76,053 -0.9%
75,901 -7.3%
246,355 -11.7%
130,087 6.3%
105,172 6.1%
369,738 -2.8%
146,424 -2.7%
52,759 6.0%
29,136 -12.9%
2,006,365 2,063,190
21,224 23,281
381,935 361,753
134,264 130,934
70,302 72,912
29,446- 26,713
58,333 54,133
200.000 194.694
4,884,573 4,841,467
/925,765) (901,446)
3~958~808 3~940r020
2.8%
9.7%'
-5.3%
-2.5%
3.7%
-9.3%
-7.2%
-2.7%
-0.9%
-2.6%
-O.5%
(14)
(15)
(16)
(17)
fs400-xlsXF:~XPEND. Page 8
5/9/00
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
PERCENT OF YEAR ELAPSED = 83.33%
EXPENDITURES
TITLE
SPECIAL REVENUE FUNDS:
100 2O30
I10 2020
150
3005
3010
3015
3020
3025
5010
9000
160 9501
170 9703
180 3040
25o
4010
4015
4020
26o
5005
5015
COPS SUP. LAW ENFORCEMENT
PLUS OVERHEAD
TOTAL COPS SRF
TRAFFIC SAFETY SRF
PLUS OVERHEAD
TOTAL TRAFFIC SAFETY SRF
STREETS&ROADS SRF
STREET MAINTENANCE
SIDEWALKS AND TRAILS
TRAFFIC CONTROL
FLOOD AND STORM DRAIN CONTR
MEDIANS AND PARKWAYS
CONGESTION MANAGEMENT
CAPITAL PROJECTS
SUBTOTAL
PLUS OVERHEAD
TOTAL STREETS&ROADS SRF
TRANS DEV ACT SRF-CAP PROJ
HILLSIDE REPAIR SRF
LANDSCAPE/LGTNG SRF
PLUS OVERHEAD
TOTAL LANDSCAPE/LGTNG SRF
DEVELOPMENT SRF
ZONING ADMINSTRATION
INSPECTION SERVICES
DEVELOPMENT REGULATION
SUBTOTAL
PLUS OVERHEAD
TOTAL DEVELOPMENT SRF
ENVIRONMENTAL PRG SRF
INTEGRATED WASTE MGMT
STORM WATER MANAGEMENT
SUBTOTAL
PLUS OVERHEAD
TOTAL ENVIRNMNTAL PRG SR
FISCAL YEAR 1999-00
ORIGINAL
BUDGET
REVISED ESTIMATED
BUDGET ACTUAL
(if different) (if different)
70,369 71,060
8,519 10,009
78~888 81~069
21,600 21,348
711 911
22~311 22z259
1,610,916 1,599,869
YEAR-TO-DATE
4/30/00 4/30/00
ESTIMATE ACTUAL
40,476 34,619
4,900 4,191
45z376 38~810
4,000 4,077
132 134
4z132 4~211
763,775 739,252
87,579 83,727
177,753 183,550 170,571
98,263 93,508
90,069 89,675
345,320 328,851 327,499
291,750 483,000 213,000
76,027 72,690
102,518 105,834
81,257 72,855
74,729 66,069
234,582 236,495
25,000 25,991
(YT~)
ACTUAL/
4/30
ESTIMATE
-14.5%
-14.5%
-14.5%
1.9% (13)
1.9%
1.9%
-3.2%
-4.4%
3.2%
-10.3%
-11.6%
0.8%
4.0%
2,701,650 2,882,228 2,577,849 1,357,888 1,319,186 -2.9%
393,372 393,372 454,951 185,327 180,045 -2.9%
3~275z600 3z032z800 17543z215 1~499z231 -2.9%
151,124 143,740
17,834 16,962
168~958 160~702i
3z095z022
98,103
158,490 177,852 181,349
20,988 20,988 25,201
179z478 198~840 206~550
329,763 325,015
294,136 284,359
165,466 150,700
355,627 400,621 395,716
370,175 375,869 362,186
163,954 171,272 192,248
-4.9%
-4.9%
-4.9%
-1.4%
-3.3%
-8.9%
889,756 947,762 950,150 789,365 760,075 -3.7%
458,510 458,510 512.399 381,881 367,710 -3.7%
1~348~266 1~406,272 1~462z549 1~17L246 lt127~785 -3.7%
164,849 184,849 156,695
290,763 288,929
125,579 113,499
133,253 124,192
258,832 237,691
31,845 29,244
290~677 266~936
455,612 445,624
58,517 67,702
514~129 513~326
-9.6%
-6.8%
-8.2%
-8.2%
-8.2%
fs400.xls~EXPEND. Page 9
5/9/00
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
· PERCENT OF YEAR ELAPSED = 8333%
EXPENDITURES
TITLE
270
7015
9000
HOUSING&COMM DEV SRF
HCDA ADMINISTRATION
CAP PROJECTS (SR CTR & ADA)
SUBTOTAL
PLUS OVERHEAD
TOTAL HOUSING&COMM DEV SRF
290
6005
6010
RECREATION SRF
RECREATION
TEEN SERVICES
SUBTOTAL
PLUS OVERHEAD
TOTAL RECREATION SERVI~ES
292 6020 FACILITY OPS SRF
PLUS OVERHEAD
TOTAL FACILITY SRF
293 6015 THEATER TCK SRCHG SRF
PLUS OVERHEAD
TOTAL THEATER TCK SRCHG SRF
TOTAL SPECIAL REVENUE FUNDS
CAPITAL PROJECTS FUNDS
310 9704 PARK DEVELOPMENT
FISCAL YEAR 1999-00
REVISED ESTIMATED
ORIGINAL BUDGET ACTUAL
BUDGET (if different) (if different)
90,166 60,398
216,221 100,000
306,387 160,398
9,142 13,779
315~529 174,177i
569,355 571,537 579,515
108,535 150,701
YEAR-TO-DATE
4/30/00 4/30/00
ESTIMATE ACTUAL
50,332 5~,772
50,000 45,806
100,332 100,578
2,994 3.001
103~325 103,579
479,222 473,794
90,410 90,100
677,890 680,072 730,216 569,632 563,894
'216,988 216,988 219,468 181,750 179,920
894~878 897~060 949z684
58,223 61,502
130,478 138,985
188,701 200~487
8,955 9,188
4,967 5,630
13~922 14~818
6~749~227 7z029,355 6~657~719
751~382 743~814
51,252 51,884
114,855 116,271
166~107 168,155
7,657 7,152
4,247 3,967
11~904 11~118
4,256,322 4,124~341
567~000 603~714 315,000
60,000 60~957
(YTD)
ACTUAL/
4/30
ESTIMATE
8.8%
-8.4%
0.2%
0.2%
0.2%
-1.1%
-0.3%
-1.0%
-1.0%
-1.0%
1.2%
1.2%
1.2%
-6.6%
-6.6%
-6.6%
-3.1%
1.6%
fs400.xlsW_~XPEND. Page 10
5/9/00
CITY OF SARATOGA
TEN MONTHS ENDED APRIL 30, 2000
PERCENT OF YEAR ELAPSED = 83.33%
EXPENDITURES
TITLE
DEBT SERVICE FUND:
400 8015 LIBRARY BONDS DEBT SVC
AGENCY FUNDS:
420 8020 LEONARD ROAD DEBT SVC
720 1040 C.A. TV TRUST FUND
730 8005 PARKING DIST #2 DEBT SVC
740 8010 PARKING DIST #3 DEBT SVC
990 1040 SARATOGA PUBL FIN AGNCY
TOTAL AGENCY FUNDS
TOTAL EXPENDITURES
FISCAL YEAR 1999-00
REVISED ESTIMATED
ORIGINAL BUDGET ACTUAL
BUDGET (if different) (if different)
93~505 93,656
11,938 12,075
0
0
170,203 170,359
0
182z141 182~434
$127300~590 $13z236t370 $12~162z956
YEAR-TO-DATE
4/30/00 4/30/00
ESTIMATE A~TUAL
88~000 88~198
11,750 11,182
169,000 168,856
180~750 180,038
$8z543,880 $8~393~554
(YTD)
ACTUAL/
4/30
ESTIMATE
0.2% (18)
-4.8% (19)
-0.1% (19)
-0.4%
-1.8%
EXPENDITURE NOTES:
(13) Traffic Safety - Crossing Guards will be paid later in the year.
(14) City Manager's Office-Executive recruiting firm will not be paid unitl recmitiment is completed.
(15) Saratoga Creek litigation settlement costs and liability insurance paid.
(16) Audit fees not paid until late in the fiscal year.
(17) Vessing Road - San Jose Water Dept payment of $126,441 paid in September
(18) Debt service payments made in December and June.
(19) Debt service payments made in September and March.
fs400.xls'tEXPEND. Page 11
5/9/00
CITY OF SARATOGA
Cash and Investment Report
Balance as of April 30, 2000
T),pe Institution
Acquisition
Date
Unrestricted Cash & Investments:
Cash:
DD Comerica Bank - Savings
CK Comerica Bank - General Checking
CK Comerica Bank - Payroll Checking
Subtotal Cash
N/A
N/A
N/A
An
FDR* Book Market Par Maturity
Rating Value Value** Value Yeild Date Term
AAA $249,938 $249,938 $249,938 2.000% Revolving 1 $417
AAA 285,437 285,437 285,437 0.000% Revolving I 0
AAA 4,243 4,243 4,243 0.000% Revolving I 0
539,618 a 539,618 539,618 0.926% 1 417
L.A.I.F. & Investments:
MF L.A.I.F.
N/A
N/A 11,617,752 b 11,591,796 11,617,752 6.014% Revolving I 58,224
CD Saratoga National Bank
CD Heritage Bank of Commerce
07/03/98
10/14/98
AAA 500,000 500,000 500,000 5.900% 07/03/00 365 2,458
AAA 562,683 562,683 562,683 5.650% 10/14/00 365 2,649
Subtotal CDs
1,062,683 1,062,683 1,062,683 5.768% 365 5,108
12,680,435 12,654,479 12,680,435 5.993% 183 63,332
13,220,053 13,194,097 13,220,053 5.787% 92 63,748
Subtotal L.A.LF. & Investments
Subtotal Unrestricted Cash & Investments
Restricted Cash & Investments:
SV Saratoga National Bank - CDBG
ES US Bank - Library Debt Service
CK Wells Fargo Bank - CDBG
CK Wells Fargo Bank - CDBG
N/A
N/A
N/A
N/A
AAA 51,342 51,342 51,342 2.530% Revolving I 108
· AAA 5,800 5,800 5,800 0.000% Revolving I 0
AAA 26,020 26,020 26,020 0.000% Revolving i 0
AAA 6,519 6,519 6,51~ 0.000% Revolvin~ I 0
Subtotal Restricted Cash & Investments
Total Cash and Investments
89,681 89,681 89,681 1.448% I 108
$13,309,734 $13,283,779 $13,309,734 .5.757% 47
Benchmark Yield Comparison
3 Month Treasur~ $.93%I 1 Year Treasury 6.48%]
Schedule of Maturities:
Immediate
FY 1999-2000
Total
$12,247,051
1,062,683
$13,309,734
General Fund Loans Receivable:
Hakone Foundation #
Reserve Analysis:
Seneral Fund Reserve requirement adopted 6/25/97:
Seneral Fund Balance as of 4/30/00.
$2,000,000
$8,906,489
Available Funds:
Unrestricted Pooled Cash & Investments available for current year expenses in al_J funds:
(Includes unrestricted funds maturing within the current fiscal ~'ear)
$12,157,370
Maturity
Principal Rate Date Term
$175,677 6.500% 03/01/2004 3,650
NOTES:
DD - Direct Deposits CK - Checking Account MF - Mutual Fund SV - Savings Account ES - Escrow Account
* FDR = The Financial Directory rating is based on computer analysis of prime financials reported quarterly by the institutions to the Federal Reserve Board and the Federal
Home Loan Bank Board. Ratings based on information released July 1998.
**Market values for U.S. Treasury Notes provided by State Street Bank and Trust Company.
# This loan is noted for memorandum purposes only. The loan is amortized per the agreement with the Hakone Foundation. No payments are received.
This report reflects Pooled Cash, Investments and Restricted Cash which are available resources to fund operations, debt service and capital improvements. Other interest bearing
assets (notes receivable) are listed above. Debt service reserve funds held by trustees are restricted pursuant to indenture covenants and have been excluded from this report.
Pursuant to Government Code Section 53646, the City's investment portfolio is in compliance with the adopted investment policy and there are adequate resources t~
anticipated pool expenditure requirements for the next six months.
04-OOF~EPO.xI$
Approved by: 5/10/00
(Unaudited Results)
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.:
MEETING DATE: May 17, 2000
ORIGINATING DEPT.: City Manager
AGENDA ITEM: ~--~
cITY MANAGER: ~ '~_~~~~'
PREPARED BY: Christoph Korn
SUBJECT: Claim: California Wine Transport, Claimant; Claim No. 99-003
RECOMMENDED ACTION: Reject claim.
REPORT SUMMARY:
The above referenced claim is attached. California Wine Transport submitted a claim asserting
that a 25-foot commercial trailer was damaged when it collided with a low-hanging branch on
Pierce Road just past Vintage Lane. The claim presented is for the $1,890 charged to repair the
damaged roof of the trailer.
In regard to maintenance of street trees, the City's Municipal Code (City Ordinance No. 15-
50.040) gives the City responsibility for maintenance of trees "located within a commercial
district and on arterial roads ...". In addition, the Municipal Code states that the owner of the
property abutting the public right-of-way is responsible for the maintenance of street trees in all
other areas of the City including Pierce Road.
It is therefore ABAG's recommendation to reject the claim based on the above findings. The
claimant has been provided with the name and address of the property owner responsible for the
maintenance of the tree.
FISCAL IMPACTS: N/A.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The process to
reject the claim will not be completed.
ALTERNATIVE ACTION: The City Council could decide to not reject the claim.
FOLLOW UP ACTION: Process rejection of claim and notify claimant.
ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A.
ATTACHMENTS: A copy of the claim.
City
of Saratoga.
CLAIM AGAINST (NAME OF CI'l~' OR TOWlN)
13777 Fruitvale Avenue, Saratoga CA 95070
Please return to: City/Town Clerk, (ad&eM)
COMPLETE THE FOLLOWING, ADDING ADDITIONAL SHEETS AS NECESSARY:
1. CLAIMANT'S NAME (Print):
930 Mcl_aughlin Ave.
2. CLAIMANT'S ADDRESS: San ]ose, CA 95122
(Street or P.O. Box Number - City - State - Zip Code)
3. AMOUNT OF CLAIM $ {__..~.~0,~ ~'---- ~') HOME PHONE:
(Attach Copies of bilb/estimates)
IF AMOUNT CLAIMED IS MORE THAT $10,000 INDICATE WHERE JURISD1C'FION RESTS:
Municipal Court
Superior Cnurt
ADDRESS TO WHICH NOTICES ARE TO BE SENT,
IF DIFFERENT FROM LINES 1 AND 2 (PRINT):
(Name)
(Street or P.O. Box Number)
(City - State - Zip Code
LOCATION OF INCIDENT: ~
DESCRIBE THE INI OR ACCIDENT INCLUDING, YOUR REASON FOR BELIEVING THAT
l k lo.
·
DESCRIBE ALL DAMAGES WHICH YOU BELIEVE YOU HAVE INCURRED AS RESULT OF THE
INCIDENT: ' ,
NAMES(S) OF PUBLIC EMPLOYEE(S) CAUSING THE DAMAGES YOU ARE CLAIMING:
Date
Any person who, with intent to defraud, presents any false or fraudulent claim may be p,mi~hed by imprisonment or fine
or both.
Note: Claims must be filed within 180 days of incident. See Government Code Section 900 et seq.
11/91 ABAG PLAN Corp. - CMl-1
NOV 0 2 199.q
il/17/1999 20:12
NORTHERN TRAILER
PAGE
JOB ESTIMATE
Northern Trailer &
Truck Body Repmr
21~4F O'Toole, SuiteF
San Jose, California 9~131
Drive: November 16, 1999
Shop: (408) 43~74~
Fax: (408) 379-4627
Cmt Nnm~IAdd~; California Wine Transport
Attention: John Snetsinger
Phone: 408-993-1449
Fax: 408-993-0432
Job Descriotio.
Repair 191~3 Fruehauf Trailer, California Ucense ~1VF,1633 as follows:
Remove and Replace nine (9) damaged anti-snag roof bows
Remove and Replace approximately 25-ft of roof rail fastening lip @ main top right ~de rail
Remove and Replace approximately 15-inch X 2.5-foot of roof sheeting
Materials: $ 526.56
Labor:. 1,32D.00
Sales Tax: 43.44
Total: $1,890.00
Entinmte By: Trim Lmubez't
THIS EBTII%KT~ I8
~AU~ATI(~ AND DO~S
T
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: May 17, 2000
ORIGINATING DEPT: Comm. Development
AGENDA ITEM ~
CITY MANAGER: ~~~.~ ~~.
PREPARED BY: City Attorney
SUBJECT:
Resolution Denying An Appeal From The Decision Of The Planning
Commission; Applicant-Liu/Appellants-Kwong, Park, Sze; 14805 Masson
Court; DR-97-061
RECOMMENDED ACTION: Approve the resolution denying the appeal from the
decision of the Planning Commission concerning DR-
97-061 at14805 Masson Court.
STAFF REPORT:
The attached resolution memorializes the Council's decision at its meeting of April
19, 2000 to deny the referenced appeal.
FISCAL IMPACTS: None.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of Agenda; The hearing on April 19,2000 was the subject of mailed and
published notice.
FOLLOW UP ACTIONS:
The City Clerk will notify the appellants and the applicant of the Council's final action.
ATTACHMENTS:
Resolution denying the appeal.
RESOLUTION NO. 00-
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SARATOGA DENYING AN APPEAL FROM THE
DECISION OF THE PLANNING COMMISSION;
APPLICANT-LIU/APPELLANTS-KWONG, PARK, SZE;
14805 MASSON COURT; DR-97-061
WHEREAS, the City of Saratoga received an application for Design Review
approval for the construction of a new 6,500 square foot, two-story residence on a vacant 2.75
acre lot; and
WHEREAS, on October 13, 1999 and December 8, 1999, the Planning
Commission of the City of Saratoga held duly noticed public hearings on said application at
which all interested parties were given a full opportunity to be heard and to present evidence and
following the conclusion thereof, the Planning Commission voted to grant Design Review
approval subject to various conditions; and
WHEREAS, the decision of the Planning Commission was appealed to the City
Council of the City of Saratoga by Mr. & Mrs. Joseph Park, Mr. & Mrs.'Robert Sze, and Mr. &
Mrs. Jon Kwong; and
WHEREAS, on February 2, 2000 the City Council conducted a duly noticed de
novo public hearing on the appeal (which heating was continued to April 19, 2000) at which time
any person interested in the matter was given the full opportunity to be heard and to present
evidence; and
WHEREAS, the City Council reviewed and considered the staff report, minutes of
proceedings conducted by the Planning Commission relating to the application, and all written
and oral evidence presented to the City Council in support of and in opposition to the appeal.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of
Saratoga, as follows:
A. After careful consideration of the site plan, architectural drawings, plans, and other
exhibits submitted in connection with this matter, the appeal from the Planning Commission is
denied and the action of the Planning Commission is affirmed as set forth below, based on the
following findings:
The height, elevations and placement on the site of the proposed residence, when
considered with reference to: (i) the nature and location of residential structures on
Page 1 of 7
Resolution 00-
adjacent lots and within the neighbOrhoods; and (ii) community viewsheds will avoid
unreasonable interference with views and privacy, in that the proposed residence meets
minimum setback requirements and is located along a similar topographic line or lower
than other residences in the neighborhood.
The natural landscape will bepreserved insofar as practicable by design!ng structures to
follow the natural contours of the site and minimizing tree and soil removal; grade
changes will be minimized and will be in keeping with the general appearance of
neighboring developed areas and undeveloped areas, in that no ordinance protected trees
will be removed and grading will be limited to the amount necessary to accommodate the
structure and landslide repair.
The proposed residence in relation to structures on adjacent lots, and to the surrounding
region, will minimize the perception of excessive bulk and will be integrated into the
natural environment, in that the structure's design incorporate elements which articulate
the elevations to minimize the perception of bulk and integrate the residence into the
surrounding environment.
The proposed residence will be compatible in terms of bulk and height with (i) existing
residential structures on adjacent lots and those within the immediate neighborhood and
within the same zoning district; and (ii) the natural environment; and shall not (i)
unreasonably impair the light and air of adjacent properties nor (ii) unreasonably impair
the ability of adjacent properties to utilize solar energy, in that the height, mass, and bulk
of the residence are comparable to surrounding residences in the neighborhood.
The proposed site development or grading plan incorporates current grading and erosion
control standards used by the City.
o
The proposed residence will conform to each of the applicable design policies and
techniques set forth in the Residential Design Handbook and as required by Section 15-
45.055.
B. The Decision of the Planning Commission is modified and Design Review approval is
granted subject to the following conditions:
The development shall be located and constructed as shown on Exhibit "A",
incorporated by reference.
Prior to submittal for Building or Grading permits, the following shall be submitted to
Planning Division staff in order to .issue a Zoning Clearance:
a. Four (4) sets of complete construction plans incorporating this Resolution
Page 2 of 7
Resolution 00-
o
as a separate plan page.
Four (4) set of engineered grading and drainage plans reflecting the City
Arborist's recommendations, also incorporating this Resolution as a
separate plan page.
Co
The plans shall indicate that there will be no more than one wood burning
fireplace in the main residence and the wood burning fireplace shall be
equipped with a gas starter.
No retaining wall shall have an exposed height that exceeds five feet. In addition, no
fence or wall shall exceed six feet in height and no fence or wall located within any
required front yard shall exceed three feet in' height.
No structure shall be permitted in any easement.
No ordinance size tree shall be removed without first obtaining a Tree Removal
Permit.
All requirements of the City Arborist's Report dated December 17, 1997 shall be met.
This includes, but is not limited to:
Prior to issuance of a Zoning Clearance the applicant shall submit to the
City, in a form acceptable to the Community Development Director,
security in an amount of $4,943 pursuant to the report and
recommendation by the City Arborist to guarantee the maintenance and
preservation of trees on the subject site. In addition, priOr to issuance of a
Zoning Clearance the site and grading plans shall be revised to indicate the
following:
The Arborist Report shall be attached, as a separate plan page, to
the plan set and all applicable measures noted on the site and
grading plan.
Five (5) fi. chain link tree protective fencing shown at as
recommended by the Arborist with a note "to remain in place
throughout construction."
A note shall be included on the site plan stating that no
construction equipment or private vehicles shall park or be stored
within the dripline of any ordinance protected trees on the site.
Page 3 of 7
Resolution 00-
All fill soil on the east side'must be removed to the original grade
by hand in any area within 15 feet of the trunk.
No trenches or excavations even for utilities (gas, cable, phone,
etc.) shall be installed within 25 feet of the trunk of the tree.
The drainage system for the house shall be directed a minimum of
40 feet fi.om the other trees on this site.
b. Prior to issuance of Building or Grading Permits:
Tree protective fencing shall be installed and inspected by staff.
The City Arborist shall schedule unannounced visits to the
property to verify that all tree mitigation measures are being
complied with.
c. Prior to Final Occupancy approval:
All recommended tree cabling and endweight removal shall be
completed by an ISA certified arborist. '
The City Arborist shall inspect the site to verify compliance with
tree protective measures. Upon a favorable site inspection by the
Arborist and approval by the Community Development Director
the bond shall be released.
Any future landscaping or irrigation installed beneath the canopy of an ordinance
protected oak tree shall comply with the "Planting Under Old Oaks" guidelines
prepared by the City Arborist. No irrigation or associated trenching shall encroach
into the driplines of any existing oak trees unless approved by the City Arborist.
The Project Geotechnical Engineer, with input fi.om the Project Engineering
Geologist, shall prepare a Landslide Mitigation Plan and Sections (1"= 20') to depict
the extent of proposed grading, landslide to be removed, Subdrains, property lines and
proposed improvements.
The plan should include repair specifications, notes and details
pertaining to earthwork, drainage and geogrid placement. The cross
section should depict existing and proposed surface topography and
excavation depths. One section should extend fi.om the building pad
downslope along the axis of the active landslide, including and showing
Page 4 of 7
Resolution 00-
the lower landslide repair area (per Terratech drawings). A second
section should be oriented roughly east-west across the landslide and
portray Mass°n Court, proposed driveway, active landslide to be
removed, and landslide on the adjacent property to the east.
bo
The mitigation plan should specify the appropriate geogrid slope gradient.
Typically, geogfid should be designed to stand at its angle of installation
(i.e., 1.5: IV), if not wrapped. The landslide Mitigation Plan and Sections
shall be submitted to the City to be reviewed and approved by the City
Engineer and City Geotechnical Consultant prior to issuance of a grading
permit.
The Project Engineering Geologist and Project Geotechnical Engineer shall review
and approve all geotechnical aspects of the final foundation and grading plans (i.e.,
landslide mitigation, site drainage improvements and design parameters for
foundations and retaining walls, etc.) to ensure that the consultants' recommendations
have been prolSerly incorporated.
go
The Project Geotechnical Engineer should consider recommending
crushed rock, which has more void space than Class 2 aggregate base,
for the capillary break material.
bo
The results of the Plan reviews shall be summarized in letters by the
geologic and geotechnical consultants and submitted to the City for
review and approval by the City Engineer prior to issuance of a grading
permit.
10.
The Project Engineering Geologist and Project Geotechnical Engineer shall inspect,
test (as needed), and approve all geotechnical aspects of the project construction.
go
These inspections should include, but not necessarily.be limited to: site
surface and subsurface drainage improvements, and excavations for
keyways, foundations (including pier holes for structures and shear pin
wall) and retaining walls prior to the placement of fill, steel and
concrete. The Project Engineering Geologist shall prepare a geologic
map of the landslide excavation and confirm that landslide material has
been removed. Information fi.om the excavation and pier holes shall be
used to revise and update the engineering geologic map and cross
sections. An engineering geologic map and cross sections of final, as-
built-conditions shall be prepared to depict the depth and extent of
grading activities, and geologic conditions (including removed landslide
mass).
Page 5 of 7
Resolution 00-
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
bo
The results of these inspections and the as-built conditions of the project
shall be described in letters, and as-built geologic map and cross sections,
and submitted to the City Engineer for review prior to finalization of the
grading permit.
The owner (applicant) shall pay any outstanding fees associated with the City
Geotechnical Consultant's review of the project prior to Zone Clearance.
The owner (applicant) shall enter into an agreement holding the City of Saratoga
hannless form any claims or liabilities caused by or arising out of soil of slope
instability, slides, slope failure or other soil related an~or erosion related conditions.
Early Warning Fire Alarm System shall be installed and maintained in accordance
with the provisions of Article 16-60 City of Saratoga.
Early Warning Fire Alarm System shall have documentation relative to the proposed
installation and shall be submitted to the Fire District for approval.
Automatic sprinklers shall be installed throughout the residence and garage.
All driveways shall have a minimum 14 foot width plus 1 foot shoulders.
All building and construction related activities shall adhere to New Development and
Construction - Best Management Practices as adopted by the City for the purpose of
preventing storm water pollution.
Applicant agrees to hold the City harmless from all costs and expenses, including
attorney's fees, incurred by the City or held to be the liability of the City in
connection with the City's defense of its actions in any proceeding brought in any
State or Federal court, challenging the City's action with respect to the applicant's
project.
Noncompliance with any of the conditions of this permit shall constitute a violation
of the permit. Because it is impossible to estimate damages the City could incur due
to the violation, liquidated damages of $250 shall be payable to this City per each day
of the violation.
Construction must be commenced within 24 months or approval will expire.
All applicable requirements of the State, County, City and other Governmental
entities must be met.
Resolution 00:
Page 6 of 7
The above and foregoing resolution was passed and adopted by the Saratoga City
Council at a regular meeting held on the 17th day of May, 2000.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Page 7 of 7
Resolution 00-
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: May 17, 2000
ORIGINATING DEPT: Comm. Development
AGENDA ITEM 7~
PREPARED BY: City Attorney
SUBJECT:
Resolution Denying An Appeal From The Decision Of The Planning
Commission; Applicant-Saunders/Apellant-Purvis; 20550 Lomita Avenue;
DR-99-064
RECOMMENDED ACTION: Approve the resolution denying the appeal from the
decision of the Planning Commission concerning DR-
99-064 at 20550 Lomita Avenue.
STAFF REPORT:
The attached resolution memorializes the Council's decision at its meeting of April
19, 2000 to deny the referenced appeal.
FISCAL IMPACTS: None.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of Agenda; The hearing on April 19,2000 was the subject of mailed and
published notice.
FOLLOW UP ACTIONS:
The City Clerk will notify the appellant and the applicant of the Council's final action.
ATTACHMENTS:
Resolution denying the appeal.
RESOLUTION NO. 00-
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SARATOGA DENYING AN APPEAL FROM THE
DECISION OF THE PLANNING COMMISSION;
APPLICANT-SAUNDERS/APPELLANT-PURVIS;
20550 LOMITA AVENUE; DR-99-064
WHEREAS, the City of Saratoga received an application for Design Review
approval for the construction ora new 4,258 square foot, two-story residence on a 20,047 net
square foot lot; and
WHEREAS, on March 8, 2000, the Planning Commission of the City of Saratoga
held a dUly noticed public hearing on said application at which all interested parties were given a
full opportunity to be heard and to present evidence and following the conclusion thereof, the
Planning Commission voted to grant Design Review approval subject to' various conditions; and
WHEREAS, the decision of the Planning Commission was appealed to the City
Council of the City of Saratoga by Mr. John H. Purvis; and
WHEREAS, on April 19, 2000 the City Council conducted a duly noticed de
novo public hearing on the appeal at which time any person interested in the matter was given
the full opportunity to be heard and to present evidence; and
WHEREAS, the City Council reviewed and considered the staff report, minutes of
proceedings conducted by the Planning Commission relating to the application, and all written
and oral evidence presented to the City Council in support of and in opposition to the appeal.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of
Saratoga, as follows:
mo
After careful consideration of the site plan, architectural drawings, plans, and other
exhibits submitted in connection with this matter, the appeal from the Planning
Commission is denied and the action of the Planning Commission is affirmed, based on
the following findings:
1. The height, elevations and placement on the site of the proposed residence,
when considered with reference to: (i) the nature and location of residential
structures on adjacent lots and within the neighborhoods; and (ii) community
viewsheds will avoid unreasonable interference with views and privacy, in that
Page 1 of 6
Resolution 00-
the proposed residence meets minimum setback requirements and is similar in
height to other residences in the neighborhood.
2. The natural landscape will be preserved insofar as practicable by designing
structures to follow the natural contours of the site and minimizing tree and soil
removal; grade changes will be minimized and will be in keeping with the
general appearance of neighboring developed areas and undeveloped areas, in
that no ordinance protected trees will be removed and grading will be limited to
the small amount necessary to accommodate the structure's foundation and
driveway.
3. The proposed residence in relation to structures on adjacent lots, and to the
surrounding region, will minimize the perception of excessive bulk and will be
integrated into the natural environment, in that the structure's design incorporate
elements which articulate the elevations to minimize the perception of bulk and
integrate the residence into the surrounding environment.
4. The proposed residence will be compatible in terms of bulk and height
with (i) existing residential structures on adjacent lots and those within the
immediate neighborhood and within the same zoning district; and (ii) the natural
environment; and shall not (i) unreasonably impair the light and air of adjacent
properties nor (ii) unreasonably impair the ability of adjacent properties to utilize
solar energy, in that the height, mass, and bulk of the residence are comparable to
surrounding residences in the neighborhood.
5. The proposed site development or grading plan incorporates current
grading and erosion control standards used by the City.
6. The proposed residence will conform to each of the applicable design
policies and techniques set forth in the Residential Design Handbook and as
required by Section 15-45.055.
The Decision of the Planning commission set forth in Planning Commission Resolution DR-
99-064 is affirmed and Design Review approval is granted subject to the following
conditions:
1. The development shall be located and constructed as shown on Exhibit
"A", incorporated by reference.
2. Prior to submittal for Building or Grading permits, the following shall be
submitted to Planning Division staff in order to issue a Zoning Clearance:
Page 2 of 6
Resolution 00-
a. Four (4) sets of complete construction plans incorporating this
Resolution as a separate plan page.
b. Four (4) set of engineered grading and drainage plans reflecting the
City Arborist's recommendations, also incorporating this Resolution as a
separate plan page.
c. The plans shall indicate that there will be no more ihan one wood
burning fireplace in the main residence and the wood burning fireplace shall be
equipped with a gas starter.
d. The site plan shall be revised to indicated that replacement trees for
the Black Acacia, recommended for removal by the Arborist, will be planted in
the same location so as to provide screening of the second story for the side
neighbor.
3. No retaining wall shall have an exposed height that exceeds five feet. In
addition, no fence or wall shall exceed six feet in height and no fence or wall
located within any required front yard shall exceed three feet in height.
4. No structure shall be permitted in any easement.
5. No ordinance size tree shall be removed without first obtaining a Tree
Removal Permit, other than the Black Acacia labeled tree #4.
6. The applicants or their contractor shall provide advance notice in writing
to the adjacent neighbors indicating when each phase of construction will begin
and when it is anticipated to end (i.e. installation of tree protective fencing,
demolition, grading, construction etc.).
7. The applicant shall provide Planning Staff with the name and phone
number of the project manager or contact person in the event that concerns arise
during the construction process.
8. All requirements of the City Arborist's Report dated January 26, 2000
shall be'met. This includes, but is not limited to:
a. Prior to issuance of a Zoning Clearance the applicant shall submit
to the City, in a form acceptable to the Community Development Director,
security in an amount of $15,933 pursuant to the report and recommendation by
Resolution 00-
Page 3 of 6
the City Arborist and Planning staff to guarantee the maintenance and
preservation of trees on the subject.site. In addition, prior to issuance of a
Zoning Clearance the site and grading plans shall be revised to indicate the
following:
i. The Arborist Report shall be attached, as a separate plan
page, to the plan set and all applicable measures noted on the site and grading
plan.
ii. Five (5) ft. chain link tree protective fencing as shown on
· the Arborist's map, with a note "to remain in place throughout construction."
iii. A note shall be included on the site plan stating that no
construction equipment or private vehicles shall park or be stored within the
dripline of any ordinance protected trees on the site.
iv. All trenching for proposed irrigation and utilities shall be
shown on the plans.
b. Prior to issuance of Building or Grading Permits:
staff.
Tree protective fencing shall be installed and inspected by
ii. The applicant's shall hire an ISA certified arborist to
perform an analysis of the healthy wood to decayed wood at each significant
cavity site on the main scaffolding structure of tree//3. The results and
recommendations of this analysis must be reviewed and approved by the City
Arborist and performed prior to the issuance of permits. The City Arborist shall
meet the applicants arborist for an on site consultation prior to the
commencement of work.
iii. No trenching for irrigation or other purpose shall be
permitted beneath the canopies of any protected trees.
iv.
be followed.
All other recommendations of the City Arborist report must
c. Prior to Final Occupancy approval:
i. The City Arborist shall inspect the site to verify compliance
Page 4 of 6
Resolution 00-
with tree protective measures. Upon a favorable site inspection by the Arborist
and approval by the Community Development Director the bond shall be
released.
Any future landscaping or irrigation installed beneath the canopy of an ordinance
protected oak tree shall comply with the "Planting Under Old Oaks" guidelines prepared
by the City Arborist. No irrigation or associated trenching shall encroach into the
driplines of any existing oak trees unless approved by the City Arborist.
10.
Early Warning Fire Alarm System shall be installed and maintained in accordance with
the provisions of Article 16-60 City of Saratoga.
11.
Early Warning Fire Alarm System shall have documentation relative to the proposed
installation and shall be submitted to the Fire District for approval.
12. Automatic sprinklers shall be installed throughout the residence and garage.
. 13. All driveways shall have a minimum 14 fi. width plus 1 fi. shoulders.
14. All driveway curves shall have an inside radius of 21 feet.
15.
A mm around shall be provided per the Fire District's standards with a minimum outside
radius of 33 feet.
16.
Parking shall be provided on site for two emergency vehicles per the Fire District's
standards.
17.
The applicant must obtain an encroachment permit from th~ Public Works Department
for construction of the new driveway approach.
18.
All building and construction related.activities shall adhere to New Development and
Construction - Best Management Practices as adopted by the City for the Purpose of
preventing storm water pollution.
19.
Applicant agrees to hold the City harmless from all costs and expenses, including
attorney's fees, incurred by the City or held to be the liability of the City in connection
with the City's defense of its actions in any proceeding brought in any State or Federal
court, challenging the City's action with respect to the applicant's project.
20.
Noncompliance withany of the conditions of this permit shall constitute a violation of the
permit. Because it is impossible to estimate damages the City could incur due to the
Page 5 of 6
Resolution 00-
21.
22.
violation, liquidated damages of $250 shall be payable to this City per each day of the
violation.
Construction must be commenced within 24 months or approval will expire.
All applicable requirements of the State, County, City and other Governmental entities
must be met.
The above and foregOing resolution was passed and adopted by the Saratoga City
Council at a regular meeting held on the 17th day of May, 2000.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
Page 6 of 6
Resolution 00-
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.:
MEETING DATE:
ORIGINATING DEPT:
May 17, 2000
Community Development
AGENDA ITEM:
CITY MANAGER:
PREPARED BY:
James Walgren, Director
SUBJECT: Planning Commission Actions, May 10, 2000
RECOMMENDED ACTION(S): Note and file.
REPORT SUMMARY:
Attached are the Planning Commission action minutes of May 10, 2000.
FISCAL IMPACTS: N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N/A
ALTERNATIVE ACTION(S): N/A
FOLLOW-UP ACTION(S): N/A
ADVERTISINGs NOTICING AND PUBLIC CONTACT: N/A
ATTACHMENTS: Action minutes.
CITY OF SARATOGA PLANNING COMMISSION
ACTION MINUTES
DATE:
PLACE:
TYPE:
Wednesday, May 10, 2000 - 7:30 p.m.
Council Chambers/Civic Theater, 13777 Fruitvale Avenue, Saratoga, CA
Regular Meeting
ROLL CALL
PRESENr[:
ABSENT:
STAFF:
Commissioners Barry, Jackman, Kqrasch, Page, Patrick, Roupe and Chair Bernald.
None
Director Walgren and Minutes Clerk Swanson
APPOINTMENT OF NEW PLANNING COMMISSION CHAIR AND VICE-CHAIR
PLEDGE OF ALLEGIANCE
MINUTES - April 26, 2000
ORAL COMMUNICATIONS
REPORT OF POSTING AGENDA
Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on May 5, 2000.
TECHNICAL CORRECTIONS TO PACKET
CONSENT CALENDAR
PUBLIC HEARINGS
If you challenge a decision of the Planning Commission pursuant to a public hearing in court, you
may be limited to raising only those issues you or someone else raised at the public hearing(s)
described in this agenda, or in written correspondence delivered to the Saratoga Planning
Commission at, or prior to, the public hearing.
DR-99-010 8z V-99-005 (517-14-078) - TAORMINA, 15500 Quickert Road; Request for
Design Review and Variance approval to construct a new 6,268 square foot two-story residence.
Variance approval is required to allow a retaining wall to exceed five feet in height. The
property is 3.1 acres .(net) and is located within a Hillside Residential zoning district.
(CONTINUED FROM 4/12/00)
CONTINUED 7-0 TO 6/14/00 STUDY SESSION.
PLANNING COMMISSION ACTION MINUTES
MAY 10, 2000
PAGE2
UP-00-O02 (397-18-038) - SCUDELLARI, 14855 Baranga Lane; Request for Use Permit
approval for the construction of a 306 square foot cabana within the rear yard setback area. The
height of the cabana will be 13 feet, 10 inches. The 1.6-acre site is devdoped with a single family
residence and is located ~vithin an R-l-40, 000-zoning district.
APPROVED 7-0.
DR-00-008 (397-35-015) - SINGH, 19306 Pinnacle Court; Request for Design Review
approval for the demolition of the existing 4,660 square foot, two-story residence and the
construction of a new 5,438 square foot, two-story residence. The site is 40,009 square feet and
is located within an R-l-40, 000-zoning district.
APPROVED 7-0.
SD-99-004 8r V-99-008 (397-04-060) -JEAN, 14906 Sobey Road; Application for
Subdivision approval to split an existing 2.3-acre parcel into two parcels. An application for
Variance approval is also requested to allow the existing residence to maintain an existing non-
conforming setback and to allow the existing second unit to maintain its current location,
which intrudes into the newly-created front yard setback. Adoption of an Environmental
Negative Declaration is also requested, pursuant to the requirements of the California
Environmental Quality Act. The parcd is located within an R-l-40, 000-zoning district.
APPROVED 7-0.
SD-99-006 (389-06-002) - STURLA, Saratoga Creek Drive; Application for Subdivision
approval to split an existing 1.3-acre parcel into two parcels. The parcel is located within a
Professional-Administrative Offices Zoning district.
APPROVED 7-0.
DR-98-044 (503-13-021) - CHIU, 21777 Mt. Eden Road; Request for Design Review approval
to demolish an existing 2,488 square foot, single story residence, and construct a 6,720 square
foot, single story residence with a maximum height of 23 feet. The project was originally heard at
the November 10, 1999 Planning Commission hearing and continued to a date uncertain for
design revisions. The site is located on a 2.7 (net) acre parcel within a Hillside Residential
zoning district.
APPROVED 7-0.
DIRECTOR ITEMS
- Summary materials from Planning Commission's March 10, 2000 retreat
- Request for a May 24, 2000 study meeting
PLANNING COMMISSION ACTION MINUTES
MAY 10, 2000
PAGE 3
COMMISSION ITEMS
- Request for Temporary Use Permit approval
SAN JOSE SYMPHONY, 15163 Alondra Lane
REQUEST APPROVED 7-0.
COMMUNICATIONS
WRITTEN
- Notice for Planning Commission study meeting of May 16, 2000
- Notices for regular Planning Commission meeting of May 24, 2000
Correspondence to Community Development Director, Planning Commissioners and staff from
Cynthia Barry concerning property at 14471 Springer Avenue
ADJOURNMENT AT 11:30 P.M. TO NEXT MEETING
- Wednesday, May 24, 2000, Council Chambers/Civic Theater
13777 Fruitvale Avenue, Saratoga, CA
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE:
May 17, 2000
ORIGINATING DEPT: Administrative Services
AGENDA ITEM
CITY MANAGER: ~'~.~ (~.~')q~ '~
DEPT. HEAD.' ,~, ~]
SUBJECT: Library Expansion Project
RECOMMENDED ACTION(S):
Approve the Request for Proposals for architectural design services for the Saratoga Community
Library renovation and expansion project; approve the charge of the Library Expansion
Committee and the Citizens Oversight Committee for Measure N; authorize the City Clerk to
advertise for applicants for the Citizens Oversight Committee for Measure N.
REPORT SUMMARY:
Librarv Expansion Committee
The Library Expansion Committee was established by the City Council on April 25, 2000, to
advise the City Council on issues related to the renovation and expansion of the Saratoga
Community Library. The Committee will be the primary advisory body to the City Council
during the development and construction of this project. Attached for the City Council's
approval is the Committee's draft of what is perceived to be its charge.
Request for Proposals
One of the first critical actions taken by the Library Expansion Committee was to draft a Request
for Proposal (RFP) for architectural design services for the Saratoga Community Library
renovation and expansion project. The Committee met on May 2 and May 9 to develop the RFP.
It is recommended that the City Council review and approve the attached RFP. Once approved,
the Committee will solicit proposals from qualified architectural firms in the area. Responses to
the RFP are due June 22, with interviews of the finalists scheduled for July 18, and final
selection by the City Council on August 2.
Citizens Oversight Committee
Measure N calls for a Citizens Oversight Committee to be established. The purpose of this
Committee is to validate to the community and to the City Council that library bond monies are
expended in accordance with the bond language approved by the voters. By monitoring all
phases of the project, the Committee will ensure the appropriate expenditure of funds, the highest
possible level of efficiency, and the maintenance of building schedules and projected budgets. It
is recommended that the Committee consist of five members from the Saratoga community who
have no affiliation with the City Council, it's Commissions, or staff. Attached to this staff report
is the Library Expansion Committee's draft of the charge of the Citizens Oversight Committee
for Measure N.
To fill the five-member Committee, staff will begin the recruitment process by advertising in the
Saratoga News for two weeks, with the goal of appointing citizens to the Committee no later than
July 19. The first official action of the Citizens Oversight Committee will be on July 26 when it
will review and approve the Library Expansion Committee's recommendations for the
architectural firm and project management firm before being presented to the City Council. The
recruitment timeline proposed above allows for ample time to fill the positions.
FISCAL IMPACTS:
No immediate fiscal impacts. The RFP requires the architect to provide a cost for their services.
Previous to the Library bond being sold, the General Fund will carry the cost for architectural
services, and will be reimbursed from the Library bond proceeds once the bond is sold.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
Critical deadlines for the completion of this project may be delayed.
ALTERNATIVE ACTION(S):
Direct staff to return at the June 3 City Council meeting with a revised RFP, or revised Charges
for the Library Expansion Committee or the Citizens Oversight Committee.
FOLLOW UP ACTION(S):
Staff to the Library Expansion Committee to distribute the RFP to architectural design firms.
The City Clerk to advertise for applicants for the Citizens Oversight Committee.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Attachment A:
Attachment B:
Attachment C:
Attachment D:
Request for Proposals for Architectural Design Services
Project Timeline
Charge of the Library Expansion Committee
Charge of the Citizens Oversight Committee for Measure N
CITY OF SARATOGA
Request Proposals
For
Architectural Design Services
For
Saratoga Community Library Renovation & Expansion Project
MAY 2000
ATTACHMENT A
CITY OF SARATOGA
REQUEST FOR PROPOSALS
ARCHITECTURAL SERVICES FOR A NEW LIBRARY EXPANSION PROJECT
MAY2000
Introduction
The City of Saratoga is soliciting Proposals and Statements of Qualifications from Architects for design and
professional services .related to programming, planning, design and construction requirements for the
expansion and renovation of the existing public library.
Background'
The Saratoga Community Library is a branch of the Santa Clara County Library. The building is owned by
the City of Saratoga, and library services are provided through the County system. The existing 'facility
opened in early 1978, is 18,000 square feet, and serves Saratoga, Monte Sereno and a portion of the
unincorporated area surrounding the city. The service area population for the library has grown slightly in
the past ten years to approximately 37,700. Saratoga's population is ethnically and demographically diverse,
and makes heavy use of the library. The Library is located in a Heritage Orchard, and was designed to
resemble a drying shed. Saratogans love the look of the current building and want the addition to adhere to
the existing design.
The library is inadequate to its current use and technology requirements. The building was designed to
house 100,000 volumes, and now holds over 182,000. Check-outs have reached over 80,000 volumes per
month which represents about 46% of the collection.
On March 7, 2000 the Saratoga voters approved a $15 million bond measure to renovate and expand the
current facility. No environmental, site layout and development or architectural plans have been developed
for the project.
Assistant to City Manager; 1 of 7
O:\Alex\Library Expansion\Library Expansion RFP draft.doc
CITY OF SARATOGA
REQUEST FOR PROPOSALS
ARCHITECTURAL SERVICES FOR A NEW LIBRARY EXPANSION PROJECT
MAY 2000
Library Awareness Program Findings
significant public input was generated through a Library Awareness Program sponsored by the Friends of
the Saratoga Libraries. The complete findings of that effort are included in the Library Building Program.
Below are some of the major community desires for this library.
More space for books and other materials throughout the collection
Space for children's programs within the Children's Room
· Improved lighting and acoustics
· More seating
· Reading lounge areas
· A group study room
· A quiet study room
· A drive-through book drop
· Cutting edge technology capability
· Technical Training Center
· Community Room
Project Description
The City of Saratoga wishes to build an addition to the current 18,000 square foot library located on the
corner of Fruirvale and Saratoga Avenues. Additionally, a complete renovation of the current space is
required with improved wiring, lighting, acoustics and sight lines. The design must be functional and
efficient, while maintaining the same look and ambiance as the existing facility.
· The expansion should be targeted for 28,000 to 31,000 additional square feet making a total of 46,000 to
49,000 square feet.
· The exterior building should maintain the same "drying shed. set in an orchard" look and feel like the
current building.
· The public space should incorporate natural light, improved lighting system and acoustics while
maintaining the interior ambiance of the current space.
· Views from the interior should take full advantage of the library's location in an orchard.
· There must be as little impact on the orchard as possible.
· The project must produce an efficient, functional building that requires minimal cost of operation.
Axsistant to City Manager; 2 of 7
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CITY OF SARATOGA
REQUEST FOR PROPOSALS
ARCHITECTURAL SERVICES FOR A NEW LIBRARY EXPANSION PROJECT
MAY 2000
Scope of Work
Architect is to provide professional services related to the planning, design and construction of this project in
accordance with all applicable codes and ordinances and to comply with appropriate standards of the industry.
A description of the services or tasks required of the architect is as follows:
1. Investigate and prepare alternative conceptual plans for the Library expansion and renovation project.
2. Present the conceptual plans to the Library Expansion Committee, City Council and citizens during separate
meetings coordinated by City staff.
3. Develop separate cost estimates for the schematic design, design development, and construction documents.
4. Prepare a model showing massing and roof relationships between new and existing buildings.
5. Prepare a preliminary plan reflecting input received from the Library Expansion Committee, residents and
City and County staff.
6. Present the preliminary plan, after approval, at a public meeting held by the Library Expansion Committee.
7. Present the preliminary plan recommended by the Library Expansion Committee to the City Council for
approval.
8. Prepare the final project plans, construction plans, specifications, and bid documents to define a project that
will meet the established budget and code and ordinances.
9. Provide all site work and utility work necessary for a finished project.
10. Provide information and assistance during the construction bidding phase, to answer questions from
bidders, to assist the City in obtaining qualified bidders, to prepare addenda when necessary, to obtain bids
within the approved cost estimate, to assist the City in evaluating bids received, and to provide written
recommendation for the award of the construction contract.
11. Provide construction administration services to the City in monitoring the contractor's execution of work
for conformance with design intent, contract requirements, schedule and cost.
12. Respond to post-occupancy assessment with any necessary revisions or modifications.
13. Provide landscape plan consistent with and complementary to the surrounding Heritage Orchard.
14. Architectural fees and estimated construction cost of the design.
15. The City suggests that consultants include, but not be limited to, the following:
Library lighting consultant
Acoustical consultant
Interior designer
Electronic communications consultant
Landscape architect
Soils investigation by a licensed geotechnical engineer
Contour survey by licensed civil engineer
Cost estimating consultant
16. The Library Design consultant will be under a separate contract with the City.
17. The City will contract with a p~oject management and construction management firm to act as its agent
throughout the project.
18. An environmental consultant will be under separate contract with the City to address CEQA.
Assistant to City Manager; 3 of 7
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CITY OF SARATOGA
REQUEST FOR PROPOSALS
ARCHITECTURAL SERVICES FOR A NEW LIBRARY EXPANSION PROJECT
MAY 2000
Selection Criteria
1. Ability in soliciting and managing public input.
2. Commitment to listening and responding to client concerns and needs.
3. Experience with pubic library buildings of similar complexity and scale.
4. Record of building designs which provide both functional excellence and visual appeal.
5. .History of effective schedule and budget management for buildings of similar scale and budget.
6. Understanding of public library service.
7. References from previous projects.
8. Understanding of project requirements, including potential challenges and opportunities.
9. Content, thoroughness and overall quality of the proposal, particularly in illuminating the architect's
Understanding of the task and scope of work.
10. Technical approach including how the architect will conduct the work required.
11. Ability to complete project in a timely manner as related to the current work-load of the firm.
12. Ability to provide written guarantee or assurances that the proposed team will be assigned to the project.
13. Architectural fees and estimated cost of services.
14. Ability to work collaborafively with a project management firm.
.Selection Process
Proposals will be evaluated by the Library Expansion Committee which is composed of representatives
from the City of Saratoga staff, the City Council, the Santa Clara County Library, the Friends of the Library,
the Library, Planning, Public Safety, and Heritage Preservation Commissions, and the community. A short-
list of selected candidates will be invited to interview with the Library Expansion Committee.
The fee structure for the selected architect's proposal will be reviewed by the Citizens Oversight Committee
prior to recommendation to the City Council. The Library Expansion Committee will make a
recommendation to the City Council based on the proposal, interview, references and Citizens Oversight
Committee approval.
Cost and Method of Payment
Cost and method of payment will be negotiated with the selected candidate.
The City of Saratoga will make payments upon completed milestones to be negotiated with the successful
candidate.
Assistant to City Manager; 4 of 7
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CITY OF SARATOGA
REQUEST FOR PROPOSALS
ARCHITECTURAL SERVICES FOR A NEW LIBRARY EXPANSION PROJECT
MAY 2000
Tentative Schedule for Proposal Process
May 19
May 30
June 22
June 23 -July
July 18 .
August 2
August 18
Request for Proposal Issued
Pre-bid Conference (see page 7'for more information)
Proposals due
Review of proposals
Library Expansion Committee interviews selected architects
Firm selected and notified
City of Saratoga issues contract and work is initiated
Proposal Instructions and Format
Architects interested in provi~ng these services to the City of Saratoga should prepare a proposal of no more
than 20 pages that includes:
Cover Letter. Firm name, address, phone number and contact person regarding the proposal
should be dear. In addition, please provide a brief fm-n history including the architect's current
permanent staff size and how that staff's size has changed in the past five years.
Finn Qualifications. Areas of expertise of permanent staff and the scope of services that can
be provided by the firm without the services of an outside architect under the architect's
direction. List relevant experience, including description and photograph or rendering of each
project, role of each professional for that project, scope of responsibility, and the date
completed.
Key Personnel. Proposed project management structure, including the project manager and
individuals who will be assigned to the project and sub-contractors (if any). There can be no
change of key personnel once the proposal is submitted without the prior approval of the City.
Consultants. Name consultants selected to assist with the project. Include firm qualifications
and key personnel for any subcontractors.
Project Workplan. A description of project understanding, detailed project approach, and
methodology. List specific tasks and any specific considerations or options. Identify particular
challenges or opportunities associated with this project.
Project Schedule. A timeline for completion of the project including start date, milestones and
project completion date; assume architectural work will begin in August 2000.
References. At least 5 recent (within the last 3 years) client references for whom the
architect has performed relevant work. References should include name, tide, organization
or agency name, phone number, address and a brief description of the project. Also at least
3 (three) recent contractor references with ~whom the architect worked on relevant projects.
Assistant to City Manager: 5 of 7
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CITY OF SARATOGA
REQUEST FOR PROPOSALS
ARCHITECTURAL SERVICES FOR A NEW LIBRARY EXPANSION PROJECT
MAY 2000
H. Work Samples. Finalists will be asked to provide conceptual drawings of the proposed
Saratoga Community Library.
I. Fees and Costs. Architectural fees and projected total cost of the project.
Pre-Bid Conference
In order to answer questions and collect feedback, an opportunity to meet in advance of the proposal
deadline has been arranged. There will be a short introductory presentation and tours of both the inside and
outside of the current library facility. Attendance is mandatory.
'xyvrhere:
~/'no:
May 30 at 10:00 am
The Saratoga Community Library, Community Room, 13650 Saratoga Avenue
Open to all interested in submitting proposals; City and Library staff involVed in the
project will be on hand.
Deadline for Proposals
Questions about this RFP and the project should be brought to the Pre-Bid Conference for discussion.
Questions after that date or about the proposal process can be directed to Mary Jo Walker, Director of
Administrative Services, at (408) 868-1212 or via email at MJWalker~saratoga.ca.us
Fifteen (15) copies of the proposal should be submitted by 4 p.m. on June 22, 2000, to:
Mary Jo Walker
Administrative Services Department
City of Saratoga
13777 Fmitvale Avenue
Saratoga, CA 95070
Proposals arriving late or as a fax transmission are unacceptable and will not be considered.
.~ssistant to City Manager: 6 of 7
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CITY OF SARATOGA
REQUEST FOR PROPOSALS
ARCHITECTURAL SERVICES FOR A NEW LIBRARY EXPANSION PROJECT
MAY 2000
General Terms and Conditions
1. The City reserves the fight to reject any and all proposals.
o
The City reserves the fight to modify the scope of the project at any time based on the best interests
of the City and the Library.
All documents, drawings and findings (regardless of format) that are associated with this study shall
be the property of the City of Saratoga.
4. Proposals shall remain effective for 90 days beyond the submitted date.
Architect agreement will be the City's standard Consulting Service Agreement (see attached).
Architect's attention is directed to the liability indemnification requirements contained in
the attached standard form City Consulting Service Agreement.
6. Consultants shall be subject to approval by the City.
Assistant to City Manager; 7 of 7
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April 25, 2000
May 2
May 9
May 17
May 19
May 30
June 7
June 8
June 22
June 28
June 23-July 11
July 13
July 18
July 26
Aug 2
Aug 3-Aug 18
Dec 1
Dec 20,
May 9, 2001
May 18
June 6
June 7-June 9
July 7
July 10-July14
July 17
July 18
July 23
August 4
Saratoga Community Library Expansion
Project Timeline
May 11, 2000
City Council approves Library Expansion Committee
Library Expansion Committee meets
Library Expansion Committee meets - final revisions to RFP
City Council approves RFP for architect
City Council approves advertising for Citizens Oversight Committee
City to send RFP to architects and journals
Pre-bid Conference for interested architects
City Council approves RFP for project manager
City to send RFP to project management firms and journals
Deadline for architect RFPs
Deadline for project manager RFPs
Expansion Committee meets to review architect proposals and
project management proposals
Project Manager Interviews
Architect Interviews
Citizens Oversight Committee to review Architect and
project management recommendation
City Council to select architectural and project management firm
City negotiates with Architect and project manager-Signs contract
Preliminary Architectural Drawings due
City Council approves Preliminary Architectural Drawings
City Council selects Construction Project Manager
Construction Documents due from architect
City Council approves Construction documents
Advertise for Construction Bids
Construction Bids. due
Review Construction Bids
Construction Firm interviews and negotiations
City Council approves Construction Firm
Construction contract let
Ground Breaking Ceremony
ATTACHMENT B
CITY OF SARATOGA
LIBRARY EXPANSION COMMITTEE
The Library Expansion Committee (the Con~ittee)-was established by the City Council
in April 2000 to advise the City Council on issues related to the renovation and expansion
of the Saratoga Community Library. The Committee consists of City of Saratoga staff, a
City Council Member, Santa Clara County Library staff, representatives from the Friends of
the Library, representatives from the Library, Planning, Public Safety, and Heritage
Preservation Commissions, and three community representatives.
The Committee was established shortly after the citizens of Saratoga approved the
renovation and expansion of the Library, and will continue until the Library construction
is completed. The Committee will be the primary advisory body to the City Council
during the development and construction of this project, and will report to the City
Council on a regular basis as to the progress and status of the Library constructiOn.
The Committee is charged with the following responsibilities:
· Publish timely informational bulletins to the public on the expansion progress.
· Develop the Requests for Proposal (RFP) for architectural services and project
management services.
· Review responses to the RFP, and make a recommendation to the City Council on the
selection of the architect and project manager.
· Advise the architect during the development of the architectural drawings.
· Assist the City Council in receiving community input on the architectural design.
· Develop the RFP for construction management services, including the criteria and
process for selection.
· Review proposals to the RFP, and make a recommendation to the City Council on the
selection of the construction manager.
· Review construction bids, and make a recommendation to the City Council.
· Participate in the ground-breaking ceremony.
· Monitor construction and report to the City Council on the status of the construction
phase of the project.
· Develop a process as the project nears completion, to ensure that all construction
details are completed to the satisfaction of City.
· Participate in the opening ceremony.
· Conduct a final review one year after opening to confirm to the City Council that the
project meets the Ci~'s needs, as specified in the Library Building Program.
O.'lAlexLLibrary Expansionlcharge. doc ATTACHMENT C s/i o/oo
The Citizens Oversight Committee is charged with ensuring that Measure N funds are
used in accordance with the intention Of the voters. By monitoring all phases of the
project, the Committee will ensure the appropriate expenditure of funds, the highest
possible level of efficiency, and the maintenance of building sChedules and projected
budgets, so that the Saratoga Community Library is fully renovated and expanded to
better serve the needs of the community.
The Committee will validate to the Community and to the City Council that library bond
monies are expended as stated in the bond language approved by the voters on March 7,
2000.
The Committee shall consist of five members from the Saratoga community. They shall
have no affiliation with the Saratoga City Council, it's Commissions, or staff. Every
effort shall be made to have a Committee with a diverse range in age and culture to
reflect the make-up of our community. Knowledge of building construction and financial
aptitude would be beneficial to the committee. The Committee will have City staff
support and a liaison from the Library Expansion Committee.
The Committee shall meet monthly once the project is begun. Prior to that, they shall
meet as deemed necessary by the City Manager.
Measure N read as follows: "To improve, renovate, and expand the Saratoga Community
Library in its current location by providing space for more books; ensuring modem
earthquake standards; improving access to fire exits; updating electrical wiring for
computers; providing adequate seating; updating inadequate lighting; and providing
additional space for children's reading areas, shall the City issue $15 million in bonds at
the lowest interest rates possible with guaranteed annual audits, a Citizens Oversight
Committee, and no money for administrator's salaries?"
05/ 0/2000 ATTACHMENT D