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01-21-1987 City Council Agenda packet
/EXECUTIVE SUMMARY NO. JAM MEETING DATE: January 21, 1987 ORIGINATING DEPT: City Manager SUBJECT: Recommended Motion: Continue Public Hearing to February 4, 1987, for additional public testimony and final determination of allocation of 1987/88 HCDA funds. Report Summary: The City of Saratoga will receive approximately $135,000 for direct allocation for HCDA eligible activity for 1987/88. Availability of Block Grant funds has been publicized and proposals solicited from the community, previous recipients and City staff. The Council will hold two public hearings which will include an explanation of eligible and ineligible activities and evaluation of proposals. Following determination of the allocation of 87/88 funds by Council, proposals will be submitted to the County for final approval. Thirteen proposals totaling $214,300 are attached for Council review. Fiscal Impacts: The City will receive an HCDA allocation of $135,000 for project costs for 1987/88. A small additional amount may become available to reimburse the City for administrative costs associated with the coordination of the program. Attachments: 1. Report to Council from Administrative Assistant 2. Project Proposals Motion and Vote: Staff recommendation 5 -0. SARATOGA CITY COUNCIL Housing and Community Development Act and Community Development Block Grant Project Proposals AGENDA ITEM Rg tO CITY MGR. APPROVAL B oC Low REPORT TO MAYOR AND CITY COUNCIL DATE: 1/16/87 COUNCIL MEETING: 1/21/87 SUBJECT: Housing and Community Development Act and Community Development Block Grant Project Proposals RECOMMENDED MOTION: Continue Public Hearing to February 4, 1987, for additioTiT testimony and final determination of allocation of 1987/88 HCDA funds. BACKGROUND: The City of Saratoga, six other "nonentitlement" cities (population under 50,000) within Santa Clara County, and the County itself receive federal Housing and Community Development Act (HCDA) Community Development Block Grant (CDBG) funds, which are administered by the Department of Housing and Urban Development (HUD), for eligible projects and activities. By regulation, nonentitlement cities receive funds by virtue of a Cooperation Agreement with the Urban County of Santa Clara (the locally responsible grant recipient). The total annual HCDA allocation to the County is approximately $2.7 million for 1987- 88. Of the $2.7 million, $1.1 million will go to the competitive pool where funds are prioritized for projects /activities that contribute to increasing the supply of affordable housing in the County. Each of the seven nonentitlement cities and the County will receive approximately $135,000 for direct allocation for any HCDA eligible activity. The remainder (approximately $520,000) will be used for administrative costs. A maximum of 15% of the total grant of $2.7 million ($405,000) may be used for public service activities. The primary objective of the HCDA is the "development of viable urban communities, including decent housing and a suitable living environment and expanding economic opportunity principally for persons of low and moderate income." The overall objective of the Act can be achieved through a program where the projected use of funds has been developed to give maximum feasible priority to activities which will carry out one of the three broad national objectives of: HCDA and CDBG Project Proposals Page 2 1. Benefit low and moderate income families (i.e., family of 4, $27,500 annual income). 2. Aid the prevention or elimination of slums or blight. 3. Create activities designed to meet other needs having a particular urgency because existing conditions pose a serious and immediate threat to the health or welfare of the community and other financial resources are not available. Most previously funded City of Saratoga HCDA activity has been directed to benefit those of low or moderate income. ANALYSIS: The 87/88 allocation of $135,000 is intended to be used for project costs. Additional funds may or may not become available to reimburse City administrative costs for the year. Project proposals received by the January 12 deadline are attached. The name of the agency or organization submitting the proposal is listed in the following summary, along with the amount of 86/87 funding, if any. Not included in the summary of proposals is the City's on -going housing rehabilitation program SHARP which provides low interest loans to qualifying individuals in the City. There is currently an unobligated balance of $211,000 designated for housing rehabilitation. These funds can be saved until needed for SHARP, or reprogrammed for another eligible use. Additional funds from the 87/88 allocation may also be added to the existing balance. The Council may wish to consider adding funds to this program for future acquisition /development of senior housing. Proposals are listed by eligible categories of the HCDA program. However, in addition to being in one of these eligible categories, proposals must also meet the criterion of primarily benefiting people of low to moderate income. Because of this restriction, two proposals are considered to be ineligible. Others, such as the proposed access bridge at Wildwood Park and group picnic area at El Quito and the Community Gardens request, are of questionable eligiblity, and this determination will have to be made if Council wishes to consider the projects for CDBG funding. A maximum of 15% of the total grant may be used for public service activities and the nonentitlement cities are directed to stay within this guidline (15% of Saratoga's available funds is $20,250). In the past Saratoga has allocated a greater proportion of its grant money for public services (33% in 86/87). This should not become a problem as long as the total grant does not exceed the maximum, in which case funds would have to be reprogrammed. HCDA and CDBG Project Proposals Page 3 Proposals Estimated Cost ARCHITECTURAL BARRIER REMOVAL 1. Installation of handrailings and additional flood light for wheelchair ramp at Library Proposed by: Library Commission 2. Construction of wheel chair ramp on north side of Historical Museum Proposed by: Historical Foundation 3. Restroom accessibility modifications at Community Center Proposed by: City staff PUBLIC SERVICE 1. Saratoga Senior Coordinating Council Operating Funds (86/87 funding $30,055) 2. Saratoga Senior Coordinating Council Day Care Start -up Costs 3. Live Oak Adult Day Services (86/87 funding $3,000) 4. Transit Assist (86/87 funding $4,000) 5. Enterprise of Santa Clara County HOUSING REHABILITATION 1. Social Advocates for Youth rehabilitation of residential care home located in Saratoga 2,000 5,000 10,000 4. Automatic doors for Senior Center 6,000 entrance Proposed by: City staff 5. Bridge across creek at Wildwood Park 40,000 Proposed by: Parks Recreation Commission 36,000 10,000 6,500 15,000 10,000 45,000 $63,000 77,500 45,000 HCDA and CDBG Project Proposals Page 4 IMPROVEMENT TO PUBLIC FACILITIES 1. Group picnic area in El Quito Park to be used primarily by senior citizens Proposed by: Parks Recreation Commission 2. Installation of assisted listening system in Civic Theatre and /or Community Center and Senior Center. Estimates range from $700 to $7000 depending on the type of system and number of locations Proposed by: Deaf Counseling, Advocacy, and Referral Agency; Self Help for Hard of Hearing; West Valley Light Opera Co.; Quota Club. This request has come independently from the drama groups using the theatre and the advocacy groups for the hearing impaired. Quota Club is offering to donate receivers HISTORICAL PRESERVATION 1. Re- roofing of Historical Museum (Ineligible) Proposed by: Historical Foundation SPECIAL ACTIVITIES 1. Saratoga Community Gardens provision of housing for low paid staff and apprentices of the Garden, possibly using Warner Hutton House on City property Proposed by: Saratoga Community Gardens TOTAL ALL PROPOSALS CONCLUSION: A second and final public hearing is scheduled for February 4, 1987. At that time Council will be asked to review the project proposals and make allocation recommendations which will be submitted to the County for their approval. o yn K g Administrative Assistant jm 12,000 (Ineligible) 16,800 12,000 16,800 $214,300 City of Saratoga Community Development Block Grant Program ADDRESS 13777 I .t'r•uitvale Avenue Saratoga, CA 95070 Thirteenth Program Year FY 1987 -1988 PROJECT PROPOSAL COVER PAGE APPLICANT ORGANIZATION NAME Saratoga Library Commission JAN 1 2 1987 NAME /TITLE OF PROPONENT Marilyn Commission Chairman SIGNATURE P/1 OJ�.t I,J (4./yLA TELEPHONE NUMBER (408) 257 -7828 or (408)295- 8000,x35 between 8:30 -1:30 M -F PROJECT NAME Saratoga Community Library Safe Access Project DOLLAR AMOUNT OF CDBG FUNDS REQUESTED 4 2000 PROJECT ABSTRACT (Limit statement to space provided.) To insure the safety of patrons using the wheelchair ramp and climbing the front steps of the library building, we recommend installation of handrails on the steps and along the ramp and installation of a floodlight at the corner of the building front above the wheelchair ramp (see attached drawing for suggested placement). encl.: 2 photosAf front of library building drawing `I 9' Dirrensions not drawr, +o scc e. Saratoga Community Library 13650 Saratoga Avenue Saratoga, CA 95070 408 -867 -4311 December 23, 1986 City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 Attn: Carolyn King Dear Carolyn, DEC 30 1986 The Saratoga Historical Foundation Saratoga Historical Museum Post Office Box 172, Saratoga, California 95070 As a member of the Board of Trustees for the Saratoga Historical Foundation I have been requested to write in response to the re- cent announcement in the Saratoga News regarding HCDA funding available for historic properties and removal of architectural barriers to the handicapped. As we have discussed the Board has requested the replacement of the roofing at the rear of the Museum. This work is to be comp- leted shortly and it is our opinion that the City should be re- imbursed for this work. The main roof is also in need of replace- ment, and could be paid for with this funding. The roofing would fall under the catagory of preservation of historical properties. The museum has neeitd:to have a ramp for the handicapped for access for many years. It is the Board's opinion that this ramp could be constructed at the north side against the building and use the side door as the entrance. Again, this item would fall under the catagory of removal of architectrual barriers to the handicapped. From the notice I see that the Project Proposal forms are avail- able and that all forms must be completed by January 12, 1987. If the Board should be the responsible agency to submit this form please call me after the holidays, or possibly you could fill out a form with this letter attached. Please let me know your require- ments. Thank you. Si rely, Warren B. Heid, Member Board of Trustees Saratoga Historical Foundation APPLICANT ORGANIZATION ADDRESS P. 0; Box 172 Saratoga 95070 NAME /TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER City of Saratoga Community Development Block Grant Program Thirteenth Program Year FY 1987 -1988 PROJECT PROPOSAL COVER PAGE NAME Saratoga Historical Foundation Warren B. Heid, Member Board of. Trustees 867 -4311 PROJECT NAME Historical Museum Access DOLLAR AMOUNT OF CDBG FUNDS REQUESTED 5,000 PROJECT ABSTRACT (Limit statement to space provided.) Construct ramp at north side of Historical Museum for handicapped access, utilizing side door as entrance. APPLICANT ORGANIZATION NAME City Staff ADDRESS NAME/TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER City of Saratoga Community Development Block Grant Program PROJECT PROPOSAL COVER PAGE PROJECT NAME Community Center Senior Center Accessibility DOLLAR AMOUNT OF CDBG FUNDS REQUESTED 16,000 PROJECT ABSTRACT (Limit statement to space provided.) Modifications to Community Center restrooms $10,000 Thirteenth Program Year FY 1987 -1988 Installation of automatic electronic door at entrance to Senior Center 6,000 APPLICANT ORGANIZATION NAME ADDRESS NAME/TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER PROJECT NAME City of Saratoga Community Development Block Grant Program Thirteenth Program Year FY 1987 -1988 PROJECT PROPOSAL COVER PAGE Parks Recreation Commission Access Bridge at Wildwood Park DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $40,000 4 PROJECT ABSTRACT (Limit statement to space provided.) 60 to 80' x 4' wide footbridge across the creek to provide handicapped access from parking lot to Wildwood Park. Saratoga Area SENIOR COORDINATING COUNCIL P. 0. Box3033 Saratoga, California 95070 January 12, 1987 MEMORANDUM TO: Ms. Carolyn King, Administrative Assistant City of Saratoga FROM: Paul Bowlin, Finance Chairperson Saratoga Area Senior Coordinating Council RE: Community Development Block Grant Proposal (FY 1987 -88 Attached are two separate applications for CDBG funds for the next fiscal year for program and operating funds for the Saratoga Area Senior Coordinating Council. Application I requests a modest increase over the prior year's grant to keep pace with the growth in participation and activities at the Senior Center, and hourly increases for retained staff for a total of $36,000. (Total budget $60,780.) Application II is submitted to request 25% of the budget for the Day Care Center, whose opening sr planned edd rom d -BG summer. These $10,000 in start -up funds will be supplemented by support from foundations, fees, and fund raising efforts for a total budget of $40,000. Saratoga Senior Center maintains an increasingly vital and well- rounded multi- service center in the community. Program details and justifications will be found in the accompanying narratives. The Saratoga Senior Center is recognized as provid- ing programs and services of high quality to the area's older adults. It is the wish of the Saratoga Area Senior Coordinating Council's Board of Directors to retain this level of accomplish- ment, and to carefully plan, research, and develop new programs and activities to fill these needs. Waiting listt nby day care centers, and the growing frail elderly population demand this new service now. Again, as SASCC expands its programs, please note the Board's commitment to increase its own fund raising efforts, so that forty percent (40 of the operating budget for the pro- grams of the Senior Center will be generated through membership dues, donations, fund raisers, and program fees. Seventy-five the care grants. c ipated from APPLICANT ORGANIZATION NAME Saratoga Area Senior Coordinating Council ADDRESS P. 0. Box 9033 Saratoga, CA 95070 NAME /TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER City of Saratoga Community Development Block Grant Program Thirteenth Program Year FY 1987 -1988 PROJECT PROPOSAL COVER PAGE Peggy Corr, President (408) 867 -3438, Ext. 57 PROJECT NAME SaratogaSenio=Centerr Program DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $36,000, plus any unexpended balance of FY 1986 -87 PROJECT ABSTRACT (Limit statement to space provided.) Continued support of program for multi- service Senior Center fifth year of operations, with membership tripled since organiza- tion, and participation averaging.1500 /month. Project proposal assumes total budget of .$60,780 with 40% of'operating evenue raised by SASCC. Increased variety of services and programs to meet community needs, without duplication of activities. SARATOGA AREA SENIOR COORDINATING COUNCIL P. 0. Box 3033 Saratoga, California 95070 PROPOSAL NARRATIVE A. Description of Applicant Agency 1. The Saratoga Area Senior Coordinating Council is a nonprofit incorporated organization designated by the City of Saratoga as the group responsible for operating the Saratoga Senior Center and monitoring and developing services and programs to meet the needs of the area's older adults. It is operated by a Board of Directors, who retain a full time Coordinator of Service Programs and part -time assistant. A corps of multi- service volunteers contribute over 14,000 hours annually to the operation of the Center. The Saratoga Senior Center serves the Saratoga area, including residents of the contiguous areas of Los Gatos, Monte Sereno, Campbell, Cupertino, Santa Clara and San Jose, and unincorporated sections of Santa Clara County. 2. The Saratoga Senior Center is the meeting place of the local AARP Chapter #760, the Westgate Seniors, and the Sunset Club, most of whose members are not mem- bers of the SASCC The Center offers one half day weekly Health Insurance counsel- ing and assistance, one day weekly Case Management Service provided through the Council on Aging (inadequate) one half day monthly of Senior Adult Legal Assistance, and Project Match, and Tax Assistance and Renter's Assistance at appropriate times in the year. Flu Shot Programs and Health Screenings are conducted annually. Informa- tion and Referral Services are provided daily by retained staff and trained volunteers. Counseling is provided by the Coordinator, who is a professional, when no other resource is accessible. Employment and Financial counseling is also available, as needed. A Widowed Support group has grown into a network of over 100 women, and men, and weekly meetings attract 25 persons for counseling, support, and fellowship. This group is led by the Coordinator and two professional volunteers. A second, smaller group of recently bereaved persons has been meeting biweekly. These are the only such daytime groups in the West Valley. Recreational, cultural, and educational programs are offered weekly, fitness classes are conducted three times weekly, and a weekly luncheon program is offered, followed by a planned program. Drop -in cards, games, and recreation are available at any time. The SASCC has a "no fee" policy on request, when persons cannot meet the generally small program charges. Membership is not a requirement to participate. These services have developed as a result of expressed and documented need. The request for additional increased funds is made_ to upgrade the level of service now provided for an expanding membership, to increase case management services by one half day weekly, and to increase the outreach and advocacy effort in the community, 1/8/87 as only a small percent of Saratoga's older adults are aware of the services offered by the Senior Center, or make use of them. Even so, the Center has assumed increasing recognition as a community service and information focal point. It is the only full service center in Saratoga. B. Project Purpose and Objective 1. See A 2 above. The Saratoga Senior Center is committed to meet these specific needs. a. Access to community -wide services. b. Provide services described above. c. Provide health maintenance and wellness programs. d. Assist in emergency health and housing services. e. Offer a resource for respite care and home help. f. Provide friendly visitors and urgent transportation when needed and unavailable elsewhere. g. Advocate to the City and County on behalf of identified needs of older adults housing, transportation, community services, etc. h. Provide a center for volunteer action and satisfaction in service. i. Provide a locale for socialization and well- being. 2. The project objectives are to fulfill those needs stated above. The target population is the low to moderate income population which is repre- sented by 67% of the 1500 monthly participants of the Center. It is projected that 23% of the population of Saratoga falls into the low to moderate income definition. 3. The desired outcomes are to involve an average of 1650 participants monthly in the activities of the Senior Center, to provide fitness and health maintenance pro- grams for 50 participants weekly, to provide low cost meals with socialization and educational involvement for 100 persons weekly, to maintain a register of home helps and services, and to continue advocacy for a continuing care retirement facility, assist in developing some additional transportation services, and to encourage 125 volunteers to assist in delivering the Center's multi-services. 4. The objectives will be met under the direction of the Board of Directors, through management, committee projects, recruitment and training of a variety of vol- unteers, close cooperation with the City of Saratoga, specifically through the Council's liaison and with assistance of a Title V work experience assignee to be recruited. Some contract services will be necessary for instruction and leadership. The Board, Coordinator of Services and a newly appointed evaluation committee will monitor progress. 5. The use of skilled volunteers has been deemed the most cost effective method of providing services to attain the stated objectives (as opposed to additional retainees 1/8/87 2 or contractees, whenever their skills were available. It is expected some consultant help in fund raising will be needed in this project year. C Project Beneficiaries Based on the latest available figures of the 1980 Census (California Depart- ment of Aging Stats for PSA Area Agency) 1. The total population residing in the service area is 29,261. 2. The total number of low to moderate income residents is 6600. 3. The total percent of low to moderate income residents compared to the total number of residents in the service area is 23 4. The number of elderly persons within the service area is 4015. 5. The number of handicapped persons within the service area is 675. 6. Data Sources: Also Saratoga Senior Citizen Housing Needs Analysis, 1975. Saratoga Social Needs Assessment, Community Forum, Public Hearings of 1983, '84, '85 and '86, Council on Aging, Santa Clara County, Transit Assist Survey of SASCC membership 1985. D. Project Management 1. 2. The project will be administered by the Board of Directors through the direction of the retained Coordinator of Service Programs and Board committees. The Coordinator of Service Programs is a professional human services manager who is aided by an office assistant. (See job descriptions attached.) 3. The tasks to be undertaken are related to the Management of the Senior Center's operations and the objectives for service delivery stated previously. The project tasks are ongoing, and will continue from July 1987 to June 1988. The Work Plan is also continuous, with time schedule of Monday through Friday operations from 9 to 5 daily. These are detailed on the calendar issued with the monthly newsletter and publicized in the local press. 4. The Board of Directors meets monthly and approves new programs and activi- ties, and assesses the effectiveness of operations. Committees meet regularly with the Coordinator to progress toward their objectives. The aforementioned Evaluation Com- mittee will study the effectiveness of the Center's programs. A monthly report from the Coordinator to the Board summarizes activity and achievements. Quarterly budget summaries are submitted to the City of Saratoga accounting for project fund use. 1/8/87 3 LINE. ITEM 1987 JUL AUG SEP OCT NOV DEC 1988 JAN I FEB MAR APR MAY JUN TOTAL 'SALARIES 2875 2875 2875 2875 2875 2875 2875 2875 2875 2875 2875 2875 3 Personnel B e n eflts 8 83.33 83.3 83.3. 83.33 83.33 83.33 83.3 83.33' 83.3 83.3; 83.3 1,000 I OFFICE EXPENSE Rent N/A Tel ephone N/A Pos tage 20 .25 23 23 23 23 23 23 23 23 23 23 27 5 Printing 575 575 575 575 575 625 575 575 575 575 625 575 7,000 Supplies 41.7' 41.75 41.7 41.7• 41.75 41.75 41.75 41.7' 41.7 41.75 41.7• 40.7' 500 Travel 500 500 Uti lities N/A Equipment 62.5. 62.50 62.50 62.51 62.5c 62.5 62.5 62.5. 52.50 62. 62.f.) 62.5% 750 Cost of membership drive 3 350 350 1 Dues and Subscriptions Program costs 850 850 1100 1155 850 850 850 850 850 850 850 850 10,755 OTHER EXPENSES Accounting Services N/A Contract Services 83.3 83.33 83.33 83.3 83.3 83.33 83.33 83.3 83.33 83. 83.33 83.37 1,000 Insurance .2000.00 2,000 Conferences MIscel laneous 125 125 125 125 125 125 125 125 125 125 125 125 1,500 TOTAL 1 4715.91 4720.91 1 4968.91 5023.91 5018.91 5118.91 5068.91 1 4718.91 6718.91 4718.9_ 4768.91 5217.99 60 60, Agency Name Saratoga Area Senior Coordinating Council Project Saratoga Senior Center HCD MONTHLY PROJECT BUDGET 13 I PROGRAM YEAR 1987 -88 DATE 1 -9 -87 LINE. ITEM 1987 JUL 1 AUG SEP OCT NOV DEC 1988 JAN ;c8 MAR APR MAY JUN TOTAL SALARIES 2875 2875 2875 2875 2875 2875 2875 2875 2875 2875 2875 2875 34,500 Personnel Benefits 83.33 83.33 83.3 83.33 83.33 83.33 83.33 83.33 83.33 83.3 83.33 83.37 1,000 OFFICE EXPENSE Rent N/A Telephone N/A Postage 20 25 23 23 23 23 23 23 23 23 23 �3 275 Printing 575 575 575 575 575 625 575 575 575 575 625 575 7,000 Supplies 41.75 41.75 41.75 41.7' 41.75 41.75 41.75 41.75 41.7 41. 5 41.75 40.75 500 Travel 500 500 Utilities N/A Equipment 62.5C 62.50 62.5) 62. 62.5C 62.5C 62. 0 62.) 62.50 Cost of membership drive 3 62 2 •5C 300 350 3 62.5 1, 750 Dues and Subscriptions Program costs 850 850 1100 1155 850 850 850 850 850 850 850 850 10,755 OTHER EXPENSES Accounting Services N/A Contract Services 83.3 83.33 83.33 83.3 83.3: 83.33 83.33 83.33 83.33 83. 3 83.33 83.37 1,000 Insurance .2000.00 2,000 Conferences Miscellaneous 125 125 125 125 125 125 125 125 125 125 125 125 1,500 TOTAL 4715.91 4720.91 4968.91 5023.91 5018.91 5118.91 5068.91 4718.91 6718.91 4718.9 4768.91 5217.99 60,780 Agency Name Saratoga Area Senior Coordinating Council Project Saratoga Senior Center IICD MONTHLY PROJECT BUDGET TAIRIEENIH PROGRAM YEAR 1987 -88 DATE 1-9-87 PROJECT: PROPOSED IMPLEMENTATION ACTIVITY TIME SCHEDULE List in detail the major activities to be undertaken to implement the project and the scheduled time they will begin and completed. Once approved, projects will be closely monitored during implementation according to this time schedule: ORGANIZATION: 'Saratoga Senior Center Saratoga Area Senior Coordinating Council Title of Activities 7/31 Weekly luncheons 1 Case management Health counseling Fitness classes On -going Volunteer recruitme Activities Outreach Fund raising Tax assistance Renters assistance X Flu shots Health screening Super sale Art show 8/31 X 9/30 10/31 M o n t h s E n d i n g 11/31 12/31 1/31 2/28 X 3/31. X 4/30 X 5/31 Schedule Prepared by: Coordinator of Service Programs Activities Program Year 1987 -88 Date Prepared 1 87 s c. Olga MacFarla 6/30 City of Saratoga Community Development Block Grant Program APPLICANT ORGANIZATION NAME ADDRESS Saratoga, CA 95070 PROJECT NAME P. 0. Box 3033 NAME/TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER Thirteenth Program Year FY 1987 -1988 PROJECT PROPOSAL COVER PAGE Saratoga Area Senior Coordinating Council Peggy Corr, President a,1 (408) "867 -3438, Ext. 57 Day Care• for_Eider1y Saratoga DOLLAR AMOUNT OF CDBG FUNDS REQUESTED 10,000.00 PROJECT ABSTRACT (Limit statement to space provided.) Twenty -five percent start -up funds to be supplemented by fees, fund- raising efforts, and grants from foundations (Total Budget for 1987 -88'Y to be $40,000). With present building expansion, anticipate day care operation two days weekly in first year. Expenses- ne-e-ded-.for.s.uper- visor, program assistant, kitchen.help, equipment, supplies, and adds tional insurance. Area day care facilities have waiting lists and demonstrated need exists for this expansion to serve Saratoga area. About 100 persons have been identified as able to use this service. Saratoga Area SENIOR COORDINATING COUNCIL P. 0. Box t`tS' Saratoga, California 95070 Jc S.i PROPOSAL NARRATIVE SARATOGA DAY CARE CENTER A. Description of Applicant Agency 1. See the application for general program support funding. The new day care wing, which should be completed by early summer, will accommodate up to 20 frail elderly persons at any one time, will be adjacent to a new industrial kitchen, and will have space for privacy and rest periods for those persons who cannot partici- pate in the regularly scheduled program. The supervisor of the day care center will have office space adjacent to the activities. Appropriate equipment will be provided. 2. See the application for general program support. About 100 persons in the Saratoga area have been identified as potential users of a day care facility without any publicity or formal survey. The existing area day care centers in Cupertino and Los Gatos have waiting lists. They presently serve six to eight persons from the Saratoga area weekly. Inadequate transportation and assistance is a barrier for some Saratoga residents to reach these facilities should they have capacity. B. Project Purpose and Objective 1 -5. The Day Care Center is specifically designed to reach the frail elderly population of the Saratoga area, persons generally 75 years and over (the fastest growing segment of the older popu- lation) as the present resources are insufficient to serve them. The target population is on fixed, low to moderate income, and either lives alone or with family members, some of whom are employed. The initial year of operation of the Day Care Center will serve up to 10 20 persons (slots) two days weekly for a minimum of 4 hours. A hot nutritious meal will be provided at noon. Activities both recreational, social, educational, and fitness oriented will com- prise the program, since the objectives of a Day Care Center are to provide respite for family caretakers, socialization, and mental stimulation through carefully guided activities for each participant. The first year's objective is to provide these services to about 50 persons, half of those already identified as able to use such a program. Over the next several years, expansion of services to 3, 4, and 5 days weekly is projected. Day care services are a most desirable alternative to more costly institutional care, if this should be the only alternative Proposal Narrative page 2 for the family /individual. In so far as practical, persons handi- capped by Alzheimer's disease will be referred to the center estab- lished in San Jose, where staff skilled in dealing with this problem are available -at least in the early years of the Day Care Center's operation. C. Project Beneficiaries 1 -6. See the summary from the 1980 Census and other sources on demographics on page 3 of the narrative requesting general program support. Note that the aging population then numbered 4015 and the number of handicapped persons numbered 675. As the end of the decade approaches, both these figures have increased, and the 100 identified individuals ready to use a Day Care Center will be multiplied many fold as availability of such a service becomes known. D. Project Management 1 -4. The project will be administered by the Saratoga Area Senior Coordinating Council's Board of Directors through the direc- tion of the retained full -time Coordinator of Service Programs, and a Day Care Supervisor, each three fourths time. Trained volunteers will assist in the operations of the Center in its early years, with some contractual services for classes, programs, and meal serv- ice, as necessary. A Day Care Committee currently exists, and meets regularly for planning, development, and organization. It is ex- pected that a Day Care Advisory Council composed of key local persons will monitor the progress and development of the Center. Case management services will assist in monitoring the use of the Center participants. A Screening Committee and Evaluation Committee will be established for these specific functions. Continuing efforts will be made to seek new funding sources. A portion of the administrative overhead for general supplies and office maintenance is reflected in Application I (General Program Support). LINE. ITEM 1987 JUL AUG SEP OCT NOV DEC 1988 JAN rcB MAR APR HAY JUN 70TA SALARIES 2416.75 2416.75 2416.75 2416.75 2416.75 2416.75 2416.75 2416.' 5 2416.75 2416.75 243 29,00C 9 Personnel Benefits OFFICE EXPENSE Rent N/A Telephone N/A Postage -a Printing Supplies 250.0) 250.00 250.00 250.00 250.00 250.00 250.00 250.00 250.00 250.00 250.00 250.00 3,000 Travel Utilities N/A Equipment 2000.00 2000.00 200.00 200.00 250.00 150.00 200.00 200.00 200.00 200.00 200.00 200.00 6,000 Dues and Subscriptions OTHER EXPENSES Accounting Services Contract Services Insurance 2000.00 2000 Conferences Miscellaneous TOTAL MIIIMIMIIMIIIMEMI 4 Agency Name Saratoga Area Senior Coordinating Council Project Day Care Center HCD MONTHLY PROJECT BUDGET WIRMSNTEI PROGRAM YEAR 1987 -88 DATE 1 -9 -87 LINE. ITEM I. 1987. JUL AUG I SEP OCT NOV DEC 1988 JAN icB MAR APR MAY JUN TOTA SALARIES 2416.75 2 2 2 21116.75 2 2 2 2416.75 2 2416.75 2416.75 29,00( Personnel Benefits OFFICE EXPENSE Rent N/A Telephone N/A Postage Printing Supplles 250.0) 250.00 250.00 250.00 250.00 250.00 250.00 250.00 250.00 250.00 250.00 250.00 3,00: Travel Utilities N/A Equipment 2000.00 2000.00 200.00 200.00 250.00 150.00 200.00 200.00 200.00 200.00 200.00 200.00 6,00C Dues and Subscriptions OTHER EXPENSES Accounting Services Contract Services Insurance 2000.00 2000 Conferences Miscellaneous TOTAL IR.T�.TiL�`3;TT"tgi�il:TT.�i :�r�7 .t. 40000- Agency Name Saratoga Area Senior Coordinating Council Project Day Care Center HCD MONTHLY PROJECT BUDGET 1:5iIIL Nm PRC7GRAM 11D R 1987 -88 DATE 1 -9 -87 1 PROPOSED IMPLEMENTATION ACTIVITY TIME SCHEDULE List in detail the major activities to be undertaken to implement the project and the scheduled time they will begin and.be completed. Once approved, projects will be closely monitored during implementation according to this time schedule: PROJECT: Day Care Center ORGANIZATION: Saratoga Area Senior Coordinating Council Title of Activities Planning organiza- tion Licensing Recruitment of staff volunteer: Program development Opening of Center Screening of clients Management of operations Data gathering Preliminary evaluation 7/31 8/31 X 9/30 X X X X 10/31 X X M o n t h s E n d i n g 11/31 1 12/31 X X X• X 1/31 2/28 3/31 4/30 5/31 Schedule Prepared by: Coordinator of Service Programs Activities Program Year 1987 -88 Date Prepared 1_9_87 01 a- S. MacFarlane 6/30 ADDRESS 19 High School Court NAME /TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER PROJECT NAME City of Saratoga Community Development Block Grant Program Thirteenth Program Year FY 1987 1988 PROJECT PROPOSAL COVER PAGE APPLICANT ORGANIZATION LIVE OAK ADULT DAY SERVICES NAME Los Gatos, California 95030 Leta Friedlander, Executive Director (408)354 -4782 LIVE OAK ADULT DAY SERVICES DOLLAR AMOUNT OF CDBG FUNDS REQUESTED 6,500 JAN 2 1987 PROJECT ABSTRACT (Limit statement to space provided.) LIVE OAK ADULT DAY SERVICES provides a specialized recreation program designed for frail elderly residents of the Saratoga /Los Gatos area, and adjacent communities. The targeted clientele is unable, due to the various disabilities of advanced age, to live independently, and are, therefore, excluded from participation in other programs for seniors. This agency provides the opportunity for involvement in an enriching, and stimulating program for the frail participant, and respite for his /her caregiver. 4 PROPOSAL FOR FUNDING CITY OF SARATOGA January, 1987 AGENCY DESCRIPTION LIVE OAK ADULT DAY SERVICES is a non profit, human services agency which provides a social day care program for frail elderly clients who, due to their disabilities, i.e. Parkinson's Disease, Alzheimer's Disease, Stroke,etc., are unable to live independently, nor able to participate in other community, programs for seniors. Located at 19 High School Court, Los Gatos, California, in the First United Methodist Church, this program operates five days a week from 9:30 a.m. to 3:30 p.m., in rooms modified to accomodate the very specialized clientele and their program. (handicap access, wheel chair space, handicap rest rooms) Programming includes adpative physical exercise, reality orienting discussions, music therapy, craft lessons, painting lessons, slide presentations, games, holiday celebrations, music performances, sing -a -long sessions, travel presen- tations, etc. A hot lunch is served each program day, snacks and beverages are available throughout the day. Classes for our clients are provided through West Valley College. Health Screening is done by nurses from The Health Place in Los Gatos, and student nurses from San Jose State University use this program as an intern site. In addition to the recreational and socialization opportunities provided for the participants, this program allows an equal number of hours of respite to their caregivers. An on -going support group meets three times monthly for caregivers, led by a therapist from Santa Clara University. Consultation and referrals to other community services is provided to all participating families by the staff on an on -going basis. STAFF ORGANIZATIONAL STRUCTURE Two Executive Directors share the responsibility of managing this program. The PROGRAM DIRECTOR plans and coordinates activities appropriate for frail elderly clients, hires program staff, does in -take home visits and evaluations of prospective clients, maintains on -going progress records, coordinates transportation, supervises program volunteers. The ADMINISTRATIVE DIRECTOR is responsible for funding, budget management, public relations, all aspects of administration. Both directors interact with a fifteen member Board of Directors, to carry out the goals of the agency and provide a valuable program to the community which enhances the quality of life of those who participate. Organizational Chart enclosed Exhibit A Also on staff are six PROGRAM SPECIALISTS who work part time schedules keeping our client to staff ratio at one to seven. A three quarter time SECRETARY does light bookkeeping and reception duties, as well as secretarial tasks, and a high school student works several hours a week as custodian. VOLUNTEERS donate a minimum of twenty -four hours weekly both in professional /advisory capacities (i.e. accounting) and direct client interaction (i.e. serving meals, music presentations, one -on -one conversation, assistance with crafts, etc.) PROPOSAL FOR FUNDING CITY OF SARATOGA January, 1987 PROJECT PURPOSE AND OBJECTIVE The concept of adult day care is now widely recognized as a logical component in the continuum of human services needed in each community. As the population ages, an ever increasing number of families are caring for elderly parents, and often handicapped spouses, in the home setting. Adult day care provides pro- gramming for the frail senior that is both stimulating and health promoting. Socialization opportunities exist within the day care program that would otherwise be denied the frail person. Additionally, these programs allow caregivers the much needed respite from the stress filled task of caring for their aged loved one. They are thus allowed the opportunity to recapture their energies and able to continue. The social ramifications implicit in these programs are far reaching. More families remain in tact. Fewer elderly are placed in nursing and convalescent care facilities. Medical costs are reduced. The entire economy benefits, along with the individual and communities involved. LIVE OAK ADULT DAY SERVICES' goal is to provide a quality and life enriching program for the frail elderly, and to continue to be available to families within the Saratoga /Los Gatos area, as well as the greater geopgraphic area. One of only three adult social day care programs in the County, LIVE OAK ADULT DAY SERVICES enrolls clients from San Jose, Campbell, Santa Clara, and the immediate Saratoga /Los Gatos community. Priority for enrollment is extended to the residents of those communities which support the agency. PROJECT BENEFICIARIES The 1980 Census indicates close to 4,000 adults over age sixty living in Saratoga, of these 655 listed as handicapped. A study of Saratoga housing done in 1975, showed 23% of the population to be low or moderate income level. Of the total over sixty population in the City of Saratoga, 7% were found to be frail and unable to live independently according to a 1981 study done by the American Academy of Family Physicians. Since these studies were made the aged population has increased nation -wide, as has the number of recipients of SSI (aid to aged, blind, and disabled), and Social Security benefits. Saratoga is surely affected by these trends. During the last Quarter, twelve Saratoga residents attended this program, and their families participated in the support groups. Contact and evaluations as to the appropriateness of placement in this program were conducted for four additional families. Because of the proximity of LIVE OAK ADULT DAY SERVICES to the City of Saratoga, it is anticipated that Saratoga residents will enroll in this program at the very least for the next two years, until a resident program is in place and functional on a daily basis. PROPOSAL FOR FUNDING CITY OF SARATOGA January, 1987 PROJECT MANAGEMENT Please refer to ORGANIZATIONAL STRUCTURE. JOB DESCRIPTIONS enclosed Exhibit B PROJECTED BUDGET enclosed Exhibit C Outreach by LIVE OAK ADULT DAY SERVICES is conducted on an on -going basis so that the community may be aware of the program. Referrals are received daily from local physicians and social workers. Participation of low and moderate income clients is 90 95% at any given time. No one is denied access to the program due to inability to pay fees, and a sliding scale from $5.00 to $24.00 is used to determine the cost per individual. S LIVE OAK ADULT DAY SERVICES September 1986 ORGANIZATIONAL CHART Students Program Specialists Volunteers Title V Worker B O A R D O F D I R E C T O R S Executive Director PROGRAM Executive Director ADMINISTRATION Secretary Volunteers LINE. ITEM 1987. JUL 1 AUG SEP OCT NOV DEC 1988 JAN I FEB MAR APR MAY JUN TOTAL 0 SALARIES 1 78,937. Personnel r Benefits 1,798. OFFICE EXPENSE 3,600. Rent 1,797. Telephone 1,070. Postage 1,000. Printing 7,428. Supplies 803. t Travel 910. Equipment Repairs 3,105. Equipment 200. Dues and Subscriptions OTHER EXPENSES 500. Accounting Services 6,741. Contract Services 4,001. Insurance 500. Professional Growth 16,822. Miscellaneous TOTAL 129,212. Agency Name LIVE OAK ADULT DAY SERVICES Project Adult Social Day Care HCD MONTHLY PROJECT BUDGET THIRTEENTH PROGRAM YEAR 1987-88 DATE 12 -22 -86 17,,4144-, Tmr'1rn1741moni C r-r 7ernment Fees, Miscellaneous. LINE. ITEM 1987 JUL AUG SEP OCT NOV DEC 1988 JAN 1 FEB MAR APR MAY JUN TOTAL SALARIES 78,937 Personnel Benefits 1,798. OFFICE EXPENSE 3,600. Rent 1,797. Telephone 1,070. Postage 1,000. Printing Supplies 7,428. 803. Travel 910. Equipment Repairs 3,105. Equipment 200. Dues and Subscriptions OTHER EXPENSES 500. Accounting Services 6,741. Contract Services 4,001. Insurance 500. Professional Growth 16,822. Miscellaneous 129,212. TOTAL Agency Name LIVE OAK ADULT DAY SERVICES Project Adult Social Day Care HCD MONTHLY PROJECT BUDGET TiIFCCEEtPIIi PRrRGRAM YE21R 1987 -88 �•"EXAIEI�Cy', DATE 12 -22 -86 ._a o, ;i;r. TM .+oma.re. rnvPrnmpnt Fees. Miscellaneous. LIVE OAK ADULT DAY SERVICES BUDGET Fy 1987 -88 PROJECTION: 12/86 EXPENSES SALARIES 78,937 PAYROLL TAXES 7,894 BENEFITS 1,798 CONTRACT SERVICES 6,741 JANITORIAL SUPPLIES 428 PROGRAM SUPPLIES 6,000 OFFICE SUPPLIES 1,000 PROGRAM EQUIPMENT 1,500 OFFICE /CAPITOL EQUIPMENT 1,605 TELEPHONE 1,797 POSTAGE 1,070 DUES/MAGAZINES 200 MILEAGE 803 FACILITIES 3,600 REPAIRS (EQUIPMENT) 910 PROFESSIONAL GROWTH 500 ADVERTISING 300 PRINTING 1,000 INSURANCE 4,001 MISCELLANEOUS 428 AUDIT 500 FUND DEVELOPMENT 500 FACILITY IMPROVEMENTS 1,500 GOVERNMENT FEES 200 RESERVE 6,000 TOTAL $129,212 EXHIBIT C BUDGET fy 1987 -88 LIVE OAK ADULT DAY SERVICES INCOME rELS 30,000. TOWN OF LOS GATOS 21,000. CITY OF SARATOGA 6,500. COUNCIL ON AGING 3,500. COUNTY OF SANTA CLARA 20,000. UNITED WAY 15,000. FUNDRAISING DONATIONS 11,000. FOUNDATIONS 18,500. NEW FOUNDATIONS 4,000. RESERVE 6,000.) 129,500. PROJECTION #1 12 -86 Title of Activities M o n t h s E n d i n g 7/31 8/31 9/30 10/31 11/31 12/31 1/31 2/28 3/31 4/30 5/31 6/30 Specialized Recreation -ON GOING Totalinc 30,000 hours.- Respite to Caregivers -ON GOING Totalinc 30,000 hours Support Group/ Counseling Sessions 3 3 3 3 3 3 3 3 3 3 .3 3 In- Service 1 1 1 1 Training/ Community Programs Noon Meals to Clients 417 417 417 417 417 417 417 417 417 417 417 417 Health Screening 2 1 2 1 2 1 2 1 2 1 2 1 Referrals -ON GONG Averages 1 per Say PROPOSED IMPLEMENTATION ACTIVITY TINE SCHEDULE List in detail the major activities to be undertaken to implement the project and the scheduled time they will begin and.be completed. Once approved, projects will be closely monitored during implementation according to this time schedule: Adult Social. Day Care PROJECT: ORGANIZATION: LIVE OAK ADULT DAY SERVICES Leta Friedlander, Executive Director Program Year Date Prepared 1987 -88 12/22/86 Schedule Prepared by: *Totals derived based on twenty (20) clients per day, five days per week, 6 hours per day, for 50 weeks 30,000 hours of service per year. i f l- r c e Day -Care Centers for Elderly Spring Up As Alternative to Costly Nursing Homes By CLARE ANSBEBSY Stein Reporter of Tnn W.u.i. STREET JOURNAL When Ruth Fisher suffered a series of severe strokes, her eight grown children initially decided that they, not a nursing home, would care for her. But they still faced nagging questions. Would one son or daughter quit work to care for Mrs. Fisher during the daytime? Or would they hire a full -time private nurse? The family discovered a third choice: a day -care center for adults. For eight years Mrs. Fisher, now 73 years old, has spent five days a week at Life Center Inc. in Concord, N.C., just 20 minutes by van from her home in Mount Pleasant, N.C. At Life Center Mrs. Fisher, who is para- lyzed on her right side, has learned how to weave baskets by teaming up with another stroke victim. She also spends time pre- paring church bulletins for mailing, listen- ing to guest speakers on nutrition and tak- ing supervised trips to museums and facto- ries. For the care, she pays only $14 a day—"chicken feed," her daughter says. Mrs. Fisher's is a life style shared by a growing number of the elderly. "What child care was in the 1970s, adult day care will be in the 1990s," says Arlene Snyder, the executive director of Vintage Inc., a Pittsburgh provider of adult day care. Thousands of Clients Already, day -care centers for adults have cropped up in nearly every state. Na- tionwide there are more than 1,200 centers, up from a mere dozen in 1970, reports the National Institute on Adult Daycare, part of the National Council on the Aging, a nonprofit service organization. Such cen- ters have a combined annual budget esti- mated at $150 million and now care for an estimated' 28,000 people. Charges usually run from $10 to $70 a day. Besides providing the elderly with com- panionship and, in many cases, with medi- cal care, the centers give families a break from the often fatiguing job of looking af- ter aging relatives. And the centers with medical care provide a cost saving alter- native to conventional nursing homes, which care for clients round- the clock. For many people, the Impact of a cen- ter can be enormous. For example, the so- cial interaction at Life Center has buoyed Mrs. Fisher, who according to one daugh- ter had grown despondent. The center "gave back my mother a reason to live," says her daughter Jessie Blackwelder. The main reason for the spread of such centers is the aging of the U.S. population. Between 1970 and 1980, the number of peo- ple aged 75 or older surged 32 to nearly 10 million. That number, moreover, is ex- pected to soar to 17.2 million by the year 2000. Also, with more couples working, fewer adult children are at home to care. for aging parents. Companies may also eventually help pay for adult day care as more employees face the financial and mental stress of car- ing for aged parents. At Wang Labora- tories Inc. in Lowell, Mass., 20 employees will receive day health services for adult family members as part of an employee benefits study. At Westinghouse Electric Co., David Cowfer, a human-resources program man- ager, says that "people are looking for al- ternatives to nursing homes." Company newsletters and lunch -time discussion groups will explore what community pro- grams are available to help employees care for adult family members, he says. Of existing centers, about three of every four are private nonprofit institutions run by churches, hospitals and centers for the Aging America liy.2020, almost one -third of the U.S. population is expected to be at least age 55. 40% 30 20 10 2 0.9 21.1 22.0% 262% 30.9% 1980 1990 2000 2010 2020 Source: Ceneue Bureau 85+ 75 -84 65 -74 55 -64 elderly. Christ United Methodist Church in Pittsburgh, for example, began an adult care program after church members be- gan confiding In the minister that they were having a hard time caring for elderly parents. "They would say. 'My mother just sits and stares at four walls. She needs some stimulation,' says Patricia Evey, the director of the program. Services and prices vary widely. Some centers provide hot lunches and transpor- tation, while others ask people to pack sandwiches and arrange their own rides. Nurses and therapists staff some centers, providing, among other things, routine eye and dental exams at no extra cost. Other centers have no medical personnel but are staffed by social workers who counsel frus- trated family members. And all the cen- ters provide social activities. "The idea is to keep people mentally and physically stimulated so they can maintain some reasonable level of func- tioning," says Thelma Freeze, the Life Center's director. McAuley Bergan Center in Omaha devoted a week to Japanese cul- ture, offering seminars on such topics as origami and theater. At Vintage, discus- sions focus on Libya one day, the demise of the two -stick popsicle the next. Many centers provide medical supervi- sion. At Windsor House near Boston, nurses take blood pressure, watch blood sugar levels and note any changes when medication is altered. Dr. Alan Abrams, a Boston -area internist, says he relies on nurses at the center to monitor changes in patients' behavior and appearance. "It 1s my experience that people who are left at home fail more often," Dr. Abrams says. The On Lok center in San Francisco, which opened 15 years ago, provides one of widest assortments of services. On Lok, whose Chinese name means "happy, peaceful abode,' offers everything from acute hospital care to routine medical tests. Clients can stay overnight if their families want to rest or vacation. For 81,800 a month —often heavily subsi- dized by the Medicaid and Medicare pro grams—On Lok will assume responsibility for a client's total long -term care. But On Lok is the exception. Most centers charge by the day and don't assume responsibility for long -term care. Because their fees often don't fully cover the actual costs of services, many centers require outside subsidies. In Omaha, a hospital foundation holds an an- nual golf tournament to raise funds for McAuley Bergan Center. In Fairfax County, Va., adult day care is adminis- tered by the county health department, and the county subsidizes some costs. Haphazard Regulation Private insurance policies, for the most part, don't cover the costs of adult day care. Part of the reason may be the hap- hazard regulation and licensing of such centers. Only 15 states require licensing while 13 have certification programs. In many states, the centers don't have to meet any requirements. State standards "are real loose," says Betty Ransom, who tracks them for the National Council on the Aging. The council has its own voluntary standards, however, which address such matters as the number of toilets a center should install. And Ms. Ransom expects more states to 'adopt li, tensing standards as more public funds are used to subsidize centers. All of which is welcome news to those who have become increasingly dependent on such centers. In Pittsburgh, George Boyle turned to adult day care three years ago to help his wife. She has Alzheimer's disease and requires help for eating, dress- ing and bathing. The three days a week that she spends at Vintage frees her hus- band to run errands and catch up on his freelance film production. "Vintage was a godsend," he says. "My wife doesn't have much to look forward to, but the center gives her some pleasure. That's what counts." WALL STREET JOURNAL December 8, 1986 e'EXH PSW i Mayor Joyce Hlava City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Mayor Hlava: cc: Live Oak Adult Day Services 18974 Monte Vista Drive Saratoga, CA 95070 January 12, 1987 7 A,i 1937 My wife and I write to support the application by the Live Oak Adult Day Services center for grant funding from the City of Saratoga. My father, George H. Emerson, a long -time Saratoga resident, is a stroke victim. My wife and I care for him. He has been a client of Live Oak since October of last year. We are extremely pleased with the program and people at Live Oak. They have exhibited care and concern for Dadts special dietary needs, and his poor balance. He always says he has had a good time when he comes home from his days at the center. They provide him with activities specially geared to his limited capabilities. He gets sociability with people his own age. He gets exercise. He even gets lunch. All of this is at a price we can afford. In addition, my wife and I benefit. We have time available in which we do not have to wonder what Dad is getting into. Time like that becomes very precious when one cares for a stroke patient. We value it highly. We urge the Council to act favorably on the request for funds for Live Oak Adult Day Services. They are providing a fine service for this Saratoga family. Please fund their grant request in full. Yours sincerely, d11- /l R. Clark Emerson (The Reverend) JANI 15 1987 �3-7-7 -7 \l Completion of the written proposal from Transit Assist was delayed due to unforeseen circumstances. The 1987/88 request is for $15,000 for general operating expenses. ENTERPRISE FOR HIGH SCHOOL STUDENTS OF SANTA CLARA COUNTY January 12, 1987 Ms. Carolyn King City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Ms. King: JAN 121987 We are writing to request funding consideration to support the job referral service of Enterprise for High School Students of Santa Clara County, Inc. Here is a proposal and the appropriate attachments per your instructions. Enterprise has operated in Saratoga since Spring 1985 with a $35,000 grant form the Packard Foundation and $15,000 start -up funding from Jean Kuhn. The Hugh Stuart Center Charitable Trust recently contributed $2,000 and a recently initiated charter membership campaign has generated $350 from twelve families whom Enterprise has helped. Other charter sustaining memberships are anticipated in the near future. We are asking the City of Saratoga to contribute $10,000 for 1987 -88 to maintain the job referral service in Saratoga. We are also requesting funding support to expand Enterprise from the Cowell, Hancock, Johnson, Packard and Hewlett Foundations, the Junior League of San Jose, the City of Saratoga, the Stella B. Gross Fund and the Rotary Club of Saratoga. If you need clarification of the proposal or desire further information, please do not hesitate to call. Sincerely, /�(U1 bYV 'XC/ Karen Sorensen Lang for Ann Danner Executive Director Enterprise Board President Enclosures 4436 Piper Drive, San Jose, CA 95129 (408) 446-5644 NAME/TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER City of Saratoga JAN Community Development Block Grant Program 2 1987 Thirteenth Program Year FY 1987 -1988 PROJECT PROPOSAL COVER PAGE APPLICANT ORGANIZATION NAME Enterprise for High School Students of Santa Clara County, Inc. ADDRESS 4486 Piper Drive. San Jose. CA 95129 (408) 446 -5644 PROJECT NAME Enterprise Job Referral Karen Sorensen Lang, Executive Director DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $10.000 PROJECT ABSTRACT (Limit statement to space provided.) Enterprise is a job referral and career development service for high school students, operating in:Saratoga since April 1985. With the assistance of a cadre of volunteers, Enterprise has trained 136 students in job search skills and assisted approximately 80 percent of them find employment in one or more of the 260 Enterprise jobs or through other resources. ENTERPRISE FOR HIGH SCHOOL STUDENTS OF SANTA CLARA COUNTY A PROPOSAL A. Description of Applicant Agency Enterprise is a private, non profit community agency operating in Saratoga since April 1985. It operates under the auspices of a Board of Directors composed of professionals, business executives and concerned citizens. The program receives financial support from foundations and private donations. Enterprise is a trust fund of the Community Foundation of Santa Clara County, which invests the fund balance and provides audits and financial statements. Services are designed to enable young people to understand and enter the working world, easing the transition from adolescence to adult responsibility. Enterprise provides high school students with two basic services job referral and career development. With the assistance of a cadre of volunteers, Enterprise has trained 136 students in job search skills and assisted approximately 80 percent of them find employment in one or more of the 260 Enterprise jobs or through other resources. Recently Enterprise experimented with a trial internship model, placing four students in professional career exploration opportunities. The project is patterned after the Enterprise program in San Francisco which has over 1,000 students registered for jobs, 75 new job openings a month and places 200 to 300 apprentices in career exploration opportunities each year. B. Project Purpose and Objectives Enterprise services are designed to address the education and employment needs of most young people but focus particularly on youth who are at greatest risk of becoming or remaining chronically unemployed. Large components of the youth population lack job search skills and cannot find after school, weekend or summer employment. Few programs are designed to ease the transition between school and work and none are like Enterprise. Many secondary school students have special problems that create difficulties in finding work. Drop out rates and pregnancy rates are increasing. Economically disadvantaged students must work. Special education students have difficulty finding any employment and youth under 16 often are not eligible for jobs in commercial establishments. Enterprise will begin job referral services for teenagers housed at Social Advocates for Youth in Saratoga; most of whom were abused or neglected as children. The objectives of Enterprise for 1987 and 1988 are: to enroll 100 students, 14 to 18 years old, from Saratoga and identify 150 jobs in homes and businesses in Saratoga and the 4436 Piper Drive, San Jose, CA 95129 (408) 4465644 nearby communities (many will be economically disadvantages or have other special needs that hinder their ability to find employment). to recruit and train 30 volunteer job counselors and job developers to prepare and refer students, monitor progress and generate new job opportunities. The desired outcome of this service is to have at least 80 percent of the youth to find gainful employment and receive satisfactory performance ratings from their employers. The students benefit by increasing their knowledge, skills and experience; gaining confidence in their ability to find and keep a job and developing a sense of accomplishment and satisfaction in doing useful work. The employers gain by obtaining willing and enthusiastic employees. Approach Based on the successful first year experience in Saratoga High School (see the attached letter of support from Dr. Tod Likins, Principal), Enterprise will continue to provide job preparation workshops in the Career Center. This enrollment process includes instruction on preparing applications, finding and selecting appropriate jobs, interviewing, communicating their capabilities to potential employers and discussion of the expected behavior in the work place. In order to participate, students must submit a reference that describes their attitude and punctuality. Parents or guardians must give written permission for students to participate and indicate if the family is of low or moderate income. After the workshop, the students' job readiness is assessed through basic math, filing and writing tests. Students them meet with a volunteer job counselor to discuss skills and interests and decide what kind of jobs are most appropriate. The referral of students to jobs is in accord with the needs and readiness of each participant. Enterprise helps students find work in 32 standard job categories and a variety of special jobs, e.g., photography apprentice or dentist's chair side assistant. About 35 percent of the job orders generated in the past year are in local businesses retail stores, offices and restaurants. Enterprise helps younger people age 14 and 15 enter the working world by offering household jobs. Special training is offered for youth who want to work as party helpers and baby sitters. Lockheed Missiles and Space Co, Inc. sponsors a summer hire program for young clerical workers who are either high achievers or disadvantaged youth. Enterprise will refer 25 students to this program in summer 1987. Since the job referral service component was computerized this fall: Open job listings are sent to all active students every two to four weeks and A list of qualified students is sent to every registered employer enabling them to contact and choose an employee directly. This timely form of communication is cost effective, will result in a greater number of students finding jobs and additional employers filling positions through Enterprise. C. Project Beneficiaries About two thirds of the students registered with Enterprise reside in Saratoga. Although at this time it is not known how many participants will be from low to moderate income families, this information will be solicited on parent permission forms. It is likely that because economically disadvantaged students must work, they will utilize our services to a greater extent than other students. To date Enterprise has worked with a cross section of youth, many of whom have special problems. The current roster includes pregnant students, those with physical and/or' educational hgndicaps, poor English, a history of abuse or neglect o`r involvement in the juvenile justice system. Students in these categories are identified by the referral source, by self report or through the interview process. D. Project Management Enterprise operates in a fiscal year ending June 30th. The Board of Directors administers the funds with the assistance of the Community Foundation of Santa Clara County, William Faulkner, an attorney, and Dennis Lynch, an accountant. Karen Sorensen Lang, the executive director, (resume attached) has responsibility for the day to day management of the project, fund raising and public relations. When the program expands this spring and summer, three additional staff persons (a job referral director, an internship director and a clerk) will be hired, trained and supervised by the executive director. The attached work plan shows the time table and responsibilities of staff and volunteers. A second year operating budget of $137,200 for calendar year 1987 (see attached) would permit continued operation and expansion of this demonstration in our community. Computerized matching of students and jobs is now a cost effective program element to facilitate quick communication and to track student success. Enterprise uses both mail and phone follow up with students and employers to determine participant progress, placement results and overall job performance. The feedback is used to improve the training and help students solidify their skills and workability. Enterprise files, including number of job placements and job performance information on each student, will be used to determine the degree to which objectives are achieved. SARATOGA HIGH SCHOOL 20300 Herriman Avenue Saratoga. CA 95070-4 PHONE 408/867 -3411 Los Gatos Joint Union High School District Dr. Tod Llkins, Principal October 27, 1986 Ms. Ann Danner Enterprise Board President 4436 Piper Drive San Jose, CA 95129 Dear Ms. Danner: I'd like to take this opportunity to express my appreciation of the work done by Enterprise for the students of Saratoga High. Primar- ily, they have worked as a job placement center for kids trying to find employment and that in itself is an important service. They have gone far beyond that service however in many ways. They have provided training in job search skills, and have developed a promising internship program for students during the summer months. Of equal importance to a school administrator, they have been very easy to work with. They have used our career center and worked coop- eratively with our parent volunteers running that career center. The presence of Enterprise is seen by our parents and by the school as an enhancement of our already superb college /career center. I have received nothing but praise for the fine work these people have done on behelf of our students. The students, employers, parents and I are all most appreciative and supportive of their efforts. Sincerely, Tod R. Likins Principal TRL:swo LINE. ITEM 1987 I JUL I AUG SEP OCT NOV DEC 1988 JAN FEB MAR APR MAY JUN TOTAL SALARIES Personnel $833.33 $833.3 $833.3 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 3833.33 $833.33 $833.33 $10,000 Benefits OFFICE EXPENSE Rent Telephone Postage Printing r Supplies Travel Utilities Equipment Dues and Subscriptions OTHER EXPENSES Accounting Services Contract Services Insurance Conferences Miscellaneous TOTAL 833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 110,000.00 Agency Name Enternrise for High Srhool Students Project Job Referral HCD MONTHLY PROJECT BUDGET TELMEENTEi PROGRAM 1 1987 88 DATE January 12, 1987 LINE. ITEM 1987 JUL I AUG SEP OCT NOV DEC 1988 JAN FEB MAR APR MAY JUN TOTAL SALARIES $833.33 I $833.33 $833.3 4„ $833.3: $833.33 $833.33 $833.33 $833.33 $833.33 3833.33 $833.33 $833.33 $10,000 Personnel Benefits OFFICE EXPENSE Rent Telephone Postage Printing Supplies Travel Utilities Equipment Dues and Subscriptions OTHER EXPENSES Accounting Services Contract Services Insurance Conferences Miscellaneous TOTAL $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33 $833.33I_$833.33 $10.000.08.. Agency Name Fnternri for Hi oh School Students Project Job Referral IICD MONTHLY PROJECT BUDGET THIRTEEtsrlH PROGRAM YEAR 1987 -88 DATE January 12, 1987 PROPOSED IMPLEMENTATION ACTIVITY TIME SCHEDULE List in detail the major activities to be undertaken to implement the project and the scheduled time they will begin and•be completed. Once approved, projects will be closely monitored during implementation according to this time schedule: PROJECT: ORGANIZATION: Enterprise for High School Students of Santa Clara County, Inc. Title of Activities Hiuirectoreferr X Train j,r. director.. Publicity Volunteer train Revise flyers Announcements News articles Distribute flyers JOB Referrals Workshops Job orders Computer entry Matching Employer lists Student lists Call back refer Student drop -in Follow -up Schedule Prepared by: Enterprise for High School Students r 7/31 8/31 9/30 Oft 10/31 Kren nrensen Lang M o n t h s E n d i n g 11/31 12/31 Referral ♦�t,i cl-L -iti 1/31 2/28 Program Year 2nd Date Prepared 1/12/87 3/31 4/30 X X x 5/31 6/30 ENTERPRISE FOR HIGH SCHOOL STUDENTS OF SANTA CLARA COUNTY, INC. PROPOSED BUDGET July 1, 1987 June 30, 1988 (12 months) Account Balance 92,000 Income (with interest realized gains): 69,000 Expenses: Personnel Executive Director (part time) 26,000 Job Referral Director 20,800 Internship Director 20,800 Clerk 14,600 Payroll Taxes Benefits 21,400 Subtotal $103,600 Direct Bank Administrative Fees 1,800 Insurance 3,300 Telephone 2,000 Rent 8,000 Supplies 4,000 Copies /printing 3,000 Office Equipment 7,000 Travel 2,000 Miscellaneous 2,500 Subtotal $33,600 BALANCE TOTAL EXPENSES $137,200 23,800 APPLICANT ORGANIZATION City of Saratoga Community Development Block Grant Program Thirteenth Program Year FY 1987 -1988 PROJECT PROPOSAL COVER PAGE NAME Social Advocates for Youth ADDRESS 509 St. Mt. View, Ca. 94041 NAME /TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER Painting. F. Paul Schutz, Executive Director (408) 253 -3540 PROJECT NAME Lifeskills Alternatives- Site II DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $45,000 J4 e 198? PROJECT ABSTRACT (Limit statement to space provided.) The purpose of this project is to rehabiliatate our Lifeskills Alternatives Program site at 13434 Ward Way, Saratoga. Rehabilitation would include remodeling bathrooms, kitchen, heating system, electrical system, roof, fencing, landscaping and A. Description of Applicant Agency: 1. Social Advocates for Youth (SAY) is a Private Non Profit Corporation which began in 1973. Our corporate mission is to (1) divert youth from the justice system and (2) to reunify and strengthen families. The organization is over seen,by 15 members of the Board of Directors and has a staff of 27 paid employees and 8 volunteers. Agency sites are located in Mountain View, Cupertino, San Jose, and Saratoga. Clients served are all Santa Clara County residents. 2. SAY has four programs serving youth and families. Casa SAY: Provides short -term residential care for youth (ages 12 -17). The program is designed to reunify families of youth who have run away or have been forced to leave home by their parents. Delinquency Prevention: Provides outpatient counseling designed to enable youth and families to deal with unpleasant life situations and and to maximize both individual and family potential (no age restrictions). Drug Abuse Prevention; Provides outpatient counseling designed to assist youth and families in dealing with the use and abuse of drugs and alcohol (no age restrictions). Lifeskills Alternatives Program: Provides residential care for older adolescents who have been abused and neglected. The program is designed to provide those adolescents with the skills they will need as adults. B. Project Purpose and Objectives: The Lifeskills Alternatives is a long -term residential care and training program for youth who have had repeated failures in foster care placement. The program will provide two six -bed facilities that will function as group homes for six females and 6 males from our target populations. The youth will be referred by the Santa Clara County Children's Shelter and will be selected by a committee from Social Advocates for Youth and the Children's Shelter. Our purpose is to provide residential, therapeutic, educational, and vocational, services to six youths ages 15 to 18 years so that they will be prepared to successfully live independently at age 18. Our goals for each youth who enters the program and around which service will be provided include: 1. To be gainfully employed for at least six months, 2. To have an independent residence, 3. To have a thorough understanding of financial responsibilities as an adult, 4. To have a thorough understanding of healthy relationships, 5. To have the skills required to maintain good personal health, and 6. To reach the highest level of educational achievement as is possible. Our licensed, full -time Clinical Coordinator will do psychological and emotional assessments of each girl upon entry into our program. An individual treatment plan will be designed, implemented, evaluated, and updated by our Clinical Coordinator for each girl. A variety of therapeutic interventions will be provided, including individual group counseling, a behavior management level system; substance abuse education, self esteem and trust building skills will be taught and modeled while in the therapeutic milieu of the group home. Our licensed Vocational Educational Specialist will do educational vocational assessments of each boy upon entry into our program. An individual educational vocational plan will be designed, implemented, evaluated, and updated by our Vocational Educational Specialist for each b oy. A Variety of community educa- tional resources will be used, including Hope Rehabilitation Centers Educational Vocational Assessment: Juvenile Court Schools Tutors; Public High,. Community and Independent Study Schools. Each boy will be supported in reaching his highest educational level while being supported in developing her vocational interests and talents. Each boy will receive individual and group counseling in preparing for employment; ie., how to fill out a job application, how to dress for an interview, will be directly supported in having success on the job. These educational, vocational, and treatment plans will be followed and implemented by four youth counselors who will be working directly with the residents in the home. Various community resources will be used to provide futher services including The Red Cross Nutrition course, Kids are Special Children of Alcoholics Training, Sons Daughters United Sexual Abuse Training, Big Sisters, Friendship Families from local churches. The use of these community resources will provide social and recreational activities for the residents. Transportation will be provided by the Acency's van. Additional transportation will be provided by staff in their own cars (with appropriate insurance) as needed. The program will operate on a 24 -hour basis, 7 days a week. C. Project Beneficiaries: All clients served in the Lifeskills Alternatives Program Site II (13434 Ward Way, Saratoga), are of low income. Each client is a ward of the court (W &I code 300) and recieves Aid to Families with Dependent Children Funding. The project serves six (6) boys at the Saratoga Site. D. Project Management: 1. The project is intended to rehabilitate the program site at 13434 Ward Way. The Executive Director will provide project administration through the completion of the rehabilitation work. 2. The staff member assigned to work on the project is the Executive Director (See job description and resume attached). 3. See proposed implementation activity time schedule for projects tasks and time lines. 4. Monthly reports will be presented to the Board of Directors by the Executive Director on the progress of the rehabilitation projects. Site Investment Feasibility: We have currently received approval for a guaranteed three (3) year lease with option to buy. The landlord is currently securing an appraisal of current day (before rehabilitation) value of the property for furure purchase price. Schedule of. Estimated Rehabilitation Costs: Fencing $1,000 Landscaping 2,000 Rear Patio 1,000 Kitchen 15,000 Roofing 5,000 Bathrooms (2) 10,000 Heating 3,000 Water Heater 1,000 Painting (inside out) 5,000 Re- wiring (electrical system) 2,000 TOTAL $45,000 LINE ITEM 1987 JUL 1 AUG i SEP OCT NOV DEC 1988 JAN I ra MAR APR MAY JUN TOTAL SALARIES 33,000 7,000 5,000 45,000 Personnel Benefits OFFICE EXPENSE Rent Telephone Postage Printing Supplfes Travel l Utilities Equipment Dues and Subscriptions OTHER EXPENSES Accounting Services Contract Services Insurance Conferences Miscellaneous TOTAL 33,000 7,000 5,000 45,000 Agency Name Social Advocates for Youth Project Lifeskills Alternatives -Site II HCD MONTHLY PROJECT BUDGET THIR LEENI3i PROGRAM YEAR 1987 -88 DATE 1/12/87 LINE. ITEM 1987 JUL 1 AUG SEP OCT NOV DEC 1988 JAN I FEB MAR APR MAY JUN TOTAL SALARIES 33,000 7,000 5,000 45,000 Personnel Benefits OFFICE EXPENSE Rent Telephone Postage Printing Supplies Travel l Utilities Equipment Dues and Subscriptions OTHER EXPENSES Accounting Services Contract Services 6 Insurance Conferences Miscellaneous TOTAL 13,000 7,000 5,000 45,000 Agency Name Social Advocates for Youth Project Lifeskills Alternatives -Site II HCD MONTHLY PROJECT BUDGET THIRTEENTH PROGRAM YEAR 1987 -88 DATE 1/12/87 rnurustu ihrLtrtc.N4A7lUti A1IIVL1Y TIME Sla'.EUULE List in detail the major activities to be undertaken to implement the project and the scheduled time they will begin and.be completed. Once approved, projects will be closely monitored during implementation according to this time schedule: PROJECT: ORGANIZATION: Title o Activities 1) Fencing 2) Landscaping 3) Rear Patio7. 4) Kitchen 5) Roofing 6) Bathrooms 7) Heating 8) Water Heater 9) Painting 10) Re- Wiring M o n t h s E n d i n g 7/31 8/31 X X 9/30 X 10/31 11/31 12/31 1/31 2/28 3/31 4/30 5/31 6/30 Schedule Prepared by: F. Paul Schutz, Executive Director t T.ifeskills Alternatives Site II Soria Advocates for Youth Program Year 1987 88 Date Prepared 1/12/87 NAME/TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER City of Saratoga Community Development Block Grant Program Thirteenth Program Year FY 1987 -1988 PROJECT PROPOSAL COVER PAGE APPLICANT ORGANIZATION NAME Parks Recreation Commission ADDRESS PROJECT NAME Group Picnic Area El Quito Park DOLLAR AMOUNT OF CDBG FUNDS REQUESTED 12,000 PROJECT ABSTRACT (Limit statement to space provided.) Group picnic area including bar -b -ques and handicapped accessible picnic tables, to provide a gathering place for area seniors. 4 X DEC 1 1986 Carolyn King Administrative Assistant City Manager's Office City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Ms. King; NL:dw OAKLAND OFFICE 477 1517 Street #200 Oanland, CA 94612 (415) 465 -0927 (TDD) 465 -0926 (Voice) t A United Way Agency Deaf Counseling, Advocacy, and Referral Agency cc: Ms. Marian Blattner Ms. Pat Parsons, President, Self Help for the Hard of Hearing, San Jose Chapter HEADQUARTERS 125 Parrott Street San Leandro, CA 94577 (415) 895 -2430, 31 (Voice) 895 -2432 (TDD) December 18, 1986 Thank you for meeting with Marian Blattner and myself on December 9, 1986 to discuss installation of Assistive Listening Systems (ALS) in your City's public meeting rooms. After our meeting we toured the Community Center and the Senior Center, then researched costs. We estimate that a system can be had that would meet the needs of the City for $7,000. We hope that City Staff will use that figure in their CDBG proposal to fund the system, as we discussed in our meeting. If you need further information in formulating the proposal, please call me, or Marian, who can be reached at (408) 867 -0456. Thanks again for your interest and support. Very truly yours, Nicholas Lanza, Esq. Office Director San Jose Office SAN LEANDRO OFFICE 157 Parrott Street San Leandro. CA 94577 (415) 895 -2520 (TDD) 895 -2440 (Voice) EMPLOYMENT DEVELOPMENT DEPARTMENT 297 West Hedding San Jose, CA 95110 (408) 277 -1526 (TDD) 277 -1524 (Voice) DCARA BOOKSTORE Town Fair Shopping Center 39138 State Street Fremont, CA 94538 (415) 796-7661 (TDD) 796-7660 (Voice) SAN MATEO OFFICE 134 North B Street San Mateo, CA 94401 (415) 347 -6672 (TDD) 347-6671 (Voice) EMPLOYMENT DEVELOPMENT DEPARTMENT 363 Civic Drive Pleasant Hill. CA 94523 (415) 676-9913 (TDD) 676-9912 (Voice) SAN JOSE OFFICE 1663A W. San Carlos St. San Jose, CA 95128 (408) 298 -5443 (TDD) 298-6770 (Voice) Saratoga City Council 13777 Fruitvale Avenue Saratoga, CA. 95070 Dear Counvilmembers: January 6, 1987 Per previous discussions with our association, Quota Club of West Valley, and our mutual interest in placing a sound system for the hearing impaired in the Saratoga Theatre, I have enclosed two exhibits indicating costs on the two seperate systems. In either case, the Quota Club would be covering the cost of the receivers (from 5 to 10). Whichever system is chosen would be purchased thru Janet Snyder at her cost. Janet is a local audio- logist in this area and President of our club. In the case of the F/M system, there is also a possibility of an additional 20% dis- count over and above the cost of $422. Should you have any questions, or need any additional information, please call Janet Snyder at (408) 225 -4439 or Marge Hand at (408) 356 -7340. SKH:sh Enclosures Sincerely, 464., Shirley K. nson Corresponding Secretary QUOTA CLUB OF WEST VALLEY EXHIBIT "A" Telex F/M System $422.00+ tax which includes (1) one wide area transmitter Receivers (purchased by Quota) (149.50 ea.) Microphone is needed may be purchased for 105.00 if needed. EXHIBIT "B" Unex Infra -Red Sound System $700.00 tax Receivers (purchased by Quota (81.50) each tax Microphone and Pre -Amp needed for (Microphone) 105.00 tax system to operate To: Council Members of the City of Saratoga 13777 Fruitvale Avenue January 12, 1987. Dear Council Members; Enclosed a proposal from the Saratoga Community Garden for a Staff housing Project. As a Community Leader and an Early Childhood Specialist I am asking you to consider this proposal seriously. The Garden is not only important as an educational facility but also as an open space area for young children and their families to explore the natural world. The site is of such serene beauty nowhere to be found in down town Saratoga. You as decision makers in this community have to look at today but also plan for the future. If Saratoga would lose its uniqueness, still sponsored by a core of active citizens, it would be a dull bedroom community. With several members of the council I have already discussed my enthusiasm for the acquisition of the earner Mutton House. I understand that some of you voted against it be- cause of maintenance cost. When I read about the HCDA block -grant program I had to put the following proposal together. It will benefit the community both ways and does not exclude the use for other organizations. To meet the obvious questions from your council members and citizens about the future of the Garden after the property is sold, I enclose. several support letters. They will ensure you that the Garden is planning to be around. They hope to receive a continuation or phase- out lease with the new owner and are also working very hard with Youth Science Institute and the Santa Clara County Parks and Recrea- tion Department on a ten year master plan at Sanborn (Saratoga). If you have any questions that you would like to discuss with me regarding this proposal or any other city projects please call me at your convenience.' I can be reached at 741 -0322. Sincerely, Marianne Swa Ed D THE SARATOGA COMMUNITY GARDEN INC. Jgi+ki 1 2 N7 P.O. Box #756 Saratoga, CA 95071 Phone (408) 354 -8648 NAME /TITLE OF PROPONENT SIGNATURE TELEPHONE NUMBER PROJECT NAME City of Saratoga Community Development Block Grant Program Thirteenth Program Year FY 1987 -1988 PROJECT PROPOSAL COVER PAGE APPLICANT ORGANIZATION NAME The Saratoga Community Garden ADDRESS 14500 Fruitvale Ave. P.O. Box 756 Saratoga, CA 95071 Marianne Swan, Chairperson a .'V1 a L4 (408) 741 -0322 Staff Housing Project DOLLAR AMOUNT OF CDBG FUNDS REQUESTED $16,800 itt s J PROJECT ABSTRACT (Limit statement to space provided.) The goal of this project is to .provide readily available, stable housing for the low paid staff and non -paid apeentices of The Saratoga Community Garden. This would help ensure continuity and adequacy of staff for The Saratoga Community Garden and its programs. 4 THE SARATOGA COMMUNITY GARDEN INC. CUBG Project Proposal Submittal A. Description of Applicant agency Tne Saratoga Community Garden is a non profit Qrganization_. dedicated toward the teaching of the community about the interdependance between man and nature. The Garden accomplishes its goals through its school program, adult classes, apprenticeship program, and community outreach. It also serves the college community by providing internship and independent study credit options -as well as guest lectures. Currently the Garden serves 6,000 school children a year through two -hour tours, after school programs, and summer day camp. Tne Saratoga Community Garden is located just behind the Independent Order Of Odd Fellows senior citizens home and uses their access road. The Garden's organizational structure breaks down as follows: Board of Directors; focus is on grant writing, recruitment of community support, hiring of staff, and communication with landlords. Staff; focus is the physical aspect of the Garden including the school program. Apprentices; full time, non -paid workers who wish to learn about environmentally sound gardening practices. Volunteers; these people come from many aspects of the couudunity including the local colleges. The Saratoga Community Garden provides housing for its staff and apprentices. Currently this housing is provided by members of the Garden in exchange for 5 -6 Hours of work per week. Tne success of this service to the staff and apprentices depends largely on the availablity of such situations within the community. P.O. Box #756 Saratoga, CA 95071 Phone (408) 354 -8648 CDBG Project Proposal Submittal page 2 B. Project Purpose and Objective Tne staff housing project is designed to provide readily available, stable housing for the staff and apprentices of the Garden who cannot afford to rent such housing on their own. Currently the Garden staff earns no more than $6,000 per year and apprentices are not paid. Housing provided by the fund would be for no more than six people. This housing would have to be located in Saratoga, close enough to the Garden's location to be easily reached by bicycle. .Money provided by the fund would be used to rent a house large enough for the needs of the staff and apprentices. The Garden also proposes that this house may be the Warner Hutton House which then could be maintained by money provided through rental. By housing the staff and apprentices through funds provided by the CDBG Project, the Garden hopes to eliminate the problems created by housing these people in the community in exchange for work. Tne primary problem is the inconsistancy in availability of this type of housing and it long term instability. The current housing situation also requires the staff and apprentices to work on days off which lowers productivity in the Garden. D. Project Management THE SARATOGA COMMUNITY GARDEN INC. P.O. Box 056 Saratoga, CA 95071 Phone (408) 354 -8648 Funds acquired through the CDBG Project would be deposited in a separate bank account and administered by the Board of Directors of The Saratoga Community Garden on a monthly basis. In order to monitor the project the Board of Directors would hold their monthly meetings at the housing location if this location is the Warner Hutton House. If housing is located elsewnere than monitoring would be directed through communication with the Housed staff on a monthly basis. CDBG Project Proposal Submittal page 3 Tasks to be undertaken to implement this project would be managed through the Board of Directors in conjunction with the Garden staff. Tasks include: locating housing, outfitting for privacy, installation of utilities, and monthly upkeep. Staff housing Project Budget $1,200 per month rent $200 per month utilities $16,800 per year total budget THE SARATOGA COMMUNITY GARDEN INC. P.O. Box *756 Saratoga, CA 95071 Phone (408) 354 -8648 THE SARATOGA COMMUNITY GARDEN INC. Proposal to the City of Saratoga to rent the Warner Hutton :souse for housing staff of The Saratoga Community Garden P.O. Box #756 Saratoga, CA 95071 The Saratoga Community Garden proposes that it rents the Warner Hutton House from the city of saratoga for the sum of $1,200 per month to house its staff and apprentices. The monies acquired thru this means could then be used by the city to help maintain the building. The following guide lines would be implemented by the Saratoga Community Garden Board of Director in order to maintain the atractiveness of this proposal. Staff will not use outside for any storage. Working cars in regular use are to be kept in parking lot. Bicycles (not more than one per person) on side of house. No more than six people would live on site (2 -3 staff the rest apprentices). Conditions monitored by Board of Directors once a month during their board meeting on site. Main rooms are to be kept clear for public use such as meetings by local societies. Phone (408) 354 -8648 STAFF AND BOARD QUALIFICATIONS: A.�'STAFF Lydia Fox and Program Coordinator Education: B.A. in Botany from San Jose State University.Experience: Program Director for Core Day Camp, Santa Clara County Girl Scouts in summer 1985. Educational Director Saratoga Community Garden Jan 1986 August 1986. Trained 17 volunteer nature guides during spring 1986. Trained new Educational Director in Sept 1986 .She has practiced dri-ganic gardening for ten years. Susan ]0uVall Director Education: B.A. in Liberal Studies and teaching credential from San Jose State University. Experience: Substitute teacher and classroom aide, Nimitz School, 3rd grade. Volunteer with Environmental Volunteers in Palo Alto for seven years. Volunteer for school program at the Saratoga Community Garden for five years. 'Became board member of the Gardens in spring 1986. David Feirstien Gardener Education: B.A. in Chemistry from U.C. Santa Cruz. Certificate in Ecological Horticulture, U.C. Extension.Experience: On staff of U.C.S.C. Farm Garden Project from Apr 1985 Jun 1986. B. BOARD OF DIRECTORS Marianne Swan: President; Education: Dr. of Early Childhood Education Nova University Ft. Lauderdale Fl. B.A. and M.A. in Education from Pedagische Akademie St. Lucia, Rotterdam, The Netherlands.Experience: Eye to Eye docent at Ft. Lauderdale museum. Originated and implemented a diversified program for the elderly for the Ft. Lauderdale Housing Authority (a HUD program). Taught pre-school through college-age students. Educational Coordinator and Executive Director of the Saratoga Community Garden from Jun 1984 May 1986. Trained 30 volunteer nature guides in the school year of 1984-1985. Trained subsequent Educational Directors. Responsible for the change in the Garden towards community involvement. Knowledgeable about the many facets of the Garden. Committed to the planning and implementation of a successful Y.S.I./Garden project. Cynthia Rockwood: Vice-President; Bookkeeper of Rockwood Design. Loretta Chance: Secretary; Enthusiastic gardener and volunteer for the school program. A long time member of the California Native Plant Society, she has a very strong background in natural science and organic gardening. Strong organizational skills. Excellent resource for teaching special topic classes. Vicki Schmidt: Treasurer; Teacher, with a strong interest in learning about grant writing. Barry Coats: Saratoga Horticulture Foundation. Horticulture specialist, advisor for Gardens ornamental plant needs. Betty Peck: Kindergarten teacher, Oak Street School. Able to creatively envision celebrations and offer advise on how to make nature a magical entity for the children. Gregg Catanese- The owner of a successful landscape maintenance firm. Former Saratoga Community Garden apprentice and staff member. President, San Jose Landsoape Gardeners' Assn. since 1985. Instructor, U.C. Extension Professional Gardner Certificate Program 1986, current board member of the Professional Gardener's Federation of Northern ODD FELLOWS HOME OF CALIFORNIA 14500 Fruitvale Avenue Saratoga, CA 95070 -6199 408/867-3891 January 9, 1987 Miss Carolyn King, Administrative Assistant Saratoga City Council 13777 Fruitvale Avenue Saratoga, Ca. 95070 Dear Miss King: DR. GERALD 0. BREITHAUPT, Superintendent This is to confirm that the Odd Fellows Home of California is presently engaged in a proposed sale of the property upon which Saratoga Community Garden, Inc. is located. As Superintendent I will make every effort to facilitate contacts between the new owner and the Gardens to insure their continuity through a phase out lease. If such a phase out lease is executed, They will have access to the property. Dr. Gerald O. Breithaupt Superintendent GOB:pm ADVISORY BOARD Paul Albert, Ph.D. Philip R. Boyce Gail Fullerton, Ph.D. Richard Mewaldt, Ph.D. Norman Mineta Edward Nelson Carol Sabatino Calvin Stevens, Ph.D. Austen Warburton James Wheeler BOARD OF DIRECTORS Greg Mitchell President Ron Becker 1st Vice President Diane Dillon 2nd Vice President Alan Burgess Secretary Nancy Valby Treasurer Michael Adams William Anderson Betsy Bryant Alden Casanave Victor Corsiglia. M.D. Sylvester Herring Marjorie Honore Ken Kadoch Consuelo Santos Killins Royal Kwock Ronald Lohbeck Doug Lowe Sidney Maestre Bert Millen Gloria Millen Friends President Jean Hinman Guild President Barbara Neece Rocci Pisano, Ph.D. Robert Roadcap Conrad Rushing Joseph G. Schumb, Jr. Jorj Tilson James Towery Leonard Winston David Johnston Executive Director DISCOVERY CENTERS Main Office Vasona Sanborn South County Alum Rock Park 296 Garden Hill Drive 16055 Sanborn Road Wildlife Rehabilitation 16260 Alum Rock Avenue Los Gatos, California 95030 Saratoga, California 95070 and Programs San Jose, California 95127 356 -4945 867 -6940 Morgan Hill, California 258 -4322 or 258 -7382 779 -7455 Carolyn King Assistant City Manager City of Saratoga 13777 Fruitvale Avenue Saratoga, Ca., 95070 D• Johns •p Executive P rector Dear Ms. King, The Saratoga Community Gardens have been working very closely with the Youth Science Institute and the Santa Clara County Parks and Rec. Dept. to combine the programs of the Saratoga Community Gardens with the YSI programs at the YSI Sanborn center in Saratoga. In this way, the Saratoga Community Gardens will be able to preserve its outstanding programs for schools and the community. ely, YOUTH SCIENCE INSTITUTE A Non Profit Organization Dedicated to the Enrichment of the Community Through Science Saratoga City Council Saratoga, Ca Dear City Council, Mrs. Jackie Welch 20925 Jack's Road Saratoga, Ca. 95070 January 10, 1987 I am writing in regard to the request of the Saratoga Community Garden HCDA block -grant to provide housing for Garden staff and apprentices. The Saratoga Community Garden is one of the features offered by this community that gives Saratoga its unique character. We are indeed fortunate that we have the people here with the vision, leadership qualities and expertise to carry on such a valuable program. It is necessary, in our asphalt and concrete dominated society, to have some land set aside to observe the wonders of nature. The Saratoga Community Garden serves as a reminder of the miracle of a sprouting seed and the process of photosynthesis and the joy in participating in the union of man with earth and sun. Open space in wilderness or development for recreation is important, but does not provide the particular education and experienee of a working farm. The farm is still the basic provider of human sustenance. Many city children think that peas come from a frozen package in the supermarket, and have never seen a chicken lay an egg. At the Saratoga Community Garden, children can discover the truths of nature in living plants and animals; young adults can find a healthful outlet for their energies in outdoor labor; and old people can experience the constant renewal of life and passing of the seasons in the Spring flowering of a bud, the Summer swelling of fruit and vegetables, and the Autumn's boun- tiful harvest. _Sincerely, Saratoga City Council 13777 Fruitvale Avenue Saratoga, CA 95070 To the Members of the Saratoga City Council: Thank you for your attention to this matter. 12262 Goleta Avenue Saratoga, CA 95070 January 18, 1987 I understand you will be holding public hearings on project proposals for HCDA funding on January twenty- first. Since I will be unable to attend, I am writing to urge you to provide funding to Live Oak Senior Day Care Services. Live Oak provides excellent care for its clients as well as respite and support for their caregivers. As a registered nurse who has spent a number of years in home health care, I am in a position to appreciate the benefit of this program to individuals and the community. Currently I volunteer as a facilitator to two caregivers support groups at Live Oak. There I learn first hand that Live Oak's services provide a safe, pleasant, yet stim- ulating environment for seniors who require day care and super- vision. Additionally, family members who care for elderly and sometimes disabled parents, spouses, or siblings get much needed "time -off" as well as encouragement and help from staff members and each other. Presentlyuthere are a number of Saratoga senior residents enrolled in the Live Oak program. Therefore, it seems most appropriate that Saratoga contribute to a program that cleaily is a benefit to its citizens. Yours truly, Janice Cringer Saratoga City Council To all Council Members: As o e-&t rjng committee and the first forming Board of Live Oak Adult Day Servic I have watched this program unfold to become all we envisioned, and more. I now still volunteer for this program and have seen the participants grow to be a caring family. The other important benefit from this program is the respite allowed the families of participants. I have helped form and volunteered for many non profit organizations in my twenty -five years of service in the valley. This has won for me a Human Relations award from Santa Clara County. I mention this only to emphasize that the Live Oak Adult Day Services program has been the most rewarding experience I have had. Your help in the past has been so important to us, and I do hope you will support our efforts to see this much needed program continue. With many thanks Sincerely, c717, e Mrs. Robert E. Sayles 18691 Harleigh Drive Saratoga, Calif. 95070 January 16, 1987 r APPLICANT ORGANIZATION City of Saratoga Community Development Block Grant Program Thirteenth Program Year FY 1987 -1988 NAME Transit Assist Joint Powers Agency ADDRESS 208 E. Main Street PROJECT PROPOSAL COVER PAGE Los Gatos, CA. 95030 NAME /TITLE OF PROPONENT Lauren Gray /Transit Assist Manager SIGNATURE TELEPHONE NUMBER PROJECT NAME Transit Assist- (408) 395 -2010 DOLLAR AMOUNT OF CDBG FUNDS REQUESTED 15,000.00 PROJECT ABSTRACT (Limit statement to space provided.) The Transit Assist program is a public, non profit, demand responsive paratransit service providing transportation to seniors and handicapped who are transportation deficient and reside within the sphere of influence of Los Gatos, Saratoga, and Monte Sereno. Eligible clients are provided transportation to Doctor s offices, medical /rehabilitation facilities, grocery stores, daycare center, schools, social events, banks /legal institutions, and bus stops for connection with other transportation services. 4 A. Description of Applicant Agency Project Location: Saratoga City Wide, Los Gatos, and Monte Sereno. Organizational Structure: See Appendix A The Transit Assist program is a demand responsive paratransit service providing transportatior to seniors and handicapped who are transportation- deficient and reside within the sphere of influence of Saratoga, Los Gatos, and Monte Sereno. The Van Program (a component of Transit Assist) employs qualified paratransit drivers to operate two wheelchair- accessible vans and one station wagon for the transportation of clients to doctors offices, medical/ rehabilitation facilities, grocery stores, daycare centers, schools, social events, banks/ legal institutions, and bus stops for connection with other transportation services. The Volunteer Program (the second component of Transit Assist) utilizes volunteer escort drivers and their vehicles to provide transportation to eligible clients (those with very low incomes and /or in need of constant assistance) for life- sustaining appointments. Transit Assist also contracts with other paratransit agencies for the transportation of clients to destinations far from Saratoga, Los Gatos, and Monte Sereno, e.g., Palo Alto, Mountain View, East Side San Jose, and Morgan Hill. Thus, through the combined services of the Transit Assist program, transportation to any part of Santa Clara County is provided. Transit Assist projects a service level of 13,000 passenger trips for FY 1986- 87.(Operating data for current fiscal year is consistent with this projection.) Transit Assist provides service to the transportation- deficient with special emphasis to those with the greatest needs the elderly,, the handicapped, the frail, those with low incomes, those with language /communication difficulties, and those living alone. The fare required from a client for transportations is approximately l0% of the actual cost to the Van Component (there is no charge for the Volunteer Component services). Transit Assist is a public, non profit community service. B. Project Purpose and Objective It is the objective of Transit Assist to provide transportation in FY 1987 -88 at current status quo levels: Passenger Trips 13,200 /year Wheelchair Units 1,980 /year Handicapped Units 1,100 /year (Under 60 years) Shared Ride Units 6,600 /year Target No. elderly persons 8,570 Client Total registered 825 Population No. handicapped persons- 1,485 Population No. wheelchair bound 140 The Transit Assist program is a demand responsive paratransit service which was established for the purpose of providing transportation to seniors and handicapped who are transportation deficient and reside within the sphere of influence of Los Gatos, Saratoga, and Monte Sereno 1 (which includes incorporated, unincorporated, and mountain areas). Transportation is provided via the use of Transit Assist -owned wheelchair- accessible vehicles, volunteer escort drivers (using their vehicles), and contracted services (e.g., taxi services, AAA- Ambulance, and Outreach Escort). Moreover, a majority of transportation furnished is for life- sustaining purposes with doctor, medical, and rehabilitation appointments given highest priority. Other destinations include, but are not limited to: grocery stores, banks /legal institutions, day- care centers, schools, social events, and bus stops for connection with other transportation services. Special emphasis is given to clients with the greatest needs the elderly, the handicapped, the frail, those with low incomes, language /communication difficulties, and those living alone. As a result of the maximization of vehicle resource utilization and efficiency, as well as, staff's extensive coordination efforts, Transit Assist provides in excess of 1,000 desperately needed passenger trips per month. Primary transportation deficiency exists among the elderly and handicapped population within the Transit Assist service area. Due,for the most part, to higher than average juris- dictional populations of elderly and handicapped persons and the lack of effective private taxi service to the West Valley area (of Santa Clara County), the participating jurisdictions identified a need for expanded transit service to those persons who could not effectively utilize the existing public transit system, and either for physical or economic reasons, their own transportation, if such exists. Transit Assist is attempting to meet this need. C. Project Beneficiaries Total number of persons in service area 59,601 Number of low and moderate income persons in service area 15,819 of low and moderate income persons to total number of 26.5% persons in service area Number of elderly persons 8,572 Number of handicapped persons 1,485 Data sources -1980 Census D. Project Management Project management and administration is described by Appendix A and attached job description. Monitoring of Program Performance and Evaluation of Program Effectiveness: The most significant statistic, units, serves as a tangible measure of program performance. Provided the high level of service quality is maintained, the units of service, the percent increase in service over the previous fiscal year, and the ratio of actual and projected units are clear, direct indications of program performance. In addition, the program's governing board, the Transit Assist Joint Powers Agency (TAJPA), has established the Transit Assist Advisory Committee (TAAC) to serve in an information gathering capacity and represent program users, volunteer drivers, and representatives of Los Gatos and Saratoga Senior Coordinating Council. The two committees evaluate the program and inform staff as to changes necessary to meet the needs of the community. Department Program Area: Budget Level: Statuc (lien PROJECT WORK PLAN TOWN OF LOS GATOS Proposed FY :1986- 87sudget Performance /Woriload Indicators ('nmmi in i ty �pry i ra Trancit Accict Narrative Statement: This program provides transportation to eligible persons (age 60 and older or age 18 and handicapped) living in Los'Gatos, Saratoga and Monte Se- reno. The program will be operating two (2) vans, one (1) station wagon and one (1) back -up vehicle. Additional transportation is provided utilizing drivers who volun- teer and drive their own vehicles to transport seniors to life sustaining types of 14r ce Ina° castoo f tti program are paid by_ a grant from Metropolitan Transpor- (seE Are these indicators the same as those used in the 1986 -87 Budget attached sheer Continue to coordinate cross boundary transportation with other paratransit providers. Increase Farebox recovery by 15%. Increase number of program volunteers by 25%. Continue to increase continuity of phone and scheduling coverage. Purchase Electric Brake Retarder for newest Paratransit Van workload Indicators): A re these .i nd� cato t� lv s era4R j c irs e 1986-87 Budget71 avers articipate in sa e y an d es' dr ti�J Comple 13,000 passinger trips annually. -Have 750 clients registered with Staff 12 JPA and TAAC meetings. Organize 12 special trip events. Participate in 12 Paratransit Coordinating Council Executive meetings. Total of 1,000 trip request denails to Transit Assist clients Relationship of this program to I ntradepa rtment Programs:. Indirectly impacts Neighborhood Center program area. Prc rdifl is housed at the Center. Vehicles are parked in Center parking lot. Relationsnip of this program to Interdepartment Programs: Directly impacts Town Clerk payroll functions. Pace 2: Project Work Plan Narrative Statement:(continued) tation Commission and local generated revenue (Farebox recovery). The policy board for the Trasit Assist program is a Joint Powers Agency comprised of the Town, the City of Monte. Sereno and the City of Saratoga. Status Quo reflects current program. Transit Assist employees are Town of Los Gatos employees and Tranit As- sist property is property of the Town. LINE. ITEM 1987 JUL I AUG I SEP OCT NOV DEC 1988 JAN ic8 1 MAR APR MAY JUN TOTAL SALARIES Personnel 7,462.50 7,462.50 7,462.50 7,462.50 7,462.50 7,462.50 7,462.50 7,462.50 7,462.50 7,462.50 7,462.50 7,462.50 89,550 Benefits 1,432.92 1,432.92 1,432.92 1,432.92 1,432.92 1,432.92 1,432.92 1,432.92 1,432.91 1,432.91 1,432.91 1,432.91 17,195 OFFICE EXPENSE Rent 250 250 250 250 250 250 250 250 250 250 250 250 3,000 Telephone 250 250 250 250 250 250 250 250 250 250 250 250 3,000 Postage Supplies 208.33 208.33 208.33 208.33 208.33 208.33 208.33 208.33 208.34 208.34 208.34 208.34 2,500 Printing 62.50 62.50 62.50 62.50 62.50 62.50 62.50 62.50 62.50 62.50 62.50 62.50 750 Supplies Travel Membership 65.83 65.83 65.83 65.83 65.83 65.83 65.83 65.83 65.84 65.84 65.84 65.84 790 6. Ut4414-1$sAdvertising Publicity E9 Vo 50 50 50 50 50 50 50 50 50 50 50 50 600 unteer Driver Mil. Dues and Subscriptions 83.33 83.33 83.33 83.33 83.33 83.33 83.33 83.33 83.34 83.34 83.34 83.34 1,000 OTHER EXPENSES Accounting Services 250 250 250 250 250 250 250 250 250 250 250 250 3,000 Contract Services '573.33 573.33 573.33 573.33 573.33 573.33 573.33 573.33 573.34 573.34 573.34 573.34 6,880 Insurance 500 500 500 500 500 500 500 500 500 500 500 500 6,000 Coi1ferencesVehicle Maintenance 416.66 416.66 416.66 416.66 416.67 416.67 416.67 416.67 416.67 416.67 416.67 416.67 5,000 Mlscallan'nus Gas Oil 625 625 625 625 625 625 625 625 625 7 501 TOTAL I l'‘.230,40 12,230.40 12 230.40(12 230.40 12.230.41 12,230.41 12,230.41 12,230.41 12,230.41 12,230.44 12,230.4 146,765 Agency Name TRANSIT ASSIST JOINT POWERS AGENCY Project TRANSIT ASSIST HCD MONTHLY PROJECT BUDGET THIRTEENTH PROGRAM YEAR 1987 -88 DATE January 16, 1987 PROPOSED IMPLEMENTATION ACTIVITY TINE SCHEDULE List in detail the major activities to be undertaken to implement the project and the scheduled time they will begin and completed. Once approved, projects will be closely monitored during implementation according to thia time schedule: PROJECT: ORGANIZATION: Title of Activities Arrange and provide transportation to Transit Assist clients. Schedule Prepared by: Transit Assist Transit Assist Joint Powers Agency 7/31 8/31 9/30 10/31 M o n t h s E n d i n g GO 11/31 NTI 12/31 NUOL George Tacke Transit Assist Assistant Manager 1/31 2/28 S FROG Program Year FY 1987 -88 Date Prepared 1/16/87 3/31 RAM 4/30 5/31 6/30 LOSGATOS MONTESERENO SARATOGA STATE OF CALIFORNIA TRANSPORTATION DEVELOPMENT AGENCY (4.5 Other Funds) METROPOLITAN TRANSPORTATION COMMISSION 1 PARATRANSIT AND COORDINATING COUNCIL TRANSIT ASSIST JOINT POWERS AGENCY 1 Los Gatos Town Council Monte Sereno City Council Saratoga City Council /WPENUIX H JOINT POWERS AGENCY TRANSIT ASSIST ADVISORY COMMITTEE TOWN OF LOS GATOS (Administration of Program) Acting Director of Community Services or Assistant Town Manager Program Manager Assistant Program Manager DRIVERS Volunteer Coordinato4rogram Scheduler 208 EAST MAIN STREET LOS GATOS, CALIFORNIA 95030 PHONE (408) 395 -2010 Page 2: Appendix A 404 JOINT POWERS AGENCY LOS GATOS MONTE SERENO SARATOGA METROPOLITAN TRANSPORTATION COMMISSION (MTC) An organization created by the California Legislative in 1970, to provide comprehensive regional transportation, planning and financial programming for the nine counties of San Francisco Bay Region. Members consist of representatives of each counties Board of Supervisors. Applicants within MTC's jurisdiction that request a grant of state transportation money (T.D.A. 4.5 funds for paratransit service) must have the project reviewed and approved by MTC. PARATRANSIT COORDINATING COUNCIL (P.C.C.) The Executive committee serves to represent the concerns of the full membership of the P.C.C. by adopting policies and passing resolutions that will encourage coordination and effective delivery of services and minimizing overlap and duplication of service.. Members include elected officials, program users, and a fund recipient. The executive committee makes recommendations to MTC on the following items: (1) Funding priorities for TDA 4.5 programs. (Paratransit occasionally ca,po projects) (2) Funding annual allocation of TDA 4.5 funds. (3) Funding for coordination of paratransit services if available in S.C.C. (4) Annual priority of expending funds under UMTA 16(b)2 (Federal Funds) TRANSIT ASSIST .JOINT POWERS AGENCY The governing body of each participating jurisdiction (Los Gatos, Monte Sereno Saratoga)appoints one city /Town council member to sit as one of three Transit Assist LPN board members. The Board is responsible for the overall operation of the Transit Assist program. The 1P/. receives the TDA article 4.5 funds and other funds and then releases these funds to the Town of Los Gatos for program operation. TRANSIT ASSIST ADVISORY COMMITTEE (TAAC) The Transit Assist Advisory committee was established by the Tansit 208 EAST MAIN STREET LOS GATOS, CALIFORNIA 95030 PHONE(408)395-2010 Page 3: Appendix A TRANSIT ASSIST ADVISORY COMMITTEE Cont'd). Assist .VPiQ to serve in an advisory capacity to the board. The committee reviews program operations and monthly statistics; reviews and analyzes comments received by the SPA ridership; assess communitywide paratransit needs; identify and assist in securing additional sources of program revenue; maintain open lines of communication between the Transit Assist Program and other local and related service providers; and makes recom- mendations to the TPA Board concerning the operation of the Transit Assist Program. Members include riders from each jurisdiction, a volunteer driver, a service provider, and a member from Los Gatos and Saratoga Senior Coordinating Council. Page 4: Appendix A ti BOARD OF DIRECTORS: TRANSIT ASSIST JOINT POWERS AGENCY (TAJPA) Barbara Winckler, Chairperson TAJPA Councilperson, Monte Sereno 18041 Saratoga -Los Gatos Road Monte Sereno, CA 95030 (408) 354 -7635 Joanne Benjamin Councilperson, Los Gatos 110 East Main Street Los Gatos, CA 95030 (408) 354 -6801 Joyce Hlava Mayor, Saratoga' 13777 Fruitvale Avenue Saratoga, CA 95070 (408) 867 -3438 Town of Los Gatos August 1985 PROGRAM AND OPERATIONS MANAGER TRANSIT ASSIST DEFINITION Program and Operations Manager performs all management functions of the Transit Assist Program. Responsible as Director of the program under the general supervision of the Director of Community Services. DISTINGUISHING CHARACTERISTICS This classification is distinguished from all other Town classifications through the specialized knowledge, skills and training required for the performance of transit related work. EXAMPLES OF DUTIES Office management and administration of policies and programs. Manages receipts and disbursements and monitors budgetary controls. Compiles and transmits statistical data including annual, quarterly, and monthly reports. Supervises the functions of the program staff, including the recommendations for hire and fire. May serve as staff to the Joint Powers Agency Board and the Transit Assist Advisory Committee. May serve as representative and liaison to Planning and Operations Committee and the Community Transportation Service Agency. Authors proposals for new program development and revisions. Responsible for formulation and development of proposals to funding sources. Coordinates and directs scheduling and dispatching functions. Initiates presentations to groups and organizations involving public relations development and community awareness. Represents the functions of the trans- portation program to the general public. Acts in facilitating and counseling mode for information and referral to program clients. Generates recruitment of volunteer drivers, provides technical assistance to other agencies and organizations. MINIMUM QUALIFICATIONS Education and Experience: Bachelor's Degree in Social Sciences, Gerentology and /or Business Management. One to three years in social services to seniors and /or disabled individuals or business management. Program and Operations Manager Page 2 Transit Assist Knowledge of: Paratransit operations for specialized groups, e.g., seniors and disabled persons, and an understanding of the particular needs of the individuals served. Knowledge of management techniques for effective operation of a public service. Ability to: Plan, direct, supervise and administer fiscal and service components of a social service program. Ability to manage receipts and disbursements and monitor budgetary controls. Ability to write clearly, understand and compile statistical data, and develop management information reports. Ability to work with governing bodies, staff, and volunteers. Driver's License: Possession of a valid appropriate State of California driver's license. Certificates: None. APPROVED BY COUNCIL ACTION ON SEPTEMBER 3, 1985. NADINE P. LEVIN, Acting Town Manager Date /o4 Assistant Program and Operations Manager Transit Assist October 1986 Definition Under the direction of the Transit Assist Manager, the Assistant Program and Operations Manager will assist the former with the general operations of the Transit Assist program. Distinguishing Characteristics This classification is distinguished from other Town classifications through the specialized knowledge, skills and training required for the performance of transit related work. Examples of Duties Assist Manager in the administration of Policies and Programs. Oversees the vehicle maintenance program. Responsible for supervision and training of the drivers. Assist in direct scheduling and dispatching functions. Oversees the reporting of the Volunteer Component. Assist in report writing and the development of equipment specifications. Responsible for organizing and implementing special trip events. Act as a backup driver, when necessary. Provides information and referral to program riders and to the community. Executes assignments and special projects as delegated by Program Manager. Minimum Qualifications Education and experience: Associate Arts degree or equivalent. One year in social services to seniors and /or disabled individuals or in business mangement. Knowledge of: Paratranbit operations for specialized groups, e.g., seniors and disabled persons; and an understanding of the particular needs of the individuals served. Knowledge of basic auto mechanics. Ability to: Supervise personnel. Maintain vehicle maintenance program. Ability to write clearly, to understand and compile statistical data. Driver's License: Possession of a valid state of California Class II driver's license: Certificates: None. JOB DESCRIPTION VOLUNTEER COORDINATOR /SCHEDULER August 1986 Definition Under the direction of the Transit Assist Manager, the Program Scheduler will per- form a variety of office functions, recruit volunteers, schedule and arrange trans- portation for clients of the volunteer driver component of Transit Assist. Examples of Duties Coordinate transportation between volunteer drivers and volunteer clients. Actively recruits volunteer drivers for the volunteer driver component. Compiles and transmits statistical data for monthly reports. Assistin direct scheduling and dispatching functions. Performs a variety of office functions. Provides information and referral to program riders, prospective riders and the general public. Executes any assignments delegated by Program Manager or Assistant Manager. Minimum Qualificatons Education and Experience: High School graduate. Experience working with Senior Citizens. Knowledge and Ability: Working knowledge of clerical and record keeping procedures. Ability to organize and coordinate activities with other agencies and individuals. Must know how to communicate effectively with people via phone and in person. Drivers License: Possession of a valid State of California Driver's License. Certificates: None Town of Los Gatos DRIVER (PART -TIME) TRANSIT ASSIST DEFINITION Part -time Driver performs all driving functions of the Transit Assist program. Responsible for transportation and safety of program clients under the general supervision of the Assistant Program and Operations Manager. DISTINGUISHING CHARACTERISTICS This classification is distinguished from all other Town classifications through the specialized knowledge, skills and training required for the performance of transit related work. EXAMPLES OF DUTIES Drives handicapped passenger- equipped van and station wagon. Provides door to door assistance to clients. Assists all clients boarding and exiting the vehicle. Ensures client safety at all times. Identifies vehicle maintenance problems to Assistant Manager. Responsible for daily vehicle inspection as directed by Assistant Manager. Responsible for vehicle cleanliness. Effective communicator between the Transit Assist program and the community. MINIMUM QUALIFICATIONS High School diploma or equivalent. Able to work with the senior and handicapped population. Must be able to obtain a Class II Califormia Driver's License. Good driving record. Good physical condition. CPR and First Aid training at beginning of employment. Fiscal Impacts: None Attachments: Motion and Vote: SARATOGA CITY COUNCIL 'EXECUTIVE SUMMARY NO. /;la. AGENDA ITEM MEETING DATE: 1 -21 -87 CITY MGR. APPROVAL ORIGINATING DEPT: Inspection Services SUBJECT: CONSTRUCTION ACCEPTANCE FOR TRACT 7578, 4TH OAK, FLOYD GAINES Recommended Motion: Grant "Construction Acceptance" to the Tract 7578 and release cash bond. Repoft Summary: The public improvments required for the sdbject tract have been satisfactorily completed. This "Construction Acceptance" will begin the one (1) year maintenance period. 1. Memo describing development and bond Staff recommendation 5 -0. TO: MEMORANDUM FROM: Inspection Services SUBJECT: Bond Release for: mrart 7578 The work guaranteed by the bond listed below has been satisfactorily completed. I am, therefore, requesting that bond be released as follows: 1. Bond Type: CASH 2. Amount: $2000 3. Receipt, Bond or certificate no.: 5868 4. Date Posted: 7 5. Bond posted by: Floyd Gaines 6. Work guaranteed: rnnstruction improvements 7. Account Number: 0001 -1045 Issue Bond release to: Name: Floyd Gaines Address: 10 Jackson St. #201 Los Gatos, CA. 95030 Rober Shook City' Engineer 'Finance Department 13777 FRUITVALE AVENUE SARATOGA. CALIFORNIA 95070 (408) 867 3438 Floyd Gaines, 4th Oak DATE: 1-7-87 mow SKI/AT:BS: I. M ISIL RECEIVED FROM TAX BUSINESS LICENSE TAX BUILDING PERMITS PLUMBING PERMITS ELECTRIC PERMITS MECHANICAL PERMITS GRADING PERMITS PUBLIC HEARINWEIRS/ GED/CONSULTING DEPOSITS ADDRESS FOR: PLAN CHECK FEES CONSTRUCTION UARCO Business Forms sAR AT Cs Cr' 13777 FRUITVALE AVENUE SARATOGA, CALIF. 95070 PHONE: (408) 867-3438 21-3510 21-3030 21-3040 21-3500 21-3501 21-3511 21-3512 21-3502 FINAL MAP REVIEW 21-3513 SUBDIVISION PARK 21-3503 DEDICATION FEES 55-3550 STORM DRAIN 21-3504 FEE 87-3551 CALABAZAS 21-2100 IMPROVEMENT FEE 21-3560 CALABAZAS FIRE 21-2110 PROTECTION FEE 21-3561 REFUNDABLE DEPOSITS SUBDIVISION REVIEW FEES BUILDING SITE REVIEW FEES VARIANCE APPLICA- TION FEES 21-3520 COND. USE PERMITS APPLICATION FEES 21-3521 ENGINEERING INSPECTION FEES 21-3530 -2 APPLICATION NO. OR ADDRESS OF PROJECT: -Tr I 7 No. 05868 RECEIVED BY g444 AMOUNT: FOR: DATE 7, AIRMIN■11111111.••• 21-3565 APPEALS OTHER DEVEL- OPMENT FEES 21-3549 DESIGN REVIEW APPLICATION FEES 21-3540 EIR REVIEW FEES 21-3547 CENTRAL PLAN/ REZONING FEE 21-3548 SPECIFIC PLAN FEE SALE OF MAPS/ PUBLICATIONS 21-3562 TOTAL: "'o 21-3700 XEROXING 214800-250-20 6••7 s AMOUNT: ifoe 'tA DEPT. 19 er' 11110 FLOYD F. GAINES ENTERPRISES 10 Jackson Street, No. 201, Los Gatos, California 95030 y sy,„_e eur ir 0 CP C 'EXECUTIVE SUMMARY NO. 3 AGENDA ITEM MEETING DATE: ORIGINATING DEPT: Fiscal Impacts: None Attachments: Motion and Vote: Staff recommendation 5 -0. SARATOGA CITY COUNCIL January 21, 1987 Inspection Services SUBJECT: CONSTRUCTION ACCEPTANCE FOR 20015 COX AVENUE, ROBERT MC BRIDE SDR -1462 Recommended Motion: Grant "Construction Acceptance" to 20015 Cox Avenue and release cash bond. Report Summary: The public improvements required for the subject lot have been satisfactorily completed. This "Construction Acceptance" will begin the one (1) year maintence period. 1. Memo describing development and bond CITY MGR. APPROVAL Rao TO: FROM: SUBJECT: MEMORANDUM Finance Department Inspection Services Bond Release for: 20015 Cox Avenue Mc Bride, SDR -1462 13777 FRUITVALE AVENUE SARATOGA. CALIFORNIA 95070 (408) 887 -3438 The work guaranteed by the bond listed below has been satisfactorily completed. I am, therefore, requesting that bond be released as follows: 1. Bond Type: CASH 2. Amount: $3000 3. Receipt, Bond or certificate no.: 8451 4. Date Posted: 9t 85 5. Bond posted by: Donald Schaffer 6. Work guaranteed: street improvements 7. Account Number: 0001 1045 Issue Bond release to: Name: Robert Mc Bride Address: 20015 Cox Avenue Robert Shook City Engineer Saratoga, CA. ,95070 DATE: 1 -12 -87 EXECUTIVE SUMMARY NO. 7;1/4 MEETING DATE: January 21, 1987 Fiscal Impacts: None ORIGINATING DEPT: Inspection Services Recommended Motion: Attachments: 1. Memo 2. Resolution 36 -B Motion and Vote: Staff reconendation Staff recommendation 5 -0. SARATOGA CITY COUNCIL AGENDA ITEM CITY MGR. APPROVAL SUBJECT: FINAL ACCEPTANCE OF TRACT 6632, GERALD BUTLER, MONTALVO HEIGHTS DR. Grant "Final Acceptance" to the subject building site and Resolution 36 -B. Report Summary: The public improvements required for the subject building site have been satisfactorily completed and the one year maintenance completed. MEMORANDUM II' ©0 AU 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 867 -3438 TO: City Council FROM: Director of Community Development SUBJECT: Final Acceptance for Tract 6632 Location: Montalvo Heights Drive The one (1) year maintenance period for Tract 6632 has expired and all deficiencies of the improvements have been corrected. Therefore, I recommend the streets and other public facilities be accepted into the City system. Attached for City Council consideration is Resolu- tion 36 -B which accepts the public improvements, easements and rights -of -way. Since the developer has fulfilled his obligation described in the improve- ment contract, I also recommend the improvement securities listed below be released. The following information is included for your information and use: 1. Developer: Gerald Butler Address: 15015 Vickery Ln. 2. Date of Construction Acceptance: 3. Improvement Security: Type: Security Bond Receipt, Bond or Certificate No.: RSS /dsm Amount: $74,000 Issuing Co: United Pacific Insurance Company Address: Federal Way Washington U453066 1 -15 -86 4. Miles of Public Street: .10 miles 5. Special Remarks: DATE: 1-8-87 Ro• -rt S. Shook EXECUTIVE SUMMARY NO. MEETING DATE: 1/21/87 ORIGINATING DEPT.: Planning SUBJECT: Recommended Motion: Deny request for waiver of annexation rights for site located at 21350 Blue Hills Road. Report Summary: At the City Council Committee -of -the -Whole meeting on 1/13/87, the Committee agreed that annexing the above property would be consistent with the Council's past policy on annexation and suggested that the item could be placed on the consent agenda before the Council. Approval of consent will deny request for waiver of annexation and, in effect, direct the applicant to apply for annexation to the City of Saratoga. Fiscal Impacts: None at this time. Minor long term costs for street maintenance and law enforcement which would not be offset by increased revenues. Attachments: None Motion and Vote: Nelson: Request for Waiver of Annexation, Blue Hills Road APN 366 -06 -26 Staff recommendation 5-0. SARATOGA CITY COUNCIL AGENDA ITEM: 4 4f1 CITY MGR. APPROVA EXECUTIVE SUMMARY SUBJECT: Hakone Donation Recommended Motions Report Summary Fiscal Impact $50.00 donation. Attachments Motion Vote Staff recommendation 5-0. SARATOGA CITY COUNCIL a ,1 `o MEETING DATE: January 21, 1987 City Mgr Approval ORIGINATING DEPARTMENT: Maintenance 1 Agenda Item q 20 Accept and acknowledge, by way of a letter from the Mayor, a donation of $50.00 from the Sunnyvale Garden Club. The Sunnyvale Garden Club has donated $50.00 to the Hakone Gardens. The donation and a copy of the acknowledgement letter have been forwarded to the Hakone Foundation. EXECUTIVE SUMMARY ago Agenda Item ilA ;1 t MEETING DATE: January 21, 1987 City Mgr Approval ORIGINATING DEPARTMENT: Maintenance SUBJECT: Hakone Donation Recommended Motions Accept and acknowledge, by way of a letter from the Mayor, a donation of $25.00 from Kurt and Barbara Voester of Saratoga. Report Summary Mr. and Mrs. Kurt Voester of Saratoga have donated $25.00 to the Hakone Gardens. The donation and a copy of the acknowledgement letter have been forwarded to the Hakone Foundation. Fiscal Impact $25.00 donation. Attachments Motion Vote Staff recommendation 5 -0. SARATOGA CITY COUNCIL 1 EXECUTIVE SUMMARY NO. SARATOGA CITY COUNCIL AGENDA ITEM 110 .mod MEETING DATE: January 21, 1987 CITY MGR. APPROVAL ORIGINATING DEPT: Engineering SUBJECT: Vacation of a, private storm drain easement and ingress- egress easement offered for dedication on the Lands of Duncan,.(Sara.toga -Los Gatos Road at Glen Una Drive). Recommended Motion: Adopt attached resolution vacating the private storm drain easement and ingress egress offered for dedication on the Lands of Duncan. Report Summary: On January 7, 1980, the Lands of Duncan were subdivided and the property owner offered for dedication a provate storm drain easement and ingress- egress easement. The City never accepted the offers of dedication for those two easements. On November 5, 1981, the property owner filed a map reverting the subdivision to acreage. However, the reversion map still makes reference to the aforementioned easements. Therefore, the offer to dedicate the easements continue to exist. The property owner has requested that the City formally vacate the easements in order to bring the property into conformity with the intent of the reversion to acreage map. The contents of the resolution vacating the easements, and the descriptions of the easements, have been verified by the City engineering department. The City engineering department has no objection to vacating either of these easements offered for dedication. Fiscal Impacts: Attachments: Resolution of the City Council of the City of Saratoga Vacating a, Private. Storm Drain Easement and Ingress Egress Easement Offered for Dedication. Copy of Reversion to Acreage Map Motion and Vote: Staff recommendation 5 -0. RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA VACATING A PUBLIC SERVICE EASEMENT AND SANITARY SEWER EASEMENT WHEREAS, Alice P. Siegrist (hereinafter "Siegrist executed an Owner's Certificate offering for dedication a public service easement and sanitary sewer easement as identified, described, and delineated on that Parcel Map recorded and filed in Book 457 of Maps, at page 6, in the office of the County Recorder of the County of Santa Clara, State of California, on January 7, 1980, (hereinafter referred to as the "Map and WHEREAS, on December 12, 1979, the City of Saratoga (hereinafter "City accepted the offer of dedication of the aforementioned public service easement or and sanitary sewer easement; and WHEREAS, Siegrist caused a Map to be filed and recorded in Book 492 of Maps, at page 1, in the office of the County Recorder of the County of Santa Clara, State of California, on November 5, 1981, reverting to acreage the lands contained within the Map; and WHEREAS, said reversion to acreage map indicates that the aforementioned public service easement and sanitary sewer easement are to be abandoned; and WHEREAS, California Streets and Highways Code Section 8333 provides that the legislative body of a local agency may summarily vacate a public service easement and sanitary sewer easement if such easements have not been used for the purposes for which they were dedicated or acquired for five consecutive years immediately preceeding the proposed vacation; and WHEREAS, Alice and Paul Duncan (hereinafter "Duncans the current owners of the real property delineated on the Map, have requested that the City vacate the public service easement and sanitary sewer easement accepted by the City as identified, described and delineated on the Map, inasmuch as said easements have not been used for the purposes for which they were dedicated and acquired for five consecutive years immediately preceeding the Duncans request for the proposed vacation of said easements; and WHEREAS, the City has determined that the public service easement and sanitary sewer easement which the Duncans have requested to be vacated have not been used for the purposes for which they were dedicated and acquired for five consecutive years immediately preceeding the Duncans request for the proposed vacation of said easements; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SARATOGA RESOLVES THAT: 1 1. The public service easement and sanitary sewer easement identified, described and delineated on that Parcel Map filed and recorded in Book 457 of Maps, at page 6, in the office of the County Recorder of the County of Santa Clara, State of California, on January 7, 1980, and marked as "TO BE ABANDONED" on that reversion to acreage map filed and recorded in Book 492 of Maps, at page 1, in the office of the County Recorder of the County of Santa Clara, State of California, on November 5, 1981, are hereby vacated pursuant to the authority of Chapter 4, (commencing at Section 8330) of Part 3, of Division 9 of the California Streets and Highways Code, and that from and after the date that this resolution is recorded, the aforementioned public service easement and sanitary sewer easement shall no longer constitute such easements as dedicated by Siegrist and acquired by the City. 2. The Saratoga City Clerk shall cause a certified copy of this resolution, attested by the clerk under seal, to be recorded without acknowledgment, certificate of acknowledgment or further proof, in the office of the Recorder of Santa Clara, California. AYES: NOES: ABSENT: Attest: City Clerk The foregoing resolution was passed and adopted at a regular meeting of the City Council of the City of Saratoga held on the day of 1987, by the following vote: Mayor, City of Saratoga 2 d0TIS AND LEGCND d are or4/4 .4/ta'rdq�{( �`�i.eJ Avid: T7J1117L'nrc/�:I dwCalr //'v .h,/•c -76 1A J e 4/.4 fey rf,'adlul✓iv •oGil l ahi •+ur. GnlAr' a A /4-w4 A'�f r. y .tft•r06.4 4umrS Awe' h/C41 5 hind /rs� l r w i.v il4rrwiv no+4d. A.l.LZ'• /R/v4rl I70IM.>fI,.v MJIMfwP .f11. /L NAyC, /4 ,ftMUr 4014I41 NUM 14II £LS J4v /T44r1lwa{ 14IIMI47. f 4 FRUITVALI AVINUI 4 tit il t r old 5cA�l1 :1'.10' 244 7 Auto I. 04044T •Ar14'4.44v Cam• is•••Y) d l of i Q o CERTIFICATE! /674 o i 4 J /4/ i ons ,t� owner gf gr leo iv -rip-nee/kV, 75'1/1 n we L "tel,sYV /4C4. 404:4 #1 �e14 .14 w rpae rr{dmvM Met /1n MI ao(y,otr••• w.4 1I and n1 •••I env' if)* eo /6 rn• /papa•/3 and /.�j1 /.4.* Vol b V .oan a,[.xwd/ny ././e4 .(44W/v/4434 as Jrbwa at 144.0i/ J 4CAMJI. i rott.a.t. nff 4f4rgare IfSO•r• a1 O•r$C,•. •tai uaar 1 SILVV Comm a,: o 4d-rn SLIM r .Kcxcnw ACKNOWLIDQMINT STATE OA C.N./.V4/4/.4 C L/Nrr D/ J4fT4 CL1 4 I I 04 /ffif G ab 1/ Ge'lgyt• /ll; 447.-eme, ffo under` sy ntd Ab72y A/67C 44 4 'Ja /d J1ote,/t/saa//y a agvurati I s /f ell it 4411. 4,e Ale 04,I *AmT 4444 4 y Jer fe �J6 /Q 40,4 i4J/rc:nlnt ocknow/ /Cjet /ff of J4J CeaovAlt ,t /anal 41 *woe 11/71/MS .j Aid a d 0914,149./. 44:r er, 44. f 4DA 7A'e cwrry 4441 41, 1L•q or G4totwe4 Q•V UH��� DRIVE o J ,,,,A.0— jar i T 4/ 1031 •,0.r/$a• Abaci ARS) a 4/..ePno/C o (L I. af7tf r/%9/// 1 7407124 JTAI/T Oeac4T,'0M to N 4J.4W=WI 1 v t, J 4/ 4 e o d dy 1>ft L Yy 4%007 "Me 074, e olio, J/bh 0/ day i� t2et e. GRACG E.Ct7RY �tJt�IVrioa'S CERi1FICJCTS Li f J 1 •msW Mel s n preps /e.i �r to or under ns.r die/6'1 d 1104 n we. 11• /lean/ Aerie /4 mn� rnencl with r ie 7ej}�u/r /e Me 1t'• and /we/ rd/ne4ee{ at t.Se 'gpuei/ Q7n- 64 ,/fN/ /*ir�y Nb/, /Sf,:f 4IvI44iON 7a ACU4II Ic[. a44r+v At a j a v aneWeee /y ypsror h nL' /v! m.. 4761E 19�7�.d LG ,taw Ant i/ /.574,,/ CITY INSINIIR'S CERTIFICAT1 nfil me csmice ml w•,rif Alt /a /a/rl ifnL Jujd, v,ji .s ar✓.bv/udlg oa/,' u on a I4- or. Ma 1RSCORDIR'S CERT1FICATI Fes I ,00 A e9:* 4 7ff /1„1 dog if N011 �ti« !!I o f 1' re. P.A E H .pJ et Poyl,. -1_ at 1. 7000 i *ower4 a14. OWN A. MA.4W Caur,,.,fJC- BASIS OF BEARINGS 7b! Mar /n9 N. 0'11;0 'w #f/14 nothr/ fe5oec y /4I &L am., o co x /44e4 M4Prec.7,CeI /a 'oak s7 e/,Y a r gaol C, J. ci Cow* 4 ravdi n•I /b4 4 4f /.!o *Ill ,/4e4, fi lap M This isnctaau :N(6yoft�atand but Iscompllad (i oln data shown by thin official •i CIRTI1ICATI OF CITY CLERK APPROVAL rr icu T Tina I ��:an�.a Co :npany. /hrnbrcerl,'/ s WrfLl /04/IDACtM5enaa /,Yv 010 f y ctz Jaex alt rq_ 5 et' dv /y ou!Nor /je.4 n.r h e da4 /Jjr ¢_h gj Yo VC Jl/. REVERSION TO ACREACI CONSISTING OF ONE (t) SHEET 1:41/43 AU. OF PARCEL'A'ANO ON THAT CERTAIr. MAP'RECOROED Is 600K 457 OF 11AP5 AT VALE 6, SANTA CLA COUNT'( RMCORDS AND LYING WITHIN `nil CITY OF SARATOGA CALIFORE. 416-4 N 3WACK AND ASSOCIATE CIVIL SNOINEERS /PLANNERt. IV SECOND STREET LOS ALTOB, CALIFORNIA, 640. EXECUTIVE SUMMARY NO. )0 MEETING DATE: ORIGINATING DEPT: Fiscal Impacts: Motion and Vote: Staff recommendation 5 -0. SARATOGA CITY COUNCIL January 21, 1987 Engineering AGENDA ITEM /10 CITY MGR. APPROVAL SUBJECT: Vacation of a Portion of a Public Service Easement on Lot 56 of Tract 6528, Unit Two, the Parker Ranch Subdivision. Recommended Motion: Adopt attached resolution vacating a public service easement on Lot 56 of Tract 6528, Unit Two, in the Parker Ranch subdivision. Report Summary: On May 3, 1982, a public service easement was offered for dedication by the owner of the subject property. That offer of dedication was accepted by the City. The easement was originally created to accommodate a storm drain outfall which the exact location was to be determined in the field. The storm drain is now in place in a separate easement, 20 feet in width along the storm drain, which has been provided to the City. The property owner now requests that, in order to accommodate a lot line adjustment between Lots 55 and 56, and to provide a desirable building site within Lot 56, that the City vacate the portion of the public service easement as defined in the metes and bounds description. The contents of the resolution vacating this easement, and the description of this easement, have been verified by the City engineering department. City engineering department has no objection to vacating this easement. Attachments: Resolution of the City Council of the City of Saratoga Vacating a Public Service Easement on Lot 56 of Tract 6528, Unit Two. Copy of a Map Indicating the Location of the Portion of the Public Service Easement Sought to be Abandoned on Lot 56. RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA VACATING A PUBLIC SERVICE EASEMENT ON LOT 56 OF TRACT 6528, UNIT TWO WHEREAS, Valley Title Company, a California Corporation (hereinafter "Valley Title executed an owner's certificate offering for dedication a public service easement on Lot 56 of Tract 6528, Unit Two, as identified, described and delineated on that Map recorded and filed in Book 499 of Maps, at pages 35 through 41, in the Office of the County Recorder of the County of Santa Clara, State of California, on May 3, 1982 (hereinafter referred to as the "Map and WHEREAS, on April 21, 1982, the City of Saratoga (hereinafter "City accepted the offer of dedication of the aforementioned public service easement; and WHEREAS,. California Streets and Highways Code Section 8333 provides that the legislative body of a local agency may summarily vacate a public service easement if the date of dedication or acquisition of said easement is less than five years, and more than one year, immediately preceeding the proposed vacation, and the easement was not used continuously since the date of dedication or acquisition; and WHEREAS, Valley Title has requested that the City vacate a portion of the aforementioned public service easement accepted by the City, that portion of said easement being identified, described, and delineated in the metes and bounds description attached hereto as Exhibit "A" and incorporated herein by reference, inasmuch as said portion of said easement was dedicated to and acquired by the City less than five years, and more than one year, immediately preceeding this proposed vacation, and said portion of said easement has not been used continuously since the date of dedication and acquisition; and WHEREAS, the City has determined that the aforementioned portion of the public service easement which Valley Title has requested to be vacated was dedicated to and acquired by the City less than five years, and more than one year, immediately preceeding this proposed vacation, and said portion of said easement has not been used continuously since the date of dedication and acquisition; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SARATOGA RESOLVES THAT: 1. That portion of the public service easement on Lot 56 of Tract 6528, Unit Two, identified, described and delineated in the metes and bounds description attached hereto as Exhibit "A" and incorporated herein by reference, dedicated by Valley Title and acquired by the City as a portion of the public service easement identified, described and delineated on that map filed and recorded in Book 499 of Maps, at pages 35 through 41, in the Office of the County Recorder of the County of Santa Clara, State of California, on May 3, 1982, is hereby vacated pursuant to the authority of Chapter 4 (commencing at section 8330) Part 3, of Division 9 of the 1 California Streets and Highways Code, and that from and after the date that this resolution is recorded, the aforementioned portion of the public service easement shall no longer constitute such an easement as dedicated by Valley Title and acquired by the City. 2. Except for the portion of the aforementioned public service easement expressly vacated pursuant to the description contained in paragraph 1 above, all other easements and offers of dedication identified, described, and delineated on Lot 56 on the map recorded and filed in Book 499 of Maps, at pages 35 through 41, in the Office of the County Recorder of the County of Santa Clara, State of California, on May 3, 1982, are not vacated by the City at this time. 3. The Saratoga City Clerk shall cause a certified copy of this resolution, attested by the clerk under seal, to be recorded without acknowledgement, certificate of acknowledgement or further proof, in the Office of the Recorder of Santa Clara County, California. AYES: NOES: ABSENT: Attest: City Clerk The foregoing resolution was passed and adopted at a regular meeting of the City Council of the City of Saratoga held on the day of 1987, by the following vote: Mayor, City of Saratoga 2 E X H I B I T 'A' A portion of the Public Service Easement lying within Lot 56 as shown on the Map of Tract 6528 the Parker Ranch, which Map was recorded in Book 499 of Maps, at Pages 35 thru 41 Santa Clara County Records, said Public Service Easement being more particularly described as follows: Commencing at the Southwest corner of said Lot 56, said Southwest corner being also a point on the Easterly line of Chiquita Court and being also the Northwest corner of Lot 55, said Chiquita Court and Lot 55 also being shown on said Map of Tract 6528; thence along the common line of said Lot 55 and 56, North 51 50' East 10.00 feet to the True Point of Beginning; thence from said True Point of Beginning continuing along said common line of Lots 55 and 56 North 51 50' East 70.00 feet; thence leaving said common line along the Northerly line of a P.S.E. as shown on said Tract Map of Tract 6528, North 62 21'12" West 70.00 feet; thence leaving said Northerly line South 05 15'36" East 76.06 feet to the True Point of Beginning. .I/V_gGt/__Fabfa' 7/ 00/ oc q 0 c)rs 0 o C 17: 7 CO Wo r,s/ Jr/ 66'O/ I SIO •2; •:C 00 *s c .4) c- qz1 "4. -..S -Pass •'V E 00 7 101 0 C, 1/43 t•I 41 09 vz f I 3 CV _gg os• :7 01:y g 0 A 4 ,9 -..g a 4 ,.7 .\,4'. 4 A /1-f 7 //b G G r 0 1Ra v N N lEss„ ai A, I '3‘ t. St C.6 6 DOZZ 3,0 0 68 N noo noiho 'EXECUTIVE SUMMARY NO. /c.1 f MEETING DATE: January 2 1987 ORIGINATING DEPT: Fiscal Impacts: Staff recommendation 5 -0. SARATOGA CITY COUNCIL Engineering AGENDA ITEM CITY MGR. APPROVAL SUBJECT: Vacation of a Portion of a Public Service Easement on Lot 55 of Tract 6528, Unit Two, the Parker Ranch Subdivision Recommended Motion: Adopt attached resolution vacating a Public service easement on Lot 55 of Tract 6528, Unit Two in the. Porker Ranch subdivision. Report Summary: On May 3, 1982, a public service easement was offered for dedication by the owner of the subject property. That offer of dedication was accepted by the City. The easement was originally created to accommodate a storm drain outfall which the exact location was to be determined in the field. The storm drain is now in place in a separate easement, 20 feet in width along the storm drain, wh,ich.has been provided the City. The property owner now requests that, in order to accommodate a lot line adjustment between Lots 55 and 56, and to provide a desirable building site within Lot 55, that the City vacate the portion of the public service easement as defined in'the metes and bounds description. The contents of the resolution vacating this easement, and the description of this easement, have been verified by the City engineering department. City engineering department has no objection to vacating this easement. Attachments: Resolution of the City Council of the City of Saratoga Vacating a Public Service Easement on Lot 55 of Tract 6528, Unit Two. Copy of a Map Indicating the Location of the Portion of the Public Service Easement Sought to be Abandoned on Lot 55. Motion and Vote: RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA VACATING A PUBLIC SERVICE EASEMENT ON LOT 55 OF TRACT 6528, UNIT TWO WHEREAS, Valley Title Company, a California Corporation (hereinafter "Valley Title executed an owner's certificate offering for dedication a public service easement on Lot 55 of Tract 6528, Unit Two, as identified, described and delineated on that Map recorded and filed in Book 499 of Maps, at pages 35 through 41, in the Office of the County Recorder of the County of Santa Clara, State of California, on May 3, 1982 (hereinafter referred to as the "Map and WHEREAS, on April 21, 1982, the City of Saratoga (hereinafter "City accepted the offer of dedication of the aforementioned public service easement; and WHEREAS, California Streets and Highways Code Section 8333 provides that the legislative body of a local agency may summarily vacate a public service easement if the date of dedication or acquisition of said easement is less than five years, and more than one year, immediately preceeding the proposed vacation, and the easement was not used continuously since the date of dedication or acquisition; and WHEREAS, Valley Title has requested that the City vacate a portion of the aforementioned public service easement accepted by the City, that portion of said easement being identified, described, and delineated in the metes and bounds description attached hereto as Exhibit "A" and incorporated herein by reference, inasmuch as said portion of said easement was dedicated to and acquired by the City less than five years, and more than one year, immediately preceeding this proposed vacation, and said portion of said easement has not been used continuously since the date of dedication and acquisition; and WHEREAS, the City has determined that the aforementioned portion of the public service easement which Valley Title has requested to be vacated was dedicated to and acquired by the City less than five years, and more than one year, immediately preceeding this proposed vacation, and said portion of said easement has not been used continuously since the date of dedication and acquisition; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SARATOGA RESOLVES THAT: 1. That portion of the public service easement on Lot 55 of Tract 6528, Unit Two, identified, described and delineated in the metes and bounds description attached hereto as Exhibit "A" and incorporated herein by reference, dedicated by Valley Title and acquired by the City as a portion of the public service easement identified, described and delineated on that map filed and recorded in Book 499 of Maps, at pages 35 through 41, in the Office of the County Recorder of the County of Santa Clara, State of California, on May 3, 1982, is hereby vacated pursuant to the authority of Chapter 4 (commencing at section 8330) Part 3, of Division 9 of the California Streets and Highways Code, and that from and after the date that this resolution is recorded, the aforementioned portion of the public service easement shall no longer constitute such an easement as dedicated by Valley Title and acquired by the City. 2. Except for the portion of the aforementioned public service easement expressly vacated pursuant to the description contained in paragraph 1 above, all other easements and offers of dedication identified, described, and delineated on Lot 55 on the map recorded and filed in Book 499 of Maps, at pages 35 through 41, in the Office of the County Recorder of the County of Santa Clara, State of California, on May 3, 1982, are not vacated by the City at this time. 3. The Saratoga City Clerk shall cause a certified copy of this resolution, attested by the clerk under seal, to be recorded without acknowledgement, certificate of acknowledgement or further proof, in the Office of the Recorder of Santa Clara County, California. AYES: NOES: ABSENT: Attest: City Clerk The foregoing resolution was passed and adopted at a regular meeting of the City Council of the City of Saratoga held on the day of 1987, by the following vote: Mayor, City of Saratoga A L portion o f P/ Service Easement lying within T o 55 a si r•z.r.. on th pai LiC11 of the 1 Public L l�.v EH��l :l �v :iL 1 lily LL /t 55 H.: shown li 1 the Map of Tract 6528, the Parker Ranch, which Map was recorded in Book 499 of Maps. at Pages 35 ;hru 41, Santa Clara County Records, said Public Service Easement being more particularly described as follows Commencing at the Northwest corner of said lot 55, said Northwest corner being also a point on the Easterly line of Chiquita Court and being also t1 e Southwest corner 4 d Chiquita Lot e e .,1VL.iLh'iv eSt V♦ %i n'„ of Lot )l''. said �11iC�tli iiw Court L •L �l� also �LGi;, shown on said Map of Tract 6528: thence along the common line of said Lot 55 and North C as i feet the True s t Beginning; cn fr 56, "�t,l Lh 1" ,0' East b.Ov to the Point of P..,,.ilnlli�, tL..r__., from said True Point of Beginning continuing along said common lines of Lots 55 and 56 North 51 50' East 70.00 feet; thence leaving said common line aT right angles South "8 10' East 20.00 feet; thence along a line that is. p with. measured at right angles 20.00 feet from said common line of Lots 55 and 56, South 51 j0' West 70.00 feet; thence at right angles North 2P 10 West 20.00 feet to the True Point of Beginning. Public Service Easement JMH 2353 Revi januar 14, 1987 EXHIBIT 'A' 'tea l ,tr -sccir I V" ..S, c., ti I (le c` k t o 1 1 V cs It 1 .7 1 i... P 1, t f 4 ;o'Itt y' 114;1. e ,,2 o, .1- 1.) 4 st i.. A q o 0.•,) 4 P:r I IP ti 4 p 0 Ai t,i,1-•.<1 ni:c.. 4 •0 ..s .9 -5--. si,..., a C i.e.. c••, s, .4 -0, e. •0 ■4 5' -il g v.4- 0 ,e. CA .;1t ....7?.. 4., 6'...).e. ..r, 3„ (1) .4 V r.. 16 1" .t t. ..4: ill A 0 0 k.) b:Y .2'-f,"2 E 1 0 I il l _.',..1-- .31/ 3/ 0 .32.,f i ,7 1 i ,‘i y i c 41.1-i 3 q 4 0. 0 4 a2/ a. -0 roo9 fl'i"-?"'""-39' a 0/ v t., D LJ n (Y .14 0 s.a\ ,N 11 3 t.` •P 4‘.›. s s '1 ILI! 119 1 0 0 2 '43 'S n r, '..S• h 1; q: ..2, t"...-Q i i r. 7 ,s ti l ti o f vi et: 0 0 EXECUTIVE SUMMARY NO. /0Z, Q-- 0 SARATOGA CITY COUNCIL AGENDA ITEM MEETING DATE: January 21, 1987 CITY MGR. APPROVAL ORIGINATING DEPT: Engineering SUBJECT: Vacation of a Public Service Easement on Lot 52 of Tract 6528, Unit 2, the Parker Ranch Subdivision. Recommended Motion: Adopt attached resolution vacating the public service easement on Lot 52 of Tract 6528, Unit 2 of the Parker Ranch subdivision. Report Summary: On May 3, 1982, Tract 6528 was subdivided and the City accepted an offer of dedication made by the property owner for a public. service easement on Lot 52 of that subdivision. The property owner now requests that a portion of that easement be vacated in order to facilitate the construction of a garage on the property, One purpose-of the subject easement is to provide surface water drainage area on that portion of the property. As a condition to the vacation of this easement, the owners shall execute an indemnity agreement holding the City harmless and agreeing to indemnify the City should any water, flood, or earth movement damages be caused by the subdivision,' development, use and /or occupancy of the portion of the easement which the owners request to have vacated. The :contents of the resolution vacating the easement, and the description of the easement, have been verified by the City engineering department. The City engineering department has no objection to vacating this easement which was offered to and accepted by the City. Fiscal Impacts: Attachments: Resolution of the City Council of the City of Saratoga Vacating a Portion of a. Public Service Easement on Lot 52 of Tract 6528. Copy of Map indicating Location of Portion of Easement sought to be Vacated. Motion and Vote: Staff recommendation 5 -0. J RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA VACATING A PORTION OF A PUBLIC SERVICE EASEMENT ON LOT 52 OF TRACT 6528 WHEREAS, Valley Title Company, a California Corporation (hereinafter "Valley Title executed an owner's certificate offering for dedication a public service easement on Lot 52 of Tract 6528 as identified, described and delineated on that Map recorded and filed in Book 499 of Maps, at pages 35 through 41, in the Office of the County Recorder of the County of Santa Clara, State of California, on May 3, 1982 (hereinafter referred to as the "Map and WHEREAS, on April 21, 1982, the City of Saratoga (hereinafter "City accepted the offer of dedication of the aforementioned public service easement; and WHEREAS, Eng Lee and Tracy Lee (hereinafter "Lees are the current owners of Lot 52 as described above; and WHEREAS, California Streets and Highways Code Section 8333 provides that the legislative body of a local agency may summarily vacate a public service easement if the date of dedication or acquisition of said easement is less than five years, and more than one year, immediately preceeding the proposed vacation, and the easement was not used continuously since the date of dedication or acquisition; and WHEREAS, the Lees have requested that the City vacate that portion of the aforementioned public service easement accepted by the City, that portion of said easement being identified, described, and delineated in the metes and bounds description attached hereto as Exhibit "A" and incorporated herein by reference, inasmuch as said portion of said easement was dedicated to and acquired by the City less than five years, and more than one year, immediately preceeding this proposed vacation, and said portion of said easement has not been used continuously since the date of dedication and acquisition; and WHEREAS, the City has determined that the aforementioned portion of the public service easement which the Lees have requested to be vacated was dedicated to and acquired by the City less than five years, and more than one year, immediately preceeding this proposed vacation, and said portion of said easement has not been used continuously since the date of dedication and acquisition; WHEREAS, one of the purposes for which the aforementioned public service easement was dedicated and acquired was to provide a surface water drainage area on said Lot 52; and WHEREAS, the Lees shall execute an Indemnity Agreement, a copy of which is attached hereto as Exhibit "B" and incorporated herein by reference, holding the City harmless from any damages that may occur from any surface water drainage, flooding or earth movement on the aforementioned portion of the public service easement which the Lees have requested the City to vacate; 1 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SARATOGA RESOLVES THAT: 1. That portion of the public service easement on Lot 52 of Tract 6528, Unit Two identified, described and delineated in the metes and bounds description attached hereto as Exhibit "A" and incorporated herein by reference, dedicated by Valley Title and acquired by the City as a portion of the public service easement identified, described and delineated on that map filed and recorded in Book 499 of Maps, at pages 35 through 41, in the Office of the County Recorder of the County of Santa Clara, State of California, on May 3, 1982, is hereby vacated pursuant to the authority of Chapter 4 (commencing at section 8330) Part 3, of Division 9 of the California Streets and Highways Code, on the condition that the original Indemnity Agreement, a copy of which is attached hereto as Exhibit "B" and incorporated herein by reference, is recorded with the County Recorder for Santa Clara County, California, and that from and after the date that this resolution is recorded, the aforementioned portion of the public service easement shall no longer constitute such an easement as dedicated by Valley Title and acquired by the City. 2. Except for the portion of the aforementioned public service easement expressly vacated pursuant to the description contained in paragraph 1 above, all other easements and offers of dedication identified, described, and delineated on Lot 52 on the map recorded and filed in Book 499 of Maps, at pages 35 through 41, in the Office of the County Recorder of the County of Santa Clara, State of California, on May 3, 1982, are not vacated by the City at this time. 3. The Mayor of the CIty of Saratoga, California is hereby authorized to execute on behalf of the City, the aforementioned Indemnity Agreement. 4. The Saratoga City Clerk shall cause a certified copy of this resolution, attested by the clerk under seal, to be recorded without acknowledgement, certificate of acknowledgement or further proof, in the Office of the Recorder of Santa Clara County, California. The Saratoga City Clerk shall also cause the fully executed Indemnity Agreement referred to in paragraph 3 above to be recorded in the office of the Recorder of Santa Clara County, California. AYES: NOES: ABSENT: Attest: City Clerk The foregoing resolution was passed and adopted at a regular meeting of the City Council of the City of Saratoga held on the day of 1987, by the following vote: Mayor, City of Saratoga 2 Legal Description of a Public Service Basement lying within Lot 52 of Tract 6528 which is to be abandoned. Commence at the No orthwest corner ofLot 52 as shown on the Map of Tract 6528 which Map was recorded In Book 199 of Maps, pages 35 -11 Santa Clara County Records; thence along the Westerly line of sandlot 52, said Westerlybne being also the .Easterly line of Diamond Oaks Court a public street shown on said Map of Tract 6528, Southwesterly along the arc of a curve to the right with a radius of 130.12 feet through a moire angle of 6 0 5311" for an arc distance of 1570 feet; thence tangentially South 37 °1709" West 17.01 feet to the beginning of a tangent curve to the left; thence along said curve to the left with a radius of 110.00 feet through a central angle of20 5005 for an arc distance of 1000 feet to the .intersection with the Southerly line of a Public Service Easement as shown on said Hap of Tract 6528; thence leaving the Easterly fine of said Iliamond Oaks Court and the Westerly line of said lot 52 along the Southerly line of said Public Service Basement North 61 1322"East 6169 feet to the True Point of Beginning; thence continuing along said Southerly line South 61 .1322"East 5513 feet; thence leaving said Southerly line and proceeding Westerly along a line that is parallel with and 20feet Southerly measured at right angles from the Northerly line of said lot 52, South 81 West 50.11 feet; thence leaving said parallel line South 2 00"East 16.38 feet to the True Point ofBeginning. ,JMfl #2353/2796 October 1986 jiff/BIT "A" EXHIBIT q Recording requested by: CITY OF SARATOGA After recordation return to: City of Saratoga Planning Department 13777 Fruitvale Avenue Saratoga, CA 95070 INDEMNITY AGREEMENT AGREEMENT, Made this day of' 1987, by and between Eng Lee and Tracy Lee, husband and wife, "Owners and the CITY OF SARATOGA, a Municipal Corporation "City Witnesseth: Owners are the owners of that certain real property located in the City of Saratoga, County of Santa Clara, State of California, and identified, described and delineated as Lot 52 on the Map for Tract 6528, Unit Two, recorded in Book 499 of Maps, at pages 35 through 41, in the office of the County Recorder of Santa Clara County, State of California on May 3, 1982, (hereinafter referred to as "the Property A public service easement has been dedicated to and acquired by the City on the Property for the purpose of, inter alia, providing a surface water drainage area on the Property. Owners have applied to City for vacation of a portion of the aforementioned public service easement. The portion of the public service easement that owners request the City to vacate is described in the metes and bounds description attached hereto as Exhibit "A" and incorporated herein by reference. City is willing to grant the requested vacation of the above described portion of the public service easement on condition that City is expressly released and indemnified against any and all liability for loss or damage sustained by Owners, their successors and assigns, or by any other person as a consequence of water damage, flooding or earth movement within the above described portion of the public service easement, or caused to other property as a result of the subdivision, development, use and /or occupancy of the above described portion of the public service easement. NOW, THEREFORE, the parties hereto agree as follows: 1 EXHIBIT B 4 I 1. Subject to execution of this Agreement by the parties, City agrees to vacate that portion of the public service easement on the property identified in the metes and bounds description attached hereto as Exhibit "A" and incorporated herein by reference. 2. In consideration for City's vacation of the aforementioned portion of the public service easement, Owners do hereby agree to indemnify and hold City, its officer, officials, agents, employees, boards, commissions and consultants free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, costs or expenses (including the expense of attorneys fees for defending any action brought against City or any of its officer, officials, agents, employees, boards, commissions or consultants), arising out of or in any manner relating to any loss, injury or damage suffered by Owners or by any other person or persons as a result of any water damage, flooding or earth movement that may occur as a result of any subdivision, development, use and /or occupancy of that portion of the public service easement described in Exhibit "A" attached hereto and incorporated herein by reference. Owners, on behalf of themselves, and their successors and assigns, hereby acknowledge that the portion of the public service easement sought to be vacated on the property is located within a surface water drainage area and Owners expressly assume all risk of injury or damage which may be caused by the subdivision, development, use and /or occupany of said portion of said public service easement on said property by reason of it being located within such a surface water drainage area. 3. This Agreement shall run with the land and shall be binding upon the heirs, administrators, executors, successors and assigns of the Owners. IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written. ATTEST: GRACE E. CORY Deputy City clerk Government Code §40814 ENG LEE, Owner EXHIBIT 9 TRACY LEE, Owner CITY OF SARATOGA a Municipal Corporation By Mayor, City of Saratoga 2 Legzllkscription of a Public Service Easement Jyiug within Lot 52 of Tract 6528 which is to be abandoned. Commencing at the Northwest corner ofLot 52 as shown on the Map of Tract 6528 which Map was recorded in Book 19.9 of Maps, pages 35 -41 Santa Clara County Records,• thence along the Westerly line of said lot 52, said Westerly/line being also the .Easterly fine ofDiamond Oaks Court public street show on said Map of Tract 6528, Southwesterly along the arc of a curve to the right with a radius of 130-12 feet through a central angle of 6 '53'11" for an arc &Tana. of 15.70 feet; thence tangentially South 57 West 1701 feet to the beginning of a tangent curve to the left; thence along said curve to the left with a radius of 110,00 feet through a central angle of 20 05 "for an arc distance of 40" 00 feet to the intersection with the Southerly line of a Public Service Basement as shown en said Map of Tract 6528; thence Jeaving the .Easterly line of said Diamond Oaks Court and the Westerly line of said lot 52 along the Southerly line of said Public Service Basement North 64 1322 "Bast 6469 feet to the True Point of Beginning,• thence continuing along said Southerlylme South 64 1322" Bast 5513 feet,' thence leaving said Southerly line and proceeding Westerly along a line that is parallel with and 20 feet Southerly measured at right angles from the Northerly line of said Jot 52, South 81 30' West 50.11 feet; thence leaving said parallel line South 2 00 va "East 16.38feet to the True Point of Beginning. jAfh' #2.35.3/2796 October 1986 EXHIBIT t z= t5C.0a do- �v 0.00 all v '2: ta JO ,li a Jj a 43` 0 e �7. n. o v U� a 5;' 2d_ �J ''',.1_ D'•' o ti t PQ Q 'i a L m y/ a �p j 7, s a 0 to fu 2 3 CI �7/ Q b- s p.s c 52 i 1.71 3 I 1 C t J /0204c. I v1 N QO 5-5 1 /CG/ Ac. 11 I t 74 7^ a /6B2 t r o y '1. I O Z J 4 r 1 k a ti b ,1: C h a h r ti 0 a ae 30.00 ?2'25" %5 -30.7 G 7 ,3 W I C o• r •S 0 h p O n c, 6, As 757'3t'0 5G L -3 /0Ora Ac Q 1 o 9O riF 5 -4 003 .4 c r 0 ic.S PEE' t 3 "500 N 4) v SCE /Y /C cASc 1J C:° 2:0" TEL. p -4c. Z V o O P J /a 7. sz t ti /2654c iJ N 0 \v �2 Et. v EXECUTIVE SUMMARY NO. MEETING DATE: 1/21/87 ORIGINATING DEPT.: Planning SUBJECT: Recommended Motion: Report to Mayor and City Council from the Planning Commission on Proposed Bed and Breakfast Ordinance Amendment (AZO -86 -003) That the City Council accept the report from the Planning Commission and set a future date to hold a public hearing on the proposed amendment. Report Summary: The Planning Commission denied a proposed code amendment regarding bed and breakfast establishments adjacent to the Village at its December 10, 1986 meeting. Code amendments initiated by the Commission and not recommended for adoption are not required to have a City Council public hearing unless the Council so desires or receives a written request for a hearing by an interested person (see City Code Section 15- 85.070). Three such requests have been received. The City Council, therefore, needs to set a date for the public hearing. Fiscal Impacts: None Motion and Vote: SARATOGA CITY COUNCIL Attachments: 1. Report to Mayor and City Council 2. Three written requests for public hearing 3. Staff report to Planning Commission, 12/10/86 4. Minutes of Planning Commission meeting, 12/10/86 Staff recommendation 5 -0. Hearing set for March 4. CYO 2 0 AGENDA ITEM: 71?) CITY MGR. APPROVAL SUBJECT: BACKGROUND ISSUE Olra7 ©2 0 hN o C� REPORT TO MAYOR AND CITY COUNCIL DATE: 1/14/87 COUNCIL MEETING: 1/21/87 Proposed Bed and Breakfast Ordinance Amendment (AZO -86 -003) At its December 10, 1986 meeting, the Planning Commission voted unanimously to deny a proposed amendment to the City Code regarding bed and breakfast establishments. A copy of the staff report and minutes from that meeting are attached. In brief, the proposed amendment would have permitted bed and breakfast establishments in the R-1 zoning district within 500 feet of the Village boundary. Such establishments would have been required to obtain a use permit in order to operate, would need to be designated heritage resources, and have to meet a variety of other operational standards. The Planning Commission and Heritage Preservation Commission had earlier held a joint study session on this issue on September 16, 1986. A consensus had been reached between the Commissions to review the proposal at a Planning Commission public hearing. Section 15- 85.070 of the City Code addresses the issue of City Council public hearings on zoning code amendments. When an amendment is initiated by the Planning Commission and not recommended for adoption, the Council is not required to hold a public hearing on the amendment unless it so desires or if it receives a written request for a hearing by an interested person. Written requests have been submitted by the Heritage Preservation Commission and by interested property owners (attached). 1 Memorandum to Mayor and City Council Re: Bed and Breakfast Ordinance RECOMMENDATION 1/21/87 Page 2 Since the City Council has received a written request for a hearing on the proposed amendment, the recommended action is to establish a date to hold the hearing. The public notice will then be prepared accordingly. Yu ek Hsia Planning Director YH /vy /dsc Attachments 2 MEMBERS OF THE CITY COUNCIL City of Saratoga Saratoga, California RE: A20 -86 -003 Amendment to Zoning Ordinance to Allow Bed and Breakfast Establish- ments in R -1 Districts Dear Councilmembers: JOHN R. KAHLE ATTORNEY AT LAW 20601 BROOKWOOD LANE SARATOGA, CALIFORNIA 95070 (408) 867 -5298 January 13, 1987 R a( EAVED JAN 1 /1 1987 PLANNING DEPT. In view of the decision of the Planning Commission of the City of Saratoga on December 10, 1986 to deny an amendment to the Zoning Ordinance, which would include bed and breakfast establishments as conditional uses in R -1 zoning districts adjacent to the village, I hereby request a public hearing on this matter before the City Council of the City of Saratoga. The question of the advisability of including bed and breakfast establishments as conditional uses in R -1 zoning districts was considered and studied in depth over a period of many months by both the City Council and the Planning Commission during review and revision of the General Plan for Saratoga in 1982. I attended numerous study sessions and public hearings before both the Council and the Planning Commission where this matter was discussed in great detail. In the final General Plan which was approved as revised by the Council and the Planning Commission and adopted by the City Council in May 1983, the following provision was included in the Plan: "LU.4.3 The City shall revise the Zoning Ordinance to allow bed and breakfast establishments as conditional uses in commercial or residential zoning districts where such uses have not previously been permitted and where such uses would be appropriate. In view of the foregoing provision, the Planning Commission has neither the power nor the jurisdiction to contravene the clear mandate of the General Plan. The duty of the Commission is to draft an appropriate ordinance for review and action by the Council. The action of the Commission, therefore, on December 10, 1986, in denying completely the proposed amendment and not proposing any revised amendment for review and action by the Council, in my opinion, was without validity. Irrespective of the legal question, I believe strongly that the allowance of bed and breakfast establishments as limited by the recently proposed amendment would add significant charm and quaintness to our City. It would provide an opportunity for restoration and preservation for some of the old historic land- marks in the City which mean so much in assessing its beauty, charm and character. This result has occurred in many of those cities of great attraction such as Carmel, Monterey and many others in the wine country. Both the Planning Commission and the Heritage Commission arrived at this consensus quite recently after lengthy deliberations together. This important matter should not fall victim to the emotions of a vocal few who oppose without valid reasons what is best for the entire City of Saratoga. It seems clear that under the use permit process the City would maintain adequate control over the operation of bed and breakfast establishments. The 1906 Julia Morgan- designed home which I own is located on a 2 -1/2 acre parcel of land and is ideally situated for a bed and breakfast establishment. I would very much appreciate the opportunity to show you the house and grounds at your convenience. At this time, I request that the City Council schedule a public hearing on the question herein discussed for further review, debate and appropriate action. ki TO THE COUNCIL OF THE CITY OF SARATOGA: JAN 3 1987 Re: AZO-86-003--Proposed amendment to City Code regard Md� T breakfast establishments. Request is hereby made for a hearing before the City Council regarding the unanimous decision on the part of the Planning Com- mission at its public hearing on December 10, 1986 not to allow bed and breakfast establishments (B B's) in the residential area ad- jacent to Saratoga Village as proposed in AZO -86 -003. I have been informed that a report of the Planning Commission's action will be provided to the Council soon and that the Council will meet on January 21, 1987 to discuss the subject. Several articles have appeared in the Saratoga News recently relating to the B B issue. Enclosed are copies of the articles appearing in the September 24 and December 17, 1986 and January 7, 1987 issues of the newspaper. Three individuals, not all of whom live within five hundred feet of the boundary of the. Village, were able to turn the Planning Commission around 180 degrees from their previously stated position of being in favor of the ordinance: Under the ordinance as proposed, I doubt whether there are -more than a handful of properties that could qualify for a B B and of these, not every owner would be interested in complying with all of the requirements for a B B, or even the inclination to want to operate a B B. My husband and I have an interest in the ordinance because we recently purchased historic Lundblad's Lodge at 14534 Oak Street, Saratoga, which was built in 1907. Lundblad's Lodge had been operated as a "resort," renting out rooms and serving meals to guests and non guests since 1918. Florence Cunningham's book entitled "Saratoga's First One Hundred Years" states at page 83: "Lundblad's on Oak Street,...had extensive patronage...Operated by Hazel and Joseph Bargas and Mr. and Mrs. Ludwig Lundblad since 1918, it is still in operation with only Hazel Adella Lundblad Bargas, sole survivor of the family, managing this once popular resort." (Copy of page 83 enclosed). Mrs. Bargas died on October 13, 1985 at the age of 99. She had a business license for the Lodge; she rented out rooms until the day she died and she served meals there until a few years ago when her advanced age no longer permitted her to do so. Of interest, is an old invoice dated January 4, 1935 which we found on the property con- firming the fact that this property has precedent as a "bed and break- fast" establishment. (Copy of invoice enclosed). Lundblad's Lodge is an historic resource which has been benignly neglected over the years. As an individual who appreciates historic buildings (we own three historic buildings in Saratoga), my primary interest is in preserving the building. It will take a great deal of -time and money to properly restore this building inside and out. No owner of such a building will spend the kind of money it will take Page 2 Re: AZO 86 003 to make it a "show place" unless that owner intends to live in the building or uses it as a business. We have no intention of living in the building. If the Lodge is used as a "lodge" or B B, we will retain the historic name of Lundblad's Lodge even though the name is difficult to remember or to pronounce. There are some exterior modifications needed which would be appropriate and. necessary. After we make all of the changes we think are necessary, we would agree to have the property designated an historic landmark by the City of Saratoga. As a single family residence we would only make minimum necessary repairs to make it habitable and we would have no compelling reason to have it designated an historical landmark. There is ,a great deal of community support for bed and break- fast establishments in the City of Saratoga. I do not believe that anyone's property would be devalued by a B and B. This is a request, then, to have the Council_ review the matter and to schedule a public hearing to further debate the issue. Respectfully submitted this 12th day of January, 1987. 1 ANN FITZ MMONS 13480 Saratoga Avenue Saratoga, Ca. 95070 (408) 867 -4231 Planners support B B expansion An expansion of bed and breakfast inns in Saratoga has been endorsed by the Saratoga Planning Commission and the Saratoga Heritage Preservation Commission. In a joint meeting, the two city bodies voted to instruct the Saratoga planning department to prepare an ordinance permit esttablishmen in d residential districts in the Saratoga Village area. Hs a explained that Director Yuchuek hat bed and breakfast inns are now allowed by use permit in all three com- mercial districts in Saratoga and also in the professional and administrative office district. At last week's meeting, the planners and the heritage com- mission decided to recommend that the city allow bed and breakfast inns in any officially designated historic structure within 500 feet of Saratoga Vil- lage, even if it is within a resi- dential district. They asked the staff to draw up an ordinance incorporating this recommendation for pre- sentation to the Planning Com- mission and the City Council. Public hearings will be required before adoption. "There is a potential for bed and breakfasts in from four to six structures," Hsia said. "There are only eight officially designated historic structures in the city, and not of them are in the Village. There are also structures not officially desig- nated that may qualify." Buildings of historic signifi- cance are eligible for designa- tion as a "Heritage Preserva- tion Resource." They must first be recommended for the designation by the Heritage Pre- servation Commission, and approved or disapproved by the City Council. The owner must agree to the designation. N a N z Bed and breakfasts out in R -1 district By Mary Barnett Reversing an earlier con census, the Saratoga Planning Commission voted unanimously last week against allowing bed and breakfast inns in the single family residential district adja- cent to Saratoga Village. The decision, which came on a motion by Commissioner Richard Siegfried, was greeted by audience applause. Several audience members opposed the proposed bed and breakfast ordinance, and none supported it. The Saratoga Heritage Pre- servation Commission favors bed and breakfast inns as an op- tion for use and rehabilitation of the city's designated historical landmarks. The ordinance would have allowed B &Bs only in such buildings. The Planning Commission and the Heritage Preservation Commission met together on September 16 for a joint study session to discuss an ordinance allowing B &Bs in single family Neighbor protest leads to reversal residential district within 500 feet of the Village boundaries. The two commissions reached a consensus on changes in the city's B &B regulations, and told the city staff to prepare an ordi- nance amending the city code. The proposals were reviewed and .modified by the Planning Commission during a subse- quent study session. However, they ran into op- position at last Tuesday's Plan- ning Commission meeting and was 'ended up being rejected unanimously. During the public hearing, Betty Rowe, a Village area resi- dent, told the commission, "There would be many people here tonight (in opposition to the ordinance) but it is a party night." She added, "I don't want a B &B place near me, though I could be living next door to one. People have socked a lot of money into these homes." Carol Mackie urged modifi- cations of the proposed ordi- nance amendments to limit the B &Bs to four rooms rather than eight and to occupancies of no more than seven days. She urged putting off the decision to make these changes and seek more public comment. Siegfried said he had been against the B &B proposals all along, adding the whole push came from one individual, John R. Kale, an attorney and owner of an historic house de- signed by Julia Morgan, who de- signed Hearst Castle. Kahle told the commission in a letter that rental of the old house, located near Brookwood Lane and Saratoga Sunnyvale Road, "results in excessive deterioration which we believe could be avoided to a large degree by bed and breakfast use." Kahle said that because of "prior commitments on the East Coast" he and his wife would be unable to attend the hearing. He urged the commission to ap- prove the proposed amendments and recommend them to the City Council. However, Rowe's response to Kahle's plea was, "If Kahle can't hold that piece of property he can sell out and let somebody else buy it. I'm totally frustrated and I think the other neighbors are too." Also in strong opposition to the B &B proposal was Greg Grodhaus. "This would significantly affect my property," he de- clared. "I'm hopping mad at the cavalier manner in which it has been handled. We pay a prem- ium price for a home in Sara- toga, and have a hotel move in next door. A B &B is a hotel, f period." During the commission's dis cussion, members lined up against the B &Bs in the single family neighborhoods (adjoin- ing the Village). "I view this as an encroach- ment into residential areas," de- clared Commissioner Susan Guch. "I wouldn't want to live next door to one either." Commissioner Karen Tucker declared, "We have to protect our residential neighborhoods." Commissioner David Pines said, "I've got quite an educa- tion from the comments against it. I'm not in a position to vote for it." Planning Director Yuchuek Hsia said, in response to a ques- tion, that two property- owners of historic buildings are inter- ested in converting them into bed and breakfast inns. How- ever, he could not recall the name of the other party, only that of Kahle. Please turn to page 30 A report on the commission's ,k action on the B &B issue is ex- pected to go to the City Council 'after the first of the year, plan- j ning staff member Valerie Young said. 1, B &8 decision final without hearing request The Saratoga City Council will review the Planning Com- mission's decision against allowing bed and breakfast inns in the residential area adjacent to Saratoga Village only if it re- ceives a written request for a hearing on the matter. Otherwise,. the Planning Commission's decision is final, said planning staffer Valerie Young, who has been working on historic preservation matters. The proposed ordinance re- jected by unanimous vote of the Planning Commission, Dec. 10 would have allowed bed and breakfast inns only in city- desig- nated historic landmarks. Adoption of the ordinance was urged by John R. Kahle of Saratoga, who with his wife owns a large house designed by the noted architect Julia Mor- gan, who designed Hearst Castle. The structure is classed as a historic landmark. The Kahles wish to develop a bed and breakfast inn on the site, lo- cated near Brookwood Lane and Saratoga Sunnyvale Road. The Kahles are on the East Coast for the holidays and could not be reached to determine if Sharon Landsness, chairper- son of the city's Heritage Preservation Commission, ex- pressed disappointment at the Planning Commission action. Earlier, the two commissions had reached a consensus on pro- posed changes to the city's bed and breakfast regulations to `I'd rather live next door to one of them than to somebody with six kids!' Sharon Landsness allow them within 500 feet of the Saratoga Village boundary in designated landmarks. They are already allowed in the Village. Protests by neighbors caused the commission to change its mind Dec. 10. "I think it's too bad," Land sness said. "It's not going to be a very prolific problem. It's limited because the building would have to be an historic landmark, and they are few and far between in Saratoga. I'd rather live next to one of them (bed and breakfast inns) than to somebody with six kids. If there were any ordinance violations, the permit would be withdrawn. If it were not well- maintained, it would fail, and die of its own ac- cord." She said a major object of the proposed ordinance was to give owners of the few historic build- ings in Saratoga an option for maintaining them. Kahle has argued that the bed and breakfast inn income would help provide funds to keep up the Morgan house. "At best continuous rental of this old liouse results in exces- sive deterioration which we be- lieve could be avoided to a large degree by a bed and breakfast use," he wrote in a December 7 letter to the Planning Commis sinn. •e ams hout ntly her uests serve c in with ored ast." hen, His B. siye But even after Idlewild closed, there were other small and less expensive boarding places. Mi. and Mrs. J. H. McElroy operated Hazelwood, a mountain -side resort, nestled: in the forest between Long Bridge and Lake Ranch. For those who enjoyed a less remote resort, there was the Rev. A. B. Palmer's home -like boarding house on the Los Gatos Road. Here, Mrs. Palmer carried on the tradition for friendly hospitality which she had established years before, *hen, as Mrs. Isaac Paddock, she had been the gracious hostess of the Paddock's popular hotel in Lexington. These and other small boarding houses and some of the ranch homes were welcome havens for city visitors. For most of the vil- lage's hotels catc :Ad to teamsters and other workmen and, especially during the period of wide -open saloons, sometimes did not appeal to the type of city guests who from the earliest days had enjoyed vacationing at Saratoga. Many a farmer supplemented his income by boarding vacationers during the summer months. Lundblad's on Oak Street, a summer resort often referred to as a "real home in the country," had an extensive patronage through- out the late spring, summer and early fall. Operated by Hazel and Joseph Bargas and Mr. and Mrs. Ludwig Lundblad since 1918, it is still in operation with only Hazel Adella Lundblad Bargas, sole survivor of the family, managing this once popular resort. At one time her father, Ludwig L. Lundblad, had been superintendent of the world's .la ges't prune ranch, Dr. Handy's in the 1880's, which later became the famous Glen Una Ranch. Saratoga always had its own brand of cosmopolitanism. Its loca- tion and climate attracted people of achievement and enterprise since its beginning as a tiny community, built around a toll gate. About 1902, a unique resort opened midway between Saratoga and Los Gatos on the .famous "Blossom Trolley Line. 'Mr, and Mrs. Theodore J. Morris; who had lived in Japan for many years, selected Saratoga for their Nippon Mura Inn (Japanese Village), complete with a beautiful Torii Tea Room. .Purchasing thirty thirty acres on the Saratoga -Los Gatos Road, they transformed the property into a semi- Oriental resort within a short time. Mr. Morris had been connected with the China Japan Trading Company for thirty years in Yokahama, Japan, before retiring to the United States. Both he and Mrs. Morris had a thorough knowl- 83 viability Ins. G O k V° PO 547 National Automobile Ins. Deposi Premi PHONE GA lit IELp_$696 E. BILLINGS INS JRANCE sR0$ERR{ AVERAGE ADJUF9nn>ZE 01* CALIFORNIA $T. SAN FRANCISCO Workmeni s Compensation Employer i` s prom 1 NEvCASHIE.$0.E. 4-35 to 1 -4- glicy No. ,January `F, 193 Mrs. L. Lundblad. Mrs. Joseph.Eargaa (Go- .partners)... dba.. The Lundblade Dak Street j8arato.ga, California Uotels: All employees including clerical. .office employees xcludizlg employees of Power Laundry e:oga -California UMW 02 'aNn21 TO: City Council FROM: Heritage Preservation Commission SUBJECT: Code revision for bed breakfast establishments 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 867 -3438 MEMORANDUM EA:vy DATE: January 9, 1987 The Heritage Preservation Commission met on January 7, 1987 and voted unanimously to urge you to schedule a public hearing on the issue of a proposed code revision to allow bed breakfast inns as a permitted use within 500 feet of the Village. While we fully understand the reasons for the Planning Commission recommendation of denial, their hearing was held shortly before the holidays, and with little prior publicity. We feel that this is such an important proposal that it deserves the full public discussion that would result from a scheduled public hearing before the City Council. REGT TO PLANNING COMMIS.SION AZO -86 -003 Proposed amendment to City Code regarding bed and breakfast establishments. DATE: TO: FROM: BACKGROUND ISSUES RECOMMENDATION ATTACHMENTS 12/10/86 Planning Commission Planning Department MEMORANDUM c SUBJECT: AZO -86 -003 AMENDMENT TO CERTAIN SECTIONS OF THE CITY CODE REGARDING BED AND BREAKFAST ESTABLISHMENTS. The Planning Commission and Heritage Preservation Commission held a joint study session on September 16, 1986 to discuss an amendment to the City's bed and breakfast regulations. The proposed changes were outlined in the September 12 Heritage Commission memo to the Planning Commission (attached). The two Commissions reached consensus on the proposed changes and directed staff to prepare an ordinance amending the City Code regarding bed and breakfast establishments. Attached is the draft ordinance and memo prepared by the City Attorney. If approved, the proposed amendment would permit bed and breakfast establishments in the R -1 zoning district adjacent to the Village. Because a conditional use permit would be required, any adverse impacts could be mitigated through the review process and conditions of approval. As the City Attorney's memo points out, bed and breakfast establishments are already allowed as conditional uses in the P -A and C (commercial) zoning districts. They are also permitted in the R -M district under the definition of "hotel The City Attorney advises that the operational and location restrictions proposed for the use in the R -1 district need not be imposed for the R -M, P -A and C districts because the use is already controlled by to conditional use permit process. 1. Approve Negative Declaration. 2. Recommend to the City Council approval of the proposed Code amendment. 1. Negative Declaration. 2. Memo from City Attorney. 3. Draft ordinance for proposed amendment. 4. Memo from Heritage Commission to Planning Commission, dated 9/12/86. EIA -4 l (7 File No: AZO -86 -003 Saratoga Environmental Quality Act of 1970 NAME AND ADDRESS OF APPLICANT DECLARATION THAT ENVIRONMENTAL IMPACT REPORT NOT REQUIRED (Negative Declaration) The undersigned, Director of Planning and Environmental Control of the CITY OF SARATOGA, a Municipal Corporation, after study and evaluation has determined, and does hereby determine, pursuant to the applicable provisions of the Environmental Quality Act of 1970, Sections 15063 through 15065 and Section 15070 of the California Administrative Code,:and.Resolu- tion 653- of the City of Saratoga, that the following''described" project will have no'significant effect (no substantial adverse impact) on the environment within the terms and meaning of said Act. PROJECT DESCRIPTION Amendment to City Code to allow bed and breakfast establishments in the R -1 district within 500 feet of the Village. City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 REASON FOR NEGATIVE DECLARATION No adverse environmental impacts associated with text amendment. All bed and breakfast establishments permitted under amendment will be required to obtain conditional use permit and undergo individual environmental review. Adverse impacts associated with individual applications will be addressed through use permit process. Executed at Saratoga, California this 10th day of December Yuchuek Hsia Planning Director 19 86. PAUL B. SMITH ERIC L. FARASYN LEONARD J. SIEGAL HAROLD S. TOPPEL GREGORY A. MANCHUK STEVEN G. BAIRD DATE: November 18, 1986 ATKINSON FARASYN ATTORN AT LAW 660 WEST DANA STREET P.O. BOX 279 MOUNTAIN VIEW, CALIFORNIA 94042 (415) 967 -6941 M E M O R A N D U M C J. M. ATKINSON, (1892 -1982) L. M. FARASYN, 11915 -1979) TO: Saratoga Planning Commission FROM: Harold S. Toppel, Saratoga City Attorney RE: Amendment to Zoning Ordinance Adding Bed and Breakfast Establishments as a Conditional Use in the R -1 Zoning District Submitted herewith is a proposed ordinance concerning bed and breakfast establishments in the R -1 Zoning District. The ordinance basically incorporates the various suggestions made by the Heritage Commission to the Planning Commission in the memorandum dated September 12, 1986, as reviewed and modified by the Planning Commission during a subsequent study session. Section 1 of the proposed ordinance amends the definition of "hotel" as set forth in Article 5 -20 of the City Code (imposing a transient occupancy tax) to specifically include a reference to bed and breakfast establishments. The amendment is for clarification purposes only since it is my opinion that bed and breakfast establishments are already covered under the existing language of Subsection 5- 20.020(a) as being a structure "occupied or intended or designed for occupancy by transients for dwelling, lodging or sleeping purposes." A bed and breakfast establishment could fall within the meaning of the terms "inn," "tourist home or house," "lodging house," or "rooming house," all of which are contained within the existing ordinance. Section 2 of the proposed ordinance amends Section 15- 12.030 to include bed and breakfast establishments as a conditional use in the R -1 Zoning District. The list of conditions and requirements basically follows the list submitted by the Heritage Com mission, with the following deletions or modifications: (a) The Commission suggested that a new use permit be required upon any change of ownership. The California courts have ruled that use permits must run with the land and such requirement would therefore be illegal. (b) I have not specifically stated that the use permit could be revoked if the bed and breakfast is not operated in accordance with the conditions of approval since this language is already contained in Section 15- 55.110 of the Zoning Ordinance and applies to all use permits. (c) I have not included the suggestion by the Heritage Commission that occupancy be limited to not more than two weeks. First of all, this restriction would be difficult if not impossible to enforce. Secondly. the restriction would have no effect upon the intensity of use since all rented rooms within the establishment could be fully occupied at all times through a regular rotation of guests. The intensity of use is more effectively regulated through control on the number of rooms which can be rented within the establishment. By definition (Section 15- 06.100) a bed and breakfast establishment is for transient occupancy only. Such occupancy is defined (Section 5- 25.020) as not exceeding 30 consecutive calendar days. If the purpose of the suggested restriction was to prohibit the rental of rooms on a long term or permanent basis, our existing ordinances should be sufficient to accomplish this objective. (d) The Heritage Commission suggested that the ordinance include a restriction against any structural changes to the exterior of the building. Since a bed and breakfast establishment within an R -1 Zoning District must necessarily be a designated heritage resource, this restriction would already be in force under Chapter 13 of the City Code (Heritage Preservation), Section 13- 20.010, which requires a permit to be issued in order to change any exterior architectural feature. (e) Any proposed bed and breakfast establishment must comply with all applicable building and fire codes and will also be subject to payment of a transient occupancy tax. Consequently, there is no need to specifically mention these subjects, as suggested by the Heritage Com mission. It should be emphasized that the proposed ordinance applies only to a bed and breakfast establishment within an R -1 Zoning District. The numerous restrictions contained in the ordinance are intended to mitigate the impact of this particular use being conducted within a single family neighborhood. On the other hand, bed and breakfast establishments are already allowed as conditional uses in the multi family (R -M), professional and administrative office (P -A) and commercial (C) zoning districts. With respect to these districts, the normal requirements for issuance of a use permit would apply but no additional regulations have been imposed. Finally, Section 3 of the proposed ordinance amends the parking requirements for bed and breakfast establishments as suggested by the Heritage Commission and approved by the Planning Commis arold S. pel Saratoga City Attorney ORDINANCE NO. 71. AN ORDINANCE OF THE CITY OF SARATOGA AMENDING SUBSECTION 5- 20.020(a) TO INCLUDE BED AND BREAKFAST ESTABLISHMENTS IN THE DEFINITION OF "HOTEL;" AMENDING SECTION 15- 12.030 TO INCLUDE BED AND BREAKFAST ESTABLISHMENTS AS A CONDITIONAL USE IN R -1 ZONING DISTRICTS ADJACENT TO THE VILLAGE; AND AMENDING SUBSECTION 15- 35.030(e) PERTAINING TO REQUIRED PARKING FACILITIES FOR BED AND BREAKFAST ESTABLISHMENTS The City Council of the City of Saratoga hereby ordains as follows: SECTION 1: Subsection 5- 20.020(a) in Article 5 -20 is amended to read as follows: "(a) Hotel means any structure, or any portion of any structure, which is occupied or intended or designed for occupancy by transients for dwelling, lodging or sleeping purposes, and includes any hotel, inn, tourist home or house, motel, studio hotel, bachelor hotel, bed and breakfast establishment, lodging house, rooming house, apartment house, dormitory, public or private club, mobile home or house trailer at a fixed location, or other similar structure or portion thereof." SECTION 2: A new Paragraph (n) is added to Section 15- 12.030 in Article 15 -12, to read as follows: "(n) Bed and breakfast establishments, where all of the following conditions and requirements are satisfied: (1) The bed and breakfast site must be located not more than five hundred feet from a boundary line of the Village. (2) The structure in which the bed and breakfast establishment is operated must be an historic landmark, designated as such by the City pursuant to Chapter 13 of this. Code. (3) Not more than eight bedrooms may be rented within the bed and breakfast establishment and each rented bedroom shall be not less than one hundred square feet in size. (4) All bedroom rentals shall be for transient occupancy only, as defined in Subsection 5- 25.020(f) of Article 5 -25 in Chapter 5 of this Code. (5) No meal other than breakfast shall be served to the persons renting any rooms within the bed and breakfast establishment. AYES: NOES: ABSENT: ABSTAIN: ATTEST: "(e) Bed and breakfast establishments Jr. CITY CLERK -2- (6) No cooking shall be allowed in any guest rooms. (7) The bed and breakfast establishment shall be owner occupied or owner operated with a resident manager. (8) No signs or exterior lighting shall be installed except as expressly authorized by the use permit. (9) No ancillary uses, including, but not limited to, receptions, parties or weddings, shall be allowed in conjunction with the bed and breakfast use. The foregoing conditions and requirements are not intended to be exclusive and the Planning Commission may impose any other conditions it deems necessary or appropriate for the granting of a use permit pursuant to Article 15 -55 of this Chapter." SECTION 3: Paragraph (e) of Section 15- 35.030 in Article 15 -35 is amended to read as follows: One space for each bedroom to be rented, and one space for the owner or resident manager." SECTION 4: If any section, subsection, sentence, clause or phrase of this Ordinance is for any reason held by a court of competent jurisdiction to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council of the City of Saratoga hereby declares that it would have passed this Ordinance and each section, subsection, sentence, clause and phrase thereof, irrespective of the fact that one or more sections, subsections, sentences, clauses or phrases may be held invalid or unconstitutional. SECTION 5: This Ordinance shall be in full force and effect thirty days after its passage and adoption. The above and foregoing Ordinance was regularly introduced and after the waiting time required by law, was thereafter passed and adopted at a regular meeting of the City Council held on the day of 1986, by the following vote: MAYOR MEMORANDUM TO: Planning Commission FROM: Heritage Preservation Commission SUBJECT: September 16, 1986 meeting discussion items DATE: September 12, 1986 1. Bed Breakfast Regulations The Commission believes that bed breakfast regulations can provide an avenue for use and rehabilitation of the City's •designeted landmark structures. If such structures are permitted to be used as b &b inns, in accordance with specific locational and operational criteria, more property owners may seek landmark designation. The attached articles California Planner magazine discuss factors that affect the regulation of bed breakfast inns and community concerns in establishing bed breakfast regulations. After reviewing these articles and b &b regulations from other cities, the Commission recommends that the following items be considered' for inclusion in b &b regulations for the City of Saratoga: a) The property shall be a Designated Heritage Resource. There are currently 8 designated resources; the Commission believes more property owners would request heritage designation if b &b regulations were adopted. b.) A use permit shall be required. A new use permit should be required if the property changed owners. The permit could be revoked if the b &b is not operating according to code and conditions. c) The b &b shall be located in proximity (300' -S00') to a commercial district or on a major thoroughfare. d) Off- street parking shall be provided at a ratio of one space per bedroom plus one space for the resident manager. e) No more than 8 rooms may be rented. f) There is a maximum length of stay of 2 weeks. g) No structural changes permitted to the outside of the structure. h) Size and type of signs shall be limited. i) Room size shall be a minimum of 100 sq. ft. j) No cooking permitted in rooms. k) The b &b oper shall be subject to all City:lding, fire, and licensing regulations. 1) The b &b operation shall be subject to a bed or room tax. m) The b &b shall be owner- occupied or operated, or there shall be a resident manager. n) Only one meal (breakfast) shall be served. o) There should be restrictions on ancillary uses such as receptions and parties. 2. Addition of Heritage Preservation Regulations to Zoning Code. Information regarding this item will be distributed at the meeting. PLANNING COMMISSION MEETING DECEMBER 10, 1986 J'IJHLIC HEARINGS; Page 3 12. AZO- 86-003 City of Saratoga, consideration of an amendment to the Zoning Ordinance Subsection 5- 20.020 (a) to include bed and breakfast establishments in the definition of "Hotel"; amending Section 15- 12.030 to include bed and breakfast establishments as a conditional use in R -1 zoning districts adjacent to the Village; and amending Subsection 15- 35.030 (e) pertaining to required parking facilities for bed and breakfast establishments. A Negative Declaration has been prepared for this application. Planning Director Hsia reviewed the Memorandum of December 10, 1986, and called attention to a Memorandum prepared by City Attorney Toppel. Staff recommended approval of the Negative Declaration and asked the Commission to recommend approval of this proposal to the City Council. He noted the letter received by Mr. John R. Kahle, dated December 7, 1986. In response to Commissioner Harris' question, Planning Director Hsia stated that there are only two sites within the Village boundaries as shown on the Map; there are possibly eight or nine sites outside the boundary line. Commissioner Tucker asked the outcome of Bed and Breakfasts that are financially unsuccessful; City Attorney Toppel stated that the Use Permit would remain outstanding. He suggested that if of concern, the Commission could condition periodic reviews regarding continuous operation as a Bed and Breakfast, as done in Second Use Permits. Wording for such a condition suggested to the Commission. Commissioner Siegfried reviewed the history of this application and the three Ordinance provisions addressing the concerns of some citizens of Saratoga. The Commissioner noted that he was neither in favor of this Ordinance nor opposed to the individual application that prompted the introduction of this application for an amendment to the Zoning Ordinance. The Public Hearing was opened at 7:50 P.M. Mr. Richard Tyrrell, Heritage Preservation Commission, presented a written statement from the Heritage Preservation Commission. He called attention to the Memorandum of the City Attorney, dated November 18, 1986, (e), and reviewed the recommendation of the Heritage Preservation Commission; with the above considerations, the Heritage Preservation commission recommended approval. In response to Commissioner Harris' question, he stated that the buildings under consideration were built when there were no Codes; in the restoration of such buildings, non conformity with Codes may arise. Sensitivity in the application of these Codes was requested and an example cited. Commissioner Harris noted that subjective nature of the term, sensitivity. Commissioner Pines suggested that alternative methods of achieving the goals of the Building Codes were possible; with the approval of the Building Inspector and the Fire Chief the intent of the Codes can be met. Commissioner Siegfried suggested a condition allowing City officials the ability to interpret and apply City Codes in a manner that does not lessen the safety nor the purposes of the Codes. Chairwoman Burger concurred with the term, alternative method; Commissioner Guch noted that buildings designated as historical sites, cannot have the exterior modified. Planning Director Hsia stated that the Housing Code, not the Building Code, was the Code that would be applied to historical buildings; however, he questioned the flexibility of a Building Inspector in applying Codes. City Attorney Toppel reviewed the three levels of regulation: Heritage Preservation Commission Review: he confirmed that the reference by Commissioner Guch regarding exterior modification was correct; however this restriction derives solely from the Heritage Preservation Ordinance, Chapter 13 of the City Code. Zoning Regulations: the City has flexibility is these regulations through the granting of variances. Housing and Fire Codes: these are uniform codes adopted by cities and a Planning Commission cannot grant variances from these Codes; however, as noted by Commissioner Pines, the Codes have a series of alternative methods. PLANNING COMMISSION MEETING Page 4 DECEMBER 10, 1986 PUBLIC HEARINGS Continued City Attorney Toppel noted his concern regarding the conversion of single family residences to commercial operations; he expressed concern regarding even the suggestion of a reduction of life safety regulations. The City has never adopted the Heritage Preservation Building Code. In response to Commissioner Harris' question, Mr. Tyrrell stated that once the proposed Ordinance is passed, the Commission will see that an interest in bed and breakfasts exists; potentially, properties held by others will be sold for conversion privileges. He stated he did not know exact numbers; he was aware of two property owners who are prepared to initiate the process of being qualified as a historical property and will then approach the City for conversion into a bed and breakfast. The Historical Preservation Commission will present the Commission with a list of possible bed and breakfast facilities; Chairwoman Burger asked that a list of the maximum number of eligible homes be prepared. Commissioner Harris noted the Village atmosphere and questioned the number of potential bed and breakfast facilities within the Village. Commissioner Siegfried stated that the boundary of the Village does not include the Kahle property; the Kahle property is the former Julia Morgan home. Current property owners have petitioned for years to convert this home into a bed and breakfast inn. This is the history of the proposed Ordinance amendment. Mr. Greg Grodhaus, 20379 Saratoga -Los Gatos Rd., Saratoga, stated that he was not notified of the Hearing, even though the proposed amendment would significantly affect his property. He noted the cavalier use of the Planning Commission; after the investment he made in his home, the Commission is considering putting a Hotel next door. The Commission underestimated the reason individuals purchase property in Saratoga, paying the expensive premium required to buy into the community. He stated that a bed and breakfast is a hotel; it has been romanticized as a friendly inn with little activity. Tourists come to enjoy a community; individuals who use bed and breakfasts are not identified as "low users" of traffic or parking. He cited opposition to proposed rezoning during the previous year one of the options presented by the Council and the Commission would have the property in question included in the Village boundary; the City Attorney's statements regarding a non residential use in the Village through a Use Permit were cited. Now, the question of extending the village to include this m prroperty is being considered again. He asked the Commission to reconsider the term may. Ms. Betty Rowe, 20360 Saratoga -Los Gatos Rd., Saratoga, stated that this issue is very serious. She has been fighting commercialism in her neighborhood for a long time; now, the issue arises again. She noted that Saratoga is a beautiful place to live and she opposed bcd and breakfasts in the City. She noted extensive renovation done by neighbors. She asked that if only one individual is asking for this privilege, the Use Permit process be used, allowing neighbors to oppose such a Use if they so wish. However, to extend the Village boundary is ridiculous. A request for a bed and breakfast is not an excuse for restoration. She reviewed the history and restoration completed on her home and urged the Commission to deny this proposal. Ms. Carol Machol, Ronnie Way, Saratoga, presented an article from the San Jose Mercury News. She noted surprise at the rapidity with which this item was being heard and suggested further consideration of the proposed Ordinance amendment. She suggested additional restrictions be placed on bed and breakfast inns: County suggestions be followed, including the seven day limit on stay a record of check in and check out be kept to monitor the length of stay no sale of other products or goods limit of four bedrooms, limit of number of beds in a room, keeping the bed and breakfast as close to a single family residence as possible potential parking problems be considered owner occupancy required PLANNING COMMISSION MEETING DECEMBER 10, 1986 Page 5 PUBLIC HEARINGS Continued Ms. Macol's concern was impact on the community. She noted the decision of Los Gatos which viewed bed and breakfasts as commercial ventures and were thus restricted to commercial zones. She read from an article describing one individuals negative experiences of dec sgonext to r eac bed and breakfast. She urged further consideration of the proposal before any SIEGFRIED/ITUCKER MOVED TO CLOSE THE PUBLIC HEARING AT 8:35 P.M. Passed 7 -0. Commissioner Siegfried noted that the impetus for this amendment to the Ordinance was the desire of one property owner; he suggested that the Commission reject this proposal. Commissioner Harris concurred; however, she noted that this issue has been considered for the past several years and asked that the proposal be put to a vote to resolve the issue. She apologized for the lack of notice to residents and suggested there may have been others who also would have liked to address the issue. Commissioner Guch noted she was not favorable to this proposal, viewing it as an encroachment into residential areas. While she would consider allowing bed and breakfasts in the Village, she questioned the 500 ft. boundary and suggested that such a provision would, in fact, open up other areas in the City for bed and breakfast use. She noted that the concerns expressed by speakers were neighborhood concems. Commissioner Tucker concurred and stated that questions addressed by the speakers required answers before a vote would be taken in support of the amendment to the Ordinance. Commissioner ot vote Pines orably on the valuable the amendment at this provided by Further e motion iis required. a t he Consensus reached among the Commission that better Noticing on an issue of this importance was necessary. Commissioner Callus noted that the 500 ft. boundary impacted some distinctive neighborhoods and commented that probably none of the Commissioners wished to live next door to a hotel. Consensus reached that the Commission wished to put this item to a vote; Commissioner Harris would accept a two week continuance to allow additional notice in the Saratoga News. Commissioner Guch noted that restricting bed and breakfasts to the Village did not seem to be contrary to the philosophy already stated; the problem seemed to be the extension of this use to a 500 ft. boundary. Commissioner Siegfried suggested that the Commission vote on whether or not to extend use beyond the Village and resolve the issue. He noted that a bed and breakfast use is already allowed in the Village. SIEGFRIED /GUCH MOVED TO DENY AZO -86 -003. Passed 7-0. 13. LL -18 Robles, consideration of a proposed lot line adjustment and site SM -34 modification to allow relocation of the previously approved building site on DR- 86-044 the lot granting design review approval of plans to construct a new 3,944 sq. ft. two-story home on that site at 12906 Chiquita Ct., in the NHR -Y zoning district per Chapter 15 of the City Code. Planning Director Hsia presented the Report to the Planning Commission, December 10, 1986. Planner Caldwell noted in Resolution LL -18 -1, the elimination of Condition 1.; Condition 2. would become Condition 1. and a statement added stating "The applicant shall submit a Parcel Map to the City Engineer for recording prior to issuance of a permit. On Resolution DR- 86-044 -1, Exhibit A, delete Condition 10. Commissioner Tucker reported on the Site Visit and responded to questions addressed by Commissioners. The Public Hearing was opened at 8:44 P.M. Mr. Bill Heiss, Engineer, presented information on the creek located on the property. EXECUTIVE SUMMARY NO. MEETING DATE: January 21, 1987 ORIGINATING DEPT: SUBJECT: Annual Review of Investment Policy Recommended Motion: Amend the City's investment policy._to allow investment of no more than $1,000,000 of the $2,250,000 long term funds pool to be invested in qualified government securities mutual funds per Chapter 853 Statutes of 1986. Limit deposits in Savings and Loans to institutions which have an asset -to- equity ratio of greater than 3 to 1. Report Summary: A number of statutes have been signed into law which affects investments and investment policy. These changes are summarized in the attached report. The report suggests that the City's Finance Committee be requested to study and report on potential use of added investment vehicles under the new statutes. The applicability of optional actions under the new statutes to Saratoga's investing alternatives and reporting requirements is discussed. Two changes to the current invest- ment policy are recommended as shown in the above motion. Fiscal Impacts: Use of GNMA mutual funds could increase interest revenue by $20,000 to $30,000 a year over current yields without of liquidity and with minimal risk of investment principle. Attachments: Motion and Vote: Staff recommendation 5 -0. SARATOGA CITY COUNCIL City Treasurer Report to Council dated 1/16/87 AGENDA ITEM CITY MGR. APPROVAL gM7 0 oG REPORT TO MAYOR AND CITY COUNCIL SUBJECT: ANNUAL REVIEW OF INVESTMENT POLICY DATE: 1/16/87 COUNCIL MEETING: 1/21/87 RECOMMENDED MOTION: Amend the City's investment policy to allow investment o on more than $1,000,000 of the $2,250,000 long term funds pool to be invested in qualified government securities mutual funds per Chapter 853 Statutes of 1986. Limit deposits in Savings and Loans to institutions which have an asset -to- equity ratio of greater than 3 to 1. BACKGROUND: State law requires that each City have a written policy on investment of idle funds. Such policy is required to be reviewed by the legislative body at least once a year. Saratoga has chosen to do this in January as a part of the annual policy development cycle. During 1986 a number of changes were made to the State laws which affect investments and investment policy. What follows is a brief listing of these new provisions: 1. Allows local agencies to deposit excess funds in County treasury for investment with consent of Treasurer and Board of Supervisors. 2. Permits added investment vehicles as follows: a. Corporate bonds with maximum five year maturity under certain conditions and limitations b. Mutual Funds under certain conditions c. Credit Unions 3. Provides for multiple accounts with LAIF for use of restricted, identifiable non comingled monies. 4. Creates additional class of security for deposits letter of credit issued by the Federal Home Loan Bank. ANNUAL REVIEW OF INVESTMENT POLICY Page 2 Council Meeting: 1/21/87 5. Limits deposits to the shareholders' equity in any financial institution; deposits not exceeding $500,000 in credit unions shall not exceed the total of the unimpaired capital and surplus. 6. Creates added conditions for use of first trust deeds as collateral and permits letters of credit as eligible securities under specified conditions. 7. Limits authority of Treasurer to waive security for portions of deposits which are insured or guaranteed. 8. Limits terms of repurchase agreements to one year. 9. Requires monthly investment reports to include any information which Treasurer or CFO determines would demonstrate the agency's ability to meet expenditure requirements for the following month. Last year the Treasurer proposed that idle funds totalling no more than $2,250,000 be allowed to be invested for periods in excess of 12 months. In addition, investment in GNMA through the vehicle of a mutual fund was recommended by the Finance Committee rather than directly from the market because of the expertise and daily management and down -side risk which could occur. Unfortunately, investment in mutual funds was not permitted at that time. The investment policy was subsequently amended to allow long term investments not to exceed 3 years with funds not to exceed $2,250,000. ANALYSIS: While investng in corporate bonds and depositing in credit unions is now permitted as well as investing in government securities mutual funds, only the latter has been examined in depth by the Finance Committee. Depositing excess funds with the County may or may not have rate of return advantages. However, since we do over $1,400,000 a year in business with the County, a contract dispute could involve an attempted impoundment of funds by the County if we had money on deposit with them so I would not suggest Saratoga pursue such an option at this time. ANNUAL REVIEW OF INVESTMENT POLICY Page 3 Council Meeting: 1/21/87 As an added test for Savings and Loans, besides the deposit -to- equity requirement, it is suggested that the institutions asset to- equity ratio be at least 3 to 1 before City funds are allowed to be invested. (This will prevent the kind of problem Los Gatos experienced with Bell Savings.) Including cash flow information on the monthly investment report is not necessary as long as our LAIF balance remains above $500,000 since it is, in effect, a demand deposit, funds being available on 24 -hours notice without penalty. Should our portfolio change and our LAIF balance go below $500,000, then cash flow data will be put into the monthly report. FINDINGS AND CONCLUSIONS: We would like to have the Finance Committee spend some time reviewing the new investment instruments allowed by law, so we could have the benefit of their thinking and present it to the Council along with our own on the subject. Since the mutual fund idea has been explored in depth and is now permitted, I would support a change in the policy which allows up to $1,000,000 to be so invested. I would also suggest that creating a rating standard for Savings and Loans of a 3 to 1 asset -to- equity ratio would also strengthen the security objective of our investment policy triad; security, liquidity, return. jm arry R 4 Peacock, City Treasurer MEETING DATE: January 21, 1987 City Mgr Approva1A69 EXECUTIVE SUMMARY ORIGINATING DEPARTMENT: Maintenance SUBJECT: Pavement Management Survey Recommended Motions Authorize retaining Harris Associates, Engineering Consultants, to resurvey the condition of the City Street System and update the City's Pavement Management Program. Report Summary As outlined in the attached memo, it is necessary to resurvey the entire system for the Pavement Management Program. Staff time is not available to do the survey in- house, therefore we want to use a consultant. We have received a proposal from Harris Associates, the construction engineering firm that now owns the PMi package. Consultation fees for Task 1 and Task 2, as outlined in their letter of September 17, 1986, are $8,640. We recommend authorization to begin work as soon as possible appropriating pavement management funds from the budget to be used to cover necessary costs of the program. Fiscal Impact $8,640.00 Attachments Memo Letter Motion Vote Staff recommendation 5 -0. SARATOGA CITY COUNCIL 1 Agenda Item DATE: July 25, 1986 TO: City Council FROM: Dan Trinidad SUBJECT: Pavement Management System We have recently completed the "Chip Seal" portion of this Fiscal Year's Pavement Maintenance Program. Remaining to be done is the Asphaltic Concrete Overlay portion of the "Program" and the streets in the Bank Mill Road area on which we have decided to resume using a recycling process called "Heater Remix We had originally planned to "Chip Seal" these streets but chose to utilize "Heater Remix" process because of the steep grade of the roadways. These streets will be resurfaced in late August or early September. Because of the workload in the Engineering Department, the A.C. Overlay portion of the program is being delayed until spring or early summer of next year. The Chip Seal was completed utilizing City crews together with the County Transportation Agency crews which were contracted to spread the Chips. We also hired an "oil distributer" to spread the road oil which was used on the "Petromat" and to fog coat the final product. Although we do not have the final cost figures on this process (chip seal estimated at 233,00 and overlay 115,000) we believe that by acting as a general contractor and project coordinator we saved over 10% of what we would expect to pay if we had the project contracted out as a "Turn Key" operation. By coordingting the project ourselves, we were better able to demonstrate the most cost effective, most aesthetic, and have the least impact on the resident's day to day activity. On the down side, our lack of experience in coordinating a project of this scope caused some problems. The major problem was that of scheduling the County work force to fit in with the other facets of the project. Since many of the streets were first swept by the County's sweeper, then the Petromat was applied by our crews and the oil distributer, then the Chip Seal was applied by the County, then the surface was fog sealed by the oil distributer. During the entire process our people were putting out notices, directing traffic, and trying to satisfy the needs of residents who, because of prior commitments with moving vans, party caterers, etc., were desperate for help. Even with this down side, it's my feeling that our crew did an outstanding job, although it is evident that in the future we will have to do a better job of scheduling and notification of all concerned. In approximately one month we will analyze the success of the project in respect to cost, aesthetics and public conflicts and acceptance. 1 The current year is the fourth we have utilized the computer program, which the City acquired from Preventative Maintenance Inc. (PMi), to guide us in planning the essential maintenance to be performed on our street pavements. Although during the first two years, due to lack of entire funding, we delayed some of the maintenance which was called for, we have been able to catch up and are on schedule. Along with the 1986/87 Fiscal Year Budget we presented the list of streets which are to be surface treated during this, and the following two years. In field checking the schedule, we found some discrepancies which were due to the fact that the progrootis using data which was collected four years ago and which has been changed during Project Specific Engineering Analysis. It has been our plan, since acquiring the PMi Program, to perform "In Field" pavement condition surveys as follows: 1. Repair Survey Every Other Year. (We had the second "Repair Survey" completed last year, and plan to do it again next year.) 2. Pavement Condition Survey Every Four Years. (We plan to make the survey next spring.) While we realize the new survey will develop new data which may require some changes in the annual maintenance schedule, we believe the modifications will be minimal, and necessary, if the validity of the Program is to be preserved. The work which we did this year in both the planning and field project has contributed greatly to our knowledge of the entire Pavement Management System. Dan Trinidaa, Jr. Director of Maintenance 2 CONSULTING ENGINEERS September 17, 1986 Mr. Dan Trinidad, Jr. Director of Maintenance City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 Dear Dan: H� HARRIS ASSOCIATES CONSTRUCTION MANAGERS Harris Associates, Inc. is pleased to submit this proposal for Engineering Consultation in connection with your proposed 1986/87 Street Maintenance and Repair Program. Consultation would include the following: TASK 1 SURVEY PAVEMENT CONDITIONS (Can be done immediately) Survey all street segments to verify surface type, surface condition, ride quality, drainage, pavement structure and needs for repair inventory. New segments will be added or deleted as required. Condition Inventory (Appxly. 48 hours) Data Input Transfer to City Data Base (Appxly. 20 hours) SUBTOTAL TASK 1 $6,360 TASK 2 REPAIRS INVENTORY (Inventory be done March or April, 1987) Survey all street segments identified under Task 1 as needing repairs. Repair Inventory (Appxly. 24 hours) Data Input Transfer to City Data Base (Appxly. 16 hours) 220 MASON CIRCLE CONCORD, CALIFORNIA 94520 (415) 827 -4900 $5,760 600 $1,800 480 SUBTOTAL TASK 2 $2,280 Mr. Dan Trinidad City of Saratoga September 17, 1986 Page 2 TASK 3 TRAINING OF CITY STAFF City staff can be trained to collect all data or to assist Harris Associates in collecting data. Harris Associates is prepared to collect and input all the data, train City staff or do a combination of data collection and staff training as best fits City's needs. Please call me at (415) 827 -4900 if you have any questions or comments. Very truly yours GAJ:SER:tls Condition Survey (Appxly. 24 hours) Repair Inventory (Appxly. 16 hours) G. lan elten, P.E. P vement Management Specialist $1,800 $1,200 SUBTOTAL TASK 3 $3,000 EXECUTIVE SUMMARY NO. MEETING DATE: 1 21 87 ORIGINATING DEPT.: City Attorney SUBJECT:AZO -86 -007 Amendment to City Code Parking Recommended Motion: Approve the negative declaration and introduce the attached ordinance as recommended by the Planning Commission. Report Summary: On December 10, 1986, the Planning Commission Commission unanimously recommended approval of the attached ordinance. Section 1 adds parking areas as a permitted use in the front yard of a commercial zone district. This use was inadvert- ently omitted from the zoning ordinance when it was codified. Section 2 requires garages be constructed in residential zones and essentially eliminates carports. The Planning Commission _agreed that carports were unsightly and incompatible with the quality of development in Saratoga. Fiscal Impacts: None SARATOGA CITY COUNCIL Attachments: Negative declaration Ordinance amending Section 15- 90.060(h) Motion and Vote: Staff recommendation 5 0. S 20 AGENDA ITEM: 60, CITY MGR. APPROVA EIA -4 Saratoga NAME AND ADDRESS OF APPLICANT DECLARATION THAT ENVIRONMENTAL IMPACT REPORT NOT REQUIRED (Negative Declaration) Environmental Quality Act of 1970 The undersigned, Director of Planning and Environmental Control of :the CITY OF SARATOGA, a Municipal Corporation, after study and evaluation has determined, and does hereby determine, pursuant to the applicable provisions of the Environmental Quality Act of 1970, Sections'.15063 15065 and Section 15070 of the California Administrative Codend.Resolu tion 653-of the 'City of Saratoga, that the following''describ,ed.project will have no significant effect (no sub adverse impact) on ".the° environment within the terms and meaning of said Act. PROJECT DESCRIPTION AZO 007 Amendment to the City Code Section 15 90.060(h) adding "parking" in the required yards as a permitted use in the commercial zone districts and an amendment to Section 15- 35.030(a), (b), and (c) requiring garages instead of carports ,to meet the parking requirements in residential zones. City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 REASON FOR NEGATIVE DECLARATION The visual effect of parking in the required yards of a commercial lot will be addressed at the design review stage of development. Requiring garages instead of carports is more restrictive in terms of visual impact. The proposed' amendments will have no significant effects on the environment. Executed at Saratoga, California this day of Yuchuek Hsia Planning Director •.,,i File No: AZA-86 -007 19 AN ORDINANCE OF THE CITY OF SARATOGA AMENDING SUBSECTION 15- 90.060(h) PERTAINING TO USES IN REQUIRED YARDS OF COMMERCIAL SITES AND AMENDING SUBSECTIONS 15- 35.030(a), (b) AND (c) PERTAINING TO COVERED PARKING FOR RESIDENTIAL USES The City Council of the City of Saratoga hereby ordains as follows: SECTION 1: Paragraph (h) of Section 15- 19.060 in Article 15 -19 is amended to read as follows: "(h) No use shall occupy any required yard, except fences, walls, hedges, landscaped areas, walks, driveways and parking areas.. No required yard shall be used for a loading area or for storage." SECTION 2: Paragraphs (a), (b) and (c) of Section 15- 35.030 in Article 15 -35 are amended to read as follows: "(a) Single family dwelling, excluding second units (b) Second unit (c) Multi- family dwellings ORDINANCE NO. 71. Two covered spaces within a garage One covered space within a garage, except as otherwise provided in Section 15- 56.110 One covered space within a garage for each dwelling unit, plus one and one -half additional spaces on the site for each dwelling unit; provided, however, for housing developments occupied exclusively by seniors, the required parking shall be one covered space within a garage for each dwelling unit plus one -half additional space on the site for each dwelling unit." SECTION 3: If any section, subsection, sentence, clause or phrase of this Ordinance is for any reason held by a court of competent jurisdiction to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council of the City of Saratoga hereby declares that it would have passed this OrdinancYe and each section, subsection, sentence, clause and phrase thereof, irrespective of the fact that one or more sections, subsections, sentences, clauses or phrases may be held invalid or unconstitutional. SECTION 4: This Ordinance shall be in full force and effect thirty days after its passage and adoption. The above and foregoing Ordinance was regularly introduced and after the waiting time required by law, was thereafter passed and adopted at a regular meeting of the City Council held on the day of 1986, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: CITY CLERK MAYOR