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Home My WebLink About12-18-1991 City Council Agenda packetEXECUTIVE SUMMARY NO. AGENDA ITEM SARATOGA CITY COUNCIL MEETING DATE: DECEMBER 18, 1991 CITY MGR. APPROVAL ORIGINATING DEPT: City Manager Fiscal Impacts: None ,attachments; CDBG County /City Contract for 1991/92. Motion and Vote: SUBJECT: Adoption of CDBG County /City Contract for F.Y. 1991/1992 Recommended Motion: Adopt Contract and Authorize City Manager to execute. Report Summary: Through a Joint Powers Agreement the City of Saratoga participates with nine other small cities and Santa Clara County as Urban County recipients of Community Development Block Grant funding. The federal government requires each participating jurisdiction to annually execute a contract specifying each party's responsibilities and obligations. Attached to the contract are descriptions, work plans and budgets for each project which will be active during the year. The contract formalizes the existing operation of the program and does not impose any new obligations on the City. The City's balance as of July 1, 1991, for F.Y. 1991 is $671,884.06 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2,� AGENDA ITEM 4 MEETING DATE: December 18, 1991 CITY MGR. APPROVAL ORIGINATING DEPT: City Manager's 0466‹ SUBJECT: Request for Special Events Permit Los Gatos Rotary Club Great Race, February 9, 1992 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, February 9, 1992, and will begin at 9:00 a.m. at Blaney Plaza in Saratoga and proceed east along the southerly shoulder of Highway 9, ending in Los Gatos. They anticipate having 2500 -3000 runners. Because of changes in the personnel involved in Race planning, the Rotary Club is late in getting their Permit request to us, and receipt of the Caltrans encroachment permit and the Sheriff's approved traffic plan are still pending. Last year the Sheriff's Department encountered significant problems with the chaotic conditions at the start of the Race. This year a Special Events Permit will not be issued unless the Race planners are able to workout a satisfactory plan with the Sheriff's Department. Fiscal Impacts: None Attachments: 1. December 7, 1991 letter from Great Race Co- Chair, and response to conditions of Special Events Permit Ordinance. 2. Map of event Motion and Vote: e1 &hillin Kend y Inc. Certified Public Accountants Ms. Carolyn King City Manager Assistant City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Ms. King: December 7, 1991 Again, thank you for your patience and help in this matter. Sincerely, Linda L. Lubeck Great Race Co -Chair DEC 1 0 i991 Sixty South Market Street, Suite 500 San Jose, CA 95113 (408) 295 -3822 Fax (408) 295 -3818 Enclosed is most of the paperwork needed by the City of Saratoga in order to secure the special events permit needed to run the Great Race. This application is lacking a copy of the encroachment permit from Cal Trans and a traffic plan approved by the sheriff's department. I expect to secure the sheriff's department approval within the next two weeks, along with the permit from Cal Trans. I am sending this application now because I know that there is lead time necessary in order to schedule items for a city council agenda. I will forward the two missing documents as quickly as I can. We have been trying to meet with Lt. Huber of the sheriff's department for over two weeks now to finalize plans, but have not been able to do so. I appreciate your patience and understanding in this matter. We have had some unfortunate twists and turns in the race organization this year, including the resignation of Bill McNeer, the original chairman, from the club. Bill took an early retirement and returned to his home state of Louisiana. The original co- chair's wife has cancer, and so he and Lt. Huber have not been able to connect. I will be handling all further correspondence with all agencies, and will be available to answer any questions or secure whatever documents are necessary. I can be reached at the number above during normal working hours, or leave a message on my home phone 356 -9093. &hillin g Kenyon Inc. Certified Public Accountants To: City of Saratoga From: Los Gatos Rotary Great Race Committee Linda L. Lubeck, Co -Chair December 7, 1991 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, February 9. 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: Julian Rodriguez, 6231 Ocho Rios Dr., San Jose, CA 95123 (w) 578 -9757 (h) 226 -0943 and Linda Lubeck, 47 Fillmer Dr., Los Gatos, CA 95032 (w) 295 -3822 (h) 356 -9093. Linda will be coordinating the permit process with all agencies. 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. r 1i g l'il I 1 1, ii,: :Ir 1 3 T j� i it r 1 1 4 4 k it' al i i Iwo v awl; i Jz a� Jr ,,fly 1: a 1 I e lk ,fry s \I1," `i 1 L' (AA •.I. r I 1. j 'a... k i �a 1 ii e' 1 f :1(. 1=1 i !Is 'A-. 4 1 "Ni 1 ir, ve hew* ini—r—el r,/ A Jj. N 0 0' rn 0 W 04 C. CM N r•1 0 a 0 CO b0 0 11 c0 t SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2' -4 AGENDA ITEM MEETING DATE: December 18, 1991 CITY MGR. APPROVAL kia ORIGINATING DEPT: Engineering SUBJECT: Cooperative Agreement between City and Traffic Authority for the Construction of Soundwalls along Route 85 Recommended Action: Approve Agreement as recommended by staff and authorize the City Manager to execute the Agreement on behalf of the City. Discussion: Attached is a Draft Cooperative Agreement between the Traffic Authority and the City which stipulates the responsibilities for soundwall enhancements along Route 85. The Agreement supplements the Performance Agreement which the Traffic Authority and the City entered into in February, 1988. The City Manager, City Attorney and I have reviewed the proposed Draft Agreement and concur with most of the language in the document. However, there are a few recommended changes which I believe should be incorporated into the Agreement before it is signed by the City. These changes can be found hand written into the attached copy of the agreement and are as follows: Section I -3: Add the words "no later than to the end of the sentence to clarify that the soundwall enhancements requested by the City will be constructed by a certain date, such date to be before the opening of Route 85. Section I -8: Change "actual cost" to "estimated and actual costs" since some of the project costs in the Summary Table are actual costs and some are estimated costs. Section II -2: I fail to see why the City should not be compensated for construction administration of the Bonnet Way soundwall, at least to an amount equal to what the Authority would have to spend for construction administration if they were to build the soundwall as presently designed. An amount for construction administration should be added to the $288,000 figure in Section I.6 and in Exhibit B. Section 11 -3: The December 31, 1993 date could be extended. The Traffic Authority's Strategic Plan now calls for the Saratoga Creek to Los Gatos Creek segment of the freeway to not be completed until July 29, 1994. Section 11 -8: Add the words "within 30 days after execution of this Agreement by both parties" after "AUTHORITY Section III -1: Change "for construction" to "received for any separate construction package" and "Engineer's Estimate" to "amount specified in Exhibit A for the particular construction package." Section 111 -2: Change "award of the construction contract" to "each award of a construction contract" to reflect that the PROJECT involves several different construction packages. Section 111 -3: Change "Should the value of the construction contract award" to "Should the total value of the construction contracts awarded" for the same reasons. Exhibit A, Page 2, Item 3A: Change "459 66" to "458 21 This should result in a construction cost to the City that is less than the $1,300 figure in the table. Lastly, the Traffic Authority has indicated that the City would realize an additional net savings of $4,000 if the easterly 222 feet of soundwall B34A were lowered from 16 feet to 12 feet. This is where the wall overlaps the Bonnet Way soundwall which the City has already committed to build to a height of 16 feet. In my view, it seems redundant to have two 16 foot walls parallel one another when separated by only 60 feet. Therefore, it is recommended that the Council agree to this change and request that the Traffic Authority revise the Cooperative Agreement accordingly. Fiscal Impacts: As reflected in the Agreement, the total cost of the soundwall enhancements requested by the City and for which the City will be responsible is $163,230. Sufficient funds exist in the adopted budget in Capital Project No. 9113 to cover these costs over the next two years. Additionally, the Traffic Authority will allocate $288,000 for the City to build the Bonnet Way soundwall. While the actual costs for that project are unknown at this time, previous estimates reveal that the City should most likely be able to build the wall to the City's requirements for less than the allocated amount. Attachments: 1. Draft Cooperative Agreement. Motion Vote:„ 6 VI- SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 1.2 AGENDA ITEM /CLe MEETING DATE: December 18, 1991 CITY MGR. h%g6ild ORIGINATING DEPT. City Clerk SUBJECT: MUNICIPAL ELECTION 1992: ISSUES TO BE DECIDED BEFORE NOMINATION PERIOD Recommended Motion: Authorize candidate's statements of 200 or 400 words. Direct staff to prepare resolution requiring that candidates pay costs of printing the candidate statement in the sample ballot, with advance deposit of $225 if 200 -word limit is set and $450 if 400 -word limit is set. Report Summary: The next municipal election is June 2, and the nomination period begins in early February. Certain decisions must be made before the nomination period. (The resolution confirming these decisions and the resolution calling the election will be presented at the Council meeting of January 15 Normally the costs of the candidate statements are recouped by requiring advance payment of the estimated costs from the candidates, with any excess payment being refunded. If the Council wishes, however, the City may pay for the candidate statements. For the last several elections, the length of the candidate statement has been 400 words and advance payment has been required for the statement. Fiscal Impacts: Cost of each candidate statement is estimated at $225 to $450. Attachments: None. Motion and Vote: q60109--Sv ^�Qr�.,�