The URL can be used to link to this page

Home My WebLink About03-17-2010 City Council Pkt AGENDA SPECIAL MEETING SARATOGA CITY COUNCIL MARCH 17, 2010 SPECIAL MEETING –5:45P.M. ADMINISTRATIVE CONFERENCE ROOM, 13777 FRUITVALE AVENUE. CALL MEETING TO ORDER–5:45P.M. REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properlyposted on March12, 2010) ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. COUNCIL DIRECTION TO STAFF Directionto Staff regarding actions on current Oral Communications. ADJOURN TOCLOSED SESSION –5:45PM ANNOUNCEMENT OF CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL– EXISTING LITIGATION (1 case): Government Code Section 54956.9 City of Saratoga v. Pacific Gas and Electric Company, et al. (Santa Clara County Superior Court Case No. 1-08-CV-124267) CALL JOINT MEETING TO ORDER–6:00P.M. 1.Joint Meeting with Santa Clara County Sheriff’s Office & Santa Clara County Fire Recommended Action: Informational only. ADJOURNMENT In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Councilby City staff in connection with this agenda are available at the office of the Community Development Department Director at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies ofmaterials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us.Any materials distributed by staff after the posting of theagenda are made available for public review at the office of the City Clerkat the time they are distributed to the City Council. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at 408/868-1269. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102-35.104 ADA title II] Certificate of Posting of Agenda: I,Ann Sullivan, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council forthe City of Saratoga was posted on February 26, 2010, City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at www.saratoga.ca.us th Signed this12day of March2010at Saratoga, California. Ann Sullivan, CMC City Clerk èÛÚÐ×ÍÖùÍÎÈ×ÎÈÉ ûÕ×ÎØÛ ûÌÌÍÓÎÈÏ×ÎÈÍÖìÐÛÎÎÓÎÕô×ÊÓÈÛÕ×ìÊ×É×ÊÆÛÈÓÍÎÛÎØèÊÛÖÖÓÙ éÛÖ×ÈÃùÍÏÏÓÉÉÓÍÎ×ÊÉÛÎØûØÏÓÎÓÉÈ×ÊíÛÈÔÉÍÖíÖÖÓÙ× éÈÛÖÖê×ÌÍÊÈ ê×ÉÍÐÇÈÓÍÎ íÛÈÔÉÍÖíÖÖÓÙ× ìÊÍÙÐÛÏÛÈÓÍÎø×ÙÐÛÊÓÎÕÈÔ×ïÍÎÈÔÍÖïÛÊÙÔ ÛÉ©ûÏ×ÊÓÙÛÎ ê×ØùÊÍÉÉïÍÎÈÔ¨ éÈÛÖÖê×ÌÍÊÈ ìÊÍÙÐÛÏÛÈÓÍÎ éÛÎÈÛùÐÛÊÛæÛÐÐ×ÃåÛÈ×ÊøÓÉÈÊÓÙÈìÊ×É×ÎÈÛÈÓÍÎ éÈÛÖÖê×ÌÍÊÈ ùÓÈÃùÍÇÎÙÓÐï××ÈÓÎÕïÓÎÇÈ×É¦ïÛÊÙÔ éÈÛÖÖê×ÌÍÊÈ ïÓÎÇÈ×É ùÓÈÃùÍÇÎÙÓÐï××ÈÓÎÕïÓÎÇÈ×É¦ø×Ù×ÏÚ×Ê éÈÛÖÖê×ÌÍÊÈ ïÓÎÇÈ×É ê×ÆÓ×ÅÍÖûÙÙÍÇÎÈÉìÛÃÛÚÐ×ùÔ×ÙÑê×ÕÓÉÈ×ÊÉ éÈÛÖÖê×ÌÍÊÈ ùÔ×ÙÑê×ÕÓÉÈ×Ê èÊ×ÛÉÇÊ×ÊªÉê×ÌÍÊÈÖÍÊÈÔ×ïÍÎÈÔ÷ÎØ×Øö×ÚÊÇÛÊÃ èÊ×ÛÉÇÊ×ÊªÉê×ÌÍÊÈÖÍÊÈÔ×ïÍÎÈÔ÷ÎØ×Øö×ÚÊÇÛÊÃ ìÇÚÐÓÙô×ÛÊÓÎÕÍÎê×ÉÍÐÇÈÓÍÎíÊØ×ÊÓÎÕÈÔ×ûÚÛÈ×Ï×ÎÈÍÖÛ ìÇÚÐÓÙîÇÓÉÛÎÙ×ÚÃê×ÏÍÆÛÐÍÖôÛÂÛÊØÍÇÉæ×Õ×ÈÛÈÓÍÎå××ØÉ éÈÛÖÖê×ÌÍÊÈ ûÈÈÛÙÔÏ×ÎÈûïÛÊÙÔ ûÈÈÛÙÔÏ×ÎÈúø×Ù×ÏÚ×Ê ûÈÈÛÙÔÏ×ÎÈùöÓÊÉÈîÍÈÓÙ×ïÛÓÐ×ØøÛÈ×Øø×Ù×ÏÚ×Ê ûÈÈÛÙÔÏ×ÎÈøòÛÎÇÛÊÃ ûÈÈÛÙÔÏ×ÎÈ÷ê×ÏÓÎØ×Êð×ÈÈ×ÊÖÊÍÏéùùûÕÊÓÙÇÐÈÇÊÛÐ ø×ÌÛÊÈÏ×ÎÈ ûÈÈÛÙÔÏ×ÎÈöð×ÕÛÐîÍÈÓÙ×ÖÍÊïÛÊÙÔ ìÇÚÐÓÙ ô×ÛÊÓÎÕ öã ùíïïçîóèãø÷æ÷ðíìï÷îèúðíùñõêûîè ùøúõûîøùíïïçîóèãõêûîèöçîøóîõ ûììðóùûèóíîé éÈÛÖÖÊ×ÌÍÊÈ ùøúõê×ÉÍÐÇÈÓÍÎ ùÍÏÏÇÎÓÈÃõÊÛÎÈÉê×ÉÍÐÇÈÓÍÎ ûÐÐÍÙÛÈÓÍÎåÍÊÑÉÔ××È éÈÛÖÖê×ÌÍÊÈ ûÌÌÐÓÙÛÈÓÍÎÉ öÍÐÐÍÅÇÌÍÎìÊÍÙ×ÉÉÖÍÊûÐÐÍÙÛÈÓÍÎÍÖöÇÎØÓÎÕÖÍÊùÍÏÏÇÎÓÈÃ ÷Æ×ÎÈÉ éÈÛÖÖÊ×ÌÍÊÈ ûØÍÌÈÓÍÎÍÖê×ÉÍÐÇÈÓÍÎÓÎéÇÌÌÍÊÈÍÖÈÔ×ðÍÙÛÐèÛÄÌÛÃ×ÊìÇÚÐÓÙ éÛÖ×ÈÃÛÎØèÊÛÎÉÌÍÊÈÛÈÓÍÎìÊÍÈ×ÙÈÓÍÎûÙÈÍÖ éÈÛÖÖÊ×ÌÍÊÈÛÎØÊ×ÉÍÐÇÈÓÍÎ AGENDA REGULAR MEETING SARATOGA CITY COUNCIL Wednesday, March 17, 2010 REGULAR MEETING –7:00 P.M. –CIVIC THEATER/COUNCIL CHAMBERS AT 13777 FRUITVALE AVENUE PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on March 12, 2010) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Agendized Items Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. Oral Communications -Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. Communications from Boards and Commissions Council Direction to Staff Instruction to Staff regarding actions on current Communications from Boards & Commissions. ANNOUNCEMENTS CEREMONIAL ITEMS 1.Appointment of Planning, Heritage Preservation, and Traffic Safety Commissioners and Administer Oaths of Office Recommended action: Adopt the attached resolution appointing two (2) members to the Planning Commission, four (4) members to the Heritage Preservation Commission, and two (2) members to the Traffic Safety Commission and direct the City Clerk to administer the Oaths of Office. 2.Proclamation Declaring the Month of March 2010 as “American Red Cross Month” Recommended action: Readand present proclamation. SPECIAL PRESENTATIONS 3.Santa Clara Valley Water District Presentation Recommended action: Listen to short presentation by Richard Santos, Chair/Board of Directors, for Santa Clara Valley Water District. CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council member. Any member of the public may speak to an item on the Consent Calendar at this time, or request the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 4.City Council Meeting Minutes –March 3, 2010 Recommended action: Approve minutes. 5.City Council Meeting Minutes –December 4,2002 Recommended action: Approve minutes. 6.Review of Accounts Payable Check Registers Recommended action: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: February 25, 2010 March 04, 2010 7.Treasurer’s Report for the Month Ended February 28, 2010 Recommended action: Review and accept the Treasurer’s Report for the month ended February 28, 2010. PUBLIC HEARINGS 8.Public Hearing on Resolution Ordering the Abatement of a Public Nuisance by Removal of Hazardous Vegetation (Weeds) Recommended action: Open public hearing; listen to public testimony; and close public hearing. Consider any objections to proposed Order for Abatement of Hazardous Vegetation and sustain or overrule any objections as to specific properties. Adopt proposed Resolution Ordering Abatement (Attachment A) as to properties listed (with modification(s) if any objections are sustained. 9.FY 2010/11 CommunityDevelopmentBlockGrant(CDBG) andCommunityGrant FundingApplications Recommended action: Conduct the Public Hearing and make a decision regarding allocations OLD BUSINESS 10.Follow-up on Process for Allocation of Funding for Community Events Recommended action: Accept report and direct staff accordingly. NEW BUSINESS 11.Adoption of Resolution in Support of the Local Taxpayer, Public Safety and Transportation Protection Act of 2010 Recommended action: Accept report and adopt attached Resolution. ADHOC & AGENCY ASSIGNMENT REPORTS MayorKathleen King ABAG CountyHCD Policy Committee HakoneFoundation Executive Committee West ValleyFlood Control Zone & Watershed Advisory Committee SCC CitiesAssociation Selection Committee Santa Clara CountyEmergency Council West Valley Mayorsand Managers Association Vice MayorJill Hunter HakoneFoundation Board HistoricalFoundation LibraryJoint Powers Association SASCC Sister CityLiaison VillageAdHoc Councilmember Howard Miller City SchoolAd-Hoc Chamberof Commerce Council FinanceCommittee Highway 9Adhoc KSAR Santa Clara County Cities Association Board West Valley SolidWaste Joint Powers Association West Valley TransportationAuthority PAC Councilmember Susie Nagpal Highway 9Adhoc VillageAdHoc Councilmember ChuckPage City SchoolAd-Hoc Santa ClaraValley Water District Commission Saratoga MinisterialAssociation West Valley SanitationDistrict Council FinanceCommittee CITY COUNCIL ITEMS CITY MANAGER’S REPORT ADJOURNMENT In accordance with the Ralph M. BrownAct, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda are available at the office of the Community Development Department Director at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Clerk at the time they are distributed to the City Council. In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II) Certificate of Posting of Agenda: I,Ann Sullivan, CityClerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council forthe City of Saratoga was posted onMarch 12, 2010, atthe City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at www.saratoga.ca.us th Signed this 12dayof March2010at Saratoga, California. Ann Sullivan, CMC City Clerk NOTE: To view current or previous City Council meetings anytime, go tothe City Video Archives at www.saratoga.ca.us CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2010 4/7Joint Meeting with Mt. Winery 4/21Regular Meeting –Regular Meeting –Joint Meeting with School Districts: Saratoga Union Elementary School District; Los Gatos-Saratoga Union High School District; Cupertino School District; Campbell School District Moreland School District; Fremont High School District; Sacred Heart; St. Andrews, and Campbell Union High School District 5/5Regular Meeting –Joint Meeting with Youth Commission 5/19Regular Meeting –Joint Meeting with Montalvo Arts 6/2Regular Meeting –Interview Youth commissioners for vacancies 6/16Regular Meeting –Joint Meeting with HOA Presidents 7/7Regular Meeting –Joint Meeting with Library Commission and Friends of the Saratoga Libraries 7/21Regular Meeting –Joint Meeting with SASCC SUMMER RECESS –NO COUNCIL MEETING 8/4(Tentative) SUMMER RECESS –NO COUNCIL MEETING 8/18 9/1Regular Meeting –Joint Meeting with West Valley Board of Trustees 9/15Regular Meeting –Joint meeting with Assemblymember Jim Beall 10/6Regular Meeting –Joint Meeting with Traffic Safety Commission 10/20Regular Meeting –Joint Meeting with Historical Foundation & Heritage Preservation Comm. 11/3Regular Meeting –Joint meeting with Saratoga Ministerial Association 11/17Regular Meeting -Joint Meeting with Hakone Foundation 11/30Council Reorganization 12/1Regular Meeting - 12/15Regular Meeting - SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: March 17, 2010 DEPARTMENT:CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Ann Sullivan, City Clerk Dave Anderson SUBJECT:Appointment of Planning, Heritage Preservation, and Traffic Safety Commissionersand Administer Oathsof Office RECOMMENDED ACTION: Adopt the attached resolution appointing two(2)membersto the PlanningCommission,four (4) membersto the Heritage PreservationCommission, and two (2) members to the Traffic Safety Commissionand direct the City Clerk to administer the Oathsof Office. REPORT SUMMARY: On May 3, 2010, the City of Saratoga held interviews for two (2) vacancies on the Planning Commission, four (4) vacancies on the Heritage Preservation Commission, and two(2)vacancies on the Traffic Safety Commission. Council reappointed Yan Zhao and Joyce Hlava to the Planning Commission. In addition, Council appointed Paula Cappello, Warren Heid and reappointed Peter Marra and Steve Kellond to the Heritage Preservation Commission; and reappointed Corinne Vita and Kenneth Biester to the Traffic Safety Commission. Heritage PreservationCommissioner Rita McCarty has completed one 4-year term and has decided not to serve ona second term; this term expires March 31, 2010. The attached resolution re-appoints Yan Zhao and Joyce Hlava to the PlanningCommission. The termsfor Yan Zhao and Joyce Hlavaare for 4years–April 1, 2010toApril1, 2014. The resolution also appoints Paula Cappello and Warren Heid to the Heritage Preservation Commission.In addition, the resolution re-appoints Peter Mara and Steve Kellond to the Heritage Preservation Commission. The terms for Peter Marra and Warren Heid are for 3 years and 9months–April 1, 2010 to January 1, 2014; and the terms for Paula Cappello and Steve Kellond are for 4 years and 9 months–April 1, 2010 to January 1, 2015. The resolution also re-appoints Corinne Vita and Kenneth Biester to the Traffic Safety Commission.The terms for these two re-appointments are for 3 years and 9 months–April 1, 2010 to January 1, 2014. Upon direction from the City Council the Oath of Office will be administered by the City Clerk andsigned by the new Commissioners. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Appointmentswould not be made to the Planning, Heritage Preservation, and Traffic Safety Commissions. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Update City’s Official Roster. ADVERTISING,NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A –Resolution of Appointment Attachment B –Oathsof Office RESOLUTION 10- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING TWOMEMBERSTO THEPLANNINGCOMMISSION, FOUR MEMBERS TO THE HERITAGE PRESERVATION COMMISSION, AND TWO MEMBERS TO THE TRAFFIC SAFETYCOMMISSION WHEREAS, twovacancies were created on the PlanningCommission resulting from the expired terms of Yan Zhao and Joyce Hlava; and WHEREAS ,fourvacancies were created on the Heritage Preservation Commission resulting from the expired terms of Peter Marra, Rita McCarty, Norm Koepernik, and Steve Kellond; and WHEREAS , twovacancies were created on the Traffic Safety Commission resulting from the expired terms of Corinne Vita and Kenneth Biester; and WHEREAS , a notice of vacancies was posted, applications were received, interviews have been conducted, and it is now appropriate to fill two vacancieson the PlanningCommission, four vacancies on the Heritage Preservation Commission,and two vacancies on the Traffic SafetyCommission. WHEREAS ,City Council conducted interviews onMarch 3, 2010and re- appointed twomembersto the PlanningCommission to fill twovacancies on this commission; appointed two new members and re-appointed two members to the Heritage Preservation Commission to fill four vacancies on this Commission, and re-appointed two members to the Traffic SafetyCommissionto fill two vacancies on this Commission. NOW, THEREFORE , the City Council of the City of Saratoga hereby resolves that the following appointments were made to the Planning Commission, Heritage Preservation Commission,and Traffic Safety Commission: PLANNINGCOMMISSION YAN ZHAO–APRIL1,2010TO APRIL1, 2014 JOYCE HLAVA –APRIL 1, 2010 TO APRIL1, 2014 HERITAGE PRESERVATIONCOMMISSION WARREN HEID –APRIL 1, 2010 TOJANUARY1,2014 PETER MARRA–APRIL 1, 2010 TOJANUARY 1, 2014 PAULA CAPPELLO –APRIL 1, 2010 TO JANUARY 1, 2015 STEVE KELLOND –APRIL 1, 2010 TOJANUARY 1, 2015 TRAFFIC SAFETY COMMISSION CORINNE VITA –APRIL 1, 2010 TO JANUARY 1, 2014 KENNETH BIESTER -APRIL 1, 2010 TO JANUARY 1, 2014 1 The above and foregoing resolution was passed and adopted at a regular meeting of the th Saratoga City Council held on the 17day of March 2010by the following vote: AYES: NOES: ABSTAIN: ABSENT: ______________________________ Kathleen M. King, Mayor ATTEST: ____________________________ Ann Sullivan, City Clerk 2 STATE OF CALIFORNIA COUNTY OF SANTA CLARA I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will faithfully discharge the duties uponwhich I am about to enter. __________________________ CommissionerYan Zhao Subscribed and sworn to,before me, th onthis 17day of March2010. __________________________ Ann Sullivan, CMC City Clerk STATE OF CALIFORNIA COUNTY OF SANTA CLARA I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will faithfully discharge the duties upon which I am about to enter. __________________________ Commissioner Joyce Hlava Subscribed and sworn to, before me, th on this 17day of March 2010. __________________________ Ann Sullivan, CMC City Clerk STATE OF CALIFORNIA COUNTY OF SANTA CLARA I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will faithfully discharge the duties upon which I am about to enter. __________________________ Commissioner Paula Cappello Subscribed and sworn to, before me, th on this 17day of March 2010. __________________________ Ann Sullivan, CMC City Clerk STATE OF CALIFORNIA COUNTY OF SANTA CLARA I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will faithfully discharge the duties upon which I am about to enter. __________________________ Commissioner Peter Marra Subscribed and sworn to, before me, th on this 17day of March 2010. __________________________ Ann Sullivan, CMC City Clerk STATE OF CALIFORNIA COUNTY OF SANTA CLARA I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will faithfully discharge the duties upon which I am about to enter. __________________________ Commissioner Steve Kellond Subscribed and sworn to, before me, th on this 17day of March 2010. __________________________ Ann Sullivan, CMC City Clerk STATE OF CALIFORNIA COUNTY OF SANTA CLARA I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will faithfully discharge the duties upon which I am about to enter. __________________________ Commissioner Warren Heid Subscribed and sworn to, before me, th on this 17day of March 2010. __________________________ Ann Sullivan, CMC City Clerk STATE OF CALIFORNIA COUNTY OF SANTA CLARA I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will faithfully discharge the duties upon which I am about to enter. __________________________ Commissioner Corinne Vita Subscribed and sworn to, before me, th on this 17day of March 2010. __________________________ Ann Sullivan, CMC City Clerk STATE OF CALIFORNIA COUNTY OF SANTA CLARA I do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will faithfully discharge the duties upon which I am about to enter. __________________________ Commissioner Kenneth Biester Subscribed and sworn to, before me, th on this 17day of March 2010. __________________________ Ann Sullivan, CMC City Clerk SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: March 17,2010 DEPARTMENT:CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Ann Sullivan, City Clerk Dave Anderson SUBJECT:Proclamation Declaring the Monthof March2010as “American Red Cross Month” RECOMMENDED ACTION: Read and present proclamation. REPORT SUMMARY: The attached proclamation declares the month of March 2010“American Red CrossMonth”. Mary Anderson,American Red Cross Marketing Manager, will be attending the meeting to accept the proclamationon behalf of the American Red Cross. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting of the agenda. ATTACHMENTS: Attachment A –Copy of proclamation CITY OF SARATOGA PROCLAMATION DECLARING THE MONTH OF MARCH2010 RED CROSSMONTH WHEREAS, the American Red CrossSilicon Valley Chapterfulfills a unique and vital role by providing help and hope in the face of emergencies and disaster, and is a true reflection of the humanitarian and volunteer spirit of the American people; and WHEREAS, for nearly 100 years, Presidents have called on the American people to support the Red Cross and its humanitarian mission.In 1943, during World War II, President Franklin D. Roosevelt became the first president to proclaim March as Red Cross Month and called on Americans to “rededicate themselves to the splendid aims and activities of the Red Cross,” which has now become a 70 year tradition; and WHEREAS, every day, through itsnetwork of over 1,000 adult and 800 youthvolunteers and 25 employees in threelocations in Santa Clara County, the American Red CrossSilicon Valley Chapteris there to save the day when disaster strikes or when a neighbor’s house burns down; when someone needs life-saving blood, or the comfort of a helping hand; connecting military families with their loved ones in service, and providingtraining in CPR, aquatics safety, and first aid; and WHEREAS, within the last year alone, the American Red Cross Silicon Valley Chapter reached close to 50,000 people in the Silicon Valley through such services as providing aid and support in over 100localdisasters:mainly home fires, settingupshelters, shipping nearly 100,000 poundsof care and comfort packages to troops overseas and conducting over 3,000life saving classes; and WHEREAS, our country depends on the American Red Cross,which relieson support from the public to continue its humanitarian work,and this is especially important in these challenging economic times for the Red Cross and all Americans. NOW, THEREFORE ,I, Kathleen M. King, Mayor of the City of Saratoga, hereby proclaim the month ofMarchas “RED CROSS MONTH” in the City of Saratogaand I encourage all residents torecognize and support the valuable work of the American Red CrossSilicon Valley Chapterby making a financial contribution, donating blood, taking a life-saving class, or volunteering to help the Red Cross spread its humanitarian aid and goodwill to people around the world. th WITNESS MYHAND AND THE SEAL OF THE CITY OF SARATOG A this 17day of March 2010. ____________________________ Kathleen M. King, Mayor SARATOGA CITY COUNCIL MEETING DATE: AGENDA ITEM: March17, 2010 DEPARTMENT: CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Ann Sullivan, City ClerkDave Anderson SUBJECT: Santa Clara Valley Water DistrictPresentation RECOMMENDED ACTION: Listen to short presentation by Richard Santos, Chair/Board of Directors, for Santa Clara Valley Water District. REPORT SUMMARY: Mr. Santos is the newly appointed Chair of the Santa Clara Valley Water District, and has requested to appear before the Saratoga City Council to make a brief presentation on the most current issues which impact our joint constituencies. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: Posting ofthe agenda. ATTACHMENTS: 1 None 2 SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: March 17,2010 DEPARTMENT:CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Ann Sullivan,City Clerk Dave Anderson SUBJECT:City CouncilMeetingMinutes–March3,2010 RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for March 3, 2010City CouncilRegular Meeting. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A –MinutesfromMarch 3, 2010City Council Regular Meeting. MINUTES SARATOGA REGULAR CITY COUNCILMEETING MARCH 3, 2010 The City Council of the City of Saratoga held interviews for vacancies on the Planning Commission, Heritage Preservation Commission and the Traffic Safety Commission from 5:15 to 6:30 p.m. in the Administrative Conference Room. The City Council held a Joint Meeting with the Parks and Recreation Commission in the Administrative Conference Room from 6:30 to 6:55 p.m. Mayor Kingcalled the Regular City Council meeting to order at 7:00 p.m.and invited students from St. Andrews School to lead the Pledge of Allegiance. ROLL CALL : PRESENTCouncilmembers Chuck Page, Howard Miller, Susie Nagpal, Vice Mayor Jill Hunter, Mayor Kathleen King ABSENT:None ALSODave Anderson, City Manager PRESENT:Richard Taylor, City Attorney Ann Sullivan, City Clerk Barbara Powell, Assistant City Manager Mary Furey, Administrative Services Director John Cherbone, Public Works Director John Livingstone, Community Development Director CrystalMorrow, Administrative Analyst II Cynthia McCormick, Assistant Planner REPORT OF CITY CLERK ON POSTING OF AGENDA Ann Sullivan, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of March 3, 2010 was properly posted on February 26, 2010. [Mayor King moved Communications from Boards and Commissions up next and then Special Presentations.] ORAL COMMUNICATIONS Citizen Ray addressed the Council regarding Highway 9 safety and the re-striping between Saratogaand Los Gatos. He also commented on the Cupertino Cement Plant and noted citizens could visit www.channel7.comto view the recent television coverage by Channel 7–search word is Lehigh. DIRECTION TO STAFF None COMMUNICATIONS FROM BOARDS AND COMMISSIONS Denise Goldberg,Chairof the Parks and Recreation Commission,provided a brief report on the Joint Meeting with City Council prior to the Regular Meeting.She noted the Commissionhas a number of exciting plansfor the City and they are looking forward to working with the Council to implement these plans. She noted the Commissionhas three main goals: encourage Saratogans to become involved in the City parks and recreation system by visiting parks they haven’tbeen to;raiseawareness to naturein Saratoga;and work with the community to make Saratoga a “healthy” city. DIRECTION TO STAFF None ANNOUNCEMENTS Councilmember Miller reminded everyone about the exciting programs that are listed in the Saratoga Recreation Guide. He noted theStroke Faire from 2PM to 4PM at Good Samaritan Hospital on March 4and a Financial Planning Association class at the th Saratoga Library on “Strategies for Sustainable Living and Retirement” on March 11 from 1:00to 2:30PM. Vice Mayor Hunter reminded the community of the Mustard Faire onSunday, March 7at th 10AM;the St. Paddy’s Day party on March 13from 3PMto 5PMin the Village; and th the Persian Faire in the Village on March 16. Mayor King –invited everyone to the 8AM SASCCPancake Breakfast at the Senior Center on March 7 –followed bytheMustard Faire, which starts at 10AM.Mayor King also noted that there will be seven vacancies on the Youth Commission in June and invited interested applicants to submit an application to the City Clerk by 5PM on May 3. CEREMONIAL ITEMS None SPECIAL PRESENTATIONS UNITY IN COMMUNITY” PRESENTATION 1.“ STAFF RECOMMENDATION: Listen to short presentation by Kelly Green, Principal of Redwood Middle School. Kelly Green, Principal of Redwood Middle School, along with two students,gave a short presentation on the meaning and purpose of the “Unity in Community” program that all Redwood Middle Schoolstudents are involved in. CONSENT CALENDAR CITY COUNCIL MEETINGMINUTES –FEBRUARY 17, 2010 2. 2 STAFF RECOMMENDATION: Approve Minutes. APPROVE CITY COUNCIL MEETING PAGE/MILLER MOVED TO MINUTES –FEBRUARY 17, 2010. MOTION PASSED 4-0-1WITH NAGPAL ABSTAINING. CITY COUNCIL MEETINGMINUTES –MARCH 16, 2005 3. STAFF RECOMMENDATION: Approve minutes. Kathleen Casey removed this itemfor comment. Councilmember Page made one correction. APPROVE CITY COUNCIL MEETING MILLER/PAGEMOVED TO MINUTES –MARCH 16, 2005 AS AMENDED. MOTION PASSED 4-0-1WITH NAGPAL ABSTAINING. TREASURER’SREPORT FOR THE MONTHENDED JANUARY 31, 2010 4. STAFF RECOMMENDATION: Review and accept the Treasurer’s Report for the month ended January 31, 2010. APPROVE TREASURER’S REPORT FOR THE PAGE/MILLER MOVED TO MONTH ENDED JANUARY 31, 2010. MOTION PASSED 4-0-1WITH NAGPAL ABSTAINING. REVIEW OF ACCOUNTS PAYABLE CHECK REGISTERS 5. STAFF RECOMMENDATION: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: February 11, 2010 February 18, 2010 ACCEPT CHECK REGISTERS FOR PAGE/MILLER MOVED TO ACCOUNTS PAYABLE PAYMENT CYCLES: FEBRUARY 11, 2010 AND FEBRUARY 18, 2010. MOTION PASSED 4-0-1WITH NAGPAL ABSTAINING. PROSPECT ROAD MEDIANNO. 11 –NOTICE OF COMPLETION 6. STAFF RECOMMENDATION: Move to accept the Prospect Road Median No. 11 project as complete and authorize the City Manager to sign the Notice of Completion for the construction contract. Kathleen Casey removed this item for comment. TO ACCEPT THE PROSPECT ROAD MEDIAN MILLER/NAGPAL MOVED NO. 11 PROJECT AS COMPLETE AND AUTHORIZE THE CITY 3 MANAGER TO SIGN THE NOTICE OF COMPLETION FOR THE CONSTRUCTION CONTRACT. MOTION PASSED 5-0-0. JOINT USE AGREEMENTSWITH SANTA CLARA VALLEY WATER 7. DISTRICT FOR JOE’S TRAIL STAFF RECOMMENDATION: Authorize the City Manager to executeJoint Use Agreements with Santa Clara Valley Water Districtfor Joe’s Trail. AUTHORIZE THE CITY MANAGER TO PAGE/MILLER MOVED TO EXECUTE THE JOINT USE AGREEMENTS WITH SANTA CLARA VALLEY WATER DISTRICT FOR JOE’S TRAIL. MOTION PASSED 4-0-1 WITH NAGPAL ABSTAINING. LANDSCAPING & LIGHTING ASSESSMENT DISTRICT LLA-1; 8. RESOLUTIONS INITIATING RENEWAL OF THE DISTRICT FOR FY 10-11 STAFF RECOMMENDATION: 1. Move to adopt the Resolution describing improvements and directing preparation of the Engineer’s Report. 2. Move to adopt the Resolution appointing the Attorneys for the District. RESOLUTION NO. 10 –009 RESOLUTION NO. 10 –010 1)ADOPT THE RESOLUTION DESCRIBING PAGE/MILLER MOVED TO: IMPROVEMENTS AND DIRECTING PREPARATION OF THE ENGINEER’S REPORT; 2) ADOPT RESOLUTION APPOINTING THE ATTORNEYS FOR THE DISTRICT. MOTION PASSED 4-0-1 WITH NAGPAL ABSTAINING. [Mayor King asked if Council would agree to addressingAgenda Item 13 at this time. Council concurred.] PUBLIC HEARINGS FY 2010/11 COMMUNITYDEVELOPMENTBLOCKGRANT(CDBG) AND 9. COMMUNITYGRANTFUNDINGAPPLICATIONS STAFF RECOMMENDATION: 1. Conduct the Public Hearing and accept public testimony presentations from applicants. 2. Review recommendations for streamlining the County CDBG program. 3. Continue the Public Hearing to March 17th to finalize grant allocations and approve a transfer of $13,964 in previously allocated CDBG funds. Cynthia McCormick, Assistant Planner, presented the staff report. Mayor King opened the Public Hearing. 4 The following people spoke in support: Barbara Merrillfor Saratoga Adult Care Center Rose Steele forShady Shakespeare Charles Cummins, Jr. forLong Term Care Ombudsman Program Naomi NakanoMatsumoto & Sujatha Venkatraman forWest Valley Community Services Tom Moran forKSAR Susan Huff forSASCC Joan Giampaolo forWildlife Center of Silicon Valley Kathleen Casey thanked the Council for providing funding to help people in need and noted her concerns regarding any CDBG funding going towards administrative costs for the agencies that receive funding. No one else requested to speak on this item. Mayor King closed the public comment. CONTINUE THE PUBLIC HEARING TO PAGE/MILLER MOVED TO MARCH 17, 2010 FOR; 1) STAFF TO PROVIDE COUNCIL WTH THE ALLOCATION CHART AND;2) TO FINALIZE GRANT ALLOCATIONS; AND 3) NOTIFY AGENCIES PREVIOUSLY GRANTED FUNDING. MOTION PASSED 5-0-0. APPROVE A TRANSFR OF $13,964 IN NAGPAL/MILLER MOVED TO PREVIOUSLY ALLOCATED CDBG FUNDS . MOTION PASSED 5-0-0. Mayor King declared a break at 9PM. Mayor King reconvened the meeting at 9:12PM. OLD BUSINESS GOOGLE FIBER FOR COMMUNITIES REQUEST FORINFORMATION 10. STAFF RECOMMENDATION: Accept report and direct staff accordingly. Crystal Morrow, Administrative AnalystII,presented the staff report. COUNCIL CONSENSUS: The Town of Los Gatos has indicated they may be engaging a consultant to assist with their Google Fiber Request for Information application and that a joint application between Los Gatos, Saratoga and Monte Sereno may be possible. Council directed staff to proceed with a joint application with Los Gatos, on the condition thatthe consultant will be available to assist Saratogastaff in completing the application. 5 RESOLUTION AUTHORIZING ABAG TO ACCEPT STATE ENERGY 11. PROGRAM FUNDS ON BEHALF OF THE CITY OF SARATOGA STAFF RECOMMENDATION: Recommended action: Accept report and approve the attached resolution authorizing the Association of Bay Area Governments (ABAG) to accept State Energy Program (SEP) funds on behalf of the City for a residential energy efficiency audit and retrofit program. Crystal Morrow, Administrative Analyst II, presented the staff report. RESOLUTION NO. 10 –011 APPROVE THE RESOLUTION AUTHORIZING NAGPAL/PAGE MOVED TO THE ASSOCIATION OF BAY AREA GOVERNMENTS (ABAG) TO ACCEPT STATE ENERGY PROGRAM (SEP) FUNDS ON BEHALF OF THE CITY FOR A RESIDENTIAL ENERGY EFFICIENCY AUDIT AND RETROFIT PROGRAM. MOTION PASSED 5-0-0. NEW BUSINESS PROCESS FOR ALLOCATION OF COMMUNITY EVENTS FUND 12. STAFF RECOMMENDATION: Accept report and select a process for allocating community event funds. Crystal Morrow, Administrative Analyst II,presented the staff report. Mayor King invited public comment. Kathleen Casey requested tospeak on this item noting thetraditional Saratoga events should be given funding priority. No one else requested to speak on this item. Mayor King closed the public comment. COUNCIL DIRECTION: Bring item back as a Consent Calendar item at the next City Council meeting; o Consider funding for these events during normal Fiscal Year Budgeting o process Specifyfunding amount for traditional City events;applicants to complete o application Allocate $5,000 for non-traditional events;applicants complete application o Advertisevia City website o REVIEW OF SITE COVERAGE REQUIREMENTS ANDIMPERVIOUS 13. SURFACE DEFINITION 6 STAFF RECOMMENDATION: Direct staff regarding the preferred approach to revising site coverage requirements and impervious surface definition among one or moreof the following options which are discussed later in more detail: 1. Create an exception process that would allow the Planning Commission to approve variations from the site coverage standards upon making specific findings (similar to the process for grading standards). 2. Change the definition of “impervious surface” to exclude specified types of surfaces such as artificial turf, gravel, or driveways. As a variation on this option the Code could exclude specific types of surfaces in specific zoning districts, such as the current exclusion for driveways in the Agricultural district. 3. Seek to address the goals of the site coverage requirements with a different approach such as a landscape ordinance. Cynthia McCormick, Assistant Planner,presented the staff report. Mayor King invited public comment. Ron Hills addressed the Council regarding artificial turf, gravel, and tree bark, which are currently deemedimpervious under the City’s site coverage standards, and stated he is concerned about Option 1. No one else requested to speak on this item. Mayor King closed the public comment. COUNCIL DIRECTION: Option Preference: Council preferredOption 1–Creating an exception process that would allow the Planning Commission to approve variations from the site coverage standards upon making specific findings (similar to the process for grading standards). Inclusion/Exclusion of Driveway Issue: Mayor King, CouncilmembersPage and Nagpal preferred havingthe word “driveway” removed from the site coveragerequirements. Vice Mayor Hunter and Councilmember Miller preferred to have the Planning Commission resolvethe “driveway” issue. Definition of Pervious and Impervious Direction: Council concurred not to pursue revising the definitions of impervious due to the environmental review cost and staff time involved,and suggested that it be considered at a later date as Phase II. ADHOC & AGENCY ASSIGNMENT REPORTS MayorKathleen King –reported: County HCD Policy Committee–attended the last meeting andnoted that$1.3 million is allocated by the County for housing. 7 West Valley Mayors and Managers Association(WVMMA)–met and spoke about single- use bags and the Recycling Committee is hoping that the member citieswill all support a resolution banning the useof single-use bags once the environmental impact study is completed by the City of San Jose; and theannual WVMMA dinner is next Thursday evening and invited Council and City Manager Anderson to attend. Vice MayorJill Hunter –reported: Hakone Foundation Board–attended Hakone’sYear of the Tiger event and noted it was a beautiful event. Councilmember Howard Miller–reported: Council Finance Committee–met and SASCC continues to have financial concerns. Councilmember Susie Nagpal–reported: VillageAdhoc–met to consider approval of an additional canopy application. Councilmember Chuck Page–reported: Saratoga Ministerial Association–will be moving forward with the Saratoga Serves program. West Valley SanitationDistrict–is looking for anewattorneydue to a retirement. VTA PAC–Board will have to vote soon onthe method ofhowsmall citiesacquireseats on the Board. CITY COUNCIL ITEMS Councilmember Page noted hewould like to agendize a resolution sponsored by the League of California Cities to keep local revenues local rather than the state taking local funds. Councilmembers Miller and Nagpal were in agreement. CITY MANAGER’S REPORT None ADJOURNMENT ADJOURN THE REGULAR MEETING AT10:15PM. MILLER/PAGE MOVED TO MOTION PASSED 5-0-0. Council proceeded to the Administrative Conference Room for a Special Meeting following the adjournment of the Regular Meeting. Respectfully submitted, Ann Sullivan, CMC City Clerk 8 SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: March 17,2010 DEPARTMENT:CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Ann Sullivan,City Clerk Dave Anderson SUBJECT:City CouncilMeetingMinutes–December 4, 2002 RECOMMENDED ACTION: Approve minutes. REPORT SUMMARY: Approve minutes as submitted for December 4, 2002 City CouncilRegular Meeting. FISCAL IMPACTS: N/A CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: Retain minutes for legislative history. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment A –MinutesfromDecember 4, 2002City Council Regular Meeting. MINUTES SARATOGA CITY COUNCIL DECEMBER 4, 2002 The City Council of the City of Saratoga met in Open Session in the Administrative Conference Room at 5:00 p.m. to interview applicants for the Finance Commission. The City Council of the City of Saratoga met in Closed Session, Administrative Conference Room, 13777 Fruitvale Avenue at 5:15 p.m. Conference with Legal Counsel -Threatened litigation (Gov't Code 54956.9(b): (1 potential case) Conference With Legal Counsel -Existing Litigation (1 case) (Government Code section 54956.9(a)) Name of case: City of Saratoga v. West Valley-Mission Community College District (California Court of Appeal, Sixth Appellate District No. H022365) MAYOR’S REPORT ON CLOSED SESSION –7:00 p.m. Mayor Streit reported therewas Council discussion but no action was taken. Mayor Streit called the Regular City Council meeting to order at 7:10 p.m. and lead the Pledge of Allegiance. ROLL CALL PRESENT:Councilmembers Stan Bogosian, John Mehaffey, Ann Waltonsmith, Vice Mayor Evan Baker, Mayor Nick Streit ABSENT:None ALSO PRESENT:Dave Anderson, City Manager Lorie Tinfow, Assistant City Manager Richard Taylor, City Attorney Cathleen Boyer, City Clerk Tom Sullivan, Community Development Director Jesse Baloca, Administrative Services Director Christine Oosterhous, Associate Planner REPORT OF CITY CLERK ON POSTING OF AGENDA FOR DECEMBER 4, 2002 Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2, the agenda for the meeting of December4, 2002 was properly posted on November 27, 2002. COMMUNICATIONS FROM COMMISSIONS & PUBLIC ORAL COMMUNICATIONS The following person requested to speak at tonight’s meeting: Bert Martel read a letter regardingthe next West Valley Sanitation District (District) meeting. Mr. Martel stated that the District claims that everything has been cleaned up. Mr. Martel also stated that the Districtonly skimmed the surface of the dirt and ithas not been returned to its previous condition. Mr. Martel notedthat he personally had the soil tested by the same company the City used to test the Saratoga Creek and the test results indicated the soilcontained90,000unitsof raw sewage, almost twice as much as the minimum allowed, which is 50,000 units of raw sewage. COUNCIL DIRECTION TO STAFF Councilmember Mehaffey stated that if there is ahazardous raw sewage concernin the creek, the creek needs to be fenced off, posted, and investigated. Vice Mayor Baker requestedthat Mr. Martel’s test results besent totheWest Valley SanitationDistrict (District) and that the City takes a position with the District, whereby the District conducts additional and more extensive testing, as Mr. Martel’s test results are very different from the test results that he, alongwith the other members of the District’s Board of Directors received. ANNOUNCEMENTS None CEREMONIAL ITEMS 1A.APPOINTMENT AND OATH OF OFFICE OF LIBRARY COMMISSION MEMBERS ANNE CROSS, CATHY FOSCATO AND PRAGATI GROVER STAFF RECOMMENDATION : Adopt resolution and administer Oath of Office. RESOLUTIONNO02-090 : ADOPT RESOLUTION WALTONSMITH/MEHAFFEY MOVED TO APPOINTING THREE MEMBERS TO THE LIBRARY COMMISSION . MOTION PASSED 5-0-0. City Clerk Boyer administered the Oath of Office to the newly appointed Library Commissioners. 2 CONSENT CALENDAR 2A.APPROVAL OF CITY COUNCIL MINUTES –SEPTEMBER 18, 2002 STAFF RECOMMENDATION : Approve minutes. APPROVE CITY COUNCIL MINUTES BAKER/MEHAFFEY MOVED TO OF SEPTEMBER 18, 2002 . MOTION PASSED 5-0-0. 2B.APPROVAL OF CITY COUNCIL MINUTES –OCTOBER 16, 2002 STAFF RECOMMENDATION : Approve minutes. Councilmember Waltonsmith requested that item 2B be removed from the consent calendarfor clarification. APPROVE CITY COUNCIL WALTONSMITH/MEHAFFEY MOVED TO MINUTES OF OCTOBER 16, 2002 AS AMENDED .MOTION PASSED 5-0- 0. 2C.REVIEW OF CHECK REGISTER STAFF RECOMMENDATION : Approve check register. APPROVE CHECK REGISTER BAKER/MEHAFFEY MOVED TO . MOTION PASSED 5-0-0. 2D.2003 HAZARDOUS VEGETATION PROGRAM COMMENCEMENT RESOLUTION STAFF RECOMMENDATION : Adopt resolution and set a public hearing date. RESOLUTIONNO02-090 : ADOPT RESOLUTION DECLARING BAKER/MEHAFFEY MOVED TO HAZARDOUS VEGETATION A NUISANCE AND SETTING A PUBLIC HEARING. MOTION PASSED 5-0-0. 2E.AMENDING SIDE YARD SETBACK REQUIREMENTS STAFF RECOMMENDATION : Adopt ordinance. AnOrdinanceamending theZoningCodeof the City of Saratogaamending Article15to provide astaggeredsideyardsetbackin theR-1-10,000, R-1-12,500, R-1-15,00, R-1-20,000andR-1-40,000zoned districts. 3 ORDINANCENO:216 ADOPT ORDINANCE AMENDING SIDE BAKER/MEHAFFEY MOVED TO YARD SETBACKS . MOTION PASSED 5-0-0. 2F.REQUEST FROM SARATOGA PARKSIDE HOMEOWNERS ASSOCIATION FOR CONSENT TO AMEND CC&R’s STAFF RECOMMENDATION : Adopt resolution. A resolution of the City Council of the City of Saratoga consenting to an amendment to the Saratoga Parkside enabling declaration establishing a plan for condominium ownership. RESOLUTIONNO02-089 : ADOPT RESOLUTION CONSENTING BAKER/MEHAFFEY MOVED TO TO AMENDMENT OF SARATOGA PARKSIDE CC&R’s . MOTION PASSED 5-0-0. PUBLIC HEARINGS 3.ISSUANCE AND DELIVERY OF INSURED SENIOR LIVING REVENUE BONDS, 2002 SERIES A (ODD FELLOWS HOME OF CALIFORNIA) AND AUTHORIZING THE APPROVAL OF THE ISSUANCE OF SUCH BONDS BY THE ABAG FINANCE AUTHORITY FOR NONPROFIT CORPORATIONS STAFF RECOMMENDATION : Open public hearing; close public hearing; adopt resolution. Tom Sullivan, Community Services Director, presented staff report. Director Sullivan explained that the Executive Committee of the Board of Directors of the ABAG Finance Authority for Nonprofit Corporation has considered a final application approvingbond financing for The Odd Fellows Home of California, dba:Saratoga Retirement Communityin Saratoga and dba: The Meadows in Napa(The Borrower). The Borrower is a nonprofit corporation that ownsretirement communities in Saratoga and Napa. The City of Saratoga has been askedto hold a public hearing and make its determination of this matter at its regular meeting on December 4, 2002. Director Sullivan explained that the 2002 Bonds that total $82 million, are to be issued to finance the second phase of an expansion of the Saratoga campus–the construction of 104 apartment units and 39 cottage living sites and related common areas, all located on a 37-acre campus with the existing facilities for the first phase. Director Sullivan stated that the actual financing document clearly statesthat the City and ABAG have no financial liability. 4 Brain McLemore, 1200 Mira Mar, Medford Oregon, briefly describedthe facility and noted that it will be licensed by the California Department of Social Services under their continuing care retirement community. Mr. McLemore stated that under this licensing they are required to pre-sell a number of units before the project can begin construction. To date they have received a 20% deposit on 83 out of 143 units that need to be sold to proceed with the bond and construction. Mr. McLemore stated that the project should becompleted by October 2004. Douglas Goe,Bond Counsel, 222 SW Columbia, Portland, Oregon, stated that the Federal Tax Code requires that a public hearingbeconducted by elected officials in the jurisdiction of the issuing body whenever bonds are issued on behalf of a nonprofit corporation,such as the Odd Fellows. Also, the elected body must be an Associated Member of ABAG –their Finance Authority. The City Attorney has been presented with an amended resolution that needs a two-thirdsvote by the Council to add as an emergency itemthis evening. This resolution would authorize the City to become an ABAG Associate Member. If the Council elects not to be an Associate Member of ABAG, it is requested that the City Council write a letter to the County Board of Supervisors acknowledging the City’s public hearing. The County can then place this item on their December 10, 2002 agenda, which is the last meeting day of the year for the Board of Supervisors. Councilmember Waltonsmith asked why the City would want to be an Associate Member of ABAG. Mr. McLemore responded that the City would be helping the Odd Fellows. They are in a critical situation and need to issue the bonds prior to the end of the year. Mr. Goe stated that there is no financial obligationand no costs associated to the City of Saratoga to become an Associated member of ABAG. City Attorney Taylor stated that because this situation came to the City late this afternoon, he has not had an opportunity to completely review the resolution; however, upon a quick review he noted there is no financial obligation to the City. Vice Mayor Baker inquired how the City would self-appoint itselfas an Associate Member of the ABAG of the Finance Authority. City Attorney Taylor responded that there is an agreement attached to the resolution and the City would approve the agreement, adding that it would then be up to ABAG to approve the agreement. Vice Mayor Baker asked if any contact has been made with the Board of Supervisorsregarding this item. Mr. McLemore responded yes, they have contacted the Board of Supervisors. Councilmember Mehaffey asked what duties the City would have once they became anAssociate Member of ABAG. City Attorney Taylor noted that he is in the process of researchingthat issue, adding that the Agreement clearly states the City has no financial obligations with respect to the bonds issued by the Financing Authority, however, in terms of a 5 Councilmember having to be appointed to an Advisory Group, etc., he could not provide an answer at this time. Mayor Streit opened the public hearing at 7:35 p.m. The following person requested to speak on this item: Jeff Schwartz urged the City Council to support the project if there is no risk or obligations to the City. Mr. Schwartz statedthat he fully supports the project and noted that the developers have worked with the neighbors throughout the project. Mayor Streit closed the public hearing at 7:40 p.m. Vice Mayor Baker stated that the project needs to continue and the City should support this project and adopt the resolution that allows this bond issuance to st move forward –before the January 1deadline. Councilmember Mehaffey asked if Council approved the resolution that was distributed by Mr. Goe rather than the resolution that was in the Council packet, would this item have to be designated as an Urgency Item. City Attorney Taylor noted that Council would have to vote by a four-fifths vote finding that this came to the attention of the City Council after the posting of the agenda and there isn’t sufficient time to address this at a later meeting. If Council can make this determination by a four-fifths vote, they could then take a separate vote to adopt the ABAG resolution that was provided after the posting of the agenda. Dave Anderson, City Manager, addedthatABAG is a credible organizationand notedthat the only concern would be that the resolution language doesn’t obligate the City as an underwriter or guarantor. City Attorney Taylor voiced a concern regarding the wording ofthe resolution “the City hereby approves the issuance of the bonds” and asked Mr. Goe if they meant “approves ofthe issuance of the bonds” and does the IRS want to know if the City supports the issuance of the bonds. Mr. Goe replied under the IRS Tax Regulations they want the City to approve “of” the issuance of the bonds. City Attorney Taylor concluded by saying he would like the language worded “the City hereby approves ofthe issuance of the bonds”. Mr. Goe stated he would accept Attorney Taylor’s request to change the wording to “the City hereby approves ofthe issuance of the bonds”. Mayor Streit indicated he felt the Council had sufficient information to make the findings an Urgency Item and adopt the new resolution, subject to a very quick and intense review of the newly submitted resolution by the City Attorney and City Manager and let the Board of Supervisors know later of Council’s decision. 6 BAKER/WALTONSMITH MOVED TOCONSIDER APPROVAL OF THE NEW RESOLUTION SUBMITTED BY THE BOND COUNSEL AS AN URGENCYITEMTO BE ON THE AGENDA FOR CONSIDERATION AND DECISION BY THE CITY COUNCIL THIS EVENING. MOTION PASSED 5-0-0. Councilmember Bogosiannoted he would support adding this Urgency Item on this evening’s agenda and feels this would be a benefit to the community, however, he stated he was disappointed in the fact that the owners of the Odd Fellows facility would pay a lot of money to consultants to bring this our attention this evening and that they should know what the deadlines are well in advance. Mayor Streit asked for a motion on the new resolution. RESOLUTION NO02-092 : ADOPT RESOLUTION AS WALTONSMITH/BOGOSIAN MOVED TO AMENDEDTO INSERT THE WORD “OF” REGARDING THE HOLDING OF A PUBLIC HEARING IN CONNECTION WITH THE ISSUANCE AND DELIVERY OF INSURED SENIOR LIVING REVENUE BONDS(ODD FELLOWS HOMES OF CALIFORNIA)2002 SERIES A; AUTHORIZING THE APPROVAL OF THE ISSUANCE OF SUCH BONDS BY THE ABAG FINANCE AUTHORITY FOR NON-PROFIT CORPORATIONS; APPROVING ASSOCIATE MEMBERSHIPS BY THE CITY OF SARATOGA AND THE ABAG FINANCE AUTHORITY FOR THE NON- PROFIT CORPORATIONS; AND THE EXECUTION ON AN ASSOCIATE MEMBERSHIP AGREEMENT RELATING TO THE ASSOCIATE MEMBERSHIP OF THE CITY OF THE AUTHORITYSUBJECT TO THE REVIEW AND APPROVAL OF THE ASSOCIATE MEMBERSHIP AGREEMENTBY THE CITY MANAGER AND THE CITY ATTORNEY . MOTION PASSED 5-0-0. 4.APPEAL OF A PLANNING COMMISSION DECISION TO DENY DESIGN REVIEW APPLICATION DR-01-044 TO CONSTRUCT A TWO-STORY SINGLE-FAMILY RESIDENCE TO BE LOCATED AT 18360 PURDUE DRIVE STAFF RECOMMENDATION : Open public hearing; close public hearing; take appropriate action. Christine Oosterhous, Associate Planner, presented staff report. Associate Planner Oosterhous explained that the subject of the appeal is the construction of first and second story additions to an existing one-story single family residence. At a public hearing on October 23, 2002 the Planning Commission denied their Design Review Application. Ms.Oosterhous explained that the Planning Commission could not support the design review application because the project did not meet the City’s design review findings as sited in the resolution of denial dated November 13, 2002. The 7 Planning Commission was concerned aboutsetting a precedent of two-story homes in a predominately one-story neighborhood, infringing upon privacy of adjacent one-story residences, and the lack of architectural compatibility of the proposed residence in style, mass,and bulk withinthe neighborhood. Mayor Streit opened the Public Hearing at 7:50 p.m. ColeBritton,Architectfor the Appellant,addressed the Council and explained that his clients desireda two-story house because of their growing family and the need to keep their backyard in order to provide a safe play area for their children. Mr. Britton noted that they have kept the second story height down and thatthe Azizi family met with their neighbors to get their approval of the proposed design.He addedonly one neighbor,whose property isadjacentto the Azizi property, opposes the project. MayorStreit invited public comment and the following people requested to speak on this item: The following people spoke in support of the Appellant: Mark Pasos Dan Mercado Tom Corson ElizabethLyraspoke on behalf of her father, Ollie Lyra Anjali Kurde Richard Gurney Walter Ballard Councilmember Bogosian asked Mr. Gurney if the Homeowner’s Association has taken an official stand on the project. Mr. Gurney responded that he wasn’t aware of any official stand by the Homeowner’s Association. The following people spoke in support of the Applicant: Chris Wiles Angie Fredrick Maureen Williams Dave Johnson Suyen Park Amir Fatalia Georgia Ann Wiles Architect, ColeBritton,re-addressed the Council and stated the square footageof this proposed two-story designis the same as what a one-story remodel/addition would be and that it is only four feet higher at its tallest point than the adjacent property; adding that the other two-story home on that street is 10 feet higher than this proposed design. He also stated that the design guidelines state they are not requiredto match the existing styles,but be compatible with the neighborhood. Mr. Britton stated that the people who are the most impacted with this proposed design fully support the project. 8 Mayor Streit closed the Public Hearing at 8:30 p.m. Councilmember Mehaffey stated that he recently drove around the neighborhood and noticed that the lots are small andhe favors keeping backyards. He also noted landscaping could mitigate any privacy concerns. Councilmember Mehaffey stated that the Planning Commission didn’thave aproblem with the second story; their concern was with the bulk and mass of the design. Councilmember Mehaffey stated he would not consider this a monster homeor excessive. CouncilmemberWaltonsmith stated that she attended the site visit yesterday, talked to the applicant,and stated shecannot make the findings to approve the proposed project. Councilmember Waltonsmith stated that to her it is a two-story house and CC&R’s should mean something to the Council. Councilmember Waltonsmith thanked the Azizi family for talking to their neighbors. Councilmember Bogosian stated that he is able to make the findings for a two- story structure in this neighborhood and the design has been well planned regarding compatibility in the neighborhood. He thanked the Azizi’s for working with the neighborhood regarding the design proposal. He concluded by adding that additional landscaping be considered for the southwest corner for privacy screening. Vice Mayor Baker stated that this is predominately asingle story neighborhood and the design of the proposed house is not compatible with the neighborhood. Vice Mayor Baker stated that he would not vote to overturn the Planning Commission’s decision. Mayor Streit stated that the architect and the property owners went above and beyond their duty to design a house that would be compatible inthe neighborhood and thanked the Azizi’s for discussing the proposed designwith their neighbors. Mayor Streit stated that he does have some privacy concernsand felt the privacy concernsin the back could be mitigated with landscaping. Mayor Streit stated that he could make the findings to approve the projectbecause it is only 20 feet tall and not 30 feet, which is a typical two-story height. OVERTURN THE PLANNING BOGOSIAN/MEHAFFEY MOVED TO COMMISSION’S DECISION AND APPROVE THE PROJECT WITH THE CONDITION THAT WITH STAFF’S SUPERVISION AND APPROVAL, ADDITIONAL LANDSCAPE SCREENING BE ADDED TO THE BACK SOUTHWEST CORNERAND THE SIDES OF THE PROPERTY . MOTION PASSED 3-2-0WITH WALTONSMITH AND BAKER OPPOSING. OLD BUSINESS 5.VALLEY TRANSPORTATION AUTHORITY (VTA) OPERATOR’S FACILITY AT THE WEST VALLEY COLLEGE TRANSIT CENTER – COOPERATIVE AGREEMENT STAFF RECOMMENDATION : Authorize City Manager to execute contract. 9 John Cherbone, Public Works Director, presented staff report. Director Cherbone explained that in early 2000,the Valley Transportation Authority (VTA) transmitted improvement plans for the West Valley Transit Center Project to the City in order to solicit comments on their proposed improvements. The City’s only comments at that time were in regard to the removal of the large trees along the knoll above the existing transit center. A volley of written correspondence ensued between the Community Development Director and VTA regarding the tree removal issue, with VTA in the end agreeing to provide additional trees. Director Cherbone explained that after the completion of the transit improvements at the College, it was discovered that there were plans to build an Operator’s Facility (restroom) at the corner of Allendale and the ingress to the Transit Center. The plans transmitted to the City for review, were absent of any details regarding the Operator’s Facility or its purpose;nor was the City given the opportunity to review specific architectural plans for the facility. Concerned nearby residents asked the City to help facilitate a dialog with VTA and the College regarding the location of the restroom. Staff arranged a site visit with all parties affected. Director Cherbone stated that VTA agreed to delay the completion of the restroom until alternative locations, which were identified at the site visit, were investigated. Six alternative locations wereidentifiedand the VTA and the College identified two as being viable: 1) in the parking lot below the transit center, and 2) in the hillside between the bus shelters. The costestimates developed by the VTA for these alternative locations ran as high as$600,000. Director Cherbone explained that at the July 17, 2002 Councilmeeting staff and VTA representatives provided a report on the issue. Staff recommended that the City take over responsibility of the project because of lower overheadin terms of internal costs. Council approved Evan Baker and Ann Waltonsmith as Council representatives to an AdHoc Committee consisting of interested Saratoga residents, VTA representatives and City staff. Council directed staff to explore the possibilities of a cooperative agreementwith the VTA to relocate the restroom. In September of 2002 the Adhoc Committee met with VTA to discuss the project and VTA offered $225K towards the relocation effort if the City assumed responsibility of the project. Staff researchedthe feasibility of conducting the project with the funds offered by VTA and determined that the City could accomplish the task. Staff recommends moving forward with the redesign of the restrooms for both locations at the same time and bid the project with both locations to determine which one can be accomplished at the lower cost. It is staff’s opinion that the re- location into the lower parking lot is feasible, however, the preferable option of re- locating the restrooms into the hillside is questionable as to whether or not it can be accomplished with the funds offered by VTA. If the bid project does come in within those costs, staff recommends going with the preferable option of re- location of the restrooms into the hillsides, which is also supportedby the residents. 10 Mayor Streit asked Director Cherbone if the City could accomplish one of these options for less than $225K. Director Cherbone stated the City could do so. Councilmember Bogosian asked if the VTA has already set aside the $225K. Director Cherbone stated that he believes the VTA Board approved the appropriation of these funds at their last Board meeting. Mayor Streit invited public comment. Robert Lee thanked the Council and the Adhoc Committee for their efforts to address this concern and to reach an amiable agreement to resolve this issue. No one else requested to speak on this item. Mayor Streit closed the public comment. AUTHORIZE STAFF AND THE MEHAFFEY/WALTONSMITH MOVED TO CITY ATTORNEY TO DEVELOP A COOPERATIVE AGREEMENT BETWEEN THE CITY AND VTA FOR CONSTRUCTION OF AN OPERATOR’S FACILITY AT WEST VALLEY COLLEGE NOT TO EXCEED $225,000. MOTION PASSED 5-0-0. AUTHORIZE THE CITY MEHAFFEY/WALTONSMITH MOVED TO MANAGER TO EXECUTE A COOPERATIVE AGREEMENT WITH THE VTA FOR THE CONSTRUCTIONOF THE OPERATOR’S FACILITY AT WEST VALLEY COLLEGE. MOTION PASSED 5-0-0. 6.HERITAGE ORCHARD IMPROVEMENTS –PROJECT UPDATE STAFF RECOMMENDATION : Accept report and direct staff accordingly. John Cherbone, Public Works Director, presented staff report. Director Cherbone explained that in order to ensure the long-term health and character of the Heritage Orchard, the City Council approved an Orchard Master Plan in September of 2001 and subsequently approved funding forits implementation thefollowing December in the five-year Capital Improvement Plan (CIP). The Master Plan provides guidelines forrenovation of the existing orchard and for well irrigation improvements. The implementation of the Heritage Orchard Master Plan in connection of the replantingphase is scheduledto occur in phases over a number of years. Director Cherbone explained that Phase I Capital Improvements include: Remove existing dead orchard trees Plant new orchard trees (665 trees total, 165 trees around the new library) Irrigation System 11 Well/Booster Pump Electrical Pump Orchard Monument Sign Director Cherbone noted that Council requested an update on the replanting phase of the project. Staff is looking for direction from Council because of differing views regarding how and when this work moves forward. Director Cherbone noted there arefour options forimplementation of the replanting phase, including pros and cons based on information obtained from the City’s orchard consultant and Orchardist, Matt Novakovich. Director Cherbone briefly explained each option as follows: 1.Replant the entire orchard (including around the library) next fall/winter) (665trees) 2.Replant the entire orchard (including around the new library) this winter (665 trees) 3.Replant around new library and perimeter of orchard (first three rows along Fruitvale and Saratoga Avenue) this winter (250 trees) 4.Replant around the new library this winter (165 trees) At a recent Heritage Preservation Commission meeting the Commission recommended Option 3 as the bestcourse of action for replanting the orchard. Council inquired about the availability ofgood rootstockat this time of year. Director Cherbone statedthat based on the last report there were at least 165 trees available that wereofdecentquality. Council discussed the plans for the irrigation system for newly planted trees. Lowell Cortez, Orchard Consultant, addressed the Council regarding the installation of the irrigation system prior to planting new trees and noted it would be more beneficial to install the irrigation system first. He added the irrigation system would be different than the typical trench irrigationsystem found in a park setting. This irrigation system would be above ground in the samerowswhere the trees are;thus eliminating trenching in the area of the root zone. The water is delivered parallel with the trees,which allowsfarm activity in the space between the trees. Council asked Mr. Cortez if he recommended one of the four options over the other. Mr. Cortez noted the primary issue is the quality of the rootstock and that they are waiting for lab results on the types of diseases that are prevalent in the orchard soil.He notedthathigher quality rootstock is resistant to certain soil diseasesand the long term success of the orchard will start with the success of the rootstock.In addition, he noted the City would have to address the issue regarding the deer going intothe orchardand destroying young trees. Mayor Streit noted the ideal situation would be to continue the soil testing, determine the rootstock, install the irrigation system, order the 650 trees in April or May, and then plant the trees next December or January. 12 Mr. Cortez agreed with Mr. Streit’s recommendation and added that the deer issue would have to be addressed as well. Councilmember Waltonsmith suggested the installation of fencing around the orchard near the creek area to prevent the deer from entering the orchard from the creek. Mayor Streit invited public comment. The following people requested to speak on this item: Jack Grantham, representing the Saratoga Library Expansion Committee (Committee), addressed the Council noting the City promised the community that trees would be planted around the library for the grand opening ceremony. He added, the Committee recommends the trees that are included in the library site boundaries be planted within the library construction time frameand if the trees are not planted within that time frame, the Council should informthe community about the reasons forthe delay and when the trees will be planted. Matt Novakovich addressed the Council noting that if the City is considering replanting the entire orchard at one time,he highly recommends ordering the rootstock a year in advance in orderto have quality rootstock, which will promote a healthy orchard. Norm Koepernik, Chair of the Heritage Preservation Commission (HPC), noted that he supports the recommendations made by the orchard consultant and Mr. Novakovich; adding landscaping around the library boundaries couldbe done prior to the grand opening. Mayor Streit asked Mr. Koepernik if the HPC would be willing to educate the public regarding the tree planting process in the orchard. Mr. Koepernick stated the HPC would definitely do that. Mike Rouleau addressed the Council noting that if the Council intends to spend a lot of money on a lot of trees, they should consider installing a deer fence and plant about 50 trees to see what happens with the treesbefore they actually plant 665 trees. Ruth Gipstein addressed the Council in support of replanting trees around the new library this winter. No one else requested to speak on this item. Mayor Streit closed the public comment. Councilmember Mehaffey inquired about the cost for replanting trees. Director John Cherbone noted that it is about $50 per tree and added that it was his understanding that the cost of planting trees around the new library was included 13 in the library bond as part of the landscaping plans for the new library. Council voiced concerns about the cost of replanting the orchard during the downturn in the economy. Vice MayorBaker supported proceeding with the orchard replanting in the right manner;adding that may mean waitinga year and a half totwo years to get the orchard planted with good rootstock to guarantee a good quality orchard that will last for a long time. Councilmember Bogosian voiced concerns about the nebulous cost figures regarding how much this replanting will cost and noted he would be willing to discussOption 4 and to downsize the number of trees. He also would be supportive of moving forward with the irrigation piping installation round the library at this time. Councilmember Waltonsmith supported going with aquality rootstock that can be foundnow andreplant that around the library; install the irrigation piping; and order quality rootstock for next year. Councilmember Mehaffey noted we need to consider the current economic situation and as a representative of the Saratoga tax payers, feels it is more important to have an orchard that looks healthy 20 years from now, rather than spending money on rootstock that may not be the right rootstock for the orchard. He prefers to go with the long-term viewrather than the short-term view andonly planttrees around the library for now. Mayor Streit stated that he believes the community would want an orchard that would last 20 or 30 years and supports the long-term view.Weshould wait and get the best rootstock available; allow for adequate soil testing; and provide Mr. Novakovich sufficient time to remove the dead trees currently in the orchard. He added it will also give staff time to install the entire irrigation system properly prior to replantingthe entire orchard. He concluded by stating thatall of us–the Library Expansion Committee, HPC, and Council should help to educate the community about the orchard and why it is important to wait, at the very most, eight months to replant the orchard. COUNCIL DIRECTION: Staff should proceed with Option 1) Replant the entire orchard (including around the library) next fall/winter) (665trees) Mayor Streit added that the rootstock has to be quality rootstock –not second best. Mayor Streit declared a 10 minute break at this timestating the meeting would resumeaddressingItem 10. 7.SARATOGA LIBRARY PROJECT UPDATE STAFF RECOMMENDATION : Accept report and approve add services request in the amount of $4,200. 14 Lorie Tinfow, Assistant City Manager, presented the staff report. Assistant City Manager Tinfow reported the following: Construction schedule -Completion date is on schedule forFebruary 28, 2003 and Gilbane continues their review on Thompson Pacific’s request for delays. Gen-Con Inc, Bankruptcy –Staff and Gilbane have submitted an updated statement of Phase I, including correction or completion tasks and corresponding costs to the Surety. Mayor Streit thanked Assistant City Manager Tinfow for her report. ACCEPT REPORT AND APPROVE MEHAFFEY/BOGOSIAN MOVED TO ADD SERVICES REQUEST IN THE AMOUNT OF $4,200 . MOTION PASSED 5-0-0. 8.STATUS REPORT ON COUNCIL ADHOC COMMITTEE -CHAMBER OF COMMERCE SERVICE AGREEMENT/LEASE STAFF RECOMMENDATION : Informational only. Consensus of the City Council to continue this item to December 18, 2002. 9.REVIEW OF LEGISLATIVE CONSULTANT CONTRACT STAFF RECOMMENDATION : Informational only. City Manager Dave Anderson presented the staff report. Mayor Streit noted that this item was on the agenda for the February 1, 2003 Count retreat. Council consensus was that Rebecca Elliot, representative from the League of California Cities,was doing aneffective job of representing the City and the City wouldconsider Gonsalves’ representation if anyspecial legislative processes are forthcoming. Additional discussion could occurat the February Council retreat. NEW BUSINESS 10.EL QUITO SCHOOL NTMP STAFF RECOMMENDATION : Accept NTMP Plan and adopt resolution. Lorie Tinfow, Assistant City manager presented staff report. Assistant City Manger Tinfow statedthat the residentson Paseo Lado submitted a petition to the Public Safety Commission in June 2001 requesting assistance with 15 traffic problems on their street. At that time the Neighborhood Traffic Management Program (NTMP) was notcompleted and the residents were asked to wait until the program was finalized. Council approved the NTMP in September 2001. Assistant City Manger Tinfow stated that Paseo Ladoresidents complained of high numbers of vehicles traveling at excessive speeds on their street heading to either Quito Village or to access Highway 85. They acknowledged that traffic management efforts on their street alone maycreate traffic concernsfor other nearby streets.She added Paseo Lado residentshave petitions that meet the 50%+1 criteria for their area anddue to the delay in responding to their concerns staff encouraged Paseo Lado to initiate NTMP as a way to start the traffic calming process. The residents were more than willing to share information and include neighbors from other streets in the process. Of course those streetswere eligible for NTMP funds only by submitting the required petitions and going through the prescribed process. Assistant City Manger Tinfow stated that when the Public Safety Commission approved Paseo Lado’s participation in NTMP, staff was directed to work with the traffic engineer to define areasthat could potentially be affected by any change on Paseo Lado. Staff mailed letters to residents and businesses in that area,held a kickoff meeting on May 14, and noted that the meetingwas attended by only 15 residents. Because of the low turnout staff sent out another letter and proceeded to hold three additional meetings with the residents. Ms. Tinfow added that NTMP Program funds are budgeted in the Public Safety Traffic Engineering budget as part of the five-yearCIP budget. Each year $50,000 is allocated for traffic calming measures. No funds were used in 2001-02 and therefore a total of $100,000 isstill available. Staff is requesting $36,600, which includes a 10% contingency. Councilmember Bogosian raised concerns regarding whether or not theresponse time of emergency vehicles,such as ambulances, would be affected by these speed calming devices. Ms. Tinfow and Traffic Engineer Rashid stated they would contact the appropriate agencies and seek their opinionregarding the recommended speed calming devices. Councilmember Bogosian stated he would like to see something in writing from the Fire District outlining their response to this proposal before moving forward. Mayor Streit invited public comment and the following people requested to speak in support of the El Quito NTMP planand the proposed calming devices: Joe Bravo Greg Carnes Barbara Suot Michael Bustamante Elizabeth Lara Terry Ebrois 16 Mitch Orisch Paula McCarthynotedthere needs to be another alternative route to reach El Quito from Highway 85and does not support this plan. James Perry noted that McFarland Avenue should also be included in the traffic calming plan. No one else requested to speak on this item. Mayor Streit closed the public comment. Council unanimously supported the NTMP and recommended adding funds to include McFarland Avenue in the program. Council inquired about the total cost for this program. Ms. Tinfow estimated the total cost for the NTMP traffic calming plan, including the cost to add McFarland, would be approximately $65K. Mayor Streit voiced his concern about this amount noting there are other neighborhoods that have traffic and speedingconcerns and recommended that staff try to complete this project in the low $50K range. RESOLUTION NO02-093 : ADOPT RESOLUTION OF THE CITY BAKER/MEHAFFEY MOVED TO COUNCIL AMENDING THE CAPITAL IMPROVEMENT PROGRAM BUDGET FOR AN APPROPRIATION OF $50,000 FUNDS FOR IMPLEMENTATION OF THE EL QUITO NEIGHBORHOOD TRAFFIC MANAGEMENT PROGRAMFOR SPEED LIMIT SIGNS, SPEED HUMPS, AND MEDIANS; AND TO INCLUDE MCFARLAND AVENUE IN THIS PLAN. MOTIONPASSED 5-0-0. 11.BLUE HILLS SCHOOL TRAFFIC IMPROVEMENT PLAN STAFF RECOMMENDATION : Accept Traffic Improvement Plan; adopt resolution to appropriate funds; Authorize change order authority for Public Works’ contract with Duran Paving in the amount of $25,000. Lorie Tinfow, Assistant City Manager,presented the staff report Assistant City Manger Tinfow stated that in Spring 2002, the City received 13 letters and emails that described traffic concerns and complaints associated with pick up and drop off of students at Blue Hills School. A group of people began meetingin the Spring, which included two Councilmembers, the Public Safety Commission Chair, Sheriff representatives, school officials and City staff. The group divided potential remedialactions into Phase I, Phase II and Phase III. A notice was placed in the Blue Hills School newsletter to invite parents and an email was sent to the original letter/email writers and PTA representatives. A th second Community meeting was held on August 12and only fifteenpeople 17 attended the meeting. Fehr & Peers presented the traffic improvement plan to the Public Safety Commission on September 16, 2002. The Commission approved the plan with minor changes. Assistant City Manger Tinfow explained the major components of the plan: Prohibitparking via sign or red curbs on both DeSanka and Goleta Avenues to better distribute cars and improve pedestrian safety; Installa bike path to connect the Highway 85 over-crossing to Blue Hills School and facilitate biking to school; Providefunds for a school crossing guard atthe crosswalk ofKnollwood Avenue near DeSanka Avenue in order to improve pedestrian safety. Assistant City Manger Tinfow explained that the plan has been circulated via email to various neighbors. Most were supportive ofthe plan;however,some are not. Concerns about moving the problems from one street to another have been voiced and some neighbors fear that if the changes make the problems worse, they will have no recourse. Staff has explained that the parking prohibitions could be undone with Council approval. Assistant City Manger Tinfow explained that one crossing guard would cost approximately $3,500 per year. Mayor Streit invited public comment and the following people requested to speak: The following speakers expressed concerns about the proposal and felt it needed to be re-examined: Paul Haskel. John Klimack Marsha Kearns Karen Serhoff Jaime Miller JeanneCarter John Barber Peter Boulton Tom Soukup Teresa Lorenzen Migel Chen Lori Stafford Joan Green Don Sureci Elaine Claybeaux Marylin Chow Greg Burrows Tom Holden Reese Williams KatieAlexanderspoke in support of the proposed plan and recommended Council move forward with it. 18 COUNCIL CONSENSUS AND DIRECTION: Fund the proposed bike path to connect the Highway 85 over-crossing to Blue Hills School and facilitate biking to schoolinthe amount of $32,120; Provide funds for a school crossing guard for the crosswalk at Knollwood near Desanka to improve pedestrian safetyin the amount of $1,750; Install acrosswalk on Goleta Avenue;and Hold another public meeting in January to resolvethe parking issues. RESOLUTION NO02-094 : DOPT RESOLUTION OF THE CITY BAKER/BOGOSIAN MOVED TO A COUNCIL AMENDING THE CAPITAL IMPROVEMENT PROGRAM BUDGET AND THE 2002-03 BUDGET FOR AN APPROPRIATION OF FUNDS FORTHEBIKE PATH AND AHALF YEAR CROSSING GUARD. MOTION PASSED 5-0-0. AUTHORIZE CHANGE ORDER BAKER/BOGOSIAN MOVED TO AUTHORITY FOR PUBLICWORKS’ CONTRACT WITHDURAN PAVING IN THE AMOUNTOF $25,000 . MOTION PASSED 5-0-0. 12.FUTURE OF LIBRARY EXPANSION COMMITTEE AND CITIZEN OVERSIGHT COMMITTEE STAFF RECOMMENDATION : Accept report and direct staff accordingly. Consensus of the City Council to continue this item to December 18, 2002. 13.SARATOGA LIBRARY PLAQUES AND DONATED PAINTINGS STAFF RECOMMENDATION : Accept report and direct staff accordingly. Lorie Tinfow, Assistant City manager presented staff report. Assistant City Manger Tinfow stated that many people have been involved in every aspect of the project from campaigning for the library bond that passed in March 2000, to working on the design and planning of the building, to fundraising for furniture and other materials ineligible forpurchase with bond funds. Three plaques have been proposed to thank the various groups. Assistant City Manger Tinfow explained the following proposed plaques: Plaque #1 –The Friends of the Saratoga Libraries “Furnishing The Future” campaign want s to memorialize the names of large donors on a plaque that the Friends designed and purchased. They expect the plaque to honor at least 24 donors. The size willbe approximately 40 inches wide by 36 inches tall with each 19 donor honored in a 3 inch by 9 inch individual section. Plaque #2 –The City may want to honor individual members of the Friends of the Saratoga Libraries on a second plaque. The names of approximately 21 particularly active members have been recommended. Staff suggests that the same simple, elegant style of plaque selected by the Friends be used for Plaque #2. Plaque #3 –A dedication plaque is usually affixed to new public buildings and could be placed inside or outside the building. Current and past Councilmembers who have been involved in the library construction would be included. Donated Art Work –Some time ago, two paintings were commissioned from artist Marianne Henderson by the Givens Family. Identification plaques will be hung below the paintings. The plaques will be approximately 10 inches by 8 inches in the same style as Plaque #1. COUNCIL CONSENSUS: Consensus of the City Council to approve staff recommendations as presented this evening. MayorStreit thanked Assistant City Manager Tinfow for her report. 14.DESIGN AND ENGINEERING SERVICES FOR THE SARATOGA AVENUE BIG BASIN WAY INTERSECTION IMPROVEMENT PROJECT STAFF RECOMMENDATION : Accept proposal from Fehr & Peers Associates, and authorize City Manager to amend their existing consultant contract. Public Works Director John Cherbone presented the staff report. ACCEPT PROPOSAL FROM BOGOSIAN/WALTONSMITH MOVED TO FEHR & PEERS AND AUTHORIZE CITY MANAGER TO AMEND THEIR EXISTING CONTRACT . MOTION PASSED 5-0-0. 15.SANTA CLARA COUNTY CITIES ASSOCIATION -AMENDMENT TO BYLAWS STAFF RECOMMENDATION : Approve proposed amended bylaws. Cathleen Boyer, City Clerk, presented staff report. City Clerk Boyer stated that at its November 14, 2002 meeting the Cities Association Board approved several relatively minor amendments to the Cities Association Bylaws. These changes must be considered for ratification by the fifteen member cities. The Board recommends approval. Councilmember Mehaffey expressedhis concernregarding number3 in the FinancesSection. Rather than requiring two signatures on a check from the 20 Secretary, Treasurer, President, and/or Executive Director, it now states the Board can assign anyone from the Secretary to the President to sign a check with no fiscal limit and not requiring two signatures. He added that the language indicates the Board would have the flexibility to change their policy at any time without having to change the Bylaws. Councilmember Waltonsmith inquired what would happen if we didn’t approve this. Vice Mayor Baker noted that if we don’t vote approval,the Cities Association Board could get a super majority approval from the 15 cities and ignore our vote. Councilmember Bogosian recommended researching this issue with the Board and to bring this item back for a vote on the December 18, 2002 Council meeting. Consensus of the City Council to address this concern with the Board and bring this item back for consideration on the December 18, 2002 Council meeting. AGENCY ASSIGNMENT REPORTS Councilmember Mehaffey –nothing to report. Councilmember Waltonsmith –reported: Northern Central Flood Control Zone–she attendedthe last meeting and they are in the process of designing an ordinance where they will be expanding control from 50 feet on either side to 150 feet. Members agreed that this should be discussed by all the cities. She asked the Board to contact Saratoga to schedule a presentation at an upcoming City Council meeting as soon as possible. Sister City–twenty visitors from Muko Shi Japan will be arriving in February and suggested the City begin reception plansto welcome the delegation. Councilmember Bogosian –reported: Silicon Valley Animal ControlJPA–members are committed to keeping the JPA together and are working out costs for servicesprovided to the communities. There was discussion aboutscheduling an emergency meeting of the Board regarding an amendment to the Bylaws and bringing this to the member agencies for ratification by the end of the year. Vice Mayor Baker –reported: West Valley Sanitation District–he referred to the letter that each Council member received regarding James Baron’s filing with the Santa Clara County Planning Commission –The Mountain Winery and their septic system. He urged the Council to read it and thanked Mr. Baron for his actions. In addition, he urged the Council that was continuing to serve another term, to be diligent regarding the West Valley College dumping issue. Mayor Streit –nothing to report. 21 CITY COUNCIL ITEMS Councilmember Waltonsmith acknowledged outgoing Vice Mayor Baker and Councilmember Mehaffy for their excellent service on the Council and extended her best to each of them. LAFCO has lost some members and the Cities Association will be recruiting for some volunteers to serve as the Alternate. Councilmember Waltonsmith volunteered her services as the Alternate representative. [Council supported her decision to volunteer for this position.] Jack Mallory is still looking for volunteers to chairthe Fourth of July event and/or the upcoming Saratoga parade. Councilmember Waltonsmith concluded by noting the annual Tree Lighting was a great success. OTHER None CITY MANAGER’S REPORT None ADJOURNMENT There beingnoadditionalbusiness Mayor Streit adjourned the Regular Meeting at 1:00 a.m.in honor of both Vice Mayor Evan Baker and Councilmember John Mehaffey. Respectfully submitted, Ann Sullivan, CMCfor Cathleen Boyer, CMC City Clerk 22 SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: March 17, 2010 DEPARTMENT:CITY MANAGER: Finance & Administrative ServicesDave Anderson PREPARED BY:DEPT. DIRECTOR: Melanie WhittakerMary Furey SUBJECT: Review of Accounts Payable Check Registers RECOMMENDED ACTION: That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles: February 25, 2010 March 04, 2010 REPORT SUMMARY: Attached are the Check Registers for: Prior Check Register Ending Starting Ending Total Checks DateCheck No. Type of ChecksDateCheck No.Check No.ChecksAmountReleased Accounts Payable02/25/1011443111451887105,061.4502/25/1002/18/10114430 Accounts Payable03/04/1011451911460586121,458.7903/04/1002/25/10114518 The following is a list of Accounts Payable checks issued for more than $20,000 and a brief description of the expenditure: AP DateCheck No. Issued toFundDept.PurposeAmount 02/25/10None Abag Plan CorpWorker's CompensationNon-DepartmentalPremium Q2/10 03/04/10114519 51,237.78 The following are Accounts Payable checks that were voided or manually issued: AP DateCheck No. Issued toDescriptionAmount 02/25/10None 03/04/10None The following is a list of cash reduction by fund: Fund #AP 02/25AP 03/04Total Fund Description 111General 72,759.18 51,314.82 124,074.00 231Village Lighting 2,962.59 682.81 3,645.40 232Azule Lighting 237.59 237.59 233Sarahills Lighting 252.21 252.21 241Arroyo de Saratoga Landscape 85.00 85.00 242Bonnet Way Landscape 135.00 135.00 244Cunningham/Glasgow Landscape 150.00 150.00 245Fredericksburg Landscape 132.00 132.00 246Greenbriar Landscape 406.00 406.00 247Kerwin Ranch Landscape 311.00 311.00 248Leutar Court Landscape 85.00 85.00 249Manor Drive Landscape 160.00 160.00 251McCartysville Landscape 19.52 180.00 199.52 252Prides Crossing Landscape 34.81 448.00 482.81 253Saratoga Legends Landscape 158.00 158.00 254Sunland Park Landscape 203.00 203.00 255Tricia Woods Landscape 9.76 45.00 54.76 271Beauchamps Landscape 48.78 85.00 133.78 272Bellgrove Landscape 383.92 1,598.00 1,981.92 273Gateway Landscape 203.00 203.00 274Horseshoe Landscape/Lighting 9.76 320.00 329.76 275Quito Lighting 1,099.58 165.00 1,264.58 276Tollgate LLD 90.00 90.00 411CIP Street Projects 2,786.78 334.02 3,120.80 413CIP Facility Projects 1,341.57 1,341.57 421Tree Fine Fund 1,965.90 3,182.38 5,148.28 612Workers' Comp 250.00 51,587.78 51,837.78 621Office Stores Fund 2,862.56 2,862.56 622Information Technology 6,381.20 614.81 6,996.01 623Vehicle & Equipment Maint 2,812.94 2,056.80 4,869.74 624Building Maintenance 8,842.80 1,268.82 10,111.62 631Vehicle & Equipment Replacement 5,457.55 5,457.55 TOTAL 105,061.45 121,458.79 226,520.24 ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Check Registers in the 'A/P Checks By Period and Year' report format SARATOGA CITY COUNCIL MEETING DATE: AGENDA ITEM: March 17, 2010 DEPARTMENT:CITY MANAGER: Finance & Administrative Services Dave Anderson PREPARED BY:DEPT HEAD: Ann Xu, AccountantMary Furey SUBJECT: Treasurer’s Report for the Month Ended February 28, 2010 RECOMMENDED ACTION Review and accept the Treasurer’s Report for the month ended February 28, 2010. REPORT SUMMARY California government code section 41004 requires that the City Treasurer (the Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035, designates the City Manager as the City Treasurer) submit to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. Section 41004 . Regularly, at least once each month, the City Treasurer shall submit to the City Clerk a written report and accounting of all receipts, disbursements, and fund balances. He shall file a copy with the legislative body. The following attachments provide various financial transaction data for the City of Saratoga’s Funds collectively as well as specifically for the City’s General (Operating) Fund, including an st attachment from the State Treasurer’s Office of Quarterly LAIF rates from the 1 Quarter of 1977 to present. FISCAL IMPACT Cash and Investments Balance by Fund As of February 28, 2010, the City had $72,472 in cash deposit at Comerica bank, and $13,000,314 on deposit with LAIF. Council Policy on operating reserve funds, adopted on April 20, 1994, states that: for cash flow purposes, to avoid occurrence of dry period financing, pooled cash from all funds should not be allowed to fall below $2,000,000. The total pooled cash balance as of February 28, 2010 is $13,072,786 and exceeds the minimum limit required. Cash Summary Unrestricted Cash Comerica Bank72,472$ Deposit with LAIF13,000,314$ Total Unrestricted Cash13,072,786$ The Fund Balance schedule presented on the following page represents actual funding available for all funds at the end of the monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are components of the fund balance. As illustrated in the summary below, Total Unrestricted Cash is adjusted by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund Balance – which represents the actual amount of funds available. Adjusting Cash to Ending Fund Balance Total Unrestricted Cash13,072,786$ Plus: Assets352,357 Less: Liabilities (1,135,357) Ending Fund Balance12,$289,786 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION The City would not be in compliance with Government Code Section 41004. ALTERNATIVE ACTION N/A FOLLOW UP ACTION N/A ADVERTISING, NOTICING AND PUBLIC CONTACT N/A ATTACHMENTS A – Change in Total Fund Balances by Fund B – Change in Total Fund Balances by CIP Project C – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates ATTACHMENT A CHANGES IN TOTAL FUND BALANCE Fund Increase/ Fund Balance (Decrease) Current Current Balance Fund Description7/1/09 Jul-Jan Revenue Expenditure Transfers 2/28/10 General Undesignated Unreserved Balance857,524 (596,428) 616,730 1,398,809 - (520,982) Reserved Fund Balance: Petty Cash Reserve1,300 - - - - 1,300 Designated Fund Balances:- - Designated for Operations 2,870,140 - - - - 2,870,140 Designated Economic Uncertainty 1, -500,000 - - - 1,500,000 Designated for Development 707,380 - - - (75,000) 632,380 Designated for Environmental 613,182 - - - (50,000) 563,182 Designated for Uncollected Deposits182,159 - - - - 182,159 Designated for Mid Pen Open Space 250,000 - - - (250,000) - Designated for Hillside Reserve300,000 - - - - 300,000 Designated for CIP Matching Grant600,000 - - - - 600,000 Designated for CIP Transfer 300,000 - - - (300,000) - Designated for Economic Stability25,000 - - - (25,000) - Designated for Carryforward22,000 - - - (22,000) - Special Revenue Landscape/Lighting Districts359,917 13,023 246 12,943 - 360,244 CDBG Federal Grants- (42,859) (380) (380) - (42,859) SHARP Loan209,175 479 - - - 209,655 Capital Project Street Projects1,926,230 (191,114) 409,020 84,970 - 2,059,165 Park and Trail Projects542,045 95,447 46,975 1,440 - 683,028 Facility Improvement Projects953,833 (479,850) 133,520 8,856 - 598,648 Administrative Projects163,910 15,684 - - - 179,593 Tree Fine Fund62,943 (29,742) - 1,966 - 31,234 CIP Grant Fund(200,477) (326,588) 168,207 28,267 - (387,125) Gas Tax Fund62,495 (108,537) - - - (46,042) Debt Service Library Bond (485,795)931,361 2,276 - 447,842 Internal Service Fund Liability/Risk Management202,872 (31,079) 1,976 3,180 - 170,589 Workers Compensation123,034 128,963 8,850 46,570 - 214,276 Office Stores Fund39,633 13,033 7,691 12,624 - 47,733 Information Technology Services 174,838 81,878 - 21,829 - 234,887 94,414 Equipment Maintenance56,654 49,398 - 11,638 - Building Maintenance208,842 167,046 - 52,732 - 323,155 Equipment Replacement 129,830153,214 - - - 283,044 Technology Replacement (7,499)315,290 - 170 - 307,621 Trust/Agency Library Fund354,394 (2,556) - 33,020 - 318,818 KSAR - Community Access TV84,603 (13,717) 2,802 - - 73,689 Total City14,953,491 (1,620,984) 1,397,912 1,718,634 (722,000) 12,289,786 ATTACHMENT B FUND BALANCES BY CIP PROJECT Fund Increase/ Fund Balance (Decrease) Current Current Balance CIP Funds/Projects7/1/09 Jul-Jan Revenue Expenditure Transfers 2/28/10 Street Projects Traffic Safety90,472 (15,934) 100,000 2,893 171,645 Highway 9 Safety Project45,129 8,200 - - 53,329 Annual Street Resurfacing Project233,602 39,993 52,384 60,383 265,596 Sidewalks Annual Project18,935 (7,184) 100,000 - 111,751 Saratoga Sunnyvale Road Resurfacing64,972 (1,093) 50,000 14,868 99,011 Traffic Signal @ Verde Vista Lane90,000 - - - 90,000 Fourth Street Bridge100,000 - - - 100,000 Quito Road Bridge Replacement Design9,730 - - - 9,730 Quito Road Bridge Construction115,726 - - - 115,726 Village Newsrack Enclosure23,307 (10,723) - - 12,584 Village Façade Program18,815 (2,837) - - 15,978 Solar Power Radar Feedback Signs24,158 - - - 24,158 El Quito Area Curb Replacement37,553 - - - 37,553 Sobey Road Culvert Repair150,000 - - - 150,000 Annual Storm Drain Upgrade246 (45,413) 100,000 - 54,833 Village Trees & Lights at Sidestreets25,336 - - - 25,336 Village Pedestrian Enhancement9,128 (146) 6,636 191 15,426 Prospect Road Median151,036 (99,373) - - 51,663 City Entrance Sign/Monument23,788 - - - 23,788 Village-Streetscape Impv 517,188 - - 6,636 510,552 Saratoga-Sunnyvale/Gateway Sidewalk4,107 (585) - - 3,522 Comer Drive Retaining Wall173,003 (56,020) - - 116,983 Total Street Projects1,926,230 (191,114) 409,020 84,970 - 2,059,165 Parks & Trails Hakone Garden Koi Pond49,150 (23) - - 49,127 EL Quito Park Improvements43,905 - - - 43,905 Wildwood Park - Water Feature/Seating275 - - 275 - Historical Park Landscape33,890 (2,934) 26,000 22,094 34,862 Hakone Garden Retaining Wall & D/W142,829 - - - 142,829 Hakone Garden Upper Moon House 125,000 - - - 125,000 Kevin Moran Improvements69,083 (90,892) - (21,810) - West Valley Soccer Field(29,176) - 20,975 - (8,201) Park/Trail Repairs7,748 (4,878) - - 2,870 Trail Segment #3 Repair7,912 (7,912) - - - Teerlink Ranch Trail14,850 (14,850) - - - Tank Trail Repair60,695 (33,065) - 880 26,750 Mid Pen O/S Land Purchase- 250,000 - - 250,000 CIP Allocation Fund15,885 - - - 15,885 Total Parks & Trails542,046 95,447 46,975 1,440 - 683,028 Facility Improvements Warner Hutton House Improvements812 - - 812 - Facility Projects108,643 (73,236) - - 35,407 Civic Center Improvement4,294 (340) 100,000 - 103,954 Theater Improvement68,518 (20,962) 500 2,392 45,664 Corp Yard - Men's Restroom1,829 (2,294) - 1,342 (1,806) Fire Alarm at McWilliams & Museum11,371 - - - 11,371 North Campus Improvements43,960 (38,433) - 1,992 3,536 North Campus - Bldg Removal73,250 (73,037) - - 213 HVAC System Upgrade- 125,000 - - 125,000 Multi-Purpose Room Fund250,000 (250,000) - - - Kitchen Improvement- - - 669 (669) Corp Yard Solar Project93,250 125,000 - - 218,250 Library HVAC Upgrade276,143 (276,548) 33,020 - 32,615 Library - EXT Improvement10,000 5,000 - - 15,000 Museum ADA Ramp - CDBG- - - 1,650 (1,650) McWilliams House Improvement10,000 - - - 10,000 Historical Park Fire Alarm System1,762 - - - 1,762 Total Facility Improvements953,832 (479,850) 133,520 8,856 - 598,648 Administrative Projects Financial System Upgrade3,534 - - - 3,534 Document Imaging Project86,780 (1,597) - - 85,183 CDD Document Imaging Project36,635 (4,646) - - 31,989 Website Development Project30,959 (28,074) - - 2,885 IT Emergency Power Back- 10,000 - - 10,000 IT Server Room A/C- 40,000 - - 40,000 KSAR Equip Upgrades6,002 - - - 6,002 Total Administrative Projects163,910 15,684 - - - 179,593 Tree Fine Fund Tree Fine Fund62,943 (29,742) - 1,966 31,234 CIP Fund CIP Grant Fund(200,477) (326,588) 168,207 28,267 (387,125) Gax Fund Gas Tax Fund62,495 (108,537) - - (46,042) Total CIP Funds3,510,979 (1,024,702) 757,722 125,499 - 3,118,501 ATTACHMENT C SARATOGA CITY COUNCIL MEETING DATE: March 17, 2010AGENDA ITEM: ORIGINATING DEPT:City Manager’s Office CITY MANAGER: PREPARED BY: Ann Sullivan, City ClerkDEPT HEAD: Dave Anderson SUBJECT:Public Hearing on Resolution Ordering the Abatement of a Public Nuisance by Removal of Hazardous Vegetation(Weeds) RECOMMENDED ACTION: Open public hearing; listen to public testimony; and close public hearing.Consider any objections to proposed Order for Abatement ofHazardous Vegetation and sustain or overrule any objections as to specific properties. Adopt proposed Resolution Ordering Abatement (Attachment A) as to properties listed (with modification(s) if any objections are sustained. REPORT SUMMARY: OnDecember16, 2009the City Council adopted a Resolution (Attachment B)declaring hazardousvegetation(weeds) to be apublicnuisance.In addition, the adopted December 16, 2009Resolution set January 20, 2010as thepublic hearing dateto take evidence regarding objections to the proposed Declaration of Nuisance as to Specific Propertiesrequiring destruction and removal of hazardous vegetation (weeds). On January 20, 2010the City Council adopted a Resolution Declaring Specific Properties to be a Nuisance requiring destruction and removal of hazardous vegetation (weeds) (Attachment D). That January 20, 2010Resolution also set March 17, 2010as the public hearing date to take evidence regarding objections to the proposed Declaration of Nuisance as to Specific Properties requiring destruction and removal of hazardous vegetation (weeds). The County Agricultural Commissioner serves as the Enforcement Officer for the City of Saratoga as to abatement of hazardous vegetation. The County Agricultural Commissioner mailed a letterdated December 7, 2009 (Attachment C)to previously identified property owners informing them that additional weed abatement work was required on theirproperty. In addition, the County Agricultural Commissioner mailed a letter March9,2010 (Attachment E) to previously identified property owners informing them that additional weed abatement work was required on their property. Legal Notice of the Public Hearing on the Order for Abatement has also been duly published in the March 2, 2010Saratoga News, with a list of the properties as to which abatement of 1 hazardous vegetation is proposed to be carried out by the County Agricultural Commissioner. (Attachment F) Hazardous vegetation (including weeds or other materials)which is not abated onany noticed propertyby April 15, 2010,will be removed by the Countyof Santa Clara Agricultural Commissioner’s Office and all abatement costs incurred by the County, together with an administrative fee in the amount of 150% of the costs of the actual abatement, shall be charged to . the property ownerIn addition, the ownerof any parcelfound to benon-compliantas to abatementofhazardousvegetationon or afterApril15, 2010will becharged aninspectionfeeof $298.00and theproperty ownerwill bescheduledforabatementby theCounty’scontractor. If the property ownercompletesthe abatement work before the County contractor performs the abatement, the property ownerwill not incur further charges. Nonpayment of the abatement costs, the inspection fee (if owed) and the administrative fee will result in the same being levied as a special assessment against the property, to be collected at the same time and in the same manner as ordinary real estate taxes. FISCAL IMPACTS: None to the City. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The abatement of hazardous vegetation in the City of Saratoga which has not been completed by the property owner will not be conducted by the County Agricultural Commissioner ALTERNATIVE ACTION: None FOLLOW UP ACTION: None ADVERTISING, NOTICING AND PUBLIC CONTACT: A Notice of Public Hearing was published in the SaratogaNewsand posted at City Hall. ATTACHMENTS: Attachment A –Proposed Resolution Ordering Abatement for consideration at March 17, 2010 Council Meeting Attachment B–Resolution from December 16, 2009Council Meeting Attachment C–First Notice mailed to property owners –December7, 2009 Attachment D –Resolution from January 202010Council Meeting Attachment E–Second Notice mailed to property owners –February, 2010 Attachment F–March 17, 2010 Legal Notification to Public RESOLUTION NO.10– RESOLUTION OF THE CITY COUNCILOF THE CITY OF SARATOGA OVERRULING OBJECTIONS AND ORDERING ABATEMENT OF HAZARDOUS VEGETATION (WEEDS) AS A PUBLIC NUISANCE WHEREAS, hazardous vegetation (weeds and other materials) has been declared by resolution of the City Council to be a nuisance as to specified properties in the City of Saratoga and public hearings were duly noticed and scheduled for March 17, 2010 for the City Council to consider whether such hazardous vegetation will be ordered abated by the County of Santa Clara Agricultural Commissioner’s Office and the cost thereof charged to and collected from the owners of the properties from which the hazardous vegetation is removed should the property owners themselves fail to do so prior to April 15, 2010; and WHEREAS , the County Agricultural Commissioner has duly given written notice to all owners of property in the City of Saratoga whose property said Commissioner has found to continue to require abatement of hazardous vegetation; and WHEREAS , pursuant to said resolution and notice, the Saratoga City Council conducted public hearings on March 17,2010with respect to whether such hazardous vegetation will be ordered abated by the County of Santa Clara Agricultural Commissioner and the cost thereof charged to and collected from the owners of the properties from which the hazardous vegetation is removed should the property owners themselves fail to do so prior to April 15, 2010; and WHEREAS, at said public hearings all property owners having any objections to the proposed order for abatement were given reasonable opportunity to object to the proposed order for abatement of hazardous vegetation; and WHEREAS, after consideration of any and all objections to the proposed order for abatement, theCity Council overrules any and all objections and finds that the requisite basis for adopting such order for abatement exist. NOW, THEREFORE BE IT RESOLVED , by the City Council of the City of Saratoga that: 1.the recitals set forth above are true and correct; and 2.the hazardous vegetation (weeds and other materials) on the properties listed in Exhibit A attached hereto continues to be declared a nuisance; and 3.the hazardous vegetation (weeds and other materials) on the properties listed in Exhibit A attached hereto is ordered abated by the County of Santa Clara Agricultural Commissioner’s Office on or after April 15, 2010; and 4.all abatement costs incurred by the County, together with an administrative fee in the amount of 150% of the costs of the actual abatement, and (as to the owner of any parcel found to be non-compliant as to abatement of hazardous vegetation on or after April 15, 2010) an inspection fee of $298.00; and 5.if the property owner completes the abatement work before the County contractor performs the abatement, the property owner will not incur further charges; and 6.nonpayment of the abatement costs, the inspection fee (if owed) and/or the administrative fee will result in the same being levied as a special assessment against the property,to be collected at the same time and in the same manner as ordinary real estate taxes. The above and foregoing resolution was passed and adopted by the Saratoga City Council th at a regular meeting held on the 17day of March 2010, by the following vote: AYES: NAYES: ABSTAIN: ABSENT: Kathleen M. King,Mayor ATTEST: Ann Sullivan, City Clerk 2010WEED ABATEMENT PROGRAM COMMENCEMENT REPORT CITY OF SARATOGA APNSTREETADDRESS 366-48-003Parker Ranch Road12356 Parker Ranch Road Saratoga, CA, 95070 366-49-001Star Ridge Court12637 Star Ridge Court Saratoga, CA 95070 366-49-014Continental Circle21439 Continental Circle Saratoga, CA 95070 366-50-003Diamond Oaks Court21301 Diamond Oaks Court Saratoga, CA 95070 366-50-031Star Ridge Court12693 Star Ridge Court Saratoga, CA 95070 386-13-059Cox Avenue18597 Cox Avenue Saratoga, CA 95070 386-50-036P.O. Box 640790P.O. Box 640790 San Jose, CA 95164 389-06-017P.O. Box 2067P.O. Box 2067 Saratoga, CA 95070 389-17-00218950 Afton Avenue18950 Afton Avenue Saratoga, CA 95070 389-17-01018854 Afton Avenue18854 Afton Avenue Saratoga, CA 95070 389-26-01418531 Allendale Avenue18531 Allendale Avenue Saratoga, CA 95070 389-26-01518551 Allendale Avenue18551 Allendale Avenue Saratoga, CA 95070 389-30-00219010 Portos Drive19010 Portos Drive Saratoga, CA 95070 389-38-02713428 Christie Drive13428 Christie Drive Saratoga, CA 95070 393-04-00520255 Glasgow Drive20255 Glasgow Drive Saratoga, CA 95070 393-26-034262 E. Hamilton Ave. STE D262 E. Hamilton Avenue Avenue STE D Campbell,CA 393-42-00520210 Merrick Drive20210 Merrick Drive Saratoga, CA 95070 397-03-03214222 Chester Avenue14222 Chester Avenue Saratoga, CA 95070 397-04-014P.O. Box 67249P.O. Box 67249 Scotts Valley, CA 95067 397-04-022P.O. Box 9270P.O. Box 9270 Rancho Santa Fe, CA 92067 397-04-02714730 Sobey Road14730 Sobey Road Saratoga, CA 95070 397-04-09714565 Chester Avenue14565 Chester Avenue Saratoga, CA 95070 397-05-00918510 Sobey Road18510 Sobey Road Saratoga, CA 95070 397-05-028P.O. Box 97P.O. Box 97 Santa Clara, CA 95052 397-05-04214416 Old Wood Road14416 Old Wood Road Saratoga, CA 95070 397-05-06114324 Cordwood Court14324 Cordwood Court Saratoga, CA 95070 397-05-099P.O. Box 700400P.O. Box 700400 San Jose, CA 95170 397-06-04618564 Vessing Road18564 Vessing Road Saratoga, CA 95070 397-06-07318632 Woodbank Way18632 Woodbank Way Saratoga, CA 95070 397-08-02515729 Los Gatos Bl. #20015729 Los Gatos Bl. #200 Los Gatos, CA 95032 397-08-076P.O. Box 54400P.O. Box 54400 Los Angeles, CA 90054 397-17-01013046 Twelve Hills Rd.13046 Twelve Hills Rd. Clarksville, MD 21029 397-18-03414890 Baranga Lane148990 Baranga Lane Saratoga, CA 95070 397-18-03714835 Baranga Lane14835 Baranga Lane Saratoga, CA 95070 397-18-03814855 Baranga Lane14855 Baranga Lane Saratoga, CA 95070 397-18-03920100 Bonnie Brae Lane20100 Bonnie Brae Lane Saratoga, CA 95070 397-18-07114710 Vickery Place14710 Vickery Place Saratoga, CA 95070 397-28-03312 Bayview Avenue12 Bayview Avenue Los Gatos, CA 95030 397-28-03412 Bayview Avenue12 Bayview Avenue Los Gatos, CA 95030 397-40-01614553 Via De Marcos14553 Via De Marcos Saratoga, CA 95070 397-40-01714577 Via De Marcos14577 Via De Marcos Saratoga, CA 95070 397-43-00818540 Allendale Avenue18540 Allendale Avenue Saratoga, CA 95070 403-24-0084966 El Camino Real Unit4966 El Camino Real Unit Los Altos, CA 94022 410-40-01821201 LumbertownLane21201 Lumbertown Lane Saratoga, CA 95070 503-09-02122060 Mt. Eden Road22060 Mt. Eden Road Saratoga, CA 95070 503-13-03915209 Blue Gum Court15209 Blue Gum Court Saratoga, CA 95070 503-13-06722121 Lindy Lane22121 Lindy Lane Cupertino, CA 95014 503-13-10113947 Vista Regina13947 Vista Regina Saratoga, CA 95070 503-13-11722121 Lindy Lane22121 Lindy Lane Saratoga, CA 95070 503-13-1431850 Pruneridge Avenue1850 Pruneridge Avenue Santa Clara, CA 95050 503-13-144P.O. Box 3458P.O. Box 3458 Saratoga, CA 95070 503-13-145P.O.Box 3458P.O. Box 3458 Saratoga, CA 95070 503-14-00713745 Pierce Road13745 Pierce Road Saratoga, CA 95070 503-14-008P.O. Box 707P.O. Box 707 Onetangi, Waiheke Zealand 503-14-03413615 Vaquero Court13615Vaquero Court Saratoga, CA 95070 503-14-03613641 Vaquero Court13641 Vaquero Court Saratoga, CA 95070 503-15-06121258 Chadwick Court21258 Chadwick Court Saratoga, CA 95070 503-16-01513540 Surrey Lane13540 Surrey Lane Saratoga, CA 95070 503-18-02612901 Foothill Lane12901 Foothill Lane Saratoga, CA 95070 503-18-09712969 Foothill Lane12969 Foothill Lane Saratoga, CA 95070 503-26-009P.O. Box 3132P.O. Box 3132 Saratoga, CA 95070 503-27-098P.O. Box 610544P.O. Box 610544 San Jose, CA 95161 503-28-00420895 Canyon View Drive20895 Canyon View Drive Saratoga, CA 95070 503-28-00520905 Sullivan Way20905 Sullivan Way Saratoga, CA 95070 503-28-00614645 Big Basin Way14645 Big Basin Way Saratoga, CA 95070 503-28-00720931 Canyon View Drive20931 Canyon View Drive Saratoga, CA 95070 503-28-008106 Heintz Court106 Heintz Court Los Gatos, CA 95032 503-28-07520851 Canyon View Drive20851 Canyon View Drive Saratoga, CA 95070 503-28-08920867 Canyon View Drive20867 Canyon View Drive Saratoga, CA 95070 503-29-02721352 Saratoga Hills Road21352 Saratoga Hills Road Saratoga, CA 95070 503-29-0292601 W. Cedar Lane2601 W. Cedar Lane Milwaukee, WI 53217 503-29-0411080 Chestnut St. Unit 1F1080 Chestnut St. Unit 1F San Francisco, CA 94109 503-29-09620887 Michaels Drive20887 Michaels Drive Saratoga, CA 95070 503-29-09921050 Saratoga Hills Road21050 Saratoga Hills Road Saratoga, CA 95070 503-29-11820850 Saratoga Hills Road20850 Saratoga Hills Road Saratoga, CA 95070 503-29-12421421 Saratoga Hills Road21421 Saratoga Hills Road, Saratoga, CA 95070 503-30-00113810 Pierce Road13810 Pierce Road Saratoga, CA 95070 503-30-0021134 Little Oak CL1134 Little Oak CL San Jose, CA 95129 503-30-00313845 Pike Road13845 Pike Road Saratoga, CA 95070 503-30-01115 Sausal Drive15 Sausal Drive Portola Valley, CA 94028 503-30-02036 Shore View Avenue36 Shore View Avenue San Francisco, CA 94121 503-30-05413990 Pike Road13990 Pike Road Saratoga, CA 95070 503-30-06014180 Perata Court14180 Perata Court Saratoga, CA 95070 503-31-05414150 Dorene Court14150 Dorene Court Saratoga, CA 95070 503-31-08813966 Albar Court13966 Albar Court Saratoga, CA 95070 503-31-09813921 Damon Lane13921 Damon Lane Saratoga, CA 95070 503-53-05310222 Carmen Road10222 Carmen Road Cupertino, CA 95014 503-72-014520 Mill Creek Road520 Mill Creek Road Fremont, CA 94539 503-72-02821531 Saratoga Heights21531 Saratoga Heights Saratoga, CA 95070 503-72-036P.O. Box 382P.O. Box 382Saratoga, CA 95070 503-75-00814670 Quito Road14670 Quito Road Saratoga, CA 95070 503-75-01814930 Vintner Court14930 Vintner Court Saratoga, CA 95070 503-78-004819 Via Juan Pablo819 Via Juan Pablo San Juan Bautista, CA 95045 510-05-00415234 Bellecourt Avenue15234 Bellecourt Avenue Saratoga, CA 95070 510-05-03418805 Cox Avenue Unit 21018805 Cox Avenue Unit 210 Saratoga, CA 95070 517-22-07213934 Chester Avenue13934 Chester Avenue Saratoga, CA 95070 RESOLUTION NO. 09-068 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING HAZARDOUS VEGETATION (WEEDS) TO BE A PUBLIC NUISANCE AND SETTING A PUBLIC HEARINGTO CONSIDER DECLARATION AS TO SPECIFIC PROPERTIES ON JANUARY 20, 2010 WHEREAS , hazardous vegetation is growing in the City of Saratoga upon certain streets, sidewalks, highway, roads and private property; and WHEREAS , said vegetation attains such growth as to become a fire menace or are otherwise noxious or dangerous; and WHEREAS , said vegetation constitutes a public nuisance. NOWTHEREFOREBE IT RESOLVED ,,, by the City Council of the City of Saratoga, as follows: 1.That whenever weeds are growing upon or along any street, sidewalk, highway, road and private property, such weeds constitute a public nuisance and the City Council may declare the same a public nuisance; 2.That said nuisance exists upon certain streets, sidewalks, highways, roads and private property, within the City of Saratoga and is hereby declared to be a public nuisance; 3.That notice of the Public Hearing described in paragraph 4 below at which the City Council will consider declaring a public nuisance as to specific properties is hereby ordered to be given to the owners of those specific properties identified as containing hazardous vegetation (weeds) by the City’s Enforcement Officer and more particularly described by common name or by reference to the tract, block, lot, code area and parcel number on the report prepared by and on file in the office of the County Fire Marshal and/or the County Agricultural Commissioner; th 4.That it is ordered that on Wednesday, the20day of January, 2010a Public Hearing will be held during a regular meeting of the Saratoga City Council which will begin at 7:00 p.m. in the Saratoga Civic Theater, 13777 Fruitvale Avenue, hereby fixed as the time and place where objections to the proposed Declaration of Nuisance as to Specific Properties requiring destruction and removal of hazardous vegetation (weeds) shall be heard and given due consideration; 5.That the County Fire Marshal and/or the County Agricultural Commissioner is hereby designated as the person to cause notice to be given in the manner and form provided in Article 15, Chapter 7 of the Saratoga City Code, and as the person to hereafter cause abatement of the seasonal and recurring hazardous vegetation (weed) nuisance described above. The above and foregoing resolution was passed and adopted by the Saratoga City Council at a th regular meeting held on the 16day of December 2009, by thefollowing vote: AYES:Councilmember Chuck Page, Howard Miller, Vice Mayor Jill Hunter, Mayor Kathleen King NOES:None ABSTAIN:None ABSENT:Susie Nagpal SIGNED: Kathleen M. King, Mayor ATTEST: Ann Sullivan, City Clerk RESOLUTION NO. 10 -005 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING ABATEMENT OF A PUBLIC NUISANCE AS TO SPECIFIED PROPERTIES CONTAINING HAZARDOUS VEGETATION WHEREAS , the Saratoga City Council has declared hazardous vegetation to be a public nuisance by Resolution No. 09-068 adopted December 16, 2009; and WHEREAS , the Office of the County Agricultural Commissioner subsequently gave notice to all property owners of specific properties he had identified as containing hazardous vegetation (weeds) described by common name or by reference to the tract, block, lot, code area and parcel number on the report prepared by and on file in the Office of the City Clerk, and of the County Agricultural Commissioner; and WHEREAS, said notice informedthe owners of the properties specified in Exhibit A attached hereto that the City Council would hold a public hearing on January 20, 2010 to consider any protests or objections to the declaration of a nuisance on pre-specified properties so as to require the owners of these properties to remove the hazardous vegetation or be subject to a subsequent order for abatement authorizing the County Agricultural Commissioner to perform the abatement; WHEREAS , a public hearing on said notice was held on January 20,2010; and WHEREAS , final action on any protests or objections to the proposed removal of weeds has been made by the City Council. NOWTHEREFOREBE IT RESOLVED, ,that the hazardous vegetation (weeds) on the specified properties listed on Exhibit A attached hereto is declared to be a nuisance and the County Agricultural Commissioner is hereby designated as the person to cause notice to be given in the manner and form provided in Saratoga City Code Section 7-15.060, and as the person to thereafter cause abatement of the seasonal and recurring hazardous vegetation (weed) nuisance as determined in general by resolution dated December 16, 2009, and as to specified properties as determined by this resolution. NOW, THEREFORE, BE IT FURTHER RESOLVED , that the notice specified in the preceding paragraph shall require that owners of the properties identified in Exhibit A to abate the hazardous vegetative nuisance or demonstrate at a public hearing before the City Council on March 17, 2010 why the City Council should not order the County to abate such hazardous vegetation nuisance thereafter at the property owner’s expense. The above and foregoing resolution was passed and adopted by the Saratoga City Council at a th regular meeting held on the 20day of January 2010, by the following vote: AYES:Councilmember Chuck Page, Howard Miller, Vice Mayor Jill Hunter, Mayor Kathleen King NOES:None ABSTAIN:None ABSENT:Councilmember Susie Nagpal Kathleen M. King,Mayor ATTEST: Ann Sullivan City Clerk NOTICE OF HEARING BEFORE THE CITY COUNCIL OF THE CITY OF SARATOGA, CALIFORNIA Wednesday, Notice is hereby given that the City Clerk of the City of Saratoga, California, has set th the 17of March 2010at 7:00 p.m. in the City Council Chambers at 13777 Fruitvale Avenue, RESOLUTION OF Saratoga, California, as the time and place for public hearingsonadoption of a THE CITY COUNCIL OF THE CITY OF SARATOGA ORDERING THE ABATEMENT OF PUBLIC NUISANCE BY REMOVAL OF HAZARDOUS VEGETATION. Notice is further hereby given that onJanuary 20, 2010the City Council of the City of Saratoga adopted a RESOLUTION DECLARING HAZARDOUS VEGETATION GROWING ON SPECIFIED PROPERTIES TO BE A PUBLIC NUISANCE. The properties specified in said Resolution as having hazardous vegetation growing thereon and thereby constituting a public nuisance are described in the chart below. At the March 17, 2010 public hearingdescribed above, the City Council will provide an opportunity forany person objecting to the declaration of nuisance orthe proposed abatement thereof to present such objectionsand will hear and determine any objections by the owners of properties on which a nuisance has been declared to exist. The Council may sustain or overrule such objections and shall notify both the owner and the Enforcement Officer of its decision within ten days after the conclusion of the public hearing. The decision by the Council shall be final. Notice is further given that upon failure by the owner to abate the nuisance within 30 days after notice to abate the nuisance is mailed to said owner, the hazardous vegetation (including weeds or other materials)will be removed by the Countyof Santa Clara and all abatement costs incurred by the County, together with an administrative fee in the amount of 150% of the costs of the actual IN ADDITION abatement, shall be charged to the owner.PLEASE ALSO BE ADVISED THAT THE OWNER OF ANY PARCEL FOUND TO BE NON-COMPLIANT AS TO ABATEMENT OF HAZARDOUS VEGETATION ON OR AFTER APRIL 15, 2010WILL BE CHARGED AN INSPECTION FEE OF $298.00 AND THE PROPERTY WILL BE SCHEDULED FOR ABATEMENT BY THE COUNTY CONTRACTOR. If you complete the abatement work before the County contractor performs the abatement, you will not incur further charges. Nonpayment of the abatement costs and the administrative fee will result in the same being levied as a special assessment against the property, to be collected at the same time and in the same manner as ordinary real estate taxes. All interested persons may appear and be heard at the abovetime and place. If you challenge any order of abatement in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice or in written correspondence delivered to the City Council at, or prior to, the public hearing. In order to be included in the City Council’s information packet, written communications should be filed on or before noon on Wednesday one week before the meeting. A copy of any material provided to the City Council onthe above hearing(s) is on file at the Office of the Saratoga City Clerk at 13777 Fruitvale Avenue, Saratoga, California.Questions may be addressed to the City Clerk, 868-1269. 2010WEED ABATEMENT PROGRAM COMMENCEMENT REPORT CITY OF SARATOGA APNSTREETADDRESS 366-48-003Parker RanchRoad12356 Parker Ranch RoadSaratoga, CA, 95070 366-49-001Star Ridge Court12637 Star Ridge Court Saratoga, CA 95070 366-49-014Continental Circle21439 Continental Circle Saratoga, CA 95070 366-50-003Diamond Oaks Court21301 Diamond Oaks Court Saratoga, CA 95070 366-50-031Star Ridge Court12693 Star Ridge Court Saratoga, CA 95070 386-13-059Cox Avenue18597 Cox Avenue Saratoga, CA 95070 386-50-036P.O. Box 640790P.O. Box 640790 San Jose, CA 95164 389-06-017P.O. Box 2067P.O. Box 2067 Saratoga, CA 95070 389-17-00218950 Afton Avenue18950 Afton Avenue Saratoga, CA 95070 389-17-01018854 Afton Avenue18854 Afton Avenue Saratoga, CA 95070 389-26-01418531Allendale Avenue18531 Allendale Avenue Saratoga, CA 95070 389-26-01518551 Allendale Avenue18551 Allendale Avenue Saratoga, CA 95070 389-30-00219010 Portos Drive19010 Portos Drive Saratoga, CA 95070 389-38-02713428 Christie Drive13428 Christie Drive Saratoga, CA 95070 393-04-00520255 Glasgow Drive20255 Glasgow Drive Saratoga, CA 95070 393-26-034262 E. Hamilton Ave. STE D262 E. Hamilton Avenue Avenue Campbell,CA STE D 393-42-00520210 Merrick Drive20210 Merrick Drive Saratoga, CA 95070 397-03-03214222 Chester Avenue14222 Chester Avenue Saratoga, CA 95070 397-04-014P.O. Box 67249P.O. Box 67249 Scotts Valley, CA 95067 397-04-022P.O. Box 9270P.O. Box 9270 Rancho Santa Fe, CA 92067 397-04-02714730 Sobey Road14730 Sobey Road Saratoga, CA 95070 397-04-09714565 Chester Avenue14565 Chester Avenue Saratoga, CA 95070 397-05-00918510 Sobey Road18510 Sobey Road Saratoga, CA 95070 397-05-028P.O. Box 97P.O. Box 97 Santa Clara, CA 95052 397-05-04214416 Old Wood Road14416 Old Wood Road Saratoga, CA 95070 397-05-06114324 Cordwood Court14324 Cordwood Court Saratoga, CA 95070 397-05-099P.O. Box 700400P.O. Box 700400 San Jose, CA 95170 397-06-04618564 Vessing Road18564 Vessing Road Saratoga, CA 95070 397-06-07318632Woodbank Way18632 Woodbank Way Saratoga, CA 95070 397-08-02515729 Los Gatos Bl. #20015729 Los Gatos Bl. #200 Los Gatos, CA 95032 397-08-076P.O. Box 54400P.O. Box 54400 Los Angeles, CA 90054 397-17-01013046 Twelve Hills Rd.13046 Twelve Hills Rd. Clarksville, MD 21029 397-18-03414890 Baranga Lane148990 Baranga Lane Saratoga, CA 95070 397-18-03714835 Baranga Lane14835 Baranga Lane Saratoga, CA 95070 397-18-03814855 Baranga Lane14855 Baranga Lane Saratoga, CA 95070 397-18-03920100 BonnieBrae Lane20100 Bonnie Brae Lane Saratoga, CA 95070 397-18-07114710Vickery Place14710 Vickery Place Saratoga, CA 95070 397-28-03312 Bayview Avenue12 Bayview Avenue Los Gatos, CA 95030 397-28-03412 Bayview Avenue12 Bayview Avenue Los Gatos, CA 95030 397-40-01614553 Via De Marcos14553 Via De Marcos Saratoga, CA 95070 397-40-01714577 Via De Marcos14577 Via De Marcos Saratoga, CA 95070 397-43-00818540 Allendale Avenue18540 Allendale Avenue Saratoga, CA 95070 403-24-0084966 El Camino Real Unit4966 El Camino Real Unit Los Altos, CA 94022 410-40-01821201 Lumbertown Lane21201 Lumbertown Lane Saratoga, CA 95070 503-09-02122060 Mt. Eden Road22060 Mt. Eden Road Saratoga, CA 95070 503-13-03915209 Blue Gum Court15209 Blue Gum Court Saratoga, CA 95070 503-13-06722121 Lindy Lane22121 Lindy Lane Cupertino, CA 95014 503-13-10113947 Vista Regina13947 Vista Regina Saratoga, CA 95070 503-13-11722121 Lindy Lane22121 Lindy Lane Saratoga, CA 95070 503-13-1431850 Pruneridge Avenue1850 Pruneridge Avenue Santa Clara, CA 95050 503-13-144P.O. Box 3458P.O. Box 3458 Saratoga, CA 95070 503-13-145P.O.Box 3458P.O. Box 3458 Saratoga, CA 95070 503-14-00713745 Pierce Road13745 Pierce Road Saratoga, CA 95070 503-14-008P.O. Box 707P.O. Box 707 Onetangi, Waiheke Zealand 503-14-03413615 Vaquero Court13615 Vaquero Court Saratoga, CA 95070 503-14-03613641 Vaquero Court13641 Vaquero Court Saratoga, CA 95070 503-15-06121258 Chadwick Court21258 Chadwick Court Saratoga, CA 95070 503-16-01513540 Surrey Lane13540 Surrey Lane Saratoga, CA 95070 503-18-02612901 Foothill Lane12901 Foothill Lane Saratoga, CA 95070 503-18-09712969 Foothill Lane12969 Foothill Lane Saratoga, CA 95070 503-26-009P.O. Box 3132P.O. Box 3132 Saratoga, CA 95070 503-27-098P.O. Box 610544P.O. Box 610544 San Jose, CA 95161 503-28-00420895 Canyon View Drive20895 Canyon View Drive Saratoga, CA 95070 503-28-00520905 Sullivan Way20905 Sullivan Way Saratoga, CA 95070 503-28-00614645 Big Basin Way14645 Big Basin Way Saratoga, CA 95070 503-28-00720931 Canyon View Drive20931 Canyon View Drive Saratoga, CA 95070 503-28-008106 Heintz Court106 Heintz Court Los Gatos, CA 95032 503-28-07520851 Canyon View Drive20851 Canyon View Drive Saratoga, CA 95070 503-28-08920867 Canyon View Drive20867 Canyon View Drive Saratoga, CA 95070 503-29-02721352 Saratoga Hills Road21352 Saratoga Hills Road Saratoga, CA 95070 503-29-0292601 W. Cedar Lane2601 W. Cedar Lane Milwaukee, WI 53217 503-29-0411080 Chestnut St. Unit 1F1080 Chestnut St. Unit 1F San Francisco, CA 94109 503-29-09620887 Michaels Drive20887 Michaels Drive Saratoga, CA 95070 503-29-09921050 Saratoga Hills Road21050 Saratoga Hills Road Saratoga, CA 95070 503-29-11820850Saratoga Hills Road20850 Saratoga Hills Road Saratoga, CA 95070 503-29-12421421 Saratoga Hills Road21421 Saratoga Hills Road, Saratoga, CA 95070 503-30-00113810 Pierce Road13810 Pierce Road Saratoga, CA 95070 503-30-0021134 Little Oak CL1134 Little Oak CL San Jose, CA 95129 503-30-00313845 Pike Road13845 Pike Road Saratoga, CA 95070 503-30-01115 Sausal Drive15 Sausal Drive Portola Valley, CA 94028 503-30-02036 Shore View Avenue36 Shore View Avenue San Francisco, CA 94121 503-30-05413990 Pike Road13990 Pike Road Saratoga, CA 95070 503-30-06014180 Perata Court14180 Perata Court Saratoga, CA 95070 503-31-05414150 Dorene Court14150 Dorene Court Saratoga, CA 95070 503-31-08813966 Albar Court13966 Albar Court Saratoga, CA 95070 503-31-09813921 Damon Lane13921 Damon Lane Saratoga, CA 95070 503-53-05310222 Carmen Road10222 Carmen Road Cupertino, CA 95014 503-72-014520 Mill Creek Road520 Mill Creek Road Fremont, CA 94539 503-72-02821531 Saratoga Heights21531 Saratoga Heights Saratoga, CA 95070 503-72-036P.O. Box 382P.O. Box 382Saratoga, CA 95070 503-75-00814670 Quito Road14670 Quito Road Saratoga, CA 95070 503-75-01814930 Vintner Court14930 Vintner Court Saratoga, CA 95070 503-78-004819 Via Juan Pablo819 Via Juan Pablo San Juan Bautista, CA 95045 510-05-00415234 Bellecourt Avenue15234 Bellecourt Avenue Saratoga, CA 95070 510-05-03418805 Cox Avenue Unit 21018805 Cox Avenue Unit 210 Saratoga, CA 95070 517-22-07213934 Chester Avenue13934 Chester Avenue Saratoga, CA 95070 /s/Ann Sullivan, City Clerk PUB: 03/02/10 SARATOGA CITY COUNCIL MEETING DATE: AGENDA ITEM: March 17, 2010 DEPARTMENT: CITY MANAGER: Community DevelopmentDave Anderson PREPARED BY: DIRECTOR: Cynthia McCormick, AICPJohn Livingstone, AICP SUBJECT:FY 2010/11 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND COMMUNITY GRANT FUNDING APPLICATIONS RECOMMENDED ACTION: Conduct the Public Hearing and make a decision regarding allocations. DISCUSSION: OnMarch 3, 2010 the Council heard testimony from public supporters and agency representatives seeking Community Development Block Grant (CDBG)and Community Grant funds. Per Council’s direction, staff contacted past recipients of community grant funding to determine their interest in applying for funds again this year. Staff received two additional applications which have been summarized below. A copy of all of the applications is provided in Attachment D. Additional information (e.g., audit, financial statements) isavailable upon request. $83,212 The total amount of funding requested this year for community programs and services is .The City expects to receive approximately $26,500 for CDBG public service projects. Council policy is to 1 match CDBG public service fundsfor Community Grants. Thus, the total amount available for $53,000$30,212 community programs and services isapproximately and the total funding shortfall is . Three applications are eligible for CDBG Public Service funding: Saratoga Area Senior Coordinating Council(SASCC) requested $37,000; West Valley Community Services (WVCS) requested $20,000; and Catholic Charities requested $5,000. The fourapplications that are not CDBG eligible include requests for $4,500 from the Foothill Club, $4,000from KSAR,$4,212from the Wildlife Center of Silicon Valley,$3,500 from the Shady Shakespeare Theater Company, and $5,000 from the Mustard Faire. The remaining requests for CDBG funding includes $79,900 from the Public Works Department for Phase IV of the Accessible Signal Program, $15,000 for City administration of the CDBG program, and $13,000 for County administration of the SHARP program. 1 NOTE: The final CDBG funding amount has not been confirmed but is expected to be announced prior to the beginning of FY 10/11(July 1, 2010). The public service fund cap is formula based and subject to change. KSAR –Saratoga High School Media Arts Mentoring Program KSAR15, Saratoga Community Access Cable TV Foundationsubmitted a proposal for continued support of theSaratoga High School Media Arts Mentoring Program. The program helps students start a TV broadcasting careerthrough classes in TV production skills,internship opportunities,and resume 22100% and interview techniques.The program will support Saratoga students which is equal to of the $4,00040% students in the program. The requested funding is which is approximately of the cost to run the program. In-kind donations include volunteer participation by KSAR board members and the time and costs associated with planning, review and coordination by Saratoga High School teachers. This project is being considered under the Community Grant program. It is not eligible for CDBG funding since it does not primarily serve low-income participants. Saratoga Foothill ClubHistoric Landmark Foundation The Saratoga Foothill Clubsubmitted a proposal for audio-visual equipment for use in their public lecture programs. Between September 2009 and June 2010, the group will have had seven (7) public 7895% lectures attended by approximately Saratoga residents which represent of the average 75-90 people who attend each lecture. The group also holds four (4)special art lectures attended by 8080% approximately Saratoga residents which represent of the average 100 people who attend each $4,500 100% lecture. The requested funding is which is of the total cost of the digital projector, cart, and remote control. This project is being considered under the Community Grant program. It is not eligible for CDBG funding since it does not primarily serve low-income participants. The program receives in-kind donations and volunteer work. FISCAL IMPACTS: The CDBG funds for FY 2010/11 are federal Housing and Urban Development funds administered by Santa Clara County and allocated to participating cities. Under the Community Grants program, Council policy is to match CDBG public service funds, which is estimated to be $26,500 this year. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City’s FY 2010/11CDBG allocation will remain with the County. ALTERNATIVE ACTION: NA FOLLOW UP ACTION: Forward Council’s CDBG recommendations to the County of Santa Clara and execute contracts with agencies receiving funding. ADVERTISING, NOTICING AND PUBLIC CONTACT: The availability of grant funds was publicized on the City Website and in the Saratoga News in January 2010. Notice of the Public Hearing was properly posted and published in the Saratoga News on February 16, 2010. ATTACHMENTS: Attachment A –Resolutions Attachment B –AllocationWorksheet Attachment C–March 3, 2010 Staff Report Attachment D -Applications RESOLUTION NO. _____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING THE SUBMITTAL OF PROPOSALS FOR FUNDS FROM SANTA CLARA COUNTY UNDER THE FEDERAL HOUSING AND COMMUNITY DEVELOPMENT ACT FOR FISCAL YEAR 2010/2011 WHEREAS, the City previously entered into a Joint Powers Agreement with Santa Clara County to form an Urban County under the Housing and Community Development Act; and WHEREAS, the City Council finds and determines that the following proposals represent the community development needs in Saratoga; and NOW THEREFORE, BE IT RESOLVED, that the Community Development Department is hereby authorized to submit a proposal for the expenditure of FY 2010/11CDBG funds in the amount of $134,400for the following allocations: Amount CDBG Funds AgencyTypeProject RequestedRecommended CDBG SASCCAdult Day Care Program*$5,000 (Public Services) West Valley West Valley Community CDBG Community Services Food Pantry and *$20,000 (Public Services) ServicesEmergency Services Catholic Charities Long Term Ombudsman CDBG of Santa Clara *$37,000 Program (Public Services) County SUBTOTAL$62,000$26,500 ADA Accessible Signals CDBG (non- City of Saratoga$79,900 -Phase III public service) SUBTOTAL$79,900$79,900 City of SaratogaCDBGProgram Administration$15,000 County of Urban County CDBG$13,000 Santa ClaraRehabilitation Services SUBTOTAL$28,000$28,000 *these requests may be partially funded GRAND TOTAL$169,900$134,400 under the Community Grant program The above and foregoing resolution was passed and adopted at an adjourned meeting of th the Saratoga City Council held on the 17day of March 2010by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Kathleen King, Mayor ATTEST: ____________________________ Ann Sullivan, City Clerk RESOLUTION NO. _____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING ALLOCATION OFFUNDS FORTHECOMMUNITY GRANT PROGRAMFOR FISCAL YEAR 2010/2011 WHEREAS, the City Council finds and determines that the following proposals represent the community needs inSaratoga; and NOW THEREFORE, BE IT RESOLVED, that the City of Saratoga hereby authorizes the expenditure of FY 2010/11Community Grantfunds in the amount of $_______ for the following allocations: Amount Amount AgencyProjectRequestedGranted Catholic Charities of Santa Long Term Care *$5,000 Clara CountyOmbudsman Program *$20,000 West Valley Community Services Comprehensive Emergency Assistance Program Saratoga Area Senior Saratoga Adult Care *$37,000 Coordinating Council(SASCC)Center Free Shakespeare in $3,500 Shady ShakespeareTheater Company Sanborn Park, Saratoga Wildlife Center of Silicon Wildlife Rehabilitation $4,212 Valleyand Release and Wildlife Education and Outreach KSAR15, Saratoga Community KSAR –Saratoga High $4,000 AccessCable TV FoundationSchool Media Arts Mentoring Program Audio-Visual Equipment Saratoga Foothill ClubHistoric $4,500 for Public Lecture Series Landmark Foundation $5,000 Mustard Faire2011 Mustard Faire *these requests may be partially funded under the CDBG program TOTAL: $83,212 RESOLUTION NO. _____ The above and foregoing resolution was passed and adopted at an adjourned meeting of th the Saratoga City Council held on the 17day of March 2010by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Kathleen King, Mayor ATTEST: ____________________________ Ann Sullivan, City Clerk 2005/062006/072007/082008/09 GrantsGrantsGrantsGrants CommunityServiceSupportGroups-OngoingGrants SASCCServiceSupport18,00018,00021,00021,000 SASCCSupplementalSupport-12,50018,00018,000 KSARCommunityAccessGrant52,03422,60025,00030,000 ChamberofCommerceAnnualSupport13,5735,25211,00011,332 UnitedWay211Funding--2,0002,000 HousingTrustofSantaClaraCounty---- 83,60758,35277,00082,332 TotalCommunityService-OngoingGrants CommunityServiceSupportGroups-OneTimeGrants HakoneGardens7,295--- AmericanRedCross-Katrina15,000--- SASCC AdultDaycareSupport---1,268 FurnitureGrant-30,700-- Sr.CenterComputerLabGrant-5,400-- KSAR SupplementalServiceSupport-25,00020,700- VideoConversionGrant-19,400-2,500 City's50thAnniversaryEventGrant-5,000-- MediaArtsMentoringProgram---- ChamberofCommerce BannerFeeGrant-600600- CityMapGant-4,500-5,000 Website&ITUpgradeGrant--5,000- MembershipSubsidyGrant--1,000- OtherNon-ProfitOrganizations HistoricalMuseumAnnualSupport--4,2884,288 HistoricalMuseumSupplementalSupport--6,640- SiliconValleyWildlifeServiceSupport4,0008,212-4,212 WaldenWestSchoolFdnSolarPanels--2,100- SaratogaFoothillClub--8,600- SiliconValleyWildlifeRaptorCage-6,036-- SCCSupervisors-SpayPgm--320- ShadyShakespeareTheaterCo.---- WestValleyCommunitySvsMobileVan--2,400- WestValleyCommunitySvsSupport---15,164 Children'sHealthInsuranceAssistance--3,326- CatholicCharitiesOmbudsmenFunding---5,000 26,295104,84854,97437,432 TotalCommunityServiceOne-TimeGrant ìøöÙÊ×ÛÈ×ØÅÓÈÔÌØÖöÛÙÈÍÊÃìÊÍÈÊÓÛÐÆ×ÊÉÓÍÎÅÅÅÌØÖÖÛÙÈÍÊÃÙÍÏ CDBGFundedPublicServiceGrants SASCCAdultDaycareSupport--32,00032,732 WestValleyCommunityServicesSupport--3,564- CatholicCharitiesOmbudsmen---- SiliconValleyWildlifeServiceSupport-4,212-- SiliconValleyWildlifeRaptorCage-1,536-- -5,74835,56432,732 TotalCDBGFundedGrants 109,902168,948167,538152,496 TotalGrants ìøöÙÊ×ÛÈ×ØÅÓÈÔÌØÖöÛÙÈÍÊÃìÊÍÈÊÓÛÐÆ×ÊÉÓÍÎÅÅÅÌØÖÖÛÙÈÍÊÃÙÍÏ 2009/102010/11 GrantsGrants 21,00021,000 18,00018,000 30,00030,000 11,67212,024 2,0002,000 25,00025,000 107,672108,024 -- -- 8,344- -- -- -- -- -- 4,617- -- -- -- -- 4,288- -- 4,212- -- 13,500- -- -- 2,500- -- 15,164- -- 5,000- 57,625- ìøöÙÊ×ÛÈ×ØÅÓÈÔÌØÖöÛÙÈÍÊÃìÊÍÈÊÓÛÐÆ×ÊÉÓÍÎÅÅÅÌØÖÖÛÙÈÍÊÃÙÍÏ 27,85926,500 -- -- -- -- 27,85926,500 193,156134,524 ìøöÙÊ×ÛÈ×ØÅÓÈÔÌØÖöÛÙÈÍÊÃìÊÍÈÊÓÛÐÆ×ÊÉÓÍÎÅÅÅÌØÖÖÛÙÈÍÊÃÙÍÏ 2005/062006/072007/082008/092009/10 GrantsGrantsGrantsGrantsGrants ChamberofCommerceEvents CelebrateSaratoga-TeenScene-7,52710,000-- CelebrateSaratoga-FunZone-4,9004,900-- CelebrateSaratoga-EventSupport--4,996-- CelebrateSaratogaBanner----- TasteofSaratoga---3,299- SaratogaArt&WineFestival----4,258 AnnualTreeLighting----1,037 GeneralCommunityEvents UnspecifiedEventFunding----- NeighborhoodBlockPartySupp----- MonthoftheChildCelebration----- MustardFaire8501,4182,0003,6494,000 SisterCity25thAnniversary----- ArborDayCelebration---78100 MemorialDayEvent(Banner)--300-- FourthofJulyEvent---1,547- CancerSociety-Relay--200-- CitywideGarageSale---4,2705,000 FacilityOpeningEvents FellowshipHallOpening----104 deAnzaTrailOpening---23- KMPGroundbreaking/Opening----138 TotalCommunityEvents85013,84522,39612,86614,637 ìøöÙÊ×ÛÈ×ØÅÓÈÔÌØÖöÛÙÈÍÊÃìÊÍÈÊÓÛÐÆ×ÊÉÓÍÎÅÅÅÌØÖÖÛÙÈÍÊÃÙÍÏ 2010/11 Grants - - - - - - - - - - - - - - - - - - - - - ìøöÙÊ×ÛÈ×ØÅÓÈÔÌØÖöÛÙÈÍÊÃìÊÍÈÊÓÛÐÆ×ÊÉÓÍÎÅÅÅÌØÖÖÛÙÈÍÊÃÙÍÏ SARATOGA CITY COUNCIL MEETING DATE: AGENDA ITEM: March 3, 2010 DEPARTMENT: CITY MANAGER: Community DevelopmentDave Anderson PREPARED BY:DIRECTOR: Cynthia McCormick, AssistantPlanner, AICPJohn Livingstone, AICP SUBJECT:FY 2010/11COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND COMMUNITY GRANT FUNDINGAPPLICATIONS RECOMMENDED ACTION: 1.Conduct the Public Hearingand accept public testimony presentations from applicants. 2.Review recommendations for streamlining the County CDBG program. th 3.Continue the Public Hearing to March 17to finalize grant allocations and approve a transfer of $13,964 in previously allocated CDBG funds. REPORT SUMMARY: Each year the City allocates Community Development Block Grant (CDBG) and Community Grant funding to community services and programs.Saratoga’s Community Grant funding helpsprograms that benefit Saratoga residents whether or not they meet CDBG income requirements.CDBG proposals must comply with federal and county requirements with priority given to projects that provide affordable housing, rehabilitation of affordable housing, and public services which primarily serve lower income clients. CDBG funding has also been available for public improvementsto ensure compliance with the Americans with Disabilities Act (ADA). The availability of 2010-2011 fiscal year CDBGfunds was publicized on the City Website and in the Saratoga News. CDBG ADA and CDBG Administration Staff received oneapplication from the Public Works Department for $79,900which is the total amount available for ADA projects.As in past years, the CDBG program also includes $15,000 for City administration ofthe CDBG program and $13,000 for County administration ofthe SHARP program. CDBGPublic Services and Community Services Prior to the writing of this staff report, staff received six (6) applications for community services, three of which are eligible for CDBG Public Service funding.The total amount of fundingrequested this year for CDBG Public Services and SaratogaCommunity Services is $74,712. The City expectsto receive approximately $26,500 for CDBG public service projects.Council policy is to match CDBG public 1 service fundsfor Community Grants. Thus, the total amount available for public service and community service programs would be approximately $53,000 and the total funding shortfall is$21,712. 1 NOTE: The final CDBG funding amount has not been confirmed but is expected to be announced prior to the beginning of FY 10/11 (July 1, 2010). The public service fund cap is formula based and subject to change. DISCUSSION: CDBG ADA Public Improvement Funding This City expects to receive $79,900 for affordable housing and/or ADA projects.The Public Works Department is requesting the full amount for Phase IV of the Accessible Signal Program.The Public Works Department is also requesting that $13,964 in previously allocated funds be transferred to the HistoricalMuseum ADA ramp project. This includes $4,464from the City Hall Public Bathroom ADA project which cannot be completed due to the current building configuration. An additional $9,500 would be transferred from the Accessible Signal Program in order to complete the Historical Museum ADA ramp project SHARP Funding At one time,the City managed CDBG funds for low-income housing rehabilitation projects. The SHARP program is now administered by the Santa Clara County Housing and Community Development $13,000 Department (HCD). HCD charges per year to administer the program. The cost covers processing loan applications and paperwork, determining eligibility, and coordinating payments to the contractors doing the repair work. CDBG Administrative Funding CDBG funds may be used to pay reasonable costs related to administration of the CDBG program. Administrativeactivities include preparing related reports, contracts and correspondence; managing the annual CDBG allocation disbursement process, monitoring the grantees, and acting as a liaison between the City and the Urban County Program. The maximum amount that may be allocated for City $15,000 administration of the CDBG program is . CDBGPublic Services Three applicationsare eligible for CDBG Public Service funding:Saratoga Area Senior Coordinating Council (SASCC) requested $37,000;West Valley Community Services(WVCS) requested $20,000; and Catholic Charities requested $5,000. All three agencies applied for and received full funding last year. For simplicity,the Council typically funds one program with CDBG funds while funding the other programs with Saratoga Community Grant funds.The total amount requested for these three $62,000.$26,500 applications is The total amount estimated for CDBG public service projects is . The $35,500. amount remaining to be carried over to the Community Grant funding program is Community Services The three applications that are not CDBG eligible include requests for $5,000 from the Mustard Faire, $4,212from the Wildlife Center of Silicon Valley, and $3,500 from the Shady Shakespeare Theater $12,712. Company. The total amount requested from these three applications isThe total amount $48,212. including the $35,500carried over from CDBG public services isCouncil policy is to match CDBG public service funds, which is estimated to be approximately $26,500. Thus, the total amount $21,712 available for community service programs is $53,000 and the total shortfallis. SUMMARY OF APPLICATIONS Summaries of each application are listed below. Applications are provided in Attachment 1. Additional information (e.g., audit, financial statements) are available upon request. 2011 Mustard Faire Representatives for the Mustard Faire submitted a proposal for its annual event that celebratesthe agricultural history of Saratoga with education on whatcan be done to preserve it.The 2,600 Saratoga 93% residents that attend the Mustard Faire represent an estimated of the approximately 2,800 $5,00073.5% attendees.The totalcost of the program is $6,800.The requested funding is which is of the total cost of theprogram.This project is being consideredunder the Community Grant program. It is not eligible for CDBG funding since it does not primarily serve low-income participants. The program receives in-kind donations and volunteer work as leveraging. Shady Shakespeare Theater Company The Shady Shakespeare Theater Company (SSTC) submitted a proposal to help fund performances held in Sanborn-Skyline County Park.SSTC’s 2009 productions of Richard III and As You Like It were 350 attended by approximately 4,000 people (3,500 unduplicated)including approximately Saratoga 10% residents which represent an estimated of the total guests. The total cost of the program is $85,000. $3,5004.1% The requested funding is which is of the total cost of the program.This project is being consideredunder the CommunityGrant program. It is not eligible for CDBG funding since it does not primarily serve low-income participants. In addition to receiving $19,557 in grants, the program has requested $20,500 from 6organizations (including Saratoga). Wildlife Center of Silicon Valley The Wildlife Center of Silicon Valley(WCSV) submitted a proposal for wildlife rehabilitation and 100 release and wildlife education and outreach.Last year, Saratoga residents brought in approximately 2.5% animals for WCSV services. This represents of the approximately 4,000 injured, sick and orphaned local birds and mammalsbrought in annually.The total cost of the program is $279,216.The $4,2121.5% requested funding is which is of the total cost of theprogram.This does not include the cost associated with phone calls and emails from residents. WCSV historically responds to 175 to 200 approximately telephone and e-mail inquiriesfrom Saratoga residents each year. In addition, WCSV held two education presentations in the City of Saratogain 2009, which were attended by a total 65 of residents (representing approximately 3.6% of the education/outreach program). This project is being consideredunder the Community Grant program. It is not eligible for CDBG funding since it does not primarily serve low-income participants. Leveraging for the program includes grants, donations, and investments. CDBG Public ServiceEligible Projects Catholic Charities –Long Term Ombudsman Program Catholic Charities submitted a proposal for continued support of the Long Term Ombudsman Program which provides advocacy for the rights of residents in long term care. The program serves 10,293 2882.8% unduplicated clients annually including a minimum of Saratoga residents which represent of $5,000 the total clients served. The total cost of the program is $293,313.The requested funding is 1.7% which is of the total budget to operate the program. Catholic Charities has successfully leveraged funding through donations and funding at the federal andcity level. Catholic Charities continues to apply for CDBG funding from several other cities it serves. Thisprogram received grant funding from Saratoga for the last 2years.This program is eligible for both Community Grant and CDBG Public Service funding. SASCC -Adult Day Care Program Saratoga Area Senior Coordinating Council (SASCC) submitted its annual proposal for continued support of the SASCC Adult Day Care Center Program which provides respite care and social activities 21 for frail elders and their caregivers. The program serves 51 unduplicated clients annuallyincluding 41% Saratoga residents which represent of the total clients served. The total cost of the program is $37,00013.4% $275,931.The requested funding is which is of the total budget to operate the Adult Care Center. SASCC has successfully leveraged funding through donations and annual fundraising efforts in addition to sliding-scale fees. SASCC intends to apply for CDBG funding from the City of Campbell and the City of San Jose. This program has received CDBG funding from Saratoga for the past 9 years. This program is eligible for both Community Grantand CDBG Public Service funding. West Valley Community Services –Food Pantry and Emergency Rental/Utility Assistance West Valley Community Services (WVCS) submitted a proposal for continued support of its Community Assistance Program which provides food pantry and emergency rental/utility services. The 67 program serves 611 unduplicated clients annually including approximately Saratoga residents which 11% represent of the total clients served. The total cost of the program is $237,577. The requested $20,0008.4% funding is which is of the total budget to operate the program. WVCS has successfully leveraged funding through donations and funding at the federal, county andcity level. WVCS continues to apply for CDBG funding from several other cities it serves. This program has received grant funding from Saratoga for the past 3 years. Thisprogram is eligible for both Community Grant and CDBG Public Service funding. FUTURE CDBG ADMINISTRATION Santa Clara County administration of the CDBG program has not been immune to the economic crisis facing cities and counties. Given their budget deficit, Santa Clara County is looking at ways to 2 streamline administration ofthe Urban Countyprogram.The agency estimates thatthe CountyGeneral 3 Fund supplemented the HCDbudget in the amount of $633,000 this fiscal year.The County hasseveral recommendations,listed below,for FY 11/12 that are estimated to reduce overhead costs by $327,415. These recommendations are discussed in more detail in Attachment 3. 1.Establish a minimum amount of $5,000 for Public Service Grants. 2.Limit the maximum number of Public Service Grants for each city to five and consider shifting smaller city grants to non-CDBG funds. 3.Round all amounts to the nearest $100 at the time that agreements are finalized. 4.Shift all Public Service Contracts to a 2-year concurrent cycle. 5.Change payment requests from monthly to quarterly or semi-annually. 6.Share performance and fiscal monitoring responsibilities among Urban County jurisdictions. 7.Set city expenditure deadlines to two years to minimize roll-overs. 8.Reduce General Fund overhead charges to the HCD Program. 9.Seek proposals for a web-based data management system to unify and simplify administration of CDBG Program. 10.Increase administrative revenue to the County by reducing or eliminating the $15,000 administrative allowance allocated to each City. 11.Consider unifying all grants under County administration for CDBG Program Year 2012/13 if above efficiencies can significantly reduce administrative costs. 12.Consider further increasing the minimum amount and reducing the number of Public Service Grants for CDBG Program Year 2012/13. The City of Saratoga is currently complying with recommendations #1, 2, 3, and 12 by allocating all of its CDBG public service funds to one applicant and funding other applicants through the City’s general fund. Recommendations#4, 5, and 7 could easily be implemented. The attached letter from the County’ Office of Affordable Housingare only recommendations. The recommendations will be forwarded to ò the County Executive/City Managers Group for approvalStaff will continue to work with the County and report back to the Council as to the outcome of the above recommendations. 2 Cities with populations fewer than 50,000 arenot eligible to apply directly for CDBG funds. All such cities in Santa Clara County have combined to form an “Urban County” in order to apply for funding. 3 Santa Clara County Housing and Community Development FISCAL IMPACTS: The CDBG funds for FY 2010/11 are federal Housing and Urban Development funds administered by Santa Clara County and allocated to participating cities. Under the Community Grants program, Council policy is to match CDBG public service funds, which is estimated to be $26,500 this year. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City’s FY 2010/11 CDBG allocation will remain with the County. ALTERNATIVE ACTION: NA FOLLOW UP ACTION: th 1.Continue the Public Hearing to March 17to finalize grant allocations and approve a transfer of $13,964 in previously allocated CDBG funds. th 2.Following the March 17meeting, forward Council’s CDBG recommendations to the County of Santa Clara and execute contracts with agencies receiving funding. ADVERTISING, NOTICING AND PUBLIC CONTACT: The availability of grant funds was publicized on the City Website and in the Saratoga News in January 2010. Notice of the Public Hearing was properly postedand published in the Saratoga News on February 16, 2010. ATTACHMENTS: Attachment 1–Applications Attachment 2–Grant Request Worksheet Attachment 3-Recommendations for streamlining the Urban County CDBG program FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARDAPPLICATION DATE: March 8, 2010 Please refer to the Application Instructions Sheet for details on the following questions. Please limit your answers to one paragraph per question 1) Applicant Organization/Agency Name:Saratoga Foothill Club Historic Landmark Foundation (Foothill Club Foundation) Agency Address: Mailing: P.O. Box 2033, Saratoga, CA 95070; Location: 20399 Park Place, Saratoga Executive Director: Cindy Ruby, Foundation Chair Phone: 408-867-2715Fax: 408-867-3124E-Mail: crubyca@aol.com Agency isaFaith Based Organization:No 2) Program Title : Program Address: same as above Contact Person/Title: same as above Phone: same as aboveFax: same as aboveE-Mail: same as above 3) City of Saratoga/CDBG funds requested in the past: In May 2007 The Saratoga Foothill Club Foundation requested $10,000 to pay for a new furnace. InMarch 2009, the Saratoga Foothill Club Foundation requested $13,500 to pay for architectural plans to make the Club bathrooms handicapped accessible. 4) City of Saratoga/CDBG funds received in the past: In May 2007the Saratoga Foothill Club Foundation received a grant of $8600 toward the furnace replacement project. Each quarterin FY2009/2010, the Foothill Club Foundationhas received $3375toward the $13,500 grant to pay for the architectural plans for the bathroom renovation. 5)Program description and number of unduplicated clients served: Saratoga Foothill Club Historic Landmark Foundation requests a Saratoga Community Grant to pay for a digital projector, cart, and remote control for use in our public lecture programs. Our historic building was designed and built by Julia Morgan in 1915. Because of its age, we have slowly been adding equipment to make it more user friendly. The digital projector is needed for our Public Lecture Series which isattended by many Saratogans.Last year,we were forced to buy a new microphone system when our 1970’s system expired. At the same time, the public lecture series committee had saved enough money to add a screen which accommodates reverse projection on the stage.Now we are trying to buy a digital projector to go with the new screenand complete our audio-visual upgrade. The Public Lecture Series has combined with many local groups such as the San Jose Opera Guild and the Saratoga Historical Society to present informative programs. Between September FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARDAPPLICATION 2009 and June 2010, we will have had 7 public lectures; admission fees are $10 per non-club member and our attendance averages75-90 people per lecture. In addition, this year we had a special art lecture series of 4 lectures, averaging more than 100 people at each. The club is used by Saratogans for community meetings as well as for rental events. Approximately 3,000 people use the clubhouse each year. 6) Program purpose and objectives: The purpose of this grant will be to purchase a digital projector, cart, and remote. This will allow public speakers to use the new screen without having to cross back and forth in front of the projector beam. In addition, it will eliminate the safety hazard of having electric cords criss-crossing the floor. 7) Program management: Ourvolunteer House and Grounds Chairman and the Board of the Saratoga Foothill Clubwill manage this project. 8) Agency description and experience: The Saratoga Foothill Club Historic Landmark Foundation was established in 2004 as a public benefit corporation under Section 501(c)(3) of the Internal Revenue Code to receive tax-deductible contributions to support our missionto preserve, maintain and enhance the Julia Morgan designed Foothill Clubhouse and grounds. To date we have completed structural and safety repairs, including electrical and HVAC upgrades, a new roof,and extensive renovating of woodwork. Tax ID # 54-2101739. 9) Audit information: The Foundation hasnot had a financial audit to date. 10) Sources of funds anticipated for this project: the amount requested inthisgrant would pay for the completion of all the audio visual equipment. 11) Budget: $4,500 for purchase of a digital projector withremote control and cart, 12) Performance Measurements: See Item 6 above. 13) Outreach: Our Public Lecture Seriesis publicized monthly in the Saratoga News and the San Jose Mercury News.We hosted the 2008 City Council Candidates Forum, and public meetings are held in the clubhouse. Annually, the Saratoga Foothill Club presents the community’s Memorial Day Celebration and provides food baskets for low-income residents of Saratoga. Local community organizations such as the Saratoga Men’s Club, the National Charity League, and the Saratoga Federated Church meet in our Clubhouse. We have a website www.foothillclub.organd a catering company that markets our facility for wedding rentals and memorial services. 14) Leveraging: Because of the huge success of the art lecture series this year, the Club is discussing a new fundraising lecture series. This would require the use of the digital projector. 15) Cost / Benefit Analysis: N/A FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARDAPPLICATION 16) Target Beneficiaries: The entire Saratoga communitybenefits from the informative lectures sponsored in our historic Clubhouse. BUDGET AGENCY NAME: Saratoga Foothill Club Historic Landmark Foundation Date Prepared: March 8, 2010 PROGRAM NAMEUpgrade audio-visual equipment for public lectures : BUDGET WORKSHEET SPECIFIC Jul -SepOct -DecJan -MarApr -Jun ACTIVITIES Research X available options for projector upgrade Get competitive bids for projector.X .Order projector. X Install projector (when the funds $4500 are received in X the last quarter). PERFORMANCE MEASUREMENTS AGENCY NAME: Saratoga Foothill Club Historic Landmark Foundation Date Prepared: March 8, 2010 PROGRAMNAME: Upgrade audio-visual equipment for public lectures PERFORMANCE MEASUREMENT WORKSHEET GOAL: The purpose of the audio-visual upgrade is to allow the club to have more variety in speakers and thereby provide more programs to more residents. We anticipate increasing attendance at the lecture series by 20% OBJECTIVE (1):OUTCOME: The Foundation would like to offer more 1) Offering more cultural events to lectures. The art lectures were very successful Saratoga residents. and in addition to those, we are looking at 2) Raising funds for the Foundation ADA instituting a summer lecture series. restroom and entrance project. While the cost of the lectures is modest ($10-25 per ticket depending on the lecturer cost) compared to other lecture series which average $50 per ticket, it will be a significant part of our future fundraising for the ADA restroom project. FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION DATE: February 12, 2010 Application Instructions Sheet Please refer to the for details on the following questions. Please limit your answers to one paragraph per question 1) Applicant Organization/Agency Name: Mustard Faire Agency Address:P.O. Box 966, San Jose, CA 95108-0966 Executive Director:Norman Koepernik Phone:(408) 971-9636Fax:(408) 297-8270 E-Mail:Theresa_mustardfaire@yahoo.com Agency isaFaith Based Organization:____YesXNo 2) Program Title :2011MustardFaire Program Address:Historic Orchard (Fruitvale & Saratoga Avenues) Contact Person/Title:Norman Koepernik Phone:(408) 971-9636Fax:(408) 297-8270 E-Mail: Theresa_mustardfaire@yahoo.com 3) $5,000 City of Saratoga grant funds requested this year (FY10/11): 4) City of Saratogagrantfunds requestedin the past: None from the Community grant program; funding has been provided in the past through the annual budget process. City of Saratogagrantfunds receivedin the past: In fiscal year 2008-09 the City allocated $5,000; infiscal year 2009-10 the City allocated $3,000. 5) Programdescription and number of unduplicated clients served: TheMustard Faire is a celebration of Saratoga’s agricultural history,when orchards were plentiful, the valley was covered with blossoms and the grounds were blanketed in a glorious color of yellow mustard. Over time, orchards have givenway to housingand other development. However, the City has preserved a piece of the past in the historic orchard.Each year, the Mustard Faire provides a venue in which families and friends cancelebrate the agricultural history of Saratoga, and learn about what can be done to preserve it. The Mustard Faire draws between 2,700 and 3,000 attendees. 6) Programpurpose and objectives: Create awareness of local history Educate the public about the value of the historic orchard and preservation of agricultural heritage Host a family-friendly event that includes cultural, artistic and environmental awareness FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION 7) Programmanagement: The program is organized and managed by a group of community volunteers, assisted by City staff. 8) Agency description and experience: A core committee has been organizing and implementing this event for many years, is very familiar with City policies and procedures and has positive working relationships with City staff. 9) Audit information: The Mustard Faire has been a long-standing community event funded by the City of Saratoga. Budgeted expenses are paid via invoices submitted to the . City, which keeps an accounting of the costs incurred 10) Sources of funds anticipated for this project: In addition to the community grant funds requested, organizers annually contribute approximately $1,800 of their own funds to the event. 11) Budget: Pleaseuse the attached worksheet. 12)Performance Measurements: Pleaseuse the attached worksheet. 13) Outreach: The event is publicized through banners at Blaney Plaza, flyers distributed to schools, local businesses, the Chamber of Commerce and the City, posting on the City website,Artsopolisand the Mustard Faire website. 14) Leveraging: As noted above, event organizers contribute personal funds in order to pay for items not covered by City funds. In additional, numerous volunteers perform tasks to plan, organize and implement the Faire. West Valley Collection & Recycling will be supplying waste and recycling toters free of charge. The Fire District will be supplying anantique Saratoga Ford Model AA fire truck to participate at the Mustard Faire. Other community organizations, such as the Taiko Drummers and the Historical Foundation will also be supporting and participating in the Faire. 15) Cost / Benefit Analysis: Total Event Cost:$6,800 Total Anticipated Attendees2,800 Total Cost/Attendee:$ 2.50 Total Funding Requested:$5,000 Percentage of Total Cost Requested:74% 16) Target Beneficiaries: Total Estimated Attendees: 2,800 FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION Total Estimated Saratoga Residents:2,600 Estimated Percentage of Saratoga Residents:93% BUDGET AGENCY NAME:Date Prepared: Mustard FaireFebruary 12, 2010 PROGRAMNAME: 2011MustardFaire SPECIFIC ACTIVITIESBUDGET AMOUNT Food/Food Ticket Reimbursements $1,200 600 Decoration & Supplies 800 Marketing Materials (includes banner) Animals and Travel1,450 Music600 350 Sanitary Facilities TOTAL$5,000 PERFORMANCE MEASUREMENTS AGENCY NAME: Date Prepared: Mustard FaireFebruary 12, 2010 PROGRAMNAME: Mustard Faire PERFORMANCE MEASUREMENT WORKSHEET GOAL: Tocontinue the tradition of holding an annual Mustard Faire in the City’s historic orchard. OBJECTIVE (1):OUTCOME (1): Begin organizing the Mustard Faire in Renew participation/partnerships with relevant October/November 2010so that all facilities, community organizations (e.g. Historical parking, banner reservation and main activities Foundation, Chamber of Commerce, SASCC, (e.g. historic vehicles, animals, vendors, Taiko Drummers, etc.) artisans) are solidified well in advance of the 2011 Faire. OBJECTIVE (2):OUTCOME (2): Form a broad-based committee to plan, organize A committee representing the above and implement the Mustard Faire so that there is organizations and other community volunteers a larger groups of volunteers from which to undertakes the majority of tasks related to draw supportand to accomplish tasks.planning, organizing and implementing the Faire. FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION DATE: 2/12/10 Application Instructions Sheet Please refer to the for details on the following questions. Please limit your answers to one paragraph per question 1) :Shady Shakespeare Theatre Company (SSTC) Organization/Agency Name PO BOX 520, Santa Clara, CA 95052-0520 Agency Address: Dinna Myers Executive Director: 408-569-0360NoneDinna@shadyshakes.org Phone:Fax:E-Mail: Agency isaFaith Based Organization:____Yes__X__No 2) Free Shakespeare in Sanborn Park, Saratoga Program Title: 16055 Sanborn Road, Saratoga, CA 95070 Program Address: Dinna Myers / Managing Director Contact Person/Title: 408-569-0360408-986-9552Dinna@shadyshakes.org Phone:Fax:E-Mail: 3) $3,500.00 City of Saratoga grant funds requested this year(FY10/11): 4) $2,500.00–2009 City of Saratoga grant funds requested in the past: $2,500.00-2009 City of Saratoga grant funds received in the past: 5) Programdescription and number of unduplicated clients served: SSTC produces 22 performances of twoShakespearian plays in Sanborn-Skyline County Park in Saratoga each summer. In 2010we will be producing Much Ado About Nothingand The Merchant of Venice free to the public from July 30th –September 5th, Thursday through Sunday evenings at 7pm, . While our core audience comes primarily from Saratoga, Monte Sereno, Los Gatos, Cupertino, Campbell, Sunnyvale, and San Jose, there are also a number of people who travel in from the East Bay, Peninsula, and San Francisco. Because SSTC strives to make its work attainable to persons of all educational and cultural backgrounds, our audiences mirror the diversity of the Silicon Valley itself. As performances are free to the public, SSTC is able to provide a quality theatrical experience to everyone, regardless of socioeconomic standing. Our services are of special interest to families who would not ordinarily be able to expose their children to the magic of live theatre without our summer program. SSTC’s 2009 productions of Richard III and As You Like It were attended by approximately 4000 people, 17% of who were children under the age of 18.Since many of these people see both productions, we estimate that the unduplicated number is approximately 3,000. 6) Programpurpose and objectives: SSTCis a 501(c)3 corporation committed to providing Silicon Valley residents the opportunity to experience the performing arts and to building community through cultural participation. Our particular brand of theatre demystifies the rich and challenging language of Shakespeare without dumbing it down, bringing people from all walks of life together to enjoy one of the most significant playwrights of all-time. Not charging for tickets puts SSTC at a significant disadvantage. We must rely heavily on public FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION giving and corporate and private foundations to keep the dream of free Shakespeare alive. It is for this reason that we have come to the City of Saratoga to request support for our core program, Free Shakespeare in the Park. In thiseconomy, thousands of families will be counting on programs like ours to keep art and culture affordable in our community. In 2009, the City of Saratoga supported SSTC with a grant for audience development. At each performance we asked people to raise their hands if this was thefirst time they had attended a free performance at Shady Shakespeare. The number of hands that went up was astounding. As a result, we saw an overall increase in attendance by new patrons. We are asking for assistance again in 2010 to continue our audience development program. The objective remains to increase awareness of our program with Saratoga residents and develop a larger Saratoga audience. Increasing awareness of our programs in the Saratoga communityleadsto audience development, stronger community investment, and increased volunteerism.Moreover, each person who attends an SSTC performance passes through Saratoga Village, often stopping to shop, dine, and stimulate the city’s economy. 7) Programmanagement: Shady Shakespeare is run entirely by volunteers. The Artistic Director, Larry Barrott, is responsible for maintaining artistic integrity and the quality of the experience for both the participants and the public. The Artistic Director selects programming, interfaces with other theatre and arts groups, chooses artistic staff, and oversees the artistic ensemble.The Managing Director, Dinna Myers, is responsible for the business aspects of the organization such as marketing and public relations, fundraising, grant writing, volunteer development, organizational development, and production management. Fiscal and program oversight is provided by the Board of Directors. In 2009, we were pleased to engage approximately 50 community volunteers. Their duties included set, prop, and costume construction, technical operation, fundraising, marketing, house management, concession sales, ushering, graphic and website design, and event management. 8) Agency description and experience: Dinna Myers and Sara Betts founded SSTC in 1999.For the first three years, the company performed one play each summer in a variety of locations in the South Bay and Peninsula and we charged for tickets. In 2002, SSTC moved to Sanborn-Skyline County Park in Saratoga and began making performances free to the public. In 2005, SSTC expanded its programming to performingtwo plays in repertory. In 2010, we are providing22 free performances over the summer.We do not have something specifically called a Financial Statement. We have attached a Standard Profit Loss Report for 2009. SSTC’s mission is as follows. Shakespeare:To be a proponent of the works of William Shakespeare and to make these works accessible to people from all walks of life. To be the voice of Shakespeare in a modern society, and to bring the universal messages of his work to the people of the Silicon Valley. Artistry:To provide an environment that nurtures, fulfills, educates, and excites theatrical artists while allowing them to further their artistic and personal goals. Excellence: To createexperiences that push the envelope of theatrical performance, inspire audiences, incite personal reflection, and challenge paradigms. FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION Strength:To maintain an artistic organization that enhances the quality of life in the Bay Area, is an asset to the community it serves, and is valued by that community. To be the kind of organization that compels people to become involved in and contribute to its workings. Diversity:To encourage and demonstrate cultural diversity by providing opportunities to all artists and volunteers without regard to race, creed, or gender. To support economic diversity by making art available to people of all economic and sociological backgrounds. Responsibility: To be a responsible member of the artistic, environmental, and economic community. 9) Audit information: Shady Shakespeare Theatre Company is too small to have its financial dataprofessionally audited.Our entire budget for the 2010 fiscal year is only $85,000.00. As stated above, we have provided a Profit and Loss Statement from 2009, generated by Quicken, for your perusal. 10) Sources of funds anticipated for this project: Shady Shakespeare’s fiscal year budget for 2009 is $85,000.00. Since we do not charge our patrons for tickets, we must seek other sources of funding. SSTC holds many fundraising events throughout the year, including a Poker Tournament, direct mail campaign, and Benefit Gala. We sell merchandise and concessions at each performance and the actors pass the hat at performances. Giving by theatergoers is approximately $3.00 per capita.SSTC is funded in part by Arts Council Valley, Target Stores, Applied Materials, andthe Kvamme Foundation. In 2010we are also requesting support several foundations and corporations as detailed in the Leveraging portion of this application. None of these grantors provide multiyear support, so we are never sure from year to year if we will receive funding. Since our performances are free-to-the-public, we rely entirely on the generosity of the business and philanthropic community to keep Shakespeare alive in the Silicon Valley. 11) Budget: Please see attachedworksheet. 12) Performance Measurements: Pleasesee attached worksheet. 13) Outreach: SSTC markets its productions to Saratoga residents and to the entire Silicon Valley in a variety of media. SSTC website at http://www.shadyshakes.org, Local event websites such as with Artsopolis, Gold Star, Eventbee, and online calendars with the Mercury News, Metro, and Wave Magazines. Monthly e-mail newsletters using Constant Contact as our e-provider Print advertisements in Community Newspapers Postcard mailing to people who have attended previous productions. We also participate in the Bay area Big List with other theatre companies as well to reach new audiences of proven art buyers. Flyers are distributed by company members, volunteers and various organizations that support the arts. FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION Every attempt is made to engage the broadcast and print media where possible through press releases. Although SSTC saw a spike in new audiences as a result of the grant we received for audience development in 2009, there is no way to provide an accurate account of how many were Saratoga residents. We can show an overall 10% growth of ourmailing list from 2008 to 2009. 14) Leveraging: In 2009, only 24% of SSTC’ income was from grants totaling $19,557.00. We received $2,457.00 from theArts Council Silicon Valley,$5,000.00 from Adobe, $2,600.00 from the Saratoga Rotary Club, $2,000.00 from Target Stores, and $5,000.00 from Applied Materials, in addition to the $2,500 received from the City of Saratoga. In 2010we are requesting a total of $20,500.00 from 6organizations (including this grant request), which is approximately 24% ofour budget. We do not anticipate being 100% successful in our grant writing, so we have only budgeted to actually receive $15,500.00. We will be applying to the Arts Council Silicon Valley on March 1stand o expect to receive around $2,500.00 in June. Each March we request $2,000.00 from Target Stores and that funding arrives o in October if it is approved. We havesubmitted a request to the Kvamme Foundation for $5,000.00, which o has no set deadline for giving. We haverecently submitted to the Bank of AmericaFoundation for $5,000.00 o and will know the results in 45 days. We will be soliciting the Mercury News for a cash Grant in the amount of o $2,500.00 in March for receipt in August. It is important to understand that the arts are funded differently that health and human services. Funding is scarce and highly competitive. Shady Shakespeare designs its budget to be flexible in the event that we are not funded by a particular foundation. SSTC carries no debt of any kind. 15) Cost / Benefit Analysis: Total Program Cost: $85,000.00 Total Attendees to Free Shakespeare in Sanborn Park: 4200total, 3500 Unduplicated estimated. Total Cost Per Client: Approximately $20.00 per capita Total Amount of Funding Requested: $3,500.00 Percentage of Total Cost Requested for Funding: 4% 16) Target Beneficiaries: 350 Total Estimated Saratoga Residents Served: 10% Total Estimated Percentage of our Audience that are Saratoga Residents: BUDGET AGENCY NAME: Shady Shakespeare Theatre CompanyDate Prepared: 2/12/10 PROGRAMNAME: Free Shakespeare in Sanborn Park SPECIFIC ACTIVITIESBUDGET AMOUNT Can be broken down quarterly or annually (please specify)Annually Artist Stipends-$19,500.00 Production Expenses -scenery, costumes, lighting, props, sound, etc-$14,500.00 . Marketing and Publicity-$8,000.00 Rent-$12,000.00 Insurance-$4,600.00 Administrative-$4,100.00 Fundraising-$10,000.00 Special Programs (not related to Free Shakespeare in the Park)-$12,300.00 TOTAL EXPENSES-85,000.00 Grants and Sponsorships+15,500.00 Individual Giving and Corporate Matching+17,500.00 Special Event Fundraising –Gala, Poker Tournament, ArtsWalk+12,000.00 Earned Income –Concession Sales, Merchandising, Advertising +40,000.00 Sales,Passing the Hat, TOTAL INCOME+85,000.00 PERFORMANCE MEASUREMENTS AGENCY NAME: Shady Shakespeare Theatre CompanyDate Prepared: 2/12/10 PROGRAMNAME: Free Shakespeare in Sanborn Park PERFORMANCE MEASUREMENT WORKSHEET GOAL: SSTC’s goal for thisrequest is toenhance the quality of life in Saratoga by providing low cost access to the performing arts to its residents and residents of the Silicon Valley. OBJECTIVE (1):OUTCOME (1): Our objective is to provide 22 performance of Increase overall attendance at our performances two of Shakespeare’s plays free to the public in in 2010.We are hoping todouble the Saratoga thth Sanborn Park from July 30–September 5,and Monte Sereno segment of our audienceto 2010. One of our primary strategic goals isto approximately 600 or 20%. make Saratoga residents aware of our free program and engage them as audience members Increase community investment by Saratoga and elevate them to donor/investors or residents by informing them of volunteer and volunteers in the organization.donor-investor opportunities.Better community involvement should lead to a stronger organization with better fundraising power to support its programs OBJECTIVE (2):OUTCOME (2): FY 2010-2011CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION DATE: ____ February 11, 2010 Application Instructions Sheet Please refer to the for details on the following questions. Please limit your answers to one paragraph per question 1) Applicant Organization/Agency Name: Wildlife Center of Silicon Valley Agency Address:3027 Penitencia Creek Road, San Jose, CA 95132 Executive Director:Larry L. Stites, InterimExecutive Director Phone:408-929-9453Fax:408-928-5853E-Mail:info@wcsv.org Agency isaFaith Based Organization:____Yes_XNo 2) Program Title :Wildlife rehabilitation and release and wildlife education and outreach Program Address:3027 Penitencia Creek Road, San Jose, CA 95132 Contact Person/Title:Larry L. Stites, InterimExecutive Director Phone: 408-929-9453Fax:408-928-5853E-Mail: info@wcsv.org 3) $4,212.00 City of Saratoga grant funds requested this year (FY10/11): 4) City of Saratogagrantfunds requestedin the past: The Wildlife Center of Silicon Valley requested grant funds of $4,000 for each of FY2005/2006 and FY2006/2007 and $4,212 for each of the fiscal years from FY2007/2008 through FY2009/2010. City of Saratogagrantfunds receivedin the past: The Wildlife Center of Silicon Valley (WCSV) received grant funds of $4,000 for each of FY2005/2006 and FY2006/2007 and $4,212 for each of the fiscal years from FY2007/2008 through FY2009/2010. WCSV also received $2,000 for each of the fiscal years from FY2005/2006 through FY2009/2010as part ofthe City of Saratoga’s contract with San Jose Animal Care andServices. 5) Programdescription and number of unduplicated clients served: The Wildlife Center of Silicon Valley (WCSV) provides high quality care and rehabilitation tosome 4,000injured, sick and orphanedlocalbirds and mammalsannually representing more than 100 species.The WCSV is the only wildlife rehabilitation facility available to many of the animals in Silicon Valley, and it is one of the most efficient and cost effectivewildlife rehabilitation facilitiesin the entire Bay Area. The primary goal of our care and rehabilitation efforts is to release as many animals as possible back into the wild. In addition, we respond to a wide range of questions about wildlife and through education programs, foster a positive coexistence between the general public and wildlife and encourage an interest in and concern for wildlife conservation issues. The WCSV provides its services to any resident of the City of Saratoga at no charge. We’re not able to estimate the number of Saratoga residents who will be requesting our services since we only respond to requests. Historically, Saratoga residents have brought FY 2010-2011CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION us around 100animals per year, and we’ve responded to some 175to 200telephone and e-mail inquiries. 6) Programpurpose and objectives: The Wildlife Center of Silicon Valley (WCSV) provides high quality care and rehabilitation to some 4,000 injured, sick and orphaned local birds and mammals annually representing more than 100 species. The primary goal of our care and rehabilitation efforts is to release as many animals as possible back into the wildthereby mitigating to some extent some of the adverse environmental impacts of urbanization. In addition, we respond to a wide range of questions about wildlife and through education programs, foster a positive coexistence between the general public and wildlife and encourage an interest in and concern for wildlife conservation issues. 7)Programmanagement: The Wildlife Center of Silicon Valley (WCSV) currently has three full-time employees. Twoof the employees manage the wildlife rehabilitation program and the third employee is responsible for volunteer recruitment, education and coordination;education and outreach;animal intake and responses to public inquiries. An additional animal care staff person will be employed from March through August2010when WCSV will be operating12 hours per day, seven days a week. TheWCSV has some 175volunteers participatingin itswildlife rehabilitationand education/outreachprogramsduring its peak and a few other volunteers assistingwith administration and maintenance.Animal care volunteers generally commit to one four-hour shift per weekand volunteers contribute a total of almost 30,000hours per year.TheInterimExecutive Director, a full-time volunteer, alongwith the Board of Directors are responsible for theoverall management of the WCSV. 8) Agency description and experience: Since 1993, the Wildlife Center of Silicon Valley (WCSV) has been providing high quality care and rehabilitation to injured, sick and orphaned wildlife in Silicon Valley. The WCSV is the only wildlife rehabilitation facilityavailable to many of the animals in Silicon Valley, and it is one of the most efficient and cost effective in the entire Bay Area. The primary goal of our care and rehabilitation efforts is to release as many animals as possible back into the wild. In addition, we respond toa wide range of questions about wildlife and through education programs, foster a positive coexistence between the general public and wildlife and encourage an interest in and concern for wildlife conservation issues.This service has been provided to the residents of the City of Saratoga since 1999. The WCSV mission statement is: “To provide high quality care and rehabilitation of injured, sick and orphaned wildlife within the Silicon Valley community. Through educational programs, we foster apositive coexistence between the general public and wildlife and encourage an interest in and concern for wildlife conservation issues.” FY 2010-2011CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION The 2008 Federal Form 990-EZ (the most recent available) is included as part of this application along with the preliminary internal calendar year 2009 Financial Statements. 9) Audit information: The Wildlife Center of Silicon Valley does not have an annual financial audit. 10) Sources of funds anticipated for this project: The Wildlife Center of Silicon Valley (WCSV) receives the majority of its operating fundsfrom private donations. It also receives service fees from nine cities whose residents avail themselves of WCSV’s services. A third source of operating funds is from investments and occasional grants.Capital funding is usually received from restricted grants. SOURCE AMOUNT STATUS Private donations$137,400Uncommitted Service fees$121,711Uncommitted/pending approval Grants$3,000Uncommitted Investment income$2,115Uncommitted TOTAL$264,226 11) Budget: Pleaseuse the attached worksheet. 12)Performance Measurements: Pleaseuse the attached worksheet. 13) Outreach: The Wildlife Center of Silicon Valley (WCSV) advises area residents and the general public of its services primarily through newspaper articles and other media. Often the information relates to the care of animals it receives. People who bring animals to the WCSV for care and/or who make contributions receive a newsletter about the activities of the organization twice a year. We also respond to a wide range of questions about wildlife and through education presentations to school, neighborhood and community groups, foster a positive coexistence between the general public and wildlife and encourage aninterest in and concern for wildlife conservation issues. Whenever possible, we include one of our two education animals in our wildlife presentations. 14) Leveraging: The following schedule shows the actual Sources of Funding received for each of the last five calendar years (2005 through 2009) and the projected Sources of Funding for the current calendar year, 2010. The percentage of total expenses represented by each source of fundingis also shown. FY 2010-2011CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION WILDLIFE CENTER OF SILICON VALLEY SOURCES OF FUNDING BY YEAR FOR THE YEARS 2005 THROUGH 2009 CY2005CY2006CY2007CY2008CY2009CY2010 øÐ®±¶»½¬»¼÷ SOURCES OF FUNDING Service Fees (Note A) êôððð êôððð êôîïî êôîïî êôîïî êôîïî Saratoga çíôéèí ïðèôëìç ïîèôçðé ïîîôíìï ïðïôêðë ïïëôìçç Other cities (8) Total-Service ççôéèí ïïìôëìç ïíëôïïç ïîèôëëí ïðéôèïé ïîïôéïï Fees îðîôééî ïëçôèçé ïéíôèêè ïíèôêêî ïìðôêîí ïíéôìðð Individual Donations ð îìôëêé éêôðëê ïðìôèêë íôíîé ð Estates and Bequests ëôéíð îôìëð îôéëð ëðð ëðð íôððð Grants Investment and Other ïôëðì ìôïéî èôîëê ïðôìîð ïïôðçé îôïïë Income íðçôéèç íðëôêíë íçêôðìç íèíôððð îêíôíêí îêìôîîé Total Income FUNDING AS % OF TOTAL EXPENSES Service Fees (Note A) îòëû îòíû îòéû íòðû îòëû îòîû Saratoga íçòîû ìïòçû ëëòîû ëçòèû ìïòéû ìïòìû Other cities (8) Total-Service ìïòéû ììòîû ëéòçû êîòçû ììòîû ìíòêû Fees èìòèû êïòéû éìòëû êéòèû ëéòéû ìçòîû Individual Donations ðòðû çòëû íîòêû ëïòíû ïòìû ðòðû Estates and Bequests îòìû ðòçû ïòîû ðòîû ðòîû ïòïû Grants Investment and Other ðòêû ïòêû íòëû ëòïû ìòêû ðòèû Income NOTE A--Almost all of the variation in the service fees between years is due to the timing of some payments, particularly payments received on a monthly or quarterly basis. Services fees by fiscal year are shown below. FY2005/2006FY2006/2007FY2007/2008FY2008/2009FY2009/2010FY2010/2011 øÐ®±¶»½¬»¼÷ SERVICE FEES ON A FISCAL YEAR BASIS êôððð êôððð êôîïî êôîïî êôîïî êôîïî Saratoga ïïìôìéê ïïèôîïë ïïèôëëë ïïèôèëð ïðéôìêç ïðéôìêç Other cities (8) FY 2010-2011CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION Total-Service ïîðôìéê ïîìôîïë ïîìôéêé ïîëôðêî ïïíôêèï ïïíôêèï Fees 15) Cost / Benefit Analysis: The following schedule shows the actual Cost per Animal for the animals received in each of the last five calendar years (2005 through 2009) and the projected cost for the current calendar year, 2010. It also shows the service fees received in each of the years 2005 through 2009 and requested for the year 2010 from the City of Saratoga and the percentage those fees represent of total expenses. The percentages of total services received by the residents of Saratoga both for animal care and wildlife telephone inquiries are also reported. WILDLIFE CENTER OF SILICON VALLEY COST PERANIMAL AND SUMMARY OF SERVICES RECEIVED BY SARATOGA RESIDENTS BY YEAR FOR THE YEARS 2005 THROUGH 2010 CY2005CY2006CY2007CY2008CY2009CY2010 øÐ®±¶»½¬»¼÷ îíçôðçê îëèôçêì îííôíìé îðìôëîé îìíôéðè îéçôîïê Total Expenses ìôèíí íôèêî ìôðèí ìôíèè ìôïíê ìôîðð TotalAnimals Received ìçòìé êéòðë ëéòïë ìêòêï ëèòçî êêòìè Cost per Animal Received Service Fees Received/Requested from êôððð êôððð êôîïî êôîïî êôîïî êôîïî Saratoga Saratoga Service Fees as % of Total îòëû îòíû îòéû íòðû îòëû îòîû Expenses Services Received by Saratoga Animals as % of Total Animals îòìû ïòéû ïòëû îòïû îòìû îòîû Received ²±¬ Telephone Inquiries as % of Total ¿ª¿·´¿¾´» îòêû íòèû íòìû íòêû íòëû Telephone Inquiries 16) Target Beneficiaries: The following schedule shows the number of residents who received direct services from the Wildlife Center of Silicon Valley (WCSV) for each of the years 2005 through 2009. In addition, during 2009, the WCSV held two education presentationsin the City of Saratoga, which were attended by a total of 65 residents (representing approximately 3.6% of the education/outreach program). FY 2010-2011CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION WILDLIFE CENTER OF SILICON VALLEY SARATOGA RESIDENTS SERVED BY YEAR FOR THE YEARS 2005 THROUGH 2009 CY2005CY2006CY2007CY2008CY2009 Animals Received from Saratoga ïïé êë êï çì çè Residents Wildlife Inquiries from Saratoga çí îïï ïéé ïèì Residents Following is a listing of the animals received from the residents of Saratoga for the year 2009. CategorySpeciesTotal Þ·®¼ ß³»®·½¿² Ý®±© ç ß³»®·½¿² Ù±´¼º·²½¸ ï ß³»®·½¿² Î±¾·² ï ß²²¿ù Ø«³³·²¹¾·®¼ ì Þ»©·½µù É®»² ë Þ´¿½µó¸»¿¼»¼ Ù®±¾»¿µ ï Þ®¿²¼¬ù Ý±®³±®¿²¬ ï Þ®»©»®ù Þ´¿½µ¾·®¼ ï Þ®±©² Ì¸®¿¸»® ï Þ®±©²ó¸»¿¼»¼ Ý±©¾·®¼ î Ý¿´·º±®²·¿ Ù«´´ î Ý¿´·º±®²·¿ Ï«¿·´ ï Ý±±°»®ù Ø¿©µ î Ü¿®µó»§»¼ Ö«²½± î Ü±³»¬·½ Ü«½µ ï Û«®±°»¿² Í¬¿®´·²¹ í Ø»®®·²¹ Ù«´´ ï Ø±«» Ú·²½¸ ë Ø±«» Í°¿®®±© ï Ø±«» É®»² ï Ó¿´´¿®¼ î Ó±«®²·²¹ Ü±ª» ê Î»¼ó¬¿·´»¼ Ø¿©µ ï Î±½µ Ð·¹»±² ï Ê¿«¨ù Í©·º¬ ï Þ·®¼ Ì±¬¿´ ëê Ó¿³³¿´ Þ´¿½µó¬¿·´»¼ Ü»»® í Þ®«¸ Î¿¾¾·¬ ë Ý¿´·º±®²·¿ Ù®±«²¼ Í¯«·®®»´ ï Û¿¬»®² Ú±¨ Í¯«·®®»´ î Û¿¬»®² Ù®¿§ Í¯«·®®»´ ïç FY 2010-2011CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION Î¿½½±±² ë Î±±º Î¿¬ ï Í¬®·°»¼ Íµ«²µ î Ì±©²»²¼ù Ó±´» ï Ê·®¹·²·¿ Ñ°±«³ ï É±±¼ Î¿¬ î Ó¿³³¿´ Ì±¬¿´ ìî Ù®¿²¼ Ì±¬¿´ çè BUDGET AGENCY NAME: ____Date Prepared: __ Wildlife Center of Silicon ValleyFebruary 11, 2010 PROGRAMNAME: ______ Wildlife care and rehabilitation and wildlife education and outreach SPECIFIC ACTIVITIESBUDGET AMOUNT (CALENDAR YEAR 2010) Animal Care and Rehabilitation Personnel expenses$115,167 Food, medicine and supplies43,000 Facilities maintenance and security10,500 Other animal care and rehabilitation expenses6,500 Education and Outreach (including newsletter)8,400 Program Support Personnel expenses54,249 Utilities24,100 Other program supportexpenses17,300 TOTAL PROGRAM EXPENSES$279,216 PERFORMANCE MEASUREMENTS AGENCY NAME: ____Date Prepared: ___ Wildlife Center of Silicon ValleyFebruary 11, 2010 PROGRAMNAME: ________ Wildlife care and rehabilitation and wildlife education and outreach PERFORMANCE MEASUREMENT WORKSHEET GOAL: To provide high quality care and rehabilitation to the injured, sick and orphaned wildlife that are brought to our facility. To conduct education and outreach programs that help area residents develop a better understanding of and respect for local wildlife and avoid and/or resolve potential wildlife/human conflicts. OBJECTIVE (1):OUTCOME (1): To provide the most appropriate and effective To release back into the environment as manyas care possible to the injured, sick and orphaned possibleof the injured, sick and orphaned wildlifethat are brought to our facility.wildlifewe receive for care. OBJECTIVE (2):OUTCOME (2): To continue to develop the volunteer resources To increase the number of wildlife education that will enable us to conduct as many education presentations and the number of local and outreach programs as possible.community events in which we participate commensurate with the number of volunteers we can train to lead these events, thereby reaching a greater number of residents. FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION DATE: January 25, 2010 Application Instructions Sheet Please refer to the for details on the following questions. Please limit your answers to one paragraph per question 1) Applicant Organization/Agency Name: Catholic Charities of Santa ClaraCounty Agency Address:2625 Zanker Road, Suite 200, San Jose, CA 95134-2107 Executive Director:Gregory Kepferle Phone:(408) 325-5114Fax:(408) 944-0275E-Mail:gkepferle@catholiccharitiesscc.org Agency isaFaith Based Organization:____Yes____No 2) Program Title :Long Term Care Ombudsman Program Program Address:2625 Zanker Road, Suite 200, San Jose, CA 95134-2107 Contact Person/Title:Wanda Hale, Program Manager Phone:(408) 325-5269Fax:(408) 944-0776E-Mail: whale@catholiccharitiesscc.org 3) City of Saratogagrantfunds requestedin the past: $5,000 for Fiscal Year 09-10 4) City of Saratogagrantfunds receivedin the past: $5,000 for Fiscal Year 09-10 General Fund 5) Programdescription and number of unduplicated clients served: 288 The LTC Ombudsman Program and its services are distinctive in purpose and scope and unduplicated in Santa Clara County. The Program specifically serves residents in long term care facilitieswith unimpeded legal and confidential access to these residents 7 days a week. Ombudsmen partner with residents, their families, long term care facilities, community organizations and other interested parties to improve the quality of life for long term care residents. Living in a long term care facility is often not the first choice for anyone but for residents who have to live in a facility it is important that they know their rights. Each resident has the right to shape their own long term care experience. Often,long term care residents lackthe ability to exercise their rights, or voice complaints about their circumstances. The Program will accomplish our goalsfor fiscal year 10-11,by conducting a minimum of 44unannounced site visits to licensed Saratogalong term care facilities during which we will make contact with a minimum of 288unduplicated residents. LTC Ombudsmen will observe the environment and monitor conditions in long term care facilities and work to improve the delivery of long term care services.Issues regarding residents’ rights, unmet needs will be handled and resolved effectively while maintaining resident and complainantconfidentiality 6) Programpurpose and objectives: ___________________________________________ The Long Term Care Ombudsman Program was developed in response to widely reported concerns that our most frail and vulnerable citizens, those living in long term care facilities, were subject to abuse, neglect, and substandard care. The majority of residents are in long term care facilities because they have physical and/or mental illnesses and chronic conditions. The goal of Ombudsman unannounced regularvisits is the improvement of the quality of care and life in the FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION long term carefacility.Residents must rely on the staff to help them meet their physicalneeds. Quality of care needsare services and activities to attain or maintain the highest practicable physical, mental, and psychosocial well-being of each resident. Quality of life requiresa facility tocare for its residents in such a manner and in an environment thatwill promote maintenance or enhancement of the life of each resident. An Ombudsman sees that these “quality of care” and life needs are being met. The LTCOmbudsman Program and its services are distinctive in purpose and scope and unduplicated in Santa Clara County.Ombudsmen protect and help improve the quality of lifeand carefor the frailest of our senior and disabled population. The Long Term Care Ombudsman Program has a unique role. The Program specifically serves residents in long term care facilities with unimpeded legal and confidential access to these residents 7 days a week. As independent advocates, the Long Term Care Ombudsman Program is the only certified, unrestricted organization that can go into long term care facilities on a resident’s behalf. The resident is at the center of the provision of long-term care services as a consumer. The Ombudsman Program reinforces the centrality ofthe resident. The care setting in which the vulnerable and dependent resident is placed has its own priorities and constraints. The balance of power is tilted towards the provider, and one of the functions of the Long-term care Ombudsman is to correct this tendency. The effect of cumulative visitation, at unannounced times throughout a year, raises the level of staff accountability to care for all of the residents. Ultimately the goal of such visits is the improvement of the quality of care and life in that facility. Ombudsmen have a combination of functions including visitation, complaint and crisis response and advocacy. Ombudsmen, reach out to residents who may be unable to speak for themselves, and are surrounded by real and illusionary barriers between themselves and the community. State-certified Ombudsmen provide a personalized approach to service delivery. One of the results of repeated visiting is the building of trust with residents so they will be willing to confide in the Ombudsman. Regular contact with residents makes residents more likely to express concerns that might not otherwise surface. These visits must be done with confidence, focus, and all senses engaged in order to detect issues that may affect the quality of care and the quality of life of the residents During grant year 10-11, the Program will accomplish our goals by conducting a minimum of 44 unannouncedsite visits to licensed Saratoga long term care facilities during which we will make contact with a minimumof 288 unduplicated residents. Through response to all consumer telephone inquiries and 1 Community Education presentation, the Ombudsman Program willpartner with residents, their families, long term care facilities, community organization and other interested parties to provide information and referral on issues and concerns impacting long term care residents. 7) Programmanagement:___________________________________________________ As advocates, LTC Ombudsmen are accountable to the residents served. An advocacy perspective starts with the resident and attempts to examine services through the eyes of the resident. As advocates, Ombudsmen are accountable to the residents served. The effectiveness of the Ombudsman system should be measured by its responsiveness to residents needs. FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION The Program records are analyzed to measure the strength of our presence at facilities and availability to residents and other concerned parties. The effectiveness of an Ombudsman is largely dependent on his or her ability to make regular visits to their assigned facilities. On a monthly basis Ombudsmen are required to submit a Monthly Activity Summary Report documenting number of facility visits, number of unduplicated resident contacts, and hours. Ideally, the Ombudsman approaches a complaint from the resident’s perspective, with the resident’s satisfaction the foremost goal in resolving the complaint. Ombudsmen submit Case/Complaint Investigation Formsfor each complaint opened, investigated, and the disposition/resolution identified. This documentation is reviewed and analyzed in relationship to measurable objectives. The Program Manager will review objectives and activity plan on a quarterly basis in order to assign Ombudsmen and resources to maximize the potential of the Program to individual residents. The Program is monitored by 12other cities, the Council on Aging (Area Agency of Aging), Catholic Charities and the Office of the State Long Term Care Ombudsman. These measurement tools will determine how well we are meeting our goals and whether we are effective in our advocacy. Catholic Charities of Santa Clara has administered the Long Term Care Ombudsman Program in Santa Clara County since 1981. At the present time, the experience of the Ombudsman assigned to this Saratoga activity ranges from 14 to 2years. Staff have backgrounds in Health Science, Healthcare Administration, Marriage and Family Therapy, Social Welfareand Public Health. The Program Manager oversees daily operations, including the monitoring of facility coverage and complaint investigation by certified Ombudsmen. Field Ombudsmen (staff and volunteer) receive, identify, investigate, and seek resolution of complaints made by or on behalf of residents in long term care facilities. This Ombudsman’s focus is advocacy for the institutionalized. The Program Assistant’s primary purpose is to provide comprehensive administrative support services to Ombudsmen, and to conduct detailed telephone intake of complaints and reports of elder/dependent adult abuse. The Volunteer Coordinator recruits, trains, and administers the volunteer component of the Program. Currently there are 31Certified Ombudsman volunteers. Volunteers are a central part of the Long Term Care Ombudsman Program as a corps of specially trained and certified citizen volunteers. Many volunteers are retired professionals from various fields. Ombudsman volunteers are special. They are asked to make a significant commitment to the Program, not only in terms of training, on going in-services but through weekly contact with residents, travel and reporting requirements. Dedicated Ombudsmen volunteers spend an average of four to six hours a week in each of their assigned facilities advocating for residents. During fiscal year 08- 09, Santa Clara County certified Ombudsman volunteers donated more than 4,800 hours to the Program. The heart of the LTCOP is the visible volunteer representative working out in the community. To become a certified LTC Ombudsman requires:successful completion of 36-hour classroom training program, plus a minimum of 10 hours of field internship supervised by an experienced certifiedOmbudsman, and passinga California Department of Justice and Federal Bureau of Investigation criminal background clearance. FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION The Program is a professional program with volunteers at the core. The Program recruits Ombudsman volunteers to make site visits to long term care facilities, interview residents, receive, identify, investigate and resolve complaints, and witness Advance Health Care Directives. To maintain certification, Ombudsmen annually complete 12 hours of continuing education provided by the local program and compliance with State and local program protocols. Ombudsmen are supported by a network of fellow Ombudsmen, Program Manager, Volunteer Coordinator and the CA State Office of the Long Term Care Ombudsman (OSLTCO). The adoption of the volunteer service model stems primarily from the belief that a community presence in a long term care facility has a direct, positive correlation with the quality of life in an institutional setting. Each year, the Program conducts a minimum of 2 recruitment campaigns to increase our volunteer base and to combat natural attrition rates. Current Ombudsman volunteers have backgrounds as physicians, nurses, educators, real estate managers, accountants, clergy, and social services. The Long Term Care Ombudsman Program is an extremely professional and highly cost effective with volunteers being the core of the program. The In-Kind value for trained and certified Long Term Care Ombudsman volunteer services in 2008/2009 was over $87,000. One volunteer is a Saratoga resident.Two volunteers are currently assigned to Saratoga facilities. The two volunteers assigned to Saratoga facilities are retired individuals with professional backgrounds as a physician and licensed marriage and family therapist. 8) Agency description and experience:________________________________________ Catholic Charities serves and advocates for families and individuals in need, especially those living in poverty. Rooted in gospel values, we work to create a more just and compassionate community in which people of all cultures and beliefs can participate. Catholic Charities clientele include frail elderly, youth-at-risk, single parent and kinshipcare families, individuals with disabilities and mental illness, and those newly settled in this county. Catholic Charities has been serving Santa Clara County for more than 50 years. Catholic Charities offers a wide variety of Programs to help familiesand individuals. The Long Term Care Ombudsman Program, within the Older Adult Services division, serves individuals who due to frailty or chronic illness, and the need for twenty four hour care and supervision, are unable to live or be cared for in their own homes and reside in licensed long term care facilities. Federal and State laws mandate that Ombudsmen are available to elderly residents of long-term care facilities in order to ensure care provided meets minimum standards required. The Long Term Care Ombudsman Program at Catholic Charities holds the contract to deliver . these services in Santa Clara County Catholic Charities of Santa Clara County has administered the LTC Ombudsman Program in Santa Clara County since 1981. At the present time, the experience of the LTC Ombudsmen assigned to this activity range from 15 to 2 years. The program is established, staffed and ready to provide services on July 1, 2010. FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION 9) Audit information: _______________________________________________________ The agency audit for Fiscal Year 08-09 was completed on September 30, 2009 by Berger/Lewis AccountancyCorporation, 99 Almaden Blvd., Suite 600, San Jose, CA 95113. The audit and annual report are available as a download on Catholic Charities website, Catholiccharitiesscc.org Agency audit and management letter will be submitted as separate attached file with application. 10) Sources of funds anticipated for this project:_________________________________ For fiscal year 2010-2011, the Program is submittingfunding requests to six (6) other cities. Renewal application will be submitted to the Council on Aging Silicon Valley for federal Older Americans Act funds. The Program anticipates renewal of a multiple year contracts with seven (7) other cities/town. The Program anticipates renewal of Governor’s imitative to provide state funding for volunteer recruitment and retention. The Program continues to explore and apply for other private foundation grants that fund programs serving seniors and/or the disabled inlong term care facilities. éÍÇÊÙ×ÍÖóÎÙÍÏ×ûÏÍÇÎÈ ùÓÈÃÍÖéÛÊÛÈÍÕÛ íÈÔ×ÊùÓÈÓ×É èÍÅÎÉ ö×Ø×ÊÛÐ íÐØûÏ×ÊÓÙÛÎÉûÙÈ õÍÆ×ÊÎÍÊªÉóÎÓÈÓÛÈÓÆ× éÈÛÈ× ùÛÈÔÍÐÓÙùÔÛÊÓÈÓ×ÉùÍÏÏÇÎÓÈÃùÍÎÈÊÓÚÇÈÓÍÎ èÍÈÛÐ 11) Budget: Pleaseuse the attached worksheet.Completed 12)Performance Measurements: Pleaseuse the attached worksheet.Completed 13) Outreach: ______________________________________________________________ All our clients are residents in licensedlong term care facilities. The Program sees clients at their place of residence, i.c. Saratoga’s licensed long term care facilities.Regularvisitation and outreach enables clients to be aware of our services. Federal law requires each long term care facility to display information on how to contact the LTC Ombudsmen. Each facility is legally required to place a state approved poster with the LTC Ombudsman Program’s local telephone number and the 24 hour 800 CRISISline number in a conspicuous location, visible to all residents, family members and visitors. Posters are bilingual in English and Spanish. In the Nursing Facilities the law requires 4 such posters in specific locations. In Residential Care Facilities for the Elderly/Assisted Living (RCFEs) the requirement is for only one poster. Our Program brochureis available in English and Spanish. Ombudsmen FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION are available to make diverse educational presentations to community groups, to resident and family councils, and to conduct in-service training for the staff of facilities. The LTC Ombudsman Program is listed with community agencies that provide information and referral such as 211 of Santa Clara County(County-Wide information system) , Council on Aging Senior Services Directory, Peninsula Stroke Association Resource Guide and the Catholic Charities Program Brochures. All these sources also have web listings for the LTC Ombudsman Program.LTC Ombudsmen are available to make education presentations to community groups, to resident councils and family councils, and to conduct in-services for the staff of facilities. Ombudsman staff members are active in community organizations and network with other senior service providers to increase awarenessof the Program. LTC Ombudsmen staff are members of Santa Clara County Elder Death Review Committee, Santa Clara County Elder Abuse Task Force, Gerontology Social Work Team,Senior Care Commission and California Long Term Care Ombudsman Association. The program has Memorandums of Understanding (MOUs) with Senior Adult Legal Assistance (SALA), Retired andSenior Volunteer Program, CA Department of Public Health, Licensing and Certification, and CA Department of Social Services Community Care Licensing. The program’s systemic advocacy is coordinated with other broad based coalitions. These relationships have been ongoing and the MOUs facilitate comprehensive service to our vulnerable clients. Ombudsman volunteer opportunitiesare listed on a number of websites. Activelistings for Ombudsman volunteer position can be found on Volunteer Match, United Way volunteer listings, Disney Parks “Give a Day Get a Day” promotion and the Catholic Charities website. 14) Leveraging: _____________________________________________________________ Estimated Dollar SourceAmountStatusTerm City of Campbell5,800Pending RFP10-11 City of Cupertino3,200Pending RFP10-12 City of Gilroy5,000Year 2 of 2 year contract09-11 City of Los Altos3,744Year 2 of 2 year contract 09-11 Town of Los Gatos7,370Year 2 of 2 year contract09-11 City of Milpitas5,000Pending RFP10-11 City of Morgan Hill4,500Pending RFP10-11 City of Mt. View8,000Year 2 of 2 year contract 09-11 City of Palo Alto5,000Year 2 of 2 year contract 09-11 City of San Jose41,000Pending RFP10-12 City of Santa Clara8,400Year 2 of 2 year contract 10-11 City of Saratoga5,000Pending RFP10-11 City of Sunnyvale9,775Year 2 of 2 year contract 09-11 Federal OAA96,533Projected09-11 Gov. Initiative64,911Projected09-11 Catholic Charities Projected Community Contribution20,08009-11 Total:293,313 FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION 15) Cost / Benefit Analysis: ___________________________________________________ Total Program Total Clients Cost Per ClientSaratoga Funding Saratoga %o f CostsServedRequestedTotal Costs 293,31310,29328.505,000<2% Saratoga cost per client is $17.36 16) Target Beneficiaries: _____________________________________________________ Frail elderly The target population of the program is the “” a High Prioritygroup who are generally low-income seniors and/or disabled individuals who are considered a special needs group.All our clients are residents in licensedlong term care facilities. Saratoga Residents to % of Total Clients to Saratoga Low Income % of Saratoga Clients be servedbe servedClients (0-80%) of County Median Income 288<3%16457% BUDGET AGENCY NAME: Date Prepared: Catholic Charities of Santa Clara CountyJanuary 22, 2010 PROGRAMNAME: Long Term Care Ombudsman Program ProposedProject Operating ExpensesAnnual Total Project Cost 2010-11 Personnel Services174,848 Fringe Benefits43,718 Indirect Admin Staff Cost29,067 Office Supplies2,390 Communication/ IT Support7,547 Printing& Advertising4,200 Travel4,800 Occupancy& Utilities19,474 Postage1,270 Insurance1,903 Organization Dues425 Audit (CDBG Portion only)1,086 Other(specify) Volunteertraining costs2,585 Total Operating Expenses$293,313 PERFORMANCE MEASUREMENTS AGENCY NAME: Date Prepared: Catholic Charities of Santa Clara CountyJanuary 22, 2010 PROGRAMNAME: Long Term Care Ombudsman Program PERFORMANCE MEASUREMENT WORKSHEET GOAL: The mission of the Long Term Care Ombudsman Program is to seek resolution of problems and advocate for the rights of residents in long term care facilities with thegoal of enhancing the quality of life and care for residents in these facilities. The Ombudsman Program promotes the interest, well being and rights of Saratoga’s long term care facility residents. Ombudsmen help residents and their families and friends understand and exercise the rights they are guaranteed by law, both at the . federal and state level OBJECTIVE (1):OUTCOME (1): Ombudsman Presence Ombudsman visitation will promote the interest, The Program will demonstrate and maintain an well being and rights of Saratoga long term care ongoing visibility through trained, certified facility residents. Ombudsman will observe the Ombudsmen. Regular contact through 44 environment and monitor conditions in long unannounced site visits and contactwith 288 term care facilities and work to improve the Saratoga unduplicated residents will build trust, delivery of long term care servicesvisibility and clarity of purpose, making residents more likely to express concerns that might not otherwise surface OBJECTIVE (2):OUTCOME (2): Outreach and Education Ombudsmen are available to make diverse The Program is a resource for residents, family education presentations to community groups, to members and the community on issues and resident councils and family councils, and to concerns impacting long term care residents, conduct in-services for the staff of long term long term care trends/innovations and/or care facilities.Frequently requested topics connected with aging include residents’ rights, dignity and respect, elder abuse, Advance Health Care Directiveand LTC Ombudsman Program services. FY 2010-2011CITY OF SARATOGA CDBGSUPPLEMENTAL Name of Applicant Organization: Catholic Charities of Santa Clara County Name of Program:Long Term Care Ombudsman Program Please complete the following questionsin addition to the Standard Applicationto determine additional requirements for CDBG eligibility: 1.Please complete the following tableswith the number of recipients for each category: Number of Unduplicated BeneficiariesNumber of Urban County unduplicated beneficiaries at or below 2 current county-wide median income CityNo. Campbell301 Income CategoryNo. Los Altos468 0-30% (Extremely low)1,080 Los Altos Hills0 31-50% (Very Low)96 Los Gatos957 51-80% (Low)576 Monte Sereno0 Morgan Hill285 Saratoga388 Unincorporated Santa Clara County33 1 Outside the Urban County7,861 10,293 Total unduplicated beneficiaries See question 2 on next page. 1The Urban County includes the unincorporated portions of the County of Santa Clara and the cities of Campbell, Los Altos, Los Altos Hills, LosGatos, Monte Sereno, Morgan Hill, and Saratoga. 2Based on the attached FY 2008 HUD Income Limits for Santa Clara County 3Consolidated Planis available online at http://www.saratoga.ca.us/by The 2005-2010 Urban County clicking on the CDBG grant link under In The Spotlighton the right hand side of the webpage FY 2010-2011CITY OF SARATOGA CDBGSUPPLEMENTAL 2.How does the purpose and objectives of the proposed program meet the Urban County’s CDBG funding objectives with regard to either the UrbanCounty Priority Needsor the Urban County Non- 3 Housing Community Development Needs as described in the Consolidated Plan? frail elderly èÔ×ÈÛÊÕ×ÈÌÍÌÇÐÛÈÓÍÎÍÖÈÔ×ìÊÍÕÊÛÏÓÉÈÔ×©¨ÅÔÍÛÊ×Õ×Î×ÊÛÐÐÃÐÍÅ ÓÎÙÍÏ×É×ÎÓÍÊÉÛÎØ ÍÊØÓÉÛÚÐ×ØÓÎØÓÆÓØÇÛÐÉÅÔÍÛÊ×ÙÍÎÉÓØ×Ê×ØÛÉÌ×ÙÓÛÐÎ××ØÉÕÊÍÇÌìÛÕ× ÍÖÈÔ×ÙÍÎÉÍÐÓØÛÈ×ØÌÐÛÎÉÈÛÈ×É©ÛÉÓÕÎÓÖÓÙÛÎÈÉ×ÕÏ×ÎÈÍÖÈÔ×É×ÎÓÍÊÌÍÌÇÐÛÈÓÍÎÔÛÉÍÎ×ÍÊ ÏÍÊ×ÙÍÎØÓÈÓÍÎÉÈÔÛÈÛÖÖ×ÙÈÏÛÒÍÊÐÓÖ×ÖÇÎÙÈÓÍÎÉÈÔ×ÓÊÛÚÓÐÓÈÃÈÍÙÛÊ×ÖÍÊÈÔ×ÏÉ×ÐÆ×É¨íÇÊ ÙÐÓ×ÎÈÉÛÊ×ÛÐÐÊ×ÉÓØ×ÎÈÉÓÎéÛÊÛÈÍÕÛÐÓÙ×ÎÉ×ØÐÍÎÕÈ×ÊÏÙÛÊ×ÖÛÙÓÐÓÈÓ×ÉÅÔÍÛÊ×ÍÖÈ×ÎÈÔ×ÖÊÛÓÐ ÙÔÊÍÎÓÙÛÐÐÃÓÐÐÌÊÓÏÛÊÓÐÃ×ÐØ×ÊÐÃÓÎØÓÆÓØÇÛÐÉÅÓÈÔÌÔÃÉÓÙÛÐÛÎØ ÍÊÏ×ÎÈÛÐÓÏÌÛÓÊÏ×ÎÈÉÈÔÛÈÌÊ×Æ×ÎÈ frailelderly ÈÔ×ÏÖÊÍÏÐÓÆÓÎÕÓÎØ×Ì×ÎØ×ÎÈÐÃÊ×Ö×Ê×ÎÙ×ØÓÎÈÔ×ùÍÎÉÍÐÓØÛÈ×ØìÐÛÎÛÉÈÔ×©¨ èÔ×É×ÓÎØÓÆÓØÇÛÐÉÍÖÈ×ÎÖÛÙ×ÉÌ×ÙÓÛÐÙÔÛÐÐ×ÎÕ×ÉØÇ×ÈÍÈÔ×ÓÊÌÔÃÉÓÙÛÐÛÎØ ÍÊÏ×ÎÈÛÐÔ×ÛÐÈÔ ÓÉÉÇ×ÉèÔÓÉÉ×ÕÏ×ÎÈÍÖÈÔ×ÌÍÌÇÐÛÈÓÍÎÓÉÎÍÐÍÎÕ×ÊÛÚÐ×ÈÍÐÓÆ×ÓÎØ×Ì×ÎØ×ÎÈÐÃÍÊÙÛÊ×ÖÍÊ ÈÔ×ÏÉ×ÐÆ×ÉèÔ×É×Ê×ÉÓØ×ÎÈÉÏÛÃÚ×ÇÎÛÚÐ×ÈÍÛØÆÍÙÛÈ×ÖÍÊÈÔ×ÓÊÍÅÎÎ××ØÉÛÎØÊÓÕÔÈÉØÇ×ÈÍ ÈÔ×ÓÊÍÇÈÍÖÔÍÏ×ÌÐÛÙ×Ï×ÎÈ÷ÐØ×ÊÐÃöÊÛÓÐ÷ÐØ×ÊÐÃÛÎØì×ÊÉÍÎÉÅÓÈÔøÓÉÛÚÓÐÓÈÓ×ÉÛÊ×ÛÐÐÐÓÉÈ×Ø ÛÉ©ôÓÕÔìÊÓÍÊÓÈÃ¨ÍÎÌÛÕ×ÍÖÈÔ×ùÍÎÉÍÐÓØÛÈ×ØìÐÛÎôçøÈÛÚÐ× ùÛÐÓÖÍÊÎÓÛÔÛÉÛÕÊÍÅÓÎÕÛÕÓÎÕÌÍÌÇÐÛÈÓÍÎóÈÓÉÌÊÍÒ×ÙÈ×ØÈÔÛÈÛÉÈÔ×ÌÍÌÇÐÛÈÓÍÎÛÕ×ÉÈÔ× Ø×ÏÛÎØÖÍÊÐÍÎÕÈ×ÊÏÙÛÊ×ÅÓÐÐÓÎÙÊ×ÛÉ×ûÙÙÍÊØÓÎÕÈÍÈÔ×ùÛÐÓÖÍÊÎÓÛô×ÛÐÈÔùÛÊ×öÍÇÎØÛÈÓÍÎªÉ California’s Fragile Nursing Home Industry 2005 Ê×ÌÍÊÈ©ÈÔ×ÎÇÏÚ×ÊÍÖùÛÐÓÖÍÊÎÓÛÊ×ÉÓØ×ÎÈÉ ÛÕ×ÛÎØÍÆ×ÊÓÉÌÊÍÒ×ÙÈ×ØÈÍÎ×ÛÊÐÃØÍÇÚÐ×ÚÃ ÛÐÛÊÕ×ÊÕÊÍÅÈÔÊÛÈ×ÈÔÛÎÛÎÃÍÈÔ×ÊÉÈÛÈ× ÍÊÈÔ×çÎÓÈ×ØéÈÛÈ×ÉÍÆ×ÊÛÐÐÌ×ÊÙ×ÎÈûÏ×ÊÓÙÛÎÉÛÊ×ÐÓÆÓÎÕÐÍÎÕ×ÊóÎ ÈÔ×ÐÓÖ× ×ÄÌ×ÙÈÛÎÙÃÅÛÉ Ã×ÛÊÉÙÍÏÌÛÊ×ØÈÍÒÇÉÈÈ×ÎÃ×ÛÊÉ×ÛÊÐÓ×ÊèÔ×ÎÇÏÚ×ÊÍÖùÛÐÓÖÍÊÎÓÛ Ê×ÉÓØ×ÎÈÉÛÕ×ÛÎØÍÐØ×ÊÈÔÍÉ×ÅÔÍÛÊ×ÏÍÉÈÐÓÑ×ÐÃÈÍÎ××Ø×ÄÈ×ÎØ×ØÙÛÊ×ÛÈÔÍÏ×ÍÊÓÎ ÎÇÊÉÓÎÕÔÍÏ×ÉÓÉÐÓÑ×ÐÃÈÍÏÍÊ×ÈÔÛÎØÍÇÚÐ×ÚÃÈÔ×Ã×ÛÊ ÅÔ×ÎÈÔ×ÚÇÐÑÍÖÈÔ×ÚÛÚÃ ÚÍÍÏ×ÊÉÅÓÐÐÙÍÏ×ÍÖÛØÆÛÎÙ×ÛÕ×¨ èÔ×ÙÍÎÉÍÐÓØÛÈ×ØÌÐÛÎÛÐÉÍÊ×Ö×Ê×ÎÙ×ÉÈÔÛÈÈÔ×É×ÎÓÍÊÌÍÌÇÐÛÈÓÍÎÅÓÐÐÕÊÍÅÛÉÓÎØÓÆÓØÇÛÐÉ ÐÓÆ×ÐÍÎÕ×ÊèÔ×ìÊÍÕÊÛÏÙÍÎØÇÙÈ×ØÉÇÊÆ×ÃÉÍÖ éÛÊÛÈÍÕÛÐÍÎÕÈ×ÊÏÙÛÊ×Ê×ÉÓØ×ÎÈÉÛÈÈÔ× ÉÈÛÊÈÍÖÈÔÓÉÖÓÉÙÛÐÃ×ÛÊèÔ×ÉÇÊÆ×ÃÊ×ÉÌÍÎÉ×ÉÊ×Æ×ÛÐÈÔÛÈÈÔ×ÛÆ×ÊÛÕ×ÛÕ×ÍÖÈÔ×ÐÍÎÕÈ×ÊÏÙÛÊ× Ê×ÉÓØ×ÎÈÓÉÓÎÙÊ×ÛÉÓÎÕéÛÊÛÈÍÕÛÐÍÎÕÈ×ÊÏÙÛÊ×Ê×ÉÓØ×ÎÈÉ×ÐØ×ÊÐÃÖÊÛÓÐ×ÐØ×ÊÐÃÛÎØÌ×ÊÉÍÎÉ ÅÓÈÔØÓÉÛÚÓÐÓÈÓ×ÉÅÔÍÙÛÎÎÍÐÍÎÕ×ÊÐÓÆ×ÓÎÈ×ÊÌ×Ø×ÎÈÐÃÅ×Ê×Ê×ÌÍÊÈ×ØÛÉÓÎØÓÆÓØÇÛÐÉÅÔÍÛÊ× ÅÔÍÛÊ× ÛÎØÅÔÍÛÊ× íÆ×ÊÍÖÈÔ×Ê×ÉÌÍÎØ×ÎÈÉÛÊ×ÍÆ×Ê èÔÓÉÓÉÛÎÓÎÙÊ×ÛÉ×ÍÆ×ÊÐÛÉÈÃ×ÛÊ ìÊÍÕÊÛÏÉ×ÊÆÓÙ×ÉÛÊ×ÙÍÎÉÓÉÈ×ÎÈÅÓÈÔÈÔ×ùÍÎÉÍÐÓØÛÈ×ØìÐÛÎèÔ×ÙÛÊ×É×ÈÈÓÎÕ ÔÍÇÉÓÎÕ ×ÎÆÓÊÍÎÏ×ÎÈÓÎÅÔÓÙÔÈÔ×ÆÇÐÎ×ÊÛÚÐ×ÛÎØØ×Ì×ÎØ×ÎÈÊ×ÉÓØ×ÎÈÓÉÌÐÛÙ×ØÔÛÉÓÈÉÍÅÎÌÊÓÍÊÓÈÓ×É ÛÎØÙÍÎÉÈÊÛÓÎÈÉèÔ×íÏÚÇØÉÏÛÎìÊÍÕÊÛÏÊ×ÓÎÖÍÊÙ×ÉÈÔ×Ù×ÎÈÊÛÐÓÈÃÍÖÈÔ×Ê×ÉÓØ×ÎÈèÔ× ÚÛÐÛÎÙ×ÍÖÌÍÅ×ÊÓÉÈÓÐÈ×ØÈÍÅÛÊØÉÈÔ×ÌÊÍÆÓØ×ÊÛÎØÍÎ×ÍÖÈÔ×ÖÇÎÙÈÓÍÎÉÍÖÈÔ×ðÍÎÕÈ×ÊÏÙÛÊ× íÏÚÇØÉÏÛÎÓÉÈÍÙÍÊÊ×ÙÈÈÔÓÉÈ×ÎØ×ÎÙÃèÔ×ìÊÍÕÊÛÏÅÓÐÐØ×ÏÍÎÉÈÊÛÈ×ÛÎØÏÛÓÎÈÛÓÎÛÎ ÍÎÕÍÓÎÕÆÓÉÓÚÓÐÓÈÃÈÍÊ×ÉÓØ×ÎÈÉÈÔÊÍÇÕÔÊ×ÕÇÐÛÊÆÓÉÓÈÛÈÓÍÎÈÍéÛÊÛÈÍÕÛªÉÐÍÎÕÈ×ÊÏÙÛÊ×ÖÛÙÓÐÓÈÓ×É èÔ××ÖÖ×ÙÈÍÖÙÇÏÇÐÛÈÓÆ×ÆÓÉÓÈÛÈÓÍÎÛÈÇÎÛÎÎÍÇÎÙ×ØÈÓÏ×ÉÈÔÊÍÇÕÔÍÇÈÛÃ×ÛÊÊÛÓÉ×ÉÈÔ×Ð×Æ×ÐÍÖ ÉÈÛÖÖÛÙÙÍÇÎÈÛÚÓÐÓÈÃÈÍÙÛÊ×ÖÍÊÛÐÐÍÖÈÔ×Ê×ÉÓØ×ÎÈÉçÐÈÓÏÛÈ×ÐÃÈÔ×ÕÍÛÐÍÖÉÇÙÔÆÓÉÓÈÉÓÉÈÔ× ÓÏÌÊÍÆ×Ï×ÎÈÍÖÈÔ×ËÇÛÐÓÈÃÍÖÙÛÊ×ÛÎØÐÓÖ×ÓÎÈÔÛÈÖÛÙÓÐÓÈÃ ù×ÊÈÓÖÓ×ØðèùíÏÚÇØÉÏ×ÎÌÊÍÆÓØ×É×ÊÆÓÙ×ÉÅÓÈÔÊ×ÉÌ×ÙÈÖÍÊÔÇÏÛÎØÓÕÎÓÈÃÛÎØÈÔ× ÓÎØÓÆÓØÇÛÐÓÈÃÍÖÈÔ×Ê×ÉÓØ×ÎÈÇÎÊ×ÉÈÊÓÙÈ×ØÚÃÙÍÎÉÓØ×ÊÛÈÓÍÎÉÍÖÛÕ×ÉÍÙÓÛÐÍÊ×ÙÍÎÍÏÓÙÉÈÛÈÇÉ . Ì×ÊÉÍÎÛÐÙÔÛÊÛÙÈ×ÊÓÉÈÓÙÍÊÐÓÖ×ÉÈÃÐ×ÈÍÊ×ÉÓØ×ÎÈÉÍÖÐÓÙ×ÎÉ×ØÐÍÎÕÈ×ÊÏÙÛÊ×ÖÛÙÓÐÓÈÓ×É íÏÚÇØÉÏÛÎÉ×ÊÆÓÙ×ÉÛÊ×ÖÊ××ÛÎØÙÍÎÖÓØ×ÎÈÓÛÐ FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION DATE: __________________ February 12, 2010 Application Instructions Sheet Please refer to the for details on the following questions. Please limit your answers to one paragraph per question 1) Saratoga Area Senior CoordinatingCouncil(SASCC) Applicant Name: P.O. Box 3033, 19655 Allendale Avenue, Saratoga, CA, 95070 Agency Address: Susan Huff Executive Director: ________________________________________ 408-868-1255408-868-9546 Phone: Fax: E-Mail: shuff@sascc.org __X__ Agency isaFaith Based Organization:____YesNo 2) Saratoga Adult Care Center(ACC) Program Title: 19655 Allendale Avenue, Saratoga, CA, 95070 Program Address: Susan Huff , Managing Director Contact Person/Title: 408-868-1255408-868-9546 Phone:Fax:E-Mail: shuff@sascc.org 3) $37,000 City of Saratoga grant funds requested this year (FY10/11): 4) $35,000 in 09/10; $34,000 in City of Saratoga/CDBG funds requested in the past: 08/09; $33,000 in 07/08; $37,284 in 06/07; $36,288 in 05/06; $36,288 in 04/05; 36,737 in 03/04; $35,667 in 02/03; $35,500 in 01/02 $36,203in 09/10;$32,000 in City of Saratoga/CDBG funds received in the past: 08/09; $32,000 in 07/08; $33,000 in 06/07; $36,681 in 05/06; $36,288 in 04/05; $35,366 in 03/04; $35,667 in 02/03; $34,500 in 01/02 5) Programdescription and number of unduplicated clients served: Saratoga Adult Care Center is a Social Adult Day Program, whichseeks to enhance the quality of life for area seniors via specific, ongoing supportive services, made available to lower-income participants. The programserves residents of Saratoga and the surrounding communities of Campbell, West San Jose and Santa ClaraProgram participants require assistance to . ( complete ADLs and IADLsactivities of daily living and instrumental activities of daily living) in addition to supervision and care management to promote safety, well-being, and longevity in their home environment. Participation in our program promotes expanded opportunity for individualized socialization, structured activities, physical activity and adaptive exercise, and care management and resources in regards to difficult behaviors, nutrition, and personal care. Individual care plans are created for each participant to optimize their benefits from participating in our program. In addition tothese core services, we provide support, respite, and resources to families and caregivers. The program is open Monday through Friday from 8:30 a.m. to 5:30 p.m. to meetthe needs of caregivers who workoutside the homeor need respite for other reasons. Requests to help fund this program are made because it serves mostly very low to moderate-income seniors. Feesare determined byan individual’s ability to pay, (i.e. a sliding scale), requiring supplemental funds from outside sources. Adult Day Care FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION Services are an ideal way to care for the needs of frail seniors, often eliminating the need for institutionalized care, which can substantially reduce the cost for families and the community as a whole.On an average year the Saratoga ACC will serve a minimum of 50 unduplicated clients.At the halfway mark of the current fiscal year(09-10), already 21of those clients reside in Saratoga. 6) Programpurpose and objectives: The purpose of the Saratoga Adult Care Center is to enhance the quality of life for Saratoga and surrounding area seniors via specific, ongoing supportive services, made available to lower-income participants. The overall goal is to prevent or delay the institutionalization of severely disabled adults & seniors, enable them to remain in their homes for as long as possible, improve the quality of life for the participants; and to improve the quality of life for caregivers via support andrespite. These services incorporate the following objectives: (1)Provide daily respite careto up to 24frail and less independent participants from the West Valley Area of Santa Clara County. (2)Prevent or delay institutionalization of individuals who require considerable personal assistance. (3)Provide socialization, instruction and structured activities such as exercise, crafts, skill development and nutritious meals daily for the less independent elderly in a licensed care facility. (4)Continue to facilitate caregiver support groups twice monthly in cooperation with the Alzheimer’s Association and provide similarsupport services to local churches and civic organizations of the West Valley area. (5)Provide respite and improve quality of life for caregivers and eliminate or delay the high emotional and financial cost of custodial care. (6)Continue utilizing volunteer services to help contain Center costs. (7)Maintain minimumenrollment of approximately 380participants each month. (8)Increase funding base through local resources, participant fees and fund raising events in an effort to reduce dependence on City and county funding. Due to the low-income status of the population served and the service-intensive nature of the program, becoming self-supporting is not feasibleat this time. As stated above, the overall goal is to prevent or delay the institutionalization of the frail elderly, enable them to remain in their homes for as long as possible and improve the quality of life for the participants and their caregivers. This has remained our goal throughout our programs history and previous Saratoga CBDG funds havehelped us achieve and maintain that goal along with the high quality of service that we provide to our clients. Our utilization demonstrates and validates the need and demand for our unique services. Our accomplishments over the past year, reached with the help of Saratoga CBDG funds are: FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION Supported all of the Adult Care’s ongoing efforts mentioned above to support families and participants Allowed for the continuous operation of all of our programs, including our exercise and music programs, during the summer months when they are not subsidized by West Valley College. Helped us to avoid further draws from our investment account which suffered tremendous loss this past year. This will enable our funds to further grow to help sustain SASCC for the future. Helped us to maintain oursocial worker and support groups to further assist families of Adult Care. Prevented any reduction of staff or staff hours, so we could continue all of the programs and services for our clients. Allowed us to host more social events for our members. 7) Programmanagement: Both divisions, the Saratoga Adult Care Center and The Saratoga Senior Center are governed by the SASCC Board of Directors. Additionally, the Executive Director is responsible for and works closely with both division managers and staff. AProgram Managerand Assistant Program Manager/Social Worker areresponsible for the day-to-day operations of the Adult Care Center and reportdirectly to the Executive Director. The Center employs two full-time and five part-time employees, (Program Manager, Program Assistants,Assistant Program Manager/Social Worker) providing services of approximately 8,000 hours per year. The Program Management teamoversees activities;the intake, care-planning, and evaluation components, entertainment and projects. They areresponsible for scheduling all activities, special events and classes for theparticipants. They direct the center, lead many of the activities and overseethe Administrative Assistant, Social Worker, and the Program Assistantswho also run activities and assist participants with projects, meals, toileting and any other special needs that may arise. Along with the ExecutiveDirector and the Social Worker, the Program Manager evaluates the needs of new potential clients, develops care plans, maintains ongoing progress reports, and works with families. The program provides exercise routines, memory training and stimulation through travelogues, crafts, music, a variety of entertainment, current events, discussions and directed conversation. Special adaptive exercises and physical skill training are focused on participants who need help with any disabilities (e.g. stroke, aphasia, Parkinson’s).Healthy snacksare provided and full nutritious meals are served daily prepared by the Saratoga-Los Gatos Assistance League. Volunteers and instructors assigned by West Valley College augment the activities and help keep expenses at a minimum. All of the staff at the Saratoga Adult Care Centerarehighly trained, each with many years of experience working with frail elders. Twenty volunteers supplement the sevenpaid FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION staff and provide between 575 to 700 hours of service annually.The ExecutiveDirector, Program Manager, and Social Worker also maintain strong public relations with local, county and state senior organizations and participate in required trainings. They are involved with public speaking engagements, organizational networking and other important community events. These efforts have resulted in a highly visible program where there is frequently a waiting list for prospective participants. 8) Agency description and experience: The Saratoga Adult Care Center (ACC) is a major program component of the Saratoga Area Senior Coordinating Council (SASCC) incorporated as a non-profit organization in 1979. SASCC also operates the Saratoga Senior Center for more active, independent older adults. Recognizing the needs of the aging population, supported by a community assessment, SASCC opened the Saratoga Adult Care Center in January of 1988 as the first facility in Santa Clara County designed and built specifically as an adult care center. It provides much needed respite for caregivers and promotes a higher quality of life for the participants at much less cost to both family members and public agencies. The Saratoga Adult Care Center has steadily increased in number of days open from two at the onset to five full days weekly by February 1994. During this time, the average number of families served monthly increased from 9 to 42at any one time, with well over 350 visits by participants each month. This increased utilization validates the need and demand for the service. Thecenter serves approximately 18-22participants per day. This assures each participant ampleone-on-one time with our assistants and volunteers. Participants come from thesurrounding areas of the West Valley Corridor, including Saratoga, Los Gatos, Santa Clara, Campbell, San Jose, Mt.View, Sunnyvale and Cupertino. The Adult Care Center provides licensed, direct care and social adult daycare activities for severely disabled adults and less independent seniors as well as resources, supportand referralsto their caregivers. The daily program offers individualized and structured activities, adaptive exercise and movement taught by West Valley College instructors and a retired physical therapist, entertainment and education opportunities, basic health monitoring, assistance with daily tasks, and assistance with personal care and hygiene. The nutrition program includes a lunch meal and two snacks. Meals are prepared on-site with fresh, seasonal ingredients. We are able to provide low-sugar, low-fat, and portion-controlled meals as necessary. Providing a nutrition program supports health maintenance and a participant’s ability to “age in place”; providing one meal during the day can reduce the burden caregivers may feel in planning and preparing meals. Individual care planning, family support and collaboration with healthcare professionals and/or social service professionals is provided for participants and family caregivers (“caretakers”). Additional services include family counseling through care plan meetings, community resource referrals, and a monthly caregiver meeting to discuss care strategies, FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION provide a forumfor discussion about care-giving issues, and support caregivers in being informed about care options. Collaboration with other community-based organizations and transportation services, through Outreach para-transit maximize the benefit to our clients, family caregivers, and community members. The SASCC Mission Statement is included in this document. Audit information: The firm of LMGW, Certified Public Accountants, performs annual 9) . audits and reviews (every other year) at a cost to our organizationPlease find attached a copy of our last Audited Financial Statements for the year ending June 30, 2009. 10) Sources of funds anticipated for this project:_________________________________ SOURCEESTIMATESTATUS $37,000Submitted and Pending Saratoga CDBG Grant $ 5,000Submitted January 29, 2010 Campbell CDBG Grant $25,000First time submission Jan. 2010 San Jose CDBG Grant $165,000Ongoing Fees $4,200Receiving monthly checks St. Andrews $9,000Ongoing Donations, restricted Fundraising Events&$14,000Ongoing Appeals $258,400 Total: 11) Budget: Pleaseuse the attached worksheet. 12)Performance Measurements: Pleaseuse the attached worksheet. 13) Outreach: a) How SASCC informs Saratoga residents about its ACCprogram: Tofulfill SASCC’s Community Outreach Initiative the agencyinforms Saratoga residents about its programs through several different outreach methods. Approximately 750 copies of the agency’s newsletter that details all of the activities and programs at SASCC is sent out 12 times (monthly) per year to each member household and an additional resource list of100, including churches, other senior centers, the local Chamber of Commerce, retirement communities and assisted living centers, libraries, local businesses, and other nonprofits supporting seniors. The agency also promotes its activities, programs and events through articles in the City FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION Newsletter, the Saratogan,the Community newspaper, Saratoga Village Community network, the Saratoga News and SASCC’supdated website at www.sascc.org. SASCC has also developed a brochure for the public that describes its programs and outlines itshistory, mission and volunteer opportunities. The brochure is given out in response to all new inquiries. The Executive Director and members of our Board of Directors and Advisory Committee also advocate and conduct outreach through networking to a broad range of community organizations including Asian-American groups,Indian-American groups, the Rotary Club, Kiwanis, Lions, Healthcare libraries, area recreation centers In addition, our Director is aligning with several peer organizations with the intention of collaborating for the benefit of seniors. She is also reaching out to local schools in hopes ofestablishing and growing inter-generational relationships. The target groups for outreach include: Asian-American and Indian-American familieswhich constitute approximately 30% of the population of Saratoga and have recently begun to participate inthe Senior Center; Other elders in Saratoga that are not SASCC members; Seniorsthat have joined SASCC but seldom participate in activities Family members of participants or potential participants. Other senior oriented organizations Schools Our staff works closely with other like agencies for referrals which is mutually beneficial. Another important method of outreach is the many health screenings, free workshops and seminars that we host on a range of issues including legal matters, nutrition, flu shots, Eastern Medicine, vision and hearing screenings, insurance matters, etc. In addition the agency hosts many social activities to appeal to a broad range of interests. b) Additional outreach efforts SASCC will use to attract new Saratoga residents and sources drawn on to implement this outreach: SASCC will continue to focus on reaching out to all prevalent ethnicities in the community.We have built a good relationship with Indian-American community leaders and are working to turn ideas into plansfor reaching their constituent elders. Several suggestions which we plan to explore in order to better market our programs more broadly in the Saratoga community are: create ethnic-familiar programs where a pre-set group is already present so that new invitees will be more comfortable. For example: an intergenerational Indian-themed potluck where this community will talk about what programs they would like to see; distribute brochures and event material at the local Farmers Market, develop more FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION targetedsectionsin our Newsletter; and place articles in various ethnic community newspapers. In addition, further rangeSASCC plans to have a broader distribution of its brochures through household mailings to every household in Saratoga. To achieve the above,SASCC plans to redesign its brochure in line with its website,producing a very professional and cohesive marketing message. The agency has implementedand will be updating a new Member Resource Services program that will provide a broader range of assistances to seniors and their caregivers. Last year welaunched and now regularly meet with outBlue Ribbon Task Force (BRTF) committeemembers.This is a group of15 highly proven, talented community leaders from a variety of backgrounds who have committed to help us move SASCC to the next step. Thesevolunteers are now equipped with a background of information. We have produced on online survey to assess from area seniors their needs and wants in programs. The first results were very helpful and we intend to re-launch the survey to a larger audience. InMarch, we will be launching our next big project: the Business Alliance Program (BAP). This is something that we intended to launch last fiscal year but determined that it did not make sense with the market conditions at that time. With this project will are seeking to identify and align with local area businesses who are interested in the welfare of the area seniors. The program is multi-leveled where a business owner may choose to sponsor SASCC, offer discounts to its members, or both. We anticipate that the efforts put into this program will grow over time into something of tremendous mutual benefit to SASCC members and our business community. The added benefit will of course be a growth in membership which will provide additional fees. We will continue to focuson fewer but larger and more efficient fund-raising events in 2010. c) The number of additional Saratoga residents ACC has served since SASCC applied for previous funding in 2008-2009: Ten new familiesof thehave been served since the application for previous funding, along with the 11 that we continue to servefor a total of 21. 14) Leveraging: a) Total Amount of Funding Requested from All Organizations This Year: OrganizationDate Funds Amount RequestedPercentage of Total RequestedCost Saratoga CDBGFebruary 12, 2010$36,20013% Campbell CDBGJanuary 29, 2010$5,0002% San Jose CDBGJanuary 5, 2010$25,0009% St. AndrewsJuly 2009$4,2001.5% Dorothy FundTBA$3,0001% FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION Rotary & KiwanisTBA$6,0002% I am researching more opportunities. b) Total Amount of Funding Received from All OrganizationsLast Year: OrganizationType of FundingAmount ReceivedPercentage of Total Cost Saratoga CDBGFederal Grant$36,20015% Campbell CDBGFederal Grant$4,0002% Saratoga RotaryGrant$3,7001.5% St AndrewsDonation$4,2002% Health TrustGrant$500 Dorothy FundPrivate donors$6,5003% 15) Cost / Benefit Analysis: We are requesting $37,000to support a portion ofthetotal operating costs of the Saratoga Adult Care Center program. Per the attached budget, operating costs include salaries, benefits, member programs and classes, food, supplies,training,audits, insurance, and necessary licenses and memberships. With intensive volunteer and fundraising efforts, this program creatively stretches its revenues. The budget is tightly controlled and the Finance Committee, the Board of Directors and the Executive Director review expenses monthly. Rent, utilities, and janitorial servicesare provided in-kind by the City of Saratoga. The City’s support remains as a significant factor in our organization’s success. Currently, 66%of the participants in the Adult Care Center have low or very-low incomes. On average, their daily payments are subsidized by $30.00. With the efficient use of limited resources, the cost of the program is factored at $11 perhour per participant. This is considerably less than in-home or nursing care for an individual who might otherwise require public support. Funds are requested from the City of Saratoga to partially underwrite the programs ad services to our participants. Total Program Total Clients Cost Per ClientFunding Percentage of CostServedRequested Total Cost $275,931(51families $5,410.00$37,00014% unduplicated per year) FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION 16) Target Beneficiaries: Saratoga Percentage of Low-Income Percentage of Total Residents Served*Total ClienteleClients ServedClientele 2141%Saratoga: 13Sarat: 38%of 34 low Total : 34income total Sarat: 27% of Total clients * 2008-2009 The number of Saratoga residents served is 21 out of a total of 51clients or 41% of our total number of clients. The total number of Low Income clients that we serve from all locations is 34 out of 51or 66%. The total number of Low Income clients from Saratogais 13or 62% ofour Saratoga resident clientele, and 27% of our total number of clients. SARATOGA AREA SENIOR COORDINATING COUNCIL MISSION STATEMENT The purpose of the Saratoga Area Senior Coordinating Council isto provide quality services to local seniors of all ages, abilities,religions, social and economic backgrounds. Our primaryobjective is to involve community groups and individuals in seniorrelated issues, to develop community responsibility, advocacy forproblems facing our aging population, to assure that the needs ofolder adults are met and to improve the overall quality of their lives. BUDGET AGENCY NAME: Saratoga Area Senior Coordinating Council Date Prepared: February 12, 2010 PROGRAMNAME: Saratoga Adult Care Center SPECIFIC ACTIVITIESBUDGET AMOUNT PROPOSED PROJECT ANNUAL OPERATING EXPENSES Personnel Services$198,248. Fringe Benefits$22,221. Fundraising($4K of this was expensing 09-10 grant)$3,000. Office Supplies$2,000. Communication/Marketing$5,200. Printing& Advertising$2,400. Program Supplies$1,549. Program Food$23,720. Administrative Costs$3,775. Insurance$6,768. Audit$5,000. Equipment Rental/Maintenance$2,050. Total Operating Expenses$275,931 PROPOSED PROJECT ANNUAL OPERATING REVENUES CDBG Funds (Saratoga, Campbell, San Jose)$66,200 Other Funds$13,200 Fees$165,000 Fundraising revenues-to be further developed$14,000 Draw from investment fund$17,531. Total Operating Revenue$275,931 PERFORMANCE MEASUREMENTS AGENCY NAME:Saratoga Area Senior Coordinating Council Date Prepared: February 12, 2010 PROGRAMNAME: Saratoga Adult Care Center PERFORMANCE MEASUREMENT WORKSHEET GOAL: The Adult Care Center seeks toenhance the quality of life for Saratoga Area Seniors via specific, ongoing supportive services, made available to lower-income participants, to help keep the frail adult in his/her home & community and to provide respite to caregivers, regardless of income. OBJECTIVE (1):OUTCOME (1): For FY 2010-2011 the Adult Care Center will To serve and improve the quality of life on a provide over 8,000 hours of paid services to a day to day basis for 51unduplicated clients minimum of 51participants (clients) over a one and their families. year period. OBJECTIVE (2):OUTCOME (2): For FY 2010-2011the Adult Care Center will Maintain client days at a minimum of380in maintain a realistic balance of client days in each quarter. each quarter to support programs. FY 2009-2010CITY OF SARATOGA CDBGSUPPLEMENTAL Name of Applicant Organization: _Saratoga Area Senior Coordinating Council________ Name of Program:__Saratoga Adult Care Center_____________ Please complete the following questionsin addition to the Standard Applicationto determine additional requirements for CDBG eligibility: 1.Please complete the following tableswith the number of recipients for each category: Number of Unduplicated BeneficiariesNumber of Urban County unduplicated beneficiaries at or below 2 current county-wide median income CityNo. Campbell5 Income CategoryNo. Other2 0-30% (Extremely low)17 Santa Clara2 31-50% (Very Low)8 Los Gatos3 51-80% (Low)9 San Jose12 Cupertino1 Sunnyvale2 Saratoga21 Unincorporated Santa Clara County Outside the Urban County 1 3 51 Total unduplicated beneficiaries 2.How does the purpose and objectives of the proposed program meet the Urban County’s CDBG funding objectives with regard to either the Urban County Priority Needsor the Urban County Non- 3 Housing Community Development Needs as described in the Consolidated Plan? The purposes and objectives of SASCC’s Adult Care Program are directly related to the Urban County Non-Housing Community Development Needs which specify that there are needs for supportingthe operating expenses of organizations which provide supportive services “which address the needs of the frail elderly or persons with disabilities.” The critical need for these aging focused services is discussed in the “Community for a Lifetime” Executive Summary of the strategic plan co-sponsored by the City of San Jose and the County of Santa Clara in February 2005: “In 2005, there were more than 200,000 older adults living in Santa 1The Urban County includes the unincorporated portions of the County of Santa Clara and the cities of Campbell, Los Altos, Los Altos Hills, Los Gatos, Monte Sereno, Morgan Hill, and Saratoga. 2Based on the attached FY 2008 HUD Income Limits for Santa Clara County 3Consolidated Planis available online at http://www.saratoga.ca.us/by The 2005-2010 Urban County clicking on the CDBG grant link under InThe Spotlighton the right hand side of the webpage FY 2009-2010CITY OF SARATOGA CDBGSUPPLEMENTAL Clara County. By 2020, this number will double and older adults will represent more than 1 out of every 5 individuals in SCC. By 2050 the average life expectancy is projected to be 87 years for women (currently 80) and 81 for men (currently 74). SCC Supervisor Don Gage, in a 2007 community assessment, stated that “By 2020, the number of people…who are 60 and older will have almost doubled….a growth rate 3 to 4 times faster than the county’s overall population. It’s important to determine the needs…now so we can ensure effective aging services are in place in the future.” prevent or delay institutionalization of the frail elderly, to enable them Through our program we work to to remain in their homes for as long as possible and to improve the quality of life for the participants and their caregivers. The purpose of the Center is to meet the growing need for this service which will only accelerate as the population ages. Independent studies show that by the year 2010, Santa Clara County’s population of individuals 85 years of age and over is expected to double resulting in an increased need for services such as ours. Public Facility Senior Our services apply to the HUD Development Community Needs categories of Centers as our program is open to all and housed in a public Saratoga City public building and also to Public Senior Services which is rankedas a “High” priority need. FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION th DATE: February 9, 2010 Application Instructions Sheet Please refer to the for details on the following questions. Please limit your answers to one paragraph per question 1) Applicant Organization/Agency Name: West Valley Community Services (WVCS) Agency Address: 10104 Vista Drive Cupertino 95014 Executive Director: Naomi Nakano-Matsumoto Phone: 408-255-8033 x 301Fax: 408-366-6090 E-Mail: naomin@wvcommunityservices.org Agency is a Faith Based Organization: ____ Yes _X__ No 2) Program Title : Comprehensive Emergency Assistance Program (CEAP) Program Address: 10104 Vista Drive Cupertino 95014_ Contact Person/Title: Sujatha Venkatraman Phone: Fax: E-Mail: 408-255-8033 x 103408-366-6090 sujathav@wvcommunityservices.org 3) City of Saratoga grant funds requested in the past: $15,164 4) City of Saratoga grant funds received in the past: $15,164 5) Program description and number of unduplicated clients served: ÉÊÝÍ · ¬¸» ±²´§ µ²±©² ½±³³«²·¬§ó¾¿»¼ ±®¹¿²·¦¿¬·±² °®±ª·¼·²¹ ¿º»¬§ ²»¬ ¿²¼ ½±³°®»¸»²·ª» ©®¿°ó ¿®±«²¼ º¿³·´§ «°°±®¬ »®ª·½» ·² ¬¸» É»¬ Ê¿´´»§ ¿®»¿ò ÉÊÝÍ »®ª» êÜËÜÉÎÖÜ ô Ô± Ù¿¬±ô Ó±²¬» Í»®»²±ô Ý«°»®¬·²±ô ¿²¼ ©»¬ Í¿² Ö±»ò Ì¸» ¿½¬·ª·¬·» ±º ¬¸» Ý±³°®»¸»²·ª» Û³»®¹»²½§ ß·¬¿²½» Ð®±¹®¿³ ¿®»æ Ý¿» ³¿²¿¹»³»²¬ Ý¿» Ó¿²¿¹»® °®±ª·¼» ·²¬¿µ» ¿²¼ ¿»³»²¬ ±º ¸±«»¸±´¼ ²»»¼ô ®»º»® ½´·»²¬ ¬± ¿°°®±°®·¿¬» »®ª·½» ¬± ³»»¬ «½¸ ²»»¼ ·º ²±¬ ¿ª¿·´¿¾´» ·²ó¸±«»ô ¿²¼ ®»½»®¬·º§ ½´·»²¬ ¿ ²»½»¿®§ ø³·²·³«³ ±²» ®»½»®¬·º·½¿¬·±² °»® §»¿®÷ò ß ¬¸» ½¿» ³¿²¿¹»® ½±²¼«½¬ ¬¸» ·²¬¿µ»ô ¿¼¼·¬·±²¿´ °®±¹®¿³ «½¸ ¿ º±±¼ ¬¿³°ô ¼·½±«²¬ «¬·´·¬·» ¿²¼ ½¸·´¼ ½¿®» ¿®» ¼·½«»¼ò ×º ¿ ½´·»²¬ ¼±» ²±¬ ¯«¿´·º§ º±® ½¿¸ ¿·¬¿²½»ô ¬¸» ½¿» ³¿²¿¹»® ³¿µ» ®»º»®®¿´ ¿²¼ ¸»´° ¬¸» ½´·»²¬ ½±²·¼»® ±¬¸»® ±°¬·±² ¿ ±´«¬·±²ò Ú±±¼ °¿²¬®§ ß´´ ¯«¿´·º·»¼ ½´·»²¬ ©·´´ ¸¿ª» ¿½½» ¬± ¬¸» º±±¼ °¿²¬®§ ·² ±®¼»® ¬± «°°´»³»²¬ ¿²¼ ¬¿¾·´·¦» ¹®±½»®§ »¨°»²»ò Ûª»®§ ª··¬ ¬± ¬¸» º±±¼ °¿²¬®§ ·²½´«¼» º®»¸ º®«·¬ ¿²¼ ª»¹»¬¿¾´»ô º®»¸ ¾®»¿¼ô »¹¹ô ¬±®¬·´´¿ô ¿ ±«®½» ±º °®±¬»·²ô ¿²¼ ³·´µô ©¸»² ³·´µ · ¿ª¿·´¿¾´»ô ±«®½»¼ º®±³ Í»½±²¼ Ø¿®ª»¬ Ú±±¼ Þ¿²µ ¿²¼ ¹»²»®±« ¼±²¿¬·±² º®±³ ´±½¿´ ¹®±½»®§ ¬±®» «½¸ ¿ Í¿º»©¿§ ¿²¼ É¸±´» Ú±±¼ò Ý¿¸ ¿·¬¿²½»æ Î»²¬ ¿²¼ «¬·´·¬§ ¿·¬¿²½» · °®±ª·¼»¼ îì ¬± ìè ¸±«® ¿º¬»® ¿°°®±ª¿´ô °¿§¿¾´» ¼·®»½¬´§ ¬± ª»²¼±®ò Ý¸»½µ ¿®» ²»ª»® ³¿¼» °¿§¿¾´» ¬± ¿ ½´·»²¬ò Û³»®¹»²½§ ½¿¸ ¿·¬¿²½» ¯«¿´·º·½¿¬·±² »³»®¹»²½§ Û×ÌÝ ¿²¼ Ê×Ìß ¿·¬¿²½» Ì¸» Û×ÌÝñÊ×Ìß Ý¿» ³¿²¿¹»® ½±±®¼·²¿¬» ½»®¬·º·»¼ ª±´«²¬»»® ¿²¼ ±²·¬» º¿½·´·¬·» ¬± ¿·¬ ½´·»²¬ °®»°¿®» ¿²¼ º·´» ¬¸»·® ¬¿¨» ·² ¬¸» ¸±°» ¬¸¿¬ ¿ ´¿®¹»® ®»º«²¼ ©·´´ ¸»´° ³»»¬ »ª»®§¼¿§ ²»»¼ ¿²¼ ¾«·´¼ ¿ ¿ª·²¹ ¿½½±«²¬ò Ú·²¿²½·¿´ Ó¿²¿¹»³»²¬ ©±®µ¸±° ¬± ·²½®»¿» º·²¿²½·¿´ ´·¬»®¿½§ µ·´´ ¿²¼ ·²¼·ª·¼«¿´ º·²¿²½·¿´ ³¿²¿¹»³»²¬ ½±«²»´·²¹ò FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION Î¿··²¹óßóØ»¿´¬¸§ Û¿¬»®æ Ì¸» ¹±¿´ ±º Î¿··²¹óßóØ»¿´¬¸§ Û¿¬»® · ¬± ·²¬®±¼«½» ½´·»²¬ ¬± ²»© º±±¼ ½®»¿¬·ª» ¿²¼ ²«¬®·¬·±« ±´«¬·±² º±® ¬¸»·® º¿³·´·» ¿²¼ ¬¸» ¼·²²»® ¬¿¾´»ò Ì¸· ²»© °®±¹®¿³ °®±³±¬» ¿ ¸±´·¬·½ ·²¬»¹®¿¬»¼ ¿°°®±¿½¸ ¬± ²«¬®·¬·±² ¿²¼ ¯«¿´·¬§ ±º ´·º»ò 6) Program purpose and objectives: Ì¸» Ý±³°®»¸»²·ª» Û³»®¹»²½§ ß·¬¿²½» Ð®±¹®¿³ øÝÛßÐ÷ ©·´´ ½±²¬·²«» ¬± °®±ª·¼» ¾¿·½ ¸«³¿² ²»»¼ ¿²¼ »³»®¹»²½§ »®ª·½» ¬± ´±©ó·²½±³» º¿³·´·»ô »²·±®ô ¿²¼ ·²¹´» ¿¼«´¬ ·² Í¿®¿¬±¹¿ ¾§ °®»ª»²¬·²¹ ¸«²¹»®ô »ª·½¬·±²ô ¿²¼ «¬·´·¬§ ¸«¬ó±ººò Ï«¿´·º·»¼ Í¿®¿¬±¹¿ ½´·»²¬ ®»½»·ª» »®ª·½» ¿ó²»»¼»¼ô ®»«´¬·²¹ ·² ³±®» ¬¿¾´» ³±²¬¸´§ ·¬«¿¬·±² ¿²¼ ³±®» ¬¿¾´» ´·ª»ò É®¿° ¿®±«²¼ »®ª·½» ¿ª¿·´¿¾´» ¬± ¿´´ ¬¸»³ ·²½´«¼» º·²¿²½·¿´ ³¿²¿¹»³»²¬ô ³»²¬¿´ ¸»¿´¬¸ »®ª·½»ô ²«¬®·¬·±² ½´¿»ô ¿²¼ °»½·¿´ »¿±²¿´ °®±¹®¿³ò ÝÛßÐ ¹±¿´ · ¬± »²«®» ¬¸¿¬ ´±©ó·²½±³» »²·±®ô ·²¹´» ¿¼«´¬ô ¿²¼ º¿³·´·» ·² Í¿®¿¬±¹¿ ¸¿ª» ½±²¬·²«»¼ ¿½½» ¬± ¾¿·½ ¸«³¿² ²»»¼ »®ª·½»ô ·²½´«¼·²¹ ¿½½» ¬± ¿² ¿¼»¯«¿¬» ¯«¿²¬·¬§ ±º ¯«¿´·¬§ º±±¼ ¿²¼ ¿·¬¿²½» ©·¬¸ ®»²¬ô ¼»°±·¬ô ±® «¬·´·¬§ °¿§³»²¬ô ¿²¼ ·²¬»²¼ ¬± ·³°®±ª» ¬¸» ±ª»®¿´´ ½±³³«²·¬§ ½±²¼·¬·±² ¾§ °®±ª·¼·²¹ ±«¬®»¿½¸ô ¼·®»½¬ »®ª·½» ¿²¼ ½¿» ³¿²¿¹»³»²¬ ¬¸®±«¹¸ ¿ °´¿²²»¼ ½±«®» ±º ¿½¬·±²ò 7) Program management: Ì± »²«®» ¬¸±®±«¹¸ ¿²¼ ½±³°®»¸»²·ª» »®ª·½» ¬± »¨¬®»³»´§ó´±© ¬± ´±©ó·²½±³» ®»·¼»²¬ô ¬¸» ·²¬¿µ» ½»®¬·º·½¿¬» º±® ¿²§ ½¸·´¼®»²ò Î»½»®¬·º·½¿¬·±² · ½±²¼«½¬»¼ ¿²²«¿´´§ò Ì¸» ³¿²¿¹»³»²¬ ±º ¬¸» ÝÛßÐ · ·²¬»¹®¿¬»¼ ¿²¼ »¿½¸ ¬¿ºº ³»³¾»® · ½®±ó¬®¿·²»¼ ¬± »²«®» ½±²·¬»²¬ ¿²¼ ¯«¿´·¬§ »®ª·½»ò Û³°´±§»» ¿²¼ ª±´«²¬»»® ¿®» ®»°®»»²¬¿¬·ª» ±º ¬¸» ½´·»²¬»´» »®ª»¼ ¿²¼ °»¿µ ³¿²§ ±º ¬¸» ½´·»²¬ ´¿²¹«¿¹»ò Ì¸®»» °±·¬·±² ¬¿ºº ¬¸· °®±¶»½¬ô Ý¿» Ó¿²¿¹»®ô Ñ°»®¿¬·±² Ó¿²¿¹»®ô Ð®±¹®¿³ Ü·®»½¬±®ò ×²óµ·²¼ °±·¬·±² ·²½´«¼» Í¿² Ö±» Í¬¿¬» Ë²·ª»®·¬§ô Ý±´´»¹» ±º Í±½·¿´ É±®µ ×²¬»®² ¿²¼ ½±³³«²·¬§ ª±´«²¬»»®ò 8) Agency description and experience: ÉÊÝÍ · ¿ °®·ª¿¬» ²±²ó°®±º·¬ô ½±³³«²·¬§ ¾¿»¼ ¿¹»²½§ ¬¸¿¬ ¸¿ ¾»»² °®±ª·¼·²¹ ¼·®»½¬ ¿·¬¿²½» ¿²¼ ®»º»®®¿´ »®ª·½» ¬± ¬¸» ½±³³«²·¬§ º±® ³±®» ¬¸¿² íê §»¿®ò ÉÊÝÍ °®±ª·¼» ¿ ½±²¬·²««³ ±º ¾¿·½ ²»»¼ô º¿³·´§ »®ª·½» ¿²¼ ¸±«·²¹ »®ª·½» ·²½´«¼·²¹æ ·²º±®³¿¬·±² ¿²¼ ®»º»®®¿´ô º±±¼ô ½´±¬¸·²¹ô ¸»´¬»®ô ¿ºº±®¼¿¾´» ¸±«·²¹ô º·²¿²½·¿´ ¿·¬¿²½»ô ¿²¼ ½¿» ³¿²¿¹»³»²¬ò ÉÊÝÍ »®ª» ¬¸» É»¬ Ê¿´´»§ ½±³³«²·¬·» ±º Í¿®¿¬±¹¿ô Ô± Ù¿¬±ô Ó±²¬» Í»®»²±ô Ý«°»®¬·²±ô ¿²¼ É»¬ Í¿² Ö±»ò ×² ¬¸» °¿¬ º»© §»¿® ÉÊÝÍ ¸¿ ¿¼¼»¼ ±¬¸»® «°°±®¬·ª» »®ª·½» «½¸ ¿ º·²¿²½·¿´ »¼«½¿¬·±²ô ²«¬®·¬·±² °®±¹®¿³ô ³»²¬¿´ ¸»¿´¬¸ ½±«²»´·²¹ ¿²¼ ¬¸» Û×ÌÝñÊ×Ìß øÛ¿®²»¼ ×²½±³» Ì¿¨ Ý®»¼·¬ ñ Ê±´«²¬¿®§ ×²½±³» Ì¿¨ ß·¬¿²½»÷ °®±¹®¿³ò 9) Audit information: Ì¸» ¼¿¬» ±º ±«® ³±¬ ®»½»²¬ ¿«¼·¬ · Ñ½¬±¾»® ïèô îððç º±® Ú·½¿´ Ç»¿® îððèóîððçò Ì¸»®» ¿®» ²± º·²¼·²¹ò ¬¸ FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION 10) Sources of funds anticipated for this project: 2 SOURCEESTIMATED AMOUNTSTATUS Saratoga $ 20,000Application Pending Other Cities $ 97,827Application Pending Foundations $ 78,750Committed Donations $ 38,000Secured Federal (pending) $ 3,000Application Pending ESTIMATED TOTAL PROJECT COST: $ 237,577 11) Budget: Please use the attached worksheet. 12) Performance Measurements: Please use the attached worksheet. 13) Outreach: ÉÊÝÍ ½±²¼«½¬ ±«¬®»¿½¸ ·² ²«³»®±« ©¿§ò ÉÊÝÍ °®±¼«½» ¿ ¾·ó¿²²«¿´ ²»©´»¬¬»® ½¿´´»¼ É»¬ Ê¿´´»§ Ý±³³«²·¬§ ß½¬·±² Ò»©´»¬¬»® øÝßÒ÷ º±® ¿´´ ±º ±«® ½´·»²¬ô ¼±²±®ô º«²¼»®ô ª±´«²¬»»®ô ª»²¼±®ô ¿²¼ °¿®¬²»®ò É» ¼·¬®·¾«¬» ±«® ²»©´»¬¬»® ¿¬ ¸»¿´¬¸ñ½±³³«²·¬§ º¿·® ¿²¼ ¬¿¾´·²¹ »ª»²¬ ¬¸®±«¹¸±«¬ ¬¸» ½±³³«²·¬§ ¿ ©»´´ ¿ ¿¬ ¬¸» ½±´´¿¾±®¿¬·±² ³»»¬·²¹ ·² ©¸·½¸ ÉÊÝÍ °¿®¬·½·°¿¬»ò ÉÊÝÍ °´¿² ¬± °«¾´·¸ É»¬ Ê¿´´»§ ÝßÒ ¯«¿®¬»®´§ ¬¸· §»¿®ò ß´´ ÉÊÝÍ °«¾´·½¿¬·±² ¿®» ¿ª¿·´¿¾´» ±²´·²»ò Í¬¿ºº ¿²¼ ª±´«²¬»»® ©¿´µ»¼ ¬¸» ´±½¿´ ²»·¹¸¾±®¸±±¼ô ¹±·²¹ ¼±±®ó¬±ó¼±±® ¬± ·²º±®³ ¬¸» ½±³³«²·¬§ ®»¹¿®¼·²¹ ¬¸» ¬§°» ±º »®ª·½» ¾»·²¹ ±ºº»®»¼ô ¸±© ¬¸»§ ½¿² »²®±´´ º±® »®ª·½»ô ±® ©¸¿¬ ¬¸»§ ½¿² ¼± ¬± ¸»´°ò ÉÊÝÍ ©±®µ ½´±»´§ ©·¬¸ ÝÞÑ »®ª·²¹ Í¿®¿¬±¹¿ ®»·¼»²¬ò ÉÊÝÍ ¸¿ ´±²¹ó¬¿²¼·²¹ ®»´¿¬·±²¸·° ©·¬¸ ¬¸» Ë²·¬»¼ É¿§ Í·´·½±² Ê¿´´»§ô Í»½±²¼ Ø¿®ª»¬ Ú±±¼ Þ¿²µô ´±½¿´ Î±¬¿®·»ô Õ·©¿²·ô Ô·±² ½´«¾ ¿²¼ ±¬¸»® »®ª·½» ¹®±«°ò ÉÊÝÍ ¿´± °´¿² ¬± ±«¬®»¿½¸ ©·¬¸ ¬¸» Ú¿·¬¸ ·² ß½¬·±² øÚ×ß÷ Ò»¬©±®µô ¿ ¹®±«° ±º §²¿¹±¹«» ¿²¼ ½¸«®½¸» ·² ¬¸» ½±³³«²·¬§ ¬± ¬¸»·® ½±²¹®»¹¿¬·±²ò 14) Leveraging: status 2009-10 TOTAL Foundations çÎÓÈ×ØåÛÃ éÛÐÆÛÈÓÍÎûÊÏÃ ûÎÎÇÛÐÐÃ öóêéè ôÍÇÉÓÎÕèÊÇÉÈ ÛÎÎÇÛÐÐÃ íÈÔ×ÊöÍÇÎØÛÈÓÍÎÉ ÛÎÎÇÛÐÐÃ Government ö×Ø×ÊÛÐ ÛÎÎÇÛÐÐÃ ö÷ïû ÷öéì ö×Ø×ÊÛÐ ÛÎÎÇÛÐÐÃ ôçø ùÓÈÃÍÖùÇÌ×ÊÈÓÎÍ ÛÎÎÇÛÐÐÃ ùøúõ FY 2010-2011 CITY OF SARATOGA COMMUNITY GRANT & CDBG STANDARD APPLICATION ùÓÈÃÍÖùÇÌ×ÊÈÓÎÍ ÛÎÎÇÛÐÐÃ õ×Î×ÊÛÐöÇÎØÉ ùÓÈÃÍÖéÛÎòÍÉ× ÛÎÎÇÛÐÐÃ ôèö ùÓÈÃÍÖéÛÎòÍÉ× ÛÎÎÇÛÐÐÃ ùøúõ ùÓÈÃÍÖéÛÎòÍÉ×ÛÎÎÇÛÐÐÃ ÷éõ ùÓÈÃÍÖéÛÊÛÈÍÕÛ ÛÎÎÇÛÐÐÃ õ×Î×ÊÛÐöÇÎØ èÍÅÎÍÖðÍÉõÛÈÍÉ ÛÎÎÇÛÐÐÃ ôÍÇÉÓÎÕèÊÇÉÈ ùÓÈÃÍÖéÇÎÎÃÆÛÐ× ÛÎÎÇÛÐÐÃ ùøúõ Cost / Benefit Analysis: ___________________________________________________ Total Total Cost Funding % Program Cost Clients Served Per Client Requested Total Cost $237,577 611 $389 $20,000 8% 16) Target Beneficiaries: _____________________________________________________ Saratoga % Total Low-Income % Residents served Clientele Clients Served Total Clientele 67 11% 611 100% BUDGET th AGENCY NAME: __ Date Prepared: West Valley Community ServicesFebruary 9 2010 PROGRAM NAME: _Comprehensive Emergency Assistance Program (CEAP) BUDGET WORKSHEET SPECIFIC Jul - Sep Oct - Dec Jan - Mar Apr - Jun ACTIVITIES SALARIES Personnel $2849.00 $2849.00 $2849.00 $2849.00 Benefits $ 684.00 $ 684.00 $ 684.00 $ 684.00 OFFICE EXPENSES Phone/Fax $ 372.00 $ 372.00 $ 372.00 $ 380.00 Travel $ 180.00 $ 180.00 $ 180.00 $ 180.00 utilities $ 615.00 $ 615.00 $ 615.00 $ 615.00 PROJECT EXPENSES Accounting $ $300.00 $ $300.00 $ $300.00 $ $300.00 TOTAL $5,000 $5,000 $5,000 $5,000 PERFORMANCE MEASUREMENTS th AGENCY NAME: Date Prepared: West Valley Community Services February 9 2010 PROGRAM NAME: Comprehensive Emergency Assistance Program (CEAP) PERFORMANCE MEASUREMENT WORKSHEET GOAL: To increase the quality of life for lower income Saratoga residents by creating and/or maintaining household sustainability: prevent hunger, evictions, utility shut-offs and homelessness. OBJECTIVE (1): OUTCOME (1): Provide food on a weekly basis. By June 30, 2011, 100% of qualified Saratoga residents receiving food assistance will have food stability. 40 individuals to be served. OBJECTIVE (2): OUTCOME (2): Provide rental and/or utility assistance on a one-By June 30, 2011, 80% of recipients will state time only basis. that the assistance provided prevented eviction and/or utility shut-off. 10 individuals to be served. FY 2010-2011 CITY OF SARATOGA CDBG SUPPLEMENTAL Name of Applicant Organization: __West Valley Community Services (WVCS) Name of Program: __Comprehensive Emergency Assistance Program (CEAP)_____________________ Please complete the following questions in addition to the Standard Application to determine additional requirements for CDBG eligibility: 1.Please complete the following tables with the number of recipients for each category: Number of Unduplicated Beneficiaries Number of Urban County unduplicated beneficiaries at or below current county-wide median income City No. Campbell 6 Income Category No. Los Altos 0-30% (Extremely low) 48 Los Altos Hills 31-50% (Very Low) 7 Los Gatos 245 51-80% (Low) 2 Monte Sereno 10 Morgan Hill Saratoga 127 Unincorporated Santa Clara County Outside the Urban County 1 11 399 Total unduplicated beneficiaries During the last fiscal year two grants from FIRST 5 Santa Clara County concluded. Those were not zip code restricted and we were serving all of Santa Clara County. That is the reason our numbers for other cities and communities are not included. 2.How does the purpose and objectives of s CDBG funding objectives with regard to either the Urban County Priority Needs or the Urban County Non- 3 Housing Community Development Needs as described in the Consolidated Plan? Increase the available supply of housing affordable to lower income households. Increase housing opportunities for special needs households and the un-housed. Homeless Services 1The Urban County includes the unincorporated portions of the County of Santa Clara and the cities of Campbell, Los Altos, Los Altos Hills, Los Gatos, Monte Sereno, Morgan Hill, and Saratoga. 2Based on the attached FY 2008 HUD Income Limits for Santa Clara County 3Consolidated Plan is available online at http://www.saratoga.ca.us/ by The 2005-2010 Urban County clicking on the CDBG grant link under In The Spotlight on the right hand side of the webpage SARATOGA CITY COUNCIL MEETING DATE:AGENDA ITEM: March 17, 2010 DEPARTMENT:CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Barbara Powell Assistant City Manager SUBJECT:Follow-up on Process forAllocation of Funding for Community Events RECOMMENDED ACTION: Accept report and direct staff accordingly. BACKGROUND: At the March 3, 2010 City Council Meeting, direction was given to staff to: 1.Create a list of community events for which the City has traditionally allocated funds in fiscal year 2009/10, together with proposed funding levels for each eventfor fiscal year 2010/11; 2.Include “Unspecified Event” funding in the 2010/11 budget in the amount of $5,000; 3.Create a simplified form and process for application, similar to the one used for community grant funding, which would be used by organizers oftraditional events and other events that fall under the “unspecified” category; and 4.Include information about the community events applications process on the City website. Traditional community events, their 2009/10 actual/estimated expenses and proposed fiscal year 2010/11fundingare provided below. Prior year funding for these and other events is included as Attachment “A”. Event2009/10 Actual/Estimated2010/11 ProposedBudget Non-City *City expensesexpenses (banner, facility rental, permit fee) Annual Tree Lighting$1,037(actual)$1,200$ 600 (banner) Arbor Day Celebration$ 100$100$ 0 City Incorporation Celebration$ 0$0$ 0 Event2009/10 Actual/Estimated2010/11 ProposedBudget Page 1of 7 Non-City * City expensesexpenses (banner, facility rental, permit fee) Citywide Garage Sale$5,000$5,000$ 0 City Ceremonies(Joe’s trail)$ 242(actual)$150$ 0 Fourth of July$4,000 (reallocated)$1,000$ 0 Memorial Day $ 0$0$ 600 (banner) Mustard Faire$4,000 (includes $1,217.50 $3,000$1,230 (banner, for City-related expenses)facility rental, permit fee) Saratoga Art & Wine Festival $5,000(actual)**$5,000$0 (formerly Taste of Saratoga) th Sister City (25Anniversary)$1,200(reallocated)$0$0 Unspecified Event(s)$5,000$5,000$600 Total$21,450$3,030 NOTES: *City expenses do not include associated staff time or use of City vehicles, nor other materials provided, such as barricades, cones, electricity, tables, chairs, audio equipment, etc. ** The Saratoga Art & Wine Festival is proposed as a two-day event in 2010/11. The amount budgeted for this event in prior years was for a one-day event. Staff is requesting direction from the Council concerning the above list of traditional community events and their proposed funding. Staff has also attached asimplified application form to be used for community events(Attachment “B”). FISCAL IMPACTS: The fiscal impact of funding traditional community events will depend upon the events chosen for funding and the level of funding allocated per event. As noted above, City expenses do not include associated staff time or use of City vehicles, nor other materials provided, such as barricades, cones, electricity, tables, chairs, audio equipment, etc. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The City Council may decide to allocate funding to any, all or none of the above traditional community events or may provide additional direction to staff. ALTERNATIVE ACTION(S): N/A Page 2of 7 FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Attachment “A” –Prior Year Community Events Funding Attachment “B” –Community Event Application Page 3of 7 Community Event Fund From Fiscal Year 2006/07 to 2009/10 2006/072007/082008/092009/102009/10 ActualActualActualBudgetedEstimate Chamber of Commerce Events Celebrate Saratoga -Teen Scene7,527 10,000--- Celebrate Saratoga -Fun Zone 4,900 4,900 --- Celebrate Saratoga -Event Support-4,996 --- Celebrate Saratoga Banner----- Taste of Saratoga--3,299 -- Saratoga Art & Wine Festival---5,000 4,258 Annual Tree Lighting ----1,037 General Community Events Unspecified Event Funding---5,000 - Neighborhood Block Party Supp----- Month of the Child Celebration----- Mustard Faire1,418 2,000 3,649 -4,000 Sister City 25th Anniversary---1,200 - Arbor Day Celebration--78100100 Memorial Day Event (Banner)-300--- Fourth of July Event--1,547 4,000 - Cancer Society -Relay-200--- Citywide Garage Sale--4,270 5,000 5,000 City Ceremonies Fellowship Hall Opening----104 De Anza Trail Opening--23-- KMP Groundbreaking /Opening---250138 Total Community Events13,845 22,396 12,866 20,550 14,637 Page 4of 7 CITY OF SARATOGA COMMUNITY EVENT APPLICATION 1)Applicant Name:__________________________________________ Agency/Organization (if applicable): ________________________________________ Street Address: _________________________________________________________ City: ______________________ Zip Code:_____________ Phone: (____)_______________ Fax: (____)________________ E-Mail: ____________________________________________ 2)Event Name: ___________________________________________________________ Event Location: _________________________________________________________ Date(s) of Event: ___________________________ 3)EventDescription: (attach additional pages, if needed) 4)Anticipated number of attendees:_____________ 5)Anticipated matching funds:$ ____________ 6)Requested Funding: Pleaseuse the attached worksheet. Page 5of 7 REQUESTED FUNDING EVENTNAME: ___________________________Date Prepared: _________________ EXPENSE TYPE (e.g. advertising, banner, facility AMOUNT rental, materials, supplies, contractors, performers, porta-potty, etc.) Non-City City-related related expenses expenses(banner, facility rental, permit fee) Page 6of 7 Page 7of 7 SARATOGA CITY COUNCIL MEETING DATE: AGENDA ITEM: March 17, 2010 DEPARTMENT: CITY MANAGER: City Manager’s OfficeDave Anderson PREPARED BY:DIRECTOR: Barbara Powell Assistant City Manager SUBJECT:Adoption of Resolution in Support of the Local Taxpayer, Public Safety and Transportation Protection Act of 2010 RECOMMENDED ACTION: Accept report and adopt attached Resolution. BACKGROUND: In 2004, California voters overwhelmingly passed Proposition 1A, which affirmed that local property and sales tax revenue should remain with local governments rather than being appropriated by State government to cover its operating expenses. Unfortunately, loopholes in Proposition 1A have enabled the State to continue “diverting” or “borrowing” from local governments in an effort to address State budgetary shortfalls. In September 2009, many City officials attended the League’s annual conference, at which delegates unanimously voted to support the League of California Cities’ sponsorship of a ballot measure for the November 2010 election, which would tighten protections for City and transportation-related revenues. The State Attorney General has given the ballot measure a title and summary, and signatures are currently being gathered to place it on the ballot. Thisfiscal year, the State borrowed $2 billion in local property taxes, seized billions in redevelopment agency funds and took $697 million in transit funds. Saratoga lost $674,777 in property tax revenues diverted by the State, which was re-secured via a loan and subsequent sale of bonds by the California Statewide Communities Development Authority. Future takeaways are anticipated given the State’s ongoing fiscal crisis and current loopholes with Proposition 1A. DISCUSSION: The Local Taxpayer, Public Safety and Transportation Act ballot measure would: Prohibit the State from taking, borrowing or redirecting local taxpayer funds dedicated to public safety, emergency response and other vital local government services (including redevelopment).The measure would close loopholes to prevent the taking of local taxpayer funds currently dedicated to cities, counties and special districts. It would also Page 1of 4 revoke the State’s authority to borrow local government property tax funds or divert local redevelopment funds. Protect vital, dedicated transportation and public transit funds from State raids. The measure would prevent State borrowing, taking or redirecting of the State sales tax on gasoline (Proposition 42) and Highway User Tax on gasoline (HUTA funds) that are dedicated to transportation maintenance and improvements. It would also prevent the State from redirecting or taking public transit funds. By adopting the attached Resolution, the City Council would: Formally endorse the Local Taxpayer, Public Safety and Transportation Protection Act of 2010, a proposed constitutional amendment; and Authorize the listing of the CITY OF SARATOGA in support of the Local Taxpayer, Public Safety and Transportation Protection Act of 2010 and instruct staff to fax a copy of this resolution to campaign offices at916.442.3510. FISCAL IMPACTS: There are no direct financial impacts to the City of Saratoga related to adoption of the attached Resolution. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The attached Resolution would not be adopted by the City Council. ALTERNATIVE ACTION (S): The City Council may take a position different than staff’s recommendation, or take no position on this issue. FOLLOW UP ACTION(S): Implement Council direction. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: Resolution Page 2of 4 RESOLUTION NO. ________ RESOLUTION IN SUPPORT OF THE LOCAL TAXPAYER, PUBLIC SAFETY AND TRANSPORTATION PROTECTION ACT OF 2010 WHEREAS, California voters have repeatedly and overwhelmingly passed separate ballot measures to stop State raids of local government funds, and to dedicate the taxes on gasoline to fund local and state transportation improvement projects; and WHEREAS, these local government funds are critical to provide the police and fire, emergency response, parks, libraries, and other vital local services that residents rely upon every day, and gas tax funds are vital to maintain and improve local streets and roads, to make road safety improvements, relieve traffic congestion, and provide mass transit; and WHEREAS, despite the fact that voters have repeatedly passed measures to prevent the State from taking these revenues dedicated to funding local government services and transportation improvement projects, the State Legislature has seized and borrowed billions of dollars in local government and transportation funds in the past few years; and WHEREAS, this year’s borrowing and raids of local government, redevelopment and transit funds, as well as previous, ongoing raids of local government and transportation funds have lead to severe consequences, such as layoffs of police, fire and paramedic first responders, fire station closures, stalled economic development, healthcare cutbacks, delays in road safety improvements, public transit fare increases and cutbacks in public transit services; and WHEREAS, State politicians in Sacramento have continued to ignore the will of the voters, and current law provides no penalties when state politicians take or borrow these locally- dedicated funds; and WHEREAS, a coalition of local government, transportation and transit advocates recently filed a constitutional amendment with the California Attorney General, called the Local Taxpayer, Public Safety, and Transportation Protection Act of 2010, for potential placement on California’s November 2010 statewide ballot; and WHEREAS, approval of this ballot initiative would close loopholes and change the constitution to further prevent State politicians in Sacramento from seizing, diverting, shifting, borrowing, transferring, suspending or otherwise taking or interfering with tax revenues dedicated to funding local government services, including redevelopment, or dedicated to transportation improvement projects and mass transit. NOW, THEREFORE, BE IT RESOLVED, that the CITY COUNCIL of the CITY OF SARATOGA formally endorses the Local Taxpayer, Public Safety and Transportation Protection Act of 2010, a proposed constitutional amendment. BE IT FURTHER RESOLVED , that the CITY COUNCIL hereby authorizes the listing of the CITY OF SARATOGA in support of the Local Taxpayer, Public Safety and Transportation Protection Act of 2010 and instructs staff to fax a copy of this resolution to campaignoffices at916.442.3510. Page 3of 4 PASSED AND ADOPTED by the Saratoga City Council at a regular meeting held on the 17th day of March 2010 by the following vote: AYES: NOES: ABSENT: ABSTAIN: _______________________________ Kathleen M. King, Mayor ATTEST: ___________________________________ Ann Sullivan, City Clerk Page 4of 4