HomeMy WebLinkAbout04-21-1998 City Council packetC. Community Environment:
AGENDA
SARATOGA CITY COUNCIL
TIME: Tuesday, April 21, 1998 5:00 p.m.
PLACE: Adult Care Center, 19655 Allendale Avenue
TYPE: Adjourned Regular Meeting /Quarterly Budget and Program
Review /Joint Meeting with Library Commission
5:00 p.m. Closed Session pursuant to Government Code Section 54956.9:
CONFERENCE WITH LEGAL COUNSEL- EXISTING LITIGATION
Names of cases: Warfel v. Saratoga; Bloxham v. Saratoga; San Francisco
Baykeepers v. Saratoga; San Francisco Baykeepers v. Water Resources
Control Bd. et al.; City of Saratoga v. West Valley Community College
and Closed Session pursuant to Government Code Section 54956.9(b):
CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION
Significant exposure to litigation in one case
Mayor's Report on Closed Session.
7 f(C
1. Roll Call
2. Report of City Clerk on Posting of Agenda
Pursuant to Government Code 54954.2, the agenda for this meeting was
properly posted on April 17. The notice of adjournment from the April
15 Council meeting was properly posted on April 16.
3. Oral Communications from the Public on Non- Agendised Items
4. Joint Meeting with Library Commission
A. Report on Activities of Library Space Consultant
B. Continuing Discussion of Internet Access to Minors
5. Recommendation from Parks and Recreation Commission concerning
Fees for Use of Congress Springs Park by Sports Leagues
6. Quarterly PrograiI' and Major Project Review
A. City Manager:
B. Administrative Services:
1) Reorganisation Issues
2) Council Policy Manual
1) Computer System Conversion
2) Hillside Road Repair Fund Reserve Requirement
3) Recreation Services Cost Recovery Analysis
City Council Agenda
1) Capital Projects Update
a. Quarry Creek Wetlands (Project 9109)
b. ADA Improvements (Project 9302)
c. Quito Road Bridges (Project 9111)
d. Underground Utility District
e. Arterial Sidewalks (Project 9501)
2) Park Development Projects
a. Heritage Orchard Improvements
b. Wildwood Park Restrooms
c. Playfields at School Sites
d. Warner Hutton House Improvements
e. Community Center Renovations
3) Zoning Ordinance amendments
4) Prides Crossing (Miller Ave.) Traffic Study RFP
5) ALTRANS Project update
6) CATV Services to Community Center
7) Hakone caretakers house rehabilitation
8) Infrastructure Report CIP Development
9) Downtown development roundtable
10) Circulation Element Update
11) Civic Theater Renovations
D. Recreation:
2 April 21, 1998
1) Friends of Warner Hutton House Non- Profit Organization
2) Recreation Director Salary Study and Job Description
Review r i s Iz c E n a e a, Q Q�
E. March Financial Reports and Third Quarter Financial
Highlights
F. FY98 -99 and 99 -00 Budget Development
7. Landscaping and Lighting District LLA -1 for 1998 -99
Resolution preliminarily approving Engineers Report and
Resolution of Intentionn 2
8. Self Evaluation of Previous Meeting
9. 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 Shaw
Joint Venture Silicon Valley Wolfe
KSAR Community Access TV Board Shaw
Library Joint Powers Agency Bogosian
N. Cent. Flood Cont. Zone Adv. Bd. Bogosian
City Council Agenda
Penin. Div., League of Cal. Cities Wolfe
Santa Clara Valley Water Commission Jacobs
Santa Clara County Cities Assn./ Wolfe /Moran
City Selection Committee
SASCC Liaison Shaw
Saratoga Business Dev. Council Wolfe
School Liaison Jacobs
Sister City Liaison Shaw
Solid Waste JPA Moran
Valley Transportation Authority Wolfe
Valley Transportation Authority PAC Shaw
West Valley Sanitation District Moran
10. Citizens Recognition
11. Other
12. Adjournment- iQ /CVJ
I
3 April 21, 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]
/j
SANTA CLARA
C O U N T Y
To: Larry Perlin
From: Dolly Barnes
Regarding: Consultant
Date: 4/16/98
Betsy Corey let me know that some of the Council are interested in more information about
the Consultant. We would be most pleased to have them meet him while he is here
Monday or Tuesday. Council members can call me at 867 -6128.
We have made copies of the lists from the brainstorming sessions (attached), and Marcia
planned to pass them out at the Council Meeting. If you want the copies in advance, just
give me a call.
Larry, if you want to stop by, just let me know what is convenient for you. Thanks!
cc: Betsy Corey
7H
SARATOGA COMMUNITY LIBRARY
13650 Saratoga Avenue
Saratoga: California 95070 -5099
(408) 867-6127 (408) 867 -9806 FAX
Member, Santa Clara County Library District
Santa Clara County Library operates under a Porters Authority and serves the conrnrnnities of Alum Rock Campbell Cupertino
Gilrot Los .Altos Los .Altos Hills .Milpitas .Monte Screw) Morgan Hill Saratoga and the unincorporated areas of the Colour.
4 -15 -1998 4 51 PM FROM SARATOGA LIBRARY 406 66/ s c)
02/13/1998 08:56 6129209092 ROHLF PAGE 01
FM: BOB ROHLF
Date: February 12. 1998 page 1 of
TO: Julie Farnsworth
Deputy County Librarian
Santa Clara County
Via Fax 408 287 9826
C ALti�� 1
PROFESSIONAL LIBRARY CONSULTANTS
FAX TRANSMISSION
Voice 612- 921 9401
Fax 612- 921- 9402
E -mail plcbob @bitstream.net
RE: Saratoga Community Library- Space Utilization Study
1 apologize for the delay in sending this confirmation of our telephone conversation on
February 9, but I was laid low by the flu and am Just now trying to recover. As
discussed on the telephone, I am prepared to provide consulting services for the
Saratoga Community Ubrary as follows:
1. Review present library building plans library activities and community factors
affecting library services. I would anticipate receiving library building plans they need
not be full architectural drawings) and library activity data at least one week prior to the
first on site visit.
2. Visit Saratoga and inspect the library building. meet with the library staff, meet with
the library committee and meet with appropriate county library staff for evaluation of
the present space use.
3. While on site analyze library operations and services as performed within the
building. Study possible relocation and rearrangement of such services within the
building with a view to achieving greater efficiency of service. improving sight lines,
and improving traffic flow. I would review these studies with the library staff and
committee.
4. Prepare a written report either confirming the appropriate present use of space or
recommending possible relocation or rearrangement of services and collections to
provide more effective use of space or more effective delivery of service.
r.
A -15 -1998 4:51PM FROM SARATOGA LIBRARY 408 667 9808
02/13/1998 08:56 6129209092
page 2 Saratoga proposal fax February 13, 1998
RO LF PAGE 02
S. Following the submission of the report I would make another on site visit to review
the recommendations and address any concerns raised by the report. Any errors or
Misinterpretations of fact discovered in the report would be corrected. This visit might
be omitted at your choice if the report review can be satisfactorily completed by
telephone. fax, etc.
The first on site visit would occur no later than the first full week of April and assuming
appropriate response time the final report would be submitted no later than Friday May
1.
The costs for this space analysis and report would be billed as follows:
Hourly daily rate $90.00 $720.00
Maximum of 44 hours $3,960.00
Travel expenses as incurred. Receipts for items over
$25.00. With two visits not to exceed 1.100.00
As proposed, total not to exceed $5,000.00
r
Saratoga Community Library
Brainstorming About Space Needs
During January 1998 threee brainstorming sessions were held at the request of the Library
Commission about the need for additional space at the Saratoga Community Library. The
ideas elicited at each session are attached.
1. Commission
2. Friends
3. Staff
Overcrowding
A Staff Workroom
A Materials Processing
A Storage
A Circulation
C Patron Seating
B Collection
C Program Area (e.g. Children)
B Inappropriate Space Utilization
Noise
B "Day Care" Perception
B Lack of Quiet Study Area
B Lack of Group Study Area
Safety Concerns
C Aisle Space
A Egress (Esp. Staff Area)
C Disabled Access
A filler
B =Hurt
C Tickle
Existing Problems
Note 1: Compliance /Cost Implications of "Small" Addition
Other
City Budget Lighting
C Parking
Note 2: Technology Growth/Needs (e.g. Wiring)
Note 3: Venting /Circulating Systems Aging (HVAC)
(4/Y1jfi( 55101\1 1
Recommendations
Ernie Kraule requested to perform safety audit (Tabled to Next Meeting)
Lighting Consultant
Library Space Consultant
"Inside the Shell" Space Utilization
Alternatives for "Minor" Structural Expansion
nmrni 55/oil
January 8, 1998
Ms. Marcia Manzo, Chair
Saratoga Library Commission
20471 Walnut Ave.
Saratoga, CA 95070
Dear Marcia:
At your request, the board of the Friends held a special meeting on January 7 to
identify and assess our concerns with the overcrowded conditions of the library.
I know that the Library Commission is well aware of the problems which we are
listing in the attachment to this letter. We prioritized as #1 and #2 those which
we believe have the greatest adverse impact on customer service.
Thank you for this opportunity to participate in the discussion. We felt that our
meeting was productive and helped to focus our thinking on the immediate
needs. We hope that the recommendations and possible solutions we are
submitting will be of some help to the Commission.
Fran Kresek was not able to attend the special meeting and she put in writing
her thoughts on proceeding with the efforts to educate the residents on the need
for expansion. I am enclosing her note for your information also.
Sincerely,
Carolyn King,-President
Friends of the Saratoga Libraries
L-- Irene Jacobs, Library Commission Staff
Friends of the Saratoga Libraries
P.O. Box 2642 Saratoga, California 95070
r/�1C -nI D S
January 7, 1996
RECOMMENDATIONS
1. Obtain library expert for space analysis
2. Obtain engineering analysis to determine what is feasible
PROBLEMS
Priorities
1. Noise in public areas/lack of quiet areas
2. Work space
a. checkin/checkout area
b. materials processing (new, periodicals, receiving)
c. unsafe conditions for staff
Additional not in order of priority
Shelving
a. height
b. total space
Front door location
Space/locations for computers /other technology
Lack of storage
temporary/permanent, e.g. tax forms /magazines /carts
Lack of adequate room for program
children's' programs, etc.
Fe-1 DS -2-
POSSIBLE SOLUTIONS
Determine most cost effective expansion using experts; make engineering study
for affordable expansion /reorganization of existing space
Create space:
a. Ends of building where roof extends: needs foundations, etc.,
b. Second floor in core: for community room, offices, storage, need
elevator /stairs
Take portion of community room to make processing workspace, and /or use
portion of community room for magazines
Add greenhouse room off juvenile area for programs, activities /study space/
storage
Add Butler type (low cost/factory built/pre -fab) abutted to end of building
Look at reorganizing space in front section in- and outside gate
FR,t y\l DS 3
Fran Krezek on Library Expansion. Education is the key. A large city-wide education campaign
involving a coalition of many different groups. Locate one person, or a small steering committee,
to head this campaign. Head person NOT FSL or Commission or Foundation. Coalition to start
work asap. Coalition will decide what thrust to take and will create a timetable. Focus groups,
massive newspaper coverage, tours of library. Who can create a paper mache library with
expansion to have in the library foyer? I think this very important.
Possible coalition members: Saratoga News, FSL, Home School groups, PTAs, AAUW,
Chamber of Commerce, Rotary, City, others? You can't have too many. One entity should decide
the guidelines and general timeline for this coalition. FSL and Commission?
Saratoga Library Staff
Brainstorming about space problems
January 12, 1998
Many staff attended a special meeting on January 12th to discuss library space needs. First
a brainstorming mode was used to list space problems and some possible solutions. All
suggestionsfrom small and specific to large and whimsical were listed. See "Space
Problems specifics" and "Space Solutions" below. The discussion was summed up with
a priority listing of "Problem Categories" which the group arrived at by concensus. Staff
recommended that perhaps a library space specialist could make some recommendations
about rearrangement of functions to optimize existing space.
Space problems by category
Top concern: Workroom space
Second priority: Group Study space
Collection space
Patron space
Traffic flow/better layout
Third priority: Storage space
Staff conference space
Break room
Program space
Brainstorming: Space Problems specifics (not in priority order)
1. "Shelving" backlog: not enough carts
2. Congestion in front of circulation desk
3. Too much material for space
4. Place for kids' backpacks, etc.
5. Workroom too crowded: storage inadequate, lack of storage for materials
6. Lack of storage for items not currently being worked on
7. Staff restroom facilities inadequate
8. Workroom shelves in bad order: too many sharing a desk
9. Shipment area clogged: overflows into other areas
10. Inadequate space for janitorial supplies
11. Group study area needed
12. No place to store staff volunteer personal items
13. Staff room too crowded
14. Staff size inadequate
15. Not enough public access computers
16. Not enough patron seating
17. Not enough staff terminals
18. Not enough space for collection
19. Self checkout machines malfunctioning
20. Storage area in Children's Room inadequate
21. Noise in work and public areas
22. Workflow problems develop from lack of space
Brainstorming: Some Solutions (not in priority order)
1. Shelves for overflow (returns) which patrons could access until shelved
2. Move checkout desk (too much congestion where it currently is located)
3. Bigger workroom
4. Bigger staff restroom
5. Move workroom into jp area
6. Staff work holiday to make library more tidy, in order.
7. Move shipment table closer to door
8. Use Community room for staff area: move bookdrop closer to sorting area, move
checkout closer to community room
9. Move entrance from parking lot into j room
10. City provide community room
11. Expand into patio: conservatory
12. Glassed -in study for teens
13. Express checkout
14. Lockers in coat closet; hooks for coats
15. Temporary buildings
16. Change security system
17. Station for training public: self tutor system
18. Extension built from J for more tables
19. Lobby: kiosk for information; get rid of magazine giveaway
20. Expand staff restroom; share with community room—current staff restroom becomes
workstation
21. Build a loft
22. Enclose where there is a roof line near quiet area, between staff community rooms,
etc.
23. Partition community room
24. Add shelving above in unused vertical spaces for storage
STA rA
EXECUTIVE SUMMARY NO. AGENDA ITEM
MEETING DATE: April 21, 1998 CITY MANAGER:
ORIGINATING DEPT.: City Manager
SUBJECT: Recommendation from the Parks and Recreation Commission on fee structure
changes for the use of Congress Springs Park by sports leagues
RECOMMENDED MOTION(S):
SARATOGA CITY COUNCIL
r r
I
Prepared By:-
it
Enact a $12 per participant user fee in place of the current flat rate fee of $1,500 per season
for the use of Congress Springs Park by organized sports leagues. Further negotiations on
this issue should be held with the project manager retained by the City to establish joint
use agreements with sports leagues, schools and school districts for the maintenance of
athletic fields scheduled to be built with Park Development Funds.
REPORT SUMMARY:
Recent History
In December of 1997, City staff commenced negotiations with Saratoga Little League and
American Youth Soccer Organization (AYSO) to renew their Use Agreements for Congress
Springs Park which expire in March and May of this year respectively. The current agreements
charge each organization a flat rate of $1,500 for the exclusive use of Congress Springs Park
during their respective seasons; for Little League, February through July, and for AYSO, August
through November. In light of recent budget problems and subsequent fee increases that have
been enacted by the City across the board, staff had proposed an increase to the flat rate that both
Little League and AYSO have been paying in an attempt to recover a greater share of the costs
related to the maintenance of the sports fields at Congress Springs Park.
Staff did reach a tentative agreement with Little League to pay a $12 per player fee the first year
increasing to $15 for the next two years. At the time when this agreement had been reached, 400
participants had already signed up during pre- registration. In return for the increase in fees, the
City had agreed to make some improvements requested by Little League to Congress Springs
Park utilizing Park Development Funds. Although Little League had verbally agreed to the
increase in fees, they did not want to commit to a contract until the City had completed its
negotiations with AYSO in order to ensure that Little League would be charged the same rate as
other sports leagues.
Staff was unable to reach a similar agreement with AYSO. Instead, AYSO offered to contribute
an additional $1,500 for their upcoming fall season pending board approval.
Parks and Recreation Commission review
The issue was next addressed by the Parks and Recreation Commission which agendized this item
at their April 13 meeting inviting all sports leagues which contract with the City for the use of
Congress Springs Park to attend the meeting. The Commission explained to the sports leagues
that they were very supportive of their programs as demonstrated by their commitment to create
additional with the use of the Park Development Funds. The Commission is in the process of
retaining the services of a project manager to negotiate joint -use agreements for the use of new
athletic fields.) Although the Commission understood the concerns of AYSO and Little League,
they explained the challenge the City faces of maintaining its current inventory of parks while at
the same time committing to build new park and recreation facilities which will increase the City's
maintenance costs. The Commission further explained that the community needed to work with
the City to arrive at a plan that will provide the best possible facilities for all while ensuring that
new as well as existing facilities will be adequately maintained. Therefore the Commission's
recommendation to Council is:
"Charge user groups a $12 per participant fee for the use of Congress Springs Park for their
upcoming seasons until further contract arrangements can be worked out with the project
manager retained by the City to establish joint -use agreements with sports leagues and school
districts for the maintenance of new fields that are scheduled to be created or renovated with
Park Development funds. "(April 13, 1998)
Council Meeting (April 15, 1998)
At the April 15 Council Meeting, Larry Fine, Regional Commissioner of AYSO Region 27,
addressed the City Council under Oral Communications and expressed his concerns related to the
increase in fees as stated in his letter (attached). Council directed staff to include Mr. Fine's letter
with this report and to address the comments that Mr. Fine had made in his letter.
"Plus, Saratoga Little League has the exclusive use of the field for a longer period than
AYSO, yet AYSO would be paying three times what Little League pays."
Currently, both Little League and AYSO pay a flat rate of $1,500 per year for their respective
seasons. The most recent figures shared with City staff shows that Little League has
approximately 400 registered participants versus the 1,200 participants registered with AYSO.
Under the current scenario Little League is being charged approximately $3.75 per participant for
use of the park while AYSO is being charged approximately $1.25 per participant. Under the
proposed scenario, AYSO would pay three times as much as Little League since AYSO has three
times as many participants who create three times as much "wear and tear" on the park. This issue
was discussed by the Parks and Recreation Commission and they felt that the only fair thing to do
was to charge all user groups the same rate for use of the park.
"The Cost to the City for the Sports Activities at Congress Springs Park is virtually
nothing. If youth sports were to leave Congress Springs Park, the City would have the
same cost of maintaining the park as it does now."
The most recent detailed study which examined the cost to maintain Congress Springs Park was
prepared by the City in 1994. Due to the short turn around time required to compile this report,
staff will be referencing figures from that report computed by Bob Rizzo, the former Parks
Superintendent.
In 1994, the City estimated that it cost $63,550 annually to maintain Congress Springs Park.
There are 9.97 acres at Congress Springs Park so it costs the City approximately $6,373 per acre
to maintain. Under the current fee structure for use of the park, more than $60,000, or
approximately 95% of the maintenance costs, are being absorbed by the City without factoring in
inflation and increased costs in personnel, operations and materials over the past four years.
Under the existing fee structure with both Little League and AYSO paying a flat fee of $1,500
each, they together contribute less than 5% of the costs to maintain Congress Springs Park.
Under the proposed fee structure, with both Little League and AYSO being charged $12 per
participant, together their contribution would account for approximately 30% of the costs to
maintain Congress Springs Park with Little League contributing roughly 7.5% of the costs for its
400 participants, and AYSO 22.5% of the costs for its 1,200 participants.
Although it is true that there would still be costs incurred by the City to maintain Congress
Springs Park even if neither sports leagues utilized the playfields, it is inaccurate to assume that
the City's costs would be the*same. Congress Springs Park is heavily used by both AYSO and
Little League. If neither sports league used the park, the "wear and tear" would not be as
significant as it currently is and therefore would not require as much maintenance on the City's
part. Over the past five years, the number of man hours devoted to the maintenance of the park
has steadily increased from 900 per year to 1,123 per year, and yet the condition of the park is
routinely criticized.
Many of the problems related to the current condition of the fields are directly related to the fact
that it is difficult for maintenance staff to care for Congress Springs Park since it is so heavily
used. The fields are only unused from early December to early February and have little time to
recover from the constant heavy usage.
"Saratoga AYSO has approximately twelve hundred players each year, unfortunately we
had to turn down approximately two hundred children last year for the lack of space.
What is the alternative
As discussed at the Council joint meeting with the Parks and Recreation Commission on March
24, a good portion of the Park Development Fund will be used to address the needs of sports
leagues, like AYSO, to construct and renovate baseball and soccer fields at school sites. If an
agreement cannot be reached between the City, school districts and sports leagues concerning the
ongoing maintenance of existing and new fields, then these new fields should not be built since the
City will not have sufficient resources to maintain these fields alone.
The maintenance of fields like Congress Springs Park is currently being funded in large part by the
interest accruing in the Park Development Fund. As the fund is depleted, so will the funding for
the maintenance of these fields.
Council and staff have been mandated the unpleasant task of cutting funding for popular
community programs and charging the public more to participate in community activities in an
attempt to recover program costs that can no longer be solely supported by the City. The
increased fee proposed by staff and recommended by the Parks and Recreation Commission is an
attempt to do just this.
FISCAL IMPACTS:
If fees are not increased and the current flat rate of $1,500 is charged to both Little League and
AYSO, the City will pay for approximately 95% of the costs associated with maintaining
Congress Springs Park and the Sports Leagues will pay for less than 5 If the new proposed fee
structure is adopted, then AYSO and Little League together will contribute approximately 30% of
the costs to maintain Congress Springs Park.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
None
CONSEQUENCES NOT ACTING ON RECOMMENDED MOTION(S):
Depends on Council's action.
FOLLOW UP ACTIONS:
In either scenario, staff will follow -up with Little League, AYSO and any other sports leagues
requesting use of City parks in order to negotiate an agreement for future the use and
maintenance of City parks and new facilities created through the Park Development fund.
ATTACHMENTS:
1. Memo to Larry Perlin from Joan Pisani regarding the status of negotiations with Little League
and AYSO dated March 5, 1998.
2. Most recent contract between the City of Saratoga and AYSO for the exclusive use of
Congress Springs Park
3. Most recent contract between the City of Saratoga and Little League for the exclusive use of
Congress Springs Park.
4. Letter addressed to Larry Fine from Larry Perlin dated April 1, 1998 regarding the upcoming
Parks and Recreation Commission Meeting and the Adjourned Council Meeting of April 21,
1998
5. Larry Fine's letter read to the Council under Oral Communications at the Regular Council
Meeting of April 15, 1998
TO: Larry Perlin
FROM: Joan Pisani
SUBJECT: Lease Agreements With Congress Springs Park User Groups
DATE: March 5, 1998
Per our conversation, I want to give you an update on negotiations with Saratoga youth sports
organizations for use of Congress Springs Park. Listed below is the information regarding each group.
SARATOGA LITTLE LEAGUE
The city agreement with Little League expires on May 6, 1998. I first met with their representatives on
December 17, 1997 and was hoping to complete the agreement with them before the start of their 1998
baseball season At this meeting I was informed that their pre- registration was complete and there were
400 boys signed up to play ball. After a few meetings with their board it was decided. and agreed upon
that Little League would pay $12 per participant the first year and then $15 per person for the next two
years. This would be a substantial increase over the $1500 per year they currently paying but in return
the city agreed to make some improvements at Congress Springs Park utilizing Park Development funds.
This was agreeable to the Parks and Recreation Commission because improvement to existing city parks is
part of the projects approved by the council after the community workshop in June, 1995. One stipulation
the Little League Board had was they do not want to sign a contract until the city completes the
negotiations with AYSO. They want to make sure the participant fee formula for AYSO is similar to
what they agreed to pay.
SARATOGA AMERICAN YOUTH SOCCER ORGANIZATION
The city agreement with AYSO expires on March 5, 1998. I met with their representatives on February
11 to negotiate their agreement. They were not happy that we wanted to use the same fee structure that
we worked out with Little League because there are approximately 1200 children participating in soccer.
They informed me that they paid $1500 in November, 1997 for their fall 1998 season. They felt that
maybe they could give us another $1500 for the season but they would need board approval to do so.
They said their fees have already been set for next season, although I have checked with friends whose
children participate in this program and signups have not begun, nor have fees been advertised to their
participants. The AYSO representatives felt they wanted to discuss this issue directly with the Council.
SARATOGA PONY LEAGUE
In my dealings with Little League I found out that Saratoga Pony League also utilizes Congress Springs
Park. They work with Little League to schedule their games, but they have their own separate league and
board. The city needs to work with this organization and secure a contract and collect fees. By not
having a contract with them the city is not being indemnified, nor do we know if they have the same level
of insurance that we require other organized youth groups. The president of the Pony League is Ron
Mosley and his phone number is 741 -5863.
RECOMMENDATION
My recommendation is that the Parks and Recreation Commission review the fee schedule for use of
Congress Springs Park. The Commission could meet with all Saratoga youth sports organizations and
make a decision on the assessment each should pay for use of this city park You will need to check with
Irene, but I think this issue could be on the agenda for the next regular meeting in April. If you have any
questions, feel. free to contact me.
Attachments: AYSO and Little League Contracts
TEIB AGREEMENT, py and between TEE CITY OF
SARATOGA, a municipal corporat 'City and IOAA- LETTLLE.
G, oglw "Little League is made with reference to
A. City is the owner of a public park located on Glen Brae
Drive known as Congress Springs Park "the Park in which City
has constructed facilities, including ballfields, a snack shack and
parking areas.
B. Little League has regularly utilized the Park for the
conduct of games and practices during its season and desires to
continue such use.
AGREEMENT CONCERNING UBE
OF CONGRESS SPRINGS PRE
C. Little League has constructed a building at the northwest
corner of the Park which is used by Little League for storage
purposes "the Storage Building
D. Little League and American Youth Soccer Organization
Region 27 "AYSO jointly own certain equipment .installed within
the snack shack.
E. City and Little League desire to execute this Agreement
to establish their respective rights and obligations concerning the
use and maintenance of the Park.
NON, TEEREFORE, TEE PARTIES HERETO AGREE AS FOLLOWS:
1. Times of use. Annually, Little League shall inform City
as to the approximate starting and ending dates of its baseball
season. Such notice shall be furnished to City at least thirty
(30) days prior to the commencement of the season. Little League
shall be entitled to the exclusive use of the ballfields and snack
shack seven days per week during the conduct of its games and
practices. At all other times, the snack shack shall be closed but
the ballfields shall remain open for use by the general public and
organized activities as authorized by City.
2. Responsibilities of City. City shall be responsible for
the following:
(a) Preparation of the turf outfields at the beginning
of each season including over seeding, fertilizing,
and application of pesticide to control weeds in the
infield areas. Thereafter general maintenance of
the turf outfields including mowing, irrigation and
maintenance of the irrigation system. Little League
-1-
(a)
(b)
shall make arrangements with City for a preseason
inspection of the ballfields, at which time Little
League shall advise the City of any objections to
the condition thereof.
(b) Providing utility services for the snack shack.
(c) Removal of trash from the trash containers in the
Park.
(d) Maintenance of the restrooms within the snack shack
and the exterior of the building.
(e) Maintenance and changing of locks on the snack shack
doors.
(f) Installation and removal of home plate.
(g) Field markings.
3. Responsibilities of Little League. Little League shall
be responsible for the following:
Maintenance of the exterior /interior of the block
house (field 8), interior of the snack shack and
repair of the equipment within the snack shack owned
by Little League and AYSO, together with general
custodial care of the snack shack interior and
general clean -up of the restrooms and storage room
within the snack shack building.
Maintenance and repair of any item or piece of
equipment directly related to use and maintenance of
the Park by Little League, including outfield
fences and new minor league temporary backstop and
fencing. (field D)
(c) Clean up litter and debris after each game or
practice and deposit of all garbage in the trash
containers.
(d) Maintenance of all three infields (turf and skin
infields)
(e) Maintenance of the three electronic scoreboards.
(f) Damage or injury resulting directly or indirectly
from baseballs exiting the park onto Highway 85,
during Little League practices or games.
-2-
4. Rental charge. In consideration for the additional
maintenance and other services provided by City, as hereinabove
described, and for the exclusive use of the Park, Little League
shall pay a rental charge to City in the amount of for
each season during the term of this Agreement. Such rental charge
shall be due and payable on May 1st.
5. Indemnification of City. Little League agrees to
indemnify, defend and hold City, its officers, officials,
employees, volunteers, boards and commissions free and harmless
from and against any and all claims, demands, causes of action,
damages, liabilities, costs or expenses (including the expense of
attorney's fees for defending any action brought against City or
any of its officers, officials, employees, volunteers, boards or
commissions), arising out of or in any manner relating to the use
and maintenance of the Park by Little League, or from the
performance by Little League of its obligations under this
agreement.
6. Insurance Requirements. Little League shall procure and
maintain for the duration of the Agreement "occurrence coverage"
insurance against claims for injuries to persons or damages to
property which may arise from or in connection with Little League's
use and maintenance of the park, ballfields and snack shack, and
the performance of the obligations hereunder by Little League, its
agents, representatives or employees.
(a) Minimum Limits of Insurance. Little League shall
maintain limits no less than:
1. General Liability: $1,000,000 combined single limit
per occurrence for bodily injury, personal injury
and property damage.
2. Workers' Compensation and Employers Liability:
Workers' Compensation limits as required by the
Labor Code of the State of California and Employers
Liability limits of $1,000,000 per accident.
(b) Other Insurance Provisions. The policies are to contain,
or be endorsed to contain, the following provisions:
1. General Liability Coverage.
a. The City, its officers, officials, employees
and volunteers are to be covered as insured as
respects: liability arising out of activities
performed by or on behalf of Little League.
The coverage shall contain no special
limitations on the scope of the protection
afforded to the City, its officers, officials,
employees or volunteers.
b. Little League's insurance coverage shall be
primary insurance as respects the City, its
officers, officials, employees and volunteers.
Any insurance or self insurance maintained by
the City, its officers, officials, employees
or volunteers shall be excess of Little
League's insurance and shall not contribute
with it.
c. Any failure to comply with reporting
provisions of the policies shall not affect
coverage provided to the City, its officers,
officials, employees or volunteers.
d. Little League's insurance shall apply
separately to each insured against whom claim
is made or suit is brought, except with
respect to the limits of the insurer's
liability.
2. Workers' Compensation and Employers Liability
Coverage.
3. All Coverages.
Each insurance policy required by this clause shall
be endorsed to state that coverage shall not be
suspended, voided, cancelled by either party,
reduced in coverage or in limits except after
thirty (30) days' prior written notice by certified
mail, return receipt requested, has been given to
the City.
(c) Acceptability of Insurers. Insurance is to be placed
with insurers with a Bests' rating of no less than
A:VI/.
(d) Verification of Coveraae. Little League shall furnish
City with certificates of insurance and with original
endorsements effecting coverage required by this clause.
The certificates and endorsements for each insurance
policy are to be signed by a person authorized by that
insurer to bind coverage on its behalf. The certificates
and endorsements are to be received and approved by the
City before Little League may make use of the park,
ballfields or snack shack. The City reserves the right
to require complete, certified copies of all required
insurance policies, at any time.
7. Term of Agreement. This Agreement shall become effective upon
execution b y the parties and s ,l_ termip4ta on May 6. ,2998
Little League may cancel this Agreement by giving written Tlbtice to
City not less than sixty (60) days prior to the commencement of its
season. City may cancel this Agreement by giving written notice to
Little League not-less than one hundred twenty (120) days prior to
the date on which the annual rental charge specified in Paragraph
4 would otherwise be due and payable. Provided, however, if City
determines Little League is violating any of the terms of this
Agreement or in anyway engaging in activities that City determines
are or may be harmful or hazardous to persons or property, City may
at its sole discretion cancel this Agreement if after the giving of
written notice to Little League to correct the violation, within
thirty (30) days, Little League has not made the necessary
correction.
8. Successors and assigns. This Agreement shall inure to
the benefit of and shall be binding upon the successors of the
parties hereto by merger, consolidation, incorporation of an
existing unincorporated association or the formation of additional
branches, divisions or regions, but otherwise this Agreement is
neither transferable nor assignable.
9. Cancellation of prior agreement. This Agreement
supersedes and cancels the prior agreement executed between City,
Little League and other parties dated July 1, 1992 and the same is
hereby declared to be of no further force or effect.
IN WITNESS wBBBEOF, the parties have executed this Agreement
the day and year first above written.
jw
C SARA
By
THE CITY OP BARATOGA, a
rporation
By
Attest
-5-
City Clerk
LITTLE LEAGIIE BASEBALL, INC.
Pres dent
AGREEMENT CONCERNING USE
OF CONGRESS BPRINGB PARK
TBIB AGREEMENT, dated t:, #95, by and between TEE CITY
OF BARATOGA, a municipal cotpotation "City and Al iicam uu TS
aTOitrk- REGION 27 "AYSO is made with reference to
tlie 011owing facts:
A. City is the owner of a public park located on Glen Brae
Drive known as Congress Springs Park "the Park in which City
has constructed facilities, including multi -use fields, a snack
shack and parking areas.
B.
games and
use:
C.
League
AYSO has regularly utilized the Park for the conduct of
practices during its season and desires to continue such
AYSO and Saratoga Little League Baseball, Inc. "Little
jointly own equipment installed within the snack shack.
D. City and AYSO desire to execute this Agreement to
establish their respective rights and obligations concerning the
use and maintenance of the Park.
NOW, THEREFORE, TEE PARTIES HERETO AGREE AS FOLLOWS:
1. Times of use.. Annually, AYSO shall inform City as to the
approximate starting and ending dates of its soccer season. Such
notice shall be furnished to City at least thirty (30) days prior
to the commencement of the season. AYSO shall be entitled to the
exclusive use of the turf fields and snack shack seven days per
week during the conduct of its games and practices. At all other
times, the snack shack shall be closed but the turf fields shall
remain open for use by the general public and organized activities
as authorized by City.
2. Responsibilities of City. City shall be responsible for
the following:
(a) Preparation of the turf fields at the beginning of
each season which includes overseeding and
fertilization. Thereafter general maintenance of
the turf fields including mowing, irrigation and
maintenance of the irrigation system. AYSO shall
make arrangements with City for a preseason
inspection of the turf fields, at which time AYSO
shall advise the City of any objections to the
condition thereof.
(b) Providing utility services for the snack shack.
(c) Removal of trash from the trash containers in the
Park.
(d) Maintenance of the restrooms within the snack shack
and the exterior of the building.
(e)
Maintenance and changing of locks on the snack shack
doors.
(f) Installation and removal of goal posts.
(g) Field markings. The City will provide to AYSO use
of athletic field power painting machine.
3. Responsibilities of AYSO. AYSO shall be responsible for
the following:
(a) Maintenance of the interior of the snack shack and
repair of the equipment within the snack shack owned
by Little league and AYSO, together with general
custodial care of the snack shack interior and
General clean -up of the restrooms and ctorac room
within the snack shack building.
(b) Clean up of litter and debris after each game or
practice and deposit of all garbage in the trash
containers.
(c) Clean up litter and debris after each game or
practice and deposit all garbage in the trash
containers.
(d) Damage or injury resulting directly or indirectly
from soccer balls exiting the park onto Highway 85,
during AYSO practice or games, by AYSO participants,
parents, or volunteers.
(e) All soccer field lines and markings are to be
painted with approved athletic field marking paint
on all soccer fields by AYSO or their representive.
AYSO will not be allowed to use chemicals or any
oils to burn in any lines or markings in the turf
grass fields.
4. Rectal charge. in consideration for the additional
maintenance and other services provided by City, as hereinabove
described, and for the exclusive use of the Park, AYSO shall pay a
rental charge to City in the amount of $1,500.00 for each season
during the term of this Agreement. Such rental charge shall be due
and payable on December 1st.
5. Indemnification of City. AYSO agrees to indemnify,
defend and hold City, its officers, officials, employees,
volunteers, boards and commissions free and harmless from and
against any .and all claims, demands, causes of action, damages,
liabilities, costs or expenses (including the expense of attorney's
fees for defending any action brought against City or any of its
officers, officials, employees, volunteers, boards or commissions)
arising out of or in any manner relating to the use and maintenance
of the Park by AYSO, or from the performance by AYSO of its
obligations under this agreement.
2
6. Insurance Requirements. AYSO shall procure and maintain
for the duration of the Agreement "occurrence coverage" insurance
against claims for injuries to persons or damages to property which
may arise from or in connection with AYSO's use and maintenance of
the park, turf fields and snack shack, and the performance of the
obligations hereunder by AYSO, its agents, representatives or
employees.
(a) Minimum Limits of Insurance AYSO shall maintain limits
no less than:
1. General Liability: $1,000,000 combined single limit
per occurrence for bodily injury, personal injury
and property damage.
2. Worker's Compensation and Employers Liability:
Worker's CcapensaLion limits as required by the
Labor Code of the State of California and Employers
Liability limits of $1,000,000 per accident, if
applicable.
(b)
Other Insurance Provisions. The policies are to contain,
or be endorsed to contain, the following provisions:
1. General Liability Coverage.
a. The City, its officers, officials, employees
and volunteers are to be covered as insured as
respects: liability arising out of activities
performed by or on behalf of AYSO. The
coverage shall contain no special limitations
on the scope of the protection afforded to the
City, its officers, officials, employees or
volunteers.
b. AYSO's insurance coverage shall be primary
insurance as respects the City, its officers,
officials, employees and volunteers. Any
insurance or self insurance maintained by the
City, its officers, officials, employees or
volunteers shall be excess of AYSO's insurance
and shall not contribute with it.
c. Any failure to comply with reporting
provisions of the policies shall not affect
coverage provided to the City, its officers,
officials, employees or volunteers.
d. AYSO's insurance shall apply separately to each
insured against whom claim is made or suit is
brought, except with respect to the limits of
the insurer's liability.
2. Workers' Compensation and Employers Liability
Coverage, if applicable.
3. All Coverages.
Each insurance policy required by this clause shall
be endorsed to state that coverage shall not be
suspended, voided, cancelled by either party,
reduced in coverage or in limits except after
thirty (3 0) days prior written notice by certified
mail, return receipt requested, has been given to
the City.
(c) Acceptability of Insurers. Insurance is to be placed
with insurers with a Bests' rating of no less than A:VII.
(d) v r fir ,ti :m of Coveraas. AYSO shall fur.ish City with
certificates of insurance and with original endorsements
effecting coverage required by this clause. The
certificates and endorsements for each insurance policy
are to be signed by a person authorized by that insurer
to bind coverage on its behalf. The certificates and
endorsements are to be received and approved by the City
before AYSO may make use of the park, fields or snack
shack. The City reserves the right to require complete,
certified copies of all required insurance policies, at
any time.
7. Term of Agreement. This Agreement shall become effective
upon execution by the parties and shall. teaminate on March 6,
222$. AYSO may cancel this Agreement giving written notice to
City At less than sixty (60) days prior to the commencement of its
season. City may cancel this Agreement by giving written notice to
AYSO not less than one hundred twenty (120) days prior to the date
on which the annual rental charge specified in Paragraph 4 would
otherwise be due and payable. Provided, however, if City
determines AYSO is violating any of the terms of this Agreement or
in any way engaging in activities that City determines are or may
be harmful or hazardous to persons or property, City may at its
sole discretion cancel this Agreement if after the giving of
written notice to AYSO to correct the violation, within thirty (30)
days, AYSO has not made the necessary correction.
a. Successors and assigns. This Agreement shall inure to
the benefit of and shall be binding upon the successors of the
parties hereto by merger, consolidation, incorporation of an
existing unincorporated association or the formation of additional
branches, divisions or regions, but otherwise this Agreement is
neither transferable nor assignable.
9• Cancellation of prior agreement. This Agreement
supersedes and cancels the prior agreement executed between City,
AYSO and other parties dated May 6, 1992, and the same is hereby
declared to be of no further force or effect.
4
jw
IN WITNESS WHEREOF, the parties have executed this Agreement
the day and year first above written.
5
THE CITY OF OGA, a
muni pal c• tion
y Manager
ik ed-ce- Attest d
City Clerk
AMERICAN YOUTH SOCCER
Printed on recycled paper
April 1, 1998
Larry Fine, President
AYSO Region 27
14075 Saratoga Avenue
Saratoga, CA 95070
r Og ri E
13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 868 1200
COUNCIL MEMBERS:
Stan B000s,a-
Pau; E. Jacons
Moran
Jnr. Snat
Dona Wolfe
Subject: Renewal of Use Agreement for Congress Springs Park
Dear Larry:
As you know, the agreement between the City and AYSO for the use of Congress
Springs Park expired on March 6. Recently, Joan Pisani met with you and Mark Linsky,
I believe, to discuss terms for renewing the agreement. During these discussions Joan
expressed the City's desire to restructure the fee charged for the use of the park to a
"per- participant" charge rather than the current flat fee of $1,500 per season. In fact,
this is what Joan had previously negotiated with Saratoga Little League in December
for their upcoming season although Little League's agreement doesn't expire until May
6. What Little League tentatively agreed to pay was $12 per participant for the current
year, and $15 per participant for each of the next two years.
As I understand from Joan, as well as from subsequent conversations with you, AYSO
is not prepared to renew its Use Agreement with the same fee structure committed to
by Little League. The greater number of participants in soccer (1,200) vs. baseball
(400), the shorter season, and the fact that not all soccer participants use Congress
Springs Park are several of the reasons you offered for why AYSO feels it should be
treated differently than Little League. Instead, you have suggested to me that AYSO's
current agreement be extended for one additional year, presumably to allow enough
time to negotiate a new agreement for future years.
The decision to either extend or renew AYSO's Use Agreement rests with the City
Council. Prior to taking any action however, the Council will want input from the Parks
Recreation Commission. By copy of this letter, I am requesting the Commission
place this matter on their April 13 meeting agenda for consideration and development
of a recommendation to the City Council for the adjourned meeting of April 21. A copy
of the Commission's agenda will be sent to you by their staff liaison, Irene Jacobs, prior
to their meeting. If there are any materials you want to provide to the Commission with
their agenda packets, please forward them to Ms. Jacobs no later than April 7.
Before closing, I would like to remind you of the effects that the repeal of the Utility
Users Tax has had on the City's ability to continue providing support for all forms of
recreational, cultural and social services in the community. Since the repeal of the tax,
the City Council has had to increase fees across the board for all recreation services,
cut programs and support for teens and seniors, and raise fees for the use of City
owned facilities and parks. Thus, it should come as no surprise that the City is
expecting a greater contribution from the sports leagues which use City parks to help
defray the cost of maintaining the parks. The proposed fee structure discussed with
you is modeled after the fee structure enacted several years ago for rental of the Civic
Theater, the revenues from which are used to offset maintenance and capital upgrades
of the Theater. Looking ahead, the increased revenues collected from sports league
participants will become even more critical as the City launches a major effort to build
new athletic fields on school properties throughout town, some of which will specifically
benefit AYSO, but most of which will likely need to be maintained by the City.
Hopefully, this helps to better explain the need for and reasons behind the proposed
fee increases.
Sincerely,
i.
Larry I. Perlin
City Manager
cc: Parks Rec. Commission
Irene Jacobs
Joan Pisani
Saratoga City Council
I do not feel the children of Saratoga should have to pay "extra" to use their park in their City.
April 15, 1998
Saratoga AYSO currently pays the City, on behalf of the children, for the children to utilize their own
park. In addition to the payment, many of the approximately 800 AYSO volunteers also work on the
fields at the park to make them safe and playable. Saratoga AYSO, on behalf of the children, is willing to
pay additional funds to the city to help the city with its cash shortfall.
Prior to reaching an agreed to amount that should be paid, it is believed that representatives from AYSO
and the City Council should meet and discuss what is reasonable and fair to all parties WE KNOW
THAT AN INCREASE FROM 51500 PER YEAR TO OVER 514,400 THIS YEAR AND A
STEADY INCREASE TO OVER *24.000 IS NOT REASONABLE. Under the City staff
recommendation we would have an immediate increase of approximately 965% while at the same time the
level of field support and maintenance has fallen steadily over the past several years.
The fee agreed to should be a flat fee. There are children who do not play at Congress Springs Park, there
are children who receive scholarships, there are some that receive refunds This is an all volunteer
organization and the accounting would be difficult. Plus, Saratoga Little League has the exclusive use of
the field for a longer period than AYSO, yet AYSO would be paying three times what Little League pays.
If the youth sports were to leave Congress Springs Park, the City would have the same cost of maintaining
the park as they do now. While there is more use, volunteers, associated with the sports groups, do a lot
of work on the field, which the City would have to do. THE COST TO THE CITY FOR THE SPORTS
ACTIVITIES AT CONGRESS SPRINGS IS VERTURALLY NOTHING. It should be noted that the
recreational programs provided by the city currently loose money. The plan is to gradually increase the
city recreation program fees by 8% a year to try and cover the city costs.
The City staff is claiming that the cost to maintain Congress Springs Park is S10,000 per acre and that
there are 8 acres or 580,000 per year. If this figure is accurate, it is loaded with indirect cost for the sole
purpose to collect funds, from the children, to help the City's general fund.
The City should be very proud to have such a fine sports activity, as Saratoga AYSO, in its community.
Saratoga AYSO has approximately 1200 players each year (this amounts to about one half of the Saratoga
School population), unfortunately we had to turn down approximately 200 children last year for lack of
space. What is the alternative? Instead of having a safe beneficial after school activity, these children
could be on the streets, of Saratoga, looking for something to do.
Is the City going to charge everyone that uses the park? In addition to the many individuals, families,
Saratoga Little League and AYSO, there are other groups, for example there is a Dog walking group that
meets every morning at Congress Springs Are they going to be charged? If so, how will they be
assessed?
Wby are children's sports, which should be encouraged, penalized?
Why bas there been no reasonable discussions as to what would be fair to all?
Wby is the City staff dictating a new starting fee with an increase of 965% with the intent to raise it
a total of 1600 .lt appears that since the use of this community park, by the children, cost the city
nothing, tbis must be in retaliation for the voter's actions regarding the utility tax.
Studies continually prove that sports and other recreational activities keep kids out of trouble. Why
is the City staff penalizing organized sports for the children? Should not the city be doing
everything possible to support activities, which provide a safe and productive environment for the
children instead of discouraging such activities?
Will the city be willing and abk to provide better and safer fields at Congress Springs Park; should
the sports activities be charged more?
Regi al Commissioner
Saratoga AYSO Region 27
Cc: Saratoga News
EXECUTIVE SUMMARY NO.
MEETING DATE: April 21, 1998
ORIGINATING DEPT.: CITY MANAGER
SUBJECT: Recreation Director Salary Survey and Position Description Review
RECOMMENDED MOTION(S):
Reconsider combining Facilities Maintenance functions with the Recreation Department and increasing
the Recreation Director's status from 0.9 FTE to full -time.
REPORT SUMMARY:
At the adjourned City Council meeting of April 7, results of salary surveys for the positions of
Recreation Director, Recreation Supervisor and Recreation Coordinator were presented for review. At
that meeting, and in a subsequent discussion with the City Manager, staff was asked to obtain job
descriptions for the position of Recreation Director from the following cities:
Atherton
Belmont
Campbell
Foster City
Los Altos
Los Gatos- Saratoga Recreation District
Menlo Park
San Carlos
Woodside
YMCA
SARATOGA CITY COUNCIL
AGENDA ITEM
CITY MANAGER: Ld
PREPARED BY: 2t
Neither Atherton nor Woodside provide recreation services (the latter runs a limited number of
recreation services on a volunteer basis). Repeated calls to Belmont and the YMCA were unanswered.
The descriptions from the remaining six cities (plus Saratoga's) are attached hereto. Of the six, two
were previously deemed comparable to Saratoga's position (Los Altos and the Recreation District).
The four remaining positions combine either park maintenance, facilities maintenance, or other
expanded community services with recreation program responsibilities.
It appears that most cities combine recreation services with other functions, namely parks, park
maintenance, facilities maintenance, or expanded community services. Noting that a similar proposal for
Saratoga's Recreation Department had been previously recommended by the City Manager, perhaps
that should be reconsidered at this time. Specifically, the City Manager proposed combining the City's
facilities maintenance functions with recreation services. Several reasons exist for this recommendation:
Most of the City's facilities maintenance functions are directly linked to the needs of and services
provided by the Recreation Department.
As a unit, facilities maintenance can be easily transferred to the Recreation Department.
Moving facilities maintenance out of the Public Works Department will relieve some of the burden
on the one management employee at the Corporation Yard who is stretched very thin.
Combining recreation and facilities maintenance services will make the position of Recreation
Director more comparable to those in other Cities, and more evenly distribute workload and
responsibility among the City's management staff.
The combination of recreation services and facilities maintenance should be accompanied by an increase
in the Full Time Equivalent (FTE) of the Recreation Director's position from 0.9 to 1.0. As has been
previously discussed, the Recreation Director has indicated that she can take on the additional facility
maintenance responsibilities with an increase of 0.10 FTE. The added cost, however, should not
increase the Recreation Department's budget as Facility Operation and Maintenance programs exist
within a separate fund and are indirectly charged to the Recreation Department. The cost for the
Recreation Director's additional time would be offset by a corresponding decrease in the other
managers' time currently allocated to the Facility Maintenance programs.
FISCAL IMPACTS:
Increasing the Recreation Director to full -time status would add $7,151 in wages to the adopted budget.
The City Manager believes that this can be done while keeping overall salaries within the previously
adopted appropriation limit for wages established by the City Council.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
None.
CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S):
Assuming no other changes the Council may choose to make, facilities maintenance will remain assigned
to the Public Works Department and the Recreation Director will remain at 0.90 FTE.
ATTACHMENTS:
1. Recreation Directors Salary Survey
2. Recreation Director Position Descriptions
Survey Agency
Burlingame*
Campbell*
Cupertino
Foster City*
Gilroy
Los Altos*
Los Gatos Saratoga Rec. District
Menlo Park*
YMCA Branches
Total
Average Comparable Positions
Average Non Comparable Positions
Survey Average
$22,034,012
$83,6 15.79
$93,151 31.00
$89,979 25.93
Saratoga
4/17/98
Population
28,550
39,300
43,500
29,750
33,600
28,000
n/a
30,550
n/a
233,250
33,321
30,600
Revenue
33,782,510
24,219,832
29,561,732
19,164,431
38,460,660
18,174,149
3,010,000
28,432,790
$3,500,000
$198,306,104
$10,859,709
Position
Parks and Recreation Director
Recreation and Community Services Director
Director of Parks Recreation
Parks Recreation Director
Community Services Director
Recreation Director
Department Director
Director of Community Resources
Executive Director
Recreation Director
Salary
95,729
94,872
89,916
88,392
97,080
92,916
$809,813
$71,508
Notes:
1. All salaries at top of range, except Los Gatos Saratoga Rec. District and Los Altos, which are actual
2. Staffing includes only permanent FTE positions
3. Saratoga salary not included in calculation of average
4. Cities marked with an asterisk are included in the management salary survey
Burlingame: Parks and Rec. now consolidated subsequent to reorganization
Campbell: Functions include nutrition transpo. programs for seniors, operation of historical museum and building maint.; excludes park maint.
Cupertino: Functions exclude park maint.; includes golf course and sports center
Foster City: Functions include equip. bldg. maint.; Director also administers custodial services contract
Gilroy: Functions include rec. svcs. plus street, sewer water utility maint.; excludes structural /bldg. custodial maint.
Los Altos: Functions exclude park maint.
Los Gatos Saratoga Rec. District:
Menlo Park: Includes childcare senior svcs.; excludes park maint.
YMCA Branches: Recreation svcs. only
Saratoga: Excludes park maint.; Position is .9 FTE (actual salary $64,357)
Exhibit "A"
6
Staff (FTE)
29
14
21
45
41
8
14.38
36
25
233.38
Pleasant Hill
31,450
$66,396
Yes
No
Menlo Park
30,550
92,916
Yes
Yes
Foster City
29,750
''88,392_
Yes -9%
Yes
Saratoga
30,600
Yes
No
Los Gatos*
29,700
Yes
Yes
Morgan Hill
29,250
60,348
Yes
No
Burlingame
28,550
"$95,729 4
No
Yes
Mandatory Cities*
Campbell*
39,300
;z'A94,8721
No
Yes
Los Altos*
1".....1
28,000
$82,908
Yes
Yes
Albany
$12,254,488
$66,396
No
No
Pinole
10,999,261
Yes
No
Piedmont
10,311,936
66,751
Yes -9%
Yes
Saratoga
10,859,709
Yes
No
Hercules
9,867,585
Yes
Yes
San Pablo
9,323,615
60,348
Yes
Yes
East Palo Alto
T a
$9,170,703
x$47;236
No
No
Revenue Cities
4/17/98
Survey
Ci ty
Population Cities
Survey
Ci ty
arato
cept F rom.
Total
Revenue
Average Revenue
$10,398,185
Avg. of Comparable Positions
on Comp rableSPositio
Total Survey Average
$69,101
$76,383
Saratoga Salary
$71,508
Total
Po
Average Population
30,794
anagement Salary
Recreation
Dir ector
,731
Recreation
54,817
City Pays
p o�nc
City Pays
te oeo�
2%
2%
Exhibit "B"
04/14/98 11:42 $408 374 6889 CAMPBELL CITYMGR
CITY OF CAMPBELL
DEFINITION
TYPICAL DUTIES
EMPLOYMENT STANDARDS
Possession of: Valid California Driver's License.
Rev. '74,'81,'134,'93
):'DOC\SPECS\RECDQLEC
-.6-5/7 7"O‘
6 y P e t. s
t'Eet -s 7
R COMMUNI SERVICES DIRECTOR
Under administrative direction of the City Manager to plan, organize and direct Recreation and
Community Services activities, programs and facilities; and to perform related work as
required.
Plans, organizes, supervises and directs Recreation and Community Services programs;
identifies recreation and closely related community service needs in an on -going program;
periodically determines to what extent these services are being met by the public, quasi public,
and private organizations; cooperates in any way possible with recreation and community
services organizations and school districts in providing programs for the citizens of Campbell;
assists them in the maintenance and /or improvement of these programs; recommends the scope
and type of community service programs the City should subsidize or sponsor as a City activity
or function; manages leisure and community services programs and activities which are
approved and funded by the City Council; is responsible for operation of the Campbell
Community Center; supervises professional, clerical and building maintenance staff; serves as
staff advisor to Park and Recreation Commission and other citizen committees as required;
prepares and monitors annual departmental Budget; formulates policies and procedures for
management of programs and facilities.
Education and Experience: Equivalent to graduation from college or university with major
work in recreation/leisure services, or closely related field; and
a minimum of four years of management experience in
recreation/leisure services (Master's Degree in
recreation /leisure services may be substituted for one year of
the required experience.)
Knowledge of: Principles and practices of recreation and leisure services;
public relations; statistical and research methods.
Ability to: Plan, direct and coordinate Recreation and Community
Services programs, work independently with minimal
direction; effectively interact with a wide variety of individuals
and groups; establish and maintain effective working
relationships with City staff, municipal officials, other agencies
and the public; speak and write effectively; and develop and
operate programs.
APR -14 -1998 13:30 CITY OF FOSTER CITY.
Cite of Foster •i?v
pstero Municioal lmorovement District
.Tob Specification
ncW1 TTO 4
T)tRFC1'OR OF PARKS RCCRFATTON
Under administrative direction of the Citv Manager. is responsible for the overall
Planning, organizing, staffing, directing and evaluating of activities of the Parks 3
Reereation nepartment; and does other related work as required.
pX MPt.FQ OF M1TTFR
Plans, coordinates, administers. reviews and evaluates a comprehensive program of
recreational and parks activities. Formulates general policies, reviews soecifie policies
and procedures prepared by staff, and aporoves all departmental policies, practices and
operating procedures. qupervises the departmental personnel administration including
training, employee relations, performance reoorts, salary increases and discipline. Is
responsible for the preparation of the annual budget; analyzes special problem areas;
reviews preliminary budgets with staff; determines fund allocations; reoresents the
department in budget hearings. Handles requests for facilities use requiring special
consideration; resolves difficult problems on fees, damages and contract violations.
serves as secretary to the Recreation roommittee; informs the committee on personnel
and ooeretional activities; coordinates agenda preparation and committee meetings.
Works with citizen and other public groups and with other oublic agencies to bring
about coordinated, effective use of public oaks and recreation areas. supervises the
making of studies and reports, including advance planning, capital improvements, fund
allocations and other special activities.
K!1OWT,a1GF. CWTT,t,c. AND Aatr,TTTFS
PXPFRTP'1CF.
Rnowled¢e of philosoohv, trends, principles and techniques of community recreational
and parks maintenance services administration. The rrineinles, practices and methods
used in the field of administration. program Planning techniques related to recreation
planning_ The principles of Personnel management, supervision and training. Rudgeting
techniques, Public facility management. operation and maintenance.. Ability to apply
management principles and techniques to the solution of various problems; meet and
deal effectively with a variety of community. orivate and governmental groups and
individuals; comprehend major coolie'', operational and personnel problems and draw valid
conclusions; plan and organize work effectively; make decisions at the department head
level; evaluate the effectiveness of departmental activities. and recommend and
implement changes as necessary; supervise professional and clerical Personnel and direct
the work of others Resolve differences between persons of conflicting interests;
effectively communicate, orally and in writing.
OJFJZ' r -e r e,e
A poroved: 12/15/ 86
City Council /District Poard:
Co 0G0- 7,3(0(0
Five (S1 years of experience which would demonstrate aooliestion of the knowledge,
skills and abilities listed
APR -14 -1998 13:30 CITY OF FOSTER CITY.
nt R FOTO R OF P, R Ke R FC R F,TJON
Job coeeifieation
Page 2 of 2
VOUCATION
Graduation from a recognized colleve or university with a R.. or 9.A. degree in
reereation administration. public administration or other related field of specialization.
LTC !Ng'
Possession of a valid Class 111 California Driver's License.
04/09/98 THU 10:05 FAX 650 941 7419
March 1988
Z; 2_, 90S Ata_
CITY OF LOS ALTOS taou
RECREATION DIRECTOR/PARK PLANNER
City of Los Altos
DEFINITION
Under administrative direction, to plan, organize, promote and direct
the City's program of recreation activities; to participate in the
planning and supervision of construction of recreation and park
facilities; performs related work as required.
CLASS CHARACTERISTICS
This is a Department Head position responsible for directing the
operations of the Recreation Department. Successful performance in this
class requires: knowledge of the participation in management, planning,
programming, budgeting and quality control; ability to implement
department policies and programs. Requires coordination with other
departments, commissions, City Council, other agencies, the public and
ability to be a team player.
EXAMPLES OF DUTIES
Directs, plans, organizes, promotes all recreation and leisure
activities for all age groups, which may include, but is not limited to
youth day care, instruction classes, aquatics, sport leagues, cultural
events and City -wide special events, senior citizens; coordinates
recreation activities with other City departments and other recreation
agencies; serves as staff representative to the Parks and Recreation
Commission, preparing agendas, reviewing minutes, preparing studies and
recommendations and reporting Commission findings to superiors and the
City Council; evaluates the recreation program and the needs of the
community and makes recommendations; interviews and hires personnel;
evaluates employee performance and takes appropriate disciplinary action;
confers with landscape architects on all park projects; confers with
planning and public works personnel on the location, construction and
maintenance of park projects; meets with the public, school districts and
community organizations in fostering the public relations of the
Recreation Department and the City.
04/09/98 THU 10:06 FAX 650 941 7419 MT OF LUS ALTUS
Recreation Director /Park Planner
Page 2
QUALIFICATIONS
Knowledge of:
The concepts, objectives and requirements of a recreational program
for both children and adults.
Principles and procedures used in developing and administering a
coordinated community recreation program.
Basic park and recreation facility planning principles and problems.
Skill in:
Supervising and directing the work of subordinate personnel.
Planning, coordinating and directing an over -all community recreation
program.
Developing and directing special recreation programs adapted to the
particular needs of the community and all age groups, including
team sports, crafts, special events, senior citizens programs and
youth activities, aquatics, etc.
Establishing and maintaining cooperative working relationships with
school district officials, employees, outside groups and other
public /private agencies, and the general public.
Speaking and writing effectively.
Other Requirements:
A typical way of gaining the required knowledge and skills is:
Graduation from an accredited four year college or university with
major work in recreation, group work, physical education or related
field, plus five years of responsible full -time professional
recreation experience, including three years in a supervisory
position. (Registration by the California Board of Recreation
Personnel desirable.)
LV:j W.) 0
Mrr.1i0.17717 7•cJr- r
FROM LOS GATOS SARATOGA RECREATION PHONE NO. 395 3828
LOS GATOS SARATOGA DEPARTMENT OF COMMUNITY EDUCATION AND RECREATION
123 EAST MAIN STREET
LOS GATOS, CALIFORNIA 95032
PHONE: (408) 354 -8700 Bob Best. Dirtctor
FAX: (408) 395 -3828
Exempt:: Yes
Reports to: Goveming Board
Los Gatos- Saratoga
High School District
0 °C 1
JOB DESCRIPTION
DIRECTOR OF COMMUNITY EDUCATION AND RECREATION
O Adult Education
O Recreation
O School Enrichment
0 Summer Schools
SUMMARY: Chief executive officer of department, reporting to Goveming Board. Direct activities of Recreation, Adult
Education, and Community Education programs. Primary responsibility for execution of Governing Board policies and
day to day management of department. Primary responsibility in all personnel matters; makes recommendations to the
Goveming Board; serves as liaison for the Board with respect to all employer employee matters.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
*Manages all department programs, including recreation, adult education, and community education.
"Interprets recreation service to public and participates in community meetings and organizational planning.
'Works in team with administrative or other professional personnel to ensure that recreation is well balanced,
coordinated, and integrated with special services.
'Adult School Director.
'Personnel Manager.
*Supervises summer school program.
*Acts as Secretary to the Goveming Board.
'Develops annual department budget for presentation to Goveming Board.
`Evaluates personnel.
SUPERVISORY RESPONSIBIUTIES:
Manages sixteen subordinate supervisors who supervise a total of 250 -400 employees in recreation and adult
education. Responsible for the overall direction, coordination, and evaluation of these units.
Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work;
appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability
required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.
EDUCATION and/or EXPERIENCE:
Master's degree (M. A.) or equivalent preferred; or four to ten years related experience and/or training; or
equivalent combination of education and experience.
LANGUAGE SKILLS:
Ability to read, analyze. and interpret common technical joumals, financial reports, and legal documents. Ability
to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business
community. Ability to write speeches and articles for publication that conform to prescribed style and format.
Ability to effectively present information to top management, public groups, and/or boards of directors.
A Joint Powers Department
Los Gatos Union Saratoga Union
School District School District
FROM LOS GATOS SARATOGA RECREATION
MATHEMATICAL. SKILLS:
Must be experienced in public sector budget development.
REASONING ABILITY:
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Mrr .16.17701 7 GOn. i r
PHONE NO. 395 3828
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid Califomla Drivers License required.
PHYSICAL. DEMANDS: The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects,
tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to conduct facility
and/or program inspections at various locations in the district, and must be able to provide own transportation to those
locations.
The employee must occasionally lift and/or move up to 30 pounds or more. Specific vision abilities required by this job
Include close vision, distance vision, and the ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
APR -09 -1998 12:12
City of Menlo Park
DEFINITION:
CITY OF MENLO PARK.
COMMUNITY RESOURCES DIRECTOR
4 1 J Jca i7J�
September 1997
Under the administrative direction of the City Manager and Assistant City Manager, is
responsible for the planning, development, coordination and direction of comprehensive
community recreation, cultural, athletic, child care, social and human services programs;
and to provide highly responsible professional and technical assistance; and to do related
work as required.
IMPORTANT AND ESSENTIAL. DUTIES:
Direct and participate in the development and implementation of goals, objectives,
polices, procedures and priorities for the Community Resources Department.
Coordinates the work of the Department with other City departments, divisions, agencies,
community groups, schools, organizations and vendors. Administers, operates and
maintains existing parks, recreation, child care centers and facilities; participates in the
planning and development and operation of new facilities. Plans, promotes, organizes
and manages a comprehensive and highly diversified community recreation, cultural,
athletic, child care, social and human services program and administer these programs in
a responsive and service oriented manner consistent with the best interests of the entire
community. Supervises extensive recreation areas and facilities that exist to meet the
various specialized interests of the community. Serves as staff advisor to various
Commissions and Committees. Administers contracts; supervises and evaluates
department staff; selects new staff members.
Periodically evaluates programs to ensure they are meeting the needs of a constantly
changing and fully involved customer base. Conducts feasibility studies, surveys
participants, and reviews proposals to determine appropriate changes to programs.
Manages support functions to ensure efficient and accurate handling of customer
information. Ensures compliance with policies and procedures related to cash collection
and control, and implements changes as recommended by the Finance Division. Makes
accurate financial forecasts and manages the Department budget within established
parameters. Prepares the Departmental budget for review by Administration and
subsequent presentation to City Council. Prepares reports, provides staff support, and
attends meetings of the City Council, various Boards and Commissions, committees,
other agencies, and community groups, as required. May act as the City representative to
external organizations and groups. Responds to service and facility use related
complaints and requests. Participates as a member of the executive management team.
r
APR 09 -1998 12:12 CITY OF MENLO PARK.
Job Description
Community Resources Director
September 1997
Page 2
JOB RELATED AND ESSENTIAL QUALIFICATIONS:
Knowledge: Principals, practices and methods used in parks and recreation
administration; in the management of programs and activities; and in the
evaluation of recreational, cultural, athletic, child care, social and human
service needs of all age groups. Record keeping and reporting procedures.
Organizational principals and techniques of administration, budgeting and
team oriented supervision.
Ability to: Develop and direct community service programs in a manner responsive to
the targeted activity, and the community as a whole. Develop, motivate,
manage and provide direction and guidance to Departmental personnel;
foster, promote and develop a team oriented approach to Departmental
operations; establish and maintain cooperative working relationships with
all personnel contacted in the course of work. Enforce regulations with
tact and firmness; properly interpret and make practical decisions based on
experience and logic, in accordance with applicable laws. regulations and
policies; and exercise good judgment at all times. Remain calm during
emergencies and when talking to difficult citizens and to deal with people
from different cultures diplomatically and with appropriate sensitivity.
Accurately forecast customer participation and financial projections.
Prepare detailed reports and do reliable studies and research, as required.
Maintain positive relations with various private and public agencies and
deal effectively with the public and other interested parties. Effectively
prepare and make presentations to community groups and City Council.
Education: Equivalent to a Bachelors degree from an accredited college or university,
with major work in parks and recreation management, public
administration, or a closely related field.
Experience: Six years of increasingly responsible administrative and supervisory
experience in parks, recreation and community service management.
License: Possession of a valid and appropriate California Motor Vehicle Operators
License.
094. doc
Ja r(4 Sfep 1 'P 42270, 4 /rho.
--er
40.
PARKS AND RECREATION DIRECTOR
Fd WeJS0:60 866t 60 'add bbfAF ++Mq •n1 pmnu,a
/4Olr'��.LJ t)
Te
The single position in this executive level classification is responsible for planning, developing imd
directing the parks and recreation facilities, activities and programs; planning and promoting new parks,
recreation areas, landscaped areas, and facilities; ensuring City buildings are properly maintained; and
providing highly tesponsible professional and technical staff guidance.
StJ_PERVISION, EXERCISED AND RECLEIVFD
Supervises the Parks Supervisors, Recreation Coordinators, Recreation Supervisors, and Building
Maintenance Supervisor. Reports to the City Manager.
ESSENTIAL AND IMPORTANT DUTIES
Supervises and provides ongoing guidance to the Parks Supervisor, Recreation Coordinators,
Recreation Supervisors, Building Maintenance Supervisor, and Administtaaive Secretary.
Develops and implements a comprehensive plan to maintain, improve, and enhance City -owned park
sites.
Develops and works with staff to implement comprehensive recreation programopportunities.
Develops and implements the annual operating and capital improvement budget for all perks and
recreation programs. Keeps expenditures within the limits set.
Oversees staffing of the Parks and Recreation Commission.
Maintains effective working relationships with staff members, athletic groups, and members of the
public to address parks and recreation needs. Evaluates needs of the community for parks and
recreation programs and facilities and develops needed services and programs.
Responds to public concerns and complaints in a timely and appropriate manner.
Ensures the ongoing maintenance of City buildings. Ensures the provision of quality building
maintenance, service and custodial service appropriate to City and public needs and to the budgeted
funds available. Oversees work schedules.
Evaluates the effectiveness of preventive maintenance of motorized equipment and other fixtures in
City buildings. Adjusts the program as needed to prevent deterioration of buildings and fixtures.
Establishes general policies, reviews specific policies and procedures prepared by staff members, and
approves all department policies, practices and operating procedures.
Handles the requests for facilities use that require special attention. Resolves issues related to fees,
damages and contract violations.
Keeps current with changes in the practices and knowledge needed to provide efficient and effective
park and recreation services and facilities.
Maintains a competent and motivated work force by training, developing, disciplining and evaluating
the performance of subordinates. Objectively and constructively evaluates the performance of
subordinates, promptly apprising subordinates of how well they are performing and/or in what
specific areas they should seek improvement.
Provides technical advice to the City Manager, City Council, Parks and Recreation Commission, and
other commissions and committees as directed. Prepares and submits dear and concise reports and
recommendations.
JOB- RELATED AND ESSENTIAL OUALIFICATIONS
Knowledge of Principles, practices and requirements of successful recreation programs; design and
maintenance of park and recreation facilities; philosophy, treads, principles and techniques of community
recreation and of parks enhancement; principles and practices of budgeting and financial administration;
principles and practices of personnel administration.
Ability and Skills to: Develop, motivate, manage and provide guidance to personnel. Advise on the
acquisition, design, construction, and maintenance of recreation buildings, parks, recreation areas and
facilities; prepare accurare and timely reports and analyses. Develop and direct park and recreation
programs tailored to the City's needs; evaluate the effectiveness of department activities, and direct
C nT.IO'1'MC in
changes needed. Communicate clearly and concisely, both orally and in writing. Establish, maintain and
foster cooperative woridng relations with diverse others contacted in the course of work; foster team
work within the department.
EDUCATION AND TRAINING
Sufficient education and experience to satisfactorily perform the duties of this classification. A typical
qualifying background would be five years experience of a progressively responsible na+nue in parks and
recreation program management, including three years at a supervisory level, and a bachelor's degree
from an accredited institution, with major course work in public administration, recreation
administration, or a related field. A master's degree in public administration is desirable.
SPE IAL REOUTREMRNTC
Speak clearly and understandably; ability to read; to reach; physical stamina and mental alertness to
actively participate in evening meetings; be voices and telephones.
LICENSES. CERTIFICATE,$ AND $ECiTST$ATION
Possession of an appropriate California driver's license issued by the State Department of motor vehicle&
41.
Ed Wd90:60 8661 60 'adti bb017 +MC4 •nI =tint-
CnT_ICn 11=C In Fig T^s 1 Inv 1
City of Saratoag
DEFINITION
,c-7) 7 1,50q /c (c-A ,,.c,e s* t��, 3 /um. 8
198
RECREATION DIRECTOR
Under administrative direction of the City Manager, is directly
responsible for managing the Community Center, all related
activities and the City's recreation programs. As assigned, the
Recreation Director assumes additional administrative
responsibilities either on a project or on an ongoing basis.
EXAMPLES Qf DUTIES
As a Department head, directs the planning, programming and
scheduling of all activities and events at the Community Center
and provides for the implementation and management of all
recreation programs. Oversees the operation and maintenance of
the Community Center, including public relations, promotional
activities, purchasing and facility maintenance.
Evaluates programs and develops means for improving services and
providing facilities for programs. Assesses community needs and
interests concerning programs offered and, as appropriate,
recommends or institutes program changes; oversees rentals by
outside parties of the Community Center and Civic Theatre.
As assigned, undertakes a variety of special or ongoing projects
of a general administrative nature, including staff support to
the Parks and Recreation Commission and other committees and may
serve as City representative to civic organizations; oversees
City volunteer program.
Supervises a staff of full -time and part -time personnel assigned
to the Recreation Department; prepares and administers Department
budget.
DESIRABL1 QUALIFICATIONS:
Education: Equivalent to graduation from an accredited college
or university in recreation or a related field.
Experience: Four years of increasingly responsible professional
recreation experience including at least two years in a
supervisory capacity.
Knowledves an4 Abilities: A thorough knowledge of the
development and administration of recreation and special service
programs;•a thorough knowledge of supervisory principles, methods
and trends, including personnel and budget administration; a
thorough knowledge;'of Department policy and of applicable City
policy; aid,the ability to effectively administer all operations
of the Division.
Driver's License: Possession of a valid, appropriate State of
California Driver's License.
c: \ws \persnl RD.j3
CITY OF SARATOGA
YEAR TO DATE REVENUE
9 MONTHS ENDED 3/31/98
PER CENT OF YEAR 75%
D A E 0
E C L B
P C
D T T M
001
01 00
00
413 105
432 01
03
04
441 04
451 01
452 04
461 01
462 01
471 02
472 01
473 01
474 01
481 01
2025 421 01
1'3005 443 06
3030 443 05
3035 442 03
01 00
02 00
03 00
00
OW_REV0398
00
00
TITLE
GENERAL FUND
PROP TAX SECURED
TEA ALLOCATION
SALES TAX 1%
SALES TAX PROP 172
TRANSFER TAX
CONSTRUCTION TAX
TRANS OCCUP TAX
FRANCHISE
01 FRAN PG &E
02 FRAN TCI
03 FRAN SJ WATER
04 FRAN GREEN VALLEY
00 BUSINESS LICENSES
00 MOTOR VEHICLE LIC
00 OFF HIGHWAY MV FEE
00 HOPTR
00 REFUNDS REIMB.
00 FINES -FALSE ALARM
00 FORFEITURES
00 INTEREST
00 RENTALS -CELL PHONE
00 CONTRIB /DONATIONS
00 SALE OF ASSETS
00 MISC.
UNSPEC REV REDUCT.
ADMIN. REIM.
ANIMAL LICENSE S
FUEL SALES
GROUND MAINT
PERMIT ENCRMT.
TOTAL GENERAL FUND
FY 9 98
Y 1 ?E vE Es
1997 -98
BUDGET
965,540
286,407
1,251,947
907,367
57,475
3/31/98
ACTUAL
817,332
2/28/98
ADJUSTED
ACTUAL
629,444
MARCH
ACTUAL
187,888
187,888
I
8,861
PER CENT
ACTUAL/
BUDGET
84.7%
0.0%
65.3%
83.2%
96.2%
817,332
629,444
754,831
55,313
964,842 810,144 801,282
8,862
84.0%
285,860 173,632 161,139
300,000 262,122 254,251
230,838 190,743 162,853
1,80
207,394
163,849 117,623 103,886
86,858 90,030 90,030
233,597 195,479 195,468
691,698 404,936 389,384
271,143 194,188 178,274
1,233,115 988,477 988,476
168 168
16,000 8,576 8,576
1,249,115 997,221 997,220 1
344,640 335,808 280,511 55,297
30,000 8,150 7,750 400
36,000 43,239 39,674 3,565
240,569 81,924 52,405 29,519
40,000 33,343 31,303 2,040
1,000 1 1
5,000 17,471 17,471
13,500 213,880 i 213,880-
(300,000) (200,000)
$1,626,468 ELIMINATED FROM 1997 -98 BUDGET AND FOLLOWING YEARS
5,000 11,002 10,940 62 220.0%
10,8 3,835 1,437 2,398 35.4%
1,500 1,000 500 #DIV /0!
41,697 61,251 57,401 3,850 146.9%
5,713,690 4,661,722 3,873,740 786,178 81.6%
Page 1
754,830
46,452
12,493
7,871
27,890
1,804
13,737
11
13,748
15,914
1
60.7%
87.4%
82
#DIV /0!
0.0%
71.8%
103.7%
83.7%
58.5%
71.6%
80.2%
#DIV /0!
53.6%
79.8%
97.4%
27.2%
120.1%
34.1%
83.4%
0.1%
349.4%
1 84.3.%
0.0%
COMMENT
4/15/98 1
CITY OF ZATOGA
YEAR TO DATE REVENUE
9 MONTHS ENDED 3/31/98
PER CENT OF YEAR 75%
OW_REV0398
Page 2
4/15/98
AwaE -1'
.et UUEd
W .a W g
I
0 :q .I
TITLE
1997 -98
BUDGET
3/31/98
ACTUAL
2/28/98
ADJUSTED
ACTUAL
MARCH
ACTUAL
PER CENT
ACTUAL/
BUDGET
COMMENT
100
110
150
J
83005
160
1010
1040
3005
1040
3005
4
441
451
441
473
432
431 102
07
04
02
em u`
04
01
08
09
10
1 1
12
00
COPS -SLESF SP REV FD
SUPPL LAW ENFORCE
TRAFFIC SAFETY SRF
REFUNDS REIMB.
FINES- VEHICLE CODE
TOTAL TRAFFIC SAFETY SRF
ST &RDS SRF
REFUNDS REIMB.
MISC.
ST HIGHWAY USER 2107.5
ST HIGHWAY USER 2106
ST HIGHWAY USER 2107
ST FHWA REIMB.
ST 2105 S &H CODE
TOTAL ST &RDS SRF
TRAN DEV ACT SRF
TDA
68,829
70,645
70,645
102.6%
11,000
27,000
(5,532)
14,567
2,852
12,539
(8,384)
2,028
50.3%
54.0%
38,000
9,035
15,391
(6,356)
23.8%
94,010
6,000
135,989
245,193
586,272
174,403
967
97,868
6,000
109,999
187,412
137,623
967
6,000
96,473
168,405
121,386
97,868
13,526
19,007
16,237
1.0%
#DIV /0!
100.0%
80.9%
76.4%
0.0%
78.9%
1,241,867
539,869
393,231
146,638
43.5%
83,203
9,900
4,950
83,203
0.0%
170
1040
3005
180
250
3035
4616
4015
441
443
441
453
461
443
:04
422
F
04
03
01
01
01
01
02
01
02
05
01
02
HILLSIDE REPAIR SRF
REFUNDS REIMB.
HILLSIDE STREET REPAIR
TOTAL TDA
LANDSCAPE/LGTNG SRF
PROP. TAX
CAP IMPR(PARK DIST)
INTEREST
TOTAL LANDSCAPE/LGTNG SRF
DEVELOPMENT SRF
GEOLOGY REVIEW FEES
ENGINEERING FEES
PLANNING FEES
ARBORIST FEE
MAP /PUB /OTHER SALES
DOCUMENT STRG FEES
PERMITS BUILDING
PERMITS- GRADING
TOTAL DEVELOPMENT SRF
5,034
7,551
7,551
150.0%
5,034
7,551
7,551
150.0%
58,540
97,850
1 ,000
8,775
47,792
97,539
(39,017)
(97,539)
15.0%
0.0%
0.0%
157,390
8,775
145,331 (136,556)
5.6%
50,218
68,028
301,989
50,000
625,066
27,641
59,585
100,721
264,539
24,983
150
5,250
556,526
39,436
57,085 2,500
98,720 2,001
239,789 24,750
26,147 (1,164)
150
4,700 550
504,033 52,493
38,585 851
118.7
148.1%
87.6%
50.0%
#DIV /0!
#DIV /0!
89.0%
142.7%
1,122,942 1,051,190
969,209 81,981 93.6
CITY OF ZATOGA
YEAR TO DATE REVENUE
9 MONTHS ENDED 3/31/98
PER CENT OF YEAR 75%
OW_REV0398
Page 2
4/15/98
CITY OF SARATOGA
YEAR TO DATE REVENUE
9 MONTHS ENDED 3/31/98
PER CENT OF YEAR 75%
F D
U E
N P
D T
A
C
C
E
L
E
T M
431 03
432 15
444 03
0
B
J
TITLE
ENVIRNMNTAL PRG SRF
CLEAN AIR'GRANT
ST REFUSE SURCHG AB939
ENVIRONMENTAL FEES
TOTAL ENVIRNMNTAL PRG SRF
HOUSING &COMM DEV SRF
HCD /CDBG /SHARP
INTEREST
SHARP
TOTAL HOUSING &COMM DE V SRI
RECREATION SRF
SPORTS LEAGUE FEES
CAMP FEES
EXCURSION FEES
CLASS /SPECIAL EVENT
SNACK BAR SALES
REDWOOD SPORTS PRGM.
TEEN SERVICES
SNACK BAR SALES
WARNER HUTTON HOUSE
TOTAL RECREATION SRF
FACILITY OPS SRF
BUILDING RENT
PARKS RENT
TOTAL FACILITY OPS SRF
'THEATER TCK SRCHG SRF
03 THEATER TCK SRCHG
PARK DVLPMNT CAP PRJ FND
PARK DEVELOPMENT
1997 -98
BUDGET
129,600
20,000
383,855
533,455
360,725
7,500
10,000
378,225
21,874
5.8%
52,796
89,145
76,511
287,594
1,000
29,771
12,598
1,000
10,000
560,415
3/31/98
ACTUAL
2/28/98
ADJUSTED
ACTUAL
MARCH
ACTUAL
PER CENT
ACTUAL/
BUDGET
21,874
120,836 104,860
11,863 10,101
132,699 114,961
161 ,579 115,537
5,438
313,149 311,570
480,166 427,107
21,874
21,874
33,286 26,631
35,371 6,450
54,481 43,244
236,932 195,156
470 1,850
21,680 15,600
4,778 3,770
446 446
495 495
387,939 293,642
9
9,796
107,116
24,259 15,853 15,853
LIBRARY BOND DEBT SRV FND
01 PRINCIPAL 75,000 75,000 75,000
02 INTEREST 21,930 21,930 21,930
03 OTHER 300 200 200
TOTAL THEATER TCK SRCHG SRF 97,230 97,130 97,130
46,042
5,438
1,579
53,059
6,655
28,921
11,237
41,776
(1,380)
6,080
1,008
94,297
124.7%
27.2%
81.6%
90.0%
0.0%
0.0%
218.7%
63.0%
39.7%
71.2%
82.4%
47.0%
72.8%
37.9%
44.6%
5.0%
69.2%
7,540 86.8%
305 85.1%
7,845 86.6%
21,500 65.3%
204,000 67,710 67,710 143,520 33.2%
1
100.0%
66.7
99.9
COMMENT
OW_REV0398
Page 3
4/15/98
CITY OF SARATOGA
YEAR TO DATE REVENUE
9 MONTHS ENDED 3/31/98
PER CENT OF YEAR 75%
F
U
N
D
D
E
P
T
A
C
C
T
E
L
E
M
0
B
J
TITLE
1997 -98
BUDGET
3/31/98
ACTUAL
4 LEONARD RD DEBT SER FUND
CAPITAL IMPR (PARK DIST)
QUARRY CREEK TRUST FU N
INTEREST
HERITAGE PRSRVTN TRST F ND
INTEREST
PRK DST #2 DBT SR /AGNCY FD
CAPITAL IMPR (PARK DIST)
PRK DST #3 DBT SR/AGNCY FD
SERVICES (LLA DISTRICTS)
PAYROLL AGENCY FUND
REFUNDS REIMB.
SARATOGA PFA AGENCY
BOND AMORTIZATION
12,631 (1,276)
700
300
12,250
171,900
87;935 39,623
2,505
GRAND TOTAL 10,649,459 7,582,667
2/28/98
ADJUSTED
ACTUAL
MARCH
ACTUAL
(1,276)
39,623
0.0%
6,548,827 1,275,309
PER CENT
ACTUAL/
BUDGET
-10.1
0.0%
0.0%
0.0%
45.1%
0.0%
COMMENT
OW_REV0398 Page 4 4/15/98
`•N
CITY OF SARATOGA
YEAR TO DATE REVENUE
9 MONTHS ENDED 3/31/98
PER CENT OF YEAR 75%
F D
U E
N P
D T
001
100
110
150
160
170
180
250
260
270
290
292
293
310
400
420
700
710
730
740
830
990
A
C
C
T
E 0
L B
E J
M
TITLE
1997 -98
BUDGET
3/31/98
ACTUAL
RECAP
GENERAL FUND
COPS -SLESF SP REV FD
TRAFFIC SAFETY SRF
ST&RDS SRF
TRAN DEV ACT SRF
HILLSIDE REPAIR SRF
LANDSCAPE/LGTNG SRF
DEVELOPMENT SRF
ENVIRNMNTAL PRG SRF
HOUSING &COMM DEV SRF
RECREATION SRF
FACILITY OPS SRF
THEATER TCK SRCHG SRF
PARK DVLPMNT CAP PRJ FND
LIBRARY BOND DEBT SRV FND
LEONARD RD DEBT SER FUND
QUARRY CREEK TRUST FUND
HERITAGE PRSRVTN TRST FND
PRK DST #2 DBT SR/AGNCY FD
PRK DST #3 DBT SR/AGNCY FD
PAYROLL AGENCY FUND
SARATOGA PFA AGENCY FUND
2/28/98
ADJUSTED
ACTUAL
MARCH
ACTUAL
PER CENT
ACTUAL/
BUDGET
5,713,690 4,6 3,873,740 787,982 81.6%
68,829 70,645 70,645 102.6%
38,000 9,035 15,391 (6,356) 23.8%
1,241,867 539,869 393,231 146,638 43.5%
83,203 9,900 4,950 4,950 11.9%
5,034 7,551 7,551 150.0%
157,390 8,775 145,331 (136,556) 5.6%
1,122,942 1,051,190 969,209 81,981 93.6%
533,455 480,166 427,107 53,059 90.0%
378,225 21,874 21,874 5.8%
560,415 387,939 293,642 94,297 69.2%
132,699 114,961 107,116 7,845 86.6%
24,259 15,853 15,853 65.3%
204,000 67,710 67,710 33.2%
97,230 97,130 97,130 99.9%
_12,631 (1,276) (1,276) 10.1%
700 0.0%
300 0.0%
12,250 0.0%
171,900 0.0%
87,935 39,623 39,623 45.1%
2,505 0.0%
10,649,459 7,582,667 6,548,827 1,033,840 71.2%
COMMENT
OW_REV0398
Page 5
4/15/98
F A
U C L
N C E
D T M
1
TITLE
1997-98
BUDGET
2/28/98
ADJUSTED
ACTUAL
1997-98
ESTIMATED
1999
BUDGET
2000
BUDGET
COMMENT
001 j:
1040 01
02
00
00
QENERAL FUND
PROP TAR SECURED
965,540
629,444
1,000,000
1,040,000
1,076,400
4%, 3.5%
itA ALLOCATION
286,407
300,000
300,000
300,000
Placeholder
1,251,947
629,444
1,300,000
1,340,000
1,376,400
01
1 02
00
00
SALES TAX 1%
907,367
754,830
930,400
962,964
991,853
3.5%, 3% Argonaut Center
SALES TAX PROP 172
57,475
46,452
69,600
72,036
74,197
Same
964,842
801,282
1,000,000
1,035,000
1,066,050
01
02
03
04
W
413 05
432 01
03
04
00
00
00
00
01
02
Au
04
00
00
00
00
TRANSFER TAX
285,860
161,139
275,000
286,000
296,010
4%, 3.5%
CONSTRUCTION TAX
300,000
254,251
381,370
375,000
350,000
Trend down to reflect less activity (Odd Fellows?)
TRANS OCCUP TAX
230,838
162,853
245,000
257,250
270,113
5%, 5% Inn expansion?
FRANCHISE
FRAN PG&E
207,394
230,350
207,315
210,000
10% P.ate reduction
FRAN TCI
163,849
103,886
156,000
160,680
165,500
3%, 3% Rate increase impacts?
FRAN Si WATER
86,858
90,030
90,030
92,731
95,513
3%, 3%
FRAN GREEN VALLEY
233,597
195,468
275,000
283,000
291,000
3%, 2.8%- Tied to CPI
691,698
389,384
751,380
743,726
762,013
BUSINESS LICENSES
271,143
1,233,115
178,274
270,000
274,050
278,161
1.5%, 1.5%
MOTOR VEHICLE LIC
988,476
168
1,150,000
168
1,173,000
170
1,196,460
2%, 2% Repeal by State?
Constant
OFF HIGHWAY MV FEE
170
HOPTR
16,000
8,576
16,000
16,000
16,000
1,249,115
997,220
1,166,168
1,189,170
1,212,630
441 04
00
REFUNDS REIMB.
344,640
280,511
300,000
100,000
100,000
Schedule
451 01
452 04
461 01
462 01
471 02
472 01
473 01
00
00
00
00
00
00
00
FINES-FALSE ALARM
30,000
7,750
10,000
25,000
25,000
kssume 30% collection of backlog
FORFEITURES
36,000
39,674
40,000
40,000
40,000
Create separate account for parking cites
INTEREST
240,569
52,405
250,000
250,000
250,000
Booked at end of year
RENTALS-CELL PHONE
40,000
31,303
38,000
44,000
50,000
Assume 1 new lease in 1999
CONTRIB/DONATIONS
1,000
1
Move to misc.
SALE OF ASSETS
5,000
17,471
66,760
10,000
5,000
10,000
5,000
10,000
Fleet sales
MISC.
13,500
474 01
UNSPEC REV REDUCT.
(300,000)
(200,000)
(300,000)
(36),000)
(300,000)
481 01
ADMIN. REIM.
SL626,468 ELIMINATED FROM 1997-98 BUDGET
AND FOLLOWING
13,680
YEARS
Per SCV Humane Soc.
2025 421 01
ANIMAL LICENSES
5,000
10,940
13,680
13,680
15,000
5,000
50,000
3005 443 06
3030 443 05
3035 442 di
FUEL SALES
10,841
1,437
15,000
2,500
55,000
15,000
5,000
55,000
CNG, Diesel Unleaded
Increased maint. of school sites
GROUND MAINT
1,000
57,401
PERMIT-ENCRMT.
41,697
TOTAL GENERAL FUND
5,713,690
3,873,740
5,889,858
5,762,876
5,875,056
CITY OF SARATOGA
REVENUE ESTIMATES
YEARS ENDING JUNE 30,
1998 1999 2000
OW_REV0298A
WEvExivE Foa-clor
FY 97 fg, qe -99 4 qq-oo
Page 1
4/7/98
•*1
F
U
N
D
D
E
P
T'
A E 0
C L B
C E
T M
TITLE
1997-98
BUDGET
2/28/98
ADJUSTED
ACTUAL
1997-98
ESTIMATED
1999
•BUDGET
2000
BUDGET
COMMENT
100
110
160
4 i r
1010
1 ';1'
1040
3003
,t 1 4 1 2:4:
00
e
1
1
EOPS-SLESF SP REV FD
SUPPL LAW ENFORCE
68,829
70,645
70,645
72,000
.72,000
Expect State to continue funding
TRAFFIC SAFETY SRF
REFUNDS REIMB.
11,000
2,852
2,852
2,938
3,026
Xing guard St. Andrew's
FINES-VEHICLE CODE
27,000
12,539
27,000
30,000
30,000
Could double in 1999 as result of AB233
TOTAL TRAFFIC SAFETY SRF
38,000
15,391
29,852
32,938
33,026
1040
441 04
473 01
432 08
09
10
11
ST&RDS SRF
REFUNDS REIMB.
94,010
967
967
14,500
84,167
Quito Bridge Project
MISC.
Saratoga-Sunnyvale Rd. ISTEA funds?
ST HIGHWAY USER 2107.5
6,000
6,000
6,000
144,710
6,000
6,000
153,523
ST HIGHWAY USER 2106
135,989
96,473
149,051
3%,3%
§T HIGHWAY USER 2107
245,193
168,405
252,610
260,188
267,994
505,000
3%, 3%
Quito Bridge Project
ST FHWA REIMB.
586,272
87,000
12
ST 2105 S&H CODE
174,403
121,386
182,080
187,542
193,169
3%, 3%
TOTAL ST&RDS SRF
1,241,867
393,231
586,367
704,282
1,209,852
""f:„ '1°
TRAN DEV ACT SRF
3005
170 ..1
1040
3005
180 7.1?;;;,
1040
250 ::17
3035
.4010
4015
Itir„.A
441 1
TDA
83,203
4,950
27,423
83,203
Quito Rd. sidewalk
HILLSIDE REPAIR SRF
7,551
7,551
5,160
5,288
2 Homes/year
REFUNDS REIMB.
443 1
HILLSIDE STREET REPAIR
5,034
441 01
TOTAL TDA
5,034
7,551
7,551
5,160
5,288
LANDSCAPE/LGTNG SRF
PROP. TAX
58,540
47,792
58,540
60,882
63,013
4%, 3.5% Inn expansion?
453 01
CAP IMPR(PARK DIST)
97,850
97,539
97,539
100,627
104,149
Per LLA Report
4 01
INTEREST
1,000
1,000
g-'',.'.;Y:IIT
01
TOTAL LANDSCAPE/LGTNG SRF
157,390
145,331
157,079
DEVELOPMENT SRF
87,085
119,721
359,669
39,216
150
52,500
54,000
320,000
50,000
45,0(10
42,000
4
Odd Fellows?
GEOLOGY REVIEW FEES
50,218
68,028
57,085
02
di
02
04
ENGINEERING FEES
98,720
239,789
26,147
150
PLANNING FEES
301,989
320,000
50,000
200
7,000
725,000
29,500
ARBORIST FEE
50,000
MAP/PUB/OTHER SALES
200
05
01
02
DOCUMENT STRG FEES
4,700
7,056
756,033
53,585
7,000
725,000
32,000
PERMITS-BUILDING
625,066
504,033
38,585
PERMITS-GRADING
27,641
TOTAL DEVELOPMENT SRF
1,122,942
969,209
1,422,515
1,240,700
1,218,700
OW_REV0298A
CITY OF SARATOGA
REVENUE ESTIMATES
YEARS ENDING JUNE 30,
1998 1999 2000
Page 2
4/7/98
F
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C L
C E
T M
O
B
J
TITLE
1997 -98
BUDGET
2/28/98
ADJUSTED
ACTUAL
1997 -98
ESTIMATED
1999
BUDGET
2000
BUDGET
COMMENT
260 ,s
5005 431 t
432
444 1
x``` 04
01
NVIRNMNTAL PRG SRF
115,537
CLEAN AIR GRANT
129,600
51,551
162,000
98 includes Altrans bike network
ST REFUSE SURCHG AB939
20,000
383,855
20,000
20,000
20,000
ENVIRONMENTAL FEES
311,570
404,586
527,291
543,110
May go down to keep rate increases lower, 3% in bo
TOTAL ENVIRNMNTAL PRG SRF
533,455
427,107
476,137
709,291
563,110
HOUSING &COMM DEV SRF
HCD /CDBG /SHARP
360,725
441,529
369,413
162,000
Drawdown project balances in 98 99
INTEREST
7,500
7,500
7,500
7,500
Constant
7015
X 90
r 6005
ask
6010
292
6005
293
6005
310
3030
400
1040
01
SHARP
10,000
21,874
21,874
01
02
03
04
06
a 07
445 05
06
01
03
v.
TOTAL HOUSING &COMM DEV SRF
378,225
21,874
470,903
376,913
169,500
RECREATION SRF
52,796
89,145
SPORTS LEAGUE FEES
26,631
52,796
89
53,000
53,000
8% incr.
CAMP FEES
6,450
96,000
104,000
EXCURSION FEES
76,511
43,244
76,511
82,500
89,000
8% incr.
CLASS /SPECIAL EVENT
287,594
195,156
287,594
310,600
335,500
8 %incr.
SNACK BAR SALES
1,000
1,850
1,000
1,200
1,200
REDWOOD SPORTS PRGM.
29,771
12,598
15,600
29,771
25,000
1
1,000
25,000
13,000
1,000
donations (7/1/97) in acct. estab. by Friends of WHH
TEEN SERVICES
3,770
446
495
12,598
SNACK BAR SALES
1,000
10,000
1,000
10,000
WARNER HUTTON HOUSE
TOTAL RECREATION SRF
560,415
293,642
560,415
582,300
621,700
FACILITY OPS SRF
expect incr. in of rentals
BUILDING RENT
120,836
97,320
120,836
125,000
125,000
03
03
e
443 04
463 02
02
02
PARKS RENT
11,863
9,796
11,863
9,000
9,000
lower b/c AYSO little league in other accts.
03
01
02
03
TOTAL FACILITY OPS SRF
132,699
107,116
132,699
134,000
134,000
THEATER TCK SRCHG SRF
24,259
15,853
20,000
21,500
21,500
THEATER TCK SRCHG
Continue $1 /ticket surcharge i
PARK DVLPMNT CAP PRJ FND
204,000
166,380
143,520
107,640
PARK DEVELOPMENT
67,710
LIBRARY BOND DEBT SRV FND
75,000
21,930
75,000
21,930
75,000
21,930
75,000
21,930
200
75,000
21,930
0
200
Assume no change per debt service schedules
Illr TOTAL
PRINCIPAL
INTEREST
OTHER
300
200
200
THEATER TCK SRCHG SRF
97,230
97,130
97,130
97,130
97,130
CITY OF SARATOGA
REVENUE ESTIMATES
YEARS ENDING JUNE 30,
1998 1999 2000
OW_REV0298A
Page 3
4/7/98
F
U
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A
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C
T
E
L
E
M
O
B
J
TITLE
1997-98
BUDGET
2/28/98
ADJUSTED
ACTUAL
1997-98
ESTIMATED
2000
BUDGET
1999
BUDGET
COMMENT
420
700
710
730
740
830
990
li:
1040
1040
Joao
1040
1040
1""'
1040
7' P3- ';ir
1040
y,';'f: IT
461
r:
01
‘s,': .,,if
02
04
472 02
tRONARD RD DEBT SER FUND
12,631
EAPITAL fiVI Pii (PARK DIST)
(1,276)
12,631
Per debt service
schedules
QUARRY CREEK TRUST FUND
INTEREST
700_
700
HERITAGE PRSRVTN TRST END
INTEREST
300
300
FRK DST#2 DBT SR/AGNCY FD
CAPITAL IMPR (PARK DIST)
12,250
12,250
PRK DST/I3 DBT SR/AGNCY FD
SERVICES (LLA DISTRICTS)
PAYROLL AGENCY FUND
REFUNDS REIMB.
171,900
171,900
87,935
39,623
87,935
SARATOGA PFA AGENCY FUND
BOND AMORTIZATION
2,505
2,505
GRAND TOTAL
10,649,459
6,548,827
10,403,175
9,965,813
10,128,503
CITY OF SARATOGA
REVENUE ESTIMATES
YEARS ENDING JUNE 30,
1998 1999 2000
OW_REV0298A Page 4 4/7/98
1 z
C W o. I
1997 -98
BUDGET
2/28/98
ADJUSTED
ACTUAL
au
co —J
TITLE
1997 -98
ESTIMATED
1999
BUDGET
2000
BUDGET
COMMENT
001
100
RECAP
GENERAL FUND
5,713,690
3,873,740
5,889,858
5,762,876
5,875,056
COPS -SLESF SP REV FD
68,829
70,645
70,645
72,000
72,000
110
TRAFFIC SAFETY SRF
38,000
15,391
29,852
32,938
33,026
150
ST &RDS SRF
1,241,867
393,231
586,367
704,282
1,209,852
160
TRAN DEV ACT SRF
83,203
4,950
27,423
83,203
170
180
HIL4SIDE REPAIR SRF
5,034
7,551
7,551
5,160
5,288
LANDSCAPE/LGTNG SRF
157,390
145,331
157,079
250
DEVELOPMENT SRF
1,122,942
969,209
1,422,515
1,240,700
1,218,700
J
260
270
290
ENVIRNMNTAL PRG SRF
533,455
427,107
476,137
709,291
563,110
HOUSING &COMM DEV SRF
378,225
21,874
470,903
376,913
169,500
RECREATION SRF
560,415
293,642
560,415
582,300
621,700
292
293
FACILITY OPS SRF
132,699
107,116
132,699
134,000
134,000
THEATER TCK SRCHG SRF
24,259
15,853
20,000
21,500
21,500
310
400
420
700
710
730
740
830
990
PARK DVLPMNT CAP PRJ FND
204,000
67,710
166,380
143,520
107,640
LIBRARY BOND DEBT SRV FND
97,230
97,130
97,130
97,130
97,130
LEONARD RD DEBT SER FUND
12,631
(1,276)
12,631
QUARRY CREEK TRUST FUND
700
700
300
HERITAGE PRSRVTN TRST FND
300
PRK DST #2. DBT SR/AGNCY FD
12,250
12,250
PRK DST #3 DBT SR/AGNCY FD
171,900
171,900
PAYROLL AGENCY FUND
87,935
39,623
87,935
SARATOGA PFA AGENCY FUND
2,505
2,505
10,649,459
6,548,827
10,403,175
9,965,813
10,128,503
CITY OF SARATOGA
REVENUE ESTIMATES
YEARS ENDING JUNE 30,
1998 1999 2000
OW_REV0298A
Page 5
4/7/98
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. AGENDA ITEM
MEETING DATE: APRIL 21,1998 CITY MGR:
Recommended Motion(s):
1. Move to adopt the Resolution preliminarily approving the Engineer's Report for FY 98 -99.
2. Move to adopt the Resolution of Intention.
Report Summary:
ORIGINATING DEPT.: PUBLIC WORKS DEPT. HEAD:
SUBJECT: Landscaping and Lighting Assessment District LLA -1; Preliminary Approval of
Engineer's Report and Adoption of Resolution of Intention for FY 98 -99
Attached are the next two Resolutions the Council must adopt to continue the process for renewing
the Landscaping and Lighting Assessment District LLA -1 for FY 98 -99. Briefly, the two Resolutions
are:
1. A Resolution of Preliminary Approval of Engineer's Report Fiscal Year 1998 -1999 This
is the Resolution required under Streets Highways Code Section 22623 which grants preliminary
approval of the Engineer's Report for the renewal of the District for FY 98 -99.
2. A Resolution of Intention to order the levy and collection of assessments Fiscal Year 1998-
1999 This is the Resolution required under S &H 22624 which, among other things, fixes the date
and time for the Public (Protest) Hearing on June 17.
Several changes to the District are proposed for FY 98 -99. These include the consolidation of Zones
14 and 18 into a new Zone 27, and the annexation of three new Zones, 28 30. For a description of
the new Zones, please refer to Exhibit A attached to the Resolution of Intention.
Both Resolutions must be adopted by separate vote at your meeting to continue the process of
renewing the District for another year on a schedule consistent with the preparation and adoption of
the FY 98 -99 budget.
Fiscal Impacts:
There are no direct fiscal impacts on the City's General Fund from the Landscaping Lighting
Assessment District. All of the costs associated with the District are recovered via the assessments.
Advertising, Noticing and Public Contact:
Nothing additional at this time. After your meeting, the Resolution of Intention will be published and
mailed, along with a separate notice to those property owners whose properties are subject to an
increased assessment, informing them of the Public Hearing, and which will also include the ballot
required under Proposition 218 along with ballot instructions.
Consequences of Not Acting on the Recommended Motions:
The Resolutions would not be adopted and the process for renewing the District would not continue.
Follow Up Actions:
The Resolution of Intention will be published and mailed with the required notices and Proposition 218
ballots to certain property owners.
Attachments:
1. Resolutions (2).
RESOLUTION NO. 98-
FISCAL YEAR 1998 -1999
A RESOLUTION OF PRELIMINARY APPROVAL OF ENGINEER'S REPORT
CITY OF SARATOGA LANDSCAPING AND LIGHTING DISTRICT LLA -1
RESOLVED, by the City Council of the City of Saratoga, California as
follows:
WHEREAS, pursuant to the Landscaping and Lighting Act of 1972, on the
18th day of March, 1998, said Council did adopt its Resolution No. 98 -05, "A
Resolution Describing Improvements and Directing Preparation of Engineer's Report
For Fiscal Year 1998 1999," for the City of Saratoga Landscaping and Lighting
District LLA -1, in said City and did refer the proposed improvements to the Engineer
of the City and did therein direct said City Engineer to prepare and file with the City
Clerk of said City a report, in writing, all as therein more particularly described:
WHEREAS, said City Engineer prepared and filed with the City Clerk a report
in writing as called for in said Resolution No. 98 -05 and under and pursuant to said
Act, which report has been presented to this Council for consideration;
WHEREAS, said Council has duly considered said report and each and every
part thereof, and finds that each and every part of said report is sufficient, and that
neither said report, nor any part thereof should be modified in any respect;
NOW, THEREFORE, it is hereby found, determined and ordered, as
follows:
1. That the plans and specifications for the existing improvements and the
proposed new improvements to be made within the assessment district or within any
zone thereof, contained in said report, be, and they are hereby preliminarily
approved.
2. That the Engineer's estimate of the itemized and total costs and
expenses of said improvements, maintenance and servicing thereof, and of the
incidental expenses in connection therewith, contained in said report, be, and each of
them are hereby preliminarily approved.
3. That the diagram showing the exterior boundaries of the assessment
district referred to and described in said Resolution No. 98 -05 and also the
1
boundaries of any zones therein and the lines and dimensions of each lot or parcel of
land within said district as such lot or parcel of land is shown on the County
Assessor's maps for the fiscal year to which the report applies, each of which lot or
parcel of land has been given a separate number upon said diagram, as contained in
said report, be, and it hereby is preliminarily approved.
4. That the proposed assessment of the total amount of the estimated
costs and expenses of the proposed improvements upon the several lots or parcels of
land in said assessment district in proportion to the estimated benefits to be received
by such lots or parcels, respectively, from said improvements including the
maintenance or servicing or both, thereof, and of the expenses incidental thereto, as
contained in said report, be, and they are hereby preliminarily approved.
5. That said report shall stand as the Engineer's Report for the purpose of
all subsequent proceedings to be had pursuant to said Resolution No. 98 -05.
ATTEST:
City Clerk
AYES:
NOES:
ABSENT:
ABSTAIN:
April 10, 1998
J:\WPD\MNRSW\273\RES98\PREAPP98.W61
Passed and adopted by the City Council of the City of Saratoga, California, at
a meeting thereof held on the 15th day of April, 1998 by the following vote of the
members thereof:
2
CITY OF SARATOGA
LLA -1 PRELIMINARY ASSESSMENT SCHEDULE
FY 98 -99
ZONE1 ZONE2 ZONE3 ZONE4 ZONE5 ZONE6
OF PARCELS 29 85 176 693 113 64
FACTOR 0.0079 0.0232 0.0481 0.1893 0.0309 0.0175 (1)
EXPENDITURES
1001 WAGES $146.46 $429.27 $888.83 $2,687.58 $438.23 $248.20 (2)
Public Works Dir. 28.15 82.52 170.86 672.75 109.70 62.13
Public Works Svcs. Mgr. 49.18 144.14 298.45 1,175.13 191.62 108.53
Office Spedalist II 35.14 102.99 213.26 839.70 136.92 77.55
Park Maint. Leadworker 33.99 99.62 206.27
Park Maint. Worker II
2001 BENEFITS $43.94 $128.78 $266.65 $806.27 $131.47 $74.46 (3)
Public Works Dir. 8.45 24.75 51.26 201.82 32.91 18.64
Public Works Svcs. Mgr. 14.75 43.24 89.53 352.54 57.48 32.56
Office Specialist II 10.54 30.90 63.98 251.91 41.08 23.26
Park Maint. Leadworker 10.20 29.89 61.88
Park Maint. Worker II
4010 GENERAL CONTRACTS
4011 LEGAL SERVICES
4013 ENGINEERING SERVICES
Engineer's Report
New Parcel Charge
$3.96 $11.61 $24.04 $94.65 $15.43 $8.74 (4)
$48.74 $142.86 $295.80 $1,164.72 $189.92 $107.56 (5)
48.74 142.86 295.80 1,164.72 189.92 107.56
4014 REPAIR SERVICES
4015 MAINTENANCE SERVICES $1,320.00 $1,320.00 $1,320.00 (6)
4040 ADVERTISING $3.96 $11.61 $24.04 $94.65 $15.43 $8.74 (7)
4022 WATER $600.00 $250.00 $725.00 (8)
4023 POWER $0.00 $0.00 $0.00 $9,978.00 $1,965.00 $2,396.00 (9)
Controllers
Streetlights 9,978.00 1,965.00 2,396.00
SUB -TOTAL $2,167.05 $2,294.12 $3,544.36 $14,825.86 $2,755.49 $2,843.71
INDIRECT COST ALLOCATION $216.71 $229.41 $354.44 $1,482.59 $275.55 $284.37 (10)
TOTAL EXPENDITURES $2,383.76 $2,523.53 $3,898.79 $16,308.44 $3,031.04 $3,128.08
ESTIMATED PROPERTY TAXES $1,650.00 $330.00 $2,200.00 $19,450.00 $7,825.00 (11)
CARRYOVER FROM FY 97 -98 $936.00 $75.00 ($1,508.00) $22,602.60 $9,935.35 ($131.00) (12)
TOTAL TO ASSESS ($202.24) $2,118.53 $3,206.79 ($25,744.16) ($14,729.31) $3,259.08
CARRYOVER NOT ASSESSED (13)
CARRYOVER TO FY 99 -00 $202.24 $25,744.16 $14,729.31
(14)
NET TO ASSESS ($0.00) $2,118.53 $3,206.79 $0.00 ($0.00) $3,259.08
PRELIMINARY ASSESSMENT ($0.00) $24.92 $18.22 $0.00
($0.00) $50.92 (15)
MAX ALLOWABLE ASSESSMENT $50.00 $60.00 $75.00 (16)
LLA9899P
CITY OF SARATOGA
LLA -1 PRELIMINARY ASSESSMENT SCHEDULE
FY 98 -99
ZONE 7A ZONE 7B ZONE 9 ZONE 10 ZONE 11 ZONE 12
OF PARCELS 470 292 48 9 250 9
FACTOR 0.1284 0.0798 0.0131 0.0025 0.0683 0.0025 (1)
EXPENDITURES
1001 WAGES 51,822.74 $1,132.43 5242.41 $45.45 51,262.55 $45.45 (2)
Public Works Dir. 456.26 283.47 46.60 8.74 242.69 8.74
Public Works Svcs. Mgr. 796.98 495.15 81.39 15.26 423.93 15.26
Office Specialist II 569.49 353.81 58.16 10.91 302.92 10.91
Park Maint. Leadworker 56.26 10.55 293.00 10.55
Park Maint. Worker II
2001 BENEFITS 8546.82 $339.73 $72.72 513.64 $378.76 $13.64 (3)
Public Works Dir. 136.88 85.04 13.98 2.62 72.81 2.62
Public Works Svcs. Mgr. 239.10 148.54 24.42 4.58 127.18 4.58
Office Specialist II 170.85 106.14 17.45 3.27 90.88 3.27
Park Maint. Leadworker 16.88 3.16 87.90 3.16
Park Maint. Worker II
4010 GENERAL CONTRACTS
4011 LEGAL SERVICES
4013 ENGINEERING SERVICES
Engineer's Report
New Parcel Charge
$64.19 $39.88 $6.56 $1.23 $34.14 51.23 (4)
$789.92 $490.76 $80.67 $15.13 $420.17 $15.13 (5)
789.92 490.76 80.67 15.13 420.17 15.13
4014 REPAIR SERVICES
4015 MAINTENANCE SERVICES $540.00 $405.00 $900.00 5900.00 (6)
4040 ADVERTISING $64.19 $39.88 $6.56 51.23 $34.14 $1.23 (7)
4022 WATER $2,005.00 $700.00 $1,065.00 $275.00 (8)
4023 POWER $5,775.00 50.00 80.00 50.00 50.00 50.00 (9)
Controllers
Streetlights 5,775.00
SUB -TOTAL $9,062.87 $2,042.68 52,953.92 $1,181.67 $4,094.77 $1,251.67
INDIRECT COST ALLOCATION $906.29 $204.27 $295.39 $118.17 $409.48 $125.17 (10)
TOTAL EXPENDITURES $9,969.16 $2,246.94 $3,249.31 $1,299.84 $4,504.25 $1,376.84
ESTIMATED PROPERTY TAXES $16,530.00 $5,120.00 (1 1)
CARRYOVER FROM FY 97 -98 $22,918.12 ($2,873.06) ($451.00) ($3,150.00) ($2,208.00) ($1,156.00) (12)
TOTAL TO ASSESS ($29,478.96) $0.00 $3,700.31 $4,449.84 $6,712.25 $2,532.84
CARRYOVER NOT ASSESSED (51,860.93) ($668.79) (13)
CARRYOVER TO FY 99 -00 $29,478.96 50.83 (14)
NET TO ASSESS ($0.00) $0.83 $3,700.31 $2,588.91 $6,712.25 $1,864.05
PRELIMINARY ASSESSMENT (50.00) 50.00 577.09 $287.66 $26.85 $207.12 (15)
MAX ALLOWABLE ASSESSMENT $50.00 (16)
LLA9899P
CITY OF SARATOGA
LLA -1 PRELIMINARY ASSESSMENT SCHEDULE
FY 98 -99
ZONE 15 ZONE 16 ZONE 17 ZONE 22 ZONE 24 ZONE 25
OF PARCELS 41 55 200 863 124 15
FACTOR 0.0112 0.0150 0.0546 0.2357 0.0339 0.0041 (1)
EXPENDITURES
1001 WAGES $207.06 $277.76 $1,010.04 $4,358.31 $9,689.22 $75.75 (2)
Public Wodcs Dir. 39.80 53.39 194.15 837.78 120.38 14.56
Public Works Svcs. Mgr. 69.52 93.26 339.14 1,463.40 210.27 25.44
Office Specialist II 49.68 66.64 242.34 1,045.69 150.25 18.18
Park Maint. Leadworker 48.05 64.46 234.40 1,01 1.44 4,902.33 17.58
Park Maint. Worker II $4,306.00
2001 BENEFITS $62.12 $83.33 $303.01 $1,307.49 $2,906.77 $22.73 (3)
Public Works Dir. 11.94 16.02 58.25 251.33 36.11 4.37
Public Works Svcs. Mgr. 20.86 27.98 101.74 439.02 63.08 7.63
Office Specialist II 14.90 19.99 72.70 313.71 45.07 5.45
Park Maint. Leadworker 14.42 19.34 70.32 303.43 1,470.70 5.27
Park Maint. Worker II 1,291.80
4010 GENERAL CONTRACTS
4011 LEGAL SERVICES
4013 ENGINEERING SERVICES
Engineer's Report
New Parcel Charge
$5.60 $7.51 $27.31 $117.86 $16.94 $2.05 (4)
$68.91 $92.44 $336.14 $1,450.43 $208.41 $25.21 (5)
68.91 92.44 336.14 1,450.43 208.41 25.21
4014 REPAIR SERVICES
4015 MAINTENANCE SERVICES $2,880.00 $1,920.00 $900.00 $900.00 $3,800.00 (6)
4040 ADVERTISING $5.60 $7.51 $27.31 $117.86 16.94 $2.05 (7)
4022 WATER $575.00 $1,200.00 $1,000.00 $1,925.00 (8)
4023 POWER $0.00 $113.00 $0.00 $65.00 $18,064.00 $0.00 (9)
Controllers 65.00
Streetlights 113.00 18,064.00
SUB -TOTAL $3,804.28 $2,501.55 $3,803.81 $9,316.96 $36,627.27 $127.79
INDIRECT COST ALLOCATION $380.43 $250.15 $380.38 $931.70 $3,662.73 $12.78 (10)
TOTAL EXPENDITURES $4,184.71 $2,751.70 $4,184.20 $10,248.66 $40,289.99 $140.56
ESTIMATED PROPERTY TAXES $17,250.00 (11)
CARRYOVER FROM FY 97 -98 ($2,369.00) ($182.00) $32.00 $453.00 $23,039.99 $3,655.00 (12)
TOTAL TO ASSESS $6,553.71 $2,933.70 $4,152.20 $9,795.66 $0.00 ($3,514.44)
CARRYOVER NOT ASSESSED ($1,334.55) (1
CARRYOVER TO FY 99 -00 $3,514.44 (14)
NET TO ASSESS $5,219.16 $2,933.70 $4,152.20 $9,795.66 $0.00 $0.00
PRELIMINARY ASSESSMENT $127.30 $53.34 $20.76 $11.35 N/A $0.00 (15)
MAX ALLOWABLE ASSESSMENT $90.00 $50.00 $325.00 (16)
LLA9899P
CITY OF SARATOGA
LLA -1 PRELIMINARY ASSESSMENT SCHEDULE
FY 98 -99
ZONE 26 ZONE 27 SUBTOTAL
OF PARCELS 94 31 3661
FACTOR 0.0257 0.0085 1.0000 (1)
EXPENDITURES
1001 WAGES $474.72 $156.56 $25,639.00 (2)
Public Works Dir. 91.25 30.09 $3,554.00
Public Works Svcs. Mgr. 159.40 52.57 $6,208.00
Office Specialist II 113.90 37.56 $4,436.00
Park Maint. Leadworker 110.17 36.33 $7,135.00
Park Maint. Worker II $4,306.00
2001 BENEFITS
Public Works Dir.
Public Works Svcs. Mgr.
Office Specialist II
Park Mains. Leadworker
Park Mains. Worker II
4010 GENERAL CONTRACTS
4011 LEGAL SERVICES
4013 ENGINEERING SERVICES
Engineer's Report
New Parcel Charge
3142.42 $46.97
27.38 9.03
47.82 1 5.77
34.17 11.27
33.05 10.90
$7,691.70 (3)
$1,066.20
$1,862.40
$1,330.80
$2,140.50
$1,291.80
$108.43 $108.43
$12.84 $4.23 $500.00 (4)
$157.98 $52.10 $6,153.00 (5)
157.98 52.10 $6,153.00
$0.00
4014 REPAIR SERVICES $0.00
4015 MAINTENANCE SERVICES $1 1,700.00 $1,395.00 $30,200.00 (6)
4040 ADVERTISING $12.84 $4.23 $500.00 (7)
4022 WATER $3,600.00 $515.00 $14,435.00 (8)
4023 POWER $600.00 $38,956.00 (9)
Controllers 600.00 $665.00
Streetlights 0.00 $38,291.00
SUB -TOTAL $16,700.79 $2,282.52 $124,183.13
INDIRECT COST ALLOCATION $1,670.08 $228.25 $12,418.31 (10)
TOTAL EXPENDITURES $18,370.87 $2,510.77 $136,601.44
ESTIMATED PROPERTY TAXES $70,355.00 (1 1)
CARRYOVER FROM FY 97 -98 $18,381.00 $5.00 $88,005.00 (12)
TOTAL TO ASSESS ($10.13) $2,505.77 ($21,758.56)
CARRYOVER NOT ASSESSED (33,864.27) (13)
CARRYOVER TO FY 99 -00 $10.13 $73,680.07 (14)
NET TO ASSESS $0.00 $2,505.77 $48,057.24
PRELIMINARY ASSESSMENT $0.00 $80.83 (15)
MAX ALLOWABLE ASSESSMENT $475.00 (16)
LLA9899P
CITY OF SARATOGA
LLA -1 PRELIMINARY ASSESSMENT SCHEDULE
FY 98 -99
ZONE 28 ZONE 29 ZONE 30 SUBTOTAL TOTAL
OF PARCELS 16 60 1 77 3,738
FACTOR 0.0044 0.0161 0.0003 (1)
EXPENDITURES
1001 WAGES $61.79 $228.96 $3.88 $294.62 $25,933.62 (2)
Public Works Dir. 15.46 57.31 0.97 $73.74 $3,627.74
Public Works Svcs. Mgr. 27.01 100.10 1.70 $128.81 $6,336.81
Office Specialist II 19.30 71.53 1.21 $92.04 $4,528.04
Park Maint. Leadworker 0.01 0.02 $0.02 $7,135.02
Park Maint. Worker II $4,306.00
2001 BENEFITS
Public Works Dir.
Public Works Svcs. Mgr.
Office Specialist II
Park Maint. Leadworker
Park Maint. Worker 11
4010 GENERAL CONTRACTS
4011 LEGAL SERVICES
4013 ENGINEERING SERVICES
Engineer's Report
New Parcel Charge
$18.54 $68.69 $1.16 888.39
4.64 17.19 0.29 $22.12
8.10 30.03 0.51 $38.64
5.79 21.46 0.36 $27.61
0.00 0.01 80.01
$7,780.09 (3)
$1,088.32
$1,901.04
$1,358.41
$2,140.51
$1,291.80
$0.00 $108.43
$2.18 $8.06 $0.14 $10.37 $510.37 (4)
$139.77 $522.22 $8.68 $670.67 $6,823.67 (5)
26.77 99.22 1.68 $127.67 $6,280.67
113.00 423.00 7.00 $543.00 $543.00
4014 REPAIR SERVICES $0.00 $0.00
4015 MAINTENANCE SERVICES $1,920.00 $3,000.00 $1,500.00 $6,420.00 $36,620.00 (6)
4040 ADVERTISING 82.18 $8.06 $0.14 $10.37 $510.37 (7)
4022 WATER $1,200.00 $1,200.00 $15,635.00 (8)
4023 POWER $0.00 $38,956.00 (9)
Controllers $0.00 $665.00
Streetlights $0.00 $38,291.00
SUB -TOTAL $3,344.45 $3,835.98 $1,513.99 $8,694.42 $132,877.55
INDIRECT COST ALLOCATION $334.44 $383.60 $151.40 $869.44 813,287.76 (10)
TOTAL EXPENDITURES $3,678.89 $4,219.58 $1,665.39 $9,563.87 8146,165.31
ESTIMATED PROPERTY TAXES $0.00 $70,355.00 (1 1)
CARRYOVER FROM FY 97 -98 $0.00 $0.00 $0.00 $0.00 $88,005.00 (12)
TOTAL TO ASSESS $3,678.89 $4,219.58 $1,665.39 $9,563.87 (812,194.69)
CARRYOVER NOT ASSESSED $0.00 ($3,864.27) (13)
CARRYOVER TO FY 99 -00 $0.00 $73,680.07 (14)
NET TO ASSESS $3,678.89 $4,219.58 $1,665.39 $9,563.87 $57,621.11
PRELIMINARY ASSESSMENT $229.93 $70.33 $1,665.39 $1,965.65 (15)
MAX ALLOWABLE ASSESSMENT (16)
LLA9899P
Notes for Assessment Schedule
1. The Factor for each Zone represents the number of parcels in each Zone as a
percentage of the total number of parcels in the District.
2. Wages include 5% of Public Works Director, 10% of Public Works Services Manager, 10%
of Office Specialist II 15% of Parks Maintenance Leadworker, and 10% of Park
Maintenance Worker 11. Wages are spread to each zone per the factor. 10% of wages
for Parks Maintenance Leadworker are spread proportionately to landscape districts
only. The remaining 5 plus wages for the Park Maintenance Worker 11, are assigned
to Zone 24 only.
3. Benefits are estimated at 30% of wages and are spread the same as wages.
4. Legal Services are fixed at $500 and are spread to each Zone per the factor.
5. Engineer's Report charges are spread to each Zone per the factor. New Parcel Charges
are assigned to those Zones in which new parcels have been added from the previous
year.
6. Maintenance Services are the proposed landscape maintenance costs for landscape
districts as bid on April 7, 1998.
7. Advertising is spread to each zone per the factor.
8. Water is estimated annually for landscape districts based on historical usage.
9. Power is estimated for both landscaping and street lighting districts based on historical
usage.
10.Indirect Costs are determined from the City's Indirect Cost Allocation model and are
spread to each zone per the factor. Preliminary estimate is 10% of direct costs.
11. Property Tax revenues are estimated annually for the original 7 Zones of the District.
12.Carryover from FY 97 -98 is calculated from the audited fund balance figures for FY
96 -97 projected through the end of FY 97 -98.
13. Carryover Not Assessed represents a portion of the negative carryover balances for
those Zones in a deficit position. The amounts not assessed are covered by the
available fund balance.
14.Carryover to FY 99 -00 represents the projected surplus for each Zone at the end of FY
98 -99.
15. Preliminary Assessment is the Net to Assess for each Zone divided by the number of
parcels, except for Zone 24.
16. Maximum Allowable Assessment represents what the property owners in each Zone
have approved via their assessment ballots.
SARATOGA LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT LLA -1
ANNUAL ASSESSMENT HISTORY
ZONE DATE FY FY FY FY FY FY FY FY
CREATED 80 -81 81 -82 82 -83 83 -84 84-85 85 -86 86 -87 87 -88
0 (7C) 4/16/80 $102.01 $92.50 $92.58 $56.80 $21.02 $34.56 $35.38 $21.60
1 4/16/80 $34.26 $10.54 $0.00 $10.90 $6.80 $203.76 $207.82 $1 13.70
2 4/16/80 $11.30 $5.62 $6.16 $6.62 $7.86 $8.86 s $35.14 $27.40
3 4/16/80 $4.76 $4.46 $0.00 $0.00 $4.20 $11.60 $8.70 $20.50
4 4/16/80 $20.95 $18.54 $0.00 $2.06 $2.30 $5.86 $6.70 $2.26
5 4/16/80 $23.52 $21.28 $2.12 $0.84 $1.24 $5.00 $6.56 $5.14
6 4/16/80 $42.03 $36.68 $0.00 $15.68 $11.32 $14.78 $16.94 $10.54
7 (7R) 4/16/80 $10.41 $8.90 $6.66 $5.78 $2.54 $2.50 $3.32 $3.14
8 (VPD #1) 4/16/80 $269.07 $48.26 $0.00 $0.00 $0.00 $0.00 $213.80 $341.32
9 5/4/83 $65.00 $84.86 $83.52 $90.82 $87.40
10 4/18/84 $1,416.00 $0.00 $167.34 $186.26
11 4/18/84 $14.32 $5.66 $8.38 $7.70
12 4/17/85 $172.00 $153.02 $154.16
13 4/17/85 $18.00 $5.24 $3.04
14 4/17/85 $142.10 $121.30 $107.04
15 4/17/85 $222.00 $170.76 $87.44
16 4/16/86 $2,376.44 $3.04
17 4/15/87 $10.00
18 4/15/87 $50.00
19 (VPD #2) 4/19/89
20 (VPD #3) 4/19/89
21 (VPD #4) 4/19/89
22 4/17/91
23 5/1/91
24 8/3/94
25 7/1/97
26 7/1/97
27 7/1/98
28 7/1/98
29 7/1/98
30 7/1/98
(1) Zones 0, 8, 19, 20 21 merged to create Zone 24.
(2) Zone detached on 5/20/92.
(3) Zone detached in FY 96 -97.
(4) Zones 14 18 merged to create Zone 27.
LLA- HISTORY
ZONE
LLA- HISTORY
SARATOGA LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT LLA -1
ANNUAL ASSESSMENT HISTORY
DATE FY FY FY FY FY FY FY FY
CREATED 88 -89 89 -90 90 -91 91 -92 92 -93 93 -94 94 -95 95 -96
0 (7C) 4/16/80 $21.66 $21.66 $14.64 $73.56 $49.72 $72.64 (1)
1 4/16/80 $113.54 $105.94 $95.12 101.54 $62.20 $90.32 $77.68 $33.88
2 4/16/80 $29.66 $32.00 $34.62 $36.50 $5.98 $18.15 $118.68 $40.04
3 4/16/80 $23.06 $46.82 $13.14 $15.36 $25.80 $45.21 $25.26 $32.52
4 4/16/80 $1.86 $1.86 $1.60 $2.10 $23.84 $0.00 $0.00 $0.00
5 4/16/80 $4.98 $4.98 $6.24 $6.40 $0.00 $0.00 $0.00 $0.00
6 4/16/80 $10.60 $10.60 $8.62 $8.58 $0.00 $0.00 $25.40 $52.50
7 (7R) 4/16/80 $2.64 $2.64 $3.78 $4.26 $6.88 $0.00 $10.88 $0.00
8 (VPD #1) 4/16/80 $330.36 $117.20 $0.00 $133.36 $0.00 $0.00 (1)
9 5/4/83 $113.74 $157.20 $136.74 $144.82 $138.82 $161.30 $169.92 $201.02
10 4/18/84 $234.70 $435.80 $348.74 $385.38 $371.12 $326.17 $442.58 $337.98
11 4/18/84 $8.04 8.76 $9.58 $10.72 $11.32 $15.48 $19.02 $13.86
12 4/17/85 $168.04 $188.04 $209.84 $222.60 $242.42 $203.01 $380.00 $307.22
13 4/17/85 $3.60 $3.60 $3.70 $3.16 $0.00 $0.00 $3.46 $11.24
14 4/17/85 $114.48 $152.48 $137.56 $148.72 $192.74 $110.10 $264.58 $193.40
15 4/17/85 $83.76 $126.18 $102.60 $100.72 $98.90 $227.39 $202.04 $146.92
16 4/16/86 $3.22 $3.22 $59.88 $40.56 $45.16 $42.58 $54.40 $40.80
17 4/15/87 $7.70 $7.70 $8.72 $8.66 $0.00 $5.06 $25.20 $213.18
18 4/15/87 $6.08 $135.18 $154.56 $164.94 $88.10 $0.00 $0.00 $104.50
19 (VPD #2) 4/19/89 $1,851.00 $1,520.30 $5,243.00 $6,969.76 $13,620.00 (1)
20 (VPD #3) 4/19/89 $6,412.00 $6,414.00 $14,092.00 $18,770.62 $21,252.35 (1)
21 (VPD #4) 4/19/89 $0.00 $977.78 $2,933.00 $5,406.00 $14,385.56 (1)
22 4/17/91 $36.00 $0.00 $13.21 $22.58 $21.68
23 5/1/91 $110.00 (2)
24 8/3/94 $0.00 $0.00
25 7/1/97
26 7/1/97
27 7/1/98
28 7/1/98
29 7/1/98
30 7/1/98
(1) Zones 0, 8, 19, 20 21 merged to create Zone 24.
(2) Zone detached on 5/20/92.
(3) Zone detached in FY 96 -97.
(4) Zones 14 18 merged to create Zone 27.
SARATOGA LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT LLA -1
ANNUAL ASSESSMENT HISTORY
Preliminary
ZONE DATE FY FY FY
CREATED 96 -97 97 -98 98 -99
0 (7C) 4/16/80
1 4/16/80 $0.00 $0.00 $0.00
2 4/16/80 $18.48 $23.00 $24.92
3 4/16/80 $24.66 $38.40 $18.22
4 4/16/80 $0.00 $0.00 $0.00
5 4/16/80 $0.00 $0.00 $0.00
6 4/16/80 $0.00 $50.50 $50.92
7 (7R) 4/16/80 $0.00 $0.00 $0.00
8(VPD #1) 4/16/80
9 5/4/83 $175.58 $136.14 $77.09
10 4/18/84 $337.48 $287.66 $287.66
11 4/18/84 $9.38 $35.74 $26.85
12 4/17/85 $285.98 $207.12 $207.12
13 4/17/85 (3)
14 4/17/85 $70.18 $69.78 (4)
15 4/17/85 $145.12 $127.30 $127.30
16 4/16/86 $30.42 $60.96 $53.54
17 4/15/87 $210.50 $35.68 $20.76
18 4/15/87 $64.28 $64.24 (4)
19 (VPD #2) 4/19/89
20 (VPD #3) 4/19/89
21 (VPD #4) 4/19/89
22 4/17/91 $9.96 $33.74 $11.35
23 5/1/91
24 8/3/94 $0.00 $0.00 $0.00
25 7/1/97 $262.26 $0.00
26 7/1/97 $207.10 $0.00
27 7/1/98 $80.83
28 7/1/98 $229.93
29 7/1/98 $70.33
30 7/1/98 $1,665.39
(1) Zones 0, 8, 19, 20 21 merged to create Zone 24.
(2) Zone detached on 5/20/92.
(3) Zone detached in FY 96 -97.
(4) Zones 14 18 merged to create Zone 27.
LLA HISTORY
follows:
RESOLUTION NO. 98-
A RESOLUTION OF INTENTION TO ORDER THE
LEVY AND COLLECTION OF ASSESSMENTS PURSUANT
TO THE LANDSCAPING AND LIGHTING ACT OF 1972
CITY OF SARATOGA LANDSCAPING AND
LIGHTING DISTRICT LLA -1
FISCAL YEAR 1998 -1999
RESOLVED, by the City Council of the City of Saratoga, California, as
WHEREAS, pursuant to Resolution No. 98 -05, "A Resolution Describing
Improvements and Directing Preparation of Engineer's Report for Fiscal Year 1998-
1999," for City of Saratoga Landscaping and Lighting District LLA -1, adopted on
March 18, 1998, by the City Council of said City, pursuant to the Landscaping and
Lighting Act of 1972, the Engineer of said City has prepared and filed with the Clerk
of this City the written report called for under said Act and by said Resolution No.
98 -05, which said report has been submitted and preliminarily approved by this
Council in accordance with said Act;
NOW, THEREFORE, it is hereby found, determined and ordered, as follows:
1. In its opinion the public interest and convenience require and it is the
intention of this Council to order the levy and collection of assessments for Fiscal
Year 1998 -1999 pursuant to the provisions of the Landscaping and Lighting Act of
1972, Part 2, Division 15 of the Streets and Highways Code of the State of
California, for the construction or installation of the improvements, including the
maintenance or servicing, or both, thereof, more particularly described in Exhibit "A"
hereto attached and by reference incorporated herein.
2. The cost and expenses of said improvements, including the maintenance
or servicing, or both, thereof, are to be made chargeable upon the assessment district
designated as "City of Saratoga Landscaping and Lighting District LLA -1," the
exterior boundaries of which are the composite and consolidated areas. as more
i
particularly described on a map thereof on file in the office of the Clerk of said City,
to which reference is hereby made for further particulars. Said map indicates by a
boundary line the extent of the territory included in the district and of any zone
thereof and the general location of said district.
3. Said Engineer's Report prepared by the Engineer of said City,
preliminarily approved by this Council, and on file with the City Clerk of this City is
hereby referred to for a full and detailed description of the improvements and the
boundaries of the assessment district and any zones therein, and the proposed
assessments upon assessable lots and parcels of land within the district.
4. Notice is hereby given that Wednesday, the 17th day of June, 1998, at
the hour of 8:00 p.m. in the City Council Chambers at 13777 Fruitvale Avenue,
Saratoga, California, be and the same are hereby appointed and fixed as the time and
place for a hearing by this Council on the question of the levy and collection of the
proposed assessment for the construction or installation of said improvements,
including the maintenance and servicing, or both, thereof, and when and where it will
consider all oral statements and all written protests made or filed by any interested
person at or before the conclusion of said hearing, against said improvements, the
boundaries of the assessment district and any zone therein, the proposed diagram or
the proposed assessment, to the Engineer's estimate of the cost thereof, and when and
where it will consider and finally act upon the Engineer's report, and tabulate the
ballots.
5. The Clerk of said City be, and hereby is, directed to give notice of said
hearing by causing a copy of this Resolution to be published once in the Saratoga
News, a newspaper published and circulated in said City, and by conspicuously
posting a copy thereof upon the official bulletin board customarily used by the City
of Saratoga for the posting of notices, said posting and publication to be had and
completed at least ten (10) days prior to the date of hearing specified herein.
6. The Office of the City Engineer be, and hereby is designated as the
office to answer inquiries regarding any protest proceedings to be had herein, and
may be contacted during the regular office hours at the City Hall, 13777 Fruitvale
Avenue, Saratoga, California 95070, or by calling (408) 868 -1216.
2
Passed and adopted by the City Council of the City of Saratoga, California, at
a meeting thereof held on the 15th of April, 1998, by the following vote of the
members thereof:
Attest:
City Clerk
AYES:
NOES:
ABSENT:
MSR:dsp
April 6, 1998
J:\WPD\MNRSW\273\RES98\ORDLLA.98
3
MSR:dsp
Much 28, 1997
J AWPDWINRSW\273\RES97\EXA•LLA97
Exhibit A
DESCRIPTION OF IMPROVEMENTS
The design, construction or installation, including the maintenance or
servicing, or both, thereof, of landscaping, including trees, shrubs, grass or other
ornamental vegetation, statuary, fountains and other ornamental structures and
facilities, and public lighting facilities for the lighting of any public places, including
traffic signals, ornamental standards, luminaires, poles, supports, tunnels, manholes,
vaults, conduits, pipes, wires, conductors, guys, stubs, platforms, braces, transformers,
insulators, contacts, switches, capacitors, meters, communication circuits, appliances,
attachments and appurtenances, including.the cost of repair, removal or replacement
of all or any part thereof; providing for the life, growth, health and beauty of
landscaping, including cultivation, irrigation, trimming, spraying, fertilizing and
treating for disease or injury; the removal of trimmings, rubbish, debris and other
solid waste; electric current or energy, gas or other illuminating agent for any public
lighting facilities or for the lighting or operation of any other improvements; and the
operation of any fountains or the maintenance of any other improvements.
Supplement to Exhibit A
City of Saratoga
Landscaping and Lighting Assessment District LLA -1
Benefits provided to each Zone
Zone 1 (Manor Drive Landscape District) Provides for landscape maintenance of
the Manor Drive medians and Saratoga Sunnyvale Road frontage along Tract 3822.
Zone 2 (Fredericksburg Landscape District) Provides for landscape maintenance
along the Cox Avenue frontage of Tracts 3777, 4041, and 4042.
Zone 3 (Greenbriar Landscape District) Provides for landscape maintenance of
the Seagull Way entrance to Tract 4628, 4725 and 4726, and of the common areas
along Goleta Avenue and Guava Court.
Zone 4 (Quito Lighting District) Provides for streetlighting and landscape
maintenance in the El Quito Park residential neighborhoods; Tracts 669, 708, 748,
6785, 7833, and 8700.
Zone 5 Azule Lighting District) Provides for streetlighting in the Azule Crossing
residential neighborhoods: Tracts 184, 485, 787, 1 1 1 1 and 1800.
Zone 6 Sarahills Lighting District) Provides for streetlighting in the Sarahills
residential neighborhood; Tracts 3392 and 3439.
Zone 7 (Village Residential Lighting District) Provides for streetlighting in four
separate residential neighborhoods surrounding Saratoga Village. Includes all or a
portion of Cunningham Acres, La Paloma Terrace, Mary Springer #1 and #2,
McCartysville, Saratoga Park, Williams and Tracts 270, 336, 416, 2399, 2502,
4477, 5350, 5377, 5503, 5676, 6419 and 6731.
Zone 9 McCartysville Landscape District) Provides for landscape maintenance
along the Saratoga Sunnyvale Road frontage of Tract 5944.
Zone 10 (Tricia Woods Landscape District) Provides for landscape maintenance
along the Saratoga Sunnyvale Road frontage of Tracts 6199, 7495 and 7928.
Shared with Zone 27.
Zone 11 (Arroyo de Saratoga Landscape District) Provides for landscape
maintenance of the Via Monte entrances to all or a portion of Tracts 2694, 2835,
2844, 3036 and 4344.
Zone 12 (Leutar.Court Landscape District) Provides for landscape maintenance
of the Leutar Court frontage in Tract 6996.
Zone 15 (Bonnet Way Landscape District) Provides for monthly landscape
maintenance along Bonnet Way; Tract 5462.
Zone 16 (Beauchamps Landscape District) Provides for landscaping and lighting
of the Prospect Road entrance to the Beauchamps subdivision; Tract 7763.
Zone 17 (Sunland Park Landscape District) Provides for landscape maintenance
along the Quito Road frontage of Tracts 976 and 977.
Zone 22 (Prides Crossing Landscape District) Provides for periodic landscape
maintenance along Prospect Road between the Route 85 overcrossing and Titus
Avenue and along Cox Avenue between the Route 85 overcrossing and Saratoga
Creek. Includes all properties bordered by Route 85, Prospect Road and. Saratoga
Creek with the exception of the Brookview neighborhood (Tracts 1493, 1644,
1695, 1727, 1938 and 1996).
Zone 24 (Village Commercial Landscape and Lighting District) Provides for
routine maintenance of Village Parking Districts 1 -4, Big Basin Way landscaping
and street lighting.
Zone 25 (Saratoga Legends Landscape District) Provides for landscape
maintenance along the Saratoga Sunnyvale Road frontage, and pedestrian
pathways within Tract 8896.
Zone 26 (Bellgrove Landscape and Lighting District) Provides for common area
landscape maintenance and lighting associated with Tract 8700.
Zone 27 (Cunningham Place /Glasgow Court Landscape District) See description
for Zone 10.
Zone 28 (Kerwin Ranch Landscape District) Provides for landscape maintenance
along the Fruitvale and Saratoga Ayes. Frontages of Tracts 8559 and 8560.
Zone 29 (Tollgate Landscape and Lighting District) Provides for maintenance of
the common area landscape and lighting improvements along Tollgate Road at the
entrance to Tracts 3946 and 5001.
Zone 30 Provides for 25% of the operational costs for the traffic signal at the
Saratoga Sunnyvale Road /Pierce Road intersection.
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.
AGENDA
SARATOGA CITY COUNCIL
TIME: Wednesday, April 15, 1998 6:30 p.m.
PLACE: Civic Theater, 13777 Fruitvale Ave.
TYPE: Regular Meeting
6:30 p.m. Special Meeting for the purpose of a Closed Session
pursuant to Government Code Section 54957:
PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Title: City Manager
Administration Conference Room, 13777 Fruitvale Avenue
Mayor's Report on Closed Session.
7:30 Pledge of Allegiance
1. ROLL CALL
2. CEREMONIAL ITEMS
A. Resolution appointing Public Safety Commissioners
B. Administration of Oath of Office to Above
3. REPORT OF CITY CLERK ON POSTING OF AGENDA
Pursuant to Government Code 54954.2, the agenda for this meeting was
properly posted on April 10.
4. COMMUNICATIONS FROM COMMISSIONS AND THE PUBLIC
A. ORAL COMMUNICATIONS
B. COMMUNICATIONS FROM COMMISSIONS None.
C. WRITTEN COMMUNICATIONS None.
5. CONSENT CALENDAR
These items will be acted upon in one motion for each section unless
they are removed from the Consent Calendar for 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 1 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.
City Council Agenda
A. Previously- Discussed Items None.
B. New Items
C. CLAIMS AGAINST THE CITY
6. PUBLIC HEARINGS 8:00 pm.
2 April 15, 1998
1) Planning Commission Actions, 4/8 Meeting cancelled
due to lack of a quorum.
2) Memo Authorising Publicity for Upcoming Hearings No
hearings scheduled for May 6.
3) Resolution amending Resolution 97 -48 appointing the
Hakone Foundation Liaison
4) Approval of Check Register
5) Quarterly Report to Regional Water Quality Control
Board on City NPDES Activity
6) Resolution setting Bond Amounts for Certain City
Officers
7) Approval of License Agreement betwen City and Primary
Plus, Inc. regarding Property adjacent to El Quito
Park and Authorisation for Mayor to Execute
1) Claim of Morris in connection with automobile damage
due to pothole
Recommended Action: Deny and refer to San Jose Water
Company.
A. Vessing Road Assessment District Protest Hearing (continued
from 1/21)
Recommended Action: Open hearing; continue to July 15 in
accordance with petition from majority of property owners.
B. Appeal of Design Review Approval and Variance Approval to
construct a new 4,047 sq. ft. house, 25 feet in height on
a vacant 1.002 acre lot at 21194 Haymeadow Dr. in the R-
1- 40,000 zoning district. Applicant requested variance
approval in order to adhere to that zoning district's
standard front yard setback rather than the percentage-
based setbacks prescribed ..for all vacant lots. Applicant
also requested design review exception to permit
construction of garage with 7 foot, 6 inch underfloor
clearance, exceeding City limitation of 5 feet, and floor
area exception to waive required floor area reduction for
houses in excess of 18 feet in height. (Applicant, Persson;
Appellant, Weiser)(DR97 -053; V97- 011)(APN 503- 55 -53)
4. A. Oral Communications (continued) and instructions to staff
5
City Council Agenda
7. OLD BUSINESS
3 April 15, 1998
regarding actions on current oral communications
A. Review of village Valet Parking Program continued from
November 19
8. NEW BUSINESS
A. Landscaping and Lighting District LLA -1 Resolution
preliminarily Approving Engineers Report and setting
Public Hearing
B. Position on Proposition 224
9. ROUTINE MATTERS (Note: City Attorney will be excused at this
point if no longer needed.)
A. Approval of Minutes 4/1; 4/7
10. CITY COUNCIL ITEMS
A. Agenda items for adjourned regular meeting April 21
1) Joint Meeting with Library Commission
Internet Access
Use of Community Room space
Other Items:
2) Recommendation from Parks and Recreation Commission
on fee structure changes for use of parks by sports
leagues
3) Quarterly Program and Major Project Review (includes
Litigation Update by City Attorney)
4) Third Quarter Financial Review
5) FY98 -99 and 99 -00 Budget Preview
B. Other
11. CITY MANAGER'S REPORT
12. ADJOURNMENT to next meeting at 7:00 p.m. on Tuesday, April 21,
at 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]