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Home My WebLink About04-04-2001 City Council Agenda Packet AGENDA REGULAR MEETING SARATOGA CITY COUNCIL April 4, 2001 CALL MEETING TO ORDER - 5:30 P.M. KEEP ONT YE~ .~NNOUNCEMENT OF CLOSED SESSION ITEMS ADJOURiNED TO CLOSED SESSION - 5:35 P.M. 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) Conference With Labor Negotiator: Agency designated representative: Dave Anderson, City Manager Employee organization: Saratoga Employees Association 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 posted on March 30, 2001) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Agendized Items Any member of the public will be allowed to address the CIO-' 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 ma3· 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 blstruction to Staff regarding actions on current Oral Communications. CEREMONIAL ITEMS lA. Proclamation - Declaring the Week of April 15 - April 22, 2001 Days of Remembrance in Memory of the Victims of the Holocaust Recommended action: Read proclamation. lB. Proclamation - Declaring the Week of April 22 - April 28, 2001 Administrative Professionals Week Recommended action: Read proclamation. CONSENT CALENDAR The Consent Calendar contains routine items of business. Items itl this section will be acted in one motion, unless removed by the Mayor or a Council member. AtLv member of the public may speak to an item on the Consent Calendar at this t#ne, or request the M~,or remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 2A. Approve Council Meeting Minutes Regular Meeting - February 21,2001 Recommended action: Approve minutes. 2B. Review of Check Register. Recommended action: Approve check register. 2C. Review Planning Commission Action Minutes - March 28, 2001 Recommended action: Note and file. 2D. Approval of Joint City CounciVLibrary Expansion Committee Minutes - March 1, 2001. Recommended action: Approve minutes. 2E. Adopt resolution establishing Planning Commission Stipend Recommended action: Adopt resolution. 2F. Accept Notice of Completion from Playgrounds Unlimited - Kevin Moran and Gardiner Park Play Area Improvements Recommended action: Accept notice. 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 mcvcimum for closing statements. Items requested for continuance are subject to Council's approval at the Council meeting) o Community Development Block Grant (CDBG) Allocations for FY 2001-2002 Recommended action: Approve allocations as recommended by staff. OLD BUSINESS _ ~'- J 4. Librats' ExpansiOn General Bond Obligation Bond Resolution Recommended action: Adopt resolution. Bus Shelter FeasibiliD, Recommended action: Accept report and direct staff accordingly. NEW BUSINESS None COMMISSION ASSIGNMENT REPORTS Planning Commission Baker Parks and Recreation Commission Streit Finance Commission Mehaffev Library Commission Public Safety Commission Heritage Preservation Commission Youth Commission Gateway Task Force Library Expansion Committee Bogosian Bogosian Waltonsmith Waltonsmith Mehaffey Bogosian CITY COUNCIL ITEMS OTHER CITY MANAGER'SREPORT ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the CiO' Clerk at (408) 868-1269. Notification 48 hours prior to the meeting will enable the CiO' to make reasonable arrangements to ensure accessibilio, to this meeting (28 CFR 35.102-35.104 ADA Title Apfill8,2001 SCHEDULED CITY COL~CIL MEETINGS Regular Meeting/Council Chambers 13777 Fruitvale Avenue Saratoga, California 7:00 p.m. April24,2001 Adjourned Meeting/Joint Session Public Safety Commission, Sheriff, & Fire Districts Adult Care Center 19655 Allendale avenue Saratoga, California 7:00 p.m. May2,2001 Regular Meetin~Council Chambers 13777 Fmilxale Avenue Saratoga, Califomia 7:00 p.m. May 8, 2001 Adjourned Meeting/Joint Session Youth Commission, Chamber of Commerce, SBDC Adult Care Center 19655 Allendale avenue Saratoga, California 7:00 p.m. May l6,2001 Regular MeetinWCouncil Chambers 13777 Fmitvale Avenue Saratoga, California 7:00 p.m. May 22, 2001 Adjourned Meeting/Joint Session Saratoga Union School District Adult Care Center 19655 Allendale avenue Saratoga, California 7:00 p.m. SARATOGA CITY COUNCIL MEETING DATE: April4, 2001 ORIGINATING DEPT: Ci~' Manager PREP3~,ED BY: AGENDA ITEM: CITY M_~NAGER: DEPT HE.aD: SUBJECT: Proclamation - Days of Remembrance April 15-22, 2001 RECOMMENDED ACTION: Read proclamation. REPORT SUMS[~RY: Benjamin Meed, Chairman, proclaim the week of April Days of Remembrance, has requested that the City of Saratoga 12-22, 2001, as "Days of Remembrance" of the victims of the Holocaust, and in honor of the survivors, as well as the rescuers and liberators (Attachment A). Also, Supervisor James T. Beall has invited members of the City Council on April 24~h, between 3:45 - 5:00 p.m., to gather with other agencies and organizations to commemorate Yom Hashoah, the day established in remembrance of over 6 million Jewish people and many others who perished during the 2940's European Holocaust (Attachment B). FISCAL IMPACTS: NT/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A .aDVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A - Letter From Benjamin Meed Attachment B - Letter from Count5,-: Supervisor James T. Beall Attachment C - Proclamation UNITED STATES HOLOCAUST MEMORIAL MUSEUM Dear Mayor: The United States Holocaust memorial Museum in accordance with its Congressional mandate (Public Law 96-388, 10/7/80) is leading the nation in the annual Days of Remembrance of [he Victims of the Holocaust, commemorated this year from Sunday, April 15 through Sunday, April 22. Yom Hashoah is April 19 this year and the national Day of Remembrance Commemoration will be held on that day in the Rotunda of the United States Capitol. This year's theme is "Remembering the Past For the Sake of the Future." The year 2001 will mark the 60th anniversary of the beginning of the genocide of European Jews. Over the eight and a half years preceding 1941, Nazi persecution of the Jews and other selected groups became increasingly intense, widespread, and systematic, culminating in a campaign of extermination. When the slaughter was over, the lives of some six million Jews had been snuffed out along with those of some five million others: Poles, the handicapped, Gypsies, homosexuals, Jehovah's Witnesses, Soviet prisoners of war and political dissidents. Yet, to some extent before June 1941, and to a full extent before September 1939, what we now know as "the Holocaust" could have been prevented. And even after June 1941, opportunities were missed to save significant numbers of Jews. Remembrance obligates us to remember not only what was done, but also to reflect on what could have been done. A background piece on the theme is enclosed. Your personal leadership in this national commitment to remember is essential, as you set an example for your city and the nation. Thus, we respectfully encourage you to issue, as was done in the past, a special Days of Remembrance Proclamation for distribution to the citizens of your city. A sample is enclosed for your consideration and convenience. We also invite you to join us in observing these Days of Remembrance. Marian Craig Gilbert of the Museum's Days of Remembrance program will contact you soon to offer suggestions for arranging an appropriate observance. Please feel free to contact Mrs. Gilbert for further information or assistance. Her telephone number is (770) 650-7712. We are grateful for your leadership and support in this important endeavor. Sincerely, Benjamin Meed Chairman, Days of Remembrance Enclosures 100 Raoul Wallcnbcrg Place. S\XL Washington. D.C. 20024.-2126 · /el (2023 488-0400 · Fax (202) 488-2690 · www. ushmm.org BOA_I~d~ OF SL'PER~ISORS COLTNTY OF SA2q~TA CLA. P~ COUNTY GOVERNMENT CENTER, EAST WING 70 WEST HEDDING STREET, SAN JOSE, CALIFORNIA 95110 / (408) 299-2323 FAX LINE (408) 298-8460 http://claraweb.co.santa-clara.us JAMEST. BEALL, JR CHAIRPERSON SUPERVISOR FOURTH DISTRICT February 27, 2001 Honorable John Mehaffey, Mayor City of Saratoga 13777 Fruitvale Avenue Saratoga, Califorriia 95070 Dear Mayor Meh~ffe~, On Tuesday, April 24, between 3:45 - 5:00 p.m., the County of Santa Clara Board of Supervisors, along with the Jewish Community Relations Council (JCRC) of Greater San Jose, the National Conference for Community and Justice (NCCJ), the JCRC of San Francisco, the Peninsula, Marin, and Sonoma Counties, the Peninsula Rabbinic Association of Greater San Jose, the San Jose Mercury News, and the County of Santa Clara Human Relations Commision will gather to commemorate YOM HASHOAH, the day established in remembrance of over 6 million Jewish people and many others who perished during the 1940's European Holocaust. The afternoon also will include a special acknowledgement of Holocaust survivors dm-ing a memorial candle-lighting ceremony, as well as a performance by a youth instrumental group. We invite you, as a representative of your city, to be present during this moving event. You will not be expected to speak. The event will be held in the Board of Supervisors' Chambers of the County Government Center at 70 West Hedding Street, First Floor, in San Jose. Free parking will be available in the employee parking lot, across the street, on Hedding and First Streets. Please try to arrive by 3:45 p.m. Additionally, we hope that you are able to visit "A Holocaust Remembrance" photo exhibit, sponsored by the National Conference of Community and Justice, which will be on display in the lobby at the County Government Center from April 23 - 27th. We hope that you will attend. Please confirm your availability by calling (408) 299-2428. Sincerely, .-, _/-~.~ .' :..-. .- ... T. Beall, Jr. Chairperson Board of Supervisors Richard Wittenberg County Executive CITY OF SARATOGA PROCLAMATION DECLARING APRIL 15 - APRIL 22 DAYS OF ~MEMBRANCE "REMEMBERING THE PAST FOR THE SAKE OF THE FUTURE" WHEREAS, the Holocaust was the state-sponsored, systematic persecution and arnihilation of European Jewxy by Nazi Germany and its collaborators between 1933 and 1945. Jews were the primary victims - six million were murdered; Gypsies, the handicapped, and Poles were also targeted for destruction or decimation for racial, ethnic, or national reasons. Millions more, including homosexuals, Jehovah's Witnesses, Soviet prisoners of war and pclitical dissidents, also suffered grievous oppression and death under Nazi tyranny; and WHEREAs, the history of the Holocaust offers an opportunity to reflect on the moral responsibilities of individuals, societies, and govemments; and WHEREAS, we the people of the City of Saratoga should always remember the terrible events of the Holocaust and remain vigilant against hatred, persecution and tyranny; and WHEREAS, we the people of the City of Saratoga should actively rededicate ourselves to the principles of individual fi'eedom in a just society; and WHEREAS, the Days of Remembrance have been set aside for the people of the City of Saratoga and to remember the victims of the Holocaust as well to reflect on the need for respect for all peoples; and WHEREAS, pursuant to an Act of Congress (Public Lax',, 96-388, October 7, 1980) the Urdted States Holocaust Memorial Council designates the Days of Remembrance of the Victims of the Holocaust to be Sunday, April 15 through Sunday, April 22, 2001, including the international Da), of Remembrance known as Yom Hashoah, April 19; NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does hereby proclaim and recognize the week of April 15 through April 22, 2001, as Days of Remembrance in memory of the victims of the Holocaust, and in honor of the survivors, as well as the rescuers and liberators, and further proclaim that we, as citizens of the City of Saratoga should strive to overcome intolerance and indifferences through learning and remembrance. Wi.tnessed our hand and seal of the CiD' of Saratoga on this 4th day of April 2001. John Mehaffey, Mayor SARATOGA CITY COUNCIL MEETING DATE: April4, 2001 ORIGINATING DEPT: City Manager PREPARED BY: AGENDA ITEM: CITY M.~qAGER: DEPT HEAD: SUBJECT: Proclamation - Administrative Professionals Week April 22-28, 2001 RECOMMENDED ACTION: Read proclamation. REPORT SUMMARY: Rosema%~' Sauceda, International Association of Administrative Professionals, has requested that the City of Saratoga proclaim the week of April 22-28, 2001, as "Administrative Professionals Week" (Attachment A). FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: City Clerk to mail proclamation to Rosemary Sauceda, International Association of Administrative Professionals. .aDVERTISING, NOTICING _adND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A - Letter From Rosemary Sauceda Attachment B - Proclamation I A A P' International Association of Administrative Professionals® February 26, 2001 Office of the Mayor City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070-5199 In honor of Administrative Professionals Weeks.~ (April 22-28, 2001) and Administrative Professionals Days.u (April 25, 2001), the Crossroads, E1 Camino, Mission Trails, and San Jose Chapters of the International Association of Administrative Professionals® (IAAP®) are joining together to present our Annual Educational Seminar for Administrative Assistants employed throughout San Marco and Santa Clara Counties. We invite your city office support staff to join us on Tuesday, April 24, 2001, from 7:30 a.m. until noon, at The Hyatt Hotel, 1740 N. First Street in San Jose, CA. Enclosed is a program flyer. (The event has intentionally been scheduled on this date so as not to conflict with your Administrative Professionals Days.~{ activities.) Our combined membership is requesting from the City of Saratoga, a proclamation honoring Adminis'~ative Professionals Weekm. It is our goal to receive as many proclamations from the cities of San Mateo and Santa Clara Counties before April 15, 2001, in order to assemble a display at this event. Enclosed is a sample proclamation to assist you in preparing for this document. Please mail the completed and signed proclamation to me, Rosemary Sauceda, P.O. Box 640773, San Jose, CA 95164- 0773. If you have any questions, you may contact me at (408) 251-8695. Thank you for your consideration and for supporting our endeavor to recognize Administrative Professic.nals in our community! Sincerel); · Rosemary Sauceda Proclamation Coordinator Adminislrative Professionals Weeks.u Committee Enclosures (2) CITY OF SARATOGA PROCLAMATION DECLARING APRIL 22 - APRIL 28 "ADMINISTRATIVE PROFESSIONALS WEEK" WHEREAS, Administrative Professionals are committed to upholding the highest ethical standards; and WHEREAS, Administrative Professionals contribute greatly to office excellence and are valued members of businesses throughout all communities; and WHEREAS, Administrative members of management teams; and Professionals are the unheralded WHEREAS, the week of April 22-28, 2001 has been designated Administrative Professionals Week by the International Association of Administrative Professionals, its founder and sponsor. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does hereby proclaim and recognize the week of April 22 through April 28, 2001, as Administrative Professionals Week and ask that management eve ~rywhere join in recognizing these outstanding professionals especially on April 25,2001, Administrative Professional Day. Witnessed our hand and seal of the City of Saratoga on this 4th day of April 2001. John Mehaffey, Mayor SARATOGA CITY COUNCIL MEETING DATE: April 4, 2001 AGENDA ITEM: ORIGINATING~.~ger CITY MANAGER: DEPT HEAD: SUBJECT: City Council Minutes RECOMMENDED ACTION: Approve minutes as submitted for the following City Council Meeting: Regular Meeting - February 21, 2001 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 - Minutes/February 21, 2001 MINUTES SARATOGA CITY COUNCIL February 21, 2001 The City Council of the City of Saratoga met in Closed Session, Administrative Conference Room, 13777 Fmitvale Avenue at 6:00 p.m. Conference With Legal Counsel - Existing Litigation (Government Code section 54956.9(a)): Name of case: People v. Perry (:Santa Clara County Superior Court Doc. No. C- 9943929) 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. Property: 13718 Saratoga Avenue Negotiating Parties: City of Saratoga/Sacred Heart Church Under Negotiation: Instructions to negotiator regarding price and terms and payment for real property lease. MAYOR'S REPORT ON CLOSED SESSION - 7:05 p.m. Mayor Mehaffey reported there was Council discussion but no reportable action was taken. Mayor Mehaffey called the Regular City Council meeting to order at 7:06 p.m. and requested Vice Mayor Streit to lead the Pledge of Allegiance. ROLL CALL PRESENT: Councilmembers Evan Baker, Ann Waltonsmith, Vice Mayor Nick Streit, Mayor John Mehaffey ABSENT: Stan Bogosian 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 Paula Reeve, Administrative Analyst Cary Bloomquist, Administrative Analyst City Council Minutes 1 February 21, 2001 REPORT OF CITY CLERK ON POSTING OF AGENDA FOR FEBRUARY 21, 2001. Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of February 21, 2001 was properly posted on February 16, 2001. COMMUNICATIONS FROM COMMISSIONS & PUBLIC None COMMUNICATIONS FROM BOARDS AND COMMISSIONS None WRITTEN COMMUNICATIONS None ORAL COMMUNICATIONS No one requested to speak at tonight's meeting. COUNCIL DIRECTION TO STAFF None CEREMONIAL ITEMS PROCLAMATION- DECLARING MARCH 1, 2001 "PEACE CORPS DAY" STAFF RECOMMENDATION: Read proclamation. Mayor Mehaffey read the proclamation. 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. APPROVAL OF COUNCIL MINUTES OF: REGULAR MEETING - FEBRUARY 7, 2001 STAFF RECOMMENDATION: Approve submitted minutes. Councilmember Baker pulled Item 2A from the Consent Calendar. Councilmember Baker noted on page 7, 6th paragraph, "Waltonsmith" should be replaced with "Bogosian". BAKER/WALTONSMITH MOVED TO APPROVE MINUTES OF FEBRUARY 7, 2001 CITY COUNCIL MINUTES AS AMENDED. MOTION PASSED 3-2 WITH MEHAFFEY ABSTAINING AND BOGOSIAN ABSENT. City Council Minutes 2 February 21, 2001 2B. 2C. REVIEW OF CHECK REGISTER STAFF RECOMMENDATION: Approve check register. STREIT/BAKER MOVED TO APPROVE THE CHECK REGISTER. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. JANUARY FINANCIAL STATEMENTS STAFF RECOMMENDATION: Note and file. 2D. 2E. STREIT/BAKER MOVED TO NOTE AND FILE JANUARY FINANCIAL STATEMENTS. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT REVIEW OF PLANNING COMMISSION ACTION MINUTES STAFF RECOMMENDATION: Note and file. STREIT/BAKER NOTE AND FILE PLANNING ACTION MINUTES. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. AUTHORIZATION TO CITY MANAGER TO EXECUTE AGREEMENT WITH REPUBLIC ELECTRIC FOR SIGNAL MAINTENANCE STAFF RECOMMENDATION: Authorize City Manager to execute agreement. Vice Mayor Streit pulled Item 2E fi.om the Consent Calendar. Vice Mayor Streit asked if Republic Electric was a reputable company. Director Cherbone responded that the other jurisdictions that contract with Republic Electric were satisfied with their performance. Referring to an article recently printed in the San Jose Mercury Newspaper, Vice Mayor Streit, noted that the City of Saratoga's intersections should be equipped for blackouts. Vice Mayor Streit requested that city staff research the possibility of installing battery backup systems to the City's traffic signals. Vice Mayor Streit noted that this would enhance public safety in the event of an emergency or blackout. Vice Mayor Streit noted that because of the recent PG&E crisis the City should also consider traffic signal LED conversions. Vice Mayor Streit suggested that staff request a cost proposal fi.om Republic Electric to convert to LED and install battery backup systems. City Council Minutes 3 February 21, 2001 Mayor Mehaffey directed staffto return with a cost proposal from Republic Electric at the next regular City Council meeting. STREIT/BAKER MOVED TO AUTHORIZE TO CITY MANAGER TO EXECUTE AGREEMENT WITH REPUBLIC ELECTRIC FOR SIGNAL MAINTENANCE. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. Mayor Mehaffey noted that it was not the appropriate time to begin the Public Hearing. Consensus of the Council moved to New Business - Item 4. NEW BUSINESS 4. AUTHORIZATION TO CITY MANAGER TO EXECUTE MEMORANDUM OF UNDERSTANDING FOR THE UNION PACIFIC RAILROAD TRAIL STAFF RECOMMENDATION: Authorize City Manager to execute MOU. TITLE OF RESOLUTION: 01-012 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA Cary Bloomquist, Administrative Analyst, presented staff report. Analyst Bloomquist reported that tonight staff is requesting that the City Council approve the Memorandum of Understanding and allocate $10,000.00 to conduct a Feasibility Study for the Union Pacific Railroad Trail. Analyst Bloomquist explained that the proposed trail segment length is 8.7 miles, with Saratoga's portion being 3.7 miles. Development of the trail would serve as an important linkage to other significant trail venues in the area, such as the Stevens Creek Trail and Rancho San Antonio County Park trails to the North, and Los Gatos Creek 'Trail and Vasona Lake County Park trails to the South. The proposed trail is included as a Regional Trail Route in the Santa Clara County Trails Master Plan, is a proposed bicycle corridor in the Santa Clara County Congestion Management Program and could be included as part of the San Juan Bautista De Anza National Historic Trail. Analyst Bloomquist reported that the anticipated cost of the trail project, without the data from the Feasibility Study, is $9,200,000.00. The VTA would fund 80% or $7,360,000.00 with the balance of $1,840,000.00 representing the four cities local match. Analyst Bloomquist noted that the lead agency for this project was the City of Cupertino. Analyst Bloomquist introduced Ray Chong, Staff Liaison/City of Cupertino, and noted that Mr. Chong would be giving the City Council a brief presentation on the key issues surrounding the Union Pacific Railroad Trail. City Council Minutes 4 February 21, 2001 Ray Chong, Staff Liaison/City of Cupertino, presented a brief overview of the Union Pacific Railroad Trail Project. Mr. Chong highlighted the following key elements of the Project: Key issues · Benefits · Scope of Work · Funding · Grant oppommities · Trail Parmership · Feasibility Study · Timeline Mr. Chong briefly stated the key compon~ents of the Feasibility Study: 1. Funding of $9.2 million dollars. ~ 2. Acceptance of Trail by adjacent property owners. 3. Negotiation with Union Pacific Raikoad for trail easement. Mr. Chong reported that Alta. Transportation Company has been hired to perform the Feasibility Study and outlined the following Task List in which Alta would be following: · Task 1 - Project Management · Task 2 - Inventory · . Task 3 - Analysis of Benefits, Needs, Opportunities, and Challenges · Task 4 - Development of Conceptual Routes · Task 5 - Development of Uniform Standards · Task 6 - Implementation · Task 7 - Final Report l Mr. Chong noted that the Feasibility Study should start on April 3, 2001. Councilmember Baker noted that in the s'taff report he read there was a possibility that sometime in the future the railroad corridor might close down completely. Mr. Chong responded that Hansen Permanente Cement Company, located in Cupertino and the sole customer on this railroad line, believe their operation will sunset in 20 years. Councilmember Baker questioned if the VTA has talked about building a lightrail connection parallel to Highway 85. Mr. Chong responded that there has been no discussion from the VTA in regards to a lightrail extension. Vice Mayor Streit noted that usually when a railroad is abandoned, the property owners that butt up against the corridors have the first opportunity to purchase the land. Vice Mayor Streit asked if the Task Force has discussed this possibility with Union Pacific Railroad. City Council Minutes 5 February 21,2001 ' Mr~ Chong responded that no communications between the Task Force, Hansen Permanente Cement Company and Union Pacific Railroad have taken place. Mr. Chong noted that currently the Task Force has been trying to arrange a meeting with the different parties to address those concerns that have been discussed tonight. Mayor Mehaffey made the comment that he felt $140, 000.00 was an excessive amount of money to perform a Feasibility Study. Councilmember Baker concurred with Mayor Mehaffey, although he pointed out that Alta has many challenges along the railroad, including trying to determine the best solutions on how to handle over crossings of major streets and corridors. Councilmember Baker noted that he does not believe the trail will be used for commuting, but as recreational. Councilmember Waltonsmith noted that she supports funding the Feasibility Study but would like to know when the Union Pacific Railroad plans on granting the easements for the trail. Mr. Chong noted that the Union Pacific Railroad has not yet been contacted and reiterated the fact that in the near future he hopes to invite the Union Pacific Railroad to a Task Force meeting. Vice Mayor Streit asked who was on the Task Force. Mr. Chong responded that the Ad-Hoc Task Force consists of one staff member from Campbell, Cupertino, Los Gatos, VTA,.and Dave Knapp, City Manager/Cupertino. Mayor Mehaffey commented that in the report it states that the estimated $9 million dollars to construct the trail does not include any funding for acquisition of easements and questioned if the County of Santa Clara has offered to contribute any money to this project. Mr. Chong responded that Mayor Mehaffey was correct; the $9 million was an estimate for construction only. Mr. Chong also stated that the County of Santa Clara has no desire to contribute any money towards the proposed project because the trail would only benefit the surrounding jurisdictions. Mayor Mehaffey noted that this was the appropriate time for the public to comment on this item. Anne Ng, 6031 Bollinger Road, Cupertino, noted that she fully supports the proposed Union Pacific Railroad Trail. Steven Blaylock, President/ALTRANS, noted that he fully supports the Union Pacific Railroad Trail. Mr. Blaylock noted that 952 West Valley College students live within one mile of the proposed trail, which would help reduce the number of cars on the streets of Saratoga. City Council Minutes 6 February 21, 2001 Sheila Ioannou, Saratoga Parks Commisslioner, noted she fully supports the proposed Union Pacific Raikoad Trail. 1VLlrs. Iannou commented that this trail would offer the residents of Saratoga a li~ak to the Los Gatos, Cupertino, and Campbell. Mrs. Iannou noted that she could not understand why the City Council was hesitant to support this trail ~ another City is taking the lead and VTA is paying for 80% of it. Jim Stallman, Bicycle Advisory Commissioner, noted that he fully supports the proposed Union Pacific Railroad Trail. Mr. Stallman noted that he uses the corridor daily to commute, even though it is undeveloped. Vice Mayor Streit noted that the proposed $10,000.00 is being allocated from the City's contingency fund and questioned if the funding could come out of the Park Development Fund. Director Walker responded that the funding could be allocated from the Parks Development Fund ~fthat ~s the C~ty Co .~uncfl s desires. . Consensus of the City Council to amend !he allocation of funding. Mayor Mehaffey thanked everyone for coming tonight. STREIT/WALTONSMITH MOVED TO ADOPT RESOLUTION MAKING ADJUSTMENTS TO FY 2000-01 BUDGET AS AMENDED. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. BAKER/WALTONSMITH MOVED TO APPROVE $10,000.00 ALLOCATION TO CONDUCT FEASIBLY STUDY. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. BAKER/STREIT MOVED TO AUTHORIZE CITY MANAGER TO EXECUTE MOU. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. Councilmember Baker firmly stated that he does not oppose supporting the Feasibility Study, but reminded everyone' that out of all the West Valley Cities participating in this project, Saratoga has 'the lowest operating budget and cannot afford to spend money like the other Cities on the proposed trail. Councilmember Waltonsmith noted that she supports the proposed trail and the Feasibility Study but also concurred with Councilmember Baker that the City of Saratoga cannot afford the proposed construction costs. Vice Mayor Streit also supports the Feasibility Study but shares the same concerns as his colleagues. Mayor Mehaffey concurred with his fellow colleagues. City Council Minutes 7 February 21, 2001 PUBLIC HEARINGS PROPOSED ORDINANCE TO UPDATE CERTAIN PORTIONS OF TITLE III OF THE SARATOGA MUNICIPAL CODE WHICH GOVERNS CODE ENFORCEMENT TITLE OF ORDINANCE: 201 ORDINANCE OF THE CITY COUNCIL AMENDING CHAPTER 3 OF THE SARATOGA CODE RELATING TO CODE ENFORCEMENT STAFF RECOMMENDATION: Open public hearing; .invite public testimony; close public hearing; waive first reading of ordinance. Jonathan Wittwer, City Attorney, presented staff report. Attorney Wittwer noted that the proposed amendment would provide a more efficient use of staff time and City funds. In the current code the hearing is attended by City Attorneys, Public Works Director, Community Development Director, City Manager, Code Enforcement Officer, Fire Chief, and any other staff members involved. This amendment would result in one Attorney and one Hearing .Officer. Attorney Wittwer explained the proposed changes highlighting the following key issues: · Hearing Officer - The amendments would provide that an independent Hearing Officer would hear appeals of a Nuisance Abatement Order. · Alternate Appeals Board - Under certain circumstances a hearing officer may not be appropriate. The amended ordinance provides that the City Council can call upon a Board of Appeals. The Board of appeals would be composed of the chairs of the Public Safety, Finance, and Planning Commissions. · Uniform Appeals Process - The amendments would provide that appeals of recorded notices of code violations are to be heard by the Hearing Officer or Board of Appeals. · Attorney's Fees - The amendments would authorize the City to recover its reasonable and necessary fees incurred in the course of code enforcement actions. · Clari _fying Amendments - The amendments would clarify various provisions of the code enforcement ordinance and remove redundant language. Mayor Mehaffey opened the Public Hearing at 8:29 p.m. and invited any public comment. Mayor Mehaffey closed the Public hearing at 8:30 p.m. Mayor Mehaffey pointed out several typographical errors and requested that the appropriate changes be made. City Council Minutes 8 February 21, 2001 Councilmember Waltonsmith noted she ::supports using a Heating Officer. Mayor Mehaffey concurred with Councilmember Waltonsmith adding that staff time will be spent more productive!y. Due to the lack of public input, Councilmember Baker requested that the Council defer the first heahng on the PrOPosed amendment and bring it back on March 7th. I . Councilmember Baker suggested that a not~ce be placed in the Saratoga News .I inviting the public to comment on this ~ssue. Mayor Mehaffey concurred with Councilmember Baker noting that the current septic abatement ordinance will eventually fall into the nuisance abatement category, so this amendment could affect those individuals. STREIT/WALTONSMITH MOVED TO APPROVE AMENDMENT AND WAIVE FIRST READING OF PROPOSED ORDINANCE TO UPDATE CERTAIN PORTIONS OF TITLE III OF THE SARATOGA MUNICIPAL CODE, WHICH GOVERNS CODE ENFORCEMENT. MOTION PASSES 4-0 WITH BOGOSIAN ABSENT. Attorney Wittwer commented that the City Council should direct the City Clerk to notice a second reading of the proposed amendment. WALTONSMITH/STREIT MOVED TO DIRECT THE CITY CLERK TO NOTICE THE SECOND READING OF TItE PROPOSED AMENDMENT. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. Mayor Mehaffey called a recess at 8:45 p.m. Mayor Mehaffey reconvened the meeting at 9:00 p.m. and requested that Item #8 be moved forward. Consensus of the City Council to move Item #8 forward. NEW BUSINESS 8. .CITYWlDE PAVEMENT CONDITION UPDATE STAFF RECOMMENDATION: Authorize City Manager to execute agreement for pavement condition update of the City's street system. John Cherbone, Director of Public Works, presented staff report. Director Cherbone explained that a Pavement Management System (PMS) is a computerized database, which systematically recommends various maintenance treatments for all publidly maintained streets in the City. City Council Minutes 9 February 21,2001 By carrying out the recommended maintenance treatments the City will, over time, reduce its annual pavement, maintenance costs. Director Cherbone noted that staff recently solicited proposals from qualified consultants for work associated with updating the City's Pavement Management System (PMS). The City received three proposals. Director Cherbone noted that Harris & Associates, who developed the City's current PMS database, submitted the lowest proposal in the amount of $30,740.00. Director Cherbone briefly summarized the scope of service: Convert the City's current Pavement Management System database, PMI, to the Metropolitan TransPortation Commission's (MTC) PMS database. · Train Engineering staff on the use of the MTC PMS database. · Perform a cityWide inspection of the City's approximatelY 137 centerline miles of streets. Director Cherbone noted that Mark Martin from Harris & Associates was present tonight to give the Council a brief overview of the services he would be providing to the City of Saratoga. Mark Martin/Hands & Associates, explained that the City's current PMI system was developed approximately 10 years ago. Mr. martin noted that the Metropolitan Transportation Commission's (MTC) PMS database is used by about 80% of the Bay Area. Mr. Martin presented an overview of the project tasks: · Convert to new system · Pavement inspection (city wide) · Objective condition rating · Update historical maintenance · Conduct cost analysis · Reports executive summary Mayor Mehaffey asked if the MTC PMS database would be able to help in the GASB34 reporting process. Mr. Martin responded yes. Councilmember Baker asked how much time would be needed to complete the inventory. Mr. Martine stated approximately six weeks. BAKER/WALTONSMITH MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE AGREEMENT WITH HARRIS & ASSOCIATES FOR CITYWIDE PAVEMENT CONDITION UPDATE. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. City Council Minutes 10 February 21,2001 OLD BUSINESS None NEW BUSINESS o RESOLUTION AUTHORIZING THE CITY TO APPLY FOR TFCA (40%) FUNDS IN ORDER TO CONTINUE THE ALTRANS TRIP REDUCTION PROGRAM FOR K-12 SCHOOLS AND WEST VALLEY COLLEGE STAFF RECOMMENDATION: Adopt Resolution. TITLE OF RESOLUTION: 01-014 RESOLUTION 'FO THE CITY COUNCIL AUTHORIZING THE CITY TO APPLY FOR TRANSPORTATION FUNDS FOR CLEAN AIR (TFCA) - PROGRAM MANAGER FUNDS (40%) FOR THE PURPOSE OF CONTINUING THE ALTRANS TRIP REDUCTION PROGRAM AT K-12 SCHOOLS AND WEST VALLEY COLLEGE. Paula Reeve, Administrative Analyst, pre~sented staff report. Analyst Reeve explained that as a require'rnent of the application process to receive funds from the Santa Clara Valley, Transportation Authority (VTA), an applicant city is required to pass a resolut~ion authorizing the City to apply for these grant monies. Analyst Reeve noted that the City of Saratoga is sponsoring this grant application to provide 40% of the total funding for a comprehensive outreach and marketing program to reduce one-way vehicle trips from colleges and K- 12 school sites in the West Valley; and to introduce a pilot,-bussing program for schools in the City of Saratoga. Analyst Reeve point out an additional change to the grant application includes a request for $85,000.00 in funding to operate two 84-passenger school buses along eight bus routes. The pilot program will serve four schools in Saratoga and include four schools in the Los Gatos Union School District. Analyst Reeve noted that if the project were successful in attaining these funds, the City of Saratoga would benefit by having the program continued in Saratoga during the FY 2001-2002 with no additional cost to the City. Analyst Reeve noted that Steve Blaylock,. President/ALTRANS, was present tonight and would give a brief overview of the application. Steve Blaylock, President/ALTRANS, noted that the grant application provides baseline and follow-up surveys, a comprehensive outreach and marketing program based on Pro-Active Trip Plans and the introduction of a pilot-bussing program for schools in the City of Saratoga. City Council Minutes 11 February 21, 2001 Mr. Blaylock explained that one of the programs that would be implemented, if the grant is approved, is direct access to the ALTRANS Trip Plan via a web site that will be established at West Valley, Mission, De Anza, Foothill, San Jose and Evergreen Valley College. In addition, a direct link will be established at 39 schools within the Saratoga, Cupertino, and Los Gatos Union School Districts. Mr. Blaylock reported that during the Summer of 2000, ALTRANS conducted a survey aimed at identifying the need for a subscription-based busing program for the four schools of the Saratoga Union School District. Out of 2,300 parents, 1,261 parents responded to the survey. Of the 1,261 responses, 64% of the parents responded supporting using a busing program. Mr. Blaylock also noted that 12% of the 1,261 responses received reported that they would pay from $750 - $1000 per school year as a subscription service. Mr. Blaylock pointed out that page 19 of the grant application describes the pilot-bussing program in its entirety and should be implemented in September 2001. Mr. Blaylock noted as part of the proposed pilot program under this grant application, two 84-passenger school buses would serve the four schools in the SUSD, all of which are geographically close and would reduce 400 vehicles or- 800 trips. Mr. Blaylock explained the annual operating costs include lease of a new bus, insurance, regular scheduled minor and major preventative maintenance checks, drivers' salary, fuel costs, and other incidentals. The proposed funding from this grant application would help offset the costs borne by the parents. STREIT/WALTONSMITH MOVED TO APPROVE RESOLUTION TO APPLY FOR TFCA FUNDS. MOTION' PASSED 4-0 WITH BOGOSIAN ABSENT. INITIATION OF LIGHTING & LANDSCAPING ASSESSMENT DISTRICT LLA-1 STAFF RECOMMENDATION: Adopt resolutions. TITLE OF RESOLUTION: 01-013 RESOLUTION OF THE CITY COUNCIL APPOINTING ATTORNEYS FOR FISCAL YEAR 2001-2002 LIGHTING AND LANDSCAPING ASSESSMENT DISTRICT LLA-1 TILE OF RESOLUTION: 01-020 RESOLUTION OF THE CITY COUNCIL DESCRIBING IMPROVEMENTS AND DIRECTING PREPARATION OF ENGINEER'S REPORT FOR FISCAL YEAR 2001-2002 LIGHTING AND LANDSCAPING ASSESSMENT DISTRICT LLA-1 City Council Minutes 12 February 21, 2001 John Cherbone, Director of Public Works, presented staff report. Director Cherbone noted that Council is requested to adopt two resolutions tonight to initiate the annual process of renewing the Lighting & Landscaping Assessment District LLA- 1 for the upcoming fiscal year beginning on July 1, 2001. Director Cherbone briefly summarized each resolution. The first resolution, appoints the City Attorney's office as the attorneys for the District throughout the renewal process, and limits their fees in connection with this work to $500.00. The second resolution, describes the' improvements and directs the preparation of the Engineer's Report, is required under the Streets & Highway Code Section 22622 to initiate the renewal process for the existing assessment district for ensuring fiscal year. BAKER/WALTONSMITH MOVED TO ADOPT RESOLUTION APPOINTING THE CITY ATTORNEY'S OFFICE FOR FY 2000-01 FOR LLA-1. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. BAKER/WALTONSMITH MOVED TO ADOPT RESOLUTION DESCRIBING IMPROVEMENTS AND DIRECTING PREPAILa~TION OF ENGINEER'S REPORT FOR LLA-1. MOTION' PASSED 4-0 WITH BOGOSIAN ABSENT. FISCAL YEARS 2001-02 & 2002-03 BUDGET DEVELOPMENT PROCESS STAFF RECOMMENT)ATION: Note and file. Mary Jo Walker, Director of Administrative Services, presented staff report. Director Walker explained that attached to tonight's report was the proposed calendar for preparation of the FY 2002-03 and FY 2003-04 budgets. Under the proposed timeline, the City Council would receive the draft budget document for their May 2 meeting. Director Walker briefly went through and explained the proposed calendar. MOVED TO NOTE AND FILE CALENDAR FOR BUDGET PROCESS FOR FY 2002-03 AND 2003-04. MOTION PASSED 4-0 V~rITH BOGOSIAN ABSENT. AUTHORIZATION TO CITY MANAGER TO EXECUTE AGREEMENT FOR ENVIRONMENTAL CONSULTANT FOR LIBRARY RENOVATION & EXPANSION PROJECT STAFF RECOMMENDATION: Authorize City Manager to execute agreement for consulting services. CiD' Council Minutes 13 February 21,2001 Mary Jo Walker, Director of Administrative Services, presented staff report. Director Walker explained that the Califomia Environmental Quality Act (CEQA) requires that an environmental analysis (Initial Study) be performed before expanding the Saratoga Community Library. The analysis must be completed before the end of April. Director Walker noted that staff prepared a Request for Qualifications (RFQ) and sent it out to thirteen firms that perform this service in the greater Bay Area. Only m,o firms responded, Mundie & Associates and Maureen Owens Hill Consulting. Staff selected Mundie & Associates, however due to a conflict over the insurance requirements, Mundie & Associates declined to accept the agreement. Director Walker noted that the revised agreement before the City Council tonight authorizes the City Manager to execute an agreement with Maureen Owens Hill Consulting. Director Walker reassured the City Council that although Maureen Owens Hill Consulting was not selected first, she is a highly qualified consultant and comes with very good references. Director Walker noted that Maureen Owens Hill Consulting has subcontracted with Fehr and Peers to perform a traffic study that will be incorporated into the Initial StudY. BAKER/STREIT MOVED TO AUTHORIZE CITY MANAGER TO EXECUTE AGREEMENT WITH MAUREEN OWENS HILL FOR ENVIRONMENTAL CONSULTING SERVICES. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. 10. RESOLUTION ADOPTING A REVISED CONFLICT OF INTEREST CODE STAFF RECOMMENDATION: Adopt resolution. TITLE OF RESOLUTION: 01-011 RESOLUTION OF THE CITY COUNCIL AMENDING THE CITY OF S.a~RATOGA'S CONFLICT OF INTEREST CODE Cathleen Boyer, CiD' Clerk, presented staff report. City Clerk Boyer explained that the Political Reform Act requires each city to adopt a Conflict of Interest Code and periodically review and update the code. City Clerk Boyer explained that staff is requesting the City Council adopt the proposed resolution that would update the City's current Conflict of Interest Code in its entirety and replace it with a code that simply incorporates by reference the model conflict code that has been adopted by the FPPC. If the City of Saratoga adopts this model code it will ensure that its code is always in compliance with the law. CiD' Council Minutes 14 February 21, 2001 11. City Clerk Boyer briefly explained how the model code differs from the City's current Conflict of Interest Code: · Reflects recent changes the FPPC made to the threshold for total value of gifts that may be received from a single source. · Makes optional the former requirements that a public official who is disqualified from making or participating in a decision, state the basis for that disqualification on the record. · Adds the position of Assistant City Manager. · Changes the title of Finance Director to Administrative Sen:ices Director. BAKER/WALTONSMITH MOVED TO .aDOPT RESOLUTION AMENDING THE CONFLICT OF INTEREST CODE. MOTION PASSED 4-0 WITH BOGOSIAN ABSENrr. CONSENT CALEND.M1 POLICY STAFF RECOMMENDATION: Accept report and direct staff accordingly. Cathleen Boyer, City Clerk, presented staff report. City Clerk Boyer explained that at the January 17, 2001 City Council meeting staff was directed to develop a policy regarding public comments on Consent Calendar items. City Clerk Boyer explained that the Brown Act requires that the agenda for each regular meeting provide an opportunity for members of the public to address the Council on any item. This includes matters not on the agenda as well as matters that are on the agenda. City Clerk Boyer explained that the City has complied with this rule in the past by accepting public comment on each item on the agenda as it is discussed by the Council, and by allowing a period of time for public comment on matters not on the agenda. Items on the Consent Calendar have been at the discretion of the Mayor. City Clerk Boyer explained that through various sources staffhas learned that the policy for the Consent Calendar varies from city to city. City Clerk Boyer briefly explained three options that could address this issue: 1. Council could allow the public to remove items from the Consent Calendar for purposes of discussion by amending the language on the agenda listed under the Consent Calendar heading. 2. Allow the public to comment on an,vthing including Consent Calendar items under Oral Communications. This also could be accomplished by amending the language on the agenda under the Oral Communications heading. 3. Allow the public to speak on anything under Oral Communications except Public heating items-which they would be allowed to speak at the time of the hearing. A discussion took place amongst the City Council members in regards to which option should be implemented. City Council Minutes 15 February 21, 2001 Mayor Mehaffey suggested limiting comments under Oral Communications to items that are not on the agenda and amending the language under the Consent Calendar heading to read as Follows: The Consent Calendar contains routine items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council member. Any member of the public ma3, speak to an item on the Consent Calendar at this time, or request the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. City Clerk Boyer noted that staff would bring back a formal Consent Calendar Policy for approval at the next scheduled meeting. BAKER/WALTONSMITH MOVED TO APPROVE AMENDED L.a~NGUAGE FOR THE CONSENT CALENDAR. MOTION PASSED 4-0 WITH BOGOSIAN ABSENT. AGENCY ASSIGNMENT REPORTS Councilmember Waltonsmith noted that SASCC met in January and discussed reorganizing their fundraising database and having an Open House sometime in early April. Councilmember Baker reported that the County HCD heard 30 presentations from groups applying for grants. Councilmember Baker reported at the most recent KSAR meeting discussion took place on the need to inventory their equipment and draft a budget to start an equipment replacement program. Vice Mayor Streit reported that at the most recent Legislative Task Force meeting a discussion took place in regards to the proposed MetcalfPower Plant. Mayor Mehaffey reported that at a recent SBDC meeting, a discussion took place -in regards to replacing the trees in the Village. Mayor Mehaffey also reported that the WineD, Directional signs have been made and should be installed soon. CITY COUNCIL ITEMS Councilmember Baker suggested implementing a stipend for the Planning Commissioners. Mayor Mehaffey directed staffto agendize Councilmember Baker's suggestion. Vice Mayor Streit requested that staff investigate the lighting system in the Theater and noted that it would make sense to replace the system with a more cost and energy efficient system. City Council Minutes 16 February 21,2001 OTHER None CITY MANAGER'S REPORT Dave Anderson, City Manager, noted that the Heritage Orchard Restoration Project started last Thursday, but due to the rain, the project was stopped. .A_DJOURNMENT There being no further business, Mayor Mehaffev adjourned the meeting at 10:27 p.m. Respectfully submitted, Cathleen Boyer, CMC City Clerk City Council Minutes 17 Febmaw 21, 2001 -4 SARATOGA CITY COUNCIL MEETING DATE: April 4, 2001 AGENDA ITEM: ORIGINATING DEPT: Administrative Services CITY MANAGER: SUBJECT: Check Register RECOMMENDED ACTION(S): Approve the Check Register. 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 A84517-84659 Date Manual Void 3/16101 Checks Checks 1 GENERAL 376,850.38 100 COPS-SLESF 119.04 110 Traffic Safety 150 Streets & Roads 4,586.23 160 Transit Dev 170 Hillside Repair 180 LLA Districts (337.08) 250 Dev Services 34,965.03 260 Environmental 270 Housing & Corem 1,140.00 290 Recreation 26,340.75 292 Facility Ops 1,105.00 293 Theatre Surcharge 300 State Park 310 Park Develpmt 320 Library Expansion 32,065.03 400 Library Debt 410 Civic Cntr COP 420 Leonard Creek 700 Quarry Creek 710 Heritage Prsvn 720 Cable TV 730 PD #2 740 PD #3 800 Deposit Agency 505.00 810 Deferred Comp 830 Payroll Agency 990 SPFA IS u btotal 477, 339.38 11,024.90 11,024.90 Total 387,875.28; :¥. (337:08)) :/;:: 1;140.00:; ::~:26;~0.75:~ :~ :32;065.03 - :: :~:' '~ PAYROLl. CHECKS: B26478-26518 TOTAL Prepared by: Date: O~ ~ ~o ~ o o § o § o ~ ~ ~ ~ O0 0 ~ ~ 0 ~ ~ o o o § g g o ° o o o o Z 0 fl. 0 ~0 .Z 121 og o ~o ~ ~ ~ o~ o ~o ~ o ~ o ~o ......... g o o~ ~ o o § o o O~ L~ .t 0 DO O~ ~oo~ooooooo 0 0 ~ ~ .... ~ o ~ ~ § ~ o ~ o oo oooo o o o oooo o o o oo z ~o°°° ~o ~o oo ~o zo o o o g .... g o o OZ 0 ,~ oo oo o o o o oo oo ~oo ~o ~g ~§g - oo ~ooooooooooooo 0 ~ o oo =ooo ~o mo .... § ...... § o o § o o o 0 ~0 OZ (~0 m~> c o oo oooooo oo o oooooo o... o § § ...... o .o o o ~3 0~, ~J 0 0 ~' 0 ~ 0 0 0 0 0 0 0 0 0 o~o o o~o o~o~o~o~o oo o o o o o oo o o zoo o ~o ~~o ~ ~ SARATOGA CITY COUNCIL MEETING DATE: April 4, 2001 ORIGINATING DEPT: Communit? Development PREP.~LRED BY: AGENDA ITEM: 2C CITY M.~NAGER: DEPT HE.M): ~~~~----~ SUBJECT: Planning Commission Actions - March 28, 2001 RECOMMENDED ACTION: Note and file. REPORT SUMMARY: Attached are the Planning Commission action minutes for March 28, 2001. FISC3~L IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTER~NATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative histo~'. .&DVERTISING, NOTICING AND PUBLIC CONTACT: NiA ATTACHMENTS: Attachment A - March 28, 2001 CITY OF SA1LATOGA PLANNING COMMISSION ACTION MINLrltS DATE: PI_ACE: TYPE: Wednesday, March 28, 2001 - 7':30 p.m. Council Chambers/Civic Theater, 13/-77 Fruitvale Avenue, Saratoga, CA Regular Meeting ROLL CALL: Commissioners Ban3,,, Jackman Kurash, Page, and Roupe · AIlSENW: PATRICK, BERNA/_D( BOTH NOTIFIED US THET \VOULD NOT ATTENq3) SI)al:F: Interim Director Kaplan, Planner Connolly and Minutes Clerk Shinn PLEDGE OF ALLEGIANCE M iNLq-ES - Regular Meeting Minutes from March 14, 2001. OPd~L COMMUNICATIONS RE PORT OF POSTING AGENDA Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on March 23, 2001. TECHNICAL CORRECTIONS TO PACKET ITEM 2, PAGE 2- THE THIRD ATTACHMENT SHOULD STATE THE ARBORIST REPORT DATE NOV 20 NOT OCT 18, AND ITEM 2 PAGE 3 THE FLOOR AREA FOR THE FIRST FLOOR SHOULD REFLECT 3,917 SQ FT AND THE SECOND FLOOR SHOULD REFLECT 2,449 SQ FI WITH THE TOTAL BEING THE SAME. TH E DIRECTORS ITEM IS ~A-'ITDRAX~ BY THE APPLICANq- CONSENT CALENDAR NC) ITEMS PUBLIC HEARINGS · All interested persons ma), 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, wr!:tten communication should be fried on or before the Thursday before the meeting. DR-00-011, SD-00-001, V-00-018 and V-01-004 (517-08-008 & 016) - TRAFALGAR INC., 14612 Big Basin V~'ay & 20717 St. Charles Street; - Request for Design Rex-Jew, Vesting Tentative Subdivision Map and Variance(s) approval to allow the subdi~%ion of a 22,582 net square foot site for townhouses and a retail commercial space. A rear yard setback variance has been requested for a building on the CH-2 portion of the site. The Big Basin \¥ay portion of the site is zoned CH-2 and the St. Charles Street portion is PLZkN~I.,NG COMMISSION AGENDA ~-/a, RCH 28, 2001 PAGE2 zoned R-M-3000. This apphcant has prepared an alternative for Commission consideration, as well as a modification of the origqnal request to reflect concerns raised at a previous Public Hearing. Four existing residences vdth garages totaling 4,595 square feet and 1,000 square feet of retail space that includes a second-story fiat would be demolished. (V-00-004(PARKING) APPROVED 5-0, V-00-018(SETBACK) DENIED 3-2, COMMISSIONERS KURASH, JACKMAN AND BARRY OPPOSED) SD-00- 001 AND DR-00-011 DENIED 3-2, COMMISSIONERS KURASH, JACKMAN AND BARRY OPPOSED). DR-00-054 & V-01-002 (517-14-087) - MARTIN/ROSE, Kittridge Road; - Request for Design Review approval to construct a new 7,340 square foot txvo- story residence on a 347.173 square foot vacant parcel. The Variance is necessan,' for retaining walls to exceed five feet in height and possibly separated by less than 10 feet for parallel walls. The Variance is also necessary to exceed 15,000 square feet of imper¥ious surface due to a long driveway. Maximum height of the structure is 26 feet tall, located within a Hillside Residential zoning district. (APPROVED 4-1 COMMISSIONER KU1L;kSH OPPOSED). DR-01-003 (517-12-020) - BEAN, 20500 Lomita Avenue; - Request for Design Review approval to demolish an existing 4,559 square foot single family residence and construct a new 5,220 square foot single ston,, residence. Maximum height of the structure will be 26 feet. The 39,673 square foot parcel is located in the R-I-40,000 zoning district. (.APPROVED 5-0). DR-00-062 (397-28-013) - PICO RANCH INC., 20460 \¥illiams Avenue; - Request for Design Review approval to demolish an existing 1,275 square foot single family residence and construct a new 2,663 square foot m-o-ston,- residence. Maximum height of the structure xx511 be 23 feet. The 7.671 square foot parcel is located in the R-l-10,000 zoning district. (CONTINUED TO APRIL 11 ) DIRECTOR ITEMS Appeal-01-002-Jagadeesh, 14232 Shady Oaks Court - Appeal of Administrative Decision of tree removal for tennis court ~VITHDtL4X,¥N BY APPLICANT COMMISSION ITEMS DR-00-050; 14499 Oak Street - Modification of Approval APPROVED DR-00-021; 21116 Comer Drive - RexSew of Landscape Plan APPROVED ~,VITH CONDITION THAT IF THEY 'WANT TO USE A MORE FIRE RETARDANT TREE SPECIMEN THE NEIGHBORS MUST BE NOTIFIED AND APPROVE. COMMUNICATIONS PI_4X%'ING COMMISSION AGENDA _'k~ARCH 28, 2001 PAGE3 - Written - Saratoga CitT Council Minutes from Regular Meeting of February 21,2001. ADJOURNMENT AT 11:35 PM TO NEXT MEETING \¥ednesday, April 11, 2001 Council Chambers/Civic Theater 13/-77 Fruitvale Avenue, Saratoga, CA SARATOGA CITY COUNCIL ORIGINATING DEPT: Administrative Services CITY M-ANAGER: x, SUBJECT: Joint Cit3' Council / Librao' Expansion Committee Minutes RECOMMENDED ACTION(S): Approve minutes as submitted for the Joint City Council / Library Expansion Committee Meeting of March 1, 2001. REPORT SUMMARY: N/A FISC.-~LL IMPACTS: NiA CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N/A ALTER~NATIVE ACTION'(S): N!A FOLLOW UP ACTION(S): Retain minutes for legislative histoo'. ADVERTISING, NOTICING .aND PUBLIC CONTACT: N/A ATTACHMENTS: Joint City Council / Library, Expansion Committee Minutes of March 1, 2001. MINUTES SPECIAL MEETING CITY COUNCIL LIBRARY EXP.~NSION COMMITTEE MARCH 1, 2001 The City Council of the City of Saratoga and the Library Expansion Committee met in a Special Meeting, Administrative Conferemce Room, 13777 Fmitvale Avenue at 1:00 p.m. Mayor Mehaffey called the Special Meeting to order at 1:00 p.m. ROLL CALL CITY COUNCIL PRESENT: Evan Baker, Stan Bogosian, Ann Waltonsmith, Vice Mayor Nick Streit, Mayor John Mehaffey LIBRARY EXPANSION CO,VhMITTEE PRESENT: Dave Anderson, Marcia Manzo, Bill McDonald, Ruth Gipstein, Mary Jeanne Fenn, Edward Sessler, Fran Andreson, Jack Grantham, Dolly Barnes, Julie Farnsworth, Mary Jo Walker, Alex Khasin CITIZEN'S OVERSIGHT COMMITTEE MEMBERS PRESENT: Donald Johnson REPORT ON POSTING OF AGENDA FOR MARCH 1, 2001. Pursuant to Government Code Section 54954.2, the agenda for the meeting of March 1, 2001 was properly posted on February 24, 2001. COMMUNICATIONS FROM PUBLIC None APPROVAL OF MINUTES - FEBRUARY 8, 2001 The Minutes were unanimously approved. OLD BUSINESS 2a. Temporary Library 2a-i. Scope and Size of Temporal' Library Head County Librarian Susan Fuller handed out the Interim Library Facility Report to the Council and Committee. Architect Mark Schatz recounted the background and circumstances leading to the current working plan of placing the temporary library on the library site. Mr. Schatz presented the planned layout for the temporary library. 2a-ii. 2b. 2C. 2d. Project Manager Matt Tierney noted that the Committee needs to finalize their decision on a temporary library location as soon as possible, as the target date to begin the lease of trailers is July 1, 2001. In regards to the temporary library layout, Committee Member and Head Saratoga Librarian Dolly Barnes noted that the plan is to provide a sampling of current library.. sen:ices. The importance of having computers installed in the temporary library was explained to the Council and Committee. Also, Committee Member Barnes stated that the Library will work with the local schools to inform parents that the temporary library should not function as a hangout for their kids. City Manager Anderson noted that the City is currently negotiating with Sacred Heart Church to place the temporary, library, in part of their parking lot. Council Member Bogosian asked Project Manager Matt Tierney what the level of safety will be if the temporary library is placed on the current library site. Mr. Tierney replied that he would like to have a separate entry fi.om the construction site entry. Construction would be fenced and should not pose as a safety threat for library users. At the most, the noise and dust might pose as a nuisance. Citizen Julie Stallman asked if there would be a pedestrian wallcway and bike lane for the temporary library. Architect Mark Schatz explained that there probably is not enough room for both, but there will be a pedestrian wallovay. Citizen Winnie Simpson noted that the Sacred Heart location has more space for kids to walk. Location Alternatives Mayor John Mehaffey stated that he would like to give City Manager Anderson official authority to negotiate a final deal with Sacred Heart Church. City Manager Anderson asked if there is a date when the lease should be terminated. Matt Tierney replied this should be February 2003. The Council agreed unanimously to delegate negotiation authority of this contract to City Manager Anderson. Library Design Update Architect Mark Schatz updated the Council and Committee on the current plans and designs for the library. Budget Estimate Update Project Manager Matt Tierney stated that he is working with Director Mar5.' Jo Walker and Accounting Super,'isor Ray Galindo on designing project expense reports. Orchard Transplanting Update Landscape Engineer Linda Gates presented some landscape design options to the Committee. Committee Member Jack Grantham suggested asking an artist to design some benches for the library. Committee Member Fran Andreson noted that the Rotary Club may be interested in donating something to the library. 2e. e Environmental Report Update Director WaLker noted that the City Council approved the hiring of Maureen Owen Hill as the Library Expansion Project,s Environmental Consultant. The City Council is scheduled to review the CEQA report in early May. NEW BUSINESS None AGENDA ITEMS FOR NEXT LIBRARY EXPANSION MEETING The next regular meeting is scheduled for April 5, 2001 at 1:00 p.m. A library design update, temporary quarters update, environmental update, discussion of Rotary Club ~ant, bench options, and the Ground Breaking Ceremony will be agendized. ADJOURNMENT There being no further business, the Chair Marcia Manzo declared the meeting adjourned at 3:04 p.m. Respectfully submitted, Mar).' Jo Walker Administrative Services Director Approved by the CiD' Council on Library Expansion Committee on and by the Mary Jo Walker Administrative Services Director Staff to the Library Expansion Committee SARATOGA CITY COUNCIL MEETING DATE: April 4, 2001 ORIGINATING DEPT: CiD' Manager PREP.~RED BY: AGENDA ITEM: CITY M3~NAGER: DEPT HE.M): SUBJECT: Resolution Establishing Saratoga Planning Commission Stipend RECOMMENDED ACTION: Adopt resolution. STAFF REPORT: At the February 21,2001 City Council meeting staff was directed to prepare a report in regards to the members of the Planning Commission receiving monthly stipend. On March 21, 2001, staff presented the City Council with the results of a statewide survey regarding commission compensation. After discussing several options the City Council directed staff to prepare a resolution establishing a stipend for the Saratoga Planning Commissioners. Consensus of the City Council to implement a monthly stipend of $150.00 per month and will become effective with the first Planning Commission meeting in Ma3' 2001. FISCAL IMPACTS: Funding is available in the commission program budget for FY00/01, and can be appropriated in next fiscal year's commission budget. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The Council would not have a resolution that addresses Planning Commission Stipend. ~TERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A .M)VERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A - Resolution RESOLUTION NO. 01- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ESTABLISHING COMPENSATION FOR PLANNING COMMISSIONERS ~A~-IEREAS, the members of the Saratoga Planning Commission spend an inordinate amount of time fulfilling their assig-ned responsibilities, on behalf of the Ci~, of Saratoga; and x,~EREAS, the Ci~' Council recognizes the valuable service provided to the City of Saratoga by members of the Planning Commission; and XYHEREAS, the City Council believes that in addition to recognition, the members of the Planning Commission should receive compensation to assist in part for the numerous hours of service they provide to the City of Saratoga. NOW, THEREFORE, BE IT RESOLVED, 'that the City Council of the City of Saratoga hereby determines as follows: 1) That each member of the Platming Commission shall receive the sum of $150.00 per month. 2) The forging compensation will become effective '`'`4th the first Planning Commission meeting in May 2001. The above and foregoing Resolution ',','as passed and adopted at a regular meeting of the Saratoga City Council held on the 4th day of April, 2001, by the following roll call vote: AYES: NOES: ABSTAIN: ,a~SENT: ATTEST: John Mehaffey, Mayor Cathleen Boyer, City Clerk ATTACI-hMENT A SA1La~TOGA CITY COUNCIL MEETING DATE: April 4, 2001 AGENDA ITEM: ORIGINATING DEPT: Public Works -PREPARED BY: ~ ~ ClTYM.~NAGER: ~'-'~- ~ D EPT HEAD: ~ ~_~_~ SUBJECT: Kevin Moran and Gardiner Park Play Area Improvements - Final Acceptance and Notice of Completion RECOMMENDED ACTION: Move to accept the Kevin Moran and Gardiner Park Play Area Improvements as complete and authorize staff to record the Notice of Completion for the construction contract. REPORT SUMI~LARY: All work on the Kevin Moran and Gardiner Park Play Area Improvements has been completed by the City's contractor, Playgrounds Unlimited, and inspected by public works staff. The final construction contract amount was $276,160.67, which is 2.7% above the awarded contract amount of $268,786.93. The additional costs on the project were connected with lump sum change orders for minor project site modifications encountered during construction. In order to close out the construction contract and begin the one-year maintenance/warranty period, it is recommended that the Council accept the project as complete. Further, it is recommended that the Council authorize staff to record the attached Notice of Completion for the construction contract so that the requisite 30-day Stop Notice period for the filing of claims by subcontractors or material providers may commence. FISCAL IMPACTS: The ten percent retention withheld from previous payments to the contractor will be released. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The project would not be accepted as complete and staff would notify the contractor of any additional work required by the City Council before the project would be accepted as complete ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): Staff will record the Notice of Completion for the construction contract and release the contract sureties and retention. A3DVERTISING, NOTICING AND PUBLIC CONTACT: Nc)ne additional. ATTACHMENTS: 1. Notice of Completion 2 of 2 Recording requested by, and to be returned to: City of Saratoga Public Works Department 13777 Fruitvale Avenue Saratoga, CA 95070 NOTICE OF COMPLETION NOTICE IS HEREBY GIYEN that the work agreed to be performed under the contract mentioned below between the City of Saratoga, a municipal corporation, whose address is 13777 Fmitvale Ave., Saratoga, CA 95070, as Owner of property or property rights, and the Contractor mentioned below, on property of the Owner, was accepted as complete by the Owner on the 4th day of April, 2001. Contract Number: N/A Contract Date: April 5, 2000 Contractor's Name: Playgrounds Unlimited Contractor's Address: 1159-B Willow Avenue, Sunnyvale CA 94086-6854 Description of Work: Kevin Moran and Gardiner Park Play Area Improvements This notice is ~ven in accordance with the provisions of Section 3093 of the Civil Code of the State of California. The undersigned certifies that he is an officer of the City of Saratoga, that he has read the foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same is true of his own knowledge, except as to those matters which are therein stated on information or belief, and as to those matters that he believes to be true. I certify, under penalty of perjury that the foregoing is mae and correct. Executed at the City of Saratoga, County of Santa Clara, State of California on ,2001. CITY OF SARATOGA BY: ATTEST: Dave Anderson City Manager Cathleen Boyer, City Clerk Gov. Code 40814 SARATOGA CITY COUNCIL MEETING DATE: April 4. 2001 ORIGINATING DEPT: City Manager PREPARED ~_. ~ /~d~.,.~ AGENDA ITEM: CITY MANAGER:~~ DEPT HEAD: SUBJECT: Allocations for FY 2001/2002 Housing and CommuniB, Development Act Funds (CDBG) and Human Services Grants RECOMMENDED MOTION(S): 1. Conduct the Public Hearing. 2. Allocate $180,874 of FY 2001/2002 CDBG and Human Services funds towards eligible projects and activities. REPORT SUMMARY: Back~oround The Department of Housing and Urban Development (HUD) makes annual disbursements of Housing and Communi~' Development Act (HCDA) funds for eligible projects and activities. Saratoga and seven other "nonentitlement" cities (population under 50,000). receive HCDA funds from the Community Development Block Grant (CDBG) Program through a cooperative Agreement with the Count, of Santa Clara, the locally responsible grant recipient. Expenditure of these funds is restricted by federal regulations and additional guidelines imposed by the County. FY 2001/2002 Allocations The Count' of Santa Clara's FY 2001/2002 HCDA disbursement is $2,669,000. A portion of this amount is allocated to the competitive pool where funds are prioritized for projects and activities to increase the supply of affordable housing coun .t. --'ide. The remainder is disbursed to the nonentitlement cities for eligible CDBG projects. As a nonentitlement jurisdiction, the CiB' of Saratoga will receive $165,874, plus $15,000 to cover program administration expenses, for a total of $180,874 for Council's consideration during the 2001/2002 CDBG funding cycle. Saratoga max, allocate $36,667 of its grant to Human Sex~'ices proposals, as set by a pre-determined cap of'the total CounDT grant. Human Services include, but are not limited to: childcare, job training programs, counseling, recreation programs and services for seniors. FY 1999/00 HUM.aN SERVICES AND CDBG FUNDING RECOMMENDATIONS One Human Services grant and two CDBG project proposals were received during the application cycle. Additional considerations are the rnandatol? annual contribution of $20,000 to provide CounB' Rehab Program assistance to Saratoga, and $50,000 for ADA improvements to Hakone Gardens. Attachment 1 contains a chart of staff's funding' recommendations, and Attachments 2 through 4 are copies of' the applicants' project proposals for Council's review. Human Services Proposal SASCC Adult Day Care Program (Attachment 2) Saratoga Area Senior Coordinating Council (SASCC) submitted a proposal for continued support of the Adult Da3: Care Center Pro.am during FY 2001/2002. Recommendation: Fund the Saratoga Adult Day Care Center Program with the total $36,667 available from CDBG Human Services Grant funds. CDBG Proposals Project Match - Rent Subsidy for Shared Senior Residence (Attachment Project Match is requesting $19,500 to subsidize rent payments of its senior group home located at 20218 Blauer Avenue in Saratoga. Project Match has been a recipient of CDBG funding from the City since 1991. This project provides shared residential housing to approximately three to five low-income seniors at a 'time. This year the program will move to 1552 Johnson Road in Saratoga, a 4-bedroom home, as the Blauer residence is being sold. Recommendation: Staff endorses funding $19,500 to support Project Match's continued efforts to provide affordable housing to low-income seniors. Low income housing for Seniors has been identified as an affordable housing need in Saratoga. Bridge Housing for Cupertino Communiw Sen'ices - 24 Units of Affordable Housine (Atttachment 4) Cupertino CommuniB, Services (CCS) will manage the acquisition and construction phases of the project and BRIDGE Housing will act as the development consultant. CCS proposes to develop, construct, own and manage 24 apartment units (12 one- bedroom and 12 re'o-bedroom units), and office space. By developing 24 new apartment units affordable for families at 50% of Area Median Income, CCS has focused on the communit3,'s need for an increased supply of rental housing for those who have been priced out of the housing market and must commute significant distmaces to work.. CCS has a long-standing relationship v~qth Saratoga and other West Valley Cities to provide emergency assistance to those in need, including: low-income families, individuals, and seniors who receive rental assistance, clothing, transportation, support services, utilit3' payments, medicine, food and clothing. Ci~' staff and SASCC refer Saratoga residents who are in need of these services to CCS. Recommendation: Staff endorses funding $$39,707 to assist CCS with land lease expenses for the residential component of the project addressing the community need for an increased supply of affordable rental housing. The benefit to the City will be two-fold in that we are providing CCS assistance to continue providing services that are available to Saratoga citizens, and secondly, low-income tenants from this area ma3' be placed into the new facility, in the future. ADA Project for Hakone Gardens As per the recent agreement with the Hakone Foundation, the City will provide $50,000 per year for five years, to updr_te American with Disability Act requirements at the park. Recommendation: Staff endorses allocating $50,000 to provide ADA updates to Hakone Gardens. Fundine Requirement for Counw Housine Rehabilitation Assistance Each Ci~' utilizing the services of the County's Housing Rehabilitation Specialist is required to pax, $20,000 from its annual CDBG grant allocation to cover these costs. These sen'ices include site inspections, estimates, work v~xite-ups, the job bidding and award processes, and project supervision and Davis Bacon compliance oversight. The County Housing and Communit3' Development Department will also administer Saratoga' SHARP loan program during FY 2001/2002. Recommendation: Staff recommends funding $20,000 for the Count3' to administer the Cit3: of Saratoga's SHARP loans and to provide Housing Rehabilitation Specialist assistance. FISCAL IMPACTS: As noted above, the City has been awarded $180,874 to allocate for various for FY 2001/2002 CDBG projects. ADVERTISING, NOTICING AND PUBLIC CONTACT: CDBG Grant Application and Public Hearing Notice placed in the Saratoga News during February 2001. CONSEQUENCES OF NOT ACTING: The Ci~"s FY2001/2002 CDBG allocation will remain with the Count3.', and Saratoga will not meet its policy goals relating to providing housing assistance, rehabilitation loans and alternate housing opportunities within the CID'. FOLLOW UP ACTIONS: Forward Council's CDBG recommendations to the County; execute agreements with agencies receiving funding. ATTACHMENTS: 1. FY 01/02 Funding Recommendation Summary 2. SASCC Adult Da3' Care Pro.am Proposal 3. Project Match Proposal 4. CCS (Bridge Housing) Proposal FY 2001/2002 Human Services and Community Development Block Grant Proposal Funding Recommendations Agency Type Project Amount Requested Amount - Recommended SASCC Human Sr. Day Care Program 36,667 36,667 Services Project CDBG Rent Subsidy 19,500 19,500 Match Senior Residence CCS CDBG 24 Affordable Rental 50,000 39,707 Units Saratoga CDBG Hakone CDBG Foundation Counb' CDBG Program Administration ADA per Hakone Lease Agreement Count)' Rehab/SHARP 15,000 15,000 50,000 50.000 20,000 20.000 GRAND TOTAL $180,874 Breakdown of FY 2001/2001 CDBG Allocations $ 109,207 36,667 15,000 20~000 $180,874 CDBG Grants Human Services Cap Program Administration SHARP Loan Administration Attachment 2 SASCC P.O. Box 3033 SARATOG..L CA 95070 (408) 868-1257 March 27, 2001 Ms: Paula Reeve Administrative Analyst 13777 Fmitvale Ave. Saratoga, CA 95070 Dear Paula, Enclosed, please find both the narrative and budget portion of the 2001-2002 CDBG grant proposal. I have also included our most recent audit report from June 2000. If you have any questions, please give me a call at extension 253. Thank you. Most Sincerely, Mary Alden Goulart Executive Director- SASCC City. of Saratoga Community Development Block Grant Program/ Human Services Grant Program FY 2001/2002 PROPOSAL COVER PAGE APPLICANT ORGANIZATION: NAME: ADDRESS: Saratoga Area Senior Coordinating Council P.O. Box 3033 Saratoga, CA. 95070 NAME/TITLE OF PROPONENT: Paul Clark, President SIGNATURE: TELEPHONE NUMBER: 408-868-1253 PROJECT NAME: Saratoga Adult Care Center - Day Care Program DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARATOGA $36,667.00 PROJECT ABSTRACT (Limit statement to space provided) The Saratoga Adult Care Center is a Social Adult Day Program, which has provided a safe and stimulating environment for frail elders and respite for caregivers for the past thirteen years. The program is open Monday through Friday from approximately 9:30 a.m. to 3 p.m. Since the program serves mostly low-income elders, requests for funding are made to numerous sources in order to subsidize one of the fastest growing segments of our West Valley area's population. Adult Day Care Services are an ideal way to care for the needs of frail seniors, often eliminating the need for institutionalized care and reducing care costs for both the families and the community as a whole. The project will provide over 5000 hours of participant care, 350 participant days monthly to 41 to 42 persons and respite to caregivers in at least 50 different families. The City of Saratoga does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the provision of services and programs. SARATOGA ADULT CARE CENTER THE SARATOGA AREA SENIOR COORDLNATING COUNCIL NARRATIVE 3A. Organizational Qualifications The Saratoga Adult Care Center is a major program component of the Saratoga Area Senior Coordinating Council (SASCC) incorporated as a non-profit organization in 1979. SASCC also operates the Saratoga Senior Center for more active, independent older adults. Recognizing the needs of the aging population, supported by a community assessment, SASCC opened the Saratoga Adult Care Center in 1988 as the first facility in Santa Clara County designed and built specifically as an adult care center. It provides much needed respite for ~aregivers and promotes ~ higher quality of life for the participants at much less cost to both family members and public agencies. The Saratoga Adult Care Center's main objectives are to prevent or delay institutionalization of the frail elderly, enable them to remain in their homes for as long as possible and improve the quality of life for the participants and the caregivers. The need for this service will accelerate as the population ages. By the year 2010, Santa Clara County's population of individuals 85 years of age and over is expected to double. The Saratoga Adult Care Center opened in January 1988 and has steadily increased in number ofda~ open from two at the onset to five full days weekly by February 1994. During this time, the average number of families served monthly increased from 9 to 42 at any one time, with well over 350 visits by participants each month. This increased utilization validates the need and demand for the service. Though licensed by Community Care Licensing for 30 participants per day, the Center comfortably serves 20-21 participants per day. Participants come fi-om surrounding areas of the West Valley Corridor, including Saratoga, Los Gatos, Santa Clara, Campbell, San Jose, Mountain View', Sunn.~xale and Cupertino. The Board of Directors of the Saratoga Area Senior Coordinating Council is responsible for the Saratoga Adult Care Center. The Center operates under the guidance of its own Advisory board, whose members are nurses, physicians, business persons and community volunteers who know the area and have had experience with Adult Care. (Current list is attached.) The Administrative Director is responsible for the daily operations of the Center. She has a degree in Fsychology and has worked at the Center since it opened thirteen years ago. The full-time Program Coordinator oversees activities, entertainment and projects with the help of three part-time Program Assistants and a part-time Social Worker. The staff is highly trained, each with many years of experience working with fi.ail elders. Thirty trained volunteers supplement the six paid staff and provide over 500 hours of ser~4ce annually. B. Past Performance and Evaluation The Administrative Director of the Saratoga Adult Care Center submits quarterly reports to the City of Saratoga as reqc:ired and gives monthly reports to the Board of Directors and to the Advisory. Board of the Saratoga Adult Care Cen:er all to assure that effectiveness is evaluated regularly. The Center also meets state licensing and sanitation requirements annually. The ongoing quality and effectiveness of the program is also measured by our Participanlv'Caregiver survey, which is filled out by family members twice a year. Results fi.om the survey indicate a dramatic improvement in quality of life for the participant and the caregiver as well as improvements in mental and phys.ical functioning of the participant. Evidence that institutionalization has been avoided or delayed can be deter-mined by census and discharge information. The Administrative Director works with the other Adult Daycare Directors in the county, with Volunteer Exchange, the Network of Aging Providers, the Los Gatos and Saratoga Chamber of Commerce, local churches and other community agencies. Staff has served on the Senior Citizens' Commission, Los Gatos Senior Task Force, Senior Round Table and the Board of Information and Referral, Inc. The Center utilizes volunteers and community service organizations, which contribute hundreds of hours. All this interagency coordination helps to eliminate duplication of services where appropriate and builds awareness of the Adult Care Center's programs throughout the county. C. Project Outcome Obiectives (1) Provide respite care daily to 20 fi.ail and less independent participants fi.om the West Valley Area of Santa Clara County. (2) Prevent or delay institutionalization of individuals who require considerable personal assistance. (3) Provide socialization, instruction and structured activities for the less independent elderly such as exercise, ,:rafts, skill development and nutritious meals daily in a licensed care facility. (4) Continue to facilitate caregiver support groups twice monthly in cooperation with the Alzheimer's Association ~nd provide similar support services to local churches and civic organizations of the West Valley' area. (5) Provide respite and improve quality of life for caregivers and eliminate or delay the high emotional and 'financial cost of custodial care. (6) Continue utilizing volunteer services to help contain Center costs. (7) ,Maintain maximum enrollment of approximately 40 participants each month. (8) .!ncrease funding base through local resources, participant fees and fund raising events in an effort to reduce dependence on City and county funding. Due to the low-income status of the population served and the service- ~ntensive nature of the program, becoming self-supporting is not feasible. D. Project Management The SASCC Board of Directors and the Adult Care Center Advisory Board oversee the services provided by the Sara::oga Adult Care Center. The Administrative Director w~o is responsible for the day-to-day operations of the Center reports directly to the Executive Director of SASCC for consultation and guidance purposes. All the staff at the Saratoga Adult Care Center is employed b,v the Saratoga Area Senior Coordinating Council and paid through a payroll system administered by SASCC. The Administrative Director supervises five part-time employees. The Program Coordinator reports directly to the Administrative Director. She is responsible for scheduling ali activities, special events and classes for the parti,:ipants. She provides some clerical support for the center, leads many of the activities and oversees the three Prog,-am Assistants who also run activities and assist participants with participation, meals, toileting and all other special needs. When needed, the Administrative Director may choose to assist with activities as well. The licensed Social Worker evaluates the needs of potential new clients, does home visit assessments, develops Care Plan:;, maintains ongoing progress reports, works with families in need, facilitates support groups and other related activities. She reports directly to the Administrative Director. The program provides exercise routines, memory training and stimulation through travelogues, crafts, music, a varieD' of entertainment, current events, discussions and directed conversation. Special adaptive exercises and skill traimng are focused on participants who need help with physical disabilities (e.g. stroke, aphasia, Parkinson's.) Healthy snacks and a full nutritious meal are served daily. Volunteers and instructors assigned by West Vall%' College augment the activities and help contain costs. Caregiver support groups are organized as a community service to assist those who are caring for dependent elders to cope with the stresses of providing such care. This group is facilitated by the social worker, meets twice a month and is co-sponsored by the Alzheimer's Association. The Administrative Director and Program Coordinator maintain strong public relations ties with local, county and state senior organizations and participate in required trainings. They are involved with public speaking engagements, organizational networking and other important communi~' events. All this promotes high visibility for the program and has resulted in high census levels for the last four years. A five-minute video was produced about the Saratoga Adult Care Center w5th the assistance of volunteers from West Valley and Mission Colleges and is an excellent public relations tool. E. Statement of Need The Saratoga Adult Care Center provides non-medical, supportive day services to those persons over 60 vears of age, in need of stimulation, supervision and assistance with some activities of daily living. The program also provides badly needed respite to the caregivers of these frail elders. Advances in medical technology and increased life expectancy have caused a sharp increase in the aging population. Simultaneously, the number of available caregivers capable of caring for elderly family members has decreased as the size of the American family and proximiw to one another diminishes. Adult Care is a supportive service available to fi.ail seniors and their families, which is largely underutilized. This affordable care option can preven~ or delay the need for institutionalization and enhance families' ability to care for elderly relatives at home, while giving them time to carry out necessary family tasks or employment responsibilities. According to County statistics, sixty percent of frail elders residing in Santa Clara County live at or below the pover~3' level. As this segment of our population continues to grow, funding for Adult Day Services has become more critical than ever. 'As a result, the saratoga Area Senior Coordinating Council continues to seek funds from a variety of sources. Although the City of Saratoga has been unable to meet full funding requests, it offers in-kind services to the Adult Care Center and through a Community Development Block Grant, has been able to fund approximately 20% of the Care Center's budget. Other funding sources such as United Way are currently not accepting new funding requests and Santa Clara County has also denied funding for the past two funding cycles. F. Project Beneficiaries Beneficiaries are .typically frail seniors who are isolated in their homes and would benefit from dav care in a safe and stimulating environment. Sixty percent of the projected beneficiaries are residents of SaratOga, with other participants coming from adjacent areas of Campbell, Los Gatos, and San Jose. These persons with an average age of 85 years are on low, fixed incomes and 66% of these participants have low to very' iow incomes. The Adult Care Center now is usually full five days a week. Although revenues continue to increase, subsidy is still essential. G. Fiscal Please refer to the Program Budget sheet in xvhich we request $36,667 to support a portion of the total operating costs of the Saratoga Adult Care Center program including salaries, organization costs, training expenses, audits, insurance, mileage expense and necessaD, licenses and memberships. With intensive volunteer and fund raising efforts, this program creatively stretches its revenues. The budget is tightly controlled and the Finance Committee, Advisory' Board and Board of Directors of the Corporation review expenses monthly. Rent, utilities and janitorial services are provided in-kind by the City of Saratoga. This is a significant budget saver and the exact dollar value has not been accurately determined. Since 66% of the participants have Iow or very-low income, their daily payments are subsidized and average only $20 per day. With the efficient and Spartan use of resources the cost of the program is factored at $9 per hour or $45 daily per participant. This is considerably less than in-home or nursing care for an individual who might otherwise require public support. Funds are requested from the City of Saratoga to underwrite the program for these beneficiaries. In addition, the Saratoga Adult Care program gains support from fund raising and marketing efforts through fashion- show luncheons, theatre parties, a spaghetti dinner and targeted requests. An on-going effort to involve businesses and community services results in additional contributions of time and funding. Meal cost reimbursements from the Council on Aging (USDA) and donations from participant's estates have also added to budget stability. SASCC's Endowment Fund provides monthly allocations to supplement the deficit in the budget when necessary. P,_OJECT latch illC. --Attachment 3 555-C Meridian Avenue San Jose, CA 95126.3423 (408) 287.7121 FAX (40~) 2b'7-3764 Our Mission: To help seniors meet their affordable housing needs in our communio' March 21,2001 Ms. Paula Reeve Administrative Analyst Office of the City Manager City of Saratoga 13777 Fruitdale Ave. Saratoga, CA 95070 Dear Ms. Reeve, .Attached is the Project Mach CDBG request for $19,500 to support our Saratoga Senior Group Residence Rent Subsidy Pro,am for FY 2001-2002. Project Match has been a recipient of this funding since 1991 for our Senior Group Residence. Residents pay an average rent of just $400 a month which will include utilities, phone and cable sen'ice. The residents who occupy the home will be seniors 55 years of age and older. -[his year we will move the program to 1552 Johnson Rd, a 4 bedroom single home in the City of Saratoga. Our house at 20218 Blauer Drive, which is 5 bedrooms will be sold and residents from that house will be moving over to the house on Johnson St. We will be negotiating a long term lease on the Johnson House with Community Housing Developers during the month of April. -[hanks to you and the City of Saratoga for ongoing support of Iow income seniors in the City. If you have any questions or require further information, please do not hesitate to contact me. The current rental a~eement w4th the owner covering the period of the rent 3ubsidv we are requesting is available upon request. 'Vel~- truly your ,/~~//~'''''''''~ Funded in part by the cities of San Jose, Santa Clara. Saratoga, Milpitas, Campbell, and Los Altos; the County of Santa Clara: and the Community Development Block Grant programs of Sunnyvale. Mountain View, and the Urban County of City of Saratoga Community Development Block Grant Program/ Human Services Grant Program APPLICANT ORGANIZATION NAME ADDRESS PROPOSAL COVER PAGE Project Match. Inc. 555 Meridian Ave.~ Suite C San Jose~ CA 95126 NAME/TITLE OF PROPONENT Bob Campbell~ Executive Director SIGNATURE TELEPHONE NUMBER PROJECT NAME (408) 287-7121 Saratoga Senior Group Residence Rent Subsidy DOLLAR AMT. OF FUNDS REQUESTED FROM CITY OF SARa. TOGA $1%500 PROJECT ABSTRACT (Limit statement to space provided) This request if for rent subsidy funds to continue to provide affordable housing for low-income seniors in the City of Saratoga. This is a request for the continuation of our partnership with the City in our Saratoga Senior Group Residence Rent Subsidy Program which began is 1991. The CiW of Saratoga does not discriminate on the basis of race, color, national origin, sex, religion, age or disabili~' in the provision of services and programs SARATOGA SENIOR GROUP RESIDENCE RENT SUBSIDY PROGRAM ' For over 20 years, Project Match has provided affordable housing for very low income seniors throughout Santa Clara County. At the same time, our innovative shared housing strate~' has provided companionship, security and affordable housing for thousands of seniors. Considering that over 107,C00 seniors in the Count' have incomes below $25,000 annually and rental costs are above $800 monthly, Project Match's strategy is as vital now as it was 21 years ago. Our Saratoga Senior Group Residence Rent Subsidy Program we will serve seniors 55 years of age and older who have low-incomes. In our Group Residence Program we will continue to work to create environments that honor people as individuals and develop relationships that provide a sense of security, place and self worth. Ihe Saratoga Senior Group Residence Rent Subsidy Program will provide shared housing for seniors in a single family home located on 1552 Johnson Rd. a four bedroom in the City of Saratoga. We will act as property manager of the group residence and coordinate all placement opportunities. Our Senior Group Residence Program has proved extremely successful in helping seniors experiencing depression that results from the isolation of living alone, and has served as a model for other such programs throughout the nation. The Occupancy Rate at our Saratoga Group Residence is 90% this year. Since 1991 the Saratoga Senior Group Residence Rent Subsidy Program was operated at 20218 Blauer Dr., a 5 bedroom single family home. The owner notified us in October that he would be selling the property and therefore would not renew our lease past June 30. 2001. As a result we sought and found a home for. the seniors who would have otherwise been displaced. Instead we have negotiated a lease with Community Housing Developers for the 4 bedroom single family home at Johnson Rd. Project Match operates a total of 7 Senior Group Residence programs throughout Santa Clara County. Ihere are currently 32 rooms available in our 7 Senior Group Residences. Ihis year the average rent for a room in our Group Residences is $380. Our occupancy rate was over 94% in our Gorup Residences. Ihe average len~h of stay in our group residences is two years while the longest residency is almost 10 years. Ihe two primary, reasons seniors leave our group residences are because (1) their medical needs become so serious that they require 24-hour care or (2) because the resident has been accepted into an affordable housing apartment of their own. Our goal is to help clients identify those qualities of life they value and to work together to obtain the necessary resources that will allow them to live by these values. This program has proved so successful that the television news magazine 20/20 featured it as an innovative solution to the problem of social isolafiun ainu.g seniors. Our program benefits seniors with very low incomes to: · Gain affordable housing · Identify their self care, mutual care, and professorial care needs and to get these needs met · Experience their 1Mng environments as affordable, safe, companionable, respectful, and community oriented Our Saratoga Senior Group Residence Rent Subsidy Program, located on Johnson Rd. will provide affordable housing for 4 low-income seniors 55 years of age or older. The current house house is at 100% occupancy. The program provides this affordable housing through rent subsidies form the City's Hosing Find for Low Income Seniors. The house has been leased for this purpose since 1991 and the City of Saratoga has provided rent subsidy since that time. Eligibility Criteria 1. Priority for occupancy will be given to low-income seniors living or having families lMng in the City of Saratoga. 2. Shared housing will be provided for low-income (as defined by the HUD Program Income Limits for Santa Clara County) Males or Females, 55 years of age or older. All individuals IMng in or applying for vacancies in the house will be functionally independent (physically and emotionally). All potential applicants will be required to pass a health screening. The house will provide housing for 4 seniors and will operate at a minimum 95% occupancy rate over the period July 1, 2001 through June 30, 2002. 3. Low-Income limits for those who will be eligible for 2001-2002 will be as follows: · Maximum $39,850 (65% of median) annual income for one person Proposed Reimbursement to Proiect Match: 1. City will use only CDBG funds to subsidize rents. If at any point the program fails to meet CDBG Requirements, no City funds will be used. 2. CiD' will reimburse Project Match monthly upon receipt of invoice in the amount of $1,625 for the period July 1, 2001 through June 30, 2002. 3. It is understood that the program can be extended beyond this period by mutual agreement. BR I DG EH°using BUILDING - SUSTAINING - LEADING Attachment BRIDGE HOUSING CORPORATION March 27, 2001 Ms. Paula Reeve Administrative Analyst Cib' of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Ms. Reeve: Thank you, on behalf of Cupertino Communib' Services, Inc., for the opportunib' to submit the enclosed application for Grant Funds for the FY 2001/2002. I think you will f'md the proposed affordable housing project one that can address the acute regional need for rental units affordable to very low income individuals and families in our area. If you have any questions, please do not hesitate to contact me at (415) 989- 1111, extension 635. ~ iincerely' ~ ~ \ Thomas Earlev J Project Manager C:-'%E -A'vvT.ORNE STREET SI,;~TE 400. SAN F;~A'qC:SCO, CA ~4105 TEL. 4:5 98'~. ! i:: 9'7' -Ow'"q-~ Cr-r'..TER DRIVE. SUITE L1Oi. SA",~ D~:-GO. CA 92122 TEL 858 535 0552 FAX .495 4898 FAX. 535 0652 ~R DGE~OuS!NG COM Community Development Block Grout Proqram/ Humtu Bez~ices Grant Prog~nm FY ~// P~OPOSAL COV~R APPLICANT ORC~;~Z~TION NA~ Cunertino C~..,~nit_v Services, Inc. ~D~SS 10185 :,orth Stel!ing Road Cupe_~o, CA 95014 NAME/TITLE OF PROPONENT Jgclyn Fabre ,.Executive DireCtor LEPHONE NUMBER ~ (408) 255-80~ PROJECT NAKE The He_~_.~t of Ounert~_no DOLLAR AMT. OF FUNDS REQUESTED FROM cITY OF SARATOGA $50,000 PROJECT ABSTRACT (Limit statement to specs provided) ~is is a new const_~_~ction project of 24 affordable units to be locate~ City of Cu~ertLno. CCS v~'il! be Gte ~-~r. er de~_ope~, mhd m~nager of ti~.e project, :,,~.ich will semze households w~ose Lncor~s are at 50% of Area ~ .v~d~n Lncome. The project ',;ill also Lnc!ude office/program space for OSS a(~ninistration mhd service. -The City of Saratoga does not discriminate color, national origin, sex, religion, age provision of services an4 programs. on the basis of race, or disability in the Project Narrative The Heart of Cupertino Vista Drive, Cupertino, California The Heart of Cupertino project addresses the community's need for an increased supply of rental housing, specifically housing affordable to Iow and very Iow- income individuals and families. CCS proposes to develop, construct, own and manage 24 apartment units (12 one- bedroom and 12 two-bedroom units) as well as office space for its operations on Vista Drive in Cupertino. The project will be comprised of several buildings, with 18,000 square feet of residential space and approximately 5,000 square feet of office and warehouse space, as well as ample on- site parking. The office space will provide CCS with a larger permanent office facility. The funds . requested will be used for land lease expenses for the residential component. Description of Applicant Agency: Cupertino Community Services (CCS), a non-profit, 501(c)(3) corporation, is the Project Sponsor and Developer and has 100% ownership interest in the project. CCS has committed over $1,600,000 in equity to the development of the project. These funds will be used to build the new program facility and offices. Incorporated as a nonprofit, 501(C) 3 community based agency in 1976, Cupertino Community Services (CCS) has been providing emergency assistance to Santa Clara County communities since 1973. Serving those in need, CCS helps Iow-income families, individuals and seniors, homeless men, women, and families and at risk youth by providing food, rental assistance, shelter, clothing, transportation and supportive services. CCS has many programs in place including the United Way Emergency Assistance Network. This program provides rental assistance, utility payments and vouchers for shelter, medicine and clothing items to individuals and families in need. The Food Cupboard is a food distribution program supplied by Second Harvest Food Bank, local grocery stores and bakeries as well as individual donations. More than 80,000 pounds of food are donated annually and distributed from CCS Headquarters. The Clothes Closet receives donations of clothing for all ages and distributes to those in need. Measurable Objectives: By developing 24 new apartment units affordable to families at 50% of Area Median Income, CCS has focused on augmenting the limited supply of rental units in Santa Clara County, that are affordable to those who have been priced out of the housing market and must commute significant distances to their workplaces. Furthermore, the 5000 square feet of office/warehouse space will be built to accommodate CCS program operations, which have outgrown the current site at the Quinlan Center on Stelling Road. Desired Outcome: The Heart of Cupertino will provide quality, affordable, safe rental housing on a long- term basis for very Iow- income individuals and families. The residential complex will be rent- restricted for a period of 55 years. Residents will also benefit from the proximity to the CCS offices, which will allow them access to the services and programs CCS provides. Project Management: CCS will manage the Acquisition and Construction phases of the project working with BRIDGE as development consultant. BRIDGE is a non-profit organization chartered in California to produce large volumes of high- quality homes affordable to very Iow, Iow, and moderate- income households. BRIDGE ranks behind only Habitat for Humanity as the largest non-profit housing organization in the country, having developed close to 8,500 dwellings as it comes into its 18th year as an organization. The Board of Directors for CCS has authorized BRIDGE as the development consultant to coordinate the acquisition of the property and the project development and construction. The two organizations have been working together on the project for approximately two years. The work will be accomplished through adherence to the development plan and time schedule of milestones and regular meetings as laid out in the Consulting Agreement between the two organizations. During the Operational Phase, CCS will be the owner and manager of the project. A resident manager will be employed and will have an office on site. Grounds and maintenance responsibilities will be out- sourced. Property management will be administered by CCS which will build on CCS's experience managing the Transitional Housing Project, 10411 G'reenwood Apartments. CCS will market, screen, lease, and provide on- going site management of-the rental units. Tenants will be required to execute-one- year residential leases. The location of the CCS offices on site will ensure close supervision of the management activities. A resident site . manager, who will report directly to the CCS Executive Director, will be responsible for the day-to- day operation of the residential component of the complex, with regular reporting to CCS's Executive Director and the CCS Board of Directors and the City of Cupertino. Total Development Costs for the Project are estimated at $7, 052,222, including the office/program space, the residential components and the land. A Development Budget Summary follows: Project Name: The Heart of Cupertino DEVELOPMENT BUOGET SUMMARY Total per pet. per OescnpUon Amount CCS Office Resid. Umt Resid SF Res~d GSF Ac,,quis;ti~n & Related $1.150.CC0 $237.906 $38.004 $54 45 S52 38 Land Costs (demo) $0 S0 S0 $0 C0 $0 00 Ccnstruction: Buda~ng S3.0~6.057 $852.867 $93.466 S133.91 $12982 Ccnstmcticn: Site $519.254 S107.421 S17.160 $24 58 $23 55 Ccnstruc!ion: Off-Site Costs $63.272 $;3.089 $2.091 $3.00 $2.58 Fu~,msh[ngs & EquiDment $35.000 $0 $1.458 $2.09 $2 01 MumciDal & Utility Fees $284.972 $36.000 $10.374 $14 86 $14 30 Arch~tectu re/Engin earing $513.255 $106.180 $16.961 $24.30 $23.38 Mameting & Rent-Up/Vacancy $50.000 $0 $2.083 $2.98 $2 87 Ccntingencies $469.287 $97.084 $15.508 S22 22 $21 38 Reserves $80.CC0 $16.550 $2.644 $3 79 $3 54 Legal $70.000 S;4.48t $2.313 $3 3! $3 t9 Taxes & insurance $40.655 $8.4~0 $1.344 $1 92 $1 85 Title and Audit $35.Cg0 $7.241 $1.157 $I.66 $1 59 Appraisal & MarXet Study $10.000 $0 $4 17 $0 60 $0 57 P,ecevelcl:ment interest $0 $0 $0 $0 20 $0.00 Ccnstmc:ion Financing Costs S10.Cg0 $2.C~9 $330 $0.47 S0 46 Ccns:rucbon Period !nterest $:08..~9~ $22.549 $3.802 S5 ~6 $4 96 Misceilaneous Costs $105.51~0 $2;.825 $3 455 $4 99 $4 5; Ccnsu:tant Fee $3CC.CC0 $527,,62 59 914 $14 2C $!3 56 Pe:mane.".t Financing Fees $110.975 S0 $4.524 $6 52 $6 37 Cfr-er $.3 $,3 SC $0 C0 SC CC TCTAL ~=-'v'ELOPMENT CCST 57 052 222 $' 605 734 $225 '~37 5325 12 $3'2 75 Source of Funding i Type Description I Amount Term Intel;est City of Cuper'tdno L I BMR and CDBG Funds 1.776,000 I 55 0% .] .I years Cit-/cf Cupertino CDBG Li CDBG 2001-2002 l] 129'207 i 55 years 0% Cib/ofCuDertino LI BMRFunds i 450,000 55 0% years Count'/of Santa Clara L HOME/CDBG I 1,047,800 30 6%/3% :J years City of Sunnyvale L CDBG J 100.000 30 0% ! years City of Santa Clara L J HOME I 40,000 30 0% years _ 501(c) 3 Bonds Bonds j Bond Financing (Construction 1.298,747 30 TBD J: and Permanent) . years City of Los Altos L J CDBG 281,000 TBD TBD CCS Equity E J Capital Campaign 1,600,000 N/A N/A Silicon Valley I~tanufacturing L J Housing Trust Fund 330,000 TBD TBD Group HTF I Project Schedule Dec, 2000 Jan, 2001 Ma)', 2001 July, 2001 Aug, 2001 April, 2002 Nov, 2002 Planning Commission City Council Approval Construction Documents Completed Construction Plan bid by Subcontractors Construction Start Pre-leasing Begins _'-.~ - Construction Complete SARATOGA CITY COL.~CIL MEETING DATE: April 4, 2001 AGENDA ITEM: ORIGINATING DEPT:-Administrative Services CITY MANAGER: SUBJECT: Library Expansion General Obligation Bond Resolution RECOMMENDED ACTION(S): Adopt and authorize the resolution entitled "RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING THE ISSUANCE OF $15,000,000 AGGREGATE PRINCIPAL AMOLrNT OF GENERAL OBLIGATION BONDS, SERIES 2001, AND AUTHORIZING ACTIONS RELATED THERETO." -REPORT SUMMARY: The bond resolution authorizes issuance of the bonds, provides procedures for the receipt and disbursement of bond proceeds, sets forth the redemption provisions for the bonds and the mechanics for payment of principal and interest to bond investors, and authorizes the following documents: Notice of Intention. Califomia law requires that at least 15 days prior to the sale of any public securities which exceed one million dollars ($1,000,000) at public sale, an issuer shall publish notice of the intention to sell the securities in a financial publication generally circulated throughout the state or reasonably expected to be disseminated among prospective bidders for the securities. The notice of intention satisfies that requirement and will be published by bond counsel in the Bond Buy'er, a national publication. ~'vbtice of Sale and Bid Fortn. The notice of sale and bid form provides a summary of the bond issue for prospective bidders and sets forth the bidding procedures and parameters. The notice of sale allows prospective bidders to submit bids electronically (over the Intemet) or by hand delivering bids to the City's financial advisor. It is likely that all bids will be submitted electronically. Continuing Disclosure Certificate. All municipal securities issued a~er July 3, 1995, require that the issuer a~ee to provide certain annual and other information to the marketplace since the securities may be traded in the secondary market (the bonds are freely transferable by the investors). This document satisfies that requirement. Prelimh~ar)-' Official Statement. This is the offering document (similar to a prospectus) which provides a detailed description of the City, the issue, and the sources of payment. This document permits prospective investors to make an informed investment decision regarding a purchase of the bonds. FISCAL IMPACTS: Once the bond is approved, the City is responsible for 515,000,000 .in debt. This will be paid tlr_rough a voter-approved increase in property taxes through the life of the bond. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): Delay sale of bonds past the planned timeline. ALTERNATIVE ACTION(S): Advise Staff to retum with revised Bond Resolution and supporting documents. FOLLOW UP ACTION(S): Issue the bonds. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Bond Resolution for Library Expansion Project Notice of Intention N~tice of Sale and Bid Form Continuing Disclosure Certificate Pxeliminary Official Statement 2 of 3 SARATOGA CITY COI~CIL MEETING DATE: April 4, 2001 ORIGINATING DEPT: Public Works PREP.MIED BY: ~ AGENDA ITEM: CITY MANAGER: SUBJECT: Bus Shelter Feasibility Follow-up RECOMMENDED ACTION(S): Receive report and provide direction to staff. REPORT SUMMARY: Staff presented to Council, at their regular meeting on March 7, 2001, an informational report pertaining to Bus Shelter Feasibiliw in Saratoga. Cost data pertaining to installing covered bus shelters in the City with and without advertising was presented to Council, along with photographs of several prefabricated shelters. Council directed staff to identify approximately 10 potential sites along with cost data for bus shelters within the existing network of 79 bus stops. Staff contacted and gathered logistics data from the Santa Clara County Valley Transportation Authority and Altrans. Staff was able to identify 16 potential bus shelter sites, taking into consideration factors such as exposure to pedestrian traffic, proximity to areas of high traffic flow, general Ciw demographics and proximity to schools. This data is listed on attachment A and shov~m on the color-coded map before you tonight. Covered bus shelter unit costs and installation costs were attained by contacting Tolar Shelters (attachment B), the manufacturer of prefabricated shelters, and by contacting C.D. Construction Company (attachment C), the contractor who built the bus shelter at Kerful Cleaners. This information is summarized in the table below: ~" Shelter T,vpe: Approx. Per Unit Cost: ' Installation Cost: Total Cost: Custom Built $11,500.00 Included in unit cost. $11,500.00 Prefabricated $2,900.00- $8,500.00 i $7,000.00 - $8,000.00 $9,900.00 - 516,500.00 ~Ihe Digital photographs (attachment D) show the custom-built bus shelters at Kerful Cleaners a~:~d Argonaut Center. Tolar Shelters provided a packet for Council (attachment B) showcasing several of their shelter designs with the associated costs. When contacted, Tolar Shelters indicated the designs reflected in the packet could be modified and customized as Council chooses. FISCAL IMPACTS: None. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N:~ne. ALTERNATIVE ACTION (S): None in addition to the above. FOLLOW UP ACTION(S): None. .~DVERTISING, NOTICING ANI) PUBLIC CONTACT: None. ATTACHMENTS: Attachment A - Summary of Bus Shelter Locations Altachment B - Packet from Tolar Shelters Altachment C - C.D. Construction Company Bus Shelter Cost Estimate Altachment D - Digital Photographs of Bus Shelters at Kerful Cleaners and Argonaut Center 2 of 3 -ATTACHMENT A Bus Stop: Bus Stop Location: 2 On East side of Prospect, cross street is Lyle 3' 4* 75* 5' 54* On West side of Saratoga, cross street is Park On East side Saratoga, cross street is Saratoga-Los Gatos On North side of Saratoga, cross street is Cox On South side of Saratoga, cross street is Cox On North side of Quito, cross street is McCoy On South side of Quito, cross street is Clemson 6* On South side of Saratoga, cross reference is St. Andrews 50* On North side of Saratoga, cross street is Fmitvale 13' 45* 14 22* 33* On North side of Saratoga-Sunnyvale, cross street is Seagull On South side of Saratoga-Sunnyvale, cross street is RR-Xing On East side of Prospect, cross street is Miller On East side of Prospect, cross street is Saratoga-Sunnyvale On South side of Saratoga-Sunn~,ale, cross street is Prospect 39 On South side of Quito, cross street is Sousa 63 On South side of Fmitvale, cross street is Allendale * Stops are located in same geo~aphic region and are complimentary to eachother. ATTACHMENT C C.D. Construction Co. ! 120 N. 10a Street Suitll ~an Jose CA95112 Tel: 408/291-0515 Fax: 40g/291-0514 Mar 16, 2001 Atteniton: Mr. Ca~/Bloomqui~t Re: CoJt Infonnalton to consttu~ a bus sl~br similar to the one at KJs~ul Cleaner. Dear Mr. Bloomquist I am very pleased to pmvkle cost informalion for ttm bus shelter. Following items am t:letails for the constnJCtJOn. 1) Approx. 18' x 8' concrete alat~ and footing. 2) Covered porch' construction, 18' x 7'8' frame and tmrdware. 3) Roofing n~l finish work. 4) Retaining wall b excluded. Agproxim~tely, Total $11,450 Exclusion: Plan, permit fee, demolition, cutting concrete, ~oil compaction, street banicade, etc. Sincerely,