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HomeMy WebLinkAbout10-27-1998 City council packetTIME: Tuesday, October 27, 1998 6:00 p.m. PLACE: Adult Care Center, 19655 Allendale Ave. TYPE: Adjourned Regular Meeting Closed session pursuant to Government Code Section 54957: PUBLIC EMPLOYEE ERFORMANCE EVALUATION Title: City Manager 1. Roll Call 7:00 p.m. 2. Report of City Clerk on Posting of Agenda Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on October 23. The notice of adjournment from the October 21 Council meeting was properly posted on October 22. 3. Oral Communications from the Public on Non Agendized Items 4. Commission Chair Reports Brief oral reports from each of the City's seven commissions on significant activities and projects. 5. Quarterly Program and Major Project Review A. City Manager's Office: 1) Recruitment and Reorganization Issues 2) City Council Policy Manual 3) ALTRANS Project Update B. Community Development Department: 1) Circulation Element Update 2) General Plan Executive summary 3) Adult Business Ordinance 4) Downtown development roundtable 5) Major development projects update C. Administrative Services Department: AGENDA SARATOGA CITY COUNCIL 1) FY 97 -98 Year -end Audit Update 2) MIS Update 3) 5 -Year Financial Plan 4) Hillside Infrastructure Reserve Requirement City Council Agenda 2 October 27, 1998 5) New Volunteer Efforts D. Public Works Department: 1) Capital Projects Update a. Quarry Creek Wetlands Mitigation (Project 9109) b. Quito Road Bridge Replacements (Project 9111) c. ADA Improvements (Project 9302) d. Quito Rd. Sidewalk (Project 9501) 2) Park Development Projects Update (Project 9704) a. Playfields Development b. Wildwood Park Restrooms c. Kevin Moran/Gardiner Park improvements d. Community Center Renovations e. Trail Improvements f. Heritage Orchard Water Well 3) Saratoga Ave. Underground Utility District 4) Hakone Caretakers House Renovation 5) Sr. Center Improvements 6) Civic Theatre Renovations 7) Prides Crossing Traffic Study 8) Infrastructure Report CIP Development 9) Pavement Management Program Work 10) Saratoga Sunnyvale Rd. (ISTEA Project Relinquishment efforts) 11) FEMA Disaster 1203 Damages (Quarry Creek Repairs, including issues raised by Councilmember Bogosian) E. Recreation Department: 1) Warner Hutton House attic conversion 2) Civic Theatre lighting system renovation 6. Process for handling written communications 7. Self Evaluation of Previous Meeting October 21 8. Agency Assignment Reports Assoc. of Bay Area Governments Moran Chamber of Commerce Board Wolfe County Cities Assn. Leg. Task Force Bogosian County HCD Policy Committee Jacobs Emergency Planning Council Moran Hakone Foundation Liaison Bogosian City Council Agenda Joint Venture Silicon Valley KSAR Community Access TV Board Library Joint Powers Agency N. Cent. Flood Cont. Zone Adv. Bd. Penin. Div., League of Cal. Cities Santa Clara Valley Water Commission Santa Clara County Cities Assn./ City Selection Committee SASCC Liaison Saratoga Business Dev. Council School Liaison Sister City Liaison Solid Waste JPA Valley Transportation Authority Valley Transportation Authority PAC West Valley Sanitation District 9. Citizens Recognition 10. Other 11. Adjournment 3 Wolfe Shaw Bogosian Bogosian Wolfe Jacobs Wolfe/Moran Shaw Wolfe Jacobs Shaw Moran Wolfe Shaw Moran October 27, 1998 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact Peter Gonda at 408/868 -1221. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102- 35.104 ADA Title II] Memo To City Council From City Manager Date: October 23, 1998 Re: Summary Status of Major Programs and Projects City Manager's Office The following briefly summarizes each of the major programs and projects on the agenda for Tuesday evening's meeting. Staff will be available at the meeting to discuss any of these in greater detail if necessary. CITY MANAGER: 1. Recruitment and Reorganization Issues: Since the last quarterly report, the new Administrative Services Director has started employment with the City. Originally hired as the City's Finance Director, the position was re -titled when the Council approved further organizational changes in September which resulted in the reestablishment of an Administrative Services Department. Also as part of these changes, the position of Human Resources Analyst was abolished, while a new Accounting Supervisor position was created. Currently, recruitments are underway for Accounting Supervisor and two Office Specialists in the department (Payroll and Accounts Payable). A third internal recruitment is also being conducted to fill the .75 FTE Office Specialist position assigned to assist with human resource and volunteer program functions. The transition of all human resource functions out of the City Manager's office has begun and a Transition Plan has been prepared by the Administrative Analysts currently involved in these activities. The plan outlines a three step process to complete this transition by the end of the year. A copy of the plan is available from me for anyone who would like to see it. The recruitment for the new City Clerk is halfway complete at this time. Oral interviews were held this week with four candidates and a panel consisting of the Vice-Mayor, the City Attorney, the Administrative Services Director and a member of the Planning Commission. I'm told that I will soon be receiving the names of two of the candidates for follow -up interviews. I would expect that this could occur within the next two weeks and that an appointment could be made by the middle of November. This should allow the new Clerk to start around the beginning of December, with Betsy remaining on board through the end of the year to assist with the orientation of the new Clerk to the job functions. In the meantime, the new Office Specialist in the City Manager's Office (Secretary to the City Manager) began work this week, and steps to begin recruitment for the vacant Administrative Analyst position have been taken. Lastly, I have completed a redistribution of major tasks and assignments amongst the staff which can be found on the wall of the EOC. Page 1 This will now be summarized in written form for all to see and understand who on the staff is responsible for what The Community Development and Recreation Departments are again at full permanent staffing levels now that the Assistant Planner and Recreation Program Coordinator positions have been filled. This leaves only the contract Public Safety Officer (Sheriff's Technician) position still vacant and for which a recruitment is underway. The City Council appointed John Cherbone as Acting Public Works Director this week. Decisions about how to deal with several of the other short term staffing vacancies in Public Works will be made soon. Lastly, Judy Sweet is expected to return in mid- November to begin work again with the management staff on coalescing as an effective team, and on developing plans for addressing the outstanding organizational issues and concerns raised by the regular staff earlier this year. It is expected that her work with the City will continue through the end of the fiscal year. 2. City Council Policy Manual: As previously reported, this task will be handled by the new City Clerk once that individual is hired. At this point, I don't expect any substantial progress to be made on this until at least the spring. 3. ALTRANS Project Update: ALTRANS has continued their outreach program, attending school assemblies and designing education and incentive plans to encourage use of alternative transportation. The biggest improvement in this year's project is the new shuttle service being offered. The ALTRANS shuttle service began on September 8, 1998 to and from Redwood Middle School. At the present time the program is transporting twenty -one children to Redwood Middle School. The shuttle program currently utilizes two vans; one belonging to ALTRANS and the other van on loan from the City. The shuttle program has received favorable comments from parents because of the door to door service it offers.. The number of families that will be able to utilize the service will be increasing in 1999 when two additional vans will be brought into service.. This will give ALTRANS three vans to operate within the City of Saratoga. The City recently received funding from the Office of Traffic Safety in order to fund a Saratoga Youth Bicycle Safety Education Program. The Bicycle Advisory Committee (BAC) and staff have been working with ALTRANS to fold this Safety Education Program into the K -12 Trip Reduction Program. Since the K- 12 Program is already established in the schools, both the staff and the BAC felt this to be an appropriate vehicle in which to incorporate this Bicycle Safety Program. As children are being encouraged to use alternative modes of transportation, it is important to also educate them about the safety issues related to these other options. In addition, the Saratoga K -12 Trip Reduction Program has been named the Peninsula Conservation Center Foundation's Business Environmental Award winner for 1998 and will be recognized at a special reception on October 30, 1998. Separate invitations were mailed to each Councilmember. Page 2 COMMUNITY DEVELOPMENT DEPARTMENT: 1. Circulation Element Update The Circulation Element update was initially anticipated to begin in October 1998. However, with recent Planning Division staff vacancies, and new hires requiring training, the start of this project will be postponed until January 1999. 2. General Plan Executive Summary Anticipate having draft document ready for Planning Commission review in December 1998. The City Council should receive document by January 1999. If the Planning Commission or City Council has concerns with the Executive Summary, these dates may be extended. This project is an effort to reformat existing General Plan Goals and Policies into a more useable document. Saratoga's General Plan is a compilation of individual Elements that have been adopted over time with little uniformity between them. The General Plan is also dense with supporting technical studies. The Executive Summary is intended to be a concise easy -to -use General Plan summary document, augmented with graphics. The entire General Plan would still be available to the public as an attachment to the Executive Summary. Once the Executive Summary is finished, staff will begin work on the Element updates themselves beginning with the Circulation Element as discussed above. 3. Adult Business Ordinance Draft Ordinance prepared by City Attorney was reviewed by the City Council at the August 11, 1998 joint meeting with the Public Safety Commission. The PSC was requested to review the document and forward their recommendations back to the Council. The Ordinance is expected to be scheduled for Council review in early 1999. Since adult oriented businesses would now be defined, staff further recommends that these types of businesses be limited to commercial zoning districts and be subject to a Conditional Use Permit. 4. Downtown Development Roundtable Saratoga's current Commercial Historic Zoning Ordinance regulates the Saratoga Village area. The Ordinance was adopted following the completion of the Saratoga Village Plan and Village Design Guidelines both of which were attempts to recognize the uniqueness of the Village. Pedestrian oriented retail and service uses are permitted by right, while most other commercial activities are permitted through the granting of a Conditional Use Permit. A review of these policy documents, and a discussion of their strengths and limitations, with Village property owners and/or area builders and commercial developers could be facilitated by staff if that is the desire of the City Council. 5. Major Development Projects Update Sisters of Notre Dame Novitiate The Sobrato Development Company now has the property under contract, pending development entitlements, to subdivide the property into a maximum of 15 lots. (While 15 lots may be the maximum density permitted on this property by Zoning Ordinance, the potential new owners are aware that the ultimate density of the subdivision will be determined by factors such as slope, geologic stability, topography and appropriateness.) A subdivision application Page 4 is anticipated by the end of this year. Public hearings would follow upon City completion of land use and environmental review. Azule Crossing An application has just been submitted to demolish the existing commercial structures and redevelop the property with a 16,000 sq. ft. two -story commercial building fronting Saratoga Sunnyvale Rd. and 35 two -story attached and detached townhomes at the back of the site. The townhomes are approximately 2,000 sq. ft. in size, including garages. Public hearings will follow upon City completion of land use and environmental review. Argonaut Shopping Center Plan checks have been completed and the permits are ready for the renovation and expansion projects. These include the overall Center buildings and site improvements, the Safeway Supermarket expansion and the free standing building plans for Pads A and B. The City's position is that no permits may be issued for the Safeway expansion or the free- standing buildings until the permits have been issued for the overall Center improvements. Owners indicate that Center improvement permits will be "pulled" by November 1998. Navico 15 Subdivision Now that Saratoga Sunnyvale Rd. frontage utilities have been placed underground, the owners anticipate the remaining subdivision improvements to be completed within the next two -to -four weeks. The owners are hoping to begin construction of at least some of the approved 15 new homes by the end of 1998 weather and City requirements permitting. None of these home plans have been submitted for plan check or building permits yet. Spaich/Hayfield Estates 15 Subdivision Five of the new 14 homes have received Design Review approval and their building permits are ready to be issued. Owners plan to begin home construction by November 1998. Subdivision improvements are underway. Odd Fellows Senior Care Facility Construction drawings have been submitted for plan check and permitting for Phase 1 of the approved Odd Fellows Senior Care Facility expansion. It is anticipated that permits will be issued and construction will commence for Phase 1 in Spring of 1999. Phase 1 includes the Villa apartments expansion, the new health center and the one -story cottages within the 10 acres of undeveloped land. Phase 2 will begin upon completion of Phase 1. Mt. Winery The latest information coming from County of Santa Clara staff is that the Mt. Winery Draft EIR will not be ready until the end of 1998, if not later. Site activity expansion plans have not yet been submitted to the County. The EIR covers both legalizing existing activities and the expansion plans. ADMINISTRATIVE SERVICES DEPARTMENT: 1. Fiscal Year End 1997/98 Audit Update The independent auditors, Maze and Associates, will be auditing the City's books in November. Since FY 1997/98 was the first year using the new HTE financial system, the year-end closing process will take somewhat longer than in prior years. 2. MIS Update Implementation of remaining HTE modules continues. On October 22 and 23, a third party consultant working for HTE met with key City staff to do an assessment of our implementation status and conversion efforts. The consultant will be preparing a written report which will include a. series of reconunendations covering the implementation of remaining modules, assessment of modules we will not utilize, hardware considerations, and training needs. The report will be shared with the City Council in the future. 3. 5 -Year Financial Plan The Finance Commission has been working on the five year revenue and expenditure projections, and plans to present the plan to the City Council in January. 4. Hillside Infrastructure Reserve Requirement Hillside Infrastructure Reserve Requirement Referred to Finance Advisory Commission. This will be discussed with the Commission in conjunction with the development of the five year financial plan. 5. New Volunteer Efforts The City continues to have an active volunteer program, which is now being administered by Lori Burns, the previous Volunteer Coordinator for the City, in the Administrative Services Department. With the recent organizational changes approved for the department, Lori's hours will be increasing from .5 FIE to .75 FIE. In addition, another .75 FTE Office Specialist will be hired to support human resources and volunteer activities among other things. When the current recruitments underway are completed, staff efforts can then shift towards achieving some of the goals for the volunteer program developed by the City Council at the retreat last March. Substantive progress on this should be made during the first and second quarters of 1999. PUBLIC WORKS DEPARTMENT: 1. Capital Projects Update: a. Quarry Creek Wetlands Mitigation (Project 9109) Grading work at College completed in August. Planting to occur by the end of the year. b. Quito Road Bridge Replacements (Project 9111) Consultant firm selected by panel of representatives from City, Town of Los Gatos and Water District. Currently negotiating scope of work and fees. Project may be under funded so discussions are underway with Caltrans on increasing federal grant amount. Hope to have an agreement for consulting services before the City Council in December. Design, ROW, and environmental work to be done in FY 98 -99. Construction targeted for next summer. c. ADA Improvements (Project 9302) Since previous report, non compliant doors at Sr. Center have been replaced. Next effort will focus on doors at Community Center d. Quito Road Sidewalk (Project 9501) Project not to be completed with the current PMP work as previously reported since work is not compatible with PMP. Instead, coordination with property owners and plans for separate project to be developed this winter. Anticipate bidding/construction in spring. 2. Park Development Projects Update Page 6 a. Playfields Development After the Council approved the request to modify The Beals Group's, formerly Beals Landscape Architecture, original scope of services as Project Manager for the Playfield Development Project at the September 22, 1998 meeting, they went straight to work on the schematic plans. The Beals Group presented their first draft of the schematic plans to the Saratoga, Cupertino and Campbell School District representatives at a meeting on October 13th. Task Force members were also invited to attend to discuss and review the schematic plans. Subsequent meetings were arranged so that the schematic plans could be altered and refined before they were shared with the public. Three Public Information meetings have been scheduled for the neighborhoods surrounding the proposed project sites; Blue Hills Elementary/Azule site, Marshall Lane School site and the Foothill School site. These Public Information Meetings have been scheduled with the intent of hearing the ideas and concerns of the surrounding community and attempt to respond to and/or incorporate these ideas during the schematic stage of development. Public Input Meetings have been scheduled. The dates and times of the meetings are listed below and all meetings will take place at the particular school sites. Foothill Elementary: Thursday, October 22, 1998 (6:30 -8:00 p.m.) Marshall Lane School: Tuesday, October 27, 1998 (6:30 -8:00 p.m.) Blue Hills Elementary /Azule Park: Thursday, November 12, 1998 (6:30 -8:00 p.m.) Neighbors living within a 500 ft. radius of the three sites received a notice of the meetings in the mail and there has been notification of the meetings printed in the Saratoga News. After the Public Information Meetings, The Task Force will address the public concerns and ideas in the final plans that will go before each of the three School Boards, the Task Force, the Parks and Recreation Commission and finally to the City Council. b. Wildwood Park Restrooms: Staff has narrowed down the search for turn-key designs to two vendors that staff feels most closely meet the needs of the City. Staff is making arrangements for the Commission to meet with these vendors so a recommendation can then be made to Council. c. Kevin Moran/Gardiner Park Play Equipment Replacement: Staff is in the process of having drawings drafted for each site. The Commission will have an opportunity to interview the vendors who have submitted responses to the City's Request for Proposal. After the preliminary designs have been sketched, a neighborhood meeting will be scheduled to allow residents to share ideas and any concerns related to the new play equipment which will then be incorporated into the final design of the site. This project will receive first priority after the Playfield Task Force has disbanded and the final list of projects has been approved. d. Community Center Renovation: At the last joint meeting with the Commission, Council requested information regarding costs associated with a feasibility study for improvements to the Community Center before any decisions were to be made about the future of the facility. Pamela Anderson Brule, of Anderson Brule Architects, was asked to perform a preliminary assessment of needs for the Community Center. This assessment will provide information needed to draft a Request for Proposals for a Feasibility Study and Master Plan for the renovation, addition to or rebuilding of the Community Center. A questionnaire was distributed to all instructors and contractors who utilize the Community Center to receive their input related to the facility. When the assessment is complete, this information will be presented to the Council who can then determine what next steps should be taken. e. Trail Improvements: Over the past six months, the Commission has received a large amount of correspondence regarding trail conditions and trail concerns as they relate to new developments. As a response to this, the Commission has designated a Trail Sub committee, (Commissioners Swan Ioannou) who have dedicated themselves to researching trail concerns. The sub- committee follows up on concerns raised by the public in addition to being pro active in their attempts to secure existing trails and insist that new developments upgrade trails to the level outlined in the Parks and Trail Master plan. To date, the Trails Sub committee has met several times with Planning staff and will continue to do so in order to clarify some concerns that exists with trails and the development process. In addition, the Parks and Recreation Commission is finalizing their Trails Grant Program. In the past, volunteers have approached the City and volunteered their time to clean up and improve certain sections of existing trails. The City would then supply the volunteer group with the necessary materials for their particular project. The Commission believes that by formalizing this process, it will encourage more residents to volunteer their time to make improvements to the trails they most use. Also, by establishing a formalized process, the Commission will be better able to document when and where the trails have been improved and those sites that still need attention. f. Heritage Orchard Water Well Improvements: There has been no progress on this project. The new target date for installation of the well is next summer. 3. Saratoga Ave. Underground Utility District Meeting with neighbors held on October 1. It appears all outstanding issues have been worked out and district boundary can now be defined and formation process continued. Public hearing is now expected to occur on November 18. 4. Hakone Caretakers House renovation Work began in August under County CDBG oversight. Expect completion by the end of November. Preparations for finding qualified occupants to begin within next two weeks. 5. Sr. Center Improvements County CDBG staff has awarded construction contract for this work which should get underway by the end of the month. Once project is complete, City, County, and SASCC staff can begin planning for Phase 2 interior improvements. Page 7 6. Civic Theatre Renovations No further progress since last report. Will plan this winter to convene interested parties to determine needs/desires. Should have something to report on this effort at January quarterly review meeting. 7. Prides Crossing Traffic Study Recommendation from task force was presented to Public Safety Commission on October 8. PSC is recommending postponing study until Circulation Element update is complete so broad policy parameters about traffic and circulation in the City are defined at the outset. They don't want to create a situation where the Prides Crossing area ends up being treated differently than how future neighborhoods might be. In the meantime, PSC also suggests beginning work on developing a workbook of Traffic Calming techniques which the City would eventually adopt. Workbook would identify various techniques which could be used by the City, and the criteria for when each would be used. Additionally, it would define the process for how individuals and neighborhood groups could request traffic calming studies for their neighborhoods. The final review /editing of the workbook would be performed by the consultant which would be selected to do the Prides Crossing study which the PSC feels should be guaranteed as the first area (neighborhood) study that would be done once the Circulation Element update is complete. 8. Infrastructure Report No activity yet. To be a top priority for the newly appointed Acting Public Works Director. 9. Pavement Management Program Work The 1998 Pavement Management Program construction contract was awarded to C.F. Archibald Paving, Inc. at the September 2 City Council meeting in the amount of $1,102,785. Due to the inability of the contractor to schedule subcontractors, the project start date has been delayed approximately two weeks. However, the contractor is confident that the work will be completed this year. The work will likely begin within the next two weeks and the majority of the work should be finished in approximately four weeks. 10. Saratoga Sunnyvale Rd. (ISTEA Project Relinquishment efforts) New federal highway bill should free up funds for the City's enhancement project. No word yet on State's relinquishment efforts although a recent call was received indicating renewed interest on their part to come to agreement with the City about their relinquishment obligations. Acting Public Works Director will be following up on this. 11. FEMA Disaster 1203 Damages (Quarry Creek Repair, including issues raised by Councilmember Bogosian) Last winter, the City sustained an estimated half million dollars in storm related damages. During the storms, the President declared Santa Clara County as a disaster area, which allowed the City to file DSR's (Damage Survey Reports) with FEMA to secure funding for the repair of the damage. The City filed a total of twelve DSR's and a summary of each is listed below: Page 8 Cost Project Actual FEMA Location/Description Estimate Status Cost Status/$ 1. Padero Court Erosion $24,312 Complete $24,312 Approved/ (DSR #58429): The creek $24,312 bank adjacent to Padero Ct. eroded from storm flows in Calabazas Creek threatening the road. Rock rip -rap was placed along the bank to protect the road. 2. Old Oak Way Storm Drain $28,181 Complete $31,005 Approved/ Failure (DSR #58430): $28,181 The failure of a storm drain caused erosion to a portion of the embankment below Old Oak Way. The storm drain has been repaired and the bank has been restored. 3. Lower Villa Oaks Lane $50 -75K To Be N/A Approved/ Landslide (DSR #58433): Completed $3,826 The failure of a fill slope along the outboard portion of the roadway caused approximately a 10' by 100' section of the roadway to fail. Interim repair of the roadway is underway. Permanent repairs will occur spring/summer 1999. Because the roadway failure was due to was a landslide, FEMA will reimburse the City for repair of the structural section of the road only. Page 9 Location/Descrintion 4. Wildwood Park Bridge Abutment Erosion (DSR #58434): Flows in Saratoga Creek eroded the east abutment of the pedestrian bridge. Rock rip -rap protection will be placed to protect the abutment. Work will begin the first part of November. 5 &6. City Wide Debris Removal and Emergency Repair (DSR #58435 #58436): Emergency work performed by City and contract workers during the storms. 7. Michaels Drive Culvert Repair (DSR #58437): Culvert under roadway was buried under 15' of silt and debris. Culvert was replaced by a new elevated inlet structure. 8. Ravenwood Drive Outfall and Bank Erosion (DSR 58438): Erosion to the Vasona Creek bank resulted in the failure of a storm drain and its outfall structure. The storm drain and bank are being repaired at this time. Work should be completed by the end of October. Page 10 Cost Project Actual FEMA Estimate Status Cost Status/$ $7,187 To Be N/A Approved/ Completed $7,187 $43,791 Complete $47,359 Approved/ $43,791 $68,696 Complete $72,930 Approved/ $68,696 $24,758 To Be N/A Approved/ Completed $24,758 Cost Location/Description Estimate 9. Valley Vista Drive $23,420 Outfall Repair (DSR #58439): High velocity flows caused erosion at outfall. Outfall has been repaired. 10. Vickery Place Storm $1,466 Complete Drain (DSR #58485): High velocity flows caused a corrugated metal storm drain to fail at inlet and along flow line. FEMA will only reimburse for inlet damage because of the pre existing condition of the storm drain. The inlet has been repaired and the storm drain invert has been lined with concrete. 11. Wildwood Park Volley Ball Court (DSR #58441): Saratoga Creek jumped its bank and washed away the volleyball court sand. The volleyball court has been regraded and the sand has been replaced. Project Actual FEMA Status Cost Status/$ Complete $9,567 Approved/ $23,420 $14,377 Approved/ $1,466 $2,100 Complete $1,888 Approved/ $2,100 12. Quarry Creek Water Shed $180,678 Complete Approx. Approved/ Erosion (DSR #58476): $185,000 $180,678 The Quarry Creek Watershed sustained heavy damage during last year's storms. The repair work to the drainage system has two main components: 1) The City maintained system which conveys drainage through the buttressed area of Quarry Creek, and 2) The privately maintained and designed system which is part of the improvements for the two lot development behind lot 18 in the Mt. Eden Estates Subdivision and which diverts water via a closed system from the north- westerly tributary of Quarry Creek to the buttress system. The following is a brief description of the damage and repair each system has gone through over the past year: 1) The City maintained system was previously repaired in Disaster Declaration #1155. Although, the City received funding for this work, it only covered repair of the system to its pre- existing condition. During last winter's storm the system was damaged again. In Disaster Declaration #1203 FEMA approved funding for hazard mitigation which has allowed the City to improve the buttress system beyond its pre existing conditions. The damage sustained by the buttress system during last winter's storms occurred for two reasons. First, the private system, which diverts a large portion of the surface drainage into the buttress system via a closed system, failed. Secondly, the buttress system was not designed to allow the amount of surface storm water runoff it received. At this time, the damage repair and the hazard mitigation improvements to the buttress system are complete. The Public Works Department and Stevens Creek Quarry, the contractor which performed the work, are confident that the improvements made to the buttress system will continue to function independently of the private system should it fail again. 2) The privately maintained and designed system failed because 1) the system's two secondary overflow improvements were not in place at the time of the storms, 2) a debris flow plugged the system, and 3) the system was vandalized when someone plugged the inlet to the system with sacked rip rap. At this time, the repair and improvements to the private system are nearly complete by the developer of the two lot subdivision. With the main system, secondary systems, and debris racks in place, the private system will be built according to the design prepared by the engineer retained by the developer. According to the City Attorney, the City cannot be held liable for the failure of the private system even though the City has approved the design and is inspecting its construction. RECREATION DEPARTMENT: 1. Warner Hutton House Attic Conversion: According to the City Plan Check Engineer, the plans for the attic conversion should be complete by the end of October. Due to the age of the house, lack of original plans, and the unusual construction techniques used in the original building of the Warner Hutton House, the design process has been difficult and long. Once the plans are complete, staff will secure some informal cost estimates. After the cost is determined, sources for funding will be explored. 2. Civic Theatre lighting system renovations The construction contract for this work was awarded by the City Council this week. The work will begin and end in December. Page 12 Public hearings will start promptly at 8:00, when the Council will move from whatever item it is considering at that time to public hearings. Note: Devices to assist the hearing impaired are now available in the lobby. SARATOGA CITY COUNCIL TIME: Wednesday, October 21, 1998 7 :00 p.m. PLACE: Civic Theater, 13777 Fruitvale Ave. TYPE: Regular Meeting Closed Session pursuant to Government Code Section 54956.9: CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION Name of Case: San Francisco Baykeepers et al. vs. State Water Resources Control Bd., City of Saratoga et al. 7 :00 in Administration Conference Room, 13777 Fruitvale Avenue Mayor's Report on Closed Session. 7:30 Pledge of Allegiance 1. ROLL CALL 2. CEREMONIAL ITEMS A. Introduction of New Employees: Linda Burke, City Manager's Office B. Resolution commending Oliver Wright for Service as Interim Finance Director C. Resolution commending Charlene Low for Service on Finance Commission 3. REPORT OF CITY CLERK ON POSTING OF AGENDA Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on October 16. 4. COMMUNICATIONS FROM COMMISSIONS AND THE PUBLIC A. ORAL COMMUNICATIONS B. COMMUNICATIONS FROM COMnIISSIONS None. C. WRITTEN COMMUNICATIONS 1) Letter from City of Angels Camp requesting financial support for legal costs incurred in Fukuda v. City of Angels Camp 5. CONSENT CALENDAR AGENDA �7. City Council Agenda 2 October 21, 1998 These items will be acted upon in one motion for each section unless they are removed from the Consent Calendar for discussion by Councilmembers or any interested party. However, items in Section A have already been considered by the Council at a previous meeting where the public was invited to comment, after which the hearing was closed. Those items are not subject to public discussion at this meeting because the vote taken at the previous meeting was final. Resolutions concerning decisions made at previous meetings are for the purpose of memorializing the decision to assure the accuracy of the findings, the prior vote, and any conditions imposed. A. Previously Discussed Items None. B. New Items 1) Planning Commission Actions, 10/14 Note and file. 2) Memo Authorizing Publicity for Upcoming Hearings No new hearings scheduled for November 4. 3) Resolution authorizing City to submit an Application for a Grant from Office of Traffic Safety 4) Approval of Check Register 5) Award of Construction Contract for Annual Concrete Repair Project 6) Award of Construction Contract for Civic Theater Lighting System (report to be delivered next week) 7) Final Map Approval for Tract 9101 located at 13480 Saratoga Ave. (Owner: Fitzsimmons) 8) Quarterly Report on City's NPDES Activities Letter from Water Quality Control Board C. CLAIMS AGAINST THE CITY None. 6. PUBLIC HEARINGS 8:00 pm. A. Vessing Road Assessment District Protest hearing (continued from September 2) Recommended Action: Open hearing; continue to February 3, 1999. 4. A. Oral Communications (continued) and instructions to staff regarding actions on current oral communications 7. OLD BUSINESS None. 8. NEW BUSINESS A. Appointment of John Cherbone as Acting Director of Public Works City Council Agenda 3 October 21, 1998 9. ROUTINE MATTERS (Note: City Attorney will be excused at this point if no longer needed.) A. Approval of Minutes -10/7 10. CITY COUNCIL ITEMS A. Agenda items for next adjourned regular meeting (Note: The purpose of listing the items immediately following is not to discuss or take action on them, but simply to decide whether they are to be placed on the agenda for the meeting of October 27.) City Manager Evaluation Quarterly Program and Project Review Process for handling Written Communications B. Other 11. CITY MANAGER'S REPORT 12. ADJOURNMENT to next meeting at 6:00 p.m. on Tuesday, October 27, in Adult Care Center, 19655 Allendale Avenue. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact Peter Gonda at 408/868 -1221. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102- 35.104 ADA Title II]