Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
04-01-1998 Staff reports
WHEREAS, this year Asian Americans for Community Involvement will be celebrating its twenty -fifth anniversary as an organization for advocacy, health and social services, education, and community development in Santa Clara County, and WHEREAS, AACI, Santa Clara County's largest health and social service agency dedicated to the welfare of Asian Pacific Americans, has sponsored many conferences, special events and classes in Asian American history, and WHEREAS, AACI has actively supported bilingual, bicultural human services, housing and human services for seniors, and many other services for the benefit of its members and the community in general, and WHEREAS, AACI has continued to expand its services to the Asian communities with new facilities and projects, and WHEREAS, AACI provides an outstanding communication network for the immigrant and refugee population. NOW, THEREFORE, I, MAYOR OF THE CITY OF SARATOGA, do hereby commend Asian Americans for Community Involvement on the occasion of their Twenty -Fifth Anniversary Banquet on May 16, 1998, celebrating Passing on Our Legacy into the New Millennium. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 1st day of April, 1998. Mayor CONCERNING ASIAN- AMERICANS FOR COMMUNITY INVOLVEMENT 2/' RESOLUTION NO. 98 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DETERMINING TO DENY REQUEST FOR WAIVER OF ANNEXATION TO THE CITY OF CERTAIN UNINCORPORATED TERRITORY COMMONLY KNOW AS: 19544 GLEN UNA DRIVE, APN 510 -49 -013 WHEREAS, Osinski "Petitioner has submitted a request for Waiver of Annexation to the City of Saratoga of certain real property located in the County of Santa Clara, as described in Exhibit "A attached hereto and made a part hereof, commonly known as 19544 Glen Una Drive, APN 510 -49 -013; and WHEREAS, the City Council is the duly designated conducting authority for proceedings to annex said property, pursuant to Section 56826 of the Government. Code; and WHEREAS, the proposed request for Waiver of Annexation is exempt from the requirements of the California Environmental Quality Act pursuant to Article 19 of said Act; and WHEREAS, the City Council has duly considered the question of the request for Waiver of Annexation. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves and determines to deny the request for Waiver of Annexation for that property described in Exhibit "A" attached hereto, commonly known as 19544 Glen Una Drive, APN 510 -49 -013. 1 Passed and adopted by the City Council of the City of Saratoga, California at a meeting thereof held on the day of 1998, by the following vote: AYES: NOES: ABSENT: Attest: City Clerk MSRkag J: \W PD\M NRS W \2 73\RES 98\f W NEX. RS O 2 Mayor CITY OF SARATOGA PLANNING COMMISSION ACTION MINUTES DATE: Wednesday, March 250998 7:30 p.m. PLACE: Civic Theater,1377'Fruitvale Avenue, Saratoga, CA TYPE: Regular Meeting Roll Call Present: Chair Patrick, Commissioners Bernald, Kaplan, Martlage, Murakami, Pierce Absent: Commissioner Siegfried Staff: City Attorney Riback, Walgren, Crowley Pledge of Allegiance Minutes March 11, 1998 Oral Communications Report of Posting Agenda Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on March 20, 1998. Technical Corrections to Packet CONSENT CALENDAR 1. DR -97 -057 (503 -21 -009 012) NAVID, 15041 15072 Saratoga Sunnyvale Road; Request for Design Review approval to construct 15 single family residences, ranging in size from 3,857 sq. ft. to 4,229 sq. ft., pursuant to Chapter 15 of the City Code. The subdivision of this property was approved by the City Planning Commission in August 1996. The lots range in size from 15,000 sq. ft. to 21,600 sq. ft. and are located within an R1- 12,500 zoning district. CONTINUED 6/0 AT APPLICANT'S REQUEST TO 4/8/98. 2. V -98 -003 (517 -10 -008) ALLEN, 14500 Oak Street; Request for Variance approval to rebuild an existing 569 sq. ft. detached garage at a height of 15 feet. Variance approval is required to allow the side yard setback to remain at 1.5 feet. The site is 8,125 sq. ft. located within an R -1- 10,000 zoning district. CONTINUED 6/0 AT APPLICANT'S REQUEST TO 4/8/98. PUBLIC HEARINGS 3. DR -97 -056 SM -98 -002 (366 -48 -001) GOTTIMUKKALA, 12496 Parker Ranch Court; Request for Design Review approval to construct a new 4,509 sq. ft. two -story home on a vacant lot of the Parker Ranch Subdivision. Site Modification is also requested to allow a pool on this lot. The site is 50,440 sq. ft. located within an HR zoning district. CONTINUED AT APPLICANT'S REQUEST FROM 3/11/98 FOR ADDITONAL SITE VISIT AND CLARIFICATION OF DESIGN CONCERNS. DR -97 -056 APPROVED 6/0 WITH A CONDITION TO ALLOW ONLY ONE WOOD BURNING FIREPLACE; SM -98 -002 DENIED 6/0 WITHOUT PREJUDICE. Planning Commission Action Minutes Page 2 March 25, 1998 4. SD -97 -001 V -98 -002 (APN 397 -24 -010, 038, 073, 074 075) PINN BROTHERS CONSTRUCTION, 20325 La Paloma Avenue 14315 Douglass Lane; Request for Vesting Tentative Map approval to subdivide an approximately 19 acre site into fifteen individual lots in net size from 21,780 sq. ft. to 3.08 acres. The site is adjacent to Wildcat Creek and is currently developed with two primary single family homes and two independent "cottages One of the residences is the original "Hayfield House" designed by Julia Morgan in 1919 and is listed on the City's Heritage Resource Inventory. This structure and one of the cottages would be retained on the proposed Lot 9, which would also include a new three -car garage for a total of 8,766 sq. ft. Variance approval is necessary to allow the total proposed building area for Lot 9 to exceed the 7,320 sq. ft. maximum permitted by Zoning Ordinance for a 3.08 acre parcel. The subdivision would be accessed via two cul -de -sacs with seven of the new lots gaining access from Douglass Lane and eight from La Paloma Avenue. The property is located within an R -1- 20,000 zoning district. Written An Environmental Initial Study has been prepared for this project pursuant to the requirements of the California Environmental Quality Act. The public comment period for the Environmental Initial Study and the Draft Negative Declaration began on February 11, 1998, and will expire March 17, 1998. No final action may be taken on the project until the public review process has been completed and an environmental determination has been made. CONTINUED FROM 3/11/98 TO PREPARE DRAFT ENVIRONMENTAL NEGATIVE DECLARATION AND APPROVAL RESOLUTION. NEG. DEC., SD -97 -001 V- 98-002 APPROVED 5/0 (COMMISSIONER MARTLAGE EXCUSED HERSELF FROM ANY DISCUSSION AS SHE IS A NEIGHBOR OF THE SITE/PROJECT). 5. DR -98 -001 (APN 386 -06 -040) CHEN, 12491 Woodside Drive; Request for Design Review approval to construct a second story addition of 952 sq. ft. to an existing 2,396 sq. ft. house on an 11,900 sq. ft. lot in the R -1- 10,000 zoning district. Proposal will change building height from 14 feet, 6 inches to 21 feet, 6 inches. CONTINUED 6/0 AT APPLICANT'S REQUEST TO 4/22/98 FOR REDESIGN. 6. DR -97 -062 (503 -75 -010) JEPSEN, 21756 Congress Hall Lane; Request for Design Review approval to construct a new 5,155 sq. ft. two -story home on a vacant lot. The site is approximately 3 acres, located within the Hillside Residential zoning district. CONTINUED 6/0 AT APPLICANT'S REQUEST TO 4/22/98 STUDY SESSION FOR DESIGN ALTERNATIVES. DIRECTOR ITEMS COMMISSION ITEMS COMMUNICATIONS 1. City Council Minutes dated March 4, 1998 2. Notices for Planning Commission Meeting of April 8, 1998 ADJOURNMENT 11:00 p.m. to Wednesday, April 8, 1998, Civic Theater 13777 Fruitvale Avenue, Saratoga, CA Printed on recycled paper. sa C toau4 March 23, 1998 To: City Council From: Deputy City Clerk Subject: Publicity for Upcoming Hearing Weiser Appeal of Persson Approval A hearing has been scheduled on the above item for Wednesday, April 15. Staff requests direction as to any publicity in addition to that legally required which the Council wishes to have prepared. In accordance with Council policy, most ordinances will be introduced at noticed public hearings, including ordinances for which State law does not require a public hearing. Notices of appeals are published in the Saratoga News and mailed to all property owners within 500 feet of the site. A. Weiser Appeal of Persson Approval This is an 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. Persson, the 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. The appeal has been filed by Weiser, a neighbor of the project. This is a local matter, and staff recommends no additional noticing. Grace E. Cory 13777 FRUITVALE AVENUE SARATOGA; CALIFORNIA 95070 (408) 868 -1200 COUNCIL MEMBERS: Stan Bogosian Paul E. Jacobs Gillian Moran Jim Shaw Donald L. Wolfe EXECUTIVE SUMMARY NO. Recommended Motion(s): Report Summary: Fiscal Impacts: SARATOGA CITY COUNCIL AGENDA ITEM y' MEETING DATE: April 1, 1998 CITY MGR.: ORIGINATING DEPT.: COMMUNITY ENVIRONMENT PREPARED BY: SUBJECT: Villa Oaks Lane Landslide Repair, C.I.P. No. 9703 Final Acceptance and Notice of Completion Move to accept the project as complete and authorize staff to record the Notice of Completion for the construction contract. All work on the Villa Oaks Landslide Repair Project, C.I.P. No. 9703, has been completed by the 'City's contractor, Stevens Creek Quarry, Inc., and inspected by Engineering staff. The final construction contract amount was $387,950, which is 6.5% below the awarded contract amount of $414,775. In addition, the contractor performed miscellaneous maintenance and repair work within the Mt. Eden Estates subdivision totaling $6,795. C{ L In order to close out the construction contract and begin the one year maintenance /warranty period, it is recommended that the Council accept the project as complete. Further, it is recommended that the Council authorize staff to record the attached Notice of Completion for the construction contract so that the requisite 30 day Stop Notice period for the filing of claims by subcontractors or material providers may commence. The ten percent retention withheld from previous payments to the contractor will be released 30 days after recordation of the Notice of Completion assuming no Stop Notices are filed with the City. The adopted budget contains sufficient funds in Capital Project No. 9703 (Hillside Repair), Account 4510 to cover the cost of the construction. Follow Up Actions: Staff will record the Notice of Completion for the construction contract and release the contract sureties and retention thirty days thereafter. Consequences of Not Acting on the Recommended Motions: The project would not be accepted as complete and staff would notify the contractor of any additional work required by the City Council before the project would be accepted as complete. Advertising, Noticing and Public Contact: Nothing additional. Attachments: 1. Notice of Completion. Printed on recycled paper. Recording requested by, and to be returned to: City of Saratoga Engineering Division of the Community Environment Department 13777 Fruitvale Avenue Saratoga, CA 95070 NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN that the work agreed to be performed under the contract mentioned below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale Ave., Saratoga, CA 95070, as Owner of property or property rights, and the Contractor mentioned below, on property of the Owner, was accepted as complete by the Owner on the 1st day of April, 1998. Contract Number: N/A Contract Date: October 10, 1997 Contractor's Name: Stevens Creek Quarry, Inc. Contractor's Address: 12100 Stevens Canyon Road, Cupertino, CA 95014 Description of Work: Villa Oaks Landslide Repair, C.I.P. No. 9703 This notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State of California. The undersigned certifies that he is an officer of the City of Saratoga, that he has read the foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same is true of his own knowledge, except as to those matters which are therein stated on information or belief, and as to those matters that he believes to be true. I certify under penalty of perjury that the foregoing is true and correct. Executed at the City of Saratoga, County of Santa Clara, State of California on 19 Larry I. Perlin ATTEST: City Manager Grace E. Cory, Deputy City Clerk Gov. Code 40814 CITY OF SARATOGA BY: Fund Number Description 001 GENERAL 100 SUP. LAW ENFORCEMENT 110 TRAFFIC SAFETY 150 GAS TAX 160 T.D.A. 170 HILLSIDE STREET REPAIR 180 LANDSCAPE/LIGHT DIST. 250 DEVELOPMENT SERVICES 260 ENVIRONMENT PROGRAMS 270 H.C.D.A. 290 RECREATION FUND 292 FACILITY OPERATIONS 293 THEATER TICKET SURCHARGE 300 STATE PARK BONDS 310 PARK DEVELOP 400 LIBRARY DEBT 410 CERTS OF PART. 420 LEONARD ROAD ASSMNT. 700 QUARRY CREEK TRUST 710 HERITAGE 720 C.A.TV FOUND TRUST 730 PARKING DISTRICT #2 740 PARKING DISTRICT #3 750 PKG DIST BONDS #1 4 800 DEPOSIT AGENCY FUND 810 DEFERRED COMPENSATION 830 PAYROLL AGENCY FUND 990 SARATOGA PUB. FIN. AUTH. AGGREGATE TRANSFERS ALL OTHER FUND Total 0 'R 00RT(A0d.YR)RRPOR0 CITY ATOGA Treasurer's Report of Fund Balances February 28,1998 A Unaudited July 1, 1997 $4,440,593 20,498 40,235 195,379 2,807 62,838 269,644 (100,229) 17,678 4,340 2,178, 593 (200) 931,035 40,520 27,005 5,675 364 11,898 (1,505) (47,644) 331,906 1,018,875 192,326 transfers will b allocated to the proper fund in the near future. Adjustments Transfers ($458,838) 50,000 (50,000) 1,473, 579 Submitted by: Approved by: Year to Date Year to Date As of Revenues Expenditures February 28, 1998 $3,921,205 $3,275,614 70,645 53,905 7,007 510,500 792,578 4,950 18,845 7,551 424,146 8,775 90,167 969,209 511,335 192,993 391,594 21,874 98,782 293,642 394,164 107,116 42,363 15,853 8,806 83,009 67,710 97,130 87,128 4,985 (1,276) 5, M5 2,795 1,035 34,650 39,623 39,499 $9,642;632 $1,014,741 $6334;506:: $6;360,564 NOTE: The balances as of July 1, 1997 are preliminary and unaudited. A number of year end entries, which will have a material effect on the statement, have not been booked. These entries will be recorded as part of the normal and routine process of closing the books at year end. Trust and agency balances are treated as a liability versus fund equity for financial statement purposes. Accordingly, the balances shown are for informational purposes only. 4 auq. $4,627,347 37,238 47,242 (86,700) (13,895) (413,788) (18,554) 457,874 71,043 (177,136) (82,844) 64,753 7,047 (78,669) 2,246,303 9,802 926,051 34,079 24,210 5,675 50,364 10,862 (36,155) (47,644) 281,906 1,018,875 124 192,326 1,473,579 $10,631 ;315 (Unaudited Results) rJ .,l'. Acquisition FDR* Book Market Par Maturity Type Institution Date Rating Value Value Value Yeild Date Term Unrestricted Cash Investments: Cash: DD Comerica Bank Savings N/A AAA 576,628 576,628 576.628 2.250% Revolving CK Comerica Bank General N/A AAA 340,082 340,082 340.082 0.000% Revolving CK Comerica Bank Petty Cash N/A AAA 954 954 954 0.000% Revolving MF State Street Bank and Trust Co. Custodial N/A AAA 1,025,800 1,025,800 1.025,800 5.000% Revolving Subtotal Cash 1,443,464 a 1,443,464 1.443,464 3.962% L.A.I.F. Investments: MF L.A.I.F. CD First Republic Thrift Loan CD Girard Savings Bank CD Saratoga National Bank CD Metropolitan Bank CD Heritage Bank of Commerce Subtotal CDs TN US TN State Street Custody Subtotal U.S. Treasury Notes Subtotal L.A.I.F. Investments Total Cash and Investments Subtotal Unrestricted Cash Investments Subtotal Restricted Cash Investments Benchmark Yield Comparison Schedule of Maturities: FY 1998 FY 1999 Total CITY OF SARATOGA Cash and Investment Report Balance as of February 28, 1998 *Market values for U.S. Treasury Notes provided by State Street Bank and Trust Company. ubmitted by cony documents \m yyreport_old.xls 7 N/A N/A 3,465,883 b 3,465,883 3,465.883 5.720% Revolving 1 02/07/97 AAA 95,000 95,000 95.000 6.000% 08/06/98 07/28/97 AA 99,000 99.000 99,000 6.050% 07/28/98 07/03/97 AAA 500,000 500.000 500.000 3.040% 07/03/98 07/25/97 AAA 99.000 99.000 99.000 5.800% 07/25/98 10/14/97 AAA 500,000 500,000 500,000 6.000% 10/14/98 3 Month Treasury 5998,906 1,293.000 52,291,906 1.293,000 1,293,000 1,293.000 5.005 °ro 04/07/97 998,906 1,001,300 6.091% 05/31/98 998,906 c 1,001.300 0 6.279% 5,757,789 5,760.183 4,758,883 5.771% 7,201,253 7,203,647 6,202,347 5.409% Restricted Cash Investments: SV Saratoga National Bank CDBG N/A AAA 84,432 84,432 84,432 3.040% Revolving CK Saratoga National Bank CDBG N/A AAA 8 8 8 0.000% Revolving CK Wells Fargo Bank CDBG N/A AAA 20,031 20,031 20,031 0.000% Revolving CK Wells Fargo Bank CDBG N/A AAA 11,708 11,708 11,708 0.000% Revolving SV Comerica Bank Quarry Creek Trust N/A AAA 24,466 24,466 24,466 2.000% Revolving 140,645 140.645 140,645 0.174% 5.345% Avg Yield 57,341,898 $7,344,292 56,342,992 5.180 %I 6 Month Treasury Reserve Analysis: General Fund Reserve requirement adopted 6/25/97: General Fund Balance as of 2/28/98 Pooled Cash Inv. available for current expenses: (Includes unrestricted funds maturing within the current fiscal year) Anticipated Monthly II Earnings 5349 N/A N/A 4.417 1 4,766 90 17.071 546 491 365 516 365 1.309 365 494 365 2.583 401 5,393 0 422 5.239 422 5,239 457 27,704 229 32.470 1 202 1 N/A 1 N/A 1 N/A 90 42 24 244 138 $32,714 5.150%1 $2,000,000 $4,627,347 $5,908,253 (a +b +c) NOTES: FDR The Financial Directory rating is based on computer analysis of prime financials reported quarterly by the institutions to the Federal Reserve Board and the Federal H Board. Ratings based on information released July 1997. This report reflects pooled Cash, Investmente a td Regttwted Cash which are:avatlablc resources:to fund operations, debt service and capital improvements. Other interest heairi motes eeeivable) are listed above Debt service reservesfunds held by trust[ i s arc restricted pursuant tc tndentrtre covenants a d have been excluded from this report pursuant to Goveinment Code Section 53646 the City s investment: pottfolio:is tit eomplta zvtth the adopted investment policy and [bete are adequate resources to meet ant pool expendtture::requuementg for.t}i tt six mort#hs Approved by: 4" (Unaudited Results) Total Expenditures EXCESS OF REVENUES OVER (UNDER) EXPENDITURES CITY OF SARATOGA Statement of Revenues and Expenditures Budget Variance Report General Fund All Other Funds February 28, 1998 (70% of FY Complete) Current Month Year to Date Annual Budget Actual Variance Budget Actual Variance Budget 685,921 340,093 345.828 5,487,369 4,818,764 668,606 8,231,054 M( Ote k'Fu Current Mouth Budget Actual Variance REVENUES Taxes 9333,027 9245,506 (987,522) $2,664,219 92,388,779 (6275,440) 93,996,328 54,878 SO (94,878) 939,027 58,775 (530.251) 558,540 1 Lionises andpamits 3,891 4,892 1,001 31,131 68,341 37,210 46.697 54.392 52,759 (1,633) 435,138 542,618 107,480 652,707 Intergovmnmantal 104,093 (1) (104,094) 832,743 653,429 (179,314) 1,249,115 150.351 461 (149,891) 1,202809 500,905 (701,905) 1,804,214 2 Charges for services 31.248 0 (31.248) 249.987 282,948 32,961 374,981 156,312 141,122 (15,189) 1.250,493 907,512 (342,981) 1,875,740 Fines, forfeits and assessments 5,500 6,703 1.203 44.000 47.424 3,424 66,000 26,803 (2,552) (29255) 214421 11,263 (203,158) 321.631 Use of money and property 23.381 5,168 (18.212) 167,046 83.707 (10 3339) 280,569 22.807 5.597 (17.210) 182,459 241,973 59.515 273,688 Other revenue 955 955 396,576 396,576 1.542 0 (1.542) 12.337 200.254 187,918 18,505 Revalue reduction allowance (25,000) 25,000 (200.000) 200.000 (300,000) 3 Administrative direct cost reimb. 135,539 135,539 1,084,312 1.084.312 1,626,468 Total Revenues 611,680 398,763 (212.917) 4,893,439 5,005,517 112,078 7,340,158 417,085 197,388 (219.698) 3,336,683 2.413 301 (923,382) 5,005,025 EXPENDITURES Public safety 219.922 (6,077) 225.999 1,759,379 1.639,938 119,441 2,639.069 8.984 5,563 3.421 Envrmunental services 5,598 2,020 3,578 44,783 23.998 20,784 67,174 170,306 83,493 86,813 Public works smites 66,780 32,984 33,796 534,238 340,761 193.477 801,357 136,776 129,252 7.523 Community savior 0 (0) 30271 (30,771) 92.988 57,105 35.883 Debt service 190,779 37,475 153,305 Community support 16,604 16,604 132,828 132,828 199,242 20.576 20.576 General government 179,376 137,316 42,060 1,435.006 1,152,761 282,225 2,152,509 7,328 4,517 2,811 Capital outlay 4,748 (19,044) 23,792 37,985 87.364 (49,379) 56,978 96,976 9,128 87.848 Contingency reserve 10,363 10,363 82,904 82,904 124,356 5 Interfund transfers 184,197 184,197 1,473,579 1,473,579 2,210.369 (184.197) (184,197) TexMology sinking fund adjustment (1,667) (1.667) (13,333) (11,333) (20,000) 6 540,516 142,336 398,180 Approved by: Budget Actual Variance 71,875 1,362,451 1.094.206 743,903 1,526.235 164,607 58.623 775,807 (1,473,579) Year to Date 45.708 925,572 779,833 5)3,640 132,963 39.499 647,735 (1,473,579) 1,611,371 NOTES: 1. Property taxes are collected by the County on a semis:muai basis each December 10th and April 10th. The County remits the City's apportioned amount typically within one month of collection. Franchise fees are typically received monthly from the City's refine hauler and cable TV provider. The wata company and electric and gas provider remit fees on an annual basis in February and April, respectively. 2. The timing of Intergovernmental Federal revenues is predicated on submittal of qualifying expenditnues. 3. This line item reflects a 9300,000 General Fund budgeted reduction in overall revenue in were actual revenues fall short of estimates. No actuals will be recorded to this line item. 4. 91.98 million Civic Center COP debt to be paid off in September. Acunmting entries recorded in October. 5. The contingency reserve represents an appropriation for unanticipated expenditures. It may not be directly expensed and must be transferred to other activities or projects, as necessary. 6. A sinking fund has been established for One fume replacement of tecurology. 26.167 436,878 314.373 230,263 1,393,272 164,607 19.125 128.072 2.712,758 Annual Budget 107,813 2,04 ?,676 1,641,309 1.115,855 2.289.352 4 246.911 87,935 1,163.711 (2.210,369) 6.486,193 (Unaudited Results) EXECUTIVE SUMMARY NO. MEETING DATE: APRIL 1, 1998 ORIGINATING DEPT.: CITY MANAGER SARATOGA CITY COUNCIL AGENDA ITEM CITY MANAGER: DEPT. HEAD: SUBJECT: First amendment to agreement between Cities of San Jose and Saratoga for maintenance of traffic signals under joint jurisdiction RECOMMENDED MOTION(S): Move to approve the first amendment to the agreement and authorize the Mayor to sign on behalf of the City. REPORT SUMMARY: Attached is the first amendment to an existing agreement between the Cities of San Jose and Saratoga for maintenance of traffic signals under joint jurisdiction. The proposed amendment to the original agreement dated March 30, 1984 would do the following: 1. The signal at Quito Rd./Westmont Ave. /Sousa Ln. installed in 1994 would be added to the agreement. Maintenance responsibility would be delegated to San Jose, with Saratoga picking up 2 /3rds of the maintenance costs (representing the proportional share of the intersection for which Saratoga is responsible). This essentially memorializes what has occurred since the signal was installed. 2. A new paragraph setting forth a process for pursuing and distributing claims recovered for damage caused by third parties would be added. 3. The Public Works Director would be designated as the City's Authorized Representative for purposes of the agreement which would allow for future amendments to be handled administratively. The City Attorney has reviewed the proposed amendment and is satisfied with its contents. FISCAL IMPACTS: None as a result of approving the amendment. The adopted budget includes sufficient funds for the City's share of the maintenance of the signals covered by the agreement in Activity 33 (Traffic Control), Account 4510 (Maintenance Services). ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): The amendment to the agreement would not be approved. If this happens, San Jose will likely request termination of the agreement creating doubts about which agency will take responsibility for each of the signals. FOLLOW UP ACTIONS: The amendment will be signed and returned to San Jose. ATTACHMENTS: Proposed amendment to agreement. DEPARTMENT OF STREETS TRAFFIC WAYNE K. TANDA, DIRECTOR CITY OF SAN JOSE, CALIFORNIA 4 NORTH SECOND STREET, SUITE 1000 SAN JOSE, CALIFORNIA 95113 TELEPHONE (408) 277 -4304 Mr. Larry Perlin City Manager City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Mr. Perlin: February 23, 1998 SUBJECT: FIRST AMENDMENT TO AGREEMENT FOR MAINTENANCE OF TRAFFIC SIGNALS UNDER JOINT JURISDICTION Attached are three originals of the First Amendment to Agreement Between the City of San Jose and the City of Saratoga for Maintenance of Traffic Signals Under Joint Jurisdiction. Please have the document executed by your City Council. Return two signed originals with seals affixed and two copies of City Council Resolution authorizing its execution. We will return one fully executed original to you for your records. ERA:rlm Attachment CMAY DOCUMENTSISARATOGA \IST AMENDMENT EXECUf1ON.DOC 03/19988:50 AM Very truly yours, RON L. NORTHOUSE, P.E. Senior Traffic Engineer Traffic Signals Section •A FIRST AMENDMENT TO AGREEMENT BETWEEN THE CITY OF SAN JOSE AND THE CITY OF SARATOGA FOR MAINTENANCE OF TRAFFIC SIGNALS UNDER JOINT JURISDICTION This First Amendment to the Agreement for Maintenance of Traffic Signals Under Joint Jurisdiction is made and entered into this day of 1998, by and between the CITY OF SAN JOSE, a municipal corporation of the State of California, (hereinafter referred to as "San Jose and the CITY OF SARATOGA, a municipal corporation of the State of California, (hereinafter referred to as "Saratoga RECITALS WHEREAS, on March 30, 1984, San Jose and Saratoga executed an Agreement for Maintenance of Traffic Signals Under Joint Jurisdiction "Agreement and WHEREAS, the parties hereto now desire to amend such Agreement to include one (1) new intersection located on common corporate boundary lines at Quito Road and Westmont Avenue. NOW, THEREFORE, the parties agree to amend the Agreement as follows: SECTION 1. Exhibit "A" of the Agreement, entitled "Traffic Signal Designation and Cost Allocation is hereby amended to read as stated in Exhibit "A -1" attached hereto and incorporated herein. SECTION 2. All references in the Agreement to Exhibit "A" shall be deemed references to Exhibit "A-1". SECTION 3. Section 6 of the Agreement entitled "Claims Against Third Parties is amended to read as follows: The city having maintenance responsibility for a traffic signal shall pursue any claim for traffic signal damage against the responsible third party or parties. Any claim recovered from a third party shall be distributed between San Jose and Saratoga as follows: (1) the city recovering the claim shall first reimburse itself for all reasonable cost associated with having pursued the claim, and (2) all funds remaining after deduction of the costs of having pursued the claim shall be divided between San Jose and Saratoga in the same ratio that maintenance costs are shared at the intersection where the damage occurred. SECTION 4. Section 8 of the Agreement entitled "Term of Agreement is amended to read as follows: This Agreement shall take effect on the date of execution hereof and shall continue in force unless and until terminated by either party hereto pursuant to Section 9 of this Agreement. SECTION 5. A new Section 9 is added to the Agreement, to read as follows: 9. Amendment/Termination (a) This Agreement, including Exhibit "A-1", may be amended at any time upon written mutual consent of the parties acting by and through their Authorized Representatives. Any such amendments shall be in writing. Any amendments to Exhibit "A -1" shall be attached to the Agreement as a revised exhibit. (b) This Agreement may be terminated at any time, effective immediately, upon written mutual consent of the parties acting by and through their Authorized Representatives. This Agreement may also be terminated by either party, acting by and through its Authorized Representative, upon thirty (30) days written notice to the other party. SECTION 6. A new Section 10 is added to the Agreement, to read as follows: 10. Representatives Designated SECTION 7. A new Section 11 is added to the Agreement to read as follows: 11. Notices CITY OF SAN JOSE All notices and other communications required or permitted to be given under this Agreement shall be in writing and shall be personally served or mailed first class, postage paid, addressed to the respective parties as follows: CITY OF SARATOGA (a) San Jose designates its Director of Streets and Traffic as its Authorized Representative for purposes of this Agreement. (b) Saratoga designates its Director of Public Works as its Authorized Representative for purposes of this Agreement. Director of Streets and Traffic 4 North Second Street, Suite 1000 San Jose, CA 95113 Director of Public Works 13777 Fruitvale Avenue Saratoga, CA 95070 IN WITNESS WHEREOF, the Parties hereto have caused this First Amendment to Agreement to be executed as of the date first written above. CITY OF SARATOGA, a municipal CITY OF SAN JOSE, a municipal corporation: corporation: By: DONALD WOLFE Mayor City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 APPROVED AS TO FORM: By: MICHAEL RIBACK City Attorney By: PATRICIA L. O'HEARN City Clerk City of San Jose 801 North First Street San Jose, CA 95110 APPROVED AS TO FORM: By: GLENN D. SCHWARZBACH Deputy City Attorney Intersection Responsibility for Maintenance Costs by Jurisdiction Maintenance Costs Percentage Share Maintenance Responsibility San Jose Saratoga San Jose Saratoga Bucknall Road and Quito Road 75% 25% 75% 25% San Jose Blaney Avenue and Prospect Road 66 -2/3% 33 -1/3% 66 -2/3% 33 -1/3% San Jose Miller Avenue and Prospect Road 50% 50% 50% 50% Saratoga Johnson Avenue and Prospect Road 33 -1/3% 66 -2/3% 33 -1/3% 66 -2/3% San Jose Lyle Drive and Prospect Road 66 -2/3% 33 -1/3% 66 -2/3% 33 -1/3% San Jose Quito Road and Westmont Avenue 66 -2/3% 33 -1/3% 66 -2/3% 33 -1/3% San Jose FIRST AMENDMENT TO AGREEMENT BETWEEN THE CITY OF SAN JOSE AND THE CITY OF SARATOGA FOR MAINTENANCE OF TRAFFIC SIGNALS UNDER JOINT JURISDICTION EXHIBIT A -1 TRAFFIC SIGNAL DESIGNATION AND COST ALLOCATION The Traffic Signal Facilities at the following Intersections shall be subject to this Agreement and the costs for Maintenance and power shall be allocated as follows: p+� CHECK :REGISTER .CERTIFICATION Subtotal PAYROLL CHECKS: B23308 -23335 TOTAL O:UANICE \CERTIFY ACCOUNTS PAYABLE CHECKS: A74470- A74600 1 GENERAL 100 COPS -SLESF 110 Traffic Safety 150 Streets Roads 160 Transit Dev 170 Hillside Repair 180 LLA Districts 250 Dev Services 260 Environmental 270 Housing &Comm 290 Recreation 292 Facility Ops 293 Quarry Creek 300 State Park 310 Park Devlpmnt 400 Library Debt 410 Civic Cntr COP 420 Leonard Rd 700 Quarry Creek 710 Heritage Prsvn 720 Cable TV 730 PD #2 740 PD #3 800 Deposit Agency 810 Deferred Comp 830 Payroll Agency 990 SPFA 27 -Mu -98 $45,742.95 4,982.40 3,844.80 3,829.60 4,767.77 23,625.00 10,012.93 1,552.50 193.04 sis (6) $12,309.34 $58,052.29 $0.00 $0.00 $4,982.40 $0.00 $0.00 $3,844.80 $3,829.60 $4,767.77 $23,625.00 $10,012.93 $1,552.50 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $193.04 $0.00 $0.00 $0.00 $98,550.99 $12,309.34 $110,860.33 75,138.83 185,999.165 Prepared by: .�f Date: —I 2 7 Approved by: Date: Fund Amount Amount Void Manual Fund Name 3/27/98 Checks Checks Total p+� CHECK :REGISTER .CERTIFICATION Subtotal PAYROLL CHECKS: B23308 -23335 TOTAL O:UANICE \CERTIFY ACCOUNTS PAYABLE CHECKS: A74470- A74600 1 GENERAL 100 COPS -SLESF 110 Traffic Safety 150 Streets Roads 160 Transit Dev 170 Hillside Repair 180 LLA Districts 250 Dev Services 260 Environmental 270 Housing &Comm 290 Recreation 292 Facility Ops 293 Quarry Creek 300 State Park 310 Park Devlpmnt 400 Library Debt 410 Civic Cntr COP 420 Leonard Rd 700 Quarry Creek 710 Heritage Prsvn 720 Cable TV 730 PD #2 740 PD #3 800 Deposit Agency 810 Deferred Comp 830 Payroll Agency 990 SPFA 27 -Mu -98 $45,742.95 4,982.40 3,844.80 3,829.60 4,767.77 23,625.00 10,012.93 1,552.50 193.04 sis (6) $12,309.34 $58,052.29 $0.00 $0.00 $4,982.40 $0.00 $0.00 $3,844.80 $3,829.60 $4,767.77 $23,625.00 $10,012.93 $1,552.50 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $193.04 $0.00 $0.00 $0.00 $98,550.99 $12,309.34 $110,860.33 75,138.83 185,999.165 Prepared by: .�f Date: —I 2 7 Approved by: Date: PREPARED 03/26/1998, 11:25:03 PROGRAM: GM339L CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK/DUE ACCOUNT ITEM EXPENDITURE HAND-ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0000006 A TO Z NURSERY 828918 003389 18198 03/23/1998 001-3030-532.30-01 REPLACEMENT PLANTS ETC 1.78 8285463 003390 18198 03/23/1998 001-3030-532.30-01 REPLACEMENT PLANTS ETC 49.20 0000008 ABAG 3/9/98 003487 03/24/1998 001-1045-513.40-02 MAILING LABELS/RECRUITMNT 29.84 0000010 ABAG POWER PURCHASING POOL 800031 003457 17992 03/24/1998 001-1060-513.40-23 NATURAL GAS/POWER POOL 800.00 0000005 ALAN JARRETT 1371-37 003341 0000034 AUTOMATIC RAIN 701303500 003452 18251 03/24/1998 701334500 003453 18251 03/24/1998 0001377 B.P.P.V.E. 003385 0000040 BANDA, MASANKO 003346 0001078 BAY TELECOM 000107 003403 T000180 003404 EXPENDITURE APPROVAL LIST PAGE 1 AS OF, 03/27/1998 001-3030-532.30-01 LANDSCAPE MATERIALS 001-3030-532.30-01 LANDSCAPE MATERIALS VENDOR TOTAL 50.98 VENDOR TOTAL 29.84 VENDOR TOTAL 800.00 0000005 ACCUREX ACCOUNTING SERVICE 756 003315 03/20/1998 001-1040-413.05-00 REFUND OVERPAYMENT 10.00 VENDOR TOTAL 10.00 03/20/1998 290-6005-445.04-00 CLASS REFUND 64.00 VENDOR TOTAL 64.00 0000020 ALPINE AWARDS 86729 003491 03/25/1998 290-6005-564.30-01 AWARD/35t BSKTBALL LEAGUE 180.56 VENDOR TOTAL 180.56 1,125.81 281.45- VENDOR TOTAL 844.36 03/23/1998 001-2010-522.30-31 DIRECTORY OF APPROVED CA 25.00 VENDOR TOTAL 25.00 03/20/1998 290-6005-564.40-10 INSTRUCTOR FEES 192.00 VENDOR TOTAL 192.00 03/24/1998 001-1050-513.40-20 VOICEMAIL SYSTEM REPAIRS 192.50 03/24/1998 001-1050-513.40-20 VOICEMAIL SYSTEM REPAIRS 311.50 PREPARED 03/26/1998, 11:25:03 EXPENDITURE APPROVAL LIST PAGE 2 PROGRAM: GM339L AS OF: 03/27/1998 2ITY OF SARATOGA JEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK/DUE ACCOUNT ITEM EXPENDITURE HAND-ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT D001078 000117 000118 000201 000217 BAY TELECOM 003405 003406 003407 003408 0000005 BILL KENNEDY 0000054 BOISE CASCADE 994502 003426 03/24/1998 03/24/1998 03/24/1998 03/24/1998 001-1050-513.40-20 VOICEMAIL SYSTEM REPAIRS 001-1050-513.40-20 VOICEMAIL SYSTEM REPAIRS 001-1050-513.40-20 VOICEMAIL SYSTEM REPAIRS 001-1050-513.40-20 VOICEMAIL SYSTEM REPAIRS 1129 003332 03/20/1998 290-6005-445.04-00 CLASS REFUND VENDOR TOTAL VENDOR TOTAL 0000051 BOETHING TREELAND FARMS 179446 003351 03/20/1998 001-3030-532.30-01 PURCHASE CITY TREES 528.50 03/24/1998 001-1050-513.30-01 COPIER/PRINTER PAPER VENDOR TOTAL 0001379 C. A. TURNER CO., INC 55805 003409 03/24/1998 150-3005-532.30-01 MANHOLE CUSHIONS 57.68 0000071 CELLULAR ONE 71000160 003393 03/23/1998 001-1050-513.40-20 CELL PHONE CORP YARD 71000160 003394 03/23/1998 001-1050-513.40-20 CELL PHONE CSO 71000160 003395 03/23/1998 001-2010-522.40-20 CELL PHONE M.I.S. DEPT. VENDOR TOTAL 0000078 CHA 3/25/98 003517 03/26/1998 001-0000-210.20-01 1ST QTR CONTRIBUTIONS VENDOR TOTAL 3000085 CITY OF SARATOGA/PETTY CASH 3-4-98 003492 03/25/1998 001-1005-511.40-04 REPLENISH PETTY CASH 3-24-98 003493 03/25/1998 001-1005-511.40-04 REPLENISH PETTY CASH VENDOR TOTAL 273.75 143.75 1,045.47 127.50 2,094.47 59.00 59.00 VENDOR TOTAL 528.50 1,070.17 1,070.17 VENDOR TOTAL 57.68 56.76 56.76 56.76 170.28 175.50 175.50 53.96 55.00 108.96 )000965 CLASSIC SIGNS AWARDS 19387 003358 03/20/1998 001-1060-513.40-15 FURNISH INSTALL 4" 230.73 VENDOR TOTAL 230.73 PREPARED 03/26/1998, 11:25:03 EXPENDITURE APPROVAL LIST PAGE 3 PROGRAM: GM339L AS OF: 03/27/1998 CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK /DUE ACCOUNT ITEM EXPENDITURE HAND- ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0000965 CLASSIC SIGNS AWARDS 0000091 COMMONWEALTH CREDIT UNION 3/26/98 003489 03/24/1998 001- 0000 210.20 -01 CREDIT UNION DEDUCTIONS CHECK 74471 VENDOR TOTAL .00 0000751 CPRS DISTRICT #4 003384 03/23/1998 001 1045 513.40 -01 CPRS DISTRICT IV CUSTOMER 25.00 VENDOR TOTAL 25.00 0000116 DELTA MICROFILM SERV., INC. 004273 003391 03/23/1998 001- 2010 522.30 -01 MICROFICHE CABINET 254.39 VENDOR TOTAL 254.39 0000123 DIDENTI, DAVID 003509 03/25/1998 290 6005 564.40 -10 REFEREE FEES 60.00 VENDOR TOTAL 60.00 0000612 DMS INC 53907L 003461 200004 03/24/1998 180 3040 532.40 -15 LANDSCAPING SERVICE 204.00 53906L 003462 200004 03/24/1998 180- 3040 532.40 -15 LANDSCAPING SERVICE 102.00 VENDOR TOTAL 306.00 0000144 ELECTRICAL DISTRIBUTORS 849890 003444 17986 03/24/1998 001 1060 513.30 -02 REPLACEMENT LAMPS 309.83 VENDOR TOTAL 309.83 0001215 ELLIS, NICHOL 003508 03/25/1998 290 6005 564.40 -10 SCOREKEEPER FEES 40.00 VENDOR TOTAL 40.00 0001373 EMERGENCY HOUSING CONSORTIUM 31898 003414 03/24/1998 270- 7015 572.40 -70 MONTEREY GLEN INN 15,000.00 VENDOR TOTAL 15,000.00 0000005 ESMERALDA ESPINOZA 42002 003318 03/20/1998 292 0000 260.00 -00 RENTAL DEPOSIT REFUND 200.00 VENDOR TOTAL 200.00 0000150 EVANS WEST VALLEY SPRAY 27688 003355 17969 03/20/1998 001- 3030 532.40 -15 ANNUAL SPRAYING OF PARKS 320.00 3,820.00 3,820.00 PREPARED 03/26/1998, 11:25:03 EXPENDITURE APPROVAL LIST PAGE 4 PROGRAM: GM339L AS OF: 03/27/1998 CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK /DUE ACCOUNT ITEM EXPENDITURE HAND- ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0000150 EVANS WEST VALLEY SPRAY 0000005 EVELINE BELLEGARDA 1456 003334 03/20/1998 290 6005-445.04 -00 CLASS REFUND 0000005 EVERETT CARROLL 1095 003337 03/20/1998 290- 6005- 445.04 -00 CLASS REFUND 0000155 1070 1071 FITZPATRICK BARRICADE 003450 17966 03/24/1998 003451 17966 03/24/1998 VENDOR TOTAL VENDOR TOTAL 150- 3015 532.30 -01 TRAFFIC CONT. -B 150- 3015 532.30 -01 TRAFFIC CONT. -B VENDOR TOTAL 0000005 FRANCISCO J. ANDVEZA 407 003314 03/20/1998 001 1040 413.05 -00 REFUND OVERPAYMENT 10.00 0000005 FRED NOURZAD 43108 003511 03/25/1998 292- 0000 260.00 -00 RENTAL DEPOSIT REFUND 300.00 0000159 FRY'S ELECTRONICS 2408295 003494 0000164 GARDENLAND POWER .EQUIPMENT 243940 003467 03/24/1998 243946 003468 17941 03/24/1998 03/25/1998 001 1065 513.30 -01 WRIST /MOUSE PADS -SURGE PR VENDOR TOTAL 0000162 G. N. RENN, INC. 234906 003459 17974 03/24/1998 001- 1035 512.30 -20 GAS,DIESEL /PETROL FUEL 537.18 001 3030 532.30 -01 LOW NOISE BLOWERS 001 3030 532.30 -01 GARDENING SUPPLIES VENDOR TOTAL 320.00 VENDOR TOTAL 34.00 34.00 34.00 34.00 40.59 81.19 121.78 VENDOR TOTAL 10.00 VENDOR TOTAL 300.00 124.92 124.92 VENDOR TOTAL 537.18 363.71 70.05 433.76 0001223 GITTENS, WILLIAM 003507 03/25/1998 290- 6005 564.40 -10 REFEREE FEES 216.00 VENDOR TOTAL 216.00 �•r PREPARED 03/26/1998, 11:25:03 EXPENDITURE APPROVAL LIST PAGE 5 PROGRAM: GM339L AS OF: 03/27/1998 CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK /DUE ACCOUNT ITEM EXPENDITURE HAND- ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0001223 GITTENS, WILLIAM 0000720 GONDA, PETER 003425 003423 003424 03/24/1998 03/24/1998 03/24/1998 001 1040 513.40 -05 MILEAGE /ABAG POWER POOL 001- 1045 513.40 -02 FOOD FOR INTERVIEW PANEL 001 1045 513.40 -02 BEVERAGES FOR INT. PANEL VENDOR TOTAL 0000613 GREEN VALLEY RECYCLING CO INC 030598 003460 200015 03/24/1998 260 5015 552.40 -10 STREET SWEEPING FEB. 98 4,767.77 0001218 HILBERT, MIKE 003505 03/25/1998 290 6005 564.40 -10 REFEREE FEES VENDOR TOTAL 0000005 HITOMI MIWADA 1098 003330 03/20/1998 290 6005- 445.04 -00 CLASS REFUND VENDOR TOTAL 0000194 HUDTLOFF, DIANA L. 003416 03/24/1998 290 6005 564.40 -10 INSTRUCTOR FEES 0001207 JEAN HAUCK GROUP RATES 28.35 6.34 1.99 36.68 VENDOR TOTAL 4,767.77 0001216 GREEN, NATHANIEL 003506 03/25/1998 290- 6005 564.40 -10 REFEREE FEES 130.00 VENDOR TOTAL 130.00 0000188 HAWKINS TRAFFIC SAFETY 52854 003352 03/20/1998 150- 3015 532.30 -01 VANDAL PROOF NUTS 138.62 VENDOR TOTAL 138.62 VENDOR TOTAL 80.00 80.00 12.00 12.00 2,389.72 2,389.72 0000201 ICMA RETIREMENT TRUST 3/25/98 003514 03/26/1998 001- 0000 210.20 -01 ICMA DEPOSIT P/R END 3/20 4,191.52 VENDOR TOTAL 4,191.52 0000209 JAMELLO, NANCY 003417 03/24/1998 290 6005 564.40 -10 INSTRUCTOR FEES 1,141.88 VENDOR TOTAL 1,141.88 PREPARED 03/26/1998, 11:25:03 EXPENDITURE APPROVAL LIST PAGE 6 PROGRAM: GM339L AS OF: 03/27/1998 CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK /DUE ACCOUNT ITEM EXPENDITURE HAND- ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0001207 JEAN HAUCK GROUP RATES 003495 18404 03/25/1998 290 6005 564.40 -51 REG. /SHEAR MADNESS TRIP VENDOR TOTAL 18.00 18.00 0001264 JEFFERS, JAMES A. 003360 03/23/1998 250- 4010 542.40 -10 TREE INSPECTION FEES 210.00 VENDOR TOTAL 210.00 0000211 JENKINS, TRACY 003504 03/25/1998 290 6005 564.40 -10 REFEREE FEES 60.00 VENDOR TOTAL 60.00 0000005 JIM DROZDIAK 003490 03/25/1998 290 6005- 445.04 -00 CLASS REFUND 44.00 VENDOR TOTAL 44.00 0000213 JOBS AVAILABLE 806143 003421 03/24/1998 001 1045 513.40 -40 AD /HUMAN RESOURSE ANALYST 86.40 VENDOR TOTAL 86.40 0000227 KEYZER, MIRYAM A. 003343 03/20/1998 290 6005 564.40 -10 INSTRUCTOR FEES 42.70 VENDOR TOTAL 42.70 0000005 KITTY ZAHRADNIK 42048 003512 03/25/1998 292 0000 260.00 -00 RENTAL DEPOSIT REFUND 100.00 VENDOR TOTAL 100.00 0000611 KOMPAN INC 76007 003454 03/24/1998 001 3030 532.40 -14 NET, POLY 5'X 5' 216.19 VENDOR TOTAL 216.19 0000005 KRISH RAMAKRISHNAN 1277 003328 03/20/1998 290 6005 445.04 -00 CLASS REFUND 12.00 VENDOR TOTAL 12.00 0000005 LAURA WORDEN 42791 003319 03/20/1998 292- 0000 260.00 -00 RENTAL DEPOSIT REFUND 100.00 0000246 LIBERTY PEST CONTROL VENDOR TOTAL 100.00 PREPARED 03/26/1998, 11:25:03 EXPENDITURE APPROVAL LIST PAGE 7 PROGRAM: GM339L AS OF: 03/27/1998 CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK /DUE ACCOUNT ITEM EXPENDITURE HAND- ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0000246 LIBERTY PEST CONTROL 79886 003350 17987 03/20/1998 001 1060 513.40 -15 QTRLY SPRAY SERVICE 265.00 0000772 LIEBERT, CASSIDY FRIERSON 3 -10 -98 003455 200026 03/24/1998 001 1045 513.40 -10 NEGOTIATION SERVICES 377.50 0000005 1288 LILLIAN SUO 003499 0000005 LINDA SILVA 42023 003320 0000250 LOFT, JENNIE 003357 0001311 LUCERO JR., DENNIS 003503 0000259 MISC. 0001274 MALIK, OMAR 003502 0000005 1107 MACON, JOHN 003356 MARI SUGINO 003327 0000267 MAZE ASSOCIATES 3/10/98 -A 003463 3/10/98 -B 003464 03/25/1998 290 6005- 445.04 -00 CLASS REFUND VENDOR TOTAL 03/20/1998 292- 0000 260.00 -00 RENTAL DEPOSIT REFUND VENDOR TOTAL 03/20/1998 001 3030 532.30 -01 300 CARTONS MILK VENDOR TOTAL 03/25/1998 290- 6005 564.40 -10 REFEREE FEES VENDOR TOTAL 03/20/1998 290 6010 564.30 -01 SUPPLIES FOR TEEN CENTER VENDOR TOTAL 03/25/1998 290 6005 564.40 -10 REFEREE FEES VENDOR TOTAL 03/20/1998 290 6005- 445.04 -00 CLASS REFUND VENDOR TOTAL 265.00 VENDOR TOTAL 03/24/1998 001 1040 513.40 -10 PROF. SERVICES -Re: audit 03/24/1998 001 1040 513.40 -10 PROF. SERVICES -Re: ACCT VENDOR TOTAL 377.50 64.00 64.00 252.50 252.50 45.00 45.00 40.00 40.00 38.73 38.73 45.00 45.00 12.00 12.00 2,299.00 1,032.25 VENDOR TOTAL 3,331.25 PREPARED 03/26/1998, 11:25:03 EXPENDITURE APPROVAL LIST PAGE 8 PROGRAM: GM339L AS OF: 03/27/1998 CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK /DUE ACCOUNT ITEM EXPENDITURE HAND- ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0000267 MAZE ASSOCIATES 0000005 MERZ THOMAS DESIGN /BUILDERS 65743 003317 03/20/1998 001 1040 413.05 -00 REFUND OVERPAYMENT 45.00 0000005 MICHIE OGAWA 1168 003326 03/20/1998 290- 6005- 445.04 -00 CLASS REFUND VENDOR TOTAL 45.00 VENDOR TOTAL 0001297 MOBILASTICS 003419 03/24/1998 290- 6005 564.40 -10 INSTRUCTOR FEES 377.32 0000280 MOORE BUICK 117434 003442 18171 03/24/1998 117336 003449 18171 03/24/1998 0000302 ORCHARD SUPPLY HARDWARE 001 1035 512.40 -15 VEHICLE REPAIR /MAINT #83 001 1035 512.40 -15 VEHICLE REPAIRS MAINT. VENDOR TOTAL 377.32 VENDOR TOTAL 0000005 NANCY AXELSEN 179 003323 03/20/1998 290 6005- 445.04 -00 CLASS REFUND VENDOR TOTAL 0000005 NANCY CHEUNG 1509 003333 03/20/1998 290- 6005- 445.04 -00 CLASS REFUND VENDOR TOTAL 0000005 NATASHA JOPLIN 42781 003321 03/20/1998 292- 0000 260.00 -00 RENTAL DEPOSIT REFUND VENDOR TOTAL 12.00 12.00 225.34 101.48 326.82 44.00 44.00 69.00 69.00 300.00 300.00 0000292 NATIONAL PLAN COORDINATOR 3/25/98 003515 03/26/1998 001 0000 210.20 -01 DEF COMP DUE P/R END 3/20 2,394.61 VENDOR TOTAL 2,394.61 0000300 OFFICE DEPOT CREDIT PLAN 41292062 003400 18131 03/23/1998 001 1050 513.30 -01 OFFICE SUPPLIES 62.68 VENDOR TOTAL 62.68 22698 003448 17990 03/24/1998 001 1060 513.30 -02 BLDG. MAINT. SUPPLIES 67.65 1 PREPARED 03/26/1998, 11:25:03 PROGRAM: GM339L CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK /DUE ACCOUNT ITEM EXPENDITURE HAND- ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0000302 22698 22698 0000005 1145 0000005 42774 ORCHARD SUPPLY HARDWARE 003446 17931 03/24/1998 001 3030- 532.30 -01 PARKS DEPT. SUPPLIES 261.82 003447 17931 03/24/1998 150- 3005 532.30 -01 STREETS DEPT SUPPLIES 327.78 OWEN BAIR 003338 0000307 PACIFIC GAS ELECTRIC 2/28/98 003363 03/23/1998 001 1035 512.30 -20 NVG TUBE TRAILER 022598 003466 03/24/1998 001- 1035 512.30 -20 NATURAL GAS VEHICLE 3/13/98 003379 03/23/1998 001 1060 513.40 -23 ELECTRICAL USAGE 3/13/98 003380 03/23/1998 001 1060 513.40 -23 ELECTRICAL USAGE KVJSB00041 -4 003381 03/23/1998 001 1060 513.40 -23 ELECTRICAL USAGE CREDIT 3/13/98 003367 03/23/1998 001 3030 532.40 -23 ELECTRICAL USAGE 3/13/98 003364 03/23/1998 150 3005 532.40 -23 ELECTRICAL USAGE 3/13/98 003365 03/23/1998 150- 3015 532.40 -23 ELECTRICAL USAGE 3/13/98 003366 03/23/1998 150- 3025 532.40 -23 ELECTRICAL USAGE 3/13/98 003368 03/23/1998 180- 3040 532.40 -23 ELECTRICAL USAGE 3/13/98 003369 03/23/1998 180- 3040 532.40 -23 ELECTRICAL USAGE 3/13/98 003371 03/23/1998 180- 3040 532.40 -23 ELECTRICAL USAGE 3/13/98 003372 03/23/1998 180 3040 532.40 -23 ELECTRICAL USAGE 3/13/98 003373 03/23/1998 180 3040 532.40 -23 ELECTRICAL USAGE 3/13/98 003374 03/23/1998 180 3040 532.40 -23 ELECTRICAL USAGE 3/13/98 003375 03/23/1998 180- 3040 532.40 -23 ELECTRICAL USAGE 3/13/98 003376 03/23/1998 180- 3040 532.40 -23 ELECTRICAL USAGE 3/13/98 003377 03/23/1998 180 3040 532.40 -23 ELECTRICAL USAGE 3/13/98 003378 03/23/1998 180 3040- 532.40 -23 ELECTRICAL USAGE PAULA SMITH TINSLEY 003322 0000607 PCI CLEAN FUELS INC EXPENDITURE APPROVAL LIST PAGE 9 AS OF: 03/27/1998 VENDOR TOTAL 657.25 0000305 OSBORNE ELECTRICAL CONSTRUCTION 13 003349 03/20/1998 001 1060-513.40 -10 EMERGENCY ELECTRICAL WORK 470.00 VENDOR TOTAL 470.00 03/20/1998 290- 6005- 445.04 -00 CLASS REFUND 84.00 VENDOR TOTAL 84.00 23.57 15.55 2,208.99 214.48 28.92- 261.94 534.59 1,464.66 14.58 7.29 7.29 14.58 834.10 482.51 164.21 199.91 1,488.90 12.13 6.99 VENDOR TOTAL 7,927.35 0001381 PACIFIC MUNICIPAL CONSULTANTS 11029 003485 03/24/1998 250- 4010 542.10 -01 PROF SRVS -STEVE NOACK FEB 3,570.00 VENDOR TOTAL 3,570.00 03/20/1998 292 0000 260.00 -00 RENTAL DEPOSIT REFUND 300.00 VENDOR TOTAL 300.00 PREPARED 03/26/1998, 11:25:03 EXPENDITURE APPROVAL LIST PAGE 10 PROGRAM: GM339L AS OF: 03/27/1998 CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK /DUE ACCOUNT ITEM EXPENDITURE HAND- ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0000607 PCI CLEAN FUELS INC 14000 003382 03/23/1998 001 1035 512.30 -20 LABOR AND PARTS FUELING 335.70 VENDOR TOTAL 335.70 0000005 PEGGY BARNES 5005 -18 003339 03/20/1998 290- 6005 445.04 -00 CLASS REFUND 94.00 VENDOR TOTAL 94.00 0000005 PIROOZ TOOYSERKANI 221 003331 03/20/1998 290 6005- 445.04 -00 CLASS REFUND 59.00 VENDOR TOTAL 59.00 0000324 POULLADA, SOFIA 003345 03/20/1998 290- 6005 564.40 -10 INSTRUCTOR FEES 364.80 0000327 61535 61568 61617 PROFESSIONAL FLEET SERV. 003353 17972 03/20/1998 003354 17972 03/20/1998 003458 17972 03/24/1998 0000334 REED GRAHAM, INC. 001 1035 512.40 -14 REPAIR FLEET TIRES 001- 1035 512.40 -15 MAINTAIN FLEET TIRES 001 1035 512.40 -15 MAINTAIN FLEET TIRES VENDOR TOTAL 364.80 65.75 55.00 1,163.48 VENDOR TOTAL 1,284.23 0000328 PROJECT MATCH, INC. 21798 003412 18087 03/24/1998 270 7015 572.40 -70 OCT /NOV /DEC /JAN RENT SUB 4,900.00 30398 003413 18087 03/24/1998 270 7015 572.40 -70 FEB. RENT SUBSIDY 1,225.00 VENDOR TOTAL 6,125.00 0000593 PUB EMP RETIREMENT SYSTEM 3/9/98 003396 03/23/1998 001 0000 210.20 -01 LONG TERM CARE 3/98 11.08 VENDOR TOTAL 11.08 0000330 PUBLIC EMPL RETIRE FUND 3/19/98 003488 03/19/1998 001 0000 210.20 -01 PERS P/R ENDING 3/6/98 CHECK 8: 74470 8,489.34 3/25/98 003513 03/26/1998 001 0000 210.20 -01 PERS P/R END 3/20/98 8,130.02 VENDOR TOTAL 0000005 RACHEL OREGLIA 1132 003335 03/20/1998 290 6005- 445.04 -00 CLASS REFUND 34.00 VENDOR TOTAL 34.00 8,130.02 8,489.34 PREPARED 03/26/1998, 11:25:03 PROGRAM: GM339L CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. NO NO NO 0000334 REED GRAHAM, INC. 363417 003383 18196 03/23/1998 0001217 REED, CHRIS 003501 0000338 ROYAL COACH TOURS 005630 -014 003347 18547 03/20/1998 0001219 RUBALCAVA, PAT 003500 0000348 SAMPSON, RHEA 003344 0000346 SAN JOSE WATER 2 -2- 98/3 -4 -98 003429 JAN -FEB 003428 1- 7- 98/3 -9 -98 2 -2- 98/3 -4 -98 2- 2- 98/3 -4 -98 012898- 030298 012898- 030298 012898- 030298 1 -9 -98 3 -11 -98 0000099 3/98 003427 003430 003434 003438 003439 003440 003441 SANTA CLARA COUNTY 003399 0001371 SANTA CLARA COUNTY 1/14/98 003398 CHECK /DUE DATE 03/25/1998 03/25/1998 03/20/1998 0000345 SAN JOSE MERCURY NEWS 287 003420 03/24/1998 COMPANY 03/24/1998 03/24/1998 03/24/1998 03/24/1998 03/24/1998 03/24/1998 03/24/1998 03/24/1998 03/24/1998 03/23/1998 03/23/1998 ACCOUNT NO EXPENDITURE APPROVAL LIST PAGE 11 AS OF: 03/27/1998 ITEM DESCRIPTION 150- 3005 532.30 -01 STREET REPAIR PRODUCTS 290 6005 564.40 -10 REFEREE FEES 290 6005 564.40 -10 REFEREE FEES 001 1060 513.40 -22 001 3030 532.40 -22 150 3025 532.40 -22 180 3040 532.40 -22 180 3040 532.40 -22 180- 3040 532.40 -22 180 3040 532.40 -22 180- 3040 532.40 -22 180 3040 532.40 -22 VENDOR TOTAL VENDOR TOTAL 290 6005 564.40 -51 BUS TO WOK WIZ VENDOR TOTAL VENDOR TOTAL 290- 6005 564.40 -10 INSTRUCTOR FEES VENDOR TOTAL 001 1045 513.40 -40 AD /STREET MTC. SPECIALIST VENDOR TOTAL BUILDINGS PARKS /OPEN SPACE MEDIANS /PARKWAYS LANDSCAPE /LIGHTING LANDSCAPE /LIGHTING LANDSCAPE /LIGHTING LANDSCAPE /LIGHTING LANDSCAPE /LIGHTING LANDSCAPE /LIGHTING VENDOR TOTAL VENDOR TOTAL DIST. DIST. DIST. DIST. DIST. 001 0000 202.10 -01 BUS TICKET REIMBURSEMENT EXPENDITURE AMOUNT 122.13 122.13 48.00 48.00 463.08 463.08 54.00 54.00 544.20 544.20 178.24 178.24 280.12 1,127.54 914.85 12.27 24.54 12.27 40.96 171.02 59.83 2,643.40 43.00 43.00 001 1065 513.40 -10 PROFESSIONAL SERVICES 466.85 HAND- ISSUED PREPARED 03/26/1998, 11:25:03 EXPENDITURE APPROVAL LIST PAGE 12 PROGRAM: GM339L AS OF: 03/27/1998 2ITY OF SARATOGA JEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK /DUE ACCOUNT ITEM EXPENDITURE HAND- ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0001371 SANTA CLARA COUNTY 0000495 SARATOGA EMPLOYEE ASSOCIATION 3/25/98 003518 03/26/1998 001-0000- 210.20 -01 1ST QTR MEMBERSHIP DUES 1,451.45 3001380 SARATOGA VILLAGE CATERERS, INC 003410 03/24/1998 001 1005 511.40 -04 FOOD FOR COUNCIL RETREAT 240.32 0001378 SATURN OF SUNNYVALE 1062567 003387 1062566 003388 000005 SMITH, CINDY 03/23/1998 03/23/1998 001- 1035 512.40 -14 SERVICE CSO VEHICLES 001- 1035 512.40 -14 SERVICE CSO VEHICLES 3000360 SCHARPF, PATRICIA 003418 03/24/1998 290 6005 564.40 -10 INSTRUCTOR FEES VENDOR TOTAL 3000005 SHARON LAM 1122 003336 03/20/1998 290 6005- 445.04 -00 CLASS REFUND VENDOR TOTAL )000005 SHELLEY RUSSELL 3848 -28 003340 03/20/1998 290 6005- 445.04 -00 CLASS REFUND VENDOR TOTAL 1000005 SHELLY LANIER 1742 003498 03/25/1998 290- 6005- 445.04 -00 CLASS REFUND VENDOR TOTAL 466.85 VENDOR TOTAL 1,451.45 VENDOR TOTAL 240.32 VENDOR TOTAL 3000359 SAXTON HEINRICHS, KIM 003359 03/23/1998 290- 6005 564.40 -51 REIMBURSEMENT FOR 2 114.00 VENDOR TOTAL 114.00 VENDOR TOTAL 164.14 196.28 360.42 28.13 28.13 34.00 34.00 162.00 162.00 74.00 74.00 000368 SIGNAL MAINTENANCE, INC. 33901 003401 17932 03/23/1998 150-3015 532.40-15 SCHEDULED MAINTENANCE 732.64 VENDOR TOTAL 732.64 PREPARED 03/26/1998, 11:25:03 PROGRAM: GM339L CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. NO NO NO 0000005 SMITH, CINDY 8284258 003411 0000376 SPOULOS, REBECCA 003443 0001372 ST. VINCENT DE PAUL SOCIETY CHECK /DUE DATE ACCOUNT NO ITEM DESCRIPTION 03/24/1998 150- 3010 532.40 -14 DRAIN ROCK TRAIL MAINT. VENDOR TOTAL 03/24/1998 001 2010 522.20 -01 UNIFORM ALLOWANCE FY97 -98 VENDOR TOTAL 31898 003415 03/24/1998 270 7015 572.40 -70 1997/98 CDBG GRANT 0000378 STAPLES A926084012 BA50771002 634 G202203002 BA50771003 B903901001 B904112001 C202203003 634 7373 0000382 STATE OF CALIFORNIA 3/25/98 003516 0000005 TARGET 3/27/98 003510 TIFFANY HUANG 147 003324 0000005 0000005 TIM ANNA MUNIZ 003469 18139 03/24/1998 001 1050 513.30 -01 003470 18139 03/24/1998 001 1050 513.30 -01 003471 18139 03/24/1998 001 1050 513.30 -01 003478 03/24/1998 001 2010 522.30 -01 003474 03/24/1998 001 3035 532.30 -01 003475 03/24/1998 001 3035 532.30 -01 003476 03/24/1998 001- 3035 532.30 -01 003477 03/24/1998 001- 3035 532.30 -01 003472 03/24/1998 150- 3005 532.30 -01 003473 03/24/1998 150- 3005 532.30 -01 EXPENDITURE APPROVAL LIST PAGE 13 AS OF: 03/27/1998 VENDOR TOTAL ADMIN SERVICES /FINANCE ADMIN SERVICES /FINANCE ADMIN SERVICES /FINANCE CODE ENFORCEMENT COMMUNITY SERVICES COMMUNITY SERVICES COMMUNITY SERVICES COMMUNITY SERVICES CORP YARD CORP YARD VENDOR TOTAL 03/26/1998 001- 0000 210.20 -01 STATE TAX DEPOSIT VENDOR TOTAL 03/25/1998 001 1060 513.30 -02 SPOT CARPET CLEANING VENDOR TOTAL 0001360 THE STATION HOUSE CAFE 003496 18541 03/25/1998 290 6005 564.40 -51 LUNCH /SR TRIP TO PT REYES VENDOR TOTAL EXPENDITURE AMOUNT 28.69 28.69 500.00 500.00 2,500.00 2,500.00 25.12- 117.43 194.82 14.81 20.98 175.92 402.81 77.91 64.94 161.77 1,206.27 2,632.07 2,632.07 86.59 86.59 880.81 880.81 03/20/1998 290 6005- 445.04 -00 CLASS REFUND 192.00 VENDOR TOTAL 192.00 HAND- ISSUED PREPARED 03/26/1998, 11:25:03 EXPENDITURE APPROVAL LIST PAGE 14 PROGRAM: GM339L AS OF: 03/27/1998 CITY OF SARATOGA VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK/DUE ACCOUNT ITEM EXPENDITURE HAND-ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0000005 TIM ANNA MUNIZ 36645 003422 03/24/1998 800-0000-260.10-00 REFUND ON TREE DEPOSIT 193.04 0000399 65652 65652 TOM'S PLUMBING 003362 003361 03/23/1998 001-1040-413.05-00 REFUND FOR PLUMBING 03/23/1998 250-4015-422.01-00 REFUND FOR PLUMBING 0000005 TRACY NOBLES 1239 003325 03/20/1998 290-6005-445.04-00 CLASS REFUND 0000480 UNISTRUT NORTHERN CA 36879 003386 03/23/1998 150-3015-532.40-15 DRIVE RIBETS (500) 0000412 UNITED WAY CHARITY 3/25/98 003519 VILLAGE RENDEZVOUS 943 003316 0000005 03/26/1998 001-0000-210.20-01 1ST QTR CONTRIBUTION 03/20/1998 001-1040-413.05-00 REFUND OVERPAYMENT VENDOR TOTAL 193.04 VENDOR TOTAL VENDOR TOTAL VENDOR TOTAL 10.30 49.60 59.90 44.00 44.00 297.69 297.69 0000481 UNITED AGRICULTURAL PRODUCTS 4343927 003392 03/23/1998 001-3030-532.30-01 ROUNDUP PRO MONSANTO 535.30 VENDOR TOTAL 535.30 0000088 UNITED STATES POSTAL SERVICE 20990014 003445 03/24/1998 001-1050-513.40-21 ADD POSTAGE TO MACHINE 1,000.00 VENDOR TOTAL 1,000.00 VENDOR TOTAL VENDOR TOTAL 229.50 229.50 0000414 UNUM LIFE INSURANCE OF AMERICA 3-17-98 003486 03/24/1998 001-0000-210.20-01 LIFE INSURANCE/4-98 921.06 VENDOR TOTAL 921.06 16.00 16.00 0000424 WALGREN, JAMES 1A 003479 03/24/1998 001-1015-511.40-04 3 AND TRIP TKTS TO LA 252.00 10 003480 03/24/1998 001-1015-511.40-04 2RMS/2NIGHTS 0 RENAISSANC 515.21 1C 003481 03/24/1998 001-1015-511.40-04 2 DAYS RENTAL 0 HERTZ 133.10 PREPARED 03/26/1998, 11:25:03 PROGRAM: GM339L CITY OF SARATOGA EXPENDITURE APPROVAL LIST PAGE 15 AS OF: 03/27/1998 VEND NO VENDOR NAME INVOICE VOUCHER P.O. CHECK/DUE ACCOUNT ITEM EXPENDITURE HAND-ISSUED NO NO NO DATE NO DESCRIPTION AMOUNT 0000424 WALGREN, JAMES 1D 003482 03/24/1998 001-1015-511.40-04 3 REGISTRATIONS/CONFERENC 765.00 1E 003483 03/24/1998 001-1015-511.40-04 AIRPORT PARKING 29.00 1F 003484 03/24/1998 001-1015-511.40-04 MEALS 105.72 VARIOUS 003402 03/23/1998 001-1045-513.40-02 LUNCH REIMBURSEMENT FOR 52.00 VENDOR TOTAL 1,852.03 0000426 WEST COAST BLDG, SERVICE 21441 003497 03/25/1998 001-1060-513.30-02 CLEANING SUPPLIES 24.00 VENDOR TOTAL 24.00 0000005 WINDOWS MAGAZINE 1/20/98 003397 03/23/1998 001-1065-513.30-31 SUBSCRIPTION 21 ISSUES 19.97 VENDOR TOTAL 19.97 0001359 WOK WIZ 003348 18548 03/20/1998 290-6005-564.40-51 WOK WIZ TOUR/HOSTED LUNCH 1,215.00 VENDOR TOTAL 1,215.00 0000005 YAYOI HIRABAYASHI 1447 003329 03/20/1998 290-6005-445.04-00 CLASS REFUND 12.00 VENDOR TOTAL 12.00 TOTAL EXPENDITURES 98,550.99 GRAND TOTAL 12,309.34 110,860.33 Printed on recycled paper. OEVW ©Q 0 5� 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 868 -1200 March 27, 1998 To: City Council From: Public Works Director Subject: Purchase and Disposal of City Vehicles Since a complete report on this item will not be available until Monday, a brief explanation may be useful. About a year ago the City Council authorized purchase of two vehicles through a contract with the State. The State experienced difficulties in procuring the vehicles, and they will not be available until the fall of this year. Since the City needs the vehicles now, the Public Works Superintendent has located a suitable vendor, using the State specifications for the vehicles. The cost is $2200 more than the State price, but the cost of maintaining the current vehicles until the State could procure the vehicles under the original contract would be greater than $2200. In addition, three pieces of equipment are being proposed for placement on the surplus list for disposal. Larry I. Perlin COI.JNCIL MEMBERS: Stan Boyosian Paul E. Jacons Gillian Moran Jiro Shaw Donald L. Wolfe EXECUTIVE SUMMARY NO. MEETING DATE: APRIL 1, 1998 ORIGINATIG DEPT: PUBLIC WORKS SERVICES SUBJECT: Acquisition of Replacement Equipment Surplus of Existing Equipment RECOMMENDED MOTION(S): 1. Move to declare the Fiat -Allis FR9B Rubber Tired Loader, Case 580 -D Back -Hoe and the Toyota SDK -8 Skid Steer Loader in the City's fleet as surplus property and authorize their sale through the City's auction service, First Capitol Auction Co. 2. Move to authorize the purchase of one JCB 214S Sitemaster 4x4 Back -Hoe Loader w /extendahoe, through Western Traction Co., in the amount of $74,156.66. 3. Move to authorize the purchase of one Toro Ground Master 580 -D 16 foot rotary mower from West Star Distributing, in the amount of $63,867.50. REPORT SUMMARY: SARATOGA CITY COUNCIL AGENDA ITEM 513 ('1 CITY MANAGER DEPT. HEAD: The adopted FY 98 -99 budget contains $102,000.00 in activity 82 (Equipment Operations), Account 6785 (Rolling Stock Replacement) and Account 6795 (Fixed Asset Replacement) to replace the Case 580 -D Back -Hoe and the Toro 72 -inch Ride -on- Mower, respectively. The Public Works Services Manager, in his attached memo, is recommending to upgrade the budgeted replacement mower to a 16 -foot rotary mower. Based on field tests conducted in Saratoga and by the City of Sunnyvale, the recommended 16 -foot rotary mower will allow City staff to perform its current mowing operations in one -third the time required by the 72 -inch mower. Given the City's commitment to build additional athletic fields and parks over the coming years with Park Development funds, the increase in turf maintenance productivity offered by the rotary mower becomes critical if the City wants to ensure that any new improvements developed are maintained properly during their useful lives. Staff also looked at a variety of loader type equipment before selecting the JCB Sitemaster for its many safety and other desired features such as 4 wheel drive, 4 wheel steering braking and uniform large tire size. The Back -Hoe is proposed to be purchased through Western Traction Co., in Union City, California, on a piggy -back bid through Contra Costa County for $74,156.66 (see attached quote). The Toro GroundMaster 580 -D, 16 -foot Rotary mower would be purchased through West Star Distributing, in Hayward California, on a piggy -back bid through the City of Sunnyvale for $63,867.50 (see attached quote). FISCAL IMPACTS: As noted, the adopted FY 98 -99 budget contains $102,000.00 for the two pieces of replacement equipment. The two recommended replacement purchases total $138,024.16. By using the revenue from the sale of the recommended surplused equipment, the procurements can be realized within available budgetary authority as further detailed in the attached memo from the Public Works Services Manager. CONSEQUENCES OF NOT ACTING ON THE RECOMMENDED MOTON(S): Depending on Council's action, either the existing equipment will not be declared surplus and authorized to be sold at auction, or the purchase of the replacement equipment will not be approved. This would lead to increased maintenance and repair costs to keep the existing equipment operational. Further, revenues from the eventual sale of surplus equipment will be less in the future. FOLLOW UP ACTION: 1. Arrangement for the disposition of the surplus equipment will be made with City's auction service. 2. Orders for the replacement equipment will be made with instructions to hold deliveries and invoicing until after July 1, 1998. 3. The FY 97 -98 budget will be amended to reflect the revenues from the sale of property, and the FY 98 -99 budget will be amended to reflect increased expenditures in Activity 82 (Equipment Operations), for the recommended purchases. ATTACHMENTS: 1. Memo from Public Works Services Manager 2. Auction appraisal from First Capitol Auction Co. 3. Western Traction Co. quote for Back -Hoe 4. West Star Distributing quote for mower Memo To Larry Perlin From: Gary Enriquez Date: April 1, 1998 Re: Recommended Rolling Stock Adjustments City of Saratoga Public Works Services At present, we have three loader type vehicles and two ride on mowers used for Public Works Services maintenance activities. After carefully evaluating our present equipment for safety, productivity and general performance, I submit the following: 1. The 1983 Case 580 -D Back -hoe requires immediate major servicing of the engine, hydraulic system and 4 in 1 bucket, at an estimated cost in excess of $8,500.00. Even if this work were performed, it is likely that continuing expenses on maintenance and repair would be necessary to keep the machine in serviceable condition. Given the estimated salvage value and age of the unit, it does not seem cost effective to invest additional funds into the unit. 2. The 1990 Fiat-Allis FR9B Rubber Tired Loader is no longer used by City crews for the type of street repair work performed in- house, and is too big and heavy for other work we do within the City's park system. 3. The 1991 Toyota SDK8 Skid Steer Loader is no longer used for trail maintenance and damages the turf in parks. I will be proposing its replacement this year with a smaller, more versatile unit better suited for our parks maintenance needs by using remaining funds budgeted for replacement vehicles this fiscal year. 4. 1987 Toro GroundMaster 72 -inch Ride on Mower is old and just wom out and is scheduled for replacement in FY 98 -99. Page 1 5. 1993 Toro GroundMaster 52 -inch Ride on Mower will be retained for small turf areas. In FY 98-99, $102,000.00 is budgeted for the replacement of the Case 580-D Back Hoe ($80,000.00) and the Toro Groundmaster 72 -inch Ride-on Mower ($22,000.00). The recommended replacements are: 1. 1998 JCB 214S Sitemaster 4x4 Back -Hoe Loader w /extendahoe, at an estimated cost of $74,000.00. 2. 1998 Toro GroundMaster 580-0 16 foot rotary mower at an estimated cost of $64,000.00. The estimated combined cost of $138,000.00 is $36,000.00 above what is budgeted in FY 98-99. To realize the recommended purchase of the Back -Hoe and Mower, I propose the following: Offer the Case 580-D Back -Hoe, Fiat -Allis FR9B Rubber Tired Loader, and the Toyota SDK8 Skid Steer Loader for auction and use the revenue from the sale of the equipment to supplement budgeted expenditures in FY 98-99 for the purchase of the recommended replacement equipment. First Capitol Auction Co., the City's auction service, was contacted for an appraisal of the three pieces of equipment, and the following is their estimate of what the City should expect to receive for each: EQUIPMENT MINIMUM BID Fiat-Allis FR9B $25,000.00 Case 580-D $10,000.00 Toyota SDK-8 $6.500.00 $41,500.00 I also contacted Western Traction Co. in Union City California, the local authorized JCB dealer, and asked for a trade -in value toward the purchase of the JCB 214S Sitemaster. They responded with the following: EQUIPMENT TRADE -IN VALUE Fiat -Allis $15,000.00 Case 580-0 $10,000.00 Toyota SDK-8 $5.000.00 $30,000.00 Based on the above, I recommend that we declare the above three pieces of equipment as surplus and offer them for sale at the next public auction scheduled for Saturday, April 4, 1998, in Vallejo, Califomia. If the City receives minimum bids below the trade -in value offered by Western Traction Co., then the City has the option to pull the equipment from the auction sale. 707 -552 -0739 FIRST CAPITOL A UCTION CO. March 13, 1998 Fiat Allis Model FR9B Turbo Rubber Tire Loader Case 580D Backhoe Loader Toyota 8SDK Skid Steer Loader w /attachment S/N 25DK8 -12915 Brian R. McKi.ssack 50 SOLANO AVENUE, VALLEJO, CA P.O. BOX 1594, BENICIA, CA. City of Saratoga Auction Value Appraisals Surplus Equipment for Superintendent Gary A. Enriquez, Sr. 525,000-35,000 $10,000-13,500 $6,500 -9,500 1 1 1:4,/ ,-,„c Eric V. Smith Fax 707 -552 -8613 MAR 23 '98 02:42PM WESTERN TRACTION P.2 /3 Sp5t1 L Nevada e saw 1195 East Glendale Ave (702) 331 -7772 FreefO, California 93706 2150 East Date Street (209) 445 -3100 Honolulu, Hawaii 96519 1250 Mikole Street (606) 6£6-56££ Pleasant Grove, California 96666 7516 pacific Avenue (a IS) 6553077 WESTERN March 23, 1998 Mr. Gary A. Enriquez Sr. City of Saratoga 13777 Fruitvale Av. Saratoga, Ca. 95070 FAX 408/868 -1278 SALES RENTALS SERVICE PARTS TRACTION COMPANY Construction and Maintenance Equipment MAIN OFFICE 13W ATLANTIC 57 UNION Cr rv. CA easa7 (610) e87J•00 FAX: (510) £75.9047 Dear Gary: we are pleased to submit for your consideration our proposal for the purchase of a JCB 214S Sitemaster 4x4x4 CM turbo equipped as follows: Deluxe Cab 1.6 yard 6 -1 bucket with forks 92" bolt -on cutting edge Extra -dig Dipper 4WS Tire indicator 16.9 R 28 Michelin XM27 radials Reversible stabilizer pads 3" seat belt 12" heavy duty, 2.8 cu ft backhoe bucket 18" heavy duty 4.9 cu ft backhoe bucket Price, F.O.B. Saratoga 68,505.00 Trade -In (1) 580 Case (10,000.00) (1) Toyota 8DK 5,000.00) 53,505.00 Sales Tax 5,651.66 Total Due 59,156.66 Delivery is 60 -90 days after receipt of order. Thank you for this opportunity to quote on your equipment requirements, Very truly yours, ESTERN TRACTION COMPANY Pamela Carlston Manager, Municipal Division AED 04:53 PM POT 09/19/97 via VSIAtFAX Page 2 WEST STAR DISTRIBUTING, INC. 2438 Radley Court Hayward CA 94545 1159 (510)887 -1222 Fax (510)785 3576 Date: 09/19/97 To: Terms: Net 30 Days Last Page City of Sararoga 19700 Allendale Ave Saratoga CA 95070 Attention: Gary Enriquez /Dave Mooney 0 U 0 T E Quote No. Customer No 199227 -00 206598 0 Referring to your request for prices and delivery, we are pleased to quote as follows: Page 1 Qty Model No. Description Your Cost Extended 1 30580 GM5800 W /SEAT C/U 59000.00 59000.00 1 a -10798 2 POST ROPS -5800 Incl Incl 1 a -10966 Canopy for 2 -Post ROPS Incl Incl 1 90- 743 -s1 580D Svc Manual Incl Incl 1 85 -4750 Diagnostic Box Incl Incl Sub -Total Sales Tax Total F. 0. B. DESTINATION Delivery: 30 Days A. R. 0. Please contact us for further information. Your Representative is Dan McKay Quote is firm for 30 days. Brochures enclosed. THANK YOU 59000. 00 4867. 50 63867. 50 SARATOGA CITY COUNCIL AGENDA ITEM e EXECUTIVE SUMMARY NO. MEETING DATE: CITY MANAGER ORIGINATING DEPT.: PUBLIC WORKS DEPT.HEAD. SERVICES SUBJECT: RE -BID REPLACEMENT VEHICLES RECOMMENDED MOTION(S): Move to authorize the purchase of two Chevrolet 3500 HD cab chassis through Victory Chevrolet in Petaluma Ca.. REPORT SUMMARY: On September 27,1997, an order was placed with the State of California Office of Procurement for the purchase of two new 1997 Ford F -450 cab chassis. Due to production problems, Ford Motor Company was unable to fill the State orders, requiring participating Cities to reorder from the 1998 State contract or solicit bids from local dealerships. Attached is a bid summary for the purchase of two new Cab Chassis from a local dealership offering immediate delivery compared to the States 150 day waiting period FISCAL IMPACTS: The two replacement vehicles would be purchased through Victory Chevrolet in Petaluma, California for $2,119.63 over the State bid price. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION: Depending on the Council's actions, either the repairs are authorized to surplused vehicles #66 and #71 for an estimated combined repair cost of $3,812.00, or authorize the purchase of replacement vehicles through Victory Chevrolet in Petaluma. In either instance, staff will follow whatever other direction the Council provides. Memo To: Larry Perlin From: Gary Enriquez Date: March 30, 1998 Re: Re-Bid Replacement Vehicle FY 97/98 City of Saratoga Public Works Services On September 27,1997, an order was placed with the State of Califomia Office of Procurement for the purchase of two new 1997 Ford F -450 Super Duty Cab Chassis. Delivery of the vehicles is usually within 150 days after receipt of the order by the dealer. Attempts were made to contact the Office of Procurement for a delivery date and/or status of the vehicles. To date, the State Office of Procurement has not returned any calls. The Ford Dealership listed in the State contract as the authorized vendor for this area was contacted to confirm receipt of the City's vehicle order. I was informed by the Dealerships Fleet Manager, that Ford Motor Company was unable to fill a large majority of orders as part of the State's 1997 Vehicle Contract. He also said that if the City had not received the vehicles by January 31,1998, new vehicles would have to be ordered from the 1998 State annual contract. I have reviewed the 1998 Annual Contract for Trucks, Vans and Utility Vehicles for a comparable 1998 model, as this years State contract does not include the Ford F- 450 Super Duty. The 1998 contract does offer a GMC 3500 -HD cab chassis (bid item 2320-000-0027 -0) which will meet the City's needs. I made contact with Lasher Auto Center in Sacramento for a estimated delivery date. I was informed the earliest the trucks could be delivered to Saratoga is late August,1998. The two vehicles scheduled for replacement may not make it to August, due to mechanical problems. In fact, vehicle #71 has been out of service since November, 1997 with major hydraulic and ram problems, with estimated repair costs in excess of $2,800.00 and vehicle #66 is stressed. Page 1 I prepared an RFP based on The State specifications and distributed them to local dealerships in an effort to reduce the delivery date. I was able to locate two vehicles that meet the minimum specifications from Victory Chevrolet in Petaluma CA.(attached bid summery sheet) for $2,119.63 over the State Bid price I am recommending the purchase of two Chevrolet C 3500 -HD Cab Chassis form Victory Chevrolet in Petaluma, CA. Page 2 Contract 1- 98 -23 -20 Page 6 FOB Point: San Francisco State Stock No. Item Group Description Brand Model Unit Price Payment Terms Vendor 2320 009 0400 -6 1 1 Mini Pickup, Regular Cab, 2WD, 4- Cylinder, 3700 GVW, 6' Bed GMC Sonoma $11,020.26 Net Oakland Truck Center 2320 009 0414 -6 2 II Mini Pickup, Regular Cab, 2WD, 6- Cylinder, 4000 GVW, 6-1/2' Bed GMC Sonoma $12,009.46 Net Oakland Truck Center 2320 009 0405 -5 3 II Mini Pickup, Regular Cab, 4WD, 6- Cylinder, 4000 GVW, 6 -1/2' Bed GMC Sonoma $15,427.51 Net Oakland Truck Center 2320 000 0037 -3 4 11 Mini Pickup, Extended Cab, 2WD, 6- Cylinder, 4000 GVW, 6 -1/2' Bed Chevrolet S10 $15,159.00 $500 -20 Days Maita Chevrolet 2320 009 0402 -0 5 III Pickup, Regular Cab, 2WD, 8- Cylinder, 6000 GVW, 6 -1/2' Bed Chevrolet C1500 $15,974.00 $500 -20 Days Maita Chevrolet 2320 000 0038 -5 6 III Pickup, Extended Cab, 2WD, 8- Cylinder, 6000 GVW, 6 -1/2' Bed GMC C1500 $17,384.00 $500 -20 Days Lasher Auto Center 2320 009 0415 -8 7 IV Pickup, Regular Cab, 2WD, 8- Cylinder, 6600 GVW, 8' Bed Ford F250 $17,056.00 $500 -20 Days Folsom Lake Ford 2320 000 0001 -4 8 IV Pickup, Extended Cab, 2WD, 8- Cylinder, 6600 GVW, 8' Bed GMC C2500 $18,727.00 *500-20 Days Lasher Auto Center 2320- 009 0403 -1 9 V Pickup, Regular Cab, 2WD, 8- Cylinder, 8600 GVW, 8' Bed Chevrolet C2500 *17,938.00 $500 -20 Days Good Chevrolet 2320 000 0039 -7 10 V Pickup, Regular Cab, 2WD, 8- Cylinder, 8600 GVW, 8' Bed, 4000 F Axle Dodge BR2500 $19,036.00 $500 -20 Days Swift Auto World 2320 000 0030 -0 11 V Pickup, Extended Cab, 2WD, 8- Cylinder, 8600 GVW, 8' Bed GMC C2500 *19,033.00 3500-20 Days Lasher Auto Center 2320 000 0002 -6 12 V Pickup, Crew Cab, 2WD, 8- Cylinder, 8600 GVW, 8' Bed Chevrolet C3500 $21,846.00 $500 -20 Days Maita Chevrolet 2320 000 0003 -8 13 V Pickup, Regular Cab, 2WD, Turbo Diesel, 8600 GVW, 8' Bed No Award 2320 000 0006 -3 14 V Cab Chassis, Regular Cab, 2WD, 8- Cylinder, 8600 GVW Chevrolet C3500 $17,638.00 $500 -20 Days Good Chevrolet 2320 000 0040 -3 15 V Cab Chassis, Regular Cab, 2WD, 8- Cylinder, 8600 GVW, 4000# F Axle Dodge BR2500 318,198.00 3500 -20 Days Lasher Dodge 2320 009 0404 -3 16 VI Pickup, Regular Cab, 4WD, 8- Cylinder, 6000 GVW, 6-1/2' Bed Chevrolet K1500 $19,288.00 *500-20 Days Good Chevrolet 2320 009 0409 -2 17 VI Pickup, Extended Cab, 4WD, 8- Cylinder, 6000 GVW. 6 -1/2' Bed GMC K1500 $20,848.00 $500 -20 Days Lasher Auto Center 2320 009 0417 -1 18 VII Pickup, Regular Cab, 4WD, 8- Cylinder, 8600 GVW, 8' Bed Chevrolet K2500 *20,788.00 3500-20 Days Good Chevrolet 2320 009 0433 -0 19 Vii Pickup, Extended Cab, 4WD, 8- Cylinder, 8600 GVW, 8' Bed GMC K2500 $22,296.00 $500 -20 Days Lasher Auto Center 2320 009 0406 -7 20 VII Cab Chassis, Regular Cab, 4WD, 8- Cylinder, 8600 GVW Dodge BR2500 $20,665.00 $500 -20 Days Lasher Dodge 2320 009 0471 -7 21 1 Mini Van, 7- Passenger, 4500 GVW Chevrolet Astro $18,538.00 $500 -20 Days Good Chevrolet 2320- 000 0031 -2 22 1 Mini Van, 7- Passenger, AWD, 4500 GVW No Award 2320 009 0419 -5 23 II Van, 8- Passenger, 6000 GVW Chevrolet G1500 $19,438.00 $500 -20 Days Good Chevrolet 2320 009 0420 -1 24 III Van, 12- Passenger, 7400 GVW Chevrolet G2500 $20,688.00 $500 -20 Days Good Chevrolet 2320 009 0470 -5 25 IV Van, 15- Passenger, 9000 GVW GMC G3500 *22,168.00 $500 -20 Days Lasher Auto Center 2320 009 0020 -7 26 IV Van, 15- Passenger, 8510 GVW GMC G3500 *22,210.00 $500 -20 Days Lasher Auto Center 2320 000 0004 -0 27 V Mini Van, Cargo, 4720 GVW Ford Windstar 516,429.00 $500 -20 Days Folsom Lake Ford 2320 000 0022 -1 28 V Mini Van, Cargo, AWD, 4720 GVW No Award 2320- 009 0421 -3 29 VI Van, Cargo, 6350 GVW Ford El 50 317,348.00 *500-20 Days Folsom Lake Ford 2320 000 0005 -1 30 VII Van, Cargo, 9000 GVW Chevrolet G3500 *18,736.00 $500 -20 Days Maita Chevrolet 2320- 233 0107 -8 31 I Utility Vehicle, 4 -Door, 4WD, 4125 GVW Jeep Cherokee $19,298.00 $500 -20 Days Lasher Auto Center 2320 233 0108 -0 32 II Utility Vehicle, 2 -Door or 4 -Door, 4WD, 5850 GVW Ford Expedition $27,668.00 $500 -20 Days Folsom Lake Ford 2320 000 0026 -9 33 I Pickup, Regular Cab, 2WD, 10000 GVW, 131" WB (DRW) Chevrolet C3500 $19,688.00 $500 -20 Days Good Chevrolet 2320 009 0460 -2 34 I Cab Chassis, Regular Cab, 2WD, 10000 GVW, 135" WB (DRW) GMC C3500 $19,268.00 $500 -20 Days Lasher Auto Center 2320 009 0412 -2 35 1 Cab Chassis, Regular Cab, 4WD, 10000 GVW, 135" WB (DRW) Dodge BR3500 $22,509.00 $500 -20 Days Swift Auto World 2320 000 0047 -6 36 I Cab Chassis, Extended Cab, 4WD, 10000 GVW, 154" WB (DRW) GMC C3500 $21,843.70 Net Oakland Truck Center 2320 000 0009 -9 37 I Cab Chassis, Crew Cab, 2WD, 10000 GVW, 135" WB (DRW) GMC C3500 S21,847.00 $500 -20 Days Lasher Auto Center 2320 000 0027 -0 38 II Cab Chassis, Regular Cab, 2WD, 14500 GVW, 135" WB (DRW) GMC C3500 HD $21,548.00 $500 -20 Days Lasher Auto Center 111 Contract 1- 98 -23 -20 Page 18 SPECIFICATION #2320- 71G -06: Two -Wheel -Drive and Four -Wheel -Drive Pickup Trucks and Cab -and Chassis Trucks 1 Item #33 2WD Regular Cab Pickup Item #33 2WD Regular Cab Pickup Item #34 2WD Regular Cab Cab Chassis Item #35 4WD Regular Cab Cab Chassis Item #37 2WD Crew Cab Cab Chassis Item #38 2WD Regular Cab Cab Chassis Make Model Chevrolet C3500 GMC C3500 GMC C3500 Dodge BR3500 GMC C3500 GMC C3500 HD Air Conditioning Included Included Included Included Included Included Alternator 100 Amps 100 Amps 100 Amps 136 Amps 100 Amps 124 Amps Axle Ratio, Rear 4.10 4.10 4.10 4.10 4.10 4.63 Axles Springs, HD, Front GAWR 3800 -Lb. Capacity 3600 -Lb. Capacity 4100 -Lb. Capacity 4850 -Lb. Capacity 4100 -Lb. Capacity 5000 -Lb. Capacity Axles Springs, HD, Rear GAWR 6084 Lb. Capacity 7500 -Lb. Capacity 8600 -Lb. Capacity 8000 -Lb. Capacity 6048 -Lb. Capacity 11000 -Lb. Capacity Battery 600 Amps 600 cca 600 cca 750 Amps 600 cca 600 cca Brakes: 4 -Wheel Hydraulic Equipped with Vacuum or Booster Power Front Disc, Rear Drum Brakes; Front Rear Anti- Lock Braking System Power Front Disc, Rear Drum Brakes; Front Rear Anti- Lock Brake System Power Front Disc, Rear Drum Brakes; Front Rear Anti- Lock Brake System Power Front Disc, Rear Drum Brakes; Front Rear Anti- Lock Brake System Power Front Disc, Rear Drum Brakes; Front Rear Anti- Lock Brake System Power Front Rear Disc Brakes; Front Rear Anti Lock Brake System _Hydraulic Bumper, Front Manufacturer's Standard Manufacturer's Standard Manufacturer's Standard Manufacturer's Standard Manufacturer's Standard Manufacturer's Standard Cab -to -Axle 55.9" 56" 60" 60" 56" 56" Cooling System (Manufacturer's Optional) Heavy Duty w /Coolant Recovery Heavy Duty w /Coolant Recovery Heavy Duty w /Coolant Recovery Heavy Duty w /Coolant Recovery Heavy Duty w /Coolant Recovery Heavy Duty w /Coolant Recovery Engine V8, 454 SF1 (7.4L) V8, 454 SFI (7.4L) V8, 454 SFI (7.4L) V10, 488 SFI (8.0L) V8, 454 SFI (7.4L) V8, 454 SFI (7.4L) Fuel Tank Capacity 34 Gallons 34 Gallons 40 Gallons 35 Gallons 34 Gallons 40 Gallons Gauges, Full Package Included Included Included Included Included Included Glass, Tinted (All Windows) Included Included Included Included Included Included GVW 10,000 Lbs. 10,000 Lbs. 10,000 11,000 Lbs. 10,000 Lbs. 15,000 Lbs. Hood Release, Inside Included Included Included Included Included Included Mirrors, Exterior, Left Right Manufacturer's Standard Manufacturer's Standard Manufacturer's Standard Manufacturer's Standard Manufacturer's Standard Manufacturer's Standard Radio w /Antenna AM /FM ETR Stereo AM /FM ETR Stereo AM /FM ETR Stereo AM /FM ETR Stereo with Cassette AM /FM ETR Stereo AM /FM ETR Stereo Restraint System (Air Bag) Dual Air Bags Speed Control Included included Included Included Included Included Steering, Power Included Included Included Included Included included Steering, Tilt Included Included Included Included Included Included Suspension System, HD** Included Included Included Included Included included Transmission (w /Manufacturer's Standard Water /Oil Transmission Cooler) 4 -Speed Automatic w /Overdrive 4 -Speed Automatic w /Overdrive 4 -Speed Automatic w /Overdrive 4 -Speed Automatic w /Overdrive 4 -Speed Automatic w /Overdrive 4 -Speed Automatic w /Overdrive Upholstery, Vinyl w /Cloth Inserts or All Cloth Included Included Included Included Included Included Wheelbase 131.5" 131.5" 135.5" 138.7" 168.5" 135.5" Wheels (7) Tires (6)' All Season LT225/75R16D BSW All Season LT225/75R16D BSW All Season LT225/75R16D BSW All Terrain LT215 /85R16E BSW All Season LT225/75R16D BSW All Season LT225/70R19.5F BSW Wipers, Intermittent Included Included included Included Included Included 'Seven (7) Wheels, Including Spare of Same Brand, Size, Rating and Appearance Shall Be Furnished. Spare Wheel Shall Be Secured to Frame Upon Delivery. Six (6) Tires of Same Brand, Tread Design, Size and Load Range Shall Be Furnished, Ins ailed on Above Wheels. "Front Springs Shall Be Coil or Leaf on Group I Leaf on Group II Have Rated Capacity of Not Less Than GAWR of Front Axle. Shock Absorbers Shall Be Heavy Duty. Spring Contact Points Shall Be Affixed to Vehicle Frame. Auxiliary Spring Contact Will Be Made with Frame Brackets When Main Suspension Approaches 70% of Gross Axle Weight Ratings. As Alternative to Auxiliary Spring, A Heavy Duty Rear Stabilizer Bar Shall Be Installed. r J Sheetl VENDOR STATE VICTORY QUALITY ANDERSON CONTRACT CHEVROLEY CHEVROLET CHEVROLET MAKE GMC CHEVROLET CHEVROLET CHEVROLET MODEL C 3500 -HD C 3500 -HD C 3500 -HD C 3500 -HD PRICE PER VEHICLE $21,548.00 $23,107.42 $22,280.00 $25,439.00 2 VEHICLE COST $43,096.00 $46,214.84 $44,560.44 $50,878.00 SALES TAX 8.25% $3,555.42 $3,812.72 $3,676.24 $4,197.44 SUB TOTAL $46,651.42 $50,027.56 $48,236.68 $55,075.44 DISCOUNTS 1,000 1,800 0 1016 SUB TOTAL $45,651.00 $48,227.56 $48,236.68 $54,059.44 PROCESSING FEE $456.51 0 0 0 TOTAL COST TO CITY $46,107.93 $48,227.56 $48,236.68 $54,059.44 Page 1 Mar -12 -98 03 :15P 83/12/1998 11 ::;5 40titibbiL(17 PROPOSAL. 1998 Cab Chassis Item Number Quantity Description Cost AR oZ Cab t '4ost;s 1 2 Cab Chassis per qty, a y attached Specification Make C evfro /e Model C. 3 Yo 3 /63000 6-auk Sale Tax 8 625 s 3,8/x2 7-a &r7 Re ttatei Discount. (9tdp dausLOS /800 g Total Cost to City ya c Ek V;) ry C 6tior;fe2 4 COMPANY NAME POSITION SIGNATURE P.02 3 -18 -1998 6 :03PM FROM CLASSIC VOLKSWAGEN 760 745 7488 93/16/1998 12:16 4088681278 PROPOSAL 1998 Cab Chassis Item 'Number Quantity Description SARATp.G4.CQRP Y4RD PAGE 94 2 Cab Chassis per attached Specification `f /5(WD 5¥4 Make C kurc lec model J 3500 Sale Tax Prompt Payment Discount. Total Cost tv City 'ig z I s0 �i►� i C Itoteou t COMPANY NAME SPdX5 t$34, F .U„60? ES 06.) 0 P. 2 PROPOSAL 1998 Cab Chassis Item Number 1 Quantity Description Cost 2 Cab Chassis per attached Specification $25,439.00 Make Chevrolet Model CC31403 Sale Tax 2,102.43 Prompt Payment Discount. Total Cost to City $27,033.43 x 2 -sw Anderson Chevrolet COMPANY NAME Sales Manager POSITION 508.00 City of Saratoga, 13777 Fruitvale Avenue, Saratoga CA 95 Please return to: City/Town Clerk, (address) 5. DATE OF INCIDENT: 10/01/97 LOCATION OFINC2DENT: Driving north (brick Rc. narrow pavemen ic. 4.L.,,LCULrya-- 11/91 ABAG PLAN Corp. CM1 -1 CLAIM AGAINST (NAME OF CITY OR TOWN) (Name) (City State Zip Code TIME OF INCIDENT: COMPLETE THE FOLLOWING, ADDING ADDITIONAL SHEETS AS NECESSAA►}' WORK PHONE 408) 248 3110 1. CLAIMANT'S NAME (Print): L e e A n n e Sera 2. CLAIMANTS ADDRESS: 15740 Robles Del Oro, Saratoaa Ca 95070 (Street or P.O. Box Number City State Zip Code) 3. AMOUNT OF CLAIMS 822.81 HOME PHONE (408) 354 -3739 (Much Copies of bUs%esumatet) IF AMOUNT CLAIMED IS MORE THAT 510,000 INDICATE WHERE JURISDICTION RESTS: Municipal Court Superior Cowt 4. ADDRESS TO WHICH NOTICES ARE TO BE SENT, IF DIFFERENT FROM LINES 1 AND 2 (PRINT): (Street or P.O. Box Number) 7:45 AM. on Austin near Bountiful Acres LARGE POT HOLE 6. DESCRIBE THE INCIDENT OR ACCIDENT INCLUDING YOUR REASON FOR BELIEVING THAT THE CITY IS LIABLE FOR YOUR DAMAGES: Public Road Huge unfilled pot -hole. No dividing lines on Austin.Oncoming vehicle occupied more than half 'of road, to avoid collison, drove onto 7. shoulder Lpavement lAtIf'ell into huge. oot hole. DAMAGES WHICH YOU BELIEVE YOU HAVE INCURRED AS RESULT OF THE INCIDENT: 1997 Merces Benz, E 320. Blown out tire; damaged tire rim. Both tire rim had to be replaced. 8. NAMES(S) OF PUBLIC EMPLOYEE(S) CAUSING THE DAMAGES YOU ARE CLAIMING: Zs -2 k'' Note Claims must be Ned within 180 days of incident. See went Code Section 900 aim r'ICL Signature of Claimant Date Any person who, with intent to defraud, presents any false or fraudulent claim may be punished by imprisonment or fine or both. CUSTOMER NO 409595 EILEEN SERA 111 15740 ROBLES AELORO SARATOGA, CA 95070 ADVISOR TANG YOUNG 5977 F. T. E. NO. P. 0. NO TAG NO. 7177 VEHICLE I.D. NO. WDBJF55F7VA 342509 INVOICE DATE 11111131R COLOR MnnMSTONE DELIVERY DATE 07125197 R O. DATE 09130197 I INVO∎: E NO PfS66S NC LABOR RATE LICENSE NO. 3l1TVRn3 YEAR MAKE MODEL 971MERCEDES BENZIE320W140R SDN MILEAGE 9754 DEI. ■VERY MILES SELLING DEALER NO FIIRf MfTnRS PI70DUCI ION DATE nlln1197 RESIDENCE PHONE 408. 354.3739 LABOR PARTS tt J# 1 91MBZ FRONT RFTIR /RIM- IN E TIRE/RIM-INSPECT THAT AND FTSUSPENSION ALIGN AS NEEDED MOUNTED NEW WHEEL WITH NEW MICHELIN TIRE 215/55HR15 MXV4 PERFORMED 4 POINT ALIGNMENT,NECESSARY TO ADJUST REAR TOE IN JOB 1 JOB 1 JOB 1 J# 2 54MBZ CHASSIS ELECTRIC TECH(S):5980 OWNER STATES ADS LAMP CAME ON SEVERAL TIMES ESP ON QUICK ACCELERATION HOOK UP CE K2 FROM PULL CODES IC B1755 SERIAL T INSTRUMENT CLUSTER. ATA B1772 ALARM ACTIUATOR VIA LF DOOR S17/3 B1221 RIGHT IR SNSR A26/5 NO SIGNAL ESA B1012 VOLTAGE SUPPLY <10V N32/2 CC N32/1 RL. ERASE ALL CODES. PARTS PARK AVENUE MOTORS \I, r e 111 11/ 3290 Park Boulevard Palo Alto California 94306 (650) 494 -0311 NOTICE TO CONSUMER: PLEASE READ IMPORTANT WARRANTY INFORMATION ON BACK. BUSINESS PHONE QTY -FP- NUMBER 1 6-6-47-0092 1 000-400 -03.13 1 007757 008600 1 215 /55HR16MXV4 QTY- -FP- NUMBER DESCRIPTION MISC CODE DESCRIPTION JOB 1 MBHT1 HAZ WASTE CHARGE 1 -TIRE CASH CHECK VISA MASTER CARD PAGE 1 OF 1 DESCRIPTION DISC WHEEL 1 VALVE.TIRE VALVE CAP SERVICE FILE COPY Service Dept. Hours: Monday thru Friday 7:30 A.M. 5:30 P.M. COMMENTS C# 2100551A342509 E# 10499512078884 UNIT PRICE- 40 4.95 2.85 1.00 JOB 1 TOTAL PARTS JOB 2 TOTAL PARTS JOB 2 TOTAL LABOR PARTS CONTROL NO TOTAL MISC ESTIMATE CUSTOMER HEREBY ACKNOWLEDGES RECEIVING ORIGINAL ESTIMATE QF $225.00 +TAX) APPROVED REVISED ESTIMATE 1) OF $850.00 +TAX) ON 09/30/97 AT 09:30am BY EILEEN SERA COMMENTS REPL RIM.TIRE.AL GN TOTALS JOB 1 TOTAL LABOR PARTS 773.80 B.A.R. #AC- 062833 E.P.A. CAL- 000161E39: 195.00 400.00 4.95 2.85 1.00 170.00 578.80 WARRANTY 0.00 0.00 1.25 1.25 TOTAL LABOR.. 195.00 TOTAL PARTS.. 578.80 TOTAL SUBLET. 0.00 TOTAL G.O.G.. 0.00 TOTAL MISC... 1.25 TOTAL TAX.... 47.76 TOTAL INVOICE 822.81 END OF INVOICE 431i t 736 i 1 OCT 0 3 1997 14:50:25 CUSTOMER SIGNATURE 1 ac BY: an approval of an increase in the original estimated price and any additional work performed. RECEIPT OF VEHICLE BY: EXECUTIVE SUMMARY NO. MEETING DATE: APRIL 1, 1998 ORIGINATIG DEPT: PUBLIC WORKS SERVICES SARATOGA CITY COUNCIL AGENDA ITEM 13 (7) CITY MANAGER DEPT. HEAD: SUBJECT: Acquisition of Replacement Equipment Surplus of Existing Equipment RECOMMENDED MOTION(S): Move to declare the Fiat -Allis FR9B Rubber Tired Loader, Case 580 -D Back -Hoe and the Toyota SDK -8 Skid Steer Loader in the City's fleet as surplus property and authorize their sale through the City's auction service, First Capitol Auction Co. Move to authorize the purchase of one JCB 214S Sitemaster 4x4 Back -Hoe Loader w /extendahoe, through Western Traction Co., in the amount of $74,156.66. Move to authorize the purchase of one Toro Ground Master 580 -D 16 foot rotary mower from West Star Distributing, in the amount of $63,867.50. REPORT SUMMARY: The adopted FY 98 -99 budget contains $102,000.00 in activity 82 (Equipment Operations), Account 6785 (Rolling Stock Replacement) and Account 6795 (Fixed Asset Replacement) to replace the Case 580 -D Back -Hoe and the Toro 72 -inch Ride -on- Mower, respectively. The Public Works Services Manager, in his attached memo, is recommending to upgrade the budgeted replacement mower to a 16 -foot rotary mower. Based on field tests conducted in Saratoga and by the City of Sunnyvale, the recommended 16 -foot rotary mower will allow City staff to perform its current mowing operations in one -third the time required by the 72 -inch mower. Given the City's commitment to build additional athletic fields and parks over the coming years with Park Development funds, the increase in turf maintenance productivity offered by the rotary mower becomes critical if the City wants to ensure that any new improvements developed are maintained properly during their useful lives. Staff also looked at a variety of loader type equipment before selecting the JCB Sitemaster for its many safety and other desired features such as 4 wheel drive, 4 wheel steering braking and uniform large tire size. The Back -Hoe is proposed to be purchased through Western Traction Co., in Union City, California, on a piggy -back bid through Contra Costa County for $74,156.66 (see attached quote). The Toro GroundMaster 580 -D, 16 -foot Rotary mower would be purchased through West Star Distributing, in Hayward California, on a piggy -back bid through the City of Sunnyvale for $63,867.50 (see attached quote). FISCAL IMPACTS: As noted, the adopted FY 98 -99 budget contains $102,000.00 for the two pieces of replacement equipment. The two recommended replacement purchases total $138,024.16. By using the revenue from the sale of the recommended surplused equipment, the procurements can be realized within available budgetary authority as further detailed in the attached memo from the Public Works Services Manager. CONSEQUENCES OF NOT ACTING ON THE RECOMMENDED MOTON(S): Depending on Council's action, either the existing equipment will not be declared surplus and authorized to be sold at auction, or the purchase of the replacement equipment will not be approved. This would lead to increased maintenance and repair costs to keep the existing equipment operational. Further, revenues from the eventual sale of surplus equipment will be less in the future. FOLLOW UP ACTION: 1. Arrangement for the disposition of the surplus equipment will be made with City's auction service. 2. Orders for the replacement equipment will be made with instructions to hold deliveries and invoicing until after July 1, 1998. 3. The FY 97 -98 budget will be amended to reflect the revenues from the sale of property, and the FY 98 -99 budget will be amended to reflect increased expenditures in Activity 82 (Equipment Operations), for the recommended purchases. ATTACHMENTS: 1. Memo from Public Works Services Manager 2. Auction appraisal from First Capitol Auction Co. 3. Western Traction Co. quote for Back -Hoe 4. West Star Distributing quote for mower ti Memo To Larry Perlin From: Gary Enriquez Date: April 1, 1998 Re: Recommended Rolling Stock Adjustments At present, we have three loader type vehicles and two ride on mowers used for Public Works Services maintenance activities. After carefully evaluating our present equipment for safety, productivity and general performance, I submit the following: 1. The 1983 Case 580 -D Back -hoe requires immediate major servicing of the engine, hydraulic system and 4 in 1 bucket, at an estimated cost in excess of $8,500.00. Even if this work were performed, it is likely that continuing expenses on maintenance and repair would be necessary to keep the machine in serviceable condition. Given the estimated salvage value and age of the unit, it does not seem cost effective to invest additional funds into the unit. 4. 1987 Toro GroundMaster 72 -inch Ride on Mower is old and just wom out and is scheduled for replacement in FY 98-99. City of Saratoga Public Works Services 2. The 1990 Fiat-Allis FR9B Rubber Tired Loader is no longer used by City crews for the type of street repair work performed in- house, and is too big and heavy for other work we do within the City's park system. 3. The 1991 Toyota SDK8 Skid Steer Loader is no longer used for trail maintenance and damages the turf in parks. I will be proposing its replacement this year with a smaller, more versatile unit better suited for our parks maintenance needs by using remaining funds budgeted for replacement vehicles this fiscal year. 5. 1993 Toro GroundMaster 52 -inch Ride on Mower will be retained for small 9., turf areas. In FY 98-99, $102,000.00 is budgeted for the replacement of the Case 580-0 Back Hoe ($80,000.00) and the Toro Groundmaster 72 -inch Ride-on Mower ($22,000.00). The recommended replacements are: 1. 1998 JCB 214S Sitemaster 4x4 Back -Hoe Loader w /extendahoe, at an estimated cost of $74,000.00. 2. 1998 Toro GroundMaster 580-D 16 foot rotary mower at an estimated cost of $64,000.00. The estimated combined cost of $138,000.00 is $36,000.00 above what is budgeted in FY 98-99. To realize the recommended purchase of the Back -Hoe and Mower, I propose the following: Offer the Case 580 -D Back -Hoe, Fiat -Allis FR9B Rubber Tired Loader, and the Toyota SDK8 Skid Steer Loader for auction and use the revenue from the sale of the equipment to supplement budgeted expenditures in FY 98-99 for the purchase of the recommended replacement equipment. First Capitol Auction Co., the City's auction service, was contacted for an appraisal of the three pieces of equipment, and the following is their estimate of what the City should expect to receive for each: EQUIPMENT MINIMUM BID Fiat-Allis FR9B $25,000.00 Case 580-D $10,000.00 Toyota SDK -8 $6,500.00 $41,500.00 I also contacted Western Traction Co. in Union City Califomia, the local authorized JCB dealer, and asked for a trade -in value toward the purchase of the JCB 214S Sitemaster. They responded with the following: EQUIPMENT TRADE -IN VALUE Fiat Allis $15,000.00 Case 580-D $10,000.00 Toyota SDK-8 $5.000.00 $30,000.00 Based on the above, I recommend that we declare the above three pieces of equipment as surplus and offer them for sale at the next public auction scheduled for Saturday, April 4, 1998, in Vallejo, Califomia. If the City receives minimum bids below the trade -in value offered by Western Traction Co., then the City has the option to pull the equipment from the auction sale. 707 -552 -0739 FIRST CAPITOL A UCTION CO. March 13, 1998 Fiat Allis Model FR9B Turbo Rubber Tire Loader $25,000- 35,000 Case 580D Backhoe Loader $10,000 13,500 Toyota 8SDK Skid Steer Loader w /anachment $6,500 -9,500 S/N 25DK8 -12915 50 SOLANO AVENUE, VALLEJO, CA P.O. BOX 1594, BENICIA, CA. City of Saratoga Auction Value Appraisals Surplus Equipment for Superintendent Gary A. Enriquez, Sr. faidoC1 Brian R. McKissack Eric V. Smith Fax 707 -552 -8613 jiBANnixtu .Fs MAR 23 '98 02 :4EPM WESTERN TRACTION P•2 /3 Seders. Neveda 99 1195 Ees( Glendale Ave (702) 371.7772 Fresno. CaIllornia 93706 2330 East Dare street (209) 445 Hono)vly, Hawaii 96819 1250 MIKaIe Street N6)6046 Pleasant Grove, California 95566 7516 P;cIec A.enue (916) 055-3077 WESTERN ffirm March 23, 1998 Mr. Gary A. Enriquez Sr. City of Saratoga 13777 Fruitvale Av. Saratoga, Ca. 95070 FAX 408/868 -1278 Dear Gary: We are pleased to submit for your consideration our proposal for the purchase of a JCB 214S Sitemaster 4x4x4 CM turbo equipped as follows: Deluxe Cab 1. yard 6 -1 bucket with forks 92" bolt -on cutting edge Extra -dig Dipper 4WS Tire indicator 16.9 R 28 Michelin XM27 radials Reversible stabilizer pads 3" seat belt 12" heavy duty, 2.8 cu ft backhoe bucket 18" heavy duty 4.9 cu ft backhoe bucket Price, F.O.B. Saratoga 68,505.00 Trade -In (1) 580 Case (10,000.00) (1) Toyota 8DK 5,000.00) 53,505.00 Sales Tax 5,651.66 Total Due 59,156.66 Delivery is 60 -90 days after receipt of order. Thank you for this opportunity to quote on your equipment requirements, Very truly yours, ESTERN TRACTION COMPANY TRACTION COMPANY SALES RENTALS SERVICE PARTS Construction and Maintenance Equipment NAIN OFFICE: 153.9 ATLANTIC 37 UNION Crrv, Gs /46W (110) 4873.00 P. (510) 475-9087 Pamela Carlston Manager, Municipal Division AED 04:53 PM POT 09/19/97 via VSI #FAX WEST STAR DISTRIBUTING, INC. 0 U 0 T E 2438 Radley Court Hayward CA 94545 -1159 Quote No. Customer No (510)887 1222 Fax (510)785 -3576 199227 00 208598 0 Date: 09/19/97 To: Attention: Gary Enriquez /Dave Mooney Referring to your request for prices and delivery, we are pleased to quote as follows: Qty Model No. Description Your Cost Extended 1 30580 GM5800 W /SEAT C/U 59000.00 59000.00 1 a -10798 2 POST ROPS -5800 Incl Incl 1 a -10966 Canopy for 2 -Post ROPS Incl Incl 1 90- 743 -s1 5800 Svc Manual Inca Incl 1 85 -4750 Diagnostic Box Incl Incl Terms: Net 30 Days Last Page City of Sararoga 19700 Allendale Ave Saratoga CA 95070 Sub -Total Sales Tax Total F. 0. B. DESTINATION Delivery: 30 Days A. R. 0. Page 2 uu Please contact us for further information. Your Representative is Dan McKay Quote is Firm for 30 days. Brochures enclosed. THANK YOU Page 1 59000. 00 4867. 50 63867. 50 EXECUTIVE SUMMARY NO: SARATOGA CITY COUNCIL AGENDA ITEM: MEETING DATE: April 1, 1998 CITY MANAGER: ORIGINATING DEPARTMENT: Community Development PREPARED BY: James Walgr ommunity Development Director SUBJECT: Request for waiver of $1,500 Temporary Use Permit fee for the San Jose Symphony Auxiliary's annual designer showcase home tour. Recommended Motion Deny the request and direct the applicants' to submit the $1,500 Temporary Use Permit fee. Report The San Jose Symphony,Auxiliary is requesting that the City Council waive the $1,500 permit fee necessary to process and approve their Temporary Use Permit. An application for Temporary Use Permit has been submitted and scheduled for the Planning Commission's April 8 regular meeting. A check for $1,500 has been received and is being held pending the outcome of this request. The SJSA plans to hold their annual Designer Showcase at 18450 Sobey Road, Saratoga, from May 9 through June 7, Tuesday through Sunday from 10:00 AM to 4:00 PM (Thursdays until 8:00 PM). Parking for the event will be provided on an adjacent site that the applicants state can accommodate the anticipated 100 to 150 per day visitors. This request was first heard by the City Council at the March 18 regular meeting. A staff report was prepared and included correspondence from SJSA representatives. At the meeting Bonnie Radding spoke to the Council representing the SJSA and noted that the group had previously been told by City staff that no permit would be necessary and that their decision to choose a site in Saratoga was partly based on this information. The attached letter was sent from the City Manager's office indicating that a "special event" permit was not required. Special events include parades, foot races, etc., that require the closing or use of public roads. While the letter is correct, it unfortunately did not include that a Temporary Use Permit might still be necessary from the Community Development Department. It should also be noted that the original letter from the SJSA to the City Manager's office, attached, seems to indicate that the Saratoga site had already been selected and reserved prior to contacting the City. This inquiry was not made by Ms. Radding but by Anne Hexamer, who had previously been representing the SJSA to the City. This is only being brought up since the City Council had indicated that if the SJSA had reserved the Saratoga site on the basis that there would be no permit requirements, the Council might be more inclined to waive the permit fee. Fee Waiver Request Page Two Saratoga's Zoning Ordinance requires that a Temporary Use Permit be issued for this type of fund- raising activity within a residential zoning district. The objective of this discretionary permit is to ensure that the proposed activity is appropriate for the particular site and compatible with the neighborhood it is to be located in. The permit is also subject to the County Environmental Health, Sheriff and Fire Departments' review. If the event will be held less than 10 consecutive days, or less than 10 days within a 30 day period, it can be acted on by the Community Development Director subject to a $500 processing fee. If the activity exceeds this duration, it is acted on by the Planning Commission at a regularly scheduled public hearing meeting and subject to a $1,500 processing fee. Saratoga's development review fee schedule has been calculated to recover the staff time /costs expended reviewing and issuing Planning, Building and Engineering Division permits. The Temporary Use Permit fees of $500 and $1,500 reflect the respective costs of processing the permits administratively or through a regularly scheduled hearing before the Planning Commission. Prior to Saratoga's two most recent staffing and budget reductions, the City Council would occasionally waive permit fees for non -profit fund raising type activities. More recently, however, the City Council has consistently denied these fee waiver requests. The Council's position has been that in a time of reduced basic community services, all permit processing fees need to collected to ensure full cost recovery and to protect the City's general fund balance. Public Notice No public notice or hearing is required for this request. Fiscal Impacts Either the City will recover its costs by imposing the applicable permit fee, or the fee will be waived and the City would not recover the costs of processing the Temporary Use Permit. Follow -up Actions None. Consequences of Not Acting on the Recommended Motion The permit fee would be waived and the City would not recover the costs of processing the Temporary Use Permit. Attachments: 1. Correspondence February 6, 1998 Jennie Hwang Loft Administrative Analyst City of Saratoga Dear Jennie: This is to advise the City of Saratoga that the not for profit San Jose Symphony Auxiliary this spring will present its 21st annual Designer Showcase home in Saratoga at 14050 Sobey Road. Top area interior designers volunteer to participate in decorating various rooms. This event, which raises funds for the San Jose Symphony, will begin Saturday, May 9 and close Sunday, June 7. The house will be open to the public Tuesdays through Sundays from 10:00 AM until 4 PM (and until 7:30 PM Thurdays.) Off street parking will be provided at the nearby Bellicitti property on Sobey Road. The house averages 100 -150 visitors per day. The immediate neighbors have been informed of this event and are agreeable to it. Sincerely, I� Ann D. Hemmer Corresponding Secretary 495 Almaden Boulevard San Jose, California 95110 Panted on recycled paper. February 10, 1998 Ann D. Hexamer The San Jose Symphony Auxiliary 495 Almaden Boulevard San Jose, CA 95110 Dear Ann: Sincerely, ennie Hwang Loft Administrative Analyst OTRYT ©2 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 868-1200 Should you have any questions, please do not hesitate to call me at (408) 868 -1218. Good luck on your fundraising event! 4 rlad 14.c if t4 Atat' 4e7/7_5 COUNCIL MEMBERS: Stan Bogosian Paul F. Jacobs Gillian Moran Jim Shaw Donald L. Wolfe Thank you for your letter dated February 6 advising the City of the San Jose Symphony Auxiliary's 21 Annual Designer Showcase Home in Saratoga. This year's Designer Showcase Home is located at 18450 Sobey Road. The fundraising event will occur from May 9 through June 7, Tuesdays through Sundays from 10 a.m. to 4 p.m., except for Thursdays which will close at 7:30 p.m. Parking will be provided by the Bellicitti property next door and is large enough (13 acres) to accommodate 100 -150 anticipated visitors per day. The neighbors have been informed of this event. Since the event will not require any street closures, a special event permit is not required from the City. The City has no objection to your sponsorship of the event. TIME: Saturday, March 14, 1998 9:00 a.m. PLACE: Savannah Chanel Vineyards, 23600 Congress Springs Road TYPE: Adjourned Regular Meeting 1. Roll Call 9:00 a.m. Councilmembers Bogosian, Jacobs, Shaw, Moran, and Mayor Wolfe were present. Also present were City Manager Perlin, Interim Assistant City Manager Larson, City Attorney Riback, Community Development Director Walgren, Recreation Director Pisani, and Deputy City Clerk Cory. 2. Report of City Clerk on Posting of Agenda Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on March 13. The notice of adjournment from the March 4 Council meeting was properly posted on March 5. 3. Oral Communications from the Public on Non Agendized Items None. 4. Retreat Items General discussion of the following items was facilitated by Consultant Judy Sweet. A. Improving Council /staff and Council /commission relations B. Long range planning issues C. Increasing citizen involvement in decision making processes to avoid future conflicts D. Achieving greater efficiency at Council meetings E. Exploring ways for tapping into the community's talent and knowledge base F. Examining diversity in City government 5. Adjournment The meeting was adjourned at 3:00 p.m. to closed session pursuant to Government Code Section 54956.9: Conference with legal counsel existing litigation Name of case: San Francisco Baykeepers vs. City of Saratoga; and, pursuant to Government Code Section 54956.9(c): Possible initiation of litigation in one case. 6. Reconvene to Open Session for Mayor's Report on Closed Session No action reported. 7. Adjournment The meeting was adjourned at 3:45 p.m. Respectfully submitted, Grace E. Cory Deputy City Clerk MINUTES SARATOGA CITY COUNCIL ei (1) SARATOGA CITY COUNCIL RETREAT MARCH 14, 1998 AGENDA Tapping into the Talent of Saratoga Methods for fostering civic mindedness Drawing volunteers from the community Examining Diversity in City Government Integrating all populations into the City government process Improving Council /Staff and Council /Commission Relations Long Range Planning Vision Focusing on Advanced Planning, Recommendations for the Future, Identifying Major Policies, Technology and Financial Issues Increasing Citizen Involvement in Decision Making Including citizen input at the beginning of processes Enhancing Council Meeting Efficiency Agenda setting and time utilization TAPPING INTO THE TALENT OF SARATOGA DISCUSSION The difficulty of getting members of the community to volunteer their time. Parents are more apt to volunteer their time with the schools and other youth activities. The need to keep current volunteers active by creating different kinds of opportunities for them to be of service. The importance of formally asking members of the community to volunteer. Commission membership is hard to fill serving on a Commission does not always match the needs of those who want to volunteer. PLANS OF ACTION The Volunteer Coordinator will develop and implement a community survey that will include ways for citizens to indicate their interests in volunteering and ways they can be of assistance to City. By October 1, Larry and the Volunteer Coordinator, along with the council and staff, will identify projects which would lend themselves to volunteer involvement. They will also identify community groups that should be contacted regularly as sources for obtaining these volunteers. As soon as the project list is completed, Larry will incorporate request for volunteers in his City Manager's report at each Council meeting. OTHER RECOMMENDATIONS Create an ongoing data base web site- for the City that could list volunteer opportunities and other items of interest (this could be a project for volunteers). Send information about volunteer needs in the City to schools to send home with children. Ask other community groups to incorporate Saratoga's needs in their flyers. Enlist the assistance of other groups such as the Asian American Parent's Group and the Indian Business Association to get the word out. Use those other organizations as sources for volunteers. Have the Chamber of Commerce distribute flyers and include volunteer opportunities in their web site. Look at other organizations that have been successful and see how they do it. Install marquee -type signs at City Hall announcing council meetings and other City activities a la Saratoga High School. PLAN OF ACTION EXAMINING DIVERSITY IN CITY GOVERNMENT After developing the list of volunteer needs, Larry and the Volunteer Coordinator will develop a plan to recruit more diverse members from the community as volunteers. OTHER RECOMMENDATIONS Since the schools deal with a very diverse population, get information about how they get people involved. Have a spokesperson for the City on ethnic television and radio stations in the community discussing the City's volunteer needs and opportunities. Recruit volunteers to develop a mailing list of the ethnic newspapers and other journals and contact them. Distribute information at the Lutheran church's Korean service. Distribute flyers for activities and volunteer opportunities at ESL classes. Have volunteers develop Council agendas and minutes in other languages. Determine issues that are of interest to the ethnic community and engage them with meetings, workshops, etc. IMPROVING COUNCIL /STAFF COMMUNICATION PLANS OF ACTION Joan and Jennie will plan a social get together in June on a regular work day that will include council members, staff, spouses and children (possibly at the Warner Hutton House). In April, Larry and the Human Resources Analyst (if on board) will communicate with staff about setting up a shadowing process for Council members. This process will begin in the fall and will allow the Council to better understand staff jobs and working conditions. Beginning immediately, Council members agree to discuss hot issues with staff before meetings not blindside them at meetings. Don and Larry will work together to ensure that staff provides more thorough information for the Council before meetings. OTHER RECOMMENDATIONS Council members are encouraged to drop in, visit with and recognize staff accomplishments as long as they are not "micromanaging" or circumventing the City Manager. Larry and staff will work on a statement that clarifies for Council the appropriate way to formally communicate with staff. The HR Analyst will develop a "brown bag" meeting program where a Council member, a commission member and interested staff can have an open dialogue. Don and Larry will coordinate sending letters of recognition to staff. IMPROVING COUNCIL /COMMISSION COMMUNICATIONS PLAN OF ACTION The Mayor, Commission Chairs, City Manager and Commission staff will meet one month before any joint meeting to plan the agenda for the meeting. Joint meetings will be composed of short commission presentations (depending upon the topic no lobbying). Council members are encouraged to visit with commissioners and attend their meetings. Instead of placing minutes from Commission meetings on the City Council's agendas, staff will send draft minutes to the Council along with the Potpourri or in agenda packets (except for the Planning Commission). Larry will coordinate a commission /council BBQ in late July or September. Before an item is referred to a Commission, the Council will attempt to communicate with the Commission about what exactly they would like done. Express appreciation for Commissions and individual Commissioners more. LONG RANGE PLANNING INFRASTRUCTURE PLAN (including managing infrastructure deterioration, Community Center, and Public Safety Facility) The new Director of Public Works will submit a report to the Council in early 1999 describing the current status of the City's infrastructure, recommendations for improvements /alternatives and cost estimates. The Finance Commission will provide information on the cost for hillside maintenance and operations and alternative plans for revenue sources to deal with the additional costs of maintaining and repairing hillside infrastructure. DOWNTOWN Larry and Don will convene a meeting of local developers and real estate people and pose the issue of an enhanced sustainable downtown and get feedback. Don will contact SBDC and the real- estate board and involve them in the process. Downtown Saratoga as it currently exists will not survive. It provides insufficient services for Saratoga residents. Those most satisfied with the Village are the visitors. Inherent problems include the Village's remote location and small size which are attributes which also make it an attraction. Many ideas for improving the downtown were discussed, such as building in things to attract more "day trippers establishing a small mall that would provide a greater variety of services, subsidize quaint stores, a need for more second story offices, a ban on additional dry cleaners, providing services for hikers and bikers traveling through the Village, more moderate priced restaurants or franchises, another upscale hotel, a theater, and a pocket park. TRAFFIC A consultant will be retained to update the Circulation Element. Redo community meetings to gauge current concerns. James will prepare a report reviewing the traffic circulation, opportunities, resources and costs required to make changes, scope the project, hire the consultant and manage the project to completion in one year. HILLSIDES The Finance Commission will review the cost of existing infrastructure maintenance and determine effective funding mechanisms such as an assessment district or maintenance district, having new roads /streets declared private, a city wide tax devoted to infrastructure, a hillside road repair fund, or a one time reserve fund. They will commence the project after the budget process and report back to the Council in early fall. GENERAL PLAN There is an Executive Summary of the General Plan being completed by staff to be reviewed by the Planning Commission. The Planning Commission will take up the issue of a rewrite of the General Plan making it more user friendly, and up to date, re- defining the neighborhoods as necessary. Staff will develop a schedule and process for a rotating review of each General Plan element every two years INCREASING COMMUNITY INVOLVEMENT IN DECISION MAKING Create a statement that requires the developers to meet with neighbors to build consensus. At a future adjourned Council meeting, develop a proactive approach for ways to engage the public early on. Use the quarterly review meetings to identify items to get public input on early in the process. Examine how Pinn Brothers did it with the Spaich project. COUNCIL MEETING EFFICIENCY Aim for three instead of four meetings per month. Do agenda planning with the staff and get more information in staff reports. Allow for public participation but do not reinvent the wheel. Stan will present recommendations for the Council to review within two months on additional ways to improve meeting efficiency. 1. ROLL CALL 2. CEREMONIAL ITEMS A. ORAL COMMUNICATIONS MINUTES SARATOGA CITY COUNCIL TIME: Wednesday, March 18, 1998 7:30 p.m. PLACE: Civic Theater, 13777 Fruitvale Ave. TYPE: Regular Meeting Special Meeting in Administration Conference Room for Public Safety Commission Interviews: Godlewski, 6:30 p.m.; Ballingall, 6:40 p.m.; Tarter, 6:50 p.m.; Biester, 7:00 p.m.; Hexamer, 7:10 p.m. 7:30 Pledge of Allegiance Led by Peggy Corr. Councilmembers Bogosian, Jacobs, Moran, Shaw and Mayor Wolfe were present. Staff members present were City Manager Perlin, City Attorney Riback, Community Development Manager Walgren, Public Services Assistant Reeve, and Deputy City Clerk Cory. Carolyn King, representing Friends of the Saratoga Libraries, introduced officers Peggy Corr, Mary Jeanne Fenn, Sally Towse, and Jim Givens. She then presented a proclamation to the City Council thanking them for their support for the Book -Go- Round. A. Proclamation honoring the Friends of the Saratoga Libraries on their 15th Anniversary Mayor Wolfe presented the proclamation to Carolyn King. B. Proclamation commending Mary Jeanne Fenn for her work with the Friends of the Saratoga Libraries Mayor Wolfe presented the proclamation to Mary Jeanne Fenn. 3. REPORT OF CITY CLERIC ON POSTING OF AGENDA Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on March 13. 4. COMMUNICATIONS FROM COMMISSIONS AND THE PUBLIC Herb Radding, 14050 Chester Ave., stated that the storm drain system on Chester Avenue downstream from West Valley College was inadequate, causing flooding every year. Mr. Radding then asked about a letter he had asked to be sent to Dr. Colleen Wilcox of the school board. He was told that the letter had been sent. Mayor Wolfe noted that instructions to staff on oral communications are normally taken up after public hearings. Jeff Schwartz, San Marcos Drive, suggested that the Council consider the fairness of its oral communications process at the next self evaluation. He stated that he had spoken about Measure G, and the developer and attorney who spoke on the other side were allowed more time than he to speak. He also stated that Mayor Wolfe had misquoted him and made derogatory comments about him and should apologize. He also stated that the City Attorney should not act as a foil for the Mayor. He further stated that Don Whetstone should be thanked, rather than attacked, for bringing up the issue of water quality in Saratoga Creek, prompting the Council's decision to install new signs. Vic Monia, 14665 Granite Way, asked about Baykeeper legal fees. He noted that there had been an appellate court decision on the lawsuit and urged the Council to settle the case rather than continue with litigation. City Council Minutes 2 March 18, 1998 Mayor Wolfe replied that the legal fees amounted to about $145,000. B. COMMUNICATIONS FROM COMMISSIONS None. C. WRITTEN COMMUNICATIONS Gillian Moran noted that a good letter had been received from the Youth Commission regarding the recently- enacted curfew ordinance; she urged the Council to keep the Commission apprised of their activities. 1) Letter from California Farmers Market Association concerning request for fee waiver for Temporary Use Permit (See Old Business, Item 7.A.2.) 5. CONSENT CALENDAR A. Previously- Discussed Items None. B. New Items Councilmember Shaw removed Item 10 from Consent Calendar B. BOGOSIAN /MORAN MOVED TO APPROVE CONSENT CALENDAR B WITH THE EXCEPTION OF ITEM 10. Passed 5 -0. 1) Planning Commission Actions, 3/11 Note and file. 2) Parks and Recreation Commission Minutes, 1/26 Note and file. 3) Finance Commission Minutes, 2/9 Note and file. 4) Resolution 98 -04 designating Applicant's Agent for Federal Disaster Assistance 5) Approval of Assignment, Assumption and Consent Agreement with West Valley Solid Waste Management Authority 6) Memo Authorizing Publicity for Upcoming Hearings No hearings scheduled for April 1. 7) Approval of Check Register 8) Resolution MV -230 prohibiting right turns on red light during commute hours from Saratoga Avenue to State Route 85 9) Budget Calendar, FY 1998 -99 and 1999 -2000 10) Contract with OnLine Staffing for Temporary Computer Support Services Councilmember Shaw commented that he believed the contract with HTE included support services, so he saw no need for another contract. Councilmembers Moran and Bogosian shared his concerns. City Manager Perlin explained that the services provided by OnLine Staffing would not be what is provided by HTE. Regular, daily maintenance and network systems administration will'be lacking when the Technology Coordinator goes on vacation. He noted that the current staff cannot do this yet but will be trained when enough qualified staff members are on board to do so. He also noted that the computer system cost less half than the oft quoted figure of $700,000. Councilmember Moran asked that the Council be provided with the correct amount as a "tag" in the budget. City Manager Perlin stated that the City would experience significant troubles without the proposed service. In reply to Councilmember Bogosian, he stated that the Technology City Council Minutes SHAW /JACOBS MOVED TO APPROVE ITEM 10. Passed 5 -0. C. CLAIMS AGAINST THE CITY None. 6. PUBLIC HEARINGS A. CDBG Allocations for 1998 -99 3 March 18, 1998 Coordinator will have input into the process of filling future staff vacancies. City Manager Perlin introduced Paula Reeve, who reviewed the staff report. She noted that this year the process had been streamlined, and most projects had been turned over to the County for administration. Only projects sponsored by or within Saratoga have been recommended for funding. City Manager Perlin commented that if these funds are used to renovate the caretaker's house at Hakone Gardens, future tenants will need to meet low /moderate income guidelines. The public hearing was opened at 8:40 p.m. Diane Marcus, 17593 Comanche Trail, Executive Director of Tri- Aegis, spoke in favor of their project. Bob Campbell, Director of Project Match, spoke in favor of their project. Olga MacFarlane, Executive Director of the Saratoga Area Senior Coordinating Council, spoke in favor of their project, listing several fundraising activities and other sources of funding that were being tapped. She stated that Saratoga residents appeared to be subsidizing Campbell residents using SASCC, so they were also seeking funding from the City of Campbell. The public hearing was closed at 8:50 p.m. MORAN /SHAW MOVED TO APPROVE THE STAFF RECOMMENDATIONS FOR FUNDING. Passed 5 -0. 4. A. Oral Communications (continued) and instructions to staff regarding actions on current oral communications Regarding Mr. Radding's concerns, City Manager Perlin reported that he was unaware of the drainage problem. There was consensus to direct staff to evaluate capacity problems and identify repair options. Staff was also directed to keep Mr. Radding informed of the drainage evaluation and provide him with a copy of the letter sent to the school board. Councilmember Moran expressed a wish to see the problem area and requested addresses. Concerning Mr. Schwartz's comments, Mayor Wolfe stated that the idea that he ever abridged people's free speech rights in any way was a misconception. Concerning Mr. Monia's comments, Mayor Wolfe stated that the $145,000 cost of the litigation indicates the magnitude of the problems brought by the litigants. The City did not file the lawsuit and did not cause the related legal fees. He stated that the suit was filed by Mr. Monia et al. Councilmember Bogosian felt that citizens have a right to find out why the City is spending so much money. He asked for a clarification as to whether Mr. Monia was actually a party to the lawsuit. The City Attorney replied that he did not know. Councilmember Shaw stated that the Council should play fair to allocate time equally to avoid the perception of favoritism. He also stated that we should all try to put the lawsuit behind us and try to correct the problems with the creek. City Council Minutes 7. OLD BUSINESS A. Fee Waiver Requests No action was taken on the fee waiver request. 4 March 18, 1998 Mr. Monia stated that he was not a party to the lawsuit, and he requested an apology from the Mayor for saying that he was. 1) Celtic Faire (continued from March 4) City Manager Perlin introduced Community Development Manager Walgren, who reviewed the staff report and answered Councilmembers' questions. Mayor Wolfe noted that non profit groups benefit the City in many ways; they should not have to pay fees. Patricia Catlin, representing St. Andrews Church, requested a reduction of the temporary use permit fee from $500 to $350. She said the fee had been raised since her group first inquired about the permit. Councilmember Jacobs favored asking the Planning Commission, staff, and City Attorney to review the fee policy and consider amending it for non profit organizations. Until the policy is amended, he favored applying the current policy. Councilmember Moran asked about the possibility of charging the fee that was in effect when an applicant first approached the City. City Manager Perlin advised against such a course, feeling it would be very difficult to administer such a policy. Susan Beckam, 2470 Battaglia Circle, San Jose, stated that the Celtic Faire was expected to bring in many people from out of town who would benefit Saratoga by spending money in Saratoga. There was consensus to proceed with the fee waiver study. Councilmember Jacobs pointed out that it would be necessary to consider not only the type of organization involved, but the type of activity that may require a permit for legal or other reasons. 2) San Jose Symphony Showcase /California Farmers Market Association Bonnie Radding, 14050 Chester Avenue, representing the San Jose Symphony Auxiliary, stated that she had not been told that she had to pay a fee. She noted that the Showcase would bring customers to Saratoga restaurants because the Showcase did not have a lunch facility. In answer to Councilmember Jacobs, she stated that the San Jose Symphony Auxiliary and the Symphony itself are both non profit. Mayor Wolfe said this might be a special case because the Showcase is not a burden on the City. Councilmembers Moran, Shaw and Jacobs felt that fees should be collected in order to cover costs until the fee policy is re- examined. Mr. Radding said that the Auxiliary had chosen the Saratoga site partly because it relied upon a letter from the City stating there would be no fees. There was consensus to continue the San Jose Symphony Showcase request to April 1 to determine what the City's letter actually stated. There was consensus to deny the California Farmers Market Association request and direct them to submit the applicable Temporary Use Permit fees. 8. NEW BUSINESS A. Resolutions in connection with Reauthorization of Landscaping and Lighting District LLA -1 for FY 98 -99 City Council Minutes City Manager Perlin reviewed the staff report. 1) Resolution describing improvements and directing preparation of Engineer's Report BOGOSIAN /MORAN MOVED TO ADOPT RESOLUTION 98 -05. Passed 5 -0. 2) Resolution appointing attorneys MORAN /BOGOSIAN MOVED TO ADOPT RESOLUTION 98 -05.1. 9. ROUTINE MATTERS A. Approval of Minutes 3/4 JACOBS /SHAW MOVED TO APPROVE MINUTES AS SUBMITTED. Passed 5 -0. 10. CITY COUNCIL ITEMS A. Agenda items for adjourned regular meeting March 24 Joint Meeting with Parks and Recreation Commission and Hakone Foundation -City Manager Evaluation There was consensus to add Park Development Fund Update, playfields, high school request for pool funds, and coverage for Hakone Foundation meetings to the agenda. B. Other Councilmember Bogosian stated that he would like to have a joint meeting with the Library Commission before April 23 in order to discuss Internet issues and use of existing library facilities. Councilmember Bogosian brought up a letter from Michael Berman, Saratoga Employees Association representative. City Manager Perlin stated that he would answer the letter; some questions in it may be moot after his upcoming meeting with the SEA Board. Councilmember Shaw brought up the possibility of having a Town Hall meeting on May 2 as tentatively scheduled. He suggested discussing leaf blowers at the meeting. Mayor Wolfe suggested inviting representatives of leafblower manufacturers to the meeting. Councilmember Moran suggested that the meeting take place from 10:00 a.m. to 12:00 noon, with a definite ending time. City Manager Perlin stated that the budget could also be discussed at the meeting. Mayor Wolfe commented that it was unfortunate that a heated discussion had taken place earlier on the Baykeepers lawsuit. He stated that he accepted Mr. Monia's position that he is not a member of the group that brought the lawsuit against the City, nor a member of that organization, but Mr. Monia is clearly their spokesman, as was demonstrated this evening and previously. He hoped the courts would clear up the issue as soon as possible. 11. CITY MANAGER'S REPORT 5 March 18, 1998 Good Government Group: have written their appreciation of placing the City Manager's Report on the agenda. Meeting: upcoming meeting with Assemblyman Jim Cunneen on Friday, March 20. City Manager Evaluation: scheduled for March 24; Perlin suggested that he prepare a self evaluation on which the Council could base its own evaluation. City Council Minutes Nextel Communications: will conduct a test of cellular antennas at Congress Springs Park tomorrow. Lighting in the Civic Theater: had meeting with a lighting engineer. He hopes to test some changes which will make the lighting less annoying. The complete renewal of the theater lighting should be completed in December. Cablecasting in the Adult Care Center: had meeting to finalize camera locations; TCI will do wiring. Cal -ID meeting: attended valuable and interesting meeting on behalf of County City Managers Association. Recruitments: proceeding according to schedule. Prides Crossing traffic calming proposals: have been distributed to the Council. There was consensus to direct the City Manager to set up a committee to screen the proposals, with Councilmember Shaw as the Council representative. Judi Sweet: notes summarizing retreat will be sent to Perlin on Friday. 12. ADJOURNMENT The meeting was adjourned at 10:20 p.m. to the next meeting at 8:00 a.m. on Friday, March 20, to meet with Assemblyman Cunneen in the Administration Conference Room, 13777 Fruitvale Avenue. (Clerk's note: Later changed to 7:30 a.m.) Respectfully submitted, Grace E. Cory Deputy City Clerk 6 March 18, 1998 MINUTES SARATOGA CITY COUNCIL qA(3) TIME: Friday, March 20, 1998 7:30 a.m. PLACE: Administrative Conference Room, 13777 Fruitvale Avenue TYPE: Adjourned Regular Meeting 1. Roll Call 7:30 a.m. Councilmembers Bogosian, Jacobs, Shaw, Moran, and Mayor Wolfe were present. Also present were City Manager Perlin, Interim Assistant City Manager Larson, Community Development Director Walgren, Recreation Director Pisani, Administrative Analyst Loft, and Deputy City Clerk Cory. Assemblyman Jim Cunneen was present with his Chief of Staff, Robert Hines. 2. Report of City Clerk on Postig of Agenda Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on March 19. The notice of adjournment from the March 18 Council meeting was properly posted on March 19. 3. Oral Communications from the Public on Non Agendized Items None. 4. Meeting with Assemblyman Jim Cunneen The City Council discussed the following matters with Assemblyman Cunneen: A. Tax Equity Allocation Relief for Saratoga and other no- low cities in Santa Clara County B. Local Government Fiscal Reform C. Vehicle License Fee Repeal D. Funding for Route 85 Noise Mitigation E. Internet Transaction Taxes No action was taken; however, the staff was directed to send Mr. Cunneen a copy of the letter written to the California /Nevada Code Administration opposing the proposed telephone area code split in Saratoga. 5. Adjournment The meeting was adjourned at 8:55 a.m. to 5:00 p.m. on Tuesday, March 24, in Administration Conference Room, 13777 Fruitvale Avenue. (Clerk's note: Later changed to 5:30 p.m.) Respectfully submitted, Grace E. Cory Deputy City Clerk TIME: PLACE: TYPE: 1. Roll Call 8:00 a.m. 5. Adjournment MINUTES SARATOGA CITY COUNCIL A Friday, March 27, 1998 8:00 a.m. Administrative Conference Room, 13777 Fruitvale Avenue Adjourned Regular Meeting Councilmembers Jacobs, Shaw, Moran, and Mayor Wolfe were present; Councilmember Bogosian was absent. Also present were City Manager Perlin, Interim Assistant City Manager Larson, Community Development Director Walgren, Recreation Director Pisani, Administrative Analyst Loft, and Deputy City Clerk Cory. State Senator Byron Sher was present along with Michael Potter of his San Jose office. 2. Report of City Clerk on Posting of Agenda Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on March 25. The notice of adjournment from the March 24 Council meeting was properly posted on March 25. 3. Oral Communications from the Public on Non Agendized Items None. 4. Meeting with State Senator Byron Sher The City Council discussed the following matters with Senator Sher: A. Tax Equity Allocation Relief for Saratoga and other no -low cities in Santa Clara County Senator Sher agreed to do what he could to facilitate a meeting with Senator Vasconcellos to discuss a more equitable arrangement for Saratoga. The City Manager will contact Mike Potter to arrange the meeting. Councilmember Moran expressed a willingness to be a part of the meeting. B. Local Government Fiscal Reform C. Vehicle License Fee Repeal D. Funding for Route 85 Noise Mitigation Concerning accelerated repaving of Route 85, Senator Sher expressed interest in the recycling of old tires for use in the paving. E. Adult Entertainment Business Regulations In addition, Councilmember Jacobs brought up bills concerning the wearing of helmets by motorcyclists and the repeal of the ban on smoking in bars. Senator Sher stated that he had voted for the law requiring helmets; he did not feel the repeal of the smoking ban would go forward. Councilmember Jacobs then brought up the proposed split in area codes. Senator Sher stated that a possible course of action might be for the legislature to pass a resolution directed to Pacific Bell and the Public Utilities Commission urging them not to adopt changes which would divide cities under a given size. Mayor Wolfe brought up SB2214, the consumer's bill of legal rights, which may discourage filing of frivolous lawsuits. Senator Sher said he would look into it. City Council Agenda The meeting was adjourned at 9:30 a.m. Respectfully submitted, Grace E. Cory Deputy City Clerk 2 March 27, 1998