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Home My WebLink About01-03-2001 City Council Agenda Packet AGENDA REGULAR MEETING SARATOGA CITY COUNCIL JanUary 3, 21}01 CALL MEETING TO ORDER- 5:45 P.M. ANNOUNCEMENT OF CLOSED SESSION ITEMS KEEP ONE YEAR ADJOURNED TO CLOSED SESSION - 5:45 P.M. Liability Claims Claimant: Ron Luketich - Claim #95110020 & 96110014 Agency Claimed Against: City of Saratoga (Gov't Code Sec. 54956.95) Conference With Legal Counsel - Existing Litigation (Government Code section 54956.9(a)): Name of case: City of Saratoga v. Hinz (Santa Clara County Superior Court Doc. No. CV-784560) Name of case: B&N Development LLC v. City of Saratoga (Santa Clara County Superior Court Doc. No. CV785117) Conference With Legal Counsel - Initiation of Litigation (Government Code section 54956.9(c)): (1 case) Conference with Real Property Negotiator Property: 18870 Allendale Avenue Negotiating Parties: City of Saratoga/Serbian Eastern Orthodox Church Under Negotiation: Instructions to negotiator regarding price and terms and payment for real property lease. REGULAR MEETING - 7:00 P.M. - CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE. MAYOR'S REPORT ON CLOSED SESSION 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 posited on December 29, 2000) - COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Agendized Items Any member of the public will be allowed-to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. 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 1. Commendation for Ron Adolphson, Friends of the Warner Hutton House. Recommended action: Present commendation. CONSENT CALENDAR The Consent Calendar contains routine items of business. Items on this section will be acted in one motion unless they are removed from the Consent Calendar. 2A. Approve Council Meeting Minutes Regular Meeting - December 12, 2000 Recommended action: Approve minutes. 2B. Review of Check Register. Recommended action: Note and file. 2C. Financial Reports - Five Months Ended November 2000. Recommended action: Note and file. 2D. Review Planning Commission Action Minutes - December 13, 2000 Recommended action: Note and file. 2E. 2F. · Approve resolution denying appeal of Planning Commission approval of Tentative Map for subdivision at 20251 Saratoga-Los Gatos Road Recommended action: Adopt resolution. Approve resolution confirming Council Agency and Commission Liaison Appointments. - Recommended action: Adopt resolution. 2G. Approve resolution supporting Saratoga High School's Perlbmfing Arts Building Project. Recommended action: Adopt resolution. · PUBLIC HEARINGS (ApplicantS/Appellants and their representatives have a total of ten minutes maximum for opening statements. Members of the public may comment on any item for up to three minutes. Applicant/Appellants and their representatives have a total of five minutes maximum for closing statements. Items requested for continuance are subject to Council's approval at the Council meeting) Resolution ordering abatement of a.public nuisance by removal of hazardous weeds. Recommended action: Adopt resolution. ' OLD BUSINESS Update status report - Saratoga Playfieldsl Recommended action: Accept report and direct staff accordingly. update status report - Septic Abatement. Recommended action: Accept report and direct staff accordingly. NEW BUSINESS Authorization to City Manager to execute amendment to contract with Santa Clara County Sheriff's Department. Recommended action: Authorize City Manager to execute contract. Policy for electronic mail and internet usage. Recommended action: Accept report and direct staff accordingly. Authorization to City Manager to execute contract with Avery & Associates for the recruitment of Community Development Director. Recommended action: Authorize City Manager to execute contract. CITY COUNCIL ITEMS OTHER CITY MANAGER'S REPORT ADJOURNMENT In compliance with the Americans with Disabilities .4ct (ADA), if you need special assistance to participate in this meeting;please contact the City Clerk at (408) 868-1269. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR 35. J 02-35. ! 04 AD,4 Title January 17, 2001 January23,2001 February 7, 2001 February 13, 2001 February21,2001 March 7, 2001 SCHEDULED CITY COUNCIL MEETINGS '~ Adjourned Meeting/Reorganization Council Chambers 13777 Fruitvale Avenue Saratoga, California Adjourned Meeting - Joint Session Planning Commission, Heritage Preservation Commission Adult Care Center 19655 Allendale avenue Saratoga, California Regular Meeting/Council Chambers 13777 Fruitvale Avenue Saratoga, California Adjourned Meeting - Joint Session : Finance Commission, Library Commission Adult Care Center. 19655 Allendale avenue Saratoga, California Regular Meeting/Council Chambers 13777 Fruitvale Avenue Saratoga, California Regular Meeting/Council Chambers 13777 Fruitvale Avenue Saratoga, Califomia 7:00 p.m. 7:00 p.m. 7:00 p.m. 7:00 p.m: 7:00 p.m. 7:00 p.m. SARATOGA CITY COUNCIL MEETING DATE: January 3, 2001 AGENDA ITEM: ORIGINATIN~~~er PREPARED B~~~~) CITY MANAGER: DEPT HEAD: SUBJECT: Commendation for Ron Adolphson RECOMMENDED ACTION: Present Commendation. REPORT SUMMARY: Attached is a commendation for Ron Adolphson. Mr. Adolphson is retiring from his position as treasurer for the Friends of the Warner Hutton House. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A - Copy of commendation. CITY OF SARATOGA RESOLUTION OF THE CITY COUNCIL COMMENDING RON ADOLPHSON WHEREAS; Ron Adolphson is one of the original founders of the non-profit organization, Friends of the Warner Hutton House; and WHEREAS; Ron was a key individual in the establishment of the non-profit status for the Friends of the Warner Hutton House for the purpose of fundraising for teen programs in Saratoga. He assisted in filing the incorporation papers and served on the inaugural board; and WHEREAS; Ron has served as treasurer since 1996. Some of his duties as treasurer have included; completing all the annual IRS filing, tracking all donations and expenditures, paying invoices, and issuing monthly financial reports to the Friends of the Warner Hutton House and the Saratoga Youth Commission; and WHEREAS; the City of Saratoga would like to thank Ron for his dedication, financial expertise, and his ability to bring diverse people together in working towards a common goal; and WHEREAS; Saratoga City Gouncil is proud of the citizens who contribute time and talent to our community, t NOW, THEREFORE, THE CITY OF SARATOGA, does hereby commend Ron Adolphson for his service and dedication to teen programs in Saratoga and the Friends of the Warner Hutton House. WITNESS OUR HAND AND THE SEAL OF THE CITY OF SARATOGA on this 3rd day of January 2001. John Mehaffey, Mayor Saratoga, California SARATOGA CITY COUNCIL MEETING DATE: January 3, 2001 ORIGINATING DEPT: City Mfnmlter REPARED BY': AGENDA ITEM: CITY MANAGER: DEPT HEAD: 2A SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes as submitted for the following City Counci) Meeting:. Adjourned Meeting - December 12, 2000. REPORT SUMMARY: N/A FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION:. N/A FOLLOW UP ACTION: Retain minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A - December 12, 2000 City Council Minutes December 12, 2000 MINUTES SARATOGA CITY COUNCIL DECEMBER 12, .2000 The City Council of the City of Saratoga met in Closed Session, Administrative Conference Room, 13777 Fruitvale Avenue at 5:00 p.m. Public EmploYee Performance Evaluation (Gov't Code 54975) Title: City Manager. Conference with Legal Counsel re: Anticipated. Litigation Significant exposure to litigation pursuant toGovemment Code Section 54956.9(b) (1 potential case). ADjoURNED TO THEATER LOBBY FOR RECEPTION- 6:30 p.m. MAYOR'S REPORT ON CLOSED SESSION ~-7:05 p.m. Mayor Bogosian reported there was Council discussion' but no action was taken. Mayor Bogosian called the Adjourned City Council meeting to order at 7:06 p.m. and requested. Councilmember Mehaffey to lead the Pledge of Allegiance. ROLL CALL pRESENT: · Ann Waltonsmith, Evan Baker, Nick Streit, John Mehaffey, Mayor Stan Bogosian. ABSENT: None ALSO. PRESENT:' Dave Anderson, City Manager .Richard Taylor, City Attorney Cathleen Boyer, City Clerk Mary Jo Walker, Director of Administrative Services John' Cherbone, Director of Public Works REPORT oFCITY CLERK ON' POSTING OF-AGENDA FOR DECEMBER 12, 2000. Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of December 12, 2000 was properly posted on December 8, 2000.. City Council Minutes December 12, 2000 COUNCIL REORGANIZATION.. . APPROVE RESOLUTION DECLARING OFFICIAL CANVASS OF . BALLOTS FROM REGISTRAR OF VOTERS IN REGARDS TO NEWLY ELECTED CITY COUNCILMEMBERS. . STAFF RECOMMENDATION: Adopt resolution declaring official canvass of ballots. TITLE OF RESOLUTION: 00-061 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING THE RESULTS OF THE GENERAL MUNICIPAL ELECTION OF MEMBERS TO THE CITY COUNCIL OF NOVEMBER 7, 2000. BAKER/MEHAFFEY MOVED TO ADOPT RESOLUTION DECLARING THE RESULTS OF THE GENERAL MUNICIPAL ELECTION OF NOVEMBER 7, 2000 IN REGARDS TO NEWLY ELECTED CITY COUNCILMEMBERS. MOTION PASSED 5-0. APPROVE RESOLUTION DECLARING OFFICIAL CANVASS OF BALLOTS FROM REGISTRAR OF VOTERS IN REGARD TO MEASURE G. STAFF RECOMMENDATION: Adopt resolution declaring official canvass of ballots. TITLE OF RESOLUTION: 00-062 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING THE RESULTS OF THE ELECTION CONCERNING MEASURE G AT THE ELECTION OF NOVEMBER 7, 2000. BAKER/WALTONSMITH MOVED TO ADOPT RESOLUTION DECLARING THE RESULTS OF THE GENERAL MUNICIPAL o ELECTION OF NOVEMBER 7~ 2000 ONCERNING MEASURE G. MOTION PASSED 5-0. REMARKS FROM OUTGOING MAYOR- STAN BOGOSIAN. Mayor Bogosian reflected on his term as Mayor of the City of Saratoga. Mayor Bogosian mentioned two of the Council's major accomplishments: 1996-Measure G and 2000-Measure G. He also thanked the staff for their City Council Minutes December 12, 2000 'support during the difficUlt periods of transition that accrued this past year. Mayor Bogosian thanked Bill Norton, former Interim City Manager, for his efforts in the negotiations with the Mountain Winery and a resolution regarding the Heritage Orchard. Mayor Bogosian reflected back on his friend and colleague Jim Shaw. Mayor Bogosian thanked the voters of Saratoga for electing him to a second term. o ADMINISTER OATH OF OFFICE TO NEWLY ELECTED CITY COUNCILMEMBERS.' STAFF RECOMMENDATION: City Clerk to Administer Oath of Office. Cathleen Boyer, City Clerk, administered the Oath of OffiCe to the following newly elected Councilmembers, Stan Bogosian and Ann Waltonsmith. REORGANIZATION OF CITY COUNCIL.· STAFF RECOMMENDATION: ~ Elect Mayor and Vice Mayor. Dave Anderson, City Manager, declared the office of Mayor vacant and asked for nominations. Councilmember Waltonsmith moved to nominate John Mehaffey as Mayor. WALTONSMITH/STREIT MOVED TO APPOINT JOHN MEHAFFEY AS MAYOR. MOTION PASSED 5-0. Mayor Mehaffey declared the office of Vice Mayor vacant and asked for nominations. Councilmember Baker moved to nominate Nick Streit as Vice Mayor. BAKER/WALTONSMITH MOVED TO APPOINT NICK STREIT AS VICE MAYOR. MOTION PASSED 5-0. REMARKS FROM NEW MAYOR, VICE MAYOR, AND NEW COUNCILMEMBERS. Mayor Mehaffey commented how honored he was to serve as Mayor of Saratoga for the next year. He thanked the staff and all the volunteers who make the City of Saratoga what is today. City Council Minutes December 12, 2000 Mayor'Mehaffey highlighted specific City issues and goals he hopes to focus on during his term ag Mhyor of Saratoga: 1. City Hall 2. Long term planning issues -~ 3. Traffic 4. Housing 5. Civic/Senior Center Master Plan 6; Noise/Pollution · 7. ~ Library 8. Heritage Orchard 9. Gateway Redevelopment and Village Revitalization 10. Recreation/Playfields 11.-Public Communications 12. Legislative issues Mayor Mehaffey concluded that he looks fOrward to working with the Ci. ty Staff, Council, Boards & Commissions, Residents and Businesses of Saratoga to accomplish these goals. Councilmember Streit thanked his fellow Councilmembers for having the confidence in him to appoint him Vice Mayor. Councilmember Streit noted that he would fully support Mayor Mehaffey. Councilmember Waltonsmith noted she fully supports Mayor Mehaffey's agenda. COMMUNICATIONS FROM COMMISSIONS & PUBLIC None COMMUNICATIONS FROM BOARDS AND COMMISSIONS None WRITTEN COMMUNICATIONS None ORAL COMMUNICATIONS The following people spoke at tonight's meeting: Cheriel Jensen, 13737 Quito Road, suggested to Mayor Mel{affey that he add to his agenda the continuation of utility under grounding. Liz Kniss, Mayo?/City of Palo Alto, congratulated Councilmember Bogosian and Councilmember Waltonsmith for their re-election. Ms. Knits also congratulated Mayor Mehaffey on his appointment. 4 City Council Minutes December 12, 2000 Elliot Onn, 13770 Beaumont Avenue, expressed concern for the lack of tow income housing in Saratoga. He noted he is a student at Redwood Middle School and has seen an increased number of teachers resigning due to the lack of affordable housing in the area. Mr. Onn asked the Council to discuss this problem at a future meeting. COUNCIL DIRECTION TO STAFF None Mayor Mehaffey indicated the VTA has requested the opportunity to be heard before the Consent Calendar items. Consensus of the City Cotmcil to move Item #10A before the Consent Calendar. This would allow the VTA to present the status on the Highway 85-Noise Mitigation Study. OLD BUSINESS 10A. PRESENTATION - HIGHWAY 85 NOISE MITIGATION PROJECT UPDATE STAFF RECOMMENDATION: Accept report and direct staff accordingly. Mike Evanhoe, Santa Clara Valley Transportation Authority, noted that tonight he and his colleague, Jeff Funk, would be giving the Council an overview stratus report-on the Highway 85 Noise Mitigation Study. JeffFunk, Deputy Engineer/SCVTA, noted last summer they were before the Council awaiting the outcome of the Caltran study on noise reduction on Highway 85.~ Unfortunately, the grinding project that Caltrans was supposed to do has been delayed until March. Mr. Evanhoe noted the delay is caused by the fact that Caltran has to replace concrete slabsin the section where the grinding project will take place. Mr. Evanhoe hopes tO have'the draft report back to Council in April 2001, in time togo to the joint session with the Board of Supervisors for funding in May 2001. Councilmember Bogosian questioned the concrete slab replacement being -performed by Caltran and noted that the delay was unacceptable. Councilmember Waltonsmith questioned why Caltran cannot find another section they could grind to avoid any further delays. Councilmember Streit asked what steps will be taken if the grinding does not work. City Council Minutes December 12, 2000 Mr. Evanhoe responded that if the grinding d(~es not reduce the noise by at least three (3) decibels, they would have to look at pavement overlays. Councilmember Baker asked how much of a decibel reduction there is with an asphalt overlay. Mr. Evanhoe responded that an asPhalt overlay could also have a noike reduction level of three (3) decibels. Mr. Evanhoe pointed out that with an ' asphalt overlay, although it reduces the decibels considerably the first time you put it down the average life of noise continuation is 5-7 years. Mr. Evanhoe noted that over time the openings in the grated asphalt fill up and wear down. After the seventh year the benefit.diminishes. UnfortUnately, it is recommended that every 3-4 years the overlay be replaced. Councilmember Baker asked how long of a section Caltran is grinding. Mr. Funk responded that Caltran is grinding a small section of Highway 101 in Sonoma County. Caltran had to find longitude grooves that matched Highway 85.. Mayor Mehaffey asked if the grinding in the test section would be performed in March. Mr. Funk responded that he did not know for a fact that the grinding would begin in March. Mr. Evanh0e noted that this project in Saratoga has been the ground breaking issue around the state and a number of communities are awaiting the outcome of the Caltran study, so it would be to Caltrans advantage to finish the study. Councilmember Bogosian noted when he attended the League of California Cities conference he spoke with an engineer who said the wear and tear on asphalt overlays is a myth. Councilmember Bogosian noted the engineer's comment that the asphalt overlay, if applied correctly, should not disintegrate. Mayor Mehaffey thanked Mr. Evanhoe and Mr. Funk for the presentation. Bob Karlak, 13000 Anza Drive, noted he has been working on this issue since 1984 and has a vast amount of information on this subject. He provided information from a study performed by the Oregon Department of Transportation and the University of Oregon that asphalt overlay reduces noise by 7 ½ decibels. 6 City Council Minutes December 12, 2000 Ardith West, Saratoga resident, directed her question to Mr. Evanhoe. She asked if the VTA has contacted Asentec, the company who did the study on sound walls and concrete. Mr. Evanhoe responded that the VTA has not contacted Asentec because they are under contract with Caltrans. Cheriel Jensen, 13737 Quito Road, noted she fully supports doing asphalt overlay now. PUBLIC HEARINGS APPEAL OF PLANNING COMMISSION APPROVAL OF A TENTATIVE MAP FOR THE SUBDIVISION LOCATED AT 20251 SARATOGA-LOS GATOS ROAD (CONTINUED FROM 11/15/00). STAFF RECOMMENDATION: Deny the appeal and uphold the Planning Commission's decision. Dave Anderson, City Manager, presented staff report. Mr. Anderson noted that the City Council heard this appeal on November 15, 2000. Councilmember Baker and Councilmember Waltonsmith stated they would not be able to support the five-lot subdivision, with the proposed flag lot, necessary to create Lot 4. Upon further discussion, the Council agreed to continue the appeal hearing to allow the applicants an opportunity to present a revised Tentative Map that combined the driveway of Lot 4 with the driveway of either Lot 3 or Lot 5. Mayor Mehaffey openedthe.public .hearing at 8:00 P:m. and invited any public comments. Gregory HoWell/Developer, 125 Glenridge Drive, Los Gatos, thanked the Council for giving them the opportunity to continue their discussion on the proposed-five (5) lot subdivisions.' Mr. Howell reported that they moved the driveway over 20 feet and combined the driveways of Lots 4 & 5, reducing the impact on the Lee's house,'which they had asked for at the last meeting. Helen Lee, 14653 Carnelian Glen Court, commented the only change in the · driveway onLot 4 is that they moved the front over 20 feet, but the driveway facing her front door is still long and flat. Mrs. Lee noted she has done some research on issues the Developers said they could not do throughout this procedure. Mrs. Lee noted her suggestion that they move the driveway along the side of the fence, but was told that'too many trees would have to be taken out. Mrs. Lee noted she and her husband walked along the' fence and there were no trees that would have to be removed. City CoUncil Minutes December 12, 2000 Mrs. Lee reported that she recently talked to Chief Kraule/Saratoga Fire Department, and he told her he recommended separate driveways for each house because the parcels are so large. Mrs. Lee also noted she contacted Caltran's permit department and they told her no one applied for a permit to use the existing driveway and Caltran usually does not object to the continued use of an existing driveway. John Pace; on behalf of his parents Sam and Lorraine Pace, 14675 Carnelian Glen Co.urt, noted his parents expressed the same concerns as the Lee's. Mr. Pace noted that his parents do not object to the project, but have concerns regarding the increased traffic. He noted his parents do not understand why the developers aren't using the existing driveway, especially since Caltran does not object. Elinor Hein;. 14675 Carnelian'Glen Court, expressed her concern on how drastically this development will change the area. Ms. Hein noted she was concerned with increased noise, lack of trees, and safety issues. In light of the new information, Councilmember Waltonsmith asked why the existing driveway is not being used to service all five lots. Chuck Page, Chair/Planning Commission, responded, noting that Jim Jeffries, Traffic Engineer, opposed recommending the usage of the existing driveway. Mr. Page noted that Mr. Jeffries reported that it would not be safe. Councilmember Baker asked if the Planning Commission ever considered four .(4) lots instead of five (5) lots. Mr. Page responded that the Planning Commission did considei~ reducing the number of lots but did not make any recommendations to the Developers. Mr. Howell noted that he talked to ChiefKraule and was told that he did not support shared driveways, but since shared driveways already exist in -Saratoga he could not deny its use at the proposed development. Mr. Howell also noted they have angled the driveway over 20 feet and plan to landscape it so the Lee's house would not be impacted. Mr. Howell noted in regards to the suggestion by Mrs. Lee, to move the driveway along the fence, that the City's Arborist opposed the placement of the driveway there because the trees on the other side of the fence would be impacted. · Councilmember Streit noted that the new plan indicates that one (1) extra oak tree would have to be cut down. Mr. Howell responded that in order for them to move the driveway over 20 feet, an extra oak tree would have to be cut down. 8 City Council Minutes December 12, 2000 Mrs. Lee expressed her dissatisfaction that the trees would have to be cut down in order for the developers to move the entrance of the driveway over 20 feet. This would still not solve the problem of Lot 4 having a long and flat driveway facing her front door. Mrs. Lee also commented on the fact that Mr. Howell now claims it is the neighbors' trees on the other side of the fence that would be impacted. She feels that is where the driveway should go. Mrs. Lee feels that the Developer has not treated her honestly and fairly and requested the Council to look into the matter of the usage of the existing driveway, which Caltran does not object to using. Mr. Howell noted that they did consider moving the flag lot on the other side of the property but it was not a viable solution. He noted the neighbors objected to having the flag lot next to their property because it would create a "tunnel" effect. Mr. Howell explained the ingress and egress on to Saratoga- .Los Gatos Road would cause a traffic hazard, which the Ci[y's traffic engineer, Jim Jeffries, suggested not doing because he felt Caltrans probably would.not approve it. Councilmember Streit asked if the "screening plan" for the flag lot driveway was a condition of the initial approval. Councilmember Streit feels that screemng wOuld.possibly eliminate the problem of headlights shining into the Lee's house. ' , Mr. Page noted the Planning Commission discussed screening but does not recall making it part'of the c0riditic~ns of approval. Mr. Howell explained that they have tried to make their development ascetically pleasing to the surrounding neighborhood. Mr. Howell noted that the flag lot cannot be seen from the road because the lot drops 15 feet from front to back and the neighbors requested that fences on the properties do not start 110 feet back from the street. Councilmember Streit :asked if they'would object to adding a "screening plan" to the approval of the Tentative map. Mayor Mehaffey closed the public hearing at 8:32 p.m. Councilmember Baker noted he agreed with the City's traffic engineer that using the existing driveway for five houses is not acceptable. Councilmember Baker noted he opposed flag lots and would not support this five-lot subdivision. He noted that this property should only be developed with four (4) lots. 9 City Council Minutes December 12, 2000 C0unCilmember Streit conCurred with Councilmember Baker that the use of the existing driveway/Was not safe for five houses and felt the placement of the driveway of the flag lot is in the proper Place. Councilmember Streit noted he could sUpport the project with the changes and with the conditions of the proper amount of screening and the proper amount of trees being. replanted that would block the lights from the surrounding 0roperties. Councilmember Waltonsmith noted she could support the project with Councilmember Streit'sadded conditions. Councilmember Bogosian concurred with Councitmember Streit's suggestions and noted he could now support the project. Mayor Mehaffey concurred with Councilmember Bogosian that the usage of the property is a reasonable compromise between the Developers and the neighbors. He suggested that the Developers angel the driveway over more so it does not face the Lee's front door. Mayor Mehaffey commented he could support the project,".with all the changes and added conditions. STREIT/MEHAFFEY MOVED TO APPROVE A TENTATIVE MAP FOR THE SUBDIVISION LOCATED AT 20251 SARATOGA -LOS GATOS ROAD SUBJECT TO ADDED CONDITIONS.. MOTION' PASSED 4,0 WITH BAKER OPPOSING. CIRCULATION ELEMENT & SCENIC HIGHWAY ELEMENT (CONTINUED FROM 11/15/00). STAFF RECOMMENDATION: Approve Circulation Element & Scenic Highway Element. TITLE OF RESOLUTION: 00-063 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADOPTING THE NEGATIVE DECLARATION AND CIRCULATION AND SCENIC HIGHWAY ELEMENT UPDATE Dave Anderson, City Manager, presented staff report. Mr. Anderson reported the Circulation and Scenic Highway Element final document incorporates trail advocate Teri Baron's comments and Councilmember WaltOnsmith's suggested Highway 85 language. Staff has again replaced the Saratoga Library referen6e desk copies with this latest version and updated the City's website. · Mayor Mehaffey opened the public heating at 8:47p:m. and invited any 10 City Council Minutes December 12, 2000 public comments. Cheriel Jensen, 13737 Quito Road, expressed her concern with future interchanges in the City of Saratoga. Ms. Jensen suggested adding the number of people who rejected interchanges in the background report. Mayor Mehaffey closed the public hearing at8:49 p.m. Councilmember Waltonsmith agreed with Ms. Jensen that .by adding the number ofpe0ple who opposed interchanges in the City of Saratoga would show the history of the issue. Councilmember Baker noted he did not see a problem adding the number of people who opposed interchanges to the report. Richard Taylor, City Attorney, suggested adding a footnote in the text that would reflect the number of people who opposed interchanges. BAKER/STREIT MOVED TO ADOPT THE NEGATIVE DECLARATION AND CIRCULATION AND SCENIC HIGHWAY ELEMENT UPDATE. MOTION PASSED 5-0. Mayor Mehaffey declared a five-minute recess at 8:58 p.m. Mayor Mahaffey reconvened the meting at 9:03 p.m. Mayor Mehaffey pointed out that Mr. Landau (Item # 14) was present tonight and requested to be mOved up on the agenda. Mayor Mehaffey asked'for the consensus of the City 'Council to grant Mr. Landau's request. Consensus-of the City Council to move Item #14 before Old Business. 'NEW BUSINESS .14. JOSEPH LANDAU, CLAIMANT; CLAIM NO. 0511611 STAFF RECOMMENDATION: Reject claiTM. Mary Jo Walker, Director of Administrative Services, presented staff report. Director Walker reported the claimant states he damaged his bicycle wheel on Pierce Road due to a pothole. The claimant had to replace his front wheel at a cost of $105.87. 11 City Council Minutes December 12, 2000 Director Walker explained a neighbor was riding with the claimant when the accident occurred. The claimant does not want to provide the neighbor's name or address as a witness to the incident. Director Walker noted the City has no record of any prior notice regarding a 'road hazard at this location. There is an area approximately 30 feet prior to Sara Hills Drive where the crack widens to approximately five inches with a depth of approximately three inches. Receiving prior notice of the condition. and allowing adequate time for the City to make repair are two required elements to make a finding that the City is liable for damages. The City was not able to repair a condition for which it had not received prior notice. Based upon these findings, ABAG recommends rejection of this claim. Joseph Landau; 744 Caribou Court, Sunnyvale, noted that he did not agree with the letter he received from ABAG stating it was his responsibility to make. sure the road was safe and if it wasn't he was suppose to report it to the City of Saratoga. Mr. Landau provided the Council with pictures of the pothole. Mr. Landau reported that he visited the site this past weekend and the pothole was still not repaired. · Councilmember Waltonsmith asked what the City's liability is. Richard Taylor, City Attorney, repOrted that with respect to the City's obligation under the law, the law says it is not Mr. Landau responsibility to notify the City in advance, but before the City would be required under the law to make a claim to Mr. Landau the City would haveto be on notice of the defects on the roadway and'would have to have a reasonable opportunity to repair the street would. Unfortunately, a trench dug by another agency caused this defect and the City has fulfilled its obligation'and repaired it. Mayor Mehaffey asked if the road has been repaired yet. John Cherbone, Public Works Director, indicated the Public Works Department repaired the defect today. Director Cherbone explained that the defect was aciua.lly failed backfilling from a previous utility project. BOGOSIAN/STREIT MOVED TO REJECT CLAIM FILED OF JOSEPH LANDAU, CLAIMANT; CLAIM NO. 0511611. MOTION PASSED 5-0. · City Council Minutes December 12, 2000 CONSENT CALENDAR The Consent Calendar contains routine items of business. Items on this section will be acted in one motion unless they are remOved from the Consent. Calendar. 7A. APPROVAL OF COUNCIL MINUTES OF: NOVEMBER 1, 2000 - REGULAR MEETING NOVEMBER 15, 2000 - REGULAR MEETING DECEMBER 4, 2000 - SPECIAL CLOSED SESSION STAFF RECOMMENDATION: Approve' submitted minutes. STREIT/WALTONSMITH MOVED TO APPROVE MINUTES OF NOVEMBER 1, NOVEMBER 15, AND DECEMBER 4, 2000 CITY COUNCIL MINUTES. MOTION PASSED 5-0. 7B. REVIEW OF CHECK REGISTER. STAFF RECOMMENDATION: Note and file. STREIT/WALTONSMITH MOVED TO NOTE AND FILE CHECK REGISTER. MOTION PASSED 5-0. OCTOBER FINANCIAL STATEMENTS. STAFF RECOMMENDATION: Note and file. STREIT/WALTONSMITH MOVED TO NOTE AND FILE OCTOBER FINANCIAL STATEMENT. MOTION PASSED 5-0. 7D. REVIEW OF PLANNING COMMISSION ACTION MINUTES. STAFF RECOMMENDATION: Note and file. STREIT/WALTONSMITH MOVED TO NOTE AND FILE PLANNING ACTION MINUTES. MOTION PASSED 5-0. 7E. CITY OF SARATOGA COMMISSIONS -ATTENDANCE RECORDS STAFF RECOMMENDATION: Note and file. Mayor Mehaffey pulled Item 7E from the Consent Calendar. 13 City Council Minutes December 12, 2000 Mayor Mehaffey congratulated the Youth Commission for per_fect attendance for the second half of the year. MEHAFFEY/BOGOSIAN MOVED TO NOTE AND FILE SARATOGA COMMISSION ATTENDANCE RECORDS. MOTION PASSED 5-0. OLD BUSINESS 10. AUTHORIZATION TO CITY MAYOR TO EXECUTE CONTRACT WITH JOE A. GONSALVES & SON FOR PROFESSIONAL LEGISLATIVE REPRESENTATION. STAFF RECOMMENDATION: Authorize CitY Manager to execute contract. Dave Anderson, City Manager, presented staff report. Mr. Anderson explained that at the November 15 City Council meeting, staff was directed to discuss with Gonsalves the details of service which the firm could provide, and to return with a recommendation as to whether to retain Gonsalves as a legislative consultant. Mr. Anderson noted the City's experience with Gonsalves has been positive. The firm has been supportive and professional and the services provided by Gonsalves related to SB 1883 were invaluable and could not have been performed by staff. BAKER/WALTONSMITH MOVED TO AUTHORIZE CONTRACT WITH JOE A. GONSALVES & SON FOR PROFESSIONAL LEGISLATIVE SERVICES. MOTION PASSED 5-0. NEW BUSINESS 11. REVIEW OF COUNCIL MASTER MEETING CALENDAR FOR 2001. STAFF RECOMMENDATION: Accept report and direct staff accordingly. Cathleen Boyer, City Clerk, presented staff report. City Clerk Boyer explained that it was the appropriate time for the Council to ~ discuss and approve the draft Master Meeting Calendar for the year 2001 presented lo 'them this evening. City Clerk Boyer noted the Library Commission's Joint Meeting with the City Council was cancelled in October 2000. Therefore, the Library Commission has requested to meet with the City Council in February instead of April. 14 City Council Minutes December 12, 2000 12. 13. Moving the Public Safety Commission, Sheriff, and Fire Districts to April and in turn .moving the Library and Finance Commission to February can accomplish this. Also, the date for City Council annual retreat needs to be set. Two possible dates have been suggested; May 12 or May 19, 2001. Consensus of the City Council to approve the draft Master Meeting Calendar for 2001; grant the Libraries request to meet With the City Council in February; and set the Council retreat date to May 19, 2000. COUNCIL AGENCY ASSIGNMENTS AND COMMISSION LIAISONS STAFF RECOMMENDATION: Accept report and directstaff accordingly. Cathleen iBoyer, City Clerk, presented staff report. City Clerk Boyer reported at the November 15 City Council meeting staff was directed to prepare a report listing all the outside agencies, committees, and commissions to which'City Councilmembers are assigned., " City Clerk Boyer noted it was now appropriate to review the previous assignment list and submit assignment requests to the Mayor. _The appointments will be brought back to Council in the form ora resolution on January 3, 2000. Mayor Mehaffey directed the Council-to submit their assignment request to him by Friday, December 22, 2000. · AUTHORIZATION TO CITY MANAGER TO EXECUTE CONTRACT WITH PHIL BLOCK, AICP FOR PLANNING STAFF SUPPORT. STAFF RECOMMENDATION: Authorize execution of contract. Dave Anderson, City Manager, presented staff report. Mr. Anderson explained the City Council included adequate funding for FY 00-01 to pay for Contract Planning Services. The funds were allocated from development review fee revenue to help current staff with the large number of development applications submitted during this busy year. Mr. Anderson noted Mr. Phil Block has over 28 years of pUblic sector planning experience and comes to Saratoga with excellent references. He has served as the Community Development Director for the City of Merced for twenty of those years. Mr. Block currently is working 32-plus hours ~per week for the City - Tuesday through Friday, and is contracted to work through March 2001. 15 City Council Minutes December 12, 2000 Mayor Mehaffey questioned Mr. Block's employment status and asked why the~City has not hired a permanent City Planner. Mr. Anderson explained that Mr. Block is being hired under a contractor status not a City employee. Mr. Anderson reported the City did conduct recruitment for a planner in September but did not receive any qualified candidates. Mr. Anderson noted upon the completion of the salary survey, another recruitment would take place. Mayor Mehaffey noted some employment issues that may happen if a contractor is hired longer than six (6) months or longer. WALTONSMITH/BAKER MOVED TO AUTHORIZATION TO CITY MANAGER TO EXECUTE CONTRACT' WITH PHIL BLOCK, AICP FOR PLANNING STAFF SUPPORT. MOTION PASSED 5-0. CITY COUNCIL ITEMS Councilmember Bogosian questioned the status of the. Fire District issue. Mr. Andersonnoted that the issue.was referred to the Public Safety Commission. The Public Safety Commission heard public testim~)ny at their last meeting and formed a subcommittee .that will report back to the Public Safety Commission. Councilmember Waltonsmith asked if the City had received any information on the results of the census. ,In addition, Councilmember Waltonsmith asked the status on the report regarding conversions of commercial retail users to office Uses that the City Attorney presented to the Council in August. Dave Anderson, City Manager, responded that once the position of Economic Development Coordinator was filled, the issue of conversions of commercial retail users to office uses would be addressed. Councitmember Bogosian reported that tomorrow he would be meeting ·with the Animal Control JPA. He noted they hired Rich Perry to recruit an Executive Director and unfortunately, a facility still has not been purchased. 16 City Council Minutes OTHER None CITY MANAGER'S REPORT None ADJOURNMENT Mayor Bogosian adjourned the.meeting at 10:40 p.m: Respectfully submitted, Cathleen Boyer City Clerk 17 SARATOGA CITY COUNCIL MEETING DATE: January 3, 2001 AGENDA ITEM: ORIGINATING DEPT: Administrative Services CITY MANAGER: PREPARED BY: ~ SUBJECT: 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 AP CHECKS A83683-83830 Date Manual Void Total 113101 Checks Checks 1 100 110 150 160 170 180 250 260 270 290 292 293 30o 310 320 400 410 420 700 710 720 730 740 800 810 830 990 ISubtotal GENERAL COPS-SLESF Traffic Safety Streets & Roads Transit Dev Hillside Repair LLA Districts Dev Services Environmental Housing & Comm Recreation Facility Ops Theatre Surcharge State Park Park Develpmt Library Expansion Library Debt Civic Cntr COP Leonard Creek Quarry Creek · Heritage Prsvn Cable ,T~.~ PD #2 PD #3 Deposit Agency . : Deferred Comp Payroll Agency SPFA PAYROLL CHECKS: B26143-26176 TOTAL 456,336.31 160.00 105,36o.31 1,572.36 (430.50) 2,542.65 10,835.09 3;578.03 28,971.00 17,586.16 1,371.50 73,240.25 691.32 1,500.00 702,172.62 (1,340.68) 1,572.36 (1,771.18) JPrepared by: IApproved by: Date: ~0 ~0 121 ~> 0 ~ 0 0 0 0 I 0 0 0 0 0 o o 0 § ........ o~o~o o~o o o~o o~o~o Oo [~o o o° oo o o ~ ~ ° o o o~ oo o 0 0 ~ 0 0 0 0 ~0 o o O~ ~ mmmmmmm ~ mm § o §§§§g§§ goo°° ~ ~ 0 oo~o~ 0 0 ~ 0 ~ .0 o° o° oo o o o o~ § §~ o~ O~ ~ 0 0 0 [..., t~ oo o o HU C;O ~> O0 0 0 ~:~ 0 0 0 0 0 n, 0 ~ 0 0 0 0 n 0 :> ~ :~ :> > ~ :> ~ :> :> :> ~ o o oo o o o oo o oo o o o o § ..... § ........ o ~ o o o § o oo 0 ~0 121 ~> ,al o o o o o oo oo 0 g o g~ o~ goo o § § g g o ~0 O~ {J {J ~0 r~ U o ......... goooooo §§ .... ooo g§o~... ~ .... ~oooo .... §~§~oooooo ...... §~g~g~gooooo ..... oooooo ooo oooooooooo oooooooooooooooo OZ ~0 121 .... ~o ~ ..... ooo .222 ooL d 0 o© o© ooooooooo ~ o~ oooooo o ooooo ooooooooo o oo oooooo o ooooo' go° ooo§§§§g°o o § o I> o~, o o o ~ ~ § ~' g o o o ~g o o o o ~ o ~ ~ .... ~ oo ~ ~o ~o mooo zoo o,o o ~ ~ ~ ~ ~ o g og ~o ~g g~ o oo g ggo o goo~ ~ ~ ~o <gggo§gOOo oo g oo o© ogg g g g ~:g <g ¥0 .:~ ~0 ~> o oo ~ .... ~ ....... ~ °° ~ ~ '°o ......... ~ ~ ~ ~ ~oo°° § o° § § § § ~ §~ oo°°§ o oo o o o o o o o ooo 0 =~ ~ o o . ~ ~ ~o aoo ,o ,o ~ mooo ~ o ~o ~oo ~ ...... ~ § .....o o §~ § o ~ § o o o § o o o Z 0 ~0 (~0 ~"0 ~> :> o ~o · . . . -- ................ ~ 000 ~ o o° oo o~ o ~§ ~§'~oo~°° ~ ~ ~oo oooo 0 0 O~ m~ o ~ oo o~° oo go° ,Woo 0 ~0 O~ :> ~> SARATOGA CITY COUNCIL MEETING DATE: January 3, 2001 AGENDA ITEM: ORIGINATING DEPT: Administrative Services CITY MANAGER: PREPARED BY: ./~ ~4q~ SUBJECT: Financial Reports for the Five Months Ended November 2000 RECOMMENDED ACTION(S): Accept the financial reports and the Treasurer's report for the five months ended November 30, 2000. REPORT SUMMARY: The accompanying financial reports represent the revenues, expenditures and fund balances in all City funds for the five months ended November 30, 2000. Summary Overall, revenues are higher than expected at this point in the annual cycle, and expenditures are as expected. For the five months ended November 30, the City is in a positive financial condition when compared to the annual budgeted revenues and expenditures. Revenues General Fund revenues are about $565,000 higher than expected as of November 30. This is due to slightly higher sales tax, construction tax, interest income, and motor vehicle license fees, as well as an unbudgeted one-time grant from the California Law Enforcement Equipment Program (CLEEP) that was approved in the Governor's budget. In other funds, development revenues have started out the fiscal year higher than budgeted due to the continued active building environment. Revenues in all other funds remain approximately as anticipated. Expenditures General Fund expenditures are about $63,000 lower than anticipated as of November 30, with savings in many of the program budgets. In other funds, the Streets and Roads Fund expenditures are about $100,000 lower than budgeted. Other funds are very close to where they are expected to be. Fund Balance The General Fund balance is $8,459,215 as of November 30, 2000, and $15,392,027 for all funds combined. At this point, it is anticipated that the General fund balance will be at approximately $500,000 lower by June 30, 2001, and that the fund balance for all funds combined will be about $3 million lower, 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 November 2000. Treasurer's Report for November 2000. Monthly_NovO0 2 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6% FUND BALANCE FUND FUND DESCRIPTION 001 GENERAL FUND 002 MIS REPLACEMENT FUND 003 PERS RETIREMENT FUND TOTAL GENERAL FUND AUDITED UNAUDITED BALANCE YEAR TO DATE ADJUSTS & BALANCE JULY 1~2000 REVENUE EXPENDITURE TRANSFERS NOV.30~2000 $ 8,955,703 $ 3,002,147 $ 2,227,601 $ (1~435,950) $ 8,294,298 95,000 35,000130,000 34.917 34,917 9,085,620 3,002,147 2,227,60i t 1,400,950) 8,459,215 SPECIAL REVENUE FUNDS: 100 COPS SUP. LAW ENFORCEMENT 44.119 100.000 16.666 2.177 129,630 I I 0TRAFFIC SAFETY SRF 29.310 (29,31 O) ] 50 STREETS&ROADS SRF 638,734 668.867 465~052 963A51 1.80&O00 160 TRANS DEV ACT SRF-CAP PROJ 170,055 170,055 170 [-[ILLSIDE REPAIR S RF 2.517 (2,517) 180 LANDSCAPE/LGTNG SRF 107,940 15.01 [ 79.189 43.762 250 DEVELOPMENT SRf 1,358,905 865.814 581.420 1.643,299 260 ENVIRONMENTAL PRG SRF 420,458 248.334 108,220 560,572 270 HOUSING & COMM DEV SRF 810 81,246 80,436 290 RECREATION SPY 240.501 423.928 183.427 292 FACILITY OPS SPY 57.778 98,052 40.274 293 THI:-ATER TCK SRCHG SPY 171 10.890 4,018 (7.043) TOTAL SPECIAL REV. FUNDS 2,570,327 2,239,832 2,027,845 1,400,950 4,183,264 CAPITAL PROJECT FUNDS: 310 PARK DEVELOPMENT 2,143,964 30.684 I 13.797 2,060.851 320 LIBRARY EXPANSION 85,439 (85.439) TOTAL SPECIAL REV. FUNDS 2A43,964 30,684 199,236 1,975,412 DEBT SERVICE FUND: 400 LIBRARY BONDS'DEBT SVC 93,607 90,657 2,950 AGENCY FUNDS: 420 LEONARD ROAD DEBT SVC 40.329 8~331 31,998 720 CA. TV TRUST FUND 86,303 lA 86 87.489 730 PARKING DIST #2 DEBT SVC 1,508 1~508 740 PARKING DIST ~3 DEBT SVC 16.698 154,592 (137.894) 800 DEPOSIT AGENCY FUND 485,374 485,374 990 SARATOGA PUBL FIN AGNCY 302.711 302.711 TOTAL AGENCY FUNDS 932,923 1,186 162,923 771.186 TOTAL ALL FUNDS $ 14,732,834 $ 5,367,456 $ 4,708,263 $ 15,392,027 AUDITED PROJECTED PROJECTED PROJECTED BALANCE YEAR TO DATE ADJUSTS & BALANCE JULY I~ 2000REVENUE EXPENDITURE TRANSFERS JUNE 30~ 2001 8.955.703 $ 7.531.184 $ 5.721.649 5 (2.993.647) $ 7.771.591 95~000 35.000 130,000 34,917 34.917 9,085.620 7,531,184 5,721.649 (2~58.647) ' 7.936.508 44.119 70.128 86.806 11.341 38.782 153.500 26.090 (127.4101 638.734 5.319.869 5.878.258 1.725.655 1.806.000 97.234 169.200 71.966 6.088 0 (6.088} 107.940 177.954 177.740 . - 108.154 1.358.905 1.508.200 1.646.522 (130.000) 1.090.583 420.458 547.546 621.380 346.624 262.928 287.821 34.051 9.158 782.300 1.045.808 263.508 125.000 224.128 99.128 171 25.000 41.516 16.345 2,570,327 9,075,747 10,205,269 1,958,496 3.399~01 2,143,964 93.150 2.037,027 200,087 1.000.000 1.000.000 2,143,964 93,150 3.037,027 1,000,000 200.087 93~78 93.829 151 40,329 11,700 11,700 40.329 86.303 4,200 0 90.503 1,508 0 1.508 485.374 0 485.374 302.711 20.000 0 322.711 932,923 207,631 183,431 957,123 14,732.834 $ 17,001,390 $ 19,241,205 $ $ 12,493.019 ATTACHMENT A NOVEMBER2000'xRECAP Page I 12/20/00 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6% REVENUES TITLE REVENUE RECAP BY FUND 001 GENERAL FUND $ SPECIAL REVENUE FUNDS: 100 COPS-SLESF FUND 110 TRAFFIC SAFETY FUND 150 STREETS & ROADS SKF 160 TRANSPORT DEVELOP ACT SKF 170 HILLSlDE REPAIR FUND 180 LANDSCAPE & LIGHTING FUND 250 DEVELOPMENT FUND 260 ENVIRONMENTAL PROGRAM FUND 270 HOUSING & COMMUNITY DEV FUND 290 RECREATION FUND 292 FACILITY OPERATIONS FUND 293 THEATER TCK SRCHG SKF TOTAL SPECIAL REVENUE FUNDS 310 400 CAPITAL PROJECTS FUNDS: PARK DVLPMNT CAP PRJ FND DEBT SERVICE FUND: LIBRARY BOND DEBT SRV FND TOTAL AGENCY FUNDS 420 LEONARD RD DEBT SER FUND 720 CA TV TRUST FUND 730 PRK DST#2 DBT SR/AGNCY FD 740 PRK DST#3 DBT SR/AGNCY FD 800 DEPOSITS AGENCY FUND 990 SARATOGA PFA AGENCY FUND TOTAL AGENCY FUNDS TOTAL ALL FUNDS ORIGINAL BUDGET FISCAL YEAR 2000-01 7,531,184 REVISED BUDGET (if different) ESTIMATED ACTUAL (if different) 70,128 153,500 5,096,627 97,234 6,088 177,954 1,508,200 547,546 262,928 782,300 -125,000 25,000 8,852,505 93,150 93,678 11,700 4,200 171,731 20,000 207,631 $ 16,778,148 YEAR-TO-DATE 11/30/00 11/30/00 ESTIMATE ACTUAL S ~,436,341 $ 3,002,147 100,000 100.000 37,500 29.310 624,898 668.867 2,203 2,517 30,729 15,011 628,333 865,814 228,144 248,334 1.250 810 240,167 240,501 52,083 57.778 10,417 10.890 1,955,725 2,239,832 38,813 30,684 93,677 93,607 · 1,750 1.186 : 1,750 1,186 $ 4,526,306 $ 5,367,456 (YTD) ACTUAL/ 11/30 ESTIMATE 23.2% 0.0% -21.8% 7.0% 14.2% -51.2% 37.8% 8.8% -35.2% 0.1% 10.9% 4.5% 14.5% -20.9% . -0.1% -32.2% -32.2% 18.6% NOVEMBER2000\REVENUE Page 2 12/20/00 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6°/o REVENUES TITLE FISCAL YEAR 2000-01 ORIGINAL BUDGET REVISED ESTIMATED BUDGET ACTUAL (if different) (if different) GENERALFUND 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 FRANCH1S~ FEES - SJ WATER FRANCHISE FEES - GREEN VALLEY BUSINESS LICENSES CLEEP MOTOR VEHICLE LICENSE FEE OFF HIGHWAY MV FEE HOPTR DISASTER RECOVERY OTHER REFUNDS & REIMBURSE 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 1,230,000 547,705 1,777,705 980,000 80,000 1,060,000 288,800 400,000 275,000 963,800 235,000 178,500 92,000 282,296 787,796 282,333 1,406,300 560 15.700 1,422,560 610,338 15,000 45,000 400,000 55,800 9,852 10,000 14,000 8,000 10,000 5,000 54,000 YEAR-TO-DATE 11/30/00 11/30/00 ESTIMATE ACTUAL 205,000 $ 210.654 205.000 210.654 408,333 499.405 33,333 30,618 441.667 530.023 120.333 187.046 166,667 217,357 91.667 88.939 (YTD) ACTUAL/ 11/30 ESTIMATE 2.8% 2.8% 22.3% -8.1% 20.0% 55.4% 30.4% -3.0% 378,667 493,342 30.3% 74,375 70,594 -5.1% 117.623 119,771 1.8% 191,998 190.365 -0.9% 117,639 116,477 -1.0% 110.820 100%+ 585,958 729,322 24.5% 585,958 840.142 43.4% 254,308 291,786 6,250 11,650 18,750 9,577 166,667 240.354 23.250 5,790 4.105 4,105 4,167 6.760 5,833 4,542 3,333 6,515 4,167 2,965 2,083 1,000 22.500 36,100 1,236,990 515,413 621.144 $ 7,531,184 $ 2,436,341 $ 3,002,147 14.7% 86.4% -48.9% 44.2% -75.1% 0.0% 62.2% -22.1% 95.5% -28.8% -52.0% 60.4% 20.5% 23.2% (1) (2) (3) (4) (5) (5) (6) (7) (8) (9) (1o) (4) NOVEMBER2000\REVENUE Page 3 12/20/00 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6% REVENUES TITLE FISCAL YEAR 2000-01 ORIGINAL BUDGET REVISED BUDGET (if different) ESTIMATED ACTUAL (if different 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 CALTRANS-SARATOGA/SV RD. AB 434 CLEAN AIR GRANT MEASURE B TOTAL ST&RDS SRF TRANSPORT DEVELOP ACT SRF-CAP PROJ 160 TOTALTDA HILLSIDE REPAIR SRE 170 INTEREST HILLSIDE STREET REPAIR TOTAL HILLSIDE REPAIR SRF LANDSCAPE/LGTNG SRF 180 PROP. TAX SPECIAL ASSESSMENT INTEREST TOTAL LANDSCAPEfLGTNG SRF DEVELOPMENT SRF 250 GEOLOGY REVIEW FEES ENGINEERING FEES PLANNING FEES ARBORIST FEE MAP/PUB/OTHER SALES DOCUMENT STRG FEES PERMITS-BUILDING PERMITS-GRADING TOTAL DEVELOPMENT SRF 70,128 3,500 150,000 153,500 140,835 6,000 150,744 270,325 1,404,000 193,095 224,082 2.006.000 324.294 377,252 5,096,627 97,234 800 5.288 6,088 73,750 102,204 2,000 177,954 65,000 60,000 350,000 60,000 2OO 13,000 900,000 60,000 1,508,200 364,077 · YEAR-TO-DATE 11/30/00 11/30/00 ESTIMATE ACTUAL 100.000 100.000 37,500 29,310 37,500 29,310 281.923 319,321 6,000 6.000 62.810 61.735 112.635 107.942 80.456 81.614 81,074 92,255 624,898 668,867 2,203 2,5'17 2,203 2,517 30,729 15,011 30,729 15,011 27,083 44,284 25,000 58,507 145,833 161,685 25,000 44,583 5,417 5,956 375,000 509,449 25,000 41,350 628,333 865,814 (YTD) ACTUAL/ 11/30 ESTIMATE 0.0% (11) -21.8% -21.8% 13.3%(12) 0.0% -I .7% -4.2% 1.4% 13.8% 7.0% 14.2% 14.2% -51.2% -51.2% 63.5% 134.0% 10.9% 78.3% 10.0% 35.9% 65.4% 37.8% (13) (1) (14) (4) NOVEMBER2000\REYENUE Page 4 12/20/00 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6% REVENUES TITLE ENVIRNMNTAL PRG SRF ST REFUSE SURCHG AB939 ENVIRONMENTAL FEES TOTAL ENVIRON PRG SRF HOUSING&COMM DEV SRF 270 HCD/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 COMM. CTR.SNACK BAR SALES REDWOOD SPORTS PRGM. TEEN SERVICES TEEN SNACK BAR SALES WARNER HUTTON CONTRIBUTIONS TOTAL RECREATION SRF FACILITY OPS SRE 292 BUILDING RENT PARKS RENT TOTAL FACILITY OPS SRF THEATER TCK SRCHG SRF 293 THEATERTCK SRCHG TOTAL SPECIAL REVENUE FUNDS CAPITAL PROJECTS FUNDS PARK DVLPMNT CAP PRJ FND 310 PARK DEVELOPMENT FISCAL YEAR 2000-01 ORIG1NAL BUDGET REVISED BUDGET (if different) ESTIMATED ACTUAL (if different) 30,479 517,067 547,546 259,928 3,000 262,928 10,000 32,000 131,300 100,000 425,000 1,500 30,000 51,000 1,500 YEAR-TO-DATE ! 1/30/00 11/30/00 ESTIMATE ACTUAL 12,700 14,803 215,445 233.531 228,144 248,334 1.250 254 556 1,250 810 5,000 5,000 24,000 24.400 25,000 25,923 41,667 42,344 130,000 122.034 12,500 12,995 2,000 7,805 782,300 240,167 240,501 120,000 50.000 54.984 5,000 2.083 2,794 125,000 52,083 57,778 25,000 10.417 10,890 8,852,505 1,955,725 2,239,832 93,150 38,813 30.684 (YTD) ACTUAL/ 11/30 ESTIMATE '16.6% 8.4% 05) 8.8% -79.7% 100%+ -35.2% 0.0% 1.7% 3.7% 1.6% -6.1% 4.0% 290.2% 0.1% 10.0% 34.1% 10.9% 4.5% 14.5% -20.9% NOVEMBER2000\REVENUE Page 5 12/20/00 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6% REVENUES TITLE DEBT SERVICE FUND: LIBRARY BOND DEBT SRV FND 400 PRINCIPAL INTEREST OTHER TOTAL LIBRARY BOND DEBT 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 TOTALAGENCYFUNDS GRAND TOTAL ORIGINAL BUDGET FISCAL YEAR 2000-01 85,000 8,408 270 REVISED BUDGET (if different) ESTIMATED ACTUAL (if different) 93,678 11,700 4,200 171,731 20,000 207,631 $ 16,778,148 YEAR-TO-DATE 11/30/00 11/30/00 ESTIMATE ACTUAL 85,00O 85.000 8.407 8,407 270 200 93,677 93,607 1.750 1,186 1,750 1,186 $ 4,526,306 $ 5,367,456 (YTD) ACTUAL/ 11/30 ESTIMATE 0~0% 0.0% -25.9% -0.1% -32.2 % -32.2% 18.6% REVENUE NOTES: (1) Property Taxes-Secured property tax paid in December/January and April/May. (2) Sales tax revenues are higher than originally budgeted. (3) Property Transfer taxes are higher than orginally budgeted due to the increase in real estate transactions. (4) Development Fees-Development activity remains higher than orginally budgeted. (5) Franchise Fees from PG&E and SJ Water received in April and February respectively. (6) State monies for California Law Enforcement Equipment Program (CLEEP) (7) Motor Vehicle License fees are higher than orginally budgeted. (8) Other Refunds and Reimbursements-Insurance premium refunds ($52,919) received in July, and Police refund ($96,366) received in Sept. (9) Interest income revenues are higher than originally budgeted. (I0) Rental Cell phone fees from Nextel & Sprint to be received later in the fiscal year. : (11) State monies for COP program received in October. (12) Streets&Roads Refunds&Reimb.-Traffic Congestion Relief monies ($223,242) and Quito Road reimbursement ($95,234) received in October. (13) State of CA CALTRANS monies ($2,006,000) received in December 2000. (14) Assessment Revenues-Paid in December/January and April/May. (15) Environmental Fees are slightly higher than originally budgeted. _ NOVEMBER2000\REVENUE Page 6 12/20/00 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6% EXPENDITURES 001 100 110 150 160 180 250 260 270 290 292 293 10 320 400 420 700 720 730 740 800 990 ORIGINAL TITLE BUDGET FISCAL YEAR 2000-01 REVISED ESTIMATED BUDGET ACTUAL (if different) (if different) EXPENDITURE RECAP BY FUND YEAR-TO-DATE 11/30/00 11/30/(}0 ESTIMATE ACTUAL GENERAL FUND $ 5,523,254 SPECIAL REVENUE FUNDS .COPS SUP. LAW ENFORCEMENT 86,806 TRAFFIC SAFETY SRF 26,090 STREETS&ROADS SRF 5,654,413 TRANS DEV ACT SRF-CAP PROJ 169,200 LANDSCAPE/LGTNG SRF 177,740 DEVELOPMENT SRF 1,646,522 ENVIRONMENTAL PRG SRF 621,380 HOUSING & COMM DEV SRF 191,806 RECREATION SRF 1,045,808 FACILITY OPS SRF 224,128 THEATER TCK SRCHG SRF 41,516 TOTAL SPECIAL REVENUE FUNi CAPITAL PROJECTS FUNDS: PARK DEVELOPMENT LIBRARY EXPANSION TOTAL SPECIAL REVENUE FUNi 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 #2 DEBT SVC PARKING DIST #3 DEBT SVC DEPOSIT AGENCY FUND SARATOGA PUBL FIN AGNCY TOTAL AGENCY FUNDS TOTALALLFUNDS $ 5,721,649 $5,721,649 5,878,258 5,878,258 $ 2,290,758 $ 2,227,601 23,193 16.666 287,821 287,821 573,810 465,052 169,200 170,055 74,058 79,189 581,066 581,420 113,129 108.220 68,724 81.246 419,678 423,928 93,387 98,052 4,831 4,018 9,885,409 10,205,269 10,205,269 1,769,661 2,037,027 2,037,027 1,000,000 2,121,075 2,(}27,845 110,676 113,797 90,000 85,439 2,769,661 3,037,027 3,037,027 200,676 199,236 93,829 93,829 90,657 11,700 171,731 8,500 8,331 149,000 154,592 183,431 '157,500 162,923 $ 18,455,584 $ '19,241,205 $19,241,205 $ 4,863,837 $ 4,7(}8,263 (YTD) ACTUAlJ 11/30 ESTIMATE -2.8% -28.1% -19.0% 0.5% 6.9% 0.1% -4.3% 18.2% 1.0% 5.0% -16.8% -4.4% 2.8% -5.1% -0.7% -3.4% -2.0% 3.8% 3.4% -3.2% NOVEMBER2000\EXPEND. Page 7 12/20/00 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6% EXPENDITURES TITLE FISCAL YEAR 2000-01 ORIGINAL BUDGET REVISED ESTIMATED BUDGET ACTUAL (if different) (if different) 001 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. 1070 PUBL1C INFORMATION 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 7020 ECONOMIC DEVELOPMENT 9010 CAPITAL PROJECTS SUBTOTAL LESS OVERHEAD TOTAL GENERAL FUND $46,500 200,000 84,935 324,667 · 363,900 85,470 356,507 380,726 162,782 127,430 344,233 216,589 22,696 40,876 47,416 2,526,488 173,825 668,333 195,432 108,663 34,853 71,400 100,000 454,410 332,252 332,252 406,701 406,701 418,142 418,142 243,946 243,946 715,368 715.368 205,362 205,362 155,472 155.472 7,138,131 7,364,457 7,364,457 (1,614,877) (1,642,808) (1,642,808 $ 5,523,254 $ 5,721,649 $ 5,721,649 YEAR-TO-DATE 11/30/00 11/30/00 ESTIMATE ACTUAl, $19,375 $24.008 35,390 26,092 138,438 127,479 214,030 225,899 35,613 27,143 63,234 54,021 145,859 130,211 67,826 62,020 53,096 43,941 115,500 125,115 80,394 86,870 9,457 5,417 17,032 9,971 19,757 15,168 1,052.000 1,042,275 57,942 60.081 262,841 276,351 85,000 75,186 64,780 58,818 14,522 13,889 29,750 20,672 '25,000 24,650 125,000 127,346 2,731,834 2,662,623 (441,076) (435,022 $ 2,290,758 $ 2,227,601 (YTD) ACTUAL/ 11/30 ESTIMATE 23.9% -26.3% -7.9% 5.5% -23.8% -14.6% -10.7% -8.6% -17.2% 8.3% 8.1% -42.7% -41.5% -23.2% -0.9% 3.7% 5.1% -11.5% -9.2% -4.4% -30.5% -1.4% 1.9% -2.5% -1.4% -2.8% (16) (17) (19) NOVEMBER2000\EXPEND. Page 8 12/20/00 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6% EXPENDITURES TITLE SPECIAL REVENUE FUNDS: 100 2030 COPS SUP. LAW ENFORCEMENT PLUS OVERHEAD TOTAL COPS SRF 110 2020 TRAFFIC SAFETY SRF PLUS OVERHEAD TOTAL TRAFFIC SAFETY SRF 150 STREETS&ROADS SRF 3005 STREET MAINTENANCE 3010 SIDEWALKS AND TRAILS 3015 TRAFFIC CONTROL 3020 FLOOD AND STORM DRAIN CONTR( 3025 MEDIANS AND PARKWAYS 5010 CONGESTION MANAGEMENT 9000 CAPITAL PROJECTS SUBTOTAL PLUS OVERHEAD TOTAL STREETS&ROADS SRF 160 9010 TRANS DEV ACT SRF-CAP PROJ 180 3040 LANDSCAPE/LGTNG SRF PLUS OVERHEAD TOTAL LANDSCAPE/LGTNG SRF 250 4010 4015 4020 DEVELOPMENT SRF ZONING ADMINSTRATION INSPECTION SERVICES DEVELOPMENT REGULATION SUBTOTAL PLUS OVERHEAD TOTAL DEVELOPMENT SRF 260 5005 5015 9000 ENVIRONMENTAL PRG SRF INTEGRATED WASTE MGMT STORM WATER MANAGEMENT CAP PROJ(STREET STORM DR) SUBTOTAL PLUS OVERHEAD TOTAL ENVIRNMNTAL PRG SR FISCAL YEAR 2000-01 REVISED ESTIMATED ORIGINAL BUDGET ACTUAL BUDGET (if different) (if different) 75,465 11,341 86,806 25,100 990 YEAR-TO-DATE 11/30/00 11/30/00 ESTIMATE ACTIJAL 20,163 14,489 3,030 2.177 23,193 16,666 26,090 - 1,753,975 1,915,836 1,915,836 91,404 193,244 194,312 194,312 126,067 135,128 324,770 328,851 328,851 2.493,000 2,528,583 2.528.583 189,377 159,933 38,085 37,193 43,693 41,559 40,028 32,735 56,303 47,718 137,021 89,546 14,826 12.217 5,117,588 5,320,181 5,320,181 519,333 4211,901 536,825 558,077 558,077 54,477 44.152 5,654,413 5,878,258 5,878,258 573,810 465,052 169,200 153,626 24,114 169,200 170,055 64,011 68,445 10,048 10,744 177,740 74,058 79,189 481,675 440,005 178,583 200,698 211,568 146,668 133,952 40,922 43,005 1,100,263 388,288 388,525 546,259 192,778 192,895 1,646,522 581,066 581,420 197.880 307,258 34,500 49,470 48,243 48,777 45,741 539,638 98,247 93,984 81,742 14,882 14,236 621,380 113,129 108,220 (YTD) ACTUAL/ 11/30 ESTIMATE -28.1% -28.1% -28.1% -15.5% (20) -2.3% -18.2% -15.2% -34.6% -17.6% ~ -19.0% -19.0% -19.0% 0.5% 6.9% 6.9% 6.9% 5.4% -8.7% 5.1% 0.1% 0.1% 0.1% -2.5% -6.2% (21) -4.3% -4.3% -4.3% NOVEMBER2000\EXPEND. Page 9 12/20/00 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6% 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 SERVICES 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 9010 PARK DEVELOPMENT 320 9010 LIBRARY EXPANSION TOTAL SPECIAL REVENUE FUNDS DEBT SERVICE FUND: 400 8015 LIBRARY BONDS DEBT SVC FISCAL YEAR 2000-01 REVISED ESTIMATED ORIGINAL BUDGET ACTUAL BUDGET (if different) (if different) 153,463 25,000 114.336 114.336 178,463 267,799 267,799 13,343 20,022 20,022 191,806 287,821 287,821 YEAR-TO-DATE 11/30/00 11/30/00 ESTIMATE ACTUAL 63,943 75.594 63,943 75,594 4,781 5,652 68,724 81,246 659,566 149,180 274,819 277,483 49,727 50,349 808,746 324,546 327,832 237,062 95,132 96,095 1,045,808 419,678 423,928 67,756 28,232 29,642 156,372 65,155 68,410 224,128 93,387 98,052 34,687 6,829 4,036 3,357 795 661 41,516 4,831 4,018 9,885,409 10,205,269 10,205,269 2,121,075 2,027,845 1,769,661 1,000,000 2,037,027 2,037,027 110,676 113,797 85,439 '90,000 2,769,661 3,037,027 3,037,027 200,676 199,236 93,829 90,657 93,829 (YTD) ACTUAId 11/30 ESTIMATE 18.2% (22) 18.2% 18.2% 18.2% 1.0% 1.3% 1.0% 1.0% 1.0% 5.0% 5.0% 5.0% -16.8% -16.8% -16.8% -4.4% 2.8% -5.1% -0.7% -3.4% (23) NOVEMBER2000\EXPEND. Page 10 1'2/20/00 CITY OF SARATOGA FOUR MONTHS ENDED NOVEMBER 30, 2000 PERCENT OF YEAR ELAPSED = 41.6% EXPENDITURES TITLE 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 ORIGINAL BUDGET Y EAR-TO-DATE FISCAL YEAR 2000-01 11,700 REVISED BUDGET (if different) ESTIMATED ACTUAL (if different) 171,731 11/30/00 I 1130100 ESTIMATE ACTUAL 8,500 8,331 149,000 154,592 (YTD) ACTUAL/ 11/30 ESTLMATE -2.0% (24) 3.8% (24) 183,431 157,500 162,923 3.4% $ 18,455,584 $ 19,241,205 $ 19,241,205 $ 4,863,837 $ 4,708,263 -3.2% EXPENDITURE NOTES: (16) Saratoga Creek litigation settlement costs, paid in Jul3'. (17) Audit li~es and Infrasctructure inventou costs not paid until later in the fiscal year. (18) General contracts for playground sat~ .ty consultant & Trail maintenance will be entered & paid later in the year. (19) Consultant services lbr Housing Element update will not be paid until work is completed. (20) First few months of the fiscal year are generally slower for programs that rely on contrac(work. (21) Street Storm Drain repairs to be completed later in the fiscal year. (22) ADA requirements in Senior Center Remodel to be completed later in the fiscal year. (23) Debt service payments made in December and June. (24) Debt service payments made in September and March. NOVEMBER2000\EXPEND. Page t 1 12/20/00 CITY OF SARATOGA Cash and Investment Report Balance as of November 30, 2000 Type Institution Acquisition FDR* Book Market Date Rating Value Value** Unrestricted Cash & Investments: Cash: DD Comerica Bank - Savings CK Comerica Bank - SWEEP Account CK Comerica Bank - Payroll Checking Subtotal Cash L.A.I.F. & Investments: MF L.A.I.F. CD San Jose National Bank CD Heritage Bank of Commerce Subtotal CDs Subtotal L.A.I.F. & Investments Subtotal Unrestricted Cash & Investments Restricted Cash & Investments: SV San Jose National Bank - CDBG ES US Bank-Library Debt Service CK Wells Fargo Bank - CDBG CK Wells Fargo Bank - CDBG Subtotal Restricted Cash & Investments Total Cash and Investments Benchmark Yield Comparison Anticipated Par Maturity Monthly Value Yeild Date Term Earni N/A AAA $136.436 $136,43~6 $136,436 2.000% Revolving I $227 N/A AAA 558,751 558.751 558,751 0.000% Revolving I 0 N/A AAA 20,715 20,71{5 20,715 0.000% Revolving I 0 .I 715,902 a 715,902 715,902 0.381% 1 227 N/A N/A 13,490,418 b 13,486,8816 13,490,418 6.443% Revolving I 72,432 I. 07/03/99 AAA 500,000 500,00'0 500,000 5.900% 07/03/01 365 2.458 10/14/98 AAA 595,948 595,94!8 595.948 5.650% 10/14/01 365 2.806 N/A AAA N/A AAA N/A AAA N/A AAA 1,095,948 1,095,9418. 1,095,948 5.764% 365 5.264 14,586,366 14,582,83~ 14,586.3666.392O/o 183 77,697 15,302,268 15,29817316 15,302.268 6.111°/o 92 77,924 I 61,148 61,148 61,148 5,458 5,458 5,458 26,236 26,23! 26,236 6,509 6,509 6,509 2.530% Revolving I 129 0.000% Revolving I 0 0.000% Revolving I 0 0.000% Revolvin2 I 0 99,351 99,351 99,351 1.557% $15,401,618 $15,398,086 $15,401,619 129 47 $78 3 Month Treasury 6.20~/o1 ! Year Treasury 6.t Schedule of Maturities: Immediate FY 1999-2000 Total $14,305,670 1,095,948 $15,401,618 General Fund Loans Receivable: Hakone Foundation # Reserve Analysis: I General Fund Reserve requirement adopted 4/5/00: General Fund Balance as of 11!30/00. $2,114,497 $8,459,215 Available Funds: t Unrestricted Pooled Cash & Investments available lbr current year expenses in all funds: $14.206.320 (Includes unrestricted funds maturing within the current fiscal year) Maturity Principal Rate Date Term $152,254 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 quarter!y 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 bearin~ 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 them are adequate resources to meet anticipated pool expenditure requirements for the next six months. 'Subn~itted by/. .... Approved by:, ,,-ooRE,O ATTACHMENT B 12/20/00 (Unaudited Results) SARa, TOGA CITY COUNCIL MEETING DATE: January 3, 2001 DEPT: CommuniD' Development PREPARED BY: Kristin Borel AGENDA ITEM: CITY MANAGER: DEPT HEAD: SUBJECT: Planning Commission Actions, December 13, 2000 RECOMMENDED ACTION(S): Note and file. REPORT SUMMARY: Attached are the Planning Commission action minutes of December 13, 2000. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N/A ALTERN'ATIVE ACTION(S): N/A FOLLOW UP ACTION(S): N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Action Minutes - Saratoga Planning Commission CITY OF SARATOGA PL4NNING COMMISSION ACTION MIN'UTES DATE: PLACE: TYPE: \Vednesday. December 13. 2000 - 7:30 p.m. Council Chambers/Civic Theater, 13~ Fruiwale Avenue Saratoga CA Regular Meeting ROLL CALL: Chairman Page, Commissioners Ban3.', Bernald, Jackman, Kurash, Patrick, and Roupe STAFF: Plarm'er Connolly and Minutes Clerk Shirm PLEDGE OF ALLEGIANCE MINUTES - November 21, 2000 OtLAL COMMUNICATIONS REPORT OF POSTING AGENDA Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on December 2000. TECHNICAL CORRECTIONS TO PACKET CONSENT CALENDAR SD-95-007.3 (503-19-048, 070, & 075) - KENNEDY/K2M ASSOCIATES LLC, Rodeo Creek Hollow/Saratoga-Sunnyvale Road; Request for a one-year extension for Phase Two (7 lots) of an approved Tentative Subdivision Map for a 12 lot subdivision located off Saratoga-Sunnyvale Road and Paramount Court. This is the third and final request for a one-year extension. Up to three one-year extensions are permitted to Tentative Subdivision Map approvals. The total site area is 9.42 acres and is located within both the R-1-12,500 and the R-I-40,000 zoning districts. (APPROVED 7-0) DR-00-035 (510-02-007) - SRINIVASON, 19880 Robin Way; Request for Design Review approval ro demolish an existing 3,004 square foot residence and construct a new 5,585 square foot single stoD? home in its place. The new structure would be approximately 23 feet tall at its highest point, with the majorit3,, of the structure at 19 feet in height or less. The propert3,- is 35.000 net square feet and is located in an R-i-40,000 zoning district. (APPROVED 7-0) o DR-00-044 (397-13-014) - HENDRIX, 19361 San Marcos Road; Request for Design Review approval to demolish an existing 3,764 square foot single ston,, residence and construct a new single stou' 6,244 square foot residence with a 629 square foot basement. Maximum height of the structure will be 26 feet tall. The propertT is 53,630 square feet in size and is located in an R-I-40,000 zoning district. (APPROVED 7-0) PAGE 2 PL4NNING COMMISSION AGEX~A DECEMBER 13,2000 PUBLIC HEARINGS ,adl interested persons may appear and be heard at the above time and place. 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. In order to be included in the Planning Commission's information packets, written communication should be filed on or before the Thursday before the meeting. DR-00-039 (503-16-050) - KOENIG, 13071 Pierce Road; Request for Design Review approval to demolish an existing 2,300 square foot single story residence and detached garage and construct a new two-story residence with a three car attached garage, basement and detached cabana totaling 5,746 square feet. Maximum height of the structure will be 26 feet tall. The property is 36,170 net square feet in size and is located in an R-I-40,000 zoning district. (CONTINUED INDEFINITELY 7-0, FOR DESIGN CI-LA_NGES) o UP-00-015 (386-29-044) - BARRETT, 19567 Miller Court; Request for Use Permit approval to allow an existing 168 square foot accessory structure to be located within a required rear yard setback six feet from both the rear and side property lines. Height of the structure is 12 feet. The property is 13,850 square feet in size and is located in an R-1- 12,500 zoning district. (APPROVED 4-3, BERNALD, JACKMAN AND PAGE OPPOSED) V-00-017 (397-24-087) - HAYFIELD ESTATE, 18888 Hayfield Court; Request for Variance approval to allow an existing porch with three sides and a roof to be enclosed as habitable floor area. A Variance is necessaU' to allow the cumulative building square footage for the properS' to exceed the maximum permitted by zoning ordinance. The propertT is three-plus net acres in size and is located in an R-i-20,000 zoning district. (APPROVED 6-1, KUKASH OPPOSED) UP-00-008 (386-53-019) - METRICOM, 12378 Saratoga-Sunnjo, ale Road; - Request for Use Permit approval to install twelve 12 antennas (three antennas per sector, four sectors total), mounted 47 feet from the gound on an existing 125 foot tall utflitT lattice tower..am associated equipment cabinet located 20 feet to the southeast of the base of the tower is part of the proposal. .am environmental initial study and Negative Declaration have been prepared for the project. (APPROVED 7-0) o UP-00-011 (397-19-017) - PACIFIC BELL \¥IRELESS, 19699 Saratoga-Los Gatos Road; - Request for Use Permit approval to install t~vo antennas and a microcell equipment cabinet on an existing utilitT pole located within the public right-of-way..An environmental initial study and Negative Declaration have been prepared for the project. (APPROVED 7-0) PLANNING COMMISSION AGENDA DECEMBER 13,2000 PAGE3 DIRECTOR ITEMS St..-kndrew's School COMMISSION ITEMS COMMUNICATIONS '~¥RITTEN ADJOURNMENT AT 10:48 P.M. TO NEXT MEETING \Vednesday. Januan.' 10. 2001 Council Chambers/Civic Theater 13~ Fruitvale Avenue, Saratoga. CA SARATOGA CITY COUNCIL MEETING DATE: January 3, 2001 ORIGINATING DEPT: Ci~' Manager PREPARED BY: />~ · / CITY M~NAGER: DEPT HEAD: ~ ~/~?'~_ ~ ~"~ SUBJECT: Tentative Map No. SD-99-003; Howell & MCNeil, LLC; 20251 Saratoga-Los Gatos Road 20251 Saratoga-Los Gatos Road RECOMMENDED ACTION: Adopt resolution. REPORT SUMM.M1Y: On September 13, 2000 Lester and Helen Lee appealed the Planning Commission's decision to approve the Tentative Map No. SD-99-003 for the property located at 20251 Saratoga-Los Gatos Road. The City Council conducted two public hearing on November15 and December 12, 2000 and in conclusion voted to deny the appeal and approve the map for the subdivision with conditions specified in the attached resolution (Attachment A). FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNA-TIVE ACTION: N/A FOLLOW UP ACTION: City Clerk to send property owner certified copy of the adopted resolution. AI)VERTISING, NOTICING .~.ND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A - Resolution - APPROVAL OF RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF SARATOGA APPROVING TENTATIVE MAP NO. SD-99-003 Howell & McNeil, LLC; 20251 Saratoga-Los Gatos Road \VHEREAS, pursuant to the SubdMsion Map Act of the State of California and the SubdMsion Ordinance of the City of Saratoga an application was made and subsequently modified to the City of Saratoga for Tentative Map approval of 5 residential lots, all as more particularly set forth in File No. SD-99-003 of this City per the revised exhibit marked "Exhibit A" and presented at the City Council meeting of December 12, 2000; and \¥HEREAS, following consideration and approval of the subdMsion by the Advisory Agency on September 13, 2000, the decision of the Advisor5· Agency was appealed by Lester Lee and Helen Lee in accordance Article 14-85 of the Saratoga City Code; and WHEREAS, the City Council conducted a de novo public hearing on the matter at which time any person interested in the matter was given the full opportunity to be heard and to present evidence on November 15, 2000 and December 12, 2000 and considered and denied the appeal and considered and approved the proposed subdivision following said hearing; and \*'2-IEREAS, the City Council considered various modifications to the proposed subdix4sion proposed by the applicant in plans submitted November 30, 2000, shox~dng 5 residential lots and a revised driveway alignment for lots 4 and 5, all as more particularly set forth in File No. SD-99-003 of this City; and \VHEREAS, 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 application. V¢I-IEREAS, the Advisor3,, Agency and the City Council have conducted duly noticed public hearings in connection with this matter at which time all interested parties were given a full opportunity to be heard and to present evidence. NOXV, THEREFORE, BE IT RESOLVED by the City Council of the City of Saratoga, as follows: SECTION 1. The_ Cit3.? Council of the City of Saratoga hereby finds that: The prOposed subdivision, together x~ith tl~e provisions for its desi~ and improvement, is consistent with the Saratoga General Plan and xxqth all specific plans relating thereto; and the proposed subdivision and land use are compatible xx"ith the objectives, policies and general land use and progams specif4ed in such General Plan, reference to the staff reports dated August 9, 2000 and September 13, 2000 being hereby made for further particulars; and None of the conditions set forth in Subsections (a) through (g) of Government Code Section 66474 exist xxSth respect to said subdivision, and tentative approval should be ganted in accord with conditions as hereinafter set forth. SECTION 2. The appeal of Tentative Parcel Map SD-99-003 is denied and the hereinafter described subdivision, which map is dated November 30, 2000 and is marked Exhibit in the hereinabove referred file, be and the same is hereby conditionally approved. The conditions of said approval are as follows: PLANNING 1. The development shall be located and constructed as shown on Exhibit "A", incorporated by reference, with the exception that Pervious Pavers shall be utiliTed in the driveways of Lot ~4 and Lot ~5, per the Arborist's report. Prior to submittal of the FEn_al Map to the CiD: Engineer, the following shall be submitted to the Planning Division staff in order to issue a Zoning Clearance: a. Five (5) sets of complete improvement plans or Final Map incorporating this Resolution as a separate plan page and containing the folloxx4_ng revisions: .All apphcable recommendations of the CiD' Mborist shall be shown on the improvement plans. The Final Map shall contain a note with the folloxx4_ng language: In the event that buried archaeological resources are discovered, al/work in the area shall stop immediately and a qualified archaeologist shall be contacted to inspect the discovery. In the event that it is demonstrated that the discover3' comprises an archaeological deposit which has not been historically disturbed, it xx~ be the responsibiliD, of the project manager to conduct necessan; evaluative archaeological testing to demonstrate the potential scientific sigrdficance of any such discoveD' before any plans for mitigation of impacts are adopted by the Ci~? of Saratoga. A storm water retention plan indicating how all storm water xx4_ll be retained on-site, and incorporating the New Development and Construction - Best Management Practices. If all storm water cannot be ret_ained on-site C:9.VI NT) Ox, VS TEM tXRexase d Howell& McNeil Appeal Resolution (1) doc o o 10. il. 1Z 13. due to topog-raphic, soils or other constraints, an explanatory note shall be prm-4ded on the plan. The Arborist shall review and approve Improvement Plans prior to issuance of permits. Prior to approval of the Final Map, applicant shall submit an application to place the main residence on the Heritage Resources Inventory and supply historical background for same. The pedestrian pathway shall be installed per Ex~hibit "A". A Landscape Maintenance A=o-reement and for the pedestrian pathway shall be recorded xxdth the Final Map. ~ No ordinance size tree shall be removed (xvith the exception of Tree #8 on Lot ~1, Trees ~9 & 11 on Lot ~ ~ Tree '<' " ~ ,, ,,-o on Lot ~3 and Tree ~4 on Lot #5) without first obtaining a Tree Removal Permit. FENCING REGULATIONS - No fence or wail shall exceed slx 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, with the exception of the pedestrian pathway, per Exhibit 'W'. Future development of Lots ~1 through ~5 shall require Desig-n Review approval. Building sites and driveways shall be consistent with the' approved building envelopes and based on current Zoning Ordinance regulations and Cit-y policy. The location of any structures on Lots 1-5 shall maxSm2e tree preservation. The Design Review application shall include a planting plan providing, inter alia, vegetative screening of the Lot ~4 and Lot ~5 driveway from homes on the opposite side of Carnelian Glenn Court and a tree replacement plan approved by the Ciu, Arborist for any trees to be removed in connection with development of the driveway for Lots ~4 and ~5. Applicant Shall connect future sewer hookups to the \Vest Valley Sanitation District. Applicant shall connect to San Jose Water Company.. Applicant shall coordinate with P.G & E in the development of the project plans. Ci'pi' ARBORIST C \V!NDO\VSTEMP&exased Howell& McNeil Appeal Resolu~on d) d~z 14. 15. 16. 17. 18. 19. All recommendations in the CitT Arborist's Reports dated April 28, 2000, June 22, 2000 and June 13, 2000 shall be followed and incorporated into the plans. This includes, but is not limited to: a. The Arborist Report shall be incorporated, as a separate plan page, to the Improvement Plan set and the grading plan set and all applicable measures noted on the site and grading plans. b. Five (5) ft. chain link tree protective-fencing shall be shown on the Improvement Plan as recommended by the Arborist with a note "to remain in place through, out construction." The fencing shall be inspected by staff prior to issuance of a Grading Permit. A note shall be included on the Site plan stating that no construction equipment or pm'ate vehicles shall park or be stored within the dripline of any ordinance protected trees on the site. Prior to issuance of a Grading Permit, the applicant shall submit to the CitT, in a form acceptable to the CommurdtT Development Director, securitT in the amount of S29,697pursuant to the report and recommendation by the CitT Arborist to guarantee the maintenance and preservation of trees on the subject site. Ptio~ to Final Map approval, txvo 36-inch box native trees shall be planted as replacements. ,-'4_11 36-inch box trees shall have a trunk diameter of no less than 3- inches. Diameters are measured 1 foot above g-fade. Prior to Final MaP approval, the Ciu' Arborist shall inspect the site to verif3~, compliance with tree protective measures. Upon a favorable site inspection by the Arborist and, any replacement trees haxmg been planted, the bond shall be released. Any future landscaping shall be designed and installed in accordance with the Mborist's recommendations. A project arborist certified by 'the International SocietT of Mboriculture shall be retained to (1) provide on site supervision'during key aspects of construction of the improvements for the purpose of preventing or minimizing damage to Ordinance- protected trees and (2) provide re~lar xx-ritten progress reports to the Ciu' of these supemsion functions as they occur. C::\Vi NDO\VS:TE_MP~e~5sed HowellS: McNeilAppeal Reso u~.on (1) doc FIRE PROTECTION DISTRICT 20. 21. Future roof coverings shall be fire retardant, Uniform Building Code Class "A" prepared or built-up roofing. ' Early \.Varnmg F~re Alarm System shall be instaJled and maintained in accordance xxSth the prmSsions of the Ciu? of Saratoga Code-,&rticle 16-60 m all newly constructed homes. ~ 23. Early Warning Fire Alarm System shall have; documentation relative to the proposed installation and shall be subtracted to th& Fire District for approval. Automatic sprinklers shah be installed in the newly constructed garages (2 heads, per stall). The desi~o-ner/architect shall contact the San Jose \,Vater Company to determine the size of sen-ice and meter needed to .meet fire suppression and domestic requirements. 24. .Automatic sprinklers are required for the new iresidences. A 4-head calculated sprmlder system is required. Documentation of the proposed installation and all calculations shall be submitted to the Fire District for approval. The sprinkler system shall be installed by a licensed contractor. 25. The Developer shall install fire hydrants as determined by the Fire District. These hydrants shall meet Fire District specifications and shall be accepted prior to the construction of any building. 26. .421 Fire Hydrants shall be located within a 500 ft. radius from the residence and deliver no less than 100 gallons/minute of water for a sustained pe~.od of t-wo hours. 27. .&Il driveways shall have a minimum inside curve radius of 21 feet. PUBLIC \¥ORKS 28. Prior to submittal of the Final Map to the Public \Vorks Department for examination, the ox\met (applicant) shall cause the property to be surveyed by a Licensed Land Surveyor or an authorized CMl Eng4neer. The submitted map shall show the existence of a monument at all external propertT corner locations, either found or set. The submitted map shall also show monuments set at each new corner location, angle point, or as directed by the Public \Vorks Department, all in conformit3,, xxqth the Subdivision Map Act and the Professional Land Surveyors ,Act. 29. The owner (applicant) shall submit four (4) copies of a FinalI Map in substantial conformance with the approved Tentative Map, along with the additional documents required by Section 14-40.020 of the Municipal Code, to the Public \Vorks Department for examination. The Final Map shall contain all of the C:4.V!N.'DC?.T T~MP1~ev~sed Howe-'.187. McNeil Appeal Reso!udo= (1) dcx: 30. 31. 32. information required in Section 14-40.030 of the Municipal Code and shall be accompanied by the folloxxq_ng items: a. One copy of map checking calculations. b. Preliminary Tide Report for the propertT dated within ninetT (90) days of the date of submittal for the Final Map. c. One copy of each map referenced on the Final Map. d. One copy of each document/deed referenced on the Final Map. e. One copy of any other map, document, deed, easement or other resource that xx211 facilitate the examination process as requested by the City Engineer. The oxxmer (apphcant) shall pay a Map Checking fee, as determined by the Pubhc Works Director, at the time of submittal of the Final Map for examination. The owner (apphcant) shall provide Irrevocable Offers of Dedication for all required easements and/or rights-of-way on the Final Map, in substantial conformance with the approved Tentative Map, prior to Final Map approval. The owner (apphcant) shall submit eng4_neered improvement plans to the Pubhc Works Department in conformance wirh the approved Tentative Map and in accordance with the design and improvement requirements of Chapter 14 of the Municipal Code. Ihe improvement plans shall be reviewed and approved by the Pubhc x,,Vorks Department and the appropriate officials from other pubhc agencies haxSng jurisdictional authorit3,-, including pubhc and pm-ate utilit-y providers, prior to approval of the Final Map. The following specific conditions shall be included on the improvement plans: a. Carnehan Glen Court within the limits of subdivision shall be overlaid xxSth 2" of asphalt concrete. b. Driveway approach from Saratoga-Los Gatos Road shall be removed. 33. 34. 35. 36. The oxxmer (apphcant) shall underground all ex~stmg overhead utilities along easterly side of Saratoga-Los Gatos Road from Carnelian Glen Court to the closest joint pole towards Horseshoe Drive. The ovcner (applicant) shall pay a Subdivision Improvement Plan Checking fee, as determined by the Public Works Director: at the time Improvement Plans are submitted for review. The oxxmer (applicant) shall enter into an Improvement ,Agreement wirh the Cit-y in accordance with Section 14-60.010 of the Municipal Code prior to Final Map approval. The owner (applicant) shall furnish Improvement Securities in accordance xx4th Section 14-60.020 of the Municipal Code in the manner and amounts determined by the Public Works Director prior to Final Map approval. _ C? '~VI N~ OW2S X ~\t PRevise d Howell& McNeil Appeal Resolution (1) doc 37. 38. 39. 40. The oxxmer (apphcant) shall furnish a xxa-itten indemmt3,? agreement and proof of insurance coverage, in accordance with Section 14-05.050 of the Municipal Code. prior to Final Map approval. Prior to Final Map approval, the oxxmer (apphcant) shall furmsh the CitT Engineer with satisfactory x~xitten commitments fi:om all pubhc and private utilit-y providers sen-Lng the subdivision guaranteeing the completion of all required utility improvements to serve the subdivision. The oxxmer (apphcant) shall secure all necessary permits fi:om the CiD- and any other pubhc agencies, including pubhc and private utihtT providers, prior to commencement of subdivision improvement construction. Copies of permits other than those issued by the CiD, shall be provided to CiD' Engineer. The owner (apphcant) shall pay the applicable Parl~ and Recreation fee prior to Final Map approval. 41. ~Ml-building and construction related activities shall adhere to New Devebpment and Construction - Best Management Practices as adopted by the Cit-y for the purpose of preventing storm water pollution. CITY ATTORNEY 42. Apphcant agrees to hold CiD' harmless fi:om ail costs and expenses, including attorney's fees, incurred by the City or held to be the habilit-y of City in connection with CitT's defense of its actions in any proceeding brought in any State or Federal Court, challenging the CitT s action xx~ith respect to the apphcant:s project. 43. Noncomphance with any of the conditions of this permit shall constitute a violation of the permit. Because it is impossible to estimate damages the Cit3/could incur due to the violation, hquidated damages of S250 shall be pavable to this CiD' per each day of the violation. SECTION 3. Construction must be commenced within 24 mOnths or approval will expire. SECTION 4. :411 apphcable requirements of the State, Count3,', CitT' and other Goverranental entities must be met. : PASSED AND ADOPTED by the City Council of the CitT of Saratoga, State of California, this 3rd day of January 2001 by the folloxx4_ng vote: : NOES: C \ViNDO".VS TEMP2'.tew.~d Howell& McNe~.'. Appeal Resolu~on (1) doc ABSENT: ABSTAIN: John Mehaffey. Mayor ATTEST: Cathleen Boyer, Cit3,, Clerk ._cea = ,ux~ e,l~: M~Neu Appea, Re>muuon 0_" doc SARATOGA CITY COUNCIL MEETING DATE: January 3, 2001 AGENDA ITEM: ORIGINATING DEPT: City Ma.nager CITY MANAGER: PREPARED B -y, ~ SUBJECT: Council Agency Assignments and Commission Liaisons RECOMMENDED ACTION: Adopt resolution. REPORT SUMMARY: On December 12, 2000, the City Council reorganized and approved the nomination of Mavor Mehaffey and Vice Mayor Streit. Also at that time Mayor Mehaffey directed the Council to submit their assignment request to him for appointment. It is now appropriate to adopt the attached resolution with the Council Agency and Commission Liaison appointments. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Council representatives to various agencies and Council liaison to various Commissions will remain the same. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Disseminate information to various agencies and Commissions. ADVERTISING, NOTICING AND PUBLIC CONIACT: N/A ATTACHMENT: Attachment A - Resolution RESOLUTION NO. 00- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAIL-XTOGA APPOINTING COUNCIL REPRESENTATIVES TO COMMITTEES AND AGENCIES WHEREAS, the City Council reorganized on December 12, 2000, for the coming year; and WHEREAS, representatives from the City Council serve on various committees, commission and agencies; and WHEREAS, the responsibility for representing the City Council should be shared bx' all its members. NOW, THEREFORE, BE IT RESOLVED that after due consideration of the interest of the City Council and the needs of the various organizations to which the City Council sends representatives, the following representatives agree hereby appointed to the committees. commissions, and agencies named, through December 2001, or until replaced. Agency i Councilmember Alternate Association of Bay .Area Government Mehaffev Baker Chamber of Commerce County Cities Association Leg. Task Force County HCD Policv Committee Emergency Planning Council Hakone Foundation Liaison Waltonsmith Streit Baker Baker Streit Boo_osian Waltonsmith Waltonsmith Mehaffev/Streit N/A KSAR Communitv Access TV Board ; Baker Mehaffev Librarv Joint Powers Association Bozosian Streit Northern Central Flood Control Zone Bogosian Waltonsmith Advisor,, Board Peninsula Division, League of California Mehaffey Streit Cities Santa Clara County Valley Water Streit Baker Commission Mehaffey Baker Waltonsmith Santa Clara CounB, Cities Association SASCC Liaison Mehaffey Waltonsmith Saratoga Business Development Council Sister Citv Liaison Bogosian Waltonsmith Mehaffev West Valley Solid Waste Joint Powers Streit Baker Association Waltonsmith Mehaffev Valley Transportation Authority PAC West Vallev Sanitation District Baker Mehaffev Planning Commission Baker N/A i Parks and Recreation Commission Streit N/A " Finance Commission Mehaffev N/A i Library Commission' Public Safety Commission Bogosian Bogosian N/A _ N/A 2 of 3 Heritage Preservation Commission i Waltonsmith N'A Youth Commission ;= Waltonsmtih Gateway Task Force Mehaffev Librarv Expansion Committee ~ - Bogosian The above and forgoing resolution was passed and adopted by the Saratoga City Council at a regular meeting held on the 3re day of JanuaD', 2001, by the following vote: AYES: NOES: _~BSENT: ABSTA_IN: ATTEST: John Mehaffey, Mayor Cathleen Boyer, City Clerk 3 of 3 SAIL4TOGA CITY COUNCIL MEETING DATE: January 3, 2001 ORIGINATING~pT: City M,a~.. ager PREPARED BY~_~: "k.~ [k,~~ AGENDA ITEM: CITY MANAGER: DEPI HEAD: SUBJECT: Saratoga High School RECOMMENDED ACTION: Adopt resolution. REPORT SUMMARY: Kevin Skelly, Principal: Saratoga High School, has requested the Saratoga City Council adopt a resolution supporting Saratoga High Schools' conceptualization of a Performing .Arts and Lecture Center and their efforts to construct it. FISCAL IMPACTS: N.A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: NA ALTERNATIVE ACTION: N-A FOLLOW UP ACTION: City Clerk to send Mr. Skelly a certified copy of the resolution. ADVERTISING, NOTICING AND PUBLIC CONTACT: N.-A ATTACHMENTS: Attachmem A - Letter from Kevin Skelly, Principal Attachment B - Resolution SARATOGA HIGH SCHOOL Principal: Kevin Skell~ Ph.D. Assistant Principals: Karen Hyde, Martin Nichols, Gall Wasserman November 1, 2000 20300 Herriman Avenue Saratoga, CA 95070-4999 Phone 4081867-3411 Fax 4081867-3577 · ~'w. saratogahiI Mr. Dave Anderson City Manager City of Saratoga 13777 Fmitvale Avenue Saratoga,. CA 95070 Dear Dave: Thank you for taking the time to talk to Dave Schirtzinger and myself regarding our efforts to build a performing arts and lecture center here at Saratoga High School. One of the items that we discussed was the possibility of the CiD' Council passing a resolution in support of our efforts. I have attached a draft version for your consideration. If you have an)' questions or concerns, please let me know. I have asked Dave Schirtzinger to attend the CiD' Council meeting on Wednesday, November 15 to answer any questions that might arise. My direct line here at school is 867-1208, should you have any questions for me. Thank you for your attemion. Kevin Skelly Principal A DISTINGUISHED CALIFORNIA SCHOOL NATIONALLY RECOGNIZED FOR EXCELLENCE RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA WHEREAS, Saratoga High School envisions a multi-purpose Performing _arts and Lecture Center, worthy of our students talents and flexible enough to host a wide range of educational programs, and such a Center would serve the needs of the larger Saratoga community as well; and WHEREAS, when Saratoga High School was designed and constructed in the late 1950's, the plans included an auditorium that was never built; and WHEREAS, three years ago, when Los Gatos-Saratoga Joint Union High School District did a needs assessment for purposes of the bond proposal, a "multi-purpose hall" was identified by the school community as one of its most important needs; and WHEREAS, Saratoga High Schools' award winning Theater, Music, Art, Speech and Debate Programs will have a place to call their own, and the Center will enable teachers in the core Departments the opportunity to attract leading lecturers in their fields, thus broadening the educational opportunities for our students; and wHEREAS, the Performing A_rts and Lecture Center will benefit the larger Saratoga community through community lecture, town hall meetings, lectures, and a variety of other events; and NOW, THEREFORE, the City Council of the City of Saratoga herebv support Saratoga High Schools' conceptualization of the Performing .Arts and Lecture Center, and ac'knowledge the likelihood of the Center becoming one of the crown jewels of the larger Saratoga community. The above and foregoing resolution was passed and adopted by the Saratoga City Council at a meeting held on the 3rd day of January 2000, by the following vote: AYE S: NOES: ABSENT: ABST:~N: ATTEST: John Mehaffey, Mayor Cathleen Boyer, City Clerk - SARATOGA CITY COUNCIL MEETING DATE: January 3, 2001 AGENDA ITEM: ORIGINATING DEPT: City :Manager CITY MANAGER: SUBJECT: Resolution Ordering the Abatement of a Public Nuisance Bx' Removal of Hazardous Weeds. RECOMMENDED ACTION: Open public hearing; close public hearing; adopt resolution. REPORT SUMMARY: The attached resolution represents the second step in Saratoga's weed abatement program administered by the County Fire Marshall. The County has sent owners of the parcels requiring weed abatement notices informing them that the weeds must be abated, either by the owners or by the County. The notice also informed them that they max' present objections at tonight's public hearing. FISCAL IMPACTS: None to the City. County recovers its costs from administrative portion of fee charged to property owner. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Abatement process by the County v~:ill not proceed. It would be necessary to depend upon the property owners to take care of their own abatement. ALTERNATIVE ACTION: None. FOLLOW UP ACTION: Upon adoption, the County will begin abatement. :M)VERTISING, NOTICING A~ND PUBLIC CONTACT: A Notice of Public Hearing was published in the Saratoea News on December 6,2000 as required by law. The County mailed notices to all of the affected property owners. ATTACHMENTS: Attachment A - Resolution RESOLUTION NO. 01- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ORDERING ABATEMENT OF A PUBLIC NUISANCE BY REMOV~ OF HAZARDOUS V(EEDS AND BRUSH X,VHEREAS, the Saratoga City Council has declared hazardous weeds growing on certain properties to be a public nuisance by Resolution No. 00-055 adopted November 1, 2000; and WHEREAS, the County Fire Marshal did give notice to all property owners of land on which hazardous weeds which have been declared a public nuisance are growing; and WHEREAS, a public hearing on said notice was held on January 3, 2001; and x3,q-IEREAS, final action on any protests or objections to the proposed removal of weeds has been made by the City Council. NOW, THEREFORE, IT IS ORDERED that the County Fire Marshal shall cause the abatement of hazardous weeds as designated by resolution dated November 1, 2000, by having said weeds destroyed or removed, and any property owner shall have the right to destroy or remove such weeds himself or herself, or have the same destroyed or removed at his or her own expense. provided that such weeds shall have been removed prior to the arrival of the County Fire Marshal or his authorized representative to remove them. The above and foregoing resolution was passed and adopted by the Saratoga Citv Council at a regular meeting held on the 3rd day of JanuaD' 2001, by the following vote: AYES: NOES: ABSTAIN: .'ABSENT: ATTEST: John Mehaffey, Mayor Cathleen Boyer, City Clerk SARATOGA CITY COUNCIL MEETING DATE: January 3, 2001 ORIGINATING DEPT: Public Works PREPARED BY: Cam' Bloomquist AGENDA ITEM: CITY M.a~NAGER: ~7~~ SUBJECT: Saratoga Playfields Follow-up Report RECOMMENDED ACTION(S): Informational Only. REPORT SUMMARY: At their regular meeting on August 2, 2000, Staff presented to Council an information report on playfield usage in Saratoga and the need for additional "flat grass" areas for practice and game fields for A.Y.S.O. soccer and Little League Baseball. Several leads for additional plavfields were investigated by Staff and presented to Council at the August 2 meeting, with staff indicating a need to follow-up on these leads and report back to Council at a later date with their findings. Since the previous report, C.Y.S.A. soccer and Pony League baseball have notified Council regarding their needs for practice and game fields. The present unmet needs of A.Y.S.O. soccer is as follows: · Game fields required at one location: o 2 - 25 yard x 50 yard fields c) 1 - 25 yard x 25 yard field · Practice fields not required at one location: c) 1 - 50 yard x 25 yard field c> 1 - 50 yard x 100 yard field Game Schedule: Saturdays 8:00 a.m. - 5:00 p.m. 9/15 9/22 9/29 10/6 10/20 10/27 11/3 11/10 10/13 Practice Schedule: Monday through Friday, 4:00 p.m. - 7:00 p.m. 8/1 to 11/10 The report this evening will provide Council with the most current information regarding the availability of"flat ~ass" areas for use as playfields in the City and surrounding communities. Below is a summary list of the venues explored and the status of their availability. Present · viable leads for additional playfields or "flat grass" areas: Saratoga High School - City Staff recently met with school officials with the goal of securing pla~eld usage for Saratoga A.Y.S.O., C.Y.S.A., and Pony league. The meetings with Saratoga High School Staff were productive, and Staff is optimistic about securing the use of Saratoga High School fields for games by A.Y.S.O. next season during the construction at Congress Springs Park. The City is also optimistic about entering into an agreement with 'Saratoga High School to construct a Pony League baseball field on one of the existing fields at the school. Dr. Kevin Skelly, Principal, will provide the CiD' with a response sometime mid to late January 2001 in regard to both issues. City of Campbell - Possible availability of facilities. Final usage schedule to be developed in JanuaD'. Saratoga will be notified at that time regarding facilities usage. LDS Church - Likely increased usage agreement for 2001 season. Contingent upon City entering into an agreement to provide field maintenance during usage period. The Church will provide confirmation of the increased usage in early January. Recent · · · · leads for additional playfield areas that did not materialize: Sacred Heart School - School sports programs utilize 100% of field capacity Saint Andrews School - No interest in entering into agreement with City or user groups. De Anza College - Fields used to full capacity by other user groups. Prospect High School - The school offered usage of ~manasium facilities if the City would help support the construction of it. When the City offered the school support of the construction project for field usage, the school declined. · West Valley College - Promising lead unraveled due to linkage with costly softball field improvements. · Miller Junior High School, Castro Middle School, Country Lane ElementaD' School - Use permits granted by school districts. A.Y.S.O. determined utilization of the fields were not possible due to usage conflicts with other soccer groups. · Christa McAuliffe Elementary School - Did not materialized because the fields are being utilized at their full capacity. · Town of Los Gatos - No availability of fields due to usage by other groups. · City of Cupertino - No availability of fields due to 100% usage by local user groups. · Santa Clara County-Vasona and Los Gatos Creek Parks-No interest in entering into an agreement with City due to traffic, parking and field usage considerations. No other County facilities met usage criteria of Saratoga user groups. · Grace United Methodist Church, Church of the Ascension, Saratoga Presbyterian Church, West Hope and American Taiwanese Presbyterian Church - These religious institutions have existing areas suitable for pla~eld development but are not interested entering into pla)ffields usage agreements with the City. 2 of 3 FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N/A ALTERNATIVE ACTION(S): N/A FOLLOW UP ACTION(S): Continue negotiations with Saratoga Hi~mh School for facilities usage. ADVERTISING, NOTICING AND PUBLIC CONTACT: None. ATTACHMENTS: None. 3 Of 3 SARATOGA CITY COUNCIL MEETING DATE: January 3.2000 ORIGINATING DEPT: City Manaeer PREPARED BY: . ~ ~.,~ ff~' ~,~ Paula Reeve AGENDA ITEM: CITY MANAGER: DEPT HEAD: SUBJECT: Approval of Service Deliver3.-' Plan for Lax,,- Enforcement Contract with Count3.' of Santa Clara for FY 2000-2001 RECOMMENDED ACTION(S): Move to approve the Law Enforcement Service Deliver' Plan. and Authorize the City Manager to execute the Agreement on behalf of the City. REPORT SUMMARY: The current Law Enforcement Contract with the County of Santa Clara covers a five- year period from 1997-2002. The contract terms require the Sheriff to develop an annual Plan projecting service levels for Saratoga, which is mutually agreed upon by the Sheriff' s Department and the City. Appendix A, of the attached FY 2000-2001 Plan. outlines the proposed hours and costs for the categories of General Law Enforcement, Investigative, and Supplemental Patrol Services. These priorities are reviewed on a quarterly basis offering the City an opportunity to modify its law enforcement goals predicated on changing communit3.' needs. The City Council exercised this option last October, when it approved increasing Supplemental Patrol from 1,977, to the current 4,356 hours, providing two additional deputies to address traffic congestion issues throughout Saratoga; as indicated in the subsequent "Addendum to Plan of Service Deliver:." FISCAL IMPACTS: The proposed FY 2000-2001 law enforcement costs for Saratoga are $2,717,500, inclusive of the supplementary traffic patrol services. The Sheriff's Office has estimated the annual cost for two additional traffic deputies to be $332,392, or approximately $221,595 for the remaining eight-month period from November 1, 2000, through June 30, 2001. On November 1, 2000, the City Council authorized an appropriation to increase the Police Services budget by $221,595; utilizing a $96,366 refund from the Sheriff's Office for overpayment of law enforcement sen'ices for the previous fiscal year, and the remainder from the General Fund unreserved fund balance. CONSEQUENCES OF NOT ACTING: The Sheriff's Department will not have sen'ices to the City of Saratoga. a current plan to provide law enforcement ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing Additional. ATTACHMENTS: 1. FY 2000-2001 Plan of Execution for Law Enforcement Sen'ices. ATTACHMENT ~iscnl. '~/en~ 2000 - 2001 ~.~ffice of the ~,,~heeiff ,.~ield ~perntions ~1~ueenu Plan of Service Dehvery Part 1, Section A.3, of the Law Enforcement Contract between the County of Santa Clara and the City of Saratoga, provides that the Sheriff shall deveh .p a Plan of Service which shall be reviewed and mutually agreed upon by the City and the Sheriff. This Law Enforcement Services Plan is developed to satisfy these provisions of the Law Enforcement Contract. ResponsibilitF Under the Contract, it is the responsibility of the She6ff to provide services to the City, in accordance with this plan. The Sheriff is solely responsible f6r the administration and supervi- sion of all such services provided under the Contract. During the term of this agreement, the City agrees not!to cQntract with or purchase from any other entity, public or private, for law enforcement, serviCes without the express consent of the Sheriff. Service Levels Service levels referred to herein are determined by the. amount of reported hours provided and charged to the City under the terms of the Contract in each of the service categories of General Law Enforcement, Investigative Services and Supplemental ServiCes. General Law Enforcement includes the patrol of established beats and response' to emergency calls and other' calls for service. ~ Plan of Patrol ~' The patrol established beats will be provided for by th~ cal areas of the City by Sheriff's patrol units. assignment:to specific geographi- Beat .responsibility maps will be provided to the City as updating occurs. Based on the current Deputy Sheriff's Association contract, the Sheriff's Field Opera- tions Division, Patrol Section, employs a ten-hour Workday for its sworn personnel. Plan of Service Delivery -- Page 2 ~FY 2000'-2001, City of Saratoga Patrol hours will be conducted with marked patrol Units, unmarked patrol units, and mo- torcycles distributed by the West Valley Commander as to the shifts, hours, and days of the week to fulfill the contract. School Resource Officer One'Deputy to work 8 hours a day while school is in session to perform duties as mutually agreed upon. ResPonse to Calls for Service Average response times for FY 1999 - 2000 Priority 1: '5.40 min 'Priority 2: 9.37 min Priority -3: ' 18.70 min ~' Goals for 2000 - 2001 5 min 9 min 20 min ' Priori _ty li A life endangering situation or major felony that requires immediate Sheriff's Office response to preserve .life or apprehend the responsible and/or that, due to its nature, re- quires the widest possible search for recommend units or requires that all channel dispatchers be made aware 'of the incident.-' .'. ' Priori'_ty 2: Any crime against a person that does not require a priority 1 and is either oc- curring or has occurred within the past 15 minutes or less or any property crime that occurred within the last 10 minutes or less, or any non-crime situation where delayed response leads to a potential danger/hazard to the public. Priority_ 3: Any crime which exceeds in time limits of priority 2'(more than.15 minutes for crimes.against pe~rsons or more than 10.minutes for crimes against property) or other situa- tiOns which requires the response Of a Deputy Sheriff in a timely. manner. Priority 4: Any call for service that does not require a timely response by a DepUty. Sheriff. . ~.. Average response time has some value in weighing the issue of the number of patrol units assigned to an area. The average response time is affected by several factors: 1. The elapsed time from when the call is received by County Communications until it is dispatched to a patrol unit. Plan of Service Delivery -- Page 3 FY 2000 - 2001, City of Saratoga ,) 2. Need for an immediate response based on ~mt~al reported information. 3. Unit availability during peak time periods. 4. Call stacking by priority/nature of reported inforr Investigative Services ~ation. West Valley Detectives will be responsible for handling fraud, forgery, embezzlements, assaults, auto theft, juvenile cases, robbery, missing persons~, sexual assaults and all property crimes. Domestic violence and homicide cases will be handled by Headquarters Detectives due to the specialized training requirements. : The initial case investigative responsibility for all .reported crimes, misdemeanor and fel- ~ony, is. with the responding patrol officer. The length and/o~- depth of this initial investigation ' Cases requiring ' ' depends on the time availability of the patrol officer, extensive follow-up inves- tigation are routed to the west Valley Detective Section or assigned to appropriate beat units. Investigative services to the City of Saratoga will be lprovided by:the Im3estigative Service Division. The Investigative Services Division, organized by investigative case specialization, investigates most felgny and certain serious misdemeanor crime reported to the Sheriff's Department on a weighted case management basis. The Patrol Section conducts follow-up into misdemeanor and traffic investigations by case assignment to appropriate beat units. ~ All reported felony and certain serious misdemeanor'cases are assigned to an investigator for control purposes.. Those cases showing no solvable caselcharacteristiCs are cased controlled and monitored by an assigned investigator assisted by appropriate beat units. Not every felony or serious misdemeanor case can be successfully investigated to a con- clusion. Those cases that indicate appropriate characteristics are focused' upon to maximize the Use of investigative time and cost. Plan of Service Delivery -- Page 4 FY 2000 - 2001, City of Saratoga Other Law Enforcement Services Traffic investigations shall be handled by the two investigators assigned to the West Valley Station. These charges are nov,, included in the West Valley Station overhead and shared by the three contract cities and the unincorporated areas based on percentage of total, general enforcement hours.. The Patrol Section, in fulfilling its responsibilities, provides other services to the City as needed to meet it commitments. Specialized services available to the City include: Hostage Negotiations Unit Sheriff's Emergency Response Team Underwater Recovery Unit Search and Rescue Unit Narcotics Unit Criminal Intelligence Unit Canine Unit (including narcotics dogs) Bomb Unit (ordinance) Coordinating agency and provided logistics for Auto Thef~ Task Force Sexual Predators Task Force Domestic Violence Task Force Although such units are not routinely used, their existence enhances the capabilities of the Patrol Section in its delivery of services. Special events, which are mutually identified by the Sheriff and the City, shall be charged at the actual costs of the event.- Plan of Service Delivery -- Page 5 FY 2000 - 2001, City of Saratoga Limitation of Charges for 2000 - 2001 Cost recovery of unanticipated special events, requiring significant increases in service provided to the City shall be negotiated by the Sheriff with the City Manager. For fiscal year 2000 - 2001, the amount of service (chai'geable hours) anticipated by cate- gory is shown in Appendix A. The 2000 - 2001 hourly rate shall remain in effect until July 1, 2001. Hourly rates will be provided in Appendix A. The new Appendix A shall be delivered to the City in accordance with Section II of the Law Enforcement Master Contract. Service Priorities and Objectives for 2000 - 2001 For the provisions of service during the 2000 - 2001 fiscal year, the following priorities and objectives are established. Sheriff and City agree to follow these priorities and pursue the objectives. 1. Maintenance of Average Response Time - Maintain the annualized average response time for priority 1 and 2 calls for services at or below 7 minutes. 2. Monitor Serious Crime The Sheriff shall monitor the incidence of serious crime within the City by reporting districts and will: a. Focus additional patrol in areas of significantly higher activity in an effort to re- duce such incidence level; and b. Report to the City such developments, including recommendations on measures to reduce these levels. 3. Review of Priorities and Objectives Review, on a quarterly basis, or as otherwise desired, priorities and objectives with the City or its representatives. Plan of Service Delivery -- Page 6 FY' 2000 - 2001, City of Saratoga The above Plan of Service for 2000 - 20001 is hereby approved. It is the intent of the Sheriff to provide services according to this Plan, subject to the terms and conditions of the Law Enforcement Contract. It is the intent of the City to render full cooperation and assistance to the Sheriff in providing the services called for and in meeting the priorities and objectives set forth herein. Laurie Smith Sheriff By Dave Anderson City Manager Date Date: Addendum to Plan of Service Deliver; FY2000-2001 CiD' of Saratoga In October 2000, the Saratoga City Council approved an augmentation in the level of services provided in Supplemental Patrol - Days. This augmentation calls for an additional 2.379 hours of Supplemental Patrol - Days (Traffic Enforcement) per year. In FY 2000-2001, the hours will be prorated effective November 1, 2000. For fiscal year 2000-2001, the new amount of sen, ice (chargeable hours) anticipated by categoD' is now amended and shown in Appendix A - dated November 27, 2000. Laurie R. Smith, Sheriff David Anderson, Saratoga City Manager Dated: Dated: PROPOSED COSTS FISCAL YEAR 2000-2001 LOS ALTOS RATES CUPEKTINO HILLS UN1NCORP. SARATOGA CITIES GENER ~ !. LAW ENFORCEMENT FY Propos, ,i Hours - Activity Propos.., i Hours - Patrol 900 Co I::s (10% of Above Hours) To{al 2000-2001 6,786.7 4,438.7 1,122.5 34,250.0 5,321.0 ! 9,014.0 12,347.9 Proj Cc ~::~ FY 2000-2001 ~ $92.95 SUPPLE' .t ENTAL PATROL - DAYS: l~ropos~ ,: Hours Proj C~. {.:{ FY 2000-2001 (~ $91.24 Cup¢, :~:lo ~ $90.06 $3,183,538 7,200.0 $648,432 $494,587 $1,767,351 $1,147,737 43.0 - - 4,356.0 0.0 $3,923 $397,441 $0 SUPPLE, '{ENTAL PATROL - NIGHTS: Propost :. Hours 2,080.0 0.0 2,000.0 0.0 Proj. Co: I~ FY 2000-2001 ~ $93.47 Cupe:: ,~o ~ $92.29 INVEST. ::.ATIVE HOURS: Propos~ :. Hours Detecti : Investigation: Averag. ,:fflast 6 yrs (Cup.& Sar.) Proj Co j::; FY 2000-2001 (~ $97.00 $191,963 6,830.0 6,183.7 $662,510 $0 $186,940 $0 2,2oo.0 566.0 306.8 1,808.8 0.0 $54,902 $213,400 $0 FY01 frei A - 40 11/27/00 PROPOSED COSTS FISCAL YEAR 2000-2001 RATES LOS ALTOS CUPERTINO HILLS SARATOGA UN1NCORP. CITIES RESERx : S ACTIVITY HOURS: Propos, ,i Hours 1,650.0 22.0 340.0 Proj Cc ::; FY 2000-2001 ~ S35.40 $58,410 200.0 OPERA' NG COSTS OF WEST VALLEY SUBSTATION: (See Note) Est. Cos~ ~i.'T 1999-2000 Hours 43,530 1,,.612 $779 $12,036 $7,080 5,364 25,370 12,348 Pr~ Cc::';FY 2000-2001 ~ $106,757 50.2586% 6.1931% 29 .2916% SUBTO~. ',L COSTS: Proj Cc.'-: FY 2000-2001 53,655 6,612 31,271 PROJEC gED SPECIAL SERVICES Projectt: Hours FY 2000-2001 Proj Co ::-Sergeant (~ $54.97 Proj Co. ~:-Deputy (Traffic Control) 4,798,508 560,803 2,608,439 14.2567% 15,220 SCHOOl "RESOURCE OFFICER - Proj. Co ~: FY 2000-2001 @ $73.69 1,785 98,087 80,686 1,170,037 TOTAL :11ERIFF LAW ENFORCEMENT COSTS Proj Co :~ FY 2000-2001 246,125 OTHER Pr~CO :FY 2000-2001 0 0 0 0 109,061 5,223,406 560,803 2,717,500 1,170,037 0 0 0 0 FY01 finl A-41 11/27/00 PROPOSED COSTS FISCAL YEAR 2000-2001 RATES LOS ALTOS ' CUPEKTINO HILLS SARATOGA UN1NCORP. CITIES BOOKI~ ; FEES ProjCc ;FY 2000-2001 TOTAL .kW ENFORCEMENT COSTS Proj.Cos FY 2000-2001 118,002 3,418 22,927 0 5,341,408 564,221 2,740,427 1,170,037 TOTAL :)STS COMPARISON Proj.Cos FY 2000-2001 CONTRACT UNINCORP. CITIES AREA 8,646,056 1,170,037 FY01 frei A - 42 11/27/00 SARATOGA CITY COUNCIL MEETING DATE: JanuaD' 3, 2001 AGENDA ITEM: ORIGINATING DEPT: Administrative Sen'ices CITY MANAGER: / SUBJECT: Policy for Electronic Mail and Internet Usage RECOMMENDED ACTION(S): Accept report and provide direction to staff. REPORT SUMMARY: With the increasing use of electronic mail (email) and the intemet, the City developed a policy last year to communicate to employees the City's intents and expectations regarding use of these resources. The policy states that users are expected to conduct themselves in a professional manner consistent with other forms of communication, and that these resources are for business- related purposes. The policy is attached for your review. When an account is first established to allow users to send and receive external email, the user provides the password to the system administrator, who uses it to set up the account. '[he system administrator does not keep a record of the password, and the user can and should change their password after the account is first established and regularly thereafter. If the user forgets the password, the administrator has to establish the account again with a new password. For very sensitive accounts, the system administrator can arrange for the user to deal directly with the internet service provider so the administrator never has -knowledge of the user's password. When one computer is shared by multiple users, the computer is configured to allow multiple identities, each user identi~' entering their own password. The user enters a password to log onto the network, then a second password at the point of selecting their user ID. and a third password to retrieve the user's email. In today's environment, it is essential that City employees have access to the internet and email. Along with this, the challenge of preserving user's privacy must be addressed. The City takes privacy rights very seriously, and has undertaken the customary steps to preserve these rights. FISCAL IMPACTS: None. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): None. ALTERNATIVE ACTION(S): Direct staff to revise policy and return to the City Council. FOLLOW UP ACTION(S): None ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Administrative Policy for Electronic Mail and Internet Usage 2-of2 ~-: City of Saratoga Administrative Policy for Electronic Mail & Internet Usage CITY OF SARA TOGA ADMINISTRATIVE POLICY FOR ELECTRONIC MAIL AND INTERNET USAGE PURPOSE To communicate to all City Employees the City of Saratoga's (hereinafter "City") intent and expectations regarding employee use of Electronic Mail (hereinafter "E-mail"), the Intemet, and Internet based resources, and to issue regulations related to such usage. The Intemet is a network of connected machines, software programs, and a massive quantity of information spread throughout the world. E-mail is a business tool provided to enhance communication and efficiency in the workplace which will be used in accordance with generally accepted business practices and current laws reflected in the California Public Records Act. This policy shall apply to all City employees, elected and appointed officials, and consultants or other non-employees utilizing the Internet with the City's computers. GENERAL poLIcy · It is the City's expectation that computer users who utilize all Internet based services will conduct themselves in a professional manner consistent with the governance of other forms of communication, e.g. letters, phone etiquette, etc. · E-mail and the Internet access are provided for business-related purposes. All E- mail communications and Internet activity and information transmitted through the City's compu~ter network are the property of the City. · The City reserves the fight to monitor the E-mail system and Internet activity at any time, with or without notice to employees, including the fight to review, audit, and disclose all communication sent over and/or stored in the system. The City respects the individual privacy of its employees. However, an employee cannot expect privacy rights to extend to work-related conduct or the use of City- owned equipment or supplies. · All computer users who have access to the City's computer system will be required to sign a form acknowledging that they have read, understand, and will abide by the City's E-mail & Intemet policy. 1- 5122100 City of Saratoga Administrative Policy for Electronic Mail & Internet Usage ELECTRONIC MAIL (E-MAIL) POLICY · In many circumstances, E-mail communications may be requested under the Public Records Act and/or may be used as evidence in court or as part of an investigation. The content of E-mail may be disclosed within or outside of the City without employee permission or knowledge. · E-mail communications shall involve City' business activities or contain information related to the accomplishment of City business, administration or practices. It shall not be used in connection with political, religious or illegal acts and shall not be used for in furtherance of'unauthorized access to systems, software or data, threats, harassment or defamation. Personal E-mail use is permitted only when conducted in a manner that does not interfere with the duties of the computer user or the operations of the City. · Communications containing language that is disruptive, threatening, insulting, offensive, harmful, demeaning, profane, derogatory, defamatory, discriminatory and sexually suggestive are prohibited. In addition, messages that violate law, individual rights, create potential liability for the City, contain pornography or obscenity are also prohibited. · E-mail users are solely responsible for the management of their electronic mailbox and its associated folders. E-mail communication which are intended to be retained in the ordinary course of the City's business are recognized as official records and need protection / retention in accordance with the Public Records Act and the City's retention schedule. Because the E-mall system is not designed for long-term storage, E-mail communications, which if presented in a written form would be retained in the ordinary course of business, should be printed out and the hard copy filed in the appropriate subject file. E-mail communications that are not intended to be retained and which serve no useful purpose to the City should be deleted from the system. Computer users should be aware that the deletion of a message or a file might not fully eliminate the message or file from the system. · The proliferation of new and increasingly dangerous computer viruses is a constant and genuine threat to the integrity of an employee's computer as well as to the computer network as a whole. As a result, computer users should give caution to opening E-mails, especially with file attachments, from sources which they cannot identify. 2 5/22/00 City of Saratoga INTERNET USAGE POLICY Administrative Policy for Electronic Mail & lnternet Usage · Using the Intemet to facilitate job performance is encouraged. Personal Internet use is permitted only when conducted in a manner that does not interfere with the duties of the computer user or the operations of the City. However, random browsing, downloading program files, playing games, posting messages on bulletin boards, or participating in chat rooms, except for City business purposes, is prohibited. · To ensure that everyone is capable of utilizing the Internet at productive speeds, computer users are not to download or upload anything more than 1 megabyte in size or 30 seconds in length. In addition, accessing any "streaming" (i.e. continuously downloaded while viewing) audio and/or video content is also not allowed. Disregarding these regulations, without prior MIS coordination, will cause severe delays for all computer users in the City's network. · The convenience of a direct Internet connection on an employee's computer brings up further substantial security risks. For this reason, as a rule, log off of the network whenever not using your computer for more than one hour. · Computer users are not to access Internet sites that attempt to circumvent or violate the law. Examples of such unlawful usage include the viewing and/or distribution of pornography, particularly as it relates to minors, participation in gambling operations, and downloading and distribution of copyrighted materials without permission. 3 5/22/00 City of Saratoga Administrative Policy for Electronic Mail & Internet Usage EMPLOYEE A CKNO WLEDGMENT: ELECTRONIC MAIL & INTERNET USAGE POLICY I hereby acknowledge receiving and reading a copy of the City of Saratoga Administrative Policy for Electronic Mail & Intemet Usage. I also understand that any questions concerning this policy may be addressed to the Administrative Services Director. EMPLOYEE NAME EMPLOYEE SIGNATURE DATE (Please complete and return this form to the MIS personnel in the Administrative Services Department.) 4 5/22/00 SARATOGA CITY COUNCIL MEETING DATE: Januarv 3, 2001 AGENDA ITEM: ~_ ORIGINATING DEPT: adminlstrative Services CITY MANAGER: ~'~-~~' PREPARED BY~_~;,~-z4 .~- ¥.7._r~,c) ~ DEPT HEAD: SUBJECT: Selection of Executive Search Firm RECOMMENDED ACTION(S): Authorize the City Manager to execute a contract between the City of Saratoga and AveD' Associates for an amount not to exceed S18,400 for services related to the recruitment and selection of the new Community Development Director. REPORT SUMMARY: With the resignation of the Community Development Director, effective January 5, 2001, the City of Saratoga must recruit a new Community Development Director. The City Manager determined that the most expedient and thorough method of recruiting for a Community Development Director was to use the sen'ices of an executive search firm. ~'he City solicited and received proposals from t~x~ executive search firms: Hughes, Perry & Associates and AveD' Associates. After assessing the two proposals, Aver)' Associates' targeted lateral recruitment strategy was deemed most effective in this very challenging labor market and its consulting fee was slightly less. Aver3.-' Associates' professional fee for conducting this recruitment is $13,400 plus out-of pocket expenditures not to exceed $5,000. FISCAL IMPACTS: The fiscal year 2000-01 budget must be amended to provide funding for this contract. There are sufficient appropriations in Contingencies for this amendment. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The recruitment for the Community Development Director position would be delayed if the contract were not approved. The expenditures for Fiscal Year 2000-01 would exceed budgeted appropriations by year-end if the resolution amending the budget were not approved. ALTERNATIVE ACTION(S): The City Council could select another executive search finn recruitment in-house. FOLLOW UP ACTION(S): Execute and distribute the contract. Record the budget adjustments. ADVERTISING, NOTICING .~.ND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Resolution amending the Fiscal Year 2000-01 Budget Proposal from Aver), Associates or direct staff to conduct the 2 of 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARa. TOGA MAKING .aDJUSTMENTS TO THE FISCAL YEAR 2000-2001 BUDGET WHEREAS, THE city Council adopted Resolution No. 9%36, adopting the budget for FiScal Years 1999-00 and 2000-01 on June 16, 1999; and WHEREAS, subsequent to the adoption of said Resolution, the City Manager has recommended further changes to the City's budget-for services of an executive search firm related to the recruitment and selection of the Ne',',' Community Development Director; and WHEREAS, the City Council has considered the recommendations of the City Manager and believes that implementing these further changes will be in the best interest of the City NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves to adjust the Fiscal year 2000-01 budget as follows: Increase Decrease City Manager's Office - Contract Sen'ices 001-1020-511.40.10 $18,400 Contingencies 001-1010-511-50.02 $18,400 The above and foregoing resolution was passed and adopted at an adjourned meeting of the Saratoga City Council held on the __ day of .2000 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor Cathleen Boyer, City Clerk 3 of 3 December "-' =:. 2000 AVERY Dave Anderson. City Manager City of Saratoga 13~77 Fruitvaie Ave. Saratoga. CA 95070 Dear Mr. Anderson:. Thank you for the opportunity to submit our proposal for the position of. Community Development Direct6r for the City of Sarafoga. We take great pride in our ability to provide recruitment service and results that positively differentiate us from other search firms. ¥~.~e do so by incorporating prwate sector search methodology into our public recruitment process and by com~Dining "best" practices from both the public and private sectors. Our fresh and aggressive approach to executive search results in outstanding candidate flow, exceptional candidate quality, and represents excellent value for our 'clients. We are a locally based recruitment firm with several long time Santa Clara Vallev residents who form our core consulting staff. We feel this uniquely qualifies us to handle the challenges associated with the difficult labor market, high housing costs, and other quality of life issues that affect a successful search. ,As a Saratoga resident, I also have a great interest in'finding exceptional eml~iovees for our City. It's our hope that you'll find that our unique approach, our recruitment'ef~ertise, our commitment to quality and'service, and our knowledge of the City of Saratoga and the Silicon Valley will provide the basis for your positive consideration of our firm. The enclosed proposal contains the following information: · recruitment team assigned' · recruitment plan · consulting fee and billing assignment · guarantees and ethics · time line of events and activities · resumes for Principals of the firm · client listing and references Once again, thank you for the opportunity to submit a propOsal to assist with vour recruitment. If you have any questions. ~lease do not he~itate to call Paul Kimura or myself at Sur Los Gatos office, -(408) 399-~424. - & Associates ' Consultants 3'/: N. Santa Cruz Axe. Suite A Los Gatos. CA 95030 408.399.4424 Fax: 408.399.4423 · Sincerei,v. William H. Avery WHA:imc Recruitment Team for the Community Development Director Position Paul Kimura will serve as the Principal in charge of this Project and will be assisted by other principals and members of the staff of William Avery & Associates, Inc. Mr. Kimura-will be personally involved in the interview and assessment of c~ndidates, reference investigation and will be available throughout the search process to provide other, related consulting services. Kimberlv Warner and Mike Dou§herty will assist in the recruitment and, Klm Duran and her Assistam wiil provide administrative support. Recruitment Plan and Services Provided L Position Profile and Organizational Assessment The initial assessment phase is a critical component of the search process. Our firmlx"~, meet with the key decision makers to discuss the organizational needs and position requirements. Our goal for this aspect of the recruitment process is to: · understand the City and departmental priorities for this position. · develop a clear unde?standing and consensus on the expertise, experience, education, performance attributes and operational style of the ideal candidates. · discuss the goals, objectives, deliverables, and challenges related to this position. · gain insight of the various organizational dynamics and departmental issues that exist within the organization. : · identify the compelling aspects to this opportunity. We would supplement this session with other discussions with various key staff members (as determined by the client). The ideal candidate profile would be developed from the above discussions and incorporated into a formal position announcement for each recruitment. The candidate profile is also utilized in various other means as a marketing tool, for advertising copy,' postings, and for other announcements. II. Development of the Search Strate~3, The search ~strategv is developed in conjunction vdth the organizational assessment. The finai approach is based on your input and considerations during the assessment activity. For this assignment, we feel it is critical to develop a high level of visibility with a compreh'ensive outreach program supplemented by a focused targeted recruitment approach. We would incorporate the folloxving elements into this search: · Contacting current Citv/Countv Community Development Directors, Planning Directors, and Development an~l Redeveiopment officers in comparable agencies who may be interested or aware of potential candidates. Our networking will focus in the greater Bay- Area butwill also include Northern and Southern California agencies. This effort will mainly be geared toward identifying individuals who meet the profile of the ideal candidate but are not act've'v ,~,-'-'-o . s,.,.~,,o other empiovment. Page 2 III. · Sending out mailings to professional organizations, as well as talking to the organizations membership to market the many positives of working in the City of Saratoga. · Identifying private sector contacts who would be sources or referrals for this assi~qnment. · Advertising in WESTERN CI-FY magazine, JOBS AVAIL'-XBLE magazine, and other trade publications or periodicals deemed appropriate for this search. · Posting the position on the Internet in the Public Sector employment bulletin boards and on our corporate website (www.ave.ryassoc.net). · Utilizing our corporate database. · Developing and distributing comprehensive job announcements to various Ciw, County and State level agencies and departments throughout the State. Candidate Assessment All candidates responding to this position will initially, be evaluated based on their resum, e and if appropriate, an extensive phone "screening" b~ a firm Consultant. Candidates who pass the initial "qualifying" criteria are then scheduled for a formal interview with one of our firms' Principals. These extended personal interviews typical? take I - 2 hours and a thorough discussion of their experience, accomplishments, management ohilosophv and interpersonal style takes place. Those individuals who best fit the position r~quirem~n-ts will have an extensive Candidate Assessment Report developed by the' Principal who conducted the interview. Candidate Presentation Upon completion of formal interviews, a selection of candidates for presentation is made. Typica ly, the number of final candidates range from 4 to 7 for each recruitment. We feel our extensive qualification, interview, and reference checking process and the knowledge gained during our initial assessment period, enable our client to proceed with fewer rather than more finalists. The final candidates are presented in our candidate presentation "book". Each finalist will have a fiie consisting of a candidate summary sheet, a resume, the Candidate Assessment Report (based on the formal inte~,iew), and candidate reference interviews. Candidate summap,' sheets for eve.,-vone who submitted a resume will also be included. This provides the client an insight to the level and r~ature of response for their position. Selection Process We will assist in the structuring of the interview process and coordinate the interview scheduling activity. Our firm will also provide candidates with guidance and direction re~am'e to trave! ~_,ap.n.n~. hotel accommodations as well as other inte~'iew planning issues. Page 3 VI. Position Closure and Follow-Up Based on the firm's experience in human resource management and executive search, we are able to assist our clients in formulating appropriate compensation and other emplo_vment arrangements. We will be available throughout our retention to assist in this process. .As a matter of policy, Aver`,' & Associates monitors the transition and progress of any executive we place with a client. Within the first 3-6 months following the hired individual joining the Citv, we will speak with that individual to ensure the transition has effectively occurred. During the same period we will also review the individual's status with_your office. Consulting Fee Based on the services described in our proposal, the professional consulting fee for this recruitment will be 513,400.00. We will provide our first consulting invoice in the amount of 54.500.00 at the outset of the search. The final invoice for the retainer of $8,900.00 will be submitted at the completion of the search. In addition, all direct out-of-pocket expenses are reimbursable by the Client. For this recruitment. direct expenses would not exceed 55,000.00 for out-of-pocket expenses. These expenses inciude research, advertising, production, telephone, mailing, postage, consultant travel for client discussions, meetings and local candidate interviews. All expense items will be detailed and billed on a monthly basis or on a one time basis at the completion of the search. Guarantees and Ethics Whenever William Averv~ & Associates, Inc. is retained, we make several guarantees and commitments to a client. Due to our experience, knowledge and success within the management consulting field, we assure a client that we will only present candidates who meet a substantial maiority of the ideal o,.ualifications that you have outlined. We are also committed to continue our search efforts until a successful canidida(e is employed. It is also our Practi'ce [o replace a candida[e Who may voluntarily resign during the first six months of his/her employment. This same commitment applies-if the client finds it necessary to terminate or to rec~u'est the resignation of the selected individual in the first ,,'ear for reasons~ which would have precluded his/her employment had they been known at the time'empio?'ment started. In either case, we invoice a client only for out-of-ooc~'et expenses :incurred in identif)/ing a replacement. Avery Profile William Avery iliiam AveD' founded the successful management consulting firm of Wil- liam Ave~' & Associates in 1981. Since the firm's inception, he has represented public agencies throughout California and the West. serving as a search consult- ant. chief negotiator, trainer, and representative in grievance and disciplina~,' matters. A key measure of the firm's success has been the many Iong-tem~ relationships that have been established with the firm's clients. AVERY William A:-er, ~.Associates Mana~'.emen.: Consultants 3-: N. Santa Cruz A~e. Suite A Los Gatos. CA 95030 408.399.4424 Fax: 408.399.4423 Building on this .track record of success, he expanded the firm's focus to include increased emphasis on public and private sector search, adding proven industD; professionals with considerable expertise and a successful track record in these areas. The result has been to create an exceptionally strong ment consulting firm with the expertise to provide the full range of services from executive search to a wide range of Human Resources programs: A specialist and-widely recognized expert inemployer-employee relations, he has previously served as a City Manager (kos Gatos) and Assistant City ' · ~ ,'~H - ager.~While City Manager, he was President of the Santa Clara County Cit;' blanager's Association and Chair of the County Employee Relations Service. He has lectured a~. De Ar..za Co!ieg¢. San lose S~.ate University. and Stanford Univers[tv. and regularly makes presentations for ~.he League of California Cit- ies. CALPELIL&. and other public sector organizations. l Bill ho,ds Bachelor of Arts and Master of Publ:,c Administration degrees from San Jose State University. where he graduated with highest honors. AVERY ~A:illiam A', er. (:' Associates Ma'~a?men; Consultants 3: :X. Santa Cruz Ave. Suite A Los Gatos. CA 95030 408.399.4424 fa~.: 408.399.4423 Avery Profile Paul Kimura aul Kimura is~a principal of William Ave~, & .Associates. w~,ere he is re- sponsible for private/public sector professional search se.wices. He brings a unique combination of recruitment expertise and business experience to these responsibilities. Previously, Paul has been both a corporate recruitment and HR director for a number of high technology companies, ranging from Noveii and National Semiconductor to a start-up. He has also been a successful HR consultant. i,,l~ wide industry experience has provided inva:,uab!e insights to and un- derstanding of the business and o~anizational needs of c!ient firms ... greatt_v strengthening our executive search se.wices ... and his proven recruitmem skills help bring forward the best availabie candidates. His wide experience as a human resources professional adc~s additional di- mensions to Mr. Kimura's professional search work. and his business back- g~ound is particular!v valuable in bringing private sector recruitment per- s~ectives to public sector openings. He also provides consu!tin~ sen, ices in areas such as stralegic planning, executive coaching, seearation ne?tia- tson. and organizational assessment an~ design. Mr. K!mura holds ~ B.S. deor,:',~ in Business Administration from San Jose State Llniversity He is active in professional HR organizations, and in the community, where he has worked with a number of school and youth ser- vice. civic, business, and cultural organizations. Avery PrOfile AVERY William Avep. ~ Associates Mana~emen: Consuhams N. Santa Cruz Ave. Suite A Los Gatos. CA 95030 408.399 4424 Fa>.: 408.399.4423 Kim Duran Klm Duran is the Office Administrator for William Ave:-v & Associates.. `.;'here she provides a wide range of administrative and client support ,.'ices. She is responsible for assuring that the firm's c!ie?ts receive ali of assistance the_.,,, need for efficient, effective, and successful executive search and management consulting services. Her duties include: managing meet- in&:schedules: working with ciients to develop, produce, and place adver- tising and marketing materials for executive searches: managing corresaen- dence: ass;,sting candidates with the application process; scheduiing inter- ;'iews: coordinating and facilitating assessment centers and other testing procedures; and a rn):riad!of other support functions. .As Office .Administrator. She supervises Support staff, and is responsible for accounting, billing, and gcnerai administration. She sap:es as contracts administrator: coordinating the drafting, signing, implementatien, and man- a.,eme,,, of contracts ~or Service. f:rms.. Jnc!uding Z:'MOS. Kim has wide experience with a number of SilJcoa_\'aiiev high-technolo? ","".. and $iiicon Gra.3hics. AMD. No,~.i AVERY- P;iiiia"- Avep.-Zc Associates ;'dana?merit Cons~hants 3: N. Sar:-'.a Cruz A',e. Suite A Los Galos. CA 95030 408.399 4424 Fa,,: 408.399.4423 Avery Ciient. References from Recent Searches Public Sector references: City of Boulder. Colorado. Deputy City Manager Ms. S~haron McCiew. Dir. of Personnel .....303.4!7.0335 City of San Leandro. Economic Development Manager and Deputy Finance Director Mr. Steve Harman. Former Personnel Director ..... 707.648.4362 {Currently Pers0nnd Director for CiW of Vallejo) Town of Los Gatos. Town Manager Ms. Debts Fi,gone. Town Manager ...... 408-354-6837 Monterex.' Count,,'. Public Works Director and .a, ssismnt CAO - Environmental Resources Poiicv Ms. Kathy Tice. Senior Personne! Analyst. g31.796.3392 Santa Clara Counts,. Social Services Agency. Director of IS. Director of Santa Clara County Children's She!ret. and Director of Employment & Benefit Setx'ices Mr. Cliff O'Connor. Det~utv Director .... 408.441.5666 Private: Sector references: Adaptec. Vice President of Human Resources Mr. Tim Harris. VP of Corp Admin {former} ..... 408.395.3383 NEC E!ectronics. D,,ec~o. of Logistics Mr. C~,uck Sloan. \'F Operatlo~s {?ermer;..408.544.757[ {Current!3' at Altera. Inc.} NEC Electronics. Cort~orate VP oi' Human Resources - Rosevilie Facility Mr. Iohn Chenette. VP of HR {Retired}...707.591.0153 (please notify us prior to contact) Harmonic Lightwaves. Director oi' Purchasing Mr. Bob Higginbotham. Director ef HR..408.542.2620 NOTE: T?:e names listed are the individuals for whom the searches were performed. These diems may be contacted .as,e.~renc.~.- ;* o t,"l/00) Avery Client List Public Sector ci!ents currently or recenth' sewed by \Vi!iiam .*::eh' 8, .Ass,;.ci- ares include: AVERY William Avep. ~ Associates Manar. emen: Consultants N. Santa Cruz Ave. Suite A Los Gato~-. C.& 95030 408.399 4424 Fax: 408.399.4423 City of Bakersfield - City of Benicia City of Boulder. CO City of Capitoia City of Fremont City of Gilrov City of La Habra City of Morgan Hill City of Newport Beach City of Palo Alto City of Paso Robles City of Salinas City of San Jose City of San Leandro City of San Luis Obispo City of San Mateo City of Santa Clarita City of Santa Cruz City of Seai Beach City of Visaiia City of Watsonville City of Woodland Alameda Count',: Aiameda CountvWaste ;Xlgn:t District Aptos/LaSelva Fire District Butte County Calaveras County Mora~a/Orinda Fire Protection Distric: Monterey Count'.' San Benito County Santa Cruz Count',' Solano County San Benito County Wa:er D~<'.~ ' Santa Clara Va!lev Water District Santa Clara County Socia; Svcs Asenc3' Santa Cruz Count:' Emergenc_'-.' Communications Center Soodae! Creek Water District Santa Clara Cou?.tv Chi':dren's Shelter San Bernardino Cou.'~t~, Pri:.at= Sector i;,,.~,< ' ' · - -' ares inciude: o. 6,'00 Adamec. Inc. Eno[as T¢sco. Ir, c. Ernst & '~buns.. LLP £x~-ressworks Internationai Harmonic IMCA America. Inc. KLA %ncor Na:ional Semiconductor -:NEC Eiec~ronics. Inc. Santa Cruz Operation Tektronix - Grass \'nile;' Group Hughes, Perry ~ Associates MANAGEMENT CONSULTANTS .. Proposal to Recruit a Community Development Director for the CITY OF SARATOGA December 21, 2000 Richard W. Pert3.' HUGHES, PERRY & ASSOCIATES P. O. Box 384 35590 Verdant View The Sea Ranch, CA 95497 707°785°3083 info@hughesperry.com es. December 21, 2000 Mr. Dave Anderson City Manager Saratoga City Hall 13777 FruiWale Avenue Saratoga, CA 95070 Dear Mr. Anderson: We appreciate the opportunity to submit our proposal for assisting Saratoga in recruiting a new- Community Development Director. Our proposal is based on: Our involvement in over 500 recruitment and selection processes, including over 27 planning/community development administrators including Directors for cities such as Pasadena, San Mateo, Santa Monica and Santa Rosa. Our knowledge of planning, housing and building operations based on our experience in analyzing planning and building operations through management audit projects for communities such as Palo Alto, Pasadena, and Reno, Nevada. o Our first hand knowledge of community development issues based on my experience in the field which includes having served, as the Assistant Planning Director for San Mateo CounW with responsibilities for implementing improvements such as a one-stop permit operation. Our extensive knowledge of Saratoga and the changes it has experienced over the past 15 years based on having conducted the three City Manager recruitments since 1985. 1. HUGHES, PERRY & ASSOCIATES WIIJ. USE A TttREE-PRONGED APPROACH FOR ATTRACTING HIGI-H.,Y QUALIFIED CANDIDATES FOR THE COMMUNITY DEVELOPMENT DIRECTOR POSITION. Three outreach activities ~vill be used to interest highly qualified candidates in the Director position. The objectives of these outreach activities are (1-)- present a positive image of the position and client organization; (2) catch the 2. eye and interest of as many people as possible, particularly those not actively involved in a job search; and (3) provide potential candidates with valid and concise information on the position as well as the "flavor" of the job and type of person desired. (1) "~Eye Catching~t Ads Are Placed In Appropriate Publication~ Creative display and classified ads are placed in journals, magazines and publications which top level candidates are likely to read. These ads normally generate about 40% of the candidates who apply for positions ~ve recruit. We do not use a standard ad format and tW to diversify ad layouts and messages to dePict the difference of our various clients and the positions being recruited. For Saratoga, we ~vould use general publications such as Western Ciw Magazine and Jobs Available - Western Edition, and professional organization publications such as ASPO. "Corporate" ~Type Brochures Are Sent To 400 To 800 Persons For The Position. An informative brochure, tailored differently for each client and position, is designed and mailed to Community Development managers and professionals in California. This brochure provides candidates with relevant information on the position, issues to be faced, qualifications desired,, compensation package, the client organization and recruitment time tables. While we have computerized mailing lists for various professions and positions, we tailor these lists for each new ~assignment. We will work with you to ensure that brochures are distributed to persons and organizations that meet your needs. (2) An Aggressive Telephone Sourcing Program Involving From 50 To 100 Persons Is Undertaken.' Top practitioners in the public works and utilities field (sources) and highly qualified candidates referred to us or known through other means are contacted to explain the position and to interest them in applying. This approach provides us the opportunity to attract highly qualified candidates who may-not necessarily be contemplating a job change. Typically, about 25% of the persons-who eventually apply for a position are attracted through the telephone sourcing program. CANDIDATES ARE SCI~.~:~:N~:I~ THROUGH A MULTI-FACETEDI EVALUATION PROCESS TO IDENTIFY PERSONS WHO BEST '~I~P~ THEI CLIENT ORGANIZATION. HUGHES, PERRY & ASSOCIATES PAGE 2 Hughes, Perry & Associates utilizes a variety of approaches to evaluate candidate qualifications and help ensure that the best fit occurs considering the needs of our client. (1) (2) Resumes Are Screened Against The 'qdeal Candidatd' Characteristics Initially Developed Jointly With You. The initial resume screening allows us to compare candidate experiences and other qualifications against those desired ~' Saratoga. For example, you may be seeking a person who: Has a successful track record in planning or one of the areas of community development; Is familiar with the dynamics of working in a community which is largely built-out; Is comfortable working in a community in which even small projects are put under a microscope by the community; Recognizes that quality is critical in Saratoga and can negotiate projects and their design to meet community goals. Has a strong team orientation and possesses the ability to mold a diverse set of functions and people from different disciplines into a cohesive team; An ability to work ~vell with Council, Planning Commission, developers and the community;; Has a strong customer service orientation and places a high Priority on being responsive; A solid record of managing, supervising and developing staff; We would screen resumes against these types of characteristics and others you might add based on our interviews with you. Supplemental Questionnaires Are Designed And Distributed'To Obtain Additional Information From More Highly Quslified Candidates. While this was not one of the tasks initially identified by Saratoga as a part of the scope of work, we feel it provides the client with important information and is a relatively inexpensive task. A three to five-page supplemental questionnaire is prepared and distributed to the top 15 to 25 applicants who appear to be most highly qualified after the initial resumes are screened. This questionnaire allows you to obtain HUGHES, PERRY & ASSOCIATES PAGE 3 supplemental information in areas of interest to the client. For example, Saratoga may want to review candidates background in developing and working with stringent design guidelines; candidates experience in dealing with floor to area ratio type approaches in residential remodeling in order to protect the established character of neighborhoods; whether the candidate has administered a Building Division function; etc. [3. THE PROPOSEr} RECRUITMENT WORK PLAN Summary and sequential descriptions of the work steps required to conduct the executive recruitment for the Community Development Director are detailed on the following pages. The timing of each task, stated in terms of Weeks following the contract start date also is presented.. Both the task plan and timing can be adjusted depending on your specific wishes. WORK TASKS Develop a "candidate profile" for CommuniW Development Director. · Determine the ~type. of person needed and specific issues the person will address on the job. This will be accomplished through inter-views w~ith the City Manager, and i f appropriate, with key staff members and other Department Heads. Resolve recruitment strateg- ies and timetables. Determine the organization- al style and critical oper- ational issues in Saratoga. RESPONSIBH,ITY HPA/Saratoga TENTATIVE ~UI.E Week 1 HUGHES, PERRY & ASSOCIATES PAGE 4 Develop and place "eve cateh-ing" advertisements. Prepare and place advertisements for' relevant publications and professional journals. Insure that all "Affirmative Action Equal Opportunity Employer" targets are met i n advertisements. 3. Prepare-and send a bgoehure ~ candidate sources and prospective candidates. Prepare a brochure that "sells" the position, describes the "ideal" candidate, identifies the issues the new person will address, presents compensation information, timing of the search and provides information about the Saratoga organization. Prepare mailing list of organizations and candi- dates, including women and minority outreach groups/ individuals, to which bro- chures will be sent. Print and distribute brochures. Conduct telephone sourcin~ oro~mmm ~o further identify and interest highly qualit~ed candidates. Contact members of professional organizations and reliable sources of potential candidates. Contact qualified candidates identified. HPA HPA HPA Week 2 Week 2 - 3 Week 3 - 6 HUGHES, PERRY & ASSOCIATES PAGE 5 e 0' Closing deadline for receiving resmnes. Screen resumes. Screen candidate pool to top 15 to 25 candidates ~' com- paring resumes to char- acteristics of the "ideal" candidate. Noti~' all candidates of their status in the recruitment. Develop a Supplemental Ques- tionnaire fo be completed by_ tl~ more qua!~fied candidates. Prepare and distribute 5 to 7 page supplemental question- naires to obtain additional background information from the selected candidates. HPA HPA HPA Week 7 Week 7 Week 7 - 8 HUGHES, PERRY & ASSOCIATES PAGE 6 Closing deadline for supple- mental questionnaires. .4a~alyze supplemental quest- ionnaires completed by top candidates. Complete personal interviews with selected candidates. Conduct interviews (in person where possible or by phone) with up to 25 candidates using the candidate profile as the basis for interview questions. 10. Prepare a pro_mess report. · Pro~dde a list of the top 8 to 12 candidates and a summary of qualifications. · Include resumes, supple- mental questionnaires. 11. Screen candidates to determine who will be finalists Utilize resumes, supple- mental questionnaires, writing samples and interview feedback to acquaint the City Manager with the candidates. Select final 5 to 7 candidates for client interviews. 12. Interview finalist candidates City to select an oral board to conduct interviews of finalists and rank the candidates with consultant assistance. 13., Conduct reference checks of HUGHES, PERRY &. [4. QU.ALIFICATIONS OF THE FIRM IN RECRU1TME, NT AND SEI,ECTION I Hughes, Perw-and Associates was (until 1994 known as Hughes, Heiss and Associates) established in 1974 to provide consulting assistance to governmental organizations which is: · High Quality o Creative · - Personalized · Reasonably Priced Since its formation, the firm has served over 500 client agencies on more than 800 assignments, including 175 cities, more than 30 counties and over i0 states. (1) Recruitments and Selections Have Been Over 500 Managerial Performed. Hughes, Perw and Associates has performed numerous recruitments and candidate assessment services for governmental agencies. These services include comprehensive searches, both regional and nationwide; Assessment Centers, and technical assistance in recruitment and]or selection processes. The wide range of positions handled include the following:- CiW/CounW Managers. (81) Chiefs of Police (48) City Attorneys (24) - PlanningJCommunity Development Directors (27) · Assistant Managers . (28) · Fire Chiefs (41) · Public Works Directors (41) Utility Managers (28)~ Personnel Directors (24) Park/Recreation (12) -Library Directors. (5) Other Professional Finance Directors (21) · Redevelopment/ Economic Development (16) · Transportationffr~ffic (12) · Middle Managers/ HUGHES, PERRY & ASSOCIATES PAGE 8 Positions Supervisors (37) (65) The attachment to this proposal provides an overview of our executive recruitment and selection assignments. [5. OUR RECRUrr_M ~:N-'I' In our recruitments,, it is our practice to have one member of our professional staff take the lead through each phase of the recruitment process to ensure continuity from-both the client's and the candidate's perspective. Additionally, another member of our recruiting staff is assigned back-up responsibility to ensure a second professional staff person is knowledgeable about the status of the recruitment and is able to respond to either client or candidate if the lead recruiter is unavailable. For the recruitment of the Community Development Director, Richard Perry would have the lead and be project manager with assistance from Clark Wurzberger. Richard W. Perry has over 25 years experience, both as a manager with and consultant to local government. A Vice-President of Hughes, Perry and Associates and in charge of our recruitment division, Mr.' Perry has taken the lead role in more than 275 executive recruitments/selection processes conducted ~, our firm. Prior to joining Hughes, Perry and Associates, Mr. Perry_had extensive experience as a line manager serving as Director of Parks and Recreation for the City of Belmont, Assistant Planning Director for San Mateo County and the Manager of Sea Ranch. Additionally, he served as Interim Town Manager for Los Gatos while recruiting their Town Manager. Mr. Perry typically handles the firm's Community Development, Planning, and Economic Development recruitments. In recent years he conducted Community Development recruitments for cities such as San Ramon, Pasadena and Santa Monica. He has also conducted two workshops for the California Building Officials (CALBO) professional organization. He is currently completing recruitments for a Redevelopment Administrator for Reno and a Public Works Director for Santa Clara. Clark Wurzberger is a Senior Associate with the firm and would assist Mr. Perry in the Saratoga recruitment effort. He ~vorked in Washington D.C. for two Presidential administrations in the State Department and Department of Defense (for Dick Cheney) where he did senior level recruitment. Upon leaving Washington D.C. he worked with one of the nations top ten private recruitment firms which is located in San Francisco. Since joining Hughes, Perry & Associates, he has worked on various department head recruitments for Newark, Monrovia, Oxnard, and Anaheim as well as recruitments for City Managers for Benicia, Union City and Healdsburg and Chiefs of Police for Hayward and Simi Valley. He is currently working with Mr. Perry- on the assignments noted HUGHES, PERRY & ASSOCIATES PAGE 9 above. Mr. Wurzberger's role will be limited to the telephone outreach and reference check portions of the recruitment. Richard Perry will handle all of the other tasks associated with the recruitment. f6. VARIOUS lt~.ENCES CAN tiE CONTACT~;IJ TO EVALUATE THEI QUAntITY OF OUR RECRUITMENT EFFORTS We believe the most effective testimony to the qualiW of our executive recruitment services come from our previous clients and people who have participated in our recruitment and selection process. Following are listed elected officials and appointed managers who have been recent clients on executive recruitment and selection' projects. Most of them have had exposure to multiple executive recruitment and selection firms. You are encouraged to contact them to get their reactions to the-quali~- of our work and to how our approaches and techniques are differentiated from many other executive recruitment firms. Arne Croce, City Manager, City of San Mateo - Recruitment of a Chief of Police and a Public Works Director (completed 6/00 and 8/00) (650)_522-7000 Lisa Mills, former Chief Executive Director, Orange County Transportation Authority - recruitment of a Planning Manager and an Assistant C.E.O. (714) 560-6282 Deborah Acosta, City Manager, City ofPleasanton - Recruitments of a Public Works Director, a Libraw Director, a Chief of Police, an Assistant Public Works Director/City Engineer, a DepuW Public Works Director/Operations, a Support Services Manager, a Traffic Engineer, a Utilities Superintendent, a Information Systems Director and a Parks Superintendent. (925) 931-5002 Irene Shapiro, Human Resource Director, Southern California Regional Rail Authority .(Metrolink) - recruitment of Strategic Development/Communications Director and an Assistant Executive Director. (213) 452-0296 HUGHES, PERRY & ASSOCIATES PAGE 10 Ray Patchett, City Manager, City of Carlsbad - Recruitment of a Chief of Police, a Public Works Director, a Human Resources Director, a City .Attorney, an Assistant to the City Manager, and a Housing and Redevelopment Director. (760) 434-2821 Jeff Griffin, Ma~vor, or Ralph Jaeck, Assistant City Manager/H.R., City of Reno -- Recruitment of a City Manager, a Fire Chief, a Planning Director and Chief of Police, and currently a Redevelopment Administrator. (775) 334-2044 Ken Blackman, retired City Manager (7/15100), City of Santa Rosa -- Recruitment for various positions including a City Attorney, Chief of Police, Public Works Director, two Assistant City Managers, two Assistant CommuniW Development Directors, and two Human Resource Directors. (707) 524.5361 Peter Green, Mayor Pro Tern and ten year Council member, or Ra~v Silver, City Manager, City of Huntington Beach- recruitment of two City Managers, an Assistant City Manager, a Public Works Director, a Chief of Police, and a Fire Chief. (714) 536-5553 Ernie Gray, former Mayor, City of Novato -- Recruitment of a City Manager and assistance in the selection of a Community Development Director and Chief of Police. (415) 898-2800 John Jalili, retired City Manager, Recruitment of a Planning Director, Utility Director and other positions. City of Santa Monica -- Police Chief, City Attorney, (310) 917-6640 If you desire additional references, please contact us. HUGHES, PERRY & ASSOCIATES PAGE 11 17. CONSULTING CHARGES Our fees and estimated reimbursable expenses for the recruitment of a Community Development Director as outlined in our work plan are: Professional Time Reimbursable Expense Not Recruitment and process as outlined in our work program: $15,000 Reimbursable expenses include the direct cost of items such as clerical support, travel expense, telephone expense, brochure mailing expenses, a business-license, and insurance certificates. It does not include the costs for brochure design and printing, or advertising expenses. The City may want to handle those two expenses directly. Thank you for this opportunity to submit our proposal. questions, please do not hesitate to contact me. Sincerely yours, If you have any Richard W. Perry Senior Vice President HUGI-IES, PERRY & AS~CIATES HUGHES, PERRY & ASSOCIATES PAGE 12 EXECUTIVE RECRUITMENTS/SELECTIONS Bv Position and Client HUGHES, PERRY & ASSOCIATES P. O. Box 384 "35590 Verdant View The Sea Ranch, CA 95497 (707)785-3083 www.hughesper~..com email: info@hughesperry.com RECRUITI~IENTS / SELECTIONS BY POSITION AND CT,TENT Ci _ty/Coun _ty Managers (83) · Belmont (2) · Benicia · Brisbane* · Calistoga · Campbell · Carlsbad · Carpinteria · Chino · Colma · Concord · Coronado · Corte Madera (2) · Cotati · Davis (2) · East Palo Alto (2) · Encinitas · Eureka · Garden Grove*~ · Glendale · Greenfield (2) · Half Moon Bay · Hayward · Healdsburg · Hillsborough · Huntington Beach ¢2) · Imperial Beach · Lafayette** · La Mesa · Larkspur · Los Altos (3) · Los Gatos (3) · Manhattan Beach (2) · Mill Valley · Minnetonka, _MN · Menlo Park · Modesto · Monterey Park · Morgan Hill · Nye County,NV · Napa · Napa County (CAO) · Novato · Oxnard · Pacifica** · Palo Alto · Peoria, AZ Petaluma Reno Richland, WA San Anselmo San Bruno* San Carlos San Luis Obispo** San Rafael (2) San Ramon Santa Rosa Saratoga (2) Sausalito Seal Beach Show Lo,v, AZ Sparks (Nevada) South San Francisco St. Helena Temecula Tiburon Ukiah Union City Visalia Yolo County (CAO) Executive Director (8) · Alameda County Waste Mngmt Auth. · Antelope Valley Econ. Dev. Alliance · Berkeley Rent Stabilization Board · Inland Valley Development Agency · San Diego PIC/RETC · San Mateo C/CAG Exec.Dir. · Southern California Public Power Authority · Southern California Regional Rail Auth~ (AEO) General Manager (7) · BAWUA (General Manager (2) · Coachella Valley Mosquito&Vector Control · Mid Peninsula Open Space District · Napa Sanitation District · San Mateo County/Fairs and Expositions · Ventura Reg. Sanit. Dist HUGHES, PERRY & ASSOCIATES Page 1 RECRUITMENTS / SELECTIONS BY POSITION AND C!-rENT AsSistant City/Coun ~ty Manager (31) · Beverly Hills*~ · Corona** Daly City (2) ** · Davis · Hayward** · Huntington Beach** · Irvine (2) · Kirkland* · Los Altos** · Los Gatos~* · Milpitas** · Monterey** · Orange County Transit Authority · Oxnard** · Pleasanton (Assist. to the CM) · Redwood CiW* · Richmond*' · San Diego · San Juan Capistrano · San Mateo County (Executive Assistant) · Santa Cruz · Santa Rosa (2) · Seaside** · Sunnyvale · Tracy · Visa]ia · Vista · Washoe County* · Watsonvi]le (Administrative Assistant)** City Attorney (26) · Bakersfield · Benicia · Campbell · Carlsbad and Assistant (2) · Danville · Eureka · Garden Grove · Glendale · Hayward · Los Gatos · Metropolitan Water District (GC) · Milpitas · Moreno Valley · Morgan Hill · Napa · Newport Beach (Assistant)** · Oxnard (Assistant) · Pacifica · San Jose (Assistant) · San Jose (Deputy) · San Mateo · Santa Monica · Santa Rosa · Simi Valley · Sunnyvale - HUGHES, PERRY & ASSOCIATES Page 2 RECRUITMENTS / SELECTIONS BY POSITION AND C! JENT Police Chief (58) Anaheim (2) Barstow Belmont (2"., Beverly Hills (2)*' Carlsbad Campbell Capitola Compton* Concord Corona* Danville*~ East Palo Alto E1 Cajon Escondido Foster CiW Greenfield (2) Grants Pass, Oregon (Public Safety Director)* Glendale Hayward (2) Hemet** Hillsborough Huntington Beach Inglewood Irvine (Public Safety Director) Kirkland, WA*'-: Long Beach* Manhattan Beach Manteca* Montere? Mountain View Napa** Novato* Pacifica** Pittsburg Pleasanton Redwood City* Reno* (2) Ridgecrest San Bernardino San Carlos San Mateo (2)** Santa Monica Santa Rosa (2) Scottsdale, AZ Seaside Simi Valley Tracy Wichita* Fire Chief (45) Alhambra Buena Park Campbell Carlsbad*~ Central Fire District (Deput? Corona* Corte Madera~ Daly City* Foster City** Fremont* Half Moon Bay FPD Hesperia (Deputy) Huntington Beach Kirkland -(Deputy) *(4) Kirkland * Los Altos Manteca (2)* Menlo Park (2) Monterey (2)* Monterey Park Mountain View Nevada County Newark Pasadena Piedmont** Redwood City** Reno (4)* San Jacinto San Mateo Santa Rosa (Deputy)** South San Francisco South County Fire South County' Fire (Fire Marshal) Truckee Meadows FPD Union City* Watsonville* HUGHES, PERRY & ASSOCIATES Page RECRU/TMENTS / SELECTIONS BY POSITION AND C!.IENT Finance Director (23) · Berkeley · Carlsbad (Assistant) · Daly City (2) · Eugene, OR (Utilities Finance and 'Accounting Director) · Glendale (Assistant) · Ha)~vard (2) · Irvine (Administrative Services Director) · LACTC (Interhal Audit)~ · LACTC (Controller) · Lake Arrowhead CSD · Mountain View · Mountain View ( Revenue Officer) · Pasadena (Utilities Finance and Business Manager) · Redwood City and Assistant (3) · San Bruno · San Mateo County (Tax Collector/ Treasurer) · San Rafael Finance Director · Santa Clara Count)' Transit (Fiscal Forecasting 'Analyst) · South San Francisco Planning/Communi~' Development · Belmont · Buena Parks · Carlsbad (Asst. Planning Director) · Daly City · Foster City Gardena** · Irvine (2) · Irvine Comm.Develop. Dir. · Kirkland · Livermore · Los Gatos · Los Angeles C.D.C. · Newark · Novato (2) · Pasadena · Pomona · Richmond ' · San Mateo(3) · San Mateo County (HCDA) · San Rafael (Assistant)* · San Ramon · Santa Monica · Santa Rosa · Santa Rosa (Deputy) .· Tracy · Washington Co., OR (Land Development Manager & Housing Director) HUGHES, PERRY & ASSOCIATES Page 4 RECRUITMENTS / SELECTIONS BY POSITION AND C!,IENT Administrative Services (3) · A.C. Transit · Kirkland Adm.Svcs. Dir.* · Seattle METRO · Camarillo Personnel Director (26) A.C. Transit (Labor Manager) Alameda County (Deputy Director) Alameda County (EEO Programs Mgr.) Alameda County Sr. Personnel Officer Carlsbad Corona Glendale, AZ Henderson, NV Incline Village** Long Beach (2)** Mendocino N.C.P.A. Newark Pleasanton Redwood Ciw SamTrans (San Mateo Co. Transit) San Diego County San Luis Obispo Santa Monica Santa Rosa (2) Seattle METRO Stockton (Deputy)** Stockton (Labor Relations)* Visalia Utilities Director/Manager (27) · Alameda (Engineering Services Mgr '~ · Alameda (Operation Services Mgr3 · Alameda Bureau of Electricity (Assistant General Manager & General Manager~ · Anaheim (Water Production Manager and Water Distribution Manager)(2~ · Anahbim Director of Engineering(water) · .amaheim Water Field Operations Mgr. · Daly City (Water & Wastewater Dir.) · Glendale Customer Services Admin. · ' Glendale Public Services Director (2) · Glendale Water Services Administrator · Glendale (Water Services and Electrical Services Directors)* · Healdsburg · Oakland (Electrical Service Manager) · Palo Alto (Assistant) · Palo Alto (Water Quality Manager) · Pasadena (Business Operations Mgr.) · Pasadena (Utility Resources Planning Manager) · Pleasanton · Santa Cruz (Water Sen'ices Manager) · Santa Monica South Bayside System Authority (Source Control Supervisor) · Union Sanitary District · Ventura RSD '~%V Dir HUGHES, PERRY & ASSOCIATES Page RECRUITMENTS / SEI.ECTIONS BY POSITION AND C!,IENT Public Works Director/ CiW En_aineer (48) Belmont (2)*~' Beverly Hills Campbell CampbeH (City Engineer/Senior Civil Engineer) Carlsbad City Engineer Chino - Daly City Emeryville ' Foster City (City Engineer) Foster City (Public Works Director) Fontana (Director, Assistant, Maintenance Director, and an Environmental Services Manager) Hercules*~ Huntington Beach Indian Wells Irvine Public Works Dir. Kirkland, Washington~ Lake Arrowhead (District Engineer) Los Gatos Menlo Park (Superintendent) Modesto (Operations & Maintenance Director) Newark - Oxnard Pasadena (Solid Waste Admin.) Pleasanton Portland (Maintenance) Reno (2)* San Bruno San Carlos San Mateo Santa Clarita Santa Monica Santa Rosa Santa Rosa - Deputy' (2) Saratoga Sonoma County Stockton Tracy Tustin (Two Assistants) Union City' and City Engineer (2) Yolo CounW Transportation Director (11) AC Transit (Planning Director) Anaheim Glendale (Traffic/Trans. Admin.) (2~ Orange Count)' Transportation Authority (Planning Manager) Orange County Transportation Authority (Assistant C.E.O.) Oxnard Pasadena Pleasanton (Traffic Engineer) Santa Rosa (Traffic Engineer) West HollT~'ood West Hollywood (Traffic) West Hollywood (Parking) Medical Directors (4) · Pasadena (Health Officer) · San Mateo Count)' (3) Mental Health Director (2) · San Mateo CounW · Tri-City Mental Health Agency Environmental Health Director · San Mateo County (2) Itospital Director · San Mateo County Long-Term Care Director · San Mateo Count); Public Health Director · San Mateo County · Washoe CounW (2) *Assessment Center Only/**Assessment Center and]or Recruitment AsSistance HUGHES, PERRY & ASSOCIATES Page 6 RECRUITI¥IENTS / SEI.ECTIONS BY POSITION AND CLIENT Information Services Director · Pleasanton · San Mateo Count)- Library Director (7) · Glendale · Hayward* · Monterey Park* · P]easanton (Assistant) · Redwood City · Redwood City (Assistant)* · San Mateo Chief Building Official (5) · Kirkland, WA* · Novato* · Pasadena · San Mateo · Santa Rosa Recreation/Park Director (loD · Belmont · Lancaster · Long Beach · Los Gatos · Monterey* · Monterey Park** · North Bakersfield PRD · Oxnard · Pasadena (Rose Bowl General Mgr..} (2) · Pleasanton · San Carlos (2)** · Santa Rosa · Tracy Redevelopment/Economic Development Director (18) · Carlsbad (2) .... · Colton(3) · ' East Palo Alto · Eureka · Glendale · Henderson, NW · Long :Beach (Manager) · Long Beach (Project Officer) · Mountain View Manager) · Novato* · Oceanside · Reno, NW · Portland · Richmond · San Marco (Shoreline Park *Assessment Center Only/**Assessment Center and/or Recruitment Assistance HUGHES, PERRY & ASSOCIATES Page 7 RECRUII~iENTS / SELECTIONS BY POSITION AND C!JIENT ConventionNisitors Bureau ~r · Bakersfield Golf Course DireCtor · Incline Village M~rketing Director · Glendale, AZ Management Analyst (3) · Pasadena (3)~ / Airport Manager · San Mateo County Public Defender · Mendocino County*' Juvenile Director · Washington County, OR CiW Clerk · Santa Monica Civil Engineer (2) · Santa Monica (2) Environmental Engineer · Glendale Recycling Coordinator · Glendale Manager of Operations · Interstate Cleaning Corporation Rent Control Director · West Hollywood Law Firm Administrator · Hanson, Bridgett HUGHES, PERRY & ASSOCIATES Page 8 RECRUITMENTS / SELECTIONS BY POSITION AND CLIENT Middle/First line Police Positions (45.) BART* Belmont*(2) Carlsbad (2)* Foster City (2~ Glendale (2)* Humboldt Co. Commun.Mgr. Kirkland (3)*, Livermore* Los Altos* Menlo Park* Milpitas* Morgan Hill* Millbrae* Monterey (2)* Newark (4)* Novato (2)* Redmond* Riverside* San Bernardino* San Mateo (2)* San Pablo (4)* San Rafael* Santa Cruz* South Gate (2)* Tracy (2)* Union City (2)* West Sacramento* Middle/First line Fire Manager · Alhambra - Central Fire District (BC)* · Corte Madera · -Foster City (2) · Hesperia · . King County (BC/Lt)(2)* · Kirkland, WA (Battalion Chief~(3!* · Kirkland, WA (Capt/Lt)(2)* · Kirkland, WA (Deputy ChieP,*(31 · Menlo Park (BC)*(2) · Newark (Asst/Capt) (4)* · Novato Fire District (2)* · Pleasanton (BC/Capt) (2)* · Redmond (BC/others) (3)* · San Mateo (Battalion Chief).* Updated 7/00 HUGHES, PERRY & ASSOCIATES Page 9