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HomeMy WebLinkAbout12-02-1992 City Council Agenda packetSARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. AGENDA ITEM 4 (L) --14 MEETING DATE: December 2, 1992 ORIGINATING DEPT: Engineering CITY MGR. APPROVAL SUBJECT: Acceptance of Offer of Dedication of a Fence and Visual Barrier Easement at 13194 Via Arriba Drive Recommended Action: Adopt resolution accepting offer of dedica- tion. Discussion: The attached Offer of Dedication is for a two foot wide easement along the rear of the property at 13194 Via Arriba Drive to allow the Saratoga Ave. visual barrier to be built outside the street right -of -way on private property due to a conflict with an underground P.G. E. vault. The Traffic Authority secured the easement from the property owner, Ms. Varr, at no cost to the City, and the attached resolution, if adopted, would accept the Offer of Dedication for the easement in the name of the City which is necessary before the visual barrier can be built. Fiscal ]mpacts: None. Attachments: 1. Resolution with Offer of Dedication and attachments. Motion Vote: SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO.( -'r AGENDA ITEM MEETING DATE: December 2, 1992 CITY MGR. ORIGINATING DEPT. City Clerk SUBJECT: Resolution Ordering Abatement of a Public Nuisance by Removal of Hazardous Weeds Recommended Motion: Adopt resolution ordering abatement. Report Summary: The attached resolution represents the second step in the weed abatement process for this season. The County has sent the owners of the parcels requiring weed abatement notices informing them that the weeds must be abated, either by the owners or by the County. The notice also informed them that they may present objections at tonight's public hearing. Fiscal Impacts: None to City. County recovers costs from administrative portion of fee charged. Attachments: Resolution. (List of parcels requiring weed abatement is available at City Clerk's office.) SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. MEETING DATE: December 2, 1992 CITY MGR. APPROVAL ORIGINATING DEPT: City Manager's OfficeCAV SUBJECT: Request to Authorize 8K /3K Run on May 2, 1993 Recommended Motion: Approve in concept the holding of a foot race as proposed on May 2, 1993, conditioned on compliance with all requirements of the City's Special Events Ordinance. Approval includes authorization for the City Manager's Office to issue a Special Events Permit when it is determined that all conditions have been satisfied. Report Summary: The Christa McAuliffe School Parent Faculty Group is requesting authorization to hold their third 8K /3K run in the neighborhood of the school on Sunday, May 2, 1993, from approximately 8:30 to 11:00 a.m. The race would be limited to 800 participants, and proceeds from the race will benefit the children at Christa McAuliffe elementary school. Maps outlining the route are attached. Fiscal Impacts: None are anticipated. Attachments: AGENDA ITEM 41 1. Information from sponsor responding to special events permit conditions. 2. Maps showing route of foot race. Motion and Vote: Responses to "Summary Of Conditions A. The Christa McAuliffe PFG would like to and 3K (2 miles) running Road Race as school. Hank Lawson 12375 Farr Ranch Rd Saratoga, CA 95070 (408) 446 -9063 (home) (408) 432 -4180 (work) (408) 446 -9060 (FAX) Charmaine Morris 1126 Steeplechase Ln Cupertino, CA 95070 (408) 255 -4326 (home) ECE CITY OF SARATOGA. a pu ail n MISXGPRII1 FE Raiser for the B. The event would be held on Sunday, May 2.■d at 8:30 am (3K) and 9:00 am (8K) and would be completed by 11:00 am, possibly earlier. C. The sponsor of the event is the Christa McAuliffe PFG. D. Event contacts are: E. Check for $60 enclosed (filing fee, non refundable). F. Check for $250 enclosed (clean -up deposit, fully refundable). G. We anticipate 700 -800 participants and another 200 volunteers and spectators. H. The attached course maps were submitted and approved by the Westside Sheriff's Office from the previous events and will be submitted for the current event. The maps show where the runners will run, where Course Marshals will be stationed and how runners will be moved to the starting line and removed off of the course once they are finished. We do not anticipate having to close off, or even a partial closure, any on the roads in order to run this event (although caution will of course be in order). 1. Traffic will be allowed on the streets prior, during and after the event. The runners will only be on the street from the hours of 8:30 am to 10:00 am. 2. There is sufficient parking on the school grounds and the surrounding area to handle the number of participants that we anticipate. We will be turning the school athletic field into a parking area. 3. Emergency vehicles will have total access to the event and it's surrounding areas. The start and finish areas have been chosen for.easy access. I. Currently, Christa McAuliffe renting an. additional 4 sufficient for the number of plan on having (if needed). has 10 toilets. We also plan on Port -O- Potties which will be participants /spectators that we J. There will be mineral water (bottles) apples, bananas, oranges (whatever Petrini's donates), muffins coffee cake (thanks to Hobees) and yogurt, hopefully (from Yoplait). The volunteers will ensure that the fruit is washed and then sliced up for the runners. The water yogurt are self contained and will be put out on a table for the runners to take. The coffee cake will be a SHEET CAKE that will be cut and served with napkins by the volunteers. All food will be picked up a day or two prior to the event with the exception to the coffee cake which will be picked up the morning of the event. K. There will be nothing for sale at this event, with the possible exception of left over race T- Shirts. At this time we do not know who that vendor will be, but will forward the information as soon as it is decided. T -Shirts would be sold in the area of race registration which is by the playground area. L. There will be one loud speaker in order to handle general announcements prior to the event and for the awards ceremony. This will be located in the race registration area. There is a possibility that a band, playing "Classic" Rock Roll, might be performing. If so, they would not begin until 9:30 am (at the earliest) and would be finished by 12:00 noon (at the latest). They would also face towards Prospect Rd so as not to bother the surrounding neighborhood. They performed in previous years and the City suggested where they should be located (the same location as previously) and we did not receive any complaints from the music. M. The race flyer will state all conditions of the race for which this permit is being issued. If there are any additional requirements that come to light after the race flyer has been printed, those conditions will be made known to the participants on the morning of the event. N. General liability insurance is handled by Evergreen Insurance Service. A rider to the current policy has been purchased and sent to Todd Argow, or his equivalent, as the representative for the city of Saratoga. 0. The Indemnity Agreement has been filed out and is attached. P. It is understood that the Christa McAuliffe PPG is responsible for any reimbursements to the City of Saratoga in regards to security, traffic control and law enforcement expenses that are associated with this event. I have been in contact with the Westside Sheriff's Office and we feel that the cost of Sheriff's Deputies will not exceed $l00 to handle the above mentioned. Q. See attached map layout for all information. R. No portion of this event will be run over a State Highway. OPF ASakt I CAI i it 4 4 ,„„in..44-21,:ci.-411 ewe »���1 ,i ow maw j4"..... Nailing 111.41 ik O PF if 44 0 **I Nre.dlo i Paila 111# ..,4% ilelgi 1 RMF WV nit raw ftri GiN 1 E 8J 5T4RT mg," 6cr Mo4 it RUN TO THE STARS 8K SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. A AGENDA ITEM 4 4 j MEETING DATE: December 2, 1992 CITY MGR. APPROVAL ORIGINATING DEPT: City Manager's SUBJECT: Request for Special Events Permit Los Gatos Rotary Club Great Race, January 24, 1993 Recommended Motion: Approve in Concept, Conditioned by Compliance with all of the Requirements of City's Special Events Permit Ordinance. Report Summary: The Rotary Club of Los Gatos has requested approval from the City of Saratoga for that portion of their annual Great Race which is within the jurisdiction of the City. The Great Race is scheduled for Sunday, January 24, 1993, and will begin at 9:00 a.m. on Oak Street in Saratoga and proceed east along the southerly shoulder of Highway 9, ending in Los Gatos. They anticipate having 2500 -3000 runners. Receipt of the Caltrans encroachment permit is pending. Last year City staff and the Sheriff's Department worked with the Club to move the start of the Race to a more acceptable location. As a result, the 1992 Race worked very well, and the Same location will be used for the 1993 Race. Fiscal Impacts: None Attachments: 1. November 10, 1992 letter from Great Race Permit Coordinator, and response to conditions of Special Events Permit Ordinance. 2. Map of event Motion and Vote: &hillin g Keriyon Inc... Certified Public Accountants City Council City of Saratoga 13777 Fruitvale Ave. Saratoga, CA 95070 Honorable City Council Members: 3EgEOYE NOV 1 3 1992 CITY OF SARATOGA C nqAN C FR'S OFFICE D Sixty South Market Street, Suite 500 San Jose, CA 95113 (408) 295 -3822 Fax (408) 295 -3818 November 10, 1992 The Rotary Club of Los Gatos hereby requests City approval for the 1993 running of the Great Race Saratoga to Los Gatos on Sunday, January 24, 1993. The race will be run along the same course as last year, starting on Oak St. and proceeding east along the southerly shoulder of Highway 9, ending in downtown Los Gatos. We are in the process of securing Cal Trans approval, as well as the approval of Monte Sereno and Los Gatos. I have already spoken with Lt. James Huber (before he left for his training), and he indicated that the Sheriff's Department had no problem with the course and that they felt that the race ran well last year with its new starting position. We would also request that we be allowed to use the public parking lot behind the savings and loan for registration, as we have in past years, from approximately 7 a.m. until 9:30 a.m. We greatly appreciate your support of this traditional community event which raises funds for local work of our Rotary Club. We will be pleased to work with your staff to satisfy your concerns and conditions. Sincerely, Linda L. Lubeck Permit Coordinator hi11in g Kenyon Inc. Certified Public Accountants To: City of Saratoga From: Los Gatos Rotary Great Race Committee Linda L. Lubeck, Co -Chair .awl 0.1_);1) �Z_S-e rN 4'e <T ,LoS (i ,4-' CA q SD 30 0 35 CO 3� CO 3 -J 7y Sixty South Market Street, Suite 500 San Jose, CA 95113 (408) 295 -3822 Fax (408) 295 -3818 The Los Gatos Rotary hereby requests permission to conduct the Great Race, a road race from Saratoga to Los Gatos, on Sunday, 44- -r The race will begin in Saratoga at 9 a.m., with the last finisher reaching Los Gatos around 10:30 a.m. The Los Gatos Rotary club is the official sponsor of the race, although we will obtain corporate underwriters in order to defray costs and raise more funds. The chair and co -chair of this years event are: .pair Rodrigucz, 6-2 -3-I- N" gx CA. h) -226-0443 and Linda Lubeck, 47 Fillmer Dr., Los Gatos, CA 95032 (w) 295 -3822 (h) C14 356 -9093. Linda will be coordinating the permit process with all agencies. 1 We expect to attract approximately 2500 3000 runners for the event. We will also have approximately 25 Rotarians at the starting point in various pre -race activities (registration, starting line, etc.). We will have portable toilets set up at the registration area behind Downey Savings. There will be no vendors of any kind in the City of Saratoga, nor will there be any food service. We will have a portable public address system set up at the start of the race, which will then be transported to the finish line in Los Gatos. Enclosed is the executed Indemnity Agreement, along with our certificate of insurance. The Rotary club accepts the financial responsibility for any contracted cost associated with additional police and sheriff services required to handle the event. A map of the race route is attached. The race will affect a portion of Highway 9 from Saratoga to Los Gatos. We have applied to Cal Trans for a permit and will forward same to you as soon as we have it. i r•• qj .mam •�d ,_3I 1 :•441k Pal:: i IV V% IV E ff: sr I I i k J •1"�•- s2 1,;\ •i t i r. •y r C_� T 1 yo $'1 0 6. t d VI ll J w '7pq- Wa r ;.4 14 1 k kg .1 Y Its.. T1 I L 71 I 1 iik e i t i i'.�. 1 i 4.i foi 5 0 1 4 i/ M J 1, fi t; om 1 1 s A 1 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. :2:249 AGENDA ITEM: L7 MEETING DATE: December 2, 1992 ORIGINATING DEPT.: Planning CITY MGR. APPROVAL SUBJECT: Request of Waiver of Fees Recommended Motion: Approve the Waiver of Fees for Temporary use Permit. Report Summary: Motion and Vote: pldir \forms \feewaivr A request has been received from Kristin Davis and Jeanne Scott to waive the requirement (and therefore, the fees) for a Temporary Use Permit for a fund raising event. The event will be held on December 5, 1992 at the Azule Crossing Center located at 12374 Saratoga Sunnyvale Road and will consist of an arts and crafts show benefiting the Second Harvest Food Bank. The applicant was notified by staff of the TUP requirement as a result of staff's investigation of a complaint received regarding the "illegal" sign advertising the event (to date the applicant has not removed the sign which is allowed only for a 3 -day period prior to the event). The City Code does not provide for a waiver of the TUP process. However, this type of TUP activity is handled administratively with no formal notification. Therefore, staff can process the request in time for the event. The City Council may waive the fee under special circumstances. Waiving the fee for this event would be consistent with previous City Council decisions of fee waivers for similar activities. Staff recommends that the City Council waive the TUP fee. Staff will "fast track" the permit processing. Fiscal Impacts: Loss of filing fee of $465.00 used to cover indirect staff costs. Attachments: Letter from Kristin Davis, The Front Window and Jeanne Scott, Azule of Saratoga Flowers and Gifts. Mr. Paul Curtis, Director Planning Department City of Saratoga Saratoga, CA 95070 Dear Mr. Curtis: The Azule Crossing Merchants decided to donate their time and effort to help the Second Harvest Food Bank. Enclosed you will find a fact sheet regarding The Food Bank. In order to have a successful food drive and because Azule Crossing does not receive much walk -in traffic, we decided to have a Holiday Faire. By charging a minnimal fee of $40.00 per space, we could advertise for the Food Drive and the Holiday Faire, thus receive the publicity necessary for a successful drive. We expect approximately 10 -15 vendors. The Faire will be held from 10 a.m. 4 p.m., with a raindate of December 12. I have enclosed a copy of the contract we have asked each vendor to sign. All profits from the rented spaces and the Santa Claus pictures will be donated to Second Harvest Food Bank. The Faire is being held strictly as a non profit event for Second Harvest Food Bank. If you should need further information, you may contact me at 253 -2980. Sincerely, November 24, 1992 Kri tin Davis The Front Window Dear Mayor. and City Council Members, The Azule Crossing Merchants have affiliated themselves with the Second Harvest Food Bank during the Holiday Season. We are a public drop off point for donated food. We decided to have a Holiday Faire on December 5, in order to achieve our goal of collecting the most food possible for the Food Bank. Second Harvest has found that by holding a special event it encourages the community to donate food. The Faire is being held strictly as a fund raising event. All profits from the Faire will be donated to the Second Harvest Food Bank. We have received publicity from the Saratoga News, local schools and local churches. They have generously cooperated with us to make the Saratoga community aware of the tremendous need to feed the hungry during the Holiday Season. Unfortunately, we were unaware of the city requirements for holding a fund raising event. We are asking for a waiver of these requirements for the 1992 calendar year. We will certainly prepare in advance for next year. Please put this issue on the agenda for your December 2nd council meeting. We will be in attendance. We appreciate your time and effort regarding this matter. Sincerely, Kristin Davis The Front Window Jeann Azule November 23, 1992 Scott of Saratoga Flowers Gifts RECEIVED NOV 2 3 1992 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. AGENDA ITEM 49 MEETING DATE: December 2, 1992 ORIGINATING DEPT ;.;Engineering Motion Vote: CITY MGR. APPROVAL SUBJECT: Authorization to submit application for Environmental Enhancement and Mitigation Program Grant for Capital Project No. 924, Saratoga Sunnyvale Road Improvements Recommended Action: Adopt resolution authorizing submittal of an application. Discussion: The attached resolution, if adopted, would authorize staff to submit an application for an Environmental Enhancement and Mitigation Program grant for funding of the landscape planting and irrigation elements of the Saratoga Sunnyvale Road Improvement Project, Capital Project No. 924. The costs of the landscape improvements in the medians from Big Basin Way to Verde Vista Lane are eligible under the grant programs for up to one- hundred percent reimbursement, although it is more likely that some lesser percentage of reimbursement would be provided if the City's application were to be approved and recommended for funding. Applications are currently being solicited for funding in FY 93 -94 which means that if the City proceeds with the project before then, the landscape planting and irrigation work may need to be deferred until the grant funding becomes available. That should not pose any problems however since the median landscaping work would be the final elements of the project to be done anyway. Fiscal Impacts: Unknown at this time. However, based on current cost estimates of the landscape planting and irrigation elements of the project, a grant of 75% of eligible costs could provide reimbursement of between $50,000 and $75,000. Attaghments: 1. Resolution authorizing submittal of an application.