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Home My WebLink About01-26-1999 Staff Report SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO.// AGENDA ITEM MEETING DATE: January 26, 1999 CITY MANAGER: I ORIGINATING DEPT: Administrative Services DEPT. HEAD: SUBJECT: Mid -Year Financial Report for Fiscal Year 1998 -99 RECOMMENDED MOTION(S): Adopt the attached Resolution making adjustments to the Fiscal Year 1998 -99 financial plan, and accept the mid -year financial report. REPORT SUMMARY: The accompanying financial reports represent the monthly revenues, expenditures and fund balances in all City funds for the month of December, 1998. The financial reports include actual revenues and expenditures at the mid -year point, as well as staff's mid -year projections. This report also makes recommendations for adjustments to the Fiscal Year 1998 -99 financial plan to fund changes in programs and activities which were not appropriated in the original financial plan which was adopted by the City Council in July, 1998. FINANCIAL SUMMARY Overall, revenues are slightly higher than expected at this point in the annual cycle, and expenditures are slightly lower than expected. In the General Fund, revenues are about $227,000 higher than expected as of December, primarily due to an unanticipated property tax equity allocation (TEA) payment, and higher sales tax revenues, motor vehicle license fees, and interest income. All other General Fund revenues are approximately as budgeted at mid -year. General Fund expenditures are about $135,000 less than anticipated as of December, with savings in many of the program budgets. Note that the City Council budget is slightly over budget primarily due to the contract for the Minutes Clerk which was required longer than originally budgeted for. Also, the City Clerk budget is slightly higher as a result of the former City Clerk's accrued leave payment upon retiring. In other funds, the Development Services revenues are about 46% higher than expected as of December due to an active development environment. Development expenditures are slightly higher as well. Other funds are generally as anticipated. Please note that operating transfers are generally only done at year end, including the transfer for the indirect cost allocation for administrative overhead. Therefore, while the transfers are included in the annual budget figures, they are not in the monthly estimate nor the monthly actuals. MID -YEAR ADJUSTMENTS Office Furniture The Community Development Department is recommending that approximately $30,000 be appropriated using Development Services revenues to refurnish the Planning, Building and Engineering work stations and filing room with new partitions (cubicles), furniture and filing cabinets. Much of this furniture is very old, outdated, and unsafe in some cases. Current partitions consist of castoffs and mismatched sets. They are not secured to anything, and in many cases, are only being held together by adjoining desks. New space efficient filing cabinets would allow a greater number of hard copy files to be retained longer before being consigned to microfilm for the benefit of space efficiency. There are sufficient revenues in the Development Services Special Revenue Fund to support this appropriation, and would not impact the General Fund. Year 2000 It is recommended that $35,000 be appropriated to address the City's Y2K issues. The City is about to embark upon a project to inventory, assess, test and remediate each computer -based system. Expertise does not exist on staff to perform the majority of this work, so a consultant is necessary. It is also expected that a number of non compliant personal computers will need to be replaced, as well as some software upgrades. A report is scheduled to be given to the City Council on February 9 to provide a more comprehensive Y2K plan. There are sufficient funds in the General Fund Contingency Reserve to pay for this project. This is an appropriate use of the Contingency Reserve, and would leave a $165,000 balance in the Reserve to be used at the City Council's discretion throughout the remainder of the fiscal year. FISCAL IMPACTS: The funding of the office furniture project will impact the Development Services Special Revenue Fund by $30,000. There are sufficient monies in that fund to support this appropriation, and it will not impact the General Fund. The funding of the Y2K project will impact the General Fund by $35,000, using monies which have already been appropriated in the Contingency Reserve. Monthly_Dec98 2 ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda serves as notice to the general public. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): A safety hazard exists with the current office partition configuration in the Planning, Building and Engineering areas, as well as the need for aesthetic appeal in public facilities. There are potential serious risks for the City if it does not address Y2K issues as quickly as possible. FOLLOW UP ACTIONS: Accept and file the report. ATTACHMENTS: Mid -Year Financial Report for Fiscal Year 1998 -99 Treasurer's Report for December, 1998 Quarry Creek Trust Account Report for December, 1998 Monthly_Dec98 v_ 3 RESOLUTION NO. 99- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA MAKING ADJUSTMENTS TO THE FISCAL YEAR 1998 -99 FINANCIAL PLAN WHEREAS, the City Council adopted Resolution No. 98 -20, adopting the budget for Fiscal Years 1998 -99 and 1999 -00 on July 1s 1998; and WHEREAS, subsequent to the adoption of said Resolution, the City Manager has recommended further changes to the City's budget; and WHEREAS, the City Council has considered the recommendations of the City Manager and believes that implementing these further changes will be in the best interests of the City. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows: A. $30,000 be appropriated using Development Services revenues to refurnish the Planning, Building and Engineering work stations and filing room with new partitions (cubicles), furniture and filing cabinets. There are sufficient revenues in the Development Services Special Revenue Fund to support this appropriation, and would not impact the General Fund. B. $35,000 be appropriated to address the City's Year 2000 issues to hire a consultant, replace a number of non compliant personal computers, and perform some software upgrades. There are sufficient funds in the General Fund Contingency Reserve to pay for this project. The above and foregoing resolution was passed and adopted at an adjourned meeting of the Saratoga City Council held on the 26th day of January, 1999 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk MJW:mjw January 21, 1999 Monthly_Dec98 Monthly_Dec98 CITY OF SARATOGA SIX MONTHS ENDED DECEMBER 31, 1998 PERCENT OF YEAR ELAPSED 50% FUND BALANCE UNAUDITED BALANCE ADJUSTMENTS YEAR TO DATE BALANCE FUND FUND DESCRIPTION JULY 1, 1998 TRANSFERS REVENUES EXPENDITURES DECEMBER 31, 1998 001 GENERAL FUND 5,853,539 (437,734) 3,047,884 2,478,768 5,984,921 SPECIAL REVENUE FUNDS: 100 COPS SUP. LAW ENFORCEMENT 17,488 70,145 5,900 81,733 110 TRAFFIC SAFETY SRF 40,126 987 39,139 150 STREETS &ROADS SRF 339,385 307,812 647,197 170 HILLSIDE REPAIR SRF 7,551 7,551 180 LANDSCAPE /LGTNG SRF 84,008 35,019 58,605 60,422 250 DEVELOPMENT SRF 274,135 907,112 422,417 758,830 260 ENVIRNMNTAL PRG SRF 76,943 225,700 215,716 86,927 270 HOUSING &COMM DEV SRF 68,403 57,573 69,483 195,459 290 RECREATION SRF 32,799 260,772 302,571 (9,000) 292 FACILITY OPS SRF 63,661 28,128 35,533 710 HERITAGE PRSRVTN TRST FND 5,977 5,977 TOTAL SPECIAL REV. FUNDS 526,954 429,757 1,987,381 1,876,980 1,067,112 CAPITAL PROJECT FUNDS: 160 TRANS DEV ACT SRF 2,820 2,820 293 THEATER TCK SRCHG SRF 10,912 15,366 5,576 20,702 310 PARK DEVELOPMENT 2,219,278 55,890 60,442 2,214,726 TOTAL CAPITAL PROJ. FUNDS 2,230,190 2,820 71,256 68,838 2,235,428 DEBT SERVICE FUNDS: 400 LIBRARY BONDS DEBT SVC 1,402 84,915 (83,513) TOTAL DEBT SVC. FUNDS 1,402 84,915 (83,513) AGENCY FUNDS: 420 LEONARD ROAD DEBT SVC 8,937 (8,937) 700 QUARRY CREEK PROJ ADM 24,715 5,157 247 30,119 720 C.A. TV TRUST FUND 75,968 75,968 730 PARKING DIST #2 DEBT SVC 12,160 431 11,729 740 PARKING DIST #3 DEBT SVC 1,782 135,690 (133,908) 800 DEPOSIT AGENCY FUND 409,008 409,008 990 SARATOGA PUBL FIN AGNCY 252,913 252,913 TOTAL AGENCY FUNDS 776,546 5,157 247 175,177 606,773 TOTAL 9,388,631 5,106,768 4,684,678 9,810,721 fs1298\RECAP Page 1 1/21/99 CITY OF SARATOGA SIX MONTHS ENDED DECEMBER 31, 1998 PERCENT OF YEAR ELAPSED 50% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 12/31/98 12/31/98 12/31/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET RECAP BY FUND 001 GENERAL FUND 6,155,625 6,428,691 2,820,627 3,047,884 108.1% 49.5% 100 COPS -SLESF SP REV FD 71,000 71,000 70,145 98.8% 98.8% 110 TRAFFIC SAFETY SRF 32,938 72,938 17,938 40,126 223.7% 121.8% 150 STREETS ROADS SRF 721,281 320,141 307,812 96.1% 42.7% 160 TRANSPORT DEVELOP ACT SRF 99,676 0.0% 170 HILLSIDE REPAIR SRF 5,160 10,000 2,580 7,551 292.7% 146.3% 180 LANDSCAPE /LGTNG SRF 128,975 35,178 35,019 99.5% 27.2% 250 DEVELOPMENT SRF 1,240,700 1,476,700 620,350 907,112 146.2% 73.1% 260 ENVIRNMNTAL PRG SRF 709,291 273,646 225,700 82.5% 31.8% 270 HOUSING &COMM DEV SRF 372,013 439,652 1,300 69,483 5344.8% 18.7% 290 RECREATION SRF 589,700 249,433 260,772 104.5% 44.2% 292 FACILITY OPS SRF 134,000 67,000 63,661 95.0% 47.5% 293 THEATER TCK SRCHG SRF 21,500 10,750 15,366 142.9% 71.5% 310 PARK DVLPMNT CAP PRJ FND 143,520 71,760 55,890 77.9% 38.9% 400 LIBRARY BOND DEBT SRV FND 94,106 0.0% 420 LEONARD RD DEBT SER FUND 12,263 0.0% 700 QUARRY CREEK TRUST FUND 350 175 247 141.1% 70.6% 710 HERITAGE PRSRVTN TRST FND 720 CA TV TRUST FUND 730 PRK DST #2 DBT SR/AGNCY FD 11,538 0.0% 740 PRK DST #3 DBT SR/AGNCY FD 168,225 0.0% 800 DEPOSITS AGENCY FUND 990 SARATOGA PFA AGENCY FUND 10,711,861 11,333,406 4,561,877 5,106,768 111.9% 47.7% I I 1 fs1298\REVENUE Page 2 1/21/99 CITY OF SARATOGA SIX MONTHS ENDED DECEMBER 31, 1998 PERCENT OF YEAR ELAPSED 50% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 12/31/98 12/31/98 12/31/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET GENERAL FUND 001 PROP TAX SECURED 1,340,000 520,000 520,937 100.2% 38.9% TEA ALLOCATION 109,030 109,030 100 100 1,340,000 1,449,030 520,000 629,967 121.1% 47.0% SALES TAX 1% 962,964 1,000,000 481,482 514,247 106.8% 53.4% SALES TAX PROP 172 72,036 30,015 33,833 112.7% 47.0% 1,035,000 511,497 548,080 107.2% 53.0% TRANSFER TAX 286,000 119,167 108,635 91.2% 38.0% CONSTRUCTION TAX 375,000 187,500 177,892 94.9% 47.4% TRANS OCCUP TAX 257,250 116,625 109,638 94.0% 42.6% FRANCHISE FEES FRANCHISE PG &E 207,315 0.0% FRANCHISE TCI 160,680 66,950 57,478 85.9% 35.8% FRANCHISE SJ WATER 92,731 0.0% FRANCHISE GREEN VALLEY 283,000 117,917 107,592 91.2% 38.0% 743,726 184,867 165,070 89.3% 22.2% BUSINESS LICENSES 274,050 114,188 94,874 83.1% 34.6% MOTOR VEHICLE LICENSE FEE 1,173,000 1,250,000 586,500 626,025 106.7% 53.4% OFF HIGHWAY MV FEE 170 170 318 187.1% 187.1% HOPTR 16,000 2,400 2,327 97.0% 14.5% 1,189,170 589,070 628,670 106.7% 52.9% DISASTER RECOVERY 321,190 160,595 89,839 55.9% 28.0% OTHER REFUNDS REIMBURSES 171,559 85,780 231,966 270.4% 135.2% FINES -FALSE ALARM 25,000 12,500 20,850 166.8% 83.4% FORFEITURES 40,000 20,000 13,880 69.4% 34.7% INTEREST 250,000 300,000 125,000 151,030 120.8% 60.4% RENTALS -CELL PHONE 44,000 22,000 32,652 148.4% 74.2% CONTRIB /DONATIONS 10 100 SALE OF ASSETS 5,000 2,500 0.0% 0.0% MISC. 10,000 5,000 8,517 170.3% 85.2% UNSPEC REV REDUCT. (300,000) 0.0% ADMIN. REIM. ANIMAL LICENSES 13,680 6,840 2,927 42.8% 21.4% FUEL SALES 15,000 7,500 3,045 40.6% 20.3% GROUND MAINT 5,000 2,500 2,250 90.0% 45.0% PERMIT ENCRMT. 55,000 27,500 28,092 102.2% 51.1% TOTAL GENERAL FUND 6,155,625 6,428,691 2,820,627 3,047,884 108.1% 49.5% COPS -SLESF SP REV FD 100 SUPPL LAW ENFORCE 71,000 71,000 70,145 98.8% 98.8% TRAFFIC SAFETY SRF 110 REFUNDS REIMB. CROSSING GUARD MATCH 2,938 2,938 3,000 102.1% 102.1% FINES VEHICLE CODE 30,000 70,000 15,000 37,126 247.5% 123.8% TOTAL TRAFFIC SAFETY SRF 32,938 72,938 17,938 40,126 223.7% 121.8% fs1298 \REVENUE Page 3 1/21/99 CITY OF SARATOGA SIX MONTHS ENDED DECEMBER 31, 1998 PERCENT OF YEAR ELAPSED 50% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 12/31/98 12/31/98 12/31/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET STREETS ROADS SRF 150 REFUNDS REIMB. 31,500 15,750 843 5.4% 2.7% MISC. ST HIGHWAY USER 2107.5 6,000 6,000 6,000 100.0% 100.0% ST HIGHWAY USER 2106 149,051 74,526 77,354 103.8% 51.9% ST HIGHWAY USER 2107 260,188 130,094 125,862 96.7% 48.4% ST FHWA REIMB. 87,000 0.0% ST 2105 S &H CODE 187,542 93,771 97,753 104.2% 52.1% TOTAL ST &RDS SRF 721,281 320,141 307,812 96.1% 42.7% TRANSPORT DEVELOP ACT SRF 160 TOTAL TDA 99,676 0.0% HILLSIDE REPAIR SRF 170 REFUNDS REIMB. HILLSIDE STREET REPAIR 5,160 10,000 2,580 7,551 292.7% 146.3% TOTAL HILLSIDE REPAIR SRF 5,160 10,000 2,580 7,551 292.7% 146.3% LANDSCAPE /LGTNG SRF 180 PROP. TAX 70,355 35,178 35,019 99.5% 49.8% CAP IMPR (PARK DIST) 57,620 0.0% INTEREST 1,000 0.0% TOTAL LANDSCAPE/LGTNG SRF 128,975 35,178 35,019 99.5% 27.2% DEVELOPMENT SRF 250 GEOLOGY REVIEW FEES 52,500 26,250 35,614 135.7% 67.8% ENGINEERING FEES 54,000 0 0 150,000 27,000 117,663 435.8% 217.9 /o PLANNING FEES 320,000 359,000 160,000 238,635 149.1% 74.6% ARBORIST FEE 50,000 25,000 33,837 135.3% 67.7% MAP/PUB /OTHER SALES 200 100 0.0% 0.0% DOCUMENT STRG FEES 7,000 10,000 3,500 8,300 237.1% 118.6% PERMITS BUILDING 725,000 795,000 362,500 430,117 118.7% 59.3% PERMITS GRADING 32,000 60,000 16,000 42,946 268.4% 134.2% TOTAL DEVELOPMENT SRF 1,240,700 1,476,700 620,350 907,112 146.2% 73.1% ENVIRNMNTAL PRG SRF 260 CLEAN AIR GRANT 162,000 0.0% ST REFUSE SURCHG AB939 20,000 10,000 15,563 155.6% 77.8% ENVIRONMENTAL FEES 527,291 263,646 210,137 79.7% 39.9% TOTAL ENVIRON PRG SRF 709,291 273,646 225,700 82.5% 31.8% HOUSING &COMM DEV SRF 270 HCD /CDBG /SHARP GRANTS 369,413 8 100 0.0% INTEREST 2,600 1,300 1,836 141.2% 70.6% SHARP LOAN REPAYMENT 67,639 67,639 100 TOTAL HOUSING /COMM DEV SRF 372,013 439,652 1,300 69,483 5344.8% 18.7% fs1298\REVENUE Page 4 1/21/99 CITY OF SARATOGA SIX MONTHS ENDED DECEMBER 31, 1998 PERCENT OF YEAR ELAPSED 50% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 12/31/98 12/31/98 12/31/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET RECREATION SRF 290 SPORTS LEAGUE FEES 44,000 22,000 25,979 118.1% 59.0% CAMP FEES 96,000 20,000 20,668 103.3% 21.5% 1 EXCURSION FEES 82,500 41,250 51,622 125.1% 62.6% CLASS /SPECIAL EVENT 324,000 148,000 148,272 100.2% 45.8% SNACK BAR SALES 1,200 600 280 46.7% 23.3% REDWOOD SPORTS PRGM. 28,000 11,667 9,594 82.2% 34.3% TEEN SERVICES 13,000 5,417 2,304 42.5% 17.7% SNACK BAR SALES 1,000 500 214 42.8% 21.4% WARNER HUTTON HOUSE 1,839 100 TOTAL RECREATION SRF 589,700 249,433 260,772 104.5% 44.2% FACILITY OPS SRF 292 BUILDING RENT 125,000 62,500 61,411 98.3% 49.1% PARKS RENT 9,000 4,500 2,250 50.0% 25.0% TOTAL FACILITY OPS SRF 134,000 67,000 63,661 95.0% 47.5% THEATER TCK SRCHG SRF 293 THEATER TCK SRCHG 21,500 10,750 15,366 142.9% 71.5% I PARK DVLPMNT CAP PRJ FND 310 PARK DEVELOPMENT 143,520 71,760 55,890 77.9% 38.9% LIBRARY BOND DEBT SRV FND 400 PRINCIPAL 75,000 0.0% INTEREST 18,906 0.0% OTHER 200 0.0% TOTAL LIBRARY BOND DEBT 94,106 0.0% LEONARD RD DEBT SER FUND 420 CAPITAL IMPR (PARK DIST) 12,263 0.0% QUARRY CREEK TRUST FUND 700 INTEREST 350 175 247 141.1% 70.6% HERITAGE PRSRVTN TRST FND 710 INTEREST CA TV TRUST FUND 720 DEPOSITS I fs1298\REVENUE Page 5 1/21/99 CITY OF SARATOGA SIX MONTHS ENDED DECEMBER 31, 1998 PERCENT OF YEAR ELAPSED 50% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 12/31/98 12/31/98 12/31/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET PRK DST #2 DBT SR/AGNCY FD 730 SERVICES (LLA DISTRICTS) 11,538 0.0% PRK DST #3 DBT SR/AGNCY FD 740 SERVICES (LLA DISTRICTS) 168,225 0.0% DEPOSITS AGENCY FUND 800 DEPOSITS SARATOGA PFA AGENCY FUND 990 BOND AMORTIZATION GRAND TOTAL 10,711,861 11,333,406 4,561,877 5,106,768 111.9% 47.7% fs1298\REVENUE Page 6 1/21/99 CITY OF SARATOGA SIX MONTHS ENDED DECEMBER 31, 1998 PERCENT OF YEAR ELAPSED 50% 1 EXPENDITURES FISCAL YEAR 1998 -99 YEAR-TO-DATE PERCENTAGES F D E 1998 -99 1998 -99 (YTD) (ANNUAL) U E L 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ N P E ORIGINAL BUDGET ACTUAL 12/31/98 12/31/98 12/31/98 REVISED D T M TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET RECAP BY FUND 001 GENERAL FUND 4,283,616 2,616,712 2,478,768 94.7% 60.7% 100 COPS SUP. LAW ENFORCEMENT 72,944 6,000 5,900 98.3% 8.1% 110 TRAFFIC SAFETY SRF 15,413 1,000 987 98.7% 6.4% 150 STREETS &ROADS SRF 3,130,636 742,975 647,197 87.1% 20.7% 160 TRANS DEV ACT SRF 98,103 3,000 2,820 94.0% 2.9% 170 HILLSIDE REPAIR SRF 1,000 0.0% 180 LANDSCAPE /LGTNG SRF 148,359 65,545 58,605 89.4% 39.5% 250 DEVELOPMENT SRF 1,312,499 405,698 422,417 104.1% 32.2% 260 ENVIRNMNTAL PRG SRF 480,980 213,589 215,716 101.0% 44.8% 270 HOUSING &COMM DEV SRF 388,419 205,779 195,459 95.0% 50.3% 290 RECREATION SRF 916,794 313,034 302,571 96.7% 33.0% 292 FACILITY OPS SRF 236,614 28,373 28,128 99.1% 11.9% 293 THEATER TCK SRCHG SRF 125,080 6,159 5,576 90.5% 4.5% 310 PARK DEVELOPMENT 567,000 82,707 60,442 73.1% 10.7% 400 LIBRARY BONDS DEBT SVC 94,093 85,000 84,915 99.9% 90.2% 420 LEONARD ROAD DEBT SVC 12,263 8,950 8,937 99.9% 72.9% 700 QUARRY CREEK PROJ ADM 2,500 1,250 30,119 2409.5% 1204.8% 710 HERITAGE PRSRVTN TRST END 720 C.A. TV TRUST FUND 730 PARKING DIST #2 DEBT SVC 11,538 500 431 86.2% 3.7% 740 PARKING DIST #3 DEBT SVC 168,225 135,948 135,690 99.8% 80.7% 800 DEPOSIT AGENCY FUND 990 SARATOGA PUBL FIN AGNCY 12,066,076 4,922,216 4,684,678 95.2% 39.5% fs1298 \EXPEND. Page 7 1/21/99 CITY OF SARATOGA SIX MONTHS ENDED DECEMBER 31, 1998 1 PERCENT OF YEAR ELAPSED 50% EXPENDITURES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES F D E 1998 -99 1998 -99 (YTD) (ANNUAL) U E L 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ N P E ORIGINAL BUDGET ACTUAL 12/31/98 12/31/98 12/31/98 REVISED D T M TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET 001 GENERAL FUND 1005 CITY COUNCIL 18,238 19,865 108.9% 1010 50 CONTINGENCY 200,000 1015 CITY COMMISSIONS 6,354 3,727 58.7% 1020 CITY MANAGER'S OFFICE 64,099 40,747 63.6% 1025 CITY ATTORNEY 54,000 162,500 150,125 92.4% 278.0% 1030 CITY CLERK 36,880 39,205 106.3% 1035 EQUIPMENT OPERATIONS 205,883 183,708 89.2% 1040 FINANCIAL MANAGEMENT 158,593 153,874 97.0% 1045 HUMAN RESOURCES 76,234 75,625 99.2% 1050 GENERAL SERVICES 54,572 51,017 93.5% 1060 FACILITIES MAINTENANCE 143,686 139,400 97.0% 1065 MANAGEMENT INFORMATION SYS 44,669 43,421 97.2% 2005 EMERGENCY PREPAREDNESS 28,901 11,698 9,670 82.7% 33.5% 2010 CODE ENFORCEMENT 123,109 26,274 27,685 105.4% 22.5% 2015 POLICE SERVICES 2,594,707 1,259,792 1,235,946 98.1% 47.6% 2025 ANIMAL CONTROL 16,458 8,010 7,509 93.7% 45.6% 3030 PARKS /OPEN SPACE 800,843 249,060 221,645 89.0% 27.7% 3035 GENERAL ENGINEERING 244,150 62,698 47,325 75.5% 19.4% 4005 ADVANCED PLANNING 94,664 15,821 16,770 106.0% 17.7% 7005 SENIOR SERVICES 54,689 0.0% 7010 COMMUNITY SUPPORT 72,095 11,654 11,504 98.7% 16.0% 9010 40 CAPITAL PROJECTS TOTAL GENERAL FUND 4,283,616 2,616,712 2,478,768 94.7% 60.7% 100 COPS SUP. LAW ENFORCEMENT 72,944 6,000 5,900 98.3% 8.1% 110 TRAFFIC SAFETY SRF 15,413 1,000 987 98.7% 6.4% 150 STREETS &ROADS SRF 3005 STREET MAINTENANCE 2,091,156 562,662 534,157 94.9% 25.5% 3010 SIDEWALKS AND TRAILS 77,988 30,510 11,430 37.5% 14.7% 3015 TRAFFIC CONTROL 222,275 74,896 60,139 80.3% 27.1% 3020 FLOOD AND STORM DRAIN CONTR 108,471 28,929 14,061 48.6% 13.0% 3025 MEDIANS AND PARKWAYS 123,754 37,720 20,990 55.6% 17.0% 5010 CONGESTION MANAGEMENT 184,642 8,259 6,420 77.7% 3.5% 9015 QUITO ROAD BRIDGE CAP RPOJ 322,350 0.0% TOTAL STREETS &ROADS SRF 3,130,636 742,975 647,197 87.1% 20.7% 160 40 TRANS DEV ACT SRF 98,103 3,000 2,820 94.0% 2.9% 170 40 HILLSIDE REPAIR SRF 1,000 0.0% 180 LANDSCAPE /LGTNG SRF 148,359 65,545 58,605 89.4% 39.5% 250 DEVELOPMENT SRF 4010 ZONINGADMINSTRATION 551,368 145,866 130,944 89.8% 23.7% 4015 INSPECTION SERVICES 544,957 175,705 177,674 101.1% 32.6% 4020 DEVELOPMENT REGULATION 216,174 84,127 113,799 135.3% 52.6% TOTAL DEVELOPMENT SRF 1,312,499 405,698 422,417 104.1% 32.2% fs1298 \EXPEND. Page 8 1/21/99 CITY OF SARATOGA SIX MONTHS ENDED DECEMBER 31, 1998 PERCENT OF YEAR ELAPSED 50% EXPENDITURES FISCAL YEAR 1998 -99 r YEAR-TO-DATE PERCENTAGES F D E 1998 -99 1998 -99 (YTD) (ANNUAL) 1 U E L 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ N P E ORIGINAL BUDGET ACTUAL 12/31/98 12/31/98 12/31/98 REVISED D T M TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET 260 ENVIRNMNTAL PRG SRF 5005 INTEGRATED WASTE MGMT 151,526 83,573 85,007 101.7% 56.1% 1 5015 STORM WATER MANAGEMENT 329,454 130,016 130,709 100.5% 39.7% TOTAL ENVIRNMNTAL PRG SR 480,980 213,589 215,716 101.0% 44.8% 270 HOUSING &COMM DEV SRF 7015 HCDA ADMINISTRATION 338,419 163,779 154,004 94.0% 45.5% 9010 40 ADA IMPROVEMENTS CAP PROJ 50,000 42,000 41,455 98.7% 82.9% 270 HOUSING &COMM DEV SRF 388,419 205,779 195,459 95.0% 50.3% 290 RECREATION SRF 6005 RECREATION 756,332 272,298 271,884 99.8% 35.9% 6010 TEEN SERVICES 160,462 40,736 30,687 75.3% 19.1% TOTAL RECREATION SERVICES 916,794 313,034 302,571 281.2% 34.7% 292 FACILITY OPS SRF 236,614 28,373 28,128 99.1% 11.9% 293 THEATER TCK SRCHG SRF 125,080 6,159 5,576 90.5% 4.5% 310 9010 40 PARK DEVELOPMENT 567,000 82,707 60,442 73.1% 10.7% 400 8015 70 LIBRARY BONDS DEBT SVC 94,093 85,000 84,915 99.9% 90.2% 420 8020 70 LEONARD ROAD DEBT SVC 12,263 8,950 8,937 99.9% 72.9% 700 9010 40 QUARRY CREEK PROD ADM 2,500 1,250 30,119 2409.5% 1204.8% 710 1040 00 HERITAGE PRSRVTN TRST FND 720 1040 00 C.A. TV TRUST FUND 730 8005 70 PARKING DIST #2 DEBT SVC 11,538 500 431 86.2% 3.7% 740 8010 70 PARKING DIST #3 DEBT SVC 168,225 135,948 135,690 99.8% 80.7% 990 1040 00 SARATOGA PUBL FIN AGNCY i 80 SUMMARY TOTAL EXPENDITURES 12,066,076 L 4,922,216 4,684,678 95.2% 39.5% I fs1298 \EXPEND. Page 9 1/21/99 CITY OF SARATOGA ii Cash and Investment Report Balance as of December 31,1998 Anticipated Acquisition FDR* Book Market Par Maturity Monthly Type Institution Date Rating Value Value Value Veild Date Term Earnings Unrestricted Cash Investments: Cash: DD Comerica Bank Savings N/A AAA $352,632 $352,632 $352,632 2.000% Revolving 1 588 CK Comerica Bank General N/A AAA 232,730 232,730 232,730 0.000% Revolving I N/A CK Comerica Bank Petty Cash N/A AAA 959 959 959 0.000% Revolving 1 N/A Subtotal Cash 586,321 a 586,321 586,321 1.203% 1 588 L.A.I.F. Investments: MF L.A.I.F. N/A N/A 6,525,191 b 6,565,264 6,525,191 5.492% Revolving 90 29,864 CD Saratoga National Bank 07/03/97 AAA 500,000 500,000 500,000 5.900% 07/03/99 365 2,458 CD Heritage Bank of Commerce 10/14/98 AAA 531,358 531,358 531,358 5.650% 10/14/99 365 2,502 Subtotal CDs 1,031,358 1,031,358 1,031,358 5.771% 730 4,960 TN US Treasury Note State Street Custody 03/12/98 AGY 995,557 995,935 995,000 5.570% 03/09/99 362 4,621 MF Govt Cash Reserve Fund State Street N/A AAA 2,640 2,640 2,640 4.520% Revolving 1 10 Subtotal L.A.1.F. Investments 8,552,106 8,592,557 8,551,549 5.509% 591 39,445 Subtotal Unrestricted Cash Investments 9,138,427 9,178,878 9,137,870 5.234% 296 40,033 Restricted Cash Investments: SV Saratoga National Bank CDBG N/A AAA 159,773 159,773 159,773 2.530% Revolving 1 337 CK Wells Fargo Bank CDBG N/A AAA 21,663 21,663 21,663 0.000% Revolving 1 N/A CK Wells Fargo Bank CDBG N/A AAA 10,372 10,372 10,372 0.000% Revolving 1 N/A SV Comerica Bank Quarry Creek Trust N/A AAA 24,962 24,962 24,962 2.000% Revolving 1 42 Subtotal Restricted Cash Investments 216,770 216,770 216,770 0.175% 1 378 Total Cash and Investments $9,355;197 197 $9,395,648 $9,354,640 5.161% Avg Yield° 149 $40,411 Benchmark Yield Comparison 3 Month Treasury 4.430 %1 6 Month Treasury 4.500 %I Schedule of Maturities: Reserve Analysis: General Fund Reserve requirement adopted 6/25/97: $2,000,000 Immediate $7,328,282 General Fund Balance as of 12/31/98 $5,984,921 FY 1998 -1999 $995,557 FY 1999 -2000 1,031,358 Available Funds: Unrestricted Pooled Cash Investments available for current year expenses in all funds: $8,107,069 Total $9,355,197 (Includes unrestricted funds maturing within the current fiscal year) Maturity General Fund Loans Receivable: Principal Rate Date Term Hakone Foundation $226,006 6.500% 03/01/2004 3,650 NOTES: FDR The Financial Directory rating is based on computer analysis of prime financials reported quarterly by the institutions to the Federal Reserve Board and the Federal Home Loan Bank Board. Ratings based on information released July 1998. *Market values for U.S. Treasury Notes provided by State Street Bank and Trust Company. This loan is noted for memorandum purposes only. The loan is amortized per the agreement with the Hakone Foundation. No payments are received. This report reflects Pooled Cash, Investments and Restricted Cash which are available resources to fund operations, debt service and capital improvements. Other interest bearing assets (notes receivable) are listed above. Debt service reserve funds held by trustees are restricted pursuant to indenture covenants and have been excluded from this report. Pursuant to Govemment Code Section 53646, the City's investment portfolio is in compliance with the adopted investment policy and there are equate resources to meet anticipated pool expenditure requirements for the next six months. fo we(i(///ide .e. d( l I. r ubmi edby: Approved by: ��Y_ 1/21/99 o pun\tmmyr)re (Unaudited Results) 1, CITY OF SARATOGA QUARTERLY QUARRY CREEK TRUST ACCOUNT REPORT SUMMARY OF CASH FLOWS JAN -MAR 98 APR -JUN 98 JUL -SEPT 98 OCT -DEC 98 BEGINNING CASH BALANCES $24,465.64 $24,588.89 $24,711.80 ;$24,836.68 CASH RECEIPTS INTEREST 123.25 122.91 124.88 125 51 OTHER 0.00 0.00 0.00 0.00 SUBTOTAL 123.25 122.91 124.88 125.51 CASH DISBURSEMENTS 0.00 0.00 0.00 0.00 ENDING CASH BALANCES $24,588.89 $24,711.80 $24,836.68 $24,962.19 Submitted by: 44 COyy W A/Approved by: In C:\MARYJOUN V ESTS \(MMYY)QCT.xls 01/20/99 (Unaudited Results) I I SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 30c W AGENDA ITEM 5 v MEETING DATE: January 20, 1999 CITY MANAGER: 21 ORIGINATING DEPT: Administrative Services DEPT. HEAD: 4 lu SUBJECT: Monthly Financial Reports for October and November, 1998 RECOMMENDED MOTION(S): Accept the monthly financial reports for October and November, 1998. REPORT SUMMARY: The accompanying reports represent the monthly revenue, expenditure and fund balance in all City funds for the months of October and November, 1998. The first page is a fund -level summary of revenue, expenditures, and fund balances. Following this is a revenue summary and revenue detail, followed by an expenditure summary and expenditure detail. The revenue and expenditure reports show seven columns. The first three columns represent the annual budget: Column 1 is the original budget which the City Council adopted this past June. Column 2 is the revised budget that incorporates any budget amendments that the City Council may have formally adopted throughout the year. There will only be a figure in this column if a particular revenue or expenditure line item has been changed by the City Council. During the first quarter of the year, there were no budget adjustments so the column is blank. Column 3 represents staff's projection of revenue and expenditures for the fiscal year. Initially, this will be identical to the original budget, but as the year progresses, the financial projections for the full year will change. The middle two columns represent the year -to -date activity. Column 4 is the estimate of revenues and expenditures at the current month's point in the annual cycle, using monthly budgeting techniques. Column 5 represents actual year -to -date revenues and expenditures. The last two columns provide financial analysis: Column 6 is the percentage of actual revenues and expenditures (column 5) to the year -to- date estimate (column 4). Column 7 is the percentage of actual revenues and expenditures (column 5) to the revised budget (column 2) or if the budget has not been revised by formal City Council action, then the original budget. Please note that operating transfers are generally only done at year end, including the transfer for the indirect cost allocation for administrative overhead. Therefore, while the transfers are included in the annual budget figures, they are not in the monthly estimate nor the monthly actuals. FINANCIAL SUMMARY Overall, revenues are slightly higher than expected at this point in the fiscal year, and expenditures are slightly lower than expected. In the General Fund, revenues are about $236,000 higher than anticipated as of November, primarily due to a FEMA disaster recovery payment which was not budgeted, and an increase in motor vehicle license fee revenues. General Fund expenditures are about $208,000 less than anticipated as of November, with savings in many of the program budgets. This is fairly typical in the first months of the fiscal year. In other funds, the Development Services revenues are about 50% higher than expected as of November due to an active development environment. Expenditures in the Streets and Roads Fund are getting off to a slow start. Other funds are generally as anticipated. The December financial report will be presented to the City Council at the January 28, 1999, meeting. The December report will include not only actual revenues and expenditures at the mid -year point, but also staff's mid -year projections, as well as recommended changes in appropriations. FISCAL IMPACTS: None ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda serves as notice to the general public. Monthly_Nov98 2 CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): None. FOLLOW UP ACTIONS: Accept and file the report. ATTACHMENTS: Financial Reports for October and November, 1998 Treasurer's Reports for October and November, 1998 Monthly_Nov98 3 CITY OF SARATOGA FOUR MONTHS ENDED OCTOBER 31, 1998 PERCENT OF YEAR ELAPSED 33% FUND BALANCE UNAUDITED BALANCE ADJUSTMENTS YEAR TO DATE BALANCE FUND FUND DESCRIPTION JULY 1 199 TRANSFERS REVENUES EXPENDITURES OCTOBER 31, 1998 1 f 001 GENERAL FUND 5,853,539 (160,960) 1,974,623 1,695,909 5,971,293 SPECIAL REVENUE FUNDS: 100 COPS SUP. LAW ENFORCEMENT 17,488 70,145 87,633 110 TRAFFIC SAFETY SRF 21,719 881 20,838 150 STREETS &ROADS SRF 127,430 210,635 338,065 170 HILLSIDE REPAIR SRF 7,551 7,551 180 LANDSCAPE /LGTNG SRF 84,008 4,887 27,773 61,122 250 DEVELOPMENT SRF 274,135 694,111 229,541 738,705 260 ENVIRNMNTAL PRG SRF 76,943 192,178 116,978 152,143 270 HOUSING &COMM DEV SRF 68,403 3,554 66,116 138,073 290 RECREATION SRF 25,985 165,544 191,529 292 FACILITY OPS SRF 43,409 21,837 21,572 710 HERITAGE PRSRVTN TRST FND 5,977 5,977 TOTAL SPECIAL REV. FUNDS 526,954 156,969 1,476,295 1,064,677 1,095,541 CAPITAL PROJECT FUNDS: 160 TRANS DEV ACT SRF 2,820 2,820 293 THEATER TCK SRCHG SRF 10,912 8,040 2,944 16,008 310 PARK DEVELOPMENT 2,219,278 55,890 33,011 2,242,157 TOTAL CAPITAL PROJ. FUNDS 2,230,190 2,820 63,930 38,775 2,258,165 DEBT SERVICE FUNDS: 400 LIBRARY BONDS DEBT SVC 1,402 1,402 TOTAL DEBT SVC. FUNDS 1,402 1,402 AGENCY FUNDS: 420 LEONARD ROAD DEBT SVC 8,706 (8,706) 700 QUARRY CREEK PROJ ADM 24,715 1,171 125 26,011 720 C.A. TV TRUST FUND 75,968 75,968 730 PARKING DIST #2 DEBT SVC 12,160 12,160 740 PARKING DIST #3 DEBT SVC 1,782 134,100 (132,318) 800 DEPOSIT AGENCY FUND 409,008 409,008 990 SARATOGA PUBL FIN AGNCY 252,913 252,913 TOTAL AGENCY FUNDS 776,546 1,171 125 168,817 609,025 TOTAL 9,388,631 3,514,973 2,968,178 9,935,426 fs1098\RECAP Page 1 1/15/99 CITY OF SARATOGA t FOUR MONTHS ENDED OCTOBER 31, 1998 PERCENT OF YEAR ELAPSED 33% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 10/31/98 10/31/98 10/31/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET RECAP BY FUND 001 GENERAL FUND 6,155,625 1,718,888 1,974,623 114.9% 32.1% 100 COPS -SLESF SP REV FD 71,000 71,000 70,145 98.8% 98.8% 110 TRAFFIC SAFETY SRF 32,938 12,938 21,719 167.9% 65.9% 150 STREETS ROADS SRF 721,281 215,427 210,635 97.8% 29.2% 160 TRANSPORT DEVELOP ACT SRF 99,676 0.0% 170 HILLSIDE REPAIR SRF 5,160 2,580 7,551 292.7% 146.3% 180 LANDSCAPE /LGTNG SRF 128,975 5,333 4,887 91.6% 3.8% 250 DEVELOPMENT SRF 1,240,700 413,567 694,111 167.8% 55.9% 260 ENVIRNMNTAL PRG SRF 709,291 175,764 192,178 109.3% 27.1% 270 HOUSING &COMM DEV SRF 372,013 867 66,116 7628.8% 17.8% 290 RECREATION SRF 589,700 162,483 165,544 101.9% 28.1% 292 FACILITY OPS SRF 134,000 44,667 43,409 97.2% 32.4% 293 THEATER TCK SRCHG SRF 21,500 7,167 8,040 112.2% 37.4% 310 PARK DVLPMNT CAP PRJ FND 143,520 47,840 55,890 116.8% 38.9% 400 LIBRARY BOND DEBT SRV FND 94,106 0.0% 420 LEONARD RD DEBT SER FUND 12,263 0.0% 700 QUARRY CREEK TRUST FUND 350 117 125 107.1% 35.7% 710 HERITAGE PRSRVTN TRST FND 720 CA TV TRUST FUND 730 PRK DST #2 DBT SR/AGNCY FD 11,538 0.0% 740 PRK DST #3 DBT SR/AGNCY FD 168,225 0.0% 800 DEPOSITS AGENCY FUND 990 SARATOGA PFA AGENCY FUND 10,711,861 2,878,637 3,514,973 122.1% 32.8% I I fs1098\REVENUE Page 2 1/15/99 I CITY OF SARATOGA FOUR MONTHS ENDED OCTOBER 31, 1998 PERCENT OF YEAR ELAPSED 33% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 10/31/98 10/31/98 10/31/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET GENERAL FUND 001 PROP TAX SECURED 1,040,000 130,000 126,043 97.0% 12.1% TEA ALLOCATION 300,000 100,000 109,030 109.0% 36.3% 1,340,000 230,000 235,073 102.2% 17.5% SALES TAX 1% 962,964 320,988 335,676 104.6% 34.9% SALES TAX PROP 172 72,036 18,009 20,064 111.4% 27.9% 1,035,000 338,997 355,740 104.9% 34.4% TRANSFER TAX 286,000 71,500 73,293 102.5% 25.6% CONSTRUCTION TAX 375,000 125,000 159,840 127.9% 42.6% TRANS OCCUP TAX 257,250 64,313 64,908 100.9% 25.2% FRANCHISE FEES FRANCHISE PG &E 207,315 0.0% FRANCHISE TCI 160,680 40,170 28,761 71.6% 17.9% FRANCHISE SJ WATER 92,731 0.0% FRANCHISE GREEN VALLEY 283,000 70,750 70,007 98.9% 24.7% 743,726 110,920 98,768 89.0% 13.3% BUSINESS LICENSES 274,050 68,513 73,079 106.7% 26.7% MOTOR VEHICLE LIC 1,173,000 391,000 442,298 113.1% 37.7% OFF HIGHWAY MV FEE 170 170 318 187.1% 187.1% HOPTR 16,000 0.0% DISASTER RECOVERY 49,181 100 1,189,170 391,170 491,797 125.7% 41.4% REFUNDS REIMB. 492,749 164,250 229,274 139.6% 46.5% FINES -FALSE ALARM 25,000 8,333 18,425 221.1% 73.7% FORFEITURES 40,000 13,333 9,986 74.9% 25.0% INTEREST 250,000 83,333 131,966 158.4% 52.8% RENTALS -CELL PHONE 44,000 14,667 4,415 30.1% 10.0% CONTRIB /DONATIONS SALE OF ASSETS 5,000 1,667 0.0% 0.0% MISC. 10,000 3,333 4,408 132.2% 44.1% UNSPEC REV REDUCT. (300,000) 0.0% ADMIN. REIM. ANIMAL LICENSES 13,680 4,560 86 1.9% 0.6% FUEL SALES 15,000 5,000 3,045 60.9% 20.3% GROUND MAINT 5,000 1,667 2,250 135.0% 45.0% PERMIT- ENCRMT. 55,000 18,333 18,270 99.7% 33.2% TOTAL GENERAL FUND 6,155,625 1,718,888 1,974,623 114.9% 32.1% COPS -SLESF SP REV FD 100 SUPPL LAW ENFORCE 71,000 71,000 70,145 98.8% 98.8% TRAFFIC SAFETY SRF 110 REFUNDS REIMB. CROSSING GUARD MATCH 2,938 2,938 3,000 102.1% 102.1% FINES- VEHICLE CODE 30,000 10,000 18,719 187.2% 62.4% TOTAL TRAFFIC SAFETY SRF 32,938 12,938 21,719 167.9% 65.9% 1 fs1098\REVENUE Page 3 1/15/99 CITY OF SARATOGA t FOUR MONTHS ENDED OCTOBER 31, 1998 PERCENT OF YEAR ELAPSED 33% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 10/31/98 10/31/98 10/31/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET STREETS ROADS SRF 150 REFUNDS REIMB. 31,500 10,500 843 8.0% 2.7% MISC. ST HIGHWAY USER 2107.5 6,000 6,000 6,000 100.0% 100.0% ST HIGHWAY USER 2106 149,051 49,684 53,092 106.9% 35.6% ST HIGHWAY USER 2107 260,188 86,729 84,009 96.9% 32.3% ST FHWA REIMB. 87,000 0.0% ST 2105 S &H CODE 187,542 62,514 66,691 106.7% 35.6% TOTAL ST &RDS SRF 721,281 215,427 210,635 97.8% 29.2% TRANSPORT DEVELOP ACT SRF 160 TOTAL TDA 99,676 0.0% HILLSIDE REPAIR SRF 170 REFUNDS REIMB. HILLSIDE STREET REPAIR 5,160 2,580 7,551 292.7% 146.3% TOTAL HILLSIDE REPAIR SRF 5,160 2,580 7,551 292.7% 146.3% LANDSCAPE /LGTNG SRF 180 PROP. TAX 70,355 5,000 4,887 97.7% 6.9% CAP IMPR (PARK DIST) 57,620 0.0% INTEREST 1,000 333 0.0% 0.0% TOTAL LANDSCAPE/LGTNG SRF 128,975 5,333 4,887 91.6% 3.8% DEVELOPMENT SRF 250 GEOLOGY REVIEW FEES 52,500 17,500 25,532 145.9% 48.6% ENGINEERING FEES 54,000 18,000 119,213 662.3% 220.8% PLANNING FEES 320,000 106,667 143,755 134.8% 44.9% ARBORIST FEE 50,000 16,667 9,078 54.5% 18.2% MAP/PUB /OTHER SALES 200 67 0.0% 0.0% DOCUMENT STRG FEES 7,000 2,333 5,550 237.9% 79.3% PERMITS- BUILDING 725,000 241,667 350,996 145.2% 48.4% PERMITS GRADING 32,000 10,667 39,987 374.9% 125.0% TOTAL DEVELOPMENT SRF 1,240,700 413,567 694,111 167.8% 55.9% ENVIRNMNTAL PRG SRF 260 CLEAN AIR GRANT 162,000 50,094 100 30.9% ST REFUSE SURCHG AB939 20,000 10,585 100 52.9% ENVIRONMENTAL FEES 527,291 175,764 131,499 74.8% 24.9% TOTAL ENVIRON PRG SRF 709,291 175,764 192,178 109.3% 27.1% HOUSING &COMM DEV SRF 270 HCD /CDBG /SHARP GRANTS 369,413 8 100 0.0% INTEREST 2,600 867 1,164 134.3% 44.8% SHARP LOAN REPAYMENT 64,944 100 TOTAL HOUSING /COMM DEV SRF 372,013 867 66,116 7628.8% 17.8% 1 fs1098\REVENUE Page 4 1/15/99 CITY OF SARATOGA c FOUR MONTHS ENDED OCTOBER 31, 1998 PERCENT OF YEAR ELAPSED 33% I REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 10/31/98 10/31/98 10/31/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET RECREATION SRF 290 SPORTS LEAGUE FEES 44,000 11,000 11,639 105.8% 26.5% CAMP FEES 96,000 13,000 12,921 99.4% 13.5% EXCURSION FEES 82,500 27,500 29,823 108.4% 36.1% CLASS /SPECIAL EVENT 324,000 100,000 100,715 100.7% 31.1% SNACK BAR SALES 1,200 400 280 70.0% 23.3% REDWOOD SPORTS PRGM. 28,000 7,000 8,265 118.1% 29.5% TEEN SERVICES 13,000 3,250 304 9.4% 2.3% SNACK BAR SALES 1,000 333 150 45.0% 15.0% WARNER HUTTON HOUSE 1,447 100 TOTAL RECREATION SRF 589,700 162,483 165,544 101.9% 28.1% FACILITY OPS SRF 292 BUILDING RENT 125,000 41,667 41,189 98.9% 33.0% PARKS RENT 9,000 3,000 2,220 74.0% 24.7% TOTAL FACILITY OPS SRF 134,000 44,667 43,409 97.2% 32.4% THEATER TCK SRCHG SRF 293 THEATER TCK SRCHG 21,500 7,167 8,040 112.2% 37.4% PARK DVLPMNT CAP PRJ FND 310 PARK DEVELOPMENT 143,520 47,840 55,890 116.8% 38.9% LIBRARY BOND DEBT SRV FND 400 PRINCIPAL 75,000 0.0% INTEREST 18,906 0.0% OTHER 200 0.0% TOTAL LIBRARY BOND DEBT 94,106 0.0% LEONARD RD DEBT SER FUND 420 CAPITAL IMPR (PARK DIST) 12,263 0.0% QUARRY CREEK TRUST FUND 700 INTEREST 350 117 125 107.1% 35.7% HERITAGE PRSRVTN TRST FND 710 INTEREST CA TV TRUST FUND 720 DEPOSITS fs1098 \REVENUE Page 5 1/15/99 CITY OF SARATOGA FOUR MONTHS ENDED OCTOBER 31, 1998 PERCENT OF YEAR ELAPSED 33% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 10/31/98 10/31/98 10/31/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET PRK DST #2 DBT SR/AGNCY FD 730 SERVICES (LLA DISTRICTS) 11,538 0.0% PRK DST #3 DBT SR/AGNCY FD 740 SERVICES (LLA DISTRICTS) 168,225 0.0% DEPOSITS AGENCY FUND 800 DEPOSITS SARATOGA PFA AGENCY FUND 990 BOND AMORTIZATION GRAND TOTAL 10,711,861 2,878,637 3,514,973 122.1% 32.8% fs1098\REVENUE Page 6 1/15/99 c 4 CITY OF SARATOGA FOUR MONTHS ENDED OCTOBER 31, 1998 PERCENT OF YEAR ELAPSED 33% EXPENDITURES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES F D E 1998 -99 1998 -99 (YTD) (ANNUAL) U E L 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ N P E ORIGINAL BUDGET ACTUAL 10/31/98 10/31/98 10/31/98 REVISED D T M TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET RECAP BY FUND 001 GENERAL FUND 4,283,616 1,829,680 1,695,909 92.7% 39.6% 100 COPS SUP. LAW ENFORCEMENT 72,944 0.0% 110 TRAFFIC SAFETY SRF 15,413 1,000 881 88.1% 5.7% 150 STREETS &ROADS SRF 3,130,636 417,013 338,065 81.1% 10.8% 160 TRANS DEV ACT SRF 98,103 3,000 2,820 94.0% 2.9% 170 HILLSIDE REPAIR SRF 1,000 0.0% 180 LANDSCAPE /LGTNG SRF 148,359 30,711 27,773 90.4% 18.7% 250 DEVELOPMENT SRF 1,312,499 270,465 229,541 84.9% 17.5% 260 ENVIRNMNTAL PRG SRF 480,980 102,838 116,978 113.7% 24.3% 270 HOUSING &COMM DEV SRF 388,419 125,852 138,073 109.7% 35.5% 290 RECREATION SRF 916,794 208,689 191,529 91.8% 20.9% 292 FACILITY OPS SRF 236,614 18,915 21,837 115.4% 9.2% 293 THEATER TCK SRCHG SRF 125,080 4,106 2,944 71.7% 2.4% 310 PARK DEVELOPMENT 567,000 35,138 33,011 93.9% 5.8% 400 LIBRARY BONDS DEBT SVC 94,093 0.0% 420 LEONARD ROAD DEBT SVC 12,263 8,700 8,706 100.1% 71.0% 700 QUARRY CREEK PROJ ADM 2,500 833 26,011 3121.3% 1040.4% 710 HERITAGE PRSRVTN TRST FND 720 C.A. TV TRUST FUND 730 PARKING DIST #2 DEBT SVC 11,538 0.0% 740 PARKING DIST #3 DEBT SVC 168,225 134,716 134,100 99.5% 79.7% 800 DEPOSIT AGENCY FUND 990 SARATOGA PUBL FIN AGNCY 12,066,076 3,191,656 2,968,178 93.0% 24.6% fs1098 \EXPEND. Page 7 1/15/99 CITY OF SARATOGA FOUR MONTHS ENDED OCTOBER 31, 1998 PERCENT OF YEAR ELAPSED 33% EXPENDITURES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES F D E 1998 -99 1998 -99 (YTD) (ANNUAL) U E L 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ N P E ORIGINAL BUDGET ACTUAL 10/31/98 10/31/98 10/31/98 REVISED D T M TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET 001 GENERAL FUND 1005 CITY COUNCIL 12,158 15,861 130.5% 1010 50 CONTINGENCY 200,000 0.0% 1015 CITY COMMISSIONS 20,903 1,805 8.6% 1020 CITY MANAGERS OFFICE 26,066 15,007 57.6% 1025 CITY ATTORNEY 54,000 148,000 139,583 94.3% 258.5% 1030 CITY CLERK 22,920 20,032 87.4% 1035 EQUIPMENT OPERATIONS 185,589 165,967 89.4% 1040 FINANCIAL MANAGEMENT 89,062 73,497 82.5% 1045 HUMAN RESOURCES 50,822 54,786 107.8% 1050 GENERAL SERVICES 36,381 43,806 120.4% 1060 FACILITIES MAINTENANCE 95,791 86,212 90.0% 1065 MANAGEMENT INFORMATION SYS 29,779 25,257 84.8% 2005 EMERGENCY PREPAREDNESS 28,901 7,798 3,962 50.8% 13.7% 2010 CODE ENFORCEMENT 123,109 17,516 17,322 98.9% 14.1% 2015 POLICE SERVICES 2,594,707 839,861 822,268 97.9% 31.7% 2025 ANIMAL CONTROL 16,458 5,340 5,006 93.7% 30.4% 3030 PARKS /OPEN SPACE 800,843 166,040 153,802 92.6% 19.2% 3035 GENERAL ENGINEERING 244,150 41,799 30,108 72.0% 12.3% 4005 ADVANCED PLANNING 94,664 10,547 10,124 3 96.0% 10.7% 7005 SENIOR SERVICES 54,689 0.0% 1 7010 COMMUNITY SUPPORT 72,095 23,308 11,504 49.4% 16.0% 9010 40 CAPITAL PROJECTS TOTAL GENERAL FUND 4,283,616 1,829,680 1,695,909 92.7% 39.6% 100 COPS SUP. LAW ENFORCEMENT 72,944 0 110 TRAFFIC SAFETY SRF 15,413 1,000 881 88.1% 5.7% 150 STREETS &ROADS SRF 3005 STREET MAINTENANCE 2,091,156 296,804 269,780 90.9% 12.9% 3010 SIDEWALKS AND TRAILS 77,988 20,340 7,305 35.9% 9.4% 3015 TRAFFIC CONTROL 222,275 49,931 35,408 70.9% 15.9% 3020 FLOOD AND STORM DRAIN CONTR 108,471 19,286 9,187 47.6% 8.5% 3025 MEDIANS AND PARKWAYS 123,754 25,146 12,087 48.1% 9.8% 5010 CONGESTION MANAGEMENT 184,642 5,506 4,298 78.1% 2.3% 9015 QUITO ROAD BRIDGE CAP RPOJ 322,350 0.0% TOTAL STREETS &ROADS SRF 3,130,636 417,013 338,065 81.1% 10.8% 160 40 TRANS DEV ACT SRF 98,103 3,000 2,820 I 94.0% 2.9% 170 40 HILLSIDE REPAIR SRF 1,000 0.0% 180 LANDSCAPE /LGTNG SRF 148,359 30,711 27,773 90.4% 18.7% 250 DEVELOPMENT SRF 4010 ZONINGADMINSTRATION 551,368 97,244 71,168 73.2% 12.9% 4015 INSPECTION SERVICES 544,957 117,136 112,532 96.1% 20.6% 4020 DEVELOPMENT REGULATION 216,174 56,085 45,841 81.7% 21.2% TOTAL DEVELOPMENT SRF 1,312,499 270,465 229,541 84.9% 17.5% fs1098 \EXPEND. Page 8 1/15/99 CITY OF SARATOGA FOUR MONTHS ENDED OCTOBER 31, 1998 PERCENT OF YEAR ELAPSED 33% EXPENDITURES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES F D E 1998 -99 1998 -99 (YTD) (ANNUAL) U E L 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ N P E ORIGINAL BUDGET ACTUAL 10/31/98 10/31/98 10/31/98 REVISED D T M TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET 260 ENVIRNMNTAL PRG SRF 5005 INTEGRATED WASTEMGMT 151,526 46,161 63,581 137.7% 42.0% 5015 STORM WATER MANAGEMENT 329,454 56,677 53,397 94.2% 16.2% TOTAL ENVIRNMNTAL PRG SR 480,980 102,838 116,978 113.7% 24.3% 270 HOUSING &COMM DEV SRF 7015 HCDA ADMINISTRATION 338,419 109,186 118,459 108.5% 35.0% 9010 40 ADA IMPROVEMENTS CAP PROJ 50,000 16,667 19,614 117.7% 39.2% 270 HOUSING &COMM DEV SRF 388,419 125,852 138,073 109.7% 35.5% 290 RECREATION SRF 6005 RECREATION/TEEN SERVICES 756,332 181,532 175,309 96.6% 23.2% 6010 RECREATION/TEEN SERVICES 160,462 27,157 16,220 59.7% 10.1% TOTAL RECREATION SERVICES 916,794 208,689 191,529 319.2% 34.7% 292 FACILITY OPS SRF 236,614 18,915 21,837 115.4% 9.2% 293 THEATER TCK SRCHG SRF 125,080 4,106 2,944 71.7% 2.4% 310 9010 40 PARK DEVELOPMENT 567,000 35,138 33,011 93.9% 5.8% 400 8015 70 LIBRARY BONDS DEBT SVC 94,093 0.0% 420 8020 70 LEONARD ROAD DEBT SVC 12,263 8,700 8,706 100.1% 71.0% 700 9010 40 QUARRY CREEK PROJ ADM 2,500 833 26,011 3121.3% 1040.4% 710 1040 00 HERITAGE PRSRVTN TRST FND 720 1040 00 C.A. TV TRUST FUND 730 8005 70 PARKING DIST #2 DEBT SVC 11,538 0.0% 740 8010 70 PARKING DIST #3 DEBT SVC 168,225 134,716 134,100 99.5% 79.7% 990 1040 00 SARATOGA PUBL FIN AGNCY 80 SUMMARY TOTAL EXPENDITURES 12,066,076 3,191,656 2,968,178 93.0% 24.6% fs1098 \EXPEND. Page 9 1/15/99 CITY OF SARATOGA Cash and Investment Report Balance as of October 31,1998 Anticipated Acquisition FDR* Book Market Par Maturity Monthly Type Institution Date Rating Value Value Value Yeild Date Term Earnings Unrestricted Cash Investments: Cash: DD ComericaBank Savings N/A AAA $1,327,641 $1,327,641 $1,327,641 2.500% Revolving 1 2,766 CK Comerica Bank General N/A AAA 145,878 145,878 145,878 0.000% Revolving 1 N/A CK Comerica Bank Petty Cash N/A AAA 959 959 959 0.000% Revolving 1 N/A Subtotal Cash 1,474,478 a 1,474,478 1,474,478 2.251% 1 2,766 L.A.I.F. Investments: MF L.A.I.F. N/A N/A 5,785,191 b 5,825,462 5,785,191 5.557% Revolving 90 26,790 CD Saratoga National Bank 07/03/97 AAA 500,000 500,000 500,000 5.900% 07/03/99 365 2,458 CD Heritage Bank of Commerce 10/14/98 AAA 531,358 531,358 531,358 5.650% 10/14/99 365 2,502 Subtotal CDs 1,031,358 1,031,358 1,031,358 5.771% 730 4,960 TN US Treasury Note State Street Custody 03/12/98 AGY 995,557 997,796 995,000 5.570% 03/09/99 362 4,621 MF Govt Cash Reserve Fund State Street N/A AAA 2,620 2,620 2,620 4.700% Revolving 1 10 Subtotal L.A.I.F. Investments 7,812,106 7,854,616 7,811,549 5.557% 591 36,371 Subtotal Unrestricted Cash Investments 9,286,584 9,329,094 9,286,027 5.034% 296 39,137 Restricted Cash Investments: SV Saratoga National Bank CDBG N/A AAA 156,599 156,599 156,599 2.780% Revolving 1 363 CK Wells Fargo Bank CDBG N/A AAA 21,470 21,470 21,470 0.000% Revolving 1 N/A CK Wells Fargo Bank CDBG N/A AAA 10,372 10,372 10,372 0.000% Revolving 1 N/A SV Comerica Bank Quarry Creek Trust N/A AAA 24,837 24,837 24,837 2.000% Revolving 1 41 Subtotal Restricted Cash Investments 213,278 213,278 213,278 0.190% 1 404 Total Cash and Investments $9,499,862 $9,542,372 $9,499,305 4.973% Avg Yield 149 $39,542 Benchmark Yield Comparison 3 Month Treasury 4.375 %I 6 Month Treasury 4.490% Schedule of Maturities: Reserve Analysis: General Fund Reserve requirement adopted 6/25/97: $2,000,000 Immediate $7,472,947 General Fund Balance as of 10/31/98 $5,971,293 FY 1998 -1999 $995,557 FY 1999 -2000 1,031,358 Available Funds: Unrestricted Pooled Cash Investments available for current year expenses in all funds: $8,255,226 Total $9,499,862 (Includes unrestricted funds maturing within the current fiscal year) Maturity General Fund Loans Receivable: Principal Rate Date Term Hakone Foundation $231,996 6.500% 03/01/2004 3,650 NOTES: FDR The Financial Directory rating is based on computer analysis of prime financials reported quarterly by the institutions to the Federal Reserve Board and the Federal Home Loan Bank Board. Ratings based on information released July 1998. *Market values for U.S. Treasury Notes provided by State Street Bank and Trust Company. This loan is noted for memorandum purposes only. The loan is amortized per the agreement with the Hakone Foundation. No payments are received. This report reflects Pooled Cash, Investments and Restricted Cash which are available resources to fund operations, debt service and capital improvements. Other interest bearing assets (notes receivable) are listed above. Debt service reserve funds held by trustees are restricted pursuant to indenture covenants and have been excluded from this report. Pursuant to Government Code Section 53646, the City's investment portfolio is in compliance with the adopted investment policy and there are adequate resources to meet anticipated pool expenditure requirements for the next six months. ii f ...a M/4 Lg../ &all. 41114,A) Submitted by: Approved by: b 1/15/99 o:\repos\(mmrryerm (Unaudited Results) CITY OF SARATOGA FIVE MONTHS ENDED NOVEMBER 30, 1998 PERCENT OF YEAR ELAPSED 42% FUND BALANCE UNAUDITED BALANCE ADJUSTMENTS YEAR TO DATE BALANCE FUND FUND DESCRIPTION JULY 1, 1998 TRANSFERS REVENUES EXPENDITURES NOVEMBER 30, 1998 001 GENERAL FUND 5,853,539 (220,771) 2,419,253 2,025,615 6,026,406 SPECIAL REVENUE FUNDS: 100 COPS SUP. LAW ENFORCEMENT 17,488 70,145 87,633 110 TRAFFIC SAFETY SRF 27,800 987 26,813 150 STREETS &ROADS SRF 170,364 211,097 381,461 170 HILLSIDE REPAIR SRF 7,551 7,551 180 LANDSCAPE /LGTNG SRF 84,008 8,109 28,963 63,154 250 DEVELOPMENT SRF 274,135 814,998 283,094 806,039 260 ENVIRNMNTAL PRG SRF 76,943 199,248 126,658 149,533 270 HOUSING &COMM DEV SRF 68,403 24,511 67,712 160,626 290 RECREATION SRF 21,905 208,002 229,907 292 FACILITY OPS SRF 54,715 28,346 26,369 710 HERITAGE PRSRVTN TRST FND 5,977 5,977 TOTAL SPECIAL REV. FUNDS 526,954 216,780 1,669,377 1,240,042 1,173,069 CAPITAL PROJECT FUNDS: 160 TRANS DEV ACT SRF 2,820 2,820 293 THEATER TCK SRCHG SRF 10,912 11,208 3,792 18,328 310 PARK DEVELOPMENT 2,219,278 55,890 58,455 2,216,713 TOTAL CAPITAL PROJ. FUNDS 2,230,190 2,820 67,098 65,067 2,235,041 DEBT SERVICE FUNDS: 400 LIBRARY BONDS DEBT SVC 1,402 1,402 TOTAL DEBT SVC. FUNDS 1,402 1,402 AGENCY FUNDS: 420 LEONARD ROAD DEBT SVC 8,706 (8,706) 700 QUARRY CREEK PROJ ADM 24,715 1,171 125 26,011 720 C.A. TV TRUST FUND 75,968 75,968 730 PARKING DIST #2 DEBT SVC 12,160 12,160 740 PARKING DIST #3 DEBT SVC 1,782 134,100 (132,318) 800 DEPOSIT AGENCY FUND 409,008 409,008 990 SARATOGA PUBL FIN AGNCY 252,913 252,913 TOTAL AGENCY FUNDS 776,546 1,171 125 168,817 609,025 TOTAL 9,388,631 4,155,853 3,499,541 10,044,943 fs1198\RECAP Page 1 1/15/99 CITY OF SARATOGA FIVE MONTHS ENDED NOVEMBER 30, 1998 PERCENT OF YEAR ELAPSED 42% REVENUES 1 FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 11/30/98 11/30/98 11/30/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET RECAP BY FUND 001 GENERAL FUND 6,155,625 2,183,839 2,419,253 110.8% 39.3% 100 COPS -SLESF SP REV FD 71,000 71,000 70,145 98.8% 98.8% 110 TRAFFIC SAFETY SRF 32,938 15,438 27,800 180.1% 84.4% 150 STREETS ROADS SRF 721,281 218,052 211,097 96.8% 29.3% 160 TRANSPORT DEVELOP ACT SRF 99,676 0.0% 170 HILLSIDE REPAIR SRF 5,160 2,150 7,551 351.2% 146.3% 180 LANDSCAPE/LGTNG SRF 128,975 8,417 8,109 96.3% 6.3% 250 DEVELOPMENT SRF 1,240,700 516,958 814,998 157.7% 65.7% 260 ENVIRNMNTAL PRG SRF 709,291 228,038 199,248 87.4% 28.1% 270 HOUSING &COMM DEV SRF 372,013 1,083 67,712 6250.3% 18.2% 290 RECREATION SRF 589,700 196,292 208,002 106.0% 35.3% 292 FACILITY OPS SRF 134,000 55,833 54,715 98.0% 40.8% 293 THEATER TCK SRCHG SRF 21,500 8,958 11,208 125.1% 52.1% 310 PARK DVLPMNT CAP PRJ FND 143,520 59,800 55,890 93.5% 38.9% 400 LIBRARY BOND DEBT SRV FND 94,106 0.0% 420 LEONARD RD DEBT SER FUND 12,263 0.0% 700 QUARRY CREEK TRUST FUND 350 146 125 85.7% 35.7% 710 HERITAGE PRSRVTN TRST FND 720 CA TV TRUST FUND 730 PRK DST #2 DBT SR/AGNCY FD 11,538 0.0% 740 PRK DST #3 DBT SR/AGNCY FD 168,225 0.0% 800 DEPOSITS AGENCY FUND 990 SARATOGA PFA AGENCY FUND 10,711,861 3,566,005 4,155,853 116.5% 38.8% I I fs1198\REVENUE Page 2 1/15/99 CITY OF SARATOGA FIVE MONTHS ENDED NOVEMBER 30, 1998 PERCENT OF YEAR ELAPSED 42% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 11/30/98 11/30/98 11/30/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET GENERAL FUND 001 PROP TAX SECURED 1,040,000 170,000 168,209 98.9% 16.2% TEA ALLOCATION 300,000 125,000 109,030 87.2% 36.3% 1,340,000 295,000 277,239 94.0% 20.7% SALES TAX 1% 962,964 401,235 429,776 107.1% 44.6% SALES TAX PROP 172 72,036 24,012 26,105 108.7% 36.2% 1,035,000 425,247 455,881 107.2% 44.0% TRANSFER TAX 286,000 95,333 89,896 94.3% 31.4% CONSTRUCTION TAX 375,000 156,250 166,182 106.4% 44.3% TRANS OCCUP TAX 257,250 85,750 93,857 109.5% 36.5% FRANCHISE FEES FRANCHISE PQ &E 207,315 0.0% FRANCHISE TCI 160,680 53,560 57,478 107.3% 35.8% FRANCHISE SJ WATER 92,731 0.0% FRANCHISE GREEN VALLEY 283,000 94,333 96,686 102.5% 34.2% 743,726 147,893 154,164 104.2% 20.7% BUSINESS LICENSES 274,050 91,350 83,748 91.7% 30.6% MOTOR VEHICLE LIC 1,173,000 488,750 545,669 111.6% 46.5% OFF HIGHWAY MV FEE 170 170 318 187.1% 187.1% HOPTR 16,000 0.0% DISASTER RECOVERY 95,587 100 1,189,170 488,920 641,574 131.2% 54.0% REFUNDS REIMB. 492,749 205,312 232,467 113.2% 47.2% FINES -FALSE ALARM 25,000 10,417 20,650 198.2% 82.6% FORFEITURES 40,000 16,667 11,565 69.4% 28.9% INTEREST 250,000 104,167 147,899 142.0% 59.2% RENTALS -CELL PHONE 44,000 18,333 5,560 30.3% 12.6% CONTRIB/DONATIONS 10 100 SALE OF ASSETS 5,000 2,083 0.0% 0.0% MISC. 10,000 4,167 5,062 121.5% 50.6% UNSPEC REV REDUCT. (300,000) 0.0% ADMIN. REIM. ANIMAL LICENSES 13,680 5,700 2,684 47.1% 19.6% FUEL SALES 15,000 6,250 3,045 48.7% 20.3% GROUND MAINT 5,000 2,083 2,250 108.0% 45.0% PERMIT ENCRMT. 55,000 22,917 25,520 111.4% 46.4% TOTAL GENERAL FUND 6,155,625 2,183,839 2,419,253 110.8% 39.3% COPS -SLESF SP REV FD 100 SUPPL LAW ENFORCE 71,000 71,000 70,145 98.8% 98.8% TRAFFIC SAFETY SRF 110 REFUNDS REIMB. CROSSING GUARD MATCH 2,938 2,938 3,000 102.1% 102.1% FINES VEHICLE CODE 30,000 12,500 24,800 198.4% 82.7% TOTAL TRAFFIC SAFETY SRF 32,938 15,438 27,800 180.1% 84.4% fs1198\REVENUE Page 3 1/15/99 CITY OF SARATOGA FIVE MONTHS ENDED NOVEMBER 30, 1998 PERCENT OF YEAR ELAPSED 42% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 11/30/98 11/30/98 11/30/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET STREETS ROADS SRF 150 REFUNDS REIMB. 31,500 13,125 843 6.4% 2.7% MISC. ST HIGHWAY USER 2107.5 6,000 6,000 6,000 100.0% 100.0% ST HIGHWAY USER 2106 149,051 49,684 53,553 107.8% 35.9% ST HIGHWAY USER 2107 260,188 86,729 84,009 96.9% 32.3% ST FHWA REIMB. 87,000 0.0% ST 2105 S &H CODE 187,542 62,514 66,692 106.7% 35.6% TOTAL ST &RDS SRF 721,281 218,052 211,097 96.8% 29.3% TRANSPORT DEVELOP ACT SRF 160 TOTAL TDA 99,676 0.0% HILLSIDE REPAIR SRF 170 REFUNDS REIMB. HILLSIDE STREET REPAIR 5,160 2,150 7,551 351.2% 146.3% TOTAL HILLSIDE REPAIR SRF 5,160 2,150 7,551 351.2% 146.3% LANDSCAPE /LGTNG SRF 180 PROP. TAX 70,355 8,000 8,109 101.4% 11.5% CAP IMPR (PARK DIST) 57,620 0.0% INTEREST 1,000 417 0.0% 0.0% TOTAL LANDSCAPE/LGTNG SRF 128,975 8,417 8,109 96.3% 6.3% DEVELOPMENT SRF 250 GEOLOGY REVIEW FEES 52,500 21,875 28,032 128.1% 53.4% ENGINEERING FEES 54,000 22,500 119,213 529.8% 220.8% PLANNING FEES 320,000 133,333 203,110 152.3% 63.5% ARBORIST FEE 50,000 20,833 19,262 92.5% 38.5% MAP/PUB /OTHER SALES 200 83 0.0% 0.0% DOCUMENT STRG FEES 7,000. 2,917 7,150 245.1% 102.1% PERMITS- BUILDING 725,000 302,083 395,710 131.0% 54.6% PERMITS GRADING 32,000 13,333 42,521 318.9% 132.9% TOTAL DEVELOPMENT SRF 1,240,700 516,958 814,998 157.7% 65.7% ENVIRNMNTAL PRG SRF 260 CLEAN AIR GRANT 162,000 0.0% ST REFUSE SURCHG AB939 20,000 8,333 15,563 186.8% 77.8% ENVIRONMENTAL FEES 527,291 219,705 183,685 83.6% 34.8% TOTAL ENVIRON PRG SRF 709,291 228,038 199,248 87.4% 28.1% HOUSING &COMM DEV SRF 270 HCD /CDBG /SHARP GRANTS 369,413 8 100 0.0% INTEREST 2,600 1,083 1,509 139.3% 58.0% SHARP LOAN REPAYMENT 66,195 100 TOTAL HOUSING /COMM DEV SRF 372,013 1,083 67,712 6250.3% 18.2% fs1198\REVENUE Page 4 1/15/99 CITY OF SARATOGA FIVE MONTHS ENDED NOVEMBER 30, 1998 PERCENT OF YEAR ELAPSED 42% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 11/30/98 11/30/98 11/30/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET RECREATION SRF 290 SPORTS LEAGUE FEES 44,000 18,333 20,414 111.3% 46.4% CAMP FEES 96,000 13,000 12,921 99.4% 13.5% EXCURSION FEES 82,500 34,375 46,248 134.5% 56.1% CLASS /SPECIAL EVENT 324,000 116,000 115,126 99.2% 35.5% SNACK BAR SALES 1,200 500 280 56.0% 23.3% REDWOOD SPORTS PRGM. 28,000 9,333 9,594 102.8% 34.3% TEEN SERVICES 13,000 4,333 1,304 30.1% 10.0% SNACK BAR SALES 1,000 417 214 51.4% 21.4% WARNER HUTTON HOUSE 1,901 100 TOTAL RECREATION SRF 589,700 196,292 208,002 106.0% 35.3% FACILITY OPS SRF 292 BUILDING RENT 125,000 52,083 52,465 100.7% 42.0% PARKS RENT 9,000 3,750 2,250 60.0% 25.0% TOTAL FACILITY OPS SRF 134,000 55,833 54,715 98.0% 40.8% THEATER TCK SRCHG SRF 293 THEATER TCK SRCHG 21,500 8,958 11,208 125.1% 52.1% PARK DVLPMNT CAP PRJ FND 310 PARK DEVELOPMENT 143,520 59,800 55,890 93.5% 38.9% LIBRARY BOND DEBT SRV FND 400 PRINCIPAL 75,000 0.0% INTEREST 18,906 0.0% OTHER 200 0.0% TOTAL LIBRARY BOND DEBT 94,106 0.0% LEONARD RD DEBT SER FUND 420 CAPITAL IMPR (PARK DIST) 12,263 0.0% QUARRY CREEK TRUST FUND 700 INTEREST 350 146 125 85.7% 35.7% HERITAGE PRSRVTN TRST FND 710 INTEREST CA TV TRUST FUND 720 DEPOSITS fs1198\REVENUE Page 5 1/15/99 CITY OF SARATOGA FIVE MONTHS ENDED NOVEMBER 30, 1998 PERCENT OF YEAR ELAPSED 42% REVENUES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES 1998 -99 1998 -99 (YTD) (ANNUAL) 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ ORIGINAL BUDGET ACTUAL 11/30/98 11/30/98 11/30/98 REVISED TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET PRK DST #2 DBT SR/AGNCY FD 730 SERVICES (LLA DISTRICTS) 11,538 0.0% PRK DST #3 DBT SR/AGNCY FD 740 SERVICES (LLA DISTRICTS) 168,225 0.0% DEPOSITS AGENCY FUND 800 DEPOSITS SARATOGA PFA AGENCY FUND 990 BOND AMORTIZATION GRAND TOTAL 10,711,861 3,566,005 4,155,853 116.5% 38.8% fs1198 \REVENUE Page 6 1/15/99 I i; F ra CITY OF SARATOGA FIVE MONTHS ENDED NOVEMBER 30, 1998 PERCENT OF YEAR ELAPSED 42% EXPENDITURES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES F D E 1998 -99 1998 -99 (YTD) (ANNUAL) U E L 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ N P E ORIGINAL BUDGET ACTUAL 11/30/98 11/30/98 11/30/98 REVISED D T M TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET RECAP BY FUND 001 GENERAL FUND 4,283,616 2,233,850 2,025,615 90.7% 47.3% 100 COPS SUP. LAW ENFORCEMENT 72,944 0.0% 110 TRAFFIC SAFETY SRF 15,413 1,000 987 98.7% 6.4% 1 150 STREETS &ROADS SRF 3,130,636 478,261 381,461 79.8% 12.2% 160 TRANS DEV ACT SRF 98,103 3,000 2,820 94.0% 2.9% 170 HILLSIDE REPAIR SRF 1,000 0.0% 180 LANDSCAPE /LGTNG SRF 148,359 38,389 28,963 75.4% 19.5% 250 DEVELOPMENT SRF 1,312,499 338,081 283,094 83.7% 21.6% 260 ENVIRNMNTAL PRG SRF 480,980 128,548 126,658 98.5% 26.3% 270 HOUSING &COMM DEV SRF 388,419 157,315 160,626 102.1% 41.4% 290 RECREATION SRF 916,794 260,861 229,907 88.1% 25.1% 292 FACILITY OPS SRF 236,614 23,644 28,346 119.9% 12.0% 293 THEATER TCK SRCHG SRF 125,080 5,132 3,792 73.9% 3.0% 310 PARK DEVELOPMENT 567,000 68,922 58,455 84.8% 10.3% 400 LIBRARY BONDS DEBT SVC 94,093 0.0% 420 LEONARD ROAD DEBT SVC 12,263 8,700 8,706 100.1% 71.0% 700 QUARRY CREEK PROJ ADM 2,500 1,042 26,011 2497.1% 1040.4% 710 HERITAGE PRSRVTN TRST END 720 C.A. TV TRUST FUND 1 730 PARKING DIST #2 DEBT SVC 11,538 0.0% 740 PARKING DIST #3 DEBT SVC 168,225 134,716 134,100 99.5% 79.7% 800 DEPOSIT AGENCY FUND 990 SARATOGA PUBL FIN AGNCY 12,066,076 3,881,461 3,499,541 90.2% 29.0% I fs1198 \EXPEND. Page 7 1/15/99 CITY OF SARATOGA FIVE MONTHS ENDED NOVEMBER 30, 1998 PERCENT OF YEAR ELAPSED 42% EXPENDITURES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES F D E 1998 -99 1998 -99 (YTD) (ANNUAL) U E L 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ N P E ORIGINAL BUDGET ACTUAL 11/30/98 11/30/98 11/30/98 REVISED D T M TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET 001 GENERAL FUND 1005 CITY COUNCIL 15,198 17,790 117.1% 1010 50 CONTINGENCY 200,000 0.0% 1015 CITY COMMISSIONS 1 26,128 2,596 9.9% 1020 CITY MANAGER'S OFFICE 45,083 18,885 41.9% 1025 CITY ATTORNEY 54,000 148,000 139,583 94.3% 258.5% 1030 CITY CLERK 28,650 24,993 87.2% 1035 EQUIPMENT OPERATIONS 195,736 173,792 88.8% 1040 FINANCIAL MANAGEMENT 118,828 96,484 81.2% 1045 HUMAN RESOURCES 63,528 67,750 106.6% 1050 GENERAL SERVICES 45,477 60,351 132.7% 1060 FACILITIES MAINTENANCE 119,738 105,558 88.2% 1065 MANAGEMENT INFORMATION SYS 37,224 30,919 83.1% 2005 EMERGENCY PREPAREDNESS 28,901 9,748 4,395 45.1% 15.2% 2010 CODE ENFORCEMENT 123,109 21,895 21,601 98.7% 17.5% 2015 POLICE SERVICES 2,594,707 1,049,827 1,029,103 98.0% 39.7% 2025 ANIMAL CONTROL 16,458 6,675 5,006 75.0% 30.4% 3030 PARKS /OPEN SPACE 800,843 207,550 166,516 80.2% 20.8% 3035 GENERAL ENGINEERING 244,150 52,248 36,155 69.2% 14.8% 4005 ADVANCED PLANNING 94,664 13,184 12,633 95.8% 13.3% 7005 SENIOR SERVICES 54,689 0.0% 7010 COMMUNITY SUPPORT 72,095 29,135 11,505 39.5% 16.0% 9010 40 CAPITAL PROJECTS TOTAL GENERAL FUND 4,283,616 2,233,850 2,025,615 90.7% 47.3% 100 COPS SUP. LAW ENFORCEMENT 72,944 0.0% 110 TRAFFIC SAFETY SRF 15,413 1,000 987 98.7% 6.4% 150 STREETS &ROADS SRF 3005 STREET MAINTENANCE 2,091,156 328,000 296,612 90.4% 14.2% 3010 SIDEWALKS AND TRAILS 77,988 25,425 9,103 35.8% 11.7% 3015 TRAFFIC CONTROL 222,275 62,413 44,074 70.6% 19.8% 3020 FLOOD AND STORM DRAIN CONTR 108,471 24,108 11,270 46.7% 10.4% 3025 MEDIANS AND PARKWAYS 123,754 31,433 15,252 48.5% 12.3% 5010 CONGESTION MANAGEMENT 184,642 6,883 5,150 74.8% 2.8% 9015 QUITO ROAD BRIDGE CAP RPOJ 322,350 0.0% TOTAL STREETS &ROADS SRF 3,130,636 478,261 381,461 79.8% 12.2% 160 40 TRANS DEV ACT SRF 98,103 3,000 2,820 94.0% 2.9% 170 40 HILLSIDE REPAIR SRF 1,000 0.0% 180 LANDSCAPE /LGTNG SRF 148,359 38,389 28,963 75.4% 19.5% 250 DEVELOPMENT SRF 4010 ZONINGADMINSTRATION 551,368 121,555 89,824 73.9% 16.3% 4015 INSPECTION SERVICES 544,957 146,420 139,547 95.3% 25.6% 1 4020 DEVELOPMENT REGULATION 216,174 70,106 53,723 76.6% 24.9% TOTAL DEVELOPMENT SRF 1,312,499 338,081 283,094 83.7% 21.6% a I fs1198 \EXPEND. Page 8 1/15/99 f. F 1-- CITY OF SARATOGA FIVE MONTHS ENDED NOVEMBER 30, 1998 PERCENT OF YEAR ELAPSED 42% EXPENDITURES FISCAL YEAR 1998 -99 YEAR -TO -DATE PERCENTAGES F D E 1998 -99 1998 -99 (YTD) (ANNUAL) U E L 1998 -99 REVISED ESTIMATED ACTUAL/ ACTUAL/ N P E ORIGINAL BUDGET ACTUAL 11/30/98 11/30/98 11/30/98 REVISED D T M TITLE BUDGET (if different) (if different) ESTIMATE ACTUAL ESTIMATE BUDGET 260 ENVIRNMNTAL PRG SRF 5005 INTEGRATED WASTE MGMT 151,526 57,701 65,580 113.7% 43.3% 5015 STORM WATER MANAGEMENT 329,454 70,847 61,078 86.2% 18.5% TOTAL ENVIRNMNTAL PRG SR 480,980 128,548 126,658 983% 26.3% 270 HOUSING &COMM DEV SRF 7015 HCDA ADMINISTRATION 338,419 136,482 141,012 103.3% 41.7% 9010 40 ADA IMPROVEMENTS CAP PROJ 50,000 20,833 19,614 94.1% 39.2% 270 HOUSING &COMM DEV SRF 388,419 157,315 160,626 102.1% 41.4% 290 RECREATION SRF 6005 RECREATION/TEEN SERVICES 756,332 226,915 208,978 92.1% 27.6% 6010 RECREATION/TEEN SERVICES 160,462 33,947 20,929 61.7% 13.0% TOTAL RECREATION SERVICES 916,794 260,861 229,907 298.4% 34.7% 292 FACILITY OPS SRF 236,614 23,644 28,346 119.9% 12.0% 293 THEATER TCK SRCHG SRF 125,080 5,132 3,792 73.9% 3.0% 310 9010 40 PARK DEVELOPMENT 567,000 68,922 58,455 84.8% 10.3% 400 8015 70 LIBRARY BONDS DEBT SVC 94,093 0.0% 420 8020 70 LEONARD ROAD DEBT SVC 12,263 8,700 8,706 100.1% 71.0% 700 9010 40 QUARRY CREEK PROJ ADM 2,500 1,042 26,011 2497.1% 1040.4% 710 1040 00 HERITAGE PRSRVTN TRST FND 720 1040 00 C.A. TV TRUST FUND 730 8005 70 PARKING DIST #2 DEBT SVC 11,538 0.0% 740 8010 70 PARKING DIST #3 DEBT SVC 168,225 134,716 134,100 99.5% 79.7% 990 1040 00 SARATOGA PUBL FIN AGNCY 80 SUMMARY TOTAL EXPENDITURES 12,066,076 3,881,461 3,499,541. 90.2% 29.0% fs1198 \EXPEND. Page 9 1/15/99 CITY OF SARATOGA Cash and Investment Report I. 4 w Balance as of November 30, 1998 Anticipated Acquisition FDR* Book Market Par Maturity Monthly Type Institution Date Rating Value Value Value Yeild Date Term Earnings Unrestricted Cash Investments: Cash: DD Comerica Bank Savings N/A AAA $604,093 $604,093 $604,093 2.500% Revolving 1 1,259 CK Comerica Bank General N/A AAA 354,821 354,821 354,821 0.000% Revolving 1 N/A CK Comerica Bank Petty Cash N/A AAA 959 959 959 0.000% Revolving 1 N/A Subtotal Cash 959,873 a 959,873 959,873 1.573% 1 1,259 I, L.A.I.F. Investments: MF L.A.I.F. N/A N/A 6,585,191 b 6,625,632 6,585,191 5.492% Revolving 90 30,138 CD Saratoga National Bank 07/03/97 AAA 500,000 500,000 500,000 5.900% 07/03/99 365 2,458 CD Heritage Bank of Commerce 10/14/98 AAA 531,358 531,358 531,358 5.650% 10/14/99 365 2,502 Subtotal CDs 1,031,358 1,031,358 1,031,358 5.771% 730 4,960 TN US Treasury Note State Street Custody 03/12/98 AGY 995,557 998,565 995,000 5.570% 03/09/99 362 4,621 MF Govt Cash Reserve Fund State Street N/A AAA 2,630 2,630 2,630 4.520% Revolving 1 10 Subtotal L.A.I.F. Investments 8,612,106 8,655,555 8,611,549 5.507% 591 39,719 Subtotal Unrestricted Cash Investments 9,571,979 9,615,429 9,571,422 5.114% 296 40,978 Restricted Cash Investments: SV Saratoga National Bank -CDBG N/A AAA 157,461 157,461 157,461 2.530% Revolving 1 332 CK Wells Fargo Bank CDBG N/A AAA 21,470 21,470 21,470 0.000% Revolving 1 N/A CK Wells Fargo Bank CDBG N/A AAA 10,372 10,372 10,372 0.000% Revolving 1 N/A SV Comerica Bank Quarry Creek Trust N/A AAA 24,837 24,837 24,837 2.000% Revolving 1 41 Subtotal Restricted Cash Investments 214,140 214,140 214,140 0.174% 1 373 Total Cash and Investments $9,786,119 $9,829,569 $9,785,562 5.048 Avg Yield 149 541,351 Benchmark Yield Comparison 3 Month Treasury 4.470%1 6 Month Treasury 4.530 %I Schedule of Maturities: Reserve Analysis: General Fund Reserve requirement adopted 6/25/97: $2,000,000 Immediate $7,759,204 General Fund Balance as of 11/30/98 $6,026,406 FY 1998 -1999 $995,557 FY 1999 -2000 1,031,358 Available Funds: Unrestricted Pooled Cash Investments available for current year expenses in all funds: $8,540,621 Total $9,786,119 (Includes unrestricted funds maturing within the current fiscal year) Maturity General Fund Loans Receivable: Principal Rate Date Term Hakone Foundation $229,009 6.500% 03/01/2004 3,650 NOTES: FDR The Financial Directory rating is based on computer analysis of prime financials reported quarterly by the institutions to the Federal Reserve Board and the Federal Home Loan Bank Board. Ratings based on information released July 1998. I *Market values for U.S. Treasury Notes provided by State Street Bank and Trust Company. This loan is noted for memorandum purposes only. The loan is amortized per the agreement with the Hakone Foundation. No payments are received. This report reflects Pooled Cash, Investments and Restricted Cash which are available resources to fund operations, debt service and capital improvements. Other interest bearing assets (notes receivable) are listed above. Debt service reserve funds held by trustees are restricted pursuant to indenture covenants and have been excluded from this report. Pursuant to Government Code Section 53646, the City's investment portfolio is in compliance with the adopted investment policy and there are adequate resources to meet anticipated pool expenditure requirements for the next six months. r 6(0 W# t al i,frtillit,✓ '7 S mitted by: Approved lr 1/15/99 o:4cpoR(mmyr)repo (Unaudited Results) I SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 3 01 AGENDA ITEM 5 U MEETING DATE: JANUARY 20, 1999 CITY MGR: d� i, r ORIGINATING DEPT.: PUBLIC WORKS DEPT. HEAD: V SUBJECT: Final Map Approval for four lots located at 13650 Saratoga Sunnyvale Road, Owner: Boisseranc. Recommended Motion(s): 1. Move to adopt Resolution No. SD 98 -003 granting final map approval of Tentative Map Application No. SD 98 -003 for four lots located at 13650 Saratoga Sunnyvale Road. 2. Move to authorize the Mayor to execute the Subdivision Improvement Agreement. Report Summary: Attached is Resolution No. SD 98 -003 which, if adopted, will grant final map approval for four lots located at 13650 Saratoga Sunnyvale Road. I have examined the final map and related documents submitted to me in accordance with the provisions of Section 14.40.020 of the Municipal Code and have determined that: 1. The final map substantially complies with the approved tentative map. 2. All conditions of the approved tentative map, as contained in Planning Commission Resolution No. SD 98 -003, have been completed or will be completed concurrent with development of the four lots. 3. The Subdivision Map Act, the City's Subdivision Ordinance and all other applicable provisions of law have been complied with. 4. The final map is technically correct. Consequently, I have executed the City Engineer's certificate on the final map and have filed the final map with the City Clerk pursuant to Section 14.40.040 of the Municipal Code for action by the City Council. Fiscal Impacts: The subdivider has paid $8,621.88 in Engineering Fees, $27,945 in Park Development Fees, and $1,500 for the slurry seal of Franklin Avenue required for this subdivision. Follow Up Actions: The signed map will be released to the subdivider's Title Company for recordation along with recording instructions. Consequences of Not Acting on the Recommended Motions: The final map must either be approved or rejected by the City Council. If the map is rejected, it would be returned to the subdivider with findings as to why the map was rejected. Attachments: 1. Site Map. 2. Tract Map. 3. Resolution No. SD 98 -003 granting final map approval. 4. Subdivision Improvement Agreement. 5. Planning Commission Resolution No. SD 98 -003 approving the tentative map with conditions. I 3 ITEM 11 REPORT TO THE PLANNING COMMISSION 1 Applicant No./Location: SD-98-003, 13650 Saratoga Sunnyvale Road Applicant /Owner: BOISSERANC r Staff Planner: John Cook, Assistant Planner 4 Date: April 22, 1998 APN: 393 -40 -020 Division Head: i t. Amon= I _i 1 1 A .-41111114 11111WW" ii ::::mmialio North .III �T_ 11111111111E ;:1x. n II y ni i .h I i 1 7 IQ I n PLR 11111111 Ia 11= a .,_,_,,imir..1 1111111 •/1 1 1 ■ilt iiai ..r......... 3 11 INN 0. �'?s SIT F RANfL IN A liN•71 Y 1111 lomprik als IL ATI gmil IIW It i 8�■5` I EMI 1111 h `/■■■■=■tc f i V ---N__ l ila 8.1 iw T yr MIMI/ IwN oR 1 .0ip no, 1 _Az I t 35 -FOUND 4' IRON PIPE IN 801 ICE TAG NOT LEGIBLE P 4T 1 THELMA AVEN 7 ,s ./"F i+ C] T ',P.a -r I R A IC T 1 N C) J EI a r O E as 4.78' CC I 31 29 30 29 1 26 27 i 26 I 25 0000 09 I'45" 70.00• 5 1 151.70' a I SCALE: 103.00' Ex/IS 10' 5. D. E. y —I 1 "•50' v• I w 01 I 2 W I 1_ 2' J F h 19,015 SQ.FT 12,513 SQ. FT .,1a 5 I I 4 l 1 I 1a v~ Q c 2 ..15119 294 5'E I I 9 0 r>r (103.00' a N G IEx /ST 10' P. 5.E IO'PU W 3 '45' W 4•'L 114,15t- 5119 2Q'45 "E_(BASIS OF BEARINGS) 308.67' (R -8) 732.a° 58 29'45'0 528.03' R Sz e.o° a -1 I .i.„, 2 3 149.s F RANKLIN AVENUE a 3 y{ -F OUN D /9 IRON PIPES IN BOXES, TAGGED: L.5 2734' T V Z N QI 4. mom ..1 4 g 1415T. 1 0' P E_ I Cr 2 I 3 V g Z r. ESE 5 9 45 "E I I O 11 m N. z o �N 3 0 F {x 03.10 i 4 I C� Z S. h •no SQ. 0 4 v F`r 0 c. 3 z z= N 12, SQ.FT 2 I 1 z W I N N L X_ i S a o o W b 2 .n I J 70 14612' FT N89 °29'45 "W 249.5 103.10' v l 2' 1 7. 18,676 E. —I Ex/s 10' PB E I I FOUND 4' IRON PIPE EX15 29 2S I 27 I 25 I 25 I 24 I 23 IN BOX,TAODED: ACE. 7184' e 7. VERDE 0 70.00' I 't VISTA LANN,. "'FOUND 3 Aj'IRON PIPE WB OX I 3 03 I TAGGED: R.C.E 8708 ,•5 ACT N O. L �Y �1 1 d T N C HARRIMAN AVENUE -FOUND GRANITE MONUMENT /N BOX LEGEND, BASIS OF BEARINGS, PARCEL MAP CURVE DATA DISTINCTIVE BORDER. THE BEARING S89' 24 OF CENTER LINE OF FRANKLIN No. RADIUS DELT A LENGTH REF. C STANDARD CITY MONUMENT FOUND, TAIGED R.C.E 22301 AVENUE AS SHOWN ON TRACT MAP No.B901 RECORDED IN CONSISTING OF TWO SHEETS BOOK 686 OF MAPS AT PAGES 51 AND 5 CT? 42.00 260 190.87 0 SET 14001 OANTA CLARA COUNTY RECORDS, WA5 TAKEN AS THE BASIS OF BEARINGS BEING ALL OF LOT 7, TRACT No.8901, RECORDED IN BOOK 686 2') 30,00' 40'1!'30' 21.04' 44" IRON PIPE FOUND, TAGGED R.C.E. 22901 FOR THIS MAP. OF MAPS AT PAGES 51 AND 52, SANTA CLARA COUNTY 42.00' 130'11'30' 95.99' 44" SET, TAGGED R.C.E. 14011 RECORDS, AND LYING ENTIRELY WITHIN THE: P.S.E. PUBLIC SERVICE EASEMENT. NOTES CITY OF SARATOGA CALIFORNIA P.U.E. PUBLIC UTILITY EASEMENT. S.D.E. STORM DRAINAGE EASEMENT. ALL DISTANCES AHD DIMENSIONS ARE SHOWN III FEET AND SCALE: 1 "=50' MAY, 1998 DECIMALS THEREOF. (R DATA PER TRACT No. 621 THE DISTINCTIVE BORDER LINE DENOTES THE BOUNDARY KIRKEBY ENGINEERING (R 21 5328 OF THE SUBDIVISION. 2397 FOREST AVENUE R 3) 3 38 8 THE AREA WITHIN THE DISTINCTIVE BORDER 15 1.696/ ACRES. SAN JOSE CALIFORNIA 95128 SHEET TWO OF TWO SHEETS 98027 1 CONTRACT FOR THE IMPROVEMENT OF SD 98 -003 AGREEMENT, made and entered into this day of 1998, by and between the CITY OF SARATOGA, a Municipal corporation of the State of California, hereinafter called "City and PICETTI CONSTRUCTION, INC. subdivider and Owner, hereinafter collectively called Subdivider: W I T N E S E T H: WHEREAS, Subdivider is engaged in subdividing that certain tract of land known and designated as 13650 Saratoga Sunnyvale Road situated in the City of Saratoga, County of Santa Clara, State of California; and WHEREAS, a final map of SD 98 -003 has been filed with the City Clerk of the City of Saratoga for presentation to the Council for its approval, which map is hereby referred to and by said reference incorporated herein; and WHEREAS, Owner and Subdivider has requested approval of said final map prior to the completion of improvements of all streets, highways or public ways and sewer facilities which are a part of or appurtenant to the abovementioned subdivision, including, but without limiting the foregoing, the necessary paving, catch basins, pipes, culverts, storm drains, sanitary sewers where required, street trees and street signs where required, and including a water system and fire hydrants acceptable to the San Jose Water Works and the City of Saratoga, all in accordance with and as required by the plans and specifications for all of said improvements in or appurtenant to said subdivision, which plans and specifications were prepared by Marvin D. Kirkeby Civil Engineer, approved by the City Engineer and now on file in the offices of the Clerk of said City and /or the City Engineer's Office of said City, and 2 WHEREAS, the City Council of said City did on the day of 199 adopt a Resolution approving said Final Map, rejecting certain dedications therein offered which rejection did not and does not, however, revoke the offers of dedication therein contained and requiring as a condition precedent to the future acceptance of said offers of dedication that the Subdivider improve the streets and easements thereon shown in accord with the standards of the City's Subdivision Ordinance, as amended, of the City of Saratoga and in accord with the improvement plans and specifications on file as hereinabove referred to, and requiring as a condition precedent to the release of said final map for recordation that the Subdivider agree in writing to so improve said streets and easements in accord with this agreement, NOW, THEREFORE, in consideration of the above and in consideration of the City accepting all of said dedications after the hereinafter agreed to covenants on the part of the Owner and Subdivider have been complied with and in accord with Government Code Section 66462(a) of the State of California, it is hereby agreed as follows: 1. Subdivider at this cost and expense shall construct all of the improvements and do all of the work hereinafter mentioned, all in accordance with and to the extent and as provided in the above mentioned plans and specifications on file in the office of said City, for the construction of said improvements, in, for, or appurtenant to said subdivision, and all in compliance with the City's Subdivision Ordinance as amended and the laws of the State of California, and shall complete the same within one year from date hereof and shall maintain the same for a period of at least one year after the satisfactory completion of the same. 2. Subdivider shall, before the release of said final map by City and as condition precedent to recordation thereof, furnish to the City and file with the City Clerk a good and sufficient surety bond or bonds, money or negotiable bonds, in form to be approved by 1 I 3 the City Attorney, securing the faithful performance by Subdivider of all work and the construction of all improvements herein in this Agreement mentioned within time specified, and securing the faithful performance by Subdivider of the maintenance of said improvements for a period of at least one year after completion of the same, and for such additional period of time as may be necessary in order that Subdivider may cure and correct all deficiencies of construction to the satisfaction of the City Engineer of the City of Saratoga (in all events at least 4,000.00 of said bond to be in cash, with the right of City to use the same in its discretion for emergency maintenance and repairs in addition to any other rights of use) the total amount of said bond to be in the sum of 40,000.00 and also a good and sufficient surety bond in form to be approved by the City Attorney securing the payment by Subdivider of all bills for labor and materials incurred in the construction of any and all of said improvements, and the doing of all other work herein agreed to be done by the. said Subdivider, the amount of said bond to be Forty Thousand Dollars($ 40,000.00 3. Subdivider does hereby expressly agree to indemnify and hold harmless the City and in their capacity as such, its councilmen, officers, boards, commissions and its employees, from any and all loss or damage, and from any and all liability for any and all loss or damage, and from any and all suits, actions, damages, or claims filed or brought by any and all person or persons because of or resulting from the doing by Subdivider or any and all things required of Subdivider by this contract, or because of or arising or resulting from the failure or omission by Subdivider to do any and all things necessary to and required by this contract or by law, or arising or resulting from the negligent doing by Subdivider, his agents, employees or subcontractors of any and all things required to be done by this contract, or arising or resulting from any dangerous or defective condition arising or resulting from any of the above said acts or omissions of Subdivider, his agents, subcontractors, or employees. Subdivider S' s' 4 having heretofore certified, by the certificate upon the abovementioned subdivision map, that he can convey clear title to the land within said subdivision, and City having relied upon said certificate and the representation contained therein, the foregoing provisions of this paragraph are specifically made to apply to any destruction or damage to or removal of utilities, water lines or pipe lines of any kinds, and any other improvement, whether said destruction, damage or removal is required or caused by the plans or specifications or by direction of an officer, agent or employee of the City. 4. Subdivider shall, before the release of said final map by the City, and as a condition precedent to the recordation thereof, furnish to the City and file with the City Clerk certificates or policies of public liability and property damage insurance in form satisfactory to the City Attorney, and. Subdivider shall at all times during the entire term of this agreement maintain the same in full force and effect, which policies shall insure the City of Saratoga, its Councilmen, officers, boards, commissions and employees against loss or liability for bodily injury and property damages arising or resulting from Subdivider's operations and activities in the construction of any and all improvements mentioned in this agreement and the doing of any and all work mentioned in this agreement, within or outside the abovementioned subdivision, and /or arising or resulting from the doing or failure of Subdivider to do all things required to be done pursuant to this agreement. Said policies of insurance shall cover bodily injury and property damage on both an accident and occurrence basis, with completed operations coverage for one (1) year after completion and acceptance of improvements, and shall be in amounts of not less than ONE MILLION DOLLARS ($1,000,000.00) for each person, ONE MILLION DOLLARS ($1,000,000.00) for each accident or occurrence and property damage coverage of ONE- HUNDRED THOUSAND DOLLARS ($100,000.00) for each accident or occurrence and property damage coverage of ONE HUNDRED THOUSAND DOLLARS ($100,000.00) for each 5 accident or occurrence. Said policies of insurance shall in addition contain the following endorsement: "Other insurance the coverage afforded by this insurance shall be primary coverage to the full limits of liability stated in the declarations. If the assured has other insurance against the loss covered by this policy, that other insurance shall be excess insurance only, after the entire face value of this policy shall have been exhausted by payment." 5. In consideration of City allowing Subdivider to connect said subdivision to certain existing or proposed out -of -tract storm sewer lines, and in consideration of City relieving Subdivider of any obligation which City might legally impose on Subdivider to acquire any right -of -way for, and /or to construct, any out -of -tract storm sewer drainage pipe lines and appurtenances which might reasonably be necessary to drain said subdivision and carry storm waters from said subdivision to natural drains, Subdivider shall, before the release of said final map by City and as a condition precedent to the recordation thereof, pay the City the sum of Zero dollars 0 6. In consideration of City agreeing to accept, in accord with this agreement, the in -tract storm drain lines and facilities constructed or to be constructed by Subdivider within or outside of said subdivision in accord with the plans and specifications now on file with the City offices, including the streets and other easements in or beneath which said facilities lie, Subdivider shall, before the release of said final map by City and as a condition precedent to the recordation thereof, pay the City the sum of Zero Dollars 0 7. Subdivider shall, before the release of said final map by the City and as a condition precedent to the recordation thereof, pay to the City the sum of Four Thousand Dollars 4,000.00) to be applied by City to the payment of expenses to be incurred by City for engineering and inspection services to be performed by the City in connection with said subdivision. w 6 8. Upon Subdivider completing in accord with this agreement all of the improvements to be made and done by said Subdivider as hereinabove set forth and as shown on the plans and specifications on file as hereinabove referred to, and upon Subdivider having properly maintained the same for a period of at least one year after the completion of said improvements as hereinabove specified, and upon the Subdivider complying with all covenants and conditions on his or its part to be done and performed in accord with the within agreement, then and in that event, City agrees to rescind its rejection of the offers of dedication of streets and storm drain easements contained on the aforesaid final map, and at that time accept said offers of dedication. 9. Should the Subdivider and Owner hereinabove referred to not be the same person, firm or corporation, then this agreement shall only be effective upon both the Subdivider and the Owner separately executing the same, and wherever the term Subdivider is used, the same shall include Owner and wherever the term Owner is used, the same shall include Subdivider. 10. This agreement shall be binding upon the heirs, personal representatives and assigns of Subdivider and Owner, and time is of the essence hereof, save and except that the City Council of the City of Saratoga may, but need not, extend any time or times for the doing or performing of any acts as required under the terms of this agreement by resolution, if in the opinion of the City Council any such delay is without fault on the part of the Subdivider and Owner. Execution of the within agreement by the Owner or Subdivider shall constitute an irrevocable authorization to City to insert the date of passage of the Council resolution approving the final map, and to insert the date of this agreement as of the date of such resolution. IN WITNESS WHEREOF, the parties hereto have set their hand the day and year first above written. y a 7 CITY OF SARATOGA, a Municipal Corporation By: Mayor ATTEST: City Clerk APPROVED AS TO FORM: City Attorney By: 1 �Y Subdivi.er By: R (Owner, if different from Subdivider) RESOLUTION NO. SD -98 -003 RESOLUTION APPROVING 4 -LOT TENTATIVE MAP OF BOISSERANC 13650 SARATOGA SUNNYVALE ROAD WHEREAS, application has been made to the Advisory Agency under the Subdivision Map Act of the State of California and under the Subdivision Ordinance of the City of Saratoga. for Tentative Subdivision Map approval of 4 lots, all as more particularly set forth in File No. SD -98- 003 of this City; and WHEREAS, this Advisory Agency hereby finds that the proposed subdivision. together with the provisions for its design and improvement, is consistent with the Saratoga General Plan and with all specific plans relating thereto, and the proposed subdivision and land use is compatible with the objectives, policies and general land use and programs specified in such General Plan. reference to the Staff Report dated April 22, 1998 being hereby made for further particulars: and WHEREAS, none of the conditions set forth in Subsections (a) through (g) of Government Code Section 66474 exist with respect to said subdivision, and tentative approval should be granted in accord with conditions as hereinafter set forth. WHEREAS, the Planning Commission has conducted a duly noticed public hearing at which time all interested parties were given a full opportunity to be heard and to present evidence; NOW, THEREFORE, BE IT RESOLVED that the tentative map for the hereinafter described subdivision, which map is dated the 3rd day of February, 1998 and is marked Exhibit "A" in the hereinabove referred file, be and the same is hereby conditionally approved. The conditions of said approval are as follows: Planning Division Acknowledged. I. Future development on all lots shall require Design Review approval. Building setbacks shall be either standard or percentage based, whichever is greater, in accordance with then current Zoning Ordinance requirements. Lots 1 through 4 shall be limited to single story construction not to exceed 18 feet in height. Portions of the roofline may extend to 20 feet if the Planning Commission fmds that the additional height improves the design of a home and does not adversely affect neighbors' views. This restriction shall only apply to initial construction and shall expire upon Final Occupancy approval of each home /parcel. Acknowledged. 2. All lots shall have one access only, off the cul -de -sac at the end of Franklin Avenue created by this subdivision: Franklin Avenue shall not in the future be extended to Saratoga Sunnyvale Road. Acknowledged. 3. Landscape and irrigation plans shall be required for each new home application, and emphasize native, low maintenance plantings as much as possible, minimizing the amount of pesticides needed. s Acknowledged. 4. Subdivision improvement construction hours shall be restricted between 7:30 a.m. and 6:00 p.m., Monday through Friday, except in the event of an emergency which imperils public safety. The Community Development Director may grant an exemption upon his/her determination of an emergency. No such construction work shall be permitted on legal holidays. Plans submitted to 5. Prior to Final Map approval, applicant shall submit a detailed street improvement plan for the Planning Division. Saratoga- Sunnyvale Road that adheres to the previously presented conceptual plan in Exhibit "A This detailed landscaping plan shall include fencing height and style, the planting of adequate native trees and shrubs, and an irrigation plan. This plan shall be subject to approval by the Planning Commission. All other public and private improvements required for the project shall be completed and accepted for construction by the Community Development Director, and/or the appropriate public officials from other public agencies. including public and private utility providers, prior to Final Inspection of any permitted homes on any of the lots. All required landscaping shall be maintained by the new homeowners via a maintenance agreement to be prepared by the applicants and recorded against each new lot prior to Final Map approval. Acknowledged. 6. Prior to submittal of the Final Map to the City Engineer for examination, the applicant shall correct all errata described in the staff report for this p file. This includes, but is not limited to correcting the adjacent street name from DeAnza Boulevard to Saratoga Sunnyvale Road and ensuring that surrounding conditions accurately reflect Planning Commission decisions. Engineering Division Completed by Surveyor. 7. Prior to submittal of the Final Map to the City Engineer for examination, the owner (applicant) shall cause the property to be surveyed by a Licensed Land Surveyor or an authorized Civil Engineer. The submitted map shall show the existence of a monument at all external property corner locations, either found or set. The submitted map shall also show monuments set at each new corner location, angle point, or as directed by the City Engineer, all in conformity with the Subdivision Map Act and the Professional Land Surveyors Act. Completed. 8. The owner (applicant) shall submit four (4) copies of a Final Map in substantial conformance with the approved Tentative Subdivision Map, along with the additional documents required by Section 14- 40.020 of the Municipal Code, to the City Engineer for examination. The Final Map shall contain all of the information required in Section 14- 40.030 of the Municipal Code and shall be accompanied by the following items: a. One copy of map checking calculations. b. Preliminary Title Report for the property dated within ninety (90) days of the date of submittal for the Final Map. c. One copy of each map referenced on the Final Map. r, i d. One copy of each document/deed referenced on the Final Map. e. One copy of any other map, document, deed, easement or other resource that will facilitate the examination process as requested by the City Engineer. Fees Paid. 9. The owner (applicant) shall pay a Map Checking fee, as determined by the City Engineer. at the time of submittal of the Final Map for examination Bond Posted. 10. Interior monuments shall be set at each lot corner either prior to recordation of the Final Map or some later date to be specified on the Final Map. If the owner (applicant) chooses to defer the setting of interior monuments to a specified later date, then sufficient security as determined by the City Engineer shall be furnished prior to Final Map approval, to guarantee the setting of interior monuments. All easements offered 1.1. The owner (applicant) shall provide Irrevocable Offers of Dedication for all required easements on Final Map. and/or rights -of -way on the Final Map, in substantial conformance with the approved Vesting Tentative Map, prior to Final Map approval. Plans submitted and 12. The owner (applicant) shall submit engineered improvement plans to the City Engineer in approved. conformance with the approved Tentative Map and in accordance with the design and improvement requirements of Chapter 14 of the Municipal Code. The improvement plans shall be reviewed and approved by the City Engineer and the appropriate officials from other public agencies having jurisdictional authority, including public and private utility providers, prior to approval of the Final Map. Improvement requirements shall include, but not necessarily be limited to: a. The extension of the storm drain system located in Tract 8901 to the proposed subdivision Fees Paid. 13. The owner (applicant) shall pay a Subdivision Improvement Plan Checking fee, as determined by the Public Works Director at the time Improvement Plans are submitted for review. Agreement signed. 14. The owner (applicant) shall enter into an Improvement Agreement with the City in accordance with Section 14- 60.010 of the Municipal Code prior to Final Map approval. All securities 15. The owner (applicant) shall furnish Improvement Securities in accordance with Section 14- provided 60.020 of the Municipal Code in the manner and amounts determined by the Public Works Director prior to-Final Map approval. Insurance provided. 16. The owner (applicant) shall furnish a written indemnity agreement and proof of insurance coverage, in accordance with Section 14- 05.050 of the Municipal Code, prior to Final Map approval. All utility commitments 17. Prior to Final Map approval, the owner (applicant) shall furnish the City Engineer with provided. satisfactory written commitments from all public and private utility providers serving the subdivision guaranteeing the completion of all required utility improvements to serve the subdivision. All permits obtained. 18. The owner (applicant) shall secure all necessary permits from the City and any other public agencies, including public and private utility providers, prior to commencement of subdivision improvement construction. Copies of permits other than those issued by the City shall be provided to City Engineer. Fees Paid. 19. The owner (applicant) shall pay the applicable in -lieu fee prior to Final Map approval. Complete. 20. Prior to approval of the Final Map, the applicant shall file a Notice of Intent (NOI) with the Regional Water Quality Control Board to obtain coverage under the State General Construction Activity NPDES Permit. Satisfactory evidence of the filing of the NOI shall be furnished to the City Engineer. Acknowledged. 21. All building and construction related activities shall adhere to New Development and Construction Best Management Practices as adopted by the City for the purpose of preventing storm water pollution. Fees Paid. 22. The owner (applicant) shall pay $1,500 dollars towards the future slurry seal of Franklin Avenue prior to Final Map approval. Utility and Public Safety Providers Acknowledged. 23. Sanitary sewer service for all parcels shall be required per the requirements of the West Valley Sanitation District. The parcel requires annexation into the District and the applicant is further required to provide a District- approved extension of the sewer along Franklin Avenue. Prior to Final Map approval, applicant is to furnish Community Development Director with documentation verifying the parcel's annexation into the District and the District's approval of the Franklin Avenue sewer extension. Acknowledged. 24. Domestic water shall be supplied by San Jose Water Company. Prior to Final Map Approval, applicant is to provide Community Development Director with documentation verifying that the Water Company will provide adequate water for domestic and firefighting requirements. Acknowledged. 25. The applicant shall install one fire hydrant that meets the specifications of the Saratoga Fire District. The hydrant shall be installed and approved prior to construction of any building. I i General Liability Acknowledged. 26. Applicant agrees to hold City harmless from all costs and expenses incurred by the City or held to be the liability of City in connection with City's defense of its actions in any proceeding brought in any State or Federal Court, challenging the City's action with respect to the applicant's project. Acknowledged. 27. Noncompliance with any of the conditions of this permit shall constitute a violation of the permit. Because it is impossible to estimate damages the City could incur due to the violation. liquidated damages of $250 shall be payable to'this City per each day of the violation. Section 1. Conditions shall be completed within 24 months or approval will expire. Section 2. All applicable requirements of the State, County, City and other Governmental entities shall be met. Section 3. Unless appealed pursuant to the requirements of Article 15 -90 of the Saratoga City Code, this Resolution shall become effective fifteen (15) days from the date of adoption. PASSED AND ADOPTED by the City of Saratoga Planning Commission, State of California, this 22 day of April, 1998 by the following vote: AYES: Commissioners Bernald, Martlage, Murakami, Pierce, and Chair Patrick NOES: None ABSENT: Commissioners Kaplan and Siegfried ATTEST: nt��k Chairm Commiss NA VA) f 0011 Oar fM tary, Planning Cor(u#nssion gl i 1 CONTRACT FOR THE IMPROVEMENT OF SD 98 -003 AGREEMENT, made and entered into this day of 1998, by and between the CITY OF SARATOGA, a Municipal corporation of the State of California, hereinafter called "City and PICETTI CONSTRUCTION, INC. subdivider and Owner, hereinafter collectively called Subdivider: W I T N E S E T H: WHEREAS, Subdivider is engaged in subdividing that certain tract of land known and designated as 13650 Saratoga Sunnyvale Road situated in the City of Saratoga, County of Santa Clara, State'. Of California; and WHEREAS,' a ..final map of SD 98- 0.03. ,:.has been_ filed with the. City Clerk Of the City of Saratoga :.for presentation to: the Council for its approval, which map is <hereby referred, to and by. said reference incorporated.herein; and WHEREAS, Owner and Subdivider has..tegquested: approval of said final map prior to the completion of improvements of all streets, highways or public ways and sewer facilities which are a part of or appurtenant to the abovementioned, subdivision, including, but without limiting the foregoing, the necessary. paving, catch basins, pipes, culverts, storm drains, sanitary sewers where required, street trees and street signs where required, and including a water system and fire hydrants acceptable to the San Jose Water Works and the City of Saratoga, all in accordance with and as required by the plans and specifications for all of said improvements in or appurtenant to said subdivision, which plans and specifications were prepared by Marvin D. Kirkeby Civil Engineer, approved by the City Engineer and now on file in the offices of the Clerk of said City and /or the City Engineer's Office of said City, and 2 WHEREAS, the City Council of said City did on the day of 199 adopt a Resolution approving said Final Map, rejecting certain dedications therein offered which rejection did not and does not, however, revoke the offers of dedication therein contained and requiring as a condition precedent to the future acceptance of said offers of dedication that the Subdivider improve the streets and easements thereon shown in accord with the standards of the City's Subdivision Ordinance, as amended, of the City of Saratoga and in accord with the improvement plans and specifications on file as hereinabove referred to, and requiring as a condition precedent to the release of said final map for recordation that the Subdivider agree in writing to so improve said streets and easements in accord with this agreement, .NOW, THEREFORE, in consideration of the. above and in consideration of the City accepting all of said dedications after the hereinafter agreed to covenants on.-the. part of_ the Owner. and Subdivider .have been complied with and 'in accord...with.Government Code Section. 66462(a). of the State of .California, it is hereby. agreed as follows: 1. Subdivider at this cost and expense shall construct all of the improvements and do all of the work hereinafter mentioned, all in accordance with and to the extent and as provided in the above mentioned plans and specifications on file in the office of said City, for the construction of said improvements, in, for, or appurtenant to said subdivision, and all in compliance with the City's Subdivision Ordinance as amended and the laws of the State of California, and shall complete the same within one year from date hereof and shall maintain the same for a period of at least one year after the satisfactory completion of the same. 2. Subdivider shall, before the release of said final map by City and as condition precedent to recordation thereof, furnish to the City and file with the City Clerk a good and sufficient surety bond or bonds, money or negotiable bonds, in form to be approved by 3 the City Attorney, securing the faithful performance by Subdivider of all work and the construction of all improvements herein in this Agreement mentioned within time specified, and securing the faithful performance by Subdivider of the maintenance of said improvements for a period of at least one year after completion of the same, and for such additional period of time as may be necessary in order that Subdivider may cure and correct all deficiencies of construction to the satisfaction of the City Engineer of the City of Saratoga (in events e C ty o Sa atoga all e ents at least 4,000.00 of said bond to be in cash, with the right of City to use the same in its discretion for emergency maintenance and repairs in addition to any other rights of use) the total amount of7said bond to be in the sum of 40,000.00 and also a good and sufficient surety bond in form to.be.approved by the City Attorney securing. the payment, by Subdivider of all bills for labor and materials incurred in the construction of any and all of said improvements, and the doing ,of all other work herein agreed to be done by the. said Subdi:vider,, the .amount of said bond to be Forty Thousand Dollars:($ 40,000.00.).. 3. Subdivider does hereby expressly' agree to indemnify and hold harmless the City and in their capacity as such, its councilmen, officers, boards, commissions and` its employees, from any and all loss or damage, and from any and all liability for any and all loss or damage, and from any and all suits, actions, damages, or claims filed or brought by any and all person or persons because of or resulting from the doing by Subdivider or any and all things required of Subdivider by this contract, or because of or arising or resulting from the failure or omission by Subdivider to do any and all things necessary to and required by this contract or by law, or arising or resulting from the negligent doing by Subdivider, his agents, employees or subcontractors of any and all things required to be done by this contract, or arising or resulting from any dangerous or defective condition arising or resulting from any of the above said acts or omissions of Subdivider, his agents, subcontractors, or employees. Subdivider 4 having heretofore certified, by the certificate upon the abovementioned subdivision map, that he can convey clear title to the land within said subdivision, and City having relied upon said certificate and the representation contained therein, the foregoing provisions of this paragraph are specifically made to apply to any destruction or damage to or removal of utilities, water lines or pipe lines of any kinds, and any other improvement, whether said destruction, damage or removal is required or caused by the plans or specifications or by direction of an officer, agent or employee of the City. 4. Subdivider shall, before the release of said final map by the City, and as a'condition precedent to the recordation thereof, furnish to the City and file with the City Clerk certificates or policies of public liability and property damage insurance in form satisfactory to the City Attorney, and. Subdivider. shall :at all times during. the entire term of this agreementmaintain the 'same in full force and effect,. which policies, shall insure the .City of Saratoga, its Councilmen,' officers, boards, .commissions and employees against loss or liability for bodily injury and property damages arising or resulting from Subdivider's operations and activities in the construction of any and all improvements mentioned in this agreement and the doing of any and all work mentioned in this agreement, within or outside the abovementioned subdivision, and /or arising or resulting from the doing or failure of Subdivider to do all things required to be done pursuant to this agreement. Said policies of insurance shall cover bodily injury and property damage on both an accident and occurrence basis, with completed operations coverage for one (1) year after completion and acceptance of improvements, and shall be in amounts of not less than ONE MILLION DOLLARS ($1,000,000.00) for each person, ONE MILLION DOLLARS ($1,000,000.00) for each accident or occurrence and property damage coverage of ONE- HUNDRED THOUSAND DOLLARS ($100,000.00) for each accident or occurrence and property damage coverage of ONE- HUNDRED THOUSAND DOLLARS ($100,000.00) for each 5. accident or occurrence. Said policies of insurance shall in addition contain the following endorsement: "Other insurance the coverage afforded by this insurance shall be primary coverage to the full limits of liability stated in the declarations. If the assured has other insurance against the loss covered by this policy, that other insurance shall be excess insurance only, after the entire face value of this policy shall have been exhausted by payment." 5. In consideration of City allowing Subdivider to connect said subdivision to certain existing or proposed out -of -tract storm sewer lines, and in consideration of City relieving Subdivider of any obligation which City might-legally impose on Subdivider to. acquire any right -of -way .for, and /or to' construct, any out -of -tract storm sewer drainage. pipe lines and appurtenances which might reasonably be necessary to drain said subdivision and carry storm'. waters from said subdivision to natural drains, Subdivider shall, before the release of said .,final. map by City and.. condition precedent to the recordation thereof, pay the City, the sum of Zero dollars 0 6. In consideration of City agreeing to accept, in accord with this agreement, the in -tract storm drain lines and facilities constructed or to be constructed by Subdivider within or outside of said subdivision in accord with the plans and specifications now on file with the City offices, including the streets and other easements in or beneath which said facilities lie, Subdivider shall, before the release of said final map b p y City and as a condition precedent to the recordation thereof, pay the City the sum of Zero Dollars 0 7. Subdivider shall, before the release of said final map by the City and as a condition precedent to the recordation thereof, pay to the City the sum of Four Thousand Dollars 4,000.00) to be applied by City to the payment of expenses to be incurred by City for engineering and inspection services to be performed by the City in connection with said subdivision. I 6 8. Upon Subdivider completing in accord with this agreement all of the improvements to be made and done by said Subdivider as hereinabove set forth and as shown on the plans and specifications on file as hereinabove referred to, and upon Subdivider having properly maintained the same for a period of at least one year after the completion of said improvements as hereinabove specified, and upon the Subdivider complying with all covenants and conditions on his or its part to be done and performed in accord with the within agreement, then and in that event, City agrees to rescind its rejection of the offers of dedication of streets and storm drain easements contained on the aforesaid final map, and at that time accept said offers of dedication. 9. Should the Subdivider and Owner hereinabove referred to not be the same person, firm or corporation, then this agreement shall only be. effective upon both the Subdivider and the Owner separately executing the same, and wherever the term Subdivider is used, the same shall include Owner. and .wherever the term Owner is used, the same shall include Subdivider. 10. This agreement shall be binding upon the heirs, personal representatives and assigns of Subdivider. and Owner, and time is of the essence hereof, save and except that the City Council of the City of Saratoga may, but need not, extend any time or times for the doing or performing of any acts as required under the terms of this agreement by resolution, if in the opinion of the City Council any such delay is without fault on the part of the Subdivider and Owner. Execution of the within agreement by the Owner or Subdivider shall constitute an irrevocable authorization to City to insert the date of passage of the Council resolution approving the final map, and to insert the date of this agreement as of the date of such resolution. IN WITNESS WHEREOF, the parties hereto have set their hand the day and year first above written. i 4 7 CITY OF SARATOGA, a Municipal Corporation By: Mayor ATTEST: City Clerk APPROVED AS TO FORM: City Attorney By: Subdivi.er BY: (Owner, if different from Subdivider) RESOLUTION NO. SD 98 -003 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPROVING THE FINAL MAP OF SD 98 -003 13650 SARATOGA SUNNYVALE ROAD (BOISSERANC) The City Council of the City of Saratoga hereby resolves as follows: SECTION 1: Lots 1 4 as shown on that certain parcel map, prepared by Kirkeby Engineering dated May, 1998, and filed with the City Clerk of the City of Saratoga on January 20, 1999, are approved as FOUR (4) individual parcels. SECTION 2: All streets and easements shown on said map and offered for dedication to public use are hereby rejected on behalf of the public, save and except for public service easements; and to the limited extent that any offers for public street purposes either expressly or implicitly include offers for easements for utility purposes along or beneath said street rights of way, then as to such express or implied offers of easements for public utility purposes, the same are hereby accepted on behalf of the public. The above and foregoing resolution was passed and adopted by the Saratoga City Council at a meeting held on the 20th day of January 1999 by the following vote: AYES: Councilmembers Baker, Streit, Mehaffey, Vice Mayor Bogosian, Mayor Shaw NOES: None ABSENT: None ABSTAIN: None Jt/W+ Mayor ATTEST: 5444 6.4v4 11 City Cle SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 3 e AGENDA ITEM A MEETING DATE: JANUARY 20, 1999 CITY MANAGER: ORIGINATING DEPT.: CITY MANAGER DEPT. HEAD: SUBJECT: Solicitation for contract City Attorney services I I RECOMMENDED MOTION(S): Review draft solicitation, schedule, and list of firms to receive the Solicitation, and provide direction to staff. REPORT SUMMARY: Attached is the draft Solicitation for contract City Attorney services previously reviewed by the City Council. The current version is identical to that which you reviewed on January 6. If any final changes are desired, please be prepared to tell me what those are at your meeting. As for a recruitment schedule, I believe it is reasonable to request responses to the Solicitation be received within 30 days. After that, depending on the number of responses received, I would suggest that two members of the City Council, and perhaps one member of the Planning Commission be chosen to work with the City Manager to screen the responses. The idea would be to develop a list of semi finalists which could then be interviewed by a panel consisting of at least one or two City Attorneys from nearby jurisdictions, and City personnel (department heads and /or Commission members). The panel would then recommend and rank finalists to be interviewed by the entire City Council. Using this process, I would envision the following timetable: Day 1 Solicitations mailed out, advertisements published Day 30 Responses to Solicitation received Day 40 Initial screening of responses and selection of semi finalists Day 55 Interview panel convenes to select finalists Day 75 City Council interviews finalists Because of the number of unknowns and variables involved, I prefer not to guess on the timetable beyond when the City Council would interview finalists. The steps that would need to occur beyond then however would be 1) Selection of a City Attorney, 2) Negotiation of a contract for services, 3) Approval of the contract, and possibly 4) Consideration of how to handle transition services with our present City Attorney in the event a new City Attorney is chosen. At this stage in the process though, it is not necessary to dwell on these steps. A list of firms to whom the Solicitation should be sent will be provided to you at your meeting. Attached however, is a list of firms which submitted proposals to the City's last request in 1990. This might be a good start. Also attached is the list of firms compiled by the Mayor which you saw at your last meeting. FISCAL IMPACTS: None at this time. There will be a minimal amount of money expended on postage if it is decided to release the Solicitation. There would also be approximately $1,000 incurred in advertising costs if the recruitment process gets underway. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): Depends on Council's actions. FOLLOW UP ACTIONS: Depends on Council's actions. ATTACHMENTS: 1. Draft Solicitation for contract City Attorney services. 2. List of firms which responded to City's RFP in 1990. 3. Mayor's list of firms to be sent the Solicitation. DRAFT City of Saratoga ga Request for Qualifications for City Attorney The City of Saratoga is requesting statements of interest and qualifications from individuals and firms to serve as City Attorney on a contractual basis. Qualified individuals and firms who are interested in this opportunity should respond to this Request as set forth below. THE CITY The City of Saratoga is located in the west valley area of Santa Clara County. Incorporated on October 22, 1956 as a, basic service City, Saratoga today encompasses approximately 12.5 square miles of area and a population of roughly 30,000. Saratoga operates as a General Law city with a Council- Manager form of government. The five members of the City Council are elected at largeand serve overlapping terms. The Council appoints one of its members to serve as Mayor for a- one year term. The Council also appoints the City Manager, the City Attorney, and members of seven advisory commissions (Finance, Heritage Preservation, Library, Parks Recreation, Planning, Public Safety, and Youth). The City's land use consists primarily of low to medium density residential development, with less than five percent of the land devoted to commercial and other uses. Because of its desirable location in the foothills overlooking Silicon Valley, coupled with its natural beauty, the community has struggled to preserve a rural, village -like character over time. Consequently, many of the issues which have generated considerable debate and interest over the years revolve around land -use and environmental concerns. The City employs a staff of approximately 50 full -time employees assigned to one of five departments (Administrative Services, City Manager, Community Development, Public Works, and Recreation). The City's total budget is around $12 million, roughly half of which is contained in the General Fund. Currently, the budget for the City Attorney is $150,000, which includes $100,000 for general legal services and $50,000 for litigation services. As a basic service city, Saratoga either contracts for many of the services it provides, e.g. police services through the Santa Clara County Sheriff, solid waste, animal control, etc.; or oversees the provision of services through another governmental agency, e.g. fire protection, sanitation, flood control, etc. Historically,. City Attorney services have been provided on a contractual basis. THE POSITION The City Attorney's primary responsibility is to serve as legal counsel for the City. In this capacity, the City Attorney provides advice and legal counsel to the City Council, City Manager, City Commissions and staff. The City Attorney performs legal research and renders legal advice and opinions on a wide variety of municipal issues as directed by the City Council or as deemed appropriate by the City Attorney. The City Attorney also assists the City Council and City Commissions in complying with California's Open Meeting Act (Brown Act) requirements, and provides guidance on conflict of interest and Political Reform Act matters. Additionally, the City Attorney is responsible for managing litigation in which the City is involved, both as Plaintiff and Defendant. In providing litigation services to the City, the City Attorney prosecutes violations of the City's Municipal Code seeking restitution for and relief from damages incurred by the City; represents and advocates for the City in Court and in other judicial and regulatory proceedings; negotiates settlements of lawsuits under terms defined by the City Council; and coordinates prosecution and defense of legal actions with outside expert counsel retained by the City as necessary. The City Attorney is also expected to work closely with the City Manager, City Clerk, and senior City staff in the development and implementation of policies adopted by the City Council. The City Attorney must be easily and readily accessible to the City Council and City staff during normal business hours, and is expected to maintain a consistent schedule of office hours at City Hall of between 4 -8 hours per week. In performing these duties, the City Attorney must possess thorough knowledge and experience in the following subject areas as they relate to the practice of municipal law: California Government Code statutes (Brown Act, Political Reform Act, Proposition 218) California Elections Code statutes California Planning, Zoning and Land Use law (California Environmental Quality Act, Permit Streamlining Act, Subdivision Map Act) California Labor Code statutes and Employment law (Fair Labor Standards Act, Family and Medical Leave Act, Meyers- Milias -Brown Act, Americans with Disabilities Act, California Workers Compensation law) Real Estate law (acquisitions, condemnations, Eminent Domain proceedings) California Public Contract Code statutes California Revenue Taxation Code statutes California Streets Highways Code statutes (Assessment District law) California Vehicle Code statutes California Health Safety Code statutes California Public Utilities Code statutes (including federal Telecommunications Act of 1996 statutes) SUBMITTAL REQUIREMENTS Qualified individuals and firms who are interested in responding to this Request must submit 15 copies of a Statement of Qualifications which shall include the following: Background information about the individual or firm, including areas of specialization and experience in providing legal assistance to public sector clients Biographical information (resumes) of the individual or, in the case of a firm, the individuals in the firm who would be available to provide services to the City Information about how services which could not be directly provided by the individual or firm would be provided (e.g. labor relations) A listing of public sector clients to whom services are or have been provided Seven references from public sector clients to whom services are or have been provided A current fee schedule Information about how legal costs are monitored and controlled to ensure services are provided in as cost effective manner as possible Responses to this Request shall be mailed or delivered to: City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Attention: Larry I. Perlin, City Manager Responses to this Request must be received by: Questions about this Request may be directed to Larry I. Perlin, City Manager, at (408) 868 -1213. City Attorney /Prosecutor RFP Respondees 1. Douglas B. Allen Burnett, Burnett Allen San Jose 2. Katherine Anderton Atchison Anderson Santa Cruz 3. Melanie Carver Oakland 4. Louis B. Green Ware Freidenrich Palo Alto 5. Michelle Marchetta Kenyon McDonough, Holland Allen Oakland 6. Robert J. Logan Law Offices of Robert J. Logan San Jose 7. Holly Helmuth Martin Collins &'Martin San Francisco 8. Barry F. McCarthy Duncan, Weinberg, Miller Pembroke Santa Clara 9. Peter S. Meyerhoff Antioch 10. Michael S. Riback Meyers, Nave, Riback West San Leandro 11. Richard G. Rypinski San Francisco 12. Ronald M. Stein Brown, Hall, Spatola, Clair McKinley Stockton 1 13. Harrold S. Toppel Atkinson Farasyn Mountain View 14. Terry A. Trumbull Richards, Watson Gershon San Francisco 15. Philip S. Ward Hassard, Bonnington, Rogers Huber San Francisco 16. Lynn E. Williams Law Offices of Lynn E. Williams Los Gatos 6 2 12/30/98 14:30 1 408 257 1123 JIM SHAW Pg. 01 r6 h 1..Q/Iy/4 CITY ATTORNEY PROPSECTS LIST C C: 60 wr c m 44 1. Berliner Cohen 10 Ahnaden Blvd San Jose, CA 95113 (408) 286 -5800 1"));s ',sr r h a s U 2. Hanson, Bridgett, Marcus, Vlahos and Rudy sv c il e sT a chi/ wo„r4 333 Market St., Ste. 2300 San Francisco, CA 94105 0, Sol' c ra ri o n To re prze, s .0n•L r (415) 777 -3200 .S a✓1 a7d y' a 3. Morrison and Foerster 425 Market St. 1.4P4) s C u c l a t 1(% S San Francisco, CA 94105 (415) 268 -7000 C o u "c.i 4. Shute, Mi and Weinberger 396 Hayes St. Z/ 3d �qg San Francisco, CA 94102 (415) 552 -7272 5. Myers, Nave, Mack Silver and Wilson Mack) SARATOGA CITY COUNCIL EXECUTIV SUMMARY NO. 36 AGENDA ITEM MEETING DATE: January 20, 1999 CITY MANAGER �I ORIGINATING DEPT: Office of the City Manager Paula Reeve, Administrative Analyst RECOMMENDED MOTION($): Approve Agreement for City Traffic Engineer and Authorize Execution by City Manager. REPORT SUMMARY: The City Manager recently expressed his concern to the City Council about the growing level of frustration throughout the community regarding traffic in general, and the increased number of traffic related problems being reported to the City on a regular basis. He also recommended devoting more resources to addressing this problem. As a result, the City Manager directed the Acting Public Works Director, John Cherbone, to look into retaining the services of a contract traffic engineer to work with staff to resolve these issues. Staff's subsequent request for proposals identified James Jeffrey of Traffic and Civil Engineering Consulting Services as having the desired experience and qualifications to fill the position of City Traffic Engineer. Mr. Jeffery's resume attesting to his professional history and qualifications is included in (Attachment 1). The services he will provide are outlined in the proposed Agreement for City Traffic Engineer under Recitals, Part 1 (Attachment 2). Based on the current backlog of traffic related requests, and the rate at which new requests are being received, staff anticipates retaining the consultant an average of ten hours per week during the remainder FY 98/99, for a fee of $85 per hour. The approximate expense would be between $15,000 to $20,000. The duration of the Agreement is open ended, unless terminated by one or both parties, and the consultant will make himself available to accomplish the items requested by staff as set forth in Part 1. FISCAL IMPACTS: Funds to cover this expense are included in the approved FY 98/99 General Engineering Program Budget under Activity 4013, Engineering Services Contracts. This account presently contains $31,000, of which $25,000 was originally earmarked for the Prides Crossing Traffic Study. Since the Public Safety Commission has recommended that only the data collection phase of the Study occur prior to the close of this fiscal year, sufficient funds exist in the account to cover expenses for both the traffic engineering consulting services and the preliminary Prides Crossing Traffic Study work without a mid -year budget amendment. If Mr. Jeffery's consulting services prove to be beneficial, and staff determines that a continuation of his traffic engineering assistance is necessary, additional funding will be requested for FY 99/00. However, staff anticipates that an upcoming increase to the fee schedule associated with land development projects will offset some of the engineering consulting expense. At this time the amount is undetermined. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING: The Agreement would not be approved and the current level of resources devoted to handling traffic matters would remain as they are. In staff's opinion, the number of reported traffic problems awaiting resolution and the overall level of frustration about traffic in the community will escalate. FOLLOW UP ACTIONS: Execution of Agreement by City Manager and Engineering Traffic Consultant. ATTACHMENTS: 1. Curriculum Vitae of James C. Jeffery III 2. Agreement for City Traffic Engineer Traffic Civil Engineering Consulting Services It 408.377 -6240 6%11/3/98 02:49 PM p 1/3 James C. Jeffery III CURRICULUM VITAE Attachment 1 APRIL 1998 PROFESSIONAL EXPERIENCE 1983 present Traffic Civil Engineering Consulting Services San Jose, Santa Cruz and Salinas, California. Principal 1981 1983 Association of Monterey Bay Area Governments (AMBAG). Monterey, California. Regional Traffic/Transportation Engineer 1979 1981 County of Santa Sa to Cruz Santa Cruz, California. Assistant Civil Engineer 1975 1979 City of San Jose San Jose, California. Engineer Associate PROFESSIONAL REGISTRATION AND EDUCATION Professional Engineer (California Traffic Engineer No. 1179) Professional Engineer (California Civil Engineer No. 36644) Environmental Studies. CSU, San Jose (B.S., 1973) Engineering Management. San Jose State College (B.S., 1971) General Engineering Contractor (No. 391026 inactive) Certified Safety Professional Candidate Safety Engineer and Land Surveyor Candidate Commercial California Driver's License, Class A, C, M1 PROFESSIONAL AFFILIATIONS Institute of Transportation Engineers (ITE), Expert Witness /Safety Councils Fellow American Society of Safety Engineers, Professional Member Professional Engineers Board, Technical Witness ITE Expert Witness Information Notebook Committee ITE Committee TSC 96 -01 FHWA Study Tour of Road Safety Audits California Public Parking Association, Charter Member Association of Environmental Professionals, Charter Member 6 Co a ENGINEERING P.O. Box 961 _5 CONSULTING SERVICES Los Gatos, CA 95031 (408) 377 -6222 Traffic Civil Engineering Consulting Services lit 408.377 -6240 X 11/3/98 02:50 PM 03/3 Since beginning by own consultancy in 1983, I have performed hundreds of Traffic Impact Analyses and Circulation Studies at numerous sites throughout California, as well as several sites throughout the United States. These site studies have been in a wide range of local, including rural /small urban areas, and large cities. Every land use type has been analyzed; reviewing cumulative traffic as well as neighborhood, access and circulation issues. Mitigation measures have included on- and off -site roadway controls and improvements based on level of service, warrant studies, and engineering judgement. Fiscal responsibility for these improvements has included traffic impact fee nexus. Every type of traffic data study has been performed, including on- and off street parking analysis, warrant studies and speed surveys, and review for professional critique of all of the above document types produced by fellow professionals. Special studies have included School Area Pedestrian Safety Policy, sight distance investigation and analysis of high accident /hazard locations. Many of these projects have required extensive public testimony and I have been admitted as an expert witness in Municipal /Superior Courts. Designs produced during my consultancy consist of new traffic signals or modifications to existing signals, plan line studies, signing, striping and parking lot plans also the review and critique of other professionals work of this nature. My experience has spanned a wide range of transportation engineering including: Reviewed and provided expert witness work for plaintiff and defense clients in a wide range of roadway design/traffic control legal cases. Experienced with the planning, design, construction and maintenance of traffic control devices and systems including compliance with standards of practice. Planned and commented on the geometric design of streets and roadways. Recommended necessary changes in highway designs including bikeways, bus turnouts and signals. Performed preliminary roadway engineering including analysis of alternatives with cost estimates. Prior to my consultancy practice I performed similar tasks in various public sector professional positions. In addition to those tasks discussed above, I performed traffic and transportation planning functions to augment Traffic Engineer duties for public agencies. This included traffic signal plan review and signal optimization. I assisted in comprehensive traffic demand and forecasting studies for corridor and circulation element of General Plan using several traffic demand models. I have been a class instructor for various agencies in high hazard accident location identification and traffic signal design. CS ENGINEERING P.O. Box 961 5 CONSULTING SERVICES Los Gatos, CA 95031 (408) 377 -6222 Mr. John Cherbone, Acting Public Works Director City of Saratoga, y ga, ty Hall 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Mr. Cherbone, Thank you for considering Traffic Civil Engineering Consulting Services and myself as Principal in assisting you with improvement of your city's traffic problems. I enjoyed very much discussing your city's traffic issues last month. I have been requested to submit a proposal based on our discussion at that time and the Scope of Services for Traffic Engineer provided by you. I would request that #9 of that list (re: expert witness services) be eliminated as part of the following proposal, however .I would be available to perform such services on a separate, as needed basis. I have previously provided you with a detailed list of my accomplishments and abilities which are in addition to your referenced Scope of Services (or more detailed). Said services could be provided in addition as part of this contract to those on your list, as we offer a complete traffic engineering and transportation planning service. In addition there exists the possibility of improving (not knowing what condition it is in) your accident reporting and analysis system for improvement of safety and liability concerns of the City. This would include my knowledge and ability to prepare successful grant ."applications, and will keep abreast of traffic engineering developments, engineering society, and other public entities through by own practice. As you are aware I have just taken and awaiting results for registration: as a Safety Engineer and already have Civil Engineer registration. `Although not relying on registrations at present; they reflect my broader abilities:• Based on ourdiscussion today and the elimination of.most.of'your insurance requirements, I would redupoe my present hourly consulting rate 'of $125/hour to a rate for the City of Saratog{to be $85/hour. Final contract will be reviewed by my own attorney (at my expense), and would suggest your indemnification and defense of my services (except in the case of willful misconduct or negligent acts or omission) for its appropriateness. I would also suggest that the contact be modified to have 1!2 million liability on auto insurance, and worker compensation will not be necessary as I am the only employee. This is beneficial, timely and efficient in that I will not be delegating 9 9 any responsibility to lesser qualified individuals and billing them out at my rate. I look forward to getting back in the public arena again. as I was during my early job experience and consultancy practice, where I performed similar tasks in various public sector professional positions. Thank you for using Traffic Civil Engineering Consulting Services. We are looking forward to making our firm's capabilities better known to your firm. Yours very truly, James C. Jeffery III, P.E. Principal Attachment 2 I AGREEMENT FOR CITY TRAFFIC ENGINEER This agreement is made and entered into this day of 1999, by and between the CITY OF SARATOGA, a municipal corporation, hereinafter called CITY, and JAMES C. JEFFERY III, hereinafter called CONSULTANT. RECITALS CITY is desirous of contracting with a licensed Traffic Engineer to serve as City Traffic Engineer and to provide traffic engineering services. CONSULTANT is a licensed Traffic Engineer and is willing to serve as City Traffic Engineer and to provide traffic engineering services to CITY, on request, as hereinafter set forth in this agreement. NOW, THEREFORE, IT IS HEREBY MUTUALLY AGREED by and between the parties hereto as follows; 1. City Traffic Engineer On request of the Public Works Director, CONSULTANT will perform traffic engineering services on behalf of CITY to include but not be limited to: (a) Investigate and report on traffic related issues and problems referred by staff. (b) Perform traffic and transportation related studies and prepare reports with findings and recommendations on matters referred for investigation. (c) Attend meeting with City staff, advisory commissions and City Council to present reports as needed or when requested. (d) Attend neighborhood workshops and public meetings to gather input and explain issues. (e) Prepare letters, memos, correspondences in response to inquiries referred for investigation. (f) Assist in the review of land development applications; prepare and /or review Traffic Impact Analysis performed in connection with these applications; generate conditions of project approvals for consideration by the Planning Commission City Council. Coordinate and perform activities (g) p ties m connection with the Traffic LOS Monitoring requirements of the Congestion Management Program Annual Monitoring and Conformance reports. (h) Compile and maintain traffic data and statistics for the City and file updated information with appropriate agencies (e.g. Municipal Court) as necessary. (i) Represent the City on various Committees, Advisory Groups, etc., when requested. (j) Follow up on traffic related work orders. The foregoing services shall be compensated for by CITY at the times, and in the amounts, as hereinafter set forth. All such services shall be performed by CONSULTANT in a good and workmanlike manner and in accordance with he highest standards of professional traffic engineering practices. 2. Payment for Services CITY will pay CONSULTANT for said services by payment in accordance with the Professional Fee Schedule, as shown on the attached Exhibit A. Upon completion of work on individual projects, CONSULTANT will furnish CITY with an itemized invoice for all services rendered for the project or study. Itemized invoice should contain: job name; date of each entered item; time spent; nature of time spent; identification of the individual performing the work; billing rate; charges and total. Itemized invoice shall first be reviewed and approved by the Public Works Director, and upon such approval CITY shall cause said invoice to be paid within thirty (30) days from date of receipt thereof. 3. Term of Agreement This agreement shall be and remain in full force and effect until terminated by one or both parties. During said period of time, CONSULTANT shall make himself available to supply the necessary time, on request, to accomplish all of the items as set forth under Part 1 of this agreement. CITY may terminate this agreement at any time without cause upon giving CONSULTANT a notice of termination of the same, in writing, which said notice shall be sufficient and complete when the same is deposited in the United States mail, postage prepaid, addressed to James C. Jeffery III, PO Box 961, Los Gatos, California 95031. In the event of such termination of this agreement, CONSULTANT shall be paid by the CITY for all services theretofore rendered and unpaid, and for nothing more. CONSULTANT may terminate this agreement sixty (60) days after giving written notice of intention to so terminate. Such written notice shall be directed to the City Clerk, the sixty days commencing upon receipt of notice by the City Clerk. 4. General Provisions (a) Independent Contracting Consultant. V CONSULTANT is not acting hereunder in any manner as an employee of CITY, but solely as an independent contracting consultant, and CITY shall not under any circumstances be liable to CONSULTANT or any person or persons acting for or under CONSULTANT for any death or injuries received or claims, and CONSULTANT agrees to and does hereby hold CITY free and harmless from and against any and all claims or liabilities therefor. (b) Documents Property of City. Any and all documents, reports, drawings, plans, specifications and data prepared by CONSULTANT under this agreement, shall at all times be and become the property of CITY, and CONSULTANT shall furnish CITY with copies of same, when requested. (c) Performance of Services for Others. By entering into this agreement, CONSULTANT is precluded from performing traffic engineering services for any other person, firm or corporation within the City of Saratoga, but is not precluded from entering into other or further contracts or agreements with CITY for any projects not covered by this agreement. (d) Payments to Consultant Not Dependent Upon Project Approvals. It is understood by CONSULTANT that payments by CITY to CONSULTANT for services performed in regard to development proposals for which approvals or permits are requested from CITY, is not dependent upon the CITY'S granting of such approvals or permits. It is further understood by CONSULTANT that all payments to CONSULTANT for such services shall be from accounts under the direct control of CITY and such payments are to be the only source of P a Y ment to CONSULTANT for such services. Subcontracting g Consultants. CONSULTANT may, with concurrence of CITY, contract with specialty consultants if deemed necessary for the performance of the work as described herein. Costs for such subcontracting consultants shall be included with the itemized charges of CONSULTANT described in Section 2 of this Agreement: CONSULTANT shall remain responsible for any work performed by subcontracting consultants. (f) Non- transferable, Non assignable This agreement is neither transferable nor assignable by CONSULTANT, and all services performed by CONSULTANT shall be performed by either the principals of CONSULTANT'S firm, an employee, or a subcontracting consultant approved by CITY pursuant to Paragraph 4 (e), and not by any independent contract of CONSULTANT. (g) Professional Fee Schedule. The Professional Fee Schedule attached hereto as Exhibit A may be amended, in writing, on mutual agreement of both parties on July 1 of each year. Said amendment shall be executed by the City Manager on behalf of the CITY and by James C. Jeffery III on behalf of the CONSULTANT. (h) Personal Automobile Liability and Workers Compensation Insurance. CONSULTANT, at its sole expense, shall take out and maintain in the name of the CONSULTANT personal automobile liability and workers compensation Y p insurance, issued by an admitted insurer or insurers as defined by the California Insurance code. Such insurance shall meet the minimum limit required by California statue. (i) Certificate of Insurance. CONSULTANT shall complete and file, or cause to be completed and filed with 3 the City Clerk ten (10) days prior to CITY approval hereof certificates of insurance showing the coverages required in subparagraph (h) of this agreement. (j) Statement of Economic Interest (Form 730). CONSULTANT shall complete and file, or cause to be completed and filed with the City Clerk the appropriate State of Economic Interests for Designated Employees (Form 730) as necessary and as required by the City's Conflict of Interest Code. IN WITNESS WHEREOF, the parties hereto have executed this agreement the day and year first hereinabove written. CITY OF SARATOGA BY: CITY MANAGER JAMES C. JEFFERY III BY: TRAFFIC ENGINEER ATTEST: CITY CLERK Approved as to form: CITY ATTORNEY e a EXHIBIT "A" PROFESSIONAL FEE SCHEDULE Effective to July 1, 1999 CITY TRAFFIC ENGINEER RATE OF $85.00 per hour. SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO.3 01 AGENDA ITEM MEETING DATE: JANUARY 20, 1999 CITY MANAGER: C 6zu ORIGINATING DEPT.: CITY MANAGER DEPT. HEAD: SUBJECT: Resolution of Intention to annex properties into Landscaping Lighting Assessment District LLA -1 for FY 99 -00 (Horseshoe Drive) RECOMMENDED MOTION(S): Move to adopt the Resolution of Intention. REPORT SUMMARY: For almost the past year, staff has been working with representatives of the property owners in the Horseshoe Drive neighborhood who have expressed an interest in completing a beautification project along Saratoga -Los Gatos Road between the two entrances to their neighborhood. The project involves the development and implementation of a landscaping plan within the wide dirt shoulder area outside of the vehicular travel lanes where large vehicles are regularly parked and construction debris is often stored. The plan has already been prepared by a landscape architect retained directly by the homeowners, and has been submitted to both the City and Caltrans for review. Preliminary cost estimates from landscape contractors to install the landscape improvements have been secured along with estimates for ongoing maintenance. Based on the figures received to date and internal polling of the property owners, there appears to be a high level of interest to initiate the project through the City's existing Landscaping Lighting Assessment District. Under this approach, the property owners would vote to assess themselves the necessary amounts to fund both the initial capital cost of the improvements, and the first year of the ongoing maintenance costs. In subsequent years, the property owners would be assessed only for the annual maintenance costs. These assessments would be placed on the property tax bills, collected by the County with the property taxes, remitted to the City, and paid to contractors hired and overseen by the City to perform the work. To accomplish what the property owners want, it is first necessary to annex the properties benefiting from the project into the LL &A District. Fortunately, this process can be combined with the annual process of renewing of the District which will begin shortly. To begin the annexation process, it is necessary for the City Council to adopt a Resolution of Intention which describes the project in general terms and directs the preparation of an "Engineer's Report" which defines the project in much greater detail including an itemization of costs and a calculation of the assessments. Once the Engineer's report is preliminarily approved by the City Council, a balloting process following the requirements of Proposition 218 will occur, after which it will be determined whether the annexation of the properties into the District and collection of assessments can occur. Given past successes with these types of projects in other parts of town, it is recommended that the Council adopt the Resolution of Intention at this time to at least begin the annexation process. This entire process takes between 3 and 4 months during which it can abandoned if the level of support for the project falls. FISCAL IMPACTS: None to the City. All of the costs associated with the installation and maintenance of the improvements, along with the City's costs to administer the LL &A District, are recovered through the assessments collected from the benefiting property owners. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional at this time, although the property owners within the Horseshoe Drive neighborhood have been kept well informed on the status of the project by the project steering committee. Eventually, noticing required under Government Code statutes pertaining to assessment district annexations will be required. This generally means that a formal Notice of Proposed Assessment will be sent to each property owner along with specific information about the project and the assessment amounts, and a ballot to cast a vote in support of or opposition to the annexation proposal. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): The Resolution will not be adopted and the annexation process will not commence. FOLLOW UP ACTIONS: The Engineer's Report will be prepared and submitted to the Council. ATTACHMENTS: 1. Resolution of Intention (NOTE TO BE DELIVERED NEXT WEEK) 2. Vicinity Map. II 4.: ,\/17":..7& 7 7 i/\,7 1 T.44 4•_, --;44. "It- ,kr. 4 Wia 1+3 .1* ,•k* -4? 20a Al I 1111 0*, lir k l c ‘T M k I F el 01) I i.. L si ii•• r 4,z *A IP" N'td'' 04 -4•• init* op -0 "4 Pa imar* 4 ■7.4N4 ein. 4 0 *op ibctrai rffri, -.16: 4 ibi v soak *Y.. SA3� il 4 j- i i SS 4I S 46PAI.11 Sr I ii%vr L I I W 1 L)p OAK *AY a i w LocA I. 1 g i 1, Is r OAK LN 111* F r L I ilik